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HomeMy WebLinkAbout2014-0415 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 new 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 April 15, 2014 Council Chambers 1175 E. Main Street Note: Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.E.] 6:45 p.m. Executive Session. City Council will hold an Executive Session for Real Property Transaction pursuant to ORS 192.660(2)(e). 7:00 p.m. Regular Meeting 1. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Study Session of March 31, 2014 2. Business Meeting of April 1, 2014 VI. SPECIAL PRESENTATIONS & AWARDS 1. Presentation of Ragland Award to Doug Gentry (in memoriam) 2. Proclamation of April 2014 as Fair Housing Month in Ashland 3. Annual presentation by the.Historic Commission VII. CONSENT AGENDA 1. Acceptance of Commission and Committee minutes 2. Special procurement for the purchase of a Rovver X closed circuit sewer inspection system 3. Special procurement for installation of a CERT antenna at Fire Station No. 1 4. 2014 annual appointments to boards and commissions 5. Extension of Firewise Grant through September 30, 2014 6. Ashland's Wildfire Hazard Zone boundary amendment COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, 2014, CHARTER CABLE WILL BROADCAST LIVE ON CHANNEL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US 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}) 1. Public Hearing on the 2014 Community Development Block Grant (CDBG) award and CDBG action plan development IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] X. UNFINISHED BUSINESS 1. Second reading by title only of a ordinance titled, "An ordinance amending AMC Chapter 2: Rules of City Council; Uniform Policies and Operating Procedures for Advisory Commissions and Boards; Recreation Commission; Conservation Commission; and Certain Administrative and Operating Departments" XI. NEW AND MISCELLANEOUS BUSINESS 1. Appointment to Audit Committee - Mayor/Council liaison 2. Discussion of Proposed Utility Rate increases a. Proposed Electric Utility rate increase b. Proposed Water, Wastewater, Transportation, and Storm Drain Utility rate increases 3. Talent Ashland Phoenix Pipeline Intertie Project update 4. Solid waste franchise, a presentation of financial incentive options for waste reduction XII. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. First Reading by title only of an ordinance titled, "An ordinance adopting a prohibition on the distribution of single use plastic bags" 2. Second Reading of an ordinance titled, "An ordinance imposing a temporary moratorium on establishment of medical marijuana facilities in the City of Ashland, and declaring an emergency" XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT OF BUSINESS MEETING 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 (TTYphone 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. STARTING APRIL 15, 2014, CHARTER CABLE WILL BROADCAST LIVE ON CHANNEL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US Minutes for the City Council Study Session March 31, 2014 Pagel of 3 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, March 31, 2014 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:34 p.m. in the Siskiyou Room. Councilor Voisin, Rosenthal, Morris, Slattery, Marsh, and Lemhouse were present. 1. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. 2. Response to Council follow-up questions regarding Cost of Service and Rate Design Study for Electric Utility ElectricAT Director Mark Holden, Electric Distribution System Manager Warren DiNapoli, and Mark Beauchamp president of Utility Financial Solutions provided a presentation that reviewed the Five Year Financial Projection and Cost of Service Results: Projection Summary - No Rate Changes The study focused on three targets, one was the Debt Coverage Ratio. The City needed to maintain 1.20 coverage and generate 20% more in cash than the debt service payment. Electric sales were weather dependent so the consultant added a safety factor that increased it from 1.20 to 1.40. The City needed to stay above that minimal level. Without a rate adjustment, the debt coverage ratio would go negative by 2016. The second target was the Projected Cash Balances currently at $1,920,118 with a minimum target in 2014 at approximately $2,150,511. The projected cash balance would turn negative by 2017 without rate adjustments. The third target was Adjusted Operating Income. The City needed an adjusted operating income of $530,000 and the table showed the City operated in the negative every year without a rate adjustment. In the Adjusted Operating Income, the City would try to recover an inflationary increase in the assets replacement cost so current ratepayers paid for the infrastructure they used and consumed. The depreciation expense and a rate of return would become the break-even target. The City's rate of return was 5%-6%. The adjusted operating income for industrial utilities was set up differently with a 10%-10.5% rate of return target and a certain amount of dividends that went back to the shareholders. The City needed funds to cover the time when bills were paid and customers made payments, to ensure there was enough cash in reserve to fund capital improvement programs and if a catastrophic event occurred, there was enough in reserves to start the replace and repair process until adequate financing became available. Industrial utilities built up cash for reinvesting. Mr. Beauchamp clarified the comparison between industrial and municipally owned utilities answered question #2 on the City Council Follow-Up Questions. Projection Summary - Proposed Rate Changes The City's utility was relatively debt free and the debt ratio exceeded minimum targets. Projected Cash Balances would maintain minimum levels for cash through 2016 build slightly in 2017 and reach $3,000,000 in 2018. The Adjusted Operating Income worked towards achieving the $530,000 that would happen by 2018 with annually adjusted rates. Mr. Beauchamp clarified the 3.5% rate increase would go towards stabilizing cash reserves. The recommended target for 2014 was $2,150,511. Subsequent rate adjustments would address maintaining and improving cash reserves and move towards the operating income targets. The debt coverage ratio was not an issue unless it failed. Minutes for the City Council Study Session March 31, 2014 Page 2 of 3 The 1.40 calculation added the net income of the electric utility, the depreciation expense, and the interest expense to get the cash generated from operations. They divided that amount by the debt service payment to achieve the coverage ratio in the bond ordinance. COS Results by Rate Class The COS study was completed prior to the 5.3% rate adjustment for 2014. The table showed the difference of revenue projected by each rate class and costs to provide service to each class after the rate adjustment. Most of the rates were close. The COS study identified the cost of providing the service by rate class, achieved the 3.5% rate increase overall, and applied different rate increases to rate classes. Revenue requirements established how customers used different classes and power from Bonneville Power Administration (BPA) and who contributed to peak demands. This data was used to allocate BPA costs to customer classes. The distribution system was built to handle peak demand created by customer classes. Overall, the study established 40 allocation factors that included items like how long it took to read a meter. 1. Is there anything in the literature/state of the art that argues against the cost of service model? What about a modified cost of service system (i.e. with some users essentially subsidized)? There was no literature that argued against COS. Cost of service was only one component to designing rates for customers. Council could add other factors. 2. Do the recommended revenue requirements (debt coverage, minimum cash reserves operating revenue, etc.) vary between private utilities and municipally owned systems? Is there any question that these are appropriate revenue requirements for us? Answered earlier in the discussion. 3. There are two pieces here: first, recommendations regarding the revenue requirements; second a suggestion that we pursue a cost of service approach to address the revenue requirements. If we accepted the revenue requirements but did not institute a cost of service approach, what would the resultant increases look like? If Council established a 3.5% increase across the board for 2015, it would address the revenue requirements but not move towards cost of service. 4. Does the COS model adjust in anyway for the fact that government/municipal customers don't pay the electric user tax? The Electric User Tax (EUT) would not affect the cost of service results. The City would have to determine how government facilities factored in the rate design since they paid higher rates instead of paying EUT. 5. How does the COS incorporate taxes and franchise fees? I'm paying for electric power. It is a service. How does a tax/fee for the general fund fit into the cost of service calculations? The franchise fees were payments in lieu of tax made to the City incorporated as part of the revenue requirements. Everyone would pay for that because it was part of the operating expenses of the electric utility. Electric power was a service not a tax, was rate based and typically not funded through taxes. 6. How does COS explain the service provided by the base fee? The base fee was fixed costs that related to infrastructure invested and maintained directly for that customer. 7. This is a major policy shift from the past. We will no longer be subsidizing the residential customers with the commercial accounts, which mean the base rates will be higher resulting in a little less value for conserving electricity and higher rates for the low income. Low-income users tended to be higher than average users. Council could add $1.50 to the customer charge, not increase the first block of the two-tiered structure and put the remainder in the second block increasing Minutes for the City Council Study Session March 31, 2014 Page 3 of 3 the spread between blocks. It would increase revenue stability and improve the differential. 8. A future study needs to be done to evaluate the efficiency of our electric utility, and all utilities and divisions for that matter. Since we actually have a monopoly of sorts there needs to be confidence that we are as efficient as possible. BPA had a ratio survey for guidance in areas the City may want to look at for efficiencies. Additionally, other agencies could assist in finding efficiencies as well. 9. It would still be nice to see how our fixed costs, not related to Kw, compare to other utilities. As I said earlier "the costs per meter." The overall cost of the meter without the energy for typical residential was $12-$15 per month. The City charged approximately $11.50. Historically utilities undercharged that component and rolled it into the energy cost. Many utilities were in the process of raising those levels to where they should be to increase and improve the financial stability of the utility. 10. Part of the data uses Kw and part uses Kwh. Is that actually how we bill different customers? Can the numbers be normalized? The City billed some customers on Kw and Kwh, billing both was ideal. However due to complications with consumption meters it was not cost effective. 11. Since government entities cannot be taxed, is it possible that the base rates or the other charges be increased to cover the difference? If not, then they are getting quite the volume discount which goes against our current policy of increased rates for higher usage. Council could choose to raise the base rates to cover the difference. The declining block charge for municipal and an inclining for residential was unusual. Typically, there was a flat rate for commercial. Councilor Voisin left the meeting at 7:03 p.m. Council wanted more information on the rate structure, impact on conservation and the methodology to construct the conservation charge, subsidies and whether some cross subsidies were legitimate, the amount government would pay to make up for EUT, and information on the projected cash balance. Council requested a review of the original rates and the reasoning behind each one as well as a review of various cost factors. Council also wanted information to establish a demand charge for solar. Mr. Holden would provide an analysis of current rates and the COS study rates. The analysis would include subsidies in the current rates and the rationale behind each one and compare them to the COS study. Staff would work on a rate structure that provided the aggregate overall rate increase needed to stay healthy as well as provide information on the basic components of what went into the rate increase. Council would use that information to adjust various rates and structural elements if needed and ensure they maintained the 3%- 3.5% revenue increase. Meeting adjourned at 7:44 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder Regular City Council Meeting April I, 2014 Page I of 8 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL April 1, 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, Slattery, Rosenthal, and Marsh were present. Councilor LemhOL[Se was absent. MAYOR'S ANNOUNCEMENTS - None APPROVAL OF MINUTES The meeting minutes of the Joint Meeting with Parks Commission of March 12, 2014 and the Business Meeting of March 18, 2014 were approved as presented. SPECIAL PRESENTATIONS & AWARDS The Mayor's proclamations of April 6-12, 2014 as Arbor Week and April 13-19, 2014 as Independent Media Week were read aloud. Code Compliance Specialist Kevin Flynn presented the six-month update on the Code Compliance Program and clarified the Code Compliance Log. Management Analyst Adam Hanks suggested adding a $100 incentive to homeowners who provided electric vehicle charging stations in new or remodeled garages to the existing Earth Advantage new construction program. CONSENT AGENDA 1. Acceptance of Commission and Committee minutes 2. Recognition of Ashland as a Tree City USA city for the 29" consecutive year 3. Liquor license application for William Roussel dba Ashland Mountain Adventures 4. Approval of recommendation from the Public Art Commission for installation of a sculpture at the Calle Guanajuato staircase 5. Approval of recommendation from the Public Art Commission for the installation of a mural at the Emergency Food Bank 6. Special procurement for building repairs to Fire Station #1 Councilor Slattery pulled Consent Agenda 45 for further discussion regarding the installation of a mural at the Emergency Food Bank. Management Analyst Ann Seltzer introduced the artist Denise Baxter and explained the process involved for moral installation. Ms. Baxter provided information regarding the an piece. Councilor Marsh disclosed that she was the Director for the Ashland Food Bank and had no gain or loss associated with the decision. Councilor Slattery/Rosenthal m/s to approve the Consent Agenda. Voice Vote: YES. Motion passed. PUBLIC HEARINGS - None Regular City Council Meeting April 1, 2014 Page 2 of 8 PUBLIC FORUM Anne Ashbury/544 B Street/Introduced herself as the Executive Director for the Ashland Independent Film Festival (AIFF) and requested an exception regarding the AIFF grant submitted late to the City due to extenuating circumstances. Councilor Slattery/Marsh m/s to place the item on the agenda for discussion. Voice Vote: all AYES. Motion passed. Mayor Stromberg added the item at the end of the Public Forum. Regina Ayars/199 Hillerest/Explained she was the volunteer coordinator for the Ashland Community Resource Center and provided an update on the Center's success. Jonny Boulton/165 East Main Street/Spoke regarding the Open Carry Day that occurred March 29, 2014, the role LIBERTY! Ashland played in the event and warned of more rallies and a possible march in the future in opposition to the proposed gun ordinances the City was contemplating. Ron Roth/6950 99 South/Asked Council to consider creating a cat park to compliment the dog park. 1. Request for an extension to the deadline associated with grant requests for Ashland Independent Film Festival Councilor Slattery/Marsh m/s to grant the 31 minute time lapse for the AIFF grant application. DISCUSSION: Councilor Slattery explained the issue was serious, there was a deadline, and Council accepted AIFF's explanation. Councilor Marsh acknowledged the application was in on the same day, supported the motion, and cautioned it never happened again. Councilor Voisin commented two years before someone was minutes late submitting a grant application, and the City denied the appeal. She would support the motion although the exception would upset others who had not received similar consideration from Council. Voice Vote: all AYES. Motion passed. Mayor Stromberg agreed to move Unfinished Business to the end of the agenda before Other Business from Council. NEW AND MISCELLANEOUS BUSINESS 1. Recommendation from the Downtown Beautification and Improvement ad hoc Committee Management Analyst Ann Seltzer provided background on the Committee who recommended the following short-tern projects: • Remove Asphalt on the parks row between Pioneer and Oak Street on Lithia Way • Add Sternberg Light along walkway between New Theatre and Main Street • Improve landscaping at City parking lots • Install three "Welcome to Ashland" signs • Improve the right-of-way area at the comer of Lithia Way and Pioneer Ms. Seltzer clarified the City contracted with the Parks and Recreation Department for maintaining the landscaping at parking lots, medians, and planter boxes in the downtown. Councilor Marsh/Slattery m/s to approve the recommendation by the Downtown Beautification and Improvement ad hoc Committee. DISCUSSION: Councilor Marsh thought the projects were good and commended the Committee for how quickly they put the recommendation together. Councilor Voisin motioned to amend the motion that the Parks and Recreation Department was not responsible for parking lot weed abatement regarding landscaping City parking lots and the City is Regular City Council Meeting April 1, 2014 Page 3 of 8 responsible for that and it be paid for out of the Transient Occupancy Tax (TOT) funds. Motion denied for lack of a second. Roll Call Vote: Councilor Slattery, Morris, Rosenthal and Marsh, YES; Councilor Voisin, NO. Motion passed 4-1. 2. Appointment to Citizen Budget Committee City Recorder Barbara Christensen requested direction from the Council regarding the lack of applications to fill the vacant position on the Citizen Budget Committee. Council discussed waiting to advertise the vacancy in October when recruitment normally occurred. Mayor Stromberg would address the need for volunteers at the next Town Hall Meeting. 3. Direction to Housing and Human Services Commission regarding students as a protected class in the Fair Housing ordinance Kathie Kennedy/132 Greenway Circle, Medford OR/Owned residential properties in Ashland and acknowledged students were concerned regarding renting. It was important that students follow the standards other 'renters followed. To presume students as a protected class was extreme. Federal level defined protected classes. Councilor Slattery/Marsh to direct Housing and Human Services Commission to study and develop a recommendation on whether students should be added as a protected class in the City's Fair Housing ordinance. DISCUSSION: Councilor Slattery clarified the Commission did not need to make students a protected class but possibly come back with something that might protect them better. Councilor Marsh requested the Commission discuss why property owners reject students and what students could do to increase their desirability as tenants and whether there were any unintended consequences to the proposed policy. Voice Vote: all AYES. Motion passed. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Second Reading by title only of an ordinance titled, "An ordinance modifying the Verde Village Subdivision's Development Agreement to clarify project phasing and make clear which improvements are required with each phase and to allow either phase to occur first; to change the energy efficiency requirements for the development so that all units will be constructed to at least Earth Advantage Gold standards and will be photovoltaic ready; and to change the landscaping requirements associated with construction of the multi-use path" Council declared no Exparte contact. Councilor Rosenthal/Morris m/s to approve Ordinance #3092. Roll Call Vote: Councilor Marsh, Voisin, Rosenthal, Slattery, and Morris, YES. Motion passed. Councilor Morris/Rosenthal m/s to approve adoption of findings for Planning Action #2004-00052. Roll Call Vote: Councilor Marsh, Voisin, Rosenthal, Slattery, and Morris, YES. Motion passed. 2. First Reading of an ordinance titled, "An ordinance imposing a temporary moratorium on establishment of medical marijuana facilities in the City of Ashland, and declaring an emergency" Councilor Voisin/Rosenthal m/s to place on the agenda a discussion the Council consider directing staff to develop a proposal to tax marijuana dispensaries, production, retail and more. Voice Vote: Councilor Voisin, Morris, Rosenthal, and Marsh, YES; Councilor Slattery, NO. Motion Regular City Council Meeting April I, 2014 Page 4 of 8 passed 4-1. City Attorney Dave Lohman explained the full moratorium would allow the City to review regulation parameters. A limited moratorium would only affect a portion of the city. Another option was a time, manner, or place ordinance that might be deemed as regulatory taking. The full moratorium would be retroactive to March 1, 2014 and end May 1, 2015. Council confirmed the moratorium was not abolishing dispensaries. Mr. Lohman clarified the City could regulate or ban dispensaries or rescind the ordinance during the moratorium. Community Development Director Bill Molnar explained the Planning Commission initially discussed the issue and the earliest it would go on to an agenda was May, followed by a public hearing, then to Council with first and second reading on the proposed ordinance. Mr. Lohman clarified Council could adopt a land use ordinance with an emergency clause. Mr. Molnar further explained the Commission wanted to review a map of properties zoned E-1 within 100 feet of residential areas to determine the number of properties possibly impacted. They wanted to see the effects of a 100-foot buffer from significant spots likely frequented by minors. The Planning Commission also discussed hours of operation and whether the Conditional Use Permit (CUP) process would be an effective tool. City Administrator Dave Kanner submitted a Dispensary Discussion Map into the record based on the Planning Commission discussion that depicted E-1 properties within 100 feet of a residential zone, C-1 and M-1 that would allow dispensaries, 1,000-foot buffers from schools, and the overlay zone. William Clary/460 Williamson Way/Requested a temporary limited moratorium specifically for E-1 zones. It would provide the time needed by the Council and the Planning Commission to determine reasonable zones, rules, and restrictions that would maintain the integrity of neighborhoods like the Williamson Way area. He was not opposed to medical marijuana dispensaries. His main concern was the traffic it would bring to the neighborhood. Michael Welch/1908 Ashland Street/Explained he owned Puff's and Siskiyou Medical Supply. He agreed with a temporary limited moratorium and acknowledged dispensaries were contentious businesses. Due to moratoriums throughout the state however, Puff's was the only legal operating dispensary between Eugene to the California border and the demand was difficult to manage. He offered Council information on traffic and pedestrian flow pertaining to his dispensary. Councilor Voisin/Rosenthal motion to suspend rules to ask a question of Mr. Welch. Voice Vote: all AYES. Motion passed. Mr. Welch explained that according to the Dispensary Discussion Map, his business was E-1 but he believed it was actually C-1. Mayor Stromberg reinstated Council rules. Alan Ives/465 Williamson Way/Supported a temporary limited moratorium. The proposed location on Williamson Way abutted an E-1 zone and was directly across from residences with children. Ashland commons was on the other side that housed school bus loads of children attending theater that lived outside of town. It was also 1,300 feet from North Mountain Park. The moratorium would provide time to review whether this was a desirable location for a dispensary. Cheyanne Davis/400 Williamson Way/Represented Top Shelf Meds and asked Council not to place a moratorium on dispensaries. Top Shelf Meds was working with the City Administrator and discussing how to remedy neighborhood concerns. It was important for LMMP patients to have safe and easy access to their medicine. Top Shelf Meds was looking for a new location to avoid a possible year-long ban on Regular City Council Meeting April 1, 2014 Page 5 of 8 dispensaries. Justin Hancock/400 Williamson Way/Also represented 400 Williamson Way and wanted to discuss possible new rules that would allow the dispensary to open. They had spent a lot of money on the federal and state regulations and now the City determined their business inappropriate. He hoped all dispensaries were able to rename open during the moratorium and they could come to an agreement with the City. Judy Emanuel DO/111 Bush Street/Explained she was an Osteopathic physician and treated patients 50 and over that wanted to qualify for medical marijuana starting May 2014. She expressed concern that patients would not have access to their medication if Council passed the moratorium. She hoped if a moratorium occurred, it would not take a year, and Council found some way to make exceptions to the dispensaries currently operating in the area. Sara Duff/5704 N Missouri Avenue, Portland OR/Represented patients and growers through her business Duff Johnson Consulting by ensuring they remained legal and safe regarding medical marijuana. She matched patients with growers and often there was a long distance between them. Dispensaries were necessary for patients and it was not fair to make them travel several towns away to have access to their medication. She was impressed with the state regulations recently passed regarding testing for contaminants and delaying the implementation of dispensaries would continue to put patients at risk for contaminated marijuana. Anthony Johnson/5704 N Missouri Avenue, Portland OR/Represented the Oregon Cannabis Industry Association and urged Council not to impose a yearlong moratorium as well as not choose one zone over another. A long moratorium would only hurt the most vulnerable patients and exacerbate the problems caused by prohibition. He encouraged Council to work with people within the industry to devise rules and regulations regarding signage, hours of operation and time, place, and manner regulations. Statistics and studies showed that medical cannabis dispensaries did not increase crime, did not make roads less safe, nor did it put medicine in the hands of children. Carol Kim/422 Rogue Place/Spoke against the proposed dispensary at 400 Williamson Way in the E-1 zone. With no buffer zones from the City, the dispensary would be in her residential area. She was concerned with the increased traffic, parking problems, night lighting and unknown hours and days of operation. The businesses currently in the area were low traffic operating weekdays 9:00 a.m. to 6:00 p.m. One dispensary operating in Medford had over 1,600 customers and a small neighborhood like hers could not handle that amount of business. Alex Rogers/450 Park Ridge Place/Explained he was the owner of Ashland Alternative Health, the main medical marijuana clinic in town and carded 3,000 members a year. He understood the concerns of the neighbors on Williamson Way and thought some of the concerns were unwarranted and suggested people read the information Anthony Johnson sent to Council. He saw 3,000 people a year and had never experienced a problem at the clinic or received a complaint over the past five years although it was a clinic and not a dispensary. He did not support the moratorium or zoning but did support regulating hours of operation, signage, and taxing cannabis in Ashland similar to the meals tax. Established dispensaries would still exist with the moratorium and Council's authority would diminish. Dr. Paul Kaufman/3252 Carriage Drive, Medford OR/Shared his 25-year experience as a surgeon and physician in the area and had seen over 500 patients that used medical marijuana successfully. He considered businesses that sold cigarettes, alcohol, and pharmaceutical drugs as dangerous if not much more so than medical marijuana. Regular City Council Meeting April 1, 2014 Page 6 of 8 Dr. Jack Kyman/1160 Bellview Avenue/Worked at the Ashland Alternative Health Clinic and helped thousands of patients with the recommendation to use medical marijuana. The issue was access. Patients had qualifying conditions the state set up but the clinic was unable to give them their medication unless someone provided it to them. Denying access to medication was an injustice. Eli Jaxon Bear/374 Heiman Street/Shared he had cancer and explained how he used medical marijuana instead of heavy opiates successfully. He applied marijuana drops from Puffs to heal skin cancer lesions that disappeared within a week. Taking away medical marijuana dispensaries for a year would not help him. Medical marijuana was his medicine and it was saving his life. Ron Roth/6950 Old 99 South/Hoped the City would treat medical marijuana dispensaries no different from commercial pharmacies. He did not support zoning regulations other than state law. Ashland had a potential for medical tourism. He did not support a moratorium. Mr. Kanner clarified that Puff's business was in the E-I zone and the 1,000-foot buffer lines on the map were accurate. In addition to requiring dispensaries be 1,000 feet from any school, per state law, they must also be 1,000 feet from each other. There was a chance the proposed dispensary on Williamson Way was within 1,000-feet of another dispensary. Applicants also had anonymity and had to waive anonymity before the state published their name and dispensary location. It was possible an applicant in Ashland was approved by the state, did not waive anonymity and the City was unaware. The state would uphold any moratorium imposed by a local jurisdiction, and either not approve an applicant's license or suspend licenses on applications already approved. The applicant had the option of withdrawing the application and getting $3,500 of their initial $4,000 reimbursed. Alternatively, they could hold onto their application until the moratorium ended and try again. Once the moratorium ended, staff did not know if the law would revoke or reinstate licenses. The rules would apply to a full or limited moratorium. However, in a limited moratorium, the Oregon Health Authority would apply the rules only in the areas the moratorium affected. During a moratorium, a business like Puffs would lose protection from criminal prosecution under state drug laws. Under a limited moratorium, Puffs may or may not lose that protection depending on whether the moratorium applied to the zone or location of the business. Mr. Lohman added the Oregon Health Authority recently issued supplemental rules that included enforcement and businesses operating in an area with a moratorium were subject to a fine up to $500 a day. States that legalized recreational marijuana allowed either medical marijuana dispensaries to sell recreational only or both. Police Chief Terry Holderness addressed the impact of crime related to dispensaries and not traffic. Criminal issues surrounding medical marijuana dispensaries occurred in highly urbanized areas that already had crime issues. Ashland had several dispensaries operating off and on throughout the years without issue. The Police Department was not anticipating an increase in crime due to medical marijuana dispensaries and alternately could not guarantee that it would not happen. Nor had the Police Department dealt with a dispensary so close to a residential neighborhood. Traffic was more a legitimate concern in the area than crime. Chief Holderness was not aware of any evidence supporting minors having easier access to marijuana because of dispensaries. It was easier for most minors to obtain marijuana at their schools. It was extremely unlikely medical marijuana dispensaries would change that. Mr. Lohman explained state statute stated reasonable limitations a local jurisdiction could enact included Regular City Council Meeting April 1, 2014 Page 7 of 8 hours, location, and manner. Restrictions on manner might involve a neighborhood responsibility plan, security plan, lighting plan, peak electric usage plan regarding grow lights, use of renewable energy, limitations on advertisement, location in a permanent building, building appearance, screened entrance, and prohibit drive-thru access. Mr. Molnar commented the Planning Commission majority thought commercial zones were more appropriate because they were highly traveled streets. Some E-1 zones were in less visible areas and it might be prudent to have dispensaries in highlighted areas in town. Mr. Lohman noted a moratorium on E-1 zoning on Hersey Street from Oak Street to North Mountain was problematical regarding equal protection. Mr. Kanner thought Council could approve a limited moratorium that applied to the downtown design overlay zone, and E-1 parcels within 100-feet of a residential except for E-1 parcels that front an arterial street. Mr. Molnar added arterials included North Main, East Main, Siskiyou Boulevard, Ashland Street, and Lithia Way. Mr. Kanner clarified he added the C-I-D in the potential limited moratorium based on Council direction to the Planning Commission. Councilor Voisin/Rosenthal m/s to approve First Reading by title only of an ordinance titled "First Reading of an Ordinance Imposing a Temporary and Limited moratorium on Establishment of Medical Marijuana Facilities in the E-1 zoning on Hersey Street from North Main to North Mountain in the City of Ashland." DISCUSSION: Councilor Voisin thought Council needed time to decide how they wanted to regulate marijuana dispensaries and wanted to hear from the Planning Commission. She also wanted to honor the neighborhood around Williamson Way, give them the opportunity to get educated on dispensaries in their area and honor their petition. The motion would leave Puffs able to serve the public that needed access to medical marijuana. This specific E-1 zone seemed to be the area that people most likely would establish a dispensary and a moratorium provided that limitation. Councilor Rosenthal agreed the neighborhood and those that relied on medical marijuana needed to be heard. Mayor Stromberg was concerned someone could establish a dispensary in the downtown area. Councilor Voisin did think the question of dispensaries downtown was an issue. Councilor Slattery would not support the motion. There were too many considerations regarding the motion and it felt like a negotiation of parcels. Mr. Lohman explained when an area was singled out it ran the risk of a potential equal protection claim. Mr. Kanner added the language would not prohibit a dispensary from locating on the Williamson Way parcel because it was not on Hersey Street. Councilor Voisin the clarified area did include Williamson Way. Councilor Slattery/Rosenthal m/s called for the question. Roll Call Vote: Councilor Rosenthal, Marsh, and Slattery, YES; Councilor Morris, Voisin, NO. Motion passed 3-2. Roll Call Vote: Councilor Rosenthal, Marsh, Morris, Voisin, and Slattery, NO. Motion denied. Councilor Morris motioned to approve First Reading by title only of an ordinance titled "First Reading of an Ordinance Imposing a Temporary moratorium on Establishment of Medical Marijuana Facilities in the City of Ashland across the board to last no longer than two months." Motion died for lack of a second. Councilor Marsh/Rosenthal m/s to approve First Reading of an ordinance titled "An ordinance imposing a temporary moratorium on establishment of medical marijuana facilities in the City of Ashland limited to E-1 zones for properties within 100 feet of a residential zone, and the C-1-D zones and exempt E-1 properties that front arterials." DISCUSSION: Councilor Marsh compared dispensaries to a liquor store or pharmacy and thought the equivalent restrictions should apply. She Regular City Council Meeting April 1, 2014 Page 8 of 8 hoped the moratorium would not last longer than three months and the Planning Commission would not recommend a prohibition on those locations in the motion and suggest a CUP process instead. She was not opposed to a dispensary in the downtown area. Councilor Rosenthal agreed and supported the motion. Councilor Slattery would also support the motion. Councilor Morris would support the motion with some concern regarding E-I zone within a 100-feet of residential and not extending it to C-I zones. Councilor Voisin hoped the motion did not preempt the Planning Commission in any way or give them additional direction. Mr. Lohman clarified conceivably the motion could run the risk of a potential equal protection claim as well. Roll Call Vote: Councilor Rosenthal, Marsh, Morris, Voisin, and Slattery, YES. Motion passed. UNFINISHED BUSINESS 1. Second reading by title only of a ordinance titled, "An ordinance amending AMC Chapter 2: Rules of City Council; Uniform Policies and Operating Procedures for Advisory Commissions and Boards; Recreation Commission; Conservation Commission; and Certain Administrative and Operating Departments" Item delayed due to time constraints. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Voisin/Rosenthal m/s Council instruct staff to bring to Council a proposal for taxing marijuana dispensaries, their production from yard to store which would include retail, growing sites, and dispensaries for both medical and recreational marijuana taxing. DISCUSSION: Councilor Voisin, Rosenthal, Marsh, and Morris were interested in the concept and wanted more information. Councilor Slattery had issues taxing something labeled as a medical supply as well as taxing recreational marijuana not yet passed by the state. Roll Call Vote: Councilor Rosenthal, Marsh, Morris, and Voisin, YES; Councilor Slattery, NO. Motion approved 4-1. City Attorney Dave Lohman would bring back options for Council review. ADJOURNMENT Meeting adjourned at 10:29 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor v a n a ri a- ~ d b rr d b e PROCLAMATION • April 11, 2014, marks the 46th anniversary of the passage of the U.S. Fair Housing Law, Title VIII of the Civil Rights Act of 1968, as amended, which enunciates a 00 national policy of Fair Housing without regard to race, color, creed, national origin, sex, familial status, and handicap, and encourages fair housing opportunities for all citizens. 00 fi' 6 • The City of Ashland is committed to highlighting the Fair Housing Law, Title VIII of the Civil Rights Act of 1968, by continuing to address discrimination in our community, to support programs that will educate the public about the right to equal housing opportunities, and to plan partnership efforts with other organizations to help assure every citizen of their right to fair housing. NOW, THEREFORE, the City Council and Mayor, on behalf of the citizens of Ashland, hereby proclaim the month of April 2014 as: m "Fair Housing Month" 00 and hereby urge all citizens to join in this observance by resolving to fight discrimination in their daily lives and by making themselves aware of the Fair Housing Law and the ways in which it applies to our community. Dated this 15`h day of April, 2014. ° John Stromberg, Mayor Barbara Christensen, City Recorder ° %K'i~~ 'K, 7S ^ 1 ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE MINUTES March 5, 2014 CALL TO ORDER The meeting was called to order at 3:30 p.m, in Pioneer Hall, 73 Winburn Way. Regular members present: Lisa Beam, Michael Dawkins, Rich Kaplan, Dave Young, Craig Anderson, John Williams, Emile Amarotico, Joe Collonge, Marie Donovan, Pam Hammond, Liz Murphy, and John Fields Regular members absent: Cynthia Rider Ex officio (non-voting) members present: Sandra Slattery, Bill Molnar, Mike Faught, Lee Tuneberg, and Mike Gardiner Ex officio (non-voting) members absent: Rich Rosenthal, Dennis Slattery and Katharine Flanagan University of Oregon members present: Bob Parker, Nicholas Meltzer and Amanda D'Souza, Andrew Dutterer, Taylor Eidt, Nestor Guevara and Eli Tome (graduate student team) City of Ashland Staff members present: Tami De Mille-Campos, and Kristi Blackman APPROVAL OF MINUTES Minutes of February 5, 2014 - Dawkins/Kaplan m/s to approve minutes. Minutes were approved by unanimous consent. PUBLIC FORUM None PROJECT STATUS UPDATE Schedule of upcoming meetings: March 2nd- Employee trip generation in the downtown area, and private parking analysis Moving forward - Parking inventory monitoring by the Community Planning Workshop (CPW), 2nd tier survey development, accessibility improvements FIRST TIER SURVEY The survey was designed to understand, primarily, resident perceptions of parking and access to downtown. It focused on residents and employees of downtown. Survey context: *Survey designed to better understand public perceptions of downtown parking and access *Released January 31 - closed February 13 *Distributed via e-mail (through the Chamber, OSF, City employees) and made available on the City's website *Targeted respondent groups; not intended to be a random sample Characteristics of Respondents: 761 Total survey respondents *753 said they visit downtown (99%) *Of the 753 downtown visitors, 275 were employees (36%) and 56 were business owners (7%) *Over 80% of them were Ashland residents *6.5% were Talent residents Age of these respondents: *18% 65 and over *26% 55 to 64 *16% 45 to 54 *16% 35 to 44 *20% 25 to 34 *5% 18 to 24 ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE March 5, 2014 Page 1 of4 Implications: 1. Focus on incremental short-term strategies 2. Peak periods will continue to present a challenge 3. Seek better strategies to meet the parking needs of downtown workers 4. Explore additional transportation/parking management strategies Implication #1: Automobiles are a preferred method for accessing downtown *92% of all respondents drive downtown *31% visit downtown daily *66% drive alone multiple limes per week Downtown wayrinding could be improved *74% of respondents say signage could be improved *76% say resources (brochures, website) could be improved Many respondents are willing to park further from their destination where more parking is available *64% of all respondents are more likely to park further away where more parking is available when they visit downtown for long periods Implication #2: Parking capacity is an issue during peak periods for all downtown visitors *86% visit the downtown area 2+ times per week *39% say that difficulty in finding parking deters them from visiting *64% say it takes longer than 5 minutes to find a parking space during the Oregon Shakespeare Festival (OSF) Downtown visitors alter their parking habits during OSF *71 % indicate their habits vary during the theater season Business owners frequently get complaints from downtown patrons *69% say their patrons have complained about parking *51% indicate parking availability has negative effects on their business during peak season Implication #3: Automobiles are a preferred method for accessing downtown for employees *71% drive alone to work 76% of them park in the downtown area during the day 83% say their employer does not provide parking 80% say their typical workday shift is more than 4 hours *8% carpool to work *8% bike to work *13% walk to work Downtown employees use on-street parking *50% park in nearby residential neighborhoods, followed by public off-street lot, time limited (4- hour)/move the vehicle during the day, other, and private off-street lot Implication #4: Most respondents think pedestrian facilities are safe and adequate *31% of all respondents access downtown on foot multiple times a week *89% say pedestrian facilities to access downtown are adequate ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE March 5, 2014 Page 2 of 4 *93% say pedestrian facilities within downtown are adequate *16% do not feel safe crossing streets in downtown Downtown bicycle facilities are perceived as inadequate *42% have traveled to downtown via bicycle before *56% believe bicycle access to downtown could be improved *76% believe bicycle access within downtown could be improved Automobiles are a preferred method for accessing downtown *66% of respondents never use public transportation *<l% use public transit daily Business deliveries continue to present challenges *31% of business owners receive deliveries 1+ times a day Several of the committee members spoke to some concerns that they had with the survey questions and results, such as: .Placing too much emphasis on the OSF issue because Ashland's downtown wouldn't be as vibrant and robust as it is without OSF. *The percentages for the bicycle sub questions were asked of the people who responded that they currently bike downtown so the percentage is not of the total survey respondents but of those that answered that they bike downtown. *It was emphasized that most business deliveries occur in the morning and zero occur after 6:00 pm. Parker added that their role is really to bring the committee information and interpret it. Their goal is to provoke conversations with the committee and provide some direction to the conversation. They feel like there are some pretty significant opportunities for the City to begin to look at things like, wayfinding and other low effort solutions that can be implemented fairly early on before moving onto the tougher solutions. The committee Will need to begin to think about solutions for the peak period issue. GUIDING PRINCIPLES Chair Young asked the committee to think of which user groups are underrepresented within the committee. Some of those that were mentioned were; elderly, retirees, students, the younger age group (20-30 year olds), and disabled. He urged the committee to keep these groups in mind as the committee works through the issues at hand. John Williams left the meeting at 4:17 p.m. The guiding principles were put together by the CPW based on the following: Research & Input: *Survey results *2001 Downtown plan *December wants/fears committee exercise *February poster session with committee User groups: *Business owners *Employees *Tourists *Residents Proposed guiding principles ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATIONAD HOC ADVISORY COMMITTEE March 5, 2014 Page 3 of4 1. Balance the needs of all downtown users now and in the future. 2. Support low cost options that can be easily implemented in the short term but yield long term benefits. 3. Develop long-term progressive strategies that accommodate growth while maintaining an active and vibrant downtown. 4. Promote ease of access for the efficient operation of downtown businesses. 5. Restructure parking regulations to enhance turnover and generate an optimal occupancy rate. 6. Maximize utilization of existing supply of parking through public/private partnerships. 7. Enhance alternative transportation options for employee's downtown. 8. Increase development of multi-modal transit opportunities. 9. Provide a welcoming environment that efficiently directs and informs visitors and community members in the downtown area. The committee discussed whether the language was clear, whether the guiding principles are realistic, whether any user groups were unrepresented or missing etc. Committee members voiced areas where they would like to see changes made and the CPW will now bring the revised guiding principles, as discussed in this meeting, back to the committee for approval at the April 2, 2014 meeting. ACCESSIBILITY (Access/Circulation) IMPROVEMENTS This agenda item was pushed to the April 2, 2014 meeting. Staff will present some potential configurations to the committee for review. CLOSINGINEXT STEPS *Upcoming CPW monitoring Due to the Ashland Independent Film Festival going on during the time originally proposed for the monitoring they may reschedule the monitoring. *2nd survey The committee was asked to think of anything that should have been asked in the first survey that wasn't asked. The second survey will be directed more towards perceptions about the different strategies being explored. *Next meeting is April 2nd The committee was asked to be cognizant of different wayfinding solutions as they make their way around town each day. ADJOURNMENT Meeting adjourned at 5:30 pm Respectfully submitted, Tami De Mille-Campos, Administrative Assistant ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORYCOMMITTEE Mach 5, 2014 Page 4 of4 ASHLAND HISTORIC COMMISSION Meeting Minutes March 5, 2014 Community Development/Engineering Services Building - 51 Winburn Way - Siskiyou Room Call To Order - Regular Meeting, 6:00 pm Chairman Skibby Historic Commissioners Present: Dale Shostrom, Allison Renwick; Kerry Kencairn, Sam Whitford, Terry Skibby, Keith Swink, Commission Members Absent: Victoria Law, Tom Giordano, Ally Phelps Council Liaison: Michael Morris Staff Present: Staff Liaison: Amy Gunter, Clerk: Regan Trapp APPROVAL OF MINUTES: Ms. Whitford made a motion to approve the minutes of the February 5 , 2014 meeting, Mr. Shostrom seconded the motion. The minutes were approved unanimously by the Commissioners. PUBLIC FORUM: There was no one in the audience wishing to speak. COUNCIL LIAISON REPORT: Councilor Morris spoke about the City Council March 3, 2014 Study Session and the discussion with the Building Official regarding potential requirements for seismic upgrades to commercial buildings. Councilor Morris stated the Historic Commission should be part of that discussion. The Council asked the Building Official to return with additional information. Morris is looking for the requirements to be "balanced," how far do you take it? What are the minimum seismic upgrades that should be required? Commissioner Swink gave his opinion that the minimum should be survivability of the public visiting the site. Commissioner Skibby expressed caution on the required changes and what impacts that would have on historic preservation and the historic buildings. PUBLIC HEARING: Commissioner Skibby read the procedures for Public Hearings aloud. PLANNING ACTION: PA-2014-00191 SUBJECT PROPERTY: 566 Fairview APPLICANT: Nick Scott and Michael McKee for Peter Brunner DESCRIPTION: A request for a Site Review approval to construct a 742 square foot residential unit above a 932 square foot garage accessed the alley at the rear of the property located at 566 Fairview Street. COMPREHENSIVE PLAN DESIGNATION: Low-Density Multi-Family; ZONING: R-2; ASSESSOR'S MAP: 39 1 E 09CA TAX LOTS: 4000 No ex parte contact and site visits by all of the commissioners. Ms. Gunter gave the staff report. Commissioner Skibby asked about material choices. Ms. Gunter stated they are shown on page 3 of the applicant's elevation drawings. Commissioner Skibby opened the public hearing. Michael McKee 360 Pead Street, Ashland, OR, the applicant's representative introduced himself. He went explained the proposal and addressed the Historic District Development Standards. Commissioner Kencairn left the meeting 6:25. Commissioner Skibby asked about the pad that has been poured. Mr. McKee stated the parking pad stopped significantly short of the building so that it can be extended down to where the building will be located. Mr. McKee stated they would add a strip drain between pad and Mr. McKee spoke about specific materials. Commissioner Shostrom suggested raised planters on either side of the post to define entrance the lower story is devoid of the richness and rhythm that is evident on the upper floor, and suggested they add high windows to add a human scale to the lower level. Mr. McKee stated they would like the additional windows on the SW elevation, and on the East elevation. Applicant Peter Brunner, Taylor Street, Ashland spoke about the proposal and the current building permit for the existing home. Commissioner Skibby asked for comments from the audience, there was none. Commissioner Skibby closed public hearing at 6:45 PM. Commissioner Whitford motioned to approve as submitted, Commission Swink seconded the motion. All in favor and the motion passed. PLANNING ACTION: PA-2014-00132 SUBJECT PROPERTY: 2 Bush St. APPLICANT: David Collings DESCRIPTION: A request for a Conditional Use Permit approval to utilize a 704 square foot residential unit (Unit C) as a one-unit Travelers Accommodation, with the owner residing on-site in the main residence (Unit A) located at 2 Bush Street. COMPREHENSIVE PLAN DESIGNATION: Low-Density Multi-Family; ZONING: R-2; ASSESSOR'S MAP: 39 1 E 04CC TAX LOTS: 7800 No ex parte contact and site visits by all of the commissioners. Ms. Gunter gave the staff report. David Collins - 2 Bush, clarified only one unit would be used a traveler's accommodation. He will be living in the main house - unit A. He plans on keeping the place nice and presentable. Skibby asked for comments from audience, there was none. Commissioner Skibby closed public hearing at 6:55 PM. Commissioner Swink motioned to approve 2014-00132 as submitted, Commissioner Shostrom seconded the motion. All in favor and the motion passed. NEW BUSINESS: A. Historic Preservation Week: The Historic Preservation Awards nomination list was whittled down to the most likely candidates and then divided into three groups to be visited by the groups and photographed. The groups reported back on which projects they are going to award for Historic Preservation. The Commissioners will do the write up on the property. Staff will compile the list of winners and the details of each permit. The write-ups are due the second week of April. The Commission discussed possible individual award winners. Photo and certificate will be the award for the winners. A photo album will be created from here on out instead of photo collage. Ashland Heritage Committee offered to host tour of Skidmore District (Granite, Baum to Almond, Briscoe) on Friday. Self-guided Mausoleum tour -Wednesday Cyrus Emerson of the Ashland Heritage Committee volunteered to do some promotional ads for Historic Preservation Month on KRSQ. Ms. Gunter told the Commission of the Public Works Department plan to re-do the Chautauqua walkway. The electric lines from NW Nature shop up to the first landing of bricks at Shakespeare need to be repaired and the walkway will be affected by the excavation. The bronze letters will be replaced and it was suggested that this is a spot where one of the Historic Markers plaques could be placed. The Commission requested to see plans for engineering plans Chautauqua. Ashland Heritage Committee: $50.00 donation (10 individual memberships) B. Review Board Schedule March 6" Keith, Allison, Kerry March 13th Sam, Dale, March 20th Ally, Terry, March 271, Terry, Allison, April 3rd Keith, Ally, C. Project Assignments for Planning Actions: BD-2011-01029 400 Allison (Robin Biermann New SFR under construction Whitford/Renwick BD-2011-00621 89 Oak St Amorotico New fa ade on building under construction Shostrom BD-2013-00256 175 Lithia W First Place Partners3-sto mixed use building (under constr Giordano BD-2013-00718 5 B Street (Spartan Properties) New Comm Bld underconstruction Phel s BD-2013-00796 15 N First Amuse Walk in Cooler under construction PA-2013-00191 566 Fairview St. New second unit over new garage no submittal et Shostrom BD-2013- 19 Gresham 1374 Har aline No Submittal et Swink PA-2013-01388 14 Calle Guanajuato SandlersRestaurant Renwick PA-2013-01421 270 N First St Nisha Jackson New SFR Renwick PA-2013-01829 60 Alida St Micah & Greta Lieberman new garage & ARU Shostrom PA-2013-01828 310 Oak St Brent Thompson) 2 new Res units in Comm Bldg Shostrom ANNOUNCEMENTS & INFORMATIONAL ITEMS Next meeting is scheduled for April 2, 2014, 6:00 pm. There being no other items to discuss, the meeting adjourned at 8:00 pm. Respectfully submitted by Amy Gunter CITY OF ASHLAND ASHLAND PLANNING COMMISSION STUDY SESSION MINUTES February 25, 2014 CALL TO ORDER Chair Melanie Mindlin called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Melanie Mindlin Bill Molnar, Community Development Director Troy J. Brown, Jr. Maria Harris, Planning Manager Michael Dawkins Brandon Goldman, Senior Planner Richard Kaplan April Lucas, Administrative Supervisor Debbie Miller Tracy Peddicord Lynn Thompson Absent Members: Council Liaison: None Mike Morris ANNOUNCEMENTS Commissioner Brown noted his participation on the Building Appeals Board meeting. Community Development Director Bill Molnar announced the third meeting of the Downtown Parking Management and Circulation Ad Hoc Advisory Committee is Wednesday, March 5. PUBLIC FORUM No one came forward to speak. DISCUSSION ITEMS A. Normal Neighborhood Final Plan. Community Development Director Bill Molnar explained the goal of the Normal Neighborhood plan is to provide guidance for future development in this area, and stated the plan focuses on transportation, identifying and integrating natural areas (wetlands/creeks), and accommodating future housing needs for the City. He noted the Planning Commission is charged with making a recommendation to the City Council, and the Council will make the final decision on the plan. He added this is a fairly detailed conceptual plan and noted the importance of including some flexibility for potential future amendments. Mr. Molnar clarified this area is not yet within the city limits and all the properties will need to be annexed. He noted the question has come up about how quickly this area will develop, and stated the short answer is we don't know. However, historically properties in Ashland do not annex or get developed quickly, and in the last 26 years only six residential annexations have occurred. Senior Planner Brandon Goldman provided a presentation on the Normal Neighborhood Plan that outlined the four key components: • A Comprehensive Plan Map change. • The creation of four new land use zones: NN-01 Single Family Residential (5 units per acre), NN-02 Mixed Housing Types (10 units per acre), NN-03 Multiple Dwelling Residential (15 units per acre), and NN-03C Multiple Dwellings/Neighborhood Serving Commercial. Ashland Planning Commission Study Session February 25, 2014 Page 1 of 4 • A planned street network that identifies neighborhood collector streets, neighborhood streets, shared streets, alleys and multi-use paths. Mr. Goldman commented on the existing Transportation System Plan (TSP) and explained this is a general guidance document that looks at north, south, east and west connections in a general sense and does not account for typography of the site. He stated the Normal Plan lays out a local network of streets and explained there are several TSP amendments that will be needed, including: relocate and reclassify Normal Avenue as a neighborhood collector, add East Main Street to the Planning Roadway Projects, add the Normal Plan Street Network to the City's Street Dedication Map, add the multi-use paths to the Planned Bikeway Network Map, and adopt the Shared Streets standards. Public Works Director Mike Faught addressed the Commission and explained the Transportation Commission reviewed the proposed plan and voted to recommend a singular access point onto East Main, however he does not support this recommendation. He stated a single access would force too much traffic onto a single entry point and the neighborhood collector would need to be classified as a higher designation street. Mr. Faught stated in general, street systems are designed to provide as many access points as possible, as long as they are not closer than 300 feel. Because of this, Mr. Faught clarified his recommendation is for three access points onto East Main. Mr. Faught was asked who will be responsible for paying for the East Main improvements. Mr. Faught responded that it could be a combination of both city funding and private development. He elaborated that this project will be added to the City's Systems Development Charges Plan, and noted the possibility of creating an advanced financing district (AFD). He provided an explanation of AFD's and stated they are similar to local improvement districts; the City would fund the project up front, and then as lots are annexed and developed they would be charged their fair portion. Mr. Faught was asked to comment on the status of the Normal railroad crossing. Mr. Faught explained ODOT Rail has indicated it will not be a problem to switch the private railroad crossing to a public crossing. He added this will be development driven and based on the number of vehicle trips. Comment was made questioning when property owners will find out what their portion of the costs are. Mr. Faught explained the City would need to go through a public hearing process to form an AFD; and Mr. Molnar clarified only properties that have annexed into the City limits can be assessed. Mr. Molnar provided an overview of the annexation requirements. He clarified properties have to be contiguous to the city limits to be eligible for annexation and they must establish that there is less than a 5 year supply of vacant and redevelopable land in the proposed land use classification. He noted these requirements moderate how much and how quickly land comes into the City. Staff was asked if there are any land use types that are in immediate need and Mr. Molnar stated multi-family housing is most in need, and the lowest need is detached single family homes. • Adoption of code amendments to Chapter 18. Mr. Goldman explained the code amendments implement the Normal Neighborhood Plan and establish the zoning types, allowable uses, site development and design standards, and provides for the preservation of water quality, site hydrology, and natural areas. He also described the major and minor amendment process. Public Input Jonathan Seidler/357 Meadow/Stated the property at the end of Creek Drive is blocking the storm drain from entering Cemetery Creek and creating the potential for Creek Drive to flood. Mr. Seidler stated the Normal plan shows a road going through this location and asked how the City will address owners doing construction prior to annexation. Sue DeMarinisl145 Normal/Voiced appreciation for the work staff has done and slated it looks like the majority of development will occur where there is currently nothing. Ms. DeMarinis stated Normal Avenue still appears to be straight road and asked whether traffic calming measures will be used to slow speeds. She also questioned if people will travel at higher speeds on the Ashland Planning Commission Study Session February 25, 2014 Page 2 of 4 shared streets. She voiced her opposition for paved alleyways and streets going through the wetlands and questioned if owners will be able to mitigate their wetlands and increase the density on their lots. Gil Livni1240 Normal/Stated there is an 18 inch storm drain dumping directly onto his property and he blocked it to protect his property. Mr. Livni stated the developer of the adjacent development improperly directed the drain onto his property. He added Creek Drive also slopes onto his property which is four feet lower and he is protecting his property by directing the runoff to the side of his property and in the proper direction. He added he has been working with the City's Public Works Department on remedying these issues. Randy Jones/815 Alder Creek, Medford/Stated he represents six property owners (30 acres) and their area encompasses all of the new Normal Street. Mr. Jones stated they want to be a part of this process and for this area to be annexed. He noted they are in the process of delineating the wetland and stated the bulk of Wetland 12 is caused by irrigation. He explained they stopped the irrigation flow years ago and this area is now drying up because it is not a natural wetland. Mr. Jones stated the proposed plan includes some positive items, however there are others that are non-starters for them. He added they won't be part of this plan if the property owners have to bear the full cost of the improvements and stated he is pleased to hear about the potential for an advanced financing district. Julie Matthews/2090 Creek/Hopes the wetland delineations take into account that this is a draught year. Commission Discussion Staff was asked to explain the basis for the wetlands as they are currently shown. Mr. Goldman explained in 2007 a local wetlands inventory was completed for the entire City, and that inventory was recognized and adopted into the state wetland inventory with the recognition that the boundaries were not surveyed and future development in these areas would require a wetland delineation. He stated the wetlands are then expanded by 50 ft. around their perimeter pursuant to the water resources ordinance. The Commission discussed the wetland locations and conservation area. Comment was made that the key issue isn't whether it is or isn't a natural wetland, but preserving the riparian corridor and the existing character of the neighborhood. Additional comments were made about preserving the contiguous nature of the open area.and wetlands. Mr. Goldman provided clarification of the density transfer language and noted a property owner could take advantage of this provision to offset the conservation area requirement and increase their density by 50%. Mr. Goldman clarified the open space land would likely be developed privately and would not become public park land unless the Parks Department purchased it from the property owner. Comment was made that it is important to express to the Council that the transportation network was designed in such a fashion that these streets will not be desirable for people to use as a cut through. Opinion was given that the East Main Street improvements should be completed before the City allows any development to occur, and suggesting it would be irresponsible for them to promote development of this area without a public railroad crossing. It was noted that the Public Works Department has assured them that the private to public conversion will not be problem, but they have not received any legally binding guarantees from ODOT Rail that this crossing can be opened without closing another one somewhere else in town. Comment was made expressing concern about the use of alleys and questioning whether they want to include the two alleys on the street network map. Suggestion was made to reduce the base densities, however the Commission did not support this idea. Mr. Goldman clarified one quarter of the project area is open space and this was largely determined by looking at the existing natural constraints. He stated throughout the process there has been contention that the wetland areas should be bigger or smaller, but the City started with the state wetlands inventory and used that as the framework. Mr. Goldman clarified there is one property that is 80% covered in open space; this property is owned by the school district and they are aware this land is largely undevelopable. He added this area has been identified as a possible acquisition by the Parks Department. Ashland Planning Commission Study Session February 25, 2014 Page 3 of 4 Comment was made that they are not using the term wetland, and instead are calling these conservation areas and open space, and the locations of these are based on where the original wetland delineations were located. If the wetland area is found to be smaller than the state delineation, they still want to keep this area as open space to further the character of the neighborhood. B. Unified Land Use Ordinance: Part Three of Section 18-4, Site Development and Design Standards. Planning Manager Maria Harris explained this is the last piece of Section 184, which is the longest section of the ordinance because it includes all of the design standards. She noted the bulk of the work has been reformatting and removing repetitive language, and stated the only substantive amendment is to the solar orientation standards. Ms. Harris provided an overview of the proposed amendments to this section of the Unified Land Use Code: • Street Liohts: Street lights must be installed in a location where they will not obstruct public walkways or driveways and maintain an unobstructed through zone per the Americans with Disabilities Act requirements. • On-Street Parking on Boulevards and Avenues: On-street parking may be provided in bays or on a continuous on- street lane. • Alleys: Alleys can provide access to the rear or side of properties. • Nonconformities Created by Street Dedications: A sentence was added that clarifies this provision shall not apply to situations where the property owner is compensated for the land to be used for right-of-way. • Sanitary Sewer and Water Facilities: Language was added clarifying that new development may be required to size water and sewer lines to accommodate future development as outlined in facility master plans. • Sign Code Enforcement: This section has been deleted from the sign code section and moved to Part 1 - Enforcement. • Solar Setback Exception Approval Criteria: New language distinguishes between exceptions and variances. The proposed language also clarifies that passive and active solar energy implications are evaluated on neighboring properties. • Solar Orientation Standards: This language applies to land divisions in residential zones and states new streets shall be laid out so that lots have south facing sides for maximum solar access, buildings are oriented so that the long sides face north and south, design habitable structures so the primary living space is located on the south sides of the building, and have at least 30% of the roof area facing within 15 degrees of south in order to provide surface area for solar collection. Comment was made questioning why the City would adopt solar orientation standards and asking what if the property owner is not interested in solar. Several commissioners commented on the City's goal to develop more green standards and this was one that was agreed upon. It was noted that while technology may change over time, the sun will always shine in the same direction. ADJOURNMENT Meeting adjourned at 10:00 p.m. Ashland Planning Commission Study Session February 25, 2014 Page 4 of 4 CITY OF ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES March 11, 2014 CALL TO ORDER Chair Melanie Mindlin called the meeting to order,at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Troy J. Brown, Jr. Bill Molnar, Community Development Director Michael Dawkins Brandon Goldman, Senior Planner Richard Kaplan April Lucas, Administrative Supervisor Debbie Miller Melanie Mindlin Tracy Peddicord Lynn Thompson Absent Members: Council Liaison: None Mike Morris ANNOUCEMENTS Commissioner Kaplan provided a brief summary of the recent Downtown Parking Management and Circulation Committee meeting. Commissioner Dawkins provided a recap of the Downtown Beautification Improvement Committee meeting. Dawkins also noted the City Council passed first reading of an ordinance amending the Uniform Policies and Procedures for City Advisory Boards and Commissions. Commissioner Brown noted his participation on the Systems Development Charge Review Committee. Commissioner Miller announced she will be absent from the March Study Session and both April meetings. CONSENT AGENDA A. Approval of Minutes. 1. February 11, 2014 Regular Meeting. Two corrections were made to the February 11 meeting minutes: 1) Roll call vote on the motion to approve PA-2013- 01421 (page 5) should read "Dawkins, Kaplan, Thompson, Peddicord and Mindlin, YES. Brown and Miller Wand the sentence at the top of page 10 should read and p/aced on the recommendation of Parks Department staff as to the number, type, and placement. " Commissioners Dawkinsfrhompson m/s to approve the February 11, 2014 minutes as corrected. Voice Vote: All AYES. Motion passed 7-0. PUBLIC FORUM No one came forward to speak. Ashland Planning Commission March 11, 2014 Page 1 of 7 UNFINISHED BUSINESS A. Approval of Findings for PA-20113-0114211,270 N First Street. Ex Parte Contact No ex parte contact was reported. Commissioners Thompson/Peddicord m/s to approve the Findings for PA-2013.01421. Voice Vote: all AYES. Motion passed 7-0. LEGISLATIVE PUBLIC HEARING A. PLANNING ACTION q: PL-2013-01858 DESCRIPTION: A proposal to amend the Comprehensive Plan, Comprehensive Plan Map, Transportation System Plan, and Ashland Land Use Ordinance and to implement the Normal Neighborhood Plan. Commissioner Miller recused herself from the public hearing. Staff Report Senior Planner Brandon Goldman presented a brief report on the Normal Neighborhood Plan. He noted there have been a number of meetings on this plan over the last two years and most everyone is very familiar with the plan at this point. He clarified the plan's components include a Comprehensive Plan map change, land use zoning, Transportation System Plan amendments, and code amendments. He explained this neighborhood will not develop all at once and individual proposals will come forward one by one over time. He added all the properties are subject to the City's annexation requirements and requests for annexation go before both the Planning Commission and the City Council, and all are subject to the affordable housing requirements. Mr. Goldman explained the Normal Neighborhood Plan establishes a general guide for future zoning, neighborhood street layout, conservation areas, and housing concentrations, and provided a handout of suggested staff recommendations to ensure consistency within the framework document. Public Input Howard Miller/1160 Normal/Stated there are too many unknowns and loose ends with this plan and questioned why the City was doing a plan at this time. He commented on the 2011 buildable lands inventory and stated the need for annexation is not there. Mr. Miller commented on the open space and wetlands and stated aggressive actions are being carried out on several parcels to intentionally destroy or drain designated wetlands, and asked the Planning Commission to be concerned for the current residents who reside here. Dale Swirel133 Clay/Read aloud his written statement. [See Exhibit 2014-01, attached] Bryce Anderson/2092 Creek/Stated he represents the Meadowbrook Park Homeowners Association and stated the property most likely to develop first is right across from Creek Drive and has the ability to be developed as high density and neighborhood serving commercial. Mr. Anderson requested the zoning for this area to be changed from NA-03 to NA-02 and stated the lack of curbs, gutters, sidewalks and bikepaths on both sides of East Main will leave the residents of this area with a traffic mess for years to come. Jonathan Seidler/327 Meadow/Stated Creek Drive flooded recently due to the actions of one of the property owners in the plan area and commented that Creek Drive will bear the brunt of whatever develops on the other side. Mr. Seidler asked the City to pay attention to what is happening out there. Ray Eddington11760 East Main/Stated he represents Grace Point Church and read his written statement aloud. [See Exhibit 2014-02, attached] John Coldwell/501 Carter/Also represents Grace Point Church and continued reading Exhibit 2014-02. Mr. Coldwell commented on the wetland on their property and stated they believe it is smaller than current estimates and expressed concern that they will have to pay the price for an open space that is wider than it needs to be. He staled Ashland Planning Commission March 11, 2014 Page 2 of 7 the conservation designation takes away usable land and recommended the open space be based on the wetland delineations. Sue DeMarinisl145 Normal/Questioned what the NA-02 zone underneath the open space designation means, and also asked whether the City has to compensate property owners for designating portions of their land as conservation areas. Ms. DeMarinis expressed concerns about the City establishing a local improvement district to pay for the necessary improvements. She stated she was a part of the Strawberry LID that was formed when a development above her went in, and stated she and her neighbors were taxed $4,100 and that was just for paving, and is very concerned about what the costs for this will be. Ms. DeMarinis also questioned how the plan will be impacted if owners develop under County standards or if changes to the properties occur prior to annexation. Stuart Reid/2045 East Main/Slated he lives across from the Baptist church property and is an aquatic conservation biologist. Mr. Reid stated he thinks in terms of water and is happy to hear about the expansion of the open space around the creeks. He commented that when you look at historical photos you can see a whole series of riparian areas going across Ashland and warned once these areas are paved over you can never get those creeks back. Mr. Reid stated there is a substantial jog in Clay Creek at East Main that will need to be addressed and noted there are properties across the street that are dependent on wells and shallow surface water, and there are wetlands on the north side of East Main that are dependent on the subsurface flows. Carol Block/355 Normal/Commented on Wetland 9 and stated one of the property owners is making an attempt to dry up this wetland. She stated someone is making trenches to divert the water away and there is no doubt this is being done to minimize the wetland to allow for higher density development. Ms. Block slated we should be nurturing these wetlands, not destroying them to build homes, and hopes the landowners will be held accountable. She added 20% of the Normal plan area is inhabited by people who have no intention of annexing or developing their land. Alma Rosa Alvarez/491 Normal/Expressed concern about the NA-03 designation and stated this is an enormous amount of density for this small section of land. Ms. Alvarez voiced concern with traffic, noting most people have two cars and drive to their destinations, and also voiced concern with the wetlands and flooding. Lynn Ransford11183 Village Square/Stated she lives in the Mill Pond area and traffic is already an issue on East Main at certain times of the day. Ms. Ransford questioned the safety for children and families going to the nearby schools and stated street improvements are necessary. She recommended a minimum of two new signals and widening East Main for left turn lanes. She also voiced concern that the residents will be responsible for paying for the improvements and asked the Commission to make sure the developers assume the costs. Gail Patton/822 Michelle/Stated she works at Hunter Park and the park is very active. Ms. Patton stated she can't imagine the extra congestion and noted this is a narrow area as it is. Ms. Patton commented that the water in the plan area will need to be properly diverted and believes the rural feel of this area should be honored. Albert Pepe/321 Clay #21/Stated he lives in the Wingspread complex and really enjoys having a wetland in his backyard. Mr. Pepe voiced concern with development and the shrinkage of the wetlands and recommended this be looked at from an ecological perspective. He recommended any development be required to provide passive solar, rain catchment systems, and be properly oriented. Tanya Way/293 Meadow/Slated she has two small children and there are a lot of other families in the neighborhood. Ms. Way expressed concern with there being no public parks in the area, and is concerned with increasing the density in this part of town. Julie Matthews/2090 Creek/Commented on the hydrology and wildlife in the plan area. She also noted one of the property owners put a cap on one of the storm drains and now flooding and erosion is occurring. Ashland Planning Commission March 11, 2014 Page 3 of 7 Commission Discussion Staff was asked to address some of the issues that came up during public testimony. Mr. Goldman commented on the distinction between open space and wetlands. He stated the zone underlays the conservation areas and density can be transferred out of the conservation area onto the developable portion of the property. He added conservation areas cannot be developed, however there is an amendment process outlined in the code changes that would allow a property owner to reduce their conservation area to reflect a wetland that isn't there. He stated the conservation areas in the plan include all know wetlands, floodplains, and buffers; and even if it is determined the wetlands don't extend as far as we think, these would continue to be protected areas and noted this was one of the major policy decisions made by the Planning Commission. Staff was asked if there are elements in the plan that are not modifiable by a major or minor amendment process. Mr. Molnar stated there is very little that is so set in stone that it could not be changed in the future, however it would be very difficult for someone to reduce the concentration of housing; although the Council would always have the prerogative to change the projected densities. Staff was asked to comment on the East Main Street improvements and how these would be handled. Mr. Goldman explained the most recent traffic impact analysis for this area shows that East Main will need bike paths, sidewalks and a center turn lane, and stated these will need to be done in concert with the development of this area. He stated the developer could either pay for these improvements themselves, or the City's SDC committee could determine that a portion will be paid by the City. Another option is the advanced financing district, in which case the improvements would be done up front by the City and those who benefited from the improvements would be charged when they develop their property. Mr. Goldman added advanced financing districts normally span 10 years, but can be extended to 20 years with direction from the City Council. He stated establishing one of these districts should be done immediately preceding development of the area; If people do not annex during that 10 or 20 year period they would not be charged for improvements, and properties on the opposite side of East Main would also not be charged since they are outside the city limits. Mr. Molnar clarified the requirements for annexation and stated the area needs to be adjacent to city limits, the proposal must be consistent with the zoning and other aspects of the plan, it must meet the minimum requirements for public facility improvement, and must establish that there is less than a 5 year supply of vacant and redevelopable land in the proposed land use classification. He added annexation requests go before the Planning Commission and the City Council for approval, and the Council has a lot of discretion as whether to approve. Staff clarified property owners can continue to develop their land under County standards and not annex if they choose. Mr. Goldman clarified there are no on-street parking requirements for shared streets. He also clarified that in order to construct an accessory residential unit property owners must apply for a conditional use permit and noted only 200 of the City's 8,000 lots have taken advantage of this provision. Staff was asked what would happen if they decide not to proceed. Mr. Molnar stated it is not an option to not forward this to the City Council, however the Council could decide to table the plan. He stated if the plan is not adopted this area would defer back to the current Comprehensive Plan designation and annexations would be evaluated on a case by case basis. A wetland delineation would be required, however if the wetland is smaller than currently shown the property owner would be allowed to reduce the size of the natural area based on the delineation. It was pointed out that Normal Avenue is currently shown as a major avenue running from north to south, and the ability to secure wetlandlopenspace connectivity would be lost. Comment was made that there is the possibility for development whether or not the plan is adopted. Commissioner Mindlin slated she would like to discuss several elements of the plan, but noted there are a number of people here tonight to speak to the next agenda item and stated she would be willing to table her questions until the next meeting. Ashland Planning Commission March 11, 2014 Page 4 of 7 Commissioner Mindlin closed the public hearing at 9:13 pm and clarified the Commission will not be taking public testimony when this item comes back for deliberations. DISCUSSION ITEMS A. Short Term Rentals on Owner Occupied Properties in Single Family Zoning Districts. Commissioner Mindlin left the meeting. Commissioner Dawkins recommended the Commission deliberate on this topic before they take public input and stated the key questions are: 1) Should vacation rentals be allowed in the R-1 zone? 2) Should there be strong language that CC&R's are honored and override City code? 3) Does the structure need to be a primary residence and do the owners need to live on site? 4) Are renters allowed to sublet the property? 5) What types of accommodations will they allow? 6) Do they want to set a limit of the maximum number of rooms or square footage could be rented? 7) Is a conditional use permit appropriate? 8) Should eligible properties be limited to those that are within 200 ft of an arterial or major street? Mr. Molnar clarified in November 2013 the City Council voted to allow short-term vacation rentals in the R-2 and R-3 zones with certain stipulations. At that time they asked the Planning Commission to discuss the issue of rentals in the R-1 zone and if they determine this is reasonable, what types of restrictions would they place on this type of use. Commissioner Kaplan suggested they remove the 200 ft boundary requirement in the R-2 and R-3 zones and not allow this use in the R-1 zone until they have had some time to see how this is working out. Commissioner Miller agreed with removing the 200 ft. boundary and stated in reviewing the materials she is not inclined to allow this use in the R-1 zone at this point. She noted if people need additional income there is still the opportunity for long term rentals. Commissioner Thompson stated she is interested in hearing the debate and stated she is inclined to at least evaluate this and craft some rules that would minimize the adverse impacts in the R-1 zones. Commissioner Peddicord voiced support for leaving the integrity of the R-1 zone as it is, but noted they allow home based businesses in the single family zone and questioned if it is within their purview to say what types of businesses are appropriate. Mr. Molnar stated if the majority of the Commission thinks this should not be allowed in the R-1 zone, the Council will want to know why the Commission feels this would have an increased adverse impact on the neighborhood when compared to the other uses that are already allowed. The Commission reviewed the discussion questions. Support was given to limiting this use to property owners and not allowing renters to do this, and for the homes to be owner occupied. The Commission discussed the accommodation types and support was voiced to consider one or two bedroom suites located within the residence that are accessed from the main entrance; however there was no clear direction on whether to include suites within the footprint of the residence that are accessed from a separate exterior entrance, or separate detached structures located on the property. In terms of the approval procedures, support was voiced for using the conditional use permit process. Public Input James Orr/207 Clinton/Voiced his support for the letter included in the packet materials from the Riverwalk Homeowners Association. Mr. Orr stated their CC&Rs rely on the City zoning and if the City's zoning regulations change they will move to update their CC&Rs but does not feel this should be necessary. He voiced concern about including vacation rentals as a home occupation and stated the rules regarding parking would need to be changed. James Hawes/431 Courtney/Stated he operated a short ten rental before he knew this was not permitted and stated all the concerns being discussed are contrary to his experiences. Mr. Hawes stated he is now renting for only 30 day periods but this has virtually eliminated his business. He noted most people want an independent living area including a bedroom, bathroom, and kitchen, and can't foresee owners renting just a single bedroom in their home. Ashland Planning Commission March 11, 2014 Page 5 of 7 Savana Rose1497 Park Ridge/Stated times are changing and travelers have difference preferences now. Ms. Rose stated she lives in a three level home and has an extra bedroom that she rents out to typically a couple or single woman with one vehicle. She stated her guests are vetted very well and she feels comfortable with them in her home with her and her son. She stated the neighbors were completely unaware that this was happening and stated many other home based businesses have many more visitors and vehicle trips. She slated she is willing to pay for a business license and the lodging tax and stated allowing this use would benefit the City and serve a niche that is not being fulfilling by current accommodations. Corrine Lombardi/1685 Old Hwy 99/Stated she owns travelers accommodations in the E-1 zone and stated there are unintended consequences to changing the uses in zones, and this should not be done without understanding what the long term effects will be. Ms. Lombardi stated accessory residential units were built for low income rentals and this change would impact the number of rentals available. She stated there is a trust the City has established with its citizens and business owners and requested they maintain the current zoning that has been carefully thought out. Tom Howard/2190 SiskiyoulStated he is the owner of Oak Hill Bed 8 Breakfast and they have annual inspections conducted, pay the lodging taxes, and have a business license. Mr. Howard stated those of them who have followed the rules and opened businesses in the appropriate zones are being placed at a disadvantage to the people who are operating illegally, and stated R-1 is not a zone where businesses should be operating. He noted this could impact the availability of long term rentals and stated there is no shortage of a variety of lodging types for our tourists and stated he is not in favor of travel accommodations in the R-1 zone. Val Bachmayerl172 Skidmore/Stated she did a lot of research and purchased her property because it was in an R-3 zone and did so because she wants to start a business. She noted the conditional use permit includes a $1,000 fee and requires the fire marshal's approval, and questioned allowing this in other zones where you can't walk to downtown. She voiced concern with changing the playing field and stated people rely on the zoning to protect them. Dolly Travers/426 Clinton/Stated the purpose of the R-1 zone is to stabilize, protect, promote, and encourage a suitable environmental for family life. Ms. Travers questioned the impact of unintended consequences and stated this proposal is not in line with Ashland's values, standards, or land use policies. She added changing the R-1 zone is not the right direction to keep Ashland sustainable in the future. Jordan Parker1137 N Main/Stated the affordable housing plans in 1990 and 2002 emphasized the permitting of accessory residential units in single family zones as one of the main strategies to promote affordable housing. Mr. Parker stated over the last 20 years a large number of these units have been constructed and to allow these units to be short term rentals undermines the original intent of these dwellings. He stated more than 213 of the rentals listed on airbnb.com and vrbo.com are cottages, studios, homes and apartments and are exactly the types of dwellings that should stay in the long term housing stock. Mr. Parker stated if accessory residential units are allowed to become short term rentals in the R-1 zone there will be too many conversions of long term to short term rentals, some accessory residential units will be constructed solely for short term occupations, and reducing the availability of long term rentals will drive up the costs of rent for Ashland residents. Catherine Moore/473 Maple/Stated she has owned property in Ashland before, but currently rents and stated since the rise of VRBO and AirBnB the number of rentals has greatly diminished and she has found it difficult to find affordable housing. Ms. Moore commented on several occasions she has been told a rental is available for only a portion of the year and that she would need to move out either during the summer months or during the winter holiday. Barbara Hetlandl985 E Main/Stated she is a realtor in Ashland and has heard Ms. Moore's story many times. Ms. Hetland stated when she sold houses in the R-1 zone people had certain expectations and to take that away for the benefit of a few individuals is wrong. She stated this should go to a public vote and stated to compare this to home occupations is ridiculous. Ashland Planning Commission March 11, 2014 Page 6 of 7 r Commissioner Dawkins announced the meeting has come to an end and those who did not get the opportunity to speak will have another opportunity to do so when this issue comes back before them. It was noted the several commissioners will be absent from the March Study Session and Dawkins announced this item will come back at either the regular meeting or study session in April, and speakers will be given two minutes to testify. B. Medical Marijuana Dispensaries. Postponed to future agenda. ADJOURNMENT Meeting adjourned at 10:30 p.m. Ashland Planning Commission March 11, 2014 Page 7 of 7 City of Ashland rS ~+7 Y'rLi - 01 MAR 2914 Lrp,~A,,, ng Cxhibit Ashand Planning Commission Meeting April 11, 2014 ~STnGf Subject :Normal Housing Project Thank you for your civic and professional time and services on this ambitious project. I realize it is an important plan in Ashland's housing future. While there have been some helpful zoning, location and other changes made as the planning process has moved on, even a good plan might be improved or provide more guidance for future implementation by decision makers and contractors. Some concerns like about water and waste- water hook-ups, East Main Street modifications, and financing plans are still to come. It would seem that any initial development would almost require that those elements would be resolved before there could be any occupancy. 1:My earlier concerns about planning for accessability for seniors and ADA for disabled have been allayed by planning staff. 2.Accessorv Resdential Units (p. 7) will be permitted in nearly all zones, no information was provided. Does this potentially authorize a doubling of living units to this plan? If so, does that voilate the zone density standards. I understand that not many in Ashland have used that infiilling strategy as a long-term rental option. If this particular development might attract more people to live in small detached units, it would be a big consideration for.the design plan. 3. Affordable housing and less-expensive housing (p. 9). Design for less lawns and maintenance which helps on home-owner association fees. Vest pocket parks (P.14). are labor intensive and not very functional, particularly for any recreational use. A larger central park with picnic facilities and informal play space would be easier to maintain. and allows for more recreation than just walking or biking. - 5. Shared streets (p.15) by biker, walkers and autos can be hazardous, particularly if any parking is allowed on them. All on-street parking should be restricted to bays or parking pads. 6. Street mobility (P. 15) + walk-ability look okay within the plan, but anticipate a significant increase of traffic on the east-west corridors, particularly on East Main because that is where the high density housing will be. The improvement of East Main will need, turn lanes and the retention of bike lanes at the minimum. Hopefully sidewalks on lower East Main, too. Walking and biking are healthly and encouraged but the long linear layout of Ashland at the base of the Siskiyous has its commercial locations, entertainment, and most dining facilities at its north-west mid-section and south-east ending section located several miles appart. Realistically, not many residents of this plan will be walking or biking to shop for food and basic supplies, or for dining and entertainment. Hopefully this plan will be sure that there is adequate off-street parking to accomodate the influx of senior retirees and others who will rely on their vehicles. Thanks for your consideration of these points. Dale Swire 233 Clay St. Ashland City of Ashland RECEIVED Plan nins Exhibit MAR 11 ,0„ From Grace Point Church e%N~B•Z(} p2 PA # UAT 1 giMF Pa Submitted by email 3/1112014 Planning Commission, We are concerned about the restriction the current Normal Avenue plan will place on future uses of the lot behind Grace Point Church. First, the plan designates the W-9 wetland, as adopted by local and state agencies, based on an estimate of this region rather than an actual delineation by species and groundwater survey of the property. The actual wetland area may be larger or, as we see it after 7 years of mowing and maintaining, is-significantly smaller than current estimates. In the case of the wetland being larger than current estimates, the area available for development will:be smaller and our use will be limited. However, in the event that the required delineation results in a smaller area of wetland, there seems no remedy in the current plan for a reduction of the Open Space designation to allow us to use the space available for development: In speaking with the Ashland Community Development Department it was confirmed the W-9 open space size would not change even if a wetland delineation'survey showed it to be smaller. It seems that there is some attempted amelioration of this by density transfer from open space to the rest of our property, this allowing a maximum of 64 dwelling units on the entire. property. This is a tradeoff but is only usable to us if we make unacceptable changes to the property by placing. residential dwellings on our front field and in our parking lot. It does not allow us to make up for that loss to the South of the church in our field. From a 5 to 110 year timeline we have a property that really cannot be used. From a longer term planning viewpoint this may be a reasonable planning concept except I must remind this commission that this Nazarene Church was started in Ashland in 1905 (109 years ago) so we do plan with a longterm viewpoint. A combination of 2 possible solutions exists. The first is allowing the decrease or increase in the conservation area based on an accurate delineation. Secondly, increasing the density allocation from NN-02 (10 units per acre) to NN-03 (15 units per acre) on the only usable space to the South of the church. This would leave the current NN-02 designation for the rest of the church's property. We request you adopt both. Shifting the focus now to the matter of 2 transportation corridors traversing this area. I am told by staff that an alley or multi use path is required by code adjacent to open spaces. This means that in addition to a 50 foot swath through this property for the road another 25 feet will be taken by the proposed alley. This is in addition to the required 50.foot buffer zone around wetlands. That raises the public taking for transportation corridors to about 75 feet and 125 feet if you consider the buffer zone. This seems exorbitant from our viewpoint. Our request as a solution is to move the current road as far to the south as allowable, within 50 feet of the W-9 open space. This would eliminate the coded need for another transportation corridor. Where in this code and planning action is there a use for this property? There is a public straightjacket to most reasonable uses of this property. We mightjust have to lease to a farmer who wants fence for livestock to raise cows, sheep, goats and pigs and not ever annex. Finally, there have been comments made in the public forum pertaining to ditching we have done on the property. Some well meaning folks seem to think that this is their property to police. Prior to any ditch cleaning we contacted the Oregon Department of State Lands and were told that there were existing ditches on this parcel and that maintaining these ditches was allowable. We did as they recommended, cleaning these drainages to their previous depth and removing brush from these ditches. We were able to find the previous depth because there were existing culvert pipes in at least 3 locations to set our cleanout depth. CITY OF ASHLAND ASHLAND PLANNING COMMISSION STUDY SESSION . MINUTES March 25, 2014 CALL TO ORDER Chair Melanie Mindlin called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Melanie Mindlin Maria Harris, Planning Manager Michael Dawkins April Lucas, Administrative Supervisor Tracy Peddicord Lynn Thompson Absent Members: Council Liaison: Troy J. Brown, Jr. Mike Morris Richard Kaplan Debbie Miller ANNOUNCEMENTS Commissioner Dawkins announced the Downtown Beautification Improvement Committee held its second meeting, and also noted he was in attendance for the Council discussion on medical marijuana dispensaries. PUBLIC FORUM No one came forward to speak. DISCUSSION ITEMS A. Zoning Issues for Medical Marijuana Dispensaries. Planning Manager Maria Harris explained the commission ran out of time to discuss this item at their last meeting and since then the Council has provided further clarification and have directed staff to draft an ordinance amendment that prohibits marijuana dispensaries in the downtown overlay district, makes state licensed marijuana dispensaries a conditional use in the E-1 zone, and makes state licensed marijuana dispensaries a permitted use in the C-1 and M-1 zones. She stated the Council would like this moved forward in a timely manner and stated a public hearing for the proposed amendments is scheduled for the May 13, 2014 meeting. Ms. Harris noted the city's administration department is hosting an informational meeting at The Grove tomorrow evening to have an open conversation and hear neighborhood concerns regarding a specific proposed dispensary located on Williamson Way. Ms. Harris reviewed the state requirements for dispensaries. She clarified sites must be 1,000 ft. from primary or secondary schools, 1,000 ft. from any other licensed dispensary, and must be located in an area that is zoned commercial, industrial, mixed use, or agricultural. Additionally, they must be registered as a business with the Secretary of State's office and they must have a security system installed, including a video surveillance system, alarm system, and safe. Public Testimony William Clary/460 Williamson Way/Requested the Commission consider placing buffer zones, especially around residential neighborhoods. Mr. Clary requested a minimum of 100 ft, but preferably 400 ft, from residential neighborhoods, and 1,000 ft from locations where there are high concentrations of children, such as North Mountain Park. Ashland Planning Commission Study Session March 25, 2014 Page 1 of 3 Commission Discussion Commissioner Dawkins recommended this type of use be placed in areas that have higher traffic, instead of tucked back in more hidden areas. Additionally, he stated parking in front of the business is preferred to parking in the rear. He also suggested these be operated similar to liquor stores, with set hours and security requirements. Ms. Harris clarified restrictions on days and hours of operation is something that could be included in the code language. Comment was made that the conditional use process seems out of place in the E-1 zone and it would be preferable to establish specific restrictions. Ms. Harris clarified the City could use the conditional use permit process for dispensaries located within a certain distant of a residential zone, and a special permit for the other locations. She stated special use permits are primarily used in commercial and employment zones and are in between a permitted use and a conditional use and have very specific requirements. Commissioner Mindlin asked if there is any interest in establishing buffers for residential neighborhoods and parks/libraries. Commission Dawkins stated he does not like singling out one type of business. He also commented that if this becomes too restrictive there will not be any places left for these to operate. Comment was made questioning why the Council did not want this use in the downtown overlay district. It was clarified that the City Administrator has expressed that this is a tourist town and dispensaries on main street could be considered offensive. Suggestion was made for staff to look at the licenses issued in California and determine what has worked and what types of problems they have encountered. Additional Public Testimony Julie Matthews/2090 Creek/Questioned if the City is obligated to allow this and expressed her concerns with people using marijuana. William Clary/460 Williamson Way/Spoke to liquor stores and clarified Ol-CC determines where these businesses can be located. Chris Luz/11211 Samuel Lane, Phoenix/Stated medical marijuana patients need safe access to their medicine and feels it is appropriate for the City to identify where they want these to go and to restrict them from downtown. He supported allowing dispensaries in high volume commercial areas, such as shopping centers, and staled the people who need these stores will find them. Commission Discussion Commissioner Mindlin asked what direction staff needs in order to draft an ordinance for public hearing. Ms. Harris stated staff will prepare an ordinance as proposed by the Council and clarified the Planning Commission will have the ability to make further recommendations and those can be added as a memo or report for the Council's consideration. She added the Commission does not need to have their recommendations prepared in advance of the hearing, but if they require additional information that should be identified now. Commissioner Mindlin summarized the discussion and stated the commission is interested in establishing hours of operation, requiring surveillance, requiring a special use permit rather than a conditional use permit or potentially combining this with a conditional use permit in some parts of the E-1 zone, and a potential 100 ft. to 200 ft, buffer for residential, parks, and libraries. Mindlin also requested staff provide suggested language that would clarity the criteria for conditional use permits. B. Unified Land Use Ordinance: Part 18-6 Definitions. Planning Manager Maria Harris explained this section combines all the definitions that were listed in the code into one section. She staled most of the edits were removing duplicates and editing the language for clarity, however the there is one substantive change. Ms. Harris went on to explain the proposed amendment to the definitions of hotel and motel would allow more flexibility for property owners to apply for a conditional use permit to use individual residential units for transient lodging in commercial and employment zones. Ashland Planning Commission Study Session March 25, 2014 Page 2 of 3 Ms. Harris provided a short overview of the proposed amendments to Dwelling, Home Oriented Commercial Activity, Lot Line, Open Space, and Subdivision. The Commission issued the following comments and suggestions regarding the Definitions section: • Suggestion was made for staff to look into how row housing and cluster housing will be addressed. • Comment was made questioning the language "other than an alley" in the Front Lot Line definition. • A correction was noted to the Open Space definition; the text following "...left with a natural vegetation cover" should be removed. • Recommendation was made for staff to re-phrase the Person definition to make it easier to understand. ADJOURNMENT Meeting adjourned at 8:30 p.m. Ashland Planning Commission Study Session March 25, 2014 Page 3 of 3 CITY OF ASHLAND, Council Communication April 15, 2014, Business Meeting Special Procurement for the purchase of a Rower X Closed Circuit Sewer Inspection System FROM: Stu Wilkie, Fleet Maintenance Supervisor, stu.wilkie@ashland.or.us Jason Robustelli, Collections Supervisor, jason.robustelli@ashland.or.us SUMMARY The Public Works Department/ Wastewater Division needs to replace its in-pipe sanitary sewer inspection system. The existing vehicle was purchased in 2000 and much of the camera equipment was purchased in the mid-90s. Inspection of the inside of the sewer system is critical for maintaining the system. Without inspections trouble spots may go unidentified until after a backup has occurred. Staff requests Council approval of a "Contract-specific Special Procurement" for the purchase of a Rovver X CCTV system mounted in a Sprinter Van, at a cost of $180,839. BACKGROUND AND POLICY IMPLICATIONS: A visual inspection of the inside of the sanitary sewer system is only possible with the use of specialized camera equipment capable of traversing the inside of the sewer pipes. The camera equipment the Wastewater Division currently operates was purchased in the mid-90s and has been repaired and updated as necessary since that time. The equipment is computer-controlled and has become out of date and inadequate for current needs. New camera systems have much greater clarity and maneuverability, allowing for quicker, more thorough inspections of the sanitary sewer system. The new computer system will also allow for direct integration into existing software and allow for video storage not possible with the current system. This camera equipment is the only way the City has to identity trouble spots, including pipe failures, tree root penetrations, blockages, foreign objects, low spots, etc. Without identifying these problems the trouble spots would not be found until the system backs up. Backups are unacceptable and can create significant environmental hazards. When these trouble spots are found, corrective measures are taken. Currently one-fifth of the sanitary sewer system is inspected annually. That's equivalent to 18 miles of sewer pipe. With this new system, the inspections will be completed more quickly, allowing more time to complete maintenance and repairs. The current camera system is mounted in a 2000 Chevrolet box van. The replacement unit will be a Sprinter Van, with a much smaller footprint than the old box van. This will allow for easier access to some areas of town and will take up less space in the road while conducting inspection. This will create safer driving lanes around the vehicle. New electronic systems should increase efficiency and allow for reduced vehicle idle times, resulting in less fuel use than the existing vehicle. Page I of 2 ~r, CITY OF ASHLAND This replacement unit has become available using an HGAC (Houston-Galveston Area Council) contract. By taking advantage of this contract the City will be able to get the piece of equipment that best meets our needs while taking advantage of pricing only available to large buying groups. A Special Procurement is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. The completed Special Procurement, Approval Request Form is attached for your review and consideration. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model Rules except for the following: G. Special Procurements - a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 279B.055, 27913.060, 27913.065, 279B.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 279B.085 and all other applicable provisions of law. FISCAL IMPLICATIONS: The purchase price for the equipment specified is $180,839.00. This is $15,839.00 more than originally budgeted. Diesel equipment has been consistently coming in at higher than anticipated prices due to the new additional equipment installed to meet mandated emissions requirements. These additional expenses on this and other purchases have forced staff to identify other equipment purchases to delay in order for the equipment fund to stay within budget. Truck #36, a 1995 dump truck will not be replaced during this budget; the budgeted amount for this truck was $170,000.00. Extending this vehicle's replacement cycle was chosen over the other units on the replacement list by the City mechanics. In its current backup role with proper maintenance, it should remain operational until it can be replaced in the future. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that the "Contract-specific Special Procurement" be approved. SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the Contract-specific Special Procurement for the purchase of a Rovver X Camera System mounted in a Sprinter Van. ATTACHMENTS: 1. Form 49, Special Procurement, Request for Approval and Written Findings 2. HGAC Camera Equipment/Installation Price Sheet 3. HGAC Chassis Price Sheet 4. HGAC Frequently Asked Questions Page 2 of 2 rr, CITY OF FORM #9 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL- Sanitary Sewer CCTV Camera Van To: City Council, Local Contract Review Board From: Stu Wilkie, Fleet Safety Supervisor Date: April 9, 2014 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: PublicWorks - FleetDepartment 2. Department Contact Name: Stu Wilkie - Fleet Safety Supervisor 3. Type of Request: Contract-specific Special Procurement 4. Time Period Requested: From: Order to he placed upon Council apomval To: April 15, 2015_ 5. Total Estimated Cost: $180,839.00* *$165,000.00 %as budgeted; difference of 515,839.00. *to cover the difference in this purchase and the difference in two fire cocks already ordered, we sell delay the replacement ofdump truck #36, budgeted at $170,000. 6. Short title of the Procurement: Sprinter Van/ Rovver X Sewer Camera System Supplies and/or Services or class of Supplies and/or Services to be acquired: Envirosil?ht Rovver X 130 Truck Mount Camera System plus build out of the Sprinter Van 2500 High Roof Freightliner Sprinter Van 7. Background and Proposed Contracting Procedure: Background: The Public Works Departments, Waste Water Division uses a closed circuit camera system to inspect the City's waste water collection system. This camera system uses a self propelled camera to inspect the inside of the collection system (pipes, manholes, etc.). These inspections are critical to the division for identify trouble spots within the system. The existing camera system is a combination of parts some dating back to the mid 90's. The vehicle this camera system is currently mounted in is a Form #9 - Special Procurement- Request for Approval, Page 1 of 3, 4/9/2014 2000 Chevrolet box van. Both the camera system and the vehicle are due for replacement. Purchasing both items as a single unit allows for professional installation of the system into the vehicle and significant cost savings over purchasing the items separately. Proposed procedure: Staff recommends the public contract be awarded to Owen Equipment Company of Portland, using HGAC Contract SCOI-12. HGAC (Houston Galveston Area Council) gives local government nationwide access to volume purchasing and discounts. 8. Justification for use of Special Procurement: Using this cooperative purchasing agreement allows the City to purchase the equipment that best meets departmental needs. Additionally, buying this equipment using this contract will allow us to take advantage of a much larger buying group which will allow better pricing than we would be able to get on our own. Staff recommends the City purchase an Envirosight POWER -X camera system and Sprinter van through the HGAC. 9. Findings to Satisfy the Required Standards: This proposed special procurement: X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: Per the attached FAQS about the HGAC program: HGACbuy uses mass circulation, minority emphasis print media, and internet services to post legal notice and bid solicitations. Therefore, posting public notices to solicit bids and the formal competitive bid process are satisfied thru HGAC. All products offered through HGAClht y have been mvarded by virtue of a public competitive process. (b) (i) will result in substantial cost savings to the contracting agency or to the public because: (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 2796.055, 279B.060, 2798.065, or 2796.070, or any rules adopted there under because: The City's sanitary sewer system is somewhat unique to other cities because 50.4% of the system is made up of six inch sewer pipe. Typically other cities use eight inch pipe, allowing unrestricted access for in-pipe camera inspection equipment. Because of the somewhat unique configuration of the sanitary sewer system, the camera system we need has to be more compact than many available camera systems. In addition to the camera system itself, the vehicle the system is housed in will also be replaced. The existing vehicle is a large box van. The replacement unit will be a Sprinter van with a smaller footprint than the box van, allowing easier access into many areas of town. Sprinter vans were not available when the last unit was purchased. Form #9 - Special Procurement - Request for Approval, Page 2 of 3, 4/9/2014 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us-April 16, ifapproved by Council PUBLIC NOTICE Approval of a Special Procurement First date of publication: April 16, 2014, if approved by Council A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on April 15, 2014, if approved by Council. This Contract-specific special procurement is for the purchase of a Envirosight ROVVER- X camera system. The City intends to purchase the camera system from Owen Equipment Co. of Portland Oregon. Owen Equipment Co. was awarded the HGAC contract for Envirosight camera systems. HGAC was created by the State of Texas and offers contracts to any government agency in the United States. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 2796.060, 27913.065, or 27913.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kari Olsen, Purchasing Representative, 90 N. Mountain Avenue, Ashland, OR 97520. The seven (7) protest period will expire at 5:00pm on April 23rd ifpostedApril 16"'. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement- Request for Approval, Page 3 of 3,419/2014 CONTRACT PRICING WORKSHEET Contract i SCOI-12 2/20/2014 For Standard Equipment Purchases No.: Fpatt epared: This Farn( rruec(be prepared by GmNrnctor and provi$erI to En'd User (o a1 ch to Pnrc Lase Order, with copy ro H-Gr~C. T,he N=6-A_ adnunis(rnrire fee shn/I fie,cnlcu/n(eV nnd.chnwa as a sennrnte /ine itenc P.lens'e tune or aria( /eeibh. Raying Agency: :City of Ashland Contractor: :Owen 13quipment Co. red f Contact Danon Robustelli - ey Prep Person: : an Brown Phone: :541-552-2356 Phone: :503-255-9055 Far: :541-552-2304 Fa:: :503-256-3880 Enano: 1robusteli(cpashland.ocus Email: iibrown@oweneauipment.com Product C030 Description: Rovver X 130 "truck Mount System and Upfit (conversion) to Sprinter van (supplied Code: 1 11 by customer). Product Item Base Unit rice er Contractor's -CAC Contract: 9ssoo B. Published Options -Itemize Belo -Attach additional sheets if necessary - lnclude Option Code in de cription if applicable. (Note: Published Options are options which were submitted and priced in Contractors bid. Description Cost Description Cos[ E-000-0057-09 WinCan v8 USB Mobile Cap MPEG 1050 E-WinCanTraining-Two Day On-site WinCan v8 Training 3300 E-WinCan-Service-Agreement/ I Year Software Support 1500 Wall Mounted heater 361 Single Bowl Sink with Gray Water Tank 561 Back Up Alarm 120 Rear Mounted Strobe Light 240 Subtotal From Additional Sheet(s): Back Up Camera 8581 11 Subtotal B: € 7990 C. npublished Options -Itemize below /attach additional sheets if necessary. Mt.- : npublished options are items which were not submitted and priced in •mltractor's bid. Description Cost Description Cost E-512-0901-00-RX Retermination Kit 792 Vivax vCam5 Push Camem 8932 Melrotech vLocl'ro2 Locator 5 watt Kit 3973 Subtotal From Additional Sheet(s): L 0 E-000-0057-Mobile _MPEG Package WinCan v8 9750 Subtotal Q i 23447 Check: Total cost of Unpublished Options (C) cannot exceed 25%of the total of the Base UnitIvor this transaction the percentage is: 20 Price plus Published Options (A+B). D. Other Cast Items Not Itemi>ed Above (e.g. Installation, Freight, Delivery. Etc.) Description Cost Description Cost Freight 1750 Body Builder Chassis Modification Charge 1500 Subtotal D: 3250 E. Total Cost Bcforc Any AOplieable Trade-In / Other Allowances / Discounts & '+D) 130.1& Quantity Ordered: F--,-] X Subtotal of A + B+ C + D: 133187 11 - Subtotal E: 133187 F. H-(:A Fec calculation (From Curren[ Fee liablcs) Subtotal F: G. "Trade-Ins / Other Allawance., / Special Discounts Description Cost Description Cost i0 Subtotal G: i 0 Delivery= Date:; H. otal Purchase Price (E C;): 13318 IIGACBuy CONTRACT PRICING WORKSHEET 1~ Contract VEI1-13 Date 2/3/2014 For MOTOR VEHICLES Only No.: Prepared: This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents MUST be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly. Buying :CityofAshland Cono-octnr, 'Houston Freightliner dba Sprinter Houston Agency: coronet Prepared Merrill Zubizarreta Person: By; Phone: Phone: (713)580-8154 Pas: (713)676-1603 Enron: emnin imerrillz(a)si)rinterhouston.com Product Code: E06 Description: :2500 HIGH ROOF 170" EXTENDED i A.`ferod'Wt ifedi Ws'o Uhit Price P6r'Coh&dc(oH9 .11-iGAC'CoufracG 'i 41027 B;'Pit6lishedOpfitins' Ile)n)zpkhjvw ;gttaCh.additlVn~l;9hcef(s)'if kcessary`.1iiSlUdl Qptjop;Code.hide§cripfi4n.ifa'ppljc2tile.. (mote:. P tAliShCd.Opt)gPs.are ppti0n5 aphlef' (teresybinlttCd.aOd Pr)c¢d. iq Coturactor`s. bid.} : . : Description Cost Description Cost 6CE-6 CYL ENGINE 910 COI-DRIVER COMGORT-PA(&,AG& :3..540 _,y,; C02- DRIVER 17FF X06-HIGH IDLI: FIXEDP~AGKIAGE j, W 5 d W73-REARS BP BUMPER1 q<rx yt.1, lid Iffibma Q m o a- fill fit rm 5v RA n a id f- Rlf hl e A r,1A f- e. 4-% 0 n ff F P r1A A6 - Subtotal From Additional Sheet(s): Subtotal B: 3675 E.' l3upabiished .O.p[ititis',, itemize lielow'/.attach additional sheet(s) ifneressary. • . • . • . • . • . • : r• . • -r' . r':. ~ (Note: Unpublished upiions arc itcros.w.hicfi iverc nuiaubmitied attd priced in Coetractor's bid:).' . . Description Cost Description Cost Subtotal From Additional Sheet(s): F Subtotal C: 0 Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit' For this transaction the percentage is: 0% Price plus Published Options (A+B). D:;TotilCosiileforep.try:Applicable:Trade-in(btherAWowHnieB•C tllseuuot5(A4,0+b).• f`.'•. Quantity Ordered: 1 X Subtotal ofA+B+C: 44702 = Subtotal D:i 44702 .:1♦;4'AC.Ojrferl'r0e¢ssiag,CMdrge;(Aniopt;t'Pcr'vrreotp0l(cy:} Subtotal E:i 600 Trade-Ins,/ Special Digc9uRlb/ Qttjer'Allois~ngeg /,Freight,/ (nst>tOptlon/ Aligeg0atjegn;{:harg4s I-GAC Order Processing Charge (Amount Per Current Poll Cost Description Cost EXCESS FLOORING CHARGES 600 FREIGIiT/COURTESY DELIVERY 140 OREGON LICENSING 350 Subtotal F:i 2350 DeliveryDatei G.'Total'Parchase.Price.(DtE+F) 476sz 419/2014 pp rtrr .~qq Freq uenflyAslod Quesfions (FAQs) HGACBLry !l~6R~~~ rHF SAIAflr PURCHASING SOWT/UN I ' CC ~~~~YYIIII//YY YYYY~`r taGIN GFNBtAL PURPOSE 1 INFRASTRUCTURE COMMUNICATIONS GROUNDS; I PUBLIC EMERGBJLY CONSULTING EMERGENCY COOPERATIVE &BAERGBNCY EGNPIAE & I EQUIPMENT& FACILITIES& MWf5 EQUIPMEMB 1 LEASING&STAHING PREPAREDNESS& ENERGY VESICLE SBVICE I SERVICES PARHSEUUIPMEM EGUIPMEar SUPPLIES SERVICE OISASTERRFLOVEY PURCHASING Vou om M1am: Xome> Infom,allan ALeul TM1e Pmgmm > Frepuen11y A9atl Oue9iom LFAGf) INFORMATION ABOUT THE PROGRAM FREQUENTLY ASKED QUESTIONS (FAQs( Q: What is If-GAC? A:TheHm umGalvmm.Area Council (H-GAC)iso regional council of governm eats operating under the I... a of the State ofTexas and governed by a board comprised of 35 elected officials from the 13 county region, The HGAC Board awards all contracts, which can than be made available to local gm,enrumas nationwide Ihm: HGACBuy. Q: Now does HGACBuy work? A: Government entillesjola by executing an Interimal Contract to participate in HGACBuy. This d« ant setsout thaennditiovs,requirement, and p,cxvrwsth,cm,h which an entity's purchase orders ere received, confirmed to contract and processed. Q: Can my entity purchase through HGACUuy? A: The Texasfaimlocal Cmpermtion Act permitspAnt proll.1 ation by local governmen Ls, states, state agencies, and certain non-profit corporations. Most stales have mUrbeal cooperation authority or ocher joint power provisions that allow participation in cooperative activities. Q:I have to advertise for bids therefore l can't purchase then HGACBuy. A: HGACBuy usesmassenculation, minority emphasisprint media, and Internet servicestoprst legal noticea med bid solicitations. Thmofore, posting of public latices tosolicit bids and the formal competitive bid process are satisfied thru HGACBuy procedures. - Q: What other services are offered through the HGACBuy program? A: Reaenrching prducts, writing apscificatiuns, holding pre: hid rnnferences, msd.ting with order placement, contacting vendor reps, helping toresolecander Issues, andrevlewing and certifying porchasc orders to confirm complimer with any specific IIGACBuy earnest. Q: what is the difference between HGACBuy rod some other coopcrntieaa? A: HGACBuy is a unit of local government and a political subdivision of the State of Texas. The HGACBuy Program lancer 30 years dd and s e,sbdires I. high ticket, capital intensive products and services that require teclmical, detailed specifications and extensive professional skills to rcrthole bid responses. All products offered through HGACBuy have been awarded by virtue of a public competitive Process. There are no annual membership dues required to purchase lire HGACBuy. Q: W here dot find information no products offered through HGACBuy? A: Access HGACBuy', web rite at www.hgacbuv.org for a complete listing of products with deseriptions, prices, contractors and/or contacts. Q: Mat product. are available the. HGACBuy? A: Primarily, products that are utilized in Public Safety, Public Works, and Communications, in addition topr fea,hn.l consulting, personnel and financing services.A widevariety ofcapital equipment launder contract, and thru a unique feature ofllGACBuy it can becusmmired through the use of published end unpublisbed options to fit your sperifir.tions and res,d emenls Q: Can 1 purchase nn-line? A; Hecanseofthenatere almost oftheproducts andservices eve haveundcr contract, we prefer _ that vas speak with a contractor's representative and get n detailed price quote before placing an order. This is to insure that you get what you want, confuga ed like you want it. Use the HGACBuy wsle ite to for basic information and tract the contractor's telephone and email address. After you receive your written quotation and have reviewed it, prepare your purchase order Lathe Contractor and fax a copy to HGACBuy. Q: What dues it .1 t.j.In HGACRuy? How I. HGACBuy funded? A: HGACBuy is asst(-funded "Enterprise NOd"government agency, self-supported thru an administrative fee assessed m the contractor. An "Order Processing Chargd' (Administrative Fee) will appear on quotation forms for purchases of motor vehicles in the State ofTexas in accordance with State ofTexas, Department ofTmnsportation, Division of Alotor Vehicles requirements. Q: Whnl are the benefits ofllGACBuy? I want to inform my elected officials and staff: A: Wegive.you access lovdumapurchasing and diumtnls.- Wepat over saoyearso rearibined purchasing experience to work on your behalf. - We write technical specifications eliminate the reed to hire consultants for that purpose. • We absorb the costs associated with publishing legal notices. • Weefferyou no espeditcd procurement pracesssoyou need not be delayedfor months preparing specifications and satisfying all of the other requirements for competitive bids and proposals Q: Where tosend my- payments to H-GAC? A: Sending Coup Payments to H-GAC: In order toavoiddelaysin the receipt and/or application nfynnr remiliancewe recommend that http:/h, ..hgacbuy.ag/progranJfaq/defaultaspx 1/2 4/912014 Frequently Ask ed QuPSfions (FAQs) HGACBuy you for%vard all Coop payment checks made pay able to the I lauston-Galvcstou Area Council and sent to our bank lack box P.O. Sax 301427. Dallas TX 75303-1427 On all remittances please reference the H-GAC invoice number(s) you olsb payment to be applied. Sending Energy Payments to 11-GAC: In order to avoid delays in the receipt and/or application of your remittance we recommend that you forward all Hizergy payment checks made payable to the HaustortGaleeston Area Council and sent to our bank lack bex P.O. Horr 301497, Dallas TX 75303-1427. On all renrittanees Please reference the IIGAC invoice number(s) you wish payment lobe applied. Alsofeel fine to contact theHGAC Finance Uepar[m eat with gnes[ions regarding invoices, miring ' mstructinns, or remittanceadviee, For more information, contact us: HGACany 3555 Timmons Inne; Suite 12o Hauslorl,TX77027 - P11ouc:(800)926--234 Fax: (713) 993-4548 Wrb: www heaebov are Copyright® 2014 H-GAC. At Rights Resered. hftp:/MW ..hgacbuy.org/progran4fagldefault.wpx 2/2 CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Special Procurement for Installation of a CERT Antenna at Fire Station No. I FROM John Karns, Fire Chief, john.kamsgashland.or.us SUMMARY This Contract-specific Special Procurement is being processed to directly award a contract to Day Wireless to install a new antenna at Fire Station 41 at a cost of $5,792.49. This new antenna will provide emergency radio services and dedicated capabilities for emergency radio traffic. BACKGROUND AND POLICY IMPLICATIONS: This procurement will enable CERT to work directly with the Fire Department's service provider, who is familiar with the City's existing emergency radio communications system and has extensive experience and knowledge installing first responder and emergency radio communications equipment. For more information, please refer to the attached Request for Approval form. A Special Procurement is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model Rules except for the following: G. Special Procurements - a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 27913.055, 279B.060, 279B.065, 27913.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 27913.085 and all other applicable provisions of law. FISCAL IMPLICATIONS: CERT (Community Emergency Response Team) acquired a grant to procure and install this antenna at Fire Station 91. The estimated cost is $5,792.49. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that the "Contract-specific Special Procurement" be approved. Page 1 of 2 CITY OF ASHLAND SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the Contract-specific Special Procurement to directly award a contract to Day Wireless to install the emergency radio communications antenna at Fire Station 41. ATTACHMENTS: Special Procurement Request for Approval Form Day Wireless, Quotation #8811-01 Page 2 of 2 CITY OF FORM #9 ASHLAND SPECIAL PROCUREMENT !REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: John Karns, Terri Eubanks Date: April 15, 2014 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Ashland CERT /Ashland Fire & Rescue 2. Department Contact Name: Terri Eubanks - CERT Program Coordinator 3. Type of Request: Class Special Procurement X Conlmct-specific Special Procurement 4. Time Period Requested: From Upon Council approval To: 90 Days (After receipt of order) 5. Total Estimated Cost: $5.792.49 6. Short title of the Procurement: CERT Antenna Install Q Fire Station #1 Supplies and/or Services or class of Supplies and/or Services to be acquired: CERT (Community Emergency Response Team acquired a grant to procure and install a new antenna at Fire Station #1 that will provide emergency radio services and dedicated capabilities for emergency radio traffic. 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: Form #9 - Special Procurement- Request for Approval, Page 1 of 3,4/8/2014 Proposed procedure: CERT is proposing this contract be directly awarded to Day Wireless. 8. Justification for use of Special Procurement: Describe the circumstances thatjustify the use of a Special Procurement. Attach relevant documentation. Day Wireless has consistently provided dependable and reliable services (labor, technical support, and equipment) for Ashland Fire & Rescue emergency communications system. This procurement will enable CERT to work directly with the department's service provider who is familiar with the existing equipment and has extensive experience and knowledge installing first responder and emergency service personnel communications equipment. Day Wireless currently installs, maintains, and repairs the radio system, both mobile and portable, for AF&R. This project will involve integration of systems that they have specific knowledge of and we want to maintain our current quality of service. The hardware is also being supplied by Day Wireless and they have knowledge of component capabilities and limitations. 9. Findings to Satisfy the Required Standards: This proposed special procurement: X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: Day Wireless has extensive knowledge and experience working with AF&R's radio communications system. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and (b)(i) will result in substantial cost savings to the contracting agency or to the public because: (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or x (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 2796.055, 27913.060, 27913.065, or 27913.070, or any rules adopted thereunder because: Day Wireless has extensive knowledge and experience building and maintaining AF&Rs emergency radio communications systems and it is in the City's best interest to have Day Wireless install and integrate this new antenna at Fire Station #1. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 - Special Procurement- Request for Approval, Page 2 of 3, 4/8/2014 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval ofa Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us - [April 16, 2014 -lfapproved by Council] PUBLIC NOTICE Approval of a Special Procurement First date of publication: [April 16, 2014 - If approved by Council] A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on [April 15, 2014 - If approved by Council]. This Contract-specific Special Procurement was processed to request approval to directly award a contract to Day Wireless. CERT (Community Emergency Response Team) acquired a grant to procure and install a new antenna at Fire Station #1 that will provide emergency radio services and dedicated capabilities for emergency radio traffic. Day Wireless has extensive experience building and maintaining the Fire Department's emergency radio communications systems, and it is in the City's best interest to have Day Wireless install the antenna and integrate it with the existing emergency radio communications system. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 27913.060, 279B.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kari Olson, 90 N. Mountain Avenue, Ashland, OR 97520, Telephone 541488-5354. The seven (7) protest period will expire at 5:00pm on [April 23, 2014 - if approved and posted April 161h] This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement- Request for Approval, Page 3 of 3, 41812014 DAYL w,.s.r.. s.s rrrs 3669 Aviation Way Quotation # 8811-01 Medford, OR 97504 DATE March 7, 2014 Office (541) 772.5602 Customer Account# 5837 Fax (541) 772.5407 CUSTOMER City of Ashland SHIP TO Day Wireless Fire Station 1 Antenna Install ,.,,PrepSred, By- PaymentrTerms Pro)ect StarDOate Onevim EINigA TBD ` f$ aQTY .x;. PART# - :DESCMPTION'fi.y "f't`~,% UNmPRICE ra`d IXF?COSTA ~ . 1.00 94183 155.156 Mha Unity Gain S 172.86 $ 171.86 1.00 431411 Ground Bar S 114.25 $ 11435 1.00 424732 Barrel Lug Set $ 25.10 $ 25.10 40.00 481111 #6 Ground Wire $ 1150 $ 60.00 1.00 47001 1.5 - 400Mhz Polyphaser $ 68.00 $ 4.00 70.00 451138 5/8 Foam Coaxial $ 4.80 S 336.00 4.00 456320 5/8 N Mate Connectors $ 74.00 S 296.00 1.00 Mix Mix nuts; coax clips, ties etc S 50.00 $ 50.00 1.00 TKR-750K KENWOOD VHF REPEATER 25-50 WATTS $ 1,404.00 $ 1,404.00 1.00 KSGPS20400 POWER SUPPLY $ 336.00 $ 336.00 1.00 KPGr91DNK PROGRAMMING SOFTWARE $ 77.50 $ 77:50 1.00 KPG-46UM PROGRAMMING CABLE - $ 118.75 $ 118.75 1.00 15577 POLYPHASER SURGE PROTECTOR IS-BSOL $ 61.01 S .61.01 1.00 374665 TELEWAVE ISOLATOR T1530 563.00 $ 563.00 1.00 416325 COMM SCOPE 3' N-MALE TO N-MALE CBL F $ 46.00 $ 46.00 Quote assumes ability to mount on existing tower structure. If room not available, non penetrating mount will be necessary to purchase. -thank you $ Materials SUBTOTAL $ 3,599.76 Labor SUBTOTAL 1 2,116.25 SHIPPING 8: HANDLING 76.48 DOWNPAYMENT $ - TOTAL i 5,792.49 CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting 2014 Annual Appointments to Boards and Commissions FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of the Mayor's recommendations for the annual appointments to the various Commissions and Committees. Appointments to the Band Board are pending and will be brought to Council at the May 20 Council meeting. BACKGROUND AND POLICY IMPLICATIONS: The ending term for most Commission/Board members is April 30, 2014. Proper notice was made in our local newspaper and the City's website on the vacancies. Appointments are 3-year appointments with terms ending April 30, 2017 with exception of the Planning Commission which are 4-year appointments with terms ending April 30, 2018 and the Band Board which are 1-year terms. AMC 2.10.040 - A meeting quorum shall consist of more than one-half of the total number of authorized members of the body, including any vacant positions. Airport Commission - 9 members - (one seat open after appointments/quorum required = 5) Elizabeth Tripp - reappointment Alan DeBoer - reappointment Buildings Appeal Board- 5 members - Commission full Darrell Boldt - reappointment Tom Giordano - reappointment Q Conservation Commission -"embers - (two seats open after appointments/quorum required No applications - No reappointment requests Firewise Commission - 7 members - (three seats open after appointments quorum required = 4) Eric Olson - reappointment Hugh Holden - new appointment Tim Bewley - new appointment Page 1 of 2 k1raWa, CITY OF ASHLAND Forest Lands Commission - 7 members - (one seat open after appointments/quorum required = 4) No applications - No reappointment requests Historic Commission - 9 members - (one seat open after appointments/quorum required = 5) Victoria Law - reappointment Tom Giordano - reappointment Housing & Human Services Commission - 9 members - Commission full Joshua Boettiger - reappointment Regina Ayars - reappointment Connie Saldana - reappointment Planning Commission - 7 members - Commission full Deborah Miller - reappointment Public Arts Commission - 7 members - (two seats open after appointments/quorum required = 4) No applications received for two seats already vacant Transportation Commission - 7 member - Commission Full Alan Bender - reappointment Craig Anderson - reappointment Tree Commission - 7 members - (three seats open after appointment/quorum required = 4) Ken Schmidt - new reappointment FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: None SUGGESTED MOTION: Motion to approve annual appointments to the various City Commissions as recommended by Mayor John Stromberg. ATTACHMENTS: Applications received Page 2 of 2 ~r, CITY OF MpR 6 214 ASHLAND APPLICATION FOR APPOINTMENT TO BY:- CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb(@,ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name ~~l CZ__j-~~ I P Requesting to serve on: ll(PVJ `S U'15 6'j (Commission/Committee) Address 30 04_ 1 ~ ~f Ub1V , D9- q7~ ~ Occupation ~ef jfPi~, F~rP L~tv1 I~Phone: Home Cjt{I Work Email rytq~,~(f( Fax 1. Education Backeround - ~ ~i ~ What schools have you attended? 1 'kQ j 1 What degrees do you hold? j I ~ jr(~. 1 ?1DUA W h ~C~~tnln. What additi al traini or education have you had at wo d apply this ositi n? K1a Ciro F~ rP,~ tom, ~kP^~►~~~a b'kt,u~~~cas't~~ It~UeS r) l7t~GL`S~P ~rz~are D((CN (%r44, leA Uc a sk4! hr; Ijjwr~ 2. Relate xoeri nee What prior work experience have you had that would help you if you were appointed to this sition? ~~-yyy} JEIc~. Lit VPCaI`i W11~L ~Il~(~W IFI~P. 'Dl l~~I~VP.gt_ rSdSFl'~ny~l I4-Ir III . LX'tP~Pd~)'S LAIC 1 ya, ~''t6.rS6t4u~ ' ~11P y1~ cS er1 tYlµr/ 0V L AJ 1(;6 J- 16J 3 MO N W; 96 066, II +V(; n, ~~Pa~ . a t^ 0 V rtA11S ilre' `Y' D~c~wxtuceS Do *you e t won d be advantageous fo you to have rther tramin in this field, such as attending conferences or seminars? Why? ~j4y c A Es t u^ 642 ~Ij JYtnt{ 'og OC -~r~~ ~ttb al~c c a' sJ40 s ~~e Ter.tt, Vk co G-re, or 1 a iW W.>f ft P IAs 111 ~PSc t Awl-, + C\ r, v6. CMf re, 4 3. Interests Why are you applying for this position? n stn tr_ hility iti ( !^JLU I 4Mt.9Lv~tt~____ . 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? "y Q r a1 ~n ~J l t` `5 r r 1' i r S L v~a~ { Z 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position 2~' ~,ii.t/~ f r , r ~<t~ I1~ f~( ;~,rNt}`~ I I~~Q~~~ "C'.., 191 ~ ~ l~~K f . ~ r~ '.tom I ~ c1~~lc1.1 ~ ~•L. „ i% 1 f 2) /A lj -1 A 0^ Ny Il^.vrrD VA 1~~p r F~ )l- -12 Ke~l Off- Date Signatur " 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 christebrmasblmd.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. ~l M J W ~y Name Requesting to serve (Couuttission/Cooninuttee) Address ;I q $ 3 7 Lt DIQ ASN-4AV.0 Occupation nmrl ftl~Q Phone: HomeSy/- ySQ - 1:3 110 Work\ Gnail'T1 N 5/I V fdSla2rlAf~ AI T, VF- r 1. Education Background c!EL4 What schools have you attended? 1(oµ SGH OE] L What degrees do you hold? AJ What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? LKL17V,-PRW0C731DA1;-I~b2-Et ' ~j~pCjS &;76 ,f/~,FCJ~S C~._._~?--T/~/$ --!__l C__Qf rq,PJ Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Miy? 72) THE .1 '€Tze69A w /JN ,~*ro~t E / l1 3_ Interests Why are you applying for this position? ~ LOAS 1,11017W U17W 7-e) V- 7-)Xr= S ~f_~HE d_/ SS/11b~ I.LI~LS U Eke~c1r;21 ~11L1 ~i_ 4 ~'~._X!gU__~_ tvm R,_Cp.._ D tiJ J sSr/S .4- 4 Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetmgsS9 n S ne>&S 1h4T Al !i 5. Additional Information How long have you lived in this community? 3 C7 7 ~5 Please use the space below to summarize any additional qualifications you have for this sitioll Ae~tO \ , Q 1 -2 Date Signature 11WE CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Extension of Firewise Grant through September 30, 2014 FROM: Ali True, Firewise Communities Coordinator, Ashland Fire & Rescue, ali.true@ashland.or.us SUMMARY This is an extension of the deadline for the City to use a fuels reduction grant received in 2013 from the Oregon Department of Forestry (ODF). The original deadline was March 31, 2014. ODF has agreed to extend it to September 30, 2014.. There is no additional funding, just an extension of the time available in which to use the original grant funds. The remaining amount is approximately $25,000. BACKGROUND AND POLICY IMPLICATIONS: The Oregon Department of Forestry awarded a pass through grant to the City of Ashland in the spring of 2013 for the purpose of supporting the removal of hazardous fire-prone vegetation around Ashland homes and Firewise Communities. The original grant for $75,000 was set to expire on March 31, 2014, and ODF agreed to extend the window for using the remaining grant funds until September 30, 2014. More information about the Wildfire Safety grant program and Firewise program can be found at ashlandfirewise.org. FISCAL IMPLICATIONS: About $25,000 in grant funding remains available to the City. Without this extension, Ashland would be unable to access those funds. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council approval of the extension of grant funds. SUGGESTED MOTION: I move that the Council approve an amendment to the services contract for an extension of the Firewise grant (ODF 2197-13) until September 30, 2014. ATTACHMENTS: Amendment of Services Contract Page 1 of 1 ~r, AMENDMENT TO SERVICES CONTRACT This AMENDMENT (the "Amendment") is entered into by and between, THE STATE OF OREGON, by and through its Department of Forestry (the "State"), and the City of Ashland (the "Contractor") (all hereinafter the "Parties") as of the date that the Amendment has been fully executed by the Parties and all required State of Oregon approvals have been obtained (the "Effective Date"). This Amendment pertains to the certain State of Oregon Services Contract between the Parties entered into on March 5, 2013, and more particularly described below (the "Contract"). This contract is being amended under section 1.3 of the contract. The Contract, this Amendment and the Project to which they pertain are further identified as follows: AMENDMENT #:1 CONTRACT ODF-2197-13 PROJECT NAME: Fuels Reduction The Contract is hereby amended as follows; old language is indicated by strike though, new language is identified with bold, underline and italics: 1.3 Term of Contract. This Contract is effective on the date it has been signed by all parties and all required State of Oregon approvals have been obtained, and shall continue in full force until 3i"~1~2914-9 30 2014 unless extended by written contract of all parties or terminated per the following contract provisions. Except as expressly amended above, all other terms and conditions of original contract are still in full force and effect. Contractor certifies that the representations, warranties and certifications contained in the original Contract are true and correct as of the effective date of this Amendment and with the same effect as though made at the time of this Amendment. The individual signing on behalf of Contractor hereby certifies and swears under penalty of perjury: (a) the number shown on this form is Contractor's correct taxpayer identification; (b) Contractor is not subject to backup withholding because (i) Contractor is exempt from backup withholding, (ii) Contractor has not been notified by the IRS that Contractor is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified Contractor that Contractor is no longer subject to backup withholding; (c) s/he is authorized to act on behalf of Contractor, s/he has authority and knowledge regarding Contractor's payment of taxes, and to the best of her/his knowledge, Contractor is not in violation of any Oregon tax laws (including, without limitation, the following pursuant to OAR 150-305.385(6)-(B): For purposes of this certification, "Oregon tax laws" means the tax laws names is ORS 305.380 (4), including without limitation the state inheritance tax, gift tax, personal income tax, withholding tax, corporation income and excise taxes, amusement device tax, timber taxes, cigarette tax, other tobacco tax., 9-1-1 emergency communications tax, the homeowners and renters property tax relief program and local taxes administered by the Department of Revenue (Multnomah County ODF-2197-13 Amendment #1 Fuels Reduction Page 1 of 2 Business Income Tax, Lane Transit District Tax, Tri-Metropolitan Transit District Employer Payroll Tax, and Tri-Metropolitan District Self-Employment Tax; (d) Contractor is an independent contractor as defined in ORS 670.600; and (e) the supplied Contractor data is true and accurate. In witness whereof, the parties hereto have made, executed and delivered this Contract Amendment, this day and year. City of Ashland State of Oregon Ashland Fire Department Department of Forestry 455 Siskiyou Blvd Ashland, OR 97530 BY J-6HN KA RN S By A1ai(M M l(E4' (Print) (Print) f By w C/1 i By (Sign) (Sign) ~-I S/-It-1 3-13-zoN (Date) (Date) ODF-2197-13 Amendment kl Fuels Reduction Page 2 of 2 CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Ashland's Wildfire Hazard Zone Boundary Amendment FROM: John Karns, Fire Chief, Ashland Fire & Rescue, karnsj@ashland.or.us SUMMARY Wildfire Hazard Zones are established by jurisdictions to identify areas that meet hazard values indicating vulnerability to catastrophic fires. An amendment to the boundary of Ashland's Wildfire Hazard Zone (WHZ) has been in development for several years in cooperation with the Oregon Department of Forestry. This is an evaluation using criteria for wildfire hazard zones set forth in Chapter 629 of the Oregon Administrative Rules. As this is a land use action the evaluation will need to go in front of the Planning Commission. The intent of correcting the WHZ boundary is to accurately identify the hazard values for all areas within the City of Ashland to better manage the fire threat. BACKGROUND AND POLICY IMPLICATIONS: The City defined the current WHZ in 1997. The boundary of the current WHZ cuts through areas that are congruent in terms of hazard values. Currently, many areas that are outside of the WHZ possess the same hazard values as adjacent areas within the WHZ. Additionally, history has shown that areas far outside of the current WHZ are extremely vulnerable to ignition and promote extreme fire behavior. Areas within a WHZ fall under Section 304.1.2 of the Oregon Fire Code, Sections 603 and 604 of the Wildland Urban Interface Code, Section 18.62.090 of the Ashland Municipal Code, and Section 324 of the Oregon Residential Specialty Code. These codes regulate landscaping, roof construction, defensible space and fuel breaks. FISCAL IMPLICATIONS: There will be little fiscal impact to the City other than the cost of the public notifications necessary for a land use action and the reprinting of the wildfire hazard zones maps. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff suggests that Council recommend moving the Wildfire Hazard Zone to the Planning Commission for evaluation. SUGGESTED MOTION: I move to direct the Planning Commission to review amendments to the City of Ashland Wildfire Hazard Zone and prepare a recommendation for the City Council. ATTACHMENTS: Wildfire Hazard Zone Evaluation Page 1 of I Wildfire Hazard Zone Evaluation 12014 CITY OF ASHLAND Wildfire Hazard Zone Evaluation 2/17/2014 Evaluating the current boundary of Ashland's Wildfire Hazard Zone as it relates to the standards set forth by the Oregon Department of Forestry Wildfire Hazard Zone Evaluation 12014 Introduction Ashland Fire & Rescue has entered into a project to evaluate the boundary of its existing Wildfire Hazard Zone (WHZ) relative to the standards established by the Oregon Department of Forestry in Chapter 629 of the Oregon Administrative Rules. The purpose of Chapter 629 is to set forth criteria that jurisdictions use to establish a WHZ so that the Oregon One and Two Family Dwelling Specialty Code and portions of the Oregon Structural Specialty Code can become effective. Ashland's existing WHZ, established in 1992, hasn't appeared consistent in delineating fire fuel profiles, land features, and other fire behavior factors in Ashland. Indeed, recent fire events have shown that high intensity, rapid spreading, and structure threatening fires have occurred well outside of the existing WHZ.. As an example, during the 2009 Siskiyou Fire 109 homes were evacuated under the threat of fire and none of these homes were in the officially designated WHZ. A careful analysis as well as new technology has allowed for a more critical look at what areas in the community meet the criteria for a WHZ. This project will examine the City of Ashland and determine what areas of the city meet the criteria to be considered a WHZ as set forth by OAR Chapter 629, Division 044. According to OAR 629-044, there are four categories or "Hazard Factors" that are involved in determining the presence of a WHZ. Each of these four hazard factors are "scored" and there is the possibility of zero to three (0-3) points. After examining all four hazard factors for a geographic area, a numerical value can be assigned to each geographical area that will range from zero to twelve (0- 12). If a particular geographical area receives an assigned "Hazard Value" of seven or greater, that geographic area will be designated as part of the jurisdiction's WHZ. Ashland Municipal Code 18.62.090, the Development Standards for Wildfire Lands, designates requirements' and standards for properties and structures that exist within the WHZ. A copy of the code section is included with this report. In this report you will find the following: 1. Explanation of purpose and method for developing the geographical areas. 2. The four hazard factors and how they were determined for each geographical area. 3. A report for each geographical area showing an aerial photo, ground pictures of fuel models and a data sheet summarizing the total hazard values. Wildfire Hazard Zone Evaluation 12014 Contents Developing Geographical Areas 1 Hazard Factor 1: Fire Weather 2 Hazard Factor 2: Topography 2 Hazard Factor 3: Natural Vegetative Fuel 2 Hazard Factor 4: Fuel Distribution 4 Map of Geographical Areas 7 Current Wildfire Hazard Zone Maps 8 Hospital Area 10 Strawberry Area 13 Reservoir Area 16 Terrace Area 19 University Hillside Area 22 Beswick to Roca Canyon Area 25 South Clay Area 28 Oak Knoll Area 31 Airport Area 34 Mistletoe Area 37 Quiet Village Area 40 Nort h Mountain Area 43 Railroad Area 46 SOU Track Area 49 Fire Station 2 Area 52 YMCA Area 55 Conclusion 58 Appendix 61 Wildfire Hazard Zone Evaluation 12014 Developing the Geographical Areas The first step in the project was to divide the entire city into geographic sections based on the presence of differing hazard values. The final outcome was a total of 16 areas utilizing natural geographic features such as ridges and hills as well as land features such as roads and easements. It is important to note that it is not the intent of OAR 629-044 that WHZ be determined on the basis of a tax lot or an ownership specific basis, but rather that a landscape approach be used. The geographic sections were chosen utilizing practical roads such as Siskiyou Boulevard and Wimer Street, but more importantly, they were chosen by also using the natural geographic landscape such as the hillside from Strawberry-Hald Park that leads down into the downtown area. If you examine the Strawberry area, you will find that it is sectioned off in such a way that the area contains similar fuels. A fire starting anywhere in the area could potentially have an effect on the entire area. This is not to say that the geographic areas are completely different from neighboring areas, but rather that each area was chosen in such a way that you will find similar conditions throughout that specific area. . It is fair to say that there are two dominating models of geographic areas. The first of these is found mostly in the areas above (or south of) Siskiyou Boulevard. Characteristics found in these areas are mainly residential neighborhoods that are either on a steep slope or are directly at the base of a steep slope that leads up into densely forested areas. A fire in these areas would potentially be quick moving and spread into our valuable forested lands to the south. The second model is found throughout the rest of the city below (or north) of Siskiyou Boulevard. These areas have significantly less slope and are not directly affected by forested areas, but rather by large areas of dry grass and shrubs. Ashland has seen two large scale fires within the last 4 years and both area types were involved. The Siskiyou Fire of 2009 was started just above Siskiyou Boulevard and travelled through steep forested terrain threatening many homes within the city. The Oak Knoll Fire of 2010 was started in an open, flat grass area and travelled quickly through a residential area destroying eleven homes in 45 minutes. In the Oak Knoll Fire, both the existence of natural fuels predominating the area and ornamental plantings within 30 feet of homes contributed to, the fire's spread and loss of structures. Flammable ornamental plantings are ubiquitous throughout Ashland, and though ornamentals may be a small percentage of any one geographic area, they create a disproportionate hazard that cannot be regulated outside of a WHZ The areas that these fires occurred are by no means unique. In every geographic area highlighted in this project, there is potential for similar fires to occur. The following pages will further explain the hazard factors and how they were applied to each geographic area. 0 Page 1 Wildfire Hazard Zone Evaluation 12014 Hazard Factor 1: Fire Weather This weather hazard factor for all jurisdictions is provided by the Oregon Department of Forestry. ODF compiles a complete list of all counties within the state and provides scores based on weather history of the area. Jackson County was given a score of 3 points based upon the average weather the area experiences during a fire season. Hazard Factor 2: Topography Developing the topography hazard factor involves establishing the percentage of slope for each individual geographic area. Maps were provided by Ashland Public Works Engineering Division GIS giving the slope percentage for all areas in Ashland. Two color coded maps are provided with this report showing the slope of the city. This map was sectioned off into the geographic areas chosen for the analysis and an appropriate average slope for the area was chosen. A hazard value is then assigned to the area based on the average percentage of slope within that area according to the following schedule: 0-3% slope 0 points 3-12% slope 1 point 12-20% slope 2 points 20%+ slope 3 points Hazard Factor 3: Natural Vegetative Fuel The natural vegetative fuel hazard factor involves determining the main fuel type found within a geographic area. These fuel types are based on the "Aids to Determining Fuel Models for Estimating Fire behavior" produced by the Forest Service. There are 10 fuel models given and each of these is described in detail in OAR 629-044-0250. They can be generally described as three main types: grass, shrubs and timber. Each of these fuel models has a hazard value assigned from 0 to 3 points. The schedule of fuel models are as follows: • Little or no natural vegetative fuels are present. - 0 points • Fuel Model 1 - Grass - 3 points. Very little shrub or timber is present, generally less than one-third of the area. Main fuel is generally less than two feet in height. Fires are surface fires that move rapidly through cured grass and associated material. • Fuel Model 2 - Grass - 3 points. Open shrub lands and pine stands or scrub oak stands that cover one-third to two-thirds of the area. Main fuel is generally less than two feet in Page 2 Wildfire Hazard Zone Evaluation 12014 height. Fires are surface fires that spread primarily through the fine herbaceous fuels, either curing or dead. • Fuel Model 3 - Grass - 3 points. Beach grasses, prairie grasses, marshland grasses and wild or cultivated grains that have not been harvested. Main fuel is generally less than four feet in height, but considerable variation may occur. Fires are the most intense of the grass group and display high rates of spread under the influence of wind. • Fuel Model 4 - Shrubs - 3 points. Stands of mature shrubs have foliage known for its flammability, such as gorse, manzanita and snowberry. Main fuel is generally six feet or more tall. Fires bum with high intensity and spread very rapidly. • Fuel Model 5 - Shrubs - 1 point. Young shrubs with little dead material and having foliage not known for its flammability, such as laurel, vine maple and alders. Main fuel is generally three feet tall or less. Fires are generally carried in the surface fuels and are generally not very intense. • Fuel Model 6 - Shrubs - 2 points. Older shrubs with foliage having flammability less than fuel model 4, but more than fuel model 5. Widely spaced juniper and sagebrush are represented by this group. Main fuel is generally less than six feet in height. Fires will drop to the ground at low wind speeds and in stand openings. • Fuel Model 8 - Timber - 1 point. Areas of timber with little undergrowth and small amounts of litter buildup. Healthy stands of lodge pole pine, spruce, fir and larch are represented by this group. Fires will bum only under severe weather conditions involving high temperatures, low humidity and high winds. • Fuel Model 9 - Timber - 2 points. Areas of timber with more surface litter than fuel model 8. Closed stands of healthy ponderosa pine and white oak are in this fuel model. Spread of fires will be aided by rolling or blowing leaves. • Fuel Model 10 - Timber - 3 points. Areas of timber with heavy buildups of ground litter caused by overmaturity or natural events of wind throw or insect infestations. Fires are difficult to control due to large extent of ground fuel. (Fuel model 10) 3 Since each geographic area has more than just one fuel model, hazard value was averaged based on which fuel model was most prominent. For example, if an area has a large stretch of grass field near residential area, it may not be accurate to give a blanket value of 3 for the entire area if there was a more prevalent fuel model. Residential areas commonly have a large amount of fuel model Sand 6 (shrubbery) that need to be weighed against other fuel models such as grass. In some cases the grass area (hazard value 3) and the shrub area (hazard value 1) were averaged and a final hazard value of 2 was given to the area. - Page 3 Wildfire Hazard Zone Evaluation 12014 Included with the final data for each geographic area is a series of four photographs showing various fuel models found within that area. These photos are not intended to imply that the entire area is a solid fuel type, but rather to give an example from the ground of the fuel models found. Examples ofground photos for fuel models Fuel Model 1 Fuel Model 4 Hazard Factor 4: Fuel Distribution The natural vegetative fuel distribution hazard factor is basically a close look at percentages of an area occupied by vegetation. In short, how much of the area has fuel present. This hazard value was determined by using a series of aerial photos that are available in Pictomety. The program allowed for areas to be outlined and acreage 4 calculated. From these images and t~ 2.31 outlines, it was possible to calculate the acres approximate percentage of an area that 1.1 has vegetation present. s For example: This picture shows a very simple area to measure for vegetation percentage. The red line shows the perimeter of the area being measured and gives the r"7 11 Page 4 Wildfire Hazard Zone Evaluation 12014 acreage. The yellow line shows the perimeter of the area that is only vegetation and gives the acreage. To calculate the percentage of the area that is vegetation, simply divide the vegetation area by the total area. In this case: 1.10=2.31=0.476, or, approximately 47%. This gives us a rough percentage based only on the field area that has no buildings or improvements on it. If we examine the property around the three buildings on the left side of the picture, it is obvious that there is additional vegetation that we need to calculate the area of. The areas around structures are calculated by looking at the area as a whole and estimating the percentage of the area that has vegetation. In this example, the area around the structures is roughly ten percent of the total property (not including the open field area that we have already accounted for). The numbers we have for this area: Total acreage: 2.31 Solid vegetation: 1.10 Improved area: (area that is not solid vegetation, total acreage minus solid vegetation) 1.21 % of solid vegetation: 47% Vegetation in improved area: (our estimated percentage for the area around structures) 10% From these numbers we can calculate the total percentage of vegetation for the entire area. With the acreage from the field, we can find the acreage for the improved area. We are estimating the vegetation density of the improved area to be 10%; we will multiply the improved area (1.21 acres) by the percentage of vegetation (10%). This calculates to 0.121 acres. We can now say that the acreage of vegetation equivalent for the improved area is approximately 0.12 acres. To get the total acreage of vegetation we can add it to our previous acreage of solid vegetation (1.10). This will give us a total vegetation area of 1.22 acres. Now it is simply a matter of again dividing the total vegetation for the area by the total area. Now that we have accounted for the ten percent in the improved area our equation is: 1.22/2.31= 0.528, or 52%. In this example the approximate percentage of vegetation for the area is 52%. This number allows us to assign a hazard value for the geographic area. Hazard values are assigned based on the following numbers. 0-10% of the area= 0 points 10-25% of the area= 1 point 25-40% of the area= 2 points 40-100% of the area= 3 points Page 5 Wildfire Hazard Zone Evaluation 12014 These four hazard factors have been analyzed for each geographical area and the findings are presented in the following pages. There are three pages for each geographic area in the city. The first page gives a brief description of the area and a summary of the hazard values. The second page shows a few fuel model examples from the ground level. The third page shows an aerial view the entire area with a border and vegetation outlined. Page 6 Wildfire Hazard Zone Evaluation 12014 Geographical Areas for Wildfire Hazard Zone Evaluations A`1 B C D E. F G H I J CITY Of a ASHLAND STREET MAP 2011 - ,~wo>rmda~ sra~rtaoex kMu Quiet Village !^~°s~.}4 Hospital 1 - t North Mountain r.- Strawberry. ~ . i am" 4 Railroad i y 5 Terrace ! SOU Track 1. FE YMCA Airport " s"" c f • Station 2 6 University Ilillside Reservoir i Besn'ick s _ ~ - Oak Kaoll t , ^ c:.i. South Clay Mistletoe 7 ^I;~_e \ r mss:- ~^s « eY5 0.3 tM Page 7 Wildfire Hazard Zone Evaluation ( 2014 Current Wildfire Hazard Zone Map #1 rte` CITY OF y ASHLAND WELDYME HAZARD ZONE XUP HOMES LNPOTEN-nAL DANGER ~ L 1 J s • 7 r .L •L ~ a i r - KEY - P • Y . • . YD=eZane { d• Page 8 Wildfire Hazard Zone Evaluation 12014 Current Wildfire Hazard Zone Map #2 4 E s ty ~Z%G A vt '4t xi l..dw 1'. 0< s2 Y A _ 7 1 r ! . 77 t low i t i 1 1 ! its d .t 1 6s . !r♦-1 to L F y f f N r R . O z g r 11 Page 9 Wildfire Hazard Zone Evaluation 12014 Hospital Area Steep hillside residential with heavy grass/brush slopes to the west and northwest. (Type I and 6 fuel models) Residential yards are mostly well kept with a large amount of vegetation evenly spread throughout the area. Fuel models 5 and 6 are most accurate. Also several patches of grass (vacant lots etc) throughout the area giving additional patches of fuel model 1. Hazard Factor Hazard Value Vegetation density (Fuel Distribution) Total acreage: 188.17 3 Solid vegetation: 24.17acres Improved area: 164 acres % of solid vegetation: 13% Vegetation in improved area: 35% Total approximate vegetation: 43% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 5 (1 point). Since these models are evenly dispersed and mixed together, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 12-20% 2 Total Hazard Rating 10 Meets wildfire hazard zone requirements? Yes Page 10 Wildfire Hazard Zone Evaluation ( 2014 Hospital Area 4 Photo A Photo B j ik~yo w y. ° ♦ t { _a t2. y}e 4 Photo C Photo D Page 11 e n >ti I , i r 3~ . ,,y - ~s S. 1>r rl _ ` r 1 ~ } r (!t rr ~ ~ r C r a 1 ( t r r ` 1{ -"'dr' (t , ~ r , Wildfire Hazard Zone Evaluation 12014 Strawberry Area Area is represented by steep hillside residential with heavy grassibrush area. (Type 1 and 6 fuel models) Residential plots have an overall moderate to heavy fuel load and many areas are in close proximity to dry hillsides. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 334.22 3 Solid vegetation: 92.84 acres Improved area: 241.38 acres % of solid vegetation: 27.78% Vegetation in improved area: 35% Total approximate vegetation: 53.06% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 6 (3 points). 3 Weather: Jackson County 3 Slope (Topography): 12-20% 2 Total Hazard Rating 11 Meets wildfire hazard zone requirements? Yes Page 13 Wildfire Hazard Zone Evaluation 12014 Strawberry Area ~ `Il I ~ I it i ~a d Photo A Photo B 9 S if/ }y - i ~ fin. e' ,f Photo C Photo D This area is dense residential that transitions up to very steep Total acreage: 334.22 terrain. Large area of open grass/brush at top of hill. (Type 1 Solid vegetation: 92.84acres fuel models) and 6 f On the west side, there are large patches of grass (fuel model Improved area: 241.38 acres 1) around residential areas. %of solid vegetation: 27.78% More towards downtown, residential yards are mostly well Vegetation in improved area: 35% kept with a large amount of vegetation evenly spread Total approximate vegetation: 53% throughout the area. Fuel models 5 and 6 are most accurate. Page 14 Wildfire Hazard Zone Evaluation 12014 Strawberry Area y y, s a'f e s a a st. ~ m n 019 t r i 10 b k a~5 ~b U A ~ U n~ ~ S ~j• ~~0 n !fx V\. ~ •'a 4ll f as ° 9 g af} fp ~ ~qt ~U a O6 C', 0 d ~s r J. '91 ti [r o X11 d 8`~ ° ~5 © ~ ~ . a t?4~ a Q Q ~a • a Me I Page 15 Wildfire Hazard Zone Evaluation 12014 Reservoir Area This area is a steep and densely forested area with some residential off the upper part of Granite street. (Type 1, 4 and 9 fuel models) This area of Ashland is the most densely vegetated and the limited areas of improvement/construction are on steep lots with dense vegetation around the homes. Hazard Factor Hazard Value 'Vegetation density (Fuel Distribution): Total acreage: 219.53 3 Solid vegetation: 189.36 Improved area: 30.17 acres % of solid vegetation: 86.26% Vegetation in improved area: 35% Total approximate vegetation: 91% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 4 (3 points). Since most of the area is forested, a value of 3 is definitely given 3 Weather: Jackson County 3 Slope (Topography): 20-35% 3 Total Hazard Rating 12 Meets wildfire hazard zone requirements? Yes Page 16 Wildfire Hazard Zone Evaluation 12014 Reservoir Area t r - r- y ate" J r tr. p Photo A Reservoir Area Photo B y y &Gt 4~ t s f v Photo C Photo D Page 17 Wildfire Hazard Zone Evaluation 12014 Reservoir Area v _ s... F 1! ft, -V 7P .q. J. -7V ti v y r I V, b t pJ j -y L t F . ~ ~ t}{t3 t ~ ~ e".'> ♦ 4 Goa I ~ ~ 6 p y E a 41 cp ~•.7 1~ ~ 'T fr./ ry dam` ~~'T(.~il G' 0 q~l F 4~,f" 7. A~, a o f.+ 6 , ? ©ry .JUY COO, .f J ? may. ~ 1 . Cy ' c _ f L p ~Q ,ry o a OLL ~ t,r e y `D. Page 18 Wildfire Hazard Zone Evaluation 1 2014 Terrace Area Steep hillside residential with heavy grass/brush slopes to the west above Lithia Park. (Type 1 and 4 fuel models) Residential yards are mostly well kept with a large amount of vegetation evenly spread throughout the area. Fuel models 5 and 6 are seen with various shrubs/bushes throughout the entire area. There are also some areas with timber representing fuel models 8 and 9. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 351.5 3 Solid vegetation: 93.23acres Improved area: 258.27 acres % of solid vegetation: 26.52% Vegetation in improved area: 25% Total approximate vegetation: 44% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 5 (1 point). Since these models are evenly dispersed and mixed together, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 12-20% 2 Total Hazard Rating 10 Meets wildfire hazard zone requirements? Yes - Page 19 Wildfire Hazard Zone Evaluation ( 2014 Terrace Area r~ x ark .•_~e,tis ~ S Photo A Photo B ~r Photo C Photo D Page 20 Wildfire Hazard Zone Evaluation ( 2014 Terrace Area -4 i 73 7 k I' 4 .ppq~' t •49 •O ' r, °,r ill- b Q` ~',6 kx n q~,~yge6 ' Q t r t.~ ~V ;,55 vSS ~ rrY`6 ~ P a t, C. Y r ~t rr~`,n~..r .r~ ~ e ~ bey, ~ 1!j~'~ji,~ ! 'r~' d 'G r. r U ti e ~b d ~ F' f ~tJ s «f'fc o~ '~s"i',ay-4i* h~' +N ~ A , ~ N is KSua M J 0' . ~ ' 11 `vs b F o Da - h r do Q c~., r: ,A 0 O-q Ai. 1' )WI n 1 c f :y. b p r. m Page 21 Wildfire Hazard Zone Evaluation 12014 University Hillside Area This is a dense residential area above Siskiyou Blvd that transitions to steep hillside above the university. Upper area is densely vegetated with fuel models 1, 4, 8 and 9 present. Residential areas are densely vegetated with large amounts of trees and bushes. Fuel models 5 and 6 are most accurate for the residential area. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 298.24 3 Solid vegetation: 83.67acres Improved area: 214.57 acres % of solid vegetation: 28.05% Vegetation in improved area: 25% Total approximate vegetation: 46% Vegetation type (fuel model) Most prominent fuel models are type 4 (3 points), type 9 (2 points) and type 5 (1 point). Since these models are evenly dispersed and mixed together, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 12-20% 2 Total Hazard Rating 10 Meets wildfire hazard zone requirements? Yes Page 22 Wildfire Hazard Zone Evaluation 12014 University Hillside Area 't r' Photo A Photo B r= ^~v s +"r -sue..... . :r Yv Photo C Photo D Page 23 I rt rya" p ~T fl > n ~q, ~~a J~ S fi v 1 } , cu f V 1 Iq ~ s i Iwi 11 f { a 1 _ q r. {{y. , _ g his It .+tyl i yy ~ J -t - • S~y 5 {,,.r + }~y 9 Y ,n - § ~ ±+'°~~I,.~-~ , 4. £ 4 i h . Y . "~'e .t Lim Jj_'~~~. i• ~ r of I f 1~ 7 5 1 1 N r.p.., ~ y +r ~1 fi .Rr o, u n y-~ r .ir4 - f *t n f L_.__l (V- 4r Z4. o rL I I YSiL'~. h e r5 +r ~`riY a ~ « a "-t. x pf e$ H q y '!Yjl y L R f• 1 P 1 i a1'L wa,:t w . ~ ,a ~ w,.#..,s idY ~ w ~yaq•~ y t M job. It t ~ . } IA a -s4 M r ~ afi zr ,S~ . Wildfire Hazard Zone Evaluation 12014 Beswick to Roca Canyon Area A dense residential area that transitions from mild slope to steep slope. Moderately dense vegetation around homes with fuel models 5 and 6 seen most frequently around homes. There are also patches of grass and timber models present, especially towards the Roca Canyon area. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 308.15 2 Solid vegetation: 47.33acres Improved area: 260.82 acres % of solid vegetation: 15.36% Vegetation in improved area: 25% Total approximate vegetation: 36.5% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 5 (1 point). Since these models are evenly dispersed and mixed together, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 12-20% 2 Total Hazard Rating 9 Meets wildfire hazard zone requirements? Yes Page 25 Wildfire Hazard Zone Evaluation ( 2014 Beswick to Roca Canyon Area _ j v 9 _ c i34-.Se q Photo A Photo B i r A s Photo C Photo D Page 26 ' rr 14 .1 41 ~ . •,ii ~t~' en ,t 1 ! d. r ~ I'M ~p a f A l (yB {T ~ , jF! Y fl4 m ~t. Wildfire Hazard Zone Evaluation 12014 South Clay Area This area is a gradual sloped residential area that transitions into steep slope. The area towards the top of Park has some forested models although the area is dominated mostly by brush and grass areas with moderately vegetated areas around homes. Again, Fuel models 1, 4, 5 and possibly 8 are seen here. There is also a creek running through the residential area giving a heavy fuel load splitting the area into two distinct but similar residential areas. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 197.08 3 Solid vegetation: 18.24acres Improved area: 178.84 acres % of solid vegetation: 9.26% Vegetation in improved area: 35% Total approximate vegetation: 41% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points), type 6 (2 points) and type 5 (1 point). Since these models are evenly dispersed and mixed together, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 3-12% 1 Total Hazard Rating 9 Meets wildfire hazard zone requirements? Yes Page 28 Wildfire Hazard Zone Evaluation ( 2014 South Clay Area 9 Ldp _ 22 T) z V+ w Yµ+L `X 1 ~I Photo A Photo B a ~ `r u Photo C Photo D Page 29 1 f SFr t +r I (-y Ott + { t hs i•: •'-.+ai 4 ~ t5 ~ ,y tJ~ CIA l .r^'. •i a idi 17 J ~ ~ q Y a y' tl ' .i ~J Jv lo It Nl~ t, . s ~ ~ '^-,}k. ~ .tip i'"4`~ * ~a ul j I Wildfire Hazard Zone Evaluation 12014 Oak Knoll Area A dense residential area with substantial vegetation and varying degrees of slope throughout. Despite recent improvements to the area after the fire of 2010, there is still a significant amount of flammable vegetation around many homes. Fuel models 5 and 6 are present with a number of bush/shrub types around homes including juniper, Manzanita and pine. There is also significant grass and brush bordering the area along the freeway as well as the densely overgrown hillside below the Windmill Inn. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 217.83 2 Solid vegetation: 25.55acres Improved area: (excluding golf course) 123.33 acres % of solid vegetation: 11.73% Vegetation in improved area: 35% Total approximate vegetation: 31.5% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points), 4 (3 points), 5 (1 point) and 6 (2 points). Because there is fuel model 5 mixed in throughout the residential area it is fair to give 2 points instead of the full 3 that would be awarded to other fuel models. 2 Weather: Jackson County 3 Slope (Topography): 3-7% 1 Total Hazard Rating 8 Meets wildfire hazard zone requirements? Yes Page 31 Wildfire Hazard Zone Evaluation 12014 Oak Knoll Area w a y,. Photo A Photo B Ili 11 Photo C Photo D Page 32 Wildfire Hazard Zone Evaluation 12014 Oak Knoll Area 6 ,4 #y ,.Y 3Ye J ry y i > 0.b :<i ( a;, b 1, ~ ~ F a 'evil oQo~, ~`t. r F .LOt " l r'. A An- t . oz:~t' U~ a U ~j ~ a, r y a. ^ G n 'A~. r v t tk .uQ - a I) rte Y/~i 31 64 " G~ ~Ut ( pr ` btu 'i n `.Q AAn, 10 t JC l 17. Page 33 Wildfire Hazard Zone Evaluation 12014 Airport Area The airport is a large open area surrounded by fields of grass (fuel model 1). There is also significant brush along the southwest border where a creek runs. In addition to the airport, there is also a small section of industrial shops and storage yards that are also in close proximity to the brush/grass areas. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 117.49 2 Solid vegetation: 36.62 acres Improved area: 80.87 acres % of solid vegetation: 31.17% Vegetation in improved area: 5% Total approximate vegetation: 34.61% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 6 (2 point). However, the grass areas are by far the greater area and threat and the area should be awarded the full 3 points 3 Weather: Jackson County 3 Slope (Topography): 0-3% 0 Total Hazard Rating 8 Meets wildfire hazard zone requirements? Yes Page 34 Wildfire Hazard Zone Evaluation 12014 Airport Area { Photo A Photo B 1 1 Photo C Photo D Page 35 Wildfire Hazard Zone Evaluation 12014 Airport Area ;rte ~ _ cces ~ ; m O % Fib hWVuFJ fie; - r {fn' ~ ato x P ;Za PQ1F _ ~ 1V~ X~S~C,r \ ~p _ . S 4 l Eofij_ sw~ eo. ~g oryQ b 5 Page 36 Wildfire Hazard Zone Evaluation 12014 Mistletoe Area Relatively flat area with large fielded areas mixed in with industrial buildings and a bordering residential area to the west. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 196.88 2 Solid vegetation: 60.32 acres Improved area: 136.56 acres % of solid vegetation: 30.64% Vegetation in improved area: 10% Total approximate vegetation: 37.57% Vegetation type (fuel model) Most prominent fuel model is type 1 (3 points) with some smaller areas of type 5 (1 point). Since the grass fields are the biggest threat it is reasonable to give the full three points for fuel model 1 3 Weather: Jackson County 3 Slope (Topography): 3-7% 1 Total Hazard Rating 9 Meets wildfire hazard zone requirements? Yes Page 37 Wildfire Hazard Zone Evaluation ( 2014 Mistletoe Area d - Photo A Photo B Photo C Photo D Page 38 It i s t s t i 3• r • 06 t • w - 431 flit. ~k a• Off F ( u y In (t ~ .riA ( ~ f J~ ~ 1 l " F 7 r rM 1 ~ r~`• t • f~'f raw--~-' ~ - _ • r i t, ~ry„ I' ° s fi i+ 1 vz . . r v*. ".k rii era ~'t. 3 ~r t~..-.. a ~ [r k't i'ce' y¢3 Wildfire Hazard Zone Evaluation 12014 Quiet Village Area This area is a relatively low slope area with steeper banks bordering the creek that runs through it on the east side. There are several large areas of grass and brush bordering quiet village as well as grass and brush running the entire creek area between Oak Street and Helman Street. Residential area has mostly fuel models 5 and 6 with the bordering areas of fuel model 1. Overall this area is very similar area to the Railroad area. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 349.65 2 Solid vegetation: 61.34 acres Improved area: 288.31 acres % of solid vegetation: 17.54% Vegetation in improved area: 20% Total approximate vegetation: 34% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 5 (1 point). Since these models are evenly dispersed and mixed together, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 3-7% 1 Total Hazard Rating 8 Meets wildfire hazard zone requirements? Yes Page 40 Wildfire Hazard Zone Evaluation ( 2014 Quiet Village Area 1 ht f P ~ - ~ Y U tin.;kre Photo A Photo B z ry 1 tl 7:# tet Y t Photo C Photo D Page 41 • t * x t . . ~ ~ . 3'x.1 ' i + ~ 4e ! ~ a lot N~ , 6 } - 1' r y, i t" ® t ~ _ ;1 j at r t rt t. tf: ~ ~ }t'~ } f ~y~ r i ~iS tf .Jp~ - 4_ ~ ~ t i t 1. .~a, ~ A v t! r',.^ `f4` t .,4. p'+°.t~ S' ~}*•-tiA ft ter. ~I_ r a.t ~ 't 'f' 01, .f qq 4 n^ r n t 'si-l 'Y`t , f't c v, _ -f ' t. , -f..} ~ ~F nl op ` ~i ,fit r` t'3• ."y .b ~ ~ , ~ ~ ~ .,~__.1'; r•t may, k i . - d1i t ~j'CJ~ YYY fxj{ .JI ^`y~( t1 J} 4 1_ V . J~ ' SAS ~k Y ~ }`Z~ I•~,aa,....~T } qtr .G u • ..f+y{! p NN -id• Wildfire Hazard Zone Evaluation 12014 North Mountain Area This area is slightly unique as it is a large central area of grassland on slope that leads to residential in nearly every direction. Dense residential neighborhoods with moderate vegetation are present along Oak and Hersey Street. The community on North Mountain Street has significantly less vegetation around homes but is still surrounded by dry grass fields. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 247.97 3 Solid vegetation: 84.26 acres Improved area: 163.71 acres % of solid vegetation: 33.98% Vegetation in improved area: 20% Total approximate vegetation: 47.18% Vegetation type (fuel model) Most prominent fuel model in this area is fuel model 1 (grass, 3 points). There are other models present along the creek and around homes, but the significant amount of grass in the area justifies a full 3 points 3 Weather: Jackson County 3 Slope (Topography): 3-7% 1 Total Hazard Rating 10 Meets wildfire hazard zone requirements? Yes Page 43 Wildfire Hazard Zone Evaluation 12014 North Mountain Area vnR y. Photo A Photo B wF~ t tfd r3 i r t Photo C Photo D Page 44 Wildfire Hazard Zone Evaluation ( 2014 North Mountain Area i~ CD t Ti it 13 I Page 45 Wildfire Hazard Zone Evaluation 12014 Railroad Area This community is a fairly low slope residential with large areas of grassy field running through it and along the railroad tracks. The most significant fuel load is the large fields in the Clear Creek area that are in close proximity to residential areas. Fuel model 1 (grass, 3 points) plays a significant role in fuel type. This area is very similar to the Station 2 area and the SOU track area except for the fact that the grass areas are within city boundaries which will raise the hazard value. However, residential fuel density is low as part of the downtown area and also the high school will dilute the density average. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 351.06 1 Solid vegetation: 39.72 acres Improved area: 311.34 acres % of solid vegetation: 11.31% Vegetation in improved area: 15% Total approximate vegetation: 24.62% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 5 (1 point). Since these models are evenly dispersed and mixed together, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 3-7% 1 Total Hazard Rating 7 Meets wildfire hazard zone requirements? Yes Page 46. Wildfire Hazard Zone Evaluation 12014 Railroad Area 3 ~l !r Photo A Photo B Photo C Photo D Page 47 Wildfire Hazard Zone Evaluation 12014 Railroad Area k t f G f ~ ~ t , Page 48 Wildfire Hazard Zone Evaluation 12014 SOU Track Area The area is an average residential area with moderate vegetation mixed in with patches of grassy fields (fuel model 1). However, this area also has a high number of sports fields which are similar to the golf course and will heavily dilute the vegetation density hazard value. The.area also has heavy grass fields to the east and north which lay just outside of city boundaries and are not accounted for in these figures. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 272.31 1 Solid vegetation: 12.3 acres Improved area: 260.01 acres % of solid vegetation: 4.5% Vegetation in improved area: 10% Total approximate vegetation: 14% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 5 (1 point). Since these models both would play important roles in the event of a fire, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 3-7% 1 Total Hazard Rating 7 Meets wildfire hazard zone requirements? Yes Page 49 Wildfire Hazard Zone Evaluation ( 2014 SOU Track Area t Photo A Photo B r 'it .d } y 3 #r, i a r 11m M Ian ~ I' ` i Photo C Photo D Page 50 Wildfire Hazard Zone Evaluation 12014 SOU Track Area 0 T ? i i ~e F k F n l a V - Page 51 Wildfire Hazard Zone Evaluation 12014 Fire Station 2 Area This area is.mostly dense residential with commercial shopping centers on the east and west ends. Fuel density is reduced a little as these areas are taken into account. Fuel model 5 and 6 are again found in the residential areas and along the creek that parallels Clay Street. There is also a notable amount of dry grass (fuel model 1) bordering the railroad tracks and area near Bimart. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 242.41 2 Solid vegetation: 16.5 acres Improved area: 225.91 acres % of solid vegetation: 6.81% Vegetation in improved area: 20% Total approximate vegetation: 25.45% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 5 (1 point). Since these models are evenly dispersed and mixed together, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 3-7% 1 Total Hazard Rating 8 Meets wildfire hazard zone requirements? Yes Page 52 Wildfire Hazard Zone Evaluation 12014 Fire Station 2 Area ~ 3 Ft. 5.:_S rMN M, Photo A Photo B ~=W x ~~r' ~ aid ~>~r ~"',?s. r; Photo C Photo D Page 53 Wildfire Hazard Zone Evaluation ( 2014 Fire Station 2 Area a i, Fn t 4 .1 1 Page 54 Wildfire Hazard Zone Evaluation 12014 YMCA Area This area is represented by an even blend of residential and open field. Several grass fields fall just outside of the city boundaries and are not represented in these numbers. The fuel density on improved areas is also heavily diluted due to the soccer fields and commercial areas around the YMCA. Hazard Factor Hazard Value Vegetation density (Fuel Distribution): Total acreage: 114.77 2 Solid vegetation: 16.56 acres Improved area: 98.21 acres % of solid vegetation: 14.430% Vegetation in improved area: 15% Total approximate vegetation: 27.26% Vegetation type (fuel model) Most prominent fuel models are type 1 (3 points) and type 5 (1 point). Since these models are evenly dispersed and mixed together, a total point value of 2 is the most accurate. 2 Weather: Jackson County 3 Slope (Topography): 3-7% 1 Total Hazard Rating 8 Meets wildfire hazard zone requirements? Yes Page 55 Wildfire Hazard Zone Evaluation] 2014 YMCA Area Photo A Photo B ~ 7 . ht,. e vl •YS ~ 1 I Photo C Photo D Page 56 Wildfire Hazard Zone Evaluation 12014 YMCA Area 0 "a RIx to fi4 t~t~ R O 6S O 0 0. i J 1 A S { 5 r Page 57 Wildfire Hazard Zone Evaluation 12014 Conclusion This evaluation of Ashland's wildland urban interface fire vulnerability utilized the criteria cited in the Oregon Administrative Rules for Wildfire Hazard Zone determination. We were able to take advantage of technology and produce accurate average slope calculations for Hazard Factor 2, topography. GIS data was also helpful in calculating fuel distribution in the zones, a task that had been quite difficult before GIS technology. Ashland has a wide variety of topographies and fuel models though all zones scored seven or higher, qualifying as a wildfire hazard zone under Oregon Administrative Rules. A summary of the zone scores are as follows: Hospital Area 10 Strawberry Area 11 Reservoir Area 12 Terrace Area 10 University Hillside Area 10 Beswick to Roca Canyon Area 9 South Clay Area 9 Oak Knoll Area 8 Airport. Area 8 Mistletoe Area 9 Quiet Village Area 8 North Mountain Area 10 Railroad Area 7 SOU Track Area 7 Fire Station 2 Area 8 YMCA Area 8 Average Score 9 Two of the zones evaluated scored a seven and arguably present less of a fire and fire spread threat than other zones, however there are pockets of higher hazard properties within each of these areas. It must be mentioned that the fire behavior in any zone is but one concern. The spread of fire by windbome fire brands is of an equal or greater concern. The largest structure loss fire in Ashland history, the Oak Knoll Fire, occurred in a zone with a score of eight. The fire r k E 1 Fire Brand Migration Post-fire Oak Knoll Neighborhood Page 58 Wildfire Hazard Zone Evaluation 12014 was started from a flying fire brand originating from the Mistletoe zone, having a score of nine, over 1400 feet away. r~ d4`hh~ A t 6 Oak Knoll Fire 2010 One of the main components of the fire suppression strategy for Ashland is keeping a city- sourced fire out of the Ashland Creek Watershed as well as keeping a watershed fire from spreading into the community. Both scenarios have been studied extensively and significant efforts are underway to reduce and manage the fuel loading in the watershed. Along with the Ashland Forest Resiliency Stewardship project, the City manages the fuels on city-owned lands in the watershed and partners with private owners on fuel reduction. Very detailed prescriptions have been developed that define the treatment of the fuels in the watershed to minimize the potential of an extreme fire behavior wildfire that could not only compromise the City's water supply, but threaten city structures as well. Wildlands can be forests, brush, or grass. Homes can be a cabin in the woods or residential neighborhoods. The highest losses of lives and homes occur when wildland fires bum into dense neighborhoods like past fires in Oakland (1991), San Diego County (2003), and South Lake Tahoe (2007). Ashland is most similar to these communities in vegetation types, home density, and weather. It is recommended that the Wildfire Hazard Zone be increased to include all of the City of Ashland. Doing so will enhance several elements of the fire safety strategy of the city. The City will be able to regulate roof coverings to those appropriate for a community adjacent to and containing wildland fuels. Currently flammable wood product roof coverings are allowed outside of the wildfire hazard zone. The City will also be able to regulate landscape profiles for new construction that lend themselves to a low.intensity fire behavior with far less spread potential. Currently vegetation that produces severe fire behavior and spread such as juniper, cypress, blackberries, and arbor vitae are allowed unrestricted outside of the wildfire hazard Page 59 Wildfire Hazard Zone'Evaluation 12014 zone. Both roof coverings and hazardous landscape fuels were a major factor in the destruction of 11 homes in the Oak Knoll fire. Properties in wildfire zones are often the only ones that qualify for hazardous fuel mitigation grants that are developed. Expanding the zone would allow more properties to apply for grant funds to help with fuels reduction and creating defensible spaces. The suggested expansion of Ashland's Wildfire Hazard Zone to include the entire city has been approved by the Oregon Department of Forestry and is recommended by the local Division Chief of the United States Forest Service. This expansion will be a major step in achieving an improved fire safety profile for the City of Ashland. Page 60 Wildfire Hazard Zone Evaluation 12014 Appendix A DEPARTMENT OF FORESTRY DIVISION 44 CRITERIA FOR DETERMINATION OF WILDFIRE HAZARD ZONES 629-044-0200 Definitions As used in OAR chapter 629, division 044, unless otherwise required by context: (1) "Geographic Area" means the areas which result from the partitioning of all or portions of a jurisdiction into smaller segments, based on the presence of differing hazard values. (2) "Hazard" means the potential to bum. (3) "Hazard Factor" means the factors which most influence the potential of a geographic area to bum. Hazard factors are fire weather, topography, natural vegetative fuels, and natural vegetative fuel distribution. (4) "Hazard Rating" means a cumulative value resulting from the summation of hazard values for all four hazard factors. It reflects the overall potential for a given geographic area to burn. (5) "Hazard Value" means a value assigned to a hazard factor within a geographic area. (6) "Jurisdiction" means a unit of local government authorized by law to adopt a building code or a fire prevention code. (7) "Land Features" means roads, jurisdictional boundaries and other features created by human activity. (8) "Natural Geographic Features" means streams, ridge lines and other features naturally occurring. (9) "Wildfire Hazard Zone" means a geographic area having a combination of hazard factors that result in a significant hazard of catastrophic fire over relatively long periods of each year. Stat. Auth.: ORS 526.016 Stats. Implemented: ORS 93.270 Hist.: FB 2-1996, f. 3-13-96, cert. ef. 4-1-96 629-044-0210 Purpose The purpose of OAR chapter 629, division 044 is to set forth the criteria by which Wildfire Hazard Zones shall be determined by jurisdictions. Such a determination is necessary before the provisions of ORS 93.270(4), portions of the Oregon One and Two Family Dwelling Specialty Code, and portions of the Oregon Structural Specialty Code can become effective. The determination of Wildfire Hazard Zones by jurisdictions is voluntary. Stat. Auth.: ORS 526.016 Stats. Implemented: ORS 93.270 Hist.: FB 2-1996, f 3-13-96, cert. ef. 4-1-96 629-044-0220 Wildfire Hazard Zones (1) For the convenience of administration, when practical, ajurisdiction may utilize nearby natural geographic features or land features to delineate the boundaries of Wildfire Hazard Zones. (2) It is not the intent of OAR chapter 629, division 044 that Wildfire Hazard Zones be determined on a tax lot or an ownership specific basis, but rather that a landscape approach be used. (3) To determine the existence of Wildfire Hazard Zones, a jurisdiction shall: (a) Determine, for each hazard factor, the appropriate geographic areas and associated hazard values; then (b) Overlay the geographic areas and associated hazard values determined in subsection (3) (a) above, then determine the resulting composite geographic areas and the associated hazard rating for each composite area. (c) For each composite geographic area determined in subsection (3) (b) above, determine whether a Wildfire Hazard Zone is present from Table 5. Page 61 Wildfire Hazard Zone Evaluation 12014 TABLE 5 WILDFIRE HAZARD ZONE Hazard Rating Wildfire Hazard Zone I, 2, 3, 4, 5, or6--NO 7, 8, 9, 10, 11 or 12 --YES Stat. Auth.: ORS 526.016 Slats. Implemented: ORS 93.270 Hist.: FB 2-1996, f 3-13-96, cert. ef. 4-1-96 629-044-0230 Fire Weather Hazard Factor (1) The reference for establishing the fire weather hazard factor shall be data provided by the Oregon Department of Forestry, which was developed following an analysis of daily fire danger rating indices in each regulated use area of the state. (2) For geographic areas described in Table 1, select the appropriate hazard value from Table 1. TABLEI FIRE WEATHER HAZARD FACTOR County Hazard Value Jackson 3 Stat. Auth.: ORS 526.016 Slats. Implemented: ORS 93.270 Hist.: FB 2-1996, f. 3-13-96, cert. ef. 4-1-96 629-044-0240 Topography Hazard Factor (1) The reference for establishing the topography hazard factor shall be: (a) The General Soil Map Report published by the Oregon Water Resources Board and the Soil Conservation Service, USDA in 1969; or (b) The appropriate 7.5 minute quadrangle map published by the U.S. Geological Survey, USDI. (2) For geographic areas determined by use of a reference set forth in subsection (1) above, select the appropriate hazard value from Table 2. TABLE 2 TOPOGRAPHY HAZARD FACTOR Map Slope Class Hazard Value I (Slopes 00-03%) - 0 2 (Slopes 03-07%) l 3 (Slopes 07-12%) 1 4 (Slopes 12-20%) 2 5 (Slopes 20-35%) 3 6 (Slopes 35-60+ 3 Stat. Auth.: ORS 526.016 Slats. Implemented: ORS 93.270 Hist.: FB 2-1996, f. 3-13-96, cert. ef. 4-1-96 629-044-0250 Natural Vegetative Fuel Hazard Factor (1) The reference for establishing the natural vegetative fuel hazard factor shall be the "Aids to Determining Fuel Models For Estimating Fire Behavior" published by the Forest Service, USDA Intermountain Forest and Range Experiment Station in 1982 as General Technical Report INT-122. (2) Using the natural vegetative fuel models described in the reference set forth in subsection(1), and summarized in Table 3, divide the jurisdiction into geographic areas which best describe the natural vegetation expected to occupy sites for the next 10 to 15 years and then select the appropriate hazard value from Table 3. Page 62 Wildfire Hazard Zone Evaluation 12014 TABLE3 NATURAL VEGETATIVE FUEL HAZARD FACTOR Natural Vegetative Fuel Description Hazard Value Little or no natural vegetative fuels are present. 0 Grass. Very little shrub or timber is present, generally less than one-third of the area. Main fuel is generally less than two feet in height. Fires are surface fires that move rapidly through cured grass and associated material. (Fuel model 1)--3 Grass. Open shrub lands and pine stands or scrub oak stands that cover one-third to two-thirds of the area. Main fuel is generally less than two feet in height. Fires are surface fires that spread primarily through the fine herbaceous fuels, either curing or dead. (Fuel model 2) 3 Grass. Beach grasses, prairie grasses, marshland grasses and wild or cultivated grains that have not been harvested. Main fuel is generally less than four feet in height, but considerable variation may. occur. Fires are the most intense of the grass group and display high rates of spread under the influence of wind. (Fuel model 3) 3 Shrubs. Stands of mature shrubs have foliage known for its flammability, such as gorse, manzanita and snowberry. Main fuel is generally six feet or more tall. Fires burn with high intensity and spread very rapidly. (Fuel model 4) 3 Shrubs. Young shrubs with little dead material and having foliage not known for its flammability, such as laurel, vine maple and alders. Main fuel is generally three feet tall or less. Fires are generally carried in the surface fuels and are generally not very intense. (Fuel model 5) 1 Shrubs. Older shrubs with foliage having a flammability less than fuel model 4, but more than fuel model 5. Widely spaced juniper and sagebrush are represented by this group. Main fuel is generally less than six feet in height. Fires will drop to the ground at low wind speeds and in stand openings. (Fuel model 6) 2 Timber. Areas of timber with little undergrowth and small amounts of litter buildup. Healthy stands of lodge pole pine, spruce, fir and larch are represented by this group. Fires will burn only under severe weather conditions involving high temperatures, low humidities and high winds. (Fuel model 8) 1 Timber. Areas of timber with more surface litter than fuel model 8. Closed stands of healthy ponderosa pine and white oak are in this fuel model. Spread of fires will be aided by rolling or blowing leaves. (Fuel model 9) 2 Timber. Areas of timber with heavy buildups of ground litter caused by overmaturity or natural events of wind throw or insect infestations. Fires are difficult to control due to large extent of ground fuel. (Fuel model 10) 3 Stat. Auth.: ORS 526.016 Stats. Implemented: ORS 93.270 Hist.: FB 2-1996, f. 3-13-96, cert. ef. 4-1-96 629-044-0260 Natural Vegetative Fuel Distribution Hazard Factor (1) Divide the jurisdiction into geographic areas which best describe the percentage of the area which is occupied by the foliage of natural vegetative fuels. (2) For each geographic area determined in section (1) above, select the appropriate hazard value from Table 4. TABLE 4 NATURAL VEGETATIVE FUEL DISTRIBUTION HAZARDFACTOR Natural Vegetative Fuel Distribution Hazard Value 0 to 10% of the area 0 10 to 25% of the area 1 25 to 40% of the area 2 40 to 100% of the area 3 Stat. Auth.: ORS 526.016 Stats. Implemented: ORS 93.270 Hist.: FB 2-1996, f. 3-13-96, cert. ef. 4-1-96 Page 63 Wildfire Hazard Zone Evaluation 12014 Appendix B 2010 Oregon Fire Code 304.1.2 Requires compliance with the vegetation requirements of the Wildland Urban Interface Code 304.1 Waste accumulation prohibited. Combustible waste material creating a fire hazard shall not be allowed to accumulate in buildings or structures or upon premises. 304.1.1 Waste material. Accumulations of wastepaper, wood, hay, straw, weeds, litter or combustible or flammable waste or rubbish of any type shall not be permitted to remain on a roof or in any court, yard, vacant lot, alley, parking lot, open space, or beneath a grandstand, bleacher, pier, wharf or other similar structure. 304.1.2 Vegetation. Weeds, grass, vines or other growth that is capable of being ignited and endangering property, shall be cut down and removed by the owner or occupant of the premises. Vegetation clearance requirements in urban-wildland interface areas shall be in accordance with the International Wildland- Urban Interface Code. 2012 Wildland Urban Interface Code 603 & 604 • Defensible space required 30-100 feet depending on the hazard determination • Tree spacing crown-to-crown and crown-to-structure is not less than 10 feet • Domestic vegetation is required to meet the same requirements • Maintenance of the above is required Ashland Municipal Code 18.16 R-R Rural Residential District 18.16.030 Conditional uses. Accessory Residential Units in Rural Residential Zoning are required to install residential fire sprinkler systems. 18.62.090 Development Standards for Wildfire Lands Land partition or subdivision of lots requires: Fire Prevention & Control Plan which includes: • An analysis of the fire hazards on the site from wildfire, as influenced by existing vegetation and topography. Page 64 Wildfire Hazard Zone Evaluation 12014 • A map showing the areas that are to be cleared of dead, dying, or severely diseased vegetation. • A map of the areas that are to be thinned to reduce the interlocking canopy of trees. • A tree management plan showing the location of all trees that are to be preserved and removed on each lot. In the case of heavily forested parcels, only trees scheduled for removal shall be shown. • The areas of Primary and Secondary Fuel Breaks that are required to be installed around each structure, as required by 18.62.090 B (see below) • Roads and driveways sufficient for emergency vehicle access and fire suppression activities, including the slope of all roads and driveways within the Wildfire Lands area. • Required to be implemented then inspected by fire department prior to issuance of building permit. • Maintenance shall be included in CCR's New construction and increases in building size requires the following. This is also required for all partitions: "Fuel breaks" are required and are defined as: • Area which is free of dead or dying vegetation • Native, fast-burning species sufficiently thinned so that there is no interlocking canopy of this type of vegetation. • Where necessary for erosion control or aesthetic purposes, the fuel break may be planted in slow-burning species. • "Fuel Breaks" may include structures, and shall not limit distance between structures and residences beyond that required by other sections of this title. Primary Fuel Break • A minimum of 30 feet, or to the property line, whichever is less, in all directions around structures, excluding fences, on the property. • The goal within this area is to remove ground cover that will produce flame lengths in excess of one foot. • Such a fuel break shall be increased by ten feet for each 10% increase in slope over 10%. Adjacent property owners are encouraged to cooperate on the development of primary fuel breaks. Secondary Fuel Break • A secondary fuel break will be installed, maintained and shall extend a minimum of 100 feet beyond the primary fuel break where surrounding landscape is owned and under the control of the property owner during construction. • The goal of the secondary fuel break is to reduce fuels so that the overall intensity of any wildfire is reduced through fuels control. • Class B or better roofing - wood materials not permitted Page 65 Wildfire Hazard Zone Evaluation 12014 • Implemented prior to combustible construction Accessory Residential Units in Rural Residential Zoning are required to install residential fire sprinkler systems. 2010 Oregon Residential Specialty Code Section 324 - Wildfire Hazard Mitigation Dwellings and accessory structures • Roof shall be asphalt shingles, slate shingles, metal roofing, tile, clay or. concrete shingles or other roofing equivalent to a Class C rated roof covering. Untreated wood shingle and shakes are not permitted. • When 50% or more of the roof covering is repaired or replaced within one year, it must meet this requirements and attic ventilation is required to comply with this code with opening protected with wire mesh. Page 66 Wildfire Hazard Zone Evaluation 12014 REFERENCED CODES Oregon Fire Code SECTION 603 DEFENSIBLE SPACE 603.1 Objective. Provisions of this section are intended to modify the fuel load in areas adjacent to structures to create a defensible space. 603.2 Fuel modification. Buildings or structures, constructed in compliance with the conforming defensible space category of Table 503. 1, shall comply with the fuel modification distances contained in Table 603.2. For all other purposes the fuel modification distance shall not be less than 30 feet (9144 mm) or to the lot line, whichever is less. Distances specified in Table 603.2 shall be measured on a horizontal plane from the perimeter or projection of the building or structure as shown in Figure 603.2. Distances specified in Table 603.2 are allowed to be increased by the code official because of a site-specific analysis based on local conditions and the fire protection plan. TABLE 603.2 REQUIRED DEFENSIBLE SPACE 603.2.1 Responsible party. Persons owning, leasing, controlling, operating or maintaining buildings or structures requiring defensible spaces are responsible for modifying or removing nonfire-resistive vegetation on the property owned, leased or controlled by said person. 603.2.2 Trees. Trees are allowed within the defensible space, provided the horizontal distance between crowns of adjacent trees and crowns of trees and structures, overhead electrical facilities or unmodified fuel is not less than 10 feet (3048 mm). WILDLAND-URBAN INTERFACE AREA FUEL MODIFICATION DISTANCE Moderate hazard 30 High hazard 50 Extreme hazard 100 Page 67 Wildfire Hazard Zone Evaluation 12014 FIGURE 603.2 MEASUREMENTS OF 603.2.3 Groundcover. Deadwood and litter shall be regularly removed from trees. Where ornamental vegetative fuels or cultivated ground cover, such as green grass, ivy, succulents or similar plants are used as ground cover, they are allowed to be within the designated defensible space, provided they do not form a means of transmitting fire from the native growth to any structure. SECTION 604 MAINTENANCE OF DEFENSIBLE SPACE 604.1 General. Defensible spaces required by Section 603 shall be maintained in accordance with Section 604. 604.2 Modified area. Nonfire-resistive vegetation or growth shall be kept clear of buildings or structures, in accordance with Section 603, in such a manner as to provide a clear area for fire suppression operations. 604.3 Responsibility. Persons owning, leasing, controlling, operating or maintaining buildings or structures are responsible for maintenance of defensible spaces. Maintenance of the defensible space shall include modifying or removing nonftre- resistive vegetation and keeping leaves, needles and other dead vegetative material regularly removed from roofs of buildings and structures. 604.4 Trees. Tree crowns extending to within 10 feet (3048 mm) of any structure shall be pruned to maintain a minimum horizontal clearance of 10 feet (3048 mm). Tree crowns within the defensible space shall be pruned to remove limbs located less than 6 feet (1829 mm) above the ground surface adjacent to the trees. 604.4.1 Chimney clearance. Portions of tree crowns that extend to within 10 feet (3048 mm) of the outlet of a chimney shall be pruned to maintain a minimum horizontal clearance of 10 feet (3048 mm). 604.4.2 Deadwood removed. Deadwood and litter shall be regularly removed from trees. Page 68 Wildfire Hazard Zone Evaluation 12014 Ashland Municipal Code 18.62.090 Development Standards for Wildfire Lands A. Requirements for Subdivisions, Performance Standards Developments, or Partitions. 1. A Fire Prevention and Control Plan shall be required with the submission of any application for an outline plan approval of a Performance Standards Development, preliminary plat of a subdivision, or application to partition land which contained areas designated Wildfire Hazard areas. 2. The Staff Advisor shall forward the Fire Prevention and Control Plan to the Fire Chief within 3 days of the receipt of a completed application. The Fire Chief shall review the Fire Prevention and Control Plan, and submit a written report to the Staff Advisor no less than 7 days before the scheduled hearing. The Fire Chiefs report shall be a part of the record of the Planning Action. 3. The Fire Prevention and Control Plan, prepared at the same scale as the development plans, shall include the following items: a. An analysis of the fire hazards on the site from wildfire,. as influenced by existing vegetation and topography. b. A map showing the areas that are to be cleared of dead, dying, or severely diseased vegetation. c. A map of the areas that are to be thinned to reduce the interlocking canopy of trees. d. A tree management plan showing the location of all trees that are to be preserved and removed on each lot. In the case of heavily forested parcels, only trees scheduled for removal shall be shown. e. The areas of Primary and Secondary Fuel Breaks that are required to be installed around each structure, as required by 18.62.090 B. f Roads and driveways sufficient for emergency vehicle access and fire suppression activities, including the slope of all roads and driveways within the Wildfire Lands area. 4. Criterion for Approval. The hearing authority shall approve the Fire Prevention and Control Plan when, in addition to the findings required by this chapter, the additional finding is made that the wildfire hazards present on the property have been reduced to a reasonable degree, balanced with the need to preserve and/or plant a sufficient number of trees and plants for erosion prevention, wildlife habitat, and aesthetics. 5. The hearing authority may require, through the imposition of conditions attached to the approval, the following requirements as deemed appropriate for the development of the property: a. Delineation of areas of heavy vegetation to be thinned and a formal plan for such thinning. b. Clearing of sufficient vegetation to reduce fuel load. c. Removal of all dead and dying trees. d. Relocation of structures and roads to reduce the risks of wildfire and improve the chances of successful fire suppression. 6. The Fire Prevention and Control Plan shall be implemented during the public improvements required of a subdivision or Performance Standards Development, and shall be considered part of the subdivider's obligations for land development. The Plan shall be implemented prior to the issuance of any building permit for structures to be located on lots created by partitions and for subdivisions or Performance Standards Page 69 Wildfire Hazard Zone Evaluation 12014 developments not requiring public improvements. The Fire Chief, or designee, shall inspect and approve the implementation of the Fire Prevention and Control Plan, and the Plan shall not be considered fully implemented until the Fire Chief has given written notice to the Staff Advisor that the Plan was completed as approved by the hearing authority. 7. In subdivisions or Performance Standards Developments, provisions for the maintenance of the Fire Prevention and Control Plan shall be included in the covenants, conditions and restrictions for the development, and the City of Ashland shall be named as a beneficiary of such covenants, restrictions, and conditions. 8. On lots created by partitions, the property owner shall be responsible for maintaining the property in accord with the requirements of the Fire Prevention and Control Plan approved by the hearing authority. B. Requirements for construction of all structures. 1. All new construction and any construction expanding the size of an existing structure, shall have a "fuel break" as defined below. 2. A "fuel break" is defined as an area which is free of dead or dying vegetation, and has native, fast-burning species sufficiently thinned so that there is no interlocking canopy of this type of vegetation. Where necessary for erosion control or aesthetic purposes, the fuel break may be planted in slow-burning species. Establishment of a fuel break does not involve stripping the ground of all native vegetation. "Fuel Breaks" may include structures, and shall not limit distance between structures and residences beyond that required by other sections of this title. 3. Primary Fuel Break - A primary fuel break will be installed, maintained and shall extend a minimum of 30 feet, or to the property line, whichever is less, in all directions around structures, excluding fences, on the property. The goal within this area is to remove ground cover that will produce flame lengths in excess of one foot. Such a fuel break shall be increased by ten feet for each 10% increase in slope over 10%. Adjacent property owners are encouraged to cooperate on the development of primary fuel breaks. 4. Secondary Fuel Break - A secondary fuel break will be installed, maintained and shall extend a minimum of 100 feet beyond the primary fuel break where surrounding landscape is owned and under the control of the property owner during construction. The goal of the secondary fuel break is to reduce fuels so that the overall intensity of any wildfire is reduced through fuels control. 5. All structures shall be constructed or re-roofed with Class B or better non-wood roof coverings, as determined by the Oregon Structural Specialty Code. All re-roofing of existing structures in the Wildfire Lands area for which at least 50% of the roofing area requires re-roofing shall be done under approval of a zoning permit. No structure shall be constructed or re-roofed with wooden shingles, shakes, wood-product material or other combustible roofing material, as defined in the City's building code. C. Fuel breaks in areas which are also Erosive or Slope Failure Lands shall be included in the erosion control measures outlined in section 18.62.080. D. Implementation. 1. For land which have been subdivided and required to comply with A. (6) above, all requirements of the Plan shall be complied with prior to the commencement of construction with combustible materials. Page 70 Wildfire Hazard Zone Evaluation ( 2014 2. For all other structures, the vegetation control requirements of section (B) above shall be complied with before the commencement of construction with combustible materials on the lot. (Ord. 2657, 1991) 3. As of November 1, 1994, existing residences in subdivisions developed outside of the Wildfire Lands Zone, but later included due to amendments to the zone boundaries shall be exempt from the requirements of this zone, with the exception of section 18.62.090 B.S. above. All new residences shall comply with all standards for new construction in section 18.62.090 B. 4. Subdivisions developed outside of the wildfire lands zone prior to November 1, 1994, but later included as part of the zone boundary amendment, shall not be required to prepare or implement Fire Prevention and Control Plans outlined in section 18.62.090 A. (Ord 2747, 1994) Page 71 CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Public Hearing on the 2014 Community Development Block Grant Award and CDBG Action Plan Development FROM: Linda Reid, Housing Program Specialist, Community Development Department, reidl@ashland.or.us SUMMARY The City of Ashland has received three applications for the competitively awarded $136,000 in 2014 Community Development Block Grant (CDBG) funds. Applications have been received from St. Vincent de Paul, Maslow Project, and Habitat for Humanity, totally $75,300. The Housing and Human Services Commission has reviewed the applications and recommends awarding a slightly lower amount. Federal rules require a public hearing prior to granting of the award. At this hearing, the City Council will take public input on the use of federal funds and ultimately the Council will make the final determination regarding the allocation of the CDBG awards. BACKGROUND AND POLICY IMPLICATIONS: The City of Ashland is an entitlement jurisdiction, meaning it receives a direct allocation of Community Development Block Grant (CDBG) funds from the Department of Housing and Urban Development (HUD). The City of Ashland provides Community Development Block Grant funds to eligible affordable housing providers and non-profit organizations for capital improvement and public service projects within the City of Ashland. The City Council must evaluate the three proposals requesting CDBG funds. Upon review of the proposals, and after taking any public testimony at a public hearing, the Council may award funding to the selected applicant(s). The 2014-15 City of Ashland allocation of CDBG funds is expected to be $170,078. Twenty percent of this allocation ($34,000) is set aside for administration of the CDBG program. The remaining $136,000 is available for award to eligible applicants. The CDBG regulations only permit 15% of the City's allocation to be directed toward public service projects. As such only $25,500 in CDBG funding is available for award to support eligible public service projects during the 2014 program year. Any CDBG funding that is unallocated through this award process will be carried over for award in the 2015 program year. All CDBG awards granted must be to eligible projects meeting the CDBG national objectives and which are consistent with the goals identified in the City's 2010-2014 Consolidated Plan for the Use of CDBG funds. The attached Staff Evaluation, dated March 27, 2014, contains a complete background of funding availability, the award process, staff's assessment of each proposal, and the relevant CDBG program criteria relating to the award of CDBG funds and each of the applications received. Pagel of 3 ~r11 CITY OF ASHLAND Proposals Received: The City of Ashland has received three applications for competitive 2014 CDBG funds. The applications received are attached and include the following: • St. Vincent De Paul (SVDP)-$24,000 requested to fund emergency rent and deposit assistance for qualified low income households in an effort to prevent homelessness. • Maslow Project-$10,000 requested for outreach and case management for homeless youth enrolled in the Ashland school district. • Habitat for Humanity Rogue Valley-$41,300 requested to complete rehabilitation and/or repairs to homes occupied by qualified low-income households and households with ADA accessibility focus. CDBG funds will be available upon HUD's approval of the 2014 Action Plan, and upon the completion of any regulatory requirements including but not limited to environmental review clearance. Upon completion of the Action Plan a public hearing for review and approval will be held by the Housing and Human Services Commission to ensure consistency with the awards designated by the City Council. HUD must review the annual Action Plan submitted by the City to ensure the activities funded are consistent with federal requirements, and with Ashland's Consolidated Plan. FISCAL IMPLICATIONS: The CDBG program is funded by Federal grants through HUD and no City of Ashland funds will be used for CDBG activities. In addition, $34,000 in grant funds (20% of the annual grant award) will be made available to cover administrative costs associated with carrying out grant administration and CDBG program requirements. $136,000 in CDBG grants funds are expected to be made available by July 1, 2014, upon approval of the 2014 Annual CDBG Action Plan and completion of a grant agreement between the City and HUD. RECOMMENDATIONS: The Housing and Human Services Commission Recommendation: The HHSC reviewed proposals at their regular meeting held on March 27, 2014 and recommended award of the CDBG funds as follows: • $18,000 to the St. Vincent De Paul Home Visitation to fund emergency rent and deposit assistance for qualified low income households in an effort to prevent homelessness. • $7,500 to the Maslow Project for case management services. • $41,300 to Habitat for Humanity Rogue Valley to offer home rehabilitation and repairs o qualified low-income homeowners. • 69,200 in unallocated funds to be carried forward to be awarded in the 2015 program year. Staff Recommendations Staffs recommendations are based on evaluation of CDBG eligibility, the City's five year Consolidated Plan Goals, and applicants' readiness to proceed. The Housing and Human Services Commission's recommendation above is consistent with the staff recommendation SUGGESTED MOTION: I move to direct staff to draft the 2014 Annual Action Plan for the use of Community Development Block Grant funds reflecting the award of CDBG funding for the 2014-2015 Program year as follows: • Award $18,000 to St. Vincent De Paul-Home Visitation Program. • Award $7,500 to Maslow Project. Page 2 of 3 F, r CITY OF ASHLAND • Award $41,300 to Habitat for Humanity Rogue Valley. • Carry forward $69,200 in unallocated funds to be awarded in the 2015 program year ATTACHMENTS: 041514 HHSC_Draft _MIN 032714.Atch1 041514 Staff Eval CDBG Award 2014.Atch2 041514 Maslow CDBG App.Atch3 041514 SVDP CDBG App.Atch4 041514 HfHRV CDBG App.Atch5 The full text of the 2010-2014 CDBG Consolidated Plan can be found on the City's website at: http://www.ashland.or.us/Page.asp?NavlD=12758 Page 3 of 3 ~r, CITY OF ASHLAND Ashland Housing and Human Services Commission Draft Minutes March 27, 2014 CALL TO ORDER Chair Joshua Boettiger called the meeting to order at 4:30 in the Council Chambers located at 1175 E Main Street, Ashland OR 97520. Commissioners Present: Council Liaison Joshua Boettiger Pam Marsh Heidi Parker Connie Saldana SOU Liaison Michael Gutman Andrew Ennslin, absent Regina Ayars Rich Rohde Staff Present: Coriann Matthews Linda Reid, Housing Specialist Sue Crader Carolyn Schwendener, Admin Clerk Gina DuQuenne Approval of Minutes Ayars/Parker m/s to approve the minutes of the February 27, 2014 Housing and Human Services Commission. Voice Vote: All Ayes; minutes were approved as presented. PUBLIC FORUM No one was present to speak CDBG APPLICATION PRESENTATIONS Reid explained that the City of Ashland is an entitlement jurisdiction and receives a direct allocation of Community Development Block Grant Funds (CDBG) from the Department of Housing and Urban Development (HUD). The City received their final allocation notice today in the amount of $170,078.00. Of that amount $136,063.00 is available for award. Three applicants are applying for those funds two of whom are applying for public service projects and one for capital improvement. Up to 15% of the total allocation or approximately $25,000 can be awarded to Public Service Projects and the remainder is available for capital improvement projects. Maslow Project - Ashland School Based Outreach Karen Phillips, the Development Manager for Maslow Project and Lacey Renee, Program Manager were present to speak about their application. Ms. Phillips began by thanking the Commission for their previous support which was instrumental in helping them expand their services in Ashland. Maslow Project is a nonprofit advocacy organization providing goal-oriented, wrap around support services to homeless children and teens as well as their families. They do this by providing resources for basic needs, removing barriers to education and employment, and fostering self-sufficiency in a collaborative and empowering environment. Questions by the Commissioners; You mentioned your target goal is to serve about 100 children. Do you have any idea how many other family members you might be serving? This year they have served eighty-two individuals twenty-four of which were adults and the remaining 70 percent were children. Roughly 30 percent of the people they work with are adults. Do you have plans for the sustainability for the program?. How does your fund raising work and is it in place? Our budget mentions $13,000 in private donations. That money is already in place. $8,000 comes from the Butler Fund and $5,000 from regular donors. An additional amount of $4,913 comes from the Ashland School District (under title X). Individual fund raising is a big part of our budget as well as the money they receive from CDBG funds which represents a portion of the Case Manager's salary. How does the in school program work? The Ashland Case Manager is stationed at Ashland Senior High School but serves all the schools in the Ashland district. The Case Manager serves as a "one stop" point of contact for homeless youth who need access to basic needs including hot meals, food boxes, clothing, hygiene supplies, sleeping bags, bus tokens and emergency assistance. What is the Butler Fund? A local family foundation (Don Butler) You have a new donor established graduate fund. Can you explain that? This fund was established by an Ashland resident to honor their sister who had served most of her life teaching Inner-City at risk youth. The family wanted to memorialize her passing by making sure that at risk children have access to continuing education by removing some of the barriers to post secondary education. The family made an initial donation of $5,000 and did a Community match ending up raising a total of $14,000. Students that have graduated or received their GED can apply for assistance with books, transportation to school, laptops, tuition etc, just about anything that might be a barrier to receiving further education. The $10,000 that you are asking for is to fund the salary of the Ashland Case Manager. If you were to not to receive CDBG funds or receive less than you asked for, would the project be able to continue? It would continue at a proportionally reduced rate and we would work to find ways to supplement it. Our days of service might be reduced. St. Vincent DePaul - Home Visitation Program Rich Hansen, Charlotte Dorsey and Beth Hill were present to represent the fifteen volunteers who make up St. Vincent DePaul's Ashland Home Visitation Program. Hansen started out by thanking the Commissioners for the confidence they have placed in their organization by awarding them public service grants over the past several years. The combination of the City Funds, their volunteers and their own budget monies have developed what they consider a proven force to prevent the growth of homelessness in Ashland. In some cases they have been able to move individuals and families without homes into housing. This was rarely achieved before the CDBG money came along. The 2011/2012 grant of $14,000 enabled St. Vincent DePaul to help nineteen households or forty-two ,individuals including twenty-four adults and eighteen children. The monies they received helped them place seventeen Ashland residences into housing and keep another eight families in their housing. Questions by Commissioners; When you start working with a family that is homeless do you help them get to the shelter in Medford? Yes with some exceptions. The clients must be able to pass a drug test which includes the use of marijuana (even if the use is with a medical marijuana card). Family dogs are not allowed in the shelter. If any clients have illnesses they don't want to pass it along to others in the shelter so they might be taken to a hotel instead. The shelter in Medford has forty-eight beds and the Ashland clients are not always willing to relocate. Hanson stated that one of the advantages of the program is that housing is just one of the many ways to help they also provide groceries, help with prescriptions, utility payments etc. anything they might need to help supplement them. What is the application process to get deposit and rental assistance? Ms. Dorsey explained that there has to be a readiness for people to want to go into housing. We count on our volunteers to sit with families and listen to determine if they have a desire for housing. Sometimes emotional/physiological issues can prevent people from wanting to go inside. When someone comes to us for help we may offer to use our St. Vincent De Paul's funds to help with a month's rent. The HUD Grant has Federal Government Rules and the rules and regulations for using the funds are somewhat restrictive. It is however a very generous grant and we can help people with rent up to three months, stated Hansen. Almost everyone that seeks help from them is at the poverty level and need assistance. Explain your plans for sustainability. Hansen explained that they have an advantage over other non profits in that they have a thrift store in Medford that generates about $750,000 dollars each year. That money is what really funds St. Vincent. It has proven to be sustainable and has continually maintained the $750,000 yearly even when the economy was bad. Habitat for Humanity - Capital Improvement Project Tiffany Schmelzer newly appointed Development Director with Habitat for Humanity was present to answer questions and review their application. Ms. Schmelzer explained that it's been very difficult for Habitat to secure land in Ashland for new construction. This proposal is for low income homeowner repair projects. Often Low income homeowners are without adequate resources for regular home maintenance or necessary repairs. The program consists of two components. A Brush With Kindness (ABWK) is geared for smaller projects and the Critical Home Repair program for larger needs. The Funding will allow the completion of ten small ABWK projects and two Critical Home Repair projects. Questions from the Commissioners; We are very interested and excited about your project knowing that there is a need for accessibility. Do you also do work on manufactured homes? Yes. We have done decks, handicapped ramps, plumbing, electrical, windows, flooring, roof repair, insulation etc. To what extent is the program self sustaining after you get it going? All overhead costs including staff salaries are completely covered by our restore. The restore located in Medford is similar to a thrift store. All repayments from mortgages and repair projects are recycled and used for the next homeowner repair projects. The repair program is a three year payback could we assume if we funded this program for three years there would then be an investment in the program that would continue to roll on its own? Yes it would. ' Do you have any people who are currently waiting to be part of this program? No, if we receive the grant money we will then go out into the community to see who needs help. We currently partner with churches as well as senior service agencies, Lyons Clubs and Rotary Clubs. These organizations are aware of the program and we will speak with them hopefully to get referrals. A State Individual Development Account Fund (IDA) for home repairs was mentioned. Could you explain what this is? This is a program that allows home owners to put money into an account and it is matched three to one for up to a three year period. The money can be used for a down payment or pay for repairs. What happens if the client can't make a payment? Because Habitat owns the loans if something happens that a client cannot pay for the work a lien can be placed on the property which requires that the loan gets paid back after the mortgage. Habitat has the reputation as being the most lenient bank in the United States because they always work with the home owners. If the home owner sells the home before the loan is paid do you receive the money from the proceeds? Yes. A (MOU) Memorandum of Understanding agreement is signed before the start of the project. The client signs a promissory note stating they will pay off the lien that is owed upon the sale of the property. STAFF EVALUATION OF CDBG GRANT APPLICATIONS Reid explained that all three applications are eligible projects that meet goals the City has set out to accomplish. Because the City does not have enough social service money to fully fund both organizations staff is recommending doing a 68/32 split. The following is staff's recommendation. • $18,000 to St. Vincent De Paul-Home Visitation Program • $7,500.00 to Maslow Project for Case Management services • $41,300 to Rogue Valley Habitat for Humanity to offer home rehabilitation and repairs to qualified low income homeowners. • $69,200 in unallocated funds to be carried forward to be awarded in the 2015 program year. Marsh asked why the City did not come forward with another application again this year for their energy assistance program. Reid said they have devoted some money to it out of CLG grant fund that was left over and we did not prioritize that activity this year. The Commissioners discussed the projects and agreed that the recommendations were appropriate. The Council will be reviewing the CDBG applications and making a final decision on April 15 1h at 7:00 pm in Council Chambers. Saldana/Gutman m/s to approve the staff recommendation for funding the three grants. Voice Vote: All Ayes, motion passed unanimously. The Commissioners expressed their gratitude to the applicants for the work that all three organizations are doing and expressed their support. NORMAL AVENUE PLAN UPDATE Goldman informed the Commission that the City is in the process of completing a neighborhood plan for the 94 acre north Normal Avenue area. Although future development of this area is expected to occur in an incremental way, as individual parcels propose annexation for specific housing developments, with an adopted neighborhood plan in place each individual development proposal can better coordinate the provision of streets, pedestrian connections, utilities, storm water management and open space. Goldman gave a power point presentation touching on the affordable housing component. One of the conditions of annexation is that the applicant has to provide a percentage of affordable housing. Although the requirement is a sliding scale; approximately one out of four units must be affordable. The commission felt strongly that this neighborhood plan is a major source of future growth in the City in regards to affordable housing. It was agreed to put further education about this topic back on the April agenda. Brandon will include in his future staff reports that affordable housing is an important component of our City and future development. LIAISON REPORTS DISCUSSION Council - Marsh reported that a delegation from SOU came to City Council and asked for consideration of the fair housing protection of students. The Council did not discuss this at their meeting but have scheduled it for the Tuesday April 1" meeting. Marsh said it is likely that the council will refer this issue to this Commission for some guidance. The Council is in the process of goal setting. In the past this was more of an annual exercise but this year is something much more strategic. The.idea is to look out over a half dozen years and look at the issues we are dealing with now and how we expect to unroll those over the next few years reported Marsh. Once an Initial draft has been put together they will circulate it asking for feedback from all the Commissions and citizens of the Community. General Announcements - Marsh announced that the Ashland Food Bank is trying to start an at home delivery program, specifically for seniors. Please be thinking about this and refer people to us. Parker announced that the volunteers have really come through for the homeless shelters. The overnight shelters will be ending the second week in April. It's been an amazing effort on lots of people, seeing over twenty people every night. Ayars encouraged everyone to come by and visit the new Resource Center on Clover lane. The goal is have the showers ready for use by April 15'". Volunteers for the showers are still needed. The shower trailer will be at this years' Homeless Connect at the Medford Armory. Saldana announced she is on the Life Long Housing Committee and they will be having a Symposium on April 26, 2014 from 9:00 am to 3:00 pm at the Scottish Rights Center in Ashland. APRIL 23RD AGENDA ITEMS Quorum Check -Ayars will be absent and Parker will be late. Social service grant recommendation and approval Brief overview of Housing incentives and programs Normal Ave plan discussion Housing Needs Analysis overview. UPCOMING EVENTS AND MEETINGS Housing and Human Services Commission regular meeting - April 24, 2014, 4:30 pm in the Siskiyou Room of the Community Development Building located at 51 Winburn Way ADJOURNMENT - The meeting was adjourned at 6:25 p.m. respectfully submitted by Carolyn Schwendener C I T Y OF ASHLAND Staff Evaluation Title: Community Development Block Grant (CDBG) 2014 RFP Date: April 15, 2014 Submitted By: Linda Reid, Housing Program Specialist The City of Ashland has received three applications for approximately $136,000 in competitively available Community Development Block Grant (CDBG) funds. The amount of CDBG funds available for award is an estimate based on the City's 2013 CDBG allocation. The Department of Housing and Urban Development (HUD) has yet to release final CDBG allocation amounts. The City will reserve the right to award more or less than the estimate dependent upon the final entitlement grant awarded by Congress and HUD. The total CDBG allocation to the City is expected to be about $170,000. Of this amount 20% is reserved for program administration (or approximately $34,000). The remaining $136,000 may be awarded to eligible projects benefiting Ashland's low-income population. Up to 15% of the total allocation or approximately $25,500 can be awarded to Public Service projects. The City of Ashland Housing and Human Services Commission held a public hearing on March 27, 2014 to review the grant requests and make a recommendation to forward to the City Council for consideration. The Council will make the final award selections at a public hearing scheduled for April 15, 2014. Staffs eligibility assessment of each of the proposals received, and recommendations regarding the allocation of the 2014 CDBG funds are provided on the following pages. Proposals Received Organization Proposed Project CDBG Goal Consolidated Plan Funds Goal # and Rank* Requested St. Vincent De Assist low income and at risk $24,000 Provide 160 low Goals 6.1 Paul Households with emergency income individuals Need Rank A funding to prevent homelessness. with emergency Goals 6.2 *Public Service services Need Rank B Goals 8.2 Need Rank B Maslow Project Encourage stability, self-sufficiency $10,000 Provide access to Goal 6.1 and school achievement for basic needs, Need Rank A homeless youth. information and *Public Service referral. Provide case management to improve stability to approximately 100 identified homeless youth. Habitat for Rehabilitation and/or repairs to $41,300 Rehabilitation and/or Goal 3.1 Humanity Rogue homes occupied by qualified low repairs to 12 homes Need Rank B rr, Valley income households and households with ADA accessibility focus *Capital Improvement Funding Requested/Available A total of approximately $136,000 in CDBG funds is expected to be available to distribute to eligible recipients for projects meeting the CDBG national objectives, and which are consistent with the City of Ashland 2010-2014 Consolidated Plan. The maximum allocation allowable to be used to support public services is limited to approximately $25,500. These funds will be available upon approval of the 2014 Action Plan, and upon the completion of any regulatory requirements including but not limited to environmental review clearance. Upon completion of the Action Plan a public hearing for review and approval will be held before the Housing and Human Services Commission to insure consistency with the awards designated by the City Council. The US department of Housing and Urban Development (HUD) must review the annual Action Plan submitted by the City to ensure the activities funded are consistent with federal requirements, and with the local Consolidated Plan. Assessment Criterion Staff has assessed the proposals to determine whether they meet the Federal CDBG regulations and address the priorities identified within the City of Ashland 2010-2014 Consolidated Plan. Three areas are evaluated for each proposal regarding compliance with federal regulations. • Projects must meet the National Objective of the Community Development Block Grant Program. • All CDBG funded projects must be an "eligible" use under the Community Development Block Grant Program. • If a project meets all federal requirements and is selected for award, then federal regulations must be met throughout the course of the project. Some examples of federal regulations which pertain to Community Development Block Grant funded projects are; all projects funded in whole or in part, with CDBG dollars require an environmental review in accordance with the National Environmental Policy Act (NEPA). Certain construction projects must use federal Davis-Bacon wage rates. Housing involving structures built prior to 1978 must be tested for the presence of Lead Based Paint and if found steps to mitigate Lead Based Paint must be taken. Any project involving the displacement of residents or businesses as a result of the federally funded project are entitled to assistance under the Uniform Relocation Act. Most importantly the beneficiaries from the application of CDBG funds must qualify as eligible populations under the Federal requirements. Areas of concern are described for each proposal received. The Housing and Human Services Commission and the City Council can only award CDBG funds to projects that can meet all federal requirements and meets an objective as outlined in the City's 2010-2014 Consolidated Plan. Priorities within the City of Ashland's 2010-2014 Consolidated Plan are given a priority ranking by letter. The rankings of A, B and C are intended to assist in directing CDBG funds to the greatest needs. In cases where there are competing projects for limited funds, the projects(s) that are ranked the highest will be funded. A-The City of Ashland plans to use the CDBG fiords for projects that meet these needs. B-The City of Ashland may use CDBG for projects that meet these needs. W & IVA C-The City of Ashland does not plan to use CDBG funds for projects meeting these needs but will consider certifications of consistency for other entities which are applying for federal assistance to meet these needs. Additionally such needs may also be addressed by the City through the allocation of Economic Development and or Social Service Grants from the City General Fund. Public Service Proposal Evaluation Maslow Project-School Based Services for Ashland Homeless Youth Staff has reviewed the Maslow Project, School Based Services for Ashland Homeless Youth Proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 2010-2014 Consolidated Plan. Maslow Project requested $10,000 in Public Service Grant funds to continue to support a case manager in the elementary, middle and high schools, providing outreach to high risk homeless youth and providing them with immediate needs, case management to keep youth engaged in school and promote stability and self-sufficiency for the homeless youth and their families. • This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective; homeless populations are a presumed benefit population under the CDBG program. • Services to homeless and at-risk populations are an eligible use of CDBG funds. • Maslow's proposal expects to provide services to 100 identified homeless school children currently enrolled in the Ashland School District. • Maslow Project has proven capacity to administer CDBG grant funds-this would be Maslow's third year of undertaking this activity in Ashland. • Staff finds that Maslow Project's proposal is consistent with goals number 6 and 6.1 of the City of Ashland's 2010-2014 Consolidated Plan. Goal 6: Support services for homelessness prevention and transition. Where possible, give funding priority to services that are part of a comprehensive approach that improves the living conditions of clients. Safety net services that meet basic needs shall only be funded with CDBG dollars if it can be demonstrated that clients receiving those benefits are part of a program that will eventually help them obtain self-sufficiency. • 6.1 Provide assistance to non-profit organizations that assist the homeless and those at risk of homelessness, provide transition assistance to the homeless, and help prevent homelessness (A) In evaluating the proposal it is evident that the classification of "A" as a priority indicates that this is the highest priority use for the CDBG funds. A-The City of Ashland plans to use CDBG funds for projects that meet these needs. Staff sees that Maslow Project's proposal is an eligible use of CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan. This activity assists in the prevention of homelessness for low-income households. Maslow has successfully administered this program within the Ashland School District for the past two years; receiving a combined two year award of $17,632 and assisting 392 homeless or at-risk students. Maslow Project has Further this project meets and exceeds the 10% leverage requirement of the City of Ashland's CDBG program providing 30% match and leveraging further funds from other sources. St. Vincent De Paul-Home Visitation Program Pr, Staff has reviewed the St. Vincent de Paul (SVDP) program proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 2010- 2014 Consolidated plan. St. Vincent's has requested $24,000 to assist homeless and at-risk populations in obtaining and maintaining housing. • This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective. • Generally Income payments (payments to an individual or family, which are used to provide basic services such as food, shelter (including payment for rent, mortgage, and/or utilities) or clothing) are ineligible public service activities when such payments are provided as a grant. However, such expenditures are eligible if; the income payments do not exceed three consecutive months; and the payments are made directly to the provider of services on behalf of an individual or family. This project meets those criteria. • St. Vincent has a proven capacity to administer CDBG grant funding. • St. Vincent expects to assist approximately 160 people with the granted funds and matching contributions. • Staff finds that SVDP's proposal is consistent with goals number 6.1, 6.2 and 8.2 of the City of Ashland's 2010-2014 Consolidated Plan. Goal 6: Support services for homelessness prevention and transition. Where possible, give funding priority to services that are part of a comprehensive approach that improves the living conditions of clients. Safety net services that meet basic needs shall only be funded with CDBG dollars if it can be demonstrated that clients receiving those benefits are part of a program that will eventually help them obtain self-sufficiency. • 6.1 Provide assistance to non-profit organizations that assist the homeless and those at risk of homelessness, provide transition assistance to the homeless, and help prevent homelessness (A) • 6.3 Support activities that expand service-enriching housing for the homeless and other special needs populations, including increased shelter, transitional and permanent supportive housing resources. (B) Goal 8: To support housing and supportive services for people with special needs. People with special needs include the elderly, the frail elderly, persons with developmental disabilities, persons with physical disabilities, persons with severe mental illness, parsons with alcohol or other drug dependencies and persons with HIV/AID or related illnesses. • 8.2 Provide assistance to non-profit organizations that provide support services to extremely low- and low-income special needs populations. (B) In evaluating the proposal it is evident that the classification of "A" as a priority indicates that this is the highest priority use for the CDBG funds. A-The City of Ashland plans to use CDBG funds for projects that meet these needs. Staff sees that St. Vincent's proposal is an eligible use of CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan. This activity assists in the prevention of homelessness for low-income and special needs households. Further this project meets and exceeds the 10% leverage requirement of the City of Ashland's CDBG program providing more than double the ~r, requested grant funds and leveraging further funds from other sources. The St. Vincent De Paul Home Visitation Program has successfully administered Community Development Block grant funds for the past four years; utilizing $87,745 in combined funding to assist one hundred and fifty individuals obtain or maintain suitable housing thus far. Capital Improvement Proposals Rogue Valley Habitat for Humanity-A Brush with Kindness/Critical Home Repair Staff has reviewed the Rogue Valley Habitat for Humanity (RVHfH) proposal to determine whether it meets the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland's 2010-2014 Consolidated plan. RVHfH has requested $41,300 in grant funds to provide rehabilitation and repair loans on units occupied by qualified low-income homeowners with a focus on handicapped accessibility. • This project proposal qualifies under the Low-Moderate Income (LMI) benefit national objective. • Rehabilitation and repair are an eligible use of CDBG Capital Improvement funds. • This proposal anticipates serving approximately 12 households/60 individuals. • Staff finds that the RVHfH proposal is consistent with goal number 3 and 3.1 of the City of Ashland's 2010-2014 Consolidated Plan. Goal 3: To maintain the existing affordable housing supply. Where possible, give funding priority to those projects that will provide benefits to residents with the lowest incomes. Also, give funding priority to those programs which retain the units as affordable in perpetuity, or recapture the rehabilitation costs for further use in Ashland. 3.1 Retain existing affordable housing, rental and ownership, by supporting rehabilitation programs, which recapture the rehabilitation costs for further use in Ashland (B). In evaluating the proposal it is evident that the classification of "B" as a priority indicates that this is an activity that the City may use CDBG funds to support. B- The City of Ashland may use CDBG for projects that meet these needs. Staff sees that RVHfH proposal is an eligible use of the CDBG funds and is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan. This activity will assist low-income homeowner's in completing needed home repairs, will improve and maintain the City's housing stock, and may assist in the beautification of the City's residential neighborhoods. This activity is expected to leverage private funds and community involvement and donations that meet and exceeds the 10% leverage requirement of the City of Ashland's CDBG program. RVHfH has a proven track record of successful CDBG grant administration as well as the administration of other state and federal grant funds. If awarded this would be the first application of CBG funds to support RVHfH's housing repair program within the City of Ashland. STAFF RECOMMENDATIONS Staff recommends award of the 2014-2015 CDBG funds as follows: • $18,000 to St. Vincent De Paul-Home Visitation Program to fund emergency rent assistance for qualified low-income household in an effort to prevent homelessness. • $7,500 to Maslow Project for Case Management services. ~fi, • $41,300 to Rogue Valley Habitat for Humanity to offer home rehabilitation and repairs to qualified low income homeowners. • $69,200 in unallocated funds to be carried forward to be awarded in the 2015 Program Year Staff's recommendations are based on evaluation of CDBG eligibility, the City's five year Consolidated Plan Goals, and readiness to proceed. Public Service Projects: In examining the two applications for public service funding (SVDP & Maslow) staff found both to be needed activities within the Ashland community that would benefit CDBG eligible populations. Both the SVDP program and the Maslow Project have successful track records of administering federal grant funds, providing counseling services, resource referrals and, in the case of the SVDP Home Visitation program, direct financial assistance to the homeless and those at risk of homelessness. The Maslow project's proposed activity would continue to benefit homeless populations as well but with an emphasis on homeless children enrolled in Ashland schools. Unfortunately the public service cap of 15% of Ashland's annual award precludes awarding both activities the requested amount of funding. Capital Projects: The City received one Capital project proposal; Rogue Valley Habitat for Humanity: A Brush with Kindness/Critical Home Repair program. This project qualifies as an eligible use of CDBG funds. In evaluation it is evident that the RVHfH proposal has a Consolidated Plan priority ranking of B; the City of Ashland may use CDBG for projects that meet these needs. CDBG Project Proposal Rating Criteria The final step in the process of evaluating the proposals typically is for the Housing and Human Services Commission to apply the following compliance criteria to determine which project(s) best meet the City's spending priorities. Projects are given a rating of High (3 points), Medium (2 points), or Low (1 point), on each of the criteria listed below. The categories proposed provide a valuable way for individual Commissioners to gauge the effectiveness of the proposal in meeting City objectives. ~r, IZ V 4E 1! JL A Hand Up, not a Handout! MASLOW PROJECT NARRATIVE SUMMARY Maslow Project is a nonprofit advocacy organization providing goal-oriented, wrap- around support services to homeless children and teens, ages 0-21, and their families in Jackson County. We deliver these services through our Medford Resource Center; street outreach; and school-based programs around Jackson County. Our nationally- recognized program promotes a youth-centered safety-net model, utilizing a "web" of support including: emergency basic needs, case management and mental health counseling, academic and employment support, enrichment opportunities and enhanced access to community resources. Maslow Project's name reflects Abraham Maslow's Hierarchy of Needs, which states that an individual's basic needs must be met before they can begin to work toward achieving higher-level goals. Maslow Project works with homeless youth; teaching them the skills they will need to be self-sufficient and successful - in school and in life. However, we begin by ensuring that they are safe, fed, appropriately clothed, and their immediate needs are being met. Our program provides services on three levels: Level 1 - street outreach and the provision of emergency and basic needs supplies/resources; Level 2 - intensive case management; and Level 3 - wrap-around services, including linking clients to resources such as DHS or medical services, counseling, tutoring or enrichment activities, to improve client engagement in their personal success. In addition, the wrap-around supports we provide to at-risk and homeless youth and families - who may be couch surfing, living doubled-up with family or friends, or staying in weekly-rate motels - has a strong preventive component, and can often prevent these vulnerable individuals from ending up on the streets. Please see the Services To Be Provided section of this application for more details. We propose a continuation of our partnership with the City of Ashland to support Maslow Project's Ashland school-based program. Our Ashland Case Manager works with homeless students and their families to ensure stability and school achievement, supporting our mission to offer every homeless child and youth the probability of success and the opportunity for a better life. The total cost of this project is $32,913. Maslow Project has already secured $22,913 of this amount. We respectfully request $10,000 from City of Ashland CDBG Fund to continue support for this project. Ashland CDBG funds are an essential source of financial support for this program. 500 Monroe Street, Medford, OR, 97501 541-608-6868 Project Objective: Encourage stability, self-sufficiency and school achievement for homeless youth in Ashland. Project Outcomes: • Identify and provide Level 1 Services (basic needs, outreach, information and referrals) to approximately 100 youth. • Provide Level 2 Services (in-depth case management) to approximately 45 youth throughout the year. 80% of the youth served through Case Management will either remain stable of demonstrate progress toward stability in one or more focus areas on Maslow Project's Client Self-Sufficiency Scale (36 youth). • 95% of Ashland clients providing feedback through Client Surveys will report a satisfactory or above response. 500 Monroe Street, Medford, OR, 97501 541-608-6868 CITY OF ASHLAND 2014 Program Year Community Development Block Grant (CDBG) Application These completed Sheets shall be included as the first pages on all submittals. 1. APPLICANT INFORMATION Applicant Organization Name: Maslow Project Executive Director's Name(s): Marv Ferrell Board Member Names (attach separate sheet): See attached sheet Applicant Mailing Address: 500 Monroe Street Medford, OR 97501 Applicant Street Address: 500 Monroe Street Medford, OR 97501 IRS Classification: 501(c)3 public charity Federal Tax ID#: 27-0734969 Mission Statement: (may be attached) Maslow Project's mission is to offer every homeless child and youth the probability of success and the opportunity for a better life. We do this by providing resources for basic needs, removing barriers to education and employment, and fostering self-sufficiency in a collaborative and empowering environment. Total Employees: 9 Total Volunteers: 45+ 1 II. CONTACT PERSON (designate a contact person who is familiar with the project) Name: Marv Ferrell Title: Executive Director Phone Number: 541-608-6868 Fax Number: 541-608-6869 E-mail Address: marv@maslowproiect.com III. PROJECT INFORMATION SUMMARY Project Name or Title: School-Based Services for Ashland Homeless Youth Expected Completion Date: June 30, 2015 Requested CDBG Funds: $10,000 Organizational Match: $13,000 - Ashland-specific donations Funds from Other Sources: $9.913 - OCF Donor Advised Fund: Ashland School District Title X funds Total Project Cost: $32,913 2 2 PROJECT SUMMARY Please see attached Narrative Summary on previous page. 3 PROPERTY AND PROJECT INFORMATION N/A 4 SERVICES TO BE PROVIDED Services to be Provided: Maslow Project is partnering with the Ashland School District to place a part-time Case Manager in Ashland schools K-12; identifying homeless youth in need of basic needs and supportive services. Our Case Manager provides three levels of Maslow support services to homeless youth in Ashland: • Level 1 - Stabilize: Maslow's school-based Case Manager serves as a "one-stop" point of contact for homeless youth who need access to basic needs, and provides referalls designed to increase immediate connections to supportive services withing the community, including: hot meals, food boxes, clothing, hygiene supplies, sleeping bags, bus tokens, and emergency assistance. On- and off-site partnerships with a host of community agencies and organizations create a "safety net" that decreases the possibility of youth getting lost in the system. • Level 2 - Engage: Our Case Manager helps identify and advocate for high- risk and homeless Ashland youth in need of basic needs and support services: acting as a liaison between youth, agencies, schools, and parents; tracking relevant academic and attendance information; and providing support and mentorship to homeless youth and their families. The Case Manager also works with each youth to identify personal goals, and plot a course that will help them achieve those goals. • Level 3 - Thrive: Maslow's Case Managers also connect kids with positive youth development activities, promoting self-sufficiency through encouraging engagement in school, employment, and supportive services, while facilitating increased interpersonal skills. This comprehensive approach helps stabilize youth, keeps them engaged in school and connected to resources, builds resiliency and coping skills, and empowers them to work toward their educational goals and independence. The services provided through this program align with Goal 6.1 of the City of Ashland's Consolidated Plan. Eligible Target Population: The population served through Maslow Project's Ashland program consists of youth between the ages of 0-21 (and their families) residing in Ashland and meeting the McKinney-Vento definition of homelessness, who are eligible for 3 public school enrollment or Head Start programs. Homelessness is defined by the McKinney-Vento Act as "any student who lacks a fixed, regular, and adequate night time residence." This includes couch surfing, doubled-up, living in weekly rate motels, shelters, parks, streets, and campgrounds, or in substandard blight conditions. Children may be unaccompanied or with their parents/guardians. Homeless youth participating in this program are identified in several ways: at point of enrollment in school, by school staff throughout the school year, through self-referral, by Maslow Project outreach staff, and through referrals from partnering agencies. All youth in this population (target: 100 youth) are presumed by HUD to be low or moderate income. In our experience, 100% of the homeless youth and families we serve fall within the "extremely-low income" category, and earn 30% or less of the Area Median Income. 5 WORK PROGRAM & TIMELINE The project outlined in this application is an ongoing program, and will be conducted from July 1, 2014 through June 30, 2015. Our Case Manager currently works in Ashland schools two days/week (due to a reducation in funding levels in our 2013-2014 Ashland CDBG award), providing Level 1, Level 2, and Level 3 services to eligible youth and families. If this proposal is funded for the full amount, we will be able to restore services to our previous level of three days/week. Please see attached project schedule (Form A) for more details. 6 FINANCIAL INFORMATION Payroll is based on 0.6 FTE Case Manager compensation, which would restore Maslow Project's Ashland staffing to 2012-2013 levels. Payroll tax and benefits are estimated at 22% of total wages. These costs are based on actual payroll reports. Payroll costs are based on agency salary schedules and assume a 2.5% increase each year due to benefit cost increases and pay raises. The amount requested from the Ashland Community Development Block Grant represents a portion of the Case Manager's salary. All other program costs are covered by other funding sources, including administration and overhead. 7 ELIGIBILITY FOR FEDERAL FUNDING The proposed program delivers the following Federally-eligible activities: • Client Services a. The proposed project is within the Ashland City Limits, and will take place at Ashland public schools. b. Clients are classified as homeless under the McKinney-Vento Act. Homeless people are presumed by HUD to be principally persons of low and moderate incomes. As stated above, all the individuals Maslow Project has worked within Ashland since July 2012 fall into the "Extremely Low Income" category. c. Maslow Project has secured funding for the project from the following sources: 4 OCF Donor Advised Funds $5,000 Private Donations $13,000 Ashland School District $4,913 d. This is a social service application; sections "d"-"i" are not applicable. 8 AGENCY'S MISSION AND SERVICE HISTORY Maslow Project's mission is to offer every homeless child and youth the probability of success and the opportunity for a better life. We do this by providing resources for basic needs, removing barriers to education and employment, and fostering self-sufficiency in a collaborative and empowering environment. Maslow Project was founded in 2007 in response to the growing critical needs of homeless youth in Medford, Oregon and received 501(c)(3) non-profit status in 2009. Our organization evolved out of the federally-mandated McKinney-Vento Act, which requires all public school districts to ensure homeless youth have barrier-free school enrollment, transportation to school, and access to their school of origin, regardless of current residence. In July, 2012, Maslow Project began providing case management and outreach services to homeless Ashland children and teens (aged 0-21), thanks to a $10,000 grant award from the Ashland CDBG Program. In January 2013, Maslow Project expanded the geographic scope of our service area to provide Level 1 services (Basic Needs) to all of Jackson County, per our Strategic Plan. We have accomplished this program expansion through the creation of "community hubs" throughout Jackson County. In some cases, these hubs are located on-site within a local school. In others, they are located at churches or community centers (e.g.: the Upper Rogue Community Center). In all cases, Maslow Project's community hubs: (1) bring basic needs resources to the more rural areas of the county, (2) provide a point of connection and access to Maslow Project for homeless youth who are not able to visit our Medford Resource Center, and (3) expand and strengthen community partnerships with individuals, agencies and organizations throughout the county who have additional resources to offer homeless youth - all while minimizing Maslow Project's operating overhead by eliminating the need to open satellite offices in these communities. In addition, the wrap-around supports Maslow Project provides to at-risk and homeless youth and families - who may be couch surfing, living doubled-up with family or friends, or staying in weekly-rate motels - has a strong preventive component, and can often prevent these vulnerable individuals from ending up on the streets, by stabilizing them BEFORE they go into housing crisis. Maslow Project is the only organization in Jackson County offering complrehensive, wrap-around support services to homeless children and teens, aged 0-21. One of the primary strengths of our program is our commitment to working collaboratively with other Jackson County service agencies, schools, 5 businesses, civic organizations, churches, and volunteers to provide a comprehensive service delivery model to reach homeless youth: in schools, in the community, on the streets, and through inter-agency collaborations and referrals. In fact, every year, roughly a dozen foundations; more than 80 local churches, civic groups, and businesses; and hundreds of individuals provide financial and in- kind support for Maslow Project's work with homeless Jackson County youth.This strategy is cost-efficient, minimizes overhead, avoids duplication of services, and ensures that our clients are supported by a web of community-based services. Please see the attached list of Maslow Project's Ashland Supporters for more information. 9 SELF-SUFFICIENCY Maslow Project's mission - "to offer every homeless child and youth the probability of success and the opportunity for a better life" - is based upon the concept of promoting self-sufficiency amongst homeless youth. Homeless children face many obstacles to success, from access to health care to educational achievement. According to the National Center on Family Homelessness, "Homeless children are eight times more likely to be asked to repeat a grade, three times as likely to be placed in special education classes, and twice as likely to score lower on standardized tests" (2011). Nationally, homeless youth score 16% lower in reading and math proficiency than their housed peers. In addition, homeless youth experience higher rates of physical disabilities than low-income children who were stably housed, have nearly double the rate of emotional or behavioral problems, and experience higher rates of abuse and neglect (2011). These overlapping risk factors combine to create a population that struggles to become self-sufficient. Self-sufficiency is a crucial component of resiliency for homeless children and youth, who are capable of fostering uncommon strength and courage in the face of difficult life circumstances. Maslow Project addresses both basic needs and wrap-around case management to ensure a comprehensive response to the systemic challenges associated with youth homelessness. Once these challenges are addressed, youth have the ability to focus on their long-term success and self-sufficiency, rather than immediate or short-term basic survival needs and safety. Maslow Project further contributes to the long-term self-sufficiency of the youth we serve by encouraging them to focus on completing their high school educations, and continuing on to college or vocational training programs. Education completion is a critical tool for youth developing the skills they need to escape the cycle of poverty and move toward a brighter, more promising future. According to a 2012 report from the Bureau of Labor Statistics, adults who have received a high school diploma have median weekly earnings that are 41 % higher than those who did not receive a diploma. During our 2012-2013 program year, the homeless 6 high school seniors Maslow Project worked with had a 68% completion rate, just shy of the state of Oregon's overall high school completion rate of 69% (which includes both sheltered and homeless students). In addition, Maslow youth who are interested in pursuing their education beyond high school can now access Maslow Project's new donor-established Graduate Fund. The fund is available to Maslow Project clients throughout Jackson County who have graduated from high school or earned their GED's, and wish to pursue further education; and can be applied to various academically-related needs, including: SAT test fees, college application fees, bus fare, college textbooks, laptop computers, and course tuition. 10) BENEFITS TO EXTREMELY-LOW, LOW- AND MODERATE-INCOME INDIVIDUALS The population served through this project consists of children between the ages of 0-21 and their families, who reside in Ashland and meet the Federal Education McKinney-Vento definition of homeless, and are eligible for school enrollment. As noted above, all youth in this population are presumed by HUD to be low or moderate income. In our experience, 100% of homeless youth and families we serve fall within the "extremely low income" category, at 30% or less of the Area Median Income. The youth served through Maslow Project's Ashland program (approximately 100 youth during the 2014/2015 school year) will benefit from the following services: • Provision of basic needs (food, clothing, hygiene supplies, etc) • Intensive case management: o Advocacy o School-based McKinney-Vento services o Connection to enrichment opportunities o Referrals to Mental health counseling, DHS, and additional supportive services 11) ENSURING MODERATE-INCOME INDIVIDUALS DO NOT BENEFIT TO THE EXCLUSION OF EXTREMELY-LOW OR LOW-INCOME INDIVIDUALS In order to participate in Maslow Project's program, youth must be identified as homeless under the McKinney-Vento definition of homelessness. Homeless people are presumed by HUD to be principally persons of low and moderate incomes. Enrolled extremely-low or low-income homeless youth qualifying for services have priority in our program, and will be able to access services regardless of the number of qualifying moderate-income individuals. 12 DEMOLITION OF LOW- AND MODERATE-INCOME HOUSING N/A 13 PROJECT FEASIBILITY N/A 7 14 IMPACT ON SIGNIFICANT PROPERTIES N/A 15) OTHER MATERIAL Please find attached: a letter of support from Ashland High School and a list of Maslow's Ashland community supporters and business sponsors. 16 CDBG APPLICATION CHECKLIST & OTHER FORMS CDBG Application Checklist (see pages 25-26). Attach Forms A, B, & C. 8 CITY OF ASHLAND 2014 Program Year CDBG APPLICATION CHECKLIST In order to determine compliance with all applicable HUD regulations and to help to ensure that projects will be eligible for CDBG funding, the City of Ashland will need to address all HUD requirements. The purpose of this checklist is to point out areas where potential problems could arise. Obviously, this is a comprehensive list, which must evaluate a wide array of different kinds of proposals. Therefore, not every item will be applicable to every project. Please fill it out entirely indicating all items which are not applicable and include it as part of your proposal application. A. Applicant's Background Yes No N/A 1. Is the applicant a legal non-profit organization or unit X of government? 2. Do the proposed clients or users of the project meet X HUD Income Guidelines see page 10 for guidelines)? 3. Does applicant have the capability to maintain written X income documentation? 4. Has the applicant made a legal or financial X commitment to a proposed project? 5. Is the applicant primarily a religious organization? X 6. Has the applicant administered a CDBG project X previously? 7. Is your agency willing and able to provide all required X reports and accountability to the City as required by HUD? B. Project Location and Land Use Issues Yes No N/A 1. Has a location for the project been selected? X 2. Is the proposed project within the Ashland City X limits? 3. Does the proposed project meet local zoning and X land use laws? 4. Are any land use permits such as a Site Review, X partition, annexation or Conditional Use Permit required? 5. Have these approvals been obtained? X 6. Does the project comply with current building code X requirements? 7. Does the project meet handicapped accessibility X requirements? 9 C. Environmental Issues Yes No N/A 1. Is the project located in the 100-year floodplain? X 2. Is a wetland located on the project site? X 3. Has any environmental contamination been identified X on the project site? 4. Has asbestos been identified on the project site? X 5. If project involves an exiting structure, was it built . X 1978 or earlier? If year built is known, leasespecify- 6. Is the proposed project located on a major arterial or X near the railroad? 7. Is the proposed project located adjacent to an above X round flammable storage tank? 8. Does the proposed project involve a structure that is X 50 ears or older? 9. Will the applicant complete a Phase I environmental X review upon receiving a CDBG award? D. Labor Requirements Yes No N/A 1. Does the project involve construction over $2,000 in X cost? 2. Will the project trigger Davis-Bacon wage X requirements? 3. Will the project trigger BOLI wage requirements? X 4. Does the project involve over $18,703 in City X awarded rants or contracts? E. Displacement and Relocation Yes No N/A 1. Will tenants be displaced by the project? X 2. Will a business be displaced by the project? X 3. Will housing units be demolished or converted? X F. Property Yes No N/A 1. Does the applicant own the property by fee simple X title? 2. Are taxes on the property current? X 3. Is insurance current? X 4. What is the current debt against the property? X 5. What is the current use of the property? X 6. Has an appraisal on the property been conducted? X If es, what is the assessed value of the property?' 10 Form A-2 To be completed for Social Service Proposals Social Services Proposals Ac#i~ity Siart Date Completion Date Outreach: 7/1/2014 8/31/2014 Outreach Worker to connect with students via community dinners, visiting with community partners (food pantry, Resource Center, medical van) or through street outreach efforts. School Based Case Management: 9/1/2014 6/30/2015 Identify homeless students, provide services/referrals/basic needs, track academic data, establish client goals Target: 100 youth identified Outcome Goal: 80% of youth served through Case Management will either remain stable or will demonstrate progress toward stability in one or more focus areas of the Youth Self-Sufficiency Outcome Scale- compared to pre-test scores collected at mid- ear. Collect Outcome Data: 9/1/2014 6/30/2015 Student are assessed at start of case management, mid- year, and at the end of the school year I] Form B-2 To be completed for Social Service Proposals Social Service Proposals Total Cost CDBG Request Other Source(s) Direct Client Services $6,000 $0 $6,000 Wages (of personal $23,345 $10,000 $13,345 providing direct client services) Materials/Supplies $500 $0 $500 Marketing/Outreach $500 $0 $500 Program Administration $2,568 CDBG Funds $2,568 Includes overhead and general are not staffing necessary to administer the program (accounting, management, available for grant administration) but that does program not provide direct benefits to the client, administration Total Project Cost $32,913 $10,000 $22,913 12 Form C SOURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET Completeness of this worksheet establishes the capacity of the organization to sustain the operations of the program(s). Sources Secured "'Conditional Tentative Commit emt t (awarded diti ondmons) n :Date Federal Grants State Grants $4,913 1/2014 Local Grants $10,000 4/2014 Non Governmental $5,000 1/2014 Grants Donations/Gifts $13,000 FY 2013 Applicant Contribution Program Income Loans Other (specify) Other (specify) TOTAL $22,913 $10,000 $32,913 Please provide a description the timeline of loan and grant application dates as related to the proposed project. Specifically, for any tentative funding sources please provide application dates, award dates and funding availability dates. Maslow Project's Ashland CDBG application is the only tentative grant fund attributed to this project. $4,913 is committed from Ashland Public Schools Title X funds for the 14-15 school year. All other funds have been secured as of the time of this application submission. 13 Form D DISCLOSURE OF INTERESTS To assist the City of Ashland in determining whether there may be a potential conflict of interest related to the expenditure of Community Development Block Grant funds we request the following information be provided by applicants: ORGANIZATION NAME: Maslow Project Organization is: 1. Corporation ( ) 2. Non-Profit 501 C3 (X) 3. Partnership ( ) 4. Sole Owner ( ) 5. Association ( ) 6. Other ( ) DISCLOSURE QUESTIONS If additional space is necessary, please attach a separate sheet. 1. State the names of each "employee" of the City of Ashland having a financial or personal interest in the above mentioned "organization" or project proposed. Name, Job Title and City Department n/a 2. State the name(s) of any current or prior elected or appointed "official", of the City of Ashland having a potential "financial interest" in the organization or project. Name/Title n/a 3. Provide the names of each "board member" of the Organization seeking CDBG funding Name Board, Commission, or Committee (may be attached as a separate Sheet) 1. Sharilyn Cano, Board President, Executive and Advancement Committees 2. Royal Standley, Vice President, Advancement Committee 3. Roger Stokes, Treasurer, Executive and Finance Committees 4. Paul Robinson, Executive Committee 5. Jamie Hazlett, Advancement Committee 6. Eric Maxwell, Advancement Committee 7. Michelle Homer-Anderson, Program Committee 8. Anne Mitchell - Program Committee If the applicant has provided names in question 1 or 2, please provide details regarding any known potential conflicts of interest in an attached narrative. 14 MASLOW PROJECT: ASHLAND SUPPORTERS Individual: Over 130 individual financial and in-kind donors Businesses: 30 local Ashland businesses have made donations (financial and in-kind) to Maslow Project since we began offering services in Ashland in July 2012. Outdoor Exposure Photography Rocky Mountain Chocolate Company Tot Restaurant Bloomsbury Books Hersey Health Care, Inc. Paddington Station RVMC (Holly Street) Ashland Springs Hotel Joyride Vintage Oregon Shakespeare Festival Rare Earth Papaya Mystic Treats Blue Giraffe Be Cherished Salon Village Shoes Rogue Valley Runners Crown Jewel Blackstone Audio Cafe nomyen Avant Garb FlowerTyme on the Plaza Northwest Nature Shop Noble Coffee Roasting Spice & Tea Exchange Boulton & Sons (closed) Brothers Organic Nation Pure Spirits (closed) Tree House Books Hospice Unique Boutique Organizations & Faith-Based Groups: 30 Ashland organizations and faith-based groups collaborate with, or donate to, Maslow Project. First Presbyterian Church City of Ashland Temple Emek Shalom Ashland Family YMCA Ashland Artisan Gallery Willow Wind Community Learning OPSIRG Center Soroptimist International, Ashland Rogue Valley Unitarian Universalist Ashland Rotary Fellowship Brains on Beer SOU Civic Engagement Program Ashland Photographer's Gallery AAUW Ashland Food Bank Mosaic Mentoring Program Ashland Food Angels Trinity Episcopal Church Ashland School District SOPRIDE Shine a Light Foundation Mountain View Retirement Ashland Artworks Community St. Vincent de Paul Ashley Senior Apartment residents ACCESS, Inc. Presbyterian Ladies Science Works Uncle Foods Diner The Butler Foundation ROJECI MASLOW PROJECT Board of Directors List Sharilyn Cano, Board President Jamie L. Hazlett Human Resources Director, Southern Attorney at Law Oregon Child & Family Council 910 E. Main Street 2080 Martin Dr. Medford, OR 97504 Medford, OR 97501 (541) 773-3619 work (541) 734-5460 work (541) 326-1097 cell (541) 951-0530 cell iamiehazlettesgPgmail.com sharilyn.canoRsocfc.org joined in 2011 Joined in 2010 Eric Maxwell Royal Standley, Vice President Business Owner Financial Planner, Oregon Pacific Financial 19 Rossanley Drive Advisors, Inc Medford, OR 97501 210 W. 8th Street (541) 840-5733 cell Medford, OR 97501 pronmain@msn.com (541) 772-1116 work joined in 2013 (541) 531-1138 cell rstandleyPopfa.com Michelle Homer-Anderson joined in 2011 Physician 1010 Dahlia Terrace Roger Stokes, Treasurer Eagle Point, OR 97524 Retired business owner (541) 890-3927 cell 314 Medford Heights Lane Michelle.Homer0socfc.org Medford, OR 97504 Joined in 2013 (541) 773-9878 home (541) 944-4678 cell Anne Mitchell rwstokes(@clearwire.net Retired educator Founding member 2009 908 Pittview Ct. Central Point, OR 97502 Paul Robinson, Secretary (541) 601-0650 Retired non-profit and pastor anneandsteve.mitchellOyahoo.com 11 North Keeneway Drive joined in 2013 Medford, OR 97504 (541) 840-5640 cell Revised: January 16, 2014 robinsonpaul2273(@yahoo.com joined in 2010 500 Monroe Street, Medford, Oregon 97501 541-608-6868 Jan.28,2014 Ms. Linda Reid, Housing Program Specialist City of Ashland, Department of Community Development 20 East Main Street Ashland, OR 97520 Dear Ms. Reid: Subject: City of Ashland 2014 CDBG Application/ Social Service Thank you for the opportunity to apply for a renewal of a Social Service Community Development Block Grant through the City of Ashland. Attached is our application for $24,000 to help low-income families achieve affordable housing and move toward economic self-sufficiency. Homelessness is currently a major topic in Ashland and our program has proven to be a successful tool in reducing the problem. Specifically, this grant will help us defray the costs of rent relief for people facing eviction notices. It will be used by our St. Vincent de Paul Ashland Home Visitation Team which serves southern Jackson County, primarily Ashland and Talent. The long-term goal of this program is to do all that we can to avoid families from becoming homeless. In addition to our ten-page application, I have attached four letters of recommendation and a copy of St. Vincent's Board of Directors. If I can be of further assistance, please call me at 541-770-6062. Sincerely, Rich Hansen Government Liaison Enclosures IL41 CITY OF ASHLAND 2014 Program Year Community Development Block Grant (CDBG) Application These completed Sheets shall be included as the first pages on all submittals. 1. APPLICANT INFORMATION Applicant Organization Name: Ashland Home Visit Conference, Rogue Valley District Council, St. Vincent de Paul Executive Director's Name(s): Socorro Holloway Board Member Names (attach separate sheet) Applicant Mailing Address: P.O. Box 1663, Medford, OR 97501 Applicant Street Address: 2424 N. Pacific Highway, Medford, OR 97501 IRS Classification: 501 (c) 3 Federal TaxID#: 93-0831082 Mission Statement: The Rogue Valley District Council of St. Vincent de Paul is dedicated to providing compassionate support and care to the poor and needy in Jackson County, regardless of race, religion, creed, sex, sexual preference or ethnic origin. Although the Society's name is recognized around the world, each Council is locally organized, funded and staffed. Our Council has no financial connection or obligation to any church and no effort is made to preach, convert or proselytize. St. Vincent's was founded over 100 years ago by a group of Catholic laymen in Paris and we are often thought of as a Catholic organization. While we originated from this Catholic tradition, we are not part of the Catholic Church. We have received funding and in-kind support from several different denominations and have volunteers from many faiths. Our Council was established in 1982 and provides a 48-bed emergency family shelter, hot lunches six days a week, free groceries, social services (counseling, rent, utility and prescription drug payments, help to obtain legal IDs, clothing, home furnishings, camping equipment, etc.) We have a thrift store and warehouse and also provide school supplies, emergency dental care, health screening, hot showers, laundry and other services. We have no paid employees and rely on 300+ volunteers to provide all our services, saving potentially $1 million annually. We can assure the City of Ashland that none of its CDBG funds will be used to pay employee salaries or benefits. All of your funds will be used to help avoid the growth of homelessness, or to assist homeless families to achieve housing and self-sufficiency. St. Vincent's Rogue Valley Council has nine Conferences or operating divisions. This proposal specifically describes the activities of the Ashland/Talent Home Visit Conference. Total Employees: Zero Total Volunteers: Ashland/Talent Conference- 15 Council - 300+ II. CONTACT PERSON (designate a contact person who is familiar with the project) Name: Rich Hansen Title: Govern ment/Foundation Liaison Phone Number: (541) 770-6062 Fax Number: (541) 770-6062 (call first) E-mail Address: richhansen39@charter.net III. PROJECT INFORMATION SUMMARY Project Name or Title: Decreasing Homelessness in Ashland in 2014 Expected Completion Date: Project is ongoing. Fiscal year is 10/1/14 -9/31/15 Requested CDBG Funds: $ 24,000 Organizational Match: $ 55,000 Funds from Other Sources: $ 45,000 Total Project Cost: $ 124,000 2 IV. Project Description St. Vincent's Ashland/Talent Home Visit Conference has been helping the needy in our area for over 30 years. We call on families at times of financial crisis to address their immediate problems. In many cases, our primary objective is to help avoid the growth of homelessness by helping clients in danger of losing their homes or apartments. We also help with utility bills, prescription drug costs, food, clothing, transportation and other personal needs. CDBG funds are used to expand rental assistance for Ashland residents and help them gain self- sufficiency. HUD guidelines give us the flexibility to offer up to three months of assistance with rent and/or deposits. Our team of 15 volunteers responds to calls for help on St. Vincent's Ashland phone line (541-708-5650). The families we see are referred to us by area churches, other non-profits and government agencies. We operate in teams of two, going to clients' homes, campsites or other locations and listening to their stories of financial crisis, observing their living conditions, counseling them on how we and other groups can help them, encouraging them on ways to find permanent jobs and helping them transition from welfare to work. Sixty percent of our clients are Ashland residents and the CDBG funds are only spent on Ashland residents. We ask for proof of income: jobs, child support, public assistance, unemployment, workers compensation, medical coverage, food stamps, Social Security, disability, etc. One hundred percent of our clients are at or below the federal low- and moderate-income poverty levels. We do not offer clients direct cash assistance, but intervene with landlords, utilities, pharmacies, etc. to discuss payments. In some cases we may fill their car with gas or give them bus tokens, but we never provide direct cash. When appropriate, we will also coordinate with other agencies who might help them, including ACCESS, The Salvation Army, United Way and various government agencies. In addition, St. Vincent's collaborates with the Ashland Homeless Taskforce. In recent years our community has seen a significant growth in community outreach programs to provide meals, shelter, food and emergency assistance to the area's growing needy population. When bills are larger than our budget guidelines allow, we have received help from ACCESS, United Way and a number of Ashland religious denominations, including First Baptist, First Congregational United, Methodist First United, First Presbyterian, Trinity Episcopal and Our Lady of the Mountain. We are currently collaborating with ACCESS on their Ashland Community Resource Center, sharing our experience with offering showers and laundry services. 3 I V. Good Results In the fiscal year ending Sept. 30, 2013, St. Vincent's Ashland/Talent Home Visit team spent $115,951 helping the needy. During that period, we made 850 home visits and assisted 1,578 people - 933 adults and 645 children. All told, we helped 175 families with rental expenses and 242 families with utility bills. In addition, we helped 15 people with medical costs and 309 more with transportation, food, camping equipment, etc. We spent a total of $49,487 for rental assistance last year, assisting 175 families. Of this amount, $14,000 represented the Ashland CDBG grant. This represented about half of our previous CDBG grants, so we were not able to serve as many clients this past year. In total, we made 50 CDBG home visits to 19 families including 24 adults and 18 children. Because of the reduced CDBG funding, our team focused on homeless families. Of the 19 families we were able to help with CDBG funds, 11 were homeless when we first met them. That included 11 adults and 6 children. We are thrilled to report that we actually moved 17 Ashland residents off the streets and into housing. This would not have been possible without the CDBG assistance. VI. Financial Considerations Our proposed 2014-15 budget is $124,000, up about seven percent over what we spent last year. A significant amount of this, $55,000 will come directly from our Rogue Valley Council. The $24,000 we are requesting in CDBG funds will represent 19 percent of our total budget and you will receive close to a 5:1 leverage for your funds. Last year, on average, when using our own funds, St. Vincent's spent $227 per family on rent relief. However, using CDBG funds and applying the HUD formula, we were able to spend about $737 per family. This clearly shows the power of the CDBG program for bringing families out of homelessness and helping them become more self-sufficient. We have been serving the poor in Ashland for over 30 years and we hope to continue for as long as our help is needed. We attempt to assist as many people as possible. Our limitations are manpower and money. We currently have 12 volunteers in our local group. We continue to work with other similar organizations in the Ashland community to leverage both our numbers and our financial resources. 4 VII. National and Local Priorities One hundred percent of our clients are at or below HUD's low- and moderate-income poverty levels. Our CDBG program's goal is to slow or stop the growth of homelessness in Ashland. Therefore, we meet the National Objective of "Primarily benefit low and moderate income persons." Similarly, we meet Ashland's Homeless Goal #6 to provide "Support services for homeless prevention and transition." HUD/CDBG Statute 24 CFR 570.201(e) lists "Public Service Rent Subsidies" as an "eligible" activity. Our Home Visit teams often remain in contact with a client over an extended period to help them over their financial difficulties and transition to self-sufficiency. In 2014-15, we hope to keep at least 160 families from becoming homeless and get back on their feet. The requested $24,000 in Ashland CDBG funds would help us reach an additional 30 families. The Jackson County Point-in-Time Homeless Survey estimates there are over 1,000 people in our County without homes, significantly increased since 2009. A third of these individuals are children. There is evidence that the total number of homeless may actually be double these reported totals. The survey lists "lack of money to pay rent" as a primary cause of homelessness. Dealing with this growing homeless population has become a key issue in Ashland. St. Vincent's rental assistance program is designed to specifically help alleviate this problem. We have a 30-year track record of working with the needy here and hope to continue this work for many years to come. The City of Ashland has enabled St. Vincent's to significantly increase its outreach and we hope this partnership can continue. We provide 80% of the total project costs in matching funds and use an all-volunteer staff to provide our services. We believe St. Vincent's presents the City of Ashland with an outstanding way to leverage funds to aid the needy. 5 A. Applicant's Background Yes No N/A 1. Is the applicant a legal non-profit organization or unit X of government? 2. Do the proposed clients or users of the project meet X HUD Income Guidelines see page 10 for guidelines)? 3. Does applicant have the capability to maintain written X income documentation? 4. Has the applicant made a legal or financial X commitment to a proposed project? 5. Is the applicant primarily a religious organization? X 6. Has the applicant administered a CDBG project X previously? 7. Is your agency willing and able to provide all required X reports and accountability to the City as required by HUD? B. Project Location and Land Use Issues Yes No N/A 1. Has a location for the project been selected? X 2. Is the proposed project within the Ashland City X limits? 3. Does the proposed project meet local zoning and X land use laws? 4. Are any land use permits such as a Site Review, X partition, annexation or Conditional Use Permit required? 5. Have these approvals been obtained? X 6. Does the project comply with current building code X requirements? 7. Does the project meet handicapped accessibility X requirements? 6 C. Environmental Issues Yes No N/A 1. Is the project located in the 100-year floodplain? X 2. Is a wetland located on the project site? X 3. Has any environmental contamination been identified X on the project site? 4. Has asbestos been identified on the project site? X 5. If project involves an exiting structure, was it built X 1978 or earlier? If year built is known, leasespecify. 6. Is the proposed project located on a major arterial or X near the railroad? 7. Is the proposed project located adjacent to an above X round flammable storage tank? 8. Does the proposed project involve a structure that is X 50 ears or older? 9. Will the applicant complete a Phase I environmental X review upon receiving a CDBG award? D. Labor Requirements Yes No N/A 1. Does the project involve construction over $2,000 in X cost? 2. Will the project trigger Davis-Bacon wage X requirements? 3. Will the project trigger BOLI wage requirements? X 4. Does the project involve over $18,703 in City X awarded rants or contracts? E. Displacement and Relocation Yes No N/A 1. Will tenants be displaced by the project? X 2. Will a business be displaced by the project? X 3. Will housing units be demolished or converted? X F. Property Data Yes No N/A 1. Does the applicant own the property by fee simple X title? 2. Are taxes on the property current? X 3. Is insurance current? X 4. What is the current debt against the property? X 5. What is the current use of the property? X 6. Has an appraisal on the property been conducted? X If es, what is the assessed value of the property? 7 Form A-2 To be completed for Social Service Proposals Social Services Proposals Qctivit Sart Date Com letion Date Provide rental assistance Ongoing On oin Apply to US Bank, Avista First Quarter, 2014 Third Quarter, 2014 Foundations for funding Recruit new volunteers Ongoing Ongoing Social service providers should list key benchmarks in the table above for their proposed projects (IE hire of personnel, application for further funding, initiation of direct client services, etc) Form B-1 Form B-2 To be completed for Social Service Proposals Social Service Proposals Total Cost CDBG Request Other Source(s) Direct Client Services 1>23?500 It' 24T000 99500 _.-1 =..r... Wages (of personal 0 0 0 providing direct client services) Materials/Supplies 500 0 500 Marketing/Outreach 0 0 0 Program Administration 0 CDBG Funds 0 Includes overhead and general are not staffing necessary to administer the program (accounting, management, available for grant administration) but that does program not provide direct benefits to the client. administration Total Project Cost 124,000 24,000 100,000 s Form C SOURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET Completeness of this worksheet establishes the capacity of the organization to sustain the operations of the program(s). Sou es Secured Conditional Tentative Com'mrtment (awarded with Date conditions Federal Grants 24,000 3Q.2014 State Grants Local Grants 16,000 Non Governmental 7,000 2Q, 2014 Grants Donations/Gifts 22,000 3Q. 2014 Applicant 55,000 Contribution Program Income Loans Other (specify) Other (specify) TOT%AL 71,000 53,000 Please provide a description the timeline of loan and grant application dates as related to the proposed project. Specifically, for any tentative funding sources please provide application dates, award dates and funding availability dates. CDBG ($24,000) application submitted Feb. 2014. US Bank ($2,500) application will be submitted in Feb. 2014. Donations and gifts based on historical averages. 9 Form D DISCLOSURE OF INTERESTS To assist the City of Ashland in determining whether there may be a potential conflict of interest related to the expenditure of Community Development Block Grant funds we request the following information be provided by applicants: ORGANIZATION NAME: Ashland/Talent Home Visit Conference, Rogue Valley District Council, St. Vincent de Paul Organization is: 1. Corporation ( ) 2. Non-Profit 501 C3 X 3. Partnership ( ) 4. Sole Owner ( ) 5. Association ( ) 6. Other ( ) DISCLOSURE QUESTIONS If additional space is necessary, please attach a separate sheet. 1. State the names of each "employee" of the City of Ashland having a financial or personal interest in the above mentioned "organization" or project proposed. Name, Job Title and City Department . None 2. State the name(s) of any current or prior elected or appointed "official", of the City of Ashland having a potential "financial interest" in the organization or project. Name/Title None 3. Provide the names of each "board member" of the Organization seeking CDBG funding Name Board, Commission, or Committee (may be attached as a separate Sheet) See attached. If the applicant has provided names in question 1 or 2, please provide details regarding any known potential conflicts of interest in an attached narrative. it 10 Society of St. Vincent de Paul Rogue Valley District Council Directors Posltlon"" Name Address Phone Email/Occupation 'Ye"a" Joined,, F: Board„~ President Socorro Holloway 1898 Filmore Dr, In 541-776-6413 socorro2(a)charter.net 2009 Medford 97504 ret. banker Past President Dennis Mlhocko 47 Pebble Creek C 541- 531-3832 dennissvdo(aomail.com Dr, Eagle Point h 541-826-5953 ret. fire captain 2007 97524 VP-Operations Al Zon 903 Gilman Rd, h 541-770-9461 zon97504(a)gmail.com Medford 97504 ret. educator 1997 VP- Community Tedde Ridley 567 Brandon St, In 541-664-5800 tridlev(aq.com Outreach Central Point c 541-324-4334 ret. educator 2008 97502 Treasurer Jim Van Orsow 880 Bybee Dr, In 541-899-9909 ivanorsow9(a)gmail.com Jacksonville c 541-261-8432 ret. business exec 2008 97530 Secretary Nancy Hunt 1898 Bristol Dr, h 541-857-4987 nanohl(a)vahoo.com Medford 97504 ret. librarian 2004 Store Manager Karen McNeilly 55 Kellogg h541-855-2008 patrickmcneillv(a)charter.net Gold Hill 97525 ret . marketing exec 1995 VP - Grants Rich Hansen 1061 Kristen Dr, h541-770-6062 richhansen390charter.net Medford 97504 c 541-261-6855 ret. corporate exec 2013 1366fere66e Officers Phone #E-mail/O&u ation Yrs=z Social Services Joe Schudawa -President In 541-772-8506 schudawa(a)charter.net 2013 Sacred Heart 3430 Silverbirch Ct, Medford ret. USAir Force 97504 Thrift Store John Hoffman, President ashlandr(e)msn.com BI. Anna Maria 39 S Berkeley Way, Medford In 541-324-6206 land investor 2009 97504 Kitchen Stan Miller-President C 541-821-3436 StanIm2002(a)Vahoo.com St. Teresa 662 Shadow Wood Dr Retired restaurateur 2013 Medford, Or 97501 Office Kathy Begley President In 541-826-5722 beglev2001(@aoLcom St. Anna 252 Belledve Dr, c 541-840-2552 ret. banker 2011 Eagle Point 97524 Ashland Social Services Beth Hill - President H 541-488-9391 bethill@jeffnet.org Our Lady of the Mountain 235 Terrace St C 541-531-0245 Retired Teacher 2013 Ashland, Or 97520 Food Pantry Debbie Christian, President c 541-821-2275 debig791(aaol.com 2012 Shepherd of the Valley 3960 Independence School Rd, ret. pharmacy tech Medford 97501 Shelter Kathy Morgan - President h 541-772-8976 rkxmorgan(a)vahoo.com 2011 St. Anthony 316 Mae St, Medford 97504 ret. journalist Home VisiUMed Assist Bill Holloway, President In 541-776-6413 desiosm(aaol.com St. Augustine 1898 Filmore Dr, Medford ret. Navy 2008 97504 4/7/2014 February 17, 2014 City of Ashland Housing Commission and Community Development ATTN: Ms. Linda Reid, Housing Commissioners 20 East Main Street Ashland, Oregon 97520 Dear Ms. Reid and City of Ashland Commissioners: Enclosed please find the proposal and grant application to the City of Ashland for the 2014 Ashland CDBG from Habitat for Humanity/Rogue Valley. Funding is requested to implement a home repair program facilitated within the City of Ashland. The purpose and mission of the Habitat organization is to provide an opportunity for everyone to have a decent place to live. Habitat for Humanity has been most renowned for new house construction projects in which volunteer labor is used to build a new home for a needy and qualified applicant. Locally we were established in 1987 and have completed and sold 49 homes to those qualified for the program. The need for decent housing isn't restricted to those applying for home ownership and in 2012 we developed a homeowner repair program. Many low income homeowners are without adequate resources for regular home maintenance or necessary repairs. This can lead to living in substandard conditions or the abandonment of homes; seniors and those with handicaps may not be able to live independently without home upkeep, and often lack the necessary tools or knowledge to assist themselves. Necessary repairs left undone can lead to a wide range of problems, and often unhealthy and/or dangerous living conditions. The program consists of two components. A Brush With Kindness (ABWK) program is geared for smaller projects, mostly exterior with a cost not to exceed $3,000. The Critical Home Repair program is strictly for homeowners with larger needs. Applicants must be low income, with income between 30-60%AMI, have an ability to repay the costs of the project, have a documented need for assistance and must be willing to help the organization in some ways during the process. Projects will be restricted to the city of Ashland. At the completion of each project, a micro-loan will provide the opportunity for the recipient to repay the costs of the project. The income received each month will be recycled into new homeowner repair projects. Repayment plans will range from three years to fifteen, depending on the scope of work, costs associated and the ability of the homeowner to repay. Funding requested will allow the completion of ten small ABWK projects and two Critical Home Repair projects. Projects have not been identified, however confirmation of the need has been received from the Community Development Department as well as Code Enforcement within the City of Ashland. Marketing for the program will begin upon approval of the funding award. The Board of Directors fully supports the application to the City of Ashland for the repair program in the amount of $41,300.00 and is willing to answer additional questions or address concerns if necessary. You are always welcome to visit, and tour our current projects. On behalf of the Board of Directors, volunteers, and especially our selected families, I thank you for your consideration of this request. Sincerely, William Clint Driver Denise James Board President Executive Director Rogue Valley ' • Habitat for Humanity' Medford, Oregon February 17, 2014 Ashland CDBG Narrative Summary 2) Project Summary: The project consists of the implementation of a homeowner repair program for those with low income and a qualifying need for service. Two levels of repair will be offered to low income homeowners. A Brush With Kindness (ABWK) project is primarily small exterior tasks such as fence repair, handicap ramps, landscaping and needed paint projects. The small projects would not exceed $3,000 in cost which include a fee for administration and insurance coverage. Repair projects will be completed by volunteers and overseen by a part time construction supervisor. Habitat utilizes the efforts of over 1200 individual volunteers each year, many experienced, although not required. Volunteers participate in many different forms, some on individual basis, others through groups from churches, agencies and businesses. Over 100 students participate each year in training programs through high schools, colleges and other vocational rehab opportunities. Upon completion of each project, Habitat will provide a no-interest micro-loan for the cost of the project with an expected three year term. Secondly, a Critical Home Repair (CHR) program will provide home repairs on a much larger scale such as roofing, heat, repair of drywall damage or handicap compliance. As with the small project program, volunteers will be the main source labor. Donations of material and professional services will be provided to assist in the continuation of affordability. Upon completion HfH/RV will provide a no-interest loan with payments with terms accommodating to the income of the low income homeowner. A lien would be placed upon the property until the loan has been repaid. Monthly loan payments received will be used to fund future repair projects. The program strives to assist homeowners which do not have the financial ability to provide necessary repairs, maintenance, as well as small projects for "curb appeal". The program may allow seniors and the disabled to stay in their homes if dealing with mobility issues. The homeowner will often become encouraged and develop a continued effort of maintenance, and the neighbors are usually very receptive to an uplift in appearance. Home repair may consist of providing handicap assessability, as well as tools utilized for seniors to remain in their homes. The three main criteria to qualify are the same for any Habitat program. Applicants must be low income, however with an ability to repay a loan, a "need" for services and a willingness to "partner" with Habitat. Sweat equity is required for all programs, the degree and activities structured for each program and applicant. The Rogue Valley Habitat for Humanity affiliate implemented the repair program in 2012. Six ABWK projects were completed in 2013 and one Critical Home Repair project which included the addition of a handicap assessable bathroom for a veteran and his family. The number of completed projects will grow as increased marketing and community awareness increases. Habitat for Humanity in the Rogue Valley provides service to the entire Jackson County. The logistics of purchasing land in Ashland have made it difficult for the organization to provide much i impact. The repair program will allow Habitat for Humanity to become a recognized community service agency in the community providing a benefit to those with low and very low incomes. Habitat implemented the program with strategic intentions to utilize the program for growth and expansion. A large number of donors and volunteers to the Habitat organization reside in Ashland; the ability to serve those in the community will become a benefit to all. Funds leveraged by the program will include collaborations from churches and businesses investing in the community. Local businesses will be supported in the purchase of material and services, as well as the development of new partnerships which is expected through agencies such as the senior services program, the City of Ashland code enforcement department and others such as the Lions Club and Rotary Clubs. The Repair Program addresses Goal # 3 to maintain the existing affordable housing supply and when possible give funding priority to those projects that will provide benefits to residents with the lowest incomes. Documented in the CDBG manual overview, chapter four includes information pertaining to Housing Rehab Activity and the guidelines state homeowner renovation and repair is becoming a most common use of CDBG funding. The program will serve all three National Objectives including serving those with low income, repair both on a large and small scale which will aid in the elimination of neighborhood blight, and will meet a community need. There are few agencies working with the poor to assist with home repair or handicap needs. Objectives for the program include: • Selected applicants can reclaim the pride and dignity of homeownership. • The program will help to transform and strengthen the neighborhood and community. • The repair program will allow HfH/RV the opportunity to serve more people within the community. The new house construction program primarily assists families, and only those currently in desperate rental situations. • Preservation of the housing stock will maintain and/or increase property values, a positive for the entire community. • The program will allow HfH/RV the opportunity to expand into new communities. Current land issues have prevented new house construction projects in some areas within Jackson County. • The program allows the opportunity to increase volunteerism within the organization, including training opportunities. Over 100 people utilize the construction program for skills training such as high schools, colleges and vocational rehab programs. 2 ILI CITY OF ASHLAND 2014 Program Year Community Development Block Grant (CDBG) Application These completed Sheets shall be included as the first pages on all submittals. 1. APPLICANT INFORMATION Applicant Organization Name: Habitat for Humanity/Rogue Valley Executive Director's Name(s): Denise James Board Member Names (attach separate sheet) Applicant Mailing Address: PO Box 688 Medford, OR 97501 Applicant Street Address: 2233 S. Pacific Hwy. Medford, OR 97501 IRS Classification: 501 (C) Federal TaxID#: 93-0971629 Mission Statement: (may be attached) Rogue Valley Habitat is a nonprofit organization working in collaboration with those in need and our community to build or renovate simple, decent affordable homes. Founded in Christian principles we welcome people of all faiths and beliefs working together to eliminate substandard living conditions. Total EmployeeS:13 FTE including ReStore Total Volunteers: FY 2013/2014= 1200 16 II. CONTACT PERSON (designate a contact person who is familiar with the project) Name: Denise James Title: Executive Director Phone Number: 541-779-1983 Fax Number: 541-772-2808 E-mail Address: diames(a)roauevallevhabitat.oro III. PROJECT INFORMATION SUMMARY Project Name or Title: Homeowner Repair Program Expected Completion Date: June, 30, 2015 Requested CDBG Funds: $ 41,300.00 Organizational Match: $ 5,000.00 Funds from Other Sources: $ 13,700 Total Project Cost: $ 60,000.00 17 Application Contents A complete proposal shall include a brief narrative summary on applicant letterhead, full project cost, all federal, state and local subsidies requested for the project, proposed ownership entity, phone number and mailing address of contact person for the designated non-profit or certified Community Housing Development Organization. Provide the information listed below numbered and in the order listed so that we can find the required information easily and award full credit for your responses. If the question does not apply to the proposed project write N/A. 1) Complete Application Form (see page 16). 2) A project summary including a brief description, project background and a list of project objectives See Attached 3) Property and Project Information relating to acquisition,. rehabilitation, site clearance, and development (section not applicable for social service applications involving direct services to qualified low- or extremely low- income persons) Provide a map showing the project's location. If the project will serve a specific area, proposed project boundaries should be shown. Project locations will be strictly limited to the city of Ashland boundaries Describe details regarding any property proposed for acquisition, indicating the following: a) Property location relative to jobs, schools, transportation, shopping and services Project sites will vary. b) Total floor area of buildings, and size of land site Project sites will vary. c) Types of residential units, number of each type unit, and total number of bedrooms 18 Ten projects of small repair will be completed in Ashland, in addition to two critical home repair projects. Projects will be limited to homeownership, types of units may vary. d) Number of extremely-low, low-, and moderate-income units proposed All selected applicants will have an income between 30- 60% AMI, with a total of 12 projects expected to be complete within the time frame. e) Number of units accessible to the disabled Handicap accessibility will be a focus. f) Square footage of units and description of amenities such as private balconies or storage areas n/a g) Square footage of common areas such as community or laundry rooms n/a h) Square footage of commercial space, if any Projects will be exclusive to residential units. i) Year property was built. If pre-1978, will it be occupied by children under the age of six? All projects for properties built before 1978 will be screened for lead paint and asbestos. Appropriate measures will be used. j) Describe condition of any existing housing proposed for acquisition and any alterations planned. Briefly discuss the total cost of the proposal relative to new construction. n/a k) If the project involves rehabilitation attach a description of the work to be completed. The scope of work for rehabilitation projects will depend on the need of repair, based on an individual project basis. 1) Describe the target population. Include the suitability of the property for the target population, the tenant selection process, brief description of any residential services and the resources identified to fund the services. 19 The target population will be those with income between 30-60% AMI and have the ability to repay a micro-loan facilitated by HfH/RV. The program will be available to owner occupied residences of Ashland. Resources for projects will be funded through the Ashland CDBG grant as well as local donors including individuals, churches and foundations. HfH/RV expects a large number of applicants from the senior population. m) Indicate how many years the property will remain affordable and the mechanism that will be used to ensure the affordability period. In the event the property is sold, or when title is transferred the entire balance of the note is due. All funds received from loan repayments will be used in future projects restricted to low income homeowners. 4) Briefly describe the services to be provided, if any, and describe the eligible target population receiving direct benefit from these services (low-income, homeless, special needs). The HfH/RV Repair program will provide services of home repair for an estimated 10 small projects up to $3, 000 in value and two larger, more critical home repair projects, with an estimated cost of $15K each. The target population is low income homeowners including seniors, disabled and veterans. 5) A work program and time line including a complete list of tasks with estimated start and completion of each task (please complete attached Form A - Project Schedule). Marketing for the program will begin upon funding approvals. The process of identifying clients will include an application process, verification of income and ability to re-pay, willingness to 'partner" with Habitat and a commitment to some form of "sweat equity". The scope of work will be assessed and a memorandum of understanding agreement will be developed with homeowner. Project work will commence within the guidelines of the funding restrictions. 6) Financial Information A budget describing total cost, cost per task, existing (secured) project funds and unfunded costs. Identify any and all source(s) of funding. This would include other Federal and State grants and loans, monetary donations, in-kind contributions, volunteer labor, donation of materials and 20 supplies, etc. In addition to addressing the questions below please complete attached Form B - Uses of Funding & Form C - Sources of Funding. Funding will primarily be secured from the City of Ashland CDBG funding cycle. HfH/RV will contribute funds. Additional funding sources will come donated materials and services. Provide a detailed financial description of the proposed project, including Rent Schedule, Sources/Uses of Funding and Operating Budget Income/Expense, and utility allowances a) Describe the assumptions used to determine the total project cost. Indicate the sources consulted and how costs were determined. Assumptions of cost were determined from the experience and history HfH/RV has incurred and identified from previous projects. b) Was consideration given to remaining economic life of the property and potential cost increases such as unanticipated repair or relocation costs? Maintenance costs? Operating costs? (Not applicable for social service applications involving direct services to qualified low- or extremely low- income persons) Homeowners will be responsible for future maintenance. Operating costs will be minimal and funded through organizational sources. The project is not expected to cause relocation to any individuals. c) Describe the financial assumptions used to develop the operating budget. Include projected rent increases, other sources of income for operation and maintenance expenses, and inflationary factors. For social service award requests please include financial assumptions relating to increases in wages, materials and overhead, or other costs associated with the proposed activity. Operation costs included in the budget are minimal, include insurance and a small percentage of the construction costs be allocated for administration. d) Discuss non-typical expenses or those outside industry standards. There have been no non-typical expenses identified. e) Attach letters of funding commitment from other sources, if available. 21 There are currently no specific projects identified at this time, all funding expectations are derived from history and verbal commitments. f) Will a property tax exemption be requested for the project? If so, what is the estimated dollar value of the tax exemption over the twenty-year period? Please briefly detail the calculation method used to estimate the value and the process your organization would undertake to obtain the exemptions or appraised value adjustment. (Not applicable for social service applications involving direct services to qualified low- or extremely low- income persons) n/a, HfH/RV will not take ownership and will expect no property tax exemption. The homeowner will continue to be responsible for such. 7) Eligibility for Federal Funding Will any of the following activities be part of the proposed project? • Property Acquisition • New Construction (non-residential) • Removal of Architectural Barriers • Rehabilitation Costs • Development Costs • Client Services • Specification Preparation (Construction/Rehab) • Relocation Benefits (if required) • Appraisal (for acquisitions) Rehabilitation Costs are the total for each project and total of the proposed program Federal funding has certain regulatory requirements. The following information is required to determine eligibility for federal funding. Funding will be used for Rehab and repair. General Information a) Is the proposed project within the Ashland City limits? If not, explain. All projects will be within the Ashland City limits. b) Specify the proposed tenant or client income level; state in terms of percentage below area median for the 22 Medford-Ashland standard metropolitan statistical area (MSA). The current income guidelines are included on page 10 above. Applicants must be within the 30-60% area median income to be eligible for the program. c) Describe any financial or legal commitments made to the project. No commitments have been made. Housing Development, Land Acquisition, or Rehabilitation Specific Information d) Will permanent housing units be converted or demolished? If so, how many? No e) Is the proposed housing site located in a 100-year flood plain? Unknown f) Has a Level 1 environmental assessment been done for the site? If yes, attach the report. No g) Is the proposed housing site located adjacent to a major arterial road or near a railroad? There have been no projects identified at this time. h) Is the proposed site located adjacent to an aboveground flammable storage tank? There have been no projects identified at this time. i) Will the proposed project impact historic features? If yes, explain. There have been no projects identified at this time. 8) Briefly describe the agency's mission and service history. The City may request copies of the agency's financial audit or review for the last two years prior to contract signing in order to determine agency's capability to successfully complete the project. The mission of the local agency is to provide affordable, decent housing to those in need in partnership with the community through repair, renovation or new construction projects. HfH/RV has built and sold 49 homes since inception in 1987 Beginning in 2012 a repair program to assist low income homeowners has provided small repair projects to 10 23 families in addition to one critical home repair project in which a handicap bathroom was provided for a veteran and family. Three renovation and rehab projects included the purchase of foreclosed homes, and sold after repair to qualified families. 9) Will the project promote self-sufficiency for extremely low-, low- moderate-income families, or individuals with special needs? The project will promote self-sufficiency for the low income by allowing many to stay in their homes, and the opportunity to live in a safe and decent environment. The opportunity will be available to assist those with special needs, increasing the chance for self-sufficiency. 10) Please identify how your project benefits extremely low-, low- and moderate-income individuals or individuals with special needs. a) For proposed projects serving a low-income area (i.e. public facility improvements, community center or other neighborhood serving facility), provide the following data, including documentation of the sources of information for the following statistics: • Number of extremely low-, low- and moderate- income individuals served in the project area on an annual basis. • Total number of individuals served in project area on an annual basis. Every client served by HfH/RV is low income. The repair program allows to increase the number served each year. New construction projects provide direct service to approx. 30 individuals annually, the repair program will have the capacity to serve 50- 100 annually. b) For proposed projects serving a target population (i.e. homeless families, battered women, people with AIDS, special needs populations, etc.) provide the following data, including document sources of information for statistics. • Specify the target population to be served. A diversified population including all low income people • Number of low and moderate-income individuals in target population to be served on an annual basis. 24 (This count cannot include repeated visits or use by the same individuals.) 50-100 served annually. • Total number of individuals in target population to be served on an annual basis. The expectation of Ashland residents served resulting from the Ashland CDBG award include at least 60 people directly, indirect benefit to those in training programs, as well as the economic impact to local vendors. • Percent low and moderate income. All clients served are within low-low to low income levels. 11) Briefly describe how your proposal will ensure that moderate- income individuals do not benefit to the exclusion of extremely-low or low-income individuals. Incomes are verified through the application process. 12) Indicate if you expect the project to cause low and moderate- income housing to be demolished or converted to another use (see attachment "Relocation Strategy Guidance"). If so, explain. Repair projects will not include house demolition. The repair program will serve only those with needed projects within the scope of the program. 13) Project Feasibility Please describe your readiness to proceed concerning whether land use issues have been resolved and whether your organization has the administrative capacity to complete the project proposed. Land use issues are not expected for the repair program. Describe the feasibility of the project: a) Does the applicant have the experience and capacity to complete and or manage the project proposed? Briefly describe applicants capacity and experience in providing, maintaining and managing housing, particularly low- income housing similar to the proposed project. Habitat has 27 year's experience as an organization in selecting applicants, administering loans and projects. The staff at the organization are all experienced either with years at HfH/RV and/or construction experience. 25 b) Are the ongoing operating expense and maintenance reserve estimates reasonable? n/a c) Does the applicant have a purchase option on the property, letter of support from the property owner(s), or some other assurance that the property is available for acquisition? No, the program is specifically for current homeowners. d) Does the project require temporary or permanent relocation and if so have comparable units been identified and costs of relocation been accurately determined? Provide a tenant relocation strategy, cost estimate and existing tenant survey to address federal Uniform Relocation Act requirements which may impact your project. HfH/RV does not expect to relocate any clients for projects. e) Describe relocation strategy for the project. n/a f) Does the project require land use approvals such as Site Review, Annexation, Zone Change, Minor Land Partition, Demolition, or Conditional Use permits? n/a g) Has a pre-application been completed with the Ashland Planning Department? n/a h) What is the condition of any improvements on the property and what is the expected life of the property? Projects will be varied in the condition and scope of improvements required. i) Describe commitment of project funding from other sources Additional funding sources include funds from the general operating budget. Donations of material and services is expected from electricians, plumbers as well as other construction material. The donation expectation is determined from current relationships, verbal commitments and history. 14) Indicate whether the project will have any negative impacts on historic or architecturally significant properties on the environment. All projects will be subjected to an Environmental Review Report and certain projects depending 26 on scale, i.e. new construction, must undergo an Environmental Assessment. It is not expected to have any negative impact on the community. 15) Please attach any other statistical data, letters of support, applicable experience of the sponsor, evidence of financial support from other funding sources, or other material you believe will assist the City in its review of your proposal. See attached for letters of support. 16) CDBG Application Checklist (see pages 25-26). Attach Forms A, B, & C. 27 CITY OF ASHLAND 2014 Program Year CDBG APPLICATION CHECKLIST In order to determine compliance with all applicable HUD regulations and to help to ensure that projects will be eligible for CDBG funding, the City of Ashland will need to address all HUD requirements. The purpose of this checklist is to point out areas where potential problems could arise. Obviously, this is a comprehensive list, which must evaluate a wide array of different kinds of proposals. Therefore, not every item will be applicable to every project. Please fill it out entirely indicating all items which are not applicable and include it as part of your proposal application. A. Applicant's Background Yes No N/A 1. Is the applicant a legal non-profit organization or unit x of government? 2. Do the proposed clients or users of the project meet x HUD Income Guidelines see page 10 for guidelines)? 3. Does applicant have the capability to maintain written x income documentation? 4. Has the applicant made a legal or financial x commitment to a proposed project? 5. Is the applicant primarily a religious organization? x 6. Has the applicant administered a CDBG project x previously? 7. Is your agency willing and able to provide all required x reports and accountability to the City as required by HUD? B. Project Location and Land Use Issues Yes No N/A 1. Has a location for the project been selected? x 2. Is the proposed project within the Ashland City x limits? 3. Does the proposed project meet local zoning and x land use laws? 4. Are any land use permits such as a Site Review, x partition, annexation or Conditional Use Permit required? 5. Have these approvals been obtained? x 6. Does the project comply with current building code x requirements? 7. Does the project meet handicapped accessibility x requirements? 28 C. Environmental Issues Yes No N/A. 1. Is the project located in the 100-year floodplain? unknown 2. Is a wetland located on the project site? unknown 3. Has any environmental contamination been identified unknown on the project site? 4. Has asbestos been identified on the project site? unknown 5. If project involves an exiting structure, was it built unknown 1978 or earlier? If year built is known, leasespecify. 6. Is the proposed project located on a major arterial or unknown near the railroad? 7. Is the proposed project located adjacent to an above unknown round flammable storage tank? 8. Does the proposed project involve a structure that is unknown 50 ears or older? 9. Will the applicant complete a Phase I environmental x review upon receiving a CDBG award? D. Labor Requirements Yes No N/A 1. Does the project involve construction over $2,000 in unknown cost? 2. Will the project trigger Davis-Bacon wage unknown requirements? 3. Will the project trigger BOLI wage requirements? unknown 4. Does the project involve over $18,703 in City x awarded rants or contracts? E. Displacement and Relocation Yes No N/A 9. Will tenants be displaced by the project? x 2. Will a business be displaced by the project? x 3. Will housing units be demolished or converted? X F. Property Data Yes No N/A 1. Does the applicant own the property by fee simple x title? 2. Are taxes on the property current? x 3. Is insurance current? x 4. What is the current debt against the property? x 5. What is the current use of the property? resident 6. Has an appraisal on the property been conducted? x If es, what is the assessed value of the property? 29 Form A-1 To be completed for Development or Rehabilitation Proposals Housing Proposals- MA- Start Date C-_om letion Date Site Planning & Develo menu Option Applicant selections-05 Site Acquisition n/a Plan Development Pre-application Land Use Approval Construction Plans Final Bids Contractor Selection Building Permits Au 2014-June 2015 Au 2014-June 2015 [Grant a li ac tons local state federal Feb 2014- CDBG Aril 2014-CDBG Non -government other (Loan A I_icatons Construction loan Permanent [Consfr cfion Phase Construction August 2014-June 2015 August 2014-June 2015 Certificate of Occupancy Will depend on project Will depend on project Please provide your best (realistic) date estimates regarding the project schedule I 30 Form A-2 To be completed for Social Service Proposals Social Services Proposals ANORMA StartUate Com letion Date 19 Social service providers should list key benchmarks in the table above for their proposed projects (IE hire of personnel, application for further funding, initiation of direct client services, etc) 31 Form B-1 To be completed for Development or Rehabilitation Proposals Uses of Funding Housing Proposals Total Cost $q CDBG Request Other Source (s Ac usiUgn;Costs` _ Land Improvements 55500 41,300 18,700 Liens and other Taxes Closing costs Off-Site costs Other SUBTOTAL '`Develo" meet,'Costs' Land Use Approvals Building Permits/fees 2000 2000 (Include Engineering and Community Development Fees) System Development Charges SDCs Relocation Costs Environmental Report / Lead 1000 1000 Based Paint Clearance Soils Report Survey Marketing Insurance 1500 1500 Other Feesan £ w ca' Architectural/Engineering Legal/Accounting Appraisals Lenderfees Construction Loan Permanent Loan Tax Credit Fees Developer Fee Consultant Fee Other WNW, -'W_, MTOTAL 60,000 45,800 18,700 32 Form B-2 To be completed for Social Service Proposals Social Service Proposals Total Cost CDBG Request Other Source(s) Direct Client Serwes, s Wages (of personal providing direct client services) Materials/Supplies Marketing/Outreach Program Administration CDBG Funds Includes overhead and general are not staffing necessary to administer the program (accounting, management, available for grant administration) but that does program not provide direct benefits to the client. administration Total Project Cost 33 Form C SOURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET Completeness of this worksheet establishes the capacity of the organization to sustain the operations of the program(s). Soures fiSecuretl CondtUonal Tentative Commitment H z rtlawwarde,-dwi f Date .efF`riM.,conditions ~,v 5s P, _ -,~,i Federal Grants 41,300 City of Ashland HUD CDBG State Grants Local Grants Non Governmental Grants Donations/Gifts Applicant 5,000 Contribution Program Income Loans Other Donations of 13,700 Based on Material history of giving Other (specify) T I OTTTTTTTA~Lk 18,700 ~4 Please provide a description the timeline of loan and grant application dates as related to the proposed project. Specifically, for any tentative funding sources please provide application dates, award dates and funding availability dates. The majority of the project is subject to the approval of Ashland 2014 CDBG funding. Habitat for Humanity has committed towards the contribution of $5,000 for the Ashland repair program. The assumption of $13,700 in donated material is based on the expectations of needed material and past history of giving. 34 Form D DISCLOSURE OF INTERESTS To assist the City of Ashland in determining whether there may be a potential conflict of we request the following'information be provided by applicants: ORGANIZATION NAME: Habitat for Humanity/Rogue Valley Organization is: 1. Corporation ( ) 2. Non-Profit 501 C3 (x ) 3. Partnership ( ) 4. Sole Owner ( ) 5. Association ( ) 6. Other ( ) DISCLOSURE QUESTIONS If additional space is necessary, please attach a separate sheet. 1. State the names of each "employee" of the City of Ashland having a financial or personal interest in the above mentioned "organization" or project proposed. Name, Job Title and City Department None 2. State the name(s) of any current or prior elected or appointed "official", of the City of Ashland having a potential "financial interest" in the organization or project. Name/Title None 3. Provide the names of each "board member" of the Organization seeking CDBG funding Name Board, Commission, or Committee (may be attached as a separate Sheet)-attached 1 2 3 4 5 6 7 8 9 10 11 12 additional If the applicant has provided names in question 1 or 2, please provide details regarding any known potential conflicts of interest in an attached narrative. 35 LAND SURVEYING, L6.C zY >r u ~ u R To Whom It Concerns, I am proud to volunteer our support to Habitat for Humanity, Rogue Valley for the exemplary and tireless service that they provide to our community to raise money, organize labor, services and materials in order to build and donate much needed housing to those less fortunate but hard working people In our community. I have personally worked with Denise James, Director for Habitat on many such projects and I can't say enough for all that she and her staff does and their compassionate and professional manner. I am honored to be able to assist in their goals to continue to help people help themselves to achieve their dreams of home ownership when unfortunate events in their lives had previously made such a dream unattainable. Please join me in helping to support their selfless efforts on behalf of the many less unfortunate beneficiaries In our community. Yours truly, 5hawn Kampmann Professional Land 5urveyor Poilaris Land 5urveying LLC P.O. Box 459 Ashland, Oregon 97520 (541) 482-5009 P. 0. box 459, Ashland. Oregon 97520 u Phone: (541) 462-5009 a Fax: (541) 480-0797 Mobfle: (541) 601-3000 & www.Polarlesurvey.com J 845 Oak Street John Fields ~Q~ ` • F` I~ J in Ashland, Oregon 97520 CONSTRUCTION E DESIGN, Ltd. (541) 482-8442 To: City of Ashland 2/18/2014 Re: CDBG awards To Whom It May Concern: 1 would like to encourage you to grant Habitat for Humanity of the Rogue Valley the funds to bring a home repair program to Ashland. I have worked with Habitat as a volunteer for over twenty years. The last few years we have been doing a housing rehab program "Brush with Kindness", that has helped seniors, disabled and working poor home owners to remain or live more safely in their homes. The kinds of repairs we were able to offer ranged from handy-cap ramps, stair repair, water heater replacement and heating system improvements. These are improvements are in the $2,000 to $5,000 range, that are owner financed, no interest loans. We have steadily grown our capacity to create home ownership for working families who earn below 60% of the Rogue Valley's median income. We have built and financed homes for over 50 families in the Rogue Valley. We provide the necessary community follow-up and support, and the ongoing education in home ownership that gives us an extremely high success rate in keeping our owners in their homes. These same skills will be implemented to create a cost effective way to offer assistance to low income Ashland residents. 1 believe that Habitat for Humanity of the Rogue Valley has become a valuable team player in subsidizing ownership housing for working poor families. We would like to expand our construction programs into these kinds of needed services. We can easily utilize our vast volunteer labor pool to help people in Ashland with their emergency housing needs. I believe that Habitat is a highly qualified candidate for the CDBG grants that is going to be available in the 2014 -2015 fiscal year. Thank you for your consideration. John Fields CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Bring Your Own Bag (BYOB) An Ordinance prohibiting the distribution of certain single use plastic bags FROM: Adam Hanks, Management Analyst, adam@ashland.or.us SUMMARY Per Council direction from its November 18, 2013 Study Session, a draft ordinance has been developed for Council consideration that would prohibit the distribution of single use plastic bags by retail businesses in Ashland and require the distribution of paper bags to contain a minimum recycled content. A fee is also proposed to be imposed for the distribution of paper bags as a behavioral "nudge" for customers to "Bring Your Own Bag" (BYOB). The ordinance is drafted with a proposed six month delay in the enforcement of the code to provide businesses with adequate time to deplete existing plastic and non qualifying paper bag stocks and to develop alternative business practices that meet or exceed the ordinance. BACKGROUND AND POLICY IMPLICATIONS: At Council's request, the Conservation Commission completed a review of the request for Ashland to create regulations banning the use of single use plastic bags. The memo from the Commission provided to Council at the November 18, 2013 Study Session (attached) summarizes the research and deliberations by the Commission and recommended that Council move forward in the development of an ordinance regulating the allowable uses of single use plastic bags in conjunction with a strong educational outreach program with the objective of significantly reducing the volume of single use plastic bags entering the waste stream and negatively impacting the environment. History The issue of banning or otherwise regulating single use plastic bags has come before many Oregon cities in the past with varying regulatory strategies and implementation success. Concerns were raised by the grocery and retail business groups regarding the difficulties of operating businesses throughout Oregon if each City had its own set of regulations and restrictions for the use of single use plastic bags. In both 2010 and 2011, Senate Bills were introduced (SB 1009 in 2010 and SB 536 in 2011) that would create statewide regulations for single use plastic bags. Neither bill was ultimately approved into law so many individual municipalities restarted community dialogues on local regulations. Conservation Commission Review and Recommendation Upon its referral to the Conservation Commission, the Commission established a sub-committee to focus their research efforts and draft recommendations. The research included similar ordinance development processes for the regulation of single use plastic bags in other municipalities in Oregon with a focus on the recently enacted ordinance and program in the City of Eugene. Page 1 of 4 1W, CITY OF ASHLAND The Commission recognized regulations on the distribution of carry out bags from retail businesses is a very focused item to address, but the consensus of the Commission was that single use plastic bags function as a very visible symbol of a short-term convenience based, disposable item that almost immediately becomes a part of the waste stream. To compound the matter, single use plastic bags are often cited by the recycling industry as particularly problematic as they jam the materials sorting machines at regional recycling facilities. Aside from the tangible benefits of phasing out the use of this specific product, the regulation can function as a community awareness tool promoting the use of reusable products in the daily lives of Ashland residents and could also function as a launching pad for the development of a more comprehensive local waste prevention and reduction strategy that aligns with the regional wasteshed and state waste prevention and reduction strategies, as is being discussed by the recently appointed Ad- Hoc Recycle Center Committee. The draft ordinance contains the code elements suggested by the Commission. Additionally, as noted by the Council and agreed upon by the Commission, a strong education/outreach element is a vital component to the success of the proposed regulation. The sub-committee has developed an education/outreach outline and continues to work with staff to identify, define and implement the specific materials, actions and activities in the six months between Council approval of the ordinance and the code enactment date. Policy Objective The objective of the ordinance and corresponding education and outreach is to substantially reduce the volume of end user consumption of single use plastic carry out bags and transition to the use of reusable bags as the standard practice. The Commission recommends the adoption of a 25 cent customer fee for the distribution and use of a recyclable paper bag to promote behavior modification towards the use of customer provided reusable bags rather than just a movement from single use plastic bags to paper bags that, while somewhat reusable, most often aren't and have their own set of environmental issues. Key Regulatory Elements 1) Definition of a carryout bag - Key in understanding the threshold of what is and isn't regulated by the draft ordinance 2) Definition of a Recyclable paper bag - If retailers want to continue providing paper bags, the paper bags need to meet this minimum specification 3) Definition of single use plastic carry out bag - This defines what will be prohibited from distributing to customer at point of sale (note the use of the term carry out in this definition to again reiterate the threshold of what types of bags are and aren't regulated by this ordinance) 4) Cost pass through - This requires that retailers charge a fee whenever they provide a recyclable paper bag to the customer. 5) Administrative exemption - Allows a business to apply for a one time exemption of up to one year based on an undue hardship or practical difficulty. 6) Effective date of ordinance - The ordinance will be in effect six months after the ordinance is approved and signed. Page 2 of 4 1OPFFr, CITY OF ASHLAND Ordinance Impacts Retail Business Pro • Cost savings from elimination of single use plastic bag inventory • Revenue stream to offset increased per bag cost to meet minimum recycled content specifications for paper bags * • Additional promotional opportunities and revenue from reusable bag sales • Level playing field - All retail businesses operating under the same rules/standards for point of sale bags Con • Additional communication and time required of staff to explain the rules/standards • Potential point of sale software programming costs to address cost pass through fee for paper bags • Record keeping maintenance costs associated with the cost pass through fee *The Commission proposes that the funds collected from customer fees for paper bag use be retained by the retailer to off-set the costs of providing the more expensive paper bags rather than the less expensive plastic bags that would no longer be allowed. A key objective of the program is to reduce the use of single use bags regardless of their type so it is anticipated that over time, the revenue off-set created by the paper bag fee would decline over time. Customers/End users Pro • Elimination of a potential source of waste or recycle material to store/dispose of Con • Fee charged for forgetting to bring your own bag • Initial cost to purchase needed inventory of reusable bags FISCAL IMPLICATIONS: City Program Costs Initial program costs will include staff time for initial education/outreach efforts to local retailers. This would include development of program FAQ's, poster/display templates for businesses to utilize in their customer communication efforts to be distributed from the City's website and also as part of on- site business visits and several scheduled business centric informational sessions. The City of Eugene has offered the free use of their program material templates with approval to modify as desired, lowering costs and leveraging an already in place and successful campaign. Additionally, to emphasize the Commission's desire for the program to be a Bring Your Own Bag (BYOB) ordinance rather than a plastic bag ban, an element of the education/outreach includes the creation of BYOB program branded reusable bags. The bags would provide another outlet for education/outreach and also be made available for free for qualifying residents to mitigate the impacts of the ordinance on lower income shoppers in the community. The Commission has been developing and evaluating different models for partnership/sponsorship of the costs involved with the bag purchase, branding graphics and distribution and has indicated their desire to remain involved in bring the concept to fruition. Page 3 of 4 Pr, CITY OF ASHLAND Modifying existing City of Eugene program materials and using electronic files for download from the City website significantly reduce program operating costs, estimated at $1,000 or less. The variable program cost is dependent on the final solution for the community oriented BYOB reusable bag concept. Partnering opportunities that incorporate the ability for business promotions and advertising could address the entire hard cost associated with the bag purchase and graphics and could reduce city costs to staff time for coordination of partners and communication efforts regarding the BYOB distribution. STAFF RECOMMENDATION AND REQUESTED ACTION: Given that many of Ashland's larger grocery outlets have already proactively moved away from the use of single use plastic bags and have also transitioned to recycled content paper bags, the proposed ordinance concept has actually been tested and accepted within the community. Staff recommends that Council adopt the ordinance with any needed adjustments and direct staff to begin the outreach efforts to the business community to ensure a successful implementation. SUGGESTED MOTION: 1. 1 move first reading by title only of an ordinance adopting a prohibition on the distribution of single use plastic bags. 2. I further move to direct staff to begin appropriate education and outreach efforts to both the business community and residents. ATTACHMENTS: Draft Ordinance - Prohibition on the Distribution of Single Use Plastic Bags Conservation Commission BYOB Recommendation Memo - 10/23/13 BYOB Ordinance Work plan and Timeline City of Eugene - Sample Educational Materials LINKS: November 18, 2013 Council Study Session Minutes http://ashland.or.us/Agendas.asp?Display=Minutes&AMID=5506 November 18, 2013 Council Study Session Meeting Packet http://www.ashland.or.us/Page.asp?NavlD=l 5930 Open City Hall Public Comments htt2://www.ashland.or.ustPaize.asp?NavID=134614peak democracy Note: Complete report of comments to be provided to Council at meeting Page 4 of 4 Pr, ORDINANCE NO. AN ORDINANCE ADOPTING A PROHIBITION ON THE DISTRIBUTION OF SINGLE USE PLASTIC BAGS Annotated to show deletiens-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 desires to encourage the reduction of many single use items that negatively impact the local environment and likewise encourage the use of reusable products when safe and practical to reduce the volume of the community's waste stream. WHEREAS, single use plastic bags increase litter, degrade local wildlife habitat and are seldom recycled. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Chapter 9.21 is hereby added to read as follows: SECTION 9.21.010 - Definitions A. ASTM standard. The American Society for Testing and Materials (ASTM)'s International D-6400 B. Carryout bag. Any bag that is provided by a retail establishment at the point of sale to a customer for use to transport or carry away purchases, such as merchandise, goods or food, from the retail establishment. "Carryout bag" does not include: (a) Bags used by consumers inside retail establishments to: 1. Package bulk items, such as fruit, vegetables, nuts, grains, candy or small hardware items; 2. Contain or wrap frozen foods, meat, fish, whether packaged or not; 3. Contain or wrap flowers, potted plants, or other items where dampness may be a problem; 4. Contain unwrapped prepared foods or bakery goods; or 5. Pharmacy prescription bags; (b) Laundry-dry cleaning bags or bags sold in packages containing multiple bags intended for Ordinance No. _ Page 1 of 4 use as garbage waste, pet waste, or yard waste bags; (c) Product bags. C. City sponsored event. Any event organized or sponsored by the city or any department of the city. D. Customer. Any person obtaining goods from a retail establishment or from a vendor. E. Food provider. Any person in the city that provides prepared food for public consumption on or off its premises and includes, without limitation, any retail establishment, shop, sales outlet, restaurant, grocery store, delicatessen, or catering truck or vehicle. F. Grocery store. Any retail establishment that sells groceries, fresh, packaged, canned, dry, prepared or frozen food or beverage products and similar items and includes supermarkets, convenience stores, and gasoline stations. H. Pharmacy. A retail use where the profession of pharmacy by a pharmacist licensed by the state of Oregon's Board of Pharmacy is practiced and where prescription medications are offered for sale. 1. Product bag. Any bag provided to a customer for use within a retail establishment to assist in the collection or transport of products to the point of sale within the retail establishment or to protect a specific single purchased item for transport. A product bag is not a carryout bag. J. Recyclable paper bag. A paper bag that meets all of the following requirements: (a) Is 100% recyclable and contains a minimum of 40% recycled content; (b) Is capable of composting consistent with the timeline and specifications of the ASTM Standard as defined in this section. K. Retail establishment. Any store or vendor located within or doing business within the geographical limits of the city that sells or offers for sale goods at retail. L. Reusable bag. A bag made of cloth or other material with handles that is specifically designed and manufactured for long term multiple reuse and meets all of the following requirements: (a) If made of natural or synthetic fabric, is washableor otherwise able to be sanitized; or (b) If plastic, has a minimum plastic thickness of 4.0 mils. M. Single-use plastic carryout bag. Any plastic carryout bag made available by a retail establishment to a customer at the point of sale. It does not include reusable bags, recyclable paper bags, or product bags. N. Vendor. Any retail establishment, shop, restaurant, sales outlet or other commercial establishment located within or doing business within the geographical limits of the city, which provides perishable or nonperishable goods for sale to the public. Ordinance No. Page 2 of 4 O. Undue hardship. Circumstances or situations unique to the particular retail establishment such that there are no reasonable alternatives to single-use plastic carryout bags or a recyclable paper bag pass-through cannot be collected. SECTION 9.21.020 Plastic Bag Use -Regulations Except as exempted in 9.21.040 of this code: (a) No retail establishment shall provide or make available to a customer a single use plastic carryout bag; (b) Retail establishments that choose to provide customers a paper bag at the point of sale must provide a recyclable paper bag meeting or exceeding the minimum standards defined in 9.21.010 J. (c) No person shall distribute a single-use plastic carryout bag at any city facility, city managed concession, city sponsored event, or city special events permit activity. SECTION 9.21.030 Plastic Bag Use -Cost Pass-Through. When a retail establishment makes a recyclable paper bag available to a customer at the point of sale pursuant to section 9.21.040(b) of this code, the retail establishment shall: (a) Charge the customer a reasonable pass-through cost of not less than 25 cents per recyclable paper bag provided to the customer; and (b) Indicate on the customer's transaction receipts the total amount of the recyclable paper bag pass-through charge. SECTION 9.21.040 Plastic Bag Use -Exemptions. Notwithstanding sections 9.21.020 and 9.21.030 of this code: (a) Single-use plastic carryout bags may be distributed to customers by food providers for the purpose of safeguarding public health and safety during the transportation of hot prepared take-out foods and prepared liquids intended for consumption away from the food provider's premises. (b) Retail establishments may distribute product bags and make reusable bags available to customers whether through sale or otherwise. (c) A retail establishment shall provide a reusable bag or a recyclable paper bag at no cost at the point of sale upon the request of a customer who uses a voucher issued under the Women, Infants and Children Program established in the Oregon Health Authority under ORS 409.600. (d) Vendors at retail fairs such as a farmers' market or holiday fair are not subject to indicating on the customer's transaction receipt the total amount of the recyclable paper bag pass through charge required in section 9.21.030(6) of this code. (e) The city administrator or the designee may exempt a retail establishment from the requirement set forth in sections 9.21.020 and 9.21.030 of this code for a period of not more than one year upon the retail establishment showing, in writing, that this code would create an undue hardship or practical difficulty not generally applicable to other persons in similar circumstances. The decision to grant or deny an exemption shall be in writing, and the city administrator's or designee's decision shall be final. Ordinance No. _ Page 3 of 4 SECTION 3. 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 4. Effective Date. This ordinance shall take effect on the day of 2014 (six months from ordinance approval date) SECTION 4. Codification. Provisions of this Ordinance shall be incorporated in the City Code and the word "ordinance" may be changed to "code", "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 4 of 4 CITY OF ASHLAND Memo DATE: October 23, 2013 TO: City Council FROM: Conservation Commission RE: Bring Your Own Bag (BYOB) Recommendations At its July 16, 2013 regular business meeting, Council moved to refer to the Conservation Commission the request by Environment Oregon that the City of Ashland prohibit the use of single use plastic bags. Councilor Rosenthal, as Council Liaison to the Commission, provided the Commission with further context on the Council's request at the regular Conservation Commission meeting of July 24, 2013. At that meeting, the Commission formed and appointed an ad hoc subcommittee to meet and develop a recommendation to be presented to Council before the end of 2013 containing the following: • A pro's/con's report on the merits and impacts of the Environment Oregon proposal • Research/feedback from local businesses that have voluntarily eliminated plastic bags as a customer bagging option. • A process to implement the proposed recommendation Draft Recommendation Based on initial research by sub-committee members, interviews with local grocery businesses that have eliminated plastic bags and reviews of other cities that have enacted similar regulations, the sub- committee concluded that a plastic bag ban for end consumer merchandise carry-out is an effective initial focused step towards a comprehensive waste prevention strategy for Ashland. Purpose/Objective While single use plastic bags represent one discrete element of the local waste stream, the Commission feels that single use plastic bags are a particularly visible reminder of the negative impacts of products specifically designed for a one time use. The prohibition of single use plastic bags, coupled with a charge for the use of paper bags is intended to shift behavior and promote the use of reusable bags. Economic and Environmental Impacts In its research to determine the approximate volume of plastic bags used each year in its community, the City of Eugene utilized an estimated annual single use plastic bag count of 433 bags per person per year. That would equate to over nine million single use plastic bags per year. The Commission recognizes that a good percentage of Ashland's larger grocery businesses have voluntarily enacted policies that most likely drives down the calculated estimate significantly. However, even if Ashland utilizes half of Pagel of 3 City Ashland ADMINISTRATION DEPT Tel: 541-552-2046 20 East Main St Fax: 541488-5311 Ashland, Oregon 97520 TTY: 800.735-2900 w .ashland.or.us adam@whland.or.us the estimate, four to five million single use plastic bags is a significant volume. With a very low recycling rate for this specific material, the logical conclusion is that nearly all of this total ends up in the waste stream or as litter impacting water, soils, wildlife and the physical aesthetic of Ashland and surrounding lands. As directed by Mayor Stromberg, the sub-committee contacted four of Ashland's larger grocery stores that have voluntarily enacted policies relating to plastic bag use. Each have implemented different tactics to encourage customers to shift to reusable bags. When asked about a potential regulation for the whole community regarding plastic bags, each were generally supportive in the concept and would be interested in the nuances of the regulation to determine possible impacts and process alterations for their operations. Most, if not all, of the ordinances researched include a phase in period to allow local businesses to utilize their existing stock of materials to mitigate the financial impacts of the regulations and provide ample time to communicate and implement the new regulations. Suggested Ordinance Elements Key elements of an effective program to shift user habits from single use plastic bags to consumer provided reusable bags should contain the following: • A fee charged for customers requesting a paper bag to prevent an equally wasteful shift from single use plastic bags to single use paper bags. • A requirement or incentive to offer reusable bags for sale at a discounted rate or for the City to provide community endorsed "Ashland BYOB" bags purchased by the City in bulk • A strong educational/outreach program to educate affected businesses about the regulations • A six month "phase-in" time for businesses to adequately prepare for the new regulation • Clear definitions and reasonable exemptions based on public safety and other existing regulatory requirements, in place by other governing agencies, including: o Fruit/vegetable bags o Bulk/package food bags o Frozen food, meat, fish bags o Hot prepared take out/liquids o Flowers, plants other damp products o Plastic bags with thickness of 4.0 mils or greater • A commitment to timely and effective compliance efforts from the City • Annual reporting to the City by regulated businesses verifying their compliance and identifying key metrics including, paper bag fee collection, paper bag reduction/increase from previous year, number of reusable bags sold, etc • An annual review and report of the regulation and program to ensure it is working as intended and to identify any modification needed. Model Ordinance Rather than enact the model ordinance provided by Environment Oregon, the sub-committee found that the City of Eugene ordinance (adopted October 2012) and its companion education and outreach Page 2 of 3 City of Ashland ADMINISTRATION DEPT Tel: 541-552-2046 20 East Main St Fax: 541-488-5311 Ashland, Oregon 97520 TTY: 800-735-2900 w .ashland.or.us adam a ashland.o[us programs better fit the purpose, objective and scale for Ashland and suggest using that as the starting point for staff in drafting specific ordinance language. Suggested Timeline Oct 2013 - Council approval of concept and direction to staff for complete project development Jan 2014 - Project presentation by Staff to Conservation Commission (draft ordinance, detailed project launch timeline, outreach planning/Inaterials, etc) March 2014 - City Council first reading of proposed ordinance May 2014 - Ordinance in effect, education/outreach begins (project launch) Oct 2014 - Phase in period complete, initial outreach efforts complete May 2015 - Annual Review/Report to Council on ordinance effectiveness/issues Conclusion The Commission recommends that Council accept the Commission's recommendation framework and model ordinance and related outreach/education program provided above. As the project is directed to Staff for final drafting and presentation to Council for adoption, the Commission would like to offer to be involved in any needed follow up research, stakeholder/citizen outreach and final review of the ordinance documents to ensure that the ordinance being presented to Council for final deliberation meets the needs and desires of the Council and the community. Page 3 of 3 City Ashland ' ADMINISTRATION DEPT Tel: 541-552-2046 20 East Main St Fax: 541488-5311 Ashland, Oregon 97520 TTY: 800-735-2900 w .ashland.or.us adam@ashland.or.us 1 PIPPI In Ill I AAM THIPT1111ir. UIPHIMIll~uUnninnil urn L11J APHIMPH I r. P iIIIIO❑UM~OIG E IJ 0 r_ ;111 ~ 1~I~ IL I; L!1~'ll' ,m uiu~ Inn I [Em i 4 i ICI Is RKI / RE"Y s~YI f GROCERIES f RETAIL / GIF ITS TOYS / HOME GARDEN / CLOTHING SHOE. ' Start the Habit RES, • Keep Eugene Clean & Beautiful! RESAt City of Eugene Bring Your Bag FAQ - SHOPPERS In an effort to promote reusable shopping bags and reduce litter, the City of Eugene joins other cities - including Corvallis, Portland, San Francisco, Seattle, and Austin - in encouraging the use of reusable bags by banning single-use plastic carryout bags within city limits beginning May 1, 2013. Eugeneans use an estimated 67 million single-use plastic carryout bags each year. Single-use plastic carryout bags may offer short-term convenience, but they have long-term costs in terms of litter and impact on wildlife and the environment. As a result of the new law (Eugene Ordinance 20498), fewer unnecessary plastic carryout bags will litter Eugene neighborhoods, parks, and natural areas. When are retailers required to stop providing single-use plastic carryout bags? The Bring Your Bag campaign begins May 1, 2013. At this time, retailers will be required to stop providing single-use plastic carryout bags to customers. However, retailers can begin the transition at anytime before May 1. What businesses does this apply to? All retail businesses, including grocery stores, department and clothing stores, convenience stores and local markets located within the City of Eugene will be required to provide only recycled paper bags or reusable bags as carryout bags for customers. What about farmers' markets, street fairs, festivals, and events? The ordinance requires compliance from any store, shop, sales outlet, or vendor located within the City of Eugene that sells goods at retail. These types of establishments fall under that definition and are required to comply. What plastic bags are prohibited? All single-use plastic carryout bags provided at the point of sale that are less than 4 mils thick are prohibited. Bags constructed of durable plastic (4 mils or thicker) are considered reusable and are allowed. A'mil' is an industry term that equals one thousandth of an inch. What types of plastic bags are allowed? - The follow types of plastic bags are allowed: • Bags used to package bulk items, such as fruit, vegetables, nuts, grains, candy, or small hardware items; • Bags that contain or wrap frozen foods, meat, and fish; • Bags that contain or wrap flowers, potted plants, or other items where dampness may be a problem; • Bags that contain unwrapped prepared foods or bakery goods; City of Eugene • 99 W. 10th Ave. • Eugene, OR 97401 . w .eugene-or.gov 541-682-5086 • 541-682-6806 Fax • Pharmacy prescription bags; • Bags that protect fragile items, such as glassware and breakables, which are then placed in a carryout bag. Can retailers provide paper bags? Yes. All paper bags provided at checkout must be made of 40% recycled content and be 100% recyclable, and must be capable of composting completely. In addition, retailers must charge a minimum of five cents for each paper bag provided at the point of sale. Paper bags provided at a time other than the point of sale do not require a five cent charge. What does the five cent charge for paper bags go toward? The cent charge goes back to the retailer to recoup costs. Are retailers required to provide reusable bags or recyclable paper bags at checkout? No. Retailers may choose to provide either, both, or neither. If they provide paper bags, they must charge at least five cents for each bag. If they provide reusable plastic bags, they must be at least 4 mils thick to be considered "reusable" Can retailers provide plastic bags made of compostable materials? Not if they are less than 4 mils thick. Are any businesses exempt from the ban? Yes. Restaurants and other establishments where the primary business is the preparation of food or drink may provide customers with single-use plastic carryout bags for hot, prepared takeout foods and liquids. The ordinance allows a restaurant to use plastic bags for hot, prepared takeout food. If a restaurant wants to use paper bags instead, does the restaurant have to charge five cents per bag? The intent of the ordinance was to move away from plastic bags. The goal is to use reusable bags rather than paper bags, but the even greater goal is to avoid using plastic bags. City staff will be asking the Council during a review of the ordinance later this year to clarify that a restaurant can use paper bags for hot, prepared takeout food without charging five cents per bag. Until staff are able to ask the Council to clarify the ordinance, the City will not take enforcement action against a restaurant which chooses to provide - without charge - paper bags rather than plastic bags for hot, prepared take-out food. As stated in the ordinance, paper bags must contain 40% recycled content. If restaurants are selling items other than hot, prepared takeout foods are the bags they use still exempt? No. If the items being purchased are not prepared hot, prepared takeout foods, then single-use plastic carryout bags less than 4 mils thick may not be used. Are grocers' deli counters exempt like restaurants that serve hot, prepared takeout foods? Yes. Hot, prepared takeout foods such as roasted chicken and soups can be placed in protective plastic bags at the deli counter as needed to prevent leaks or spills. 2 How will the City help shoppers prepare for this? The Bring Your Bag campaign focuses on raising awareness about reusing bags, helping residents remember their reusable bags when shopping, and connecting residents with resources to get free or reduced price bags. This campaign begins mid-March and is on-going. Are any customers exempt from the five cent charge on paper bags? Yes. Customers who use a voucher issued under the Women, Infants, and Children (WIC) Program may request a paper bag at no cost at the point of sale. Only the WIC items purchased with a WIC voucher are exempt from the five cent bag charge. This exemption does not apply to Supplemental Nutrition Assistance Program (SNAP/food stamp/Oregon Trail) participants. Can an Electronic Benefit Transfer (SNAP or food stamp) card cover the five cent fee for paper bags? Recently some states have begun charging customers a fee for each shopping bag (plastic and/or paper) provided by a grocery store. Other states are considering charging grocery bag fees as well. State's grocery bag fees may not be paid for with SNAP benefits. In addition, the Food and Nutrition Service does not have authority to exempt SNAP clients from this fee. Therefore, grocery bag fees must be paid for using cash, credit card, or non-SNAP debit. Stores that give discounts at the point-of-sale if customers bring their own bags must treat SNAP clients in the same manner. Where can I get free or reduced price bags? Certain stores and organization are giving away free reusable bags. To find a listing of these locations, please visit our website. What are the environmental impacts of this new ordinance? Removing the majority of plastic bags from the retail landscape requires community members to utilize reusable bags more often. The switch from single-use bags to reusable bags has the impact of lessening the life cycle impacts of plastic bag production, a decrease in greenhouse gas emissions associated with production and transport of the bags, and less material in our local landfill, and less litter in our woods, streams, and natural areas. What will the statewide ban do to Eugene's ban? Currently there is no statewide ban on plastic bags. If a statewide ban goes into effect, the City will determine the best way to move forward. How will this law be enforced? The City of Eugene is taking an educational approach regarding this ordinance. If community members call and complain, City staff will talk to the retailer about the law and explain what is needed to comply. If it becomes clear a retailer is intentionally not complying they will be fined. What if I notice a store is violating the ordinance? Similar to other city rules, the plastic bag ban will be enforced on a complaint-driven basis. The City of Eugene is taking an educational approach regarding this ordinance. If community members call and complain, City staff will talk to the retailer about the law and explain what is needed to comply. If it becomes clear a retailer is intentionally not complying they will be fined. To report a violation, please fill out a nuisance complaint form. 3 What are the penalties for businesses if they do not comply with the ordinance? The penalties for violating the new law will be consistent with other penalties outlined in the Eugene Code. The amount of the fine is based on a number of factors, including barriers to compliance, frequency of violation, and efforts to comply; it is determined on a case-by-case basis. What are options for typical secondary plastic bag uses? • Dealing with pet waste: There will still be many plastic bags in circulation. You can continue to use bread bags, produce, bulk, or cereal bags. • Lining a garbage can: Line your garbage can with newspaper and rinse it out periodically. Or buy some lightweight plastic bags and reuse them, dumping the contents into your outdoor garbage can before relining the can with them. How can shoppers keep their reusable shopping bags clean and safe? A 2010 study showed that 97% of shoppers have never washed their reusable bags. There are a few simple steps shoppers can follow to keep reusable bags clean and to keep themselves and their families safe from germs. Wash reusable grocery bags at least once per month: • Cloth reusable bags should be washed in a washing machine using laundry detergent and dried in the dryer or air-dried. • Plastic-lined reusable bags should be wiped using hot water and soap and air-dried. • Check that both cloth and plastic-lined reusable bags are completely dry before storing them. Always put raw meats into a disposable plastic bag before putting them in a reusable bag. When using reusable bags, keep meats, fresh produce, and ready-to-eat foods separated from other food products. Additionally, consumers should clean any reusable bags used for carrying food before using for other purposes such as carrying books or gym clothes. How can I remember to bring my reusable bags to the store? Here are a few useful tips: • Always start your shopping list with "Bring Bags" • Keep a collapsible bag in your purse, backpack, or briefcase • Keep bags in your vehicle 4 MARE RETAYLE GROCEMES / RETAIL / GTfi TS TOYS / HOME & GARDE / CLOT HING SHOV Start the Habit sN®~; • RESAL • Keep Eugene Clean 8 Beautiful! City of Eugene Bring Your Bag FAQ - RETAILERS In an effort to promote reusable shopping bags and reduce litter, the City of Eugene joins other cities - including Corvallis, Portland, San Francisco, Seattle, and Austin - in encouraging the use of reusable bags by banning single-use plastic carryout bags within city limits beginning May 1, 2013. Eugeneans use an estimated 67 million single-use plastic carryout bags each year. Single-use plastic carryout bags may offer short-term convenience, but they have long-term costs in terms of litter and impact on wildlife and the environment. As a result of the new law (Eugene Ordinance 20498), fewer unnecessary plastic carryout bags will litter Eugene neighborhoods, parks, and natural areas. When are retailers required to stop providing single-use plastic carryout bags? City of Eugene retailers will be required to stop providing single-use plastic carryout bags to customers on May 1, 2013 when the new ordinance goes into effect. However, retailers can begin the transition at any time before this date. What businesses does this apply to? All retail businesses, including grocery stores, department and clothing stores, convenience stores and local markets located within the City of Eugene will be required to provide only recycled paper bags or reusable bags as carryout bags for customers. What about farmers' markets, street fairs, festivals, and events? The ordinance requires compliance from any store, shop, sales outlet, or vendor located within the City of Eugene that sells goods at retail. These types of establishments fall under that definition and are required to comply. How will the City follow up with store owners and help them prepare for the ban? The City will be working with businesses as they transition away from using single-use plastic carryout bags. Several information sessions for businesses will be held in April to answer questions about the new rules and more information is available on the City's website, www.eugene-or.gov/plasticbaps, or by calling 541-682-5652. What plastic bags are prohibited? All single-use plastic carryout bags provided at the point of sale that are less than 4 mils thick are prohibited. Bags constructed of durable plastic (4 mils or thicker) are considered reusable and are allowed. What is a'mil'? A'mil' is a plastics industry term for a thousandth of an inch. It does not stand for 'millimeter.' City of Eugene • 99 W. 70th Ave. • Eugene, OR 97401 • www.eugene-or.gov 541-682-5086 • 541-682-6806 Fax Can I provide plastic bags made of compostable materials? Not if they are less than 4 mils thick. What types of plastic bags are allowed? The follow types of plastic bags are allowed: • Bags used to package bulk items, such as fruit, vegetables, nuts, grains, candy, or small hardware items; • Bags that contain or wrap frozen foods, meat, and fish; • Bags that contain or wrap flowers, potted plants, or other items where dampness may be a problem; • Bags that contain unwrapped prepared foods or bakery goods; • Pharmacy prescription bags; • Bags that protect fragile items, such as glassware and breakables, which are then placed in a carryout bag. Can I provide paper bags at the point of sale? Yes. All paper bags provided at the point of sale must be made of 40% recycled content and be 100% recyclable, and must be capable of composting completely. In addition, your store must charge a minimum of 5 cents for each paper bag provided at the point of sale. Paper bags provided at a time other than the point of sale do not require a 5-cent charge. Do I have to charge my customers for all paper bags? No. But any size paper bag supplied to the customer at the point of sale must have a minimum 5-cent charge. What does the five cent charge for paper bags go toward? The five cent charge goes back to the retailer to recoup costs. Is it necessary for my store to keep a record of how many paper and reusable bags sold? Yes, every retailer is required to maintain records showing pass-through fees collected on paper bags. Records should be kept for three years. Can retailers provide "reusable" plastic bags? Yes. Reusable bags are made out of durable materials specifically designed and manufactured for multiple reuse. Reusable plastic bags are at least 4 mils thick. They may be provided free or charged for at the store's discretion. Am I required to provide reusable bags or recyclable paper bags at checkout? No. You may choose to provide either, both, or neither. If you provide paper bags, you must charge at least five cents for each bag. If your store provides reusable plastic bags, the bags must be at least 4 mils thick to be considered "reusable." Are stores required to charge five cents for the 4+ mil heavy-weight plastic bags? No, retailers do not have to charge for the 4+ mils thicker plastic bags permitted by the ordinance. 2 What about bags that are almost 4 mils thick? Should a question arise, retailers should be prepared to show that the bags they are using are 4 mils thick or greater. It might be a good idea for retailers to ask bag suppliers to include the thickness of the bag on invoices. Is there a requirement for recycled content in paper bags? Only for paper bags offered at checkout, which must contain a minimum of 40% recycled content, must be 100% recyclable, and must be capable of composting completely. Are any businesses exempt from the ban? Yes. Restaurants and other establishments where the primary business is the preparation of food or drink may provide customers with single-use plastic carryout bags for hot, prepared takeout foods and liquids. The ordinance allows a restaurant to use plastic bags for hot, prepared takeout food. If a restaurant wants to use paper bags instead, does the restaurant have to charge five cents per bag? The intent of the ordinance was to move away from plastic bags. The goal is to use reusable bags rather than paper bags, but the even greater goal is to avoid using plastic bags. City staff will be asking the Council during a review of the ordinance later this year to clarify that a restaurant can use paper bags for hot, prepared takeout food without charging five cents per bag. Until staff are able to ask the Council to clarify the ordinance, the City will not take enforcement action against a restaurant which chooses to provide- without charge - paper bags rather than plastic bags for hot, prepared take-out food. As stated in the ordinance, paper bags must contain 40% recycled content. Are grocers' deli counters exempt like restaurants that serve hot, prepared takeout foods? Yes. Hot, prepared takeout foods such as roasted chicken and soups can be placed in protective plastic bags at the deli counter as needed to prevent leaks or spills. If restaurants are selling items other than hot, prepared takeout foods are the bags they use still exempt? No. If the items being purchased are not prepared hot, prepared takeout foods, then single-use plastic carryout bags less than 4 mils thick may not be used. How can I apply for a business undue hardship exemption? If you feel that your business qualifies for a one-year exemption from the ordinance requirements, you may submit an Exemption Request to the City of Eugene at wasteprevention@ci.eugene.or.us or Waste Prevention Program, 99 West 101n Avenue, Eugene, OR 97401. This request must be submitted in electronic or paper form and include the following information: 1. The name, address, and type of retail establishment; 2. A detailed statement describing: a. The reason(s) meeting the code requirements would create an undue hardship or practical difficulty; b. Any and all actions taken by the business to overcome the hardship; c. How often the business purchases single-use plastic carryout bags, when the last order of bags was made, and how many bags were ordered. 3. If a business is requesting an exemption for multiple locations, each location must be identified within the request. 3 When does the undue hardship exemption expire? The undue hardship exemption expires April 30, 2014. Are any customers exempt from the five cent charge on paper bags? Yes. Customers who use a voucher issued under the Women, Infants, and Children (WIC) Program may request a paper bag at no cost at the point of sale. Only the WIC items purchased with a WIC voucher are exempt from the five cent bag charge. This exemption does not apply to Supplemental Nutrition Assistance Program (SNAP/food stamp/Oregon Trail) participants. Can an Electronic Benefit Transfer (SNAP or food stamp) card cover the five cent fee for paper bags? Recently some states have begun charging customers a fee for each shopping bag (plastic and/or paper) provided by a grocery store. Other states are considering charging grocery bag fees as well. State's grocery bag fees may not be paid for with SNAP benefits. In addition, the Food and Nutrition Service does not have authority to exempt SNAP clients from this fee. Therefore, grocery bag fees must be paid for using cash, credit card, or non-SNAP debit. Stores that give discounts at the point-of-sale if customers bring their own bags must treat SNAP clients in the same manner. What are the environmental impacts of this new ordinance? Removing the majority of plastic bags from the retail landscape requires community members to utilize reusable bags more often. The switch from single-use bags to reusable bags has the impact of lessening the life cycle impacts of plastic bag production, a decrease in greenhouse gas emissions associated with production and transport of the bags, and less material in our local landfill, and less litter in our woods, streams, and natural areas. What will the statewide ban do to Eugene's ban? Currently there is no statewide ban on plastic bags. If a statewide ban goes into effect, the City will determine the best way to move forward. How will this law be enforced? Similar to other city rules, the plastic bag ban will be enforced on a complaint-driven basis. The City of Eugene is taking an educational approach regarding this ordinance. If community members call and complain, City staff will talk to the retailer about the law and explain what is needed to comply. If it becomes clear a retailer is intentionally not complying they will be fined. To report a violation, please fill out a nuisance complaint form. What are the penalties for businesses if they do not comply with the ordinance? The penalties for violating the new law will be consistent with other penalties outlined in Eugene Code. The amount of the fine is based on a number of factors, including barriers to compliance, frequency of violation, and efforts to comply; it is determined on a case-by-case basis. How can shoppers keep their reusable shopping bags clean and safe? A 2010 study showed that 97% of shoppers have never washed their reusable bags. There are a few simple steps shoppers can follow to keep reusable bags clean and to keep themselves and their families safe from germs. Wash reusable grocery bags at least once per month: • Cloth reusable bags should be washed in a washing machine using laundry detergent and dried in the dryer or air-dried. • Plastic-lined reusable bags should be wiped using hot water and soap and air-dried. 4 • Check that both cloth and plastic-lined reusable bags are completely dry before storing them. Always put raw meats into a disposable plastic bag before putting them in a reusable bag. When using reusable bags, keep meats, fresh produce, and ready-to-eat foods separated from other food products. Additionally, consumers should clean any reusable bags used for carrying food before using for other purposes such as carrying books or gym clothes. How can I remind customers to remember to bring their reusable bags to the store? Here are a few useful tips you can tell your customers: • 'Bring Your Bag' reminders in the parking lot and store front to remind customers as they enter the building. City of Eugene can provide all Bring Your Bag logo graphic files free of charge. I have a bag giveaway event I would like to publicize. How can I do that? The City of Eugene will keep an updated list of stores giving away free or reduced price bags. To get your event on the list, please email all necessary information to Stephanie.scafa(aci.eu¢ene.or.us. 5 jv hT Chi _ ~ 0. ~ v m m owe /F as ~a X A 0 r- u O O :3 co R m n O N 1 O X ] l O a . d 3 W O N A N ~ v • • • • a c v v 0. CITY OF -ASHLAND Council Communication April 15, 2014, Business Meeting Second Reading of an Ordinance Imposing a Temporary Moratorium on Medical Marijuana Facilities in Designated Areas of the City of Ashland, and Declaring an Emergency FROM: David H. Lohman, City Attorney, lohmand@ashland.or.us SUMMARY This agenda item is the second reading of an ordinance the first reading of which was approved by Council at its April 1 meeting [Link below]. The version of the ordinance presented for second reading would temporarily prohibit registered medical marijuana dispensaries on any lot which is in an E-1 zone and which has any boundary line 100 feet or less from a boundary line of a lot zoned for residential use and on any lot which is in the Ashland C-I-D zone. However, lots which are located in E-1 zones and which front boulevards would not be subject to this prohibition. The temporary prohibition would be effective from March 1, 2014 until May 1, 2015 or any prior date set by ordinance. BACKGROUND AND POLICY IMPLICATIONS: House Bill 3460, passed by the 2013 Oregon Legislature, made lawful as of March 1, 2014, the siting and operation of registered medical marijuana dispensaries ("Dispensaries") in areas zoned for commercial, industrial or mixed use or as agricultural land. Such Dispensaries were precluded, however, from locating within 1000 feet from another Dispensary or from a public or private elementary, secondary or career school attended primarily by minors. The statute granted immunity from state prosecution to persons operating or employed by such a registered Dispensary. In its short 2014 session, the Legislature approved, and the Governor signed, Senate Bill 1531, granting local jurisdictions the opportunity to put into effect a temporary Dispensary moratorium to cities and counties additional time to enact restrictions on Dispensaries and the clear authority to establish such restrictions. It removes immunity from state prosecution for persons responsible for or employed by Dispensaries in any city which has timely enacted a temporary moratorium on such Dispensaries. An ordinance establishing a local moratorium on medical marijuana dispensaries pursuant to Senate Bill 1531 must be enacted no later than May 1, 2014; takes effect March 1, 2014; and must terminate no later than May 1, 2015. At its April 1 meeting, the Council was initially presented an ordinance that would have established a moratorium on medical marijuana dispensaries in all areas of Ashland zoned for commercial, industrial or mixed use or as agricultural land. (House Bill 3460 already excluded Dispensaries from all other zoning districts.) The Council chose, instead, to approve a version of the ordinance narrowly limiting the Dispensary moratorium to the following areas: Page 1 of 2 CITY OF ASHLAND • Lots in E-1 zones that are within 100 feet of lots zoned for residential use, except for such lots fronting on arterial streets; and • Lots in the Ashland C-1-13 zone. The motion approved on first reading excluded from the moratorium E-I lots which front "arterial streets." The Street Functional Classification Map in the Ashland Transportation System Plan uses the term "boulevard" for streets that are typically identified as arterials. Accordingly, in the interests of consistency in ordinance terminology, the E-1 lots excepted from the proposed moratorium are identified in the ordinance presented for second reading as those that front boulevards. The boulevards identified in the Street Functional Classification Map (Figure 6-1 on page 106 of the online TSP) are N. Main, E. Main in the downtown, Lithia Way, Siskiyou Blvd., Ashland St. and Tolman Creek Rd. south of the railroad tracks to Mistletoe and going into the Croman Mill property. While the proposed moratorium ordinance does apply to the C-1-D zone (downtown), and therefore to the lots in C-1-D along the south side of Lithia Way, it does not apply to lots along the north side of Lithia Way. In the event Council members want to include lots along the north side of Lithia Way, the moratorium ordinance could be amended to be applicable to the "Downtown Design Standards Zone" instead of the "C-1 Retail Commercial-"D" Downtown Overlay District." The amendment Council approved on first reading narrowed the criteria for application of the Dispensary moratorium in concept, without identifying specific language modifications. Accordingly, the version of the Dispensary moratorium presented for second reading contains new language intended to reflect the conceptual changes approved by the Council on first reading. Careful review of the ordinance presented for second reading - especially Section 1 - is warranted to determine whether it accurately reflects Council members' intentions. All of the changed sections of the ordinance proposed for second reading will be read aloud at the April 15 meeting, as required by Charter. FISCAL IMPLICATIONS: None. STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: I move approval of an ordinance titled, "Ordinance Imposing a Temporary Moratorium on Medical Marijuana Facilities in Designated areas of the City of Ashland, and Declaring an Emergency", with any amendments approved by Council. I yyl w Q ,l try ATTACHMENTS: • Ordinance • Senate Bill 1531 LINKS April 1 Agenda - Moratorium: http://www.ashland.or.us/Pageasp?Nav1D=16155' April 1 Minutes - Moratorium: http://www.ashiand.or.us/Agendas.asp?Displav=Minutes&AMID=5644 Page 2 of 2 ~r, ORDINANCE NO. AN ORDINANCE IMPOSING A TEMPORARY MORATORIUM ON MEDICAL MARIJUANA FACILITIES IN DESIGNATED AREAS OF THE CITY OF ASHLAND, AND DECLARING AN EMERGENCY 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 Oregon Legislature enacted in House Bill 3460 (2013) ("ORS 475.314") which requires the Oregon Health Authority to develop and implement a process to register medical marijuana facilities; WHEREAS, ORS 475.314 grants immunity from state prosecution to persons who operate or are employed by a State-registered medical marijuana facility; WHEREAS, under Oregon law, local governments may regulate the operation and location of certain types of businesses within their jurisdictional limits except when such action has been specifically preempted by state statute; WHEREAS, the Oregon Legislature enacted Senate Bill 1531 (2014) ("Chapter 79, Section 3 of Oregon Laws 2014") which removes immunity from state prosecution for a person who is responsible for or employed by a registered medical marijuana facility sited in a geographic area designated by local ordinance as a location subject to a moratorium prohibiting the operation of medical marijuana facilities; and WHEREAS, the Ashland City Council wishes to exercise its legislative discretion to prohibit operation of medical marijuana facilities in designated areas of the City of Ashland for a limited period of time to enable the Council to determine what restrictions, if any, should apply to medical marijuana facilities within those areas. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Moratorium Declared. The operation of any medical marijuana facility is temporarily prohibited on any lot which is in an E-1 Employment District and7which has any boundary line one hundred (100) feet or less from a boundary line of a lot zoned for residential use and on any lot which is in the Ashland C-1 Retail Commercial-"D" Downtown Overlay District. Lots which are located in Ashland E-1 Employment Districts and which fro t boulevards are not subject to this prohibition. As used in this section, "medical marijuana facility" includes any facility that dispenses marijuana pursuant Ordinance No. ~o p~Ur~ ~~j1t Page 1 of 2 t rr to ORS 475.314 or any other provision of Oregon law, and "lot" is defined as set forth in the Definitions Chapter of the Ashland Land Use Code. SECTION 2. Duration of Moratorium. The prohibition imposed by this ordinance shall be effective March 1, 2014 and shall continue until May 1, 2015, unless rescinded sooner. SECTION 3. Enforcement. The moratorium imposed by this ordinance may be enforced by the Oregon Health Authority as provided in rules adopted pursuant to ORS 431.262 and 475.314, by the Ashland Police Department, by the Jackson County Sheriff, or by Oregon State Police. SECTION 4. Remedies Not Exclusive. The remedies available under Chapter 79, Section 3 of Oregon Laws 2014 for a violation of the moratorium imposed by this ordinance are not exclusive of any other remedies available under any applicable federal, state or local law. It is within the discretion of the City of Ashland to seek cumulative remedies for a violation of the moratorium imposed by this ordinance. SECTION 5. Severability. If any provision of this Ordinance or its application to any person or circumstance is held invalid, the invalidity does not affect other provisions or applications of this Ordinance that can be given effect without the invalid provision or application, and to this end the provisions of this Ordinance are severable. SECTION 6. Emergency. This Ordinance being necessary for the immediate preservation of the public peace, health and safety, an emergency is declared to exist, and this Ordinance takes effect on its passage. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the 1 st day of April, 2014, and duly PASSED and ADOPTED on the 15th day of April, 2014. Barbara M. Christensen, City Recorder SIGNED and APPROVED this day of April, 2014. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. Page 2 of 2 77th OREGON LEGISLATIVE ASSEMBLY-2014 Regular Session Enrolled Senate Bill 1531 Sponsored by Senators HANSELL, MONROE, STARR; Senators BAERTSCHIGER JR, BOQUIST, CLOSE, FERRIOLI, GIROD, JOHNSON, KNOPP, KRUSE, MONNES ANDERSON, OLSEN, THOMSEN, WHITSETT, WINTERS, Representatives ESQUIVEL, JENSON, THATCHER, THOMPSON, WHISNANT, WITT (at the request of Association of Oregon Counties and League of Oregon Cities) (Presession filed.) CHAPTER AN ACT Relating to marijuana facilities; creating new provisions; amending ORS 475.314; and declaring an emergency. Be It Enacted by the People of the State of Oregon: SECTION 1. Section 2 of this 2014 Act is added to and made a part of ORS 475.300 to 475.346. SECTION 2. Notwithstanding ORS 633.738, the governing body of a city or county may adopt ordinances that impose reasonable regulations on the operation of medical marijuana facilities registered, or applying for registration, under ORS 475.314 that are located in the area subject to the jurisdiction of the city or county. For purposes of this section, "reason- able regulations" includes reasonable limitations on the hours during which a medical marijuana facility may be operated, reasonable limitations on where a medical marijuana facility may be located within a zone described in ORS 475.314 (3)(a) and reasonable condi- tions on the manner in which a medical marijuana facility may dispense medical marijuana. SECTION 3. (1) Notwithstanding ORS 475.314 and section 2 of this 2014 Act, the governing body of a city or county may adopt an ordinance enacting a moratorium on the operation of registered medical marijuana facilities until May 1, 2015, in the area subject to the juris- diction of the city or county if the moratorium is enacted no later than May 1, 2014. (2) Notwithstanding ORS 475.309 (1)(b), a person who is responsible for or employed by a registered medical marijuana facility located in an area subject to the jurisdiction of a city or county that enacts a moratorium under this section is not excepted from the criminal laws of this state for possession or delivery of marijuana, aiding and abetting another in the possession or delivery of marijuana or any other criminal offense in which possession or delivery of marijuana is an element. (3) The governing body of a city or county that enacts a moratorium under this section must notify the Oregon Health Authority, in a manner prescribed by the authority, of the moratorium. (4) A registered medical marijuana facility that is located in an area subject to the ju- risdiction of a city or county that enacts a moratorium under this section may choose to surrender the medical marijuana facility's registration. To surrender registration under this subsection, the medical marijuana facility must notify the authority, in a manner prescribed Enrolled Senate Bill 1531 (SB 1531-C) Page 1 by the authority, of the surrender. If a medical marijuana facility surrenders registration under this subsection, the authority may refund any fee imposed by the authority pursuant to ORS 475.314 (12). SECTION 4. Section 3 of this 2014 Act is repealed on January 2, 2016. SECTION 5. ORS 475.314 is amended to read: 475.314. (1) The Oregon Health Authority shall establish by rule a medical marijuana facility registration system to authorize the transfer of usable marijuana and immature marijuana plants from: (a) A registry identification cardholder, the designated primary caregiver of a registry identifi- cation cardholder, or a person responsible for a marijuana grow site to the medical marijuana fa- cility; or (b) A medical marijuana facility to a registry identification cardholder or the designated primary caregiver of a registry identification cardholder. (2) The registration system established under subsection (1) of this section must require a med- ical marijuana facility to submit an application to the authority that includes: (a) The name of the person responsible for the medical marijuana facility; (b) The address of the medical marijuana facility; (c) Proof that the person responsible for the medical marijuana facility is a resident of Oregon; (d) Documentation, as required by the authority by rule, that demonstrates the medical marijuana facility meets the qualifications for a medical marijuana facility as described in sub- section (3) of this section; and (e) Any other information that the authority considers necessary. (3) To qualify for registration under this section, a medical marijuana facility: (a) Must be located in an area that is zoned for commercial, industrial or mixed use or as ag- ricultural land; [and may not be located at the same address as a marijuana grow site) (b) May not be located at the same address as a marijuana grow site; [(b)] (c) Must be registered as a business or have filed a pending application to register as a business with the Office of the Secretary of State; [(c)] (d) Must not be located within 1,000 feet of the real property comprising a public or private elementary, secondary or career school attended primarily by minors; [(d)] (e) Must not be located within 1,000 feet of another medical marijuana facility; and [(c)] (f) Must comport with rules adopted by the authority related to: (A) Installing a minimum security system, including a video surveillance system, alarm system and safe; and (B) Testing for pesticides, mold and mildew and the processes by which usable marijuana and immature marijuana plants that test positive for pesticides, mold or mildew must be returned to the registry identification cardholder, the cardholder's designated primary caregiver or the cardholder's registered grower. (4)(a) The authority shall conduct a criminal records check under ORS 181.534 of a person whose name is submitted as the person responsible for a medical marijuana facility under subsection (2) of this section. (b) A person convicted for the manufacture or delivery of a controlled substance in Schedule I or Schedule II may not be the person responsible for a medical marijuana facility for five years from the date the person is convicted. (c) A person convicted more than once for the manufacture or delivery of a controlled substance in Schedule I or Schedule II may not be the person responsible for a medical marijuana facility. (5) If a person submits the application required under subsection (2) of this section, the medical marijuana facility identified in the application meets the qualifications for a medical marijuana fa- cility described in subsection (3) of this section and the person responsible for the medical marijuana facility passes the criminal records check required under subsection (4) of this section, the authority shall register the medical marijuana facility and issue the person responsible for the medical marijuana facility proof of registration. The person responsible for the medical marijuana facility Enrolled Senate Bill 1531 (SB 1531-C) Page 2 shall display the proof of registration on the premises of the medical marijuana facility at all times when usable marijuana or immature marijuana plants are being transferred as described in sub- section (1) of this section. (6)(a) A registered medical marijuana facility may receive usable marijuana or immature marijuana plants only from a registry identification cardholder, designated primary caregiver or person responsible for a marijuana grow site if the registered medical marijuana facility obtains authorization, on a form prescribed by the authority by rule and signed by a registry identification cardholder, to receive the usable marijuana or immature marijuana plants. (b) A registered medical marijuana facility shall maintain: (A) A copy of each authorization form described in paragraph (a) of this subsection; and (B) Documentation of each transfer of usable marijuana or immature marijuana plants. (7) A medical marijuana facility registered under this section may possess usable marijuana and immature marijuana plants in excess of the limits imposed on registry identification cardholders and designated primary caregivers under ORS 475.320. (S)(a) A registered medical marijuana facility may not transfer any tetrahydrocannabinol-infused product that is meant to be swallowed or inhaled, unless the product is packaged in child-resistant safety packaging that meets standards established by the authority by rule. (b) A registered medical marijuana facility may not transfer any tetrahydrocannabinol- infused product that is manufactured or packaged in a manner that is attractive to minors, as determined by the authority by rule. [(8)1 (9) The authority may inspect: (a) The premises of an applicant for a medical marijuana facility or a registered medical marijuana facility to ensure compliance with the qualifications for a medical marijuana facility de- scribed in subsection (3) of this section; and (h) The records of a registered medical marijuana facility to ensure compliance with subsection (6)(b) of this section. [(9)(a)] (30)(a) A registry identification cardholder or the designated primary caregiver of a registry identification cardholder may reimburse a medical marijuana facility registered under this section for the normal and customary costs of doing business, including costs related to transferring, handling, securing, insuring, testing, packaging and processing usable marijuana and immature marijuana plants and the cost of supplies, utilities and rent or mortgage. (b) A medical marijuana facility may reimburse a person responsible for a marijuana grow site under this section for the normal and customary costs of doing business, including costs related to transferring, handling, securing, insuring, testing, packaging and processing usable marijuana and immature marijuana plants and the cost of supplies, utilities and rent or mortgage. [(10)1 (11) The authority may revoke the registration of a medical marijuana facility registered under this section for failure to comply with ORS 475.300 to 475.346, [or] rules adopted under ORS 475.300 to 475.346 or ordinances adopted pursuant to section 2 of this 2014 Act. The authority may release to the public a final order revoking a medical marijuana facility registration. [(11)1 (12) The authority shall adopt rules to implement this section, including rules that: (a) Require a medical marijuana facility registered under this section to annually renew that registration; and (b) Establish fees for registering and renewing registration for a medical marijuana facility un- der this section. SECTION 6. This 2014 Act being necessary for the immediate preservation of the public peace, health and safety, an emergency is declared to exist, and this 2014 Act takes effect March 1, 2014. Enrolled Senate Bill 1531 (SB 1531-C) Page 3 Passed by Senate February 18, 2014 Received by Governor: Repassed by Senate March 7, 2014 M............................................................ 2014 Approved: M............................................................ 2014 Robert Taylor, Secretary of Senate Peter Courtney, President of Senate John Kitzhaber, Governor Passed by House March 5, 2014 Filed in Office of Secretary of State: M............................................................. 2014 Tina Kotek, Speaker of House Kate Brown, Secretary of State Enrolled Senate Bill 1531 (SB 1531-C) Page 4 CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Second Reading of Ordinance Amending AMC Chapter 2: Rules of City Council; Uniform Policies and Operating Procedures for Advisory Commissions and Boards; Recreation Commission; Conservation Commission; and Certain Administrative and Operating Departments FROM: David H. Lohman, City Attorney, lohmand@ashland.or.us SUMMARY The City Council, at its business meeting on March 4, 2014, approved the first reading of an ordinance intended to capture Council discussions at study sessions on December 2, 2013 and January 7, 2014, and requested some additional amendments. At the March 4 meeting, Council discussed and informally agreed to a number of changes to the version of the ordinance presented for first reading but did not formally amend that version. The revised version of the ordinance presented for second reading does incorporate those changes, and each of them that is substantive must be read aloud prior to seeking approval of the revised version on second reading. Differences between the two versions of the ordinance are indicated by highlighting in the version attached hereto for second reading. BACKGROUND AND POLICY IMPLICATIONS: At several meetings over the past year, Council has discussed various conceptual changes to the procedural rules for Council meetings and to the policies and operating procedures for advisory bodies. The proposed ordinance update shows proposed ordinance revisions intended to reflect the sense of the Council during those discussions. Some of the proposed changes are simple housekeeping revisions: non-substantive updates, corrections, clarifications or re-orderings. Other proposed changes that are substantive or that may not have unanimous Council support or that could cause controversy are briefly described below, opposite their proposed new Code sites. If the subject of a provision is already addressed in the current Code and has been moved to a new site, the current Code site is shown in brackets. • 2.04.010E Specifies when a motion to suspend the rules is permissible • 2.04.01 OF Clarifies role of parliamentarian and presiding officer in responding to questions about meeting procedures and rulings of the presiding officer [see current 2.04.020L] • 2.04.02013 Requires notice of Special Meetings 72 hours in advance, instead of 36. • 2.04.020C Specifies actions Council may take at study sessions Page 1 of 4 11FAWA CITY OF ASHLAND • 2.04.020D I Clarifies process for objecting to consideration of a matter in executive session • 2.04.020F Requires notice for all meetings except emergency meetings at least 72 hours in advance, instead of 36 hours [see current 2.04.020*] • 2.04.030B&C Clarifies procedure for a Councilor to add any item to a future meeting's agenda • 2.04.030E3 Clarifies disposition of scheduled agenda item not concluded • 2.04.04013 Allows for possibility that a Councilor may attend a meeting by electronic means upon suspension of rules. • 2.04.040C2 Adds certain limitations on Council deliberations [see current 2.04.020K] • 2.04.040C3 Requires Councilors to refrain from addressing remarks to the audience, adds examples of disruptive behavior, and clarifies possible responses to disruptive conduct in Council meetings [see current 2.04.040A] • 2.04.040C4a-I Provides streamlined procedures for managing meetings and making motions; replaces Roberts Rules except for situations not addressed in the proposed new rules • 2.04.040C4b Clarifies when a speaker may be interrupted and the process for dealing with overuse of such interruptions. • 2.04.040C6a Allows Councilor to be excused from voting upon approval by majority vote. Makes a Council member's refusal to vote count as a negative vote [see current 2.04.0201] • 2.04.040C6b Requires an affirmative vote of at least four Councilors to pass measures required to be decided by a two thirds vote [see current 2.04.0201] • 2.04.040C7 Clarifies when reconsideration can occur [see current 2.04.020J] • 2.04.050 Allows State of the City address to be presented at any regular meeting in January of each year. Changes order of business so that Public Forum takes place before consideration of the Consent Agenda unless altered by the presiding officer or suspension of rules • 2.04.050D2 Clarifies that a Councilor may request that any matter discussed in Public Forum be placed on a future Council agenda [see current 2.04.070] • 2.04.050D4 Establishes preference for Ashland residents during Public Forum • 2.04.050171 Allows Council by two-thirds vote to extend public hearings to as late as 9:45 PM • 2.04.050G Allows clarifying staff or public testimony to be taken on a consent agenda item without formally pulling the item from the consent agenda • 2.04.090A Clarifies distinctions between appointed and non-appointed commissions and between regular and ad hoc advisory bodies • 2.04.090C Requires considering possible appointment of replacement member of regular advisory body before reappointing existing member to more than two full terns Page 2 of 4 I`, CITY OF ASHLAND • 2.04. 10013 Relaxes attendance requirements for Council Liaisons to advisory bodies • 2.04.110A3&4 Provides guidance to Council members serving as City Representatives to external organizations when called upon to vote on matters potentially impacting the City • 2.04.110A5 Clarifies ethical obligations of Council member serving as City Representatives to external organizations • 2.10.020 Sets terms of service for most advisory body members • 2.10.02513 Clarifies meeting attendance requirements for members of advisory bodies • 2.10.025C Establishes advance notice requirements when advisory body member will not attend scheduled meeting • 2.10.025D Disallows alternates for members of the advisory bodies, except appointed by outside entity' • 2.10.025E Requires advisory body attendance reports • 2.10.040 Clarifies what should occur when a quorum of an advisory body is not in attendance at a duly noticed meeting • 2.10.050 Specifies when advisory bodies should elect officers and limits tenure of chair and vice chair to no more than three consecutive annual terms • 2.10.060 Requires timely preparation and posting of advisory body agendas and minutes • 2.10.105 Clarifies expectations for reports to Council about advisory body activities • 2.10.110 Clarifies circumstances under which advisory board members may speak for the City or the advisory board in external forums. • 2.11.015 Modifies termination date of terms of certain Municipal Audit Commission members Attachment 1 presents draft language intended to articulate three additional concepts which individual Councilors suggested at the March 4 meeting and for which support of a majority of Councilors was not then evident. In the body of the draft ordinance, asterisks in brackets corresponding to the bracketed asterisks in Attachment 1 indicate where those provisions might be inserted. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: The Council approved the first reading of the ordinance updates at its regular meeting on March 4, 2014, and suggested changes for inclusion in the second reading. Staff recommends Council approve second reading of the ordinance updates as amended to incorporate those changes and any other amendments approved by Council. Page 3 of 4 CITY OF ASHLAND SUGGESTED MOTION: I move to approve the second reading of an ordinance titled, "An Ordinance amending AMC Chapter 2: Rules of City Council, Uniform Policies and Operating Procedures for Advisory Commissions and Boards, Recreation Commission; Conservation Commission, and certain Administrative and Operating Departments" as amended and adopt the ordinance. ATTACHMENTS: • Proposed Ordinance Amending AMC Chapter 2 • Attachment 1: Councilor-Suggested Additions Page 4 of 4 ~r, ORDINANCE NO. AN ORDINANCE AMENDING AMC CHAPTER 2: RULES OF CITY COUNCIL, UNIFORM POLICIES AND OPERATING PROCEDURES FOR ADVISORY COMMISSIONS AND BOARDS, RECREATION COMMISSION; CONSERVATION COMMISSION; AND CERTAIN ADMINISTRATIVE AND OPERATING DEPARTMENTS 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, revisions to some of the Council meeting procedures currently in effect can reduce procedural uncertainties and facilitate efficient conduct of Council meetings; WHEREAS, permitting certain types of decisions to be made at Council Study Sessions will make Study Sessions more productive; WHEREAS, various members of City Council and of City boards and commissions have requested clarifications of the Uniform Policies and Operating Procedures for Advisory boards and commissions; WHEREAS, the staff liaison to the Conservation Commission is no longer the Electric Utility Director; and WHEREAS, the existing City code provisions concerning the functions of certain administrative and operating departments need to be updated to reflect current practices. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Ashland Municipal Code Chapter 2 is hereby amended as follows: Section 2.04.010 Authority. A. Oreeon Revised Statutes, Tthe Municipal GhER4er of the City Ashland City Charter, ";tiele Section 3, and the Ashland Municipal Code as well as the Oregon Revised Statutes governs many the meeting requirements and actions of the Council. Ordinance No. Page 1 of 28 B. These operating policies and procedures are established and adopted under the authority granted in the Ashland City Charter, Article VIII, Section 3. C. Robert's Rules of Order Newly Revised shall be the authority for deciding any questions on meeting requirements and actions not covered by the rules in AMC 2.04 or Oregon Revised Statutes. D. Failure to strictly follow the rules in AMC 2.04 or Robert's Rules of Order Newly Revised shall not be cause to void or otherwise disturb a decision or action of the Council. E. Charter provisions may be suspended or repealed only by a vote of the people. The rules on meeting procedures in Robert's Rules of Order Newly Revised and in the Ashland Municipal Code provisions listed below may be suspended temporarily upon a motion that is seconded and passed by a two-thirds vote in favor. Such a motion is not debatable or amendable. _ 3.- AMCI.04.020A (Regular Meeting days'and Mmes) 2 %,AMC 2:04.0200 (Study:Session.days;;timei anifcontent) 3: A1VIC2 ~04.040B (Atteiidanc T clect`ronicic(i'mmunication) 4. =AMC2.04.040C.4 (Parliariieniary procedure) 5'AMC2 04 OSOD 1 (Placement`ofPublic Forum rn agenda) 6~- A1VIC• 2~04;OSOG 1 (Opportumtyfor public eommeut onagend'a•items)~ 17. AMC 2.04:050J.1 (Submittal of ordinances 14 days in advance of meeting) F. The City Attorney is designated as parliamentarian for the Council. Council members' requests for information and on meeting requirements or possible Council actions may be referred to the City Attorney through the presiding officer for interpretation. After taking into account any opinion of the City Attorney, the presiding officer must rule on questions about meeting requirements or possible Council actions. A ruling of the presiding officer may be challenged by a point of order as set forth in AMC 2.04.040C4.b.(1). Section 2.04.020 Meetings. A. Regular Meetings. The regular sessions of the Council are on the first and third Tuesday of each month unless otherwise arranged, beginning at 7:00 p.m. Meetings are required to end no later than 10:30 p.m. B. Special Meetings. A Special Meeting may be called either by the Mayor or two members of the Council. Notice of the time and place of such Special Meeting and the subjects to be acted upon shall be delivered to all members of the Council at least 36 72 hours in advance of the time of the meeting, except in the case of an emergency, and the Council may consider and act only upon such matters as contained in the notice. C. Study Sessions. I Ordinance No. Page 2 of 28 The Mayor- or- two members of the Couneil may eall a study session at any time with 36 hour netwee for the purpose of informing members of the Couneil as to City affairs. Study sessions ar-e. held- so that Co ineil Pain ean&r- with staff And U----- I'---- other- experts on items deliberate towa"d-° a deeisiofl but ean give staff direetion to prepare materials for-a regular- Counaa meeting Study sessions are for Council members to receive background information and recommendations from staff or invitees with expertise on City business; to ask questions, discuss options, express their individual views on matters that may be voted on in subsequent Regular or Special Meetings; and to provide guidance to staff. The Council may vote in Study Sessions on guidance to staff concerning matters to be presented to Council for decision at subsequent meetings. By consensus, the Council also may direct staff to take action on other matters that do not require Council decision by ordinance or resolution. No particular cases involving quasi-judicial decisions may be discussed at Study Sessions. Study sessions shall begin at 5:30 p.m. on the first and third Monday of each month unless otherwise arranged, but shall not be held on national holidays: The Mayor or two Councilors may call a Study Session at any time with 72-hours advance notice. D. Executive Sessions. 1. All meetings of the City Council shall be held in open sessions, except meetings that may be closed for those purposes specified in the Oregon Public Meetings Law (ORS 192.610 to 192.690). These purposes include, but are not limited to, the employment and dismissal of public employees, the performance evaluation of the City Administrator and City Attorney, labor negotiations, real property transaction negotiations, and consulting with legal counsel on pending or threatened litigation. if any Couneflor-s feel do not feel that An item qhAuld be ative session the), should state r in the a .,tive session At any time during an executive session, a Councilor who feels a matter under consideration should be addressed exclusively in open session may state a point of order, which shall be ruled upon in the executive session as set forth in AMC 2.04.040C.4.b.(1). 2. Notice of executive sessions shall be given as required by State law and such notice must state the specific provision of law authorizing the session. The Mayor and City Councilors will act in accordance with State law regarding confidentiality of information discussed in Executive Sessions. 3. At the commencement of each executive session, the presiding officer must state on the record that executive session information is confidential and may not be reported. if it does net se speeify, tThe proceedings may be reported if no such statement is made. E. Emergency Meetings. Ordinance No. Page 3 of 28 The City Administrator is responsible for implementation of the Emergency Management Plan. When the City Administrator determines that a state of emereencv exists, the administrator will make a declaration to that effect and request the Mayor to call an emergency meeting of the Council in order to ratify the declaration of emergency. The emergency meeting of the Council will occur as soon as possible after the declaration of emergency. A quorum of the Council may not be possible due to emergency circumstances and is not required for this emergency meeting. Notwithstanding the advance notice requirements in Section 2.04.020B, D and F, notice of the emergency meeting can be made in the most expedient manner determined by the Mayor and need not be 72 hours in advance, but notice of the emereencv Special Meeting must be given at least 24-hour in advance if feasible. In any case, minutes of any emergency meeting must meet the requirements of ORS 192.640(3) and 192.650. EF. Notice of Meetings. Advance notice of at least 3672 hours shall be provided for all meetings,. except for emergency meetings. Notice shall be sent to a newspaper with general local circulation and posted prominently on the City's Web ;ite website. In the case of an emergency or when a state of emergency has been declared, public notice appropriate to the circumstances shall be provided and reasons justifying the lack of 3672-hour notice shall be included in the minutes of such meeting. F. As provided in Ar-tiele V111, Seetion 4 of the City Char-ter-, the Mayor and not less than three Ceuneilor-s, or four Couneilors, eonstitute a quorum. A simple major-it), of the quorum present deter-mines the aetion on any motion, question, or-dinanee, or- resolution. On questions requiring a PA,e thirds vote of the Couneil, as provided in t City Charter-, there shall be required an affir-mative vete of at least four Couneiler-s to exer-eise any sueh speeial powers. if the r-oll eall shows no quorum present, as defined by Section 4 of A rtiele \/iii of the City C~°t°r , the r..unei1°..° attend°°°° members, direet the Chief of Pefiee to nafi~,, the absent exeept these known to b unavoidably detained, that their-.. -ed to able the !'....neil to p ed with husinpqs. Should any then fail soen to appear-, the members present shall adjourn to a date fixed by them and all agenda items will be eantinued to the next Regular Meeting. G. fimergeney Meeting Preeedur-es and Quorum. The City Administr-ntor- is responsible for implemeHtation of the Emer-geney Management Plan. When the City Administrator deter-mines that a state of emeirgeney :styf the °dminist`fitor will make a deelar-.,t:°° to that a ffeet and request the Mnyor- to The speein! meeting of the Coufteil will oeeur- as soon as possible after- the deelar-ation of emergeney. A quorum of the Couneil may not be possible due to emergeney eir-eumstanees and is not required for the speeial meeting. Notiee of the speeial meeting ean be made in the most expedient manner- deter-mined by the Mayor- and need not 36 hours in advanee. Ordinance No. Page 4 of 28 H. Rebert' s Rules of Order, Rnhp,rt' q Rules of Order- shall b )r- the government of the Council during its sessions, ",he'. Hot in onfliet with the City !`hatter- and thege ^^d^ r.l a.S v Failure to strietl , follow Robert) R les of Order Shall of be efluse to void in its preeeedings: f. Voting: [ill.en a question o motion at to r vote by the chair eh m mber present shall . otee for or against the motion unless the Gouneil exeuses that member- from so thee-ent'ter the Mayor- or any member ealla, for a roll eall vote then eneh m mbdoing. if er m st vote.The Mayor „ only vote in the ease of a tie, and then : red to vote 10l I Reconsidering a Vote. A Ati^" to r side a a vote e an be made only onee and °t the session at which the motion or- matter was adopted, or at the next regular- meeting of the Couneil, provided that no vete to reeensider shall be made after the ordinanee, resolution, or net hits been offieially r-eeor-ded, filed or- transmitted or- otherwise gone out of the possession of the C It is the dub, of the Mayor- or- presiding offieer- to ensure that eaeh Couneil member ha the oppot4unity to speak. Couneilors should ask the Mayor- to be reeognized. No member shall spealk more than onee until eve", member- ehoosing to spealk shall hav-e spolken or waived their right to do so. No member shall speak t'A,iee an a motiam Fin the floor without leave of the Mayor- or presiding offieer- f'a...neil members S ea.l. on b, for themselves and shall be o dir-eet a nd r rdid They vv m...u Wor'-.E to keep diand eal' for - a "proeess ehee#)) if the diseussien ha.r.....a.S ha.a.a.a.d dawn Time limits h.. Sa.t a.r ta...:es by than Mayor-, by the pr-esidin or by a eonsensus of the Couneil. offieer, L. City Attorney as Parliamentarian-. The City Attorney is designated as parliamentarian for the Counc . -Question of parliamentary rules may be referred to the City Attor-ney through the presiding offieer for interpretation. The final ruling rests with the presiding offieer-. Section 2.04.030 Agendas. The City Administrator is responsible for the preparation of the Council agenda. A. Agenda Guidelines for Regular Meetings. Topics will be added to a Council agenda based on timeliness of the topic and with consideration of the number of items already scheduled for the Council. Matters to be considered by the Council shall be placed on an agenda to be prepared by the City Administrator from the following: Ordinance No. Page 5 of 28 I . All items considered by the Council during Study Sessions, which require a subsequent Council vote. 2. All items which are required by law or policy to be presented to the Council. 3. All other items that the City Administrator, City Attorney or Mayor present to the Council for action or information. 4. Items placed on the agenda in accordance with paragraphs B and C of this Section. 5. Requests of City Boards, Commissions, and Committees. B. Agenda Additions by Councilors. Councilor may est that place an item pfief to initial Council diseussion 1. A p placed on the Council's agenda that does not i olye staff polio y research, or drafting of an erdinanee provided-that preparing the matter for Council consideration would not require more than two hours of staff time, including policy research and document drafting. The Councilor shall notify the City Administrator of such an addition to the agenda no later than noon of the Wednesday prior to the Council meeting. The City Administrator shall determine the order of business of the item. The City Administrator may request that the matter be deferred until a later meeting if the agenda of a particular meeting is already lengthy. Council members will endeavor to have subjects and any materials they wish considered submitted prior to finalization of the Council packet. Q 2. A Councilor who wants to add to the Council's agenda an item requiring more than two hours of preparation by staff, including policy research and document drafting, should first faire the issue propose the addition at a Regular Meeting under Other Business from Council members or at a Study Session. -0- than ° hetifs °f °n° staff tifne being sp t en tz ie issue Tt" r,.... oiler may also request that the disc,.....:'"' '.r this item be flaffnally The Council should consider items such additions to the Council agenda in light of City priorities, including adopted City Council Goals, and workload. The Council must agree to proceed with an issue or ordinance before staff time is spent preparing the matter for Council action. The Councilor may present information or a position paper or ask for a department report or committee recommendation. Councilors who agree that staff time can be spent on a particular item are not bound to support the issue when it comes before the Council for a vote. DC. During a meeting. Any topic may be added to an the agenda by a majority vote of the Councilors present. Generally these items should be limited to items of timeliness or emergencies. Advance notice of executive sessions, however, must be given as required by State law. ED. Postponing Agenda Items Before Consideration. 1. If a Councilor will be absent from an upcoming Regular Meeting, the Councilor may request during a Regular Meeting that consideration of an agenda item be postponed to a future Regular Meeting. The request will be honored if the majority of the Council votes in favor of postponement and the matter is not time-sensitive. Ordinance No. Page 6 of 28 2. If the request to postpone is made outside a regular Council meeting the Councilor requesting the postponement shall submit a request to the Mayor or City Administrator in writing or by email as early as possible. The request to postpone will be honored unless the majority of the Council at the public meeting votes not to postpone the item or if the matter is time-sensitive. 3. If time expires before the City Council can consider an item on the agenda including an advertised item, the unaddressed item shall automatically be continued to the next rtularly scheduled m°°'iiig of the Gouneil scheduled Regular Meeting or Study Session; re-advertisement shall not be required for such continued items. A note shall be placed on the Agenda referencing this continuance rule: "Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Geuneil ffleeting scheduled Regular Meeting or Study Session of the Council. AMC 20.40.030.E." FE. Council Packets. Written materials, from Councilors, staff and citizens, which are related to agenda items to be included in the Council packet, must be submitted to the City Administrator' s office no later than 12:00 noon six days in advance of the Council meeting for which it is intended. Materials submitted must include author's name and address. GF. Study Session Agenda Preparation. The City Administrator prepares the agenda for the Study Sessions from: 1. Items requested by the Mayor and members of the Council to be listed on the agenda. 2. Items deemed appropriate by the City Administrator. 3. Business from the Council pertaining to committee reports and other business. 4. Items requested by City Commissions, Committees or Boards. G. Time Limits. Items appearing on the Council Study Session agenda shall be assigned a time limit and the Mayor shall hold discussion to within the time frame, unless the consensus of the Council is to extend the time limit until an issue or item is discussed and resolved. Section 2.04.040 Conduct of Meetings. A. Quorum. As provided in Article VIII, Section 4 of the City Charter, four Councilors, or the Mayor and not less than three Councilors, constitute a quorum. If the Council members present do not constitute a quorum, the members present may adjourn or a maiority of the members in attendance may direct staff to notify the absent members, except those known to be unavoidably detained, that their presence is required to enable the Council to proceed with business. B. Attendance by Electronic Communication. Except in the event of a suspension of rules pursuant to AMC 2.04.010E, members of the City Council may not attend or vote at public meetings by means of telephone or other electronic communication. The rules on meeting procedures and Council actions Ordinance No. Page 7 of 28 shall otherwise remain in effect notwithstanding any such suspension of rules to allow for attendance by electronic communication. AC. Council Deliberation. _Presiding Officer. The Mayor, or in the Mayor's absence, the Chair of the Council, shall beside be the presiding officer at the meetings of the City Council. In the absence of these officers at any meeting, the Councilors present shall appoint a Chair Pro-Tem to serve temporarily as presiding officer and proceed with the meeting. The Chair-, he Mayor, - vote on all motions other than presiding officer may not vote on appeals from decisions made while acting as presiding officer. The Chair of the Council or Chair Pro-Tem may vote on all other motions, but the Mavor may vote only as provided in City Charter Article 4, Section 3. The presiding offieer- shall be r-esponsible for- ensuring order- and deeor-um is maintained. Comments and disagreements should be addressed to the topie at hand and nvoid negative personal r-emar-ks- Attendees and speaker-s are required to str-ietty abide by the direetions the presiding offieer. Behavior actions that are unreasonably loud or- disruptive shall be eause for- removal frem Co"Heil meetingsw IoW-.yruSSe.:.mj~&S ^-~r`ovmcv-rtrv ~oo.oz ~e). k5ri:Ptrvcma-gyro r- 'rtnc m^ "ve5 e engaging in violent or distraeting or disruptive language, and refusing to ohey an order- of the presiding offieer-. Signs are not permitted and will be eensidered disruptive. The pr-esiding offieer- may set time limits on agenda items. 2. Deliberation Rules. The presiding officer shall ensure that each Council member has the opportunity to speak on each issue before the Council. Councilors must ask the presiding officer to be recognized. Unless otherwise permitted by the presiding officer, no member may speak more than once on an issue and may do so only after every other member has spoken on or declined to address the issue. Time limits may be set on topics by the presiding officer or by a consensus of the Council. Council members, as well as members of the public speaking on Council agenda items, shall confine their remarks to the question under deliberation, avoid redundancy, speak only for themselves, and make no negative personal remarks or comments about the motives or personal traits of others. 3. Decorum. The presiding officer shall be responsible for ensuring order and decorum is maintained. Except by permission of the presiding officer, a Councilor shall address any remarks to the Council, and not to the audience: Any person's failure to abide by the presiding officer's instructions constitutes "disruption of a lawful assembly" as provided in ORS 166.0250)(c) and may be cause for the presiding officer, or a majority of the Councilors, to direct a city official to remove the person from a Council meeting. Disruptive behavior includes engaging in violent, intimidating or distracting actions Io gestures, making loud or disruptive noise, using loud or disruptive profane language, Ordinance No. Page 8 of 28 making negative personal remarks or comments about the motives or personal traits of others, and refusing to obey an order of the presiding officer. Signs are not permitted and will be considered disruptive. A direction or order of the presiding officer may be challenged by a point of order as set forth in AMC 2.04.040C.4.b.(1). 4. Motions and Permissible Intervening Actions. a. Councilor Actions During Debate. No motion or intervening action shall be received or recognized by the presiding officer when a question is under debate, except for the ten secondary motions and intervening actions listed below. The disposition of any motion or action listed below must occur before consideration of any other action lower on the list. (1) Point of order, request for information, or objection to consideration of a matter (2) Motion to adiourn (3) Withdrawal of a motion (4) Motion to lay the matter on the table (5) Motion to divide a motion under debate (6) Motion to refer (7) Motion to call for the previous question (8) Motion to postpone to a certain time (9) Motion to postpone indefinitely (10) Motion to amend b. Permissible Intervening Actions While a Speaker Has the Floor. (1) Point of Order. Any member may interrupt a speaker who has the floor to raise a point of order if meeting protocol appears to have been broken. The point of order must be addressed to the presiding officer and may not be addressed directly to the speaker. The speaker must immediately cease speaking, and the issue identified in the point of order must be resolved before business continues. No second is required, and no debate is allowed on the point of order. The presiding officer may seek clarification on the point of order from its maker, from the speaker who had the floor when it was made, or from the Parliamentarian. Before proceeding further, the presiding officer must sustain or overrule the point of order or submit it to Council decision by maiority vote with no debate. A member who disagrees with the presiding officer's decision to sustain or overrule a point of order may move immediately following a ruling by the presiding officer to overturn it. The motion to overturn a ruling on a point of order may not be debated, and the presiding officer may not vote on it. Approval of the motion requires a maiority of affirmative votes; the motion fails in the event of a tie vote. (2) Request for Information. Any member may interrupt a speaker who has the floor to seek permission to make a request for information from the speaker or from staff or invitees with expertise on the subject under discussion. The request must be addressed to the presiding officer and may not be addressed directly to the speaker. The speaker must discontinue Ordinance No. Page 9 of 28 speaking until the request for information has been denied or satisfiedMNo second is required, and no colloquy is allowed on the request for information; except to the extent specifically set forth herein: The information sought must concern either the subject under discussion or meeting procedure rules. The presiding officer may ask the requestor for a statement of the nature of the information sought. Neither a request for information nor _a statement of the nature of the information sought may contain statements of fact unless they are necessary to make the request intelligible and must not contain arguments. Upon inquiry from the presiding officer, the person who had the floor when the request for information was made has sole discretion whether to temporarily relinquish the floor to allow the requested information to be provided. An obiection to apparently superfluous reg a""sYs%fdV for afi n may be made through a point of order.' (3) Objection to Consideration of a Matter. A member who contends a matter about to be discussed is irrelevant or for any other reason not advisable to consider, may object to consideration of the matter. The objection may be made before or after another member has been assigned the floor, but only if debate has not vet begun and none of the motions in AMC 2.04.040C.4.a. has been made. An objection to consideration of a matter does not require a second and is not debatable or amendable. Immediately after the objection is made, a vote on sustaining the objection must be taken. The obiection fails unless at least two-thirds of the Councilors present vote to sustain it. c. Main Motion. A main motion is a proposed action that brings business before the Council when no other motion is pending. The actions listed in AMC 2.04.040C.4.a. may be undertaken while the main motion is pending, and, if passed, may affect the Council's consideration of the main motion. A main motion requires a second, is amendable and debatable, and passes upon a maiority vote in favor. d. Adjourn. A successful motion to adiourn terminates a meeting and transfers the remaining unfinished business to the agenda of the next Regular Meeting or Study Session. It requires a second, is not debatable or amendable, and passes upon a majority vote in favor. e. Withdrawal. A motion may be withdrawn by the mover at any time before an amendment is made to it or, if no amendment is made, before a vote is taken on it. Withdrawal of a motion does not require a second,` and debate'of a' proffered withdrawal is not allowed! f. Motion to Lay a Matter on the Table. A motion to lay a matter on the table is a proposal to suspend consideration of a main motion and all pending related motions until later in the same meeting in order to deal with another matter that has come up unexpectedly and which must be dealt with before the pending motion can be properly addressed. A motion to lay a matter on the table requires a second, is not Ordinance No. Page 10 of 28 amendable or debatable, and passes upon a majority vote. Before the meeting adjourns, a subsequent non-amendable, non-debatable motion may take the matter from the table if seconded and passed by a majority vote in favor. If the meeting adiourns without considering the tabled item, it will be continued to the next Regular Meeting or Study Session in accordance with AMC 20.04.030E. 9. Division of a Motion. Any member may move to split a motion under consideration into two or more independent motions that are taken up in sequence. Each new motion is debated, possibly subjected to secondary motions, and voted upon before taking up the next part. The mover may designate in the motion the order in which the parts are considered. The motion requires a second, is amendable, is not debatable, and passes upon a majority vote in favor. h. Referral. A motion to refer is a proposal to refer a matter to a subcommittee or another body for further study and possible recommendations to the Council. The motion requires a second, is debatable and amendable, and passes upon a majority vote in favor. Any proposed amendments to a main motion on the referred matter that are pending at the time are also referred. L Previous Question. A motion to call the previous question is a proposal to end debate on a pending motion. It precludes all amendments and debate on the pending motion until it is decided. The motion to call the previous question is not debatable or amendable and requires a second and a two-thirds vote in favor. i. Postpone to a Certain Time. This motion is a proposal to postpone a matter to a particular future meeting, requires a second, is debatable and amendable, and passes upon a majority vote in favor. One function of this motion can be to continue consideration of an agenda item at a designated subsequent meeting, k. Postpone indefinitely. A successful motion to postpone a matter indefinitely prevents action on the matter for the rest of the meeting. It must be seconded, may be debated, may not be amended, and passes upon a majority vote in favor. The debate may address the substance of the main motion. A successful motion to postpone a matter indefinitely does not preclude consideration of the matter at a subsequent meeting if it is properly added to the respective agenda. 1. Amendment. Any main motion and any amendment to a main motion may be amended to add or omit words. A proposed amendment must be germane, must be seconded, and is debatable if the motion to be amended is debatable. The amendment passes upon a majority vote in favor. Other amendments may also be proposed, provided that they do not nullify the amendments already passed or attempt to amend a motion to amend a motion to amend. 5. Restatement of Motion. Before a vote is taken on a motion, it must be restated by the presiding officer or the City Recorder. Ordinance No. Page 11 of 28 6. Voting. a. When a question or motion is put to a vote by the presiding officer, each Councilor present must vote for or against the motion unless a majority of the Council excuses that Councilor from so doing. Unless excused from voting, a Councilor who is present and does not vote for or against the motion shall be counted as having cast a negative vote. The Mayor can only vote in the case of a tie, and then is required to vote unless excused from voting by a majority of the Councilors present. If the Mayor fails to vote when required to do, the Mayor shall be counted as having cast a vote against the motion. b. A simple majority of the quorum present determines the action on ordinance, or resolution and on most motions. On questions required by City Charter, City Ordinances, or applicable provisions of Robert's Rules of Order Newly Revised to be decided by a two-thirds vote of the Council, approval requires an affirmative vote of at least four Councilors. 7. Reconsideration. A member who voted in favor of any Council action may move for reconsideration before adjournment of the meeting at which the action was approved or at the next Regular Meeting, unless the item already has been approved or vetoed by the Mayor pursuant to City Charter Article 4, Section 3. The motion must be seconded, is debatable if the action under reconsideration is debatable, is not amendable, and passes upon a majority vote in favor. Any member may second a motion for reconsideration. A motion to reconsider a Council action may be made only once. A vetoed item may not be the subject of a motion for reconsideration. Section 2.04.050 Order of Business at Regular Meetings. ,The Mayor's State of the City address shall occur at a Regular Meeting in January of each year. The Mayor or presiding officer may change the order of business on the agenda. 'rte order- of business has been established by or-dinanee s The usual order of business will be as follows: A. Roll Call. B. Approval of minutes of the previous meeting. If there are no corrections or objections to the minutes, they shall be considered approved; otherwise, to be approved by vote. The minutes as approved shall be signed by the Mayor and City Recorder. C. Special presentations, proclamations and awards. This item on the agenda is used to acknowledge special recognition and awards given to the City or for the Mayor to announce proclamations, which serve to encourage and educate the community. Proclamations shall be made and placed on the agenda at the discretion of the Mayor. Requests for recognition under this agenda item should be submitted in writing to the Mayor. D. Public Forum. Ordinance No. Page 12 of 28 1. Public forum is to precede the consent agenda unless public forum is moved to later in the agenda of a particular meeting by decision of the Mayor or presiding officer or by temporary suspension of the rules pursuant to Section 2.040.010E. 2. Members of the public may speak during public forum about any topic not on the agenda for the same meeting. The agenda for public forum is 15 minutes, unless a majority of the Council votes to extend the time. On behalf of the City, any Councilor maV request that any matter discussed during public forum be placed on a future Council agenda. 3. Public forum is not to be used to provide or gather additional testimony or information on a quasi-judicial matter. Public testimonV will not be accepted on a matter subject to a public hearing where the record has been closed if the matter is still pending. 4. Persons wishing to speak during public forum are to submit a "speaker request form" prior to the commencement of the public forum and deliver the form to the City Recorder. The Mayor or presiding officer is to inform the audience on requirements for submission of the form Wif `'possible and feasrble'xn eference will be given the individuals who reside within 'tl a city'litnits of Ashland.,ZPersons' Who do not reside in the City may be placed at the end of the list'of hose wshme!to speak of public forum: DE. Consent agenda. Routine business items may be listed by the City Administrator under this item, which shall be acted upon in its entirety, except that the Mayor or any member of the Council may request that any item be moved to the regular agenda under the appropriate section of business. EF.Public Hearings 1. Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the Council, unless the Council, by a two-thirds vote of those present, extends the hearing(s) for one half hour until 9:30 p.m up to 9:45 p.m., at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda. 2. Not more than two land-use appeal hearings shall be scheduled for any Regular Meeting of the Council. The City Administrator may, in the administrator's discretion, schedule additional legislative hearings depending on the anticipated length of the Council meeting. 3. Persons wishing to speak at public hearings are to submit a "speaker request form" prior to the commencement of the hearing and deliver the form to the City Recorder. The Mayor or presiding officer is to inform the audience of this requirement to submit the form prior to the commencement of the hearing. No testimony will be accepted on public hearings that have been closed. Ordinance No. Page 13 of 28 1nel' ded an the agenda. The agenda for ....1.1:.. {'....um is 15 utes, ..less a majority mt. of the Couned votes to extend the time. Per-sons wishing to speak are to submit a lispeaker request form" prior- to the eommeneement of the forum and deliver the form to the Ciit Reeorder. The Mayor o siding o ffie'... .q to :..1'...m the '.dime' requirements for- submission of the form. topie is indeed on the agenda for the same meeting. if a member- of the publieWiShes tO- speak on an agenda item or publie hearing item the), may do so at the finte set nside those topies. Publie forum is not to be used to pr-ovide or gather additional testimony or infer-mation on a quasi judieial matter-. Publie testimony will not be neeepted on a publie hearing where the reeord has been elosed if the matter is still pending. The Mayor will set tome limits for people who ask to spealk during pubhe forum. in gener-al the time lim-ok Should he set to enable nil people who wish to eomplete their testimony. Time limits shall not be ..hurt as not A low speakers to ^dd°^^^ thpor 1171'en o Bible and feasible, p..,.P....'.....e will bee t..:..d4-yid- ...1.....1.e -Fes:d,....:N.:.. of the list of those wishine to spenk at publie forum. G. Public Testimony on Agenda Items. 1. Members of the public who wish to speak on an agenda item that is not the subject of a public hearing at the same meeting (See Section F. above regarding public hearing testimony) may do so at the time set aside for that agenda item. If a member of the public or a Council member has requested time to speak on a consent agenda item, the presiding officer shall make time for a brief presentation by the requestor prior to the Council's vote on the consent agenda. 2. Persons wishing to speak on an agenda item are to submit a "speaker request form" prior to Council consideration of the agenda item and deliver the form to the City Recorder. The Mayor or presiding officer is to inform the audience on requirements for submission of the form. 3. The presiding officer will set time limits for people who ask to speak on agenda items. In general the time limits should be set to enable all people who wish to present testimony. Time limits shall not be so short as to not allow speakers to address their topics. GH. Unfinished business. HI.New business. IJ. Ordinances, resolutions and contracts. I I Ordinance No. Page 14 of 28 al. Every ordinance is to be enacted in accordance with Article X of the City Charter. Copies of the ordinance shall be e-mailed to Council members and the Mayor at least fourteen days prior to the meeting. Council members may review the ordinance and forward suggestions for changes to the City Attorney for consideration. Minor changes may be incorporated, substantive changes will be considered at the time of first reading. Any substantive changes to the ordinance must be verbally noted at first reading. Council members must submit comments to the City Attorney no later than 12:00 noon on the Wednesday prior to Council meeting. Titles of lengthy ordinances wil Lenethy ordinances may be read by title only at Council meetings if the Ordinance title has been published in the local paper at least seven days in advance of the Council meeting thus allowing the Arainanee to he -°va 6...... I.. et the Council meeting. b2. Resolutions may be placed on the consent agenda and voted upon. Resolutions do not require a roll-call vote. e3. The voting on all ordinances may be by roll-call vote and recorded in the minutes showing those numbers voting for and those voting against. dK. Other business from Council members. Section 2.04.060 Identification of Fiscal Impact of Policy Decisions. A. When the City Council adopts a program or policy, it shall indicate how it expects that program or policy will be funded; e.g., which existing taxes or fees the Council expects to increase and by how much, or which current City programs or department expenditures the Council expects to reduce to fund the new program or policy. However, if the Council cannot reasonably identify a potential funding source, it shall so indicate. B. As used in this Section the term "program or policy with significant revenue implications" includes an ordinance or a resolution in which implementation may entail expenditures in any budget year in excess of one and one-half percent (1.5%) of the City's annual General Fund budget, and which may require an increase to existing taxes or fees or an imposition of new taxes or fees. C. The provisions of this Section shall not apply to extraordinary expenditures in situations of, or necessitated by, public emergencies. See#ie 2d 4.070 Rights of Citizens Citizens fna), speak on any item not on the agenda during publie ferum. Aii), eitizen has the fight to present an item to the Gity Gouneil during publie fartim. On behalf of the Gitmay request the item be ..1.."°'' " f..ture agenda. Ordinance No. Page 15 of 28 Section 2.04.080 Conduct with City Employees. The City Council will work with City staff in a spirit of teamwork and mutual cooperation. A. Councilors may make inquiries of staff to increase their understanding of an issue or action. Councilors should limit requests for information from staff to questions that may be answered with minimal research. Requests that require significant staff time or resources (two hours or more) should be directed to the City Administrator and must be approved by the Mayor, City Administrator, City Attorney or by a majority vote of the City Council. B. Written information given by the Mayor, Councilors, City Administrator, City Attorney, or City Staff, including materials requested by individual Councilors and the Mayor, generally will be distributed to all Councilors with a notation indicating who has requested that the information be provided. C. Individual Councilors should respect the separation between policy-making and administration. ,hey Councilors shall not pressure or direct City employees in a way that could contravene the will of the Council as a whole or limits the options of the council. They Councilors must not interfere with work performance, undermine the authority of supervisors, or prevent the full eCouncil from having access to relevant information. Notwithstanding this paragraph, nothing shall hamper the Council's ability to evaluate the performance of the City Administrator or the City Attorney. D. The Mayor and council members should strive not to criticize any person in a public meeting or in public electronic mail messages. The same expectation applies to City staff in the exercise of their official duties. Discussions and disagreements should focus on the content of the topic at hand. Nothing should limit a Councilor or staff person' s right to report wrongdoing. E. Councilors with a concern about the performance of a particular staff person should express that concern to the Mayor, City Administrator, City Attorney. Section 2.04.090 Commissions and Boards. A. Establishing Commissions and Boards. Commissions and boards originate from different sources, including Oregon State Statute, City Charter and Municipal Code; others are established by direction of the Mayor or the City Council. Establishment and description of the Recreation Commission, which is not an appointed commission, is described in City Charter Article XXII and in AMC 2.16. Adviso", Commissions and Boards Appointed advisory commissions and boards and other advisory bodies which are permanent {Regular} shall be eediied described in other sections of AMC Chapter 2 and designated as "Regular" boards, commissions, or advisory bodies. These shall ineluding but no include but not be limited to Forest Lands Commission, Planning Commission, Transportation Commission, Planning Hearings Board, Publie Recreation Commission, Public Arts Commission, Conservation Commission, Ashland Airport Commission, Housing and Human Services Commission, Historic Commission, Tree Commission, and the Municipal Audit Commission. AMC 2.10 contains code eommen Ordinance No. Page 16 of 28 applicable to all Appointed Comm-isRions- and I-Ron Regular and ad hoc commissions, boards, task forces and other advisory bodies. B. Ad-hoc Committees and Task Forees. The Mayor shall have the authority, with the consent of the Council, to form ad-hoc committees or task forces to deal with specific tasks within specific time frames. Such ad hoc committees or task forces shall abide by uniform rules and procedures set forth in AMC 2.10 and such other rules as prescribed by the order establishing such ad hoc entities. Committees or- task for-ees shall make recommendations by way of a formal report to the City Council. The Mayor or City Administrator may refer matters to the appropriate ad hoc committee or tasle ore e. The Mayor with the consent of the Council shall appoint the membership of such committees or t° esMembers of Regular Boards and Commissions may be appointed to ad hoc committees and task forces. The City Administrator shall by order establish the ad hoc body's scope of the work and rules of procedure, if necessary. The Council has the authority to follow the recommendations, change the recommendations, take no action, remand the matter back to the ad hoc body or take any other action it sees fit. The Council by majority vote may remove a member of an ad hoc committee -or ashree at any time, with or without cause. The City Council by majority vote may amend or dissolve an ad hoc committee or task foree. C. Regular Commission and Board Membership Appointments. Except for the Municipal Audit Commission (AMC 2.11) all Regular advisory committees and boards not required by state law to be appointed by the City Council shall be appointed by the Mayor with the consent of the Council. The Mayor may request assistance or recommendations from Councilors in making appointments. In the Mayor's absence, any necessary appointment may be made by the presiding officer with the consent of the Council. When necessary, the Mayor shall stagger the initial expiration of terms of appointees, such as in the case of a new commission or board. The Mayor shall not appoint, nor shall the Council consent to the appointment of a person to more than two (2) regular board or commission positions at a time. This rule shall not apply to the Planning Hearing Board. Because broad citizen participation is encouraged, the Mayor and Council shall give due consideration to appointment of new qualified members before re-appointing a person to more than three (3) two (2) full terms on any single regular board or commission. D. Mayor Membership on Ashland Budget Committee. For the purpose of local budget law, the Mayor is a member of the governing body of the City of Ashland. and shall be a voting member of the budget committee. E. Student Membership on Regular Commissions. and Boards. The Mayor with the consent of the City Council may add to the membership of any city commission or board up to two positions for student liaisons. The student liaisons shall be non- voting ex officio members of their respective commissions or boards. Once the liaison positions have been added, the liaison from the high school shall be a high school student chosen by the Ashland High School Leadership class and the liaison from the university shall be a university student chosen by the Associated Students of Southern Oregon University Student Senate. Student Liaisons need not be appointed to every advisory commission or board. F. Regular Membership Removal Process. Ordinance No. Page 17 of 28 The City Council, with or without cause, may by majority vote of the City Council at a Regular Meeting, remove any regular commission or board member prior to the expiration of the term of the appointment. Written notice of removal to the affected member shall be provided. Removal shall be handled with respect and courtesy. If a member resigns or is removed, the Mayor shall appoint a replacement for the remainder of the tern in accordance with paragraph C. above. Notwithstanding the above procedure, removal of a Planning Commissioner shall be governed by the procedures in ORS 227.030 and removal of any member of the Recreation Commission or the Planning Commission is not subject to this section. Hearings under ORS 227.030 are hereby delegated by the governing body to the City Administrator or Hearings Officer in accordance with the AMC 2.30, the Uniform Administrative Appeals Ordinance. G. Changing or Dissolving a Regular Commission, Committee or Board. After the any Regular commission, committee -er board or other advisory body has been formed and codified, any change or dissolution requires an ordinance amending the Municipal Code. Section 2.04.100 Council Liaisons to City Advisory Boards and Commissions. A. Role and Responsibilities of Council Liaisons. 1. The primary role of a Council ILiaison is to facilitate communication between the City advisory body and the Council. A Council Liaison is an ex officio non-voting member of the advisory body, not a regular voting member and shall not serve as Chair, unless the Ashland Municipal Code specifically requires the Liaison to serve as Chair or in a voting capacity. Notwithstanding the above, the Council Liaison to the Planning Commission shall be considered a non-member Liaison and not an ex-officio member as regards quasi-judicial matters. 2. City Councilors serve as liaisons to City ^^---missions and boards ^ well as ^a hoe the City's Regular and ad hoc advisory bodies and are expected to represent the full City Council objectively and accurately in interacting with the such entities. 3. City Councilors may attend meetings of Cib, Adviso", Beards and Commissions an' other- ^a hoe entities the City's Regular and ad hoc advisory bodies as citizens of Ashland. When attending as a citizen, Council members must identify their comments as personal views or opinions not a representation of City Council policy. B. Attendance. Liaisons should attend an rRegular meetings of the C-ammissions and Boards, or Ad hoe Committees or Task Forees Regular and ad hoc advisory bodies to which they have been assigned as time permits and should make special efforts to attend meetings in response to specific requests to participate in discussions on topics the Council may need to be aware of or provide input on. attending, in the event a liaison has difficulty the liaison should find an alternate to attpnfl or review the video or- other- reeord of the pr-eeeeding. in- the event of -A continuing seheduling eenfliet, the Liaison should ask the Mayor- to be reassigned. Liaisons shall not attend quasi-judicial proceedings when the final appeal or final decision is or could come before the City Council. C. Deliberations. The City Council values diversity of opinion. A significant role of an advisory body is to Ordinance No. _ Page 18 of 28 represent many points of view in the community and to provide the Council with advice based on a full spectrum of concerns and perspectives. Accordingly, Council liaisons to City advisory bodies should not attempt to direct debate, lobby, or otherwise influence the direction or decisions of any advisory body bodies to which he or she has they have been assigned. Council liaisons are encouraged to field and answer questions as appropriate for an ex-officio member of the advisory body. Undue influence over the decisions of any City advisory body shall be grounds for removal of a Liaison assignment under paragraph 14, below. D. Respect for Presiding Officer. City Councilors attending advisory body meetings as liaisons shall accord the same respect toward the Chair and other members as they do towards the Mayor, Presiding officer or each other. L. Council Information. City Councilors will inform the advisory bodies to which they have been appointed liaison of about Council agenda items and Council decisions that may be of interest to the advisory body. Liaisons shall also encourage advisory board members to attend Council meetings to keep abreast of Council action, policy matters and the activities of the eity City. To fneil:t^te the al'oye and notwithstanding a other provision of the Code the Chair of "Report an advison, body shall per-iodiealb, plaee on the Agenda for the advisory body, an item labeled ee F. Rele of Liaison as Regards Advice on Filling Vacancies. The Council ILiaison for each advisory body, together with the advisory body chair and assigned staff liaison will make recommendations to the Mayor for appointment of citizens to fill vacancies on their respective advisory bodies. G. Renert:ne to the Coun it Gotmeil liaisons shall ver-iodieally report to the entire Counei' on sien6fion"t and important neth,kies of eaeh advisory bodv to whieh thev have been as adv*sery ,.dv sh"..'d 1...: vot^'1 to a `hurt a al o ntation to the Chi, Couneiol. Liaisons fflav seek assioanee from the relevant staff liaisons this r-ey ertin e -ie5ffOriSibiiirr MG. Liaison Appointment Process and Term. The Mayor will appoint a Councilors to act as a Council lLiaisons to each and every Reaular advisory commission or board. Councilors interested in a particular subject area should inform the Mayor of their interest and the Mayor should take the expression of interest and/or a Councilor's preference into account when making appointment decisions. Liaison appointments shall be for a term of one year unless otherwise expressly stated. Appointments are generally made on an annual basis in January and the Mayor shall make an effort to rotate liaison assignments if there is more than one Councilor expressing a preference for an specific appointment. 1H. Removal from a Liaison Assignment. The Mayor or a Councilor may be removed for any reason from a specific liaison position or assignment upon two-thirds vote of the entire Council. Ordinance No. _ Page 19 of 28 Section 2.04.110 Council Representatives to State, Regional, Community and other External Organizations. A. Role and Responsibilities of Council Representatives. 1. City Councilors may be appointed, either by the City or by another entity, to serve as the City of Ashland's representativ Representative to State, Regional, and Community organizations. In all cases, the City's representative Representatives will follow the bylaws and guidelines for service of the organization to which they have been appointed. 2. The purposes of serving as an official Representative to State, Regional, Community, and other external organizations are to ensure effective working relationships with other agencies and organizations, ensure that Ashland uses all possible avenues to achieve community goals; achieve City Council goals both within the community and in the Rogue Valley; protect the home rule authority of the City of Ashland to make decisions that are best for the community; ensure that key City revenue streams are protected; and secure federal and state funds for projects that benefit the City of Ashland and other community institutions. 3. Representatives-. In their =s :Gity Representatives, City Councilors. are°i zti cted to represent the full city Couucd`accurately and-obiectively and to .depict-'the 'position of other Councilors accurately and obiectively. If the Council has an approved position on a matter under discussion, the Representative shall articulate and, if called upon, vote in favor of that position. If the City Representative is asked to take an official position on an issue that affects the City of Ashland and the City' s official position is unknown or unclear, the City Representative should request that the item be placed on a City Council agenda in accordance with AMC 2.04.030 for full City Council action. If the Council has not approved an official position and has not had the opportunity to confer with the City Representative on a matter under deliberation in the subject external organization, the Representative shall make a good-faith effort to reflect what the Representative believes the full Council's position would be if the Council were to consider the matter, regardless of the Representative's personal views, and shall report to the Council 'on thc4-1 `atier discussed in the external organization at the next feasible opportunity thereafYe'r. Representing a position other than the offleial position of the City of Ashland Conduct contrary to the guidelines in this subsection is grounds for removal under paragraph E. 4. City Representatives serving as voting members on another organization's Board of Directors (such as the Rogue Valley Council of Governments) should work in the best interest of that organization when not in ^^°fli^' with unless such action would not be in the best interest of the City of Ashland. When presented with anflie' the "ember 5. if the City Couneil Representative is as-k-ed to talke offleial position on an issue that affeets the C D ty of Ashland and the City' s offieial position is unlinewn or unelear-, the City Cou-n-Pe i I A- r qs h- -0 u request that the item be pineed on a- Ordinance No. Page 20 of 28 ra. Council ^ nda O ^"danee with LAIC 2.04.0-10 for hill C.0 b, Canned netion If the City Representative has an actual or potential personal conflict of interest, as defined in Oregon Ethics Law, the Representative must fully comply with the applicable requirements of Oregon Ethics Law and City ethics ordinances. 6. City Council members may attend meetings of state, regional, and community organizations as citizens of Ashland. When attending as a citizen, Council members must identify their comments as personal views or opinions not a representation of City Council policy. B. Attendance. Representatives should attend all regular meetings of the organizations to which they have assigned. In the event a Councilor has difficulty attending, the Representative should find an alternate to attend on the City's behalf. In the event of a continuing scheduling conflict, the City Representative should ask the Mayor to be reassigned. C. Reporting to the Council. Council Representatives shall periodically report to the entire Council on significant and important decisions activities of each state, regional, and community organizations to which they have been assigned. Council members may also request that representatives of these organizations may be invited to give a short annual presentation to the Council. D. City Representative Appointment Process and Term. 1. The Mayor will appoint a Councilor to represent the City to state, regional, and community organizations to which the City is entitled to an official delegate. The City Council shall confirm these appointments. 2. The Mayor and City Councilors may also be invited by external organizations to represent either the City of Ashland or "Cities" in general. In these cases, the Mayor or Councilor that has been asked to serve will inform the City Council in a Regular Meeting of the assignment and request that the City Council confirm the appointment. 3. Councilors interested in a particular subject area should inform the Mayor of their interest and the Mayor should take the expression of interest and/or a Councilor's preference into account when making appointment decisions. City Representative appointments shall be fora tern of one year unless otherwise expressly stated. Appointments are generally made on an annual basis in January and the Mayor shall make an effort to rotate liaison assignments if there is more than one Councilor expressing a preference for an specific appointment. E. Removal from a Representative Assignment. The Mayor or a Councilor may be removed for any reason from a specific representative position or assignment upon two-thirds vote of the entire Council. `Section 2.04.120 Councilor Expenses. Ordinance No. Page 21 of 28 AT The City will reimburse a Councilor or the Mayor for expenses that are directly related to City business in accordance with the City's reimbursement policy. Councilors are required to submit all statements as required by ORS 244. Section 2.10.005 Purpose. Advisory commissions and boards (advisory bodies) require uniform rules, policies and operating procedures to assure maximum productivity and fairness for members and the public. Except where otherwise provided in this Code, the following policies and procedures govern all the City's commissions and boards, as well as ad hoc entities. Nothing herein removes the requirement for compliance with more specific regulations and guidelines set forth by state statute, administrative rule, ordinance, or resolution specific to the advisory body. These rules do not apply to the elected Parks and Recreation Commission. Section 2.10.020 Terms, Term Limits and Vacancies. All successors to original members of an advisory commission or board, shall have a three (3) year term,- except as otherwise provided in the appointment order and except for certain members of the Municipal Audit Commission, as provided in AMC 2.11.015. Notwithstanding the three year limitation, Planning Commissioners shall serve serve for terms of four (4) years with terms expiring on April 30 of the fourth year, and Budget Committee members not on City Council shall serve for terms of four (4) years terms, with terms expiring on June 30 the fourth year. All other regular terms shall commence with appointment and shall expire on April 30 of the third year, unless otherwise provided in the appointment order. The appointing authority may stagger terms in the original appointment order as necessary. Members may serve three (3) two 2 terms on any single commission or board, after which time the Mayor and Council will give due consideration to other qualified candidates before making a reappointment. Any vacancy shall be filled by appointment by the Mayor, with confirmation by the City Council, for any unexpired portion of the term as provided in AMC 2.04.090C. Section 2.10.025 Meetings and Attendance. A. Unless otherwise provided by law, the number of meetings related to business needs of an advisory commission, or boards may be set by the advisory body. B. .4-1-1 mem-h-e-r-s ft-r-e expeeted to attend all regularly seheduled meetings, study sessions and speeial meetings, when applieable if a member- wil! be absent from a meeting, the member must notibthe ehair- or- the staff liaison at least N,e hours prior- to the meeting. Any member whe has two or more unexeused absenees in a six M- vaeant. Further on), member- not attending a minimum of two thirds (213) of flu scheduled meetings (inelusive of study sessions and speeial meetings) shall be -siderea inaetive and the eant The Planning Commission and Budget Committee shall set their own meeting attendance requirements. All members of other Regular or ad hoc advisory bodies are--expeeted to must attend ell at least seventy-five percent (756M of the full advisory body's regularly seheduled noticed meetings, study 'sessions and special meetings in each full year of their tenure. A person removed from the advisory body for non-compliance with attendance requirements subsequently may Ordinance No. Page 22 of 28 be appointed to fill the vacancy on the advisory body by means of the normal appointment process of that advisory body. C. A member should provide at least 48-hour notice to both the chair of the advisory body and the staff liaison regarding any planned absence from a scheduled meeting of the advisory body. In the event an unexpected emergency will cause a member to be absent from the meeting, the member must, if possible, notify the chair or the staff liaison within a reasonable time in advance of the meeting. D. Generally, advisory bodies may not allow alternates to represent or stand in for a member at a meeting. Notwithstanding the foregoing preclusion of alternates, on Regular and ad hoc advisory bodies with some members who are appointed by an entity other than the Mayor and City Council and who serve as a representative of the appointing entity, an alternate may participate and vote for the named member by proxy at any meeting of the advisory body. Such participation by the alternate will be deemed to be attendance by the named member. Individuals directly appointed by the Mayor and approved by the Council may not be represented by alternates. E. Each advisory body should review member Aattendance shall be reviewed by th commission or- board during the fegulafly seheduled meetings in janua", and , with a report sent to and report to the City Recorder approximately every six months. City Recorder will advise the Mayor and t ei advising o on the need for appointments or re-appointments, if necessary. Section 2.10.040 Quorum and Effect of Lack Thereof Unless otherwise ordained, A meeting quorum shall consist of more than one-half of the total number of authorized members of the body, including any vacant positions. Non-voting ex officio members, staff and liaisons do not count toward the quorum. " ma ority of the quorum is necessary to adopt any motion. Members need not be physically present at a meeting if another means of attendance (e.g. telephonic, internet etc.) has been established by the membership and public meetings law requirements are met. At least a maiority of the quorum is necessary to adopt any motion; some motions require the affirmative vote of at least two- thirds of the members present. If the members in attendance do not constitute a quorum, staff or invitees may make informational presentations provided (1) Notes describing the presentations and discussions are made and posted on the City website; (2) no motion, debate or vote or any other official business 'other than adjournment takes place; and (3) all matters tonics advertised shah are automatically be eontinued to added to the agenda for the next regularly scheduled meeting. Section 2.10.050 Election of Officers, Secretary, and Subcommittees. At its first meeting following the appointment or reappointment of members each year, of the yea the advisory commission or board shall elect a chair and a vice-chair who shall hold office at the pleasure of the advisory body. Neither the chair nor vice-chair shall serve as an officer for more than two three consecutive annual terms. Without the need for an appointment, the head of the City Department staffing the commission, committee or board shall be the Secretary and shall be responsible for keeping an accurate record of all proceedings. The Ordinance No. Page 23 of 28 Department head may delegate such tasks to a staff liaison. Subcommittees may be formed for the purpose of gathering information and forming a recommendation to be brought forward to the full advisory body. PFovided Only the full body can make recommendations to the City Council. Subcommittees must comply fully with the requirements of Oregon Public Meetings law. Section 2.10.060 Agendas and Minutes. The chair or staff liaison will be responsible for timely preparation and posting in advance the agendas of all meetings of advisory commissions and boards on the City's website. A member or staff liaison will be responsible for taking minutes and getting them he posted on the eCity's website, generally within a few days after the meetings. Members are encouraged to access those documents from the web site. Staff will email or mail documents to members upon request. If the advisory body has a current Council Liaison, the Liaison shall periodieffily should be given the opportunity to report to the commission or board periodically. Section 2.10.065.- Goals. Advisory commissions and boards are encouraged to establish annual goals and action items that reflect the body's charge as stated in the specific commission ordinance. Advisory bodies are expected to suggest, support and advance Council goals and are encouraged to look for ways within their own unique responsibilities to do so. Section 2.10.070 Rules and Regulations. The advisory commission or board may make such rules and regulations as are necessary for its governance, including the conduct of meetings, when not inconsistent with Ashland City Charter, Ashland Municipal Code or Oregon law. These rules may be less formal than the meeting procedure rules in AMC 2.04.40 Roberts Rules of Orde In the event of conflicts that cannot be resolved less formally, Roberts Rules of Orde AMC 2.04.040 shall be used as the standard for meeting rules and procedures. Failure to strictly follow comply with Roberts Rules of Order the rules on meeting procedure in AMC 2.04.040 shall not be cause to void or otherwise disturb a decision or action. The body will strive to be clear in its proceedings. Section 2..10.085 Deliberations. it is ♦I., duty of 41.....1...:.. or ......side..g o ffieer- to ensure that ......1.... ...be f has the opportunity to speak. Members spealic only for themselves and shall be open, direet and eandad. Members shall strive to deliberate to a deeision and shall reb, upon the ehair- to keep the diseussion moving. No member shall speak more than onee until every member ehoosing to speak shall have spoken orwaived their right to do so. No Member shall speak more than twiee on the same mefionw*thout leave of the presiding offieer-. Section 2.10.105 Reports. A. Each Aadvisory eommissions find boards- body shall submit copies of its meeting minutes to the City Recorder for presentation to the eCity eCouncil and shall prepare and Ordinance No. _ Page 24 of 28 submit sueh reports as from time to tome may be requested by the Mayor- and City C'euneil. B. The chair of each advisory body is expected to give at least one report to the City Council each year on the advisory body's accomplishments, work in progress, and planned activities. In addition, the Mayor or City Council may from time to time ask chairs for information and recommendations on matters within the scope of their advisory bodies. Chairs' reports to the Council are to be objective and representative of the maiority views of the memberships of their advisory bodies. C. Council Liaisons may report to the entire Council on significant and important activities of any advisory body to which they have been assigned. D. Staff Liaisons to the advisory bodies may assist in preparing such reports. E. Unless otherwise expressly provided in the Ashland Municipal Code or State Law, all reports or recommendations of City advisory bodies committee shall be considered advisory in nature and shall not be binding on the mMayor or eCity eCouncil. Section 2.10.110 Lobbying and Representing the City Members shall enly represeiit the opinion or position of the advisery bedy if speeifieally the City Couneil to st federal, state or eetinty legislative fna4ters, ne lobbying before other eleeted bedies or eeniFAittees will be endei4aken by Members of as leng as it is made elear that the speakef is flqt speaki ive of the P-44' Or F19-a bee of an ad isef), ,.,.--.mission or bo .a Members of City advisory bodies shall nobstate th'e position of the City or of a City advisory body at.meetines or in corre`spondeneevith federal, state, regional, local or community organizations o'r elected bodie9mide-ss specih`tidiysauihorized.to do so by the.City Council andib'V the advisory body at duly 1 a:~° m An rc; individual advrs ::s e r~ her is free'to exress.p . -p. .t omers~ r dvert~sedmeetmgs. ;>ory.:body'memonal views onlanyrssue iri any forum as long as theiudiyiduaLmakesclear that hc`or st e?rs not p along as:a "member of the advisorwbodv andithat 16 views expressed are person`aFind do•n`ot represent the position of the City or of the City advisory body. Advisory body members are prohibited from engaging in political activity in accordance with ORS 260.432. Section 2.11.015 Modified Terms and Qualifications [Municipal Audit Commission] A. Terms. Notwithstanding any other provision of the Ashland Municipal Code, the terms of the Mayor or Council or, Kjjj Recorder and Liaison Budget Committee member shalt be-- one year, each expiring on Apei13 December 31 each-e€year. All other terms shall be as provided in AMC 2.10.020. Section 2.16.010 Public Recreation Commission - Purpose of Chapter. The purpose of this chapter is to implement Article XXII of the Ashland City Charter which provides for a Recreation Commission. Ordinance No. Page 25 of 28 Section 2.16.020 Public Recreation Commission - Organization. The Recreation Commission shall meet and organize itself by selecting one or more of its members as Chair and such other officers as they deem necessary. The Commission has power to adopt By-Laws, rules and regulations for the proper conduct of public recreation in the City. Section 2.16.030 Publie Recreation Commission - Duties. The Publie Recreation Commission shall coordinate, as far as possible, the recreational facilities now within the City, or hereafter to be constructed or created, with the object and purpose of promulgating a central plan in which all public boards and agencies, as well as private organizations, may participate. The Commission shall have the power to conduct any form of recreation or cultural activity will employ the leisure time of the people of Ashland and vicinity in a constructive and wholesome manner. Section 2.16.040 Publie Recreation Commission -Recreation Director. The Publie Recreation Commission has the power to appoint or designate some individual to act as recreation director who is trained and properly qualified for the work and such other personnel as the Commission deems proper. The Publie Recreation Commission shall, at the proper time annually, submit a budget estimate to the Mayor and City Council for their approval. The Commission may also solicit or receive any gifts or bequests money or other personal property, or any donation to be applied, principal or income, for either temporary or permanent use for playgrounds or other recreational purposes. Section 2.16.060 Puublie Recreation Commission -Reports. The Publie Recreation Commission shall make full and complete monthly and annual reports to the Mayor and City Council and such other reports as from time to time may be requested of them by the Mayor and City Council. Section 2.18.10 Established Membership (Conservation Commission). The Conservation Commission is established and shall consist of nine (9) voting members including one representative of the solid waste franchisee for the city; and one representative from Southern Oregon University; and one representative from the Ashland School District and six (6) other voting members. At least five (5) of the other members shall reside within the city. The commission shall also consist of certain non-voting ex officio members, including the mayor or one council member serving as council liaison, the Department of Community Development Director and the Electric Utility Director, the Director of Public Works, the Building Official and City Administrator. Th° Flpptrie Utility Director- shall serve as the primary staff Liaison ..a Secretary of the Commission The primary staff liaison shall be appointed by the Citv Administrator and shall serve as Secretary of the Commission. Voting members shall be appointed by the Mayor with confirmation by the City Council. Section 2.28.100 Electric Utilities Department - Functions. The functions of the Electric Utilities Department are the construction, operation, and maintenance of the electric distribution system; the installation of all new lines, services and meters; the maintenance of the hydro-generation plant; the preparation and submission of proposed work programs including estimates of cost; and the installation, maintenance and operation of all electrical equipment and facilities of the City; and the implementation e Ordinance No. Page 26 of 28 programs for energy eonsen,ittion required by state or federal law, or as approved by the City Ceuneil. Section 2.28.130 Finance Department - Functions. The functions of the Finance Department are the administration and collection of various City taxes, licenses, and permits and the administration of ordinances and state laws applicable thereto; the receipt and safekeeping of all City money; preparation and control of the City budget; procurement of materials, supplies, equipment and services for all departments, eNeept Commission; the Par-ks and Reereation receipt, storage and issuance of supplies, materials and equipment; the disposal of surplus property; fiscal and property accounting for all departments exeept the Ashland Parks and Reereation Commission; data processing; financial estimating, planning and programming; billing and collecting; investment of temporarily idle funds in cooperation with the City Recorder; dispatching of utility connect and disconnect orders; risk management and insurance administration; operation of the ; eoor-dination of the ter eanin° ntenanee and repair of all publie buildings belonging to the City used purposes; general administrative establishing and operating a eentralized , gener-al administration and eontrol of the Cemetery Department; the performance of all duties prescribed by the City Charter and ordinances and the laws of the State for those officers and officials included in the Finance Department; and the performance of such other functions as may be assigned by the City Administrator or prescribed by the City Council. Section 2.28.340 Public Works Department - Functions. The functions of the Public Works Department are the construction and maintenance of all streets, alleys, sidewalks, paths, bike paths, rights-of-way, and courts now open or which hereafter may be opened; the cleaning of streets; the construction, maintenance, and operation of the sewer and storm drain systems; the maintenance and operation of the sewage disposal. plant; the construction, maintenance and operation of the water distribution systems, the maintenance and operation of the water filtration plant; the supervision of all work done on streets, alleys, or other public ways, land, buildings, or other structures by anyone other than the City; supervision of the repair and maintenance of all motor equipment of the City, exeept equipment of the Par-ks and Recreation Commission; the performance of traffic engineering; the planning, improvement and maintenance of the Ashland Municipal Airport; the performance of all phases of engineering work required in connection with all the functions of said Department; the keeping of records of all surveys and measurements made, which records shall be open for public inspection. Section 2.28.354 Community Development Department - Functions. The functions of the Community Development Department are the preparation and maintenance of the Comprehensive Land Use Plan of the City as required by State Law; the preparation of ordinances, policies, maps and studies implementing said plan; the processing of applications for planning actions set forth in Title 18 of this Code; with the assistance of the Police Department, the enforcement of all laws, ordinances and regulations governing the erection and occupancy of buildings and structures, and the alteration of or additions to buildings and structures as required in Title 15 of this code; and, with the assistance of the Police Department, the enforcement of all laws and ordinances governing zoning and land-use as set forth in Title 18 of this code Ordinance No. _ Page 27 of 28 development and implementation of energy eonsen,ntion programs as may be appr-oved-by the City Administrator or- City Cou*M. 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 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 28 of 28 Attachment 1 COUNCILOR-SUGGESTED ADDITIONS (Page 3 of 28) Section 2.04.020 Meetings C. Study Sessions (Page 3 of 27) [Addition suggested by Councilor Voisin] Each study session shall include up to a total of 15 minutes for public forum, in which persons may speak about any topic on the agenda for that study session. Persons wishing to speak during public forum are to submit a "speaker request form" to the City Recorder. ] (Page 8 of 28) Section 2.04.040 Conduct of Meetings C. Council Deliberation 2. Deliberation Rules (Page 8 of 27) [Addition suggested by Councilor Lemhouse] Council deliberation shall be characterized either as "general discussion" or as "debate." "General discussion" as used herein means the presentation and clarification of facts about a matter under consideration or the statement of preliminary positions concerning such a matter without engaging in argumentation for or against one's position and prior to seeking a specific decision on the matter by means of a motion or by means of informal expressions of acquiescence from a majority of Council members. "Debate" as used herein means argumentation for or against a specific decision which has been proposed formally by means of a motion or informally by a request for acquiescence from a majority of Council members. The term "deliberation towards a decision" as used herein Wj (Page 21 of 28) Section 2.04.115 Councilor Conduct in Other Forums A Council member is free to express personal views on any issue in any forum as long as any statements he or she makes about the positions of the full City Council and the positions of other individual Council members are accurate and objective. Upon two- thirds vote of the entire Council, a Council member may be censured for noncompliance with this requirement. CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Appointment to Audit Committee - Mayor/Council Liaison FROM Barbara Christensen, City Recorder, christeb a ashland.or.us SUMMARY Councilor Carol Voisin's term on the Audit Committee is scheduled to expire on April 30, 2014. The Council needs to select a liaison for a term to expire on April 30, 2015. BACKGROUND AND POLICY IMPLICATIONS: Ashland Municipal Code (AMC) Chapter 2.11.015 • Terms., Notwithstanding any other provision of the Ashland Municipal Code, the terms of the Mayor or Councilor, Recorder and Budget Committee member shall be for one-year each expiring on April 30 of each year. All other terms shall be as provided in AMC 2.10.020. • Qualifications. In making the citizen at large appointments, the Council shall give preference to persons with accounting or auditing experience, background or expertise. STAFF RECOMMENDATION AND REQUESTED ACTION: Council to select either Mayor Stromberg or a councilor to serve as Mayor/Councilor Liaison to the Audit Committee. SUGGESTED MOTION: I move to approve as Council/Mayor Liaison to the Audit Committee with a term to expire April 30, 2015. ATTACHMENTS: None Page 1 of I CITY OF ASHLAND Council Communication March 15, 2014, Business Meeting Discussion of Proposed Utility Rate Increases FROM: Lee Tuneberg, Finance Director, lee.tunebergga,ashland.or.us SUMMARY Recent practice has been to consider needed rate increases for city-owned and operated utilities together at one time in the spring. Attached are proposals from the Electric and Public Works Departments for increases in electric, water wastewater, transportation and storm drain fees that, if approved by Council at the May 6`h meeting, following a scheduled public hearing, would go into effect July 1, 2014. BACKGROUND AND POLICY IMPLICATIONS: Reviewing the need for increases at one time affords Council the ability to consider total impacts to the customers for the year. This approach was adopted a few years ago but it does compromise the Electric Department in that many of their significant cost increases (primarily Bonneville Power Administration's changes to wholesale power) won't be known until August. However, corrective action could be taken if there are significant changes between now and then. FISCAL IMPLICATIONS: The biennium budget was created in spring of 2013 with anticipated rate adjustments based upon forecasted need. In many cases the anticipated need for an increase is based upon master plans for the corresponding enterprise. Updated reviews of studies, revenues and expenses are utilized to confirm or modify proposed adjustments. A short history of rates and budgeted and proposed increases for the second year of the biennium are as follows: Rate AdiustmentsimFaY 2011 2012 FY 2012-2013 FY 2013-2014 FY 2014-2015 Actual, Budgeted"" Pro- posed Actual Actual Bud~'g t d Aetual Budgeted Actual Budgetud Proposed Transportation Utility Fee 0.0% 0.0% 5.No 0.0% 3.0% 3.0% 3.0% 2.57% Storm Drain Utility Fee 0.0% 0.0% 5.0% 0.0% 3.0% 3.0% 3.0% 2.57% Water Fees 10.0% 10.0% 1'Oe0% 10.0% 10.0% 10.0% 10.0% 10.08% Wastewater Fees 8.0% 10.0% 1©.0% 10.0% 10.0% 10.0% 1©.0% 10.00% Electric Rai Increase 0.0% 4.0% 5.0% 5.3% 5.3% 5.3% 5.0% 3.80% Page I of 2 CITY OF ASHLAND The impact of the proposed increases on a residential utility account using 750 kwh and 1000 cubic feet of water (nearly 7500 gallons) per month would be: Monthly 2014 2015 Difference Street User Fee 8.17 8.38 0.21 Storm Drain Residential 4.29 4.40 0.11 Water Residential 1000cf 42.90 47.24 4.34 Sewer Residential 29.45 32.40 2.95 Electric Residential 750kwh 57.86 59.94 2.08 Electric Users Tax 14.47 14.99 0.52 Total $ 157.14 $ 167.35 $ 10.21 6.50% Rounding may occur. No resolutions are provided at this point, as this item is presented for discussion and direction only. Complete resolutions repealing prior ones will be presented for the public hearing as needed. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council review the supporting documentation and provide direction on how to proceed. SUGGESTED MOTION: I move to direct staff to schedule the public hearing and submit resolutions to adjust rates as identified and/or revised by Council discussion. ATTACHMENTS: Electric Department Council Communication Public Works Department Council Communication Page 2 of 2 I~, CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Proposed Electric Utility Rate Increase FROM: Mark Holden, Director of IT and Electric Utility, mark.holden@ashland.or.us SUMMARY The Electric Utility plans to request a 3.6% rate increase at a future Council meeting. The presentation at this Council meeting is only for the purpose of explaining the need for the rate increase. The increase, if approved, will be applied to all rate classes and be effective July 1, 2014. The projected rate increase provides additional funding for operations (Personal Services and Materials/Services), BPA Costs (Power and Transmission), and the long term financial health of the Electric Utility (ending fund balance). BACKGROUND AND POLICY IMPLICATIONS: Rate Considerations The Council has recently reviewed results of the Electric Department's Cost of Service and Rate Design Study (COS). The results of the study provide a roadmap for rate design and align with the rate projections in the current biennium budget. The budget and the COS both recognize the Electric Utility's need to continue to reverse declining cash balances (ending fund balances and beginning working capital). The Council expressed the desire to set rates based on a combination of rate review and COS. In order to provide for a thorough review process, the Utility proposes to use established practice and apply a 3.6% rate increase uniformly across all rate classes. Results of the rate review and COS will be used for future rate changes. The following graph and table show the areas driving the need for the rate increase: increases in Personal Services, Materials and Services, BPA costs and the need to continue to reverse a declining Ending Fund Balance. The rate increase is actually slightly lower than the 5% rate increase anticipated in the adopted FY 2013-2015 Biennium Electric Department budget. 5.0% ■ Personal - 4.0% Services ■ Materials and Increase Increase 3.0% Cost Areas $(k) by Source Services 2.0~ ■ BPA Costs Personal Services 91,616 0.66% 1.0% 179% Materials and Services 39,297 0.28% 0.0% ❑ Contribution to BPA Costs 120,914 0.87% Ending FB Contribution to Ending FB 250,173 1.79% Increase... Total) 502,000 1 3.60%~ Page 1 of 4 Pr, CITY OF ASHLAND The requested rate increase provides funding for the cost areas. Additional details of the cost areas are provided below: • Personal Services - standard compensation increases (compensation and benefits) • Materials and Services - anticipated increased materials costs (inflation) • BPA Costs o Power costs - Over Supply Management Protocol (OMP; reimbursement to wind generators when oversupply conditions exist) o Transmission costs - Segmentation (allocation of additional transmission costs based on cost to serve) • Contribution to Ending Fund Balance - continues the process of restoring a prudent and stable cash balance in the Electric Fund. FISCAL IMPLICATIONS: Rates and fees for the Department are reviewed each year. Council has indicated to staff a preference for more frequent, measured increases over infrequent, large increases. The current budget, together with the recently reviewed COS, provide for rates intended to achieve long-term department financing needs while providing for the measured implementation of rates. A summary of actual and projected rate adjustments for the Electric Department are: Rate Adjustments b FY 2009 2010 2011 2012 2013 2014 2015 2016 2017 Increase % 0.0 4.0 0.0 4.0 5.3 5.3 3.6 3.5 3.3 sActual Projected Electric consumption is growing between 0.1 -0.5% per year. The increased costs identified (Personal Services, Materials and Services, BPA Costs and Ending Fund Balance) are met through electric rates. The Council has the option of not doing this rate increase and allowing the Electric Fund's unappropriated fund balance to decline. This approach is not recommended by staff. The effects of no rate increase on unappropriated ending fund balance (which provides the subsequent year's working capital carryover) and the ending fund balance plus contingencies are shown for the FY2013-2015 Biennium. The effect will continue into subsequent years. Without Rate Adopted Budget Increase Difference Unappropriated Ending Fund Balance FY2014-2015 590,117 70,117 520,000 Ending Fund Balance Plus Contingencies FY2014-2015 1,049,117 529,117 520,000 Fund Balance Policy 1,840,000 1,840,000 Page 2 of 4 lorwraiR CITY OF ASHLAND The Fund could operate with the reduction; however, the balance continues below financially prudent levels (shown in the above table as Fund Balance Policy). In addition, the Department is taking more risk (potential lack of sufficient funds for emergencies). Alternative solutions: Cost Reductions • Reduce BPA costs - BPA costs are tied to usage. However, reducing usage does not displace an equal share of other costs. Fixed costs such as maintenance, materials, and infrastructure are not reduced when usage is lowered. • Reduce conservation costs -Reduces the benefits of conservation initiatives. • Reduce capital investment further - Capital investment costs are an investment in the safety, reliability and operation of the electric system. Past economic conditions required a reduction in capital investment. The lack of funding for the electric system created a backlog of projects needed to safeguard the reliability and operation of the system. A further reduction in investment would further weaken the reliability of the system. • Reduce operation costs - Requires personnel reduction within a lean organization. Personnel reductions would hinder the operation and maintenance of the system leading to lower system reliability and lower system safety. Cuts to internal charges or technology debt payments will shift costs to other departments. The other departments will likely be unable to meet the additional costs. Recommended Solution: • Maintain adopted budget, keep the benefits and outcomes - At a future date, approve the projected 3.6% rate increase Electric Bill Comparisons Residential comparisons are not always apples to apples. Different utilities design their charges to satisfy the unique needs of the utility's environment. Pacific Power, the only other significant power provider in the Rogue Valley, is an investor owned utility, not a municipality. A comparison of current and projected charges follows. City of Ashland_--~ Residential - sinle famil dwellin Pacific Power 1 City of Ashland -current _ ~ 3.6% increase Average monthly usage_! 750 kwh kwh cost/unit Total kwh cos unit Total kwh cost unit Total Total Usage 750 750 750 _ Basic Charge $ 9.50 $ 9.50 $ 8.99 889 $ 9.21 9.21 DeliveryCharge _ 750 ! 0.04277 3208 _ 500 0.06063 30.32 500 _0.062813__ 31.411 250 0.07458 18.65 - 250 0.077265 19.3 Generation Credit TA~ - -II Supply Energy Charge Block l for 32 Days 750 0.05326 39.95 _ Public Purpose 750 0.03000 245 Energy Conservation Charge 750 0.00279 209 Low Income Assistance 750 1 0.85 JC Boyle Dam Removal 750 0.00036 0.27 Copra & Iron Gate Dam Removal 750 0.00111 0.83 1 BPA Columbia River Benefits for 32 Days 750 (0.00570) (4.28) _ i Talent City Franchise Fee _ 750 0.01500 1.22 Ashland Electric Users Tax 750 $ 14.46 $ 14.98 1 84.971 - 72.311 1 74.92 1 (Estimated amount COA bi II (less)/more than Padic Power bil for same kwh use: (12_65) (10_05), Page 3 of 4 CITY OF ASHLAND Please note: 1. The average Ashland residential customer uses about 750 kWh per month at a cost of $72.31 (including Electric User tax). The projected 3.6% rate change will increase the cost by $2.61. 2. The average Ashland residential customer currently pays $12.65 less than a comparable Pacific Power customer. After the rate increase the average Ashland residential customer will still pay $10.05 less than a comparable Pacific Power customer. If qualified, programs may be available to City of Ashland utility customers in order to help pay utility bills. The bulk of the funding for these programs comes from fees and charges collected through utility rates. While budgeted at fixed amounts, the City's practice has been to never deny an applicant due to a budget constraint. The programs are: • Senior and Disabled Discount program - helps qualifying customers to pay monthly utility bills. The dollar amount of assistance usually rises with the size of the bill. • Low Income Energy Assistance Program • The City provides a HEAT donation program • The City's Conservation Department helps residents by providing services to lower energy use. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council, at a future date, approve a 3.6% rate increase to be effective July 1, 2014 to cover the increased costs and continue to build a prudent and stable fund balance. SUGGESTED MOTION: Not Applicable ATTACHMENTS: None Page 4 of 4 ~r, CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Proposed Water, Wastewater, Transportation, and Storm Drain Utility Rate Increases FROM: Michael R. Faught, Public Works Director, Public Works Department, faughtm@ashland.or.us SUMMARY: For discussion, staff is proposing the following across-the-board utility rate increases effective July 1, 2014: Utility 7/.-1 ncrease Water 10.08% Wastewater 10.00% Transportation 2.57% Storm Drain 2.57% Total (Average % Increase) 1 8.95%1 1 1 The water and wastewater rate increases are consistent with the respective water and wastewater master plans and are contained in the revenue projections in the FY 2014 and FY 2015 biennium budget. Also, the transportation and storm drain utility fee increases are based on the rate of inflation for construction projects (the Construction Cost Index) as reported by the ENR (formerly the Engineering News Record published by McGraw Hill). These increases, if adopted, would cost a typical residence an additional $7.41 per month. BACKGROUND AND POLICY IMPLICATIONS: Based on the water and wastewater master plans, and the need to keep up with inflation in both the transportation and the storm drain funds, the proposed Public Works FY2014 and FY2015 biennium budget anticipates across-the-board utility rate increases as shown in the Table above. This recommended rate increase is for the second year (FY 2015) of the two-year budget only. If approved, the new rates will become effective July 1, 2014. Water Rate Increase The proposed 10.08% water rate increase is based on the recommended rate plan outlined in Chapter 9 of the April 17, 2012 Water Master Plan (http://www.ashland.or.us/Pape.asp?Nav1D=15317). All recommendations outlined in the Water Master Plan were vetted and ultimately recommended by both the Water Master Plan Technical Advisory Committee and the Ashland Water Advisory Committee. Page I of 7 M`, CITY OF ASHLAND The plan recommends $30.5 million in water capital projects in order to ensure compliance with all regulatory requirements and to meet Ashland's current and future water system demands. Since last year, the cost of the proposed TAP water line has increased from $2.0 million to potentially as much as $4.3 million. Also, the Medford Water Commission has adopted a system development charge that is applied to Ashland's purchase of capacity for 2.13 million gallons per day (mgd). This has increased the cost of the water line from zero for the SDC in the 2012 Master Plan to $2.62 million. To pay for these unexpected additional costs for TAP ($4.9 million) without increasing water rates more rapidly than recommended in the 2012 Water Master Plan, staff has taken two steps to address these higher costs. First, the staff is working with the state of Oregon to finance the TAP water line construction and other critical water system improvements from the Drinking Water Revolving Loan program (SRF). These loans currently have interest rates ranging from 1% to 3.57% and a term of 25 years. Staff is in the process of completing loan documents for a $2 million loan that could include some loan forgiveness. Since the 2012 Water Master Plan assumed financing at an interest rate of 5% over 20 years, the SRF program will provide significant savings. Second, staff proposes deferring a few planned water distribution system improvements out past 2023. While these projects are important, delaying them will not result in any immediate loss of service to our customers. It does, however, increase the future risk of pipeline failures and potentially higher maintenance costs. The 2012 Water Master Plan outlines a 10-year plan to ramp up water rates to generate adequate funds to pay for the proposed capital projects and to support day-to-day operations. The monthly bill for a residential customer that uses 1,000 cubic feet of water per month (usually only in the summer months), is shown below: $100.00 $90.00 $80.00 $70.00 $65.52 $6178 $63.60 $60.00 $58.17 $59.87 $56.07 $51.96 $50.00 $47.22 $48.41. $42.90 $40.00 $38.97 $36.02 $30.00 $20.00 $10.00 2012 2013 2014 2015 2016 2017 2016 2019 2020 2021 2022 ®Average monthly rate at 10 ccf- wltti the funding of a rate stabilization account ~ Inflation reference line at 3% PROJECTED SINGLE FAMILY RESIDENTIAL WATER RATES (ASSUMING 10 CCF OF WATER USE PER MONTH) Page 2 of 7 1r, CITY OF ASHLAND Council adopted the first two years of the 10-year rate adjustment plan as proposed and staff is now recommending that Council continue to follow the water master plan financial recommendations and adopt the proposed FY 2015 10.08% water rate increase effective July 1, 2014. The monthly bill for a residential customer using 1,000 cubic feet (cf) will increase $4.34. Comparisons of the current and proposed rates are as follows: Single Family Residence Chan e Water Rates Current Proposed $ % 1 Base Charge $19.44 $21.40___$1.96 10.08% ConsumptionNolume Charge Zero to 300 cf $0.02 $0.02 $0.00 10.45% 301 to 1000 cf $0.02 _ $0.03 $0.00 10.04% 1001 to 2500 cf $0.03 $0.04 $0.00 10.27% Average Monthly Bill $42.90 $47.24 $4.34 10.12% I Wastewater Rate Increase The proposed 10.0% wastewater rate increase is based on the recommended rate plan outlined in Chapter 14 of the April 17, 2012 Wastewater Master Plan (http://www.ashland.or.us/Page.asl2?NavlD=14696). All recommendations outlined in the master plan were vetted and ultimately recommended by the technical advisory committee. The plan outlines $10.8 million of high priority capital projects to ensure compliance with all regulatory requirements and to meet Ashland's current and future wastewater system demands. Since the 2012 Wastewater Master Plan was completed, only minor changes have occurred in the capital improvements schedule. The Wastewater Master Plan outlines an eight-year rate plan developed to generate adequate funds to pay for the proposed high-priority capital projects and day-to-day operations. The following chart outlines the proposed eight-year rate increases to fund the wastewater program: Page 3 of 7 Mr, CITY OF ASHLAND Table.3 Current & Forecast Server Rates Forecast Current 2012 2013 2014 2015 2016 2017 2018 2019 Customer Class Ra1W 2013 2014 2015 2016 2017 2018 2019 2020 % Rate Increase (per year) 1090% 10.00% 10,00% 10.00% 10.00% 10.00% 5.00% 5.M% Residential Ratesi Base $18.70 $20.60 $22.70 $25A $27.50 $30.30 $33.30 535.00 $36.80 Commodity (Slat) $2.80 $398 $3.39 $3.73 $4.10 $4.51 $4.% $5.21 $5.47 Commercial Rates Base $19.54 $21.50 $23.70 $26.10 $28.70 $31.60 $34.80 $36.50 $38.30 Cmmnodity ($Icco $3.11 $3.42 $3.76 $4.14 $4.55 $591 $5.51 $5.79 $6.08 ^ Base Rates are rounded to the nearest $0.101m°nth. Commodity Rates are minded to the nearest $0.01, t Most residential customers pay only the base rate, vOich includes 400 cubic feet of %vater consumption. Council adopted the first two years of the eight-year rate adjustment plan as proposed and staff is now recommending that Council continue to follow the wastewater master plan financial recommendations and adopt the proposed FY2015 10.0% wastewater rate increase effective July 1, 2014. Some examples of the wastewater capital projects include; effluent outfall relocation and Bear Creek shading; a new oxidation ditch at the treatment plant; new sewer capacity pipes that parallel Bear Creek; and pipe replacement projects. A comparison of the current residential rates and the proposed rates are as follows: Single Family Residence Change Wastewater Rates Current Proposed $ % _Monthly Service Charge $22_66 $24.93__,____ $2.27 10.02% Quantity Charge per cf _ $0:03 _ $0_04__ $0.00 10.06% As a result of these changes, the average household monthly sewer bill will increase from $29.45 to $32.40, a $2.95. Transportation Utility Fee Staff recommends the transportation utility fee be increased 2.57% to cover the increasing costs of future capital improvements. The cost of construction as measured by ENR (publisher McGraw Hill) has been increasing annually at a slower rate than the 100-year history of the index, 2.57% vs. 4.56%. This proposed increase would be effective July 1, 2014. Revenue for the street maintenance fund include; state gas taxes; transportation utility fees; state and federal grants; system development charges (SDCs); and franchise fees. The state-shared gas tax Page 4 of 7 CITY OF ASHLAND revenues and the utility fee revenues are the most stable sources of revenue for street operations, maintenance and capital improvements. The other sources vary substantially based on federal and state policies and the rate of real estate development. The state gas tax and transportation utility fees are primarily used to fund the day-to-day operations, debt service and a portion of the capital projects (sidewalk replacement, slurry seals, non-grant funded overlays, etc.). The average annual cost of street operations has been $2.91 million while the revenue from the utility fee has been $1.31 million. Fee revenues are covering less than one-half the cost of just street operations and maintenance. Annual % 2011 2012 2013 A Revenues & Other Sources Taxes $ 52,848 $ 53,314 $ 55,504 2.5% Intergovernmental 1,296,353 1,859,792 1 729 083 14.4%1 Charges for Services - Rates 1,301,964 1,306,620 1 309,151 0.3% Charges for Services - Misc. Service Fees 17,789 17,719 23,249 13.4%! System Development Charges 60,805 356,267 106,855 28.2%! Assessments 17,867 43,542 41,048 41.6%~ Interest on Investments 3,571 14,636 11,398 58.0% Miscellaneous 5 101 3 000 160,740 172.5% Other Financing Sources 1,032,601 NA Total Revenues and Other Sources $ 2,756,298 $ 3,654,890 $ 4,469,629 24.2% Expenditures Public Works - Street Operations 2,986,071 2,788,840 2,951,935 -0.6% Public Works - Transportation SDC's 196,484 119,923 83,061 L.I.D.'S &Transportation 175,326 107,317 Total Expenditures and Other Uses $ 3,357,881 I $ 3,016,080 $ 3,034,996 -5.1% Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (601,583) 638,810 1,434,633 Fund Balance, Jul 1, 2010 1,769,275 1,167,692 1,806,502 Fund Balance, Jun 30, 2011 $ 1,167,692 $ 1,806,502 3,241,135 Another way to measure the impact of declining revenues in this fund is to determine if 100% of our streets have a pavement condition index rating (PCI) of 40 or greater. Unfortunately in 2013 the percent of roads meeting this performance measure has declined from 96% in 2007 to 77% in 2013. Once a street's condition drops below 40 PCI, it falls into the reconstruction category. A street has a 20-year lifecycle and if overlaid within 15 years, at about $400,000 per mile, the street life can be extended for 20 years after each overlay. In contrast, if a street falls into the reconstruction category it costs about $2.5 million per mile to repair. To remedy the current funding trend, staff recommends that a transportation utility fee financial assessment be completed to determine adequate funding levels to maintain the street system at a 40 PCI or greater level. Page 5 of 7 11F 13 CITY OF ASHLAND The comparison of the current to the proposed transportation utility rates is as follows: Single Family Residence Chan e Trans ortation Utility Fee Current Proposed $ % `I Single Family,_per month $8.17 $8.38 $0.21 2.57% This fee increase will cost the average household $0.21 per month. Storm Drain Fee Staff is recommending a 2.57% rate increase in the storm drain fund effective July, 2014. Similar to the transportation utility fund, the storm drain fee has not kept pace with inflation. Funding for this program comes primarily from the storm drain fee-accounting for about 97% of ongoing Storm Water Operating expenses. SDCs, Intergovernmental revenues from other funds, and Other Financing Sources are used primarily for capital improvements. Since revenues just cover operating costs, the storm drain system relies on outside funding for major repairs and capital improvements which averaged $73,100 over the past 3 years. Annual % 20111 2012 2013 A Revenues Taxes $ $ - Intergovernmental 22,891 ____106,914 _ NA Charges for Services - Rates 588,703 589,690 588,287 -0.04% System Development Charges 19,256 25,471 22,317 7.38% Interest on Investments 14,329 6,272 4,885 -53.81% Miscellaneous - 10,376 _ - NA Other Financing Sources r- 157,002 NA Total Revenues and Other Sources 645,179 $ 738,723 $ 772,491 9.00% _ Total Without Other Sources 615,489. _ -236%0 Expenses Public Works - Storm Water Operations 586,524 552,940 672,923 6.87% Public Works - Storm Water SDC's 41,289 17,602 160372 67.84% Total Expenditures and Other Uses 1 $ 627,813 1 $ 570,542 $ 833,295 ( 14.16% Excess(Deficiency) of Revenues and OtherY Sources over Expenditures and Other Uses 17,366 168,181 (60,804) -62.66% Fund Balance, Jul I,_ 1,051,243 1,068,609 1,236,790 Fund Balance, Jun 30, 1 $1,068,609 i $ 1,236,790 1 $ 1,175,986 1 The following provides a cost comparison between the existing storm drain fee and the proposed 2.57% rate increase. Page 6 of 7 1prTFr, I CITY OF _ ASHLAND Single Family Residence Chan e Storm Drain Fee Current Proposed $ % r' Single Family, per month $4.29 $4.40 $0.11 2.56% A single family house will pay $0.11 more per month. FISCAL IMPLICATIONS: The proposed rate increases are built into the proposed FY2015 budget. The rate increases are consistent with the water and sewer master plan recommendation and ensure adequate funding for day- to-day operations and the capital projects outlined in the adopted plans. The proposed transportation utility and storm drain fees are recommended to minimize inflationary impacts. The accumulative increases in fees to an average residential customer are as follows: _ Average Single-Family Bill Change utility Current I Pro osed $Increase I %Increasel Water $42.90 $47.24 $4.34 10.08% Wastewater $29.45 $32.40 _ $2.95 10.00% Transportation $8.17 $8.38 J $0.2] 2.57% Storm Drain $4.29 $4.40 $0.11 2.57% Total (Average % Increase) 1 $84.81 1 $92.42 $7.611 8.95%1 1 1 ( 1 STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: N/A ATTACHMENTS: 1. Adopted Water Master Plan documents may be viewed online at: http://www.ashland.or.us/SIB/files/2012°/`20C WMP-Carollo(l ).odf 2. The adopted Wastewater Master Plan may be viewed online at: http://www.ashland.or.us/Page_asl2?NavID-14696 Page 7 of 7 ~r, CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Talent Ashland Phoenix Pipeline Intertie Project Update FROM: Michael R. Faught, Public Works Director, faughtm@ashland.or.us SUMMARY: The City's contract engineer for the emergency Talent, Ashland, Phoenix (TAP) project, RH2, has estimated the cost to engineer and construct the TAP line at $4.322 million (which includes a $947,000 contingency), an increase from staff's estimate of $2.3 million. In order to keep proposed water rate increases in line with the 2012 Water Master Plan rate structure, some water distribution capital projects have been moved out past 2023. To meet the target project completion date of mid-August, staff is recommending the Council grant the City Administrator contract authority in excess of $100,000 for the construction of the emergency TAP pipeline. In order to appropriately fund the emergency TAP project, staff recommends the Council authorize the City Administrator to sign a $2.97 million State Revolving Fund loan document, of which $2 million is for TAP and the remainder for pump station improvements and the Loop Reservoir water distribution project. In addition, staff recommends the Council authorize the re-allocation of $2.4 million in bond funds secured for construction of Park Estates to the emergency TAP project. Lastly, staff recommends Council approval of an emergency TAP pipeline construction procurement process. BACKGROUND AND POLICY IMPLICATIONS: Following Council's approval to proceed with the emergency procurement process for engineering the emergency TAP project, costs have been reevaluated and, as expected, are considerably higher than preliminary estimates. It is expected that actual costs could be nearly $4.322 million, although that figure includes a $947,000 contingency. The increased costs can be attributed to the expedited schedule, increase in the construction cost index and improvements in the design to increase the capacity from 1.5 to 2.3 million gallons per day (mgd). To mitigate the increased costs, staff is pursuing low-interest loans through State of Oregon. Drinking Water Revolving Loan program, and will defer a few planned water distribution system improvements out past 2023. Emergency TAP Contract Engineers Update RH2 Engineers completed the necessary water system modeling and operational review of the Phoenix and Talent pump stations on March 21, 2014. The City received a draft technical memorandum (attached) detailing system pressures, pumping issues and issues associated with construction of the water line and pump stations within multiple jurisdictions, and included a planning level cost estimate for TAP engineering and construction to meet the mid-August 2014 deadline. The current plan is to Page I of 4 C~\ CITY OF ASHLAND design and construct TAP for 2.13 mgd in capacity; the system will be designed to eventually upgrade TAPS capacity to 3 mgd in the future. Engineering design for the TAP pipeline will occur in two phases. Phase one includes surveying and design analysis of the existing system. Phase two includes the final design components. Phase one began with RH2 modeling the distribution system in order to determine the feasibility of pumping between 1.5 and 3 mgd into Ashland's distribution system and to analyze the ability of the current reservoir and pump station in Talent to accommodate the varying pumping requirements. The analysis also included looking into Ashland's current distribution system to determine where and how the water would be pumped into the City's system along with the effects pumping would have on the system. Topographic survey data acquisition was also started in order to determine a pipe alignment for construction. RH2 met with the Oregon Department of Transportation (ODOT), Jackson County Planning, Oregon Health Authority, and Central Pacific Railroad to discuss location and installation of the waterline and pump stations within their jurisdictions. In addition, site investigations were conducted to determine appropriate areas where a portable and permanent pump station could be located. Phase two of the engineering design has begun with RH2 working on a final design alignment, creating specifications for bidding, right of way acquisition for pump locations and general permitting between the effected jurisdictions. After weighing alternatives for construction procurement carefully, staff and RH2 have concluded that bidding the project under emergency circumstances best suits the needs of the constrained timeline associated with potential water shortages. Emergency Construction Process Given the need for additional water supply by mid-August, a contractor must be selected and begin construction in early May. To that end, staff recommends the following emergency construction procurement process (form # 13 attached). To create a competitive process under emergency circumstances, staff will contact up to five local pipeline contractors that are known to have the resources to construct TAP in the dictated timeline. RH2 will develop appropriate bid forms along with construction specifications. Contractors will be given two weeks to submit a bid to the City. The City will then select a contractor. This will allow for a more flexible design process with RH2 designing the first 4000 feet and subsequently adding pipeline phases in order for the contractor to continually install pipeline. Ashland Municipal Code 2.50.090 (H) defines emergency procurements: a public contract that is necessary because an emergency exists meaning there are circumstances creating a substantial risk of loss, damage, interruption of services or threat to public health, safety, welfare, or property that could not have been reasonably foreseen and requires prompt execution of a public contract to remedy the condition. Staff believes, given the time frame and potential supply issues, emergency procurement of services is appropriate. Staff and RH2 have developed appropriate findings detailing the emergency and also have created a process that allows for competitive bidding to the maximum extent practicable. Page 2 of 4 lopyrrWall CITY OF ASHLAND In addition, this method will allow staff to follow the intent of AMC 2.50.020: The City shall endeavor to utilize local suppliers of materials and services whenever practical and feasible while seeking to obtain the lowest and best responsible bid, quotation or proposal. Project History Ashland's 1998 Water Master Plan projected that daily peak water demand would exceed the treatment plant's capacity by 2016. At that time, the preferred solution was hooking into the City of Medford's drinking water supply through an interagency agreement called TAP. To that end, the City entered into a TAP agreement, invested $2.6 million to upsize the pipe from Medford to Talent and purchased Lost Creek water rights. The adopted 2012 water master plan recommended connectivity into the Talent Ashland Phoenix (TAP) pipeline to provide a backup emergency water supplement for Ashland. This project was scheduled for 2015; however, low snow fall and winter drought conditions led staff to recommend an emergency procurement process to move planning, permitting, engineering and construction of the emergency TAP water line from 2015 to 2014. An accelerated project schedule necessitates an emergency procurement process. Following the City Council's decision in 2008 to delay the TAP project with an original project cost of $12.5 million dollars including $6.1 for construction, the City began the process of evaluating different options to solve the peak demand issues. The new water master plan, adopted in 2012, recommends constructing a new 2.5 mgd water treatment plant to address projected peak demand shortfalls. The plan also identified the need for a redundant water source during droughts, toxic algae blooms, earthquakes, fire in the watershed, and other water quality issues that could restrict our limited water supply. The TAP project was included in the master plan for such emergencies. http://ashland.or.us/Agendas.asp?Display=Minutes&AMID=3436 At the February 18 Council meeting, Council approved the emergency engineering procurement process for the TAP pipeline (http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=5579) At the March 4, 2014 meeting Public Works presented the cost options for paying the Medford Water Commission (MWC) SDC for both options along with the water delivery agreement. These options included whether to purchase 2.13 or 3 mgd worth of SDC's from the MW C. The 2.13 mgd represents the amount of water the City could receive on a daily average amount over 5 months based on the 1,000 acre feet of Lost Creek water rights. The Council approved proceeding forward with the 2.13 mgd option and staff has continued to work with the Finance Department and economic adviser on payment strategies. http://ashland.or.us/Agendas.asp?Display=Minutes&AMID=5593 The TAP project consists of engineering and construction of a 16-inch, 14,000-11. pipeline from Ashland to Talent, where it will connect to an existing line that ends at Creel Road in Talent. The supply will provide an additional 2.13-mgd of emergency water supply. On March 30, 2006, the City signed an intergovernmental agreement with the City of Talent for the provision of emergency water services. The TAP connection will be used for emergency situations, and portable pump stations will be used as needed. Page 3 of 4 iAl CITY OF ASHLAND FISCAL IMPLICATIONS: Staff, with the assistance of the financial advisor and the Finance Department has developed a strategy to fund TAP at a maximum cost of $4.322 million dollars. This includes using $2.4 million by re- allocating bond monies from the Park Estates improvement project to the TAP project. Staff has also submitted a letter of intent to the Infrastructure Financing Authority to fund the remaining $2 million dollars for TAP. The consulting engineer will be completing the required environmental documents to expedite funding approval by May 9, 2014. This loan can potentially be secured at a I% interest rate and include principal forgiveness for green infrastructure components. STAFF RECOMMENDATION AND REQUESTED ACTION: • Staff recommends approval of an emergency construction procurement. • Staff recommends approving the use of restricted fund monies previously associated with Park Estates Pump station to be used for TAP. • Staff recommends granting the City Administrator contracting approval in excess of $100,000 for construction of the TAP pipeline. SUGGESTED MOTION: 1. I move to approve an emergency construction procurement of the TAP pipeline. 2. I move to approve re-obligating Park Estates Pump Station monies of 2.4 million to the TAP project. 3. I move to grant the City Administrator contracting authority in excess of $100,000 for construction of the TAP pipeline. 4. 1 move to grant the City Administrator authority to sign an State Revolving Fund loan agreement in the amount of $2.97 million ATTACHMENTS: 1. RH2 Draft Technical Memorandum 41 2. Emergency Construction Procurement form #13 Page 4 of 4 IFTWAIR City of Ashland TAP Emergency Supply Project J_41 '..~ll`9J Preliminary Design Technical Memorandum No. 1 Alternatives Analysis 1.5 MGD - 3.0 MGD March 21, 2014 Introduction The City of Ashland (Ashland) receives water from Reeder Reservoir as their primary source of potable water supply. Reeder Reservoir is a rather small drainage basin which is predominately fed by low. precipitation and, as such it along with Ashland's water supply ar wer}sensitive to drought conditions. Ashland has worked in the past to minimize drought impacts by<adding additional storage and utilizing Talent Irrigation District (TID) water to increase water availability. . rtunately, due to the severity of the drought in 2013, the impacts have expanded beyond the Ashland water shed and have dramatically impacted the water available from the, _ 41) sourcc.~Vshland has retained RH2 Engineering, Inc., (RH2) to assist in developingeacsign and construction documents necessary to implement emergent}' improvements to address thi"s urgent issue by late summer of 2014. AN, J Ashland has determined that the preferred course of action is to move forward with the Talent- Ashland-Phoenix (TAP) connection to provide emexgcncywatei it Pthe case that the existing Redder Reservoir and TID sources are not aUle to p~ov de water to he city. The Talent Ashland Phoenix Interne (TAP) was created in 1997 as a mechanism to supply wateeito these three separate jurisdictions as needed. The TAP partnership purchases-water from- the Medford Water Commission (MWC) and is delivered to hoenix and Talenia a 12cgionalsBoosterP.ump Station (RBPS) located north of Phoenix and a -,-inch ductile iron tratisihissi n inaih which term nate at the north end of he Talent system, near the intersection of SuncresnW lloaad and Rogu~Ualley Highway (Hwy 99). Ashland does not currend} reeve wa en from the'PA'PMsystem but has contributed to the construction of the infrastmctur as a proportional share. In 2006 Ashland financially participated in the construction o ilimited tran mi'ss'ion pipe g within t City of Talent to facilitate a future connection for emergency use at the ritersectio` , o i reel Road and Hwy 99. Coinciding with this participation Ashland signcdan agreement with the Cit'y' of Talent to utilize their distribution system in lieu of connecting directly thetewsnng,termmus of the 24" regional transmission main to serve as Ashland's emergent}' connecdono oirnt. , Ashland currentl%--sires ~to cons ""ct an emergency pipeline with temporary pump station(s) to connect to the existing TtaP system as part of a phased solution to deliver an emergency water supply to Ashland. The Phase 1 improvements would be designed to be able to deliver a minimum of 1.5 million gallons per day (MGD), i up to 2.13 MGD, in an emergency. Ashland would like this to be in place for use by the late summer of 2014. Phase II of the project will include designing and constructing permanent pumping facilities for the future use of the City. The TAP connection will also be able to provide emergency water in the winter if the existing water treatment plant is inundated with water due to severe flooding and becomes inoperable for a period of time. As part of a long-term emergency supply strategy the City is also interested in evaluating whether the TAP system could support an ultimate capacity of up to 3.0 MGD in emergency supply. RH2 has been working under 03/21/14 4:11 I'M Z:\tlodmll\Daa\COA\1014-033\02 Pmhminaq De ip\9'echmcod Mein-\ATAP T~zhnical Ucmo 1- Dmft S.bmlml.d- TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 2 the assumption that these specified volumes of water have been determined to meet the demand of the system under severe conditions. Preliminary analyses have been completed to verify capabilities and impacts on the existing systems and determine a cost-effective and practical solution to the Ashland's anticipated emergency conditions. It has been determined that short-term improvements can be made to provide emergency water in the volume of 1.5 MGD to 2.13 MGD to Ashland without substantially impacting, the Phoenix, Talent, or Ashland distribution system piping. Based on preliminary modeling, it is anticipated that this emergency short term connection should have minimal impacts to the Talent and Ashland distribution system, but will cause slight changes in pAsture and velocity at key locations within the systems. In addition, the existing Talent pumping ration is not capable of producing sustained flows necessary to meet the combined system dem ds _ of both'I'alent and Ashland and will therefore need to be upgraded as part of the Phase 1 or Phase i~'mprovements. At this point, it is assumed that a temporary pumping unit will be installed during Phase 1 at the Talent BPS as needed to meet the combined system demands. Ashlan l1 also require its q~wnn pump station in order to boost water from Talent's distribution system into,etther the Granite or C'owson pressure zones. The location of this pump station is still to be detemuned, but a preliminary location has been found in Nmb~ the vicinity of Hwy 99 and Valley View Road. Aga"in;;,for Phase, 1, it is assumedthat a temporary %t pumping unit will be installed at this location with planstto?xeplace this with a permanent pump station as part of Phase 2.This memorandum includes planning' lanning 1'evcl cost estimates for the short-term and long-term options for delivering up to fl D to the City~of7Ashland. Approach m A two-step approach is~reeo ~lmmended to implement Ashlan «s:connection to the TAP infrastructure. The first phase involve onstructin~giportable, temporary pumpti facilities in order to provide an emergency supply of at leas~.5 M 'D to Ashlandi' y late summer. The second phase will provide a more permanent long-te'solution'to 'supply additional capacity that is more readily available and easier to put mto op ration and ma in. Phase~I~ a. The first phase proposes to connect AN s water system to Talent's distribution system in Hwy 99 at Creel Road and construct new 76 nch ductile icon water main within Hwy 99 to connect to vft~l Ashland's low <service area (Granite Pressure Zone). This would be a partial supply and assumes the City s water treattnenaplant wouldperate at some capacity to serve the higher, Crowson service area. A temporary BPS willixequired't'o pump water into Ashland's lower service area. The location and - configuration for this BI?S°is being developed, however, it is recommended that it be located very close to Ashland, within its Urban Growth Boundary (UGB). Talent's primary BPS is connected to the regional transmission main near the intersection of Hwy 99 and Suncrest Road and pumps water to the Talent's Belmont Reservoirs (2.5 MG combined storage) which supplies the Creel Road connection. This BPS has a design capacity of 940 gallons per minute (gpm). RI-I2 evaluated the options of either utilizing this existing pump station or constructing a new temporary portable pump station to pump water to Ashland's lower service area. If a temporary portable pump station is selected as the preferred option, it is recommended that station be diesel- 3/21/20144.12 I'M Z:\Bo1hdl\D.,.\COA\1014 033\02 Nd.m,, Design\T«hniml Ml.m \A I AP 4ch..c demo 1-Dedt SA-I.W. TAP L.mergency Supply Project Preliminary Design Criteria Memo No. 1 Page 3 driven portable pumps, as manufactured by Godwin. Whether these should be purchased or rented is still to be evaluated. Phase II Phase II will primarily focus on constructing new pumping facilities for long-term emergency supply, as the majority of the required transmission mains will be installed in its permanent location during Phase I. Additional transmission main will be required within the City's distribution system. The following are two options to implement long-term emergency supply solutions. Option I One alternative is to construct a permanent facility at the site of the temporary BPS that could pump at higher capacities into the Granite distribution system . -n evaluation will need to be conducted to assess how higher pressures in the Granite service is are managed and if a third BPS would be needed to serve the higher Crowson service area. Option 77 The second alternative includes construction the BPS'to pump up to NMGD .ec tly to the Crowson distribution system. Assumptions RH2 has confirmed the following %assumAhpstl regarding the short-term emergent}' supply implementation, which w 11 not require IT, ificanttfirrther alternative evaluations. • The general alignment of the transmission main following Plv~vy 99 has been confirmed and sized as 16 inches in diameter. Details regarding the specific location within the alignment, connections, a purtenances" permitting requirements, and operation considerations will still need to be detertxnned. • Thesprefecred approach is to ut lize thlitl,4(f Talent distribution, storage, and pumping systems as a shared component of shland's emergency supply. Institutional arrangements between Ashlandland Talent assure this long-term approach will be an overall benefit to Ashland and will n°t limit options to serve its entire system in the future. • It is feasible to provide a capaci[y of 2.13 MGD emergency supply to Ashland without significant iiknpacts to Ashland's or Talent's distribution systems; however, it will create some increased pressures that wIflineed to be managed and determined to be acceptable by Ashland and Talent. • It is feasible to %increase the future capacity of the emergency supply to as high as 3.0 MGD, but not without further investments in pumping facilities and improvements to distribution system piping in both the Cities of Talent and Ashland. 3/21/30144:12 I'M Z:\Bo,hdl\D,.\C0A\1014 033\02 Pre[-,ryDesign\"1'echnicvl Nke .,\ATAP Te,hn,,J W.. 1-Dnfi Sub-,mLd- TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 4 Analysis Institutional Issues and Property Acquisition RH2 is coordinating with involved agencies to verify opportunities to tnitigate impacts and to meet the respective requirements of each of the agencies. The agencies that we have currently coordinated with are as follows • The Oregon Department of Transportation (ODO'l). A meeting was held on March 7, 2014, to discuss requirements of working within the state rights-of-way. The alignment of the TAP pipeline is within an area that was recently paved and is udd r a pavement moratorium, which tKdoes not allow the asphalt to be cut und12016. The state'is;mlhng to give Ashland a waiver of this condition due to the emergency situation 1 heo vy restoration requirements of the highway a J ~ facility will be strictly monitored to minimizeilong-term impacts to the existing facility. Ashland will need to acquire a "right to occupyY p~emit from UDOT before the line is installed in the ODOT right-of way. This permit will likely be acquired§bv Ashland without as long as we coordinate the design is coord nate!Vwfith ODO'1' there is agreement on the proposed location of the pipeline. . • The Oregon Health Authority (OFIA). The OH, A was contacted on March 1j1, 2014, and was apprised of the current plan andd,,th%9HA providemment on the possible required water fo , shland. This malivisbbeing constructed outside of the city system testing modifications limits and the design will be req'i d to be reviewed b OI-IA. OHA is aware of the time sensitive nature of the project and agreeable to. review ihejplans in phases, as they become available. • The Central Oregon and Pacific Rail road'(Railroad).17i ilroad has been contacted and the " VA current plan is to=apply for akpermit to open, cut Hwy 99 underneath the existing rail crossing h bridge. This approachNis not consistent with the roles generally applied by the Railroad, the Railroad was.able to make an exec non under=.the current urgent circumstances. N# > I let • GCides of Talent and Phoenix. CoordinatiorDhas begun with both jurisdictions to evaluate Qpons to best facil tate th° Ce 1 'S connection while minimizing impacts to these existing systems.1 • Jackso ounty Planniag~ epaetment (County). Correspondence was sent to the County planning di~xc for on Marcl 11, 2014, that included a brief overview of the plan. Ms. Kelly Madding contacted RH2 via a phone call on March 18"' and confirmed that the County will work with the G~ity t~f ZAtate construction of the required facilities. There will be required permits from Jacks61C6unt3, for this work. RH2 will meet with the County once the location I' of the pump station has been verified to begin the application process. RH2 has not been able to verify specific conditions or requirements during this agency coordination due to the preliminary status of the project. RH2 has reviewed several alternatives and their potential cost and schedule impacts. In conclusion, RH2 notified the involved agencies and did not find specific issues that will cause dramatic impacts on the project as planned at the time of this writing. Design modifications may have to occur as the project moves forward and specific requirements of the regulatory and permitting agencies are realized. 3/21/20144:12 PM Z:\aotlmll\D.va\COA\1014-033\02 Preliminary Design\'I'ab1114 it Memos\A'I'AP I echnical Memo I - Dap Submiml.d- TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 5 Transmission Mains and Pumping Permanent facilities for the Ashland's TAP emergency supply transmission main will be constructed as part of the short-term emergency supply improvements. For planning purposes, RH2 assumed that the transmission main will be designed to convey up to 3.0 MGD under normal operating conditions. At this time, the location of the temporary and permanent pump stations have not yet been finalized which may affect the alignment and operating conditions of the transmission main. However, based on preliminary analyses and siting efforts, the following design criteria has been established for the purposes of preparing preliminary design documents and planning-level cost estimates. Pine Size Based on normal operating conditions of 1.5 MGD to 3.0 MGD~(approximately 1,100 gpm to 2,100 gpm), RH2 concurs that a 16-inch ductile iron pipe is appropriate for the transmission main. Pipe Classification Significant discussions have occurred within Ashland'xegarding the pio class (i.e., pipe thickness) of the ductile iron pipe. While RH2 has not been it -volt ed in all of Ashland'§:d scussions, we are familiar `~."1 with many of the details that often influence the"decision. These typically inelude: cost, availability, N- operating pressure and surge conditions, corrosion protection,gand,pxotection dutmg installation and future maintenance, or third-party activities. ith the e ceptio` n of the last item Gsted~~which, in RH2's experience, is a matter of internal policy'ieglyding risk as esssm nt, these details are addressed in the rest of this section. , The cost of the ductile iron pipe at differe Ytclassificatons is di' y ctlrelated to the thickness of the pipe, i.e., a higher class eau quals a thicker pipe h h ssooften higher in price. However, market demand and availability oEthe certain common pipe,cl-,issificafions will also influence pipe prices. At 16 inches in chameter;'many municipalities ha s andardized oR Class 50 ductile iron pipe. This in turn helps to increase t e-.aavailaUility o .16-inch Clas 50 pipe and also reduces the cost. Recently, City staff contacted Pacific Statesss-Gsastl n Ripe (Pacific',States) regarding cost and availability of I6-inch ~ ` iF \ pipe Based~onapTClimin ary ptioing,provided bii,PacificrStates, the cost increase to move from Class 50 to Classs'52 or Class'S4would'be approxI atel~ $19 ;000 to $300,000 (123 percent to 170 percent), respeciii\ ely. In addition due to the E,let at the Class 52 and Class 54 are less commonly ordered, the lead time reed to secuethNese pip `materials would likely be longer than it would be if Class 50 materials were purchased. More detailed info matron regarding the preliminary hydraulic analysis and anticipated operating N11 , pressures within the ystem are provided in the Hydraulic Analysis section of this memorandum. However, based on p el m naryzinformation, RH2 anticipates the normal operating pressures on the suction side of the Citys~proposed BPS (i.e., transmission main between Talent and Ashland) will range between 25 pounds p r ssqquarc inch (psi) to 100 psi, and could range from 150 psi to 315 psi on the discharge side of the pump station, depending on whether it is pumping to the Granite or Crowson Reservoirs. Velocities within the transmission main are anticipated to range between of 1.8 feet per second (fps) to 3.35 fps. While further analyses will be required to evaluate hydraulic and transient (surge) conditions, based on preliminary calculations, RH2 estimates that pipeline pressures could increase between 87 psi to 167 psi under surge conditions. In general, the pipe pressure class should be selected based on the installed and operating conditions. Based on preliminary alignment and analyses, it appears that Class 50 ductile iron pipe will be adequate 3/21/20144:12 I'M Z:\~ ffidI\D.u\COA\101+033\02 Adimi,wq Desiym\Tahnicel Almm.. \A'fAP T-ch ,lMemo 1-DnfiSuhmi.[.d- TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page G for the majority of the transmission main where pressures normal operating pressures arc less than 300 psi. Where pressures exceed 300 psi (i.e., discharge side of the BPS), a higher class pipe will be - required. Where surge conditions are anticipated exceed 100 psi more than working pressure, additional surge protection devices (e.g., airvacs, surge tank, pressure relief and anticipator valves, pump flywheel, ctc.) should be added as needed to protect system. The pipeline design should include provisions for corrosion protection. While additional testing and analysis are required to determine the level of soil corrosivity, based on RI-12's current understanding of the soil conditions along the proposed alignment, it is anticipated that the soils will be low to mildly corrosive. As a long-term investment, RI-I2 will evaluate poly wrapping and joint bonding the transmission main as the primary means of corrosion protection. Generally, poly wrapping and jointing bonding is typically a more cost-effective and practical long-term approach to corrosion protection in comparison to increasing the pipe wall thidk ss. Li' addition, joint bonding allows for the pipeline to be monitored for corrosion and, piif'"n`ec~essary, Xof an active or passive cathodic /M1 RO fiA protection system to be added in the future Over nme, other utnhnes and factors can create stray current even in low corrosive areas, particularly in'aie s that may urbanize ti the future. This approach allows for Ashland to make a lower cost investment for this project, but \vill p ovide greater flexibility in the future for evaluations and upgrades.; Based on the information provide R,1 2 recommends that the transmission NiNe specified based on Class 50 ductile icon pipe for working-pressures below 30 psi and Class 54 for pressures exceeding 300 psi. We also recommend that the transuelsion main be 'Pristructed with poly wrap and joint bonding for long-term monitoring and cIA orrosion protection. Pipe Cover " RI-12 recommends thaf}all piping installed NwithinIFJI~% be installed at a minimum bury depth of 4 feet. In our experien ee have fod that this depth is generally well suited to avoiding conflicts with other utilities and providing ad quate cover for future road development. HydraulieAnalyses;,.\y This section pro des a prehminary~verview of therhydraulic modeling results of the Ashland and Talent distribution system ialuated~formthis project. Further investigation will be required to verify results and confirm assumptions.; U-I21tilzed models provided by Cities of Ashland and'I'alent for this analysis. B 'l'hNm~odels were previously pr pared by other consultants and it has been assumed that the data providedYis accurate anAcomplete to a level consistent with industry standard. The expedited timeframe of the proje t,has reduc°ed the ability to perform a complete review of the systems hydraulic model provided. FurdieClinves g ion and modeling may show inaccuracies that have not been identified to this point. It islassumed that these minor variations will not have substantial impact on the outcome of the results. W Investigations into Talent's model showed that the distribution system is capable to convey 1.5 MGD to 3.0 MGD with minor impacts on the distribution system. The upper end of the flows desired in the long-term phase will require improvements within the Talent distribution system to alleviate these minor impacts. System pressure impacts under different scenarios are shown in Table 1. Table 1. Talent Pressure Impacts Overview Pressure (psi) 3/21/20144'. 12 I'M %:\Ib1h,1r D.,c,\COA\1014-033\02 PmI-i.,, Design\Tshnicil Nl,m ,\Al'AP'1'echnlail Nlemo I - Dreft Submi,.I.&c, TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 7 Talent BPS On Talent BPS Off PHD + PHD + PHD + PHD + Junction Talent 1.5 3.0 Talent 1.5 3.0 Description label MGD MGD MGD MGD Ashland Ashland Ashland Ashland PHD Demand Demand PHD Demand Demand Connection to Ashland J-2 71 71 69 69 66 61 Lowest Zone 1 134 51 51 49 46 43 38 pressure Highheesst Zoone 1 168 110 110 18V 104 101 97 PHD = Peak Hour Demand Ashland's system was hydraulically modelled to verify pumping equirements and impacts on r> pressures and velocities within the distribution syst ' stem under multtpl scenarios. "Phis evaluation identified multiple options to convey an cmerencj supply through the s8fem .This investigation determined impacts of moving water against the nor al flow difection. Ashland~dclivers water from the top of the system down under normal opera tmgconditiAU ns: This protect requires modeling of flow going up gradient through the sys eMultiple assumptions had to be made during this modeling Yd s effort "These assumptions will be verie"d=cl~uxg furorecod rrespondence and agent}' review. In conclusion, impacts to the system are map„ ageable and highly dependent on the volume of water that is be delivered into the system. Required improvements and recommendations will be discussed in detail after further anal} sesvhai e been compleetted. System pres ure impacts shown in Table 2. VAWI\ ' Table 2: Ashland Pressure lm acts Overview 15 MGD 2.13 MGD ?a . TAP`Supply TAP Supply ~I a Granite ServlEFArea NEzisting `Pre's°sureN Pincrease Pressure Increase Pressures Pre sure (psi) (psi) (psi) (psi) IPsi)n Connection to Ashland 156 159 +3 168 +12 Minimum ~P ssuure ^38 34 -4 38 0 Maximum Pressure % 166 165 1 169 +3 Pump Stations This section provides a preliminary evaluation of the current pump stations to supply emergency water to the City of Ashland, identifies and recommends actions to be taken to implement the project on a short-term and long-term basis, and recommends design criteria. 3/21/20144:12 PM ZA\ ffi ll\Dxm\COA\1014033\02[Wh-mry Design\"I'e6, icd Nfe ,\A' I' AP Ttthnical Nema 1-DraftSubmimdd- TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 8 TAP Pipeline and Pump Station In 1997, the Cities of Phoenix, Talent, and Ashland entered into a three way agreement to construct the TAP BPS and 24-inch regional transmission main. The agreement called for a percentage share of the construction and operations and maintenance (O&M) cost and capacity of the system to be allocated to the three parties (Table 3). Table 3. TAP Cost and Capacity Allocation Percentage Allocation of ?Q50 Ga aci Allocation m_ d P.ro'ect C-_os_t ADD P.D.D Phoenix 21.78%=14406 3.012 Talent 58.83% 4 W A1.858 3.972 Ashland 19.78% I Y' NA600 1.600 ADD = Average Daily Demand, PDD = Peak Daily Demand W The TAP pump station pumps from the MWCasy9f14i *i to the City of Phoenix's Eastside Reservoirs. Water is then pumped from south end of thek24 tnch transmission main-, the City of Talent's Belmont Reservoir, which is the primary storage for the City of Talent. ° 1 The objective of this project is to supply,,water from the uTd of the 24-inch TAI watewmain at Sunerest Road to the City of Ashland's water ss m:. dam, Proposed Primp Station Improvements. - The temporary pumping improvements to Vic, e add clonal emet mcy supply to Ashland are shown in Figure 1. x -•''tl '`s`i` ft Figure 1 044 LEGEND BPS _ . Tempos... BPS -e Permanent BPS Short-Term Temporary System (2D14) long-Term Temporary System Option Craws BPS -n Existing t` - Granite BPS BPS 1 , ~ 1 TAp Tr sbn Main Main Belmont AshlaM Eong-Term P¢rmaneirt Sysiem Talent Cn¢I BA TAP Transmission Main The key pumping elements c~o~d`s of 1. Modifications to the existing TAP BPS to provide additional capacityto the as an emergency supply; 2. A City of Talent BPS to supply the City of Talent distribution system and the emergency supply to the proposed Ashland BPS; and 3. An Ashland BPS to lift emergency water into Ashland's Granite Reservoir through a proposed 16-inch transmission main. 3/21/20144:12 P\I '!.:\Ibthdl\Data\COd\tI11J-0}3\0? Prelinnmp Iksign\'Iiehnid ]lemon\ATAP ]'eeMid \ICmo 1 - UnR Submisril.doo~ l TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 9 Regional TAP Booster Pump Station The TAP BPS is located on Samike Drive and consists of four pumps. The TAP BPS pumps from the MWC system to the City of Phoenix's Eastside Reservoirs which act as operational storage for both the City of Phoen x and the City of Talent's BPSs. It is also equipped with an auxiliary power supply. Table 4 outlines the pump capacity of the four pumps in the TAP BPS. Table 4. TAP Pump Station P,um s C-.a aci MGD TAP Pump # 1 50 h -1,000 mI~' 1.4 TAP Pump # 2 50 h -1,000, 'M'Y 1.4 TAP Pump # 3 125 h - 2,0002 " in\ 2.9 TAP Pump # 4 125 h - 2200 m,:'3 2.9 F 8.7 Total Installed Ca acit ,f x xr~, Currently, the TAP BPS has a firm capacity of 3,000+ p (4.3 MGD). T etiqucrent control system will only allow one of the 2,000 gpm pumps (pumps 3 ,and 4) to operate at one tim as they share the same variable frequency drive (VFD) motor controllers Itis unknow if both of ThOsmaller, 1,000 gpm Owls . pumps (pumps 1 and 2) can operate atitheMsame time.~Ih tel,ctry system is out'dated, and replacing the programmable logic control (1'LC)¢and?remote telemetry- nit (RTU) is no longer available. ~ e0 s1 Ashland's required demands from the PABP is,shown the~Table 5. Table 5. TAP Pump Station -Current and Future Capacity Requirements Ph enix Talent Ashland Emergency Total Total GPM MDD MDD Su I P,qD MDD (MDG) (MGD) Short-term <Lortnp,term (MGD 1.3 1 2 i~1"5, rim ~S 4.0 2,800 ~1 3Y t1.2 4.63 3,200 E131: a 3s0 5.5 3,800 4" The City ofjPhoenix also rec~tyjs water_om the M\\/C through a secondary supply utilizing the Experiment Road Pump Stanon;,(ERPS)~fx~atr entering Phoenix's system is metered at these two pump stations and a*master meter is also located on the south end of Phoenix's system on the 24-inch ,.r transmission main to record wat xsupplicd to the Cities of'1'alent and Ashland. The ERPS supplies x water to the west sid of Phocmx,aannd is used to balance the west side of town with the hydraulic grade line (HGL) of the East Stde?Reservoir. The ERPS is not designed to contribute to the demand of Talent and Ashland. Regional TAP BPS Recommendations The TAP BPS appears to have adequate capacity currently to provide Ashland with 1.5 MGD firm emergency supply without any further modifications. For any additional capacity in the near future or long-term, the control system will need to be modified to operate each pump simultaneously. Firm capacity of the station can be increased to 4,000 gpm (5.8 MGD) without additional pumps. Growth in the Cities of Phoenix and Talent demand will also need to be considered in future capacity 2/21/20144.12 I'M Z:\Bnthe11\Da.i\COA\101-033\02 Pmhl nary Deslb\'tmbnicvl%1,.,\A'1'AP Twhnical NemoI - Draft Submi.d.docs TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 10 considerations. Replacement of the telemetry and control system is recommended to be included as a short-term improvement. Existing Talent Booster Pump Station The City of Talent BPS lifts water and boost pressure from the TAP transmission main, near the north end of "Talent at Suncrest Road to the Belmont Reservoirs. It is supplied by a 16-inch suction main from the terminus of the TAP 24-inch transmission main. It discharges into two 12-inch mains that traverse the distribution system connecting to a new 16-inch main in Hwy 99, the Belmont Reservoirs and the south end of the Talent's distribution system at Creel Road. The'Talent BPS has two Paco pumps and with a firm design capacity of 942 gpm. The motors are 100 horsepower (hp), 3 phase, 460 volt designed for 1,750 rotatt ns p r minute (rpm). Field observation from equipment pressure gages and remote control syseem,mdicated the firm capacity may be sightly \xs V~IN lower (842 gpm) at current operating pressures. The pumps are controlled by a single VFD that mows only one pump to be operated at a time and currentl"y: jfrate based on reservoir levels in the Belmont Reservoir No. 2. Talent Booster Pump Station Short-term Recommeudaf s• Preliminary hydraulic analysis indicates modificatioiiis,to.the ex sting Talent BA-miust be capable of meeting the requirements described cneTable 6 in order topx de the required flows to I I\Y Y 99 at Creel Road, the connection point to the proposed Ashlwd TAP transmission line. Table 6 - Proposed Talent Booste~'Rump Station Requirements xv~ WK WT151-FRU161 Remand 5 MGD Talent MemandT011AGD BPS Flow Rate's VIN 2~Z MGD 4.20 MGD Suction HGL ~r N1';6,45 ft 1,629 ft Discharge HGL & .&'•fi"A < , N69 ft 1,819 ft Pum TDW5'4~ Y a 194;fti 219 ft Suction Pressuie'& N: Aa 23, s 16 psi ( ®ISChar a Press re a A 107 psi 111 psi Note Existing BPS Elevation 1~588et The recommendc short term approach to provide emergency water to Ashland is to construct a temporary BPS to s pplj the xequiied flows for both the Ashland emergency supply and City of Talent distribution demands. Th'is.~ap-"'roach utilizes the existing City of Talent pumping, storage, and distribution system to su 1 water to a proposed temporary Ashland BPS through a proposed PP, transmission main connected to Talent's distribution system near Creel Road, utilizing the Belmont Reservoirs as operational storage. The recommended improvements are as follows. 1. Locate a portable pump unit at the existing City of Talent BPS site near Suncrest Road that can supply both the Talent and Ashland demands of 1,900 gpm and not use the existing Talent pumps when supplying water to the City of Ashland. 3/21/20144.12 I'M Z:\Hod,e11\Deea\COA\1014 033\02 Pndiminary Design\Tahnicul ~ICmos\A'1'.\P Technical \lemo I . D, Ct Sub-l .d- TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 11 2. Procure a temporary diesel-driven pump and supporting equipment that can meet the pumping requirements, equal to or similar to a Godwin I-11_225M. The pump is a 300 hp unit that can operate at variable flow rates. 3. Construct temporary site improvements at the existing Talent BPS site to locate and secure the temporary pump unit, fuel storage, and other supporting operational and communication equipment. 4. Utilize the existing Talent BPS inlet and outlet piping, metering, and backflow device by constructing temporary taps into the existing inlet and outlet piping. 5. Install temporary telemetry systems that can enable e' automatic operation based on the Belmont tank levels, the same as the existing BPS andallowing remote monitoring and control of the temporary BPS.3 I 6. Utilize the existing Talent BPS telemetry sys ' tms to monitor system status, alarms, and other system operations to the extent possible 7. Design and operational criteria for the temporary pump station includes: >K o Buried inlet and outlet taps and pump connecCio~n's'for protectioti; o Minimum of 20 psi onihlet piping pressure; o Noise suppression to offratemear residentiiHn,~eighborhoods; o Automatic flow control~based c n pressuref6`flows or reservoir levels, and remote monitoring, operation, aontrol~ o Multi-day fuebstorage and ontatnment°;q o Third-p/0argserv%iiccing and fueling; and o Site security.•i. A short-term alternative to~dify the existing Tal Fit BPS to provide the needed additional capacity is still being evaluated; howcvcr, this-is not being evaluated at this preliminary stage because of too man}' unknown's, regarding the condition of th`l existing pumps, electrical, controls and instrumentation, the xeliaBihty for backup pumpi ,capacity and the long lead time for new pumps and controls. Depending onithe results of further analysis, it may be possible for existing BPS to play a key role ii he emergency supper} Talent Boomer Pt ej,,) *tah.on Ln - e ecomme lotions The xecommended1long term ap roach is to modify and expand the existing Talent BPS to provide a . t fain and reliable +d- capac>q' for both the City of Talent water demands and the City of Ashland low emergency water supply. The preL roar}' hydraulic analysis indicates the revised modification must make the existing BPS capabI- of meeting the requirements described in Table 6. This approach is the same as the short-term pp oath utilizing the existing City of Talent BPS, storage, and distribution system to supply water to Ashland's BPS through the proposed transmission main connection near Creel Road and utilizing the Belmont Reservoirs as operational storage. Although further evaluation will be needed, the preliminary recommended improvements are as follows. 1. Modify' or reconstruct the existing City of Talent BPS near Suncrest Road to increase its firm capacity to supply both the Cities of Talent (1.2 D) and Ashland (3.0 MGD) demands of 3,000 gpm. 3/21/20144:12 P\I J.:\%m ,11\DSU\COA\101-033\02 Mlmn,, Design\'1'mh.i,a NI,..,\A'1'AP Technical Memo 1 -Dnfi Submlmd0sx TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 12 2. Firm and reliable capacity is expected increase the size of the existing BPS, adding one and possibly two similar sized pumps so any one pump could be out of service (largest pump) and still meet the required flow. 3. Modify the building, site piping, inlet and outlet piping, backflow and other supporting facilities as needed for reliability. 4. Modify, replace, and upgrade the telemetry systems to enable reliable automatic operation based on the Belmont tank levels that are the same as the existing BPS, and will allow remote monitoring and control of the temporary BPS by the. City of Talent and Ashland as appropriate. s. 5. Further consideration will need to be given to:t,. o Utilizing the existing BPS structure pumps anti 65fitrols or constructing a completely new BPS at the existing site or a new,stte o Location of a new BPS, if a new BPS'is the preferred alternative; o Capacity for growth in the City of T Lent's demands o Design and operational criteria o Auxiliary/backup power supply, s o Surge and transient pressures mitigation o The need for VFD controllers aiad o O&M responsibilities k u. , Ashland Booster Pump Sta"noon Short-term Recommendations Val The recommended sl r[ tte prrooach for the proposed A hl and BPS is to construct a temporary pump station near the t'tthend of City of AX slilan d distribution system at the end of the Ashland section of the new TAP 16Ai~nch transm scion main;,adjacent to HWY 99. This approach utilizes a portable diesel deiven-pumping unit to pump water mto Ashland's low distribution system and aril zes the Granite Reservoir as opera[ o storage uctiono the proposed 13PS will be from the City of r 1"Vent s nbution sy is ern-4 rough he Ashlan&transmission main, being constructed with this fits project. Miilnple locations have>,been identified for this BPS and are under consideration. Refcr to the Ashland B osie Pump Stanon 7.. ng tem commendation section for discussion on the proposed loca on.~ A A preliminary hydraulic analysis 'ndicates the temporary pump station must meet the requirements shown in Table 7. Table 7 - Prop sed Ashland Booster Pump Station Requirements Long-term! Short-term/ Long-term/ Permanent Temporary Permanent 16" to Wimer St 9,600 L, BPS Flow Rate 1.5 MGD 3.0 MGD 3.0 MGD Suction HGL 1,799 ft 1,778 ft 1,778 ft Discharge HGL 2,184 ft 2,236 ft 2,206 ft Pum TDH 416 ft 490 ft 460 ft 3/21/20144:12 P\I ZAB thdlWum\COA\1014-033\02 Pre1-m Design\l'mhnid Nk..,\ATAP Te6nicd M.I-Draft S.M IWA. TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 13 Suction Pressure 27 psi 18 psi 18 psi Discharge Pressure 207 psi 230 psi 217 psi Pressure connect. point +3 psi +25 psi +12 psi Existing BPS Elevation: 1,727 feet The recommended improvements are as follows. 1. Locate a portable pump unit near the north end of Ashland's distribution system capable of pumping 1.5 MGD (1,100 gpm) into Ashland's Granite distribution s}'stem in Main Street. 2. Procure a temporary diesel-driven pump and supporting egwpment that can that can meet the pumping requirements, equal to or similar to a Godwiu PIL160M. The pump is a 450 hp unit that can operate at the higher discharge head require 3. Construct temporary site improvements to locate and seen' the temporary pump unit, fuel storage and other supporting operationa~l afi&'coommunicanon e ipment. 4. Construct inlet and outlet piping, metering and backfiow device 0 etermined appropriate. 5. Install temporary telemetry systems thattccanenable die automatic operation based on the Granite Reservoir levels and allowing remote moo 'toring•and control of hhi temporary BPS 6. Granite distribution system ope~ca~tro.~nalodificattons will need to be considered, specifically in regard to limiting supply from the tughe~r Crowson Service area through many regulators. 7. Design and operational criteria for theme proposed temporary T 'S include: t o Buried mletsan outlet taps an' mp connections from the Transmission main for protecitiion o Minimum of 20 psi on inlet piping pressure; o Noise suppression to,operate near residential neighborhoods and commercial sbusinesses oS Au om tc flowVcontrol based on~pressuxe,. flows or reservoir levels and remote monitorin icg o crauonn,, and control; o Multi-day fuebstorage and containment-, hird-par ty sen~tcmg and.f3ng; and o%T? 0 -Site security. rig -term Recommendations l Ashland BoosteNPumlaotion One alternative being evaluatiVOT. o the long-term approach for the City's proposed BPS is to construct a permanent facility at the site of the temporary BPS that could pump a higher capacities into the Granite distribution system. A preliminary assessment of this approach indicates a need for the following. • Significant distribution improvements in the Granite service area should be implemented to manage high pressures to the northern portion of the distribution system that are already very high. 3/21/20144:12 PM Z:\Dodrelq D.a1\C@\\1014.033\02 Prehminary Design\Tmhnicd %1--\ATAP'PnLnial Demo 1 - D.ft SA-11.,Ld. TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 14 • Construction of an additional pump station to supply the higher Crowson Reservoir service area. • Operational changes to regulators that are the primary supply to Granite service area from the higher Crowson service area. • Water quality considerations due to concerns generated from the lack of turn-over water in the Granite Reservoir. A second alternative is still being considered to a long-term solution that would enable the proposed Ashland BPS to pump up to 3.0 MGD directly to the Crows A2\ onsservtce area. The alternatives are still be developed and will be presented in future design criteria teccal memorandums. Primp Station Sa ing a.- Potential siting locations for the proposed BPS havexbe<11 evaluated based on proximity, elevation, access, and availability. Two locations have been inve~stigatcd and currently one location is favorable fi for the installation of the short- and/or long Cciin~facility. Both loca~tio s meet the requirements needed for the hydraulics of the system and have power available. Furthe - details w It be discussed after negotiation for purchase has begun. IP „s Closing Statement & br Alternative analyses have been completedfor a range of flow coati bons from 1.5 MGD to 3.0 MGD. t: It has been determined that improvcmentsMan be madcn van ety of phases in the short and/or long term depending on decisions". made by Ashland. These decisions will=ithpact the fiscal obligations for Ashland along w th the! ched oE'the projencRDue to,the e edited time frame of this evaluation we 1VM have utilized 30% contingencies t ~illbw flexibilt~Jfo,handle undiscovered issues that may arise under final investigation. This j%ercentagew ll be reducedas details are defined through the design process and we move beyond planning level eeNtimates Appendix G contains a preliminary planning-level cost estimate for usudurmg the decision process xwr EO PROFESS PROFESS G I N RF'P ~~b G I N fS,'P(j~y 88113 r p 79543 r PRELIMINARY PRELIMINARY s OREGON OREGON O t~ CZ po Q 10. Z s V <F PETS\BO FALLEN 0P EXPIRES: 1213112014 EXPIRES: 1213111015 3/21/20144:12 I'M 4\13mhe0\Dao\COA\1014033\02 Pmhmi Duip\TChnidllemos\ATAP Technicl]lemo 1-DnG Submimlda TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 15 Appendix TAP System Overview - A TAP Emergency Supply Phased Improvements - B Hydraulic Profile - Existing - C Hydraulic Profile - Short Term - D Hydraulic Profile - Long Term - E Temporary Pump Station Schematic - F TAP Emergency Supply Project Cost Estimate - G 3/21/20144:12 PM %:\1lolhdl\Dar \COA\1014 033\02 Preliminary D6,\'I'Mmi& Memos\ATAP Technical Memo I - Draft SuhmircdLdocx -T- ~ ' R9PSbleler King's Ilikhaar llete- r,oa 6f .1 bistin d Medford - a„o GP>I Fumm Pig. -u~31'>I ! I _4" Phoenix - . - m" C~,an~,f,,i rn Rru~ntdr u . z nt 1lrter Pomp i'hn~nie )letrr water Meter Station 1PIin'~- 2 6 Talent Pomp Sty. on - gao GP61 F\istind Soo GPM Needed Suction Pressure = 25 Pal I_ 0 16" (ti' z~ 12 Uhland Comlmfion i / - A 1 alent - Proposed 16" W (',1111, onto.klild-ml trm 'uu p lation:z5ooGPM I r i I Ashland I ~u (n 1 zo T~ I"4 1f.' ~',II cc 71 ■ SCALE ~unr; ~ cu s~ I r .f ; Takd P:mp31a1kn Rexnort ,4 i V / \ I tl I I m I RD I ® :fJ loE RVVV.y t AVAl01PR i j r f 1 ~ "LscxiIV _'I f 1 - 51, I I - 1 F I e ; @ffswl,n \ C, g.:, r',._: EvAllEivlnrgd: 'f two OR ~ .L E@URFR , f J-~ 4noERSOn fReBl Rp I I 1• ~ \ I E Iz I r J Re ma l Reservous \ r j I N E Wagner ResalvaY J / M I / to iM hum Tal nl to AshlanJ APS LL 1 \ /I L 1; I `~y % , L ~t 1 rn i f - AsMand BPS 1 TAD Emsram yS nclr f5hotli - i P ~G- - ALT 2 -Lc-i, L r I I U) I C.) I I 1 L E NEl@L45f ,r rmmRmca r x. F", S: ; - r J'1 - ye:. `I r yl ~l ❑ vo~~ _ 1G iMm GraMraw }.:o:;wx:c c^r x~ ,..r~ ~Ak~ ,y r Z I /-'Ilk E 1 1 t I Ir VA r "T rre srasr t I • 1 V-~ i T" E a sr 1 - Y 1~ o 10 A#pWI t 4 ' Polon~amur I t~ / + ~ ~ ~ ~ E Legend J , p E e REman Existing Water Main Pressure Zones - Geww Re•ereaZ...S.ven o • c 1' R E" w~~ wRn a ,r 1 . I E,rt ra Rrse ~o, 9mal QahtNdWll Rpo - Nvrg R.- ZOne Oro r.awsr.Rewvx Zwx 6pn 1 ~I v I \ ~ C I T Y OF -h. n 1 a ASHLAND 9• F'i'• Ahrq ReurKb Zen Twe u ~ulc-, Resnxazon On j 1 ..~j ~-1 I ~ t rl ^2 Fiona-, ~ I ! s N hammetim Mm -Dean Rwrrar Lon°n 1 nb i'a1n~Raserwa Lon T,m 1 I _ • tf - I U, L ~ 1 1. j ur lrY 'j PI ® Ea ,,g PRy Cmwwn Rxorvart LmeTwo GrmN RenrvorOn 'i _ U 51 t 1 t'] J t P,T 1 inch =1,500 feet 1 °.n R¢ser.cr C ~ ~ Goamn Rnarar Zen Thx ~ GrvMR i ' ' • ~ _ I O ` Rrrm Ercewn Berm zen Fau ®tLVte P,esz ._r: V - Q ~'fni ~r" 0 Plot Date _311912014 Crowson Rxr vnr Zon. Fve WTR Dve. lCrcwSpnRMervou , e~ _ t TEr n~ Iq t Cuy lnn is GowwnR-11 .o rya t ❑ .J~~ - Walef Mam leads { m 1 l .1 ~ to Reeder Resettoe i~~ ~ o' '1 ~ 1. ,'t •.a I~~~f r1' rrmm - - ♦ 1 L da r° 1 m NORTH Fallon Reservoir BG L = 2640' 05 MG o,erBnvvflev 2586' SOUTH - NORTH 22600'- II(il.=^610' B flI v >Q0' - 2600' BGI, _ '_580' IIGI. ='SiU 2500'- 11sme Resenuir -2500' South Mountain BPS Park [states Bl'S > Slrawbe~ BPS ' I MG I500 GPMJ (400 611M) ~0vedlu,vPlcv:2557 IWIN iewMIS 14'1T (4IX) GPM) - Ashland 71 PM Base flee 2530' f700 GPM) Treatment 7 5 N16ll (>'_(N) GPhp Plant Base Glev 24:10' 2400'- Crowson 2425 Zone PRVs -2400' 9 Crowson Reservoir 9,9 22MG 8' Overtlow liter 2425' PRVs Base Hev 2406' 2300'- PRVs 16. 18,20 -2300' uGl. = 2274' PRVS 2200'- 14, 1i -2200' Granite 2173 Zone L _J (Iranite Reservoir 2 1 00' - - 11 NIG _21001 crllovv flee 2174' 13,,se Iaev ~ I I.. 20001- -2000' 1 900' - F~O er Rescry r -1900' i 5 b1 G Ashland Rapp Rd BPS Talent 1814 Zone Connection 1800' - -1800' Belmont Resennirs Ildent (Suncrest) BPS , 25 htG (9406 11M) ~OverfowIlev 1814' I I 1000 GPM possible) Base L lev 1787' 1700'- Phoenix 1681 Zone M -1700 Phoenix BI'S P fast Reservoit 1600'- Ovcrllu,vo ht v ~lh:IS -1600' M' Flcv IG;7 Regional BI'ti 1 (:}000 GPNI) 1hop Reseiy „u I-speriment I II's I (00u0 GPM possihlc) 1 85 h1(i 1500' Legend overflow Elev 1565 Medford 1430 Zone r Base Glee 1545 Medford Zone - Fallon Zone ® Well Pump _ System Hydraulic Profile for the - PhuenivZone Croreson?Znne Booster 1400o . Cities of Ashland, Talent & Phoenix fulentZonc - CrowsondZone Pump Station (iraniteZone WTPZone Pressure Emergencq TAP Waterline Project Crowson Zone I-- Facilities at Reducing Station rt s i rv E E IS Dufl' AlsineZone L __1 Same Site r't_a,rvrveTreatment Date MAR('H 20, 2014 Filename Iniettie s c i E tv n Plant Fallon Reservoir IJGL = 2640' 0.5 MG 26(10'- IIGL= 610' 0%er(loN%He 258(1 SOUTH ~ BaseHev 2 80 NORTH -2600 BG1. _ 2~so' Wit 2) 500'- 11sin,Reserwir 500, with Mountain BPS Park Estates BPS \ 1 N16 ISluuil'M) (400GPN1 ± Stansbem Bl'S NN 11) "I P' Ovarllow Elev. 2552' IIillview Bl'S hland 1400 GPM) A s Base Elev. 2530' (70U GPM) 7 i N16D (5200 GPNI) frealntent Plant Base Elev. 2440' 2400'- Crowson 2425 Zone -2400' GosssonResertotr I'RVs 22 MG 8' 9 Overllow Elev. 2425' PRVs Base Elev. 2406' 2300'- 11 28 PRVs 16, 18,20 -2300' i1. = 2210' LPRV-1 2200'- 14, 15 -2?UO' Granite 2173 Zone j (iramte Reservoir 21001- -2.1MG- -2100' 'r.erllotii Flee 217 B,iselae, '61~ 1 I'n,i, ,,i:1 I IBC, 1 5-3.0MOD 2000' - p TDII 385 - 41511 - 2000' 13,000 LF of 16" pipe 19001- Wagner Reservoir -1900' 1) 5MG M Ashland Rapp Rd BI'S Talent 1814 Zone Connection 1800'- - - -1800' 1 -J Belmont Reservoirs c.JziwIcatHl'> 25M(i '7--12Nt(ili OverfowLles 1814' 11)11 IS'' I I P) Base Rev: 1787' 1700'- ! Phoenix 1681 Zone M -1700' Phoenie BI'S R East Resen our 16011'- ,eraoI0NIG 1681.5 -1600' t) M Base Elev. 1657 5' Rceuma! 151'.5 I (41AO 611M) "hop krsu,n I'vperiment BPS 1 (6(~GPSlpossiblel P Is5\IG , -1500 Legend 0%ernow Ele%i 1565' Base Flev 1545' Alternative 2 - Short-Term Medford 1430 Zone iM _ M Medford Zone FallonZnnc Well [lump 4 P System Hydraulic Profile for the Phoenix Zone Crowson 2Zone Booster 1400' Cities of Ashland Talent & Phoenix I falentZone Crosvson3Zonc I'unq'ticuum Granite Zone WTP Zone Emergen y TAP Waterline Project Pressure - CrOwson lone - - Reducing Station ~ Facilities at VrI V E E R S Als ine Zone s:ne Site NERS Dtm DarrMARCI120.2014 Filename Imenie uTtSTS Treatment Plant Fallon Reservoir HGI.=2610' 05MG Oserlhnv EleN: 2586 s0U'rH we NORTH 2600'- 1161.=2610' BaseEle% ~SSO -2600' n(a = 2ssl =Flev GL = 255U' 2500'- -2500' South Mountain BPS Park Estates BI'sStrawlxm~ liPS Hdlview HPS (_O(I(iPM) (400GPh1Ashland (400GPM) (7000PhI) 75MGD(5200(iPM) Treatment Plant Base Llev 2440 2100'- Crowson 2425 Zone 2400' Reservoir I R1 , - ---2-2 --MG Overflow Elev: 2425' PRVs Base Elev: 2406' 2300'- I 13,28 16.11a 20 -2300' BGL=2270' I PRVs L 14, 15 2200'- I -2200' r, %NSonBPS ,'I MGD p Granite 2173 Zone 1 NI 71n FT Granite Reservoir 2100'- 2 lMG 11001 Overflow Flev 2173' Base Elev_ 2145 I 2000'- -2000' I I 1 900 - Wagner Reservoir -190' I Rapp Rd BPS OS MG Ashland Connection Talent 1814 Zone 18001- - 800' -1800, Belmont Reservoirs !•11 fi Owrllaw Ide1 1114' l l l F [ ,1 Base Flee: 1787' 1700'- Phoenix 1681 Zone M -1700 Phoenix 1311.1, p Fast Rescnon 1600'- 10 MG -1600' OcerflowFlev:I(' 1I M1 13rie1ICV:I6j7 Re'lonal BPS I (40oOGPM) "hop Rc,rnnir I vpennwnt h1'S I (6111") (;PM possible) P I8i11G -1500' Legend Overflow Elev 1565 Medford 1430 Zone Base l-lev.1545 Alternative 4 - Long-Term M M b hLvltbni Zone Paflon Zone P R'cll Pump SY J stem Hydraulic Profile for the - I>hocnixzone ('tt'wson2Zone -1400' Hoosier Clues of Ashland, Talent & Phoenix 'alentZone - Crowson 3Zone PtonP Sla,IUfl - Granite%onr - Wll'Zone 1'rrssurr ~ Emergency TAP Waterline Project - Cro„son Lone Reduim-, tiC,ll,,,, I IaeIl111e58t WIN Duf Alsine Zone' L--I Saone Site Ihatment Da[e MAR(1120.2014 Filename Intetie S Plant - z ELECTROMAGNETIC METER AND VAULT M BACKFLOW DEVISE AND VAULT, LOCATION TO BE DETERMINED TEMPORARY FENCING El El 0 0 E] -E- N N- TEMPORARY RECHLORINATION ❑ BUILDING HOSE, ❑ TYP. OF 2 TEMPORARY ❑ PUMP AND SKID FUEL CELL AREA, TELEMETRY AND ❑ PUMP CONTROL ❑ ❑ ❑ ❑ ❑ ❑ ❑ SCHEMATIC TEMPORARY PUMP FACILITY I` A""Ek5 CITY TO SCALE OF ASHLAND City of Ashland . p TAP Emergency Supply P °nRIELL O AMA O A° Y Project Cost Estimate Date of Estimate Update: 3/21/2014 1 cmisslon Main and (Class sa DIP w/ standard Restraint) - w/In Travel Lane 600 IF $ 176 $ 105,000 Machines mes hAff,trad, e Includes Talent trasi n (Class improvements at Rapp fltl (5351F) 16 Inch Transmission Main(Clasi 50 DIP w/ Standard Restraint) -w/1n Paved Shoulder 2,00 Lf $ 163 $ 335,000 ' Assumes full replacement of shoulder and striping 16-Inch TfammHSlon Moin Penn 50 DIP w/ Standard Ransil - Gpvel/Unimproved 9,0501T $ 96 5 867,000 ' Assumes limited restoration to match existing 16 Inch Transmission Main (Class 50 DIP w/ Full Restraint - w/in Travel lane 1,300 UP $ 203 $ 264,000 • Assumes halfstreet grind and overlay "man Transmission Met. (Cie. Sa DIP .1 Fall Restraint) -w/m Faced shouwer 530 IF 5 IN 5 100,000 • Assumes full replacement nnlwumer and striping 16-IrKb Transmission Main (Class 54 DIP w/ Full Restraint)' Grave)/Unlmproved 1,610 LF $ 123 $ 199,00 v Assumes limited restoration to match existing Pipeline lsoWtion and Bypeas (at 2,000' spacing) aFA $ 3,300 5 16,400 - Includes 16' bu porry valve w/ 2- bypass Air Release and Round" Assemblies 8EA $ 4,000 5 32,000 ' Assumes 2"air release valve and blowoff assemblies Master Meter Facility 1Eck $ 30,900 $ 30,000 • Includes 12 inch magmner, Isolation valves, and vault Double Check BaGOOw Prevention Facility IEA $ 10,000 $ 20,000 • Includes 12-mch double checklisolation valves, and vault Railmad Crossing 2751F $ 120 5 33,000 ' Assumes 24-Stud Casing w/ open cut construction Corrosion Protection(Optianal) 15,100 LF $ 17 $ 255,700 - Includes poly bfn6loint bonding and tat stations SUBTOTAL Surced, Engineering, Permitting. Bidding and Construction Administration 27% $ 610,000 Easements & Legal @ 1.6% $ 36,000 City Indirect Costs @ 2% 5 45,000 SUBTOTAL ESTIMATE OF PROBABLE INDIRECT COSTS $ 691.000 SUBTOTAL OF TOTAL PROJECT COSTS $ 2,s49,GGO CONTINGENCY @ 30% $ 895,000 EMERGENCY SUPPLY T"NSMISSION MAIN PROJECT TOTAL r$ 3 834 0001 Temporary Pumping for Emergency Supply (1.5 MGD to Granite Zone) Estimated Units Talent Temporary Booster Pump Station(2,4o0GPM go 2o5'TDH Portable Pump) 1L5 $ 53,00 $ 53,000 Assumes trailer mounted, dieselyowered pumping unit w/ high capacity fuel Junk, and pump can Assumes above grad ade ne fconnexea at existing Talent BPS. •dionto existing BPS Suction and discharge piping ' Based on 3 month rental, ' Does NOT include operational costs (La fuel and maintanence seems) Ashland Temporary Booster Pump Station (1,500 GPM p 444P TDH Portable Pump) 115 $ 69,00 $ 69,00 - Assnes trailennaunled, diesel-powered pumping unit w/ high capacity fuel tank, and pump controller located at TBD property w/in Ashland UGB - Assumes 30' x 30' area of site will be secured w/ temporary fencing and that suction and discharge piping connections will be located within vault. ' Based on 3 month rental. ' Does NOT include operational costs (i, fuel and mairomence servlces) l1S 5 Bs,ow $ 85,000 Water Quality eat Chlorination System • Includes amper metric, mufti parameter water quality an heft and pump controller; diagphra minoring pump skid and Injection system, automated diluation system for use with tote (bulk) and day (dilute) tanks, electrical and control panels located w/in ID' a 20' woad shed. ' Assumes 12.5%s0dium hypochlonte de ivered to site and diluted to ea solution. 'ASeu es that water quality and chlorination equipment will be relocated to Permanent BPS and that shed will be repurposed. SUBTOTAL ESTIMATE OF PROBABLE CONSTRUCTION COSTS 207,000 Survey, Engineering, Permitting, Bidding and Construction Administration @ 3VA 62,000 Easements & Legal @ 1.6% 3,000 Land Acquisition Allowance 150,000 City Indirect Costs @ 2% 4,000 SUBTOTAL ESTIMATE OF PROBABLE INDIRECT COSTS s 219,OW SUBTOTAL OF TOTAL PROJECT COSTS $ 426,000 i CONTINGENCY @ 30% 5 62,000 TEMPORARY PUMPING SYSTEMS FOR EMERGENCY SUPPLY PROJECT TOTAL rS 488 ODD Page 1 of 2 1/11/1ou "m P. I Wita\CMU014a33t07 Prellmlary oesignXeon EsllmateTAP Emergency Supply Poland colt E:nmzre..h.: summary City of Ashland TAP Emergency Supply P IELOMOM Y Project Cost Estimate Date of Estimate Update: 3/21/2014 Long Term BPS and Transmission Main Improvements 1 MGD to Crowson Zone) ITEM Eltma ] Ls 5 ]so,ooo $ ]so,DOo Regional Booster Pump station Assumes that improvements will be limited to electrical and control system upgrades in order to allow BPS to operate at full csWnh Assumes no major mechanical, she, or structural changes will be required. Extent of improvements T00, 1L5 $ 540,000 $ 540,000 Talent Booster Pump Station (3,NO GPM go 230' TOR) Assumes Nat existing pump station will be reh laindred to Increase firm opacity as needed to meet Talent demands and Ashland emergency supply needs. - Assumes that existing structure and electrical service are adequate, and that mechanical system will not sessions maps upgrades. • Assumes new pumping equipment and control systems will be required, Ashland Boos ter Pump Station (2,100 GPM®20o'TCB 1L5 5 1,210,000 $ 1,210,000 - Assuew 30'x40'CMUstructurew/woodframed metal mofw/separme mechanical, electrical and water quality rooms. Pumping equipment is TOD. Includes electrical and control systems, but does not include emergency generator. - •Includes installation of water quality and chlorination equipment, 26-Inch Transmission Main (Class 54 DIP w/ Full Restraint - w/in Travel lane 5,20D LF $ 203 $ 1,055,000 • Assumes half-street grind and overlay ' Assumes Alt 1 alignment (Sheridan to Walnut to Grandview Dr.) 16.11 Tramirshion Main load 54 DIP el Full Restraint) - w/In Paved Shoulder 0LF $ IDO $ - Assumes full rephament of shoulder and striping 161nch Transmission Main (adz 5a DIP w/ Full Restraint) - GrayeUUnimprpved 0LF $ 123 $ ' Assu mes limited restoration to match existing Pipeline Isolation and Bypass (at 1,SD0'spacing) 3 EA $ 3,300 $ 11,440 • Induces 16' Wtledly raise w/2'bypass Air Release and Blowaff Assemblies 3EA 5 4,000 $ 12,00C) 'Assumes 2' air release valve and blowoff assemblies Corrosion Proteation(Optional) 5,200 LF 5 17 $ Bg'4oo 'Induces poly by,pirs, joint bonding and test stations SUBTOTAL ESTIMATE OF PROBABLE CONSTRUCTION COSTS $ 2,917,000 Survey, Engineering, Permitting, Bidding and Construction Administration 30% $ 87S,000 Easements & Legal @ 1.6% 17,000 City Indirect Cost, ga 2% 53.000 SUBTOTAL ESTIMATE OF PROBABLE INDIRECT COSTS 9801000 SUBTOTAL OF TOTAL PROJECT COSTS 3,897,MO CONTINGENCY @ 30% 5 375,000 LONG-TERM EMERGENCY SUPPLY PROJECT TOTAL • PROJECT • •i•y 111 SUMMARY gr RESTATEMENT OF COSTS Phase 1 Phase 2 Total Total Construction Costs $ 2,465,000 $ 2,917,000 5,382,000 Total Indirect Costs S 9101003, $ 980,004) S 1,890,000 I TOTAL PROJECT • 101 4,772,000 9,094,000 Page 2 of 2 3/21/2014 tat PM 1:\Oala\CW\1014D33\02 Fesinso ryDeslgn\Cout Exuimatt\TAP EmMenry easily I'mjM Cart ESnmatexbx: Summary CITY OF FORM #13 ASHLAND EMERGENCY PROCUREMENT Greater than $5,000 To: Dave Kanner, Public Contracting Officer From: Mike Faught Date: 4-8-2014 Re: Emergency Procurement - Written Findings and Request for Authorization Document the emergency: TAP emergency construction: In circumstances that qualify as emergencies, Ashland Municipal Code 2.50.090(H), ORS 279B.080, and ORS 279C.320 allow for deviation from the defined competitive procurement requirements of ORS chapters 279A, 279B, 279C, and related Oregon Administrative rules. Sustained drought conditions, substantially lower-than-normal snow pack levels for the Ashland watershed, and TID's plan to curtail its service in mid September of this year could well result in interruption to water service in Ashland in late summer and early fall, possibly for extended periods of time. These circumstances caused Jackson County in mid-March to declare a disaster due to drought. The U.S. Secretary of Agriculture has also designated Jackson County as an agriculture disaster area due to drought. Although Ashland has recognized for some years the need to undertake new water supply infrastructure projects to assure water supplies to meet both emergency needs and increasing normal demand, the potential severity of these impending water shortages could not reasonably have been foreseen and addressed until very recently. Interruption of water services to Ashland residents and businesses could have foreseeably severe health, safety, and economic consequences in that: • Insufficient water for normal daily personal needs can significantly impact the health of residents, especially those not readily able to access external or trucked-in water supplies; • Insufficient water to effectively fight drought-exacerbated fires in the Ashland watershed could plausibly cause enough damage in the watershed to undermine its natural water supply functions and could even threaten structures within the City; and • Tourist not wanting to deal with water shortages during their vacations could significantly depress Ashland's tourism-dependent economy. Timely construction of the Talent Ashland Phoenix emergency water line intertie project ("TAP") could avert critical haphazard water service interruptions, allowing the City to meet its water needs by late summer or early fall of 2014. Construction of TAP could not possibly be completed by late summer or early fall utilizing standard contracting procedures for constructing public improvement projects. Form #13 - Emergency Procurement- Written Findings and Request for Approval, Page 1 of 3, 4110/2014 The circumstances set forth above unquestionably constitute a reasonable basis for undertaking an emergency procurement to secure construction of the TAP project. Council recently approved an emergency procurement process for engineering services related to the TAP line, and staff will generally follow the same procurement procedure for construction. In addition to enabling completion of TAP at least close to the time of the now-anticipated water shortages, the proposed emergency procurement process will better able the City to address the size and technical complexity of the project: The proposed solicitation process will limit bidders to those with proven ability to perform a pipeline installation project under severe time constraints and in similar geologic, environmental, and right of way circumstances. The proposed selection process will assure that bidders are technically competent to perform the work while also spurring price competition by awarding the contract to the lowest responsible bidder. Also in addition to enabling timely completion, emergency procurement will better enable the City to control the impact that market conditions may have on cost and timing: Quick initiation of the solicitation process can reasonably be expected to result in lower bid prices because the solicited construction firms will be less likely in April than they would be in May or June to have obligations elsewhere that they would be willing to defer only at a premium. Also, the currently low prices for pipe are likely to rise significantly as summer approaches. Document solicitation process: The described method will use competitive bidding. The City in concert with RH2 Engineers will directly solicit proposals from between three and five bidders that meet the following criteria: • Satisfactory performance, without delay or defects, on at least one contract for similar work for Ashland or other cities in Jackson County within the last three years. • Satisfactory history of performance working in Oregon State Highway rights-of-way. • Demonstrated capacity to provide bonding, insurance, equipment, personnel and resources to accomplish the contemplated work within the anticipated time frame. • Prequalification with the City of Ashland to perform the right-of-way work. • Demonstrated ability to work closely with owners and engineers to develop and implement cost saving and/or time saving measures that benefit the public. • Demonstrated concern for and commitment to address matters related to public safety and convenience. Selected bidders will be given two weeks to respond once the solicitation is released. Of the bidders selected to receive invitations to bid, each will be deemed equally qualified, and the City will award the contract for construction to the lowest responsive bidder at the end of the solicitation period. Preselecting a limited number of bidders on the basis of performance criteria will help assure that thejob is done in a timely, workmanship like manner. Limiting the pool of competing contractors to those that have recent, proven competence in completing similar projects and are familiar with local conditions will help assure that materials, construction techniques subcontractors, and equipment meet the City's quality standards. Competitive price bids will help control costs. Form #13 - Emergency Procurement- Written Findings and Request for Approval, Page 2 of 3, 4110/2014 Amount of Emergency Contract: $ TBD Written Order Emergency Procurement is being authorised by the City Administrator as specified by this written order. Authorized by: Date: City Administrator/ Public Contracting Officer Report Emergency Procurement to the City Council: Yes / No Note.- Emergency Procurements equal to or greater than $100, 000 for Goods and Services and equal to or greater than $75, 000 for Personal Services will require Council approval. Form #13 - Emergency Procurement - Written Findings and Request for Approval, Page 3 of 3, 4/1012014 CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Solid Waste Franchise A Presentation of Financial Incentive Options for Waste Reduction FROM: Adam Hanks, Management Analyst, adam@ashland.or.us SUMMARY: As a follow-up discussion to the solid waste franchise ordinance process from October of 2013, Council requested that Recology Ashland Sanitary develop a report and present to Council suggestions for restructuring rates to provide a financial incentive for waste reduction in Ashland. BACKGROUND AND POLICY IMPLICATIONS: The attached report has been drafted and submitted to the City of Ashland by Recology Ashland Sanitary pursuant to Resolution 2013-32 that was approved by Council on October 1, 2013, which reads in part SECTION 3. Recology will return to the city by April 1, 2014, with suggestions for restructuring rates to provide a financial incentive for waste reduction and an increase in recycling, including but not limited to an option for service with a less-than-32 gallon container. Recology staff will present and discuss with Council their draft report, which will include the following: Service Approaches: • Expanded Sticker Programs • Smaller trash cart sizes (24 or 20 gallon carts) • Every other week trash service Rate Approaches: • Base rate plus individual cart type (recycle, green debris and trash) pricing with trash being the most expensive option • "Pay as you throw" rate structure • Discounts for skipping regular trash pick ups or for target diversion rates (commercial) Waste Hauler Incentives: • Waste diversion targets for waste hauler to achieve with specified financial rate related incentives for meeting targets Pagel oft CITY OF ASHLAND FISCAL IMPLICATIONS: While several potential financial considerations have been identified by Recology in their report for the different potential tools to meet the waste reduction objective, each option will require further review, research and rate modeling utilizing the existing customer classifications, as well as comparisons to existing rate schedules. With Council direction, Recology and City staff can provide more detailed financial models and impacts for the concepts chosen to pursue further. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council review the report, ask relevant clarifying questions and direct staff to work with Recology staff to further research the operational and financial impacts of any of the concepts provided in the report or other concepts that have merit in meeting the waste reduction objective. Staff also suggests that the report be part of the scope and recommendation of the Ad-Hoc Recycle Center Committee, as many overlapping elements exist between the work they have begun and the concepts provided in the attached Recology report SUGGESTED MOTION: N/A ATTACHMENTS: Recology Response Report per Resolution 2013-32 LINKS: Solid Waste Franchise Ordinance and Resolution adopting Administrative Operations, Rules and Rates (Materials provided as part of Council packet for October 1, 2013 Business Meeting) http://www.ashland.or.us/Pape.asp?NavlD=1 5830 Page 2 of 2 ~r, Recology. Ashland Sanitary Service WASTE ZERO RECOLOGY ASHLAND RESPONSE TO SECTION 3 OF RESOLUTION NO. 2013-32 Overview It is important to note that diversion rates for Jackson County are quite respectable, given the challenges it faces as a rural county. The 2013 county diversion rate was 49.3%, and this rate has shown steady improvement since Recology assumed the Ashland franchise in 2009. The rate in 2009 was 41.6%. What makes this impressive is the fact that unlike many of the larger, less rural counties, we are achieving this rate of success without any currently viable program for diverting post-consumer food waste anywhere within the county. In addition to offering curbside recycling of commingled materials, green debris, glass and motor oil, Recology Ashland offers a variety of options and services to encourage and accommodate the 3 R's of waste--reduction, reuse and recycling. The Ashland Recycle Center provides collection and recycling of commingled recyclable materials, cardboard, glass, printer ink and toner cartridges, cell phones, textiles, shoes, fluorescent tubes and bulbs, as well as plastic bags and other plastic films. For reuse, there is a clothing and shoe "free box," and a Styrofoam "peanut" and bubble wrap exchange. Other services include food collection and even pet adoptions. The Valley View transfer station accepts and recycles commingled materials, metals, cardboard, green debris, woody debris, motor oil, cooking oil, anti- freeze, tires, propane tanks, glass and electronics. Recology Ashland employs a full-time Waste Zero Specialist, whose waste diversion responsibilities include on-going outreach and education relating to reducing, reusing and recycling. Lastly, Recology Ashland partners with other Jackson County waste haulers and organizations to provide household hazardous waste collection events, the JCRP Plastic Roundup, the Ashland Firewise event, the JCRP Master Recycler program, free leaf drop-off days and discount leaf bag programs, free composting classes, and a host of other programs and activities to help achieve Ashland and Jackson County diversion goals. The major challenges we face include distance to and lack of access to markets for recyclable materials, no access to major ports, no rail transportation, a lack of recycling infrastructure (such as food waste processing facilities and local Material Recovery Facilities), and the now infamous "green fence". Three ways of increasing diversion and/or reducing waste exist. The first is education. Public awareness and understanding of what people can do, the benefits of doing it, and the harm of failing to do it is best achieved through outreach and education. This tool of education, steadily and relentlessly applied, will indeed "move the needle," albeit somewhat slowly. It was primarily public education that.produced the steadily improving diversion results seen in Jackson County. The second way involves political will, coupled with enforcement mechanisms. Some of these would include mandated services, base participation fees, property liens, fines, etc. Most likely you would need some form of "garbage police" to enforce the various mandates. Pg. 1 The third way involves incentives, usually in the form of rates favoring those who produce the least amount of trash or conversely, the greatest reduction/diversion of materials from the landfill. It is this third way that Recology has been tasked by the Ashland City Council to examine and to submit ideas and proposals on. Service Approaches Some communities offer reduced rates for customers who utilize something other than "standard" trash service, which is currently a weekly service utilizing an industry-standard 32-gallon capacity rolling cart, coupled with every-other-week curbside recycling service (utilizing a 64-gallon rolling cart). Customers may also opt for every-other-week green debris service on a subscription basis. One current non-standard offering is the popular "sticker program," whereby customers purchase pre- paid stickers which they apply to their trash carts and set out on an "as-needed" basis. This is a form of a "pay-as-you-throw" program. Another offering is "recycling only," where customers who have no trash service, or only "sticker" service, may purchase curbside recycling service for a modest monthly charge. This is a new charge for many people, including prior "yellow bag" and "sticker" customers. Since these customers tend to produce very little in the way of materials in general, be it trash or recyclable materials, one viable option might be to offer "recycling only" stickers. A green debris sticker program could be offered as well. These additional sticker offerings would encourage small generators to continue to "do the right thing," and not simply put their green debris or commingled recyclables in their trash carts. Some communities offer smaller trash cart size options, with corresponding trash rate reductions. Two common options are the 20-gallon trash cart insert, and the 24-gallon rolling cart. Of the two options, the 24-gallon rolling cart is by far the least challenging from an operational perspective. The 20-gallon insert tends to get easily jammed with trash due to its relatively small top and tapered design. This makes emptying difficult, often requiring the cart with insert to be "slammed" multiple times to dislodge the trash. This in turn breaks the rivets holding the insert, and does significant damage to the "host" cart as well. The 24-gallon rolling cart is not an insert. It is a stand-alone rolling cart, identical to the standard 32-gallon rolling cart in design and function. There are a few things to bear in mind before implementing 20 or 24-gallon discounted service. Often a significant number of customers will initially opt for the smaller size (and savings), only to find out shortly thereafter that the containers are simply too small to fit their needs. These customers then migrate back to the standard sizes. This results in much unnecessary expense in the form of delivery costs, retrieval costs, re-delivery costs of standard carts, and excess quantities being purchased initially, only to end up unutilized and taking up valuable storage space. Pricing is also tricky. The cost to service a 20 or 24-gallon container is very close to the cost of servicing at 32-gallon container. The only real difference is a modest savings in disposal costs. This means, then, that if you use deeply discounted rates in order to attract people to the smaller cart options, you will be offering this service at a loss. In turn, then, all rates will need to be adjusted each' year to account for these losses. In essence, then, customers utilizing these smaller cart options will end up being subsidized by other rate payers. Additionally, customers who subscribe to smaller cart options who actually require more service tend to put any trash that does not fit in their small trash cart into their commingled recycling or green debris carts. This contaminates otherwise recyclable materials, turning them in to trash, which of course defeats the whole purpose of the smaller carts. There are communities which offer every-other-week trash service. This does help to reduce costs in larger communities, because full routes can often be eliminated. Eliminating a route eliminates a driver, a truck, and all of the attendant expenses associated with the wages, fuel and operating costs. pg. 2 Unfortunately, in small communities, unless every-other-week service is mandated for everyone, it is difficult to actually reduce costs significantly. This is because in the absence of mandates not enough customers migrate to this service to enable elimination of a full route. It is simply a matter of scale. There may be limited savings via elimination of overtime wages, but you cannot eliminate a part of a driver or a part of a truck. Also, communities which offer every-other-week trash service can do so because they can offer every week food waste pick up. This gives customers enough capacity to go two weeks before filling up their regular trash, as food waste represents somewhere around 15 to 25% of the waste stream. Without being able to collect and process food waste separately, the attendant odors, pests and health risks become unacceptable. Worse, without some form of fines and "trash police" to enforce them, many people end up putting trash in their commingled recycling containers when they run out of room in their regular trash (or worse yet, they steal service from their neighbors). Seattle has experimented with EOW trash service, but recently rejected it overwhelmingly. Rate Approaches Many rate schemes, some of them very creative, have been employed by various cities and towns. In San Francisco, perhaps the most successful city in America in terms of waste reduction and diversion, the current rate structure consists of a "base rate" of $5.00, paid by every residential "dwelling unit". Next, a recycle cart (32-gallon) and a green debris cart (32-gallon) are provided at a cost of $2.00 for each 32-gallon unit. Lastly, a 32-gallon trash cart is offered at $25.08 per month. Total cost for "full service," then, amounts to $34.08. People who need a second trash cart pay an additional $25.08. This makes trash very expensive and recycling very cheap, which encourages waste reduction and diversion. It can also encourage contamination and theft of service, so it requires enforcement mechanisms to make it all work. Another rate scheme being looked at seriously in San Francisco is a "pay-as-you-throw" structure. This involves a bigger base charge, say $25.00 per month, for a recycle cart and a green cart. A trash cart can be added for $7.50 per month, a second trash cart for another $7.50, etc. In this way, trash is truly "pay- as- you- throw". Again, this creates a large risk of abuse and contamination. This system will not work in a fully-automated operation, since the waste collector must be able to see the contents of the carts to ensure that they are not contaminated. Also, the waste collector must have the ability to charge heavily for contaminated materials. A technology-aided approach has also been experimented with. Basically, in this program each trash cart has an imbedded RFID chip, and each truck has a chip reader. Each time a customer's can is picked up, it is recorded. When a customer does not set their trash can out, they receive a discount off of their trash bill. The costs for this technology are fairly high, and would take a long time to recover in a small market. San Francisco uses a rate incentive program for its commercial customers as well. They pay a "standard" rate for service, but then are given discounts (capped at 50%) based on the amount of diversion they achieve. The diversion is calculated by dividing the total amount of diverted materials by the total amount of all materials collected. Some communities offer waste hauler incentives for waste haulers who achieve pre-determined goals. In these cases, rates are set higher than required (typically, 2%). At the end of the year, if the diversion goals are met, the waste hauler gets to keep the 2%, or some portion of it, based on a sliding scale (e.g. 100% of goal = 2%, 75% of goal =1.5%, etc.). If the goals are not met, the 2% goes back to the rate payers in the next rate year. The idea here is for the waste hauler to use the incentive money to invest in additional diversion opportunities. These might include technology, employee incentives, educational programs, sorting facilities, sorting facility equipment upgrades (e.g. optical sorters), "dirt" MRF's and pg. 3 the like (a dirty MRF, or dirty material recycling facility, is one where trash is collected, dumped out on a sorting pad, and manually sorted to reclaim items otherwise destined to go to the landfill). Smaller ideas might include offering "back yard" composters at a discount, or offering worm bins at a discount (with free vermiculture classes). Recology could partner with volunteers to recover construction materials for use by organizations such as Habitat for Humanity. Other areas to explore could include mandated curbside recycling, material "buy-back" centers, unmanned newspaper or cardboard only depots, a dirty MRF and awards and incentives for residential recycling (Recycle Bank model). Summary Offering smaller container sizes, along with other discounts and rate incentives may help. Many other approaches may require mandated service, fines and enforcement to succeed. All programs must include education to promote legitimate waste reduction and recycling and to discourage contamination and abuse. This will get us a few more percentage points of diversion over time. In order to impact diversion in Jackson County significantly, the dilemma of composting of food waste must be solved. A bonus in this would be the ability to divert waste water treatment sludge by converting it to compost as well. This will take a concerted cooperative effort of waste haulers, municipalities, institutions (e.g. RVCC, SOU), and concerned citizens. It is a complex problem, requiring a great deal of research and financial commitment. Solving the food waste problem, creating markets, developing infrastructure, and meaningful legislative mandates are all going to be necessary to move Ashland and Jackson County into the ranks of the most successful locales. Lastly, the City must establish clear, measurable Waste Zero goals, and take the bold and sometimes uncomfortable steps necessary to reach them. pg. 4