Loading...
HomeMy WebLinkAbout2014-0902 Council Agenda PACKET CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Time permitting, the Presiding Officer may allow oral testimony. If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to speak, and the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL September 2, 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.] 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 August 18, 2014 2. Executive Session of August 18, 2014 3. Business Meeting of August 19, 2014 VI. SPECIAL PRESENTATIONS & AWARDS 1. Presentation on the 2014 drought 2. Update to City Council on Ashland Forest Resiliency Stewardship Project funding VII. CONSENT AGENDA 1. Approval of commission, committee, and board minutes 2. Appointments to Airport Commission 3. Appointment to Historic Commission 4. Endorsement of the Monster Dash for the purpose of hanging a banner VIII. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. All hearings must conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to 9:30 p.m. by a two-thirds vote of council {AMC §2.04.050}) None COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. 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 IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] X. UNFINISHED BUSINESS None XI. NEW AND MISCELLANEOUS BUSINESS 1. FY 2013-2014 Fourth Quarter Financial Report 2. Recommendation from the ad hoc Downtown Improvement and Beautification Committee for the use of TOT funds for "other City projects that qualify" 3. Direction to staff regarding questions for citizen survey XII. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution establishing fees and charges effective September 4, 2014, for medical marijuana dispensary application processing" 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 Administrators office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. 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 August 18, 2014 Pagel of 3 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, August 18, 2014 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:31 p.m. in the Siskiyou Room. Councilor Morris, Rosenthal, Voisin, Lemhouse, and Marsh were present. Councilor Slattery was absent. 1. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. 2. Presentation on Electric System Ten-Year Planning Study IT/Electric Director Mark Holden explained the study was an independent review of the electric distribution system to ensure it had the capabilities to provide reliable, safe, and economical electric service for the future. CVO Electrical Systems Electrical Engineers David Castor and Michael Antonishen provided an overview of the 10-Year Plan. The study reviewed historical system issues from the 2003 and looked forward 10 years. They also looked at how prior loads matched study predictions, the affect the recession had on use, equipment, system model development, and improvements over the past ten years. They established planning criteria, developed a load forecast and a system analysis based on the loads, and analyzed contingency plans that resulted in their recommendations. They continued with a presentation that included: Purpose • Independent system review and analysis • Focus on electrical system infrastructure • Provide recommendations for economical, reliable service now and in the future Study Structure • Load Forecast • Planning & Design Criteria • Analysis of Existing System o Transmission, Substations, Distribution • System Modeling & Analysis • Identify need Improvements & Recommendations System Overview • Power purchased from BPA • Looped 115 kV transmission service from PacifiCorp • 3 Substations 0 1 BPA owned (Mountain Avenue) 0 2 PacifiCorp owned (Ashland, Oak Knoll) • City owned and operated distribution system The City purchased energy from Bonneville Power Administration (BPA) and PacifiCorp provided the physical connection. Three substations supplied power to the city, Ashland, Mountain and Oak Knoll. BPA owned the Mountain Substation and the transformer and the City owned the 12-4-7 kV (12,470 kilowatt voltage). Improvements Since 2003 • PacifiCorp improved looped transmission sources • SCADA at Mountain Ave, Ashland, Oak Knoll - all substations now in SCADA • Mountain Ave rack expansion added additional feeders and provided more flexibility • Many distribution system improvements for facilities & practices • Protection, Control & Facility upgrades at Reeder Gulch Minutes for the City Council Study Session August 18, 2014 Page 2 of 3 • Complete list included in Section 2 of report Planning Criteria • Single-Contingency Reliability If a major piece of equipment was lost, the system could feed the entire customer base with only a brief outage. • Equipment Capacity (Substation, Feeder, Conductor) o Normal & Emergency o Weather Extremes Summer peak maximum load was as high as winter peak in Ashland. • Winter & Summer ratings • Voltage Levels Load Forecast • Electric system must be adequately sized to serve the maximum expected (peak) demand • Electric Power Demand sensitive to temperature • Plan for a one in 10 year hot (105) or cold (8) weather event - based on 50 years of weather data for the area • Main data sources: o City of Ashland & Jackson county Comprehensive Plans o BPA & PacifiCorp o Oregon Climate Service BPA used different assumptions and looked at load forecasts for every customer with a zero load gain. Weather events were not as big a factor and BPA focused on distributing power to multiple areas fairly. Two major drivers CVO Electrical Systems looked at for peak demand were climate and population. Conservation measures, the cost of energy, and social patterns also affected peak demand predictions. Tables & Graphs • Historical Growth Data - Population Growth, Energy Use, and Peak Demand 2003-2013 • Average Weather & Demand Jan 2003 - Jan 2014 Ashland power use was approximately 87% residential based on meters. • Yearly Peak Demand 2003-2013 • Energy Growth vs. Population • Load Forecast & Capacity 2003-2023 CVO Electrical Systems explained it was very difficult to predict weather trends and focused more on population. Council noted population had not fluctuated that much over a 10-year period and that suggested energy use was more climate driven. CVO Electrical Systems clarified the system needed a base to be prepared for a certain level of use. Other factors that determined Load Forecast & Capacity included annexations, urban growth boundary changes, zoning changes, and large facilities. Climate change will have a major affect but currently for population was the main factor for Ashland. The recession affected energy usage nationwide. Power Flow Analysis • Modeled existing systems • Distributed loads according to existing and forecasted loading (Peak 5, 10 years) • Loss of substation and loss of feeder circuit with load transfers • Identified overload & low voltage conditions in all scenarios Power Flow results • Normal configuration, Peak Load • Normal configuration, 5 & 10-year growth Minutes for the City Council Study Session August 18, 2014 Page 3 of 3 • Loss of feeder • Loss of substation transformer o Failure of Mountain Avenue Sub Transformer or Ashland Sub Transformer could create problems at peak loads Observations & Recommendations • Transmission System: o Improvements over last 10 years result in reliable quality service to City - much stronger than 10 years ago • Substations: o Purchase Mountain Avenue Substation ($1,290,000-$1,645,000) o Expand Mountain Avenue sub with second transformers and associated equipment ($1,008,000) and Ashland well connected Substation Ownership • Mountain Avenue Substation o City presently owns 12.47 kV equipment, BPA owns primary breaker and transformer o Utility Delivery Charge = $1.399/kW/Month (increasing) o Yearly charge for Mountain Avenue: $224,714 (2013 numbers) o Purchase would include 0.8 mile of 115 kV transmission line that serves Mountain Avenue The primary driver for purchasing the substation was economic along with the control to provide for the customers better. BPA owned the distribution equipment and charged the City a monthly utility delivery charge that totaled $224,714 in 2013. Purchasing the substation would eliminate that charge and offset operating costs yearly. Owning the substation would incur maintenance costs. BPA intended to increase the utility delivery charge yearly, the increase for 2013 was 25%. Mr. Holden estimated staffing and operating costs of owning the substation were $175,000-$180,000 annually. • Ashland Substation o General Transfer Agreement (GTA) = $0.82/kW/Month (increasing) o Yearly charge for Ashland: $86,031 (2013 numbers) o Existing City distribution rack is inside PacifiCorp substation. It is 1960s vintage and needs to be replaced Ashland Substation Options 1. Replace existing 12.47kV distribution rack and related equipment ($250,000) this addresses safety concerns but will not eliminate the GTA charge 2. Building new substation across Nevada Street (additional $1,200,000) this would eliminate GTA charge Mr. Holden thought the costs could be built within the existing rate structure, additional impact, if any, would be under 1%. This did not include purchasing the substation. There were other strategies to deal with peak demand. The City could manage the peak demand but not incorporating at least some of the changes put the City at risk for a single event. Meeting adjourned at 7:09 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder Regular City Council Meeting August 19, 2014 Page 1 of 5 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL August 19, 2014 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Lemhouse, Rosenthal, and Marsh were present. Councilor Slattery was absent. MAYOR'S ANNOUNCEMENTS Park Commissioner Chair Stefani Seffinger introduced Michael Black as the newly appointed Parks & Recreation Director. Mayor Stromberg announced vacancies on the Airport, Wildfire Mitigation, Forest Lands, Historic, Public Arts, and Tree Commissions. APPROVAL OF MINUTES The minutes of the Study Session of August 4, 2014, Business Meeting of August 5, 2014 and Goal Setting of August 8, 2014 were approved as presented. SPECIAL PRESENTATIONS & AWARDS Members of the Conservation Commission and Chair Marni Koopman presented the annual report from the Conservation Commission. The Commission listed accomplishments from 2013-14 as the following: • The City Operations Sustainability Framework is in place • The Community Sustainability Framework (STAR) is ready for the September 15 Study Session • Storm drain monitoring • Implementation of "car wash kits" • "Water Audits" for gardens on tour • Worked with schools to support existing anti-idling ordinance • Events for Fourth of July, Compost classes, leaf bags, Earth Day, All-Schools Sustainability Competition and collaborated with OSF "Green" Green Show • Provided support for action by the City on divestment from fossil fuels • Served on the Recycle Center Ad Hoc Committee • Researched viability of the "Bring your own bag" program Listed priorities for 2014-15 as the following: • Continue supporting events, outreach and education • Action on climate change • Progress on sustainability planning for both City Operations and the Community • Additional work on waste minimization, protecting water quality, and water conservation CONSENT AGENDA 1. Approval of commission, committee, and board minutes 2. Annual renewal of liquor licenses 3. Approval of an employment agreement with Michael Black as Director of Parks & Recreation 4. Class-Special Procurement - Day Wireless Councilor Rosenthal/Voisin m/s to approve Consent Agenda. Voice Vote: all AYES. Motion passed. Regular City Council Meeting August 19, 2014 Page 2 of 5 NEW AND MISCELLANEOUS BUSINESS 1. Approval of Memorandum of Understanding (MOU) between the Ashland City Council and the Ashland Parks and Recreation Commission City Administrator Dave Kanner presented the staff report on the proposed MOU between the City and the Parks and Recreation Commission. He explained that the City's external auditor had noted the absence of an MOU between the Commission and Council that needed correcting. Councilor Voisin/Rosenthal m/s to approve the MOU between the City Council and the Parks & Recreation Commission. Roll Call Vote: Councilor Voisin, Morris, Lemhouse, Rosenthal, and Marsh, YES. Motion passed. PUBLIC HEARINGS 1. Public Hearing and first reading of an ordinance titled, "An ordinance replacing Title 18 Land Use of the Ashland Municipal Code with a reformatted and amended Land Use Ordinance" Community Development Director Bill Molnar, Planning Commission Chair Rich Kaplan, and Planning Manager Maria Harris presented the staff report on the proposed ordinances. Mr. Molnar explained the existing format of the land use ordinance was outdated. In 2006, staff hired consultant Scott Siegel to audit the land use code. Mr. Siegel produced a report that identified a number of phases to assess and ultimately reformat the code. Over the past two years staff worked with the Planning Commission to look at a new format and bring all the standards into one unified document. They created a matrix divided into six sections of proposed amendments to the land use code they would review periodically. Chair Kaplan added the Planning Commission unanimously recommended Council adopt the reformatted and amended land use ordinance. The Commission indicated additional changes listed in the Council Communication and recommended further public input on commercial building height in areas greater than 100- feet from residential zones. Ms. Harris explained this was a two-part project. One part was restructuring, reformatting, and combining the ordinance into one document. The second part was the proposed amendments. Staff based the structure on the state's model code and grouped the ordinance into six parts: Part I - Introduction and General Provisions Part 2 - Zoning Regulations Part 3 - Special Districts and Overlay Zones Part 4 - Site Development and Design Standards Part 5 - Application Review Procedures and Approval Criteria Part 6 - Definitions The Planning Commission suggested the following revisions: • E-I Side and Rear Yard Abutting Residential Zone - 10-feet for the side yard and 10-feet per story for the rear yard • Residential Uses in C-1, C-1-D, and E-1 • Parking and Street Frontage Standards - make is consistent with the conceptual plans • Vision Clearance - leave as is • Minimum Corner Lot Size - leave single family R-1-5 Zone at 6,000-feet One of two outstanding issues was the proposal to allow four story buildings in the C-1 and C-I-D zones at least 100-feet from a residential zone and retain the conditional use permit to go up to 55-feet in the C-I-D zone in the 100-foot buffer. Mayor Stromberg and Council discussed how they would process the changes in information and decided to have the Planning Commission and staff determine the amendments that had the most significant impact on the community. Council would also send questions and items to the Mayor and City Administrator to discuss in Regular City Council Meeting August 19, 2014 Page 3 of 5 special or regular Council meetings. Ms. Harris continued the presentation. The second issue was density caps. Currently there were maximum density caps and the total density bonus on affordable housing allowed in multi-family developments and subdivisions. The maximum density bonus for affordable housing in R-2 and R-3 multifamily zones was 25% and 35% for subdivisions. The maximum total bonus for R-2 and R-3 multifamily was 40% and 60% for subdivisions. Conservation was 15% and additional open space could go up to 15%. The intention was encouraging utilization of multiple density bonuses. Affordable housing density bonuses increased the number of units. Conservation housing affected the type of unit. Another substantive amendment was the affordable housing density bonus calculation. The current calculation allowed an additional affordable housing unit. The recommended amendment would allow an extra market rate unit if the project included an affordable unit. Changes that affected commercial and employment zones would allow building separation on the same parcel for large-scale development. Another recommendation would update the definitions for motels and hotels. The state evaluated planning application procedures and green development. Both areas functioned well with few improvement suggestions. The state compared City code with the LED-ND or Earth Advantage neighborhood model and had two recommendations. One would provide more cottage housing. Parameters would allow cottage housing in the R- 1 and R-3.5 zones and be part of a performance standards options subdivision with a density bonus for every single-family unit done. The base density was two cottages for one single-family size each at 800 square feet. The maximum for cottage housing was 16. Cottage housing had reduced parking requirements as well. Another recommendation from green development was building separation in multifamily zones that could prevent cottage housing. The recommendation would take half the height of the tallest building where the two buildings met and use that for building separation with a maximum of 12-feet. An amendment to accessory residential units would make them subject to site review and eliminate the conditional use permit requirement. A Planning application procedures evaluation compared the land use ordinance and procedures to all the minimum statutory requirements. Procedures did well with a recommendation to extend planning approval expirations and extensions. Currently planning approval expiration was 12-18 months. The recommendation would make all of them 18 months. Every planning application was good for one renewal and extension at 18- months and the recommendation would extend that to 24-months. Also recommended was changing the effective date of a Type 2 decision from 13 days to 10 days. The amendment would not count the day mailed and change the deadline for appeals that fall on the weekend or holiday to the next business day. Another recommendation would provide a more expedited process for land use review on economic development projects. Currently, a business with a 10,000 square foot building, or an addition more than 20% of the square footage required a public hearing. The amendment increased building size to 15,000 square feet and an additional building 50% of the square footage. Public Hearing Open: 8:24 p.m. Colin Swales/95 Coolidge Street/Suggested adding hyperlinks to the document and update references to AMC 18 in chapter 12 of the Comprehensive Plan. He shared what he liked and that the definition for flag lots needed to change. Regular City Council Meeting August 19, 2014 Page 4 of 5 Public Hearing Closed: 8:29 p.m. PUBLIC FORUM - None UNFINISHED BUSINESS - None ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution of the City Council establishing tax rates for the sale of marijuana, medical marijuana and marijuana-infused products in the City of Ashland" City Administrator Dave Kanner provided background and explained the resolution proposed a 5% tax rate on medical marijuana and 10% for recreational marijuana if it passed in the November election. Staff based the tax on cities that were taxing medical and recreational marijuana. The tax would compensate the City for the impacts of medical marijuana dispensaries in town. However, he did not want to establish a tax rate that was impunitive on the people who purchased medical marijuana. Theoretically under state law dispensaries were not supposed to make a profit, only recover costs. The 10% tax on recreational marijuana was slight in comparison to tax imposed on alcohol. The wholesale mark up on alcohol charged by the Oregon Liquor Control Commission (OLCC) was 107%. He clarified Colorado had a statewide sales tax, a 2.9% sale tax applied specifically to marijuana, along with local jurisdiction general sales taxes and an additional marijuana tax on top of that. City Attorney Dave Lohman thought there were two questions, one was what tax amount a court could find punitive and therefore invalidate a tax. The second question was what the legislature would conclude as inappropriate. No one would know what the preemptive language in the ballot measure meant until it passed. The City wanted to be in a position where they could tell the legislation the City's tax was reasonable and wanted the legislation to support the City even if it meant passing a piece of legislation that made it clear that it is not retroactive. Mr. Kanner explained the ballot measure established specific taxes the OLCC would be responsible for administering. This was a statute the public would vote on and the legislature had unlimited discretion to modify it. Currently OLCC would impose a tax that included local jurisdictions but would not provide much revenue. OLCC had a task force already in place to determine how they would handle legalization and what their administrative structures would be. The proposed tax in the statute was an excise tax based on several things that included weight, number of flowers, and could potentially raise $19,000,000436,000,000 in revenue for the state. The state tax structure was not the same as the gross receipts tax proposed to Council. Mr. Kanner thought the ordinance would allow Council to adjust the tax amount if needed. Councilor Voisin/Rosenthal m/s to approve a resolution of the City Council establishing tax rates for the sale of marijuana, medical marijuana and marijuana-infused products in the City of Ashland. Councilor Lemhouse/Marsh m/s to split the question into two parts, one regarding medical marijuana and the other regarding recreational marijuana. Voice Vote: all AYES. Motion passed. Question #1: Motion to approve a resolution of the City Council establishing tax rates for the sale of recreational marijuana. DISCUSSION: Mr. Kanner clarified that marijuana infused products could fall under medical or recreational. Councilor Voisin supported the motion. Councilor Rosenthal noted taxing both medical and recreational marijuana was appropriate and the tax amount met industry standards. Councilor Lemhouse agreed there should be a tax. Legalizing marijuana would become an added expense to the City and noted areas in Colorado dealing with accidental overdoses in children consuming marijuana infused products. Councilor Marsh supported a tax on recreational marijuana. If legalized, the City could easily classify it as a luxury item like alcohol and supported the 10% tax. Councilor Lemhouse motioned to amend the motion to make tax on recreational marijuana 20%. Motion Regular City Council Meeting August 19, 2014 Page 5 of 5 died for lack of a second. Roll Call Vote on first question of motion: Councilor Lemhouse, Rosenthal, Voisin, Marsh, and Morris, YES. Motion passed. Question #2: Motion to approve a resolution of the City Council establishing tax rates for the sale of medical marijuana. DISCUSSION: Councilor Lemhouse was unaware of local taxation on prescription drugs. He did not think taxing medical marijuana was right and would oppose the motion. Councilor Marsh also opposed the motion. Currently the City did not tax medications or supplements. There was no purpose taxing medical marijuana other than the City thinking it could. This was a punitive tax and punished the end user. She had an issue with the earlier statement the tax would cover the cost of the dispensaries. The City had a permit process and protections in place and there was no need to take those costs from the actual user. Councilor Voisin agreed but did not think this was punishment. The majority of medical marijuana issues dealt with minor pain. Dispensary owners would most likely absorb the tax. No one knew the impact dispensaries would have on the community and the protections in the current ordinances were not enough. She would support the ordinance. Councilor Rosenthal noted medical marijuana was not a prescription medicine and routinely taxed in several states. He supported the staff recommendation. Councilor Morris commented there was most likely a high percentage of users not using it medicinally but there were also people who did use it medicinally and it was truly a medicine. He would not support the motion. Mayor Stromberg agreed the City should not tax medical marijuana. It was premature to make a judgment on dispensary impact as well. It was the Council's job to make taxes appear reasonable and consistent. The City could always adjust the tax down to zero. Councilor Marsh clarified Council could go from a zero tax to 5%. She supported the template for potentially taxing medical marijuana that Council passed through an ordinance at the last meeting. Mayor Stromberg was concerned the state might seize on rates set now through the grandfathering process. Mr. Lohman confirmed the tax structure was set at zero. Councilor Lemhouse did not think the state legislative would tell cities how to tax marijuana, and would allow them to do it based on how they allowed jurisdictions to handle medical marijuana. Roll Call Vote: Councilor Rosenthal, and Voisin, YES; Councilor Lemhouse, Marsh, and Morris, NO. Motion failed 2-3. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Lemhouse announced Saturday August 23, 2014 Ashland High School would have a football scrimmage along with a food drive. Councilor Marsh invited the community to attend a Family Fest sponsored by the Ashland Resource Center and the Emergency Food Bank, August 27, 2014 4:00 p.m.-7:00 p.m. at the Ashland Resource Center. Councilor Voisin thanked City staff and the Chamber of Commerce for the Drought Summit. City Administrator Dave Kanner explained staff mailed postcards to specific water customers possibly affected by the upcoming test of the TAP line the week of August 25, 2014. ADJOURNMENT Meeting was adjourned at 9:13 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor ASHLAND CONSERVATION COMMISSION Meeting Agenda July 23, 2014 Community Development Building, Siskiyou Room 51 Winburn Way 1. Call to Order The meeting was called to order by Chair Koopman at 6:00. In attendance were Commissioners Beam, Buck, Beigel-Coryell, McGinnis and Weir. Commissioners Hartman, Silverberg and Sohl were not present. Staff liaison Hanks and Council liaison Rosenthal were also in attendance. 2. Consent Agenda / Reports The minutes for the June 25, 2014 Commission meeting were approved unanimously by a motion/second from Buck/McGinnis. The meeting notes from the Commission Goal setting, June 26 and July 10 were unanimously approved by a motion/second from Beigel-Coryel I/Beam. 3. Announcements Koopman announced the next Regular Commission meeting is scheduled for August 27, 2014, with upcoming Sustainability Sub-committee meetings scheduled for August 6th, August 20th. The compost class assignment for August was announced as Commissioner Beam with Commissioner McGinnis doing the September 6th session. Other Announcements from Commissioners Buck reminded the Commission that they were considering using the AHS football games as a way to promote/announce the Sustainability Awards. Beam suggested that Commissioner Hartman be the point person on finding out if it was possible and how it would be accomplished. Beigel-Coryell announced that the Center for Sustainability is having work parties and always accepts volunteers. Check their Facebook page for ways to connect. Koopman suggested that the Commission invite Oregon Climate to come to a future meeting, which was agreed upon by the group. Oregon Climate is headed by Camilla Thorndike, for Conservationist of the Year award winner. 4. Public Forum No speakers 5. Reports / Presentations/Updates Council - Councilor Rosenthal Councilor Rosenthal described that he was unable to attend the previous Commission meeting due to his trip as a City representative to Ashland's sister City Guanajuato. CITY OF ASHLAND Rosenthal was very impressed with the visit and the hospitality, but noted for the Commission that waste reduction and recycling has a long way to go to catch up to Ashland. Rosenthal also noted that the Council is scheduled to hear from the Commission at the September 15th Study Session regarding community sustainability planning and the STAR framework. He suggested outlining the presentation to give the Council three basic options (small, medium, large) and to outline how the request might fit with the Council's goals/planning over the next 5-6 years. City Operations - Hanks Hanks provided an update on the water supply/drought situation and noted that the reservoir is nearly full, which is due to favorable weather conditions, excellent response from the community in water reductions and solid decision making regarding the timing and use of TID water supply by the Public Works - Water Division. Hanks also noted that the Conservation Division has been very pleased with the response to the lawn replacement program that was put together over the winter and released this spring. The City offers rebates based on the amount of lawn removed by residential customers. The irrigation system is required to be modified to a drip type system to water the drought tolerant plantings that are required to replace the lawn. Initial savings estimates are good, but actual savings will not be available until a comparison of the following irrigation season is done. Commissioner Weir asked that the LRP data be provided to the Commission when available and Hanks noted he would provide them once collected and analyzed. Commissioner Weir was interested in existing timelines and due dates for the City's operational sustainability plan and Hanks noted that it is ongoing and is being assembled one resource element at a time (energy, water, waste, etc) rather than all at once so there are no specific due dates to refer to. Quarterly Report - Reset schedule discussion The Commission discussed getting the schedule back on track for the quarterly reports and suggested that it begin in September with Jim Hartman with the School District report, then Buck with Recology, Beigel-Coryell with SOU and Hanks coordinating a City update that could include different topics and other City staff if needed. The Commission agreed and Koopman and Hanks will coordinate this on future agenda's. Recycling Center Ad-Hoc - Beigel-Coryell/Beam Hanks noted that the Ad Hoc committee was extended by Council in their June meeting and would resume meeting starting with a meeting on August 14. BYOB - Hanks Hanks mentioned that he has spoken with the five main grocers most affected by the BYOB ordinance and that a letter will be going out to the other retail businesses in Ashland that are subject to the ordinance. Sustainability Sub-Committee - STAR framework update McGinnis updated the Commission on the meetings that he and several other Commissioners have had with individual Councilors regarding the STAR framework and the upcoming study session discussion. McGinnis noted that their meeting with Slattery was encouraging. McGinnis and Beigel-Coryell both noted that feedback includes being specific about asking for staffing and how it would be funded. Koopman noted that the STAR framework and community sustainability planning request would be a part of the Commission's annual update/presentation to Council scheduled for August 19th and to submit any information Commissioners would like included in the presentation materials by July 29th Fourth of July Recap - Buck Buck provided a recap of the Fourth of July event noting that while the no paper brochures/handouts rule that was implemented this year was a positive, an unintended consequence was the proliferation of many other types of handouts (plastic items, rulers, etc) that may not be an improvement overall. Buck noted that the event seemed smaller than in previous years which meant less trash and less travel, but the waste reduction tracking metrics are tough to gauge given the many variables involved each year. Divestment Policy Update - Hanks Hanks referred to the packet that includes an email from City Recorder Barbara Christensen that indicates the Divestment discussion will be heard by Council at the August 4th study session at 5:30 in the Siskiyou Room. 6. Old Business Commission Goal Setting - Review/Approve draft goals Koopman referred the Commissioners to the draft goals document in the packet for review and asked if anyone had comments or if the group was ready to approve. Commissioner Weir stated that he could not support the goals as he felt they were non- specific, too diverse and no assignments of responsibilities were included. Beigel- Coryell noted that she felt some of the goals needed some rewording but that the overall document was good. Beam added that he assumed that the goals would be adopted then specific actions, timelines and assignments would be made. Buck noted that she agreed with both Weir and Beam. McGinnis suggested that the Commission agree on what is a goal and what are objectives/actions. Koopman stated that she felt the group has already put a great deal of time into the goal setting process and that going over them again and labeling goals vs. objectives vs actions wouldn't be productive at this point and would prefer to just adopt them as presented. Beam made a motion to adopt and was initially seconded by McGinnis but retracted after clarification of motion. Motion died with no second. Beigel-Coryell made a motion to approve the goals without the column of objectives/actions. Beam added that he felt the Commission was not ready to vote because three members are not present. No second was provided, motion died. Beigel-Coryell added that she felt the goals should be more centric to the Commission rather than broad City goals. McGinnis motioned to establish a leader for each goal on the document. No second, motion died. Weir again noted that the goals were untenable to him without connecting them to individuals who would take on specific projects. McGinnis noted that he likes the current format of goals, objectives, actions. Beam added that he felt that sustainability is getting confused with climate action and the Commission may be asking for too much at once. After further general discussion, Koopman suggested that Commissioners bring specific recommendations back to the next meeting to discuss and approve. 7. New Business Commission meeting schedules for November and December Hanks noted that the Commission had indicated it was interested in moving the regular meetings for November and December from the fourth Wednesday to the third Wednesday as has occurred in prior years to adjust for the holidays during the regular meeting times. All commissioners agreed. Commission Monthly Column in Sneak Preview To be discussed at August meeting. 8. Wrap Up Beigel-Coryell noted that she felt some negativity in the Commission meeting discussions and felt uncomfortable with it. Koopman acknowledged the comment. Items to be added to next agenda N/A Adjournment Koopman adjourned the meeting at 8:00 ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE MINUTES July 2, 2014 CALL TO ORDER The meeting was called to order at 3:30 p.m. in Pioneer Hall, 73 Winburn Way Regular members present: Pam Hammond, Michael Dawkins, Rich Kaplan, Dave Young, Craig Anderson, John Williams (arrived at 3:40), Emile Amarotico, Joe Collonge, Cynthia Rider and John Fields Regular members absent: Lisa Beam, Marie Donovan, and Liz Murphy Ex officio (non-voting) members present: Mike Gardiner, Bill Molnar, Mike Faught, and Lee Tuneberg Ex officio (non-voting) members absent: Sandra Slattery, Katharine Flanagan, Dennis Slattery and Rich Rosenthal City of Ashland Staff members present: Tami De Mille-Campos and Kristi Blackman APPROVAL OF MINUTES Minutes of June 4, 2014 - It was clarified that Colin Swales (public forum) discussed the idea of "removing" the couplet. Minutes were approved as corrected. PUBLIC FORUM Edem Gomez (TDM Planner, Rogue Valley Transportation District) wanted to introduce himself to the group and passed out a few business cards. Colin Swales, 95 Coolidge Street Colin spoke to the delivery truck issues in the downtown area. He stated part of the issue is them double parking in the morning, reducing traffic down to a single lane. He doesn't see the single lane as being the problem because he believes a single lane is sufficient at carrying the traffic through. One of the things he sees as the problem is when the trucks park just before the crosswalk that crosses East Main Street at Water and cause vision clearance issues. He said he went into the Police contact station and spoke to them about the issue and was basically told the delivery trucks can park just about anywhere they want to. He asks the committee to keep this in mind as they address the delivery truck issue. The next thing he spoke to was the idea of removing the traffic signals in the downtown. He referenced the success of Redwood City which removed all of the traffic signals in their downtown and it operated just as efficiently without the signals. He said he has seen this happen in our own downtown when there have been power outages and he finds that during those times there is a lot more courtesy, care and awareness shown by drivers. He would like the committee to keep this in mind, even as a trial. REVIEW OF CPW INTERIM REPORT Mike Faught stated that he thinks the CPW team did a very good job with the report. There are a few minor tweaks he would send to them but overall he thinks that it summarizes where we started and where we are at this point. He stepped through some of the highlights of the document. Mike pointed out he thinks this is some really good foundational data as they begin to come up with policies/solutions. Bill added that he thought they did a great job in terms of outlining the sequence of events that have occurred to date. He thinks one thing that CPW took away from the committee early on was the focus on low cost/short term solutions, specifically in the areas of wayfinding and information. Bill pointed out he thinks we need to be careful of the use of some terminology when they talk about downtown versus downtown core, versus downtown study area. Mike said he thinks there are inconsistencies within the report that they need to sit down with the consultant and address before a final report. Mike asked the committee for their feedback on the report. Chair Young stated the committee has a lot of work to do and that the consultant wants them to move toward the difficult decisions. He stated he does feel the entire report clarified pretty well the distinction between the downtown core etc. Joe mentioned that he was looking over all of the charts and the area nearby where he lives in (3rd Street & A/B) was always busy but they said closer to the railroad district it is denser. That is only a block long and is within the railroad ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE July 2, 2014 Page 1 of 5 district so he doesn't understand what they think the railroad district is. Craig added that he thinks the terminology that is used is important. The term concern is used when referring to pricing but yet there is no data that indicates that pricing will have a negative effect. The term suspicion is used when referring to employee parking. He thinks the issue is also be confused by segregating customer parking into time regulated parking versus non time regulated parking when most of the spaces downtown are non time regulated. Therefore the term suspicion would indicate that we don't have the data to support that but yet there are data and findings to state that is a problem. He stated it is a real fact that employees are using spaces that would otherwise be used by customers. He thinks dealing with the issue in a meaningful way is important. He also added that while he appreciated the guiding principles exercise that was done at the June meeting, he feels like the context for the consultants and the whole study is really the Transportation System Plan (TSP). He feels the guiding principles should be subservient to the TSP and not the other way around. Cynthia agreed that the parking issue is not just during peak season. She noted that she feels like the previous surveys haven't been focused or pertain to OSF patrons. She said they would be more than happy to help with a survey directed more towards the OSF patrons. Young added there is going to be an OSF survey at some point in time. She also wanted to remind the committee to remember those with mobility issues (handicap parking, safe drop off areas etc.). John Williams echoed what Cynthia said regarding the peak season. He pointed out he would really like to know the cost of some of these options so they can put everything in perspective when making recommendations. Rich Kaplan wasn't quite sure what to expect with the report but was pleasantly surprised and felt it was very comprehensive. He pointed out there are some anomalies in how we handle parking here. During OSF's off season the lot that is normally 4 hours at Pioneer/Lithia is unlimited. Without any data, his sense is a lot more employees park there. He noted he is not suggesting this but one could look at eliminating that and creating more turnover. He brought up the "zoned" parking (parking in one area and moving up the block or across the street). He pointed out that making it more known may also increase turnover. Mike noted if anybody didn't get a chance to speak regarding the report they could email staff with their feedback, questions etc. HIGH LEVEL POLICY DISCUSSION Pricing John Williams thinks we should leave that in the mix as a discussion item because it is too early to remove it. Michael stated pricing tends to be his number 1 priority so he is in favor of moving it to the short term. Pam thinks it would be a good idea to implement the low hanging fruit; things that don't cost a lot, are easy to implement. Then if that doesn't work come back. She stated it may be something that needs to be done but they could come back a few years down the road, which would allow time to see how much paid parking would cost to install. Pam asked whether the parking tickets generate revenue. Lee Tuneberg stated the parking ticket revenue is pretty much flat; it is enough to cover the Diamond Parking contract but not much more. He also stated the Hargadine parking structure generates enough to pay for its debt service and maintenance and there is also a surcharge that goes into the general fund to cover parking studies and parking improvements. Michael commented there is always this misconception, growing up Ashland had parking meters. He said Aspen went through this process in the mid nineties and discussed a lot of these same issues. He said they have an incredible bus system and they still have a huge problem with employee parking. They started out with the low hanging fruit solutions and finally put in the parking meters. During the time he was there he said you could really see the turnover that was happening by instituting this. John Fields remarked we haven't had any discussion/debate regarding pricing so if the committee wants to include it ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATIONAD HOC ADVISORY COMMITTEE July 2, 2014 Page 2 of 5 then they need to spend some time. Back when the City had metered parking he felt and still feels that it is a small town, open thing to not have meters, just to be able to pull up and park. He comes to downtown 3-4 times a day and to have to deal with a parking meter to park for 10 minutes is a hassle, He also mentioned the hassle of getting a parking ticket when you park in an area, leave and come back but receive a citation for parking within the same block. He feels that making it more difficult to park and having more of a regulatory approach is a negative. Pam added that after reading the interim report she was confused and she noted she gets all this stuff as she was on the Transportation Commission and was involved with the Transportation System Plan and she doesn't want to do anything that is so complicated that nobody will ever get it. She also pointed out that for anyone who has been here since before the food and beverage tax came into affect they know how public opinion can poison something. She added we don't want that, we should be able to roll it out in a way that is comfortable for the citizens and visitors. She hopes that the committee is careful with whatever they do. Cynthia said if the consultants were saying that pricing was the most effective way to succeed then she would say yes look at pricing but it appears to her that they do think there are other things they could do that are just as effective. If that is true then she feels we should try those things and save pricing until afterwards unless someone is telling them that pricing is inevitable but she doesn't think that is being said. She would agree with Pam to keep it on the list but do the other things first. Emile questioned what the difference is in what we are doing now with enforcement (timed parking) versus metered parking which would still involve enforcement. He wonders what the benefit is to the paid parking, other than revenue. Chair Young answered increased turnover is the benefit. Bill also added the increased revenue is another benefit which could be put towards other parking management programs (Travel Demand Management, employee incentives, leasing private parking areas, planting street trees, multi-modal etc.). John Williams shared he had read an outside study that said an 85% occupancy rate is the sweet spot from the industry standpoint as far as the ideal occupancy demands to optimize retail and have enough space for people to reasonably find a space. The study was also arguing for using smart parking meters to manage it. Rich Kaplan stated he thinks you also have to be careful of unintended consequences. So if people decide they don't want to pay for parking they are going to start moving to the nearby residential areas. He thinks there are a lot of implications with pricing, in terms of people's behavior. Joe/Pam m/s to direct the consultants to defer pricing until a time when the more easily achievable policies do not work. Discussion: Emile isn't comfortable with removing pricing from the list completely because he doesn't feel like there has been enough discussion regarding the other items and sensed whether everyone feels the low hanging fruit is going to do the job. John Williams doesn't think he can even make a decision without having more information. Michael said he is where Emile is on this. He said people tend to park closest to their destination and then move out from there and even though the low hanging fruit seems nice he isn't sure they will make a huge amount of difference. He doesn't want them to be taken off the table and he thinks there worth trying but we should keep this in mind. Rich is in favor of keeping this as an option because he thinks it is inevitable but there are many things they could look at in terms of how the current parking strategy is implemented. Chair Young said he supports the motion because he feels there is a lot to be done and it isn't in anyway excluding pricing later on. He said in over 20 years nothing has been done. In the spirit of moving towards something he would support the motion. 9 yes;1 no. Motion passes. Wayfinding Informational Resources Incentive Programs Regulation Supply Satellite Lots/Trolley ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE July 2, 2014 Page 3 of 5 Some of the committee members feel Regulation and Incentives go hand-in-hand. Emile stated he knows his employees park all over the railroad district and there is no incentive or regulation in those areas. He said he talked to the people at Ashland Christian Fellowship who said his employees could park there but his employees do not park there. He pointed out there isn't anything to move them in that direction until they regulate and tell them where they can park. John Fields sees the financial cost of the supply issue and the trolley and is willing to remove that from the list. John Williams would be interested in seeing relative cost of things. Chair Young added if they look at the Trolley idea as the City has to buy the trolley then it looks expensive but who says the burden is only on the City, there are a lot of stakeholders that benefit and may be willing to share the expense. John Fields said if you've looked at how the Rogue Valley Transit District (RVTD) 15 minute service and the look of their systems established and working what it cost to make that happen on a small town that is seasonal he just doesn't see how you can make that work. He added that it hardly works in Portland which is highly leveraged with a large megalopolis supporting it. Chair Young pointed out that may be true but there are indirect benefits. Michael mentioned he remembered when they were going through the Transportation System Plan (TSP) process that the Hargadine parking structure was engineered to add an additional level or two to it. A few other committee members remembered the same. Chair Young added the single most frequent suggestion is the shuttle/trolley. Michael pointed out when they worked on it during the TSP process they spent quite a bit of time working on it and they came up with some scenarios that are quite doable and not quite as daunting from a financial standpoint. The committee feels ill equipped to prioritize the high level policies and that they need to look at all of them. They would like to see the consultants recommend what solutions/policies they should start with. Chair Young added this is their town and their process. Mike also pointed out he thinks the consultants are ready to do that they just need the committee to let them know which tools to use to do that. Wayfinding - Michael stated he would leave wayfinding on the list but he doesn't think it really does a lot. Pam responded that she disagrees with that. She said patrons are confused because nothing is marked. Michael added he feels people are going to park closest to their destination regardless. He would leave it on because it would be helpful to the visitors but changing behavior is another thing. Chair Young asked the committee what they think about a mobile app. The committee supports exploring that idea. They are also in support of exploring blue "P" (parking) signs throughout the downtown and informational kiosks. Informational Resources - John Williams said it is such low cost, low hanging fruit that it's a no brainer to leave it on the list. Information resources could include maps, brochures, a website etc. Incentive Programs/Regulation - Michael thinks Incentive Programs and Regulation are two great places to start. Emile added he offered $10 to the first 10 employees that came to him and said I've tried it, I've parked in Ashland Christian Fellowship's parking lot 10 times (or something of that nature) and only one person came to him! Mike replied when Standing Stone began offering bikes to their employees as an incentive it worked really well so there may be some incentives that do work. Joe mentioned employer provided residential parking permits could be an incentive. Emile added subsidized or free bus passes could be an incentive, along with regulations that makes it onerous to park. It was mentioned that the timed spots along A Street are not enforced by Diamond Parking. Lee stated they do enforce down there based on complaints. They do increase their routes and expand during the in season. Michael pointed out some of the railroad district parking problem is attributed to employees of the post office. Mike mentioned when he was in Albany a few years ago they set up employee parking areas. They would assign them some type of sticker and this way it keeps the retail turnover. He felt it worked pretty well. ASHLAND DOWNTOWN PARKING MANAGEMENT& CIRCULATION AD HOC ADVISORY COMMITTEE July 2, 2014 Page 4 of 5 Supply - Chair Young thinks the most important piece is to manage demand. Cynthia thinks it is important to look at the long term so from OSF's standpoint she thinks they need to look at adding supply. Chair Young added he would like her to consider demand and use of the festival can increase without building new structures. Satellite Lots/Trolley - Joe asked during the TSP how far along they got in terms of the rough design of the trolley plan. Mike answered there is a route design in the TSP. Joe asked if anyone has talked to RVTD about what it would cost to drive it. Chair Young stated it isn't that easy. There is a concept but it is bigger than just RVTD or a private contractor. Mike offered to provide the Trolley section of the TSP so they can see that as they try to wrestle with the idea. He pointed out this also includes identifying places such as the bank, Bi-Mart or any other business that has open concrete that could be served as parking. Schools and churches were also mentioned. Michael brought up that a pedi-cab could be an idea to explore. ADJOURNMENT Meeting adjourned at 5:30 pm Respectfully submitted, Tami De Mille-Campos, Administrative Assistant ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATIONAD HOC ADVISORY COMMITTEE July 2, 2014 Page 5 of 5 CITY OF -ASHLAND Council Communication September 2, 2014, Business Meeting Appointment to Airport Commission FROM: Barbara Christensen, City Recorder, christebgashl and. or.us SUMMARY Confirm Mayor's appointments of William Butler to the Airport Commission with a term to expire April 30, 2017 and Burl Brim to the Airport Commission with a term to expire April 30, 2015. BACKGROUND AND POLICY IMPLICATIONS: This is confirmation by the City Council on the Mayor's appointments to the Airport Commission. Ashland Municipal Code (AMC) Chapter 2.17.020 FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: None SUGGESTED MOTION: I move approval of the appointment of William Butler to the Airport Commission with a term to expire April 30, 2017 and Burl Brim to the Airport Commission with a term to expire April 30, 2015. ATTACHMENTS: Applications received Page 1 of 1 Ir, 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 christeb0dashland.unus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name 5U aA -T, 'Ba t Requesting to serve on: ~1 F.~DI2 C , (Commission/Committee) Address Occupation f~tJNF~ - T~RI lYi AV 4AT i uN Phone: Home 5 a O'lL . Work (•~tt{t{•0-ILkZ Email bur IAbrimavia-ri tyn. r-6 Fax 1. Education Backeround What schools have you attended? 1 ~N JL' k+C)b t-- S (t-l _ca -c What degrees do you hold? _ What additional training or education have you had that would apply to this position? ~C A RE>✓12 ---~1~_~.~t ~.-t>r rZtt~ t>_~ T 2. Related F,xnerience What prior work experience have you had that would help you if you were appointed to this position? woc~.k~--cam w~-t-~r v~.rz►ovs n~~~+c- c~G>✓•wclE~ Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? 1-10. I- AM C 0 E-ka~q WIT-14 AV I~cTt 0~1 I~S~IISn?~L, ND SERA E ot~S lkp ~t +COPc ~R ~SOC.+~TtOtJ INT~R•~~TtolJl~t-> UPD~C. ~~-b Pct~Sl~ ~,,lotz's Ct~~ Rte, ttiKIS ,►:1 COtit-tITT~ 3. Interests Why are you applying for this position? ~CYYI kA-Uc7e SU PPDRT1FT-- -rte a r~ P~RP~SZT yJOu l~ u~. -~a ~ t -p 6U t DC IT t ti FL) 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? S - nPcU f_T VY1~ 5. Additional Information How long have you lived in this community? qy . Please use the space below to summarize any additional qualifications you have for this position 1 ~1 1,1 ~1 AtJY~ vJO 12t:~O i N ASS1kt_Act~ TJ St t'ce ta~2 v . 1 a, c.T FRO rv~ A~ tk>✓MJr~ k~l~~ NDC~- 1N tiq~l { lD WANT TG SOSO- ~12 '1~v~1 ~ ~ i✓~ZS 1 T~Aq ~ M 'F02M ER _~yA ~ ttJ~-, BystN>cSS ~-t~i2.~ lkt..d>1C, wt-r"~-;- _ M Pcu t ATt ~tJ BvStN~SS S1 NC'Jc l°~a of -rt-AS PtQ~c~+zT Date Signature ~r~ CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb aashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve (Commission/Corm ittee) Address Occupation Phone: Home Work* Email Fax 1. Education Background What schools have you attended? What degrees do you hold? gT,'Leevlzwz~ What additio al training or education have you had that would apply to this position? V rte F~,~1~t~l.~Sr~~~fZ~/.A►~~.1~rtiZ'~a 2. Related Experience What prior work experience have you had that would help you if you were appointed to ts osjtion? !S7 SV9;25' LCt/r ✓E ~ Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Ve~/ b 7r-e K1611 V 3. Interests Why are you applying for this position? 4. Availability / Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 5. Additional Information How long have you lived in this community? i s Please use the space below to summarize any additional qualifications you have for this position z Date Signature ~r, (Retired) PROFESSOR WILLIAM BUTLER 1956 Crestview Drive Ashland, Oregon 97520 billbash] and o,charter.net home: 541-488-0970 mobile: 907-351-8118 WORK EXPERIENCE University of Alaska Anchorage • September 2002 to June 2010 Tenured Asst. Professor, Aviation Technology and Chair, Air Traffic • January 1995 to Jul 1996: Visiting Professor and Chairman, Division of Aviation Technology Courses taught: Aviation Management, Administrative Law and Regulation, Advanced Navigation, Aircraft Ops for ATC; Control Tower Ops; Approach Control Ops, Fundamentals of Weather Federal Aviation Administration: Retired annuitant, GS-15, October 2001 to September 2002: Technical Analyst and Writer: Office of Runway Safety, Anchorage, Alaska June 1966 to September 1994: Various controller, staff, managerial positions in Colorado, Utah, Washington, Alaska. (Detailed curriculum vita available on request.) EDUCATION University of Alaska, Anchorage School of Business and Public Policy 1995- 1998; 12 hours: Public Administration University of Utah College of Business 1976-77; 9 hours: Industrial Relations University of Colorado, Boulder, Colo. Bachelor of Arts, Political Science, May 1972 FAA RATINGS HELD • Area Rating: Denver ARTCC Salt Lake ARTCC • Control Tower Operator Certificate: Aspen, Pueblo, Salt Lake, Seattle-Tacoma • Radar Approach Controller: Pueblo, Salt Lake, Seattle • Designated Examiner, Control Tower Operator, Weather Observer • Private Pilot, ASEL, Instrument, Glider. (2,100 hours, current) Publications, awards, additional professional and managerial training listed in curricithant v ta. CITY OF ASHLAND Council Communication September 2, 2014, Business Meeting Appointment to Historic Commission FROM: Barbara Christensen, City Recorder, christebgashland.or.us SUMMARY Confirm Mayor's appointment of Bill Emery to the Historic Commission with a term to expire April 30, 2017. BACKGROUND AND POLICY IMPLICATIONS: This is confirmation by the City Council on the Mayor's appointment to the Historic Commission. Ashland Municipal Code (AMC) Chapter 2.17.020 FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: None SUGGESTED MOTION: Motion to approve appointment of Bill Emery to the Historic Commission with a term to expire April 30, 2017. ATTACHMENTS: Application received Page 1 of I I`, CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb a,ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name William Emery Requesting to serve on: Historic Commission (Commission/Committee) Address 2962 Grizzly Dr Ashland OR. 97520 Occupation Reidential Designer Phone: Home 541-488-0660 Work 541-944-8897 Email "Ill Ashlandhome.Net Fax 541-488-0660 1. Education Background What schools have you attended? Virginia Tech Southern Oregon University, Rogue Community College What degrees do you hold? BA History and Political Science, Virginia Tech, 1970 BS Technology Education, Virginia Tech, 1976 What additional training or education have you had that would apply to this position? Drafting Instructor anDD'iego City College 1983-1085 General Contractor, CCB# 105259 (inactive) 1995-2009 Residential Desiglner, 2006-2014 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? My background in History, knowledge of construction and desiqn experience remodeling historic homes would be helpful in my work on the commission. I have a good working knowledge of the planning building and historical ordinances of the City of Ashland. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes I'm a life long learner, and would look forward to learning more about historical preservation. 3. Interests Why are you applying for this position? I'm very interested in maintaining the historic integrity of Ashland's Historic Districts. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I am near retirement and have reduced my work load to half time. I have a flexible schedule and am eager to help. 5. Additional Information How long have you lived in this community? 28 Years Please use the space below to summarize any additional qualifications you have for this position Historic Commission Design Award; 247 Oak St. 2013 Historic Commission Design Award; 108 Second St, 2014 Historic Commission Design Award 256 B St 2014 Extensive background in construction and design Background in Drafting and Design since 1974 Background in Computer Aided Design since 1984 Extensive use of CAD, and 3D modeling software to explore design options, and produce working drawings for review by the Planning and Building Departments 6-26-2014 William C. Emery Date Signature PAN, CITY OF ASHLAND Council Communication September 2, 2014, Business Meeting Endorsement of the Monster Dash for the Purpose of Hanging a Banner FROM: Diana Shiplet, Executive Secretary, shipletd@ashland.or.us SUMMARY The 2014 Monster Dash event organizers would like to hang a banner across E. Main Street from October 13-19, 2014. However, per ODOT and City of Ashland regulations, the only banners allowed to be hung across E. Main Street are those for city events or city endorsed events. Council must decide if they will endorse this event for the purpose of hanging the banner. BACKGROUND AND POLICY IMPLICATIONS: City of Ashland and ODOT regulations require that all banners hung across E. Main Street be for city events or city endorsed events. Any non-city event must request endorsement by a city commission with final approval by the Council or must directly request endorsement from the Council in order to qualify for banner hanging. The Monster Dash event is not a city event and therefore is requesting endorsement from the Council. FISCAL IMPLICATIONS: Endorsement by the Council does not include waiver of any fees. Monster Dash event organizers will be required to pay all fees associated with hanging the banner as well as any fees related to obtaining a special event permit. STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: I move approval of endorsement for the 2014 Monster Dash for the purposes of hanging a banner across East Main Street. ATTACHMENTS: Banner application Page I of I BANNER APPLICATION Please fill in the information requested below and submit this form to the City Administrator, 20 E. Main Street, Ashland, OR 97520. Upon approval of your application by the City Administrator, the City of Ashland will obtain approval from ODOT, and then collect the $125 fee. Please write below exactly what will be printed on the banner. All banners will be reviewed for any offensive or inappropriate message content by the City of Ashland and ODOT. Please note: No Advertising of any kind, No phone numbers, and No web or e-mail addresses are permitted on the banner. ON cos'tu"e MONSTER DASH Pr~~es IOK 5K & 1 mile run Sat, Oct 25 9:30am Lithia Park Entry forms: Rogue Valley Runners NAME OF ORGANIZATION/: Ashland Schools Foundation 541-482-8197 office CONTACT PERSON: Susan Bacon PHONE: 541-301-5868 cell ADDRESS OF ORGANIZATION/CONTACT: 1 00 Walker Ave Ashland OR 97520 WEEK REQUESTED FOR BANNER: Oct 13 - 19, 2014 (FOR CITY USE ONLY) THIS APPLICATION IS: ❑ APPROVED FOR A CITY OF ASHLAND SPONSORED OR ENDORSED EVENT. ❑ NOT APPROVED. DATE: CITY ADMINISTRATOR Date Fee Paid to City of Ashland: (FOR ODOT USE ONLY) THE ABOVE APPLICATION IS: ❑ APPROVED ❑ NOT APPROVED. DATE: ODOT Revised 2/22/12 CITY OF -ASHLAND Council Communication September 2, 2014, Business Meeting Update to City Council on Ashland Forest Resiliency Stewardship Project Funding FROM: Chris Chambers, Forest Division Chief, Ashland Fire & Rescue, chamberc@ashland.or.us SUMMARY This update will account for spending to date of the City's recent investment of $350,000 toward completion and maintenance of the Ashland Forest Resiliency Project, or AFR, and update Council on efforts to seek completion funding of $4 million. The City's investment has led directly to fuels reduction work on 215 acres in the watershed. BACKGROUND AND POLICY IMPLICATIONS: The City entered into a Master Stewardship Agreement in 2010 as a partner in implementation of the AFR project. The initial project funding came from the American Recovery and Reinvestment Act in the amount of $6.5 million. Since that time, the funds have been spent and the City, led by Mayor Stromberg, has been seeking completion funding of an additional $4 million. The City Council and Budget Committee dedicated $350,000 in the current biennium to aid in completion of AFR as well as provide a long term funding source for maintenance of more fire-safe conditions in the City's watershed. The City's allocation has made a difference in the City's standing at the national level and has already leveraged a half million dollars in federal and private funds, leading to 215 acres of completed wildfire fuels reduction in the AFR project with associated employment and economic benefit. Included in the dollars received, the National Forest Foundation (NFF) contributed $175,000 as a match to an equal amount of City funds. A percentage of the NFF contribution came from a single private donation to the Foundation. In addition, the Forest Service dedicated over $300,000 from a national program dedicated to partnerships. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: There is no requested action. ATTACHMENTS: Lomakatsi Restoration Project report on work accomplished using City funds. Page I of I Ashland Forest Stewardship Project (AFR) Ashland City of and National Foundation Funding Update City of Ashland 2013-2014 Funding Update As part of the AFR Stewardship Agreement, the City of Ashland provided $140,000 in funding through a i contract with Lomakatsi for the implementation of ecological fuels reduction and forest restoration in the Ashland Watershed. Accomplishments include 140 acres of small trees and shrubs thinned and hand piled. Burning of all 140 acres is planned for this winter. Special emphasis focused on the protection of large and old trees. National Forest Foundation & City of Ashland 2014 Matching Funding During 2014, the National Forest Foundation (NFF) provided $175,000 in funding to match the City of Ashland's funding, totaling $350,000. Through a grant award and contract with Lomakatsi, this funding supports ecological fuels reduction and forest restoration over an additional 350 acres within the AFR r Project. Work to date has been accomplished on 75 acres, and an additional 275 acres are planned for this fall and winter. <r Creating Local jobs Collaborative funds provided by the City of Ashland and the National Forest Foundation has supported 10 weeks of fuels reduction and forest restoration work thus far, creating approximately 20 jobs. During this fall and winter, completion of funded operations are anticipated to support an additional 20 jobs. Ashland Forest Resiliency Stewardship Project Partners Lomakatsi ? Restoration TheNature -Project Conser~'aricy \ ~ . he. , y Protecting nature. Preserving We: C I T Y Of xs ,.r c ASHLAND n City 1 1: National Forest Foundation Funding Accomplishments Oie gon f C f vt California Nevada a, ff t i Ashlan ree VU~te hed r 0 1 2 3, Miles CITY OF -ASHLAND Council Communication September 2, 2014, Business Meeting FY 2013-2014 Fourth Quarter Financial Report FROM: Lee Tuneberg, Administrative Services/Finance Director, tuneberl@ashland.or.us SUMMARY: The Administrative Services Department submits reports to Council on a quarterly basis to provide assurance of budget compliance and for informational and comparative purposes throughout the year. This report is the preliminary end-of-year report for FY 2013-2014. The city has moved into the audit phase for that year so these numbers are bound to change before the annual financial report is drafted, presented to the Audit Commission for approved and recommended to Mayor and Council for acceptance. Timing is such that the preliminary end-of-year information can be reviewed and tentatively accepted by Mayor and Council before the first quarter report of the following fiscal year is prepared. This will also help the review and acceptance process of the comprehensive report in November or December. BACKGROUND AND POLICY IMPLICATIONS: Financial reports are intended to present information in formats consistent with the department, fund and business activity presentations included in the adopted biennium budget document and the manner in which they will be shown in the end of year report. Quarterly reports are prepared by staff to keep Mayor and Council current on the financial conditions of the city. Presenting financial reports on a regular basis allows Council and top management to ask questions and for staff to highlight trends and anomalies and to make recommendations on necessary changes in a timely fashion. Mayor and Council rely on the Audit Commission to receive and understand the greater details of the annual report before it is submitted to them. The Commission can request changes to the report and evaluate responses to the management letter before recommending acceptance. Unaudited, detailed balance sheets, revenues and expenditure reports are available for your review in the Administrative Service Department office should you require any additional information. FISCAL IMPLICATIONS: This report is somewhat unusual in that we are finishing the first fiscal year (12 months) of a biennial (24 months) budget. As with the last three quarterly reports, this one includes some presentation that address the biennial budget and compliance at the half way mark. Page 1 of 2 ~r, CITY OF -ASHLAND Preliminary information shows budget compliance for the City and Parks, ending the fiscal year in good shape after the normal budget adjustments done throughout the year. A. Total cash balance is nearly the same even after larger expenditures for capital projects. B. Total resources city-wide are 95.2% of the first year budget with total revenues (excluding transfers, interfund loans and financing) at 97.8%. C. Operating expenditures are 96.8% of budget for year one with capital expenditures at 50.7% and budgetary requirements at 28.0%. D. $2.3 million in Contingency has been unutilized but that will change in "year two" as we close in on the end of the budget period. E. To date, the city has overspent resources $1.6 million compared to the anticipated $11.0 million reduction in working capital carry forward. This is primarily due to under use of Contingency and $8.0 million in projects undone to date. The reports indicate that the City is reasonably equipped to move into the last half of the two-year budget. Additional information can be made available if so desired by Council. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council accept the quarterly report. SUGGESTED MOTION: I move to accept the preliminary fourth quarter financial report for FY 2013-2014. ATTACHMENTS: Financial Report Financial Statements Page 2 of 2 I & - - - - C I T Y OF Quarterly Financial Report ASHLAND: Fourth Quarter of For 2013-2014 This Quarterly Financial Report covers the period from July 2013 through June 2014 and the first half of the 2013-2015 biennial budget. This is preliminary information for the end of the Fiscal Year 2013-14. The final numbers for the year will be presented to Council in November or December, after the Audit Commission has accepted the Comprehensive Annual Financial Report (CAFR). Summary of Cash and Investments (See page one of the attached financial statements.) This summary is intended to give the reader an understanding of changes in the City's cash position across funds and investment types. • Total cash is $31,126,611 at June 30, 2014 which is $350,446 more than the prior year. • Only 27% or $8.3 million does not have some restriction on use. • There are no other investments than the $30.2 million in the Local Government Investment Pool (LGIP or Pool), with the rest of cash in general bank accounts to fund immediate needs. Material changes in cash balances between fiscal years Although the overall increase in cash is a little over one percent, some individual funds did have material fluctuations. The greatest net dollar changes between FY 2012-13 and FY 2013-14 were in the Reserve Fund, Wastewater Fund, Insurance Fund, Equipment Fund, and Parks. 1. The $1.7 million increase in the Wastewater Fund resulted from state financing for treatment plant screens. 2. The $1.2 million decrease in Parks was from the additional capital outlay this year. 3. The $755,868 increase in the Insurance Fund can be attributed to the Public Employees Retirement System reserve payments in anticipation of the potential rate increases next year. These set aside payments are new in FY 2013-14. 4. The decrease of $554,518 in the Equipment Fund cash resulted from more (and more costly) vehicles needing replacement than the current year's amounts being set aside. 5. The General Fund $500,132 increase was from additional property taxes received, a transfer from the Reserve Fund to pay for some programs and others being under-spent such as unfilled staffing or projects not being completed. Cash and investment balances at the end of this fiscal year Total cash was $31.1 million with 97% held in LGIP and 3% in general banking accounts. No money was held in investments outside the Pool. The Pool provides liquidity and has paid approximately .6% in interest earnings this fiscal year. Total interest earned for the year was $187,714 or 112% of budget. Statement of Revenues and Expenditures - Citywide (Page 2 of the financial statements.) This schedule is intended to provide an overall sense of the City's financial activity for the fiscal year ended June 30, 2014. Excess (Deficiency) of resources over requirements for this year was a deficit of $<1.6> million. That means all requirements (expenses and uses) exceed all resources (and Page 1 of 9 11TALA&, revenue) by $1,602,566. In the prior year all resources exceeded all requirements by $4.6 million. The variance was primarily the result of financing in the prior year but paying for projects in the current year. However, the operating revenue over operating expenditures (excluding financing, capital outlay, transfers, and interfund loans) was $5.7 million this year and was $8.2 million last year. The $2.5 million reduction between years was primarily the result of the $2.7 million increase in personnel costs representing filled positions, benefit costs and compliance with labor contracts. Other elements contributing to changes in operating revenue over expenditures are unused contingencies and timing of grants received in one year but spent in a following period and payments between funds for services compared to expenditures in the same period. Trend of Revenues over Operating Expenditues $8,000,000 $6,000,000 $4,000,000 $2,000,000 $ FY 2007-2008 FY 2008-2009 FY 2009-2010 FY 2010-2011 FY 2011-2012 FY 2012-2013 FY 2013-2014 Rev over OprExp $2,971,251 $1,864,933 $4,087,907 $3,248,017 $8,103,795 $8,239,986 $5,654,062 Total Resources (Revenues and Budgetary Resources) were 95% of the budget with a growth rate of 4.3% over the prior year. Revenues alone were 97.8% of the budget growing 10.3% over the prior year. Half of that growth was internal payments for services. Budgetary resources were 49.8% of budget and 63.7% less than the prior year when significant financing was done. The current year actual amounts are compared to the following: • Actual amounts for the prior fiscal year. • Year one of the biennial budget 2013-15 (the budget). Actual amounts compared to prior year: 1. The increase in revenue over the prior year was due to additional internal charges paid from one fund to another fund in the amount of $8 million (payments to the Health Benefits Fund and to Parks and Recreation). Revenue (net of the additional payments) was $68.4 million, down from the prior year amount of $69.3 million. 2. Intergovernmental and miscellaneous revenues were down from the prior year, while taxes and charges for services (rates from Business Activities) were up this year. • There was a $1.6 million drop in intergovernmental revenue based primarily upon a decline in Ashland Forest Resiliency grant money from the prior year due to the reduction in the program. • There was a $1.4 million drop in miscellaneous revenue, primarily because in the prior year there was a Department of Environmental Quality reimbursement for screens in the Wastewater Fund's miscellaneous revenue which was not received this year. • All Taxes increased approximately $800,000. Rates from business activities increased approximately $1.5 million. Page 2 of 9 koaia, 3. The reason for the decline in budgetary resources was because the City did not have the same level of financing as it did in the prior year. Actual amounts compared to the budget: 1. Revenue was $1.7 million below budget (97.8% of budget). • The Federal Administration Association grant budgeted for improvements to the airport did not take place. • Only 1/3rd of the budgeted $2.1 million of intergovernmental revenue for financing of Parks capital projects was received. 2. Budgetary resources for financing remained below budget because there were changes in the timing of the capital projects budgeted. 01 FY 2013-14 Revenue & Resources - Actual FY 2013-14 Revenue & Resources - Budget Interfund Interfund loan, Transfers, Financing, loan, Transfers, Financing, $395,000 $800,047 $2,456,000 $1,039,000 $955,362 $979,630 I WCc, I WCc, $33,966,631 $29,998,454 Revenue, Revenue, $78,172,910 $76,481,542 Total $112,622,850 Total $112,621,726 Total Requirements (Operating Expenditures, Capital Outlay, and Budgetary Requirements) were 85.8% of budget and grew 13.3% over the prior year. Operating expenditures were 96.9% of budget with a growth rate of 16.0%. Capital outlay was 50.7% of budget with a 4.1 % decline from the prior year. Budgetary requirements were 28.9% of budget with 2.7% growth. Only $1,000 of contingency was used and that was in the Capital Improvements Fund. Final actual amounts compared to budget and prior year: 1. As mentioned in the revenue section above, the total requirements were inflated due to additional payments. The additional payments were in materials and services. The General Fund paid Parks to provide services and to maintain adequate cash levels. The Health Benefits Fund paid Pacific Source for health claims and to pay Willamette Dental for insurance premiums. 2. The $2.7 million increase in personnel costs was due to fewer vacant positions, adjustments for labor contracts, and higher Public Employees Retirement System rates. The increase was anticipated in the budget. The increase was 11 % over the prior year and 99% of the budget. 3. The total of materials and services was $39.2 million and $7.5 million more than last year. Of that total $8.2 million of that was for the above mentioned additional payments. Excluding the additional payments, materials and services decreased 2.0% from last year indicating departments held costs down. Page 3 of 9 IrFAW, 4. Debt Service decreased $474,689 (9.7%) from last year and total payments were 92% of the total amount budgeted. This decrease was primarily due to the Hargadine note lump sum payoff of $715,000 in the prior year, and capital outlay was less than the prior year which continues to lag behind budget. This lag is due to changes in timing of projects. FY 2013-14 Requirements - Actual FY 2013-14 Requirements - Budget Personal Material & Material & Services, Services, Personal Services, $27,186,418 $39,230,286 Services, $40,869,912 $27,470,035 Debt Service, Debt Service, !t $4,410,776 + ;'w $4,796,707 Ending Fund; Capital Balance, Ending Fund $18,979,372 Capital Balance, Interfund Outlay, Contingency, Interfund Outlay, $32,364,065 loan, Transfers, $8,236,258 Transfers, $16,235,338 $395,000 $840,047 $2.276,000 loan, $955,362 $1,039,000 Total $112,652,850 Total $112,621,726 Schedule of Budgetary Compliance (Pages 3-6 of the financial statements) The Schedule of Budgetary Compliance presents expenditures on a budget basis by fund, consistent with the resolution adopting appropriation levels for the year. This report is a biennium presentation thus the end of year one is one half of the total biennial budget. Thus 50% is an acceptable average target for expenditures. 1. The Citywide expenditures in aggregate were below the anticipated 50% level expended for the first year of the biennial budget 2013-15. Those categories over the 50% mark must be monitored closely in the second half to ensure compliance. 2. There was one supplemental budget and one appropriation transfer resolutions during the last quarter of the year. Financial Analysis of the City of Ashland's Funds The analyses of the funds below highlight a few of the changes in revenue and expenditures between the current year, the prior year and the budget. General Fund (Page 7 of the financial statements) This fund's net revenues-over expenditures were $338,869 and the prior year was a loss of $110,139. Revenues were 99.2% of budget. Expenditures were 94.6% of budget (97% excluding unused contingency). 1. Total revenue in the General Fund was up $5.4 million from last year. Outside the change in property tax receipts, revenue increased by $1.5 million, a 9.4% increase over the prior year with moderate increases over budget in most areas. 2. The contractual service payment to Parks was $3.9 million which was 104% of the Parks budgeted revenue. 3. Expenditures (net of Parks payment) increased over the prior year by $1 million (106.5%) with the larger increases in Police and Fire departments.. Page 4 of 9 4. Public safety expenditures were 99% of budget. Public Safety personnel services were budgeted to increase 8.7% and actually increased 11.5% over the prior year budget. This increase was primarily from contract adjustments and PERS payments. Public safety materials and services were budgeted to increase 4.3%, and actually increased 6.9% primarily due to the firewise program and the installation of a CERT radio antenna at Fire Station 1. 5. Community Development expenditures were 93.8% of budget. The expenditures increased over the prior year actual in line with the 5% budget increase. Personnel costs were up 10% for the reasons stated above and were 96.3% of budget. Materials and services were 94.9% of budget. Materials & Services expenditures decreased from the prior year actual in line with the 5% budget decrease. This was partially due to a reduction in equipment replacement fees based on a surplus balance in the equipment replacement sinking fund. Reserve Fund (Page 9 of the financial statements) This fund's net expenditures-over-revenue was $<408,413>. The Reserve fund loaned $225,000 to the Health Benefits Fund and transferred $100,000 to the General Fund for a resource center projects and $90,000 to the Central Service Fund for upgrades to one of the Information Services servers. Street Fund (Page 10 of the financial statements) This fund's net revenue-over-expenditures was $317,895 and the prior year was $1,373,830. The Street Fund had financing last year which it did not have this year. Revenue in the Street Fund was 90.6% of budget with intergovernmental revenue $600,000 less than anticipated, consistent with expenditures at 57.2% of budget, and a similar reduction in project work between years. 1. Although charges from rates increased 3.8% this year, the decrease in intergovernmental revenue dropped 32.5% from last year. The decrease in intergovernmental revenue this year was due to fewer Oregon Department of Transportation payments for jurisdictional project work. 2. Gas tax proceeds were 5% higher than the prior year amount, and were also 5% above budget. 3. Personnel services were 99.1 % of budget with an increase of 7.3% over prior year, and materials and services were 94.1 % of budget with an increase of 11.8% over prior year for increased cost for infrastructure and contract services. 4. Capital project spending was 1/3`d of budget and 1/3`d of the prior year spending. Capital Improvements Fund (Page 12 of the financial statements) This fund's net expenditures-over-revenue was $<121,959> and the prior year was $<2,354,578>. There was less capital project spending because of the completion of Fire Station 2, and the interfund loan repayments of $208,000 for Clay Street open space purchases which were no longer required. 1. Budgeted expenditures for Parks open space was $2.1 million, only a third of that amount was needed by the Parks Capital Fund for capital projects. Page 5 of 9 ~r, 2. Food & beverage tax proceeds had a 2.8% growth over the prior year but was 3.6% above what was anticipated in the budget. Water Fund (Page 14 of the financial statements) This fund's revenues-over-expenditures went from $3,728,667 last year to a loss of $<139,874> this year. Both revenue and expenditures are down from last year due to a reduction of the Ashland Forest Resiliency (AFR) program and from the $2.5 million financing being recorded in the prior year. 1. Water sales revenue increased 6.3% resulting from the rate increase, while usage deceased 5.5% for the year as a result of the weather and conservation. 2. The increase in operating expenses (without AFR) was 13.7%. This increase was primarily from added debt service to cover the recent financing for projects. 3. Capital outlay increased from the prior year by $1.7million mostly for the Talent Ashland Phoenix emergency intertie project. 4. 98% of the fund's balance is restricted for projects and future expenses. Water Sales Revenue Water Sales Cubic Feet $2,500,000 60,000,000 $2,000,000 - - 45,000,000 $1,500,000 1/1 30,000,000 $1,000,000 $500,000 15,000,000 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr FY 2011-12 ❑ FY 2012-13 ■ FY 2013-14 ❑ FY 2011.12 ❑ FY 2012-13 ■ FY 2013-14 Wastewater Fund (Page 15 of the financial statements) This fund's revenues-over-expenditures went from $1,495,965 last year to a loss of $<19,386> this year. Revenue reduced $1.9 million primarily from the prior year's Department of Environmental Quality's reimbursement for screens received this year, but accrued as revenue in the prior year. 1. Charges for sales revenue increased 6.2% as a result of a rate increase. The food and beverage tax revenue increased of 2.8% over the prior year. 2. Operating expenditures have increased over the prior year by 6.3% and were 98.3% of budget. The increased costs were in chemicals, infrastructure and contract services. 3. Capital outlay spending was $768,000 less this year because the prior year included purchases of screens. Electric Fund (Page 16 of the financial statements) Page 6 of 9 ~I, This fund's net expenditures-over-revenue was $<428,436> and the prior year was $<90,560>. Revenue for electric sales increased 6.7%. Increases in the conservation program, electric supply, transmission, and distribution totaled 7.5% thus outpacing the increase in sales revenue. Expenses included capital projects, staff, supplies and the cost of wholesale power. Electric Sales Revenue Electric Sales kWh $4,000,000 $50,000,000 $3,000,000 $40,000,000 $2,000,000 $30,000,000 $20,000,000 $1,000,000 $10,000,000 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr ❑ FY 2011-12 ■ FY 2012-13 o FY 2013.14 o FY 2011-12 ■ FY 2012-13 E3FY 2013-14 Telecommunications Fund (Page 17 of the financial statements) This fund's revenues-over-expenditures went from $682 last year to a loss of $<107,628> this year. The utility sales which were comprised of rates and fees increased 1.7% over the prior year and were 99.7% of budget. Personnel services were 101.7% of budget and increased 12.6% over the prior year. In addition to the explanation for personnel services increases mentioned in the "Total Requirements" section above, this fund had additional increases from the timing of filling the vacant director and installer positions. Central Services Fund (Page 18 of the financial statements) This fund's revenues-over-expenditures were $7,568 this year and the last year was a loss of $<131,130>. 1. Internal charges increased across the board by 2%. Additional internal central service fees were charged to the Street, Water and Wastewater Funds to pay for positions added to Public Works during the budget process. Total increase in internal service charge revenue was 3.8%. 2. A transfer from the Reserve Fund of $90,000 was received this year to fund computer upgrades approved in the budget. 3. Personnel costs increased over this time last year as open positions were filled. Material & services increased in Utility Billing software licensing and computer upgrades. Insurance Services Fund (Page 19 of the financial statements) This fund's net revenue-over-expenditures was $763,908 and last year was $87,305. 1. New this year were PERS reserve payments. Insurance premium costs increased $70,228 and cost of claims decreased $60,866. Page 7 of 9 19rFlAW, Health Benefits Fund (Page 20 of the financial statements) This fund's revenues-over-expenditures were $309,960. This fund accounts for employee health benefits and premiums, self insurance direct claims, and administration. Revenue is from departmental personnel services payments per FTE. 1. Total revenue was $4.5 million consisting of internal revenue from departments of $4 million, a refund from Pacific Source of $211,795, and an interfund loan from the Reserve Fund of $225,000. 2. The expenditures were for $4.2 million spent on health claims, premiums and contract services. The expenditures were 101.3% of the budget. Equipment Fund (Page 21 of the financial statements) This fund's revenues-over-expenditures went from $877,758 last year to a loss of $<817,250> this year. The budget for this fund projected expenditures-over-revenue of $<1,597,181> for this year was due to significant equipment replacements that occur infrequently. 1. No intergovernmental revenue such as grants was in the budget this year, and interfund loans from the Equipment Fund have been repaid in the prior year. This year interfund loan repayments are from the Water and the Airport Funds. 2. Materials and services cost in the acquisition department consisted of licensing of $9,000. Last year there was $113,616 spent out of the acquisitions department for uniforms which was funded by intergovernmental revenue. 3. Twenty-one vehicles and equipment were purchased this year for $1,931,433 (80.5% of budget). Parks and Recreation Fund (Page 23 of the financial statements) Park's net expenditures-over-revenue was $<1,200,039> and last year was $<479,117>. The budget of the expenditures-over-revenue was $<1,390,360>. 1. Parks received $3.9 million from the General Fund for services provided and to maintain adequate cash levels. The General Fund payment was 104.3% of budget. Other revenues are 99.7% of the prior year and 96.1 % of the budget. 2. Parks operations expenditures are 96.5% of the prior year amount and 100.4% of budget. Recreation expenditures increased by 1.9%, and were 95.6% of budget. Parks and recreation transferred the budgeted amount of $602,000 to the Park's Capital Improvements for expanded projects. Park's Capital Improvement Fund (Page 24 of the financial statements) Park's Capital Improvement fund net expenditures-over-revenue was $<55,150> and last year was $<61,500>. The budget of the revenue-over-expenditures was $31,000 resulting in a <$86,150> variance. 1. This fund received payments of $718,383 of food & beverage tax from the City' Capital Improvement Fund for eligible deferred maintenance and capital improvement projects out of a budget of $2.1 million. Page 8 of 9 1A, 2. This fund also received the budget amount $602,000 transfer from Park and Recreation. The prior year transfer was $350,000. 3. Capital outlay was $1.4 million out of a budget amount $2.7 million. The prior year capital outlay was $505,963. Unaudited, detailed balance sheets, revenues and expenditures reports, and fund statements are available for your review in the Administrative Services Department should you require any additional information. Page 9 of 9 Ir, City of Ashland Summary of Cash and Investments 6/30/2014 Second Closing Balance Balance Change From Fund June 30, 2014 June 30, 2013 FY 2013 General Fund $ 3,665,195 $ 3,165,063 $ 500,132 Community Block Grant Fund 3,098 3,430 (332) Reserve Fund 611,166 1,019,579 (408,413) Street Fund 4,723,987 4,312,486 411,501 Airport Fund 76,973 113,143 (36,170) Capital Improvements Fund 1,940,608 2,263,864 (323,256) Debt Service Fund 1,108,736 1,140,881 (32,145) Water Fund 5,521,995 5,699,908 (177,913) Wastewater Fund 3,690,500 1,984,279 1,706,221 Electric Fund 1,245,827 1,730,137 (484,310) Telecommunications Fund 313,873 318,092 (4,219) Central Services Fund 1,058,321 1,079,015 (20,694) Insurance Services Fund 1,838,385 1,082,517 755,868 Health Benefits Fund 219,771 - 219,771 Equipment Fund 3,021,994 3,576,512 (554,518) Cemetery Trust Fund 895,056 873,640 21,416 $ 29,935,486 $ 28,362,546 $ 1,572,940 Parks & Recreation Agency Fund 1,191,125 2,413,619 (1,222,494) 1,191,125 2,413,619 (1,222,494) Total Cash Distribution $ 31,126,611 $ 30,776,165 $ 350,446 Manner of Investment General Banking Accounts $ 894,381 $ 206,494 $ 687,887 Local Government Inv. Pool 30,232,230 30,569,671 (337,441) City Investments - - - Total Cash and Investments $ 31,126,611 $ 30,776,165 $ 350,446 Dollar Distribution Cash Balance Distribution Central Services, Parks and Claims & Insurance and Recreation Funds Judgments, Equipment Funds 4% SDC's, S661,262, 2% Trust, $896,571 , 20% $6,541,167,21% I 3% Unassigned, $8,320,222, 27% Debt Reserved, Asset Forfeited $5,609,284 , 18% $14,579,0% Business Type Other Reserved, TOT Tourism All Other (General $8,967,395 29% $116,131 , 0% Funds Government) 34% 42% 12. June FYU Financial Report Second Closing x[sx 8262014 City of Ashland Statement of Revenues and Expenditures - City Wide As of June 30, 2014, Second Closing Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected 1 Year-To-Date End -of-Year Resource Summary Actuals Biennial Budget Expended Balance Actuals Actuals Revenues Taxes $ 20,835,510 $ 20,474,421 101.8% $ 361,089 $ 19,998,715 $ 19,998,715 Licenses and Permits 667,416 847,275 78.8% (179,859) 583,679 583,679 Intergovernmental Revenues 3,108,833 5,820,943 53.4% (2,712,110) 4,743,846 4,743,846 Charges for Services - Rate & Internal 47,727,803 47,900,699 99.6% (172,896) 39,181,461 39,181,461 Charges for Services - Misc. Service fees 1,475,599 1,700,970 86.8% (225,371) 692,381 692,381 System Development Charges 492,184 305,000 161.4% 187,184 538,560 538,560 Fines and Forfeitures 175,292 166,000 105.6% 9,292 196,535 196,535 Assessment Payments 59,483 146,000 40.7% (86,517) 41,048 41,048 Interest on Investments 187,714 166,700 112.6% 21,014 174,496 174,495 Miscellaneous Revenues 1,751,708 644,902 271.6% 1,106,806 3,181,710 3,181,710 Total Revenues 76,481,542 78,172,910 97.8% (1,691,368) 69,332,430 69,332,430 Budgetary Resources: Other Financing Sources 979,630 2,456,000 39.9% (1,476,370) 4,907,401 4,907,401 Interfund Loans 395,000 1,039,000 38.0% (644,000) 791,795 791,795 Transfers In 800,047 955,362 83.7% (155,315) 411,786 411,786 Total Budgetary Resources 2,174,677 4,450,362 48.9% (2,275,685) 6,110,982 6,110,982 Total Resources 78,656,219 82,623,272 95.2% (3,967,053) 75,443,412 75,443,412 Requirements by Classification Personal Services 27,186,418 27,470,035 99.0% 283,617 24,488,516 24,488,516 Materials and Services 39,230,286 40,869,912 96.0% 1,639,626 31,718,463 31,718,463 Debt Service 4,410,776 4,796,707 92.0% 385,931 4,885,465 4,885,465 Total Operating Expenditures 70,827,480 73,136,654 96.8% 2,309,174 61,092,444 61,092,444 Capital Construction Capital Outlay 8,236,258 16,235,338 50.7% 7,999,080 8,590,776 8,590,776 Interfund Loans 395,000 1,039,000 38.0% 644,000 791,795 791,795 Transfers Out 800,047 955,362 83.7% 155,315 411,786 411,786 Contingencies - 2,276,000 0.0% 2,276,000 - - Total Budgetary Requirements 1,195,047 4,270,362 28.0% 3,075,315 1,203,581 1,203,581 Total Requirements 80,258,785 93,642,354 85.7% 13,383,569 70,886,801 70,886,801 Excess (Deficiency) of Resources over Requirements (1,602,566) (11,019,082) 85.5% 9,416,516 4,556,611 4,556,611 Working Capital Carryover 33,966,631 29,998,454 113.2% 3,968,177 29,410,020 29,410,020 Unappropriated Ending Fund Balance $ 32,364,065 $ 18,979,372 170.5% $ 13,384,693 $ 33,966,631 $ 33,966,631 12. June FY14 Fnancid Report Second Q.*g x1,, 2 8/2612014 City of Ashland Schedule of Budgetary Compliance Per Resolution #2013-19, 2014-12 and 2014-13 As of June 30, 2014, Second Closing Fiscal Year 2014 Year-To-Date Biennial Budget Percent Actuals 2013-2015 Used Balance General Fund Administration $ 135,079 $ 553,465 24.4% $ 418,386 Administration - Library 388,062 812,000 47.8% 423,938 Administration - Tourism 12,352 61,232 20.2% 48,880 Administration - Parking - 287,725 0.0% 287,725 Administration - Municipal Court 498,371 994,970 50.1% 496,599 Administrative Services - Social Services Grants 127,233 257,688 49.4% 130,455 Administrative Services - Economic & Cultural Grants 643,005 1,433,226 44.9% 790,221 Administrative Services - Miscellaneous 80,576 261,251 30.8% 180,675 Administrative Services - Band 55,955 120,390 46.5% 64,435 Administrative Services - Parks 3,959,833 8,856,000 44.7% 4,896,167 Police Department 6,075,095 12,463,656 48.7% 6,388,561 Fire and Rescue Department 6,528,967 13,134,420 49.7% 6,605,453 Public Works - Cemetery Division 319,459 704,551 45.3% 385,092 Community Development - Planning Division 1,243,646 2,730,822 45.5% 1,487,176 Community Development - Building Division 661,396 1,390,632 47.6% 729,236 Transfers 500 192,824 0.3% 192,324 Contingency - 1,041,000 0.0% 1,041,000 Total General Fund 20,729,529 45,295,852 45.8% 24,566,323 Community Development Block Grant Fund Personal Services 33,636 61,100 55.1% 27,464 Materials and Services 219,106 406,735 53.9% 187,629 Total Community Development Grant Fund 252,742 467,835 54.0% 215,093 Reserve Fund Interfund Loan 225,000 900,000 25.0% 675,000 Transfers 190,000 190,000 100.0% Total Reserve Fund 415,000 1,090,000 38.1% 675,000 Street Fund Public Works - Street Operations 2,592,789 7,628,710 34.0% 5,035,921 Public Works - Street Operations Debt 112,669 341,750 33.0% 229,081 Public Works - Storm Water Operations 555,883 1,247,230 44.6% 691,347 Public Works - Storm Water Operations Debt 13,367 26,317 50.8% 12,950 Public Works - Transportation SDC's 36,424 446,613 8.2% 410,189 Public Works - Storm Water SDC's 2,044 80,600 2.5% 78,556 Contingency - 215,000 0.0% 215,000 Total Street Fund 3,313,176 9,986,220 33.2% 6,673,044 Airport Fund Materials and Services 68,896 143,310 48.1% 74,414 Capital Outlay 44,962 65,000 69.2% 20,038 Debt Service 38,536 77,072 50.0% 38,536 Interfund Loan 19,000 19,000 100.0% - Contingency - 10,000 0.0% 10,000 Total Airport Fund 171,394 314,382 54.5% 142,988 12. June FY14 Financial Report Second Closing xlax 3 &26/2014 Schedule of Budgetary Compliance Per Resolution #2013-19, 2014-12 and 2014-13 As of June 30, 2014, Second Closing Fiscal Year 2014 Year-To-Date Biennial Budget Percent Actuals 2013-2015 Used Balance Capital Improvements Fund Public Works - Facilities 958,838 2,406,460 39.8% 1,447,622 Administrative Services - SDC (Parks) - - N/A - Administrative Services - Open Space (Parks) 726,917 3,929,000 18.5% 3,202,083 Transfers 3,018 466,900 0.6% 463,882 Other Financing Uses (Interfund Loan) 1,000 1,000 100.0% - Contingency - 199,000 0.0% 199,000 Total Capital Improvements Fund 1,689,773 7,002,360 24.1% 5,312,587 Debt Service Fund Materials and Services 6,294 15,000 42.0% 8,706 Debt Service 1,797,544 4,533,084 39.7% 2,735,540 Interfund Loan - 370,000 0.0% 370,000 Total Debt Service Fund 1,803,838 4,918,084 36.7% 3,114,246 Water Fund Administration - Conservation 183,179 449,010 40.8% 265,831 Fire- Forest Lands Management Division 578,038 887,265 65.1% 309,227 Public Works - Water Supply 1,970,483 5,391,820 36.5% 3,421,337 Public Works - Water Supply Debt 22,613 44,985 50.3% 22,372 Public Works - Water Treatment 1,076,608 2,570,700 41.9% 1,494,092 Public Works - Water Treatment Debt 235,320 467,427 50.3% 232,107 Public Works - Water Distribution 2,679,306 6,130,680 43.7% 3,451,374 Public Works - Water Distribution Debt 333,461 662,995 50.3% 329,534 Public Works - Reimbursement SDC's - - N/A - Public Works - Improvement SDC's 102,501 282,750 36.3% 180,249 Public Works - Debt SDC's 122,113 241,845 50.5% 119,732 Other Financing Uses (Interfund Loan) 150,000 150,000 100.0% - Contingency - 403,000 0.0% 403,000 Total Water Fund 7,453,622 17,682,477 42.2% 10,228,855 WasteWater Fund Public Works - Wastewater Collection 1,915,243 5,298,621 36.1% 3,383,378 Public Works - Wastewater Collection Debt 76,294 151,075 50.5% 74,781 Public Works - Wastewater Treatment 2,492,447 6,527,385 38.2% 4,034,938 Public Works - Wastewater Treatment Debt 1,629,283 3,253,250 50.1% 1,623,967 Public Works - Reimbursemetns SDC's 7,926 117,500 6.7% 109,574 Public Works - Improvements SDC's 66,741 1,383,491 4.8% 1,316,750 Debt Service - 30,000 0.0% 30,000 Contingency - 440,000 0.0% 440,000 Total Wastewater Fund 6,187,935 17,201,322 36.0% 11,013,387 Electric Fund Administration - Conservation 619,609 1,494,890 41.4% 875,281 Electric - Supply 6,531,924 13,628,373 47.9% 7,096,449 Electric - Distribution 6,316,029 13,398,521 47.1% 7,082,492 Electric - Transmission 942,068 2,177,635 43.3% 1,235,567 Debt Service 24,021 47,774 50.3% 23,753 Contingency - 923,000 0.0% 923,000 Total Electric Fund 14,433,651 31,670,193 45.6% 17,236,542 12. June FY14 Finanaal Report Second Closing Am K V2014 4 Schedule of Budgetary Compliance Per Resolution #2013-19, 2014-12 and 2014-13 As of June 30, 2014, Second Closing Fiscal Year 2014 Year-To-Date Biennial Budget Percent Actuals 2013-2015 Used Balance Telecommunications Fund IT - Personal Services 648,083 1,288,560 50.3% 640,477 IT - Materials & Services 881,960 1,849,283 47.7% 967,323 IT - Capital Outlay 103,235 308,000 33.5% 204,765 Debt - To Debt Service Fund " 409,000 818,000 50.0% 409,000 Contingency - 150,000 0.0% 150,000 Total - Telecommunications Fund 2,042,278 4,413,843 46.3% 2,371,565 " Note: In M & S appropriation Central Services Fund Administration Department 1,345,264 3,015,362 44.6% 1,670,098 Information Technology - Info Services Division 1,144,762 2,537,128 45.1% 1,392,366 Administrative Services Department 1,886,369 4,084,194 46.2% 2,197,825 City Recorder 415,532 708,330 58.7% 292,798 Public Works - Administration and Engineering 1,604,994 3,362,420 47.7% 1,757,426 Contingency - 104,000 0.0% 104,000 Total Central Services Fund 6,396,921 13,811,434 46.3% 7,414,513 Insurance Services Fund Personal Services 88,280 178,080 49.6% 89,800 Materials and Services 635,333 1,446,500 43.9% 811,167 Contingency - 300,000 0.0% 300,000 Total Insurance Services Fund 723,613 1,924,580 37.6% 1,200,967 Health Benefits Fund Materials and Services 4,212,884 7,816,992 53.9% 3,604,108 Interfund Loan - 510,000 0.0% 510,000 Contingency - 500,000 0.0% 500,000 Total Health Benefits Fund 4,212,884 8,826,992 47.7% 4,614,108 Equipment Fund Public Works - Maintenance 1,040,157 2,054,460 50.6% 1,014,303 Public Works - Purchasing and Acquisition 1,931,433 3,113,000 62.0% 1,181,567 Contingency - 156,000 0.0% 156,000 Total Equipment Fund 2,971,590 5,323,460 55.8% 2,351,870 Cemetery Trust Fund Transfers 4,529 10,600 42.7% 6,071 Total Cemetery Trust Fund 4,529 10,600 42.7% 6,071 12. June FY14 Financial Report Second Cbsing xlsx 5 W612014 Schedule of Budgetary Compliance Per Resolution #2013-19, 2014-12 and 2014-13 As of June 30, 2014, Second Closing Fiscal Year 2014 Year-To-Date Biennial Budget Percent Actuals 2013-2015 Used Balance Parks and Recreation Fund Parks Division 3,719,518 7,469,390 49.8% 3,749,872 Recreation Division 1,207,579 2,547,830 47.4% 1,340,251 Golf Division 524,968 1,012,880 51.8% 487,912 Transfers 602,000 922,000 65.3% 320,000 Contingency - 100,000 0.0% 100,000 Total Parks and Recreation Fund 6,054,065 12,052,100 50.2% 5,998,035 Parks Capital Improvement Fund Materials and Services - - N/A - Capital Outlay 1,402,249 4,851,000 28.9% 3,448,751 Total Parks Capital Improvement Fund 1,402,249 4,851,000 28.9% 3,448,751 Total Appropriations $ 80,258,785 $ 186,842,734 43% $ 106,583,949 12. June FYI 4 Financial Report Second Closing Am fl26/2g14 6 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date list Year of Collected 1 Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 110 General Fund Taxes $ 17,829,989 $ 17,714,683 100.7% $ 115,306 $ 12,278,716 $ 12,278,716 Licenses and Permits 667,416 847,275 78.8% (179,859) 583,679 583,679 Intergovernmental 691,184 847,981 81.5% (156,797) 571,513 571,513 Charges for Services 1,491,865 1,482,325 100.6% 9,540 1,896,943 1,896,943 Fines 175,292 166,000 105.6% 9,292 196,535 196,535 Interest on Investments 27,332 21,000 130.2% 6,332 22,045 22,045 Miscellaneous 80,790 62,000 130.3% 18,790 75,991 75,991 Transfer in (Reserve Fund) 100,000 100,000 100.0% - - Transfer In (Cemetery Fund) 4,529 5,200 87.1% (671) 4,8H 4,826 Total Revenues and Other Sources 21,068,398 21,246,464 99.2% (178,066) 15,630,249 15,630,249 Administration 135,079 218,552 61.8% 83,473 306,625 306,625 Administration - Library 388,062 400,000 97.0% 11,938 376,759 376,759 Administration-Tourism 12,352 61,232 20.2% 48,880 - - Administration - Parking - 287,725 0.0% 287,725 - - Administration - Municipal Court 498,371 491,840 101.3% (6,531) 437,057 437,057 Administrative Services - Social Services Grants 127,233 127,588 99.7% 355 123,394 123,394 Administrative Services - Economic & Cultural Grants 643,005 704,236 91.3% 61,231 623,419 623,419 Administrative Services - Miscellaneous 80,576 147,000 54.8% 66,424 43,776 43,776 Administrative Services - Band 55,955 59,670 93.8% 3,715 55,594 55,594 Administrative Services - Parks 3,959,833 3,798,000 104.3% (161,833) - - Police Department 6,075,095 6,213,365 97.8% 138,270 5,876,126 5,876,126 Fire and Rescue Department 6,528,967 6,515,477 100.2% (13,490) 5,804,808 5,804,808 Public Works - Cemetery Division 319,459 341,183 93.6% 21,724 282,274 282,274 Community Development- Planning Division 1,243,646 1,344,863 92.5% 101,217 1,160,288 1,160,288 Community Development- Building Division 661,396 686,921 963% 25,525 649,768 649,768 Transfers (Cemetery) 500 1,262 39.6% 762 500 500 Contingency - 513,000 0.0% 513,000 - - Total Expenditures and Other Uses 20,729,529 21,911,914 94.6% 1,182,385 15,740,388 15,740,388 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 338,869 (665,450) 150.9% 1,004,319 (110,139) (110,139) Fund Balance, Jul 1, 2013 3,385,680 3,259,706 103.9% 125,974 3,495,819 3,495,819 Fund Balance, June 30, 2014 $ 3,724,549 $ 2,594,256 143.6% $ 1,130,293 $ 3,385,680 $ 3,385,680 Reconciliation of Fund Balance: Restricted and Committed Funds 671,940 Unassigned Fund Balance $ 3,052,608 12. June FY14 Finncisl Report Second Closing As, 7 &26/2014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected 1 Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 250 Community Development Block Fund Intergovernmental $ 252,742 $ 253,262 99.8% $ (520) $ 101,915 $ 101,915 Total Revenues and Other Sources 252,742 253,262 99.8% (520) 101,915 101,915 Personal Services 33,636 30,550 110.1% (3,086) 32,446 32,446 Materials and Services 219,106 243,901 89.8% 24,795 69,466 69,466 Total Expenditures and Other Uses 252,742 274,451 92.1% 21,709 101,912 101,912 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (0) (21,189) 0.0% 21,189 3 3 Fund Balance, Jul 1, 2013 33,801 21,189 159.5% 12,612 33,798 33,798 Fund Balance, June 30, 2014 $ 33,801 $ NIA $ 33,801 $ 33,801 $ 33,801 Reconciliation of Fund Balance: Restricted and Committed Funds 33,801 Unassigned Fund Balance $ 13. June FY14 fnan,isl Report S-A C1,-g x1,, 8/26/2014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected 1 Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 255 Reserve Fund Interest on Investments $ 6,587 $ 7,000 94.1% $ (413) $ 5,670 $ 5,670 Total Revenues and Other Sources 6,587 7,000 94.1% (413) 5,670 5,670 Interfund Loan (Health Benefits Fund) 225,000 500,000 45.0% 275,000 - - Operating Transfer out 190,000 190,000 100.0% - Total Expenditures and Other Uses 415,000 690,000 60.1% 275,000 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (408,413) (683,000) 40.2% 274,587 5,670 5,670 Fund Balance, Jul 1, 2013 1,019,580 1,019,910 100.0% (330) 1,013,910 1,013,910 Fund Balance, June 30, 2014 $ 611,167 $ 336,910 181.4% $ 274,257 $ 1,019,580 $ 1,019,580 Reconciliation of Fund Balance: Restricted and Committed Funds 611,167 Unassigned Fund Balance $ (0) 12. June FFY14 Fi-J Report Second Cos,,g xW 9 &2612014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected 1 Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 260 Street Fund Taxes $ 57,273 $ 23,000 249.0% $ 34,273 $ 55,504 $ 55,504 Intergovernmental 1,166,800 1,776,700 65.7% (609,901) 1,729,083 1,729,083 Charges for Services - Rates 1,969,436 1,981,100 99.4% (11,664) 1,897,438 1,897,438 Charges for Services - Misc. Service Fees 30,625 20,000 153.1% 10,625 23,249 23,249 System Development Charges 93,644 65,000 144.1% 28,644 129,172 129,172 Assessments 59,483 20,000 297.4% 39,483 41,048 41,048 Interest on Investments 23,207 10,000 232.1% 13,207 16,283 16,283 Miscellaneous 230,602 110,000 209.6% 120,602 160,740 160,740 Other Financing Sources - - NIA - 1,189,603 1,189,603 Total Revenues and Other Sources 3,631,071 4,005,800 90.6% (374,729) 5,242,121 5,242,121 Public Works - Street Operations 2,592,789 4,426,254 58.6% 1,833,465 2,951,935 2,951,935 Public Works - Street Operations Debt 112,669 172,187 65.4% 59,518 - - Public Works - Storm Water Operations 555,883 651,890 85.3% 96,007 672,923 672,923 Public Works - Storm Water Operations Debt 13,367 13,367 100.0% 0 - - Public Works - Transportation SDC's 36,424 342,079 10.6% 305,655 83,061 83,061 Public Works - Storm Water SDC's 2,044 65,000 3.1% 62,956 160,372 160,372 Public Works - Local Improvement Districts - - NIA - - - Contingency - 117,000 0.0% 117,000 - - Total Expenditures and Other Uses 3,313,176 5,787,777 57.2% 2,474,601 3,868,291 3,868,291 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 317,895 (1,781,977) 117.8% 2,099,872 1,373,830 1,373,830 Fund Balance, Jul 1, 2013 4,417,122 3,185,314 138.7% 1,231,808 3,043,292 3,043,292 Fund Balance, June 30, 2014 $ 4,735,017 $ 1,403,337 337.4% $ 3,331,680 $ 4,417,122 $ 4,417,122 Reconciliation of Fund Balance: Restricted and Committed Funds 4,735,017 Unassigned Fund Balance $ 0 17. June FY14 Financia' Report Second Closing. xk. 1 0 8/26/1014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 280 Airport Fund Charges for Services - Rates $ 134,693 $ 131,100 102.7% $ 3,593 $ 124,492 $ 124,492 Interest on Investments 492 500 98.3% (8) 570 570 Interfund Loan - - NIA - 19,000 19,000 Total Revenues and Other Sources 135,185 131,600 102.7% 3,585 144,062 144,062 Materials and Services 68,896 71,050 97.0% 2,154 72,540 72,540 Capital Outlay 44,962 65,000 69.2% 20,038 - - Debt Service 38,536 38,536 100.0% 0 38,536 38,536 Interfund Loan 19,000 19,000 100.0% - - - Contingency - 5,000 0.0% 5,000 - - Total Expenditures and Other Uses 171,394 198,586 86.3% 27,192 111,076 111,076 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (36,209) (66,986) 45.9% 30,777 32,986 32,986 Fund Balance, Jul 1, 2013 116,697 101,550 114.9% 15,147 83,711 83,711 Fund Balance, June 30, 2014 $ 80,488 $ 34,564 232.9% $ 45,924 $ 116,697 $ 116,697 Reconciliation of Fund Balance: Restricted and Committed Funds 80,488 Unassigned Fund Balance $ 0 12. M. FY14 Financial Report Second Cl-gAu 11 0612014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 410 Capital Improvements Fund Taxes $ 472,920 $ 456,300 103.6% $ 16,620 $ 459,918 $ 459,918 Intergovernmental - 650,000 0.0% (650,000) 97,786 97,786 Charges for Services - Internal 929,127 928,627 100.1% 500 928,627 928,627 Charges for Services - Misc. Service Fees 62,367 50,000 124.7% 12,367 30,752 30,752 System Development Charges 48,941 25,000 195.8% 23,941 48,059 48,059 Interest on Investments 11,180 12,000 93.2% (820) 18,181 18,181 Miscellaneous 43,279 10,600 408.3% 32,679 12,682 12,682 Other Financing Sources - 1,643,000 0.0% (1,643,000) 506,005 506,005 Total Revenues and Other Sources 1,567,814 3,775,527 41.5% (2,207,713) 2,102,009 2,102,009 Public Works - Facilities 958,838 1,206,255 79.5% 247,417 3,975,987 3,975,987 Administrative Services - Open Space (Parks) 726,917 2,143,000 33.9% 1,416,083 236,466 236,466 Transfers (Debt Service Fund) 3,018 156,900 1.9% 153,882 36,135 36,135 Interfund Loan (Equipment Fund) 1,000 1,000 100.0% - 208,000 208,000 Contingency - 99,000 0.0% 99,000 - - Total Expenditures and Other Uses 1,689,773 3,606,155 46.9% 1,817,382 4,456,587 4,456,587 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (121,959) 169,372 -72.0% (291,331) (2,354,578) (2,354,578) Fund Balance, Jul 1, 2013 2,094,707 1,689,114 124.0% 405,593 4,449,285 4,449,285 Fund Balance, June 30, 2014 $ 1,972,748 $ 1,858,486 106.1% $ 114,262 $ 2,094,707 $ 2,094,707 Reconciliation of Fund Balance: Restricted and Committed Funds 1,972,748 Unassigned Fund Balance $ (0) 12. June FY14 hnancia Report Second Qosinplsx 12 &2N2014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 530 Debt Services Taxes $ 518,674 $ 477,938 108.5% $ 40,736 $ 867,848 $ 867,848 Charges for Services - Internal 1,154,300 1,154,300 100.0% - 1,154,300 1,154,300 Charges for Services - Misc. Service Fees 94,130 74,520 126.3% 19,610 74,172 74,172 Assessments - 126,000 0.0% (126,000) - - Interest on Investments 4,764 10,000 47.6% (5,236) 4,737 4,737 Miscellaneous - 29,302 0.0% (29,302) 309,782 309,782 Interfund Loan - - NIA 364,795 364,795 Transfer In (CIP) 3,018 157,662 1.9% (154,644) 36,135 36,135 Other Financing Sources - NIA 71,851 71,851 Total Revenues and Other Sources 1,774,886 2,029,722 87.4% (254,836) 2,883,619 2,883,619 Materials and Services 6,294 15,000 42.0% - 55,676 55,676 Debt Service 1,797,544 2,129,212 84.4% 331,668 2,659,975 2,659,975 Interfund Loan (Central Service Fund) - 370,000 0.0% 370,000 - - Total Expenditures and Other Uses 1,803,838 2,514,212 71.7% 701,668 2,715,651 2,715,651 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (28,952) (484,490) 94.0% 455,538 167,968 167,968 Fund Balance, Jul 1, 2013 1,150,618 1,121,533 102.6% 29,085 982,650 982,650 Fund Balance, June 30, 2014 $ 1,121,666 $ 637,043 176.1% $ 484,623 $ 1,150,618 $ 1,150,618 Reconciliation of Fund Balance: Restricted and Committed Funds 1,121,666 Unassigned Fund Balance $ 12. June FY14 Financial Report Second Closing. x[s. 1 .3 &26/2014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected 1 Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 670 Water Fund Taxes $ 52 $ N/A $ 52 $ 38 $ 38 Intergovernmental 101,723 N/A 101,723 1,969,979 1,969,979 Charges for Services - Rates 5,838,578 5,848,100 99.8% (9,522) 5,490,712 5,490,712 Charges for Services - Misc. Service Fees 75,055 50,000 150.1% 25,055 56,849 56,849 System Development Charges 269,029 150,000 179.4% 119,029 266,196 266,196 Interest on Investments 32,527 10,000 325.3% 22,527 19,542 19,542 Miscellaneous 17,154 5,000 343.1% 12,154 477,199 477,199 Other Financing Sources 979,630 N/A 979,630 2,547,791 2,547,791 Total Revenues and Other Sources 7,313,748 6,063,100 120.6% 1,250,648 10,828,306 10,828,306 Administration - Conservation 183,179 212,925 86.0% 29,746 140,014 140,014 Fire- Forest Lands Management Division 578,038 619,257 93.3% 41,219 2,460,085 2,460,085 Public Works - Water Supply 1,970,483 2,796,020 70.5% 825,537 270,552 270,552 Public Works - Water Supply Debt 22,613 22,712 99.6% 99 - - PublicWorks - WaterTreatment 1,076,608 1,344,120 80.1% 267,512 1,097,662 1,097,662 Public Works - Water Treatment Debt 235,320 235,312 100.0% (8) - - PublicWorks - Water Operations 2,679,306 1,958,420 136.8% (720,886) 2,404,199 2,404,199 Public Works - Water Operations Debt 333,461 333,555 100.0% 94 - - Public Works - Reimbursement SDC's - - N/A - - - PublicWorks - ImprovementSDC's 102,501 235,250 43.6% 132,749 32,137 32,137 PublicWorks - DebtSDC's 122,113 122,107 100.0% (6) 115,648 115,648 Debt Service - - N/A - 379,343 379,343 Interfund Loan (Equipment) 150,000 150,000 100.0% - 200,000 200,000 Contingency - 200,000 0.0% 200,000 - - Total Expenditures and Other Uses 7,453,622 8,229,678 90.6% 776,056 7,099,639 7,099,639 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (139,874) (2,166,578) 93.5% 2,026,704 3,728,667 3,728,667 Fund Balance, Jul 1, 2013 6,437,575 5,741,693 112.1% 695,882 2,708,907 2,708,907 Fund Balance, June 30, 2014 $ 6,297,700 $ 3,575,115 176.2% $ 2,722,585 $ 6,437,575 $ 6,437,575 Reconciliation of Fund Balance: Restricted and Committed Funds 6,192,773 Unassigned Fund Balance $ 104,927 12. June FY14 Financial Report Second Closing A,, 14 8126/2014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 675 Wastewater Fund Taxes $ 1,891,678 $ 1,734,600 1091% $ 157,078 $ 1,839,673 $ 1,839,673 Charges for Services - Rates 4,157,980 4,299,100 96.7% (141,120) 3,915,092 3,915,092 Charges for Services - Misc. Service Fees 13,250 10,000 132.5% 3,250 13,250 13,250 System Development Charges 80,570 65,000 124.0% 15,570 95,132 95,132 Interest on Investments 20,566 18,000 114.3% 2,566 14,328 14,328 Miscellaneous 4,505 2,500 180.2% 2,005 1,650,374 1,650,374 Other Financing Sources - 813,000 0.0% (813,000) 592,151 592,151 Total Revenues and Other Sources 6,168,548 6,942,200 88.9% (773,652) 8,120,000 8,120,000 Public Works- Wastewater Collection 1,915,243 2,284,361 83.8% 369,118 2,041,610 2,041,610 Public Works - Wastewater Collection Debt 76,294 76,296 100.0% 2 - - Public Works- Wastewater Treatment 2,492,447 3,244,215 76.8% 751,768 2,827,871 2,827,871 Public Works - Wastewater Treatment Debt 1,629,283 1,629,400 100.0% 117 - - Public Works - Reimbursemetns SDC's 7,926 110,000 7.2% 102,074 - - Public Works - Improvements SDC's 66,741 528,891 12.6% 462,150 115,454 115,454 Debt Service - - NIA - 1,639,100 1,639,100 Contingency - 200,000 0.0% 200,000 - - Total Expenditures and Other Uses 6,187,935 8,073,163 76.6% 1,885,228 6,624,035 6,624,035 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (19,386) (1,130,963) 98.3% 1,111,577 1,495,965 1,495,965 Fund Balance, Jul 1, 2013 4,290,774 3,546,633 121.0% 744,141 2,794,809 2,794,809 Fund Balance, June 30, 2014 $ 4,271,388 $ 2,415,670 176.8% $ 1,855,718 $ 4,290,774 $ 4,290,774 Reconciliation of Fund Balance: Restricted and Committed Funds 2,578,003 Unassigned Fund Balance $ 1,693,385 12. June FY14 Financier Report S-d Glosing xlsx 15 84fi12014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected) Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 690 Electric Fund Intergovernmental $ 178,002 $ 150,000 118.7% $ 28,002 $ 148,642 $ 148,642 Charges for Services- Rates 13,536,923 13,960,000 97.0% (423,077) 12,680,992 12,680,992 Charges for Services - Misc. Service Fees 134,520 280,000 48.0% (145,480) 257,047 257,047 Interest on Investments 8,172 11,000 74.3% (2,828) 10,536 10,536 Miscellaneous 147,598 192,000 76.9% (44,402) 244,442 244,442 Total Revenues and Other Sources 14,005,215 14,593,000 96.0% (587,785) 13,341 659 13,341,659 Administration - Conservation 619,609 829,160 74.7% 209,551 469,545 469,545 Electric - Supply 6,531,924 6,762,610 96.6% 230,686 6,091,977 6,091,977 Electric - Distribution 6,316,029 6,754,394 93.5% 438,365 5,980,019 5,980,019 Electric - Transmission 942,068 1,080,712 87.2% 138,644 866,385 866,385 Debt Service 24,021 24,023 100.0% 2 24,293 24,293 Contingency - 464,000 0.0% 464,000 - - Total Expenditures and Other Uses 14,433,651 15,914,899 90.7% 1,481,248 13,432,219 13,432,219 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (428,436) (1,321,899) 67.6% 893,463 (90,560) (90,560) Fund Balance, Jul 1, 2013 2,327,540 2,334,310 99.7% (6,770) 2,418,100 2,418,100 Fund Balance, June 30, 2014 $ 1,899,104 $ 1,012,411 187.6% $ 886,693 $ 2,327,540 $ 2,327,540 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 1,899,104 12 June FY14 Rnancial Re w 8mond Closing xlsx WM2014 16 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 691 Telecommunications Fund Charges for Services - Rates $ 1,929,101 $ 1,935,843 99.7% $ (6,742) $ 1,896,106 $ 1,896,106 Interest on Investments 1,257 1,000 125.7% 257 1,733 1,733 Miscellaneous 4,292 500 858.5% 3,792 13,092 13,092 Total Revenues and Other Sources 1,934,650 1,937,343 99.9% (2,693) 1,910,931 1,910,931 Personal Services 648,083 636,960 101.7% (11,123) 575,775 575,775 Materials & Services 881,960 918,881 96.0% 36,921 851,943 851,943 Capital Outlay 103,235 193,000 53.5% 89,765 73,531 73,531 Debt - Transfer to Debt Service Fund 409,000 409,000 100.0% - 409,000 409,000 Contingency - 75,000 0.0% 75,000 - - Total Expenditures and Other Uses 2,042,278 2,232,841 91.5% 190,563 1,910,249 1,910,249 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (107,628) (295,498) 36.4% 187,870 682 682 Fund Balance, Jul 1, 2013 587,625 506,092 116.1% 81,533 586,943 586,943 Fund Balance, June 30, 2014 $ 479,997 $ 210,594 227.9% $ 269,403 $ 587,625 $ 587,625 Reconciliation of Fund Balance: Restricted and Committed Funds - Unassigned Fund Balance $ 479,997 12 June FY14 Financial Repot Second C1-ng.xlsx 17 &2612014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected 1 Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 710 Central Service Fund Taxes $ 64,924 $ 67,900 95.6% $ (2,976) $ 62,793 $ 62,793 Intergovernmental - - NIA - - Charges for Services - Internal 5,957,250 5,965,250 99.9% (8,000) 5,748,800 5,748,800 Charges for Services - Misc. Service Fees 171,406 298,000 57.5% (126,594) 163,828 163,828 Interest on Investments 13,219 5,000 264.4% 8,219 11,121 11,121 Miscellaneous 107,690 113,000 95.3% (5,310) 107,103 107,103 Interfund Loan (Debt Service) - 370,000 0.0% 370,000 - - Operating Transfer in 90,000 90,000 100.0% - - - Total Revenues and Other Sources 6,404,489 6,909,150 92.7°/% 235,339 6,093,646 6,093,646 Administration Department 1,345,264 1,488,066 90.4% 142,802 1,288,745 1,288,745 Information Technology - Info Services Division 1,144,762 1,309,819 87.4°/% 165,057 896,008 896,008 Administrative Services Department 1,886,369 2,020,472 93.4% 134,103 1,874,269 1,874,269 City Recorder Division 415,532 350,890 118.4% (64,642) 360,310 360,310 Public Works - Administration and Engineering 1,604,994 1,657,040 96.9% 52,046 1,440,649 1,440,649 Inlefund Loan - - N/A - 364,795 364,795 Contingency - 50,000 0.0% 50,000 - - Total Expenditures and Other Uses 6,396,921 6,876,287 93.0% 479,366 6,224,776 6,224,776 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 7,568 32,863 23.0% (25,295) (131,130) (131,130) Fund Balance, Jul 1, 2013 853,281 721,405 118.3% 131,876 984,411 984,411 Fund Balance, June 30, 2014 $ 860,849 $ 754,268 114.1% $ 106,581 $ 853,281 $ 853,281 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 860,849 12. June FY14 Financial Repot Second Cloemgx1,, 1 WW014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 720 Insurance Service Fund Charges for Services - Internal $ 751,543 $ 729,705 103.0% $ 21,838 $ 742,548 $ 742,548 Interest on Investments 6,395 5,000 127.9% 1,395 5,116 5,116 Miscellaneous 729,583 30,000 2431.9% 699,583 35,759 35,759 Total Revenues and Other Sources 1,487,521 764,705 194.5% 722,816 783,423 783,423 Personal Services 88,280 88,310 100.0% 30 77,722 77,722 Materials and Services 635,333 723,250 87.8% 87,917 618,396 618,396 Contingency - 150,000 0.0% 150,000 - - Total Expenditures and Other Uses 723,613 961,560 75.3% 237,947 696,118 696,118 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 763,908 (196,855) 488.1% 960,763 87,305 87,305 Fund Balance, Jul 1, 2013 848,857 819,457 103.6% 29,400 761,552 761,552 Fund Balance, June 30, 2014 $ 1,612,765 $ 622,602 259.0% $ 990,163 $ 848,857 $ 848,857 Reconciliation of Fund Balance: Restricted and Committed Funds 961,842 Unassigned Fund Balance $ 650,923 12. June FY14 F-u-i Report Second Cl-g.xlsx 19 812612014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 725 Health Benefits Fund Charges for Services - Internal $ 4,084,502 $ 3,996,855 102.2% $ 87,647 $ $ Interest on Investments 1,547 10,000 15.5% (8,453) Miscellaneous 211,795 - NIA 211,795 Interfund Loan (Reserve Fund) 225,000 500,000 45.0% (275 000) Total Revenues and Other Sources 4,522,844 4,506,855 100.4% 15,989 Personal Services - - NIA - Materials and Services 4,212,884 3,908,496 107.8% (304,388) Interfund Loan - NIA - Contingency - 250,000 0.0% 250,000 Total Expenditures and Other Uses 4,212,884 4,158,496 101.3% (54,388) Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 309,960 348,359 89.0% (38,399) Fund Balance, Jul 1, 2013 - 0.0% - Fund Balance, June 30, 2014 $ 309,960 $ 348,359 89.0% $ (38 399$ $ Reconciliation of Fund Balance: Restricted and Committed Funds 309,960 Unassigned Fund Balance $ - 12. June FY14 Financial Repw Second Closing.xlsx 2D 8/2612014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date list Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 730 Equipment Fund Intergovernmental $ - $ - N/A $ - $ 124,928 $ 124,928 Charges for Services - Internal 1,804,394 1,636,394 110.3% 168,000 1,760,874 1,760,874 Charges for Services - Misc. Service Fees 40,756 35,000 116.4% 5,756 73,235 73,235 Interest on Investments 18,006 26,000 693% (7,994) 23,675 23,675 Miscellaneous 121,185 56,000 216.4% 65,185 26,856 26,856 Interfund Loan (Airport & Water Fund) 170,000 169,000 100.6% 1,000 408,000 408,000 Total Revenues and Other Sources 2,154,340 1,922,394 112A% 231,946 2,417,568 2,417,568 PublicWorks - Maintenance 1,040,157 1,018,575 102.1% (21,582) 1,001,756 1,001,756 Public Works - Purchasing and Acquisition 1,931,433 2,398,000 80.5% 466,567 519,054 519,054 Interfund Loan - - N/A - 19,000 19,000 Contingency - 103,000 0.0% 103,000 - - Total Expenditures and Other Uses 2,971,590 3,519,575 84.4% 547,985 1,539,810 1,539,810 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (817,250) (1,597,181) 48.8% 779,931 877,758 877,758 Fund Balance, Jul 1, 2013 3,357,663 2,831,016 118.6% 526,647 2,479,905 2,479,905 Fund Balance, June 30, 2014 $ 2,540,413 $ 1,233,835 205.9% $ 1,306,578 $ 3,357,663 $ 3,357,663 Reconciliation of Fund Balance: Restricted and Committed Funds 2,540,413 Unassigned Fund Balance $ 0 12. June FY14 Financial Report S-d Closing xlsx 21 &2612014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 810 Cemetery Fund Charges for Services $ 22,027 $ 25,000 88.1% $ (2,973) $ 12,301 $ 12,301 Interest on Investments 4,529 5,200 87.1% (671) 4,826 4,826 Transfer In (General Fund) 500 500 10H% 500 500 Total Revenues and Other Sources 27,055 30,700 88.1% (3,645) 17,627 17,627 Transfers 4,529 5,200 87.1% 671 4,826 4,826 Total Expenditures and Other Uses 4,529 5,200 87.1% 671 4,826 4,826 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 22,527 25,500 883% (2,973) 12,801 12,801 Fund Balance, Jul 1, 2013 874,045 886,744 98.6% (12 699) 861,244 861,244 Fund Balance, June 30, 2014 $ 896,572 $ 912,244 98.3% $ (15 672) $ 874,045 $ 874,045 Reconciliation of Fund Balance: Restricted and Committed Funds 896,571 Unassigned Fund Balance $ 0 12. June FY14 Pnan A RwW Second Cl.-gg Iu 22 812617014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 211 Parks and Recreation Fund Taxes $ - $ - NIA $ - $ 4,434,223 $ 4,434,223 Charges for Services - Internal 3,959,833 3,798,000 104.3% 161,833 - - Charges for Services - Misc. Service Fees 853,490 883,450 96.6% (29,960) 839,835 839,835 Interest on Investments 5,841 13,000 44.9% (7,159) 14,178 14,178 Miscellaneous 34,862 34,000 102.5% 862 42,501 42,501 Total Revenues and Other Sources 4,854,026 4,728,450 102.7% 125,576 5,330,737 5,330,737 Parks Division 3,719,518 3,704,790 100.4% (14,728) 3,855,745 3,855,745 Recreation Division 1,207,579 1,262,610 95.6% 55,031 1,184,861 1,184,861 Golf Division 524,968 499,410 105.1% (25,558) 419,248 419,248 Other Financing Uses - Transfers 602,000 602,000 100.0% - 350,000 350,000 Contingency - 50,000 0.0% 50,000 - - Total Expenditures and Other Uses 6,054,065 6,118,810 98.9% 64,745 5,809,854 5,809,854 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (1,200,039) (1,390,360) 13.7% 190,321 (479,117) (479,117) Fund Balance, Jul 1, 2013 1,783,435 1,973,756 90.4% (190 321) 2,242,227 2,242,227 Fund Balance, June 30, 2014 $ 583,396 $ 583,396 100.0% $ 0 $ 1,783,435 $ 1,783,435 Reconciliation of Fund Balance: Restricted and Committed Funds - Unassigned Fund Balance $ 583,396 12. June FY14 Financial Report Second Ciosing x1,, 2'~ W2612014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected I Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 411 Parks Capital Improvement Fund Charges for Services $ 6,251 $ 29,000 21.6% $ (22,749) $ 96,635 $ 96,635 Intergovernmental 718,383 2,143,000 33.5% (1,424,617) - - Interestonlnvestments 2,093 2,000 104.7% 93 1,955 1,955 Miscellaneous 18,372 - NIA - 20,954 20,954 Transfer In (Park Fund) 602,000 602,000 100.0% 350,000 350,000 Total Revenues and Other Sources 1,347,099 2,776,000 48.5% (1,447,272) 469,544 469,544 Materials and Services - - NIA - 25,081 25,081 Capital Outlay 1,402,249 2,745,000 51.1% 1,342,751 505,963 505,963 Total Expenditures and Other Uses 1,402,249 2,745,000 51.1% 1,342,751 531,044 531,044 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (55,150) 31,000 -177.9% (86,150) (61,500) (61,500) Fund Balance, Jul 1, 2013 387,632 239,032 162.2% 148,600 449,132 449,132 Fund Balance, June 30, 2014 $ 332,482 $ 270,032 123.1% $ 62,450 $ 387,632 $ 387,632 Reconciliation of Fund Balance: Restricted and Committed Funds 100,000 Unassigned Fund Balance $ 232,482 11. June FY14 Financial Repot Second Closing,I,, 24 &26/4014 CITY OF ASHLAND Council Communication September 2, 2014, Business Meeting Recommendation from the ad hoc Downtown Improvement and Beautification Committee for the use of TOT funds for "other City projects that qualify" FROM: Ann Seltzer, management analyst, seltzeragashland.or.us SUMMARY In March 2014, the City Council appointed the ad hoc Downtown Improvement and Beautification Committee. The charge of the committee was to develop a plan, for City Council approval, regarding the use of transient occupancy tax (TOT) funds that have been budgeted for "other City projects that qualify," with an emphasis on projects in the downtown. The committee was asked to recommend projects to be completed in the current budget cycle and the subsequent biennium. Pending approval of the committee recommendation by the City Council, staff will begin implementation of the recommended projects, which are: landscape improvements to Lithia Way/Pioneer Street parking lot, commission a vertical decorative element/public art for the half wall adjacent to Earthly Goods and incorporate seating, planter at the corner of Winbum Way and North Main, triangle at the corner of Pioneer Street and Lithia Way, Plaza free-standing planters, additional plants, decorative fencing to protect new plants, and Plaza partial paver replacement. BACKGROUND AND POLICY IMPLICATIONS: Resolution 2013-05 allocates a percentage of the tourism portion of revenues from the TOT funds to be used for "other city capital projects". The City Council formed the ad hoc committee to prioritize potential projects that qualify for the use of those funds and to develop a timeline for implementation of the projects. The nine member committee has met ten times since March of 2014. Each agenda allocated 10 to 15 minutes of public input at the beginning of the meeting. The committee reviewed more than twenty projects; some had been previously identified, some were brought to the committee for consideration by citizens and others were identified during the course of the committee work. The attached recommendation identifies six projects to be funded with current TOT revenues. The committee will continue to meet to prioritize the remaining projects and return to the Council with a recommendation of the use of those funds for the next biennium. In April, the Council approved the committee recommendation for three projects to be implemented as soon as possible. Those items included three "Welcome to Ashland" signs, improvements to the right of way on Lithia Way between Oak and Pioneer Streets and additional lighting along the walkway Page 1 of 2 Va, CITY OF ASHLAND from New Theatre to East Main Street. Two additional previously approved projects are included in the attached recommendation. Attached is the recommendation for projects to be completed in the current budget cycle. FISCAL IMPLICATIONS: Implementation of the proposed projects will use funds generated from the transient occupancy tax and allocated for "other City projects that qualify." There remains slightly more than $100,000 available in the current budget cycle. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approving the recommendation. SUGGESTED MOTIONS: I move to approve the recommendation of the Downtown Beautification Improvement ad hoc Committee and direct staff to implement the projects. ATTACHMENTS: • Recommendation from the Downtown Beautification Improvement ad hoc Committee. • Resolution 2013-05 Allocating Anticipated Revenues from the Transient Occupancy Tax • Memo with input from the Lodging Association Page 2 of 2 ~r, CITY OF ASHLAND September 02, 2014 Mayor and City Council Downtown Beautification Improvement ad hoc Committee Recommendations on the use of the transient occupancy tax revenues for city projects We are pleased to present to the City Council our recommendations for the use of the TOT funds through June 2015. After allocating funds for "short term" projects earlier this year and approved by the City Council in April, approximately $100,000 remained for projects for the current fiscal year. Projects Landscape Improvements to Lithia Way/Pioneer Street Parking Lot The existing Ash trees are reaching the end of their life span and are failing. Much of the growth is at the ends of the branches, causing significant weight and posing the risk of branches falling on people and vehicles. Many of the shrubs are damaged and need to be replaced. The pedestrian pattern of people moving from their cars to the sidewalk has caused the soil to become impacted and the landscape damaged. The irrigation system is old and inefficient. Committee Rationale: The project will focus on the planting areas adjacent to the sidewalks which will enhance the green buffer between sidewalk pedestrians and parked vehicles and add to the overall beauty of the streetscape on Lithia Way. The project will include 42" fencing to protect the planted areas from pedestrian traffic. The committee voted to allocate $31,000 for this project. Commission a vertical decorative element/public art for the half wall adjacent to Earthly Good and incorporate seating This piece will be affixed to the outer edge of the city-owned half wall. Beautifying this area originated from public input at the first meeting. Committee Rationale: Currently this long stretch of alley linking Main Street with New Theater does not invite pedestrians from either direction. Enhancing the space with a vertical installation breaks up the long horizontal space and incorporating seating provides an opportunity for pedestrians to linger. The committee requests the Public Art Commission oversee the project and voted to allocate $18,000 for the project. Planter at the corner of Winburn Way, and North Main Remove the multi-angled seat wall and replace with a single straight wall and add appropriate plants to the planter. Committee Rationale: The area marks the transition between the Plaza shops and Lithia Park. While efforts were made many years ago to provide pedestrian amenities with the installation of a perimeter low concrete block sitting wall, the result was an awkward layout that constricts pedestrian flow where the Lithia Park crosswalk, North Main and Winburn Way sidewalks meet. Improvements will visually compliment and connect the area to the rest of the downtown landscape and ease the congestion issues at this high traffic pedestrian crossing. The committee voted to allocate $6,000 for this project. Staff Note: It is likely that this project will require funds from public works miscellaneous concrete budget to cover safety improvements. Triangle at the corner of Pioneer Street and Lithia Way Page l of 3 CITY OF ASHLAND This is an odd-shaped piece of city-owned property and has a number of issues including raised sidewalks due to tree roots, ADA access concerns, irrigation challenges and awkward elevation changes. The project calls for a block retaining wall on the sidewalk edge of the space, possibly removing and replacing one tree, adding stone pavement to the area around the existing public art. Committee Rationale: With its proximity to the Lithia Way/Pioneer parking lot and the location of public art, this area is viewed daily by a large number of residents and visitors. Improvements provide an opportunity to create an inviting "side door" to the downtown. Improvements will accentuate the existing public art and visually complement and connect the area with the Lithia Way streetscape. It is anticipated that this project will be the most challenging. The committee voted to allocate $15,000 for this project. StaffNote: It is likely that this project will require funds from public works miscellaneous concrete budget to cover safety improvements. Plaza free standing planters additional plants decorative fencing to protect new plants This project includes three free-standing planters, irrigation for the planters, and decorative fencing at the curb edge to protect new plants from pedestrian traffic. This fencing could be removed once the plants have matured. Committee Rationale: The free standing planters when filled with flowers will provide color to the Plaza and a visual separation from the Plaza to the street at the south end (across from City Hall). The additional plants in the landscape areas will eventually increase the greenery in the Plaza and the fencing will protect the plants and discourage pedestrian walking through the landscape. The committee voted to allocate $15,500 for this project. Plaza partial paver replacement This project calls for replacement of pavers located within the half circle of the Plaza. Committee Rationale: Initially the committee was interested in replacing random pavers to visually interrupt the existing pavers. After learning that random replacement could compromise the other pavers, much like cutting a hole in a piece of fabric, it was suggested that replacing the section within the half circle would have the least impact on the rest of the pavers and provide a visual break of the existing pavers. The committee voted to allocate $15,000 for this project. The committee supports the involvement of the Tree Commission on decisions related to landscape plant material. Process The Downtown Beautification Committee has met ten times since March 2014. Each agenda included 10 to 15 minutes of public input at the beginning of the meeting. The committee reviewed more than twenty projects; some had been previously identified, some were brought to the committee for consideration by citizens and others were identified during the course of the committee work. One meeting was spent touring the downtown core and looking at possible projects with "fresh eyes". At our first meeting we were advised that there was approximately $124,000 available for projects through June 2015. City staff provided the committee with cost estimates on most of the projects. Covey Pardee Landscape Architects was contracted by the City to provide us with cost estimates for the more involved projects. Page 2 of 3 ~r, CITY OF -ASHLAND Our first priority was to identify the "short term" projects we hoped could be accomplished prior to the summer season. Those projects include the installation of three new "Welcome to Ashland" signs for a total cost of about $3,500, colorful pennants hanging on the Plaza light poles (in lieu of hanging flower baskets due to drought conditions) for a total cost of $1,200, installation of an additional pedestrian light at the base of the stairs leading from New Theatre to East Main Street for a total of $3,000 and the allocation of $12,500 for improvements to the right of way on Lithia Way between Pioneer and Oak Streets. Next Steps We continue to meet and evaluate projects for the next budget cycle. Staff estimates approximately $130,000 will be available for July 2015 through June 2017. At this point we have identified two projects for the next budget cycle. Sidewalk repair Many of the downtown sidewalks are in need of repair and pose tripping hazards. Committee Rationale: While sidewalk repair is the responsibility of property owner there are two considerations: most downtown businesses are not the property owner and don't have the funds to make sidewalk repairs and if the property owner were to spend the money to repair the sidewalk the costs would be passed on to the business tenant. The committee voted to allocate $11,000 toward this project to address the most egregious problems. Staff has reported the cost to replace a four square section is about $1,000 and the cost to grind a small section is $125. The committee also recognizes that the Downtown Transportation Committee may eventually recommend sidewalk improvements in the downtown. Markers for Historic Locations The Historic Commission has identified fifteen historic locations where markers would be appropriate. The commission has applied for a grant for markers. Committee Rationale: The Committee believes this project will be of interest to both visitors and citizens and voted to allocate $11,000 towards this project to supplement potential grant funds. Downtown Beautification Improvement Committee Members: Kerry Kencairn Brent Thompson Sandy Friend Melissa Jensen Lisa Beam Pam Hammond Michael Dawkins LouAnn David Steffani Seffinger Staff Liaisons: Ann Seltzer, Dave Kanner Council Liaison: Greg Lemhouse Page 3 of 3 11FAW&A i RESOLUTION NO. c90I - U 3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND ALLOCATING ANTICIPATED REVENUES FROM THE TRANSIENT OCCUPANCY TAX FOR THE BIENNIUM 2013-2015 BUDGET AND REPEALING RESOLUTION 2012-04. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. That the City of Ashland collects a Transient Occupancy Tax, as outlined in the Ashland Municipal Code 4.24. Revenues from the Transient Occupancy Talc are used to fund General Governmental expenses, economic development, tourism promotion and the City's Economic, Cultural, and Sustainability Grant program. SECTION 2. The City of Ashland has adopted policies for the grant program. Through the grant program, the City is purchasing services from non-profits that it might otherwise provide directly. The grant program has three basic goals: • Economic Development. The grant program will support the creation, retention, and expansion of businesses and other ventures that enrich our community by creating goods and services that provide employment opportunities while maintaining and enhancing the overall quality of life. J"" • u ra e"°velopmen : "Tlte gran"~"p-rogi•am wt suppo increase t"v°`i~st y an accessibility of the creative arts and cultural opportunities in Ashland for citizens and visitors both to support the visitor economy and to enrich the quality of life in the community. • Sustainability. The grant program will support efforts to ensure Ashland is environmentally, economically and socially resilient as a community. SECTION 3. The City of Ashland has determined that as of July 1, 2003, $186,657 or 14.23% of total Hotel/Motel tax revenues were expended on tourism promotion, as defined in Chapter 818 of the 2003 Oregon Laws, and will continue to be spent on tourism promotion increased or decreased annually consistent with the estimated TOT revenues budgeted. Additionally, Chapter 818 requires 70% of any increased TOT revenue generated by a higher tax rate is committed to tourism promotion. Appropriations for tourism are based upon the following percentages established in FY 2009-10 when the rate was increased from 7%-9%: 1. A minimum of 14.23% of the estimated TOT revenue to be generated by the first 7% tax rate for tourism promotion per Chapter 818, 2. A minimum of 70% of the estimated TOT revenue to be generated by additional tax rates approved by Council on June 3, 2008 for tourism promotion per Chapter 818. For the Biennium 2013-2015, the City of Ashland expects to budget $2,071,100 in 2013-2014 Page I of 3 and $2,143,900 in 2014-2015 in total Transient Occupancy Tax. Those funds are split between i tourism and non tourism uses as follows: i 2013-2014 2014-2015 Tourism (26,67% of total): $ 552,362 $ 571,778 III Non Tourism (73.33% of total): $1,518,738 $1,572,122 Tourism Portion 20132014 2014-2015 Chamber of Commerce VCB - estimated as 56% of Tourism $309,323 $320,196 funds Oregon Shakespeare Festival - $110,000 of Tourism funds, $110,000 $110,000 estimated as 19,9% in 2013-2014 and 19.2% in 2014-20t5 City Economic, Cultural, and Sustainability Grant program - $55,236 $57,178 estimated as 10%0 of Tourism funds Public Art - 3% of Tourism funds, estimated $16,571 $17,153 j Other City Capital Projects that qualify or Grants the balance of $61,232 $67,251 Tourism funds, estimated as 11.1% and 11.8% If the actual TOT revenue, dedicated for Tourism, is in excess of the above allocations or if actual, qualifying expenditures in the year are less than the appropriated amount, the additional or unused amount(s) will be reserved for future Tourism related projects or Capital Improvements that qualify per the state definition as determined by Council. Non Tourism Portion The remaining estimated TOT revenue (not restricted by use) will be appropriated for other uses through the budget process with the following priorities and dollar amounts as minimums unless insufficient tax proceeds remain after meeting tourism requirements: 2013-2014 2014-2015 1st Priority General Fund operations - 80% of Unrestricted $1,214,990 $1,257,697 1 funds, estimated 2nd Priority City Economic Development program - 10% of $151,874 $157,212 Unrestricted funds, estimated 3rd Priority City Economic, Cultural, and Sustainability Grant $151,874 $157,212 program, the balance, estimated Economic Development programs or other projects are City activities unless otherwise specified by Council prior to the budget process. Council may determine that such funds are available for granting purposes and they will then be made available for the coming budget process and allocation. If insufficient TOT revenues are generated for the above allocations, the highest priority uses will receive their full allocation before a lower priority allocation. Unrestricted TOT revenue unspent in a budget year becomes part of the General Fund unrestricted ending fund balance unless otherwise determined by City Council. Page 2 of 3 I SECTION 4. Resolution 2012-04 is repealed upon passage of this resolution.. SECTION 5. This resolution was duly PASSED and ADOPTED this , day of 2013 and takes effect upon signing by the Mayor. I Barbara Christensen, City Recorder SIGNED and APPROVED this day of 2013. J hn St emberg, Mayor T Review d as to form Davzd Lohman, City Attorney Page 3 of 3 I E CITY OF ASHLAND Memo DATE: July 1, 2014 TO: Downtown Beautification Committee FROM: Dave Kanner, city administrator RE: Meeting with Ashland Lodging Assn. Members of the Committee: On June 12, I met with Abi Maghamfar, Ellen Campbell and Corrinne Lombardi of the Ashland Lodging Association to review the Committee's list of medium and high priority projects, in order to solicit their feedback and see if they had any ideas for other projects. Below is a summary of their input (presented in no particular order): 1. They would like the art project at the Earthly Goods building to be a high priority. It was suggested that something could be done immediately to prevent people from sitting on the ledge that could then be incorporated into whatever artwork goes on the building. 2. It was suggested that a long free-standing planter could be placed in the planting bed on the west side of the plaza that would serve as a barrier to having people walk through the planting bed and trampling the vegetation. It was also suggested that the area could be turned into a rock garden using rocks whose colors mimic the mosaic artwork on the seat walls. 3. They were supportive of adding free-standing planters to the plaza. However, they suggested that we should perhaps hold off on replacing any pavers until after the planters have been added, since the planters might add enough color to the site as to make accent pavers unnecessary. It was also suggested that we should consider adding "fun" elements to the plaza, such as a compass or sundial. Other fun ideas can be found at this link: http://www.thefuntheory.com/ (NOTE: I especially like the piano staircase and the world's deepest bin. I think it would be extremely cool to have something like that on the plaza.) 4. Since we are adding "Welcome to Ashland" signs at the north and south entrances to the City, the ALA reps asked if we could change the sign by the gas station where East Main merges with Siskiyou Boulevard to "Welcome to Downtown Ashland." 5. The ALA reps believe the project at the corner of Lithia Way and Pioneer should be a lower priority. They also asked if it could be designed in such a way as to not make it more comfortable for the undesirable element that already hangs out there. 6. They were skeptical about movable tables and chairs on the plaza. They suggested a competitive process to select a food cart vendor for the plaza who would then be responsible for setting out and removing the tables. A vendor could also ensure that the tables and chairs aren't monopolized all day by any individual or individuals. 7. Regarding the Lithia/Pioneer parking lot, they asked if any pavers removed from the plaza could be used to create the pedestrian paths the committee has discussed. A question also arose as to whether pedestrian patterns into and out of that lot might change when the new building on the Northlight property is completed and whether we shouldn't wait to find out before doing anything with landscaping and pedestrian paths. The ALA reps would not be supportive of any solutions that result in loss of parking spaces. ~r, CITY OF -ASHLAND Council Communication September 2, 2014, Business Meeting Direction to staff regarding questions for citizen survey FROM: Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY: Every other year, the City of Ashland contracts with the National Research Center to conduct a citizen satisfaction survey. As part of the survey, the City can ask three locally generated questions, including one open-ended question. The questions are optional and not required. Staff seeks direction on what questions, if any, to ask in the next survey, which will be conducted this fall, with results reported in January. BACKGROUND AND POLICY IMPLICATIONS: The City of Ashland has, for many years, participated in the National Citizen Survey, a collaborative effort of the National Research Center and the International City/County Management Association. The survey provides a statistically valid reading on how Ashland citizens feel about the City's strengths and weaknesses, as well as how we're doing in terms of service delivery. The survey is conducted by mail, with questionnaires sent to 1,200 households. Because the National Citizen Survey serves about 500 jurisdictions nationwide and uses a standardized set of questions, results obtained in Ashland can be benchmarked against other cities whose characteristics are comparable to ours. We are benchmarked against all communities nationally and more specifically against university communities with populations of 10,000 to 40,000. The last survey, conducted in 2012 and reported to the Council in 2013, found that ratings given by Ashland citizens on quality of life, neighborhood as a place to live and Ashland as a place to live were "much above" both national and university community comparators. In general, Ashlanders are much more satisfied with quality of life and City services than citizens in our comparator communities. The City is permitted to add three locally generated questions to the survey, one of which can be an open-ended question. Staff has generated a number of suggested questions and has solicited suggestions for questions or topic areas from Council. Those suggestions are attached. Note that the actual questions will be written by the National Research Center so as to appear in proper form. One area in which Ashland did not measure up well against other communities in the last survey was in economic sustainability. With much of the discussion in the Council's recent strategic planning work centering on economic development, staff suggests asking an economic development question. In addition, as Council is aware, there have been internal discussions about addressing our space needs in and the seismic vulnerability of City Hall and staff suggests a question related to that. Page I of 2 CITY OF -ASHLAND FISCAL IMPLICATIONS: None. STAFF RECOMMENDATION AND REQUESTED ACTION: This item is on the agenda for discussion and direction to staff only. SUGGESTED MOTION: N/A ATTACHMENTS: Suggested questions and topics Page 2 of 2 Proposed Citizen Survey questions 1. (Agree/disagree with the following statements) • The City should focus its economic development efforts on building upon the existing tourism-based economy. • The City should focus its economic development efforts on attracting and retaining high-tech businesses. • The City should focus its economic development efforts on attracting new industrial development on its vacant industrial lands. • The City should focus its economic development efforts on making it easier for businesses to grow and develop in Ashland. • The City should focus its economic development efforts on workforce development, so Ashland residents are better able to compete for jobs available locally. 2. The City has run out of room in its existing City Hall building, which is seismically vulnerable. Please tell us how you feel about the following statements (Agree/Disagree) • Ashland should address its space needs by keeping City Hall downtown, even if it is a more expensive option. • Ashland should keep City Hall downtown only if it is no more expensive, or less expensive than other options for addressing space needs. • Ashland should move City Hall to 1175 E. Main Street, where it will be closer to the Police Department, Electric Utility, Municipal Court and the City Council meeting chambers. (NOTE: Two other respondents suggested a City Hall-related question.) 3. Ashland, like many cities, struggles with the question of whether social services are a core function of municipal government. The city awards social service grants, funds the community resource center, employs a full-time housing specialist and runs a senior center that provides services to senior citizens. Which of the following statements most closely mirrors your opinion? • Ashland spends too little on social services and should spend more, giving them the same weight as other core City functions. • Ashland spends too much on social services and should cut back and use the money for other core City functions. • Ashland spends just the right amount on social services. 4. Rate the City's web site in terms of ease of use and ability to locate desired information. 5. A question posed by the Parks Commission about the parks system. 6. Future of the Imperatrice property. 7. Future of the library levy. Among other things I am interested to know if citizens want us to use the levy to increase hours above 40 per week or to target specific programming not covered by the county. If we keep the levy at $0, we need to know if folks will support renewing the levy when it comes up for renewal in 2 years. 8. Do we have an appropriate balance between the interested in encouraging affordable housing and maintaining citizens' current property values? 9. Do we have the right balance in encouraging economic development and regulating commerce to ensure our land use and environmental goals are met? 10. Short term rentals in residential zones? 11. Additional steps the City should take to deal with the problems resulting in and resulting from homeless persons in the City. 12. Would you be more likely to volunteer for a City commission or committee if you knew that your time commitment was limited to a total of four meetings per year? CITY OF -ASHLAND Council Communication September 2, 2014, Business Meeting A Resolution Establishing Fees and Charges Effective September 4, 2014, for Medical Marijuana Dispensary Application Processing FROM: Lee Tuneberg, Administrative Services/Finance Director, tuneberl@ashland.or.us SUMMARY: This resolution establishes the fees intended to cover the City's costs for processing applications for medical marijuana dispensary permits. On August 5, 2014, the Council adopted Ordinance No. 3099, establishing time, place and manner restrictions on medical marijuana dispensaries. The ordinance, which goes into effect on September 4, 2014, stipulates that dispensary owners must annually obtain a City permit, separate from their state license. The ordinance stipulates that the permit application must be accompanied by an application and investigation fee, which shall be established by Council resolution. The ordinance also creates a permit renewal fee, also set by Council resolution. This resolution sets the permit application fee at $80 and the renewal fee at $60. BACKGROUND AND POLICY IMPLICATIONS: The Council has agreed to allow state-licensed medical marijuana dispensaries to locate in Ashland, subject to certain zoning and time, place and manner restrictions. One of these restrictions is a requirement that dispensaries annually obtain a City permit. Processing these new permit applications and determining compliance with permit requirements requires additional administrative work. Although some fees necessary for administering dispensary permits have already been approved by Council, some others have to be added to the list of miscellaneous fees and charges currently revised by Resolution #2014-07. An application fee of $80 is proposed. An applicant would also have to pay other previously established fees. The estimated cost to an applicant under normal conditions (if new fees highlighted are approved) is as follows: Application fee (Finance) `80.00 Inspection fee (Building) $65.00 Zoning/Building Review fee (Planning) $28.00 Background Processing (Police) per person $15.00 Fingerprinting fee (Police) per person $35.00 Total for City $223.00 This total for any particular permit applicant will depend upon how many people have to have background checks. The application fee will be prorated depending on the time of the application. Some fees will be reduced for the annual renewal if added work is not required. See the attached resolution for added detail. Page 1 of 2 ~I, CITY OF -ASHLAND Please note that the applicant will also have to pay to the Oregon State Police an amount for their processing, currently set by the state at $12.00 per person. FISCAL IMPLICATIONS: The new and existing charges are believed to be sufficient to cover the City's costs. Since this is a new process there may be some adjusting in fees requested in the next year or two as staff submits the Miscellaneous Fees & Charges document for review. If approved, the new fees become effective on September 4, 2014, in keeping with the already approved process for permitting medical marijuana dispensaries and lifting of the moratorium. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council approve the attached resolution, adding necessary fees. SUGGESTED MOTION: I move to approve a resolution titled, "A Resolution Establishing Fees and Charges Effective September 4, 2014, for Medical Marijuana Dispensary Application Processing." ATTACHMENTS: Medical Marijuana Fees Resolution Page 2 of 2 ~A, RESOLUTION NO. 2014- A RESOLUTION ESTABLISHING FEES AND CHARGES EFFECTIVE SEPTEMBER 4, 20149 FOR MEDICAL MARIJUANA DISPENSARY APPLICATION PROCESSING Recitals: A. The City currently has many resolutions and ordinances that establish fees for different departments and activities that are included in a single document and updated annually. B. To fully recover its cost the City needs to charge fees for routine and establish new fees for unique additional work that relate to the application for operating a medical marijuana dispensary. C. The City approved operation of medical marijuana dispensaries on August 6, 2014, with the provision that fees would be charged for the series rendered to process applications. Acceptance of such applications will begin on September 4th, 2014, and the proposed fees need to be in place that day. D. Other fees may also be charged where applicable but do not require approval as part of this resolution. E. Staff recommends approved new fees be effective on September 4, 2014. F. The City desires to eventually incorporate these fees within the annual process and resolution to update all miscellaneous fees and charges. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The new fees and charges identified within the attached Summary of Medical Marijuana Dispensary Permit Fees represents City staff s best estimates of related costs for the unique steps for processing medical marijuana dispensary applications. Existing fees are provided for informational purposes only. The attached hereto and incorporated herein by this reference, is hereby approved and establishes the new fees and charges for City services provided to process medical marijuana dispensary applications. Other routine existing fees may also be charged for application processing where applicable. SECTION 2. The new fees and charges will be incorporated in the City of Ashland Municipal Fees and Charges document and future changes will be considered as part of the annual review of that document. SECTION 3. This resolution was duly PASSED and ADOPTED this day of , 2014, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder Page 1 of 2 SIGNED and APPROVED this day of September, 2014. John Stromberg, Mayor Reviewed as to form: David Lohman, City Attorney Page 2 of 2 Administrative Services Miscellaneous Fees & Charges Medical Marijuana Dispensary Permit Fees: Permit Application Fee Initial application - July 1 - June 30 $80.00 Applicant shall pay a prorated fee of $10 for each month, $10.00/month or portion of a month, remaining in the fiscal year, from the date of the application with a minimum fee of $40.00 and an $80.00 maximum. Permit Renewal Fee Due each July 1 $60.00 Late Application Fee After the start of business $25.00 Late Renewal Fee (paid 30 days after the due date) 10% with a minimum of $25.00 Police Miscellaneous Fees and Charges Medical Marijuana Dispensary Permit Fees: Background, each occurrence $15.00/person (requires fingerprinting at current charge)