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2015-0616 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 June 16, 2015 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 Il. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Executive Session of June 1, 2015 2. Business Meeting of June 2, 2015 VI. SPECIAL PRESENTATIONS & AWARDS 1. Presentation of trophy for Conservation Commission's Earth Bowl VII. 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] VIII. CONSENT AGENDA 1. Approval of minutes of boards, commissions, and committees 2. Liquor license application for Brian Denner dba Simple Machine 3. Liquor license application for Will Volpert dba Rogue Creations, LLC 4. Application for Oregon Watershed Enhancement Board grant 5. Special procurement - Neilson Research, water quality testing 6. Special procurement - polydyne (polymer) for Wastewater Treatment Plant 7. Special procurement - aluminum sulfate for Water Treatment Plant 8. Sole source procurement - Dry Creek Landfull 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 HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the Council, unless the Council, by a two-thirds vote of those present, extends the hearing(s) until up to 10:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.) 1. Public hearing and approval of a resolutions titled, "A resolution adopting the 2015-17 Biennial Budget and making appropriations," and, "A resolution certifying city provides sufficient municipal services to qualify for State subventions, " and, "A resolution declaring the City's election to receive State revenues," and approval of first reading by title only of an ordinance titled, "An ordinance levying taxes for the period of July 1, 2015 to and including June 30, 2016, such taxes in the sum of $10,728,511 upon all the real and personal property subject to assessment and levy within the corporate limits of the City of Ashland, Jackson County, Oregon." X. UNFINISHED BUSINESS None XI. NEW AND MISCELLANEOUS BUSINESS 1. 2016-2017 Social Service Grant Allocation recommendations review and decision 2. Discussion and Council direction regarding use of TID water for potable water purposes XI 1. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution endorsing Cascade-Siskiyou National Monument expansion" 2. Approval of a resolution titled, "A resolution adopting a supplemental budget increasing appropriations within the 2013-2015 biennium budget" 3. Approval of a resolution titled, "A resolution transferring appropriations within the 2013-2015 biennium budget" XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Discussion of compensation for non-represented employees XIV. ADJOURNMENT OF BUSINESS MEETING In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (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 I). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, 2014, CHARTER CABLE WILL BROADCAST LIVE ON CHANNEL I80. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US City Council Study Session June 1, 2015 Page I of 2 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, June 1, 2015 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:30 p.m. in the Siskiyou Room. Councilor Voisin, Morris, Lemhouse, Marsh, Rosenthal, and Seffinger were present. 1. Public Input Louise Shawkat/870 Cambridge Street/Requested that Council continued the dialogue regarding the installation of a solar park. A solar park would provide independence from the current utility company. New developments in the power sector were a result of the falling costs of solar generated electricity. Solar parks were now present in sports stadiums, parking lots, landfills, deserts, and around the world due to the cost decline of photovoltaic (PV) panels. Some homeowners in Ashland did not have the right rooftop conditions or the financial resources to purchase panels and solar was not a viable option for renters. These individuals could have a solar option through a shared PV project managed and owned by the City, or a non-profit or business venture. Solar was competitive, easy to install, and had a delivery cost that was less than conventional energy sources. Solar power would also reduce green house gases. 2. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. 3. Discussion of support for expansion of the Cascade-Siskiyou National Monument Dave Willis, the coordinator for the Soda Mountain Wilderness Council introduced Dr. Michael Parker, the aquatic biologist with the Southern Oregon University (SOU) Biology Department, Pepper Trail, the ornithologist for the US Fish and Wildlife Forensics Lab, and Brian Almquist, former Ashland city administrator. Mr. Almquist read from a letter he submitted into the record that outlined the City Council's involvement with the Cascade-Siskiyou monument area and stated this was a unique opportunity during the closing months of President Obama's administration to expand areas around the monument that should have been included earlier. Mr. Willis went on to explain the Cascade- Siskiyou Monument was the only monument established to protect biodiversity. Since 2000, development and commodity extraction made the monument more of an island. In January 2011, they gathered fifteen local scientists together who unanimously agreed the current monument boundaries were not adequate to protect what the monument proclamation intended and recommended expanding the monument. The Cascade- Siskiyou was a scientific interest monument. He noted economic benefits the community would receive living near protected land. Dr. Parker was a member of the science team that wrote the 2011 report. Achieving conservation goals for landscape required considering watershed boundaries that the original monument did not includes The location of the monument did include headwater streams of two major river systems in the area, the Klamath River and Rogue River Bowl. The majority of the upper headwaters of the Bear Creek drainage were within the boundaries of the monument as well and expansion would further benefit the Bear Creek drainage. The resolution included language that protected water quality and quantity in the monument. He addressed Jenny Creek and Fall Creek to the east side of the monument noting that Jenny Creek flowed into and out of monument at several places. Major tributaries, Johnson Creek and Fall Creek were not included in the monument and the monument contained only a portion of the Jenny Creek drainage. The state border with California truncated the Klamath River ridges portion to the south. State borders jeopardized the integrity of the entire watershed. Expanding the monument would buffer the watershed from future environmental extremes as well as protect the bio-diversity in all of the watersheds that were unique to each portion. Ashland City Council Meeting June 2, 2015 Page 1 of 4 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL June 2, 2015 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, Seffinger, Rosenthal, and Marsh were present. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced the City completed the annual appointment process for the various Commissions, Committees, and Boards but there were still vacancies on the following Commissions: Airport, Forest Lands, Housing & Human Services, Public Arts, Transportation, Tree, and Wildfire Mitigation. APPROVAL OF MINUTES The minutes of the Executive Session of May 18, 2015 were approved as presented. Councilor Seffinger noted a change in the minutes of the Business Meeting of May 19, 2015 to the last sentence on page 2. That "...there was not a fee..." should be "...there was no change in the fee..." The assistant to the City Recorder would listen to the meeting and verify the change. The minutes were approved. SPECIAL PRESENTATIONS & AWARDS 1. Annual presentation by the Band Board Bruce Dresser introduced himself as a trumpet played in the Ashland City Band, Tim McCartney and Dave Hoxie explained they played the trombone. Director Don Bieghler provided additional background on band members, their contributions, the history of city bands, and the important role city bands played in the community. He announced weekly concerts in Lithia Park would start June 18, 2015 at 7:00 p.m. and continue through August. The Ashland City Band was currently looking for funding to attend the 50"' anniversary of Guanajuato as Ashland's sister city. 2. Update regarding the 2015 Drought Public Works Director Mike Faught explained the reservoir was full and the City intended to keep it full for as long as possible. Currently the community was using 3.4 million gallons per day (mgd). The east and west forks had more water this year than last year. As the summer progressed and the City could no longer meet the demand using Ashland Creek, it would introduce Talent Irrigation District (TID) water. This would involve the City shutting off 86 T1D users for the second year. A citizen living in that area contacted the City to say it was unfair to shut off their TID water right. Mr. Faught had received suggestions from the community to use Talent Ashland Phoenix Interne (TAP) water initially then TID. Using TID, the same as last year would cost approximately $199,416. Running TAP and not the TID would cost $253,840 for a difference of $54,400. TID water rights for the 86 individuals affected were $165 each per year for a total of $14,200. Alternately, the City needed to run TAP for a month to ensure it functioned properly. Staff sought direction on using TAP first then TID or staying with TID and using TAP if needed. Water Conservation Specialist Julie Smitherman explained the multi departmental water curtailment committee would meet soon to discuss next steps. Staff would update the drought webpage, set up Use Water Wisely signs, and place ads in the Sneak Preview, Ashland Directory, and Locals Guide. This year the City would run conservation ads at the movie theaters. The Ashland Chamber of Commerce distributed informational cards on water usage to hotels and restaurants and highlighted Ashland water supply in their Living and Doing Business in Ashland guide. Staff scheduled presentations throughout the summer. The City offered lawn replacement programs, irrigation evaluations, aerators, showerheads, and moisture meters free of charge to City utility customers. Ashland City Council Meeting June 2, 2015 Page 2 of 4 Mr. Faught would schedule a meeting with the 86 TID users regarding the process. Council would discuss whether to use TID or TAP water first at the next Council meeting. The Mayor's proclamation of June 14, 2015 as Flag Day was read aloud. PUBLIC FORUM Joseph Kauth/I Corral Lane/Addressed science, history, responsibility, and policy, noting the country took care of other homelands but not their own. Science was compassion and required understanding. He expressed concern with practices that occurred in the past and thought they could be related to each other. Forests were contentious issues and needed care because the habitat it provided was significant. He thought recent weather events in Texas and Mexico connected to weather events that had occurred in the South Asian Sea. Another issue was the rapid growth of a noxious weed. Huelz Gutcheon/2253 Hwy 99/Explained the information people received was sketchy, distorted, and people were being taken for a ride. This distortion of information extended to City staff as well. He questioned how people discovered what was real. The best way to tell if someone was actually speaking the truth was discern opinion from fact, gather, and verify data. Currently the world was experiencing a planetary emergency. The truth was apparent, facts were abundant, and there was no time for delay. The best way to learn planet change solutions was to surround ourselves with those solutions and become energy experts. It would take time. He encouraged everyone to take their time, trust, and verify. CONSENT AGENDA 1. Liquor license application for Duke Taffy dba Southern Oregon Growlers, LLC 2. Appointment of Roger Pearce to the Planning Commission 3. Jackson County supervising physician support agreement 4. Declaration and authorization to dispose of surplus property in a sealed bid auction 5. Mayoral appointment of Rich Rosenthal as Council liaison to the Amigo Club Councilor Rosenthal/Morris m/s to approve Consent Agenda items. Voice Vote: ALL AYES. Motion passed. PUBLIC HEARINGS (None) UNFINISHED BUSINESS (None) NEW AND MISCELLANEOUS BUSINESS 1. Confirmation of Mayoral appointment of Tighe O'Meara as Police Chief Mayor Stromberg explained Tighe O'Meara was currently in Boston MA for training. City Administrator Dave Kanner explained the City conducted a national broad based search specifically targeted to women and minorities. Staff received 42 applications from twenty different states and Chief O'Meara remained the best candidate for the position. Councilor Voisin/Lemhouse m/s confirmation of the Mayor's appointment of Tighe O'Meara as Police Chief. Roll Call Vote: Councilor Voisin, Morris, Lemhouse, Seffinger, Rosenthal, and Marsh, YES. Motion passed. Mr. Kanner added the City would host a community gathering June 24, 2015 from 5:30 p.m. to 7:30 p.m. in Council Chamber for the public to meet the new Police Chief. 2. Adoption of the City's self-insured health plan for the plan year July 1, 2015 through June 30, 2016 City Administrator Dave Kanner explained the only changes to the health plan this year were required through Oregon legislation and the Affordable Care Act. The Affordable Care Act changes were administrative and not substantive. Oregon insurance law had many changes with only one affecting the City's health plan regarding Ashland City Council Meeting June 2, 2015 Page 3 of 4 pregnant women with diabetes. Councilor Seffinger/Lemhouse m/s to approve the 2015-2016 City of Ashland self-insured health benefit plan. DISCUSSION: Councilor Seffinger thought it was a great plan that deserved to move forward. Roll Call Vote: Councilor Marsh, Seffinger, Rosenthal, Voisin, Morris, and Lemhouse, YES. Motion passed 3. Community Climate and Energy Action Plan ad hoc Committee formation request Councilor m/s to authorize Mayor Stromberg to form an ad hoc Climate Action & Energy Plan Oversight Committee. DISCUSSION: Conservation Commission member Marnie Koopman explained the communitywide Climate Action & Energy Plan process entailed twelve steps over a two year period with one year of planning and one year of continued outreach and implementation. The Geo-Institute and Rogue Climate would host a large kick-off event as part of the climate energy and action planning process that would occur fall 2016. Talent community members were working with Rogue Climate and the Lake County Resource initiative to host a community energy-planning workshop this summer and invited the Conservation Commission to attend. Southern Oregon Climate Action Now (SOCAN) would have an educational event on climate change October 15, 2015. She addressed the timeline in the Council packet and explained the color-coding, target dates, and deadlines. The Commission sought Council input on the process. Commissioner Koopman clarified the timeline included buffers and there was the option to extend deadlines if needed. City Administrator Dave Kanner noted the motion authorized the Mayor to create the ad hoc committee not to approve the timeline. He suggested creating the oversight committee and having them review the timeline. Mayor Stromberg agreed it was not appropriate to authorize the timeline at this point. Additionally the City Charter had the Mayor appoint ad hoc committee members. Commissioner Koopman explained the Conservation Commission was planning to do some outreach to determine who might be appropriate for the ad hoc committee. The Commission would form a leadership committee for the kickoff event. She went on to clarify the Commission was seeking advice on the timeline only. Council suggested the Conservation Commission provide periodic reports on the status of the plan. Councilor RosenthaWoisin m/s to authorize Mayor Stromberg to form an ad hoc Climate Action and Energy Plan Oversight Committee. DISCUSSION: Councilor Rosenthal thought this was the leading edge of something great for the community and thanked Management Analyst Adam Hanks for his efforts. Councilor Voisin added the Conservation Commission had done a good job. Councilor Lemhouse was looking forward to the formation of the committee and the work it would have within the community. Councilor Marsh wanted the planning process to move as quickly as possible. She liked the timeline noting the Commission could adjust it as needed. Councilor Seffinger appreciated the plan and hoped it would make people feel hopeful. Councilor Morris supported the plan and hoped it was done in a timely manner. Roll Call Vote: Councilor Morris, Seffinger, Marsh, Voisin, Lemhouse, and Rosenthal, YES. Motion passed. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution approving the jurisdictional transfer of Peachy Road" Public Works Director Mike Faught recommended the jurisdictional transfer. In 2007, Jackson County received a Congestion Mitigation Air Quality (CMAQ) grant to pave Peachey Road from Walker Avenue to Hillview Drive then transfer jurisdiction from Jackson County to the City. The five other areas of roads under Jackson County jurisdiction listed in the Council Communication were outside city limits or the urban growth boundary. CMAQ grants were competitive and difficult to obtain. Councilor Voisin/Marsh m/s to approve Resolution #2015-16. Roll Call Vote: Councilor Voisin, Morris, Lemhouse, Seffinger, Rosenthal, and Marsh, YES. Motion passed. Ashland City Council Meeting June 2, 2015 Page 4 of 4 2. Second reading by title only of an ordinance titled, "An ordinance amending Chapter 11.28 to authorize City Council to establish presumptive parking violation fines by resolution" City Attorney Dave Lohman explained during first reading of the ordinance Council removed several comprehensive changes to address them later in the year. The proposed ordinance would allow Council to set presumptive parking fines by resolution. He noted a correction to the Council Communication that passing the ordinance would retain the language regarding the $50 fine for the fifth and all subsequent violations. Councilor Lemhouse thought Section 11.28.110 (C) allowing the Court to issue a warrant for arrest was a serious escalation. Mr. Lohman noted the language was old, not enforced, and would look into it further. Councilor Morris/Lemhouse m/s to approve the second reading by title only of an ordinance titled, "An Ordinance Amending Chapter 11.28 to Authorize City Council to Establish Presumptive Parking Violation Fines by Resolution." DISCUSSION: Councilor Marsh would not support the motion. It was inappropriate to begin enforcing laws not previously enforced when Council would review the parking fine process soon. Councilor Rosenthal would vote against the motion as well. There was a Study Session August 17, 2015 and he thought Council could start the process review following the meeting. Roll Call Vote: Councilor Lemhouse, Voisin, Morris, YES. Councilor Rosenthal, Marsh, and Seffinger, NO. Mayor Stromberg broke the tie with a NO vote. Motion failed 4-3. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Mayor Stromberg noted City Attorney Dave Lohman was going to the United Kingdom for the month of June. Another announcement was Jackson County Human Services was looking for a facility to house eight public health professionals to provide counseling to people eligible for Medicaid or the Oregon Health plan. City Administrator Dave Kanner was not sure if the services were limited to Oregon Health Plan patients. Councilor Lemhouse announced school was ending soon and for the community to be more aware of the children. He acknowledged the school system in Ashland and how many students attended Ivy League schools after graduation. Councilor Voisin invited the community to attend the Southern Oregon University (SOU) graduation Saturday June 13, 2015, 9:00 a.m. at the Raider Stadium. Councilor Marsh attended the Habitat for Humanity celebration of the first critical house repair in Ashland. Forty volunteers worked on a home over the past few months that belonged to a single mother of six. Funds for the renovation came from the Community Development Block Grant (CDBG) the City awarded to Habitat for Humanity. As the liaison to the Housing and Human Services Commission, she complimented the process the Commission used to make recommendations on the social services funds. Meeting adjourned at 8:20 p.m. Dana Smith, Assistant to the City Recorder John Stromberg, Mayor ASHLAND AIRPORT COMMISSION May 5, 2015 .40 is MINUTES Members Present: David Wolske, Alan DeBoer, Lincoln Zeve, William Butler, Bill Skillman, Susan Moen and Stefani Seffinger Staff: Scott Fleury, Bill Molnar and Derek Severson Members Absent: Bob Skinner Visitors: Doug Burman and Nicole Doran CALL TO ORDER: 9:30AM 1. APPROVAL OF MINUTES: April 7, 2015 motion by DeBoer for approval, second by Zeve minutes approved as written. 2. Agenda Item Addition: Seffinger asks for an agenda item regarding her role as a liaison from to Council. Item added as C in new business. 3. Public Forum: No public discussion. 4. OLD BUSINESS: A. FBO Lease: No change. Staff is expecting to schedule a meeting with Legal and Skinner next week to discuss insurance and living wage issues. B. AIP Project: Staff is waiting for Precision Approach Engineering to provide final documentation of project for FAA review and approval. C. Airport Zoning: Bill Molnar and Derek Severson from the Planning Department attend meeting to present land use code change overview. Molnar gives a brief overview of the current airport overlay code and how the unique operations don't necessarily fit in with general planning codes. Planning is looking at the airport as more of a campus facility giving it more flexibility in the code, including an expedited approval process for hangars that will be built to a certain architectural style in a preapproved location per the master plan. Severson presents power point presentation to Commission. Presentation was previously presented before Planning Commission as an initial discussion regarding the code change. Planning is proposing a ministerial process for hobbyist hangars that would allow for an expedited approval as long as the hangar is consistent with the design and location vetted in the master plan process. The code will also address parking and landscaping on a complete site basis. The current E l code requires 15% lot coverage for landscaping and instead of being associated with individual hangars this could be associated with the complete site. Also a parking requirement ratio for hangars needs to be developed that meets the needs of the airport and users. In addition, tree trimming/topping that avoids removals is recommended as part of the code update with a yearly report given to the Tree Commission on site activities. C:\Users\shipletd\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\HIW4ND5C\May 5 2015 Minutes.doc 1 Severson asks if the Commission has any questions or recommendations regarding the draft code language in the packet. Wolske states this appears to address a majority of the issues for site development and wants to keep forward movement with regards to the process. Commission asks for clarification between commercial and hobbyist hangars and the process for approval of a commercial hangar. Commission would like to see the process streamlined for commercial hangars as well. Staff states there are only a couple spots left onsite that could be considered for commercial development, which include in front of the ramp adjacent to Sky and a couple larger spots adjacent to Brim. Commission believes a hangar should be defined as a hangar and its use would dictate the required Planning review and approval based on the adopted code and master plan. Severson explains the process from here; The code changes will be reviewed by Advisory Commissions and a recommendation will be developed that will be presented before the Planning Commission for approval and then forwarded to the City Council for formal code adoption. The State must be notified of the pending code changes 45 days prior to the first public meeting. Skillman states the code should address what is reasonable vs. unreasonable with regards to development on the airport site. Zeve would like to know the next steps. Planning will continue to move forward with formalizing the code language and then work through the advisory board process and on to the Planning Commission and City Council. Staff expects work to start on the master plan process in the next budget year and hopefully Planning staff will be available to work with consultants in order to develop appropriate language associated with site planning to work in unison with the new code. Staff to work with Severson on formalizing code language. Planning to bring back the formal code once complete. D. Self Fueling Permit: Staff has made the final strikethrough edits and needs to forward to John Prochniak for comments before sending to the Legal Department for review. E. Airport Budget Update: Staff informs Commission the Public Works budget will be presented before the Budget Committee on May 14. This will be the first step in the formal budget adoption process. The biennium budget will be adopted by Council in June. Staff will forward a final approved copy of the airport budget to Commission for review. The Commission would like to see a quarterly report regarding the airport budget status in the future biennium. Staff to provide Commission quarterly update on airport budget. 5. NEW BUSINESS: A. Airport Good Neighbor Items: No discussion. B. Election of Officers: As required by Municipal Code the election of a new chair and vice chair must occur at the first meeting following appointment of members by the Council. Staff asks Commission to discuss and appointment both a chair and vice chair. DeBoer motions: I nominate Butler for chair. All approved C:\Users\shipletd\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\HIW4ND5C\May 5 2015 Minutes.doc 2 Moen motions: I nominate DeBoer for vice chair. All approved. Commission asks if a notice can be posted at the FBO building letting airport users know there are commission vacancies. Staff can work with Skinner on posting. Staff to send an email out to users list informing them of vacancies as well. Staff informs Commission the Council is also discussing the rules and regulations of Commissions and possible changes could be made in the future regarding quorums. The change being discussed is a quorum would be more than 1/2 the current membership instead of 1/2 of the total membership. C. Role as Council Liaison: Seffinger asks how she can support the Commission with respect to her role as Council Liaison. Commission would like to see Seffinger represent Council concerns in general back to the Commission. Commission would like to see and advocate of the airport in general and help clear any governmental road blocks with respect to priority projects and budgeting. Wolske would like to see the Airport pushed as a benefit to the transportation system of Ashland. It always appears the airport is an afterthought and hardly even mentioned in the City's transportation system plan. Skillman mentions the economic impact of the Airport and how the Oregon Department of Aviations study showed the airport is a positive benefit to the region for jobs and tourism. Commission also agrees that attendance at Commission meetings by the Council liaison is important. 6. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION: A. Status of Airport, Financial Report, Review of Safety Reports: Skinner absent, no updates. B. Maintenance Updates: Weed spraying still needs to occur and staff needs to schedule the approach slope survey to be completed and verify if any new trees are encroaching into the 20:1 slope. C. Brown Bag: No update. D. Transportation Commission: No update. E. Medford Airport: No update F. Action Item List: No changes. G. Airport Day/Marketing: Airport Day subcommittee meeting is scheduled for right after regular Commission meeting. Final preparations are in the works. H. Airport Users Group: OTHER: The meeting of the JC airport commission is the third Monday of the month at 12:00 PM. NEXT MEETING DATE: June 2, 2015 beginning at 9:30 AM C:\Users\shipletd\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\HIW4ND5C\May 5 2015 Minutes.doc 3 ADJOURN: Meeting adjourned at 11:0 1 AM C:\Users\shipletd\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\HIW4ND5C\May 5 2015 Minutes.doc 4 Minutes for the Conservation Commission April 29, 2015 Page 1 of 4 MINUTES FOR THE ASHLAND CONSERVATION COMMISSION Wednesday, April 29, 2015 Siskiyou Room, 51 Winburn Way 1. Call to Order Roxanne Beigel-Coryell called the meeting to order at 6:01 p.m. in the Siskiyou Room. Commissioners Risa Buck, Thomas Beam, Mark Weir, She] Silverberg, Bryan Sohl, Jim McGinnis, and Jim Hartman were present. Staff member Adam Hanks was present. Council liaison Rich Rosenthal was absent. Commissioner Koopman arrived late. 2. Consent Agenda Buck/Hartman m/s to approve the minutes of March 18, 2015, with amendment correcting the words, "police" to "policy" in public forum and "complicated" to "challenging" in the Earth Bowl update. Voice vote: All ayes. Motion passes. Water Conservation Program Summary - Conservation Analyst Julie Smitherman was unable to attend the meeting. Hanks asked the group to give him any questions they may have on the report included in the packet so that she can be prepared to answer them at the next meeting. 3. Announcements The next commission meeting will be held on May 27, 2015. The climate and energy subcommittee will meet on May 6 and 20 at 2:00 p.m. in the' Siskiyou Room. McGinnis noted that the meetings of the subcommittee may be fewer during the summer months. The Chamber of Commerce's 0' of July planning committee is hosting a workshop on May 20, from 4:00 - 5:00 p.m. at the library regarding how to build a low-waste float or parade entry. Beam reminded the group that this is his last official meeting. He stated that he has enjoyed his time as a commissioner and that he will be around for projects or assistance, when they fit into his schedule. The group thanked him for his service. The Jackson County Plastic Round-up will take place on May 14 and 15, at Rogue Disposal in White City. Buck wanted to particularly note the new location. Hanks informed the group that on May 4r" the Council will hold a study session regarding the definition of a quorum for commissions. Also, Council is planning a commissioner appreciation event on August 30`x'. Invitations for this event will be coming later. Silverberg noted that the state of Arizona just passed a bill preventing any city/municipality from passing their own bag-ban ordinance. The group noted their frustration with these sorts of bills. Raj Patel will be speaking at SOU in the music recital hall on April 30, at 8:00 p.m., regarding the food system. 4. Public Forum Minutes for the Conservation Commission April 29, 2015 Page 2 of 4 Gerry Paschel - Gave the group information about his group's plan to install a wind energy farm. He would like the commission to write a letter to encourage investors in this project. The farm will be built on Dead Indian Memorial Road. He gave details of the amount of electricity the farm could potentially provide and the costs involved with construction. Huelz - Noted he will be giving the same talk as he's giving today at the next City Council meeting. He discussed what he calls the Transportation Safety Index, which has five components; Transportation, Recreation, Exercise, Socialize and Spiritualize. Transportation is getting to your destination. Transportation requires a vehicle or "safety container". Recreation is for getting outside and does not require a safety container. Exercise is not generally fun but could have the side benefit of getting you somewhere. Socializing can be both random encounters or more intimate conversations in a car. Cars can good, they get you places further and faster, which means you make more money and more money means you can buy an environmentally friendlier car. Everyone in Ashland should have a car. The problem is that fossil-fuel carbons are killing the planet. 5. Reports/ Presentations/ Updates Introduction of Compost Class Instructor - Buck introduced John Flaherty, who will be the compost class instructor this year. He spoke about his qualifications and previous work with composting and gardening. The classes will touch on a variety of composting styles. He would like to see a county-wide movement to add composting to our trash service for those who can't compost. Buck reminded the group that one commissioner attends each class with Mr. Flaherty, which helps connect the commission to the community. The group encouraged Mr. Flaherty to include information about "critter-proof' designs in the classes. They thanked him for taking the time to come to the meeting and for being willing to teach the classes. City Conservation & Operations - Hanks updated the group on the recent clean-up and new signage in the Calle Guanajuato trash and recycling area. He is hoping the new signage will improve usage, and be an example of best practices for multi-unit buildings. He also stated that Asante is doing a lighting upgrade project, which should save energy. Lastly, the Ashlander's apartment complex is doing a window upgrade and this too will save energy. The group briefly questioned Hanks regarding conservation budget numbers proposed in the upcoming biennium. Earth Bowl Due to requests from coaches for more time to work on learning the information, this event has been moved to May 18. All the coaches have been given all the topic questions, to help focus the student's studying for greater success. There are six teams completing from either Ashland Middle School or the John Muir school. Jeff Golden has agreed to be the moderator and/or host of the event. The subcommittee still need score keepers and other assistance at the event. Commissioners interested in helping should let the subcommittee members know ASAP. The next sub-committee meeting will be May 11, at 4:00 p.m. in Jim Hartman's classroom at Ashland High School. Fourth of.Iuly - The next sub-committee meeting will be May 26, from 2:00 - 3:00 p.m. in the Siskiyou Room. Minutes for the Conservation Commission April 29, 2015 Page 3 of 4 Ashland School District Quarterly Report - Hartman informed the group that there is a senior project placing an anemometer at the high school football field. Hartman also explained to the group that he is working on getting new recycle bins for around the high school campus. He's been talking to Buck about options. He would like to request that the Commission spend $700 to purchase red bins (Ashland color) for recycling at AHS. Weir/Hartman m/s to ask the City to support $700 for the purchase of bins for recycling at Ashland High School. Discussion: Group asked why he hasn't asked the school board for the funding. Hartman stated that he pitched the idea to the Principal, but was told there is no budget available. Group asked why these bins aren't automatically a part of what is provided by Recology. Buck stated that Recology doesn't want to give the glass-only blue bins for mixed recycling as it causes mixed messaging and confusion to home users. Group gave Hartman suggestions of other locations to request funds or matching funds for the bins and other options for recycling containers. 7:09 p.m. Commissioner Marni Koopman arrived. Role call vote: 7 ayes (Beam, Buck, McGinnis, Sohl, Hartman, Koopman, Weir, Silverberg) and 1 nay (Beigel-Coryell). Motion passes. Beigel-Coryell stated she voted no, not because she doesn't support recycling at the High School, but because she believes there are better options than the smaller, glass-only style recycling bins. Hartman agreed to also look into other funding options. 6. Old Business Sneak Preview Column - Group gave a few minor edits to Buck on her composting article for the June edition. Beam/ Silverberg m/s to approve the article, with the proposed edits. Voice Vote: All ayes. Motion Passes. Upcoming columns: • July & August irrigation articles regarding Ashland High School and Southern Oregon University, written by Beigel-Coryell and Hartman. They will determine which is most appropriate for which month. • September - Storm drain and leaves, written by Buck, with information and assistance from Will Bridges in Public Works Climate Action Plan Presentation recap - Koopman stated that the group is meeting almost weekly and are currently putting together a work-plan chart and timeline. They are expanding on the original approvals from Council with more details. They have been discussing how the process will work with the grantees approved by Council. Group discussed the proposed calendar. Some were concerned that the dates were too vague. McGinnis stated that some of the vagueness was due to needing to be flexible but that other dates were being locked-in as the process was refined. Group requested more information on each topic in the work chart at the next meeting. Minutes for the Conservation Commission April 29, 2015 Page 4 of 4 Weir/Buck m/s to endorse the schedule as presented with the understanding that it will continue to be enhanced. Discussion: Group discussed if the motion was needed now, or if it could wait until the plan is more clear. Voice Vote: 3 ayes, 5 nays, motion fails. 7. New Business Election of Commission Chair/Vice Chair - Beam/Sohl m/s to appoint Beigel-Coryell as chair and Koopman as co-chair. Discussion: Group confirmed with Beigel-Coryell and Koopman that they are okay with these appointments. Both agreed it could work. Group expressed how impressed they have been with Beigel- Coryell's growth into a leadership position over her time on the commission and thanked Koopman for how hard she worked as the Chair. Voice Vote: All ayes. Motion Passes. Bag Ban Update Hanks informed the group that the ban implementation mostly was good. There was a need for clarification of requirements and some confusion regarding which businesses would be effected at the beginning of the ban. All the big retail outlets implemented the ban easily. The smaller retail outlets were more challenging, and some are not yet in full compliance. Staff is working with the Chamber to help the smaller retailers on how to market and implement the ban effectively. Once the Chamber has helped them, then staff will pursue enforcement on those still not in compliance. The Group wondered if staff could do a survey at the 12-month anniversary to see how it's going, maybe separating results from big- and small- retail. Staff explained the challenges of that, as businesses can't be asked to give any hard numbers, so any participation in a survey would be voluntary only and would mostly be anecdotal. Group requested that further discussion on this topic be added to the next agenda. Cigarette Butt Pilot Project - Eight cans were originally installed. Seven of the businesses sponsoring the cans have had positive reactions to their installation. The eighth had some negative issues. Staff is looking into alternative designs (likely more expensive) to resolve those issues. Until a new can design is chosen staff is holding off on adding the signage. 8. Wrap Up Calendar/Budget Review - Group would like clarification on what amount of money is left in the budget for the rest of this fiscal year. This discussion will be added to the next agenda. They would also like a discussion of the "Stream Smart" program. Meeting adjourned at 8:01 p.m. Respectfully submitted, Diana Shiplet Executive Secretary ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE MINUTES February 4, 2015 CALL TO ORDER The meeting was called to order at 3:30 p.m. in the Siskiyou Room, 51 Winburn Way Regular members present: Pam Hammond, Michael Dawkins, Rich Kaplan, John Williams, Emile Amarotico, Lisa Beam, and Joe Graf Regular members absent: Dave Young, Cynthia Rider, Marie Donovan, John Fields, and Joe Collonge Ex officio (non-voting) members present: Sandra Slattery, Bill Molnar, Katharine Flanagan, Michael Faught, Lee Tuneberg, Rich Rosenthal, and Pam Marsh (arrived at 4:25) Ex officio (non-voting) members absent: Mike Gardiner City of Ashland Staff members present: Tami De Mille-Campos, and Maria Harris ANNOUCEMENTS Chair Dawkins explained that Public Forum would only be for non agenda items and then during the agenda items there would be opportunity for public comment after that agenda item presentation. APPROVAL OF MINUTES Minutes of December 3, 2014 Williams/Hammond mis to approve the minutes of 1213114. Voice vote. All AYES. Motion passes. PUBLIC FORUM Colin Swales, 95 Coolidge St. Colin stated he just got back into town from having been away for awhile and he was excited to see the Mayor's State of the City address and his vision which involves what is going on in the downtown area. He said one of the things the Mayor mentioned is that he sees a downtown no longer dominated by cars. He feels this has been missing from this discussion, rather than just adding more parking. He also added that he had submitted to the committee the ODOT traffic counts (see attached) which he been keeping tally of over the years. He has added them into a spreadsheet for Ashland. He pointed out if you look at the downtown couplet the traffic has actually dropped 30-40% some of which can be attributed to high fuel prices. He added how gratified he is to see so many citizens attending these meetings. Louise Shawkat, 870 Cambridge Louise read a letter to the committee (see attached) Andrew Kubik, 1251 Munson Dr. Andrew said he read the Mayor's State of the City address several times and proposal number 5 pertains specifically to less automobile traffic downtown. He found that interesting and coincidental to the comments that he submitted to this committee on December 8th in response to the December 3rd meeting. He added he would request the committee have another look at those comments that he submitted. Dave Helmich, 468 Williamson Way Dave read a letter to the committee (see attached) Ken Lindsay, 180 Ohio St. Ken stated he commends the idea of making things not so convenient for cars, not that they should be disallowed but we shouldn't go out of our way to covet them. He said it might help things if there were different sizes of parking spaces (small spaces for small vehicles and large spaces for large vehicles). Another idea would be that the small vehicles would be free and the large spaces there would be a fee for. He added the other thing he feels very strongly about is there is something going on in these new housing developments where the developers can jam the houses a foot or two away from each other and his understanding was that the rule in this town is 10 feet from the property line per story which is clearly not being followed. He feels this is a real issue and the other consequence to that is the roads into those new developments are really narrow, they're inconvenient and he thinks they will be a problem if ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE February 4, 2015 Page 1 of 7 there is ever an emergency. He feels it is very important to stop allowing this. Bill Heimann, 647 Siskiyou Bill said he had planned to speak regarding non motorized transportation but that has been well addressed so his concern is that we generate parking but there is no provision for the driver to morph into a pedestrian. For instance when you put in a grass strip next to a parking space and a sidewalk and force the driver to walk over mud, they are likely not going to walk over the grass so the driver is going to turn and walk across the street (in other words a non pedestrian facility). He said when you design parking and you are thinking about the parking in the downtown think about what its purpose is, which is to generate a pedestrian. When you design parking, you need to design more pedestrian facilities and be sure that those pedestrian facilities draw the driver/passengers to the pedestrian facilities. He urged the committee to give that some more consideration. Executive Committee - Assigned to recommend potential Scope of work amendments Faught mentioned that towards the end of the last meeting there was a decision made by the group to form an executive committee to work on a new scope of work. This decision was made pretty quickly and after the meeting he received some calls from the members of the committee saying they thought maybe it wasn't such a great idea which he also remembered hearing concerns during the discussion itself. Consequently the executive committee meeting did not occur because of these concerns. He added he also sent them a current scope of work which wasn't covered during the last meeting. Faught stepped through a few of the items contained in the scope of work. He did say really the only thing that isn't included within the scope of work which has been part of the discussions is land use. He feels the land use discussion had people concerned about how far that might go. He would like to recommend that land use be very limited, possibly just having the Planning staff that attend these meetings share with them when and if a recommendation by the committee doesn't follow the land use rules. That is simple enough but still would allow the committee to stay focused on their task. He added if the committee doesn't think they need this executive committee then there should be a motion to repeal it and/or if there should be anything added to the scope of work. Kaplan asked what the purpose was in recommending the executive committee. Faught answered the purpose was to develop a new scope of work. He feels once the discussion went into land use people were a little nervous. Kaplan asked about what happens to the subcommittee idea. Faught stated the subcommittees have already been approved by the committee but he heard from people after the meeting that they didn't like the idea of the executive committee. Dawkins added he feels the confusion at the very end of the meeting was that all of a sudden it was starting to look like they were going to end up with 3 or 4 subcommittees and he wasn't for that even though he ended up on the executive committee he wasn't for that either. He added he feels the Mayor did an incredible job picking out a lot of diversity and he is hopeful, In the past few months the committee has gotten to a point where they have some pretty strong feelings and dividing lines and he is looking forward to everyone rolling up their sleeves. Williams/Kaplan m/s to recommend the executive committee motion be repealed. Voice Vote. ALL AYES. Discussion: Williams stated he is very much in favor of dividing and conquering and he thinks the idea of subcommittees is a really good idea. He thinks there was some confusion with the public that this executive committee was going to be meeting behind closed doors and not be transparent, which was never the intention. He thinks that taking certain subjects that need to be drilled down into is a good idea to then bring back recommendations to the larger group just like this committee is doing for Council. He added that he doesn't feel this executive committee is appropriate based on some of the concerns that people have. Kaplan stated if the purpose of this executive committee was to look at the scope of work and revise it he doesn't feel it is needed. Draft East Main Multi-Modal Concept Drawings Faught shared the concept drawings with the committee. He stated that the Transportation Master Plan is multi- modal and that is one of the tasks of this committee. These concept drawings show a proposal which meets those goals. He pointed out Siskiyou Blvd. and North Main have bike lanes but there is no connectivity through the downtown. This concept would continue the bike facilities through the downtown area. He shared that some of the issues that they had earlier on was how to get through Helman because the traffic signal there is tied to all of the other downtown signals. ODOT was not willing to retime that facility out of sync with the rest of the traffic signals ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE February 4, 2015 Page 2 of 7 even though our traffic Engineer had a couple of good ideas on how to do that. They actually recommended that the signal be removed. Faught said when he first heard that he was a little worried but Kim Parducci (Traffic Engineer) went to work on this and he really likes her design. He shared that a couple of the advantages of doing this is that traffic counts are low enough at Helman that it works just fine and the breaks would come with pedestrians. They would install a pedestrian flashing light like there is on Siskiyou. On Lithia Way a sign would be put up somewhere in between the fire station and Helman. The sign would say something like "out of town traffic right lane, downtown traffic left lane". It essentially allows the traffic heading north to flow through and the bikes aren't interacting with the traffic either. On the other side the road diet would just extend on through. Another concern that came up with the road diet was when people were trying to turn at Bush Street there were no turn lanes. With this, the center turn lane would be extended and that would take care of that issue. He added there are a few things that are being recommended that will be controversial, not just the trees but also some parking that would need to be removed in order for this to work. He pointed out that he has been meeting with the trucking agencies over the past few weeks and conceptually they like what they are seeing but they are pointing out changes. He also stated that something he has seen as a problem since he got here is how the delivery trucks back up along East Main right before the entrance to the plaza (next to Mix Sweet Shop). At times you aren't able to see pedestrians stepping out into the crosswalk and for those that are attempting the right turn into the Plaza when there is a truck parked there they can't see so that causes a potential for a rear end collision. He has looked at how this issue can be solved and while still having deliveries into the downtown area. He would propose that the loading zone be moved up further to a safer location and that the area next to Mix be painted yellow to prevent the safety hazard. He would also recommend to the Council that the no parking area be enforced. He pointed out that several loading zone locations were explored and this concept includes a few loading areas which would still be close enough for them to make their deliveries to the Plaza. One of the issues that came up is that there are some trucks that are as long as 67 feet which cannot make a turn into or out of the Plaza so finding a place for those trucks was the challenge. If we didn't have the large trucks his recommendation would be to make the yellow zone a loading zone only but his dilemma is what to do with the 67 foot trucks that can't get in there. Regarding the tree issue he never wants to be the person that proposes taking down a tree. He is really trying to fix what he feels is a pedestrian safety issue while meeting the needs of the downtown deliveries. He is having this conversation with the trucking agencies and as he meets with them he is asking what can be done and one of the questions is whether or not a loading zone is needed for a 67 foot truck. One of the trucking agencies that usually have the largest trucks is Sysco and they have indicated that they pretty much don't bring 67 foot trucks to the downtown which is new information to him. From a staff standpoint he feels we need to study where the trucks are actually loading. He also mentioned that he has been talking to the Engineer and if we can get support for putting a few cameras up then we can monitor the delivery needs. If there aren't 67 foot trucks delivering then there would be no need to create loading zones. One thing he said he learned after meeting with the trucking agency earlier today is that there is only a need for 1 not 2 loading zones there. Speaking of the trees, there is a Black Oak tree that would not be touched in any of the scenarios. There are 3 Sweet Gum trees and all 3 of those would have to come out if there were 2 loading zones. If there were only 1 loading zone, only 2 of the existing Sweet Gum trees would need to be removed. He knows that for some people removing 2 trees isn't acceptable. He is glad to see this interaction and working through these issues together. If he can talk the trucking agencies into not bringing 67 foot trucks into town then both of those loading zones can go away and none of the trees would need to be removed. He is going to continue to keep working on this with the trucking industry who is very excited to be a part of this discussion. Faught then stepped through the rest of the map documents. He mentioned part of the feedback the committee got from the University of Oregon consultants is that we have very inefficient use of loading zones so one of the things he is going to be recommending as part of the plan is that all loading zones be eliminated except for the ones that are being proposed along East Main. There would be a permit process available to determine if a proposed loading zone is in the proper place. He has asked the trucking industry where they think the most efficient loading zones will be. He added that right now state law says a truck can park in the middle of the road and unload. This concerns him ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE February 4, 2015 Page 3 of 7 especially if we go from 3 lanes to 2 lanes as it will cause too much congestion in the downtown. If this plan is adopted he would recommend that City Council adopt an ordinance to prohibit the trucks from unloading in the middle of street through East Main. John Williams asked if Council has the authority to limit loading to certain times of the day. Faught answered that part of what we are talking about is why we have a loading zone that is designated as such all day long. One idea is to restrict the loading zone to a certain time of day (say 4:00 pm) and then during our peak time of day those parking spots become available for all vehicles. Williams asked if by removing one lane and adding a bike lane along East Main would leave enough room to widen one or both sidewalks to create more of a pedestrian area, maybe areas that restaurants/cafes could use. Faught said the right of way width isn't the same all the way through, it starts out wide and narrows through the downtown. He added, if everyone can agree on a concept then at that point an architect would come in and start doing conceptual drawings to really look at what is the most efficient use of the space. Fait asked if the loading zones are going to be specifically for commercial vehicles. Faught answered that he is talking to the trucking experts. The ones that are being proposed along East Main (in front of the Plaza) would be for commercial only. He hasn't finished the conversation regarding the others. Rosenthal asked if the sidewalk across from City Hall is ADA compliant. Faught said he isn't sure because the ADA standards are different. Barber said he isn't quite sure on this particular one because they are several in town that are not ADA compliant. Rosenthal said the reason he asked that is because if there is a sidewalk that is not in compliance with federal statute and the reason is because of those trees, he would recommend the committee takes a look at the problem. He added that nobody would like to see the trees removed but this problem is created by the trees and besides the loading zone issue there is a problem that relates to the committee's mission which needs to be resolved. Faught said if you walk down that stretch of sidewalk you can see that the tree is causing a trip hazard and we do need to figure out a way to handle those trip hazards. He did say that in context to what he is proposing today, he doesn't need that for the loading zone. He added that as the group looks at the aesthetics they will need to look at whether the sidewalk can be removed without damaging the trees and if so will the trees continue to cause damage to the new sidewalk. The committee does need to have these conversations still but not from the loading zone perspective. Heimann asked about Oak Street, he noticed on the parking side there are some new bicycle facilities there. Faught said that part of the biking connectivity issue is that there are a lot of bicyclists traveling on Lithia that want to get over to the Plaza so this recommended concept (which is still being looked at) includes a bike lane . He did add this is still a concept in the works. Swales said most of the big trucks that he has seen usually occur around 10:00-11:00. Before most of the downtown merchants open around 10:00 am most of the downtown is a loading zone on both sides. Yet he has seen commercial vehicles parked in the middle of the street for loading and there are empty spaces all around it. He would like to see some kind of agreement with the downtown merchants and their delivery people to arrange for their deliveries to occur before they open when they can basically have free reign of downtown. Chair Dawkins reminded the room to try to keep this to questions and not comments. Faught said part of the data that the committee doesn't have is the merchant piece. While it might be easy to say what time window deliveries should occur, he doesn't know if that is fair and may be a burden. This is why he is working with the trucking agencies because they actually know when the deliveries are happening, how they are happening etc. He said if we aren't cognizant of them then we are doing the merchants a huge disservice. Hammond asked the Chair in the interest of time if questions could be limited to the committee's voting and non- voting members for now. She asked how long this plan would take and when would they anticipate doing this because it could be very disruptive to life downtown for a long period of time. Faught stated he understands that it would be disruptive, especially if they do it all at once. If they break it up and do it by block then that would disrupt the downtown for probably 4-5 years. They have talked about maybe doing one side of the street one year and the following side the next year. They've also talked about doing a pilot for a year which would just entail re-striping it ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE February 4, 2015 Page 4 of 7 down to 2 lanes, just like they did on North Main Street. That way we could make sure it works before investing a lot of money into it. He said there are a multitude of options for construction and the project managers work with the impacted businesses to try to work out the best solution moving forward. Hammond mentioned if the plan includes sidewalks which will require grants, grants take time to acquire which could add to the wait. Faught responded by saying that is why we would want to look into a pilot with just painting. He added due to the fact that we have a state facility running through town there is money available for the downtown. In order to go after those funds there needs to be a multi-modal/beautification plan in place which has been adopted by the City Council. Hammond replied this would be devastating if this dragged on. She recalls how long Blue Bird Park was fenced up and nothing happened and she doesn't want to see that again, this would need to be very well planned. She is concerned with the safety at Helman without there being a traffic signal. She also asked what the net parking loss is. Barber answered it is a net loss of about 18 spaces but there isn't enough information to pin that down at this time but they are continuing to work on that. Lastly, she mentioned she feels we need to make the loading zones fair for the businesses because that could be devastating to many businesses. Faught said for those loading zone issues he would be going right to those businesses affected and talk about how to solve that. Chair Dawkins reminded everyone that this is still in the preliminary stages. He welcomed comments and said this is the time to do it. Liza Maltsberger (citizen) informed the committee that not everyone that came regarding the trees is going to get to speak. She stated she understands that this is preliminary and that this proposal is new to the committee. She said in one sense she has an opinion and in another sense she doesn't because she has a goal which is to not remove the trees but she doesn't have an opinion because the committee needs to figure things out that she doesn't yet understand. However, her willingness to make sure the trees are not removed means she wants to help solve the problems that need to be dealt with. She added it is encouraging for her to hear that one option to solve this is to possibly eliminate 67 foot trucks from entering the downtown. She closed by thanking the committee and those that are in attendance. Chair Dawkins said he had a conversation with Faught and Molnar last week and they feel for the first few months the committee collected the data from U of 0 and now the committee has sort of reached a dividing point. It is time to go to work and determine if there is a supply or a distribution issue. He added a number of years ago there was an Editor/Publisher of the Daily Tidings by the name of Edd Roundtree. There was one particular editorial that he remembers where the City had decided Siskiyou Blvd. needed to have dividers and plants in the middle. At that time Siskiyou Blvd was Hwy 99 going 1 lane in each direction with parking on each side of the street and a huge amount of asphalt in the middle. Edd's editorial were things like a socialistic state changing the driving patterns of all the Ashlander's because when you pulled out to these streets with that big piece of center lane you could do 90 degrees rather than 30 degrees and get in front. He thought of all of the things if we actually put up this divider it would work and it ended up working! Then about 40 years later Siskiyou was redone again and some of the cross sections are taken out and again people are thinking it won't work but it does work. The reason he brings this up is because the committee can decide to do nothing but he really likes what Sandra Slattery said several months ago with the multi- modal and bringing everything together. This is the committee's vision and their chance to do something. Next Steps Faught added as the committee talks about whether there is a need or there isn't a need for parking, he wanted to point out the National Citizen survey that was recently completed for Ashland shows only 26% of the citizens surveyed thought the parking was ok which he found interesting given the work that this committee is doing. Everything else in the survey was rated pretty highly. He said when we had U of 0 here and they were working on a plan things started to fall apart when they were sort of insisting there was a distribution problem rather than a supply problem. He doesn't feel that the committee has had the debate on whether or not they agree with that and he isn't necessarily in agreement with it as well. If parking is simply being shifted to the residential areas, that isn't a solution he wants to be a part of. There are parts of that plan that he thought were pretty good (2 hour versus 4 hour, restructuring the loading zones etc.). He said there is work that still needs to be done on the street configurations and staff will continue to tweak that and bring it back to the committee. He added that there is enough money to have U of 0 come back for 3 more meetings and finish up the parking piece of the plan. He thinks there are some parking issues and potential parking structures that the group at least needs to consider. He thinks 18 parking spaces is a lot ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE February 4, 2015 Page 5 of 7 to take out of the downtown area so the question is how they at least make that whole without even looking at the growth piece. He said once they wrap up the multi-modal piece then they can move on to the fun piece which is determining what they want the downtown to look like. He said the nice thing about having plans is they make you think about things differently. Speaking to Councilor Rosenthal's point, even when they do simple overlay projects all ADA rules have to be met so those are real issues for projects. He said they are likely looking at rebuilding the whole East Main structure, lights, banners etc. He added at some point he would like to hire a consultant to provide conceptual drawings for the committee to see what everything might look like. At this point, his recommendation to move forward is to bring U of 0 back for the next 3 meetings, wrap up the parking and then come back after that and revisit the 3 lane to 2 lane configuration and if there is consensus on that then they could move forward to the easier parts. Williams thinks it is a really good idea to explore extending the bike lane through downtown since there seems to be a pent up interest in town to do that. He has heard that from a variety of people and he feels the right people are in the room to talk about the business interests and loading zone issues etc. Graf said he thinks it would solve a lot of the transportation problems, if it can be pulled off. Hammond likes the multi-modal piece but the multi-modal part she likes best is the pedestrian aspect because she thinks the sidewalks are unsafe (they're not wide enough). She added there are so many issues; the street lights are rotting. Overall, she feels we need a better place for pedestrians to walk. Dawkins asked if this proposed configuration gives her vision of some sort. She responded that it does and that she brought up earlier some of her concerns. She would hate for someone to go out of business because their business was so impacted by this. Beam added that having a 48 foot truck in front of your business all day unloading for the whole 2 block section would be a detriment. The trick is that businesses are turning over in the downtown pretty consistently and so it is hard to say where the loading zone should go now and then a few years down the road something changes. Hammond added there are many things that need to be hashed out in order to make it fair and equitable to all. Faught said that part of his work that he and staff need to do is once the concept is approved he would need to start working with those impacted businesses but he doesn't want to do that until he knows there is support for the concept. Beam also feels it is important that they look at creating the bike right of way because there are so many bikes coming from the watershed and the park area and we need to look at how they connect into East Main. Faught asked if the committee is ok with the concept of bringing the bikes through. Beam said they are doing it now so the question is how you can keep that safe for everyone, including drivers and right now we really don't have any space for the cyclists and it is a pretty important piece of recreation. Faught asked if she is talking about Winburn Way. She said yes. If they are going to wrap up around the city building they need to look at how that ties into Oak Street and back to East Main. She thinks there is more bike traffic heading that way than Oak Street. Flanagan stated she agrees. At this point they are riding with the traffic because there aren't bike lanes. Faught added he will bring back the part of the Transportation System Plan that looks at the bike lanes so that the committee can see the comprehensive bike plan because that piece is missing from this concept. Chair Dawkins asked if there is any fear of having traffic backed up in between Lithia Way and East Main. He also asked if there would need to be another traffic signal at Oak Street. Kim Parducci (Southern Oregon Transportation Engineering LLC) stated they are looking at a signal also on Lithia and then it would basically be a grid system of the downtown area that would all be coordinated. She added, it is a unit now and they would be adding 2 signals to that unit and taking the one at Helman away so that they are all still coordinated and then you are just taking platoons of traffic through so that traffic shouldn't be stacking up. Kaplan asked about adding additional bicycle parking. Faught said we haven't reached that level of detail yet. Councilor Rosenthal pointed out that the meetings as of late have been very well attended and it would be a good idea to direct staff to find a different venue that would be more comfortable for the committee and the people in attendance. Beam mentioned the irony is that no one attended these meetings early on. Staff will look to find a ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE February 4, 2015 Page 6 of 7 different venue for future meetings. Graf pointed out we hadn't discussed agenda item V-a (University of Oregon Community Service Center return for the March meeting) and as a new member on the committee he hadn't had the benefit of the consultant explain their methodology. He doesn't feel he has enough information to know whether there is a supply problem or a distribution problem. He doesn't know what the supply is or what the demand is. He has read through the documentation and he hasn't come across those answers. He added he would be curious to know how many spaces they actually need to find because what they have recommended doing is taking away 4 hour and untimed spaces and turning them into 2 hour spaces. If the big problem is people who are going to OSF or if one of the parts of the problem are employees who need more than 4 hours at a time and we take away 4 hour spaces the problem isn't being solved, it is creating new problems. If we build a new parking garage that is so far away that nobody is going to use and a shuttle has to be used to get people to the new parking structure that isn't really solving problems either. He feels like maybe he needs to sit down with staff to try to better understand how to make the decision regarding supply versus demand. Dawkins agrees with Graf and said that the committee hasn't necessarily delved into that and determined one way or another. This is part of the conversation that still needs to be had. Faught said Robert Parker (U of 0) will need to answer some of those questions and he would be happy to have him do that. Donna Swanson, 863 Plum Ridge Dr. submitted a letter to be added into public record (see attached) Donna read proposal #5 from the Mayor's State of the City address. Proposal #5: Reduce the presence and pressure of cars downtown and in adjacent neighborhoods while improving the pedestrian environment and linking the entire town with frequent public transport. She feels the Mayor perhaps has view that hasn't been paid attention to. From what she has heard from the Scientists, global warming is happening and it is happening faster than they ever expected it to and she thinks anything that does not lead toward a low carbon future is a poor decision and she thinks perhaps a parking structure would be dinosaur technology. She hopes that the committee will take this home and think about it because the committee is far down the road to bringing more cars in and encouraging more carbon in the atmosphere. Flanagan said she feels the meeting was very well run today and thanked Dawkins for being a good chair and reporting well. She asked for a point of order in the room. She understands that there's the committee and then they are the secondary aspect to that. She asked if the public is now allowed to make comments or ask questions during the meeting. Chair Dawkins said he just took the liberty as chair to do it that way. Flanagan said with all due respect she just wanted to know what to expect for the next meeting. Dawkins said he felt it was important to do it differently this time. He would think we would stick with the format which means that public input would be at the beginning, this one because of the controversy he thought it was a good idea to allow the presentation and discussion before allowing people to speak on the agenda item. Flanagan said she often gets people asking her if they can attend these meetings and speak at the meeting so she wanted to be sure she understood the process. Kaplan said he felt like this meeting was unique in that without Faught's presentation on the trees there would have been a lot of people speaking during public forum. Some of which may not have made those same comments if they had heard the presentation first. He thinks it worked well for this meeting but may not work so well going forward. In closing, Faught said we will work on finding a new venue for the next meeting so that we can get everyone participating at the same table. ADJOURNMENT Meeting adjourned at 5:11 pm Respectfully submitted, Tami De Mille-Campos, Administrative Assistant ASHLAND DOWNTOWN PARKING MANAGEMENT & CIRCULATION AD HOC ADVISORY COMMITTEE February 4, 2015 Page 7 of 7 21412015 Gmail - AsHand Traffic Carats - update j Colin Swales <colinswales@gmail. com> j Ashland Traffic Counts - update Colin <colinswales@gmail.com> Wed, Feb 4, 2015 at 1:26 PM To: Tami DeMille-Campos <campost@ashland.or.us> j Tami, Could you print this to share this with the Downtown Committee members for this afternoon's meeting? (and perhaps forward this email to those that use this ...I know Michael Dawkins doesn't) thanks Colin Committee Members, As some of you may know, I have been keeping a tally for many years on ODOT traffic counts on our arterials throughout town - and have also let our Council know the results. see 2010 Comment: http://Iist.asliland.oi-.us/pipermail/comnicrit_to_the,__cotincii/2010-March/000969.html see 2011 Comment http://list.astiland.or.us/pipermail/comment_to the council/2091-August/001606.html see 2012 Comment: littp://list.ashland.or.us/pipermail/COmrileiit_to_ttie_couiicil/2013-June/002.781.htmi Karl Johnson of the Public Works Dept. keeps an excellent record (taken over from Ray Smith) of all the traffic counts on Ashland's Streets. But, ODOT keeps the figures for those street under their jurisdiction (Although Karl has been conducting his own for the Road Diet section ) ODOT have now finally posted their figures for 2012 and 2013 - they are always a little tardy ! http://www.oregon.gov/ODO`r/td/tdata/Pages/tsm/tvt.aspx#Traffir._%/olume_Tables So, I have just updated my online spreadsheet, and it continues to show the steady, inexorable decline in vehicular use over the last decade (although some parts of Interstate 5 are lately beginning to increase slightly, arsteady) Green are the lowest and Purple the highest counts recorded since 2001.( they also have them back to 1986 I have tried to make it more readable by highlighting the Road Diet and the South and North Downtown Couplets See the last RED column for the changes from decade maximums. So when all this talk happens about "growth" and "increased traffic", just refer them to this factual data. - [link to spreadsheet] Note: The Downtown core has seen the biggest drops - as much as 34% down over the decade I I ( I haven't entered the 1986 data yet - but in fact there seems little increase downtown compared to way back then..) see littp://www.oreclon.gov/ODOT/TD/TDATA/tsrnldocs/TVT 1986.pcif Do let me know if you need any of my further thoughts on what all these figures might mean about trends in our arterial traffic patterns, especially through the Downtown Core. thanks Colin Swales https:!/mail.goode.com/mailILM?0=2&ik=398990937a&viow= pt&search=inbox&rnsg=14b567dO723d8218&siinl=14b567dO723d8218 112 (q~ o~ z i 0 o r~ z , e r, 44 a .4 N M c] O mry [o r- V ~ of ~ e-- ai O ~ iO r! co -0 06 (d C4 6 r-: C6 O p 0 0 O O C> Mp p O O v 0o 0 0 0 00 O O OO 0000 0' 000 O0 ~ [~OOO b O~l?O w CO r m Y t : N 1~j r1 Ul W f ~ GO N 1- •t O N Q ~O l0 u% t~ S ago' c Rro 0i'i °g6e°v w 2b CO u~ vv , cc " +r r r h'. : [4 V"I ~Q O 0 r O y Q t~D N'.- r- r ' w r0 pp pp~ o fp1, r 0 p a0 VI W O LvV~ f-,_ Oa ~ti 14{ O N ' _ d? 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"~`'16 pod 000 0 0 OO OOO{~Oj. Is 0 a ooou(5p ~V 0.OpZ 6 o O ti lJC G'AO 000 0 00 C7 O d 17OC7 64100 CiO 17 co OlU I oooI °Om S;}~'aNicc'. ryv OUwipo~pov-~ (vy y or `aN ~ C> V> r t7 0 Oi C u) 01 Q1 01 ` O~ m N N r`7 h1 N N SV (V m O O O r r ? s' V ' iF Cu ~r u r ~~x=f?rn -+-r v+u[n rnzzi ,~~A00zr ~7c~ MMOmman1o3M-0 0~ z ED f.~ v>rnc 55<c 7b ]l @OOOIo rnomo O8~y~ °'0'°~,n mmm°-,oom v.0 ova mnn o~oo ~m °m Nam m ryo mm maoZo O Z -°mN O~U,O r"3 F, e+m Z j <3 _ 1Hu C t~ Zm a 'n m mn ~°I m Now ° m FT o m c5I m 3 ° I come before you this afternoon ing you o be'welrin entioned peop e. You desire to improve Ashland; I applaud you for your public service and commitment of time to this effort. However, today, I ask that you consider the city of Ashland ten or twenty years from now. How do you want the city to look when your grandchildren and great grandchildren are roaming the streets? Suppose they ask you: "When the politicians promised to reduce the State's carbon output how did you hel Four qo m unity reduce its pollution? What was your strategy as a member of the City Council hat will be your answer to this fresh-faced little person standing before you whose family has to buy bottled water and lives with the threat of annual devastating forest fires, whose family knows severe pulmonary disease and lives amid a general breakdown of the society that we currently enjoy? I ask you to act intentionally and responsibly to divert our path towards this future. It is alarming to realize that over a pound of carbon dioxide is emitted per mile driven alone in the average car; that the average Oregonian drives 12,000 miles a year; that in 2011 US, transportation made up 27% of total GHG emissions. Not surprisingly, there are health benefits to reduced GHG emissions: reduced dementia, cardio vascular disease, diabetes, breast and colon cancers, and depression. f urge that - through you - our community establish higher goals, that we change our patterns of thought. It is acceptable to be a little inconvenienced in order to live better lives ALet us ask: "How is Ashland going to reorganize the delivery pattern of goods to merchants? How is more biking going to be supported? How do we reduce vehicular traffic in and through downtown? How can the city support trolleys that serve as a successful alternative mode of transportation in other tourist towns? The bottom line is: our grand and great grand-children have the right to live in a healthy world filled with the wonders and beauties of creation. We must think out of the box to reduce our GHG. More downtown parking, I submit, is the problem; it is not the solution. Please lead us away from more of the same thinking that has plunged us across the nation and the world into the current dilemma. Travel comparisons: http,//Www.sightline.org/research/graphics/climate-co2bymode / 2011 Transportation: http_;//www.epa.gov/otaa/climate/basicinfo.htm I JV ~a3 tGJ9iJri oPd r'i ij ~F 2/4/15 by Dave Helmich 468 Williamson Way Ashland, OR 97520 I For presentation at firaffic/Parking Committee Ms. Chair, I stand in opposition to any decision to build, at City expense or with City guarantees, any new parking structure. In this I think I represent the opinion of at least 80% of people l know, notwithstanding the possible opinions expressed in these very inconvenient meetings you have held in the past. My personal experience from 30 years of visits and 2 years of residence is that parking is insignificantly impacted here. I believe this is the opinion earlier presented by consultants to the City. I could be mistaken on that point. In my entire experience here, I do not believe I have ever been required to walk more than 2 blocks. Based on my careful attention to this in the last 2 months, never. Since the demand for parking in any structure would be light, it is difficult to believe the project could ever pencil out. And if it actually could, shouldn't its provision be an opportunity for a private developer? Or the downtown merchants? Once you build a structure, you own it and must maintain it and pay the debt service. With its light utilization, very light in its early years even if you believe the growth cheerleaders, the necessary supporting income stream will be difficult to achieve. Consequently, citizens will be surprised to see parking meters installed, high rates and the short times allowed. That is really only the only way to drive autos into a structure. So, locals will be saddled with the debt service, etc, as well as less convenient street parking. And would also be paying any shortfall from more general taxation. The parking structure enterprise seems to spring to a great degree from a questionable decision (made across the freeway) to fail to consider downtown parking in its business plan. The citizens of the City should not be responsible for bad business decisions made without their input. In summary, please do not recommend a parking structure for any further consideration. Comments for Ashland Downtown Parking and Multi-Modal Circulation PAC Meeting February 4, 2015 Gonna Swanson 863 Plum Ridge Drive Ashland, OR 97520 My comments are directed toward your Section V. Next Steps - Section a a. University of Oregon Community Service Center (return for the March meeting) -Work thru elements of the draft plan that the committee would support • _Develop Parking structure recommendation As a resident of Ashland, I have been taking my own personal survey with people I meet every day, residents and non-residents. When I present the options (without bias) of a Multi-Story Parking Garage, or the use of electric trolleys to transport people to and from outlying parking facilities, with no exception, all f enthusiastically replied in favor of the use of trolleys. My personal opinion also--Lk~- favors the trolleys over a parking structure for the main reason thaf # will promote an increase in vehicular traffic on the streets, and increase in our carbon footprint (against the City Council's recommendations for an environmentally responsible Ashland). Trolleys will transport SOU students as well as visitors to the new Convention Center to and from the Downtown and also increase their effectiveness as consumers. The Mayor's State of the City of Ashland 2015 speech outlined 5 Key Proposals Intended to Refocus and Boost our QOL. Please refer to the references below: INPUT FROM MAYOR STROMBERG"S STATE OF THE CITY ADDRESS 2015 January 27, 2015 FROM: "5 KEY QUESTIONS: 4) Where do we put all the cars and traffic and how do we create a pedestrian friendly environment for shopping, socializing and entertainment? FROM: 5 KEY PROPOSALS INTENDED TO REFOCUS AND BOOST OUR QOL The community's - OSF, the City, ASD and SOU, the visitor economy - success at increasing its QOL has attracted more traffic and cars, which conflict in multiple ways with the slow-paced and relaxing environment that they and we enjoy. PROPOSAL #5: Reduce the presence and pressure of cars downtown and in adjacent neighborhoods while improving the pedestrian environment and linking the entire town with frequent public transport. ASHLAND HISTORIC COMMISSION Meeting Minutes May 6, 2015 Community Development/Engineering Services Building - 51 Winburn Way - Siskiyou Room REGULAR MEETING - CALL TO ORDER 6:02 p.m. - SISKIYOU ROOM in the Community Development/Engineering Services Building, located at 51 Winburn Way Historic Commissioners Present: Mr. Skibby, Mr. Shostrom, Mr. Whitford, Mr. Giordano, Ms. Kencairn, Mr. Ladygo, Mr. Emery, Ms. Renwick Commission Members Absent: Mr. Swink(E) Council Liaison : Carol Voisin Staff Present: Staff Liaison: Amy Gunter, Clerk: Regan Trapp APPROVAL OF MINUTES: Mr. Whitford approved minutes from April 8, 2015 and Ms. Kencairn seconded. Ms. Renwick abstained. No one opposed. PUBLIC FORUM: Huelz Gutchin, 2253 Hwy 99, Ashland, OR 97520, addressed the Commission. Mr. Gutchin spoke about climate control and the city's need to encourage the use of solar panels in all neighborhoods. Ms. Victoria Law stated that she has 5 large photos of historic Ashland that need a home. She would love for them to be displayed in a city building. Most of the photos are of the railroad district. Ms. Gunter stated that there is a process to donate the photos and she will look into this and get back to Ms. Law. COUNCIL LIAISON REPORT: Ms. Voisin gave the Council Liason report. She reported on the Iron Mike statue and that Mr. Swink and Ms. Gunter gave the Historic Commission annual report. She stated that utilities will be increased by 7% and a surcharge on water for AFR will also be added to the utility bill. The council approved an increase in parking tickets but there will still be some decision making on this as the parking ordinance has not been enforced in the past. Ms Voisin explained that interviews are now happening for the Chief of Police position. PLANNING ACTION REVIEW: PLANNING ACTION: PA-2015-00541 SUBJECT PROPERTY: 345 Lithia Way APPLICANT: Kistler, Small, & White Architects for Double R Products OWNER: Hays Oil DESCRIPTION: A request for a modification of a previously approved Site Review approval (PA-2014-01226) to convert the Lithia Way Texaco located at 345 Lithia Way into a retail and restaurant establishment. The proposal is to add an outdoor seating area adjacent to the building on the south fagade adjacent to Lithia Way and a modification to the proposed exterior finishes. COMPREHENSIVE PLAN DESIGNATION: Commercial; ZONING: C-1; ASSESSOR'S MAP: 39 1 E 09BD; TAX LOTS: 1801 Ms. Gunter gave the staff report on PA-2015-00541. Mr. Skibby opened the public hearing. Matt Small from Kistler, Small & White Architects, addressed the Commission. He discussed that they would like to maintain the existing structure and integrity of the building but also create one that would be inviting and attractive to customers. The structure itself will not change with the exception of some paint. He presented the Commission with tile samples for the front of the building. He spoke about the fact that the tile was a way to add complexity and color and would draw people to the entrance. Mr. Small called attention to the sizes of the wood components of the building and said that it creates a simple design to the structure. Mr. Skibby opened to comments from the Commission. There was much discussion about the tile design and the sizing of the horizontal wood slats on the building. After much discussion, the Commission recommended that the applicant utilize one of the tile designs that were presented and consider a smaller scale of horizontal wood slats. Ms. Renwick motioned to approve PA-2015-00541 as presented. Mr. Ladygo seconded. No one opposed. PLANNING ACTION: PA-2015-00542 SUBJECT PROPERTY: 231 Gresham OWNER/APPLICANT: Ben Bryan DESCRIPTION: A request for a Conditional Use Permit to operate a one-unit Travelers Accommodation with the property owner residing on-site for the property located at 231 Gresham. The proposed accommodation unit will be located within the existing residence. COMPREHENSIVE PLAN DESIGNATION: Low-Density Multi-family; ZONING: R-2; ASSESSOR'S MAP: 39 1 E 09CA TAX LOT: 7200; Ms. Gunter gave the staff report on PA-2015-00542. Mr. Skibby opened the public hearing. Ben Bryan, owner of 231 Gresham, Ashland, OR 97520, addressed the Commission. He emphasized that he loves the historic houses of Ashland and would like to share this home with people coming to visit the area. Mr. Skibby opened to the commission for comments. Ms. Ladygo motioned to approve PA-2014-00542. Mr. Whitford seconded. No one opposed OLD BUSINESS: Iron Mike is now being called "Pioneer Mike". He is being cast in bronze. Ms. Gunter spoke about possible grant money for Pioneer Mike but would need to be applied for by someone from the Commission as it's a lengthy process that she just doesn't have time to do. She is hoping someone will step up to do this. Councilwoman Marsh would like to plan a large block party when the statue is unveiled. This is something that will happen within the next year. Ms. Renwick suggested that it tie in with Historic Preservation week for next year. NEW ITEMS: A. Review Board schedule. B. Project Assignments for planning actions. C. Historic Preservation Week: Ms. Gunter stated the CLG consultant, Matt Davis will be here on Wednesday May 20, 2015. She will book a room from 11:30-1 for a lunch study session and then the awards ceremony will follow. A professional's meeting concluding the awards ceremony will also take place with property owners in the historic district being invited. Ms. Gunter reported on the addition of 315 High to the award recipient list. Ms. Gunter will do the write up for this award. DISCUSSION ITEMS: Ms. Kencairn gave an in depth report on the 3 proposed areas of downtown beautification and what the plans are for these areas. Revamped landscaping, pedestrian areas, designated walkways, and the use of wall rock to fix some of the problem areas around the City of Ashland are part of the proposal. Ms. Kencairn explained that the commission will see more in depth plans when they become available. COMMISSION ITEMS NOT ON AGENDA: Ms. Gunter will ask Mr. Fluery in Public works about the painted asphalt at Pioneer Hall. Ms. Gunter also reported on the work being done at 685 E. Main. Review Board Schedule May 7th Terry, Sam, Keith May 14th Terry, Tom, Bill May 21 st Terry, Kerry, Dale May 28th Terry, Allison, Sam June 4th Terry, Kerry, Andrew Project Assi nments for Plannin Actions PA-2014-01956 Lithia & First All PA-2014-00725 469 Allison Swink PA-2014- 143/135 Nutle Swink & Whitford PA-2014-01283 172 Skidmore Shostrom PA-2014-00251 30 S. First St Whitford BD-2013-00813 374 Har adine Swink PA-2013-01421 270 N. First St.- Renwick PA-2013-01828 310 Oak Shostrom PA-2014-02206 485 A Street Renwick PA-2015-00178 156 Van Ness Ave Kencairn PA -2015-00374 160 Lithia Way Emery PA-2015-00541 345 Lithia Way Giordano & Renwick PA-2015-00493 37 N. Main Skibb ANNOUNCEMENTS & INFORMATIONAL ITEMS: Next meeting is scheduled for June 3, 2015, 6:00 pm. There being no other items to discuss, the meeting adjourned at 7:40pm Respectfully submitted by Regan Trapp CITY OF ASHLAND Ashland Housing and Human Services Commission Minutes April 23, 2015 CALL TO ORDER Chair Joshua Boettiger called the meeting to order at 4:30 pm in the Siskiyou Room at the Community Development and Engineering Offices located at 51 Winburn Way, Ashland OR 97520. Commissioners Present: Council Liaison Joshua Boettiger Pam Marsh Coriann Matthews Heidi Parker SOU Liaison Regina Ayars Vacant Sue Crader Rich Rohde Staff Present: Connie Saldana Linda Reid, Housing Specialist Commissioners Absent: Leslie Gore, Housing Program Assistant Gina DuQuenne Approval of Minutes Saldana/Ayars m/s to approval of minutes of the April 2, 2015 Housing and Human Services Commission meeting. Voice Vote: motion passed unanimously; minutes were approved as presented. Public Forum No one was present to speak. Review Council's CDBG Funding Decision (added to agenda by request of Commissioner Rohde) Linda Reid, Housing Specialist reviewed the Council's allocation of CDBG funds. Commissioner Parker acknowledged the impact of the grant process on individuals on the commission, and expressed the hope that there were no hard feelings. She also had concerns, echoing Councilor Lemhouse, that the commission's and staff's recommendations were very different. Parker wanted to know how often commission's recommendations were overturned by the council? How much communication is there from staff to the council and if the staff's recommendations outweigh the commissions and if so, what is the roll of the commission? Council Liaison Pam Marsh spoke to Parker's concern speaking to the importance of the commission's work in the final outcome of the awards. The councilors generally accepted the final conclusions but had concerns with the process, and felt the commission's recommendations were not well represented at the council meeting. It was noted the commissioner scheduled to be at the meeting was not able to make it. It was suggested that in the future staff allocate more time for the Commission to review and make recommendations for the CDBG grant award process. Crader said she appreciated the award for Ashland Supported Housing (ASH). Crader also mentioned that Interfaith Care Community of Ashland (for which Crader wrote the initial application and received CDBG grant funds to establish a day center for homeless populations) undertook a similar path to that that ORHA is embarked on now and offered to help with grant writing for ORHA. Housing Trust Fund Subcommittee Report Rohde presented the subcommittees' Housing Trust Fund (HTF) Presentation (to the council's study session). The commission reviewed the document. Rohde explained that the essential piece missing from Ashland's HTF is a dedicated funding source. He noted that House Bill 2564, regarding inclusionary zoning, has been passed in the house and might provide mechanism to promote a permanent funding source. It was concluded that Boettiger would make the presentation to the study session. The commission discussed edits, generally concerning the order item in the presentation. Rohde/Matthews m/s, the adoption of the presentation with edits as discussed. Voice vote: motion passed unanimously. (Matthews offered to attend the Council Meeting in June to represent the Commission when the Social Service recommendations were reviewed) Report on Inclusionary Zoning Legislation (Item added to agenda by request of Commissioner Rohde.) Liaison Reports : Council (Pam Marsh): (Marsh had to leave at 5:30 so the liaison report was advanced in the schedule.) Marsh related the following council actions; -Set regulations regarding "AirBnB" short term rentals with the hope that they would not displace long term renters. -The Clay Street property was intended to develop low income housing. There is public concern about the removal of a "tree of the year" tree. The council has moved forward with the commitment to sell the parcel of land to the Housing Authority. The City has been notified that the tree is in failing condition, and while there is conflicting expert opinions, now that the City has been notified about the condition of the tree it is unlikely to be able to stay in public ownership. Marsh recognized there is a conflict of community values. There was discussion about the where the revenue for the sale of the property would go, and while the revenue would not be a continuing source the approximate $300,000 would be a good kick start for the HTF. -The developer of the Normal neighborhood has made a statement that he cannot do the 25% affordable housing requirements, and they are at an impasse at the moment. Rental Registry Update: Leslie Gore, Housing Program Assistant, gave an update of the Rental Registry. The form presented will be a supplement to the business license renewal. It requests basic information that will be used to build a database of the rental inventory. The database would then be used to do additional surveys. Review of Council Direction reqarding the Student Fair Housinq Issue Reid met with Kristy, the SOU liaison. Kristy will be moving on but believes Megan is committed to moving forward with applying for the student liaison position and with continuing to work on the student fair housing issue. Reid advised creating an implementation plan with a time line for presenting to the council. Including, what other options might mitigate the impact of housing discrimination based on student status other than including student status as a protected class under the City's fair housing ordinance. What are the issues for property owners and can anything be done to address these issues. What are the potential unintended consequences of any suggested policy changes. Kristy will be submitting the original survey, mailing lists and research. Reid believes that many of the items the council asked the commission to explore have been addressed but need to be consolidated into a presentable form. For example; a potential "Ready to Rent" training program for students that could be offered by Louise Dix from the Fair Housing Council of Oregon and Jenea Hass, the SOU professor who deals with landlord tenant law. Commissioner Boettiger observed that it was difficult to progress on this issue with the continual turnover of the SOU students, and the commission might proceed without direct SOU involvement. Parker thought that the trainings would be an effective measure. Liaison Reports (continued): Staff (Linda Reid): Consolidated Plan was adopted. Reid noted that Rich Rosenthal was very complementary. General: Boettiger announced that he would be unable to attend the Mayor's brown bag lunch, and asked if any other commissioner would like to go in his place. Process of Social Service Grant: (Item added to the agenda at the request of staff) Reid discussed the process of assessing the Social Service Grants. There is a spread sheet that the commissioners will fill in the amount of their award, in advance of the meeting. An average will be taken, with a tentative recommendation. After the presentations the recommendations will be reviewed. Reid will also provide a matrix to evaluate the applications. The matrix will reflect the Strategic Plan priorities. It was noted that the United Way application was not very in line with the Strategic Plan and should be redone going forward. Quorum Check: There was discussion about the scheduling and it was decided to add and additional meeting for presentations on May 27th and reserve the regular meeting date (May 28th) for deliberation and recommendations. Additional Discussion about the Social Service Grant: There were questions and replies including: -This process is for two years. -There will not be a staff recommendation and the Commissions will be the only recommendations before the council. -There are fewer requirements for the Social Service Grants as opposed to the CDBG grants -There is a restriction on the amount of funding dedicated to public service activities with CDBG grant fund, so the Social Service Program is a better option for many organizations. -The Strategic Plan states: 20% of the overall grant allocation will be made available to small grants, under 5K. ($26,000) - The intent was to have grants with bigger impacts. - The commissioners would like to know the history of the awards. Adjournment The meeting was adjourned at 6:00 p.m. The next meeting will be May 27, 2015 in the Gresham room of the Ashland Public Library, and the regular meeting will be May 28, 2015 in the Siskiyou Room of the Community Development building at 51 Winburn Way. Respectfully submitted by Leslie Gore CITY OF ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES May 12, 2015 CALL TO ORDER Vice Chair Melanie Mindlin called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Troy J. Brown, Jr. Derek Severson, Associate Planner Michael Dawkins April Lucas, Administrative Supervisor Debbie Miller Melanie Mindlin Haywood Norton Lynn Thompson Absent Members: Council Liaison: None Greg Lemhouse, absent ANNOUNCEMENTS No announcements were made. AD-HOC COMMITTEE UPDATES Commissioner Dawkins stated the next and likely final meeting of the Normal Plan Working Group is scheduled for May 21, 2015 at 4 pm. Commissioner Miller stated some of her neighbors expressed their concern to her about the most recent meeting not being noticed via email as with prior meetings. CONSENT AGENDA Commissioner Thompson raised issue with the sentence at the top of page two of the April 28 minutes that reads: "Commissioner Thompson asked that the minutes reflect her concern with how the upper floor was defined"and stated her main concern was that their decision not set precedent. General consensus was voiced by the commission to amend the sentence to read: 'Commissioner Thompson asked that the minutes reflect her concern that this not set precedent. " Commissioners Brown/Dawkins m/s to approve the minutes of April 14, 2015. Voice Vote: All AYES. Commissioners Norton and Miller abstained. Commissioners Dawkins/Thompson m/s to approve the minutes of April 28, 2015 as amended. Voice Vote: All AYES. Commissioners Brown, Norton and Miller abstained. PUBLIC FORUM Huelz Gutcheon/2253 Hwy 99/Spoke regarding the transportation safety index. Joseph Kauth/Spoke regarding climate change and would like science to be utilized in the Rogue Valley. OTHER BUSINESS A. Capital Improvements Plan No discussion was had on this item. Ashland Planning Commission May 12, 2015 Page 1 of 2 B. Election of Officers Commissioners Thompson/Brown m/s to elect Melanie Mindlin as chair, Michael Dawkins as vice chair, and Debbie Miller as second vice chair. Voice Vote: all AYES. Motion passed unanimously. C. Select Representative for Downtown Parking Management & Circulation Committee Commissioner Thompson expressed interest in participating on the Downtown Parking Management & Circulation Committee, and Commission Chair Mindlin appointed her to serve as the Planning Commission representative. ADJOURNMENT Meeting adjourned at 7:30 p.m. Submitted by, April Lucas, Administrative Supervisor Ashland Planning Commission May 12, 2015 Page 2 of 2 CITY OF ASHLAND TREE COMMISSION Minutes May 7, 2015 CALL TO ORDER - Chair Gregg Trunnell called the meeting of the Ashland Tree Commission to order at 6:00 p.m. on May 7, 2015 in the Siskiyou Room of the Community Development and Engineering Services Building located at 51 Winburn Way, Ashland, Oregon. Commissioners Council Liaison Ken Schmidt Carol Voisin, absent Gregg Trunnell Staff Russ Neff Derek Severson, Associate Planner Casey Roland Carolyn Schwendener, Admin Christopher John Pete Baughman, Parks Liaison Zechariah Heck, Assistant Planner APPROVAL OF MINUTES Neff/Schmidt m/s to approve the minutes of the April 9, 2015 Tree Commission meeting. Voice Vote: All Ayes, minutes were approved as presented. PUBLIC FORUM No one present spoke. TYPE 1 REVIEWS PLANNING ACTION: PA-2015-00510 SUBJECT PROPERTY: 843-855 Liberty St OWNERS/APPLICANTS: James Juarez (855 Liberty Street) Charlie Hamilton/Suncrest Homes (843 Liberty Street) DESCRIPTION: A request for a Physical and Environmental Constraints Review Permit to allow for the construction of a fire apparatus access turn-around on hillside lands to serve the properties at 843 and 855 Liberty Street. The request also includes a request to remove one tree, a 19-inch diameter at breast height Pine Tree. COMPREHENSIVE PLAN DESIGNATION: Rural Residential & Woodland Residential; ZONING: RR-.5-P & WR; ASSESSOR'S MAP: 39 1 E 16AC; TAX LOTS: 201 & 202 All of the Commissioners did a site visit, and Roland noted that he had previously climbed this tree and others on John Baxter's property. Associate City Planner Derek Severson gave a staff report. He explained that this application is for a Physical and Environmental Constraints Review Permit (P & E) to construct a fire truck apparatus turn-around within an area that exceeds 25% grade and is on the City of Ashland's adopted Hillside Lands Overlay Map. Included in the hillside development permit is also a request to remove one 19" diameter Pine Tree located in the area of the turnaround. The proposed location for the turnaround is necessary in order to serve the two lots and minimize the disturbance in the area. Mark Knox, Urban Development Services was present to represent the applicants. Mr. Knox called attention to the fact that the fire department required a fire truck turnaround for these two properties before they could begin development. Due to the dimensional requirements of the turn-around, the necessary retaining walls and the physical constraints of the area surroundings, the Pine Tree will need to be removed as it sits at the edge of a cut bank with some exposed roots and is directly within the cut area. Mr. Knox said there had been some discussion regarding an easement with the neighbors at 831 Liberty. If the neighbors granted an easement there is a possibility of adjusting the turn-around area which might allow the tree to be saved. It was suggested that an arborist look at the tree and the exposed roots to confirm whether it could be saved or not and if the tree roots could be avoided during construction. John Baxter and Kelly Weisheipl 831 Liberty Street spoke. Mr. Baxter expressed their concern over the removal of the Pine tree. He conveyed that the area has had a beetle infestation in combination with drought killing some of the trees but this particular Pine Tree appears to be healthy. If at all possible they would like to see it saved. Mr. Baxter pointed out that he and Ms. Weisheiple recently met with the applicant, Mr. Hamilton, to discuss the possibility of an easement on their property. An easement might allow adjusting the configuration of the turn-around possibly then saving the tree. Mr. Hamilton assured them he is open to the possibility of an easement and reconfiguration of the turn-around but would like to have a decision made this evening regarding the tree removal in order to move forward with the project n the event the easement does not work out. Roland/Neff m/s to approve the plan as is with the caveat that somebody goes back out to review the plan for any adjustments that could be made with an easement so that the tree can be saved. If it's determined that the tree is to be removed the Commission recommends mitigation on the site. Voice Vote: All Ayes, motion passed PLANNING ACTION: PA-2015-00576 SUBJECT PROPERTY: 913 Pinecrest Terrace APPLICANT: Suncrest Homes DESCRIPTION: A request for a Physical & Environmental Constraints Review Permit to construct a new single family residence and associated site improvements on Hillside Lands for the property located at 913 Pinecrest Terrace. The proposal includes the removal of 35 oak, Madrone and pine trees located within the building envelope or within the area to be excavated for the construction of the driveway, patio and landscaped areas. COMPREHENSIVE PLAN DESIGNATION: Single-Family Residential; ZONING: R-1-10; ASSESSOR'S MAP 391E 15BC; TAX LOT: 2700 All the Commissioners did a site visit. The Commissioners expressed their confusion over which trees were being removed because a great deal of the trees were marked though the application just stated the removal of 35 trees. Severson gave a staff report explaining this planning action is a Physical & Environmental Constraints Review Permit as the applicants are requesting to construct a new residence on Hillside Lands. Applicant Charlie Hamilton was present to answer questions. Mr. Hamilton confirmed there would be a tree protection plan done and tree verification before any of them will be removed, and that only 19 trees were proposed for removal but that some clustered trees were identified based on their multiple trunks in the inventory. Mr. Hamilton explained this property is .8 of an acre. Originally the owners of the property were interested in splitting the lot but then realized the creation of the required road would take out a great deal of trees. The applicants then made the decision to not divide the lot and put the house close to the street in order to preserve as many trees as possible. The Commissioners acknowledged their appreciation that the owners made a great effort to save trees. Roland noted that Tree #90 was a great specimen and that its removal was unfortuneate; it was noted that this was considered a significant tree based on its diameter and would be mitigated. Schmidt/John m/s to approve the tree removal as presented with mitigation of the one large tree (#90). Voice Vote: All ayes, motion passed. PLANNING ACTIONS: 2015-00194 & -00195 SUBJECT PROPERTIES: 545-550 Holly Street APPLICANT: Jennifer Davis (545 Holly Street) Chad Brown & Trisha Vaughn (550 Holly Street) DESCRIPTION: A request for a Hazard Tree Removal Permit to remove five trees from the property located at 545 Holly St, including three cottonwoods and two elms, and a request for a Hazard Tree Removal Permit to remove one approximately 18- 2 inch diameter breast height Cottonwood for the property located at 550 Holly Street. COMPREHENSIVE PLAN DESIGNATION: Multi-Family Residential; ZONING: R-2; ASSESSOR'S MAP 391 E 09DB; TAX LOT: 8900 & 90002. All the Commissioners did a site visit, and Roland noted that he had previously done work on these properties. Severson gave a staff report. He explained that this is a request for a Hazard Tree Removal for five trees located at 545 Holly and one 18"diameter cottonwood located at 550Holly. The applicant has concerns that the drainage has destabilized the root systems. Other trees in the neighborhood have recently fallen. The neighbors across the street have expressed concern that the trees might fall and damage their homes. Consequently they are encouraging the removal of the trees. Applicant Trisha Vaughn 550 Holly Street was present to answer questions. The Commissioners agreed that these trees are a hazard and could fall at any time. The applicant isn't sure at this time what to plant. The Commissioners were concerned that when the trees are removed erosion problems might begin. They suggested putting trees back in order to hold the bank in. The agreed not to require one for one mitigation, but recommended that appropriate riparian vegetation be planted following tree removal to help stabilize the bank on the subject properties. Commissioners noted that a mitigation plan to address bank stability should be provided addressing proposed plantings and might best incorporate geo-jute matting to stabilize the bank until plantings can establish themselves. Appropriate mitigation plantings could include, but would not be limited to, Oregon Ash or River Birch. Trunnell/ Roland m/s to approve the application as presented. Voice Vote: All Ayes, motion passed DISCUSSION ITEMS Downtown Beautification Project - Landscape Architect Kerry KenCairn is consulting with the City of Ashland on the Downtown Beautification project. Ms. KenCairn gave a presentation explaining three proposed projects for the downtown area. • Winburn Way Tree located in front of Gateway Realty's office - This project will create more soil volume for the tree that is located there by expanding the planter area by approximately four feet on the sides without changing grades. The plan is to remove all the concrete surrounding the tree along with the bench and put the footing for the new bench under the sidewalk thus providing more soil under the tree, giving more space for the tree. The goal is to maintain a sitting area. • Pioneer at Lithia Way - The goal is to redesign the corner area. There is a seat/retaining wall, small planter and a larger planter up against the building. Re-doing the retaining wall will provide a small amount of landscaping area. Ms. KenCairn said the plan is to remove three trees and plant two giving them more soil volume. The trees currently there are challenged due to lack of enough water. • Pioneer Parking lot - The plan is to replace the trees with American ash, adding walkways and a barrier along the sidewalk to discourage people from walking through that area. The Commissioners discussed the different tree options for replanting. Ms. KenCairn said they are open to recommendations. She confirmed there will be trunk protection of the trees until their crown can take over by themselves. The Commissioners expressed their concern over the watering of the new trees during a drought. Ms. KenCairn acknowledged the planting will take place in the fall. Some suggestions were, planting in grow bags/gaiters for the slow release of water. NEW BUSINESS ITEMS FROM COMMISSIONERS Parks Department arborist Peter Baughman said the Arbor Day Tree planting at the new Ashland Creek Park located at 27 E Hersey went great. He thanked everyone who made it down to take part. Currently he is hand watering the tree and taking good care of it until irrigation is installed. City Planner Zachariah Heck was the only person representing the Tree Commission at the Earth Day celebration. Heck pointed out that his mother is a teacher and gave him tree books to hand out to kids along with Douglas Fir tree cookies. Next year he would like to encourage some of the Commissioners to attend who could provide more information about trees. 3 Severson announced the City is planning a volunteer appreciation day on August 30, 2015 at Oak Knoll golf course. Anyone that serves on a Commission will be invited. Severson confirmed at this time there is no application for the removal of the Clay street tree. He also announced that in the next month or two Heck will be the new Staff Liaison for the Tree Commissioner. Severson briefly outlined the guidelines in regards to expressing public opinion about any proposal the Commission is likely to hear as a Tree Commissioner. When Land Use Actions come before the Commission there are strict City and State guidelines in terms of how to review the action. The Commission's decision is to be transparent and occurs based on information everyone has access to at the meeting. If as a Commissioner you come to the meeting and have already pre judged the application and you are not able to make a decision based on what happens in the meeting then that's getting rid of the transparency of that process. Severson asked the questions "Have you formed an opinion before the meeting?" "Is everyone considering the request based on the same information?" The concern is for the integrity of the process in the Commissioners' quasi-judicial roles, and he emphasized Commissioners must make clear any bias at the beginning of the meeting and not be a part of the discussion if they cannot rule impartially. Severson emphasized that the process needs to be handled correctly so that if any project gets challenged it needs to be challenged on the facts not on a procedure error on somebody's part. ADJOURNMENT Meeting adjourned at 7:40 p.m. Next meeting: June 4, 2015 Respectively submitted by Carolyn Schwendener 4 Minutes FOR A MEETING OF THE WILDFIRE MITIGATION COMMISSION Wednesday, April 15, 2015 11:00AM to 1:00PM Conference Room, Ashland Fire Station #1 455 Siskiyou Blvd 1. CALL TO ORDER The meeting was called to order at l 1:06AM. In attendance were: Stephen Gagne, Tim Bewley, Bruce Moats, Chris Chambers, Vicky Sturtevant, and Steve Parks. Guest Frank Betlejewski. IL INTRODUCTIONS Guest- Frank B., Forest Lands Commission. Working on Ashland Forest Plan- policy document guiding how undeveloped forest land will be managed. Primary strategy- fire protection. Frank was participant in creating original 2002 CWPP. III. APPROVAL OF MINUTES: March 11`x' Tim B. motioned to approve as submitted, Bruce M. seconded and all voted in favor. IV. PUBLIC FORUM None V. ADJUSTMENTS TO THE AGENDA VI. BUSINESS A. Sandy Shaffer Survey a. Was it sent out to commissioners? Yes 3/26/15 0927hrs by A.L. b. Resource that can help focus discussion on outreach efforts. Only survey of public perception of wildfire risks. Released in 2011. c. Future discussion to see how it fits in context to our conversations and efforts. d. AFP revision- Contains section already regarding this survey. e. Survey mailed 1-2011. There is a 2012/13 Comparison between GP and Ashland. f. What do we need to know/how find out. g. Invite Kevin Preister social surveyor to meeting? Chambers to send AFR example of his work. B. Outreach options- CWPP Community engagement Plan for WMC a. Chambers- Commission's primary role in marshalling CWPP update, outreach and gathering information for the plan. Citizen commission preferable to singular city department going at it. Gathering citizen input. b. Notes from retreat reviewed, CWPP CEP reflects those goals. Review of format of document. c. 5 goals brought forward from retreat meeting. d. Discussion on order of goals took place. Order does have an impact. Rank by timeline or priority? Chris & Steve attended basin risk assessment workshop last Thursday. WMC will not go as in depth, but will complete similar process in ranking importance of resources. Determining Ashland's HVRA. May be able to use final product as talking point to start conversation in Ashland. Timeline may not align enough to be of use. e. Vicki- 3 categories of people: General Public, Stakeholder, Partners. Move G3 to G1? Identify partners. f. Create a master timeline of efforts (Gantt Chart)? Time necessary to create worthwhile? Need topics/goals/actions to populate chart. g. Modify sequence of goals to help drive timeline. h. StephenG.- Gl gather information re: current public understanding, G2 plan outreach. What is efficient way to gather available community perception i. FrankB- AFM group trying to not reinvent wheel. There is ample information re: community perception available. j. **Chambers- Create WMC drop box to gather documents on public info. k. Frank will send summary of source documents used on AFM plan. Roughly 12 available. 1. New G1 proposal: Summarize current state of knowledge on public (citizens, stakeholders, and partners) attitudes and understanding on wildfires in Ashland. m. (Action)SG- Suggest someone review sourced documents. Identify truly relevant content. Distribute 1 document to each comm. To synopsize applicable content and share with body. Vicki, Chris, SteveP to start reviewing and complete. Tally stakeholders, partners listed in documents. n. Key Messages/Branding i. Relevant, stick, make a stand. Will need to ensure all partners/stakeholders are in agreement. ii. Will need to develop brand, key messages, etc. iii. Tii-nB- What buy in are we looking to achieve? Need to establish contacts w/other groups. "Ashland Coalition", Ashland Chamber of Commerce, etc. iv. Identify players, hold meetings w/them. Chris encourages trying to combine them. o. Revisit and rearrange list of partners vs. stakeholders. Distribute to appropriate goal. C. Survey Discussion a. Opening statement and questions help towards establishing message. b. Add Q4- What is the best way for the city to share the results of this survey and wildfire information in Ashland? *How would you prefer to c. Decision made to limit window survey on 4/25/15 to single question. VII. COMMISSIONER COMMENTS VIII. REVIEW AND SET COMMISSION CALENDAR / NEXT MEETING A. Next meeting May 13, 2015. Proposal to move to May 20, 2015. Doodle poll will be sent. IX. ADJOURN: 1:00 PM In compliance with the Americans with Disabilities Act, ifyou need special assistance to participate in this meeting, please contact the Public Works Office at 488-5587 (TTYphone number 1 800 735 2900). Notification 48 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 I). MINUTES FOR A MEETING OF THE WILDFIRE MITIGATION COMMISSION Wednesday, May 20, 2015 11:00AM to 1:00PM Conference Room, Ashland Fire Station #1 455 Siskiyou Blvd 1. CALL TO ORDER The meeting was called to order at 11:06 AM In attendance were: Stephen Gagne, Ron Parker, Hugh Holden, Bruce Moats, Chris Chambers, Vicky Sturtevant, and Steve Parks. Guest Frank Betlejewski (AFLC). II. INTRODUCTIONS III. APPROVAL OF MINUTES: April 15°i Bruce M motioned to approve as submitted, Stephen G. seconded and all voted in favor. IV. PUBLIC FORUM Frank B- Comments on Intterra: Part of plan revision 2002 Marty M. assessment, Intterra work may be integrated and supplement/replace. Will include fuel model. AFPR- Next R 2hrs per wk, editing group convening. Social chapter first, to be provided to WMC. Draft until approved by CoA Council. Frank B. to be added to CWPP distribution list. V. ADJUSTMENTS TO THE AGENDA VI. BUSINESS A. Report on May 19th Annual Report to City Council a. Vicki, Chris, Steve attended. Brief update on Firewise 22 communities, 7 in works, shared new Construction Brochure. Chris spoke on background of CWPP, political administrative efforts- NCWS, FAC influence, Case for update of CWPP. Vicky spoke in support of CWPP revision. Goals for accomplishments this summer. No questions received from CoA Council. B. WMC Clean Up Day Survey Results a. Discussion of results. Surprise that scenic setting didn't rank higher. Smoke is much more common than in the past. Need net count of surveys done. C. Continuation of Shaffer Survey Discussion a. Vicky synopsized relevant content from Shaffer survey. Most interesting is comparisons between GP and Ashland. Report writers concluded that Ashland residents are more committed to higher number of less routine mitigating actions... b. Studies show that we have citizens in support of managing forest lands and watershed. They understand that fire is a threat in current situation, but is also a necessary tool. c. Frank B.- Community perception has evolved over 10 years to be more in favor for management and thinning, including commercial logging efforts (there was a net loss). d. Vicky- How far has the community really come along. e. Chris C.- Two issues really- Forest management and home protection/vulnerability/mitigation. Shaffer covered latter, Shibley covered former. f. Vicky- Chose this one to utilize due to information being readily available. Is WMC interested in more along these lines? Important to know what people are thinking before putting together a survey, so that you can ask the right questions. Vicky would like to do more scoping before hand, if we're going to conduct a survey. Feels we have adequate information available currently. g. ChrisC- Usefulness of studies from other communities? RonP- Colorado? Vicky- Colorado may have useful relevance- Durango, Boulder, Prescott, SantaFe. i. **ChrisC- Reach out on podio. Ask for relevant surveys from other regions. ii. **Vicky-Will look for additional surveys from comparable areas h. StephenG- Conducting a survey will take time/effort slow progress. Mark Shipley may be a resource. i. ChrisC- Repeat survey that's already been done? Reuse Shaffer survey? D. Comm. Engagement Plan 2°d Draft Review a. Handout. Goals reorganized by ChrisC. b. ChrisC- G2- May need to draw line between collecting information/Letting FW continue. Educating while surveying may not be best approach. c. Ron P- Pull from existing FW community for focus group? Also non-FW community representation. d. Vicky-Find out what motivated FW, what worked. What did they need that they wouldn't have had otherwise? Lessons learned. Conduct an event? e. ChrisC- Kevin P. research method. Out in the community approach vs. formal survey. **ChrisC- Send Kevin's AFR to group. Vicky-Invite Kevin to June mtg. £ **ACTION Item- G3/4- Have meeting with FW communities. Steve/RonP collaborate on creating an all FW gathering opportunity. Or a form? g. RonP- Motion to accept current Goal outline, Hughes second. Motion passed unanimously. Timeline creation next step. E. WHZ Expansion Proposal Review (Tentative). Not discussed. Draft anticipated being available to review/discuss/endorse at June meeting. VII. COMMISSIONER COMMENTS A. 1 application submitted for new commissioner to replace Russ S. B. Bruce H.- Canyon Park FWC project- Most individual projects are completed. Common area is up for work. Overrun w/blackberries 7-8k sq ft. out of 19k and Japanese Knotweed. Working with Jackson Soil/Water conservation $10k grant to aid w/elimination and ODF work crew. Job council crew grubbed out roots, collected cardboard to lay out and placed blackberry mulch back on top. Adding 100 cubic yards of bark mulch over the top. Maintain until fall then selective planting of native plants to restore habitat and protect erosion. This is envisioned as a 3 year project. VIII. REVIEW AND SET COMMISSION CALENDAR / NEXT MEETING A. Next meeting June 10, 2015. IX. ADJOURN: 12:47 PM In compliance with the Americans with Disabilities Act, ifyou need special assistance to participate in this meeting, please contact the Public Works Office at 488-5587 (TTYphone number 1 800 735 2900). Notification 48 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 I). CITY OF -ASHLAND Council Communication June 16, 2015, Business Meeting Liquor License Application for Brian Denner dba Simple Machine FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of a Liquor License Application from Brian Denner dba Simple Machine at 438 Morton Street. BACKGROUND AND POLICY IMPLICATIONS: Application is for a "new license" for WINERY - no consumption or sale at site- custom crush agreement only. OLCC requires applicant to use home address even though no crushing, consumption or sales will take place at this site. Only for business paperwork. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32) and has been reviewed by the Police Department. In May 1999, the council decided it would make the above recommendations on all liquor license applications. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Endorse the application with the following: The City has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable and has been reviewed by the Police Department. The City Council recommends that the OLCC proceed with the processing of this application. SUGGESTED MOTION: Under Consent agenda item, a motion to approve liquor license for Brian Denner dba Simple Machine ATTACHMENTS: Liquor License Application Custom Crush agreement Page I of I ~r, 0 OREGON R CONTROL COMMIMO' r LIQUOR LICENSE APPLICATION CITY AND MINTY USE OWY rvoN IV ACTIONS Ogle n received: mom e t Eetabamv OThe City CaunaO at ~Q► Coktc Caterer l ftw=Wcwftr OtRer Pu fa Loin PMrahs Ctub n~ ttwt thb Hconse, ba+ sopf%4*09unted G*Awftw setae (i6202Myr) 0 0 9 D t3eanmd O nenTaa or, ) obb) (S 2 UV y/VG• Natpe: Outer: TNe: 904MAUTHORRY edt here N you we aging for a change of owrwmWp at a business OLOC ©Ch that has a c urent tW hioerme, at If you are appMM to an OS Premkoe d sates Gontse aril are mques ft a 90-0ay TenVomy Authwrity APP pmbw" S ING AS: W °a~' T-r~ CkbdMd © + tiwwmmm, C}~ 90. fty aueww. ayes 1. Etft or t+i vb trek apphying for Im Imum Mee SECTION I of the Qshdej Z Trade Nerve (ckwa t Wv-cl &StobvessLocedom 75, ~ '7L f +"r ~1 Ll- > C x br L' ly 4 ) ( ( } Woo" 4. h3 Address: 3 W ~a~ v~ 0(2- q75-2-0 (PO boot, o wnbm sbwt, vest mub) tom) tom?' Woo" t). N Ifite business at Vft tenon csun * Bmwed by OLM LIYes to T. if yes ib TM of h iss & hOnw Buttess Now 9. VM you have a paar*W No Now AA6J y /Lt qa mom ~an~ tU~r eom+) r nye~tiil{=~ 10.M& Is the (t" gwimdng body where your bugness Is ftded? ~ V ~ of ft or ctpereatifora,>smoicaftm_Er iwo- N~%V\t<- 5gt) dft t1i t"W 1 ul d Mat N my answers are not true apd campW the OM may deny my license appftaftw ) a" Date: L m Daft ® Rift 1.800.+I5S.CX= (66M a wig ' Jacksonville Wine Company, LLB CUSTOM WINEMAKING AGREEMENT-2014 VINTAGE BETWEEN: Jacksonville Wine Company, LLC ("Winery") PO Box 310 Jacksonville, OR 97530 Phone: 541-245-1133 Fax: 541-245-1144 And Si v~nn(~ 14Crct t^t LAC ("Client") 44 3a 'bc r~ ~ Phone: 0 10 0.5 -5113) Fax: R u!5 ,;,f 1 5 201q ("Effective Date") RECITALS Winery is in the business of winemaking at 4477 South Stage Road, in Medford, Oregon (the "Winemaking Premises"). Winery holds a Winery License issued by the Oregon Liquor Control Commission ("OLCC") and is authorized to operate a Bonded Wine Premise under its Basic Permit with the Federal Alcohol, Tobacco, Tax and Trade Bureau ("TTB"). Client desires to engage Winery's services in the production, bottling, and labeling of finished custom wine (the "Wine") to be made from grapes supplied by Client ("Grapes"). Winery desires to provide such services to Client on the terms set forth in this Custom Winemaking Agreement (this "Agreement"). AGREEMENT 1. Vintage; Processing. Client agrees that Winery will produce the Wine from Grapes of the 2014 vintage supplied by Client, as set forth below: 1.1 Delivery of Grapes; Base Winemaking Fees. Client will arrange delivery of Grapes to Winery's crush pad, at Client's expense and Client's risk of loss, in totes clearly marked as belonging to Client_ The variety and approximate tonnage of Grapes to be processed is identified in the table below, at the indicated base price per 9 liter (12 x 750mL) case or equivalent. The base price stated for red Wine varieties is for processing under the Schedule of Winemaking Activities (described on Schedule Aas applicable and indicated below. Projected Estimated White Red Price per Base Varie /Kind Touna a Cases Crush Crush Case Winemakin Fee S Z t zcs e Z (zd Unless Client has obtained Winery's express, prior written approval (in Winery's sole discretion), Winery reserves the right to refuse any volume of Grapes delivered that is more than 110% of the Projected Tonnage identified above. Winery is not responsible for lost totes. 1.2 Materials. Page I--Custom Winemaking Agreement DWT 16669788x1 0050033-004452 13.10 Further Assurances. Each party agrees, at the reasonable request of the other, to promptly execute and deliver all such further documents, and to promptly take or forbear from all such action, as may be reasonably necessary or appropriate in order to more effectively confirm or carry out the provisions of this Agreement. The parties have executed this Agreement as of the Effective Date set forth above. WINERY: CLIENT - Jackson ' le Wine Company, LLC By: By: r,-r.~ ti i.~Itr Name: Name: Title: L Title: (-J XN-e wy, C Date: Date: Page ]O--Custom Winemaking Agreement DWT 16669788v1 0050033-004452 CITY OF -ASHLAND Council Communication June 16, 2015, Business Meeting Liquor License Application for Will Volpert dba Rogue Creations, LLC FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of a Liquor License Application from Will Volpert dba Rogue Creations, LLC at 130 A Street #2B BACKGROUND AND POLICY IMPLICATIONS: Application is for a "new license" for "Limited on-premises Sales." Alcohol sales are for rafting guests only and not for public sales. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the City's land use, business license and restaurant registration requirements (AMC Chapter 6.32) and has been reviewed by the Police Department. In May 1999, the Council decided it would make the above recommendations on all liquor license applications. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Endorse the application with the following: The City has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable and has been reviewed by the Police Department. The City Council recommends that the OLCC proceed with the processing of this application. SUGGESTED MOTION: Under Consent agenda item, a motion to approve liquor license for Will Volpert dba Rogue Creations, LLC ATTACHMENTS: Liquor License Application Page l of 1 ~r, OREGON LIQUOR CONTROL COMMISSION - Imm LIQUOR LICENSE APPLICATION Application is being made for: CITY AND COUNTY USE ONLY LICENSE TYPES ACTIONS Date application received: ❑ Full On-Premises Sales ($402.60/yr) ❑ Change Ownership Commercial Establishment ❑ New Outlet The City Council or County Commission: ❑ Caterer ❑ Greater Privilege Passenger Carrier ❑ Additional Privilege (name of city or county) Other Public Location ❑ Other Private Club recommends that this license be: Q Limited On-Premises Sales ($202.601yr) ❑ Granted ❑ Denied []Off-Premises Sales ($100/yr) By: []with Fuel Pumps (signature) (date) ❑ Brewery Public House ($252.60) Name: []Winery ($2501yr) Other: Title: 90-DAY AUTHORITY ❑ Check here if you are applying for a change of ownership at a business OLCC US O LY that has a current liquor license, or if you are applying for an Off-Premises Application Recd by: \ Sales license and are requesting a 90-Day Temporary Authority APPLYING AS: Date: ;51 d []Limited []Corporation El Limited Liability []Individuals Partnership Company 90-day authority: ❑ Yes ❑ No 1. Entity or Individuals applying for the license: [See SECTION 1 of the Guide] Q Rogue Creations, LLC O 2_ Trade Name (dba):Indigo Creek Outfitters 3. Business Location:130 A Street #2B, Ashland, Jackson County, Oregon, 97520 (number, street, rural route) (city) (county) (state) (ZIP code) 4. Business Mailing Address: 130 A Street #2B, Ashland, Jackson County, Oregon, 97520 (PO box, number, street, rural route) (city) (state) (ZIP code) 5. Business Numbers:541-282-4535 (phone) (fax) 6. Is the business at this location currently licensed by OLCC? []Yes DVo 7. If yes to whom: Type of License: 8. Former Business Name: 9. Will you have a manager? []Yes ONo Name: (manager must fill out an Individual History form) 10. What is the local governing body where your business is located?!i P (Jackson County) (name of city or county) 11. Contact person for this application:Will Volpert, 541-282-4535 (name) (phone number(s)) 130 A Street #213, Ashland, Oregon, 97520 will@indigocreekoutfitters.com (address) (fax number) (e-mail address) I understand that if my answers are not true and complete, the OLCC may deny my license application. App~l[ic t(s) Signature(s) and Date: T ,W U ? DateFeb 23, 20615Z Date Z Date ® Date 1-800-452-OLCC (6522) a www.oregon.gov/oicc (rey. 08/2011) CITY OF ASHLAND Council Communication June 16, 2015, Business Meeting Application for Oregon Watershed Enhancement Board Grant FROM: Chris Chambers, Forest Division Chief, Fire Department, chamberc@ashland.or.us SUMMARY As part of the Ashland Forest Resiliency Project and extension of that work to a broader landscape surrounding the watershed and the community, the City has as opportunity to sponsor a grant through the State of Oregon Watershed Enhancement Board, or OWEB. OWEB's Focused Investment Partnerships grant offers up to $6 million over a 6 year period. The project proposal to OWEB would focus primarily on private land in the 52,000 acre footprint area, but may also fund limited work on the federal land portion of AFR and City forestlands. It would not fund maintenance on federal land. There is a 25% match requirement that would be met by the recently awarded $3.16 million from the Joint Chief's Restoration Partnership and U.S. Forest Service hazardous fuels reduction fund. The Fire Department would like permission from Council to apply for this grant. BACKGROUND AND POLICY IMPLICATIONS In order to qualify for the Two Chief's funding opportunity and protect our watershed on a scale commensurate with recent wildfire size, the AFR partnership developed a broad vision for forest restoration and reduction of hazardous fuels that expanded the 7,600 acre AFR footprint to 52,000 acres surrounding the community and Ashland watershed. The successful Two Chief's award funded 1,000 acres of that area through the Natural Resource Conservation Service this year. To address the remaining priority acres in the larger footprint, a significant investment is needed and the OWEB opportunity provides that opportunity. Work under this grant would further protect critical infrastructure, homes, property, unique habitats, and our water supply. The City would serve as fiscal agent and administrator of the grant funds. COUNCIL GOALS SUPPORTED • Protect the integrity and safety of the watershed. • Prepare the communityfor natural and human-made disasters. • Support innovative programs that protect the community. • Prepare for the impact of climate change on the community. FISCAL IMPLICATIONS There is no requirement for City funding to secure this grant, however, the request will include funding for a temporary, part time position to deal with the grant administration workload. Any allowable overhead fees will be applied to the grant budget. If grant funds are awarded, a supplemental budget request would be brought back to the Council in the future. Page l of 2 ~r, CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION Staff recommends Council approve the request to submit the OWEB grant application before July 1, 2015. SUGGESTED MOTION I move approval of an application for the Oregon Watershed Enhancement Board Focused Investment Partnership grant for the Ashland Forest All-lands Restoration Project. ATTACHMENTS None Page 2 of 2 ~r, CITY OF -ASHLAND Council Communication June 16, 2015, Business Meeting Special Procurement - Neilson Research, Water Quality Testing FROM Greg Hunter, Water Treatment Plant Supervisor, greg.huntergashland.or.us David Gies, Waste Water Treatment Plant Supervisor, david._giesgashland.or.us Steve Walker, Water Division Supervisor, steve.walkergashland.or.us Bruce Dickens, Parks Superintendent, bruce.dickensAashland.or.us SUMMARY This "Contract-specific Special Procurement" will allow the Public Works and Parks Departments to directly award contracts to Neilson Research for water quality testing services. This will allow Public Works divisions and Parks to retain control of the water samples and ensure that the samples are handled in the most efficient and appropriate manner because the samples can be taken, tracked, and hand delivered by City and Parks employees to Neilson Research in Medford, Oregon. Neilson Research is the only state certified lab located in the Rogue Valley. The term of this "Contract-specific Special Procurement" will begin on July 1, 2015, and expire on June 30, 2019. BACKGROUND AND POLICY IMPLICATIONS: A Special Procurement is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. The Special Procurement, Approval Request Form, (written findings) and quotes are attached for your review and consideration. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model Rules except for the following: G. Special Procurements - a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 27913.055, 27913.060, 27913.065, 27913.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 27913.085 and all other applicable provisions of law. FISCAL IMPLICATIONS: Funds are budgeted each fiscal year for water quality testing required by the WTP, WWTP, Water Division and Parks. (Please refer to the attached quotes.) Page 1 of 2 Wr, CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that the "Contract-specific Special Procurement" be approved. SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve (or decline) the "Contract- specific Special Procurement" with Neilson Research for water quality testing. ATTACHMENTS: 1. Form #9, Written Findings - Special Procurement, Request for Approval 2. Quotes provided by Neilson Research for WTP, WWTP, Water Division and Parks Page 2 of 2 Ir, CITY OF FORM #9 -AS H LAN D SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: Greg Hunter (WTP), Steve Walker (Water Division), David Gies (WWTP) and Bruce Dickens (Parks Superintendent) Date: June 16, 2015 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Public Works (WTP WWTP and Water Division) and Parks 2. Department Contact Name: Greg Hunter (WTP) David Gies (WWTP), Steve Walker (Water Division), Bruce Dickens (Parks Superintendent) 3. Type of Request: _ Class Special Procurement X Contract-specific Special Procurement 4. Time Period Requested: From July 1, 2015 To: June 30, 2019 5. Total Estimated Cost: WTP & Water Division $22,491.00 per year, WWTP $38,737.50 per year, Parks $1,700.00 per year (The amounts listed here are for mandated testing per the attached quotes. Additional testing maw performed as needed.) 6. Short title of the Procurement: WATER QUALITY TESTING - NEILSON RESEARCH Supplies and/or Services or class of Supplies and/or Services to be acquired: WTP and Water Division - EPA Mandated Water Quality Testing W WTP - DEQ Mandated Waste Water Effluent Testing Parks - Two locations tested weekly May to September Reservoir and children's playground) 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: A Contract-specific Special Procurement was processed and approved by Council on Form #9 - Special Procurement - Request for Approval, Page 1 of 3, 6/9/2015 June 19, 2012 to directly award a contract to Neilson Research and it is valid until June 30. 2016. The reason for this Contract-specific Special Procurement is to include Parks and extend the date until June 30.2020. Proposed procedure: The proposed procedure is "direct award" to Neilson Research per the following written findings. Individual quotes were requested and received by the WTP. Water Division W WTP and Parks Division for mandated water quality testing. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. Neilson Research is located in Medford Oregon. Many samples are time/temperature sensitive and must be received by the lab within 24 hours; therefore, having the ability to hand deliver the samples rather than paying the additional cost for shipping, including overnight shipping services and receipt confirmation would result in a substantial cost savings for the City. The two major carriers, UPS and Federal Express have preset schedules for pickups and deliveries and it would require the City to coordinate the actual time samples are taken, includinp, the requirements of each test, to correspond with the prescheduled UPS and/or Fed Ex pickups. Most importantly, the City can ensure that the samples are handled in the most efficient and appropriate manner because the samples can be taken, tracked and hand delivered by City and Parks employees to Neilson Research Lab located in Medford Oregon. And Neilson Research has consistently provided reliable and timely test results. 9. Findings to Satisfy the Required Standards: This proposed special procurement: X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: This direct award will be unlikely to encourage favoritism or substantially diminish competition because Neilson Research is the only state certified lab and the only local testing lab in the Rogue Valley. (The next closest state certified lab is located in Roseburg, Oregon.) (Please provide specific infornation that demonstrates how the proposed Special Procurement meets this requirement.); and _X_ (b)(i) will result in substantial cost savings to the contracting agency or to the public because: Many samples are time/temperature sensitive and must be received by the lab within 24 hours and not exceed a certain temperature; therefore, havinP the ability to hand deliver the samples rather than paying the additional cost for shipping individual samples overnight with recent confirmation provides a substantial cost savings to the City and Parks. (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 27913.055, 279B.060, 27913.065, or 279B.070, or any rules adopted thereunder because: Directly awarding the water quali testing services to Neilson Research will promote the public interest by ensurinf4 that the mandated testing is performed in a manner that meets all state and federal requirements and the City/Parks retains control of how and when the samples are received at the lab. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 - Special Procurement - Request for Approval, Page 2 of 3, 6/9/2015 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us - [If'approved, June 17, 2015] PUBLIC NOTICE Approval of a Special Procurement First date of publication: [If approved, June 17, 2015] A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on [Ifapproved, June 16, 2015]. This "Contract-specific Special Procurement" was processed to seek an exemption from the competitive bid process to directly cnvard a public contract for water quality testing services to Neilson Research in Medford, Oregon. Neilson Research is the only local state certified lab in the Rogue Valley, and it is imperative that mandated water quality testing for the WTP and Water Division, I WTP and Parks be performed in a manner that ineets all state and federal requirements. Many, of the required tests are lime/leniperature sensitive and must be received at the lab within 24 hours, and both the City acrd Parks are able to retain control of hotiv and when samples are taken, tracked, and hand delivered to Neilson Research. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 27913.055, 27913.060, 279B.065, or 27913.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kari Olson, Purchasing, 90 N. Mountain Avenue, Ashland, Oregon, 97520. The seven (7) protest period will expire at 5:00pm on [Ifapproved/published• Jame 24, 2015]. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement- Request for Approval, Page 3 of 3, 6/9/2015 NEILSON RESEARCH CORPORATION Quote Analytical Laboratory 245 South Grape'Street MEDFORD, OR 97501 Customer No.: ASHLAND-DW Quote No.: 743 Quote To: City of Ashland _ DW Ship To: 2015-2016 Drinking Water Water Quality Technicians 90 North Mountain Ashland, OR 97520 "ttr= G.✓s. 3 ro"t..%-?' L.4~ 'G Lam' G ! G i ' 02102/15 Net 30 I Purchase Order NRC 07101/15 ltjm Number Oescription Unit Price Amount • 300 DCITY Total Coliform Bacteria 26.00 7800.00 Routine Bacterias 84 QUANTI Quanti-Tray 47.50 3990.00 Total Coliform & E.Coli 12 DCITY Total Coliform Bacteria 26.00 312.00 Lithia Bacterias 24 5310C Total Organic Carbon (TOC) 55.00 1320.00 2 TOP35 Top 35 Water Analysis 250.00 500.00 12 310.1 Alkalinity, Total 30.00 360.00 16 TTHM/HAA TTHM/HAA Package 225.00 3600.00 75 DCITY Total Coliform Bacteria 26.00 1950.00 Special Bacterias 4 1200-Z+ Stormwater:1200-Z+ 266.00 1064.00 Cd, Cr, Cu, Ni, Pb, Zn, As TSS, Oil & Grease 1 SOC Synthetic Organics SOC 1175.00 1175.00 1 VOC VOCs - Full Analysis-Water 210.00 210.00 1 NRC (This price quote is good for 0.00 0.00 July 1, 2015 - June 30, 2016 l ~ "---'Quote subtotal 22281.00 Quote total 22281.00 Thank You NEILSON RESEARCH CORPORATION Quote Analytical Laboratory 245 South Grape Street MEDFORD, OR 97501 Customer No.: ASHLAND-WW Quote No.: 746 Quote To: City of Ashland_WWTP Ship To: Wastewater Treatment Plant 90 N. Mountain ASHLAND, OR 97520 03/12/15 Net 30 Sales Person Required N RC 07/01115 w _ Item Number ■Description Unit Price Amount 92 350.1 Ammonia Nitrogen 39.50 3634.00 12 350.1 Ammonia Nitrogen 79.00 948.00 Rush 2x list once per month 92 N02NO3 Nitrate +_Nitrite as N 38.00 3496.00 12 N02NO3 Nitrate + Nitrite as N 76.00 912.00 Rush 2 X list once per month 92 351.2 Tot. Kjeldahl Nitrogen 55.00 5060.00 12 351.2 Tot. Kjeldahl Nitrogen 110.00 1320.00 Rush 2 X list once per month 40 365.3 Phosphorus, Total 47.50 1900.00 64 365.3 Phosphorus, Total 95.00 6080.00 Rush 2 X list 8 months/yr 3 624 Volatiles - GCMS Waste 210.00 630.00 Water 3 625 Semi Volatiles - Wastewater 420.00 1260.00 3 608 Pesticides & PCB's 235.00 705.00 3 335.3 Cyanide 65.00 195.00 Weak Acid Dissociable 3 335.3 Cyanide: Total 65.00 195.00 3 ICP-MS ICP-MS: EPA 6020/200.8 - Sb, 272.00 816.00 As,Ba,Be,Cd,Cr,Cu,Mo,Pb,Ni 3 ICP ICP 60101200.7 Metals 83.00 249.00 Fe & Hardness 3 420.1 Phenolics 75.00 225.00 3 1631 Mercury by EPA 1631 100.00 300.00 Subcontracted 3 245.1 Mercury: Cold Vapor, AA 52.50 157.50 NEILSON RESEARCH CORPORATION Quote Analytical Laboratory 245 South Grape Street MEDFORD, OR 97501 Customer No.: ASHLAND-WW Quote No.: 746 Quote To: City of Ashland_WWTP Ship To: Wastewater Treatment Plant 90 N. Mountain ASHLAND, OR 97520 Date Ship Via 03/12/15 Net 30 Purchase • Order Number Sales Person NRC 07/01/15 Shipped Required B.O. Item Number Description Unit Price Amount 1 SA Sludge Analysis:Ag, As,Cd,Cr 335.00 335.00 Cu, Hg, K, Mo, N i, Pb, Se, Zn, TKN, Am N,N03-N,Phos,TS, VS,pH 80 NRC Unknown Testing 129.00 10320.00 1 NRC This price quote is good for 0.00 0.00 July 1, 2015 - June 30, 2016 Quote subtotal 38737.50 Quote total 38737.50 NEILSON RESEARCH CORPORATION Quote Analytical Laboratory 245 South Grape Street MEDFORD, OR 97501 Customer No.: ASH5340 Quote No.: 717 Quote To: Ashland Parks & Rec. Ship To: Ashland Creek 340 S Pioneer St. Ashland, OR 97520 F.O.B. Terms j 02/25/15 Net 30 I Sales Person Required NRC 02125/15 j Description 2 QUANTI Quanti-Tray ' 47.50 95.00 Total Coliform & E.Coli 2 Samples-per-week 1 NRC ° This price quote is good for 0.00 0.00 ,E July 1, 2015 - June 30, 2017 uo e subTotal 95.00 Quote total 95.00 Our testing normally begins in mid-May and ends in mid-September. The two locations tested each week are the reservoir and the children's playground area. 5/21/14 - weekly water testing began 9/17/14 - weekly testing ended 18 tests conducted in 2014 for Parks = at $95 each = $1,710.00 for 2014 Approx $3,500 for the BN 15-17 period for Parks. Thank You NEILSON RESEARCH CORPORATION Analytical Laboratory Quote 245 South Grape Street MEDFORD, OR 97501 Customer No.: ASHLAND-DW Quote No.: 744 Quote To: City of Ashland _ DW Ship To: 2016-2017 Drinking Water Water Quality Technicians 90 North Mountain Ashland, OR 97520 s.- •c 02/02/15 Net 30 P Sales urchase Order Number N RC 07/01/16 Description Unit Price Amount 300 DCITY Total Coliform Bacteria 26.00 7800.00 Routine Bacterias 84 QUANTI Quanti-Tray 47.50 3990.00 Total Coliform & E.Coli 12 DCITY Total Coliform Bacteria . 26.00 312.00 Lithia Bacterias 24 5310C Total Organic Carbon (TOC) 55-00 1320.00 2 TOP35 Top 35 Water Analysis 250.00 500.00 12 310.1 Alkalinity, Total 30.00 360.00 16 TTHM/HAA TTHM/HAA Package 225.00 3600.00 75 DCITY Total Coliform Bacteria 26.00 1950.00 Special Bacterias 4 1200-Z+ Stormwater:1200-Z+ 266.00 1064.00 Cd, Cr, Cu, Ni, Pb, Zn, As TSS,-Oil & Grease 1 SOC Synthetic Organics SOC 1175.00 1175.00 2 VOC VOCs - Full Analysis-Water 210.00 420.00 1 NRC This price quote is good for 0.00 0.00 July 1, 2016 - June 30, 2017 - --Quote total 22491.00 Quote total 22491.00 Thank You NEILSON RESEARCH CORPORATION Quote Analytical Laboratory 245 South Grape Street MEDFORD, OR 97501 Customer No.: ASHLAND-WW Quote No.: 749 Quote To: City of Ashland_WWTP Ship To: 2016-2017 Wastewater Wastewater Treatment Plant 90 N. Mountain ASHLAND, OR 97520 • 03/24/15 Net 30 Order Purchase N RC 06/30/16 0 Description Unit Price Amount Item Number 92 350.1 Ammonia Nitrogen 39.50 3634.00 12 350.1 Ammonia Nitrogen 79.00 948.00 Rush 2x list once per month 92 N02NO3 Nitrate + Nitrite as N 38.00 3496.00 12 N02NO3 Nitrate + Nitrite as N 76.00 912.00 Rush 2 X list once per month 92 351.2 Tot. Kjeldahl Nitrogen 55.00 5060.00 12 351.2 Tot. Kjeldahl Nitrogen 110.00 1320.00 Rush 2 X list once per month 40 365.3 Phosphorus, Total 47.50 1900.00 64 365.3 Phosphorus, Total 95.00 6080.00 Rush 2 X list 8 months/yr 3 624 Volatiles - GCMS Waste 210.00 630.00 Water 3 625 Semi Volatiles - Wastewater 420.00 1260.00 3 608 Pesticides & PCB's 235.00 705.00 3 335.3 Cyanide 65.00 195.00 Weak Acid Dissociable 3 335.3 Cyanide: Total 65.00 195.00 3 ICP-MS ICP-MS: EPA 6020/200.8 - Sb, 272.00 816.00 As,Ba,Be,Cd,Cr,Cu,Mo,Pb,Ni 3 ICP ICP 6010/200.7 Metals 83.00 249.00 Fe & Hardness 3 420.1 Phenolics 75.00 225.00 3 1631 Mercury by EPA 1631 100.00 300.00 Subcontracted 3 245.1 Mercury: Cold Vapor, AA 52.50 157.50 NEILSON RESEARCH CORPORATION Quote Analytical Laboratory 245 South Grape Street MEDFORD, OR 97501 Customer No., ASHLAND-WW Quote No.: 749 Quote To: City of Ashland_WWTP Ship To: 2016-2017 Wastewater Wastewater Treatment Plant 90 N. Mountain ASHLAND, OR 97520 03/24/15 Net 30 Purchase • Order Number Sales Person N RC 06/30/16 Quantii~v Item Number Description Unit Price B.O. I 1 SA Sludge Analysis:Ag, As,Cd,Cr 335.00 335.00 Cu,Hg,K,Mo,Ni,Pb,Se,Zn,TKN, Am N,N03-N,Phos,TS, VS,pH 80 NRC Unknown Testing 129.00 10320.00 1 NRC This price quote is good for 0.00 0.00 July 1, 2016 - June 30, 2017 Quote subtotal 38737.50 Quote total 38737.50 CITY OF -ASHLAND Council Communication June 16, 2015, Business Meeting Special Procurement - Polydyne (Polymer) for WWTP FROM David Gies, Waste Water Treatment Plant Supervisor, david. ies(a~ashland.or.us SUMMARY This "Contract-specific Special Procurement" will allow the Wastewater Treatment Plant to directly award a contract to Polydyne for the purchase of polymer (Clarifloc C-6286). This chemical is used at the WWTP to assist with the "thickening" of biosolids which removes excess water from the solids. The excess solids that are generated are in the 1-2% range and after being treated with this polymer, the solids are thickened to approximately 20%. Therefore, fewer loads of biosolids are hauled to Dry Creek Landfill as a result of using this polymer. The need for polymer may fluctuate from year to year or season to season based on sludge characteristics. This polymer (Clarifloc C-6286) continues to perform well and is the best product for the application. The term of this "Contract-specific Special Procurement" will begin on July 1, 2015 and expire on June 30, 2019. BACKGROUND AND POLICY IMPLICATIONS: A Special Procurement is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. The Special Procurement, Approval Request Form (written findings) and quote are attached for your review and consideration. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A 279C and the Model Rules except for the following: G. Special Procurements - a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 27913.055, 279B.060, 27913.065, 27913.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 27913.085 and all other applicable provisions of law. COUNCIL GOALS SUPPORTED: None. Page 1 of 2 CITY OF ASHLAND FISCAL IMPLICATIONS: Funds are budgeted each fiscal year for the purchase of polymer (Clarifloc C-6286) for use at the WWTP. Polydyne has provided a quote of $1.13 per pound for liquid polymer (Clarifloc C-6286). The estimate for FY 2015 is 41,000 pounds for a total of $46,330.00. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that the "Contract-specific Special Procurement" be approved. SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the award of a public contract to Polydyne for the purchase of polymer (Clarifloc C-6286) for use at the WWTP. ATTACHMENTS: 1. Form #9, Written Findings - Special Procurement, Request for Approval 2. Quote for polymer (Clarifloc C-6286) provided by Polydyne Page 2 of 2 OW ,V7111 CITY OF FORM #9 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: David Gies, Wastewater Treatment Plant Supervisor Date: June 16, 2015 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Wastewater Treatment Plant 2. Department Contact Name: David Gies 3. Type of Request: Class Special Procurement X Contract-specific Special Procurement 4. Time Period Requested: From July 1, 2015 To: June 30, 2019 5. Total Estimated Cost: Cost estimate for FY 2016-$46,330.00 (41,000 Lbs A $1.13/Lb) Note: The need for Polymer may fluctuate from year to year or season to season based on sludge characteristics. 6. Short title of the Procurement: POLYMER (CLARIFLOC C-6286) Supplies and/or Services or class of Supplies and/or Services to be acquired: The chemical being acquired is Polydyne Clarifloc C-6286 (Polymer). This chemical is used at the W WTP to assist with the "thickening" ofbiosolids which removes excess water from the solids. The excess solids that are generated are in the 1-2% range and after being treated with this polymer, the solids are thickened to approximately 20%. Therefore, fewer loads of biosolids are hauled to Dry Creek Landfill as a result of using this polymer. 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: Not all polymer works the same. Finding the right polymer product is done by testing the solids and doing "jar tests" to see what works best for a specific application. When the W WTP Form #9 - Special Procurement - Request for Approval, Page 1 of 3, 6/9/2015 reconstruction was complete, numerous manufacturers of polymer products were contacted and "jar tests" were performed using the different polymers. It was determined at that time that the Pol dyne Clarifloc C-6286 was the best product for this application and it has been continually effective in thickening the biosolids. Proposed procedure: The proposed contracting procedure is "direct award" for a term of 4 years (2 biennium budgets). 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. "Jar tests" were performed using various polymers provided by numerous manufacturers And at that time, it was determined that the Pol dy yne's polymer Clarifloc C-6286 was the best product for this application. 9. Findings to Satisfy the Required Standards: This proposed special procurement: X_ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: It is unlikely to diminish competition, because numerous manufacturers were contacted when the "jar tests" were performed using the different polymers and it was determined at that time after testing various polymers, that the polymer manufactured by Polydyne was the best fit for the application (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and (b)(i) will result in substantial cost savings to the contracting agency or to the public because: (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 27913.055, 27913.060, 27913.065, or 27913.070, or any rules adopted thereunder because: At this time there is no need to conduct "jar tests" in search of another polymer that will perform in the same manner. The polymer being used has continued to perform well and is meeting the needs of the W WTP. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 - Special Procurement - Request for Approval, Page 2 of 3, 6/9/2015 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us - flfapprovea', Jame 17, 2015] PUBLIC NOTICE Approval of a Special Procurement First date of publication: flf approved, Jame 17, 2015] A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on "f approved, June 16, 2015]. This "Contract-specific Special Procurement" was processed to seek an exemption from the competitive bid process to directly award a contract to Polydyne Inc. for the acquisition of Polydyne Clarifloc C-6286 (Polymer) for a term of 4 years. This chemical is used at the WWTP to assist with the "thickening" of biosolids which removes excess water from the solids. The excess solids that are generated are in the 1-2% range and after being treated with this polymer, the solids are thickened to approximately 20%. Therefore, fewer loads of biosolids are hauled to Dry Creek Landfill as a result of using this polymer. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 279B.060, 279B.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kari Olson, Purchasing, 90 N. Mountain Avenue, Ashland, Oregon, 97520. The seven (7) protest period will expire at 5:00pm on [ f approved/pzehlished:.Iune 24, 2015]. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement - Request for Approval, Page 3 of 3, 6/9/2015 June 8, 2015 City of Ashland WWTP ATTN: Mr. Geis 90 N. Mountain Avenue Ashland, OR 97420 SUBJECT. POLYDYNE CLARIFLOC C-6286 CONTRACT EXTENSION Dear Mr. Geis: SNF Polydyne would like to thank you for the continuing business. The city of Ashland, OR waste water treatment plant has been a valuable customer for many years and we look forward to continuing that relationship. Polydyne, Inc is offering to extend the current agreement starting July 1, 2015 for another year up to June 2016 for Clarifloc C-6286 at the price of $1.13 per pound. All conditions will remain the same. We appreciate your continuing business and for being a valuable partner with SNF Polydyne. If you have any questions, please do not hesitate to call me at (360) 931- 5566. Sincerely, Joe DesRochers Technical Sales Representative PO Box 279 Riceboro, GA 31323 USA - Tel 800-848-7659 - Fax 912-880-2078 • www.polydyneinc.com CITY OF ASHLAND Council Communication June 16, 2015, Business Meeting Special Procurement - Aluminum Sulfate for the Water Treatment Plant FROM Greg Hunter, Waste Treatment Plant Supervisor, greg.hunterAashland.or.us SUMMARY This "Contract- specific Special Procurement" will allow the Water Treatment Plant to directly award a contract to Eco Services (formerly Rhodia) for the purchase of Aluminum Sulfate (48.5% Concentration). This chemical is extremely important. It has been used by the WTP for over 20 years and continues to be a dependable and reliable product for the state mandated treatment of potable water. It assists with the treatment process to make water safe to drink by removing pathogens and other contaminants. The WTP requires chemicals that will enable the water filtration system to meet and/or exceed all of the current Federal and State Drinking Water Regulations as promulgated under the authority of the Environmental Protection Agency (EPA) and the Oregon Department of Health Services (ODHS). The term of this "Contract-specific Special Procurement" will begin on July 1, 2015 and expire on June 30, 2019. BACKGROUND AND POLICY IMPLICATIONS: A Special Procurement is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. The Special Procurement, Approval Request Form (written findings) and quote are attached for your review and consideration. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model Rules except for the following: G. Special Procurements - a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 27913.055, 27913.060, 279B.065, 27913.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 279B.085 and all other applicable provisions of law. COUNCIL GOALS SUPPORTED: None. Page 1 of 2 orpF416, CITY OF ASHLAND FISCAL IMPLICATIONS: Funds are budgeted each fiscal year for the purchase of aluminum sulfate for use at the WTP. Eco Services has provided a quote of $349.74 per dry ton, plus delivery charges. The estimate for the biennium budget is 18 loads at a cost of $5,724.84 per load for a total of $103,047.12. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that the "Contract-specific Special Procurement" be approved. SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the award of a public contract to Eco Services for the purchase of aluminum sulfate for use at the WTP. ATTACHMENTS: 1. Form #9, Written Findings - Special Procurement, Request for Approval 2. Quote for aluminum sulfate provided by Eco Services Page 2 of 2 1r, CITY OF FFORM #9 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL Greater than $5,000 To: City Council, Local Contract Review Board From: Greg Hunter, WTP Supervisor Date: June 16, 2015 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS27913.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Water Treatment Plant (Public Works) 2. Department Contact Name: Grp Hunter WTP Supervisor 3. Type of Request: Class Special Procurement X Contract-specific Special Procurement 4. Time Period Requested: From July 1, 2015 To: June 30, 2019 5. Total Estimated Cost: Estimate for (2) year biennium budget (FY 16 & FY 17) - $103.047.12 6. Supplies and/or Services or class of Supplies and/or Services to be acquired This "Contract specific Special Procurement" will allow the WTP to directly award a contract to Eco Services (Formerly Rhodia) for the Purchase of Aluminum Sulfate (48.5% Concentration). This chemical is extremely important because it assists with the treatment process that makes water safe to drink by removing pathogens and other contaminants The City has been using the alum manufactured by Eco Services (formerly Rhodia) for over 20 years This product continues to be reliable and consistent in the treatment of potable water, and the use of aluminum sulfate fulfills the state mandated requirements for processing surface supplied drinking water. 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Form #9 - Special Procurement - Request for Approval, Page 1 of 3, 6/10/2015 An Invitation to Bid was processed for several WTP chemicals in 2008, and on file with the City's Purchasing Department located at 90 North Mountain Avenue Ashland Oregon. One of the chemicals specified was specifically Rhodia Aluminum Sulfate and Rhodia Aluminum Sulfate can now only be purchased directly from Eco Services (formerly Rhodia. We have used the Aluminum Sulfate now provided by Eco Services (formerly Rhodia) for numerous years and found it to work verywell. Since the city operates its treatment plant under strict State and Federal guidelines, it is critical that the city have products that we know will work efficiently in our water treatment process. WTP staff is now seeking an exemption from the competitive bid process to purchase Aluminum Sulfate directly from Eco Services (formerly Rhodia). 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. Aluminum Sulfate must also remain in a state of suspension and not come out of solution nor crystallize in the WTP storage tank Eco Services (formerly Rhodia's) Aluminum Sulfate does not crystallize In addition the WTP requires chemicals that enable the water filtration system to meet and/or exceed all of the current Federal and State Drinking Water Regulations as promulgated under the authority of the environmental Protection Agency (EPA) and the Ore og n Department of Health Services (ODHS). 9. Findings to Satisfy the Required Standards: This proposed special procurement: (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: Not applicable (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and (b)(i) will result in substantial cost savings to the contracting agency or to the public because: Not applicable (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 27913.055, 27913.060, 27913.065, or 279B.070, or any rules adopted thereunder because: Most importantly the use of Eco Service's (formerly Rhodia's) Aluminum Sulfate is a consistent and reliable product that assists with the treatment process that makes the City's water safe to drink. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 - Special Procurement - Request for Approval, Page 2 of 3, 6/10/2015 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement. The Contracting Agency shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. Date Public Notice first appeared on www.ashland.or.us - L if .hone 17, 20157 PUBLIC NOTICE Approval of a Special Procurement First date of publication: Ilfapnroved .June 17 2015/ A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on f1faaw-oved .J,ne 16 20151. This "Contract-speck Special Procurement " was processed to seek an exemption front the competitive bid process to directly award a contract to Eco Services (formerly Rhodia) for the acquisition ofAluminum Sulfate for use at the WTP. This chemical has been used by the WTP for over 20 years and continues to be a dependable and reliable product for the state mandated treatment of potable water. It assists with the treatment process to make water safe to drink by removing pathogens and other contaminants. The WTP requires chemicals that will enable the water filtration system to meet and/or exceed all of the current Federal and State Drinking Water Regulations as promulgated under the authority of the Environmental Protection Agency (EPA) and the Oregon Department of Health Services (ODHS). It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 27913.055, 27913.060, 27913.065, or 27913.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kari Olson, Purchasing Representative, 90 N. Mountain, Ashland, OR 97520. The seven (7) protest period will expire at 5:00pm on [11apIvoved June 24,2015 . This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement - Request for Approval, Page 3 of 3, 6/10/2015 EC ERVICB Eco Services Operations LLC, CN 9803, Cranbury, NJ 08512 Phone: (609) 860-3666 Cell: (732) 547-7174 ECO-Service.com May 14, 2015 Greg Hunter Water Treatment Plant Supervisor City of Ashland 90 N. Mountain Ave Ashland, OR 97520 Dear Greg, Please consider this formal notification that Eco Services Operations LLC will maintain its current price of $349.74, per dry ton, plus delivery charges for the Aluminum Sulfate (ALUM) supplied to City of Ashland, from July 1, 2015 through June 30, 2017. Payment terms remain Net 30 Days from date of invoice Attached you will find copies of: Eco Services Operations' Terms and Conditions NSF Certification Product Specifications MSDS Insurance Coverage Contact Information: To Place an order (24 hours a day): Kim Irelan - 800 642-4200 or Kimberly.Irelan@eco-services.com Sales Representative: Tom Matus 951-587-9391 or Thomas.Matus@eco-services.com Emergency Phone Numbers: FOR EMERGENCIES INVOLVING A SPILL, LEAK, FIRE, EXPOSURE, and OR ACCIDENT CONTACT: CHEMTREC 800-424-9300 within the United States and Canada, or 703-527-3887 for international collect calls. "Contractor, Eco Services Operations LLC., shall not be liable for its failure to perform hereunder if said performance is made impracticable due to any circumstances beyond its reasonable control, including but not limited to, its inability to get a third party carrier to make deliveries because of the narrow access road leading to the City of Ashland plant. Contractor, Eco Services Operations LLC.., may omit deliveries during the period of continuance of such circumstances and the contract quantity shall be reduced by the quantities so omitted." Please do not hesitate to contact me if you require further information. Sincerely, 4s~~ Amy Schwartz Associate Market and Alum Manager EC ERVICB Eco Services Operations LLC, CN 9803, Cranbury, NJ 08512 Phone: (609) 860-3666 Cell: (732) 547-7174 ECO-Service.com 2015 GENERAL TERMS AND CONDITIONS 1. Eco Services Operations LLC., shall not be liable for its failure to perform hereunder if said performance is made impracticable due to any circumstances beyond its reasonable control, including but not limited to, its inability to get a third party carrier to make deliveries because of the narrow access road leading to the City of Ashland plant. Eco Services Operations LLC.., may omit deliveries during the period of continuance of such circumstances and the contract quantity shall be reduced by the quantities so omitted. 2. Each shipment shall constitute a separate and independent transaction and Seller may recover for each such shipment without reference to any other. If Buyer is in default with respect to any terms or conditions of this contract, then, in addition to any other legal remedy available to Seller, Seller may, at its option, defer further shipments hereunder until such default be remedied (in which event Seller may elect to extend the contract period for a time equal to that for which shipments were so deferred), or, Seller may decline further performance of this contract. 3. In case of a dispute concerning the weight of Product delivered in bulk carload or tank car shipments, shipper's weight, certified to by sworn Weigh-master, shall govern absent manifest error. 4. Determination of the suitability of the Product supplied hereunder for the uses and applications contemplated by Buyer and others shall be the sole responsibility of Buyer. All warranties by Seller pertaining to the Product are expressed in this paragraph. Seller warrants that the Product delivered hereunder meets AWWA standards. SELLER MAKES NO OTHER EXPRESS WARRANTIES; THERE ARE NO IMPLIED WARRANTIES INCLUDING WITHOUT LIMITATION MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. BUYER ASSUMES ALL RISK AND LIABILITY FOR ALL LOSS, DAMAGE OR INJURY TO PERSON OR PROPERTY, INCLUDING WITHOUT LIMITATION POLLUTION, ENVIRONMENTAL DAMAGE AND RESTORATION LIABILITY, RESULTING FROM (1) THE USE OF SAID PRODUCT IN MANUFACTURING PROCESSES OR IN COMBINATION WITH OTHER SUBSTANCES, OR OTHERWISE (II) THE HANDLING AND DISPOSAL OF THE PRODUCT. 5. No claim of any kind, whether as to Product delivered or for non-delivery of Product, and whether arising in tort, contract or otherwise shall be greater in amount than the purchase price of the Product in respect of which such damages are claimed; and the failure to give written notice of claim within thirty (30) days from date of delivery, or the date fixed for delivery, as the case may be, shall constitute a waiver by Buyer of all claims in respect of such Product. IN NO EVENT SHALL SELLER BE LIABLE FOR SPECIAL, INDIRECT OR CONSEQUENTIAL DAMAGES OF ANY KIND INCLUDING WITHOUT LIMITATION BUYER'S MANUFACTURING COSTS, LOST PROFITS OR GOOD WILL, REGARDLESS OF THE FORM OR BASIS OF ANY ACTION. 6. Buyer shall reimburse Seller for all taxes, increases in or new taxes, excises or other charges which Seller may be required to pay to any governmental authority (national, state, provincial or local) upon, or measured by, the sale, production, transportation or use of any Product sold hereunder. Unless otherwise agreed to by Buyer in such credit application, interest on all sums past due from Buyer hereunder shall accrue and be payable by Buyer at the lesser of the maximum lawful rate and the prime interest rate quoted by Citibank, N.A., New York, New York, plus 2%. 7. Neither party shall be liable for its failure to perform hereunder if said performance is made impracticable due to any circumstances beyond the reasonable control of the party affected, including but not limited to, acts of God, acts of terrorism, fires, floods, wars, sabotage, accidents, labor disputes or shortages, plant shutdown, equipment failure, voluntary or involuntary compliance with any law, order, rule or regulation of government agency or authority, or inability to obtain material (including power and fuel), equipment or transportation. The affected party may omit purchases or deliveries during the period of continuance of such circumstances and the contract quantity shall be reduced by the quantities so omitted. During any period when Seller shall be unable to supply the total demands for any Product provided for in this contract, whether caused by the circumstances specified above or otherwise, Seller may allocate any available Product among all buyers including its own divisions and departments, on such basis as it may deem fair and practical. 8. This Contract constitutes the entire agreement between the parties concerning the subject matter hereof and there are no understandings, representations or warranties of any kind, express or implied, not expressly set forth herein. No modification of this Contract shall be of any force or effect unless such modification is in writing and signed by the party to be bound thereby; and no modification shall be effected by the acknowledgment or acceptance of purchase order forms containing terms or conditions at variance with those set forth herein. 9. Seller's waiver of any breach, or failure to enforce any of the terms and conditions of this contract, at any time, shall not in any way affect, limit or waive Seller's right thereafter to enforce and compel strict compliance with every term and condition hereof. The acceptance by the Seller of any payment after the specified due date shall not constitute a waiver of the Buyer's obligation to make further payments on the specified dates. 10. The Buyer and Seller agree that this Contract shall be deemed to have been made and executed in the State of California and that any dispute arising under this contract shall be resolved in accordance with the laws of the State of California excluding any choice of law principles thereof. 11. Seller shall indemnify, defend and hold harmless (the "Indemnifying Party") Buyer, its subsidiaries, affiliates, their respective officers, directors, employees, agents, and any of them (each an "Indemnified Party"), from and against any and all liabilities, demands, damages, losses, costs, expenses, including without limitation attorneys' fees, resulting from the actual or threatened claims of third parties (the "Claims") to the extent that such Claims are attributable to the breach of this Contract by, or the negligent or willful misconduct of, the Indemnifying Party. The Indemnified Party shall notify the Indemnifying Party in writing with reasonable promptness upon the occurrence of any fact or circumstance concerning a Claim against which the Indemnified Party is indemnified hereunder. The Indemnifying Party shall diligently defend any such Claim at its expense with counsel of its choice but shall not have the right to settle such Claim without the prior written consent of the Indemnified Party_ 12. Seller shall provide and maintain during the performance of its work hereunder, insurance as described below with insurers rated A-, Class VII or better by A.M. Best Company. A. Workers' Compensation insurance as prescribed by applicable state Workers' Compensation acts to provide statutory coverage. B. Employers' Liability insurance to include $1,000,000 limit per employee, $1,000,000 per accident and $1,000,000 in the aggregate. C. Commercial General Liability insurance with $2,000,000 per occurrence limit for bodily injury, property damage, personal and advertisers injury, $2,000,000 aggregate limit for products/completed operations and a $2,000,000 general aggregate limit. This Commercial General Liability insurance to include coverage for the hazards of contractual liability and sudden and accidental pollution. This limit can be achieved through the combination of primary and/or excess liability coverage. D. Business Automobile Liability insurance including comprehensive third party coverage for injury, including death and property damage with a combined single limit of $2,000,000 per occurrence including coverage for owned, non-owned and hired vehicles. This limit can be achieved through the combination of primary and/or excess liability coverage. If requested by Buyer in writing, Seller shall deliver a certificate of insurance evidencing the above coverage. The certificate shall provide that Seller shall endeavor to notify Buyer with at least thirty (30) days prior notice of any cancellation or termination of the policies. Seller may either utilize deductibles or provide coverage excess of a self-insured retention. 13. PRODUCT STEWARDSHIP AUDITS: Seller shall have the right, upon advance written notice to Buyer and during Buyer's normal business hours, to visit Buyer's facilities to inspect and audit Buyer's storage, handling, manufacturing, use, health, safety and/or environmental practices and procedures with respect to the Product delivered hereunder. If Buyer does not promptly remedy any deficiencies in these practices and procedures reasonably identified by Seller, or, if within 30 days after receiving notification of deficiency from Seller, Buyer does not present to Seller a written plan to remedy any deficiency which cannot be remedied promptly, or if Buyer does not comply with its remediation plan, then Seller may terminate this contract for breach by Buyer. Buyer acknowledges that the foregoing inspection and audit rights in no way relieves Buyer of any of its obligations hereunder or at law, nor shall Seller be required to conduct any such inspection and audit." Product Specifications are attached as Exhibit A. TERMS: Net cash 30 days from date of invoice. SPECIAL CONDITIONS: Title and risk of loss will pass on delivery. This agreement to become effective when signed and returned by the Buyer within thirty days of the date of execution by the Seller. If not signed and returned within thirty days, this proposal is withdrawn. BUYER Eco Services Operations LLC Name Name Signed Signed Title Title Date Date NOTWITHSTANDING ANY DIFFERENT OR ADDITIONAL TERMS OR CONDITIONS IN THE BUYER'S PURCHASE DOCUMENTS THIS CONTRACT IS MADE SOLELY UPON AND IS CONTINGENT UPON BUYER'S ACCEPTING THE TERMS AND CONDITIONS STATED ABOVE THE TERMS AND CONDITIONS ABOVE GOVERN OVER ANY CONFLICTING TERMS AND CONDITIONS STATED IN SUCH GENERAL TERMS AND CONDITIONS. CITY OF -ASHLAND Council Communication June 16, 2015, Business Meeting Sole Source Procurement - Dry Creek Landfill FROM David Gies, Waste Water Treatment Plant Supervisor, david.gies kashland.or.us SUMMARY This "Sole Source Procurement" will allow the Wastewater Treatment Plant to directly award contracts to Dry Creek Landfill for the disposal of biosolids. The WWTP operates under a DEQ permit and the biosolids that are generated at the plant are required to be disposed of on a daily basis. The closest local and approved disposal site for biosolids in the Rogue Valley is Dry Creek Landfill. The term for this "Sole Source Procurement" will begin on July 1, 2015 and expire on June 30, 2019. BACKGROUND AND POLICY IMPLICATIONS: Biosolids from the Wastewater Treatment Plant are required to be disposed of in a manner that meets all federal and state regulations. The closest local approved disposal site for biosolids in the Rogue Valley is Dry Creek Landfill. Biosolids are hauled daily to the landfill site for burial. Dry Creek Landfill will accept the material at the current fee of $51.15 per ton effective July 1, 2015. The Wastewater Division is focused on efficient cost savings and will look to improve the consistency in the biosolids drying process to ensure a drier product thereby reducing the weight and effectively reducing the overall cost of disposing biosolids. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model Rules except for the following: F. Sole Source Procurements - a public contract in which the Department Head finds in writing that there is only one provider of a product or service of the quality and type required available. 1. Sole-source procurements shall be awarded in accordance with ORS 279B.075 and all other applicable provisions of law. COUNCIL GOALS SUPPORTED: None. FISCAL IMPLICATIONS: Funds are budgeted each fiscal year for the disposal of biosolids. Dry Creek Landfill has provided a quote for $51.15 per ton with a minimum charge of $300.00 per load. The estimate for FY 2015-2016 is 3,500 tons at a cost of $51.15 per ton for a total cost of $179,025.00. Page 1 of 2 1r, CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that the "Sole Source Procurement" be approved. SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the public contract award to Dry Creek Landfill for the disposal of biosolids. ATTACHMENTS: 1. Form #6, Sole Source Determination and Written Findings 2. Quote provided by Dry Creek Landfill Page 2 of 2 FCITY OF ASHLAND SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS GOODS AND SERVICES Greater than $100,000 To: City Council, Local Contract Review Board From: David Gies, Wastewater Treatment Plant Supervisor Date: June 16, 2015 Re: Sole Source Determination and Written Findings for Goods and Services In accordance with AMC 2.50.090(F), the Department Head shall determine in writing that there is only one provider of a product or service of the quality and type required available. Estimated total value of contract: FY 2015- 2016 Estimate - $179,025.00 Project name: Dry Creek Landfill Description of goods and services: Location for the disposal of biosolids. Background: The City of Ashland operates its Wastewater Treatment Plant under a permit issued by the Oregon Department of Environmental Quality. We are required to dispose of the biosolids generated at our facility on a daily basis. These solids need to be handled properly and buried in a timely manner. We generate on average one 12 yard dump truck of solids daily. Dry Creek Landfill is the closest approved site that we can dispose of these solids for burial. The Wastewater Division is focused on efficient cost savings and will look to improve the consistency in the biosolids drying process to ensure a drier product thereby reducing the weight and effectively reducing the overall cost of disposing biosolids. Dry Creek Landfill has provided the City with a quote of $51.15 per ton with a $300.00 per load minimum fee. The estimate for FY 2015-16 is 3,500 tons for a total of $179,025.00. The term for this Sole Source Procurement will begin on July 1, 2015 and expire on June 30, 2019. Form #6 - Sole Source - Goods and Services - Greater than $100,000, Page 1 of 3, 6/10/2015 Findings: LThe findings below must include factual information supporting the determination 1 Market Research Overall finding: Dry Creek Landfill is the closest approved disposal site. L n accordance with ORS 279B.075 these are the examples of findings that should be addressed Select at least one of the fndin,-s and prepare the determination as it specifically relates to the good or service being procured. More than one finding can be addressed The findings are as ollows. Pursuant to ORS 27913.075 (2)(a): Provide findings supporting your determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source. N/A Pursuant to ORS 279B.075 (2)(b): Provide findings supporting your determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source N/A Pursuant to ORS 279B.075 (2)(c): Provide findings supporting your determination that the goods or services are for use in a pilot or an experimental project. N/A Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source. N/A Form #6 - Sole Source- Goods and Services- Greater than $100,000, Page 2 of 3, 6/10/2015 PUBLIC NOTICE: Pursuant to OAR 137-047-0275 (2), a Contracting Agency shall give public notice of the Contract Review Authority's determination that the Goods and Services or class of Goods and Services are available from only one source in a manner similar to the public notice of Competitive Sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services to be acquired by a Sole Source Procurement. The Contracting Agency shall give such public notice at least seven days before Award of the Contract. After the Sole Source Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us - flfal?lnroved June 17, 20151 PUBLIC NOTICE Approval of a Sole Source Procurement First date of publication: flfapproved.June 17. 20151 A Sole Source procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on flf approved June 16, 2015]. It has been determined based on written findings that the following Goods and Services are available from only one source. Biosolids from the Wastewater Treatment Plant are required to be disposed of in a manner that meels all federal and state regulations. The closest local approved disposal site for biosolids in the Rogue Valley is Dry Creek Landfill. Biosolids are hauled daily to the landfill site for burial. Dry Creek Landfill will accept the material at the current fee of $51.15 per ton effective July 1, 2015. The Wastelvaler Division is focused on efficient cost savings and will look to improve the consistency in the biosolids drying process to ensure a drier product thereby reducing the weight and effectively reducing the overall cost of disposing biosolids. The contract terms, conditions and specifications may be reviewed upon request by contacting the Purchasing Representative, Kari Olson, at 541-488-5354. An affected person may protest the determination that the personal services are available from only one source in accordance with OAR 137-047-0710. A written protest shall be delivered to the following address: City of Ashland, Kari Olson, Purchasing Representative, 90 N. Mountain, Ashland, 97520. The seven (7) day protest period will expire at 5:00pm on fifapproved and published -.June 24, 2015]. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Sole Source procurement. Form #6 - Sole Source - Goods and Services - Greater than $100,000, Page 3 of 3, 6/10/2015 Dry Creek Landfill, Inc. Rate Sheet Effective July 1, 2015 Municipal Solid Waste MINIMUM CHARGE $300.00 each load General Disposal $ 51.15 per ton Contaminated Soil $ 51.15 per ton Asbestos $ 65.00 per cubic yard Prepaid Asbestos Bags $ 15.00 per set' Animals Small Animals (sheep, goat) $20.00 Disposal $20 first animal / $10 each additional Large Animals (horse, cow) $40.00 Disposal $40 first animal / $20 each additional Financial Returned Check Charge $25.00 each check CITY OF -ASH LAN D Council Communication June 16, 2015, Business Meeting Public Hearing and Adoption of the 2015-17 Biennial Budget, including First Reading of an Ordinance Levying Taxes for the Period of July 1, 2015, to and including June 30, 2016 FROM: Lee Tuneberg, Finance Director, Administrative Services Department, tuneberl@ashland.or.us SUMMARY Oregon budget law requires the City Council to hold a public hearing prior to adopting the budget for the City of Ashland (including the Ashland Parks & Recreation Commission) for Biennium 2015- 2017. After the public hearing, Council will take action to adopt the budget, make appropriations, certify it qualifies for and elects to receive state revenue sharing; and levy property taxes by ordinance. BACKGROUND AND POLICY IMPLICATIONS: Oregon law identifies the process by which public agencies develop, approve and adopt a budget. The process uses a Citizen Budget Committee and open meetings to review the Proposed Budget and to gain approval. The Budget Committee met four times and the grant subcommittees met two nights this spring to review the Proposed Budget and allocations for the biennial budget covering 2015-2017. On May 21, 2015, the Budget Committee approved the budget. The Council must take the actions listed under "Suggested Motions" to adopt the biennium 2015-17 budget. This budget provides appropriations and expenditure authority for a two-year period. However, the Council must elect to levy taxes annually, although it cannot levy an amount greater than what has been approved by the Budget Committee in either year of the biennium without going through a prescribed public process. Noteworthy in this approved budget are the following: 1. The total approved by the Budget Committee is $237,221,259 including an Ending Fund Balance of $13,008,487. 2. The budget includes seventeen funds. An increase by one with the creation of a Parks Equipment Reserve Fund. 3. The Forest Lands Management Division of the Fire and Rescue Department has been moved from the Water Fund to the General Fund. 4. The Conservation Division in the Water Fund has been transferred from the Administration Department to the Public Works Department. 5. The Budget Committee approved transfers and interfund loans from the Reserve Fund of $850,000 in keeping with Resolution #2010-18. 6. The Budget Committee approved transfers totaling $1,069,500 of accumulated reserves in the Insurance Fund to various other funds for one-time expenditures. Page 1 of 3 ~r, CITY OF ASHLAND 7. The Budget Committee approved a tax rate of $4.1793 per $1000 of assessed valuation for each year of the biennium. The ordinance submitted to Council in advance for FY 2015-16 requests only $4.1792 to be levied. The difference in estimated revenue between the two rates is immaterial. 8. The Library local option levy was deemed unnecessary in the biennium and approved to have no levy. The Committee did approve dollar levies for voter-approved, tax supported debt of $296,460 to pay for 2005 bonded debt and $216,851 for the 2011 bonded debt for Fire Station #2 levy. Note: After the Budget Committee approved the budget the City was notified of grant monies awarded for six defibrillators, accessories and extrication equipment. The Fire Department has also reduced the number of defibrillators from ten to nine. The defibrillators were in the approved budget but the extrication equipment was not. This raises the total budget and ending fund balance but lowers appropriations by funding much of these purchases with grant revenue and reducing the size of the interfund loan needed. The grant proceeds should be recognized in the adopted budget. The submitted resolution incorporates these changes causing: • The Total Biennium Budget to increase $49,000 to $237,270,259; • Ending Fund Balance to increase 203,800 to $13,212,287; • Reducing appropriations by $154,800 to $224,057,972. Changes may still come forward from public input during the hearing and changes accepted by Council should be addressed in the final budget adoption. The resolution to establish appropriations has been constructed to reflect the action taken by the Budget Committee on May 21, 2015. Staff will be prepared to address changes at the hearing. Oregon budget law allows the elected body to increase expenditures by $5,000 ($10,000 for a biennium) or 10% (whichever is greater) of any fund without further review and approval by the Committee. Council cannot increase the tax rate without republishing the amended budget and a second hearing before July 1. Total changes to a fund beyond 10% also would require re-publishing the amended budget and holding another public hearing prior to July 1. A summary memo is provided that identifies changes made to the proposed budget to create the approved budget. Council certifies that the City qualifies for subventions (revenues shared by the state) by resolution each year. Additionally, Council annually adopts a resolution electing to receive an apportionment of the Oregon Department of Administrative Services General Fund revenues derived from taxes imposed as part of state revenue sharing. These are both necessary steps in the 2015-17 budget process. The ordinance authorizing the tax levy rate is slightly less than what was approved by the Budget Committee in order to remain identical to the prior years' rates. Taxes for the second year (2016-17) of the biennium will be considered by Council in the spring of 2016. Council may defer adoption of the resolution setting appropriations to the last meeting of the fiscal year to allow additional input from the public if deemed appropriate but first reading of the property tax ordinance is needed to facilitate second reading at the special meeting scheduled for June 30"'. Page 2 of 3 CITY OF ASHLAND COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: The Biennium 2015-17 is the City's fiscal plan for the coming two-year period. The total budget is $237,221,259 and is up 17.4% over the prior biennium. A significant portion of the increase is due to increased capital projects, internal transfers and payments. Without an adopted budget, the City has no expenditure authority STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of the accompanying four Resolutions and the reading by title only of the ordinance. SUGGESTED MOTIONS: I move to approve a resolution titled, "Resolution Adopting the 2015-17 Biennial Budget and Making Appropriations," and I move to approve a resolution titled, "Resolution Certifying City Provides Sufficient Municipal Services to Qualify for State Subventions," and I move to approve a resolution titled, "A Resolution Declaring the City's Election to Receive State Revenues," and I move to approve first reading by title only of an ordinance titled, "An Ordinance Levying Taxes for the Period of July 1, 2015 to and including June 30, 2016, Such Taxes in the Sum of $10,728,511 Upon All the Real and Personal Property Subject to Assessment and Levy Within the Corporate Limits of the City of Ashland, Jackson County, Oregon" and move the ordinance on to second reading. ATTACHMENTS: I) Resolution adopting budget and making appropriations 2) Summary tables incorporated in Notice of Public Hearing to adopt the budget 3) Resolution certifying City qualifies for State Subventions 4) Resolution declaring City elects to receive State revenue 5) Certification of election to receive State Revenue 6) Ordinance to levy property taxes 7) Biennium 2013-2015 Summary of Changes - Resources 8) Biennium 2013-2015 Summary of Changes - Requirements Page 3 of 3 RESOLUTION 2015- RESOLUTION ADOPTING THE BIENNIAL BUDGET AND MAKING APPROPRIATIONS The City of Ashland resolves that the 2015-17 Biennial Budget, now on file in the office of the City Recorder, is adopted. Summary tables from the notice of the public hearing are attached. The amounts for the biennial budget beginning July 1, 2015, and for the purposes shown below are hereby appropriated as follows: GENERALFUND Administration Department $ 645,639 Administration Department - Library 47,657 Administration Department - Tourism 315,901 Administration Department- Municipal Court 1,056,830 Administrative Services - Social Services Grants 267,933 Administrative Services - Economic & Cultural Grants 1,695,033 Administrative Services - Miscellaneous 269,000 Administrative Services - Band 130,550 Administrative Services - Parks Services 9,560,000 Police Department 13,544,844 Fire and Rescue Department 15,780,502 Public Works - Cemetery Division 755,365 Community Development - Planning Division 2,886,423 Community Development - Building Division 1,459,230 Interfund Loan 66,000 Transfers 518,570 Contingency 697,000 TOTAL GENERAL FUND 49,696,477 COMMUNITY DEVELOPMENT BLOCK GRANT FUND Personal Services 65,420 Materials and Services 374,378 TOTAL CDBG FUND 439,798 RESERVE FUND Interfund Loan 850,000 TOTAL RESERVE FUND 850,000 STREET FUND Public Works - Street Operations 12,991,770 Public Works - Ground Maintenance 494,400 Public Works - Street Operations Debt 246,710 Public Works - Storm Water Operations 1,312,700 Public Works - Storm Water Operations Debt 25,300 Public Works - Transportation SDC's 2,956,854 Contingency 99,000 TOTAL STREET FUND 18,126,734 Page 1 of 4 AIRPORT FUND Materials and Services 460,943 Capital Outlay 40,000 Debt Service 77,072 Contingency 13,000 TOTAL AIRPORT FUND 591,015 CAPITAL IMPROVEMENTS FUND Public Works - Facilities 2,820,650 Administrative Services - Parks Open Space 3,707,182 Transfers 277,370 Contingency 200,000 TOTAL CAPITAL IMPROVEMENTS 7,005,202 DEBT SERVICE FUND Debt Service 4,270,200 TOTAL DEBT SERVICE FUND 4,270,200 WATER FUND Public Works - Conservation Division 696,025 Public Works - Water Supply 2,557,935 Public Works - Water Supply Debt 18,971 Public Works - Water Treatment 13,941,884 Public Works - Water Treatment Debt 281,543 Public Works - Water Distribution 9,595,707 Public Works - Water Distribution Debt 502,133 Public Works - Improvement SDC's 3,170,335 Public Works - Debt SDC's 361,658 Debt Services 1,417,012 Transfers Out 500,000 Contingency 170,000 TOTAL WATER FUND 33,213,203 WASTEWATER FUND Public Works - Wastewater Collection 5,349,514 Public Works - Wastewater Collection Debt 147,457 Public Works - Wastewater Treatment 10,183,710 Public Works - Wastewater Treatment Debt 3,237,300 Public Works - Reimbursement SDC's 3,691,644 Contingency 192,000 TOTAL WASTEWATER FUND 22,801,625 ELECTRIC FUND Administration - Conservation Division 1,420,030 Electric - Supply 13,751,887 Electric - Distribution 14,041,211 Electric - Transmission 2,225,945 Debt Services 46,688 Contingency 279,000 TOTAL ELECTRIC FUND 31,764,761 Page 2 of 4 TELECOMMUNICATIONS FUND Personal Services 1,343,230 Materials and Services 2,846,504 Capital Outlay 250,000 Contingency 250,000 TOTAL TELECOMMUNICATIONS FUND 4,689,734 CENTRAL SERVICES FUND Administration Department 3,314,520 IT - Computer Services Division 2,907,638 Administrative Services Department 4,292,097 City Recorder Division 912,590 Public Works - Administration and Engineering 3,621,822 Contingency 125,000 TOTAL CENTRAL SERVICES FUND 15,173,667 INSURANCE SERVICES FUND Personal Services 204,960 Materials and Services 1,814,790 Transfer 1,069, 500 Contingency 390,000 TOTAL INSURANCE SERVICES FUND 3,479,250 HEALTH BENEFITS FUND Personal Services - Materials and Services 9,580,000 Interfund Loan 650,000 Contingency 500,000 TOTAL INSURANCE SERVICES FUND 10,730,000 EQUIPMENT FUND Public Works - Maintenance 2,521,860 Public Works - Purchasing and Acquisition 1,330,500 Interfund Loan 565,200 Contingency 70,000 TOTAL EQUIPMENT FUND 4,487,560 CEMETERY TRUST FUND Transfers 10,800 TOTAL CEMETERY TRUST FUND 10,800 PARKS AND RECREATION FUND Parks Division 8,127,847 Recreation Division 2,828,630 Golf Division 1,104,650 Transfer 80,000 Contingency 100,000 TOTAL PARKS AND RECREATION FUND 12,241,127 PARKS CAPITAL IMPROVEMENTS FUND Personnel Services 189,930 Capital Outlay 3,817,889 TOTAL PARKS CAPITAL IMP. FUND 4,007,819 Page 3 of 4 PARKS EQUIPMENT RESERVE FUND Capital Outlay 439,000 Interfund Loan 40,000 TOTAL PARKS EQUIPMENT RESERVE FUND 479,000 TOTAL APPROPRITATIONS, ALL FUNDS $ 224,057,972 TOTAL UNAPPROPRIATED AND RESERVE $ 13,212,287 AMOUNTS, ALL FUNDS TOTAL ADOPTED BUDGET $ 237,270,259 SECTION 2. This resolution takes effect upon signing by the Mayor. This resolution was duly PASSED and ADOPTED this day of June, 2015. Barbara Christensen, City Recorder SIGNED AND APPROVED this day of June, 2015. John Stromberg, Mayor Reviewed as to form: Douglas M. McGeary, Assistant City Attorney Page 4 of 4 Actual Amount Adopted Approved TOTAL OF ALL FUNDS FY 2012-2013 BN 2013-2015 BN 2015-2017 FINANCIAL SUMMARY - RESOURCES Beginning Fund Balance/Net Working Capital $ 29,410,019 $ 29,998,454 $ 30,057,011 Fees, Licenses, Permits, Fines, Assessments & Other Service Charges 30,716,312 85,164,535 93,624,056 Federal, State & all Other Grants, Gifts, Allocations & Donations 4,743,846 10,108,357 12,843,181 Revenue from Bonds & Other Debt 6,552,681 9,495,500 26,935,724 Interfund Transfers/Internal Service Reimbursements 11,463,888 24,028,242 26,885,675 All Other Resources Except Property Taxes 12,093,008 22,904,715 25,504,546 Current Year Property Taxes Estimated to be Received 9,873,679 20,424,562 21,371,066 Total Resources $ 104,853,433 $ 202,124,365 $ 237,221,259 FINANCIAL SUMMARY - REQUIREMENTS BY OBJECT CLASSIFICATION Personnel Services $ 24,488,515 $ 55,473,254 $ 61,148,136 Materials and Services 31,718,461 82,432,898 91,871,901 Capital Outlay 8,615,858 30,617,748 52,644,451 Debt Service 4,885,465 9,892,574 10,632,044 Interfund Transfers 411,787 1,782,324 2,456,240 Other Financing Uses (Interfund Loan) 791,795 1,949,000 2,375,000 Contingencies - 4,542,000 3,085,000 Unappropriated Ending Fund Balance and Reserved for Future Expenditure 33,941,552 15,434,567 13,008,487 Total Requirements $ 104,853,433 $ 202,124,365 $ 237,221,259 FINANCIAL SUMMARY - REQUIREMENTS AND FULL-TIME EQUIVALENT EMPLOYEES (FTE) BY ORGANIZATIONAL UNIT OR PROGRAM NAME: Administration Department $ 2,409,186 $ 7,367,471 $ 16,427,265 FTE: 14.55 14.15 14.15 NAME: Information Technology Department $ 2,806,257 $ 6,800,971 $ 7,347,372 FTE: 14.50 14.50 14.50 NAME: Administrative Services Department $ 4,461,996 $ 29,312,119 $ 22,476,785 FTE: 16.25 16.25 16.75 NAME: City Recorder $ 360,310 $ 708,330 $ 912,590 FTE: 2.00 2.00 2.00 NAME: Police Department $ 5,876,125 $ 12,391,656 $ 13,544,844 FTE: 36.30 36.75 36.75 NAME: Fire & Rescue Department $ 8,264,894 $ 13,940,749 $ 15,731,502 FTE: 34.75 34.60 34.60 NAME: Public Works Department $ 22,027,425 $ 53,868,455 $ 83,031,054 FTE: 59.80 62.00 67.00 NAME: Community Development Department $ 1,911,967 $ 4,589,289 $ 4,785,451 FTE: 13.00 14.00 14.00 NAME: Electric Department $ 13,572,233 $ 29,204,529 $ 30,019,043 FTE: 17.25 17.00 17.00 NAME: Parks & Recreation $ 6,015,980 $ 15,881,100 $ 16,507,946 FTE: 43.80 43.80 44.80 NAME: Non-departmental $ 37,147,060 $ 28,059,696 $ 26,437,407 FTE: 0 0 0 Total Requirements $ 104,853,433 $ 202,124,365 $ 237,221,259 Total Full-Time Equivalents 252.20 255.05 261.55 STATEMENT OF CHANGES IN ACTIVITIES and SOURCES OF FINANCING Rate or Amount Rate or Amount Rate or Amount PROPERTY TAX LEVIES Imposed Imposed Imposed Permanent Rate Limit FY 2012-2013 BN 2013-21015 BN 2015-2017 Rate Levied $ 4.1972 $ 4.1972 $ 4.1973 Ashland Youth Activity - - - Ashland Local Option Library Levy $ 0.1921 $ 0.1921 $ - Levy for Bonded Debt Obligations $ 515,876 $ 1,032,670 $ 1,028,620 Estimated Debt Estimated Debt Outstanding Authorized, Not Incurred STATEMENT OF INDEBTEDNESS at July 1, 2015 at July 1, 2015 General Obligation Bonds $ 30,764,962 Revenue Bonds 2,468,521 Other 135,972 Total Indebtedness $ 33,369,455 $ G:\finance\Administration\Council Comm unications\2015\6June\061615-Adoption of Budget and Levy Taxes\DRAFT\Legal Notice Worksheet.Atch2 6/10/2015 RESOLUTION 2015- RESOLUTION CERTIFYING CITY PROVIDES SUFFICIENT MUNICIPAL SERVICES TO QUALIFY FOR STATE SUBVENTIONS RECITALS: Whereas, ORS 221.760 provides as follows: Section 1. The officer responsible for disbursing fund to cities under ORS 323.455, 366.785 to 366.820 and 471.805 shall, in the case of a city located within a county having more than 100,000 inhabitants according to the most recent federal decennial census, disburse such funds only if the city provides four or more of the following services: 1. Police Protection 2. Fire Protection 3. Street construction, maintenance, lighting 4. Sanitary Sewer 5. Storm Sewer 6. Planning, zoning and subdivision control 7. One or more utility services and Whereas City officials recognize the desirability of assisting the state officer responsible for determining the eligibility of cities to receive such funds in accordance with 221.760, now, therefore, Be it resolved, the City of Ashland hereby certifies that it provides the following municipal services enumerated in ORS 221.760(1): 1. Police Protection 2. Fire Protection 3. Planning 4. Street construction, maintenance, lighting 5. Storm Sewer 6. Water 7. Sanitary Sewer 8. Electric Distribution This resolution takes effect upon signing by the Mayor. This resolution was duly PASSED and ADOPTED this day of June, 2015. Barbara Christensen, City Recorder Page 1 of 2 SIGNED AND APPROVED this day of June, 2015. John Stromberg, Mayor Reviewed as to form: Douglas M. McGeary, Assistant City Attorney Page 2 of 2 RESOLUTION 2015- A RESOLUTION DECLARING THE CITY'S ELECTION TO RECEIVE STATE REVENUES RECITALS: The City must annually adopt a resolution electing to receive an apportionment of the Oregon Department of Administrative Services General Fund revenues derived from tax imposed on the sale of liquor as part of State Revenue Sharing. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: Pursuant to ORS 221.770, the City hereby elects to receive state revenues for fiscal year 2015- 2016 This resolution takes effect upon signing by the Mayor. This resolution was duly PASSED and ADOPTED this day of June, 2015. Barbara Christensen, City Recorder SIGNED AND APPROVED this day of June, 2015. John Stromberg, Mayor Reviewed as to form: Douglas M. McGeary, Assistant City Attorney Page I of 1 A RESOLUTION DECLARING THE CITY'S ELECTION TO RECEIVE STATE REVENUES I certify that a public hearing before the Budget Committee was held on May 21, 2015 and a public hearing before the City Council was held on June 16, 2015, giving citizens an opportunity to comment on use of State Revenue Sharing. Barbara Christensen, City Recorder Page 1 of I ORDINANCE NO. AN ORDINANCE LEVYING TAXES FOR THE PERIOD OF JULY 1, 2015 TO AND INCLUDING JUNE 30, 2016, SUCH TAXES IN THE SUM OF $10,7289511 UPON ALL THE REAL AND PERSONAL PROPERTY SUBJECT TO ASSESSMENT AND LEVY WITHIN THE CORPORATE LIMITS OF THE CITY OF ASHLAND, JACKSON COUNTY, OREGON THE PEOPLE OF THE CITY OF ASHLAND ORDAIN AS FOLLOWS: Section 1. That the City Council of the City of Ashland hereby levies the taxes provided for in the adopted budget in the permanent rate of $4.1972 per thousand an amount estimated to be $10,215,200, as well as $513,311 authorized for the repayment of General Obligation Debt and that these taxes are hereby levied upon the assessed value for the fiscal year starting July 1, 2015, on all taxable property within the City. Section 2. That the City Council hereby declares that the taxes so levied are applicable to the following funds: Permanent Rate Bonded Debt Per $ 1,000 General Fund - Operations $ 10,215,200 4.1972 2005 GO Bonds $ 296,460 2011 GO Bonds - Fire Station #2 216,851 $ 10, 215, 200 $ 513,311 The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of 2015. and duly PASSED and ADOPTED this day of 2015. Barbara M. Christensen, City Recorder SIGNED and APPROVED this day of , 2015. John Stromberg, Mayor Reviewed as to form: Douglas M. McGeary, Assistant City Attorney Page 1 of 1 City of Ashland Biennium 2015-2017 Summary of Changes 2015 - 2017 Staff 2015 - 2017 Committee 2015 - 2017 Council 2015 - 2017 Proposed Revisions Revised Revisions Approved Revisions Adopted GENERALFUND Administration Department 931,866 (286,227) 645,639 645,639 645,639 Administration Department - Library 47,657 47,657 47,657 47,657 Administration Department - Tourism - 315,901 315,901 315,901 315,901 Administration Department- Municipal Court 1,056,830 1,056,830 1,056,830 1,056,830 Administrative Services - Economic & Cultural Grants 1,695,033 1,695,033 1,695,033 1,695,033 Administrative Services - Band 130,550 130,550 130,550 130,550 Administrative Services - Miscellaneous 269,000 - 269,000 - 269,000 269,000 Administrative Services - Social Services Grants 267,933 267,933 267,933 267,933 Administrative Services - Parks 9,560,000 9,560,000 9,560,000 9,560,000 Police Department 13,444,544 13,444,544 100,300 13,544,844 13,544,844 Fire and Rescue Department 14,889,502 350,000 15,239,502 492,000 15,731,502 49,000 15,780,502 Public Works - Cemetery Division 755,365 755,365 755,365 755,365 Community Development- Planning Division 2,886,423 2,886,423 - 2,886,423 2,886,423 Community Development- Building Division 1,459,230 1,459,230 1,459,230 1,459,230 Interfund Loan 66,000 66,000 66,000 66,000 Transfers 747,570 (300,000) 447,570 71,000 518,570 518,570 Contingency 697,000 697,000 697,000 697,000 Ending Fund Balance 730,074 (144,414) 585,660 (333,300) 252,360 252,360 TOTAL GENERAL FUND 49,634,577 (64,740) 49,569,837 330,000 49,899,837 49,000 49,948,837 COMMUNITY DEVELOPMENT BLOCK GRANT FUND Personnel Services 65,420 65,420 65,420 65,420 Materials and Services 374,378 374,378 374,378 374,378 Ending Fund Balance 1 1 1 1 TOTAL CDBG FUND 439,799 439,799 439,799 439,799 RESERVE FUND Interfund Loan 850,000 850,000 850,000 850,000 Ending Fund Balance 38,580 38,580 38,580 38,580 TOTAL RESERVE FUND 888,580 888,580 888,580 888,580 STREET FUND Public Works - Street Operations 12,991,770 12,991,770 12,991,770 12,991,770 Public Works - Grounds Maintenance 494,400 494,400 494,400 494,400 Public Works - Street Operations Debt 246,710 246,710 246,710 246,710 Public Works - Storm Water Operations 1,312,700 1,312,700 1,312,700 1,312,700 Public Works - Storm Water Operations Debt 25,300 25,300 25,300 25,300 Public Works - Transportation SDC's 2,956,854 2,956,854 2,956,854 2,956,854 Contingency 99,000 99,000 99,000 99,000 Ending Fund Balance 2,022,280 2,022,280 2,022,280 2,022,280 TOTAL STREET FUND 20,149,014 20,149,014 20,149,014 20,149,014 AIRPORT FUND Materials and Services 460,943 460,943 460,943 460,943 Capital Outlay 40,000 40,000 40,000 40,000 Debt Service 77,072 77,072 77,072 77,072 Contingency 13,000 13,000 13,000 13,000 Ending Fund Balance 70,236 70,236 70,236 70,236 TOTAL AIRPORT FUND 661,251 661,251 661,251 661,251 CAPITAL IMPROVEMENTS FUND Public Works - Facilities 2,920,650 2,920,650 (100,000) 2,820,650 2,820,650 Administrative Services- Parks Open Space 3,707,182 3,707,182 3,707,182 3,707,182 Transfers 277,370 277,370 277,370 277,370 Contingency 200,000 200,000 200,000 200,000 Ending Fund Balance 1,536,953 1,536,953 - 1,536,953 1,536,953 TOTAL CAPITAL IMPROVEMENTS 8,642,155 - 8,642,155 (100,000) 8,542,155 8,542,155 City of Ashland Biennium 2015-2017 Summary of Changes 2015 - 2017 Staff 2015 - 2017 Committee 2015 - 2017 Council 2015 - 2017 Proposed Revisions Revised Revisions Approved Revisions Adopted DEBT SERVICE FUND Debt Service 4,270,200 4,270,200 4,270,200 4,270,200 Ending Fund Balance 849,354 849,354 849,354 849,354 TOTAL DEBT SERVICE FUND 5,119,554 - 5,119,554 5,119,554 5,119,554 WATER FUND Public Works - Conservation Division 696,025 696,025 696,025 696,025 Public Works - Water Supply 2,557,935 2,557,935 2,557,935 2,557,935 Public Works - Water Supply Debt 18,971 18,971 18,971 18,971 Public Works - Water Treatment 13,941,884 13,941,884 13,941,884 13,941,884 Public Works - Water Treatment Debt 281,543 281,543 281,543 281,543 Public Works - Water Distribution 9,595,707 9,595,707 9,595,707 9,595,707 Public Works - Water Distribution Debt 502,133 502;133 502,133 502,133 Public Works - Improvement SDC's 3,170,335 3,170,335 3,170,335 3,170,335 Public Works - Debt SDC's 361,658 361,658 361,658 361,658 Debt Services 1,417,012 1,417,012 1,417,012 1,417,012 Transfers Out 500,000 500,000 500,000 500,000 Contingency 170,000 170,000 170,000 170,000 Ending Fund Balance 2,072,024 2,072,024 2,072,024 2,072,024 TOTAL WATER FUND 35,285,227 35,285,227 35,285,227 35,285,227 WASTEWATER FUND Public Works - Wastewater Collection 5,349,514 5,349,514 5,349,514 5,349,514 Public Works - Wastewater Collection Debt Service 147,457 147,457 147,457 147,457 Public Works - Wastewater Treatment 10,183,710 10,183,710 10,183,710 10,183,710 Public Works - Wastewater Treatment Debt Service 3,237,300 3,237,300 3,237,300 3,237,300 Public Works - Reimbursement SDC's 3,691,644 3,691,644 3,691,644 3,691,644 Contingency 192,000 192,000 192,000 192,000 Ending Fund Balance 2,193,032 2,193,032 2,193,032 2,193,032 TOTAL WASTEWATER FUND 24,994,657 24,994,657 24,994,657 24,994,657 ELECTRIC FUND Adminsitralion - Conservation Division 1,420,030 1,420,030 1,420,030 1,420,030 Electric - Supply 13,751,887 13,751,887 13,751,887 13,751,887 Electric - Distribution 14,041,211 14,041,211 14,041,211 14,041,211 Electric - Transmission 2,225,945 2,225,945 21225,945 2,225,945 Debt Services 46,688 46,688 46,688 46,688 Contingency 279,000 279,000 279,000 279,000 Ending Fund Balance 368,237 368,237 368,237 368,237 TOTAL ELECTRIC FUND 32,132,998 32,132,998 32,132,998 - 32,132,998 TELECOMMUNICATIONS FUND Personnel Services 1,343,230 1,343,230 1,343,230 1,343,230 Materials and Services 2,846,504 2,846,504 2,846,504 2,846,504 Capital Outlay 250,000 250,000 250,000 250,000 Contingency 250,000 250,000 250,000 250,000 Ending Fund Balance 327,302 327,302 327,302 327,302 TOTAL TELECOMMUNICATIONS FUND 5,017,036 5,017,036 5,017,036 - 5,017,036 CENTRAL SERVICES FUND Administration Department 3,314,520 3,314,520 3,314,520 3,314,520 IT - Computer Services Division 2,907,638 2,907,638 2,907,638 2,907,638 Administrative Services Department 4,292,097 4,292,097 4,292,097 4,292,097 City Recorder Division 912,590 912,590 912,590 912,590 Public Works - Administration and Engineering 3,621,822 3,621,822 3,621,822 3,621,822 Contingency 125,000 125,000 125,000 125,000 Ending Fund Balance 16,549 16,549 16,549 16,549 City of Ashland Biennium 2015-2017 Summary of Changes 2015 - 2017 Staff 2015 - 2017 Committee 2015 - 2017 Council 2015 - 2017 Proposed Revisions Revised Revisions Approved Revisions Adopted TOTAL CENTRAL SERVICES FUND 15,190,216 15,190,216 - 15,190,216 15,190,216 INSURANCE SERVICES FUND Personnel Services 204,960 204,960 204,960 204,960 Materials and Services 1,814,790 1,814,790 1,814,790 1,814,790 Transfer 1,117,000 1,117,000 (47,500) 1,069,500 1,069,500 Contingency 390,000 390,000 390,000 390,000 Ending Fund Balance 89,138 89,138 47,500 136,638 136,638 TOTAL INSURANCE SERVICES FUND 3,615,888 3,615,888 - 3,615,888 3,615,888 HEALTH BENEFITS FUND Personnel Services - - - Materials and Services 9,580,000 9,580,000 9,580,000 9,580,000 Interfund Loan 650,000 650,000 650,000 650,000 Contingency 500,000 500,000 500,000 500,000 Ending Fund Balance 33,370 33,370 33,370 33,370 TOTAL INSURANCE SERVICES FUND 10,763,370 10,763,370 - 10,763,370 10,763,370 EQUIPMENT FUND Public Works - Maintenance 2,521,860 2,521,860 2,521,860 2,521,860 Public Works - Purchasing and Acquisition 1,330,500 1,330,500 1,330,500 1,330,500 Interfund Loan 439,000 439,000 330,000 769,000 (203,800) 565,200 Contingency 70,000 70,000 70,000 70,000 Ending Fund Balance 2,028,894 2,028,894 (264,000) 1,764,894 203,800 1,968,694 TOTAL EQUIPMENT FUND 6,390,254 6,390,254 66,000 6,456,254 - 6,456,254 CEMETERY TRUST FUND Transfers 10,800 10,800 10,800 10,800 Ending Fund Balance 974,046 974,046 974,046 974,046 TOTAL CEMETERY TRUST FUND 984,846 984,846 - 984,846 - 984,846 PARKS AND RECREATION FUND Parks Division 8,075,347 8,075,347 52,500 8,127,847 8,127,847 Recreation Division 2,757,630 2,757,630 71,000 2,828,630 2,828.630 Golf Division 1,104,650 1,104,650 1,104,650 1,104,650 Transfer 372,641 (292,641) 80,000 80,000 80,000 Contingency 100,000 100,000 100,000 100,000 Ending Fund Balance 11,373 (7,359) 4,014 - 4,014 4,014 TOTAL PARKS AND RECREATION FUND 12,421,641 (300,000) 12,121,641 123,500 12,245,141 12,245,141 PARKS CAPITAL IMPROVEMENTS FUND Personnel Services - 189,930 189,930 189,930 189,930 Capital Outlay 4,287,889 (470,000) 3,817,889 3,817,889 3,817,889 Ending Fund Balance 321,188 (12,571) 308,617 308,617 308,617 TOTAL PARKS CAPITAL IMPROVEMENTS FUND 4,609,077 (292,641) 4,316,436 4,316,436 4,316,436 PARKS EQUIPMENT RESERVE FUND Capital Outlay 439,000 439,000 439,000 439,000 Interfund Loan 40,000 40,000 40,000 40,000 Ending Fund Balance 40,000 40,000 40,000 40,000 TOTAL PARKS EQUIPMENT RESERVE FUND 519,000 - 519,000 519,000 519,000 TOTAL BUDGET 237,459,140 (657,381) 236,801,759 419,500 237,221,259 49,000 237,270,259 Less Ending Fund Balance 13,722,631 (164,344) 13,558,287 (549,800) 13,008,487 203,800 13,212,287 Total Appropriations 223,736,509 (493,037) 223,243,472 969,300 224,212,772 (154,800) 224,057,972 City of Ashland Biennium 2015-2017 Summary of Changes 2015 - 2017 Staff 2015 - 2017 Committee 2015 - 2017 Council 2015 - 2017 Proposed Revisions Revised Revisions Approved Revisions Adopted Total Appropriations impact Appropriate funds committed to AFR $350,000 Add Parks CIP FTE - formula error $189,930 Admin changes for RVTV ($25,658) Admin changes for Tourism $55,332 GF transfer to Parks reduced from $550,000 to $250,000 ($300,000) Parks cut projects in CIP ($470,000) Parks carry over transfer to CIP cut ($292,641) $ (493,037) Reduce appropriated transfer from Ins. Fund to CIP Facilities ($100,000) Appropriate Transfer from Ins. Fund to Parks for audit $52,500 Appropriate GF Fire for FAC position $28,000 Appropriate GF Fire for defibrillators purchase $330,000 Appropriate GF Fire for defibrillators loan payback) 1 year $66,000 Appropriate GF Fire for AIR training $36,000 Appropriate GF Fire for staff training $32,000 Appropriate GF Police vehicle purchase $30,000 Appropriate GF Police equipment purchases $40,000 Appropriate GF Police Cadet summer patrol $30,300 Appropriate GF Transfer GF to Parks for Grove expenses $71,000 Reduce appropriation for CIP Facilities study ($100,000) Appropriate loan from Equipment Fund to GF for defibilators $330,000 Appropriate Parks Grove expenses $71,000 Appropriate expenditure in Parks for audit $52,500 $ 969,300 Remove appropriations for 10 defibrillators fully funded by interfund loan ($330,000) Appropriate for FEMA grant proceeds for 9 defibrillators $297,000 Appropriate for FEMA grant proceeds for extrication equipment $82,000 Remove Equipment Fund Interfund loan for 10 defibrillators ($330,000) Appropriate in Equipment Fund for Interfund loan for 3 of 9 defibrillators $118,000 Appropriate in Equipment Fund for Interfund loan for extrication equipment $8,200 $ (154,800) City of Ashland Biennium 2015-2017 Summary of Changes RESOURCE SUMMARY 2015 -2017 Staff 2015 -2017 Committee 2015 -2017 Council 2015 -2017 Proposed Revisions Revised Revisions Approved Revisions Adopted Revenues: Taxes $ 45,720,316 $ (414,740) $ 45,305,576 $ 45,305,576 $ 45,305,576 Licenses and Permits 1,910,425 1,910,425 1,910,425 1,910,425 Intergovernmental Revenues 12,843,181 12,843,181 12,843,181 252,800 13,095,981 Charges for Services 111,895,650 350,000 112,245,650 112,245,650 112,245,650 Systems Development Charges 592,416 592,416 592,416 592,416 Fines and Forfeitures 410,000 410,000 410,000 410,000 Assessment Payments 520,000 520,000 520,000 520,000 Interest on Investments 369,358 369,358 369,358 369,358 Miscellaneous Revenues 1,200,678 1,200,678 1,200,678 1,200,678 Total Revenues 175,462,024 (64,740) 175,397,284 - 175,397,284 252,800 175,650,084 Budgetary Resources: - Working Capital Carryover 30,057,011 30,057,011 30,057,011 30,057,011 Other Financing Sources 26,935,724 26,935,724 26,935,724 26,935,724 Interfund Loan 1,979,000 - 1,979,000 396,000 2,375,000 (203,800) 2,171,200 Operating Transfers In 3,025,381 (592,641) 2,432,740 23,500 2,456,240 - 2,456,240 Total Budgetary Resources 61,997,116 (592,641) 61,404,475 419,500 61,823,975 (203,800) 61,620,175 Total Resources $ 237,459,140 $ (657,381) $ 236,801,759 $ 419,500 $ 237,221,259 $ 49,000 $ 237,270,259 G:\finance\Administration\Council Communications\2015\6June\061615-Adoption of Budget and Levy Taxes\DRAFT\BN 2015-2017 Budget Summary Changes 6-10-2015 6/10/2015 CITY OF ASHLAND Council Communication June 16, 2015, Business Meeting 2016-2017 Social Service Grant Allocation Recommendation Review and Decision FROM: Linda Reid, Housing Program Specialist, Community Development Department, reidl@ashland.or.us SUMMARY The Housing and Human Services Commission has reviewed the 2016-2017 Social Service Grant applications. At its regular meeting on May 28th the Commission discussed and agreed upon a recommended allocation for the funding. The Council will review the Commission's recommendations and make a final allocation for the 2016-2017 Social Service Grant funds. BACKGROUND AND POLICY IMPLICATIONS: In December of 2014 the Council adopted the Strategic Plan for the use of Social Service Grant funds which altered the grant process to include a review and recommendation by the Housing and Human Services Commission. The Strategic Plan for the Use of Social Service Grant funds identified five priorities and six strategies to guide funding decisions. The Housing and Human Services Commission developed and utilized an evaluation tool which used this criterion as a framework for allocation decisions. In January the City issued a Request for Proposals for $130,660 in available Social Service Grant funds. The City received 22 applications totaling $237,855 in response to the RFP. The Housing and Human Services Commission reviewed the applications and on May 27th held a special meeting to hear from applicants about proposed projects. At its regular meeting on May 28th, the Commission reviewed, discussed, and evaluated each application and came to a consensus on a final funding allocation recommendation, which is attached. At the close of the funding evaluation and allocation discussion the commission debriefed about this initial social service grant review and recommendation process. The Commission felt that there were several aspects of the process that could be altered to provide for a more efficient and effective review and evaluation process in the future. The commission identified three areas of the process for further analysis: • Application form: Request applicants to provide financials rather than audits Ask applicants to express funding requests as a percentage of total budget Ask applicants to provide a balance sheet and/or a Profit and Loss • Presentations: Meet to discuss applications and possible questions prior to presentation Provide applicants with questions to address at presentations rather than having them provide an overview of the information already contained in the application • Evaluate the review process, come up with a better way to link application evaluations to the Strategic Plan strategies and priorities Page 1 of 2 ~r, City of Ashland Social Service Grant Allocations Amount Tentative Received Amount Allocation % of Applicant Organization Last Requested Average" Allocation Allocation Round (if Request (Manually any) Adjusted) Winterspring $1,632 $ 5,000 $ 800 0% $ - The Rose Circle Mentoring Network, Inc. $510 $ 5,000 $ 1,100 0% Community Health Center ° $ Y $31,323 37,000 $ 9,200 22 8,000 Planned Parenthood of Southwestern Oregon $4,080 $ 7,500 $ 1,866 20% $ 1,500 Children's Advocacy Center of Jackson County $4,080 $ 5,000 $ 1,716 75% $ 3,750 Jackson County SART $6,120-$ 5,000 $ 1,800 0% $ - Community Volunteer Network RSVP of Jackson County $1,224--$ 2,000 $ 750 0% $ - Community Volunteer Network FGP $1,530 $ 2,000 $ 766 0% $ - Center for Nonprofit Legal Services, Inc. $6,120 $ 7,500 $ 3,012 67% $ 5,000 Rogue Valley Council of Governments (Meals on Wheels) $ 9,000 $ 3,720'- 41% $ 3,700 Community Works Inc. (HelpLine) $8,298 $ 10,625 $ 4,760 44% $ 4,700 CASA of Jackson County $3,570--$ 7,500 $ 3,614 40% $ 3,000 Hearts with a Mission $ 4,000 $ 2,000 0% $ - Maslow Project $ 12,500 $ 7,360 64% $ 8,000 OnTrack, Inc. $3,570 $ 10,000 $ 6,000 60% $ 6,000 Community Works Inc. (Sexual Assault Victim Services) $2,636 $ 2,730 $ 1,798 66% $ 1,800 St. Vincent de Paul $16,320 $ 25,000 $ 17,186 $0°1° $ 20,000 Community Works Inc. (Dunn House) $15,055 $ 16,000 $ 11,760 74% 11,760 Access $4,692 $ 6,000 $ 4,600 77% $ 4,600 Children's Dental Clinic of Jackson County $4,080 $ 3,500 $ 2,740 81% $ 2,850 NA9~ - Community Works Inc. (Homeless and Runaway) $6,120 _ $ 7,500 $ 6,000 80% $ 6,000 Options for Homeless Residents of Ashland $ 47,500 $ 38,112 84% $ 40,000 Total AV % Total / Total Requested $ 237,855 $ 130,660 44% $ 130,660 Total Amount Available $ 130,660 $ - *Average Allocation is the average of the amounts that individual Commissioner's felt should be awarded to each applicant C:\Users\reidl\Desktop\2015-17 Social Service Allocation Sheet 6/10/2015 City of Ashland. Oregon / Commissions & Committees / Housing and Human Services Commission Thursday, May 28, 2015 Ashland Housing and Human Services Commission Draft Minutes May 28, 2015 CALL TO ORDER Vice Chair Coriann Matthews called the meeting to order at 4:30 pm in the Siskiyou Room at the Community Development and Engineering Offices located at 51 Winburn Way, Ashland OR 97520. Commissioners Present: Council Liaison Joshua Boettiger, arrived at 5.15 Pam Marsh Coriann Matthews Heidi Parker SOU Liaison Gina DuQuenne Vacant Sue Crader Rich Rohde Staff Present: Connie Saldana Linda Reid, Housing Specialist Commissioners Absent: Carolyn Schwendener, Admin Assistant Regina Ayars Approval of Minutes Rohde/Crader m/s approval of minutes of the April 23, 2015 Housing and Human Services Commission meeting. Voice Vote: motion passed unanimously; minutes were approved as presented. Public Forum No one present spoke. Social Service Award Discussion and Recommendation The HHS Commission was given the task of recommending to City Council the allocation of the funds for the social service grant monies. On May 27, 2015 each applicant who requested grant money gave a presentation before the HHS Commission. The Commissioners briefly discussed the process they individually took in order to come up with their recommendations for these monies. Most of the Commissioners had previously given Reid their numerical values for each of the organizations they wished to allocate funds to. Reid took a few minutes to input the remainder of the Commissioners numbers into a spreadsheet. After a group discussion the following is the names of the organizations along with the allocation of funds that was agreed upon by the Commissioners as a group. The total Social Service Grant money to be awarded is $130,660. 1. Community Health Center $8,000 2. Planned Parenthood of SW Oregon $1,500 3. Children's Advocacy Center of JC $3,750 4. Center for Nonprofit Legal Services Inc. $5,000 5. RVCOG (Meals on Wheels) $3,700 6. Community works Inc (Helpline) $4,700 7. CASA of Jackson County $3,000 8. Maslow Project $8,000 9. On Track, Inc. $6,000 10. Community Works (Sexual Assault Victim Serv) $1,800 11. St. Vincent de Paul $20,000 12. Community Works Inc (Dunn House) $11,760 13. Access $4,600 14. Children's Dental Clinic of JC $2,850 15. Community Works Inc (Homeless & Runaway) $6,000 16. Options for Homeless Residents of Ashland $40,000 Councilor Marsh expressed her appreciation to the Commissioners for doing such a fine job. Marsh asked the Commissioners if they could take a little time to evaluate this process. The Commissioners determined there were a few changes that could be made in the next grant cycle. Here is a list of some of the suggestions. • The application form itself could include more specific questions. • Specify what financial forms need to be filled out. • Presentations could be more direct. Some presentations seemed more like storytelling and need to be more focused • Ask the applicant more questions either on the application or at the presentations. Example "What if you didn't receive this funding? How would that affect your project? ""What are you going to do with the money? " Give us a brief overview of your program. • Would like to receive feedback from the applicant. • Would like a little more time between the applications and the presentations. Discuss the applications as a group and then hear their presentations. Marsh asked the Commissioners if they felt they had enough membership with this group to make this kind of discussion. Would it be helpful to have someone from the Budget Committee or a Council member included in the decision making process, inquired Marsh? The Commissioners recognized that depending on the applicants and the employment of some of the Commissioners it would be possible to not have a quorum. However the consensus was that they will make that determination after they evaluate how well they express their decisions to the Council. Boettiger pointed out that the goal is fluid communication with the Council. They are open to the possibility of additional assistance with the process if necessary. The recommendations go to the City Council on June 16, 2015. Matthews, Crader and Rohde will attend that Council meeting with Reid. Quorum Check: Next Housing Commission Meeting - 4:30-6:30 PM; June 25, 2015 Possibility that Matthews might be absent Saldana will not be able to attend July 20, 2015 City Council Study Session-Housing Trust Fund Discussion. Crader invited the Commissioners to attend the Economic and Culture tourism grants deliberation. They follow the same format as the Social Service Award. Adjournment The meeting was adjourned at 7:00 p.m. Respectfully submitted by Carolyn Schwendener PRINT CLOSE I City of Ashland Social Service Grant Program Strategic Plan Adopted December 16, 2014 Introduction-Purpose of the Plan The City of Ashland is committed to supporting the agencies and organizations that work to improve the lives of its most vulnerable citizens. The Strategic Plan for the use of Social Service Grant funds is intended to provide guidance for applicants and assistance to elected and appointed officials by providing a framework for allocating resources and for tracking progress on identified goals and community priorities. The Strategic Plan will be updated at four year intervals (every two grant cycles) to be responsive to the changing demographics of the community and to the social and human service needs of the citizenry. The updates may include shifting goals and measurable objectives to more efficiently and effectively address community wide issues. History/Background The City of Ashland established the Social Service Grant Program in 1986 due to a reduction in Federal Revenue Sharing funds which had, in prior years, provided funding to the City to support the activities of non- profit and social service agencies that provided services to vulnerable Ashland Citizens. Resolution 86-35 was adopted in recognition that: "the funding of health care and social service needs is an important City function tirhich contributes to the health and tivell-being of the citizens of Ashland." The Council at that time opted to maintain funding for social services with an emphasis on health care in recognition of the City's tourism based service sector economy, and felt that it was "appropriate for the City to address the problems created by this type of economy" . Since that time the City of Ashland has committed a portion of the general fund in support of activities that address the health and social service needs of the Ashland community. Today's Community Snapshot The ability of working class individuals and families to afford housing and secure employment that offers compensation that is commensurate with the local cost of living, has far reaching impacts on the community. Reduced discretionary spending negatively impacts the local economy, the physical and mental wellbeing of families, and inhibits access to good nutrition and basic health care. Community diversity, vibrancy, and resilience are all impacted by an individual's or families' ability to work and reside in their community. This has been and continues to be a challenge for the Ashland community. • Population: The City of Ashland has a population of just over 20,295 people. • Age: The population of Ashland has seen an increase in older individuals and a decrease in younger families with children. These findings are evident in the most recent census data; which shows that approximately 83% of the population is 18 years old or older.3 The largest age group is 45-54 year olds at 13.9%4, and is echoed in the findings of various demographic reports and community assessments. Philip Arnold, Former City Councilor. 2 2013 PSU Population Research Center estimate certified estimate. 3 2008-2012 ACS 5 year estimates. 4 Ibid. 1 • Income and Poverty: The median income for a household in the city was $43,305, and the median income for a family was $58,616. About 18% of the population and 11.4% of families had incomes below the poverty level, with female headed households with children under 18 and those households with children under 5 experiencing the highest rates of poverty, at 42.2% and 43.4% respectively. 4.7% of individuals 65 years old and older are below the poverty level.' • Housing: The City of Ashland has over 10,000 housing units. 53% of occupied housing units are owner occupied, and 46.1 % are renter occupiedb. In the 2012 National Citizen's Survey completed for the City of Ashland, the City met or exceeded most national benchmarks for citizen satisfaction for all but two categories; availability of affordable quality housing and employment opportunities. Availability of affordable quality housing and variety of housing options are comparatively lower than both national benchmarks and to other University communities with populations from 10,000 to 40,000 comparisons.' Similarly, Census data shows that 43% of homeowners with a mortgage and 54.5% of renters pay more than 35.0% of their income toward housing cost. 8 • Employment: 2013 Ashland annual average unemployment rate was 6.7%.9 Ashland School District reports that over half of the employees within Ashland live outside of the district and commute to work.' ° • Transportation: When workers must live elsewhere and commute into or out of the community, this has a significant impact on other aspects of the community. Community diversity, vibrancy, and resilience are all impacted by an individual's or family's ability to work and reside in their community. Similarly, household transportation costs increase and traffic and air quality are impacted. This has been and continues to be a challenge for the Ashland community. • Health: The social service grant program was originally established in part to address access to affordable health care, and while access to affordable health care continues to be a priority especially as the population ages, community feedback and demographic data has identified more pressing healthcare service needs. The 2013 Community Health Assessment identified oral/dental health and mental health, especially as it relates to depression and suicide as the most urgent unmet health care needs within the community. Further, community feedback identifies mental health disorders with co-occurring drug/alcohol addiction to be a need that is currently not adequately addressed in the Ashland community. Ibid. 6 2008-2012 ACS 5 year estimates 7 2012 National Citizen's Survey. https://ashland.or.us/Page.asp?NavlD=15166 a Ibid 9 Guy Tauer, Regional Economist, State of Oregon Employment Department. 10 ASD 2012 Demographer's report. http://xxi"v.asliland.kl2.or.us/Files/ASD%20Demo2raplier%27s%2OReVort%202012 pdf 2 Community Strengths and Challenges Ashland residents are civic minded, and work together to solve community issues through a strong commitment to community service. While access to affordable healthcare continues to be an issue for many in the community, since the inception of the Social Service Grant Program many resources to address these concerns have been implemented. Ashland's community groups, faith-based groups, civic groups, non-profit organizations, social service agencies, governmental agencies, and business groups have a history of successful collaboration. Ashland's faith-based communities communicate and collaborate to problem solve and implement strategies to address community concerns. High need individuals and those with challenging behaviors, such as those with dual diagnosis, (mental health and/or alcohol/drug addiction), physical, mental, or developmental disabilities, need more effective service options than the community currently provides. There is a deficit of supportive services for vulnerable populations such as; peoples with developmental disabilities, people with mental health issues/frail/elderly populations, veterans, at-risk youth and homeless populations. Working families and citizens earning below the median income for the Medford/Ashland area have a difficult time finding rental or ownership housing options in Ashland which are commensurate with their incomes. There is a lack of transitional housing options for families and individuals who are working toward self-sufficiency. 3 Social Services Grant Program Mission Statement To fund support services that improve the lives of Ashland residents, assist individuals and families in the community and promote personal and community safety, health, and wellbeing. 11 Strategic Priorities: (These strategic priorities irere identified through a process which included community outreach, grantee/stakeholder feedback, and key informant interviews. These priorities are not in any priority order.) • Assistance to obtain and/or maintain housing 12 • Supports to increase accessibility and availability of transportation options/services 13 • Services for people with mental health issues 14 • Services for people with drug and alcohol addiction • Services for at-risk youth Implementation Strategies (3rhich may include, but is not limited to the follotiring) • Allocate resources to activities which address an identified strategic priority • Support innovative proposals • Support proposals that leverage community collaborations or enhance community or existing regional partnerships 1' • Support proposals which have a proven capacity to carry out their stated goals/meet proposed numerical outcomes • Support proposals which are ready to proceed • 20% of the overall grant allocation will be made available to support small grants; small grants include any request of up to $5000, should the City not receive enough applications to allocate the balance of funds. The City will have the discretion to allocate any remaining balances to small grants. Outcome Measurement • Request the grant recipients to list their anticipated measurable activity/program outcomes • Review and compare applicants' identified anticipated outcomes annually and at the completion of the grant year using a standardized evaluation matrix. (Example: Number of Ashland Residents who; received housing support, participated in life skill training, received job search assistance, etc.) • The Commission will host stakeholder/applicant/community forum every four years to elicit feedback on grant making process and reporting requirements " Consistent with Council priority strategic plan goal 5: "Seek opportunities to enable all citizens to meet basic needs." 12 Consistent with Council priority strategic plan goal 5.2: Support and promote, through policy, programs that make the City affordable to live in. 13 Consistent with Council priority strategic plan goal 3.4: Support RVTD in fulfilling and expanding its mission. u Consistent with Council priority strategic plan goal 5.1: Examine means and methods by which to improve access to mental health services in Ashland for Ashland citizens who need them. 1' Consistent with Council priority strategic plan goal 5.3: Leverage partnerships with non-profit and private entities to build social equity programming. 4 CITY OF ASHLAND Council Communication June 16, 2015, Business Meeting Discussion and Council direction regarding use of TID water for potable water purposes FROM: Michael R. Faught, Public Works Director, Public Works Department, faughtm@ashland.or.us SUMMARY This information is provided to assist Council in making a decision on whether to use Medford Water Commission water (TAP) in place of Talent Irrigation District (TID) water to supplement the City's drinking water supply during severe drought events. This is a policy question with cost implications and staff is requesting direction from the City Council. BACKGROUND AND POLICY IMPLICATIONS: Faced with another drought year, staff has consistently proposed the City follow the same strategy as last year. However, the difference between this year and last year is that the TAP line is available to supplement our water supply with Medford Water Commission water. As a reminder, the specific details of the 2015 drought plan proposed by staff include the following components: 1. Ask Ashland residents to voluntarily reduce water usage to 4.5 to 5 million gallons a day (MGD); 2. Keep Reeder Reservoir full for as long as possible; 3. Add TID (up to 2 MGD) when Ashland Creek flows no longer keep Reeder Reservoir full; 4. Add TAP when both Ashland Creek flow and TID water are not sufficient enough to keep Reeder Reservoir full. Staff will be prepared to start using TAP water by August 15: however, the pumps will be in place and the water available by July 1. If it is necessary to use 2 MGD of TID water, no TID water will be sent past the TID pump station at Terrace Street. The unfortunate consequence of shutting down the back half of the City's TID canal is that 86 TID water users will not receive water for irrigation purposes. While this was clearly the only option last year, the City recently connected to Medford water through completion of the TAP line, providing an additional water source. TID water users affected by the potential shut off have asked why the City is not using TAP before the TID water this year. Given this is a policy question, staff is now seeking guidance from City Council as to the order in which we should use TAP and TID water to supplement our water supply during a drought. In order to assist the Council with this decision, staff has developed three options for the Council's consideration. Option 1: Continue to use TID water to supplement the water supply first • Using TID water is the least cost option as it will cost $40,300 less than using TAP water for Page 1 of 2 CITY OF ASHLAND the season (this assumes a loss of $14,190 in revenue from the 86 TID customers and one month of TAP operations for distribution system testing). • If TID water is going to be used to supplement the water supply it should be used early in the season as TID water quality could diminish as the reservoir levels recede later in the summer. • This option requires staff to shut down the back side of the TID canal leaving 86 TID customers without TID irrigation water for the summer. Option 2• Use TAP water before TID water to supplement Ashland's water supply first • This is the most expensive option at an additional cost of $40,300. • TAP water is already treated at the Medford water plant and is pumped directly into the distribution system. • Using TID later in the season may not be a viable option due to potential water quality and quantity issues, • This option does not require shutting off the 86 TID customers. Option 3: Use 1 MGD of TID water and 1 MGD of TAP water • This option is estimated to cost $21,380 more that using TID water first; • Unless additional TID water is needed, this option does not require shutting off the 86 TID customers: • If additional water is needed, TAP will be increased to 2.13MGD: If the Council decides to stay with the proposed 2015 drought plan using TID before TAP water, staff proposes that we schedule a meeting with the 86 TID water users to explain the reasons and to offer water conservation irrigation audits and tips to conserve water during the drought. COUNCIL GOALS SUPPORTED: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff has no recommendation and looks for Council direction on the question. SUGGESTED MOTION: 1. I move to direct staff to use TID water to supplement our water supply before using TAP water by following option 1, or: 2. I move to direct staff to use TAP water to supplement our water supply before using TID water by following option, or; 3. I move to direct staff to use I MGD of TID water and 1 MGD otwater by following option 3. ATTACHMENTS: T11 N/A Page 2 of 2 CITY OF -ASHLAND Council Communication June 16, 2015, Business Meeting A resolution endorsing Cascade-Siskiyou National Monument expansion FROM: Dave Kanner, City Administrator, dave.kanner@ashland.or.us SUMMARY The Council at its June 1, 2015 study session heard a presentation from the Soda Mountain Wilderness Council about a proposal to expand the boundaries of the Cascade- Siskiyou National Monument. At that time, the Council agreed to consider a resolution of support for boundary expansion. BACKGROUND AND POLICY IMPLICATIONS: The 54,000 acre Cascade- Siskiyou National Monument was created in 2000. The Monument covers an area east of Ashland where the Cascade, Klamath and Siskiyou Mountain ranges converge. The Soda Mountain Wilderness Council is seeking an expansion of the Monument area and is seeking Council support of that effort. COUNCIL GOALS SUPPORTED: Environment 9. Enhance and expand natural and recreational resources. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: I move approval of a resolution endorsing Cascade- S i skiyou National Monument expansion. ATTACHMENTS: Resolution Letter regarding recommended expansion of Cascade-Siskiyou National Monument Map of proposed expansion area RESOLUTION NO. 2015- A RESOLUTION ENDORSING CASCADE-SISKIYOU NATIONAL MONUMENT EXPANSION RECITALS: A. The Ashland City Council has exhibited consistent, decades-long support for the protection of land in the Cascade-Siskiyou National Monument area. In 1985, the Council voted unanimously to write letters endorsing protection of the lands in the Soda Mountain Wilderness Area proposal (June and December 1985), not all of which has yet been designated Wilderness or included in the Monument. The Council has also unanimously voted to write letters supporting a land swap in the Wilderness proposal area between BLM and Boise Cascade to prevent a clearcut (September 1993) and requesting that a power line not be installed across the area (January 1994). B. In June 2001, the Ashland City Council unanimously resolved to affirm the June 9, 2000 Cascade- Siskiyou National Monument proclamation as written, request the immediate release of the Medford BLM Draft Management Plan for the Monument, and request that funding be made available for the final plan. The 2001 resolution noted that the Monument contributes substantially to Ashland's economy, enjoys broad support from Ashland citizens, businesses, and area residents and provides "richness of recreational opportunities and scenic vistas for the citizens of Ashland" (June 2001). C. In April 2011, a diverse group of scientists with considerable experience in the Monument and surrounding regions recommended expansion of Monument boundaries to safeguard long-term protection of the area's unique biological values. The scientists expressed concern about the current Monument boundaries with regard to: fragmented habitats (including incomplete watersheds and other boundaries that are more political than ecological); the need for more complete environmental gradients to increase resilience in the face of significant climatic change (a factor not considered when the Monument was established in 2000); and increasing development and land use pressures on adjoining lands that, if unabated, could undermine long-term persistence of the Monument's biological resources. In 2015 many other professional scientists (locally and nationally) have also endorsed the ecological need to expand Monument boundaries. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The boundaries of the Cascade-Siskiyou National Monument should be expanded. SECTION 2. We urge national elected officials to use the best available ecological criteria in considering the Monument's present and future needs - as well as considering recreational opportunities and scenic resources - as they determine appropriate expanded boundaries for the Cascade- Siskiyou National Monument. Page I of 2 This resolution was duly PASSED and ADOPTED this day of 2015, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of , 2015. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Page 2 of 2 ~ i t . * eta _ ,~'.,ja., _ • c • 00 00 Pilot Rode in the Cascade-Siskiyou National Monument. Credit: Ashland Daily Photo 0 P 00 RE: Recommended Expansion of the Cascade-Sisldyou National Monument 0 00 00 To Whom It May Concern, May 28, 2015 00 As scientists with extensive professional experience related to terrestrial and aquatic ecosystems 00 in the Pacific Northwest, we write to express our full support for expansion of the Cascade- Siskiyou National Monument (hereafter "Monument"). The existing Monument is located in southwest Oregon on the California border. 0 Established by presidential proclamation in June 2000, the Monument is unique among the 00 BLM's National Conservation Lands in that it was established specifically to preserve an area of 06 "remarkable biological diversity." Sitting at the crossroads of four distinct ecoregions and 04 encompassing a wide range of topography, climate and geology, the greater Cascade-Siskiyou 00 landscape is widely recognized as one of the most biologically diverse places in North America. The Monument proclamation describes it as an "ecological wonder" that is "home to a 00 spectacular variety of rare and beautiful species of plants and animals, whose survival in this 00 region depends upon its continued ecological integrityt~ 1 00 While we applaud the initial creation of the Monument as a means to conserve this area's treasure 00 trove of biological resources, scenic beauty and recreational values, we are concerned that 00 existing Monument boundaries are insufficient to assure persistence of the many biological 00 "Objects of Interest"" that the Monument was established to protect. As summarized in a 2011 No scientific report on this topic , there are several important reasons why existing boundaries are unlikely to sustain the ecological integrity of this area: 00 1 00 US Dept. of Interior. 2000_ Presidential proclamation 7318 establishing the Cascade-Siskiyou National Monument, Oregon. June 9, 2000. Washington, D.C. 2 Frost, E., D. Odion, P. Trail, J. Williams, J. Alexander, B. Bart, R. Brock, D. DellaSala, P. Hosten, S. { Jessup, F. Lang, M. Parker, J. Rossa, D. San and D. Southworth. 2011. Cascade-Siskiyou National Monument Boundary Study- Identification of Priority Areas for Monument Expansion. 14 pp. ttt~F tt • Many special-status plant and animal populations referenced in the Monument's proclamation, as well as high quality examples of the area's unique plant communities, remain outside existing boundaries, where they are vulnerable to incompatible management; • Some existing boundaries have no ecological basis (e.g., the Oregon-California state line, incomplete watersheds), which over time, may compromise the integrity of the Monument; • Climate change in the region is altering the ranges of plants and animals that are the focal points for conservation, in some cases pushing them outside of currently protected areas 3; • The human population of southwest Oregon is growing rapidly. As a result, more areas ; immediately adjacent to the Monument are facing increased development or intensive land use pressures (e.g., logging, residential expansion, water diversions) that are likely to undermine long-term persistence of the Monument's biological resources. Without additional conservation investment, available scientific evidence suggests that some of the most valuable biological resources both within and immediately adjacent to the Monument are at high risk of irreversible degradation and loss. Given these significant and overarching concerns, it is our professional opinion that expansion of ' the Monument is necessary for the area's extraordinary values to be sustained over the long term. Specifically, we endorse including five carefully selected areas of adjoining BLM and other public lands within the Monument, as recommended by the scientists' 2011 boundary report and detailed in an updated summary of these areas.4 Proposed additions described in this report: 1 i" • were identified using an interdisciplinary, science-based process; G:; 1 • contain many biological "Objects of Interest" that were highlighted in the Monument proclamation; • play a vital role in maintaining ecological integrity of the landscape the Monument was established to protect, and; • improve habitat connectivity with nearby federal lands, a factor that is critical for sustaining populations of wide-ranging species. . Perhaps most importantly, expansion of the Monument to include these proposed additions will significantly increase the ability of native plants and animals to adapt to a changing climate, an issue that was not considered when initial Monument boundaries were created, but that will become critical to biodiversity conservation in the coming decades. 1 a Olson, D.M., D.A. DellaSala, R.F. Noss, J. R. Strittholt, J. Kaas, M. E. Koopman, and T.F. Allnutt. 2012. Climate i change refugia for biodiversity in the Klamath-Siskiyou ecoregion. Natural Areas Journal 32:65-74. I i 4 Frost, E.J. and P. Trail. 2015. A Summary of Ecological Values in Proposed Additions to the Cascade-Siskiyou National Monument. Unpublished report available from Soda Mountain Wilderness Council, Ashland, OR. i 2 As professional scientists who value and understand the many benefits of biological diversity and ecological health, we appreciate the opportunity to offer our recommendations for the future of the Cascade- S iskiyou National Monument and urge decision-makers to expand the boundaries of the Monument so that it can successfully achieve the proclamation's stated goal of protecting the area's outstanding biological resources for present and future generations. Sincerely, Scientists that Contributed to the 2011 Cascade-Siskiyou Monument Boundary Study *affiliations for identification purposes only Pepper Trail, Ph.D., Ornithologist Ashland, OR Dennis Odion, Ph.D., Vegetation Ecologist Southern Oregon University, Ashland, OR Jack Williams, Ph.D., Chief Scientist Trout Unlimited, Medford, OR Evan Frost, M.Sc., Conservation Biologist Wildwood Consulting, Ashland, OR Steve Jessup, Ph.D., Botanist Southern Oregon University, Ashland, OR Darlene Southworth, Ph.D., Professor (Emeritus), Department of Biology Southern Oregon University, Ashland, OR Frank Lang, Ph.D., Professor (Emeritus), Department of Biology Southern Oregon University, Ashland, OR Richard Brock, M.Sc., Senior Botanist Siskiyou BioSurvey LLC, Ashland, OR Paul Hosten, Ph.D., Terrestrial Ecologist Kualapu'u, HI Dominick DellaSala, Ph.D., Chief Scientist Geos Institute, Ashland, OR Michael Parker, Ph.D., Aquatic Ecologist, Department of Biology Southern Oregon University, Ashland, OR Daniel Sarr, Ph.D., Ecologist Flagstaff, AZ 3 Scott Hoffman Black, M.Sc.; Ecologist and Executive Director Xerces Society, Portland, OR Jeannine Rossa, M.Sc., Aquatic Ecologist Ecolink Consulting, Kualapu'u, HI Brian Barr, M.Sc., Fisheries Biologist Gold Hill, OR Additional Scientists in Support of Cascade-Siskiyou Monument Expansion *affiliations for identification purposes only David A. Perry, Ph.D., Professor (Emeritus) Ke Chung Kim, Ph. D., Professor (Emeritus) Department of Forest Science and Former Director, Center for Biodiversity Oregon State University, Corvallis, OR Research, Pennsylvania State University University Park, PA Gary Tabor, Ph.D., Conservation Scientist Center for Large Landscape Conservation Jay Lininger, M.Sc., Senior Scientist Bozeman, MT Center for Biological Diversity Ashland, OR Arthur J. Boucot, Ph.D. Distinguished Professor of Geology Vicky Meretsky, Ph.D. Oregon State University, Corvallis, OR Professor of Conservation Biology Indiana University, Bloomington, IN Jack W. Sites, Jr., Ph.D. Professor of Biology/Curator of Herpetology Michael J. Vandeman, Ph.D. Brigham Young University, Provo, Utah Conservation Biologist San Francisco Bay Area, CA Calvin Maginel, M.Sc. (candidate) Department of Natural Resources George Wuerthner, M.Sc., Senior Scientist University of Missouri, Columbia, MO Foundation for Deep Ecology San Francisco, CA Thomas Rooney, Ph.D., Professor Department of Biological Sciences Mitchell M. Johns, Ph.D. Wright State University, Dayton, OH Professor of Soil Science California State University-Chico Gary Roemer, Ph.D., Professor Chico, CA Dept. of Fish, Wildlife & Conservation Ecology Melissa Savage, Ph.D., Associate Professor NM State University, Las Cruces, NM (Emeritus), Department of Geography University of California, Los Angeles, CA William D. Anderson, Jr., Ph.D. Professor (Emeritus), Marine Biology James H. Marden, Ph.D. College of Charleston, Charleston, SC Professor, Department of Biology Penn State University, University Park, PA 4 i I Sandra Mardonovich, M. Sc. (candidate) Bitty Roy, Ph.D., Professor, Department of Department of Botany Biology / Smithsonian Research Associate Miami University, Oxford, OH University of Oregon, Eugene, OR D. Scott Samuels Ph.D. Don Waller, Ph.D., John T. Curtis Professor f ~ Professor of Biological Sciences of Botany and Environmental Studies University of Montana, Missoula, MT University of Wisconsin, Madison, WI Peter Bahls M.Sc., Fisheries Biologist Gustav Paulay, Ph.D., Professor Northwest Watershed Institute Department of Zoology Port Townsend, WA University of Florida, Gainesville, FL Peter B. MoYle Ph.D., Distinguished Richard O. Bierregaard, Ph.D., Research Professor, Dept. of Wildlife, Fish, & Associate, Academy of Natural Sciences Conservation Biology Drexel University, Philadelphia, PA University of California, Davis, CA Matthew Rubino, M.Sc., Conservation Wayne D. Spencer, Ph.D., Director of Biologist, Dept. of Applied Ecology Conservation Assessment, Conservation North Carolina State University Raleigh, NC j Biology Institute, San Diego, CA Robin Salter, Ph.D. f Paul Schaeffer, Ph.D., Associate Professor Associate Professor of Biology i Department of Biology Oberlin College, Oberlin, OH Miami University, Oxford, OH Dina Roberts, Ph.D., Professor F. Stuart Chapin III, Ph.D., Professor Department of Biology M (Emeritus), Department of Biology The Evergreen State College, Olympia, WA University of Alaska, Fairbanks, AK Rachel E. Golden, M.Sc., Department of Stephen G. Weller, Ph.D., Professor Environmental Science and Public Policy Dept. of Ecology and Evolutionary Biology George Mason University, Arlington, VA University of California-Irvine, Irvine, CA Phil Myers, Ph.D., Professor (Emeritus) Vicki Tripoli, Ph.D., Biologist Dept. of Ecology and Evolutionary Biology Moorpark, CA University of Michigan, Ann Arbor, MI Douglas J. Frederick, Ph.D., Professor Peter F. Brussard, Ph.D., Professor Dept. of Forestry & Environment Sciences (Emeritus), Department of Biology 0 North Carolina State Univ., Raleigh, NC University of Nevada, Reno, NV 04 Gary K. Meffe, Ph.D., Adjunct Professor Jesse Ford, Ph.D., Professor Dept. of Wildlife Ecology & Conservation Department of Fisheries and Wildlife University of Florida, Gaineeville, FL Oregon State University, Corvallis, OR 5 Craig W. Benkman, Ph.D., Professor Trygve Steen, Ph.D., Professor Department of Zoology and Physiology Department of Environmental Studies University of Wyoming, Laramie, WY Portland State University, Portland, OR Malcolm K. Cleaveland, Ph.D., Professor Jason Clark, M.S. (Emeritus), Department of Geosciences Senior Botanist University of Arkansas, Fayetteville, AR Siskiyou BioSurvey LLC, Ashland, OR Rick Van de Poll, Ph.D., Principal David Olson, Ph.D. Ecosystem Management Consultants Conservation Earth Consulting and Center Sandwich, NH Biodiversity & Wildlife Solutions, Washington, DC r1 Glenn R. Stewart, Ph.D., Professor (Emeritus), Biological Sciences Department Craig C. Downer, Ph.D. California State Polytechnic University Wildlife Ecologist 00, Pomona, CA Andean Tapir Fund, Minden, NV Bruce G. Baldwin, Ph.D., Professor Robert L. Beschta, Ph.D., Professor to Emeritus), Forest Ecosystems and Society 00 Department of Integrative Biology ( University of California, Berkeley, CA Oregon State University, Corvallis, OR to David Janos, Ph.D., Professor Dennis Murphy, Ph.D. to Department of Biology and Cooper Fellow Adjunct Research Professor 40 University of Miami, Coral Gables, FL University of Nevada, Reno 40 Thomas Michael Power, Ph.D. Robert Michael Pyle, Ph.D. Lepidopterist and Founder Professor (Emeritus), Dept. of Economics The Xerces Society, Portland, OR The University of Montana, Missoula, MT to 60 Jon Rhodes, Ph.D. Reed F. Noss, Ph.D. 00 Hydrologist Provost's Distinguished Research Professor Planeto Azul Hydrology, Portland, OR Department of Biology University of Central Florida, Orlando, FL ~j Jon Evans, Ph.D. Professor of Biology Rowan J. Baker, MS The University of the South, Sewanee, TN Independent Environmental Consultant Portland, OR Erik Jules, Ph.D., Professor David J. Berg, Ph.D. Department of Biological Sciences Professor, Department of Biology Humboldt State University, Arcata CA Miami University, Oxford OH Daphne Stone, Ph.D., Botanist Raymond A. Saumure, Ph.D. Biodiversity Research Collective Herpetologist and Director Eugene, OR WildFauna, Las Vegas, NV 6 - i r r r r Karen Stone, Ph.D., Professor j Department of Biology Southern Oregon University, Ashland, OR Douglas A. Miller, Ph.D., Professor r Department of Geography Penn State University, University Park, PA William Bridgeland, Ph.D. Wildlife Biologist Bandon, OR Susan Harrison, Ph.D., Professor Dept. of Environmental Science & Policy University of California, Davis, CA Gordon H. Orians, Ph.D., Professor r (Emeritus), Department of Biology University of Washington, Seattle, WA Frito Dolisca, Ph.D. Forest Resource Policy and Conservation Orange, NJ ~i Stephen C. Trombulak, Ph.D., Professor Department of Biology Middlebury College, Middlebury, VT Sam Rich, M.Sc. Conservation Land Manager Wild Restoration LLC, Seattle, WA Barry R. Noon, Ph.D., Professor Dept, of Wildlife & Conservation Biology Colorado State University, Fort Collins, CO Jeff Wells, Ph.D., Senior Scientist Boreal Songbird Initiative Seattle, WA Ir to 0 7 Proposed Expansion of the Cascade-Siskiyou National Monument Based on Scientific Report, Frost et al. 20112 Rid !boo Grizzly -4`- 4 Peak Yso, errs ' Hrn~ a w -Lake ' d R , .ogee xyatt! Valley take _Foothills 40, Johnson - 40 and Fall Enigrant Creeks Lake Cascj 40 M f E. Oregon California COPCO Reservoir 1 - Klamath R►'o Klamath Iron Gate Reservoir Rarer Ridges! 0 5-5 1 t 0 5 km Areas of Interest Existing Cascade-Siskiyou BLM Administered Land Land Ownership National Monument Proposed Monument US Forest Service Areas Proposed for Expansion Areas Bureau of Reclamation Cascade-Siskiyou National Cascade-Siskiyou National Monument Expansion Monument California State Land Q Other BLM Private Date: 04I0312015 'tl Data sources: Geos Institute. BLM. Esd 2Frost, E., D. Odion, P. Trail, J_ Williams, J. Alexander, B. Barr, R. Brock, D. DellaSala, P. Hosten, S. Jessup, F. Lang, M. Parker, J. Rossa, D. Sarr and D. Southworth. 2011. Cascade-Siskiyou National Monument Boundary Study: Identification of Priority Areas for Monument Expansion. 14 pp. including maps and appendices. CITY OF ASHLAND Council Communication June 16, 2015, Business Meeting A Resolution Adopting a Supplemental Budget and Increasing Appropriations within the FY 2013-2015 Biennium Budget FROM: Lee Tuneberg, Administrative Services/Finance Director, tuneberl@ashland.onus SUMMARY Additional amounts beyond the current budget were made available from the Oregon Department of Forestry, US Department of Agriculture, Jackson County Citizen Corps, Oregon Watershed Enhancement Board and Nature Conservancy to fund the Ashland Fire and Rescue activities in both the General and Water funds. The additional work in the fuels reduction and CERT programs in the General Fund and Water Fund have been well documented and discussed. A supplemental budget is needed to recognize the additional funding and potential expenditures to the end of the 2013-2015 biennium. BACKGROUND AND POLICY IMPLICATIONS: There are three ways in which to change appropriations after the Budget is adopted. 1. A transfer of appropriations decreases an appropriation and increases another. This is the simplest budget change allowed under Oregon Budget law. This does not increase the overall budget. This is approved by a City Council resolution. 2. A supplemental budget of less than 10 percent of total appropriations within an individual fund follows a process similar to the transfer of appropriations. This process includes a notice in the paper prior to Council taking action. 3. A supplemental budget in excess of 10 percent of total appropriations requires a longer process. This process includes a notice in the paper and a public hearing prior to the council taking action. The proposed resolution identifies and authorizes increased appropriations (Item #2 above) in the following funds: General Fund Appropriation: Fire and Rescue Department $145,248 Water Fund Appropriation: Fire - Forest Lands Management Division $138,585 TOTAL APPROPRIATIONS FROM SUPPLEMENTAL $283,833 Page 1 of 2 ,1, CITY OF ASHLAND COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: Supplemental Budgets are an accepted means to adjust the budget recognizing the need for additional appropriations. In most cases the primary cause for a supplemental budget is unanticipated revenue that is beneficial to spend in the current year. Sometimes an internal loan is needed to create appropriations to achieve an unanticipated benefit or to provide cash for unforeseen shortfalls. Council action will increase the total budget as indicated by the resolution. Doing so is within the limitations of Oregon Budget Law and provides compliance when meeting the identified needs. Per the attached memo additional amounts are available to the city from the organizations listed above. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council approve the proposed resolution. SUGGESTED MOTION: I move to adopt a resolution titled "A Resolution Adopting a Supplemental Budget Increasing Appropriations within the 2013-2015 Biennium Budget" as presented. ATTACHMENTS: Proposed Resolution Supplemental Budget Request Memo - Ashland Fire and Rescue Legal Notice of a Supplemental Budget Page 2 of 2 Ir, RESOLUTION NO. 2015- A RESOLUTION ADOPTING A SUPPLEMENTAL BUDGET INCREASING APPROPRIATIONS WITHIN THE 2013-2015 BIENNIUM BUDGET Recitals: ORS 294.480 permits the governing body of a municipal corporation to make a supplemental budget for the fiscal year for which the regular budget has been prepared under one or more of the following reasons: a. An occurrence or condition which had not been ascertained at the time of the preparation of a budget for the current year which requires a change in financial planning. b. A pressing necessity which was not foreseen at the time of the preparation of the budget for the current year which requires prompt action. c. Funds were made available by another unit of federal, state or local government and the availability of such funds could not have been ascertained at the time of the preparation of the budget for the current year. d. Other reasons identified per the statutes. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Because of the circumstances stated below, the Mayor and City Council of the City of Ashland determine that it is necessary to adopt a supplemental budget, establishing the following additional appropriations: General Fund Appropriation: Fire and Rescue Department $145,248 Resource: Intergovernmental Revenues $145,248 To appropriate additional funds from the Oregon Department of Forestry for home-site fuels reduction. To appropriate additional funds from US Department of Agriculture for firewise activities. To appropriate additional funds from Jackson County Citizen Corps for CERT activities. Water Fund Appropriation: Fire - Forest Lands Management Division $138,585 Resource: Intergovernmental Revenues $138,585 Page 1 of 2 To appropriate additional funds from Oregon Watershed Enhancement Board and Nature Conservancy for fuels reduction and prescribed burning as well as administrative cost. TOTAL ALL FUNDS $283,833 $283,833 SECTION 2. All other provisions of the adopted 2013-2015 BIENNIUM BUDGET not specifically amended or revised in this Supplemental Budget remain in full force and effect as stated therein. SECTION 3. This resolution was duly PASSED and ADOPTED this day of June, 2015, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of June, 2015: John Stromberg, Mayor Reviewed as to form: Douglas M. McGeary, Assistant City Attorney Page 2 of 2 CITY OF -ASHLAND Memo DATE: June 9, 2015 TO: Lee Tuneberg, City Financial Officer Cindy Hanks, Accounting Manager FROM: Chris Chambers, Forest Division Chief RE: Fire Department Water and General Fund Budget Supplement Request for BN14-15 The following are budget supplement requests for the current biennial budget in the Fire Department (General Fund) and Forest Interface Budget (Water Fund). These are items that caused previously unbudgeted expenditures with corresponding revenues. FOREST INTERFACE (WATER FUND) OWEB GRANT We applied for and received a grant from the Oregon Watershed Enhancement Board (OWEB) for collaborative capacity building in the AFR project. $34,602 670.07.29.00.604160 ASHLAND FOREST RESILIENCY PROJECT CONTRACTUAL We received reimbursements for work on the AFR project after a deadline was extended into FYI 4 and encompassing previously unbudgeted expenses. Expenses included community engagement, final payment on helicopter work, taxes paid on by-product logs, and forest consulting contract costs. $37,040 670.07.29.00.604160 PERC/SPER GRANT This grant through The Nature Conservancy was extended (and renewed, see below) through the final quarter of calendar year 2013, which allowed for final fuels reduction work and expenses to be completed totaling $22,897. The grant was reauthorized for $7,000 and expended in FY 14. $29,897 670.07.29.00.604160 t PERFACT GRANT This Nature Conservancy grant was awarded in May 2015 for prescribed burning on City forestlands and associated administrative and monitoring costs incurred by City staff and contractors. $20,000 670.07.29.00.604160 PERSONAL SERVICES - AFR PROJECT AND WILDFIRE HOME ASSESSMENTS Due to an AFR project funding extension, $16,336. was reimbursed for an already budgeted position in the Division (Forest Division Chief) in quarter one of FY 14. In addition, the AFR Project Assistant was originally budgeted for one quarter at $9,237 and the actual cost/reimbursement was $9,947. The Weed Abatement Coordinator worked on a wildfire home assessment project one day a week through the fall and winter and billed to this account, incurring unbudgeted expenses. $17,046 670.07.29.00.510200 SUMMARY (Water Fund-Forest Interface) OWEB Grant $ 34,602.00 AFR Project $ 37,040.00 PERC Grant $ 29,897.00 PERFACT Grant $ 20,000.00 Personal Svcs $ 17,046.00 TOTAL $138,585.00 FIRE - GENERAL FUND FIREWISE TITLE III GRANTS We secured $19,300 in FY14 and $65,000 for Firewise activities in FYI 5. $7,500 of the grant in FY15 has been extended into FY16 so the amount in this fiscal year is the original grant total minus the extension into FYI 6. $76,800 total broken up as follows: • $43,300 Personal Services 110.07.51.00.510100 • $33,500 Materials & Services 110.07.51.00.610355 FIREWISE ODF BIOMASS GRANT Grant money for homesite fuels reduction in the Firewise Program that was carried over into BN14-15 from previous FY. $63,648 110.07.51.00.610355 2 JACKSON COUNTY CITIZEN CORPS GRANT The CERT program received this grant for CERT base portable generators. $4,800 110.07.51.00.610350 SUMMARY (Fire-General Fund) Title III Grant $ 76,800.00 ODF Biomass Grant $ 63,648.00 PERFACT Grant $ 4,800.00 TOTAL $145,248.00 3 Public Notice of Supplemental Budget A resolution adopting a supplemental budget for the City of Ashland, Jackson County, State of Oregon, for the biennium July 1, 2013 to June 30, 2015, will be considered at the Civic Center, 1175 East Main Street, Ashland, Oregon as part of the City's regular business on June 16, 2015, at 7:00 p.m. A copy of the supplemental budget document may be inspected or obtained on or after June 11, 2015, at the Administrative Services Department, 20 East Main, Ashland, Oregon 97520 between 8:30 a.m. and 4:30 p.m. A summary of the supplemental budget is presented below. General Fund Resources Requirements Intergovernmental Revenues $ 145,248 $ 145,248 Fire And Rescue Department $ 145,248 $ 145,248 Water Fund Resources Requirements Intergovernmental Revenues $ 138,585 $ 138,585 Fire - Forest Lands Management Division $ 138,585 $ 138,585 To appropriate in the General Fund added funds from the Oregon Department of Forestry for home-site fuels reduction. To appropriate additional funds from US Department of Agriculture for firewise activities. To appropriate additional funds from Jackson County Citizen Corps for CERT activities. To appropriate in the Water Fund added funds from Oregon Watershed Enhancement Board and Nature Conservancy for fuels reduction and prescribed burning as well as administrative cost. TOTAL ALL FUNDS Resources Requirements $ 283,833 $ 283,833 CITY OF -ASHLAND Council Communication June 16, 2015, Business Meeting Resolution Transferring Appropriations within the Biennium 2013-15 Budget FROM: Lee Tuneberg, Finance Director, Administrative Services Department tuneberl@ashland.or.us SUMMARY In reviewing recent financial reports for the 2013-15 biennium and reports from departments, staff has identified the need to transfer appropriations in several individual funds to recognize operational changes and to maintain compliance with Oregon Budget Law. The proposed resolution summarizes the transfers from each Fund's contingency or other operational area to the department or division requiring the appropriation and includes a short description of the need for the transfer. BACKGROUND AND POLICY IMPLICATIONS: There are three ways in which to change appropriations after the budget is adopted. L A transfer of appropriations decreases an appropriation and increases another. This is the simplest budget change allowed under Oregon Budget law. This does not increase the overall budget. This is approved by a City Council resolution. 2. A supplemental budget of less than 10 percent of total appropriations within an individual fund follows a process similar to the transfer of appropriations. This process includes a notice in the paper prior to Council taking action. 3. A supplemental budget in excess of 10 percent of total appropriations requires a longer process. This process includes a notice in the paper and a public hearing prior to the council taking action. The proposed resolution identifies and authorizes transfers of appropriations (Item #1 above) in the following Funds: 1. General Fund - From Administrative Services, Material & Services to Administration, Tourism, Materials & Services, to segregate and better track the remaining expenditures. $67,251 2. Airport Fund - From Contingency and Capital Outlay to materials & Services to appropriate for mowing, leases and DEQ requirements. $27,000 3. Water Fund - From Water Supply Division and Contingency to Conservation, Improvement SDC and Debt SDC to address necessary changes in operations relating to the approved pilot meter program, debt interest and expenditures relating to TAP waterline project. $340,010 4. Telecommunications Fund - From Contingency to Personal Services for expenses relating to staff departures and overtime costs for system outages $37,000 5. Central Service Fund - From Administrative Services Department and Contingency to City Recorder Department to address increased credit card and merchant fees $150,000 6. Health Benefits Fund - From Interfund Loan repayment and Contingency to Materials & Services to cover added claims and administration costs $760,000 Page 1 of 2 CITY OF -ASH LAN D 7. Equipment Fund - From Contingency to Public Works, Maintenance to cover increased costs for repairs necessitated by shortage in staffing to do the work $90,000 8. Parks and Recreation Fund - From Capital outlay to Materials & Services to pay for increased costs for professional services related to projects $100,000 9. Parks Capital Improvement Fund - From Water Distribution Division to Water Supply Division to recognize Council approval or repurposing bond proceeds from Park Estates pump station project to help fund the Talent Ashland Phoenix water line project. $2,000 TOTAL APPROPRIATIONS TRANSFERRED $1,573,261 This is the second transfer of appropriations request for 2013-15 and represents 0.8% of adopted appropriations for the biennium. COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: Transfers of appropriation do not increase or decrease the adopted budget. Transfers between appropriation categories only reflect a change in anticipated activities. A transfer of appropriations using contingency do cause a reduction in the potential ending fund balance of each fund having a transfer and impact the carry forward balance for the following fiscal year. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council approve the proposed resolution. SUGGESTED MOTION: I move to adopt a resolution titled "A Resolution Transferring Appropriations within the 2013-15 Budget" as presented. ATTACHMENTS: Proposed Resolution Transfer Request Memos Page 2 of 2 RESOLUTION NO. 2015 - A RESOLUTION TRANSFERRING APPROPRIATIONS WITHIN THE 2013-2015 BIENNIUM BUDGET THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Because of the circumstances stated below, the Mayor and City Council of the City of Ashland determine that it is necessary to transfer appropriations as follows: General Fund To: Administration -Tourism $ 67,251 From: Administrative Services $ 67,251 To transfer appropriations from Administrative Services to Administration Tourism. The appropriations were originally budgeted in Administrative services. Airport Fund To: Materials and Services $27,000 From: Capital Outlay $17,000 Contingency $10,000 To transfer appropriations from Contingency and Capital outlay to cover lease rights and mowing and DEQ requirements. Water Fund To: Administration - Conservation $ 40,000 Public Works - Improvement SDC $300,000 Public Works - Debt SDC $ 10 From: Public Works - Supply $ 40,000 Contingency $300,010 To transfer appropriations from Public Works - Water Supply to Administration - Water Conservation for the smart water meter conservation pilot project. To transfer from Contingency to Public Works - Improvement SDC for Debt to Medford Water Commission for the Ashland, Talent, Phoenix pipeline project. To transfer from Contingency to Public Works - Debt for higher interest than what was anticipated on the final payment. Telecommunication Fund To: Personal Services $ 37,000 From: Contingency $ 37,000 To transfer appropriations from Contingency to Personal Services for retirement payout and added overtime due to weather and accidental related system outages Page 1 of 3 Central Service Fund To: City Recorder $150,000 From: Administrative Services Department $ 46,000 Contingency $104,000 To transfer appropriations from Contingency and Administrative Services Department to cover the cost of merchant fees associated with credit cards. Health Benefits Fund To: Materials and Services $760,000 From: Interfund Loan $260,000 Contingency $500,000 To transfer appropriations from Interfund Loan and Contingency to cover higher than anticipated claims costs. Equipment Fund To: Public Works - Maintenance $ 90,000 From: Contingency $ 90,000 To transfer appropriations from contingency to Public Works Maintenance cost for outside vendors due to staff reductions from the past four years. Parks and Recreation Fund To: Parks Division $ 60,000 Golf Division $ 40,000 From: Contingency $100,000 To transfer appropriations from Contingency to Parks Division for multiple retirements. To transfer appropriations from Contingency to Golf Division to cover additional cost for personnel costs and operational needs. Parks Capital Improvement Fund To: Materials and Services $ 2,000 From: Capital Outlay $ 2,000 To transfer appropriations from Capital Outlay to Materials and Services to cover the cost for professional services. TOTAL To: Department/Division Appropriations $ 1,573,261 From: Department/ Division Appropriations $ 432,251 Contingency $ 1,141,010 1,573,261 Page 2 of 3 SECTION 2. This resolution was duly PASSED and ADOPTED this day of June, 2015, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of June, 2015: John Stromberg, Mayor Reviewed as to form: Douglas M. McGeary, Assistant City Attorney Page 3 of 3 C I T Y O F ASHLAND Budget Transfer Request Date: 6/1 /2015 Department: Finance Explanation of request: To allocated money that was budgeted in a Administrative Services - Misc during the budget process. To better account for the costs. Transfer From Account Number Line Item Name Amount 110.99.00.00.604100 Professional Services 67,251 M Total Amount of Transfer S 67,251.00 Transfer To Account Number Line Item Name Amount 110.01.02.20.604100 Professional services S67,251.00 Total Amount of Transfer S 67,251.00 Requested fay; { r' A: roved By: Department ad C I T Y O F ASHLAND Budget Transfer Request Date: 6/112015 Department: Public Works Explanation of request: The airport is budget by major catergory and in the current biennium the remaining lease rights to a hanger were purchased for ;714.500. This request is due to the lease rights to purchase a hanger of $14,500 in the correct gg~,%,, - category. Plus due to the DEC) requirement for permits and additional [a~049 requirements for additional costs that were not budgeted. Transfer From Account Number Line item Name Amount 280.99.00.00.905000 Airport Contingency $10,000,00 280.08.00.00.704000 Internal Projects S17,000,00 Total Amotint of Transfer S27,000.00 Transfer To Account Number Line Item Name Amount 280.08.00.00.602320 Maintenance $ 5,000.00 280.08.00.00.604100 Professional Services S17,000.00 280.08.00.00.605000 Misc Charges S5,000.00 Total Amount of Transfer S 27,000.00 Requeste t t-: 1 Approvec Far ms c Departmem nt Head C-I T gY <>F SHLAND Budget Transfer Request Date: 5112/2015 Department: Puhlic Works Explanation of request: 1-1c) ,000 of water SLIPPly funds that wefe budgeted for a smart water meter conservation pilot project are being transfered to the water conservation i Udg;,'t to fund the new lawn replacement program that was implemented during Drought 2014. Transfer From Account Number Line Item Name Amount 670.0€3.15.00.704200 Contracted Projects $40.000-00 Total Amount of Transfer $ 40,000.00 Transfer To Account Number Line Item Name Amount 6-70,01.06.00.610100---- Conservation Pro rams $ 40,000.00 Total Amo~.jnt of Transfer 40 000.00 Requested Fay: Approved Hy: i x I)epa tment Bead i CITY <:>F S H LA ND Budget Transfer Request Date: 5/12/2015 Department: Public Works - Water SDC Explanation of request: Due to the drought of 2014, the Ashland, Talent, Phoenix pipeline project was fast tracked and payments for construction costs and to Medford Water Commission for water and SDCs came clue sooner than anticipated. A transfer in the amourat of $300,000 is requested to meet payment obligations. Transfer From Account Number Line Item Name Amount 670.99.00.00.905000 Water Contingency S 300 OOH 00 - - ~ Total Amount of Transfer `ino,nnn nn Transfer To Account Number Line Item Name Amount 670 08.38.00.604100 Professional Servic. $ 300,000.00 Total Amount of Transfer $ 300,000.00 Reatiested By - v- Approved Fay: c , y ~ , CITY UIF ASHLAND Budget Transfer Request date: 6/1/2015 Department: Finance Explanation of request: Request to cover cost for interest payment for the final payment of the 2003 water revenue bonds. The amortization schedule is used for budgeting but is an estimate for the final payment Transfer From Account Number Line Item Name Amount 670.99.00.00.905000 Water Contingency S10.00 I vial Arnount of Transfer S 10.00 Transfer To Account Number Line Item Name Amount 670.M37.00M2210 2003 Waer Interest S10,00 Total Arnaunt of 't ransfer $ 10.00 v"i ~ > Requested By. Approved By. Department Heard C' CITY <3F ASHLAND Budget Transfer Request Date: 5/412015 Department: Information--1 . `7^nlr°gy Explanation of request. Higher costs in Personal Services due to: 1) Retirement of long time employee (payouts) 2) Weather and accident related system outages (raintvdindl- car/poleaccident), 3) Employment taxes/benefits higher than budgeted Transfer From Account Nurnbor Line Item Name Amount ti91.99.00.Dt}.9{)51)00 t;ontigq nc}, 37,000.0'0 Total AnnrountofIransfc- ~S37,000.00 Transfer To Account Number Line Item Name Amount 691,02.47.00..51101 i3 Vacatlon Payout $ 15,000.00 591.02 `.7-00 _51 j.-ICjir t.rled Overt€tine $ 000.001_ - B91 02 4?' u~ ,z0100 ;~1r._:aEContributions $ 3,000.00 691.02-47-00 Worker's Compensation $ 7,000.00 59'1.02.47.(ju.b2 .<'23 HRAnfEBA $3,000.00 1) Pr1ou of1'rari0pr $37,000.00 . / - Approved BJ rJr Went Hoad CITY C1F ASHLAND Budget Transfer Request Date: 5/312015 Department: City Recorder Explanation of request: The cost of merchant fees associated with credit cards as increased. This is due to the increase of customers using credit/debit cards to pay for services, the additional cost of "portals" used to pay for services electronically and the increases of costs by VISAlAmerican Express for the use of their services. These casts were not anticipated in the current budget Transfer From Account Number Line Item Name Amount 710.99.00.00.905000 Contingency 104.000.00 710.03.09,00.604100 Professional Services $ 46,000,00 Total Amount of Transfer S 150,000.00 Transfer To Account Number Line Item Name Amount _ 710.04.00.605100 Bankin Services S 150,000.00 1 Total Amount of Transfer $ 150.000.00 Reyuesfed lay' Approved By, Department H,Ad C I T Y O F ASHLAND Budget Transfer Request Date: 6/1/2015 Department: Explanation of request: Due to higher than anticipated costs of claims for health care. a transfer is required to cover additional expenses. Transfer From Account Number Line Item Name Amount 725.01.49.00.901000 l Intefund loans S 260.000.00 725.01.49.00.905000 Contin enc S 500.000.00 Total Amount of Transfer $ 760,000.00 Transfer To Account Number Line Item Name Amount 725.01.49.00.607170 Health Care Clairns S 760,000,00 Total Armoont of Tra€2sfer S 760.000.00 nested E3y: . ed By. Deparimeni I lead C-,/ IC I T Y iCi F ASHLAND Budget Transfer Request Date: 5/12/2015 Department: Public Works Explanation of request: The staff reduction four years ago has lead to increased costs for outside vendors. In addition, the costs for parts has out paced the approved budget allocation so we are requesting a $90,000 transfer from r ontirtyen cy to cover the additional costs. Transfer From Account Number Line Item Name Amount 730.99.00.00.905000 E ui merit Contingency .90,000.00 Total Amount of Transfer S 90,000.00 Transfer To Account Number Line Item Name Amount 730.08.24.00.0x02221 Equipment Parks & 5u dies $ 55,000.00 081.24 QO 60222-3 Outside Services $ 35.0(70.00 Total Amount of Transfer $ 90,000.00 Requested By f G~ artrfrent f ic~+ti` C I T Y O 1 XS H LA N D Budget Transfer Request Date: 5/26/2015 Department: Parks and Recreation Explanation of request: Due to an increase in personnel costs at the golf course during the current biennium to meet operational needs, the golf course personnel budget is projected to exceed its budget amount by 40,000. In addition, multiple retirements - including a department head - with large payout amounts within this biennial budget has put the park ops, personnel budget over the budgeted amount. A Transfer of 60,000 to parks cps personnel is required to solve this overage. Transfer From Account Number Line Item Name Amount Parks Contin enc 100,000-00 Total Amount of Transfer S 100,000.00 Transfer To Account Number Line Item Name Amount Parks O s. Personnel S60,000.00 Golf Personnel $40,000,00 Total Amount of Transfer $ 100 000,00 freq.., By- Approved By:fT{` e Department Heed C I T Y O IF ASHLAND Budget Transfer Request Date: 61112015 Department: Parks Explanation of request: To transfer appropriations frorrl Capital Outlay to Materials & Services to recognized the need for a land appraisal. The anticipated cost was budgeted in capital. Transfer From Account Number Line Item Name Amount 411.12.00.00.604100 Professional Services 2.000.00 Total Amount of Transfer $ 2, 000.00 Transfer To Account Number Line Item Name Amount 411.12.00.00.704200 Contracted Project $ 2,000.00 Total Amount of Transfer $ 2,000.00 r %pproved By [Department Wad CITY OF ASHLAND Council Communication June 16, 2015, Business Meeting Discussion of FY 2016 compensation for non-represented employees FROM: Dave Kanner, City Administrator, dave.kanner@ashland.onus SUMMARY Earlier this year, I had proposed no cost-of-living adjustment to pay ranges for non-represented employees in FY 2016, based on a January-January CPI-W that was a negative number. However, based on the outcome of union negotiations, I now propose a small COLA for non-represented employees: 1% for department heads and supervisory managers and 1.5% for non-supervisory and confidential non-represented employees. BACKGROUND AND POLICY IMPLICATIONS: Ashland has historically used the January-January CPI-W measure to determine cost-of-living adjustments for non-represented employees, although other factors have come into play when determining the final number. For instance, in 2009 and 2010, non-represented employees received 0% due to the budget crisis created by the economic downturn. In other years, COLAs have exceeded CPI-W in order to keep pace with collective bargaining agreements and to avoid compression between supervisors and the employees they supervise. In the budget message for the proposed 2015-17 budget, I stated that "no COLA is proposed for management and non-represented employees, since year-over-year CPI-W is currently a negative number." Since then, however, CPI-W has begun trending up slightly and we have entered into a tentative agreement with the IBEW Technical/Clerical group that provides for a 2.5% COLA in the first year of the biennium and a 1.5% increase in the second year. In addition, the Laborers unit is scheduled to receive a 1.5% COLA next year. In light of that, I propose to provide a 1% pay adjustment to department head and supervisory management positions and a 1.5% adjustment to non- supervisory and confidential non-represented employees. I further propose to provide additional 40 hours of a *nistrative leave to department heads and eight hours to exempt non-repro esc ented employees (the latter in the orm of a "floating holiday"). FISCAL IMPLICATIONS: When the proposed BN 2015-17 budget was first prepared, it assumed that there would be a pay adjustment for non-represented employees. The approved budget still includes that adjustment. The adjustments proposed above would require $52,700 less than what is included in the proposed budget. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of the pay adjustment to non-represented employees as proposed above. Page I of 2 lorrWr, CITY OF ASHLAND SUGGESTED MOTION: I move approval of a pay adjustment for non-represented employees in fiscal year 2016 as described by the City Administrator in his Council Communication of June 16, 2015. ATTACHMENTS: List of non-represented positions including FY '15 top step of pay range Pagc 2 of 2 EXECUTIVE MANAGEMENT TITLE JOB CLASS SALARY 1 City Administrator Exempt 501 TOP $153,329 2 Acting Asst. City Admin. Exempt 502 TOP $126,144 3 City Attorney Exempt 502 TOP $126,144 4-Director Comm Dev Exempt 504 TOP $114,416 5 Director PW Exempt 504 TOP $114,416 6 Fire Chief Exempt 504 TOP $114,416 7 Police Chief Exempt 504 TOP $114,416 8 Director Electric/IT Exempt 504 TOP $114,416 • TITLE JOB CLASS SALARY EXEMPT SUPERVISORS 1 Elect Operation Super Exempt 511 TOP $103,809 2 Human Resources Manager Exempt 503 TOP $98,866 3 Fire Division Chief (2) Exempt 503 TOP $98,866 4 Accounting Manager Exempt 515 TOP $89,676 5 PW Superintendent Exempt 515 TOP $89,676 6 AFN Ops Manager Exempt 515 TOP $89,676 7 Comp. Services Mgr. Exempt 515 TOP $89,676 8 Engineering Serv Mgr. Exempt 515 TOP $89,676 9 Planning Manager Exempt 525 TOP $94,158 10 Building Official Exempt 525 TOP $94,158 11 WTP Supervisor Exempt Grandfathered rate TOP $80,875 12 WW Treatment Superv Exempt Grandfathered rate TOP $80,875 13 Deputy Chief Exempt 503 TOP $98,866 14 Management Analyst (2) Exempt 520 TOP $81,337 15 GIS Manager Exempt 526 TOP $77,464 16 Senior Planner Exempt 526 TOP $77,464 17 WQ Dist Supervisor Exempt 527 TOP $73,776 19 Muni Court Supervisor Exempt 529 TOP $63,731 NON-EXEMPT SUPERVISORS 1 Police Sergeant (5) Non-Exempt 520 TOP $81,337 2 Street Supervisor Non-Exempt 528 TOP $70,263 3 WW Collections Super Non-Exempt 528 TOP $70,263 4 Maintenance/Safety Supervisor Non-Exempt 528 TOP $70,263 5 Customer Service Mgr Non-Exempt 528 TOP $70,263 NON-REPRESENTED NON-SUPERVISORY TITLE JOB CLASS SALARY 1 Senior Engineer Exempt 520 TOP $81,337 2 Senior IS Analyst Exempt 526 TOP $77,464 3 Network Admin. (2) Exempt 526 TOP $77,464 4 Risk Mgmt Specialist 529 TOP $63,731 5 User Support Coord Exempt 529 TOP $63,731 6 Telecomm/Comp Tech Exempt 529 TOP $63,731 7 IS Analyst Program Exempt 529 TOP $63,731 8 CERT Prog Coord 535 TOP $49,935 9 Permit Tech. 535 TOP $49,935 10 Admin Assistant 535 TOP $49,935 Note: ORS 242.650 Chapter 302 defines a Confidential Employee as "one who assists in or acts in a confidential capacity to a person who formulates, determines, and effectuates management policies in the area of collective bargaining." CONFIDENTIAL TITLE JOB CLASS SALARY 1 Admin. Supervisor (2) 530 TOP $55,053 2 Paralegal 530 TOP $55,053 3 HR Analyst 529 TOP $63,731 4 Accounting Analyst (2) 529 TOP $63,731 5 Financial Analyst 529 TOP $63,731 6 Police Admin Analyst 529 TOP $63,731 7 Exec. Assistant 534 TOP $52,432 8 Admin Assistant (4) 535 TOP $49,935