Loading...
HomeMy WebLinkAbout2015-0804 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 continents 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 August 4, 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 II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Study Session of July 20, 2015 2. Executive Session of July 21, 2015 3. Business Meeting of July 21, 2015 VI. SPECIAL PRESENTATIONS & AWARDS 1. Mayoral Endorsement of the October, "Our Critical Climate; Trends, Impacts & Solutions - a Rogue Basin Summit" event 2. 2015 Drought Update 3. Presentation on railroad property 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. Minutes of boards, commissions, and committees 2. Appointment of Alex Censor to the Airport Commission 3. Appointment of Mike Oxendine to Tree Commission 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 4. Contract with Pathway Enterprises to provide janitorial services 5. Jackson County Supervising Physician direct award request 6. Public Art Commission test project 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.) None X. UNFINISHED BUSINESS None XI. NEW AND MISCELLANEOUS BUSINESS 1. Appeal of denial of Special Event permit for Techtoberfest 2. Downtown Beautification Project update XII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second reading of an ordinance titled, "An ordinance modifying the Verde Village Subdivision Development Agreement to allow partitioning of the property consistent with the approved phasing plan; adjusting the property lines for lots #3 - #9 and #15 - #17; modifying the approval with regard to the timing of the installation of landscaping, irrigation and open space improvements in Phase I; and modifying Exhiit E of the approved Development Agreement with amended language to condition #30 relating to the construction and timing of street improvements for Perozzi Street and Almeda Drive, and the addition of two new conditions" XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT OF BUSINESS MEETING In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTYphone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, 2014, CHARTER CABLE WILL BROADCAST LIVE ON CHANNEL I80. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US City Council Study Session July 20, 2015 Page 1 of 2 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, July 20, 2015 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:29 p.m. in the Siskiyou Room. Councilor Lemhouse, Rosenthal, Morris, Voisin, Seffinger, and Marsh were present. 1. Public Input Huelz Gutcheon/2253 Hwy 99/Distributed a document submitted into the record that showed the total per capita of energy used and that 53% was lost through heating. The energy signature showed residential, transportation and factories each used one third. Residential used the majority of energy for heating and cooling. Electric bills based 10,000-kilowatt (kW) hours per year for household use. When combined with wasted heat that increased to 200,000-kW hours yearly per household. Greenhouse gas problems were a 20-40 year plan. Carbons per household added up to 5,000 tons yearly. The Greenhouse Gas Inventory would establish a number that included housing but did not measure cars or factories. Electric cars, eating lifestyle, and frugal spending would decrease transportation and manufacturing but there would always be one-third use for factories. City infrastructure added another 30% carbon increase. Mayor Stromberg postponed the Executive Session. They had not received input from all the Councilors to conduct the performance evaluation of a public officer. 2. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. 3. Discussion of Housing Trust Fund Housing and Human Services Commission (HHSC) Chair Rabbi Joshua Boettiger provided recent history on the Affordable Housing Trust Fund (AHTF) and explained it needed three components. The first component was already in place, and was the mission. It included history, use of funds, a possible activities list, and related to Council Goals. The second component was establishing an administrative body to run the Trust and third, identify a dedicated source or sources of revenue. The Commission wanted approval to focus on a study and make recommendations on revenue sources. They would identify the housing needs in the community first, analyze a list of possible ongoing funding sources, look into economic possibilities, and make recommendations to Council with the goal of having a sustainable funding stream approved prior to the 2016 budget cycle. Senior Planner Brandon Goldman explained one of the reasons the City formed the AHTF was how it would work collaboratively with the Community Development Block Grants (CDBG). The federal government funded the CDBG program and allocated money for specific activities. The AHTF established a funding source the City could use to close the gaps and work with CDBG money. One of the Stipulations in Resolution 2008-34 was trust funds could not contribute more than 50% of the cost of a project. The CDBG fund could provide the other 50% or outside funding sources. Inclusionary Zoning was a strategy under the land use code where a certain percentage of units are required to be affordable within a proposal. Up to 25% of units acquired through annexation needed to be affordable. Instead of building affordable units, a developer could pay an In Lieu of Fee that went towards purchasing land or developing affordable housing elsewhere. One of the concerns with an In Lieu of Fee was whether the City had land available to apply the funds for affordable housing. City Council Study Session July 20, 2015 Page 2 of 2 House Bill 2564 would have permitted the use of inclusionary zoning to create affordable housing in all communities but it recently failed. There was a possibility it would be re-introduced in February 2016. Proceeds from the Chitwood property sale went into the AHTF and was currently at $166,000. One of the directions received in 2008 from the Finance Department was in order for the fund to become viable it needed to be at $250,000 to pay for its own internal audits. There were not any projects currently asking for the funds but the CDBG application from Options for Homeless Residents in Ashland (OHRA), indicated using AHTF funds as part of a funding source. Conservation grants were available for solar or conservation measures on any type of housing. One of the eligible uses in the AHTF was measures that reduced utility costs for occupants. The HHSC subcommittee was interested in funding from several revenue sources and possibly a small percentage of the Transient Occupancy Tax (TOT). Housing Specialist Linda Reid would administer the grant process. Council wanted the Commission to focus on what they would use the money for, how much was necessary, justify the expense to the public, and then establish funding sources in accordance to current code and goals. Council should be the ultimate administrators as well. One comment suggested prioritizing the eligible uses under 3.5 in Resolution 2008-34. Another suggestion was looking into acquiring built units, retrofitting to extend the sunset on affordability, and investigating market rate units as well. Mr. Golden explained the resolution outlined how the AHTF would be administered. Staff and the HHSC could issue a request for proposal (RFP) for 90% of the funds in a given year. Evaluating responses would be similar to the CDBG process with Council approving final awards. The remaining 10% could be awarded through a notice of funding availability. Chair Boettiger further explained Council could eventually allocate AHTF funds to homeownership and down payment programs, rental and housing repair projects and identify needs yearly. Council majority approved the HHSC moving forward to research and develop a plan that included needs, uses, priorities, cost amounts, and revenue sources for the Affordable Housing Trust Fund for future review by Council. Meeting adjourned at 6:13 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder Ashland City Council Meeting July 21, 2015 Page I of 8 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL July 21, 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 vacancies on the following Commissions: Airport, Forest Lands, Housing & Human Services, Transportation, and Wildfire Mitigation. He went on to announce he would host a community conversation on aggressive deer. City Administration would extend warning signs on Gresham Street to other areas in town that had reported issues with aggressive deer. He asked residents to send report locations where fawns were born every year at Johns Counci].Ashland.or.us with the subject Aggressive Deer in the title. APPROVAL OF MINUTES The minutes of the Study Session of June 15, 2015, Business Meeting of June 16, 2015 and Special Meeting of June 30, 2015 were approved as presented. SPECIAL PRESENTATIONS & AWARDS The Mayor's proclamations of July 26 - August 1, 2015 as Pacific Rim Bowl Week and August 6, 2015 as Hiroshima Day and August 9, 2015 as Nagasaki Day were read aloud. PUBLIC FORUM Dr. Philip Lang/758 B Street/Submitted documents into the record and explained he was there to provide information and answer questions regarding a lawsuit against the City and the Oregon Shakespeare Festival (OSF) for violations against the Americans with Disabilities Act (ADA). There were twenty-four violations against OSF for not meeting ADA requirements. Louise Shawkat/870 Cambridge Street/Encouraged everyone to watch a film titled The Future of Energy on the internet. Additionally, she had a copy she would loan to those unable to download the movie. Ann Barton/361 Patterson Street/Shared her encounter with aggressive deer. When she contacted the City, she was not received with much sensitivity. People needed to be educated on handling aggressive deer and traumatized citizens. She suggested the City start a taskforce that would include the Oregon Department of Fish and Wildlife (ODFW). The taskforce could review what the City of Hastings in New York was doing with immunocontraception, and look into culling, possibly through ceremony using local Native American tribes or relocating the most aggressive deer to a sanctuary. Claudia Law/762 B Street/Spoke on aggressive deer and described her experience being followed by a doe and two older fawns when walking her dog early one morning. It was traumatizing. She walked with a cane at times to defend herself. People on B Street were afraid of the aggressive does. The City needed to do something, the deer were dangerous, and citizens were very afraid. Sandra Pastorius/697 Terrace Street/Shared her experience of being trampled by a deer on her property. She described her injuries and the long recovery. Any type of three-sided building provided a place for deer Ashland City Council Meeting July 21, 2015 Page 2 of 8 to hide and a person could unintentionally interfere with their ability to flee. Selene Aitken/446 Helman Street/Lived in Ashland since 1985 and challenged the saying "The deer were here first," because they were rarely seen in Ashland from 1985-2000. She described an encounter with a buck in her backyard. She supported a taskforce and stressed the need to involve ODFW. Posting signs regarding aggressive deer did not make her feel the City was taking care of her rather they were protecting themselves from litigation. She wanted action from the City to protect the citizens. Melissa Mitchell-Hoage/271 High Street/Thought it was becoming a dangerous situation for everyone in Ashland due to the deer. She shared personal experiences of encounters with aggressive deer. CONSENT AGENDA 1. Minutes of boards, commissions, and committees 2. Sole source procurement with the Ashland Chamber of Commerce for a Business Retention and Expansion survey 3. Public contracts for Water and Wastewater Treatment Plant chemicals 4. Intergovernmental agreement with Rogue Valley Council of Governments and the Cities of Ashland, Talent, and Phoenix 5. Ratification of a collective bargaining agreement with the local union No. 659 International Brotherhood of Electrical Workers (Clerical/ Technical) 6. Authority to continue a contract between the Ashland Police Department and the Medford Police Department for after-hours records services 7. Approval of a contract-specific procurement with William Olsen Designs for the creation of a Japanese Garden Torii gateway in Lithia Park 8. Liquor license application for Rachelle Canady dba Home State BBQ 9. Liquor license application for Morgan George dba Northwest Pizza 10. Approval of recommendation from the Public Art Commission to accept the sculpture Pacific Fischer 11. Special procurement for the purchase of Itron electric meters and Itron meter reading equipment 12. TGM grant application letter of support for the Downtown Parking and Multi-Modal Transportation study Councilor Marsh and Rosenthal pulled Consent Agenda item 410, and Councilor Voisin pulled #2, #4, #11, and # 12 for discussion. Management Analyst Adam Hanks addressed Consent Agenda item #2 and explained the benefits the Business Retention and Expansion survey provided the City. Similar surveys conducted through SOREDI and the City of Medford was helpful but not as in depth as the Business Retention and Expansion survey. Public Works Director Mike Faught clarified Consent Agenda Item #4 and explained the City of Medford billed for one meter and Talent, Phoenix, and Ashland paid each of their meters. The City of Talent had previously billed each municipality but it became burdensome. The Rogue Valley Council of Governments (RVCOG) would now provide the accounting and financial management services. City staff would verify accuracy. The process was complex enough that it made sense to have RVCOG administer the process instead of City staff. Councilor Marsh read a disclosure statement regarding Consent Agenda Item #10 noting her involvement in the creation of the sculpture and declared she had no financial interest in the activity. Management Analyst Ann Seltzer explained the Watershed Art Group was a community grass roots group that wanted to use art as means to educate people about the watershed. They approached the Public Arts Commission with an idea to create an art trail in the watershed to educate and inform trail users about the watershed. Over a twelve- month period, the group secured a grant and commissioned an artist. During that time, they met with the Ashland City Council Meeting July 21, 2015 Page 3 of 8 Forestlands Commission, Public Arts Commission, and the Public Works Department. Art Commissioner Margaret Garrington added the Public Arts Commission supported the concept of an art trail and thought it could grow over time. The sculpture cost approximately $2,500 and vandalism ranged from unlikely to rare based on location and the sturdiness of the sculpture itself. Councilor Seffinger also read a disclosure statement regarding her involvement in the creation of the sculpture and declared no financial interest in the activity. Electric Director Mark Holden addressed Consent Agenda Item #11 and confirmed the procurement included both the radio frequency meters and non-radio frequency meters. Citizens could choose which meter they wanted for their homes. Alternately, the Opt Out Policy for the Automated Meter Reading was also available. Public Works Director Mike Faught addressed Consent Agenda Item #12 clarified the City would pay for staff time on the Downtown Parking and Multi-Modal Transportation study as part of the 12% match requirement. Councilor Marsh/Morris m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS 1. Public hearing and first reading by title only of an ordinance titled, "An ordinance modifying the Verde Village Subdivision Development Agreement to allow partitioning of the property consistent with the approved phasing plan; adjusting the property lines for lots #3 - #9 and #15 - #17; modifying the approval with regard to the timing of the installation of landscaping, irrigation and open space improvements in Phase I; and modifying Exhibit E of the approved Development Agreement with amended language to condition #30 relating to the construction and timing of street improvements for Perozzi Street and Almeda Drive, and the addition of two new conditions" Mayor Stromberg read the procedure for a Public Hearing for Land Use Hearings and opened the hearing at 7:45 p.m. ABSTENTIONS, CONFLICTS, EX PARTE CONTACTS - None CHALLENGES - None STAFF REPORT Associate Planner Derek Severson described the site location. He confirmed a land exchange occurred initially when the City dedicated 2.78 acres adjacent to Ashland Creek for park purposes in exchange for 1.54 acres of the Dog Park and no further exchanges regarding the Dog Park would occur. The only change at this time was a slight alteration to the entrance of the Dog Park. He noted the development agreement with the City that governed development to completion with a specific timeline that had undergone several extensions. The proposed modifications before Council at this time were: 1. Partition the property to be consistent with the approved phasing plan. Recommendation: The Planning Commission saw no significant issues with allowing the partitioning to separate the two phases to allow them to be sold and to obtain financing to move the originally approved development forward. Current final plan approval in place included conditions that Lot #25 remain part of Phase I and be included in the homeowners' association, subject to the CC&R's and all subdivision requirements. 2. Adjust the property lines for Lots #3 - #9 and #15 - #17 to allow for clearer delineation of public and private landscaping. Ashland City Council Meeting July 21, 2015 Page 4 of 8 3. Modify the approval with regard to the timing of the installation of landscaping, irrigation, and open space improvements in Phase I with the addition of two new conditions (#32 & #33) Recommendation on #2 & 43: The Planning Commission saw no significant issues with allowing the requested adjustment of property lines for these units or the allowance for some flexibility in the timing of completion of landscaping and irrigation improvements to allow for the construction of adjacent units. Condition #32 allowed the applicant to request to delay final landscaping and irrigation installation up to 18 months if the construction of the adjacent unit would impact that landscaping, provided that approved security was provided. The Commission found, however, that there needed to be a clearer correlation between the completion of the individual open space areas and the units surrounding them, and the Commission accordingly recommended that the applicants' proposal be modified somewhat to require that the open space areas and associated common improvements between units #1-3, units #4-13, and #14-20 be completed with the completion of each cluster of units. Language to this effect was reflected in recommended Condition #33 in the agenda packet. The individual property owner would be responsible for care and upkeep of the private yard areas. The applicants would provide the City information from the landscape contractor illustrating the improvements, planting, irrigation, labor, and a bond or cash deposit. 4. Modify Exhibit E, Condition #30 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive. Recommendation on Exhibit E, Condition #30: The basis for the current Condition #30 was to insure both that city standard street improvements were installed as approved and that paved access to the Rice Park affordable housing and the Dog Park be provided so neither was in the position or relying on limited, temporary access measures should a second phase be delayed. Given the potential length of time provided in the Development Agreement for completion of the project, drainage and maintenance issues, and the need to accommodate required on-street parking and circulation for the subdivision, park and surrounding neighborhood, the Planning Commission felt that Almeda Drive should be improved to the full paved width of the street, with curbs on both sides of Almeda Drive for its full extent (unless an alternative curb/gutter arrangement was acceptable to the Public Works Director), with sidewalks, park rows and street trees completed on the first phase side initially and on the other side with the second phase. The Planning Commission found that the proposed paved driveway connection from the new installation of Almeda Drive to the current Dog Park access drive and the connection between this access and the Rice Park driveway to provide ingress, egress, and emergency vehicle access addressed the underlying intent of the original condition. However, the Municipal Code required a width of at least 20 feet for driveways serving seven or more spaces to accommodate the potential for two-way traffic as well as emergency vehicle access, and the Commission accordingly recommended that the paved width on the new portion be increased to a minimum of 20 feet in the condition. APPLICANT'S PRESENTATION Mark Knox/45 West Nevada Street/Introduced applicants Greg and Valerie Williams. Laz Ayala and Charlie Hamilton were purchasing Phase 1 from Mr. Williams and Ms. Williams who would retain Phase 2. The lot line adjustments would have fencing and present a traditional backyard for the occupant. They agreed with the Planning Commission regarding landscaping and timing. They met with the Public Works Director regarding the street improvements and agreed. The modifications were minor. THOSE WISHING TO PROVIDE TESTIMONY - IN FAVOR/OPPOSED Joseph Kauth/1 Corral Lane #13/Explained he had ridden his bicycle in town for ten years and through the proposed Verde Village development area as well. From riding his bike over the years, he had noticed temperature increases. Ashland City Council Meeting July 21, 2015 Page 5 of 8 City Attorney Dave Lohman clarified Mr. Kauth could only provide public testimony on the proposed modifications and temperature changes were not part of that criteria. Mr. Kauth went on to address irrigation and drainage noting both provided a cooling factor. The landscape in the development would also provide cooling and there were various techniques to help cool the area through landscape. An invasive noxious weed species existed close to the site and he hoped the landscape and drainage would not affect the growth of this weed but instead create a temporal dissonance through the valley that the drainage and landscape opportunities would provide. The units were small allowing for landscaping in areas instead of paving. REBUTTAL BY THE APPLICANT Mr. Knox addressed comments made by Mr. Kauth. The bike path in the Verge Village would create another link toward Immigrant Lake. The project had several sustainable components like solar reflective heat gain, bio swells in the park rows, street trees creating a canopied affect to decrease heat gain. Public Hearing Closed: 8:24 p.m. REQUESTS TO SUBMIT FINAL WRITTEN ARGUMENT - None ADVICE FROM LEGAL COUNSEL AND STAFF Mr. Lohman explained Council could only make a decision based on the criteria described at the outset and address only the issues proposed at this time. Council also could not discuss previous items in the development agreement during this meeting. COUNCIL DELIBERATION AND DECISION Councilor Marsh/Lemhouse m/s to approve First Reading by title only of the ordinance titled, "An Ordinance Modifying the Verde Village Subdivision's Development Agreement to allow partitioning of the property consistent with the approved phasing plan; adjusting the property lines for lots #349 and #15-#17; modifying the approval with regard to the timing of the installation of landscaping, irrigation and open space improvements in Phase I; and modifying Exhibit E of the approved Development Agreement with amended language to condition #30 related to the construction and timing of street improvements for Perozzi Street and Almeda Drive, and the addition of two new conditions," and move it on to Second Reading. DISCUSSION: Councilor Marsh noted the proposed modifications were substantive in terms of the overall intent of the development agreement and acceptable. She congratulated everyone on his or her hard work moving the project forward. Roll Call Vote: Councilor Voisin, Marsh, Morris, Rosenthal, Lemhouse, and Seffinger, YES. Motion approved. UNFINISHED BUSINESS (None) NEW AND MISCELLANEOUS BUSINESS 1. City of Ashland Risk Management Update for FY 2013-15 Administrative Services Director Lee Tuneberg explained nothing had changed since the previous year's report. The City increased the amount of coverage with Citycounty Insurance Services (CCIS) because the exposure was large and growing. City asset values were increasing and premiums rose due to property loss. The insurance fund was keeping pace with the 1993 study. He addressed the recent flash flood the downtown experienced and explained there was a relationship regarding flooding but the City had no control over nature events and most of those types of events were covered in insurance policies. Unless it became a claim, it did not roll into the cost of premiums. If the City wanted to self- insure, it would have to consider exposure, being able to cover a large claim, and Ashland City Council Meeting July 21, 2015 Page 6 of 8 the cost of reinsurance. Currently, 96% of all local municipalities in Oregon belonged to CCIS with only a few large municipalities stepping outside that association. Auto claims were a minor part of the insurance coverage and incurring 29 claims over the past five years was small considering how many vehicles the City used. The City had optional and mandatory driver training. Claims regarding sidewalks and streets were also at a reasonable level. The City did not have liability insurance for aggressive deer attacks. Councilor Rosenthal/Lemhouse m/s to accept the staff report on the City of Ashland Risk Management Update for Fiscal Year 2013-15. DISCUSSION: Councilor Rosenthal complimented the staff involved and the process. Councilor Lemhouse added it showed good leadership and that every employee was a risk manager. Councilor Seffinger appreciated how well prepared the report was. Voice Vote: all AYES. Motion approved. 2. Report on City of Ashland's Sweatfree Purchasing policy, program, and participation in the Sweatfree Purchasing Consortium Administrative Services Director Lee Tuneberg explained the City joined the Sweatfree Purchasing Consortium in 2008. Ashland was small and the City did the best it could to ensure uniforms and protective clothing came from manufacturers that could guarantee the products came from a sweatfree work environment. However, the City purchased uniforms and protective clothing from a supplier and not the manufacturer. This made it difficult to ensure certified sweatfree procurement. The City routinely purchased from larger companies that posted sweatfree policy letters on their website but the City could not personally monitor legitimacy. Councilor Rosenthal/Lemhouse m/s to delete from the Statement of Policy points 1 and 3 of the Administrative Policy #09-26-23. DISCUSSION: Councilor Rosenthal supported the policy. He had heard it was time consuming and frustrating for staff to adhere to the policy. He had also heard staff frequently incurred out of pocket costs to acquire aesthetically pleasing and comfortable workplace apparel in a timely manner because sweatfree procurement could take a long time. These were unnecessary out of pocket expenses and it circumvented the policy. Removing point 1 and 3 would make it less onerous for staff. Councilor Lemhouse also supported the policy. It undermined the policy if it was too arduous to operate effectively and created a work-around instead. Councilor Voisin wanted to delay the item. Councilor Rosenthal had obtained information from staff the City Administrator did not have. She wanted the City Administrator to look into it so everyone was clear on what was happening. Councilor Marsh would oppose the motion. She appreciated Councilor Rosenthal's concern for the process but at this time there was not feedback on record as to how the policy operated. Senior managers had not received any feedback regarding the process from staff to confirm what Councilor Rosenthal had observed or heard. If the community knew the sweatfree policy was under debate she suspected many people would have attended the meeting. She was not prepared to evaluate what those impacts might be at this meeting. Councilor Seffinger became aware of staff concerns regarding the quality of work clothes and shoes while she was a Commissioner with the Parks Commission. Employees actually purchased their own clothing and gear because the quality was not up to the standards needed for cold and the work they performed. She would support the motion. Councilor Morris/Lemhouse m/s to amend the motion and reinstate item #3 and delete item #1. DISCUSSION: Councilor Morris doubted item #1 was achievable and should be a requirement. He needed more information on Item #3 before making a decision. Councilor Lemhouse thought it might allow staff to attend a Study Session and address Councilor Rosenthal's concerns regarding item #3. He noted a potential procedural error due to the amendment countering the main motion and preferred the amendment instead of Ashland City Council Meeting July 21, 2015 Page 7 of 8 the main motion. City Attorney Dave Lohman clarified it would be simpler if Councilor Morris withdrew the amendment, Councilor Rosenthal withdrew the original motion and each Councilor made separate motions. City Recorder Barbara Christensen added Councilor Morris could remove the amendment and Council could vote on the main motion if the proposer did not want to withdraw. Councilor Morris withdrew the amendment. City Administrator Dave Kanner further clarified the maker of the amendment could move to split the motion. Councilor Rosenthal withdrew the motion. Councilor Rosenthal/Lemhouse m/s to delete Statement of Policy point #1 of Administrative Policy #09-26-23. Roll Call Vote: Councilor Morris, Lemhouse, Seffinger, and Rosenthal, YES; Councilor Voisin and Marsh, NO. Motion passed 4-2. Councilor Rosenthal/Lemhouse m/s to continue participation in the Sweatfree Purchasing Consortium. Voice Vote: all AYES. Motion passed. 3. Discussion and direction to staff regarding retail sales of marijuana City Administrator Dave Kanner explained the recent legislative session made several significant changes to state policy regarding the sale of recreational marijuana in Oregon. He did recommend the City do anything to prohibit the sale of recreational marijuana in Ashland. Senate Bill 460 would allow medical marijuana dispensaries to sell recreational marijuana starting October 1, 2015 unless the local jurisdiction adopted an ordinance and submitted it to the state prior to October 1, 2015 prohibiting the sale of recreational marijuana in medical marijuana dispensaries. Recreational marijuana would be subject to a 25% sales tax starting October 1, 2015. Local jurisdictions would share revenues from the tax using a population-based formula. The sale of recreational marijuana through medical marijuana dispensaries would end when the Oregon Liquor Control Commission adopted its licensing regimen and began licensing recreational marijuana sales outlets. Those sales outlets would be subject to a 17% state sales tax and a local jurisdiction that had not prohibited the wholesaling, retailing, production, or processing of marijuana within its boundaries could impose a local sales tax of up to 3% on recreational marijuana. In order to do that the City would adopt an ordinance and refer it to the voters in the November 2016 election. Ashland was the first city in the state to adopt an ordinance taxing recreational marijuana before ballot measure 91 even passed. House Bill 3400 contained language that explicitly repealed the City's ordinance. He did not support enforcing the existing ordinance. The City could still tax medical marijuana since that portion of the ordinance was not affected. The City could prohibit by ordinance licensed recreational marijuana cultivating, processing production, wholesaling, and retail sales. He did not recommend pursuing a prohibitive ordinance. It would prevent the jurisdiction from receiving any state shared revenue from marijuana taxes and the City could not impose a local tax. He explained the formula for shared revenue and noted that January 1, 2018 the per capita formula would end with distribution based on the number of retail licensees within each jurisdiction. Currently the Planning Commission was discussing time, place, and manner restrictions on recreational marijuana. Time, place, and manner could regulate commercial cultivation as well. The Planning Commission looked at a draft ordinance that would place limitations on growing marijuana for personal use that was not licensed. The Planning Commission was also researching limiting the number of plants grown outdoors in residential zones and creating some separation from adjoining properties. City Attorney Dave Lohman added the City could require growing indoors only. Ashland City Council Meeting July 2], 2015 Page 8 of 8 The way to maximize tax revenue from the state would be allowing as many marijuana retail outlets as possible. Joseph Kauth/1 Corral Lane #13/Recreation was a broad term and he did not know what it meant. Cannabis stayed in the system for six months and he questioned what it did to people and the history. This was an amazing opportunity for the City of Ashland to do something unique. Cannabis was illegalized in the 1940s so companies could introduce polyester and other things. Recreational use went into industrial applications of cannabis and hemp. He questioned how the psychoactive properties affected the mind and body. This was an opportunity for the Council to educate consumers in their quest to discover what this product offered. Council comments thought allowing medical marijuana dispensaries to sell recreational marijuana was helpful because the people running the dispensaries were knowledgeable on types of marijuana and needs. Other comments included an interest in putting a sale tax on the ballot and a concern with outdoor grows. ORDINANCES, RESOLUTIONS AND CONTRACTS (None) OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Lemhouse noted the Pacific Rim Bowl contained the best Japanese football players recently graduated and noted upcoming events. Councilor Seffinger shared her experience visiting the Ashland Airport and the airport's role in emergencies like staging for forest fires, and potential earthquakes. Councilor Rosenthal thanked City Administrator Dave Kanner and Executive Secretary Diana Shiplet for hosting the Guanajuato Sister City breakfast and Mayor Stromberg for attending the event. Councilor Marsh invited everyone to the Ashland Emergency Food Bank's second annual community pie social. This was an opportunity to thank the community for their support. She went on to share the invitation for the volunteer celebration that would happen August 30, 2015. City Administrator Dave Kanner explained the transfer of $500,000 out of the insurance fund and into the self-insurance fund a day early that went before Council at the June 30, 2015 Special Meeting was most likely not needed. The loss ratio was 52% for June and the City finished the year with an aggregate loss ratio of 74%. ADJOURNMENT OF BUSINESS MEETING Meeting adjourned at 9:21 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor o c S ~lc+v nd M~ 02 (7 v ilD r3~ Mayoral Endorsement F, ~~n~ • Extending from the rim of Crater Lake at some 5,000 feet down to the ocean at Gold Beach, the Rogue Basin experiences a wide range of climates and supports an equally wide range of natural biological communities of plants and animals. • This beautiful Basin also supports a wide diversity of wildlife, forestry' and agricultural crops - all dependent on this climate. s in the heart of the Basin and thus representative ~K~~ The climate at Medford, lying ~ of it in terms of climate patterns, tells the story of century long climate trends le,N ~ qa) - across the region. f s AA's National Weather Service office data for Medford • Over the last century NO vil show us undeniable trends. I r~ • The main observed trends are: increasing temperature (nearly 2 degrees F), increasing number of heatwa.ve days over 100 degrees F (from 7 to 10), ~decreasing snowfall (down fifty percent) resulting in reduced high elevation snowpack and diminished late summer stream flow, F ~4 „ • This, combined with early snowmelt, causes late summer/fall water shortage and greater drought risk - in turn leading to higher fire risk. p J • These trends pose serious threats to many attributes of our Basin that make it a P, M desirable place to live. • It behooves residents of the Basin not only to understand the trends and their consequences, but also to consider what we can all do to minimize impacts while also adjusting behaviors that might be making the problem worse. To understand and address these concerns, I, John Stromberg, Mayor of the City of \ Ashland, do hereby endorse the October conference, Our Critical Climate; Trends, _ Impacts & Solutions a Rogue Basin Summit, organized by Southern Oregon Climate Action Now and encourages residents of the Basin to attend and participate. Dated this 4th day of August, 2015 XD ru , a S- 61 ~ John Stromberg, Mayor J Barbara Christensen, City Recorder 7 ;S V ~~~ti Y ter' 0y f 3 S T, L) 0-1 4611 lz~-111,11 ~~~~NCcfJ~S~~~~ CITY OF ASHLAND Council Communication August 4, 2015, Business Meeting 2015 Drought Update FROM: Michael R. Taught, Public Works Director, Public Works Department, faughtm@ashland.or.us SUMMARY This is an informational update to the Council on the status of the 2015 drought response. BACKGROUND AND POLICY IMPLICATIONS: Ashland residents continue to do a great job voluntarily keeping daily water use between 4.5 million gallons per day (mgd) to 5 mgd. Thanks to the recent heavy rains and the addition of Talent Irrigation District (TID) water, the reservoir was refilled as shown in the graph below. While this is good news, staff still expects a couple months of severe drought conditions in 2015. To that point, the current weather forecast is predicting higher than average temperatures throughout the summer. Even with the recent rain refilling our reservoir and the water demand decreasing for a short period of time, staff had a difficult time keeping the reservoir full during the 100 degree weather in late June and early July (see drawdown curve below). During that time period, water demand was right at 5 mgd with a few days that exceeded 5 mgd, TID water use on the front side was higher than normal and staff was only able to pump about .8 mgd from the TID source with the back side still operating. At one point, it took a combination of Ashland Creek flows, TID (.8 mgd with back side still on) and TAP flows (2 mgd) to maintain reservoir levels at 94%. Consistent with last year's drought response and subsequently adopted policy by the Council on June 21, 2015, staff will continue to keep the reservoir full as possible by the following actions: • Adding TID water when Ashland Creek water does not meet daily water demand • Shutting down the back side of the TID ditch when more that 1 mgd of TID water is needed • Adding TAP water when both Ashland Creek and the TID water source cannot meet our water supply demand. On June 25, 2015, staff hosted a neighborhood meeting with the back side TID water users to inform them of the pending shut down of the ditch. The backside ditch was shut down on July 8, 2015, and staff began pumping 2 mgd of TID water. In addition to this action, staff is in the process of preparing a letter to the front side TID users requesting a 25% reduction in their TID water use. This letter will also contain a notice that the City may have to completely shut down the front side if other water supply sources fail to meet the City's drinking water needs in the future. As a reminder, the TAP system will be turned on from August 15 through September 15 to conduct the annual system test. At that time, staff will determine if there is sufficient water supply to turn the back Page I of 3 CITY OF ASHLAND side users back on. Therefore, staff plans on turning the back side back on and off as water supplies warrant. 2015 Reservoir Data The reservoir graphs (below) provide a daily look at Ashland's water supply over the last couple of years. The red line represents the theoretical reservoir use rate necessary to adequately meet Ashland's water supply needs. The blue line represents the current reservoir level. If at any point the demand on Reeder Reservoir drops below the theoretical drawdown curve as shown in the chart below, staff is prepared to implement the water curtailment strategies. 2015 draw down curve 30 20 c In conjunction with water supply strategies, the water conservation team offers water customers the following programs: • Processed 140 lawn replacement rebate application forms. This program offers rebates to replace maintained and irrigated lawns with climate appropriate low water use landscapes and efficient irrigation systems. • Conducted 50 free irrigation system evaluations. The program also offers free soil moisture meters. This is an important program as this detailed evaluation of individual systems will uncover ongoing water waste (bad sprinkler heads, leaking faucets or toilets etc). • Water Wise Landscaping website, www.ashlandsaveswater.org which helps people design landscapes with plants that use less water. • Free hardware is available for residences and businesses to reduce water consumption indoors, including low flow faucets aerators, shower heads and spray rinse valves for commercial dishwashing. • Rebates are available for installing high efficiency WaterSense labeled toilets and Energy Star labeled dishwashers and washing machines. • Responded to 300 plus customer phone and email requests. • Completed the Drought Survival brochure • Completed the Tree Care Guide brochure. Page 2 of 3 rpla CITY OF .S H LA N D In addition, staff has completed or will complete the following action items. • Add a `Drought 2015' section to the City's website - http://",ww.ashland.or.us/Sectionlndex. asp? Secti onlD=5 2 5, • Placed blue lawn signs that say "Use water wisely" in the public right-of-way throughout town; • Provide the Chamber of Commerce with bathroom door hangers, bed cards and tent cards to distribute to Ashland hotels and restaurants; and • Julie Smitherman, conservation specialist, and Mike Faught, public works director, have been providing public presentations on what the community can do to conserve at local civic clubs, JPR and are scheduled to participate in the Mayor's town hall show on July 29, 2015. COUNCIL GOALS SUPPORTED: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: N/A ATTACHMENTS: N/A Page 3 of' 3 Minutes for the ad hoc AFN Governance Structure Committee July 2, 2015 Page 1 of 4 MINUTES FOR THE ad hoc AFN GOVERNANCE STRUCTURE COMMITTEE Thursday, July 2, 2015 Siskiyou Room, 51 Winburn Way 1. Call to Order Chair Pam Marsh called the meeting to order at 3:06 p.m. in the Siskiyou Room. Committee members Jim Teece, Dennis Slattery, Rich Rosenthal, Mathew Beers, and Vicki Griesinger were present. Staff member Dave Kanner was present. Committee members Bryan Almquist and Susan Alderson were absent. 2. Public Input None. 3. Review of Minutes Rosenthal/Slattery m/s to approve the minutes of June 18. Voice Vote: All Ayes. Motion passes. 4. AFN restructured as a utility Kanner gave an overview of what restructuring AFN as utility would entail. The downside is that this would continue to have political decision making. Additionally, the legality of this model is not certain at this time. He stated IT Director Holden believes that the style of AFN means it is legal. Kanner suggested that if the committee wants to pursue this option they hire legal counsel to do a strong review in order to avoid lawsuits. Kanner stated the real challenge is that if AFN is turned into a utility, the Council wound need to be willing to shut off service (not just for AFN but for all utilities) for non-payment. Group discussed how the City currently handles non-payment shut-offs and how this could be different as it's not a necessity like electricity or water. Group discussed the problems associated with the utility option - there are big challenges with this model with this including legal and political concerns and financial costs associated with scaling up to provide service to every residence. Group discussed a modified utility model, similar to the Medford Water Commission, wherein there would be a separate board to manage the utility (established by ordinance). The board would be given independent authority and would need to support itself by revenues from the utility. Kanner stated that there are many similar models to this around the state. This is challenging due to current debt of the system. Group discussed another option of utility model more like the City's Airport Commission, wherein they would have some independence but would still need to get final approval on budget or large projects from the Council. This model may not make AFN any more nimble or responsive, as they still have to abide by public meetings laws. The bonus is that the board or commission would be made up of people with knowledge and direct interest in AFN unlike the Council who may not have the same level of knowledge or interest. Minutes for the ad hoc AFN Governance Structure Committee July 2, 2015 Page 2 of 4 Group discussed the possibility of being more nimble by getting away from public meetings laws. This would require AFN to be spun off AFN into a separate entity like the Hospital Board. Group asked if the Water Commission model would be free to do business with anyone (i.e. not just be restricted by Ashland City limits). Teece stated yes, residents of Talent do request service and nothing technically prevents AFN from providing that service, but keeping to a specific, Ashland only location was previous Council's decision. Additionally, in 2010 it is was determined that going outside of Ashland could cost about a $.5 million in infrastructure, without enough profit to cover that cost. This cost estimate might no longer be accurate, with new technologies. David Hand stated that the option for growth outside of Ashland is an interesting topic but the options for growth within Ashland is actually more important. Currently of the roughly 10,000 homes in Ashland, only 3,000 are served by AFN. We have huge growth potential to be gained in the homes not using the service. Group discussed the challenges of providing a high enough level service at a low enough cost to appeal to those homes. Teece explained the prohibitive group are the younger, wireless customers because they use every bit of bandwidth given them thanks to streaming. Modem customers, on the other hand, don't use anywhere near what is available to them. 5. Evaluation Criteria Marsh stated she wants the group to brainstorm potential criteria for evaluating any option. She hopes the SWAT analysis from last meeting will give the group focus. Additionally, using the evaluation criteria from March 7, 2006, Council Communication may help start the process. Criteria Any option considered must 1. Have high reliability (i.e. always be on) and be customer focused 2. Enable AFN to be nimble in a competitive environment 3. Be governed by stable, dedicated, and knowledgeable leadership 4. Have positive financial impact (be as well run financially as possible) (investments justified as short- or long-term benefit) 5. Allow AFN long-term viability (maintaining choice in community) to provide competitive environment and support economic development (goal is to sustain the system over time to serve the community) 6. Be resistant to political change or whims Group discussed whether public ownership of the assets was important. They acknowledged that the City owns the debt so owning the assets helps to guarantee no defaulting on the debt. Group wondered if it would ever be possible to sell enough to cover enough of the debt would owning it still be a priority. They decided that public ownership wasn't a high enough priority right now to be on the criteria list but that it could be a secondary criteria for consideration. Group discussed whether having an open ISP structure should be a requirement. They determined that at this stage this would pigeon-hole the options. Additionally, the group has already acknowledged the importance of providing long-term options for community in some of Minutes for the ad hoc AFN Governance Structure Committee July 2, 2015 Page 3 of 4 the other criteria. Group reviewed the criteria to see if changes or additions to each should be made. Group discussed what they considered timeframes for short- and long-term goals. They discussed whether nine years, which is the time left on the debt payment, is a short-term, mid- term, or long-term target. Group decided that nine years is too long to be short-term, particularly considering how rapidly things change in the tech world. Short-term should be closer to one or two years. Nine years should be the long-term goal, with the hope that the principles established in this process and during those nine years will carry beyond for future success. 6. Identification/ initial analysis of alternative organizational models Group brainstormed the types of models they want to study further or consider. Models I. As-is (status quo) model - could actually go several ways a) leave in Council control entirely, b) appoint a separate quasi-governmental commission (like the Airport Commission) c) rework the ISP control to change where the city/ISP divide sits. 2. Utility model- in its raw form this is just a way to distribute costs (debt) equally. Group has concerns about the legality. This has the highest possibility of having a transformational impact on how the City does business. 3. Public model - concessionaire (golf-course model). The City maintains the infrastructure but it is managed separately. In other words the City is the wholesaler and the concessionaire is the retailer. This could theoretically lower the operating costs to the City by reducing employee costs. This model could also include multiple concessionaires and the dividing line between where the City operates and where concessionaires operate is flexible (for example: concessionaires could take over running the head end or they could have control later in the pipeline) 4. Spin-off model - similar to the former hospital board model. The board would lease the assets from the City and have a full operating, self-perpetuating board. 5. Sold entirely (divestment) model Group discussed that models I and 3 (as-is and public) have lots of overlap, and can be picked and parsed or combined in lots of different ways. Group discussed the desire to add to the Criteria list "minimize impacts on City operations, both to staff roles or operation and to central service fee charges." 7. Next steps/ meeting schedule Marsh stated that at the next meeting she would like to work on creating a grid of how the model options lay out with the criteria on a fundamental level. Rosenthal requested the group also work on a statement of purpose/mission statement. This would be helpful for future groups to analyze how decisions were made and also would help to explain why AFN is important overall. Group agreed this should be added to the next agenda. Minutes for the ad hoc AFN Governance Structure Committee July 2, 2015 Page 4 of 4 The next meetings will be July 15 and July 27, from 3:00 5:00 p.m. in the Sikiyou Room. 8. Adjournment Meeting adjourned at 4:56 p.m. Respectfully submitted, Diana Shiplet Executive Assistant ASHLAND HISTORIC COMMISSION Meeting Minutes June 3, 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. Whitford, Mr. Giordano, Ms. Kencairn, Mr. Ladygo, Mr. Emery, Ms. Renwick, Mr. Swink Commission Members Absent: Mr. Shostrom (E) Council Liaison : Carol Voisin, absent Staff Present: Staff Liaison: Amy Gunter, Clerk: Regan Trapp APPROVAL OF MINUTES: Ms. Renwick motioned to approve minutes from May 6, 2015 and Ms. Kencairn seconded Mr. Swink abstained, no one opposed. PUBLIC FORUM: There was no one in the audience wishing to speak. COUNCIL LIAISON REPORT: The Council Liaison was not present so no report was given. Mr. Skibby read aloud the procedures for public hearings PLANNING ACTION REVIEW: PLANNING ACTION: PA-2015-00680 SUBJECT PROPERTY: 237 N. First St. OWNER: Ashland Food Cooperative APPLICANT: KenCairn Landscape Architecture (agent for owner) DESCRIPTION: A request for Site Review approval to reconfigure the landscape and patio areas along A Street to provide more water-efficient landscaping, improve the employee break area, and provide secure employee bicycle parking for the Ashland Community Food Store located at 237 N First Street. The application includes requests for a Tree Removal Permit to remove two trees. (The property is located within the Ashland Railroad Addition Historic District and the Detail Site Review Zone, and because of the building size is also subject to additional standards for large scale projects.) COMPREHENSIVE PLAN DESIGNATION: Employment; ZONING: E-1; ASSESSOR'S MAP: 39 1 E 09BA; TAX LOT: 13401 Ms. Gunter gave the staff report on PA-2015-00680. Mr. Skibby opened the public hearing to the applicants. Ms. Kencairn had conflict of interest and ex-parte contact but wanted to present PA-2015-00680. Ms. Gunter checked to make sure this was appropriate to do. After some research Ms. Kencairn presented as requested. Ms. Kerry Kencairn, Landscape Architect at 545 A Street Suite 3, presented to the Commission. She said the biggest change that people will see when walking up will be an elaborate ornamental landscape screen with an entry arbor creating a sense of welcome for customers. This structure will give employees a place to be without being in view of the public. The bikes will be secured by individual bike loops behind the wall and the break area will be shielded by hog fencing, shrubs, and a wooden fence that is 3 ft tall. There will be only one access point for employees as the set of stairs on First Street will be taken out. Mr. Skibby closed the public hearing and opened to the Commission. Mr. Giordano motioned to approve as presented PA-2015 00680 and Mr. Swink seconded, no one opposed. PLANNING ACTION: PA-2015-00878 SUBJECT PROPERTY: 35 S. Pioneer St. OWNER: City of Ashland APPLICANT: Oregon Shakespeare Festival DESCRIPTION: A request for Site Review approval to allow exterior modifications to the Oregon Shakespeare Fesitval's Bowmer Theater for the property located at 35 S. Pioneer St. These modifications are associated with adding an elevator to the Bowmer Theater building as part of broader accessibility improvements and will involve an approximately 202 square foot addition to the theater building. The application also includes a request for a Tree Removal Permit to remove a 16-inch diameter maple tree. COMPREHENSIVE PLAN DESIGNATION: Commercial Downtown; ZONING: C-1-D; ASSESSOR'S MAP: 391E 09; TAX LOT: 100 Ms. Gunter gave the staff report on PA-2015-00878. Mr. Skibby opened the public hearing to the applicants. George Cramer of 386 N. Laurel, representative of the Oregon Shakespeare Festival, spoke about the project. Mr. Cramer stated that the only exterior change is the loss of one of the exterior windows. This project is a compatible addition that will minimize the visual impact of the Historic Bowmer Theater. The portion of the lobby windows will project into the bricks but the roofline will not change. The entire addition sits under the eaves of the existing building. Mr. Skibby closed the public hearing and opened to the Commission. Mr. Whitford motioned to approve as presented PA-2015-00878 and Ms. Kencairn seconded. No one opposed. PLANNING ACTION: PA-2015-00821 SUBJECT PROPERTY: 315 High Street OWNER/APPLICANT: Kenneth & Sara Pearson DESCRIPTION: A request for Site Review approval to convert the existing 922 square foot guest house with attached garage into an Accessory Residential Unit. COMPREHENSIVE PLAN DESIGNATION: Single Family Residential; ZONING: R-1-7.5; ASSESSOR'S MAP: 39 1E 05DD TAX LOT: 7300; Ms. Kencairn recused herself from discussion as she worked on this project. Ms. Gunter gave the staff report on PA-2015-00821 Mr. Skibby opened the public hearing, since there was no one wishing to speak, he closed to the applicant and opened to the Commission. Mr. Giordano motioned to approved as presented PA-2015-00821 and Mr. Swink seconded. No one opposed. OLD BUSINESS: There was no old business to discuss. NEW ITEMS: A. Review Board schedule. B. Project Assignments for planning actions. C. Historic Preservation Week wrap up Mr. Skibby spoke about the tour and said that he had 19 people. He spoke about the fact that he would like to do weekly tours that could be advertised. These could happen mid-June through August. Parks and Recreation and the different hotels could be notified. Railroad Park would be the meeting spot for the walking tour that would happen every Friday at 10am starting on June 19, 2015. An advertisement will be placed in the city source and as well as on the city website. DISCUSSION ITEMS: A. Butler-Perozzi Fountain - Commissioner Skibby Mr. Skibby talked to Jim Lewis on the parks commission and he said that they are not going to discuss what to do with the Butler-Perozzi Fountain for about 2 years. Mr. Skibby thought it would be nice to have someone from the Parks Commission come and speak about it. Ms. Kencairn spoke that her firm is looking into the restoration of the fountain. Ms. Gunter suggested that someone from Historic attend the Parks Commission meeting and discuss the fountain project with them at the June 22 meeting. Mr. Ladygo volunteered to attend the meeting and represent for the Historic Commission. Mr. Ladygo will report back to the Commission during the July meeting. COMMISSION ITEMS NOT ON AGENDA: Ms. Gunter reported that the red painted asphalt in front of Pioneer Hall is temporary and Public Works is working on a plan of action for repair. Once the plan is devised, the proposal will be brought before the commission. Ms. Gunter announced to the Commission that she will be leaving the City of Ashland and that this is her last meeting with the Historic Commission. At this time, it is unknown who will be taking over as staff liaison. Review Board Schedule June 4th Terry, Kerry, Andrew June 11th Terry, Tom, Bill June 18th Terry, Andrew, Allison June 25th Terry, Sam, Bill Jul 2nd -Terry, Keith, Ker Project Assignments for Planning Actions PA-2014-01956 Lithia & First All PA-2014-00710/711 143/135 Nutle Swink & Whitford PA-2014-01283 172 Skidmore Shostrom PA-2014-00251 30 S. First St Whitford BD-2013-00813 374 Hargadine Swink PA-2013-01828 310 Oak St. (Thompson) - 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 Skibby PA-2015-00878 35 S. Pioneer Ladygo ANNOUNCEMENTS & INFORMATIONAL ITEMS: Next meeting is scheduled for July 8, 2015, 6:00 pm. There being no other items to discuss, the meeting adjourned at 7:15 pm Respectfully submitted by Regan Trapp CITY OF ASHLAND Ashland Housing and Human Services Commission Minutes June 25, 2015 CALL TO ORDER Chair 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 Rich Rohde Heidi Parker SOU Liaison Sue Crader Vacant Regina Ayars Staff Present: Commissioners Absent: Linda Reid, Housing Specialist Gina DuQuenne Carolyn Schwendener, Admin Assistant Coriann Matthews Connie Saldana Approval of Minutes Rohde/Parker m/s approval of minutes of the May 28, 2015 Housing and Human Services Commission meeting with one adjustment. Voice Vote: motion passed unanimously; minutes were approved as presented. Public Forum Huelz Gutchen,who lives at Ashland Wellsprings, introduced himself. He handed out his prospectus to the Commissioners. See Exhibit A at the end of the minutes. Huelz shared he would like to have Bill Molnar the Community Development Director's job. Huelz read to the Commissioners a portion of his prospectus explaining the importance of understanding the transportation safety index. Evan Peck introduced himself and is interested in the vacancy on the Housing & Human Services Commission. He was present to observe the meeting. July 20th Housing Trust Fund Study Session Discussion Reid included in the packet a memo with information the subcommittee had put together regarding the Housing Trust Fund. The Commissioners made a few changes to the document and Reid will forward it on to the City Administrator who is putting together the Study Session Communication. The City Council meeting is scheduled for July 20, 2015 and Boettiger confirmed he is available to speak to the Council at that meeting. Some of the other Commissioners will also be able to attend. Reid will make the changes and email it out to the Commissioners along with the original Housing Trust Fund Ordinance. Rental Registry Discussion Ayars explained that after receiving the solicitation from the City to register her rental units she went into the City Business office to do so. It appeared to her that the staff was not familiar with the form and the form itself did not speak to people that have Single Family homes as rentals. The form seems designed more for property owners with apartments, stated Ayars. Consequently she had trouble filling it out. Ayars proposed a few questions to the Commissioners; "Where is the information we are collecting? Where is it going and what are we going to do with the information?" Reid explained that the regular business license stays with the utility billing department. The supplemental piece gets scanned along with the business license and is given to Reid. Reid enters the information into the spreadsheet she included in the Commissioners packet. The information provided gives us an idea of how many units, how many bedrooms and contact information, said Reid. This gives the City the ability to do a mail merge with any educational information we might have to offer. Reid made the observation that most of the forms she received were renewals very few were new people with two to four units. Ayars asked "How do we raise visibility of this process being it's new to the City? It's not touching the new people". Reid commented that the Finance Department is working with the City's Geographical Information Systems (GIS) department to do a targeted mailing to those property owners who have more than one unit. This is a little challenging since this does not guarantee their units are rentals. It was suggested to get a mailing out to the rental property mangers informing them of the change with the registry to include two to four units. Election of New Officers The Commissioners expressed their desire to keep the current leadership of the Commission for the coming year. Rohde/Crader m/s to nominate our current officers for another one year term. Voice Vote: All ayes motion passed. Social Services Grant Debrief and Next Steps Reid thanked Marsh for her kind words about the Commission and their grant evaluation process at the City Council meeting. Marsh reviewed the Council's decision for the disbursement of funds for the Social Service Grant Money. The Council made a motion to take $3,000 from the Resource Center and put it towards the Rose Circle. This motion passed. Another motion was made to take $12,000 from the Resource Center and St. Vincent DePaul and put towards the Health Center. This motion failed. Marsh thought the Commission did a great job focusing on the priority areas in which they had designated. Marsh recognized the Commissions accomplishments over the last year commenting they have laid a great foundation for the coming year. The Commissioners briefly discussed the Social Service Grant process and expressed their satisfaction in how it all turned out. They did acknowledge that changes could take place in the coming years and would like to put this topic on their retreat or at the August meeting. It was suggested to have sub committees to work on four key elements and bring a report back to the full Commission. Those key elements are; timeline, application, questions, and reporting requirements. One of the concerns surrounding the process was the possibility that some of the Commissioners would have to recues themselves due to a conflict of interest and there wouldn't be enough voting members. Reid offered to speak with City Recorder Barbara Christensen and invite her to the next meeting. Ms. Christensen would be able to explain the City's Municipal Code of Ethics. This would help the Commission be clear on when and who must recues themselves when a motion is being made. Student Fair Housing Issue Next Steps This agenda item was moved to the August meeting. Reid will be meeting with Megan, the potential student liaison, and invite her to attend a future meeting. Liaison Reports Marsh reported on the property located at 321 Clay Street. The application was for the removal of a Cottonwood Tree in order for an affordable housing complex to be built by the Housing Authority of Jackson County. Both the Tree Commission and the Planning Commission recommended denial to the Council. This application will be on the August Council Agenda. The Commissioners expressed their concern that with all the publicity surrounding the tree no one approached the Housing Commission inquiring about their thoughts on the need for affordable housing within our City. The Commissioners recognized this shows what little visibility they have in the Community. Put this topic on next month's meeting to discuss drafting a potential statement in support of affordable housing that highlight the communities housing needs. Also discuss ways on how to educate and offer outreach to the Community. CITY OF -ASHLAND Council Communication August 4, 2015, Business Meeting Appointment to Airport Commission FROM: Barbara Christensen, City Recorder, christebAashl and. or. us SUMMARY Confirm Mayor's appointment of Alex Censor to the Airport Commission with a term to expire April 30, 2018. BACKGROUND AND POLICY IMPLICATIONS: This is confirmation by the City Council on the Mayor's appointment to the Tree Commission. Ashland Municipal Code (AMC) Chapter 2.17.020 STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of the appointment of Alex Censor to the Airport Commission with a term to expire April 30, 2018. SUGGESTED MOTION: I move approval of the appointment of Alex Censor to the Airport Commission with a term to expire April 30, 2018. ATTACHMENTS: Application Page 1 of I CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb.c ashland.onus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Alex Censor Requesting to serve on: Airport Commission Address 185 Oaklawn Ave, Ashland, OR 97520 Occupation:Computcr consultant Phones 488-5683 488-2539 Email_acernsor(r~fastmail.net Fax na 1. Education Background What schools have you attended? State Univ New York, Stonybrook. Syracuse University. University of Illinois, San Diego State University. What degrees do you hold? B.S., M.S., Ab.D What additional training or education have you had that would apply to this position? Trained as a pilot. (Am a licensed pilot and aircraft owner). Light Sport Mechanic/Inspector FAA certified. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? I Manage several online email support groups. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Could possibly be useful to attend AOPA or other seminars, meetings, workshops, on small airport management and safety, for obvious reasons. 1rh 3. Interests Why are you applying for this position? _Give back to the community. Also want to contribute to the airports functionality, safety, and survival, as I hanger my own aircraft there. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Slight preference for day meetings, but my time is generally flexible. 5. Additional Information How long have you lived in this community? _ Nine years Please use the space below to summarize any additional qualifications you have for this position I am a certified mediator trainer of the Center For Nonviolent Communication. so hopefully I would be able to work synergistically with the other members. 12 Aug 2014 Date Signature CITY OF ASHLAND Council Communication August 4, 2015, Business Meeting Appointment to Tree Commission FROM: Barbara Christensen, City Recorder, christeb e,ashland.or.us SUMMARY Confirm Mayor's appointment of Mike Oxendine to the Tree Commission with a term to expire April 30, 2016. BACKGROUND AND POLICY IMPLICATIONS: This is confirmation by the City Council on the Mayor's appointment to the Tree Commission. Ashland Municipal Code (AMC) Chapter 2.17.020 STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends appointment of Mike Oxendine to the Tree Commission with a term to expire April 30, 2017. SUGGESTED MOTION: I move approval of the appointment of Mike Oxendine to the Tree Commission with a term to expire April 30, 2016. ATTACHMENTS: Application Page 1 of I CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO cos p CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb(washland or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Mike 0xeyidir;e Requesting to serve on: -72e e nor! s s io✓1 (Comm ission/Committee) Address 211 14114 .2ND 51, T 10 1-7 ~ D,e q 7 s~/o Occupation !50 Phone: Home S,ll - 3 ZY-75 76 SA Ar bovigi' pd- 76814 Work S'lI - SSZ -4117- Email n ersolinPnalP 50a eWm Fax 1. Education Backizround What schools have you attended? K66 ark SDUI What degrees do you hold? RLC 1~s5or.►a~~s AMYee ~vs ss ?"✓ans~s~- 50tk SQV Currer)A.% en(Aed 6„11 ~;ne 13-5 Zney,lien 21 Leac~trs~~1~ %jie 204 What additional training or education have you had that would apply to this position? Cev i`vvio m -inn de-v~n t --C Sl9 avbavist 544 of-Ouasm lam4cfr ~an e„t ~6v5 Poawcl 4k l5 548 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? ~T P7'hyc 1 Vea.✓< ~arr~srn~p /Y)aruic~pkt3Qn pej~j rE Q X714 ea✓S e2 Rr,ence S Q )1mbjnar anr~ C0I!1 i ►nrn, Y bOY► St~ Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Jo-is., iocao5e +~eyp I's t~lt~ . ~ rome ~a l earn c~"d X e~ %n A ayn J nrn>. 3. Interests Why are you applying for this position? lo Se vvp Mu Commul 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? _es Te!jven►n ors ar je 5. Additional Information How long have you lived in this community? ~s in Oyea,on P$ yeavs rh Ayl,land,Talent PHoenix R,vc4 Please use the space below to summarize any additional qualifications you have for this position c)on*~- rr n 1 ►ve ;v► lar7~ 6►,4 T Soend more D-C ynA lim . IM ho 1• land Am i. nevp = l,ve 6oLye wo',(kej 6o✓ ~D-ou-h►errn ~Yegor► (A►VAV51*t-, -or f6 pa5-1~ 8 years a_Y) love As, ~ )at 7 . :T uias yyesgoy) c►b1p leo~c~,~r~ +1~ SoU addm,giskA4II h +o adaP~ a T ee Comm r e 0Y7 cttm pus a rid become a -r-/ee ca Dvs 05H Ass era ✓ ~oY ouy -rtys,E 4,vne. also nowtocu " and helped oai» 4ht 4yee I (-j o1✓ Wear ~ov o~~v 5i)ypYMaeje oo Car►mPvs t~ S ea, Y,. Plea 5 e Cal ✓ne toy 010.1 more de-/a, /S . 7711.1-ivi K Vot4 Coy Ae CoyISJerot tO'Y? S 70/5 Date Signature rail CITY OF ASHLAND Council Communication August 4, 2015, Business Meeting Contract with Pathway Enterprises (QRF) to provide janitorial services FROM Mike Morrison, Public Works Superintendent, mike.morrisongashland.or.us Rachel Dials, Recreation Superintendent, rachel.dials (a]ashland.or.us SUMMARY This is a contract with Pathway Enterprises to provide janitorial services for City and Parks facilities. Pathway Enterprises is a local Qualified Rehabilitation Facility (QRF) in Ashland and in accordance with ORS 279.850, the City is required by law to contract with a QRF if it can provide the product or service as specified and required by the City. The term for these janitorial service contracts will be July 1, 2015, to June 30, 2016. Contracts are processed annually because Pathway Enterprises is required to pay its employees the City's living wage and the living wage is adjusted annually every June 30 by the Consumer Price Index. BACKGROUND AND POLICY IMPLICATIONS: The existing contracts with Pathway Enterprises expired on June 30, 2015. As stated above and in the attached information on how to do business with a QRF, the City is required by law to contract with a QRF if the QRF can provide the product or services as required and specified by the City. COUNCIL GOALS SUPPORTED: None. FISCAL IMPLICATIONS: Funds are budgeted each fiscal year by the City and Ashland Parks Commission for janitorial services. Janitorial pricing proposals for FY 2015-2016 City of Ashland - $107,631.27 Ashland Parks Commission - $55,392.24 STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends the public contracts for janitorial services be awarded to Pathway Enterprises, Inc. SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the award of public contracts for janitorial services to Pathway Enterprises, a local qualified rehabilitation facility (QRF). ATTACHMENTS: How to do Business with a QRF Pricing Proposal and Costing Workbook for City of Ashland Pricing Proposal and Costing Workbook for Ashland Park Commission Page I of ~r, Qualified Rehabilitation Facilities • to do Business with QRF Q: What is a Qualified Rehabilitation Facility "QRF" and what do they do? A: A Qualified Rehabilitation Facility "QRF" is a non-profit rehabilitation organization qualified by the Oregon Department of Administrative Services employing Individuals with qualifying disabilities for not less than 75 percent of the total work hours of direct labor required for providing products and services their business customers. The mission of a QRF must be providing or facilitating employment related services to individuals with disabilities, enabling them to maximize their opportunities for employment. Q: What are the reasons to do business with a QRF? A: As a purchasing agent or buyer for a taxpayer-supported political subdivision, such as a city, county, school district, or an agency of the state of Oregon, there are several reasons to do business with a QRF: 1. It is the right thing to do. People who work in a QRF business need your help; jobs depend on business orders. There are thousands of Oregonians who are out of work because of a disability. As a public purchasing agent, you can make a difference. Your cooperation and willingness to buy goods and services from QRF businesses puts disabled people to work. 2. It is the smart thing to do. Oregonians with a disability who earn a wage require less taxpayer money. Your participation makes a difference to all Oregontaxpayers. 3. It puts you in the driver's seat. A negotiated contract process can allow you to tailor specifications to get exactly the product/service or performance you want. The long-term relationship with a QRF makes contract renewals a breeze. It also reduces the time to establish a contract. 4. It is the necessary thing to do. In 1977, the Oregon legislature passed the "Products of Disabled Individuals" act. This resulting statute, ORS 279.835 through 279.850 law obliges all state and local governments, school districts, and other tax-supported political bodies in Oregonto purchase goods and services from QRFs when the product or service is listed on the DAS Procurement List and meets the agency's requirements. The details of this act are contained in Chapter 279.835-855 of the Oregon Revised Statutes (ORS 279). This Chapter, "Public Contracts and Purchasing," spells out to all tax-supported state and local agencies how they are to spend the taxpayers' money on needed goods and services. Q: When should you do business with a QRF? A: Anytime you plan to make a purchase of the types of goods or services listed in the DAS Directory of Qualified Rehabilitation Facilities (Procurement List), you are obliged to procure it from the listed QRF if it meets your specifications and is available when you need to have it. Q: Who's in charge of this program? A: The Oregon Department of Administrative Services (DAS) manages the Products of the Disabled program. DAS qualifies each QRF in Oregon, and manages the list of those goods and services determined suitable for procurement by state and local governments, school districts and other taxpayer-supported agencies. It is DAS's duty to work cooperatively with the QRFs and Public Agencies to develop and maintain contracting opportunities for Oregonians with disabilities. Q: Why doesn't a QRF have to compete with other businesses for Government Contracts? A: Taxpayer-supported state and local political subdivisions do business with QRFs on a non-competitive basis. This means a QRF is not required to bid for your purchases in competition with for-profit contractors. Some of the reasons for this special treatment of QRF business enterprises are: 1. QRFs are non-profit enterprises. They have a mission to provide employment services to disabled members of the community. 2. QRFs provide special employment support to people with disabilities that cost time and money. Workers with disabilities require accommodations such as special training and job modifications that go far beyond what a commercial business could be required to provide. 3. The investment in the disabled worker is high, but in terms of public benefit it is returned many times over when long-term employment can be provided. Stable employment is critical to the success of these programs. 4. QRF businesses are self-supporting. Their prices for goods and services have to recover all the costs necessary to train, equip and supervise their workers. They are required by law to pay the prevailing wage in their area for the type and quality of work being done. Plus, the QRF pays for liability and workers' compensation insurance, and all the other overhead expenses any business has. The purpose of the state "Products of Disabled Individuals" law is to encourage and assist disabled people to work, and to achieve gainful employment. Employment enhances the ability to be as self-supporting as they can be. They will be less dependent on welfare and costly institutionalization. Q: How to get started? A: Once you have established the need to procure a product or service go to the Procurement List, published on SPO's website, to see if the product or service is provided by a QRF. If there is a QRF on the Procurement List, contact the QRF to see if they can meet your specifications and delivery timelines. If they are able to meet your specifications and timelines you can begin negotiating a contract. When looking to procure a product, ask the QRF representative to provide you with samples so you can make sure the products are right for you. Talk with the QRF representative if you need some minor adjustment or changes to suit your particular use of the product. When looking to procure a service you may find more than one QRF available. Contact as many of those QRFs as you wish. Inquire which QRF is interested in servicing your needs. Invite those interested QRFs to meet with you and tour your facility. Provide them with your specification draft. You may narrow down your candidates through references, training they provide their employees, and/or by an interview process with the QRF representatives. If no source is located on the Procurement List for your specific needs, you may move forward with your agency's procurement process. Q: How to negotiate the deal? A: If you are purchasing a product and you are an ORCPP member you may simply make your purchase from the DAS Price Agreement. If you are purchasing a product or service from a QRF and DAS does not have an established contract for that product or service you may work directly with the QRF to negotiate your own contract. DAS must determine the price of that contract before the contract is initiated. If the initial price exceeds your budget estimate, let the QRF know and give them a chance to work through the numbers with you a second time. There could be a misunderstanding about your requirements or a mistake somewhere in the figures. It could be that your specifications exceed your budget. When the price submitted by the QRF meets the agency's budget the QRF and the Agency may submit that price to DAS on an approved form for final determination. To simplify the process, DAS has developed a form for this purpose. Price Approval Form.doc It is sometimes not possible to develop a contract with a QRF contractor. Usually, it will be price or specification that will get in the way. As the public purchasing agent, you should know what the limits of the program budget or specification tolerances. The QRF can drop the project or perhaps try again later. In the past agencies have been able was able to split up the work into smaller pieces in order to have partial QRF participation. It is necessary to make a good faith effort to establish a QRF contract. QRFs are looking for long-term business partnerships, not advantages. Q: How to deal with quality assurance and performance problems? A: One of the biggest advantages of doing business with a QRF is that it is a relationship, not just a one-time competitive bidding arrangement. QRF businesses are there to provide permanent jobs for disabled Oregonians, not to make money by cutting corners. You should expect quality services and products. As a purchasing agent, you have the capability to make your agency's QRF contract successful. It just takes communication and cooperation. Talk to your QRF counterpart. Make sure your program people are introduced to the QRF representative and that everyone involved in the contract administration process knows what's expected of them. For example, if you have a QRF doing custodial services, plan a joint walk-through on a weekly basis from the beginning of the contract. Spend time talking about performance expectations at the beginning of your relationship and you will each get to know and understand the other. As your contract relationship settles into a routine, you can cut down on the frequency with which you meet with the QRF contractor. But still plan on regular meetings with the QRF representative to talk about their performance and to make adjustments in the contract as needed. Together, write down any changes you and the QRF agree to make. Amend your contract to reflect the mutually agreed upon changes. This bit of routine "housekeeping" will keep your mutual understanding of what's to be done fresh and current. If a problem does surface, however, you must tell the QRF management immediately. Don't wait, hoping things will get better. They can't fix the problem if they don't know about it. If you have taken the time to get to know each other at the start of the contract, any issue will be easier to solve. Again, document any needed changes or complaints and share them with the QRF. Remember the old adage is true; take care of the little things before they get to be big things! If, after making these efforts, you cannot resolve your problems, remember that you have authority to terminate the contract just as you would with any commercial business. If there seems to be no other way, talk candidly with the QRF about termination. It may be in the best interests of everyone involved. Q:What is the process for contract renewal with a QRF? A: Here are a few points to consider when preparing for the renewal process: • Plan your annual renewal process well in advance of the ending date of the contract period. For a large custodial contract, for example, three or four months is not too early to start working with the QRF on the renewal process. • Revise and update your specifications to show any changes made during the contract period. At renewal, the QRF will review its pricing structure, which is to your advantage. Often, they are able to work with the agency to cut prices or costs as they gain experience with you and understand the fine points of the work to be performed. • A quality service or product can potentially be provided to your agency for many years to come, resulting in long-term benefits for disabled Oregonians and taxpayers alike. • Remember that DAS must approve any price changes in the renewal process. Q: Who can you call for more information or help? A: QRF Coordinator Darvin Pierce Tel: (503) 378-4690 E-mail: darvin.pierceCcbstate.or.us Procurement Policy Group Chief Financial Office Department of Administrative Services 155 Cottage St. NE Salem, OR 97031 FAX: (503) 373-7643 ID Issok athw Enterprises, I n4c.y Rebecca Simpson; CEO July 13, 2015 Kari Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 Ms. Olson, I have prepared our janitorial service pricing proposal for the City of Ashland based on the unchanged living wage of $14.42 per hour. The updated changes for 2015 -2016 services is as follows - Monthly 14 -15 15-16 City Hall 1,138.09 1,138.09 Community Development 1,785.05 1,785.05 Municipal Court 640.43 640.43 Police Department 1,536.22 1,536.22 Police Sub Station 115.06 115.06 Service Center 1,348.64 1,348.64 Street and Shop 430.64 430.64 The Grove 939.02 939.02 Carpet and Hard Floors 1,036.12 1,036.12 Difference Total 8,969.27 8,969.27 0.00 Annual 14 -15 15-16 City Hall 13,657.08 13,657.08 Community Development 21,420.60 21,420.60 Municipal Court 7,685.16 7,685.16 Police Department 18,434.64 18,434.64 Police Sub Station 1,380.75 1,380.75 Service Center 16,183.68 16,183.68 Street and Shop 5,167.68 5,167.68 The Grove 11,268.24 11,268.24 Carpet and Hard Floors 12,433.44 12,433.44 Difference Total 107,631.27 107,631.27 0.00 ISSA (VEnterprises, I Rebecca Simpson; CEO In total we are requesting no change in price to provide current services. Pathway Enterprises, Inc. truly appreciates the partnership we have with the City of Ashland and we look forward to another year of services. Sincerely, Richard Simpson Contract Services Director Pathway Enterprises, Inc. 1600 Skypark Drive, Suite 101 Medford, OR 97504 Office (541) 973-2728 Cell (541) 601-4550 Fax (541) 973-2729 Costing Workbook For Janitorial Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program T L~ ~ ~ Y ' Yr fa c Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project Cit of Ashland Facility Floors 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 1,382.14 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 533.53 Subtotal1 $ 1,915.67 Labor Direct Labor (from labor daily worksheet) $ 7,658.09 Overhead See Overhead Worksheet $ 2,113.69 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 11,687.45 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 746.01 Total Bid Yearly $ 12,433.46 Monthly $ 1,036.12 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Facility Floors 15-16 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor' will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment R Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pro Strip 74.22 0.3333 $ 24.74 $ 296.85 2 Optimum Finish 10.2 3 $ 30.60 $ 367.20 3 Grease Lightning 8.64 0.08333 $ 0.72 $ 8.64 4 Via Fresh Lemon Drop 15.81 0.08333 $ 1.32 $ 15.81 5 Defoamer 16 0.1667 $ 2.67 $ 32.01 6 Black Pads 20" 4.45 0.5 $ 2.23 $ 26.70 7 Green Pads 20" 4.45 0.5 $ 2.23 $ 26.70 8 Doodle Bu Pads 1.8 0.5 $ 0.90 $ 10.80 9 Nuetral Cleaner SE#64 22.81 0.1667 $ 3.80 $ 45.63 10 Blue Tae 8.26 1 $ 8.26 $ 99.12 11 Ras 19.99 0.0833 $ 1.67 $ 19.98 12 Carpet Cleaning Solution SE#62 19.05 0.25 $ 4.76 $ 57.15 13 Nitrile Gloves Large 7.85 0.25 $ 1.96 $ 23.55 14 Finish Mop Heads 7.21 0.5 $ 3.61 $ 43.26 15 Mop Heads 13.11 0.5 $ 6.56 $ 78.66 16 Mop Handles 7.59 0.33 $ 2.50 $ 30.06 17 Broom 11.67 0.1667 $ 1.95 $ 23.34 18 Dust Pan 6.29 0.1667 $ 1.05 $ 12.58 19 White Pads 20 4.45 1 $ 4.45 $ 53.40 20 One Ste 18.45 0.5 $ 9.23 $ 110.70 21 $ - $ - 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ 41 $ $ 42 $ $ 43 $ $ 44 $ $ 45 $ $ 46 $ $ 47 $ $ 48 $ $ 49 $ $ 50 $ $ Total $ 115.18 $ 1,382.14 Areas in green are formula driven. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 O F E n a W N ~ d d U_ L N d Y U) O d w ~ H3 fA fA EA E9 N C M - ~O O O M N O O ~ y C 0 V O 1 O m N M N l0 O ~ N M U C n' r j N (O m f~ N N M M E 0 U ~ d c U `p v E } a C ~ M ~ ~ N E C e n d m F E ° c p N o Z o #D w N o u c U o m U d N 0 0 M- O N N yV 10~ni~ o O Y N C c o c o o ~ ei u3 F» F» E» e» - `o - ~ 0 0 0 0 o p- U N N N N ~ V d N N N N N N N Y N a= c 0Q a J O O y CO M O 0 0 U M O O O C O 00 O A O O M N} NO M N I~ O d ~ a N e» <n F» e» e» E» f» m a C 0 0 0 0 0 0 0 d M o o M o M M m M N ~O M N M M U L- A N N U L d N V n C M a d N O d d c ❑ a O N a N O N O C w _ N N N N N N N N N N N N N N N N N N N N Y N N N E mo d` N N~ T Q O 0 C - E C N 0 75 o N U N C O J O U U j C O y N d N D a J 0 p a'C.. w M N N M N [O+l M C w .U J E d = N C 9 N N U_ w > Q C O C C O d d Y n 3 N o r ~ t6 N J O L L C U N Q a E U p T C m 0 0 00 0 0 N~ ~ N N O - O I~ O O O O O O E C T 6 3 L p Y d 0 00 066 E O N o p 'C U u) r N N J6 N w 3 U J C Q J d a N N y OU o d N C T~ p N N FA fA fA E9 EA H3 V3 C O I J C U N O IF Q d ai N N N .U. .C O. N N p > w a o J E - O d d d W lD* O D cp T L N O N N 9 N U O U o m N d ? Q ~ N a O rn a U O E N Q dL O 'O d>' LL E J (0 V T N J C LL v O N O. C c :3 C O> W W 0 W J= O_ _ 'O M- T L ` `y N d N N d r 2 W U N t0 N U) -1 W o U 3 N C d d d'C F> W 7 Q m E U J .L. J C O H p- d> Q U ~ .N T J r E :C Q R~ 0 0- D n N N 7 N O -0-1.1 W F d C E n D L p E J W o W J Q W= of U N d Cp U 3 J 9 F _ C N n d O Y U> F. m O LL Ol Y -O N 'O -O T 'O Q C W L U J O N N N U } F F K C (0 d O d d T Q O D 2 of W H U w m'O D p U W Q O O«~ E 0 -p N'3 d O Q Q a X , m O wao >aUWQ~ 0Uw mU2U F j O d y N M V N (O n w m O N M V N (O f~ O m 0 II II II II II II II ~i C - U M c- N Y A y N .N. N F d d O O d U C C U d y C= U j U D E m a am o a m -0 m 3 d # c W `0 0 E N y 0 d o o m d N d O O U OJ W C "D N O J C« y T C d 30 d C N w N C a O N M L U n O .i a N U 7 O. O ~ ~ d U p ~ d # O' L = F 3 N O p p y d O C 0] [D (n w O.O Z N W O M N a N = O p^ N N 4 6 6 6 6 ~ J ° Q L O O ` N ma M ~NM - - LLL ~ F- d- - N O O c - a - -~Ea of a o E` N ~ = o E o L O - LL E E_ on3 mom a ~ - E i ~ rn - 3 - 3 a ~ ° Y E O mF rn F a 3 .3 m- 'y°~ m E ~o% E Eo t y m m E~ 3 ~ - p _ o LE°~ n c E n o m Y _ m ~ ~ o 0 3 L~ w p c 0 3 c o °O-E - ~E1O 3 - _ - E v p c E m E; 3 E n - m E o _ t S v E y _ U_ g TT' 'I n o° o n E N a Z~ c 3 m - - `En _ e~ww Inwe 1. P 2 To T ~ ~ o E E ~ ~ Ea cm3 _=3~v in N _ c EM o o-o E° a m 3 0, 0 3 yTio E'' a n E T ? 3 0 - o - a, c O L c o a> °i oEoE° 3~ ~3 ` E o-~ m o Z5 - o0 ED a..-w - "3 = E 3 G A N' N L N O _ r G~ a Q p C ~ d ~ ma Q \ C N L C i i a, m o cN°i m-_ m O c - a- _ L m`nU E E'tL ° Ea - n d N s E l m m ° c E T ° E_ NF ~N~p ~Nm NN d N N o L~- E h v,L - m N c m m o~ - olF 3 = - E o E N o p o E ~ a ` d~ L L p N N n p N m S E C ~ F- O E Eat olo oft `o -'E , Eo 3 n° `o a~ a~ ~O m Q - ~m c a>>Q o 'ova pon.oa00Eo,~ Q>, m L = x ~ 3~~~ o m-` cp -p aaa`~ E o00> ~ ~ o y y a o a 5 is N v v° E~ 3 a E n- _ Y m m V m m~N 3s ~ ~ ° mm ~ rno 00 o ni y ~.n " m E=' - 3U c ~ o nn~ m~EEEEEE 00E =Zv =3U Oa =°o a o Noi°EhmTE n3= 3~LL U= ~E_ o->> oa °'u.=U= o v a as a n m e -o w - - - - E P m c a a .o 'o r o f `o m $w? `o vv= `ate°_~8v= c3omd~m 5m E~oa 'o - - _ - Ali a~i K ~ TQ 3 H=-oDUS lj=S m NU x a nnnac c o~ M L _ _ y m L o p== E E v y y= m G- = Y _ 0 0>>° 2 2 v m m o 0 0 o n n c L L E° u E r U o o O a ¢ - o>v m~°-~3 vu v UU UU v a as rn vim mGU Q mUUUU c c o 1-F-F-H 81 N M V ,n Ip ~ w « T N 11 II II 11 11 I~ II II II r M V h 0 g O I` a = 0 0 0 0~ O J' J= ry Y 2222-1.!2 ZE a A o u o 3 N N N N m C y N p J E E F- `o t m a F=_ LL O o ¢ Q ❑ OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Facility Floors 15-16 There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00% organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: u can enter the dollar amount you are allocating to overhead in the box if you are confident that you can overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other" please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report . Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 433 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safely Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other Other:' Other:` Other:' TOTAL INDIRECT COSTS $ $ CPI Factor hom BLS (see link term) 3.15% 315% hnv=lIms co~aooimosneountm Tota Is OAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet Cit of Ashland Facility Floors 15-16 The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment, Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a) Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily Services per Annual Deliver Description Service Mile Cost Year Trans Cost 1 $ - $ - 2 $ - $ - 3 $ - $ 4 $ - $ - $ - $ - Margin The law allows a "margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of total cost of contract DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program w - L an O\ full 21 Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project Cit of Ashland 2015-2016 City Hall Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal1 $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 10,116.47 Overhead See Overhead Worksheet $ 2,321.70 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin 12,837.62 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 819.42 Total Bid Yearly $ 13,657.04 Monthly $ 1,138.09 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet o. x ° Q N O - LL Z _ 2 3 3 y° 'c E y n E C U _ _ _ n a ° f=a N F- _ UEoLO - _LL o a` - m E O a 3 ° E° x ~~N c a m E ~ - TJ L - 3 'a 'o O ❑ a ~ - - - o ~ .E ~ 3 o E O m F N F o 3 n~ t a N~ o;% E E X t y d m E 3 v - n Y w E _ ~ E m m w moo 3 m 0 O U -o F~ C y _ L `L « N E 0 3 O o °O- E - E m 3 - E « 3 E n - ° m E 3 O o f E m a E E d o E o 3 3 ~ m a~i t - d - E2 E c v E a c_ m 3 c 3 E d m~ _ E J a V Jo n - m 3 m o X03 o x~oET- a a m ~ ~ ~ y T 2~ - y~w o c _ ~;V ~ _ o 'o _ o f° o m 3 v ° o ~t o E E -°o> oa o m O~ - m W _ o Q ~ = E m = E; w~ nQ C ~ -,`z nm ` ~a F N m oa _ °03 T En - - - - - - - - - - - - d E T" E_ 3 m m o m- _ m J o `m ~ m _ m O - m o c n c m - c_ w 3-cE aci Em `-0 ~E' - E c m _ _ E n QNY S-ci tiFM wN m o _ `_mY = En N c° ° of a \ 52) o Z: c? E ° `o w m a m c m E cn, - E O L L ti N~ y y d m ~ E~ _ - o a.. c.o~ o~oim mkt `p -E E L E o -2 -2 -L~5 8 c5 d t U E o E a a x'o~~ O onaD00 E oo Qi. EU 0 3 o c-o aa`m o~ ``-E'°o a aci m m m E 3x E mo~oi oio 00 E _ 3v ° O nao_n'E C-OC a « N - o E d o °i .Tm v, j j m T° ~ E a Y_ i 3 a q - N c 12 E EEEo o~m15 - - Ea ~E2 mo d 'C d N ~ ~ D 2] y~ C -O y _ - _ W? O .u o °i 3 N N N N« 00 E° L N~ - R~~TQ~~+ C~JJ JCCViOj nL v_ _ ~ x LNy E n 0 n 0 n o n',_' j O t a p O y m m J N N U E d T U T- m m - - m m n n t E° ` E - ~~HH~ oad c 3 O¢ JoaG ~cn QmUU U U c c ° t ~N m m m m w o `m a = o 0 0 -i O J O J x s a a> j c_ ~ E m i0 a u o 3 N N fn N m C N .d. p J E ~g_ LL tm a E ° O K O O Q Q RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2015-2016 City Hall Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 5 $ $ 6 $ $ 7 $ $ 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 1 OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ - $ - 21 $ $ 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 O F c m E n w N N d d U L N d Y N o d y ~ e3 E» f» F» R C r N ~ y 1 ON c U Q ~ o - p M N ~ N N c O E M M y £ } C U O C5 F O 0 O M C F E a a m m ~ E ° 'c O m z o r # D N O U c U o p m U m 7 ~ o ~ ~ U NO ~ ~ w O d M ~ O 'o c c D 'C O O O a Q N O O m N U N y a`= c O N a 1~ O U N i D N C U R M N U } M M O N ~ -c a C d M O R R d U C O (6 L d d V Q M r3 n d m o d c 0 a o N a w A co o c _ N N N N N N N N N N N N N N N Y N R T o O O 3 E o U N U a m U d U N y cc Q 0 d y O p 3 O L. d M N L y R N Q `o a>i `m ¢ E m Qc Zc n 3 N 0 C m c m N N Sc p O m 9 t = C U N Q 9 ~ U O N N T p O O E m= a m 9 O d p d C E s O~ O O d O O T I 3 U 3 'U 'C U V Q m N y 0 C p O d 7 a` m 0U o Q L U1 U 6 O O t Y a c d o p - a w ~ C T O Np d ~ V3 Hi > 3 C~ U N N d ~ p C O 0 NE R N -O d ~ - 0 w C J E (u 'D N N L U pl m 9 w m U Y 0 O R m a m a c O c° E N n N Y p 9 m C N o N O O L ~O y aO C d C N p a ] T Q a - N L N n C N y O U Q U1 y Q m U - an d m m Q- m m fn ~n 3 G ~ T ~ E N m 3 m~ 3 c 'p Q 0 ud, o ~ 9 s o o v a Q u `m N E N E w Q wF°. c E a .p L pE. wp N d o~ U 3~ 0 o d a a T Y w` r m U 5 0 m c t j m mo d Q c E R E n o• c °w N Q 0 3 a Q r° N o c d t E a: m E a Q m p a N •3 d o N O C N m 3 0 d' WaU o d N g UUw mU2i U ~ `o yaCi ~NM V~nco~mwo~NMV~n n n u u u u u 06 X ~ ~ ~ ~ ~ ~ N S R N N O N C N U N U C C ~ U d y C}= U j U O E m p- O. R `p U a d 7 ik G W °O O~ OU R y 30 d a O N N Q m LL .C N a R R 'J O U O U m R N L U T R 30 C N C C N w R C a 'O N M N U 7 0 O y U n O« Q d 7k ~ mo0::a = CL E c o o d c m [oU w aMz yR Q a~i 0 ~ OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2015-2016 City Hall There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost, If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR ~to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the casts of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked 'other'; please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization forthe same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual co=ts.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 572 Total Assigned Overhead $ Worksheet WORK AREA: _ Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-offce Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:' Other Other' Other:' TOTAL INDIRECT COSTS $ $ GPI Fodor I- BLS (see Ilnk below) 1.65% 1.65% htto Il_ bls aov/ro9/mosiredu him Total $ DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2015-2016 City Hall This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Deliver Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ - $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet 0.0 tin Workbook For J2nitori2l Grounds inters ee Contracts Under the Qualified ili ion Facilities Program F -Q r \ Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathwa Enterprises, Inc. Project City of Ashland 2015-2016 Community Develo ment Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 SubtotalI $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 16,094.38 Overhead See Overhead Worksheet $ 3,641.50 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 20,135.33 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,285.23 Total Bid Yearly $ 21,420.57 Monthly $ 1,785.05 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2015-2016 Community Development Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ - $ - 21 $ $ 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ - Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet o 0 H c d E n o- w N ~ d d U_ L 2 N d Y m o d i 'm fH EA H3 to H3 C w N d ~ ~ C U ~ y M M (O E 0 d d c 0 a d E > ¢ •o y F ¢ 0 d O Uj fA EA ° -00- d U E Q N C ~ a d m o F m E o d Z O F ~ N ❑ O U o m o m 7 ~oooo a) O y u o 0O0 LOO d() ri oocvo 0 M ~ O M N C C d C ~ O ° ❑ <H EA EA EA EA 0 O . 0 0 0 0 ° N d .000 0 O L d U N ❑ 0 ~ T a`0 c 0 a J O O O V; o 0 N m O O N OO (OO0-- N` M 0 oo M O O N ~ F» F» e» E» ~ s C 0 0 0 0 0 d M M M M ~ O O) M M M ~O M U f0 ~ N U L d d U O_ M .3 O_ d O O d a C U m a d O d C_ ❑ N d N N N .L. C N N N N N N N N N N N N N N N _ T V O C° C N 0 N U J E O J d O y p a U ° J C a N .d .td.. w O N V t0 r N N J O C M M M N M C O J E Q d j N O d N U n O N 0 C Ul l9 N J O L L C lV L Q S ~ U O N C d C O O O O O O E C 6' N m d L O O O N O O a N O j o E d d .U .U V 00 ° Q U N N 3 U C 0 O "O d 7 a CV N 0 w o d L N 0 C 9 r ~ O w d f» U) E» E» w ~ c U N U7 T'9 0w c0 m m d N ) N 'o_ E N 7 v`pi d L w 'O o2= C E ° E d d d a a T N d v U N L J Ol Y O O L N N N U YO U C (J a N U d 3 N N 01 C a m "O 'C ° c° E n d L y0 a E J ~ C N O C N J o L O a ° c Y c p a T i a a J C O U N C O. C N N C O_ U a N d N U 45 J N 3 "a c o da a'c `m E p J N E w n 'S E °a o' y o o c J 3 s s ° p s v w° a E n r o f w❑ 0 c y l (D F C d N o c0 a .N a s T a Q~ w L N U F O ~ f0 C L ~ L N ~ +L' (6 N O S ~1 ~ N Q O N N N Y d C N f6 T" m¢ d E `o m a nu oa oa a r° o° o ° a c m me n E ° N U E ¢ a i0 "T' o 3 d o O j N O C N J O dLu0- o d N ~LLw0m Q~ DU W mU~U ~ ~ `o y aci ~NM V U, c°nmmo~NMVV> u u u u n u n N d q K N cS> R N Nj .N+N C ~ U aci ~ c c ~ v d ~ ~ U U n E m En aam ¢ o a a 'c `o 3 d ° w `oo E Q N O u a o adi m ¢ m LL C E N 'd0 J N O C J O V O U r d ~ L 3 m N C t ~p J N C a O N M 46 L U L O ¢ N N d V = O. O 5 N d U p # O' L 5 3 m o o o 1O m E c F mmU) wnC) Zm ❑ w y Q N ❑ Q: ~sM co J O Q > N O ~ o N` q~ N L LL 'Z F d >3 'cam U =Ey - c m 3~ m E° c E - - E a _ 'o E oa Fa o F = UE1LE E E ❑ n 3 m o m r E ° a .J N ~ _ - 3 N 'C~' m 0 o E N L N N O cry - o aZ•L cix E Ex mF F n ~ '3> Y m E m cy o EE`o° 3~c p _ o tE c E s a m LL o 0 3 c_ `v rn 0 a- _ c r m E 30 t r - EJ a 3 E - O c~ O o? E m E 3 - m d E o _ L£ T E - E- va mL _ `m EDZc3 °i w' o° KES c3 wF m pcm In 'r 2 0 - E_ m o o E > Es _ no a c 3~m in N E c E o m o E o a n r o n - m 3 m - ~ ~`°n ~ y~oEa a N~~ a T~v ~3U o _ O m- c ~ m L a aEi E c c - ~-°-'mEv 316 3m n 3 _ m E m E o= .0 a t E - - o 0 E m Q'=L =E a2i - E 3 N o ~ nQ -,cz ° x ~a 2-2 .o o c n c - x c m m `n `mt c mo~OC'_ m0 0- a- o E - m L~ `n U E o u ~m m o ai 2016 - EO- - - Ea- _'Fo~ o_ 16 N F n N N> Q N oN - - m - E LO~NNn~Nm mE= L~_ Ey E ~n~ o ma`s a`'~r `o -=E m~a Eo m `o a~ a~ m O coo i- c v _ Q m m oU co E 9 En oa T >LL °TLt ~a° Tar r - - - x'o~ ° p onnn00 E`oN nT `m L-°_' ° o D c E m m m m 'd ° D n. _ n E o° 0 c E N m L v h o 0 2, '6 - ,3 c E E ro m3 S E"~ w r .n. v 316E a- - Yu ` o o E=' °3v o ~N o nnan c c d - o E d o v > f0^ 1,2 _ 3~---j?mnoN~.a i_ t3 m _o - E E E E o ma - - a, caj E Eon mm o m o ° c°~ m E vii m TE a 3" 3-LLOt ds m' m naaa H h c c w+ - - - - - K~aa3y 2 E-Y°o ScmoNyn.°c - ~yo 0 m~~~ EEEE55r o,~, m a F~ oooo nnctr °'E>>o >E'`m J OdU -`~i to QmUUUU C~ oHHF H> li N¢ Da v c 3 o n a y- ~ry nv ~°~°r w u u u u 6 A ° a _ ~ O O O w~ O J t J S ry n a a a a E a n o # °o 3 N f° N N m C f° « H F n E . E - ~ LL o c m a r A o d T a d 0 0 <a° OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2015-2016 Community Development There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below)- Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Fa[loate r-Figure Sum Method: enter the dollar amount you are allocating to overhead in the box if you are confident that you can overhead items to thisparticular project You can use the Worksheet as a tool (if needed) OR fy your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other` please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 910 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advert king and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other Other Other Other:' TOTAL INDIRECT COSTS $ $ CPI Factor I- BLS (see link below) 1.55% 1.65 k hit bl ' cA/ 1 ht Total $ DAB Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2015-2016 Community Development This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ $ - $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.01)/. DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program al-i . /a F ~O Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project Cit of Ashland 2015-2016 Municipal Court Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal1 $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 5,518.07 Overhead See Overhead Worksheet $ 1,306.47 Delivery Transportation (from Trans & Reserve worksheet) I $ Total Before Margin $ 7,224.00 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 461.11 Total Bid Yearly $ 7,685.10 Monthly $ 640.43 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2015-2016 Municipal Court Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 5 Oder Counteractant $ 30.65 $ - $ - 6 Carpet Lane $ 5.00 $ $ 7 Carpet Shampoo $ 13.01 $ $ 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ - $ - 21 $ $ 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet o o F c d E n rT w N N d d U_ L > N d Y U) O d fA fA EA V3 Uj , > ry C N N O C O O A M N U O N M M ~ E v d° c U a d ~ r o y P o n 0 » » c ~ E n d m ° c o ani N E ❑ p H 7 F Y Z N o u o m o d r o m p v o o d o oU c c o 'E o o o - o n N o o d U y ~ Y ~ d 7 R ° o a a I O U N ~ C O A U Y M o N N d C O m M N U R d O U C O Ip L d N U Q C M 3 a d v o d o a N C LN °O c N N N N N N N N N N N N N N N f0 E w d O T O o O O E o U N U N c .D L U ] C° d N off. d M N L m t~/1 3 n d O N CDC N .N Y .U r > ¢ C C O d d w U n C d 3 N p c w N o N O O = - E L t C U N E w U N d E o o o E C T U a N w O - in n o w o j, o f o d F d o O N 3 U C -O 'U 'C U V 6 U o d 7 4. O y 0U o n r Ul o c aai N O w o a r O) ~ T p d N ° to fA 3 CO U N N 'O 0~ c6 N r Q E N a h o d > p g O c T ✓di OI IO tp U w OU ~ N ~ d 3 N a N a 'c C O U ° N D_ C C c o H p N T n a) U (n - N t N N N 2 d :r N m V Q .N m w, J S mo p ode o. 'c m E U N E w n d ca v 3.0 Lu ~ c E n o A s ° E~ o O w m N ~r a a s T-° Q C w s N U Q O o Icp N s c m O U7 9 N E m Q d E n. ma o N .N a n'a a n. ° s ° y c c m m n E° U '-5 E Q Q m o ° wwa(5 o Q3: C)Uw mU~U F O Q N N M V N (p r N 0) O e- N M V N it it 11 II II II II d ry K ~ - - - - - N pI R N N v VI C y U d d d O O c c o d y T U j U d ° o 0 a `-E°- c a 3 o i a v u c Q of~ mdo d a w v a c w op, dN- w o d d ¢ of C y "O Ip c J p V 0 d 3 c N :E c c 16 w m 'c D. .o (V M Boa y'u~ a o 4 N d U o it O ~m3 moov, = m E c F D]0] (n o w O.OZ N O LL O ¢ N D ~ =e 7 J O ac cE~ a m 3 ° w E.° a` - -,6 2 c 'o o N - - - E a >o E ¢a 'Eao F _ oEoLE 3s o a E E E ❑ a 3 _ m o m r s E o a J ~ m _ `3 ,N p°E' ° - m n w o 3 m ~ o E O coo - .o o nrs DNNC8x E Ex mr- F a` 0 3> Y mE~ L- o mE`"° 3v - p _ o ~ E m o E - o m w -E ~o '_0 3 d a `m m c c _ r ai O o. - - m c O - _ - - o ° E - = - 3 r _ E o O ° E E m E 3 E_ a - a E o t 5 m E~ _ m t m E o~ 3 3 _ m _ c3 N r - - OC m - c E c` 12 o m _ F E_`o E? n 9 c3Ey inN E c a E a c A 3 - - c E o ~'"oEd ~ n y o d_ a _ ~ 3 m c o m -=mEv 3a '3m L o E o c m 0 a 3 s ao o' E `O dr E V - - oa o c n.. moo L'vc,F m O - ma N lU J EA T E "O N _ uj W o N Q 5 = E m - E; NFL EnN -Y-30 032. ma E~ N3 °-c cEm so32 E a LL D o E o' L m - _ - m'Q r ~inU EoO _ ~~co N o ai m r _ °Oo- E a n - N F ¢ N N> a N o y- - - - _ E - - - - - - - - - - - - 0 0 E o c_. o mF 3 a E C j L O O N N a y N m ~ E o y E d - E. K coo mmw C~ Y `o - 9 E c'N-id E o 00 3 N o `o ~ o 0 0 m ~ F E c ~ o _ ' o` Q m m r E c o.E n lL T I L L N n T d ~ C~ d a - c x d 3~~~ ~ d~ a n~Q E Vo0 o~~ a U N O C N (0 16 w ~~N o 0 0. c m m H o N a a m m a a o aa E °U' n r = a = y _ c r . _ Er _ o nn nnc m 3 o ~~n NE c2v x 'c 3Qm mEo - om EEEE0ou N - _ _go Ea ` o E n a a o o c E -oo E _ n 3" 3= W (j c T co 'o J Q 3 C D J 7- J C C N O J j d L N_ _ c~ V ti O EEEEoS n~E" 0 0 0 0 ddC LL N E>> O I ¢ D'~O> m~°i3 O O" L Q dU tD ¢ mUUUU c `11 o -11 ~n nv ~n nor N 111 11 0 o 0 n m w o m a = 0 0 ~ ~ J~ J S y a a> j c_ E a t `o u a 3N'fnmNm C N- N~ A E~ L m a r- LL- O `m ¢ >m c o tt O o Q 4 OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2015-2016 Municipal Court There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17 00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate eye head items to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other" please include a description. What you are trying to determine is a percentage, therefore, do not grass up the expenses for inflation or to conform to the current year budget Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report . Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will collate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 312 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other ` Other Other:` O her: TOTAL INDIRECT COSTS $ $ CPI Fodor from BLS (see Mik below) 1 65% 1.65% htto l~wwwlbls g,oir,k,- ireau him Tota $ DAB Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2015-2016 Municipal Court This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. 77 Enter as a % of "Total Before Margin" 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance the Contracts Under Rehabilitation Facilities Program Qualified A 7-7 Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-0642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathwa Enterprises, Inc. Project Cit of Ashland 2015-2016 Ashland Police Depart ment Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal1 $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 13,795.18 Overhead See Overhead Worksheet $ 3,133.88 Delivery Transportation (from Trans & Reserve worksheet) $ - Total Before Margin $ 17,328.52 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,106.08 Total Bid Yearly $ 18,434.60 Monthly $ 1,536.22 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2015-2016 Ashland Police Department Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 5 Oder Counteractant $ 30.65 $ - $ - 6 Carpet Lane $ 5.00 $ $ 7 Carpet Shampoo $ 13.01 $ $ 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mo s $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ - $ - 21 $ $ 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ - Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 F- c d E n 3 0 W N ~ U N U_ L 2 N a1 Y f/J O U3 EA to M FA R C L N n VI 'c U ma m ri cv ~ E ^ d c o M m m Z E } Q U o F- o a » » c F' R U E 9 m m 10 F- a E o 'c o C. 2 0 ❑ N 00 c U o 0 co U d Q N U O 0 N w Q U) O U M tN) O 0 a o » » o _ o 0 0_ N o O Q T FM a , c 0 d a J 1~ O U N U C O R U Y m rN O N o m EL m » n N 0 0 ~ c - N R M O O U c O N L Q1 d U 4. C 3 a v o o d c o a o N m m m c a N .L. ti C N N N N N N N N N N N N N N N r m E m a m O c _ = O a O O E C N U N Q O J L U N C O O a) J N . .r0. m ~ N L~~ d J 0 R N p U J N O N N Y U w O N n 30 ? o C w J t L c m U p w Ed O (D a E o Y E O o o c T -O R O O s- o j o E O -Op .U C U V Q U N N : U d -O O O O J U a O Y OU 4 o d O cc ❑ U d N O w Y 0. N C 'UO .L- O) - 0 0 U O ~ ~ C 3 ~ N C N R y ? - 2 O w C J o N L L ti d U OI a3 ~ .L-. R U w O U O O E y n a) y0 9 E J C al 0 .C N L C O U O a O C O 0 `O a J T U Q T a J N L U N U- C N UI y w U R N .Q a) U -4 1. Q (n O N O p a) a a 'U a7 E U E a) L N O D: U n a U' N y U N U a Q U J -C a) a) N T T C 0 (D Q C W L U Q O R N N m R 2 O a) aaj N Q N O U N U J O_ aS T j R E O a y E a c N a R U l a n 0. N o c v -OC o d s aai o c `n m E aLij0- oo N Q~ DUW 'm (0) `o y aci ~Nr>v~co r~mmo~N r2 v2 u u u It u u n C N U R N d A N N O O aci L c c L u y N«}~ U c U E mr a' > >a Q y ~ ~ E m a `o a d o 3 J m io c w of oNO ri a o o 0 rn _ 0m Q O~ LLL C N -a R R J O U O U N C C R w A E O' O N th N U n O _ a yU O_ O Eo L= 3 R o 0 o m c F 0]0](n w 810z A ❑ LL O ~ N Q N D ~ 0 x `o ~ J O a` N 0 e a s LL'Z F d- _ .3 s`a ~.E n„a 5 :E 0 EO N - Noo ai.o Ea _ .3LL a o E c o E o 0 o a F a F - uo E -EE o It E E o° 3 o E C D a rn ~ E E m i J m - 3 'y o E O m~ M " 0 3 c N c 3 x E E x 15 Din o °Em 3v LEm v n x c w ~ o ° o _ m E ~ 0 0 o LL N 3 m e S ~ O a a~ _ _ E v o n 3 E O p m? E m E °1 a Eo L..vE~ _ o_ m L ~ E o Z t 3 m o m e m c _ c 3 N 0 0 ° L ° ti F m o. p in v, 2 N U E n0 T m o co -L g V;' Eo E> 3 E E a 'c m m N _ 12 c EM O m-oEE3 ro - ~9 E~- m3 m o 3 YS2°- a a M ~ a d° o w om ~ T z `v ?30 ° 0 9 _ - O1 w r x o.° m e o« oEEoEv o0 0 3 nL E oo' c oa m moo ai=m 3 V m m oe»cn Z o _ ° 1,2 a E mL - `n°w od Non nQ c _y a o ma ~ w.w m .30 _oo ,32Eo- J o ~ n« m o 3 d fOO" - m0 - v m 3 °-c c E°~ m3m E 9 ^Eo E- L 'o E L'~ co m oTmm «O - - °O' - E a n - E dNx E m~ m - mti oEm UE 64 w r n o j o m m° o - - - E N ~ m m 0 0 U N vi o 'E a o,~°o r o`o m m.o co m c Ea_ E O N N m m N 0] E D - `n S~~ mmm`m o -SE ~a a, Eo 41 Q o o m m m a = m ° E :OE « E ~ ~En ?Z L O O L ~O T O Y v Q - p o~ ° p onaD00 E`o ,o o o d = °_v x m 3 d d- aao. ELOO o~~, o y c m m m m m'~ °c ,3 EW -S _ -o -m Dana ~ ~ oar o-O E ~c~_ - _ ~ 3S `o 'o m m or'm h'm E°'- 3n~ -a Y o - mew p~ N n~ ~En Ed _ 3i~ - 3. E E o off _ _ m m E E E E o U m a E - - r ` p o m E w o m o o E N m T E a 3" 3~ LL O c m '9 an d Dada m m" c -o m - _ _ `oica-o a-ort o E o m m_N o va. p u o nnaa te,t w - - 5. c , - m~LO a f01°EE EE3 _m. Q~_ o o o o n a c- " E o > E E' °-O; O n ¢ v. J o au ~ f'n Q [fl UUUU c c o f-F- LL ° p a m v m m r m n n n n n n u ~ ~ r.o ~ w n o A o C A a a = 0 0 0 0«~ O J~ J x Y a a a a a E a q u o 3 m N m N m c f/1 _ in F a E tm a~ ~ A ~n o `a T c 'c a O o a a OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2015-2016 Ashland Police Department There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17 00% organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items '.'his particular project. You can use the Worksheet as a tool (dreaded) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the amine entity as detailed below. Line items which are not detailed below should be input into the cells marked "other": please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization forthe same period. These figures should be found on the year end payroll report . Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 780 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs &M aintenance-offce Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other Other Other:' Other:' TOTAL INDIRECT COSTS $ $ CPI Factor from BLS (see Iok below) 165% 165% hit. ll- bls -1,ax-tr- him Total b DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2015-2016 Ashland Police Department This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ 2 $ - $ - 3 $ - $ - 4 $ - $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program 14 i; Uu Va'+R2 &'I to moo` F--;a Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, 11140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project Ashland Service Center 2015-2016 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal1 $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 12,061.94 Overhead See Overhead Worksheet $ 2,751.22 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 15,212.62 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 971.02 Total Bid Yearly $ 16,183.63 Monthly $ 1,348.64 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. Ashland Service Center 2015-2016 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mo s $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ $ 21 $ $ 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 H c d E a L Li N N d ~ U L 'Z N d Y q O ~ c N o 'C Q d R M N c0 E N m c o M m o o 0 E y c U rn 2- `o » » 0- 0 r E U ~ ma O A F- E m Z O H # H N ° O U u a U o co 0 7 0 Q U O m ON o c c a 'c o `o - o a N O O 6 d U N r- ~ O a` c 0 0 f~ O U N ~ ~ C O N U } rmi cN+> O N N d •E a ~ 0 0 ~ c m m o O m LL U A ~ O U C O ~ s y y n 3 a o 0 c o a o N m A c - a 6 L p C N N N N N N N N N N N N N N N Y N N E R N A O U O C _ - O T N O O E C N U 0 ~ U N L U N C O N 0 y N N L L O l0 N O. N U N N O N O 9 N Na)~ U .N. `o v a 0 o o E o a c ~ c c= -oo d o Q L L C U N Q ~ E U O N T O O O E~ 3 N 9 O N a O N O O C E -°O 'C U Q O y U) 3 T OU C o c m ~ a` O y V~ o Q U N U a N ~ 00 L.. w N C V C T O O ~ EA fA ~O C U N N (U 0'O- m o nE m N~ y ~ U~ N O S .'CO. ~ w U O C i° O N U d 3 N O) C O) r O O E d N V O .O E 3 ~ C N O C NE R C N U O ° C N C ~ `O 'O ~ T i a a U N O O. C N y C O Q1 Q. N a N U to - c 1E m~ d N _ E m E 2 o Q N U s ° o c a 'E ° E D c y N E s E w a o a a N 0 o 'o o' d o c ID d W Fo- E a0~ r°-Eo W°'0' m o an v0 C L t6 N U1 'p 'O T F C N x N j a Np Q C W fn N U Q O A N 1 d r N N O N N D O ~ O U N U f a .(6 (6 T E m C E a Ol C N N EEL Ea U O a a a 3 m m` c M m -0 ~ m m m o o' Q m L 0 0 .3 N C O d L N O C y N 3 0 K w a¢ O 0 N 2i Q ❑ U w m U 2i U o y y N m V e0 t` N m o N m V X11 II II II II II II II W C - U N K N 10 N Ul r N m d d UO O m u c u y N Y U E ms °I Q y o E m n a3 0 a ? 0 0 m u c o m w 0 E m N~ w a o m m m LL c ~ m % J o U 'O u c c N ~ 3 m~N r E •~.E a` o ~ L U d O Q N d U~ N O O N N U p N O a ik L 3~ 3 N O p N O F m in cn O w `a° Z A ° LL .o Q m> mop ~ J O Q 2s^ ~ o rn _ o d - - G m n 'o E U - - ¢ LL Q o E` rv F o E o ~ 3 `o a F a ° E~ L o - E E ❑°-3 t°om r a ° am E m 0 ow o _ -OFD m o E O ma N F a .3 mL '~°N oox E Eo O _ o r E m `w n E 25- N E r _ m w t ~oo ~ `m m m - ~mc ai Ora - _ O t~ aF-a cE3~ O J ° _ o E - E = 1O 3 E o o c n 3 E T - O c O m E E m E 3 _ m a E o ~ -o N - 3T' 33 - m m t m E_ ~ Z t m a o~ o ° nE°m c3 n F _ - o m m - E c` a a~D Ev3 - m E o - a ~ a ~ o- s o - NoET_ m3 3 Y T - a NF- N o- =3 u Ep 3a 30 v° c of - omEo mO '-3 m L E c ° a `o o~ o_,_ moo mom 3 0 ° - o m w » v D vi L _ - ai m W o E an y ~ ~ r`m o m ~,m EmY 5, hF ° m d ~ ~a~ 30 030' E T you _ t o m mnL m0 a m n c c° m x a v Nme of o~`m °_m 3~ _ E Lm~ ooimL - - °Oa - ° m a>iny p - E m~Em = - ~E _ - _ a o m Y `~NCmm°~ - mom; - -oE O O U ° E j L O N N n mN m E D d E d E O _ ~ ~ N O a« c~ m o mm a~~s `o -~E m~a o,~`v Eo ` `o m a~ a _ o 5 3" m 0 ~ ° ~ E m N - Q mm ztU~S cw E _ ~ -°n a _ 0 0 E - ~ Y w L_ L_ m L T~~ r O p n naOO E O ~O N T L x m 3=== m~ ~ oa nnn. EooO' `Eo~~ a co m -o E 0 o wLt v°,nn ° EM 3~ E mr m =a _ L m - m~N ~x E mm porno 0 o u~ d a ' v E=' - 3v 2 OQ a O C O Q ~ - ~ E E O m ~ EE 'vm~ E~ - - 53U En ~a aV o ~o oom ENm TE a3 3~LLUr m m- m caaaa h h-- c a _ - - - n W C` °~3 N d d N L L °U ° O N O - _ - _ 12 93y ° COOS ccyoN~°y - E N 'o n a n n _ ro~r~ 05~ mm0 EEE~S=~,m m `3 E: Z5 Y 232 0 0 0 0 4 O- C L L L E° j d _ w oa a ~m amUUUU c c oF~F-i-~ oom ~°-'3 0` a a ti ~<v~v ~n ~°n m u u ii n a = 0 0 0 0 r: ~ O J m J x a a a ~ ~ ~ E N m o ~ o y y~ a' m ~ w_ F a E t m a r A- LL- O a - o ~ 0 o a`a OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris Ashland Service Center2015-2016 There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost- If financial records are not available estimate the overhead expenses as best you OR can, estimate Other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other"' please include a description- What you are trying to determine is a percentage, therefore, do not grass up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization forthe same period. These figures should be found on the year end payroll report . Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours forthe contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 682 Total Assigned Overhead S Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Pont Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other Other Other:` Other:` TOTAL INDIRECT COSTS $ $ CPI Fodor from BLS (see link bH-) 165% 1.65% In, m- bls aov/ro9lmoslreau him Total E DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet Ashland Service Center 2015-2016 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 41 _T $ - $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet ti OPkb P Janitorial Grounds Maintenance Contracts Under the Qualified Rehabilitation Intl Program ~ y. } 3C~ Tit 7I to F e r~ EE a Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 3781!642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project Cit of Ashland 2015-2016 Street and Shop Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 134.25 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 SubtotalI $ 300.41 Labor Direct Labor (from labor daily worksheet) $ 3,678.72 Overhead See Overhead Worksheet $ 878.51 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 4,857.64 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 310.06 Total Bid Yearly $ 5,167.70 Monthly $ 430.64 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2015-2016 Street and Shop Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.0833 $ 0.40 $ 4.80 2 Cream Cleanser $ 2.91 0.0833 $ 0.24 $ 2.91 3 Glass Cleaner $ 6.29 0.0833 $ 0.52 $ 6.29 4 Heavy Duty Cleanser $ 4.80 0.0833 $ 0.40 $ 4.80 5 Oder Counteractant $ 30.65 $ - $ 6 Carpet Lane $ 5.00 $ $ 7 Carpet Shampoo $ 13.01 $ $ 8 Emulsifier Extract $ 2.27 $ $ - 9 Acrylic Bowl Mops $ 1.71 01666 $ 0.28 $ 3.42 10 Scrapper W/blades $ 6.51 0.0833 $ 0.54 $ 6.51 11 ! OZ Pumps $ 2.31 0.0833 $ 0.19 $ 2.31 12 Paper Filter $ 21.10 0.1666 $ 3.52 $ 42.18 13 Std Loo end Mop $ 5.65 0.1666 $ 0.94 $ 11.30 14 24" Dust mop $ 4.26 0.0833 $ 0.35 $ 4.26 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 24 oz bottle/w trigger $ 4.70 0.0833 $ 0.39 $ 4.70 19 Wax mop $ 6.80 0.0833 $ 0.57 $ 6.80 20 Cleaning Pads $ 4.59 0.1666 $ 0.76 $ 9.18 21 $ - $ - 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ Total $ 11.19 $ 134.25 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet O O F G d E n Q w N ~ d d U_ L N d Y fA O d ~ fH H3 fA to EA ry C N N y O O (M N (O c U O. r r> m 0 2 ~ y y c o a ° E } a o r F» 00 c E U r a d m F- E ° 'c o N Z No H # 7 F- N 00 c U o O m U d r p O Q ~ U O c0 N .L. d V M M O ~ y C c a 'c O 0 - o a °o °o m d U N r rL❑ d = 0 T a`° o 0 a J f~ O V N D O O N U } (N) M O N L N d ~a m o e ~ c d M o - _ ° D7 M N N .-A N U _ C O N d ° U a M 3 a y a o d m a ° d c ❑ O 0- c O N a _ N N N N N N N N N N N N N N N w c 0 N N O C_ - O a N J E J O U 0 U N d O y p a U U U1 O Y d J O d (O'1 N L L N td/1 d d N ° S N N D U_ O N d Q ~ N d C Z C ° C y ~p U J n L Y L N ° U d E 9 a 0 N n U d E O O O E ~ J a N O Q 0 9 N O C E -E (D Q J a r 0 o a r m n U CL N 0 O Y LO d C VL- 01 T O O d N (n EA fA J C U O N a Q d ai O ° Lo N N O_ E (p y 7 d > w 4 0 0 E O N (n T d d J N a a C C O E N n. N J O E J N N O C d J _U _ O U O O C d C y `O a J T i n N U d N d C N N d 0 O. Q Y g am d Q y N 0 k] d o o m a U - N E" L E «y. o_ o n D a N tUn 3 r C° .O d 3 N C T J 3 9 J W F 0 c E L a ,J o E- W p U N d O s U m d o o m« -°.~aa Ta Q c W L m v 5 0 ~ m c L ~ s m~ o d~ .fl (D Q O A N C ~ T +m _ E d Q d ~ U N U J O_ f0 J O a m'o `o N L N O C N 2 0 n L o y a 3 d a n N > 0 O ~L Lu m o d N Q> 0 U W m U~ U S % V ~O II II II 11 II II II F N j d dO y ry N M V N O r O m O N y m R N N i N C d d d O O E m t c ? d d N>= U j U w m m y d p, o adi m Q c N°m10 -I o U'o u C O C L ? T C _-E d C N C C y ,O G a O N M U n O Q y N= d # O d E'C m - N° d N p a E L J- 3 0 0 o d c F m m VJ w n O Z N ❑ 0 O U > Q d 0 w o J L] a` ,ate - a rn 3 ~ y .E .n c.o G - E_n _ of U _ aci a _ n E ~ - E>'- 3LL ¢ o E~~ EEEo oa Fa ~ oE~Lo E O a 3 ° m o~ C ra ~_-E ° E o -O~=y m m ~ o E O mF o o '0 3 ~~L °pNE3 x E Eo = m m `m E° 3 v - O _ o t E m d n d E SEE _ m w ° ~oo a ro c p n - - - L~ ~ ° F° ~ E~ 3 E O J 16 _ `L' _ o ~ E_ - ~ E'0 3 - _ - E ~ n 3 ~ n - O~ p o f E m E 3 _ _ m a E o t m E s - m_ m L _ `m E c Z L 3 m m ~e mom- c _ c3 N o nE° m _ i. m °o _ m - - o 0 0 > o m _ F~ E o E T n ~ ~ ~ 3~ m N N E ~ ° E a ~ 3 _ _ _ _ v E o m a E o 0 `a Y 3 m_ a - m 3 m - a m° ,y Tc g E a .A n m c ~ m° S n o o - m a,w Y d° ~ c o o d E oEv o0 03 ° o u ~ o~ `o c n« moo N yFE 30 °D ~F»~ m2a a o m _ ~w 3 a h " Y ~a ~ w w w m~ m E = ~ E °0 3 D E a C N L N E 3 N q o u-__ m~ - - ° m o n ~ ~ _ ~ - c = Q ° C C° m X 7 U N mo ° T ° EL ~3m ' E mQ r:~ w o aim«O _ - °Oca__ Ea r dNS E m - a'CEm - ~E 9' c D ~ E y _ ~ _ ~cc m~o~~ mH3 - =°oE a L O° N N N y m w m N E a~ E Do o~o~~ ~t `o ' E m ~aa E_ o m m m 0 m ° m° - ~2LU S ~ E - °Eo. ¢ - o o oLL o~ Tm r v - ax° ° 3~~~ m m c-o o-T`m Eogo' r~oy- ` _ > m o 0 o v v« m ~0 arm - o E E m _ ~ .3 L -o 5a n m m`oa o~ E Er`m- - m O 0 aJ L fn In vi o O (V 3 -O o. - N Y d rv s a x E l m o~ m m o` o o m N r n'~o m E° m E - 3 U m3nao-ncc ~n~u,~m __o_ `oEm o°, ai c~E E EEoo'"m~ - - "Oep on °mEm r 0 N T U U E vi T E _ a 3' 3-_LL U t a> mo w- N~ ~ a ~ ~ N N C N _ - d n W O` O a N d d d« °U 3 E s d - - - L L a~ o IL m m~3o o" mmEEEE 5 hL d uE~ T~3ci Qr=y °'Eooooan rEo o- = >E'Y ° - J oav ~N ¢mUU UU c c of-EEF~ ~i ° oo ~3 o a a ~wm vmaorm u u u n n ~~HM< nor m o Aa 'a° o = 0 0 0 0 2 O j O J x y a a a a E y_ `o n `o it 3w'w'N~nm ~ Fa E~ r r E _ ~ tm a F ii- O `w _ y O¢ O o 4 Q OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2015-2016 Street and Shop There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other" please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Ness, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report . Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract 208 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other ` Other Other Other:` TOTAL INDIRECT COSTS $ $ CPI Fodor I- BLS (see link below) 165% 165% hi i'www-bls. rrovlcca asiragu. him Total E DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2015-2016 Street and Shop This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. 77 Enter as a % of "Total Before Margin" 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For J2nitori2l Grounds 2inte n Contr2cts Under the Qu2lified ilit ti ilii Progr2m r -.385-11- Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-0642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project City of Ashland The Grove 2015-2016 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal l $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 8,277.11 Overhead See Overhead Worksheet $ 1,915.61 Delivery Transportation (from Trans & Reserve worksheet) $ - Total Before Margin $ 10,592.17 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 676.10 Total Bid Yearly $ 11,268.27 Monthly $ 939.02 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland The Grove 2015-2016 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ _ $ - 21 $ $ 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet o o H c d E n o- w N ~ d d U_ L N d 'Y U) O d > C, EA EA to fA EA R C t NO M r N 'C U O, i A M (V (p 7 N m M o E u d d C U r a d E > O a Q es F» ~ c F- °i U E ~ ~ p_ d N R N F E O C O d Z O N ° 00 o c U o O m U m 7 r o p U u o <o ~n w d U M cN'l O c c o 'c r o Z5 - e n N O O d U N r w ❑ 0 ~ T a o c p N a N M O C O U c+> cNi p M N N d ~ N E» ~ 0 o s c d M o N d d U C O ~ L d d V d C M 3 Y D d N O d a d (L c p d c ❑ O N a m - UO C N N N N N N N N N N N N N N N r m E C d r N N~ O C- w p C N o O O E p p U N U L U U) N p d N N Y y (O V p C d 3 0 0 C M N c" p 3 E d j N p O > d¢ p n C C n N C _ N (0 N O D Y L 7 0 C U N E O p N Y d U d O O O E C T -O N O O N O p C E m p U a 'u v ov `O Q o w 3 c o ~ d ❑ a ~ Y ° a C d r p) O d C C T r O O V3 to ~ C U N N p 7 O a N U1 .C d E ~ N N N ad ~ a O~ C 3 0 0 U N d L a p s N m d U p r0 T ti a r Y6 U w U N N d U N d ~ N N Ol C~ O~ a 'C O d E N d d L O L E C N O C N 3 C/) C3 3 N d N_ d d N N U Q N N N J otj d d C T y E ` E V 3 N Y p C O CL r a ca Q. o n a n o N v o a c y E a c .'i' T 3 T Q Fes' o m m °_o~ w o w° N m .4~.apiaa Ta Q c w L axi ci o m e > d m o a? a; m O A N U C NU 3 d l6 (p T j m E p my `o a L `o c L m a m m Q E o v a E Q Q i - o o a y M Q~ oUw mc`_i~c U d W j O y y r N M V l0 CO f~ M O r N M V ~1 II II II II II II It d m K r r r N N d d V O C ~ U d d ~ d N O O d U C C d U d N C r= U~ U U E .a mm 3o 0 L d ~u w c `o S a o U a c gm ~ dN- o d d Q m LL. c a~ C J o U 0 ~ c C N _ 30 C c N .d G a O N M Loa o N a` #o y d U p - 3 m o F mmcn wn00 ZA i°.4 CO N Q 0 ❑ CC a_ x ° ~ J O a w - V N° Y ° o H ` N N O q a n - LL Z N `c E m ° a _ _ En EE c V c m _ n Eu yro - - o~_ - .3LL ¢o E _ E°Eo_- o a r a o f Eo E E o a 3 ° `m o m o~ o E O m'-~ 0 3 d~t 9N°3X E EX H a m '3 > Y m o m c y m m E o 3 v - O _ o _ L E o c E ~o~ x m O ¢ - - - - `a ° t _ E m 3 O o = E_ - E ° 3 o c n 3 ° O c O m E E m E 3 m a E a - m 3 o nEu° N F N - p m f A N t 9 N M N f 9 N - _ i. m oo _ _ o - Eo aE,> Ec ~ Ea c~'3 c3~aDi NH _ v E o ND "E° - ~ o n r oo a ° Y ° E > a E~ mT Z~ - rqF N n ~3 ~ o c o' L - o f E° 3 3 dr E c o9 `oo° n._ moo ~'nFm 3 ° o o _ a w ° E -oNC - °1 _ m o E3 ('nom na c o- -x a ma JJ . . . . E- R a m o n _ 5 c o 1.1o o C m L O N 3~E m > Eo t m3~' - m o ` o o E m tmU o-. m~O N n E E' E°- m N N o_.~ c N ~ m c moomm u'o N om~3 a -OE = 'o NNNymm - v =.oo a ac cwt no ~ E ~a m E_ o `o `omd O m oa E ~ ~ O o a~a00 E`o ~n Qi. m E m m m _ ° >--(n o 0 0 c~-mo c _ m E EN of mom= o~ E ac a tx _ c Y °0 3 3x Ey mor c°'~°ma = n F c o E E E E o v E a m E a 5 ; LL° m E ao w° o U °'3 d m m m° o J,,¢3" cY ='"555E~noNN°-r ao1t EEEE>> uE x °T~3 E o 0 0 o n n C L L N E 0¢ oar min ¢mUUUU c c orF-F-t-~ o-°'o' m'3 O n a .-N ne ~n ion N u n u u n n m o n a ° a = 0 0 0 0 O J~ J= s a - ~ E a m `o u o Sin yyin m ~ N_ HFa E.- E tm aE. ~ n O o Q Q O K O OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland The Grove 20152016 There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00% organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dllar-Figure Sum Method: can enter the dollar amount you are allocating to overhead in the box if you are confident that you can overhead items to this panicular projectYou can use the Worksheet as a tool (if needed) OR dentify your casts _ 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other", please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget, Next, input into the cell below the total direct labor hours paid Out by your entire organization forthe same period These figures should be found on the year end payroll report . Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours forthe contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 468 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:` Other Other Other. ` TOTAL INDIRECT COSTS $ $ GPI Fector from BLS (see fink below) 165% 1.65% hdp r" bl 'a9' t ht Total $ DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland The Grove 2015-2016 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Deliver Description Service Mile Cost Year Trans Cost 1 caravan $ - $ 2 $ - $ - 3 $ - $ - 4 Is - $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial Grounds Maintenance Contracts Under t Qualified Rehabilitation Facilities Program w 60 If Q ` Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project Cit of Ashland Police Sub Station 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ Q3739 Equipment, Tools & Subcontracting (from small equipment worksheet) $ Subtotal1 $ Labor Direct Labor (from labor daily worksheet) $ 1,025.80 Overhead See Overhead Worksheet $ 234.73 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin 1,297.91 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 82.85 Total Bid Yearly $ 1,380.75 Monthly $ 115.06 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland Police Sub Station 15-16 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 - $ - $ - 8 24 oz Bottle & trigger $ 2.27 $ $ 9 Acrylic Bowl Mops $ 1.71 $ $ 10 Scrapper W/blades $ 6.51 $ $ 11 ! OZ Pumps $ 2.31 $ $ 12 Paper Filter $ 21.10 $ $ 13 Std Loo end Mop $ 5.65 $ $ 14 24" Dust mop $ 4.26 $ $ 15 Doodlebug BN Pads $ 1.18 $ $ 16 Duster - expandable $ 5.75 $ $ 17 Spot Away $ 2.74 $ $ 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 - $ - $ - 20 $ $ 21 $ $ 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ Total $ 3.12 $ 37.39 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 F- E Q W N ~ d N Z N O1 Ui O d ~ H3 M fli FH V3 Ip C N N d c U a R N _ E ° d ° c U y E > Q o : , P O c F- E U E N CL F- a E O C O d Z O F.. h F- N ❑ O U n U o o 00 m 7 U) N Y Q U O d U o .O a+ C o a j ° 0 _ a U N f6 d U N w ❑ N ~ 0 T d e C O ID a 3 U NO N G U ~ o .N. N IL ~ a w 0 c - N N ~ U L O ~ aOi c 4 n' co N m 'm c - a m C N N N N N N N N N N N N N N N Y m E ~ v ~ ai m ° ~ C _ O C N O O 3 E O M U N N ° U N p a U .L- U 3 C N N d N o IU N 3 O d t Y N N d O d J y COC N O« U O N N Q C ~ 0_ C Z C d 3 j, C w- E N E o L L c U N Q U O T C N N~ a N N O ~ _O. CO ~ N O= j~ E N .O -E V 3 U N U ~i U C 'U C N N O) ~ p O r w~ (O N ° a ~ T~ p U C U N N ai o o a m Yi a E N m a o w o E- o - t0 (0 N 9 N N S w (6 U r U ~ fn ~ N U d ~ N ~ 01 C ~ Ol O S] ~ d N - C N O C~ C U L O a Ip N~ (n N- ` N N d C N N O d U d N N d N U °a 0 3 a" ° Ea ,c ~ E v d w c o o N~ Ew a w° a a w m aa Q. m aNi T T 'c T ° L E ~ w Q c C:) w t U Q o q w m y m a-Oi o aai N U O_ U O O_ a 3 `o ~ c s~ m~ o U ~ L a N O" O N L N o C N fa o Q Q N O w a o m 3 Q o U w m U U F j O d y N M V N (O f~ N O- N N V N II II II II II 11 II 06 N O N K N d d N v N C y V d d N N O O E m s c > U U j U m a E ~ y x c w ~E `0yo m a m u a c Ol W m N ~ NM J C U d d Q C pl'C N J C N N N L U T 10 w d y U p_ O C Q N y U 7 d N O d 3 m o N E R1 tt1N w nD2 N ❑ LL Q N K =o ~ J Q - H O ` O G w«n e» 3o mE 5T6 - of U - - a a o E}'o 0 o E o ° .3LL 01 o a` i=a ~ "E ~L o C y y ~ - _ N E E 3 _ m o m o m am o 3N`~ o - o2 3 m E _ DNS O c° o - ~ ~ ~ n~ c i x E E x F mn r a '3> m o m r y m m E w 3 - O _ o r E ~ m o o E Nom Y m w = 1. .1 ,5 0 c d - _ w 0 O U D F a - c 1118 O ° E o E_ - - - 3 - o 3 E T - O c O o? E m E 3 _ m ¢ E ~ _ ~•-mE~ _ v_ y o dL - dEozt 3 m n- w c c 3 v°'i o o ~ n E_ .°n m M f 9 M W ~ - - oa ? o m _ ` Eo m? n o a c 3m 93v ti H E c -o Ea 3 - - - o m a E o m a ~E a s o _ - o 3 o E a a M a ° - -ci 66 w F~ n - c o o - J ¢O - ~ ~ o al m W Y aEi E o E~ c p 3 0 ~ 3 x o ~ r E no 's ~x E - o a n m oo - - W = t m m m 3 - w m o Q ~ m E~ L o ~ 3 n `m~ d t o m v w'F m m Ems.. ` 0 ~3 T - - En o-m \ c nL c - m3 aim- m0 5 v y 3 °-y S Em m 3°' E o o fo El ` Z5 0 ~PnU ~ o _ E n n - vry ~ a~iNS E~° ~ _ °'cE- = of 0 lo! 6E - - - - - - - - - - - - - Eo E a` or c . rnol~ e 9 y 3 ¢o o m m m 0 m m° - 0 o d L o n `m ° E2 2'. 'o~ e p oaan00 E`o~ Q>, Rt 'o d s d 3ca~~ d d c-o n_ E o°5 Y c o 8o a ca -cu m 8 0 0 0 0 0= m . t _s ~=`Laaa oar om n E 6r _ 88 - 3 d O N o S f L Ol m m C T T O N N D n d E - U O i~ T T T w w -0 m y N Q.'O E i~ - T- m c c~ m _ o f o _ - o 'I E m3 >>>>>~mawEn = =3a 10 nEo ~o cm~o EEEEoo°o '~EwmTE - mU Oa a3- 3.LLUL `o n°wa o °'odddm~t°?E~as - `-~m~ slim n n n n pip ~r o o"om mmEEEE 5=ono N1 oau E~ 'T Y ~Tm _ m n " E >>o UUU C C F-H H> lL o. Oa d 3 O ¢ Q vOi - J ❑ dU fn Q CDU a O V- N M < ~n ~O I~ II II II II _ ~ N M V y O M O R II i n ) O = 0 0 0 0 W O J J S y a a a n` ~ ~ E a m a o 3 N N N M m C N~ v, h n E c m a F > > N.> O `m _ c a 0 o a` Q o ~ OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Police Sub Station 15-16 There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). [In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it a best io have financial records for your 17 00 organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR to identity your costs. 3- Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other"; please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization forthe same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 58 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:' Other Other Other:` TOTAL INDIRECT COSTS $ $ CPI Factor from BLS (see link below) 165% 1.65% rep //www.bls dov/rc0/maslreau him Total $ DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland Police Sub Station 15-16 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Deliver Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ 3 $ - $ - 41 1 $ - $ $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet %pow [SEA (VL.nterprises. I n . Rebecca Simpson; CEO July 13, 2015 Rachel Dials Recreation Superintendent City of Ashland 340 S. Pioneer Street Ashland, OR 97520 Ms. Dials, I have prepared our janitorial service pricing proposal for the City of Ashland Parks based on the unchanged living wage of $14.42 per hour. I propose that our annual price remain at $55,392.24. The updated changes for 2015-2016 services are as follows - Monthly 2014 - 2015 2015 - 2016 Pioneer Hall & Community Ctr 1662.13 1662.13 Parks Office 428.58 428.58 Nature Center 381.57 381.57 Senior Center 1373.8 1373.8 Oak Knoll Pro Shop 270.22 270.22 Carpet and Hard Floors 499.72 499.72 Difference Total 4,616.02 4,616.02 - Annual 2013-2014 2013-2014 Pioneer Hall & Community Ctr 19945.56 19945.56 Parks Office 5142.96 5142.96 Nature Center 4578.84 4578.84 Senior Center 16485.6 16485.6 Oak Knoll Pro Shop 3242.64 3242.64 Carpet and Hard Floors 5996.64 5996.64 Difference FTot 55,392.24 55,392.24 - AV W40W 1W 16 QJWL IrEnterprises.. Inc. Rebecca Simpson; CEO Pathway Enterprises, Inc. truly appreciates the partnership we have with you and we hope to continue providing an expanding variety of services to you and the people of the City of Ashland. Sincerely, Richard Simpson Contract Services Director Pathway Enterprises, Inc. 1600 Skypark Drive, Suite 101 Medford, OR 97504 Office (541) 973-2728 Cell (541) 601-4550 Fax (541) 973-2729 Costing Workbook For Janitorial & Grounds Maintenance Contracts r the Qualified Rehabilitation Facilities Program x i r fiC~Q N~. - to jF ( a t O F !e sue- Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project City of Ashland Parks Facility Floors 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 739.40 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 213.41 Subtotal 1 $ 952.81 Labor Direct Labor (from labor daily worksheet) $ 3,664.57 Overhead 1,019.42 See Overhead Worksheet Is Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 5,636.80 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) Is 359.80 Total Bid Yearly $ 5,996.60 Monthly $ 499.72 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks Facility Floors 15-16 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pro Strip 74.22 0.08333 $ 6.18 $ 74.22 2 Optimum Finish 10.2 0.3333 $ 3.40 $ 40.80 3 Grease Lightning 8.64 0.08333 $ 0.72 $ 8.64 4 Via Fresh Lemon Drop 15.81 0.08333 $ 1.32 $ 15.81 5 Defoamer 16 0.08333 $ 1.33 $ 16.00 6 Black Pads 20" 4.45 0.3333 $ 1.48 $ 17.80 7 Green Pads 20" 4.45 0.3333 $ 1.48 $ 17.80 8 Doodle Bu Pads 1.8 0.5 $ 0.90 $ 10.80 9 Nuetral Cleaner SE#64 22.81 0.08333 $ 1.90 $ 22.81 10 Blue Tae 8.26 0.5 $ 4.13 $ 49.56 11 Ras 19.99 0.0833 $ 1.67 $ 19.98 12 Carpet Cleaning Solution SE#62 19.05 0.0833 $ 1.59 $ 19.04 13 Nitrile Gloves Large 7.85 0.08333 $ 0.65 $ 7.85 14 Finish Mop Heads 7.21 0.25 $ 1.80 $ 21.63 15 Mop Heads 13.11 0.3333 $ 4.37 $ 52.43 16 Mop Handles 7.59 0.1667 $ 1.27 $ 15.18 17 Broom 11.67 0.0833 $ 0.97 $ 11.67 18 Dust Pan 6.29 0.0833 $ 0.52 $ 6.29 19 Finish 12.25 1 $ 12.25 $ 147.00 20 White Pads 20 4.45 1 $ 4.45 $ 53.40 21 One Ste 18.45 0.5 $ 9.23 $ 110.70 22 $ - $ - 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ 41 $ $ 42 $ $ 43 $ $ 44 $ $ 45 $ $ 46 $ $ 47 $ $ 48 $ $ 49 $ $ 50 $ $ Total $ 61.62 $ 739.40 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet o o t- d E a 0 W N N d d U_ L N d Y U) O d r ~ EJ3 fA to U3 to Ip C M O O M 0 0 0 N N ~ ~O O O M N O O V U roco ai o~~vi vi M W b N M N OJ E y d c ° M d E} c U o d O ~ Q E» c» e» F» F» c H M N d U 'EC dp_ d .N.. m F m E ° it o m Z o r ~ w N ❑ 00 c U o O m U d co o o M o 0 0 0 O U) 5 N0 w o O M N O ~O v d U N N M N ^ O O -E c a` o ° e»e»<»<n F»<»e» `o - o 0 0 0 0 0 o a N 0 0 0 0 0 0 0 d U N « 0c o d J O O o M O o 0 H O O O M O o O O C O IC ¢j 0 0 M ~O O N- N d ~ F»E»F»E»u3 <»<» ~ c o o 0 0 0 0 o a M o C o M o M M ~ O1 M LL'J 10 M« 1 M M U p N ~ C p f0 L d t5 V Q a`+ M .3 « O. d C) CO d o d c ❑ a ° c o m d N d ~p N C L C N N N N N N N N N N N N N N N N N N N N C1 E i d s O O O T O C - O C o O p 3 d O U N O° U 3 ° y . L L ° r d M N N N M M L O N J O c6 N tl 0 d N/1 ° a N N w U O N d a N Q C C N Z C J a N C - C/ N N Q O p (p O O U) E a a L L C U C ~ c mo o o ooo d o r~oooooo E fd c ~,Q 3 m m o ~0 0 0 0 0 0 N _n o a Q p O C E O N d N N N M ~O N p p p J -U d 'V U ~ r ro N ~O N D- N C) 3 U C D C• C p w C O J d a N N U o d L ° CD D O d N ~ C O O N N N EA H3 EA EA EA V3 to 'C J C U N N Q d ~ O C O .6 N N~ d E N J d > p O E ° p O d a ~ a- N p U a ~ d S m 0 W a °1 an d° ~ W y U' N N _O N U z O T O d d J N N 'J 'U E N n. d r O 'O d>' lai E J N O U1 J C LL U p N -C d C C y C Cp > of W O J T d 'O N M_ L ` d N N d x CC w U N f6 U d d C) C) d E w W z m o c °-'a m axing ° o ca u3z~mx ~'N N E L E.N. n O n D a N N J al C° O" d F- W U if 0 CL m a) C T r ?i 9 c a CO a. O N O p a m W~ m a U a E 02 W❑ W j W t6 NO Q? N N Q T S N U Q o g N W F- O W m L" Ec¢d E `o m-° m0❑W WQa Nu a.mmT n3 o N c a m a.❑~I.ua~x m m o. E w o v .~L c L p UW L) F-( a)s N J p s m d o c m o W aU o >3aUwx Q~ Uw mU ~U O y d N M V ~O (D f~ M M O N M V N (O I~ m m 0 II It II It II II II ~i d q K - - - - - - - - - - N N d tE d ON .N. NO C h U d y Ot d N d U C C ~ U d N C}= U j U d E m a aA o i a m ° m Q o f ~ m d o d a u 'a # c Ol l\ C N q J CO U O U E J O N = C C W N o a `o d U j a N MO Q N a = O. E 0 L_ 3 0 0 o o d c M m U) aoz m ❑ I° .o ~ N Q N O . 7 J ¢ N Y e 0 - IL ~ F y c o - - ¢ o F n N ~ - E E A L E - 3 o a` " E E o a 3 m o C a no ~ S E m c _ vi e»wI»w«n m o E °v 0 ~ a N~ Y E O I I m I~ ~ a m m E° 3 0~ o= o E E o p _ o L E m m o 3 1. g 0 m w O ¢ - - - O _ t w D~ E m 3 E ° p c E E E3 3 E T m E U ~ S m E Y _ mom -o w _ 3~ 33 _ ° N ~i N m L E a° z_ m y o° n ES _ c 3 N U ~ ~ T 0 - - d j c, o m _ Q1 E.g _ E cm3 c3E~ rn N J n E o = L o o X03 `o oRoE"_ a aA N a ~Za ~_o w In o _ c- `m 5 y aEi E c o - m m E~ 3 a m Y E. m r E _ _ o D `o ° n._ moo arm N ~ ~ ~E-°~L o m3 - t `m o ~ d rno nJ -y °c " ma 23m 30 o3T Ei. ° 3~E d c Em -O3` E c- g o 0 o f o s g - Q =:~mUoo,m50 _ - 009- Ea - o- m E n - -1- - - - - - - - - - ]JJJJ ma~ ` m~oommo~ oIF3 " - -°oE o; t o omN a m m m o, E° m Ea E m E 5; 7a o i o `o `o m Z L U 5 o c L ~ E ~ o E a ¢ - 0 L L o o d c~ ~ T m Y LL O L T~ O °y o o G 711 o- 00 E ° -`m ¢ D d 3~ m m a o_ao E dop' =o N vOi m m m _L m -O - d = 3 c c E m -O _N ~ d ~ U o ~ E m< m o a t y - y I°o~ m`LJwuJiU oEri3 ar _y - _ _ 3x° o Et mm~ mo'oo °`°y~ E = 3U o Y _ (0 3 J J J J E m T° N E - Y- t 3¢° E o 4 O ° LL LL IL N ^O T OU OU N E y (0 T E a 3_ 3 LL U t `o R v - awe c LL_ _ 3 d m 5 m o = ~oT43 yUS apOUS D CDJJ jCCInONU1 °'L - `o d d d Q Y U pip d= ° ° ~U=xx m m E E E E O D U " o U E o o o O O- d L L ° j E 0 J p LL U d d U U d d Z Z m o Q m U U U U C C O r ly n ° D O m 3 p a Q N In V ~n IO I~ W ^ ^ ^ ^ ^ ^ N 11 II II It 11 11 II II II ` ~ N r1 O M I`v o` n o n a = 0 0 0 0 O J O J S n a a n a E a~ o u o 3 n y y y m w' t „ E F a E _ j o r m a F - LL- O i ~ ~ ¢ m OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks Facility Floors 15-16 There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00% organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery fora total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division forthe .at year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked ,,other" please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 207 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other: " Other Other Other:' TOTAL INDIRECT COSTS $ $ CPI Factor from BLS (see link bd..) 315% 3.15% htlo L- bls aov/ro9/mosire4u him Total 5 DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet Cit of Ashland Parks Facility Floors 15-16 The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment, Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a) Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ - $ - Margin The law allows a "margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of total cost of contract DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Underte Qualified Rehabilitation Facilities Program Lf F y J[f 99.. Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project Cit of Ashland Parks and Recreation Senior Center 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 870.96 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 44.03 Subtotal l $ 914.99 Labor Direct Labor (from labor daily worksheet) I 11,778.96 Overhead 2,802.56 See Overhead Worksheet Is Delivery Transportation (from Trans & Reserve worksheet) Total Before Margin $ 15,496.51 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 989.14 Total Bid Yearly $ 16,485.65 Monthly $ 1,373.80 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks and Recreation Senior Center 15-16 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRUBBING SPONGES $ 1.36 1.0000 $ 1.36 $ 16.32 2 CREAM CLEANSER $ 3.06 1.0000 $ 3.06 $ 36.72 3 #66 DISINFECTANT CLEANER $ 42.40 0.1000 $ 4.24 $ 50.88 4 #64 NUETRAL CLEANER $ 88.00 0.1000 $ 8.80 $ 105.60 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23 $ 2.76 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 0.5000 $ 4.95 $ 59.34 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUSTPAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 PRO STRIP $ 48.26 0.2000 $ 9.65 $ 115.82 14 OPTIMUM FINISH $ 52.16 0.3000 $ 15.65 $ 187.78 15 BLACK PADS 20" $ 19.24 0.1500 $ 2.89 $ 34.63 16 FOLEX CARPET CLEANING SOLUTION $ 16.21 0.1200 $ 1.95 $ 23.34 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.5000 $ 2.60 $ 31.20 20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65 $ 19.85 21 14" WINDOW SQUEEJIE $ 8.95 0.0840 $ 0.75 $ 9.02 22 14" STRIP WASHER $ 4.37 0.0840 $ 0.37 $ 4.40 23 PRO BUCKET $ 21.98 0.0840 $ 1.85 $ 22.16 24 MR CLEAN MAGIC ERASER $ 5.51 1.0000 $ 5.51 $ 66.12 25 $ - $ - 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ 41 $ $ 42 $ $ 43 $ $ 44 $ $ 45 $ $ 46 $ $ 47 $ $ 48 $ $ 49 $ $ 50 $ $ Total $ 72.58 $ 870.96 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet O O F C N E n Q W N N U p U L > N d Y U) O p > M fA FA to EA .R C M p N O O O 'C ° d i N N (O ~ E U y N C O N -p y E } cU ao ~F a `o a » n c F o U E ~ a d ~ m 'c w ❑ m c U z o F- p o N 00 O m U d M O N Q U) 0 0 0 0 r m U co m o .o c c a o `o _ o o n N U N D O r ❑ 0 ~ T o a~ N o °o N } w ~ p m .L a ~ o e ~ c d M O ° O1 M N N Y N R U O p L O N V Q M 3 a o ° m c ❑ a O N a jp R C c N N N N N N N N N N N N N N N N N N N N r 'J 10 R i O N m . _ T O c- O C N o U O U O N a U L U c y O Y O O O H O U M N r Y N N Q Od j N Z3 E C 9 N N~~ U y O d ` a n C Z C a N N 3 U n 30 ? 0 c nr, E- U N O N T O O O E C T 6 a R L O V' O fl- O U) O U c E U o o .U 'E u vNi ° y N 3 T °U -o -o E . N ° w N o ~ N 7 a O w U o Q y N `o v a ~ o w ~ ~ ~ Y ~ c 0 0 o O (n fA EA C U N N O a w1 m- 20 u a E O N N N > a o-` O 3 E N m m m u y m ~ -0 N N O) C u.. wO) - 'C C d' R U U N R z o o -p E N n m r o.6 K E C (D '6' T mO- U C L O -O O c 0 C> T O_ 6 p C R L N d C N N y p U d N N d N U v)M Y 3 ma ° o° N m E"Hw c'o Q `-'a m axi~m o oLa .a,~3z R- y E NL E~ a LLJ o- aNi H w m .Nm c T 3 o ° -O c Q c w L axi U Q o o A a U c m d o d o E amv m~ NU~Q.mmT~ ~ n s° w c ~w a v m R E m o 0~ E u a ~ o o o R m O a N L a) O c N u 3 o Q K w U 3 > Q U w R 0 ~3 U j O y y N M V (O r W m O- N M V 1° M- O m 0 II II II II II II II 05 C U N d m O O uci ~ c ~ g u y y U j U E R L a Q m .a E~ n ~n.R o p' m ° :3 c w o f Q R N o ° a o m m# m LL y 'p0~ A R J O V O V _ m R N Y U T N ~ d y ~ 3 c° cc ~ •o NM qua `o -a~ N'u ~ a o O ~ ~ N d C N N ❑ d 7k O' _ 3 mo o o y m E c 11m U) w d❑z R ❑ LL .O N N a N U K o_ x o ~ J ° a I7 O an - LL.~ F.4.: > 3 cc ~ o ~ E m - 3 m a y E . . . . . . J- -IJ- JJJJJJ.j-j- C a dEa aLL acO EEo o F n ~ ° E. L o - E o a 3 o d r ` a° °N' r E c a E o - 3 m o E O mF'. o' ~ 3 mr .°O °3o E E x t y o m E 3 O - o t E ~ c E o d m Y m o m L ~ ~ O n - - - `v a O v _ c x_ t ° ~ o m 3 E t O m - =E - `E O c ~ E Em E'33E~' - m E _ ° E Y rv a w - 3x'33 -aim 6,6~ nE~ -3 f/1 F (0 ~ m - c E Eo E T E c Ea w Eo-o 'E° - o o N v n ~ o n~~o o 3 YkoEr a m T Z a c of _ o~Eo ma °-3 Y n °o L _ moo ~~m oa E m - LL m° w 9 Y _ ~ °m o a ~ A E v = E; m m y y a Q C c :R m - E a n y ` 30 030' _ En ~ .nw«n w.nw d m QC 3m m H N N _ c a m o_c ~ om x a ~~.'0 E oEr m3 a m o A~ N-°Ta o~E E n m yF aN[~~7 m mo - - E°a ~ X 0 0 U C vi o 'E a°i a \ o_ L o`o N Na mm O1E~ mE° E cao 2 `m -for - 9 E ~a m E o o`oma~ p o FZ _ on oEo. ma - - oann00 E`o ,o Q>, d - 2 2' x m 3~~~ E°o0 Y E o~ `w a m c - v o 0 0 0 0 "c m w Y m n ° 3° S E 3 5 c_N !naa w o ~v m ~c `m o -a Ly _ ° o ~3x Es mmrna~o 00 0~~ ~a 'vE°i - 3v °m~ 13 It p o a n n a c c -OC n h _ o E m o m 75 0 3. ?o - ' E E EEo~ E~ ~E~ cQN mQ uo~EwmTE a3'- 3LLUc m u c n a n a w w'E c -O w _ - - - a`° a o E E rn 3o m m d a°"> r r N 2. E 0 o o `m `o - ~i ~O J 3 m o . o m m' .y o. n n n t ° m u' n'r - --_V° ` m dt° mm EEEE o " a ,~30° o o o o J ~dU ~(iJ~ QmUUUU c c oHF- F-F-> moo' me 3 O n a ~n- ~w ~v ~nm~ m w u u u ` r v r v~ `o `m o w A m A a a c 3 f'nmvi y m ~ y_ Fn E~ ` E _ t m a F m- LL- O _ c O K o a a 0 OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks and Recreation Senior Center 15-16 There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your . organization that go back a year or more. Add together the expenditures that make up the overhead cost (see 1700% worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division forthe past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other", please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization forthe same period. These figures should be found on the year end payroll report . Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract 666 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other ` Other:` Other' Other:' TOTAL INDIRECT COSTS $ $ CPI Factor from BL5 (see link below) 3.15 % 3.15 htlo/Iwww. blsaov/rag/mostreau. Mm Total $ DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet Cit of Ashland Parks and Recreation Senior Center 15-16 The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment, Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations.. (a) Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 $ - $ - 2 $ - $ - 3 $ - $ 4 $ - $ - $ - $ - Margin The law allows a "margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of total cost of contract DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial Grounds Maintenance Contracts Under t Qualified Rehabilitation Facilities Program 44 ~O F O\ Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project Parks and Recreation Pioneer Hall & Community Center 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 1,129.76 Equipment, Tools & Subcontracting (from small equipment worksheet) Is 44.03 Subtotal 1 $ 1,173.79 Labor Direct Labor (from labor daily worksheet) $ 14,184.28 Overhead See Overhead Worksheet Is 3,390.74 Delivery Transportation (from Trans & Reserve worksheet) $ - Total Before Margin $ 18,748.80 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,196.73 Total Bid Yearly $ 19,945.53 Monthly $ 1,662.13 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. Parks and Recreation Pioneer Hall & Community Center 15-16 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor' will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRUBBING SPONGES $ 1.36 10000 $ 4.08 $ 48.96 2 CREAM CLEANSER $ 3.06 1.0000 $ 3.06 $ 36.72 3 #66 DISINFECTANT CLEANER $ 42.40 0.2500 $ 10.60 $ 127.20 4 #64 NUETRAL CLEANER $ 88.00 0.5000 $ 44.00 $ 528.00 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23 $ 2.76 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 1.2500 $ 12.36 $ 148.35 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUSTPAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 $ - $ - 14 $ $ 15 $ $ 16 $ $ 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.5000 $ 2.60 $ 31.20 20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65 $ 19.85 21 14" WINDOW SQUEEJIE $ 8.95 0.0840 $ 0.75 $ 9.02 22 14" STRIP WASHER $ 4.37 0.0840 $ 0.37 $ 4.40 23 PRO BUCKET $ 21.98 0.0840 $ 1.85 $ 22.16 24 MR CLEAN MAGIC ERASER $ 5.51 1.0000 $ 5.51 $ 66.12 25 $ - $ - 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ 41 $ $ 42 $ $ 43 $ $ 44 $ $ 45 $ $ 46 $ $ 47 $ $ 48 $ $ 49 $ $ 50 $ $ Total $ 94.15 $ 1,129.76 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 c d E n o- w N y d d U .C 2 N d 'Y fn O d > ~ M U3 fA EA EA .a C M N d O O O V C U O J N~ N V E U Q U ° d E Y Q ° rn r c F- U E o d m F- E ° 'E o a°+ Z off #:3 r y o O U o c U o o co m D M o O (A V c) 0 o d U m N o c c o c o o_ :3 f» E» r o U O O ~ d ~ N ~ w O O ~ T d ° o d a y o o c U d co 6 yo N r ~ N N ~a ~ In E» v> ~ c _ O OI M ON a) w V A U C O N U L y d d M 3 a~ o o d a d a o d c O N a m m m Y U C N N N N N N N N N N N N N N N N N N N N ti a1 m E ~ d~ ai d ° o w T C w - U C N o y o J E o c a V V j C U d m d c0 V L a) J o :E OL (O d J N OC .9 a) Vl Y ,U w > Q C d C ~ c In a 3 a o c d o M Iv J - a a N M O O t C U N Q~ £ V° O L d d O O -E O 6 Y C T Q 3 C 9 T D o UU 9 U 3 T 3 U - U N 6 N G E ao -o d j ~ y ~ ~ o o- ~ m E ~ m tl LO-. ~ o o N U o a e» c 0 c OU N 'a E o -o o. 06 N O N d to > a O- O, O N U m n y d N .O of T a) d IO N - d Z 3 N a) m C m C d U N 3 C U Q c a C O 3 N 2 N C w T E~ F N M M J a)~.. J c 0 Q w Nm m m o o o a ? 5z M E N E E .N-Q - N Y C U J N> Q O N TC W m a0i noa rM- °c-Eo WoY~ a~i o~ 3~ J9 - x `m 5 0- d m c s U U rn w~o° Qcwa d UQo a NN ~ Sy MMT~ m m d E o 'm m N' aa) a 'o m a n ~i ass y Ica av ca a E a; m E a o o a ~°•3y g j Q~ oUw mU~U K w o d w ~ O y d ~ N M V N t0 f~ CO O) O ~ N M V 10 (O I~ M O O 11 II II 11 II II II c .rn U d d 0 A d z o ,G O d U C C U d N C r U U d J d Q d d° A Em a X0.3 0~ y j a c w o f M N-° w a o a°i m o m ~ C N ~ d C J p V 0` d ~ 3 an d N U T R J N C a O N M d _ C C _ ° U O Q N 7 d fl # O ` d C .N C d N n E d- 3 M o N d c L O O N F- 03 co (n w L oz a1 O l°i o ~ N S d o 0 =s° ~ J a` y o N m N O - u LL Z ~ _ ~J =Em 3 .4 ~'E adn c E o y~ o _ o E o o E 3 c E oa3 _ ~o ti a J~ E _ 3NO1 _ »ww.»w»wei . w.nw o ; o E E O m F ~ F a~ ~ .3 m Y N m~~ o E E x ry m mE`°° 3u - p _ o t E m `u w ~oym x c T m ~ ` - m o° o LL N 3 m""~ S as a 2 c m 3 O J m E v - c °-E - ~ E1O 3 - o - ¢ E'°' O ~ 1616 16 6 ~ E E °m E3 3 ~ ¢ - m E o =L d E _ m_ m L m E o a~ o~ nE.°n c3 h F m _ _ Oc Ec a Ea ~m3 _c 3~a~i mN _ cE~ o o° Eo ' n " o - m m'a - m L O 5,E Y~oT a NF~ a d .Z o, X30 ° a T m E ~ o~E°Eo 00 0.~ E- Y E oa `o n.. moo tiF m m m ~ y - m°w 3 E m o Q,. ~ `°Ev m3 d o 1; N a'Q c ~ Y ~c_ ma ~ ~ m m En N ~o_ °0 3= E_ ~ j T'= ~ 3m _ s ¢ ~ nc n° m x - E °c mo o f o E 3 d _ r .m o m o m m r _ ` O o__ - m mN ~ a>i~s E=° mwa - m~E°=' _ UE ` 'r Irv = m d EN = o. N G N nNN~~ U~ Na ~o - _ _ Eta. - o o m m v; o 'E a - O° N N n (0 N m m d E d - E .1 .1 lo V O j o E n`'« ca mmm`a~ -5E L~~°>~' Eo Ua~ `o `o aci aci -O O m F E ° n- - L LL T I L L « r- - -K 5i ~n o 0 0 oa~~v m - - =Em m 3= vvc ~'J~aa°v oE~3aE - - z3iN Er mo~oim'o ma n mE=' - 3U mmN o nnnnc c a m0 - - o E m o m m 3. -EE`0 `o n _ - i0 _m m E o _ ~ o E E E E o o E a m~ E _ n 3 a 3 c O E n m m -o -o -E -E o o o o 'S F a°wz ~`uO `off coa~ooo o EEnt = _ - b 3 H w o ° m a o t y o Hann'=,~ - w ti a = m63~ o° m° ~~EEEE Eo °a E~ ~oaa ~in~ QmUC) c oHHHi-3 ~i oa'mcp13 Oo. ~Nmvm~orm ~~or N u n u n n x ~wMa w inn ~`v c m 6 a = 0 0 0 0 ~ O J ~ J S N .,e H a a n _ n E a m o o O N N fn N m C N_ N o a E" t m a r=_ LL O `w T ¢ >m c o K 0 0" < a` OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris Parks and Recreation Pioneer Hall & Community Center 15-16 [-There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). I In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17 00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other" please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 802 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrafive Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other Other:' Other:' Other:' TOTAL INDIRECT COSTS $ $ CPI Factor from BLS (see link below) 315% 3.15% htt / bl 'c6/ t hl Total $ DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet Parks and Recreation Pioneer Hall & Community Center 15-16 The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment, Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a) Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ - $ - Margin The law allows a "margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of total cost of contract DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program F. tJtc fie` I bf 3a 1M Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project Cit of Ashland Parks and Recreation Office 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 332.16 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 44.03 Subtotal 1 $ 376.19 Labor Direct Labor (from labor daily worksheet) $ 3,583.92 Overhead See Overhead Worksheet Is 874.31 Delivery Transportation (from Trans & Reserve worksheet) Is - Total Before Margin $ 4,834.41 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 308.58 Total Bid Yearly $ 5,142.99 Monthly $ 428.58 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks and Recreation Office 15-16 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor' will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRUBBING SPONGES $ 1.36 1.0000 $ 1.36 $ 16.32 2 CREAM CLEANSER $ 3.06 0.5000 $ 1.53 $ 18.36 3 #66 DISINFECTANT CLEANER $ 42.40 0.0500 $ 2.12 $ 25.44 4 #64 NUETRAL CLEANER $ 88.00 0.0500 $ 4.40 $ 52.80 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 60250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23 $ 2.76 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 0.3000 $ 2.97 $ 35.60 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUST PAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 $ - $ - 14 $ $ 15 $ $ 16 $ $ 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.3300 $ 1.72 $ 20.59 20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65 $ 19.85 21 14" WINDOW SQUEEJIE $ 8.95 0.0840 $ 0.75 $ 9.02 22 14" STRIP WASHER $ 437 0.0840 $ 0.37 $ 4.40 23 PRO BUCKET $ 21.98 0.0840 $ 1.85 22.16 24 MR CLEAN MAGIC ERASER $ 5.51 0.3000 $ 1.65 $ 19.84 25 $ $ - 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ 41 $ $ 42 $ $ 43 $ $ 44 $ $ 45 $ $ 46 $ $ 47 $ $ 48 $ $ 49 $ $ 50 $ $ Total $ 27.68 $ 332.16 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 F c m E a w N N d N U L > N U Y US O y Efi E9 V3 to H3 C M M O O H N 0 0 O v d E} Q U N Q •o i= `o a c F E U E N m ~ a m VE 'E udi Z p i- # m ~ Y ❑ O U N c U o [D U U O O oo y U U U N O C c a c o .0 v 0 - o o d U 00 (6 ❑ ~ 7 T a` 0 m a C o o M O U y yO O 0 N r ~ N N ~a w fA H3 ~ c o 0 O O U - m M ~ N L A U C O N L N d d w M CL 0 c m O C ❑ O N CL ~ C N N N N N N N N N N N N N N N N N N N N w N N U ~ N ~ t0 £ ~i U ~ = O N L C N 3 H U N c 3 U o s 0 y~ o 0- o d rc0i N c~ m~ E O y - N O T N N .O-. U r > w Q O- C C o m E N 0 0 Y t U N d 9 U ry C O O O C T 6 O C 9 O - O N N N a 0 0 3 T U 3 'O y ~ N w ~ r o d~ N ~ ~ U d O. N O w ~ ~ 3 O O N N Q YO a fA EA C O C O Ql C Q N 62 N N (6 0 d E E O N J ~ N L~ a O w C~~ o m y m m°- W a a m w o o m U y N a .L.. R U U O a E d N t O 'O KK E lV N O N Ql N ,d N U N U N -C O- C N N y O> U 27 N o oca z `m N E mL Ems' n N~ N N T ~ W N E a 0 s O£ 0 W❑ W J N O a N a a T a Q C W L m U O O N N U U N N O O N N T Q O L 12 E m Q d E o. m D m N a d .0 0 a .O- L O N O C r N 4. U N L N O O N (0 ~ O oo m 3y g j Q~ DUw m0~U Kwdi5 `oo aci NM V ~fl co~romo~ N C">v~n con mmo n u u u n u u r- ~ ~ ~ N N d q N Y! ,.N. N C N- U yxj d N O 'E UO N U C C U y N C} U Ea u E > > a Q `m 9 'c $ Em d ~a3 `o d a d at c c % w °o E o' m a o d 0 Q m W~ N a ry O J O U O U C mC V o TC - d ~ O C C C N O i0 C a O N M L U d O Q tUll U= a # N i O ~ C a N C d C d 0 = d E m mtn mn A moopN m o c ❑ LL~ F wnOZW, U N Q N DK ~ J p Q - LL .z F P c i3 c~ m ; m .Ey - ¢ - - ' d E a - >o E c c - _ a .Q c Fa °o F _ oEoLO .3LL 15 E E o0-3 C a n L n TJ ~ ° _ o E m v - n Y c A - `o - o E E o ~ c mr a ~ "3> Y m o m t y m m E `o° 3 ~ - _ oT c E v - - - - - - - - - - - - E g o _ m w 3 `w om on- °'oo t~ n ~ ar° c 3 ~ ~ E v J O o of __~'E~ '3 n O c ° E E m E - m E o ~=oEx _ _ N t `m E o z L ~ d 66 6 n a o° n E c.. ° E m cm 3 c3~ m inv E c o ~ - T ° z 13 o co _ c - Y E 3 - °'_°'mEa 3a 3°i t z _ oom a ~o - - - - - - - - - - - - - - - - - - L.~o c n Q c - o m 7 7 7 Q m n °m ;d o E a v m 3~ E m o~~ - ~ a ~ Q 5 0 °E °E L _ °=`°U t0 E n L (O vi O N tU - ~ O - - - E N r Y E W N a d C E - O E r ~N c c o.i E y m -mm o- N o N aNN~J, 8- D m~ 3 `-fix - T E oma~-c 0 2. ~ - -ooE 25 2, a0 L O° N N y N 0] °c' E c F c a0i - o O 2] \ o C C L O - E m Z d EP ° E o 3 m O N N O ga mm oE - - - - - - - - - - - - - - s U o o m `m o o aEi c~\ . y T a N T L_ L O T N o a - 2 0 3 r- d N CO d n 0 O 0 Y E Eo ti a - - - - - - - - - - - - - - - - ~-JLaaa ~ E 3 E m<ac - Y~ _ ~3i =8 o naanc c a m 5~ --o- o E v o o. - ai X30 > °yE°-~_-°Zm s ti m ~E° ~EEEE ~f0a - mo o~ . o _ d o D o m E'w m TE ° 3y 3-LLU~ `v w c m c a n a a m m c c m _ - - - `o a W? O ~ ~ O~ ~ ~ N N N N.L.. L"- O° D E L Q O _ - ~ IL N Q `o Z o Y n 0- O- n L N _ _ EEEEnnc oar ~in~ QmUUUU ~aanv~n norm N u u u n ~ n v w w a q E = 0 0 0 0 r• ~ o j~ J N S Y a~ a a c a E a q `o u o o('n ~nNNm ~ w'= ~ oa E~ z m a r y O `w _ Q O 0 Q Q OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks and Recreation Office 15-16 There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other"; please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report . Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract 203 Total Assigned Overhead $ - Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:' Other:' Other Other: ` TOTAL INDIRECT COSTS $ $ - CPI Factor from BLS (see link below) 3.15% 3.15% hn '/I c / o9/mostre him Total $ DAB Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet Cit of Ashland Parks and Recreation Office 15-16 The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment, Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a) Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily Services per Annual Deliver Description Service Mile Cost Year Trans Cost 1 $ - $ 2 $ - $ - 3 $ - $ 4 $ - $ - $ - $ - Margin The law allows a "margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of total cost of contract 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet in Workbook For Janitorial Grounds Maintenance Contracts Under t Qualified Rehabilitation Facilities Program . x: 'x- f/.. SN g Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-1642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project Cit of Ashland Parks and Rec Oak Knoll Restrooms 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 182.55 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 24.00 Subtotal1 $ 206.55 Labor Direct Labor (from labor daily worksheet) $ 1,998.53 Overhead See Overhead Worksheet $ 551.24 Delivery Transportation (from Trans & Reserve worksheet) $ 291.72 Total Before Margin $ 3,048.04 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 194.56 Total Bid Yearly $ 3,242.60 Monthly $ 270.22 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks and Rec Oak Knoll Restrooms 15-16 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor"will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRUBBING SPONGES $ 1.36 0.5000 $ 0.68 $ 8.16 2 CREAM CLEANSER $ 3.06 0.2500 $ 0.77 $ 9.18 3 #66 DISINFECTANT CLEANER $ 42.40 0.0250 $ 1.06 $ 12.72 4 #64 NUETRAL CLEANER $ 88.00 0.0250 $ 2.20 $ 26.40 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0835 $ 0.23 $ 2.75 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 0.1500 $ 1.48 $ 17.80 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUSTPAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 $ - $ - 14 $ $ 15 $ $ 16 $ $ 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.1700 $ 0.88 $ 10.61 20 $ - $ - 21 $ $ 22 $ $ 23 $ $ 24 MR CLEAN MAGIC ERASER $ 5.51 0.1500 $ 0.83 $ 9.92 25 $ - $ - 26 $ $ . 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ r$9 37 $ 38 $ 39 $ 40 $ 41 $ 42 $ 43 $ $ 44 $ $ 45 $ $ 46 $ $ 47 $ $ 48 $ $ 49 $ $ 50 $ $ Total $ 15.21 $ 182.55 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 F c d E n E L W N N d d U L '2 N d Y U) O 0 EH N EA M to ~ C O O O N y C V O N N . N o U a c E- °1 U E C a d N m ° C 'c p F E d 2 O F' # M F' N O U o c U v m d 7 y o Y O y o m U N `o O .C c a 'c 0 o a - `O at N ° y ~ .O 7 T o -o O U 0 O C U } N Q N L ~ Ea D fA N a C d V ~ N O U C ~ L y d Q ~ y a 0 m d C 0 ° N d (0 N C o C N .L. N N N N N N N N N N N N N N N U N N N N N Y (0 E ~ d~ N N p ° T G ° N O O E OCO U N U U C U d V O U a 3 O y d N N U w~ M C Y N~~ d 0 d j 0'i c0 N N w U w 0 0 N a E N O- 7 C N j c0 n 3 N o C w d 0 m N N O - a m N o .mc L c U d a ~ d ~ ~ o c6 a m s o£ p O ON 0 9 N 0 T o E O N d I~ 3 U 3 U 'O -d0 ° .C d 6 QI r N C D 0O ~ ° 7 d ~ a y U o Q d N _0 C y L.O. OTp C Ul O d 'O 'p C O c ~ ~ C O "O O C U N U) Y Q d d N D N 'C Q E m~ u', -moo d t a o c 3 o w U N d d a Kp O p~ _ d U 0 (0 U ~ N~ ~ 0~ r N U~ ~ U d T - d N a N d1 Co E a N Z E O ~l N O O N 'If ~ ~ L O O L C d C p a ~ U Q a O- N U N C n C N N C O> N U Q N N Q N U 0 fn U L d y d N _ d _ E o J a x 3 c > d E E 0 a N m 2 d ° ° c d Q C N NUE 3 E Q coa Qd~ c w~ m m n0.p s oEo wow m 0 C L X N Q d R C L U 0O w (0 N O N d a C W d U Q O N N 7 C N t0 (p T 'd Q d O U 3 Q E 0 E Q m v m N Q U 9 fl .3 E a L° o ° a Q E c y .9 E Kw m °O cUW mU~U c u u u I II It `o y a ~N(`~ V ~fl ID t- romo~Nmv~n coammo It 11) C N U~ y d q d~ O O aci ~ c ~ ~ v d vN, c r U~ U E >>s a d N" R .a ° E~ Ea ,a3 y a m 7 c m LL C -p N R J c U ~p p O U Y U T N d O d 0 c C N w A C a O N MO d a 0- 0 6 .C d d cd d a E = 5` 3 c o p o y d c .c 0] 0] VJ d U Z R LL N N a d O ~ o~ =o ~J p Q 2 3 'c '3 J S E - a` - _~Ea of c 00 - c a d - .3 LL oa ~-a ~ "E ~Lo ° E o a 3 o d C 2~ L 3 N~ o -E' o ~F2 m o E s E 4 ~'~w F o o c~ 3 ,3 o~~ 0 3~ E E X Is « N - m m E 3 0 - O oT ~ E m w a `m m E N ° ° 3 t w 'o F c m 3 - ~ °m E o L J _ T O o0 of _ °'Em 3 n = E ~ ~ n 3 E n - ~ ~ m E E m E 3 _ _ m E o t 5 m E Y _ m t _ d E o~ 3 3 ~ v o a- o ° nE° c? m »wen - ~ _ _ 4 E~ T E 3 - cam v inN _ -o o .o 'E ° - a m3 ° ~E a o moo ° Vo = s~°Ea a N~~ n a = 3 0 mw aEi E o L - E~~ o E v 3 0 ~ 3 O D_ L p y F- m 9 3 o o w ma N tU E `o w _ N `n° W _ ~ Q « L E 3 a- 2 N t d O _ m F w» w w w w d m E n t° 3 m `0 0 3 r m E i. v ti 3 a c c E m 3 E _ E DoE o t ~~co o ~m ~ _ °Oo - a ` .C dNS E~° NF - nmN~~ mo~_ E °a ems "L - E ~~o~°mo'~ mF3 - -~E o o o o "No 'N a fO m m E m F E° E a .a o m c c w - _ N d o` 'O'°J t -os -'E ~a O1 Eo v o o m m o 0 m ~ m ° a ~ ~3oUjjp7m cL E ~ o'En mQ - c o 0 o u c~i L m m m w n 3 c 19 w 3 Y -o -m Nunn m m`o cM on E - _ a;5 wStN'w' u of 3 T _a ym - 3s f EL o~m~ o~TO, °\oN oN~ ~a m y" - 3U m a o o.nan. ~c cn m - o. - oE~ oo, ~ m Y 3 c 3 m a E r 3¢ E na ~o acio E E EEo o~ EmmT E - a3~ 3mLLU~ a°wt `o - m -o -o ~o -o Yr o E ° m ~ - - _ K~ ~ codm mm uoi~E«L'O-O c'_ ~xN ~iim 2 3 x O v°i - 3 C C O N L EEEE 'sN m~ 3 o m m m E E E E n o- c ~ E o ~ E~ J OaU -m,N QmUUUU « N e v, ~o r ro « ii a ii u n r .o v y o 'n `o `m o a _ ~ 0 0 0 O J ~ J S rv a a a n °1 ~ n E m~ n ~ °o `o y in m m m w_ o E! c a r m y O O G Q OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks and Rec Oak Knoll Restmoms 15-16 There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product. or providing a service, a certain percentage of that dollar is 1. Enter Overhead a5 a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum ~allolate ollar-Figure Sum Method: u can enter the dollar amount you are allocating to overhead in the box if you are confident that you can overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other` please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report . Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line rom cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract 113 Total Assigned Overhead S - Worksheet WORK AREA: Total Annual O erations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advert ising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other: ` Other Other ` Other ` TOTAL INDIRECT COSTS $ $ CPI Factor from BLS (see link below) 315% 3.15% http" bl 'c0' 1 hI Total $ DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet Cit of Ashland Parks and Rec Oak Knoll Restrooms 15-16 The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment, Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a) Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily Services per Annual Deliver Description Service Mile Cost Year Trans Cost 1 Service Vehicle from SOU 5.5 0.51 $ 2.81 104 $ 291.72 2 $ - $ - 3 $ - $ - 4 $ - $ - $ 2.81 $ 291.72 Margin The law allows a "margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of total cost of contract 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet tin Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program C/O F Q, ~z Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project City of Ashland Parks and Recreation Nature Center 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 332.16 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 44.03 Subtotal1 $ 376.19 Labor Direct Labor (from labor daily worksheet) $ 3,149.55 Overhead See Overhead Worksheet $ 778.41 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 4,304.14 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 274.73 Total Bid Yearly $ 4,578.87 Monthly $ 381.57 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks and Recreation Nature Center 15-16 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRUBBING SPONGES $ 1.36 1.0000 $ 1.36 $ 16.32 2 CREAM CLEANSER $ 3.06 0.5000 $ 1.53 $ 18.36 3 #66 DISINFECTANT CLEANER $ 42.40 0.0500 $ 2.12 $ 25.44 4 #64 NUETRAL CLEANER $ 88.00 0.0500 $ 4.40 $ 52.80 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23 $ 2.76 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 0.3000 $ 2.97 $ 35.60 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUST PAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 $ $ 14 $ $ 15 $ $ 16 $ $ 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.3300 $ 1.72 $ 20.59 20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65 $ 19.85 21 14" WINDOW SQUEEJIE $ 8.95 0.0840 $ 0.75 $ 9.02 22 14" STRIP WASHER $ 4.37 0.0840 $ 0.37 $ 4.40 23 PRO BUCKET $ 21.98 0.0840 $ 1.85 $ 22.16 24 MR CLEAN MAGIC ERASER $ 5.51 0.3000 $ 1.65 $ 19.84 25 $ - $ - 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ - 39 $ $ 40 $ $ 41 $ $ 42 $ $ 43 $ $ 44 $ $ 45 $ $ 46 $ $ 47 $ $ 48 $ $ 49 $ $ 50 $ - $ - Total $ 27.68 $ 332.16 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet o o 1- C m E n Q W N ~ d m U L U Y U) O ~ EA EA to H3 fA C M • M O O N O O ~ O .L U a ~ = w N ~ " Eo O E} QU Q o m ~ 0 o O ~ » » v ~ E U Q [E. ° ' c m Z D O " U o _ co CD a) m = " O O 0 N d'U CO N o c y` 'c o_ o e » 0 _ ~a n U O O Q " n` o m h o °o c " } ~ N N 00 U y o 0 o C m O D 1 N <H fA N a O U O C O N L y d O. M C O -30 m m CL o U m c o N a m C w U (0 O C_ _ N N N N N N N N N N N N N N N N N N N N N N U O N 4 " E p w O T N o _ E c °U N U N C O U O U j C O m N O r U N L N N1 - n C _ _ y C T d N m U y0 > Q E 9 n C C N a ; N o c w a~ m m - ° m " N ~ L o L C U N Q ~ E U O N s 2 0 00 E C T Q J O O .N N o N 3 T 0 0 U 'O -moo 7- N 00 r o n d N m o - a a m oo.-.~~ ` ° L m o m N -O -p C T O Z _ fn U) O C N N C O ~p Q m Ui w N m N~ Q E O m N m ? o w o m m d a of 'o T m m m° o z d o m N o c O Y o V of a ~ U Q~ '00 0 9j c m U N O. C C O C O> N O a N O. N U Q~ m`0 ~2Y ° oca a..>>>~W m E Ny Er a ar ° n 'O d d t°n C p V Q F W N U) C T 3 9 O W F- m m m n p a L' E o W m Y U o~ Y° a a) a -o T -o 1-' W y m j n mia C t U C f0 Ul O m N m Q ~ U a o o N N N 'U 3 a~ N T j ~ E m a ~ E °a rn'p m~ N ' a~ n U~ n n 3 0. 3 `o N c IL U d t a E m 2 .y E Ewa °O Q~ C) m U ~U v c O ~ N M V ~1 N h OJ m O ~ N M V N t0 I~ M A O 11 II II II 11 II II = m N p- - r- N N d N" N Nl N ~ d~ O 'C O m U C C ~ U m N C} U~ U d m U E ~ a Q U U 'p C O j Eo n X0.3 o d a m c w o f Q m N a No a°i a9i a m W m ,mo A o U 'o v C Ol C .N 3 T C _ m O C N C C y w F C a O N M L U n O - Q N U= 0_ ~ O d O 'C N C d °C N d 7 O. E O s 3 cp o p p N 0 0 mmv) w aOZ m U U- d C K o_ xao r' ~ J Q r n N L W O H d N O A Z c - _ >3 N C O - aLL Q O F' O r E E o - ° E o a 3 m o d C n. a 'n - c E m - 6 TJ ~ t - 3 y U ❑ w O - - c r N( m o - ~ 3 o E rn ~ _ a ~ Y O m F o ~ a 3 .3 m L ~ N~ o~ x E E x p _ o L E m n r _ m w m o m 3 O o °E _dEE 3 -Pf 3 E 'P O c o f E m E 3 - m E o L m E Y - v- v o oL _ _ mEoZt 3 m' ~ m U c c-3 o a E I www - _ LEa I N O - - N > ? o m 00 S, 88 E E a c A 3 - c 3 m w N _ c E ° 75 d m3 NFL a T _ X30 0 0 0 ~ c ~ m y a aEiE cal E~EoEx 30 a3 x E tome `mr E" - - o~d - o~ F m 3 c0 O - n » ` 2 n - - - - - - - - - - - - IS 12 n m W E m a~ U LNO ~ Nc- r Ems' 3m 3 ° o m O - Q m n c c° m m; d _ E ° mo o f o f - d Q o~~ 0 E S L ~ L' co o ai m£O opca- E n m a m - - - ~ NS = Ea T ~ c° c0 t0 fp O° _ c _ `o m rL- 3 E o - So E O ~ L O O N N L y N m c d E d- _ E E.ci o moles ~IF,t a -oE mZ5 Eo 0 o O m ° ~ E o o - _ FLU > >mm c L ~ c ~ °E¢ ~Q - LL o o E `E ° o cx ° 3~~~ o al o -o nno- 00 YE odd "o 3x° r molrnol o`oo .1, g gN! da 'm E 3v 0 o nnnn c~ _ 6 E - - - - - - - - - - - - - - - - - E d o m - y m 3c E E° E>oj~ i9 o N E 3 a m E m m o.- ¢ao - mQ °oEE mTE a3' 3-C0 Or m a v-_ E a> c a rm a n w y ~ ~ w+ - - - - - Ol -O -O a -O L L O E j Wl -,7 Opp O L O~ COddNN =Ey L - - O O- dad's' y vJi N- Y V _ m,~~,s° EEEE>> mE o `a ET o T~3o° _ nn ~ U J OaU -`~i tq~ QmUUUU c C oF- HHF-~ oa I vcO13 O n ¢ N M O ul N r m N N N II II II II II ` ~ M V w ~n C N n I` H o m a = 0 0 0 0 ~ O J~ j S N n a a n °i a E N~ II ~ o 3 f0 N N N m ~ N_d. p J E E r `o tm nF- O a _ ~ 4 T c ~ O ~ OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks and Recreation Nature Center 15-16 There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00 % organization that go back a year or more Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum FYo~u ar-Figure Sum Method: an enter the dollar amount you are allocating to overhead in the box if you are confident that you can e overhead items to this particular project. You can use the Worksheet as a ,out (if needed) OR ntify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other", please include a description, What you are Lying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract 178 Total Assigned Overhead $ Worksheet WORK AREA: Total Annual O erations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:` Other' Other Other ` TOTAL INDIRECT COSTS $ - $ - CPI Factor from BLS (see link bd-) 315% 3.15% hin Y his ixi' ostre hl Total $ DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet Cit of Ashland Parks and Recreation Nature Center 15-16 The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment, Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a) Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily Services per Annual Deliver Description Service Mile Cost Year Trans Cost 1 $ $ - 2 $ - $ 3 $ - $ - 41 1 $ - $ - $ - $ - Margin The law allows a "margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of total cost of contract DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet CITY OF -ASHLAND Council Communication August 4, 2015, Business Meeting Jackson County Supervising Physician Direct Award Request FROM: John Karns, Fire Chief, Ashland Fire & Rescue, karnsj@ashland.or.us SUMMARY This is a request to continue directly awarding sole source contracts to PSR Physician Services for supervising physician services for up to five additional fiscal years at a cost of $7696.00 to $10,000.00 per fiscal year. BACKGROUND AND POLICY IMPLICATIONS: As with all emergency medical service (EMS) providers in Jackson County, Ashland Fire & Rescue is required to work under direction of a county designated supervising physician per OAR 333-250-0047. Paul S. Rostykus, MD, is licensed to practice medicine in Oregon, is qualified and approved as a supervising physician and has been chosen by Jackson County Health and Human Services to act as the supervising physician for Jackson County. Paul S. Rostykus, MD, is the sole provider for supervising physician services in Jackson County for EMS providers. COUNCIL GOALS SUPPORTED: None. FISCAL IMPLICATIONS: The City of Ashland will pay PSR $7,696 for FY 2016. This cost is budgeted in AF&R's EMS Division budget. Annual increases have averaged 3%. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of continuing direct award of sole source contracts to PSR Physician Services for up to five additional fiscal years. SUGGESTED MOTION: I move to approve the request to continue directly awarding sole source contracts to PSR Physician Services for the supervising physician program for the next five years. ATTACHMENTS: Form 48, Sole Source Determination and Written Findings Page I of 1 ~r, CITY OF FORM #s ASHLAND SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS PERSONAL SERVICES Greater than $75,000 To: City Council, Local Contract Review Board From: John Karns, Fire Chief Date: July 28, 2015 Re: Sole Source Determination and Written Findings for Personal 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 2016 - $7,696.00, FY 2017 to FY 2020 - Estimate $7,696.00 to $10,000.00 per fiscal year Project name: Supervising Physician Description of project: Supervising Physician Services for EMS Background: All EMS providers in Jackson County are required to operate under the guidance of a Supervising Physician. Jackson County Health and Human Services has chosen Paul S. Rostykus, MD, who is licensed to practice medicine in the state of Oregon and is qualified and approved as a Supervising Physician by the Oregon Medical Board pursuant to OAR 847-035- 0020, as the Supervising Physician for Jackson County. Paul S. Rostykus will be the sole provider for Supervising Physician services in Jackson County. Findings: [The findings below must include factual information supporting the detern inationl. Market Research Overall finding: Paul S. Rostykus, MD is the qualified and approved Supervising Physician for all of Jackson County and represents all three Ambulance Service Areas and EMS first responders. Form #8 - Sole Source -Personal Services - Greater than $75,000, Page 1 of 3, 7/29/2015 (In accordance with ORS 279E 075 these are the examples of andinLs that should be addressed. Select at least one of the findings 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 follows. Pursuant to ORS 279B.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. In accordance withthe state of Oregon OAR 333-250-0047, Ashland Fire & Rescue is requiredto comply with the Ambulance Service EMS Medical Director Operational Requirements: 1. The licensee must. Have a single EMS Medical Director except: a. When the licensee operates in non-contiguous counties, then the licensee may have one EMS Medical Director in each non-contiguous county of operation; or b. Where a county or regional EMS system prescribes that multiple agencies within a county or region must have a governmentally appointed EMS Medical Director, that agency may have a different EMS Medical Director in contiguous counties. In this event, the signed agreement or contract may be between the EMS Medical Director and the county or regional EMS system Form #8 - Sole Source -Personal Services - Greater than $75,000, Page 2 of 3, 7/29/2015 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 - [Ifapproved by Council, August 5. 20151 PUBLIC NOTICE Approval of a Sole Source Procurement First date of publication: ffa,2proved by Council. August 5.2015] A request for approval of a Sole Source procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on /fWProved by Council, August 4. 20151. It has been determined based on written findings that the following Personal Services are available from only one source. Paul S. Rostykus, MD is the qualified and approved Supervising Physician for Jackson County and represents all three Ambulance Service Areas and EMSfirst responders. The approval of this sole source procurement allows the Fire Department to continue contracting directly with PSR Physician Services for these services. The contract terms, conditions and specifications may be reviewed upon request by contacting the Fire Chief, John Karns, at 541 -488-2770. 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, John Karns, Fire Chief, 455 Siskiyou Blvd, Ashland, Or 97520. The seven (7) day protest period will expire at 5:00pm on [If posted on August 5`", the expiration date will be August 12, 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 #8 - Sole Source -Personal Services - Greater than $75,000, Page 3 of 3, 7/29/2015 CITY OF ASHLAND Council Communication August 4, 2015, Business Meeting Public Art Commission Test Project FROM: Ann Seltzer, management analyst, seltzera@ashland.or.us SUMMARY The Public Art Commission (PAC) is requesting Council approval to apply a photograph to an electric utility box using a vinyl wrap. The PAC has researched utility box art in other communities and the use of fine art photographs or digitized photographs of fine art, rather than hand painted art has been very successful in numerous communities throughout the country including Minneapolis and Yellowstone National Park. The PAC would like to test the process on a utility box on Granite Street at the top of Calle Guanajuato staircase. A sign company will print the attached photograph on vinyl and apply it to the box. This is the same process used to apply vinyl advertisements on buses and vehicles BACKGROUND AND POLICY IMPLICATIONS: For the past several years utility boxes in Ashland have been hand painted by area artists who have responded to a request for proposal (RFP) and who were selected to execute their design on the designated box. The cost of painting each box is $500. This pays for the cost to prepare and apply primer paint to the box, a modest $250 commission to the artist and an application of clear coat anti- graffiti paint to the finished box. This coating protects the box from sun damage and is easily cleaned of graffiti. The organization, business or individual requesting a painted utility box provides the $500. The current process has multiple steps and is time consuming for the Public Art Commission, the property owner and especially for the artist. Because hand painting the boxes is so arduous and the artist commission is nominal, very few artists have responded to the RFPs in the past few years. Communities have reported many of their wrapped boxes are more than five years old and continue to look bold and vibrant. The colors have not faded in the sun and the vinyl is easy to clean of graffiti. If the test box proves successful, the Public Art Commission intends to develop a process for property owners to request an art wrap for a utility box and a process for soliciting and selecting photographs. The new program will provide an opportunity for photographers to show their art in public spaces and will continue to beautify the urban landscape. COUNCIL GOALS SUPPORTED: N/A Page 1 of 2 CITY OF ASHLAND FISCAL IMPLICATIONS: The cost of the test box is approximately $400 and will be paid using funds budgeted for the Public Art Commission in the Administration budget. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval. SUGGESTED MOTION: I move approval of the Public Art Commission's request to apply a vinyl photograph to the utility box on Granite Street overlooking Calle Guanajuato. ATTACHMENTS: 1) Photograph to be used on the test box 2) Examples of box art wrap in other communities. Page 2 of 2 ~ti' < r99E411 1' 'pq rn,,"it~~ii z 4F ry r P^.i111~1 ' I 17 ~l a ,..~d".,: v x m .a i tit + "A~s a.~ t~` ~ aSF Cr ail ~p~ ~`isa r ~ ~ r~,"~ ~ a B,pa P~ s> r y 2 ~ a` ~ ~ a ~ 1t'~F ~~6 ar"°~r *'a ' r`''yes ~ c ~ _ ' ~ ~~~e . ~ t, t ,'fit 'M°"~.Y.~, ,°~°`.fy£~~~~~ I~`r' - ~`~a aYe,~'r'~~ ~ Y,~~`'h ;~jY\,, .a 7 - vt 'sr dT • ,~'v~., M~.., ` .t P "4'~ a u $ ~ 4~ ~ ;,i .r ~ r ^4'. d';' a F; art «sr r S 1 r4 r ,`y, t,k~~ s.,.~~,, y~+~'~/ q 3:~:'~ ~i ~ ,f;~sl. `,.d n'f';`-,o C d~,, f ~ j pr y5°. .,/b~~'+ L"#i ~ & ~ h~~ a .`~i ~ `'{3 ,{j"v, ,.t Fes`'. +t:~ '~%~xd" ¢ ~cp~ it u"a ~~~"°~.A +f~ ~,,az~i"~~ ~€fY °r4.Y~~`~=x~= 3 t.\~^f~"}b~,``.,'~s:s '`t Fl r?'~ e~. t+.'3yai yif, V P~~_.~,~'~C4.' „ dM 4 k. , t~x1 ; 7 ~ ~w,1x.9' pgt s "r"'f ~ ~ "Yd w "b',. ~ f-+♦~'' / 4 s" ' ~r ~ ~ ri,F;~?~ h r ~ as ~.r^`,s.-"' ~ ~i' ~ ~ ~ .t~'' F "x~ ~ 'i a,f d~.4 h N t , ad p ' ' f+ t ~ f~,t~~~.~' i'd' ~t~ * ~`j ~k ~ ~ `a ~~~Fs s ~j9 '~{~j dev'`'~ "`a~C ''~<y /~rZ §.4rp "\.CP R;..~~rJR ~y d d✓F+ . F r a. S f, a s p 'a,,~,y y r a' l x «~.,t L at v..r t y lAq~i'"~ ~ ~'r, i ~yyff~"~ t n~~~ r ~r~ ~'3a. ~ ~ ~ ~ t~ ~#aw ~ ~~4~ ra~'~*,1 ~i"'°.,~i~~' " ~RiL ro~<t'~ ~ ~ t { a' ~ ~ y%d 4 t (A~~~~•.3~'`y a di ~ rte - .qY r ~ ~ 'b q~ c ~ t k'+.t y~~ S'A. £ 5zP P fi ,:r "w q it ~ . 9 x.iT' dl k F d'(~'? 1r t `~tL' ,~r s a2 ` # u 4* ~ ~ tS+ ' t s i+x vi t Y d z t { r i s d~ r +r µ f~:.. g ,g. ~!~~~rr `+}Y~ ~ : _,r d~ a r r td ~ y +~w'"FC ~ " ~ 3. ~ "4ff ~ '1,."a:,, 8e 'S ,r t rx, '4 x ~ § .z q r > r r ~ a'~ xy irk ' ,r y~~P ~ a ,~1~fiml~y ~ ~'~m` ~ x ,t~di;: ~w y~ ar ao~a~ t~ : ~ ~,'~`8~ ~ . ~ ~ t `sue a a i t ~ ~ ~~lA` ~ ~ ~3~8"~t-~Y' ' ~ ~ ~ ~ ,rrr 4 ~ * .`%~P~~ * ~ ~hk:~ t `A`L~s'z€ facer " „,a..x.' ~r ~ a?` ~ ~ " ~+r~ ~ s seat ' ~ I ~ g „a,a«+•--' .M*°'""' .ry~+,a..xrf.u»rr~«r++.t +T~+~"~.r swt' '+M""#'+.nrr »aw,r~.~„ "^w 5->Y-~: .._--tFa+ka»- r~ ~ ~ .w.p.- ~a~,.-b.~: w_,_ _ °,y#~, ,@,_kv.,~° € .a ~ ~ "~gam,.,.,',~.~,.w"~W+.wr`"w° r ^y rev " `•wa. -,~aa.weiw-~.~x~a,~mar - F~*~IGraa~.r''.-.t .~ws w-.<'""'~a d ..~.~+rx.. wrgq.,,.r~"" ta_ A ~a -fit" °'1;p!S pr , P ~ ~ iii<] , ~ ~ y~' ~ _ }i 3" as e ~ `r § a a *'t * ~ f a. ~ '4 .~.~~'4yi. {~7 3 C'.~*' ~!°r~ ~ ~ `~Q}'~ ,~~4'. a ~'r~ "#`i * a'~ ~ ~ R`' ~s* r<d~ ~~~.#a ~ ~ 'A~> ~.~~'3. `~rg.~ ! ° f ' a k ~ +,y7' a"a~ ~-iss ~ ,,r,Pr3.~~°~' S. i x~',,~,t f ~'~`a L_. , ~a i k s,~ At ,a. ~.t., a" sr* ; * ~ ' ~3 a "a ' f e..~`c ~ti €c ~`€~:j, fib, a'~R a~. ?x't m F.'~ s~ <'d• a' v o- a++q v~G tl~€~~~ JZ' v y`~ ° • ' ` ~ ° 'b~'~ ',y' :gy''`m ~ cs C, , e ~ N s r ~ a ~ $a"„ ~ a a~ 3 ~~k~",/~ V.~`~' t~~'.} 1 Y d~ a T .q~+y~ `~~F4~ J~ ~ _ + .r},.„~.~a.. ~ p * ` , ~e ~ s ~9 ~ s~ .~5~;"~~ ",d` •r{nr~ ~s t~ m~'' ~w k'"t~?''~,`w* , ~ r ~ xx• r~i ~ zi+`"2 `dk. } yd~°y~~r~ "~~+~w`~~i;~t ,i~ ¢'"f:r~a' ~""`s •?q Re,x" nr .a~ ~ r~, ~~w M >a ~4~~ a~i<' a' E.~'.. t 'v,r, Y~ < ~ ~ r±~r<'a d;~+~a, ~,a~~t,, w-rry.'~ Jy°, it ~"''a s`} ~ c,~~~ ~ `°%f• ~ t , ,.H , ""n,'~5" eC4 f " ~ ro,k~"~; ~.v d ~ ~ `ter '~s~.!4`r~'~ y 4F++_,, t~ 2.,~ ~ I4 K,~~:s- ~ P „t .Y. ,~'r,~Y"y,r~-~y.8• .~!:Y • ,CN I ~ ~4*`~. ,pd'i t r ~ . d... a,~ e `s«~" F'k f i+*x.' / ~~~y 1'a1r+~ }-5 •i~i t'' l~ , .1' {~a 1• i 1 guy ~,t ~ea4C h!` »a~SMr,~'9 ~,yM+ ~ l'° t. ,a ~ytdl°'Ms, 1 ~N >y€\ ~ r+.+r ~ t,?,~a { . a_'a,. a a .i ~ ~Y~. ~1.! ~ .r°^`. ,fir ~k 5 a a 9 e..` ~ ~`AL.,. awl'"` 47x~';.~r~~y~..,t, a' t~a } u'~i t x ! ~ £ ~ ° o~'v*. l' as . ~ . ~ < ~ ~ Y-b ~ 'i S a`3~ b~r.,. ,.+F'~ ~~•y ~E~ J~' j`..~,~~ a `'{~t b f ~ .y 't Y ,,p~' tJ ~M°~y ~ ;'4: s',~ xs. rM 4 t € ,u, 3 r.." ~/.y ,g ~ . ik',"`.w~j ~4 .'~"zl t 7 . d ~,.:I.~-~py~y'' '!~`4t dr cat~.a. f ..L:,YC....,y.fr "y~j'; L'+,i s_ T.~` R ~.y Ek~> w.1- ~ f.i ~ n ~ ,~y ,.~.?e' .fs ti:.c A g to g}tre~ a xf ~.~°,r1~, i~ ~ 9 fib, r ? ~ fry z , a t~ Rya # ~ ~a. ~~r~~ ~ "'i; s~ ~ " a. r,Ar~r ~ Sa.~t^, M~ as ~ r * ~ ~ a ~ t COY' ~ h~- ~4A V`~ 9R, ~ ~ 4~4 w~ ~Y yam' y`~ 1„~ ~A a§ ~`Y~#~ '~'~.~t~ 3 . h a ~ . ~ u .-tea. w=,..w ~-.ra.+ ~ . ~a ,,f t ^"D ~y.e 'gAa~ ~ z~d~*j ~ e8 tir'~S¢ 4s `,y a...'f 'y~. .~~,~~/aJ ~t< ti s, a ,P ."'f Nr p9: r ~ k, k cF,r, r # a> " a ' w . an 9 a s~ i x, r ~ ~a. ~ ~ ~ r ~~'4 ti,.,. 'da, fit. y i y <t ~ apt 6:~,~„~t-,r rbs~,s a* t.?'s S^ yLa s~ t ~'"~3 .gArraa.~ ~k~ ~r * t ~a'+w t / f ~ , # ~ yf ,a F ~ s,4y t,r ~y'"~ti ~ ~t yi t}r,.'',~" ~.k a ~ ~ •s.+. t ``•;clt~'Y ir~+'? +s~`y',r, r",~"~'r x f; `±"ti' _ d"" a ,,gg a -r, ~,#"~s ~~f'' ,i C r i,s.,a 9~ xtJ`-,~ ~'~7 ~ of ~ tP ~=~4' ,~:~'1 ~ s b,~' ;,:..a,•`,a.,'.~, sr k~E,.3~Y~f~, }~i f'~~~9t °+`i' w„°~r, rra, x e~ ~;-.~~+~~,q A C. '4~ y~*~~F~~-"}`'; >va': +w: r ~,,"a" w ' ~ `x ~ , ~t°.~..+~~ ~ ~ r w .rte. ~ ~"q,t= ~q~ f+ ' j/~4 i~, ~ ~ ~ ` ~ a. €a'4 '4,y.F,~`~t. x~~..' tLP~u .+"r,fE, v1" .~r _ i~~~~~t .x'~`x!, * '$r' a ~,t3p r::, {~.x <•t e d "f`~ Pa4'Cn s.<.(`~ ,c~r~A/ ~~y r~`~rj~ ~.~r ,i ~ "a.."'"~•`~v~, ~~,'~Y a` ~ ~ ~ ,xr, " z R~r.9« ~ J~~o rr~ ~ r" €`a+xw ~ 7'~4 `~t` _ 'w> ~ ~e J ; b.Fy . ~ x F ti t~~~~ s. i ~ ~ ~ ~ i~ Y~~'--~ °..'~-pis. ~ ~+:"aua... x *,y, i~ s ~ . Mtn` < ~r ~ V ' ~r ~ .t , ~ . ~'a~ ~gy,~~yr R y~.~"!~ ~'*+P',~ ~/r.~~ ~ 'Me `~1~~"'s~.v w:.:rr f .v=. x~~. £ ..:kC r"" .ai ~'4~P, ;C ,Nx ~,`~*y,$,Y~' 'l ?Ci'i'f,~`~'C~ ° 'CI = p' i'"" ~ _ f~~~dF ,~i: ' g 7~'~ „y'u.~ ,'a"~ at` L ' d` v,'.• ~ ~ ~7 y - ~ti ~s ~'J , ~A X } t'~ ' r ~ _.x ~ ~ .F ,,•x, ` ~ ~ , ~ . A ty} ,~r~-~ Hqr ~ , ~ f, j~ ~f h rt "'.,r a .'g~ ' 'sV.' i'~q,~t `.711 j ~ .'r:;C... ~ .'fit °r~P jd j~i^, , ~ € . ' yr r,`~~,"'~` ~~`~r~ '~'~rt~'Y r~ ~wt'r ~ ~ '1,~~ a - ,,~"',rt'~l~+t ' %r ~ a y ` a ? ~ „'"t TynA ~i ~ir~`. rrS s 'y a r ~ s •r " " _ ,.~4 ~C. ~r1t''3~•',~ a~'' (s +i^aJ" ` i ~ij ` S'~ . r t ~ 1.`V~.~ 1 `6~ ,g ,r'ti. ",,rj~*~ ~ '~'A *"1i *+yC vt Tp;~ t ^ .f:~ p y I f; 'fw t, t,~ t. . rxf •f ~'#!^r t~*~ •$~.'Y,r ~J• x~r• r ~ a ~~j! ~d +k r ,~`,y5 `~''~r x; ~ ~"'s q'" J~wv. ~ t~ ,r'. +r~ y Y ~ ~ 4 4 q :~f `a:y cl- 1 7~<<+ ,,qa ~ ~ a. t,, ~ ~ .~#g, `r fig` ~ a# P"~'d±~y, ~i,~.-j~~~~^a i~`;~. ` ~vF w» ~ " ' ' f ' ° ~ ~"t' 4t:~ ~ (~+?~f~ ~ ~ C•':~T ~ t "e' ~*Ritt~~-*.a: gy s. V a ~ ~~y,.~ i ¢*#7 :°b ~ 1r, xTSf ,.r~"', i /,~'t*~..~ +S t~1 i • ~ ~ t~i ~ti `.i~'{~r. 2;> ~`d qx'♦ ~ y Ctid, aC~t `s s}~a " •Yf € 4 !a ~,q .t x G '4 z y.._ "Y~~~~ £ r p Y~rq ~ Y'r 3 i. .~~"r ~ ;€t~. a' d ak,~,E'f m,-: ~t • ' p r ftv''^'~ T.k"~~f~..• ~ of f.. ~€f 4t ~t q.. ~2:t rr ~..r±, i... L' ~1 `Y s° ~ P * r'~ +'r` p ~"i` 'r _~✓?:Y 6 tt^y`. ti a ~ `r` r ,}p a ' ; y ~ a t ~ f~ A ~ ~ rG°~",.~ c; ~q fir' ',Y „r}q~„ r„~'~gi ~ ~ i ~ y~a•:* ~#,,h t P tl „'i ;'~~t'"~ C y, k rk; s , S . yr.> ~ , . b t a ~ 1 y ^x.~..: ' s Yellowstone National Park Bismark, North Dakota -~1 - TI -41 L Victoria Canada Location unknown x - y r ~ t.>. 3:55 F,j[s R<-+~ y ivata, ob _ 116 Toronto Canada T k IX~ i _ Minneapolis, Minnesota Wm ~ is - g Bozeman. Montana ~.z mo 1 4 CITY OF ASHLAND Council Communication August 4, 2015, Business Meeting Appeal of Denial of Special Event Permit for Techtoberfest FROM: Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY The Sustainable Valley Technology Group (SVTG) applied for a special event permit to hold an event on October 10, 2015. The permit was denied by city staff. SVTG asked for the City Administrator to review this decision and the denial was upheld. SVTG is now coming to Council to appeal the decision and request approval of their special event permit. BACKGROUND AND POLICY IMPLICATIONS: On June 29, 2015, the Sustainable Valley Technology Group applied for a special event permit. The permit application requested closure of B Street between Oak Street and Pioneer Street from 6:00 a.m. until 11:00 p.m. on October 10, 2015. Staff denied the application, in part, because B Street is a neighborhood collector and is rarely closed due to the need for emergency vehicle access, as well the burden the closure from general traffic use would place on the surrounding streets. In addition, there is no provision in the Municipal Code for street closure of an extended time frame. This event would close B street for 17 hours, but the special event policy allows for a maximum closure of only two hours. I did not feel comfortable agreeing to such a lengthy extension of the allowable permit length. Council must consider whether to approve or deny the request for an extended closure of B Street between Oak and Pioneer. Alternately, they could consider approving SVTG's substitute plan of closing Pioneer Street between A and B Streets. Staff is prepared to approve this permit application, pending resolution of the street closure issue. Even if the special event permit is approved, SVTG will need other permits in order for the event to proceed including a temporary OLCC license, a noise permit, etc. COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff has no recommendation but requests that Council approve or deny the extended road closure. Page 1 of 2 Pr, CITY OF ASHLAND SUGGESTED MOTION: I move approval/ denial of the Sustainable Valley Technology Group's request to close B Street between Oak Street and Pioneer Street for the extended hours of 6:00 a.m. to 11:00 p.m. on October 10, 2015. ATTACHMENTS: Special Event Permit Application Staff e-mails regarding the denial and process for appeal Appeal request from SVTG, including alternate plans Page 2 of 2 I`, CITY OF OFFIC SE ONLY: -ASHLAND New event: Retum event: ❑ 20 East Main Street Route change: ❑ Ashland OR 97520 Date Receiv 41 CA Ill; Office: (541) 488-5587 - FAX (541) 488-6006 Oil tune: Late: ❑ { Previous Fees Paid: ❑N, Web: www.ashland.or.us Street and Sidewalk Use (Special Event) Permit Application (Submit at least 90 days prior to first advertising date) Fill out completely and type or print legibly. Failure to do so could result in permit denial. APPLICANT AND SPONSORING ORGANIZATION INFORMATION (PERSON /GROUP RESPONSIBLE) Sponsoring Organization Name: ~-)t V, Organization type: ❑ For-profit R ]Nonprofit Tax Exempt Number. Organization Street Address:,. 'A/,~L~ jl City, State, ZIP Code:-Ci t y: ~t yY r) :~_~~.5~} Organization Phone: t; <l t Organization FAX: A// Primary Contact from Sponsoring Organization: Fka~N(~<',' wa /Contact Phone: Si<. ~'.f ! CSC -1 f bit, (cell t-~ `~`I 1 : I C 1 L: (Email: f-e }t P~cJ " r t UcC tj 't reC~ z rY f - << V Name of contact person "on site" day of the event: (cell - required) Event coordinated through an event promotion company? Yes El No Name of Company. VC AMU Contact Phone: -'~.t t Email(:.F1 `:~:rtt\? CaJ i ;V~ ,v°t lt~~ ~i ;rY'C~ < 1 EVENT INFORMATION Event Type (check all that apply): ❑ Run - Distance ❑ Walk ❑ Bike Race ❑ ParadeXFair ❑ Party ❑ Filming ❑ Demonstration ("First Amendment" Event) ❑ Other (Please specify briefly here) Street location: ❑ Sidewalk Only ❑*Downtown Sttreet Only~Street and Sidewalk ❑ Street, Sidewalk and Park City Location(s) (check all that apply): ~ Lithia Park ❑ Plaza ❑ N Main St ❑ Siskiyou Blvd ❑ Ashland St ❑ Outer Park 'Other: G; f"t / , Event Name C 1`\ -I i k~ r - 4 Requested Event Date(s) Alternative Event Date(s) Event Hours Start: End: t Y 1 Set-up Location:, - Date: - Time: I U O c tc cx~tt" C 11 /_i1 Oc..1_ S l~ ,V , Break-down Location: A l 0 C o-L Date: ~ l Time3~"1 L)L> y,~ ~ ~ yl Are participants (including floats, vehicles and es ❑ No Admission Cost and/or Entry Fees : , bands) charged an entry fee? y°~ i C~ t i j_~ Is this an annual event? lklyes ❑ No If annual, has the route changed from the previous year? ❑ Yes *No Medical Aic911 Response ❑ On Standby - Name and phone number of medical aid: (911 Emergency response and transport services are provided by Jackson Co Ambulance Services Area) Attendance: I occ') Participants: 1 C) Spectators. P, Total: Basis on which attendance estimate is made: Previous year's total attendance - if applicable: OVERALL EVENT DESCRIPTION Briefly explain event and event details (attach additional sheets if needed): i STREET CLOSURE INFORMATION (REQUIRED: A legible and detailed map that includes the start point, end point, direction of travel, and street names) Names of streets to be closed (attach further closures on a separate sheet if needed) ~J CJ f'."~ I Between And ~a✓ I Between And Between And Between And Between And Route description (i.e., held on sidewalk and/or street, changes to route, where and how you wish to travel) i The City prefers to reopen streets as soon as tail end of event is in the Plaza area (if applicable). Are you requesting a complete street closure? Why? ~ w ~ 1 l r,-~.e~. fit;.'" ~-'C`► I Time of Street Closure ; Start: v End: l ' Participant type and number of entries of each type (check all that apply): anticipant /Spectators ❑ Animals ❑ Vehicles E] Floats ❑ Bands ❑ Bikes ~/S { If you have vehicles, animals, floats, fire-related entries and/or bands, please provide details about these entries: !~-~-roc h~~~ Parking restrictions requested: N /v v V-)P---,r Will your proposed route use N_ Main, E. Main (Plaza - 3`d), Lithia Way, (3`d to N. Main), Siskiyou Blvd (Walker to 1-5), Ashland St (RR i Overpass to I-5)? ❑ Yeslolo (If yes, this is ODOT's jurisdiction. For ODOT permits contact Roger Allemand at 541-774-6360 or roger.b.allemand(a odot.state.or.us. (To avoid revocation of permit, copy of permit MUST be received by staff two weeks before event.) i j Will your proposed route affect the bus route? ❑ YesNo (If Yes, contact RVTD at 541-779-2877) Will you agree to alter your route if ODOT and the Public Works Department termine the proposed route will require significant city j services and/or severely limit transit opportunities in high-volume areas? Yes ❑ No EVENT DETAILS Does your event involve the sale of alcoholic beverages? Yes ❑ No (Oregon Liquor Control: 541-776 6191) htt :/Iv✓ww.ore on oov/OLCC/license information shtrnl# ow to Get a Liquor License. If yes, will this activity occur on (or spill into) city j streets? es ❑ No If yes, please describe: At"rCn EGA '~(1t-, t I~A Aml-- 6e- Will items or services be sold at your event. es ❑ No (If f(Tod is being served contact Jackson County Health Dept: 541-7748206 or i http://vAvw.co,iackson.or.us/page.asD?navid d i If yes, will this activity occur on (or spill into) city streets? ❑ Yes o Please describe: Will cooking facilities be used? ❑ Yes No (If yes contact Ashland Fire Marshal at 541-552-2229) Will you have booths?~es ❑ No How many l Will the event have amplified sound~Yes ❑ No (If yes fill out separate "Norse Permit Application' Is this a fundraising event? If yes, please describe: Do you have a recycling plan for your event? Yes ❑ No Please describe your recycling and clean-up plans for this event: , _ SAFETY/SECURITYNOLUNTEERS Please describe your procedures for crowd control and internal security: C. If fences/barriers will be used, include site plan. Are you expecting City Police services at intersections and/or for Conformation of Police services and associated fees are determined crowd control? ❑ Ye o { by the Ashland Police Department's Police Chief. Do you plan on utilizing volu /mon- tors es ❑ No (Note: in most cases they are required) If yes in what capacity? r Name and phone number of volunteer coordinator. PUBLIC NOTIFICATION AND PROMOTIONAL INFORMATION PLEASE NOTE: YOU ARE ADVISED NOT TO ANNOUNCE, ADVERTISE OR PROMOTE YOUR EVENT UNTIL YOU HAVE A SIGNED PERMIT. Please describe the marketing and promotional effort planned for the event (advertising, flyers, etc.). Please also include i strategies for notifying affected neighborhoods and businesses (14 days prior). i *.pbli ve read and agree to the notification requirements at the end of this application and understand that failure to notify the I~ 11 wi ll result in the revocation of my event permit - - - - - - INSURANCE AND INDEMNIFICATION Insurance. The sponsor must maintain throughout the duration of this event liability insurance to protect the sponsor and the City and its officials, agents and employees from any and all claims, demands, actions and suits arising from the sponsor's street and sidewalk use. The insurance must provide either single limit coverage of not less than $1,000,000 covering all claims per occurrence or coverage of not less than $1,000,000 per occurrence for bodily injury (including death) to any single claimant or to multiple claimants and $500,000 for each occurrence involving property damage. The City must be listed as an Additional Insured on a primary basis and must receive a confirming Certificate of Insurance. For a special event that involves only a rolling road closure, however, the City does not require sponsor liability insurance. t i Indemnification Agreement: Inconsideration of the City of Ashland closing one or more public streets at the request of sponsor, the sponsor of this event agrees to indemnify, defend and hold harmless the City and its officials, agents and employees against all liability, loss and costs (including attorney fees) arising from actions, suits, claims or demands j attributable in whole or in part to the acts or omissions of the sponsor in the course of the activity for which this permit was j issued. i i f ave read the above insurance and indemnification requirements. My signature below affirms acceptance of the express terms of the above indemnification a regiment on be Alf of the sponsor. Signature of Sponsor or 1 C T Date I ! Authorized Representative PERMIT CONDITIONS If your permit is approved and issued the following conditions may apply: i 1. Fees - Fees for events are to be paid at least 30 days prior to the event. Failure to pay fees may result in the revocation of the permit. See attached sheet for permit fees. 2. Notifications - Organizer will notify affected neighborhoods and businesses and copies of notifications will be sent to Public Works Department at 20 E. Main Street, Ashland, OR, or by fax at 541-488-6006 at least 14 days prior to the event and will include a list of those notified. 3. Signage - Parking signage is coordinated through the Police Department and traffic control signage by the Street Department. No signs may be posted on utility posts or regulatory sign posts. Event signs such as sandwich boards, pedestal signs, ground signs, etc are not i allowed. Some signs are allowed for charitable events - call Planning Department at 541-488-5305 for more information regarding signs. 4. Volunteers - Organizer will adequately supply volunteers to staff positions along the route, Volunteers will be instructed to assist in staging a safe and orderly event. Volunteers must be easily identifiable through some form of badge, arm band, bib, shirt or cap. Volunteers will remain on post until advised by Ashland Police Department that they are no longer required. Proof of adequate number of monitors shall be provided upon request of the Permit Coordinator at least 5 days prior to the event. 5. Insurance - Sponsors of events shall provide coverage for not less than $1,000,000 for personal injury to each person. $1,000,000 for each occurrence and $1,000,000 for each occurrence Involving property damages; or a single limit policy of not less that $1,000,000 covering all claims per occurrence. A copy of the insurance certificate must be received by the Permit Coordinator prior to the event. 6. Pace - Organizer will ensure that all participants are aware they must maintain an overall pace of 12 minutes per mile. The Police supervisor may adjust the pace as necessary for the safety of runners. Participants who fall behind will be required to move to the I sidewalks upon request by the Ashland Police Department. 7. Route - Routes for events will not be changed unless specific written approval is given by the Permit Coordinator, The Police Supervisor may approve changes on the day of the event. 8. State Highways - Large events utilizing areas around ramps to state highways will be required to apply for and coordinate closures with the State of Oregon Department of Transportation at 541-774-6360. j 9. Other closures - Permits are issued with a set starting and ending time. These times will not be changed without permission of the I Permit Coordinator or Police Supervisor on the day of the event. Resumption of normal traffic in these areas will occur at the end time specified on the event permit. Any participant left on the course will be required to move to the sidewalks. r 10. Other permits - Organizers are responsible for ensuring all applicable permits are in place prior to the event. These include, but are not limited to: park use, other venues and noise permits. Approval jurisdiction is the city limits of Ashland. Permits outside city limits are the sole responsibility of the applicant. 11. Special conditions- (list if any) I have read these conditions and agree to fulfill any requirements therein. By signing this application, sponsor, or sponsors authorized representative on behalf of sponsor agrees to all terms and conditions set forth j in Ashland Municipal Code and any special conditions listed in the permit. As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event as determined by the City Council based upon the information provided in this application. 1 Name of Sponsor or Authorized Representative (Printed) _ :5-S qz~ n '--1 -C)6a Signature of Sponsor or i 6 Date Ll ! Authorized Representative RETURN THIS + Special Events c/o P lic Wo Administration COMPLETED . 20 East Main St (Physical Ad ess: Winburn Way) APPLICATION i Ashland, Oregon 97201 AND ROUTE MAPS TO: 1 Office: (541) 488-5587 - FAX (541) 488-6006 Email: SpecialEvents@ashland.or.us Web: vwmashland,or.us PUBLICITY AND PUBLIC NOTIFICATION OF SPECIAL EVENTS j j Sponsors are advised not to publicize proposed street and sidewalk uses until after receipt of the pennit from the Public Works Department to avoid publication of misinformation. Sponsors who disregard this precaution shall not receive special consideration in determining approval for the proposed street and sidewalk uses because of advance preparation or the expenditure of money. A precondition for receipt of a special event permit is public notification and signage. ! Sponsors of large athletic, large parades, extra large uses, uses with a closed course and possibly exceptions shall notify residential i complexes, neighborhood groups, businesses and churches which will be affected by the street and sidewalk use (signature form enclosed). The notification shall be made not less than fourteen (14) days before the street and sidewalk use date. The notification shall be in writing and shall include the name and telephone number of the appropriate City official to contact in case of questions or concerns. A I notification form is at the end of this document. A copy of the actual form of notification shall be sent to the Public Works Department not 1 less than fourteen (14) days before the street and sidewalk use date with a list of those notified. Techtoberfest 2015 iF ~q a h 1.u 'p:'"'; O:L'_Y GROUP October 10 1:00-11:00PM Ashland, OR Celebrate Local Beers, Pioneers, and Engineers with Southern Oregon. Mission Techtoberfest is our annual celebration of all the talent and opportunity located in Southern Oregon where we can bring together live music, entertainment, local artisan goods, and innovation to build community support for entrepreneurship. Techtoberfest is created by Sustainable Valley Technology Group, a nonprofit organization in Medford dedicated to improving the economy through providing support for entrepreneurs and educating the community on the importance of buying and investing locally. Vision Innovation abounds in Southern Oregon and with the proper support and nourishment, incredible companies are created. Techtoberfest is an exciting and interactive event that has the potential grow into a town-wide celebration and become an annual community festival drawing participation from throughout Oregon and beyond. By bringing together the community and showcasing the innovation and up-and-coming technologies of local companies, Techtoberfest will reinforce Southern Oregon as a desired place to start and run a business, strengthening the community and ultimately creating a stronger and more robust economy. Summary Techtoberfest is a festive celebration of innovation, opportunity, and entrepreneurship in southern Oregon featuring live music, futurist forum speakers, and local craft beer. Type of event Date and Time Techtoberfest will take place on the first or second Saturday in October. This will be a half-day event beginning in the early afternoon and ending late in the evening. Location This year, the event will be hosted at the Historic Armory in Downtown Ashland. Indoor events will take place throughout the day and outdoor booths and exhibits will be open from 1:OOPM until dusk. Target Audience The event will be partially open to the public and we expect to host guests of all ages. There will be children's activities provided for families and a beer tent for those over 21. The demographic our event will focus on will be entrepreneurs between the ages of 25 and 50 in addition to all those who support local businesses and entrepreneurship, Techtoberfest expects to draw 1,000-2,000 people throughout the day. Activities Indoor To begin the day, the indoor area will be used for live music and entertainment. In the late afternoon, using the Armory stage, futurist forum speakers will present on upcoming technologies and what the future of technology will be. Following the speakers, the headlining band will take the stage. After the outdoor activities conclude, a VIP party will take place inside featuring mixed drinks, catering, and live music. Outdoor Techtoberfest will extend up and down B st. in Ashland. 10-20 booths with local artisan vendors will sell food and goods. A Muse Marketplace Booth will feature products created by the Secret Book Club's 8-12 year old participants. 5-10 exhibits of innovative hands-on technologies will supplement the vendor booths. Finally, A Kid's Area will include hands-on activities suitable for all ages. Technical Details Part of B. St. will need to be blocked off for the event and there will be sound amplification for the live music. Financial Strategy Tickets for the beer tent and concert will be sold at $15 each and VIP tickets can be purchase for $50. The exhibits and booths will be free and accessible to the public. The majority of the event expenses will be paid for through sponsorships. Sponsorships will be on a tiered level beginning with the "Keynote" sponsor with one available at $10,000 all the way down to "Friends" with unlimited available at $500. Other revenue will come from vendor fees charged for use of the space during the event with the vendors keeping the profits from sales. Marketing Plan Techtoberfest will be marketed through various different channels. • Video Campaign (short spotlights on local businesses and how they use innovative technologies) • Social Media Campaign (Twitter, Linkedln, Facebook) • Radio -Bi-Coastal Media -JPR Underwriting -KQRS • Local TV Spots (PSAs and Paid Commercials) • Flier Campaign (Extending throughout the Rogue Valley, Grants Pass to Redding and Bend and Eugene) • Print ads/Press releases -Mail Tribune -Daily Tidings -Tempo -Other -Affiliate Marketing (through sponsors/involved local businesses/breweries/exhibitors) City of Ashland Special Events Permit Attached Event Plan 1. Recycling Plan Please refer to site plan for recycling/waste stations. On site we will strategically place with signs stating trash and recycling, both blue recycling receptacles and trash receptacles at the following locations: - All entrances and exits of the event - 2 at beer tent - 2 next to food vendors - 1 in the middle of outside event site - Indoors stations will be at all entrance/exits, food stations and bars. We will have a 4 recycling volunteers who cycles through stations to ensure proper recycling and trash pick up. Trash and recycling will be removed through the Historic Ashland Armory's Recology service. 2. Crowd Control and Internal Security We will be hiring professional security from CYA security in Medford. The following areas will have security personnel: - Entrance points to Beer areas/ Age restricted Areas - Stage/Production Areas - Roving Security inside area - Roving Security outside area Security will monitor alcohol consumption, making sure alcohol is kept in legal areas, safe and orderly conduct of event goers and all passages in and out of the event are clear. Production will be conducted in offices with locking doors for event plans, money and other sensitive material i 3. Volunteers/Monitors We intend to have a robust volunteer staff in the following areas to ensure smooth operations and assistance to event goers. We will be hiring a professional volunteer coordinator for Live at the Armory to do so. - Door Staff - Recycling - Trash pick up - Kid Zone Attendant - Info booth - Exhibit Attendants - Water Station Attendants - Beer Garden Staff - With OLCC handlers card - Parking/Traffic/Signs The volunteers departments will,be appointed a manager who reports to Volunteer coordinator who reports to event manager. j Prc c back stage 11III Delaney House • • i P, V' VIA OV U II Entrance and Exit Beer more activities Y„ E-- in Armory U - Tent a Stairs ind Fire Exit Vendo - Kids Zane Jade Mountain r: - • - f uerr ntrance and Exit back stage Beer Teat Delaney • House o 64 1 VA MP U Entranceand Exit more activities Kids Zone ? in Armory t Stairs e rid Fire Mountain Exit Medicene _ ,mow Cara IWI~~ Franz Ver7do. Midwifery i Entrance and Exit back • stage Beer Tent • Delaney • House 14 -a ~0w Entrance anti Exit more activities in i Rairs td Fire Exit Jade Kids Zone Mountain Iwo i '-''AL. ~ 4 Lim Medicene, Cara r Midwifery Rachelle Beveridge From: Rachelle Beveridge <info@ashlandprowest.com> Sent: Friday, June 26, 2015 4:15 PM To: cassandra@liveatthearmory.com Subject: Techtoberfest 2015 i I I Hi Cassandra, Techtoberfest 2015 has permission from Coldwell Banker Pro West Ashland to use the parking lot for festivities on October 10th, 2015. Thank you, Rachelle Beveridge Broker/Office Manager Caldwell Banker Pro West Ashland (541) 482-5590 office (`541) 778-9608 Cell j ' Check out the 0rci;on Buycrs Adviso Check out the Oregon Sellcrs Ad~isory Check out the Oregon Initial Agency Disclosurc Pamphlet Oregon RE License #201004021 1 From: Tami DeMille-Campos [mailto:campost@ashland.or.us] Sent: Thursday, July 09, 2015 2:57 PM To: 'Cassandra Davis' Subject: FW: Appeal to Council Hello Cassandra, I apologize for not being able to get back to you sooner. At this time our City Administrator has declined your request to close B Street for longer than the 2 hour time limit. Below you will find more information on the appeal process, if you should choose to go that route. I'm sorry I didn't have better new for you. Please let me know if I can be of further assistance. Thank you, Ta*vwv -0e, M ales-cameo-k Permit Technician Cit)° of Ashland, Public Works Department 20 Fast Main Street, Ashland, OR 97520 541-552-2420 Fax: 541-488-6006, "ITY: 1-800-735-2900 I'm so sorry for the delay in responding to the question about an appeal to Council. It's been one of those weeks around here. Here's the process. The person wanting to appeal needs to write a letter (address it to Dave Kanner), explaining the reason for the appeal. They should include any pertinent information they want the Council to know about their case. They also need to pay $150 for the appeal. Once we receive both the letter and the fee, we will schedule it for an upcoming Council meeting. It may or may not be the next one, it's all dependent upon what is on the schedule (land use hearing, for example, get top priority schedule-wise.) Once it's scheduled Dave or I will be in contact with them to let them know the meeting date. At the meeting they may or may not be asked to speak - it will depend on whether Council feel they have all the information necessary to make a decision. Council's decision is final. Hope that helps. If they (or you) have any questions, or need any additional information they are free to contact me. Thanks. -Diana Diana Shiplet, Executive Assistant City of Ashland, Administration Department 20 East Main Street, Ashland, OR 97520 541-552-2100 or 541-488-6002, TTY 800-735-2900 This email transmission is official business of the City of Ashland, and is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me. Thank you. From: Dave Kanner [mailto:dave.kannerCabashland.or.us] Sent: Thursday, July 02, 2015 5:28 PM To: 'Betsy Harshman' Cc: 'Mike Faught'; 'Scott Fleury' Subject: RE: Special Event? I'm not finding anything in the AMC that deals specifically with street closure. The closest we come to anything is a code provision that says the City Council may, by resolution, establish rules for the private use of public rights of way. Can someone point to something else in the code on this subject? The special event policy, established by Council resolution, limits street closures to two hours and gives me the authority to waive that. However, I interpret that to mean closure for three or four hours, not 6 a.m. to midnight. I am not willing to approve this. They can, I presume, appeal directly to the City Council, although the policy is not clear about that. Dave Dave Kanner, City Administrator City of Ashland 20 East Main Street, Ashland OR 97520 (541) 552-2103 or (541) 488-6002, TTY 800-735-2900 FAX: (541) 488-5311 This email is official business of the City of Ashland, and it is subject to Oregon public records law for disclosure and retention. If you have received this message in error, please let me know. Thank you. From: Betsy Harshman [mailto•harshmabCcbashland.or.us] Sent: Thursday, July 02, 2015 8:50 AM To: 'Dave Kanner' Cc: 'Mike Faught'; 'Scott Fleury' Subject: FW: Special Event? Good morning Dave, Here is the string of email that circulated after we first spoke with Cassandra, the event organizer for the Techtoberfest. After communicating with other departments, we asked Cassandra to fill out a permit application so we had more specifics to draw from. We did not charge her to review the application since we didn't know the likelihood of it being approved. We have not closed the section of B Street they are requesting before (see responses from Margueritte Hickman and Steve MacLennan below). It appears this event could be an economic boost, but the congestion it would create may not be worth it. I'm glad you have the authority in this case... Betsy Harshman, Administrative Supervisor City of Ashland. Public Works Department 20 Bast Main Street. Ashland. OR 97520 541-552-2410 or 541-488-5587 Fax: 541-488-6006, TTY: 1-800-735-2900 This entail transmission is official business of the City of Ashland. and it is subject to Oregon Public Records law Jor disclosure and retention. Ifyon have received this message in error, please contact me at 541-552-2410. Thank you. From: Tami DeMille-Campos [mailto:campostCcbashland.or.us] Sent: Monday, June 29, 2015 2:59 PM To: 'Betsy Harshman' Cc: 'Mike Faught'; 'Scott Fleury' Subject: RE: Special Event? Attached is the special event application that was received today. Thank you O 7Ja4n& (Dew M i,Lle,-Cam4pak Permit Technician City- of Ashland, Public V"orks Department 20 Fast -lain Street, Ashland, OR 97520 541-552-2420 Fat: 541-488-6006, 'ITY: 1-800-735-2900 7YAit erruri/tra«~x~~iorr i± offiu_tl tires 0//be C i/1' 0/ /t(M""wd, and it is /o Or-eaorr Pzrhlic Reco)-d" lair mr dt<</osrrn~ curd 1-elerzlion. //)Oil bal", rtz rmc~d lbt 111,_j_ a ie irr er; iir. elf°ase ~rnl z:1 ~~ae a/ 541-552-2427. (hcuik ; orr. From: Betsy Harshman [mailto:harshmab(cbashland.or.us] Sent: Wednesday, June 03, 2015 3:38 PM To: 'Tami DeMille-Campos' Cc: 'Mike Faught'; 'Scott Fleury' Subject: RE: Special Event? We found a new resolution that Ann took to council in April (No. 2015-08). It talks about the two hour maximum, and states that The City Administrator may exempt future events who require a road closure for longer than two hours. I'm not sure why we were not involved or notified of the change... Please contact Cassandra and ask her to fill out a special events permit as best she can. We won't charge her for the application until after we have an idea from Dave whether or not the closure for more than two hours will be approved. We just need something more to go on before we approach him with the request. If they fill out the permit, it should cover most of these items - some of the things Mike is particularly interested are: 0 the traffic control plan, type of barricades and how they plan to circulate the extra traffic • what type of vendors and what they will be selling • will they have port-a-pots • amplified noise Let me know if you have any questions. Thank you! Betsy Harshman, Administrative Supervisor City of'Ashland, Public Works Department 20 Fast Main Street, Ashland, OR 97520 541-552-2410 or 541-488-5587 Fax: 541-488-6006, TTY: 1-800-735-2900 This entail transmission is official business of the City of Ashland, and it is subject to Oregon Public Records lain for disclosure and retention. Ifyou have received this message in error, please contact me of 541-552-2.110. Thank you. From: Tami DeMille-Campos [mailto:campost(dashland.or.us] Sent: Tuesday, June 02, 2015 9:06 AM To: 'Betsy Harshman'; 'Mike Faught'; scott.fleury(&ashland.or.us Cc: 'brandon goldman' Subject: RE: Special Event? My understanding from Cassandra is that if they can't get approval for more than 2 hours the event is shot. The selling of goods and alcohol is less of an issue to them than the duration of the closure. ra4yt& -0e., M a&-Ca4nP0-SI Permit Technician City of Ashland, Public AVorks Department 20 East Main Srrcct, Ashland, OR 97520 541-552-2420 Fax: 541-488-6006, 17Y: 1-800-735-2900 l hip ern~ul hut~rlr +loe i.ojJic~c1 rr.rrt~:c~ o0A, C ih. a,ed it is,uzh16vl to 0r-f,001,, 111.1bli, Rc'ol 1s liar fo,' di"ch),w e cru(/ rel&wliox. I~~oa b~ne° e 'c°ired tJ,r 1res±rr~e za elinr f/°c„~~oerlal nn eel 541-5>2-2-127'F'bunk;a1. From: Betsy Harshman [mailto:harshmabCcbashland.or.us] Sent: Tuesday, June 02, 2015 8:59 AM To: 'Tami DeMille-Campos'; 'Mike Faught'; scott.fleury(cbashland.or.us Cc: 'brandon goldman' Subject: RE: Special Event? Going back to Brandon's email -wouldn't Planning have to approve a special use permit before public works would take it to Council? "Therefore, provided the event organizers obtain Council approval to exceed 2 hours, and sell goods and alcohol through a special use permit, Planning could grant a ministerial approval of a Temporary Use (admin. fee) so they can hold their event including street closure." Betsy Harshman, Administrative Supervisor City of Ashland, Public Works Department 20 Gast Main Street, Ashland. OR 97520 541-552-2410 or 541-488-5587 Fax: 541-488-6006. TTY: 1-800-735-2900 This entail transmission is official business of the City of Ashland, and it is subject to Oregon Public Records lair for disclosure and retention. /f you have received this message in error, please contact me at 541-552-24 /0. Thank you. From: Tami DeMille-Campos [mailto:campost(cbashland.or.us] Sent: Tuesday, June 02, 2015 8:45 AM To: 'Mike Faught'; scott.fleury@ashland.or.us Cc: betsy.harshman(@ashland.or.us Subject: FW: Special Event? Hello, I spoke to Diana and she said this request would need to come from staff. Is this something one of you could have added to an upcoming agenda? Thanks, ra,ww De, M a&-Campak Permit Technician City of Ashland, Public V"orks Department 20 Fast Main Street, Ashland, OR 97520 541-552-2420 Fax: 541-488-6006,'IT :1-800-735-2900 Tbr~ ecrai/ttaz±;z~z~iois ofji~~zrrl hu.,irrer~ oOA, (.il) of Af" 1117d, azzri it z7 Jrrbje,l to Ore{oz Public Rego l kn- lor d~1C1(4r711-e aWd rrlezr/iorz. If) oil ba"', zr eited //ui izz e17-ir flezzse colzla,t rlre al 54 552-2427 TLuzrzk_)ozz. From: Diana Shiplet [mailto:shipletd(abashland.or.us] Sent: Tuesday, June 02, 2015 8:30 AM To: 'Tami DeMille-Campos' Cc: Cassandra(a>liveatthearmory.com Subject: RE: Special Event? Tami, Mike (or whomever in your office is assigned it) will request it be added to an upcoming Council meeting agenda. Then they will write a council communication making the request. I have samples of similar requests to Council, if whomever in your office needs them. Council will decide at the meeting if they want to approve the closer and if there are any additional requirements (extra fees, time restrictions, etc.) Hope that helps. If you have any questions, please let me know. -Diana Diana Shiplet, Executive Assistant City of Ashland, Administration Department 20 East Main Street, Ashland, OR 97520 541-552-2100 or 541-488-6002, TTY 800-735-2900 This email transmission is official business of the City of Ashland, and is subject to Oregon Public Records law for disclosure and retention. If you have received this message in error, please contact me. Thank you. From: Tami DeMille-Campos [mailto:campost@ashland.or.us] Sent: Monday, June 01, 2015 12:45 PM To: 'Diana Shiplet' Cc: Cassandra@liveatthearmory.com Subject: RE: Special Event? Hi Diana, What is the proper process for her to request approval from City Council for an all day street closer? Thank you O Tao i,-Oe/ M%Z, &-Ca*npok Permit Technician City- of Ashland, Public V"orks Department 20 Fast Main Street, Ashland, OR 97520 541-552-2420 I` ax: 541-488-6006, '1"I'Y: t-800-7/3-5-2900 'I,N" (nrri/IIWI 11i" iou i+ o/)i%ial Gririiic~+ 0/ of ~41151aud, curd if L; 17r/;/a/ A) C~r~;on Ptrbli, IZe,of~/ iu1t/0r di~~loetue crud rr/~ullon. If toir bane x r~ir~rl t1~ iyrz.;±cr e iit error, P/e'oe ~oahrc/ me oaf 5-l i-_5 2-24'17 I'ba;t,4- ~ou. From: Tami DeMille-Campos [mailto:campostCabashland.or.us] Sent: Wednesday, May 27, 2015 11:54 AM To: 'Cassandra@liveatthearmory.com' Subject: FW: Special Event? Hello Cassandra! Below you will find each of the department's feedback regarding your proposal. Please read through the string of emails and let me know if there is anything else I can help you with. Thank you and have a great day O Tamil Del M i, &-Ca+nPaS1 Permit Technician Ciry of Ashland, Public Works Department 20 Fast ltaiii Street, Ashland, OR 97520 541-552-2420 Fax: 541-488-6006, 'I"I'Y : 1-800-735-2900 I',IV erircri/ t ur~irri~a oir i.) o/%ic%al 0/ Mc Cit}' o/ ~L,/ut l a/ul it it Prbje<71o Or<<;vn 1'rrb/it Record( knp' Ior J-66'1`oslrre crud 1-cler1lim, 1/ yore Lai e lv' irzorl lhr' i. a(Ic in Terror' pk(. ' or1~r7 Pre gal 54 i2-242%. TA wk )oir. From: Brandon Goldman [mailto:brandongoldman(a)ashland.or.us] Sent: Wednesday, May 27, 2015 11:49 AM To: Tami DeMille-Campos Cc: Plan ning_Division; Ann Seltzer; Margueritte Hickman; Betsy Harshman; Steve MacLennan; Mike Faught; Bill Molnar Subject: Re: Special Event? Given the street closure policy limits a closure to 2 hours, a day long closure would require council approval for whichever street they propose closing. Secondly the sale of merchandise on a public street is addressed in AMC 10: 10.64.010 Obstructing passageways A. Except as otherwise permitted by ordinance or by a conditional use permit or by a special event permit, no person shall use a street or public sidewalk for selling, storing, or displaying merchandise or equipment. Lastly the Temporary Use provisions in the Ashland Municipal Code have been amended to allow up to 72 hours, no more than once in a calendar year for special events through a ministerial approval. 18.2.2.030 H Short-Term Events. The Staff Advisor may approve through Ministerial review short-term temporary uses occurring once in a calendar year and lasting not more than 72 hours including set up and take down. Activities such as races, parades, and festivals that occur on public property (e.g., street right-of-way, parks, sidewalks, or other public grounds) require a Special Event Permit pursuant to AMC 13.03. Therefore, provided the event organizers obtain Council approval to exceed 2 hours, and sell goods and alcohol through a special use permit, Planning could grant a ministerial approval of a Temporary Use (admin. fee) so they can hold their event including street closure. Brandon Goldman, Senior Planner City of Ashland, Planning Division 20 East Main Street, Ashland OR 97520 (541) 552-2076, TTY: 1-800-735-2900 FAX: (541) 552-2050 brandon.gold man(o-)_ashland. or. us t Al .'it Jon is o fl ial IJl.1Sl ~r; S of the Goy off RnO.' it iS A1bJF--' C' C sc;losu--,' and a-'ention, it YOU 11D ' tili , rnoss.g,2 in eiic) , co,ltdGi ITlt From: "Tami DeMille-Campos" <campost(a~ashland. or.us> To: "Planning_Division" <planning division(d-)ashland.or.us> Sent: Wednesday, May 27, 2015 9:10:56 AM Subject: RE: Special Event? I know you guys are all swamped but if anyone has time to comment on this that would be great. I would like to try to respond to her by the end of the week. Thanks O T-"I& De, M U&-Ca*np c-S, Pcrmit 't'echnician Cih- of Ashland, Public Works Department 20 East Main Street, Ashland, OR 97520 541-552-2420 Fax: -541-488-6006,'1'1Y: 1-800-735-2900 IZ~i~ email tnf=_~. ~~rt, r. oljicia/Git.u«~~ of ~L~e C.It~ q Is'!_r;rd, au(l !l I ld!lec/ to Ot 111"Nic herorl, bn,v r dc~/o~urr a -.I el~'r/Inn. 1/) 01/ 11311. n itf~l fbr>> ~~s e in en-or. p/rune ro,//,/, t>;c rr/ >-11-552 °42 . T1w1I :_i From: Ann Seltzer [mailto:seltzeraCcbashland.or.us] Sent: Thursday, May 21, 2015 8:47 AM To: 'Tami DeMille-Campos'; 'Steve MacLennan'; 'Margueritte Hickman'; 'Betsy Harshman'; 'Karl Johnson'; 'Amy Gunter'; 'Diana Shiplet'; 'Mike Faught'; petersoi(~bashland.or.us Cc: 'Whitney Dennis' Subject: RE: Special Event? I think they need a CUP even if they requested closure of a different street (Pioneer) or use of a private parking lot (Snap Fitness or Umpqua Bank) to sell beer and merchandise and the special event permit allows for street closure for two hours only so an all day event on a closed street wouldn't be possible. From: Tami DeMille-Campos [mailto:campost@ashland.or.us] Sent: Thursday, May 21, 2015 8:34 AM To: 'Steve MacLennan'; 'Margueritte Hickman'; 'Betsy Harshman'; 'Karl Johnson'; 'Amy Gunter'; 'Diana Shiplet'; 'Mike Faught'; 'Ann Seltzer'; petersoi(a)ashland.or.us Cc: 'Whitney Dennis' Subject: RE: Special Event? Thank you all for your input! I will wait for Planning to weigh in before I relay all of this to Cassandra. 7""4w DPi M aIer-Ca4VIPaSl Permit Technician City- of Ashland, Public Works Department 20 Last Main Street, Ashland, OR 97520 541-552-2420 Fax: 541-488-6006,'ITY: 1-800-735-2900 T&;J e,iiwl traa~naiseiorl ii ofJi~icil bu. ri,e.~ of tOc Cil1• o/ f1 SL "Wd, cur(/ it i~ to Oa?,on 1'trhhc Re~orrl~ /iu, jor a/m/ rclerihoit. 1/ 10// hui'i° in error. P 4,aIcc co[rlad rnr> „t x-11-> >2-2-12. I l.uilk )o//. From: Steve MacLennan [mailto:maclenns(a)ashland.or.us] Sent: Thursday, May 21, 2015 7:18 AM To: 'Margueritte Hickman'; 'Betsy Harshman'; 'Karl Johnson'; 'Amy Gunter'; 'Diana Shiplet'; 'Mike Faught'; 'Ann Seltzer'; petersoj(aashland.or.us Cc: 'Tami DeMille-Campos'; 'Whitney Dennis' Subject: RE: Special Event? Other events/block parties have requested B St. to be closed and they have been denied because of B St. being a main thoroughfare. From: Margueritte Hickman [maiIto: margueritte.hickmanCO)ashland.or.us] Sent: Wednesday, May 20, 2015 4:37 PM To: 'Betsy Harshman'; 'Karl Johnson'; 'Amy Gunter'; 'Diana Shiplet'; 'Mike Faught'; 'Ann Seltzer'; 'Steve MacLennan'; petersoi@ashland.or.us Cc: 'Tami DeMille-Campos'; 'Whitney Dennis' Subject: RE: Special Event? She knows the requirements for fire on the inside. I won't add anything about outside until Planning weighs in. We haven't approved the closure of B street in the past. -m From: Betsy Harshman [mailto•harshmab(@ashland.or.us] Sent: Wednesday, May 20, 2015 4:33 PM To: Karl Johnson; Amy Gunter; 'Diana Shiplet'; 'Margueritte Hickman'; 'Mike Faught'; 'Ann Seltzer'; Steve MacLennan; petersoj@ashland.or.us Cc: 'Tami DeMille-Campos'; 'Whitney Dennis' Subject: Special Event? I had a call from a woman named Cassandra who is representing the Sustainable Valley Technology Group. They plan on renting the Armory in October to hold an event with speakers, kids fair, concert, beer garden and local sustainable economy vendor booths. They would like to close B Street between Pioneer and Oak Street and include a beer garden to sell locally crafted beer between noon and dusk, and moving indoors for a concert afterward on a weekend day. This could become an annual event and they would welcome City partnership. They are in the planning stages and are willing to change some plans based on legality. She is looking for direction and I'd appreciate you sharing your comments, concerns and suggestions, either with me and/or Cassandra. Her number is 541-261-8981 or email is Cassandra liveatthearmory•com Betsy I larshman, Administrative Supervisor City of Ashland, Public Works Department 20 East Main Street, Ashland, OR 97520 541-552-2410 or 541-488-5587 Fax: 541-488-6006. TTY: 1-800-735-2900 This email transmission is official business of the City ofAsldand, and it is subject to Oregon Public Records lain for disclosure and retention. lfyozi have received this message in error, please contact me at 541-552-2410. Thank you. Connecting People, Technology, and Capital to Drive Innovation Office: 100 E. Main St. Suite A Medford, OR 97504 Mail: PO Box 1075 Medford, OR 97504 IE 0 IV F. Desk: (541) 414-0000 D Cell: (541) 350-4108 SUSTAINABLE VALLEY WVVW.S"tg org TECHNOLOGY GROUP JUL 2 0 2015 rosetta@svtg.or~ Dear City of Ashland, We respectfully request the chance to appeal your recent decision to deny us permission to close a block of B St. for our upcoming Techtoberfest event on October 10th, 2015. We are convinced that the benefits of this event will justify the exemption and appreciate the opportunity to share those reasons with you. Techtoberfest is a community event to celebrate innovation, technology, and entrepreneurship in Southern Oregon. We will use live music, craft beer tasting, children friendly activities, and Ted-Talk style speakers to create a community buzz around the idea of supporting and creating locally owned businesses. Many of our exhibitors, vendors, speakers, and musicians are from Ashland and the event will bring in people from surrounding cities to enjoy the festivities. Techtoberfest directly ties in with our core mission of inspiring innovators and entrepreneurs and we are not expecting to see high profit from this event but rather will deem it a success if we create measurable community support and excitement about entrepreneurship and innovation. Please see the attached event summary for more details on the 9-hour event. Our ideal setup for this event is to have an indoor portion in the Historic Armory and an outdoor portion using the section of B St. between Oak and Pioneer. This one block will allow us to have an outdoor activity area free to the public including a Kid's Zone, an outdoor stage for live music and speakers, and Technology in Action exhibits. The alternative to closing B St. is less ideal and would involve use of either Pioneer St. or the parking lot attached to the back of the Armory. Please see the attached floor plans to see our alternative plans to closing B St. as compared to the original outline. There are several reasons closing B St. is a more effective way to lay out the event. With the use of B St., we will have a more enclosed area for our craft beer tasting tent as well as more direct access to the indoor portion of our event. In addition, the Kid Zone will be more visible to the general public passing Oak St. and will help attract increased participation. This event is an annual event put on by Sustainable Valley Technology Group as a community event to inspire and support local businesses. Earlier this year we were considering holding the event at the Lithia Commons in Medford due to the utility of the new setup they have created. However, after requesting support for Sustainable Valley from both the City of Ashland and the City of Medford, we only received support from the City of Ashland. This obvious support for our activities convinced us that we should host our upcoming event in Ashland to help give back to this community. We greatly appreciate the funding provided by the City of Ashland and are asking for continued support in the form of city permission to close a small portion of B St. for the event. One hesitation demonstrated by the City of Ashland was the fact that this portion of B St. is used as an emergency evacuation route, however we have spoken with the Ashland Police and Fire officials and have devised an alternative route that can be used on October 10th instead of B St. Please see the attached outline for details on the alternative emergency route. We have gotten permission from all the neighboring businesses as well as buy-in from the Ashland Chamber of Commerce. This event has the potential to create a community of support for local entrepreneurs as well as bring attention to Ashland from surrounding cities to as far away as Eugene and even Portland. Sustainable Valley would love the chance to speak with you in person about the theme of this event and the reasons why this community event deserves the full support of the City of Ashland. Thank you for your consideration. Sincerely, f ,t Jessica Gomez Chair of the Board Sustainable Valley Technology Group 541-744-1900 JGomez@RogueValleyMicro.com Techtoberfest 2015 Tcbtobcrfe0t l//INIf a SI,S~ ~=LLE'( TECHNOLOGY GROUP October 10 1:00-11:OOPM Ashland, OR Celebrate Local Beers, Pioneers, and Engineers with Southern Oregon. Mission Techtoberfest is our annual celebration of all the talent and opportunity located in Southern Oregon where we can bring together live music, entertainment, local artisan goods, and innovation to build community support for entrepreneurship. Techtoberfest is created by Sustainable Valley Technology Group, a nonprofit organization in Medford dedicated to improving the economy through providing support for entrepreneurs and educating the community on the importance of buying and investing locally. Vision Innovation abounds in Southern Oregon and with the proper support and nourishment, incredible companies are created: Techtoberfest is an exciting and interactive event that has the potential grow into a town-wide' celebration and become an annual community festival drawing participation from throughout Oregon and beyond. By bringing together the community and showcasing the innovation and 'up-and-coming technologies of local companies, Techtoberfest will reinforce Southern Oregon as a desired place to start and run a business, strengthening the community and ultimately creating a stronger and more robust economy. Summary Techtoberfest is a festive celebration of innovation, opportunity, and entrepreneurship in southern Oregon featuring live music, futurist forum speakers, and local craft beer. Type of event Date and Time Techtoberfest will take place on the first or second Saturday in October. This will be a half-day event beginning in the early afternoon and ending late in the evening. Location This year, the event will be hosted at the Historic Armory in Downtown Ashland. Indoor events will take place throughout the day and outdoor booths and exhibits will be open from 1:OOPM until dusk. Target Audience The event will be partially open to the public and we expect to host guests of all ages. There will be children's activities provided for families and a beer tent for those over 21. The demographic our event will focus on will be entrepreneurs between the ages of 25 and 50 in addition to all those who support local businesses and entrepreneurship. Techtoberfest expects to draw 1,000-2,000 people throughout the day. Activities In or To begin the day, the indoor area will be used for live music and entertainment. In the late afternoon, using the Armory stage, futurist forum speakers will present on upcoming technologies and what the future of technology will be. Following the speakers, the headlining band will take the stage. After the outdoor activities conclude, a VIP party will take place inside featuring mixed drinks, catering, and live music. Outdoor Techtoberfest will extend up and down B st. in Ashland. 10-20 booths with local artisan vendors will sell food and goods. A Muse Marketplace Booth will feature products created by the Secret Book Club's 8-12 year old participants. 5-10 exhibits of innovative hands-on technologies will supplement the vendor booths. Finally, A Kid's Area will include hands-on activities suitable for all ages. Technical Details Part of B. St. will need to be blocked off for the event and there will be sound amplification for the live music. Financial Strategy Tickets for the beer tent and concert will be sold at $15 each and VIP tickets can be purchase for $50. The exhibits and booths will be free and accessible to the public. The majority of the event expenses will be paid for through sponsorships. Sponsorships will be on a tiered level beginning with the "Keynote" sponsor with one available at $10,000 all the way down to "Friends" with unlimited available at $500. Other revenue will come from vendor fees charged for use of the space during the event with the vendors keeping the profits from sales. Marketing Plan Techtoberfest will be marketed through various different channels. • Video Campaign (short spotlights on local businesses and how they use innovative technologies) • Social Media Campaign (Twitter, Linkedln, Facebook) • Radio -Bi-Coastal Media -JPR Underwriting -KQRS • Local TV Spots (PSAs and Paid Commercials) • Flier Campaign (Extending throughout the Rogue Valley, Grants Pass to Redding and Bend and Eugene) • Print ads/Press releases -Mail Tribune -Daily Tidings -Tempo -Other -Affiliate Marketing (through sponsors/involved local businesses/breweries/exhibitors) Adaptability of avant Techtoberfest is a great community event and we are more than happy to work with the City of Ashland to make sure this event Fulfills all of the city's needs while creating a festive environment to celebrate innovation and local business. Our event has many facets some of which are flexible and some of which are fixed. Please see the below list for a breakdown of what elements of our event we would be able to modify based on 'lhe City of Ashland's needs. F ix e, d Date of Event (Historic Ashland Armory reserved) Beer Tent (theme of event) Outdoor Activity Space (free to public) Outdoor Bike-PoNivered Stage (free to public) o The technical aspects make outdoor space a necessity o Bike power means low volume and less energy impact Kids Zone (free to public) o Family-friendly event Indoor Medical Team (access to running water and first-aid kit) Flexible Location of Beer Tent o Jade Mountain Medicine parking lot (first choice) o Umpqua Bank parking lot o Pioneer St. o Historic Ashland Armory parking lot Set-Up Hours o 6AM - 9PM (ideal fa- set-up and break-down time) o 11AM - 9PM (a possibility if event started a little later) Public Street Mending (can limit sales to private areas) Next Steps Apply for a TLS (comply with all 01_CC requirements) Apply for sound permit through City of Ashland Apply for a block party permit (if necessary) Arrange system for safe rides home Alternative Emergency outer VVe have contacted the Chief of Police and the Fire Marshall and both are willing to work with whichever Techtoberfest plan the city chooses and indicated that closing B St. for the day would not significantly affect the emergency route options. Pros and Cons of I A V. 71 1 e~6 Street - Closure Direct Access to inside the Great Hall from B street for Public and Personnel o Medical Bathrooms Technical Snared Access to indoor and outdoor entrance to the event for ticket sales 15 Use of Jade Mountain Parking Lot for more Secure Beer Tent - private Property Indoor Backstage access to dressing rooms for Artist performing on exterior stave Less businesses affected by Street Closure - 3 which have all ,=approved closure r Layout offers tighter security for Beer Tent Recycle and Garbage Units in place on B street for better waste management Lay out is more family friendly due to closer proximity of activities Overall, the event will feel more contained and have more continuity B Street is blocked for use as an emergency route Less space than Pioneer Street Closure w, Less exposure for the event from Coop / Umpqua Bank / Armory Annex Business patrons i meer Street Closure p r a B street Clear for Alternative Emergency Route Large Street Area for use e Larger Space for Exhibits o Larger space for Stage c Larger Space for Kids Zone Marne of event includes the word "Pioneer"! Business with higher volume of traffic blocked (Coop/Urnpqua Hank Access) Over 10 businesses will have access to their business partially blocked Beer Tent more Exposed - will require more barricades - Cost prohibitiwe Less Access for Artists Backstage and to indoor dressing rooms 01 More square footage of the event to manage due to distance between outdoor and indoor entrances Event will feel more spread out and less cohesive. This \,A/ill be a disadvantage to families with children by limiting the variety of the event's activities they can access. Less -public access to medical assistance, child-friendly indoor bathrooms, and guest speakers back stage rlA~ll ' i Entrance and Exit more activities in Armory - Vendor Z J CL r I ! a W Stairs nd Fire _ J Exit Q W ve Odor CL K9 a CO) tr'wto W W m ;nor 4 Vendor W I Sri 7:' .2 F,~.. 7 1x,~'.1f NK~ -~S LT.. a a vi co W s G - LL U ~ W H + UUU 190 OA St. Spite 2, Ashland, OR 97520 j O: 3.~1.-182 2107 j f` 541 492.0.15~ 6°2J-2015 To whom it may concern, jade Mountain Medicine gives permission for use of our parking lot to Live at the Armory for Techtobe Iast on October 10thfrom 6 am till 10pin. Thank you. Jason Miller Kara J Miller LAc, AAAcOM, Dip]. CH I Jason A Miller LAc, MAcOM, Dipl. CH, AK CITY OF ASHLAND Council Communication August 4, 2015, Business Meeting Downtown Beautification Project Update FROM: Scott A. Fleury, Engineering Services Manager, Public Works/Engineering, fleurys@ashland.or.us SUMMARY Council previously requested to review and approve the final designs associated with the approved Downtown Beautification projects. Staff is providing Council with the designs and a construction schedule update for four upcoming Downtown Beautification projects: 1. The Lithia/Pioneer parking lot landscaping improvements; 2. The Winburn Way corner near the Lithia Park entrance; 3. The northeast corner of Lithia and Pioneer; and 4. Planter boxes and landscaping improvements on the Plaza. BACKGROUND AND POLICY IMPLICATIONS: At the direction of Council, staff publicly advertised formal Request for Proposals (RFP) for landscape and hardscape design work associated with upcoming downtown beautification projects as recommended by the Downtown Beautification Committee and approved by the Council. The RFPs were approved by the City Council at the October 21, 2014 meeting. The City received two responses to both RFPs: Mackenzie in Portland and Dougherty Landscape Architects in Eugene. No proposals were received from local firms. As recommended by staff at the December 16, 2014 meeting, all proposals were rejected and staff initiated an informal selection process. Council required the final designs come back for approval before proceeding with construction. Covey Pardee Landscape Architects and KenCairn Landscape Architects were selected through an informal process to develop designs for the projects approved by Council. Covey Pardee was selected for the Plaza improvements and KenCairn was selected for the Pioneer parking lot, Winburn Way corner and corner of Lithia and Pioneer improvements. KenCairn Landscape Architects has completed the designs and specifications associated with the Pioneer parking lot, Winburn Way corner, and the triangle adjacent to Lithia Way and Pioneer St. The designs were taken to the Tree Commission for discussion regarding tree removal, protection and replanting at the May 7, 2015 meeting. (Click here for meeting minutes.) The parking lot design calls for demolition of some existing trees, shrubs and irrigation system. New trees, shrubs, irrigation, concrete pathways, fencing and lights will be installed as part of the final improvement. The corner of Lithia Way and Pioneer St. calls for new planting materials, new retaining/seat wall and ADA handrail for access to existing building. Covey Pardee Landscape Architects completed the design and specifications associated with the recommended Plaza improvements. The Plaza improvements call for additional plantings, a 1/2 height barrier fence and three additional above-ground planters. Page 1 of 2 VMS CITY OF ASHLAND Schedule The previous timeline was to award, design and construct by June of 2015. Due to the additional time required to obtain design services staff has developed a new timeline to minimize construction disturbances to both downtown parking and local businesses along with taking the drought into account. Staff expects the work to occur in phases starting in late fall with all projects being finished by April of 2016. Estimated project schedule: Fall (September thru November): Bid and construct Plaza improvements and ADA improvements at the corner of Winburn Way. Winter (December thru March): Bid and construct Pioneer parking lot improvements and the triangle improvements at the corner of Lithia Way and Pioneer. January (December thru March): Bid and construct Winburn Way corner improvements. FISCAL IMPLICATIONS: The Downtown Beautification Committee recommended $67,500 in transient occupancy tax be allocated for construction of the above referenced projects. To date a total of $17,400 in design funds for the projects has been encumbered for these projects. Public Works will contribute approximately $7,300 for concrete safety improvements. STAFF RECOMMENDATION AND REQUESTED ACTION: Move to approve final designs by Covey Pardee and KenCairn Landscape Architects. SUGGESTED MOTIONS: I move approval of the final downtown beautification project designs created by Covey Pardee and KenCairn Landscape Architects. ATTACHMENTS: • Pioneer Parking Lot Design (KenCairn) • Winburn Way Design (KenCairn) • Lithia Way Triangle Design (KenCairn) • Plaza Island Design (CoveyPardee) • Meeting minutes, September 2, 2014 Council Regular Business Meeting • Meeting minutes, October 21, 2014 Council Regular Business Meeting • Meeting minutes, December 16, 2014 Council Regular Business Meeting • Meeting minutes, May 7, 2015 Tree Commission Page 2 of 2 Mr, wo~atleaspue-Iwleouapa~wn u z woo•adeospuejgmuE;r@La> 69SS'L09'l4S:llao aanpoj!goaV odeuspue7 O 6~ ~l5, o o w OZ5L6d0'PuElUSH Z156'Z55'L45 ~ j f y o m LL zLLJ a. }aaa}Stl54S 46LE'884'L4S ~lal uUIGDU O I` a O NOE)gNO `GNt/-IHS`d r s~ wzx > ~o 101 JNINNVd N33NOId -I 00 't z aW U) r~ 0 z ~m = z Om = z LO U Q 0 ¢ = w Z- O w K O z Z a U O .7 Z O 10 < Iw- m? Z Ow ON m Q Q w J zr °J xWQ= m O ow > >m r OF ° oLLNO~Q W<~` U z 5 zw z ?a 0. 5~ z~~OY~U r J,w o rz o nrw p p- Cf > 5 0 o 0- w j U W rn pGW m ~rUi> Z W z,zOLLw¢ O =rw W'> Z)O G O W mJ zw ~m Zz~w¢w,~ ~<z w =o Uw z rn~O W Hw W 2,E ¢r< H - r O Yp 3<: -c) ~ p0¢m>a prN mz U WY ¢ a g 0 O Orw za m 0 m W<n0 N w-_ r > O 2 ml-d ¢ Q YY U W of 2 W Zlr Ocn ° r ¢ ¢ K ° v=o~woLLp ZNS < z opc o wow2 ow z~ ¢Z zpO-rZ2ww woW OG ax o vwi~ g Ww r /J~J Q W=U YU' °z JZ ¢ w0 Y w 7U~m¢2 mpg W Z fn UJ DOc'i d mH N - J w w -~v1 W r ZO4r YO ZU W F-FYJ Z_r =W Z~ OmoN2r JY~ ¢ W wS ~w aHy = Y~ M O O J 0 2 Kr. w J J _ W U D<cnw~rg rn W ww W ¢r W' ?i r WaUrrO ~U >rw>oww Z-a. ~ N~ ¢a wNmO~Y `nom w wZr z oC ~ p¢ wzzYwgI m 20= ~w O, w oazW qaz mN ~zW~mp mr¢ z0 x° Om O yJ II O W KN W Z=O O 5NZ 2 Z U m X o r m W OO N w o o Kd FOO Q K OO pvi0 v~0> Z6 . Ww0 w 0z0 Sp CL mF0 Z ZKU OUZU~g UZS > r~ U 5 Ix 0 zIf \ Z Y aw J¢J dO p mQa 2 m m O Z z 0 Q m Z w r w Z¢ r W p 0 w r Y w O z W am z¢ d U ~p O < l W p a a :a :i 0 J ~ OYr¢OW;~ u-p ~O JO ¢ o~Om >'~w za Qn_U NO CL awo w~ ,°w❑ w¢ Z❑r z Q¢ Z Q 0i ,~°W EwS W , ~wm OU W w OOr -Ji O ~ o zO ¢wpOXrxn OYG w~ Unw. ¢z d¢w LLF O Q K W z w z Y d U) O Z W Lu z r Z vl C, ;E U O- Z W x H K x w x U W I~ S Y Y ❑ ¢ U t O Z U O p¢❑ O Y w ° Z O C O G ¢ K Wm K U r W O N J J w d d Z H YO ❑ L1 ¢ p= W p U OW y F d cc r rn O WNO2 z ENw YF, J-u °;a z WI¢~w ow~ O woz z 5w ¢YC r=ya Cr~W. ~ 05:8) ow mm w~ w z= O K-m `QK¢ZO-rO LL r~.O m, °p wwp0 rN OW z rQ7W z<C)z LLJ w Y O~ Q O~w OKwww~z 1-Ww O1- 5~ dvwi ~onY, wQ ~Or v~¢Zz OV) W O oU QC 6--m FZ SC ON 2-, Z-. r - M d Uw`Z YOYUrJr 7rm H= r 2m0 ~ Q~ylwF=-rZZ Y ZO rn~ rN(n U W O Z = W Z O v1 w Y J S ° Z d¢ d r 'a w ° Q ¢ Z F U Y m 0 Q y- Z 4P p Oz 2 Y O Z Z W Q K Z = w W O Z LL Q F.YG r W J¢p. F.O ZfD p, 2 Z Yu_ Z2 OOwui YLv J2 m¢O a Ur Z~<U y0 d m ¢Y W ~O Y YG m0 W OUZ~p m W KC9 W J❑U W w`<) z Z YO W ¢0 Cf? YY> W I_ zj OCC ~OU~ rid BOO UN W <z < Q 8 WraOaG W 'L~ W wr a❑ zG -)2 8 wW 0 r1 -0 O70 ¢Z~COQ¢a wUiY x O xY ❑O ¢O O~m ~U W I- O a Y°<<N m 4¢ C F Ow dy a J O w¢ L ❑r Z w Z r d LL SO L.LJ 7Z=O (70 •10 U d Y~~ L v 0J F- =Y Y. LL z ¢z_~ Z _ w20 U U zw wm0¢YY rr zww oY Wm ❑r0 z0 OU cjU w xw r0 O Q O WY WY Ow ¢ 'i J_o' ¢ ° O x5 W z~~-~ U ~¢c>v Ww oY0 u¢iU x0~// O ry W Z Y m J U z Z O p ¢n ° ¢ a W m O 7❑ p O `Z Z F- r~ 0 Q W°U Q LI C7 Z Y Y m N W Y r Q 0 Y O Y 0j ¢r ~<z m- w W wrz r2 °g °<~H U K'w z~r W¢o~z 2 rr wiz zo w2r W ¢ W W ¢ U U U w O z p O 0 CL U O Wr p ZOO W¢ 5❑ c; Z 0, w w 2- Z O Fx- W O w> z O F ¢j ~i of Ix- Z w O Z Z O C) W pW p Y w ~W/ ~I 5- ¢ W Zw-W wJ , W L W wZ ¢ W rY VJ 'J w'ow_ 20 W w ~~Z IY rn I-¢¢~IL F- YZ''up J Z O✓) W Q Oa'm OO W O Lij LL U W Zz z O co wY¢Y ww0G2wZZww OW JC) °W ZY ZzdO xw -'ww CWr oJOWazO ZOS~ OH m¢O Z~ ZUw 2w UF-U z W m¢¢ W i U r LL LL m U W < K o m Z ¢ m ¢ r m G U < m r W 0~ m~ CC d n Y Y ¢ m 2 7 w~ z z d 2 L O w? Kw = w w Q d N m r_ m m z ri v vi of ° 0 w w ❑ N Oz Oz LL g 0 0° fl ~az °o~ ' LL i R Q O ooa Q O o w a -Z Z 1> Z Z Z W W ad Q V j zaz~~ IY ~C o zzw o 0 0° G o~ wr aww ° n[7 °?Ygw oO w p ~>ox ~wnOU O_c C1 woo~w <w m'§v w r m~<uO N m> j m>m a>m> O )l9 ...O>. N N m ~ v v °Q aF"Fmcn 9d wa~"a a °m ma~ > w O W UZ❑❑ oo'>>oo>o'ooo m 4oaoD ~z oF` rCZi~ z y wz~ zz m >ooo>oo'o>ooo>oo'o > ~ E E E E E EEE~~EEo E E E E E E dd ° ooou,za$-x C 0 Z a m E v; v m m m v E x m .n w n n c 9 - F m= 3. 6E E .3 ~ o° 0~ ocQWQijUCwiZ WJw W o N o o ui J J J J J J ~ Q 1 D O Z w W G 4 O R h p co V O O D D FZ ~I=- COtZn ZW Gf 'C C'p 'O p O. o & 0 0 0 0 E,-q¢ -Y U && O~ Ot m... mm m ° ~Olm GI m?C~6 O: C1 O r * . Gl Zd OWGywGpOZ~W J CI o c - Fi.~wrp0_CI wZ WF oo o z / ma ~GOj~~ow~ c i~ oW~p°m~E~a z ~o^ov~~~~aa aa-c oa O.. a.. 4 '0 0❑ z~ wuazQ°arv, r0 m° mma. aaa0 0.388,88~8 mo 8So m0ammE mama a J vQ ~N m~z~ ~zz~ ° w C w tt W G ti K w j LL.C Z J f ° v E GI 4 pa o J a o~zwt°~soo c o a¢¢¢¢¢¢¢G¢¢¢¢¢¢¢¢¢G¢¢¢ ¢ g w°- ~a~~w~wzaO W a`N `zz'z'zzz'zzz'zz'zzz'z `zzz`zzzz2o toc zm w zz`zboz dpb o~r°a~o°mo w ' °zzx ycocs~Y F c li <a ~D p~ mw_iWwG~mzwz WZOZ~-~ QC W'G o D - - - - N" - - mN" - - u'c F'N'vrin [n ov ~~lod~Ona^ p~DQ z) ~o~~~M>o5<ca~r U CL ' <J C V C N N N N N M N M N N ~ N tJ~ ~ ~ ~ - - N ~ ~ N N N f/ QG / a U m v ON O"N, O-- OO N- "N O-.a--^NOOMO M OO OM ~-L- 2 m C a O- O N O i^ N. ih lV O O- (V ❑v f~(O tDn~m-m:-ter`-.-tim Nrr 1~mv;~c00]o] N W ~oJ ~N.- C I °o0°0°00 00 ~'m isoma mo y T ❑ mKC2 Ll 2(2 w rn m iii CC lii LL Y m z - XI El 2- a W N m ao.CGN a _ Z EEEv~`m `m .T~~o~mmo~~T>`-, 'S75 -5-3 -5 75 W d d % T T O O "O t t K X m m x T _ X x> O l7 I! V N N % U N x % ' o o^'B'aaoaa o0 0 _ _ >>>cmooooo. i. ooo U W y~ tic~ -nm J m ~nmmr aoo. 'c c'asas ~vti n a n n d x v x x x ° N y on m m `m a s a'~ a s n 1 w~x ~f a rc z W a! oo oc m and W m UUUU¢li UU UC7000`.UU¢Ut=Qti / 3a,>Q o°r'o > R ~ N M V 10 (O m W ~ .r- ~ ~ ~ ~ m m N N N C'~V N N N N N h M t~J \ r I I \ I I. I / I I i W z y m p rj O r p X z p U a W o Y F a ¢ " o N r z Y w p ¢ 0 N W E5 ESQ ; v; N u ' °w o W } W w F- pLL ac¢ s< ca LL J w g w z g x o z w ! .,r - 1 I! ° z m ~I Q ow w z z X or 3 o r N W ¢ w U z w ? .J z z 'Cw -~u01 N O p 7 Y = r~ x u z cw N rn O r 1- F- Y 'u w m a N' o FS- Z K LL g w w 0 < o z st ..\.a, £ o W a 0 o r C w w > X CL zo z o 4 w z~ ° ?o N~ \ mz r w r U F rr Y w O of _ % 1 r Z v: of a f~ i Z' ~F W°O 1- O - m ._m I J z~ Yr w m W > zp w~ o w ¢ Z g z5 u u. w m 0 w m Z r m n, r 2 I 1 /I ❑ o a co O m r~n < z X ¢ o I- - - - - - - - - - II J rr YZ XO O LLw ¢ly- i X I• O U r z ¢ w ¢ W y r m r U u_________________ L r c9 ~ ~ r p 0 ~n d W J > J p W W __r N N 0 0 W W U Cam O W ~w J W Or # w / W v i332l1S H33NO1d N M V N m ~ wo~aEe~spuru e~ueN.um~n L z wondeospueiunesuaNp/u1q 69s9'~o9'l49 IlaO 7a~11T40~pw' adeTO UTSpnue ❑ w OZ9Z6 UO'P'~el4stl Z196'Z99'149:X2~j ~LIG CJx ` ' _ @ o m LL Z a U O PaiiSb949 4618884149 Il J - ,.-a M N093NO `4NV-IHSV N r' ~n a q y a m - ~w N lOl ONINtlVd 2133NOId -1 J W ~ LL' ❑ S 2 Q J m J x ¢ J ❑ r LL W U m C IM W ❑ F-N 'Y w>w J IM U W W UF- ry rn~K:- LL a° ~z w g o a Uw mz=w X? w❑ Z z° S n¢ z SN aoLLKmw~ ¢¢m5 O o~ QQ Q om. J N Z J W W U co>Y ems.. Sy m Z~ F' V xv+ ¢H Z o K IW- mZ Cn z¢00oz rOn? W02of °w' U m U O ¢ W 3: wLL ~ wN m O r w ❑ a ¢ o O } a w U L'J D. Oz U n' wp Y C ill rJw~ O > 7 W J w J NZ 0 ¢ Q Gl g Z O W~❑O~z C7U O¢mg F Y m a o~ o ° w z< o~ Z NtzU0UO Mo wN~W o II Ed g~ ZI ¢n~°zw ¢ mZ=LL Z Z❑ x W ` m~~ z x w ~ O Z r ~ . w zw¢~o~ wx wwv1~ r- w r ❑ m Oz ¢ O w¢ w oow Or > U o 30 O x0O m O ~ K> I- OOWWwOO '¢z =Joo U Ll W .2 o 0, U =o+L' U Yz H ~LLz =U 0=U W I O 6 U < ¢ }rrn <11 r x e0 a w LL ~r NFL W00 r¢ zZ~U LL~~ y U w = z g w w w 0- w r ¢ o w ur z a J O ❑ C7 LL >U r " ~vi ~❑~m~Q a¢ =z°zz~i Y O in rn < r O rc J ❑ a O❑ J LL ❑ o J¢ o} o u U raz o d~ U) aCO=Q~ zU¢c~. Z ❑ o z o o-W' c7oz , w~ L, ~NZ Z LL~w~or¢i~ dN wwca_-z 0= z w n ~ z z z z°_ O 10 ~o w °ow o U N LL z rg YU= MO LO¢ U car_~ox n= ovaan LLJ 0 r wwm u; O rLL in cn w~U JOUOzr Jr 0wrr0 O z z z ¢ dPa w w av w w ~i0 <(L< 00 n~wzo' 0- O U O C' rF) s O V U (~D U) I II 0, `J I! r I co Q7 I ?7 U) U) n ~z M O C ° ~ OLU ~ r\ LU N I i ~ M r r r N , W Q W W c _ I c I Q ~ I 2 ~---~c U (7 V 2 I ~Z~r. 1 I ,J Illl D_'OF-Z O LL, Z co❑0 II ~~r o Ia,I U W O Y) _ 11 F- 0 W CL MLU I? 0 U ~ 47 F-~- 0.' N r M m, dK U) W O lI n Q Q W aU 111 (=j C) Z: Q K J Q r l r W C- M N L ri r _ _ 11 I~ Y' I m `'o N r r ~ I 1332{1S N33NOId woozCexpue~w e~uaH rr~x J ~ Z wooideospueiwleouq@Ajjoa 6555'409'1451190 ojnp3]ty;3iVodeospuerl J 3~i$ o o W O OZMuo,pueigsv U96'Z99'45:xed TTiujG ~J UL)DU~v 9 E J~ d I 7-: ;aaa1S d 545 4fiLE'884't4S ~lal u Y - A = NO93NO `aNb'IHSb' .J~ ~v7 y U = N 10-1 JNlNNVd d33NOId -1 I. a w N c w am p °v w ° -IQ ml o zd~°x~ o Nxyu iw~ W zwm xozw m^wi ma< `g In NI zd a raoz "¢zw am a~~¢ K LLw °z~W » oo FFO~ 6 6 6 P i 5~~0 ¢ Zwo-W ag °w'o z oFm zdaoa N uzd ~g~o ¢rc Z 0 o ZU~w w oQ¢WC oK OSK .OZj ..w0 wm » wy0 Q ag zd °co.° z° a~< w o x o;uxia 'wo ~at°~'m °b~ Elf !_-Zo~-._ z W~o~ ~uxa mKp° w° a°m K ooW< gzoaom ~J¢w ~o~o r~z a °I e ° J o 'mzrv° ouzo om,w o0 LL g. I.~ i< iUr yw C J Z J~ z0 L'1Z 0 z xw Ca ~J tNe O o- fwaZZ pl'O ~ w UW << N 5 K' QF U' UK < a O ml u: ZzOZ KK i Z¢= i U~~O ~~KF. > OS'w 0 ¢f,r¢ O << S U d J a °o °o o ~ ~ _ I-K K a~ ¢w~m <<SS F_Ff tt ~wZW ZI- OmK O U S _ 51 DEp'aa w Ft0'J<V'7C 0~ ZN~ 21N-OF WZ°W mFW-O~SOKU Ww ZZW K ° JK mK"' o h - ¢I K K K', rr < ~~m cn❑ uEmzW eow ~.0 a°'`~''I w 40 - -w ° ol-oi 'u5ao~ oowr- Ozr umKx~~a a5 K _ eo ❑~w mo O x Q O''. a 1 CI C Z LLOZ K UC>rwFKZ Y dU0 i 2-N Z'LLZ22w Z J H a z':I~ f a ~o ~r oJO w°.K K n~. z z _yz owwW~z°ocai~w Ezg' O II K m < wu°a°w❑ r mr~~~oQ i zai » -O r~m~ocoi k'o°az o- m°u z O z W°- vio~~ZwK KOOU Zp zrnU (iw -3:U w ZOp- z¢1-p wuyvl y.wil >Q r- mK .Kpw OZ r.0 a02 ROQ pQ_< _w<Sa20o~Zp °W<r~r2 0 0 N ° ° o ° ° zc uaWeuo ;ag ozuo> a K<o smw~~~ Q~ a 2 K ':J c~ n c e QW ZKOjOr F-wJ33 ❑ FOZ i QO-F °Z ZKOK W rC-Km Jt=il oac❑ FO .m IK O vg°i w~ ~i~uua zzoc7 r~~y wp GJ O_ m R 'N ICI 'K K O WKU >i F' OEOC Kp WdZ LL V1 OUNQW aw❑ N O d ~'di c. a >u ~oug `ziw wpo ziV°~v.~ n Ky z m m ~ p wZ66,<E z¢wWW=O?r¢Wa4 FWei, H o¢ 4 c c c Ira zz~wo ~izd wwxw w i w ax~~~~E❑¢¢~NmmQ 0. - m O¢°J O Wmm~aV-> -~;O w sWNO-axJtr: T' ❑_hp CKi 51w I 2 2l x' 2 ¢ uomw u~tn2ac=ma „ rw op,, u =w w W y ° - 2 2 •>.Yf V N W ° N', N~ nKW~G7 mHO pK yCFVmi - j SO U>w a~52 * Yom; Oa~x OO W~oa~ wp Vw O a^a w z C LLI z. _ K Ku~ooz=FKp~Q Zw~oK arc ¢(I•1o FSg ."Zz.znwn.. i iyJay o° af. a m y O.. rw- rn OOJ C<K Gaw°WQULL><~_ NayN=OaZa UDw OaZ aZ- ~O Zw wQK LLJ ~ ~5 2 _ J OZ(9~u Or ZOOp0 Q j 7r m O w_paN U 4J V1~Z~ww awQ U ~V- ❑ aB c x v J C' Z SIN K~',°wO ZaruKZUy Ur=JwWN❑wm ulwZO U'WK 2. Y=w Hw}OKwwz Z Ky0 01- c KQ QQO<~ Kf m> 4K'~ QQrrO Z LL, Q . 2 ~ O~Cmvi000 xK©zJ°~arCOUC 10 1-1 QO 2WxZ C7 UN N 2 f°~ H o W 4 U LLi . Z W P w O 02>OO~-W W JZQUEZF>1~'!i W H KN W CY ❑f- K WW I-~ ~Imm W ww z o o - Zi <zowo aaiuzJ Oi zw~r wgwci~~w~~~~iwx~xz:n o ? y 4 m = IO-~_I-GKOr2 S O O QC<m.~~wr-<x O~!-r KKCU G C g Z N Z NZ Y2 >>iOm U~Z •W, OW a > Z' J 0 ~NCJw mH °_N y'dzW ° _ w¢~wozwz~wz~omzwz~zdKautW _ ~ci OG° Z, z z W w 5 w a Z I' p; a~ " ~zoaw°~$~rE~wxo<oo o O O r i O ma of za>_~ o- oQu iz 5 0 ° o o a > h' ~g KoQLL~K GLL wJ~FZ~ `~]wK>oaW`° °~~W'~~°~W°= zz~ LLw `~xa o K mo o w K KUaU o Z z oK iW LLmw g m r- ao F Q -wFZOU ❑Zo-KI-Om~tt'I-~Xa~-° oQ~ k ZJUawI-OWO~a UK izz`z° N~ o~¢wowm~w.iLL QQ w ~o Ci ~'ao3oxp Ea4io_aw-❑t- ~oooz Q I I Q + C~ xo.°<x z n JO IE ■ m «2 J07 Q . O o UZ>Z KO_> ~a~° ¢ geF-¢aam mo m.~a m_oW JOU?w ooog I I I I~ a c 'Iw o ~I M r wn N h I o a a a _n ~ II i z ~ I I o ~ II LLJ 11 _ za I I W z I I ~ I~ I I I!I ~ II I I III I I ~ III I I - II i I I, v\ l J I W ~I I - - 0 O Q I- J ul I I a Z EL Z cf) I ill ° l LIJ Q 9 LO 0 C) Ct l ILW a Lu Q ° I I > I _ I,I I Z Z ~ I ~ I~ Z c - - I 0z p~J I <Z r Eli Q~ :H Of u I co II LLJ co z O I °x 0 U Z O j _ - L) ? Q ~ E Z w j FO -Q W V) co I I LIJ F- I I~~ X - 0 r I i I IV I 133211S 1:133N0 Id w Dc adeaspuejunepua){'lnnm z woo•adeospuelulmuaN@fjjoN 6959•L09'L49:Ilso OJOI)oIt7p1d 1~Anspup'] 9 o o w 0M6 dC `PuRIgSV r ~l ~`TT a~ 2156"Z55'145 xe~ j G 1x 7 / w v~ o ~ O IAtL taaalS b 575 461E'884't49 aal n < z a ~f = w ; a a N093210 `CINV-IHSV d' o N c X w L,k N 10l JNIMVd 2133NOId C) " o 7 _ ryim ~ 3 3--- --nh-- I- - m m'-III z u o- o F oa w z z NINIm jN j Ip a Y5 om 'o Fa=~ ~ a o Z E w wo~~ ~ I Q rr a g5 z a ;.,o °y cm ? ~wmn O a z n- N z< o z a ooiD c w~ _ ul =~¢r=n¢ozr z uw E~° a° a ';~ha G ~maWr zmo Y~ww ` r l¢ o o ~w oU1 JOa r~zow LL O Z p~dcohz~.ois° L c NFr iU¢ o~ m zoU~ o O I Z z Z,4 aao z~ Icz~l°3~Ppm W - 0i ~j r z "a~ z~°-a o Na r z zg oF a J o 5' 3UI li LL_w~~o >I a c o ao owo 2 IL ac wfo ~rz u0- d o~~ m u C m tl~Oy °w N ICI ICI y j s rv0 zQU .YiOw ZU mY m~ n O O U) 0, Z Op mR P, FOWm ~Z Owp ~O wa y Urr o ICI a-El ao of _ : _E w y~ put JOZ Q 0 Qz~Zw ~1= =C.< - E - - Z NC C¢r C- ~Wr J> o < -NC o > o - rxgar u p n'~- a ;.c? E l li c Z W O#" Uw F0Cy '~wa' ao Z it ".E-r_ Q yz 3 °r° z ~ _ - ° z LLI - w W < a z° oo Wz a-°zs o"~ <i~EK-~s`~E z _ [3 - - j d. ~o zUm oz ca l° -ME z ZUOCC KV wOQaC ~D< q S wr o Z lucilLL°' a a~.752k c~n> 80 _ w w¢ 5m~ z o w~ z~o~w am rz~ cr wwz co '=C C O Ca YO=N~ col°~ p Z tt? irm~C ¢m am °rwo ¢o U m W 2 } 2~ U U) I I , I II I ` u • m M a r I ~ I i W (0 I % d5 ° - I d5 m NO m zUUt~ ti - ~I I M t O M M M N O N x L O m U O m 0 m 0 O. (4 I NU2 j,.j N m U UQ U UU 6 6 ~I f• M N N M 'f:':C. -LI 2'a ,I Q (D U) M ~Y 2Ua7N> - U~._ _ I I .1 J O (O MM - i to N u7 ~ I U IY i `~s w a r x \II U r~ Q N ii 2 I r t~ i ~ ~ Q ' I I ~ o L I ~-mm I 2 U U ' F :9 2 I N m a` I • >NUiU~ ~ II w Z I; W U Z W ~ moves M....... Z JO ~:.::2 O x III Z ~ ~ I Q lL a~ N _ °aQL) ~ J } n X + ~ I N MMQ .1 ¢W LO~SON i~ Q N `-a a K N N ° _ J d C2 (6 N U d' N co T L j II I}I ~ _ _ I- ! 1 `~I i ~ \I ! \ I ` 1 I I ' I I i I m i I m I L 0 I 1 ! 1 _ ! I I \1 I / I I ' ~ I 1 Q 133LI1S 2133NOId wm adeospuelm apu N;nmm LJ-~ Y O woo'adeospaIuneouaNptiaa~ 6999'l09'lb9:11aO aJn~Ja~lyodE.adeospue~ , ! J LL ❑ w O OZ5L6d0'PuEl4st Z156'Z59'lbSxE~ udleDUO\T laaalS V 575 7fi~E'887'l75 :lei lJJ jj s~~ _ e m LL Q Z a O I fir= i A y W NOOERJO aNbIHS'd <WX 1-4 N N 101 ONlNNVd N33NOld -I S-1VI30 3dVOSONVI t o ~ ~LL „ m ZZ~ ~a4 r w ° ° OFLLNm +°8 F j> w N_ ~i Cw ~w o < Zoe w m ZO~a nh ? rho FZ U j W Uw Zf ¢c^a0 w Q J¢N - U C KOU< U C 7 4O ° mg>m ymiof w a~a l< p o~ w aN I wN m ~w . W oc ¢ow3 J urUpa > D w z o J-1 Q m y 1 W O x 1~ i m ::..:III'III .O > Z 0 0 o ow = ° - 1- o, o~ I- a " o o i ~ III it wo>uo O z-III oIz gaxo=~ °woy5 ~ ~ ~-III uwi N w gO Omyz oo' laGlc i0 dO1W z m • ~ ~Iw .oi. LLI I I I w N - ~w O ¢ w Y w z ? o0u LL ¢ U f C © Z Fes- G ° w~ jG~g Q@J U tSG KLL U N - V O Q f _ r w > m w d ~ Cll zio r r G oo z o a o s r w u z < z ~ z o ° o e" ¢F vwi I- o_yw z a F o x w - 1 0 ~ z O oa m g of ~ v,, AIY,~7~y O N KO W w O m o Y G w _ OIF ¢ t=.' w c~ ° \ 'Q G W 'SW W°W W° G w U r.S_G w F °ZLL Fr©~¢pF. n] ~F N m CC N rw W> K U O txn Z U DU mN N z¢Z 010¢O EN X K jx mJ 0 z G w LLF ink p z z J q m 4~ w ° moo,: r"-o o °z o¢ r f o o0 ~.v c o z zo >w °zw a ° Gu oo m w w ~wFw~ ¢ w ww x U z G c> a¢ aF `x wowa~ m F o U rNOOw E ow, O U W r W U- U K ttz ^ ico'wa h><¢>o °z~~ a z > oN=N d U) \y I I f Z ao Ira`;. $acg LL~ 1-. z r +m z ~o~ac? _ LLI! iw a 1 . z > O m0 - ,IT- - -t r~ - O wGw~n r ww W 1 ,Il '.I- I. W G » w -I ¢ L I - W O z g w w J~ ,G''I d''I -111-yll- 0 0 w w 4~ - o ) 10 m ❑ N _ 7- F v>¢ O 1 Z - O II `r oo O N Nlw_ v - f.lz o - a; ILI 11~ .1 'kdW .aZ/ M1IN. .,91 y IN I ! N vn I ( V 1-~1t-,I W kk. i NIA y IE T \L/ °o w y ZZ ~ flw w u a w 2 N 1 7 N K O r LL O x G D a Z _ a W 1 N N J UU' V 'y - In W U > N ti N O U'~'.5lln KZ O sWW c~2 -J OOO 'O a I.~t ¢s w ~wp Qf w zQ ~...j o °o s _od w~ z~ 3 z"a >r 5 ? z ms ~Ea SF wz~x my a o 0 oQ k ow° m a o rz wLL~ n w° mw ~ >°w°z~ ° w °o m 5 i r gNV °o aw o rc " r~ x°~a ii w °o- c LL r~l ~~v Q o Y ¢ wo u~~< ai - o' a III Im o gw amr apw G wprc zg i za Qc LL' ~w =w z~ ziu ~w ~w >o WI doi nz a ~&U a§ m maw OO dor4, a2 Za-U¢, OO ¢5~ xY Z 11.111 ~a 5s0 Q o >M ax oQ a ax Ufa vim d - ! o wII a ° z a c~ - z z w w z 0 5 ¢ g - a a + - ~Cg m U) ~z WT ca o ° d w z O; a X20 z 17 1 z - '.111- ~ f _ ~ I ¢ _ dad NI-A. v>F ~ W ~ I J m _ w 0 fn a 'WIN ,.94 ...IL..! z N N m x u w w ~ z z m w e o ° G w g a Cai z i i o v o~ o o r~ oco i o i x~ wQ gad z 'b 0 z z e v _ z ~ Z~ G w O Od L OZ x w w w ~lOni - mw ow w owe z o dw za oo m r' 1~` o > > _ L > y - O Nz c w¢ F yw w °m.T ~_@I 1 G O p° til N o~ y T az o w G11 K K~ N xl7p z F W - t > ° LL mK ?C° o r 5 J 4+ ~ z O 2 + + N + + + o n ? F.x o ¢w ' ❑I O + m z ~ooco zO 'YC v. CI 4 ~t i}~ v Z I+T+.'++ Z NWC I N ¢ ~I + + + + a 0 r + T ° U U U - W z zG 000000 L) 1: F 1( ❑ Y ? +11E a w m N SNVId NO 031CN z " n < W W a7 SV aONVI SIO U, IL h LUI r \ 4 'NIW .,Z4 I m mil, m~ CeosOUeiu e0u H'wn~n woo '@ deospualwlaouo~9)fjjav, 6999"t09 tb9 11a0 aanj.,mjjg0uV adaaspupq l j C~ \ o w 0?SL6HO 'PuE14SV dLS6'M'LV9:XE~ I~ I? m wLL ~aa4svs7S V6lE'88VIVS Ni LI(~IP' ~J~ax L 9 s E ° ° z a n 1 w M N0032JO 'GNV/ HSV J 1,O r NNo~ 101 EJNI)INVd N33NOId S-IIVAG 3dVOSONVI ° wN le o a o Lo 2 so - koz .g o Gi o y p4` FU ¢ rn 6Z < G J mp a¢ FY .U ~F 0 u w y 0 a 1 ~5°a ao ;zo do 9 o°a 8 z `a'd ww a"GF mm '~2j.; xoQ z i aw O ~w iw° w dze ref "wo 3o z oi~ w ° ; I d ¢ W I - III I I III Il I N I ~ I r ill ~ I",_ II !II ~I I. z - Ilf-1; Y ` 1111111 _11 III II''Idl~ r' wC t0-r0 O O., w HOC 4~a°w OOZ w S~u~ ~ru dcG W`< x 'aK"wf ~i~Q 50~ iLL? ~~°m "Q?y z= Diu DUQyYL N ~ 2- .~wtnw ❑O ZZ ppz.-C~b6. ~ ZOi~a 0 ~LL WthZQ rO wz \ d ~~m~WYShm;~ azw,inaw°~<o.~ a zG .sxwy oN wYZ3wa ' w woos LL Y °¢w°z I o Nox w(¢JQO2U2 ~vwiwjrWQ z2Z Ztii0^yS~m C'U y °U OU Uf K2G~0 JSm C W O Z w L1C OOY <a OOC a. i x ~Yma, ttQ oOwQ n K K H r r r owt ~a,`Z~ 4aZ d Z OrQ @0 C dEi \v. U .e C. z N 'E > U w z W LL o W n m NIW m i'N (3dOIS h'~ XtlW .9) E ~ ' INOWGNOJ 3dOISG x N.C.E) ` ❑ oow zoo WNW z L e 505 5 w~ o °p5d °o°s'n i a0 .w UO21 U 0 'ci U~r r:°-7N G - Tin ~I - -I 11= = I VIII-1 & I .x_ ill I YO W F O~ F °Q I_~ III ~ rz ❑ rE oz mxa+ G w= -III M Ti =fn 7U'Y Q C I- N <Y q 1- JT--I i 1= ~wq Ewa zoo I =III- U ~YWK ¢ w hs pUUa SW~ Lo W= mz sm ,Qgn wo zx,c°zwc~z 9E _ fw mod wOYQKLL Q¢❑ Uw ~6 ~QoF Ym°C=WQ S U 6 o o o~n Ga I M I C o w I Qw \ w n o Q F' oLL z IY oUw z - z om W o x ° U Oz zti ~-w io Z Y~ Yod 0C5 ;Z ~~N 0 o - i~- O~n< Qo UG ~H° ¢¢Y, JC ~5}p}Q z N ~Sm 2D w EUQ U i~Q Qc^ Oa Ow pp~w„w ~ tnG U5 Uf Ue❑ f0 JJ wooadexpuepleaua%plujaH 69ss 169-IVs:Uao adllpaj!t!ol~ Anspuel OZ5L6 k10'PUpl45tl atsszssevs: ~ ° 0ZSL6 NOJ32l0 `aNVIHSV ta~~sysvs ~s«"aabtrs :jai iIi[ gU3N NOISN31X3 9bjno ~t c `c o AVM NunEIN1M J Nd'ld OW30 aNV N011331021d 33111 Oz m O Z ~z 0 U m F- ~ (D w J ~ 0 I- < - ~ ~ Z w LLj O U) U Z \ m i u / Z w W J I z m w< w z Y J W J= O w J u \ W S O w J F- CL m 0 o 0~ < CD (D G Z Z w / \ <wUF Z U Cn U) X X roe---- a w Z w W O - Li O Q Z U C% > > / - m U d L]ii b Z= Of cr- W O W 1-OWZ~ Cl- d D~ UC~ z0- w!-O O O O O LLj CD) \ W W I- z I-- ~ ~ O O > ° C n w f-- 'l- r Z w o w Q W Z J ( A Z w O z0 J Z C U O / W C7 U~0 Z F- F- U z z F- U O H X jj X ~ I ~z ~QO I- ° W I W UO~ ww~ J a > W > z ZC)Q Hw= O w 0 t- 0 c~n T< LL, J z ~W= ~0 z ° 0 0 0 0 0 U U ry- Z < 0 w Cn U z CO 1 U W I- _ < O~Qp Zj 0 = 00 Of a d oa~,a~ o~ zz z w d D I- 0 z U) W LL I- w < W 4~Q~ po z W O O J z~ O O O ~o OZ ~zz I- Ow U=z=w ~-O w m <O z~W lV~~ Zcrj< Uw ~W Or=U U W~~ LLJ U) -J ~J a o LL < Z CL ~ 0 CO J m Q 0 Z CO Y OO ~0 O C) U)z<~~ P !=z o 3: i~: oct~°c=n~mv °4 Q z00 p(D mowz J J!z ~~a U0 0-o ILL<' 0oQw ° Q p 4 -jz p~ >-W i 0j=0Mn Q p QU Ll.l= Jw=!-W O W Cn0- !-w Jw '-Ocn0ZwDQZY <D LL U ~ CO < 0 w w O Z= w~ zw ~wcl~ LLJ C M = I- pj~ U LIL caz pl-OF-- O~O~ < J <wzQ z WtA J < z05 Z O = W >O ww = 0 m = < < z I- D Dp U) E 7E Uw_z<mCL U) Q O VQ C( OJ W ¢W ~WU~W ~ I- IVY zJ wpE-<c) U w p = w wZ~ w< wui O D z m~-<~I-wzzz W ~W w D wIn zZi=w!w 0F-: Q 0~O p 0< OWZwUUpo zz a Up Q--<xwED o a" 00 z<¢QzQ Q tw-U <zW 0w0< W wuU.lz<cncn~ooQw Q ~UZzU~U~O0 JO ppnJ0'<r<-OOOC7 d 0 p D OD w~wv=w~cn G) Z Z wa~zww!-I-I- zz WzOzl-JWZr) LU W<~W= } ww0oC<7CD (Dzz d ~Oct w-J>Qw W I-U W LLB<OJI-<F~I- < !-W U, L: JQ ~a~o0 \I O ~I-J(Oc/) ()---ww DOO z r N Ch Ln w O O r N C7 O- N O r = - N N N N Ch C`5 M 4 i J J J J J J J J J J J C/) wxer-•uea.~ie~u nwa wooadeospuelw!eau@l~ki@N 6SSS'L09'l4Sllao an1)Jal!y~t`'ed[3spue'I r. { 1/i~~ OZSL61i0'Pua145V ZLS6'ZSSLtsL~a~ I _ Q laai7SVSYS vsLE'ser'Lrs-aal udleDwNj , OZSL6 NOJ32~0`DNb'~HSH t'f = ,k_ m NOISN31X3 MAnO r r ti~\f ~ VM NunGNIM J ~~i S31ON N0110310Nd 33111 z Q J O z ~ ~ F o 2 rr z a J Z p W p W I- w °c o O U U m Z U) J Z Z J J U) o c O O z Q Q J ° ~f- Z QW WZQ Ln mc~ W W ZQU)CO WODQW o _j J J 4 L] W F ~ m O O o- (3Q Q O O O U 0 O c W d~z~~QQQf-1- w w m~ Y wwO~W W UUL U' ZZ ~~Q HF_0'Q'~QQ F- z N Z h-. i- J O U) U) - - - D.. W O O N C7 O N O O Y W ~'--NNNN coc)Ch4~t W o J J J J J J J J J J J w W U LY > p O Z z LN Z ¢ O (n = c O C_ O U` K ~ a m o f- ❑ U 0 2 E Q U Z m C = U CO Ln Z ¢ ❑ N G D U) Q ❑ W Jo W Q} 0 ~ O w Uv W > W W J W o FS W a Z fW a m ~ W - n Q~ F-~ p p zm = ZmQ Y Y LL W W U °wF 0z W W W ¢Z cn F- F-JJ UO O ❑ z w W F ❑ Q J- L F-p W ~ Z J JU O =z OQZ>-0z Z W OQ W ZO JJS W m Uj Cn O W O = OSQJ Z Off- W U ¢ Z W a ❑¢¢O W ¢U(n J F- O F-z c0~ W ~ UF' LL(A W JW p F-Q LL, 2p Z J w ¢ J zF-F-D~- C F- J W O a. UZ zF-m U U- JQLL~ pUtU F-W O LL U Sw Z~ZOa,w W ¢O 2 p ~O O W ~ ~F ZZFZZa ~QZ Z¢ W J U W cf W Zp OFmF-dz¢~ CO U) WJ m r~nw wQ=w Z~ o° °OC=i~CY70 °=x F- W Ow K >Q0 °a I_O S~JCn❑wU~ W ALL' }Q Za Ew0J O ~ W ¢z W }'z~ W ~'W ❑w 0Z ~2 D HW U) F- Qmaw00Z zz= °O 2 W LWLlo ~a W F ?OO~~w mo= aQ J~ Wz °vi OOM W 2 U O ry❑ F- 2 F- F- F- U ~ W- r W LL = W U C]Q~ W f11-Q(n O F- W W z_U Ff-~U Z~ ~iw W CC W Um0 J~(~` UCO 2 W a.= ¢ W wF- J U` ow F-I-~ F-U ¢ ❑ p W ~ f-~ W>~ ¢wz p = F-~ W >Z W WO fn oQ ~v~iUmLWUa=~ ~~0 <W o~ 0dz~ ~z =Z<m~~ oQ rn0Y W~ woQ m~ W F-C W ZZOLU U) ❑Z w cn P-"o -W U❑ QQ J4 Q Uw ZO Sp 00 2Z~ ~J pw wmu-~rOw W ~v Uz U~cn~ }O m2 ~.~p¢m~ z~❑ ~O O} I-W -z U¢- z¢ ~c fYww0 CU ~p OZ z° ~~xz ZU stn OUOUQw 0wLU0 F CJ z~ OU 0C o O> O 5p wQw¢QWOw OZ~ > ~¢WOO W wz0 Zw~U)FF =CD -0 >r1 ~m odd Qa z OC) ma=z W muoCD z~0 ¢z w!m- zQF U 00 W F- ow¢O~O ~¢a UO Q~ W ❑a ~a 'z QzOgOLn-~ ~wLY U0 C) z❑ <~w Qa zFm-O W w~ w❑ wQ zoF wz ~Y wz~~i)ZYaO ❑Z❑ O W =Z z W U ~U p~z U2~w0w C)CD0w O2= W W- Q~ QQ a-a¢~ aiH O ~pco o¢~o00p W Z Q~~ ~O~ ~Q ~~~F- c~I)d ❑ yo LxLIZ~Sp❑ RO~~ ap ~ W d~ ❑W W ❑Y~ W~ U~w FUw~z~F¢ Cf) Z ¢a 0U~j p°-~cnw zIX FALL C LU OBI ~o ~F cc zQ =¢c9 W ~JD w~zLL0LL, ~ F~❑ Y-W 00 LLJU) p ~O CDw0 0~0 0IL z¢0Z Ow -jm w- ~w0 zF2 zQQ F ¢~w~0~ ~wm 00 F~O~ FOWQ boa ~wwOw2 QQjm O> Zz cz¢n H❑u~zi 0~ 0 W O ~ w W> z a a Q O Q F ❑ z_j o= O p z¢ o= S F W p p o F z= U w ¢ w cn w p 0 F w ~ Cw) Q oWwaQC- C6 nW= mz ati 00ww Of~ m=¢ ~!-~¢w~_ zw¢~ Qw 00 nJ-m ¢Y w~0 ~Q z C~w ~~¢~i❑pw~ w~ z> >OUw a~ vi0o aQOQUw °0z0 OLw mw win -L0U w~ O m a of 6D a O d 0 J J w= F d p U ~ m w= z? O Q z Z~ Q U w U z p U = 00 w Q 0 p m F U I- Ur W a W W Qom W ~ ¢ ❑~Q C='JY a} O W <O ZinZ aS W J2 W CD❑QO LU6~ L) ❑ LLI LWL(n ~O- 2U U z2 W W m0 ¢Lr F W W wm ❑F z0 ~U2U` Uof QZJ2 p Z ~Cn W2O Z¢ F m¢ z o Z 0 w O Q o❑¢ J a F° O? J w a 0 W Z O ❑ z 0 z O O F o w 0 w= W¢ O O z O W F z ~~00W W Cc¢0X O°O ¢O U)>¢Q W z0 m~H ~~ZLij CO U) wU ~w ~p0 LL0 ~¢p❑ z~F- m W ¢ ~OUp❑¢UZ¢ a0 - w z~ > woz OI_ LLI 00~(7QCC W 01-¢~ F° ~F zwF z0 aF W OtYU ~C wzW-Liuj ww W❑wLOu ¢°W Oa uw 0Y Ewa C2C6 W zz~ O°~w x~ u z W Qp I-~o 7O- O=¢ UOZF UUw~U aF F W JIL a0 F-~w 0 ~1-❑- a az ❑ ULn °mF ~H 0W `t w~= W W U w z z z¢ z z z z J O O o o z O a w J w O o O Q J z p F m Q 0 z Z U w O F U WaOr WW0=WwWOw Job OF ❑w -=a0 =W JWCC wQ0C;) <a Z0_3 °O 00L ¢z OX= xXEr W mQ¢ u. LL C) -Li ULm ULL Qua zW ¢m LL0<U F-❑ Qm F- m~of< U) W Qtna C'1 2U co ZZa ~C ❑w 1- W W¢ L~ t- r N t,' Ln Co ti c0 6 rN- cm- aP.J'P~'Z.u.,e] al amn woaadeaspu2twieuuaHb/uaH 6SSS C09'ltg:po J]IIiJJI!4J]l'adeaspu l ML680'PueUEsV M6'ZSS'C4S.xed 13aj+SVSts b6tE8B7tYS 1a1 LI1IE?~Li~}j f ` o OZSL6 NOJ3IIJ0'ONV~HSV 0 .n" NOISN3IXE 9Nf1O N N AVM NunGNIM J Z z Q Wl d i n oAdi Q J ~ z LJ.J Q0 a 0 w2E F: uJ Q z ry > o cj~ w J X o z J ILLJ 2 W 111 - U Q m 0w Q ww< 80- Z Z~ ~ CL ~0 LL. N If U) U w _ v o0 W L U) J W O _ a O N ~ ~ Cr ~ J N, 0 ~ 7- W =0- w 00 l C' O CA J 39, zz JJ g„ 00 zQQ J t=E= z QJwwzQ wIII<-J < co qa DoQw OO-J n"QQO00(~a_ 0 O r) a_ Lu wW~- 0QQ¢E-I- < w LLJ ww~QLuLLJ Q < Q Yxx XF- U) z (DN0Q I- F-H¢C7~3 U)~~~a a LLI O O- N M O c- N O r !YJ >C5 w --NNNNMchM~ V J J J J J J J J J J J 7 Q J LO U) (D w > Z~t U O Q O W J Iw- eC~j lf - L) UF-z-ilwi Q w z w w 0= O < o C) Lo U) 7' Q > cn0 U - ~c; O> O LLI w BCD ZUd00 o a J_ Q w 4 X CY Q cC = o JNIISIX9 w Ol -ldn03 o0w1-Li Jcoj-- z Z) wz0 LL m~~co J O I WQ~ U LL, F- C.9 z J Cl) Q LILI 01- U) Q C) J CL 111 0 OW00DY > LLJ Z~ -JF-<L. ~ J cf- Q 00 ~O (D ~ 0Z U) w Z~2p ~`L w0 0 > U 00 ZQ 0 ~ O ILL i- :DztL~ 01)Y m~ ~ _ 0 Q N~Q wN III gym/ CD m r (n LL Un - Y V Q L.. w N 1 0 z _ LL Z O N W U) cn - r ucrx4rt zc .,q ~.mw 1...7 i\ woo adeaspuelwleou@49 JJ@A 6555 t69'ltiS ila0 a nl~~l!U~~I':~tit:ospue2 F ( x~~ ti1 Fi ozst6eo'PUe4sv alss'ass'tr5: ~ tIllLr~Lla}] t4 ~ OZ9Z6 NOOMJO'oNt/-IHSt1 taatsvsrs r6teeer trs .lal t~11 Il t m NOISN3IX3 aino r (V Y s AVM NunSNIM ~J NVId JNIOVNJ 30 ~I ;;t co 6 LO N Z o Q J a z O J O U ~ 00 2i LL, w H D ❑ O U O 05 z U) J C~ W ~ a z z J -1 co = U 0 0 z Q Q Cl) J F- F: ZO UU Z -i WwZQI~- 2 hw-~Qa. Jz❑❑CL❑ LLJ QIU- C~ C~ t-ZW W F-- U7- ~-ZZ W '5 W W W O =❑❑❑C¢7(DCDZZ ~cQ9Lt~crxm¢ C) l- F-~JCD(n(/)---0 W Lu O H O N CO O- N O _ N N N N M M co "T J J .J J J J J J J J J I W ~p U U w =O w zU =w w ~ w p F- J ~ U p Q U Cl) W D Cf) >Z cznry CC) zU Qu.1 zH ~C~ aQ ww Z = W CO < C/)p 0F--F QX :~i w zf- ~co w~ c a~z a i ,.x r'2 r~ woo, odeospuetuimoua%glwa~ "eSSS L09'l7S lia0 0111 palIUa] `'T adu')spurj . a Sil /12~ TIl,cn~ OZ3L6F10'PuelysN zLSSZSS[tc ~ LII[C'~[[ay j ` OZ9L6 NOOA210'CINV-IHSV CV Sa~1S `J S4S 76 LE'EB7' L7S lal ~ tl 1 ~ i' o H ~U _ t ~ o rt NOISN~IX3 aino _ N rl AVM NNnSNIM ._I SlId13a 311S d' c¢!)0J z~ ~ LL U J o Z J N Ill O ] m J m ~QQ(n = JCl) W IL Q i pln ~ LL" JZ=~ z = U 3 @)~ J~ 0 LL T X z W w~OU- zJ H W U ~ ZU Q Of >a..Ljr QQ L00¢¢ U D z OQ n UQ ~w UQ~Z D Q Jm z O N a= > Q O W o W N r D O C) F- X O (n v O z w Z LLJ U J WO NLL 0001 QO < m W O a_ 0 F- QULLJu) OQ <~E= Lu w I I 000 ~W Z~m0 oz0 zo~Q C ~ Q of a az o0 O=W w O aY >Q V: zZ W J 06 z aWU~a OoU c~nOmw zw ~U O~ c~ QWZ0 x z < QccwJ Oa. 00 xw O 00 zQQ UZCLLF- a_Qm 0CL U Ucn OK, 0x a-0 u) 1 0 -1 0 - Z ?wwz< wL < Cf) na.oo<w Q J J - - o I 0 CD QQOOOC (D lo ~ N 9-. G I tY I- I- - - - CLa_ QQQ z z LLJ WO}QCD CD C7QQ a Jr~ W W Y 2Q'Q~f_HE Q' ~'JJ v 4 a DC ° v. . 0 LU Oc- CD N roCD rNC r v o - v o W ~ - N N N N c) co c t 'i 4 . o v o D v o co J J J J J J J J J J J 0 D . O , J Cfl c o v o av ° ~ C~ ~1' J I a e D ~ D~ v D ~ V~ 0 0 O v O Q D a v e v o D v o~ 0 / W p o l N r o ° v II 43 ' =1 I I1 I I1 I I=III ~ I 11= U _ I I 19 N LL _ 0 CD Q v N U C) LLI U) J z U 3 Q I J O X a cc z~ o O U - CD LU Q LO z I- Z J w Q LL Z Z _ d¢ O o J Y ~ z ~ J~ z Z Q Q W O L) wQ< XW 3:W C z QUjCD wUa cn0 U ¢ J LU MU) 0- LL =WOQ J J WQW W>- C°ZZ~ Q < ¢ LL J Q u5 Q Q z E~ O~ W Wm(j W z U) U Ocao~ a-W W~WO I I N J N C? 6-,b L 7. 0-.b a - J N N ` J Q 1 a W to 1 00 Z G. cn C 1f 1 wwocifi ~vA ~ yJ ~f\ wog adax a , OZSL6 HO'Pu 4stl ZSS6 ZS5'IUS:lr2~ 1~~15VSYS b6 tE 884'L4s lal Cnr ~}r~UjT cl~ OZ9Z6 NO032~0 `CINd-IHSV o M V !1 f t <)I m NOISN3UX3 Mno N AVM NNnSNIM \f \~7 4: m S-11` JL30 311S } a o w m ix p Et z OU O w O z N 4J M LL U ~ W 0 ~ OY = 0 z m p m O Q U U cl o m m c~ O z o O > C.7 z o z F rY U Z 3 z a O Q o~ w Q O W F- 3 ww wp v z Z W w m Y = c9 ~m O O W~ Z Z v FO ZV o F- ~ v m O O w li. GY 0 ~iJ W 0 p LL U I-• W 0- W 12.3 U O N O w0 W O W O -~C Q) j U m 9 R [n W W Lo O u) I - ww Q a oa s. U zo ~o - 3 O Z m I U V m 10 V. M-3 0 ~ 06 Z C/) J o U II Z II =w O 1 p3 OFOZ W Q LLJ Z O O ZQ I I_ f- O U \a z C ~ z W O 0 W F- 1- Z Q W W z Q II 00I~ a Oro z ❑ v jU ° W C) C) W zQ(nU)E0C) LLJ II- U ~I z~ m Y? o W F"i CO F- F-Q~JJZZZ W C IIIi O z o No mm zQ° W Y o ~OdOQ~000COO f-~p zz F-Z W W °w 0 ~ N ~j I ~ d. W ~-DOQQQI-I- a. II. ~ U a o m w Nx 3 O W W W O O W W C~C~C9QQ 1 ? I- z/ Yg o G a z 0- L. Y ~CYQJJ W 1~1 v O Q a € z U U ~~U I-- I- I- J C7 (n (n a d 3 i a F O Y O✓ C~ W 0 ~ O ~N M Oc-N O~- ZZ v ° _ W N NNNMM(15 QiZZp III ~I~II;,I XLi1 w= p Q ~W N /W J I = J J J J J J J J J J J w' Z4 w I -~I WF O w Z O Q U.I wd' o. I w Z N ~ m 00 b ° O O w U I W z z O = wV / I II I Z En a ari o Nw r .no o W b ~a~N~ `''~v o I- o m - p z Ii w O O S N`100 ¢ nN I I=I w a o a w o» w a ~o v=i II' = w °~v~tn N W = WIJ zWww 0 ~a g _!O Z r ••t, m t'- ~j a J N N Q N Y Y O Q a m 0 0 0. WD Z _j m0 r7 a 0U- W O ~VUU m ~ D V) Z ?v OZ ~ YJ to 0 m2 ! zW aC N X tivJ Z- W om ¢ ¢ Z~Ni7 v mN 3 mV V Ix -1 > N 7U LU _ O w0 p w 2 Ln fn 3 o C7 U ? U j V) W N ww C4 16 (6 P~ W Q cn Z C~ Z_ ¢ ~ 76 Z a W z C y O Q o x Z W co U) L O U m Q z = w Cf) r) Z Co ~ T- w (D C~ 0 Q Q w w Co w > L- o O ❑ Q~ p LLI Z W m W W O Z >O o 0 U W OZQ O ❑u.1 N O J O J I- U tit t CO m ~ Co Q wItcn w qt Z Co z00 rDl V ~I W J 0 ^ u) O VD n ii v v LLJ - Q A/ ❑ D _ W QD v Q W F- Z w ~D IO~ w in W W Co U) ~ Qm~ Mli'.~; ~ oQ min p o U)cz,~ . 11, ME , , I _ ~D \O Q r i ~ wN CO ~ v O 1 U ai F- I (v O Z (n u) ~ N T woo,adeospualuxeonjokiaB 6995'tQ9 L65I1a~ ~anl»][gJ]~'ad6r~spuel - T fx N3L6HO'Puel9sV M62SS•L4c-)Mj :lei OZ9L6 N003'60 'aNdlHSf/ 0 laa~1S V 875 461E 884'145 - ! o ° ~ iI,IIta~Liax NOiSN31x3 ainO (?n _ m ' \ jJ -,i ce AVM NunEINIM J NVId NOIIV!DI UI 50 0 ;;T co O 6 ¢ J o _z I o w f- J Z J > O w 0U ~O z Q O 06 Z z I U) 0= 0 0 z¢¢ J ~ U U Z ¢ W W Q Q ~Q wLU<_j na ooJw I- H -jE z zZ~ oW °°0-o<aooooo Y J a_ 0- LU w f- F- 1- Z Z QQ W w w z C) r-) ¢ QQF-1- ~Qww m ~ C~CDC~zz Ile ~c~Q0, EQ_E J¢¢ wz {-I-J(D(/~(/~~~~a w 5 W O - O - (N Ce) O r N O c- O 0 Z = N N CV N c) co Ch 4 4 T J J J J J J J J J J J d ¢ U o w z x w 0 Q O z h~ W W W J J > ~ W wU C/)ZMZ 2 ❑ J ¢ ¢ ¢z> ~~11 0 LU ~ O U) S Z 2 W LL LL ❑ I- 1- F-~ O Y C) CD z U) < < w Co F- z ¢ zZ V z ¢ O ZQSO ~U > Q Q zO W a LU- 0 0 w co O O U w~ O W 0 ¢2 (n2¢ ¢ LL U2 z LLJ °v oo - O I- U~ CD o U= O? O w a w z} ol~ LLJ 0- ~ 0 Q Of w i - ❑ W ~oz0 f- OW 0<LL Q0Zmz ZU~tn p N w ° wQ wWZ~o zz ~¢~WOZwWw~aCDQ~w w FO F ° w ~~°w~~ >wu)¢W>m~~°Z~zz CO ~o °o~❑z Qo ❑Qc~nmOw❑°o1~t~-~~3o C) z o W J = O Z a 0 w~ ❑ OZ - ~W Z¢ Q~ O W w W O W m z w Z w O J L W U W J Q~ z- z J W O 00 O W 0 f- U J z w > 11 ~w ¢2~wF- w0, S=EM5z0 J W 2i IL JQ 2 JQ Q ILL U) u D LL ¢ pZ Uw~LL0 QOOU~Y0 ~~0W ~_~o 2 Ur > > z J LLS O W~Oz ¢U UMw W W¢Qw - 0 >->-0Zw ()D M o= U) U z H Z 2 O}U JYY W W u) LLJ Zw~QILL w J~~UO~O¢ liCj< N Z d- z ¢U a W Z LL C/) OCD ¢z0OQ OJ ¢>❑Z(n~(DzF- 00 r-) CD C) U_ J i F- z J O_ W o w Uz I_LO~U❑ U¢ W ¢W wW U ZOOOI-I- J W U) X n- z J U) W O O J N d°~~¢ O~> c~0 HC) ~I-10 n0 F- Z W T~¢ ❑w Z w z U 0 z¢z- 2iui ¢ W w J > -j Q Y ~ w U W w mwz~ 0U¢OwUI}wQwcncnC~d~a~c~n~Ow~wv~ z Z W w J U Z Z i J W zOO❑ f-OQ zZ0ZW wwzW ZXw eo Q _ m0ZmwwCI, qtr W w z Q Q J O D O O a w ¢ ~ Of ww ¢wW ~LL( 0 F- W00Ciff)~ J _ J [n ❑ O U N C7 ¢ > O ¢❑CnO OJ W ZSQ >-0Mf-C~❑~f-J~❑OO W~~~z2H Z UZmU) JJOD0U J0 WO(n~= W UUJ~~~O z li¢ 0 0 <U) zUZ¢ m0 > Cn w -¢_1- 0 W= O co w~¢OF-UQz❑Z~~~Lli ?-jzOQZJCnZU WaQO}Z¢J~ ° a W<zo-wo~wwoW~~a- E0¢UUWO0JQW¢0¢ n Qrn ¢wU¢oF- LLI L ¢zuJJW~C9 V T U) w<z¢zO❑2i o❑ZW WHwLLuj U) CL w J,¢J W Zf-UZ Z z ~f= _ 2 U j w Z¢ z O w O w w ❑W Q O Q Q W [If O CO O O w> U) CL' _ _J lc~¢❑cl~ U(Z12~ Q JUJ2E >zoU>z~>¢¢U CO ct N M 4 L6 C.6 t-_: C6 6 wa me ex_ J N' woo ednspu0ZSL6 ejuj!u u@' a y0N at9s'aas'[v9:~a 1 amtaallUaa~ adi ~•pue7 s ~ese. / ti \ d u,' r xaajisysrs >s~ESerGVS .ial udlIeDuax OZSL6 N0032J0 `aNd~HSt/ j o N m NOISN31X3 MnO M AVM NmnSNIM ...1 SlIV13a NOI1VEMINI z Q _ J a. z O o I' Z W J W J J _ 0 (D W W p W C) O Z -j C~ Z > r 06 z Cl) J p O U p Z Z Z ~ T z O O O Q d O LLJ OCif z ry s ~~Z< a Z w = Q wwZQ~~a- oo Q W u) Cl) ~ lip _j LLJ t--JO =JZZZn -p W m m f= Ct) 000-0<<00000 FF- z Z > zw W ui W Z J 5 Z < W W < p J > W O it W= W ~ W ~QQI-f- p Q > d Y Ww~Lli QW 0<r) r) UQQ -1 OZ > Q = W' W'Qz'J.J O O cl~ U > v, OOG W O O N Cl) O N O Z Z Q O w N N N N CM m M ;3' 'i Z O D J Z W' = J J J J J J J J J J J LL U = a. Q m O OO z 0 000 O O m ov oho z z °O O K 0 U) W~ o z;c~ W cc c~ M c~ O co w o > N J X Q C/) > LLI W (n W QQ co p QWO Q ~z < z-Q jcn w w CL z~ p = ~N" 000F Nz o z Oza- C) C) ~Q c- cr-I W _o( r J (n (n Q M (T~ - =1 I I- z 0 W U W O Z m U) Z Z Z Z W O co U) 0 a Z O C) Q X W to = LL ° v Z O Q O Z) °Q > CUp 0 0 O Q Q W Z w Z> J < co mW O ~YU > zC7 Z ° ° .1 a m Z:2 v o gZ 0 - O U ~W Z u zU QQ a' Cl) co (n I- Z C/) D Q C7 C-) Z -III ° o O c 17 W w< a Z) cn ~Q O Z 111- 0 C6 o ~p -J Q z O z ° L I -NI W w U U c n ' N I W A L to cn C- D N woo'adunpuejw{eouaxgkiuH 6999 E69'169:1fa JIR as J.l l()I 1~ UP wp ~;yRo. //0 LJ~(I`~ll 1 II4 V P I 'r, OZSL6Fi0'Pue{ystl alsszss~bs: ~ ~aans y srs l aal ~l uJierl uax i/ ~ OZSL6 NOO~I 1O 'CNV~HSd CN >slsser f~ o m NOISN3IXDaino s y r AVM NunEINIM J SIIV130 NOUVOINIII U W W E n, Y Q ¢ W ry co -j a ° a m O W Z z Zz 3:0 v O W z m 0 wC/) > ❑ O M= ❑O J < CD ry- (D Z z U Z 2 W W W LL < LLJ C) w 3E a. C) U) -j LL V > > Z Z Z - (n LL 0 ° a- cO D a O 00 z <wWZQ v~ Qr- W WZQ~CAW❑❑JW r - W Oooaoaa00000 Z W o ~z W W 1-1-HZZ ❑ ❑ I- H Z ui W W~ Q W W U` U' U Q Z 4 r pit _ O Y ~~Q~~►-~~~Jg ~0- + + W W O O c- N M O- N O - LNL f° 0 r-NNNNMChM44 h. + O cn s f wu w .r. .y + or Z . + r. W. - o ar a a , a I r z uG WIN 2 N CD Zz Q o' > U Q c~ c O IW- J Qa Zu Z Q~ C) U) z a_ CO UJ 0 ~0 ~L _ J~ acn co c~ F W (D w 9 Q O W U Z Q f ° W J H o LU W LL) F- a ❑ z z 2Za z -j °wW a 0 ~a COQ a_ tY0 m F- Z 0 J- W ci~ 0 W0~ 2I- M tY Z a LL UJ Lt_ Q O U Y WO W N~ Y CD aZ ~ Q C/) ¢}W- Q= = Q a W >d Q O J 00 J W O~ J- J w Z_ W Z_ 0 Z z W ! Y~ W S W W 0-> 0 0 LLI J a J ❑Z Z J Q ❑ Q 2E = z Z 0- IL L a ~Q >w ~o of cn -j~o UQ C) W cl~ ~Q J a2 ❑<C ❑Q a❑<L d2 ~d LJL.m (L o a i L) cn J Jj G T711OH 1 ~ Zz a~ p d. cn wmaLO• .rcY i¢~ av.mK woo, adeospuelwimaxgIiiox 6ssS l69'lt9:Uao ajni 311tIJ]~,,ad ozsc6ao'Walasv = A ~Lfl~ Qa (f` . ; OZ9L6 NOJ32iO'oNd-lHSV O Pails v 549 C6lc*? lV5 lei !1 o " `1 m NOISNHIX~ 8O1 10 d• \ ,yc AVM N8nSNIM J o NV Id EMINVId 0 N 7co U N CO a) CO U7 m Cn J CL LL • • , of 0 0 ° o o O O o _ - N (D U / J / / N Z o z - O 0U) W W W CO J Z Z 1 J fn O O Z Q Q J 1-1- z QW W ZQ W W< C() W❑❑ Q W 1-HQaJ-~ Zzz W ❑ cl~ ~-zww~ I-~ZZ awe-❑❑Q¢QF7i7 i- LLJ Ww0° CD CD C7zz W W } W W - - - Q Q ~LZ!= Y ¢Ocncn~~~a-d W O O r- (N Cl) O r N O N N N N M C6 m J J J J J J J J J J J U' ❑ W LLJ m m 7E m m m 0) N W Z Z - N U) ~ Z =00 ~ p<W W F-Z Of 0W= 2 J O Z= a. =WF-~ ct) I- W Z 0 0 LL Q W Q W O Qjj~ W U) 0 O Q ¢ ~ W LL n LL O z W O W W W O O W m Z- } z Q Q z Q~ z z d Cl) O p Q W CO O LLI Z U U W Q W Z Q Q Q W 2' W Q 0 0 = W Z LU CL C/) z Z U W Q F- Z W d W W F- a_ 0 D F- U O L) z W Q z m =X 0 W U) R te= O a_ a Q F- cn 0 U- (D Q co LL Q J J z IL Lij T- W Z W zZ CD U WpW¢ U) 00-j z ca Cc) W O = W a Q W N~ U) P:< 0 OU2~ a '5 X Q J LLJ U < m (Y ~ W W I O O cl~ Z F- O C) Q D OU w.-1 CC= co QZ co =W W ❑W X00~ O W F-=cn J Z Z~ °C~ O C)Oa. CL CL U-1 m U) C) pJF-OW J C W rn J J F-O Q =C J c N W LL W c I- ch0 > O-1tL co OJJJ = LU -j U) U) Z O z0 U W00= [0 J wp¢¢ J CL) Z 01- W O❑~ Q W Wm Q Ur W ❑ Q CO F- O -CD a> W J F-F-Z W Q W ~O Li W_ -p z (nom Q ~O= ❑ z? Qw m CU O Cl U) a O m m > Q Q Q z W w a Y~ z 1=- Q -p0w w lxZ~=z ¢0 W Q ° o f Q UC) W Wz❑ _ Fl C) W ~U) JU Z3 L 0 LQ Q - LU zz QcnOl- ~ o Q ? w v 6? 0 E W O Z CD 00 U) Z - ZZ W O -0- W U) z CO I- Om LL fl cnl~ ry S¢ Q ❑ W [L- ~L-U ~<<0~ ~m z cr -j U) LLJQ d >co W, Z W a D to LLl J 0 0~ U W w wz WW U) Q m? m z W CO J ry DQ Ra_ :1 SNP JLL L o ^ W w' z Q CL U on a. U) F- C) CO 0 Q O CL (D M N 0 li d ~ cn co 1- r N "i 4 L6 CO woo'adeasPue~wizauag~fuaH &SSS't(k9'l4Slla~ tunl~~l!go~~adr.,7spue1 -F,?r;: - X~1 ~i ~2, J ML6kf0'Pugil4sV M6Z33TS:Xei jI~IIL'JLI~x 't ~1 \ T- 7aDJiS b S4S rs~e ee G>s iat OZ9L6 N09320'(INd-IHSb l J e ~1 j o m NOISN31X3 aino AVM NunGNIM L A? S- IV13a JNI1NVId z Q J z 0 tz oU) ~w w~- 00 c6Z U) -1 Z Z J J co z<< pp z a W W Z¢ wLLJ<Z< A~❑❑-W f-F-¢❑JJZZZd❑ OOw QQOOO.O0 ZQQ QQQ1- Lu wLu O❑ (Do0zzF- Y ww F- QQ < I-~~tYJJ W O O N M O r N 0 - _ - N N N N C6 M M -,T 4 J J J J J J J J J J J U) 0 w of Li Lli z Li 0 O W W U m Lij _ 9 U Q w Q O O O = w Z J CO N m Cl) w = Q J CO :>7 ~ J 0 X Q U= Q Q IL O Q zU0 -j cf) v O U) J~ LIJ gU mu - Q Q < Q ~ O LLJ Q O > 2mpQ J 0 (D O-1> ❑ m wwCO =z -j 2 QQQ ~m F- O CO U) Q w L Z Z ~Qc~n cn~- w Q L~~z o> > ~w mQ w Q LL w C) of Z) i LLI U U) W S~ :D Of Z~ U -)QZ Q UOZ cn? m IL Q0 C) I Q W z - o 0 Z r) z 1 o w U) ui J a O Q ° w Q w Q J ~ O n Q d o ° m Of LU _ CD Q - w Q w N f Q Z LL Q Uj CE V O J 0 a Q J uj w ~ 0 I-- _ zz a z D Qz- H W ~QU V ai _ - o W Z r N C/) C() r wmweaspue~w~e~uaN•x,H. ~ J, R Z woo-admspuelpaoua~VJM 6SS9't09'lr9;lPO ampol1goiVaduaspuull °w OZSL6 d0 `PUel45d ZlS6'ZSS•trS:xe~ TT T ~I17T }\j uj a o iaanSbSrS rs~e'~ar'~rS :lai ~JJUvjj a N003'60 `aNVIHS`d t~ a zX ` IHII I IV N33NOId w o z U Z w 2 N Q O U J C co ~Q w ° J 0 0_ a CL ry U o~ z °z z J z 00~ U o w O Q) 0 0 0 L1J w ~ D 0~ CD z U wp 1- z J w °z Q) w z > U w L) Q `I g Z ¢ cn I- ¢ uj U) ¢ a LIJ wl w' 3:¢ Q W O p O O W z z U w LL w o I~ E U ❑ U o~0) n w O ° z Owl ` ' ❑ W o U) w ~0 z o I 3. ~ N a 0 C: (D (D CD (D > z z z z U z o C), \ Q Ot/ Z3 -0 Z ~ H U) H 1- l E- C J M L o Q ~2 w X u) L d p ° O O 0 0 0 0 CL) O w E w w w w ~U ago J z >0- lU > >U> / G _ O F- O J I- O O= O U) 2E ° O :~i 2 W w m cvn w m m m Lli \ o W 0 0 ¢ ¢ ¢ / / ILN zZZ X 0 s 0 o 0 0 fI5 Ud' pNNCTO \ ~ 1 ai \ O 6 L (ll ~ - O-~ o 2 OM N N c ;n N o N O C_ = U - 0- E _ O ❑ ~ O CD co _c: oJrn _U' ¢ 0 n i U Q c~n z w O x w t z Oz W 23 2 C/) J Q n n LU w 0 Z zO Q ~J J L L L (n i/ OJ ¢ l-zw¢ J (1) CD G) 0 uj U L L z < Q¢ / OUO ¢ wzo W cn Q LU / of0C) oW -J ~ zzz~o ~JCn ¢OOOC~U LL, UZUH~:: I=zz k r-NM /f~ \ w w0Q°~UU` U` zz w N N N M CO M z!- ~t J J J J J J J J J / O O 0 w 0 M z of Cl) w 2 N j / a LLJ In U) a = w a~ iCD F- ~ L ° ~ Q Z: U) F- z Ct) ¢ cn w Q z n ~ z ❑ = a ° = w z / Q U) cl~ U) \ N zx wo Q F- z 3: wv ❑ W ~ w cn z 0 Q Y z w o F- Fw-• C) z0 w 73 QQ z off? w ~I- W 0F- w w~ w¢w F- LLo ° j 0 LLJU ❑ LUo 0 z O I- ow ¢ -j w CL I °F w z >o n w uS ¢m¢ M I z Q z r ° C J CL J _ o0°U z ~z x w p cn°o QC) o o=w ¢ 0- LLI 0- CO 0 >z 0 zE mw ❑ ~nU) _ Oz > O Ow CD° u~ z \ J W O ~ °z o co a- Z LLI o z Um. Q 1=>0 ¢ w~ ¢ 0 cn 0 w M :E M ~ w= m U) ~ ~ z w w Q ULLI ~ _F ❑ w0 U) l= O 1EY-U O / W Cn u'o ~w w~ w °m° ~ w U) \ w - I X° ~z x zoZ D LL LU IU Q ❑ ¢ ~ 1- ❑ I- ~ w z C7 o" J H> > (D O W F- W Z o Q Z ¢ I- M I W 1-O O ~z F-U F❑ IL LL OU O~ ~C~ Ow 0 wO~ U (wI-- ¢ (r ct 01- ¢ ❑ n ❑ w m I- Cn J w r N M Lf) CO t~ C6 Um'3deaspue~wii~uayw.~w. ~J Z waratleospue~~~i~aua~@ti~a~ 6555'l09'lb5f{a~ a.lR~Oatit~ol~~ ~d80Spul3~i ff O OZ9L6 NO `PUal4Sb Z456'ZSSIVS M':4 TTav a u- }aa~lS a 5b5 b62'SOY H75 :Ial T7 uu t "7ij~D u"11 Z ¢CL N NOE)MJO aNV_lHSV N v ~ %r N W X VIHII I IV N33NOId _ J r- ° Q z J Q I~ J li W Z F 0 O ~I J ZQ ° Q LLB J Q O J Cf) 7 Q O ¢ Z W Q J o a } h H Q Q ZQ 0 O Q Q Q OwdOZZZ~O h V wQO0000COC~ ~ o o co cn LlJ CD (D (D LLI w< < or-~Q Y _ 0 Q =-Wa. _ LLJ O O r N O -N O f _ (NN N M* C`7 M 4 .4 _ J J J J J J J J J j o Z J Q ~ Q J_ z Q O W U ❑ W' W Q W 0 Q ❑ W Z N _ Q N S ❑ Q8 O 00 y,9 Z U Z LL Q Q „6;b W Q p w Q Cf) W J ryN Q~ LU / W w o W E ~ cn U E Q O 0 z °j / r\ co W U U U C7 z E aU ❑ Z N N / i co LLI Q J 0 ¢ J o ❑ m L W / i QQ/\ \ W LWLI ¢ f` rW~ J G-_ ¢wt~na N z Q~ C6 W~w~ ~N ° (-D Q ON L Q ~U J O w o,-~ Q z W U~rpd Ow= LLJ SOw X00 Q zz CD wQ zQ }W LLJ L) Z C0 ,9'9 9 ;;t QLU 0 cr~ U ~ < ro z0 z"'O Uz LL, QQ ow tLC)D LU0 a , JU WI- U) __J Z W r/ U Q p C) Lo O z U) mz 0 w w QU) ZW ww [if W rnW W~ c,-Z WQCC W❑ O N U) W Z Q M LU W W d w 3: U O U ~ a❑ O z w~ 0 0 I- LLJ LLJ w Q Of L W N Q~ ~Q ZW= fYW o o ~`%b M z0 W Zp❑ OrCUQ Za F15 Z Z Q _ W OQ z a- C) W Q ❑ W Wc W LL _3 Q DcA ❑ W Z Z C U W U %p ~0 cJ Q j Q~ w~ W ZQ WQ W = U) O 9 Q W a- Q W I- ❑ a LL U) LIJ 2E LULL ° Q 2E ~ 0 CO ~ Z U ❑ > m W Q W O Z w C7 U LL Q LL O Lumadsaspuelummnua~{,@/~iaa 6555[09 l siiao o.10jmjt 0 V 3deDO ptullj 03916 aG `Pu214sV ZOTZ99'tti9:xa-~ Tr 7p 7~r~ f .2 o w Z ° ■ 1a211S d Sb9 h6lE'89b' lb9 lal uul t U U Clx i r ~y o m LL it NOS3'dO aNV-iHSV - N ^~l m N W d r N J ~,~~~1 j~ VIHII-I IV N33NOId ~ J UU ' Qm "tN U)U) N J z oo m n oo z p r~ O J ~g 2 Q o LL w a) cn o , n p cp o o v _ Md F- J z ~ ~ co 00 0 l l ^W^ Q Q ~ Z LU Q -1 w m - 1..1. j Q Q-j O Q Q J w U U) U) a L W J w O zZZ U) co o ~~~QOOOC~(O l ~UZU~P=pzz D o CO v QQQF-~ 0 r~ Q r' woooc~c~c~zz zz Z w w0-1 S ~1YREE¢Q ~CO=WO U) W J W O O N O N O > c) Z: ~NNNC,com V O= cM~ c J J J J J J J J J W~ Q m O O O LO 't O O ~ O O f r 1 N r O Z U U t- Q IQ J Cn of a) N GO L' Qw 00 >p> w = O O cn"OU p U ~ c~ coo cn Q co rn~ p 000 Z U) 0 Q w LO 00 m D CC! U 0 0 U c Q UCH tim LL LLo _ W O X r> U U S LL N Qm o (c)~ rn~: ill O ~j 2 00 J O cam- > Z o ~U U LLl W O- o LL LL U> Q O LL cf) o ~C) >w0 °ooQ n o dU1-LL ULq mm o ~ o ° U 7 O U U ° m ° rn P 00 M cl~ O U oA° cn as O co D m 0 0 0 LL CD th LL U- cy~ U) 6J - LL m O~ m O C) CD O O O L LLL I~ N O W _ Iq co / o o~ ZCf~QX~W U 0n,LL LU- 00 m U > U LL LL / J LL. J> ° m ~m l IQOO=~: Ow LU T- v F- o~ ~ co 00~ `1a U1-EW0_ o O o m Q O z go Q rn o U U U U ZQmmlLCg1-'S ~ t_ T m m m m 0 7t 1-7 (.0 rn g U U co U~ O O O O C ~QmmLL fn 0 0 0 0 v:oaadea,0ue~wi uaN/+.w1•. woo'adenspueluainua~g fuia~ 64SS'Log- LbS IIaO a.In1o01][131~rAnspue"I Ik - 0 OZSL6 d0'PLlRlq i ZLS6 MIVS:Xe~ TT TTn TT ~k f~j w ° a iaasl$ d SbS b6L6'$9b 1bS fai tALt f C~ UID U Z , H C'M F 4 3 NO0D2JO GNd_lHSV N W' U z" b'IHlIl ltl ZI33NOId \ v y w t ui°W Ow a w7) z J pF r Jip Q U 0 1— U) U IL IL I— n w Y Q a~J~W a hz -~a-coo ~ rn= O F" an F W Imo w U) o T 0 D a. , U u ° z O 0 Ow~f-Om < C. IL 0, •LU Z W ~zcnzOQ i`< ow ❑ ct) z Q a a~ U d O~ r @~ N ❑ w¢ Q z V-p2>-~ W QZQ g ~ z z cn LLC) _j 0 Lli J CL Z ❑ Q F- - ao7;Da- zoo Q Q~wQQGcoooc~c~ _ - C) a_ ❑C)C)c iv)QQatz--z ~i lh z > ❑ LLJ LU 0 7 U U z z g~ w zwwzZx 0- jI CQ N O O N O III a' W = I c- r N N N CO CO co ,t ,J- CD O (n J J J J J J J J J J J 1NV1SNOO NIVINIVYq a r a~ a /~1 W W U r~jU=O Z i t I I < V a u- ~ w~~ z I J w u, Jr~nz w v 0 o o a x ❑ Z Z O a: LL z v o ~I o, C Q N u'SQ cZz as ¢ J 2 qa rig <i Z to W W 0 n o W V Z ~ w l L Q N ~ C¢J ¢ . Z Z w~Z U w m ~-tn zG WU Z K ma ~❑Z 4❑ 0 ~3 <`3 w Uu C W ,J w K ~ w U d ~ W Z ~C Oo w❑ a o ~x 0CW C C xQ AF' U W Z d VI wU_ Gw ,.O L•,Z og H a , I -a wm z~ E•-r Qw y~ 1 _ ~ c z LL O K O O ~ E 0C7 <oC~ z C wp Oo iva _ o0 wz zm w~ > \III= gW 1,-III- m p m o III-I' a r ~ ~ IIIIIIIT_IIII-~,r ~IIN J v -4c a ~ o I~i1-11 r ~ ❑ JO O N w o c m W 3 p C w 'XVW a N a i 9 „0'doa W b w o ❑a W u U O w z I v U' f tlz z W m° d an n z w -5o J y z g Z wJ x w z < c o ¢ L) w 5 Z w w ❑ O U @)¢a = z E QoQ Z G 6 Wwa a~~~26 I` U tt w U m W ¢ O Zw m ta _ W Q~w \ _ U ¢ U Z U it _ LL ❑QT O2 ? F III- ~ K W U U U wOw❑[¢i~~ > O = o o D Uwz AL-•L - li 2 ❑ N W 0 oz❑ _ OO~F>F III - D'g F CU m a Im .KZZ dU e. f U!h Q waw w'u5 a f tiz W . _ w ,.4 - ItI Q z-,¢w OD III Q W z r U ~a w 3ma o III= w z z~ ~ m `?w x ~ fq o r-<~w 0 ° a m z w0 H ~._owza U n aZ I ~ ZIr >og, o III- Z! Z2 o W zz U ou Oi. g x¢ -,I O, r- c ¢ c0 0 c.m z a U U'Id "I~sa Ul z w a z~ N C) I!I W w a ow z ~N z~ m m r s x ¢ c -01 d U U u'w'ade~sDuzluUw~ua?I M.4N'. J-3 Z o oo-adsospueiuilzoua~,@/UM 69'99'CD9 lb9Tfa0 d.1Rlo'ollijaiV adeaspue'j or: w oz9L6 ao`l d 17M'LVS:n~ LI~IILDLIOx 7: o ~a NOO3~10 aNbIHS`d ~ M 1aa11s v d SbS blE'sW29b' lbS lal r a 1r ? a w a. u LIJ ~ VIHlI'l IV 133N ,I z x Old J Ij O U C Q J a z W O > c~ a. IL U O I--. co N Q o') CYJ W i O M N J O C W IO O N 2' O O Lfi OI 0 ❑W CO I- ° 0 o it Z z_ o r LL i6 jo o U CIO W ~ z 0 Qi, < C~f I U) ~ I U m z w > ` O° j > ~ J J W Q ;j- I Q Q O = O > > Z 'IT z C7 U) z W CD i 01 U W m Q z o w' >C/) z U) D C w w z J' ! W U ui J w Z C) ° N J cn o z N W > Z I- Y 2 O U W N O iw zj z z w w w a: ¢ U z Z ~ a ~ Zi ~l j W ❑ Q ~ O D O O a Q O OI I- _ cn ❑ Ln a U N C~ Q > Q j ' I ~ I I C) CD C:~ I Q U) CO j J ~I mill I - U I.L } I I LLJ Vii, ~I (n III ' I I U' W o w W Iii wi U Q C/) Z, W ❑ W W ❑ = z I I QI I~ m ~ ! E o Ni,f I / / j UJ / O cr- i, S W z ~ 4 o z ~ Q WW ❑ ~ J J j W C/) QZ O Q ~~r. JQZWQ~WZQ > W Q 0- Z❑ Q W O I0 Wzzz~~ ~i ~Q QOOO o }~Uz~QQQ~z W Lu E 'If CD Q Q Q JJ 7- R of of CL IL O `W OO - NCD -NO~- r N N N "i 0o co 4 4 I J J J J J J J J J cf) , wo~'aCenpualwi~uaN ~~.w.. /l .J f Z Woo-adeospuefuiieauav,@l m s59 *wg,ltrSlfeO ain1iallqJAV ide7mp~ue'l i~~ ,i~/tom I o o ~ OZ946 t10 `PUeWsd M67S9'14s:e,~ U~l G UCJx J"\ 1k W ~ T_ laaJtsHSbS vsGSesvl :iai m a NOJMJ0 `aNb'-lHS`d N M C K w N' J U b'IHlI~ lb 1133NOId J i IW- w z ~ Q O L Z ¢ 00 Cl) z Z M N 0 O O p O O °)I N N J LL O Co O 0 Q '~Qn1 ~ LU --j Q a 0 v rr cn ❑ F- U) z O Q U] J cn Q} ZLu J j QQz0-J0LU Q- > Q wz0Jw o O Oa-aa..a-zzzw❑ LLI UI ~Q00000 _ o t LU UzdF-:P: -ZZ U IN CC W ❑❑pU)QQQf-I- L1J. UUUZZ w O O r N O r (N O c- = r- N N N CO M e•) "r J J J J J J J J J Q v O O CA 'IT Cl) d U) 0 M ILL I Lij C) ry, N W C) of 0 W J U) F- r 2 2 U = d LU I o ~ Z = ❑ ~ ~ N LU J = 0 z U m Z W W Z / D W IZ c' 00 > J _ z > J (O F- J a S J > W LLI W U C) 1 o Z o > > z w _ LU Ni I~r U C/) U` W CD ❑ J C iU N Z, o = U = Z Z 2 U rW j U) Z_ U = 0 Z W l W W Z J I W J W z ❑ J U N ❑ W _ U ' Z F_ W .J W J > J O O c[ -L LU U W z Z Z W W (L J U Z Z J W LU z -j E 0 a- O I- 2 ¢ U ) 0 O G O NN C7 Q > O QI! I II I JI I ICI UI U_ o! I O m n L LLJ z [UI = ~ ❑W LU p U) U w = ¢ U) 0~ Z IL LU p [if w ❑ f= U 0 F- ~ 00 O ❑ z z W Q Q Z Z- ~Q co J='W~ Z F- UJ~ Z T- Li- < L) LL w00 U O 0° U~~ U ❑ U) Z P: C9 W Q LL ~ Q O W¢ CO Q U F- C[ J ¢ W 0 W S F- Q U> p QY~z w O Ww Q l=-Q zwU w or LU 7- < zw owZ ~CCD O~~ ui w v) Cl) U F-F- Qa: W z W O W> JNOF W Z - U) Elf J c z ~ fl- ~O❑ m LL CO ¢dUQ w w m Jw ❑U)N0 F-F ❑w - O~ U~ w Q Zp U Z75 ❑U> C7 W mJ z UI- O SZ WZZCL <0 Z 71 Q O Z_ W. W CL W W O Z ❑F-J QZ❑Q 2`-UQ Ur QU❑ W O(n ❑ zz 0 W CO ~ O~ IL ~ pjH~ N O N Q w0 ULU< JQF- Z=O Z O ❑ F- 7 U) O U) 0 z U) S U) U) - S Z Z m W W ~ m U W J Q U F-Z Q oQU ❑ W Q QJlL U S - U) J ❑ z Q QJ > W - W❑ C7 ~W J W F- >S ❑ Z LL w ❑ QQ W W F-, ¢ O¢❑ LCJZJ >JUQ~ zo CCQ r-) W W LLLJU W W ¢ ¢ =m z -C~ o- d O❑~O W -j CL OpC~U) SOU Z Z U) J zU LLl Uw C) U U)U- ❑LU w❑ m W UQJ F-LU C DU) W U)Z -W 2 ml U)Z W m ❑(n =U) WO Q >Z SZ❑ Cl) W_Z ❑ ? O W ❑F-~O OQz W f1~ W ~CL F-~J¢ Zw 1-wm~ ~JOQ I-JZ ¢ 0 U Q UW~ U2=U wF oW O~ D Ca. Z ZzQ ~z~JpJ wzf-~ ~w0v) =Z Z~pZ z~ ~wQ J ~Q Qu)O g 00mW 0 LLJ> Z Jw0 wQ❑0 wQ❑ z aZUO ~Q}w JLUL ~0 OZW z>J a- cf ~0 z ~2~pO W Z ONQ<=U w~>o QzQ OF~azS❑ Lij w~° LLI n 2i (3 n❑ 0❑ ZW~ =~p0 W zw~i--TZ U WD~ o~ zw~ ¢J QZ - QOc~ xQ2❑0 W mLLJ F z~w -r oUJ > F- Q~LLi- J¢am ~m0 J¢ U W ZZ wCl) - M 0 =W ~Jw W Owgm z-, LL W I- LL~Qwc) <r-)0 LL O~U U) w~ W CL - Z❑ 0 a- ~w J W S~ U0 LL 2: - F- ZZ W ZSw 2 F-LL <Z SZ WSt W Z = C) -Z U)d Z_ Z w F F- Z0 C) LULli W C) 0 -J UQ❑O O~ w W pUI o 0- U) LL - ~<U)ul ~Q W> C7 Q= ~~~F- mmOpW F-0 O ~z }w~ mf-ZO Y w U Q w W J C/) of ~❑~Uz>U)❑w (r- z~U W U)0Z~ I-ZJS0 >a W _w = Z ) Z Z mQ Q ❑ W U W ❑ Z O w-QUOLLQ F- U w Q F-Oz❑p O ZF ~UQcl~ CLw aOJ } Q-o mQ=z=o c- UQd DoaQ CLU Ow UwUpwZ ~CQZ❑ZD❑ W U> d J< F- 0(YQU J20 W-F-LL3:Up~ ~ofw fi Z ~ ZJ z0LLJ F-~❑Qw - U O ❑ w0 Z w Q O > Q J:E<F- 000 W LU F-= F- LL n- 00= w~ <a-<z0 ~~~~U~~~O o~ z 0 00 WQmOLwLJ=ZUz 0 Q~z W 0 CC U CC 00 W O02E o 0 00 LL Cl) O m z Z U- Y z Q 0> U Wo = 0- w ❑w p J= LU ~Q L l- OSQW U~oU)U W W W J~U 0 wQU❑ QQLQLlN¢❑UQ F dU)U CD ZS Q~ ~p JF-z W r0wF- WUSO_m~J~ 00O Uwo-- Qzm w zT W Qp~ W Z J ~¢U) W >US U)~ p❑z¢ W W U m~❑0❑Qt1J~F-(nm>0 UQ2 W y~ Qp 0NY❑z❑Z-UUO~- wUUm W m W ❑Q N- F-Z - F- UQ ~mW ❑JUz QW f-JQ dF- ❑ 2 U~o-J J W'LL LL O W QUSUU>0( W ¢ U) w 0 QU) ~ ~F- S❑ U)W W ❑ C0 ~U)OzU) W CD F U WLLJZZZ :E W Wzz0- O m J-U)cn❑ U UwU UQ} JQZ Z Q ~U) W Q E-ZU) 2~❑ W Z UZ U) U) > S 0U)-mQp JUO~W U-~F- U W wwzOSa QF- UJ LU >~Uwwui ~aOUZ o0uj 00 =w O~ pzOU mUf-OwwU W USX❑} _ z cn~QQQZ❑ QzQU- -=m > o Qoe ~p Q Q W O w Z0 WWUmF-Z QW Q~Q¢W QLL~Q'2 QU~ WNU- Cl C) WM_❑~ W0cr ~F UjJ~ >a. W OQ 0F Qp W WUUU WSwOwZrnp-~F-U)❑❑U E Q MW QZ❑ Jw¢ QW Jw> UJ m0muj J~QUQF-2 =O ~ S W LU WZZQSfW-Z W =UZz>>CL O N2❑ Sm O C7 QJWCGU J w J ❑ O W Q ❑ ~ ~❑UdLUJ Q-W wY J W-Z F-_ Np O W J Z J~rwOU?YO❑ SQO J❑¢OCL'O..Q W W p❑z=Q~ W W zF-~<Lli Z< --I ❑w . JMz W Q it W W Z JO~Q UUj-W U)~F-W-JLIJZWZUW=NpQ wQZF-rrU❑0YSLLUU>W❑Z~~-W Ww~ 0 0C)f~ OI ¢o❑z0❑OW~ 1 ~ <LLF-Qw-M C) v)pQw0 z0wJ❑zWpu)zWf-< LuZ: zQC~0 U~ZZ U) Z Drl J W - W U - F--F QZ~ ~ Q W ZoWQ- O pZ> W Q Jm z ❑ W ZQCL W OwmQJ❑ U L UK w❑m Q ~UZ~oQ❑zr~w-0~ m~c~LQF-~zboa(D0 ~ Cn❑oWF-p~wQ~Q~F-Zw=~~ bF- w~w ¢ zz WOU- w N0-~UUC~ WJ❑zc~~xaJUZJ~O> F--w ~aF-~ ❑m~Z~OzpF-> U~ mm(r wpw~OJC<OQw0>-wz❑QwQ-1 0<uj SJ-OMOm ¢ o = 0mwz CL OJO_ F- a ❑ J OUQOUz>Zm>->_LL2i 0- ❑❑JQ-UJmOF-Q am0003: ¢2ZUU❑❑¢❑U) Wc~cnUO _ w O cl~ M d- CO 00 C~ O N C-i -j ~1- - N M d' L6 C ti C6 C N N N N CO N um e2expuejwle3uaH x.)w. 1 Z woo adeospueyWnsoua~ }/v a~ 6SSS'609'lbS lla~ d.inj"j!ij3j r J(jI',OS{)Ue j q ~ rtr~ o o w N OZSL6 HO'puaWsd ZlSfi'ZSS'lbS~ ` ti } :t o w a 1aa~1S d Sb5 b618'884' lb5 :lal d t G D uO ? I u o m n Z a ■ I._! N co W a N003~10 aNd~HSb' M C N U W r G a Z" VlHlll IV N33NOld Z Q J J z Q O o W ocnzQ J oW¢~ Z zzo° CD- 0 i Q Z z U) 0 C) n W =j J ~~OQ§ aOwz¢ ''ann u) W J _j a- Z 0 W V W SOW Wzz:7 Q0 ~EQQOOOC~C9 c~ao0uT-1--I-zz v U) 000QQF71- w p W W 0MCDC CD ZZ z W u Z~ LU Z Z E EE E Q Q ° w JHI-Q fYdd w Lu Q W O 7 N O r O N O ' Q ¢ 00 2 - c N N m m m It 'r R J J Q J LIJ ¢ Lu w U J J J J J J J J J _1 . ? _j z w p r~ O V/ Y N E2 O w w 0- LIJ > Lo Q ¢ w K D W W w❑ 0.. U) Z a UQ -'O (J Z c w z w Lu U d ❑ K ot: 2 U z a_ dQ Q= = J , 1 ( Lu CL P > a- v III J - ILz Z O Q ° / ow= Q / - ~<In a W co m z >w o 0 _Z ~0- ww w W z a w w J Cl) C) cq O W J J Z H v~ O ~ N M U P: Z N 'XHW..4Z /'NIA AL Lull) co I W x O m J W d a m 5 nZ > z ¢ rw- wz~ CL ¢ W F < ¢ LL' Q W O Ou_cgm U ❑ d. Z a Q ❑ > 0~ U ~ N LL w ~ LL W Z N N aa, ❑ K x h a 3z a L5 zpw¢ >aM r ❑o 0¢ 0 U) IF NZ p z -III IOZa cx7o cQ co co ~OU¢ G co m'a'm y = ~ CO M a. co U a J oa a LLyN 5 r ~II III - G - I 4 W II. o Q N -I I I W Z III-II. D D O ~ I --III III-III= o zC6 III- "_~II z I_ I- 0 F7 I_I I I ~ . I-1 11=I 1- NIW ..b a _I uWi NIW ,.94 (3dld =f0 d01 @7) N ~ IIIW ii~~ J m O ~ P W F ~ ~ K ~ Ny U U ❑ a' m O m z Z w w w w J O W ? ° a O 2 w o W m~< a m m z Z > w ❑ ❑ z w z W o o N F J w w N ° LO) = z c o z❑ O N 4a z ❑ x m Q oz w F U 7 U K Z U QW U , o U a O 0 w Z p > N tn !w- X a a fY ? w,W C/=l a m Q z III W d m H N //\~j\ aJW o w cc°~¢~ z x x F L) w w w W zw Lijl LL, z m O z Z? ¢ z z Z Z C¢_7 ~ ¢ > O j Q L J! v m m= U O - - ^ C K(7 O K U > U) I O W F J Y o 000 0- J 0- OC z z z 4 F- 000000 0 (DO W 19 00 o ~0 z °o a Z a D LLI V) ro F - z 0 - M a O N O N O O z O tri P: z CLL ~I O mmaierpue~w:~uaNw.+a' 1 7-1 woo-adeaspuetuneoua>@luia~6SSS'4O9'[bS:lfao ain1aaljgall!o(I nSpUe] J } I" o c D x TT OZ9L6 HO'Pu 14st/ ZlS6'ZS5'lbS ~ Tii~ 7TrA 1 c } d a 0 iaa~t a UtttC~~UkJA S N SDS b6l£'88b" ibS 11 ° ° m LL N Jar N093~10 aN` -lHSV d' a ZX w r VIHll~ IV 2133NOId ~~~E I N a (!J (V LO a V z z a J iO J; W W J! i } Q ~ IWI I , ~ ixlU, o i uJ I m O c :IQ olz' 0 Z w J W U) O 0 Q ❑ m co LLI W W N Q,~I o Q w LLJ cj~ w f-Iw U a 0 Z U) Q z Q J O z O O CD J c Q LU z fn O W J Q ~ ' as X ❑ m I (D J U) a) a) W I U Wil P t5 (3) U Q0 ¢Z~Q X Q ~ZQ ' z O cni nx 2 QQZ❑JOw¢~ Q Z~i2 Q wZ❑Jw ~O ~I U :3 m mj O d d d Z Z Z W❑ co mlU =ID~ w Q O Q Z O O O 0 U Uz0i=FF-zz Q O cn m C7 W pQQQI-f- J m w LLI i~l z 0 co 0 0 0 Z Z I~ w W 0 Q< or- ~lo mm0~Q~Qwww-ja cn Q co co jU =I~ =---w~ - yO O N O r N Cl . - _ ~ r- N N N M C'O Ch V' d' J J J J J J J J J U) ,f 1 00 U❑ LLJ C7 w zz _ F= CO z C ¢ X E w W U¢ m z z uj Q 0 O w Q z w w w0~ l-~- w Z wcwiJLL, CO or, Z0 O LL < O U-T ~O~w LL LL, LLI w w Q C) J CI z Q U w ~ U U ~2t1 C) [mz- w ww ~ Q~~ z Q~g~ } "r. m W z z O a~ U) T- M u) ¢ w U)U)Of ¢ Qaw~ w -t = W ¢ J LL U) 2 w z J LLu J CL w O Z (D m = z Z Pcl) Ow O W Z f- } ~ LL O O ~ i O J ❑ C) U) U, J 0 O Q _3 LLJ U U I ii rn W D w IL o J -j z M W Y 0 02 ❑ 0~ U) W Q U) Z g O= Q5 m 0w~ 0 ~0(r~F_ < p C) W U Q J Z w Z> w (n o LL z 0- Q ='S co w rnJ wOw Q - 0tY J z= LL m~ > Z O O m 0 , = U) t1 W (7 z CO -j -1 _j CO Z ¢ Q 0,,0 a Z 00 w z0w Cf) = ~ujwm Q F-pw r ZZ) 0 rn ~UI-~ ~Z: z cwn~ JQ ¢z0 D <w< z> Q W z0 c= m Jw U C~WzJQ ~a F-' om m f->¢Q~ t- z Doz Cf) xz -j = z ~ w w0 cnLU Q 0 J Q v°z c=/)00 2 . F-(~LL C/) w -i L) O J F- U) J O w Q ¢ ZZ Q`-' -ZE °Q w0 z ccnwV w0 U0 fl~ F- Qw w n cz J °-f- P: 0P- ~Q wF-zwof O ¢ Qi 0 Q Z 0000w wU ~UQWCn ° C/) WQ a~aw~ wLL z~00tY ~m cf) w ° LJJ J J - ww w LLJ w wzww>z U) W U) J J LL W= It IL = O = N> J LL W Qz Q QOU)U) a_ C/) I-Ui-cn0 QO C-i C6 rr Lri co wm•a:~puejw!nuaNw.vx. O Wooadmspueluneoua~§/U M 6999109'lbS:11@0 ariliallipiVddeaspuu, r~r.~ o ❑ 039L680'PUel4sb Z196'ZSS'1bS=~ ti > = o wa 1~a~IS b SbS b6lE'HHb' lb5 :191 ULl l CJ lA~ll ° m LL " z o a N0S2~:10 aNV-lHSV VIHlI-I IV 2133NOId ~ J cn J a w 0 c~ z z a J d w O ~ z ~o w = w Z (D W ° W 4 w w F- U ❑ ❑ m O x w Z H _ ❑ X ~wo o aao z iK w x o N > O m W Q ❑ < Q O a C C F-N J O mZ JO Q w 0' O j QZ Q 4 Fm m ~O~ ryW ~m QZ J El ? _ aw 2( mO w ❑ uw ~ Z p:wl a w a °nt Z¢w mw m w IoW Q~ ~ r NWr ~ K ~ z z tJi ~e ¢ w y rn F- W S K ❑ Z mw FV y mw I-a U OZ ¢ Z) m M w ¢ J Q d U Cl) U) LU m C) 0 [Y 0 w0❑ N ? f m Zw x w_'H U On. Y N w Z CL z z 1~h F- (7 v o ° Z _ J m w Z a LU ' No ¢ d' w °O d ° CD j X = 7SQ w IL' N ~ ` O J ~ a < 1 z v? zca 0 z u] 1~ ~a~ U 7' O W v Z N co UJ M / 0 O LL o ~ zU ~Z WJ aZ z ° w os O O Ig W o J o o 0, a °z° ❑ c2' z w gF-QCw.) Cx7 gLL ¢w U" IX Z W wU YOp i-Q wIZ- O U z W U aH > ? O w= v) ❑~v=ia Q@) v z N Q a Kp Q O - w a ~~z u~LLZ z a s ~O w~ z w Sb O z r- Oo~ON Fz°w =Lmo~ z~ w w 'ph z= ° z o -cJ r[ x o uz K z b C4uim Uw ~ ~0 d r~Il~ a m" Y ,❑F ¢ w g ¢ OQw FF- m❑o ~C) m°www o ❑w W w G O ❑ F, N Z} z U, T O C9 `G - W X Z o W Z W f W Iw Q 00 v ~❑OO z¢~zw o¢ ¢ Ow wa 2O QO~ OZ -11 X~ W ¢ z~ N rW-z~2c=i ~mo¢w o~ O j N of o O w¢ oo_ w_zo> w _ o ¢ o o ¢ J Dfz Z¢ w>¢¢ w o C m v= m W~ z~m dl- J U Q Z ~\UII=II IIII~I-= Z Oa ~OOOOO UI ~rLC aI1 v ` III-I HL- of Q J < a ¢ y:I-1 =1I I- f O II- w. z V~ U U w O IHIHI- ¢ z .III-III-1 X` o z a o l l III-I l_ Q ll l o o v O - IIII=III°IIII a mF z ii U) 0i 0 1 -I=111_ °o O iv ddtiddd 'r Z!vi L= ='a1 02 ,z I- 000000 _ _ O -111=~~1J1=III= i~~_ O a u ° N M M c SNVIci NO 03ION 1 -I P. _ IIII` LU m SV 3ONVISI4 U m 1=1II- N n W v I //I V NI LJ~~t~r OZ9Z6 u06aJp `pue14sV o ° Q o N wry W° Iaaa1S uleW ulaoN a r z s}uauaanoadual adeospaeH pue adeospue-1 puelsi ezeld a 0 LL " O N w SL13LIbtltl 3dtlJSONYI W F . ~5~~ IIIIIIIIIIIIIIIIIIIIIIIIIII Puelgsy uMOIuMOa ui ezel d aui w 0 Q m J w LA - Z 0 a o N o u 2gpppp a ~ U ~ ~ o ~oJ LL SE d~ 0 ~ m r? p -rt ~ mJ•o ~ ~ ~ ~ k I C, =W ¢ o cry ~ W ~ =IBS I\ i ~ ~ I w Ln<W a S n ¢ w _ N ~O p O~i Q~ O \ ~C mom r \ d y ~ r iW-L ~ r ' ' LL, tiI K w F ~i~ w ~5; a8z Q < ~~ao z N Y~J m~ ~°g ¢ gd s Q XVAJ7 ~w~ o 4 O~w ~Q3 JQNO Qiw r 11 W LLJ U aga Na b p< N z z FOUK NQ N~N`' U J~1 p-Q - R ❑N r ~C WU Ndl1 F- _ O J O > durji Kw KO'¢i gK ~0 Qr ~F N .n9-~Z f Z ~,x o rOzZ m~~ oyVr a N k v`g ID Q } ~a> 'ug oo¢ ~~o o0 4~z g~a w Sa kg W W LLI ~L aS< Ur UOL J U00 rv- XN ~W L LU g r R1 z b 0s pEp sz r sS a < x pp pp OF 2~ ~N • ~m "U ~ tvSU tt1~J UN H Z ® Z r 1f1 - LLJ U w LIJ Q N N d 0 / U / Q I y 5 _ - 1 Cv p F'AP ~ r oC= / K 4 J / 2 J 2 V I~ K ~ U O :J O 00 y > ~ G ~ ar O < ~ I ~ ~ m 1 Y R~\ O O,~ ~J e P I 3 P z o ~ 1 IN I~ O I O ss I 00 L-2 00 / ~ J I ao ~ ~ it J r o o0 K Z as m r~[r ins Y ^ O Y Kd w~ J N Q 's 3 1S N, vPV i ! SON N N N O yp ~ u 0 ZJ3~I~ OZ9L6 u06aap `pueiysy o a "o ° a IaaaIS UIBN u1JON a - a O R sIuaWanoadwl adeospaeH pue adeospue-1 pLaelsl ezeld o . SGe 11111111111~~Il~lll11111 Pue,ysb unno}uMOa u. eze,cj aUl N r, L Q z m a~0 ~ w ~z u J - W L w z V N O N _ F w m Q = ~ w p¢ m C W z H iE 1 Q 3 J 8 om m w of u Qzl ¢=w w w Cn z_ Q K z J w G m uri w m Igu~ J Q p ~LL~ X x j Q 3 ° _ >LL w J > ~ ❑❑aa~ w w r I LLW Q Q ~ I u°, >ai S ~1 \ .may m ~ Wry ` ~ I I W N o LL ~g 5 w ~ ❑o z g p p ° ~ ~Q Z O U Q v w- ~w Q U °w W _ > o - _ F- ❑ g = a > v m - z d O w O of our od - W L d e v a z = o o> z~ f- W az .3 E z - o p - z aN po J Q ~w Y w c n A Om Q n o Q :z> o, g =w K Z U W V m ~ F F O in t C9 o Q z N 2 t/I W - e > ~Z v a mho o d LLJ m _ Q J C °v ° o NO .Z w wUi J id ~3 LL, o ° ~ a = y c _ ~ mp z~z p ~w KO Kw KO z t - o v o - m` o a w w v - w wou° ~F a0~ i 63 nw .-LL 'nw N z _ = L z o m _ z az -lzz Oo - NQ¢ xp ~=p 1- W ; O E~ 3 Z m g - O ¢ m z ~ u z z >w ~ I- z2 3 ° w r r = Q z ❑ d w z f¢ 'NIN ,~Zl ❑ g a oww ~o ll _ m U' jW > 2 E u Y o Z ¢ o N w O O ' It = rwZ zm ° W S. o m m II v W a_ a m ti= o ui LL m I it O O O ' U O W J < z W / 'w \ Q / ~ ~ d w E I G v v 2 z a I ! II \ . a w Y LLLJJJ ~i co P Oc)ww o i 41 e I1 o I O r i, ~ i Qool ~ it ~ II / I ti I I ~ II ❑ I ~ I o❑ I I ~~r I <o o 0 J I 3 NI dV! l11 O N o N ~ Ln N N O O ~ O ~ \ U • g ~g~Iy~ OZSZ6 U0158 JO `pue14sy a z o a ry N 198AIS un`!W 41JON a Z M z Q s}uawanoadWj adeDspaeH plae adeospuej pueIs[ eze1d w a ~ w w r ue s unno uMO ui ezeld aul z w LA z N o_ o N om~ n _J - a a a z z z z z z z Z Z Z z Z u u u 0 0 0 0 0 0 0 0 0 0 0 0 N N ¢ Q ¢ ¢ ¢ a ¢ Q a ¢ ¢ ¢ ¢ :7 U` (7 V' L7 l7 l7 V' U' l7 U' l7 N N N M, M ~A N M M M M M N C' N H N N Q m O y u u ~ z w Y ~ Q FQ O - Q j y w g ¢ Z m z N w w Q ~ m w U U H' K w 0 ~ Y Z m z cc m w ¢ F- Q N m ~ ~ C ~ K vhf ~ ~n ~ ~ Cl 'W Z Z tNyl w H Q W Q Vt E~ m w Z z O m w~ ~ s Z Qm rc c a lC'I a D C m U l7 y a = FV- w0 p Z Z Z U Q m Z Z E < v~i ? w a 9 O w V) ° w a Q m z ¢ u° 5 a ° > 3 d °u 06 0 ¢ K Q Z z Z z w w W W w m_ N Z z a `o Q Z, O ¢ B O o a w U Z Q Lu Oo ¢ w a w m r LL O w a u d g wxx~ a° K a Z C K ti U 3 ° > v~i Z 2- Z Z °K HZ W wO ww W 01 a~a v+ O O O w z? w 'nC- r~ f vi 2 in Ya Ow - J Z ¢ O ~ Z> m > ^ O° ° U' O W Q O p-5 Z 7 cc Q Q Q u a in rvF aw Zn~ Qor/imz U ms ¢ u Q V1 o Q (n Mz i¢ _ ~z~~~-~ -'a w y 0 w o¢ u u o Q o W za NQ ~m cmamLL ZIE i- 0 z g w LL a a o W > X z a Q F- o ° z Z I-I . Z 2 O? J V w m z J U B-III= ~ 1- z z a N d Q 0- _ Z a. ¢ a o - p N= Q z N m < s = wIII -I > w z F z¢ w , m V x im t•a J w w w z o w o o Z m C9 - o _ ° Z =1=1 I- m Q a O' N m m .n .n z Q u 2 a ¢ a z i ° o O HE I- Z Vl u °-Ow zUF Q w o Q Nab ~ OC w LL N= w_ LL _ 3 - u W J w u° ° °z o z CL x Q a a z d r~ m z .n ,n. Q w- a c n a c a¢ u a? O I- = Q ¢ ai ti a o '=Tfi- ~ N IT I- I I=T 1 I- ° __II -III = o i 1=1 _I j cn Z i / / r Q Wm / Wapm-~~ ~ ~ Jy a wm ~ ~ vJ Nc \ 6 IR ~ V 6 i o ~ a .o ,O z d 0v P P w o _ V ~ I m a p N J o d o I ~ I - O x L N ,r\ J o~ ~ d I a 16 21 a / N / O O a ¢ o r m n - - _ a y v w ¢ a Y i Y O I ~ Q J ~N S N 'dW 1 0 N N N y° O c \ a K J \ U _ \ o \ v \ ~ N N d H d ~ N I N b H d O d w d a \ \ awra Regular City Council Meeting September 2, 2014 Page 1 of 6 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL September 2, 2014 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh were present. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Wildfire Mitigation, Forest Lands, Public Arts, and Tree Commissions. City Administrator Dave Kanner and Council set September 18, 2014 at 8:30 a.m. for the next Goal Setting session. APPROVAL OF MINUTES The minutes of the Study Session of August 18, 2014, the Executive Session of August 18, 2014 and the Business Meeting of August 19, 2014 were approved with a clarification from the Mayor. Mayor Stromberg clarified his intention on page 5 of the Business Meeting of August 19, 2014, under the motion to approve the Resolution establishing tax rates for the sale of medical marijuana, with the following statement, "that although I support not taxing dispensaries if they operate like actual pharmacies, there's a good chance they won't, especially if the State integrates them with recreational marijuana outlets. In this case, the City may have substantial additional costs. So, for now, I believe we should tax the dispensaries to protect ourselves in case we get grandfathered but as part of the deal dispensaries are left out because we set their tax rate at zero." SPECIAL PRESENTATIONS & AWARDS City Administrator Dave Kanner presented the 2014 drought noted the following: • Talent/Phoenix/Ashland (TAP) completed and under budget • Few calls received on quality of water • Reeder Reservoir is 99% full - due to addition of Talent Irrigation District (TID) water • Water use remains low - under 4,000,000 gallons per day (mgd) • TID closes irrigation season on September 15 - if the City continued getting 2 mgd from the East and West Forks it may start to draw down the reservoir at 1 mgd • Water measures if the drought continued into winter and possibly banking water Division Chief-Forest Resource Chris Chambers and Lomakatsi Executive Director Marko Bey presented an update on Ashland Forest Resiliency (AFR) Stewardship Project funding. The update included background on the Master Stewardship Agreement, funds spent using stimulus dollars, grants, and dedicated funds. Lomakatsi Restoration Project provided fuel reduction work on 215 acres in the watershed and submitted a proposal, AFAR, for fuels treatment all around the watershed on private non- federal lands to compliment the work in the AFR project. The National Resources Conservation Service (NRCS) could provide an additional $3,900,000 to treat the 4,200 acres involved in that project through a special mechanism called the Regional Cooperative Conservation Partnership. Lomakatsi implemented 140 acres with 2013-14 funds from the City. Using matching funds from the National Forest Foundation Regular City Council Meeting September 2, 2014 Page 2 of 6 and the City, Lomakatsi implemented 75 acres with 275 acres targeted for completion December 31, 2014. Of the $350,000, AFR spent all but $35,000. CONSENT AGENDA 1. Approval of commission, committee, and board minutes 2. Appointments to Airport Commission 3. Appointment to Historic Commission 4. Endorsement of the Monster Dash for the purpose of hanging a banner Councilor Voisin/Slattery m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS - None PUBLIC FORUM Kelly Hammond/184 Clearereek Drive/Requested a stronger police presence downtown specifically on the southwest corner of East Main Street and Pioneer Street. This area was a gathering place for the transient community and this summer brought an increase of unacceptable behavior. She shared an incident where a transient's dog bit a customer from the store she worked at. An officer stationed in the area would have prevented this occurrence. Another issue was the escalation in aggressive pan handling and lewd comments. She stressed this was bad behavior of a few, not all and submitted a document into the record. Pam Hammond/642 Van Sant Street/Suggested the Mayor and Council remind downtown businesses of their responsibility for keeping the sidewalks safe and clean adjacent to their businesses. She suggested the City offer a steam cleaning service for a fee to downtown businesses on a monthly basis. She expressed concern for the animals that accompanied transients and spent their days on leashes in the hot sun and cement on the corner of Pioneer Street and East Main Street. She thanked Police Chief Holderness for the more visible police presence over the Labor Day weekend. The last few weeks were extremely challenging for her employees and visitors with the dense population of people and animals on the corner of East Main Street and Pioneer Street. They were grateful when they received a quick response to their phone calls. Councilor Lemhouse/Rosenthal m/s to place both items under New Business for council discussion. Voice Vote: all AYES. Motion passed. Mayor Stromberg moved the items under Other Business with Council consent. UNFINISHED BUSINESS - None NEW AND MISCELLANEOUS BUSINESS 1. FY 2013-2014 Fourth Quarter Financial Report Administrative Services Director Lee Tuneberg explained the report showed preliminary numbers, staff was still finishing the audit and preparing financial reports for a meeting with the Audit Commission. Total cash was flat between the years with many revenues and several expenditures in capital projects. The year finished within budget compliance and relatively close to projections. Mr. Tuneberg clarified and explained how water sales increasing and usage decreasing did not necessarily indicate a rate increase. The similar applied to the city overspending $1,600,000 compared to the anticipated $11,000,000 reduction in working capital carry forward. Staff compared total resources to total requirements. Another factor were capital projects not starting as scheduled causing fluctuations on the carry forward with funds received for one year being spent in the following year. He went on to clarify Regular City Council Meeting September 2, 2014 Page 3 of 6 the money transferred from the Reserve Fund into the General Fund was for the Community Resource Center and the health benefits fund as a loan. Councilor Rosenthal/Voisin m/s to accept the preliminary fourth quarter financial report for Fiscal Year 2013-2014. Voice Vote: all AYES. Motion passed. 2. Recommendation from the ad hoc Downtown Improvement and Beautification Committee for the use of TOT funds for "other City projects that qualify" Management Analyst Ann Seltzer explained the Committee developed a plan using transient occupancy tax (TOT) funds for beautification projects primarily in the downtown area. The Committee identified the following projects for the current budget cycle: • Landscape Improvements to Lithia Way/Pioneer Street Parking Lot Ms. Seltzer explained pedestrian traffic patterns were already established and the Parks and Recreation Department created bark dust pathways to channel people through the area. The Parks and Recreation Department used fencing to protect new plants along the Lithia Way buffer in the past and removed it when the plants were established. The intention was protect the plants and make a decision regarding the fencing later. Council wanted to review implementation plans for each project for final approval. • Commission a vertical decorative element/public art for the half wall adjacent to Earthly Goods and incorporate seating Ms. Seltzer clarified the Public Arts Commission would develop a request for proposal (RFP) for conceptual designs. Brent Thompson vice-chair of Beautification Committee further clarified the allocation was up to $18,000. • Planter at the corner of Winburn Way and North Main • Triangle at the corner of Pioneer Street and Lithia Way Staff confirmed the Engineering Department was involved in the recommendation to use funds from the miscellaneous concrete fund. Mr. Thompson confirmed recommendations before Council did not go through the Transportation Commission. The Downtown Improvement and Beautification Committee did not think they were germane to the Transportation Commission. Councilor Voisin motioned that the Transportation Commission look at those projects dealing with pedestrian safety issues. Motion died for lack of a second. • Plaza - free standing planters, additional plants, decorative fencing to protect new plants Council wanted to know the type of planter, plants, and colors, which department would provide maintenance, projected annual overhead costs, staff time, budget, and who would decide what it looked like. Mr. Thompson responded the project would go out for bid and come back to Council for plan approval. • Plaza partial paver replacement The Committee would forward recommendations for the next fiscal year to Council at a future meeting. Projects the Committee had already implemented included three new temporary Welcome to Ashland signs, colored pennants in the Plaza, installing a pedestrian light at the staircase leading from New Theatre to East Main Street, and allocating $12,500 for right of way improvements on Lithia Way between Pioneer Street and Oak Street that would begin fall 2014. Regular City Council Meeting September 2, 2014 Page 4 of 6 Isabeau Vollhardt/45 Alida Street #21Expressed concern regarding the color of the pavers in the Plaza and explained the color created heat issues during the summer. The first priority project should be replacing 60%-75% of the pavers. If cost was an issue, there were several residents willing to spearhead a fund raising campaign. Shade was another issue that needed attention. Rik Burns/77 California Street #4/Also had concerns regarding the Plaza and wanted to remind the Committees and those involved in future projects to honor the agreed plans between the City and the community to avoid another "Plaza Gate." Doug Burns/77 California Street #4/Referred to his previous public testimony regarding paver selection in the Plaza that outlined violations of the Ashland Municipal Code, and how the City Administrator and City Attorney did not know or take responsibility for the obvious violations. The violations included the decision to change the pavers from salmon to gray because it complimented public art and the other was a subcommittee making a decision on a $225,000 project. He felt maligned by the City Administrator following his prior testimony. Councilor Lemhouse called for a point of order explaining Mr. Burns's comments did not pertain to the topic and he should have spoken during Public Forum. The City Attorney agreed. Mr. Burns took issue with the decision and reiterated his points. John Wieczorek/165 Orange Street/Noted the need for more public restrooms open 24 hours a day. He specifically addressed the Porta Potty. Marilyn Briggs/490 Glenview Drive/Researched public spaces and noted the original discussion regarding the Plaza included requests for low maintenance and decisions that would avoid vandalism. The recommendation to add planters would cost more to maintain and most likely incur vandalism. If people wanted greenery, Lithia Park was across the street. She did not want more expenditure on greenery for the Plaza. She noted designers talked about open public space being neutral creating a background. It was the people in the space providing the color and movement. From her research, very few plaza spaces used red or sand colored brick. She hoped the City would not spend a lot of money on something not needed. She went on to suggest the City create a proper entry to City Hall. Committee member Stefani Seffinger thought the Beautification Committee should continue and work on the paver project if Council went forward with that recommendation. The purpose of the Plaza needed better definition, was it a gathering space or an area to pass through. She submitted an article on trees that pollute into the record. Committee mernber Michael Dawkins shared input from long term residents that noted the Plaza had more activity recently than years before. He also added on hot days it did not matter what color the pavers were, they were all hot. Mr. Thompson made additional comments on the Committee and explained there was $25,000 of unallocated funds leftover for biennium July 1, 2015 - June 30, 2017. The Committee would reconvene if Council wanted. Councilor Lemhouse/Slattery m/s to approve the recommendations of the Downtown Beautification Improvement ad hoc Committee and direct staff to provide Council with a plan for implementation for each project. DISCUSSION: Councilor Lemhouse thanked the Committee and City staff for their involvement and efforts and appreciated their willingness to reconvene if needed. It was prudent to accept the recommendations and get further into the details when the implementation plans came before Council. He was not comfortable at the Council level choosing color palettes. Councilor Slattery sat in on the Committee once and thought how the Committee behaved defined democracy in a small community. Councilor Marsh added the Committee exceeded Council expectations and liked their expertise and recommendations. She suggested including RFP's with the implementation plans in order Regular City Council Meeting September 2, 2014 Page 5 of 6 to be as transparent and publicly accessible as possible. Councilor Rosenthal liked the recommendations with one exception he might vote against in the future. Councilor Voisin motioned to amend the motion that the Council table the two plaza projects for a later date and focus on the other projects. Motion died due for lack of a second. Councilor Morris explained that even thought he did not second the motion he would wait until the information on the projects came forward to decide whether to support them or not. Continued discussion on main motion: Mr. Kanner explained staff would send out RFPs and RFQs (Request for Quote) to landscape architects for designs that would go before Council for approval prior to moving forward. He estimated the most expensive RFP or RFQ would cost $4,000. Councilor Marsh suggested involving Council at the earliest feasible phases on the projects particularly the Plaza projects. Roll Call Vote: Councilor Slattery, Rosenthal, Marsh, Voisin, Lemhouse, and Morris, YES. Motion approved. 3. Direction to staff regarding questions for citizen survey City Administrator Dave Kanner explained every other year the City participated with the National Research Center in the National Citizens Survey along with 500 cities nationwide. As part of the survey, the City could ask three locally generated questions, one open ended and two multiple choice. The Parks Commission wanted to ask what programs the community wanted Parks and Recreation Department to offer or expand as the open-ended question and Council agreed. Council selected a question regarding economic development and one regarding the City Hall building. They requested the question for the City Hall building be less specific or to use the original question staff proposed. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution establishing fees and charges effective September 4, 2014, for medical marijuana dispensary application processing" Administrative Services Director Lee Tuneberg explained the resolution provided new fees when the City processed permits for medical marijuana dispensaries beginning Thursday September 4, 2014. City Attorney Dave Lohman submitted a revised resolution that did not have language regarding background checks. Enforcement regarding employees with disqualifying criminal background could occur through owner self-disclosure, via complaint, or discovered during an investigation of the dispensary. The condition of not having a disqualifying criminal history was continual. Councilor Rosenthal/Marsh m/s to approve Resolution 2014-16. Roll Call Vote: Councilor Voisin, Rosenthal, Marsh, Lemhouse, Morris, and Slattery, YES. Motion approved. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Discussion regarding transients and safety issues for the E Main Street and Pioneer Street area. Police Chief Terry Holderness explained the Police Department provided more coverage to the downtown area this summer than in the past. He originally intended 100 hours of coverage but due to staffing and the You Have Options program was only able to provide 70 hours a week. The summer was relatively quiet until the past two weeks that generated several complaints downtown. Jackson Wellsprings held an annual music event a week before Burning Man that drew many transients and travelers. People typically would stay for a few days then leave for Burning Man however, this year several stayed in Ashland that resulted in issues and complaints. Most of the conduct described was not against the law in the state of Oregon and that included harassing comments. The Police Department planned to increase patrol of the downtown area for the next couple of weeks until the group passed through. He hoped that the following summer the department would be fully staffed and funded to Regular City Council Meeting September 2, 2014 Page 6 of 6 provide 100 hours of coverage in the downtown area each week. The Police Department had issued many tickets to people visibly intoxicated and drinking in public but did not think citations were a deterrent for people not intending to stay in the area. People ticketed this summer who did not pay their fines would have warrants issued for their arrest when they returned the following year. The area in front the Black Swan that caused so much issue would undergo a remodel through the Oregon Shakespeare Festival (OSF) that would reduce complaints at that corner. The changes would displace some transients to another location. Chief Holderness clarified sexual harassment was a civil tort and not a criminal violation. Sexual assault was reasonable apprehension of physical violence established through the reasonable person standard. Chief Holderness was confident the changes to the Black Swan area would drastically reduce activity next year. The problem was displacement. Another contributing issue was raised planter boxes off the sidewalk, wherever planters like that stood the City had problems. He addressed dogs and explained the police cite owners for not maintaining their dogs or physically abusing them but did not cite for undernourished animals. It was also difficult enforcing licensing and vaccination requirements on dogs with transient owners. Council would further discuss police presence and what action Council could take at a future Study Session. City Administrator Dave Kanner explained staff had discussed offering a service to steam clean sidewalks for businesses during the shoulder seasons. The Street Department staff was extremely busy with work they could only accomplish during summer. The City did not clean the sidewalks because it was a resource allocation issue and the Ashland Municipal Code stated that the adjacent property owner was responsible for maintaining the sidewalk in a clean and safe condition and removing obstructions. Mr. Kanner would look into a program for the off-season, establish a fee rate, and bring it back to Council for consideration. Councilor Marsh shared that 200 families attended the Family Fest event at the Ashland Resource Center held August 27, 2014 and received a variety of services. Councilor Lemhouse noted people brought 157 lbs. of food to the Ashland High School scrimmage that occurred August 23, 2014. Councilor Voisin congratulated the Police Department for their nomination of the Webber Seavey Award for excellence in Law Enforcement for the You Have Options Program and making it to the top ten. Mr. Kanner announced a ribbon cutting celebration for the TAP pipeline Thursday, September 11, 2014 at 4:30 at the new pump station at 2253 Rogue Valley Highway 99 North. ADJOURNMENT OF BUSINESS MEETING Meeting adjourned at 10:29 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor Regular City Council Meeting October 21, 2014 Page] of 8 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL October 21, 2014 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.tn. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh were present. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Forest Lands, Wildfire Mitigation, Historic, Public Arts, Transportation, and Tree Commissions. APPROVAL OF MINUTES The minutes of the Study Session of October 6, 2014, Executive Session of October 6, 2014 and Business Meeting of October 7, 2014 were approved with the following clarification to the October 7, 2014 meeting regarding the discussion on Title 18 Land Use: Page 4 of 6, Council agreed to forward an increase in height along with a conditional use permit (CUP). SPECIAL PRESENTATIONS & AWARDS 1. Public Art Commission annual presentation to City Council Margaret Garrington, Chair of the Public Arts Commission presented the annual report to Council. She noted the following projects in her report: • Gateway Island Project • Calle Staircase • Walkway between New Theatre and East Main Street • Public Art Inventory • Newest Public Art Chair Garrington shared the Commission's goals and timelines on current and ongoing projects and identified future public art projects for 2015. In addition, she brought forward a request from the Commission that Council consider revising AMC 2.10.040 "Quorum and Effect of Lack Thereof' to allow a quorum of more than one-half of the appointed commissioners. The current language requires a quorum of more than one-half of the members including vacant positions. 2. Code Compliance Program - one-year update Code Compliance Specialist Kevin Flynn explained to date code compliance had received over 900 contacts from citizens and partners in city government. Some calls were easily resolved and others took time. The majority of issues was land use, assistance to various city departments, and recently sign code. He addressed the Short-term Vacation Rental Compliance History map noting the program's success and that at this time there were no properties out of compliance. Trending code complaints included the following: • Medical marijuana agricultural grow sites as causing a negative impact due to noxious odor of the plants Mr. Flynn was using the same model for medical grow sites used for short-term vacation rentals, he Regular City Council Meeting October 21, 2014 Page 2 of 8 contacted the property owners and advised them of the ordinance and put them on a cease and abate warning. Because it was a medicinal grow, he was not requesting they remove their plants but asked them not to grow the following year or at the level that caused the strong odor. City Attorney Dave Lohman thought the nuisance ordinance was sufficient for enforcement. • Recreational trailers, utility sheds and other temporary structures being used as long-term dwelling units in backyards and driveways in single-family zones on private property • Increase of mice and rats that some citizens are associating with chicken coops Council expressed appreciation for Mr. Flynn's efforts. PUBLIC FORUM David Wick/2560 Eagle Creek Lane/Asked Council to consider forming a Culture of Peace Commission (CPC). A culture of peace encompassed values, attitudes, traditions, modes of behavior and ways of life as well as how the City could function with practices that were practical and grounded with a return on investment. The community supported this commission. He submitted documents into the record. Irene Kai/2560 Eagle Creek Lane/Noted Ashland was recently designated Google eCity for the second year in a row. It took leadership and vision for the Chamber of Commerce in the 1980s to establish internet. Ashland was innovative with great leadership, vision, and the courage to create their vision. If Council created a Culture of Peace Commission it would lead the citizens to practice the culture of peace and put Ashland forward as a city of peace to the rest of the world. Eric Sirotkin/2016 Ashland Mine Road/Explained he was an attorney and mediator and spoke on creating a Culture of Peace Commission in Ashland. The Commission would bring in people with non-violent communication skills, reconciliation and mediation skills, and compassionate listening. The commission would help confront issues in a way that built a solid, healthy, forward thinking city. He asked Council to place the Culture of Peace Commission on a future agenda for discussion. Councilor Marsh/Lemhouse m/s to add to the agenda a discussion on the timing of Ragland Award. Roll Call Vote: Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh, YES. Motion passed. Councilor Voisin requested adding a discussion regarding the Culture of Peace Commission to a future Study Session agenda in 2014. CONSENT AGENDA 1. Approval of commission, committee, and board minutes 2. Special procurement for the purchase of Allen-Bradley (brand specific) electrical products and components Councilor Rosenthal/Marsh m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS (None) UNFINISHED BUSINESS (None) NEW AND MISCELLANEOUS BUSINESS 1. Approval of three Request for Proposals (RFP) for architectural designs for downtown improvement projects Engineering Services Manager Scott Fleury explained the RFP projects included: Regular City Council Meeting October 21, 2014 Page 3 of 8 1. Improvements to the planter area at the corner of Winburn Way and North Main Street and the triangle at the corner of Lithia Way and Pioneer Street 2. Landscaping at the Pioneer Street and Lithia Way parking lot 3. The addition of plant material to the Plaza and partial paver replacement Two projects that required additional work and safety improvements involved pushing out the handicap ramp by the Winburn Way planter for higher visibility. The second project was the corner of Lithia and Pioneer. There was an existing driveway where the beautification project would go and staff recommended replacing the driveway apron and improving grade issues on the sidewalk. Mr. Fleury explained the initial estimate did not include the $18,000 in design work. Covey Pardee provided probable construction cost estimates. The engineering cost estimates came after and included professional associated costs. City Administrator Dave Kanner further explained the cost estimates had a 20% contingency that was typical at the design stage and would most likely not be spent. The projects were scaled in a way they could all be done with the available dollars and within budget. Councilor Lemhouse/Rosenthal m/s to approve the RFP for design and implementation for improvements to the planter on the corner of Winburn Way and North Main and the triangle at the corner of Pioneer Street and Lithia Way. DISCUSSION: Councilor Lemhouse emphasized all three were requests for proposal, design questions would happen later. Councilor Rosenthal concurred. Councilor Voisin would not support the RFPs, these were public spaces, and Council needed to hear from the public beyond the special interest of the Downtown Beautification Committee. She also wanted the Tree Commission involved for tree selection, and an arborist and staff from the Conservation Department involved as well. Councilor Voisin motioned to amend each RFP that 1) a public forum be required for each project, 2) that the Tree Commission be consulted for trees only, that the City hire an arborist to oversee all construction especially around the native cedar on North Main Street and 3) that Julie Smitherman be consulted for drought tolerant shrubs and plants for all three projects. Motion died for lack of a second. Mayor Stromberg objected to the characterization of the Committee as representing special interests. He appointed the members to work on behalf of all the citizens. Councilor Voisin clarified the members were stakeholders. Councilor Lemhouse called for a point of order and Mayor Stromberg ruled in his favor. Councilor Voisin motion to challenge the decision made on the point of order. Motion died for lack of a second. Continued discussion on amended main motion: Councilor Marsh supported the main motion, both areas in the RFP needed to become more pedestrian friendly. Roll Call Vote: Councilor Lemhouse, Marsh, Morris, Slattery, and Rosenthal, YES; Councilor Voisin, NO. Motion passed 5-1. Councilor Lemhouse/Slattery m/s to approve the RFP for design work and implementation of landscape improvements to the parking lot at the corner of Pioneer Street and Lithia Way. Roll Call Vote: Councilor Lemhouse, Marsh, Morris, Slattery, and Rosenthal, YES; Councilor Voisin, NO. Motion passed 5-1. Councilor Lemhouse/Slattery m/s to approve the RFP for design work and implementation of improvements to the Plaza. Councilor Marsh/Slattery m/s to amend the motion to delay consideration of the RFP until after the Regular City Council Meeting October 21, 2014 . Page 4 of 8 Study Session on December 2, 2014. DISCUSSION: Councilor Marsh explained Council would meet to discuss what kind of planning process they wanted for the Plaza at the December 2, 2014 Study Session. Councilor Slattery agreed adding it would allow public input. Councilor Marsh withdrew her amendment. Councilor Lemhouse withdrew his motion. Councilor Marsh/Slattery m/s that consideration of the RFP for design work on the Plaza improvements be deferred until after the Study Session on December 2, 2014. DISCUSSION: Councilor Rosenthal would not support the motion and did not think the delay was necessary. Roll Call Vote: Councilor Lemhouse, Marsh, Morris, and Slattery, YES; Councilor Voisin and Rosenthal, NO. Motion passed 4-2. 2. Ad-Hoc Recycle Center Committee recommendations for the Recycle Center, waste reduction and recycling Management Analyst Adam Hanks explained the ad-Hoc Recycle Center Committee made the following recommendations: • Creation of a sticker program for curbside recycling The Committee recommended approving and implementing this program. Councilor Morris/Lemhouse m/s to approve the creation of a sticker program for curbside recycling. Roll Call Vote: Councilor Morris, Marsh, Rosenthal, Voisin, Slattery, and Lemhouse, YES. Motion passed. • Remove comingle recycle collections from the Recycle Center The Committee did not recommend approving this option because the savings gained did not outweigh overall objectives of waste diversion options for the public. Councilor Rosenthal/Slattery m/s to continue comingle recycle collections at the Recycle Center. DISCUSSION: Councilor Slattery explained this was an important aspect to the Recycle Center and Ashland was doing something good for the environment by retaining the service. Roll Call Vote: Councilor Morris, Marsh, Rosenthal, Voisin, Slattery and Lemhouse, YES. Motion passed. • Change fee methodology for Recycle Center surcharge The Committee recommended maintaining the existing monthly flat fee on Recology customer bills. Recology received approximately 12-15 calls regarding the $1.60 surcharge on customer bills. Establishing a donation system raised operational concerns. The Committee spent considerable time on charging a fee to use the Recycle Center. It was problematic on several levels that included social equity issues, cash handling, paying someone to collect the money. In the end the $1.60 was successful in capturing costs. The Recycle Center was a part of the culture of Ashland and that people utilized it without paying fell under the category of providing a good service for the planet. The Committee agreed the Recycle Center needed to evolve and was open to exploring options in the future. Councilor Rosenthal/Slattery m/s to maintain the existing monthly flat fee on Recology customer bills. Councilor Marsh/Lemhouse m/s to amend motion to direct staff to continue discussions with Recology regarding a donation system. DISCUSSION: Councilor Marsh wanted the committee to determine a way for people to understand there was a cost to the recycling service Ashland was offering and provide them with an opportunity to contribute. Roll Call Vote: Councilor Morris, Marsh, Rosenthal, Slattery, and Lemhouse, YES; Voisin, NO. Motion passed 5-1. Regular City Council Meeting October 21, 2014 Page 5 of 8 Continued discussion on amended main motion: Councilor Lemhouse struggled with the idea that some people did not have to pay for a service others paid for. Attaching a fee to the electric or water bills seemed fairer. Roll Call Vote on main motion: Councilor Morris, Marsh, Rosenthal, Voisin, Slattery, and Lemhouse, YES. Motion passed. • Expand non-curbside collections materials available to reuse/recycle at the Recycle Cent The Committee recommended approving and bringing back results to the Council for final implementation approval with review by the Conservation Commission. Councilor Marsh/Lemhouse m/s approve the Committee recommendation and direct staff to bring back results to the Council for final approval. Roll Call Vote: Councilor Morris, Marsh, Rosenthal, Voisin, Slattery, and Lemhouse, YES. Motion passed. • Develop and implement a waste reduction and recycling education and outreach program for the community Committee recommendation to approve and bring back results to the Council for final implementation approval with review by the Conservation Commission. Councilor Lemhouse/Rosenthal m/s to accept the Committee recommendation regarding the development and implementation of a waste reduction and recycling education and outreach program and bring it back to Council for final implementation approval. DISCUSSION: Councilor Lemhouse strongly supported education commenting that it helped change behavior. Councilor Rosenthal thought Ashland had the opportunity to be an innovator in this regard. Roll Call Vote: Councilor Morris, Marsh, Rosenthal, Voisin, Slattery and Lemhouse, YES. Motion passed. • Explore a pilot program or system to offer pre and/or post consumer food waste diversion options Committee recommendation was approve and bring back results to the Council for final implementation approval with review by the Conservation Commission. Councilor Rosenthal explained post food waste handling made up to 30% of the waste stream. Councilor Rosenthal/Slattery m/s to explore a pilot program or system to offer pre and/or post consumer food waste diversion options and bring back results to Council for final implementation or approval. DISCUSSION: Councilor Morris thought this was a recommendation that could bring a large return. Roll Call Vote: Councilor Morris, Marsh, Rosenthal, Voisin, Slattery, and Lemhouse, YES. Motion passed. • Update Ashland Municipal Code 9.22 - Opportunity to Recycle The Committee recommended approving and bringing back results to Council for final implementation approval with review from the Conservation Commission. Councilor Marsh/Rosenthal m/s to instruct staff to investigate updates to the Ashland Municipal Code 9.22 - Opportunity to Recycle and report to Council for final approval and implementation. DISCUSSION: Councilor Marsh noted the intention was making recycling available to everyone in the community and sometimes that was missed in multifamily developments. Council Rosenthal added it had been 22 years and it was time to review the code. Roll Call Vote: Councilor Morris, Marsh, Rosenthal, Voisin, Slattery, and Lemhouse, YES. Motion passed Council directed staff to bring back the report from Recology on financial incentives in the payment structure Regular City Council Meeting October 21, 2014 Page 6 of 8 for trash services along with the other items requiring approval by Council. Mayor Stromberg moved the agenda item regarding the Approval of a resolution titled, "A resolution in support of fossil fuel divestment" under Ordinances, Resolutions, and Contracts from #2 to #1. 3. Discussion of deer education proposals City Administrator Dave Kanner explained the agenda item was a result of a citizen testifying under Public Forum during the September 16, 2014 Council meeting who requested the City increase public awareness about living with deer. Council could limit the discussion to education or look into mitigation that had limited options. Staff had received a small amount of emails from citizens that wanted the City to take some form of mitigation. Amy Felmley/187 Gresham Street/Explained she had lived in Ashland for a year and spent four months researching deer after an attack she experienced in her yard. She did not expect the City to take the lead on education but wanted information made public on what to do when you encounter a deer while walking a dog and how to respond when being chased by a deer. The City newsletter fell short providing that information to the public and the links mostly discussed fences. She thought the perception of deer being harmless should change to potentially dangerous. She clarified she was not talking about culling deer or sterilization at this time but wanted deer identified as dangerous removed. She had discovered the Oregon Department of Wildlife would occasionally grant a permit to remove a specific deer. Councilor Marsh/Slattery m/s to suspend rules to allow questions. Voice Vote: all AYES. Motion passed. Ms. Felmley thought the City website was the appropriate place for new residents to learn of deer being potentially dangerous but the site did not offer information on protecting oneself from an attack. Mayor Stromberg added citizens signing up for utilities presented another opportunity to inform citizens of potential harm from deer. Ms. Felmley went on to read steps a person could take if attacked by a deer from a document she submitted into the record. Mayor Stromberg reinstated Council rules. Council directed staff to bring back an educational campaign on dealing with deer and wildlife in general using the website, City Source, providing information when a citizen signed up to receive utilities, and research possible partnerships in the community. Council suggested a television program with experts talking directly to the public, or a Town Hall meeting on the topic. Council comments regarding mitigation wanted to know the options and other comment did not want to pursue mitigation. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution in support of fossil fuel divestment" City Recorder Barbara Christensen worked with Southern Oregon Climate Action Now (SOCAN) who asked Council to support fossil fuels divestment by requesting the Oregon Short Term Board (OSTB) and PERS Board (Public Employee Retirement System) not invest in fossil fuel companies. The resolution would not make any changes to the City investment policy. Tamsin Taylor/594 Great Oaks Drive/The resolution in support of fossil fuel divestment provided an opportunity for Council to request the OSTB and PERS Boards review and consider divestment. The resolution was only a recommendation. Divestment would not result in lower returns. Diana O'Farrell/929 Mountain Meadows/Explained the recent drought and reduced snow packs were consistent with global warming models. If the economic plans of fossil fuel corporations continued unabated, the climate changes would get worse. She asked the City to join others and take a stand to support divestment and encourage fossil fuel corporations to adjust their practices. Regular City Council Meeting October 21, 2014 Page 7 of 8 Reverend Thomas Buechele/829 Boulder Creek Lane/Governments at all levels were under strong corporate voice promoting maximization of short term profits in relationship to the whole issue of oil fossil fuels. Intergenerational justice demanded that people take whatever actions possible at this time to assure future generations were able to enjoy a livable, hospitable, and beautiful planet. He urged Council to support the resolution. Councilor Slattery/Voisin m/s to approve Resolution #2014-19. DISCUSSION: Councilor Slattery supported the resolution. Councilor Voisin commented SOCAN had researched the resolution and the City Recorder did due diligence for the City. By supporting this resolution, Ashland was joining hundreds of cities and organizations who were taking the cause of the climate crisis seriously. Councilor Morris supported the motion but questioned how to achieve the goal. The real goal should be reducing reliance on fossil fuel. Councilor Lemhouse would support the motion and appreciated the changes SOCAN made to the resolution after Council expressed concerns. This was an active step but people should do more than resolutions to change the issue. Councilor Rosenthal thought it might be easier to divest from coal. Councilor Marsh noted that Council chose as one of its five priorities for the next five years to develop and implement a climate and energy plan. This was a step in that direction. Roll Call Vote: Councilor Morris, Marsh, Lemhouse, Voisin, Rosenthal, and Slattery, YES. Motion passed. NEW AND MISCELLANEOUS BUSINESS-continued 4. Plaza replacement tree recommendations Assistant Planner Michael Pina explained two arborists on the Tree Commission thought the Red Oak might have more invasive root systems than the Bur Oak. Both trees produced acorns. The Tree Commission had discussed the potential risk to roots due to overwatering. To Mr. Pina's knowledge, the Parks and Recreation Department had not participated in the tree selection. City Administrator Dave Kanner had talked to various people in the Parks and Recreation Department and no one had a strong recommendation on the type of tree. The Red Oak was slightly smaller in base and diameter height than the Burr Oak and produced bright red leaves in the fall. The Bur Oak turned a yellowish brown in the fall. Councilor Voisin/Marsh m/s to select a Red Oak to replace the recent deceased tree in the downtown Plaza. DISCUSSION: Councilor Voisin thought the Red Oak was more appropriate and a better fit due to the size of the Plaza than the Bur Oak that could grow large. Councilor Rosenthal would not support the motion. He disagreed with the tree choice, was concerned the Parks and Recreation Department was not consulted on the choice, and thought more examination was needed. Councilor Lemhouse agreed with Councilor Rosenthal and did not think the Council should be picking a tree. He trusted staff would make the right decision. Councilor Slattery thought the Parks Commission needed to be involved in the choice and would not support the motion. Councilor Morris would vote against the choice as well. He had hoped for a native tree instead of an eastern one. Mr. Pina explained a native tree would not do as well given the irrigation in the area. The Tree Commission made the tree selections just prior to Michael Black being hired as the new Parks and Recreation Director. Mr. Pina had a discussion with Mr. Black regarding the choice and he was fine with the selection. Roll Call Vote: Councilor Slattery, Voisin, Marsh, Lemhouse, Morris, and Rosenthal, NO. Motion died. Council directed staff to consult with the Parks and Recreation Department, follow appropriate protocol with the Parks Commission, and make a decision on behalf of the Council and not bring the decision back to Council unless the selection did not include either the Red Oak or Bur Oak. ORDINANCES. RESOLUTIONS AND CONTRACTS-continued 2. Approval of a resolution titled, "A resolution authorizing the City of Ashland to provide a city building for a winter shelter two nights per week through April, 2015" Regular City Council Meeting October 21, 2014 Page 8 of 8 City Administrator Dave Kanner explained this was the same resolution adopted over the past two winters allowing the use of Pioneer Hall as winter shelter two nights a week staffed by volunteers from the Rogue Valley Unitarian Universalist Fellowship (RVUUF) and Temple Emek Shalom. Councilor Marsh did not want to allow children in the shelter and wanted to delete the reference to children under Section 2 Terms and Conditions (g). Mr. Kanner clarified volunteers' designated separate sleeping areas for men and women but did not enforce it if the guest was uncomfortable with that sleeping arrangement. Councilor Marsh/Lemhouse m/s to approve Resolution #2014-20 and delete from Section 2 (g) "Appropriate signage must be displayed that warns against children being left alone." DISCUSSION: Councilor Marsh thought it was a terrific program and a great way to leverage a City resource with volunteers. Roll Call Vote: Councilor Voisin, Marsh, Rosenthal, Slattery, Morris, and Lemhouse, YES. Motion passed. 3. Approval of a resolution titled, "A resolution consenting to the transfer of control of the cable franchisee Falcon Cable Systems Company II, L.P. to Comcast Corporation, with conditions" City Attorney Dave Lohman explained the only basis for challenging a transfer like this was if the City had reasonable legal, technical, and financial capability questions about Comcast Staff had hired a telecommunications attorney to ensure the City asked for everything possible in terms of conditions. Mr. Lohman received a call from Charter asking the City to remove item (2) under Section 2 Conditions to the Transfer of Control because it would limit their due process rights under the existing franchise. Councilor Slattery/Lemhouse m/s to approve Resolution #2014-18 and delete under Section 2, item 2. DISCUSSION: Councilor Rosenthal would not support the motion and expressed serious concern regarding the level of customer service from Comcast. Mr. Kanner clarified the City could charge Comcast 5% of gross revenues on cable service. The City could not assess a franchise fee on internet and data services. The 5% charge was a limitation set by federal law. Roll Call Vote: Councilor Slattery, Lemhouse, Morris, Marsh, YES; Councilor Rosenthal and Voisin, NO. Motion passed 3-2. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Marsh suggested removing the State of the City from the Council meeting and making it an event that included the presentation of the Ragland Award. Councilor Marsh/Slattery m/s to award the Ragland Award at the annual State of the City address in January. Voice Vote: all AYES. Motion passed. Councilor Lemhouse expressed concern moving agenda items during the meeting and preferred adhering to the printed agenda established prior to the meeting. ADJOURNMENT OF BUSINESS MEETING Meeting adjourned at 10:25 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor Regular City Council Meeting December 16, 2014 Pagel of 8 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL December 16, 2014 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh were present. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Public Arts, Transportation, Housing and Human Services, and Tree Commissions. Councilor Slattery announced the Southern Oregon University football team would play in a national championship game for the National Association of Intercollegiate Athletics (NAIA) Friday December 19, 2014. APPROVAL OF MINUTES The minutes of the Executive Session of November 18, 2014, Study Session of December 1, 2014 and Business Meeting of December 2, 2014 were approved as presented. SPECIAL PRESENTATIONS & AWARDS 1. Presentation by Representative Peter Buckley and Senator Alan Bates on the upcoming legislative session Representative Peter Buckley and Senator Alan Bates explained the state continued to come out of the recession and the economy was rebounding. State revenue was not at the level to make an investment in education but had made strides in healthcare. Reforms in public safety allowed them to stop construction plans for the next prison. They were able to add full day Kindergarten statewide but were not ready to bring back more school days, teachers, or programs. The legislature also discussed revenue and kicker reform. Upcoming issues in the next session included climate change, the clean fuels act, a possible transportation package, implementing Measure 91, and mental health. Medical marijuana dispensaries would most likely fade out over the next 2-4 years as recreational marijuana outlets provided more access to marijuana due to legalization. There were concerns taxing marijuana would raise prices drastically and push consumers back to the black market. The mental health system was broken and the bureaucracy in Salem Oregon nonfunctional with caseworkers spending 60% of their time reporting instead of taking care of their patients. Another issue was who should have the final authority and responsibility of the mentally ill, the county or the state. There were models around the country with better outcomes for half the price. A transportation package was forthcoming. The state was moving away from the gas tax to a different funding mechanism. The clean fuels bill would pass again but there was concern the state was not aggressive enough regarding climate change and action. Representative Buckley and Senator Bates explained Southern Oregon University (SOU) having to reconstruct the athletic facility had increased costs and jeopardized the swimming pool. There was the Regular City Council Meeting December 16, 2014 Page 2 of 8 possibility of building the pool next to McNeal Pavilion with funding coming from a partnership between SOU, Ashland School District, and the City. 2. Annual presentation by the Planning Commission Planning Commission Chair Richard Kaplan explained the Commission participated in indentifying a downtown review of zoning, worked on an assessment for the City's approach to master planning, and infill strategies along transit corridors. During 2014, the Planning Commission reviewed an application to modify Verde Village Subdivision's Development Agreement, the Medical Marijuana Dispensaries Ordinance, short-term travel accommodations in residential zones, the Normal Neighborhood Plan, the master planning process, the Unified Land Use Ordinance, and amending the Wildfire Hazard Zone. Commissioners also sat in on the Downtown Parking Management and Circulation ad Hoc Advisory Committee, the System Development Charges Review Committee, and the North Neighborhood Plan Working Group. PUBLIC FORUM Jonathan Chenjeri/1301 Iowa Street/Voiced support for Southern Oregon Regional Economic Development, Inc. (SOREDI) and explained the program further. CONSENT AGENDA 1. Approval of commission, committee, and board minutes 2. Special procurement for the purchase of one aerial lift bucket truck 3. Contract addendum - Evergreen Job & Safety Training, Inc. 4. Liquor license application for SOM dba Happy Bowl 5. Liquor License application for Jeff Chase dba Ashland Valero 6. Approval of a resolution titled, "A resolution adopting a supplemental budget increasing appropriations within the 2013-2015 biennium budget" Councilor Rosenthal pulled Consent Agenda item #2 for discussion. Public Works Superintendent Mike Morrison deferred two electric wire reel trailers scheduled for replacement until the next biennium to purchase the aerial lift bucket truck. Time and personnel changes made purchasing the electric wire reel trailers difficult. IT & Electric Director Mark Holden added they had refurbished two existing trailers that would last another year. Councilor Rosenthal/Voisin m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS (None) UNFINISHED BUSINESS 1. Direction to staff on how to enforce the Food and Beverage Tax ordinance Motion from the December 2, 2014 meeting: Councilor Marsh/Lemhouse m/s to defer enforcement of the Food & Beverage Tax Ordinance against prepared food operators at the Tuesday Growers Market until 2015. Councilor Rosenthal/Lemhouse m/s to suspend Council rules. Voice Vote: all AYES. Motion passed. Administrative Services Director Lee Tuneberg clarified the process for businesses out of compliance with the Food & Beverage tax and that it was usually resolved within a month. Staff sent forms in advance of the due date. If the City did not receive the tax within four days, staff contacted the business. Regular City Council Meeting December 16, 2014 Page 3 of 8 Ten days later the City sends an estimate letter. Staff assesses fees and interest and if necessary forwards the issue to collections. Staff also sends a letter and forms to businesses the City was unaware were operating in town. Back tax owed was estimation based on similar businesses and made accuracy difficult. Mayor Stromberg reinstated Council rules. DISCUSSION continued on motion: Councilor Voisin explained the City had not collected Food and Beverage taxes from the Growers Market for 22 years and did not think the City should collect unpaid taxes for 2014. Councilor Slattery would support the motion and emphasized this was not a trivial matter. It was incumbent on people doing business in a community to determine the rules and regulations. There was a shared responsibility and this was a learning experience. Councilor Lemhouse/Slattery m/s to suspend Council rules. Voice Vote: all AYES. Motion passed. Mr. Tuneberg was sure there were no records of the Growers Market paying the Food and Beverage tax in the past. State retention on records from 1993-1996 did not require the City to retain specific data. Mayor Stromberg reinstated Council rules. DISCUSSION continued on motion: Councilor Rosenthal explained this was a matter of principal and resisted the notion that it was the City's responsibility to inform people in business of a well known tax in effect for many years and renewed in 2009. He would vote against the motion because it was unfair to the law abiding businesses. Especially businesses not in compliance for years that came into compliance after being assessed late fees and interest charges. A business needed to know the rules where they operate. Councilor Lemhouse added this was not a new tax and it was not fair to characterize the City as retroactively taxing the vendors on something the vendors should have paid all along. He understood vendors received misinformation from the Growers Market. In the past, the City held businesses accountable in very dramatic ways for not passing through taxes and had to stand firm. Inconsistency made him uncomfortable and he would not support the motion. Councilor Morris would not support motion either. fie preferred tax due from the time of notification instead of all of 2014. It was a matter of fairness and consistency. The voters approved the tax twice. Councilor Marsh noted there was ambiguity on all sides. Lack of City records taxing the Growers Market in the past, vendors not aware the tax applied to their operations, and the Growers Market having one business license for all the operations. Enforcement in Ashland was about achieving compliance. The Growers Market was putting together a fair and reasonable plan to comply in 2015. Most of the vendors did not collect the tax during 2014. Councilor Slattery clarified the City had taken strong enforcement actions in the past on businesses that collected the tax and did not pay it and that was different from the Growers Market. The City had somewhat of a shared responsibility. He would support the motion. Mayor Stromberg understood the question of principles and consistency. What made this situation different was they were not ongoing physical businesses and the vendor had not collected the tax in the past and suspected they did not have excess profit. Additionally this was probably not a large amount of money from the City's point of view and questioned the time and effort staff would go through to illicit estimates. He supported compliance and making a clean start in 2015. Roll Call Vote: Councilor Marsh, Voisin, and Slattery, YES; Councilor Lemhouse, Rosenthal, and Morris, NO. Mayor Stromberg broke the tie with a YES vote. Motion passed 4-3. Councilor Voisin wanted to amend the Ashland Municipal Code for the Food and Beverage Tax 4.34.030 Exemptions and add the Growers Market. Councilor Lemhouse raised a point of order that the explanation could come after Councilor Voisin made the motion. Mayor Stromberg ruled in favor of the point of order. Regular City Council Meeting December 16, 2014 Page 4of8 Councilor Voisin motioned to amend the municipal code for the Food and Beverage Tax 4.34.030 Exemptions adding (L) reading "sold by vendors at a Growers Market." Definition of Growers Market was the operation of a display space, booth, or table maintained for displaying or selling merchandise at any trade show, convention, festival, fair, market, or swap meet, provided the sponsor is licensed to do business. The definition came from the municipal code 6.040.085.A.4 under Business Licenses. City Attorney Dave Lohman explained this was an amendment to the code and would be an ordinance requiring notification mailed to Council two weeks in advance and then first and second reading. Councilor Voisin withdrew the motion and wanted it added to the next meeting. NEW AND MISCELLANEOUS BUSINESS 1. Biennial 2013-2015 Fifth Quarter Financial Report Administrative Services Director Lee Tuneberg explained the report showed quarter-to-quarter increases in the fiscal year comparison that totaled approximately $3,800,000 more expended. Total cash balances had gone down between the two fiscal years by $4,000,000. Things were running normally. The City would soon receive the first cash distribution for property tax of $8,000,000. The City will be down in year-to-year total cash balances $1,500,000 primarily due to capital improvements. Council wanted the reports sent to the Budget Committee a week earlier in the future and an executive summary added as well. Councilor Rosenthal/Slattery m/s to accept the Fifth Quarter Financial Report for Biennial 2013- 2015. Voice Vote: all AYES. Motion passed. 2. Adoption of the Strategic Plan for the use of social service grant funds Housing Program Specialist Linda Reid and the chair of the Housing and Human Services Commission (HHSC) Chair Rabbi Joshua Boettiger explained the following changes made to the plan: Strategic Priorities • Assistance to obtain and/or maintain housing • Supports to increase accessibility and availability of transportation options/services Implementation Strategies • Support proposals that leverage community collaborations or enhance community or existing regional partnerships • 20% of the overall grant allocation will be made available to support small grants; small grants include any request of up to $5,000, 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 Adoption of the plan would designate the Housing and Human Services Commission as the review body to provide recommendations to the Council. Councilor Marsh/Slattery m/s to adopt the Strategic Plan for the Use of Social Service Grant funds. DISCUSSION: Councilor Marsh supported the plan. Having the Housing and Human Services Commission participate in the process would be a tremendous benefit. Councilor Lemhouse had reservations removing the process from the Citizen Budget Committee. Alternately, the work the Commission produced convinced him otherwise and he supported the plan. Councilor Voisin noted the Commission met five Council goals and supported the Commission's efforts. Voice Vote: Councilor Regular City Council Meeting December 16, 2014 Page 5 of 8 Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh, YES. Motion passed. 3. Economic Development Strategy program and activity update Management Analyst Adam Hanks provided background on the Economic Development Strategy, shared program highlights, and scheduled activities for the next 6-12 months. Mr. Hanks clarified the City website had a link to the Ashland Business Portal and contained the City regulatory pieces. He planned to add focused City targeted information on the City website and further link in the portal. Council wanted website statistics regarding the portal brought to the Study Session for the Economic Development Strategy. Councilor Voisin noted the Chamber of Commerce conducted the last Business Retention and Expansion Survey, wanted an independent source to do the second survey, and suggested using the Southern Oregon University (SOU) Small Business Department. Mr. Hanks explained the Chamber of Commerce was under contract for the survey. Councilor Voisin urged staff to encourage the Chamber of Commerce to consider hiring SOU to conduct the survey. Mayor Stromberg agreed the SOU Research Center was a valuable asset but the Business Retention and Expansion Survey depended on the relationships between the Chamber of Commerce and the businesses they were interviewing. Sandra Slattery, the executive director of the Chamber of Commerce recently presented the Ashland Business Portal to Business Oregon who thought the model was outstanding and encouraged her to apply for national awards. Councilor Lemhouse raised a point of clarification that the suggestion Councilor Voisin was making was not actual direction to staff from Council. Councilor Voisin clarified she wanted the City to consider SOU and getting an independent research organization to conduct the Business Retention and Expansion survey. It would be good to have an independent source. 4. Responses to RFPs for downtown beautification projects Engineering Services Manager Scott Fleury explained the City received two responses to the requests for proposal (RFP) for landscape improvements to the Lithia Way and Pioneer Street parking lot and the triangle area at the corner of Lithia Way and Pioneer Street. The proposals came in high and staff recommended rejecting both and contacting three to five local landscape architects for informal solicitations instead. Criteria for informal and formal solicitations were similar. City Administrator Dave Kanner further explained the proposals received from the RFPs were not cost effective for the projects. Staff normally used an informal process for projects this small and it often consisted of a phone call. In this case, they did not due to the Council's interest in transparency and wanting proposals brought back to them for discussion and approval. Mr. Fleury added the same team that reviewed the RFPs would rate the informal solicitations. Councilor Rosenthal/Morris m/s to direct staff to move forward with a less formal procurement process with the final design approval by Council. DISCUSSION: Councilor Rosenthal supported staff and the rationale for an informal solicitation. Councilor Lemhouse wanted to ensure the process was clear and transparent to the public. Councilor Marsh would support the motion and liked the idea of Ashland contractors working on the projects. Roll Call Vote: Councilor Morris, Rosenthal, Lemhouse, Marsh, Slattery, and Voisin, YES. Motion passed. 5. Council direction to proceed with downtown plaza beautification projects Management Analyst Ann Seltzer explained the Downtown Plaza Beautification ad Hoc Committee made two recommendations related to the Plaza. The first was adding three freestanding planters with irrigation, and additional plants to the landscape beds with decorative fencing at the curb. The second Regular City Council Meeting December 16, 2014 Page 6 of 8 recommendation would replace pavers located within the half circle of the Plaza. Staff recommended informal solicitations instead of the formal request for proposal process. Councilor Lemhouse/Slattery m/s to direct staff to move forward and solicit bids for these projects using the intermediate procurement process with final design approval by Council. DISCUSSION: Councilor Lemhouse noted it was time to move forward since Council did not want to pursue a master plan for the Plaza. Council would approve the final design prior to implementation. Councilor Marsh was reluctant to approve the second project and questioned whether the community wanted to invest further in the paver controversy to the extent of $15,000. It would not placate the people upset with the pavers and she was not sure if anyone else was interested. Councilor Marsh/Rosenthal m/s to amend the motion and eliminate the second project. DISCUSSION: Councilor Rosenthal explained the Plaza was like a work of art that would never satisfy everyone and was not sure the City needed to invest $15,000 to replace pavers. The recent redesign was a huge improvement over what it was before. Councilor Slattery commented that Council asked a committee to make recommendations and he was reluctant to go against it. Councilor Morris would support the second project for the same reason Councilor Slattery stated. Councilor Slattery/Lemhouse m/s to suspend Council rules. Voice Vote: all AYES. Motion passed. Downtown Plaza Beautification ad Hoc Committee Chair Brent Thompson explained the Committee tried to give Council manageable projects to debate and alter. The vote on the pavers was not unanimous. The Committee strongly supported fencing to protect the landscaping. He suspected the Committee would want to add more planters in addition to the three proposed. Councilor Lemhouse/Morris m/s to reinstate Council rules. Voice Vote: all AYES. Motion passed. Continued discussion on amendment to main motion: Councilor Voisin would support the motion. She did not think the City should spend that much money on the Plaza when there was a committee looking into a downtown master plan. Councilor Slattery/Marsh m/s to suspend Council rules. Voice Vote: all AYES. Motion passed. Downtown Plaza Beautification ad Hoc Committee member Dawkins disagreed with changing the pavers. Ms. Seltzer added there were times where the Committee felt their sole purpose was to respond to the pressure to do something about the pavers. Chair Thompson clarified it was a split vote and it was Council's decision. Councilor Lemhouse/Morris m/s to reinstate Council rules. Voice Vote: all AYES. Motion passed. Councilor Slattery/Marsh m/s to call for the question. Voice Vote: all AYES. Motion passed. Roll Call Vote on amendment: Councilor Rosenthal, Marsh, Slattery, Voisin, YES; Councilor Morris and Lemhouse, NO. Motion passed 4-2. Continued discussion on amended main motion: Councilor Voisin would not support the motion. There was significant movement in one of the committees to have a master plan and to spend money now did not make sense. Councilor Lemhouse did not want a misconception there was a master plan. He was unaware of a master plan for the downtown at this point. Roll Call Vote on amended main motion: Councilor Morris, Rosenthal, Lemhouse, Marsh, Slattery, YES; Councilor Voisin, NO. Motion passed 5-1. Councilor Marsh wanted staff to determine if there was Transient Occupancy Tax money in the current year's fund that could go to hanging baskets in the downtown. City Administrator Dave Kanner talked to the City Managers for the City of Phoenix and the City of Central Point who paid Four Seasons Nursery Regular City Council Meeting December 16, 2014 Page 7 of 8 $300 per basket to hang the baskets, water and fertilize them during the summer. Four Seasons Nursery was willing to give the City of Ashland the same contract. The baskets would not go on posts with signs. Councilor Lemhouse/Rosenthal m/s to direct staff to bring back a proposal regarding hanging plants in the downtown area. Voice Vote: all AYES. Motion passed. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution establishing a bee sub-committee and consenting to the requirements of becoming a Bee City USA" City Administrator Dave Kanner explained the Parks Commission agreed to form a sub-committee as part of becoming a Bee City USA. Other steps involved filling out the application, placing a Bee City USA sign in the community and holding an annual celebration. Council needed to adopt the resolution establishing Ashland as a Bee City USA. Park Commissioner Chair Stefani Seffinger confirmed the Parks and Recreation Department would host the annual celebration and plant pollinator plants in Ashland Creek Park with a Bee City Park sign. The Park dedication would also incorporate the Bee City USA annual celebration. Cara CruickshankA 193 Ashland Mine Road/Explained she was the founding director of a non-profit started in Washington called the Natural Landscapes Project and a member of the Pollinator Project of Rogue Valley. President Obama was interested in a federal strategy to promote the health of honeybees and other pollinators. Pollinators included bats, humming birds, bugs, and others. Protecting bees and pollinators protected the food supply. It was an economic issue and important. Colony collapse disorders were causing a 10% loss in bees annually over the past decade. There were only a few Bee City USA cities in the nation and Ashland would be on the forefront of a movement receiving executive level support. There was a growing awareness of pesticides and habitat loss for pollinators. Pesticides wrecked the navigation systems bees and salmon used and affected neurological and reproductive systems in humans. Councilor Slattery/Lemhouse m/s to approve Resolution #2014-25. DISCUSSION: Councilor Slattery spoke in favor of the groups that lobbied for Bee City USA. Councilor Lemhouse added it was a worthwhile venture. Councilor Marsh thought it was great the Parks and Recreation Department had the initiative and creativity to take this on. Roll Call Vote: Councilor Morris, Voisin, Marsh, Rosenthal, Slattery, and Lemhouse, YES. Motion passed. 2. Second reading of an ordinance titled, "An ordinance of the City of Ashland repealing Ordinance No. 2052 and replacing in its entirety existing Title 18 Land Use of the Ashland Municipal Code with a restated and revised Unified Land Use Ordinance" Planning Manager Maria Harris noted one substantive edit to 18.2.5.030.A, B, and C regarding purveous paving that changed from "whichever was greater" to "whichever is less" to make it proportional to the lot size. She went on to read corrections to scrivener errors. Councilor Voisin/Morris m/s to approve Ordinance #3105 as amended. Councilor Voisin/Rosenthal m/s to amend motion to Table 18.2.6.030 concerning standards for maximum building height in Non-Residential Zones as follows: In the portion of the of the Table 18.2.6.030 on page 2-53 setting forth the maximum building height in C-1 Zones, retain the words "40 feet" and delete all other words in that portion of the table. DISCUSSION: Councilor Voisin did not want the height raised in commercial zones. She supported the entire land use ordinance except for the height increase. Councilor Rosenthal had similar concerns in relation to public safety equipment needs. He would vote against the amendment but hoped the City would come up with a way to reconcile competing needs and policy decisions. Councilor Lemhouse would not support the amendment. The City Regular City Council Meeting December 16, 2014 Page 8 of 8 had pushed an infill strategy aggressively for many years and would find a way to deal with the public safety issues. Councilor Voisin commented increasing building height to 55 feet with an additional parapet would take away from the beauty and quaintness of the community in addition to public safety concerns. Roll Call Vote on amendment: Councilor Voisin, YES; Councilor Lemhouse, Marsh, Morris, Rosenthal, and Slattery, NO. Motion failed 5-1. Roll Call Vote main motion: Councilor Lemhouse, Marsh, Morris, Voisin, Rosenthal, and Slattery, YES. Motion passed. City Attorney Dave Lohman explained Council needed to adopt Findings inadvertently left off the Council Communication. He clarified information in the newspaper regarding a provision requiring a conditional use permit (CUP) to increase height to 55-feet in the C-1D zone. That provision had existed since the adoption of the Comprehensive Plan. What was new was allowing height up to 55-feet in the C- 1 zone. Councilor Lemhouse/Morris m/s to adopt Findings & Conclusions repealing Ordinance No. 2052 and replacing in its entirety existing Title 18 Land Use of the Ashland Municipal Code with a restated and revised Unified Land Use Ordinance. DISCUSSION: Councilor Lemhouse thanked Ms. Harris for her hard work and effort amending the code. Roll Call Vote: Councilor Lemhouse, Marsh, Morris, Voisin, Rosenthal, and Slattery, YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Rosenthal thanked Councilor Slattery for his great service to the City and was pleased he would serve on the Board of Trustees for Southern Oregon University. Councilor Lemhouse added his gratitude to Councilor Slattery. Councilor Marsh shared a story about a homeless man who was moving into an apartment at the end of the week and thanked Councilor Slattery for driving the need for a Resource Center. Councilor Slattery responded he was very proud of what Council had accomplished and thanked Council, City Administrator Dave Kanner, staff, the City Recorder, City Attorney Dave Lohman, and Mayor Stromberg. ADJOURNMENT OF BUSINESS MEETING Meeting adjourned at 10:12 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor 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. Cotnmissioncrs 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 CITY OF ASHLAND Council Communication August 4, 2015, Business Meeting Second reading of an ordinance modifying The Verde Village Subdivision Development Agreement FROM: Derek Severson, Associate Planner, Community Development, derek.seversonkashland.or.us SUMMARY The ordinance being presented to the City Council for second reading would modify the Verde Village Subdivision's Development Agreement to: 1) Partition the property to be consistent with the approved phasing plan; 2) Adjust the property lines for Lots #3-49 and #15-#17; 3) Modify the approval with regard to the timing of the installation of landscaping, irrigation, and open space improvements in Phase I with the addition of two new conditions; and 4) Modify Exhibit E, Condition #30 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive. Findings are also presented for Council adoption to formalize the land use approval. BACKGROUND AND POLICY IMPLICATIONS: The Verde Village Subdivision was approved by the City Council in 2007, and included a land exchange between the applicants and the city, an Annexation, Comprehensive Plan and Zoning Map Changes, and a number of land use approvals which were included in a development agreement between the City and the applicants and adopted by ordinance. The applicants are requesting to modify the subdivision's Development Agreement to 1) Partition the property to be consistent with the approved phasing plan; 2) Adjust the property lines for Lots 9349 and #15-417; 3) Modify the approval with regard to the timing of the installation of landscaping, irrigation, and open space improvements in Phase I with the addition of two new conditions; and 4) Modify Exhibit E, Condition #30 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive, with the hope that these modifications will enable the phases of the development to be sold, financing to be obtained and construction to move forward. The Council conducted the required land use public hearing to consider the request on July 21, 2015 and after the hearing and record had closed, the Council approved the land use application and first reading of the ordinance, with the modifications to the original request that had been recommended by the Planning Commission. COUNCIL GOALS SUPPORTED The project is in line with the Council's Goal 13 "Develop and support land use and transportation policies to achieve sustainable development. " The development is well situated relative to the existing Page 1 of 2 _ ~r, CITY OF -ASH LAN D transportation system; schools, recreation and shopping are within walking and cycling distance; there is a good mix of unit types and sizes, including the already-built affordable units in Rice Park at Verde Village; and all homes in both phases are required to be built to Earth Advantage/Photovoltaic Ready standards. FISCAL IMPLICATIONS: N/A. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council approve second reading of the ordinance titled "An Ordinance Modifying the Verde Village Subdivision Development Agreement," and adopt the findings presented. SUGGESTED MOTION: Move to approve second reading and adopt the ordinance titled, "An Ordinance Modifying the Verde Village Subdivision Development Agreement," with the two additional conditions recommended by the Planning Commission and authorize the Mayor to sign the Fifth Amendment to the Verde Village Development Agreement. Move to adopt the findings for Planning Action #2015-00825. ATTACHMENTS: 1. Proposed Ordinance. 2. Ordinance Exhibit A - Fifth Amendment to Verde Village Development Agreement 3. Ordinance Exhibit B - Revised Exhibit E. Verde Village Special Conditions 4. Ordinance Exhibit C - Revised Exhibit F. Timetable of Development 5. Findings for Council Adoption Page 2 of 2 ORDINANCE NO. AN ORDINANCE MODIFYING THE VERDE VILLAGE SUBDIVISION'S DEVELOPMENT AGREEMENT TO ALLOW PARTITIONING OF THE PROPERTY CONSISTENT WITH THE APPROVED PHASING PLAN; ADJUSTING THE PROPERTY LINES FOR LOTS #349 AND #15417; MODIFYING THE APPROVAL WITH REGARD TO THE TIMING OF THE INSTALLATION OF LANDSCAPING, IRRIGATION AND OPEN SPACE IMPROVEMENTS IN PHASE I; AND MODIFYING EXHIBIT E OF THE APPROVED DEVELOPMENT AGREEMENT WITH AMENDED LANGUAGE TO CONDITION #30 RELATED TO THE CONSTRUCTION AND TIMING OF STREET IMPROVEMENTS FOR PEROZZI STREET AND ALMEDA DRIVE, AND THE ADDITION OF TWO NEW CONDITIONS. Annotated to show deletions and additions to the code sections being modified. Deletions are bold lined through and additions are bold underlined. WHEREAS, Article 2. Section I of the Ashland City Charter provides: Powers of the City The City shall have all powers which the constitutions, statutes, and common law of the United States and of this State expressly or impliedly grant or allow municipalities, as fully as though this Charter specifically enumerated each of those powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto, shall possess all powers hereinafter specifically granted. All the authority thereof shall have perpetual succession. WHEREAS, the above referenced grant of power has been interpreted as affording all legislative powers home rule constitutional provisions reserved to Oregon Cities. City of Beaverton v International Ass'n of Firefighters, Local 1660, Beaverton Shop 20 Or. App. 293; 531 P 2d 730, 734 (1975); and WHEREAS, the Verde Village Subdivision proposed in 2006 involved the development of 11.64 acres on the site of the old Ashland Greenhouses and included: an Annexation, Comprehensive Plan and Zoning Map changes from Jackson County Rural Residential (RR-5) to City of Ashland Single-Family Residential (R-1) and Suburban Residential (R-1-3.5); Outline Plan approval to develop the property as a 68-unit residential development; Site Review approval for a multi-family development; a Physical. and Environmental Constraints Review Permit to locate a multi-use path in the Ashland Creek Riparian Preservation Area; a Tree Removal Permit; Exceptions to the Street Standards to install a curbside sidewalk on one side of a proposed street, to not locate a street adjacent to natural features and to not connect two of the proposed streets; Variances to reduce the on-street parking requirement from 78 to 38 spaces, to reduce the rear yard setback requirement for six of the townhomes in the northwestern corner of Ordinance No. Page 1 of 4 the site from 20 feet to 12, 14 and 16 feet, and to reduce the required distance between buildings for the 27 cottages in the southwestern corner of the site; an Administrative Variance to the Site Design and Use Standards to have the primary orientation of the buildings to the south, rather than to the street, in order to maximize the use of solar energy; a land exchange with the City of Ashland dedicating 2.57 acres adjacent to Ashland Creek to the city for parks purposes in exchange for approximately 1.30 acres of the Dog Park in the area of the access and to the south of the existing parking area; and a Development Agreement with the City of Ashland which governed the development of the subdivision, and included unique, project-specific net-zero energy performance standards applicable to each home to be built, requirements for construction of a multi-use path within the riparian preservation corridor and for restoration, enhancement and maintenance of the riparian corridor, and a detailed timetable for completion of the project. WHEREAS, on December 18, 2007 the Ashland City Council approved and adopted Ordinance No. 2945 after consideration of the staff report, the recommendation of the Planning Commission, and the comments and evidence presented during the public hearings on the Verde Village Development Agreement between the City of Ashland, Oregon and Ashland Flower Shop and Greenhouses, Inc., and found and determined that the Verde Village Development Agreement was in the best interest of the public health, safety and welfare of the City of Ashland; met a public need and provided a public benefit; and was consistent with all applicable City of Ashland laws and ordinances; and WHEREAS, on January 5, 2009 the subject properties were sold by Ashland Flower Shop and Greenhouses, Inc. to WILMA LLC, the company owned by the original applicants, Greg and Valri Williams, to carry out the development of the properties. WHEREAS, on July 17, 2009 the Planning Director approved and executed the First Amendment to the Verde Village Development Agreement, approving a 12 month administrative timetable extension as contemplated in Exhibit F of the original Development Agreement; and WHEREAS, on March 2, 2010, the Ashland City Council adopted Ordinance No. 3007, the Recession Extension Ordinance, which ordinance created a ministerial process for the Planning Director to grant current planning actions a 12 month timetable extension in recognition of the difficult financial market; and WHEREAS, on April 9, 2010 WILMA LLC requested an extension for the entire project in accordance with the Recession Extension Ordinance; and WHEREAS, on June 6, 2010 the requested Amendment to the Development Agreement to extend the timetable was approved administratively by the Director in accordance with the Recession Extension Ordinance; and WHEREAS, on June 4, 2013 the Ashland City Council approved and adopted Ordinance No. 3082 to grant a seven-year extension of all dates contained within the Verde Village Subdivision's Development Agreement timetable to provide the maximum 15 year duration for the Development Agreement allowed under the Oregon Revised Statutes. After consideration of the staff report, the recommendation of the Planning Commission, and the comments and Ordinance No. Page 2 of 4 evidence presented during the public hearings, the Council found and determined that the extension of the Verde Village Subdivision's Development Agreement timeline was in the best interest of the public health, safety and welfare of the City of Ashland; met a public need and provided a public benefit; and was consistent with all applicable City of Ashland laws and ordinances; and WHEREAS, on April 1, 2014 the Ashland City Council approved and adopted Ordinance No. 3092 to modify the Verde Village Subdivision's Development Agreement to clarify project phasing and make clear which improvements are required with each phase and to allow either phase to occur first; to change the energy efficiency requirements for the development so that all units will be constructed to at least Earth Advantage Gold Standards and will be Photovoltaic Ready; and to change the landscaping requirements associated with construction of the multi-use path. After consideration of the staff report, the recommendation of the Planning Commission, and the comments and evidence presented during the public hearings, the Council found and determined that the extension of the Verde Village Subdivision's Development Agreement timeline was in the best interest of the public health, safety and welfare of the City of Ashland; met a public need and provided a public benefit; and was consistent with all applicable City of Ashland laws and ordinances; and WHEREAS, on May 1, 2015 Urban Development Services on behalf of WILMA LLC requested modifications of the Development Agreement for the Verde Village Subdivision for the properties located at 87 W. Nevada Street and 811 Helman Street. The requested modifications include: partitioning the property to be consistent with the approved phasing plan; adjusting the property lines for Lots #349 and #15-917; modifying the approval with regard to the timing of the installation of landscaping, irrigation, and open space improvements in Phase 1; and modifying Exhibit E, Condition #30 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive; and WHEREAS, on June 9, 2015 the City of Ashland Planning Commission considered the above- referenced request for modifications to the Verde Village Subdivision Development Agreement and recommended that the City Council approve modifications to the development agreement, including modified language for Exhibit E, Condition #30 and the addition of two new conditions, #32 and #33, to the Development Agreement's Exhibit E "Verde Village Special Conditions"; and WHEREAS, the City Council of the City of Ashland conducted a duly advertised public hearing on the above-referenced request for modifications to the Development Agreement on July 21, 2015; and WHEREAS, the City Council of the City of Ashland, following the close of the public hearing and record, deliberated and conducted first and second readings approving adoption of the Ordinance in accordance with Article 10 of the Ashland City Charter; and WHEREAS, the City Council of the City of Ashland has found and determined that the requested modifications of the Verde Village Subdivision's Development Agreement are in the Ordinance No. Page 3 of 4 best interest of the public health, safety and welfare of the City of Ashland; meet a public need and provide a public benefit; and are consistent with all applicable City of Ashland laws and ordinances. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The above recitations are true and correct and are incorporated herein by this reference. SECTION 2. The City of Ashland declares the approval and adoption of the requested modifications to the original Verde Village Development Agreement, said modifications being attached to this Ordinance as Exhibit A, Fifth Amendment to the Verde Village Development Agreement to Reflect Council-Approved Modifications to the Agreement and Timetable; Exhibit B, Revised Exhibit E, Verde Village Special Conditions; and Exhibit C, Revised Exhibit F, Timetable of Development - Outline Plan Physical Commencement and Completion. These exhibits are made a part hereof by this reference. SECTION 3. The adoption of this Ordinance declaring approval of the proposed modifications to the Verde Village Subdivision Development Agreement and associated amendments to the timetable are fully supported by evidence contained in the whole record, which is incorporated herein by this reference. SECTION 4. The Ordinance shall be effective after execution of the Fifth Amendment to Verde Village Development Agreement to Reflect Council-Approved Modifications to the Agreement in Attachment 1 by both the City and WILMA LLC, but not earlier than thirty (30) days after the second reading of this Ordinance and signature by the Mayor. SECTION 5. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. 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: David Lohman, City Attorney Ordinance No. Page 4 of 4 Exhibit A FIFTH AMENDMENT TO VERDE VILLAGE DEVELOPMENT AGREEMENT TO REFLECT COUNCIL-APPROVED MODIFICATIONS TO THE AGREEMENT AND TIMETABLE THIS FIFTH AMENDMENT is made and entered into this day of 2015, by and between the City of Ashland, a municipal corporation of the State of Oregon, (hereinafter referred to as "City"), and WILMA, LLC, an Oregon Limited Liability Company, (hereinafter referred to as "WILMA"). Whereas, on December 18, 2007, the City of Ashland approved Ordinance 2945 granting approval to the Verde Village Development Agreement, a land use decision; and Whereas, on July 17, 2009 Planning Director Bill Molnar approved and executed the First Amendment to the Verde Village Development Agreement, approving a 12 month administrative timetable extension as contemplated in Exhibit F of the original Development Agreement; and Whereas, on March 2, 2010, the Ashland City Council adopted Ordinance No. 3007, the Recession Extension Ordinance, which ordinance created a ministerial process for the Planning Director to grant current planning actions a 12 month timetable extension in recognition of the difficult financial market. Whereas, on April 9, 2010, WILMA LLC requested an extension for the entire project in accordance with the Recession Extension ordinance. Whereas, on June 6, 2010, the requested Amendment to the Development Agreement to extend the timetable was approved administratively by the Director in accordance with the Recession Extension Ordinance; Whereas, on April 2, 2013, WILMA LLC requested an extension for the entire project in accordance with the allowances of the original development agreement and the Oregon Revised Statutes. Whereas,. on June 4, 2013, the Ashland City Council adopted Ordinance No. #3082 which amended the timetable for the entire project. Whereas, on January 10, 2014, WILMA LLC requested modifications of the development agreement and timetable to clarify project phasing, alter the energy efficiency requirements for the development and make changes to the landscaping and maintenance requirements associated with the construction of a multi-use path in the riparian corridor. Whereas, on April 1, 2014, the Ashland City Council adopted Ordinance No. #3092 which amended the development agreement and timetable for the entire project. Whereas, on May 1, 2015, Urban Development Services LLC on behalf of WILMA LLC requested modifications of the development agreement and timetable to allow partitioning the Ordinance No. Exhibit A Page 1 of 3 Exhibit A property to be consistent with the approved phasing plan; adjusting the property lines for Lots #349 and #15-917; modifying the approval with regard to the timing of the installation of landscaping, irrigation, and open space improvements in Phase I; and modifying Exhibit E, Condition #30 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive. Whereas, on August 4, 2015 the Ashland City Council adopted Ordinance No. # which amended the development agreement and timetable for the entire project. NOW THEREFORE, the Verde Village Development Agreement is hereby amended as follows: 1. The above recitations are true and correct and are incorporated herein by this reference; and 2. The Development Agreement is hereby amended to reflect modifications of the development agreement and timetable to allow partitioning the property to be consistent with the approved phasing plan; adjusting the property lines for Lots 9349 and #15417; modifying the approval with regard to the timing of the installation of landscaping, irrigation, and open space improvements in Phase I; modifying Exhibit E, Condition #30 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive; and the addition of two new conditions, #32 and #33, related to the timing of landscaping, irrigation and open space improvements, as follows: a. Exhibit E, Verde Village Special Conditions, is hereby replaced in its entirety by a Revised Exhibit E, attached hereto and made a part hereof by this reference. b. Exhibit F, Timetable of Development, is hereby replaced in its entirety by a Revised Exhibit F, attached hereto and made a part hereof by this reference. 3. All other provisions of the Verde Village Development Agreement, not inconsistent with the above changes remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed these presents on the dates indicated below. The date of this Amendment shall be the date on which this Agreement was executed by all parties. WILMA LLC CITY OF ASHLAND By: By: Gregory D. Williams, Managing Member John Stromberg, Mayor Date: Date: Ordinance No. Exhibit A Page 2 of 3 Exhibit A Approved as to Form: David Lohman, City Attorney STATE OF OREGON ) County of Jackson ) The foregoing instrument was acknowledged before me this day of 2015, by Gregory D. Williams, as Managing Member and authorized agent of Wilma, LLC. Notary Public for Oregon My Commission Expires: STATE OF OREGON ) County of Jackson ) The foregoing instrument was acknowledged before me this day of 2015, by John Stromberg, as Mayor and authorized agent for the City of Ashland pursuant to Ordinance # Notary Public for Oregon My Commission Expires: Ordinance No. Exhibit A Page 3 of 3 Exhibit B REVISED EXHIBIT E VERDE VILLAGE Special Conditions 1) Affordable Housing Requirements. A deed restriction shall be recorded for the town home portion of the development specifying the land is required to be developed as affordable units in accordance with AMC 18.06.030.G(5) and in conformance with the approval of PA 2006-01663. The deed restriction shall require the affordable units to remain affordable per Resolution 2006-13 for a 60 year period from initial occupancy. The town home area shall be serviced with all needed public facilities. The deed restricted land shall be dedicated to a non-profit (IRC 501(3)(c)) affordable housing developer or comparable Development Corporation with proof of the dedication and deed restriction being presented to the City of Ashland Housing Program Specialist prior to issuance of a building permit for the development of the first market rate residential unit. The deed for the land conveyed for affordable housing purposes shall include a reverter to the Owner or deed restriction requiring conveyance of the property to the City of Ashland if the affordable housing development is not fully developed in accordance with the approval of PA 2006-01663 within five years of this approval, unless administratively extended pursuant to Exhibit F. In the event the property reverts to the Owner the Owner shall thereafter convey the property, without encumbrances, to the City of Ashland, for affordable housing purposes. City may accept or reject the offer, but the owner shall not be relieved of the obligation to convey the property to another approved provider of affordable housing. All the affordable housing units shall be Net Zero Energy Ready as provided in Condition 12 below. 2) Annexation Sequence. The sequence is set forth in Section 16 of this Agreement. Property comprising Phase I shall be annexed first. The land dedicated to the City for parks purposes adjacent to Ashland Creek shall be annexed second. Following such Park annexation, Phase II of the project (single-family development) may be annexed. 3) Applicant's Proposals: The applicant agrees that Project shall be constructed to the standards as proposed in the application, and as finally approved by the Council, including supporting documentation as entered into the record. All proposals of the applicant are conditions of approval for purposes of enforcement. Ordinance No. Exhibit B Page 1 of 10 Exhibit B 4) Archaeological Artifacts: In the event of discovery of archaeological artifacts during project construction, the Owner shall stop construction in that area and notify the City and the State of Oregon. Proper protection and/or relocation of artifacts, to the satisfaction of State and Local approval authorities shall be provided by the Owner, prior to recommencement of construction. 5) Ashland Creek Riparian Corridor Enhancement and Miti aq tion. The Owner shall be solely responsible for the restoration and enhancement of the area of the Riparian Corridor that is disturbed in the construction of the multi-use path and four (4) feet on either side of the multi-use path, to be conveyed to the City as part of the land exchange. A mitigation plan prepared by a riparian biologist or a natural resource professional with training and experience in biology, ecology or related fields for the impact of the construction of the multi-use path in the riparian corridor and to address the 10-foot wide riparian corridor buffer. The riparian corridor buffer is the setback between the new eastern property line adjacent to the Ashland Creek riparian corridor and the single family homes and yards for units 68, and 25 -39, and is delineated as common area in the application materials. Disturbed areas from the multi-use path construction shall be re-vegetated and an additional area restored and enhanced with local source native plant material including ground cover, shrubs and trees at a 1:1.5 ratio, erosion control material shall be applied (e.g. mulch, hay, jute-netting, or comparable) and temporary irrigation facilities installed. The mitigation plan shall include but not be limited to a statement of objectives, measurable standards of mitigation, an assessment of riparian corridor functions and values, a statement and detail plan of the location, elevation and hydrology of the mitigation area, a planting plan and schedule, a monitoring and maintenance plan, a contingency plan and performance guarantees. The applicants shall install the mitigation measures in the approved mitigation plan in conjunction with the multi-use path installation. The Final Plan application shall include a mitigation plan (see contract required plant materials). The Contract for Installation of Plant Materials with Security acceptable to the City Attorney and Planning Director shall be submitted for restoration and enhancement consistent on or before the commencement of construction as specified in the Timetable of Development. 6) Boundary Description. A final boundary description and map shall be prepared in accordance with ORS 308.225. A registered land surveyor shall prepare the description and map. The boundaries shall be surveyed and monuments established as required by statute subsequent to Council approval of the proposed annexation. Ordinance No. Exhibit B Page 2 of 10 Exhibit B 7) Covenants Conditions and Restrictions. A draft copy of the CC&R's for the homeowners association(s) shall be provided at the time of Final Plan application. Lots 65 - 68 shall be included in a homeowners association and subject to all subdivision requirements. CC&R's shall describe responsibility for the maintenance of all common area and open space improvements, parkrows and street trees. CC&R's shall provide reciprocal easements for residents of the various homeowners associations (i.e. cottages, town homes and single-family residential) to access and use all of the project open spaces. CC&R's shall note that any deviation from the Tree Protection Plan must receive written approval from the City of Ashland Planning Department. The CC&R's shall identify the units afe which are subject to the City's Affordable Housing requirements and terms of affordability. The CCRs shall include reference to the administrative enforcement provisions of this agreement and the ability of the City to enforce and assess the association for the maintenance of common areas, including the association's responsibilities for maintenance of the storm water areas offsite. The Final Plan submittal shall address the usability, including Verde Village community access, of the private open spaces. Usability shall be specifically addressed for the two small open spaces in the town home area (550 sf and 700 sf), one small open space in the cottage area (1,300 sf) and the one small open space adjacent to the alley 1,310 sf). Layout and landscaping of the open spaces as well as any improvements such as play equipment shall be detailed in the Final Plan submittals. 8) Curb-Cut Compliance. The Final Plan application shall include revised and corrected driveway curb-cuts for units 45 and 46 - spaced at least 24- feet apart as measured between the outside edges of the apron wings of the driveway approaches in accordance with the Ashland Street Standards. 9) Easements: Buildings or permanent structures shall not be located over easements, including but not limited to the sanitary sewer pressure line easement. 10) Endangered Species: In the event that it is determined that any representative of a protected plant or animal species pursuant to the federal, state, regional or local law, is resident on or otherwise is significantly dependent upon the Verde Village property, the Owner shall cease all activities which might negatively affect that individual or population and immediately notify the City of Ashland, State of Oregon and the U.S. Fish and Wildlife Service. Construction may resume when proper protection, to the satisfaction of all agencies, including the City, is provided by the Ordinance No. Exhibit B Page 3 of 10 Exhibit B Owner. 11) Energy Conservation: Earth Advantage Program. A minimum of 53 of the residential units shall qualify in the City of Ashland Earth Advantage program with at least a Gold rating. That a minimum of 53 of the residential units be constructed as Photovoltaic Ready. 12) That the 15 affordable residential units in the subdivision (i.e. town homes) shall meet the application "Net Zero Energy" Performance Standard as outlined in Exhibit K-3 of the Revised Outline Plan, Book III - Narrative revised October 24, 2007, except that the photovoltaic (PV) system is not required to be installed in the affordable units. The affordable unit shall be constructed with the appropriate infrastructure (e.g. wiring, conduit, roof structure) so that a photovoltaic (PV) system can be installed at a later date. 13) Intersection Design: Applicant shall design the pedestrian crossing at the new intersection of Helman St., Almeda Dr. and Nevada St. Pedestrian safety and refugee shall be addressed in the intersection design. Design must be submitted with the Final Plan application. 14) LID Non-remonstrance: Prior to Final Plan Approval, the applicant shall execute a document as consistent with ALUO 18.68.150 agreeing to participate in their fair share costs associated with a future Local Improvement District for improvements to Helman Street and to not remonstrate against such District prior to signature of the final subdivision survey plat. Executed documents shall be submitted with the application for Final Plan. Nothing in this condition is intended to prohibit an owner/developer, their successors or assigns from exercising their rights to freedom of speech and expression by orally objecting or participating in the LID hearing or to take advantage of any protection afforded any party by city ordinances and resolutions in effect at the time 15) Lot Coverage Compliance. The Final Plan application shall include revised and corrected lot coverage calculations in square footage and percentage for each development area (i.e. cottages, town homes and single- family/duplex areas). Any area other than landscaping such as structures, driveways, patios and pervious paving that does not allow normal water infiltration shall be included as lot coverage. 16) Measure 49 Waiver. The applicant expressly agrees to construct the project in accordance with the approved plan and City ordinances and Ordinance No. Exhibit B Page 4 of 10 Exhibit B waives the right to file a claim under Oregon Statewide Measure 49. The signed waiver shall be submitted to the City of Ashland Legal Department for review and approval prior to signature of the survey plat or adoption of a resolution or ordinance formally annexing the property, whichever is fi rst. 17) Multi-Use Path Improvements. As specified in the approved Timetable of Development, all the multi-use paths shall be constructed according to City Code standards, specifically, paths shall be paved with concrete, asphalt or a comparable all-weather surfacing. Two to four foot wide gravel or planted strips are required on both sides of the multi-use paths in accordance with the Ashland Street Standards. Fencing or retaining walls shall be located two to four feet from the improved edges of the path to provide clear distance on both sides of the path for safe operation. The clear distance areas shall be graded to the same slope as the improved path to allow recovery room for pedestrians and bicyclists. The clear distance areas shall be limited to gravel or landscape materials, and vegetation in excess of six inches in height shall not be placed in the clear distance areas. The transition from Almeda Dr. to the multi-use path, from Canine Way to the multi-use path and from Nevada St. to the multi- use path shall be addressed. Specifically, the preliminary engineering shall address bicycle access from the street grade and provide sufficient turning radius for bicycle navigation. The preliminary engineering plans submitted with the Final Plan application shall include details for the multi- use path improvements and this design. All multi-use path public easements shall be clearly identified on the final survey plat, conveyed, and identified in the project, (with appropriate markings or compliant signage). Easements are required for paths between units 64-65 and adjacent to 39. The project CC&R's shall expressly note that the pathways are for public use and shall not be obstructed or through access restricted unless authorized by the City of Ashland and Ashland Parks Department. 18) Multi-Use Path Revisions: The adjustments to the width and location of the multi-use path in and adjacent to the Ashland Creek riparian corridor shall not affect the width or location of the 10-foot wide setback to buildings and structures or riparian corridor buffer between the new eastern property line adjacent to the Ashland Creek riparian corridor and the single family homes and yards for units 68, and 25-39 that is delineated as common area in the application materials. The 10-foot wide setback to buildings or structures or riparian corridor shall be located and sized as shown on plans S-1 dated June 8, 2007, S-4 dated June 8, 2007 and P-2 dated July 17 from the application. Ordinance No. Exhibit B Page 5 of 10 Exhibit B 19) Open Space Usability. [Planning Commission Condition]. The Final Plan submittal shall address the usability, including community access, of the open spaces. Usability shall be specifically addressed for the two small open spaces in the town home area (550 sf and 700 sf), one small open space in the cottage area (1,300 sf) and the one small open space adjacent to the alley 1,310 sf). Layout and landscaping of the open spaces as well as any improvements such as play equipment shall be detailed in the Final Plan submittals. 20) Parking Compliance: The Final Plan application shall include revised and corrected on-street parking placement so that parking spaces are not counted that are within 20 feet measured along the curb of any corner or intersection of an alley or street in accordance with 18.92.025.D. 21) Sidewalk Construction. A sidewalk meeting the requirements of the Ashland Street Standards shall be installed on the north side of Nevada St. from the eastern project boundary to the intersection of Nevada S. to Oak St. Sidewalk design shall be at the discretion of the Staff Advisor in order to address site constraints such as grade and right-of-way width. These sidewalk improvements shall be included in the preliminary street improvement plan included with the Final Plan application. 22) Solar Ordinance Compliance. The Final Plan application shall demonstrate all new structures comply with the Solar Setback A, or that each home shall receive an equivalent certification by the project architects and mechanical engineers that the shadow height on southern facing exposures will not exceed that allowed under Solar Setback A in accordance with Chapter 18.70 of the Ashland Land Use Ordinance. Alternatively, the Final Plan application may seek a Variance to solar setback requirements, if applicants can submit architectural and engineering analysis supporting a variance. 23) Storm water Continuing Maintenance Obligation: The Owner, and thereafter, the Association, (or the owners of units in the project in the event the Association is dissolved), shall be responsible for permanent maintenance of both on-site and off site storm water bio-engineered swales and wetland systems. Specifically, the created wetland area and storm water swale system to be constructed with the project and to be located on property exchanged with the City shall remain the maintenance obligation of the Owner, Association, its successors and assigns. Maintenance shall be coordinated and approved by the City Public Works Department and Building Division and shall be performed in accordance with approved plans by licensed contractors, hired by the Association and authorized by City Public Works to enter property for maintenance Ordinance No. Exhibit B Page 6 of 10 Exhibit B purposes. 24) Sworn Statement. Prior to any land clearing, alteration, or physical construction (other than survey work or environmental testing) on a site the property owner and developer, if any, shall execute a sworn statement under penalty of perjury and false swearing, that owner/developer has obtained all required Federal, State, and local authorizations, permits and approvals for the proposed development, including any proposed use, or alteration of the site, including also any off-site improvements. 25) Tree Protection Compliance. The Final Plan application shall address mitigation for the removal of the 25-inch dbh Oak tree (tree 39 on Tree Survey and Protection Plan, T-1, June 8, 2007). Mitigation shall meet the requirements of Ashland Land Use Ordinance 18.61.084. A Verification Permit in accordance with 18.61.042.13 shall be applied for and approved by the Ashland Planning Division prior to removal of the approved Oak tree(tree 39 on Tree Survey and Protection Plan, T-1, June 8, 2007) and prior to site work, storage of materials and/or the issuance of an excavation or building permit. The Verification Permit is to inspect the tree to be removed and the installation of the tree protection fencing. The tree protection for the trees to be preserved shall be installed according to the approved Tree Protection Plan prior to site work or storage of materials. Tree protection fencing shall be chain link fencing a minimum of six feet tall and installed in accordance with 18.61.200.B. 26) Vision Clearance Compliance. The Final Plan application shall include revised and corrected delineation of vision clearance areas at the intersections of streets and alleys throughout the project in accordance with 18.92.070.D. Structures, signs and vegetation in excess of two and one-half feet in height shall not be placed in the vision clearance areas. Building envelopes shall be modified accordingly on the Final Plan submittals. 27) No Waiver. The failure of this Agreement to address a particular permit, condition, term or restriction shall not relieve the Owner of the necessity of complying with the law governing said permitting requirements, conditions, terms or restrictions. Any matter or thing required to be done pursuant to the requirements of the ordinances of the City of Ashland shall not be amended, modified or waived unless such modification, amendment or waiver is expressly provided for in this Agreement with specific reference to the provisions so modified waived or amended. Ordinance No. Exhibit B Page 7 of 10 Exhibit B 28) Wetland Setbacks. A minimum of five feet shall be maintained between the northern pavement edge of the multi-use path and the wetland. The Final Plan application shall address the full width of the path improvement including the base materials and methods to protect the wetland during construction (i.e. sediment fencing). 29) Zoning Compliance. The Final Plan application shall include demonstration that the buildings in the R-1-3.5 zoning district (cottages and town homes) meet the required front yard for the R-1-3.5 zoning district. F. That Phase 1 and Phase 11 Fefer to speeifie partiens ef the 30) Ehft5jfte developffient, and the applieants shall have the ability to eenstFuet Phase 11 pFier te Phase 1, or te eanstruet both phases at the sange tipfle. if the prejeet is built on a single phase, 24 lets (59 pereent ef the tetal nu ef lets in Phase 1 and Phase 11) weuld need to Fneet the tirfletable f&r Phase 1. if the pFejeet is bHilt in phases, whieheveF phase is eenstFueted } } } Heiman + } and the c stFuc}"ems' of Per` z i StFe.,+ K*,) fFeFn Alffieda Drive te the Deg Park. Beth stFeets- hefnes fer either phase. Phasing. That Phase I and Phase II refer to specific portions of the development, and the applicants shall have the ability to construct Phase II prior to Phase I, or to construct both phases at the same time. If the project is built in a single phase, 24 lots (50 percent of the total number of lots in Phase I and Phase II) would need to meet the timetable for Phase I. If the project is built in phases, whichever phase is constructed first shall include: the construction of Almeda Drive from its current terminus out to Nevada Street., and the-eenstruetwen ef Per--c Par-!(.. Both streets shall be w.elete d a rdm to the apffe4ved F r If completed in phases Almeda Drive shall be completed according to the approved plans, but allowed to be constructed 12' str` et n rlard wh:gel. one.l„rle s to ,~~t-reef- + ~r~a~ include full- width paving, curbs and gutters on both sides (unless an alternative curb and gutter treatment on the Phase II side is approved by the Public Works Director), sidewalks and parkrow planting strips with street trees on the phased side, with the Ordinance No. Exhibit B Page 8 of 10 Exhibit B street's remaining «m-.sidewalks and parkrow planting strips and street trees to be built with the remaining hp ase• Perozzi Street from Almeda to the Dog Park, shall be constructed with Phase II according to the approved plans (including street signs, paving, curbs, gutters, sidewalks and parkrow planting strips with street trees on both sides), inspected and approved prior to the construction of any home. If Phase I is completed first, temporary street connections to both the Dog Park and Rice Park Townhomes shall be completed in the Preliminary Layout, Thornton Engineering, Sheet 2 These temlorary connections shall be a minimum of 20 feet in width to accommodate two-way traffic and emergency vehicle access. 31) Multi-Use Path & Nevada Street Sidewalk Timing. That the multi-use path and the sidewalk on Nevada Street, from Helman Street to Oak Street, shall be tied to the construction of Sander Way as part of Phase II, rather than as a part of Phase I. A revised plan (rep/acing Sheet R-1 from December 1, 2008) shall be provided prior to pathway installation illustrating the proposed pathway installation and the redefined limits of the slope stabilization and associated re-vegetation and shall include the planting of additional trees both inside and outside the pathway corridor to be selected based on recommendations of Parks Department staff as to the number, type and placement. The multi-use pathway improvements shall be installed with Phase II of the development, but no later than five years following completion of the first phase. 32 That prior to the issuance of a Certificate of Occupancy for any particular unit, the landscaping and irrigation plan as identified in Exhibits CL-1 and CL-2 shall be installed for that particular unit. However, at the written request of the applicants, the Staff Advisor may allow for a temporary Certificate of Occupancy (not to exceed 18 months) if it is determined that particular unit's landscaping is likely to be damaged during construction of the adjacent unit If a temporary Certificate of Occupancy is granted by the Staff Advisor, the applicants shall post a Performance Guarantee bond issued by a surety authorized to do business in the State of Oregon, irrevocable letter of credit from a survey or financial institution acceptable to the City, cash or other form of security acceptable by the Staff Advisor. At the time of the adjacent units Certificate of Occupancy, the landscaping and irrigation for the original unit shall be completed and Performance Guarantee returned or cancelled. Ordinance No. Exhibit B Page 9 of 10 Exhibit B 33) That the open space areas and associated common improvements between units #1-3, units #4-13, and #14-20 shall be completed prior to the issuance of a final occupancy permit for the final unit in each cluster, and prior to completion of 100 percent of the units, 100 percent of the open spaces within Phase I, including any remaining private walkways and curbs adjacent to the private street or elsewhere within the first phase of the development and any remaining land landscaping or irrigation will be completed. Ordinance No. Exhibit B Page 10 of 10 Exhibit C REVISED EXHIBIT F TIMETABLE OF DEVELOPMENT - OUTLINE PLAN PHYSICAL COMMENCEMENT AND COMPLETION [ORS 94.504(4)] This development will be constructed in phases as shown on Exhibit D to this Agreement. Phase l includes the R-1-3.5 portion of the project, twenty four cottage units, along with one single family lot. Phase II includes all other lots, the multi-use path, the sidewalk on the north side of Nevada, the Riparian Corridor and Wetland area. Phase I and Phase 11 may be constructed in any order or at the same time. If the project is constructed in two phases the completion of Almeda will be included in the first phase. Each phase to be constructed, and the date which Final Plan and Site Review and final plat approval of each phase must be obtained, are as follows: Physical commencement of construction of any phase of development shall occur on or before January 17, 2010. i 'f [Physical Commencement of Rice Park affordable housing project, a portion of Phase 1, commenced on June 1, 2009. Completion of all infrastructure and vertical construction, except for single family units on individual platted lots, [4 total exempt from vertical construction deadline] shall occur no later than January 17, 2023. Phase Final Plan and Site Infrastructure Final Plat and Completion Review Approval Completion of Vertical Construction I July 17, 2009* July 17, 2020 January 17, 2022 *[Final Plan Approval was obtained on 01-06-09 for Rice Park, a portion of Phase 1] *[Final Plan Approval was obtained on 01-25-09 for the remainder of Phase 1] July 25, 2018: Final Civil Plan Approval (construction authorization) and any associated construction permits must be obtained and Contract for Installation and Maintenance of Plant Materials with Security submitted and executed, and construction commenced with respect to the first phase elements no later than specified. ::[Final Civil Plan Approval (construction authorization] for Rice Park, a portion ofPhase 1, was obtained on May 5, 2009.] July 17, 2020. Complete extension of Almeda to Nevada Street as provided in Exhibit E. Condition #30, eomplefien of eenstructien of "Canine Way" aeeess to Deg Park, including installation of water, Deg sanitary sewer, storm drainage power, gas, telephone Ordinance No. Exhibit C Page 1 of 3 Exhibit C and all utilities. July 17, 2020. Complete construction of subdivision infrastructure to the affordable housing site and complete extension of all needed public facilities to the affordable housing site. (to service 15 townhome units). July 17, 2020. Complete construction of "subdivision" Infrastructure for the first phase. July 17, 2020. Deadline for final survey to be signed after completion of subdivision infrastructure and before start of vertical construction for the first phase. July 17, 2011.1'i' Deadline to transfer property title to Affordable Housing Tract to Rogue Valley Community Development Corporation (RVCDC) or other approved non-profit affordable housing developer. Transfer shall occur prior to vertical construction on any Phase of the project. tt The Affordable Housing Tract was transferred to RVCDC on December 09, 2008, upon approval of the early conveyance by the City Council on October 07, 2009. January 17, 2022. Vertical construction deadline for all of the first phase or 24 units (50 percent of the units in this project). Phase Final Plan and Site Infrastructure Final Plat and Completion Review Approval Completion of Vertical Construction II July 17, 2020 July 17, 2022 January 17, 2023 January 17, 2022.1$ Final Civil Plan Approval (construction authorization) and any associated construction permits must be obtained and Contract for Installation and Maintenance of Plant Materials with Security submitted and executed, and construction commenced with respect to the second phase elements within 18 months of Final Plan Approval, no later than specified. July 17, 2022. Complete construction of Ordinance No. Exhibit C Page 2 of 3 Exhibit C "subdivision" Infrastructure for the second phase including construction of Perozzi Street (formerly "Canine Way") from Almeda to the Doa Park as provided in Exhibit E. Condition 430. July 17, 2022. Deadline for final survey to be signed after completion of subdivision infrastructure and before start of vertical construction for the second phase. January 17, 2023. Vertical construction deadline for the remainder of the units. Failure to strictly comply with this timetable of development requires an amendment to this Agreement and subjects the Owner to then current laws, including but not limited to engineering construction standards, contrary to the ordinary protection of ORS 92.040. The title transfer, physical commencement and the 2023, completion deadline shall not be administratively extended. After the construction termination date, no further development as authorized herein (except for building permits for single family units on individual platted lots) shall be allowed on the subject property unless such development is in compliance with applicable development regulations in effect at the time. Any amendment to the extent of the Amendment shall comply with the laws in effect at the time the amendment is sought. Failure of the timetable of development to list an element of the Project does not relieve or excuse the Owner from the requirement to complete that element. Ordinance No. Exhibit C Page 3 of 3 BEFORE THE CITY COUNCIL AUGUST 4, 2015 IN THE MATTER OF PLANNING ACTION #2015-00825, A REQUEST TO ) MODIFY THE DEVELOPMENT AGREEMENT FOR THE VERDE VILLAGE ) SUBDIVISION FOR THE PROPERTIES LOCATED AT 87 WEST NEVADA ST., ) 811 HELMAN ST., AND 127 ALMEDA DR. PROPOSED MODIFICATIONS ) INCLUDE PARTITIONING THE PROPERTY TO BE CONSISTENT WITH THE ) APPROVED PHASING PLAN; ADJUSTING THE PROPERTY LINES FOR LOTS ) 4349 AND 415417; MODIFYING EXHIBIT E, CONDITION 930 OF THE ) FINDINGS, APPROVED DEVELOPMENT AGREEMENT AS IT RELATES TO THE ) CONCLUSIONS CONSTRUCTION AND TIMING OF STREET IMPROVEMENTS FOR BOTH ) & ORDERS PEROZZI STREET AND ALMEDA DRIVE; AND ADDING TWO CONDITIONS ) (#32 and 433) TO EXHIBITI E RELATING TO THE TIMING OF LANDSCAPING, ) IRRIGATION, AND OPEN SPACE IMPROVEMENT INSTALLATION. ) APPLICANT: URBAN DEVELOPMENT SERVICES FOR WILMA, L.L.C. ) ) RECITALS: 1) Tax lots 800, 1100 and 1400-1418 of Map 39 lE 04B are located at the intersection of Helman and Nevada Streets and are zoned Single Family Residential (R-1-3.5, R-1-5 and R-1-7.5). 2) The proposal involves a request for a modification of the previously approved Verde Village Subdivision for the properties located at 87 West Nevada Street, 811 Helman Street and 127 Almeda Dr. The proposed modifications include partitioning the property to be consistent with the approved phasing plan, to adjust the property lines for Lots 43- 49 and 415417, and to modify Exhibit E, Condition 430 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive. The site plan and detailed application materials are on file at the Department of Community Development. 3) The criteria for Final Plan subdivision approval or modification from the Performance Standards Options Chapter are detailed in AMC 18.3.9.040.13 as follows: Approval Criteria for Final Plan. Final Plan approval shall be granted upon finding of substantial conformance with the Outline Plan. This substantial conformance provision is intended solely to facilitate the minor modifications from one planning step to another, Substantial conformance shall exist when comparison of the outline plan with the final plan meets all of the following criteria. a. The number of dwelling units vary no more than ten percent of those shown on the approved outline plan, but in no case shall the number of units exceed those permitted in the outline plan. PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 1 b. The yard depths and distances between main buildings vary no more than ten percent of those shown on the approved outline plan, but in no case shall these distances be reduced below the minimum established within this Ordinance. C. The open spaces vary no more than ten percent of that provided on the outline plan. d. The building size does not exceed the building size shown on the outline plan by more than ten percent. e. The building elevations and exterior materials are in conformance with the purpose and intent of this ordinance and the approved outline plan. f. That the additional standards which resulted in the awarding of bonus points in the outline plan approval have been included in the final plan with substantial detail to ensure that the performance level committed to in the outline plan will be achieved. g. The development complies with the Street Standards. h. Nothing in this section shall limit reduction in the number of dwelling units or increased open space provided that, if this is done for one phase, the number of dwelling units shall not be transferred to another phase, nor the open space reduced below that permitted in the outline plan. 4) The criteria for Site Design Review are detailed in AMC 18.5.2.050 as follows: A. Underlying Zone: The proposal complies with all of the applicable provisions of the underlying zone (part 18.2), including but not limited to: building and yard setbacks, lot area and dimensions, density and floor area, lot coverage, building height, building orientation, architecture, and other applicable standards. 8. Overlay Zones: The proposal complies with applicable overlay zone requirements (part 18.3). C. Site Development and Design Standards: The proposal complies with the applicable Site Development and Design Standards of part 18.4, except as provided by subsection E, below. D. City Facilities: The proposal complies with the applicable standards in section 18.4.6 Public Facilities and that adequate capacity of City facilities for water, sewer, electricity, urban storm drainage, paved access to and throughout the property and adequate transportation can and will be provided to the subject property. E. Exception to the Site Development and Design Standards: The approval authority may approve exceptions to the Site Development and Design Standards of part 18.4 if the circumstances in either subsection 1 or 2, below, are found to exist. 1. There is a demonstrable difficulty meeting the specific requirements of the Site Development and Design Standards due to a unique or unusual aspect of an existing structure or the proposed use of a site; and approval of the exception will not substantially negatively impact adjacent properties; and approval of the exception is consistent with the stated purpose of the Site Development and Design; and the exception requested is the PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 2 minimum which would alleviate the difficulty.; or 2. There is no demonstrable difficulty in meeting the specific requirements, but granting the exception will result in a design that equally or better achieves the stated purpose of the Site Development and Design Standards. 5) The City Council, following proper public notice, held a public hearing on July 21, 2015 at which time testimony was received and exhibits were presented. Following the close of the public hearing, the City Council approved the requested modifications including partitioning the property to be consistent with the approved phasing plan; adjusting the property lines for Lots 43-99 and #15-417; modifying Exhibit E, Condition #30 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive, and adding two additional conditions to Exhibit E dealing with the phasing of the installation of landscaping and irrigation (#32) and open space improvements (#33). Now, therefore, the City Council of the City of Ashland finds, concludes and orders as follows: SECTION 1. EXHIBITS For the purposes of reference to these Findings, the attached index of exhibits, data, and testimony will be used. Staff Exhibits lettered with an "S" Proponent's Exhibits, lettered with a "P" Opponent's Exhibits, lettered with an "O" Hearing Minutes, Notices, Miscellaneous Exhibits lettered with an "M" SECTION 2. CONCLUSORY FINDINGS 2.1 The City Council finds that it has received all information necessary to make a decision based on the staff report, public hearing testimony and the exhibits received. 2.2 The City Council finds that the proposal for modifications of the Development Agreement for the Verde Village Subdivision including: partitioning the property to be consistent with the approved phasing plan; adjusting the property lines for Lots #3-99 and 915-917; modifying Exhibit E, Condition #30 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive, and adding two additional conditions to Exhibit E dealing with the phasing of the installation of landscaping and irrigation (#32) and open space improvements (#33); meets all applicable PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 3 criteria for a modification of Final Plan approval described in Chapter 18.3.9.040.13 and for the approval of Site Design Review described in Chapter 18.5.2.050. The City Council further finds that the originally adopted findings for the Verde Village Subdivision and the associated Development Agreement and its subsequent modifications shall remain in effect except as specifically modified herein. 2.3 The City Council finds that that the Development Agreement requires in 21.2 that, "Amendment... of this agreement shall be made by adoption of an Ordinance.... The procedures and requirements for amendment... are the same as for approval of a Development Agreement, currently notice and hearing before the Planning Commission with a recommendation from the Planning Commission." The Council further finds that the Planning Commission conducted a public hearing on the request at its regular meeting of July 14, 2015 and recommended that the Council approve the request. 2.4 The City Council finds that the first proposed modification involves partitioning the property to be consistent with the approved phasing plan. The application materials provided explain that the proposed modification would legally separate the subdivision's two already- approved phases in order to obtain project financing for Phase I, as illustrated on the application Sheet 91 Minor Modification Plan. Phase I could then be sold to a third party whereas Phase II would remain under the original applicants' ownership. Once the initial partition plat is recorded, construction financing to complete the necessary utility infrastructure, including both public and private streets within Phase I would be installed. Once the public street's infrastructure is complete and prior to any vertical construction, the subdivision's Phase I plat would be recorded and house construction within Phase I could occur. The application emphasizes that the ultimate number of lots in the development does not increase or decrease with the proposal, and that the modification proposed simply allows the already approved phases to be separated so that they can be sold to obtain financing and develop each according to the approved Development Agreement. The application further notes that the proposed modification would correct an omission that occurred during the original platting of the Rice Park Townhomes from the larger subdivision. The application explains that Lot 425 is technically part of the Phase I area but when the northern portion of Almeda Drive was dedicated to the city, this parcel appears was separated. In reviewing the original treatment of Lot #25 in Planning Action #2008-01853, the Council finds that Lot 925 was included in the Final Plan approval for Phase I of the subdivision which also included Site Review approval for the 24 cottages, and it appears that with dedication of the right-of-way for Almeda Drive and Perozzi Street to the city, Lot #25 inadvertently became a separate tax lot. However, condition #9j of the Phase I final plan approval made clear, The single family lot (Lot 925) in Phase I and all single-family units in Phase H shall be included in the homeowners' association and subject to all subdivision requirements." PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 4 The City Council finds that there are no significant issues with the partitioning of the property to reflect the two approved phases and allow them to be sold to obtain financing and move the originally approved development forward. With regard to Lot #25, the Council finds that it is important to make clear that it is to remain part of Phase I, and to be included in the homeowners' association and subject to the CC&R's and all subdivision requirements as originally required in the final plan approval. 2.5 The City Council finds that the application also requests to modify the property lines located at the side and rear of Lots #3-9 and #15-17, adjacent to the existing residences within the Quiet Village Subdivision. The application emphasizes that the landscaping plan and house footprints are to remain as is, however the yard areas around the cottages are proposed to become private landscaped yard areas. The application explains that the adjustment as proposed will not reduce the available land originally set aside as open space, which will remain unchanged. In addition, the application notes that due to the style of the subdivision with multiple integrated and shared amenities such as shared private sidewalks, open parking spaces, open common areas, shared garden beds, etc., the applicants are also requesting some flexibility with regard to the timing of each home's landscaping and irrigation installation in order to avoid damage and unnecessary expense. The applicants explain that in a typical subdivision where each unit abuts on a public street, construction can be staged from the street or the private lot and the home's landscaping, irrigation and sidewalks are installed prior to occupancy. However, as proposed here, staging and construction may need to occur from a shared common area that could damage landscaping and irrigation if the units were built at different times. The applicants are therefore asking that a new condition (432) be added to the Development Agreement stating, "That prior to the issuance of a Certificate of Occupancy for any particular unit, the landscaping and irrigation plan as identified in Exhibits CL-1 and CL-2 shall be installed for that particular unit. However, at the written request of the applicants, the Staff Advisor may allow for a temporary Certificate of Occupancy if it is determined that particular unit's landscaping is likely to be damaged during construction of the adjacent unit. If a temporary Certificate of Occupancy is granted by the Staff Advisor, the applicants shall post a Performance Guarantee bond issued by a surety authorized to do business in the State of Oregon, irrevocable letter of credit from a survey or financial institution acceptable to the City, cash or other form of security acceptable by the StaffAdvisor. At the time of the adjacent units Certificate of Occupancy, the landscaping and irrigation for the original unit shall be completed and Performance Guarantee returned or cancelled." The applicants also explain that they intend to complete the majority of the private street's infrastructure within the initial phase of construction, including the adjoining curbing, lighting and parking lot striping. However, some areas likely to be damaged by heavy equipment including private paths and some curbs are proposed to remain temporarily unfinished to allow for equipment access. The application indicates that prior to occupancy of 50 percent of the units, 50 percent of the open space area shall be complete as approved and prior to completion of PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 5 100 percent of the units, 100 percent of the open spaces within Phase I, including any remaining private walkways and curbs adjacent to the private street or elsewhere within the first phase of the development and any remaining land landscaping or irrigation will be completed. The application concludes that this proposed modification will not increase or decrease the number of parcels, alter the subdivision boundaries or change building locations, sizes or envelopes, and only involves adjustments to the lot lines for a portion of the lots to improve the homes' livability for future occupants. The City Council finds no significant issues with allowing the requested adjustment of property lines for these units or the allowance for some flexibility in the timing of completion of landscaping and irrigation improvements to allow for the construction of adjacent units. However, the Council finds that there needs to be a clearer correlation between the completion of the individual open space areas and the units surrounding them, and the Council accordingly finds that the applicants' proposal must be modified somewhat to require that the open space areas and associated common improvements between units 41-3, units #4-13, and 914-20 be completed with the completion of each cluster of units; language to this effect is reflected in the modified Condition #33 below. 2.6 The City Council finds that the existing Condition #30 reads as follows: 30) Phasing. That Phase I and Phase II refer to specific portions of the development, and the applicants shall have the ability to construct Phase II prior to Phase I, or to construct both phases at the same time. If the project is built in a single phase, 24 lots (50 percent of the total number of lots in Phase I and Phase II) would need to meet the timetable for Phase I. If the project is built in phases, whichever phase is constructed first shall include: the construction of Almeda Drive from its current terminus out to Helman Street, and the construction of Perozzi Street (formerly 'Canine Way') from Almeda Drive to the Dog Park. Both streets shall be completed according to the approved plans (including paving, curbs, gutters, sidewalks and parkrow planting strips with street trees on both sides), inspected and approved prior to the construction of any homes for either phase. The City Council further finds that the applicants propose that this condition be modified to read as follows: 30) Phasing. That Phase I and Phase II refer to specific portions of the development, and the applicants shall have the ability to construct Phase II prior to Phase I, or to construct both phases at the same time. If the project is built in a single phase, 24 lots (50 percent of the total number of lots in Phase I and Phase 11) would need to meet the timetable for Phase I. If the project is built in phases, whichever phase is constructed first shall include: the construction of Almeda Drive from its current terminus out to Helman Street., and the + of D • St Feet (f 1 'Canine Way'.) iFem Almed° Drive to- the Dog PaF'(. -Rc-bt-h r-t-r-P-P-t,; shall be eempleted acewding to the approved PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 6 plans (including I GUFbS, gutteFS, sidewalks and pad(Few planting StFiPS With he, eS for eitherp,ase. If completed in phases, Almeda Drive shall be completed according to the approved plans, but allowed to be constructed to a % street + 12' street standard which includes paving, curbs, gutters, sidewalks and parkrow planting strips with street trees on the phased side, with the street's remaining paving, curbs, gutters, sidewalks and parkrow planting strips and street trees to be built with the remaining phase. Perozzi Street from Almeda to the Dog Park, shall be constructed with Phase II according to the approved plans (including paving, curbs, gutters, sidewalks and parkrow planting strips with street trees on both sides), inspected and approved prior to the construction of any home. If Phase I is completed first, temporary street connections to both the Dog Park and Rice Park Townhomes shall be completed in the Preliminary Layout, Thornton Engineering, Sheet 2. The application emphasizes that this modification would not alter the approval, but would instead clarify or address elements of real estate planning that are necessary to obtain real estate financing and provide a more logical infrastructure timeframe. If both streets were required to be completed with Phase I as currently conditioned, it would necessitate the installation of all necessary utility infrastructure for Phase II in the street corridor before completing the street improvements, and would burden the first phase financially to a degree that obtaining project financing could be difficult or impossible to obtain, compromising the ability to complete the subdivision. The Council finds that the basis for the current Condition #30 was to insure both that city standard street improvements would be installed as approved and that paved access to the Rice Park affordable housing and Dog Park would be provided so that neither was in the position or relying on limited, temporary access measures should a second phase be delayed. The Council further finds that a phased installation of street improvements is consistent with city standards and in keeping with the original approval, however the description of a `half-street plus 12 feet' is somewhat confusing as a half-street improvement has typically meant sidewalks, park rows, curbs, and gutters on one side, with at least 20 feet of paving. An additional 12 feet of paving would approach the originally approved full paved width of the street. Given the potential length of time provided in the Development Agreement for completion of the project, drainage and maintenance issues, and the need to accommodate required on-street parking and circulation for the subdivision, park and surrounding neighborhood, the Council recommends that the improvement be the full paved width of the street, with curbs on both sides of Almeda Drive for its full extent (unless the Public Works Director will accept an alternative curb treatment on the Phase H side) with sidewalks, parkrows and street trees to be completed on the other side with the second phase. Language to this effect has been added in the conditions below, modifying the applicants' proposed language for Condition #30. PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 7 The Council similarly finds that the proposed paved driveway connection from the new installation of Almeda Drive to the current Dog Park access drive and the connection between this access and the Rice Park driveway to provide ingress, egress and emergency vehicle access address the underlying intent of the original condition. However, the Council finds that the Municipal Code requires a width of at least 20 feet for driveways serving seven or more parking spaces to accommodate the potential for two-way traffic as well as emergency vehicle access, and the Council has accordingly required that the paved width be increased to a minimum of 20 feet in the condition language below. The Council further finds that the original land use approval included the original applicants being responsible for utilities which were connected through both phases and served adjacent properties as well, including the undergrounding of an existing overhead three-phase electrical line which also feeds the city's wastewater treatment plant, and there is the potential that the infrastructure installation associated with Phase I may trigger some utility improvements which go beyond its boundaries. The applicants have been made aware of this issue and advised to coordinate with the utility providers. Final engineered utility plans were under review some time ago detailing the required infrastructure improvements, however these plans never received final approval before the development stalled, and the Council accordingly finds that revised engineered drawings clearly detailing the subdivision improvements necessary, and proposed phasing of their installation, shall be resubmitted for final review. SECTION 3. RECOMMENDATION 3.1 Based on the record of the Public Hearing on this matter, the City Council concludes that the application for modification of the Development Agreement for the Verde Village Subdivision including partitioning the property to be consistent with the approved phasing plan; adjusting the property lines for Lots 4349 and #15-417; modifying Exhibit E, Condition 930 of the approved Development Agreement as it relates to the construction and timing of street improvements for both Perozzi Street and Almeda Drive, and adding two additional conditions to Exhibit E dealing with the phasing of the installation of landscaping and irrigation (#32) and open space improvements (#33); has satisfied all relative substantive standards and criteria and is supported by evidence in the record. The Verde Village project envisioned a unique mix of housing types and energy conserving housing that Ashland has not seen before in a subdivision, and included connectivity improvements to better serve the now constructed affordable housing in Rice Park, the Dog Park, the Bear Creek Greenway and the surrounding community. The merits of the project remain years following its approval and it is unfortunate that the economic downturn of the "Great Recession" has jeopardized realization of the applicants' original vision for the development. The Planning Commission and Council have previously expressed support for modifications of the approved timetable of development to give the applicants as much opportunity as allowed under city and state regulations to make the project happen, and the Council is pleased that there is renewed interest in moving the project forward. The Council is PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 8 supportive of the modifications proposed, and accordingly approves the request subject to the following conditions: 1) All conditions of the applicant shall be conditions of approval unless otherwise specifically modified herein. 2) All conditions of the previous land use approvals and the approved Development Agreement and subsequently approved modifications shall remain conditions of approval unless otherwise specifically modified herein, including but not limited to the requirement that safe and free public access, and associated temporary public access easements, to the Dog Park and Bear Creek Greenway be maintained during development; that the single-family zoned Lot #25 in Phase I shall be included in the homeowners' association and subject to the CC&R's and all subdivision requirements as required in the original Final Plan approval; and that the final engineered drawings detailing the installation and phasing of public utility and street, sidewalk and private drive improvements shall be approved prior to the issuance of an excavation permit or commencement of any construction. 3) That the wording of the existing Condition #30 of the Development Agreement's "Revised Revised Exhibit E, Verde Village Special Conditions" shall be modified to read as follows: Phasing. That Phase I and Phase 11 refer to specific portions of the development, and the applicants shall have the ability to construct Phase 11 prior to Phase 1, or to construct both phases at the some time. If the project is built in a single phase, 24 lots (50 percent of the total number of lots in Phase 1 and Phase 11) would need to meet the timetable for Phase 1. If the project is built in phases, whichever phase is constructed first shall include: the construction of Almeda Drive from its current terminus out to Helman Street., ' #9m Almedden Drive te -the Dog , gutteF-,, sidewalks and par*Few planting sf#4ps with 50--pet tfees en both side4, in&peeted an appr-eved pr-i-er- Mn th-P G__nn_AtrU_r#_fGn o-if any homes for- either- phase. If completed in phases, Almeda Drive shall be completed according to the approved plans, but allowed to be constructed to ~ 'tee _2' _G+..PPt 14andrir + hir-h Wr-lude include full-width paving, curbs and gutters on both sides (unless an alternative curb and putter treatment on the Phase 11 side is approved by the Public Works Director sidewalks and parkrow planting strips with street trees on the phased side, with the street's remaining no, curbs, outfe s sidewalks and parkrow planting strips and street trees to be built with the remaining phase. Perozzi Street from Almeda to the Dog Park, shall be constructed with Phase 11 according to the approved plans (including street signs, paving, curbs, gutters, sidewalks and parkrow planting strips with street trees on both sides), inspected and approved prior to the construction of any home. If Phase I is completed first, temporary street connections to both the Dog Park and Rice Park Townhomes shall be completed in the Preliminary Layout, Thornton Engineering, Sheet 2. These temporary connections shall be a minimum of 20 feet in width to accommodate two-way traffic and emergency vehicle access. PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 9 4) That a new Condition #32 be added to the Development Agreement's "Revised Revised Exhibit E, Verde Village Special Conditions" to read as follows: That prior to the issuance of a Certificate of Occupancy for any particular unit, the landscaping and irrigation plan as identified in Exhibits CL-1 and CL-2 shall be installed for that particular unit. However, at the written request of the applicants, the Staff Advisor may allow for a temporary Certificate of Occupancy (not to exceed 18 months) if it is determined that particular unit's landscaping is likely to be damaged during construction of the adjacent unit. If a temporary Certificate of Occupancy is granted by the Staff Advisor, the applicants shall post a Performance Guarantee bond issued by a surety authorized to do business in the State of Oregon, irrevocable letter of credit from a survey or financial institution acceptable to the City, cash or other form of security acceptable by the Staff Advisor. At the time of the adjacent units Certificate of Occupancy, the landscaping and irrigation for the original unit shall be completed and Performance Guarantee returned or cancelled. 5) That a new Condition #33 be added to the Development Agreement's "Revised Exhibit E, Verde Village Special Conditions" to read as follows: That the open space areas and associated common improvements between units #1-3, units #4-13, and #14-20 shall be completed prior to the issuance of a final occupancy permit for the final unit in each cluster, and prior to completion of 100 percent of the units, 100 percent of the open spaces within Phase I, including any remaining private walkways and curbs adjacent to the private street or elsewhere within the first phase of the development and any remaining land landscaping or irrigation will be completed. Mayor Date PA 2015-00825 87 W. Nevada Street/Verde Village DA Modifications Page 10