The URL can be used to link to this page

Home My WebLink About2015-224 Contract - William Olsen Designs Contract for GOODS AND SERVICES Less than $25,000 41, o CONTRACTOR: William Olsen Designs CONTACT: William Olsen City of Ashland Parks and Recreation 340 S. Pioneer Street ADDRESS: 280 E. Hersey Street #13, Ashland, OR 97520 Ashland, Oregon 97520 Telephone: 541/488-5340 TELEPHONE: 541-326-1652 / willolsendesigns aol.com Fax: 541/488-5314 DATE AGREEMENT PREPARED: 8/3/15 FAX: None BEGINNING DATE: 8/5/15 COMPLETION DATE: 8/31/15 COMPENSATION: $9,000.00 GOODS AND SERVICES TO BE PROVIDED: Specialized Japanese joiner and woodworking for a Japanese Garden torii gateway in Lithia Park ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Goods and Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said rims City of Ashland Contract. NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE as follows: 1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Contractor must also maintain a current City business license. 3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later than the date indicated above and start performing the work under this contract by the beginning date indicated above and complete the work by the completion date indicated above. 4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00, unless a separate written contract is entered into by the City. 5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of City. 6. Statutory Requirements: ORS 2796.220, 27913.225, 27913.230, 27913.235, ORS Chapter 244 and ORS 670.600 are made part of this contract. 7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract is $20,142.20 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Contractor (including but not limited to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 9. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Contractor, or at such later date as may be established b City under an of the following Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 1 of 5 conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Contractor to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Contractor may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Contractor's performance of each and every obligation and duty under this contract. City by written notice to Contractor of default or breach, may at any time terminate the whole or any part of this contract if Contractor fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract. 10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. 11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises in obtaining any required subcontracts. Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any requirement of ORS 279A.110 or the administrative rules implementing the Statute. 12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. 15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 16. Insurance. Contractor shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 2 of 5 d. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to the City. e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 19. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further liability to Contractor. 20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is required before any work may begin under this contract. 21. Cgrtification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by r f renc Con for r City of Ashia d By By Signature _ Department Head Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 3 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. ` (3) Telephone listing is used for the business separate from the personal residence listing. i (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. h ) J . a a Cd tractor ` (Date) Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 4 of 5 CITY OF ASHLAND Council Communication July 21, 2015, Business Meeting Enter into a contract-specific "Special Procurement" with William Olsen Designs for the creation of a Japanese Garden Torii gateway in Lithia Park FROM Michael A. Black, Director, Ashland Parks and Recreation, michael.black(i~ashland.or.us SUMMARY The Ashland Parks and Recreation Commission wishes to enter into a contract-specific "Special Procurement" with William Olsen of William Olsen Designs. APRC is need of specialized workmanship for a Japanese gateway feature and William has specialized knowledge in Japanese woodworking, joinery and curing of exotic woods. BACKGROUND AND POLICY IMPLICATIONS The Ashland Parks and Recreation Commission approved the general design for a Japanese Garden Torii gateway design for Lithia Park that was provided by landscape architect Ian Wessler. The approved design will now be transferred to William Olsen of William Olsen Designs who will use his artistic license to create a Torii with the general size dimension of the specifications from APRC. The Commission would like to enter into a contract-specific "Special Procurement" with William Olsen of William Olsen Designs to accomplish the construction and placement of the Torii. FISCAL IMPLICATIONS Funds for the gateway project were donated by a local citizen, Ann Auble. Ann contributed $10,000 for this project, allowing the APRC to move forward. The quote presented by William Olsen was $9,000. STAFF RECOMMENDATION AND REQUESTED ACTION Staff recommends entering into a contract-specific "Special Procurement" with William Olsen of William Olsen Designs. Staff requests Council approval for this contract. SUGGESTED MOTION I move that Council approve the contract-specific "Special Procurement" with William Olsen of William Olsen Designs as presented by staff. ATTACHMENTS • Form #9 Page 1 of 2 CITY OF -AS H LA N D • Quote from William Olsen Designs, Exhibit B • Torii Gateway Drawings, Exhibits C and D • Olsen Business License, Insurance Certificates • W-9 • Form #3 Page 2 of 2 CITY OF FORM #9 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: Michael A. Black, Director of Ashland Parks and Recreation Commission Date: July 2, 2015 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Ashland Parks and Recreation Commission 2. Department Contact Name: Bruce Dickens, Parks Superintendent 3. Type of Request: Class Special Procurement X Contract-specific Special Procurement 4. Time Period Requested: From July 22, 2015 To: August 31, 2015 5. Total Estimated Cost: $9,000 6. Short title of the Procurement: New Japanese Garden Entrance - woodworking & Japanese joinery Supplies and/or Services or class of Supplies and/or Services to be acquired: Services will include woodworking using unique skills in Japanese woodworking and joinery. Wood is from the Monkey Puzzle tree formerly located in Lithia Park. 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: This project is proposed as a direct award to a woodworker with unique expertise in creating Japanese garden entrLAyays. Form #9 - Special Procurement - Request for Approval, Page 1 of 3, 7/2/2015 Proposed procedure: Landscape Architect Ian Wessler created the original design for a new Japanese Garden entry gate in Lithia Park. William Olsen of William Olsen Designs then modified the original design based on his specialized knowledge about Japanese woodworking and joinery. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. William Olsen's specialized knowledge of Japanese woodworking is the primary rationale for this proposed Special Procurement. In addition, William is a local artisan who operates at 280 E. Hersey Street. Providing opportunities to local businesspersons is in line with City and APRC policies and procedures. 9. Findings to Satisfy the Required Standards: This proposed special procurement: X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: This is a unique project using a specialized artisan / contractor. No other contractors were identified as having the unique skillset needed for this project. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and X (b)(i) will result in substantial cost savings to the contracting agency or to the public because: This project is being funded by a local citizen, Ann Auble. This project will not impact the City's budget, as the donation was $10,000 and this contract is for $9,0000. This represents a $1,000 cost savings to the public. (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 27913.060, 27913.065, or 279B.070, or any rules adopted thereunder because: (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 - Special Procurement - Request for Approval, Page 2 of 3, 7/2/2015 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7)-day protest period. Date Public Notice first appeared on www.ashland.or.us - July 22, 2015 PUBLIC NOTICE Approval of a Special Procurement First date of publication: July 22, 2015 A request for approval of a contract-specific Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on July 21, 2015. The Ashland Parks and Recreation Commission is requesting a contract-specific "Special Procurement" with William Olsen of William Olsen Designs for a new Japanese Garden entryway in Lithia Park. The proposed timeframe for this project will span July 29, 2015, through August 31, 2015. It has been determined based on written findings that the contract-specific Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 27913.060, 27913.065, or 27913.070. An affected person may protest the request for approval of a contract-specific Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland Parks and Recreation, Attn: Bruce Dickens, Parks Superintendent, 340 S. Pioneer Street in Ashland, OR 97520. The seven (7)-day protest period will expire at 5:00pm on July 29, 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 contract-specific Special Procurement. Form #9 - Special Procurement - Request for Approval, Page 3 of 3, 7/2/2015 ~+U a b K 0 ~ N o ~ o s~ .o o p O n ~ o ! N 1D O Q a w O a ~ ~ S ~ ~ ~ ~ ~ " a ~o a - m o G [17 Ol o- o ~ o m T _ N o m ~ U"4 N 'S 3 O m ° .n. ~C f9 O ~ < m a N C 'r. '3 ~ N N c ~ -i C .i' W N n ~ o - S in D ~ a Q ~ s N Q o ~ _ ° a o ° N N o m v D - m - p - ° N o 2. 2. C4 o ta: o o_ °A. v ° o (p m ~ O m x Q' - O N D °J 0 3 Q a 0 c N o ~ o o? o 0 0 1 + i 3 t i+1 EsI i 3 flit( , 1 ~ y r i ~ It i ' K i I a '-n~° nP mx n-13 m?mm ai U) '3° N X S 4 j¢ w~ m¢~ O I p d j 9 r 3 y an d ..r O J m w ° w 3¢ ¢ A m X o £ m a ilfz o v m a =r rD -3 a ~ m -'o ¢ w ~ x d \Cl coo an ?o~ a s y © m c OJ c x m X03 m ~ m m c G1 n LO aJ o ID 1 112 411'-3" " -7 V) N ° ®O r no 6" _ 10'x' Q1 N r ~ m - I Q) N m j T N d ~ m ~ A r 0 c ~ 14'x• ~D N ~ 11 11 _ O Ills ¢ ¢ p d y n x ^ 4 ° 0 D6~ a C 5 r - n m m 3 ° - ® 1i C N _ O) Q 0 v _ W T ° N I f N N_ " AFT , A ❑ j l " ^w a W o 0 T ° m 3 = Y 5 3/4" 1/4" 3" 4" 3° • a ° a xEzCj iO m ~ cA O x -ice ~✓•Z48y~~ ~ ` a t> Active Licenses Bus name UJILLIAM OLSEN DESIGNS IT M e License # DBA name v/ILLIAM OLSEN DESIGNS bus BL-005609 Parent bus 'j Cust # 014460 Type & Status Phone Number Status active Active None Category F11 01 To be Determined PtimaryAddiess 51C Address 280 HERSEY ST E NAICS 5414201 #3 .1 Industrial Design Services ASHLAND OR 97520 ! p ship - Bustype sole Sole Pro netar ' Phone (541) 361-1652 Fax; ) Created :05119/2006 Closed - - - Email Identification Numbers Website Fed ID ' 464.71.4826 Primary Contact State ID Name OLSEN, WILLIAM - - - Local ID Address! 227 REAMES CIR TALENT OR 97540 UPC Work ; (541) 361.1652 Fax Balances Due Ulu On acct U.00 Email: 9WILLOL OP ID: PB CERTIFICATE OF LIABILITY INSURANCE 0 051,131201YY) 05/13/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsements . PRODUCER Phone: 541-779-4232 NAME: T Hart Insurance PHONE FAX 1123 Royal Ave_ Fax: 541-772-3963 PHO No. Extl: A/C ko : _ Medford, OR 97504 E-MAIL - Hart Insurance I Medford ADDRESS: INSURER 5 AFFORDING COVERAGE NAIL # wsuRERA:Liberty Northwest Ins. Corp 41939 INSURED i lam Olsen Designs INSURER 0: 280 East Hersey St Unit 13 - - Ashland, OR 97520 INSURERC: INSURER D INSURER E : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR - LICYEFF POLICY EXP ---mul LTR TYPE OF INSURANCE POLICY NUMBER MMlDDIYYYY (MMADDIYYYYIi LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,00A X COMMERCIAL GENERAL LIABILITY X BKA55855232 0112412015 0112412016 E AENTLT PREMISES Fa occurrence 1,000,0U CLAIMS-MADE U OCCUR MED EXP (Any one person) S 15,00 ! PERSONAL &ADV INJURY__ S 1,000,00 --J GENERAL AGGREGATE 2,000,00 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMPIOP AGG S 2,000,00 POLICY PRO- LOC $ AUTOMOBILE LIABILITY COMBINED S LE LIMIT (Ea, accldaM $ _ _ _ ANY AUTO BODILY INJURY (Per person.) $ ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) $ HIRED AUTOS NON-OWNED PROPERTY DAMAGE AUTOS Per accident $ UMBRELLA LIAB OCCUR EACH OCCURRENCE S - EXCESS LAB CLAIMS-MADE AGGREGATE $ AED RETENTION $ $ WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS' LIABILITY YIN RY DAITS ANY PROPRIETOR/PARTNERIEXECUTIVF E.L. EACH ACCIOENT $ OFFICERIMEMBER EXCLUDED? ~ N / A (Mandatory In NH) E.L. DISEASE -EA EMPLOYEE' If yes, describe under i _ DESCRIPTION OF OPERATIONS below { E.L DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space Is required) Certificate Holder is an additional insured per form # CG8810 (4/13) CERTIFICATE HOLDER CANCELLATION ASHLPA1 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Ashland Parks and Recreation ACCORDANCE WITH THE POLICY PROVISIONS. 340 S Pioneer Street Ashland, OR 97520 AUTHORIZED ESENTATIVE Hart Insur n e~1 Me rd ©1988-2010 ACORD CO ORATION. All rights reserved. ACORD 25 (2010!05) The ACORD name and logo are registered marks of ACORD 79 COMMERCIAL GENERAL LIABILITY CG 88 10 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. COMMERCIAL GENERAL LIABILITY EXTENSION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART INDEX SUBJECT PAGE NON-OWNED AIRCRAFT 2 NON-OWNED WATERCRAFT 2 PROPERTY DAMAGE LIABILITY - ELEVATORS 2 EXTENDED DAMAGE TO PROPERTY RENTED TO YOU (Tenant's Property Damage) 2 MEDICAL PAYMENTS EXTENSION 3 EXTENSION OF SUPPLEMENTARY PAYMENTS - COVERAGES A AND B 3 ADDITIONAL INSUREDS -BY CONTRACT, AGREEMENT OR PERMIT 3 PRIMARY AND NON-CONTRIBUTORY- ADDITIONAL INSURED EXTENSION 5 ADDITIONAL INSUREDS -EXTENDED PROTECTION OF YOUR "LIMITS OF INSURANCE" 6 WHO IS AN INSURED - INCIDENTAL MEDICAL ERRORS/MALPRACTICE AND WHO IS AN INSURED - FELLOW EMPLOYEE EXTENSION - MANAGEMENT EMPLOYEES 6 NEWLY FORMED OR ADDITIONALLY ACQUIRED ENTITIES 7 FAILURE TO DISCLOSE HAZARDS AND PRIOR OCCURRENCES 7 KNOWLEDGE OF OCCURRENCE, OFFENSE, CLAIM OR SUIT 7 LIBERALIZATION CLAUSE 7 BODILY INJURY REDEFINED 7 EXTENDED PROPERTY DAMAGE 8 WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US - 8 WHEN REQUIRED IN A CONTRACT OR AGREEMENT WITH YOU © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 1 of 8 With respect to coverage afforded by this endorsement, the provisions of the policy apply unless modified by the endorsement. A. NON-OWNED AIRCRAFT Under Paragraph 2. Exclusions of Section I - Coverage A - Bodily Injury And Property Damage Liability, exclusion g. Aircraft, Auto Or Watercraft does not apply to an aircraft provided: 1. It is not owned by any insured; 2. It is hired, chartered or loaned with a trained paid crew; 3. The pilot in command holds a currently effective certificate, issued by the duly constituted authority of the United States of America or Canada, designating her or him a commercial or airline pilot; and 4. It is not being used to carry persons or property for a charge. However, the insurance afforded by this provision does not apply if there is available to the insured other R valid and collectible insurance, whether primary, excess (other than insurance written to apply specifically in excess of this policy), contingent or on any other basis, that would also apply to the loss covered under this provision. B. NON-OWNED WATERCRAFT Under Paragraph 2. Exclusions of Section I - Coverage A - Bodily Injury And Property Damage Liability, Subparagraph (2) of exclusion g. Aircraft, Auto Or Watercraft is replaced by the following: This exclusion does not apply to: (2) A watercraft you do not own that is: (a) Less than 52 feet long; and (b) Not being used to carry persons or property for a charge. C. PROPERTY DAMAGE LIABILITY -ELEVATORS 1. Under Paragraph 2. Exclusions of Section I - Coverage A - Bodily Injury And Property Damage Liabil- ity, Subparagraphs (3), (4) and (6) of exclusion j. Damage To Property do not apply if such "property damage" results from the use of elevators. For the purpose of this provision, elevators do not include vehicle lifts. Vehicle lifts are lifts or hoists used in automobile service or repair operations. 2. The following is added to Section IV - Commercial General Liability Conditions, Condition 4. Other Insurance, Paragraph b. Excess Insurance: The insurance afforded by this provision of this endorsement is excess over any property insurance, whether primary, excess, contingent or on any other basis. D. EXTENDED DAMAGE TO PROPERTY RENTED TO YOU (Tenant's Property Damage) If Damage To Premises Rented To You is not otherwise excluded from this Coverage Part: 1. Under Paragraph 2. Exclusions of Section I - Coverage A - Bodily Injury and Property Damage Liability: a. The fourth from the last paragraph of exclusion j. Damage To Property is replaced by the follow- ing: Paragraphs (1), (3) and (4) of this exclusion do not apply to "property damage" (other than damage by fire, lightning, explosion, smoke, or leakage from an automatic fire protection system) to: (i) Premises rented to you for a period of 7 or fewer consecutive days; or (ii) Contents that you rent or lease as part of a premises rental or lease agreement for a period of more than 7 days. Paragraphs (1), (3) and (4) of this exclusion do not apply to "property damage" to contents of premises rented to you for a period of 7 or fewer consecutive days. A separate limit of insurance applies to this coverage as described in Section III - Limits of Insurance. © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 2 of 8 b. The last paragraph of subsection 2. Exclusions is replaced by the following: Exclusions c. through n. do not apply to damage by fire, lightning, explosion, smoke or leakage from automatic fire protection systems to premises while rented to you or temporarily occupied by you with permission of the owner. A separate limit of insurance applies to Damage To Premises Rented To You as described in Section III - Limits Of Insurance. 2. Paragraph 6. under Section III - Limits Of Insurance is replaced by the following: 6. Subject to Paragraph 5. above, the Damage To Premises Rented To You Limit is the most we will pay under Coverage A for damages because of "property damage" to: a. Any one premise: (1) While rented to you; or (2) While rented to you or temporarily occupied by you with permission of the owner for damage by fire, lightning, explosion, smoke or leakage from automatic protection sys- tems; or b. Contents that you rent or lease as part of a premises rental or lease agreement. 3. As regards coverage provided by this provision D. EXTENDED DAMAGE TO PROPERTY RENTED TO YOU (Tenant's Property Damage) - Paragraph 9.a. of Definitions is replaced with the following: 9.a. A contract for a lease of premises. However, that portion of the contract for a lease of premises that indemnifies any person or organization for damage by fire, lightning, explosion, smoke, or leakage from automatic fire protection systems to premises while rented to you or temporarily occupied by you with the permission of the owner, or for damage to contents of such premises that are included in your premises rental or lease agreement, is not an "insured contract". E. MEDICAL PAYMENTS EXTENSION If Coverage C Medical Payments is not otherwise excluded, the Medical Payments provided by this policy are amended as follows: Under Paragraph 1. Insuring Agreement of Section I - Coverage C - Medical Payments, Subparagraph (b) of Paragraph a. is replaced by the following: (b) The expenses are incurred and reported within three years of the date of the accident; and F. EXTENSION OF SUPPLEMENTARY PAYMENTS -COVERAGES A AND B 1. Under Supplementary Payments - Coverages A and B, Paragraph 1.b. is replaced by the following: b. Up to $3,000 for cost of bail bonds required because of accidents or traffic law violations arising out of the use of any vehicle to which the Bodily Injury Liability Coverage applies. We do not have to furnish these bonds. 2. Paragraph 1.d. is replaced by the following: d. All reasonable expenses incurred by the insured at our request to assist us in the investigation or defense of the claim or "suit", including actual loss of earnings up to $500 a day because of time off from work. G. ADDITIONAL INSUREDS -BY CONTRACT, AGREEMENT OR PERMIT 1. Paragraph 2. under Section 11 - Who Is An Insured is amended to include as an insured any person or organization whom you have agreed to add as an additional insured in a written contract, written agreement or permit. Such person or organization is an additional insured but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused in whole or in part by: a. Your acts or omissions, or the acts or omissions of those acting on your behalf, in the performance of your on going operations for the additional insured that are the subject of the written contract or written agreement provided that the "bodily injury" or "property damage" occurs, or the "per- sonal and advertising injury" is committed, subsequent to the signing of such written contract or written agreement; or © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 3 of 8 b. Premises or facilities rented by you or used by you; or c. The maintenance, operation or use by you of equipment rented or leased to you by such person or organization; or d. Operations performed by you or on your behalf for which the state or political subdivision has issued a permit subject to the following additional provisions: (1) This insurance does not apply to "bodily injury", "property damage", or "personal and ad- vertising injury" arising out of the operations performed for the state or political subdivision; (2) This insurance does not apply to "bodily injury" or "property damage" included within the "completed operations hazard". (3) Insurance applies to premises you own, rent, or control but only with respect to the following hazards: (a) The existence, maintenance, repair, construction, erection, or removal of advertising R signs, awnings, canopies, cellar entrances, coal holes, driveways, manholes, marquees, hoist away openings, sidewalk vaults, street banners, or decorations and similar expo- sures; or (b) The construction, erection, or removal of elevators; or (c) The ownership, maintenance, or use of any elevators covered by this insurance. However: 1. The insurance afforded to such additional insured only applies to the extent permitted by law; and 2. If coverage provided to the additional insured is required by a contract or agreement, the insur- ance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. With respect to Paragraph 1.a. above, a person's or organization's status as an additional insured under this endorsement ends when: (1) All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or (2) That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. With respect to Paragraph 1.b. above, a person's or organization's status as an additional insured under this endorsement ends when their written contract or written agreement with you for such premises or facilities ends. With respects to Paragraph 1.c. above, this insurance does not apply to any "occurrence" which takes place after the equipment rental or lease agreement has expired or you have returned such equipment to the lessor. The insurance provided by this endorsement applies only if the written contract or written agreement is signed prior to the "bodily injury" or "property damage". We have no duty to defend an additional insured under this endorsement until we receive written notice of a "suit" by the additional insured as required in Paragraph b. of Condition 2. Duties In the Event Of Occurrence, Offense, Claim Or Suit under Section IV - Commercial General Liability Condi- tions. © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 4 of 8 2. With respect to the insurance provided by this endorsement, the following are added to Paragraph 2. Exclusions under Section I - Coverage A - Bodily Injury And Property Damage Liability: This insurance does not apply to: a. "Bodily injury" or "property damage" arising from the sole negligence of the additional insured. b. "Bodily injury" or "property damage" that occurs prior to you commencing operations at the location where such "bodily injury" or "property damage" occurs. c. "Bodily injury", "property damage" or "personal and advertising injury" arising out of the render- ing of, or the failure to render, any professional architectural, engineering or surveying services, including: (1) The preparing, approving, or failing to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings and specifications; or (2) Supervisory, inspection, architectural or engineering activities. This exclusion applies even if the claims against any insured allege negligence or other wrongdoing in the supervision, hiring, employment, training or monitoring of others by that insured, if the "occur- rence" which caused the "bodily injury" or "property damage", or the offense which caused the "personal and advertising injury", involved the rendering of, or the failure to render, any professional architectural, engineering or surveying services. d. "Bodily injury" or "property damage" occurring after: (1) All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or (2) That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. e. Any person or organization specifically designated as an additional insured for ongoing operations by a separate ADDITIONAL INSURED -OWNERS, LESSEES OR CONTRACTORS endorsement is- sued by us and made a part of this policy. 3. With respect to the insurance afforded to these additional insureds, the following is added to Section III - Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: a. Required by the contract or agreement; or b. Available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not increase the applicable Limits of Insurance shown in the Declaratio ns. H. PRIMARY AND NON-CONTRIBUTORY ADDITIONAL INSURED EXTENSION This provision applies to any person or organization who qualifies as an additional insured under any form or endorsement under this policy. Condition 4. Other Insurance of SECTION IV - COMMERCIAL GENERAL LIABILITY CONDITIONS is amend- ed as follows: a. The following is added to Paragraph a. Primary Insurance: If an additional insured's policy has an Other Insurance provision making its policy excess, and you have agreed in a written contract or written agreement to provide the additional insured coverage on a primary and noncontributory basis, this policy shall be primary and we will not seek contribution from the additional insured's policy for damages we cover. © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 5 of 8 b. The following is added to Paragraph b. Excess Insurance: When a written contract or written agreement, other than a premises lease, facilities rental contract or agreement, an equipment rental or lease contract or agreement, or permit issued by a state or political subdivision between you and an additional insured does not require this insurance to be primary or primary and non-contributory, this insurance is excess over any other insurance for which the addi- tional insured is designated as a Named Insured. Regardless of the written agreement between you and an additional insured, this insurance is excess over any other insurance whether primary, excess, contingent or on any other basis for which the additional insured has been added as an additional insured on other policies. 1. ADDITIONAL INSUREDS -EXTENDED PROTECTION OF YOUR "LIMITS OF INSURANCE" This provision applies to any person or organization who qualifies as an additional insured under any form or endorsement under this policy. 1. The following is added to Condition 2. Duties In The Event Of Occurrence, Offense, Claim or Suit: An additional insured under this endorsement will as soon as practicable: a. Give written notice of an "occurrence" or an offense that may result in a claim or "suit" under this insurance to us; b. Tender the defense and indemnity of any claim or "suit" to all insurers whom also have insurance available to the additional insured; and c. Agree to make available any other insurance which the additional insured has for a loss we cover under this Coverage Part. d. We have no duty to defend or indemnify an additional insured under this endorsement until we receive written notice of a "suit" by the additional insured. 2. The limits of insurance applicable to the additional insured are those specified in a written contract or written agreement or the limits of insurance as stated in the Declarations of this policy and defined in Section III - Limits of Insurance of this policy, whichever are less. These limits are inclusive of and not in addition to the limits of insurance available under this policy. J. WHO IS AN INSURED - INCIDENTAL MEDICAL ERRORS / MALPRACTICE WHO IS AN INSURED - FELLOW EMPLOYEE EXTENSION - MANAGEMENT EMPLOYEES Paragraph 2.a.(1) of Section 11 - Who Is An Insured is replaced with the following: (1) "Bodily injury" or "personal and advertising injury": (a) To you, to your partners or members (if you are a partnership or joint venture), to your members (if you are a limited liability company), to a co-"employee" while in the course of his or her employ- ment or performing duties related to the conduct of your business, or to your other "volunteer workers" while performing duties related to the conduct of your business; (b) To the spouse, child, parent, brother or sister of that co-"employee" or "volunteer worker" as a consequence of Paragraph (1) (a) above; (c) For which there is any obligation to share damages with or repay someone else who must pay damages because of the injury described in Paragraphs (1) (a) or (b) above; or (d) Arising out of his or her providing or failing to provide professional health care services. However, if you are not in the business of providing professional health care services or providing profes- sional health care personnel to others, or if coverage for providing professional health care ser- vices is not otherwise excluded by separate endorsement, this provision (Paragraph (d)) does not apply. Paragraphs (a) and (b) above do not apply to "bodily injury" or "personal and advertising injury" caused by an "employee" who is acting in a supervisory capacity for you. Supervisory capacity as used herein means the "employee's" job responsibilities assigned by you, includes the direct supervision of other "employ- ees" of yours. However, none of these "employees" are insureds for "bodily injury" or "personal and © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 6 of 8 advertising injury" arising out of their willful conduct, which is defined as the purposeful or willful intent to cause "bodily injury" or "personal and advertising injury", or caused in whole or in part by their intoxica- tion by liquor or controlled substances. The coverage provided by provision J. is excess over any other valid and collectable insurance available to your "employee". K. NEWLY FORMED OR ADDITIONALLY ACQUIRED ENTITIES Paragraph 3. of Section 11 - Who Is An Insured is replaced by the following: 3. Any organization you newly acquire or form and over which you maintain ownership or majority interest, will qualify as a Named Insured if there is no other similar insurance available to that organization. However: a. Coverage under this provision is afforded only until the expiration of the policy period in which the entity was acquired or formed by you; b. Coverage A does not apply to "bodily injury" or "property damage" that occurred before you acquired or formed the organization; and .c. Coverage B does not apply to "personal and advertising injury" arising out of an offense committed before you acquired or formed the organization. d. Records and descriptions of operations must be maintained by the first Named Insured. No person or organization is an insured with respect to the conduct of any current or past partnership, joint venture or limited liability company that is not shown as a Named Insured in the Declarations or qualifies as an insured under this provision. L. FAILURE TO DISCLOSE HAZARDS AND PRIOR OCCURRENCES Under Section IV - Commercial General Liability Conditions, the following is added to Condition 6. Repre- sentations: Your failure to disclose all hazards or prior "occurrences" existing as of the inception date of the policy shall not prejudice the coverage afforded by this policy provided such failure to disclose all hazards or prior "occurrences" is not intentional. M. KNOWLEDGE OF OCCURRENCE, OFFENSE, CLAIM OR SUIT Under Section IV - Commercial General Liability Conditions, the following is added to Condition 2. Duties In The Event of Occurrence, Offense, Claim Or Suit: Knowledge of an "occurrence", offense, claim or "suit" by an agent, servant or "employee" of any insured shall not in itself constitute knowledge of the insured unless an insured listed under Paragraph 1. of Section II - Who Is An Insured or a person who has been designated by them to receive reports of "occurrences", offenses, claims or "suits" shall have received such notice from the agent, servant or "employee". N. LIBERALIZATION CLAUSE If we revise this Commercial General Liability Extension Endorsement to provide more coverage without additional premium charge, your policy will automatically provide the coverage as of the day the revision is effective in your state. 0. BODILY INJURY REDEFINED Under Section V - Definitions, Definition 3. is replaced by the following: 3. "Bodily Injury" means physical injury, sickness or disease sustained by a person. This includes mental anguish, mental injury, shock, fright or death that results from such physical injury, sick- ness or disease. © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 7 of 8 P. EXTENDED PROPERTY DAMAGE Exclusion a. of COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY is replaced by the following: a. Expected Or Intended Injury "Bodily injury" or "property damage" expected or intended from the standpoint of the insured. This exclusion does not apply to "bodily injury" or "property damage" resulting from the use of reasonable force to protect persons or property. Q. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US - WHEN REQUIRED IN A CONTRACT OR AGREEMENT WITH YOU Under Section IV - Commercial General Liability Conditions, the following is added to Condition 8. Trans- fer Of Rights Of Recovery Against Others To Us: We waive any right of recovery we may have against a person or organization because of payments we make for injury or damage arising out of your ongoing operations or "your work" done under a contract with that person or organization and included in the "products-completed operations hazard" provided: 1. You and that person or organization have agreed in writing in a contract or agreement that you waive such rights against that person or organization; and 2. The injury or damage occurs subsequent to the execution of the written contract or written agree- ment. © 2013 Liberty Mutual Insurance CG 88 10 04 13 Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 8 of 8 GEICO GEICO CASUALTY COMPANY Washington DC VERIFICATION OF COVERAGE (SEE BELOW UNDER CAUTIONARY NOTE) INSURED Policy Number: 4248055131 Effective Date: 04-27-15 WILLIAM MARTIN OLSEN Expiration Date: 10-27-15 108 E HERSEY ST Registered State: OREGON UNIT 5 ASHLAND. OR 97520-1363 To whom it may concern: This letter is to verify that we have issued the policyholder coverage under the above policy number for the dates indicated in the effec- tive and expiration datc fields for the vehicle listed. This should serve as proof that the below mentioned vehicle meets or exceeds the financial responsibility requirement for your state. This verification of coverage does not amend, extend or alter the coverage afforded by this policy. Vehicle Year: 2015 Make: M BENZ Model: SPRINTER VIN: W D 4 P E 7 D C 0 F 5 9 4 6 4 19 COVERAGES LIMITS DEDUCTIBLES BODILY INJURY LIABILITY $25,000/$50,000 PROPERTY DAMAGE LIABILITY $20,000 COMPREHENSIVE $500 DED COLLISION $500 DED _X_ Lienholder _Y_ Additional Insured Interested Party CITY ASHLAND CITY OF ASHLAND ASHLAND, OR 97520-0000 Additional Information: TSSUed 0512012019 If you have any additional questions, please call 1-800-841-3000. CAUTIONARYNOTE: THE CURRENT COVERAGES, LDUTS, AND DEDUCTIBLES MAYDIFFER FROM THE COVERAGES, LE ZITS, AND DEDUCTIBLES INEFFECT AT OTHER TIMES DURING THE POLICYPERIOD. THIS VERIFICATION OF COVERAGE REFLECTS THE COVERAGES, LIMITS AND DEDUCTIBLES AS OF THE ISSUED DATE OF THIS DOCUMENT WHICH IS SHOWN UNDER "ADDITIONAL INFORMATION" OR IFAN ISSUED DATE IS NOT SHOWN, THE DATE OF THIS FACSIMILE. U-33 10-07 GEICO Oregon Insurance Identification Card Important Information gei co. com 1-800-841-3000 Here are your Policy Identification Cards. Please destroy your GEICO CASUALTY COMPANY old cards when the new cards become effective. PO Box 509090 SAN DTE%O, CA 92150-9090 Policy Number Effective Date", Expiration Date Due to space limitations on the ID card, only the Named Insured and 4248D55131 04-27-15 10-27-15 the Co-insured are listed. Fora full list of drivers covered under this Year Make Model Vehicle ID No. policy, please reference the Drivers section of your Declarations 2015 M BENZ SPRINTER wD4PE7DCOF5946419 Page, which is included with your insurance packet. Insured: WILLIAM MARTIN OLSEN Please notify us promptly of any change in your address to be sure you receive all important policy documents. Prompt notification will This policy provides coverage as prescribed by law. enable us to Service you better. Your policy is recorded under the name and policy number shown on the card. If you would like additional ID cards, you can go online to gelco.com or call us at 1-800-841-3000. What to do at the time of an accident. • Do not admitfault. • Do not reveal the limits of your liability coverage to anyone. • Exchange contact information; get year, make, model, plate number, insurance carrier and policy number of all involved. Also, identify witnesses and collect contact information. • Contact the police or 911 if applicable. • Contact GEICO by calling 1-800-841-3000 or visit gelco.com to report the accident. Ud-O R (1 z-o9) City of Ashland, Oregon / City Council City. Council - Minutes View Agenda, Tuesday, July 21, 2015 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 John(a)Council.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 to hide and a person could unintentionally interfere with their ability to flee. Selene Aitken/446 Heiman 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 1.1. 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 #10, 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 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 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. 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 & #3: 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. 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 #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," 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 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 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 Rose nthal/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. 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 PRINT CLOSE Page 1 / 1 ASHLAND PARK COMMISSION 20 E MAIN ST. DATE FPO NUMBER ASHLAND, OR 97520 8/13/2015 00479 (541) 488-5300 VENDOR: 004041 SHIP TO: WILLIAM OLSEN DESIGNS 280 E HERSEY #13 ASHLAND, OR 97520 FOB Point: Ashland, Oreqon Req. No.: Terms: net Dept.: Req. Del. Date: Contact: Bruce Dickens Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Japanese Garden Torii entrance gateway 9,000.00 to Lithia Park - Specialized woodworkinq and joinery Contract for Goods and Services Beqinninq date: 08/15/2015 Completion date: 08/31/2015 SUBTOTAL 9,000.00 BILL TO: TAX 0.00 FREIGHT 0.00 TOTAL 9,000.00 Account Number Project Number Amount Account Number Project Number Amount E 211.12.02.06.60211 E 000066.999 9,000.00 AuthorizedJSignatur l VENDOR COPY FORM #3 CITY OF ,sGov,a Purchase Order ASHLAND REQUISITION Date of request: 7/29/15 Required date for delivery: 8/31/15 Vendor Name William Olsen of William Olsen Designs Address, City, State, Zip 280 E. Hersey Street #13, Ashland, OR 97520 1541-326-1652 / willolsendesigns@aol.com Contact Name & Telephone Number Fax Number SOURCING METHOD ❑ Exempt from Competitive Biddina ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5.000 to $100.000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ® Special Procurement Intergovernmental Agreement $5,000 to $75,000 ® Form #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ® Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: July 21, 2015 (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: August 31, 2015 Description of SERVICES Total Cost Japanese Garden Torii entrance gateway in Lithia Park: specialized woodworking and joinery 9,000.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost rJ ram` TOTAL COST ® Per attached quotelproposal $ 9,000.00 30011 r q Project Number _ _000066_ - Account Number- 211- 12 - 02 -_06- - 602118 Account Number Account Number *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support -Yes / No By signing this requisition form, I certify that the City's public contracting requirements have been satisfied. Employee: . )0,i ti , ,6'~'~=, Department Head: ' (Equal to or greater than $5,000) Department Manager/Supervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year .,YES;/ NO Finance Director- (Equal to or greater than $5,000) Date Comments: Form #3 - Requisition