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HomeMy WebLinkAbout2016-0229 Study Session PACKET CITY OF -ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, February 29, 2016 Siskiyou Room, 51 Winburn Way 5: 30 p.m. Study Session 1. Public Input (15 minutes maximum) 2. Look Ahead review 3. Continued discussion of street maintenance and funding needs 4. Discussion of Citizen Planning Advisory Committee Immediately following the Study Session, the City Council will hold an Executive Session for labor negotiation, real property transaction, and legal counsel pursuant to ORS 192.660(2)(d),(e) and (h). In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735- 2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.902-35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, 2014, CHARTER CABLE WILL BROADCAST MEETINGS ON CHANNEL 180 OR 181. VISIT THE CITY Or ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE***** Departments Responsible 3114 Stud Session in Siski ou Room 3114 1 Report on potential amendments to Ashland's Fair Housing ordinance CD SS Bill 3/15 Regular Council Meeting 3/15 2 Annual presentation b the Tree Commission Bill CD PRES 3 Annual report to Council on crime in Ashland and use of force by the Police PRES Ashland Police Department (Tighe) 4 Award of Water Master Plan Mike PW CONS 5 Railroad property agreement Dave L. Legal NEW 6 Recolo Solid waste CPI rate adjustment Adam Admin RES 7 Resolution referring the marijuana tax to the ballot Dave K/Dave L Admin Legal RES s Possible resolution to establish parking fees (Lee) Finance RES 4/4 Stud Session in Siski ou Room 4/4 Cancel SS due to lack of agenda items? 4/5 Regular Council Meeting 4/5 9 Downtown parking & traffic circulation stud update Mike F. PW SS 10 Review of winter shelter program Dave K. Admin SS 11 Approval of water cost of service Mike F.) PW NEW 4118 Stud Session in Siski ou Room 4/18 12 Report on potential dedicated funding sources for the Housing Trust CD SS Fund Bill 13 Discussion regarding expansion of Wildfire Lands Overlay and adoption CD Fire SS of development standards Bill/ John 4/19 Regular Council Meeting 4/19 14 Annual presentation b the Historic Commission Bill CD PRES 15 Award of contract for worker's compensation Tina/Lee Admin Finance CONS 16 Public hearing for CDBG awards Bill CD PH 17 Annual appointments to boards, commissions and committees Recorder NEW Barbara 18 Ordinance banning smoking in downtown core Dave L. Legal ORD-1 ORD-2 4/27 Budget Sub-Committee Meeting 6:00 .m. 4/27 19 Grants Subcommittee Meeting 5/2 Stud Session in Siski ou Room 5/2 20 Presentation of Ashland Forestry Plan John Fire SS 21 Discussion of Fire staffing levels John Fire SS 5/3 Regular Council Meeting 5/3 22 RVCOG annual presentation b Michael Cavalaro Dave Admin PRES 23 Resolution update to misc. fees and charges Lee Finance CONS 24 Electric Cost of Service stud Mark Electric NEW 25 Resolution re: annual rate increases Lee Finance RES 26 Ordinance banning smoking in downtown core Dave L. Le al ORD-2 27 Public hearing and first reading of an ordinance expanding the Wildfire CD PH_ ORD-2 Lands overlay and adoption of development standards Bill ORD1 Page 1 of 2 2/25/2016 City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE***** Departments Responsible 5/5 =get Sub-Committee Meeting 6:00 .m. 5/5 28 Grants subcommittee meeting 5/12 Budget Committee Meeting 6:00 .m. 5/12 5116 Stud Session in Siski ou Room 5/16 29 Discussion of potential solutions to deer problems (request of Councilor Admin Seffin er ss 30 Discussion of the future of the Electric Utility (request of Mayor Admin Stromber ss 5/17 Regular Council Meeting 5/17 31 Annual presentation b the Wildfire Mitigation Commission John Fire PREs 32 Adoption of Ashland Forestry Plan John Fire NEW 33 Ordinance expanding the Wildfire Lands overlay and adoption of CD development standards (Bill) ORD-2 6/6 Stud Session in Siski ou Room sis 6/7 Regular Council Meeting 6/7 Commission Presentation Dates - 2016 February 16 - Transportation Commission March 15 - Tree Commission April 19 - Historic Commission May 17 - Wildfire Mitigation Commission June 7 - Band Board Jul 19 - Forest Lands Commission August 16 - Conservation Commission September 20 - Airport Commission October 18 - Public Arts Commission November 15 - Housing and Human Services Commission December 6 - Planning Commission Discussion of Class & Com ensation stud (request of Councilor Voisin Discussion of raising the temperature threshold for declaration of extreme weather emer enc shelter (request of Councilor Voisin Page 2 of 2 2/25/2016 CITY OF -ASHLAND Council Communication February 29, 2016, Study Session Continued Discussion of Street Maintenance and Funding Needs FROM: Michael R. Faught, Public Works Director, Public Works Department, fauchtm!a:ashland.or.us Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY The Public Works Department has identified $16.5 million worth of street (pavement and/or reconstruction), railroad crossing, sidewalk and other preventive maintenance projects necessary to bring all arterial, collector and neighborhood collector streets up to an acceptable citywide pavement condition over the next five years. Without these projects, more of the City street system is at risk of requiring much more expensive repairs over time. In order to fund this program, new revenues must be identified. City staff proposes a combination of tactics, including a reallocation of food and beverage tax revenue and gradual increases in the city's transportation utility fee. BACKGROUND AND POLICY IMPLICATIONS: At its April 20, 2015, Council Study Session, staff provided the Council with an update on the current conditions of streets in Ashland (Council Communication). Securing funding to meet the needs for Ashland's transportation capital improvement projects and street maintenance programs, while imperative to maintain the transportation system. is a difficult task. Hansford Economic Consulting was hired to complete a financial review of Ashland's transportation program and to subsequently provide street funding recommendations for the Council to consider. As reported to the Council in April, the city hired Pavement Services, Inc. (PCI), to evaluate all of Ashland's arterial collector and neighborhood collector streets and to prepare street treatment recommendations. Staff believes that implementing the PCI recommendations will bring the citywide pavements conditions up to a level at which future maintenance expenditures will be both more effective and cost effective. The Hansford study, now substantially complete, identifies the need to generate an increase in revenues to meet projected annual debt service payments for $16.5 million in borrowing for projects identified in the PCI report and for projects identified in the adopted 5-year Transportation Capital Improvement Project (CIP) list. New debt service estimates are as follows: 2015 Actual 2016 2017 2018 2019 2020 2021 $125,154 $275,954 $542,754 $1,257,504 $1,256,204 $1,254,904 $1,779,554 Staff believes that generating sufficient funds to complete the street projects as proposed will likely require a couple of funding sources, as relying solely on increases in the City's transportation utility Page 1 of 4 !..A CITY OF -AsLNE) fee is likely to be too burdensome for local ratepayers. Therefore staff proposes a reallocation of food & beverage tax distributions, with a portion of that tax dedicated to street maintenance needs. Food and beverage tax is currently appropriated by ordinance exclusively for two purposes: wastewater treatment debt service (80%) and Parks Department open space acquisition and development of those newly acquired properties (20%). However, actual and projected F&B tax collections outstrip the amount actually required for wastewater debt service. Therefore, the city can safely reallocate the funds currently dedicated for that purpose to other purposes. The following chart, produced by the Finance Department, demonstrates the projected growth in the fund and the actual debt service need. F&R Revenue Compared to Annual Debt Payment $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 2008 2009 2010 20112012 2013 2014 2015 2016 2017 2018 2019 2020 20212022 Annual Debt Service -Annual Tax Proceeds In addition to the chart above, Ray Bartlett, Economic Financial Analysis, reviewed potential impacts to reallocating a portion of F&B tax revenue to the 2012 Wastewater Fund Financial Plan. Mr. Bartlett concluded that the City could safely reallocate at least $500,000 of F&B tax revenue to the Street Fund without impacting Wastewater Fund requirements. Note that $500,000 will not cover 100% of the cost of debt service in the outer years, so it is likely staff will recommend gradual increases to the Transportation Utility Fee in order to make up the difference. Staff seeks Council direction to proceed with the development of a plan (including a new Page 2 ot'4 11Tr CITY OF -ASH LAN D F&B tax distribution ordinance) to raise the money necessary to fund the proposed street maintenance program and to bring it back to Council for approval. History Previous Council actions on street maintenance needs can be found in the October 1, 2007 Council Communication (October 1. 2007 Minutes) which outlines the findings of the City's Transportation Financing Task Force and the February 17, 2009, Council Communication (February 17. 2009 minutes . Ashland Transportation Maintenance Needs Previously, staff hired Pavement Services Inc. to evaluate all of Ashland's arterial, collector, and neighborhood collector streets. They analyzed core samples and performed street deflections (measuring the amount of pavement movement based on truck loading) on all of the major streets in town. PCI's findings (see Asset Management Data map, attached) recommend completing all pavement treatments for arterial, collector and neighborhood collector streets within the next five years at an estimated cost of $10.5 million. Not included in the financial report is an additional $19.7 million for residential overlays and $500,000 for residential slurry seals. Pavement lie cycles Street life cycles are not unlike the life cycle of a roof on a house. Like your home, a street has a design life of 20 years and if the street is not maintained during those twenty years and water is allowed to penetrate the surface, structural failures begin to develop. In contrast to a roof, structural deterioration of a street is significantly more expensive to repair than it is for a home. Typically a new street looks relatively new through the first 15 years of life; however, in the last five years an unmaintained street will begin to deteriorate very quickly. If a street does not receive some kind of maintenance treatment (crack seal, base repair, slurry seal or overlay) then it will likely fall into a reconstruct category. Overlays cost about $285,000 per mile (based on a 28 foot residential paved section) as compared to streets that have a reconstruction cost of about $1.4 million per mile. Age of Asphalt 4- Slurry Seals Overlay ► Overlay 4--* Overlay 100~~- ~l~1_ PCI 0 5 10 15 20 25 30 35 40 45 50 55 60 65 70 Age of Asphalt STAFF RECOMMENDATION AND REQUESTED ACTION: Staff seeks Council direction to prepare an ordinance to reallocate Food & Beverage Tax collections in order to fund street maintenance and to return to the Council with a financing plan for the proposed five-year street maintenance program. Page 3 ol'4 ~r CITY OF -S H LAN D SUGGESTED MOTION: N/A ATTACHMENTS: April 20, 2015 Study Session minutes Asset Management Data rnap Page 4 of 4 MIS-11 City of Ashland, Oregon - Agendas And Minutes Page 1 of 3 City of Ashland. ©recgon / City Council City Councill - Minutes View Agenda Monday, April 20, 2015 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, April 20, 2015 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:30 p.m. in the Siskiyou Room. Councilor Morris, Marsh, Rosenthal, Voisin, Seffinger, and Lemhouse were present. 1. Public Input (15 minutes maximum) Huelz Gutcheon/2253 Highway 99/Spoke on the transportation safety index. He divided transportation into five sections, transportation, recreation, and exercise, socialize, and spiritualize, and described the first four. Traveling in Ashland without a safety container presented 1.3 million likelihood of incurring body mutilation of some degree compared to a safety container person traveling at 25 miles per hour. However, fossil fuel carbons were killing the planet. This presented the fifth category of spiritual transportation also known as "do no harm." People could drive electric cars instead, learn about climate repair, attain jobs that repair the climate, and have a life. This was not an easy task. 2. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. 3. Pavement management strategy Public Works Director Mike Faught explained funding for street maintenance was a problem nationwide. A 2007 Council Communication indicated the City was $2,000,000 short regarding street funds annually. In 2009, staff recommended a pavement management strategy that focused on slurry seals and overlays versus expensive reconstructs. Pavement life cycle was 20 years. If no maintenance occurred, the street would require a reconstruct year 25. An overlay every 15 years extended road life and kept costs down. Slurry seal was a treatment that substantially extended residential roads if done every 25 years. Crack sealing and base repair prevented water from getting into the sub grade. Slurry seal provided a new riding surface and added time to the life of residential roads. The Street Department did not have sufficient staff and needed four temporary employees for six months to prepare roads for slurry seal. The cost per mile for slurry seal was $28,000, or $3 per square yard. Slurry seal did not provide structure. Overlays brought structure and extended road life. Staff usually relied on visual to determine the pavement condition index (PCI). This year they hired a company to measure movement and take core samples on arterials and collectors. Utility Technician Steve Burkhalter passed around core samples and explained the http://www.asilland.or.us/Agendas.asp?Display=Minutes&AMID=5953&Print=True 2/24/2016 City of Ashland, Oregon - Agendas And Minutes Page 2 of 3 damage incurred from water seeping through asphalt cracks. Cost to maintain the system with overlays every 15 years was $128,000,000. Reconstructing was $285,000,000 and entailed tearing the streets down to the base and fixing possible structural issues. The goal was rebuild on the value of the PCI. Mr. Faught had not received many complaints on the utility cuts and repairs. The slurry seal should not create settling. Staff prioritized overlays first to effectively use available funds. They would look at other funding options for roads on the reconstruct list. Staff would bring funding strategies to Council in October. Siskiyou Boulevard and Ashland Street were eligible to receive possible grant money and subsequently not on the list. The City currently had a street user fee methodology not based on trip generation. Hansford Economic Consulting recommended implementing trip generation rates using customer classes indentified in the Institute of Transportation Engineers (ITE) Manual. Staff confirmed the City did not maintain unpaved roads. Paving gravel roads required neighbors forming a Local Improvement District (LID). Mr. Faught would research and bring back information regarding a Council suggestion for a fee structure based on geography that charged people who lived further away from the downtown core a higher rate. The Public Works Department updated their budget to include the four temporary employees and increased the slurry seal fund from $100,000 to $200,000. 4. Downtown parking and multi-modal transportation ad-hoc committee update Public Works Director Mike Faught explained that staff had hired a new parking consultant, Rick Williams, to complete the plan and help the Downtown Parking and Multi-Modal Transportation ad-hoc Committee with the final stages. The Street Fund would pay the $35,000 to cover consultant costs. It would cost $32,000 for architectural renderings of the downtown study area. The Committee proposed going from three lanes to two lanes on East Main Street, adding a bike lane and truck loading zones. The proposal included a state recommendation to remove the traffic light at Helman Street. It would also eliminate 21 parking spaces including those in front of Brothers Restaurant. The plan placed new traffic lights at Oak Street and Main Street as well as Oak Street and Lithia Way for pedestrian traffic. The signals would synchronize with other lights on each street. The proposal would establish truck-loading zones, one per block on both sides of the road until 4:00 p.m. when the area became parking. This would increase sidewalk area up to three feet in certain areas. Trucks could also use side streets as loading zones if needed. The Public Works Department hired Traffic Engineer Kim Parducci to review downtown transportation. The Committee struggled with additional parking structures versus distribution. Mr. Williams would help resolve those issues. Next steps included the Oregon Department of Transportation (ODOT) State Transportation Program http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=5953&Print=True 2/24/2016 City of Ashland, Oregon - Agendas And Minutes Page 3 of') (STP) process. The City hired Al Densmore of John Watt Associates to assist with funding and lobbying that would cost $2,500 a month. Meeting adjourned at 6:40 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder PRINT CLOSE http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=5953&Print=True 2/24/2016 r 44,E f~. ~ ,f ct' _ ! b ~ ~ ~.+y,, 'rya ~ r~, ,4 .,.w_ : H'ra!3a k Irt'wn;}>1,~ x" rt.~x~,' r3rhC€x1~5~ ,",f„ kc.l~r Il ^t Y h ~ ? n rY ram ~ # ~ ~ x il... tits ~ w M ~ ~.a.#u~ ~ t~s.. { . , r ~ 4 a ~ , w e' y . r w y~,i r. ~F~~ ~ p~~- it ~cslrt •~rr #?y, ldra~z,rde , - ~u~~I k,A ~ c~ 5, 'w Fq ! Fait.: iry a,, I~i3~ Wlfi ~ i a,~s.u.~f ; ; 4 ~Y d, ~ - _ r ~ iF _ _ , z~ ~tK r,~r _ ~ q~~!~ y .Naaff~~ o - , ~ 'rr - ' - r - - r x 're ~fi~lE. 1~ " =.r.;~f~~r _ ~ : h r- ti "mr ~ r ~ , ~ g - , A, s~~ ~ n - ' . , ~ _ Bayy gwar, ~4 S'~•,. wa„ ~ ~ ~ ~6 ,k " Se menu '~a a e f r . ~ Recommendations f ~ 3 ~ RR91 ti ~ ~ x ~ _ w ? e . r f~ ~ 4 rnfana ~ - _ ~~f~~~ y 0 Mill 1.0" Overla 2. 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BACKGROUND AND POLICY IMPLICATIONS: Councilor Voisin has prepared a proposed revision to AMC 2.27, Citizen Involvement in Planning, to reactivate the Citizen Planning Advisory Committee fora trial period of two years. Councilor Voisin's proposed amendments to AMC 2.27 are attached. History of the CPAC (staff research) State law (Senate Bill 100, adopted in 1973 and now codified in ORS 197) requires every city in Oregon to have a citizen involvement program for preparing, adopting and amending comprehensive plans and land use regulations. The law requires that the program include a citizen advisory committee or committees "broadly representative of geographic areas and interests." In response to this legal requirement, Ashland created four ad hoc committees to help draft its first comprehensive plan. After the first draft was finished, the City created a 16-member Citizen Planning Advisory Committee to foster city-wide involvement in the development of the plan (adopted in 1982) and later to foster involvement in an update of the plan, which was completed in 1992. In 1991, recognizing that its main function in helping to update the comprehensive plan was completed, and further recognizing that its secondary function of providing input to the Planning Commission on land- use and planning issues had been supplanted by the many standing and ad hoc committees the City had created for that purpose, the CPAC approached the City Council with a recommendation to reconfigure and redirect the committee. The Council took up this recommendation in 1992 and adopted Resolution 92-25 (attached). However, former Planning Director John Fregonese left the City's employ at about that time and according to former City Administrator Brian Almquist, the matter simply fell through the cracks. The City's records with regard to CPAC end at this point. The CPAC stopped meeting and the Mayor stopped appointing new members. Basically, the City let the CPAC die. However, the City never repealed AMC 2.27; the code provision that provides for the powers and duties of the CPAC. In 2003, the City Council adopted a Council goal to "Adopt a process to meet LCDC Goal 1 participation goal requirement." The Planning Commission discussed the goal in a September, 2003 study session and recommended that the duties of the CPAC be assigned to the Planning Commission. Former Page 1 of 2 ~r CITY OF ASHLAND Community Development Director John McLaughlin drafted a memo (attached) that laid out a plan for addressing this Council goal. However, as with his predecessor, McLaughlin left the City's employ before anything was done with this and again, the matter simply fell through the cracks. Oregon Land Use Planning Goal 1, Citizen Involvement, requires that local governments have a Committee for Citizen Involvement (CCI) that is charged with enhancing citizen involvement in land use planning and evaluating the process being used for citizen involvement. A local governing body may assume that responsibility itself. Many communities designate the local planning commission as the CCI, an action specifically permitted by Goal 1. COUNCIL GOALS SUPPORTED: 2. Prornote effecti>>e citizen commrmication and engagement FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Regardless of how the Council chooses to move on this matter, staff recommends either repealing or amending AMC 2.27 and clarifying which body serves as the City's Committee for Citizen Involvement. In addition, the City needs to update the comprehensive plan to clarify how it is meeting Goal 1. SUGGESTED MOTION: N/A. This item is scheduled for discussion and direction to staff only. ATTACHMENTS: Memo from Councilor Voisin dated February 29, 2016 AMC 2.27 Resolution 92-25 Memorandum from former Mayor Cathy Golden to the City Council, May 13, 1992 Memorandum from CPAC to City Council, undated (probably August 1991) Memorandum from John McLaughlin to the Planning Commission, June 22, 2004 Page 2 of 2 Irr Date: February 29, 2016 Submitted By: Carol Voisin Subject: Proposal to Reactivate CPAC - Ordinance 2.27 NOTE: Specific changes to the Ordinance are noted in Yellow, with old wording that is to be replaced shown in square, e.g., brackets. Proposal: Reactivate CPAC Ordinance 2.27 with amendments and for a trial period of two years. 2.27.010 Established - Purpose (No change.) 2.27.020 Powers and Duties A. (No change.) B. The Citizens Planning Advisory Committee (CPAC) shall be an advisory body to the City Planning Commission. Their recommendations and comments on planning issues shall be considered fully by the Planning Commission in reaching decisions, and shall also be forwarded to the City Council as part of a written record of hearing. The Planning Commission and City Council shall inform the CPAC of actions taken on any matter upon which the CPAC has made formal recommendation. The CPAC shall be given the opportunity to review and make recommendations on the following matters: 1. All changes in the Comprehensive Plan text [or] and maps. 2. All changes in the text or maps of implementation mechanisms such as the Zoning Ordinance, Subdivision Ordinance, Capital Improvement Program, etc. 3. In addition to the items noted above, the CPAC may review any other planning issue the CPAC Chair finds to be significant in relation to the Comprehensive Plan, implementation measures, or citizen concerns. 4. It shall be understood that the CPAC role and function is advisory to the Planning Commission, and that there is no implicit obligation for either the Planning Commission or City Council to agree with CPAC recommendations. Such decision-making bodies shall give appropriate feedback as described above. S. The City Council may send to the CPAC any issues that a majority of voting Council members deem suitable including issues that require further explication, clarification, or developmental detail; and CPAC may, after consideration, offer recommendations on such matters directly to the Council. 2.27.030 Memberships - Terms A. (No Change.) B. Citizens Planning Advisory Committee There shall be [16] six (6) voting members of the CPAC. Where possible, at least one (1) member shall be chosen from each of the [8] five (5) neighborhood areas, with no more than two (2) of those members not being City residents. The sixth voting member of the CPAC shall be chosen as an at-large member. No more than (3) two (2) members shall be engaged in the same primary source of income, trade, business, occupation or profession. CPAC members shall serve for two years with reappointment possible. A regular term shall begin on January 1st. A CPAC member's term shall be considered ended upon un-excused non-attendance of two (2) regular consecutive meetings, or non-attendance of two (2) meetings of any four (4) regular consecutive meetings held. (Ord. 2281 S1, 1983) 2.27.040 Quorum, Rules, Officers (No change.) 2.27.050 Notification and Meetings (No change.) 2.27.060 Compensation and Support (No change.) NOTES on Reactivating CPAC: A. Benefits to the City (See especially Strategic Plan Goal 2.1): 1. Increased citizen involvement in and input into policymaking on issues that directly affect them, on a neighborhood-by-neighborhood basis. 2. Increased transparency in political processes and policymaking. 3. Heightened citizen awareness of and edification about city government. 4. Increased communication between city government and citizens, especially on intricate and complex issues. (Example - Normal Neighborhood Plan.) S. A heightened and more timely awareness on the part of city employees and elected representatives regarding the actual concerns of citizens. 6. CPAC might serve as a training ground as well as an attractant for citizens who might wish to serve on the Planning Commission. B. Benefits to the City Council: 1. CPAC becomes a useful communication tool between Council and the community in general and with specific neighborhoods affected by land use policy and development. 2. Neighborhoods learn of plans, development, ordinances, etc., in a more timely way, well before they are on the council agenda, thus allowing citizens time to give input and develop a sense of collective ownership of decisions made. 3. Offers an opportunity for committee study sessions with citizens fully participating. C. Upcoming responsibilities in which CPAC might be involved: 1. With the passage of the Normal Neighborhood Master Plan, significant decisions are upcoming that would benefit from increased citizen involvement and ownership. 2. Evaluation of "Infill" policy (See Strategic Plan 13.1.) 3. Annexation of UGB parcels 4. New city building codes to eliminate carbon emissions (See Strategic Plan 8.) S. Begin the Comprehensive Plan review (See Strategic Plan 12.) 6. Serve Council in an "ad hoc" capacity D. Other: • By reducing the number of CPAC members from sixteen to six, the committee becomes less unwieldy and more manageable. • If, after the two-year trial period, CPAC does not yield expected benefits, it can be modified as needed or disbanded entirely. • By reactivating CPAC, the City will be seen to be making a concerted effort to increase citizen involvement in critical decision-making, which will not be the case if CPAC continues to be ignored or is disbanded. 2.27 Citizen Involvement In Planning 2.27.010 Established - Purpose There is established a Committee for Citizen Involvement (CCI) to monitor and evaluate City progress in the area of citizen involvement, and a Citizen's Planning Advisory Committee (CPAC) to review pertinent planning related issues and make recommendations to the City Planning Commission and City Council. 2.27.020 Powers and Duties A. The Committee for Citizen Involvement (CCI) shall be directly responsible to the City Council and shall have the following powers and duties: To advertise for new members for the CPAC by an open, well-advertised public process, set neighborhood boundaries for CPAC representation, and recommend suitable candidates to the Mayor for appointment and confirmation by the City Council. B. The Citizens Planning Advisory Committee (CPAC) shall be an advisory body to the City Planning Commission. Their recommendations and comments on planning issues shall be considered fully by the Planning Commission in reaching decisions, and shall also be forwarded to the City Council as part of a written record of hearing. The Planning Commission and City Council shall inform the CPAC of actions taken on any matter upon which the CPAC has made formal recommendation. The CPAC shall be given the opportunity to review and make recommendations on the following matters: 1. All changes in the Comprehensive Plan text or maps. 2. All changes in the text or maps of implementation mechanisms such as the Zoning Ordinance, Subdivision Ordinance, Capital Improvements Program, etc. 3. In addition to the items noted above, the CPAC may review any other planning issue the CPAC Chair finds to be significant in relation to the Comprehensive Plan, implementation measures, or citizen concerns. 4. It shall be understood that the CPAC role and function is advisory to the Planning Commission, and that there is no implicit obligation for either the Planning Commission or City Council to agree with CPAC recommendations. Such decision- making bodies shall give appropriate feedback as described above. 2.27.030 Memberships - Terms A. Committee for Citizen Involvement The members of the CCI shall be the Mayor, the Planning Commission Chair, and the Chair and Vice-Chair of the CPAC. B. Citizens Planning Advisory Committee There shall be sixteen (16) voting members of the CPAC. Where possible, at least one (1) member shall be chosen from each of the eight (8) neighborhood areas with no more than two (2) of those members not being City residents. No more than three (3) members shall be engaged in the same primary source of income, trade, business, occupation or profession. CPAC members shall serve for two years with reappointment possible. A regular term shall begin on January 1st. A CPAC member's term shall be considered ended upon un-excused non-attendance of two (2) regular consecutive meetings, or non-attendance of two (2) meetings of any four (4) regular consecutive meetings held. (Ord. 2281 S1, 1983) 2.27.040 Quorum, Rules, Officers A. Committee for Citizen Involvement - A quorum for the CCI shall be three (3) members. The CCI shall establish such rules of procedure as it deems appropriate. B. Citizen's Planning Advisory Committee - A quorum for the CPAC shall be a majority of the active membership. The CPAC shall set forth such rules of procedure as it deems appropriate; said rules and any amendments thereof shall be approved by the CCI prior to taking effect. A Chair and Vice-Chair shall be chosen by a majority vote, and shall serve for one (1) year with no consecutive reappointment. 2.27.050 Notification and Meetings Meetings of the CCI and CPAC are open to the public for their participation. Meetings shall be advertised in advance by publication in a newspaper of general circulation. Where possible, notice of CPAC meetings shall be included in Planning Commission public notice to affected property owners. Said notice shall state the time and place of meetings and subjects to be discussed. CPAC shall schedule ten (10) regular meetings each year and such special meetings as necessary. CPAC shall evaluate any Planning Commission agenda items upon which it chooses to make comment at the regular meeting. The CPAC recommendations shall be conveyed to the Planning Commission at its next regular meeting. Failure by CPAC to act upon an application at its regular meeting shall constitute no comment on the application as submitted, in order not to delay Commission consideration. (Ord. 2281 S2, 1983) 2.27.060 Compensation and Support CCI and CPAC members shall receive no compensation for services rendered. The City, through the Planning Department, shall provide adequate staff and other resources to ensure effective operation of the citizen involvement program. RESOLUTION NO. 92--~-?-J- A RESOLUTION OF THE CITY OF ASHLAND CALLING FOR LAND USE HEARINGS ON A REVISION TO THE CITIZENS PLANNING ADVISORY COMMITTEE'S ORGANIZATION. RECITALS: A. The State of Oregon requires a Citizen Involvement Program for effective citizen input into all phases of the planning process. B. The City Council has determined that the CPAC program would function more effectively if reorganized. C. Reorganization of the CPAC process will require amendments to the Comprehensive Plan and. Zoning Ordinance. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The Planning Director is directed to prepare the necessary changes to the Comprehensive Plan and implementing ordinances, and to schedule the necessary land use hearings to adopt the changes reflected in the recitals. The foregoing resolution was READ and DULY ADOPTED at a regular meeting of the City Council of the City of Ashland on the lc? day of 1992. Nan E. ranklin City Recorder SIGNED and APPROVED this day of 1992. Catherine M. Golden Mayor Reviewed as to form: - W &K Paul Nolte City Attorney (d:\counci I \resos92\cpac) co. o 0* AS~y ti May 13, 1992 OREGOe~ .City Council Clio: if Mayor if rot : LIC *Ubject Reorganization of CPAC The Committee for Citizen Involvement met several months ago and discussed the options for reorganizing CPAC. It was the general consensus that what was needed was better communication with citizens, and that CPAC should form one of the major ways that we receive information and opinions from the average citizen. A second component, better information flowing out from the City to the citizen, would be addressed separately. It was, agreed that when CPAC duplicated functions already provided by other committees and commissions, conflict often resulted, and this should be avoided.' Also, CPAC's role as a "brain trust" to develop innovative solutions to specific problems has been supplanted in recent years by the use of special ad- hoc committees. It was also agreed that the use of ad-hoc committees was superior to the use of CPAC, as it involved a broader variety of people. However, continued participation in these committees by members of CPAC was deemed important. The Committee agreed that CPAC should be reorganized as follows: 1) The CPAC neighborhoods should be cut from eight to 5, and coincide with the elementary school neighborhoods. 2) There would be two representatives from each neighborhood, and they would serve a two year term. 3) The CPAC representative would be well known to the neighborhood, possibly.by sending the name, address, background, and photograph of each representative to'the-residents of the neighborhood, and inviting them to call or stop by to discuss city issues. 4) Each CPAC representative would receive training on who to call to resolve problems, and how to assist citizens in addressing issues that they bring up. 5) Each neighborhood would have an annual meeting, where City staff would be there to discuss what was planned in their neighborhood. item covered would be planning and zoning, as well as public works activities in their area. The input from these neighborhoods would'be used to evaluate, and in some cases, s'et priorities (e.g. resurfacing). 6) Significant planning actions would be introduced to the neighborhood at neighborhood meetings. These would be informal affairs, not hearings, where people could discuss freely all their concerns and ask any question they wanted. The developer would be invited to attend, and could interact with the neighborhood residents in an informal, non- threatening basis. 7) Quarterly meetings would be scheduled for the ten CPAC representatives. Among the agenda items would be "what are the issues on the minds of your neighborhoods". The group would try to identify the major issues as questions to be asked in opinion polls or focus groups. The City would use this information (along with input from staff, council members, and other sources in developing quarterly or semi-annual opinion polls of the`citizenry at large. This would give the council regular information on the "average" citizen's point of view. Because of staff commitments to the CDSC study, this was deferred for several months, while that study was underway. Now that the CDSC ordinances are in the hearing process, we should move quickly to reorganize and revitalize Ashland's CPAC. I think that the system outlined above would be the best way to develop a new and better citizen involvement process. This would take ordinance and Comprehensive Plan changes, and also we should recruit new. CPAC members. I would.request that the Council pass the attached resolution beginning the CPAC changes, and.also authorize a call "for volunteers through the media and the newsletter. .(j- MEMORANDUM O TO: Ashland City Council and Planning Commission FROM Tom Giordano, CPAC Chairperson Future. Role. of -CPAC Attached please find the. proposed changes in CPAC's future role, structure, and functioning. After much thought and -discussion at the. regularly- scheduled CPAC meetings, the committee has developed these recommendations to forward- to the Planning Commission and City Council. We feel that. CPACs role is an important one in the planning process; especially in the ability to provide long-range planning for the Ashland community. We are excited about these changes and feel that this is -a positive direction for CPAC. We appreciate any opinions and/or suggestions from both the City Council and Planning Commission. Thank you. . G 'V .4 C, PROPOSED CHANGES to •ci IN ,0 cU CPACIS ROLE, STRUCTURE AND.FUNCTIONING C~l (f r U First, it is agreed that CPAC potentially has a valuable role to play in planning. Second, there is a good consensus that CPAC needs to be revamped in order to meet that potential. Both LCDC.Goal I and the Goal of our Comp Plan, Chapter III mandate "a citizen involvement program that insures the opportunity for citizens to be involved in all phases of the planning process. Currently, CPAC is the mechanism for -insuring compliance with this ` Goal.' From the rest' of Goal-'I, it' is-clear- that CPAC cannot be the citizen involvement., but rather it is the "means of obtaining" citizen-,* involvement. CPAC's role is further spelled.out in Chapter III of the Comp -Plan.and Chapter-.2.27 of the Ashland City Ordinances. (See attached) It is felt that the mandate given-CPAC in all three of these documents is still valid and needs very little revision. What may need revision is the manner in which CPAC carries out these mandates.. The following is.a series of suggestions about how to re-organize CPAC. 1: ROLE: it is felt that CPAC has been reactive, i.e. it usually simply responds to the issues and planning actions brought to it. In order to meet the.mandates above, it is felt that CPAC must become proactive, i.e., it must seek citizen input in order to identify potential problems. It must then use that. citizen input to. assist the City to develop plans. to guide both short.and long term growth. More specifically, CPAC would: a. assist in the development and implementation of City Council goals, (suggest goals to CC and assist-with implementation. at CC's direction), b. continue to have a major role in periodic review of the Comp Plan, c. mid-point between periodic reviews, CPAC would review the progress of the City in reaching the Goals and Policies of the Comp plan and report the findings to the City and its residents, d. through citizen input, assist in identifying problem areas in land use planning and suggest appropriate policies and ordir)anoes to meet the identified need(s) , and e. assist the City to gather citizen input on other issues which may impinge on land use planning or livability and act as liaison between the City and ad hoc City committees, e.g., on' issues like the siting of the electric utility 'substation or wood burning regulations.- 2. OBJECTIVES: a. finish the current Comp Plan periodic review b. review existing CPAC neighborhood boundaries and suggest .,revisions as necessary in order-to make these area divisions more meaningful, c. define areas where growth is likely to occur and develop "area plans d. as part of the.mid-course review of the Comp Plan, hold a Future Plan Festival at'least once every five years, e. develop a viable mechanism for gathering citizen input and giving-feedback to the community, and f. by -November :of each year begin the process of 10'rmulat-ing goals. for the City to be given as input to the City Council as It sets its own goals for the following year. 3..FUNCTIONING: It is agreed that CPAC should no longer duplicate the work of the Planning Commission in regards to individual planning actions (Type III's) involving specific developments. Instead we will: a.- have a rotating sub-committee to review Type III's which might serve as examples of problem.areas.for the entire City, i.e., the review will focus on conceptual or philosophic issues for the,City, not on the issues for the particular site or project; if'the sub-committee identifies conceptual problems, these will be reviewed by'the entire CPAC b. continue to meet monthly or as needed to-accomplish the work outlined above c. sponsor and publicize meetings to gather citizen input on_ particular issues and facilitate discussion between neighborhoods and developers ston selected application..~ CITY OF -ASHLAND Memo DATE: June 22, 2004 TO: Ashland Planning Commission FROM: John McLaughlin, Director of Community Development RE: Changes in the Chapter 2.27 of the Ashland Municipal Code Citizen Involvement in Planning The Ashland City Council has adopted a goal to update the CPAC/Citizen Involvement chapter of the Ashland Municipal Code to bring our ordinance in line with the City's current involvement processes. On September 23, 2003, the Planning Commission met during a study session to discuss this issue. At that time, staff received guidance that the existing ordinance be modified to create clearer responsibilities for the Committee for Citizen Involvement (CCI), and to assign the duties that previously were handled by CPAC to the Planning Commission. Further, while not necessarily a part of the ordinance, our citizen involvement program for land use should explicitly state the City's use of ad hoc committees for specific projects as an appropriate tool for involvement, and that we should create greater opportunities for joint study sessions between the City's Boards and Commissions as they relate to relevant land use issues. Also, that the City continue to expand its education efforts regarding land use planning in the community. Attached is the modified version of the Chapter 2.27 of the Municipal Code. It clarifies the role of the CCI, and assigns the implementation responsibilities of the plan developed by the CCI and adopted by the City Council to the Planning Commission. The ordinance does not describe the citizen involvement plan, but rather assigns the responsibilities regarding that plan. Should the Commission believe that the changes are appropriate, we will also need to modify and update Chapter III of the Comprehensive Plan to be consistent with the direction of the modified ordinance. The current Chapter III is included in your packet. A concern was also raised at the meeting regarding the opportunity for citizens to have a less formal opportunity to comment on issues and concerns, perhaps not limited to land use. While the Planning Commission currently offers a "Drop In Session" on the afternoon of the fourth Tuesday of each month for casual land use discussions, the Mayor is proposing to create a committee whose sole purpose would be to facilitate the informal discussion of issues of city- wide concern. This committee would be made up of the following members: DEPARTMENT OF COMMUNIITY DEVELOPMENT Planning Division Tel: 541-488-5305 20 East Main Street Fax: 541-488-5311 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us 1. Mayor 2. Planning Commission Chair 3. Bike and Pedestrian Commission Chair 4. Traffic Safety Chair 5. Historic Commission Chair 6. Arts Commission Chair 7. Parks Commission Chair 8. Tree Commission Chair 9. Two members from each CERT Neighborhood, recommended by Mayor Total members: 16 Staff/Ex-Officio: City Administrator Director of Community Development Parks Director Public Works Director The format proposed by the Mayor would be to have this committee meet either monthly or bimonthly, perhaps at a lunch meeting for approximately two hours. The issues could be generated by the Committee, or through input from citizens. The Committee could then discuss the issues, and perhaps forward them on to the appropriate board, committee, or commission for further review or action. DEPARTMENT OF COMMUNIITY DEVELOPMENT Planning Division Tel: 541-488-5305 20 East Main Street Fax: 541-488-5311 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us