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Home My WebLink About2016-0816 Council Agenda PACKET CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Time permitting, the Presiding Officer may allow oral testimony. If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to speak, and the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL August 16, 2016 Council Chambers. 1175 E. Main Street Note: Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.E.] 7:00 p.m. Regular Meeting 1. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Study Session of August 1, 2016 2. Business Meeting of August 2, 2016 VI. SPECIAL PRESENTATIONS & AWARDS 1. Annual presentation from the Conservation Commission VII. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] VIII. CONSENT AGENDA 1. Minutes of boards, commissions, and committees 2. Annual renewal of liquor licenses 3. Special Procurement for the purchase of Polymer for the WWTP 4. Siskiyou Boulevard and Tolman Creek Road four-way stop controlled improvements 5. Intergovernmental Agreement with Jackson County to perform crack seal at Ashland Municipal Airport IX. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the Council, unless the COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9, OR ON CHARTER CABLE CHANNEL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US CITY OF ASHLAND Council, by a two-thirds vote of those present, extends the hearing(s) until up to 10.30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.) 1. Public Hearing and Resolution Adopting a Supplemental Budget Establishing Appropriations within the Biennium 2015-17 Budget X. UNFINISHED BUSINESS - None Xi. NEW AND MISCELLANEOUS BUSINESS 1. Certification of City Measure by City Governing Body 2. Approval of the 2016 Water Supply Strategy XII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second reading by title only of an ordinance titled, "An ordinance amending the citizen participation and involvement chapter of the Ashland Comprehensive Plan to establish the Ashland Planning Commission as the committee for citizen involvement" 2. Second reading by title only of an ordinance titled, "An ordinance amending AMC Chapter 4.34, Food and Beverage Tax, and referring the ordinance to the voters of Ashland in the November 8, 2016 General Election" 3. Approval of a resolution titled, "Resolution to the City of Ashland to submit to the voters at the November 8, 2016, General Election an ordinance amending AMC 4.34, Food and Beverage Tax" 4. Approval of a resolution titled, "A resolution accepting changes to the financial management policies and accounting methodologies and repealing Resolution No. 2014-01" 5. Approval of a resolution titled, "A resolution updating the City of Ashland's implementation of Governmental Accounting Standards Board Statement 54 - Fund Balance Reporting and Governmental Fund Type Definitions and repealing Resolution No. 2011-17 6. Approval of a resolution titled, "A resolution establishing Target Ending Fund Balances and Repealing Resolution No. 2010-05" 7. Approval of a resolution titled, "A resolution of the City of Ashland, Oregon, declaring support for the provisions of the convention of the elimination of all forms of discrimination against women (CEDAW)" XIII. OTHER BUSINESS FROM COUNCIL MEMBERSIREPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT OF BUSINESS MEETING In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrators office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102- 35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9, OR ON CHARTER CABLE CHANNEL I80. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US City Council Study Session August 1, 2016 Page 1 of 3 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, August 1, 2016 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:35 p.m. in the Siskiyou Room. Councilor Morris, Marsh, Lemhouse, and Voisin were present. Councilor Seffinger arrived at 5:37 p.m. Councilor Rosenthal was absent. 1. Public Input Huelz Gutcheon/2253 Hwy 99/Noted the Electric Department published the amount of megawatts Ashland used daily in the newspaper. Mr. Gutcheon thought the natural gas companies should start doing the same. He went on to address climate change. 2. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. 3. Downtown Parking Management and Circulation ad hoc Advisory Committee Update Public Works Director Mike Faught referred to maps from Rick Williams Consulting Parking & Transportation showing the downtown study area, and potential off street parking. Mr. Williams recommended adopting the guiding principles, the 85th percentile rule as the optimum occupancy standard for measuring performance, creating a Centralized Parking Management Division and hiring a part time parking coordinator. In addition, Mr. Williams recommended establishing a Downtown Parking Advisory Committee, ongoing data collection, a new parking brand, expanding the bike parking network, and looking into parking meters. Changes would roll out in a zero-18 months phase with a second phase covering 18- 36 months. The Downtown Parking Management and Circulation ad hoc Advisory Committee started in 2013. The Committee focused on downtown parking and due to the complexity of parking, finished early February 2016 then started multi modal projects. This included making the Beaver Slide bike and pedestrian only, adding a roundabout at Pioneer and Hargadine, A Street improvements, and a bike sharrow treatment on B Street. The Committee also discussed the offset intersection at Lithia Way and 3rd Street. The most controversial project was the proposed three lane to two lanes on North Main Street and Lithia Way. Bike, pedestrian, and road projects identified in the Transportation System Plan (TSP) were included as well. The Transportation Commission recently met and discussed a new concept that was less expensive and could be used in the interim of changing the three lanes on North Main Street and Lithia Way called a super sharrow. A super sharrow created a shared bike lane and painted the center of the lane green. Kittelson and Associates were familiar with the concept, thought it would work well in Ashland but did not recommend allowing truck loading and unloading in the sharrow. They could analyze how that functioned and provide the City with options. It would cost $40,000 for the analysis and $100,000 to implement. It will cost $6,000,000 to change the three lanes to two. The City would develop an ordinance prohibiting trucks from loading or unloading in the sharrow lane. The Oregon Department of Transportation (ODOT) owned the roads and would have to approve the project prior to making changes. The road was a special transportation area (STA) and ODOT typically allowed more variances for STA areas. Creating a sharrow would not affect parking. City Council Study Session August 1, 2016 Page 2 of 3 Mr. Faught explained the Transportation Commission was working on a potential shuttle program as an alternative mode from a transit standpoint and thought the Transportation Commission should continue working on the transportation piece. Council supported the super sharrow project for the interim and wanted the Committee to review the proposal then disband. The remaining charges for the Committee would go into the broader context of urban design. Council also wanted the Transportation Commission to continue researching the trolley or shuttle component and public transportation in general. Council would look into the urban design study for the downtown after the election and form a new committee then. 4. Council discussion of potential updates to Ashland Municipal Code City Attorney Dave Lohman submitted a document of proposed updates to various ordinances and explained the updates did not involve substantive changes and were broken down into categories. Corrective Updates Council approved the proposed updates updates to the following ordinances: 1. City Surveyor: AMC 2.28.045 change reference to a surveyor approved by the City Administrator 2. Violations: AMC 11.40.0 10 clarifying penalty provisions 3. Surplus Property: AMC 2.54.020(J) change definition of "Surplus Property" from "sale" to "disposal" 4. Jail: AMC 10.96.020 change language from "confinement in the city jail" to "confinement in jail" 5. Violations, not Misdemeanors: Correct the term "misdemeanor" for noncompliance with ordinances where "violation" is the accurate term Non-Policy Updates Council approved proposed changes to the following ordinances: 1. Termination of Electric Service: AMC 14.02.040D and 14.02.100 revise to bring into line with current statues and practices 2. APD Training Reimbursement: Establish a policy for reimbursement to the City when a new APD recruit completes training and shortly thereafter accepts employment elsewhere. 3. Liquor License Applications: AMC 6.32 clarify APD may review renewal applications with changes in ownership or location 4. Ethics Code: AMC 3.08.020 add language to have it apply to advisory bodies 5. Electric Utility Service Applications: AMC 1.04W applicants may substitute electronic checkbox for an actual signature Council would address the following later: 6. TOT: AMC 4.24.030D regarding Bed and Breakfasts paying Food and Beverage tax Council approved proposed changes to the following ordinances: 7. Executive Sessions: Define "media" 8. Public Contracting: AMC 2.50 to allow Qualification Based Selection (QBS) procurement for public improvement contracts 9. Outside Legal Counsel: AMC 2.28.250 clarify City Council or the City Attorney can determine when to hire outside legal counsel on contract 10. Business Licenses: AMC 6.04 clarify requirements and update terminology 11. Parking Fines Collections: Add the contracted parking enforcement provider has the authority to engage a collection agency Policy Updates Council approved updates to the following ordinances: City Council Study Session August 1, 2016 Page 3 of 3 1. Wall Graphics: Clarify application of sign code to wall graphics including wall graphics in the Public Art Collection 2. Public Art in Historic Districts: Clarify roles of Public Arts Commission and Historic Commission with respect to proposed public art in historic districts 3. Food and Beverage Tax: AMC 4.34.020 clarify items that apply to the Food and Beverage tax 4. Sewer Connections Beyond City: AMC 14.08 clarify when the City may allow sewer connection to properties outside city limits 5. Taxicabs: AMC 2.68 consider requirement changes including Uber-like service 6. Public Contracting: AMC 2.50.090 update exemptions from formal competitive selection procedures in public contracting 7. Dangerous Buildings Code: Adopt Uniform Abatement of Dangerous Buildings Code 8. Intergovernmental Agreements: AMC 2.28.045B.2 delegate authority to City Administrator to approve IGA renewals where payment by the City would increase no more than 25% 9. City Recorder Duties: AMC 2.08 consider revising duties of City Recorder 10. Emergency Powers: AMC 2.62.040 and 262.050 clarify City Administrator (CA) powers between the declaration of a state emergency and the Council's ratification of the declaration 11. Tree Removals: Establish criteria 12. Weapons in Court - Council asked staff to include Council meetings as well 13. Block Rule: AMC I I.26.020(3)(a&b) revise the "block rule" for parking 14. Electronic Signatures: Establish protocol and authority to sign/accept electronic signatures 15. Appeals: AMC 2.30 modify and improve uniform appeal process 16. Noise Regulation: AMC 9.08.170 simplify the noise ordinance 17. ELEA Addition: Discuss ELEA at the south end of town 18. Park Expulsion: Make the Parks expulsion provision consistent with ELEA 19. Vending on Rights of Way: Create an exemption for ice cream trucks 20. TOT Remittance, Appeal & Refund Procedures: Update to reflect current technology and practices 5. Discussion of City Hall landscaping City Administrator Dave Kanner shared two options to deal with people sitting directly outside the City Recorder's office. One would restore the former landscaping that would prevent people from sitting on the window ledge or behind the planters. A second option would allow Martolli's Hand-tossed Pizza to set up tables for their customers. It would require the City to install a railing to delineate the space and the removal of one of the bike racks. Martolli's has a surveillance camera on their outdoor tables they would use to monitor the tables outside City Hall as well. The City would issue an encroachment permit to Martolli's and possibly install something between the planters and the City Recorder's office. Council supported Martolli's Hand Tossed Pizza using the space for outdoor dining. Meeting adjourned at 7:17 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder City Council Business Meeting August 2, 2016 Page 1 of 8 AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL August 2, 2016 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:02 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 Conservation, Forest Lands, Historic, Housing and Human Services, Public Arts, Tree, and Wildfire Mitigation Commissions. APPROVAL OF MINUTES The minutes of the Goals Update of July 18, 2016 and the Business Meeting of July 19, 2016 were approved as presented. SPECIAL PRESENTATIONS & AWARDS The Mayor's proclamation of August 6, 2016 as Hiroshima. Day and August 9, 2016 as Nagasaki Day was read aloud. PUBLIC FORUM Richard Elmore/458 Beach Street/Spoke regarding the ruptured sewage system that flooded his ex-wife's home at 288 Morton Street. Christine Ducey/539 Walnut Street/Explained residents of Walnut Street wanted Council to authorize funds to chip and seal Walnut Street if voters approved using Food and Beverage Tax for street maintenance. Public Works Director Mike Faught explained there were several miles of roads in Ashland not paved. There were valid dust concerns and staff had submitted a grant application to pave the roads. Grant money was the only potential funds the City had to pave the roads. Typically, neighbors formed a local improvement district (LID) to cover costs of paving roads. Luther Lymon/321 Clay Street/Spoke on the need to repair the tennis court at Hunter Park. Huelz Gutcheon/2253 Hwy 99/Spoke on the use of electricity in the future due to climate change. Joseph Kauth/482 Walker Street/ Shared his observations on several topics regarding changes in Ashland and the climate. Diane M Werich/563 Walnut Street/Wanted funds to chip and seal Walnut Street if voters approved using part of the Food and Beverage Tax for street maintenance and repair. Richard Werich/563 Walnut Street/Read from a document submitted into the record and supported the use of Food and Beverage Tax to chip and seal Walnut Street. City Council Business Meeting August 2, 2016 Page 2 of 8 CONSENT AGENDA 1. Appointment of Risa Buck to the Conservation Commission 2. Appointment of Tracy Peddicord to the Wildfire Mitigation Commission 3. Approval of a resolution titled, "A resolution exercising the power of eminent domain" 4. Approval of a liquor license application for Amrik Bagri dba South Town Market & Deli 5. Approval of a liquor license application for Koongsun Lee dba Little Tokyo 6. Purchase of real property totaling 45.79 acres in the City of Ashland and Jackson County, including taxlots 391E08DB200 and 391 E08600 7. Consideration of the sale of an access easement on Parks property at Nutley Street 8. 4t" Quarterly Financial Report of the 2015-2017 Biennium 9. Approval of a public contract exceeding $100,000 for a heavy duty cab and chassis Councilor Voisin pulled Consent Agenda item #6 for discussion. Parks and Recreation Director Michael Black addressed the property purchase and the Hitt Road trail and explained the appraised value occurred in 2015 at $320,000. Another document from the seller indicated they would list the property at approximately $400,000. The Parks and Recreation Department negotiated $360,000 because the owner would not go lower than that amount. The Parks and Recreation Department will maintain the park with their forestry and trails crew. Initially costs will not increase. Over time, they will slate hours, days, and weeks of volunteer time for the trails as well as the forestry crew and Fire Department to clear fire fuels. The Parks Commission did not want an easement on the property and wanted to purchase the land to protect it from development. Parks Commissioner Rick Landt added the land created a continuous city owned property. Owning the land would allow the City to maintain a higher level of fire reduction and expand trails, things the City could not do with an easement. Councilor Voisin/Marsh 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 amending the citizen participation and involvement chapter of the Ashland Comprehensive Plan to establish the Ashland Planning Commission as the Committee for Citizen Involvement" Community Development Director Bill Molnar explained the ordinance made several minor text amendments to the Comprehensive Plan, specifically Chapters 2 and 3. The amendments would recognize the Planning Commission as the committee for citizen involvement (CCI) and highlighted the Planning Commission's responsibility assisting the Council with promoting and enhancing citizen involvement in the land use planning process. Council approved an ordinance in April that adopted changes to Ashland Municipal Code (AMC) Chapter 2 identifying the Planning Commission as the CCI. Amending the Comprehensive Plan made it consistent with the AMC. The Citizen Planning Advisory Committee (CPAC) was informally disbanded in 1992 as the City created standing commissions and short-term ad hoc committees. The Planning Commission held a public hearing in July and unanimously recommended approval. Statewide Planning Goals, Goal 1 allowed a Planning Commission to take on CCI functions. Staff will send a letter to the State Citizen Planning Advisory Commission outlining the change. Public Hearing Open: 8:44 p.m. Public Hearing Closed: 8:44 p.m. Councilor Seffinger/Morris m/s approval on first reading by title only of an ordinance amending the Comprehensive Plan Citizen Participation and Involvement Element to designate the Planning Commission as the Committee for Citizen Involvement and moving the ordinance to second reading. DISCUSSION: Councilor Seffinger thought this was more efficient. Councilor Morris thought this was a start to many updates to the Comprehensive Plan. City Council Business Meeting August 2, 2016 Page 3 of 8 Councilor Marsh/Rosenthal m/s to amend the motion and place a sixth policy in the ordinance that read, "The Mayor and City Council may appoint short-term citizen committees to address specific planning assignments as needed." DISCUSSION: Councilor Marsh explained there might be times where the Council wanted to expand the commission or bring in outside experts for specific assignments. Councilor Rosenthal agreed. Roll Call Vote: Councilor Marsh, Rosenthal, Voisin, Morris, Seffinger, and Lemhouse, YES. Motion passed. Roll Call Vote on amended main motion: Councilor Voisin, Morris, Marsh, Seffinger, Rosenthal, and Lemhouse, YES. Motion passed. UNFINISHED BUSINESS 1. Continuation of Grandview Drive discussion Councilor Rosenthal/Voisin m/s to suspend Council Rules for the purpose of asking questions of staff. Voice Vote: all AYES. Motion passed. Public Works Director Mike Faught explained shared roads worked well in areas where the road was not wide enough. A shared road would provide an 18-foot wide drive path of 9-foot lanes with a minimum of a 3-foot refuge on each side of the road. Refuge areas were not designed to carry pedestrians and bike traffic full time. They allowed pedestrians and bicyclists to step out of traffic if needed. Both ends of the road will have shared road signs and a sign posting the speed limit at 15 miles per hour (mph). The Oregon Department of Transportation (ODOT) allowed cities to post 15 mph for shared roads without their approval. Staff would determine sufficient lighting and if needed and drainage. Posting the speed at 15 mph without amending the environment would not encourage drivers to slow down. Reducing the speed limit without designating the road as a shared street required an application to ODOT, and a traffic study that ODOT had the power to reject. Alternately, staff doubted the traffic engineer would approve and stamp the plans. The shared road designation allowed the City to set the speed at 15 mph without approval due to the environmental amenities that accompanied shared road status. Engineering Services Manager Scott Fleury explained staff had developed an interim solution as Phase 1 that effected the upper section adjacent to the guardrail. Staff was currently working on the topographic survey data for Phase 2 and then would begin work on the engineering design. Phase 1 would create a 3- foot refuge on the guardrail side with a 4-inch fog stripe at the edge of the pavement. There would be an 18-foot paved section with another 4-inch white fog stripe and a 3-foot refuge on the uphill side. This interim could also be the long-term solution for the entire roadway down to Scenic Drive as well. It would minimize the amount of earthwork and the retaining wall on the uphill side. The traffic engineer concluded the 3-foot refuge would work instead of the 5-foot refuge discussed early. Mr. Faught commented they may not need the retaining wall and that made the project less expensive. Mr. Fleury explained the traffic engineer was recommending a four-way stop at the Skycrest Drive and Grandview Drive intersection. Staff also discussed signage at the Ditch Road access as well as a shared road sign with appropriate trail signage on Grandview Drive. Mr. Faught explained the traffic engineer had stated they would have required a guardrail where it was currently and they would evaluate the need for additional guardrails as the study progressed. City Attorney Dave Lohman did not think the Americans with Disabilities Act (ADA) regulated guardrails. Mr. Lohman went on to explain the subcontractor should have gotten the encroachment permit prior to installation. There were penalties for encroaching without a permit and Council had to determine what they wanted done once they knew what should occur. At that time, Public Works would ask the property owner to City Council Business Meeting August 2, 2016 Page 4 of 8 submit a permit application and the City would deal with potential penalties then. Staff confirmed the Phase 1 interim plan would have enough visual cues to designate the road as shared and implement the 15 mph speed limit. Mr. Faught verified it was illegal for vehicles to cross fog lines. He went on to explain staff would delay the A Street project, preferably after the downtown plans developed and would use the balance of the slurry seal project to cover the $240,000 cost to convert Grandview Drive to a shared road. It would be less expensive if Council determined that Phase 1 would work for the long- term. City Administrator Dave Kanner further explained the Capital Improvement Plan (CIP) was not a legally binding document. If Council supported Phase 1 of the project, staff would move ahead and come back to Council regarding Phase 2. Councilor Morris/Marsh m/s to reinstate the Council rules. Voice Vote: all AYES. Motion passed. Councilor Marsh/Morris m/s to ask staff to move forward with the further development and then implementation of the interim plan as presented tonight with the inclusion of the four-way stop, signage, and the centerline going away. DISCUSSION: Councilor Marsh was encouraged by the interim design and was reluctant to approve a $250,000 project without knowing what the rest of the road would look like. She hoped the interim became the solution for the whole road and thought the homeowner should apply for the guardrail permit. It was important they followed the rules. Councilor Morris commented it would make a good interim that could possibly be used other places. He thought the installer of the guardrail could pay for some of the engineering costs to evaluate whether it was done correctly. He also wanted to see the system development charges (SDC) for the Strawberry development. This could fit into that area. Councilor Lemhouse thought staff did what they were supposed to do as well as the traffic engineer. He questioned whether this was the right way to deal with the situation. Everyone had to follow the policies and rules. He did not blame the homeowners or the developer. It was the subcontractor's responsibility. He would not support the motion and thought the guardrail should be removed, have the City focus on higher priority issues and come back to Grandview when it was scheduled. Councilor Rosenthal shared Councilor Lemhouse's concern regarding the public process, the priorities, and what precedent Council may set. He was uncomfortable voting on something that was not in the council packet and just came before Council. It felt rushed and he would not support the motion. Councilor Voisin added there was not enough detail in the interim plan. She would not vote for the project. She wanted a plan for the entire street, input from engineering, public input, and the Grandview project to go into the CIP queue for 2018- 2019. She expressed concerns on setting a precedent. Councilor Seffinger had compassion for the homeowner but was concerned about setting a precedent. She would vote against the motion. Mr. Lohman explained if someone was injured as a result of the guardrail being removed, the injured party could name the City as a defendant and a jury would decide whether it was reasonable or not. Alternately, if someone were injured due to the guardrail, the City would not be liable because it followed the traffic engineer's recommendations. Kim Parducci from Southern Oregon Transportation Engineering further explained when they inspected the guardrail to determine removing or leaving it, they included all users, pedestrians, bikes, vehicles, all modes of travel and determined it was safe. Any crash involving a pedestrian and vehicle was severe. It was safer to have the guardrail in place. The guardrail reduced the severity of the crash, it did not matter if there were previous crashes or not. They looked into a broad sweep of crashes and collisions, pedestrians, vehicles and vehicles, vehicles with pedestrians, heart attacks, weather, drunk driving, etc. Mr. Lohman added another a lawsuit could happen if an accident occurred due to the speed limit and Council had allowed City Council Business Meeting August 2, 2016 Page 5 of 8 a higher rate of speed that made it unsafe. Designating Grandview Drive as a shared street would allow Council to lower the speed otherwise, they could not adjust speed limits. Councilor Marsh motioned to amend the motion and direct staff to come back to Council with developed plans for the interim option and a budget. Councilor Lemhouse raised a point of clarification regarding the amendment passing and the motion failing. Councilor Marsh withdrew her motion. Councilor Marsh/Morris m/s to ask the staff to come back with detailed plans and a budget for the interim option, with the inclusion of the four way stop, the signage, and no centerline. DISCUSSION: Councilor Marsh recognized Council's concerns regarding public input and budget information. Councilor Morris thought delaying action to develop a plan perpetuated a dangerous situation. Here was an interim plan that seemed safer and more economical, and Council was postponing further. He would support the motion, but did not like the delay. Councilor Lemhouse commented the situation was "hoisted" on Council by the actions of others and the City and Council were trying to work at a resolution. He was willing to compromise and let the other proposal come back although his objections stood overall. Councilor Morris noted the engineer's job was making sure a project met the rules and regulations. Having the City requiring the removal of non-permitted items created another kind of precedent. Councilor Seffinger wanted public input on the interim. Roll Call Vote: Councilor Marsh, Morris, Seffinger, Lemhouse, Rosenthal, and Voisin, YES. Motion passed. NEW AND MISCELLANEOUS BUSINESS - None ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second reading by title only of an ordinance titled, "An ordinance amending Ashland Municipal Code Chapter 10.110 Fair Housing" Councilor Lemhouse/Seffinger m/s to approve Ordinance #3131. DISCUSSION: Councilor Seffinger thought the ordinance brought greater safety to young people looking for housing. Roll Call Vote: Councilor Morris, Seffinger, Lemhouse, Rosenthal, and Marsh, YES. Motion passed with a vote of four. Councilor Voisin was out of the room. 2. First reading by title only of an ordinance titled, "An ordinance amending AMC Chapter 4.34, Food and Beverage Tax, and referring the ordinance to the voters of Ashland in the November 8, 2016 General Election" City Administrator Dave Kanner explained the Food and Beverage Tax was growing at a faster rate and if Council approved the proposed changes, it would allow the Parks and Recreation Department's allocation to increase from 20% to 25% and provide funding for street pavement management. He recommended redirecting Food and Beverage (F&B) tax revenue from one Public Works purpose, wastewater treatment to a different Public Works purpose that was street maintenance. He provided history on the F&B tax for parklands acquistion and noted the next logical step was providing funding for repair and rehabilitation of purchased parks. He addressed questions on lowering the F&B tax or lowering wastewater rates due to the increase in tax revenue. The F&B tax was restricted to paying wastewater debt only not wastewater operations. Since 2012, approximately $1,500,000 had gone into the wastewater fund more than what was required to pay the debt. Fund balance projections showed it growing over time. At this time, staff did not think it was necessary to raise rates at the previously projected level because future debt was built into the rates. He noted Section 4.34.020 Tax Imposed (C)(3) indicated a fixed amount for the wastewater treatment plant City Council Business Meeting August 2, 2016 Page 6 of 8 debt and wastewater capital improvement projects (CIP) versus a percentage. The F&B tax grew more than 5% in 2016 and eliminated the need to contribute another $2,000,000 in 2017 as planned. For second reading, Mr. Kanner would propose a lower number in the wastewater fund to start building up the street fund in fiscal year 2017. Reducing the F&B tax from 5% to 4% was more of a symbolic change that would for the most part be unnoticeable. The street maintenance-funding crisis was real and immediate. If projections did not grow as projected, they could still increase the Parks and Recreation share, fund the wastewater debt, and pavement management program over 7-8 years instead of a five-year program. Mr. Kanner proposed new language in 4.34.020 Tax Imposed (C)(5) of the ordinance that Parks and Recreation continued to get their share of the F&B tax, and the Council must appropriate whatever is necessary to pay debt service from the F&B tax. Any remaining amounts would be appropriated via a council ordinance and submitted to the voters for approval. He recommended repairing the streets close to failure first and addressing the worst streets as revenue grew in the fund. He went on to clarify Council would have to decide on improvements to unpaved roads. Unpaved streets were not included in the pavement management program. If the city paved a few blocks on Walnut Street fairness would dictate paving all unpaved streets. Neighbors typically paid to pave their unpaved roads through a local improvement district. It ended up being a fairness issue. Administrative Services and Finance Director Lee Tuneberg addressed the 2% F&B tax collection in Section 4.34.020 Tax Imposed (C)(5c). This money was used to administer the tax that included multiple staff managing collections, auditing returns, and all administration work done by himself, legal costs, and collection agency costs. Parks Commissioner Rick Landt, and Parks and Recreation Director Michael Black provided history on the F&B tax for Parks acquistion. The 5% increase would help maintain the current infrastructure and provide funds for deferred maintenance. Councilor Seffinger/Lemhouse m/s approval on first reading by title only of an ordinance amending AMC 4.34 and referring said ordinance to the voters of Ashland in the November 8, 2016 general election, and moving the ordinance to second reading at the City Council meeting of August 16, 2016. DISCUSSION: Councilor Seffinger noted the importance of working on infrastructure. The Parks and Recreation Department had assumed a number of different roles in the last years and this will ensure they are able to continue. Councilor Lemhouse supported the motion and thanked Mr. Kanner and Mr. Lohman for their role and efforts in bringing this forward. Council could do this without voter approval but it was important to be transparent. The tax was intended to have visitors help pay for infrastructure that allowed them to visit. He appreciated Mr. Kanner adding language that future changes to the F&B tax needed to go out for a vote. Councilor Rosenthal added there was a problem with the streets and this was a reasonable approach. If the voters do not agree, there will still be the problem of having to address street maintenance. This was the best approach to the issue. Councilor Voisin thought it was important to take care of the streets and potholes. It was part of the infrastructure and effected cars, and the safety of people riding bikes or walking. Mr. Kanner clarified streets requiring reconstruction were not the first on the list. Streets close to failure would be first. Streets requiring reconstruction were next in line. Doing an overlay on a street close to failure was $285,000 a mile where reconstruction cost $1,400,000 a mile. Councilor Rosenthal thought there should be a formula that would address repairing streets close to failure and at the same time, a parallel process to allocate funding to start reconstructing failed streets. Councilor Marsh responded the City Council Business Meeting August 2, 2016 Page 7 of 8 City would develop a process so citizens would understand the decisions made regarding street repair and reconstruction. Mr. Kanner thought repair work would begin summer 2017. He suggested borrowing money in the spring, making the first debt service payment fall 2017 and having staff start work on plans now for next summer. Initially the City will borrow as much as they cars support from the F&B tax revenues, use that money to do as much street work as possible then borrow more and increase the amount of street work. A third borrowing will get the City to the full $10,500,000. By that point, the City will be able to cover the debt service on the pavement management program. The City would hire contractors for street repair and staff would continue with the regular street maintenance. Mayor Stromberg commented the street maintenance was critical and using F&B tax for repair was responsible. He explained due diligence would deal with three things, first, the revenue source itself, how vulnerable it might be and consequences, like wild fire and. smoke affecting F&B tax revenues. Second, during the recent goals update Council considered several projects that required money beyond what was normally expected going into the next biennium. There was a context that Council was making decisions and ignoring other important needs requiring funding sources. There was the overall financial impact to the citizenry to consider as well. Third, these discussions were helpful for the next budget cycle. He wanted the public to enter into the dialogue. By 2020, he wanted the city to have the credibility and the public to understand the F&B tax was something that could help other needs in the community. Council needed to look at the questions they had not addressed yet. Mr. Lohman noted a community needed to take into account all its needs as it took on a revenue source. He referred to his experience on the board for the Oregon Transportation Commission and described cities in the state plowing up their streets because they were unable to maintain them and turning them into dirt to save on maintenance costs. Other cities have had to increase property or gas taxes to pay for repair. Street maintenance was a very important issue. Councilor Marsh thought government was a balance between doing due diligence and making a decision. She recognized the need to have the conversation the Mayor outlined and parts should happen. Street repair was an immediate concern and streets were fundamental to infrastructure. Transportation was at a crisis level throughout the state. Using F&B tax to repair streets was an opportunity the voters would decide. Councilor Rosenthal/Voisin m/s to call for the question. Roll Call Vote: Councilor Marsh, Seffinger, Rosenthal, Voisin, Morris, and Lemhouse, YES. Motion passed. Roll Call on main motion: Councilor Lemhouse, Morris, Voisin, Rosenthal, Seffinger, and Marsh, YES. Motion passed. Mayor Stromberg wanted to be clear to the public that Council had a question on how much can the community afford to do that will require Council to prioritize between streets, parks, the seismic safety of City Hall, necessary water improvements, public safety staffing issues and may not be able to afford them all. By passing the motion, Council made a decision without an evaluation. He wanted Council to start looking at the tradeoffs. 3. Approval of a resolution titled, "A resolution of the City of Ashland to submit ballot title to City Elections Officer of election on a measure to amend 4.34, Food and Beverage Tax at the November 8, 2016, General Election" City Administrator Dave Kanner distributed a Frequently Asked Questions document for Council to use as needed. City Council Business Meeting August 2, 2016 Page 8 of 8 Councilor Lemhouse/Rosenthal m/s approval of a Resolution #2016-20. DISCUSSION: Councilor Lemhouse disagreed with Mayor Stromberg's presumption that Council had not evaluated where the money should go or was ignoring some of the issues he mentioned. Over the 8 years he served on Council, he was fully aware of issues requiring funding and committed to finding ways to fund them. This was an opportunity to solve a funding issue. The F&B tax will not cover everything. He had evaluated the other issues. This was the best use of the F&B tax for this project. Councilor Rosenthal thought it was a matter of practical public policy. This was a funding source currently dedicated to parks and public works purposes. Council was asking voters to approve another public works application for this funding. Suggesting alternatives beyond that was a trickier question than what Council was directing voters to consider this November. Roll Call Vote: Councilor Voisin, Lemhouse, Morris, Rosenthal, Marsh, and Seffinger, YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Lemhouse explained he and Councilor Morris were on the subcommittee for the potential creation of a special fire district. The latest discussion involved a request for proposal (RFP) for an individual or firm to do a feasibility study. He went on to note the passing of Mark Burns, a Firefighter for the City of Medford. Mr. Burns had responded to the Oak Knoll fire and recently died from injuries resulting from that fire. Councilor Lemhouse honored Mr. Burns. Councilor Marsh announced the Food Bank would host the Medical Teams International Dental van and provide free dental services to members of the community. This service happened quarterly. Appointments were available. Councilor Voisin announced a free veterinarian clinic at the United Methodist Church, Tuesday, September 13, 2016 from 3:00 p.m. to 5:00 p.m. ADJOURNMENT OF BUSINESS MEETING Meeting adjourned at 9:55 p.m. Dana Smith, Assistant to the City Recorder John Stromberg, Mayor Minutes for the Conservation Commission May 25, 2016 Page 1 of 3 MINUTES FOR THE ASHLAND CONSERVATION COMMISSION Wednesday, May 25, 2016 Siskiyou Room, 51 Winburn Way 1. Call to Order Chair Bryan Sohl called the meeting to order at 6:00 p.m. in the Siskiyou Room. Commissioners Mark Weir, Risa Buck, Roxane Beigel-Coryell, Cara Cruickshank, and James McGinnis were present. Councilor Stef Seffinger was present. Staff member Adam Hanks was present. Commissioner Marni Koopman was absent. 2. Consent Agenda BuckBeigel-Coryell m/s to approve the minutes of March 23, 2016 and April 27, 2016, as presented. Voice Vote: All Ayes. Motion Passes. 3. Announcements The next commission meeting will be June 22, 2016. Buck informed the group that this will be her final meeting as the Recology Ashland representative. She is leaving her position with Recology Ashland at the beginning of June. She introduced Jamie Rosenthal who will be the representative starting at the June meeting. Buck stated that she has applied to be appointed to the vacant citizen member seat. Beigel-Coryell informed the group that SOU is soon breaking ground on the McNeal Hall renovation project as well as the Theater /JPR studios renovation and expansion project. SOU is once again holding their Move Out program, so that anything left behind by students can be diverted to Goodwill rather than trash. Almost 9,000 pounds of waste was diverted in last year's program. The Hannon Library just completed an installation of new LED lightbulbs throughout. SOU graduation will be Saturday, June I 1 th. Lastly, the three finalists for President of SOU will be visiting campus over the next week or so. 4. Public Forum None. 5. Reports/ Presentations/ Updates City Council Update - Councilor Seffinger gave updates on some of the recently approved topics at Council including the approval of the Forest Lands management plan, which was created by the Forest Lands Commission, and the ordinances relating to downtown behavior issues. In the near future Council will likely also be asked to consider the proposed Nevada Street bridge, which is still currently going through the public input and approval process with the Transportation Commission. Water Conservation Program and Water Supply Update - Staff member Julie Smitherman gave a presentation regarding Ashland's water supply and current conservation efforts. She reviewed some of the Use Water Wisely programs implemented in the past two drought years. She gave information on rebates and giveaways the City of Ashland offers residents (lawn replacement program, low-flow shower heads, soil monitors, etc.) Minutes for the Conservation Commission May 25, 2016 Page 2 of 3 Smitherman gave an overview of the in-process Water Master Plan update. On focus in the update is conservation. The group encouraged her and those involved with the update to look into using grey-water re-use as a part of the plan. Group asked if there are any programs or plans specifically targeted at landlords for water use reduction. Smitherman stated that yes, there are many programs and her department works closely with landlords to update their units for efficiency. Additionally, conservation efforts lately have focused on hotels/motels to update things like low-flow shower heads. Group thanked Smitherman for her time. City Conservation Programs and Operations - Hanks gave updates regarding BPA program changes which will soon be implemented. Commercial conservation is BPA's current focus as it has been under served in the past. He stated that Conservation Analyst, Larry Giardina, recently attended a solar conference and came back with good information for the department. Lastly, the Electric Department is doing a cost of service study. Designing rate structures to both encourage lower use and maintain money to cover operating costs is challenging and hopefully the study will assist the department. Low Impact Living Workshops - Beigel-Coryell handed out flyers created for the workshops. She stated that she and Buck are working on the Sneak Preview article to be approved next meeting and have already submitted information to Parks and Recreation for inclusion in their Fall recreation guide. 7. Old Business Sneak Preview Column - The group discussed the order in which the next several topics will be written. The next topic is regarding the Climate & Energy Action Plan, which is technically the purview of that committee. Group discussed ways in which that committee could use the space. McGinnis/Cruickshank m/s that the July Climate & Energy Action Plan ad hoc Committee (LEAP) update Sneak Preview article that Adam has begun drafting be approved by the Commission, with the understanding that Koopman, Sohl, Beigell-Coryell, and McGinnis will further refine the article as representatives of both the Commission and the LEAP, with the understanding that future articles about the CEAP process will be authored by the LEAP. Voice Vote: All Ayes. Motion Passes. Climate & Energy Action Plan - Beigel-Coryell stated that the first open house was held last night. There were five stations to learn about the plan and give input. Lots of input was received from the community. Today the committee met with city staff and the consultant to talk about the plan and get input on what types of goals and actions should be considered. They also talked briefly about the sorts of sectors the plan should be divided into (building, natural resources, etc.) McGinnis stated it was helpful to hear from staff and it felt as if staff interest and involvement will be high. Sohl stated that the committee had a discussion at the last meeting regarding having a legally binding ordinance as part of the final plan. Sohl, Hanks, McGinnis, and Beigel-Coryell Minutes for the Conservation Commission May 25, 2016 Page 3 of 3 gave information on the possible timeline of an ordinance. There will be an update to Council regarding the CEAP process at the second meeting in July. 7. New Business Discussion of open commission positions - Buck stated that, she has applied for the citizen position, which alleviates some of the pressure to appoint that position. Cruickshank stated that she has talked to teachers to encourage them to apply for the School District Representative position. Group discussed whether a teacher or an administrator/board member is more effective as a representative. Buck would like the group to consider proposing to the Mayor a change in the Commission Charter so that another entity, like OSF, the hospital, or the Chamber of Commerce are represented. The group also discussed the probability that the entire commission will alter based on the outcome of the CEAP process. Project Concept - Buck stated she would like to propose a collaboration between the Tree, Transportation and Conservation commissions to consider planting trees along the 1-5 corridor. She wondered if there would be value in cooling, sequestration, and sound prevention? Group agreed to discuss this issue at a later date. 8. Wrap Up Items to be added to the next agenda: • Buck's tree collaboration proposal • Review of the Commission's charter Group discussed meeting dates for the rest of the year and agreed to combine the November and December meetings into one meeting, held on December 14tH Meeting adjourned at 8:04 p.m. Respectfully submitted, Diana Shiplet Executive Assistant CITY OF ASHLAND Ashland Housing and Human Services Commission Minutes June 23, 2016 CALL TO ORDER Vice Chair Rhode called the meeting to order at 4:32 pm in the Siskiyou Room at the Community Development and Engineering Offices located at 51 Winburn Way, Ashland OR 97520. Commissioners Present: Council Liaison Tom Gunderson Pam Marsh Rich Rhode Heidi Parker SOU Liaison Gina DuQuenne Megan Mercier Sharon Harris Commissioners Absent: Staff Present: Tom Buechele Linda Reid, Housing Specialist Josh Boettiger Carolyn Schwendener, Staff secretary Sue Crader APPROVAL OF MINUTES Parker/Gunderson m/s to approve the minutes of the May 26, 2016 Housing and Human Services Commission. Voice Vote: All ayes, minutes were approved as presented. PUBLIC FORUM No one spoke. LAUNDRY LOVE PRESENTATION Christina Kukuk, Senior Minister of the United Church of Christ located on the corner of Siskiyou and Morton Street introduced the volunteers and thanked the Commissioners for inviting them to come and speak. The Laundry Love program is a program that provides quarters and laundry detergent to everyone who comes to the Laundromat between 5:00 pm and 8:00 pm. The Laundromat being used is Henry's located at the Ashland Shopping Center. During this time the volunteers get to know the people, share conversation, good food and sometimes music. This service makes a world of difference in the lives of those that are in need. Wendy, one of the volunteers reported that the church has spent approximately $2,000 in quarters. They estimate it costs about $15 to $20 a family to do their laundry. Mike, another volunteer said looking forward they are interested in inviting other faith groups to help so they could offer the laundry service once a week rather than once a month. They are also looking at fundraising and perhaps doing some grant writing. Reid shared with the group the grant opportunities that the City offers. This program would likely qualify for a social service grant, the next cycle starts in January of 2017. Another grant funding source would be Community Development Block Grant Funds which does offer a small amount for social services. ROGUE VALLEY TRANSPORTATION DISTRICT (RVTD) PRESENTATION Paige Townsend, Senior Planner and Support Services Manager for Rogue Valley Transit gave a presentation. With the passing of the five year temporary levy in May RVTD will be able to provide some additional services. The service expansion includes increased frequencies in Route 10, which serves Medford, Phoenix, Talent and Ashland. It's currently at 30 minute frequency but will bump it back up to 20 minute frequency. RVTD will also be adding Saturday service starting on July 9th as well as adding a route in the Southwest Medford area and a route to the Table Rock Campus in White City. RVTD buses tally a weekly ridership of more than 30,000 people. In addition to providing community members with access to jobs, education, health care and shopping, public transit gives mobility to disabled and senior citizens. Ms. Townsend said it is her job to look at the RVTD vision for the local cities transportation needs. Now is the time to look at what the current needs are, prioritize the projects and when the funding becomes available what do we do first, second, third, stated Ms. Townsend. The Commissioners discussed the need for a bus stop at the south end of town because Ashland Hills Hotel has re-opened providing employment. The Oak Knoll Community is located at the south end of town as well as the Resource Center and the Ashland Community Food Bank. HOUSING CRISIS FORUM DISCUSSION/PLANNING Rhode gave an update from the Housing Crisis Forum Planning Committee meeting. The Committee includes Oregon Action, Interfaith Coalition and the Housing and Human Services Commission. The date for the forum is set for Wednesday August 10, 2016 from 6:00 pm to 8:00 pm in the Gresham Room at the Ashland Public Library. Included along with the forum is a Housing survey inquiring about rental experiences in Ashland. The goals for the forum are; bringing together issues about homelessness and rental issues with a theme of "Looking at Positive Solutions" to these issues. The committee would also like to address the funding for the Housing Trust Fund. Rhode acknowledged they could use moderators for the breakout sessions if anyone in the Commission is interested in volunteering. The next meeting is scheduled for June 301h at 1:00 pm at the Pony Espresso located at Washington Federal Bank on Lithia Way. PORTA POTTY SUB-COMMITTEE UPDATE Harris reported that the sub-committee (Harris, Boettiger, Buechele) met on June 14. The committee is researching the cost for the funding of a porta potty and looking at possible locations. Some suggestions for locations were: A Street close to town, possibly by the bike trail, Ace Hardware, The Grange Co-op, by Fourth and A Street, on the south end of town by BI-Mart and Shop-n-Kart. Harris commented it might be easier to place the porta potty on private property rather than City owned property. It was also mentioned of the possibility of leaving the bathrooms open at the Railroad Park and Lithia Park after dark, however the cost of that might be too much. Harris also suggested that it might be a good idea to put the porta potties at businesses on a temporary basis maybe for thirty days and see how it works out. DONATION/RESOURCE COIN UPDATE Reid said that Brandon Goldman, City Senior Planner, spoke with Sandra Slattery at the Chamber to discuss their program called "Change with a Purpose." The fourth of July is such a busy time for the Chamber Goldman and Reid will need to wait and meet with Ms. Slattery after the Fourth. The idea is that the Chamber might be interested in incorporating the two programs together. Reid will meet in the early part of July and get back with the commission at the next meeting. The commission would like someone from the chamber to come and talk about the program "Change with a Purpose." UPDATE ON THE DOWNTOWN SITUATION The Commissioners discussed the downtown situation regarding the homeless population. Gunderson commented that he has heard from business people that there have been less issues and fewer homeless or travelers' in the downtown area. They attribute this to the new police presence and the Chamber actively saying "Don't donate to the pan handlers." Reid has heard that the smoking ban has also discouraged the presence of the unhoused. Parker acknowledged that Uncle Foods numbers has dropped significantly as it appears the amount of traveler's have dramatically dropped. LIAISON REPORTS DISCUSSION Council - Marsh reported that the Council has started their goal setting process. Affordable housing and the Housing Trust Fund is on that goal list. The Council is looking to match up funding sources with the most appropriate functions. The Verde Village project located at the old Ashland Greenhouses on Nevada is moving forward. The development includes a mix of single family homes, affordable housing and cottages totaling 68 housing units. Fifteen affordable units have already been developed. Fair Housing Ordinance is going to the Council at their July 19th meeting. Planning Commission is working on a cottage ordinance which might be of interest to the Commission. On August 28th at 3:00 P.M. the City is hosting a volunteer appreciation event at Oak Knoll. Commissioners are invited and are welcome to bring a guest. SOU - Mercier excited about the Fair Housing ordinance going to city council. ASSOU student government has a new president, his name is Collin Davis. Mercier is no longer part of ASSOU, but will continue in her role as commission liaison and is still interested in collaborating on developing a rental reference website. Staff - Reid said that next week she will be attending the Geos Institute Climate Change Vulnerability Accessibility workshop. Will report back. The Tiny House village in Medford is going to the City Council at the noon study session, the development is still being considered but having some opposition with the location. GENERAL ANNOUNCEMENTS MAY 26th 2016 METTING AGENDA ITEMS Quorum Check - Gina DuQuenne will be gone UPCOMING EVENTS AND MEETINGS Next Housing Commission Meeting - 4:30-6:30 PM; July 28, 2016 4:30-6:30 in the Siskiyou Room at the Community Development & Engineering Department located at 51 Winburn Way. ADJOURNMENT The meeting was adjourned at 6:30 p.m. Respectfully submitted by Carolyn Schwendener CITY OF ASHLAND Council Communication August 16, 2016 - Business Meeting Annual Renewal of Liquor Licenses FROM: Barbara Christensen, City Recorder, christeb a,ashland.or.us SUMMARY Approve annual renewals on liquor licenses as requested by Oregon State Liquor Commission. BACKGROUND AND POLICY IMPLICATIONS: There are approximately 100 applications that will need to be renewed between September and October 2016 as their license expires on September 30, 2016. Staff has reviewed the submitted list by OLCC for licenses that are eligible for renewal. All businesses that have current business licenses, current city's food and beverage tax (or have payment arrangements) and have no renewal fees owed, will be approved as they are made current. The Police Chief has reviewed the list of businesses and has no reason to not endorse all applicants. He noted that the Vinyl Club and Granite Tap House have been non-issues this past year for his department. OLCC have provided a deadline date of September 1, 2016 for submitting a written renewal recommendation. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Approve the OLCC renewal list for liquor licenses in ASHLAND that staff has determined are eligible for license renewal. SUGGESTED MOTION: Motion to approve OLCC renewal list for liquor licenses in ASHLAND that staff has determined is eligible for license renewal. ATTACHMENTS: OLCC License Renewal List Page 1 of 1 rr District 4 Renewals ASHLAND Page 1 License No./ Premises No. Tradename/Licensee/License Type Premises Address & Phone Premises Mailing Address Lic. 226511 7-ELEVEN STORE #2362-18154B 1281 SISKIYOU BLVD PO BOX 219088 Prem. 5602 BERNIE CHERRY ASHLAND, OR 97520 DALLAS, TX 75221 0 - OFF-PREMISES SALES 541-482-8496 - - - - - - - - - - - - - - - - - - - - - - - Lic. 225794 ABC KITCHEN 300 E HERSEY ST #12C 1153 TOLMAN CREEK RD Prem. 54162 ABC KITCHEN CATERING LLC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-292-4412 Lic. 225083 AGAVE - 5 GRANITE ST Prem. 53676 OCAT INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-1770 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 225843 ALBERTSON'S #573 2301 ASHLAND ST PO BOX 20 Prem. 21264 ALBERTSON'S LLC ASHLAND, OR 97520 BOISE, ID 83726 0 - OFF-PREMISES SALES 541-482-6320 Lic. 226696 AMUSE RESTAURANT 15 N FIRST ST Prem. 11197 AMUSE RESTAURANT INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 841-488-9000 - Lic. 224748 ANYA'S THAI BISTRO 33 N 3RD ST 4143 BARBARA JEAN WAY Prem. 50259 WARANYA SAMLARN ASHLAND, OR 97520 MEDFORD, OR 97540 L - LIMITED ON-PREMISES SALES 541-488-0281 - Lic. 226258 ASHLAND FOOD CO OP 300 N PIONEER ST 237 N 1ST ST Prem. 52341 ASHLAND FOOD COOPERATIVE INC ASHLAND, OR 97520 ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-482-2237 Lic. 226259 ASHLAND FOOD COOPERATIVE 237 N 1 ST ST Prem. 22636 ASHLAND FOOD COOPERATIVE ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-482-2237 Lic. 236845 ASHLAND HILLS HOTEL 2525 ASHLAND ST Prem. 55554 ASHLAND HILLS HOTEL LLC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-482-8310 Lic. 240382 ASHLAND HILLS HOTEL 2525 ASHLAND ST Prem. 55555 ASHLAND HILLS HOTEL LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-8310 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 225215 ASHLAND SPRINGS HOTEL 212 E MAIN ST Prem. 35175 MARK ANTHONY HISTORIC PROPERTY LL(ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-488-1700 Lic. 225216 ASHLAND SPRINGS HOTEL 212 E MAIN ST Prem. 35175 MARK ANTHONY HISTORIC PROPERTY LLCASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-1700 Lic. 225632 ASHLAND VALERO 2495 ASHLAND ST 1301 ESPLANADE AVE Prem. 22904 FAST BREAK OF OREGON LLC ASHLAND, OR 97520 KLAMATH FALLS, OR 97601 0 - OFF-PREMISES SALES 541-482-0337 Lic. 225762 ASHLAND WINE CELLAR 38 LITHIA WAY Prem. 8724 ASHLAND WINE AND SPIRITS LLC ASHLAND, OR 97520 O - OFF-PREMISES SALES 775-742-4200 Lic. 225873 BEASY'S ON THE CREEK 51 WATER ST #333 Prem. 25224 BEASY BOB INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 812-488-5009 ASHLAND District 4 Renewals Page 2 License No./ Premises Mailing Address Premises No. Tradename/Licensee/License Type Premises Address 8~ Phone 9 Lic. 225882 BEASY'S ON THE CREEK 51 WATER ST #333 Prem. 25224 BEASY BOB INC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 812-488-5009 Lic. - 226939 BEAU CLUB 347 E MAIN ST Prem. 6594 ANNRAE T. DREISZUS ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-1138 Lic. 225928 BI MOR #11 ASHLAND TEXACO 2371 ASHLAND BOX MEDFOR 1220 OR 97501 2 Prem. 39671 BI MOR STATIONS INC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-482-4422 - - - - - Lic. 225966 BI-MART #608 i - 2280 ASHLAND ST - - - PO BOX 2310 Prem. 6307 BI-MART CORP ASHLAND, OR 97520 EUGENE, OR 97402 0 - OFF-PREMISES SALES 541-482-8510 Lic. 226833 BONSAI TERIYAKI II - - 2305 ASHLAND ST #A - 301 C CRATER LAKE AVE Prem. 42894 SUTAE CORPORATION ASHLAND, OR 97520 MEDFORD, OR 97504 L - LIMITED ON-PREMISES SALES 541-482-2640 Lic. 231359 BOULEVARD COFFEE / STRATFORD INN 555 SISKIYOU BLVD Prem. 55156 STRATFORD LLC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-482-2151 _ _ _ _ _ _ _ _ _ _ _ _ _ - - - - - - - - - Lic. 225916 BRICKROOM 35 N MAIN ST 582 PARSONS DR Prem. 16881 BRICK ROOM LLC ASHLAND, OR 97520 MEDFORD, OR 97501 F-COM - FULL ON-PREMISES SALES 541-482-8818 _ _ - - - - - - - - _ - Lic. 225746 BROTHER'S RESTAURANT 95 N MAIN 642 SUTTON PL Prem. 11996 DURANT NEWTON ENTERPRISES INC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-9671 Lic. 236403 CAFE 116 116 LITHIA WAY #2 Prem. 55492 UU BOON TU LLC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-6414 Lic. - 226025 CALDERA BREWING COMPANY 590 CLOVER LN -PO BOX 3196 Prem. 50421 CALDERA BREWING COMPANY INC ASHLAND, OR 97520 ASHLAND, OR 97520 BP - BREWERY - PUBLIC HOUSE 541-482-4677 Lic. 226069 CALDERA BREWING COMPANY 590 CLOVER LN PO BOX 3196 Prem. 50421 CALDERA BREWING COMPANY INC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-4677 - _ - - _ - - - - - - Lic. - 226026 CALDERA TAP HOUSE 31 B WATER ST PO BOX 3196 Prem. 45829 CALDERA BREWING COMPANY INC ASHLAND, OR 97520 ASHLAND, OR 97520 BP - BREWERY - PUBLIC HOUSE 541-482-4677 Lic. 226070 CALDERA TAP HOUSE 31 B WATER ST - PO BOX 3196 Prem. 26210 CALDERA BREWING COMPANY INC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-944-2552 Lic. 225929 CAMPUS SHELL - BIMOR #12 1515 SISKIYOU - PO BOX 1220 Prem. 48148 BI MOR STATIONS INC ASHLAND, OR 97520 MEDFORD, OR 97501 0 - OFF-PREMISES SALES 541-292-4502 Lic. 226133 CHEVRON FOOD MART 2500 ASHLAND ST - 2520 FOOTHILL BLVD Prem. 24614 COLVIN OIL COMPANY INC ASHLAND, OR 97520 GRANTS PASS, OR 97526 0 - OFF-PREMISES SALES 541-488-4863 _ - District 4 Renewals ASHLAND Page 3 License No.l Premises No. Tradename/Licenses/License Type Premises Address & Phone Premises Mailing Address Lic. 226252 CHOZU BATH AND TEA GARDEN 832 A ST Prem. 44690 CHOZU BATH AND TEA GARDEN LLC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-552-0202 Lic. 226257 CHOZU BATH AND TEA GARDEN 832 A ST Prem. 44691 CHOZU BATH AND TEA GARDEN LLC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-552-0202 1951 ASHLAND ST Lic. 226957 CLUB 66-------T- Prem. 50815 MICHAEL ULIZZI ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-450-2656 226474 COQUINA 542 A ST Prem. 47730 COQUINA LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-404-7278 Lic. 226609 COQUINA 542 A ST Prem. 47729 COQUINA LLC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-404-7278 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 225025 CREEKSIDE PIZZA BISTRO 92 112 N MAIN ST PO BOX 809 Prem. 19531 PDH INC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-4131 Lic. 225512 CUCINA BIAZZI - - - 568 E MAIN ST Prem. 13363 HEART FRIENDLY INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-3739 Lic. 226921 EL PARAISO MEXICAN CUISINE 545 CLOVER LN Prem. 40340 JESUS NUNEZ ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-7788 - - - - - - - - - Lic. 227416 ELEVEN - - 11 N 1ST ST #101 Prem. 52937 SALTWORKS LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-905-1092 Lic. 227417 ELEVEN 11 N 1ST ST #101 Prem. 52936 SALTWORKS LLC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-905-1092 Lic. 225653 ELKS LODGE #944 ASHLAND - 255 E MAIN ST PO BOX 569 Prem. 6595 ELKS LODGE #944 ASHLAND ASHLAND, OR 97520 ASHLAND, OR 97520 F-CLU - FULL ON-PREMISES SALES 541-482-3911 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 226670 FLIP 92 N MAIN ST 57 N MAIN ST Prem. 54223 FLIP INC ASHLAND, OR 97520 ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-326-7480 Lic. 224810 GIL'S 175 N PIONEER ST 4814 DARK HOLLOW RD Prem. 54157 SENF STREET INC ASHLAND, OR 97520 MEDFORD, OR 97501 0 - OFF-PREMISES SALES 541-488-6139 - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 224811 GIL'S 175 N PIONEER ST 4814 DARK HOLLOW RD Prem. 54158 SENF STREET INC ASHLAND, OR 97520 MEDFORD, OR 97501 L - LIMITED ON-PREMISES SALES 541-488-6139 Lic. ' 226878 GRANITE TAPHOUSE 23 N MAIN ST Prem. 52502 GRANITE TAPHOUSE LLC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-708-5055 District 4 Renewals ASHLAND Page 4 License No./ Premises No. Tradename/Licensee/License Type Premises Address & Phone Premises Mailing Address Lic. 226897 GRANITE TAPHOUSE 23 N MAIN ST Prem. 52503 GRANITE TAPHOUSE LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-708-5055 Lic. 225790 GREENLEAF RESTAURANT 49 N MAIN ST Prem. 14719 ASHLAND HOMESTEAD CO ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-482-2808 Lic. 225791 GREENLEAF RESTAURANT 49 N MAIN ST Prem. 14719 ASHLAND HOMESTEAD CO ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-482-2808 - Lic. 226216 HAGGEN #2095 585 SISKIYOU BLVD PO BOX 20 Prem. 6310 HAGGEN OPCO NORTH LLC ASHLAND, OR 97520 BOISE, ID 83706 0 - OFF-PREMISES SALES 541-482-4495 Lic. 226433 HAPPY BOWL 1401 SISKIYOU BLVD #3 Prem. 54163 HAPPY BOWL LLC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-708-6588 Lic. 225754 HARVEY'S PLACE 50 / 52 E MAIN ST Prem. 52694 ASHLAND EATERY INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-9511 Lic. 225757 HARVEY'S PLACE 50 / 52 E MAIN ST Prem. 52693 ASHLAND EATERY INC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-488-9511 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 224447 HEARSAY 241 HARGADINE ST PO BOX 3306 Prem. 39082 ROUNDABOUT LLC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-4855 - - - - - - - - - - - - - - - - - - - - Lic. 227647 HOME STATE BBQ 376 E MAIN ST Prem. 52364 HOME STATE LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-690-7621 Lic. 227875 HOME STATE BBQ 376 E MAIN ST Prem. 52364 HOME STATE LLC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-690-7621 Lic. 227170 HOUSE OF THAI CUISINE - 1667 SISKIYOU BLVD Prem. 18424 HOUSE OF THAI CUISINE INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-2583 Lic. 224095 INDIGO CREEK OUTFITTERS 130 A ST #213 Prem. 54540 ROGUE CREATIONS LLC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-282-4535 Lic. 232110 JEFFERSON STATE OUTPOST - 1409 HWY 99 N Prem. 55248 JEFFERSON STATE OUTPOST INC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-552-1037 Lic. 226920 KOBE RESTAURANT - 96 N MAIN ST Prem. 41916 HARTO INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-8058 Lic. 227819 KOKUA TIKI BAR & GRILL 165 E MAIN ST Prem. 52589 KOKUA LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-7713 District 4 Renewals ASHLAND Page 5 License No.l Premises No. Tradename/Licensee/License Type Premises Address & Phone Premises Mailing Address Lie. 230556 LA BAGUETTE BAKERY 340 A ST #2 Prem. 55124 MERRILL L. SMITH ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-482-0855 Lie. 230557 LA BAGUETTE BAKERY - 340 A ST #2 Prem. 55125 MERRILL L. SMITH ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-482-0855 Lie. 227439 LA CASA DEL PUEBLO 1209 SISKIYOU BLVD Prem. 14094 DE LA CRUZ FAMILY MEXICAN RESTAURA(A15I1-ILbMD, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-6701 Lie. 226348 LIQUID ASSETS WINE BAR 96 N MAIN #201 & 202 96 N MAIN #201 Prem. 40297 RELIABLE RESOURCES INC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-9463 Lic. 226349 LIQUID ASSETS WINE BAR 96 N MAIN #201 & 202 96 N MAIN ST #201 Prem. 40296 RELIABLE RESOURCES INC ASHLAND, OR 97520 ASHLAND, OR 97520 0 - OFF-PREMISES SALES 650-493-0668 Lie. 226190 LOFT AMERICAN BRASSERIE & BAR 18 CALLE GUANAJUATO Prem. 46024 VIDALO SINGH LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-1116 Lie. 225117 LOUIES RESTAURANT & BAR 41 N MAIN ST 690 S MOUNTAIN AVE Prem. 5603 LOUIE'S BAR & GRILL LLC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-9701 - - - - - - - - - - - - - - - - - - - - - Lic. 226640 MARKET OF CHOICE #11 1475 SISKIYOU BLVD 2862 WILLAMETTE ST, STE B Prem. 35342 MARKET OF CHOICE INC ASHLAND, OR 97520 EUGENE, OR 97405 0 - OFF-PREMISES SALES 541-345-0566 Lie. 225226 MARTINO'S - - 58 E MAIN ST Prem. 15187 MACARONI INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-941-8118 Lie. 227327 MARTOLLI'S HAND TOSSED PIZZA 38 E MAIN ST Prem. 11997 BRADFORD PIZZA INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-480-6560 Lie. 227350 MARTOLLI'S HAND TOSSED PIZZA 38 E MAIN ST Prem. 11997 BRADFORD PIZZA INC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-480-6560 Lie. - 227349 MARTOLLI'S HAND TOSSED PIZZA SOUTH 1469 SISKIYOU BLVD #2A - - 38 E MAIN ST Prem. 53224 BRADFORD PIZZA INC ASHLAND, OR 97520 ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-482-1918 Lie. 227526 MCCALL HOUSE 153 OAK ST 1 LOUDON LN S Prem. 37844 MCCALL MCLAUGHLIN LLC ASHLAND, OR 97520 LOUDONVILLE, NY 12211 L - LIMITED ON-PREMISES SALES 541-482-2125 Lie. 225200 MIHAMA TERIYAKI GRILL - 1253 SISKIYOU BLVD Prem. 6314 MIHAMA INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-3530 Lie. 226874 MILAGROS FRESH MEXICAN 1465 SISKIYOU BLVD -1465 SISKIYOU BLVD Prem. 50033 MILAGROS MEXICAN LLC ASHLAND, OR 97520 ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-708-0190 District 4 Renewals ASHLAND Page 6 License No./ Premises No. Tradename/Licensee/License Type Premises Address & Phone Premises Mailing Address Lic. 226891 MILAGROS FRESH MEXICAN 1465 SISKIYOU BLVD Prem. 50034 MILAGROS MEXICAN LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-708-0190 - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 225326 MINUTE MARKET #5 304 N MAIN ST 610 E MAIN Prem. 5594 K & H ENTERPRISES INC ASHLAND, OR 97520 MEDFORD, OR 97501 0 - OFF-PREMISES SALES 541-772-1355 Lic. 225327 MINUTE MARKET #6 1690 SISKIYOU BLVD -610 E MAIN Prem. 5595 K & H ENTERPRISES INC ASHLAND, OR 97520 MEDFORD, OR 97501 0 - OFF-PREMISES SALES 541-772-1355 Lic. 226695 MIX SWEET SHOP 57 & 59 N MAIN ST 57 N MAIN ST Prem. 51728 MIX SWEET SHOP INC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-9885 Lic. 225572 MORNING GLORY 1149 SISKIYOU BLVD Prem. 25656 PATRICIA A. GROTH ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-8636 Lic. 227345 NEW GOLDEN DYNASTY RESTAURANT 1415 SISKIYOU BLVD Prem. 36488 NEW GOLDEN DYNASTY INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-0077 - - - - - - - - - - - - - - - - - - - - - - Lic. 224114 NORTHWEST PIZZA 1585 SISKIYOU BLVD Prem. 5599 ANANANA LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-2080 Lic. 225992 OAK KNOLL GOLF CLUB 3070 HWY 66 Prem. 35424 CITY OF ASHLAND ASHLAND, OR 97520 ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-482-4311 Lic. 225786 OAK TREE NORTHWEST T 2510 HWY 66 Prem. 27653 ASHCO INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-944-9853 Lic. 227011 OBERON'S THREE PENNY TAVERN 45 N MAIN ST Prem. 51201 OBERON'S LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-2316 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 230582 OMAR'S 1380 SISKIYOU Prem. 6158 OMAR'S INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-1281 Lic. 225056 OREGON CABARET THEATRE 241 HARGADINE ST PO BOX 1149 Prem. 16575 OREGON CABARET THEATRE INC ASHLAND, OR 97520 ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-8349 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 227759 OREGON SHAKESPEARE FESTIVAL 15 S PIONEER PO BOX 158 Prem. 9841 OREGON SHAKESPEARE FESTIVAL ASSOGISFIIOMD, OR 97520 ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-482-2111 Lic 226521 O'RYAN'S IRISH PUB - 137 E MAIN ST Prem. 6312 KOOBA GROUP LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-8572 Lic. 224497 PANDA GARDEN 1757 ASHLAND ST Prem. 21373 XIAO XIA YU ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-2940 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ASHLAND District 4 Renewals Page 7 License No./ Premises Mailing Address Premises No. Trade namelLicensee/Li cense Type Premises Address & Phone 9 Lic. 225014 PANGEA 272 E MAIN ST Prem. 28239 PANGEA GRILLS & WRAPS INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-210-5176 Lic. 227358 PEERLESS RESTAURANT 265 4TH ST 243 4TH ST Prem. 25942 PEERLESS GARDEN GRILLE & BISTRO ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-1082 - - - _ Lic. - 227418 PEERLESS RESTAURANT 265 4TH ST 243 4TH ST Prem. 30086 PEERLESS GARDEN GRILLE & BISTRO ASHLAND, OR 97520 ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-488-1082 Lic. - 237001 PIE & VINE - - - 358 E MAIN ST Prem. 36135 PASTA PIATTI INC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-488-5493 - - - - - - - - - - - - - - - Lic. 237002 PIE & VINE 358 E MAIN ST Prem_ 36135 PASTA PIATTI INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-5493 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - - - - - - - - - - - - - Lic. 224979 PLAZA INN & SUITES AT ASHLAND CREEK98 CENTRAL AVE- 2510 N PINES RD #1 Prem. 37225 PLAZA HOSPITALITY LLC ASHLAND, OR 97520 SPOKANE VALLEY, WA 9920E 0 - OFF-PREMISES SALES 541-488-8900 Lic. 224980 PLAZA INN & SUITES AT ASHLAND CREEK98 CENTRAL AVE - 2510 N PINES RD #1 Prem. 37224 PLAZA HOSPITALITY LLC ASHLAND, OR 97520 SPOKANE, WA 99206 L - LIMITED ON-PREMISES SALES 541-488-8900 Lic. 227634 RED ZONE SPORTS BAR N GRILL 303 E MAIN ST Prem. 48816 K & L ENTERPRISES LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-821-0916 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 224675 RITE AID #5385 2341 ASHLAND ST PO BOX 3165 Prem. 21428 THRIFTY PAYLESS INC ASHLAND, OR 97520 HARRISBURG, PA 17105 0 - OFF-PREMISES SALES 541-482-7409 Lic, 225748 RUBY'S NEIGHBORHOOD RESTAURANT 163 N PIONEER ST 163 N PIONEER ST Prem. 48939 DOG WEST COAST LLC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-7717 Lic. 226638 SALAME - 47 N MAIN ST Prem. 40951 SALUMI LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-708-5881 Lic. 226657 SALAME 47 N MAIN ST Prem. 40951 SALUMI LLC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-708-5881 227184 SAMMICH - 424 BRIDGE ST Prem. 51151 MCCORWIN LLC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-708-6055 Lic. 232421 SAUCE WHOLEFOOD CAFE - 1640 ASHLAND ST Prem. 49786 SAUCE WHOLEFOOD CAFE INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-482-5863 Lic. 235660 SCARPETTA 145 E MAIN ST 503 MAPLE WAY Prem. 55430 WRECKING BALL UNLIMITED LLC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 262-515-3944 District 4 Renewals ASHLAND Page 8 License No./ Premises No. Trade name/Licensee/License Type Premises Address & Phone Premises Mailing Address Lic. 224731 SENOR SAM'S 1634 ASHLAND ST Prem. 21267 SENOR SAM'S OF ASHLAND INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-1262 Lic. 226938 SESAME ASIAN KITCHEN 21 WINBURN WAY 21 WINDBURN WAY Prem. 45000 BEAM CONSULTING & VENTURES LLC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-292-6874 - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 224843 SHOP N KART WAREHOUSE FOODS 2268 ASHLAND ST Prem. 7015 S AND J REED INC ASHLAND, OR 97520 O - OFF-PREMISES SALES 541-488-1579 Lic. 227790 SMITHFIELDS PUB & PIES 23 S 2ND ST Prem. 47774 BERKSHIRE ENTERPRISES LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-7973 Lic. 227688 SMITHFIELDS RESTAURANT & BAR 36 S 2ND ST Prem. 47783 BERKSHIRE ENTERPRISES LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-4899 - Lic. 227785 SOUTHERN OREGON GROWLERS 345 LITHIA WAY 901 NW E ST Prem. 54853 SOUTHERN OREGON GROWLERS LLC ASHLAND, OR 97520 GRANTS PASS, OR 97526 O - OFF-PREMISES SALES 541-708-1026 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 227786 SOUTHERN OREGON GROWLERS 345 LITHIA WAY 901 NW E ST Prem. 54854 SOUTHERN OREGON GROWLERS LLC ASHLAND, OR 97520 GRANTS PASS, OR 97526 L - LIMITED ON-PREMISES SALES 541-708-1026 - Lic. 224780 SOUTHERN OREGON UNIVERSITY 1250 SISKIYOU BLVD Prem. 15309 SOUTHERN OREGON UNIVERSITY ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-552-8231 Lic. 227151 STANDING STONE BREWING CO 101 OAK ST Prem. 26218 STANDING STONE BREWING CO ASHLAND, OR 97520 BP - BREWERY - PUBLIC HOUSE 541-482-2448 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 227152 STANDING STONE BREWING CO 101 OAK ST Prem. 26218 STANDING STONE BREWING CO ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-482-2448 Lic. 224723 STAR SUSHI 2 293 E MAIN ST Prem. 50145 STAR SUSHI 2 LLC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-301-7020 - Lic. 225344 STOP N SHOP MARKET 110 LITHIA WAY - - - 3254 DELTA WATERS RD Prem. 46898 J & N PROPERTY INVESTMENTS LLC ASHLAND, OR 97520 MEDFORD, OR 97504 O - OFF-PREMISES SALES 541-488-9550 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Lic. 227103 SWING TREE BREWING COMPANY 300 E HERSEY ST #7 Prem. 51501 SWING TREE BREWING COMPANY INC ASHLAND, OR 97520 BP - BREWERY - PUBLIC HOUSE 541-591-8584 Lic. 237217 TAJ INDIAN CUISINE 31 WATER ST Prem. 39387 DOSANJH HOLDING LLC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-5901 Lic. 227189 TAQUERIA PICARO 76 N PIONEER Prem. 16103 TB3INC ASHLAND. OR 97520 F-COM - FULL ON-PREMISES SALES 541-708-6565 District 4 Renewals ASHLAND Page 9 License No./ Trade name/Li censee/License Type Premises Address & Phone Premises Mailing Address Premises No. Lic. 224696 TAROKO 62 E MAIN ST Prem. 48194 TAROKO LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-7108 Lic. - 226919 THAI PEPPER 84 N MAIN ST Prem. 17565 PEPPER INC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-8650 - - - Lic. 225936 THE BLACK SHEEP PUB & RESTAURANT 51 N MAIN ST - 6915 RAPP LN Prem. 21965 BLACK SHEEP ENTERPRISES INC ASHLAND, OR 97520 TALENT, OR 97540 F-COM - FULL ON-PREMISES SALES 541-535-7007 Lic. 224667 THE GREAT AMERICAN PIZZA CO 1448 ASHLAND ST Prem. 19773 THEY INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-7742 Lic, 224658 THE PLAYWRIGHT A PUBLIC HOUSE 258 A ST #3B Prem. 35841 THIS LITTLE PIGGY LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-9128 _ - - _ - _ - - - - - Lic. - 226881 THE WINCHESTER INN 35 S SECOND ST Prem. 12087 WINCHESTER INN LLC ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-488-1113 - _ - - - - - - ` - - - Lic. 226900 THE WINCHESTER INN 35 S SECOND ST Prem. 12087 WINCHESTER INN LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-1113 Lic. 225138 TOT RESTAURANT - 310 OAK ST #1 Prem. 50621 THIS LITTLE PIGGY LLC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-488-7986 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - - - - - - - - - - Lic. 226780 TUDOR GUILD - - 66 E MAIN ST #2 15 S PIONEER ST Prem. 50964 TUDOR GUILD INC ASHLAND, OR 97520 ASHLAND, OR 97520 0 - OFF-PREMISES SALES 541-482-0940 Lic. 224595 UMI SUSHI OF ASHLAND - 29 N MAIN Prem. 50914 UMI SUSHI OF ASHLAND INC ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 503-701-9556 _ _ - - - - - - - - - - - - - Lic. 226926 VINYL CLUB 130 WILL DODGE WY Prem. 36367 TRUSTUS LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-1690 Lic. 224953 WATER STREET CAFE - 40 N MAIN - - 667 WALNUT Prem. 40359 RUFF HILL LLC ASHLAND, OR 97520 ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-941-7647 Lic, 225361 WILD GOOSE CAFE & BAR 2365 HWY 66 - PO BOX 3405 Prem. 6593 JOLLY DOG TAG INC ASHLAND, OR 97520 ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-4103 Lic. 232305 WILEY'S TRATTORIA - - 1606 ASHLAND ST Prem. 26964 WILEY'S TRATTORIA LLC ASHLAND, OR 97520 F-COM - FULL ON-PREMISES SALES 541-488-0285 - - - Lic. 225526 YUAN YUAN RESTAURANT 2270 ASHLAND ST Prem. 21574 DANIEL GAN ASHLAND, OR 97520 L - LIMITED ON-PREMISES SALES 541-482-8220 CITY OF ASHLAND Council Communication August 16, 2016 - Business Meeting Special Procurement for the purchase of Polymer for the WWTP FROM David Gies, waste water treatment plant supervisor, david.gies@ashland.or.us SUMMARY This "Contract-specific Special Procurement" will allow the Wastewater Treatment Plant to directly award a contract to Polydyne for the purchase of clarifloc C-6286 (Polymer). This chemical is used at the WWTP to assist with the "thickening" of biosolids which removes excess water from the solids. The excess solids that are generated are in the 1-2% range and after being treated with this polymer, the solids are thickened to approximately 20%. Therefore, fewer loads of biosolids are hauled to Dry Creek Landfill as a result of using this polymer. The need for polymer may fluctuate from year to year or season to season based on sludge characteristics. This polymer continues to perform well and is the best product for the application. BACKGROUND AND POLICY IMPLICATIONS: A Special Procurement is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. The attached and completed special procurement, approval request form is attached for your review and consideration. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model Rules except for the following: G. Special Procurements - a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 27913.055, 27913.060, 27913.065, 27913.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 27913.085 and all other applicable provisions of law. FISCAL IMPLICATIONS: The wastewater treatment plant has budgeted $60,000 for polymer for FY 2017. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that the "contract-specific special procurement" be approved. Page l of 2 ~r CITY OF ASHLAND SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the public contract award to Polydyne for clarifloc C-6286 (polymer). ATTACHMENTS: Form 99, Special Procurement, Request for Approval Page 2 of 2 pl Ir CITY OF FORM #9 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: David Gies, Wastewater Treatment Plant Supervisor Date: August 16, 2016 Subject: QUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS27913.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Wastewater Treatment Plant 2. Department Contact Name: David Gies 3. Type of Request: Class Special Procurement X - Contract-specific Special Procurement 4. Time Period Requested: From July 1, 2016 To: June 30, 2021 5. Total Estimated Cost: $60,000 is budgeted for Polymer for FY 2017 Note: The need for Polymer may fluctuate from year to or season to season based on sludge characteristics. 6. Short title of the Procurement: POLYMER CHEMICAL Supplies and/or Services or class of Supplies and/or Services to be acquired: The chemical being acquired is Polydyne Clarifloc C-6286 (Poles). This chemical is used at the WWTP to assist with the "thickening" of biosolids which removes excess water from the solids. The excess solids that are generated are in the 1-2% range and after being treated with this polymer, the solids are thickened to approximately 20%. Therefore, fewer loads of biosolids are hauled to Dry Creek Landfill as a result of using this polymer. 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: Not all polymer works the same. Finding the right polymer product is done by testing the solids and doing "jar tests" to see what works best for a specific application. When the WWTP Form #9 - Special Procurement - Request for Approval, Page 1 of 3, 8/9/2016 reconstruction was complete, numerous manufacturers of polymer products were contacted and "jar tests" were performed using the different polymers. It was determined at that time that the Polydyne Clarifloc C-6286 was the best product for this application and it has been continually effective in thickening the biosolids The Special Procurement that was approved July 21, 2012 by the Council is due to expire June 20, 2016 Proposed procedure: The proposed contracting procedure is "direct award" for a term of five fiscal years 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. "Jar tests" were performed using various polymers provided by numerous manufacturers. And, at that time, it was determined that the Polydyne Clarifloc C-6286 was the best product for this application. 9. Findings to Satisfy the Required Standards: This proposed special procurement: _X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: It is unlikely to diminish competition, because numerous manufacturers were contacted when the "jar tests" were performed using the different polymers, and it was determined at that time, after testing various polymers, that the polymer manufactured by Polydyne was the best fit for the application. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and (b)(i) will result in substantial cost savings to the contracting agency or to the public because: (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or _X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 27913.055, 279B.060, 27913.065, or 279B.070, or any rules adopted thereunder because: At this time, there is no need to conduct "jar tests" in search of another polymer that will perform in the same manner. The polymer being used has continued to perform well and is meeting the needs of the WWTP. (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, 8/9/2016 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on.www.ashland.or.us - [If approved August 17. 2016] PUBLIC NOTICE Approval of a Special Procurement First date of publication: [If app oved, August 17, 2016] A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on [If approved, At[gttst 16, 2016]. This "Contract-specific Special Procurement" was processed to seek an exemption from the competitive bid process to directly award a contract to Polydyne Inc. for the acquisition of Polydyne Clarifloc C-6286 (Polymer) for a term of 3 years. This chemical is used at the WWTP to assist with the "thickening" of biosolids which removes excess water from the solids. The excess solids that are generated are in the 1-2% range and after being treated with this polymer, the solids are thickened to approximately 20%. Therefore, fewer loads of biosolids are hauled to Dry Creek Landfill as a result of using this polymer. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 27913.055, 279B.060, 27913.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, David Gies, Wastewater Treatment Plant Supervisor, 20 East Main Street, Ashland, Oregon, 97520. The seven (7) protest period will expire at 5:OOpm on [ifpthlished Aitgitst I T', the date 1vill he Artgrtst 24, 2016]. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement - Request for Approval, Page 3 of 3, 8/9/2016 CITY OF ^AS H LA N D Council Communication August 16, 2016, Business Meeting Siskiyou Blvd. and Tolman Creek Rd. Four-Way Stop Controlled Improvements FROM: Scott A. Fleury, Engineering Services Manager, Public Works, scott.fleury(Aashland.or.us SUMMARY This is an update and a request for Council support for a traffic control change for the intersection of Siskiyou Blvd. and Tolman Creek Rd. The Oregon Department of Transportation (ODOT) and Public Works have received numerous complaints regarding the safety of the intersection over the past few years. To improve both safety and the operation of the intersection ODOT has proposed to convert the intersection from two-way stop controlled to four-way stop controlled. The Transportation Commission has reviewed and expressed its support for this change and recommended that the Council. offer a similar expression of support. BACKGROUND AND POLICY IMPLICATIONS: The Siskiyou Blvd. and Tolman Creek Rd. intersection is under the jurisdiction of ODOT. Previously ODOT contacted City staff regarding support for conversion of the intersection from two-way to four- way stop controlled. In order to determine an overall level of support for the project, staff informed ODOT of plans to notify citizens and hold a public hearing at a future Transportation Commission (TC) meeting. The City's consultant traffic engineer, Kim Parducci and ODOT traffic engineers are also in complete support of the traffic control change. At the January 28, 2016, TC meeting staff informed the Commission of ODOT's desire to convert the intersection and that staff would set up a public hearing for input and discussion. Citizen notifications were sent out to adjacent residences along the Tolman Creek Rd. corridor for the meeting. On March 24, 2016, the TC held a public hearing to discuss the conversion of Siskiyou Blvd. and Tolman Creek intersection from two-way stop control to four-way stop control. Numerous residents attended the meeting and voiced their support for the conversion. ODOT did not have the striping and signage designed so the TC recommended moving forward with design development based on positive citizen support. At the March meeting the TC moved as follows: Recommend that ODOT enter into the design phase or the four-way stop at Siskiyou and Tolman. All in favor. At the May 26, 2016, Transportation Commission meeting, the group reviewed a conceptual design generated by ODOT and asked questions of Dan Dorrelt.. ODOT's traffic engineer. The conceptual design created by ODOT included all appropriate signage and striping. Page 1 of 2 CITY OF ASHLAND After the discussion the Commission moved as follows: To approve the conceptual design at Tolman Creek and Siskiyou Blvd and recommend to Council to support the change to a four-way stop. In addition to the conversion for a four-way stop, the TC recommended staff/ODOT look into the possibility of handicap ramp improvements in order to shorten the crossing distance across Siskiyou Blvd. City engineering staff are currently in the process of analyzing the possibility, but expect the four-way stop conversion to occur prior to any construction improvements. ODOT plans to move forward with the intersection control change shortly before the fall school session begins. COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: ODOT will cover costs associated with sign and striping installation for the conversion of the intersection to four-way stop controlled. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends the Council support installation of a 4-way stop at the Siskiyou Blvd. and Tolman Creek intersection. SUGGESTED MOTION: I move to support installation of a four-way stop at the Siskiyou Blvd. and Tolman Creek Rd. intersection. ATTACHMENTS: Southern Oregon Transportation Engineering Memo Oregon Department of Transportation Letter Transportation Commission Meeting Minutes-April 28, 2016 Transportation Commission Meeting Minutes-March 24, 2016 Page 2 of 2 ~ PIA TRANSPOXATION ~ts 4;WHtZA1K ILK Memorandum S.O. Transportation Engineering, LLC 112 Monterey Drive To: Mike Faught, Public Works Director Medford, OR 97504 Date: 01 /20/2016 Telephone 541.941.4148 Fax 541.535.6873 Subject: Tolman Creek Road / Siskiyou Boulevard Intersection Analysis Kwkp1@Q.com Southern Oregon Transportation Engineering, LLC prepared an intersection analysis for the intersection of Tolman Creek Road and Siskiyou Boulevard. The analysis was prepared to address citizen complaints and evaluate the impacts of implementing a 4-way stop. Background The intersection of Tolman Creek Road and Siskiyou Boulevard is currently a two-way stop controlled (TWSC) intersection with Tolman Creek Road stopped in the northbound and southbound directions. Citizen complaints include excessive speeding on Siskiyou Boulevard, increased traffic, and difficulty crossing at the intersection of Tolman Creek and Siskiyou Boulevard (See ODOT complaint letter). The citizens asked to have three things evaluated, which include: 1. Implementation of an all-way stop at the intersection of Tolman Creek and Siskiyou Boulevard. 2. Implementation of speed tables or speed humps. 3. Increased police presence. Analysis Results We counted the intersection of Tolman Creek Road and Siskiyou Boulevard in October of 2015 during the p.m. peak period (3:00-6:00 p.m.) and gathered crash data for the most recent five year period. The City of Ashland provided daily traffic volumes and 85th percentile speeds along Siskiyou Boulevard. We used this information to evaluate current conditions as well as what, if any, the impacts of an all-way stop controlled (AWSC) intersection would be. Our results and are provided in the following findings: 1. The intersection currently operates at a level of service (LOS) "C" as a TWSC intersection with a volume-to- capacity ratio (v/c) of 0.21 for the northbound shared left/through/right movement. The intersection operation improves to a LOS "B" as an AWSC intersection, but the v/c ratio for the eastbound left turn movement increases to 0.42. Intersection operations under both scenarios are within City and State performance standard minimums. 2. Queuing simulations showed that the longest queue length (stacking of vehicles) as a TWSC intersection occurred in the northbound direction during the p.m. peak hour and resulted in a 95th percentile queue length of 75 feet or the equivalent of three vehicles. All other movements were 50 feet or less. As an AWSC intersection, the queues were shown to increase for the eastbound shared left/through/right movement (100 feet), westbound left/through movement (75 feet), and westbound right movement (25 feet). These increases in queue length would be expected as a result of changing from free movements to stopped movements, but none were shown to exceed their link distances or have any adverse impacts downstream. 3. Crash data showed five crashes within a five year period, with four of the five being angle or turning movement collisions and three of the five being in the month of September. There was no time of day pattern. Four of the five collisions occurred during daylight under clear weather conditions. 4. The 85th percentile speed on Siskiyou Boulevard was measured by Ashland Public Works to be 31 miles per hour (mph) with an average speed of 25 mph. The posted speed limit is 35 mph on Siskiyou Boulevard and 25 mph on Tolman Creek Road, but reduces to 20 mph on school days between the hours of 7am-5pm. 5. Sight distance is restricted on the northbound stopped approach when looking to the east due to an intersection skew. Analysis Recommendations and Conclusions From an operational standpoint, the intersection operates within acceptable performance standards under existing conditions, but several improvements were shown to occur if the intersection were to change to an AWSC intersection. Some of these improvements included lower delay for intersection movements, reduced speeds along Siskiyou Boulevard as a result of vehicles slowing to a stop at Tolman Creek, improved safety for the northbound approach (which has limited sight distance under existing conditions), and improved safety for pedestrians crossing at the intersection. Additionally, an AWSC intersection is a common interim step taken before implementation of a traffic signal, if at any point a traffic signal is considered at this location in the future. At this point, we wouldn't recommend speed humps because speeding is not shown (at least from the data we have) to be excessive, but we always encourage police enforcement. We hope this addresses citizen concerns and provides the background necessary for the City to move forward with implementation of an AWSC intersection. Please feel free to contact us with any further questions or concerns. Southern Oregon Transportation Engineering, LLC ' f Kimberly Parducci, PE PTOE Firm Principal Attachments: Tolman Creek Road and Siskiyou Boulevard intersection Aerial Memorandum Page 2 s Ore on 9 Department of Transportation Region 3 Traffic Kate Brown, Governor 100 Antelope Road 97503 Phone 541-774-6350 Fax 541-774-6349 MEMORANDUM TO: Scott Fleury 3-9-16 Ashland City Engineer FROM: Dan W. Dorrell, P.E. District 8 ODOT Traffic Engineer SUBJECT: Request for four way stop at Siskiyou Blvd. and Tolman Creek We have had multiple requests over the years from Bellvue School to do safety improvements along Siskiyou Boulevard. We are still making improvements for safety, such as the dynamic warning sign we are about to install "YOUR SPEED IS" with radar, to try and slow drivers down. The intersection of Tolman Creek and Siskiyou Boulevard has a skew angle that impedes sight distance, along with the parked vehicles, and buildings, and vegetation. ODOT requested to make this a four way stop last fall. This is a simple solution that will make it safer for kids walking to school, and will slow down traffic travelling through the area on Siskiyou Boulevard. We have made many improvements over the years that have been requested by Tom, the community service officer. Throughput on a low level District highway like this is not a priority for ODOT, access and safety are the main focus of this type of facility. We request that Ashland support ODOT in letting us move forward with making this a four way stop. ASHLAND TRANSPORTATION COMMISSION MINUTES April 28, 2016 CALL TO ORDER Graf called the meeting to order at 6:08pm Commissioners Present: Danielle Amarotico, Dominic Barth, Joe Graf, David Young, Corinne Vieville, Alan Bender, and Sue Newberry Council Liaison Absent: Stef Seffinger SOU Liaison Present: Janelle Wilson Staff Present: Scott Fleury, Kyndra Irigoyen, and Mike Faught Staff Absent: None ANNOUNCEMENTS None. APPROVAL OF MINUTES Approval of March 24, 2015 minutes The minutes were approved as presented. ADJUSTMENTS TO THE AGENDA None. PUBLIC FORUM Phil Miller, 129 S. Laurel St. He said he sent an email to some of the commissioners about the corner of Almond St. and S. Laurel St. He said it is way past the time for dealing with the dust problem here. His yard and vehicles are covered in thick dust every day and gravel is abundant. There needs to be a solution immediately. Heavy trucks tear up the corners and dust rises 1 Oft high on a dry day; he included photos from the street. Last year an attempt was made by the street sweeper to sweep and vacuum the gravel, which created choking clouds of dust. He and his wife have been diagnosed with asthma and he thinks it is from the dust. He said they need assistance in getting the dust problem under control and that we cannot wait for grants that are years out. Bender said he can attest to this, as he lives a block away from this area and the dust is bad. Faught said he received the email today and will forward it to the commission. Louise Shawkat, 870 Cambridge St. She said the City is developing a climate and energy action plan, thus all aspects of city operations need to be thinking of how to contribute to the success of the plan. The goal of the plan is to change the behavior of all citizens to reduce greenhouse gas emissions. Transportation is a primary contribution to climate change. As the role of the Transportation Commission is to advise the City Council on transportation related issues, relating to safety, planning, funding, and advocacy for bicycle, transit, parking, pedestrian and all other modes of transportation. An important component of the commission's role is to reduce emissions from vehicles. She said education could be a piece of the commission's contribution to greenhouse gas reduction. Citywide education and eco driving would include changing drivers' behaviors, which could reduce fuel consumption on average by 10%. She says she is using the term eco driving for two reasons: first, we must consider ecological and environmental issues in our actions and secondly, we need to incorporate the idea of economics, which is an added benefit of employing these techniques. NEW BUSINESS Car Share-Zip Car SOU Fred Creek, from Southern Oregon University (SOU) stated he brought this program to SOU about a year ago. He has been in the parking business for the past 18 years. They are averaging about 30 users per month for two cars. He said this is great considering it is a new program and has not been promoted heavily, this shows a need for the program. He is trying to reduce the number of cars on campus, especially for the freshman population. There has Transportation Commission April 28, 2016 Page 1 of 9 been 341 reservations, 1598 hours of use, 17,656 miles driven, and 52 miles average distance driven per reservation. The average cost per reservation is $32. In the last year, 118,400 pounds of C02 reduced carbon emissions, which is a good step in the right direction. Graf asked about the faculty use. Creek said 90% of users are students use it. He said a few citizens have used them and they have some corporate users who come into town for business. Bender said on average these people are probably driving to Medford. He asked if Creek saw expansion outside of student use. Creek said Zip Car is excited about the participant level we have. There is a grant through the Ford Corporation and Zip Car that the university receives which helps to reduce the first initial fee by $35. Each user has to pay $25 to enroll in the program. Creek said he wants to get the freshman population into using the transportation that is available instead of bringing their own. Young asked if a user only has to sign up once to use zip car anywhere. Creek said yes, there is only one sign up. Young said this is something that has no limit and has many community applications as well. He asked about capacity and if students have had a hard time reserving the car. Creek said there has been a couple of times when students have been waiting for the car to return to campus in order to use it. He said Zip Car has a formula for when a new car will be implemented. Young said this is the trend of the future and having it at SOU is great for a mini model. Creek said he is hoping to add one or two more cars to the program. Barth asked if this were to expand, could there be dedicated parking spots and would this be an issue. Faught said we could look at that and work with SOU if needed. Fleury asked if Zip Car did all the mechanical maintenance. Creek said yes they do. Nevada Bridge Connection Project Faught reviewed his presentation on the design options for the bridge. The proposed bridge has been in the Transportation System Plan (TSP) since 1998. When the 2012 plan was completed, this project became a high priority project for the community. There are three options for the bridge. It will be a 200 ft. span across the creek, a total length of 650 linear feet of improvements. East Nevada St. is designated as a collector and is designed to carry more traffic volume in the future. The number of trips per day for a collector is between 3,000 and 10,000. We have been working on this since 2012. We have secured a $1.5 million dollar grant, and there is another million dollars in System Development Charges (SDC) for this project. The project funding needs an additional $3 million total. He displayed aerial photos of the road. The greenway is planning to extend through to the other side of Ashland Creek and to the area of the proposed bridge. This bridge would allow the extension for the greenway. The bridge would allow children to walk to school vs. parents having to drive their children to school. He said that RVTD was here a few months ago explaining that without this connection, Route 8 would not work. This could be another bypass for people who live in town. It is a much easier connection to go across Oak St. and hit Eagle Mill Rd. and not use N. Main. St. If this bridge were to be built it would reduce traffic on N. Main St. and little bit on the freeway, while increasing traffic on this bypass. There are three options for the bridge. Option A will cost $6 million and is a standard bridge or cross-section. It would have sidewalks and bike lanes on both sides. Option B is a bike boulevard and will cost $5 million. This option has the bike lane and sidewalks on one side of the bridge. It reduces conflicts for cars and pedestrians while moving across the bridge and there would be a barrier separating the pedestrians and the cars. Option C will cost $6.3 million and contains two bridges, one for pedestrians/bicycles and one for vehicles. Newberry asked for clarification on collector. Faught said a boulevard is a street like N. Main St. and is meant to collect high volumes of traffic and designed to bring all the residential traffic into the primary area. A collector is the next level and designed for high volumes of traffic between 3,000 and 10,000 trips a day. The idea is to collect all the traffic from residential areas. The next step outside of that are residential collectors, which move traffic to the collector. Amarotico asked if there was more funding available for option C to build two separate bridges. Faught said there is not enough funding. Vieville asked about a designated truck route. Faught said it is designed to carry the load like Transportation Commission April 28, 2016 Page 2 of 9 any other collector but will not be designated as a route for trucks. Young asked if this is a done deal, depending on what option we use. Faught said we have discussed this before and that we are a long way down the road. All of the conversations have been included in packets from the Planning Commission and from the City Council discussions, We are on the road to secure more grant funding. When there is community involvement we give the opportunity to citizens to give input, but we have moved quite far on this project since 2012. Young asked if there is an option just for a pedestrian bridge. Faught said no, we have only looked at an option that includes a vehicle bridge. Young asked if there has been a real estimate of cost. Faught said the engineers have walked through unit costs of the project, so the estimate is good at this point. Bender asked for more clarification on RVTD's stance for the bridge. Faught said RVTD updated the commission on transit a couple of months ago and said RVTD cannot make Route 8 happen without the bridge. Graf wonders if the streets on either side of the bridge need to be updated since this is a collector. Faught said this was addressed in the TSP; East and West Nevada Streets will not need to be updated. Graf asked for more clarification on the amount of funding we have for this project, Faught said we have $1.5 million in grant funding and $1 million in SDC money so far. Graf said after we receive public input and information from everyone, we will then as a commission discuss what our recommendations are for the next steps and decide if we need more information or more questions answered by staff. Faught said the money for this project is coming from $3.25 million in grants. He also stated we have hired Al Densmore to look for additional grant money and we have looked at borrowing money to pay that with our existing street funds. Public Testimony: Mark Knox, 485 W. Nevada St. He works on E. Nevada St. and it takes him 2.2 miles using the Eagle Mill Way route or 2.4 miles using the Hersey St. route to get to work from where he lives. One route takes six minutes and the other takes eight minutes. If the bridge were to be built it would take 1.8 miles and 4 minutes to get to work, with a 50% reduction in carbon emissions. He mentioned he sent a packet of information about the needs for the bridge and justifications for the bridge to the commission. He feels the bridge will help connect people; we have great north/south connection patterns, but not great east/west patterns. This will help to reduce congestion on certain streets. He is in support of the bridge. This is about reducing congestion and moving people around. There has been a substantial amount of growth in Ashland over the last 20 years, but we have not had many infrastructure changes to accommodate that, Tom Regler, 275 E. Nevada St. He lives right next to the proposed bridge. One thing he would like to address, with the completion of the salmon ladder, a $1.7 million project; it has made it a very beautiful and sacred place. He would hate to see the bridge built due to the pollution it would cause to the creek because we actually have salmon back now. He would like to see a bicycle and pedestrian bridge. He said there is not any photos about that side of the creek and he is curious as to why that is. It does not show how close it is coming to the proximity of his home or his neighbors' homes and he asked about elevation. Faught said we had an architect give us an idea of what this would look like. The plan is to shift the road 15 ft. to the south so there will be access to the homes that come up on the side of the bridge. We are not in full design mode yet. Fleury said an exact elevation is not available yet. The estimates are for 3 ft. above the 100-year water surface elevation, which will allow debris to flow under it and create a no rise impact for a 100-year storm event for this location. Hegler said he is very knowledgeable about the 100-year flood plain because he has lived there for 12 years. He wonders how we are going to make sure this bridge will stay out of the 100-year flood plain. Fleury said if we move into a more formal design phase, this would be evaluated using the environmental and hydraulic modeling. Transportation Commission April 28, 2016 Page 3 of 9 Spike Breon, 295 E. Nevada St. He said he wanted to address the traffic going from Mountain Meadows to Helman School. If there is a pedestrian/bike bridge the kids can get to school that way, if it rains, they can take the school bus, which runs down Mountain Ave. to Hersey St. and back over to Helman St. and up so there will not be any need for cars to go across it. We do not need a $5 million bridge for 4-5 kids that go to school there now. When he looked at the flood zone, it looked like the bridge was in the 100-year flood zone. He said the City would need a certification from FEMA that the bridge is not going to raise the base flood level, if it is, you have to get an exception from them. He said a bike and pedestrian bridge could be big enough to allow an emergency vehicle or a bus. There are designs that allow only emergency vehicles to get over, such as putting in a barrier or a large hump in the road. Marty Breon, 295 E. Nevada St. She apologized for having misspoken when she first learned about the bridge. She said she has started to see the big picture and she understands this bridge idea has been floating around for the past twenty years. In her defense, no one else knew about it either. She hopes that since this is the initial meeting to find out the details, that we take the time to think about it and not to make any decisions too quickly. She supports a bicycle and pedestrian bridge, or emergency access. She asked everyone to give it time. Kirk Pearson, 1150 Oak St. He lives at the corner of W. Nevada St. and Oak St. His concerns are traffic wise. There is a lot of traffic on Oak St. and Mountain St. It seems like Hersey St. and Eagle Mill are collectors for that. There is a lot of traffic coming in from Eagle Mill, going under the freeway and up to Mountain Ave. and he would prefer that route get improved. On Oak St. and Nevada St. there would have to be some kind of stop sign to allow traffic to make the left hand turn. He said he could see traffic backing further up the street. He would like to see a bicycle and pedestrian bridge. His concern with that is that the foot and bicycle traffic would increase. He said that 3,000 cars on this street sounds crazy. Tom Marr, 955 N. Mountain Ave, He has lived here for more than 20 years and has been in the Ashland area for more than 40 years. He said he opposes this bridge project for vehicles. He said introducing through traffic, in what is now a family neighborhood with schoolchildren, transcending to a retirement community. N. Mountain Ave. already has a bad hump that is hard to see over where there is a crosswalk. Increasing traffic is going to increase the probability of dangerous accidents. Increasing traffic on N. Mountain Ave. where there are baseball fields occasionally causing foul balls to go into the street with children running after them. He does not think the streets will be able to handle this amount of traffic. The streets are narrow with sharp curves and does not seem feasible. He does not feel this project represents the direction the City is currently going in, towards road diets and conservation in general. It does not represent the global issue of declining fossil fuels and increased climate change and it further increases the use of vehicles. He supports a pedestrian and bicycle bridge only. Stephany Smith Pearson, 1150 Oak St. She opposes a vehicle bridge. She said the traffic on Oak St. is atrocious. Even though there are speed bumps, people drive 40-50 MPH up and down the street. She has seen people pass on this street and near accidents here all the time. There are a lot of kids that go up and down Oak St. These roads are not prepared to take on this amount of traffic. She thinks this is a backwards step, for a city that is supposed to be green and committed to environmental causes. She thinks the money could be better spent on something else like an electric trolley or other options. She is very supportive of a pedestrian and bicycle bridge, but letting vehicles cross the bridge is not in the best interest of the town and does not uphold our best values. Nancy Driscoll, 348 Fair Oaks Ave. and Felising Bietz, 924 Kestrel Parkway Driscoll said she lives in the 300-year flood plain, which is rapidly becoming a 100-year flood plain, and engineering is going to be expensive. Bietz said she looked at all the different options for the E. Nevada St. Bridge, and with it being such a narrow road it is hard to visualize more traffic on this road. When driving to her home, very often there are cars coming up, and she has had to back up and pull off to the side of the road to allow a big truck to pass her. She realizes that some of her neighbors park their cars behind their homes, so she cannot imagine all of this traffic going up and down E. Nevada St. She would really like to see a path for pedestrians and bicycles, but does not see the reasoning behind building a bridge for vehicles. Discroll said many of the comments made tonight are very valid Transportation Commission April 28, 2016 Page 4 of 9 comments. She rides her bike and tries not to use her car. She lives at the bottom of a new development that is becoming a 90% impermeable surface and is increasing in volume and velocity of the water entering the creek, She said she has watched two floods in the past 12 months that covered the lower part of Kestrol and entered the mitigation pond that is being filled with silt due to drag out. To put a bridge there and add more pollution and cars there seems crazy. David Helmich, 468 Williamson Way and James Flint, 355 Fair Oaks Flint said he can see the pros in providing the east and west connection. He is against the project as outlined in A, B, and C and does not see how spending $6 million in this area is a benefit. It would take a lot of time to reduce carbon emission, from the few people who work on the east side and travel to the west side. He sees the advantage of having a pedestrian and bicycle bridge but he is against spending money on a vehicle bridge. He is not in favor of spending money just because it can be acquired or because it is available. Helmich said he is a retired civil structural engineer. He is concerned there has not been enough preliminary work done for the project. He has not heard from staff that they have accurate topography and flood evaluations and have actually tried them out against some various, possible geometry. Therefore, they cannot speak with certainty with the length of the bridge that is required. That calls into question, all of their numbers. The priority that was set in 1998 is difficult to understand. From what he understands, we need a second way to fight fires in Mountain Meadows. If that is what is necessary, that does not require two traffic lanes and all that goes with it. If you provide for one-way access, that is a 14 ft. bridge, it is probably longer than 200 ft. He is not sure that building a pedestrian bridge will fit into $5 million. He strongly urges them to not look at this any further until they have a conceptual design, when 20% or 25% contingency is met. Valeri and Greg Williams, 744 Helman St. Valeri said we have just closed down one street and looking at closing down another street to reduce vehicle transportation, and then looking at spending over $6 million to increase vehicle transportation, so that does not make any sense. She thinks the priorities they had back then have changed. To spend that much money on a project that is going to run through a residential community does not make any sense when the City could be funding other things. We have roads that need repair, a bridge on Nevada St. that is way under sized, if there is a flood it could be washed out, and then we do not have transportation from Verde Village. Based upon a study done by OTAC, saying that the bridges need to have 3,100 CFS clearance, and that bridge does not have that. She recommends that the commission look at other transportation issues and prioritize. Bicycle/pedestrian path makes sense, but a vehicle bridge does not. Graf asked if she was referring to the road diet in downtown Ashland (the two lane to three lane) and the bridge she is referring to is the bridge over Ashland Creek on Nevada St. between Helman and Oak. She said yes. Greg said the bridge they are talking about over Ashland Creek washed out in 1974. In 1997 it almost washed out again and would have if they did not come down with truckloads of rock to save it. It is under-built and poorly engineered. It is a major arterial and a lot of traffic goes over it taking children to Helman Elementary now. We should be fixing what is wrong with our infrastructure, not spending more money on a brand new bridge that will cost $6 million. He said the bridge his wife was referring to for the OTAC study, the Hersey St Bridge, it could only handle 500 CFS and the recommendation was to have 1,700 CFS, even though it goes up to 3,100 CFS. The Ashland Creek Bridge we are talking about was studied by OTAC, but has a similar capacity. He encourages the commission to look at those things before we start building, in his opinion, `a bridge to nowhere'. Peter Schultz, 375 E. Nevada St. and Ron Cue, 1155 Fern St. Schullz said he is not necessarily against it. He thinks it will provide a nice route into town and to exit 19. He agrees that this will increase traffic. His concern is about flooding. In 2006, there was a flood where Kestrel was under water, which is within the Ashland flood plain. When the water jumps the banks, the water runs down Kestrel, which will put the east side access to the bridge under water; this is something engineering should look at when planning. Maybe the elevation of the bridge could be increased on that side. If that is done, will Kestrel turn into a dead end? The other concern is by Tom Mar's house, he lives at the top of the hill when you come right off of Mountain Ave., if you are heading north towards the freeway on Mountain Ave, first you take a hard left, then an immediate hard right, then take another immediate hard left; it is not super conducive to traffic. He does not know if part of the plan is to straighten that out, but increasing traffic down there, it is a lot of dog legging around. He said there are children out there with bikes laying in the road and you never know what you will encounter. He loves the idea of increasing Transportation Commission April 28, 2016 Page 5 of 9 access, but anyone who lives in the neighborhood is going to be concerned about the traffic. It will benefit the people driving around town and give them a better way to get out and get around. Cue said he does not live in the immediate area, he lives up the hill, but the reason he came down was to hear more about the elevation. He did not realize that the information was not available yet. His main comment was that this meeting's hearing came just after we learned about the downtown plan going from three lanes to two lanes and his concern is how we get traffic through downtown. He did enjoy the alternate route on Eagle Mill Rd. out to exit 19. He has lived here since 1977 and has always wondered why we did not have half an interchange at Mountain Ave. and 15, a northbound on ramp, and southbound off ramp. This was before the N. Mountain Ave. plan was put in and it relieves some of the traffic from downtown. His only concern is if we are going to consider this project perhaps we should consider it in conjunction with what we are doing downtown. He did not see a component about traffic reduction downtown, if we go from two lanes to three lanes. Carol Carlson, 509 N. Mountain Ave. and Don Morehouse, 325 Stone Ridge Ave, Carlson said she has been reading the paper and thinking about the bus levy, which will raise her taxes. She has been reading that the streets need repairing. The way she lives at home, is you repair what you have before you have a new idea that you are going to fund. What is most important here? Is it public transportation, maintaining what we have, or is it something new? Morehouse said he is in favor of the bridge. He is looking at it from several points of view. Personally, if he is walking, biking, or driving he wants to get downtown. He wants to get to exit 19 and move around, and have connectivity. He said everyone else in town wants to move around town in the shortest manner. When we look at the expansion of the town and the urban growth boundary being developed out, it needs to be connected with the rest of Ashland. Andrea Napoli, 325 Stone Ridge Ave. and Joann Johns, 979 Camelot Drive Napoli is in support of the bridge, she wants to be able to ride her bike or walk downtown more easily. Right now, she drives her car into town because if she rides her bike she must travel up and down in a roundabout way to get into downtown. The bridge would allow her easier access to downtown by riding her bike. She also supports transit because it gives freedom to people who do not drive or to people who cannot drive. As far as the traffic, she suggests some traffic calming measures such as speed humps or chicanes. Johns said she has the same concerns as her neighbors. She said the cost is a concern, wondering where the money will come from. The development is a concern for her as well, if this becomes a collector, what new developments will happen because of this bridge. How much more traffic will there be, what happens after it comes into Meadowbrook Park. She cannot imagine 10,000 cars in that area. Many elderly people walk around in this area, skateboarders, and families, This is a narrow street with no parking on either side of the street. This street would have to be widened to accommodate more traffic. The cost by the time it is all done will be much higher. Meadowbrook Park is not built out yet, there is construction still going on and there is no parking requirement there. She hopes staff will look into what would be developed here because there is not enough room for all of the cars parked there. A pedestrian bridge is a good idea. Beth Oehler, 215 E. Nevada St. She has lived there for 20 years and this is first official notice she has received about this bridge going across, which is concerning to her. There is no sidewalk on part of the street and the street is narrow. She disagrees that we can put 3,000-10,000 cars on this street without improvements. It is concerning that; people will avoid Hersey St. and Oak St. because of the bumps if we do not put traffic calming in addition to this bridge. She agrees with other comments, that this goes against what we are trying to do as a city. A bike and pedestrian bridge sounds great, but she is opposed to a vehicle bridge. Roy Sutton, 989 Golden Aspen He said he found the various comments coming from the community very interesting and enlightening. He thinks an option D should be added to support a pedestrian and bicycle bridge. One thing that this commission is interested in, has to do with parking downtown, he thinks the idea of having the bus route would be a plus to enable people to use transportation to get to downtown. He would like to see a restricted bridge that allows just pedestrians, bus, and emergency vehicles and not open to everyday drivers. Alberta Apenes, 142 W. Nevada St. Transportation Commission April 28, 2016 Page 6 of 9 She has lived here since 1975, but first came to Ashland in 1924. Ashland was very small back then and there was not any streets down by Nevada St. and Oak St. was unpaved. Ashland was the center for where the streets went through. She has seen it grow and it will keep growing, if it does not it is going to die. We have to face the fact that people are going to get in their cars and move. She would be unable to get on a bus, she would have to walk a mile to catch a bus, and she said she could not make it. She is in favor of doing everything we can to make Ashland a comfortable place for people to live, work, and play. She thinks the bridge will help us, but we are going to fight anything that goes on, it is normal to do that. She said we have to meet in the middle, but we must move forward. Graf thanked everyone for their input and said he did not know how quickly they would be able to assimilate everything they heard this evening. Young said this project was not hidden and it has been being considered for years. He would like to invite people to show up to participate in all of the meetings. Many of these things do not get attention until they are in someone's backyard. He said people do not participate in any of the decision-making or hearings until this stage and it makes things more difficult. He does appreciate everyone showing up tonight. In addition, he would like everyone to know that we do not have the decision to create a bus route, unless we come up with the money to subsidize RVTD. RVTD came and said they could not make Route 8 happen unless this bridge was put in, but they made it very clear that this is not their top priority, especially if the levy does not pass. Graf said this does not necessarily preclude that, we will do some kind of internal circulator and to have an RVTD route here in the near future is unlikely and very unlikely if the levy does not pass. Newberry thanked everyone for their participation. She said she has worked in transportation planning for a long time and she said it is hard to know sometimes, even if you see a notice that says a '20 year plan' to know that it is important enough for you to go, so it is understandable that people come at the last minute. We are going to be doing a transportation plan update soon though. She said she made a list of things she heard tonight that she did not know about before. Graf said the Transportation Commission is going to need some cost estimates for the various options including a bridge that allows solely bike/pedestrian and for a bridge, which only allows bike/pedestrian and emergency vehicle/busses. Vieville said she wants to know more about the design and how the design of the bridge will affect the houses that are directly next to it. Graf said the main concern he heard tonight was about what is happening to the streets and the two ends of the street, so it would be nice to have some clarification pertaining to widening or making improvements. Bender said it is highly unlikely that RVTD will come through with a route; however, this commission has come out in favor, repeatedly, of an internal circulator within Ashland. Funding undetermined, but it is a high priority mission. Faught said he would like to clarify some things. These estimates we have are from an engineer who specializes in bridges; our estimates include a 20% contingency. We have good information; we just have not fine-tuned it yet. He said he talked about how many trips a collector takes, but he did not specify how much this specific road traffic would increase by. It is now at 1,800 trips per day and would go to 3,800-4,000 trips per day. He said the 10,000 figure is a standard number for collector. Newberry said for clarification, the average home in America even in a small town, generates five trips a day. Which is actually ten times up and down the street. She said if you were wondering where a lot of the traffic comes from, you might start thinking about how many times you leave in your oar and come back in a day. Young asked about the OBEC estimate, which is lower than ODOT's estimate. Faught said when ODOT looked at this project; they were planning on extending the bridge by another 200 ft. and raising it up, to allow access under the bridge. Instead, we shifted the bridge 15 ft. to the south so we did not have to do that. Faught said the grant has to be used by 2018. Knox said that Kestrel is planned to extend around to N. Mountain Ave. Trips will probably funnel up Nevada St. and Fair Oaks. Ashland is about connectivity and getting people Transportation Commission April 28, 2016 Page 7 of 9 around, it is about disbursement, so that not just one street is terrible to live on. OLD BUSINESS None. FOLLOW UP ITEMS Tolman Creek and Siskiyou Blvd. Stop Sign (5min.) Fleury spoke to Dan Dorrell at ODOT and requested that they put together a conceptual design for us to review. He is hoping that Dorrell will be at the next commission meeting to talk about the stop sign, the layout, and intersection changes. Downtown Parking and Multi Modal Circulation Study Update-Improvement Projects Graf said the downtown committee has been reviewing the three lane to two lane plan. He said there was an article in the paper recently that raised concern, largely from the downtown business community. The concern was mostly in response to the parking spaces that the newspaper reported as being lost in order to make way for loading zones. Three parking spaces would be permanently lost if the current design is approved. Another 15 spaces would be lost during the hours of the loading zones. These would be two-hour parking spaces in front of the downtown businesses. People were shocked when they read the newspaper article. However, these losses would need to be made whole again in order for the committee to support the plan. The committee has lost of some of its optimism for a quick solution, but it has not really changed the plan, which is to go through and look at all of the possible barriers/problems that need to be addressed to make this work. Young said he was the only one quoted in the article. He had assumed that someone else had already been interviewed and then turned the reporter to him. He was very careful of what he said. One quote was accurate and the rest was somewhat contextualized. He was asked about it failing, he responded by saying one option would be to do it as pilot program that would take about 18 months, to allow people to change their habits, and then do an evaluation. The article said that he recommended doing a pilot program, when he did not recommend it. The key was that he had assumed that someone had told the reporter to talk to him. The response at the last meeting was very strong. Many of the people that came to the meeting said it was the first time they had even heard about the plan. Graf said they went through many bike and pedestrian projects and although we did not do the design for downtown, we as a commission gave a high priority to the bike lanes through town. The projects themselves are in the TSP, but how to do it is not in the TSP. This commission said these were very high priorities and he is strongly in favor of making that happen, because if we do not, we will have failed as a committee. Faught said there is controversy we have to work our way through and if we need more time, then we will take more time. The information for the multi-modal part got out ahead of time, before we could plan it, which makes it more difficult. INFORMATIONAL ITEMS Action Summary Accident Report Making and Impact Newsletter (April) Grandview Shared Road Status Fleury said he met with the consultant engineer to go over the three conceptual designs. He is hoping to have them back early next week. They are going to meet with a couple of concerned residents and bring the concepts back to the commission. Faught said he thinks they have come up with the least cost option. COMMISSION OPEN DISCUSSION Barth asked if there were any plans to redo the sharrows in the downtown area. Faught said repainting starts in the middle of May. Fleury said the first place they start is downtown. Young said for a future agenda topic; there are so many unmaintained right of ways along Oak St. to downtown. Transportation Commission April 28, 2016 Page 8 of 9 These properties are hazardous. Faught said we can add that to the agenda and have our street people in to talk about it, ADJOURNMENT Meeting was adjourned at 8:11 pm. Respectfully submitted, Kyndra Irigoyen Public Works Administrative Assistant Transportation Commission April 28, 2016 Page 9 of 9 ASHLAND TRANSPORTATION COMMISSION MINUTES March 24, 2016 CALL TO ORDER Graf called the meeting to order at 6:03 pm Commissioners Present: Danielle Amarotico, Joe Graf, David Young, Alan Bender, and Sue Newberry Commissioners Absent: Dominic Barth and Corinne Vieville Council Liaison Present: Stef Seffinger SOU Liaison Absent: Janelle Wilson Staff Present: Scott Fleury, Mike Faught and Kyndra Irigoyen ANNOUNCEMENTS None. APPROVAL OF MINUTES Approval of February 25, 2015 Minutes The minutes were discussed and approved as amended. ADJUSTMENTS TO THE AGENDA None. PUBLIC FORUM Michael Shore, 140 Clay Street He shared today he was driving into town on East Main St. and is not used to how people stop for pedestrians or how pedestrians walk around everywhere in Ashland. While approaching the train crossing, a pedestrian stepped off the curb. The driver in front of him stopped, which made him come to a stop on the train tracks. He then saw a train coming his way. There were no bells or whistles going off. He said it made him think of how that area is structured. There should be a designated place to stop and to arrange the arms so that someone could pull around to get out of the way of the train coming so this does not happen to someone else. Huelz Gutcheon, 2253 Hwy 99 He discussed busses. He said when they were in town people just walked onto the bus and now they have to pay when they board the bus. Some years ago he said Julie from RVTD presented new buses, without advertising, but now they have advertising. He spoke with them recently and said they have a two hour run with stops, now there are more people, newer buses, and the buses are always running late so they drive fast and stop fast. He thinks it should be a half hour run. He said the drivers do not realize how fast they are driving. Route 10 does not have any other inter-route connections. He said it would be nice to have an electric bus in town because we are getting traffic jams in town now. NEW BUSINESS None. OLD BUSINESS Tolman Creek and Siskiyou Blvd. Stop Sign Graf said the issue here is the Oregon Department Of Transportation (ODOT) is interested in putting in a 4 way stop at Tolman Creek and Siskiyou Blvd. and has asked for the City to support it. The next step is to have public input about the matter. David Widup, 1495 Tolman Creek Rd. Transportation Commission March 24, 2016 Page 1 of 7 He lives on Tolman Creek Road right up the hill from the intersection. Since living there, it seemed to him that something else was needed at the intersection. There is poor line of sight. and limited visibility when crossing Siskiyou Blvd. from Tolman Creek. He said cars there have almost hit him and something needs to be done. It is a matter of safety in his opinion and it is only a matter of time until there is a bad accident there. People heading towards the freeway are going faster than 35mph and it is hard for people crossing Tolman Creek from Siskiyou Blvd. Scott and Marlane Balcomb, 1153 Tolman Creek Rd. Scott said he lives a block up from Tolman Creek and has witnessed two accidents there. He has had close calls at this intersection as well. People coming off the freeway do not drive the 35mph speed limit, including semi-trucks there late at night. One time he had to stop and look, because he could not see, and a sheriff pulled him over probably thinking he did not stop even though he stopped four times before he turned. It is a terrible intersection and a 4-way stop would be great. Marlane said she stops and goes too to make sure no cars are coming. Scott said you have to be cautious in this area to make sure no one is coming. You cannot even get across the intersection when school drop off is happening early in the morning. Zach Brombacker, 1370 Tolman Creek Rd. He has lived at this location for almost 40 years. He said you have to inch out into the road to make sure another car is not coming. There needs to be a light there for safety. People are trying to get across and it is just a traffic jam. His wife was in an accident due to a van that used to park there obstructing view. He once saw a woman with children almost get hit by a car. It would really help to get a light in there and it would be a tremendous safety thing. He said it is unbelievable the amount of cars in this area during school drop off and pick up. His idea is to come off Siskiyou, go around to their grass area, and have some kind of area where the kids can be picked up and dropped off. He is happy that the commission is looking at this issue. Howard Hunter and Anna Marino, 2312 Green Meadow Way He said he was excited to see the letter about this. He tries to avoid this area, agrees with everyone's comments, and is supportive of something happening here. Graf said the two emails he received are in support of the stop signs. Graf confirmed this is a 4-way stop, not a stop light. ODOT is willing to go ahead with it if they get the `ok' from the City. This is the first step and ODOT will come back with a design for the City. Faught said he does not know if they will eventually add a red flashing light, this is just the design phase. David Widup said he thinks people will blow through a stop sign. Fleury said he agrees that a flashing light would be good there too. Widup said the issue there now is that people stop on Siskiyou when they are not supposed to stop. Graf said he does not know the exact design yet, which could be a light. This meeting is for the City to give the go ahead for ODOT to proceed with the design. The final vote will come from City Council. Faught said the design is unknown, it first needs to be approved by the Transportation Commission and then Council will vote for final approval. Young/Newberry m/s the Transportation Commission recommend that ODOT enter into the design phase for the 4-way stop at Siskiyou and Tolman. All in favor. Young said this intersection is high priority and appreciates the input from the public. Newberry said she has experienced frightening incidents when the children have been crossing in the cross walks. She saw a crossing guard trying to control traffic and it almost caused an accident and hopes that ODOT really looks at this area because it is a very dangerous place for children. FOLLOW UP ITEMS Transit Graf said at the last meeting we supported the levy for RVTD for Route 10. Fleury said he had drafted a staff report to go to Council discussing the levy. Council showed support for the levy at the last meeting. He said they are going to talk with the city administrator and make sure that the staff report should still go forward and that the Transportation Commission made a recommendation for support of the levy as well. Faught said it is important that Council hear that they are in support of the levy. Graf said it is important that it be approved through the official Transportation Commission March 24, 2016 Page 2 of 7 channels. Graf said the next step is to discuss the internal circulator and the steps for that process. He asked how we want to move forward with this. What sort of routes and population do we want to serve and do we want to hire a consultant or a staff study. Young said as he mentioned last time we have had two consultants and two processes including the TSP update and the downtown plan. The first one was a circulator that went back and forth from exit 14 to the plaza. A consultant from the University of Oregon thought there was good reason to expand from exit 14 through the plaza up North Main to exit 19 and back and forth. There was plausible evidence as to why this would be successful. We have many citizens who have energy to put into this and have made it clear that their support would be for something along that route. His theory is that we will get in the weeds about thinking of other routes and other populations but this is the spine and core of what we need to focus on. He fears we are going to make this too complicated by adding in more routes. He fears that it will get too messy if we start thinking too big with too many options. It will serve tourists, schools, downtown, hotels, and the hospital with the route downtown. He thinks we should focus our efforts on the downtown route. Amarotico said she has to disagree with Young. She thinks that Route 8 has already shown that the population is there, but they do not have the funding to do it. It covers something completely different from what is covered now through the current bus system. If we could figure out something to get Route 8 closer to Clay Street, she thinks it is worth consideration. Young said they are not mutually exclusive. Amarotico said she thinks they can probably only choose to do one to start with. Young said RVTD has the one he is describing that proposes a bridge over Nevada Street and the proposed funding from RVTD, we are talking possibly another ten years for that to happen. He said he agrees with Amarotico's idea too. Faught asked for clarification on the outcome from the last meeting. The commission decided to look at all of the TSP's inner city routes and then make adjustments. It could be similar to the route Young described, Route 8, a hub or a circulator. He thought that the commission had agreed to discuss all of these options and consider all the proposed ideas. Graf thinks they agreed to look at the internal circulator within Ashland and what route it would be, was somewhat open. He said they will not necessarily be picking one or the other from the TSP, but would see what kind of internal circulator would best serve the City. We could be thinking of some new design based on the population we decide to serve. Young said we got a clear answer from Paige at RVTD that they have no interest in getting an internal route in Ashland. Our boutique needs are not in their priorities. Graf said RVTD wants to serve White City, RCC, West Medford, and bring back Saturday and evening service. Faught said if we are talking about spending city money on a project we should be looking at which one we want to recommend. In the TSP, it recommends supporting RVTD if we do not have the financing and meeting their tiered approach, but if the commission wants to move forward on something, we have to make a recommendation of what we think is best and spend city money or look for other grants because RVTD is not offering money for the trolley either. Graf said RVTD is not offering money for anything except improving headways on Route 10. Faught said we should not separate Route 8 just because RVTD does not have that on their priority list, if we want to make a proposal that will include some city funding that should be part of the proposal. Newberry said she is not clear about the route Young mentioned. Young said it was recommended in the TSP and goes from exit 14, down Ashland St., turning onto Siskiyou, and to the plaza. Early in the proceedings of the downtown committee, the consultant recommended extending it down N. Main and to exit 19. Bender asked why we are discussing specific routes. He asked what the next steps are because deciding on a route is not the next step. Graf suggested thinking of what populations or areas we want to serve, which includes the tourists and could include people in affordable housing, or traveling to Mountain Meadows or ScienceWorks Museum, etc. We need to think if it makes sense to do something like that. Faught said part of it is to define our objective, reduce vehicle traffic, increase ridership for low income, and what we want to accomplish. We need to define what we want to do. He is talking to the Council right now about street maintenance funding. There is a limited amount of money we are working with & the details need to be worked out. The commission seems to want to solve transit and he recommends using a consultant who knows transit who can help the commission set the objectives. Graf said we do not have to decide that today and he can work with Fleury and Faught for some direction for the commission. Transportation Commission March 24, 2016 Page 3 of 7 Young said he does not agree. He feels that there is a lot of work being done and community support from the people who came out. Even the population from Mountain Meadows, who you would not expect to come out, support the routes identified in the two processes he already mentioned because they will be an asset to this town. He feels that anything else right now is a stall tactic and creates complication when there is a clear sense of community support, which makes this take a backseat to the Nevada Street Bridge project, which is highly controversial. There is a sense a lot of the money could go to other transit options. There is community support for this and a well-vetted route that is worth looking at. He said that looking at other options is a delay tactic and he does not think that Faught wants to support it. He disagrees in hiring a consultant. Graf said his understanding of the group is to have an electric shuttle that improves life in Ashland and gets people out of their cars, but not partial to a particular route. A citizen from the audience announced she wants to lesson our carbon footprint and encourage people to get around without their cars to have a clean city. Bender said he agrees. He said a few months ago we discussed being a role model city. We have many things that put Ashland in a league of its own and agrees to reducing our carbon footprint. The overarching concern is for us to be a trendsetter and that has to come first. Newberry asked about the timeframe in hiring a consultant and what would happen if we did not hire a consultant. Graf said we have to decide if we have enough information to move forward. He said if we do not need a consultant, we have to do the next level of study. If we decide to do a trolley or circulator we still have to do more work than what is in the TSP. We could have an ad-hoc committee or do something else to produce a study, but somebody has to do it and whether it takes more time or less time it has to get it done. It will take a very long time if we only talk about it for 20 minutes every meeting once a month. We have to get more information from someone. The citizens did a great job looking at the electric buses, but we still have to figure out how to pay for it, whose going to drive, and operations or if there will be a public/private partnership. Young asked about the citizens. He said there is a lot of energy and expertise in our community and they can find these answers; maybe there can be an ad-hoc committee for this. Newberry said she has worked on projects like this where the consultant will work hand in hand with the citizens who are actively involved. The consultant has the tools that the citizens do not have, but in the end, we had educated and informed citizens. She believes we need to engage our citizens, not just have them give input at every meeting, but have the consultant involve them in the work and engage them. She is interested in getting a consultant on board provided any request for proposal includes a close involvement with the citizens who are interested. Bender said given the turn out a few months ago there seems to be people who want to be fully engaged. Young said he was a member of the ad-hoc committee for Siskiyou Blvd. under Paula Brown and they did not have a consultant. He said they received statewide awards for the design. It was informative and energizing. Everyone was involved and there was a good outcome from it, Many citizens want to stand equally with us to get the work done. He said he is not opposed to having a consultant organizing the work to guide the citizens though. Graf summarized by saying everyone agrees to do this process while involving engaged citizens and maintaining a holistic view of transit options for the internal circulators within Ashland because we do not need so much if we are not doing Route 10. If we are going to mobilize all these people with all this energy, with or without a consultant, we need to come up with the right answer for Ashland, Newberry said if you have a stakeholder group, it is up to them to pick the route. She said she does not know if the commission can say it should be one way or the other. Graf said lit does not mean we are starting with this route. He said we are saying, this is what is in the TSP and this is what has changed in Ashland since the TSP was created. We do not choose the route now, we choose the process and the process will give us the route we need. The commission was quite clear that they want to work on the internal circulator. Newberry said we want to define our objective and the method for achieving the objective. This would be a stakeholder-engaged process with a consultant on board to help with the heavy lifting and our objective is an internal circulator that serves the community well. She said she thinks they all agree on that. Bender said when we say, `serve well' it implies just the transportation aspect and not necessarily the environmental aspect. Newberry said we need to define our objectives and construct a motion. She said she would like to craft a motion of recommending an Transportation Commission March 24, 2016 Page 4 of 7 ad-hoc committee to work on the internal circulator. Faught said he would like to research transit consultants. Staff will research a little bit more so that when the commission makes their motion, it is very clear to the Council what the recommendation is. Graf said the important points are the internal circulator, citizen involvement, and in line with the goals that are set in the TSP. Seffinger asked if they are including charge and a timeline with this. Graf said we are not quite there yet, we need more details. Graf said it is important to make sure the objective includes serving the community. Newberry said she would like to use the word `engagement'. Faught said staff will create something and the commission can adjust accordingly. Downtown Parking and Multi Modal Circulation Study Update-Improvement Projects Faught said there is a lot of community involvement in this group. He thinks they are close to wrapping it up. We are pulling projects that are out of the TSP that are part of the downtown. The following items have been added: a roundabout at Pioneer and Hargadine; removal of vehicle access to the beaver slide to limit to only pedestrians and cyclists and construct a path; and improving Lithia Street safety. Rick Williams (consultant) and Kim Parducci (Southern Oregon Transportation Engineering) are coming to the next meeting. The plan calls for us to hire a new staff member to work on the downtown traffic issues. This person will work on obtaining agreements for parking spaces. If staff is not hired, this project will sit on the shelf. It is recommended a new parking committee work and meet on downtown parking issues. This will be taken to the next City Council study session for them to be fully engaged. It has been a long process. Faught feels that it is a good plan and if someone is hired to manage the plan, he sees it going somewhere. It is his hope that it will address all the parking and circulation issues downtown. Graf said a very important piece of the plan is the streetscaping; it generates a lot of enthusiasm. He wants to make sure that the new staff member hired to manage the parking plan interacts with the commissions. Faught said he will have Rick Williams work on this with the committee. He needs the champion staff person to be working on the downtown issues. Seffinger hopes that there will be a physical walk through so the Council can see where it is they are talking about because it will be more helpful to understand the project and issues. Bike Share/Car Share Graf said they had a discussion by phone with a representative from Zagster. He said they learned that if we want to do a bike share with Zagster they will do the study to set up the bike share, but did not tell us the cost and the representative also said that bike shares never generate revenue. If we pay them directly, they will actually replace the bikes periodically. Fleury said the process for this would be to enter into an agreement with them. Zagster is essentially a turnkey operation. You pay your fee and all rental fees associated with the bikes go directly to the owner, which would be the City, they do not pay for themselves but they offset some of the costs. Young thinks we could spend half an hour deciding where the best places are to have these bike shares in our town. He thinks that having four or five stations would be a good idea and would give them something to work with, Fleury said he saw that they are using a car share in New York and in London with Nissan, Toyota and Ford. It was interesting to see how that is working in those cities. He spoke with Wilson about having zip car representative come to a future commission meeting. Bender said a car share is taking on a life of its own in big cities and it is ideal to have a car when citizens need to leave Ashland. Young said he was in Miami and they used Uber the whole time and he does not know why we do not have that here. INFORMATIONAL ITEMS Nevada St. Bridge Extension Project Faught said there has been a desire to have a community discussion and would like to have this done with a public meeting session next month to receive input. Newberry said this is a difficult way to get public input. She has been following this topic and most people do not want more traffic on their street, she does not blame them. Faught said there will be a presentation on the bridge to show them what it looks like. Newberry said many people have said they think it should just be a pedestrian and bike bridge and we should discuss that. Young agrees with Newberry's Transportation Commission March 24, 2016 Page 5 of 7 concerns, that it belongs here, and that we should not take any action at that meeting. We need to get the public's input first. Faught said the letter that will go out will specify that we are just discussing the project and not taking action on it. Graf asked what action we could take. Faught said we have moved this through the TSP and Transportation Commission and it is in the design phase. We are now trying to securing funding for it. Now people want to see what it will look like. He said Paige Townsend from RVTD said having this bridge is the only way you will see transit out there. Graf said some people will not want it and others will want us to change it, while others are only concerned about the design. He wants to know how to tell the people what outcomes to expect when they come to the meeting. Young said there is a group of people who feel that this never saw the light of day. He said there was a sense that this was conceptual and not shovel ready, and there are many people who feel this went forward as a project without being able to respond. It has been presented as a done deal and people feel they have not had a chance to weigh in on the matter. Faught said if the commission wants to have more public process on this & he does not have an issue with that, We have a grant for this that is only good until 2018. This has been discussed at the commission level before. He said if they want to slow down the process, he is not opposed to that at all. Graf said he is still concerned. He feels this is the place to have a public process; he wants to know what that public process is. If it is more like a presentation of the design and people's comments on the design, but if the commission ends up with some action items that is different. He said this was a high priority project within the TSP and it has moved up. He asked what we do in response to a full room of people who do not want to do it. He does not want to give people false hope that they are coming here to testify when it is already a done deal, unless we tell them clearly they are commenting on the design. Newberry thinks people need to understand why it is in the TSP, why it is a priority, and that it is important to tell people they are commenting on the design. Faught said he is going to explain why we should have it for the public forum. Young said the public is demanding a public process. The development of the TSP was controversial within the commission, His sense is that it has not been a perfect process, but the public does not feel it was proper process in presenting this project. He proposes that they hold the public forum to receive input and not take action, followed by further discussion. Graf said he would like to be able to tell the public if it is a done deal or if we are reconsidering. He does not want to give the impression that they can overturn the project if they cannot, We all agree that they should have come in 2012 when the TSP was developed, but that is in the past. Faught said Young makes a good point. What he has told folks is that they are proposing a public forum to give input on the design. Young said he feels uncomfortable saying it is a done deal. Faught has heard a lot of support for the project but he is not opposed to having more public input on the project. Faught said the community members who live in the vicinity of the bridge project that will be affected by travel will be noticed by mail. In addition, Mountain Meadows, The Greenway Foundation, and RVTD will be notified, A news release will also be posted on the homepage of the City website. Young wants to have a discussion on the project that could leave staff to a yes or no and could lead to a future agenda topic to decide on. Graf said the issue is whether or not the commission plans to make a decision at the meeting. Action Summary None. Accident Report None. Making an Impact Newsletter (March) None. Grandview Shared Road Status Fleury said staff has received three conceptual designs from the consultant. Staff needs to review them before Transportation Commission March 24, 2016 Page 6 of 7 bringing to the commission. COMMISSION OPEN DISCUSSION Fleury said right now the Rogue Valley Metro Planning Organization is redoing their intelligent infrastructure plan; which deals with the intelligent infrastructure throughout the Rogue Valley. This is the coordination of traffic signals and electric vehicles. There is a public hearing next week on this at the Medford Library. Fleury will provide information to commission. Faught said he would like to invite the commission to the downtown committee next month. Bender said one other multi-modal topic he would like to mention is that he hears the train from his house all the time now. We hear about passenger rail being used here off and on. He asked if it was too soon to start discussing the topic. Young said he likes the idea, but he feels it is too soon to start discussing. FUTURE AGENDA TOPICS Car Share ADJOURNMENT Meeting was adjourned at 8;06pm, Respectfully submitted, Kyndra Irigoyen Public Works Administrative Assistant Transportation Commission March 24, 2016 Page 7 of 7 CITY OF ASHLAND Council Communication August 16, 2016, Business Meeting Intergovernmental Agreement with Jackson County to Perform Crack Seal at Ashland Municipal Airport FROM: Kaylea Kathol, Public Works Project Manager, kaylea.katholnashland.or.us SUMMARY This is a contract with the Jackson County Roads Department to perform a crack seal project at certain paved areas of the Ashland Municipal Airport. BACKGROUND AND POLICY IMPLICATIONS: Project Need The City of Ashland periodically commissions crack seal activities on paved surfaces located at the Ashland Municipal Airport. Sealing cracks prevents further deterioration of the pavement, reinforces existing pavement, and ultimately extends the usable life of a paved surface. An extensive network of cracks and fissures has developed since the last crack seal maintenance was performed, approximately three years ago. Accordingly, the City would like to conduct crack seal activities again this autumn. Obligation The City owns the airport and has a responsibility to the airport users and tenants to maintain facilities in satisfactory condition. While some facility maintenance activities may be performed by the Fixed Base Operator (FBO) under the terms of the contract between the City and the FBO, large-scale projects such as pavement maintenance are the responsibility of owner. Public Works Engineering and Facilities Maintenance staff implement such projects. Rationale for IGA Public Works does not have the resources to perform an operation of this scale internally. However, Jackson County has the capacity to complete the project and is willing to enter into an intergovernmental agreement to perform the crack seal (Attachment A - intergovernmental agreement). The City chose to contract with the County, rather than the private sector, based on cost savings and availability. Few private paving businesses in the Rogue Valley provide crack seal services, and the one estimate the City was able to obtain was characterized by material costs that exceeded the County's quote for the total project costs (including materials, labor, and equipment). Policy The City is entering into this IGA under the provisions of ORS 190.010(4), which grants local governments the authority to make intergovernmental agreements for the performance of a function or Page 1 of 2 CITY OF ASHLAND activity "by one of the parties for any other party." Per ORS 279A.025, IGAs are exempt from the competitive bidding process required of most public improvement projects. Scope and Schedule The project would begin in late September or early October of 2016, at a date yet to be determined, and would require three full days for completion (Attachment B - Jackson County proposal). The focus of the proposed project is a paved area of approximately six acres, comprised of the aircraft tie- down apron and vehicle access routes to several hangars (Attachment C - map of project area). COUNCIL GOALS SUPPORTED: Economy (2014) 18. Develop the Ashland municipal airport as an enterprise 18.1 Strengthen and Ashland municipal airport as an enterprise 18.2 Develop and encourage alternative transportation options. FISCAL IMPLICATIONS: The total project cost is $15,447. Funds are budgeted and available in the Airport Fund for this proj ect. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council approve the IGA with Jackson County for crack seal services. SUGGESTED MOTIONS: I move to approve an Intergovernmental Agreement between City of Ashland and Jackson County for Crack Seal Services at Ashland Municipal Airport. ATTACHMENTS: A. Intergovernmental Agreement B. IGA Exhibit A: County's proposal C. IGA Exhibit B: Map of project area Page 2 of 2 INTERGOVERNMENTAL AGREEMENT Between Jackson County and City of Ashland For Crack Seal Services at the Ashland Municipal Airport PARTIES This agreement is made and entered into by and between JACKSON COUNTY, a political subdivision of the State of Oregon (herein referred to as "COUNTY") and the CITY OF ALSHLAND, a municipal corporation of the State of Oregon (herein referred to as "CITY") and sets forth the terms under which COUNTY will perform crack seal services at certain pave areas of the Ashland Municipal Airport (herein referred to as "Airport"). County and City are herein individually referred to as the "Party" and collectively referred to as the "Parties." STATUTORY AUTHORITY 1. In accordance with and pursuant to the provisions of ORS Chapter 190, entitled INTERGOVERNMENTAL COOPERATION, the COUNTY is authorized to jointly provide for the performance of a function or activity in cooperation with a unit of local government that includes a city or other governmental authority in. Oregon. By acceptance of this Agreement, CITY certifies that it meets the above criteria for eligibility for such cooperation with COUNTY. 2. As a result of this Agreement and pursuant to ORS 190.030, any unit of local government consolidated department, intergovernmental entity or administrative officers designated herein to perform specified functions or activities is vested with all powers, rights, and duties relating to those functions and activities that are vested by law in each separate party to the Agreement, its officers and agencies. RECITALS 1. WHEREAS, the CITY desires to contract with the COUNTY for the provision of crack seal services at certain paved surfaces within the Airport; and 2. WHEREAS, the COUNTY has the resources to provide crack seal services to the CITY; and. 3. WHEREAS, the parties are authorized to enter into such agreements pursuant to chapter 190 of the Oregon Revised Statues. INCORPORATION OF RECITALS The recitals set forth above are true and correct and are incorporated herein by this reference. NOW, THEREFORE, in consideration of the terms and conditions contained herein, it is mutually agreed by and between the COUNTY and the CITY as follows: 1. Crack seal services. The COUNTY shall provide to the CITY crack seal services described in Exhibit A. Services consist of the provision of equipment, labor, and material necessary to complete the crack seal project. Services shall be provided within a geographic area consisting 1 of the aircraft tie-down apron and the vehicle access routes to the southernmost hangars, as outlined in Exhibit B. 1.1. Schedule of Services. The COUNTY agrees to provide services to the CITY as necessary to complete the crack seal project on or before October 31, 2016. 1.2. Notification. The COUNTY shall provide at least 72 hour notice to the CITY before starting work and receive verbal or written approval from the CITY prior to starting. 1.3. Payment. In consideration of the crack seal services to be provided by the COUNTY to the CITY, the CITY agrees to make payment to the COUNTY within 30 days of receipt of an invoice. 2. Compensation 2.1. The COUNTY shall submit billings to the CITY for actual costs of equipment, materials, and labor incurred for work performed under this Agreement. Upon completion of project, billings shall be submitted within thirty (30) working days. Billings shall be in a form acceptable to the CITY and documented in such a manner as to be easily verified. The CITY shall reimburse the COUNTY within 30 days of receipt of invoice. 2.2. Billin . The CITY shall be billed within 30 days of completion of services. Payments shall be due within 30 days after invoicing by the COUNTY. Billings shall be submitted to: City of Ashland 20 East Main Street Ashland, OR 97520 3. General Provisions 3.1. The COUNTY shall be responsible exclusively with respect to its employees for providing for employment-related benefits and deductions that are required by law, including, but not limited to, federal and state income tax deductions, workers compensation coverage, and PERS contributions. Nothing in this Agreement is intended or shall be construed to create the relationship of employer and employee as between the COUNTY and the CITY. 3.2. The Parties hereto agree that if any term or provision of this Agreement is declared by a court of competent jurisdiction to be invalid, unenforceable, illegal, or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the Parties shall be construed and enforced as if the Agreement did not contain the particular term or provision held to be invalid. 4. Termination 4.1. Without Cause. This Agreement may be terminated by mutual consent of the parties or by either party upon thirty (30) days written notice and delivered by certified mail or in person. 2 4.2. For Cause. The COUNTY or the CITY may terminate or modify this Agreement, in whole or in part, effective upon delivery of written notice to the other party or at such later date as may be established by Parties under any of the following conditions: i. If the COUNTY or the CITY funding from federal, state, local or other- sources is not obtained and continued at levels sufficient to allow for the performance of the Agreement; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the performance is no longer allowable or appropriate or are no longer eligible for the funding proposed for activities authorized by this Agreement. 4.3. For Default or Breach. i. Either the COUNTY or the CITY may terminate this Agreement in the event of a breach of the Agreement by the other part. 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 fifteen (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 Agreement may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. The rights and remedies of the COUNTY provided in this subsection are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. 4.4. Obligation/Liability of Parties: L Termination or modification of this Agreement pursuant to subsections 4.1, 4.2, or 4.3 above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. 5. Modification, No Assignment, Construction, Effective Date S.I. This Agreement may be amended, by written amendment and included as part of the Agreement when properly signed by the parties. 5.2. The COUNTY shall not assign or otherwise transfer its interest in this Agreement. 5.3. This Agreement shall be construed and enforced in accordance with the laws of the State of Oregon. 5.4. This Agreement shall not become effective until both parties hereto have executed this Agreement. 6. Insurance 3 6.1. The COUNTY, its subcontractors, if any, and all employers working under this Agreement are subject employers under the Oregon Workers' Compensation Law and shall comply with ORS 656.017, which requires them to provide workers' compensation coverage for all their subject workers. 6.2. Each party's insurance shall provide primary coverage responsibility for its own employees and agents when in the course of performing work under this Agreement for which a claim arises. 7. Limitations of Liability. The parties agree that each party shall not be subject to claim, action or liability arising in any manner whatsoever out of any act or omission, interruption or cessation of services by the other party under this Agreement. Each party shall not be liable or responsible for any direct, indirect, special or consequential damages sustained by the other party to this Agreement, including, but not limited to, delay or interruption of business activities that may result in any manner whatsoever from any act or omission, interruption or cessation of services. 8. Indemnification. Subject to the limitations and conditions of the Oregon Tort Claims Act, ORS 30.260 et seq., and Article XI, Section 10 of the Oregon Constitution, each party to this Agreement shall be solely responsible for its own actions and/or failure to act and shall indemnify and hold the other party harmless from any claims, litigation, and/or liability arising from a party's acts or omissions under this agreement and including any and all claims arising from the level of service afforded under the Maintenance Plan pursuant to the Agreement. The provisions of this paragraph shall survive the expiration or sooner termination of this Agreement. IN WITNESS WHEREOF, the Parties hereby enter into this Agreement. Each party, by signature below of its authorized representative, hereby acknowledges that it has read this Agreement, understands it, and agrees to be bound by its terms and conditions. Each person signing this Agreement represents and warrants to have authority to execute this Agreement. JACKSON COUNTY OREGON CITY OF ASHLAND OREGON Date David Kanner Date Printed Name City Administrator Its APPROVED AS TO LEGAL SUFFICIENCY: APPROVED AS TO LEGAL SUFFICIENCY: County Counsel Date City Counsel Date 4 EXHIBIT A: Jackson County Proposal for Crack Seal at Ashland Municipal Airport Qty. Day 1 Labor & equipment Hours Cost per day 1 Compressor, Pickup & Driver $44.35 10 $ 443.50 1 Crack Sealer, Pickup & Lead $131.06 10 $ 1,310.60 1 Pickup & 2 Laborers $54.70 10 $ 547.00 2 Sealant applicators $60.52 10 $ 1,210.40 2 Sqeegee operators $21.35 10 $ 427.00 3000 LBS of Crack Seal material @ 0.45 per pound $ 1,350.00 Total cost for the day $ 5,288.50 Qty, Day 2 Labor & equipment Hours Cost per day 1 Compressor, Pickup & Driver $44.35 10 $ 443.50 1 Crack Sealer, Pickup & Lead $131.06 10 $ 1,310.60 1 Pickup & 2 Laborers $54.70 10 $ 547.00 2 Sealant applicators $60.52 10 $ 1,210.40 2 Sqeegee operators $21.35 10 $ 427.00 3000 LBS of Crack Seal material @ 0.45 per pound $ 1,350.00 Total cost for the day $ 5,288.50 Qty. Day 3 Labor & equipment Hours Cost per day 1 Compressor, Pickup & Driver $44.35 5 $ 221.75 1 Crack Sealer, Pickup & Lead $131.06 5 $ 655.30 1 Pickup & 2 Laborers $54.70 5 $ 273.50 2 Sealant applicators $60.52 5 $ 605.20 2 Sqeegee operators $21.35 5 $ 213.50 1 Pick-up Broom & Operator $171.58 4 $ 686.32 1800 LBS of Crack Seal material @ 0.45 per pound $ 810.00 Total cost for the day $ 3,465.57 Total Cost for Proposed Services Equipment, labor & materials $ 14,042.57 Contingency 10% $ 1,404.26 Total $ 15,446.83 Equipment Rates (Hourly) Crack Sealer $48.00 Air Compressor $11.00 Pickup $12.00 Pick-up Broom $110.00 Labor Rates (Hourly) Lead operator $71.06 Crack Seal applicator $60.52 laborer $21.35 Broom operator $61.58 EXHIBIT B: PROJECT AREA Ashland Municipal Airport Crack Seal Legend Project Area Boundary Note: Approximately 6.5 acres of paved surface occur in Project Area Boundary. Crack seal activities will be conducted on all paved surfaces within boundary. y 1 t y r .~a k Kal NO' • w jv~ y _ ~jr ~ y . i*. j , fit, JgWilll 0. £U, yy % 40y ~r R -ou:rc- ri ®igitalGlobe, GeoEye, E,arthstarGeograpNcs. CNF ~ Airbus S<,AEX, Getmapping. Aerogrid, IGN, IGR swisstop.'. r ind A c e corn 'Unit,,, } N 0 125 250 500 750 1,000 Feet CITY OF ASHLAND Council Communication August 16, 2016, Business Meeting Public Hearing and Resolution Adopting a Supplemental Budget Establishing Appropriations within the Biennium 2015-17 Budget FROM: Lee Tuneberg, Finance Director, Administrative Services Department tuneberl@ashland.or.us SUMMARY This is a supplemental budget to address several conditions impacting over all appropriations and to correct for an error in the original adopting resolution. The city has been notified of additional grant funds available for the Fire Department, Forest Interface Division programs to be spent in the BN 2015-2017 budget. It also corrects for an error where two appropriation categories were combined in the adopting resolution. Separating them better aligns with the departmental request and segregation provides for better accounting. The Forest Interface grants will increase the overall budget whereas the correction does not. BACKGROUND AND POLICY IMPLICATIONS: There are three ways in which to change appropriations after the budget is adopted. 1. A transfer of appropriations decreases an appropriation and increases another. This is the simplest budget change allowed under Oregon Budget Law. This does not increase the overall budget. This is approved by a City Council resolution. 2. A supplemental budget of less than 10 percent of total appropriations within an individual fund follows a process similar to the transfer of appropriations. This process includes a notice in a newspaper of record prior to Council taking action. 3. A supplemental budget in excess of 10 percent of total appropriations requires a longer process. This process includes a notice in the paper and a public hearing prior to the Council taking action. The proposed resolution authorizing the transfer and supplemental budget is less than 10 percent of the total appropriations of any affected fund but does create a new expenditure category so a public hearing is required (item 43). The adjustments in the resolution total $3,906,224 as summarized below: • General Fund, Fire Department - to appropriate for added temporary staff (a combined 1.0 full time equivalent short-duration position) in the Forest Resiliency Program $79,780 • General Fund, Fire Department - to appropriate for a new Jackson County Title III Grant in FY 2017 to assist neighborhoods to prepare for wildfire $75,000 • General Fund, Fire Department - to appropriate for a new Jackson County Title III Grant in FY 2017 to fund Community Wildfire Protections Plan expenses $10,000 • General Fund, Fire Department - to appropriate for a new Oregon Watershed Enhancement Board grant to fund technical assistance in this biennium (first year of five years) $64,800 Page I of 2 PIA In mill CITY OF ASHLAND • Wastewater Fund, Public Works Department, SDC Improvements - to correctly segregate appropriations for SDC Improvements from SDC Reimbursements expenditure categories, incorrectly combined in error in the adopting resolution $3,676,644 TOTAL APPROPRIATIONS INCREASED/CHANGED 53,906,224 FISCAL IMPLICATIONS: Supplemental budgets recognize increased revenues as well as increases in corresponding appropriations in the fund(s) where they occur. This supplemental budget also includes a correction segregating SDC appropriations between categories to create another which, by Oregon budget law, requires a supplemental budget hearing. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends council approve the proposed resolution. SUGGESTED MOTION: I move to adopt the resolution titled, "A resolution adopting a supplemental increasing appropriations, and correcting an error within the 2015-2017 biennium budget". ATTACHMENTS: Proposed Resolution Supplemental Budget Memo, Fire Department Finance Budget Transfer Request Fire Supplemental Request Page 2 of 2 1 LAC RESOLUTION NO. 2016- A RESOLUTION ADOPTING A SUPPLEMENTAL BUDGET INCREASING APPROPRIATIONS WITHIN THE 2015-2017 BIENNIUM BUDGET Recitals: ORS 294.480 permits the governing body of a municipal corporation to make a supplemental budget for the fiscal year for which the regular budget has been prepared under one or more of the following reasons: a. An occurrence or condition which had not been ascertained at the time of the preparation of a budget for the current year which requires a change in financial planning. b. A pressing necessity which was not foreseen at the time of the preparation of the budget for the current year which requires prompt action. c. Funds were made available by another unit of federal, state or local government and the availability of such funds could not have been ascertained at the time of the preparation of the budget for the current year. d. Other reasons identified per the statutes. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Because of the circumstances stated below, the Mayor and City Council of the City of Ashland determine that it is necessary to adopt a supplemental budget, establishing the following additional appropriations: General Fund Appropriation: Fire Department $229,580 Resource: Intergovernmental Revenue $229,580 To recognize additional grant monies from the Ashland Forest Resiliency program of $79,780; from Jackson County Title III Grant of $75,000 for the Firewise project and $10,000 for wildlife protection; and $64,800 from the Oregon Watershed Enhancement Board. The $229,580 additional appropriations will fund staff, materials and services to perform work identified in the grant award documents. Wastewater Fund Appropriation: Public Works - Improvements SDCs $3,676,644 Appropriation: Public Works - Reimbursements SDCs $3,6761644 To create an appropriation category for SDC improvements by transferring appropriations from SDC reimbursements to provide better accounting for expenditures and to correct an error in the adopting resolution. This adjustment does not change the total amount budgeted. TOTAL APPROPRIATIONS INCREASED/CHANGED 53,906,224 53,906,224 Page 1 of 2 SECTION 2. All other provisions of the adopted 2015-2017 BIENNIUM BUDGET not specifically amended or revised in this Supplemental Budget remain in full force and effect as stated therein. SECTION 3. This resolution was duly PASSED and ADOPTED this day of August, 2016, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of August, 2016. John Stromberg, Mayor Reviewed as to form: David Lohman, City Attorney Page 2 of 2 CITY OF -ASHLAND Memo DATE: July 22, 2016 TO: Lee Tuneberg, City Financial Officer Cindy Hanks, Accounting Manager FROM: Chris Chambers, Forest Division Chief RE: Fire Department General Fund Budget Supplement Request for BN 15-17 The following are budget supplement requests for the current biennial budget in the Fire Department (General Fund). These are items that are previously unbudgeted expenditures with corresponding revenues with the proposed continuation of one .5 FTE (AFR Project) and addition of one .5 FTE (OWEB Grant) that will be one combined Limited Duration Appointment 1.0 FTE position in the Fire Department Forest Division. FOREST INTERFACE ACCOUNT (GENERAL FUND, FIRE DEPARTMENT) ASHLAND FOREST RESILIENCY PROJECT The City recently signed Supplemental Project Agreement #3 (SPA #3) in the AFR Project that allocates new money to the City for expenses including the second year of a previously funded .5 FTE project assistant. There are also operating funds for materials and expenses. This includes an allowable 16.17% administrative fee. $44,928.75 Personal Services Temp Employee 110.07.29.00.510200 for Personal Services $34,851 for Materials and Services 110.07.29.00.604160 $79,779.75 TOTAL AFR PROJECT JACKSON COUNTY TITLE III FIRE WISE GRANT This grant is a new FY2017 Title III grant from Jackson County for Firewise Communities program incentives that will allow new and ongoing neighborhoods to become better prepared for wildfire. $75,000 110.07.51.00.610355 1 JACKSON COUNTY TITLE III C WPP GRANT This grant is a new FYI 7 Title III grant from Jackson County for Community Wildfire Protection Plan (CWPP) expenses. The Wildfire Mitigation Commission has begun the process of updating this document. $10,000 110.07.29.00.604160 OREGON WATERSHED ENHANCEMENT BOARD GRANT This new grant source was awarded to the AFR partnership beginning this BN and lasting for two additional biennia. Each phase is a new sub-grant application and this amount is to fund capacity for outreach and setup (cumulatively "Technical Assistance"). The City has a .5 FTE earmarked for the duration of this OWEB grant (5 years given half the current BN has past) in addition to materials and services expenses. The total OWEB award is $64,800 (including 10% overhead rate). $42,198.2 Personal Services Temp Employee 110.07.29.00.510200 for Personal Services $22,601.80 for Materials and Services 110.07.29.00.604160 SUMMARY (General Fund, Fire Department) AFR Project SPA 43 $ 79,779.75 Title III Firewise Grant $ 75,000.00 Title III CWPP Grant $ 1000.00 OWEB Grant $ 6400.00 TOTAL $229,579.75 2 C lI T Y O F -ASHLAND Budget Supplemental Request Date: July 21st, 2016 Department: Fire Explanation of request: This supplemental brings in revenue from three external sources for work in tho Forest Division in the Fire Department. Title III Grants from Jackson County fund incentives in the Firewise program and wildfire plan update. Continued funds from the AFR r roiect support a .5 FTE, and the OWEB grant supports expansion of wildfire mitigation work to private land, including a .5 FTE. New Revenue :da»x 3W' ' }~4~#Si.'Z 'AcoaniNumbeic Lrne,Ifem;Name fraF`Amount o-z 0110.430123 AFR Project $79,780 0110.430123 OWEB Grant $64,800 0110.430123 Title III Firewise Grant $75,000.00 0110.430123 Title III CWPP Grant $ 10,000.00 Total Amount of Transfer $ 229,579.75 Additional Appropriations (Expense) a . . A . - - ..emxName ~Arnount countNumber L el c 110.07.29.00.604160 AFR Pro'ect/Other $79,779.75 110.07.29.00.604160 OWEB/Other $ 64,800.00 110.07.51.00.610355 Firewise Communities $ 75,000.00 110.07.29.00.604160 Title III CWPP Grant $ 10,000.00 Total Amount of Transfer $ 229,579.75 Requested By: Approved By: partment Head I I C I T Y <>F -ASHLAND Budget Transfer Request Date: 8/5!2016 Department: Finance Explanation of request: To correct the water sdc's that were combined in error. The SDC's should be kept separate. Transfer From Account Number Line Item Name Amount 675.08.37.00.xxxxx S 3,676 644.00 Total ;mount of Transfer $ 3,676,644.00 Transfer To Account Number Line Item Name Amount 675.08.38.00.xxxxx S 3,676,644.00 Total Amour' of Tra-,,sfer S 3,676,644.00 Requested By. Approved By. ~~/'X Department Head CITY OF AAS H LA N D Council Communication August 16, 2016, Business Meeting Resolution of the City of Ashland, Oregon, Declaring Support for the Provisions of the Convention on the Elimination of All Forms of Discrimination Against Women (CEDAW) FROM: John Stromberg, Mayor, john r.,council.ashland.or.us SUMMARY Councilor Marsh and I have placed this item on your agenda at the request of the Ashland Branch of the American Association of University Women, represented by Regina Ayars, who is currently the chair of their public policy committee. Representatives of other sponsoring organizations (Soroptimist International of Ashland, League of Women Voters of Rogue Valley and Women's International League of Peace and Freedom) may be present at the August 16th Council meeting. I will ask some or all of them, as appropriate, to come to the podium with Regina to be available to answer questions. BACKGROUND AND POLICY IMPLICATIONS: The proposed resolution is related to the UN convention named in the agenda title. This convention dates from the 1970s and was cotemporaneous with the Equal Rights Amendment. The history of those two documents and the fact that the U.S., to this day, has adopted neither sets the stage for Regina's presentation. COUNCIL GOALS SUPPORTED: 5.3 Leverage partnerships with non-profit and private entities to build social equity programming. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: I move approval of the resolution titled, "Resolution of the City of Ashland, Oregon, Declaring Support for the Provisions of the Convention on the Elimination of All Forms of Discrimination Against women (CEDAW)". Page 1 of 2 ~r RESOLUTION NO. 12016- A RESOLUTION OF THE CITY OF ASHLAND, OREGON, DECLARING SUPPORT FOR THE PROVISIONS OF THE CONVENTION OF THE ELIMINATION OF ALL FORMS OF DISCRIMINATION AGAINST WOMEN (CEDAW) RECITALS: WHEREAS, The Convention on the Elimination of All Forms of Discrimination against Women (CEDAW) was adopted by the United Nations General assembly on December 18, 1979 and subsequently ratified by 189 UN member nations. WHEREAS, President Carter, on behalf of the United States, signed the international treaty adopting CEDAW's provisions, but the United States Senate has not yet ratified the treaty; and WHEREAS, some CEDAW signatory nations have registered reservations against some parts of the CEDAW and only 22 signatories have adopted national action plans for implementation; and WHEREAS, Affirming the gains already made in the struggle for gender equality and ensuring that women and girls living in Ashland enjoy the rights, privileges and remedies available by law to all persons in the United States are urgent matters of public interest; and WHEREAS, City governments, as well as governments at the county, state, and national level have powers to adopt governmental policies and practices which can be utilized to help eliminate discrimination against women; and WHEREAS, the provisions of CEDAW, which are summarized in attached Exhibit A and fully set forth in attached Exhibit B, provide a comprehensive framework for governments to examine their policies and practices and a guide for rectifying discrimination based on gender; and WHEREAS, the City of Ashland, Oregon recognizes and embraces its role in protecting the human rights of women and girls and eradicating discrimination, including violence, against them. THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON, RESOLVES: SECTION 1. As appropriate to its authority as a municipal corporation of the State of Oregon, the City of Ashland declares its commitment to and support for the principles embodied in CEDAW and local efforts to eliminate all forms of violence against women and girls and to afford them equal educational, economic, and business opportunities in Ashland. SECTION 2. A copy of this Resolution is to be forwarded to Oregon Governor Kate Brown, the United Nations Commission on the Status of Women, and the NGO Committee on the Status of Women and shall be posted on the City of Ashland's website and appropriate social media sites. Resolution No. 2016- Page 1 of 2 SECTION 3. This resolution takes effect upon signing by the Mayor. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.050 and duly PASSED and ADOPTED this day of , 2016. Barbara Christensen, City Recorder SIGNED and APPROVED this day of , 2016. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Resolution No. 2016- Page 2 of 2 EXHIBIT A SUMMARY OF CEDAW What is CEDAW? Convention on the Elimination of All Forms of Discrimination Against Women History The Convention on the Elimination of all Forms of Discrimination Against Women (CEDAW) is an international treaty adopted in 1979 by the United Nations General Assembly. Described as an international bill of rights for women, it was instituted in September 1981 and has been ratified by 189 nations. Over fifty countries have ratified the Convention. The United States signed the treaty in 1982 but has not ratified the treaty. The treaty has been sent to the Senate 5 times in the last 25 years. What are the three key principles of CEDAW? 1. Non-discrimination against women 2. State obligation 3. Substantive equality CEDAW addresses women's rights in both public and private spheres and it challenges nations/states/cities to engage in a gender analysis as necessary to create equitable public policies in three focus areas: (1)social and political environment, (2)health and safety and (3)the workforce and economy. How does CEDAW work? CEDAW provides the tools and standards necessary to promote the empowerment, advancement, health, and safety of all women in their communities by working in the following arenas: • Implementing quality gender analysis into governmental workforces, services and budgets at the state and city levels • Establishing and upholding accountability mechanisms to assure follow through on CEDAW related commitments • Assuring state funding is specifically designated to address gender related disparities and major issues such as domestic violence. • Bringing women's rights which are human rights to the forefront of Oregon's social, economic, and political values to assure the equitable rights of all people. How will the the gender analysis and accountability mechanism be funded? The Women's Foundation of Oregon in partnership with a research team from ECONorthwest and a 70 member statewide Advisory Committee is creating the first comprehensive research report on the status of women and girls in Oregon since 1998. This study is due to be published in the fall of 2016. This report will be used for the gender analysis needed to implement CEDAW. Page 1 of 2 How will the state funding and accountability mechanisms be generated? The CEDAW Coalition which includes AAUW will be working with key members of the Oregon legislature to bring forward a CEDAW bill in the 2017 legislative session. In order to influence the creation and the passage of this legislation, the CEDAW Coalition is working with municipalities across the state to get resolutions passed by January 2017. Summary of CEDAW Provisions: Article 1. Defines discrimination against women as any "distinction, exclusion, or restriction made on the basis of sex which has the effect or purpose of impairing or nullifying the recognition, enjoyment or exercise by women, irrespective of marital status, on the basis of equality between men and women, of human rights or fundamental freedom in the political, economic, social, cultural, civil, or any other field." Article 2. Mandates concrete steps, implementing laws, policies and practices to eliminate discrimination against women and embody the principle of equality. Article 3. Requires action in all fields political, economic, social, and cultural to advance the human rights of women. Article 4. Permits affirmative action measures to accelerate quality and eliminate discrimination. Article 5. Recognizes the role of culture and tradition, and calls for the elimination of sex role stereotyping. Article 6. Requires suppression of traffic in women and exploitation of prostitutes. Article 7. Mandates ending discrimination against women in political and public life. Article 8. Requires action to allow women to represent their governments internationally on an equal basis with men. Article 9. Mandates that women will have equal rights with men to acquire, change or retain their nationality and that of their children. Article 10. Obligates equal access to all fields of education and the elimination of stereotyped concepts of the roles of men and women. Article 11. Mandates the end of discrimination in the field of employment and recognizes the right to work as a human right. Article 12. Requires steps to eliminate discrimination from the field of health care, including access to family planning. If necessary, these services must be free of charge. Article 13. Requires that women be ensured equal access to family benefits, bank loans, credit, sports and cultural life. Article 14. Focuses on the particular problems faced by rural women. Article 15. Guarantees equality before the law and equal access to administer property. Article 16. Requires steps to ensure equality in marriage and family relations. Article 17. Calls for the establishment of a committee to evaluate the progress of the implementation of CEDAW. Article 18. Sets forth elements of the operation of the treaty. Page 2 of 2 EXHIBIT B Convention on the Elimination of All Forms of Discrimination against Women Adopted and opened for signature, ratification and accession by General Assembly resolution 34/180 of 18 December 1979 entry into force 3 September 1981, in accordance with article 27(i) The States Parties to the present Convention, Noting that the Charter of the United Nations reaffirms faith in fundamental human rights, in the dignity and worth of the human person and in the equal rights of men and women, Noting that the Universal Declaration of Human Rights affirms the principle of the inadmissibility of discrimination and proclaims that all human beings are born free and equal in dignity and rights and that everyone is entitled to all the rights and freedoms set forth therein, without distinction of any kind, including distinction based on sex, Noting that the States Parties to the International Covenants on Human Rights have the obligation to ensure the equal rights of men and women to enjoy all economic, social, cultural, civil and political rig hts, Considering the international conventions concluded under the auspices of the United Nations and the specialized agencies promoting equality of rights of men and women, Noting also the resolutions, declarations and recommendations adopted by the United Nations and the specialized agencies promoting equality of rights of men and women, Concerned, however, that despite these various instruments extensive discrimination against women continues to exist, Recalling that discrimination against women violates the principles of equality of rights and respect for human dignity, is an obstacle to the participation of women, on equal terms with men, in the political, social, economic and cultural life of their countries, hampers the growth of the prosperity of society and the family and makes more difficult the full development of the potentialities of women in the service of their countries and of humanity, Concerned that in situations of poverty women have the least access to food, health, education, training and opportunities for employment and other needs, Convinced that the establishment of the new international economic order based on equity and justice will contribute significantly towards the promotion of equality between men and women, Emphasizing that the eradication of apartheid, all forms of racism, racial discrimination, colonialism, neo-colonialism, aggression, foreign occupation and domination and interference in the internal affairs of States is essential to the full enjoyment of the rights of men and women, Affirming that the strengthening of international peace and security, the relaxation of international tension, mutual co-operation among all States irrespective of their social and economic systems, general and complete disarmament, in particular nuclear disarmament under strict and effective international control, the affirmation of the principles of justice, equality and mutual benefit in relations among countries and the realization of the right of peoples under alien and colonial domination and foreign occupation to self-determination and independence, as well as respect for national sovereignty and territorial integrity, will promote social progress and development and as a consequence will contribute to the attainment of full equality between men and women, Convinced that the full and complete development of a country, the welfare of the world and the cause of peace require the maximum participation of women on equal terms with men in all fields, 2 Bearing in mind the great contribution of women to the welfare of the family and to the development of society, so far not fully recognized, the social significance of maternity and the role of both parents in the family and in the upbringing of children, and aware that the role of women in procreation should not be a basis for discrimination but that the upbringing of children requires a sharing of responsibility between men and women and society as a whole, Aware that a change in the traditional role of men as well as the role of women in society and in the family is needed to achieve full equality between men and women, Determined to implement the principles set forth in the Declaration on the Elimination of Discrimination against Women and, for that purpose, to adopt the measures required for the elimination of such discrimination in all its forms and manifestations, Have agreed on the following: PART I Article 1 For the purposes of the present Convention, the term "discrimination against women" shall mean any distinction, exclusion or restriction made on the basis of sex which has the effect or purpose of impairing or nullifying the recognition, enjoyment or exercise by women, irrespective of their marital status, on a basis of equality of men and women, of human rights and fundamental freedoms in the political, economic, social, cultural, civil or any other field. Article 2 States Parties condemn discrimination against women in all its forms, agree to pursue by all appropriate means and without delay a policy of eliminating discrimination against women and, to this end, undertake: (a) To embody the principle of the equality of men and women in their national constitutions or other appropriate legislation if not yet incorporated therein and to ensure, through law and other appropriate means, the practical realization of this principle; (b) To adopt appropriate legislative and other measures, including sanctions where appropriate, prohibiting all discrimination against women; (c) To establish legal protection of the rights of women on an equal basis with men and to ensure through competent national tribunals and other public institutions the effective protection of women against any act of discrimination; (d) To refrain from engaging in any act or practice of discrimination against women and to ensure that public authorities and institutions shall act in conformity with this obligation; (e) To take all appropriate measures to eliminate discrimination against women by any person, organization or enterprise; (f) To take all appropriate measures, including legislation, to modify or abolish existing laws, regulations, customs and practices which constitute discrimination against women; (g) To repeal all national penal provisions which constitute discrimination against women. Article 3 States Parties shall take in all fields, in particular in the political, social, economic and cultural fields, all appropriate measures, including legislation, to en sure the full development and advancement of women , for the purpose of guaranteeing them the exercise and enjoyment of human rights and fundamental freedoms on a basis of equality with men. Article 4 3 1. Adoption by States Parties of temporary special measures aimed at accelerating de facto equality between men and women shall not be considered discrimination as defined in the present Convention, but shall in no way entail as a consequence the maintenance of unequal or separate standards; these measures shall be discontinued when the objectives of equality of opportunity and treatment have been achieved. 2. Adoption by States Parties of special measures, including those measures contained in the present Convention, aimed at protecting maternity shall not be considered discriminatory. Article 5 States Parties shall take all appropriate measures: (a) To modify the social and cultural patterns of conduct of men and women, with a view to achieving the elimination of prejudices and customary and all other practices which are based on the idea of the inferiority or the superiority of either of the sexes or on stereotyped roles for men and women; (b) To ensure that family education includes a proper understanding of maternity as a social function and the recognition of the common responsibility of men and women in the upbringing and development of their children, it being understood that the interest of the children is the primordial consideration in all cases. Article 6 States Parties shall take all appropriate measures, including legislation, to suppress all forms of traffic in women and exploitation of prostitution of women. PART II Article 7 States Parties shall take all appropriate measures to eliminate discrimination against women in the political and public life of the country and, in particular, shall ensure to women, on equal terms with men, the right: (a) To vote in all elections and public referenda and to be eligible for election to all publicly elected bodies; (b) To participate in the formulation of government policy and the implementation thereof and to hold public office and perform all public functions at all levels of government; (c) To participate in non-governmental organizations and associations concerned with the public and political life of the country. Article 8 States Parties shall take all appropriate measures to ensure to women, on equal terms with men and without any discrimination, the opportunity to represent their Governments at the international level and to participate in the work of international organizations. Article 9 1. States Parties shall grant women equal rights with men to acquire, change or retain their nationality. They shall ensure in particular that neither marriage to an alien nor change of nationality by the husband during marriage shall automatically change the nationality of the wife, render her stateless or force upon her the nationality of the husband. 2. States Parties shall grant women equal rights with men with respect to the nationality of their children. 4 PART III Article 10 States Parties shall take all appropriate measures to eliminate discrimination against women in order to ensure to them equal rights with men in the field of education and in particular to ensure, on a basis of equality of men and women: (a) The same conditions for career and vocational guidance, for access to studies and for the achievement of diplomas in educational establishments of all categories in rural as well as in urban areas; this equality shall be ensured in pre-school, general, technical, professional and higher technical education, as well as in all types of vocational training; (b) Access to the same curricula, the same examinations, teaching staff with qualifications of the same standard and school premises and equipment of the same quality; (c) The elimination of any stereotyped concept of the roles of men and women at all levels and in all forms of education by encouraging coeducation and other types of education which will help to achieve this aim and, in particular, by the revision of textbooks and school programmes and the adaptation of teaching methods; (d ) The same opportunities to benefit from scholarships and other study grants; (e) The same opportunities for access to programmes of continuing education, including adult and functional literacy programmes, particulary those aimed at reducing, at the earliest possible time, any gap in education existing between men and women; (f) The reduction of female student drop-out rates and the organization of programmes for girls and women who have left school prematurely; (g) The same Opportunities to participate actively in sports and physical education; (h) Access to specific educational information to help to ensure the health and well-being of families, including information and advice on family planning. Article 11 1. States Parties shall take all appropriate measures to eliminate discrimination against women in the field of employment in order to ensure, on a basis of equality of men and women, the same rights, in particular: (a) The right to work as an inalienable right of all human beings; (b) The right to the same employment opportunities, including the application of the same criteria for selection in matters of employment; (c) The right to free choice of profession and employment, the right to promotion, job security and all benefits and conditions of service and the right to receive vocational training and retraining, including apprenticeships, advanced vocational training and recurrent training; (d) The right to equal remuneration, including benefits, and to equal treatment in respect of work of equal value, as well as equality of treatment in the evaluation of the quality of work; (e) The right to social security, particularly in cases of retirement, unemployment, sickness, invalidity and old age and other incapacity to work, as well as the right to paid leave; (f) The right to protection of health and to safety in working conditions, including the safeguarding of the function of reproduction. 5 2. In order to prevent discrimination against women on the grounds of marriage or maternity and to ensure their effective right to work, States Parties shall take appropriate measures: (a) To prohibit, subject to the imposition of sanctions, dismissal on the grounds of pregnancy or of maternity leave and discrimination in dismissals on the basis of marital status; (b) To introduce maternity leave with pay or with comparable social benefits without loss of former employment, seniority or social allowances; (c) To encourage the provision of the necessary supporting social services to enable parents to combine family obligations with work responsibilities and participation in public life, in particular through promoting the establishment and development of a network of child-care facilities; (d) To provide special protection to women during pregnancy in types of work proved to be harmful to them. 3. Protective legislation relating to matters covered in this article shall be reviewed periodically in the light of scientific and technological knowledge and shall be revised, repealed or extended as necessary. Article 12 1. States Parties shall take all appropriate measures to eliminate discrimination against women in the field of health care in order to ensure, on a basis of equality of men and women, access to health care services, including those related to family planning. 2. Notwithstanding the provisions of paragraph I of this article, States Parties shall ensure to women appropriate services in connection with pregnancy, confinement and the post-natal period, granting free services where necessary, as well as adequate nutrition during pregnancy and lactation. Article 13 States Parties shall take all appropriate measures to eliminate discrimination against women in other areas of economic and social life in order to ensure, on a basis of equality of men and women, the same rights, in particular: (a) The right to family benefits; (b) The right to bank loans, mortgages and other forms of financial credit; (c) The right to participate in recreational activities, sports and all aspects of cultural life. Article 14 1. States Parties shall take into account the particular problems faced by rural women and the significant roles which rural women play in the economic survival of their families, including their work in the non-monetized sectors of the economy, and shall take all appropriate measures to ensure the application of the provisions of the present Convention to women in rural areas. 2. States Parties shall take all appropriate measures to eliminate discrimination against women in rural areas in order to ensure, on a basis of equality of men and women, that they participate in and benefit from rural development and, in particular, shall ensure to such women the right: (a) To participate in the elaboration and implementation of development planning at all levels; (b) To have access to adequate health care facilities, including information, counselling and services in family planning; (c) To benefit directly from social security programmes; 6 (d) To obtain all types of training and education, formal and non-formal, including that relating to functional literacy, as well as, inter alia, the benefit of all community and extension services, in order to increase their technical proficiency; (e) To organize self-help groups and co-operatives in order to obtain equal access to economic opportunities through employment or self employment; (f) To participate in all community activities; (g) To have access to agricultural credit and loans, marketing facilities, appropriate technology and equal treatment in land and agrarian reform as well as in land resettlement schemes; (h) To enjoy adequate living conditions, particularly in relation to housing, sanitation, electricity and water supply, transport and communications. PART IV Article IS 1. States Parties shall accord to women equality with men before the law. 2. States Parties shall accord to women, in civil matters, a legal capacity identical to that of men and the same opportunities to exercise that capacity. In particular, they shall give women equal rights to conclude contracts and to administer property and shall treat them equally in all stages of procedure in courts and tribunals. 3. States Parties agree that all contracts and all other private instruments of any kind with a legal effect which is directed at restricting the legal capacity of women shall be deemed null and void. 4. States Parties shall accord to men and women the same rights with regard to the law relating to the movement of persons and the freedom to choose their residence and domicile. Article 16 1. States Parties shall take all appropriate measures to eliminate discrimination against women in all matters relating to marriage and family relations and in particular shall ensure, on a basis of equality of men and women: (a) The same right to enter into marriage; (b) The same right freely to choose a spouse and to enter into marriage only with their free and full consent; (c) The same rights and responsibilities during marriage and at its dissolution; (d) The same rights and responsibilities as parents, irrespective of their marital status, in matters relating to their children; in all cases the interests of the children shall be paramount; (e) The same rights to decide freely and responsibly on the number and spacing of their children and to have access to the information, education and means to enable them to exercise these rights; (f) The same rights and responsibilities with regard to guardianship, wardship, trusteeship and adoption of children, or similar institutions where these concepts exist in national legislation; in all cases the interests of the children shall be paramount; (g) The same personal rights as husband and wife, including the right to choose a family name, a profession and an occupation; (h) The same rights for both spouses in respect of the ownership, acquisition, management, administration, enjoyment and disposition of property, whether free of charge or for a valuable consideration. 2. The betrothal and the marriage of a child shall have no legal effect, and all necessary action, including legislation, shall be taken to specify a minimum age for marriage and to make the registration of marriages in an official registry compulsory. PART V Article 17 1. For the purpose of considering the progress made in the implementation of the present Convention, there shall be established a Committee on the Elimination of Discrimination against Women (hereinafter referred to as the Committee) consisting, at the time of entry into force of the Convention, of eighteen and, after ratification of or accession to the Convention by the thirty-fifth State Party, of twenty-three experts of high moral standing and competence in the field covered by the Convention. The experts shall be elected by States Parties from among their nationals and shall serve in their personal capacity, consideration being given to equitable geographical distribution and to the representation of the different forms of civilization as well as the principal legal systems. 2. The members of the Committee shall be elected by secret ballot from a list of persons nominated by States Parties. Each State Party may nominate one person from among its own nationals. 3. The initial election shall be held six months after the date of the entry into force of the present Convention. At least three months before the date of each election the Secretary-General of the United Nations shall address a letter to the States Parties inviting them to submit their nominations within two months. The Secretary-General shall prepare a list in alphabetical order of all persons thus nominated, indicating the States Parties which have nominated them, and shall submit it to the States Parties. 4. Elections of the members of the Committee shall be held at a meeting of States Parties convened by the Secretary-General at United Nations Headquarters. At that meeting, for which two thirds of the States Parties shall constitute a quorum, the persons elected to the Committee shall be those nominees who obtain the largest number of votes and an absolute majority of the votes of the representatives of States Parties present and voting. 5. The members of the Committee shall be elected for a term of four years. However, the terms of nine of the members elected at the first election shall expire at the end of two years; immediately after the first election the names of these nine members shall be chosen by lot by the Chairman of the Committee. 6. The election of the five additional members of the Committee shall be held in accordance with the provisions of paragraphs 2, 3 and 4 of this article, following the thirty-fifth ratification or accession. The terms of two of the additional members elected on this occasion shall expire at the end of two years, the names of these two members having been chosen by lot by the Chairman of the Committee. 7. For the filling of casual vacancies, the State Party whose expert has ceased to function as a member of the Committee shall appoint another expert from among its nationals, subject to the approval of the Committee. 8. The members of the Committee shall, with the approval of the General Assembly, receive emoluments from United Nations resources on such terms and conditions as the Assembly may decide, having regard to the importance of the Committee's responsibilities. 9. The Secretary-General of the United Nations shall provide the necessary staff and facilities for the effective performance of the functions of the Committee under the present Convention. 8 Article 18 1. States Parties undertake to submit to the Secretary-General of the United Nations, for consideration by the Committee, a report on the legislative, judicial, administrative or other measures which they have adopted to give effect to the provisions of the present Convention and on the progress made in this respect: (a) Within one year after the entry into force for the State concerned; (b) Thereafter at least every four years and further whenever the Committee so requests. 2. Reports may indicate factors and difficulties affecting the degree of fulfilment of obligations under the present Convention. Article 19 1. The Committee shall adopt its own rules of procedure. 2. The Committee shall elect its officers for a term of two years. Article 20 1. The Committee shall normally meet for a period of not more than two weeks annually in order to consider the reports submitted in accordance with article 18 of the present Convention. 2. The meetings of the Committee shall normally be held at United Nations Headquarters or at any other convenient place as determined by the Committee. Article 21 1. The Committee shall, through the Economic and Social Council, report annually to the General Assembly of the United Nations on its activities and may make suggestions and general recommendations based on the examination of reports and information received from the States Parties. Such suggestions and general recommendations shall be included in the report of the Committee together with comments, if any, from States Parties. 2. The Secretary-General of the United Nations shall transmit the reports of the Committee to the Commission on the Status of Women for its information. Article 22 The specialized agencies shall be entitled to be represented at the consideration of the implementation of such provisions of the present Convention as fall within the scope of their activities. The Committee may invite the specialized agencies to submit reports on the implementation of the Convention in areas falling within the scope of their activities. PART VI Article 23 Nothing in the present Convention shall affect any provisions that are more conducive to the achievement of equality between men and women which may be contained: (a) In the legislation of a State Party; or (b) In any other international convention, treaty or agreement in force for that State. Article 24 9 States Parties undertake to adopt all necessary measures at the national level aimed at achieving the full realization of the rights recognized in the present Convention. Article 25 1. The present Convention shall be open for signature by all States. 2. The Secretary-General of the United Nations is designated as the depositary of the present Convention. 3. The present Convention is subject to ratification. Instruments of ratification shall be deposited with the Secretary-General of the United Nations. 4. The present Convention shall be open to accession by all States. Accession shall be effected by the deposit of an instrument of accession with the Secretary-General of the United Nations. Article 26 1. A request for the revision of the present Convention may be made at any time by any State Party by means of a notification in writing addressed to the Secretary-General of the United Nations. 2. The General Assembly of the United Nations shall decide upon the steps, if any, to be taken in respect of such a request. Article 27 1. The present Convention shall enter into force on the thirtieth day after the date of deposit with the Secretary-General of the United Nations of the twentieth instrument of ratification or accession. 2. For each State ratifying the present Convention or acceding to it after the deposit of the twentieth instrument of ratification or accession, the Convention shall enter into force on the thirtieth day after the date of the deposit of its own instrument of ratification or accession. Article 28 1. The Secretary-General of the United Nations shall receive and circulate to all States the text of reservations made by States at the time of ratification or accession. 2. A reservation incompatible with the object and purpose of the present Convention shall not be permitted. 3. Reservations may be withdrawn at any time by notification to this effect addressed to the Secretary- General of the United Nations, who shall then inform all States thereof. Such notification shall take effect on the date on which it is received. Article 29 1. Any dispute between two or more States Parties concerning the interpretation or application of the present Convention which is not settled by negotiation shall, at the request of one of them, be submitted to arbitration. If within six months from the date of the request for arbitration the parties are unable to agree on the organization of the arbitration, any one of those parties may refer the dispute to the International Court of Justice by request in conformity with the Statute of the Court. 2. Each State Party may at the time of signature or ratification of the present Convention or accession thereto declare that it does not consider itself bound by paragraph I of this article. The other States Parties shall not be bound by that paragraph with respect to any State Party which has made such a reservation. 10 3. Any State Party which has made a reservation in accordance with paragraph 2 of this article may at any time withdraw that reservation by notification to the Secretary-General of the United Nations. Article 30 The present Convention, the Arabic, Chinese, English, French, Russian and Spanish texts of which are equally authentic, shall be deposited with the Secretary-General of the United Nations. IN WITNESS WHEREOF the undersigned, duly authorized, have signed the present Convention. EXHIBIT C Oregon CEDAW Coalition Members 2016: Members: The Urban League of Portland The Crittenton Foundation U.N. Association Chapter of Portland YWCA of Portland Domestic Violence Safe Dialogue Dress for Success of Oregon Mothers Legacy Project Women's International League for Peace and Freedom Oregon Commission for Women (State-wide) Oregon NOW Center for Women's Leadership Equal Access for Girls Girls, Inc. Portland, Oregon Zonta, Portland, Oregon Naral Pro-Choice Oregon American Association of University Women (AAUW) Partnerships and Support: Women's Foundation of Oregon (Portland, OR) The Leadership Council on Civil and Human Rights (D.C., June Zeitlen) Oregon Women's Equity Coalition (OWEC, in Portland, OR) Mayor Kitty Piercy of Eugene, OR Commissioner Amanda Fritz of Portland, OR Oregon CEDAW Coalition Team: Elicia K. Reed, Chair Tameka Taylor Asena Lawrence Katie Krueger Lenka Beevar Local Organizations In Support of Convention on the Elimination of All Discrimination Against Women (CEDAW): Soroptimist International of Ashland - Leadership: President, Robbin Pierce League of Women Voters Rogue Valley - Leadership: President, Jackie Clary Women's International League for Peace and Freedom - Leadership: President, Eileen Dunn Association of American University Women - Leadership: Co-presidents Saundra Theis and Elaine Hamlin Page I Cities for CEDAW: Status of Local Activities E IF, The Leadership 401 Conference WOMEN'S 11 Education Fund INTERCULTURAL NETWORK Cities with CEDAW Ordinance' City/County/State State San Francisco California Los Angeles California Berkeley California Honolulu Hawaii Miami-Dade County Florida Cities with CEDAW Resolution2 City/County/State State Cincinnati Ohio Dal City California Edina Minnesota Eugene Oregon Long Beach California Louisville Kentucky Minneapolis Minnesota Kansas City Missouri Kentucky' Kentucky Salt Lake City Utah Santa Monica California St. Paul Minnesota St. Petersburg Florida Tampa Florida University City Missouri Washington, D.C.' District of Columbia West Hollywood California Cities Exploring Possible CEDAW Ordinance or Resolutions City/County/State State Ashland Oregon Boston Massachusetts Denver Colorado Fairfax Vir inia Juneau Alaska Laguna Woods California Monrovia California New York New York Orange County California Palo Alto California Philadelphia Pennsylvania Pittsburgh Pennsylvania Portland Oregon Page 2 Last Updated: May 2016 Cities for CEDAW: Status of Local Activities I The Leadership 4/ Conference WOMENS Education Fund iNTLRCULTURAL NETWORK Raleigh North Carolina Rapid City South Dakota Richmond California Sarasota Florida Tacoma Washington Ypsilanti Michigan 1 For further information on Cities for CEDAW, please visit citiesforcedaw.org 'These cities have adopted a resolution affirming support for the principles of CEDAW, or have one pending. s Note, this was passed by the Kentucky House of Representatives. There is no similar resolution in the State Senate. a This ordinance has been proposed but not yet been adopted by the DC City Council. 5 These include cities that have begun organizing Cities for CEDAW activity (e.g., forming coalitions of civil society organizations; meeting with city council members, but have not yet formally introduced a resolution or ordinance. Page 3 Last Updated: May 2016 CITY OF ASHLAND Council Communication August 16, 2016 Business Meeting Certification of City Measure by City Governing Body FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY This is a review by the City Council of a citizen initiative titled, "Shall Ashland produce 10% of electricity used in the City by year 2020 from new, local, and clean sources?" The Council can accept the ordinance proposed by the petitioners, reject and refer the ordinance to the voters or reject the ordinance and refer an alternative ordinance. BACKGROUND AND POLICY IMPLICATIONS: A prospective petition for a local initiative was submitted to the City's Election Officer (the City Recorder) on April 26, 2016. All required procedures were followed by the chief petitioners and petitions were approved to circulate to obtain the required 1,644 signatures. Jackson County Elections office has confirmed 1,644 signatures as certified as active registered voters in the City of Ashland, which meets the requirements of City of Ashland Municipal Code 2.36, Initiative and Referendum. Oregon State Elections procedures (ORS 250.325 and 254.095) instruct the city elections official to file the initiated measure with the city governing body at its next meeting which occurs after the petition has qualified to the ballot. COUNCIL GOALS SUPPORTED N/A FISCAL IMPLICATIONS: The cost to refer a local measure to a general election ballot is de minimis. Staff has not prepared a fiscal impact statement to determine the cost of implementing this ordinance and the attendant impact on electric rates. STAFF RECOMMENDATION AND REQUESTED ACTION: The City Council has three options: ACTION RESULT Adopt the initiative Initiative would go into effect without an election being held Reject the initiative, take no action Measure will be submitted to the city voters at the November 2016 election Page 1 of 2 Irr PIA CITY OF ASHLAND Reject the initiative and refer a competing measure Competing measure would be submitted to the city voters at the same November 2016 election SUGGESTED MOTION: Motion to (take one of the noted actions) ATTACHMENTS: Prospective Initiative Notice of receipt of Ballot Title Explanatory statement Page 2 of 2 1 LAC tb4- 20, Prospective Petition APR 6 2016 SEL 370 Local Initiative and Referendum rev 01/16 ORS 250.045, ~11 ,4 250.165, 250.265, 255.135 Warning Supplying false information on this form may result in conviction of a f ony wiirfi a ine o up to $125,000 and/or prison for up to 5 years. Each chief petitioner is required to provide, on the same form, their name, residence address, a contact phone number and a signature attesting that the information on the form is true and correct. Changes to the information provided for a chief petitioner or to the circulator pay status below must be reported to the Elections Division no later than the 10th day after you first have knowledge or should have had knowledge of the change. Petition Information Type This filing is an ,X Original ❑ Amendment X Initiative ❑ Referendum Jurisdiction Some Circulators may be Paid ❑ County 11h City ❑ District ❑ Yes ENo Title AN ORDINANCE REQUIRING THE CITY OF ASHLAND TO PRODUCE 10 PERCENT OF THE ELECTRICITY USED IN THE CITY FROM NEW, LOCAL AND CLEAN RESOURCE BY THE YEAR 2020 Website if applicable Petition Correspondence select the method of receiving notices or other correspondence from the Filing Officer. X Correspondence Recipient X Email Chief Petitioners ❑ Mail Chief Petitioners Recipient Information Name )David Helmick Email Address 1sos@d-pminc.L0-Mj Chief Petitioner Information At least one original chief petitioner must remain throughout the petition process or the petition is void. By signing this document, I hereby state that all information on the form is true and correct and attest that no circulators will be compensated money or other valuable consideration on this petition based on the number of signatures obtained by the circulator. Name Pavid Helmick Contact Phone 15101435-35451 Residence Address 468 Williamson Way, Ashland, OR 97520 Mailing Address if different Email Address sos@d-pminc.cOm Signature c Date Signed Name Contact P one 01 ~ r s~/ 1 Cal Residence Address street, city, state, zip -j- Mailing Address if differe Email Address GhdU e ` /~le Signature Date Signed fLL' 1 Name Contact Phone W'V- Residence Address street, city, state, zip Mailing Address if different Email Address _ LL ~l Si ~ Date signed - ~ ~ D 41-1 -2at(o i AN ORDINANCE REQUIRING THE CITY OF ASHLAND TO PRODUCE 10 PERCENT OF THE ELECTRICITY USED IN THE CITY FROM NEW, LOCAL AND CLEAN RESOURCE BY THE YEAR 2020. RECITALS: WHEREAS climate change is caused in large part by human action. WHEREAS Ashland citizens have a responsibility to contribute to slowing of climate change. WHEREAS Ashland owns it own electric utility. SECTION 1. The City of Ashland shall cause at least 10 percent of the electricity used in the City to be produced from new, local and clean resources from and after the year 2020. SECTION 2. The City of Ashland shall enact such ordinances and resolutions, and appropriate such funds and take necessary actions as are necessary to implement the requirements of Section 1 above. APR 62016 8 y. NOTICE OF RECEIPT OF BALLOT TITLE FILED IN THE CITY OF ASHLAND November 8, 2016, General Election NOTICE IS HEREBY GIVEN that a ballot title meeting the requirements of section 1(2) (d), Article IV of the Oregon Constitution (one subject) has been filed with the City Recorder. The ballot title has been prepared by the City Attorney and is as follows: CAPTION: Approving requirement for City to produce new local clean electricity. QUESTION: Shall Ashland produce 10% of electricity used in the City by year 2020 from new, local, and clean sources? SUMMARY: The petitioners for this initiative seek to help slow climate change by requiring customers of the City of Ashland Electric Utility to support greater use of locally- generated non-fossil fuel based electricity within Ashland. The City of Ashland Electric Utility produces approximately one percent of the community's electricity needs with local hydroelectric generation. The remainder is purchased from Bonneville Power Administration, of which approximately 5% is wind-generated, 80% is hydroelectric-generated, 10% is nuclear-generated, and 5% comes from other sources. This proposed ordinance requires that by 2020 10% of the electricity used within the City of Ashland be generated from new, local and clean sources and that the City itself be responsible for such production. The City of Ashland presently does not own, operate, or have access to facilities to meet the 10% local, clean sourcing requirement. To implement this proposed ordinance, the City would need to reallocate or increase staffing and funding for capital projects and operations. ANY ELECTOR DISSATISFIED WITH THE BALLOT TITLE may petition the Circuit Court seeking a different title and stating the reasons the title filed is insufficient, not concise or unfair. Petition must name as respondent the City Attorney and must be filed no later than the 7th dam ballot title is filed with the City Recorder, May 13, 2016. The court shall review the title and measure to be initiated or referred, hear arguments, if any, and certify to the city elections officer a title for the measure which meets the requirements of ORS 250.035. AN ELECTOR FILING A PETITION shall notify the city elections officer in writing that the petition has been filed. The notice shall be given NO LATER THAN 5 p.m. on the next business day following the day the petition is filed. ORS 250.296(2). Barbara Christensen, City Recorder/Treasurer Publish: May 9, 2016 City of Ashland, Ballot Measure, November 8, 2016, General Election Approval of an ordinance titled, an ordinance requiring the City of Ashland to produce 10 percent of the electricity used in the city from new, local and clean resource by the year 2020. Explanatory Statement: A group of Ashland citizens gathered the necessary number of signatures to refer to the ballot an ordinance titled, "An ordinance requiring the City of Ashland to produce 10 percent of the electricity used in the City from new, local and clean resource by the year 2020." The ordinance states: "SECTION 1. The City of Ashland shall cause at least 10 percent of the electricity used in the City to be produced from new local and clean resources from and after the year 2020. "SECTION 2. The City of Ashland Shall enact such ordinances and resolutions, and appropriate such funds and take necessary actions as are necessary to implement the requirements of Section 1 above." This ordinance was drafted by citizens and not by City staff or the City Council. The ordinance does not contain definitions of "new," "local," or "clean." The ordinance does not state whether "10 percent of the electricity used in the City," refers to peak day demand, average daily demand or some other benchmark of electricity use. The ordinance does not state whether energy efficiency and conservation are considered new "resources." The City of Ashland currently produces about I% of its electricity from a hydropower generator located below Hosler Dam and from solar panels known as the Solar Pioneer project at 90 North Mountain Avenue. The remaining 99% of the City's electricity is acquired from the Bonneville Power Administration (BPA) under a power purchase agreement. The power purchased from the BPA is derived from the following sources: Large hydroelectric (84%) Small hydroelectric (1.1 Biomass and waste (0.1 Wind without renewable energy credits (0.6%) Non-specified (4.4%) Nuclear (10.4%) Coal (0%) Natural gas (0%) Geothermal (0%) Solar with renewable energy credits (0%) Wind with renewable energy credits (0%) (Source: Bonneville Power Administration) Total 294 words (500 words permitted per ORS 246.150, 251.305 & 251.325 500) 1 City of Ashland, Ballot Measure, November 8, 2016, General Election Approval of an ordinance titled, an ordinance requiring the City of Ashland to produce 10 percent of the electricity used in the city from new, local and clean resource by the year 2020. Explanatory Statement: A group of Ashland citizens gathered the necessary number of signatures to refer to the ballot a proposed ordinance titled, "An ordinance requiring the City of Ashland to produce 10 percent of the electricity used in the City from new, local and clean resource by the year 2020." The proposed ordinance states: "SECTION 1. The City of Ashland shall cause at least 10 percent of the electricity used in the City to be produced from new local and clean resources from and after the year 2020. "SECTION 2. The City of Ashland Shall enact such ordinances and resolutions, and appropriate such funds and take necessary actions as are necessary to implement the requirements of Section 1 above." This proposed ordinance was drafted by citizens and not by City staff or the City Council. The proposed ordinance does not contain definitions of "new," "local," or "clean." The proposed ordinance does not state whether "10 percent of the electricity used in the City," refers to peak day demand, average daily demand or some other benchmark of electricity use. The proposed ordinance does not state whether energy efficiency and conservation are considered new "resources." The City of Ashland currently produces about 1 % of its electricity from a hydropower generator located below Hosler Dam and from solar panels known as the Solar Pioneer project at 90 North Mountain Avenue. The remaining 99% of the City's electricity is acquired from the Bonneville Power Administration (BPA) under a power purchase agreement. The power purchased from the BPA is derived from the following sources: Large hydroelectric (83.6%) Small hydroelectric (0.9%) Biomass and waste (0.1 Wind without renewable energy credits (0.6%) Non-specified (4.8%) Nuclear (9.9%) Coal (0%) Natural gas (0.1 Geothermal (0%) Solar with renewable energy credits (0%) Wind with renewable energy credits (0%) (Source: Bonneville Power Administration CY 2015 Fuel Mix Summary) Total 305 words (500 words permitted per ORS 246.150, 251.305 & 251.325 500) 1 CITY OF ^AS H LAN D Council Communication August 16, 2016, Business Meeting Approval of the 2016 Water Supply Strategy FROM: Michael R. Faught, Public Works Director, Public Works Department, fau hg tmashland.or.us SUMMARY Council will consider a staff recommendation to use Talent Ashland Phoenix (TAP) water from the Medford Water Commission as Ashland's first option to augment the City's water supply during drought conditions, rather than Talent Irrigation District (TID) water, as has been the recent practice. TID water would still be available to the City if needed. BACKGROUND AND POLICY IMPLICATIONS: Although Medford Water Commission (MWC) water was available to the City last year via the newly constructed TAP line, on June 16, 2015, Council directed staff to use TID first to augment Ashland's water supply and TAP as the second source, as needed. After three consecutive years of drought, staff now recommends using MWC/TAP water as the first option for supplemental water during drought. Reasons for this recommendation are as follows: treatment plant staff reports an increase in taste and odor issues; fluctuation in temperature (which requires frequent water treatment adjustments); and increased overtime for the small four-person water treatment plant team plus the two members of the water distribution team. Unlike TID water, MWC water delivered by the TAP line is already treated and ready for consumption. However, it will cost $16,800 more to use TAP than TID water. The cost difference is based on 60 days of additional use of TAP `eater, over and above the 30-day TAP water test that will occur annually (see chart below). The City runs the TAP system for 30 days each summer, even in a non-drought year, to test the system for leaks and other problems. Page 1 of 3 ~r CITY OF ASHLAND Millions Cost per Gallons per Thousand Cost Water Source Day Days Gallons (rounded) Cost of TAP Water for 2 Months Cost of Water 2.13 60 $0.76 $97,200 Meter Charge $600 Total Cost of TAP Water $97,800 TID Water for 2 Months Cost to Pump from the Canal 2.13 60 $0.09 $12,200 Cost to Treat 2.13 60 $0.26 $33,300 Cost of Temporary Water Rights for Drought Years [1] $20,100 Lost Revenue from Backside TID users (drought years) [2] $15,400 Total TID Water Cost for 2 Months $81,000 [1] The City has a temporary contract of 600 acre-feet exclusively for municipal use. It may also use a portion or all of its 769 acre-feet contract with TID which is typically curtailed to 654 acre-feet in a drought. 2.13 MGD for 60 days equates to 127,800,000 gallons, or 392 acre-feet. Cost for 600 acre-feet $30,700 Cost per acre-foot $51.17 [2] 84 acres at $183.11 per acre. Annual TAP System Testing While staff has a high confidence in the Medford Water Commission water as a long term water supply, staff is not planning on conducting its annual TAP water system test in August or potentially at all this year in order to give the Medford Water Commission a chance to settle the water quality challenges it is dealing with right now. This should not be a problem as Reeder Reservoir is still 96% full and staff does not anticipate a need to supplement the City's water supply this year. COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: Using TAP water before TID water during drought conditions increases the City's cost for supplemental water supply by an estimated $16,800. This estimate assumes using 2.13 million gallons per day of TAP water for 60 days. The City does not budget for drought; however, this sum can be and has in the last three drought years been absorbed in the Water Fund. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends using TAP water before TID water to supplement Ashland's water supply, if needed. SUGGESTED MOTION: Page 2 of 3 ILAII CITY OF ASHLAND I move to approve the use TAP water as the first option to supplement Ashland's water supply, if needed. ATTACHMENTS: June 21, 2016, Water Supply Update CC ~r 6s Page 3 of 3 ~r CITY OF ASHLAND Council Communication June 21, 2016, Business Meeting 2016 Water Supply Update FROM: Michael R. Faught, Public Works Director, Public Works Department, faughtmcashland.or.us Julie Smitherman, Water Conservation Specialist, Public Works Department smithermanj a,ashland.or.us SUMMARY This is an annual update to the Council regarding the city's summer water supply. The April 29, 2016 snow pack is 54 inches at the Big Red Mountain site (see chart below). While this isn't a normal snow year it is above the 2009 snow levels (40" at Big Red Mountain) that required staff to add Talent Irrigation District (TID) water to supplement the summer water supply. Based on April 29, 2016, snow levels, staff plans to follow the normal Reeder Reservoir drawdown curve and only augment water from the Talent Ashland Phoenix Intertie (TAP) or TID if needed. In addition, Water Conservation staff will continue to promote their water conservation programs and assist customers with ways to reduce water use. Staff is recommending that TAP water be used to augment Ashland's water supply first, then TID water, if needed. BACKGROUND AND POLICY IMPLICATIONS: The April 29, 2016, snow pack results (see chart below) indicate that we potentially should have sufficient water supply to get through the summer months without adding either TID or TAP water. Having said that, staff will closely monitor the water and augment water from either TAP or TID as needed. Staff will follow the Reeder Reservoir standard drawdown curve to determine if and when there is a need to supplement the water supply in 2016. April 29 Ashland Creek Watershed Snow ack Data Snow Course/Aerial Marker 2015 Snow 2016 Snow 2015 Snow Water 2016 Snow Water Sites Elevation Depth (inches) Inches EquivSaWEt (in.) Equivalent (in.) (SWE) * Big Red Mountain SNOTEL Site 6,050 ft 7 54 3.9 24.4 Caliban 6,500 ft 9 60 4.2 27.7 Mt. Ashland Switchback 6,430 ft 4 50 1.3 29.9 Ski Bowl Road 6,070 ft 0 24 0 11.7 X Big Red Mountain SNOTEL Site is an automated site that provides daily snowpack data. The three additional sites are measured manually by the Jackson County Water Master at the end of each month. Page I of 5 ~r C I T Y OF ASHLAND 2016 and 2015 Reservoir Data The reservoir graphs (below) provide a daily look at Ashland's water supply over the last couple of years. The red line represents the theoretical reservoir use rate necessary to adequately meet Ashland's water supply needs. The blue line represents the current reservoir level. If at any point the demand on Reeder Reservoir drops below the theoretical drawdown curve as shown in the chart below, staff is prepared to implement the water curtailment strategies. 2016 drawdown curve 100- 80. 60 40 20 A A ~ A A ~ ~ A + A 2015 drawdown curve 100 80 60- 40- '0 w w w w w w Talent Irril4ation District JID) Page 2 of 5 ~r CITY OF ASHLAND TID water is used to supplement our raw water supply during drought conditions. Howard Prairie and Hyatt Lake feed the TID irrigation system through Ashland. At this point, Howard Prairie is 67% full; Hyatt Lake is 70% full as reported by the US Bureau of Reclamation, Pacific Northwest Region Bear Creek and Little Butte Creek Basins. As a reminder, if there is a need to use 2 mgd of TID water, no TID water will be sent past the pump station at Park Estates, and downstream TID customers will not receive TID water. If additional TID water is needed, the remaining sections of the TID water canal (between Walker and Park Estates) will also be diverted to the plant. If this occurs, then those TID irrigation customers will not be allowed to use TID water for irrigation purposes. Talent, Ashland and Phoenix (TAP) Water from Medford is available when Ashland determines a need to add TAP water. The TAP pump is scheduled to be completed by July 7, 2016 and available to augment Ashland's water supply. As a reminder, staff 5 will conduct the annual test of the system and pump TAP water from August 15, 2016 ~ through September 15, 2016. z On June 16, 2015, Council directed staff to use TID first to augment Ashland's water `supply and TAP as the second sources as f =ti :kex,; tw, r " needed. After three consecutive years of drought, staff is now asking the Council to reconsider and use TAP water as the first source of water during drought. Some of the reasons for this recommendation are that treatment plant staff has seen an increase in taste and odor issues, fluctuation in temperature which requires frequent water treatment adjustments, and increased overtime for the small four person water treatment plant team and two members of the water distribution team. Unlike TID water, TAP water is already treated and ready for consumption through the TAP system. Having said that, it will cost $31,600 more to use TAP than TID water. The cost difference is based on 60 days of additional use of TAP water (did not include the 1 month TAP water test that will occur annually) versus TID water (see chart below). Page 3 of s PF. ~r CITY of ASHLAND Millions Cost per Gallons per Thousand Water Source Day Days Gallons Cost (rounded) Cost of TAP Water for 4 Months Cost of Water 2.13 60 $0.76 $97,200 Meter Charge $600 Total Cost of TAP Water $97,800 TID Water for 4 Months Cost to Pump from the Canal 2.13 60 $0.09 $12,200 Cost to Treat 2.13 60 $0.26 $33,300 Cost of Temporary Water Rights for Drought Years [1] $5,300 Lost Revenue from Backside TID users (drought years) [2] $15,400 Total TID Water Cost for 4 Months $66,200 [1] The City has a temporary contract of 600 acre-feet exclusively for municipal use. It may also use a portion or all of its 769 acre-feet contract with TID which is typically curtailed to 654 acre-feet in a drought. 2.13 MGD for 60 days equates to 127,800,000 gallons, or 392 acre-feet. Spill to the creek is 124 acre feet and front-side users take about 240 acre-feet; therefore about 100 acre-feet would be used over 2 months in a drought. Cost for 600 acre-feet $30,700 Cost per acre-foot $51.17 [2] 84 acres at $183.11 per acre. Conservation Strategies Although we have seen higher snowpack levels this year than in the past couple years, we still need continue to use water efficiently and invest in long term conservation measures not only to minimize the impact of future drought but to also ensure we have a sufficient supply to sustain our community. In conjunction with water supply strategies, the water conservation team continues to offer our water customers the following programs: • A lawn replacement rebate for removal of irrigated lawns that are replaced with low water use landscapes and efficient irrigation systems. • Free irrigation system evaluations and free indoor water use analyses. In most cases, these detailed evaluations of individual systems will uncover ongoing water waste. • Rebates are available for installing high efficiency WaterSense labeled toilets and Energy Star labeled dishwashers and washing machines. • Free low flow showerheads, faucets aerators and spray rinse valves for commercial dishwashing are available for residences and businesses to reduce water consumption indoors. • Water Wise Landscaping website, www.ashlandsaveswater.org which helps people design landscapes with plants that use less water. Last year, many residents of our community took advantage of the City's programs and as a result we have estimated long term reduction in water use at approximately 10 million gallons each year. This is in addition to our estimates for last year of 7 million gallons. Page 4 of 5 RIA Irr CITY OF ASHLAND Additional Measures: • We have developed a watering calculator to assist customers in knowing how often to water based on the type of plants and the type of sprinklers being used. It is accessible on our Water Wise Landscaping website at www.ashlandsaveswater.org. • We created an Ashland Water Conservation Facebook page. The City's Water Conservation Assistant, Carolyne Augsburger, has done a wonderful job at designing and updating this Facebook page. We currently have 75 followers and anticipate many more over the course of the summer. • Instead of sending customers to a dedicated drought page, we have decided to add a Water Supply webpage under Public Works to provide up to date information about our water supply throughout the summer. It will also include the drawdown curve for Reeder Reservoir. The webpage can be found at www.ashland.or.us/watersupply. • We developed a "Surviving Drought 101" guide and a "Tree Care" guide, which are now readily available to our community. • To help promote the efficient use of the community's resources, a combined water and energy conservation ad has been created that will play at both movie theaters for the next three months. • We continue to provide public presentations on the importance of making long term water efficiency changes, as well as educate on the source of our drinking water, and how the overall operation of the water supply system works. Examples are local civic groups, garden clubs, City Commissions, HOAs and events such as Earth Day and the Salmon Festival. • Although we focus much of our attention on external conservation, there are several efforts being made to manage our water use internally as well. We will be conducting a facilities water audit this summer to better understand how each facility uses water and what measures could potentially be used to reduce. We are also evaluating a few landscapes on city owned property for possible conversion to vegetation that functions well and uses less water. • We are continually researching new technologies in water efficiency and evaluating future programs and incentives to help our customers. FISCAL IMPLICATIONS: The fiscal impact of using TAP water before TID water during drought conditions will increase by an estimated $31,600. This estimate assumes using 2.13 mgd per day of TAP water for 60 days. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that the City Council approve staff recommended 2016 water supply strategy and using TAP water before TID water to supplement Ashland's water supply if needed. SUGGESTED MOTION: Move to approve staff's recommended 2016 water supply strategy and to use TAP water before using TID water to supplement Ashland's water supply, if needed. ATTACHMENTS: None Page 5 of 5 P. ~r CITY OF ASHLAND Council Communication August 16, 2016, Business Meeting Second Reading of an ordinance amending the Citizen Participation and Involvement Chapter of the Ashland Comprehensive Plan to establish the Ashland Planning Commission as the Committee on Citizen Involvement. FROM: Brandon Goldman, Senior Planner, Community Development Department Brandon. Goldman@ashland. or.us SUMMARY This ordinance amends the Ashland Comprehensive Plan to remove references to Citizen Advisory Committee (CPAC), and to clarify that the Ashland Plarvling Commission is the designated Committee on Citizen Involvement (CCI) charged with enhancing citizen involvement in land use planning and evaluating the process being used for citizen involvement. BACKGROUND At its August 2, 2016 regular session, the City Council approved first reading of an ordinance amending the City of Ashland Comprehensive Plan's Introduction and Definitions Chapter (Chapter II), and Citizen Involvement Element (Chapter III), to designate the Planning Commission as the City's Committee for Citizen Involvement, and to replace references to the Citizen's Planning Advisory Committee with references to the Committee for Citizen Involvement. As directed by Council on August 2, 2016, the proposed ordinance has been amended to newly include a sixth policy within the Citizen Participation and Involvement Chapter that clarifies that the Mayor and Council may appoint short term citizen committees to address specific planning assignments as needed. COUNCIL GOALS SUPPORTED: Goal 2. Promote effective citizen communication and engagement FISCAL IMPLICATIONS: N/A. STAFF RECOMMENDATION AND REQUESTED ACTION: The Planning Commission held a public hearing on July 16, 2016, and recommend the City Council approve planning action 2016-00682 adopting the ordinance amending the Comprehensive Plan as presented. Staff recommends approval of Second Reading of the ordinance as amended. Page 1 of 2 ~r CITY OF ^ASHLAND SUGGESTED MOTION: I move to approve second reading of an ordinance entitled " An Ordinance Amending the Citizen Participation and Involvement Chapter of the Ashland Comprehensive Plan to establish the Ashland Planning Commission as the Committee for Citizen Involvement." as presented (or as amended) ATTACHMENTS: • Ordinance amending the Comprehensive Plan Citizen Involvement and Participation Element Page 2 of 2 Mill ORDINANCE NO. AN ORDINANCE AMENDING THE CITIZEN PARTICIPATION AND INVOLVEMENT CHAPTER OF THE ASHLAND COMPREHENSIVE PLAN TO ESTABLISH THE ASHLAND PLANNING COMMISSION AS THE COMMITTEE FOR CITIZEN INVOLVEMENT Annotated to show deletions and additions to the code sections being modified. Deletions are bold lined throuo and additions are in bold underline. WHEREAS, Article 2. Section 1 of the Ashland City Charter provides: Powers of the City The City shall have all powers which the constitutions, statutes, and common law of the United States and of this State expressly or impliedly grant or allow municipalities, as fully as though this Charter specifically enumerated each of those powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto, shall possess all powers hereinafter specifically granted. All the authority thereof shall have perpetual succession. WHEREAS, the above referenced grant of power has been interpreted as affording all legislative powers home rule constitutional provisions reserved to Oregon Cities. City of Beaverton v. International Ass'n of Firefighters, Local 1660, Beaverton Shop 20 Or. App. 293; 531 P 2d 730, 734 (1975); and WHEREAS, the Ashland Comprehensive Plan contains policies regarding the citizen participation and involvement to ensure the opportunity for citizens to be involved in all phases of the planning process, and WHEREAS, Oregon land use law requires each city to have a Committee for Citizen Involvement that is responsible for evaluating and assessing citizen engagement in land use planning processes and making recommendations to the governing body regarding citizen engagement. WHEREAS, the Citizen Planning Advisory Committee (CPAC) has been inactive since 1992; and WHEREAS, in 1992, the City Council of the City of Ashland passed Resolution 92-25 which directed the Planning Director to prepare amendments to the Comprehensive plan to reorganize the Citizen Planning Advisory Committee to function more effectively; and WHEREAS, in 2016, the City Council of the City of Ashland, following the close of the public hearing and record, deliberated and conducted first and second readings approving adoption of Ordinance #3124 repealing Chapter 2.27 and amending Chapter 2.12 of the Ashland Municipal Code to designate the Ashland Planning Commission as the Committee for Citizen Involvement in accordance with Article 10 of the Ashland City Charter; and Page 1 of 4 WHEREAS, the City of Ashland Planning Commission considered the recommended amendments to the Ashland Comprehensive Plan at a duly advertised public hearing on July 12, 2016 and following deliberations, recommended approval of the amendments by a unanimous vote of; and WHEREAS, the City Council of the City of Ashland conducted a duly advertised public hearing on the above-referenced amendments on August 2, 2016; and WHEREAS, the City Council of the City of Ashland, following the close of the public hearing and record, deliberated and conducted first and second readings approving adoption of the Ordinance in accordance with Article 10 of the Ashland City Charter. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The above recitations are true and correct and are incorporated herein by this reference. SECTION 2. The City of Ashland Comprehensive Plan, Chapter III, [CITIZEN PARTICIPATION AND INVOLVEMENT] is hereby amended to read as follows: CHAPTER III CITIZEN PARTICIPATION AND INVOLVEMENT Initial Plan Formulation The City has made every attempt to involve as many people as possible in the planning process. During the initial drafting of this Plan document, four citizen advisory committees were established, each with a different area of concern. 1) Environmental Resources Committee: Areas of interest include subjects related to the environment (air, water pollution) and park, open space and recreation programs. 2) Economic and Manpower Resource Committee: Areas of interest include economic development, commercial and industrial land, and manpower programs. 3) Public Facilities Committee: Areas of interest include water, sewer, police, fire and transportation. 4) Housing and Social Services Committee: Areas of interest include housing, aging programs, health, and other social services. The committee memberships were established by selecting certain individuals with relevant skills, including SOU faculty members, and by advertising in the newspaper for volunteers. An attempt was made to give each committee a balanced membership with regard to income, age, sex and geographic area of residence. All meetings were advertised and open to the public and all attending were encouraged to take part in the discussion and policy formulations. Page 2 of 4 The committees met frequently, both separately and jointly, with an average attendance of 9 and 40 respectively. This represented approximately 1250 citizen hours of participation as of December 15, 1975. There was also a neighborhood involvement element in the Ashland Plan procedure. The City was divided into eight neighborhoods according to areas with similar problems. There were two neighborhood meetings to review the planning process and the Land Use Map. Attendance averaged about 30 for each meeting. Citizen's Plann ne "d'y~ Committee on Citizen Involvement After the initial Plan draft, a permanent committee was formed to provide continuing citizen involvement. The Citizens' Planning Advisory Committee is appointed by the A4ayoi. ii onsists of 16 r^N°^rs who meet monthly On April 19, 2016, the City Council designated the Ashland Planning Commission as the Committee for Citizen Involvement. to r-eview planning issues which involve LCDC and Compr-ehensive Plan Goal items. They a! This committee provides direction and expertise in development of new ordinances and policies, and This eommi assists the City Council with promoting and enhancing citizen involvement in land use planning, the implementation of the citizen involvement program, and evaluation of the process for citizen involvement shoulder- the of the ongoing citizens' involveme in the planning process. All major changes in Plan direction or implementation will be reviewed by the committee, and the committee will be responsible to assist in increasing communication between the City and the government decision-makers. GOAL: TO MAINTAIN A CITIZEN INVOLVEMENT PROGRAM THAT ENSURES THE OPPORTUNITY FOR CITIZENS TO BE INVOLVED IN ALL PHASES OF THE PLANNING PROCESS. POLICIES: 1) Continue existing Ashland Citizens' Planning Adviso", Committee to assist the Committee for Citizen Involvement Ashland Planning Commission to assist the a-ad Ashland City Council on significant planning issues, implementing ordinances, and all LCDC and Comprehensive Plan goals. 2) Ensure, as much as possible, that the 4-6-7 member Chien Planning Adviso Commit Ashland Planning Commission, as the Committee for Citizen Involvement, represents a geographic, occupational and ideological cross-section of the citizenship of Ashland. All future selections to the Commit Ashland Planning Commission-should be with the ideal of representing a cross-section of Ashland's population. 3) Ensure in the future that all citizens are given the opportunity to contribute their views to planning issues through the public hearing process. 4) The City shall sponsor informal workshops during the development of significant elements of the Plan implementing ordinances, so that complex issues may be better understood by the public. 5) The City should develop education materials such as guidelines, handouts, etc. to Page 3 of 4 increase understanding of the City codes by the general public. When necessary, the City should sponsor seminars and classes to better inform the public. 6) The Mayor and City Council may appoint short-term citizen committees to address specific planninIZ assignments as needed. SECTION 3. The City of Ashland Comprehensive Plan, Chapter II, [INTRODUCTIONS AND DEFINITIONS], SECTION 2.04.16, is hereby amended to read as follows: Plan Review 2.04.16 This plan will be reviewed for adequacy of its policies and timeliness of the supporting data every two years from the date of plan adoption. Revisions of the plan text or plan map shall be subject to the complete citizen involvement process including public workshops, CPS Committee for Citizen Involvement (CCI) participation, Agency coordination, Planning Commission hearings and recommendations= and Council action by ordinance. SECTION 4. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. SECTION 5. Codification. Provisions of this Ordinance shall be incorporated in the City Comprehensive Plan and the word "ordinance" may be changed to "code", "article", "section", or another word, and the sections of this Ordinance may be renumbered, or re-lettered, provided however that any Whereas clauses and boilerplate provisions (i.e. Sections 1, 4-5) need not be codified and the City Recorder is authorized to correct any cross-references and any typographical errors. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2016, and duly PASSED and ADOPTED this day of , 2016. Barbara M. Christensen, City Recorder SIGNED and APPROVED this day of 12016. John Stromberg, Mayor Reviewed as to form: David Lohman, City Attorney Page 4 of 4 CITY OF ^ASHLAND Council Communication August 16, 2016, Business Meeting Second Reading of an Ordinance Amending AMC 4.34, Food and Beverage Tax, and Referring Said Ordinance to the Voters of Ashland in the November 8, 2016, General Election FROM: Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY This ordinance amends the Ashland Municipal Code to redirect a portion of the City's food and beverage (F&B) tax revenue to street maintenance and to increase the portion of F&B tax revenue that is directed to the Ashland Parks and Recreation Commission. Staff projects that enough revenue is being generated by the F&B tax to fully fund current wastewater treatment debt, a pavement management program to overlay or reconstruct all arterial and collector streets and to increase the share of F&B revenue for Parks from 20% to 25% of total collections. The ordinance does not change the current tax rate of 5% and does not change the tax's sunset date of December 31, 2030. The ordinance contains a referral clause, so it would not be enacted unless approved by Ashland voters in the November 8, 2016 election. This ordinance was approved on first reading at the August, 2, 2016, Council meeting. BACKGROUND AND POLICY IMPLICATIONS: City staff initiated a discussion of the city's street maintenance needs at the study session of April 20, 2015. At that time, staff pointed out that virtually all of the city's arterial, collector and neighborhood collector streets are in need of major maintenance and that approximately three miles of those streets require complete reconstruction. At the conclusion of the study session, staff indicated that it would return to Council with a proposal to generate the revenues necessary to implement a pavement management program via the street utility fee. This discussion resumed at the February 29, 2016, study session, however, rather than proposing an increase in the street utility fee, staff proposed a plan to reallocate food and beverage tax revenues in order to cover debt service on a borrowing to implement the pavement management program. The City of Ashland first enacted a food and beverage tax - a tax on prepared food and non-alcoholic beverages sold by restaurants and caterers in 1993. The tax was created to provide a reliable revenue stream for the acquisition of open space (park land). The original F&B ordinance established the tax at 1%, but authorized the Council to raise the tax to 5%, with the additional revenue dedicated to debt service for waste water treatment plant construction. That ordinance was referred to the voters who approved it in a contentious election by a margin of 55%-45%. Shortly after that election, the Council exercised its right to raise the tax to 5%, the level at which it has been ever since. The ordinance was subsequently amended five times, with the fifth amending ordinance (to allow tax collections to be Page 1 of 3 PI. im` CITY OF ASHLAND spent on park development as well as land acquisition and extending the ordinance sunset date to 2030) referred to the voters in 2009. Voters approved that ordinance by a margin of 59%-41%. Within two years of that amendment, the city refinanced its wastewater debt, resulting in a savings of some $300,000 annually; savings that continue to grow each year until the debt is retired in fiscal year 2022. At the same time, F&B tax collections since the end of the 2008-2009 recession have grown much faster than had been projected when the wastewater debt was first incurred. Since 2010, F&B tax collections have grown 5.7% annually and remain on pace for continued growth. This has created a large and growing gap between F&B revenues dedicated for wastewater debt and the amount actually needed for that debt. This gap, illustrated in the graph below, is projected to approach $600,000 in FY 2016. F&B 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 $0 2008 2009 2010 20112012 2013 2014 2015 2016 2017 2018 2019 2020 20212022 --Annual Debt Service ----Annual Tax Proceeds Meanwhile, the City faces a burgeoning crisis with regard to its street maintenance needs. The city's two primary sources of street maintenance revenue - shared state gas tax revenue and the local street utility fee - have not kept pace with demand. The City faces a $10.5 million bill to bring all of its arterial, collector and neighborhood collector streets up to excellent pavement condition, after which the streets can be maintained on a regular and much less costly schedule, thus avoiding the significantly higher cost of reconstruction. (It costs approximately $285,000 to overlay a mile of road, but $1.4 million to reconstruct that same mile of road.) Given the growing gap between F&B tax revenue for wastewater debt and the actual cost of debt service, staff proposes to redirect F&B revenues to two other related purposes. One is to increase the Page 2 of 3 1 . CITY OF AASHLAND share of tax revenue that goes to the Ashland Parks and Recreation commission from 20% to 25%. The remainder of the revenue would be dedicated to debt service on a borrowing to fund a pavement management program for the City's arterial and collector streets. Current projections indicate that the pavement management program can be fully funded solely with these F&B tax revenues. In addition, the current wastewater debt that is being funded by F&B taxes will be retired. in fiscal year 2022. This ordinance stipulates that after FY 2022, if the Council wishes to use F&B tax revenues for purposes other than parks, waste water debt or street repair and rehabilitation, it may do so only by seeking voter approval of an ordinance for those purposes. Lastly, this ordinance contains a referral clause so that it is not enacted unless approved by the voters in the November 8, 2016, election. COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: This ordinance does not increase or decrease the food and beverage tax rate of 5%, therefore it does not affect total appropriations in the current budget. The ordinance only re-directs the funding to other purposes. Increasing the Parks' share of F&B revenue to 25% would add between $130,000 and $140,000 to the Parks Fund in FY 2017. In addition, funds that would have gone into the Waste Water Fund will instead be directed to the Street Fund. Debt service on a $10.5 million borrowing for street maintenance would be approximately $711,000 annually. Current projections indicate that the F&B tax revenue available for street maintenance would not reach that level until fiscal year 2020, although by borrowing the funds in stages rather than all at once, the City can fund the pavement management program exclusively with F&B tax revenues. However, if this ordinance is not approved, the urgent need for street maintenance does not disappear and the City will have to identify a different source of revenue to pay for it. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of this ordinance on second reading. SUGGESTED MOTION: I move approval on second reading by title only of an ordinance amending AMC 4.34 and referring said ordinance to the voters of Ashland in the November 8, 2016 general election. ATTACHMENTS: Ordinance Pavement Management Strategy Map Minutes of April 20, 2015 study session Minutes of February 29, 2016 study session Page 3 of 3 ~r ORDINANCE NO. AN ORDINANCE AMENDING AMC CHAPTER 4.34, FOOD AND BEVERAGE TAX, AND REFERRING THE ORDINANCE TO THE VOTERS OF ASHLAND IN THE NOVEMBER 8, 2016 GENERAL ELECTION Annotated to show deletions and additions to the code sections being modified. Deletions are bold lined dough and additions are bold underlined. WHEREAS, Article 2, Section 1 of the Ashland City Charter provides: Powers of the City. The City shall have all powers which the constitutions, statutes and common law of the United States and this State expressly or impliedly grant or allow municipalities, as fully as though this Charter specifically enumerated each of those powers, as well as all powers not inconsistent with the foregoing and, in addition thereto, shall possess all powers hereinafter specifically granted. All the authority thereof shall have perpetual succession. WHEREAS, the City desires to re-direct a portion of the food and beverage tax to street maintenance activities and to increase the share of food and beverage tax that is directed to the Ashland Parks and Recreation Commission. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Title 4 Revenue and Finance of the Ashland Municipal Code, "Food and Beverage Tax," is hereby amended as follows: SECTION 4.34.010 Definitions The following words and phrases whenever used in this chapter shall be construed as defined in this section unless from the context a different meaning is intended. A. "Caterer" means a person who prepares food at a business site, for compensation, for consumption on or off the business premises but within the corporate limits of the city. B. "Combination facility" has the same meaning as defined in Oregon Administrative 333- 150-0000(4)(i) which the State of Oregon Department of Agriculture licenses or inspects under Oregon Administrative Rule 333-158-0000. C. "Director" means the Director of Finance of the City of Ashland, or his/her designee. D. "Food" includes all prepared food items and beverages, excluding alcoholic beverages, served in a restaurant including "takeout", "to go" or delivered orders. E. "Open Space Park Program" and "Open Space lands or easements" have the same meaning as used in Article XIX A of the Ashland City Charter. F. "Operator" means the person who is proprietor of the restaurant, whether in the capacity of owner, lessee, sub-lessee, mortgagee in possession, licensee or any other capacity. Where the operator is a corporation, the term operator shall also include each and every member of the Board of Directors of such corporation for the time involved. Ordinance No. Page l of 9 G. "Restaurant" means any establishment required to be licensed as a restaurant, mobile unit or pushcart by the State of Oregon Health Division and includes any establishment where food or beverage is prepared for consumption by the public or any establishment where the public obtains food or beverage so prepared in form or quantity consumable then and there, whether or not it is consumed within the confines of the premises where prepared, and also includes establishments which prepare food or beverage in consumable form for service outside the premises where prepared. The term restaurant includes, but is not limited to grocery store delis, coffee shops, and caterers; it also includes establishments where such food or beverage is prepared in a combination facility. The term restaurant does not include a restaurant licensed by the State of Oregon Health Division as a limited service restaurant. (Ord 2991, amended, 12/01/2009) SECTION 4.34.020 Tax Imposed A. Except for exempt or tax-capped activities specified in AMC 4.34.030, the city imposes and levies, in addition to all other taxes, fees and charges of every kind, a tax upon: 1. All food and beverages sold by restaurants located within the city to the public, except for whole cakes, pies, and loaves of bread if purchased for consumption off premises, and for alcoholic beverages; 2. All food and beverages sold by a caterer for an event located within the city, except alcoholic beverages and exempt events as defined in AMC 4.34.030K; 3. The following items sold by combination facilities: a. Salads from salad bars; b. Dispensed soft drinks and coffee; c. Sandwiches or hot prepared foods ready for immediate consumption; d. The following items, including toppings or additions, scooped or otherwise placed into a cone, bowl or other container for immediate consumption whether or not they are consumed within the confines of the premises where scooped or placed: Any frozen dessert regulated by the Oregon State Department of Agriculture under ORS 621.311 and any ice cream, ice milk, sherbet or frozen yogurt. No tax shall be imposed under this subsection, however, on any item whose volume exceeds one-half gallon or more. e. Any other food mixed, cooked or processed on the premises in form or quantity for immediate consumption whether or not it is consumed within the confines of the premises where prepared; and 4. The following items sold by combination facilities that are bakeries: a. All those items listed in Section 4.34.020.A.3.a-d; b. All bakery products sold for consumption on the premises; and c. All "takeout" or "to go" orders of bakery products prepared on the premises except for whole cakes, pies, and loaves of bread and any order consisting of six or more bakery products. 5. Use of a delivery service for any activity under this Section, whether an independent delivery service or operator provided delivery service, does not excuse the operator from the requirement to collect and remit the tax on the food and beverages sold. Ordinance No. Page 2 of 9 B. Such tax shall be imposed at a rate of five percent 5~ on the total amount charged by the seller for the food and beverages, or for the meal. In the computation of this tax any fraction of one-half cent or more shall be treated as one cent. C. Twenty per-eent 0 paid into a Pairks Account foir purposes of > planning, development and r- rehabilitation of City parks per- the City of Ashland's Capital impr-ovemen Plan. Of the twenty per-eent 0 (20%) o the amount eolle to must be used for- Open Spaee aequisiti (80-OA) of all taxes collected by the City shall be used for the puf!po- of 7 Capital Tmpr-ovement -Plsinr ~z'1- ieinelud-es ,vzgut is not limited to rater rrrsrr- n~rr -~-r~~ tha ~~za~wart ~ei~-z«~ r treatment plant debt. The council may deer-ease the rate of the tax or- eliminate the tax deser-ibed in subseetion 4.34.020.A after- a publie hearing. Notiee of the hear-in shall be given by pubheation in a newspapei- of general eir-eulation in the City a least 10 days prior- to the date of the publie hearing-. E. The City may retain ■ P to two per-eent (2%) of the tax eolleete for AAsts of i The c administration and eolleetion. C. The taxes collected by the City under this chapter shall be used as follows: 1. Twenty-five percent (25%) shall be paid into a parks account for purposes of acquisition, planning, development, repair and rehabilitation of City parks per adopted plans of the Ashland Parks and Recreation Commission. 2. The City may retain up to two percent (2%) of the tax collected for costs of administration and collection. 3. The following amounts for fiscal years 2017 through 2022 must be used to pay for wastewater treatment plant debt and wastewater capital improvement projects, per the City of Ashland's Capital Improvement Plan. a. In fiscal year 2017: $2,037,150 b. In fiscal year 2018: $1,608,600 c. In fiscal year 2019: $1,600,600 d. In fiscal year 2020: $1,600,000 e. In fiscal year 2021: $1,650,000 L In fiscal year 2022: $1,650,000 4. Any taxes collected by the City under this chapter and not used as described in subsections 4.34.020C.1-3 shall be paid into the Street Fund and used for street maintenance and reconstruction. 5. Beginning in fiscal year 2023, the council may, through the statutory budget process, appropriate taxes under this chapter as follows: a. Not less than twenty-five percent (25%) for the acquisition, planning, development, repair and rehabilitation of City parks. b. Not less than an amount necessary to pay for debt service on any borrowing for street repair and rehabilitation per the City of Ashland Pavement Management Program. c. Up to two percent (2%) for the collection and administration of the tax. Ordinance No. Page 3 of 9 d. Except as provided in subsection 4.34.020.D, any remaining amounts shall be appropriated for purposes consistent with this chapter unless other purposes are approved by a Council-adopted ordinance enacted by a vote of the Ashland electorate. D. The council may decrease the rate of the tax or eliminate the tax described in subsection 4.34.020.A. and B. after a public hearing. Notice of the hearinLy shall be given by publication in a newspaper of general circulation in the City at least 10 days prior to the date of the public hearing. (Ord 2991, amended, 12/01/2009) SECTION 4.34.030 Exemptions The tax levied by Section 4.34.020 shall be capped, at the amount specified, or shall not be collected or assessed on food or beverages: A. Sold by public or private schools or colleges except that food sold by independent contractor operators at such schools or colleges shall be subject to the tax imposed by this chapter; B. Sold on hospital grounds; C. Provided by bed and breakfast establishments to their guests; D. Sold in vending machines; E. Sold in temporary restaurants including food stands, booths, street concessions and similar type operations, operated by non-profit organizations or service clubs. F. Served in connection with overnight or residential facilities--including, but not limited to, convalescent homes, nursing homes, retirement homes and motels--if the food and beverage are provided as part of the cost of sleeping accommodations. G. Provided by nonprofit tax-exempt organizations to citizens over 60 years of age as a part of a recognized senior citizen nutritional program. H. Sold for resale to the public. L Sold in bulk to the public for non-immediate consumption off the premises including but not limited to ice cream packed in a container of one-half gallon or more. J. Which are candy, popcorn, nuts, chips, gum or other confections but not including ice cream, frozen yogurt, cakes, pies or other desserts. K. Sold by an operator at a single food service event located within the city in which restaurant or catering services, (exclusive of alcohol) exceed $5000.00, in which case, the applicable food and beverage tax shall not be excused but shall be capped at two-hundred fifty dollars ($250.00). (Ord 2991, amended, 12/01/2009) SECTION 4.34.040 Operator's Duties Each operator shall collect the tax imposed by this chapter, to the same extent and at the same time as the amount for the food or beverage is collected from every purchaser. The amount of tax need not be separately stated from the amount of the food or beverage. Every operator required to collect the tax imposed in this chapter shall be entitled to retain five percent of all taxes collected to defray the costs of collections and remittance. (Ord 2991, amended, 12/01/2009) Ordinance No. Page 4 of 9 SECTION 4.34.050 Reporting and remitting A. Reporting. Every operator shall, on or before the last day of the month following the end of each calendar quarter (in the months of April, July, October and January), make a return to the director, on forms provided by the City, specifying the total sales subject to this chapter and the amount of tax collected under this chapter. The operator may request or the director may establish shorter reporting periods for any operator if the operator or director deems it necessary in order to insure collection of the tax and the director may require further information in the return relevant to payment of the liability. A return shall not be considered filed until it is actually received by the director. B. Remitting. At the time the return is filed, the full amount of the tax collected shall be remitted to the director. Payments received by the director for application against existing liabilities will be credited toward the period designated by the taxpayer under conditions which are not prejudicial to the interest of the City. A condition which is considered prejudicial is the imminent expiration of the statute of limitations for a period or periods. C. Order of Payments. Non-designated payments shall be applied in the order of the oldest liability first, with the payment credited first toward any accrued penalty, then to interest, then to the underlying tax until the payment is exhausted. Crediting of a payment toward a specific reporting period will be first applied against any accrued penalty, then to interest, then to the underlying tax. The director, when in the director's discretion determines that it will be in the best interest of the City, may specify that a different order of payment credit should be followed with regard to a particular tax or factual situation. The director may establish shorter reporting periods for any operator if the director deems it necessary in order to insure collection of the tax and the director may require further information in the return relevant to payment of the liability. When a shorter return period is required, penalties and interest shall be computed according to the shorter return period. Returns and payments are due immediately upon cessation of business for any reason. All taxes collected by operators pursuant to this chapter shall be held in trust for the account of the City until payment is made to the director. A separate trust bank account is not required in order to comply with this provision. (Ord 2991, amended, 12/01/2009; Ord 2903, Amended, 01/06/2004; Ord 2885, Amended, 08/06/2002) SECTION 4.34.060 Penalties and Interest A. Any operator, who fails to remit any portion of any tax imposed by this chapter within the time required, shall pay a penalty of ten percent of the amount of the tax, in addition to the amount of the tax. B. Any operator who fails to remit any delinquent remittance on or before a period of 60 days following the date on which the remittance first became delinquent, shall pay a second delinquency penalty of ten percent of the amount of the tax in addition to the amount of the tax and the penalty first imposed. C. If the director determines that the nonpayment of any remittance due under this chapter is due to fraud, a penalty of 25% percent of the amount of the tax shall be added thereto in addition to the penalties stated in subparagraphs A and B of this section. D. In addition to the penalties imposed, any operator who fails to remit any tax imposed by this chapter shall pay interest at the rate of one percent per month or fraction thereof on the Ordinance No. Page 5 of 9 amount of the tax, exclusive of penalties, from the date on which the remittance first became delinquent until paid. E. Every penalty imposed and such interest as accrues under the provisions of this section shall become a part of the tax required to be paid. F. Notwithstanding subsection 4.34.020.C, all sums collected pursuant to the penalty provisions in paragraphs A, B and C of this section shall be distributed to the City of Ashland Central Service Fund to offset the costs of auditing and enforcement of this tax. G. Waiver of Penalties. Penalties and interest for certain late tax payments may be waived pursuant to AMC 2.28.045 D. (Ord 2991, amended, 12/01/2009; Ord 2983, Amended, 06/05/2009) SECTION 4.34.070 Failure to Collect and Report Tax--Determination of Tax by Director If any operator should fail to make, within the time provided in this chapter, any report of the tax required by this chapter, the director shall proceed in such manner as deemed best to obtain facts and information on which to base the estimate of tax due. As soon as the director shall procure such facts and information as is able to be obtained, upon which to base the assessment of any tax imposed by this chapter and payable by any operator, the director shall proceed to determine and assess against such operator the tax, interest and penalties provided for by this chapter. In case such determination is made, the director shall give a notice of the amount so assessed by having it served personally or by depositing it in the United States mail, postage prepaid, addressed to the operator so assessed at the last known place of address. Such operator may make an appeal of such determination as provided in section 4.34.080. If no appeal is filed, the director's determination is final and the amount thereby is immediately due and payable. (Ord 2991, amended, 12/01/2009; Ord 2885, Amended, 08/06/2002) SECTION 4.34.080 Appeal Any operator aggrieved by any decision of the director with respect to the amount of such tax, interest and penalties, if any, may appeal pursuant to the Administrative Appeals Process in AMC 2.30.020, except that the appeal shall be filed within 30 days of the serving or mailing of the determination of tax due. The hearings officer shall hear and consider any records and evidence presented bearing upon the director's determination of amount due, and makes findings affirming, reversing or modifying the determination. The findings of the hearings officer shall be final and conclusive, and shall be served upon the appellant in the manner prescribed above for service of notice of hearing. Any amount found to be due shall be immediately due and payable upon the service of notice. (Ord 2991, amended, 12/01/2009; Ord 2885, Amended, 08/06/2002) SECTION 4.34.090 Records It shall be the duty of every operator liable for the collection and payment to the city of any tax imposed by this chapter to keep and preserve, for a period of three years, all such records as may be necessary to determine the amount of such tax. The director shall have the right to inspect all records at all reasonable times. (Ord 2991, amended, 12/01/2009) SECTION 4.34.100 Refunds Ordinance No. Page 6 of 9 A. Whenever the amount of any tax, interest or penalty has been overpaid or paid more than once, or has been erroneously or illegally collected or received by the city under this chapter, it may be refunded as provided in subparagraph B of this section, provided a claim in writing, stating under penalty of perjury the specific grounds upon which the claim is founded, is filed with the director within one year of the date of payment. The claim shall be on forms furnished by the director. B. The director shall have 20 calendar days from the date of receipt of a claim to review the claim and make a determination in writing as to the validity of the claim. The director shall notify the claimant in writing of the director's determination. Such notice shall be mailed to the address provided by claimant on the claim form. In the event a claim is determined by the director to be a valid claim, an operator may claim a refund, or take as credit against taxes collected and remitted, the amount overpaid, paid more than once or erroneously or illegally collected or received in a manner prescribed by the director. The operator shall notify director of claimant's choice no later than 15 days following the date director mailed the determination. In the event claimant has not notified the director of claimant's choice within the 15 day period and the operator is still in business, a credit will be granted against the tax liability for the next reporting period, if the operator is no longer in business, a refund check will be mailed to claimant at the address provided in the claim form. C. No refund shall be paid under the provisions of this section unless the claimant established the right by written records showing entitlement to such refund and the director acknowledged the validity of the claim. (Ord 2991, amended, 12/01/2009; Ord 2903, Amended, 01/06/2004) SECTION 4.34.110 Actions to Collect Any tax required to be paid by any operator under the provisions of this chapter shall be deemed a debt owed by the operator to the city. Any such tax collected by an operator which has not been paid to the city shall be deemed a debt owed by the operator to the city. Any person owing money to the city under the provisions of this chapter shall be liable to an action brought in the name of the City Of Ashland for the recovery of such amount. In lieu of filing an action for the recovery, the City of Ashland, when taxes due are more than 30 days delinquent, can submit any outstanding tax to a collection agency. So long as the City of Ashland has complied with the provisions set forth in ORS 697.105, in the event the City turns over a delinquent tax account to a collection agency, it may add to the amount owing an amount equal to the collection agency fees, not to exceed the greater of fifty dollars or fifty percent of the outstanding tax, penalties and interest owning. (Ord 2991, amended, 12/01/2009; Ord 2931, Amended, 09/19/2006; Ord 2885, Amended, 08/06/2002) SECTION 4.34.120 Violations All violations of this chapter are punishable as set forth in AMC 1.08.020. It is a violation of this chapter for any operator or other person to: A. Fail or refuses to comply as required herein; B. Fail or refuse to furnish any return required to be made; C. Fail or refuse to permit inspection of records; D. Fail or refuse to furnish a supplemental return or other data required by the director; E. Render a false or fraudulent return or claim; F. Fail, refuse or neglect to remit the tax to the city by the due date. Ordinance No. Page 7 of 9 Violation of subsections A-D and F above shall be considered a Class I violation. Filing a false or fraudulent return shall be considered a Class C misdemeanor, subject to AMC 1.08. The remedies provided by this section are not exclusive and shall not prevent the City from exercising any other remedy available under the law, nor shall the provisions of this ordinance prohibit or restrict the City or other appropriate prosecutor from pursuing criminal charges under state law or city ordinance. (Ord 3023, amended, 08/03/2010; Ord 2991, amended, 12/01/2009; Ord 2885, Amended, 08/06/2002) SECTION 4.34.130 Confidentiality Except as otherwise required by law, it shall be unlawful for the city, any officer, employee or agent to divulge, release or make known in any manner any financial information submitted or disclosed to the city under the terms of this chapter. Nothing in this section shall prohibit: A. The disclosure of the names and addresses of any person who are operating a restaurant; or B. The disclosure of general statistics in a form which would prevent the identification of financial information regarding an individual operator; or C. Presentation of evidence to the court, or other tribunal having jurisdiction in the prosecution of any criminal or civil claim or an appeal for amount due the city under this chapter. D. The disclosure of information when such disclosure of" conditionally exempt information is ordered under public records law procedures. E. The disclosure of records related to a business's failure to report and remit the tax when the report or tax is in arrears for over six months or the tax exceeds $5,000.00. The City Council expressly finds and determines that the public interest in disclosure of such records clearly outweighs the interest in confidentiality under ORS 192.501(5). (Ord 2991, amended, 12/01/2009; Ord 2885, Amended, 08/06/2002) SECTION 4.34.140 Examining Books, Records, or Persons The city, for the purpose of determining the correctness of any tax return, or for the purpose of an estimate of taxes due, may examine or may cause to be examined by an agent or representative designated by it for that purpose, any books, papers, records, or memoranda, including copies of operator's state and federal income tax return, bearing upon the matter of the operator's tax return. (Ord 2991, amended, 12/01/2009; Ord 2885, Amended, 08/06/2002) SECTION 4.34.160 Termination of tax This chapter shall expire on December 31, 2030, unless extended by a vote of the electorate. (Ord 2991, amended, 12/01/2009) SECTION 2. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. SECTION 3. Savings. Notwithstanding any amendment/repeal, the City ordinances in existence at the time any criminal or civil enforcement actions were commenced, shall remain valid and in Ordinance No. Page 8 of 9 full force and effect for purposes of all cases filed or commenced during the times said ordinance(s) or portions thereof were operative. This section simply clarifies the existing situation that nothing in this Ordinance affects the validity of prosecutions commenced and continued under the laws in effect at the time the matters were originally filed. SECTION 4. Codification. Provisions of this Ordinance shall be incorporated in the City Code and the word "ordinance" may be changed to "code", "article", "section", "chapter" or another word, and the sections of this Ordinance may be renumbered, or re-lettered, provided however that any Whereas clauses and boilerplate provisions (i.e. Sections 2-4) need not be codified and the City Recorder is authorized to correct any cross-references and any typographical errors. SECTION 5. Pursuant to Resolution No. 2016-, the Ashland City Council has referred this ordinance to the voters for approval at the general election of November 8, 2016. Accordingly this ordinance shall not be effective unless and until approved by the voters of the City of Ashland and following the official acceptance of the canvas of votes. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of 2016, and duly PASSED and ADOPTED this day of , 2016. Barbara M. Christensen, City Recorder SIGNED and APPROVED this day of , 2016. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. Page 9 of 9 U.] C~ C) in CD o N N N M li ~ C ' cli M ~a 0 C3 G~ C7 pol_- .3 G N ~ ~ C7 O C7 G7 y wt N ~ N ~r o 21 IL CM CPJ Q: {lJ 41 n zt o n r a l7 ~ b ` Q f 1 w~ >n b t~ -s n r°- n 2 W ~~.w rt LL; ,.mss . a u W e - I w v ~i ~ ~r b Sri . W ~ rte r r r r o +A Q O 13 #a f3 t3 13 E ytys 000 oa a a+ o is o o ca ~ a $ $ zQ 9 0 0 0 0 CDI City Council Study Session April 20, 2015 Page 1 of 2 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 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. City Council Study Session April 20, 2015 Page 2 of 2 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 (S"IP) 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 City Council Study Session February 29, 2016 Page 1 of 3 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, February 29, 2016 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:32 p.m. i:n the Siskiyou Room. Councilor Rosenthal, Morris, Marsh, Voisin, Lemhouse, and Seffinger were present. 1. Public Input Zach Brombacher/1370 Tolman Creek Road/Lived on Tolman Creek Road for 40-50 years and reported on two issues. The first involved the intersection at the Bellview Elementary School. The intersection was dangerous. He suggested the City put in a stop light. The other issue was storm water drainage on Hamilton Creek. Infill in that area was increasing the amount storm water that drained onto his property and his neighbors. They could no longer use 75-feet of land on either side of the creek. This was not fair to local landowners. Now a developer was planning an eight-house subdivision that would result in even more drainage onto his property. He asked the City to look into the situation and consider adding a drainage pipe to alleviate the issue. Huelz Gutcheon/2253 Hwy 99/Congratulated Council on the Climate Energy Action Plan. He addressed the recent Greenhouse Gas Inventory report and noted inconsistencies and that his document on the subject was not included in the request for proposal. 2. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. 3. Continued discussion of street maintenance and funding needs Public Works Director Mike Faught introduced Utility Technician Steve Burkhalter from the Streets Division, and Public Works Superintendent Mike Morrison. Mr. Morrison provided a video showing various road conditions, the use of the pavement condition index (PCI) to grade city streets, a falling weight deflectometer to determine conditions below the surface, and repair recommendations for specific streets. Mr. Burkhalter explained the Streets Division milled a street down to its structural integrity then would overlay the road accordingly. They based repair on the age of a road, traffic load, and traffic flow design. The Streets Division prioritized roads by traffic loads. Arterials were first, and then collectors based on traffic volumes. The goal was preventing them from falling into reconstruction that was very expensive. Mr. Faught noted asphalt had a 20-year life and they tried to overlay at year 15 for general arterials and collectors. They could extend residential streets with slurry seal. The Street Division performed structural testing on the arterials and collectors and only visual rating for residential roads. Staff explained there was $10,500,000 for arterial collector and collector streets. There was $3,000,000 for the East Nevada project and $3,000,000 for Capital Improvement Projects (CIP). Additionally, there was $19,700,000 for unfunded roads. City Administrator Dave Kanner added the initial $10,500,000 pavement project needed to occur within the next five years to prevent more of the arterial and collector streets from falling into the failure category. Residential overlays could extend over a longer period. The City needed to raise $19,700,000 over a period of decades. Mr. Burkhalter clarified deflection testing was random and did not include the full length of a road. There was also a difference with the type of testing. Project level testing tested every 100 feet for design. On the collectors, they tested every 300 feet. City Council Study Session February 29, 2016 Page 2 of 3 Mr. Faught further explained the five-year CIP plan. The East Nevada Street was $3,000,000, the new Independence Road was $1,200,000, and the rest were sidewalk projects. The $10,500,000 pavement project would bring the roads indicated up to an adequate level and prevent the potential of reconstructs. Mr. Kanner addressed funding and possibly using the Food and Beverage (F&B) tax to pay for street improvements. Currently F&B tax went towards the Wastewater Treatment Plant debt until 2022. The City refinanced the Wastewater Treatment Plant debt and it would slowly decline until paid off in 2022. While this was happening, the F&B tax revenue was increasing creating a gap no longer needed for the treatment plant debt. Based on the past, staff was comfortable forecasting this was the trajectory. Mr. Kanner proposed applying the gap no longer needed for wastewater debt to street maintenance primarily the $10,500,000 pavement maintenance program. The amount for 2017 would be approximately $679,000. The City would incur new debt for other wastewater treatment projects, but the cost of the debt service for those projects was built into wastewater rates anticipated in the Wastewater Master Plan. By 2022, the gap in F&B tax would be $1,350,000. Mr. Kanner proposed amending the ordinance to increase the Parks and Recreation Department's portion of F&B tax to 25% to help their equipment replacement fund. He thought the City could fund the $10,500,000 pavement program using F&B tax and possibly a slight increase over time to the transportation utility fee. In 2023, the debt service for the Wastewater Treatment Plan would end. There was an opportunity at that point to start banking F&B tax for the other $19,700,000 projects. If Council agreed, he would bring an ordinance back that reallocated F&B tax dollars. Staff was still factoring details. He talked to focus groups and people in general supported using those dollars for street repair. This did not require deferring changes to the F&B tax to voters. Staff would look into the percentage of traffic volume tourists added to wear on the streets. Mr. Kanner clarified the City could not defuse debt until the last two years due to the recent refinance. The debt at this point was $9,000,000 to $10,000,000 on the treatment plant. The F&B tax would sunset 2030. Mr. Kanner had some hesitation funding capital improvement projects with F&B tax and wanted to see if the City received a grant for the East Nevada project before committing to borrowing money. The one thing that needed to happen right away was borrowing the $10,500,000 to do the pavement maintenance project. The rest did not need to happen immediately. Mr. Faught noted they had the internal capacity to manage the project but it would be a challenge. Mr. Kanner clarified the financial projections indicated the City could cover the debt service on wastewater treatment projects or upgrades with operating cash. Financial projections noted substantial growth in the Waste Water Fund Balance even with new debt service. The fund balance was larger than needed. Mr. Burkhalter explained with the exception of three overlays in 2009, the Streets Division had not done any overlays for 15-20 years. Currently 65% of the entire street network was 20 years or older. Within the next five years, it would increase to 75%. Mr. Faught clarified the East Nevada project and new Independent Way Street were high priorities regarding connectivity. Council could bump the projects and use those funds for street repair if they wanted. Hansford Consulting advised the City to bond in phases, possibly every 2-3 years. Mr. Kanner proposed moving away from a fixed percentage of allocating this money for wastewater debt and street maintenance and go to a "cost plus" model. The City could allocate the dollar amount needed from F&B tax for wastewater debt, add a small percentage to continue building the reserve and the wastewater fund, and put the remaining balance towards street improvements. City Council Study Session February 29, 2016 Page 3 of 3 Council discussed concerns reallocating funds to street maintenance, and having a public discussion during a regular Council meeting about putting it out to the voters. Mayor Stromberg spoke to someone at the Visitor Convention Bureau (VCB) who stated that Ashland received 300,000 visitors a year. Council directed staff to bring the matter back to a regular Council meeting and explain the rationale for raising the Parks and Recreation Department percentage to 25%. 4. Discussion of Citizen Planning Advisory Committee Councilor Voisin wanted Council to consider reactivating the Citizen Planning Advisory Committee (CPAC) for a trial period of two years and explained why. Councilor Rosenthal left the meeting at 6:43 p.m. Council did not support reactivating CPAC and directed staff to bring an ordinance to a future Council meeting to repeal Ashland Municipal Code Chapter 2.27 and transfer Committee Citizen Involvement (CCI) responsibilities to the Planning Commission. Meeting adjourned at 6:58 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder CITY OF ASHLAND Council Communication August 16, 2016, Business Meeting A Resolution to Submit to the Voters at the November 8, 2016, General Election an ordinance amending AMC Chapter 4.34, Food and Beverage Tax FROM: Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY This is a resolution that submits to the voters a Council-approved ordinance to re-direct a portion of the City's Food & Beverage Tax revenue to a street repair and rehabilitation program. BACKGROUND AND POLICY IMPLICATIONS: At its August 16, 2016, meeting, the Council will consider second reading of an ordinance amending AMC 4.34, Food and Beverage Tax. The ordinance increases the share of food and beverage tax for the Ashland Parks and Recreation commission from 201/o to 25% and redirects a portion of the tax now dedicated to debt service payments on the wastewater treatment plant to a major street repair and rehabilitation program. The ordinance contains a referral clause so that once approved by the Council it is not enacted unless approved by the voters. This resolution refers the ordinance to the voters in the November 8, 2016, general election. Should the Council decline to adopt the ordinance on second reading, this resolution is moot and need not be acted upon. COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: Because this is a general election, the cost to the City of referring a measure are de minimis. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of this resolution. SUGGESTED MOTION: I move approval of a resolution to submit to the voters at the November 8, 2016, general election an ordinance amending AMC 4.34, food and beverage tax. ATTACHMENTS: Resolution with proposed ballot title language Page 1 of 1 RESOLUTION NO. 2016- RESOLUTION OF THE CITY OF ASHLAND TO SUBMIT TO THE VOTERS AT THE NOVEMBER 8, 2016, GENERAL ELECTION AN ORDINANCE AMENDING AMC CHAPTER 4.34, FOOD AND BEVERAGE TAX THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION L The City Council submits to the qualified voters of the City the Question of approving or rejecting "An Ordinance Amending AMC Chapter 4.34, Food and Beverage Tax," as approved by the City Council on August 16, 2016, and which shall become effective only upon its passage by the electorate. SECTION 2. The City Council refers this question to the ballot of the November 8, 2016, general election. SECTION 3. The City Recorder shall cause to be delivered to the Elections Officer of Jackson County, Oregon, the attached Ballot Measure Notice, not later than 61 days prior to the elections. The Election Officer is requested to give the electorate of the City notice that the election shall be conducted by mail pursuant to Oregon law; and SECTION 3. The City Recorder shall give notice of the election as provided in the laws of the State of Oregon and the charter and ordinances of the City of Ashland. SECTION 4. The ballot title for this measure is set forth in Exhibit A, attached. SECTION 5. The City Attorney is authorized to alter the text of the ballot to comply with any rules, procedures or practices of the Elections Officer of Jackson County to implement the requirement of Oregon law. The resolution is effective upon signing by the Mayor. PASSED and ADOPTED this day of , 2016: Barbara Christensen, City Recorder SIGNED and APPROVED THIS day of , 2016: John Stromberg, Mayor Page 1 of 2 Reviewed as to form: David Lohman, City Attorney Page 2 of 2 EXHIBIT A City of Ashland, Ballot Measure, November 8, 2016, General Election Approval of an ordinance amending AMC Chapter 4.34, Food and Beverage Tax, and referring the ordinance to the voters of Ashland in the November 8, 2016 general election Caption: Approving use of food and beverage tax for street maintenance Total 10 words (10 words permitted per ORS 250.035) Question: Shall Ashland voters enact a Council-approved ordinance to use food and beverage tax revenue for street repair and rehabilitation? Total 19 words (20 words permitted per ORS 250.035 20) Summary: The Ashland City Council has approved an ordinance increasing the share of Ashland Parks and Recreation Commission food and beverage tax revenue and dedicating a share of food and beverage tax revenue to a street repair and rehabilitation program. The ordinance becomes effective upon approval by the voters of Ashland. The ordinance does not change the current tax rate of 5% and does not change the tax's current sunset date of December 31, 2030. The City's current food and beverage tax ordinance directs 20% of all tax revenues to park land acquisition and development, and 80% of all tax revenues to debt service on the City's waste water treatment plant. The ordinance for which the City seeks approval would increase the share of tax revenue for parks to 25% and would set aside a fixed amount of revenue for waste water debt, with any revenues not required for that debt directed to the Street Fund for a pavement management program. Total 160 words (175 words permitted per ORS 250.035) Explanatory Statement: The City of Ashland first enacted a food and beverage (F&,B) tax - a tax on prepared food and non-alcoholic beverages sold by restaurants and caterers in 1993. The tax was created to provide a revenue stream for the acquisition of open space (park land). The City Council subsequently amended the F&B tax to allow its use for debt service on the City's waste water treatment plant. Of the taxes collected, 20% goes to parks and 80% goes to waste water debt. Passage of this ballot measure will enact an ordinance approved by the Ashland City Council that amends the Ashland Municipal Code to redirect a portion of the City's food and beverage (F&B) tax revenue to street maintenance and to increase the portion of F&B tax revenue that is directed to the Ashland Parks and Recreation Commission from 20% to 25%. Enough revenue is generated by the F&B tax to fully fund current waste water treatment debt, a pavement 1 management program to overlay or reconstruct all arterial and collector streets and to increase the share of F&B revenue for Parks from 20% to 25% of total collections. The ordinance does not change the current tax rate of 5% and it does not change the tax's sunset date of December 31, 2030. If approved, this ordinance will fix the amount of F&B tax provided for waste water debt at a specific number rather than a percentage, and direct tax revenues over that amount to the City's street fund, where it will be available to pay for street repair, rehabilitation and reconstruction. The street repair program would apply to the City's arterial and collector streets. Result of a `No" Vote If this measure does not pass, the existing food and beverage tax ordinance will remain in place, with all tax revenues directed to parks (20%) and waste water treatment debt (80%). Total 310 words (500 words permitted per ORS 216.150, 251.305 & 251.325 500) 2 CITY OF ASHLAND Council Communication August 16, 2016 Business Meeting A Resolution Accepting Changes to the Financial Management Policies and Accounting Methodologies and Repealing Resolution No. 2014-01 FROM: Lee Tuneberg, Finance Director, lee. tunebera(jr ashland.or.us SUMMARY The City of Ashland has a set of written policies and procedures that apply to the fiscal activities of the City. They are incorporated in the budget document as Financial. Management Policies and Accounting Methods. These documents require updating as changes to fiscal operations occur through internal decisions or external mandates. Council action will address many issues that have come to light in the last few years. BACKGROUND AND POLICY IMPLICATIONS: These documents were last formally reviewed by Council in January 2010, as part of the fiscal stability update. There were subsequent reviews and smaller changes as part of the budget processes, accounting standards changes and our move to a biennial budget. In preparation for the BN 2017-2019 process these documents were reviewed with the Budget committee on May 12th of this year. There were a few suggested. changes and corrections from Councilor Marsh at that time and these changes have been made. Approving these documents will address suggested changes proposed by the City auditor. In the attached documents, existing language proposed to be struck is in red strike through. Proposed new language is in blue and underlined. Narrative or commentary information is in purple italics. Final changes from the May 12, 2016, meeting are in green. This resolution is accompanied by: 1. a resolution that addresses required categorization of funds and their balances, updating compliance with Governmental Accounting Standards Board Statement 954; and 2. a resolution confirming minimum ending fund balances supporting fiscal stability for the city. Please note that changes in the coming budget process (new funds or changes in operations of existing funds) could require further revisions; however, it is beneficial to take action at this time confirming what is known now and the work that has been done to date on these issues. Page 1 of 2 ~r CITY OF ASHLAND COUNCIL GOALS SUPPORTED: Administration and Governance Goal Provide high quality, effective, and efficient city services and governance in an accessible, collaborative, and fiscally responsible manner. FISCAL IMPLICATIONS: There is no direct fiscal impact with updating the policies. Changes in calculating a contingency or ending fund balance (minimum or target) is likely to impact the total budget as presented but should have a positive influence on operations over the long term. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council approve the attached resolution. SUGGESTED MOTION: I move to approve the resolution titled, "A resolution accepting changes to the financial management policies and accounting methodologies and repealing Resolution No. 2014-01." ATTACHMENTS: Resolution Financial Management Policies Accounting Methodologies Resolution 92014-01 Resolution #2011-17 Resolution #2010-05 Page 2 of 2 1. ~r RESOLUTION NO. 12016- A RESOLUTION ACCEPTING CHANGES TO THE FINANCIAL MANAGEMENT POLICIES AND ACCOUNTING METHODOLOGIES AND REPEALING RESOLUION NO. 2014-01 RECITALS: The City of Ashland prepares the budget and financial reports in keeping with generally accepted accounting principles (GAAP) as established by national and state guidelines. The Governmental Accounting Standards Board (GASB) is the primary organization that provides financial reporting requirements through their statements on accounting standards. Preparation of these documents is supported by policies and guidelines established for consistency between years and compliance with over-sight authorities. Changes in laws and industry standards require updating of these policies on a regular basis. Updating policies also supports the annual audit and helps to provide comparability with peer agencies. In order to keep internal policies consistent with GAAP and GASB requirements and with Oregon Budget Law; THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Council accepts the proposed changes to the Financial Management Policy SECTION 2. Council accepts the proposed changes to the Accounting Methodologies SECTION 3. Resolution No. 2014-01 is repealed effective with approval of this resolution. This resolution was duly PASSED and ADOPTED this day of , 2016, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of , 2016. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Page 1 of 1 Financial Management Policies The Financial Management Policies apply to fiscal activities of the City of Ashland and applicable component units. Policies were last approved by Resolution 2014-01 incorporating. • Resolution 2010-05 establishing target ending fund balances, and • Resolution 2011-17 implementing Governmental Accounting Standards Board Statement 54 They are being gpdated to support the 2017-2019 budget process and to reflect changes recommended or required by the Government Accoznting Standards Board (GASB), Generally Accepted Accounting Principles (GAAP), Oregon Budget Lacy and audit regitirements. Objectives The objectives of Ashland's financial policies are as follows: 1. To enhance the City Council's decision-making ability by providing accurate information on program and operating costs. 2. To employ revenue policies that prevent undue or unbalanced reliance on any one source, distribute the cost of municipal services fairly, and provide adequate funds to operate desired programs. 3. To provide and maintain essential public programs, services, facilities, utilities, infrastructure, and capital equipment. 4. To protect and enhance the City's credit rating. 5. To ensure the legal use of all City funds through efficient systems of financial security and internal control. Investments All City funds shall be invested to provide-in order of importance-safety of principal, a sufficient level of liquidity to meet cash flow needs, and the maximum yield possible. All idle cash will be continuously invested. Accounting 1. The City will maintain an accounting and financial reporting system that conforms to Generally Accepted Accounting Principles (GAAP) and Oregon Local Budget Law. 2. The City will issue a Comprehensive Annual Financial Report each fiscal year. The Comprehensive Annual Financial Report will show fund expenditures and revenues on both a GAAP and budget basis for comparison purposes. 3. An independent annual audit will be performed by a certified public accounting firm licensed to perform municipal audits. The auditor will issue an official opinion on the annual financial statements and will issue a management letter, as needed or required, detailing areas that need improvement. 4. Full disclosure will be provided in financial statements and bond representations. 5. The accounting systems will be maintained to monitor expenditures and revenues on a monthly basis with thorough analysis and adjustment of the biennium budget as appropriate. 6. The accounting system will provide monthly information about cash position and 1 investment performance. 7. Annually, the City will submit documentation to obtain the Certificate of Achievement for Excellence in financial reporting from the Government Finance Officers Association (GFOA). Operating Budgetary Policies 1. The budget committee will be appointed in conformance with state statutes. The budget committee's chief purpose is to review the City Administrator's (budget officer's) proposed budget and approve a budget and maximum tax levy for City council consideration. The budget committee may consider and make develep recommendations on other financial issues to as delegated by the City council. 2. The City will finance all current expenditures with current revenues. The City will avoid budgetary practices that balance current expenditures through the obligation of future resources. 3. The City budget will support City council goals and priorities and the long-range needs of the community. 4. In contrast to the line-item budget that focuses exclusively on items to be purchased (such as supplies and equipment), the City will use a program/objectives format that is designed to: a. Structure budget choices and information in terms of programs and their related work activities, b. Provide information on what each program is committed to accomplish in long- term goals and in short-term objectives, and c. Measure the degree of achievement of program objectives (performance measures). 5. The City will include multi-year projections in the budget document. 6. To maintain fund integrity, the City will manage each fund as an independent entity in accordance with applicable statutes and with generally accepted accounting principles. 7. The City will allocate direct and administrative costs to each fund based upon the cost of providing these services. The City will recalculate the cost of administrative services regularly to identify the impact of inflation and other cost increases. 8. The City will submit documentation for each adopted budget to obtain the Award for Distinguished Budget Presentation from the Government Finance Officers Association. Fund Balance and Operational Policies The City has established minimum ending fund balances in most funds by resolution. Establishing and adhering to these policies are an integral part of maintaining the Cites fiscal stability and credit rating. The current resolution is 2014-01. From time to time the City, will update the resolution as needed. By resolution 2011-17 the City standardized presentations of fiends and fund balances consistent with GASB Statement 54. From time to time the City will update the resolution as needed. The governing body has approved the following order of spending regarding fund balance categories: restricted resources are spent first when both restricted and unrestricted (committed. assigned or unassigned) resources are available for expenditures. When restricted resources are spent. the order of spending is: committed (if applicable). assigned (if applicable) and unassigned. 2 General Fund Resources T1 (-'oner-al~'ttrt ~1 ` vacea tits +4r all fifl ties l -Fese r-ees t-iet aeco irtte fef i Other Mind I -include voi4iing capital ec' ffi'ONVF, taxes. lie7ens'es -4. u1 ~entie, fines dTbfS~ittt -es, char-ge •17~~~LI2eous reeve ues an inter fun tr of:s ExPp~~ ilitufe afe fe f CeGntC1 Jt~~" cZTZ ~fyiee ~ Eeenea ie and- CttC7lCtui-al -Deye oppaent Poli__ T.T~T7GZIiTL T~ -TC~ZT~~' Pepai^tr ent Mttniei pnl 1 llllrt 11epar-trr en Ftr yo -And Rescue CL7I Pe-p i ent. C,C-tty Rand, Geffl\.hlt. 1 1 Jereto ~ l i l T I 1 1 . t' aiid the Department of Community l~eyelopment rynd r1/lyments +or seFytl~Lls Y1r llt ide by othe V T1 T 111 funds. This fund uses the ffle4i iffilethed of aecean The General Fund accounts for all financial resources: workirt capital carryover, taxes, licenses and permits. intergovernmental revenue, fines and forfeitures. charges for services, miscellaneous revenues, inter-fund transfers and other ~t} 1r>~flll~c~ ~y~c~?i I~lt~ tIC~01ti1LC~:~ fall' III ~1110thcl' 1MIJI. Expenditures are for Administration, Social Services, Economic and Cultural Development. Police Department, Municipal Court Department, Fire and Rescue Department, City Band. Cemeteries. Comm_ unity Development and others as required. • The General Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 12 percent. This is considered the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. • This {rind uses the ttmodit4ed CGiFLial m.-et ed cal aeeettatt Special Revenue Funds Special revenue funds account for the proceeds of specific sources that are legally restricted to expenditures for specified purposes. ~SpeEial Revenue Ain s `tnnOURt +nt- transactions using -the rre i fie ceru l Metl-to ~f f 11ul1JUC,aLVL1J ITGTi7tTV-r ~ 4n . Reserve Fund. This fund is used to set aside funds to protect services, to stabilize the budget, and to meet any costs that may arise in the future from unexpected events as established by resolution 2010-18. Because no ongoing revenue stream has been established for this fiend it is repo rted as a part of the General Fund for financial reporting. • There is no minimum fund balance identified. • This fund ends or must be renewed by June, 2022,per_Oreg6n Budget Law_ Community Development Block Grant Fund. This fund was established in 1994-95. The fund accounts for the Block Grant and related expenditures. ^ f n' b l ranee pol ict' is tint nee l e- j c-e lhil3 ~N3rl s on n fe-in bursae e tl-a-.,d • A minimum operating fiend balance is not needed since this fund works on a reimbursement basis. Any ending fiend balance is restricted._ • The City may budget a contingency appropriation to provide for unanticipated non- recurring expenditures or shortfalls in projected revenues but it is not required. Street Fund. Revenues are from the state road tax, grants, franchise fees, charges for services and miscellaneous sources. Expenditures are for the maintenance, repair, and surfacing of streets, as well as the maintenance, repair and construction of storm drains. • The Street Fund will maintain an ending fund balance of annual operating revenue of at least 15 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. This balance is committed. • Gas tax balances are restricted. • The System Development Charges for Transportation and Storm Drains are included in the Street Fund balance. This portion of the Street Fund balance is restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated expenditures of a nonrecurring nature or shortfalls in projected revenues. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Airport Fund. Revenues are from airport leases, fuel sales and grants. Expenditures are for airport operations and improvements. • The Airport Fund will maintain an ttt iysttiet°C! and u es g gnat ° a ending balance of annual revenue of at least 10 percent. This is the minimum needed to maintain the city's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • No pa t, 4the ^ 4pe ft ftttnd balance is roctrhntn~ f~t• cart°n~~n t see it.~~rd~c.u ivt • All of the Airport ending fund balance is restricted du,.a to the acceptance of federal Qrants. • Many of the airport assets have restrictions placed on them by the Federal Aviation Administration. None of the current revenues are pledged to outside lenders. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Capital Projects Funds Capital improvement funds are established to account for financial resources that are used for the acquisition or construction of major capital facilities (other than those financed by Enterprise Funds, Internal Service Funds, Special Assessment Funds and Trust Funds). 0 Capital eets ftt*I~ds use the moclttted neet•ttnl tr°t d of nc-eettrtttrtrT Capital Improvements Fund. This fund accounts for revenues from grants, unbonded assessment payments, and other sources, and will account for the construction of special local improvements, usually streets, with revenues from short-term borrowing and unbonded assessments. Expenditures are for construction, property and equipment acquisition and replacement, improvements and related purposes including facility maintenance, and the repayment of short-term debt principal and interest incurred in financing improvements. 4 • The purpose is to accumulate funds prior to a large construction project; therefore, there is no minimum fund balance requirement but a $500,000 goal for operational purposes has been identified. • Food & Beverage Tax proceeds committed to the parks system are receipted in this fund and transferred to the Parks CIP Fund as needed. This portion of the Capital Improvements fund balance is committed by voter a yoval and shall not be used in determining the minimum fund balance. • The System Development Charges (SDCs) for the parks system are included in the Capital Improvement fund balance. This portion of the Capital Improvements fund balance is legally restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Debt Service Fund • The Debt Service Fund accounts for the accumulation of resources for, and the payment of, general long-term debt principal and interest. • The ending fund balance goal is to have an amount equal to one year's payments on hand. • All of the monies within the Debt Service fund are restricted for debt service until the specific debt is repaid in full. Oregon Revised Statutes prohibit cities from borrowing this money for any other purpose. • All bond issues and ntd notes ~ are separated in the accounting system. hxpenditui:es l nnn~■intivin Enterprise Funds Enterprise funds account for the following operations: (a) those that are financed and operated in a manner similar to private business enterprise, where the intent of the governing body is that the costs (expenses, including depreciation) of providing goods and services to the general public on a continuing basis be financed or recovered primarily through user charges; or (b) those where the governing body has decided that periodic determination of revenues earned, expenses incurred, and/or net income is appropriated for capital maintenance, public policy, management control, accountability, or other purposes. . Enterprise- finds use Ail aeet: a basis of nnn^tML1Hb.t 110 f,nan i stnteme t pt:ese ntattons. T T the IlLllpltisse activities use " "wed E'ed nnny'"l bn`''s of nnnou t'n2.7n o P budgetafy per-poses. T his- nss res budgetaFy nomplian 7e with stie e.,ipe .-~ituFes as eapita b neensli-uetie nr-id aequisition, as well as debt pi-ineipa tt:ansaetions Water Fund. This fund accounts for water operations. Revenues are from sales of water, other charges for services, and miscellaneous sources. Expenditures are for operations, franchise tax. conservation programs, capital construction, and retirement of debt. • The Water Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 20 percent in addition to any amounts held for repayment of debt. This is the minimum needed to maintain the City's credit worthiness and to adequately 5 provide for economic uncertainties and cash flow needs. • The Water System Development Charges and reserved debt service fund balances are included in the Water Fund balance. These portions of the Water Fund balance are restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Wastewater Fund This fund accounts for wastewater treatment and collection. Revenues are from charges for services and taxes. Expenditures are for operations, franchise tax.. capital construction, and retirement of debt. • The Wastewater Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 15 percent in addition to any amount required by debt financing. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • The Wastewater System Development Charges and reserved debt service fund balances are included in the Wastewater Fund balance. These portions of the Wastewater Fund balance are restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Electric Fund. The Electric Fund accounts for the distribution of purchased electricity according to standards set forth by the Federal Energy Regulatory Commission. Revenues are from sale of electricity and other charges for services and intergovernmental revenues. Expenditures are for related operations. Utility operations include wholesale power purchases, operating expenses, energy conservation incentives, capital outlay, retirement of debt, franchise tax, and related purposes. • The Electric Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 12 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • No portion of the Electric fund balance is restricted for specific uses. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Telecommunications Fund The Telecommunications Fund accounts for the revenues and expenditures of the Ashland Fiber Network. • The Telecommunications Fund will maintain a minimum balance of at least 20 percent of annual revenue as was established in FY 2006-07. • The City will budget a contingency appropriation to provide for unanticipated no- recurring expenditure. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. 6 Internal Service Funds Internal service funds account for the financing of goods or services provided by one department or agency to other departments or agencies of the governmental unit, or to other governmental units, on a}ppc~~~oLst reimbursement basis. C~.Se~CrI C{TECrCCCCr CCGeQCCLSL'7ZT~ZTL'CCI funds FT1Zseent C ns. However-, th rote a ser-yiee hinds tco n Pao i4e aeef: inl basis 0 CL ~tccoiLlii 0777 ~rting -Ear big CT~~ ~ess'. This aJ" JLTI~. nrr~iir,~ ' -ta netviti~linvino with c~i ~r+~ -C C.V PLi C gte.C _ oxpeln it it:es as- eapitnl nafictfuetio an ae-q is ti Ol" nc wel ns debt pfincipa trans etiens Central Services Fund. This fund is divided into Administration, Information Technology, Administrative Services, City Recorder, and Public Works Administration/Engineering. Expenditures are for personnel, materials and services and capital outlay for these departments. These functions are funded stippor-ted by internal charges for services to other ser-N benefitted departments and divisions and by some revenues to IF )iii the ublic. • The Central Services Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 3 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • No portion of the Central Services fund balance is legally restricted for specific purposes. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Insurance Services Fund Revenues in this fund are from service charges to other departments, investment income, and insurance retrospective rating adjustments. Expenditures are for insurance premiums, self-insurance direct claims, and administration. • The Insurance Services Fund will maintain an unrestricted and undesignated balance of $400,000 (199-)' Doll irs) as recommended in the June 1993 Risk Financing Study. This balance will be increased annually by the Consumer Price Index (CPI) to account for inflation. (C'alcul~itccl at 0 1t}: tLjl:c C'1)1-l - 2-11. 1-~'.' ~ -I'().(►(~() 0( This is the minimum needed to maintain the City's insurance programs and provide for uninsured exposures. • No portion of the Insurance Services Fund balance is legally restricted for specific uses. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Health Benefits Fund Revenues in this fund are primarily from service charges to other departments, investment income and interfund loans as needed. Expenditures are for insurance premiums, self-insurance direct claims, and administration. • The Health Benefits Fund will maintain a balance of $500,000 as recommended for self- insurance programs. • The Health Benefits Fund balance is legally restricted for the employee health benefits program. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 7 percent of annual operating expenditures. Equipment Fund. This fund is used to account for the maintenance and replacement of the City fleet of vehicles and specified equipment. Revenues are from equipment rental and replacement charges to other departments and divisions. Expenditures are for personnel, materials and services, and capital outlay. This fund is divided into two divisions fa erns: equipment maintenance and equipment purchasin.g and acquisition fepla;e- t. The purpose of the equipment replacement function is to accumulate adequate funds to replace equipment on a timely basis. This replacement schedule is updated annually. No minimum fund balance is recommended beyond the amount calculated to sufficiently fund equipment replacement; however, a $200,000 goal for operational purposes should be considered. • No portion of the Equipment fund balance is legally restricted for specific uses. The City has a policy of renting equipment at rates that include the replacement cost of the specific piece of equipment. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Trust and Agency Funds Trust and agency funds account for assets held by a governmental unit in a trustee capacity or as an agent for individuals, private organizations, or governmental units, and/or other funds. These include (a) expendable trust funds, (b) non-expendable trust funds, (c) pension trust funds, and (d) agency funds. Cemetery Trust Fund. The Cemetery Trust Fund is a non-expendable trust fund that accumulates revenue from interest income and perpetual care service charges on cemetery operations. Expenditures are for the repurchase of plots and transfers of earnings to the cemetery fund for operations. b' • No minimum fund balance policy is recommended. n' Component Unit a ,4A 4(w~ 671 -Earkss.(Blended Component Unit) /aJLC'5 Parks and Recreation Fund. (Parks General Fund) Revenues are from charges for services and miscellaneous sources. Expenditures are for parks administrative, recreational, and golf course operations. • A fund balance policy is needed since this fund works on a reimbursement basis. • The City will budget a contingency appropriation to provide for unanticipated non- recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Parks Capital Improvements Fund (Capital Projects Fund) This fund is used to account for resources from grants, payments for services, and inter-fund transfers that are to be expended for 8 equipment purchases and major park renovations. The purpose is to accumulate funds prior to a large construction project; therefore, there is no minimum fund balance. Parks Equipment Fund. (Parks Internal Service Fund) This fund is used to account for resources from grants, payments for services, and inter-fund transfers that are to be expended for equipment purchases and major park renovations. The purpose is to accumulate funds prior to a large construction project; therefore, there is no minimum fund balance. Revenues • The City will estimate its annual revenues by an objective, analytical process. Because most revenues are sensitive to conditions outside the City's control, estimates will be conservative. • The City will make every effort to maintain a diversified and stable revenue base to protect its operation from short-term fluctuations in any one revenue source. • With the exception of legally restricted portions of a fund balance, Council action equivalent to that taken to commit or assign fund balance can be done to remove the commitment or assignment. • The City will establish charges for enterprise funds that fully support the total cost of the enterprise. Utility rates will be reviewed annually. Rates will be adjusted as needed to account for major changes in consumption and cost increases. • The City will charge user fees to the direct beneficiaries of City services to recover some or all of the full cost of providing that service. All user fees will be reviewed biannually to insure that direct and overhead costs are recovered in the percentage approved by City Council. • To the extent practicable, new development shall pay necessary fees to meet all identified costs associated with that development. • The City will work aggressively to collect all delinquent accounts receivable. When necessary, collection procedures will include termination of service, submission to collection agencies, foreclosure, and other available legal remedies. Expenditures • The City will provide employee compensation that is competitive with comparable public jurisdictions within the relative recruitment area. • Estimated wage increases and changes in employee benefits will be included in the proposed budget under Personal Services. • The City is committed to maintaining and improving the productivity of its staff by providing a proper working environment, adequate equipment and supplies, and appropriate training and supervision. • A Social Service appropriation will be included in the proposed General Fund budget. This appropriation will increase or decrease relative to the overall General Fund revenues. • An Economic, Cultural Development, Tourism and Sustainability appropriation will be included in the proposed General Fund budget. This appropriation will increase or decrease relative to the overall Transient Occupancy (Lodging) Tax Revenues. Purchasing 9 • The City will purchase materials, supplies, and equipment through a competitive process that provides the best product for the least cost. Capital • The City will provide for adequate maintenance of equipment and capital assets. The City will make regular contributions to the Equipment Replacement Fund and the Facilities budget to ensure that monies will be available as needed to replace City vehicles and facilities. • Future operating costs associated with new capital improvements will be projected and included in the long-term budget forecast. • The City will determine and use the most appropriate method for financing all new capital projects. • Special accounts dedicated for capital improvements will be segregated in the accounting system and used only for the intended capital purposes. • The Capital Improvement Plan will encourage a level capital replacement schedule. Debts • The City will not use long-term borrowing to finance current operations. • Capital projects, financed through bond proceeds, will be financed for a period not to exceed the useful life of the project. • Whenever possible, enterprise debt will be self-supporting. Regardless of the type of debt issued, the City will establish a one-year reserve for all self-supporting debt as required by any bond covenant. • The City will seek to maintain and improve its bond rating to minimize borrowing costs and to ensure its access to credit markets. • The City will keep the final maturity of general obligation bonds at or below 20 years, with the exception of water supply and land acquisition that will be limited to 30 years. • The City will maintain good communications with bond rating agencies about its financial condition. Risk Management • The City will provide an active risk management program that reduces human suffering and protects City assets through adequate internal controls, loss prevention, insurance, and self-insurance. 10 Accounting Methods General Funds This fund accounts for all financial resources except those accounted for in another fund. Resources include working capital carryover, taxes, licenses and permits, intergovernmental revenue, fines and forfeitures, charges for services, miscellaneous revenues, and inter-fund transfers. Expenditures are for general service activities such as police. fire, municipal court and community development departments and pr-og •am° e -S€;,~fviees, nR Cult r~1~ r tviorit ~~iirt ~ Communications. rirc~and ~oc~ Ceseniie Development, }Police Depaftment, Municipal Ge i l L/.~ unity D-e~'e-rvFrrrr Planning --DN~-rsrvrr-a other administrative programs as needed. • This fund uses the modified accrual method of accounting. Special Revenue Funds Special Revenue Funds account for the proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes. • Special revenue funds account for transactions on the modified accrual method of accounting. Reserve Fund. This fund is used to set aside funds to protect services and to stabilize the budget, and to meet any costs that may arise in the future from unexpected events as established by Resolution 2010-18. Community Development Block Grant Fund. This fund was created in 1994-95. The fund accounts for the Block Grant and related expenditures. Street Fund. Revenues are from the state road tax, franchise fees, charges for services and miscellaneous sources. Expenditures are for the maintenance, repair, and surfacing of streets, as well as maintenance and construction of the storm water runoff infrastructure. Airport Fund. Revenues are from airport leases. Expenditures are for maintenance of airport facilities. Capital Projects Funds Capital improvement funds are established to account for financial resources that are used for the acquisition or construction of major capital facilities (other than those financed by enterprise funds, internal service funds, special assessment funds, and trust funds). • Capital projects funds use the modified accrual method of accounting. Capital Improvements Fund. This fund accounts for revenues from grants, non-bonded assessment payments, bond proceeds, and other sources, and will account for the construction of special local improvements, usually streets, with revenues from short-term borrowing and non- bonded assessments. Expenditures are for construction, property and equipment acquisition and 1 maintenance, improvements and related purposes, and the repayment of short-term debt principal and interest incurred in financing improvements. Debt Service Fund The Debt Service Fund accounts for the accumulation of resources to be used for payment of the debt incurred for the acquisition or construction of major capital facilities (other than those financed by proprietary funds, and trust funds). • Expenditures and revenues are accounted for on the modified accrual method of accounting. Bancroft Bonds revenues are from Bancroft (Local Improvement District) bonded assessments. These are expended for the retirement of local improvement district bonded debt principal and interest until such debts have been fulfilled. General Bonds revenues are from property taxes that are expended for the retirement of general obligation debt principal and interest. Notes, Contracts, and Liens revenues derived from operating transfers from other funds are used to repay long-term contracts that are not bonded. Enterprise Funds Enterprise funds account for the following operations: (1) those that are financed and operated in a manner similar to private business enterprise, where the intent of the governing body is that the costs (expenses, including depreciation) of providing goods and services to the general public on a continuing basis be financed or recovered primarily through user charges; or (2) those where the governing body has decided that periodic determination of revenues earned, expenses incurred, and/or net income is appropriated for capital maintenance, public policy, management control, accountability, or other purposes. • Enterprise funds use full accrual basis of accounting for financial statement presentations. However, the enterprise activities use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition, as well as debt principal transactions. Water Fund. This fund accounts for water operations. Revenues are from sales of water and other charges for services, well as pfopei4y taxes dedieated to the retires ent o genera' igat o bExpenditures are for operations, conservation programs, capital construction, and retirement of debt. Wastewater Fund. This fund accounts for wastewater treatment and collection. Revenues are from charges for services and taxes. Expenditures are for operations, capital construction, and retirement of debt. 2 Electric Fund. This fund accounts for the distribution of purchased electricity according to standards set forth by the Federal Energy Regulatory Commission. Revenues are from sale of electricity and other charges for services and intergovernmental grants. Expenditures are for related operations. Utility operations include wholesale power purchases, operating expenses, energy conservation incentives, capital outlay, retirement of debt, and franchise tax. Telecommunications Fund. This fund accounts for telecommunications operations. Revenues are from cable TV, internet connections, and high-speed data. Expenses are for operations maintenance, capital construction, and debt service. Internal Service Funds Internal service funds account for the financing of goods or services provided by one department or agency to other departments or agencies of the governmental unit, or to other governmental units, on a cost reimbursement basis. • Internal service funds use full accrual accounting methods for financial statement presentations. However, the internal service funds use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition as well as debt principal transactions. Central Services. This fund is divided into the following Divisions: Elected Officials, Administration, Administrative Services, Legal, Customer Services, Accounting, Purchasing, Public Works Administration, Engineering, Maintenance, Computer Services, and the City Recorder. These Divisions fall under the umbrellas of the Administration, Administrative Services Finance, Public Works, Telecommunications and the Electric Departments. These functions are supported by charges for services by all direct service divisions and departments. Insurance Services Fund. Revenues in this fund are from service charges to other departments, investment income, and insurance retrospective rating adjustments. Expenditures are for insurance premiums, self-insurance direct claims, and administration. Health Benefits Fund. Revenues in this fund are from service charges to other funds, investment income, and internal loans. Expenditures are for insurance premiums, self-insurance direct claims, and administration. Equipment Fund. This fund is used to account for the replacement and maintenance of the city's fleet of vehicles. Revenues are from equipment rental and replacement charges. Expenditures are for personal services, materials and services, and capital outlay. Trust and Agency Funds Trust and agency funds account for assets held by a governmental unit in a trustee capacity or as an agent for individuals, private organizations, or governmental units, and/or other funds. These include (a) expendable trust funds, (b) non-expendable trust funds, (c) pension trust funds, and (d) agency funds. 3 Cemetery Trust Fund. The Cemetery Trust Fund is a non-expendable trust fund. Revenues are from interest income and perpetual care service charges on cemetery operations. Expenditures are for the repurchase of plots and transfers of earnings to the general fund for operations. • This fund uses the accrual basis of accounting. DisGre Component Unit Parks Parks and Recreation Fund. (Parks General Fund. a special revenue fund to the City) Revenues are from the parks and recreation charges for services, and miscellaneous sources. Expenditures are for parks and recreational purposes as well as department operations. • This fund uses the modified accrual method of accounting. Ashland ZI Z h ~z 1 a. [ c r ic c c, Serial TCfy -Mid. Speeial Reven e Fund) 7Tev~~~~~~"e tnv loin po dltufes ls~e e faf ^ s lan Yo~rtl' n ct rr~eiyities rlocal~e~r apt OIri r~r^N_er~N, Ex t~i~€-~=~e`er Youth Activities r o pLi~ c e^wrviiinAPY and yeath activities and reet:e tion 41'l i.s fun nlo-se l to the parks a l 4 eeFe`ltl/l Yl Ain d as of T 201 Parks Capital Improvements Fund. (Capital Projects Fund) This fund is used to account for resources from grants and inter-fund transfers that are to be expended for equipment purchases and major park renovations. • This fund uses the modified accrual method of accounting. Parks Eciuipinent Fund. (Internal Service Fund) This fund is used to account for resources and payments from other Parks funds to be held and expended for equipment purchases. • Internal service funds use full accrual accounting methods for financial statement presentations. However. the internal service fiends use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as caul construction and acquisition as well as debt rinci al transactions. 4 RESOLUTION NO. 2014-01 A RESOLUTION ACCEPTING CHANGES TO THE FINANCIAL MANAGEMENT POLICIES AND ACCOUNTING METHODOLOGIES RECITALS: The City of Ashland prepares the budget and financial reports in keeping with generally accepted accounting principles (GAAP) as established by national and state guidelines. The Governmental Accounting Standards Board (GASB) is the primary organization that provides financial reporting requirements through their statements on accounting standards. Preparation of these documents is supported by policies and guidelines established for consistency between years and compliance with oversight authorities. Changes in laws and industry standards require updating of these policies on a regular basis. Updating policies also supports the annual audit and helps to provide comparability with peer agencies. In order to keep internal policies consistent with GA-AP and GASB requirements and with Oregon Budget Law; THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Council accepts the proposed changes to the Financial Management Policy SECTION 2. Council accepts the proposed changes to the Accounting Methodologies This resolution was duly PASSED and ADOPTED this day of , 2414, and takes of ct upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of , 2014. i hn St omberg, Mayor Revie as to form: ~d H. Lohman, C Attorney Page 1 of I Financial Management Policies The Financial Management Policies apply to fiscal activities of the City of Ashland. Objectives The objectives of Ashland's financial policies are as follows: • To enhance the City Council's decision-making ability by providing accurate information on program and operating costs. • To employ revenue policies that prevent undue or unbalanced reliance on any one source, distribute the cost of municipal services fairly, and provide adequate funds to operate desired programs. • To provide and maintain essential public programs, services, facilities, utilities, infrastructure, and capital equipment. • To protect and enhance the City's credit rating. To ensure the legal use of all City funds through efficient systems of financial security and internal control. Investments All City funds shall be invested to provide-in order of importance-safety of principal, a sufficient level of liquidity to meet cash flow needs, and the maximum yield possible. One hundred percent of all idle cash will be continuously invested. Accounting • The City will maintain an accounting and financial reporting system that conforms to Generally Accepted Accounting Principles (GAAP) and Oregon Local Budget Law. The City will issue a Comprehensive Annual Financial Report (Audit report) each fiscal year. The Comprehensive Annual Financial Report shows fund expenditures and revenues on both a GAAP and budget basis for comparison purposes. • An independent annual audit will be performed by a certified public accounting firm that will issue an official opinion on the annual financial statements and a management letter as needed or required detailing areas that need improvement. • Full disclosure will be provided in financial statements and bond representations. • The accounting systems will be maintained to monitor expenditures and revenues on a monthly basis with thorough analysis and adjustment of the biennium budget as appropriate. • The accounting system will provide monthly information about cash position and investment performance. • Annually, the City will submit documentation to obtain the Certificate of Achievement for Excellence in financial reporting from the Government Finance Officers Association (GFOA). 1 Operating Budgetary Policies • The budget committee will be appointed in conformance with state statutes. The budget committee's chief purpose is to review the city administrator's (budget officer's) proposed budget and approve a budget and maximum tax levy for city council consideration. The budget committee may consider and develop recommendations on other financial issues as delegated by the city council. • The City will finance all current expenditures with current revenues. The City will avoid budgetary practices that balance current expenditures through the obligation of future resources. • The City budget will support city council goals and priorities and the long-range needs of the community. • In contrast to the line-item budget that focuses exclusively on items to be purchased (such as supplies and equipment), the City will use a program/objeclives format that is designed to: 1) Structure budget choices and information in terms of programs and their related work activities, 2) Provide information on what each program is committed to accomplish in long-term goals and in short-term objectives, and 3) Measure the degree of achievement of program objectives (performance measures). • The City will include multi-year projections in the budget document. • To maintain fund integrity, the City will manage each fund as an independent entity in accordance with applicable statutes and with generally accepted accounting principles. • The City will allocate direct and administrative costs to each fund based upon the cost of providing these services. The City will recalculate the cost of administrative services regularly to identify the impact of inflation and other cost increases. • The City will submit documentation for each adopted budget to obtain the Award for Distinguished Budget Presentation from the Government Finance Officers Association. Fund Balance Policy General Fund The General Fund accounts for all financial resources not accounted for in other funds. Resources include working capital carryover, taxes, licenses and permits, intergovernmental revenue, fines and forfeitures. charges for services, miscellaneous revenues, and inter-fund transfers. Expenditures are for Social Services, Economic and Cultural Development, Police Department, Municipal Court Department, Fire and Rescue Department, City Band, Cemeteries, and the Department of Community Development and payments for services provided by other funds. This fund uses the modified accrual method of accounting. • The General Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 12 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • The City will budget a contingency appropriation to provide for unanticipated no-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. 2 Special Revenue Funds Special Revenue funds account for the proceeds of specific sources that are legally restricted to expenditures for specified purposes. Special Revenue funds account for transactions using the modified accrual method of accounting. Reserve Fund. This fund is used to set aside funds to protect services and to stabilize the budget, and to meet any costs that may arise in the future from unexpected events. As established by Resolution 2010-18. Community Development Block Grant Fund. This fund was established in 1994-95. The fund accounts for the Block Grant and related expenditures. • A fund balance policy is not needed since this fund works on a reimbursement basis. Street Fund. Revenues are from the state road tax, grants, franchise fees, charges for services and miscellaneous sources. Expenditures are for the maintenance, repair, and surfacing of streets, as well as the maintenance, repair and construction of storm drains. • The Street Fund will maintain a committed balance of annual revenue Of at least 15 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • The System Development Charges for Transportation and Storm Drains are included in the Street Fund balance. This portion of the Street Fund balance is restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated expenditures of a nonrecurring nature or. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Airport Fund. Revenues are from airport leases, and fuel sales. Expenditures are for airport operations. The Airport Fund will maintain a committed balance of annual revenue of at least 10 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • No portion of the Airport fund balance is restricted for specific uses. • Many of the Airport assets have restrictions placed on them by the Federal Aviation Administration. None of the current revenues are pledged to outside lenders. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Capital Projects Funds Capital improvement funds are established to account for financial resources that are used for the acquisition or construction of major capital facilities (other than those financed by Enterprise Funds, Internal Service Funds, Special Assessment Funds and Trust Funds). Capital projects funds use the modified accrual method of accounting. Capital Improvements Fund. This fund accounts for revenues from grants, unbonded assessment payments, and other sources, and will account for the construction of special local improvements, usually streets, with revenues from short term borrowing and unbonded assessments. Expenditures are for construction, property and equipment 3 acquisition and replacement, improvements and related purposes including facility maintenance, and the repayment of short-term debt principal and interest incurred in financing improvements. The purpose is to accumulate funds prior to a large construction project; therefore, there is no minimum fund balance. • The System Development Charges (SDCs) for Parks are included in the Capital Improvement fund balance. This portion of the Capital Improvements fund balance is legally restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Debt Service Funds Debt Service Funds account for the accumulation of resources for, and the payment of, general ion- term debt principal and interest. Expenditures and revenues are accounted for using the modified accrual method of accounting. All bond issues and notes are separated in the accounting system. • All of the monies within the Debt Service fund are restricted for Debt service until the specific debt is repaid in full. ORS prohibits cities from borrowing this money for any other purpose. Enterprise Funds Enterprise funds account for the fallowing operations: (a) those that are financed and operated in a manner similar to private business enterprise, where the intent of the governing body is that the costs (expenses, including depreciation) of providing goods and services to the general public on a continuing basis be financed or recovered primarily through user charges; or (b) those where the governing body has decided that periodic determination of revenues earned, expenses incurred, and/or net income is appropriated for capital maintenance, public policy, management control, accountability, or other purposes. Enterprise funds use full accrual basis of accounting for financial statement presentations. However. the enterprise activities use a modified accrual basis of accounting for budgetary, purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition, as well as debt principal transactions. Water Fund. This fund accounts for water operations. Revenues are from sales of water, other charges for services, and miscellaneous sources. Expenditures are for operations, conservation programs, capital construction, and retirement of debt. • The Water Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 20 percent in addition to any amounts held for repayment of debt. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • The Water System Development Charges and reserved debt service fund balances are included in the Water Fund balance. These portions of the Water Fund balance are restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Wastewater Fund. This fund accounts for wastewater treatment and collection. Revenues are from charges for services and taxes. Expenditures are for operations, capital construction, and retirement of debt. « The Wastewater Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 15 percent in addition to any amount required by debt financing. This is the minimum needed to maintain 4 the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • The Wastewater System Development Charges and reserved debt service fund balances are included in the Wastewater Fund balance. These portions of the Wastewater Fund balance are restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures.. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Electric Fund. The Electric Fund accounts for the distribution of purchased electricity according to standards set forth by the Federal Energy Regulatory Commission. Revenues are from sale of electricity and other charges for services and intergovernmental revenues. Expenditures are for related operations. Utility operations include wholesale power purchases, operating expenses, energy conservation incentives, capital outlay, retirement of debt, franchise tax, and related purposes. • The Electric Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 12 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • No portion of the Electric Fund balance is restricted for specific uses. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Telecommunieulions Fund. The Telecommunications Fund accounts for the revenues and expenditures of the Ashland Fiber Network. • The Telecommunications Fund will maintain a minimum balance of 20 percent of annual revenue as was established in FY 2006-07. • The city will budget a contingency appropriation to provide for unanticipated no-recurring expenditure. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Internal Service Funds Internal service funds account for the financing of goods or services provided by one department or agency to other departments or agencies of the governmental unit, or to other governmental units, on a cost reimbursement basis. Internal service funds use full accrual accounting methods for financial statement presentations. However, the internal service funds use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition as well as debt principal transactions. Ceti tral Services Fund. This fund is divided into Administration, Information Technology. Administrative Services, City Recorder, and Public Works Administration'Engineering. Expenditures are for personnel, materials and services and capital outlay for these departments- These functions are supported by charges for services by direct service departments and divisions. • The Central Services Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 3 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • No portion of the Central Services Fund balance is restricted for specific purposes. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. 5 Insurance Services Funrl. Revenues in this fund are from service charges from other departments, investment income, and insurance retrospective rating adjustments. Expenditures are for insurance premiums, self-insurance direct claims, and administration. • The Insurance Services Fund will maintain an unrestricted and undesignated balance of $400,000 as recommended in the June 1993 Risk Financing Study. This balance will be increased annually by the Consumer Price Index (CPI) to account for inflation. This is the minimum needed to maintain the City's insurance programs and provide for uninsured exposures. • No portion of the Insurance Services Fund balance is legally restricted for specific uses. The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Health Benefits Fund. Revenues in this fund are primarily from service charges from other departments, investment income and interfund loans as needed. Expenditures are for insurance premiums, self insurance direct claims, and administration. • The Health Benefits Fund will maintain a balance of $500,000 as recommended for self insurance programs. The Health Benefits Fund balance is legally restricted for the employee health benefits program. The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less that 3 percent of annual operating expenditures. Equipment Fund This fund is used to account for the maintenance and replacement of the City fleet of vehicles and specified equipment. Revenues are from equipment rental and replacement charges. Expenditures are for personnel, materials and services, and capital outlay. This fund is divided into two functions: equipment maintenance and equipment replacement. The purpose of the equipment replacement function is to accumulate adequate funds to replace equipment. This replacement schedule is updated annually. • No minimum find balance is recommended beyond the amount calculated to sufficiently fund equipment replacement. • No portion of the Equipment fund balance is legally restricted for specific uses. The City has a policy of renting equipment at rates that include the replacement cost of the specific piece of equipment. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Trust and Agency Funds Trust and agency funds account far assets held by a governmental unit in a trustee capacity or as an agent for individuals, private organizations, or governmental units, and/or other funds. These include (a) expendable trust funds, (b) non-expendable trust funds, (c) pension trust funds, and (d) agency funds. Cemetery Trust Fund. The Cemetery Trust Fund is a non-expendable trust fund that uses the accrual basis of accounting. Revenues are from interest income and perpetual care service charges on cemetery operations. Expenditures are for the repurchase of plots and transfers of earnings to the cemetery fund for operations. • No minimum fund balance policy is recommended. 6 Discrete Components Unit Parks Parks and Recreation Fund. (Parks General Fund) Revenues are from, charges for services, and miscellaneous sources. Expenditures are for parks, recreational, and golf course operations. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. • A fund balance policy is not needed since this fund works on a reimbursement basis. Parks Capital Improvements Fund. (Capital Projects Fund) This fund is used to account for resources from grants, payments. for services, and inter-fund transfers that are to be expended for equipment purchases and major park renovations. The purpose is to accumulate funds prior to a large construction project; therefore, there is no minimum fund balance. Revenues • The City will estimate its annual revenues by an objective, analytical process. Because most revenues are sensitive to conditions outside the City's control, estimates will be conservative. • The City will make every effort to maintain a diversified and stable revenue base to protect its operation from short-term fluctuations in any one revenue source. • With the exception of legally restricted portions of a fund balance, Council action equivalent to that taken to commit or assign fund balance can be done to unassign it. • The City will establish charges for enterprise funds that fully support the total cost of the enterprise. Utility rates will be reviewed annually. Rates will be adjusted as needed to account for major changes in consumption and cost increases. + The City will charge user fees to the direct beneficiaries of City services to recover some or all of the full. cost of providing that service. All user fees will be reviewed biannually to insure that direct and overhead costs are recovered in the percentage approved by City Council. • To the extent practicable, new development shall pay necessary fees to meet all identified costs associated with that development. • The City will work aggressively to collect all delinquent accounts receivable. When necessary, collection procedures will include termination of service, submission to collection agencies, foreclosure, and other available legal remedies. Expenditures • The City will provide employee compensation that is competitive with comparable public jurisdictions within the relative recruitment area. • Estimated wage increases and changes in employee benefits will be included in the proposed budget under Personnel Services. • The City is committed to maintaining and improving the productivity of its staff by providing a proper working environment, adequate equipment and supplies, and appropriate training and supervision. 7 • A Social Service appropriation will be included in the proposed General Fund Budget. This appropriation will increase or decrease relative to the overall General Fund revenues. • An Economic, Cultural Development, Tourism and Sustainability appropriation will be included in the proposed General Fund Budget. This appropriation will increase or decrease relative to the overall Transient Occupancy Tax Revenues. Purchasing + The City will purchase materials, supplies, and equipment through a competitive process that provides the best product for the least cost. Capital • The City will provide for adequate maintenance of equipment and capital assets. The City will make regular contributions to the Equipment Replacement Fund and the City Facilities budget to ensure that monies will be available as needed to replace City vehicles and facilities. • Future operating costs associated with new capital improvements will be projected and included in the long-term budget forecast. • The City will determine and use the most appropriate method for financing all new capital projects. • Special accounts dedicated for capital improvements will be segregated in the accounting system and used only for the intended capital purposes. • The Capital Improvement Plan will encourage a level capital replacement schedule. Debts • The City will not use long-term borrowing to finance current operations. • Capital projects, financed through bond proceeds, will be financed for a period not to exceed the useful life of the project. • Whenever possible, enterprise debt will be self supporting. Regardless of the type of debt issued, the City will establish a one-year reserve for all self-supporting debt. • The City will seek to maintain and improve its bond rating to minimize borrowing costs and to ensure its access to credit markets. • The City will keep the final maturity of general obligation bonds at or below 20 years, with the exception of water supply and land acquisition that will be limited to 30 years. • The City will maintain good communications with bond rating agencies about its financial condition. Risk Management • The City will provide an active risk management program that reduces human suffering and protects City assets through loss prevention, insurance, and self-insurance. 8 I Accounting Methods General Fund This fund accounts for all financial resources except those accounted for in another fund. Resources include working capital carryover, taxes, licenses and permits, intergovernmental revenue, fines and forfeitures, charges for services, miscellaneous revenues, and inter-fund transfers. Expenditures are for Social Services, Economic and Cultural Development, Police Department, Municipal Court Division, Communications, Eire and Rescue Department, Community Development, Planning Division, Building Division, Cemetery and other administrative programs as needed. This fund uses the modified accrual method of accounting. Special Revenue Funds Special Revenue funds account for the proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes. Special revenue funds account for transactions on the modified accrual method of accounting. Reserve Fund. This fund is used to set aside funds to protect services and to stabilize the budget, and to meet any costs that may arise in the future from unexpected events as established by Resolution 2010-18. Community Development Block Grant Fund. This fund was created in 1994-95. The fund accounts for the Block Grant and related expenditures. Street Fund, Revenues are from the state road tax, franchise fees, charges for services and miscellaneous sources. Expenditures are for the maintenance, repair, and surfacing of streets, as well as maintenance and construction of the storm water runoff infrastructure. Airport Find. Revenues are from airport leases. Expenditures are for maintenance of airport facilities. Capital Projects Fund Capital improvement funds are established to account for financial resources that are used for the acquisition or construction of major capital facilities (other than those financed by enterprise funds, internal service funds, special assessment funds, and trust funds). Capital projects funds use the modified accrual method of accounting. Capital Improvements Fund. This fund accounts for revenues from grants, nonbonded assessment payments, bond proceeds, and other sources, and will account for the construction of special local improvements, usually streets, with revenues from short-term borrowing and non bonded assessments. Expenditures are for construction, property and equipment acquisition and maintenance, improvements and related purposes, and the repayment of short-term debt principal and interest incurred in financing improvements, Debt Service Fund The Debt Service Fund accounts for the accumulation of resources to be used for payment of the debt incurred for the acquisition or construction of major capital facilities (other than those financed by proprietary funds, and trust funds). Expenditures and revenues are accounted for on the modified accrual method of accounting. Bancroft Bonds revenues are from Bancroft (Local Improvement District) bonded assessments. These are expended for the retirement of local improvement district bonded debt principal and interest until such debts have been fulfilled. General Bonds revenues are from property taxes that are expended for the retirement of general obligation debt principal and interest. l Notes, Contracts, and Liens revenues derived from operating transfers from other funds are used to repay long- term contracts that are not bonded. Enterprise Funds Enterprise funds account for the following operations: (1) those that are financed and operated in a manner similar to private business enterprise, where the intent of the governing body is that the costs (expenses, including depreciation) of providing goods and services to the general public on a continuing basis be financed or recovered primarily through user charges; or (2) those where the governing body has decided that periodic determination of revenues earned. expenses incurred, and/or net income is appropriated for capital maintenance, public policy, management control, accountability, or other purposes. Enterprise funds use full accrual basis of accounting for financial statement presentations. However, the enterprise activities use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition, as well as debt principal transactions. Water Fund. This fund accounts for water operations. Revenues are from sales of water, other charges for services, as well as property taxes dedicated to the retirement of general obligation bonds. Expenditures are for operations. conservation programs, capital construction, and retirement of debt. Wastewater Fund. This fund accounts for wastewater treatment and collection. Revenues are from charges for services and taxes Expenditures are for operations, capital construction, and retirement of debt. Electric Fitnd. This fund accounts for the distribution of purchased electricity according to standards set forth by the Federal Energy Regulatory Commission. Revenues are from sale of electricity and other charges for services and intergovernmental grants. Expenditures are for related operations. Utility operations include wholesale power purchases, operating expenses, energy conservation incentives, capital outlay, retirement of debt, and franchise tax. Telecommunications Fund. This fund accounts for telecommunications operations. Revenues are from cable TV, Internet connections; and high-speed data. Expenses are for operations maintenance, capital construction, and debt service. Internal Service Funds Internal service funds account for the financing of goods or services provided by one department or agency to other departments or agencies of the governmental unit, or to other governmental units, on a cost reimbursement basis. Internal service funds use full accrual accounting methods for financial statement presentations. However, the internal service funds use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition as well as debt principal transactions. Ventral Services. This fund is divided into the following Divisions. Elected Officials, Administration, Administrative Services, Legal, Customer Services, Accounting, Purchasing, Public Works Administration, Engineering, Maintenance, Computer Services, and the City Recorder. These Divisions fall under the umbrellas of the Administration, Finance, Public Works, Telecommunications and the Electric Departments. These functions are supported by charges for services by all direct service divisions and departments. Insurance Services Fund. Revenues in this fund are from service charges from other departments, investment iincome, and insurance retrospective rating adjustments. Expenditures are for insurance premiums, self-insurance direct claims, and administration. Health Benefits Fund. Revenues in this fund are from service charges primarily from other departments, investment income, and internal loans. Expenditures are for insurance premiums, self-insurance direct claims, and 2 administration. Equipment Fund. This fund is used to account for the replacement and maintenance of the city's fleet of vehicles. Revenues are from equipment rental and replacement charges. Expenditures are for personal services, materials and services, and capital outlay. Trust and Agency Funds Trust and agency funds account for assets held by a governmental unit in a trustee capacity or as an agent for individuals, private organizations, or governmental units, and/or other funds. These include (a) expendable trust funds, (b) non-expendable trust funds, (c) pension trust funds, and (d) agency funds. Cemetery Trust Fund. The Cemetery Trust Fund is a non-expendable trust fund that uses the accrual basis of accounting. Revenues are from interest income and perpetual care service charges on cemetery operations. Expenditures are for the repurchase of plots and transfers of earnings to the general fund for operations. Discrete Component Unit Parks Parks and Recreation Fund. (Parks General Fund) Revenues are from the parks and recreation charges for services, and miscellaneous sources. Expenditures are for parks and recreational purposes as welt as department operations. Ashland Youth Activities Serial Lety Fund. (Special Revenue Fund) Revenues were from a three-year Ashland Youth Activities local option property tax levy. Expenditures were for community and youth activities and recreation. This fund closed to the Parks and Recreation fund as of July 1, 2013. Parks Capital Improvements Fund. (Capital Projects Fund) This fund is used to account for resources from grants and inter-fund transfers that are to be expended for equipment purchases and major park renovations. These funds use the modified accrual method of accounting 3 RESOLUTION NO. ca A RESOLUTION IMPLEMENTING GOVERNMENTAL ACCOUNTING STANDARDS BOARD STATEMENT 54 - Fund Balance Reporting and Governmental Fund Type Definitions THE CITY OF ASHLAND RESOLVES AS FOLLOWS, The City of Ashland prepares financial reports in keeping with generally acceptable accounting principles (GAAP) as established by national and state guidelines. The Governmental Accounting Standards Board (GASB) is the primary organization that provides financial reporting requirements through their statements on accounting standards. GASB has issued statement 54 that standardizes presentations of fund balances in governmental fund types to promote consistency and comparability between entities. City of Ashland must adopt and implement GASBS 54 to be compliant with GAAP reporting for the FY 2011 in the comprehensive annual financial report. SECTION 1. Council adopts the guidelines provided in GASBS 54 for accounting and reporting of governmental type funds effective with the fiscal year ending June 30, 2011. SECTION 2. The existing funds and elements of fund balance that are thought to be subject to changes by this implementation include, but are not limited to: Agency Funds Component Category Comment City of Ashland General Asset Forfeiture Restricted Federal Money TOT Tourism (217) Restricted State Restriction TOT (57) Committed Council Resolution .Parking Surcharge Committed Council Resolution Public Art Committed Council Resolution Fiscal Stability Study Committed Adoption of Budget Affordable Housing Committed Council Resolution Remaining Balance Unassigned Treated Like General Fund Reserve General balance Unassigned until a policy is adopted CDBG General balance Restricted Federal Money Street Gas Tax Restricted State Restriction SDC's Restricted State Restriction Remaining Balance Committed Page 1 of 2 Agency Funds Component Category Comment City of Ashland Airport General balance Committed Capital Improvement System Development Charges Restricted State Restriction Food and Beverage Committed Voter Approval Remaining Balance Committed Debt Service General balance Restricted Debt service commitment Cemetery Trust General balance Restricted Perpetual care Parks & Recreation General Fund General balance Unassigned Youth Activity Fund General balance Restricted Voter Approval Capital Fund General balance Committed' SECTION 3. New funds and new revenues identified after approval of this resolution shall be evaluated for consistency with GASBS 54 and will be accounted for and reported accordingly. SECTION 4. Copies of this resolution shail be maintained in the Office of the City Recorder and shall be available for public inspection during regular business hours. SECTION 5. This resolution takes effect upon signing by the Mayor. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PA ED and ADOPTED this day of June, 2011. Barbara Christensen, City Recorder SIGNED and APPROVED this day of , 2011. Vri Stromberg, Mayor Revi ed as to form: avid Lo an, City Attorney Page 2 of 2 i RESOLUTION NO. CA01 -OS A RESOLUTION ESTABLISHING TARGET ENDING FUND BALANCES THE CITY OF ASHLAND RESOLVES AS FOLLOWS: The City of Ashland currently has Ending Fund Balance (EFB) targets established in the accepted Financial Management Policies incorporated within the budget document. These EFB targets are a primary tool in assuring financial viability to the City and aids in flexibility. When percentages are provided they represent a calculation on annual operating revenue and the dollar figure is an estimated amount. When no percentage is given, only a dollar figure, the amount shown is the minimum target- No target is established for a fund when no amount or percentage is given. SECTION 1_. Council adopts the following targets in either a percentage or dollar format as provided below. SECTION 2. The percentages or dollars presented will be adjusted annually in the budget process. City of Ashland Fund Balance Worksheet FY 2011 Proposed Fund EFB Target % General $ 1,722,000 12% CDBG - NIA Reserve . - NIA Street 450,000 15% Airport 10,000 10% CIP 500,000 NIA Debt - restricted 2,400,000 NIA Water 900,000 20% Wastewater 750,000 15% Electric 1,488,950 12% Telecommunications 372,000 20% Central Services 174,000 3% Insurance Services 1,000,000 NIA Equipment 1,600,000 NIA Cemetery Trust NIA Subtotal $ 11,366,950 Parks & Recreation $ 1,230,000 25% CIP - NIA YAL - NIA Subtotal $ 1,230,000 TOTAL $ 12,596,950 Page 1 of 2 SECTION 3. Annual Operating Contingencies will be calculated on operating appropriations in the 3% to 5% range as recommended by staff and approved by the Citizen Budget Committee SECTION 4. Copies of this resolution shall be maintained in the Office of the City Recorder and shall be available for public inspection during regular business hours. SECTION 5. This resolution was duly PASSED and ADOPTED this day of February, 10. r Barbara Christensen, City Recorder SIGNED and APPROVED this day of 2010. f ?~~L zxk5~ I I - 4n Stromberg, Mayor Rev' wed s to f . Richar Appicello, Ci ttorney Page 2 of 2 CITY OF ASHLAND Council Communication August 16, 2016 Business Meeting A Resolution Updating the City of Ashland's Implementation of Governmental Accounting Standards Board Statement 54 - Fund Balance Reporting and Governmental Fund Type Definitions and Repealing Resolution No. 2011-17 FROM: Lee Tuneberg, Administrative Services/Finance Director, Lee.Tuneberg@ashland.or.us SUMMARY If approved this action will update the City's accounting practices and records to be compliant with Governmental Accounting Standards Board Statement 54, recognizing recent changes in funds and revenue streams. BACKGROUND AND POLICY IMPLICATIONS: Governmental Accounting Standards Board Statement 54 (GASES 54) is the requirement within generally accepted accounting principles intended to improve financial reporting and comparability beyond what GASB 34 accomplished. GASB 54 Fund Balance Reporting and Governmental Fund Type Definitions provides strong guidelines for presentation of information and clarity for the reader. It does not change the calculation or total of a fund balance, only the accounting and presentation. It only applies to agency "general funds" and to other governmental funds. It does not apply to enterprise funds. Governmental funds are defined as funds generally used to account for tax-supported activities. There are five different types of governmental funds: the general fund, special revenue funds, debt service funds, capital projects funds and permanent funds. In Ashland, this resolution will apply to the General Fund, Reserve Fund, Street Fund, Airport Fund, Capital Improvement Fund, Debt Service Fund, Cemetery Trust Fund and all three Ashland Parks & Recreation funds with the Youth Activity Levy Fund being eliminated and the Parks Equipment Fund being added. The statement calls for standardization of the terms and definitions, providing for up to five components of fund balance: A. Nonspendable fund balance - portion that can't be spent because these elements are not cash or have legal restrictions. Example is the Cemetery Trust monies. B. Restricted fund balance - portion that can't be spent because of external legal or contractual restrictions. Examples are grants, systems development charges or bond covenants. Page 1 of 2 WAL F4W CITY OF ASHLAND C. Committed fund balance - portion that can be spent only with the same executive action taken by the elected board that imposed the restriction. Example is a reserve for a specific use like the parking ticket surcharge kept in the General Fund. D. Assigned fund balance - portion that can be spent with action taken by an individual or group below elected board that imposed the restriction. Example is a reserve for specific use like the housing program. E. Unassigned fund balance - portion deemed to be residual net resources (amounts in excess of the above four categorizations) found in a "general fund." The City's general fund is the only one with this category. All municipalities using the above defining categories to present their respective fund balances will provide better understanding and comparability across agencies. Additionally, the various revenues to the funds are accounted for with the same categories of restrictions or commitments identified above and matched with expenditures that meet the qualifications. A good example is forfeiture monies in the general fund are accounted for upon receipt, accumulated in the fund balance and only spent on qualifying goods or services per the program. The proposed resolution includes the following updates to address changes in accounting or budgeting or to provide clarity beyond 2011-17. 1. Commitment of Grubbs Investigation reward in the General Fund per resolution 2012-02. 2. Clarification that if financing is done in any fund, any unused portion would be restricted per covenants. 3. Airport balances are restricted by Federal Aviation Administration grant requirements. 4. Clarity for changes in budgeting and accounting for Parks, Parks improvements and equipment. Further change in budgeting or accounting for the funds identified, or the addition of new funds, will require updates to this resolution. COUNCIL GOALS SUPPORTED: N/A FISCAL IMPLICATIONS: There is no direct financial implication, only clarification of the elements held in governmental fund balances. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council approve the attached resolution. SUGGESTED MOTION: I move to approve a resolution updating the City of Ashland's implementation of GASB 54. ATTACHMENTS: Draft resolution Resolution No. 2011-17 Page 2 of 2 1%FAIII RESOLUTION NO. A RESOLUTION UPDATING THE CITY OF ASHLAND'S IMPLEMENTATION OF GOVERNMENTAL ACCOUNTING STANDARDS BOARD STATEMENT 54 - Fund Balance Reporting and Governmental Fund Type Definitions AND REPEALING RESOLUTION No. 2011-17 THE CITY OF ASHLAND RESOLVES AS FOLLOWS: The City of Ashland prepares financial reports in keeping with generally acceptable accounting principles (GAAP) as established by national and state guidelines. The Governmental Accounting Standards Board (GASB) is the primary organization that provides financial reporting requirements through their statements on accounting standards. GASB issued statement 54 that standardizes presentations of fund balances in governmental fund types to promote consistency and comparability between entities. City of Ashland adopted and implemented GASBS 54 to be compliant with GAAP reporting with Resolution 2011-17 for the FY 2011 in the Comprehensive Annual Financial Report. From time to time changes in revenue streams, accounting and budgeting practices may require updating financial reporting consistent with GASBS 54. SECTION 1. Council updates the accounting and reporting of governmental type funds consistent with GASBS 54 effective with the financial report for the year ending June 30, 2016. SECTION 2. The existing funds and elements of fund balance that are thought to be subject to this implementation include those presented in Attachment A, the table below. SECTION 3. New funds and new revenues identified after approval of this resolution shall be evaluated for consistency with GASBS 54 and will be accounted for and reported accordingly. SECTION 4. Copies of this resolution shall be maintained in the Office of the City Recorder and shall be available for public inspection during regular business hours. SECTION 5. This resolution takes effect upon signing by the Mayor. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.050 duly PASSED and ADOPTED this day of August, 2016. Barbara Christensen, City Recorder SIGNED and APPROVED this day of , 2016. John Stromberg, Mayor Page 1 of 2 Reviewed as to form: David Lohman, City Attorney Attachment A: City of Ashland GASBS No. 54 Update Fund Balance Funds Components Notes City: General Fund: Asset Forfeiture Restricted Federal Money Transient Occupancy (Lodging) Tax (2/7) Restricted State Restriction Transient Occupancy (Lodging) Tax (5/7) Committed Council Resolution Downtown Parking Committed Council Resolution Public Arts Committed Council Resolution Affordable Housing Committed Council Resolution Grubbs Investigation Committed Council Resolution Remaining Balance Unassigned Treated Like General Fund Reserve Fund Unassigned until a policy is adopted. Community Development Block Grant Restricted Federal Money Street Fund: Gas Tax Restricted State Restriction System Development Charges Restricted State Restriction Capital Project Financing Restricted Financing Covenant Remaining Balance Committed Airport Fund Restricted FAA grant requirement Capital Improvement Fund: System Development Charges Restricted State Restriction Capital Project Financing Restricted Financing Covenant Food and Beverage Committed Council Resolution Remaining Balance Committed Debt Fund Restricted Cemetery Trust Fund Restricted Parks: Parks & Recreation Fund Committed Capital Improvements Fund: System Development Charges Restricted State Restriction Capital Project Financing Restricted Financing Covenant Food and Beverage Committed Council Resolution Remaining Balance Committed Equipment Fund Committed Page 2 of 2 CITY OF ASHLAND Council Communication August 16, 2016, Business Meeting Resolution Updating Target Ending Fund Balances and Repealing Resolution No. 2010-05 FROM: Lee Tuneberg, Finance Director, Administrative Services Department tuneberl@ashland.or.us SUMMARY Staff proposes updating the policy for minimum ending fund balances to address changes in budgeting and accounting practices that have occurred over time and in preparation of the next budget process. Updating the minimum targets by fund assists in maintaining a fiscally sound city and can have a favorable impact on the coming capital improvement borrowing. BACKGROUND AND POLICY IMPLICATIONS: The City has a long history of identifying necessary amounts by fund to be held for operations, cash flow and to protect against fluctuations in revenues. These amounts are referred to as targets but actually represent minimum balances to help protect the fiscal viability of the City. Good financial practices such as identifying minimum have recently assisted in upgrading the City's bond ratings from Moody's and Standard & Poor's rating agencies. The City is in the process of updating its Financial Management Policies incorporated within the budget document. Changes in budgeting and accounting practices require an update in this policy. The key changes proposed are: 1. Insurance Fund - Costs and exposures continue to increase despite the good work of the City staff in general and specifically by the Safety Committee and the Risk Management staff. Existing policy calculates a need for a minimum of $668.000; however, the City should consider a larger minimum. 2. Parks & Recreation Fund - This fund is budgeted on a reimbursement basis from the General Fund and no longer requires a large amount for operations. COUNCIL GOALS SUPPORTED: Administration and Governance Goal Provide high quality, effective and efficient city services, and governance in an accessible, collaborative, and fiscally responsible manner. FISCAL IMPLICATIONS: Sufficient fund balances and cash on hand protect the city from adverse conditions and assist the city in demonstrating fiscal stability. Page 1 of 2 CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends council approve the proposed resolution. SUGGESTED MOTION: I move to adopt the resolution titled, "A resolution adopting minimum (target) fund balances and Repealing Resolution No. 2010-05". ATTACHMENTS: Proposed Resolution Resolution No. 2010-05 Page 2 of 2 ~r RESOLUTION NO. A RESOLUTION ESTABLISHING TARGET ENDING FUND BALANCES AND REPEALING RESOLUTION NO. 2010-05 THE CITY OF ASHLAND RESOLVES AS FOLLOWS: The City of Ashland currently has Ending Fund Balance (EFB) targets established in the accepted Financial Management Policies incorporated within the budget document. These EFB targets are a primary tool in assuring financial viability of the City and aid in financial flexibility. When percentages are provided they represent a calculation on annual operating revenue and the dollar figure is an estimated amount. When no percentage is given, only a dollar figure, the amount shown is the minimum target. No target is established for a fund when no amount or percentage is given. SECTION 1. Council adopts the following targets in either a percentage or dollar format as provided below. SECTION 2. The percentages or dollars presented will be adjusted annually in the budget process. City of Ashland Fund Balance Worksheet FY 2011 BN 2017-2019 Adopted Proposed * Fund EFB Target % Minimum % General $ 1,722,000 12% $ 2,310,000 12% Comm Dev Block Grant - N/A - N/A Reserve - N/A - N/A Street 450,000 15% 506,000 15% Ai rport 10,000 10% 14,000 10% CI P 500,000 N/A 500,000 De bt - re stri cte d 2,400,000 N/A 2,400,000 Water 900,000 20% 1,455,000 20% Wastewater 750,000 15% 1,177,000 15% Electric 1,488,950 12% 1,877,100 12% Telecommunications 372,000 20% 468,000 20% Central Services 174,000 3% 216,000 3% Insurance Services 1,000,000 NIA 1,000,000 Health Benefits 500,000 New Equipment 1,600,000 N/A 200,000 Cemetery Trust N/A N/A Subtotal $11,366,950 $ 12, 623,100 Parks & Recreation $ 1,230,000 25% $ - NIA Parks Capital Improvement - NIA - NIA Parks Equipment - - NIA Youth Activity Levy - Closed - N/A Closed S u btota 1 $ 1,230,000 $ - TOTAL $12,596,950 $ 12, 623,100 *Default is amount calculated in BN 2015-2017 budget document. Page 1 of 2 SECTION 3. Annual Operating Contingencies will be calculated on operating appropriations in the 3% to 5% range as recommended by staff and approved by the Citizen Budget Committee SECTION 4. Copies of this resolution shall be maintained in the Office of the City Recorder and shall be available for public inspection during regular business hours. SECTION 5. This resolution takes effect upon signing by the Mayor. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of , 2016. Barbara Christensen, City Recorder SIGNED and APPROVED this day of , 2016. John Stromberg, Mayor Reviewed as to form: David Lohman, City Attorney Page 2 of 2 RESOLUTION NO. CADI -DS- A RESOLUTION ESTABLISHING TARGET ENDING FUND BALANCES THE CITY OF ASHLAND RESOLVES AS FOLLOWS: The City of Ashland currently has Ending Fund Balance (EFB) targets established in the accepted Financial Management Policies incorporated within the budget document. These EFB targets are a primary tool in assuring financial viability to the City and aids in flexibility. When percentages are provided they represent a calculation on annual operating revenue and the dollar figure is an estimated amount. When no percentage is given, only a dollar figure, the amount shown is the minimum target- No target is established for a fund when no amount or percentage is given. SECTION 1. Council adopts the following targets in either a percentage or dollar format as provided below. SECTION 2. The percentages or dollars presented will be adjusted annually in the budget process. City of Ashland Fund Balance Worksheet FY 2011 Proposed Fund EFB Target % General $ 1,722,000 12% CDBG - N/A Reserve . - N/A Street 450,000 15% Airport 10,000 10% CIP 500,000 N/A Debt - restricted 2,400,000 N/A Water 900,000 20% Wastewater 750,000 16% Electric 1,488,950 12% Telecommunications 372,000 20% Central Services 174,000 3% Insurance Services 1,000,000 NIA Equipment 1,600,000 NIA Cemetery Trust N/A Subtotal $ 11,366,950 Parks & Recreation $ 1,230,000 25% CIP - NIA YAL - NIA Subtotal $ 1,230,000 TOTAL $12,596,950 Page 1 of 2 SECTION 3. Annual Operating Contingencies will be calculated on operating appropriations in the 3% to 5% range as recommended by staff and approved by the Citizen Budget Committee SECTION 4. Copies of this resolution shall be maintained in the Office of the City Recorder and shall be available for public inspection during regular business hours. SECTION 5. This resolution was duly PASSED and ADOPTED this day of February, 10. r Barbara Christensen, City Recorder SIGNED and APPROVED this dayof , 2010. 04n Stromberg, Mayor Rev' wed s to f 4A Richard Appicello, Ci ttorney Page 2 of 2