HomeMy WebLinkAbout2016-1101 Council Agenda PACKET
CITY OF
ASHLAND
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AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
November 1, 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 October 17, 2016
2. Executive Session of October 17, 2016
3. Business Meeting of October 18, 2016
VI. SPECIAL PRESENTATIONS & AWARDS
None
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. Endorsement of Brava! Opera Theater and James M. Collier Young Artist
Program for the purpose of hanging a banner
3. Liquor license application for Geoffrey Cutler dba Cranbrook Farm
4. Appointment of Thomas Fuhrmark to the Public Art Commission
5. 5th quarterly financial report of the 2015-17 biennium
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
6. Intergovernmental agreement with Southern Oregon University for research
services
IX. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request
form" prior to the commencement of the public hearing. Public hearings shall
conclude at 9:00 p.m. and be continued to a future date to be set by the Council,
unless the Council, by a two-thirds vote of those present, extends the hearing(s)
until up to 10:30 p.m. at which time the Council shall set a date for continuance
and shall proceed with the balance of the agenda.)
None
X. UNFINISHED BUSINESS
None
XI. NEW AND MISCELLANEOUS BUSINESS
1. Discussion of questions to be addressed for the purpose of clarifying the
10x20 ordinance
X1 1. ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Second reading by title only of an ordinance titled, "An ordinance repealing
and replacing AMC Chapter 6.40 by adoption of state and county regulation"
XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL
LIAISONS
XIV. ADJOURNMENT OF BUSINESS MEETING
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting,
please contact the City Administrator's office at (541) 488-6002 (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 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
City Council Study Session
October 17, 2016
Page 1 of 4
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
Monday October 17, 2016
Siskiyou Room, 51 Winburn Way
Mayor Stromberg called the meeting to order at 5:31 p.m. in the Siskiyou Room.
Councilor Rosenthal, Morris, Marsh, Seffinger, and Voisin were present. Councilor Lemhouse was absent.
1. Public Input
Huelz Gutcheon/2253 Highway 99/Spoke on financing solar panels and timeliness for panel installation.
2. Look Ahead review
City Administrator Dave Kanner reviewed items on the Look Ahead.
3. Status update on the feasibility study for the replacement of city hall
Public Works Project Manager Kaylea Kathol introduced Dana Ing-Crawford from Ogden Roemer
Wilkerson Architecture (ORW) who provided a feasibility study on replacing City Hall. ORW looked at
three sites, the current location of City Hall, the Community Development Building, and the parking lot on
Lithia Way and North Pioneer Street. They created five design options, gathered public input and developed
cost models. A presentation included:
Space Needs for City Hall and Community Development:
• Year 2021: 23,017 square feet
• Year 2031: 23,472 square feet
Option 1: City Hall Expansion: New Construction - DETERMINED NOT FEASIBLE
• Consolidate functions of City Hall and Community Development at City Hill site, all new
construction
Option 2: City Hall Expansion: Preserving Historic Features - DETERMINED NOT FEASIBLE
• Consolidate functions of City Hall and Community Development at City Hall site, mostly new
construction and preserve majority of north and west historic walls
Option 3: Community Development Expansion - FEASIBLE
• Consolidate functions of City Hall and Community Development at Community Development site,
2 level vertical expansion on top of original Hillab Temple structure
• Considerations:
o Area needed: approx. 23,500 SF
o Area available: approx. 22,070 SF
o Maintain existing first floor plus 2 new levels
o Consolidation enhances public convenience & governmental efficiency
o Larger floor plate increases usable space & flexibility
o Maintain location of Community Development functions
o Maintain existing off-street parking & recycling area
o Maintain existing public access to Alice Peil Walkway & public restrooms
o Move City Hall functions to Community Development site
o Relinquish City Hall Building to original owners or maintain for alternate City use
o Requires temporary staff relocation during construction
o Community Development within Hosler Dam inundation zone
o Inadequate parking for public visitors and staff
Option 4(a): City Hall Expansion + Community Development Reconfiguration - FEASIBLE
• Maintain majority of city hall functions at City hall in an expanded 3 story building + moderate
reconfiguration of Community Development Building
City Council Study Session
October 17, 2016
Page 2 of 4
• Considerations:
o Area needed: approx. 23,500 SF
o Area available: approx. 24,500 SF
o At City Hall provide basement plus 3 levels, can be new construction or preserve historic walls
o Provide minor reconfiguration of Community Development for future growth
o Maintains dispersed city services, not as efficient for staff productivity
o Maintains ownership of both buildings
o Maintains location of City Hall & Community Development functions
o Relocate large meeting room, leased storage spaces, and Community Development archives to
City Hall
o Only City Hall requires temporary staff relocation during construction
o Downtown construction may impact tourism and traffic flow
o City Hall and Community Development are within Hosler Dam inundation zone
o Inadequate parking for public visitors & staff
Option 4(b): City hall Expansion + Community Development Reconfiguration - FEASIBLE
• Maintain majority of City Hall functions at City hall in an expanded 3 story building + moderate
reconfiguration of Community Development Building
• Considerations:
o Area needed: approx. 23,500 SF
o Area available: approx. 24,500 SF
o At City Hall provide basement plus 3 levels, can be new construction or preserve historic walls
o Provide minor reconfiguration of Community Development for future growth
o Maintains dispersed city services, not as efficient for staff productivity
o Maintains ownership of both buildings
o Maintains location of City Hall & Community Development functions
o Relocate large meeting room, leased storage spaces, and Community Development archives to
City Hall
o Only City Hall requires temporary staff relocation during construction
o Downtown construction may impact tourism and traffic flow
o City Hall and Community Development are within Hosler Dam inundation zone
o Inadequate parking for public visitors & staff
Option 5: New Construction at Lithia Way & North Pioneer - FEASIBLE
• Consolidate functions of City Hall and Community Development at Lithia Way and North Pioneer
parking lot
• Considerations:
o Area needed: approx. 23,500 SF
o Area available: approx. 26,135 SF
o New 2 level building w/ 2 levels of underground parking
o Consolidation enhances public convenience & governmental efficiency
o Largest floorplate increases useable space & flexibility
o Maintains existing public parking
o Reduces downtown parking demand by providing code required parking for new building
o Access easement to adjacent property
o Relinquish City Hall Building to original owners or maintain for alternate City use
o Sell Community Development Building to offset project costs
o Eliminates temporary staff relocation during construction
o Site outside of Hosler Dam inundation zone
Public Involvement - Process
Advertising:
• City Council Announcements
City Council Study Session
October 17, 2016
Page 4 of 4
3. Cost should trump my rankings - 3
Cost Model - Design Assumptions
1. Exterior materials of brick veneer, some storefront and curtain wall, moderate civic features (e.g.
wood soffit), solar panels on roof
2. Structure for standard options is steel, complying with OSSC standard building code (not Essential
Facility). Structural alternate includes surcharge for upgrading to essential facility
3. Interior materials similar to class A office space
4. For option 5 underground parking, can be fireproofed steel or concrete, and ventilated
5. Assume 2000 SF of compact storage
Council was interested in the cost on reinforcing the Community Development building seismically and
reinforcement costs to add a floor. Ms. Ing-Crawford would find out if Community Development
employees needed to relocate during construction. Other Council comment thought Council should
determine how much they wanted to combine staff functions first then design the projects.
City Administrator Dave Kanner initially understood tearing down City Hall and rebuilding would cost less
than a seismic retrofit, and the study proved that was not the case. Council needed to think about the options
and resume discussion in the future on next steps. The seismic retrofit was less expensive at $4,500,000 to
$5,000,000 but did not improve efficiencies.
Mr. Kanner went on to address objections received from Council members regarding his recruitment of an
Assistant City Administrator/Finance Director instead of an Administrative Services Director/Finance
Director. He noted an email he had received from former Council member Dennis Slattery and of which
had been sent to Council, which adamantly stated hiring an Assistant City Administrator (ACA) should be
a Council decision. Mr. Kanner explained City code made it clear the City Administrator had the authority
to create and classify positions as an administrative function. However, he had no desire to engage in an
argument if Council majority disagreed with this authority.
Mr. Kanner clarified he was not implementing the reorganization plan he had presented to Council earlier
this year during the Council Goal Session.
Council commented that having the authority to make unilateral decisions did not necessarily mean the City
Administrator should make them without discussing the matter first with Council. Other comments
included questions on hiring an ACA when the City currently had the knowledge and expertise in other
department heads. It was said that it would be problematic from an organizational and cultural point of
view. Majority of council voiced their desire to keep the Finance Director and ACA positions separate.
Council directed staff to keep to the recruitment of hiring an Administrative Services Director/Finance
Director instead of Assistant City Administrator/Finance Director.
Meeting adjourned at 7:19 p.m.
Respectfully submitted,
Dana Smith
Assistant to the City Recorder
City Council Business Meeting
October 18, 2016
Page 1 of 5
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
October 18, 2016
Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers.
ROLL CALL
Councilor Voisin, Morris, Lemhouse, Seffinger, Rosenthal.. and Marsh were present.
MAYOR'S ANNOUNCEMENTS
Mayor Stromberg announced vacancies on the Public Arts Commission, the Citizens Budget Committee,
and the Municipal Audit Commission. Deadline for applications on the Citizens Budget Committee and the
Municipal Audit Commission was November 11, 2016.
Mayor Stromberg commented on the prior week's storm warning and the City's response by opening
Pioneer Hall as an inclement weather shelter for the homeless. He acknowledged Housing and Human
Services Commission member Heidi Parker and her efforts regarding the shelter and assisting the homeless
community as well as City Administrator Dave Kanner for coordinating with Ms. Parker. He went on to
thank the individual volunteers who participated in the weekend shelter. Ms. Parker added it took almost
two days to schedule volunteers and described the community effort. She suggested Council hire a non-
volunteer agency to coordinate emergency shelters. She announced a volunteer training Thursday, October
20, 2016 at 6:30 p.m. at the First Presbyterian Church.
Councilor Marsh/Rosenthal m/s to continue the discussion of the Lithia Way and Pioneer Street
beautification project to the December 20, 2016 Council agenda or earlier if determined by the City
Administrator. Voice Vote: all AYES. Motion passed.
Councilor Voisin/Marsh m/s to move the discussion of removing Public Art review and approval
requirements from Chapter 18 of the Ashland Municipal Code to the November 15, 2016 Council
meeting or earlier based on the City Administrator's schedule. Voice Vote: all AYES. Motion passed.
Councilor Lemhouse/Seffinger m/s to add to tonight's agenda under New and Miscellaneous Business
a consideration of a settlement proposal in the matter of the October 2015 sewer backup at 288
Morton Street. Voice Vote: all AYES. Motion passed.
Councilor Rosenthal/Lemhouse m/s to place the ex-officio appointment of Claire Pryor to the Climate
Energy Action Plan ad hoc Committee on the agenda as topic 43 under New and Miscellaneous
Business. Voice Vote: all AYES. Motion passed.
APPROVAL OF MINUTES
The minutes of the Study Session of October 3, 2016 and Business Meeting of October 4, 2016 were
approved as presented.
SPECIAL PRESENTATIONS & AWARDS
1. Annual presentation by the Public Art Commission
Public Arts Commission Chair Sandra Friend commented on the art selection process for the Gateway
Island Project and some community response suggesting a public vote to select public art. The Commission
followed the process as stated in Ashland Municipal Code (AMC) 2.29. The Commission asked Council
City Council Business Meeting
October 18, 2016
Page 2 of 5
to confirm they wanted the Commission to follow the process as described in the code and support the
process when the recommendation for the Theatre Corridor art project came before Council in 2017. She
went on to provide updates on the following projects:
• City Entry signs
• Calle Guanajuato Mural
• Proposed changes to City Ordinance that affects the Public Arts Commission
• Finalized the Mural Guidelines and Process
• Art in the watershed
• 2017-2020 Public Arts Commission Strategic Plan
Councilor Rosenthal thanked the Commission for their efforts, and commented on the unnecessary negative
commentaries by those that did not participate in the public process. Councilor Lemhouse also commented
on the process and thanked the Commission. Councilor Seffinger voiced her appreciation as well.
2. Presentation regarding municipal stormwater discharge permit update
Water Conversation Specialist Julie Smitherman explained the City's current stormwater discharge permit
(MS4) had expired. The Department of Environmental Quality (DEQ) was in the process of drafting new
MS4 permit rules for the next five-year permit period. Presently the process was on hold to allow input
from the Homebuilders Association. The new rules will increase municipalities' responsibilities through
over counter discussion, public outreach and education, reporting, monitoring, and ongoing maintenance.
City staff was working with several regional entities including Stormwater Advisory Team (SWAT) and
the Association of Clean Water Agencies. New rules included inspecting, mapping, and cleaning 20% of
the City's stormwater conveyance system within the five-year permit period. Other rules required the City
to implement a construction inspection program to inspect any site over 5,000 square feet. Another
requirement was annually testing all outfalls, catch basins, bio swales, and infiltration basins.
The Rogue Valley Council of Governments would help with outreach and education efforts. SWAT would
revise a Local Improvement District (LID) template to make it specific to the Rogue Valley. Staff projected
a budget increase of approximately $205,000 annually with a one-time $23,000 expense.
Public Works Director Mike Faught explained they had not discussed recapturing costs at this point and
clarified grants may not be an option. This was the early stage with projections based on impacts to the
City. Regional assistance could not be determined at this time.
PUBLIC FORUM
Louise Shawkat/870 Cambridge Street/Submitted a document into the record and spoke regarding her
concern for the climate and the risk of ecological, economic and social collapse due to C02 concentration.
Jeff Sharpe/557 Fordyce Street/Submitted a document into the record and shared clarifications on the
petitioners' intent to the questions staff delivered to the Climate Energy Action Plan ad Hoc Committee on
October 15, 2016 concerning the 10x2020 ordinance. He requested Council add a discussion at this meeting
to clarify their intent accepting the 10x2020 as written by the petitioners.
CONSENT AGENDA
1. Minutes of boards, commissions, and committees
2. Appointment of Nathan Lewis to the Forest Lands Commission
3. Appointment of Asa Cates to the Tree Commission
4. Approval of a public contract exceeding $75,000 for Hosted Credit Card Payment System
(interfaced to Tyler Technologies - MUNIS)
City Council Business Meeting
October 18, 2016
Page 3 of 5
5. Liquor license application for Stoel Rives, LLP dba ARCO AMIPM
6. Approval of a change order in excess of 25% for reservoir sediment removal
Councilor Voisin pulled Consent Agenda item #6 for discussion. Engineering Services Manager Scott
Fleury explained the City instigated the change order. The request to use biodegradable oil was not in the
original agreement. Project Manager Kaylea Kathol further explained it was an oversight. She went on to
clarify accurate sediment estimations under water were inherently difficult to achieve and that was part of
the change order.
Councilor Seffinger/Rosenthal m/s to approve the Consent Agenda items. Voice Vote: all AYES.
Motion passed.
PUBLIC HEARINGS None
UNFINISHED BUSINESS
1. Continued discussion of Lithia Way/Pioneer Street beautification project
Postponed until the December 20, 2016 Council meeting or earlier.
NEW AND MISCELLANEOUS BUSINESS
1. Remove public art from Chapter 18
Postponed until the November 15, 2016 Council meeting or earlier.
2. Consideration of a settlement proposal in the matter of the October 2015 sewer backup at 288
Morton Street
City Attorney Dave Lohman explained the City had been trying to reach accord with Mrs. Shaffer, Mr.
Behncke, and Mr. Elmore on appropriate compensation related to the sewer back up at 288 Morton Street.
They now had a settlement on the table. It was a compromise and no one was completely satisfied but it
avoided the costs, risks, and rancor of a trial. The settlement proposal was $341,000, the bulk provided by
the City's insurer and the rest coming from the Wastewater Fund. Subject to reaching a consensus on the
final wording of the settlement agreement, he recommended Council approve settling at this amount.
Councilor Lemhouse/Marsh m/s Council approval to accept a settlement offer in the amount of
$341,000 to resolve threatened litigation over the October 2015 sewer backup at 288 Morton Street,
subject to staff s ability to attain consensus on final wording of a written settlement agreement.
DISCUSSION: Councilor Lemhouse explained Council had discussed the matter extensively in an
Executive Session. This was an appropriate settlement offer and he appreciated the efforts of Mr. Lohman
and his staff. Councilor Marsh agreed with Councilor Lemhouse. Mayor Stromberg commented further
on Mr. Lohman's work and expertise in general. Mr. Lohman responded the matter was hard work on all
sides. It was difficult to compromise, again not satisfactory to everyone but he appreciated reaching this
point in the process. Councilor Seffinger explained due to litigation, Council was advised not to make any
public comments. She now offered words of comfort and support to the Shaffer's as a survivor of an event
that ruined her house. Roll Call Vote: Councilor Seffinger, Marsh, Voisin, Lemhouse, Rosenthal, and
Morris, YES. Motion approved.
3. Ex-officio appointment of Claire Pryor to the Climate Energy Action Plan ad hoc Committee
Councilor Rosenthal explained the Climate Energy Action Plan ad hoc Committee had two Ashland High
School student members, Sara Lasoff and Isaac Bevers. Ms. Lasoff recently moved on to college. Claire
Pryor, a junior at Ashland High School would fill Ms. Lasoffs vacancy. Mayor Stromberg asked for a
motion to confirm his appointment of Ms. Pryor.
City Council Business Meeting
October 18, 2016
Page 4 of 5
Rosenthal/Lemhouse m/s to approve the Mayor's appointment of Claire Pryor to the Climate Energy
Action Plan ad hoc Committee as an ex-officio member. Voice Vote: all AYES. Motion approved.
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. First reading by title only of an ordinance titled, "An ordinance repealing and replacing AMC
Chapter 6.40 by adoption of state and county regulation" and move to second reading
Deputy Fire Chief Dave Shepard explained Oregon Revised Statute 682 required local governments to
comply with their county plan regarding ambulance services. Ashland Fire & Rescue found that Ashland
Municipal Code Chapter 6.40 was redundant and in several places did not comply with the county plan.
Staff recommended repealing outdated wording and replacing it with language that complied with current
county and state regulations.
Councilor Seffinger/Voisin m/s to approve first reading of an ordinance titled, "An Ordinance
Repealing and Replacing AMC Chapter 6.40 by Adoption of State and County Regulations" and
move the ordinance on to second reading. Roll Call Vote: Councilor Voisin, Marsh, Seffinger,
Morris, Lemhouse, and Rosenthal, YES. Motion approved.
2. Approval of a resolution titled, "A resolution authorizing the City of Ashland to provide a city
building for a winter shelter two nights per week through April 2017"
City Administrator Dave Kanner spoke to a request to find a non-profit agency to provide shelter staffing
for the winter shelter. He distributed a solicitation to local non-profit agencies that provided services to the
homeless. The only agency expressing interest at this point was Options for Homeless Residents of Ashland
(OHRA).
Changes to the resolution included increasing occupancy to 42 guests under Section 2(e). Section 4
removed two provisions regarding dogs, the requests for crates and thick plastic on the floor under the dogs.
Mr. Kanner noted a correction that removed language regarding children under Section 2(g). He also added
language regarding the one male, one female volunteer requirement to notify the City Administrator if a
female volunteer was unavailable and there would be two male volunteers instead.
Council suggested removing language in Section 3(d) regarding kitchen usage and retain "no cooking"
instead. Council expressed concern regarding dogs biting guests. Mr. Kanner suggested the following
language change to Section 4(e), "In the event of a dog bite that breaks the skin of an emergency shelter
guest, or volunteer, shelter volunteers must notify Jackson County Animal Control and the dog must be
quarantined on site until Jackson County Animal Control responds."
Councilor Seffinger/Lemhouse m/s to amend Section 4(e) to, "In the event a dog bite breaks the skin
of an emergency shelter guest or volunteer, if the dog does not have a rabies vaccination, the dog
must be contained in the shelter until Jackson County Animal Control can take the dog."
DISCUSSION: Councilor Lemhouse thought shelter volunteers should notify the police if a dog bites a
guest or volunteer and let them handle the situation. The Police Department had resources they could use
in that situation. Councilor Seffinger agreed with the amendment.
Councilor Seffinger withdrew her motion.
Councilor Marsh/Seffinger m/s to approve Resolution #2016-18 with noted amendments that include
deleting the sentence in Section 2(g) signage regarding children, deleting part of the sentence in
Section 3(d) regarding kitchen facilities leaving "no cooking," and in Section 4(e) to read, "Shelter
volunteers must notify the Ashland Police Department in the event a dog bite breaks the skin of an
emergency shelter guest or volunteer." DISCUSSION: Councilor Marsh appreciated the volunteers
City Council Business Meeting
October 18, 2016
Page 5 of 5
and their efforts. Councilor Seffinger was more comfortable having a clear policy on what happens in the
event of a dog bite. Councilor Lemhouse noted the present Council established the winter shelter due to
input from the community and the Homeless Steering Committee. Roll Call Vote: Councilor Rosenthal,
Marsh, Seffinger, Morris, Voisin, and Lemhouse, YES. Motion approved.
OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
Councilor Marsh explained the Housing and Human Services Commission would discuss the Housing Trust
Fund next week and asked Council for their input.
Councilor Lemhouse noted an article in the Daily Tidings on innovative infill strategies from John
Fregonese that could help address affordable housing issues. Planning Director Bill Molnar noted a
correction in the article that this process has not yet gone to the Planning Commission but would and
eventually to Council. Councilor Lemhouse encouraged everyone to attend the last Ashland High School
home football game.
Councilor Seffinger suggested the Housing and Human Services Commission determine if the Affordable
Housing Trust Fund had any ability to decrease land costs.
Councilor Voisin noted volunteer training Thursday, October 20, 2016 at 6:30 p.m. at the First Presbyterian
Church. She went on to explain the Tree Commission was recommending Council plant a large diameter
tree in the Plaza paid for by private donations.
ADJOURNMENT OF BUSINESS MEETING
Meeting adjourned at 8:24 p.m.
Barbara Christensen, City Recorder John Stromberg, Mayor
Minutes for the Conservation Commission
September 28, 2016
Page 1 of 3
MINUTES FOR THE ASHLAND CONSERVATION COMMISSION
Wednesday, September 28, 2016
Siskiyou Room, 51 Winburn Way
1. Call to Order
Chair Bryan Sohl called the meeting to order at 6:00 p.m.
Commissioners Jaime Rosenthal, Risa Buck, James McGinnis, Roxanne Beigel-Coryell, and
Mark Weir were present. Councilor Rich Rosenthal and staff member Adam Hanks were present.
Commissioner Cara Cruickshank arrived late. Commissioner Marni Koopman was absent.
2. Announcements
The next commission meeting will be October 26, 2016.
Group decided to combine the November and December meetings into one meeting on
December 14, 2016.
3. Public Forum
Huelz Gutchen - stated cement makes lots of carbons, but the whole world needs to use it until a
better option comes up. Recently, people have been building wooden high rises - this is pretty
cool. He described the three parts of energy and how 2/3 of our energy signature could be made
zero with the use of solar panels, particularly used to run homes and cars. Now we can do zero-
net, autonomous, no wire to the outside homes. There are two builders in town who he has talked
to who have thought about stopping building until they can learn these new systems. He stated
there are two types of homes; those built and those yet to be built. Autonomous homes can be
built with the new technology. Energy upgrades are really hard to do, so most folks don't which
means it's better to build these things from the start. He hopes that things like energy audits of
homes will be required to be on real estate notices. Portland it working to make this a
requirement. Once they succeed we can follow their model in creating our ordinance.
4. Reports/ Presentations/ Updates
Open Burning Ordinance and Regulations - Fire Marshal Margueritte Hickman gave a
presentation regarding the history of our current open burning ordinance and what regulations
and permit requirements are involved with open burning in Ashland.
Group asked Hickman questions regarding types of vegetation allowed to be burned. Hickman
stated that other than woody fuels in the Wildfire Hazard zone, the only other things allowed to
be burned are noxious weeds like Himalayan Blackberries. They are allowed to be burned
because transporting them increases the possibility of seeds spreading.
Commissioner Cara Cruickshank arrived 6:40 p.m.
Buck asked questions regarding consideration of alternatives to burning. Hickman stated that as
the things which are allowed to be burned are so limited, further reductions have not been
seriously considered. Weir asked if the limited amount of permits issued (10 or so per year) an
amount that the Fire Department is comfortable with maintaining? Hickman stated that as
Ashland's burn permit numbers are so small compared to other towns, she feels they are at an
Minutes for the Conservation Commission
September 28, 2016
Page 2 of 3
acceptable level. She reminded the group that Ashland continues to offer lots of great wildfire
fuels reduction opportunities like the Wildfire Mitigation fuels drop-off days in conjunction with
Recology.
Group thanked Hickman for her presentation.
Quarterly Updates - Group determined that the following quarterly update schedule should be
re-started:
SOU - October
Recology - Nov/Dec combo meeting
School - January (only if School Administration is willing to appoint a representative in time)
Council Update - Councilor Rosenthal stated that electric rates will be discussed at the October
31 st study session.
Group discussed when the liaisons for commissions for 2017 will be determined. Rosenthal
stated that he expects this to occur in late January or early February.
City Conservation Programs and Operations - Hanks gave information regarding an upcoming
update of the BPA energy efficiency implementation manual. In effect, they will be spending
more to aid commercial energy efficiency programs and less on residential.
5. Old Business
Sneak Preview Column - Hanks stated that due to some timing issues the October edition space
was used for the SOCAN and Rogue Climate press release. November is still set to be the, "Meet
Your Commissioners" article. December will be a holiday waste reduction article written by
Jamie Rosenthal. Group discussed the possibility of using January to give a history and timeline
of the CEAP process as a lead up to the Council's consideration of the plan in February.
Climate & Energy Action Plan - Sohl stated the open house was good, though there was limited
attendance. McGinnis stated he appreciated the way the event was set up which lead to good
discussions. He appreciated Rosenthal reiterating that the action plan creation is just the
beginning of the process.
Group discussed the challenges with attendance - marketing, date, weather, location, "middle-of-
process" low-interest, etc.
The next open house is December 7th and public meetings continue several times a month
between now and then.
6. New Business
Earth Bowl - Weir stated that holding the event would be a matter of finding the balance
between the effort required to plan it and the payout in educating the community. Group
discussed ways to alter the previous event planning to make it more effective/easier to manage
on limited time resources. Group expressed concerns that every member of the group may be too
busy with other activities to devote enough to make this successful. They did acknowledge that it
Minutes for the Conservation Commission
September 28, 2016
Page 3 of 3
is a worthwhile event.
Hanks stated that Energy Trust is offering kits to middle schools to help with energy efficiency
education, which may help the committee feel okay with not devoting their limited resources to
the schools.
Buck asked if there was a way to partner with Rogue Climate or SOCAN to hold the event? Weir
agreed to get in contact with those groups and report back at the next commission meeting.
Grey-Water Usage - Buck stated that she was contacted by Molly Winters from Recode, which
has been tracking grey-water permits issued in Oregon. 30 have been issued, 11 of which are in
Ashland. Group discussed why Ashland has such a large concentration of the permits, what
education events were held in the past and how they can possibly help motivate more grey-water
use.
Cruickshank/Buck m/s to reestablish the grey water subcommittee. Discussion: Buck, Weir,
Cruickshank, and Sohl all volunteered to be members of the subcommittee. Voice Vote: all ayes.
Motion Passes.
Composting Classes - Weir stated that the vermiculture class he taught was attended by eight
people and that it went well. Having the class as part of the Parks and Recreation programing
seemed to make attendees have more buy-in. Group discussed ways to promote the upcoming
classes.
7. Wrap Up
Group requested that the following topics be on the upcoming agenda:
• SOU Quarterly update
• Earth Bowl
• Grey Water subcommittee update
Meeting adjourned at 7:56 p.m.
Respectfully submitted,
Diana Shiplet
Executive Assistant
CITY OF
ASHLAND
Council Communication
November 1, 2016, Business Meeting
Endorsement of the Brava! Opera Theater and James M. Collier Young Artist
Program for the Purpose of Hanging a Banner
FROM:
Diana Shiplet, Executive Secretary, shipletd@ashland.or.us
SUMMARY
The Brava! Opera Theater and James M. Collier Young Artist Program is holding a performance of
Don Pasquale at Ashland High School March 17 and 19, 2017. They would like to hang a banner
across E. Main Street from March 13-19, 2017. However, per ODOT and City of Ashland regulations,
the only banners allowed to be hung across E. Main Street are those for city events or city endorsed
events. Council must decide if they will endorse this anniversary for the purpose of hanging the
banner.
BACKGROUND AND POLICY IMPLICATIONS:
City of Ashland and ODOT regulations require that all banners hung across E. Main Street be for city
events or city endorsed events. Any non-city event must request endorsement by a city commission
with final approval by the Council or must directly request endorsement from the Council in order to
qualify for banner hanging. The Brava! Opera Theater's production is not a city event or City
commission. At its October 21, 2017 meeting, the Public Art Commission endorsed the Brava! Opera
for the purpose of hanging a banner. Brava! Opera is now requesting final endorsement by the Council.
COUNCIL GOALS SUPPORTED:
N/A
FISCAL IMPLICATIONS:
Endorsement by the Council does not include waiver of any fees. Brava! Opera Theater and James M.
Collier Young Artist Program will be required to pay all fees associated with hanging the banner.
STAFF RECOMMENDATION AND REQUESTED ACTION:
N/A
SUGGESTED MOTION:
I move approval of endorsement for the Brava! Opera Theater and James M. Collier Young Artist
Program for the purposes of hanging a banner across East Main Street.
ATTACHMENTS:
E-mail with PAC approval of endorsement request
Banner application
Page 1 of 1
~r
1
Diana Shiplet
From: Ann Seltzer
Sent: Monday, October 24, 2016 2:11 PM
To: lorrie@bravaopera.com
Cc: Diana Shiplet
Subject: RE: Co-Sponsor Reguest from Brava! Opera
Hi Lorrie,
The Public Art Commission has approved your request to hang a banner. I have included Diana Shiplet in this email who
will move your banner request through the rest of the process.
Thanks, Ann
From: lorrie@bravaopera.com [maiIto: lorrie@bravaopera.com]
Sent: Friday, October 07, 2016 2:30 PM
To: Ann Seltzer
Subject: RE: Co-Sponsor Reguest from Brava! Opera
Dear Ann,
THANK YOU!!!
I just mailed you a hard copy and I am attaching an electronic copy of the letter and our brochure.
Thank you so very much for your kind assistance!
Sincerely,
Lorrie Hall, General Director
Brava! Opera Theater and James M. Collier Young Artist Program
541-261-5776
www.bravaopera.com
Find us on You Tube
Find us on Facebook
Original Message
Subject: RE: Co-Sponsor Reguest from Brava! Opera
From: Ann Seltzer <ann.seltzerCabashland.or.us>
Date: Tue, October 04, 2016 1:50 pm
To: "Iorrie(abbravaopera.com" <Iorrie0)bravaopera.com>
Cc: Sandy Friend <sandyfriend mind.net>
Hi Lorrie,
Please prepare a letter requesting Public Art Commission co-sponsoring your event so
that you can apply for a banner to be hung over Main Street. You can include much of
the language from your email below. Please send me the letter no later than Thursday,
October 13. I will add your request to the agenda for the Public Art Commission for their
October 21 meeting.
Thanks, Ann
i
From: Iorrie@bravaopera.com [mailto;lorrie@bravaopera.com]
Sent: Wednesday, September 28, 2016 5:51 PM
To: sandV@grapestreetdesign.com; Ann Seltzer
Subject: Co-Sponsor Reguest from Brava! Opera
B R A" OPERA THEATER
L firm"ra Baltw ~ ff
Artistic Director, Willene Gunn
General Director, Lorrie Hall
PR & Development, Mary Witt
Pianist & Vocal Coach, Laurie Anne Hunter
Dear Ms. Seltzer and Ms. Friend,
Diana at the City of Ashland suggested that I contact you regarding the possibility of the Public
Arts Commission co-sponsoring our company. We would like to rent the Main Street banner in
Ashland for a week in advance of our opera Don Pasquale that will be performed at Ashland High
School on March 17 and 19, 2017. We have been a non-profit organization since August 2015 (in
business with a fiscal sponsor since 2010). We plan to apply for an Arts and Culture Grant in
2017. Unfortunately, the only way that we can qualify to rent the banner is if a Commission
sponsors us by sending that recomendation to Diana. Then she will approach the City Council. The
dates we hope to rent the banner are open currently.
Brava! Opera Theater and James M. Collier Young Artist Program was founded in 2010 by Artistic
Director Willene Gunn, myself with benefactor James M. Collier. Professional singer, actress, stage
director and educator, Ms. Gunn served as Director of the Opera Program at the San Francisco
Conservatory of Music from 1975 to 2005. A graduate of the San Francisco Opera Merola
Program, Ms. Gunn performed extensively on the West Coast as a dramatic mezzo-soprano with
the San Francisco, Portland, Seattle, Oakland and Nevada Opera companies. She has directed
more than 140 operatic productions and co-authored a textbook, Teaching Opera, The Role of the
Opera Workshop... With Scene Catalogue in 2008.
Since 2010, Brava! Opera Theater has held six Opera Workshops with Concerts that trained 70
singers; presented six operas in four years (all at Camelot Theater); held five Vocal Competitions
with 350 singers from across the USA with $26,500 in prizes distributed; and presented five Vocal
Competition Winner's Concerts. All of our events are held in Ashland now that we are moving to
our opera to Mountain Avenue Theater. World-renowned soprano, Deborah Voigt will be coming to
Ashland this November 5th for a Master Class at the Unitarian Church followed by a public master
class concert at SOU Recital Hall.
Please let me know what other information I might provide you. Below you will find our website,
FB page, and You Tube page. I am attaching our brochure.
Thank you in advance for your consideration. We would be so grateful to have your help.
2
Sincerely,
Lorrie Hall, General Director
Brava! Opera Theater and James M. Collier Young Artist Program
541-261-5776
www.bravaopera.com
Find us on You Tube
Find us on Facebook
www.bravaopera.com 2924 Siskiyou Blvd Suite 2004 • Medford, Oregon • 97504 • 541-261-
5776
3
BANNER APPLICATION
Please fill in the information requested below and submit this form to the City Administrator, 20
E. Main Street, Ashland, OR 97520. Upon approval of your application by the City
Administrator, the City of Ashland will obtain approval from ODOT, and then collect the $125
fee.
Please write below exactly what will be printed on the banner. All banners will be reviewed for
any offensive or inappropriate message content by the City of Ashland and ODOT. Please note:
No Advertising of any kind, No phone numbers, and No web or e-mail addresses are permitted
on the banner.
Brava! Opera Theater and James M. Collier Young Artist Program presents Don Pasquale
by Donizetti A timeless comedy in English March 17, 8pm & March 19, 3pm at Mountain Ave Theater (Ashland HS)
www.bravaopera.com 541-261-5776
NAME OF ORGANIZATION/: Brava! Opera Theater and James M. Collier Young Artist Program
CONTACT PERSON: Lorrie Hall, General Director PHONE: 541-261-5776
ADDRESS OF ORGANIZATION/CONTACT: 2924 Slskiyou Blvd, Medford, OR 97504
WEEK REQUESTED FOR BANNER: March 13, 2017 week.
(FOR CITY USE ONLY)
THIS APPLICATION IS:
❑ APPROVED FOR A CITY OF ASHLAND SPONSORED OR ENDORSED EVENT.
❑ NOT APPROVED.
DATE:
CITY ADMINISTRATOR
Date Fee Paid to City of Ashland:
(FOR ODOT USE ONLY)
THE ABOVE APPLICATION IS:
❑ APPROVED
❑ NOT APPROVED.
DATE:
ODOT
Revised 2/22/12
CITY OF
ASHLAND
Council Communication
November 1, 2016, Business Meeting
Liquor License Application for Geoffrey Cutler dba Cranbrook Farm
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Approval of a Liquor License Application from Geoffrey Cutler dba Cranbrook Farm at 466 Beach
Street.
BACKGROUND AND POLICY IMPLICATIONS:
Application is for a new license - New License - Storage and Office space only; online orders; no
consumption on site
The City has determined that the license application review by the city is set forth in AMC Chapter
6.32 which requires that a determination be made to determine if the applicant complies with the city's
land use, business license and restaurant registration requirements (AMC Chapter 6.32) and has been
reviewed by the Police Department.
In May 1999, the council decided it would make the above recommendations on all liquor license
applications.
COUNCIL GOALS SUPPORTED
N/A
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Endorse the application with the following:
The city has determined that the location of this business complies with the city's land use
requirements and that the applicant has a business license and has registered as a restaurant, if
applicable. The city council recommends that the OLCC proceed with the processing of this
application.
SUGGESTED MOTION:
Under Consent agenda item, a motion to approve liquor license for Geoffrey Cutler dba Cranbrook
Farms.
ATTACHMENTS:
Liquor License Application
Page 1 of 1
PIA
Ira
OREGON LIQUOR CONTROL COMMISSION
LIQUOR LICENSE APPLICATION
Application is b-ging made for: CITY AND COUNTY USE ONLY
LICENSE TYPES ACTIONS Date application received:
® Full On-Premises Sales ($402.60/yr) [3 Change Ownership
E3 Commercial Establishment 13 New Outlet The City Council or County Commission:
❑ Caterer ® Greater Privilege
0 Passenger Carrier ® Additional Privilege (name of city or county)
0 Other Public Location .2 Other recommends that this license be:
0 Private Club r-
0 Limited On-Premises Sales ($202.60/yr) Cf-"' t~ ❑ Granted ❑ Denied
130ff-Premises Sales ($100/yr) ~Zon~ By:
with Fuel Pumps (signature) (date)
Q Brewery Public House ($252.60) Name:
Winery ($250/yr) V )/IV C-
Other: / Title:
90-DAY AUTHORITY OLCC USE O LY
13 Check here if you are applying for a change of ownership at a business
that has a current liquor license, or if you are applying for an Off-Premises
Application Rec d by
Sales license and are requesting a 90-Day Temporary Authority
Date:
APPLYING AS: 1210
01-imited ® Corporation ALimited Liability ®Individuals 90-day authority: ❑ Yes~No
Partnership Company
1. Entity or Individuals applying for the license: [See SECTION 1 of the Guide]
2. Trade Name (dba):
zLL
3. Business Location: (o E I~ O T~ b
(number, street, rural route) (city) (county) (state) (ZIP code)
4. Business Mailing Address: 1 /4 9 4J-- 317 0 (2- q2 -7-ral
(PO box, number, street, rural route) (city) (state) (ZIP code)
5. Business Numbers: 5Y-1- 601- 9-72 2--
(Phone) (fax)
6. Is the business at this location currently licensed by OLCC? fiRes Flo
7. If yes to whom: Type of License:
8. Former Business Name:
9. Will you have a manager`? Pyes ®No Name:
(ma ager must fill out an Individual History form)
10. What is the local governing body where your business is located?
(name of city or county)
11. Contact person for this application: iEz~ 2 7--
(name) (phone number(s)
11-14 9 C44-3if J~ wt
(address) (fax number) (e-mail address)
I understand that if my answers are not true and complete, the OLCC may den 'RE IVED
Applica ) Signatur (s) and Date:
Date qat~,~-
JCr ~
Date ® Date
MEDFORD REGIONAL OFFICE
1-800-452-OLCC (6522) • www.oregon.gov/oicc OREGON LIQUOR (rev. =2011)
r CONTROL COMMISSION
CITY OF
ASHLAND
Council Communication
November 1, 2016, Business Meeting
Appointment to Public Art Commission
FROM:
Barbara Christensen, City Recorder, christeb cr ashland.or.us
SUMMARY
Confirm Mayor's appointment of with a term to expire April 30, 2019.
BACKGROUND AND POLICY IMPLICATIONS:
This is confirmation by the City Council on the Mayor's appointment to the Public Art Commission.
COUNCIL GOALS SUPPORTED:
Ashland Municipal Code (AMC) Chapter 2.13
FISCAL IMPLICATIONS:
n/a
STAFF RECOMMENDATION AND REQUESTED ACTION:
Motion to approve appointment of Thomas Fuhrmark to the Public Art Commission with a term to
expire April 30, 2019.
SUGGESTED MOTION:
Motion to approve Thomas Fuhrmark to the Public Art Commission with a term to expire April 30,
2019.
ATTACHMENTS:
Application
Page 1 of 1
1 LAC
CITY OF
-ASHLAND
APPLICATION FOR APPOINTMENT TO
CITY COMMISSION/COMMITTEE
Please type or print answers to the following qutions and submit to the City Recorder at
City Hall, 20 E Main Street, or email christeb@ashland.or.us If you have any questions,
please feel free to contact tb City Recorder at 488-5307. Attach additional sheets if
necessary.
Name Thomas Fuhrmark
Requesting to serve on: Ashland Public Arts Commission (Commission/Committee)
Address 610 Elkader Street, Ashland, OR 97520
Occupation Graphic Designer (ret), Painter Phone: Home 970 903-5528
Work
Email fuhrmosphere@gmail.com
Fax
1. Education Background
What schools have you attended? American Academy of Art-Chicago
Northern Arizona University-Flagstaff
What degrees do you hold? BFA-Design from NAU
What additional training or education havq!ou had that would apply to this position?
Expertise with Powerpoint, Adobe Suite, Constant Contact. Social and political engagement
supporting Fort Lewis College, Univ of Maine Presque Isle. R&D for exterior signage for UMPI
2. Related Experience
What prior work experience have you had tht would help you ifyou were appointed to
this position?
35 years graphic design, 14 years w/Lore International Institute, a professional development firm
serving Fortune 500 businesses. 3 years with Shanan Wells, SCW Art Consulting (an EDAC-certified
consultant)
Do you feel it would be advantageous for you tbiave further trainingin this field, such
as attending conferences or seminars? Why? New materials, technical innovation, new
knowledge. Addtl training and/or research is a pre-requisite to staying current and to drive new
design into the future, across cultural and generational boundaries. ILAII
3. Interests
Why are you applying for this position? I want to provide value to the community
that I now call my home. I have experience in the field of fine and graphic arts. I enjoy meeting
people and problem solving, effectively applying my design skills in the community
4. Availability
Are you available to attend special meetingsn addition to the regularly scheduled
meetings? Do you prefer diy or evening meetings? Yes, I can be available as needed
5. Additional Information
How long have you lived in this community? My 1-month anniversary approaches!
Please use the space below to summarize any additional qualifications you have for this
position
As the spouse of a public figure, there are times when I represent the university
at social gatherings. I have learned to engage the public in positive ways, among
community leaders locally and at the state level. This promotes good will and a sense
of collaboration. These skills are carried over into other arenas. I have also learned the
value of neutrality, and when it is best to just listen. I would bring these skills to
the Ashland Public Arts Commission as your representative.
08/26/2016
Date Signature
ILA'I
CITY OF
ASHLAND
Council Communication
November 1, 2016, Business Meeting
5th Quarterly Financial Report of the 2015-17 Biennium
FROM:
Beverly Adams, Interim Administrative Services/Finance Director, bev.adams@ashland.or.us.
SUMMARY:
The Administrative Services Department submits reports to Council on a quarterly basis to provide
assurance of budget compliance and for informational and comparative purposes throughout the year.
BACKGROUND AND POLICY IMPLICATIONS:
The attached statements cover 15 months of financial activity for the period of July 1, 2015 through
September 30, 2016; or 62.5% of the way through the biennial budget.
Financial statements provide the Mayor and Council with current financial information. These reports
allow both Council and staff the opportunity to recognize trends and make changes judiciously when
necessary to protect the assets of the City.
COUNCIL GOALS SUPPORTED:
Provide high quality and effective delivery of the full spectrum of city service and governance in a
transparent, accessible and fiscally responsible manner.
FISCAL IMPLICATIONS:
Cash:
Citywide reserves are stable with $30.9 million in cash at the end of September; an increase of $2
million over this time last year. The largest increase to cash balances is found in the water and
wastewater utility funds.
Revenues:
Citywide revenues have been received as expected for the period. Tax revenues may appear to lag, but
these will show a healthy recovery when property taxes begin to arrive in November.
Intergovernmental revenues, assessment payments, and other financing sources also appear behind in
relation to the time period; however, some of these are "project based" revenues and will be received
as projects develop or are completed. System development revenues are well over budget projections
due to increased building activity.
Expenses:
Throughout the City, departments have kept expenses within budget projections. Variances that may
appear unusual in relation to the 62.5% of the biennial budget period are reasonable and expected due
to timing of various projects or payments. However, the one unwelcome variance has occurred within
the Health Benefits Fund as medical expenses outpace premiums collected.
Page 1 of 2
P.
Ir %11
CITY OF
ASHLAND
The overall financial position of the City is good as reflected in these reports. Most revenues are
above budget projections for the period, and with the influx of property taxes next month revenues will
be very good. Due to staff efforts to contain costs whenever possible, expenses are well within (and
often below) approved budget appropriations.
STAFF RECOMMENDATION AND REQUESTED ACTION:
That Council review and accept the 5th quarter financial report.
SUGGESTED MOTION:
I move to accept the fifth quarterly financial report as presented.
ATTACHMENTS:
Citywide financial statements:
1. Summary of Cash and Investments
2. Statement of Revenues and Expenditures
3. Schedule of Budgetary Compliance
4. Statement of Resources, Requirements and Changes in Fund Balance
Page 2 of 2
1 LAC
City of Ashland
Summary of Cash and Investments
September 30, 2016
Balance Balance Change From
Fund September 30, 2016 September 30, 2015 FY 2015
General Fund $ 802,665 $ 856,485 $ (53,821)
Community Block Grant Fund 25,824 29,203 (3,380)
Reserve Fund 169,445 199,782 (30,337)
Street Fund 5,356,256 51273,868 82,387
Airport Fund 142,484 121,882 20,602
Capital Improvements Fund 2,496,612 2,440,606 56,007
Debt Service Fund 101,517 122,794 (21,278)
Water Fund 6,239,179 4,915,116 1,324,063
Wastewater Fund 6,390,354 5,053,261 1,337,093
Electric Fund 1,047,331 1,157,630 (110,300)
Telecommunications Fund 293,221 194,351 98,871
Central Services Fund 870,171 11598,240 (728,069)
Insurance Services Fund 988,688 1,119,863 (131,175)
Health Benefits Fund 539,290 1,043,344 (504,054)
Equipment Fund 3,176,770 3,003,761 173,010
Cemetery Trust Fund 946,292 927,429 18,862
$ 29,586,098 $ 28,057,617 $ 1,528,481
Parks & Recreation Agency Fund 1,389,865 910,393 479,472
1,389,865 910,393 479,472
Total Cash Distribution $ 30,975,963 $ 28,968,010 $ 2,007,953
Manner of Investment
General Banking Accounts $ 1,635,566 $ 1,607,065 $ 28,501
Local Government Inv. Pool 28,340,397 26,360,945 1,979,452
City Investments 1,000,000 1,000,000 -
Total Cash and investments $ 30,975,963 $ 28,968,010 $ 2,007,953
Dollar Distribution Cash Balance Distribution Trust
$944,553
Central Services, Parks and 3%
Insurance and Recreation Fund
Equipment Funds 5% Claims &
18% SDC's Judgments nassigned
$6,760,284 $1,301,719 $7,369,171
22% 4% 24% TOT Tourism
$99,108
Food & Beverage 0%
$984,963
3% Asset Forfeited
$29,678
All Other (General Library 0%
Government) $
Business Type 32% 0% Other Reserved
Funds Debt Reserved $11,068,515
45% $2,417,972 36%
8%
3. Sep FY17 Financial Report.xlsx 1
10/2512016
City of Ashland
Statement of Revenues and Expenditures - City Wide
As of 09/30/2016 (62.50% of biennium)
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
Resource Summary (15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
Revenues
Taxes $ 24,933,291 $ 45,305,576 55.0% $ (20,372,285) $ 22,741,899 $ 42,178,084
Licenses and Permits 1,385,266 1,910,425 72.5% (525,159) 1,178,747 1,872,797
Intergovernmental Revenues 3,313,972 13,630,139 24.3% (10,316,167) 3,515,467 6,078,233
Charges for Services - Rate & Internal 69,396,759 109,705,593 63.3% (40,308,839) 61,042,266 97,941,318
Charges for Services - Misc. Service fees 2,506,505 2,980,052 84.1% (473,547) 1,863,591 2,922,427
System Development Charges 744,984 592,413 125.8% 152,568 751,535 1,134,394
Fines and Forfeitures 253,900 410,000 61.9% (156,100) 228,512 362,187
Assessment Payments 44,841 520,0010 8.6% (475,159) 112,676 126,991
Interest on Investments 301,320 369,353 81.6% (68,038) 228,891 356,651
Miscellaneous Revenues 685,206 1,207,273 56.8% (522,072) 2,176,985 3,141,882
Total Revenues 103,566,043 176,630,842 58.6% (73,064,798) 93,840,571 156,114,964
Budgetary Resources:
Other Financing Sources 1,465,879 26,935,724 5.4% (25,469,845) 1,654,000 1,838,589
Interfund Loans 690,544 2,571,200 26.9% (1,880,656) 1,934,795 1,684,795
Transfers In 1,084,170 2,456,240 44.1% (1,372,070) 1,273,973 1,897,442
Total Budgetary Resources 3,240,593 31,963,164 10.1% (28 722 571) 4,862,768 5,420,826
Total Resources 106,806,636 208,594,006 51.2% (101,787,369) 98,703,339 161,535,790
Requirements by Classification
Personal Services 36,691,935 61,266,971 59.9% 24,575,036 34,485,594 55,146,073
Materials and Services 54,801,438 92,804,674 59.1% 38,003,236 50,590,458 80,154,005
Debt Service 5,467,553 10,632,044 51.4% 5,164,491 5,631,649 9,220,534
Total Operating Expenditures 96,960,926 164,703,689 58.9% 67,742,763 90,707,701 144,520,612
Capital Construction
Capital Outlay 8,137,517 53,219,031 15.3% 45,081,514 11,044,251 14,464,960
Interfund Loans 690,544 2,571,200 26.9% 1,880,656 1,934,795 1,684,795
Transfers Out 1,084,170 2,456,240 44.1% 1,372,070 1,273,973 1,897,442
Contingencies (Original Budget $3,085,000) - 3,063,570 0.0% 3,063,570 - -
Total Budgetary Requirements 1,774,714 8,091,010 21.9% 6,316,296 3,208,768 3,582,237
Total Requirements 106,873,157 226,013,730 47.3% 119,140,573 104,960,720 162,567,809
Excess (Deficiency) of Resources over
Requirements (66,521) (17,419,724) 99.6% 17,353,203 (6,257,381) (1,032,019)
Working Capital Carryover 32,934,606 30,632,011 107.5% 2,302,595 33,966,626 33,966,626
Unappropriated Ending Fund Balance $ 32,868,085 $ 13,212,287 248.8% $ 19,655,798 $ 27,709,245 $ 32,934,606
3. Sep FY 17 Financial Report.xiv 2
10IM2016
City of Ashland
Schedule of Budgetary Compliance Per Resolution 2015-19
Amended for Resolutions 2015-2712015-30, 2016-15, 2016-16 and 2016-22
As of 09/30/2016 (62.50% of biennium)
Biennial to date
actuals (15 Biennial Budget Percent
Months) 2015-2017 Used Balance
General Fund
Administration $ 274,042 $ 645,639 42.4% $ 371,597
Administration - Library 56,587 56,587 100.0% -
Administration - Tourism 63,741 315,901 20.2% 252,160
Administration - Municipal Court 608,557 1,056,830 57.6% 448,273
Administrative Services - Social Services Grants 264,392 267,933 98.7% 3,541
Administrative Services - Economic & Cultural Grants 1,094,053 1,695,033 64.5% 600,980
Administrative Services - Miscellaneous 75,152 269,000 27.9% 193,848
Administrative Services - Band 99,632 130,550 76.3% 30,918
Administrative Services - Parks 5,900,000 9,560,000 61.7% 3,660,000
Police Department 8,313,406 13,637,535 61.0% 5,324,129
Fire and Rescue Department 9,573,790 16,241,069 58.9% 6,667,279
Public Works - Cemetery Division 482,718 755,365 63.9% 272,647
Community Development - Planning Division 1,644,300 2,886,423 57.0% 1,242,123
Community Development - Building Division 869,188 1,459,230 59.6% 590,042
Interfund Loan - 66,000 0.0% 66,000
Transfers 97,010 518,570 18.7% 421,560
Contingency - 675,570 0.0% 675,570
Total General Fund 29,416,568 50,237,235 58.6% 20,820,667
Community Development Block Grant Fund
Personal Services 41,218 65,420 63.0% 24,202
Materials and Services 133,315 374,378 35.6% 241,063
Total Community Development Grant Fund 174,533 439,798 39.7% 265,265
Reserve Fund
Interfund Loan 365,544 850,000 43.0% 484,456
Total Reserve Fund 365,544 850,000 43.0% 484,456
Street Fund
Public Works - Ground Maintenance 310,603 494,400 62.8% 183,797
Public Works - Street Operations 3,520,393 12,991,770 27.1% 9,471,377
Public Works - Street Operations Debt 123,954 246,710 50.2% 122,756
Public Works - Storm Water Operations 731,913 1,312,700 55.8% 580,787
Public Works - Storm Water Operations Debt 12,750 25,300 50.4% 12,550
Public Works - Transportation SDC's 1,438 2,956,854 0.05% 2,955,416
Contingency - 99,000 0.0% 99,000
Total Street Fund 4,701,051 18,126,734 25.9% 13,425,683
Airport Fund
Materials and Services 58,460 460,943 12.7% 402,483
Capital Outlay 32,222 40,000 80.6% 7,778
Debt Service 38,536 77,072 50.0% 38,536
Contingency - 13,000 0.0% 13,000
Total Airport Fund 129,218 591,015 21.9% 461,797
3. Sep FY17 Financial Report.xlsx 3
10252016
Schedule of Budgetary Compliance Per Resolution 2015-19
Amended for Resolutions 2015-27, 2015-30, 2016-15, 2016-16 and 2016-22
As of 09/30/2016 (62.50% of biennium)
Biennial to date
actuals (15 Biennial Budget Percent
Months) 2015-2017 Used Balance
Capital Improvements Fund
Public Works - Facilities 1,192,236 2,820,650 42.3% 1,628,414
Administrative Services - SDC (Parks) 358,595 607,340 59.0% 248,745
Administrative Services - Open Space (Parks) 1,486,271 3,099,842 47.9% 1,613,571
Transfers 79,717 277,370 28.7% 197,653
Contingency - 200,000 0.0% 200,000
Total Capital Improvements Fund 3,116,819 7,005,202 44.5% 3,888,383
Debt Service Fund
Materials and Services - - N/A -
Debt Service 2,956,213 4,270,200 69.2% 1,313,987
Total Debt Service Fund 2,956,213 4,270,200 69.2% 1,313,987
Water Fund
Public Works - Conservation 316,363 696,025 45.5% 379,662
Public Works - Water Supply 2,037,166 2,557,935 79.6% 520,769
Public Works - Water Supply Debt 9,568 18,971 50.4% 9,404
Public Works - Water Distribution 3,615,443 9,595,707 37.7% 5,980,264
Public Works - Water Distribution Debt 250,649 502,133 49.9% 251,484
Public Works - Water Treatment 1,413,939 13,941,884 10.1% 12,527,945
Public Works - Water Treatment Debt 141,410 281,543 50.2% 140,133
Public Works - Improvement SDC's 77,068 3,170,335 2.4% 3,093,267
Public Works - Debt SDC's 215,420 361,658 59.6% 146,238
Transfer 250,000 500,000 50.0% 250,000
Contingency - 170,000 0.0% 170,000
Total Water Fund 8,327,025 33,213,203 25.1% 24,886,178
Wastewater Fund
Public Works - Wastewater Collection 2,428,802 5,349,514 45.4% 2,920,712
Public Works - Wastewater Collection Debt 74,077 147,457 50.2% 73,380
Public Works - Wastewater Treatment 3,139,582 10,183,710 30.8% 7,044,128
Public Works - Wastewater Treatment Debt 1,622,297 3,237,300 50.1% 1,615,003
Public Works - Reimbursements SDC's 13,039 15,000 86.9% 1,961
Contingency - 192,000 0.0% 192,000
Total Wastewater Fund 7,277,798 22,801,625 31.9% 15,523,827
Electric Fund
Administration - Conservation 922,574 1,420,030 65.0% 497,456
Electric - Supply 8,663,138 13,751,887 63.0% 5,088,749
Electric - Distribution 8,031,699 14,041,211 57.2% 6,009,512
Electric - Transmission 1,115,208 2,225,945 50.1% 1,110,737
Debt Service 23,479 46,688 50.3% 23,209
Contingency - 279,000 0.0% 279,000
Total Electric Fund 18,756,098 31,764,761 59.0% 13,008,663
I Sep FY17 Financial Reportxla 4
lorzsrzols
Schedule of Budgetary Compliance Per Resolution 2015-19
Amended for Resolutions 2015-27, 2015-30, 2016-15, 2016-16 and 2016-22
As of 09/30/2016 (62.50% of biennium)
Biennial to date
actuals (15 Biennial Budget Percent
Months) 2015-2017 Used Balance
Telecommunications Fund
IT - Personal Services 826,204 1,343,230 61.5% 517,026
IT - Materials & Services 1,086,114 2,028,504 53.5% 942,390
IT - Capital Outlay 193,968 250,000 77.6% 56,032
Debt - To Debt Service Fund " 409,000 818,000 50.0% 409,000
Contingency - 250,000 0.0% 250,000
Total - Telecommunications Fund 2,515,285 4,689,734 53.6% 2,174,449
" Note: In M & S appropriation
Central Services Fund
Administration Department 2,050,552 3,314,520 61.9% 1,263,968
Information Technology - Info Services Division 1,665,999 2,907,638 57.3% 1,241,639
Administrative Services Department 2,972,881 4,867,097 61.1% 1,894,216
City Recorder 615,445 912,590 67.4% 297,145
Public Works - Administration and Engineering 2,039,409 3,621,822 56.3% 1,582,413
Contingency - 125,000 0.0% 125,000
Total Central Services Fund 91344,286 15,748,667 59.3% 6,404,381
Insurance Services Fund
Personal Services 124,019 204,960 60.5% 80,941
Materials and Services 1,267,985 1,814,790 69.9% 546,805
Transfers 569,500 1,069,500 53.2% 500,000
Contingency - 390,000 0.0% 390,000
Total Insurance Services Fund 1,961,503 3,479,250 56.4% 1,517,747
Health Benefits Fund
Materials and Services 6,241,298 9,580,000 65.1% 3,338,702
Interfund Loan 325,000 650,000 50.0% 325,000
Contingency - 500,000 0.0% 500,000
Total Health Benefits Fund 6,566,298 10,730,000 61.2% 4,163,702
Equipment Fund
Public Works - Maintenance 1,661,392 2,961,860 561% 1,300,468
Public Works - Purchasing and Acquisition 868,811 1,330,500 65.3% 461,689
Interfund Loan - 965,200 0.0% 965,200
Contingency 70,000 0.0% 70,000
Total Equipment Fund 2,530,203 5,327,560 47.5% 2,797,357
Cemetery Trust Fund
Transfers 7,943 10,800 73.5% 2,858
Total Cemetery Trust Fund 7,943 10,800 73.5% 2,858
3. Sep FY17 Financial Report.xlsx 5
lorzsnals
Schedule of Budgetary Compliance Per Resolution 2015-19
Amended for Resolutions 2015-27, 2015-30, 2016-15, 2016-16 and 2016-22
As of 09/30/2016 (62.50% of biennium)
Biennial to date
actuals (15 Biennial Budget Percent
Months) 2015-2017 Used Balance
Parks and Recreation Fund
Parks Division 5,217,474 8,127,847 64.2% 2,910,373
Recreation Division 1,772,643 2,828,630 62.7% 1,055,987
Golf Division 721,684 1,104,650 65.3% 382,966
Transfers 80,000 80,000 100.0% -
Contingency - 100,000 0.0% 100,000
Total Parks and Recreation Fund 7,791,801 12,241,127 63.7% 4,449,326
Parks Capital Improvement Fund
Personal Services 88,394 189,930 46.5% 101,536
Materials and Services 33,315 85,052 39.2% 51,737
Capital Outlay 483,047 3,732,837 12.9% 3,249,790
Total Parks Capital Improvement Fund 604,757 4,007,819 15.1% 3,403,062
Parks Equipment Fund
Capital Outlay 330,210 439,000 75.2% 108,790
Interfund Loan - 40,000 0.0% 40,000
Total Parks Equipment Fund 330,210 479,000 68.9% 148,790
Total Appropriations $ 106,873,152 $ 226,013,730 47.3% $ 119,140,578
3. Sep FY17 Financial Reportxlsx 6
lorzsrzols
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
110 General Fund
Taxes $ 21,315,636 $ 38,746,990 55.0% $ (17,431,354) $ 19,627,225 $ 35,933,208
Licenses and Permits 1,385,266 1,910,425 72.5% (525,159) 1,178,747 1,872,797
Intergovernmental 1,127,611 1,913,953 58.9% (786,342) 824,524 1,373,375
Charges for Services 2,072,294 3,331,350 62.2% (1,259,057) 1,946,871 3,148,841
Fines 253,900 410,000 61.9% (156,100) 228,512 362,187
Interest on Investments 36,252 60,000 60.4% (23,748) 30,757 47,932
Miscellaneous 118,717 79,600 149.1% 39,117 108,193 157,037
Interfund Loan (Equipment Fund) - 126,200 0.0% (126,200) - -
Transfer in (Water Fund) 252,007 500,00() 50.4% (247,993) 100,000 100,000
Transfer In (Cemetery Fund) 5,935 10,800 55.0% (4,865) 5,670 9,139
Total Revenues and Other Sources 26,567,617 47,089,318 56.4% (20,521,701) 24,050,502 43,004,516
Administration 274,042 645,639 42.4% 371,597 165,738 357,888
Administration - Library 56,587 56,587 100.0% - 487,988 487,988
Administration - Tourism 63,741 315,901 20.2% 252,160 16,202 47,467
Administration - Municipal Court 608,558 1,056,830 57.6% 448,272 635,896 964,592
Administrative Services - Social Services Grants 264,392 267,933 98.7% 3,541 254,045 254,205
Administrative Services - Economic & Cultural Grants 1,094,053 1,695,033 64.5% 600,980 982,095 1,304,744
Administrative Services - Miscellaneous 75,152 269,000 27.9% 193,848 103,770 185,715
Administrative Services - Band 99,632 130,550 76.3% 30,918 92,866 114,017
Administrative Services - Parks 5,900,000 9,560,000 61.7% 3,660,000 5,132,015 8,856,000
Police Department 8,313,405 13,637,535 61.0% 5,324,130 7,664,100 12,316,387
Fire and Rescue Department 9,573,789 16,241,069 58.9% 6,667,280 8,221,197 13,149,854
Public Works - Cemetery Division 482,718 755,365 63.9% 272,647 404,028 663,518
Community Development- Planning Division 1,644,300 2,886,423 57.0% 1,242,123 1,564,208 2,547,191
Community Development- Building Division 869,188 1,459,230 59.6% 590,042 822,028 1,327,542
Interfund Loan - 66,000 0.0% 66,000 - -
Transfers Out (Debt Service & Cemetery) 97,010 518,570 18.7% 421,560 192,824 192,824
Contingency - 675,570 0.0% 675,570 - -
Total Expenditures and Other Uses 29,416,567 50,237,235 58.6% 20, 820 20,668 26 738,999 42,769,932
Excess(Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses (2,848,950) (3,147,917) 9.5% 298,967 (2,688,498) 234,584
Fund Balance, Jul 1, 2015 3,620,263 3,400,27' 106.5% 219,986 3,385,679 3,385,679
Fund Balance, Sep 30, 2016 $ 771,313 $ 252,360 305.6% $ 518,953 $ 697181 $ 3,620,263
Reconciliation of Fund Balance:
Restricted and Committed Funds 824,156
Unassigned Fund Balance $ (52,843)
3 Sep FY17 Financial Report xlsx 7
1025/2016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
250 Community Development Block Fund
Intergovernmental $ 165,800 $ 439,798 37.7% $ (273,998) $ 258,927 $ 335,060
Total Revenues and Other Sources 165,800 439,798 37.7% (273,998) 258,927 335,060
Personal Services 41,218 65,420 63.0% 24,202 45,259 67,560
Materials and Services 133,315 374,378 35.6% 241,063 225,312 267,504
Total Expenditures and Other Uses 174,533 439,798 39.7% 265,265 270,570 335,064
Excess(Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses (8,733) - NIA (8,733) (11,644) (4)
Fund Balance, Jul 1, 2015 33,797 3379700.0% 33,796 33,801 33,801
Fund Balance, Sep 30, 2016 $ 25,064 $ 2506373.0% $ 25,063 $ 22157 $ 33,797
Reconciliation of Fund Balance:
Restricted and Committed Funds 25.064
Unassigned Fund Balance $ (0)
3. Sep FY17 Financial Report xlsx
1025'2016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
255 Reserve Fund
Interest on Investments $ 13,711 $ 34,000 40.3% $ (20,289) $ 9,249 $ 16,699
Interfund Loan 325,000 650,000 50.0% (325,000) 500,000 250,000
Transfers In - - N/A - -
Total Revenues and Other Sources 338,711 684,000 49.5% (20,289) 509,249 266,699
Interfund Loan (Health Benefits Fund) 365,544 850,000 43.0% 484,456 900,000 900,000
Transfer out - - N/A - 190,000 190,000
Total Expenditures and Other Uses 365,544 850,000 43.0% 484,456 1,090,000 1,090,000
Excess (Defciency) of Revenues and Other Sources
over Expenditures and Other Uses (26,833) (166,000) 83.8% 139,167 (580,751) (823,301)
Fund Balance, Jul 1, 2015 196,279 204,580 95.9% (8,301) 1,019,580 1,019,580
Fund Balance, Sep 30, 2016 $ 169,446 $ 38,580 439.2% $ 130,866 $ 438,829 $ 196,279
Reconciliation of Fund Balance:
Restricted and Committed Funds 169,446
Unassigned Fund Balance $ -
3 Sep FY17 Financial Repa1 xlsx 9
10252016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
260 Street Fund
Taxes $ 58,782 $ 96,700 60.8% $ (37,918) $ 57,273 $ 115,161
Intergovernmental 1,609,693 7,422,136 21.7% (5,812,443) 1,445,884 2,347,988
Charges for Services - Rates 2,675,165 4,219,700 63.4% (1,544,535) 2,470,860 4,038,568
Charges for Services - Misc. Service Fees 32,815 - N/A 32,815 37,500 57,612
System Development Charges 216,714 133,000 162.9% 83,714 165,085 245,552
Assessments 44,841 120,000 37.4% (75,159) 112,676 126,991
Interest on Investments 44,706 48,000 93.1% (3,294) 29,245 48,418
Miscellaneous 132,913 100,00() 132.9% 32,913 307,247 356,423
Other Financing Sources - 3,306,854 0.0% (3,306,854) - -
Total Revenues and Other Sources 4,815,629 15,446,390 31.2% (10,630,761) 4,625,770 7,336,713
Public Works - Ground Maintenance 310,603 494,400 62.8% 183,797 - 393,835
Public Works - Street Operations 3,644,347 12,991,770 28.1% 91347,423 3,139,961 4,642,473
Public Works - Street Operations Debt - 246,710 0.0% 246,710 112,669 237,823
Public Works - Storm Water Operations 731,913 1,312,700 55.8% 580,787 703,293 1,079,458
Public Works - Storm Water Operations Debt 12,750 25,300 50.4% 12,550 13,367 26,317
Public Works - Transportation SDC's 1,438 2,956,854 0.0% 2,955,416 36,424 91,028
Public Works - Storm Water SDC's - - N/A - 2,044 4,670
Public Works - Local Improvement Districts - N/A - - -
Contingency - 99,000 0.0% 99,000 - -
Total Expenditures and Other Uses 4,701,051 18,126,734 25.9% 13,425,683 4,007,758 6,475,604
Excess(Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses 114,578 (2,680,344) 104.3% 2,794,922 618,012 861,109
Fund Balance, Jul 1, 2015 5,278,231 4,702,624 112.2% 575,607 4 417.122 4,417,122
Fund Balance, Sep 30, 2016 $ 5,392,809 $ 2,022,280 266.7% $ 3,370,529 $ 5,035,134 $ 5,278,231
Reconciliation of Fund Balance:
Restricted and Committed Funds 5,392.810
Unassigned Fund Balance $ (0)
3 Sep FY17 Financial ReWt xlsx 1 0
10252015
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
280 Airport Fund
Charges for Services - Rates $ 166,648 $ 276,000 60.4% $ (109,352) $ 170,644 $ 274,192
Interest on Investments 1,088 500 217.7% 588 601 953
Other Financing Sources - 270,000 0.0% (270,000) - -
Interfund Loan - - N/A - -
Total Revenues and Other Sources 167,736 546,500 30.7% (378,764) 171,245 275,145
Materials and Services 58,460 460,940 12.7% 402,483 89,033 133,293
Capital Outlay 32,222 40,000 80.6% 7,778 44,962 44,962
Debt Service 38,536 77,072 50.0% 38,536 38,536 77,072
Interfund Loan - - N/A - 19,000 19,000
Contingency - 13,000 0.0% 13,000 - -
Total Expenditures and Other Uses 129,217 591,015 21.9% 461,798 191,531 274,327
Excess(Defi ciency) of Revenues and Other Sources
over Expenditures and Other Uses 38,519 (44,515) 186.5% 83,034 (20,285) 818
Fund Balance, Jul 1, 2015 117,514 114,751 102.4% 2,763 116,696 116,696
Fund Balance, Sep 30, 2016 $ 156.033 $ 70,236 222.2% $ 85 797 $ 96,410 $ 117,514
Reconciliation of Fund Balance:
Restricted and Committed Funds 156,033
Unassigned Fund Balance $ -
3 Sep FY17 Financial Report xlsx 11
102512:116
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
410 Capital Improvements Fund
Taxes $ 586,846 $ 1,093,400 53.7% $ (506,554) $ 492,922 $ 993,068
Intergovernmental 2,732 - N/A 2,732 - 520,240
Charges for Services - Internal 1,182,713 2,205,600 53.6% (1,022,887) 1,160,784 1,857,254
Charges for Services - Misc. Service Fees 5,000 - N/A 5,000 84,446 127,416
System Development Charges 61,414 129,41 47.5% (68,002) 70,982 97,839
Interest on Investments 21,709 22,600 96.1% (891) 13,646 21,667
Miscellaneous 4,438 22,100 20.1% (17,662) 44,782 47,712
Other Financing Sources 870,000 31050,045 28.5% (2,180,045) -
Transfer In (Insurance Fund) 100,000 100,000 100.0% - -
Total Revenues and Other Sources 2,834,851 6,623,161 42.8% (3,788,310) 1,867,562 3,665,195
Public Works - Facilities 1,192,236 2,820,650 42.3% 1,628,414 1,140,692 2,109,209
Administrative Services - SDC (Parks) 358,595 607,340 59.0% 248,745 - -
Administrative Services - Open Space (Parks) 1,486,271 3,099,842 47.9% 1,613,571 726,917 816,727
Transfers Out (Debt Service Fund) 79,717 277,370 28.7% 197,653 83,479 83,479
Interfund Loan (Equipment Fund) - N/A - 1,000 1,000
Contingency - 200,000 0.0% 200,000 - -
Total Expenditures and Other Uses 3,116,820 7,005,202 44.5% 3,688,382 1,952,088 3,010,415
Excess(Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses (281,969) (382,041) 26.2% 100,072 (84,526) 654,780
Fund Balance, Jul 1, 2015 2,749,486 1,918,994 143.3% 830,492 2,094,706 2,094,706
Fund Balance, Sep 30, 2016 $ 2,467,517 $ 1,536,953 160.5% $ 930,564 $ 2,010,180 $ 2,749,486
Reconciliation of Fund Balance:
Restricted and Committed Funds 2,467,517
Unassigned Fund Balance $ (0)
3 Sep FY17 Financial Report xlsx 12
1025/2016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
530 Debt Services
Taxes $ 511,859 $ 955,426 53.6% $ (443,567) $ 521,270 $ 1,019,824
Charges for Services - Internal 1,340,625 2,308,600 58.1% (967,975) 1,540,625 2,308,600
Charges for Services - Misc. Service Fees 198,966 149,036 133.5% 49,930 103,709 132,076
Assessments - 400,000 0.0% (400,000) - -
Interest on Investments 5,203 20,000 26.0% (14,797) 5,532 8,161
Miscellaneous - 58,601 0.0% (58,604) 5 6
Transfer In (General Fund & CIP) 175,727 473,940 37.1% (298,213) 275,303 275,303
Other Financing Sources - N/A - -
Total Revenues and Other Sources 2,232,380 4,365,606 51.1% (2,133,226) 2,446,445 3,743,970
Materials and Services 800 N/A - 6,294 6,294
Debt Service 2,955,413 4,270,200 69.2% 1,314,787 3,018,418 3,661,939
Interfund Loan (Central Service Fund) - N/A - 364,795 364,795
Total Expenditures and Other Uses 2,956,213 4,270,200 69.2% 1,314,787 3,389,507 4,033,028
Excess(Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses (723,832) 95,406 -758.7% (819,238) (943,062) (289,058)
Fund Balance, Jul 1, 2015 861,560 753,948 114.3% 107,612 1,150,618 1,150,618
Fund Balance, Sep 30, 2016 $ 137,728 $ 849,354 16.2% $ (711 626) $ 207,556 $ 861,560
Reconciliation of Fund Balance:
Restricted and Committed Funds 137,728
Unassigned Fund Balance $ (0)
3 Sep FY17 Financial Repatx1sx 13
10I 2016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
670 Water Fund
Taxes $ 9 $ - N/A $ 9 $ 54 $ 80
Intergovernmental 14,897 14,000 106.4% 897 89,747 160,220
Charges for Services - Rates 9,622,169 13,954,600 69.0% (4,332,431) 7,989,448 11,913,085
Charges for Services - Misc. Service Fees 138,788 N/A 138,788 111,694 164,472
System Development Charges 339,232 200,000 169.6% 139,232 393,872 597,443
Interest on Investments 44,578 40,800 109.3% 3,778 39,380 56,607
Miscellaneous 27,287 24,000 113.7% 3,287 17,161 34,573
Other Financing Sources 542,455 14,990,125 3.6% (14 447 670) 1,654,000 1,724,546
Total Revenues and Other Sources 10,729,415 29,223,521 36.7% (18,494,110) 10,295,357 14,651,026
Public Works - Conservation 316,363 696,025 45.5% 379,662 244,211 442,021
Fire - Forest Lands - N/A - 653,699 889,478
Public Works - Water Supply 2,037,166 2,557,935 79.6% 520,769 4,019,549 4,819,863
Public Works - Water Supply Debt 9,568 18,971 50.4% 9,404 22,613 44,787
Public Works - Water Distribution 3,615,443 9,595,707 37.7% 5,980,264 3,465,929 2,289,201
Public Works - Water Distribution Debt 250,649 502,133 49.9% 251,484 333,461 467,434
PublicWorks - WaterTreatment 1,413,939 13,941,884 10.1% 12,527,945 1,517,034 5,364,675
Public Works - Water Treatment Debt 141,410 281,543 50.2% 140,133 235,320 662,801
Public Works - Improvement SDC's 258,045 3,170,335 8.1% 2,912,290 119,195 507,905
Public Works - Debt SDC's 34,443 361,658 9.5% 327,215 122,113 241,845
Debt Service - 1,417,012 0.0% 1,417,012 - -
Interfund Loan - N/A - 150,000 150,000
Transfers (General Fund) 250,000 500,000 50.0% 250,000 - -
Contingency - 170,000 0.0% 170,000 - -
Total Expenditures and Other Uses 8,327,026 33,213,203 25.1% 24,886,177 10,883,124 15,880,009
Excess (Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses 2,402,389 (3,989,678) 160.2% 6,392,067 (587,767) (1,228,983)
Fund Balance, Jul 1, 2015 5,208,593 6,061,702 85.9% (853109) 6,437,575 6,437,575
Fund Balance, Sep 30, 2016 $ 7,610,982 $ 2,072,024 367.3% $ 5,538,958 $ 5,849,808 $ 5,208,593
Reconciliation of Fund Balance:
Restricted and Committed Funds 4,498,182
Unassigned Fund Balance $ 3,112,800
3 Sep Fv17 Financial Report xlsx 14
1012`-x'2016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
675 Wastewater Fund
Taxes $ 2,347,383 $ 4,264,260 55.0% $ (1,916,877) $ 1,971,686 $ 3,972,266
Charges for Services - Rates 6,510,468 10,787,000, 60.4% (4,276,532) 5,352,724 8,796,565
Charges for Services - Misc. Service Fees 13,250 N/A 13,250 13,250 26,500
System Development Charges 127,624 130,000 98.2% (2,376) 121,596 193,560
Interest on Investments 47,436 30,000, 158.1% 17,436 25,556 42,965
Miscellaneous 1,619 N/A 1,619 6,037 6,037
Other Financing Sources 53,424 5,318,700 1.0% (5,265,276) - 114,043
Total Revenues and Other Sources 9,101,204 20,529,960 44.3% (11,428,756) 7,490,850 13,151,936
Public Works - Wastewater Collection 2,428,802 5,349,514 45.4% 2,920,712 2,415,988 3,854,489
Public Works - Wastewater Collection Debt 74,077 147,457 50.2% 73,380 76,294 151,071
Public Works - Wastewater Treatment 3,139,582 10,183,710 30.8% 7,044,128 3,163,508 4,980,940
Public Works - Wastewater Treatment Debt 1,622,297 3,237,300 50.1% 1,615,003 1,629,283 3,253,029
Public Works - Reimbursements SDC's 13,039 15,000 86.9% 1,961 7,392 20,331
Public Works - Improvements SDC's - 3,676,644 0.0% 3,676,644 74,568 87,507
Debt Service N/A - - -
Contingency - 192,000 0.0% 192,000 - -
Total Expenditures and Other Uses 7,277,798 22,801,625 31.9% 15,523,827 7,367,033 12,347,367
Excess (Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses 1,823,406 (2,271,665) 180.3% 4,095,071 123,816 804,569
Fund Balance, Jul 1, 2015 5,095,343 4,464,697, 114.1% 630,646 4,290,774 4,290,774
Fund Balance, Sep 30, 2016 $ 6,918,749 $ 2,193,032 315.5% $ 4 725 717 $ 4,414,590 $ 5,095,343
Reconciliation of Fund Balance:
Restricted and Committed Funds 3,541,766
Unassigned Fund Balance $ 3,376,983
3. Sep FY17 Fmmal Report xlsx 15
10252016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
690 Electric Fund
Intergovernmental $ 393,240 $ 323,000 121.7% S 70,240 $ 178,002 $ 335,700
Charges for Services - Rates 17,922,984 29,539,358 60.7% (11,616,374) 17,030,368 27,210,985
Charges for Services - Misc. Service Fees 292,499 453,686 64.5% (161,187) 165,315 278,280
Interest on Investments 11,196 14,71~i 76.1% (3,519) 9,756 15,714
Miscellaneous 122,666 322,974 38.0% (200 308) 219,987 288,885
Total Revenues and Other Sources 18,742,585 30,653,733 61.1% (11,911,148) 17,603,427 28,129,564
Administration - Conservation 922,574 1,420,030 65.0% 497,456 798,419 1,387,220
Electric - Supply 8,663,138 13,751,887 63.0% 5,088,749 8,105,451 12,831,515
Electric - Distribution 8,031,699 14,041,21' 57.2% 6,009,512 7,829,240 12,558,899
Electric - Transmission 1,115,208 2,225,945 50.1% 1,110,737 1,194,712 1,876,536
Debt Service 23,479 46,688 50.3% 23,209 24,021 47,771
Contingency - 279,000 0.0% 279,000 - -
Total Expenditures and Other Uses 18,756,098 31,764,76" 59.0% 13,008,663 17,951,844 28,701,941
Excess (Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses (13,513) (1,111,028) 98.8% 1,097,515 (348,416) (572,377)
Fund Balance, Jul 1, 2015 1,755,163 1,479,265 118.7% 275,898 2,327,540 2,327,540
Fund Balance, Sep 30, 2016 $ 1,741,650 $ 368,237 473.0% $ 1.373413 $ 1,979,124 $ 1,755,163
Reconciliation of Fund Balance:
Restricted and Committed Funds -
Unassigned Fund Balance $ 1,741,650
3 Sep FY17 Financial Report xlsx 16
1025/2016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
691 Telecommunications Fund
Charges for Services - Rates $ 2,527,867 $ 4,363,56E 57.9% $ (1,835,698) $ 2,419,075 $ 3,889,563
Interest on Investments 1,898 1,943 97.7% (45) 1,593 2,257
Miscellaneous 696 - N/A 696 4,750 4,750
Interfund Loan 165,544 400,000 41.4% (234 456) - -
Total Revenues and Other Sources 2,696,005 4,765,50E 56.6% (2,069,503) 2,425,418 3,896,570
Personal Services 826,204 1,343,230 61.5% 517,026 812,887 1,299,335
Materials & Services 1,086,114 2,028,504 53.5% 942,390 1,105,822 1,764,465
Capital Outlay 193,968 250,000 77.6% 56,032 116,923 297,337
Debt - Transfer to Debt Service Fund 409,000 818,000 50.0% 409,000 609,000 818,000
Contingency - 250,000 0.0% 250,000 - -
Total Expenditures and Other Uses 2,515,285 4,689,734 53.6% 2,174,449 2,644,633 4,179,137
Excess(Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses 180,720 75,774 238.5% 104,946 (219,215) (282,567)
Fund Balance, Jul 1, 2015 305,058 251,52E 121.3% 53,530 587,625 587,625
Fund Balance, Sep 30, 2016 $ 485,778 $ 327,302 148.4% $ 158,476 $ 368,410 $ 305.058
Reconciliation of Fund Balance:
Restricted and Committed Funds 409,000
Unassigned Fund Balance $ 76,778
3 Sep FY17 Financial Repoli xlsx 17
1072`5 016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
710 Central Service Fund
Taxes $ 112,776 $ 148,800 75.8% $ (36,024) $ 71,467 $ 144,476
Intergovernmental - N/A - -
Charges for Services - Internal 7,990,232 13,068,435 61.1% (5,078,203) 7,484,411 12,037,871
Charges for Services - Misc. Service Fees 465,337 572,330 81.3% (106,993) 244,466 365,186
Interest on Investments 10,558 10,000 105.6% 558 16,366 21,344
Miscellaneous 149,637 250,000 59.9% (100,363) 136,067 219,539
Interfund Loan (Equipment Fund) - 400,000 0.0% 400,000 364,795 364,795
Transfer in (Insurance Fund) 417,000 417,000 100.0% - 90,000 90,000
Total Revenues and Other Sources 9,145,541 14,866,565 61.5% (4,921,024) 8,407,571 13,243,212
Administration Department 2,050,552 3,314,520 61.9% 1,263,968 1,723,251 2,797,218
Information Technology - Info Services Division 1,665,999 2,907,638 57.3% 1,241,639 1,488,673 2,396,771
Administrative Services Department 2,972,881 4,867,09 61.1% 1,894,216 2,386,337 3,866,706
City Recorder Division 615,446 912,590, 67.4% 297,144 529,792 868,755
Public Works -Administration and Engineering 2,039,409 3,621,82'2 56.3% 1,582,413 2,041,446 3,266,434
Interfund Loan - N/A - - -
Contingency - 125,000 0.0% 125,000 - -
Total Expenditures and Other Uses 9,344,287 15,748,667 59.3% 6,404,380 8,169,499 13,195,884
Excess (Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses (198,746) (882,102) 77.5% 683,356 238,072 47,327
Fund Balance, Jul 1, 2015 900,608 898,65` 100.2% 1,957 853,281 853,281
Fund Balance, Sep 30, 2016 $ 701,862 $ 16,549 4241.1% $ 685 313 $ 1,091.353 $ 900,608
Reconciliation of Fund Balance:
Restricted and Committed Funds 305,000
Unassigned Fund Balance $ 396,862
3 Sep Fvn Financial Repot xlsx 1 8
1azsrzots
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
720 Insurance Service Fund
Charges for Services - Internal $ 931,927 $ 1,560,000 59.7% $ (628,073) $ 936,151 $ 1,480,865
Interest on Investments 10,173 13,000 78.3% (2,827) 8,454 16,485
Miscellaneous 39,774 80,000 49.7% (40 226) 914,689 1,574,390
Total Revenues and Other Sources 981,874 1,653,000 59.4% (671,126) 1,859,294 3,071,740
Personal Services 124,019 204,960 60.5% 80,941 111,239 179,228
Materials and Services 1,267,985 1,814,790 69.9% 546,805 1,112,555 1,475,087
Transfer Out (Multiple 4 funds) 569,500 1,069,500 53.2% 500,000 - 500,000
Contingency - 390,000 0.0% 390,000 - -
Total Expenditures and Other Uses 1,961,503 3,479,250 56.4% 1,517,747 1,223,795 2,154,315
Excess (Defciency) of Revenues and Other Sources
over Expenditures and Other Uses (979,629) (1,826,250) 46.4% 846,621 635,500 917,425
Fund Balance, Jul 1, 2015 1,766,283 1,962,888 90.0% (196,605) 848,858 848,858
Fund Balance, Sep 30, 2016 $ 786,654 $ 136,638 575.7% $ 650,016 $ 1,484,358 $ 1,766,283
Reconciliation of Fund Balance:
Restricted and Committed Funds 786,654
Unassigned Fund Balance $
3 Sep FY 17 Financial Repot xlsx 1 9
10/25/2016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
725 Health Benefits Fund
Charges for Services - Internal $ 6,122,862 $ 9,730,000 62.9% $ (3,607,138) $ 5,108,171 $ 8,158,032
Interest on Investments 4,724 10,000 47.2% (5,276) 1,991 3,614
Miscellaneous 12,886 - N/A 12,886 211,795 211,795
Interfund Loan (Reserve Fund) 200,000 450,000 44.4% (250,000) 900,000 900,000
Transfer In (Insurance Fund) - 500,000 0.0% (500 000) - 500,000
Total Revenues and Other Sources 6,340,472 10,690,000 59.3% (4,349,528) 6,221,957 9,773,441
Materials and Services 6,241,298 9,580,000 65.1% 3,338,702 5,715,942 9,049,715
Interfund Loan 325,000 650,000 50.0% 325,000 500,000 250,000
Contingency - 500,000 0.0% 500,000 - -
Total Expenditures and Other Uses 6,566,298 10,730,000 61.2% 4,163,702 6,215,942 9,299,715
Excess (Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses (225,827) (40,000) 564.6% (185,827) 6,015 473,726
Fund Balance, Jul 1, 2015 473,726 73,370 645.7% 400,356 -
Fund Balance, Sep 30, 2016 $ 247,899 $ 33,370 742.9% $ 214,529 $ 6,015 $ 473,726
Reconciliation of Fund Balance:
Restricted and Committed Funds 247,899
Unassigned Fund Balance $ 0
3 Sep FY17 Financial Report xlsx 20
10252016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
730 Equipment Fund
Charges for Services - Internal $ 2,442,912 $ 4,538,460 53.8% $ (2,095,548) $ 2,255,492 $ 3,606,929
Charges for Services - Misc. Service Fees 196,528 N/A 196,528 17,233 44,919
Interest on Investments 26,426 35,000 75.5% (8,575) 21,523 31,805
Miscellaneous 44,480 170,000 26.2% (125,520) 148,804 170,026
Interfund Loan (Airport & Water Fund) - 106,000 0.0% (106 000) 170,000 170,000
Total Revenues and Other Sources 2,710,346 4,849,460 55.9% (2,139,114) 2,613,053 4,023,679
Public Works - Maintenance 1,661,394 2,961,860 56.1% 1,300,466 1,313,280 2,084,345
Public Works - Purchasing and Acquisition 868,811 1,330,500 65.3% 461,689 1,967,372 2,359,891
Interfund Loan - 965,200 0.0% 965,200 - -
Contingency - 70,000 0.0% 70,000 - -
Total Expenditures and Other Uses 2,530,205 5,327,560 47.5% 2,797,355 3,280,652 4,444,236
Excess (Defciency) of Revenues and Other Sources
over Expenditures and Other Uses 180,141 (478,100) 137.7% 658,241 (667,599) (420,557)
Fund Balance, Jul 1, 2015 2,937,106 2,446,794 120.0% 490,312 3,357,663 3,357,663
Fund Balance, Sep 30, 2016 $ 3,117,247 $ 1.968 694 158.3% $ 1,148,553 $ 2,690,063 $ 2,937,106
Reconciliation of Fund Balance:
Restricted and Committed Funds 3,117,247
Unassigned Fund Balance $ -
3. Sep FY17 Finanoal Report xlsx 21
10252016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
810 Cemetery Fund
Charges for Services - Rates $ 23,027 $ 50,000 46.1% $ (26,973) $ 34,152 $ 47,767
Interest on Investments 7,942 10,800 73.5% (2,858) 5,670 9,139
Miscellaneous - N/A (145)
Transfer In (General Fund) 1,000 1,000 100.0% 1,000 1,000
Total Revenues and Other Sources 31,969 61,800 51.7% (29,831) 40,823 57,761
Transfers 7,943 10,800 73.5% 2,858 5,670 9,139
Total Expenditures and Other Uses 7,943 10,800 73.5% 2,858 5,670 9,139
Excess(Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses 24,027 51,000 47.1% (26,973) 35,152 48,622
Fund Balance, Jul 1, 2015 922,666 923,046 100.0% (380) 874,044 874,044
Fund Balance, Sep 30, 2016 $ 946,693 $ 974,046 97.2% $ (27,353) $ 909,196 $ 922,666
Reconciliation of Fund Balance:
Restricted and Committed Funds 946,693
Unassigned Fund Balance $
3 Sep FY17 Financial RepW xlsx 2'1
1025Q016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
211 Parks and Recreation Fund
Intergovernmental $ - $ - NIA $ - $ - $ 10,589
Charges for Services - Internal 5,900,000 9,560,000 61.7% (3,660,000) 5,132,015 8,856,000
Charges for Services - Misc. Service Fees 1,163,322 1,805,000 64.4% (641,678) 1,085,978 1,725,966
Interest on Investments 4,458 14,000 31.8% (9,542) 6,981 9,535
Miscellaneous 13,540 100,000 13.5% (86,460) 39,097 47,413
Transfers In (General & Insurance Fund) 52,500 373,500 14.1% (321,000) - -
Total Revenues and Other Sources 7,133,819 11,852,50C 60.2% (4,718,681) 6,264,070 10,649,503
Parks Division 5,217,474 8,127,847 64.2% 2,910,373 4,723,544 7,473,109
Recreation Division 1,772,643 2,828,63C 62.7% 1,055,987 1,547,337 2,507,775
Golf Division 721,684 1,104,65C 65.3% 382,966 676,939 1,026,426
Other Financing Uses - Transfers 80,000 80,000 100.0% - 802,000 922,000
Contingency - 100,000_ 0.0% 100,000 - -
Total Expenditures and Other Uses 7,791,801 12,241,127 63.7% 4,449,326 7,749,820 11,929,310
Excess(Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses (657,982) (388,627) -69.3% (269,355) (1,485,750) (1,279,807)
Fund Balance, Jul 1, 2015 503,628 392,641 128.3% 110,987 1,783,435 1,783,435
Fund Balance, Sep 30, 2016 $ (154,354) $ 4,014 -3845.4% $ (158 368) $ 297,685 $ 503,628
Reconciliation of Fund Balance:
Restricted and Committed Funds
Unassigned Fund Balance $ (154,354)
3 Sep FY17 Financial Repoli Asx `L3
10252016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
411 Parks Capital Improvement Fund
Charges for Services $ 13,137 $ 212,930 6.2% $ (199,793) $ 10,476 $ 316,201
Charges for Services - Internal 1,477,771 - N/A - -
Intergovernmental - 3,517,252 0.0% (3,517,252) 718,383 995,061
Interest on Investments 8,798 4,000 220.0% 4,798 2,589 3,356
Miscellaneous 16,555 - N/A - 18,372 23,441
Transfer In (Park Fund) - - N/A 802,000 922,000
Total Revenues and Other Sources 1,516,261 3,734,182 40.6% (3,712,247) 1,551,820 2,260,059
Personal Services 88,394 189,93C 46.5% 101,536 - -
Materials and Services 33,315 85,052 39.2% 51,737 - 1,331
Capital Outlay 483,047 3,732,837 12.9% 3,249,790 1,828,258 2,437,058
Total Expenditures and Other Uses 604,757 4,007,81 15.1% 3,403,062 1,828,258 2,438,389
Excess (Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses 911,504 (273,637) 433.1% 1,185,141 (276,438) (178,330)
Fund Balance, Jul 1, 2015 209,302 582,254 35.9% (372,952) 387,632 387,632
Fund Balance, Sep 30, 2016 $ 1,120,806 $ 308,617 363.2% $ 812,189 $ 111,194 $ 209.302
Reconciliation of Fund Balance:
Restricted and Committed Funds 1,120,806
Unassigned Fund Balance $ 0
3 Sep FY17 Financial Report.isx 24
10/25/2016
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
September 30, 2016
Biennial Percent Biennial
To Date Actuals Budget Collected 2013-2015
(15 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium
731 Parks Equipment Fund
Charges for Services - Internal $ 473,958 $ N/A $ 473,958 $ - $
Interest on Investments 464 N/A 464 24
Miscellaneous -
Interfund Loan - 439,000 0.0% - -
Transfer In (Park Fund) 80,000 80,000 100.0% - -
Total Revenues and Other Sources 554,422 519,000 106.8% 474,422 24
Capital Outlay 330,210 439,000 75.2% 108,790 -
Interfund Loan - 40,000 0.0%
Total Expenditures and Other Uses 330,210 439,000 75.2% 108,790 -
Excess(Deficiency) of Revenues and Other Sources
over Expenditures and Other Uses 224,211 80,000 280.3% 144,211 24
Fund Balance, Jul 1, 2015 - - 0.0% - -
Fund Balance, Sep 30, 2016 $ 224,211 $ 80,000 280.3% $ 144 211 $ 24 $
Reconciliation of Fund Balance:
Restricted and Committed Funds 224,211
Unassigned Fund Balance $
3 Sep FY17 Financial Report xlsx LCJ
10252016
CITY OF
^ASHLAND
Council Communication
November 1, 2016, Business Meeting
Intergovernmental agreement with Southern Oregon University for research
services
FROM:
Dave Kanner, city administrator, dave.kanner@ashland.or.us
SUMMARY
This is an intergovernmental agreement with Southern Oregon University for research services. SOU
will conduct a survey of downtown businesses to determine their perception of behavior issues
downtown this past summer and in particular their perception of the effectiveness of ordinances
designed to address those behavior issues. The survey will be conducted by mail and results will be
reported to the Council in January.
BACKGROUND AND POLICY IMPLICATIONS:
The City Council last spring adopted a number of ordinances intended to address behavior issues in the
downtown core. The ordinances dealt with sidewalk obstruction, intrusive solicitation and unlicensed
dogs. The Council also adopted an ordinance that prohibits smoking within 10 feet of a downtown
sidewalk or in public squares downtown. The Ashland Police Department added a second Central
Area Patrol Officer and increased the number of police cadets from four to seven in order to improve
uniformed presence downtown. Additionally, the City contracted with Jackson County for the use of
two jail beds for individuals convicted of crimes in Ashland Municipal Court.
At its July 18 goal-setting session, the Council discussed its desire to evaluate the effective of the
actions it had taken regarding downtown behavior. Staff subsequently suggested a number of
statistical measures that could be provided regarding citations, arrests and convictions and further
suggested a statistically valid survey of downtown businesses to determine whether they perceived an
improvement.
The Southern Oregon University Research Center has indicated that it is willing and able to undertake
such a survey for the City. SOURCE will conduct the survey in November and December and report
the results to the Council in January, at which time staff can also report to the Council on CY 2016 law
enforcement and court statistics. Because this is an agreement with another government entity, a
competitive bidding process is not required, however under Ashland's Municipal Code, Council
approval is required for all intergovernmental agreements.
COUNCIL GOALS SUPPORTED
N/A
FISCAL IMPLICATIONS:
Page 1 of 2
ILVI
CITY OF
ASHLAND
The cost of the survey is $4,996. Funds are budgeted and available in the Administration budget
(professional services).
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of this IGA.
SUGGESTED MOTION:
I move approval of an intergovernmental agreement with Southern Oregon University Research Center
for research services.
ATTACHMENTS:
Agreement with Southern Oregon University
Page 2 of 2
~M
PIA
SOUTHERN OREGON UNIVERSITY/
CITY OF ASHLAND DOWNTOWN ORDINANCES STUDY
RESEARCH AGREEMENT
THIS AGREEMENT is entered into by and between Southern Oregon University, a university
with a governing board (1250 Siskiyou Blvd., Ashland;, Oregon), hereinafter referred to as
"SOU"; and the City of Ashland, hereinafter referred to as "SPONSOR".
WHEREAS, SPONSOR desires that SOU provide it with research services in accordance with
the scope of work described in Section I below; and
WHEREAS, the performance of such research is consistent, compatible, and beneficial to the
academic and public service mission of SOU as a public institution of higher education;
NOW, THEREFORE, in consideration of the mutual promises and conditions contained herein
the parties agree as follows:
1. SCOPE OF WORK
SOU agrees to perform the research or public service activities described in Attachment A. The
parties hereby acknowledge and agree that Attachment A is specific enough for both parties to
fully understand the work product agreed to, the final completion or delivery deadline(s), and
any interim progress reporting or product or service stages required.
II. AGREEMENT PERIOD
This Agreement is effective on the date it has been signed by every party hereto (the "Effective
Date") and shall be completed on or before January 30; 2017 unless subsequent time extension,
supplement, addendum, continuation, or renewal is mutually agreed upon in writing between the
parties.
III. COMPENSATION
SPONSOR agrees to pay SOU for services performed under this Agreement in the amount of
$4,996 in accordance with the budget outlined in Attachment B. The SPONSOR's payment to
SOU, equaling one-half of the total cost, shall be received within 30 days of the effective date.
The second one-half payment shall be received by January 30, 2017. All payment(s) shall be sent
to the following address:
SOU Business Services
Business Services, Accounts Receivable
Attn: Patti Elliot
1250 Siskiyou Blvd.
Ashland, OR 97520
IV. REPORTING REQUIREMENTS
SOU will provide its final report, referenced in Attachment A, on or before January 20, 2017
unless an extension is mutually agreed upon by both parties.
1
V. CONFIDENTIALITY
To the extent permitted by the Oregon Public Records Law, SOU agrees to keep confidential any
propriety information that (1) is supplied to SOU by SPONSOR during the course of the
research or public service performed by SOU and (2) that SPONSOR identifies to SOU as its
"CONFIDENTIAL/ PROPRIETARY INFORMATION". Such information will not be included
in any published material without prior approval of SPONSOR. SOU agrees to provide any
proposed publication to SPONSOR prior to submission for publication to allow SPONSOR the
opportunity (1) to review the publication for the inclusion of SPONSOR-owned confidential
information and (2) to determine whether patentable inventions or discoveries of SPONSOR are
disclosed therein. SPONSOR shall not unreasonably withhold approval of SOU's efforts to
publish any research arising from this project.
VI. EQUIPMENT
All equipment purchased under this Agreement becomes the property of SOU unless otherwise
provided herein.
VII. INDEMNIFICATION
To the extent permitted by the Oregon Tort Claims Act (ORS 30.260 to 30.300), each party shall
defend, indemnify and hold the other party and its officers, employees and agents harmless from
any and all losses or claims (including actions, costs, expenses, judgments, settlement
agreements, subrogations, legal fees and costs of defending actions or suits, or other damages)
directly or indirectly resulting from or allegedly resulting from the negligence, wrongful acts, or
omissions or willful misconduct of the indemnifying party (including but not limited to the
indemnifying party's employees, agents, and others designated by the indemnifying party to
perform work or services attendant to this contract) in the performance or nonperformance of this
contract. Neither party shall be held responsible for an,y losses or claims to the extent such losses
or claims were caused by the negligence, wrongful acts or omissions of the other party, or its
employees, officers, or agents.
VIII. COMPLIANCE WITH APPLICABLE LAWS
SPONSOR and SOU each agree to comply with all applicable federal, state, and local laws,
codes, and regulations in its performance of the work required by this Agreement.
IX. ASSIGNMENT
Neither party shall assign or transfer any interest in this Agreement, nor assign any claims for
money due or to become due during this Agreement, without the prior written consent of the
other party.
X. PATENTS, INVENTIONS, AND COPYRIGHTS
SOU agrees to take appropriate steps to cause its personnel assigned to the project under this
Agreement to disclose any and all inventions, improvements, and publication materials
conceived or reduced to practice in the performance of the research and services and relating to
the subject matter thereof, in the form of patent memoranda descriptive of such inventions and
discoveries and containing adequate information necessary for the filing of patent and/or
copyright applications.
2
SOU shall retain all right, title, and interest to such inventions, patents, and copyrights, which it
may file at its election.
SOU may determine to negotiate to share patents, and i-oyalties with SPONSOR, in
consideration of the extent of SPONSOR's support of the project. SPONSOR shall request such
consideration in writing to SOU within thirty {30} days following notification by SOU of the
invention, discovery, or publication materials. Upon such filing, the parties agree to complete
negotiations of terms and conditions of patent, copyright, and royalty within six months from
date of SPONSOR's request. SPONSOR and SOU agree to negotiate said terms and conditions
in good faith.
XI. PUBLICATION ON BY SPONSOR
SPONSOR shall not include the name of SOU in any advertising, sales, promotion, or other
publicity material without the prior written approval of SOU.
XII. SUCCESSORS IN INTEREST The provisions of this contract shall be binding
upon and shall inure to the benefit of the parties hereto., and their respective successors
and assigns.
XIII. INSURANCE SOU shall secure at its own expense and keep in effect during
the term of this contract the following insurance:
• General Liability insurance with minimum limits of $1,000,000 per occurrence and
$2,000,000 aggregate.
• A certificate of insurance showing coverage for these policies shall be endorsed to
name SPONSOR as an additional insured in such insurance policies and be
received by the SPONSOR within 10 days of execution of the contract.
Any notices under these policies shall be made by contacting:
Joanne Preston
SOUTHERN OREGON UNIVERSITY
1250 Siskiyou Blvd.
Ashland, OR 97520
Mr. Jason A. Catz
SOUTHERN OREGON UNIVERSITY
1250 Siskiyou Blvd.
Ashland, OR 97520
XIV. GOVERNING LAW. This contract shall be governed and construed in
accordance with the laws of the State of Oregon. Any claim, action, or suit between SOU
and SPONSOR that arises out of or relates to performance of this contract shall be
brought and conducted solely and exclusively within the Circuit Court for Jackson
County, for the State of Oregon. Provided, however, that if any such claim, action, or suit
3
may be brought only in a federal forum, it shall be brought and conducted solely and
exclusively within the United States District Court for the District of Oregon.
XV. SEVERABILITY. If any term or provision of this contract is declared by a court
of competent jurisdiction to be 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 contract did not contain the particular
term or provision held to be invalid.
XVI. TERMINATION
This Agreement may be terminated at any time by the mutual agreement of both parties. Also,
one party may terminate this agreement upon written notice to the other party at least thirty (30)
days prior to the intended date of termination. However, such early termination shall not nullify
obligations already incurred for performance prior to the date of termination.
XVII. NOTICES AND REPRESENTATIVES. All notices, certificates, or
communications shall be delivered or mailed postage prepaid to the parties at their
respective places of business as identified in the signature block of this contract, unless
otherwise designated in writing. Copies of such correspondence shall also be sent all
other contract signatories.
XVIII. EXECUTION AND COUNTERPARTS. This contract may be executed in
several counterparts, each of which shall be an original, all of which shall constitute but
one and the same instrument.
XIX. FORCE MAJEURE. Neither SOU nor SPONSOR shall be held responsible for
delay or default caused by fire, riot, acts of God, or war where such cause was beyond,
respectively, SOU's or SPONSOR's reasonable control.
XX. WAIVER. The failure of SOU to enforce any provision of this contract shall not
constitute a waiver by Institution of that or any other provision.
THIS AGREEMENT CONSTITUTES THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. THERE ARE NO UNDERSTANDINGS, AGREEMENTS OR
REPRESENTATIONS, ORAL OR WRITTEN, NOTSPECIFIED HEREIN REGARDING
THIS AGREEMENT. NO AMENDMENT, CONSENT, OR WAIVER OF TERMS OF
THIS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN WRITING AND
SIGNED BY ALL PARTIES. ANY SUCH AMENDMENT, CONSENT, OR WAIVER
SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE
SPECIFIC PURPOSE GIVEN. CONTRACTOR BY THE SIGNATURES BELOW OF
ITS AUTHORIZED REPRESENTATIVE, ACKNOWLEDGES HAVING READ AND
UNDERSTOOD THE AGREEMENT AND THE CONTRACTOR AGREES TO BE
BOUND BY ITS TERMS AND CONDITIONS.
4
IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the
day and year of the latest date appearing with the signatures below.
CITY OF ASHLAND SOUTHERN OREGON UNIVERSITY
"SPONSOR" "SOU"
By By
Dave Kanner Craig Morris
Ashland City Administrator VP Finance and Administration
Federal Tax ID#93-6002117 Federal Tax ID #47-2963287
Date: Date:
ATTACHMENT A: Scope of Work
ATTACHMENT B: Budget
A OV A rORM
Ashlars i omey
Is
5
Attachment A
Scope of Work
The Southern Oregon University Research Center (SOURCE), under the directorship of Dr. Eva
Skuratowicz, will provide the following:
1. In consultation with the City of Ashland, construct a one-page mail-in questionnaire for the
businesses within the designated non-smoking area in downtown Ashland. The questionnaire
will ask about recently enacted downtown ordinances in order to determine if there have been
changes in downtown behavior.
2. In consultation with the City of Ashland, develop a cover letter.
3. SOURCE will seek final approval from the City of Ashland for the questionnaire and cover
letter prior to mailing.
4. Print out cover letters, questionnaires, and envelopes for the survey.
5. Send out two mailings of the questionnaire.
6. Follow-up with phone interviews with those businesses that do not respond to the two
mailings of the questionnaire.
7. Enter the data from the completed questionnaires.
8. Analyze the data.
9. Provide a final report to the City about the findings by January 20, 2017.
10. Provide an oral presentation to the City Council, upon request, following the submission of
the written report.
The City of Ashland will provide the following:
1. Feedback regarding the one-page questionnaire and the cover letter.
2. Addresses of the downtown Ashland businesses within the designated non-smoking area.
6
Attachment 13
Budget
1011
Printing, Postage and Mailing $405.72
Labor costs including OPE (taxes and benefits) $39534.70
Miscellaneous Supplies $50.00
Project Subtotal $3,990.42
Indirect Cost Recovery 25.2% $1,005.59
Project total $4,996.01
7
CITY OF
ASHLAND
Council Communication
November 1, 2016, Business Meeting
Discussion of questions to be addressed for the purpose of clarifying the 10x20
Ordinance
FROM:
Dave Kanner, city administrator, dave.kanner@ashland.or.us
SUMMARY
This is a discussion of what questions, if any, should be added to a list of questions that need to be
answered in order to clarify and then begin implementation of the "10 x 20" ordinance that was
adopted by the Council on September 6. An initial list of questions was developed by staff and
discussed by the Climate and Energy Action Plan ad hoc Committee at its October 15 meeting, at
which time the committee added other questions to the list. This discussion is not intended to answer
any of these questions, but only to determine what other clarifying questions the Council has.
BACKGROUND AND POLICY IMPLICATIONS:
On April 26, 2016, a group of local citizens filed an initiative petition 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." On August 10, the City
Recorder verified that the petitioners had gathered enough signatures to refer the ordinance to the
ballot. At its August 16 business meeting, the Council agreed to accept the ordinance rather than
referring it, and adopted the ordinance on first and second reading at its September 6 meeting.
Before the ordinance can be implemented and the fiscal implications of various implementation
scenarios can be determined, many clarifying questions must be answered. For instance, the ordinance
as written does not contain definitions of "new," "local" or "clean." The ordinance is not clear as to
whether the 10% refers to annual consumption, peak day demand or average daily demand or some
other benchmark of electricity use, nor is it clear as to what is meant by "from and after the year 2020."
In addition, Ashland is already subject, under state law, to renewable portfolio standards, the cost
implications of which may be very different than those of the 10 x 20 ordinance, depending on how the
ordinance is clarified.
Given the above, staff assembled a list of questions both policy questions and clarifying questions
that it feels must be answered to determine how and at what cost the ordinance will be implemented.
This list was shared with the Climate and Energy Action Plan ad hoc committee for the purpose of
having the committee add other questions that staff may not have considered. The purpose of the
agenda item before the Council is not to attempt to answer any of these questions, but rather to see
what other questions the Council would like to add to this list.
Page 1 of 2
CITY OF
ASHLAND
Once the list is complete, staff will develop alternative answers to the questions and with those
answers, assemble a variety of scenarios for achieving the goal of the ordinance. Staff will then return
to the Council to have it review, amend or add to these scenarios, after which staff will hire an
objective third-party consultant to evaluate the feasibility and cost of each of the scenarios. With this
information in hand, the Council can then either amend the ordinance or adopt an implementing
resolution and the City can begin the work of actual implementation.
COUNCIL GOALS SUPPORTED:
21. Be proactive in using best practices in infrastructure management and modernization.
FISCAL IMPLICATIONS:
None
STAFF RECOMMENDATION AND REQUESTED ACTION:
N/A. This item is for discussion only
SUGGESTED MOTION:
N/A. This item is for discussion only
ATTACHMENTS:
1. City of Ashland Electric Utility fact sheet
2. 10x20 ordinance questions for Council
3. Ordinance No. 3134
Page 2 of 2
CITY OF
-ASH LAN D
City of Ashland Electric Fact Sheet
Ashland's Energy Sources
1. The City of Ashland Electric Utility (The City) purchases 98-99% of the community's net
electricity consumption from Bonneville Power Administration (BPA).
2. The City generates 1-2% of the community's net electricity consumption from a City owned and
operated hydro generator located near Reeder Reservoir.
3. The electricity that is purchased from BPA is predominantly from hydroelectric generation (85%
hydro, 10% nuclear, 5% undetermined (open market purchases - most recent calendar year
predominately wind).
4. Large scale hydroelectric generation is defined as a clean and renewable energy source by the
US Department of Energy, US Energy Information Administration, US Environmental Protection
Agency, and Oregon Department of Energy.
5. The current contract with BPA expires Sept 30, 2028.
6. The current total cost of wholesale power, including delivery and demand charges, is just over
four cents per kwh.
Ashland's Renewable Energy Requirements
1. The State of Oregon requires that all electric utilities comply with renewable portfolio standards
(RPS) that impose specific portions of the total power generation or purchases by utilities to be
from renewable sources.
2. RPS levels are different for investor-owned utilities (Pacific Power and PGE) and consumer
owned utilities (includes municipal utilities, public utility districts and cooperatives).
3. As a municipal utility, the City has no additional RIDS requirement until 2025 when the
requirement is 5% (see future section for ORS exclusions)
4. The RPS regulations exclude "existing hydro" (prior to 1995) as a qualifying resource in meeting
a utilities RPS requirement. The RIDS allows upgrades to existing hydro as a qualifying resource in
meeting the RPS requirement.
Ashland's Renewable Energy Acquisition
1. Efficiency improvements to existing hydro are RPS qualifying and the City receives its
proportionate share through the issuance and transfer of RECs from BPA hydro system
efficiency improvements.
2. The City has a supplemental contract with BPA for the purchase of an equivalent of 6% of its
total electricity needs through BPA's Environmentally Preferred Power (EPP) program as
renewable energy credits (RECs).
3. The current BPA EPP contract expires Sept 30, 2016.
4. Customer-owned solar systems are not RPS qualifying because the customer owns the
associated RECs, not the City.
5. The City's local hydroelectric generation is not RPS qualifying as it is "existing hydro" (in use
prior to 1995). Efficiency improvements to the hydro generator could qualify.
1
CITY OF
-AS H LAN D
Ashland's Future Renewable Energy Requirements
1. The City's state-mandated RPS requirement increases to 5% by the end of 2025.
2. The City has "banked" RECs in anticipation of future RPS needs.
3. The City will have acquired enough RECs by 2025 to meet the 5% requirement through the year
2039. During the years post 2025, the City will continue to acquire enough RECs to meet the RPS
requirement through 2048.
4. The Council has adopted a local ordinance (dubbed 10 by 20) that requires the generation or
acquisition of new, local and clean electricity equivalent to 10% of the community's electric
consumption by 2020 (individual terms not yet defined).
5. The Oregon RPS recognizes certain exceptions to the RPS (exemption from 5% requirement).
The exceptions that apply to the City are:
a. "Acquiring the additional electricity would require the electric utility to substitute
qualifying electricity for electricity from an energy source other than coal, natural gas or
petroleum." ORS 469A.060 (1) (b), amended (HB 1547)
6. "A consumer-owned utility is not required to comply with a renewable portfolio standard to the
extent that compliance would require the consumer-owned utility to reduce... purchases of the
lowest priced electricity from Bonneville Power Administration..." and "applies only to firm
commitments for BPA electricity that the Bonneville Power Administration has assured will be
available to a consumer-owned utility to meet agreed portions of the consumer-owned utility's
load requirements..."
ORS 469A.060 (3), amended (HB 1547)
2
CITY OF
-ASHLAND
10% by 2020 Ordinance Questions for Council
Policy Questions
1. What are the primary objectives of the ordinance and in what order of priority?
a. Independence from the regional electricity grid?
b. Emergency access to electricity due to regional grid failure?
c. Carbon mitigation locally?
d. Carbon mitigation regionally?
2. Should the ordinance be developed to utilize the State of Oregon RIDS structure as defined in
Oregon Revised Statutes (ORS) as the template and model to implement the 10 by 20
ordinance?
3. Should the ordinance be developed with its own set of definitions, standards and eligible
resources separate from the State RPS structure?
4. If separate from the State RPS, should the local supplemental RIDS include or exclude the state
RIDS mandates, i.e. cumulative or additive?
5. Should the clarified goals and intent of the ordinance be incorporated into the Climate and
Energy Action Plan (CEAP) or remain as a stand-along ordinance?
6. How does the ordinance fit in with the other goals of the CEAP? Should it take precedence both
financially and in priority or should it be reviewed and evaluated equally with the other
strategies and actions within the plan?
7. What would the impacts of this ordinance be on low income residents/customers in our
community?
8. How does the ordinance impact the existing BPA contract?
9. What is the total renewable energy potential in the City?
10. How would implementation of this ordinance impact future GHG emissions as defined and
calculated in the City's GHG Inventory
Ordinance Content Questions
1. What are the definitions of the following:
a. New
i. As of what date?
ii. New generation or newly acquired by the City Electric Utility?
b. Clean Resources
i. Renewable energy as defined in ORS?
ii. City specific definition?
iii. Does that include energy efficiency, demand response?
c. Cause to be produced
i. Limited to City owned/operated generation facility?
ii. Purchase of qualifying electricity from others?
iii. Purchase of RECs
3
CITY OF
-A5 H LAN D
d. Local
i. Within City limits?
ii. Within Rogue Valley?
iii. Within Oregon?
iv. Within Northwest Power Pool territory?
e. 10% of electricity used in the City
i. Annual consumption (as defined by state RPS standard)?
ii. Peak day demand?
iii. Average daily demand?
iv. Peak day consumption?
v. Average daily consumption?
vi. Other benchmark of electricity use?
2. What does "from and by 2020" mean?
a. Is that January 1, 2020 or December 31, 2020?
3. Should the ordinance contain any financial caps or limits relating/compared to the acquisition
cost of other wholesale electricity products?
4. Should language be added to address how the 10% calculation is updated each year?
4
ORDINANCE NO.
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 AND AN
EMERGENCY IS DECLARED TO TAKE EFFECT ON ITS PASSAGE
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 its 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.
SECTION 3. This Ordinance being necessary to meet the requirements set by Oregon State
Elections Law, an emergency is declared to exist, and this Ordinance takes effect on its passage.
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 dul PASSED and ADOPTED this day of , 2016.
Barbara M. Christensen, City Recorder
SIGNED and APPROVED this day of , 2016.
jberg, Mayor
Reviewed as to form:
David H. Ld man City Attorney
Ordinance No. Page 1 of 1
1 IF
Council Communication
November 19 2016, Business afro
Right-of-Way Acquisition from IPC® Development
FROM:
Michael R. Faught, Public Works Director, michael.faug}ltgashland.or.us
SUMMARY
Staff seeks Council approval of the acquisition of road right of way from IPC® development for
construction of the Independent Way project. Independent way, which is identified in the
Transportation Systems Plan and included in the 2015-17 Capital Improvement Plan, would serve the
industrial area of south Ashland with a connection from Washington Street to Tolman Creek Road.
The negotiated purchase price is $8.50/square foot
BACKGROUND AND POLICY IMPLICATIONS
The Washington Street/Highway 66 intersection does not meet ®D®T intersection spacing standards.
As such, the Exit 14 Interchange Area Management Plan recommends restricting left turn movement
from Washington Street onto Hwy. 66 at some point in the future by extending the existing median on
Highway 66 by the freeway to Tolman Creek Road. This restriction on turning movements would
have severe detrimental effects for businesses in that area.
Pro2oserl Solution in 2012 TSP:
The Transportation System Plan adopted by Council on March 19, 2013, identified a new road project
(#R25) between Washington Street and Tolman Creek Road. This new road was listed as a high
priority to provide relief to the Washington and OR 66 intersection deficiencies. R25 would reduce or
eliminate the need to construct a median on OR 66 from the existing 200 foot median to Tolman Creek
Road.
Public Process:
At the August 16, 2012, Joint Ashland Planning Commission and Transportation Commission meeting
for the TSP update, the commissions unanimously recommended adding the new road between Tolman
Creek Road and Washington Street and to recommend Council sign a Letter of Intent with the property
owner for the purchase of right-of-way and construction of the new road.
At the December 13, 2012, City Council meeting, Council approved the Letter of Intent to purchase
the right-of-way for the new road between Tolman Creek Road and Washington Street with IPC®
Development.
The 2015-17 Biennium budget included $1.8 million to purchase right-of-way and construct R25.
Page 1 of 3
On September 8, 2015, the Planning Commission approved planning action 42015-00422 approving
the new road , tree removal permits, driveway locations, associated circulation and an overall master
site plan that will be subject to full site plan review as the owners propose buildings.
Action Playa
As directed by Council and required by the approved Letter of Intent with IPCO development, staff
moved forward with the land use approval and subsequent negotiations to purchase right-of-way for
8225. A summary of the status of those action items identified in the Letter of Intent are as follows:
Let@er o f I ntent Lsee attached) Status.-
* The City helps IPCO Development process a master site plan through the planning process.
o Completed, the Planning Commission approved Planning Action 42015-00422 on
September 8, 2015.
The City assists IPCO Development to adjust existing conservation easement.
o Completed, included in the September 8, 2013 planning approval.
® City purchases 55 feet of right-of-way and constructs new street with a bridge through IPCO
Development property.
o Staff recommends the City Council accept owners requested priced of $8.501sf for an
estimated total of $341,351 (estimated cost may change with final survey).
o Engineering for the road project is 75% complete and construction is anticipated to
begin August 1, 2017.
® The City relocates existing utilities within the proposed new street.
o This will be incorporated into the street construction project.
Rikht--OL Way Purchase Details
The negotiated price of $8.50/sf (approx. $341,000) is higher than the initial appraised price for the
property, which was $7/sf (approx. $281,000). The property owner has made clear his unwillingness to
consider any price lower than $8.50/sf, thus leaving the City with the options of meeting that price or
pursuing condemnation. If the City were to pursue condemnation, the cost of appraisers, right-of-way
experts and attorneys would likely come close to if not exceed the difference between the appraisal and
the negotiated price, in addition to taking years to complete. Given that and given the importance of
this project, staff recommends accepting the negotiated price and avoiding condemnation proceedings.
FISCAL IMPLICATIONS:
This project is currently funded in the 2016/17 biennium budget at $1.8 million. The budget assumed
economic development grant funding in the amount of $1 million would be available, but no such
grants have been identified. Staff then contacted the Infrastructure Financing Authority's (IFA) Special
Public Works Fund loan program and learned that this project would be eligible for a loan. This
project is SDC-eligible, meaning SDC (system development charge) funds can be used to pay for the
project or to repay an IFA loan. Funds are budgeted and available in the Street Fund.
COUNCIL GOALS SUPPORTED:
Develop and support land use and transportation polies to achieve sustainable development.
Page 2 of 3
IFLAA611
Q
Be proactive in using best practices in infrastructure management and modernization.
STAFF RECOMMENDATION AND RE ~UE TED ACTION:
Staff recommends Council approve the acquisition of road right of way from IPCO Development in
the amount of $9.50s/f for an estimated total of $341,000, for the Independent Way road project.
SUGGESTED MOTIONS:
I move approval of the acquisition of road right of way from IPC® Development in the amount of
$8.50 per square foot for the Independent Way road project and authorize the city administrator to sign
all documents necessary to complete the transaction.
ATTACHMENTS:
1. Fetter of Intent
2. Aerial location map
Page 3 of 3
IWAL'i'l
Council Communication
December 49 2012, Business Meeting
Letter of Intent for Washington Street Extension to T®Rman Creek Road
FROM
Michael R. Faught, Public Works Director, faughtm@ashland.or.us
SUNEV RY
This is a letter of intent with IPCO Development that would allow a new street connection between
Washington Street and Tolman Creek Road to be added to the Transportation System Plan (TSP)
without opposition. This proposed new street connection would reduce or eliminate the need to
construct a median on OR 66 (Ashland Street) from Exit 14 to Tolman Creek Road which would
restrict left hand turn movement out of Washington Street.
BACKGROUND AND POLICY IMPLICATIONS:
At the August 20, 2012 City Council Study Session, Council heard a presentation about the proposed
letter of intent with IPCO Development. This letter was reviewed and supported by the joint Planning
and Transportation Commissions. Following that meeting, staff worked with IPCO Development to
assemble terms of the proposed letter of intent. Please note there have been some changes to the
referenced site plan map as a result of the final negotiated terms of the letter of intent.
For clarity, key elements of the proposed letter of intent include the following:
® City purchases 55 feet of right-of-way and constructs a new street with a bridge through IPCO
Development's property. The proposed street does not meet street standards (sidewalk on one
side and curbside sidewalks) as it will be designed to meet the existing property constraints.
® The City relocates existing utilities within the proposed new street.
® The City assists IPCO Development to adjust existing conservation easement to match FEMA
flood map.
® The City helps IPCO Development process a master site plan through the planning process.
August 20, 2012 Council Study Session Information
The TSP update process has identified a number of important future street extensions that ensure
connectivity and improve the transportation system. One of those streets, a connection between
Washington Street and Tolman Creek Road, has been identified as a high priority project as relief to
the Washington Street and OR 66 intersection deficiencies. This intersection does not meet Oregon
Department of Transportation (ODOT) intersection spacing standards, and as such, the Interchange
Area Management Plan recommends restricting left hand turn movements at this intersection. The
problem of limited space between intersections is that traffic attempting to turn left off of Washington
Street onto OR 66 will find it difficult to find gaps, which could cause traffic accidents to increase at
that intersection as vacant land develops within the Washington Street area.
Page 1 of 2
PFI&
ral'i
`V
The Washington Street to Tolman Creek Road connection was added to the TSP update process
(project #R25) because this connection will serve as Washington Street's left turn onto Ashland Street
if ODOT decides to extend the median. It can also help prevent the median from being extended by
reducing the likelihood that safety warrants triggering restricted left hand turn movements from
Washington Street will occur.
The joint Transportation and Planning Commissions were tasked with updating the TSP and heard
public testimony from the affected property owner (IPCO Development) in opposition to adding the
Washington Street to Tolman Creek Road connection early in the process. Staff then began working
with the property owners and believes that, with Council approval, a workable agreement has been
reached to proceed with adding the project to the TSP document.
After hearing the terms of the proposed letter of intent, the joint Planning and Transportation
Commissions recommended that Council approve staff's recommendation to sign a letter of intent with
IPCO Development.
FISCAL IMPLICATIONS:
Road construction costs are estimated at $1,015,000 and no property acquisition cost estimates have
been developed to date. If the project is added to the TSP, then some system development funds will
be eligible. However, staff will try to obtain economic development funds from the State of Oregon for
the remainder of the project costs as this project will also be needed as the Washington Street area
commercial and industrial area develops.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff is recommending that City Council approve the Washington Street extension to Tolman Creek
Road draft letter of intent with IPCO Development.
SUGGESTED MOTION:
Move to approve the Washington Street extension to Tolman Creek Road letter of intent between
IPCO Development and the City of Ashland.
ATTAC ENTS:
1. Draft Letter of Intent
2. Draft Project #R25 Washington Street Extension to Tolman Creek Road TSP Project Sheet
3. IPCO Master Plan Map
Page 2 of 2
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CITY OF
ASHLAND
Council Communication
November 1, 2016, Business Meeting
Second Reading of an Ordinance Repealing and Replacing
AMC Chapter 6.40 by Adoption of State and County Regulations
FROM:
David Shepherd, deputy fire chief, david.shepherd@ashland.or.us
SUMMARY:
This is the second reading of an ordinance. No changes were recommended at the first reading on
October 18, 2016.
Oregon Revised Statute (ORS) Chapter 682 requires local governments to comply with their county
plan in regards to ambulance services. Ashland Fire & Rescue (AF&R) finds that Ashland Municipal
Code (AMC) 6.40 is redundant in nature and in many places does not comply with the county plan. It
is therefore recommended that we repeal the outdated AMC language and replace it with language that
complies with current state and county regulations.
BACKGROUND AND POLICY IMPLICATIONS:
Wanting to ensure that the citizens of Ashland would receive excellent medical care from their local
ambulance provider, the City adopted AMC 6.40 in the mid-1990s. AMC 6.40 was designed as a
regulatory document for any ambulance service wanting to provide medical transports in the city.
Unfortunately, AMC 6.40 is now in conflict with state and county regulations.
In its current form, section 3 of ORS 682.031 reads:
When apolitical subdivision enacts an ordinance regulating ambulance services or emergency
medical services providers, the ordinance must comply with the county plan for ambulance services
and ambulance service areas adopted under ORS 682.062 by the county in which the political
subdivision is situated and with the rules of the Oregon Health Authority relating to such services and
service areas. The county governing body shall make the determination of whether the ordinance is in
compliance with the county plan. [Formerly 682.275; 2009 c.595 §1067; 2011 c. 703 §5]
While much of AMC 6.40 complies with the county plan, a majority of the ordinance is a duplication
of efforts. More importantly, some sections of the code are more restrictive than the county plan. As
the above ORS directs the City to "comply" with the county plan, staff believes that those items that
are above and beyond the county plan could expose the City to potential litigation.
Without knowing the specifics to why the City went into such detail in creating the code, it's assumed
that at the time of its creation (1995) the county plan was not well defined or well regulated.
Regardless, by the late 1990s, department records indicate that the Jackson County Ambulance Service
Plan was fully implemented and operational for all ambulance providers in Jackson County.
Page 1 of 2
CITY OF
ASHLAND
As the intent of this proposed change is to eliminate most of the current AMC language, it is important
to demonstrate that any ambulance service operating in Ashland will be well regulated by both county
and state regulations. Currently, the Jackson County Ambulance Service Plan regulates/monitors:
• Response times • Mutual aid and disaster response
• Level of care provided • Dispatch procedures
• Training requirements • Budgeting practices
• Supervising physician oversight • Insurance requirements
• Equipment • Community service
• Vehicles • Geographical service areas
• Patient billing practices • Quality assurance
In addition to submitting monthly response time statistics a provider is required to submit yearly data
on all items shown above. These monthly and yearly reporting requirements address most of the
regulatory conditions currently found in AMC 6.40.
COUNCIL GOALS SUPPORTED:
N/A
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of this ordinance.
SUGGESTED MOTION:
I move approval of second reading by title only of an ordinance titled, "An Ordinance Repealing and
Replacing AMC Chapter 6.40 by Adoption of State and County Regulations".
ATTACHMENTS:
• Ordinance
• ORS 682.031
• Jackson County Ambulance Service Plan, Chapter 1075
Page 2 of 2
ORDINANCE NO.
AN ORDINANCE REPEALING AND REPLACING AMC CHAPTER 6.40
BY ADOPTION OF STATE AND COUNTY REGULATIONS
Annotated to show de et ons and additions to the code sections being modified. Deletions are
bold lined through 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 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 City of Ashland has historically operated its ambulance and emergency
medical services pursuant to its own Ashland Municipal Code Chapter 6.40.
WHEREAS, Oregon Revised Statute 682.031 says that political subdivisions, such as the City
of Ashland, may not require less than that which is required under Oregon statutes regulating
ambulances and emergency medical services providers. ORS 682.031 further directs local
government ordinances to strictly comply with the county plan for ambulance and emergency
medical services in which the local government is located.
WHEREAS, AMC 6.40 is similar to but not identical to state and county law, therefore giving
rise to ambiguity, potential liability, and the need for continuous monitoring to ensure
consistency as applicable state and county laws are revised.
WHEREAS, adopting by reference the provisions of ORS Chapter 682 and Jackson County
Ambulance Service Plan, Chapter 1075 as the City of Ashland's ordinance on ambulance and
emergency medical services would ensure continued compliance with state law without
materially changing the City's ambulance and emergency medical services operations.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Ashland Municipal Code Chapter 6.40 Emergency Medical Services is hereby
repealed in its entirety as follows:
SECTION 6.40.010 Definitions
The foil -.r-ds and phrases as used in this ehapter- shall have the follo,~Ong mennings:
Ordinance No. Page 1 of 9
A. Ambulanee. Any privately or publiely wvvned motor vehiele that is regularly
provided or offered to be provided for the emergeney transportation of per-sons suffe
from ill I . li try or disability.
B. Ambula • Any > governmental unit, eorporation, partnership, sole
proprietorship or other entity that operates- ambulanees and that holds itself out as
providing pre hospital eare or medieal transportation to siek, injured or disabled persons.
C. Ambulanee Operator. An ageney or- person engaged in the business of furnishing
Ambula
D. Emergency. Any non hospital oeeurrenee or situation involving illn ' Y-Iff
disability Ne wherei f
IL i of sueh services is likely to aggravate the eondition or endanger personal health
or safety
'
A»F1iA rnA(c) TNAAfmAHT AAmmll rlln T1Ar1 [Y evaluation,
hospital, F. EmergeneyMedical Teehnieian (EA4T). A per-son defined in ORS 823.020-.
G. Health Care Faeility. A A .7
>
provides medic l AN psyTn intrin eare or C~AN~)•AA
lllvl.ii~. •
14• • individuals, either male or female, partnerships, firms, corporations and
.
assoeiati-Ons of every h4nd and their agents, servants or emplo.37T L -Pre hospital Care. Care rendered by emergeney edieal teehnieia ineiden
of the operation of ambulanees and eare rendered by emergeney medieal teehnieians as
ineidents of other public or private safety duties.
j. Response Time. The period of time from reeeipt of a eall for EMS assistanee by the
response ageney until the arrival of EMS providers. (Ord. 27,78 S!, 199-6)
SECTION 6.40.020 Lieense and Personnel Required
A. No perso.n. shall operate an ambulanee business within the eorporate limits of thle
eity, without first obtaining a lieense for operation.
R. No persol.n. shall operate a vehicle as an ambulanee that is not equipped, operated,
and attended by the personnel as required by this ehapter. Notwithstanding subseetions A and B of this C. ' any, per-son operating an
ambulanee business within the eorporate limits of the eity on the date this ordinanee-tis
enaeted shall have until Deeember 31, 1995 to eomplywith this ehapter,
SECTION 6.40.030 Exempt Per-sons and Aetivities
The provisions of this ehapter do Hot apply4w.
A. Ambulanees owned by or operated under the eontrol of the United States
B. Vehieles being used to render temporary assistanee to lieensed ambulanee operators
are unable to eope, or when direeted to be used to r-ender temporary, assistanee by, a publie
offiei ' at the c eerie of an aeeident
C. Vehieles operated solely on priv te property or within the confines of institutiona
1 wh ether or not the ineideflital erossing of any public street serving the property o
grounds is involved,
Ordinance No. Page 2 of 9
D. Alehieles operating from a business loeation, offiee or- headquar-teirs outside the eit~-,
that are transporting a patient from an area outside the eity to a health eare faeffitywithin
.
E. A7eh eles operating as " neonatal ir.+eHC i re unit.
F. Vehieles transporting a patient to an air ambulanee at the Ashland Munieipal
A 1NHAN* eN {l patient from the l11NHeN+ ii7he erNtve/Y by air- ambulanee. (Or-d. 2778 S2, 1996)
SECTION 6.40.040 Minimum Ambulanee and Equipment Standards
A. Ambulanees shall be of the federal ambula ifleation KKK 1822 A types '
or S
B. ' in addition to the equipment standards set by the
State of Oregon, the equipment required in the jaekson County Ambulanee Sen4ee Plan.
(0M. 2778 C2,1996)
C. All ambulances proposed to be used by the ambulanee operator- shall be presented
to the eity administr-ator or designee for inspeetion within fifteen days of the date o
a"heation. All new or r-eplaeement ambulanees shall also be presented for- inspeetion
I ior- to use-.
s~ene Ka. a.vli•iling to the manuf etur-er'
~s~~
D. All ambulances shall v 1, 11 v maintained ~.al ll~ l,V the 111 LiI
reeommendations. Complete maintenanee reeords shall be maintained and made available
to the e nl ei {~~T 11HeH request.
E. Each ambulance shall be housed in a heated and seeure garage pr-ovided that no
ambulanee shall be housed at the Ashland Munieipal Airport. Crew quarters shall eonform
to the standards set forth in the speeialty eodes defined in ehapter 15.04 for residentia4
0'" . (dwellings),
F. Ambulanee operators shall maintain a patient eare reeor-d for eaeh patien
transported. Eaeh reeord shall inelude the following information!.!
1• Name of patient
1 .
2 Time of rlispateh
e»+n
2 Ti eH r vur~
~r-r-
4. Time of ar-rlvel at i11A1dent.
C Time of departure from incident
6. Time of ar-Aval at hospital.
7. Time "mb•CCiii nee becomes available for- service-.
8. Names and eertifleation levels of attending emer-geney medieal technieians.
• response.
10. Point of di-spateh.
11. Unit number,
17. THeiden address.
13. Deser-iption of injuries and/or- ear-e provided-.
SECTION 6.40.050 Minimum Levels of Training and Staffin
A. Faeh ambulanee shall be staffed by at least two Oregon State Certified EAM, one
state eer-tified at or- above EMT B and one state eer-tified at EMT P training level.-
B. The IEA4T P shall be in attendanee of the patient in the patient eompar-tment of the
ambulanee when transporting advaneed fife support patients to a health ear-e faeilit~-.
Ordinance No. Page 3 of 9
H
State of Oregon. ACT i~4va. T Y shall be L ~.~ua i G1r ~r~iGCf~ ' ~y the mAr~nAn rrGZir
Ti12TGrl GZI II TAAr~
fCT~ rGTiI '-L
Assoeiat* L wvider of advaneed eardiae life support. (Ord. 2778 S4, 1996)
77
SECTION 6.40.060 D1+ll/1L]d res
Ambulance operators and their employees shall complywith all procedures and pr-otoeols
-~~~ined in the vaa ekv Vli vVKll t♦ 1.JMlJ Standing w
(Ord 2978, amended, 02/17QO09),
SECTION v~.4 r V Prue-edures for Monitoring D f
0•v0~70 V TT~TT'IT~TTrCpTI1Tg'r
A. The ambulanee operator shall provide regular field evaluations of EAM employed
by, the operator. The field evaluations shall be done no less than bi annually. Th-e
evaluation form shall be approved by, the eity administrator or designee. Reeords of
evaluation shall be maintained a1-I'C1sCVTGCI.IIe CTt♦ shall 11{1 vlJ aeeess to any and all field
evaluations upon request.
B. The response time for all emergeney, ealls shall be eompiled monthly by, the
ambulanee operator. The eompilation shall be submitted to the eity by the last d y of h-
first week of the month following the report month. All emer-geney response ti fou
minutes for emergeneies deter-mined to require advaneed life support eare and eigh
. Rutes for emergencies deter-mined to require basic life support eare shall be fiAM
separately. The report shall give the point of dispateh of the first response vehiele and/or
ambulanee, and the loeation of the ineident.
G A eopy, of any, written complaint by eitizens eoneerning pre hospital eare or biHing
of an ambulanee operator shall be delivered to the eity administrator by the operato-F
where it is to be kept on file. The eity administrator- shall have the authority to take suc-h
is of this ehapter. The eity administrator may, also fomard eopies of the eomplaint.
to the eouneil together with a r-eeommendation for corrective action to be taken by, th-e
SECTION • 6.40.080 Administration;
Powers of City Administrator or D ig
A. The eity administrator shall have the authority, to take aetion fig heens
aeeordanee with the ~s of this chapter. The eity, B. administrator, writing,
or lesignated by the eity administrator in shall have l authority tA•
rrvr~-~-z~ i
i. Audit reeords to assure eonformanee with this ehapter.
7• Require
~rla Vl.{{.l i+l-1V prod etion la of Af relevant ~.1V{. I.l III~ doe menu
Il~~1
SECTION 6.40.100 Lieense Requirements Conformwith the A. standards, requirements,
and maintenanee as stated +*H
the rules adopted by the State Health Division, the jaekson County Ambulanee Se k
Ordinance No. Page 4 of 9
Plan and this ehapter, Whenever the irequirements of this ehapter r- A . ore than txlte
AN the eount ) plan, the nAN NA n111. emA T[~ shall b T l .7
division l Fi 1111.7nes Vl the 1
B. Maintain on file with the eity administrator, a eurr-ent list of fees ehairged foF
7
1 1 • Maintain on file with the eity C. ' a current eopy of the name and
n
111 111110111 AN~I?1nA+A /1 VT ea eh pm AN lipY7nor mA/Ylnpl TAnhrl7nlnif A Maintain and make • available,
upon irequest of the eity administrator-, all reeoir
required by this ehapter,
E. Employ only emer-geney medieal teehnieians,",ho are eer-tified by the State He
Dom:
F. Make available, upon request, written infoi-mation to the publie eone 4e
V the NAl~1lAY1CAA times and minimum levels
G. • Meet
H. Render- emer-geney medieal serviees 24 hours a day, seven days a week. Pr-e hospital
medieal ind ambulanee transportation shall be available to all peirsons in the
. - -r-eawithout regard to mee, eolor, religion, marital status, age, national origin, sex,
sexual orientation, disability or- ability to pa~-. Submit to the • , upon appr-o-val of lieense, proof l 011 al1 II
l 7 this
o lY1sur-anee required by c
Lhapter,
j. Submit to the eity, upon appheation for- license, proof of all per-formanee bon
required his chapter. K. Notify the eity within 10 days of any ehange in mater-M! information eontained in the
A/11 heatio , l+ll related materials, C. 1. V AN 17•Lnse. ■Nd• 778 S57 1996)
'u~7 f7 ri~trL
A. Any per-son desir-ing to obtain an ambulanee operator- lieense shall apply upon
business; SECTION 6.40.110 Appheation for- Lieense
forms available from the eity ireeorder, Faeh appheation shall be ae JL . :,A by a sur-ety
bond in the amount pr-ovided in this ehapter. The applieation shall inelude the foil
L The name of the appheant and trade name, if any, under- whieh the applieant
intends to conduet the or- if it > its name, date and plaee of
ution, address of its prineipal plaee of bus' j the names of its prinetpul
associatio-H or- un* it _Rted company, the names of the partners, or- of the per-sons
partner or- person-.
2. A deser-iption of eaeh ambulanee or- other- vehiele used, or- proposed to be used, by
the applieant, with the name of the > numbers,
state moto-r
vehiele 1* mber-, together- with a eer-tifleation that eaeh ambulanee is adequate and
safe for- the purposes for- whieh it is to be used and that it is equipped ed by this
ehapteir and the laws of the state of Oregon.
3. The address and deser-iption of the A at and fr-omwhieh it is proposed to
maintain and operate sueh ambulanees.
4. information showing that every proposed dr-iver-, attendant, and dr-iver- attendant is
qualified as required in this ehapter and a d by the laws of the state of Oregon-.
Ordinance No. Page 5 of 9
6. Upon appheation for- an ambulanee r
days' eitywith a good and suffleient eash bond or- sur-ety bond in the sum of $500,000.00 whieh
shall be eontinued in effeet during the peiFiod that sueh ambulanee operator- shall do
business in the eity. The bond shall be given as a guarantee that the ambulanee oper-ato-P
will fur-nish and maintain ambulanee sem4ee from the date of obt ity lieens-e
without interruption of sen4ee, exeept that by giving 180 ambulanee oper-atoir shall be authorized to diseonti . ee without penalty. if, for- an
reason, the licensed ambulanee operator shall eease operations or- diseontinue business fo.r
any reason whatsoever-, vo.untar-ily or- involuntar-ily, without giving the notiee herein
required, sueh eash bond oir sur-ety bond shall be forfeited to the eity.
7. No ambulanee r
damage to proper-ty and for- inju", to, > 1/ 1 son iresulting from the
> > or other- use thereof. This pohey shall be in the sum of not less th
$500,000.00 for- pr-oper-ty damages, personal injuries to, or- death of per-so single
eident
a. The insur-anee pohey shall eontain an endorsement providing that this pohey of
Oewill not be eaneeled until notiee inwriting shall have been meeived by the eity
administrator- at least thirty days prior to the time sueh eaneellation shall beeome effeeti
b. The insur-anee pohey must be issued by a eompany authorized to do business in the
State of Oregon. This policy shall further- provide that there shall be a continuing liabflky
thereon, n otwithstan ding any meove", on this pohey. if,- at any time, this i.n.suranee poliel,
shall be eaneeled by the e issuing the same, or- the authority of the eompany to do
business in the state of Oregon shall be revoked, the cer-tifleate holder- shall ireplaee the
B. The initial heense fee and eaeh year-ly r-enewal thereafteir shall be $300 for- an
Ambulanee r
- to the eity. Changes in the amount of these fees may be made by resolution of4he
eouneil.
SECTION 6.40.120 Review and investigation of Appheati
A. Within fifteen days after r-eeeipt of an application, the city administrator- or- d
V . Peet and test all vehieles and equipment and inspeet all proposed vehiele loeat
aiia,a and er-e-A, quarters.
B. The eity administrator or designee shall determine the applieant has eomplied 'A
the laws of the state of Oregon and AL its of this ehapter and report sueh
determination to the eouneW.
The eouneil may issue a heense upon finding that the applieant has met all requirements o
this /lhapter.
~
Ordinance No. Page 6 of 9
SECTION 6.440 -Lieense Teirm and p A" ew 1
A. A lieense shall be valid from the date of issuanee to the next follo'sving thirtieth day
of june and shall be r-enewable annually for- a term of one yearl, eom on the fir-A
day of jul~-
B. An appheation fo 1 of an annual fieense shall be submitted to the eity at leas
thir-ty d . to its expiration date and shall be aeeompanied by the appropriate fe
And oth Nel111. ell fllae meet
and V al1Li 1-G
C. The ambulanee operator- shall pr-ovide 180 days wr-itten notiee to the eity
administrator- priAN +e +ermiraaating C~in -
I .
SECTION 6.40.150 Revoeat1en or Suspension of Lin Ant n
A. 6.40.160-.B.3,
operator- shall be afforded opportunity for heairing in aeeor-danee with the terms of AM-C
2,
B. The Hearing Offieer- may r-evoke or suspend a fieense upon finding that an
ambulanee operator- fails to meet the r-equir-ements of this ehapter- or- is doing busifte"
. -ilation of this ehapter- or- applieable federal, state, or- eounty laws, or-dinanees, rules o
regulations. Any per-son whose beense has been denied or- revoked C. may, after- thirty days from
the date of denial or- suspe i e in
1
the amount of the annual fieense 1 which shall not be eredited to the applieant's ann+ml
heense fee,
A Any per-sonwhose heense has been denied or- r-evoked for- a total of two times within
one 7 or- who has a eombined total of fouir denials oir revocations shall be disqualified
&om applying for- a fieense for a period of two years from the date of the last r-evoeation o
denial.
`va
(Oru 3010, amended, 04/20-/2010).
SECTION 6.4n Abatement of Violations
SECTION 6.40.160 6n ~-rriou Abat~
A. Upon finding that a violation of this > or applieable > state, eity, OF
laws, > rules or- regulations has > the eity may utilize the uniform
abatement pr-oeess speeffied in AMC 2.31. in addition to the r-emedies speeffied ther-ein-,.4f
the ambulanee operator fails to take eor-r-eetive action iwithin the ti A . red, the eity
may also take aetion under- seetion 6.40.15-0 to r-evoke or- suspend the lieense-.
(Or 3010, amended, 04/20/2010)
SECT-!ON 6.40.170 Prohibited Aetivities
No ambulanee opeirator- or ambulanee operator's employee shall:
A. Make a false statement of a material faet, or omit diselosuire of a material faet, in an
aappIeatien for a lieense
u ~J~T Charge for sen4ees not . >77 make dupheate ehar-ges for the same se
charge NetAs exeeel'~ing those en file with the nity a77m1nistrator
1 KI~LJ LULL Ll.1lIl~ •
teellnicaLlalnII trainee alnlA~. authorized by state !aw
l~LL11111L
Ordinance No. Page 7 of 9
D. Fail or refuse to promptly advise the Ashland 911 Center of receipt of a r-equest-fov
emer-geney medieal assista.H.ee or- when an ambulanee beeomes available or non available to
respond dispatAh Ara Aro
1 ICJ tJ VI •
F. Fail or refuse to respond to a dispateh order &om the dispateh offieewhen the
allIi • Falsify, defaee or obliterate any fieense or eertifleate required under this F.
I 77 .
G. N7jolate any federal, state, or eounty Inw, or Any other eity or-di 1anee
SECTION 6.40.180 pr ies
A. In addition to any other proeedures and remedies provided by !aw, any p latin
any seetion within this ehapter shall be guilty of a Class 1 violation as set forth in seett'"
.nT 0:20-
B. Eaeh and eve", day d '7 , portion of whieh a violation of any seetion of this
aasaa bJient to A A as separate fine A and d c.at n~► sueII raAra AYa hall be punished aeeordingly.
invalid, (Ord 3024, amended, 08/03/2010)
SECTION 6.40.190 Severability
Should any seetion, paragraph, sentenee orword of this ehapter- be deelared for- any reason
to be it is the intent of the City of Ashland that hat all other portions remain ; effect.
(ORD 277 11 22 95)
SECTION 2. Ashland Municipal Code Chapter 6.40 Emergency Medical Services is hereby
replaced to read as follows:
CHAPTER 6.40. Ambulance and Emergency Medical Services
SECTION 6.40.010 Code Adoption
The following statute and ordinance is adopted as a part of this chapter and is further
referred to in this title as "Ambulance and Emergency Medical Services":
A. ORS Chapter 682 - Regulation of Ambulance Services and Emergency Medical
Services Provider.
B. Jackson County Ambulance Service Plan, Jackson County Code, Chapter 1075.
SECTION 6.40.020 Compliance Required
Any ambulance service operating within the City must comply with this Chapter and ORS
Chapter 682 and the Jackson County Ambulance Service Plan, Chapter 1075 as adopted
herein.
SECTION 6.40.030 Penalty. Any person who violates any provision of this Chapter shall
be punished as set forth in Section 1.08.020 of the Ashland Municipal Code, except as
otherwise provided in state or county law.
SECTION 3. Severability. Should any section, paragraph, sentence or word of this chapter be
declared for any reason to be invalid, it is the intent of the City of Ashland that all other portions
remain in effect.
Ordinance No. Page 8 of 9
SECTION 4. Savings. Notwithstanding this amendment/repeal, the City ordinances in existence
at the time any criminal or civil enforcement actions were commenced, shall remain valid and in
full force and effect for purposes of all cases filed or commenced during the times said
ordinances(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 5. Codification. Provisions of this Ordinance shall be incorporated in the City Code,
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 Nos. 3-5] 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 , 2016.
John Stromberg, Mayor
Reviewed as to form:
David H. Lohman, City Attorney
Ordinance No. Page 9 of 9
917/2016 ORS 682.031 - Local ordinances regulating ambulances and emergency medical services providers - 2015 Oregon Revised Statutes
2015 ORS § 682.0311
Local ordinances regulating ambulances and
emergency medical services providers
(1) As used in this section, political subdivision includes counties, cities, districts, authorities
and other public corporations and entities organized and existing under statute or charter.
(2) An ordinance of any political subdivision regulating ambulance services or emergency
medical services providers may not require less than is required under ORS 820.300
(Exemptions from traffic laws) to 820.380 (Illegal ambulance or emergency vehicle
sirens), or this chapter or the rules adopted by the Oregon Health Authority under this
chapter.
(3) When a political subdivision enacts an ordinance regulating ambulance services or
emergency medical services providers, the ordinance must comply with the county plan
for ambulance services and ambulance service areas adopted under ORS 682.062
(County plan for ambulance and emergency medical services) by the county in which the
political subdivision is situated and with the rules of the Oregon Health Authority relating
to such services and service areas. The county governing body shall make the
determination of whether the ordinance is in compliance with the county plan. [Fon-nerly
682.275; 2009 c.595 §1067; 2011 c.703 §5]
(No annotations for this section.)
Related Statutes3
• 682.027
Definition of ambulance services for ORS 682.031, 682.062 and 682.066
• 682.041
Legislative intent regarding regulation of ambulance services
• 682.051
Unlawful operation of unlicensed ambulance vehicle or unlicensed ambulance
service
• 682.063
Requirements for adoption and review of ambulance service plan by counties
http://www.oregonlaws.org/ors/682.031 1 /2
9/7/2016 ORS 682.031 - Local ordinances regulating ambulances and emergency medical services providers - 2015 Oregon Revised Statutes
• 820.330
Failure to make, maintain and make available ambulance records
• 820.360
Illegal ambulance lighting equipment
• 820.380
Illegal ambulance or emergency vehicle sirens
Legislative Counsel Committee, CHAPTER 682-Regulation of Ambulance Services and Emergency Medical
Services Providers, https://www.oregonlegislature.gov/bills-laws/ors/ors682.htm1 (2015) (last accessed Jul. 16,
2016).
2 OregonLaws.org contains the contents of Volume 21 of the ORS, inserted alongside the pertinent statutes. See
the preface to the ORS Annotations for more information.
3 OregonLaws.org assembles these lists by analyzing references between Sections. Each listed item refers back to
the current Section in its own text. The result reveals relationships in the code that may not have otherwise been
apparent.
by Robb Shecter, robb@oregonlaws.org
www.oregonlaws.org
http://www.oregonlaws.org/ors/682.031 2/2
152
CHAPTER 1075
Ambulance Service Areas
1075.01 Adoption of Plan.
1075.02 Violations.
1075.03 Effective date.
1075.04 Severability.
Exhibit A-Jackson County Ambulance Service Plan
CROSS REFERENCES
County ambulance and emergency vehicle service - see ORS 451.010, 451.420
Emergency medical services - see ORS 451.010, 682.062
Minimum requirements for ambulances and emergency vehicles see ORS 682.225
Regulation by political subdivisions - see ORS 682.275
Organization for Emergency Management - see ADM. Ch. 244
Ambulance Service Advisory Committee - see ADM. Ch. 253
1075.01 ADOPTION OF AMENDED PLAN.
The 2005 Amended Jackson County Ambulance Service Plan is adopted as County law pursuant
to ORS 682.062 and follows this chapter as Exhibit A. Exhibit A is incorporated by reference in
its entirety. The Jackson County Ambulance Service Plan as adopted by ordinance 97-12 is
hereby repealed and the 2005 Amended Jackson County Ambulance Plan is hereby adopted in
its place.
(Ord. 91-16. Passed 10-30-91; Ord. 97-12. Passed 5-7-97; Ord. 2005-6. Passed 4-24-05; Ord.
2009-3. Passed 8-12-09.)
1075.02 VIOLATIONS.
(a) It shall be a violation of County law for any person or other legal entity to violate this
chapter or the Jackson County Ambulance Service Plan. Violation of any provision of this
chapter or the Plan shall be subject to enforcement under Jackson County Ordinance 86-5,
codified as Section 202.99 of these Codified Ordinances.
2009 Replacement
153 Ambulance Service Areas 1075.03
(b) Transport Violation. Notwithstanding Section 1075.02(a), no person or other entity shall
transport for hire nor permit transport for hire for medical transport of a person or patient who
is visibly or is otherwise reasonably suspected of suffering from an acute medical condition
wherein such transport is made in a vehicle that is not an ambulance.
(Ord. 91-16. Passed 10-30-91; Ord. No. 2001-16. Passed 8-22-01.)
1075.03 EFFECTIVE DATE.
Section 1075.01 and 1075.03 of the Codified Ordinances of Jackson County, adopted in 1991 by
Ordinance 91-16 and amended in 1997 and 2001 by Ordinance Nos. 97-12 and 2001-16, are repealed
effective 60 after passage of this Ordinance. If the validity of any amendment to Chapter 1075,
including any amendment of any section of Exhibit A, is challenged by initiative or litigation, or is not
approved by the Oregon Health Authority, then the corresponding section of the most recently adopted,
unchallenged, and approved Ambulance Service Plan shall remain in effect until the challenge is
resolved or the approval is obtained.
(Ord. 92-3. Passed 3-25-92; Ord. 97-12. Passed 5-7-97; Ord. 2005-6. Passed 4-24-05. Ord.
2010-12. Passed 11-03-10.)
1075.04 SEVERABILITY.
Invalidity of a section or part of this chapter shall not affect the validity of the remaining
sections or parts of sections.
(Ord. 91-16. Passed 10-30-91.)
2010 Replacement
154
EXHIBIT A
2005 AMENDED
JACKSON COUNTY AMBULANCE SERVICE PLAN
TABLE OF CONTENTS
Section Page
1 CERTIFICATE OF COMPLIANCE 1
2 OVERVIEW OF COUNTY 2
3 DEFINITIONS--333-260-0010 ................................................................................2
4 AMBULANCE SERVICE AREAS 5
4.1 Boundary Descriptions 5
4.2 Boundary and Response Time Maps (See Appendix fl and and #2) 6
4.3 911 Districts (See Appendix 0), Fire Districts, and Incorporated
Cities (See Appendix #2) 6
4.4 Alternatives Considered to Reduce Response Times 7
5 SYSTEM ELEMENTS--333-260-050 7
5.1 Notification Time and Response Time (OAR 333-260-050 (2)(a)(b)
and (c)) 7
5.2 Level of Care 9
5.3 Personnel ..........................................................................................................9
5.4 Medical Supervision 9
5.5 Patient Care Equipment 10
5.6 Vehicles ..........................................................................................................10
5.7 Training 10
5.8 Quality Assurance and System Development 10
6 COORDINATION 14
6.1 Entity That Will Administer and Revise ASA Plan 14
6.2 Ambulance Service Delivery Complaints 15
6.3 Mutual Aid Agreements 15
6.4 Disaster Response 15
6.5 Personnel and Equipment Resources 16
6.6 Emergency Communications and Systems Access 17
7 PROVIDER SELECTION AND BOUNDARY CHANGES 19
7.1 Assignment of Ambulance Service Areas 19
7.2 Maintenance of and Reassignment of Ambulance Service Areas 19
7.3 Application for Ambulance Service Area 20
7.4 Responsibilities of Ambulance Service Area Providers:
Subcontracts, Assignments, and Vacations 23
7.5 Study and Recommendation Process 24
7.6 Preference to Qualified Displaced Employees 28A
7.7 Periodic Amendments to Plan 28A
155 Jackson County Ambulance Service Plan SECTION 1
SECTION 1. CERTIFICATE OF COMPLIANCE.
Pursuant to Administrative Rule 333-260-0030(2)(a), (b) and (c), the undersigned certify
that:
A. Each subject or item contained in the Jackson County Ambulance Service Plan has
been addressed and considered in the adoption of the plan by this body.
B. In this governing body's judgment, the ambulance service areas established in the plan
provide for the efficient and effective provision of ambulance services.
C. To the extent that they are applicable, the county has complied with 682.062 and
682.063 and existing local ordinances and rules.
DATED at Jackson County, this day of -----2005.
/s/ Jack Walker
Chair, Jackson County Board of Commissioners
/s/ Susan E. Slack
County Administrator
/s/ Hank Collins
Director, Health and Human Services
Approved as to Form:
/s/ Michael Jewett
County Counsel
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SECTION 2 STREETS, UTILITIES AND PUBLIC SERVICES CODE 156
SECTION 2. OVERVIEW OF COUNTY.
Jackson County is a political subdivision of the state of Oregon and governed by an elected
three-member board of commissioners. Jackson County covers an area of approximately 2,801
square miles and has a population of approximately 205,305. Within that area there are a variety
of geographical and topographical influences. The county has two major mountain chains, the
Siskiyou Mountains to the south and west, and the Cascade Mountains to the north and east. In
addition, there are two major rivers. The Rogue River runs from the upper northeast corner of
Jackson County down through the middle of the county, and the Applegate River runs from
Applegate Lake in the southwest portion of the county northwest toward Grants Pass. There are
also hundreds of streams and lakes throughout Jackson County. The elevation of Jackson
County at the Courthouse is 1,382 feet, with the lowest being about 1,000 feet and the highest
being close to 9,800 feet at Mt. McLaughlin. Snow can be found in some areas 11 months out of
the year.
The population center of Jackson County is along the Interstate 5 corridor, extending from
Rogue River to Ashland. About three-fourths of the county's population lives within five miles
of either side of Interstate 5. There are two urban areas including Medford with a population of
approximately 68,080 and Ashland with a population of 21,485. The economy of Jackson
County is a balance between the timber industry, agriculture, recreation, tourism, manufacturing,
and health services. Historic Jacksonville and Ashland's Shakespearean Festival bring a large
number of tourists into the county throughout the year. The county has a large number of
topographic and geographic features that influence ambulance service in Jackson County.
Mountains, rivers, lakes, streams, and other natural influences all play an important role in
shaping this ambulance plan.
Jackson County is divided into three separate ambulance service areas which are operated by
three ambulance service providers. The ambulance service providers offer advanced life support
emergency medical care and transportation. These providers, the ASA boundaries and other
general information, are described in this ASA plan.
SECTION 3. DEFINITIONS--333-260-0010.
3.1 "Acute Medical Condition" means any condition or symptom of a person that relates to or
represents an imminent risk of death or serious physical injury. "Acute Medical Condition"
includes, but is not limited to:
1. Chest pain or cardiovascular symptoms;
2. Respiratory distress;
3. Head injury, loss of consciousness, seizure or altered mental status;
4. Paralysis or spinal cord injury;
5. Significant abdominal pain;
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157 Jackson County Ambulance Service Plan SECTION 3
6. Fracture or dislocation;
7. Amputation - except for the very tip of a finger or toe;
8. Significant, abnormal, acute pain;
9. Significant headache;
10. Significant bleeding - not easily controlled with a bandage or gauze;
11. Significant burns - larger than hand-sized or with blistering or charring;
12. Injuries suffered from a motor vehicle crash;
13. Active childbirth with the delivery of a baby, severe labor contractions or the need to
push;
14. Any significant medical condition wherein 911 was activated.
3.2 "Ambulance" has the meaning given that term by ORS 682.025.
3.3 "Ambulance Service" has the meaning givers that term by ORS 682.025.
3.4 "Ambulance Service Area (ASA)" means a geographic area that is served by one
ambulance service provider and may include all or a portion of a county, or all or portions of
two or more contiguous counties.
3.5 "Ambulance Service Plan" means a written document that outlines a process for
establishing a county emergency medical services system. A plan addresses the need for and
coordination of ambulance services by establishing ambulance service areas for the entire
county and by meeting the other requirements of these rules. Approval of a plan will not depend
upon whether it maintains an existing system of providers or changes the system. For example, a
plan may substitute franchising for an open-market system.
3.6 "Communication System" is a two-way radio communications between ambulances,
dispatchers, hospitals, and other agencies as needed. A two-channel multi-frequency capacity is
minimally required.
3.7 "Director" means the Director of Health and Human Services for Jackson County.
3.8 "Division" means the Oregon Health Division, Department of Human Services.
3.9 "Efficient and Effective Ambulance Service" means ambulance services provided in
compliance with provisions of this plan regarding boundaries, coordination, system elements,
and provider selection, at a cost that is reasonable in relation to the level of service provided.
3. 10 "Emergency" means any non-hospital occurrence or situation involving illness, injury, or
disability requiring immediate medical or psychiatric services wherein delay in the provision of
such services is likely to aggravate the condition and endanger personal health or safety.
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SECTION 3 STREETS, UTILITIES AND PUBLIC SERVICES CODE 158
3.11 "Emergency Care" means the performance of acts or procedures under emergency
conditions in the observation, care and counsel of the ill, injured or disabled; in the
administration of care or medications as prescribed by a licensed physician insofar as any of
these acts are based upon knowledge and application of the principles of biological, physical and
social science as required by a completed course initializing an approved curriculum in pre-
hospital emergency care. However, "emergency care" does not include acts of medical diagnosis
or prescription of therapeutic or corrective measures.
3.12 "Emergency Medical Technician (EMT)" means a person who has received formal
training in pre-hospital emergency care and is state-certified to attend any ill, injured or disabled
person. Police officers, firefighters, funeral home employees and other personnel serving in a
dual capacity, one of which meets the definition of "emergency medical technician" are
"emergency medical technicians" within the meaning of ORS Chapter 682.
3.13 "Emergency Medical Technician Basic" means a person certified by the Division as
defined in OAR 333-265-0000.
3.14 "Emergency Medical Technician Intermediate" means a person certified by the Division as
defined in OAR 333-265-0000.
3.15 "Emergency Medical Technician Paramedic" means a person certified by the Division as
defined in OAR 333-265-0000.
3.16 "First Responder" means a person certified by the Division as defined in ORS
682.025(7)(a) and (b).
3.17 "License" means those documents issued by the Division to the owner of an ambulance
service and ambulance, when the service and ambulance are found to be in compliance with
ORS 682.017 to 682.991 and OAR 333-250-0000 through 333-250-0100 and 333-255-0000
through 333-255-0093.
3.18 "Notification Time" means the length of time between the initial receipt of the request for
emergency medical service by either a provider or an emergency dispatch center ("911 and
the notification of the ASA provider.
3.19 "Owner" means the person having all the incidents of ownership in an ambulance service
or an ambulance vehicle or where the incidents of ownership are in different persons, the person,
other than a security interest holder or lessor, entitled to the possession an ambulance vehicle or
operation of an ambulance service under a security agreement or a lease for a term of 10 or more
successive days.
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159 Jackson County Ambulance Service Plan SECTION 3
3.20 "Patient," in addition to the meaning given that term by ORS 682.025, means a person
requiring emergent medical evaluation, treatment or transport for an acute medical condition.
3.21 "Provider" means any public, private, or volunteer entity providing emergency medical
care or ambulance service.
3.22 "Provider Selection Process" means the process established by the county for selecting an
ambulance service provider or providers.
3.23 "Public Safety Answering Point (PSAP)" means a 24-hour communications facility
established as an answering location for 911 calls originating within a given service area. A
primary public safety answering point receives all calls directly from the public. A secondary
public safety answering point only receives calls from a primary public safety answering point
on a transfer or relay basis.
3.24 "Response Time" means the length of time between the notification of each provider and
the arrival of each provider's emergency medical service unit(s) at the incident scene or at the
end fo an ambulance access point.
3.25 "Supervising Physician" has the meaning provided in ORS 682.025(18).
3.26 "System Response Time" means the elapse time from when the Public Safety Answering
Point (PSAP) receives the call until the arrival of the appropriate provider unit(s) on the scene.
(Ord. No. 2001-16. Passed 8-22-01.)
SECTION 4. AMBULANCE SERVICE AREAS.
Jackson County is divided into three separate Ambulance Services Areas. Maps depicting
boundaries of the ASAs, Appendix #l; ASA Response Times, Appendix #2; and the 911 law
jurisdiction boundaries, Appendix #3, are a part of this plan. Larger and more detailed maps are
on file in the Jackson County Information Technology Department G.I.S. Section and the Health
and Human Services Department.
4.1 Boundary Descriptions
Ambulance Service Area No. I
Includes the City of Rogue River and the area of Wimer. Response times are suburban for
Rogue River, and along Interstate 5. The rest of the ambulance service area has rural response
times, frontier or Search & Rescue response times.
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SECTION 5 STREETS, UTILITIES AND PUBLIC SERVICES CODE 160
Ambulance Service Area No. 2
Includes Medford, Central Point, Jacksonville, Phoenix, Gold Hill, Ruch, Applegate, White
City, Eagle Point, Shady Cove, Butte Falls, Prospect and Union Creek. Urban response times
apply to Medford and Central Point. Suburban response times apply to Phoenix, Jacksonville,
White City and Eagle Point. Semi-rural response times apply to Gold Hill and Shady Cove. The
remainder of the area has rural, frontier and Search & Rescue response times.
Ambulance Service Area No. 3
Includes Ashland, Talent, Colestine, Pinehurst and Mt. Ashland. This area has an urban response
time for Ashland and a suburban response time for Talent. The remainder of this area has rural,
frontier and Search & Rescue response times.
4.2 Boundary and Response Time Maps (See Appendix #1 and 42)
These maps represent the boundaries of the three ASAs and "Provider Response Time" which
includes notification time, roll out time and provider response time. Response times may be
subject to the variables of access, weather, road and traffic conditions as well as other
circumstances.
4.3 911 Districts (See Appendix 43), Fire Districts (See Appendix 44) and Incorporated Cities
(See Appendix 92)
A. Attached is a map showing 911 prefix boundaries. There are a total of 13 fire districts
dispatched from two different locations. RVCCOM dispatches for Medford and Ashland.
Southern Oregon Regional Communications (SORC) dispatches for the rest of the county.
Providers may dispatch their own ambulances.
B. There are 11 incorporated cities within Jackson County, including Ashland, Medford,
Phoenix, Talent, Jacksonville, Central Point, Gold Hill, Rogue River, Shady Cove, Eagle
Point, and Butte Falls. These can be seen on all the maps attached to this plan.
C. In addition to the fire departments of the cities of Medford, Ashland, Jacksonville,
Phoenix and Butte Falls, there are 9 rural fire departments in Jackson County: Applegate,
Colestine, Evans Valley, Fire District #3, Fire District #4, Fire District #5, Lake Creek,
Medford Rural #2, Prospect, Rogue River, and parts of the Williams Fire District. The
remaining portion of the county is served by ranger districts, including the Applegate
Ranger District, the Ashland Ranger District, Prospect Ranger District, and Tiller Ranger
District.
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161 Jackson County Ambulance Service Plan SECTION 5
4.4 Alternatives Considered to Reduce Response Times
Heavily forested, mountainous terrain and severe winter weather conditions present difficult
access and long response time to ground ambulances. In those situations, when an urgent
response is indicated, in addition to notifying the ASA provider the ASA provider may elect to
call the nearest appropriate rotary-wing air ambulance or other special response teams.
In some instances, for various reasons, an ambulance service provider from an adjoining
county's ASA could respond quicker to an incident. This would be covered under a signed
Mutual Aid Agreement and would be at the discretion of the ASA provider.
All pre-arranged non-emergency transfers and inter-facility transfers will be provided by the
ASA provider in the area the transfer originates.
SECTION 5. SYSTEM ELEMENTS--333-260-050.
5.1 Notification Time and Response Time (OAR 333-260-050 (2) (a) (b)and (c))
A. Notification time is defined above in Section 3.18. The maximum notification time
shall be 2 minutes at least 90% of the time.
B. Response time is defined above in Section 3.24. The following standards are adopted
for response times:
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SECTION 5 STREETS, UTILITIES AND PUBLIC SERVICES CODE 162
1.
Zone Response Criteria
Time
Search & 4 hours Primarily forest, recreation or wilderness lands not
Rescue accessible by paved roads and with less than 6
persons per square mile. Response Time applies for
ASA provider vehicle access only.
Frontier 2 hours 6 or fewer persons per square mile and accessible by
maintained roads.
Rural 45 minutes More than 10 miles from Medford and Ashland City
Hall, and a population of greater than 6 persons per
square mile
Semi- 20 minutes The urban growth boundaries of Gold Hill and
Rural Shady Cove. Also includes those portions of Galls
Creek, Sardine Creek, and Hodson Roads within
Fire District # 1 and on paved roads.
Suburban 15 minutes Within 10 miles of Medford City Hall and Ashland
City Hall (and on paved roads) and the city of Rogue
River. Also I-5 from the Josephine County line to
exit 12 south of Ashland (except those areas within
urban response zones). Includes Jacksonville, Eagle
Point Phoenix, Talent and White City. Includes the
Jackson County Expo. Includes all areas within Fire
District # 1 along paved roads.
Urban 10 minutes Within the urban growth boundaries of Ashland,
Medford and Central Point.
Other Includes a buffer on paved roads of 500 feet.
Key Ashland - urban zone is an exception to the
Areas trauma rules (is not a population center of
50,000 persons or more). Under State trauma
rules it would be rural.
• I-5, Siskiyous, Hwy 140, Hwy 66, Hwy 62 and
other roads outside the valley may experience
weather / road conditions that may interfere
with normal driving conditions and extend
response times.
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163 Jackson County Ambulance Service Plan SECTION 5
2. Arrival at the Scene: ASA Ambulance:
Urban - 10 minutes, 0 seconds or less 90% of the time
Suburban - 15 minutes or less 90% of the time
Semi-rural - 20 minutes or less 90% of the time
Rural - 45 minutes or less 90% of the time
Frontier - 2 hours or less 90% of the time
Search & Rescue - 4 hours or less 90% of the time
C. System response time is defined in Section 3.26. System response times are the sums
of Ambulance response times plus a maximum of two minutes for notification time.
For the purpose of this plan, urban areas are the cities of Ashland, Central Point, and Medford.
Suburban areas include Eagle Point, Jacksonville, Phoenix, Rogue River, Talent, White City,
and contiguous areas as shown on the map referenced in Section 4.2. Semi-rural communities
are Gold Hill and Shady Cove. Rural areas include Colestine, Brownsboro, Lake Creek,
Pinehurst, Ruch, Trail and portions of the Applegate, and contiguous areas as shown on the map
referenced in Section 4.2. Frontier areas are those which are not urban, suburban, semi-rural, or
rural, and include the communities of Butte Falls, Prospect, and Union Creek. Search & Rescue
areas are federal and wilderness lands and other lands as shown on the map referenced in
Section 4.2.
5.2 Level of Care. Providers of ambulance service shall provide, at the minimum, paramedic
level of care meeting the requirements of OAR 333-255-072.
Emergency Medical first responders are those arriving at the scene to render emergency medical
aid usually before the transporting agency is on the scene.
A. EMTs with agencies not normally providing transport but dispatched to provide
emergency medical care to calls in their area. The quality assurance will be monitored by
the supervising physician. Problems may be reported to the QA Committee for review.
5.3 Personnel. When operating an ambulance in Jackson County, all providers shall meet the
requirements of ORS 682.025 to 682.991 and OAR 333-255-070(1) and/or OAR 333-255-
071(1) through OAR 333-255-072(1).
5.4 Medical Supervision. All EMTs utilized by EMS agencies shall be supervised by a
Supervising Physician as defined in Section 3.25. The supervising physician:
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SECTION 5 STREETS, UTILITIES AND PUBLIC SERVICES CODE 164
A. Shall issue, review, update, and explain standing orders to First Responders and
EMTs.
B. Ascertain that First Responders and EMTs are certified and in good standing with the
Oregon State Health Division.
C. Coordinate continuing education activities.
D. Review on a regular basis EMT and First Responder practices by:
1. Direct observation of field performance;
2. Review of pre-hospital care reports;
3. Overseeing the Jackson County Continuous Quality Improvement Plan; and
4. Reviewing cases with individual EMTs and First Responders.
E. Shall choose the manner in which these duties and responsibilities are best carried out.
5.5 Patient Care Equipment. Patient care equipment must meet or exceed the Oregon Health
Division's requirements as specified in ORS 682.017 to 682.991 and OAR 333-255-0070(2), (3),
(5) or (7) through OAR 333-255-0073 and the standing orders, policies and protocols for
emergency pre-hospital care for the licensing of that vehicle. The ambulance service provider
shall maintain a list of equipment for their ambulances, which shall be furnished to Jackson
County or QA Committee upon request.
5.6 Vehicles. All ground ambulances in Jackson County shall meet or exceed the
requirements set forth in ORS 682.015 to 682.991 and OAR 333-255-000 through 333-255-079,
and shall be currently licensed. In addition to the requirements of ORS and OAR, all providers
must maintain a detailed history of maintenance for transporting vehicles. These vehicles shall
undergo, at a minimum, an annual inspection by a competent mechanic who shall prepare a
report on forms to be provided or approved by the Director. The maintenance records shall be
open to inspection by Jackson County.
5.7 Training. Rogue Community College, with facilities in both Medford and Grants Pass, is
the primary educational facility for EMT Basic, Intermediate and Paramedic training.
Recertification and continuing medical education is provided through in-house training
programs and seminars that are sponsored by local medical operations. All providers in the
county shall comply with continuing medical education and recertification standards set by the
Oregon State Health Division. The local hospitals and ASA providers are encouraged to
participate in the training.
5.8 Quality Assurance and System Development.
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165 Jackson County Ambulance Service Plan SECTION 5
A. Pre-hospital Quality Assurance. Pre-hospital quality assurance is a system designed
to ensure that the medical care and transportation rendered to patients is both safe and
appropriate and that such care meets professional and local standards. The guidelines of
care shall comply with state statutes and administrative rules, and current standing orders
and scope of practice as set by the agency's supervising physician, in accordance with the
Oregon State Health Division and the Oregon State Board of Medical Examiners.
Guidelines included in the Area Trauma Plan shall also be considered. In-house quality
assurance programs shall cooperate with hospital or Area Trauma Advisory Board
(ATAB-5) quality assurance committees.
All quality assurance procedures shall protect the confidentiality of patient records.
Quality assurance process and records are to comply with ORS 192.525 through ORS
192.5301 ORS 192.610 through ORS 192.685, and ORS 41.685 federal HIPPA regulations
and shall be protected from public disclosure to the extent allowed by law. All charts will
be kept confidential and treated as privileged information.
B. Quality Assurance (QA) Committee. A Quality Assurance Committee shall be
formed, the purpose of which is to review pre-hospital care to assure that appropriate, safe
and quality care and transport is delivered to Jackson County residents. The QA
Committee shall review complaints of violations of the ASA plan referred by the Director
Health and Human Services and review dispatch processes and times and may make
recommendations for revisions to this plan, as needed. It will meet at least quarterly to
review pre-hospital EMS activities and submit necessary requested reports to the Director
and the Jackson County EMS Committee.
C. Quality Assurance Committee Membership. Members of the QA Committee shall be
appointed by the Jackson County Board of Commissioners. Committee membership shall
be made up of the EMS physician supervisor(s); four EMTs, two from transporting
agencies and two from non-transporting agencies; one emergency department RN; one 911
representative; and one Health and Human Services staff member.
D. Quality Assurance Standards. All Jackson County ambulance service providers shall
comply with the Jackson County ASA Plan, including but not limited to conducting
ongoing peer review and quality assurance activities. The goals for the delivery of pre-
hospital care to Jackson County residents are:
1. All emergency pre-hospital care is accessed by utilizing the emergency 911
number;
2. The 911 dispatcher correctly identifies the medical problem and utilizes the
dispatch system to initiate the appropriate level of response;
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SECTION 5 STREETS, UTILITIES AND PUBLIC SERVICES CODE 166
3. The pre-hospital care providers perform correct assessments and initiate
appropriate treatment and transport; and
4. The pre-hospital care providers notify the receiving hospital of the impending
arrival of the patient. This notification is completed in a timely fashion.
E. Quality Assurance Screens. To assure consistency of review of potential problem
areas in emergency pre-hospital care, generic indicator screens will be used to determine
quality assurance. These indicator screens are listed below:
1. Inappropriate response and/or scene times: Please refer to Section 5.1;
2. Patient transport refusals resulting in adverse consequences;
3. Inappropriate application of protocols or noncompliance with on-line medical
control;
4. Patient deaths (pre-hospital and emergency department deaths when treated or
transported by a pre-hospital care provider);
5. Equipment failures;
6. Selected emergency medical instructions; i.e, CPR by dispatch center;
7. Selected cases referred by supervising physicians, agencies, or public complaints
where potential problems may exist in any aspect of prehospital care; and
8. Complaints registered by patients, members of the public, or providers.
F. Data Sources for Quality Assurance. The following data sources will be used in
determining quality assurance:
1. Quality assurance reports from physician supervisors and agencies;
2. 911 center records and tapes;
3. Pre-hospital care reports;
4. Complaints;
5. Incident reports;
6. Hospital medical records;
7. Autopsy reports;
8. Generic indicator screens;
9. Vehicle and equipment manufacturer guidelines;
10. Law enforcement reports;
11. Fire department reports;
12. Agencies' response time records;
13. Agencies / 911 center dispatch / response time records.
G. Emergency Medical Services (EMS) Committee. An Emergency Medical Services
Committee shall be formed, the purpose of which is to review all aspects of emergency
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167 Jackson County Ambulance Service Plan SECTION 5
medical services in Jackson County with the exception of issues involving quality of
individual patient care. This task includes review of the activities of EMS agencies
throughout Jackson County relative to their adherence to the ASA plan. The EMS
Committee may recommend changes to the plan, review boundary changes, make
recommendations on response time changes, review local ordinances as to their adherence
to the Jackson County ASA plan, review rates, and make findings and recommendations to
the Director & Human Services.
H. EMS Committee Membership. Committee membership shall be made up of the EMS
physician supervisor(s); one representative from each of the following agencies: (a)
agencies that respond to emergency medical calls in Jackson County, (b) hospitals in
Jackson County, and (c) PSAPs in Jackson County; and one member of the staff of the
Department of Health and Human Services.
1. Authority of Board of Commissioners. The Board of Commissioners has the final
authority to act upon all recommendations forwarded to the county by the EMS or QA
Committee. A chart depicting the ASA plan advisory structure is attached hereto as
Appendix #5.
J. Quality Assurance Review and Suspension or Revocation of Assignment.
1. Complaint Investigation. The Director & Human Services (Director) shall
investigate all complaints and violations of the county ASA plan. If upon the
conclusion of the investigation the Director determines that an ambulance service
provider has not met the minimum standards set forth in this plan, the noncomplying
provider shall be notified. The Director shall develop a corrective action plan and time
schedule for corrections. The provider shall have up to 30 days to make the necessary
changes ordered by the Director. If the provider fails to make the necessary changes as
directed, the Director shall either order the issuance of a citation for violation of a
county ordinance or refer the matter to the Board of Commissioners with a
recommendation for corrective action which may include suspension or revocation of
the ASA assignment.
If there is a threat to public health or safety, the Director may take immediate action
against a noncomplying provider.
2. Suspension or Revocation of Assignment. Upon a recommendation of the
Director, or upon its own motion the Board of Commissioners may suspend or revoke
the assignment of an ASA upon a finding that the provider has:
a. Violated provisions of the contract between the ASA Provider and the
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SECTION 6 STREETS, UTILITIES AND PUBLIC SERVICES CODE 168
county, a county ordinance, the Jackson County ASA Plan or provisions of State
or Federal laws and regulations;
b. Materially misrepresented facts or information given in the application for
assignment of an ASA or as part of the review of performance on the part of the
provider; or
c. Endangered or is endangering the health and/or safety of the public or
people requiring emergency medical services.
In lieu of suspension or revocation of the assignment of an ASA, the Board of
Commissioners may order that the violation be corrected and make the suspension or
revocation contingent upon compliance with the order within the period of time stated.
Written notice of the Board's action shall be provided to the holder of the assignment
which shall specify the violation, the action necessary to correct the violation and the
date by which the action must be taken. If the holder of the assignment fails to take
corrective action within the time required, the Board shall notify the holder that the
assignment is suspended or revoked upon receipt of the notice.
A person receiving a notice of the suspension, revocation or contingent suspension or
revocation of an ASA may request a hearing by filing with the Board a written request
for a hearing within 14 days of the decision, setting forth the reasons for the hearing
and the issues proposed to be reviewed. The tiling of a hearing request shall stay the
action, pending the hearing and final determination of the decision, unless a change is
required due to an immediate hazard to public safety or welfare. The hearing shall be
held pursuant to the procedures set out in Section 7.5(D) of the plan. Within 14 days
of the conclusion of the hearing, the Board, or if the Board appoints a Hearings
Officer, the Hearings Officer, shall affirm, reverse or modify its original decision.
If the ASA assignment is suspended, the Board of Commissioners will appoint an
interim provider or providers until the suspension is lifted. If the ASA assignment is
revoked, the Board of Commissioners will appoint an interim provider or providers to
serve until a permanent provider is assigned to the area. Applications for the
ambulance service area will be taken in the same manner as set forth in Section 7 of
this plan.
SECTION 6. COORDINATION.
6.1 Entity That Will Administer and Revise ASA Plan. The Director will administer the ASA
plan. The EMS and /or QA Committee will make recommendations for changes in the ASA plan
to the Director, on or before October 15 of each year. The Director will consider the
14
169 Jackson County Ambulance Service Plan SECTION 6
recommendations of the committee(s) and will make recommendations for changes in the ASA
plan to the Board of Commissioners. Once each year, if necessary, amendments to the plan will
be adopted in the manner of a non-emergency ordinance, after consultation with interested
persons, cities and districts, as provided in ORS 682.062.
6.2 Ambulance Service Delivery Complaints. Any agency which receives a complaint from
the public, or identifies a potential problem with any aspect of the pre-hospital care system, shall
notify the Director. The Director shall investigate the complaint as set out in Section 5.8(J) and
may refer the matter for further study to either or both the QA or the EMS Committees.
6.3 Mutual Aid Agreements.
A. All ASA providers will be required to sign a Mutual Aid Agreement with all Jackson
County ASA providers and respond in accordance with the Mutual Aid Agreement. All
requests for mutual aid will be made through the appropriate PSAP center.
B. In the interest of achieving the lowest response time and taking into consideration
location, access and weather, adjoining ASA providers may enter into mutual aid
agreements that in effect slightly modify ASA boundaries. These signed agreements shall
be submitted to all affected Dispatch Centers, SORC and the Director.
6.4 Disaster Response.
A. County Resources.
Coordination: All responding resources shall respond and operate under the National
Interagency Incident Management System (NIIMS) incident command system. An
incident command system will be established by the first arriving units and will be
expanded as the need dictates. All additional incoming units shall respond, stage, and
carry out assigned tasks at the direction of the Incident Commander.
Terrorism Response: As there are a variety of "terrorism" agents that can be used to cause
disease, disability, or death, patient care and personal protection of responders may vary
greatly. Many of these agents require extensive personal protective equipment and
procedures to prevent harm to EMS staff and contamination of response/transport vehicles
and equipment. For these reasons, incidents involving suspected or confirmed terrorism
agents will result in staging of medical units, with care and transport under direction of the
Incident Commander on scene. EMS staff will provide care and transportation only after
patients have been decontaminated and declared by HazMat or the on scene Incident
Command to be safe for transport.
15
SECTION 6 STREETS, UTILITIES AND PUBLIC SERVICES CODE 170
Details regarding Jackson County's response to terrorism are located in the Jackson
County Emergency Operations Plan under Annex W "Emergency Response to Terrorism"
and Annex Y "Bioterrorism".
Communication: All disaster medical dispatch communications shall be coordinated
through the lead dispatch center.
Triage: All responding units assigned triage responsibilities shall utilize S.T.A.R.T.
procedures as outlined in the Jackson County Emergency Medical Services Standing
Orders. Generally, a Triage Group Supervisor will be assigned the function and report
directly to the Medical Branch Director.
Transportation: The coordination of the transportation of injured patients shall be
coordinated under the incident command system. Generally, a Transportation Group
Supervisor will be assigned the function and report directly to the Medical Branch
Director.
B. Special Resources. All emergency medical services dispatchers shall have a current
list or a centralized contact point to request available police, fire, first responders, air and
ground ambulances, and special responders for extrication, water rescue, and hazardous
materials incidents, as well as protocols for their use.
C. Mass-Casualty Incident Plan(s). The procedures for management of mass casualty
incidents conform to the NIMS system to provide standardization of organization
structure, definitions of terminology, areas of responsibility, and operational procedures.
6.5 Personnel and Equipment Resources.
A. All emergency medical services dispatchers will have a list of routinely available
police, fire responders, air and ground ambulances, quick response teams and special
responders for extrication, search and rescue, water rescue, hazardous materials incidents,
out of county resources and protocols for their use. A list of equipment resources will be
updated as needed and sent to all emergency medical dispatchers.
B. In an incident requiring additional or specialized personnel and equipment, the
Incident Commander(s) on the scene shall make the request to the appropriate dispatch
agency through the designated communications command frequency. The request shall
include, but is not limited to:
16
171 Jackson County Ambulance Service Plan SECTION 6
1. Type of resource(s) needed;
2. Location of staging;
3. Approximate number of personnel required;
4. Extent of incident; and
5. Medical care responsibility assignment.
C. Each resource provider shall assume the medical care responsibility as directed by the
Incident Commander. Coordination of these resources with the ASA provider will be
accomplished through the Incident Commander and the primary dispatch center for the
incident.
6.6 Emergency Communications and Systems Access.
A. Telephone Access. All residents and visitors within Jackson County can access
emergency medical services by calling 911. There are two 911 PSAPs (Public Safety
Answering Points) in Jackson County. The PSAPs provide centralized reception and direct
dispatch or call relay for emergency medical response.
B. Dispatch Procedures.
1. The dispatching of emergency medical resources will be based on the emergency
medical dispatch card system which includes pre-arrival patient care instructions.
2. All emergency medical dispatchers in Jackson County will be trained in the
Emergency Medical Dispatch protocol, or its equivalent. Any newly hired emergency
medical dispatcher will be trained within one year of employment, based on class
availability. Annual refresher courses are obtained through certified in-house
employees, the local community college, and regional training provided by the Board
of Public Safety Standards and Training.
3. All 911 Centers and EMS agencies shall utilize a standardized priority dispatch
system. The standardized system shall be defined by the EMS Committee.
4. In cases of special injury or illness, the information is given to the appropriate
transporting agency for their determination of the need of special resources or
personnel. The PSAP will also advise the transporting agency of any EMED
instructions utilized on the call for service.
5. All of the transport providers utilize radio pagers and monitors to alert the
ambulance crews. If the primary ambulance service does not respond within 10
minutes of notification, the EMT on the scene may request the closest alternate
17
SECTION 6 STREETS, UTILITIES AND PUBLIC SERVICES CODE 172
provider to respond. If there is no EMT on the scene, the primary dispatch center may
dispatch the closest alternate provider. In any event, the lack of response within 15
minutes will dictate the dispatch of the closest alternate provider. These cases will be
documented and the Director of Health and Human Services will be notified. This
standard does not preempt the prerogative of the EMT on the scene to initiate
immediate transport or to request additional ambulance transport based on patient
assessment.
6. The content of the dispatch order to the responding crews shall consist of:
a. Location of medical emergency
b. Nature of the medical emergency
c. Specific or special instruction or information (EMEDS in progress, trapped
subject, hazardous materials, etc.)
7. Each EMS dispatch agency shall maintain unit status which shall include:
a. Time alarm received
b. Time in route to call
c. Time of arrival at the scene
d. Time of patient transport to hospital
1) Name of hospital
2) Code response
e. Time of arrival at hospital
f. Other unit status information
1) Out of service
2) Return to service
C. Radio Communications System.
1. Radio pagers, portable radios, and mobile based communications are used for
communication between ambulance crews and their departments or dispatch centers.
2. All ambulances will be equipped with a minimum of a 60-watt multi-channel
radio. All ambulances will have Med Net primary (155.340) and Med-Net secondary
(155.400) frequencies. Each ambulance crew will have a minimum of one five-watt,
hand-held radio with a minimum of two-channel capability. The portable hand-held
radios will have at a minimum Med Net primary (155.340) frequency.
3. All of the Jackson County ambulance providers shall use the Med Net primary
frequency (155.340) to contact the receiving hospital. The Med Net primary can also
18
173 Jackson County Ambulance Service Plan SECTION 7
be used for on-line medical control, if needed, and to contact Southern Oregon
Regional Communications (SORC) or RVCCOM for the trauma status of Providence
Hospital and Rogue Valley Medical Center.
4. The transporting unit within Jackson County shall contact the receiving hospital
prior to arrival to provide patient information. The content of the report shall include
the following when at all possible:
a. Ambulance Transport Identification
b. Name of EMT and EMT level,
c. Age and gender of patient
d. Chief complaint
e. Vital signs and time taken
f. Treatment already delivered
g. Estimated time of arrival
5. Dispatch centers shall have radio consoles/base stations capable of transmitting
and receiving on Frequency 155.340 and 155.400. Access to emergency medical
dispatch centers shall be limited, if possible, to authorized personnel only.
SECTION 7. PROVIDER SELECTION AND BOUNDARY CHANGES.
7.1 Assignment of Ambulance Service Areas.
A. No person shall provide ambulance service in Jackson County unless an ambulance
service area has been assigned to that person pursuant to this plan. This does not preclude
a first responder's need to transport a patient immediately due to an existing critical time
frame in obtaining advanced patient care.
B. This plan does not apply to providers of air ambulance services, or to vehicles or
providers listed in ORS 682.035 on the date this plan was adopted.
7.2 Maintenance of and Reassignment of Ambulance Service Areas.
A. Each ambulance service provider will submit updated information to the Health
Director no later than March 1 of each year. The updated information shall be
provided on a form to be supplied by the Health Department, which shall require
copies of current vehicle licenses, rates, a financial statement, certification of
insurance, a mechanic's inspection report personnel certifications, and other
documents deemed necessary by the
19
SECTION 7 STREETS, UTILITIES AND PUBLIC SERVICES CODE 174
Director. The Director will make a report to the Board of Commissioners at a later time if
requested.
B. Any changes in a providers resources or equipment shall be immediately reported to
the Director, who shall transmit the information to the Quality Assurance Committee and
the Jackson County Emergency Management Division for inclusion in the Jackson County
Emergency Operations Plan Resource List. The Jackson County Emergency Management
Division will disseminate resource information to the committee upon the Quality
Assurance Committee's request.
7.3 Application for Ambulance Service Area.
A. Not less than 180 days prior to the expiration of the assignment of an ambulance
service area, the Director of Health and Human Services shall notify such holders of
ambulance service areas of expiration. The Director will also notify all interested parties
and shall post a notice in at least 3 locations throughout the ASA and in the newspaper of
the highest circulation in the ASA that the ASA assignment is to expire. Letters of intent
to serve the ASA must be submitted to the Director by 120 days prior to the expiration of
the ASA assignment. If the current ASA provider is the only entity intending to serve the
ASA, a formal application process will not be required. The ASA provider must provide
information that demonstrates the provider has and will continue to meet and/or exceed the
ASA plan requirements. If at least one letter of intent is submitted by an entity other than
the current ASA provider, each entity shall submit an application that shall include, at a
minimum, the information required by Section C of this section. The application(s) shall
be submitted no later than 5:00 p.m., 60 days prior to the expiration date. The review of
the application and assignment of the ambulance service area shall be in accordance with
this Section and Section 7.5 of this plan. Competing applicants will be required to post a
bond on or before the date of application submission to qualify for consideration.
B. Each request for a three year extension of assignment shall include a demonstration
that the provider meets or exceeds ASA, State law and administrative requirements.
C. Each application for assignment of an ambulance service area or amended ambulance
service area shall be reviewed for the applicant's conformity with the requirements of
Oregon law and the Jackson County Ambulance Service Area Plan, the need for
significantly improving the efficiency and effectiveness of ambulance service within
Jackson County, and specific review criteria to evaluate the application. Review criteria to
evaluate an application shall include but not be limited to:
20
175 Jackson County Ambulance Service Plan SECTION 7
1. Clinical Sophistication
a. Level of care ALS, BLS
b. Equipment vehicles and equipment stock lists
c. Protocols knowledge and availability of pre-hospital EMS protocols
d. Historical performance and compliance with standards
2. Response Time Standards
a. Ambulance location(s)
b. Staffing per shift, in-house and on call
c. Historical performance and compliance with standards
3. Business Practices
a. Management structure job descriptions and qualifications of personnel
responsible for the ASA, including: business/operations manager, training
officer, and supervisors.
b. Vehicles and equipment hardware description of quantity, age and condition
of items to be used, maintenance, and replacement schedules.
c. Insurance coverage at or above state requirements.
d. Billing practices a system that is well documented; and easy to audit,
including third party private parties, overdue, and write-offs.
e. Wage and benefit program for employees.
f. Full cost accounting of a proposed first-year budget, which includes all
resources and expenditures.
g. Full disclosure of all outside costs associated with transport costs, including
billing and compensation arrangements with first responder services and
dispatchers.
h. The amount and extent of any subsidy.
4. Coordination with Emergency Medical Dispatch
a. Notification with dispatch of ambulance status.
b. Communications equipment and personnel.
c. Method of monitoring and reporting of dispatch and response times and
exceptions.
5. Continuing Education
a. Continuing education program that meets or exceeds State certification.
b. Process for the recognition of quality of care problems and the educational
procedure to correct those problems.
c. Cooperation with training facilities to provide internship "ride-along"
21
SECTION 7 STREETS, UTILITIES AND PUBLIC SERVICES CODE 176
program for EMT students.
6. Quality Assurance
a. Procedure to provide the Quality Assurance Committee the necessary data
for case reviews, screens, and investigations.
b. Cooperation between quality assurance and management.
c. Historical performance and compliance with standards
7. Mutual Aid Procedures for coordination to include:
a. Neighboring ASA's
b. Standbys
c. First responders
8. Disaster Coordination Procedures to meet disaster responsibilities as described in
the ASA Plan.
9. Safety Net - Process to assure against interruption of service should any of the
following occur:
a. Decreased personnel levels
b. Financial failure
c. Revocation of ASA due to noncompliance
10. The completeness of the application packet, including submission of all required
supporting documentation to verify the information contained in the submitted
application will also be evaluated. The Board of Commissioners, County Health and
Human Services Director, or the designated hearings officer may require all
applicants to submit additional information necessary to make a recommendation or
determination on boundaries or providers. Refusal to submit required information may
result in disqualification of an application for consideration of an ambulance service
area.
C. The assignment of ambulance service areas or an amended ASA shall be
valid for five years from the date of issuance. This assignment may be extended
up to a single three-year period at the discretion of the Board of Commissioners
if the provider exceeds standards outlined in this plan. If a three year extension is
sought, the provider must make a written request for said extension no later than
the 1 st day of July prior to the termination of the original assignment. A full
application shall not be required if the provider exceeds the standards outlined in
this plan. Information documenting such excess of standards shall be submitted
on forms provided by the Health and Human Services Director. If the
assignment is not extended for the additional three-year period or at the
conclusion of that additional period, the assignment of ambulance service areas
may be renewed for
22
177 Jackson County Ambulance Service Plan SECTION 7
additional five-year terms commencing on the 1st day of January pursuant to the ASA
plan. If the county receives an application from another provider requesting to serve the
ambulance service area no less than 60 days prior to expiration of the ASA, then the study
and recommendation process will be followed as set forth in Section 7.5(D). If the
application for assignment is uncontested, the procedure set out in Section 7.5(C) shall be
followed.
D. No less than 30 days prior to any date when the applications for the assignment of an
ambulance service area are due, notice of such application due date shall be posted in three
public places, one of which will be within the ASA, and published at least once in a
newspaper of general circulation in Jackson County.
7.4 Responsibilities of Ambulance Service Area Providers: Subcontracts, Assignments, and
Vacations. Upon assignment of an ambulance service area to a provider in accordance with
Section 7, the provider:
A. Shall conduct its operations in strict compliance with all applicable County, State, and
Federal laws and regulations and the terms of the ordinance and the Jackson County
Ambulance Service Area Plan.
B. Shall not refuse to respond to an emergency call for service if an ambulance is
available for service.
C. Shall not respond to a medical emergency located outside its assigned ambulance
service area except:
1. When the ambulance service provider assigned to the ambulance service area is
unavailable to respond and the provider is requested by the other provider or
recognized dispatch center to respond.
2. When the response is for supplemental assistance or mutual aid, or as part of a
MCI/MPS or disaster.
D. Shall not transfer the assignment of an ambulance service area or part of an
ambulance service area without a 90 day written notice to and approval of the Board of
Commissioners. The written notice shall include an application for assignment of the
ambulance service area submitted by the transferee. The application shall be reviewed in
accordance with Section 7.3(C).
1. A transfer of assignment shall include a sale of the business or transfer of 51
percent of stock in a private or not-for-profit company. A sale of the business to
23
SECTION 7 STREETS, UTILITIES AND PUBLIC SERVICES CODE 178
another ambulance provider desiring to continue service in the assigned area is not a
withdrawal from service. If a provider ceases to provide service, the Board of
Commissioners shall appoint an interim provider until a permanent provider is
selected.
2. A provider desiring to withdraw from part or all of an assignment must be able to
prove that because of extenuating circumstances, it is no longer able to provide a
service. Review of reasons for withdrawal will be conducted by the Director in
consultation with the QA Committee if desirable.
E. A provider who withdraws or attempts to withdraw from serving part of an assigned
area without the consent of the Board of Commissioners shall be subject to revocation of
its remaining service area. Revocation procedures will be conducted according to Section
5.8(J) above. Attempted withdrawal from part of the assigned service area is presumed to
be a willful violation of this plan and ordinance. This presumption may be rebutted.
F. An ambulance service provider who has been awarded an exclusive ambulance
service area shall not contract with another provider for service of part of its exclusive area
or for the provision of ALS first response under Section 5.1(B) of this plan without the
written approval of the Board of Commissioners. The written request for permission to
subcontract shall be reviewed in accordance with Section 7.3(B). Subcontracting providers
must meet all of the standards set in this plan, and adhere to all of the requirements set in
this plan. The ASA provider will be responsible for the performance of the subcontractor.
G. An ambulance service provider who has been awarded an exclusive ambulance
service area, may not raise the rates charged for services provided from the rates described
in the application for its service area without the written consent of the Board of
Commissioners. Providers requesting the increase must submit documentation supporting
the increase.
H. The Board of Commissioners may impose a fee upon ambulance service providers to
recover the costs of administration of this plan pursuant to Ordinance 89-11. The amount
of fee, if any, will be determined through the county fee setting process.
7.5 Study and Recommendation Process.
A. In the event that a provider assigned an ambulance service area discontinues service
on or before the expiration of the assignment for any reason, the Director shall set a time
by which an application must be submitted for reassignment of the ambulance service
area. The review of the application and assignment of the ambulance service area shall be
in accordance with this Section, and the assignment shall be for the remainder of the term
unless otherwise specified by the Board of Commissioners.
24
179 Jackson County Ambulance Service Plan SECTION 7
B. Applications for initial assignment to a service area and subsequent requests for
continuation for another five-year term will be reviewed according to this section.
C. If applications for an assignment are uncontested, the following procedures shall be
followed:
1. A draft staff report will be provided to interested parties, who will have ten days
from the date of mailing in which to provide input to staff. Staff will then review
timely comments before forwarding the final staff report to the Board of
Commissioners. Staff may employ specialists as needed to investigate and prepare the
report and recommendations.
2. Staff shall forward the final staff report to the Board of Commissioners who shall
then set a public hearing on the application. Public comments will be solicited and
reviewed by the Board of Commissioners at the public hearing.
3. Notice of the public hearing will be published once in a newspaper of general
circulation within the county at least 10 days prior to the hearing and interested parties
designated in ORS 682.062(2) and (3) will be notified of the hearing time, place and
date.
4. The public hearing will be held.
5. Deliberations will be conducted following the hearing. The Board of
Commissioners will decide whether to accept the application or request for
continuation and assign the ambulance service area to the applicant. The Board may
modify the proposal further based on written comments received, testimony presented
at the hearing and input from staff.
D. The following procedures shall be followed if there is more than one application for
assignment to a service area, if an issue has arisen which could result in suspension or
revocation of an assignment, or if a contested change to boundaries of an ambulance
service area is proposed:
1. The Board of Commissioners may appoint an independent hearings officer to
hear testimony and present recommendations to the Board.
2. Notice of the public hearing will be published once in a newspaper of
general circulation within the county at least 10 days prior to the hearing, and
interested parties designated in ORS 682.062 (2) and (3) will be notified of the
hearing time, place and date. When more than one application is submitted for an
ASA or when
25
SECTION 7 STREETS, UTILITIES AND PUBLIC SERVICES CODE 180
there is an application to change an ASA, competing applicants, interested parties, and
the public may review copies of the application on file in the Board of Commissioners
office.
Competing applicants, interested parties, and the public may provide written
comments on the applications. Written comments should be submitted no later than
4:30 p.m. the day before the date set for the hearing. Written comments must be
provided to the hearings officer, the Board, and the applicant. The applicant then may
submit a written reply to the hearings officer, the Board, and the party making the
comments no later than seven days before the hearing.
3. At the beginning of the hearing, the hearings officer or presiding officer of the
Board of Commissioners will read the following statement of procedure to be
followed at the hearing.
4. The order of hearing will be:
Presentation by staff
Presentation by Applicant #I (determined by a coin toss)(or the provider
proposed for revocation)
Presentation by Applicant #2, if applicable,
Presentation by Applicant #3, etc.
Public testimony by interested parties
Rebuttal by applicant #I
Rebuttal by applicant #2
Rebuttal by applicant #3
Concluding comments by staff, if any
5. Participants may represent themselves or be represented by an attorney or agent.
The hearings officer or chairman of the Board of Commissioners may uniformly limit
the length of testimony.
6. Upon timely request before the hearing, the Board of Commissioners will issue
subpoenas if good cause and general relevance is shown. Payment of witness and
mileage fees is the responsibility of the requestor.
7. The hearings officer or chair of the Board of Commissioners will rule on all
matters that arise at the hearing. The hearings officer will not have authority to make a
final independent determination. The hearings officer will present recommendations
to the Board of Commissioners.
26
181 Jackson County Ambulance Service Plan SECTION 7
8. The burden of presenting evidence to support a fact or position rests upon the
party who proposes that fact or position.
9. All witnesses will testify under oath or affirmation to tell the truth. All witnesses
may be questioned by the hearings officer or members of the Board of Commissioners
that hear the matter.
10. Admissible evidence is that which is commonly relied upon by reasonably
prudent persons in the conduct of their serious affairs. Three kinds of evidence may be
admitted:
a. Testimony of witnesses.
b. Writings, including letters, maps, diagrams and other written material
offered as evidence.
c. Photographs, experiments, demonstrations and similar means used to prove a
fact.
11. Objections to evidence may be made by applicants or County staff on any of the
following grounds:
a. Irrelevant. The evidence has no tendency to prove or disprove any issue
involved in the hearing.
b. Immaterial. The evidence is offered to prove a proposition which is not a
matter in issue at the hearing.
c. Unduly repetitious. The evidence is merely repetitive of what has already
been offered and admitted.
12. Normally, continuances are not granted. However, the record may be left open
for up to seven days to submit additional documents to the presiding officer.
13. Both the Hearings Officer and the Board of Commissioners will render a
decision within 20 days of the closure of the hearing and the record. The hearings
officer will prepare a written recommendation which will include findings of fact,
conclusions of law, and recommendations. If the Board of Commissions has not
appointed a Hearings Officer, it shall prepare an order which must include findings of
fact, conclusions of law and the decision. Each finding of fact shall be supported by
substantial evidence in the whole record. All recommendations and orders will
include:
For ambulance service areas:
27
SECTION 7 STREETS, UTILITIES AND PUBLIC SERVICES CODE 182
a. The nature and purpose of each proposed change in ambulance service areas.
b. An assessment of the impact of each proposed boundary change on the
quality of patient care within the area.
c. An assessment of each proposed boundary change on the cost of providing
care within the area.
d. An assessment of each proposed boundary change on the efficient and
effective delivery of ambulance service in all ambulance service areas.
e. A comparison of the risks and benefits of each proposal.
f. A recommendation to grant or deny a proposal for a boundary change to the
Board of Commissioners.
For applications:
a. A list of competing applicants for the service area.
b. An assessment of each applicant's qualifications to provide ambulance
service.
c. An assessment of each applicant's business plan.
d. An assessment of the quality of care each applicant is proposing.
e. An assessment of the cost of providing the level of care each applicant is
proposing.
f. An evaluation of the described level of service being proposed by each
applicant on the efficient and effective delivery of service in all ambulance
service areas.
g. A comparison of the risks and benefits of each proposal.
h. A recommendation to grant or deny an application to serve an area, or a
recommendation to grant or deny a proposal for change in ambulance service
area providers, to the Board of Commissioners.
The recommendation or order will be mailed to applicants and to those who submitted
a written request for a copy to the Director at the time of the hearing. The Hearings
Officer's recommendation will state when written objections must be filed with the
Director.
14. Final Hearing on Hearings Officers' Recommendation. The final
determination on boundaries, providers and revocation or suspension of an ASA
will be made by the Board of Commissioners at a public hearing. The public
hearing will be scheduled to commence within 30 days of the date of the
Hearings Officers recommendation. Notice will be given as set out in Section
7.5(D)(2). Written objections to the hearings officer's recommendation will be
directed to the Director. Applicants and interested parties who appeared before
the Hearings Officer may make additional arguments before the Board of
Commissioners, but no additional evidence will be taken. The
28
183 Jackson County Ambulance Service Plan SECTION 7
Board of Commissioners will render a decision within 20 days of the closure of the
hearing and the record.
15. All hearings before either the Hearings Officer or the Board of Commissioners
will be recorded by tape recording or videotaping. Tapes will be available upon
payment of the required fee. Tapes will not ordinarily be transcribed by County staff.
16. Appeal of the decision of the Board of Commissioners is to the circuit court by a
writ of review.
E. The fee for the hearings officer will be shared by competing applicants and shall be
paid in full within 30 days of the Hearings Offficer's findings.
7.6 Preference to Qualified Displaced Employees. In the event that the Board of
Commissioners withdraws or suspends the assignment of an ambulance service area and
appoints another ambulance service provider to serve the area, the Board of Commissioners
shall require
the newly appointed provider to give preference to qualified displaced employees for a period of
six months as provided in ORS 682.089.
7.7 Periodic Amendments to Plan.
A. Amendments to this plan may be made by the Board of Commissioners when
necessary.
B. Providers who desire to make minor changes to their ambulance service area
boundaries, may propose such changes in writing to the Director on or before October 15
each year. The procedure set out in Section 7.5(D) will be employed to evaluate proposed
minor boundary changes. The process will be consolidated, if possible, with any other
proposed changes to the plan.
28A
STREETS, UTILITIES AND PUBLIC SERVICES CODE 184
(This page reserved for expansion.)
28B
185 Jackson County Ambulance Service Plan Appendix 1
Ambulance Servi*ce Area,
Ambulance Service Areas
Rogue River F.P.D.
0 Ashland Fire & Rescue
0 Mercy Flights
Shad Cove
Butte Falls
w
Eagle oint
Ro ue Rive
Gold Hill
` d
Jacks nville
hoenix
4 Z
n ` t ~ r Yti '1
T en l
~ K CY Y
h an a z r L
~ ~ x •~1 yr~3'.4f~ iv ~,r4f't',r ~ .z f rx a ~jx~t r
~ rte Yr r, f ' t p
Appendix 2 STREETS, UTILITIES AND PUBLIC SERVICES CODE 186
Response Ti*me Zone,,s_
Medical Response Time Zones
U rban
Suburban
Semi-rural
Ru ral
Frontier
SAR r
r,
Shady Cove
Butte Falls
agle oint
Rogue River
old Hill
Central Point
Medford
.Jackson, le phoenix
Talent
Ashland
187 Jackson County Ambulance Service Plan Appendix 3
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Appendix 4 STREETS, UTILITIES AND PUBLIC SERVICES CODE 188
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189 STREETS, UTILITIES AND PUBLIC SERVICES CODE Appendix 5
JA K.SON COUNTY
ASA PLAN
ADVISORY STRUCTURE
B.O.C.
COUNTY
ASA ADMINISTRATOR
SELEMON I .Ff. .
DIRECTOR
ASA
QUALITY EMS
ASSURANCE OMMMEE
Appendix 6 Jackson County Ambulance Service Plan 190
MUTUAL ASSISTANCE AGREEMENT
WHEREAS, the parties hereto recognize the real likelihood that emergencies occurring in their
respective ambulance service areas could reach such proportions as to render each of the parties
hereto incapable of effectively dealing with such emergencies with each party's resources.
IN CONSIDERATION of the covenants herein contained, each of the undersigned agrees
to furnish Ambulance, Emergency medical Equipment, and Manpower to any of the other
undersigned when such assistance is necessary and such manpower and equipment is available,
and to receive and transmit such calls as may be received from any and all of the undersigned
when authorized by and transmitted in accordance with the regulations of the Federal
Communications Commission, provided, however, that no party hereto shall be held liable for
any failure, commission, or omission in connection with the receiving or transmission of such
calls. It is agreed that none of the parties hereto shall be liable for damage to property, loss of
equipment, of injury to personnel or for the payment of any compensation whatsoever, arising in
the course of, or as a result of, any assistance or lack of assistance rendered under the terms of
this agreement. The administrative heads of each of the parties to this agreement are authorized
and directed to meet and draft such rules of procedure as shall best accomplish the purposes of
this agreement. Such rules of procedure, being duly agreed upon and ratified by each of the
parties hereto, shall constitute addendum to this agreement.
IN WITNESS WHEREOF, each of the undersigned has caused this agreement to be
signed by its duly authorized officers the day and year hereinafter indicated in connection with
each such party.