HomeMy WebLinkAbout2017-0109 Special Mtg & Study Session PACKET
CITY OF
ASHLAND
CITY COUNCIL SPECIAL MEETING
AGENDA
Monday, January 9, 2017
Siskiyou Room, 51 Winburn Way
5:30 p.m. Special Meeting
1. CALL TO ORDER
II. ROLL CALL
III. NEW AND MISCELLANEOUS BUSINESS
1. Adoption of selection criteria and discussion of selection process for
Administrative Services/Finance Director
IV. ADJOURNMENT
Immediately following the Special Meeting, the Council will hold a Study Session:
CITY COUNCIL STUDY SESSION
1. Public Input (15 minutes maximum)
II. Look Ahead review
III. Discussion of Process for Appointment of Council Position #6
IV. Discussion of approaches to behavior issues at the Lithia Way/Pioneer Street
parking lot
Immediately followinq the Study Session the Council will hold an Executive Session for
real property transaction pursuant to ORS 192.660(2)(e).
'Executive Session Postponed Due to Weather'
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 I).
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, ?014,
CHARTER CABLE WILL BROADCAST MEETINGS ON CHANNEL 180 OR 181.
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
CITY OF
ASHLAND
Council Communication
January 9, 2017, Business Meeting
Adoption of Selection Criteria and Discussion of Selection Process for
Administrative Services/Finance Director
FROM:
Tina Gray, Human Resources Manager, tina.gray Aashland.or.us
SUMMARY
The City Council will be conducting interviews of the top 2-3 finalists for Administrative
Services/Finance Director in an executive session on Tuesday, January 10, 2017, that will be closed to
the public. In order to ensure transparency and comply with Oregon public meeting laws, staff
proposes that Council adopt and discuss the selection criteria and recruitment process in a regular
business meeting and invite public comment prior to conducting interviews.
BACKGROUND AND POLICY IMPLICATIONS:
Lee Tuneberg retired September 30, 2016 as the Administrative Services/Finance Director. The City
has been fortunate to have Bev Adams serving as Interim Finance Director until a successor could be
hired. Wendi Brown Consulting Partners (WBCP Recruiting) was selected to conduct a national
search for Administrative Services/Finance Director.
Five semi-finalists been invited to Ashland to participate in a 2-day interview and selection process
January 9th and 10th. A mix of city staff, the Interim City Administrator, Department heads, Mayor
and an outside public sector finance professional will conduct interviews in two separate panels on
Monday, January 9, 2017. Staff anticipates 2-3 finalists will be invited back the next day for an
interview with the Mayor and City Council in executive session. Staff is recommending that finalists
be interviewed by the Mayor and Council in a closed session. As a quorum of the Council will be
present, the interviews are considered a public meeting. Under ORS 192.660 (2) (a), a public body
may discuss employment of a public officer, employee or agent in executive session, as long as the
general public has been afforded the opportunity to comment on the criteria and selection process that
will be used by the public body in the executive session.
Staff has posted the selection criteria on the City's website as a topic on Open City Hall and invites
public comment on the selection criteria to be used by the Council when interviewing the finalists.
Staff has provided an outline of the selection process, and recommends the Council formally discuss
and adopt the selection process for the purpose of transparency and open government.
The Council intends to make a job offer to the top candidate contingent on background and reference
checks. Once the confidential portion of the background screening is complete, the name and
candidate bio will be released by the City in advance of the formal appointment by Mayor with
confirmation of the City Council.
Page 1 of 2
CITY OF
,ASHLAND
COUNCIL GOALS SUPPORTED:
N/A
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends Council adopt the selection criteria and discuss the selection process to be used for
Administrative Services/Finance Director allowing opportunity for public comment prior to the
selection process on January 9-10, 2017.
SUGGESTED MOTION:
I move approval of the selection criteria and selection process for Administrative Services/Finance
Director.
ATTACHMENTS:
• Recruitment Brochure
• Selection Criteria
• Selection Process
Page 2 of 2
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ADMINISTRATIVE SERVICES/
FINANCE DIRECTOR
CITY OF ASHLAND, OREGON
The City of Ashland seeks an Administrative Services/Finance Director who
has organizational leadership, financial acumen, strategic business thinking, and
effective leadership and communication skills. In this role you will be the City
Administrator's strategic financial partner, lead a staff of 17 and play a leading
CITY OF
role in supporting the great work the City of Ashland provides its citizens. ASHLAND
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The City of Ashland is located in Southern Oregon, which is known for the Oregon Shakespeare Festival,
Southern Oregon University, sustainable practices, Lithia Park, a wonderful climate and a host of outdoor
activities including rafting, skiing, boating, fishing, camping, and more. The City of Ashland offers magnificent
landscapes, rich culture, world-class theaters and an excellent public school system. For the fourth year, Ashland
High School was awarded US News & World Report's Silver Medal as one of the best high schools in America.
The "Heart of Ashland" is its world-class parks and recreation system which includes 93-acre Lithia Park,
designed by John McLaren of Golden Gate Park fame. The park attracts more than one million visitors a year.
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Incorporated in 1874, the City of Ashland operates under its own charter and applicable state laws.
Ashland's population is slightly more than 20,000. The City provides a full range of municipal services,
including police and fire protection, ambulance services, parks and recreation facilities/activities, streets,
airport, planning and building, senior programs and general administrative services. The City also provides
water, wastewater, electric and telecommunications utility services. The City has approximately 260
employees, a diverse revenue base, and a biennial budget of $237 million (CLICK HERETO REVIEW THE
2015-17 BIENNIUM BUDGET).
Ashland operates under a Council-Administrator form of government. The City government is led by
a mayor who is directly elected to a four-year term and a six-member City Council whose members are
elected at-large to four-year, overlapping terms. Other elected officials are the City Recorder, Municipal
Judge and the five-member Parks & Recreation Commission. Much of the City's business evolves through
over 20 advisory boards and commissions that enhance public support and political stability. The Mayor,
with confirmation by the City Council, appoints the City Administrator and all the department heads, whose
appointments are recommended by the City Administrator.
The Administrative Services/Finance Director will lead a staff of 17 in the Administrative Services
Department, oversee budget of $16 million, and support the great work the City of Ashland provides its
citizens in other departments. In addition to overseeing the Finance, Accounting and Customer Service
Divisions in the department, this position may manage special projects, policy and programs, and other
divisions and departments as assigned. This position is at-will and is part of the executive team. The
incumbent will assist the City Administrator with overseeing the City's central services, strategic plans, and
coordinate all city departments. The City of Ashland has a Citizens' Budget Committee with which the
Administrative Services/Finance Director will work closely. This Committee is comprised of 14 members
including the City Council, Mayor and seven appointed citizen members. The Budget Committee conducts
public hearings, reviews the budget, listens to input from constituents, and revises and approves the
proposed budget.
The Administrative Services/Finance Director may be asked to serve as acting City Administrator in the
City Administrator's absence.
Implementing a new financial software Update and modernize the City's purchasing
conversion in 2016/17 (Munis) and procurement program
Financing major improvement projects for Evaluate financial policies and update City codes
the City Transition treasury and banking from the City
Addressing the budget challenges with Recorder's office to Finance
increased PERS costs Addressing affordable housing needs and
Implementation of climate change energy plan urban design issues
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The City of Ashland seeks an Adminis-rative Services/Finance Director who has organizational
} leadership, financial acumen, strategic business thinking, and effective leadership and communication
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skills. Our ideal candidate enjoys working closely with staff, and is great with budget development,
forecasting, crunching numbers, and ideally has a solid investment experience.
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PACKCHUND AND EDUCATION;
Y Bachelor's degree in public: and/or business administration, finance,
: accounting, or related field.
Progressively responsible experience in upper-level management.
= Public sector accounting/financial management experience.
Combination of experience and training demonstrating the knowledge,
skills and abilities needed to perform the duties of the position.
Possession of or ability to obtain a valid Oregon driver's license.
Master's degree in public/business administration or related field and
. financial management experience in a municipal government that is
similar to or larger than the city of Ashland is desirable.
.
THI IDEAL CANDIDATE WILL BE ABLE TO;
Financial Acumen:
Provide fiscal oversight and accountability of $237 million biennial budget.
Serve as the primary resource for the City's financial planning and
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management.
Perform long-term financing for the City's operational and capital needs.
=Provide financial analysis for the City Administrator, executive team, and
Budget Committee.
Oversee budget development, revenue forecasting, grants and loans.
Assist in overseeing the health benefits self-insurance program.
- Provide recommendations on issues that impact financial, auditing and
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investment operations.
t Monitor and assess changes in laws and regulations impacting accounting
and treasury practices.
Have knowledge of government accounting financial principles and
practices (GASB)
Oversee utility billing and tax collection.
=t> Operate with a strong ethical framework and uphold public trust.
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Leadership and Communication
Support and oversee the work of others, and provide staff
opportunities
for professional growth.
Promote interdepartmental teamwork and collaboration.
Engage and motivate staff.
Design work schedules that address staff's need for work-life balance.
L;~ Oversee staff and organizational performance.
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Inspire a transparent, inclusive and empowering culture.
Lead with confidence and assurance, work well with elected officials,
and perform well under pressure.
Demonstrate excellent communication and people skills at all levels of
an organization.
Present well in public hearings and presentations.
k P f~ Y Manage employee relations effectively.
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r Business Acumen & Technology
- Improve business processes and develop approaches to doing business
x - better.
is t Understand political challenges and use business savvy to navigate
appropriately.
Be a big picture, organizational and administrative problem solver.
Use superior interpersonal skills to build trust and develop relationships. Champion change, and successfully manage priorities.
Keep up with new business technology to provide best practice
recommendations.
Y Ensure the organization's technology, accounting, database systems and
programs are functional and relevant.
Ensure tools and training are available for staff to be successful using the
new technology.
Analyze and recommend changes to financial systems.
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SALARY: $96,971 - $130,106 DOE/DOQ and an attractive benefits package
including: medical, dental and vision benefits, an automobile allowance, a generous
retirement plan through the State of Oregon, a deferred compensation program, an
HRA VEBA account, life insurance, paid leave and other competitive benefits. MIMPK-
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Selection Criteria to be considered for Administrative Services/Finance Director:
Ideal candidate - OVERALL
• We are looking for an experienced professional with organizational leadership, financial
acumen, strategic business thinking, and effective leadership and communication skills.
• Someone who enjoys working closely with staff, and is great with budget development,
forecasting and ideally has solid investment experience.
Also, ability to successfully:
Financial Acumen: provide fiscal oversight and accountability of a $237 million budget; serve as the
primary resource for the City's financial planning and management; perform long-term financing for the
City's operational and capital needs; provide financial analysis and oversee budget development,
revenue forecasting, grants and loans; assist in overseeing the health benefits self-insurance program
and provide recommendations on issues that impact financial, auditing and investment operations.
Leadership and Communications: provide support and professional growth for staff; promote
interdepartmental teamwork and collaboration; engage and motivate staff; inspire a transparent,
inclusive and empowering culture; lead with confidence and assurance; work well with elected officials,
and perform well under pressure; demonstrate excellent communication; and present well in public and
uphold public trust.
Business Acumen and Technology: provide improve business processes and develop approaches to
doing business better; understand political challenges and use business savvy to navigate appropriately;
be a big picture, organizational and administrative problem solver; use superior interpersonal skills to
build trust and develop relationships; champion change, successfully manage priorities; and keep up
with new business technology to provide best practice recommendations.
Background and Education:
• Bachelor's degree in public and/or business administration, finance, accounting, or related field.
• Progressively responsible experience in upper-level management.
• Public sector accounting/financial management experience.
• Combination of experience and training demonstrating the knowledge, skills and abilities
needed to perform the duties of the position.
• Possession of or ability to obtain a valid Oregon driver's license.
• Desirable: Master's degree in public/business administration or related field and financial
management experience in a municipal government that is similar to or larger than the city of
Ashland.
Administrative Services/Finance Director Selection Process
Sunday, January 8, 2017
• Five semi-finalists arrive in Ashland for a 2-day interview and selection process.
Monday, January 9, 2017
• Candidates interview with 2 separate panels comprised of: The Mayor, key finance staff,
Interim City Administrator, Interim Finance Director, outside public sector finance
professional, and several department heads.
• Each candidate will be asked to give an oral presentation at the start of her/his interview,
and complete a writing exercise to actively demonstrate verbal presentation skills and
writing capabilities.
• Panels will debrief and rank candidates based on their performance during the 3 phases:
interview, verbal presentation and written exercise.
Tuesday, January 10, 2017
• 2-3 Finalists attend a meet and greet with finance staff
• Finalists are paired with a host and are taken on a tour of the City
• City Council interviews 2-3 finalists in a closed executive session
Once Council members agree on a preferred candidate, background and reference checks will be
conducted. Depending on the results of such screening, the name and bio of the preferred
candidate will be made public, prior to consideration of formal appointment at a subsequent
Council meeting, probably in February.
CITY OF
ASHLAND
CITY COUNCIL SPECIAL MEETING
AGENDA
Monday, January 9, 2017
Siskiyou Room, 51 Winburn Way
5:30 p.m. Special Meeting
1. CALL TO ORDER
II. ROLL CALL
III. NEW AND MISCELLANEOUS BUSINESS
1. Adoption of selection criteria and discussion of selection process for
Administrative Services/Finance Director
IV. ADJOURNMENT
Immediately following the Special Meeting, the Council will hold a Study Session:
CITY COUNCIL STUDY SESSION
1. Public Input (15 minutes maximum)
II. Look Ahead review
III. Discussion of Process for Appointment of Council Position #6
IV. Discussion of approaches to behavior issues at the Lithia Way/Pioneer Street
parking lot
Immediately following the Study Session the Council will hold an Executive Session for
real property transaction pursuant to ORS 192.660(2)(e).
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 I).
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, 2014,
CHARTER CABLE WILL BROADCAST MEETINGS ON CHANNEL 180 OR 181.
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
City of Ashland Council Meeting Look Ahead
*****THIS IS A DRAFT AND SUBJECT TO CHANGE*****
Departments •
Responsible 1116 1/17 1119 1/23 1/24 216 217 2116 2/20 2121 316 317 3120 3/21 4/3 4/4 4/17 4118
1116 Stud Session canceled due to MLK Jr. Da 1116
1/17 Regular Council Meeting 1/17
1 Announcement of City Recorder retirement (Barbara) Recorder PRES
2 Appointment of Councilor Morris as the liaison to AWAC (Mike) PW CONS
3 Resolution reimbursing law enforcement traininq costs (Tighe) Police CONS
4 Ap roval of head-end lease agreement and contract (Mark) IT CONS
5 staffing for Adequate Fire & Emergency Response Grant David S. Fire CONS
6 Annual appointments to citizen budget committee Barbara Recorder UNFIN
7 City hall discussion continued (Mike/John) PW Admin UNFIN
8 Ordinance delegating authority for certain intergovernmental Legal ORD-2
agreements (Dave)
9 Ordinance reconciling penalty provisions in mulitple code sections Legal ORD-1
(Dave L. ORD-2
DEQ RR Property 1/19 0 p.m. - Community Center
1/23 Stud Session rescheduled due to holiday) 1/23
10 ;PresentaotifoC n rega rdin otential RR uiet zones (Ann) Admin 11 eview limate & Ener Action Plan (Adam) Admin ss
Mill • • 11 ,
2/6 Stud Session in Siski ou Room 2/6
12 Discussion of Electric rate design (Mark) Electric SS
13 Discussion of process for filing City Recorder seat (John) Admin SS
2/7 Regular Council Meeting 2/7
14 Approval of public artist contract Ann Admin CONS
15 Resolution re: distribution of TOT funds Bev Finance CONS
16 Appointment of new Finance Director (Tina) HR CONS
17 Public hearing and ordinance on FEMA Flood Hazard Map CD PH ORD-2
amendments (Bill) ORD-1
18 Presentation and approval of the Climate and Energy Action Plan Admin NEW
(Adam)
19 Results of Citizen survey (Ann) Admin NEW
20 Results of downtown survey Ann Admin NEW
21 Ordinance reconciling penalty provisions in mulitple code sections Legal ORD-2
(Dave L.)
22 Ordinance clari in Ethics Code Dave L.) Legal ORD-1 ORD-2
2/20 Stud Session canceled due to Presidents` Da 2120
2/21 Regular Council Meeting 2/21
23 Annual presentation by the Transportation Comm (Mike) PW PRES
24 Continued discussion/approval of Lithia Way/Pioneer St. beautification PW UNFIN
rolect (Mike)
25 Ordinance on FEMA Flood Hazard Map amendments (Bill) CD ORD-2
26 Ordinance clarifying Ethics Code (Dave L.) Legal ORD-2
316 Stud Session in Siski ou Room 315
27 Discussion of AFN Governance Committee recommendation re: new Admin Legal IT Ss
AFN Commission Dave/Mark/Rich
3/7 Regular Council Meeting 3/7
Page 1 of 2 1/5/2017
City of Ashland Council Meeting Look Ahead
*****THIS IS A DRAFT AND SUBJECT TO CHANGE*****
Departments Responsible 1/16 1/17 1/19 1/23 1/24 216 217 2/16 2120 2/21 316 317 3/20 3121 4/3 ~414 4
117; 41 4
3120, Stud Session in Siski ou Room 3/20
3/21 Regular Council Meeting 3/21
28 Annual presentation b the Tree Commission (Bill) CD 77 PRES
413 Stud Session in Siski ou Room 413
414 Regular Council Meeting 4/4
4117 Stud Session in Siski ou Room 4/17
4/18 Regular Council Meeting 4118
29 Annual presentation by the Historic Commission (Bill) CD PRES
Commission Presentation Dates - 2017
February 21 - Transportation Commission
March 21 - Tree Commission
April 18 - Historic Commission
May 16 - Wildfire Mitigation Commission
June 6 - Band Board
Jul 18 - Forest Lands Commission
August 15 - Conservation Commission
September 19 - Airport Commission
October 17 - Public Arts Commission
November 21 - Housing and Human Services Commission
December 5 - Planning Commission
Discussion of Class & Compensation study (request of Councilor Voisin)
Discussion of raising the temperature threshold for declaration of extreme weather
emergency shelter (request of Councilor Voisin)
Discussion of potential solutions to deer problems (request of Councilor Seffinger)
Discussion regarding the seismic code
Update on internal controls policy
Senior issues request of Mayor Stromberg)
Annual use of force report (Tighe)
Report on Eugene homeless and shelter infrastructure, including car camping (request
of Mayor Stromber )
Jackson Count Vector Control concerns (request of Councilor Voisin
Page 2 of 2 11512017
CITY OF
ASHLAND
Council Communication
January 9, 2017, Study Session
Discussion of Process for Appointment of Council Position #6
FROM:
Barbara Christensen, City Recorder
SUMMARY
At the November 8, 2016 General Election, Councilor Pam Marsh was elected as Oregon State
Representative with an effective date of her term to begin January 1, 2017. Due to her election to this
office, her position as City Councilor Position #6 becomes vacant and the same effective date, January
1, 2017 is applied.
BACKGROUND AND POLICY IMPLICATIONS:
City Charter does not provide for a Special Election for the filling of a vacant elective office. City
Charter states that a vacant elective office shall be filled within sixty (60) days (which is March 1, 2017)
by the City Council electing some qualified person to fill the vacancy. The appointee's term of office
shall begin immediately upon appointment and shall continue until a successor, elected at the next
biennial election takes office for the unexpired term. (Biennial elections take place very two years; next
biennial election will be November, 2018)
Past council practice has been to advertise (as outlined below), determine a set of questions to be asked,
interview and vote on appointment.
As the Elections Officer for the City of Ashland, the City Recorder will work with the City Council with
advertising and scheduling of meetings for the appointment of this vacancy.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Council consideration of the following schedule:
1. Advertise for this position in the local newspaper and City website beginning January 10,
with a deadline for applications on Friday, January 20 or 27 (no later than 27 or not enough
time to get info into council packet). (The ten day advertisement time period meets the
normal procedure for notification of election proceedings)
2. Council will be provided copies of applications by those individuals interested in the
position at the February 7 council meeting.
3. Candidate interviews conducted during the February 20 Study Session and appointment for
the position is made at the February 21 council meeting.
OR
Candidate interviews conducted at a time specified by council (Special Meeting) other than
above but prior to the February 21 council meeting.
ATTACHMENTS
Prior process/action on vacant council seat
Page 1 of 1
Council Action on past appointment to vacant council position
MINUTES FROM NOVEMBER 2012 STUDY SESSION - Chapman resilInation
2. Discussion Regarding Appointment of Council Position #6
City Recorder Barbara Christensen submitted into the record documentation from 2006 when
Council replaced Councilor Hardesty's position. She suggested implementing the 10-day process
used for elections as a timeframe to place an advertisement in the newspaper. Based on the number
of applications received Council would decide whether to conduct interviews at a regular meeting
or schedule a special meeting. She recommended applicants submit a letter of interest along with
their application.
Council suggested a five-person maximum for final interviews, use the same criteria voters had
during an election process, and possibly have a special meeting December 17, 2012 instead of a
Study Session.
Ms. Christensen thought a Friday November 16, 2012 deadline would give Council the opportunity
to review applications and decide the interview process during the November 19, 2012 Study
Session or the November 20, 2012 Council meeting. Council could conduct interviews and make
a decision during a special meeting scheduled December 3, 2012.
Council discussed having applicants write responses to specific questions to determine the
interview pool.
Mayor Stromberg suggested the following questions:
1. What background do you have in municipal government?
2. What experience do you have working in decision-making groups?
3. What issues do you see facing the City of Ashland in the next two years?
4. How much time do you expect to spend as City Councilor?
5. What do you know about AFR, the Water Master Plan, the Homeless Day Use Center, the
PERs increase, the Gun Club, and the Economic Development Strategy?
Councilor Voisin added:
1. What three goals do you want to see the Council address in the next year?
2. How do you see yourself relating to citizens who speak to you at Council meetings, email
or call you?
Councilor Morris disagreed and thought it was more important to have someone who was
intelligent, could set aside ego, deal with outbursts, own their decisions, and remain accountable.
He suggested candidates provide examples that demonstrated their ability to work in a group and
how they managed stress.
Ms. Christensen noted the only requirements to run for office were being registered to vote and
living within city limits.
Council discussed posting questions on the website and initially having 10 random questions that
would help determine second interviews.
Ms. Christensen would provide ballots for Council to select individuals for final interviews during
the November 19, 2012 or November 20, 2012 meeting. Council would then forward questions
they wanted asked during the December 3, 2012 meeting.
Councilor Lemhouse suggested having the final candidates do a presentation instead of a second
interview.
Council majority agreed the following questions should go into the advertisement for the position:
• What do you think are the biggest issues facing the city?
• What is your primary motivation for seeking the vacant council seat?
• What community and city activities have you been involved in recently?
• What is the role of the city councilor?
Council decided to review applications during the November 20, 2012 meeting, select the final
candidate pool, determine the interview process, and submit additional questions. In order to have
the applications in the agenda packet by 5:00 p.m. Thursday November 15, 2012, Council changed
the deadline to apply from November 16, 2012 to November 14, 2012.
City Attorney Dave Lohman clarified there were no set rules for voting and Council could
determine a process once they knew how many people applied. Ms. Christensen would include
voting options in the agenda packet.
MINUTES FROM NOVEMBER 2012 REGULAR MEETING - Result on appointment
2. Procedure on selection of Council Position #6
City Recorder Barbara Christensen provided updates on two of the candidates. Colin Swales
withdrew his application and Ms. Christensen was unable to confirm whether Kevin Bernadt was
registered to vote in Oregon and lived within city limits. Council could pre-select applications,
determine interviews, there were no set rules on process other than Council needed to make a
decision by December 26, 2012.
Council discussed interview options and decided to vote for a candidate during the meeting instead
of having an interview process. Ms. Christensen explained the voting process and distributed
ballots. Council unanimously voted for Pam Marsh.
Councilor Voisin/Slattery m/s the election selection of Pam Marsh to position 6 of the City
Council. Voice Vote: all AYES.
CITY OF
ASHLAND
Council Communication
January 9, 2017, Study Session
Discussion of approaches to behavior issues at the Lithia Way/Pioneer Street
parking lot
FROM:
City Administration, administration@ashland.or.us
SUMMARY
Councilor Marsh requested a study session discussion of behavior issues in the City-owned parking lot
at Lithia Way and Pioneer Street, as described in a letter to the Council by a neighboring property
owner. The described issues include open consumption of alcohol, smoking, dog fighting, public
urination and large numbers of people congregating in parking spaces.
BACKGROUND AND POLICY IMPLICATIONS:
In an October 26, 2016, letter to the Council, Stan Potocki, the owner of the property abutting the City-
owned parking lot at Lithia Way and Pioneer Street, described a number of issues in the parking lot
that are negatively affecting his property and the use of the parking lot itself. His letter requested that
the City take a number of actions to address these issues, including:
• Extend the boundaries of the downtown smoking ban to include the parking lot.
• Enact an ordinance that limits the use of the parking lot to actively parking.
• Eliminate landscaping buffer areas (specifically the 5' buffer along the northern property line).
• Increase police patrols in the parking lot.
• Install better lighting and video surveillance.
The City has previously discussed means by which to mitigate the impact of the parking lot on Mr.
Potocki's property and the following actions are the planning/estimating phase of development:
• Replace wooden fence along northern boundary line with an 8' concrete or block wall.
• Replace the pedestrian lights along the northern boundary with high-intensity LED cobra head
lamps.
• Improve draining in the landscape strip along the northern boundary.
COUNCIL GOALS SUPPORTED:
N/A
FISCAL IMPLICATIONS:
Designs and costs of the mitigation projects described above are still being developed.
STAFF RECOMMENDATION AND REQUESTED ACTION:
N/A. This item is for discussion only.
Page 1 of 2
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CITY OF
ASHLAND
SUGGESTED MOTION:
N/A
ATTACHMENTS:
October 26, 2016 letter from Stan Potocki
Page 2 of 2
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VOCATIONAL RESOURCE CONSULTANTS, LLC
P.O. Box 217, Ashland, Oregon 97520 (541) 482-8888
October 26, 2016
City of Ashland
Re: (1) Please extend the downtown smoking ban to the City of Ashland parking lot (Lithia
Way, Pioneer St.) as soon as possible.
(2) Please enact ordinances as soon as possible to curb the significant and daily misuse of
the parking lot.
Greetings,
To those of you who do not know me, I will provide a very brief introduction. My name is Stan
Potocki. I have resided in Ashland for almost 40 years.
I am the manager of a vocational rehabilitation company. I own the property at 150 N. Pioneer St.
which is directly adjacent to the City of Ashland parking lot at the corner of Lithia Way and
Pioneer St.
There are two homes on the property. My office is located in the downstairs floor of the front
house.
While preparing this letter I realized that I likely have the single most first-hand knowledge of
what takes place in the parking lot. This is because my ground floor office window, where I have
worked for the past 27 years, looks out directly to the parking lot.
I have never seen the parking lot be as bad as it is. What goes on daily is exponentially worse
than ever before. This has unfolded over the past few months.
A large part of that is attributable to the downtown smoking ban.
I am in the process of working with the City of Ashland in order to mitigate the impact of the
parking lot to my property next door. That is essentially a separate issue. I believe that there are a
number of things that can be done to "reclaim" the parking lot.
I recognize that it would not be possible for each person reading this letter to fully grasp what
transpires in the parking lot. I will therefore provide very specific concrete information. I also
believe that a picture is worth a thousand words. Therefore, I have attached some photographs
taken over a couple of weeks during this past month.
This involves a combination of the following: drug and alcohol use; public drinking with empty
alcohol containers strewn throughout the parking lot; very loud arguments laced with expletives,
public urination along the fence line; people sleeping in the parking lot; people hopping the
fence, drinking alcohol, and leaving empty alcohol containers in my backyard; large groups of
people and dogs literally occupying the handicap parking spaces; people placing their jackets on
the handicap parking signs as coat hangers; people sitting in and occupying other parking space
areas; car repairs on multiple vehicles being performed, groups of 15 to 20 people congregating
in the middle of the parking areas with dog fights and screaming, etc.
Please take a moment to briefly look at the photographs which I have attached as I believe that
will help to provide better understanding of daily problem issues.
I will provide specific recommendations which will greatly improve matters as follows:
(1) Please extend the downtown smoking ban to the cite owned parking lot. The
recent ordinance has driven a large number of individuals to the parking lot. That
has now suddenly become a large congregation place.
(2) Please enact an ordinance that limits use of the parking lot to actively parking
vehicles (i.e., driving into the parking lot, parking a vehicle leaving the parking
lot). This is a compelling common sense factor. A parking lot is intended
to............ park vehicles. That is the very purpose of its existence. When you
drive to the airport and enter the main terminal area, there is an active pickup and
drop off area for common sense reasons. Common sense ordinance: 2 or 3
minutes to come and go while parking.
(3) Please eliminate the landscaping buffer areas. They have evolved into havens for
public drinking, drug use and loitering. With the current ordinances, my
understanding is that the police essentially have their hands tied to a very
significant degree. In contrast, my understanding is that the police can enforce not
having the actual parking spaces occupied. One specific solution therefore simply
involves eliminating areas which cannot be fully enforced (i.e. landscaping areas).
A landscaping area is intended to be a buffer. Instead, it is now completely the
opposite. Those landscaping areas are now used for sleeping, drinking beer, public
urination, etc. It would be profoundly better to have concrete and an area that can
be enforced.
(4) Please specifically eliminate the 5' landscaping buffer on the north side of the
parking lot right next to my property. For reasons referenced, the landscaping
buffer is actually a tremendous detriment.
(5) Please provide better funding for the police department so that they can increase
downtown patrol. The police officers and the chief of police with whom I have
interacted are very pleasant and professional. I appreciate that they are, from my
viewpoint, stretched thin and limited in what they can do due to current
ordinances.
(b) Please install better lighting and video cameras in the parking lot. I am in the
process of following up with city administrative personnel regarding mitigation
involving replacing the 27 year old wooden fence with a wall. It would be ideal
for the police to be able to remotely monitor and/or view criminal activities by
having some video cameras and better lighting.
In summary, a parking lot should be a parking lot, not a public park. Without question, the City
of Ashland cannot want to have handicap parking spaces literally occupied by groups of people.
Beer bottles strewn throughout the landscaped areas and in the parking lot create a very negative
impression. A lack of consequence for this condones ongoing negative criminal behavior.
Again, a common sense factor, if groups of people congregate, eat food, and drink beer or other
alcohol, there absolutely will be issues involving public urination or defecation. I cannot tell you
the number of times that individuals walk right up to the fence line, 5' from my office window
and pee on the fence. The City of Ashland truly needs to regulate and take responsibility for what
it allows to take place in the parking lot which it owns. It has gotten to the point of being truly
ridiculous.
I firmly believe that the specific recommendations I have provided will drastically improve
matters for the community.
For those of you who do not know me, I would simply like to note that I absolutely would not be
taking the time to write if the situation had not degenerated to such a level.
I am blessed to be busy at work and I have a family and a busy life. I would much prefer not
writing. But, there is no practical alternative other than watching a bad situation continue to
become worse.
Please contact me {541-890-4339) if you have questions regarding any of the information I have
outlined. Please take a moment to see the attached photographs which depict daily parking lot
problem issues during this past month.
Sincerel ,
Stan Potocki
cc: Ashland City Council, Greg Lemhouse, ire«,u`~coupcil.ashland.or.Lis; Pam Marsh,
tin- j .cotincil.ashland.or.Lis; Michael Morris, mike u council.ashlfand.or.Lis; Rich
Rosenthal, richi;council.asliland.or.us; Carol Voisin, carol c ouncil.ashland.or.us;
Stefani Seffinger, stef'f-ani d:.couijciLashLffld.or.LIS
City of Ashland Mayor: John Stromberg, john ~icouncil.asliland.oi-.us; Dave Kanner,
dc,i\,e.kanner. (-I,;aslil~ind.or.Lis; Tighe O'Meara, tiu, lie.omeara' ashland.or.Lis, Bill Molnar,
bill.molnar"(I`.ashland.or.us; Mike Faught, talIL) ht7n a ashland.or.us
Planning Commission: Troy Brown, Jr., tbi~ownpc' i kgmail.coiii, ; Deborah Miller,
limille effnet.on ; Melanie Mindlin, sassetta -ii 1l1I'll d.net; Haywood Norton.
llinorton i , n il,cc~r Roger Pearce, pe rccr2 ii: m~~il.cUr~~; Lynn Thompson,
lktlionii)sori~i-i hotnii ii l.coni
sp$ltr city of ashland
4
October 7, 2016: Handicap parking space area occupied on the corner of Lithia Way and Pioneer Street.
Disabled individuals are not going to pull into that area and ask people to leave.
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October 8, 2016: Empty alcohol containers in my backyard, trespassing involving people hopping the
fence to drink in my backyard, both a trespassing and a safety issue.
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October 10, 2016: View from my backyard to parking lot; this person just finished peeing on the fence
and is walking back to main parking lot area.
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October 12, 2016: Person sleeping in landscaping buffer area right next to my property.
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October 14, 2016: Empty alcohol containers in my backyard below kitchen window, people trespassing
onto property from parking lot and actually drinking in my backyard (police report, trespassing,
attached).
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October 17, 2016: People congregate and take up parking spaces.
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October 18, 2016: People occupying handicap parking space with gear and pets. Person on the left is
juggling.
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October 19, 2016: People occupying parking spaces, car hoods open and vehicle repairs are in progress.
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October 20, 2016: Beer cans strewn throughout parking lot, beer can and clothing left next to the
handicap parking area.
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Police l wnt 9.1162890474 Pace 1 of 1
Detailed History for Police Event #J162890474 As of 10/21/2016 15:00:02
Output for: A50355
Priority:4 Type:TRES - Trespass
Location:150 N PIONEER ST, AS btri,n LITHIA WAY and B ST
Map:5627B
Created: 10/1512016 14:31:06 CAD16 EC1267
Entered: 10/1512016 14:34:02 CAD16 EC1267
Dispatch: 10/15/2016 14:34:25 CAD08 EC123 #
Enroutc. 10115/2016 14:35:33 A113 A=#5185
Closed: lO/15/2016 15:20:49 A`13 A45185
ICf;Init: PrimeUnit:515 Dispo:NR Type:TRES - Trespass
AgencN,:APD Group:APD Beat:APD Block:A50001 Detail
14:31:06pdt CREATE Location:150 N PIONEER ST. AS TN1pe:TRES Name:POTOCKI,STAN RPaddr:2020
CRESTVIEW DR, AS Phone:541/$90-4339 Group:APD Area:A50001 TypeDesc:Trespass
LocDesc:btNNn LITHIA WAY and B ST PrioritN:2 Agency':APD Map:5627B LocTt~pe:S
RegCont:YES ContTN•pe:BY PHONE
14:34:02 ENTRY Urgenc °:None-->R Priority:2-->4 Rcsponsc:None-->APIPAT Comment:PEOPLE ARE
TRESPASSING ON COMPS PROPERTY DURING THE NIGHT AND DRINKING IN
THE BACKYARD AND LEAVING BEHIND TRASH. LOC IS COMPS BUSINESS.
14:34:02 -PREMIS Comment:PPR
14:34:04 NOiMORE
14:34:17 SELECT
14:34:17 -S(,GEST Unit:514 Comment:Standard
14:34:25 DISP 515 Operator:A45185 OperNames:EVANS, LISA
14:34:25 -PRI U 15
14:35:33 YENRTE. 515
15:11:13 `MISC 515 Comment:advised where the transients are drinking, down the ally rNay on the back left
corner of the house. ex pat
15:20:49 *CLEAR 515 Dispo:NR
15:20:49 -CLEAR
15:20:49 CLOSE
CONTACT INFO: _
Name Phone RPaddr RP-Dab FgeqTon Coat-Ky1)e AItPhone
YOTOt;II,STAN 5411$90-433 2020 CRESTVIEV4' DR, AS C-~ 1'ES B~' PRONE
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