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2017-0221 Council Agenda PACKET
CITY OF ASHLAND Im ort ht: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Time permitting, the Presiding Officer may allow oral testimony. If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to some extemt on the nature of the item under discussion, the number of people who wish to speak, and the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL February 21, 2017 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 February 6, 2017 2. Executive Session of February 6, 2017 3. Business Meeting of February 7, 2017 VI. SPECIAL PRESENTATIONS & AWARDS 1. Annual Presentation by the Transportation Commission VII. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] VIII. CONSENT AGENDA 1. Approval of minutes of boards, commissions, and committees 2. Liquor license application for Duke Tufty dba Safeway #3212 3. Confirmation of Mayoral appointment of Interim Fire Chief 4. Special procurement request for approval for Oregon Watershed Enhancement Board Focused Implementation partnership program 5. Award of a professional services contract in excess of $75,000 for preliminary design associated with a new 2.5 MGD water treatment plant and 2.6 MG potable water reservoir COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9, OR ON CHARTER CABLE CHANII~-EL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US 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. "10by20" Ordinance- Project Update 2. Appointment of Council Position #6 XII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second reading by title only of an ordinance titled, "An ordinance amending Ashland Municipal Code Section 3.08.020 Code of Ethics" 2. Second reading by title only of an ordinance titled, "An ordinance amending the Flood Plain Corridor Lands map referenced in Chapter 18.3.10 of the Ashland Municipal Code, and adopting the Federal Insurance Administration's April 5, 2017 Flood Insurance Study and accompanying Flood Insurance Rate maps for Jackson County Oregon and incorporated areas" 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 Meeting February 6, 2017 Page 1 of 2 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, February 6, 2017 Siskiyou Room, 51 Winburn Way Council Chair Seffinger called the meeting to order at 6:31 p.m. in the Siskiyou Room. Mayor Stromberg arrived at 6:32 p.m. Councilor Seffinger, Rosenthal, Slattery, Morris, and Lemhouse were present. 1. Public- Input Kristina Lefever/2359 Blue Sky Lane/Announced the Protecting Pollinators, Benefits for Ecosystems and Food Security in Oregon event at the OSU Extension in Central Point February 11, 2017 from 9:00 a.m. to 4:30 p.m. She submitted an announcement into the record, described some of the presentations and invited everyone to attend. Huelz Guttcheon/2253 Hwy 99/Explained China in the past put up one coal plant every week and now no longer did that. The government in response to public outcry had closed one hundred coal plants as well. He commented on the division in the US regarding climate change. The best practices put in place since World War It were no longer applicable. Mistakes would occur as the world moved forward regarding climate issues. Currently there were 490 parts per million in Mauna Loa, HI but that was just carbons. 2. Look .Ahead review Interim City Administrator Chief John Karns reviewed items on the Look Ahead. 3. Discussion of Council seat #6 appointment City Reco-1-der Barbara Christensen explained her office advertised the vacancy with the four questions Council had selected with a January 27, 2017 deadline for receiving applications. Fourteen people applied with one withdrawal. The list of applications included Annie Hoy, Christine Fernlund, Mark Haneberg, Carol Voisin, Traci Darrow, Tonya Graham, Louise Shawkat, Jan Janssen, Emily Trivette, Theodore White, Gina DuQuenne, Susan Bradley Krant, and Shaun Moran. Staff confirmed with Jackson County Elections each candidate met the requirements to run by living within city limits and being registered to vote. The Charter required Council to fill the position within sixty days of the vacancy and the deadline for this position was March 1, 2017. She explained that the process for appointment was different for every Council and that there were no standard rules other than the Council set the process and made the appointment. The Mayor would only vote to break a tie. Since this was a Study Session, Council could not decide on an appointment but could direct staff on the selection process. The Mayor and Interim City Administrator Chief John Karns had provided some recommendations. Council needed to make a decision prior to March 1, 2017, whether that was in a regular or special meeting. City Attorney Dave Lohman shared some ideas for the Council to consider. He distributed a document of scenarios submitted into the record. There were two voting paradoxes almost every voting system tried to avoid, tactical voting, and the spoiler effect. Tactical voting involved someone voting on whom he or she wanted to lose instead of voting for the best candidate. The spoiler effect occurred with split votes between similar candidates that resulted in the selection of a candidate who would not have won if that candidate were running one on one against the third candidate. Council's goal was avoid either paradox and narrow the field of applicants in a way that did not subject the candidates to competitive disparity. City Council Study Session Meeting February 6, 2017 Page 2 of 2 Mayor Striomberg further explained that staff was proposing two options for Council. Council could decide whom shej or he wanted to interview between now and the February 21, 2017 meeting and come prepared to go through a voting process at that time. Another option entailed Council determining a process during this meeting, narrow the applicant field to a short list, and ineet with those applicants prior to the February 21, 2017 meeting. Council discussed logistical concerns interviewing candidates, the process for submitting the candidates they preferred, transparency, and Scenario B and Scenario C in the Council Position 6 Selection Process document, They agreed to select up to four candidates on a prepared ballot showing all thirteen that evening and forward their ballots to the City Recorder for compilation. They would add the topic to the next night's agenda for discussion, and try to interview the final candidate pool before February 21, 2017. Council proceeded to fill out their ballots and forwarded them to Ms. Christensen for compilation who also submitted them into the record. They would add the topic for discussion at the Council meeting the next night. ADJOURNMENT Meeting adjourned at 7:50 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder City Council Business Meeting February 7, 2017 Page 1 of 8 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL February 7, 2017 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stiromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL C.IALL Councilor Slattery, Morris, Seffinger, and Rosenthal were present. Councilor Lemhouse was absent. MAYOR;'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Airport, Historic, Transportation, Tree, and Wildfire Mitigatioilli Commissions. Councilolr Slattery/Seffinger m/s to add Council position #6 to the agenda under Other Business From Council Members/Reports From Council Liaisons. Voice Vote: all AYES. Motion passed. Mayor Stromberg explained Interim City Administrator John Karns had done so well that he wanted to extend his, tenure as Interim to the end of 2017. Councilor Morris/Seffinger m/s to add Interim City Administrator John Karns' extension to the end of 2017 to the agenda under Other Business From Council Members/Reports From Council Liaisons. Voice Vote: all AYES. Motion passed. Mayor Stromberg asked Council to consider the matter now instead of the end of the meeting. Councilor Seffinger/Rosenthal m/s confirm the extension of John Karns as Interim City Administrator to the end of the year. DISCUSSION: Council Seffinger thought Mr. Karns had done a great job ,-ILnd wanted to see him continue. Councilor Rosenthal concurred and noted Mr. Karns' high degree of professionalism in his role as Fire Chief and Interim City Administrator. He had changed the culture in the City in a positive way. Voice Vote: all AYES. Motion passed. APPROVAL OF MINUTES The minutes of the Executive Session of January 10, 2017, Business Meeting of January 17, 2017, Study Session o l January 23, 2017, and Executive Session of January 23, 2017 were approved as presented. SPECIAL PRESENTATIONS & AWARDS The Mayor's proclamation of February 2017 as Child Trafficking Awareness Month was read aloud. Caleb LaPlante/436 NE Baker Drive/Grants Pass, OR/Represented Abolish Child Trafficking (ACT) Southern Oregon and Rotary International. He was the state coordinator for Rotarians Against Slavery. Over the past year, two cases were prosecuted locally and the region experienced its first federal prosecution. Last year, Rotary Clubs in the Rogue Valley brought a photo exhibit called More than a Survivor., for showings at Southern Oregon University, the Rogue Valley Mall, and Grants Pass. He thanked Council and offered his agency's services. Councilor Slattery/Morris m/s to move Council position #6 under Other Business From Council Members/Reports From Council Liaisons to Unfinished Business. Voice Vote: All AYES. Motion passed. City Council Business Meeting February 7, 2017 Page 2 of 8 PUBLIC FORUM Dave Hyde/616 Normal Avenue/Submitted a document into the record of a. list of people supporting changing the name of Dead Indian Memorial Road to Indian Memorial Road. He sought support from Council when he went to Salem, OR to change the name. Mayor Sttomberg suggested Mr. Hyde contact a councilor and ask them to create a resolution. Councilor Slattery eras not comfortable using the term Indian in Indian Memorial Road and suggested more people be involvod choosing the name. He agreed to work with Mr. Hyde. Crystal Siosa/2895 Highway 66 Ashland/Explained her utility bill increased this past month from $474 to $744. Shi-. found through social media several Ashland citizens and others throughout the Rogue Valley had similar experiences. This was a huge increase for her. Utility companies in the valley told customers the dramatic increase was due to the cold snap in December but she was not sure that was the case. Mark Hollden, the director of the Electric Utility confirmed there were higher utility bills during the wintertim.- due to the weather. Three factors affected winter electric bills. The weather was seven degrees colder this past December and January than at the same time last year. This past December had 20 days below average. The previous December had four days below average. The second factor that might result in a higher bill could be weather conditions delaying meter reading. In that case, a bill covered a longer period and subsequently increased cost. The next bill would reflect a shorter billing cycle. The third factor was weather conditions or service locations that required the utility to estimate bills. In Ashland, the issue was the cold weather. There were no delays in reading meters or cause to estimate any bills. The City had not increased rates since July 1, 2015. The greatest impact on utility bills was the weather and customer usage. The City sponsored three programs, one for seniors and disabled citizens, the Ashland Low Income and Energy Assistance Program and the Emergency Heat Assistance program. All programs required citizens to apply and meet the qualifications to be eligible for those plans. The Conservation Division provided energy audits, recommendations to cut down consumption, and weatherization programs. It was rare for a mistake to occur in meter reading. Customers could request a second reading on their meter to ensure it was accurate. Mr. Holden would follow up with Utility Billing on whether the City offered an averaging option. Louise S>hawkat/870 Cambridge/Was in favor of the 10x20 law passed by Council last year and was pleased to see the City gathering the necessary data and hiring a firm to fulfill the request for proposal (RFP). It would provide responders to the RFP important information. Huelz Gutcheon/2253 Hwy 99/Noted Council Chambers or the courtroom was a room of punishment. The Siskiyou meeting room in the Community Development building was a place that added more people to town. He suggested holding meetings in different environments that would generate innovative solutions. Ashland could have the world's first multi mobile city council. CONSEl~"T AGENDA 1. Approval of minutes of boards, commissions, and committees 2. Endorsement of Ashland Community Hospital Foundation for the purpose of hanging a banner 3. Authorization to extend liability insurance consulting services contract for a period of one year 4. Extension of employment agreement for Interim Administrative Services/Finance Director 5. Approval of contract with Gordon Huether, public artist for the Theater Corridor project Councilor Rosenthal pulled Consent Agenda #5 for discussion. Public Arts Commission (PAC) Chair City Council Business Meeting February 7, 2017 Page 3 of 8 Sandy Friend explained the Commission sent out a request for qualification (RFQ) and received 28 submittals narrowed down to four artists through several public meetings. PAC selected Gordon Huether based on his 20 years of public art experience. He would be in Ashland February 23-25 to meet with PAC, visit the site, and gather input during a public meeting on February 24, 2017. He would return in August with two concepts for the corridor. At that time, PAC would have a special selection panel review the concepts with PAC bringing their recommendation to Council in September. PAC Commissioner Margaret Garrington further explained the library currently had a display for the public to provide input to the artist. Those questions were on the City website as well. PAC also put up posters throughout town. The walls on either side, of the corridor were privately owned and not a part of the art installation. Commissioner Laurel Merchant noted Mr. Huether was very interested in public input. Commissioner Garrington addressed why PAC did not award the project to a local artist and noted there were many fine artists from the area. However, in this respect in a public art realm, they found the local artists that applied could not provide the kind of experience PAC was seeking for this specific project. The Commission was looking for artists who had completed public art projects suitable for the outdoors within the allocation amount designated for the project. PAC wanted the best possible artist for the job and was cognizant of using citizen and city funds. Councilor Seffinger/Morris m/s to approve the Consent Agenda Items. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS 1. Public Hearing and first reading of an ordinance titled, "An ordinance amending the Flood Plain Corridor Lands map referenced in Chapter 18.3.10 of the Ashland Municipal Code, and, adopting the Federal Insurance Administration's April 5, 2017 Flood Insurance Study and accompanying Flood Insurance Rate maps for Jackson County Oregon and incorporated areas" and move to second reading. Senior Planner Brandon Goldman explained property owners along the 5.4-mile stretch of Neil Creek outside ol'city limits initiated the update. They worked with Jackson County to have the flood insurance study updated to accommodate their properties. It came to the City because a small section of Neil Creek ran through Ashland. Staff notified the less than ten property owners within the City's jurisdiction to give them an opportunity for comment. Property owners along Ashland Creek, Hamilton Creek, Clay Creek, and Bear Creek flood pain corridors could approach FEMA to amend the flood insurance study map as well. The flood plain expanded to the airport primarily where Neil Creek crossed under Dead Indian Memorial Road and would affect some hangars. Alternately, there were other areas on the airport property with a significant reduction in what was currently flood plain to the west of the runway along Neil Creek. Adopting the flood insurance study and rate maps allowed the City to participate in FEMA's program and any residence within the city's jurisdiction that obtained flood insurance received a 15% reduction in rates. Public Hearing Opened: 7:45 p.m. Public Hearing Closed: 7:45 p.m. Councilor Morris/Slattery m/s approval of first reading by title only of an ordinance titled, "An ordinance amending the Flood Plain Corridor Lands Map referenced in Chapter 18.3.10 of the Ashland !Municipal Code, and, adopting by reference the Federal Insurance Administration's April 5, 2017 Flood Insurance Study and Flood Insurance Rate maps for Jackson County and incorporated City Council Business Meeting February 7, 2017 Page 4 of 8 areas" and move to second reading. Roll Call Vote: Councilor Rosenthal, Seffinger, Morris and Slattery, YES. Motion passed. UNFINI~ HED BUSINESS 1. Appointment Process for Council Seat Position R6 City Recorder Barbara Christensen explained during the previous night's Study Session Council selected their top candidates via ballot. The ballot allowed Councilors to make their preferences without influence from others and remain transparent. Results narrowed the candidate pool to the following: • Traci Darrow received 5 votes from Councilor Slattery, Morris, Lemhouse, Seffinger and Rosenthal • Sbaun Moran received 5 votes from Councilor Slattery, Morris, Lemhouse, Seffinger and Rosenthal • Tonya Graham received 3 votes from Councilor Slattery, Rosenthal, and Morris • Gina DuQuenne received 3 votes from Councilor Slattery, Seffinger, and Lemhouse • Louise Shawkat received 2 votes from Councilor Lemhouse and Rosenthal The City Charter required Council to fill the position within sixty days of the vacancy. The deadline for this position was March 1, 2017. During Study Sessions, Council gathered data and directed staff to bring back information they could use to make a decision during a Council meeting. Council did not make a decision at the Study Session the night before and would decide on a process during this meeting. In order to act, Council had to make a motion. The appointment was an open process and Council could narrow the field further, accept the final candidates as is or make a motion. Councilor Slattery/Rosenthal m/s to move the five candidates to the February 21, 2017 Council Meeting to be decided then who will fill seat #6. DISCUSSION: Councilor Slattery supported the process Council determined the night before. He was not comfortable narrowing the list in the absence of Councilor Lemhouse. He thanked everyone who applied. Councilor Rosenthal agreed with Councilor Slattery. It was a difficult and uncomfortable process. Many people on the list were qualified and narrowing; it down to five did not mean the others were not capable of being great city councilors. Councilor Seffinger agreed there was a strong pool of candidates but personally wanted to interview all 13 and offered to do that with all of the applicants. Alternately, working on a commission might be an option for them. She found the interview experience valuable. Roll Call Vote: Councilor Slattery, Morris, Seffinger, and Rosenthal, YES. Motion passed. Ms. Christensen would provide Council with a ballot process and some options for Council to review at the February 21, 2017 Council Meeting. NEW AND MISCELLANEOUS BUSINESS 1. 6tn Quarter Financial Report of the 2015-17 Biennium Interim Administrative Services/Finance Director Bev Adams explained the financial statements were for the period ending December 30, 2016 and equated to eighteen months or 75% of the biennium budget. Some items expensed in full at the beginning of the period while other items expensed during the project. There was nothing out of the ordinary in the statements. There were a few items over budget that would come to Council in March as a supplemental budget. In this case, building activity exceeded estimations. State budget law required municipalities to end the year within budget. In her report under the Summary of Cash and Investments, the General Fund was running higher than the previous year. Taxes for the General Fund in the Statement of Resources, Requirements, and Changes in Fund Balance for the 18-month period were 85.7%. It was a $2,600,000 increase in total tax revenue over the previous year. The taxes included property taxes, electrical user tax, water surcharge City Council Business Meeting February 7, 2017 Page 5 of 8 franchise fees, hotel-motel tax, and business licenses. It looked inflated due to heavy collections at the beginning of the fiscal year and would even out over the year. The General Fund in that sense was looking good. The cash balances for the Water and Wastewater Fund were strong at this time. Enterprise funds were business funds. There were several factors in the enterprise funds because the cash could change based on usage, and rate increases. Water usage was up slightly from the prior year and the City had paid down the debt reduction by $366,000 from the previous year subsequently increasing the cash balance. Another factor wa:i, the timing of projects. Revenue for huge projects in the enterprise fund could come from rates and financing. In the Water and Wastewater Funds there were projects budgeted but not started or complete, yet the City was collecting the rates to pay for those projects. The Talent-Ashland-Phoenix (TAP) Intertie project completed a year early and that showed in the report. The Food and Beverage tax in the Wastewater Fund was up over $450,000 than the previous year at the same time. The Wastewater Treatment Plant membrane project budgeted for completion this year had completed early. Charges for services were up $1,400,000 in the Wastewater Fund and upcoming projects were $7,300,000 between now and 2020. It was positive to have the cash balances higher. On page 3 of the report, Schedule of Budgetary Compliance per Resolution 2015-19, the capital overlay for the Airport Fund went over $2,988 and would be part of the supplemental budget in March. On page 9, Statement of Resources, Requirements, and Changes in Fund Balance under Excess (Deficiency) for Revenues and Other Sources over Expenditures and Other Uses, the Fund Balance as of December 31, 2016 was a comparison. The column, To Date Actuals showed $172,503 and the estimation under Budget 2017-2015 was $38,580 indicating the City was 441.7% above the projection for next June. All funds had contingencies and the City had several that needed to increase to cover the possibility of an emergency. Contingencies would be higher for enterprise funds and could be 5% of the fund balance. The General Fund should be 3%. It depended on Council. Ms. Adams was unable to find the percentages stipulated for the City's contingencies and encouraged Council to establish them if they were not already. She wouldl follow up with Council on the Single Employee Retirement Plan in the CAFR. Councilor Slattery/Rosenthal m/s to accept the sixth quarter financial report as presented. Voice Vote: a11.,A.YES. Motion passed. 2. 2016 Citizen Survey results Management Analyst Ann Seltzer explained the National Research Center (NRC) developed a National Citizen Survey conducted in October and November of 2016. This was the fourth biennial survey by the City. The survey measured eight facets of community livability: Safety, Mobility, the Natural Environment, the Built Environment, the Economy, Recreation and Wellness, Education and Enrichment, and Community Engagement. The combined responses indicated the quality of the community overall and formed the three pillars of community quality, Community Characteristics, Governance, and Community Participation. Survey results had seven formats: • The Community Livability Report • Tirends over Time • Dashboard • Open Ended • Supplemental • Demographic Subgroups • Technical Appendices City Council Business Meeting February 7, 2017 Page 6 of 8 The NRC randomly selected 1,500 households, 70 came back as undeliverable, and 505 returned completed surveys achieving a 75% response rate with a 4%-5% margin of error. They weighted results based on Ashland's population in the 2010 Census. The NRC maintained a database of 500 jurisdictions nationwide and conducted the same survey. Ashland compared results to the 500 and jurisdictions with a university and a population between 10,000 and 40,000. In comparison with the 2014 survey, Ashland dropped in percentage points regarding safety downtown, public transportation, affordable quality housing, housing options, mental healthcare, food costs, and childcare. Governance was similar to other areas. Police services were higher than the 2014 results and lower in street repair, land use, planning, zoning, and economic development. Ashland rated higher in the pillar of p,articipation in areas where citizens had stocked supplies for emergency services, campaigned for an issue, or had done a favor for a neighbor. Results were lower in responses regarding the economy having a positive impact on citizen's income. The City included three custom questions and one open-ended question. The first one asked citizens which items were)- a high, medium, or not a priority in terms of budgeting. Funding for affordable housing ranked 58%. Adding high and medium percentages together showed fire at 91%, affordable housing at 88%, emergency preparedness 87%, police staffing 85%, homeless services 84%, and reducing the carbon footprint '79%, separating priorities by only 12 percentage points. Regarding City Hall, 11% of the responders strongly opposed taking action to make City Hall earthquake resilient, while 15% somewhat opposed it, 31% strongly supported it, and somewhat supported it at 46%. Regarding the source of information question, 53% got their information from the City website. Combining major and minor sources showed local media at 90%, the Parks and Recreation Guide at 87%, word of mouth, 87%, City website, 8)6% and the City newsletter at 83% indicating a 7% difference between each source of information. Verbatim responses to the open-ended question Council asked on changes regarding behavior in downtown Ashland between the summer of 2015 and the summer of 2016 thought safety issues had continued or gotten worse. Responses on what the Ashland community should focus on in the coming two years showed 90% wanted to focus on the overall economic health, 82% indicated the quality of the natural environment relating to air quality, cleanliness, drinking water, preservation of open spaces, greenbelts and more. The overall feeling of safety as essential and very important received 78%. Of the 505 surveys returned, 391 included verbatim responses. In conclu,,bion, the ratings for 2016 remained stable and were similar to 2014. There was a significant downward) trend in the areas of affordable housing and housing options, economic development, employment opportunities, and public transportation. Ashland ranked much higher than benchmarks of residents who walked and biked versus driving, having a vibrant downtown, education opportunities and more. Reg;idents continued to enjoy a high quality of life and awarded high marks to their neighborhoods as a place to raise children and retire. Respondents' rated City services as excellent or good by 85% and 84% thought City customer services were excellent and good. Respondents in general wanted safety issues downtown to continue with a 9% drop from the 2014 regarding safety downtown. Areas of concern from both surveys included public parking, affordable housing, employment opportunities, and economic development. Survey results helped identify trends and informed the community, elected officials, and City staff on how the community was doing over time. Results provided a voice to a broad spectrum of Ashland citizens who otherwise, might not be heard. Downward trends or consistent low scores confirm policy concerns and serve to raise new policy concerns. They were useful to City departments as performance measures and budget preparation. The NRC cautioned that less than desirable ratings were not negative but a reflection City Council Business Meeting February 7, 2017 Page 7 of 8 of the community's priorities and resources. Citizen survey results from 2011 to 2016 were on the website. Of the 50.5 returned surveys, 57% of the respondents worked in Ashland and over 50% were not under housing stress according the Housing and Urban Development (HUD) definition of housing stress. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second reading by title only of an ordinance titled, "An ordinance amending Ashland Municipal Code Chapters: 9.04.030; 9.08.020; 9.08.030; 9.08.040; 9.08.050; 9.08.060; 9.080.070; 9.08.080; 9.08.090; 9.08.110; 9.08.120; 9.08.130; 9.08.150; 9.08.160; 9.08.170; 9.08.180; 9.08.190; 9.08.250; 9.08.270; 9.08.280; 9.08.990; 9.12.060; 10.04.020; 10.04.030; 10.26.050; 10.30.050; 10.40.030; 10.40.040; 10.44.020; 10.46.020; 10.46.030; 10.56.020; 10.56.030; 10.60.020; 10.60.050; 10.60.060; 10.110.0610; 10.60.060; 10.68.060; 10.68.080; 10.68.090; 10.68.100; 10.68.110; 10.68.120; 10.68.130; 10.68.1401; 10.68.150; 10.68.170; 10.68.180; 10.68.190; 10.68.200; 10.68.210; 10.68.220; 10.68.230; 10.68.240; 10.68.250; 10.68.260; 10.68.270; 10.68.280; 10.68.290; 10.68.300; 10.68.310; 10.68.320; 10.68.3301; 10.68.350; 10.68.370; 10.68.380; 11.22.020; 11.22.030; 11.40.010; 11.40.030; 11.40.040; 11.40.0501; 11.44.005; 11.44.010; 11.44.020; 11.44.040; 11.44.030; 11.44.090; 11.52.030; 11.52.050; 11.52.060; 11.52.070; 11.52.080; 11.52.090; 13.02.040; 13.02.060; 13.02.080; 13.02.120; 13.02.900; 13.03.090; 13.03.110; 13.04.090; 13.12.130; 14.04.060; 14.04.090; 14.05.120; 14.06.080; 14.06.090; 14.08.0501; 14.09.010; 14.12.095; 15.06.030; 15.08.100; 15.10.100; 15.16.340; 15.20.090; 16.28.050, to update and make uniform the language throughout the Ashland Municipal Code" City Attorney Dave Lohman explained the ordinance updated various penalty provisions in the code. The proposed ordinance focused just on the penalty provisions. Other things in the code required updating but at this time, the focus was on clarifying penalty provisions. Staff would come back over time with other changes systematically. The version before Council was the same that passed first reading with one exception regarding wording in 10.68 Public Parks, 10.68.240 Comfort stations that would now read: "A. A comfort station designated by a sign indicating it is for the exclusive use of persons of one sex shall not be entered or used by a person of a different sex except: 1. Ain adult parent or guardian accompanying a minor child under the age of twelve (12); 2. To accompany a physically handicapped or infirmed person reasonably needing physical assistance; 3. Tai) render emergency medical aid or assistance; 4. Persons who reasonably have an urgent need to enter or use a public comfort station regardless of gender identity or sexual orientation; or 5. City employees in the discharge of their regular duties. B. Any powson who violates any provision of this Chapter is subject to Section 1.08.020 of the Ashland Municipal Code. Any violation of this section is a Class IV violation." The language allowed flexibility in using park bathrooms, even if the name on the door was gender specific it did not ignore gender identification. The Parks and Recreation Department approved the language and was in the process of changing comfort stations to unisex. Councilor RosenthaVSeffinger m/s to Ordinance #3137. DISCUSSION: Councilor Rosenthal noted the amount of work and effort done by the City Attorney. Councilor Seffinger agreed and acknowledged the tremendous workload Mr. Lohman was experiencing. Mr. Lohman clarified Assistant City Attorney Doug Mcc Teary did most of the work. Roll Call Vote: Councilor Rosenthal, Slattery, Seffinger, and Morris, YES. Motion passed. 2. First reading by title only of an ordinance titled, "An ordinance amending Ashland Municipal Code Section 3.08.020 Code of Ethics," and move on to second reading City Attorney Dave Lohman explained this was another ordinance previously discussed that required updating. The City's definition of a conflict of interest was stricter than the states. He proposed keeping the stricter definition because it went beyond just financial impacts. The City's definition of conflict of City Council Business Meeting February 7, 2017 Page 8 of 8 interest also encompassed having one's judgment influenced by personal interest. Current code required an individual to announce a conflict of interest but did not require them to withdraw from participating in the matter.. The state required the individual to announce a conflict of interest and refrain from deliberating on the matter. The amendment would make the City consistent with the state. The other change would make it clear that the appointed advisory bodies were subject to this code of ethics as well. Mr. Lohman was working on an ethics manual for the advisory commission and committees. There was also a video from the state for ethics training. He explained the difficulties he and the City Recorder had experienced providing training to City commissions. Council and staff discussed training staff liaisons instead, providing laminate cards with the basic principles, and contracting attorneys to train. The League of Oregon Cities provided some assistance. There was the possibility of having someone from the Ethics Commission come to the City to train. Councilor Morris/Slattery m/s to approve first reading of an Ordinance titled, "An Ordinance Amending; AMC Section 3.08.020 Code of Ethics." Roll Call Vote: Councilor Morris, Seffinger, Rosenthal, and Slattery, YES. Motion passed. OTHER 3USINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Rosenthal thanked everyone involved with the State of the City event. He made a correction to a statement he made during the event that Mayor Stromberg and Mayor Shaw were the longest serving mayors both elected to three terms. He since discovered that Mayor Wiley and Mayor Neill both served in excess of ,twelve years each. Councilor Seffinger announced the Ashland 2016 Ashland Forest Plan was being published, and noted the long hour;!; and efforts by the Commission. Councilor Slattery announced he would still like to meet with all the individuals who applied for Council seat 46 if they wanted. Secondly, he wanted public speaking timer software added to the television screens in Chambers. ADJO"NMENT OF BUSINESS MEETING Meeting adjourned at 9:00 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor City Council Business Meeting February 7, 2017 Page 8 of 8 interest also encompassed having one's judgment influenced by personal interest. Current code required an individual to announce a conflict of interest but did not require them to withdraw from participating in the matter. The state required the individual to announce a conflict of interest and refrain from deliberating on the matter. The amendment would make the City consistent with the state. The other change would make it clear that the appointed advisory bodies were subject to this code of ethics as well. Mr. Lohman was working on an ethics manual for the advisory commission and committees. There was also a video from the state for ethics training. He explained the difficulties he and the City Recorder had experienced providing training to City commissions. Council and staff discussed training staff liaisons instead, providing laminate cards with the basic principles, and contracting attorneys to train. The League of Oregon Cities provided some assistance. There was the possibility of having someone from the Ethics Commission come to the City to train. Councilor Morris/Slattery m/s to approve first reading of an Ordinance titled, "An Ordinance Amending AMC Section 3.08.020 Code of Ethics." Roll Call Vote: Councilor Morris, Seffinger, Rosenthal, and Slattery, YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Rosenthal thanked everyone involved with the State of the City event. He made a correction to a statement he made during the event that Mayor Stromberg and Mayor Shaw were the longest serving mayors both elected to three terms. He since discovered that Mayor Wiley and Mayor Neill both served in excess of twelve years each. Councilor 'Seffinger announced the Ashland 2016 Ashland Forest Plan was being published, and noted the long hours and efforts by the Commission. Councilor Slattery announced he would still like to meet with all the individuals who applied for Council seat #6 if they wanted. Secondly, he wanted public speaking timer software added to the television screens in Chambers. ADJOURNMENT OF BUSINESS MEETING Meeti adjourned at 9:00 p.m. Barbara Christensen, City Recorder oh Stromberg, Mayor ASHLAND HISTORIC COMMISSION Meeting Minutes January 11, 2017 Community Development/Engineering Services Building - 51 Winburn Way - Siskiyou Room CALL TO ORDER: Commission Chair, Shostrom called the meeting to order at 6:00pm in the Siskiyou Room at the Community Development and Engineering Offices located at 51 Winburn Way, Ashland OR 97520. Commissioners Present: Council Liaison: Shostrom Skibby Whitford Staff Present: Emery Mark Schexnayder; Staff Liaison Swink Regan Trapp; Secretary Von Chamier Giordano Commissioners Absent: Leonard APPROVAL OF MINUTES: Whitford motioned to approve minutes from December 7, 2016. Swink seconded. Voice vote; All AYES. Motion passed PUBLIC FORUM: Array Gunter, Rogue Planning and Development, 1424 Ivy St, Medford, OR, is working with the property owner at 146 N. Pioneer St. She went on to say that they are turning Keith Roger's Insurance building into a retail space with a vacant tenant space in the back. Ms. Gunter remarked that as part of their proposal they are putting in bicycle parking in the public right of way. Ms. Gunter announced her idea of starting the historic marker prcgram through the installation of artistic bike racks. She passed around some example photos of bike racks that have a historic feel to them and may be used towards this program. Ms. Gunter explained that Mr. Molnar would still have to approve an encroachment permit and also approve not using the "U" racks. A company called, The Forge, that does iron work would design these racks (that look like railroad spikes) for the applicants. The Commission heartily endorsed this idea. COUNCIL LIAISON REPORT: No Council Liaison has been appointed to the Commission as of yet, so no report was given. PLANNING ACTION REVIEW PLANNING ACTION: PA-2016-02095 SUBJECT PROPERTY: 563 Rock Street APPLICANT: Advantage Building & Design OWNER: Michael & Maxine McNab DESCRIPTION: A request for a Site Design Review to allow for the construction of a 990 square fi)ot second dwelling unit at 563 Rock Street. The project involves restoring the existing historic contributing residence and the construction of a new second dwelling unit located off of Maple Street. The proposal also requests an Exception to Site Development and Design Standards to allow for a parking buffer less than eight feet from a residential structure. Seven non-hazardous trees are proposed for removal from the subject property as part of the application. COMPREHENSIVE PLAN DESIGNATION: Low Density Multiple-Family Residential; ZONING: R-2; ASSESSOR'S MAP: 39 1 E 05 DA; TAX LOT: 5200. Swink stated that he conversed with Ms. Smith, the contractor on the project. Giordano and Emery have both been working with Ms.Gunter on other projects. They all stated that it will not affect their judgement on this project. Schexnayder gave the staff report for PA-2016-02095. Shostrom opened the public hearing to the applicants. Melanie Smith, Contractor of Advantage Building and Design on W, Nevada Street, Ashland, OR and Amy Gunter of Rogue Planning and Development at 1424 Ivy Street, Medford, OR gave a background on their proposal. Ms. Gunter stated that there has been a demo permit applied for with the Building Official but has been placed on hold with no decision made at this point. She went on to say that there is a quandary because this house has severe issues and will cost a lot to restore. They think it can be shown as a full demo but the hard part is the struggle with the economic feasibility actor. The proposal they are looking at tonight is to not remove the house but repair it as much as possible. It doesn't meet front yard setbacks so they can't add a porch to improve street frontage. The last communication from Mr. Molnar was that they should get a special inspection from the Building Official on site to walk through the line items to justify the feasibility factor of the demo permit. Ms. Smith declared that they are not really sure where this project is going because the property owners are scared of what they keep finding and it's turning into a money pit. There was much discussion back and forth in regards pieces of the house that would have to be removed including the breakfast addition and maybe some walls, worker's injured on the job because of damage to the roof, walls sagging because of the leaking chimney and a very large porch infestation. ,here was some discretion with the photos that were in the packet in comparison to what the applicants had. There were no dimensions or slope shown in the drawings and the Commission was in agreement that they were confusing and incomplete. E-mery stated that he feels like he's being asked to approve a moving target and is uncomfortable acting on it with the incompleteness of the application. The elevations are confusing and so are the CADS. Things need to be labeled and adjusted before they feel they can make a decision. There is a height difference in the windows and the roof over the porch is different. Emery went on the say feat finished floor elevations would be helpful. Casey Bright, owner at 531 Scenic, addressed the Commission regarding the project. Mr. Bright stated that he would like to have the property owners and the contractor come to his house to see what he has done with his home. He has been there over 20 years and believes that historic restoration has value beyond the house. Mr. Bright suggested they work with what they have and wants to encourage restoration in his neighborhood. Shostrom closed the public hearing and opened to the Commission for comments. Giordano motioned to continue PA-2016-02095 with below recommendations. Whitford seconded. Voice vote; All AYES. Motion passed. 1. Submit revised materials including the Site Design Review Information listed under Ashland Municipal Code (AMC) section 18.5.2.040.B.1;2;3;4;7;8. More specifically the Historic Commission requested the following information including a comprehensive set of building plans with elevation drawings existing and proposed, siding details, trim details, window details, material details, two foot contour intervals, and photographs of the site. I DISCUSSION ITEMS: Continued discussion of proposed ordinance amendments for public art installations on historic contributing buildings with the Public Arts Commission. Shostrom gave a background of the long road of meetings with the Public Arts Commission and with the Mayor. Shostrom discussed his frustrations with the ending process but went on to say that he learned a lot about himself. He stated that what was presented in the packet should not be changed at this time and should go to the Public Arts Commission for review. ,3hostrom motioned that the material presented in the packet go to Public Arts Commission for their review. ALL AYES. Motion passed. COMMISSION ITEMS NOT ON AGENDA: There were no items to discuss. 14EW ITEMS: o Review board schedule 41 Project assignments for planning actions OLD BUSINESS: There was no old business to discuss. Review Board Schedule January 5th Terry, Keith, Dale January 12th Terry, Piper, Sam January 19th Terry, Tom, Piper January 261h Terry, Bill, Taylor February 2nd Terry, Dale, Bill Februa 9th Terry, Sam, Keith Project Assignments for Planning Actions PA-2014-01956 Lithia & First All PA-2014-00710/711 143/135 Nutley Swink & Whitford PA-2014-01283 172 Skidmore Shostrom PA-2014-02206 485 A Street Whitford PA-2015-00178 156 Van Ness Ave Shostrom PA -20" 5-00374 160 Lithia Way Emery PA-2015-00878 35 S. Pioneer Leonard PA-2015-01496 35 S. Second-Winchester Inn Shostrom PA-2015-01695 399 Beach Skibby PA-2015-01517 209 Oak Shostrom PA-2015-02203 868 A Street Whitford PA-201 3-00275 574 Allison Emery PA-201,13-00387 95 N. Main Shostrom PA-201,3-00763 5 N. Main Swink PA-201 13-00209 25 N. Main Giordano PA-201 f3-00818 175 Pioneer Shostrom & Skibby PA-201 r3-00847 252 B Street Whitford PA-2016-00587 872 Siskiyou Blvd Skibby PA-201 E3-01027 276 B Street Shostrom & Leonard PA-201 E3-01641 221 Oak Street Shostrom PA-2016-01947 549 Fairview Emery PA-2016-02103 133 Alida Swink ANNOUNCEMENTS & INFORMATIONAL ITEMS: Next meeting is scheduled February 8, 2017 at 6:00 pm There being no other items to discuss, the meeting adjourned at 8:10pm Respectfully submitted by Regan Trapp CITY OF ASHLAND Council Communication February 21, 2017, Business Meeting Liquor License Application for Duke Tufty dba Safeway #3212 FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of'a Liquor License Application from Duke Tufty dba Safeway #3212 at 585 Siskiyou Blvd. BACKGROUND AND POLICY IMPLICATIONS: Application is for a new license 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 IlV[PLICATIONS: N/A STAFF RE~,,OMMENDATION 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. SUGGESTf -,D MOTION: Under Consent agenda item, a motion to approve liquor license for Duke Tufty dba Safeway 93212. ATTACHMENTS: Liquor License Application Page 1 of 1 ~r OREGON LIQUOR CONTROL COMMISSION LIQUOR LICENSE APPLICATION ApPlIcatiori L Mna made for, CITY AND COUNTY USE ONLY LICENSE TYPES ACTIONS 0 Full On-Premises Sales $402.601 r Date application received: ( y) CJ Change Ownership 0 Commercial Establishment OfNew Outlet The City Council or County Commission: 0 Caterer ® Greater Privilege ❑ Passenger Carrier Additional Privilege (name of city or county) El Other Public Location ~ Other E3 Private Club recommends that this license be: D Granted ❑ Denied ❑ Limited On-Premises Sales ($202,801yr) 19Off-Premises Sales ($100/yr) By: El with Fuel Pumps (signature) (date) Brewery Public House ($252.80) Name: [3 Wintery ($250/yr) a other._ Title:- _ 90-DAY AUTHORITY Check here if you are applying for a change of ownership at a business OLCC US Y that has a current liquor license, or if you are applying for an Off-Premises Application Recd by: Sales license and are requesting a 90-Day Temporary Authority Date: log I APPLYING AS: []Limited Corporation []Limited Liability E]Individuals Partnership Company 90-day authority. X Yes a No 1. Entity or Individuals applying for the license: [See SECTION 1 of the Guide] (D Safeway Inc- 2. Trade Nar,ne (dba): Safeway #3212 3. Business Location: 585 Siskiyou Blvd. Ashland Jackson OR 97520 (number, street, rural route) (city) (county) (state) (ZIP code) 4. Business Mailing Address: MS #5531 TAX, NASC, PO Box 29096, Phoenix, AZ 85038 (PO box, number, street, rural route) (city) (state) (ZIP code) 5. Business Numbers: 541-482-7777 (phone) (fax) 6, is the business of this location currently licensed by JLCC? ]Yes XQ l 3:~:'^a 7. If yes to whom: Haggen epic: Not-ti LLC y~jz Gi LlcertsC: Off-Pre 8. Former Business Name: Haggen #2095 9. Will you have a manager? ®Yes [3No Name: TBD (manager must fill out an Individual History form) 10. What Is the local governing body where your business is located? City of Ashland (name of city or county) 11. Contact person for this application. Duke Tufty (No Solicitations Please) (503) 718-2311 (name) (phone number(s)) 123 NE Third Avenue, Suite 310, Portland, OR 97232 duke@nwalcohollaw.coni (address) (fax number) ^(e-mail address) I under tend that If my answers are not true and complete, the OLCf: may deny my license application. Appi t( s) ,algnature end Date: Q z Date 0 Date Date Date 1-800-452-OLCC (6522) • www.aregon.go;r,'olcc trey. uarzoi ~ 1 CITY OF ASHLAND Council Communication February/ 21, 2017, Business Meeting Confirmation of Mayoral appointment of Interim Fire Chief FROM John Karns, Interim City Administrator, john.karns(:c~ashland.or.us Tina Gray, Yuman Resources Director, tina.grayAashland.or.us SUMMARY At the February 7, 2017 Business Meeting, the Council asked John Karns to serve as Interim City Administrator through the end of the year. David Shepherd has been back-filling John Karns as the Fire Chief on an interim basis. As John Karns will be pulled away from his regular duties for the remainder of the year, staff recommends formalizing David's appointment as Interim Chief while determining the appropriate recruitment and selection process for filling the position of Fire Chief long term. BACKGROUND AND POLICY IMPLICATIONS: David Shepherd has worked for Ashland Fire & Rescue since April of 1997, when he transferred From Jackson County Fire District #5 as a firefighter paramedic. Over his 20 years with the City, David has rounded out his experience in fire operations serving as an Engineer, Captain, and Battalion Chief. He was promoted to Deputy Fire Chief in July 2015. His leadership style has been well-received in the Fire Departr,ient and among the City's executive management team. David has a history of collaboration with surrounding fire agencies and districts, and he has extensive institutional knowledge. Since John Karns assumed the role of Interim City Administrator, David has stepped into the role of Fire Chief azd the Department has operated seamlessly during the transition of leadership. The Deputy Chief role has been filled temporarily by Matt Freiheit who moved up from Battalion Chief to a quasi-management role while still remaining active in the Firefighter's Association. The department has been in a holding pattern awaiting the Council's decision regarding the City Administrator vacancy. Naw that we have a timeline established for Interim City Administrator, the Council can make a determination regarding the selection of Fire Chief. Staff is recommending that the Council appoint David Shepherd as Interim Fire Chief for a period of at least 60-day s. During that time, staff will work with Council to determine an appropriate selection process for Milling the Fire Chief position long-term. FISCAL IMPLICATIONS: We have negotiated a salary with David Shepherd which is covered by the current budget. His is being compensated at step 5 of the Department Head salary range ($9,822/month) which is one step below the compensation point for John Karns when he left the position. Page 1 of 2 i CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION: Staff is recoramending the formal appointment of David Shepherd as Interim Fire Chief. SUGGESTED MOTION: Move to app,,:)int David Shepherd as Interim Fire Chief. ATTACHMENTS: • Employment Agreement Page 2 of 2 Pral4all I CITY OF ASHLAND Employment Agreement Interim Fire Chief THIS AGREEMENT made and entered into this 21 St day of February 2017, by and between the City of Ashland ("City") and David Shepherd ("Employee"). RECITALS: A. City desires to employ the services of Employee as Interim Fire Chief of the City of Ashland; and B. It is the desire of the Mayor and City Council to establish certain conditions of Employment for Employee; and C. It is the desire of the Council to (1) secure and retain the services of Employee and to provide inducement for Employee to remain in such employment for a period of up to 6 months or until a selection process has been identified, whichever occurs sooner, (2) to make possible full work productivity by assuring E-mployee's morale and peace of mind with respect to financial security; (3) to act as a deterrent against malfeasance or dishonesty for personal gain on the part of Employee; and (4) to provide a just means for terminating Employee's services at such time as Employee may be unable fully to discharge Employee's duties due to disability or when City may otherwise desire to terminate Employee's services; and D. Employee desires to accept employment as Interim Fire Chief of Ashland. City and Employee agree as follows: Section 1. Duties. The city hereby agrees to employ David Shepherd as the Interim Fire Chief of the City to perform the functions and duties specified in the job description for the position, and to perform such other legally permissible and proper duties and functions as the City Administrator and/or City Council shall from time to time assign. The Interim Fire Chief shall devote full time to the performance of his duties for the duration of interim appointment. Section 2. Term. A. Nothing in this agreement shall prevent, limit, or otherwise interfere with the right of the City to terminate the services of the Interim Fire Chief at any time, subject only to the provisions set forth in this agreement. Page - 1 i B. E=mployee agrees to remain in the employ of City until a successor Fire Chief is appointed into the regular F/T position, and neither to accept other employment rior to become employed by any other employer until this termination date, unless the termination date is affected as otherwise provided in this agreement. C. In the event Employee wishes to voluntarily resign the position during the term of this agreement, Employee shall be required to give the City one month written notice of such intention, unless such notice is waived by the City Administrator with the approval of the Mayor and City Council. Employee will cooperate in every way with the smooth and normal transfer to the newly appointed individual. Section 3. Salary. City agrees to pay Employee a total monthly salary of $56.6691 /hour which equates to the fifth step in the salary range for Fire Chief ($9,822/month). Employee would be afforded the same Cost of Living Adjustment as may be accorded other Department Heads. Section 4. Automobile Allowance. Employee's duties require that Employee shall have the exclusive use at all times during employment with the City of an automobile to carry out the business of the City. The City shall provide a vehicle or an automobile allowance of $350/month if the employee chooses to use his own personal vehicle for City business. Employee shall be responsible for paying for insurance, operation, maintenance and repairs of his personal vehicle. Section 5. Tools and Equipment. City agrees to provide the tools and equipment necessary for the Interim Police Chief to efficiently perform his duties. Uniforms, radio equipment, computer and protective equipment will be provided and maintained by the City. Section 6. Severability. If any part, term, or provision of this agreement is held by the courts to be illegal or in conflict with the laws of the State of Oregon, the validity of the remaining portions of the agreement shall not be affected and the rights and obligations of the parties shall be construed and enforced as if the agreement did not contain the particular part, term, or provision. Dated this of February, 2017. Barbara Christensen, City Recorder John Stromberg, Mayor Page - 2 I Accepted this day of February, 2017. David "S',hepherd Page - 3 CITY OF ASHLAND Council Communication February 21, 2017, Business Meeting Special Procurement Request for Approval for Oregon Watershed Enhancement Board Focused Implementation Partnerships Program FROM: Chris Chambers, Forest Division Chief, Ashland Fire & Rescue, chamberc@ashland.or.us SUMMARN'" The Fire Department is seeking approval of a Special Procurement to implement dry forest habitat restoration and wildfire risk reduction under the broad umbrella of the Ashland Forest Resiliency Stewardship Project (AFR). This contract obligates funding secured by the AFR Partnership with the City as prime applicant to expand the AFR project footprint from only federal land in the Ashland Watershed to adjacent private and City lands, while allowing funds for AFR federal land work as well. The Special Procurement allows a contract directly to Lomakatsi based on the attached justification to implement the objectives co-developed through the AFR partnership and funded by the Oregon Watershed Enhancement Board, or OWEB. BACKGROUND AND POLICY IMPLICATIONS: The City Council approved the City's application for the OWEB Focused Implementation Partnership (FIP) that was ultimately successful in capturing $6 million over six years to enhance forest health and mitigate wildfire severity on a 58,000 acre landscape centered on Ashland. This augments the already successful Ashland Forest Resiliency project by addressing the threat of wildfire being delivered from non-federal lands in and surrounding the community and our municipal watershed. This is the first award to the City under this new program. Lomakatsi has been the AFR project lead on workforce and contracting fir fuels reduction and restoration since 2010. For the activities proposed to be implemented under this contract, Lomakatsi has the personnel capacity and contractual standing that warrants a Special Procurement for this contract (see attached justification). COUNCIL GOALS SUPPORTED: City Council Goal: Protect the integrity and safety of the watershed. City Council Goal: Prepare for the impact of climate change on the community. FISCAL IMPLICATIONS: This contract with Lomakatsi will allocate $603,300 in the current biennium, with the balance spent in the 2017-2019 biennium. An OWEB Director's Award Letter is attached. The City recoups 4.5% administration charges on all money under this grant. The City will directly spend $54,400 on City forestlands work that is not part of this contract, but is part of the OWEB award. This award was leveraged by the City Council's dedicated AFR funding of $350,000 per biennium. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of the Special Procurement to Lomakatsi Restoration Project not to exceed $1,049,360.00 dollars through 3/31/2018. Page 1 of 2 ~r i CITY OF ASHLAND SUGGESTED MOTION: I move that the City Council, acting as local contract review board, approve this contract specific special procurement. ATTACHMENTS: Contract for Giood and Services Lomakatsi Restoration Project Work Proposal Form 9 for Special Procurement, Request for Approval Determination of Feasibility Memo from Staff OWEB Director's Award Letter Page 2 of 2 ~r Contract for GOODS AND SERVICES CITY OF CONTRACTOR: Lomakatsi Restoration Project -AS H LAND CONTACT: Aaron Nauth 20 East Main Street Ashland, Oregon 97520 ADDRESS: P.O. Box 3084, Ashland, OR 97520 Telephone: 541/488-6002 Fax: 541/488-5311 TELEPHONE: (541) 488-0208 DATE AGREEMENT PREPARED: FAX: nauth@lomakatsi.org 02/10/2017 BEGINNING DATE: 02/28/2017 COMPLETION DATE: 3/31/2018 COMPENSATION: Not to exceed $1,049,360.00 GOODS AND SERVICES TO BE PROVIDED: Lomakatsi Restoration Project will provide forestry services under the Ashland Forest All-lands Restoration Initiative, an approved Oregon Watershed Enhancement Board Focused Implementation Partnership grant program. Lomakatsi Restoration Project will implement dry forest habitat enhancement work on specific properties outlined in the Ashland Forest All-lands Restoration Initiative Restoration Grant application Exhibit D and according to the Proposal in Exhibit C. ADDITIONAL TERMS: Lomakatsi will follow the proposal attached as Exhibit C and objectives and timelines in Exhibit D. Lornakatsi may choose to implement work through their own workforce, allocate funds to private landowners, or sub-contract for services that meet the property-specific plans and prescriptions as approved by the City. NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE as follows: 1. All Costs t)y Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Contractor must also maintain a current City business license. 3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later than the date indicated above and start performing the work under this contract on or after the beginning date indicated above and complete the work by the completion date indicated above. 4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract bey prematurely terminated, payments will be made for work completed and accepted to date of termination. Compensation under this contract, including all costs and expenses of Contractor, is limited to $1,103,760.00, unless a separate written contract is entered into by the City. 5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of City. 6. Statutory Requirements: ORS 27913.220, 27913.225, 27913.230, 27913.235, ORS Chapter 244 and ORS 670.600 are made part of this contract. 7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract is $20,283.20 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Contractor (including but not limited to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. Contract for Goods and Services, Revised 06/30/2011, Page 1 of 8 9. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Contractor, or at such later date as may be established by City under any of the following conditions- i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or Iii. If any license or certificate required by law or regulation to be held by Contractor to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Contractor may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Contractor's performance of each and every obligation and duty under this contract. City by written notice to Contractor of default or breach, may at any time terminate the whole or any part of this contract if Contractor fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract. 10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. 11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises in obtaining any required subcontracts. Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any requiremerit of ORS 279A.110 or the administrative rules implementing the Statute. 12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual) relation between the assignee or subcontractor and City. 14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. 15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate: duties under, the Contract. 16. Insurance„ Contractor shall at its own expense provide the following insurance: Contract for Goods and Services, Revised 06/30/2011, Page 2 of 8 a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 combined or 1,000,000 for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability overage for the indemnity provided under this contract. C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000, for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non- owned vehicles, as applicable. d. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to the City. e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 19. Nonapprolpriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further liability to Contractor. 20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is required before any work may begin under this contract. 21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by reference. Contract for Goods and Services, Revised 06/30/2011, Page 3 of 8 Contractor: City of Ashland By By Signature Department Head Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with the si~9ned contract. Purchase Order No. Contract for Goods and Services, Revised 06/30/2011, Page 4 of 8 EXHIBIT A CERTIFICATI?NS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) II assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. Contractor (Date) Contract for Goods and Services, Revised 06/30/2011, Page 5 of 8 CITY OF ASHLAND, OREGON Exhibit B City of Ashland LIVING WAGE per hour effective June 30, 2016. The Living Wage is adjusted annually every June 30 by the Consumer Price Index. - - . - . , portion of business of their 401 K and IRS eligible employer, if the employer has cafeteria plans (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by assistance for the project or the employee. ➢ For all hours worked under a business from the City of service contract between their Ashland in excess of ➢ Note: "Employee" does not employer and the City of $20,283.20. include temporary or part-time Ashland if the contract employees hired for less than exceeds $20,283.20 or more. ➢ If their employer is the City of 1040 hours in any twelve- Ashland including the Parks month period. For more ➢ For all hours worked in a and Recreation Department. details on applicability of this month if the employee spends policy, please see Ashland 50% or more of the ➢ In calculating the living wage, Municipal Code Section employee's time in that month employers may add the value 3.12.020. working on a project or of health care, retirement, For additionall information: Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520, or visit the City's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND Contract for Goods and Services, Revised 06/30/2011, Page 6 of 8 i Exhibit C: Lomakatsi Proposal Contract for Goods and Services, Revised 06/30/2011, Page 7 of 8 Lomakatsi Restoration Project Restoring Ecos stems, SusWining Communities y P.O. Box 3084 Ashland, OR 97520 (541) 488-0208 FAX (541)488-4909 Lt}MA KATSI www. /omakatsi. org JAL: Ii':ay Special Funding Proposal to City of Ashland Wednesday, February 15, 2017 To: Chris Chambers, Forest Division Chief, Ashland Fire & Rescue From: Aaron Nauth, Restoration Operations Director, Lomakatsi Restoration Project RE: Proposal for contracting Oregon Watershed Enhancement Board's (OWEB) Focused Investment Partnership (FIP) Implementation Grant Award for the Ashland Forest All-lands Restoration Initiative (AFARI) Mr. Charribers Please share this proposal prepared for City of Ashland (COA) for contracting the implementation of OWEB's FIP grant award for AFARI. The total six-year (3 bienniums) award is for up to $4,104,000.00, with the overall objective to identify and treat 3,800 acres of dry forest landscape. $1,153,430 was awarded for the first biennium to implement a suite of restorative treatments on 1,127 acres, which includes City, Federal and 11 private ownerships. Operations are scheduled to be implemented on approximately 60% of the projects between March 1 and June 30. Thank you for your time and consideration of this proposal. Background: AFARI OWEB FIP Lomakatsi, The Nature Conservancy (TNC) and City of Ashland (COA) were successful in applying and receiving an award from the Oregon Watershed Enhancement Board (OWES) for the Focused Investment Partnership (FIP) Grant. The FIP is the first ever grant initiative for this program from OWEB, and 6 projects were selected for funding. The AFARI initiative was the only Dry Forest Landscape Proposal and selected for funding due to the high functioning partnership, the partners solid record of accomplishments with the Ashland Forest Resiliency project (AFR), and substantial US Forest Service investment in the project. The proposal over six years, (3 bienniums) will bring up to $6,000,000 to the Ashland Forest All-lands Restoration Initiative. Within the AFAR program area, OWEB has encouraged and authorized funding to be applied for implementation on federal, city and private ownerships. Jackson County consistently experiences one of the highest occurrences of wildfire in Oregon and has suffered devastating losses to life, property, natural resources, and community infrastructure. Concern over the issues spans local, regional, and national awareness that communities and the wide range of resources and ecosystem benefits on which they depend are at risk. The change in fire regime and 1 P a g e Lomakatsi AFARI proposal to COA-February 15, 2017 intensity puts at risk the potential longterm sustainability of these ecosystems particularly under anticipated climate change. The priority sub-watersheds surrounding the Ashland Watershed were chosen based on input from partners, the identified resource concerns, and for the opportunity to leverage and expand on a very successful and nationally recognized ongoing project to take it to the meaningful landscape scale. AFARI also creates additional impetus for additional adjacent public land treatment and and/or maintenance, such as on the BLM tracts, thereby increasing the efficacy of the CIS treatments and protecting the investments already made. Summary of AFARI Goals and Objectives • Treat greater than 20% of the dry forest landscape in ecologically and tactically strategic settings to mitigate severe fire behavior and loss of late-successional, complex forest habitat for Northern Spotted Owl and fisher on a landscape scale in order to promote resilience to fire, changing climate, insects and disease. • Apply ecological thinning and fuels reduction to a) reduce predicted fire behavior in and around complex forest habitat, and b) Promote development of new late-successional habitat in appropriate bio-physical settings • Restore landscape resilience by re-establishing open dry forest habitat and dependent biodiversity, legacy trees including large hardwoods with cavities for fisher, birds and other wildlife. • Protect legacy trees and future legacy trees by thinning encroaching smaller trees competing species and fuel accumulations. • Retain and promote large oak branching structures, cavities, acorn production, and other critical oak habitat features through removal of brush and competing vegetation to reduce severe fire threat and set the stage for reintroducing low intensity fire. Lomakatsi's Role Lomakatsi provides expertise and capacity in project development, planning, management, fine-scale ecological treatment design, monitoring, and implementation for ecosystem restoration projects. Lomakatsi employs a highly specialized local workforce trained and managed specifically to implement complicated ecological prescriptions. Lomakatsi will oversee implementation of AFARI restoration treatments that include ecologically-based tree and Ibrush thinning followed by hand piling fuels, hand pile burning, prescribed fire, maintenance treatments, native grass seeding/plant establishment. Lomakatsi will work with landowners, representatives, contractors and forestry workforces to oversee that projects meet objectives, timelines and payments are processed according to schedule and OWEB guidelines. 2 1 P a g e Lomakatsi AFARI proposal to COA-February 15, 2017 Lomakatsi overall roles for AFARI include: 1. Spatial analysis and modeling 2. Landscape / Parcel Prioritization 3. Landowner Recruiting 4. Landowner Ranking 5. Outreach and Coordination 6. Community engagement and education 7. Regulatory and environmental compliance 8. Project Layout and Design 9. Pre implementation monitoring 10. Ecological thinning 11. Slash treatment 12. Planting of native species (pine) and grass / herb reseeding 13. Post treatment monitoring 14. Stakeholder and partner reviews 15. Annual and final reporting About Lomakatsi Restoration Project Lomakatsi Restoration Project is a non-profit, grassroots organization that develops and implements forest and watershed restoration projects in Oregon and northern California (www.lomakatsi.org). Having implemented restoration projects over 20 years across thousands of acres of forests and miles of streams, Lomakatsi has a proven record of success. In cooperation with a broad range of partners including federal and state land management agencies, The Nature Conservancy and other land trusts, private landowners, watershed councils, city county government, and Native American tribes, our work has set precedents on nationally recognized projects. Lomakatsi provides expertise and capacity in project development, planning, management, fine-scale ecological treatment design, monitoring, and implementation for ecosystem restoration projects. Lomakatsi coordinates closely with multiple funding partners and manages a diverse workforce in complex social settings supported by critical community outreach„ Aaron Nauth Restoration Operations Director Lomakatsi Restoration Project PO Box 31384, Ashland OR 97520 www.lon,iakatsi.org Office (541) 488-0208 Pc: Marko Bey, Executive Director, Lomakatsi Justin Cullumbine, Chief Financial Director, Lomakatsi Darren Borgias, Southwest Oregon Program Manager, The Nature Conservancy 3 1 P a g e Lomakatsi AFARI proposal to COA-February 15, 2017 Exhibit D: OWEB Restoration Grant Application See next page Contract for Goods and Services, Revised 06/30/2011, Page 8 of 8 ApphcationName: Ashland Forest All-lands Restoration Initiative By: City of Ashland Offering :Ashland Forest All-lands Restoration Application Type: Restoration OWEB Region: Southwest Oregon County: Jackson Coordinates : 42.147784,-122.721501 Applicant: John Karns 20 East Main Street Ashland OR. 97520 541-552-2103 john.karns@ashland.or.us Payee: Barbara Christensen 20 East Main Street Ashland OR. 97520 541.488.5300 barbara.christensen@ashland.or.us Project Manager: Chris Chambers 455 Siskiyou BLVD Ashland OR: 97520 (541) 552-21066 chris.chambers@ashland.or.us Budget Summary: OWEB Amount Requested: $1,153,430 Total Project Amount: $3,143,274 Page 1 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Administmtive Information Location Information What is the ownership of the project site(s)? v/Public land (any lands owned by the Federal government, the State of Oregon, a city, county, district or municipal or public corporation in Oregon) What agency(ies) are involved? Rogue-River Siskiyou National Forest and the City of Ashland ,/Private (land owned by non-governmental entities) Please seliect one of the following Landowner Contact Certification statements: • 1 certify that I have informed all participating private landowners involved in the project of the existence of the application, and I have advised all of them that all monitoring information obtained on their property is public record. 0 1 certify that contact with all participating private landowners was not possible at the time of application for the following reasons: Furthermore, I understand that should this project be awarded, I will be required by the terms of the OWEB grant agreement to secure cooperative landowner agreements with all participating private landowners prior to expending Board funds on a property. Please include a complete list of participating private landowners Dr. Bill Epstein, Hoffmann Innovative Land Group, NEWTON RODERICK J/BROOKS, BARBER J C/L MC COY-BARBER, REED EDWARD J/CHRISTINE L, MAURER JOHN G. GOTTLIEB VERA S TRUSTEE ET, JESSUP STEVEN L/LAURA C., COWGER WILLIAM C/KAREN. DENNIS/KATHY COOPER FAMILY,JARVIS JOSEPH/RUTH LVG TRST, Magdalena Winter; Lutcher Land LLC, Mountcrest Forestry LLC ❑ This grant will take place in more than one county. Page 2 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Permits Other than theland-use form, do you need a permit, license or other regulatory approval of any of the proposed project activitijes? • Yes Q No For Details Go to Permit Page Racial and Ethnic Impact Statement Racial and Et-linic Impact Statement 0 The proposed grant project policies or programs could have a disproportionate or unique POSITIVE impact on the following minority persons. (indicate all that apply) o The proposed grant project policies or programs could have a disproportionate or unique NEGATIVE impact on the following minority persons. (indicate all that apply) • The proposed grant project policies or programs WILL HAVE NO disproportionate or unique impact on minority persons. Additional Information ❑ This project affects Sage Grouse. Page 3 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Problem Statement Describe the ;watershed problem(s) that this restoration project seeks to address. Decades of landscape-scale fire suppression have allowed for increased forest stand density across much of southwestern Oregon. This increased density has resulted in a significant departure from the natural range of variability inspecies composition, tree density, forest structure, and wildfire fuel loading. Consequently, current forest conditions present an increased risk of uncharacteristically severe wildfire, which could have localized and regional impacts on soil, water, air, native plants and animals, and human communities. There is currently a need to reduce the risks of avoidable damage from uncharacteristically severe fire in overly dense dry forest and avoid impacts of severe fire to the erosive, steep, decomposed granite slopes in and around the Ashland Creek Watershed, source of the City's drinking water. Due to the geologically complex and ecologically diverse nature of the region, several important ecosystems are at risk of being impacted by this legacy of fire suppression. These include dry-type forests, oak and prairie systems, moist late-successional conifer forests, and associated aquatic habitats. Of additional concern in the event of a severe wildfire is the degradation of the City of Ashland's municipal water supply. Ashland's Reeder Reservoir, which is at the center of the watershed, supplies municipal drinking water to over 20,000 rEl!sidents and 300,000 annual visitors. The loss of hillside vegetation following a high severity wildfire would likely lead to soil erosion and sediment deposition into the reservoir, significantly compromising the municipal water source. 'The areas proposed for treatment are in and adjacent to the Ashland Creek watershed, and a wildfire ignition on theme lands would potentially impact Ashland Creek and Reeder Reservoir. Restoring historic forest structure and composition will not only benefit plant and wildlife species that are dependent on dry-type forests, oak habitats, and late successional reserves, but will also reduce the risk of uncharacteristically severe wildfire in the Ashland Creek watershed and public and private forest lands adjacent to urban neighborhoods. Dry-Type Forest: The health and long-term viability of dry forests in southwestern Oregon and within the AFARI area are impacted by the limiting factors of uncharacteristic density of trees, imbalance between open and closed forest conditions, build-up of hazardous fuel, which all play into the risk of uncharacteristically severe fire in large patches outside the historic, or a reasonably adaptive future range, of variation. Unnaturally high tree densities add competition and environmental stress, increasing the risk of severe outbreaks of forest insects and disease, which have already negatively impacted the project area. The impacts of both threats include loss of soil to erosion and mass wasting, diminished water quality and aquatic habitat from sedimentation, clean air impacts from more intense smoke events, and losses of old growth trees and critical late-successional habitat for dependent species. These conservation I110sses connote equally important losses of human assets, including a compromised municipal reservoir and water security, diminished community security and public health, impacts to recreational use, and the scenic backdrop for the Ashland tourism economy. Jackson County consistently experiences one of the highest occurrences of wildfire in Oregon and has suffered devastating louses to life, property, natural resources, and community infrastructure. Concern over the issues spans local, regional, and national awareness that communities and the wide range of resources and ecosystem benefits on which they depend are at risk. The change in fire regime and intensity puts at risk the potential long term sustainability of these ecosystems, particularly under anticipated climate change increases in wildfire intensity and ignitions. Oak Woodlands and Prairie: Oak habitat extent has been diminished by development, and the integrity of the remaining extent and has been further diminished by conversion to conifer forest and altered fire regimes. In the absence of fire, encroaching conifers over top and suppress shade-intolerant oaks impacting growth, decreasing acorn production, and eventually causing mortality. In addition, conifer encroachment increases fuel loads, setting the stage for more severe fires, where valuable habitat features such as mature large trees with high acorn production and diverse habitat structures (e.g., snags, cavities, and large branching structure) may be lost to stand- replacing fires,. The loss and degradation of oak woodlands in this region has resulted in bird population declines, including both associated common and at-risk species. The national State of the Birds Report documents a 20% decline in western forest birds, a trend influenced by steeper declines of oak woodland associated birds particularly Page 4 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 $:33:16 AM Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- . By City of Ashland the at-risk Oak Titmouse, present at the AFARI site, and primarily associated with this Pacific Avifaunal Biome for which a 50% population increase is required to return to a stable population. Restoration of oak woodlands is also needed to reverse declines of other at-risk species: Lewis' Woodpecker, Black-throated Gray Warbler, California Towhee, Wes ern Scrub-Jay, as well as common species, some of which are also experiencing declines, including Acorn Woodp cker, Ash-throated Flycatcher, Bewick's Wren, Blue-gray Gnatcatcher, Bushtit, Chipping Sparrow, Western Bluebird, and White-breasted Nuthatch. Investment in restoration in AFARI oak systems will be durable as the area is projected to remain dominated by oak habitats under potential climate change scenarios. The candidate species pacific fisher population in the AFARI project area have been found inhabiting oak systems where it depends on cavities for denning in large, old oak trees. The rare, and USFWS listed Gentner's fritillary is also dependent on such oak systems throughout the regions and specific populations when found under encroaching conifers will benefit from stand opening treatment allowing more sun to reach plants. The following conservation plans call for the type of work envisioned in AFARI: -North American Landbird Conservation Plan, Partners in Flight (PIF) •USFWS Partners for Fish and Wildlife Program priority habitats and focus areas. •USFWS recovery plans for the federally listed Gentner's Fritillary -Oregon Habitat Joint Venture -Oregon Conservation Strategy for Lowlands and Valleys of Western Oregon and Washington -Oregon Conservation Strategy, 2006 -The Rogue Basin Action Plan for Resilient Watersheds and Forests in a Changing Climate, 2013. -Jackson County Integrated Fire Plan, 2006 -The Nature Conservancy's Klamath Mountains Ecoregional Conservation Assessment, 2004 Aquatic habitat and Fishes: Endangered coho salmon require clear, cold water to return to spawn in rivers and creeks in of the project area. Conservation of water quantity and quality, while not directly addressed by project objectives, will be an indirect benefit of effective management of upland forest communities in AFARI. How have past or current land management practices contributed to the problem? Multiple land management practices have contributed to altered and degraded forest conditions within the proposed restoration area. These include extensive and intensive commercial timber harvest, residential development, and (of particular concern for the proposed restoration activities) wildfire suppression. The dry forests of the region are fire adapted; the long dry summers of the foothill and montane elevations, anthropogenic ignitions by Native Americans, and common occurrence of summer thunderstorms, once supported a frequent fire regime. A thorough local fire history for the dry mixed conifer conducted by The Nature Conservancy and the USFS Pacific Southwest Research Station using roughly 200 fire scarred trees found a stand-level, median fire return interval of 11 years. The sampled trees recorded fire every other year somewhere in the Ashland watershed forests. The last large fire occurred in 1910, after which a strict federal fire suppression policy was adopted. The 1959 Ashland fire burned several thousand acres on the western perimeter of the Ashland and Wrights Creek watersheds, burning through stands where earlier timber harvest and several missed fire events resulted in much of the forest reverting to non-conifer species that to this day have an elevated likelihood of a repeat stand replacement wildfire. Several smaller fires have occurred since but the vast majority of the AFARI footprint has not burned in many decades or a ci-entury. The USFS reports suppressing multiple lightning ignited fires in the watershed most years, but these are contained at minimal acreage. Stand reconstructions completed for a wide range of mixed conifer on the site shows, that the density of trees before fire exclusion 50 trees/acre and basal area of roughly 120 ft2) has quadrupled in abundance and doubled in basal area at the present time. Stand composition has also shifted with a pronounced infill of young Douglas-fir and increased Pacific madrone at lower elevations, and an influx of white fir in the cooler montane forests. Widely spaced, large, ponderosa pine still occurs in many stands though Douglas-fir and white fir have encroached and caused significant declines in pine health and reproduction. Recruitment of future pine cohorts is severely lacking at current stand densities. Page 5 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- . By City of Ashland While the link Oetween fire suppression and an increased threat of uncharacteristically severe wildfire has been well documented, sidential development along the wildland urban interface has complicated fire management options. This has elev ted the need for intentional, restorative fuels reduction treatments and associated ongoing maintenance. A matrix of privately and publicly held properties has resulted in a diverse range of land management strategies with varying abilities of landowners to conduct necessary restoration and management activities. Incorporating this matrix of properties into forest restoration planning is crucial for the abatement of habitat loss and the threat of severe wildfire. The AFARI site intentionally incorporates a restoration approach that integrates many land ownerships to create a more contiguous area in which the threat of severe wildfire is reduced and priority habitat types are restored to proper functioning condition. Page 6 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Proposed Solution Goals and Objectives Provide a goal statement for this restoration application. There are multiple goals associated with the proposed restoration actions.. Goal 1 - Treat greater than 20% of the dry forest landscape in ecologically and tactically strategic settings to mitigate severe fire behavior and loss of late-successional, complex forest habitat for Northern Spotted Owl and fisher on a landscape scale in order to promote resilience to fire, changing climate, insects and disease. Goal 2 - Restore landscape resistance and resilience to wildfire and climate change by re-establishing open, dry forest habitat as well as dependent biodiversity and legacy trees such as large hardwoods with cavities for fisher, birds, and other wildlife. Goal 3 - Reduce existing threats to oak woodland plant communities. Goal 4 - Create diverse upland conditions that support healthy functioning Priority Aquatic Habitat and prevent significant sedimentation associated with severe fire. Goal 5 - Restore low severity fire as a key ecological process in dry forests, building public support for increased use of fire as an essential outcome for future dry forest health and community safety. Goal 6 - Reduce the predicted proportion of high severity wildfire and associated negative impacts to habitat, water quality, and communities in the initiative landscape. List the objectives of this restoration application. Associated with the goals listed above are multiple objectives: Goal 1 Objective: Identify 3,800 strategic priority acres on non-federal land within the initiative area to optimize restoration of open forests and landscape fire management opportunities. Objective: Engage and educate private landowners through direct marketing, neighborhood meetings, events, and social media. Objective: Apply ecological thinning and fuels reduction to a) reduce predicted fire behavior in and around complex forest habitat, and b) Promote development of new late-successional habitat in appropriate bio-physical settings. Goal 2 Objective: Protect legacy trees and future legacy trees by thinning encroaching smaller trees competing species and fuel accumulations Objective: Through spatial analysis and field assessment, identify both existing open forest habitat and sites with open habitat potential and apply ecological thinning, appropriate native forb and bunchgrass seeding, and native understory restoration. Goal 3 Page 7 of 21 Printed by OV1/EB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application foi Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Objective: Retain and promote large oak branching structures, cavities, acorn production, and other critical oak habitat features through removal of brush and competing vegetation to reduce severe fire threat and set the stage for reintroducing low intensity fire. Goal 4 Objective: Promote forest vegetation communities that are resilient to wildfire for the purposes of increased soil retention. Objective: Delineate riparian forest boundaries in order to better guide the development of treatment areas and conserve streamside habitat. Goal 5 Objective: Reduce the density of forest vegetation that has accumulated due to the lack of low severity fire. Objective: Conduct intentional prescribed burns in strategic areas that are prone to rapid fuels accumulation and conifer encroachment and provide effective and safe opportunities for wildfire management. Goal 6 Objective: Protect the municipal watershed and water supply from potentially severe wildfire and resulting sedimentation. Objective: Identify tactical fire management opportunities in the Wildland Urban Interface that coincide with open forest habitat restoration opportunities to protect residential areas from severe wildfire and allow opportunities for safe reintroduction of fire through controlled burning. Objective: Ameliorate risk to the forest from human caused ignitions in the WUI by treating overstocked and otherwise altered forest types. Page 8 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Project History Continuation - Are you requesting funds to continue work on a project previously funded by OWEB where that work did not result in a completed project? 0 Yes • No Resubmit - Have you submitted, but were not awarded an OWEI3 application for this project before? O Yes • No Phased - Is proposed work in this application a phase of a comprehensive watershed restoration plan or project? O Yes • No Plans and Salmon Is the proposed restoration activity(ies) identified in a local assessment or other plan? O Yes • No Is this restoration project specifically designed to benefit salmon or steelhead? O Yes • No Will this project benefit salmon or steelhead? 0 Yes O No Page 9 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Habitat Types In which ha~itat type(s) are you proposing to work? ❑ Instream abitat: below the ordinary high water mark (includes in-channel habitat restoration, bank stabilization, flow, fish screening, and #sh passage) ❑Riparian Hbbitat: above the ordinary high-water mark of the stream and within the stream's floodplain. Upland Habitat: above the floodplain and improves native habitat and watershed function. Details will follow. ❑ Wetland Habitat: land or areas covered, often intermittently, with shallow water or have soil saturated with moisture. ❑Estuarine Habitat: tidally influenced areas. Upland Habitat Select all applicable Upland categories. ❑Road activities ,/Vegetation establishment or management Select all the actions you propose to implement to address the problem. ,/Restoration of historic upland habitats Oak woodland Acres '450 ,/Oak savannah Acres 90 ❑ Upland prairie restoration ❑Aspen stands ❑Mountain Mahogony stands Fuels reduction Acres 110,11 ❑Juniper treatment ,/Invasive species control List tl:ie common and scientific names of the species. Scots broom (Cytisus scoparius) western starthistle (Centaurea solstitialis) Treatment(s) to be applied ,/Mechanical (cutting, mowing, girdling, etc.) ,/Chemical (pesticides, fungicides, etc.) ❑ Biological (predators, herbivores, pathogens, etc.) Acres to be treated 35 ,/Forest stand health Prescribed burnings Page 10 of 21 Printed by O`'VEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Targeted species Burning will not target a species, but does favor processes that in turn favor fire resistant species and discourages fire intolerant species. Acres treated 139 ,/Selective tree thinning Targeted species S I pecies targeted in thinning projects are typically not fire resistant and are shade tolerant. Examples are white fir, Douglas-fir, and whiteleaf manzanita. Acres treated 4;63 ❑ Planting ❑Livestock management ❑Agricultural practices for conservation including erosion control ❑Non-Agriculture practices for conservation including erosion control ❑Urban impact reduction Total upland acres to be treated: 1100 Page 11 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Wrap-Up Outcomes Explain how the proposed restoration activities address the watershed problem described in the Problem Statement and Goals and Objectives. The proposed action to solve the problem and achieve desired landscape and stand conditions is to strategically thin the forests that have become overly dense and reduce fuels more broadly in order to restore a more natural balance between open and closed forest in appropriate settings, resulting in fuel conditions, stand composition, and structure which promote low characteristic low intensity fire. This will create safer conditions to manage fire, including prescribed burns and wildfire. The actions also sustain the required light environment (i.e. canopy closure) in which fire resistant tree species such as pines and oaks are recruited and can be developed and managed sustainably wil,:h recurrent low intensity fire. The AFARI treatments, applied in an all-lands approach, integrate planned private non-industrial lands treatment thereby expanding the approved footprint of the USFS approved AFR project (Rkecord of Decision 2009). Proper initial treatment will also help facilitate the future use of prescribed fire on the land in a much safer and cost effective manner to protect investments already made during the fuels reduction and stand restoration stage. All of the projects goals and objectives will be addressed through the accomplishment of the actions listed below; together this strategic plan will achieve desired outcomes. Prioritization and implementation of actions occurs both at the landscape scale and at the unit or forest stand scale. Regional and project wide modeling and analysis result in landscape scale prioritization, while a skilled technical workforce identifies key ecological features at the stand scale which influence property ranking and prescription development. Social outcomes will be assessed through careful outreach and 16 ranking criteria, designed to focus initiative resources on those properties best suited to fulfill the long term goals and outcomes of the initiative. Specific actions included in this project are as follows: 1. Spatial analysis and modeling 2. Landscape / Parcel Prioritization 3. Landowner Recruiting 4. Landowner Ranking 5. Outreach and Coordination 6. Community engagement and education 7. Regulatory and environmental compliance 8. Project Layout and Design 9. Pre implementation monitoring 10. Ecological thinning 11. Slash treatment 12. Seeding o-f native grasses and forbs 13. Post treatment monitoring 14. Stakeholder and partner reviews 15. Annual and final reporting By 2021, the 53,000 acre initiative area of forests and woodlands will have a balance of open- and closed-canopy habitat conditions approaching the Natural Range of Variability and providing landscape resilience which mitigates the threat of severe wildfire to dry-type forest, including late successional habitat, oak habitat, dependent wildlife, water quality and aquatic habitats for native fish, and the surrounding human communities. This will be done in a collaborative partnership working with the community and partner agencies. Page 12 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Describe the steps you will take to minimize adverse impacts to the site and adjacent lands during and after project implementatio4. Each indivi ual restoration site will be surveyed by trained technical staff (foresters and restoration ecologists) and restoratio concerns specific to that site will be documented. Restoration activity plans will then be tailored to each property so that appropriate and heterogeneous treatments are applied on a landscape scale. All ecological thinning and burning activities will be conducted by a skilled and experienced crew with the proper planning and oversight to ensure that adjacent sites are not adversely impacted. The specific process by which the above measures will be addressed is as follows: 1. Landowner consultation with trained technical staff 2. Site review with trained technical staff 3. Tailored, sits specific activity plan drafted by trained technical staff 4. Burn plan drafted for each site by trained technical staff 5. Ecological thinning and prescribed burning conducted by experienced crew and/or contractor 6. Follow-up rrlonitoring to ensure targets were met and appropriate ecological and social needs were addressed Does this proposed project include outreach activities? • Yes Q No Describe these activities, as well as any related products, and explain how the proposed activities relate to the project's objectives. Landowner outreach activities for the first biennium include: Development of a landowner brochure for recruitment and promotion of the AFAR program, draft of a web page dedicated to landowners, communications planning between partners and tools for signing up landowners (letter of intent and pricing sheet). Outreach activities are more targeted for this biennium however, the products developed lay the foundation for future outreach activities. Current campaigns target landowners based on a landowner ranking criteria that prioritizes properties with strategic ridge lines, high value to benefit wildlife, close proximity to lands previously treated and fall within the project boundary. Page 13 of 21 Printed by OVVEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Design Were design alternatives considered? • Yes Q No If yes, describe the design alternatives that were considered and why the preferred alternative was selected. The alternative of No Action was considered. Without action, fuel loads will continue to accumulate, risk of catastrophic wildfire and associated destruction of natural resources will increase, large tree mortality rates will continue to accelerate and a vital component of the forest ecosystem will be lost in favor of younger, dense, volatile forest less resilient to natural disturbances and to anticipated climate change. The overall health of the forest ecosystem - dry-type forest with late-successional wildlife habitat, oak woodlands, and aquatic habitat for native species - will degrade with increasing densification and the remaining open, fire-resistant forest compromised by encroachment. A No Action alternative does not treat identified resource concerns and is likely to create additional concerns when an unnaturally severe fire event burns with high mortality in large patches. Studies from watersheds impacted by severe fire and modeling of similar outcomes in other watersheds predict considerable financial losses due to sedimentation and impacts on the municipal water infrastructure. Select the appropriate level of design for your project. Q No design is required. Q 10-30°/,: Conceptual design (evaluation of alternatives, concept-level plans, design criteria for project elements, rough cost estimates). Q 30-850/(,: Preliminary design (selection of the preferred alternative, draft plans, draft design report, preliminary cost estimates). • 85-100`/0: Final design (final design report, plans, and specifications, contracting and bidding documents, monitoring plan, final cost estimate). If work remains on the project's design, describe the work that remains to be done and when you expect to have it completed. If no design is required put "N/A" Page 14 of 21 Printed by OwEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Project Management List the key individuals, their roles, and qualifications relevant to project and post project implementation. At a minimum include the following: project management, project design, project implementation, and project inspection. Role Name Affiliation Qualificatio Email Phone ns Project Chris Chambers City of Ashland Forest Division chris.chambers@ (541) 482-2770 Management Chief, Forest ashland.or.us Ext.2066 Ecologist Project Financial Justin Cullumbine Lomakatsi CFO Lomakatsi justin@lomkatsi.o (541) 488-0208 Manager Restoration Restoration rg Project Project Page 15 of 21 Printed by OVVEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland List the major project elements and time schedule for each, including post project implementation. Element Start Date End Date Pr ject Plans and Layout Completed 2/2017 3/2017 Begin Implementation Activities 3/2017 12/2017 Finish Implementation BN 1 3/2017 12/2017 Implementation Grant Approval 3/2017 3/2017 Element Q1 2017 Q2 2017 Q3 2017 Q4 2017 Project Plans and Layout Completed Begin Irnplementat ion Ac,;tivities Finish Irnplementat ion BN 1 Ir-iplementat ion Grant Approval Page 16 of 21 Printed by O VEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Optional Monitoring OPTIONAL: Restoration Project Monitoring ❑Salmonid Monitoring v/Non-salmonid biological monitoring ❑Water (quantity) flow monitoring Water quality monitoring Onsite v/ Downstream ❑ Upstream ❑ Upslope v/ Effectiveness monitoring will be conducted for this project Page 17 of 21 Printed by OVVEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- . By City of Ashland Budget Item Unit Unit Unit OWEB External External Total Type Number Cost Funds Cash In-Kind Costs Salaries, Wages and Benefits so $o so $o $0 Category Sub-total $o $0 $0 $0 Contracted Services Acres of Acres 1022 S1,080.00 $1,103.760 $0 $0 $1,103.760 treated land for Dry- Forest Restroration AFR SPA #3 Acres 1000 $1,989.84 $0 $1,989,844 $0 $1,989,844 Restoration Activities Category Sub-total $1,103,760 $1,989,844 $0 $3,093,604 Travel $o $0 $0 $0 $0 Category Sub-total $o so $0 $0 Materials and Supplies so $o $o $o $o Category Sub-total $0 $0 $0 $0 Equipment and Software ISO $0 $0 $0 so Category Sub-total $0 so $0 $0 Other I I $o $0 $0 $0 so Category Sub-total $0 so $0 $0 Modified Total Direct Cost Amounts $1,103,760 $1,989,844 $0 $3,093,604 Indirect Costs 01 VEB Negotiated Indirect Cost Rate 4.5% Indirect Cost Total: $49,670 Total $1,153,430 $1,989,844 $0 $3,143,274 If the budget includes unusually high costs and/or rates, provide justification for those costs and/or rates. If the budget identifies a contingency amount for specific line item(s) within the Contracted Services and Materials and Supplies budget categories, explain the specific reasons -a contingency is needed for each line item. Contingencies are line-item specific and cannot be used for other costs. Page 18 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM i Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Funding and Match Fund Sourc 's and Amounts O ganizat Name Source Contributi Amount Descriptio Status ioh Type Note on Type n Federal U.S. Forest Ashland Forest Cash $1,989.844 Ashland Forest Pending Service Resiliency Resiliency Project Project SPA #3 leveraged federal funds Fund Source Cash $1,989,844 Fund Source In- $U Total Kind'I'Rffal Match Contribution Source-Type: Amount Description U-S. Forest Service-Cash: Ashland Forest Resiliency $1,989.844 Project SPA #3 Match Total $1,989,844 Do match funding sources have any restrictions on how funds are used, timelines or other limitations that would impact the portion of the project proposed for OWEB funding? O Yes • No Will use of federal funds by OWEB impact your ability to meet non-federal match requirements you may have with other fenders? Q Yes • No Do you need state OWEB dollars (not Federal) to match the requirements of any other federal funding you will be using to complete this project? Q Yes • No Does the non-OWEB funding include NOAA/PCSRF funds? Q Yes • No Page 19 of 21 Printed by OVVEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM Online Application for Ashland Forest All-lands Restoration Initiative --Submitted-- , By City of Ashland Uploads Map: AFAR 10_31_16.pdf- Map: AFAR_01M,EB 1st BN ProjectMap.pdf - Page 20 of 21 Printed by OWEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM Online Application fo Ashland Forest All-lands Restoration Initiative --Submitted-- . By City of Ashland Permit PagE.-. Project Activity Name of Permit or Entity Issuing Status Requiring a License Permit or License Permit or License Vegetation Thinning ODF Notification of Oregon Department of To be filed when contracts Operations Forestry are executed Controlled Burning ODF Burn Permit Oregon Dept of Forestry Will apply immediately before burning. Page 21 of 21 Printed by OVIEB Grant Management System (OGMS) on 1/31/2017 8:33:16 AM CITY OF FORM 49 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: Chris Chambers, Fire Department Date: February 15th, 2017 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS27913.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 2'79B.085(4). 1. Requesting; Department Name: Ashland Fire & Rescue 2. Department Contact Name: Chris Chambers, Forest Division Chief 3. Type of Request: Class Special Procurement X Contract-specific Special Procurement 4. Time Period Requested: From: 2/21/2017 To: 3/31/2018 5. Total Estimated Cost: Not to exceed $1,103,760.00 6. Short title of the Procurement: Oregon Watershed Enhancement Board Focused Investment Partnership Restoration Grant. Supplies and/or Services or class of Supplies and/or Services to be acquired: Lomakatsi Restoration Project will provide forestry services under the Ashland Forest All-lands Restoration Initiative, an approved Oregon Watershed Enhancement Board Focused Implementation Partnership (0WEB FIP) grant program. Lomakatsi Restoration Project will implement dry forest habitat enhancement work on specific properties outlined in the Ashland Forest All-lands Restoration Initiative Restoration Grant application. Specifically, Lomakatsi will provide the workforce necessary to implement dry forest restoration (vegetation thinning) including creation of burn piles and prescribed burn activities to include burning the piles and/or broadcast underburning. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: An outgrowth of the City's partnership in the Ashland Forest Resiliency (AFR) project, this State of Oregon funded grant allows the AFR partnership additional capacity to expand work to Form #9 - Speci 31 Procurement - Request for Approval, Page 1 of 4, 2/15/2017 better protect the City's water supply, improve forest health, and prepare for climate change. This contract provides funding for federal, City, and private lands in and around the Ashland Watershed. For this OWEB grant, the City is the prime applicant/awardee in partnership with Lomakatsi Restoration Project and The Nature Conservancy. The OWEB FIP program is a six-year, $6 million grant that began this biennium. Due to delays in the award process, we lost over one year of the biennium to implement this program and received the award letter for this biennium's funding in mid- February this year. Under OWEB FIP, there are three grants each biennium. Lomakatsi was the applicant and recipient for the first two grants this biennium for technical assistance and monitoring. The City is the recipient of the largest portion for restoration activities, which will be carried out through this contract. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. The OWEB FIP program's award criteria placed heavy weight on the strength of partnerships for their selection. Lomakatsi and The Nature Conservancy were co-applicants with the City and without their investments in time and knowledge, the community would not be benefitting from this funding source. The City lacks the internal capacity to field a workforce that would accomplish the project outcomes desired by the AFR partners and as spelled out in the City Council's goals for watershed and community safety. Lomakatsi, using its non-profit status, sought out matching funds and additional partners (U.S. Fish and Wildlife Service, Jackson County Soil & Water Conservation District) that added further financial resources and attracted OWEB to this project. Lomakatsi has played a central role to date working with private landowners under the Ashland Forest All-lands Restoration project first phase, planning and implementing similar type work on over 3,000 acres and counting with funding from the Natural Resources Conservation Service. Lomakatsi has already received two of three grants under the OWEB FIP initiative to date, subawarding the City our share of the funds and using their share to recruit property owners and plan projects that will be implemented under this contract. Importantly, as a non-profit project partner, Lomakatsi will implement this work at actual cost, resulting in more acres completed for the dollars invested. 9. Findings w Satisfy the Required Standards: This proposed special procurement: X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: The situation of the AFR stewardship agreement including Lomakatsi as a central partner, and Lomakatsi's Fundamental role in securing OWEB funding is unique and has served to accomplish work that is rot possible in a standard contractinf4 framework. There are no contractors who have this relationship t,) the AFR project, bring grant funds and partners to the project, or operate collaboratively on a cost-only basis. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and X (b)() will result in substantial cost savings to the contracting agency or to the public because: As mentioned above, Lomakatsi, as a non-profit, will charge the City on actual operating costs per acre for surface and ladder fuel treatments, which have proven to be less than project cost estimates over the past six years of AFR work This will result in a larger footprint of work completed. Form #9 - Special Procurement- Request for Approval, Page 2 of 4, 2/15/2017 i (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted there under because: Lomakatsi's experience in the Ashland Watershed has allowed them to accumulate site-specific knowledge of local ecology, expectations of the AFR partnership and public, and tested methods of implementation that have yielded acceptable outcomes on over 7000 previous acres. The combination of experience and furthering the public interest through added complimentary funding and partners makes Lomakatsi's situation unique and of benefit to the City and community. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us Febritcay 22nd, 2017 Form #9 - Special Procurement - Request for Approval, Page 3 of 4, 2/15/2017 i PUBLIC NOTICE Approval of a Special Procurement First date of publication: Febritary 22nd, 2017 A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on February 21st, 2017. This Special Procurement is a "Contract- specific Special Procurement The proposed contracting procedure is direct award to Lomakatsr Restoration Project for site specific forestry tivork as part of the Oregon Watershed Enhancement Board Focused Implementation Project. Lomakatsi has unique experience as a partner developing this pc ject, adding funding and capacity, and has completed over 7000 acres of similar tivork on this and related projects, in like conditions, and at or belotit7 expected costs. It Fas been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 27913.060, 27913.065, or 27913.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kari Olson, Purchasing Representative, 90 N. Mountain, Ashland, OR 97520. The seven (7) day protest period will expire at 5:00pm on Februarj, 28th, 2017. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of ~3 Special Procurement. Form #9 - Special Procurement - Request for Approval, Page 4 of 4, 2/15/2017 i CITY OF -ASH LAN D Memo DATE. February 15, 2017 TO: City Council FROM: Chris Chambers, Forest Division Chief/Ashland Fire & Rescue RE: Lomakatsi Restoration Project Contract Special Procurement Determination of Feasibility The Ashland Municipal Code requires additional justification for any Special Procurement over $350,000. Per ORS 27913.036, Determination of feasibility of procurement, which in first part states that `a contracting agency may proceed with a procurement if the contracting agency reasonably determines in writing that using the contracting agency's own personnel or resources to perform the services that the contracting agency intends to procure is not feasible." A cost analysis is unnecessary if the contracting agency finds it "lacks the specialized capabilities, experience or technical or other expertise necessary to perform the services." ORS 27913.036 (1)(a). Ashland Fire & Rescue (AF&R) must still "compare [AF&R's] capability, experience or expertise in the field most closely involved in performing the services with a potential contractor's capability, experience or expertise in the same or a similar field." Id. Staff analysis: Ashland Fire & Rescue's internal expertise and workforce capacity does not fit the need for the identified work either by skills possessed or capability to perform the identified tasks. The vast majority of AF&R's workforce are firefighter/paramedics who have no technical forestry expertise or training that would lend to accomplishment of the pertinent outcomes. In addition, the AF&R workforce is necessarily tied to emergency response duties and cannot be out of the City where response time would be reduced. Due to these factors, using our own personnel is not feasible. Ashland Fire & ReE cue Tel: 541-482-2770 455 Siskiyou Boulevard Fax: 541-488-5318 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us i OWEB DIRECTOR'S AWARD MEMO To: Meta Loftsgaarden, Executive Director From: Eric Hartstein, Senior Policy Coordinator Date: February 9, 2017 Project Name: Ashland Forest All-Lands Restoration Initiative Program: Focused Investment Partnership Application/Project No.: 216-8204-15366 Application Type: Restoration Applicant: City of Ashland OWEB Funding Requested: $ 1,153,430 Staff Recommendation: $ 1,15 3,430 Fund. Source: Lottery Summary Description of Project. This application seeks funding to implement forest health restoration = activities at nine sites totaling 1,100 acres. Treatment will include ecological and maintenance thinning, prescribed fire, and noxious weed control. Landscape forest treatments are intended to restore open and closed late seral forests, enhance oak habitats, and ameliorate risk of catastrophic fire, among other community benefits. Reviewer Comments and Recommendations. The Technical Review Team (TRT) described the Ashland Forest All-Lands Initiative as a high performing partnership and applauded the holistic restoration approach that takes into consideration varying land ownerships, complex forest habitats, and the dynamic social environment of the community. The TRT expressed a high degree of confidence in the ecological approach and the ability of the - partnership to deliver strong restoration outcomes. The TRT noted that the partnership has been strategic in selecting restoration sites building on earlier assessment and prioritization work. It was obvious that momentum and support for this effort is growing in the community. The partnership has been successful at leveraging funding, and is implementing projects in a manner that allocates this funding effectively across the landscape. To assist with th-_ TRT review, the partnership developed a summary handout that describes each of the proposed treatments, a pricing sheet for use in the field to determine restoration costs, monitoring objectives, and a matrix illustrating how the proposed properties were ranked in relation to the objectives of the Ashland Forest All-Lands Restoration Initiative. The TRT found this summary document useful for the discussion and it has been appended to the application. The TRT and partnership discussed the need for maintenance at treated sites. This will be an ongoing concern as, once treated, each site will need regular activity to maintain the restoration gains into the future. The discussion focused on using prescribed fire as the practice becomes accepted in the community, as well as developing new innovative ways to fund this work, which may include tax incentives. The TRT appreciated that the partnership was actively planning for the future and was confident that the partnership is poised to find long-term solutions to this concern. The TRT also noted that the partnership has a rigorous monitoring Grant Forms/2016 Forms/Director's Award Memo approach, and believe it would be beneficial to incorporate a way to quantify wildlife habitat outcomes for Northern Spotted Owl and Pacific fisher. Staff Recommendation. Fund, with conditions Special Conditions. The following special conditions apply to the implementation of the project: (a) Notify the Board's Project Manager before ecological thinning activities commence on the Mountcrest Forestry property to ensure activities are compatible with the pending conservation easement and associated management plan. (b) Pre-Project Photos and Map: (i) OWEB will not release any fiends for a Project site until Grantee has submitted to the Board's Project Manager pre-project photos at photo points established to track visual change(s) resulting from restoration project. Grantee should carefully consider photo point locations to ensure photos clearly show the same sites and perspective in future photos to meet reporting requirements and demonstrate that completed restoration meets the scope of work described in the grant application. (ii) OWEB will not release any funds for a Project site until Grantee has submitted to the Board's Project Manager a map that show's where the photo points have been established. Baseline criteria for the map include 8 i/z x 11 size and pdf format. Minimum background layers include recent aerial imagery, Project b3undary, streams, and roads/highways. The following special conditions apply to the to the project completion report (PCR): (a) Provide -C.t least one (1) photo point from five (5) of the properties being treated. Photo points should include a pre-treatment photo and post-treatment photo. The following special conditions apply to the post-implementation status report (PISR): (a) Provide at least five (5) photos from the photo points as provided for in the PCR. Director's AWarJ. By the virtue of the authority vested in the OWEB Executive Director by the Board, I hereby authorize an award of $1,153,430, with an award date of January 26, 2016 for the project as modified in an amount not to exceed $1,153,430. Submitted by: Eric Hartstein, Senior Policy Coordinator Date Reviewed by: Eric t 4 ms, Grant Program Manager Date Approved by: Z N/1'7 Meta_16ftsga rden, Executive Director Date Grant Forms/2016 Forms/Director's Award Memo I CITY OF ASHLAND Council Communication February 21, 2017, Business Meeting Award of a Professional Services Contract in excess of $75,000 for Preliminary Design Associated with a new 2.5 MGD Water Treatment Plant and 2.6 MG Potable Water Reservoir FROM: Scott A. Fleury, Engineering Services Manager, Public Works/Engineering scott.fleury@ashland.or.us SUMMARY Before the Council is award of contracts for professional engineering services with Keller Associates and RH2 Engineering. The contracts are for preliminary engineering and analysis of a new 2.5 million gallon a day (MGD) water treatment plant and a 2.6 MG water treatment reservoir (tank) commonly known as Crowson II; Park Estates and Terrace St. pump station improvements; and peer review. The Council acts as the local contract review and approval board for formally solicited consultant services. Approval of the contracts will authorize staff to move forward with engineering per the approved scopes. BACKGROUND AND POLICY IMPLICATIONS: Request for Proposal Process On August 9. 2016, a Qualifications Based Selection (QBS) Proposal for professional services for the water plant arid storage tank design was advertised on the Oregon Procurement Information Network (ORPIN), in ithe Daily Journal of Commerce, the Mail Tribune, and posted on the City's website. A qualifications selection process entails selecting a consultant solely on their qualifications to perform the proposed scope of work. Once a consultant is selected a final scope and associated fee is developed. The QBS breaks the scope of work into three distinct phases for the water treatment plant and storage tank. • Contract Phase One - Preliminary Engineering • Contract Phase Two - Final Engineering, Permitting and Bidding Services • Contract Phase Three - Construction Engineering Services On September 27, 2016, the City of Ashland received four (4) proposals to provide engineering services for the development of the water treatment plant and storage tank. An approval team of Scott Fleury, Engineering Services Manager; Steve Walker, Water Distribution Supervisor; Greg Hunter, Water Treatment Plant Supervisor; Michael Morrison, Public Works Superintendent and Kevin Caldwell, Senior Project Manager completed a comprehensive review of the proposal. Each proposal was scored in accordance with the criteria listed in the Request for Proposal document. Scoring was conducted individually and independently by each team member with the scores totaled to determine the top ranked firm. The results of the scoring are as follows: Page 1 of 5 ~r CITY OF ASHLAND CONSULTANT TOTAL SCORE RANK Keller Associates 458 1 Kennedy Jenks 456 2 RI-12 Engineers 451 3 Carollo 441 4 Criteria Maximum Score Project Approach 20 Project Experience 20 Project Team Experience 20 Demonstrated Ability to Successfully Complete Projects On Time & Within Budget 20 Preliminary Design Project Sample 20 TOTAL 100 Points After initial scoring was completed staff decided it was best to move forward with an interview of all four consultant firms as allowed in the selection process. Interviews were scheduled with consultant teams on November 8 and 9, 2016. The staff interview team was identical to the team that graded the paper proposals from all consultants. Each interview lasted approximately two and a half hours and each consultant team was provided discussion topics in advance of the interview. The results of the interview scoring are as follows: CONSULTANT TOTAL SCORE RANK Keller Associates 467 1 RI-12 Engineers 451 2 Kennedy Jenks 437 3 Carollo 409 4 After determining the highest ranked proposer staff sent notice of intent to award a professional services contract to all proposers stating Keller Associates was the selected firm. Staff then entered into scope and fee negotiations with Keller Associates for the preliminary design of the treatment plant and Crowson II storage tank. Staff met with Keller and critical team members on December 7, 2016 to begin preliminary scope and fee negotiations for the project. Staff determined the best course of action to begin the preliminary engineering phase one, was to focus first on selection of a water plant treatment train and site evaluation. Through several discussions between staff and Keller, a final scope and fee was developed, reference attachment #1. The scope and fee includes engineering work associated with the water treatment plant and Crowson II storage tank. Page 2 of 5 ~r CITY OF ASHLAND Major scope items for the Water Treatment Plant and Crowson 11 storage tank preliminary engineering design stage 1 include: • Evaluate existing Talent Irrigation Supply line for re-purposing as a raw water transmission line to new plant • Analyze two sites for location of treatment plant and Crowson 11 storage tank (Concrete Pit and Granite Pit) • Water Quality Analysis and Treatment Process Selection • Public meetings with Ashland Water Advisory Committee (AWAC) and City Council Keller Associates and Public Works staff will present information and technical documents regarding the water quality and treatment process selection along with the sitting evaluation to AWAC for review and recommendations that will then be presented before City Council before proceeding forward with final design engineering. In addition to the Keller and Associates scope and fee, the proposal documents made allowance for the second ranked proposer if they accepted, the ability to act as the owners (City) representative to assist in peer review of all documents generated as part of the preliminary and final engineering phases. RH2 has agreed to support the City in this role and has provide their own scope and fee to act as the City's representative for an additional level of formal document/process review. Their scope and fee for preliminary engineering stage 1 and pump station improvement is referenced as attachment 94. Additional EnIzineerin In addition to the primary scope of services associated with the water treatment plant and Crowson 11 storage tank, staff tasked Keller Associates with providing scopes of service for design engineering and construction administration for improvements to the Park Estates and Terrace St. pump stations. These pump stations were identified for improvement in the previously adopted master plan. The pump stations are an inherent part of the distribution system directly associated with the proposed new plant. Reference attachments 2 and 3 for the scope and fee breakdown for Park Estate and Terrace St. The engineering associated with these designs was not specifically referenced in the request for proposal, but are inherent to the design development and decision making process associated with the new plant and thus staff requests Council approve them as well. As required by the Infrastructure Financing Authority Loan (IFA) staff has forwarded all contract and scope documents to the City's regional loan coordinator for review and approval. The regional coordinator has approved all contract and scope documents referenced as attachments to this staff report. COUNCIL GOALS SUPPORTED: 22. Prepare for the impact of climate change on the community. Administrative Goals: 30. Deliver timely life-cycle capital improvements. Page 3 of 5 In mill I CITY OF ASHLAND FISCAL IMPLICATIONS: Funds to support the complete project are allocated in the current biennium and will be budgeted accordingly in the FYI 8/19 biennium. The negotiated costs for the Keller Associates are as follows: 1. Stage 1 preliminary engineering WTP/Crowson II $342,334* 2. Park Estates Pump Station Improvements $232,737* 3. Terrace St. Pump Station Improvements $211,326* Total $786,397 The negotiated costs for RI-12 peer review of all tasks for Keller Associates are as follows: 1. RI-12 68,380* *If approved all contracts will be on a time and materials not to exceed amount, per task as authorized by the City. The City of Ashland has obtained a low interest loan from the IFA for $14,811,865 at 1.79% to fund the engineering and construction of the water treatment plant. The City will seek a general obligation bond to fund the Crowson 11 storage tank project at a future date. The Council previously approved a funding resolution, on December 6, 2016, associated with the Crowson II storage tank project, reference attachment 5. Public Works staff will seek a bond obligation to cover costs associated with the Crowson II storage tank project. In addition, the City has a low interest loan from the IFA for $3,511,027 with $1,078,026 remaining to fund improvements to Terrace St. and Park Estates pump stations. This funding must be expensed by January of 2018 in order to stay in compliance with the loan requirements. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends the Council approve a professional services contract with Keller Associates for stage 1 prelirinary engineering, Park Estates Pump Station Improvements and Terrace St. Pump Station Improvements. Staff recommends the Council approve a professional services contract with RI-12 for the peer review of Keller Associates stage 1 preliminary engineering. SUGGESTED MOTION: Move to approve a professional services contract with Keller Associates in the amount of $342,334 for the water trel,ttment plant and Crowson II storage tank preliminary engineering phase 1. Move to approve a professional services contract with Keller Associates in the amount of $211.326 for engineering associated with Terrace St. Move to approve a professional services contract with Keller Associates in the amount of $232,737 for engineering associated with Park Estates pump station improvements. Move to approve a professional services contract with RH2 in the amount of $68,380 to act as an owner's representative during preliminary engineering phase 1. Note: Staff has separated the Keller Associates contracts per project for improved tracking of invoicing in order to facilitate the loan reimbursement process with the IFA. Page 4 of 5 I CITY OF ASHLAND ATTACHMENTS: 1. Keller Associates Stage 1 Preliminary Engineering Scope and Fee 2. Keller Associates Park Estates Pump Station Improvements Scope and Fee 3. Keller Associates Terrace St. Pump Station Improvements Scope and Fee 4. RH2 Peer Review and Owners Representative Scope and Fee 5. Resolution #2016-31 Page 5 of 5 OrW4111 KTE L L E R associates ATTACHMENT A - SCOPE OF WORK WATER TREATMENT PLANT AND RESERVOIR PROJECT STAGE 1, PART 1 - WTP TREATMENT TRAIN SELECTION, SITE SELECTION, AND TID PIPELINE EVALUATION Date: February 3, 2017 Project Number: 2015-31 (KA#217002) Project NamE!: Ashland Water Treatment Plant and Reservoir PROJECT DESCRIPTION The City of Ashland (City) intends to construct a new 2.5 MGD water treatment plant (WTP) that can be expandable to 12 MGD in the future. The new WTP will treat water from two sources. The primary raw water source will be water from the City-owned Reeder Reservoir. The secondary source will be water from the Talent Irrigation Dis-rict (TID). The City also desires to construct a new storage reservoir that would service the Crowson pressure zone and serve as the c:learwell to the new WTP. The size and phasing of this new reservoir (Crowson II) will need to be determined. This project is anticipated to move forward in three stages, with Stage 1 including two parts. For Stage 1, the first part includes treatment train selection for the new WTP, conceptual site selection, and an evaluation for repurposing the TID supply pipeline; the second part includes additional predesign services for the new WTP. Stage 2 includes final engineering, permitting, and bidding services for the WTP and reservoir. Stage 3 will include construction phase engineering services for the WTP and reservoir. Services beyond Part 1 of Stage 1 will be procured through an amendment to this contract or through a separate contract. The project is funded in part through the Safe Drinking Water Revolving Loan Fund (SDWRLF) which is co- administered by the Oregon Business Development Department, Infrastructure Finance Authority (IFA), and the Oregon Health Authority Drinking Water Program (DWP). The portion of Stage I services to be completed by the Consultant are described in the following tasks. These services will be completed in coordination and with prior authorization by City staff. Task 1- Project Management, Meetings, Peer Review Consultant Responsibilities: 1.1 Provide general project administration services including contract administration, monthly invoicing, progress reports, and internal project administration. Progress reports will describe services completed for each task, and identify needs for additional information, reviews, or changes to the scope, schedule, and budget (if applicable). 217002 Engineering Solutions, Satisfied Clients Bend • Clarkston • Idaho Falls • Meridian • Pocatello • Rock Springs • Roseville • Salem i Attachment A - Scope of Work 1.2 Prepare project management plan including quality control plan. 1.3 Develop and manage project schedule. 1.4 Develop and manage project budget. 1.5 Establish and maintain a web-based document sharing system. 1.6 Participate in weekly coordination phone calls with the City's project manager. 1.7 Consultant shall attend up to three project meetings. These are anticipated to include a kickoff meeting and two progress meetings. Purpose of the meetings will be to develop and screen alternatives, evaluate alternatives against selection criteria, develop consensus of the preferred alternative, and receive input on draft documents. Consultant will prepare meeting agendas and produce meeting minutes. 1.8 Peer Review and Water Master Plan (WMP) Coordination. Consultant will coordinate with City staff and members of the peer review and WMP team. Coordination efforts are anticipated to be limited to 16 hours of coordination on reservoir sizing alternatives, plus responding to peer review comments on draft deliverables. No onsite meetings are anticipated. 1.9 Participate in up to two Ashland Water Advisory Committee (AWAC) meetings. The timing and content of these meetings will be determined by City staff and are anticipated to be coordinated with progress meetings where practical. 1.10 Prepare for and participate in up to one Ashland City Council meeting and one land use preapplication meeting. Consultant will provide appropriate presentation materials. City Responsibilities: 1.11 Coordinate with Peer Review and WMP team. 1.12 Provide notice and advertisement (if needed) and venue for meetings. Assumptions. 1.13 Project management budget assumes a predesign schedule of three months. 1.14 Should additional meetings be required, these will be provided as part of Task 6.1, Management Reserve. 1.15 Peer review comments will be provided at appropriate stages in the evaluation process so as not to require rework. To address master plan coordination requirements and peer review comments that are out of scope, the Management Reserve task will be utilized. 1.16 Funding administration services are being provided by others. 217002-000/a_ kDMIN_CONTRACT Page 2 I Attachment A - Scope of Work Deliverables: 1.17 Monthly progress reports and invoices. 1.18 Project management plan, quality control plan, and project schedule. 1.19 WEb-based document sharing system. 1.20 Meeting agendas and meeting minutes. 1.21 Public meeting presentation materials. Task 2 - Data Collection/Review Consultant Responsibilities: 2.1 Consult with City to define and clarify City's requirements for the project and available data. 2.2 PrE'pare requests for information. Review existing information. Prepare recommendations for additional data collection. 2.3 Tour existing City facilities (anticipated to be coordinated with the kickoff meeting). 2.4 Provide direction on fieldwork to be completed by the City (e.g. potholing, sampling, and testing). 2.5 Review available LIDAR data and identify topographic and boundary surveying needs. 2.6 Geotechnical services will be provided by Applied Geotechnical Engineering and Geologic Consulting. This task includes review of available data and reports for proposed sites, complete site visit, and provide general observations and direction for subsequent geotechnical evaluations. City Responsibilities: 2.7 Provide information requested in a timely manner (generally within seven business days of request). 2.8 Assist with field testing as necessary (if available). Assumptions: 2.9 Consultant will rely on available record drawings, data, and field information provided by the City and subconsultants in completing predesign. Consultant will complete work within the engineering standard of care, making reasonable efforts to compare and check data provided by others, identifying where additional field work or investigations may be warranted, and identifying items that should be field verified in subsequent phases of the project. 2.10 Budget excludes surveying and geotechnical investigation services. 217002-000/a_4DMIN_CONTRACT Page 3 Attachment A - Scope of Work Task 3 - Evaluate TID Supply and Plant Effluent Pipelines for Use as Raw Water Transmission to New WTP Consultant Responsibilities: 3.1 Evaluate existing pipeline conditions: a. Review City provided information on pipe construction record drawings, material, age, and condition. b. For the TID pipeline only, employ services of corrosion specialist to evaluate the condition of the pipeline at three locations to be exposed by the City. Findings will be summarized in a brief technical memorandum. c, For the TID pipeline only, coordinate with City who will collect two or three pipeline samples. Coordinate with testing lab to complete material testing and review findings. Tests to include mechanical/destructive tests. d. Assist the City by providing field test guidance to test the existing pipeline at higher pressures and quantify leakage. Also assist the City by providing guidance on how to check if there is thrust restraint at existing pipe bends. Review data provided by the City. e. Identify potential mitigation measures that could be taken for repurposing the pipelines and reduce the likelihood and consequence of failure. 3.2 Coordinate with City to check with Federal Energy Regulation Commission (FERC) licensing contact to see what (if any) requirements they may have to connect into the raw water line located upstream of the existing power generation facility. Prepare a draft memo that City can edit and forward to FERC to clarify FERC requirements. Purpose of the outreach will be to inquire if there are additional requirements to install a micro-hydro power generation facility on the flow that may be diverted upstream of the power plant to the new treatment plant, or if this permitting can be streamlined using the in-conduit exemption process. Another purpose of the outreach will be to inquire whether tapping the penstock or installing micro-hydro power would trigger an Oregon Water Resources Department (OWRD) water right or Oregon Department of Fish and Wildlife (ODFW) fish screen/fish passage process. Incorporate FERC responses into technical memorandum. 3.3 Discuss potential risks of relying on the TID or plant effluent pipelines for greater than five to ten years as the long-term raw water delivery strategy. Develop concept that would allow the existing WTP's finish water transmission pipeline to be converted into the future raw water transmission pipeline for the new WTP. This evaluation will not include any field testing of the existing finish water pipeline beyond pressure testing described above. 3.4 Prepare a technical memorandum documenting findings and recommendations for repurposing of the TID and plant effluent pipelines. City Responsibilities: 3.5 Provide available information on TID and plant effluent pipeline construction, material, usage, failure history, and any known issues/concerns. 3.6 Field support, including exposing of water main, collecting soil and pipe samples (e.g. pipe coring), locating City utilities, and completing pressure and leak testing of TID pipeline. 3.7 Pay for transport and testing of samples. 217002-000/a_f'\DMIN_CONTRACT Page 4 Attachment A - Scope of Work 3.8 Correspond with FERC contact. Assumptions. 3.9 Scope assumes no permitting efforts, surveying, geotechnical, or micro-hydro power evaluations during this phase of the project. Deliverables: 3.10 Technical memorandum for repurposing the TID and plant effluent pipelines (draft and final). 3.11 Draft technical memorandum for potential FERC involvement. Task 4 Siting Study Consultant Responsibilities: 4.1 Document known potential restrictions or constraints that affect the plant and reservoir design. This includes a review of the previous 2006 siting study for Crowson II Reservoir. 4.2 Provide general information on site boundaries, ownership, geologic conditions, mapped wetlands, mapped flood zones, existing infrastructure, and access constraints. 4.3 Evaluate Granite and Concrete Pit Treatment Plant sites for the proposed WTP and Crowson II Reservoir. For both sites, consider two site layouts: 1) Low plant, and 2) high plant (gravity only) alternative. 4.4 Consider remediation requirements (identified by others) for the Concrete Pit Treatment Plant site. Consider geotechnical items identified in the preliminary geotechnical evaluation. 4.5 Identify offsite piping requirements needed to convey raw water to the proposed site and finish water and wastewater from the proposed site. 4.6 Consider site access, and develop conceptual site layouts. 4.7 Estimate the amount of earthwork at the Granite and Concrete Pit Treatment Plant sites, including the new water treatment plant and reservoir. 4.8 Evaluate space for expansion up to 12 MGD. 4.9 Identify benefits, drawbacks, and relative costs for each alternative. 4.10 Assist the City in evaluation and final selection of preferred site(s). Document results in a technical memorandum. 217002-000/a_,\DMIN_CONTRACT Page 5 Attachment A - Scope of Work City Responsibilities: 4.11 Provide input on known restrictions/constraints, as well as input on site selection criteria. 4.12 Provide input on acceptable rock excavation methods (e.g. blasting). Assumptions 4.13 In evaluating comparative costs, estimates will assume representative tank and treatment approach bayed on City input (e.g. Type I prestressed tank and treatment plant with microfiltration, granular activated carbon (GAC), and chlorine disinfection). Cost estimates are AACE Class 5 estimates. Deliverables: 4.14 Technical memorandum (draft and final). Task 5 - Water Quality Analysis and Treatment Process Selection Consultant Responsibilities: 5.1 Review and summarize existing raw and finished water quality: a. Discuss with City the potential water quality changes associated with wholesale supplier, Medford. b. Develop recommendations for continued water quality sampling (especially TID source water). c. Document, with City input, the water quality challenges from Ashland Creek water supply (e.g. low alkalinity from snow melt, high turbidity from storm runoff, and algae in late summer). 5.2 Regulatory review and treated water quality goals: a. Review and document existing and anticipated regulations, objectives and critical design elements related to water quality, regulatory compliance, operations, longevity, and risks. b. Review existing treatability reports, historical water quality, regulatory compliance, and existing plant operational data for the last three years. c. Summarize historical plant performance including water quality, regulatory compliance, and plant performance parameters. d. Define plant operating and water quality goals for the new WTP. 5.3 Summarize design criteria and performance objectives for new WTP. 5.4 Discuss City preferences identified from City tours of operating facilities. 5.5 Discuss and evaluate individual treatment components: a. Pre-oxidation. i. Evaluate the need for pre-oxidation. ii. Evaluate alternative oxidants including chlorine dioxide, potassium permanganate, and ozone. K Taste and odor control. i. Document taste and odor events. 217002-000/a_aDMIN_CONTRACT Page 6 Attachment A - Scope of Work ii. Summarize HDR report on historical performance of powdered activated carbon (PAC) and make recommendations regarding use of PAC in new WTP. iii. For new plant, evaluate ozone oxidation, oxidation by ultraviolet lights coupled with hydrogen peroxide, and adsorption by GAC. c, Disinfection and disinfection byproduct control. i. Evaluate alternative forms of disinfection including chlorine, ozone, and ultraviolet light. ii. Compare the costs and benefits of options including compliance with the D/DBP Rule. iii. Review regulatory compliance and long-term compliance with LT2ESWTR. e Rapid mixing and flocculation. i. Evaluate options. ii. Evaluate hydraulics. f. Type of filtration. i. Evaluate four alternatives: 1) membrane filtration, 2) direct filtration with standard rates, 3) direct filtration with high loading rates, and 4) biological filtration. g. Residuals handling and disposal. h. Wash water and plant drains. i. Cleaning wastes if membrane filtration is selected. j. Evaluate two alternative approaches for increasing plant recovery. k. Chemical options, storage and feed systems: i. Preoxidant. ii. Corrosion control. ill. Coagulant and polymer. iv. Chlorine (bulk). V. Ozone. vi. Dechlorination. vii. For membrane filtration, also consider chemical cleaning and neutralization systems and additional potential chemicals including citric acid and sodium hydroxide. 5.6 Describe and evaluate up to three complete treatment process train alternatives: a. Prepare class 5 cost comparisons. b. Consider relative carbon footprint and sustainability of each alternative (qualitative analysis). c Evaluate potential impacts to water quality in the distribution system, and compatibility with Medford wholesale water, with each process train. d. Collaborate with City staff to evaluate alternatives and select the preferred alternative. e. Document the selection results in a decision matrix and narrative discussion. The selection matrix will be developed with City input and include elements such as capital costs, operations and maintenance, carbon footprint/sustainability, distribution water quality impacts, and reliability. 5.7 Evaluate the potential for an expanded initial capacity for 5 MGD, 7.5 MGD, and 12 MGD. Identify approximate footprints and associated potential siting implications. Site layouts are not required. City Responsibilities: 5.8 Provide available water quality data and previous reports documenting water quality and treatment evaluations. Provide additional water quality sampling and testing as needed. 5.9 City will arrange and participate in tours of other WTP plants as needed. 5.10 Provide input on design criteria and performance criteria. 5.11 Provide input on selection criteria and participate in decision-making process. 217002-000/a_ADMIN_CONTRACT Page 7 Attachment A - Scope of Work Assumptions: 5.12 No planning, design, or construction work is anticipated within Reeder Reservoir, at the dam, or with the existing intake as part of this project. Variable depth sampling and evaluation of Reeder Reservoir as well as evaluation of Reeder Reservoir treatment strategies are not included in this Scope of Work. 5.13 No sampling from the existing distribution system or TAP point-of-entry will be conducted as City's existing datasets are assumed to be adequate and comprehensive. 5.14 A review of distribution system water quality impacts will not be completed as part of this scope of work. 5.15 Bench testing and pilot testing is not included as part of this task. 5.16 The City has standardized around bulk chlorination and alternative forms of chlorination (e.g. onsite generation and gas chlorination) will not be evaluated. 5.17 Because of site constraints, solids will be discharged to sewer, and solids handling facilities will not be constructed at the new WTP site. 5.18 Carbon footprint calculations will not be completed for the alternatives, but the relative impact in terms of carbon footprint and consistency with City sustainability goals will be considered. 5.19 Provisions for adding fluoride to the water will not be considered. 5.20 Cost estimates will be AACE Class 5 estimates. Deliverables: 5.21 Technical memorandum (draft and final). Task 6 -Additional Services Consultant shall complete other additional services listed below only as authorized by City staff: 6.1 Management Reserve. The management reserve is intended to be a contingency budget that could be used for tasks such as land use implementation support, permitting support, funding administration support, and other out of scope services. SCHEDULE Consultant intends on completing Stage 1, Part 1 as outlined above within three months of Notice to Proceed. This schedule assumes timely City review, data collection, and coordination for AWAC and City meetings. Refer to Exhibit 1 for a preliminary project schedule. 217002-000/a_4DMIN_CONTRACT Page 8 Attachment A- Scope of Work COMPENSATION SCHEDULE Consultant will complete the services on a time and materials basis per the current title code billing rates (Refer to Exhibit 2 for the 2017 rates). While the individual task amounts may be exceeded, the total authorized amount will riot be exceeded without written approval from the City. Task Description Compensation 1 Project Management, Meetings, Peer $65,206 Review 2 Data Collection/Review $12,805 3 Evaluate TID Supply and Plant Effluent $38,035 Pipelines for Use as Raw Water Transmission to New WTP 4 Siting Study $56,575 5 Water Quality Analysis and Treatment $139,713 Process Selection 6 Additional Services $30,000 TOTAL $342,334 217002-000/a_Al DMIN_CONTRACT Page 9 OC ~ UJ ~ ~.ro i U ° 10 tD j ~ J ~ ~I i ri 01 01 N N v 0 a m i o! V; m ~ I M N, N a, ~ ~ ~ v v a ~ o ~ n ~ ~ ~ q a, v c 0 Y v ~ F ~ "c c v `v ~ ~ ~ ~ ~ a v t u ~ ~ n U N • O N'. T L ~'I D c ~ o ~ ~ L ~I l ~ LL a i L a ~ eo eo ~ / N: 1f 1WI M ~ ~ m m ♦ a C ~ Z Z E E r E E C ~ ~ c c m m Q. Pi f ~ m; ; C, i W i j ~ N I ~ ~ I a ~ L N' L m r y c Y/ ~0 0 ~ r ~ ~ o ` c ~ ~ ~ C N: V / ci Q O ~ ~ N o E "w E ~ f ~ v v U u ~ n m ~ ~ c c - r .Q - s N N X N N W ~ . 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Z ,.U.., w r1 N. y M .....a , r Irv m V v1 i co 01 0 m i Ln 1D r 00 N ~ 0 S r ~ r [0 m 1 N N m V i in 10 r i m m o N m i C u1 ~0 fem... W Ot ~I~ o N I m V Lf, ~ 1 1 0 ry m N i t co N N N ',N N N iN N N iN im m im m ;m m m m m iV 7 V 7 iC .V C !a V rn iin I~ rn in in co a Q Exhibit 2 KELLER ASSOCIATES, Inc. 2017 TITLE CODE BILLING RATES 2017 Personnel Classification Hourly Rate Project Engineer - I (El) $85.00 - $100.00 Project Manager - I (PE) $120.00 - $155.00 Project Engineer - II (PE) $110.00 - $185.00 Project Manager - II (PE) $160.00 - $190.00 CAD -1 $80.00 - $100.00 CAD - II $110.00 - $145.00 Engineering Student $65.00 Principal (PE) $210.00 - $225.00 Chief Engineer/Structural Engineer (PE, SE, PLS) $225.00 Senior Water Treatment Engineering $210.00 Structural Engineer - I (PE, SE) $155.00 Electrical Engineer - I (PE) $150.00 Electrical Technician $75.00 Professional Surveyor (PLS) $145.00 Surveyor $75.00 - $100.00 Field Representative $75.00 - $120.00 Clerical & Administration $65.00 - $85.00 Other Billing Terms Mileage: Billed at Federal Rate (currently $0.535 per mile) Per Diem: $60.00 per day Subconsultants at Cost x 1.10 Reimbursable Expenses at Cost x 1.05 The Title Code Billing Rates are effective January 1, 2017 and will be adjusted each January of subsequent years New employees may be added throughout the year CONFIDENTIAL - K E L L E R associates ATTACHMENT A - SCOPE OF WORK PARK ESTATES PUMP STATION Date: February 3, 2017 Project NumbE,r: 2015-31 (KA# 217003-000) Project Name: Park Estates Pump Station Replacement PROJECT DESCRIPTION The existing Park Estates Pump Station limits the usable storage in the Crowson I Reservoir. The pump station needs to be rE placed to provide the future domestic and fire demands of the service pressure zone. The City intends to replace the existing pump station before December 31, 2017. Services to be completed by the Consultant are described below in the Scope of Work. These services will be will be completed in coordination and with prior authorization by City staff. Task 1- Project Management and Meetings Consultant Responsibilities: 1.1 Prcvide general project management for this task, including contract administration, monthly invoicing, progress reports, and internal project administration. Progress reports will describe services completed for each task, and identify needs for additional information, reviews, or changes to the scope, schedule, and budget (if applicable). 1.2 Develop and maintain project schedule and budget. 1.3 Consultant shall attend up to four project meetings with City staff during the design phase. These are anticipated to include a kickoff meeting, progress meetings at the predesign phase, 60% and 90% design phases. These meetings are anticipated to be coordinated with the water treatment plant (V/TP) and reservoir meetings for project efficiencies. Meetings may be completed in person or via conference call. Assumptions: 1.4 City to provide forum for meetings. 1.5 P -oject management budget is based on a project duration from kickoff to final design of five months. 1.6 Project will be funded with Infrastructure Finance Authority (IFA) funding. Funding administration services will be provided by others. Task 2 - Predesign Consultant Responsibilities: 2.1 Review firm capacity requirements, and existing and future fire, average summer, average winter, Engineering Solutions, Satisfied Clients Bend • Clarkston • Idaho Falls • Meridian • Pocatello • Rock Springs • Roseville • Salem Attachment A - Scope of Work peak day and peak hour water demands (provided by others). 2.2 Evaluate possible relocation of pump station to three alternative sites. These sites include adjacent to existing generator pad across the street from Crowson 1, at the Crowson I tank site (possibly on top of the existing tank), and near the Terrace Street Pump Station. 2.3 Review the previous two years of available pump run time and available flow meter data and compare to modeled data for the pressure zone. 2.4 Evaluate alternative pump sizes and types and make a recommendation for the pump selection. Evaluation includes an initial review of two pump types of similar size, followed by a refined sizing of the selected pump type. As part of pump evaluation, consider capital costs and ongoing power requirements, recognizing the City's desire for high-efficiency systems. 2.5 Develop concept plans. 2.6 Complete topographic surveying for the proposed site after final site selection. 2.7 Corplete a geotechnical investigation for the proposed site after final site selection. 2.8 Evaluate the consolidation of the first user station, generator, and electrical components with the Park Estates Pump Station. 2.9 Evz luate benefits and drawbacks of grouping project with Terrace Street Pump Station. 2.10 PrE!pare Class 5 opinion of probable cost for the alternatives considered. Refine estimate to Class 4 estimate for preferred alternative. 2.11 Prepare a draft predesign report. Respond to City comments, and prepare final predesign report. City Responsibilities: 2.12 Provide timely review of predesign report. 2.13 Provide existing and future design pressures and flows for average winter, average summer, max day, arid peak hour conditions. 2.14 Provide available record drawings for Crowson I Reservoir, pipeline connecting Crowson I Reservoir to Park Estates Pump Station, and pump station. 2.15 P °ovide information on existing electrical, generator and pumps, including existing pump curves. 2.16 Provide supplemental fieldwork as needed (if available). Assumptions: 2.17 City intends on moving forward with Alternative 2 identified in the Hydraulic Analysis for Upper Crowson Pressure Zone Improvements dated November 15, 2016 (prepared by RH2). This identifies the new Park Estates Pump Station servicing the existing Park Estates service area and the South 217003-000 Page 2 Attachment A - Scope of Work Mountain Pump Station. 2.18 Existing and future pressure zone demands, firm capacity requirements, and target design pressure to be provided by others. 2.19 No environmental, land use, hillside development, or other permitting are included as part of this task. These services, if required, will be completed as part of Task 6. 2.20 No boundary surveys or easements will be required. 2.21 Evaluation of water quality and treatment will not be needed. 2.22 Scope is limited to the pump station site and adjacent yard piping. Design of offsite piping, pressure zone modifications, and other offsite improvements is not included in Scope of Work. 2.23 Reuse of existing generator will not be evaluated. Existing generator will be salvaged and returned to the City. Deliverables: 2.24 Predesign report for pump station (draft and final). Task 3 - Finai Design Consultant Responsibilities: 3.1 Provide 60% and 90% plans for City review. Final design to include site civil, mechanical, structural, elE-ctrical, instrumentation, and demolition. Electrical plans to include replacement of the portable trailer mounted generator with a new permanent generator. 3.2 Prepare contract documents, technical specifications, and construction sequencing approach. Work with City to identify temporary pumping constraints and constraints for taking Crowson I Reservoir off- line. 3.3 Utilize the services of Portland Engineering Inc. (PEI) to provide SCADA control design services described in Exhibit 1. 3.4 Prepare bid schedule and engineer's opinion of probable cost. 3.5 Submit plans to IFA and Oregon Health Authority for review and approval. 3.6 Respond to any comments, and prepare final stamped plans and drawings. City Responsibilities: 3.7 Provide timely review and input on 60% and 90% design drawings. 3.8 Provide legal and risk management review of contract documents. 217003-000 Page 3 Attachment A - Scope of Work 3.9 Pay for agency review fees. Assumptions: 3.10 Contract documents to utilize EJCDC contract documents and general conditions. 3.11 Final design will not deviate substantively from City-approved predesign concept. 3.12 Design assumes consolidation of existing Park Estates pump, generator, and electrical facilities. 3.13 Rechlorination facilities are not required. 3.14 Erosion and traffic control plans shall be by the contractor, as well as all trade permits (e.g. building), and DEQ permit. 3.1S L,3nd use permitting will be minimal and, if required, be provided as part of Task 6. No public meetings are anticipated. 3.16 Consultant will complete work within the engineering standard of care, making reasonable efforts to compare and check data provided by others, identifying where additional field work or investigations may be warranted, and identifying where additional field work may be warranted, including requirements for the Contractor to field verify critical elements prior to construction. 3.17 Budget assumes six hard copies (11x17) of 60% and 90% plan sets, and four hard copies (11x17) of the final plans and specifications. Deliverables. 3.18 Provide hard copies and one PDF copy of the 60%, 90%, and final plan and specifications. Task 4 - Bidding Consultant Responsibilities: 4.1 D stribute advertisement to plan rooms. 4.2 Distribute bid documents and maintain planholders list. 4.3 Attend prebid meeting. 4.4 Respond to contractor's questions. Issue up to three addenda. 4.5 Review bid results and provide recommendation for award. City Responsibilities: 4.6 Pay for advertisement costs. 4.7 Attend prebid meeting; provide forum for meeting. 217003-000 Page 4 Attachment A - Scope of Work 4.8 Conduct the bid opening and provide bid results to Consultant. 4.9 Provide legal review and handle any bid protests. Assumptions: 4.10 Budget assumes one bid process and award to a single general contractor. 4.11 Preparing storm water pollution prevention plans (SWPPP) and traffic control plans will be the responsibility of the contractor. Deliverables: 4.12 Plan holder's list, pre-bid meeting agenda, addenda to plans and specifications, bid summary, and recommendation for award. Task 5 - Construction Phase Services Consultant Responsibilities: 5.1 Construction Administration a. Prepare contract documents and coordinate contracting efforts with the City and contractor. Prepare draft Notice of Award and Notice to Proceed to be issued by the City. b. Conduct preconstruction conference. c. Review contractor submittals. d. Review SWPPP and traffic control plans prepared by the contractor. Respond to Requests for Information (RFIs). Issue construction field orders and prepare construction change orders for execution by City. Utilize the services of PEI to provide SCADA integration and startup support services as described in Exhibit 1. h. Perform substantial completion review and prepare punchlist. Participate in pump station startup and commissioning. Provide final inspection to check that punchlist items have been completed. i. Review contractor pay requests and make recommendation of payment to City. j. Review and approve record drawings (as-builts) prepared by contractor. k. Review and approve O&M manual prepared by contractor. 1. Design engineer will participate in up to 12 construction meetings that will be chaired by the City. Participation is anticipated to occur via conference call, with approximately four onsite meetings to be coordinated with onsite visits during meaningful construction activities. The purpose of these visits will be to observe construction progress and to check if work is progressing in general accordance with the plans and specifications. 5.2 Construction Observation a. The City intends to provide periodic construction observation during construction and keep the Consultant informed on construction activities by sharing progress photos and reporting observed construction activities and concerns. The Consultant will be available to make supplemental inspections when meaningful construction activities are occurring. These visits are to generally observe the progress of construction and endeavor to protect the interests of 217003-000 Page 5 Attachment A - Scope of Work the City. The contractor is responsible for the means, methods, and jobsite safety, and is solely responsible for completing the construction in accordance with the contract documents. For budgeting purposes, the Consultant has assumed two consecutive days per week for the active construction period. These construction observation periods are intended to allow the Consultant to observe all critical phases of construction. City Res Pons ibilities: 5.3 Provide periodic construction observation and construction management support services. Review and approve pay applications, schedules, participate in construction meetings, review and approve change orders. 5.4 Pay for fees associated with construction document management system such as EADOC. 5.5 Locate utilities for surveying and construction. 5.6 Coordinate and execute temporary process and electrical shut downs, potential draining and refilling of reservoir, and reservoir disinfection. 5.7 Participate in startup and operator training by contractor and manufacturers. Assumptions: 5.8 SCADA system integration services end upon final construction completion. Subsequent support services provided by PEI to the City will be provided under a separate contract between the City and PEI. SCADA hardware and software will be provided by construction contractor. 5.9 For budgeting purposes, it is assumed that there will be one general contractor and that work will occur over a five-month construction period with active construction over 16 weeks. 5.10 Setting construction grade stakes, material testing, and specialty inspections for construction will be the responsibility of the contractor. 5.11 Budget includes providing a total of ten sets of hard copy plans (eight 11x17 sets, two full size sets). Deliverables: 5.12 Cantract documents; Notice of Award; Notice to Proceed; approved submittals; 0&M manual (three hard copies, 1 PDF); record drawings (three 11x17 hard copies and 1 PDF); punchlist; substantial and final completion documentation. Task 6 - Park Estates Pump Station, Additional Services Consultant shall complete other additional services listed below only as authorized by City staff: 6.1 Permitting and environmental support services. These services will be provided on a time and materials basis. 217003-000 Page 6 Attachment A - Scope of Work 6.2 Generator design, bidding, and construction phase services. 6.3 Management Reserve. A management reserve budget has been established to provide additional services that may be requested by the City. SCHEDULE Consultant intends to complete predesign within 30 days and design services within 80 days of receiving City comments on the pre-design. This schedule assumes a seven calendar day turn-around on City reviews of the 60% and 90% submittals. Bidding and award are anticipated to be completed over a one month period and will occur concurrent to agency review/approval, and construction is anticipated to be completed by December 31, 2017. Timely issuance of Notice of Award and Notice to Proceed by the City will be important to meet project schedules. A preliminary project schedule is illustrated in Exhibit 2 attached. COMPENSATION SCHEDULE Consultant will complete the services on a time and materials basis per the current title code billing rates (Refer to Exhibit 3 for the 2017 rates). While the individual task amounts maybe exceeded, the total authorized amount will rot be exceeded without written approval from the City. Task Description Compensation 1 Project Management and Meetings $13,190 2 Predesign $40,548 3 Final Design $73,124 4 Bidding $8,096 5 Construction Phase Services $78,439 6 Additional Services $18,340 TOTAL $232,737 217003-000 Page 7 Exibit 1 PEI Scope of Work City of Ashland, Park Estates PS Upgrades PROPOSAL The City of Ashland has requested final design and construction phase services from Keller Associates new booster replacement of the Park Estates Pump Station. Preliminary understanding located at oronearl dthe existing site pumps, standby power generation and a new building structure will be adjacent to the existing Crowson Water Reservoir. Portland Engineering, Inc. (PEI) p oPhase to subs t and with Keller Associates for Instrumentation and Control Design as well as Construction Startup Support. The new Pump Station will house a new SCADA RTU communicating with the WTP via UHF radio.~TI contr is (PLC/HMI) and radio will be new and specified by PEI to current industry standards. A new IVITU and integrated at the WTP. PROPOSED SCADA DESIGN, INTEGRATION & STARTUP SERVICES PEI proposes to work with Keller Associates as a sub-consultant on the project design concentrating on the SCADA and instrumentation requirements. PEI's proposed Scope of Services is as follows: Discovery and review of the existing control system, 1/0 and instrumentation and document the current control figuration at the site. • Computer-based Radio Survey if required. • UHF license management • Prepare detailed Local Control Panel / RTU design drawings with a complete Bill of Materials. • Prepare detailed MTU design drawings with a complete Bill of Materials. • Prepare detailed 1/0 wiring diagrams associated with the control system. Design review of Keller Associates' 60% and 90% plans and specifications and provide edits and additions with regard to the SCADA design on: ,D Control strategy development. D Conduit and wiring schedules relating to the control system. z) Control Valves. o Instruments. o Division 17 specifications. Deliver PEI prepared (signed and stamped) 100% design documentation for the Local Control Panel and control system wiring diagrams. • Construction Phase Services: o Bid support including responses to bidder's questions relating to control scope of work. o Submittal review of control system components. o Factory testing review of the contractor completed Local Control Panel (assumes local production... Portland or Medford). • Meetings and correspondence with Keller Associates and the City of Ashland as required to complete the design services scope of work. • Complete Local PLC and HMI programming. • Complete Remote (WTP) PLC and HMI programming. • Onsite Installation, Startup and Testing Support for the Contractor(s). PEI i i i I N c 0 ~ ~ CA N C 41 v N Y N r X W c a~ a v OJ ~ v ~ ~ ~ ~ r O o ~ U N L N N ~ u ~ ~ a~ ~ ~ ~ r r o C ~ U c6 U O c-i N ~ may// r L ~ L C ~ N ~ O ~ r ~ li O ~ ~ ~ U ~ N N Ql in r-I O m C N~ ~ N 'L C N ~ p N N ~ 0 ~ ~ ' C a- Q O N ~ C ~ Q N ~ N ~ ~ ~ Q Q C ~ ~ m c ~E ~ Y ~ ° o ~ c ~ c v ~ ~ o ~ Qi (II i > U Q a-+ N 41 QJ Q~ O N E j Q v~ a o c -c v ~ a v E ~ a 3 N v l/1 QJ lD U a ~ # ~ C O ~ 0 ~ oZS C N N QJ , OA ~ L (U O ~ 0 to M QJ rl ~ ~ N 'a ~ "O C a ~ ~ v C bA U C ClA U fD ~ ~ C ~ ~ C a ~ ~ ~ ~ r6 ~ (6 •cn o d. Q U • ~ ~ u w U C C L O D_ N O ~ 4J O , ~ C v~ C ~ Rj ~ O O N d U' , D l0 ~ O Ql C O N ~ U C~ i`o S ~ d ~ U ~ ~ ~ ~ . C \ 3 ~ C \ ~ . bA C Q ~ C ~ O d a OA N L 4J U 4A Up p ~ U bA O ~ U O~ w O N ~ Q ~ o .N o a v c ~ ~ rn ~ o ~ ~ ~ a v v C U ~ N N U ~ > ~ O C N > ~ 0 ~ ~ U • C ~ Q ~ ~ W ' .U ~ m E ~ •N ~ • C ~ •N • E ~ 4J • o ~ - L v~ - Q Q Y > u C \ > U <_0 U O G cu C co m QJ - O N - 0 7 ' v 0 0 3 0 O L Z D 0 Ln U L lD V1 U - Q1 V1 U c-I U L m Q U L `i ~ ~ N Exhibit 3 KELLER ASSOCIATES, Inc. 2017 TITLE CODE BILLING RATES 2017 Personnel Classification Hourly Rate Project Engineer - I (El) $85.00 - $100.00 Project Manager - I (PE) $120.00 - $155.00 Project Engineer - II (PE) $110.00 - $185.00 Project Manager -11 (PE) $160.00 - $190.00 CAD -1 $80.00 - $100.00 CAD - II $110.00 - $145.00 Engineering Student $65.00 Principal (PE) $210.00 - $225.00 Chief Engineer/Structural Engineer (PE, SE, PLS) $225.00 Senior Water Treatment Engineering $210.00 Structural Engineer - I (PE, SE) $155.00 Electrical Engineer - I (PE) $150.00 Electrical Technician $75.00 Professional Surveyor (PLS) $145.00 Surveyor $75.00 - $100.00 Field Representative $75.00 - $120.00 Clerical & Administration $65.00 - $85.00 Other Billing Terms Mileage: Billed at Federal Rate (currently $0.535 per mile) Per Diem: $60.00 per day Subconsultants at Cost x 1.10 Reimbursable Expenses at Cost x 1.05 The Title Code Billing Rates are effective January 1, 2017 and will be adjusted each January of subsequent years New employees may be added throughout the yeas CONFIDENTIAL K E L L E R associates ATTACHMENT A - SCOPE OF WORK TERRACE STREET PUMP STATION Date: January 23, 2017 Project Number: 2015-31 (KA# 217004) Project Name: Ashland Terrace Street Pump Station Upgrade PROJECT DESCRIPTION The existing --errace Street Pump Station requires a major upgrade. As part of the upgrade, the pump station will need to be able to deliver water to the new treatment plant at a site and elevation to be determined. The City intends to upgrade the existing pump station before December 31, 2017. Services to be completed by the Consultant are described below in the Scope of Work. These services will be completed in coordination and with prior authori !ation by City staff. Task 1- Project Management and Meetings Consultant Responsibilities: 1.1 Provide general project management for this task, including contract administration, monthly invoicing, progress reports, and internal project administration. Progress reports will describe services completed for each task, and identify needs for additional information, reviews, or changes to the scope, schedule, and budget (if applicable). 1.2 Develop and maintain project schedule and budget. 1.3 Co-isultant shall attend up to four project meetings with City staff during the design phase. These are arr:icipated to include a kickoff meeting, progress meetings at the predesign phase, 60% and 90% de ;ign phases. These meetings are anticipated to be coordinated with the water treatment plant (1/VTP) and reservoir meetings for project efficiencies. Meetings may be completed in person or via conference call. Assumptions: 1.4 City to provide forum for meetings. 1.5 Project management budget is based on a project duration from kickoff to final design of five months. 1.6 Project will be funded with Infrastructure Finance Authority (IFA) funding. Funding administration services will be provided by others. 217004-000 Engineering Solutions, Satisfied Clients Bend - Clarkston - Idaho Falls - Meridian - Pocatello - Rock Springs - Roseville - Salem Attachment A - Scope of Work Task 2 - Predesign Consultant Responsibilities: 2.1 Visit the existing site to generally assess conditions of existing facilities. This is anticipated to be coordinated with the kickoff meeting. 2.2 Review available record drawings. Review list of known issues and age of existing assets provided by thE, City. 2.3 Use Lidar data, field measurements gathered by the City, and record drawings for the proposed site to develop existing site map. 2.4 Evaluate hydraulic requirements needed to convey water from the pump station to the new treatment plant. This is anticipated to include hydraulic evaluations for delivery to the Concrete Pit and Granite Treatment Plant sites, for both high and low plant options. 2.5 Consider potential hydraulic impacts of piping the section of Talent Irrigation District (TID) canal located upstream of the pump station 2.6 Identify needs for a potential permanganate feed facility at the pump station site. This includes reviewing water quality and need for permanganate; review of permanganate chemical storage, feed, and instrumentation options; and development of permanganate storage and feed process and piping and instrumentation diagram (P&ID). 2.7 Discuss with City design capacity and desired redundancy/resiliency. 2.8 Evaluate alternative pump sizes and types and make a recommendation for pump size and type. Because the hydraulic conditions for delivery to the Granite and Concrete Pit Treatment Plant sites are anticipated to be similar, evaluation is limited to an initial review of two pump types of similar size for a low plant and high plant option at the Concrete Pit site, followed by a refined sizing of the selected pu -np type. As part of pump evaluation, consider capital costs and ongoing power requirements, recognizing the City's desire for high-efficiency systems. 2.9 Develop a conceptual plan and section showing proposed mechanical and site improvements. 2.10 Summarize with City input recommended electrical (including standby power), instrumentation, and control improvements. 2.11 Discuss potential implementation strategy. 2.12 Develop a Class 5 opinion of probable cost for the alternatives considered. Refine estimate to Class 4 estimate for preferred alternative. 2.13 Prepare a draft predesign report. Respond to City comments, and prepare final predesign report. 217004-000 Page 2 Attachment A - Scope of Work City Responsibilities: 2.14 Assist in pump station tour, and provide available record drawings, age information, and list of known issues. 2.15 Provide information on available TID water rights (diversion rate), existing pump design flows, existing TIC canal capacity limitations, and input on design capacity, including firm capacity. 2.16 Provide timely review of predesign report. 2.17 Provide supplemental fieldwork as needed (if available). Assumptions 2.18 Substantive modifications to screening and diversion facilities are not anticipated. If required, these design services will be provided as an additional service. 2.19 Improvements will be constrained to the existing site / vault. If a new building structure is desired, design and construction services will be completed as an additional service. 2.20 No environmental, land use, hillside development, or other permitting are included as part of this task. These services, if required, will be completed as part of Task 6. 2.21 No geotechnical services will be needed. 2.22 Final design, bidding, and construction phase services for onsite standby power (if desired) will be provided as an additional service. 2.23 No boundary surveys or easements will be required. Topographic surveying will be limited to the existing site. If the pump station is relocated to an alternative site, these services can be provided as an additional service. 2.24 Scope is limited to the pump station site and adjacent yard piping. Design of offsite piping, pressure zone modifications, and other offsite improvements are not included in Scope of Work. Deliverables: 2.25 Preclesign report for pump station (draft and final). Task 3 - Final Design Consultant Responsibilities: 3.1 Provide 60% and 90% plans for City review. Final design to include site civil, mechanical, structural, electrical, instrumentation, and demolition. 3.2 Prepare contract documents, technical specifications, and construction sequencing approach. Work 217004-000 Page 3 Attachment A - Scope of Work with the City to identify temporary pumping constraints (if applicable). 3.3 Utilize the services of Portland Engineering Inc. (PEI) to provide SCADA control design services described in Exhibit 1. 3.4 Prepare bid schedule and engineer's opinion of probable cost. 3.5 Submit plans to IFA and Oregon Health Authority for review and approval. 3.6 Respond to any comments, and prepare final stamped plans and drawings. City Responsibilities: 3.7 Provide timely review and input on 60% and 90% design drawings. 3.8 Provide legal and risk management review of contract documents. 3.9 Pay for agency review fees. Assumptions; 3.10 Contract documents to utilize EJCDC contract documents and general conditions. 3.11 Final design will not deviate substantively from City-approved predesign concept. 3.12 Design of new generator (if required) will be completed as part of Task 6. 3.13 Erosion and traffic control plans shall be by the contractor, as well as all trade permits (e.g. building), and DEQ permit. 3.14 Land use permitting will be minimal and, if required, be provided as part of Task 6. No public rieetings are anticipated. 3.15 Final design budget assumes that the Terrace Street and Park Estates Pump Stations are not consolidated. Should the City elect to proceed with a consolidated facility, then a contract amendment will be processed. 3.16 Consultant will complete work within the engineering standard of care, making reasonable efforts to compare and check data provided by others, identifying where additional field work or i ivestigations may be warranted, and identifying where additional field work may be warranted, i icluding requirements for the Contractor to field verify critical elements prior to construction. 3.17 Budget assumes six hard copies (11x17) of 60% and 90% plan sets, and four hard copies (11x17) of the final plans and specifications. Deliverables: 3.18 Provide hard copies and one PDF copy of the 60%, 90%, and final plan and specifications. 217004-000 Page 4 Attachment A - Scope of Work Task 4 - Bidding Consultant Responsibilities: 4.1 Distribute advertisement to plan rooms. 4.2 Distribute bid documents and maintain planholders list. 4.3 Attend prebid meeting. 4.4 Respond to contractor's questions. Issue up to three addenda. 4.5 Review bid results and provide recommendation for award. City Responsibilities: 4.6 Pay for advertisement costs. 4.7 Attend prebid meeting; provide forum for meeting. 4.8 Conduct the bid opening and provide bid results to Consultant. 4.9 Provide legal review and handle any bid protests. Assumptions. 4.10 Budget assumes one bid process and award to a single general contractor. 4.11 Preparing storm water pollution prevention plans (SWPPP) and traffic control plans will be the responsibility of the contractor. Deliverables: 4.12 Plan holder's list, pre-bid meeting agenda, addenda to plans and specifications, bid summary, and recommendation for award. Task 5 - ComAruction Phase Services Consultant Responsibilities: 5.1 Construction Administration a. Prepare contract documents and coordinate contracting efforts with the City and contractor. Prepare draft Notice of Award and Notice to Proceed to be issued by the City. 1:1. Conduct preconstruction conference. c. Review contractor submittals. d. Review SWPPP and traffic control plans prepared by the contractor. e. Respond to Requests for Information (RFIs). f. Issue construction field orders and prepare construction change orders for execution by City. E;. Utilize the services of PEI to provide SCADA integration and startup support services as described 217004-000 Page 5 Attachment A - Scope of Work in Exhibit 1. h. Perform substantial completion review and prepare punchlist. Participate in pump station startup and commissioning. Provide final inspection to check that punchlist items have been completed. i. Review contractor pay requests and make recommendation of payment to City. j. Review and approve record drawings (as-builts) prepared by contractor. k. Review and approve 0&M manual prepared by contractor. 1. Design engineer will participate in up to eight construction meetings that will be chaired by the City. Participation is anticipated to occur via conference call, with approximately four onsite meetings to be coordinated with onsite visits during meaningful construction activities. The purpose of these visits will be to observe construction progress and to check if work is progressing in general accordance with the plans and specifications. 5.2 Construction Observation a. The City intends to provide periodic construction observation during construction and keep the Consultant informed on construction activities by sharing progress photos and reporting observed construction activities and concerns. The Consultant will be available to make supplemental inspections when meaningful construction activities are occurring. These visits are to generally observe the progress of construction and endeavor to protect the interests of the City. The contractor is responsible for the means, methods, and jobsite safety, and is solely responsible for completing the construction in accordance with the contract documents. For budgeting purposes, the Consultant has assumed one day per week for the active construction period, and that construction observation services will be coordinated with the ongoing construction observation efforts with Park Estates Pump Station. These construction observation periods are intended to allow the Consultant to observe all critical phases of construction. City Respons bilities: 5.3 Provide periodic construction observation and construction management support services. Review and approve pay applications, schedules, participate in construction meetings, review and approve change orders. 5.4 Pair for fees associated with construction document management system such as EADOC. 5.5 Locate utilities for surveying and construction. 5.6 Coordinate and execute temporary process and electrical shut downs and potential flow bypassing of TIC, water. 5.7 Participate in startup and operator training by contractor and manufacturers. Assumptions: 5.8 SCADA system integration services end upon final construction completion. Subsequent support services provided by PEI to the City will be provided under a separate contract between the City and PEI. SCADA hardware and software will be provided by construction contractor. 5.9 For budgeting purposes, it is assumed that there will be one general contractor and that work will 217004-000 Page 6 Attachment A - Scope of Work occur over a five-month construction period with active construction over 16 weeks. 5.10 Setting construction grade stakes, material testing, and specialty inspections for construction will be the responsibility of the contractor. 5.11 Budget includes providing a total of ten sets of hard copy plans (eight 11x17 sets, two full size sets). Deliverables: 5.12 Contract documents; Notice of Award; Notice to Proceed; approved submittals; O&M manual (three hard copies, 1 PDF); record drawings (three 11x17 hard copies and 1 PDF); punchlist; substantial and fin.il completion documentation. Task 6 -Additional Services Consultant shall complete other additional services listed below only as authorized by City staff: 6.1 Permitting and environmental support services. These services will be provided on a time and mzterials basis. 6.2 Generator design, bidding, and construction phase services. Budget assumes outdoor installation. 6.3 Permanganate feed system design, bidding, and construction phase services. Design services would include mechanical, electrical, I&C, and structural design. Construction phase services would include startup support services. 6.4 Management Reserve. A management reserve budget has been established to provide additional services that may be requested by the City. SCHEDULE Consultant irtends to complete predesign within 30 days and design services within 80 days of receiving City comments on the pre-design. This schedule assumes a seven calendar day turn-around on City reviews of the 60% and 90% submittals. Bidding and award are anticipated to be completed over a one month period and will occur concurrent to agency review/approval, and construction is anticipated to be completed by December 31, 2017. Timely issuance of Notice of Award and Notice to Proceed by the City will be important to meet project schedules. A preliminary project schedule is illustrated in Exhibit 2 attached. 217004-000 Page 7 Attachment A - Scope of Work COMPENSATION SCHEDULE Consultant will complete the services on a time and materials basis per the current title code billing rates (Refer to Exhibit 3 for the 2017 rates). While the individual task amounts may be exceeded, the total authorized amount will not be exceeded without written approval from the City. Task Description Compensation 1 Project Management and Meetings $13,015 2 Predesign $29,048 3 Final Design $50,600 4 Bidding $7,922 5 Construction Phase Services $58,001 6 Additional Services $52,740 7 TOTAL $211,326 217004-000 Page 8 Exibit 1 PEI Scope of Work City of Ashland, Terrace Street PS Upgrades PROPOSAL The City of Ashland has requested final design and construction phase services from Keller Associates on the upgrade of the Terrace Street Pump Station. Preliminary understanding of this project indicates the existing pumps and controls will be replaced with like kind, addition of modulated control valves and flowmeter(s). Portland Engineering, Inc. (PEI) proposes to subcontract with Keller Associates for Instrumentation and Control Design as we 'I as Construction Phase Integration and Startup Support. The upgraded Pump Station will house a new SCADA RTU communicating with the WTP via UHF radio. The controls (PLC/HMI) and radio will be new and specified by PEI to current industry standards. The MTU will have been previously installed and integrated at the WTP for the Park Estates Pump Station Project. PROPOSED SCADA DESIGN, INTEGRATION & STARTUP SERVICES PEI proposes to work with Keller Associates as a sub-consultant on the project design concentrating on the SCADA and instrumentation requirements. PEI's proposed Scope of Services is as follows: • Discovery and review of the existing control system, 1/0 and instruments and document the current control configuration at the site. • Computer-based Radio Survey if required. • UHF icense management • Prepare detailed Local Control Panel / RTU design drawings with a complete Bill of Materials. • Prepare detailed 1/0 wiring diagrams associated with the control system. • Design review of Keller Associates' 60% and 90% plans and specifications and provide edits and additions with regard to the SCADA design on: • Control strategy development. • Conduit and wiring schedules relating to the control system. • Control Valves. c> Instruments. 0 Division 17 specifications. • Deliver PEI prepared (signed and stamped) 100% design documentation for the Local Control Panel and control system wiring diagrams. • Construction Phase Services: c> Bid support including responses to bidder's questions relating to control scope of work. c> Submittal review of control system components. c~ Factory testing review of the contractor completed Local Control Panel (assumes local production... Portland or Medford). • Mee-:ings and correspondence with Keller Associates and the City of Ashland as required to complete the cesign services scope of work. • Com Clete Local PLC and HMI programming. • Com.olete Remote (WTP) PLC and HMI programming. • Onsite Installation, Startup and Testing Support for the Contractor(s). PEI a~ c 0 Y on v Q~ ~ Y r X W s C QJ E CL O ~ aJ c-i Q~ CD > O N O N O O L O x y i N X Q N Of L o o u ° u ° o of = r° u N N m e1 O O QJ N QJ O - Qi C N s O N +Q N C N C O C u - a O 7 N iJ Q1 D_ Q C U c'/1 a 0 Q) - O ? CU ? C v N rl O Q. Y > a-U a-Q) QJ y QJ Q L O N v L LiJ C U Q U N a N QJ H v u Q a ° cn o2S c v N v a o c L O O QUJ O C N v O v O w- C N a-, C p ~O O m O v -6 u O m (D E t v 3 c o 3 c a 3 Y to Q w a D 4-1 a Y ~ v L o en O N - v U! N o °D - a ° U v ° U N m U v a u u a~ j) U> o o v y< y E E Fu _0 _0> u > u o -0> u O i o v v O:3 v o v o O c 3 C y_ z o n Ucr- U~ Ua~ m V) U - U LL m Q U LL U t- u Exhibit 3 KELLER ASSOCIATES, Inc. 2017 TITLE CODE BILLING RATES 2017 Personnel Classification Hourly Rate Project Engineer - I (El) $85.00 - $100.00 Project Manager - I (PE) $120.00 - $155.00 Project Engineer - II (PE) $110.00 - $185.00 Project Manager - II (PE) $160.00 - $190.00 CAD -1 $80.00 - $100.00 CAD - II $110.00 - $145.00 Engineering Student $65.00 Principal (PE) $210.00 - $225.00 Chief Engineer/Structural Engineer (PE, SE, PLS) $225.00 Senior Water Treatment Engineering $210.00 Structural Engineer - I (PE, SE) $155.00 Electrical Engineer - I (PE) $150.00 Electrical Technician $75.00 Professional Surveyor (PLS) $145.00 Surveyor $75.00 - $100.00 Field Representative $75.00 - $120.00 Clerical & Administration $65.00 - $85.00 Other Billing Terms Mileage: Billed at Federal Rate (currently $0.535 per mile) Per Diem: $60.00 per day Subconsultants at Cost x 1.10 Reimbursable Expenses at Cost x 1.05 The Title Code Billing Rates are effective January 1, 2017 and will be adjusted each January of subsequent years New employees may be added throughout the yeas CONFIDENTIA L EXHIBIT A Scope of Work City of Ashland Water Treatment Plant Owner's Representative February 2017 Background The City of Ashland's (City) existing water treatment plant (WTP) is located in a canyon downstream from Hosler D:im. The WTP has experienced flooding in the past 50 years owing to its location and is at risk of inundation should there be a dam failure. To reduce the risk to the WTP, the City plans to construct a new 2.5 million gallon per day (MGD) water treatment plant to provide water to the City's system. The new WTP will eithE-r treat water in conjunction with the existing treatment plant, or become the singular water treatment plant. The new WTP will be built to a capacity to meet the demands of the City and be capable of operating; solely, if needed, in the future. The City recently completed a selection and negotiation process for the initial design phase services. The engineering consultant team selected for these design services is herein referred to as Designer. The proposal also established a process of granting the second highest ranked proposal team the ability to negotiate with the City to act as the owner's representative for peer review of alternatives and final engineering. RH2 Engi leering, Inc., (RH2) and Black and Veatch (B&V) have been asked to provide a scope of services for peer review services for the City, including review of the Designer deliverables and other supporting tasks in the first p hase of the preliminary engineering design for the WTP. The initial scope of work will be to complete detailed review of recommendations provided to the City by the Designer for the design improvements. RH2 and B&V's services included in this Scope of Work will be limited to reviewing the treatment alternatives and siting analysis for the location of the proposed facilities. The City is aware that this a crucial step in the project and requ res verification that the recommended treatment processes and recommended siting location is the most suitable for the water system. RH2 is also currently updating the City's Water Master Plan (WMP) and will be providing technical information to the City to support the new WTP alternatives analysis as part of this Scope of Work. Task 1 Project Management Objective: Perform project management of task work; coordinate with the City, RH2, and B&V to track project performance and report on progress after each review deliverable. Approach: 1.1 Perform project management of task work, coordinate with the City and consultants, track project performance, and report on progress after each deliverable. 1.2 Participate in one (1) project conference call for the purpose of reviewing comments on the Water Quality Analysis. 1.3 Participate in one (1) first-phase project completion conference call for the purpose of reviewing comments on the WTP site selection and treatment process technical memorandum (TM). 1.4 Review other documents and/or processes, as necessary. 1 2/14/2017 1:18 40 PM 2:\Bothell\Data\COA\S40\WTP Owners Representative\PSA SOW COA WTP Owners Representative 20170214.docx City of Ashland Exhibit A Water Treatment Plant Owner's Representative Scope of Work Assumptions: • RH2 project manager and lead technical reviewer will participate in each conference call. • Project duration is six (6) months. • Site visits are not required for successful performance of peer review tasks. • City will advise timing of reviews a minimum of three (3) weeks ahead to facilitate 8&V resources. • Within this task, it is anticipated that RH2 will provide up to three (3) TMs. Deliverables: • Progress reports with budget status summary table and invoice. Deliver progress reports after each of two (2) peer review deliverables. Task 2 Water Master Plan Coordination Objective: Provide technical information gathered through the WMP project that supports the WTP alternatives analyses. Approach: 2.1 Provide technical data as requested. 2.2 Ver&I consistency between the WMP and recommended alternatives. 2.3 Coordinate demand forecasting. 2.4 Provide stored water recommendations for water system. Assumptions: • Ir is assumed that technical data will be limited to demand projections, storage requirements, and system head conditions to facilitate analysis of siting study. Provided by City: • TMs provided by Designer. • Written requests for data. RH2 Deliverables: • Up to three (3) TMs in response to data requests in electronic PDF format and one (1) hard copy, 8 %2- hy 11-inch. Task 3 Peer Review of First-phase Preliminary Engineering Memorandum Objective: Perform a peer review of Designer memoranda and deliverables, as shown below, for the first-phase preliminary engineering design for the WTP. Peer review of work by Designer will include reviews for technical approach and feasibility, costs, and constructability. Approach: 3.1 Perform peer review of water quality analysis TM (RH2 and B&V). 3.2 ReviE!w WTP site selection and treatment process selection TM (RH2 and B&V). 2 2/14/17 1:18 P 0 7:\Bothell\Data\COA\S40\WTF' Owners Representative\PSA SOW COA WTP Owners Representative 20170214.docx City of Ashland Exhibit A Water Treatment Plant Owner's Representative Scope of Work 3.3 Review impacts and benefits to the overall system based on siting recommendation. 3.4 Provide general technical expertise support to address issues that may arise internally, from the City Council, the Ashland Water Advisory Committee (AWAC), or the public. Responses will be documented as appropriate for the topic under consideration (RH2 and B&V). Assumptions: • Elesigner process train and site selection to be reviewed will be presented in a single report. • Review of one (1) version of each draft TM is assumed. Review of TMs beyond a single-version of each TM can be conducted as an additional task. • Treatment process selection will include a decision matrix with elements such as: capital costs., operations and maintenance considerations; sustainobility; impacts to distribution system; building footprint; and reliability, at a minimum. • Review of Designer work plan, project approach, and other preliminary design deliverables beyond Mose included here are excluded from this Scope of Work and can be conducted as an additional task. • B&V cost review will be based on similar-sized plants and relevant experience. An Engineer's Opinion of Probable Constructed Cost is excluded. • B&V will not review the accuracy of assumptions or data inherent in the reviewed memoranda. The City and Designer are responsible for validity of the basis of design assumptions. Deliverables: • One (1) copy of each TM in MS Word with all changes and comments tracked. • Elraft and final peer review comments table for water quality analysis TM. The peer review comments table will include substantive comments from each technical reviewer. The table will be finalized after tie water quality analysis conference call. • Craft and final peer review comments table for WTP site selection and treatment process TM. The peer review comments table will include substantive comments from each technical reviewer. The table will be finalized after the first-phase completion conference call. Task 4 Pump Station Review Objective: Provide technical review of the Park Estates Pump Station design. Approach: 4.1 Provide system hydraulic information as requested from the WMP Update. 4.2 Verify consistency between WMP and recommended alternatives. 4.3 Review design and siting recommendations. 4.4 Review design recommendations and integration with new WTP design alternatives. 4.5 Within this task, it is anticipated that RH2 will provide up to two (2) TMs. 4.6 Attendance at four (4) meetings with City staff. 3 2/14/17 1:18 PM 2:\Bothell\Data\COA\S40\WTP Owners Representative\PSA SOW COA WTP Owners Representative 20170214.docx City of Ashland Exhibit A Water Treatment Plant Owner's Representative Scope of Work Assumptions: • It is assumed that technical data will be limited to existing system pressures. The review of the design recommendations will not entail reviewing every component of the facility. The review will be limited to the function of the recommended facilities interaction with the existing and future system. Provided by City: • TMs and design documentation provided by City's design consultant. • Written requests for data. RH2 Deliverables: • Meeting attendance at four (4) meetings. • Up to two (2) TMs after review is completed in electronic PDF format, and one (1) 8 by 11-inch hard copy. Project Schedule RI-12 and its subconsultant (B&V) will schedule work with the City after the City receives information from the Designer. As stated within the Scope of Work, three (3) weeks' notice will be required before internal coordination and scheduling can begin. It is expected that the review work will begin approximately May 1, 2017. RI-12 will deliver technical review and evaluation to the City within fourteen (14) days after receiving data from the City. 4 2/15/17 9:20 AM Z:\Bothe11\Data\COA\S40\W7P Owners Representative\PSA SOW COA WTP Owners Representative 20170214.docx EXHIBIT D - Preliminary City of Ashland Water Treatment Plant Owner's Representative Fee Estimate L Total Total Labor Total Subconsultant Total Expense Total Cost Description Hours Task 1 Project Management 44 $ 7,566 $ 8,535 $ 277 $ 16,378 Task 2 Water Master Plan Coordination 37 $ 5,701 $ - $ 333 $ 6,034 Task 3 Peer Rev ew of First phase Preliminary Engineering Memorandum 46 $ 7,620 $ 28,102 $ 352 $ 36,074 Task 4 Pump Station Review 56 $ 9,4141 $ $ 480 $ 9,894 C PROJECT TOTAL 183 $ 30,301 $ 36,637 $ 1,442 $ 68,380 Z:\Bothell\Data\COA\S40\V rTP Owners Representative\PSA FEE COA WTP Owners Representative 20170206.xlsm 2/15/2017 7:36 AM EXHIBIT E RH2 ENGINEERING, INC. 2017 SCHEDULE OF RATES AND CHARGES RATE LIST RATE UNIT Professional 1 $129 $/hr Professional 11 $138 $/hr Professional III $147 $/hr Professional IV $157 $/hr Professional V $168 $/hr Professional VI $183 $/hr Professional VII $199 $/hr Professional VIII $209 $/hr Professional IX $209 $/hr Technician 1 $80 $/hr Technician II $88 $/hr Technician III $89 $/hr Technician IV $95 $/hr Administrative 1 $65 $/hr Administrative II $76 $/hr Administrative 111 $92 $/hr Administrative IV $110 $/hr Administrative V $131 $/hr CAD/GIS System $27.50 $/hr CAD Plots - Half Size $2.50 price per plot CAD Plots - Full Size $10.00 price per plot CAD Plots - Large $25.00 price per plot Copies (bw) 8.5" X 11" $0.09 price per copy Copies (bw) 8.5" X 14" $0.14 price per copy Copies (bw) 11" X 17" $0.20 price per copy Copies (color) 8.5" X 11" $0.90 price per copy Copies (color) 8.5" X 14" $1.20 price per copy Copies (color) 11" X 17" $2.00 price per copy Technology Charge 2.50% % of Direct Labor price per mile Mileage $0.535 (or Current IRS Rate) Subconsultants 10% Cost + Outside Services at cost Rates listed are adjusted annually. RESOLUTION NO. 2016-'~ I_ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON DECLARING ITS INTENTION TO REIMBURSE EXPENDITURES FROM PROCEEDS OF TAX-EXEMPT OBLIGATIONS RECITALS: A. The City Council of the City of Ashland, Oregon (the "Issuer") desires to finance the costs of a new reservoir expected to service the Crowson and Granite service areas, including a pre- design study to confirm storage requirements and evaluation of the piping to the Crowson reservoir (the "Project"); and B. The Issuer intends to finance costs of the Project or portions thereof with the proceeds of the sale of obligations the interest upon which is excluded from gross income for federal income tax purposes (the "Obligations"); and C. Prior to the issuance of the Obligations the Issuer desires to incur certain capital expenditures (the "Expenditures") with respect to the Project from available moneys of the Issuer; and D. The City Council of the Issuer has determined that those moneys advanced to pay the Expenditures prior to the issuance of the Obligations are available only for a temporary period and it is necessary to reimburse the Issuer for the Expenditures from the proceeds of the Obligations. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The Issuer hereby states its intention and reasonably expects to reimburse Expenditures of the Project paid prior to the issuance of the Obligations with proceeds of the Obligations. SECTION 2. The reasonably expected maximum principal amount of the Obligations is S9,000,000. SECTION 3. This resolution is being adopted no later than 60 days after the date on which the Issuer paid its first Expenditure on the Project to be reimbursed from proceeds of the Obligations (exclud. ng certain preliminary expenditures which may have been paid before that date). SECTION 4. The Issuer will make a reimbursement allocation, which is a written allocation that evidences the Issuer's use of proceeds of the Obligations to reimburse an Expenditure, no later than 18 months after the later of the date on which the Expenditure is paid or the Project is placed in service or abandoned, but in no event more than three years after the date on which the Expenditure is paid. SECTION 5. This resolution is adopted as official action of the Issuer in order to comply with Treasury Regulation Section 1.150-2 and any other regulations of the Internal Revenue Service relating to the qualification for reimbursement of Expenditures of the Issuer incurred prior to the date of issue of the Obligations. SECTION 6. The Finance Director of the Issuer is hereby authorized to make future declarations of intent to reimburse under Section 1.150-2 of the Federal Income Tax Regulations, on behalf of the Issuer and without further action by the City Council. All such future declarations shall be in writing and the original or a certified copy of each declaration shall be maintained in the public records of the Issuer. SECTION 7. This resolution takes effect upon signing by the Mayor. This resolution was duly PASSED and ADOPTED this day of December, 2016. A4&4, arbara Christensen, City Recorder SIGNED and APPROVED this 4. day of December, 2016. J Stromberg, Mayor Review.-d as to form: David Lohman, City Attorney 2 i CITY OF ASHLAND Council Communication February 21, 2017, Business Meeting "10 by 20" Ordinance - Project Update FROM: Adam Hanks, Management Analyst, adam@ashland.or.us Mark Holden, Director of IT & Electric Utility, mark. hoIden@ashland.or.us SUMMARY With direction provided by Council at the November 15, 2016 study session, staff has worked with two consulting firms to provide research, analysis and proposed schedule of tasks necessary to fully evaluate the feasibility of the use of the City owned Imperatrice property to construct a utility scale solar generation facility as one option to meet the requirements of the "10 by 20" ordinance (10% new, clean, local ellectricity generation by 2020). BACKGROUND AND POLICY IMPLICATIONS: 10 by 20 Ordinance A citizen initiative petition for a local ballot measure was submitted to the City Council on August 16, 2016 titled "Shall Ashland produce 10% of electricity used in the City by year 2020 from new, local and clean sources?" On September 6, 2016, Council accepted and approved the ordinance language contained within the ballot measure verbatim, consistent with Oregon State Elections procedures (ORS 250.325 and 254.095) With initial discussions at the November 1, 2016 Council meeting and subsequent discussions at the November 15, 2016 Council meeting, Council directed staff to develop a Request for Proposals (RFP) or a Request for Qualifications (RFQ) as a method of gathering the data necessary to properly evaluate the potential -ase of the Imperatrice property as a means of complying with the 10 by 20 ordinance requirements. Council direction purposefully excluded several known variables in order to focus efforts on the technical and financial feasibility of the potential project with the intent and expectation that these variables would be integrated back into the evaluation process after the technical and financial elements of the project are better understood. These variables include: • Potential need for a portion of the property for waste water treatment solutions (note: the property was originally purchased with waste water funds for waste water treatment solutions) • Historical stated interest in a portion of the property to be reserved via conservation and/or trail easement for habitat and viewshed protection Page 1 of 3 i CITY OF ASHLAND • BPA wholesale electricity contract inclusion of a "take or pay" provision that requires the City to purchase all of its electricity needs through BPA. The current contract runs through 2028. Imperatrice Property - Solar project analysis Staff received assistance in the research, analysis and proposed schedule of tasks through its partnership with the Bonneville Environmental Foundation (BEF), a leading environmental non-profit with prograrr_s focused on solar and other renewable solutions. Staff also relied heavily on OS Engineering, the City's electrical engineering consulting firm to provide key technical review, analysis on the ability and requirements of connecting a utility scale solar system directly to the City's distribution grid (called an interconnect). Key Finding; of this initial round of research and analysis include: • Estimated total capital costs of a 12 MW system is likely between $15,000,000 and $20,000,000, resulting in a levelized cost of energy of $90 per Megawatt hour 10%) compared with current wholesale pricing of approximately $30/MWh • Estimated interconnection cost of approximately S1,200,000 depending on final specifications • A 12 MW system cannot be served by either of the two nearby sub-stations, requiring the interconnect to split the system to distribute the load to each of the existing sub-stations. • Development of a smaller sized system that is scalable over time may provide benefits and avoid regulatory and financial obstacles. • Additional opportunities to meet the 10 by 20 requirement should be evaluated concurrent with proposed next steps for the Imperatrice property Staff has found this round of research and analysis invaluable in better understanding the issues specific to a 1 arge utility scale solar project and concur with the recommendations made by BEF on pages 2-3 of the attached report with key timeline items outlined briefly below: • Spring 2017 - Conduct initial environmental review of site (flora/fauna survey) • Sprin= 2017 - Submit new generator request to Pacific Power (6-18 month process) • Summer/Fall 2017 - Begin application process for land use approval with Jackson County • Summer/fall 2017 - Further address issues related to substation capacity and interconnection • Ongoing - Continue to explore additional opportunities to develop renewable energy installations with City facilities, community/co-op solar projects, smaller (1 MW) utility owned/managed systems located within the local distribution grid system and other potential solutions that could meet the intent of the 10 by 20 ordinance Pursuing the tasks listed above have been determined by both of our project research partners as needed steps prior to the issuance of a complete technical RFP/RFQ and also maintain the general timeline needed to realistically be able to advance the project through to completion by the end of 2020 as specified in the 10 by 20 ordinance. COUNCIL G`0ALS SUPPORTED: 22. Prepare for the impact of climate change on the community. 22.1 Develop and implement a community climate change and energy plan Page 2 of 3 CITY OF ^ASHLAND FISCAL IMPLICATIONS: The above described initial round of research and analysis was conducted with minimal City expenditure; a memorandum of understanding facilitated the work with BEF and the City's existing contract with OS Engineering was utilized for the technical research on the inter-connection aspect of the project at a cost of just over $3,000 The costs associated with pursuing the recommended initial environmental review of the site are not yet known, but is expected to be in the $10,000 to $20,000 range and would be funded from the contract services budget in the Electric Fund. Other listed tasks will involve staffing resources from both the Electric and Administration Departments. STAFF RECOMMENDATION AND REQUESTED ACTION: To pursue the project further, staff recommends that the initial environmental review of the site be conducted this spring to take advantage of the spring bloom that assists in the inventory component of the review. fps staff assesses the needed scope of the review and the approximate costs, a determination can be made as to whether or not the contract for the desired services will necessitate Council approval. Staff also recommends that Council consider directing staff to develop a proposed strategy document to assist Council, staff and the community as the "set aside" variables noted above integrate back into the project feasibility evaluation. SUGGESTED MOTION: I move to dir--ct staff to move forward with an environmental review of the Imperatrice Property and to develop a project strategy document to help guide future project evaluation. ATTACHMENTS: BEF - Letter of February 10, 2017 OS Engineer ng Analysis - January 31, 2017 Council Meeting November 15, 2017 - Staff Report and Minutes Page 3 of 3 TM Mark Holden Ashland Municipal Electric Utility 90 N. Mountain Ave Ashland, OR 97520 Februar/ 10, 2017 Dear Mirk, The following includes our recommendations to the City of Ashland with respect to the goals of Ordinan: e No. 3134, and enabling the production of 10% of Ashland's electricity consumption to be produced from new, local and clean resources by the year 2020. The Bonneville Environmental Foundation is committed to partnering and supporting this effort per our dually executed Memorandum of Understanding, 800036-12, dated 12/28/16. At the Bonneville Environmental Foundation (BEF), we believe that addressing the most pressing energy and environmental challenges requires, innovation, creative problem solving and discovering new ways of doing business. As an entrepreneurial non-profit we thrive in working toward innovative solutions and value partnerships as essential to success. BEF has a long hisiory of supporting publicly owned utilities in the development of cost-effective renewable resourcE~s including the first pubic power wind project in the region, the first community solar project with Ashland, and subsequently 22 community solar partnerships with utilities across the Pacific NW.. BEF's partnership with the Bonneville Power Administration (BPA) allows us to aid BPA's Wholesale Public utility customers like Ashland as they endeavor to integrate more renewable energy projects into the PNW's utility generation mix. BEF is L niquely positioned to assist Ashland in meeting its "10x20" goals. Our team dedicated to the project includes Dick Wanderscheid, Vice President'of the Renewable Energy Group, and Evan Ramsey, Senior Project Manager for the Renewable Energy Group. Collectively we bring over 40 years of experience with publically owned electric utilities, energy efficiency, sustainability, and renewable energy. Dick brings the intimate knowledge of Ashland's situation, having served in the city's energy conservation and renewable energy programs for 20 years and also as the City's Electric Utility's Director for nearly a decade. Evan brings a wealth of experience in solar energy systems having deep commercial management experience with SolarCity, and has served as the primary BEF consultant to all our utility partners developing solar projects. BEF fully supports Ashland's commitment to renewable energy, and has committed all of the resourcE~s at our disposal to help the City develop the most cost effective, resilient, and beneficial solution for the electric Utility and it's citizens. While the actual cost and scope of solar PV construction is relatively simple, the development, siting, and financing provides the bulk of Pre-Proposal for Education Services 12 the risk and complexity. It is with this in mind that BEF recommends a measured approach with as much due diligence as possible on the front end to maximize the project economics and benefits to the City of Ashland. Solidifying as many of the pre-development unknowns as possible lessens the unknowns and risk to developers and will provide the best ultimate price to the City. This approach has been validated through our research and outreach with other industry experts such as Rocky Mountain Institute (RMI) and the Smart Electric Power Alliance (SEPA), who both specialize in utility solar procurement. We have also discussed solar integrati :)n and contract issues with the BPA's Solar Task force staff. The entire process of developing a solar project includes system siting, environmental reviews, intercon -lection studies, financing, procurement, contractual negotiations, engineering, permittir g, land use approvals, distribution system upgrades, construction, commissioning, and finally standard operations and maintenance. This overall process can take years and it is advisable to have a destination before undertaking a journey. To release an RFP simply for pricing of the solar does not return all the necessary data points needed to evaluate the full impact of a utility scale project to the City of Ashland. Furthermore, there is ndustry data available that will provide PV system cost estimates, without having to run a premature RFP. SEPA has published a "Utility Scale Pricing Report" which provides a matrix of capitol costs with associated levelized costs of energy (LCOE). The total capital cost of a 12 MW sys-:em alone is likely to be between $15,000,000 and $20,000,000. We can expect with confiderce the LCOE of a horizontal single access tracker for this sized system, with a 20% capacity factor, to provide an LCOE of $90 per Megawatt hour, plus or minus 10%. This is nearly a three-fold increase compared to existing wholesale power pricing of around $30/MWh. This pricing is not inclusive of any development activities, distribution system upgrades, resource support services, contractual and take or pay implications. Given all the outlined complexities, BEF remains committed to supporting the City of Ashland, as it pur3ues the goal of 10% of Ashland's energy consumption from new, clean, and local energy :sources. After substantial research and evaluation we would like to present the following recommendations: 1. Rare Species Survey: Complete the biological survey, Spring of 2017. • This study will be necessary for the entire parcel regardless of where the solar array is located. If rare species are found during the Spring bloom, this will allow for project siting changes and may ultimately dictate a necessary location for the array. 2. Utility Interconnection: Submit a request to PacifiCorp, Spring of 2017. • Regardless of whether a new solar generation project connects to a substation in Ashland or a Pacificorp line, a feasibility and system impact study will be required by Pacificorp. This is their responsibility as the Balancing Authority for the area, and this process can take 6-18 months. It will provide valuable information regarding interconnection capacity, location, and cost. In parallel, the City may evaluate costs and benefits for the various utility interconnection options. 3. Conditional Use Permit (CUP): Submit for a CUP with Jackson County for siting on the mperatrice Property. Once siting and size are known. Fall of 2017. 4. Substation Capacity: Determine capacity of an interconnect to the BPA owned Mountain Substation and minimum load at this wholesale point of delivery. If direct connection to this Substation is feasible, secure cost estimates for the necessary distribution work. BONNEVILLE 240 SW istAvenue ENVIRONMENTAL = Portland OR 92204 FOUNDATION 503-248-1905 www.b-a-forg Pre-Proposal for Education Services 13 5. BPA Contract: Evaluate implications to the existing Bonneville Power Administration power sales contract, including "take or pay" provisions, resources support services cost, transmission implications, purchase of the substation, and effect on the General Transfer Agreement between Pacificorp and BPA. 6. Rooftop Solar Potential: Determine the rooftop solar capacity for City owned facilities, privately and publically owned buildings, SOU facilities and determine the total distributed generation potential if possible. Any project less than 200kW nameplate that serves customer load does not have a negative effect on the BPA power sales contract with Ashland. Evaluate energy and economic impacts of implementing additional solar rebates or feed-in-tariffs for customer owned capacity. 7. 1 MW Solar Siting: Determine if there is a suitable site for a ground mounted 1 MW array with a direct connection to Ashland's distribution system. A system sized less that 1 MW is easily integrated into the distribution system and also does not have a negative effect c n the BPA power sales contract. 8. Energy Efficiency: Determine the potential conservation measures that could be accelerated by 2020, as energy efficiency is the least cost, local, and cleanest resource. 9. Low Income Support: Determine what support may be available for low-to-moderate income utility customers, to insulate them from projected rate increases. This could include dedicated low-income community solar, voluntary energy assistance programs, c r a broader partnership with ACCESS to increase low-income weatherization and renewable energy benefits. 10. Fteguest for Proposals: Release an RFP for up to 13MW of solar on the Imperatrice property after these critical questions have clarity, 2018. Upon receiving all this information the City can then evaluate all of the options for complying with Ordinance No. 3134 and begin the hard job of implementing a cohesive and well researched package of measures. Best Regards, Dick Wanderscheid Evan Ramsey Vice President Senior Project Manager Renewable Energy Group Renewable Energy Group 503-553-3934 503-553-3933 dwanderscheidp_b-e-f.org eramseyP-b-e-f.org BONNEVILLE : 240 Sw 1st avenue ENVIRONMENTAL = PortlandOR97204 FOUNDATION : 503-248-190S www.b-a-f.org ENGINEERING TECHNICAL MEMORANDUM PO Box 70413 ■ SPRINGFIELD, OR 97475 ■ PHONE (541)393-3345 ■ FAX (541)505-8917 City of Ashland PV Generation Interconnect Analysis PREPARED FOR: Tom MCBartlett, Electrical System Manager/City of Ashland, Elec. Dept. PREPARED BY: Martin Stoddard, P.E./OS Engineering COPIES: Mark Holden/City of Ashland, Elec. Dept. Adam Hanks/City of Ashland, Elec. Dept Jerry Witkowski, P.E./OS Engineering Jiajia Song, Ph.D./OS Engineering DATE: January 31, 2017 1.0 EXECUTIVE SUMMARY 1.1 General This engineering document describes a preliminary review of options and interconnect feasibility for adding a large scale Photovoltaic (PV) generation facility and connecting it into the City's existing electrical distribution system. It is our understanding that the project objective is to install a solar generation system with the capacity to meet approximately 10% of the City's annual energy consumption, which is equivalent to a system with a nameplate capacity of approximately 10 MW. It is also our understanding that the City prefers to interconnect the PV system directly to the City's existing distribution system rather than a transmission interconnection. This engineering investigation evaluated integrating photovoltaic systems with generation output ranging between 2.5 MW and 10 MW. This range was based on the ability of the City's existing facility capabilities at practical interconnection locations. The PV site is located approximately 1 mile from nearby City electric distribution facilities and, although the solar array would be constructed on City owned property, the interconnection would be constructed outside the City's existing service territory. Therefore, interconnect construction will require permitting, easements and rights-of-way access. Presently the City has an exclusive power purchase agreement with the Bonneville Power Administration (BPA) and BPA has a General Transfer Agreement with PacifiCorp. Our review of the interconnect options a>sumes generation export is not desired and that all energy production from the new system will be utilized by the City. Because of the City's intent to maximize the amount of solar generation and the desire to not export power, the engineering investigation evaluated the estimated PV generation profile with seasonal adjustment against typical seasonal load profiles as a base criteria for establishing maximum interconnect generation capacity. City of Asr land PV Generation Interconnect Analysis Page 1 of 34 1.2 PV System Interconnect Distribution system connected generation can have significant impacts on protection and power quality of an electric distribution system. Therefore, carefully defined protection and control requirements are necessary. This includes output protection and control at the inverter by the PV developer and protection, control and metering at the utility point of common coupling (PCC) by the City. Multiple interconnection points are available within the City's distribution system. Several of these connection points were evaluated to identify maximum feasible PV capacity. This included remote interconnections at radial taps and connection with main backbone circuits. To maximize PV generation, interconnection with a distribution backbone feeder circuit is necessary. However, due to minimum peak substation loading at certain times of the year, the maximum PV output that can be interconnected to any one substation is limited to 5 MW based on a review of historic load data and estimated generations profiles. To interconnect PV output generation to the extent desired by the City (-10 MW), it will likely be necessary to interconnect with two backbone feeder circuits from two separate substations. We have assumed the PCC interconnection between the PV system and utility system will be located within the southwest region of the Imperatrice Property, not within the Short-Term Lease area. Leaving the Short-Term Lease property available for other future uses. We recommend that the City substantiate, through the PV development RFP, that the solar construction project conforms to all applicable industry standards regarding equipment, construction and operation to assure protection of the electric systems normal operation and quality of service to existing customers. 1.3 Com vents and Recommendations Our preliminary analysis and review indicates that the City can achieve the PV generation interconnect desired without excessive deleterious effect to the existing distribution system or violation of existing purchase agreements. However, interconnection to the existing City distribution facilities should be coordinated as stated above and described in greater detail in this memorandum. Where are analysis has concluded a maximum interconnect generation size, it can be assumed that a smaller system can be accommodated thus allowing the City to install PV generation in increments staged, for example, in 1 MW or 2.5 MW output capacities. To achieve strong interconnection(s) between the PCC and the existing electric distribution system it is recommEnded that a tie location occur near the vicinity or N Mountain Avenue and E Nevada Street. This location offers connection to a feeder from Ashland Substation, Mountain Avenue Substation, or both to accommodate the full PV build-out capacity of 10 MW. This location should be considered even if the PV facility is built in stages. Other interconnection locations are available and are described elsewhere in this memorandum but to achieve the City's ultimate capacity goal this tie point is the optimal location for the existing :system. To accomplish interconnection between the PV system and the City's existing distribution system we recommend consideration for underground construction to meet the least public resistance. This can be accompli shed with both open trench and directional bore construction. If the City intends to have the PV City of As eland PV Generation Interconnect Analysis Page 2 of 34 site developed in incremental stages, it is suggested that all underground infrastructure be installed initially, with major equipment installed as needed to meet generation capacity. If the City is considering having the utility interconnection construction performed by the PV developer it is suggested that construction technical specifications and material standards be assembled and provide to ensure quality construction. Budgetary pricing has been assembled to expand the City's electric system to interconnect at the PCC with the PV site as described herein. The cost to construct circuit interconnections for a PV facility with capacity ranging between 2.5 MW and 10 MW is estimated to be between $0.9 and $1.5M. 2.0 INTRODUCTION 2.1 Overview of the project The City of Ashland intends to install a PV generation system that can support approximately 10% of its annual energy usage, 17AM kWh, which the City has determined to be equivalent to approximately 10 MW. The City has explained its preference to interconnect the PV system directly to the City's existing 12.47 kV distribution system, and requested OS Engineering, engineering service contractor for the City, to evaluate the feasibility and impacts of various interconnect options to meet the City's intent. In this study, OS Engineering has developed and assessed three different interconnecting options of the integration of a power generation PV system into existing City of Ashland distribution facilities. Our review includes estimated generation output, system load profiles, power quality considerations, protection, and approximate cost estimates. 2.2 Map of the project and potential interconnect points The following two maps show the City of Ashland Imperatrice Property Map 2005, and potential PV Interconnection Points Map, respectively. City of AsHand PV Generation Interconnect Analysis Page 3 of 34 1~ ~ ~ W ~ _ ~ ~ ~ z ~ ~ y ~r ~ 0 ~ W ~ ~ ~ ~ ~s F:.~ } I z~y W L.L. \ '}.1 3 r~ r r-r~' C lJ ~ ~ m. ~ ~ ~ ~ ~1 ~ ~ L 'L, ~ Q. e~ ~ v ~ _ ~ ~ ~ ~ a a.. ~ ~ ~ o ~ s ~ ~ ~ ~ ~ ~ ~ ~ _ Q D.. Q Q1 , . 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C N.~■aaw ! -+y~~ ff i J W ~ f ® ~ ~ r ~ f {i ,J w ► V7 ❑ ~ > d M 6 11J a Y © w.ww.r.w...w......r.w.NMy ; ~ ~ ~ f t w.~~ n ► ~►►wx►awwr. 7~~ ~ may! t ra w►ax yrr• ~ ~ i c f s.a~~aar~a~ O Q ► b/ t a yr r 4. ~ y ~ ~ ~ w y' ~ ' +t.+ ~ t~ e` f ~ . _ a s J P a _ , A°. ~ ~ ■...f f . r 1. ~ w ~ i`VRLJI a:;s,. x~tiilM' $ p 0 ~ ~ i i ~ ~ e x'~ ~T ~~"~J -4.. ..i ~ -~.d 1i .tr. raxx.x ~ f 7i( 7 , ,'T' d""%.. .t"y .l I mil' n re~~ n e W vit Owe Ln OL) t 3.0 PV TECHNOLOGY OVERVIEW Photovol ics (PV) systems have been well recognized as a promising renewable energy technology and have been growing exponentially worldwide for more than two decades, during which PV technologies evolved i many different aspects, such as flat-plate vs. concentrating, improved materials, higher efficiency, lower costs, etc. During this time, many improvements have been realized in inverter technology, tracking systems, controls, and protection that facilitate PV generation in large scale power production interconnected to transmission and distribution systems. As a preliminary study regarding the City of Ashland PV project, we did not investigate the option of concentrator and different type of PV modules and inverters, but utilized a generic flat-plate PV and inverter combination in order to provide representative PV generation profiles for different mounting configurations based on actual seasonal weather data in the City of Ashland area. 3.1 PV Generation Profile The City of Ashland 2014 hourly weather data, including solar irradiance (Solar irradiance is the power per unit area received from the Sun in the form of electromagnetic radiation), is available from the NREL National (Solar Radiation Database (NSRDB). The database contains satellite-derived data from the Physical Solar Model (PSM) for both typical year data and historical single year data for 1998 through 2014 for locations in the United States. The weather in the Northwest area has a fairly repeatable pattern every year, therefore the 2014 weather data is used to as a typical profile for the City of Ashland. One of the parameters available in the 2014 weather data is the Global Horizontal Irradiance (GHI). The GHI is the total amount of shortwave radiation received from above by a surface horizontal to the ground. This value is of particular interest to photovoltaic installations and includes both Direct Normal Irradiance (DNI) and Diffuse Horizontal Irradiance (DHI). DNI is solar radiation that comes in a straight line from the direction of the sun at its current position in the sky. DHI is solar radiation that does not arrive on a direct path from the sun, but has been scattered by molecules and particles in the atmosphere and comes equally from all directions. Figure 1 shows the three profiles for City of Ashland, 2014. City of Ashland PV Generation Interconnect Analysis Page 6 of 34 400 -ashland, oregon., .Global irradiance - GH[ (W/m2) 350 I ashland, oregon,,._Beam irradiance - DNt (w/m2) - -ashland, oregon,,,,_„Diffuse irradiance - DHI (W/m2) 3 300 250 200 150 n 100 0 So a Soo 4(50 400 350 300 250 200 j 150 100 { 5o 0 Ja Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Figure 1 Global Horizontal Irradiance (GHI), Direct Normal Irradiance (DNI), and Diffuse Horizontal Irradiance (DHI) in watts/m' in City of Ashland, 2014 Figure 2 shows the daily temperature map throughout the entire year of 2014 in degrees Celsius. The data provides the typical temperature distribution pattern in Pacific Northwest area. Figure 3 illustrates the same data as provided in Figure 1 and 2 but in monthly averages. The left axis and blue line of Figure 3 represents the level of irradiance and the right axis and orange line represent temperature. 39 34.2 , wr~ s 29.4 p F t s ,i 24.6 10.2 5.4 § 4.2 o Z I -9 1r` {F{E % Jan Feb :'vlar Apr May Jun Jul Aug Sep Oct Nov Dec Figure 2: Daily temperature map for City of Ashland, 2014 City of Ashland PV Generation Interconnect Analysis Page 7 of 34 January February March April aoo 30 800 30 8W 30 800 30 Legend j Temperature 20 20 20 20 Irradiance l 10 10 - „ 10 ' 10 0 0' 0 0 0 0 0 0 10 20 0 10 20 0 10 20 0 10 20 May June July August ` r 800 30 800 30 800 30 800 30 20 1 20 20 20 l f / 10 10 10 10 7 0 0 0 0 0 0 0 0 T 0 10 20 0 10 20 0 10 20 0 10 20 T September October November December 800 30 800 30 800 30 800 30 E\ 20 20 20 20 . e 10 10 10 10 00 10 20 0 00 10 20 0 00 10 20 0 00' ` 10 200 Figure 3: Monthly irradiance and temperature profile for City of Ashland, 2014 With the actual weather data, PV array power outputs can be estimated or simulated using System Advisor Model (SAM) developed by National Renewable Energy Laboratory (NREL) SAM is a tool that is able to facilitate renewable energy integration in both system performance and financial aspects. In this study, a compatible generic combination of flat-plate PV module and inverter is utilized to form a 1 MW grid-connected PV array as an example. Larger size PV arrays can be achieved by increasing the number of modules and inverters, and their power output is essentially scaled up linearly. PV generation, for the same solar profile, can be maximized/optimized by using technologies such as tracking systems. Tracking systems orient PV panels toward the Sun, which increases the power generating capability significantly. Tracking technologies add complexity and may require extra cost and maintenance and generally is not feasible for most home systems but can provide great benefit to utility scale grid-connected PV arrays. The additional energy production may offset the added cost of the tracking system and the increased generation typically is equivalent to a smaller array for the same overall level of energy production. Figure 4 shows the monthly average power profile using a fix-mount array that is oriented south (180° Azimuth degree) for a 1 MW PV array, while Figure 5 shows a similar monthly power profile using an array with a 2-axis tracking system. As can be seen from these two figures, there is a considerable difference in PV array power output with and without tracking capability. Specifically, with a tracking system, power output of the same PV array can reach the high power region much quicker and maintains at that level longer than PV arrays using fixed-mounting. (Note: Simulation is based on hourly weather data, and no loss and shade is considered for this early phase study.) City of Ashland PV Generation Interconnect Analysis Page 8 of 34 January February March April 600 600 600 600 400 400 400 400 200 200 200 200 LL 0 0 p 0 0 5 10 15 20 0 5 10 15 20 0 5 10 15 20 0 5 10 15 20 May June July August 600 600 600 600 400 400 Opp 400 200 200 200 200 s 0 p p 0 0 5 10 is 20 0 5 10 15 20 0 5 10 is 20 0. 5 10 1s 20 September October November December Epp Epp Epp 600 400 400 400 400 I 200 200 200 200 . jA 0 0 0 0 0 5 10 15 20 0 5 10 15 20 0 5 10 15 20 0 5 10 15 20 Figure 4: Monthly average power profile using fixed-mount for a I MW PV array in City of Ashland, 2014 800 January 800 February 800 March 800 April i 600 600 600 600 400 400 400 400 200 200 200 200 0 0 p G 0 5 10 15 20 0 5 10 15 20 0 5 10 15 20 0 5 10 15 20 800 May 800 June 800 July 800 August 600 600 600 600 $ 400 400 Opp 400 a 200 200 200 200 0 a 0 p 0 p 0 5 10 15 20 0 5 10 15 20 0 5 10 1s 20 0 5 10 15 20 September October November 800 December gpp 8W 800 600 600 600 600 400 400 400 400 200 200 200 200 i 0 0 0 p -j I j 0 5 10 15 20 0 5 10 15 20 0 5 10 15 20 0 5 10 15 20 11' ure 5: Monthly average power profile using 2 -Axis tracking for a 1 MW PV array in City of Ashland, 2014 City of Ashland PV Generation Interconnect Analysis Page 9 of 34 3.2 Syste load evaluation I The City f Ashland 2016 metering data from BPA was evaluated and the results shown in below table. The coin ident peak demand in 2016 is about 40 MW and occurred during the month of August. The minimu coincident demand is about 10 MW and occurred during the month of June. At peak demand, each sub tation has about 13 MW of load and, in general, the City's load is typically divided uniformly across the three substations. Table 1: BPA metering data summary for City of Ashland 2016 l l ~ Meter ID 575 1014 1304 1705 1820 Demand Average Demand 6,333 2,384 2,S41 1,90S 6,431 19,594 Peak Demand ® 4,690 5,320 4,040 40,100 Date/Hour 8/19/16 5:00 PM 7/29/16 5:00 PM 12/7/16 7:00 PM 8/19/16 4:00 PM 8/19/16 5:00 PM Min Demand 1,390 0 940 ® 8,740 Date/Hour 4/18/16 4:00 AM 4/11/16 4:00 AM 1/1/16 2:00 AM 1/3/16 12:00 AM 6/12/16 4:00 AM Load Factor 0.48 0.51 0.48 0.47 0.50 0.49 Coincident' Peak Demand Maximum Date 8/19/16 5:00 PM Minimum Date 6/12/16 5:00 AM To better evaluate how PV power generation affects the metering profile at the point of delivery, four daily profiles in 2016 are selected to represent the Spring light load, Summer peak load, Fall light load, and Winter peak load cases. Those four days are picked according to daily power consumption in each of the four meteorological seasons. The typical PV power profiles in those associated months (monthly average curve as shown in Figure 5) were compared with the selected four daily profiles in the below plots. PV generation along with other renewable generation are often treated as negative load. The BPA meter data summary in Table 1 shows that the peak load at Ashland substation is approximately 13 MW. However, it does not indicate that this substation can support the integration of as much as 13 MW PV generation because load curves and PV generation curve do not match each other the majority of the time. The four groups of plots in Table 2 demonstrate how daily power consumption patterns in different seasons at Ashland Substation change with the addition of 1 MW or 5 MW. The PV generation is the monthly average data and does not represent actual power output for any given date since the actual daily profile will typically have a significant amount of variation due to weather and operational factors. However, the plot represents a typical trend of power generation for a day in those months, and it provides a sufficient approximation of a typical output profile. The overlaid plots in Table 2 provide an indication of how much PV generation that can be added to Ashland Substation. It can be seen that Ashland substation can readily integrate a 1 MW PV system connected to any of its feeders without causing power export. It is also found that Ashland substation is safe to have 5 MW PV system integrated to any of its feeders as long as the feeder has sufficient ampacity City of Ashland PV Generation Interconnect Analysis Page 10 of 34 i for the peak generation. Power factor exceeds the 0.97 limit during the summer peak of 2016 due to a large amount of reactive power consumption, presumably by HVAC loads. This is likely to get worse with more active power generation by PV integrated into the system. A further discussion of power factor issues is iscussed in Section 4.2. A similar conclusion can be made at the Mountain Avenue Substation as having) capacity to integrate as much as 5 MW of PV generation to any of its feeders provided the feeder has sufficient ampacity. Table 4 shows a group of similar plots indicating the integration of a 10 MW PV system at Ashland Substation. The combined daily curves reach a net negative region at the substation resulting in power export. Similar trends show the same result at Mountain Avenue Substation. To prevent power export, we estimate significant periods of generation curtailment would be necessary with a 10 MW system integrated into one substation. Therefore, we do not recommend the full integration of 10 MW of PV generation to either individual substation. City of Ashland PV Generation Interconnect Analysis Page 11 of 34 00 o0 7a •G3 ~ ~ s s ~ 9 i s 3 ~ Ma 3 ;~v a kr) to ! o O oc, Q F+.y ? ; Q V r"{ 3 3 N o' \ oc C, 5 ~ ~l E ~ 3 ;If 3 ~ a U SY 3 P c a C` N u s c s Qv , f•jrt s 41 r v 1W c Y - l F~"I x ~ VAI' ~ ~ ~ rI ~ S r •Cl. c _ 3 t1r) 5 O.+ 1 ~ c _ O N C"r 's oo00 ~..1 n c - § 3 a i 3 a 3 3 o A- ~ r E c v+ r~ M, ,--l I-d • m r✓C F+I as ti p \ 4 3 ~m_ 3 r5 C~.. U i N u ~ Vv; L Q CC - , O ~ = 3 3 b1 { 1 a 5 sg 0 AI ~ P O a: N C - Ar ~ n _ ~ O O G~ - 3 ~ et f MM O O ~ ~ C O M1 ~ ~ Q O ~ ;01 - 3 >>,~Q i-a ~ E ICI A b 3 Cd 3 F Cd U I 3.3 Overview of options for interconnect Based on the evaluation in Section 4 and Section 5 and geographic proximities, several locations have been identified for interconnection to the City's electric distribution system including: • Ashland Substation o Business Feeder to WWTP radial tap circuit, support for -2.5 MW. o N Main Feeder at Oak St/Nevada St backbone circuit, support for -5 MW. o Business Feeder at Oak St/Nevada St, backbone circuit support for -5 MW. o E Nevada Feeder at N Mountain Rd, backbone circuit, support for -5 MW. • Mountain Avenue o N Mountain Feeder at N Mountain Rd, backbone circuit support for -5 MW. Any of these interconnection points are estimated to be able to support up to approximately 2.5 MW to 5 MW as iridicated. To accommodate greater generation, up to approximately 10 MW, would require generation to be split between feeders from different substations. The interconnect locations and construc,:ion requirements are summarized below and described greater detail in Section 5.0. Option l Strong and recommended distribution interconnection points are near the E Nevada Street and N Mountain Avenue intersection vicinity southwest of the PV point of common coupling (PCC). 'this location, approximately 1.1 miles from the southwest corner of the PV Imperatrice Property site, allows interconnection to two feeders and different substations. The route from the solar site could be south and west along N Mountain Avenue, then via the I-5 N Mountain Avenue overpass to the electric system interconnections. At this location good circuit interconnections can tie into one or two existing City of Ashland electric distribution backbone circuits at the PV system primary delivery voltage (12.47 kV). The existing interconnection points available are 1) the N Mountain Feeder served from the Mountain Avenue Substation; and 2) the E Nevada Feeder served from the Ashland Substation with minor switching changes. A generated capacity of up to 5 MW could be delivered to one circuit or up to 10 MW delivered and split between both circuits. The associated PV array interconnection configuration one-line diagrams are shown in Figure 6 for 10 MW capacity and Figure 7 for 5 NIW capacity. in Figures 6, 7, and 8, the PV system is modeled as a cluster of 500 kW PV arrays and 500 kW inverters, with individual step-up transformers having built-in fusing and disconnects for solation. This is one potential arrangement and is not intended to indicate a technical requirement or preference for the PV system arrangement. However, the arrangement does show our recommendation for the City operated interface at the PCC. As shown, we recommend two switchgear sections with a combination breaker and disconnect switch plus metering as the utility interface to the PV system. City of Ashland PV Generation Interconnect Analysis Page 15 of 34 f___- Y71' I NXA I YYY _!aii' 0>3.4 1511 I M I I I I I ~ j L-6- I I I I I IT I Snc. I I I I I I I I M R i i M R _R 6Qeke: I .va'aa I Eaai I I I I I Marti?: l_1•-xi' I I dies?. - 9'• I _______________1 a:: 1 c~:-A inArA ¢za' sw. scan ; .JZ' ;::v- ;:•_tc sna ;.3kw J:Aq' ..ua ':AS °.,au -,ua w is >va' NYC aaa -+:c.z `;Q a' :;:;a5' .i ,4a Aa AJT A AcJa+. Ate' Aa Acvv Aa A.. Yv? A•a•_ A- k- ins A. .4uq Arf A+v Figure 6: 10 MW PV eoiifiguration Option II A second interconnection location is a tie between the PV system PCC primary delivery voltage (12.47) and the existing Business Feeder or N Main Feeder served from the Ashland Substation dear the intersection of Oak Street and Nevada Street. This tie location is approximately 1.5 miles from the southwest corner of the PV Imperatrice Property site and could be connected by overhead or underground construction. The route from the solar site could be south along N. Mountain Avenue, west along Eagle Mill Road and via the I-5 Eagle Mill overpass south along Oak Street to the Nevada Street interconnect. This interconnection location could accommodate one feeder interconnection up to -5 MW, whose potential interconnection configuration is shown in Figure 7. U S,- Z;ahc¢ F+de F%.4 lS.Y1': XG.i a;ma I s>x. ?T I ~ I M R I I I' ► S:diA ~ 9rr1H I wrac I ~ I I KeHY: I1-ii' I I 5xc]zev ?63`:A i<nca' L l 1J \ 1 a \ L wkw iClAw 'CCia' i"Aw sXkw %%W saaa' 1 kW 5!11a' Wkw .4 Am' A- A .4a A- Atm' N Amy' AJa' Figure 7: 5 MWPV configuration City of Ashland PV Generation Interconnect Analysis Page 16 of 34 Option III An option to the Case II interconnection description above would be to intercept the circuit feeding the WWTP by extending the line along the Bear Creek Greenway access road from Oak Street. This option would be limited to -2.5 MW of PV generation. Although the total distance is similar, approximately 1.4 miles, the advantage is a more accessible easement for construction ELlong the Bear Creek Greenway access road which could include open trench and underground bore construction beneath I-5 from the generation site to the circuit interconnect. Figure 8 illustrates a possible interconnecting configuration for a 2.5 MW PV farm. Farr I 1 I 1 r• 1 I I I M R I I I ~ I .erad I aaat I I 1 1 xccR': L-~+: I ha•.x v=Zr u~: =xta a ;aar s;ar >•ar 'Dia x. .~-s xa :an .a sr+ Figure 8: 2.5 MW P V configuration 4.0 ANALYSIS AND SYSTEM REQUIREMENTS The following assumptions are consistent for all study scenarios unless otherwise noted. • This study assumed that no major system expansion projects were implemented by the area utility since the Electrical System 10-Year Planning Study for City of Ashland (by CVO Electrical ,Systems), in 2014. • This study mainly focused on integrating PV generation into City of Ashland electrical distribution system as proposed by the City, and did not analyze in detail any PPL distribution or transmission interconnections options with BPA, even though they are physically closer to the potential PV sites. For inver-er-based energy resource including PV generation, the following standards and guidelines are recomme -ided as required for the construction of this project: IEEE Standard 929-2000, "IEEE Recommended Practice for Utility Interface of Photovoltaic (PV) Systems. City of Ashland PV Generation Interconnect Analysis Page 17 of 34 IEEE Standard 1547-2003,"IEEE Standard for Interconnecting Distributed Resources with Electric Power Systems. " UL Standard 1741, "Inverters, Converters and Charge Controllers for Use in Independent Power Systems. " 4.1 Power flow analysis. This study included steady state analysis and system response analysis only. Transient and stability analysis was not conducted. A description of the procedures used to complete the analyses is presented below: a. Development and Description of System Model The City of Ashland distribution system model was developed in EasyPower analysis software according to the 2014 System Planning Study based on the information provided by the City, Mate, County, BPA and PacifiCorp. Two base cases used in this analysis are shown below: • Base Case 1 A - normal system configuration under peak load conditions, 2013. • Base Case 1 B - normal system configuration under light load conditions, 2013. (Note: the 2013 model is readily available from the 2014 System Planning Study. Its peak consumption is about 43 MW, which is higher than the 2016 peak demand - 40 MW, however, the light loads for both years are almost the same. It should not make significant differences in this study.) b. PV Generation Modeling I:---EE Standard 929-2000 requires that PV system should operate at a power factor >0.85 lagging or leading when output is >10% of rating. Modern inverter technologies typically have high efficiency and provide a nearly unit power factor (pf > 0.99) at rated power. Some inverters are able to provide reactive power compensation to the grid by advanced inverter control, to enable PV arrays to participate in grid voltage control and power factor correction. This is briefly discussed in Section 4.1. PV arrays in this study are modeled as PQG type generators and we have assumed that inverters operate at unit power factor (pf = 1) with no reactive power (var) generation. The generator was modeled at the voltage level of the point of the interconnection, aad no step-up transformer (GSU) was modeled. c. Steady State Power Flow Analysis Power flow analysis was implemented for each of the interconnecting options that have been discussed in this study. More details about the interconnecting options can be found in Section 33 ) and Section 5. 1. Two available interconnecting points near the E Nevada Street and N Mountain Avenue intersection for up to 10 MW: 0 5 MW, N Mountain feeder served from Mountain Avenue Substation 0 5 MW, E Nevada feeder served from Ashland Substation II. Two available interconnecting points near the Nevada Street and Oak Street intersection for up to 5 MW: City of Ashland PV Generation Interconnect Analysis Page 18 of 34 0 5 MW, N Main feeder served from Ashland Substation, or 0 5 MW, Business feeder served from Ashland Substation, or o Split to the above two feeders and not exceed a total of 5 MW III. Interconnecting with the circuit serving Waste Water Treatment Plant (WWTP) for up to 2.5 MW. Peak load and light load base cases were evaluated regarding equipment overload and bus voltage violation under both normal and contingency conditions prior to and after the addition of the proposed PV generation. Equipment is evaluated as overloaded if load exceeds its rated capacity, and voltage violation is assessed in accordance with standards established by the American National Standard Institute (ANSI C84.1, Range A), the voltage ranges in Table 5, shown as acceptable voltage or allowable voltage drop, should be maintained throughout the City's electric system. The voltages shown are presented on a 120 volt base. however the percentages indicated apply to any voltage base, for example 12.47/7.2 kV, 480/277 V, etc., as applicable to the specific location. Table 5: Acceptable voltage level's, City ofAshland Facility Acceptable Voltage or Allowable Acceptable Percentage Voltage Drop (Volts) Bus voltage range at substation. 122 - 126 102%-105% Maximum voltage drop along a distribution feeder. 8 Voltage range at primary terminals of distribution 118 - 126 98%-105% ransformei s. Maximum voltage drop across distribution 4 ransformei and service conductors. Voltage rarge at customer meter. 114- 126 95%-105% Voltage rar ge at customers utilization equip. 110- 126 92%-105% Power flaw analysis results Power flow study analysis results are summarized in Table 6 and Table 7. It is shown in Table 6 that no transmission facilities were overloaded and bus voltage did not exceed the acceptable limits in Table 5 in the territory of City of Ashland electrical system at normal system conditions, peak and light load cases, and prior to and after the addition of the PV generation proposed in the three interconnection options. In the 2014 System Planning Study, system's switching flexibility during outages and abnormal conditions were evaluated. While in this study, two major contingency scenarios significant to this PV integration project are assessed. Specifically, the loss of either the Ashland Substation or Mountain Avenue Substation. Loss of Oak Knoll Substation was not considered in the assessment because the proposed interconnection options do not involve any major feeder served from Oak Knoll Substation. The scem.rio involving the loss of Ashland Substation during peak load results in the transformer at Mountain Avenue Substation being heavily overloaded. There are also conditions of overloaded cables and a number of bus voltage violations. More information about this case can be found in the 2014 System Panning Study Section D. From Table 7, it can be concluded that PV generation proposed in three options can actually eliminate or reduce the overload within the system, which is reasonable since renewable energy generation are normally treated as negative load due to its varying characteristic. City of Ash and PV Generation Interconnect Analysis Page 19 of 34 Similarly during loss of Mountain Avenue Substation, the transformer at Ashland Substation is significantly overloaded prior to integrating PV generation. However, with proposed PV integration options, the transformer overload is eliminated. From this analysis we conclude that with or without full PV generation integrated to the City's distribution system, no overload or voltage violation was observed for the scenarios reviewed. Table 6: Power flow analysis results at NORMAL condition for both peak and light base cases Condition Option Interconnection Points Peak Load Light Load Base Case IA Base Case 113 Pre-Project No PV generation integrated No overload and No overload and voltage violation voltage violation 5 MW, N Mountain feeder from No overload and No overload and I Mountain Avenue substation voltage violation voltage violation (Up to 10 MW) 5 MW, E Nevada feeder served No overload and No overload and from Ashland Substation voltage violation voltage violation Normal 5 MW, N Main feeder served No overload and No overload and 11 from Ashland Substation voltage violation voltage violation (Up to 5 MW) OR 5 MW, Business feeder served No overload and No overload and from Ashland Substation voltage violation voltage violation III 2.5 MW Interconnecting with No overload and No overload and (Up to 2.5 MW) circuit serving (WWTP) voltage violation voltage violation Table 7: Power flow analysis results at CONTINGENCY condition (e.g., loss of substation) for both peak and light base cases Condition Option Interconnection Points Peak Load Light Load (Base Case IA) (Base Case 113) Significant overload observed at Mountain NO overload and Pre-Project No PV generation integrated Ave Substation transformer and several voltage violation cables 5 MW, N Mountain feeder from No overload at Mountain Avenue Substation Mountain Ave I Substation transformer, No overload and (Up to 10 MW) 5 MW, E Nevada feeder served and much less voltage violation from Ashland Substation overloaded cables observed. Less overloaded at Loss of Mountain Ave Ashland 5 MW, N Main feeder served substation transformer, No overload and Substation from Ashland Substation and less overloaded voltage violation II cables observed. (Up to 5 MW) OR Less overloaded at 5 MW, Business feeder served Mountain Ave No overload and from Ashland Substation Substation transformer, voltage violation and less overloaded cables observed. Less overloaded at III 2.5 MW Interconnecting with Mountain Ave No overload and (Up to 2.5 MW) circuit serving (WWTP) Substation transformer, and less overloaded voltage violation cables observed. City of Ash.and PV Generation Interconnect Analysis Page 20 of 34 Condition Option Interconnection Points Peak Load Light Load (Base Case 1 A) (Base Case 1 B) Significant overload observed at Ashland Pre-Project No PV generation integrated Substation transformer, No overload and and no other overload voltage violation and voltage violation observed. . 5 MW, N Mountain feeder from No overload at Ashland I Mountain Avenue Substation Substation transformer, No overload and (Up to 10 MW) 5 MW, E Nevada feeder served and no other overload voltage violation and voltage violation from Ashland Substation observed. Less overloaded at Ashland Substation Loss of 5 MW, N Main feeder served transformer, and no No overload and Mountain from Ashland Substation other overload and voltage violation Avenue voltage violation Substation II observed. (Up to 5 MW) OR Less overloaded at Ashland Substation 5 MW, Business feeder served transformer, and no No overload and from Ashland Substation other overload and voltage violation voltage violation observed. Less overloaded at Ashland Substation III 2.5 MW Interconnecting with transformer, and no No overload and (Up to 2.5 MW) circuit serving (WWTP) other overload and voltage violation voltage violation observed. In summary, the analysis showed that the addition of the proposed PV generation to the system would not have an adverse impact on the City of Ashland electrical distribution system in steady state power flow analysis. Instead, it could relieve the transformer overload and the potential voltage violations during peak load when there is a loss of either Ashland Substation or Mount Avenue Substation, depending on the level PV generation. In addition, there is no overload and voltage violation observed during light load conditions with or without PV generation integration. 4.2 Power factor In October 1999 BPA began requiring compliance by its customers to adhere to a 97 percent power factor, an increase from the previous power factor requirement of 95 percent. This compliance is based on a bandwidth established at 25% reactive deadband of monthly real power demand compared to the previous 33% reactive deadband. Consumers must not only conform to a smaller power factor bandwidth but will encounter more rigid penalties for failure to comply. Poor power factors will also be penalized through a ratcheted demand penalty. This penalty will be enforced for a 12-month period, the violation month and the following 11-months after each violation. During this 12-month period BPA metering will continue 1o monitor for out of range power factors, and if a power factor is incurred that results in a greater penalty a new penalty will be assessed for the next 12 months. This process continues and will repeat until the power factor is in compliance with the penalty criteria at all times. Figure 9 shows the power factor profile in a day without and with 1 MW or 5 MW PV generation for Ashland Substation, August 19, 2016. Power factor exceeds the 0.97 (97 percent) limit in summer peak City of Ash.'and PV Generation Interconnect Analysis Page 21 of 34 2016 due o large amounts of reactive power consumption, presumably by HVAC load, even without PV generatio . This likely results in the City of Ashland having to pay an approximate $1,000 penalty change. However, with more active power generation by PV arrays integrated to the system the overall peak demand during the month is likely to be reduced. With the reactive power demand remaining the same in the system the probability of the peak reactive power exceeding the deadband value (25% of monthly demand peak) and the duration and extent of the reactive power exceeding the deadband are likely to increase. Summer Maximum I.OI 098 c 0.97 v 3 0 CL 0.96 -..-PF without PV 095 -.-ffwithIMWPV --0 PF Mth 5 MVIJ PV 0.94 0 9i 1 Figure 9: Power factor profile without and with 1 MW or 5 MW PV generation (Operating PF =1) for Ashland Substation, August 19, 2016 Additional considerations for power factor improving/correcting measurements might be required to avoid increased penalties. As mentioned briefly in the introduction, advanced inverter control technology could be utilized to either generate or absorb certain reactive power by adjusting the current phase angle allowing the PV system to participate grid stability control and power quality improvement. A quick example is shown in Figure 10, where the operating power factor of the inverter is set at 0.95 lagging (note, a lagging power factor on a generator is equivalent to a leading power factor on a load). This would produce approximately 30% of total kVA demand as reactive power. The supplied vars would compensate lagging loads in the system reducing the total reactive power requirement from the substation. As can be seen, with inverter power factor at 0.95, the power factor profile at the substation is improved overall. However, the morning var consumption is over compensated and results in leading overall system power factor for 5 MW PV array. Therefore, a dynamic inverter operating power factor could be developed according to an active or simulated Ashland load profile to more closely match compensation with changing load, although this advanced control could impact the system cost. There are additional methods that can help improve power factor as alternatives to the above. These methods are not described here but can be provided by OS Engineering if of interest to the City. City of Ashland PV Generation Interconnect Analysis Page 22 of 34 Summer Maximum 1.01 1.00 0.99 0 0.98 u 0.97 a, a a 0.96 -0 U without PV 0.95 ---PF with 1 MW PV, injerter PF 0.95 0.94 0.93 Figure 10: 'Power factor profile without and with 1 Nrw or 5 Mw PV generation (Operating PF = 0.95) for Ashland Substation, August 19, 2016 4.3 Short circuit capabilities at PCC A short circuit analysis is required to evaluate the maximum fault current level at the PCC with the addition of the proposed PV generation. This is necessary to determine the adequacy of equipment interrupting capability. For a grid-tie PV farm, the maximum fault current at PCC consists of three parts: • Potential fault current contribution from step-up transformers (GSU) • Fault current contribution form inverter-based PV array • Fault current from the system. In this study, the PV array was modeled as a lump generator at the PCC and the GSU was not modeled. In any case, the GSU would not contribute fault current at the PCC fo' three-phase faults. However, if a Delta-Grounded Wye connected transformer is used as is common for generation interconnects with the PV array connected on the Delta side, the transformer will contribute zero-sequence fault current at the PCC for unbalanced faults (i.e., single-line to ground fault, line to line fault, and double-line to ground fault) due to the circulating current within Delta connection. Taking a Delta-Grounded Wye transformer with z% impedance as an example, the fault current contribution from a single-line to ground fault is If= 3 * VLN / (Za + Zb + Zo + 3Zg), where Za, Zb, Zo, and Zg are the positive sequence, negative sequence, zero sequence„ and ground impedances. Assuming a solid ground fault with typical impedance values as an example, a single-line to ground fault is estimated to contribute approximately I kA from a 5 MVA transformer. The second contribution factor from inverter-based PV array is more difficult to quantify mathematically. Unlike synchronous generators or induction motors, inverters do not have a rotating mass component; therefore, they do not develop inertia to carry fault current based on an electro -magnetic characteristics. Power electronic inverters have a much faster decaying envelope for fault currents because the devices lack predominately inductive characteristics that are associated with rotating machines. Research has been done to quantify the fault current from inverter based renewable energy generation, and the general conclusion is that inverter-based distributed energy resource provides insignificant or minimal fault City of Ashland PV Generation Interconnect Analysis Page 23 of 34 current contribution. The current industry's practice regarding fault current level assessment for setting protective relays has been to apply a "rule of thumb" of 2 tirnes rated continuous current for distributed energy resource. Therefore, assuming the inverter ac voltage is 480V, the maximum fault current contribution at the 12.47kV PCC for a 5 MW PV array is estimated as: 5000 / 480 / 1.732 * 2 * (480/ 12470) = 463 A The third part is the fault current contributed by the existing distribution system, which can be readily obtained From a short circuit study using computer-based tool. The fault current levels for those proposed interconnection points, from the simulation, are in a range of 3.5 kA to 5 kA for both single-line to ground and three-phase fault. At PCC, -.he equipment installed shall have a minimum interrupting rating higher than the summation of the above three parts for both three-phase fault and single-line to ground fault, which should be less than 10 kA due to the insignificance of the first two parts. Detailed calculation can be done when the actual PV technology and size are selected but the result is not expected to exceed the capabilities of existing distribution system equipment. 4.4 Harmonic requirements Harmonics are omnipresent in electrical distribution systems and can cause a variety of problems. In both IEEE Standard 929 and IEEE Standard 1547, they refer to IEEE Standard 519-1992, which establishes limits for harmonic currents and voltages. The objective of these limits is to limit the maximum individual frequency voltage harmonic to 3% and the total harmonic distortion (THD) to 5%. It also requires that each individual harmonic to be limited to the percentages listed in Table 8. These limits apply to the Point of Common Coupling (PCC) with the utility. Table 8: Distortion limits as recommended in IEEE Std 519-1992 for six-pulse converters Odd harnionic, I)i. tortion limit 3 rd_9th <4_01:' 11"'-15th <2.0`.c 17th- , l t < 3rd-; ,Td <O.Of:'[ AN)ve the 1,d < 0. j t,,r Note: Th-se requirements are for six-pulse converters and general distortion situations. IEEE Std 519-1992 gives a conversion formula for converters with pulse numbers greater than six. 4.5 Voltage requirements including flicker Voltage flicker is defined as a voltage variation sufficient in duration to allow visual observation of a change in electric light intensity of an incandescent light bulb. The IEEE curve in Figure 11 showing fluctuations per time period versus borderline of visibility and borderline of irritation is shown below. City of As -iland PV Generation Interconnect Analysis Page 24 of 34 The suggested operating criteria is that the magnitude of voltage flicker must be limited to less than 3% and that the frequency of flicker fluctuations be less than the border line of irritation boundary. E I ( BCRp[t?IINE Of IRRITATION t ? QCRDEFJNF OF VlstelLl'Y OF FL CKE= C .000 i1) 2C ac 1 7 S 10 i0 30 1 2 '0 2Q 7-Mc, PER HOUR DIPS PER MINJTE O:PS PER SECOND FREOUENCY OF DIPS i Figure A 1--fucker tzlerAnce curve frow IEEE Std 141.1993.IEC Std 53-1992 Figure 11: Flicker curve in IEEE Standard 14 -193/IEEE Standard 519-1992 Clouds shading adversely impact the output of a PV system. As a cloud shadow passes over a PV system the powe-• output will decrease due to the reduction in sunlight. The change in PV system power output on a distribution circuit may cause a fluctuation of voltage that might be seen by City of Ashland electric customers. This fluctuation would be classified as a voltage flicker. Additionally, a rapid change in load cannot be compensated by the voltage regulation equipment installed on a distribution system. Most utilities use a typical time delay setting of 60 seconds for substation LTCs and 90 seconds for line voltage regulators. This time delay means that an LTC or voltage regulator will not respond to voltage changes until the voltage has been outside of the bandwidth for as long as 60 to 90 seconds. Phis helps to control "hunting" of the multiple devices trying to control the voltage. As a cloud passes over a PV system the output will decrease to a lower value. Given the amount of PV system output reduction due to clouds is not known, the assumption is that it goes to zero and returns to full output once sunlight returns. A semi-transient simulation was implemented by switching on and off of the PV system in both peak load and light load conditions, and no significant voltage drop or flicker was noted in the system analysis. 4.6 1LIetering requirements Per FERC Standardization of Small Generator Interconnection Agreements and Procedures and BPA Standara Small Generator Interconnection Procedures (Attachment N of BPA Open Access Transmission Tariff), any metering necessitated by the use of the Small Generating Facility shall be installed at the Interconnection Customer's expense in accordance with the Transmission Provider's specifications. It also would require that the Interconnection Customer's metering equipment conform to applicable industry rules and operating requirements. For this project, metering is recommended to be installed at the 12.47kV interconnection/tie point, and shall be connected with the City's existing SCADA network. Typically, each PV array will have an independent monitoring system, which can be tied with the existing SCADA network if desired. City of Ashland PV Generation Interconnect Analysis Page 25 of 34 4.7 Protection requirements, including disconnecting means, relaying, grounding, and prevention of islanding Proper and safe operation of the installed PV system shall be ensured for both normal and abnormal/emergency conditions. IEEE Standard 929 lists a few import safety and protective function requirements of PV inverters. a. Response to abnormal utility condition • Voltage disturbance VOLTAGE AT PCC) MAXIMUM TRIP TIME* V< 60 (V<50%) 6 CYCLES 60<_V<106 (50%<_V<88%) 120 CYCLES 106<_V_<132 (88%<_V<_110%) NORMAL OPERATION 132<V<165 (110%<V<137%) 120 CYCLES 165<V (137%<V) 2 CYCLES Note: Trip time refers to the time between the abnormal condition being applied and the inverter ceasing to energize the utility line. • Frequency disturbance FREQUENCY (AT PCC) MAXIMUM TRIP TIME* <59.3 HZ 6 CYCLES 59.3 - 60.5 HZ (NORMAL) >60.5 HZ 6 CYCLES • Islanding protection Most inverters are nonislanding type inverters to ensure that the inverter ceases to energize the utility line when the inverter is subjected to islanding conditions. However, it is possible that circumstances may exist on a line section that has been isolated from the utility and contains a balance of load and PV generation that would allow continued operation of the PV systems. This is not supported mostly due to its inability to supply demand distortion or non- unity power factor associated with nonlinear loads as well as the inability to resync the system. As such, transfer trips are typically utilized to ensure the generation facility is tripped off-line any time the interconnecting feeder or substation is off-line • Reconnect after a utility disturbance A minimum 5 mins after continuous normal voltage and frequency have been maintained is required before reconnect PV system to the grid. b. Direct Current Injection The PV system should not inject do current > 0.5% of rated inverter output current into the ac interface under either normal or abnormal operating conditions. c. (hounding IEEE Standard 929 does not discuss grounding issue in detail, but requires that PV system and interface equipment should be grounded in accordance with applicable codes, including NEC. City of As eland PV Generation Interconnect Analysis Page 26 of 34 d. Manual Disconnect Manual disconnect switch is required to provide a visible load break from the PV system when the utility determines that the PV site needed to be isolated from the utility during maintenance on utility lines. This switch would only be operated when the utility were operating in the immediate vicinity of the maintenance work. This manual disconnect is shown in all one-line sketches in Figures 6 to 8. 4.8 Conti -ol/Communication requirements (curtailment, SC.4DA data, etc) A wide array of options are available for integrating the PV system into the City's existing SCADA system. I=';owever, it is common that large scale PV system have integration packages that provide HTML based monitoring via Internet connections. The City will need to consider functional requirements for information desired to be integrated into the utilities system but, as a minimum, the following should be required: • Transfer trip control from the associated interconnecting substation. This could be network based but dedicated hard wire, fiber, or radio is preferred to ensure reliability • Curtailment control from the substation to force PV output reduction when substation net load becomes negative • Active power factor control from the substation. This would allow active compensation of power factor at the substation by controlling PV phase angle similar to compensation with a synchronous generator. 5.0 SYSTEM RECOMMENDATIONS Due to the potential adverse impact of the solar facility on power quality, as discussed in detail in Section 4, the amount of PV power generation should be limited to approximately 2.5 MW to 5 MW if interconnecting at one location to the City's electric distribution system at medium voltage (12.47 W). If greater generated capacity is desired we recommend two interconnection locations and different substations. Should the City determine it feasible to export all solar generated power, the PCC circuit could interconrect with PacifiCorp at the distribution or transmission voltage, but transmission interconnection would require the PV inverter voltage be stepped-up to 115 kV. This type of interconnection complicates matters since the City presently does not own any transmission facilities, does not have bi-directional metering in place to export power, all construction would be out of the Ashland service territory, and will require p--rmitting, acquisition of easements and rights-of-way. In addition the City has an exclusive power prrchase agreement with the Bonneville Power Administration (BPA), and BPA has a General Transfer Agreement with PacifiCorp for use of their transmission facilities. These agreements would require re-negotiation to modify. Based on the evaluation, practical options for interconnection to the City's electric distribution system that are within reasonable distance from the PV property include: • Ashland Substation o Business Feeder to WWTP radial tap circuit, support -2.5 MW. City of As eland PV Generation Interconnect Analysis Page 27 of 34 o N Main Feeder at Oak St/Nevada St backbone circuit, support -5 MW. o Business Feeder at Oak St/Nevada St, backbone circuit support -5 MW. o E Nevada Feeder at N Mountain Rd, backbone circuit, support -5 MW. • Mountain Avenue o N Mountain Feeder at N Mountain Rd, backbone circuit support -5 MW. Any of these interconnection options can support up to approximately 2.5 MW or 5 MW as indicated, but to accommodate greater generation up to approximately 10 MW will require connection to feeders from different substations. These interconnect option routes and possible construction are described greater detail below: 5.1 Option I Strong ar.d recommended distribution interconnection points are near the E Nevada Street and N Mountain Avenue intersection vicinity southwest of the PV point of common coupling (PCC). This location, approximately 1.1 miles from the southwest corner of the PV Imperatrice Property site, allows interconnection to two feeders and different substations. The route from the solar site could be south and west alorg N Mountain Avenue, then via the I-5 N Mountain Avenue overpass to the electric system interconnections. At this location good circuit interconnections can tie into one or two existing City of Ashland electric distribution backbone circuits at the PV system primary delivery voltage (12.47 kV). The existing interconnection points available are 1) the N Mountain Feeder served from the Mountain Avenue Substation; and 2) with minor switching changes the E Nevada Feeder served from the Ashland Substation. A generated capacity of up to 5 MW could be delivered to one circuit or up to 10 MW delivered and split between both circuits. The PV circuit extension from the PCC could either be overhead or underground construction, but is out of the ex:, sting City of Ashland service territory. Therefore, permitting, easements and rights-of-way will need to be established as will the I-5 crossing even if bored underground. It is suggested to accommodate a total PV system capacity of approximately 10 MW and allow for either substation to be out of service with continuous PV generation that two paralleled circuits extend from the PCCs to interconnection ties with the existing electric system. Since an existing single-phase PPL circuit presently exists along N Mountain, construction of a double circuit overhead line on the opposite side of the roadway would likely be considered unsightly and with difficulty to obtain access permits, but undergrounding the circuits, either open trench and/or bore construction, will allow paralleled circuits with little; landscape disturbance through the use of vaults as needed to accommodate construction. With these two points for PV generation delivery the electric distribution system configuration can accommodate a total of approximately 10 MW generation without concern of power export. More details can be found in Section 4.1 - power flow analysis. Should either substation be out of service for any reason, that substation's feeder circuits and load will be transferred to the substation feeders remaining in service, and will actually make it easier to disperse the total amount of PV generated energy (10 MW). City of As'iland PV Generation Interconnect Analysis Page 28 of 34 However. this option requires a major modification where the existing VFI near the E Nevada Street and N Mountain Avenue intersection resides, and it must be replaced by two VFIs to better incorporate a total generation of 10 MW. This increase the total construction cost as indicated in Section 6. 5.2 Option II A second interconnection location is a tie between the PV system PCC primary delivery voltage (12.47) and the existing Business Feeder or N Main Feeder served from the Ashland Substation near the intersection of Oak Street and Nevada Street. This tie location is approximately 1.5 miles from the southwest corner of the PV Imperatrice Property site and could be connected by overhead or underground construction. The route from the solar site could be south along N Mountain Avenue, west along Eagle Mill Road and via the I-5 Eagle Mill overpass south along Oak Street to the Nevada Street interconnect. However, this construction is out of the existing City of Ashland service territory. Therefore, permitting, easements and rights-of-way will need to be established as will the I-5 crossing even if bored undergro and. In addition, both PPL transmission and distribution facilities exist along Eagle Mill Road and Oak street so negotiations will be necessary if joint-use facility construction is a viable option. This interconnection location could accommodate one feeder interconnection up to -5 MW. 5.3 Option III An option to the Case II interconnection description above, but only to accommodate one -2.5 MW interconnection, could be to intercept the circuit serving the WWTP, which would require line extension along the Bear Creek Greenway access road from Oak Street. Although the total distance is similar, approximately 1.4 miles, the advantage is more accessible easement for construction along the Bear Creek Greenway access road which could include open trench and underground bore construction beneath I-5 from the generation site to the circuit interconnect. Again some construction is out of the Ashland service territory, permitting, easements and rights-of-way will need to be established as will the I-5 crossing even if bored underground. 6.0 SYSTEM COST ESTIMATES Cost esti nates have been determined regarding the electrical interconnection. The cost estimates are in US dollars and are based upon typical construction costs in the area for previously performed similar construction. Budgetary pricing for three different capacity PV system interconnection options are summari zed in Table 9. The cost estimates for utility construction to interconnect the existing City's electric system to the PV sites point of common coupling (PCC) range between $0.9M to $1.5M. They are budg.-tary pricing estimates and not detailed take-off construction estimates. Each estimate includes some pri -ing related to the City's electric staff and administration requirements considered necessary for the PV projects interconnection. The City may want to evaluate these items for accuracy and comment or edit as necessary. In addition, the estimates show pricing for miscellaneous contractor services which include: permitting, easement and rights-of-way acquisition, survey, erosion sedimentation control (ESC) requirements applicable for the region and any necessary traffic control planning (TCP). City of As gland PV Generation Interconnect Analysis Page 29 of 34 Table 9: Construction Cost Estimate, City of Ashland Option I Option II Option III Cost $1,481,877 $963,707 $876,420 The estimated total cost for the required upgrades using Option I is $1.5M, which is the highest among the three options. This is because Option I as described previously is to integrate a total of 10 MW. It requires two switchgear (one for each 5 MW array) and involves replacing an existing VFI by two VFIs near the I? Nevada Street and N Mountain Avenue intersection, while Option II and Option III only need one switchgear and one VFI. Detailed post breakdown (i.e., sectionalizing equipment, vaults, conductors, fiber, conduit, connectors, modification, contingency, etc.) can be found in the following three sheets: • CASE I: PV PCC - ELECTRICAL SYSTEM INTERCONNECT, PV SYSTEM TOTAL GNERATION - 10 MW • CASE II: PV PCC - ELECTRICAL SYSTEM INTERCONNECT, PV SYSTEM TOTAL GNERATION - 5 MW • CASE III: PV PCC - ELECTRICAL SYSTEM INTERCONNECT, PV SYSTEM TOTAL GNERATION - 2.5 MW City of As Nand PV Generation Interconnect Analysis Page 30 of 34 ASHLAND ELECTRIC CONSTRUCTION COST ESTIMATE CITY OF CASE I - PV PCC - ELECTRIC SYSTEM INTERCONNECT OF. PV SYSTEM TOTAL GENERATION - 10 MW kyr ASHLAND January 2017 - Work Order #534.100 WO 534.100 WO 534.100 Description Quantity Installed Cost/Unit Developer Cost CoA Cost Sectionalizing Equipment: P`V-PCC-SWGR (30-rly-mtr-SCADA)' 2 $125,000 $250,000 $0 V!=1 (30, 4-way)' 2 $32,000 $64,000 $0 VR PadMounted (30, 250-kVA)' 2 $36,000 $72,000 $0 Vaults: UV-5106-LA' (splice vaults) 2 $8,000 $16,000 $0 UV-810-LA' (swgr + VRs) 4 $8,000 $32,000 $0 UV-444-LA' (Comm) 4 $3,200 $12,800 $0 Conductors: 7:30-kcmil AL, EPR, 15-kV' 0 $11.50 /Ft $0 $0 5,)0-kcmil AL, EPR, 15-kV' 0 $9.25 /Ft $0 $0 3 30-kcmil AL, EPR, 15-kV' 33480 $7.00 /Ft $234,360 $0 #-1/0 AWG, AL, EPR, 15-kV' 0 $5.00 /Ft $0 $0 Fiber System F ber cable/equipment' 1 Lot $15,000 $0 Conduit Installed 6' PVC Sch. 40' (qty 2) 5020 60 /Ft $301,200 $0 4' PVC Sch. 40' 0 0 /Ft $0 $0 3' PVC Sch. 40' 0 0 /Ft $0 $0 2' PVC Sch. 40' (qty 1) 5020 20 /Ft $100,400 $0 2 5" Flex Conduit' 0 0 /Ft $0 $0 Bore 1-5 Xing (2-6"+1-2")' 380 140 /Ft $53,200 $0 Cable Connectors 3-Way Junction Module' 0 $750 $0 $0 4-Way Junction Module' 0 $1,000 $0 $0 Separable Splice (600-Amp)' 12 $1,000 $12,000 $0 Elbows (600-Amp)' 42 $350 $14,700 $0 Elbows (200-Amp)' 6 $175 $1,050 $0 E eadbreak Protective Cap' 0 $50 $0 $0 Fault-Current Indicator' 12 $150 $1,800 $0 Fused Elbow (200-Amp)' 0 $375 $0 $0 Metering and CT's' 0 Lot $0 $0 Miscellaneous Connectors' 1 Lot $2,500 $0 Miscellaneous Contingency' (5%) $59,151 $0 Contractor ,lob/Demob/Insur/Survey/ESC/TCP2 1 Services $50,000 $0 Perm itting-Easements-Rights-of-Way2 1 Services $50,000 $0 Energizatior5 1 Services $5,000 $0 Administrative 5 (10%) 1 Lot $134,716 $0 TOTAL COST ESTIMATE: $1,481,877 $0 Notes: ' This item furnished and installed by the developer, unless Contract Documents state otherwise. 2 These services provided by developer. 3 This item furnished by City and installed by the developer, cost includes material and wire make-up. 4 This item furnished and installed by City, full cost is included in this estimate. 5 This effort :ncludes City crew inspection, voltage check and energization coordination with developer. 5 This item includes City administration, engineering, design and inspection. [V - typ rural pri const -$120/ft multiple conduit, open trench excavation/backfiII/compaction/restoration; assume 3 conduits/cables @$135/ft x 5600'= $0.8M + maj equip @$400k + admin/misc @15% = $1.4M] ASHLAND ELECTRIC CONSTRUCTION COST ESTIMATE CITY OF CASE II - PV PCC - ELECTRIC SYSTEM INTERCONNECT ~PV SYSTEM TOTAL GENERATION - 5 MW IF A SHLAND January 2017 - Work Order #534.100 WO 534.100 WO 534.100 Description Quantity Installed Cost/Unit Developer Cost CoA Cost Sectionalizing Equipment: PV-PCC-SWGR (30-rly-mtr-SCADA)' 1 $125,000 $125,000 $0 VFI (30, 4-way)' 1 $32,000 $32,000 $0 VR PadMounted (30, 250-kVA)' 1 $36,000 $36,000 $0 Vaults: U'✓-5106-LA' (splice vaults) 2 $8,000 $16,000 $0 U V-810-LA' (swgr + VRs) 2 $8,000 $16,000 $0 U V-444-LA' (comm) 4 $3,200 $12,800 $0 Conductors: 750-kcmil AL, EPR, 15-kV' 0 $11.50 /Ft $0 $0 500-kcmil AL, EPR, 15-kV' 0 $9.25 /Ft $0 $0 3.150-kcmil AL, EPR, 15-kV' 16740 $7.00 /Ft $117,180 $0 #4/0 AWG, AL, EPR, 15-kV' 0 $5.00 /Ft $0 $0 Fiber System F ber cable/equipment' 1 Lot $15,000 $0 Conduit Installed 6" PVC Sch. 40' (qty 1) 5020 40 /Ft $200,800 $0 4" PVC Sch. 40' 0 0 /Ft $0 $0 3" PVC Sch. 40' 0 0 /Ft $0 $0 2" PVC Sch. 40' (qty 1) 5020 20 /Ft $100,400 $0 2.5" Flex Conduit' 0 0 /Ft $0 $0 Bore 1-5 Xing (1-6"+1-2")' 380 130 /Ft $49,400 $0 Cable Connectors 3-Way Junction Module' 0 $750 $0 $0 4 Way Junction Module' 0 $1,000 $0 $0 Separable Splice (600-Amp)' 6 $1,000 $6,000 $0 Elbows (600-Amp)' 18 $350 $6,300 $0 Elbows (200-Amp)' 0 $175 $0 $0 Ceadbreak Protective Cap' 0 $50 $0 $0 Fault-Current Indicator' 6 $150 $900 $0 Fused Elbow (200-Amp)' 0 $375 $0 $0 Metering and CT's' 0 Lot $0 $0 Miscellaneous Connectors' 1 Lot $2,500 $0 Miscellaneous Contingency' (5%) $36,814 $0 Contractor blob/Demob/Insur/Survey/ESC/TCP2 1 Services $50,000 $0 Perm itting-Easements-Rights-of-Way2 1 Services $50,000 $0 Energizatior5 1 Services $3,000 $0 Administrative5 (10%) 1 Lot $87,609 $0 TOTAL COST ESTIMATE: $963,703 $0 Notes: 1 This item furnished and installed by the developer, unless Contract Documents state otherwise. 2 These sen ices provided by developer. 3 This item furnished by City and installed by the developer, cost includes material and wire make-up. 4 This item furnished and installed by City, full cost is included in this estimate. 5This effort includes City crew inspection, voltage check and energization coordination with developer. 5This item includes City administration, engineering, design and inspection. ASHLAND ELECTRIC CONSTRUCTION COST ESTIMATE C I T Y OF CASE III - PV PCC - ELECTRIC SYSTEM INTERCONNECT pl~ PV SYSTEM TOTAL GENERATION - 2.5 MW I'-ASHLAND January 2017 - Work Order #534.100 WO 534.100 WO 534.100 Description Quantity Installed Cost/Unit Developer Cost CoA Cost Sectionalizing Equipment: PV-PCC-SWGR (30-rly-mtr-SCADA)' 1 $110,000 $110,000 $0 W:1 (30, 4-way)' 1 $32,000 $32,000 $0 VR PadMounted (30, 114-kVA)' 1 $30,000 $30,000 $0 Vaults: UV-5106-LA' (splice vaults) 2 $8,000 $16,000 $0 UV-810-LA' (swgr + VRs) 2 $8,000 $16,000 $0 UV-444-LA' (Comm) 4 $3,200 $12,800 $0 Conductors: 750-kcmil AL, EPR, 15-kV' 0 $11.50 /Ft $0 $0 500-kcmil AL, EPR, 15-kV' 0 $9.25 /Ft $0 $0 3 )O-kcmil AL, EPR, 15-kV' 0 $7.00 /Ft $0 $0 #1/0 AWG, AL, EPR, 15-kV' 16740 $4.00 /Ft $66,960 $0 Fiber System F ber cable/equipment' 1 Lot $15,000 $0 Conduit Installed 6" PVC Sch. 40' (qty 1) 0 40 /Ft $0 $0 4" PVC Sch. 40' 5020 40 /Ft $200,800 $0 3" PVC Sch. 40' 0 0 /Ft $0 $0 2" PVC Sch. 40' (qty 1) 5020 20 /Ft $100,400 $0 2 5" Flex Conduit' 0 0 /Ft $0 $0 Bore 1-5 Xing (1-4"+1-2")' 380 130 /Ft $49,400 $0 Cable Connectors 3-Way Junction Module' 0 $750 $0 $0 4-Way Junction Module' 0 $1,000 $0 $0 Separable Splice (200-Amp)' 6 $800 $4,800 $0 Elbows (600-Amp)' 0 $350 $0 $0 Elbows (200-Amp)' 18 $175 $3,150 $0 Ceadbreak Protective Cap' 0 $50 $0 $0 Fault-Current Indicator' 6 $150 $900 $0 Fused Elbow (200-Amp)' 0 $375 $0 $0 Metering and CT's' 0 Lot $0 $0 Miscellaneous Connectors' 1 Lot $2,500 $0 Miscellaneous Contingency' (5%) $33,036 $0 Contractor blob/Demob/Insur/Survey/ESC/TCPZ 1 Services $50,000 $0 Perm itting-Easements-Rights-of-Way2 1 Services $50,000 $0 Energizatior5 1 Services $3,000 $0 Administrative 5 (10%) 1 Lot $79,675 $0 TOTAL COST ESTIMATE: $876,420 $0 Notes: 1 This item furnished and installed by the developer, unless Contract Documents state otherwise. 2 These sen,,ices provided by developer. 3 This item furnished by City and installed by the developer, cost includes material and wire make-up. 4 This item furnished and installed by City, full cost is included in this estimate. 5 This effort ncludes City crew inspection, voltage check and energization coordination with developer. 5This item includes City administration, engineering, design and inspection. In closing we appreciate the opportunity to provide engineering services to the City of Ashland. If there are any concerns or questions with the information presented herein please contact us at your convenience. In addition, we would gladly be available to meet and discuss our findings. City of As~iland PV Generation Interconnect Analysis Page 34 of 34 CITY OF ASHLAND Council Communication November 15, 2016, Business Meeting Discussion of policy questions to be addressed regarding the 10x20 Ordinance FROM: Dave Kanner, city administrator, dave.kanneraashland.or.us Mark Holden, director, Ashland Electric Utility, mark.holdenna ashland.or.us Adam Hanks, management analyst (manager of Conservation Division and staff to the ad hoc Climate and Energy Action Plan Committee), adam.hanks2cashland.or.us SUMMARY This is a discussion of potential answers to a list of policy questions that need to be addressed in order to conduct --easibility and cost analyses for implementation of the 10x20 ordinance. These questions were initially developed by City staff and supplemented by the ad hoc Climate and Energy Action Plan Committee. BACKGRQUND 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. This includes not just definitional and ordinance content questions, but basic policy questions that relate to the goals of the ordinance, :he juxtaposition of the ordinance with state-mandated renewable portfolio standards and the relationship of the ordinance to the still-in-progress Climate and Energy Action Plan. Given the ebove, 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 ; ommittee add other questions that staff may not have considered. When these questions were reviewed with the Council at its November 1 business meeting, the Council requested that a discussion Athe policy questions be scheduled for this meeting. The policy questions developed by staff and the ad hoc committee are as follows: 1. What ar. 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? Page 1 of 2 mill CITY OF ASHLAND d. Carbon mitigation regionally? 2. Should the ordinance be developed to utilize the State of Oregon Renewable Portfolio Standards (RPS) structure as defined in Oregon Revised Statutes 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 RPS include or exclude the state RPS 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? Attached to this Council communication is background information and staff's perspective on the answers to some of these questions to aid in the Council discussion. In addition to addressing these policy questions, staff will develop alternative answers to the ordinance content 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 proc,ctive 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: 10x20 ordinance policy questions for Council Renewable Portfolio Standards fact sheet Ordinance No. 3134 Page 2 of 2 ~r CITY OF -ASH LAN D 10% by 2020 Ordinance Questions for Council Policy uestions 1. Q - What are the primary objectives of the ordinance and in what order of priority? The answer to this question impacts how we define "local." If the goal is to reduce the carbon emissions of the regional grid, then new generation capacity - if that is how the 10% is to be achieved - can be built anywhere that is served by the regional grid. However, if the objective is energy independence or access to emergency power, then new generation capacity must be built in a location that allows direct connection to the City's distribution system. Objectives for Council to consider include the following: 1) Reduction of carbon emissions Local GHG Calculation - Greenhouse gas (GHG) inventory protocol utilizes the regional energy mix to calculate a community's carbon emissions in the energy sector. Any action that reduces total net electric consumption locally reduces the carbon emissions equivalent to the regional grid. Generation of 10 percent of local annual consumption is roughly equivalent to mitigation of just over 5,000 metric tons of C02. Regional GHG Calculation - GHG Inventory protocol utilizes the regional energy mix rather than the City's purchased power contract to calculate net carbon emissions. While the 10% local generation reduces the City's contractual (predominantly hydro) resource commitment (although not what we are required to purchase from the BPA), the benefit accrues to the regional grid, as this action would "free up" hydro resources to be used elsewhere and incrementally avoid future potential high carbon generation. GHG Calculation caveat - If 10 percent local generation utilizes Renewable Energy Credits (RECs) as part of the financing mechanism (common practice), the carbon mitigation described above would apply to the City's GHG inventory only if the City were to retain/obtain ownership of the RECs. If the City were to contract with a third party to build new renewable energy generation facilities and the contractor kept the RECs (again, common practice), the City would receive no credit for carbon reduction. 2) Independence from the regional electricity grid -Local generation of 10 percent of electricity provides no functional independence from the larger regional grid. Any intermittent sources of electricity require battery storage. Additionally, grid independence requires the ability to generate, store and distribute peak load levels of electricity, which can be over twice the average daily capacity resulting in total infrastructure costs far exceeding the community's financial abilities. However, incremental levels of local generation do provide benefits such as: 1 CITY OF ASHLAND Diversification of local energy sources -The City currently has one predominant supplier of electricity. While BPA has been and is expected to continue to be a reliable source of cost effective, low carbon electricity, local generation provides some level of insulation from potential unforeseen financial, regulatory or environmental risks of that sole source provider. Reduction in transmission costs and associated energy losses - The delivery of electricity requires transmission from its source to its destination, resulting in costs for the use of the transmission lines of various other utilities owning and maintaining transmission grid infrastructure between source and destination. Additionally, the movement of energy along the transmission lines results in electricity being consumed in the delivery process, called line loss. This loss is typically between 4-7% of total electricity delivered. Local generation eliminates the transmission and line loss costs associated with delivery into the local grid. 3) Emergency access to electricity due to regional grid failure - While regional grid failures are exceedingly rare, significant natural disasters could impact the regional grid and cause power outages locally. If deemed a priority, solutions to regionally caused power outages would be considerably different than standard grid supported local electricity generation. Generation facilities would need to be matched to local community emergency shelter locations. Generation facilities would also need to be supported with battery storage infrastructure and be designed to connect to the facility's electrical distribution system to provide power to the building(s). While potentially feasible, a completely different cost/benefit analysis and project design would be required to meet this particular objective. 2. Q - Should the ordinance be developed with its own set of definitions, standards and eligible resources separate from the State Renewable Portfolio Standards (RPS) structure? A, -The RPS structure is state law and the City is required to comply with that law irrespective of the 10x20 ordinance. Certain elements of the RIDS, if adopted in whole as part of the 10x20 c rdinance, would effectively negate the ordinance. However, the definitions contained in the FPS provide guidance for definitions that might become part of the ordinance. To the extent practical, staff recommends that the ordinance be as consistent as possible with the Oregon RPS cefinitions and structure, with exceptions being clearly justified and defined. 3. Q - If separate from the State RPS, should the local supplemental RPS include or exclude the state RPS mandates, i.e. cumulative or additive? A - This is likely to be reviewed as part of the third party consultant scenario analysis. The ultimate ordinance language and actions taken to meet the new requirements may or may not have any bearing on the State RPS standards that the City is required to meet. 2 CITY OF -ASH LAN D 4. Q - 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? A -The CEAP Committee voted to include a reference to the 10x20 ordinance in the draft CEAP. Due to the timing and yet-to-be-clarified policy issues of the ordinance, the committee did not vote to incorporate the ordinance directly into any particular action item, but recognized its place within several focus area strategies with the plan. 5. Q - 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? P -Again, the timing and unknown policy issues of the ordinance prevented the committee from being able to directly compare the 10x20 action with other actions being developed in the CEAP, both in terms of potential carbon mitigation and cost per unit of carbon mitigated versus cther potential actions in the plan. The committee did recognize and note that the 10x20 initiative does generally fit as a potential implementing action within several strategy statements in the Buildings and Energy focus area of the plan document. 6. Q - What would the impacts of this ordinance be on low income residents/customers in our community? A - It is difficult to anticipate the impacts on low income residents/customers until the details of ordinance implementation and effects on utility energy costs are determined. As discussed in the recent study session on the cost of service study, low income does not mean low use. In fact, low income customers are often higher usage customers because they are less able to afford weatherization projects and energy efficient appliances. An increase to the consumption component of electric rates would clearly more severely impact high usage customers than low usage customers. The Council could, as a matter of policy, expand or enhance the Low Income Energy Assistance Program. However, doing so would require additional money from some source, which would presumably be all other ratepayers who do not qualify for that program. 7. Q - How does the ordinance impact the existing BPA contract? The ordinance, if implemented through a generation resource, will displace Tier 1 BPA power nd will trigger the "take or pay" provision of the BPA contract. As a result, the City will still be responsible for the BPA charges (energy and transmission) that are displaced by the ordinance. Total BPA charges will remain relatively unchanged. 8. Q - What is the total renewable energy potential in the City? 3 CITY OF -ASH LAN D A - While there are no complete data sets that would provide this answer, the City GIS staff has worked with the Energy Conservation Division to develop an online solar site assessment tool to provide individual homeowners with a snapshot of the solar potential for their home or business. Staff is working on calculating an aggregate number to provide an estimate of the total solar (not total renewable) resource based on the existing roof systems in Ashland. This will not include the potential ground mount solar system opportunities, nor micro-hydro, wind or other renewable energy potential. The City did participate with Rogue Valley Council of Governments in 2010-11 in the development of a Renewable Energy Assessment (REA) for Jackson and Josephine County. The project inventoried the renewable energy potential in the two-county boundary and was completed by The Good Company (same consultant that did the City's Greenhouse Gas Inventory). Those results indicated that, by a significant degree, energy efficiency had the highest renewable energy potential in the region and also at the lowest cost. This report is available on the City's website at www.ashland.or.uw/rea 9. Q - How would implementation of this ordinance impact future GHG emissions as defined and calculated in the City's GHG Inventory A - See question #1- local generation of 10% of the total electric consumption within the City of Ashland would result in the mitigation of just over 5,000 metric tons of C02 equivalent. 4 i OREGON Summary of Oregon's Renewable Portfolio Standard DEPARTMENT OF ENERGY The Renewable Portfolio Standard (RPS) requires that all utilities and electricity service suppliers (ESSs)l serving Oregon load must sell a percentage of their electricity from qualifying renewable energy sources. The percentage of qualifying electricity that must be included varies over time, with all utilities and ESSs obligated to include some renewable resources in their power portfolio by 2025. For current information on Oregon eligible facilities, please visit www.oregon-rps.org. Table 1 summarizes the percentage targets for the RPS. Table 1: Summa of RIPS Targets and Timelines RPS obligations on all utilities and electricity service suppliers Percent of Applicable Targets in Year: Oregon's Utilities2 Total Retail and ESSs 2011 2015 2020 2025 Electric Sales Large Three percent Portland General Electric, Utilities or more PacifiCorp, Eugene Water & 5% 15% 20% 25% Electric Board At least one and Central Lincoln PUD, Idaho a half percent Power, McMinnville W&L, o Small but less than Clatskanie PUD, Springfield 10% Utilities Utility Board, Umatilla No Interim Targets three percent Electric Cooperative Below one and a All other utilities (31 5% half percent consumer-owned utilities) If an ESS sells electricity in the Electricity service area of more than one utility Service Any sales in Any Electricity Service its targets may calculated as an Suppliers Oregon Supplier (ESS) aggregate of electricity sold in its (ESSs) territory. Conditional Targets There are two conditions when a small utility would be required to meet the large utility standard regardless of their size if purchase coal power (ORS 469A.055 (4) or if they annex utility territory (ORS 469A.0555 (5)). In the case that a small utility's load increases to exceed three percent Athe state load for a period of three consecutive years they would also be subject to the standarc, as a large utility (ORS 469A.052 (2). ' Oregon's deregulation law allows non-utility power sellers (called ESSs) to sell power to non-residential customers. Currently, this applies only to Portland General Electric and PacifiCorp service territory. ' Based &12010 Oregon Public Utility Commission (OPUC) utility data. See the Statistics Book: http://www.puc.state.or.us/puc/Pages/Ore.gon Utility Statistics Book.aspx. January 20141 Exemptions to RPS Targets Utilities are not required to comply with an RPS target to the extent that compliance will: • Lead to a utility expending more than four percent of its electricity-related annual revenue requirement in order to comply with the RPS. • Displace firm Federal Base System (FBS) preference power rights from the Bonneville Power Administration (BPA) for a consumer-owned utility. • Result in acquisition of power resources in excess of their load requirements in a given compliance year. • Result in the displacement of a non-fossil-fueled power resource. • unavoidably displace hydropower contracts with Mid-Columbia River dams until such a t me when those contracts cannot be renewed or replaced. Eligible Resources and Facility Eligibility Date Qualifyi -ig electricity for Oregon's RPS must be derived from the sources and types of facilities listed in Table 2. Qualifying facilities must also be located within the Western Electricity Coordinating Council's territory. Note that where multiple fuels are used to power a generating facility only the proportion of output that uses qualifying resources can count toward the RPS. Table 2: Eligible Resource Types Based on Facility Operational Date From Generating Facilities in From Generating Facilities That Became Operational Operation Before January 1, 1995 On or After January 1, 1995 Up to 90 average megawatts Hydropower, if located outside of certain state, federal, or (aMW) per utility per compliance NW Power & Conservation Council protected water areas. year of low-impact certified Wind hydropower, capped at 50 aMW Solar Photovoltaic and Electricity from Solar Thermal owned by an Oregon utility and 40 Wave, Tidal, and Ocean Thermal aMW not owned by a utility but located in Oregon. Geothermal Biomass and biomass byproducts; including but not The increment of improvement limited to organic waste, spent pulping liquor, woody from efficiency upgrades made to debris or hardwoods as defined by harvesting criteria, hydro power facilities, although if agricultural wastes, dedicated energy crops and biogas the improvement is to a federally- from digesters, organic matter, wastewater, and landfill owner. BPA facility only Oregon's gas. Under certain conditions, municipal solid waste may share of the generation can qualify. qualify. The burning of biomass treated with chemical preservatives disqualifies any biomass resource. Other resources as determined to qualify through ODOE The increment of improvement rulemaking. However, nuclear fission and fossil fuel from capacity or efficiency sources are prohibited in all cases as qualifying resources. upgrades made to facilities other than hydropower facilities. Electricity from hydrogen derived from any of the above resources. January 20142 Renewable Energy Certificates Compliance with the RPS requires proof of generation of the qualifying electricity. Like many states, Oregon requires proof in the form of a Renewable Energy Certificate (REC). Oregon Administrative Rule states that a REC is a unique representation of the environmental, economic and social benefit associated with the generation of electricity from renewable energy sources that produce Qualifying Electricity. Each REC represents one megawatt-hour (MWh) of generation of qualifying electricity. By rule, all RECs must be issued by the Western Renewable Energy Generation Information System (WREGIS). Oregon recognizes two types of Renewable Energy Certificates (RECs) in the RPS. Initially, all RECs an- "bundled" together with their associated electricity that is produced at the renewable electricity generation facility. When both a REC and the electricity associated with that REC are acquired together, one has acquired a "bundled" REC. A generator or REC owner may decide to "unbundle" the REC from the electricity associated with that: REC by using or selling the two components separately. In doing so the purchaser of the power loses the ability to claim that the power is renewable energy. The "unbundled" REC may be used by its new owner to comply with the RPS. To meet an RPS target obligated utilities or ESSs must permanently retire the number of RECs equivalent to the target load percentages. For example, if a utility is subject to a 10% target and sold 10000 MWh to Oregon customers, then it must retire 10,000 RECs to meet its compliance target. For large utilities, no more than 20 percent of their compliance target in a given year may be met through the use of unbundled RECs, although large consumer-owned utilities such as EWEB have a limit of 50 percent until 2020. RECs from PURPA facilities in Oregon are exempt from this limit.3 RECs may be banked indefinitely and used in future years. Older RECs must be used before newer RECs, called the "first in first out" principle. Implementation Plans and Compliance The Oregon Renewable Portfolio Standard compliance schedule for the state's three largest utilities began in 2011. In 2012, Eugene Water and Electric Board, PacifiCorp, and Portland General Electric will demonstrate REC retirement in an amount equivalent to five percent of its 2011 retail sales, unless otherwise exempted (see Exemptions to RPS Targets, above). Every two years, large utilities submit implementation plans detailing how they expect to comply with the standard.' The plans include annual targets for acquisition and use of qualifying 3 PURPA is a federal law that requires utilities to purchase the output of smaller energy projects. a EWEB reports its plan to comply with the RPS in its Integrated Energy Resource Plan. January 20143 electricity and the estimated cost of meeting the annual targets. Prudently incurred costs associated with RPS compliance are recoverable in rates. Investor-owned utilities and ESSs must submit their annual compliance reports to the OPUC. Consumer-owned utilities report compliance to their customers, boards, or members. Consumer Protection and Cost Controls There are two mechanisms that serve as cost protections for Oregon consumers: an alternative compliance payment mechanism and an overarching "cost cap" on utility RPS expenditures. Alternative Compliance Payment: In lieu of acquiring a REC to comply with a portion of the RPS, a utility or ESS may instead pay a set amount of money per megawatt-hour (MWh) into a special find that can be used only for acquiring renewable energy resources in the future, or for energy efficiency and conservation programs. This mechanism sets an effective cap on the cost of comp-ying with the RPS on a per MWh basis. Cost Cap: Utilities are not required to comply with the RPS to the extent that the sum of the incremental costs of compliance with the RPS (as compared with fossil-fuel power), the costs of unbundled RECs, and alternative compliance payments exceed four (4) percent of a utility's annual revenue requirement in a compliance year. Consumer-owned utilities may also include R&D costs associated with renewable energy projects in this calculation. As of 2012, the incremental cost of compliance for all Oregon utilities has been well below the four percent cap. January 20144 ORDINANCE NO. 3 l 3H 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. WHERI'AS 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 he 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 a ordance with Article X, Section.2(C) of the City Charter on the day of ,y . 2016, and dul-,- PASSED and ADOPTED this day of 2016. Barbara M. Christensen, City Recorder SIGNED and APPROVED this day of , 2016. Jo n Stro berg, Mayor Reviewed as to form: David K Lo ` an,-City Attorney Ordinance No. Page 1 of 1 2/15/2017 City of Ashland, Oregon - Agendas And Minutes City of Ashland, Oregon / City Council City Council - Minutes View Agenda Tuesday, November 15, 2016 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL November 15, 2016 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 6:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Lemhouse, and Rosenthal were present. Councilor Seffinger arrived at 6:04 p.m. Councilor Marsh was absent. CONTINUATION OF DISCUSSION FROM NOVEMBER 1, 2016 1. Discussion of policy questions to be addressed regarding the 10x20 ordinance Mayor Stromberg explained there were three kinds of clean power, solar, wind, and hydro. Management Analyst Adam Hanks would provide the best case for each during the discussion. Complex resolutions or topics that could not be resolved during the meeting would go on a list for further review and action at the next Council meeting. Wind Mr. Hanks explained part of using wind power was getting inventories where there were encugh flows. A renewal energy assessment from 2011 indicated one location of scale on the backside of Shale City due to its close proximity to connect to larger lines. There was talk regarding Mt. Ashland but wind volume and how it would connect were unknown at this time. Wind was most likely not viable. Mayor Stromberg moved it to the list. Hydro Hydro required the right flow, head, and diameter pipe. There were a few locations in the City's system that had potential but the scale of production would not meet the 1+x20 ordinance requirements. The item moved to the list. Mayor Stromberg explained the City defined the 10% clean energy as 10% of the annual electric power usage of the City of Ashland. Mr. Hanks clarified 10% of the 170,000,000 kilowatt hours used per year would mean 17,000,000-kilowatt hours coming from a clean energy source. It equated to .017 gigawatts. A solar industrial plant would have be a 12 to 15 megawatt facility to produce that annually. Solar There were three options for solar power. Option 1 would put a solar farm on the Imperatrice property. The second option would add solar panels to City owned facilities like rooftops, parking lots, and covering the reservoir. Staff was currently conducting a site inventory. Option 3 would place community solar on http://www.ashl and.or.usi Agendas.asp?D i splay= M i nutes&AM ID= 6491 &Pri nt=True 1 /7 2/15/2017 City of Ashland, Oregon -Agendas And Minutes commercial and residential buildings. It would require new incentive packages to form various utility City partnerships. Mayor Stromberg added the following concerns regarding solar to the list for future discussion: Potential issues with tree shading to cool the affluent may affect the use of the Imperatrice property Environmental concerns on using 150 acres for a 12-15 megawatt facility • Ordinance requiring local energy - the City defined local as wherever the facility was located it connected directly into an Ashland electric utilities distribution grid There were two ways to fund a solar power system. One way was determine the cost to build a facility and recoup the expense through user rates. Another way was entering into a power purchase agreement (PPA) with an entity or organization that would build the facility, operate it, and sell the electricity to the City with the city assuming ownership after a 20-year period. Mr. Hanks explained the carbon mitigation component was indirect regarding a solar power system in that the less hydro purchased left more available in the grid and offset {the need for other generation opportunities regionally. However, the way the greenhouse gas inventory was calculated worked to the City's advantage from a climate action planning perspective because it calculated it on the regional grid. Alternately, if it was just a carbon concern then a PPA from a facility within the grid itself either locally or regionally was more feasible. The City was committed to purchasing a certain amount of electricity from the Bonneville Power Administration (BPA). If the City was generating some of their own through the 10x20 ordinance it could drop total usage with BPA and cause the City to pay for both. Mayor Stromberg acknowledged this as a potential issue and set it aside for future review. Mr. Hanks addressed having a solar farm system on the Imperatrice property. The City could send out a request for proposal (RFP) for a 12-megawatt solar installation on the Imperatrice property. The RFP could include a request for a PPA estimate but was not necessary. It would take staff 30-45 days to develop the RFP. It/Electric Director Mark Holden added the RFP would include connection to the distribution site at the Mountain Avenue station. It would need a substantial transformer and lead to purchasing the Mountain Avenue station from BPA prior to updating the equipment. Council majority directed staff to create an RFP with a review by Council prior to sending it out for bid. Council went on to discuss postponing agenda item #2 Discussion of removing public art review and approval requirements from Chapter 18 of the Ashland Municipal Code under New and Miscellaneous Business to the January 17, 2017 Council meeting. Councilor Lemhouse/Rosenthal m/s to postpone this item until January 17, 2017, or a date that accommodates both the Historic and the Public Arts Commission. Voice Vote: All AYES. Motion passed. hftp:/ANww.ashiand.or.us/A,gendas.asp?Display= M i nutes&AM ID=6491 &Pri nt=True 2/7 2/15/2017 City of Ashland, Oregon - Agendas And Minutes MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Housing & Human Services, Public Arts, and Tree Commissions. APPROVAL OF MINUTES The minutes of the Study Session of October 31, 2016, the Executive Session of October 31, 2016, and the Business Meeting of November 1, 2016 were approved as presented. SPECIAL PRESENTATIONS & AWARDS 1. Annual presentation by the Housing and Human Services Commission Housing and Human Services Commission (HHSC) vice Chair Rich Rohde and Commissioner Tom Buechele provided the annual update for the HHSC. Vice Chair Rohde commented on the housing emergency crisis in Ashland. Medford and Ashland had become the fastest growing unaffordable housing cities in the country. This year the HHSC worked on the Housing Trust Fund, developing a funding strategy chart, student fair housing, and recommendations for Community Development Block Grant (CDBG) funding. HHSC created nine goals that included donation boxes, affordable housing, inclusionary zoning, diversity, more Porta-Potties, developing resources for middle-income work force housing, increase shelter nights, ongoing rental research, and housing solutions that included the aging community. PUBLIC FORLIM Michael Molitc:h-Hou/1151 Tolman Creek Road/Recently spoke with Unite Oregon in Medford who reported there were 70 counts of hate speeches and acts following the election directed towards Latino and Muslim Americans. He wanted to know if any :similar acts had occurred in Ashland, if the City had a process in place to deal with racial harassment, and if there was a specific group a person could contact. He suggested Ashland become a Sanctuary City. City Attorney Cave Lohman explained Ashland was already a sanctuary city and Oregon was a sanctuary state. City Administrator Dave Kanner encouraged anyone experiencing any form of hate speech to call the police. Police Chief Tighe O'Meara was not aware of any hate speech since the election and reiterated anycne experiencing that behavior should call the police. Huelz Gutcheon/2253 Hwy 99/Spoke on solar energy. Shane Elder/830 Carol Rae, Medford OR/Asked Council to amend the ordinance that prohibited address number painting on curbs. Ashland allowed this form of painting until two years ago. He went on to note the benefits of having addresses painted on curbs. City Attorney Dave Lohman confirmed the issue came up two years prior where it was determined prohibitive. Council could change the ordinance. Mr. Lohman would follow up with Mr. Elder. CONSENT AGENDA 1. Minutes of boards, commissions, and committees 2. Approval of a resolution titled, "A resolution adopting guidelines for the http://www.ashi and.or. us/ Agendas.asp?D i spl ay= M i nutes&AM ID=6491 &Pri nt=True 3/7 2/15/2017 City of As hl and, Oregon - Agendas And M i notes creation and installation of murals" 3. Medford Water Commission water delivery contract Councilor Voisin pulled Consent Agenda item #3 for further discussion. Public Works Director Mike Faught explained the only change to the agreement removed using Talent Ashland Phoenix (TAP) water for emergency purposes under Article 3. The new agreement would last five years with three five-year extensions. Talent, Ashland, and Phoenix could sell excess water to each other if a city exceeded their allotment. Each city had their own meter. Councilor Seffinger/Rosenthal m/s to approve the Consent Agenda items. Voice Vote: all AYES. Motion passed. Engineering Services Manager Scott Fleury provided an update on the Grandview Drive shared road project. Public Works and Electric department staff determined a strategy to install the storm drain, the electrical conduit, the new transformer, paving, and cleanup regarding the retaining wall. The location of the new transformE~r required extending the guardrail 20-feet and partial relocation of the old guardrail to accommodate the radius. Mr. Fleury confirmed the City did not require an encroachment permit since it was a City contract and staff did the work. They would install the electrical conduit that week followed by paving and cleanup work. Once that was completed, they would set up speed limit and share the roadway signs. They targeted the second week of December for completion of the first phase. Council expressed concern they were not notified of the guardrail extension prior to it happening. Public Works Director Mike Faught took responsibility for the oversight. Staff followed policy regarding notifying neighbors within the project site. After the project finished, staff would itemize the expenditures, determine overall costs, and forward that information to Council. PUBLIC HEARINGS - None UNFINISHED BUSINESS - None NEW AND MISCELLANEOUS BUSINESS 1. Council review of questions for downtown behavior study Management Analyst Ann Seltzer explained the City contracted with Southern Oregon University Research Center (SOURCE) to conduct a survey of downtown businesses to determine the effectiveness of the ordinances that went into effect over the summer. Director of SOURCE, Dr. Eva Skuratowicz explained the process in measuring downtown activities involved people who were in that area consistently over time. She decided to focus on the 194 businesses in the downtown, primarily street level businesses. It was also important to be clear on activities that took place in the front, side and back of the business. SOURCE would mail out the survey twice with research assistants calling businesses to get an accurate sense of how these behaviors have shifted, changed, reduced, or increased. Dr. Skuratowicz would follow up with any business in person who failed to respond to all of SOURCE's attempts to gather information. She may talk to the Oregon Shakespeare Festival (OSF) separately. Council discussed the question regarding the occurrence of ATM users solicited for money. Dr. Skuratowicz would remove the question, call the banks instead, and replace it Nvith another question relating to smoking in the alley or sidewalk areas. hftp:/twww.ashland.or.us/ 4gendas.asp?D i splay= M i nutes&AM ID=6491 &Pri nt=True 4/7 2/15/2017 City of Ashland, Oregon - Agendas And M inutes 2. Discussion of removing public art review and approval requirements from Chapter 18 of the Ashland Municipal Code Item delayed to the January 17, 2017 meeting. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. First reading by title only of an ordinance titled, "An ordinance amending AMC 14.04.060 Water Connections Outside City The Limits" and move to second reading. City Attorney Dave Lohman noted the ordinance currently stated no premises located outside the City of Ashland may be connected to the City water system with some provisions for Council to make specific approvals. The wording, "may be" could be misunderstood. He proposed changing the language to read, "no premises located outside the City of Ashland may be connected to the city water system or make use of water obtained through a direct or indirect connection to the city water system." Exceptions were narrowly defined but lacked clarity. For 14.04.060(C)(3)(i-v), the punctuation did not make it clear that all five criteria needed to be met. Mr. Lohman proposed changing 14.04.060(C) (3) to read, "Connections authorized under subsection (13)(3) above shall be made only after all the criteria in subsection (13)(3) and the following have been met." Under 14.04.080(E), Mr. Lohman suggested removing the current language and adding, "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, in addition to other legal and equitable remedies to the City of Ashland, including restriction or termination of service." Termination of service was already in 14.05.070 where the City could disconnect service connection from the water supply line if the equipment using the water did not comply with all city, state, and federal laws or standards. He reiterated this was not a change in policy or direction, just clarification. John Benson/1120 South Mountain/Questioned whether premises had to have a structure on the property. Oregon state law said he could water a half acre from a city connection into a county lot. Last Thursday, Mike Faught and Steve Wilson came to his mother's house who had recently come home from the hospital, and irformed her she needed to cut the line extending to county property. He c aimed the City had given them approval to use city water in 1970, 1990 and in 2009. His neighbor below him had the same zoning and the City had not talked to them. The Oregon state law he referred to was on the Oregon Medical Marijuana Program (OMMP) website. He could get a pump from Talent Irrigation District (TID), or drill a well but that actually violated OMMP rules. He went on to talk about the complaint process, traffic to neighbor's homes and false statements that he had armed guards and vicious dogs. He confirmed he had two lots, one county, and the other had the city limits boundary running through the lot. Council confirmed the proposed changes clarified the ordinance and that Mr. Benson had brought up points he wanted Council to consider. Mr. Lohman added Council could make changes to the ordinance and Mr. Benson could appeal his water issues through the appeals process. The term premise did not mean a structure or building. Councilor Morris noted a situation on hirS property that meant he too was violating the ordinance. His lot http://www.ashi and. or.usi Agendas. asp?D i splay= M i nutes&AM ID=6491 &Pri nt=True 5/7 2/15/2017 City of Ashland, Oregon - Agendas And Minutes was half in the City and half in the county. Mr. Lohman clarified they had researched the claims the Benson's received permission to use city water three times in the past and did not find anything indicating there was an agreement to that effect. Nor had the City received any documentation from the Benson's confirming permission. The ordinance did not provide for an exception. Mr. Benson's family could have received a verbal ok but that still did not comply with the ordinance. Councilor Lemhouse/Rosenthal m/s to approve the first reading of an Ordinance titled, "An Ordinance Amending AMC 14.04.060 Water Connections Outside the City Limits." DISCUSSION: Councilor Lemhouse did not think Council could make a value judgment on what occurred on someone's property to determine whether to enforce or clari"y the code. He did not want the trees to die but the code was there for a reason. Making an exception set a precedence of value judgments. The code did not provide water outside the city unless the request matched the exceptions critE.,ria. Councilor Rosenthal expressed concern about wading into a neighborhood relations issue and that Council was potentially revising an ordinance that may have unintended consequences. He did not know if clarifying the language clarified the implementation of the ordinance. Councilor Morris recused himself from the matter. Councilor Voisin did not think it was a water supply issue because the City supplied water to the Welcome Center and would supply water to the 550 residential unit, in the Normal Neighborhood Plan. The issue was accommodating residents living on the edge of town who may bring their properties into city limits in the future. She suggested extending the ordinance to include the urban growth boundary. Councilor Seffinger was not comfortable with the possible unintended consequences of changing the ordinance at this point. She wanted a different way to address the neighborhood concerns regarding the use of the prope-rty. It was unknown how the clarifications would affect other properties. Mayor Stromberg noted the ordinance was not changing and questioned hov/ it would affect anyone differently. Roll Call Vote: Councilor Rosenthal and Lemhouse, YES; Councilor Seffinger and Voisin, NO. Mayor Stromberg broke the tie with a YES vote. Motion passed 3-2. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Seffinger announced the Red Cross had a program that provided smoke detectors for citizens that may need financial assistance or help with installation. ADJOURNMENT OF BUSINESS MEETING Meeting adjourned at 8:20 p.m. Dana Smith, Alssistant to the City Recorder John Stromberg, Mayor hftp:/Mfww.ashiand.or.us//kgendas.asp?Display= M i nutes&AM ID=6491 &Pri nt=True 6n 2/15/2017 City of Ashland, Oregon -Agendas And Minutes PRINT CLOSE £ http-./Mmm.ashl and.or. us/Agendas.asp?D i splay= M i nutes&AM ID=6491 &Pri nt=True 7/7 CITY OF ^ASHLAND Council Communication February 21, 2017, Business Meeting Appointment for Council Position #6 FROM: Barbara Christensen, City Recorder, barbara.christensenashland.or.us SUMMARY At the Councl meeting of February 7, 2017 the council, by motion, approved five applications that were selected by ballot of the councilors at the Study Session of February 6. The applicants were Traci Darrow, Shaun Moran, Tonya Graham, Gina DuQuenne and Louise Shawkat. Procedure consensus at the February 7 Study Session: • Ballots provided with the names of the five applicants, • Councilors vote for one of the five applicants, • If one applicant has three votes, voting is complete and applicant is appointed by motion, and • If no one has three votes, second round of voting is conducted. The procedure for a second round of voting would have to be established by council at this time, if needed. BACKGROUND AND POLICY IMPLICATIONS: City Charter states that a vacant elective office shall be filled within sixty (60) days by the City Council electing some qualified person to fill the vacancy. The deadline for filling this seat is March 1, 2017. STAFF RECOMMENDATION AND REQUESTED ACTION: City Councilors should confirm that the procedure for conducting the appointment for Position 6 is the consensus of the council. If no consensus, council will need to determine process in order to make appointment. If council chooses to make any changes to the selection of applicants being considered, a motion to rescind the prior motion would need to be made. Any councilor that voted in favor of the motion at the February 7 meeting can make this motion. MOTION I move that _ be appointed as City of Ashland Councilor for Position 6 with a term ending December 31, 2018. ATTACHMENTS Applications on selected applicants Page Iof I ~r January 2 5. 201 Traci Darrow. RN I3SN ?S Cambridge Street yshland OR 9" -)0 Ashland lt/lavor and Cite Councilors 14n Barbera Christensen, City Recorder Cite Hall, 20 E. Main Street, Ashland OR 97520 RE-. Vacant C',ity Council Seat Position t6, Letter of Interest Please accept this as my letter of interest for consideration to the vacant city council seat, position ~0. 1 have been a resident of Ashland since moving here in 1984. 1 am a graduate of Southern Oregon University (SOU) and Oregon Health Sciences University ((.)I-ISUr) School of Nursing. My children have been flehrian Dragons. Ashland 'diddle School Cubs and A hland Grizzlies. l have seen the changes. both positive and negative, in our community over the years and I feel I Dave the depth and the experience to serve d-e communitv on city corincil. I havle Keen working in public policy, health care, advocacy and representative government for over 2S years. I have experience working for it State Representative from Ashland in the Oregon State Legislature and here in.. the District, as well as for the first openly gay state legislator in Oregon during my tenure is a Legislative Aide in Salem. I worked for U.S. Senator Ron Wvden for many years as a Field Repres ntative and am proud to have opened the first Oregon U.S. Senate office outside of the Willamette Vallev in 1996 in Medford. I approach public policy with an open mind; neither party has a monopole on good ideas, or had ones. It is the responsibility of an elected or appointed official to tool: past partisan politics and do what is best for their constituents and their community. I am also Registered Nurse and have worked in nursing and healthcare adrrunistratioin for man%- vears. lkly time has predominately been focused on caring for the trnderserved. Working in the public sector oil broad-based public police combined with any work as a nurse and nurse administrator in community health has Riyen me a unigt e perspective which I believe I can apply well to benefit the citizens of Ashland. What -ire the biggest issues facing the City? As a member of the Ashland Budget Committee I think that the most challenging issue facing the cite and the cit, council is the delicate balance of crafting policy solutions that address current issues, such as fford~}hle housing, «-hile also adhering to a strategic plan that addresses and anticipates future needs. Just a~ there is no single cause for homelessness, there is no single solution. Economic opportunity. education, living wage, affordable health care, transportation, access to mental health services - all of these issues are connected. For example. the statewide ballot measure to increase some corporate taxes on gross receipts failed in November. Oregon has, and will continue to have, issues funding PERS (Public Employees Retirement) retirees, education, health care and senior services. The PERS issue affects Ashland's city= budget directly with ever increasing amounts going to cover PERS casts. r Ashland currently is self-insured in their health insurance pool for employees. There are certainly many unknow-ii factors that may affect that delicate funding balance in the insurance marketplace and in access to health care. As Ashland's largest employer, SOU is faced with possible reduced state funding and increases in tuition. Reductions in state funding for education in turn affect our economy, housing. workforce and K-12 education. We have a community with an aging demographic. The cite will have to address issues around services to keep seniors in their homes and as independent as possible for as long as possible. I support the l_Ox2O climate action plan and the excellent work the climate change organizations and the kvork the climate and energy committee has been doing. CIDnate change affects all of us - and again is an issue that is connected to mane others. I support the work of the Ashland Fire Resiliency Project. With uncertainty in our climate we must do as much as passible to protect our \watershed and municipal water source; a summer of forest hies and a smoke-filled valley and degraded water supply= would do damage to our tourist economy. A precipitous drop in tourism then affects Oregon Shakespeare Festival (OSF) and all the local businesses that depend on those visitors. Reductions in tourist visitors Would mean a reduction in the revenue collected from the occupancy tax and meals tax. Which would result it reduced municipal revenue at a time we need to be making investments in mane of the issues mentioned above. While each of these issues are important in their own right, the council must address the issues ii an interconnected manner; thus viewing the most politically urgent problems against the backdrop of the Lirger system is hi rny= view the most important issue. What rs your primary motivation for seeking a vacant council seat? I am motivated to seek this seat to continue the work of the existing council in a collaborative and productive manner. I don't seek this council seat with a specific agenda but rather a goal to address the urgent and important issues %-,'ithin the context of the overall strate J,, financial abilities and constraints of the city. My experience in policy, social services, health care and an understanding of the operations and issues 'acing the city from my experience on the city Budget Committee provide me a solid background to apply at the Council level. I love Ashland. I have chosen to live here and to raise my family here. I do feel l Can understand the issues facing many who are economically disadvantaged and challenged. My work in Community Health, NNhich series a majority of Medicaid-covered individuals has given me a much greater insight to those ill our community who struggle with the social determinants of health. My work at the Ashland Emergency Food Bank also reminds me each date that there are multitudes of people in our community who are struggling to make ends meet. I welcome those who chase to move here, buv a home, retire here or start a business here. We need to support new community members {marry who choose to spend hours in volunteer service, such as the Food Bank) and our local businesses while we also acknw -ledge the ever-increasing income disparity in our area. What community and city activities have you been involved irl recently? I am currendy the Executive Director of the Ashland Emergency Food Bank.. I serve on the Ashland CitizeiLs Budget Committee. I worked recently at Rogue Community Health helping to not only provide duality, affordable healthcare but also to help build the partnerships to connect our patients with other social service supports in the community. I am a local precinct committee person for the Jackson County Democratic Party. jkly work for Senator Wyden and other elected officials has given me the opportunity to support city initiativcs and local prgjects (AFRR SOU, SOREDI, Cascade Siskiyou National Monument among others). I also have worked full time, some of that as a single mother, and have spent much of the last 19 years r~i ising my family. That included volunteering in the classroom, attending sporting events, helping out with sunday school classes and when I have a rare free block of time enjoying our beautiful Lithia Park, theatres, restaurants and wineries. Mat is the role of the city councilor? The rote of the councilor is to participate in the decision-making of the Council and to represent the local cOmmu.iity in that decision making; to contribute to the strategic direction of the Council through the development and review of strategic plans and to amend those plans as needed or required; to listen to the diversity of interests and individuals in the community and respect a wide array a viewpoints; to act with integrit- and transparency; to participate in the fair and responsible allocation of municipal resources and to facilitate communication between the council and the community regarding those allocations. Ashland is btessad with a unique population of citizens with a vast amount of experience, education and opinions. A councilor in the city of Ashland should continue to encourage and rely on the exceptionally talented individr_als who serve on our many boards and commissions. 1 WOUld appreciate the opportunity to meet with you and answer additional questions you may have. Thank you. Sincr~ rrl~°, Traci Darrow Rig. BSN Traci Darrow, RN BSN 253 Cambridge Street r= Ashland. OR 97520 530-598-2460 traciraedarrow 6(l) fi:ii1,coi-n Personal Profile: Mission-driven professional who has worked over 25 years in community and leadership positions. Committed to social change through collaborative process that spans healthcare, natural resources, economic growth, equal rights, environmental protection and education. Education: Bachelor of Science in Nursing Oregon Health Sciences University June 2007 Bachelor of Science. Political Science Southern Oregon University June 1989 Executive Director, Ashland Emergency Food Bank I was l-iced by the Board of AEFB in November of 2016. While this is a new position for me it incorporates many of my skills and abilities of supporting those in need, collaborating with other organizations in the community, addressing and promoting awareness of hunger in our community and managing a diverse group of dedicated volunteers. This position reports to the Board of Directors and is responsible for the daily management and of the facility, staff, and operations. The Food Bank has been part of the social safety net of Ashland, Talent and surrounding rural areas for over 40 years. I manage a large team of volunteers, am a spokesperson and advocate for the organization and work with many other non-profit organizations, faith-based organizations, businesses, individuals and commjnity partners. Strong leadership. organizational, financial and communication skills are required for this position. November 2016 - present Clinical Network Officer, RN BSN, Rogue Community Health Rogue Community Health (RCH) is one of Jackson County's Federally Qualified Health Centers (FQHC) that provides primary medical/behavioral health/dental and pharmacy services to predominantly Orego-i Health Plan recipients. As Clinical Network Officer (CNO) for RCH I represented the organization to community leaders. I was responsible for maintaining and growing the community partnerships that are so vital to an FQHC in the health care reform environment. These partnerships includ,,d elected officials at the local, state and federal level. hospitals, non-profits, schools, business leaders, insurers and other FQHCs in the region. As part of the officer-level leadership team I was responsible for not only strategic planning and organizational direction but implemen Ling the progrr,ms and clinical services required to serve patients. As CNO I was the Officer leader for our MemLer Services Department, Nursing program and Patient Centered Medical Home program. RCH has clinics valley-wide from Ashland to Prospect. Since the geographic footprint of the organization is so broad, maintaining many diverse community partnerships and relationships was vital. As part of the RCH Leadership Team I worked directly with our CEO, COO, Medical Director, CFO and Board members. As part of that officer-level team we: • completed organization re-branding to the community in 2014 from Community Health Center to Rogue Community Health • pioneered billing for RN visits that created a financially sustainable model to double RN staff • implemented Oregon Health Authority pilot project changing to Alternative Payment Methodology and Care Model. s ensured all of our Medical Assistants were certified - at no cost to the employee • streamlined lab services and implemented CLIA Waived Lab at substantial savings • increased size and scope of School-Based Health Center services • expanded Patient Centered Medical Home model to include pharmacy, mental health and Community Health Workers. November 2013 to May 2016 Field Representative, U.S. Senator Ron Wyden. Established the first U.S. Senate office in Oregon outside of the Willamette Valley in 1996. Opened Senator Wyden's SW Oregon field office in Medford that served Jackson, Curry, Josephine, Klamath, Lake and Douglas counties. Being embedded in the community it was possible to forge new partnerships with local leaders and elected officials that allowed creative bipartisan solutions on policy issues. Created numerous local working groups that addressed issues such as transportation, forestry issues, water rights, environmental protection, education, economic development and housing. This position was often at the intersection of local, state and federal policy and regulations. A base knowledge of the legislative process at multiple levels was essential. Knowledge of the appropriations process at the State and Federal level was required. Also. an understanding public budgeting to the extent funds could be identified from grant or other programmatic funds for priority projects. This position also provided constituent services for individuals and community leaders on a wide range of issues relevant to the SW Oregon constituency. Advised scheduling team on Senator Wyden's frequent visits to SW Oregon, and was personal staff to Senator. Skill in executive level meeting and agenda planning required. This position required the ability to garner community and stakeholder support for initiatives. I also specialized in Housing advocacy for constituents that involved federal agencies and lending and banking institutions as well as natural resource issues pertaining to the Department of Agriculture and Department of the Interior. 1996-2004 2009-2013 Legislative Assistant, State of Oregon House of Representatives. 2989, 1991 and 2993 Legislative Sessions. 1989 and 2991 worked for the State Representative for current District 5. 1993 legislative Sessio i I worked for State Representative Gail 5hibley D-Portland. This position required working knowledge of legislative process and involved securing support for a wide range of initiatives and projects. Excellent communication skills required; planning and implementing proposals; managing legisla five office, Executive Director, Mainstream Oregon. 1995. National Education Association-led voter education project for Oregon US Senate special election. Formed coalition that included unions, environmental organizations, trial lawyers and faith-based organizations to create and distribute issue-based voter educa ion guide. Consultant, Future PAC. 1994 Oregon House Democratic Caucus political action committee that recruited and trained House candidates and their election committees. Consulting services for candidates statewide. Campaign Manager Re-Elect Nancy Peterson D-Ashland. 2990 Managed and led re-election campaign for State Representative Peterson. At that time the legislative district included Ashland. Talent, Phoenix. outer Medford and the Upper Rogue region. Field Representative, Oregon Trucking Association. 1992 Provided campaign strategy, outreach, and campaign staff training in the 2nd Congressional District for Oregon statewide ballot measure campaign. Health Care RN, Rogue Valley Dialysis Services, Davita, Inc. RN serving client population of in-center hemodialysis treatment. RN duties include assessment of patients before, during and post dialysis treatment, administration of medications and prescribed therapies, oversight of Patient Care Technicians, creating and updating comprehensive care plans, documenting and charting using EMR and working with other members of the Davita team to provide holistic patient-centered care including physical, mental and psychosocial patient needs. June 2012 to November 2013 RN, Ashland Community Hospital/Memory Care Center/Neuroscience and Orthopedic Unit Asante Rogue Regional Medical Center. Worked as RN on the Medical Surgical Unit of Asante Ashland Community Hospital and as the RN Case Manager for the Ashland Memory Care Center - a day program serving patients with Alzheimer's and other dementia-related illnesses. I also worked as an RN on the Neuroscience-Orthopedics Unit at Asante Medford (Medical Center giving acute care nursing services to post-ischemic event and post orthopedic surgical care and recovery. August 2007 - February 2009 RN Internship in Cardiac Critical Care Unit (CCU) at Rogue Valley Medical Center through the OHSU Student Immersion program. This program allowed for an additional 280 hours of specialized intensive care cardiac training. Completion June 2007. Mental Health Assistant, Behavioral Health Unit, Rogue Valley Medical Center. Assisted providers in direct patient care, assessment and oversight of mental health patients. Conducted group and individual educational sessions focusing on patient needs and behavioral health goals. January 2006 - November 2006. Service/Awards/Honor s City of Ashland Citizens' Budget Committee (October 2014 - present) Health Care Coalition of Southern Oregon Board Member (March 2014 - May 2016) Leadership Development Forum, Centerpoint certificate winter 2016 Jackso,i Care Connect Clinical Advisory Panel (May 2014-January 2016) Southern Oregon Healthcare Workforce Advisory Committee (2012-2016) Sigma Theta Tau, Nursing Honor Society. Induction May 2007. Asante Excellence in Nursing Award, 2006-2007 Sr. Donna Taylor Scholarship, Providence Medical Center, Medford 2006-2007 Medford Chamber of Commerce Community Leadership Forum, Scholarship 1997 Shaun Joseph Moran 615 Tavlor Street Ashland Oregon 97520 Phone: (541) 880-42213) Employment: Owner: Hoot Owl Estates, Trail Oregon Vacation retreat offering cabin rentals on the upper Rogue River 2009- Present Head of Execution Services, Managing Director NoVellrbel- Z010 io,hme 2013 J.P. Morgan Chase Japan Securities Co., Ltd. 1 ~~as in char(_,e oftransfOrming the J.P. Morgan institutional agency execution services platform which involved a detailed technology overhaul, extensive cost-benefit analysis and a revamp of' the entire client/broker process. 1 ,vas tasked with overseeing all institutional client order flow and execution in Japanese equities fOr the firm in Japan. I had 25 direct reports. A large part of my job was to improve J.P. Morgan's client execution capabilities, analyze client profitability and introduce broker attribution modeling to better understand employee efficiency and accountability. Additionally 1 was involved with the learning and development program to mentor Younger key employees in the equity franchise. Head of Execution Services, Managing Director A-Icrv 2000 to Febi-lim-.v '1009 Merrill Lynch Japan Securities Co., Ltd. From 2007 headed flank ofAmerica/Mcrrill 1,yncll execution services platform tivhich consisted of oversight of`off'shore and domestic sales trading, cash trading execution, low touch trading, listed futures and options, facilitation and portfolio trading. I had .42 people reporting to me. Our offshore sales trading tcarn routinely rated top in Japanese equity. Outside of day to day management responsibilities I ran the learnim, and development program for the equity business which Focused on development of key. performersArpcoming talent which became the template for Learning and Development program in Asia. 1 modeled leadership and team building with all members of the equity business. 1 covered many of the most senior- and important accounts ,vith ~,Iobal significance to the Merrill cash equity franchise in Japan. Managing Director Sales 1 National Sales Manager in Retail Division Sc11r107ncer- 1995 to Aln-il 2000 Massachusetts Investment Management Co., Ltd. [lead of the MFS retail mutual fund sales channel in Japan. Responsible for developing the mutual I'und channel sales network in both the domestic and non-Japanese banksibrokers. Supervised a three man Japanese sales team and conducted dat to day business management and investment discussions in J BY: Head of Japanese Equity Derivative Sales Team, Vice President .j1d1 1994 to tl(gust 1998 Daiwa Securities America, (Tokyo Office) Supervised a total of five Daiwa America employees in Tokyo covering overseas clients trading listed. OTC equity derivatives and .Iapanese equities. Provided market information, news. and trading ideas. Education: Yoshida Institute of Japanese Language. Tokyo, Japan. Completed intensive Japanese lanuage program. 1990-1992 11 Bates College, I-emston. Maine 13.11.. Political Science. 1985-1989 Edinburgh University. Idinburgh Scotland Concentrated in Comparative Politics and Asian Political flistory. 1987-1988 Volunteer: Tokyo English Life Line (TELL) Helped with or~garlization and fund raising for group which was an Fnglish support life line for expatriate community in Japan rvho sought help and counseling. 1991-1993 Other: Fluent Japanese. Very strong sales presentation and people skills. Proficient in Microsoft Excel and Microsoft Word. Financial Services Series 3.7,64?4 registered References: ,'available upon request r' Shaun J. Moran Biography I was born and raised in a small town in northern Rhode Island and originally came to Ashland with my family like many others, by chance. I grew up in a community similar in size and feel to Ashland and this instilled in me the importance and the value a small town offers in developing strong lasting connections to family, friends and community. The unmatched quality of life Ashland offers was the allure that eventually led my family to settle here. Because of all Ashland has to offer it was an easy place to settle down to raise a family. After moving to Ashland from Tokyo Japan in 2009 we unexpectedly returned to Tokyo for 2 1/2 years before returning back home in mid- 2013 for good. I attended Edinburgh University and earned my B.A in Political Science from Bates College in Lewiston Maine. After college, I embarked on a journey that changed my life. I moved to Japan and lived there for nearly 24 years. That experience gave me vast insight into what it means to be culturally diverse. I believe those experiences were essential elements in shaping who I am today and underscored the importance of being accepting of those who are different. I try to employ that understanding in how I live my life every day. I am part of an interracial marriage. My wife and I have been married for over 20 years and we have three interracial children all enrolled and thriving in the Ashland school system. We have taught our children to respect and accept others and to cherish the fact they are different. We value and celebrate diversity in our lives everyday. I am a self-employed small business owner who understands the complexity and difficulties associated with starting a business and working tirelessly to ensure it survives and prospers. I am an accomplished financial services executive with extensive international banking experience. My banking career spanned nearly 18 years encompassing organizational transformation, sales and service, strategy and business line management. I was valued for nay leadership, teambuilding, collaboration, communication and business acumen all of which I know are important attributes of a productive and effective city council member. I was involved extensively in MBA recruitment and executive leadership mentoring programs which involved recruitment, development and retention of key employees. I was employed by Massachusetts Financial Services, Merrill Lynch and J.P Morgan Chase Japan as a Managing Director. I am also fluent in Japanese. I am committed to Ashland and to all it represents and have been an active member and volunteer in the community. I am a contributing Board Member of the Ashland Emergency Food Bank which provides needed resources to many of the underprivileged in our community and a citizen volunteer of the Ashland Budget Committee. I look forward to expanding my role serving the community and hope I can count on your support for the vacant city council position as the needs of Ashland continues to change and grow. S re ly, #Sha . Moran _Vj Shaun Moran: Application for Council Seat #6 1) What do you think are the biggest issues facing the cam? Economy Ashland is undeniably a wonderful place to live. The quality of life is unmatched and is often cited as one on the main reasons people choose to settle here. When I leave, I often find myself eagerly looking forward to returning home. We have a dynamic mix of people here from different social and economic backgroinds and varied experience which contributes to the uniqueness of our community. That said there are things that we should try to improve to make Ashland a better place for all. in Ashla A we are blessed to have Oregon Shakespeare Festival and Southern Oregon University which both provide wonderful benefits to our local economy. But with most of our "economic eggs" in the service 5-ector basket in times of economic duress, like we saw in the last recession, our economy is vulnerable. We need to be more diversified so we can better manage the unforeseen economic shocks that inevitably will come. 1 think we need a fresh strategic vision to address the pressing issues of job creation and economic vitality, both of which have been stagnate over the last several years. There were more Ashland business licenses issued in 2008 than there were in 2015. Only last year has that started to improve. We need a more balanced approach to insuring our economy remains vibrant in good times and in bad. I believe we need to strengthen our partnerships with OSF, SOU and the Chamber of Commerce. If we can better leverage and monetize these relationships we can find additional ways to capture the important "tourist dollars" that our economy is so reliant upon. Simultaneously, we need to capitalize on the synergies between these institutions so we can offer solutions to empower entrepreneurship, retain and expand businesses and leverage the organizational assets we have in town to insure we have a strong and resilient economy. I think we have an incredibly strong foundation to build upon. We just need to take the necessary steps to protect our economy from the inevitable economic hurdles in the future. We need to engage and work more closely with SOREDI as well as other viable non-profits and economic development groups. We should work to attract, encourage, and foster new companies from emerging industries and people with great ideas to come here to flourish, raise their families and help diversify our economy. We have several Enterprise Zones in town which could be a solution for new and growing businesses. We need to stop talking around the issue and find ways to give entrepreneurs and creative innovators a place to grow their vision. In 2008, Plexis Healthcare Systems was looking to relocate their facilities at the Croman Mills Redevelopment Site to expand and grow their business. Problems arose, delays occurred and their move and the Croman Development never happened. Interestingly, Plexis just announced they were moving their operations out of Ashland and taking 100 jobs with it. We need to find ways to keep businesses like Plexis here in Ashland. They are the anchors of our local economy and we need to help them grow and prosper. This is the key to balancing our economy and securing our future. We cannot be complacent. We need to strike the right balance between building code requirements, regulation and sensible decision making. We need to be proactive and take a fresh look at 1 liMFaV II r BY: 1........ our economic development plans and strategy which have been unrevised since 2012. 1 think we should revisit the idea of an Economic Development ad- Hoc Committee. This might allow us to harness some of the untapped business skills and ideas from people within our community from different industries who could provide actionable strategies to help. I look forward to helping in this challenge. Affordable Housing and Smart Building We can't improve our economy, address the lack of affordability in our town or really impact the lives of our most needy without a multi-tiered strategic approach to solving the lack of affordable housing and smart building in our community. I think the time is ripe for decisive action on this issue. A review of the Housing Element of the City's Comprehensive Plan is essential. I believe the city can find actionable ideas to implement which will help ease our housing problems. In many ways, our economic future is linked to our housing issues. Some of the biggest challenges faced by Ashland businesses are around attracting staff and skilled workers. In fact, in a recent Chamber of Commerce survey, many business respondents suggested the "high cost of living" in Ashland made it difficult to find the right candidate. We need more jobs that give people a livable wage so they are able to rent or buy homes in our community. We ultimately need a broader vision that calls for a reset of "business as usual" in the departments that oversee this essential part of the city administration. While working to preserve Ashland s unique historic and architectural qualities, we need to evaluate existing building restrictions and regulations to allow for more creative infill projects for commercial, residential and mixed use projects. We need to allow for higher density buildings. The current building codes and strict interpretation of them stymy practical utilization of existing lots and building that could be improved and don't take into account the nuisances of many new projects. In many cases, the result is actually creating subpar design. Other ideas like adopting more stringent renters' rights rules (90 day no cause evictions) and funding the Housing Trust Fund with a stable and reliable revenue source will provide options and achievable solutions to the housing problems faced by our most needy. It is a fact that funding affordable housing to give people a path to home ownership will be the cheaper alternative for our community over time. We should learn from other municipalities where urban planning and forward thinking is leading to livability, greater affordability, reduced costs and economic opportunity for it's citizens. I think Ashland needs to consider the feasibility of Vertical Housing Development Zones which it doesn't presently allow. C-eating a master plan involving bigger and mixed use buildings incorporating the thoughts, ideas and con-.epts of proven developers will create more affordable housing options for our citizens. I would hope to play a critical role in the housing development and policy discussions as a city council member. Climate Change and the Environment I think the city has made great strides in addressing the importance of taking a proactive approach toward Climate Change. This is an essential issue facing our community. I applaud the city's multi- faceted approach to climate change and the environment. With 2016 being the hottest year in recorded 2 human history taking a proactive approach to Climate Change is not only essential for Ashland but the world at large. I think we must maintain the momentum to insure we continue to set the bar high. Our community is committed to taking responsible steps to contribute to the slowing of greenhouse gas emissions and climate change. I agree with the commitment our city leaders are making toward protecting the environment and I think it is an essential issue for our city leaders to continue to champion. We should be proud we are setting the example for other communities to follow. I am looking --orward to the upcoming discussion around setting up a City Citizen Advisory Commission which will be monitoring and tracking CEAP goals in the next few months. I am supportive of the 10x20 ordinance #3134 and hope this will be an essential part of the implementation of CEAP. I understand this dialogue will take time as policy issues are refined and further discussed. Being a voice in the discussion of how we impact our carbon footprint is critical to me and the entire Ashland community. As part of the climate change discussion I believe we should continue to pursue a strategy of protecting our forestland and our watershed through the good work of the Forest Land Commission and AFP, seek ways to find incentives to make renewable energy more economically viable and work to promote and educate our citizens on the importance of a reliable and stable water source. I often attend AWAC meetings and listen to discussions and I look forward to helping in the Climate Change discussions as a city council member. 2) Nhat is your primary motivation for seeking the vacant council seat? I pride myself on being an open minded individual who can work with others toward a common goal. I have thE' integrity, experience, passion, enthusiasm and more importantly the time to help shape the focus and discussion on issues that are important to the people of Ashland. We must ensure that our city government works for the people and allows the voice of it citizenry to be heard. If selected to the council this will become my new "full time job". I am sure I can inject a fresh perspective into the discussions of our city government. Most importantly, I am dedicated to being transparent and accountable. I understand and value the significance of "saying what you mean and meaning what you say" anc I believe it is essential that my statements are consistent with my actions and true to my values. Poly experience as a citizen member of the budget committee has given me knowledge and insight into the inter-workings of our city government. I have learned, in detail, how it is financed and how it works. I have attended many city meetings outside of the budget committee where my goal has always keen to learn as much as possible about the issues facing our city. Now I think I'm ready to take that next step, to reach out to try to have more of a voice, while representing the voices of people in our community and in the process hopefully positively impacting Ashland along the way. I don't purport to have all the answers. I understand the learning curve for any new member of the city council will be challenging. I do know that I have the time to dedicate to this task. My years living in Japan taught me a cherished tenant of Japanese culture that being consensus building and open communication are essential parts of the decision making process. I am willing and eager to learn, be collaborative and as productive as possible while working with other members of the city council to find solutions to the issue and problems facing the people of our community. 3 3) What community and city activities have you been involved in recently? I had spent nearly half my life outside of the United States when I moved with my family to Ashland in 2009. Looking at America from outside her boarders gave me a very unique perspective on how lucky we all are to be citizens of this great county. I have been fortunate to gave found professional success and have always wanted to somehow give back. My mother always said to my siblings and me when we went off to school "do something nice for someone "oday" and helping others "is the rent we pay for our time on earth". The importance of those Words have never escaped me. When I learned of the great work of the Emergency Food Bank in 2009, 1 periodically would go down to volunteer. New to the Ashland community the vast majority of my time was spent nsuring my wife and family were settled and secure. It was after we returned to Ashland in 2013 that I pledged to get more seriously involved. Going to the Food Bank to help unpack food provisions and restock empty shelves let me see firsthand the numbers of people in need and 'iow much this organization was helping our community. My wife and I began to take our children there during Thanksgiving and Christmas to help. I got to know the people involved in 1.he organization and in 2015 1 was asked to join the Board of Directors. Being on the Board has been an incredibly rewarding experience and I look forward to continuing to serve as a productive member of this important Ashland organization. As our family started getting involved in school and community activities in 2009, 1 learned of the role of the citizen volunteers in the budget process in Ashland. Several people approached me and suggested that my professional experience in finance could be a potential help to the city. I was influenced that the expertise I had would blend nicely with both the other volunteers and elected members of the city council. I knew in the back of my mind however that there was a real possibility that we would be returning to Japan and I didn't want to make a commitment 'hat I wouldn't be able to see through so I decided to postpone that work until we returned to Ashland for good. Once back home in 2015 1 decided to get more involved and I submitted my ,application. I was selected as a citizen member of the budget committee prior to the adoption of the 2015-2017 budget. I serve on that committee today and it is a role that I take very seriously. As a member, I have an obligation to be professionally curious, inquisitive and -.horough. Not to dictate policy, but to offer insight into solving financial problems by looking at potential solutions from a different perspective. I feel strongly that we must be cognizant of the 1~inancial commitments we make today so all of our citizens have the best opportunities possible 1.o live and succeed in Ashland in the future. In the summer of 201S I reached out to the Ashland Chamber of Commerce to educate myself about the transient issues facing our town and the impact it was having on our business community. I shared my own personal experiences and stated that as a business owner and citizen I thought more needed to be done. My concerns were shared with the Executive Director and Board and I was selected in late 2015 as a member of the Behavior Task Force Committee. As you know, this group is made up of many leading business members in our 4 community. Like many others I supported the re-education campaign of "Reconsidering How You Give" coupled with more police enforcement and oversight. That has gone a long way in controlling behavioral issues of our "traveler" population, which in turn, better serves the general population and our business community. This was an important Chamber collaboration and initiative, and we have seen positive results. 4) What is the role of the city councilor? The role of a city councilor is to serve the citizens of the community he or she represents. This sounds simplistic but in reality I understand this can be a complex task. A city councilor is someone who is committed to serve, a good listener, a coalition builder and a problem solver vvho is results oriented and able to work well with other to find mutually acceptable solutions to the problems facing the community. I know as a city councilor I will disagree at times with other members of the council, as each person will hold true to their own ideals and principles but, as Ate agree to disagree, I pledge to listen, be flexible and respectful of others and the positions they hold dear. I am committed to finding common ground. n a partnership between city government and the people it represents, I will not be afraid to support policies that others disagree with in order to best represent all the citizens of our diverse community. In addition, I know a city councilor must work well with different citizen advisory committees and employees of the city. There are extensive administrative, budgetary, and time demands that a city councilor needs to understand and commit to, in order to be an ,--ffective member of the council. I am willing and eager to undertake this responsibility. 5 t January 27, 2017 Dear Ashland City Council, With this letter, I am formally indicating my interest in being appointed to fill the remainder of Pam Marsh's term for City Council Position #6. 1 grew up in a small town in Nevada and have lived in Ashland for over 20 years, during which time i : has become my second hometown. I have raised my children here specifically because of its safe environment, natural beauty and biodiversity, dedication to its children, and the eclectic mix of small town and world renowned theater, art, and music. I am sure I do not have to tell you all that Ashland is an incredible place to live and work. My dEsire to serve the people of Ashland on the City Council comes from my love of this place and the deep connection I feel to people I have gotten to know in many different spheres: the people in the nonprofit sector who are working hard to solve conservation and social challenges, the members of my faith community, some local business owners, the parents of other children in the school system, and of course, my neighbors, close friends, and family. Ashland is in a unique position to be able to innovate and experiment with various ways of solvin; the challenges that come with being a small city in the modern world. We have many different people with interesting experiences to draw from who can help us be both resilient and creative. I would like to be part of the effort that keeps our community healthy and lend my knowledge and experience to the task of addressing local issues as they arise. My father served as a Justice of the Peace for 22 years and I grew up watching him serve the people of his community with thoughtfulness, compassion, and accountability. He ran for office the first time not because he had aspirations of holding public office, but because his comrrr:unity needed a Justice of the Peace with integrity who held court on a regular basis. By the tirne I graduated from college, I knew I wanted to eventually serve in some formal capacity in local government. Now that my children are older and most of them are off to college, I have the capacity in my life to devote to serving on the City Council. do nat have a particular issue that is drawing me to serve at this time, but I believe my knowledge and experience in climate change and conservation issues, as well as my relationships with people working on social issues, could serve the Council well and complement the knowledge, expertise, and community connections that already exist on the Council. I affirm that I live within the boundaries of Ashland and am a registered voter. Thank you for considering my application for City Council Position #6. Sincerely, RECEIVED JAN 27 2011 7o-.ya ~-a1a#r C ue--' r v ¢ 1 lr. try t, vie, } What do you think are the biggest issues facing the city? Ashland is faced with several issues, some of which will be addressed in the time remaining on this term and others which need to be addressed over the longer term with the City Council making a good start on them over the next two years. Please note that the items on this list are in no Jarticular priority order. Near Term Issues: City Government Vacancies There are a number of vacancies in leadership positions within the City that either exist now or are expected to arrive in the near term with the anticipated retirement of several department heads who have held their positions for many years and carry significant institutional history. Current examples include the City Administrator, Administrative Services/Finance Director, and City Recorder. The City Council will need to fill those positions in a thoughtful way that not only guara itees that we hire or appoint people who are qualified to do the job, but also ensures that those new leaders share the values of Ashland's citizens and are committed to moving the community toward inclusiveness, diversity, economic vitality, and ecological sustainability. It will be critically important that the City Council do all it can in these processes to ensure that they are fair and free of implicit bias for all applicants. Biennial Budget (2017-2018) This spring the Council will come together with several community members as the Budget Committee to determine how the City will invest its resources over the next two years. This is wherE the rubber meets the road in terms of the City's priorities. How we invest our public resources is the clearest indication of what is important to us. In addition to funding standard city sErvices and infrastructure upgrades, the Council will need to determine the highest priority issues facing the City in relation to its strategic plan and how much to invest in each of those issues. long-`term Issues Seism,'c Upgrade/Rebuild of City Hall The Council is currently in the process of assessing the safety of City Hall in terms of earthquake risk arid determining the best way to address those safety concerns. This will be a large infrastructure project requiring significant financial investment, so how the City decides to move forward to address the risk is very important. Affordable Housing When I arrived in Ashland over 20 years ago, I did as many people with newly minted college degrees do. I picked up several "rent" jobs and worked to get my career off the ground while living in an upstairs apartment on North Main Street. 1 was able to be successful in getting my start because there was adequate rental stock and prices were reasonable. I've been fortunate to buv a home in Ashland since then, but I've watched as it has become more and more difficult to IivE~ in Ashland for people with low income and young people in college or who are just starting out. My young adult children have very little hope of being able to afford to live here because of the cost of housing. My vision for Ashland is that it is a vibrant community that welcomes and accommodates people with a range of incomes and that the people who work here can afford to live here. I do not claim to know how to fix these issues, but I am committed to helping find a way to ensure that we have adequate affordable rental stock and that we figure out how to make home ownership more accessible for people with low income in Ashland. Clima `e Change The climate crisis is the greatest long-term global challenge faced by all communities and requires an immediate and effective response by the City. Fortunately, we are making a good start with the Climate and Energy Action Plan nearing completion. Through several different venues and processes, the citizens of Ashland have signaled clearly that they are very concerned and want appropriately scaled action from the City on this issue. Once the plan is accepted, the task before the Council will be to determine the most effective way to invest in imple -nesting the plan so that Ashland can successfully meet the aggressive, but absolutely necessary, targets it is in the process of setting for itself. People Who Do Not Have Homes The issues around people who do not have homes are complex because not all homeless people have similar situations or need similar help. The situation of a family living in their car or on a reighbor's couch is vastly different than that of a young summer traveler passing through or that of a chronically homeless elder. The "solution" is likely to be several solutions that understand and address that complexity and take advantage of resources available in all sectors of our community. We also need to ensure that our citizens, local businesses, and visitors exper ence Ashland as a fun, friendly, and safe place. Our downtown needs to be welcoming, lively, and accessible to all, including people without homes, but there also needs to be accou -itability and responsibility in that access. In that process, the City needs to continue to address this issue by working directly with this population as well as others in county and state government and in the nonprofit sector to ensure that the City takes on aspects of solutions that are appropriate to its role and function. Getting There This is certainly not an all-inclusive list of challenges the City is facing, but these are the most important from my perspective. Fortunately, Ashland has a good many strengths to draw from in its efforts to address these issues, including an active and engaged citizenry, a functional and thoughtful City Council, financial resources, significant knowledge and experience within its citizenry, and a team of dedicated professionals working for city government who clearly care about the work they do. While the problems listed above are not easy to solve, they are not impossible either. Working together, we can develop a shared understanding of these issues and determine what the "design specs" are for our solutions so that we take advantage of the resources Ashland has in creating effective solutions that align with our values. What is your primary motivation for seeking the vacant council seat? I am very interested in learning more about how local government operates and bringing my knowledge and experience to bear on the issues facing our community. My interests certainly incluce climate change and sustainability, but I am committed to social justice and taking care of eath other in our community. And, I recognize that a healthy community rests on the foundation of a healthy economy and that a diversified, local business sector is key to that healthy economy. There is always a balance that needs to be maintained with the City taking on the responsibility of maintaining and improving municipal services and infrastructural systems while working in partnership with its citizens and neighboring communities to move forward on important community issues. I have extensive experience developing partnerships and integrated, holistic, community-based solutions that I believe would be a nice fit given the challenges the Council has before it. have always been civic minded - registering young voters, assisting with local issue and candidate campaigns, and writing the occasional letter to the editor. My first recollection of conversations around voting and public service came when I was about 10 years old and I was helping my father build a plywood sign for out in front of the courthouse in my little town. It was a dual purpose sign that said "Register here today!" and had a sign overlay that made it say "Vote here today!" That carpentry project initiated many conversations with my parents about how we govern ourselves and the civic responsibility each of us carries. I believe everyone has a role to play in serving their community and I am excited by the prospect of serving on the Council as one of the ways that I can personally contribute. The last twenty years of my professional life have been spent working to solve issues, starting from a place of collaboration and aiming for a win-win solution wherever possible. In that time, I have developed skills that I believe would be helpful to the City Council as it embarks on a busy -:wo years and makes critical decisions that will chart the course for our community well into tie future. While I will need to learn more about the specifics of the formal process the City employs in its decision-making, I have transferable experience on decision-making bodies and with governance processes. I envision the Ashland of the future as a place inhabited by people of mixed incomes where citizens and the City do their part to address climate change and move us toward greater ecological sustainability; our business community is vibrant, healthy, diversified, and strong; and where people of diverse races, ethnicities, and religions choose to call home. Ashland will make many decisions in the next few years that will determine to what extent this vision can become a reality. I would like to be part of that work by serving on the City Council. What community and city activities have you been involved in recently? My to.-al activities generally relate to volunteer work through the schools, helping with programs at the Ashland First Congregational United Church of Christ, and assisting with the City's Climate and Energy Action Plan. AHS Tarf Field Campaign Most -ecently, I volunteered to assist the Ashland Schools Foundation and the Ashland School District as the co-coordinator of the Turf Field Fundraising effort at Ashland High School. That effort raised enough money for the District to replace the problematic grass football field with a multi-sport, natural fill, turf field at the outdoor stadium that can be used for football, soccer, high school PE classes, and community events. My responsibilities included serving on the Turf Field Committee at the school district, writing grants and fundraising appeals, and assisting with budgeting and outreach. AHS Senior All Night have assisted with the AHS Senior All Night celebration for the past four years. The first two years I served as a chaperone and clean up volunteer. The last two years I served as a co-chair of the volunteer parent committee that organizes the celebration each year. In that capacity, my re>ponsibilities included facilitating the planning meetings, managing the overall effort for creati,g the event, supporting the various committees, assisting with fundraising, and helping refine the budget to ensure that we kept our expenses within our means. In the first of those two years of co-coordinating the event, we worked hard to create a process that could be easily replic;ited by future volunteer committees. John Jlluir School served as the volunteer parent driver coordinator for 9 years organizing drivers to transport the stidents to a variety of nature activities and field trips. I have also assisted with specific event> for the school and served as a parent chaperone on some of their day trips and overnight excursions. Ashland First Congregational United Church of Christ am an active member of my congregation and support a variety of programs of my church, including coordinating hospitality for Sunday services and assisting with events and action efforts as needed. I served as Chair of the Selection Committee for an Interim Pastor two years ago to hire a temporary pastor to lead our congregation while the formal search process was underway for the new settled pastor. Clima ~e and Energy Action Plan In my role as Executive Director of the Geos Institute, I worked with our ClimateWise' team to secure resources to assist the City of Ashland in developing its Climate and Energy Action Plan. That Effort has resulted in the Geos Institute completing a climate vulnerability assessment and citizen survey that complement the efforts of the City's contractor on the project. Nonprofit Association of Oregon While this community engagement is focused on a state level organization, it touches local organizations in Ashland because of the role that NAO plays in the nonprofit sector across the state. I served on NAO's Board of Directors as an at-large member and then as the Treasurer. My term ended in the fall of 2015. My contributions as Treasurer focused on ensuring that the Board had a strong understanding of the organization's finances by working with the Finance Director to develop more effective ways of communicating the organization's financial position to the Board members so that we could better anticipate potential funding challenges. What is the role of the city councilor? The C ty of Ashland has several important documents that guide the work of the City Council, including the Ashland 2020 Strategic Plan and the Council's Goals and Objectives, which help the City meet those strategic plan goals. These documents create a strong framework within which the Council does its work on behalf of the people of Ashland. The Council as a whole must aalance and weigh the various goals against the resources it has to invest and the timeliness of the need for various actions in order to chart an effective course for meeting the City's goals. As a key decision-maker in this process, the City Councilor has several different roles. First and forerrost, the Councilor works to translate the goals of its citizens into action to improve the comr-runity through ordinances, strategic planning, and the budget process. Part of this is balancing short-term needs with long-term investments and prioritizing what action the City should take, and the scale, timeline, and level of investment of that action. The councilor serves as an important connection between the Council and the citizen commissions that work to further the goals of the City and identify new issues to be considered. By serving as a liaison to several commissions, the councilor ensures that the Council is kept informed about developments in those commissions, new concerns or opportunities that are arising, and actions that the Council may be asked to take at some point. In that context, the councilor can bring the perspective of the larger whole of the City to those commission discussions while taking back to the Council the top level ideas and concerns of the committee. Citizens rely on the councilors to have their ear to the ground in terms of issues that are bubbling up within the larger community, so councilors have a responsibility to maintain their connections in the community and develop new ones that are perhaps not their natural inclination. It is important that each councilor have relationships with multiple sectors to ensurae that they have a well-rounded understanding of what the challenges the City is facing actually look like from different perspectives. Finally, the role of the councilor includes supporting strong governance processes, transparency, and accountability. City councilors should speak up when a process does not include adequate opportunities for citizen engagement or when a process is so focused on engagement that it threatens to fail to reach its objectives. The councilor should do her or his work in such a way that the citizens have faith that even if that councilor does not agree with them in the end, the process was fair and their concerns were given thoughtful consideration. Relati :)nships are particularly important in governing bodies like a City Council, so it is important that councilors treat each other with respect, especially when they have serious disagreements regarding the best way forward. If the process is solid, all councilors should respect the final vote of the Council and model integrity in government for our young people who are just learning how to engage in this experiment we call democracy. Dana Smith From: Tonya Graham <tonyagraham89@gmail. com> Sent: Friday, January 27, 2017 9:27 AM To: Dana Smith Subject: Application for City Council Position 6 Attachments: Tonya Graham Application - Council Position 6.pdf Dear Ms. Smith, With this email I am formally applying for Council Position -r6. I have attached my application, which includes a cover letter and answers to the questions posted on the City of Ashland website. Please confirm that you have received this message and that the attachment has transmitted properly. Also, it wasn't clear from the application whether the City wants a hard copy as well. If that is the case. please let me know and I wil: bring one down to the City ahead of the deadline today. Finally. I was not sure where the Council wanted me to include my contact information, so I am including it in this email rather than on the application, which I understand will be posted on the City's website. If there is anytHric, else You need from me to process my application, please let me know. Sincerely Tonva Graham 2007 Mae Street Ashland, OR 97520 541.488.1688 tonvagraham89Lgmail.com 1 - To Mayor Stromberg and City Council Members, This is my letter of interest regarding the City Council Position #b. My wife and I moved to Ashland, Oregon, from Los Angeles, California and I have been working with Neuman Hotels for the past 9 years. I am presently The Regional Senior Sales Manager. Below are the answers to your questions: The biggest issues facing the City, in my option, are Climate and Energy Action, the Railroad Clean up Project and the Homeless issues. M My primary motivation for seeking the council seat is to be of service. I am passionate about the culture of Ashland. I believe that I can bring a diverse opinion to the city council. » I have been on the Phoenix Counseling Center Board, and I am currently on the Children's Advocacy Center Board, MLK Committee, Housing and Homeless Steering Commission, an Ashland Rotarian and I am the Founder and President of Southern. Oregon Pride. • The role of a City Councilor is to adopt ordinances, establish goals and objectives for the City Government. I believe in communication and collaboration, working with the commissions and listening to the Citizens of Ashland. I know we can grow our community into an even more diverse culture. Bringing in more tourism, and business while growing a sustainable economy that other communities will want to pattern themselves after. Thank you and I look forward to hearing from you. Gina DuQuenne RFCEI VED JAN24 C' t~ Dana Smith From: Gina DuQuenne <Gina.DuQuenne@neumanhotelgroup.com> Sent: Tuesday, January 24, 2017 2:17 PM To: Dana Smith Subject: RE: Additional Information Gina DuQuenne 2180 Birchwood Lane Ashland, Or. 97520 Home: 541- 482-2488 Cell 541- 890- 3548 Thank you, Gina DuQuenne Senior Soles Mor oger Neuman Hotel Group 2525 Ashland Street, Ashland OR 97520 P: 541.488- 7389 C: 541 890-3548 INH NeumanHotelGroup.com www.southernoregon.org/tours 1 Louise D. Shawkat 870 Cambridge St. Ashland, OR 97520 Louie00_;nal.r 502.777.7550 January 27, 2017 City Recorder 20 L. Main St. Ashland OR 97520 Re: City Council Seat Vacancy This is my letter of interest for the Council Position #6 vacancy on the Ashland City Council. As an Ashland senior citizen I believe I would bring a unique perspective to the issues facing our City, based on my life experience, my work experience as a nurse, and my many and varied volunteer experiences, both in Ashland and elsewhere. Below I provide more detailed information about this experience and how I believe those experiences will serve our City and the Council well, 1. What are some of the biggest issues I see facing our City? ~ Lack of affordable housing affects the demographic characteristics of any city, and Ashland is no exception. The current lack of affordable housing in Ashland diminishes our City in several ways, resulting in a lack of diversity and too much homogeneity of our population. A diversified community creates richness and energy in our City and the current housing crisis in Ashland is robbing us of the benefits of a diversified community. • Lack of diversified job opportunities. Growing up in a tourist town, i am very familiar with the economic drawbacks to citizens in a community where job opportunities revolve around tourism primarily focused on theatre, restaurants, lodging, and shopping. ~ C t7 ,'U nr ~s RECEIVED JAN 27201' 1 { cc 'd Capitalizing on the success of downtown Ashland, is there a way we can enhance tourism by expanding access to our natural resources in the area, creating more and greater diversity in job offerings. • The recently developed Climate Energy Action Plan, once adopted by the City Council, is just the first step in developing a vision of what the City should look like in 2050. A well-articulated vision is needed to guide the city every step of the way toward achieving a sustainable future for generations to come. This will require all city departments working together and with our community partners to implement the steps to create our 2050 city. 2. What is your primary motivation for seeking the vacant council seat? My primary motivation is to continue my longstanding dedication to community service in the communities I've lived in. I have a Masters in Nursing, and the last ten years of my working career were spent at the Veterans Administration Medical Center in Louisville, KY. I worked in the Preservation Amputation Care and Treatment Clinic as an Adult Nurse Practitioner, with a specialty in bowel and bladder diversions and as a wound care specialist. I have lived in Egypt and Saudi Arabia; I am a long-term student of the Spanish language; and I have walked across England and have driven across the US several times with a beagle as my co-pilot. 3. What community and city activities have you been involved in recently? `since moving to Ashland in 2010, I have been active in several city and community organizations and issues. My city-related activities include serving as an active member of Ashland's Climate and Energy Action Plan. I also regularly attend the Conservation Commission and other city commission meetings, such as the Transportation Commission and the Downtown Parking Management and Circulation Ad Hoc Advisory Committee. 2 In addition, I have served as a volunteer in the following organizations: • Energize Rogue • Master Gardener Association • Owner of a certified Pollinator Garden (Ashland Parks & Rec) • Jackson County Master Recyclers • Ashland Garden Club (four years as Secretary) • Siskiyou District Oregon Federation of Garden Clubs (2 year term as Secretary • Volunteer at Ashland Dog Park (two years) • Volunteer at the North Mountain Nature Park via the Ashland Garden Club • Volunteer for the Ashland Independent Film Festival • Oregon Shakespeare Festival (OSF) (volunteer for special projects) and Tudor Guild volunteer • Supporter of Voice of Hope Orphanage in Rongo, Kenya (Kenya Kids @ Rongo) • New Day Breakfast Steering Committee • Ashland Food Project (recruit donors) SOCAN Master Climate Protector Program • 10 x 20 Group In addition, I am also a member of the following organizations: • (KS) Wild • Jackson County Library Association • American Civil Liberties Union • Sierra Club • Member Ashland Cooperative • OSF • Ashland YMCA • New Plays Festival • Jefferson Public Radio • SOCAN 3 4. What is the role of the city councilor? • To continue the work of providing a safe, sustainable environment for our citizens • To strengthen dialogue between citizens and businesses • To dialogue with citizens and obtain their input early in a process • To work as a team member with other council members • To ask pertinent questions, read meeting packets (do the homework) • To have an understanding of what is financially possible with City resources • To communicate with city commissions and city staff to learn what commissions are discussing and proposing and to hear the concerns of city staff • To dialogue with officials in surrounding towns regarding common concerns, and then communicate with our citizens about the outcomes of this dialogue • To continue to work to expand our economic resources so that we are not only a destination to see plays, but a destination to enjoy our natural environment, thus strengthening our economic base of To support efforts to coordinate and integrate multiple processes to ensure they complement each other and work together to achieve the community's goals of To recognize the diversity of need and help reconcile and/or accommodate different perspectives to To act with integrity Louise D. Shawkat 4 CITY OF ASHLAND Council Communication February 21, 2017, Business Meeting Second Reading of Ordinance Amending AMC Section 3.08.020 Code of Ethics FROM: Dave Lohman, city attorney, david.lohrnan@ashland.or.us SUMMARY This agenda item is the Second Reading of an ordinance amendment designed to reduce the complexity of the analysis a public official must undertake when trying to determine the proper course of action when faced with a possible conflict of interest; to add a recusal requirement to the City Code of Ethics in the event of an actual conflict of interest; and to confirm that advisory boards and commissions, like other public officials, are subject to the State's disclosure and recusal requirements in the event of potential or actual conflicts of interest. BACKGROUND AND POLICY IMPLICATIONS: A 2012 amendment to the City's Ethics Code brought it into essential conformity with the Oregon Government thics Law with respect to limits on gifts to public officials. The 2012 amendment, however, did not harmonize the City and State processes for handling actual or potential conflicts of interest. The confusion caused by fairly minor discrepancies between the two sets of requirements for disclosing possible conflicts can cause considerable anxiety and inadvertent mistakes. Currently, Ci-:y code allows full participation in an official action after open disclosure whether the conflict disclosed is potential (could affect) or actual (would affect). State law also requires open disclosure of potential or actual conflicts, but is more stringent in that it requires the public official to refrain from participating in an official action when the conflict is actual (would affect). The proposed amendment adopts in Section 3.08.020E(1) the State's already-established process for disclosing potential or actual conflicts and its requirements for nonparticipation in an official action in the event of an actual conflict. The City's definition of conflict of interest is somewhat more stringent than the State's. Under ORS 244.020, a conflict of interest occurs only when participating in an official action which could or would result in a financial benefit or detriment to the public official, a relative, or a business with which the public official or relative is associated. In contrast, under AMC 3.08.020E, a conflict could exist not only when a public official or relative or associated business would or could be affected financially, but also when a public official's participation - including non-financial participation - in a proposed or current City transaction might impair his or her independence of judgment about a possible official action or might be incompatible with the performance of the public official's official duties. Page 1 of 2 ~r CITY OF ASHLAND Impairment of independent judgment is unquestionably an abstract notion, and neither the current ordinance nor the proposed amendment presented for Second Reading defines the phrase. But it clearly means more than just having a particular worldview, or being influenced by past relevant experiences, or even having preconceived ideas about a particular matter before considering the arguments for and against it. Other wording in the City Ethics Code suggests independent judgment means having as one's primary concern the public interest instead of just one's personal interest. There is no established definition of the public interest; it is necessarily a judgment call each public official must make on a case-by-case basis depending on the matter before him or her. The amendment presented in this agenda item does not attempt to define either impairment of independent,%udgment or the public interest. The proposed amendment is based on an assumption that the Council wants to maintain a concept of conflict of interest that is more strict than that in the state statute even though the City's ordinance contains some relatively abstract standards. The main effect of the amendment, then, would be to reconcile the City's process for disclosing potential or actual conflicts however they are defined with the process established in State law. Elsewhere in Oregon, there have been assertions occasionally that appointed advisory boards, commissions, and committees are not governing bodies subject to State requirements concerning gifts and conflicts of interest. The proposed amendment adds language in Section 3.08.020A clarifying that the City Code of Ethics (and the Oregon Government Ethics Law) is applicable to all City public officials, inclusive of City-appointed members of regular or ad hoc boards, commissions or committees. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council approval of second reading of this ordinance. SUGGESTED MOTION: I move for approval of the second reading of an Ordinance titled, "An Ordinance Amending AMC Section 3.08.)20 Code of Ethics," as presented. ATTACHMENTS: 1) Ordinance Page 2 of 2 ~r ORDINANCE NO. AN ORDINANCE AMENDING ASHLAND MUNICIPAL CODE SECTION 3.08.020 CODE OF ETHICS 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 co nmon 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 requirements public officials must meet under the current City Code of Ethics when faced with potential or actual conflicts of interest differ in substantial and confusing ways from the requirements in the state statutory provisions on conflict of interest; and WHEREAS, the state statutory provisions on conflict of interest should be made expressly applicable to members of the City's appointed boards, commissions, and committees. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Ashland Municipal Code Chapter 3.08, Section 3.08.020 Code of Ethics is hereby amended to read as follows: SECTION 3.08.020 Code of Ethics A. Declaration of Policy. The proper operation of democratic government requires that public officials, including elected officials, appointed officials and employees be independent, impartial and responsible to the people; that governmental decisions and policy be made in the proper channels of the governmental structure; that public office not be used for personal gain; and that the 'public have confidence in the integrity of its government. In recognition of these goals, there is hereby established a Code of Ethics f-of applicable to all public officials, whether paid or unpaid, including members of Regular or ad hoc boards, commissions, or committees filled by appointment by the Mayor or members of the City Council. The purpose of this Code is to establish ethical standards of conduct for all public officials by setting forth those acts or actions that are incompatible with the best interests of the City of Ashland. It is also the purpose of this Code to assist public officials in determining the proper course of action when faced with uncertainty regarding the propriety of a Ordinance No. Page 1 of 7 contemplated action, thereby preventing them from unwittingly entangling public and private interests. Through adoption of this Code the City hereby expresses its intent to maintain high ethical standards in the City service, and to increase public confidence in the integrity of City public officials. The provisions of ORS 244 ("Government Ethics Law") as it currently exists or may from time to time be amended are incorporated by reference herein. A violation of any provision of ORS 244 shall be considered a violation of this Code of Ethics. B. Responsibilities of Public Office. Public officials are agents of public purpose and are engaged for the benefit of the public. They are bound to uphold the Constitution of the United States and the Constitution of this State and to carry out impartially the laws of the nation, state and the City, and thus to foster respect for all government. They are bound to observe in their official acts the highest standards of morality and to discharge faithfully the duties of their office regardless of personal considerations, recognizing that the public interest must be their primary concern. C. Dedicated Service. All public officials of the City should work to support the political objectives expressed by the electorate and the programs developed to attain those objectives. Appointive Officials and employees should adhere to the rules of work and performance established as the standard for their positions by the appropriate authority. Public officials should not exceed their authority or breach the law or ask others to do so, and they should work in full cooperation with other public officials unless prohibited from so doing by law or by officially recognized confidentiality of their work. D. Fair and Equal Treatment. 1. Interest in Appointments. Canvassing of members of the Council or Mayor, directly or indirectly, in order to obtain preferential consideration in connection with any ap ?ointment to the City service shall disqualify the candidate for appointment except with reference to unpaid positions filled by appointment by the Mayor or Council. 2. Use of Public Property. No public official shall request or permit the use of city-owned ve -iicles, equipment, materials or property for personal convenience or profit, except when such services are available to the public generally or are provided as municipal po [icy for the use of such employee in the conduct of official business or as a specifically de Fined benefit in compensation of employment. 3. Obligations to Citizens. No public official shall grant any special consideration, treatment or advantage to any citizen beyond that which is available to every other citizen except as otherwise permitted by law or ordinance. E. Conflict of Interest. Ordinance No. Page 2 of 7 I . Disclosure. No public official, whether paid or unpaid, shall take any action in the course of his/her duties, the effect of which potentially or actually would be to the private financial gain or loss of (a) the official, (b) any relative of the official or (c) those with whom the official has a close business relationship, without first disclosing such potential or actual gain or loss to the proper authority. Nor shall any public official, whether paid or unpaid, engage in any business or participate in any proposed or current City transaction, contract, purchase or sale which is potentially or actually incompatible with the proper discharge of that public official's official duties or which would tend to impair independence of judgment or action in the performance of that public officials' official duties without first disclosing such potential or actual incompatibility or impairment of independent judgment or action to the proper authority. For eleetea officials, sue diselosur-e shall be made in an open meeting to the eleeted body on whieh the offieW sei-ves. For appointed offleials, sueh diselosure shall be made i & n meeting-to the appointed body on 'Whieh the offieial . The requirements for such disclosure by elected and appointed officials and the limits on their participation in discussion, debate, or votinIZ on any issue out of which an actual conflict arises shall be those set forth in ORS 244.120(2), as it may be amended from time to time and as it is interpreted by the Oregon Government Ethics Commission. For employees, such disclosure shall be made in writing to the employee's immediate supervisor and DEpartment Head. Any employee or appointed official who has a financial or other private interest in a particular matter shall disclose the nature and extent of such interest on the records of the Council before participating in Council discussion on or giving an official opinion to the Council on the matter. 2. Transactions with the City. A public official acting in an official capacity shall not recommend, approve, award, enter into or authorize a City transaction, contract, purchase or sale to which one of the parties is (a) the public official acting in his or her own behalf, (b; a relative of the official or (c) a business entity in which the official or a relative of thc~ official has a substantial or controlling interest. 3. Gifts. No public official shall solicit or accept gifts, favors, services, compensation, retainers or promises of future employment from a source with a legislative or administrative interest in the performance of his/her official duties or in anticipation of official action to be taken by the public official or by the City. For purposes of this prevision, "gift" means something of economic value given to a public official, a candidate or a relative or member of the household of the public official. A public official may not accept a gift from a source with a legislative or administrative interest in the public official's official duties if the gift has a value in excess of $50 or smaller gifts from a single source with an aggregate value exceeding $50 in the course of a calendar year. Gifts received by City employees with a value of less than $50 shall, to the extent practical, be shared with other City employees. Public officials may accept gifts with de minimis value, such as caps, coffee mugs, pens and paperweights, and are not expected to share such gifts. 4. Remuneration Contingent on City Action. No public official shall accept a retainer or compensation that is contingent upon a specific action by the City. Ordinance No. Page 3 of 7 5. Disclosure of Confidential Information. No public official shall, without proper legal authorization, disclose confidential information concerning the property, government or affairs of the City that is confidential or not readily available to the public. Nor shall any public official use information that is confidential or not readily available to the public to benefit private interests, including the official's private interests, at the expense of or in conflict with the public interest. Information that is public may not be readily available to the public if a special request is required to obtain the information or if special knowledge, such as that acquired as a public official, is needed to take advantage of the in~-ormation. 6. Representing Private Interests before Courts or City Departments or Elected or Appointed Bodies. No appointed official shall appear on behalf of a client for a fee or pry bono before the board or commission to which that official is appointed. No employee whose salary is paid in whole or in part by the City shall appear on behalf of private interests before any department or elected or appointed body of the City. An employee shall not represent private interests in any action or proceeding against the interests of the City in any litigation to which the City is a party, unless the employee is representing himself/herself as a private citizen on purely personal business. 7. Incompatible Employment. No employee shall engage in or accept employment from or render services for another person or entity when such employment or service is incompatible with the proper discharge of that employee's official duties for the City or would tend to impair independence of judgment or action in the performance of that employee's official duties. 8. More Restrictive State Law Provisions. Nothing in this ordinance relieves or excuses public officers and employees from compliance with more restrictive state laws applicable to the particular public position. Planning Commissioners, for example, are subject to more restrictive Conflict of Interest Provisions pursuant to ORS 244.135. F. Political Activity Employee involvement in certain political activities is protected under the First Amendment. However, under Oregon and federal law, there are some restrictions on the political activities of Oregon public employees. City employees are expected to be familiar with and to comply with t:lese laws as they currently exist or as amended. Oregon law (ORS 260.432(2)) requires that: "No public employee shall solicit any money, influe -ice, service or other thing of value or to promote or oppose any political committee or to promote or oppose the nomination or election of a candidate, the gathering of signatures on an initiative, referendum or recall petition, the adoption of a measure or the recall of a public office holder while on the job during working hours. However, this section does not restrict the right of a public employee to express personal political views." The Hatch Act (federal law) further requires that employees whose principal job responsibilities are financed in whole or in part from loans or grants made by the federal Ordinance No. Page 4 of 7 government may not use their official influence to interfere with or affect the result of an election or a nomination for office. An employee covered by the Act may not, either directly or indirectly, coerce or advise another employee to contribute anything of value in any form whatsoever to any organization or agency for political purposes. The expression of personal political views while on the job during working hours is permitted only to the extent that such expression does not interfere with the performance of the employee's duties or performance of the duties of other employees. While on the job, during working hours, any comment or suggestion to fellow employees or the public to vote a certain way is prohibited, even if it does not interfere with the performance of duties of the employee or other employees. Politically related activities such as fundraising, soliciting volunteer help on political campaigns or disseminating partisan election material is prohibited while on the job during working hours. No pu )lic official shall promise an appointment to any municipal position as a reward for any pc litical activity. G. Applic-ability. of city Code of Ethics and State Ethics Law; Responsibility for Defense. This City ethics code shall be operative in all instances covered by its provisions except when superseded by an applicable statute, ordinance or resolution which is mandatory or when the application of a statute, ordinance or resolution provision is discretionary but determined to be more appropriate or desirable. Full compliance with the City code of ethics and with Oregon's Government Ethics Law is the personal responsibility of each public official. The opinion of the City Administrator, the City Attorney, or the Mayor shall not be considered an affirmative defense if a public official is charged by the Oregon Government Ethics Commission with a violation of state Ethics Law. Any public official accused of violating the state Ethics Law shall be solely responsible for the costs of his or her defense before the Oregon Government Ethics Commission. If the charges are dismissed or determined to be unfounded, the City Council, at its sole discretion, may elect to reimburse a public official for some or all of the costs incurred by the official. 1. Employees. When an employee has doubt as to the applicability of a provision of this ethics code or the Government Ethics Law to a particular situation, the employee should apply to the City Administrator, who is charged with the implementation of the City's ethics code for an advisory opinion, and be guided by that opinion when given. The employee shall have the opportunity to present his or her interpretation of the facts at issue and of the applicable provision(s) of the ethics code or Government Ethics Law before such advisory decision is made. All such requests for advice shall be treated as confidential. The City Administrator may ask the City Attorney to provide an advisory opinion based upon the facts presented, which opinion shall be subject to the attorney-client privilege. 2. Appointed and Elected Officials. When an appointed official or an elected official has doubt as to the applicability of a provision of ethics code or state Ethics Law to a particular situation, he or she may seek an advisory opinion from the City Attorney. If an appointed or elected official requests advice on an ethics question about that Ordinance No. Page 5 of 7 official's actions or potential actions, the opinion itself shall be subject to the attorney-client privilege and not be disclosed to the Mayor, Council members, or anyone other than the requesting official without the official's explicit approval. 3. The opinion of the City Administrator or the City Attorney shall not be considered an affirmative defense if a public official is charged by the Oregon Government Ethics Commission with a violation of state Ethics Law. H. Code of Ethics Definitions: 1) Employee - For the purposes of this section, "employee" shall mean one who is hired and pal "d a wage or salary to work for the City other than elected or appointed officials. 2) Appointed Official - For the purposes of this section, "appointed official" shall mean a pe-°son who is appointed to serve on one of the City's boards or commissions and shall also mean the City Administrator and City Attorney. 3) Elected Official - For the purposes of this section, "elected official" shall mean one who is elected by the registered voters of the City of Ashland to serve the city and shall include: the Mayor, the city councilors, the city recorder, the municipal judge and the pa-ks commissioners. 4) Public Official - For purposes of this section, "public official" shall mean any employee, appointed official or elected official. 5) Pr:..vate Interests - The interests, including but not limited to financial interests, of discrete individuals or entities, as distinct from the interests of the City as a whole or the interests of its citizens in general. 6) Relative - (a) The spouse and any children, siblings, parents, or spouses of siblings or parents of a public official; (b) any children, siblings, parents, or spouses of siblings or parents of a public official' s spouse; (c) any individual for whom a public official has a legal support obligation; or (d) any individual for whom a public official provides benefits arising from the public official's public employment or from whom the public of Eicial receives benefits arising from that individual's employment. 1. Municipal Court Judge. Notwithstanding any other provision of this ordinance, the conduct of the Municipal Court Judge, an elected official, shall be governed by the Rules of Judicial Conduct of the Oregon State Bar, including subsequently enacted amended, reordered, or renumbered versions thereof, specifically incorporated herein and made a part hereof by this refere,1ce. J. Sanctions. Violation of any provision of this section, determined after notice and an opportunity to be heard, shall constitute cause for disciplinary action up to and including termination for an employee, or removal from office of an appointed official. Discipline or removal actions shall be in addition to, and not in lieu of, any other City initiated sanction or penalty authorized by Title 1 of the Ashland Municipal Code. Ordinance No. Page 6 of 7 SECTION 2. SavinVs. 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 3. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. SECTION 4. 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 [No. 2-4] need not be codified, and the City Reco-der 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 2017, and duly PASSED and ADOPTED this day of , 2017. Barbara M. Christensen, City Recorder SIGNED and APPROVED this day of , 2017. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. Page 7 of 7 CITY OF ASHLAND Council Communication February 21, 2017, Business Meeting Second Reading of an ordinance amending the Flood Plain Corridor Lands Map FROM: Bill Molnar, Director of Community Development, bill.molnar&ashland.or.us SUMMARY To amend the City of Ashland Physical and Environmental Constraints Flood Plain Corridor map to reflect changes in the Federal Emergency Management Agency's Flood Insurance Rate Maps, providing consistency with Chapter 18.3. 10 (Development Standards for Flood Plain Corridor Lands) and Chapter 15.10 (Flood Damage Prevention Regulations) of the Ashland Municipal Code. BACKGROUND AND POLICY IMPLICATIONS The City Council held a public hearing and approved first reading of the proposed ordinance on February 7, 2017, without amendment. Ashland's Land Use Ordinance (Ch. 18.3.10: Development Standards for Flood Plain Corridor Lands), and Building Code (Ch. 15.10: Flood Damage Prevention Regulations), both contain requirements relating to development within the 100 year floodplain, and each specifically references the FEMA Flood Insurance Rate Maps (FIRM) and Flood Insurance Study (FIS) for Jackson County and Incorporated Areas. A Revised FIS was completed for Jackson County and will go into effect on April 5, 2017. The floodpla'In changes reflected in the new FIRM maps only impact properties along Neil Creek along the eastern perimeter of the city. Neil Creek's floodplain was remapped by FEMA as new topographic data was made available through a near infrared based light detection and range survey (LIDAR). This more precise topographic survey method allowed FEMA to update the FIS based on the revised elevations. Other regulated creeks within Ashland's City Limits (Ashland Creek, Bear Creek, Kitchen Creek, Tolman Creek, Cemetery Creek, Clay Creek, and Hamilton Creek) were not remapped by FEMA and their floodplains are therefore unchanged from those adopted in 2011. Properties that contain lands within the Neil Creek 100 year floodplain are primarily outside Ashland's City Limits and therefore have been notified by Jackson County of the pending FIRM changes. Within the city limits the only property affected by an increase in the area designated as 100 year floodplain is the City of Ashland Municipal Airport. The Neil Creek floodplain on other properties within the City of Ashland is to be reduced in area by the revised map. A detail map is provided as an attachment that illustrates where the Special Flood Hazard area (100 year floodplain) is being reduced, and the area on the Ashland Airport property where it is increasing. The National Flood Insurance Program (NFIP) supports local communities in their efforts to reduce the risk and consequences of serious flooding. In order to participate in the NFIP, a community must agree Page 1 of 3 ~r CITY OF ASHLAND to adopt and enforce sound floodplain management regulations and ordinances. In exchange for these practices, FEMA makes flood insurance available to homeowners, business owners and renters in these communities. The City of Ashland does not provide an evaluation of insurance needs for properties within the City. However information is available through FEMA's website that can assist individuals in determining how their properties classification within a Special Flood Hazard Zone may impact both their needed coverage and corresponding rates: http://www.floodsmart.Qov. Ultimately residents and business owners are advised to contact their insurance agents to determine how the newly mapped FEMA floodplains may impact their coverage needs and premium rates. The City is a voluntary participant in the Community Rating System (CRS) which is a program that recognizes and encourages community floodplain management activities that exceed the minimum National Flood Insurance Program (NFIP) requirements. As a result of participation in the CRS program, flood insurance premium rates in Ashland are currently discounted 15% throughout the City. Adoption of the proposed Flood Insurance Rate Maps, and Flood Insurance Study will allow Ashland to continue our efforts to regulate development within floodplains in a manner that effectively reduces flood risk, an J residents will remain eligible for flood insurance. COUNCIL (TOALS SUPPORTED: Goal 11: Prej)are the community for natural and human-made disasters. FISCAL IMPLICATIONS: N/A RECOMMENDATION AND REQUESTED ACTION: The Planning Commission held a public hearing on January 24, 2017, to review the proposed ordinance and revised Flood Plain Corridor Map. The Commission unanimously recommended the Council approve planning action 2017-0024 adopting the revised FIS and FIRM maps. Staff recomrr[ends that the Council approve second reading of the proposed ordinance. SUGGESTED MOTION: I move approval of second reading by title only of an ordinance titled, "An ordinance amending the Flood Plain Corridor Lands Map referenced in Chapter 18.3. 10 of the Ashland Municipal Code, and, adopting by reference the Federal Insurance Administration's April 5, 2017 Flood Insurance Study and Flood Insurance Rate maps for Jackson County and incorporated areas". ATTACHMENTS: • Draft Ordinance adopting the 2017 FIRM and FIS and amending Ashland's official Flood Plain Corridor Map. • Planning Staff Report PA92017-00024 • FEMA 100 year flood plain comparison map for Neil Creek Due to the size of the full FIS and Flood Insurance Rate Maps (FIRM), these documents are not included as printed attachments to this Council Communication, but are available electronically at the links below: Page 2 of 3 CITY OF ASHLAND • 2017 Flood Insurance Study (large file - 16MB - 298 pages) • 2017 FEMA Flood Insurance Rate Maps (large file - 12MB) Page 3 of 3 PIA11 ,VMS ORDINANCE NO. AN ORDINANCE AMENDING THE FLOOD PLAIN CORRIDOR LANDS MAP REFERENCED IN CHAPTER 18.3.10 OF THE ASHLAND MUNICIPAL CODE, AND ADOPTING THE FEDERAL INSURANCE ADMINISTRATION'S APRIL 5, 2017 FLOOD INSURANCE STUDY AND ACCOMPANING FLOOD INSURANCE RATE MAPS FOR JACKSON COUNTY OREGON AND INCORPORATED AREAS Annotated to show deletions and additions to the code sections being modified. Deletions are bold lined thrmigh 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 above referenced grant of power has been interpreted as affording all legislative powers home rule constitutional provisions reserved to Oregon Cities. City of Beaverton v International Ass'n of Firefighters, Local 1660, Beaverton Shop, 20 Or. App. 293, 53111 2d 730, 734 (1975); WHEREAS, the Federal Emergency Management Agency (FEMA) published a Flood Insurance Study (FIS), and Flood Insurance Rate Maps (FIRMS) to be effective on April 5, 2017 for Jackson County, Oregon and the incorporated areas; WHEREAS, the City of Ashland is a participant in the National Flood Insurance Program, and each participating community is responsible for planning, adoption and enforcement of regulations to accomplish proper floodplain management; WHEREAS Adoption of FEMA's Flood Insurance Studies and Flood Insurance Rate Maps benefits fiscal sustainability as it enables the City's continued participation in the NFIP, qualifying, the City for Federal assistance and making flood insurance available for property owners. WHEREAS, notice of the proposed Ordinance Amendment was sent to the Department of Land Conservation and Development (DLCD) as required by State law; WHEREAS, the Planning Commission of the City of Ashland conducted a duly advertised public hecaring on the above-referenced amendments on January 24, 2017; Ordinance No. Page 1 of 3 WHEREAS, the City Council of the City of Ashland conducted a duly advertised public hearing on the above-referenced amendments on February 7, 2017; WHEREAS, the City Council of the City of Ashland, following the close of the public hearing and record, deliberated and conducted first and second readings approving adoption of the Ordinance in accordance with Article 10 of the Ashland City Charter; WHEREAS, the City Council of the City of Ashland has determined that in order to protect life and property from flooding and flood hazards, and manage the areas subject to flooding to protect the public's interest, it is necessary to amend the Flood Plain Corridor Lands Map, as referenced in Chapter 18.3. 10 of the Ashland Municipal Code, to be consistent with the Federal Insurance Administration's Flood Insurance Rate Map (FIRM); and WHEREAS, the City Council of the City of Ashland has determined that an adequate factual bake exists for the amendments, the amendments are consistent with the comprehensive plan and that such amendments are fully supported by the record of this proceeding. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The above recitations are true and correct and are incorporated herein by this reference. SECTION 2. The City of Ashland hereby adopts the Federal Emergency Management Agency J EMA) Flood Insurance Study (FIS) dated "Revised April 1, 2017", and the Flood Insurance Rate Maps (FIRMS) for Jackson County, Oregon and the incorporated areas dated "Revised April 5, 2017" SECTION 3. The officially adopted City of Ashland Physical and Environmental Constraints Flood Plain Corridor Map, referenced in Chapter 18.3.10.060.A of the Ashland Municipal Code, is hereby amended to reflect the Federal Emergency Management Agency (FEMA) Flood Insurance Rate Maps (FIRMS) designated 100 year Floodplain boundaries within As -iland to be effective on April 5, 2017. SECTION 4. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. The foregi:)ing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2017, and duly PASSED and ADOPTED this day of , 2017. Barbara M. Christensen, City Recorder Ordinance No. Page 2 of 3 SIGNED and APPROVED this day of , 2017. John Stromberg, Mayor Reviewed as to form: David Lohman, City Attorney Ordinance No. Page 3 of 3 ASHLAND PLANNING DIVISION STAFF REPORT January 24, 1017 PLANNING ACTION: 42017-00024 APPLICANT: City of Ashland LOCATION: FEMA regulated Neil Creek Floodplain ORDINANCE REFERENCES: 18.5.9 Comprehensive Plan, Zoning, and Land Use Ordinance Amendments 18.3.10.080 Development Standards for Flood Plain Corridor Lands 15.10 Flood Damage Prevention Regulation REQUEST: To amend the City of Ashland Physical and Environmental Constraints map to reflect changes in the FEMA Flood Insurance Rate Maps relating to the Neil Creel 100 year floodplain, to provide consistency with Chapter 15.10 (Flood Damage Prevention Regulations) of the Ashland Municipal Code and federal regulations regarding building within the 100 year floodplain. 1. Relevant Facts A. Background - History of Application A Flood Insurance Study (FIS) was completed for Jackson County which evaluated flood hazards, floodway boundaries, and water surface elevations of the base flood utilizing the most current topographic information available, and current computer modeling of flood inundation scenarios. The result of this study is the creation of the new Digital Flood Insurance Rate Map (FIRM) which is the official map issued by the Flood Insurance Administration delineating the areas of special flood hazard. Ashland's Land Use Ordinance includes standards for development within floodplain lands (18.3.10) , and Ashland's Building Code (15.10) contains specific requirements for construction within the Federal Emergency Management Agency (FEMA) 100 year floodplains. The land use code specifically defines the Flood Plain Corridor Lands as areas within the 100-year Flood Plain as defined by the Federal Insurance Administration and identified in the Flood Insurance Rate Map (FIRM) (I 8.3.10.060.A). FEMA is preparing to issue a letter of Final Determination to Jackson County and the City of Ashland stating that new Flood Insurance Rate Map (FIRM) will become effective on April 1, 2017. Prior to the effective date of the new FIRM the City shall have completed its local adoption process to modify our Physical and Environmental Constraints map to accurately reflect FEMA's revised 100 year floodplains. Planning Action PA#2017-00024 Ashland Planning Division - Staff Report Applicant: City of Ashland G:lcomm-devlplanning\LongRange\FEMA Map Revisions12017 Page 1 of 5 The floodplain changes reflected in the new FIRM maps only impact properties along Neil Creek along the eastern perimeter of the city. The FIRM floodplain designations for the other regulated creeks within Ashland's City Limits (Ashland Creek, Bear Creek, Kitchen Creek, Tolman Creek, Cemetery Creek, Clay Creek, Hamilton Creek) are unchanged from those adopted in 2011. Of those properties that contain lands within the newly defined Neil Creek 100 year floodplain the majority are outside Ashland's City Limits and therefore have been notified by Jackson County of the pending FIRM changes. Within the city limits the only property affected by an increase in the area designated as 100 year floodplain is the City of Ashland Airport. The Neil Creek floodplain on other properties within the City of Ashland is to be reduced in area by the revised designation. A detail map is provided as attachment that illustrates where the 100 year floodplain is being reduced, and the area on the Ashland Airport property where it is increasing. 6. Detailed Description of the Site and Proposal Staff has been coordinating with FEMA and the Department of Land Conservation and Development since mid-2016 regarding the FIRM updates. The following modifications were made for the FIRM update in Ashland: • Update of the "Flood Insurance Study for Jackson County and Incorporated Areas" containing the scientific and engineering data and analysis for establishing the flood zones. The delineated Special Flood Hazard areas including the 100 and 500 year floodplains have been modified Neil Creek for within and adjacent to Ashland's City Limits. Ashland Creek, Bear Creek, Kitchen Creek, Tolman Creek, Cemetery Creek, Clay Creek, and Hamilton Creek have not been modified from the previously approved 2011 FIRM update, or Letters of Map Amendment (LOMA) that have been approved subsequent to 2011. • The City of Ashland Flood Plain Corridor Map has been updated to illustrate changes to the Neil Creek 100 year floodplain. • No changes to the Land Use Ordinance (Ch. 18), or local Building Code (Ch. 15) are proposed as numerous amendments were made in 2011 to address State and Federal requirements. II. Project Impact A. Regulated Area The City of Ashland Physical and Environmental Constraints ordinance classifies flood plain corridor lands as including: • Land contained within the 100-year Flood Plain as defined by the Federal Insurance Administration and identified in the Flood Insurance Map (FIRM) • Land within the area defined as Flood Plain Corridor Land in maps adopted by the Council (the official Physical and Environmental Constraints Floodplain Planning Action PA#2017-00024 Ashland Planning Division - Staff Report Applicant: City of Ashland G:lcomm-devlplanning\LongRange\FEMA Map Revisions12017 Page 2 of 5 Corridor Land Map) • Lands which have physical or historical evidence of flooding in the historical past. • All areas within 20 feet (horizontal distance) of any stream identified as a Riparian Preservation Creek on the Physical and Environmental Constraints Floodplain Corridor Lands Map. • All areas within ten feet (horizontal distance) of any stream identified as a Land Drainage Corridor on the Physical and Environmental Constraints Floodplain Corridor Lands Map. Of these five distinct areas the proposed map changes to adopt the new Digital FIRMS only relate to the delineation of the 100 year Floodplain. Adoption of the proposed changes to Ashland's Flood Plain Corridor Lands Map will provide consistency between the official city map, and the 100-year Flood Plain as defined by the Federal Insurance Administration and identified in the Flood Insurance Map (FIRM). Other water resource protection zones including riparian protection zones, wetlands, and areas of historic flooding remain regulated and are not modified by this planning action. The FEMA regulated floodplains include areas along Ashland Creek, Bear Creek, Kitchen Creek, Neil Creek, Tolman Creek, Cemetery Creek, Clay Creek, and Hamilton Creek. Given the scope of changes to the 2017 FIRM maps only affect the Neil Creek floodplain, the Ashland Municipal Airport is the only property within the City Limits will be impacted by an increase in the area designated as being within the 100 year floodplain. Other properties along Neil Creek, both within the City Limits, and within the County, will see a reduction in the area regulated as 100 year flood plain following adoption of the revised FIRMS. Detailed comparison maps showing the areas where the FEMA 100 and 500 year floodplain have been remapped to expand or contract are included as attachments to this staff report. B. Insurance Rates The City of Ashland is a jurisdiction that exceeds the National Flood Insurance Programs (NFIP) minimum requirements for implementing protections in special flood hazard areas. Due to these efforts the City is ranked highly in the NFIP Community rating system which entitles residents to purchase NFIP insurance and receive a 15% reduction in flood insurance rates. Adoption of the model code language into the Municipal Code in 2011 furthered Ashland's efforts to address structural and non-structural developments regulated by the NFIP and maintain Ashland's status as a participating jurisdiction. Adjustments to the 100 and 500 year floodplain may impact flood insurance rates for individual properties within the special flood hazard areas. In cases where the land area delineated as within a flood zone is reduced as a result of the FIRM changes Planning Action PA#2017-00024 Ashland Planning Division - Staff Report Applicant: City of Ashland G:\comm-dev\planning\LongRang e\FEMA Map Revisions\2017 Page 3 of 5 insurance costs could decrease. In cases where the flood zone area is increased on a property, or moved into a higher risk classification, they could see an increase in insurance premiums. In the event an increase in insurance rates is anticipated due to adjustments in the flood zone location or area property owners are well advised to work with their insurer and the NFIP to determine if they can "grandfather" in their existing rates. C. Planning Commission Deliberations The Planning Commission makes a recommendation on the Map amendments to the City Council and the City Council makes the final decision. III Procedural - Required Burden of Proof 18.5.9.020 Applicability and Review Procedure Applications for Plan Amendments and Zone Changes are as follows: B. Type III. It may be necessary from time to time to make legislative amendments in order to conform with the Comprehensive Plan or to meet other changes in circumstances or conditions. The Type III procedure applies to the creation, revision, or large-scale implementation of public policy requiring City Council approval and enactment of an ordinance; this includes adoption of regulations, zone changes for large areas, zone changes requiring comprehensive plan amendment, comprehensive plan map or text amendment, annexations (see chapter 18.5.8 for annexation information), and urban growth boundary amendments. The following planning actions shall be subject to the Type III procedure. 1. Zone changes or amendments to the Zoning Map or other official maps, except where minor amendments or corrections may be processed through the Type II procedure pursuant to subsection 18.5.9.020.A, above. 2. Comprehensive Plan changes, including text and map changes or changes to other official maps. 3. Land Use Ordinance amendments. 4. Urban Growth Boundary amendments. IV. Conclusions and Recommendations Staff supports the revisions to the official Physical and Environmental Constraints map as proposed. The map changes are warranted due to the change in conditions as reflected in the Flood Insurance Study completed by FEMA in 2016 and to correspond to the FEMA Flood Insurance Rate Maps. Should the revised Flood Insurance Rate Maps amendments riot be adopted, the City would not conform to federal regulations regarding development within the flood hazard areas. Planning Action PA#2017-00024 Ashland Planning Division - Staff Report Applicant: City of Ashland G:1Comm-devlplanning\LongRange\FEMA Map Revisions12017 Page 4 of 5 Attachments: • Draft Ordinance adopting the FIS and Revised Firm Maps • 2017 FEMA 100 Year Flood Plain Neil Creek Comparison Map http•//www ashland or us/SIB/files/2017 NeilCreek FIRM update.pdf Electronic Link attachments - very large files • 21")17 FEMA Flood Insurance Rate Maps (12Mb) hito://www ashland or us/SIB/files/Revised FIRM maps 2017.pdf • 2017 Flood Insurance Study (16Mb) hitp•//www ashland or us/SIB/files/2017 FIS 41029CV00 full.pdf Planning Action PA#2017-00024 Ashland Planning Division - Staff Report Applicant: City of Ashland G:lcomm-devlplanning\LongRange\FEMA Map Revisions12017 Page 5 of 5 V-: ti Now E \ I - - V. ; l \ , s F A SUITON P4 ~ ~ ..fit 'ti _ ' • • r _ Z t t • • • , • . LLI J C • CoE - - { OQ FQ Q~ f 3 r i- ~ CORN • - -r-FtR$ONAV V P -a • ■ ■ ■ ■ ' • : Legend Ashland City Limits F--- FEMA zone comparison C now 100 yr zone - - - W 1 n l n r in zon W F - Was 00 yr, o o ge e - 5 ! 100 year, no change C I T Y O F ASHLAND 500 year, no change M:\Pro MAP\2011-02-22 FEMA Update\2016 Update4md\2016update.mxd 2 C/I Lij