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2017-0905 Council Packet
ASHLAND CITY COUNCIL STUDY SESSION MINUTES Monday, August 14, 2017 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:30 PM Councilor Rosenthal, Councilor Morris, Councilor Seffinger and Councilor Darrow were present. Councilor Lemhouse and Councilor Slattery were absent. 1. Public Input Maureen Batistella-395 Hemlock Lane- Ashland- Thanked Council for their service to the City. Asked Council place Senior Center reorganization on a future City Council Agenda. 2. Look Ahead Review Mr. Karns gave a brief overview of the Look Ahead. 3. Discussion of Prioritization and Designation of Essential Routes and Structures Public Works Director, Mike Faught gave a brief background of the Routes and Structures. Art Anderson from ODOT gave the Council handouts regarding the 5 Phase approach and went a PowerPoint presentation (see attached). Mr. Faught went over the triage approach and showed the Council maps showing the routes (see attached). Council gave support of the concept and asked to bring back to Council 4. Creation of Alan Bates Service Award Councilor Rosenthal suggested giving out a Public Service Award to Senator Bates. He suggested to have a "Public Service Award or Acknowledgment for Citizens Award", which could acknowledge Citizens, employees or elected officials who work for the interest of Ashland. Council gave consensus to this idea and the next step is to come up with criteria. 5. Adjournment The Study Session was adjourned at 6:42 PM Respectfully Submitted by: City Recorder, Melissa Huhtala Attest: Mayor Stromberg ASHLAND CITY COUNCIL STUDY SESSION MINUTES Monday, August 14, 2017 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:30 PM Councilor Rosenthal, Councilor Morris, Councilor Seffinger and Councilor Darrow were present. Councilor Lemhouse and Councilor Slattery were absent. 1. Public Input Maureen Batistella-395 Hemlock Lane- Ashland- Thanked Council for their service to the City. Asked Council place Senior Center reorganization on a future City Council Agenda. 2. Look Ahead Review Interim City Administrator, John Karns gave a brief overview of the Look Ahead. 3. Discussion of Prioritization and Designation of Essential Routes and Structures Public Works Director, Mike Faught gave a brief background of the Routes and Structures. Art Anderson from ODOT gave the Council handouts regarding the 5 Phase approach and went a PowerPoint presentation (see attached). Mr. Faught went over the triage approach and showed the Council maps showing the routes (see attached). Council gave support of the concept and asked to bring back to Council 4. Creation of Alan Bates Service Award Councilor Rosenthal suggested giving out a Public Service Award to Senator Bates. He suggested to have a "Public Service Award or Acknowledgment for Citizens Award", which could acknowledge Citizens, employees or elected officials who work for the interest of Ashland. Council gave consensus to this idea and the next step is to come up with criteria. 5. Adjournment The Study Session was adjourned at 6:42 PM Respectfully Submitted by: City Recorder, Melissa Huhtala Attes Mayor Stromberg MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL August 15, 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.] CALL TO ORDER Mayor Stromberg called the Business Meeting to order at 7:03 PM. PLEDGE OF ALLEGIANCE ROLL CALL Councilor Darrow, Councilor Rosenthal, Councilor Seffinger and Councilor Morris were present. Councilor Slattery and Councilor Lemhouse were absent. MAYOR'S ANNOUNCEMENTS The Mayor announced the City of Ashland currently has vacancies on the Airport, Historic, Housing and Human Services, Tree, Transportation Commission and Wildfire Mitigation Commissions. For more information you can go to the City website: www.ashland.or.us or contact the City Recorder, Melissa Huhtala: Melissa.huhtala@ashland.or.us. APPROVAL OF MINUTES 1. Study Session of July 31, 2017 2. Business Meeting of August 1, 2017 Councilor Rosenthal moved to approve the minutes. Councilor Morris seconded. Discussion: None. All Ayes. Motion passed unanimously. SPECIAL PRESENTATIONS & AWARDS 1. Annual presentation by the Conservation Commission Marni Koopman and Risa Buck gave an update of the conservation Commission and discussed the CEAP Plan. Councilor Rosenthal thanked the presenters for their service. Councilor Seffinger and Councilor Darrow spoke in appreciation and importance the importance of their work. 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.) [I5 minutes maximum] Claudia Ballard-170 Reiten Dr., Ashland -Requested that the Council work on proposed changes to the Senior Center. Jackie Bachman-943 B. St., Ashland - Spoke regarding a shared vision of support and services for the seniors. Thanked Councilor Seffinger for her focus on the 55 and over age group. She suggested to add to a future agenda how to address needs of citizens 55 & older. Echo Fields-367 Glenn St., Ashland- Read a letter regarding the Ashland Senior Center (see attached). Will Churchill-642 Sutton Pl. Ashland -Spoke regarding the lack of knowledge to the citizens for the last Parks Meeting regarding the Senior Center. Suggested to look into this further before they make changes. Art Tetraugt -500 YMCA Way-Ashland - Spoke regarding the Senior Center. ExplainedIe has been going to the Senior Center for years for the meals. He spoke that the Grove is not an appropriate place for this. He explained that AARP has been contacted and will start coming to meetings. Candy Barnhill-947 Cypress Pt. Loop-Ashland- Spoke that she volunteered at Senior Program and explained all citizens need to meet basic needs regardless of age. She suggested to work with Parks to explore expansion for Senior services. Asked council to intervene on the decision made about the Senior Program and to listen to the Citizens of Ashland. Huelz Gutcheon-2253 HWY 99-Ashland- Spoke:regarding climate change and over population. Spoke regarding the need to reduce our carbons. CONSENT AGENDA 1. Approval of minutes of boards, commissions, and committees Councilor Morris regarding an approved development at East Main St. & Mountain mentioning Workforce Housing in the Planning Commission Minutes. This item was, suggested to bring to a Study Session. 2. Ratification of a three-year labor contract with the Electrical Union, IBEW Local No. 659 3. Annual liquor license renewals 4. Appointment of Linda Reppond to the Housing and Human Services Commission Councilor Seffinger spoke she would like to meet with Ms. Reppond before appointment. Council gave consensus to pull this item and add to the next Council Agenda. 5. Ashland Water' Advisory Committee quorum reduction . 6. Liquor license application for Red Tail Inn, LLC 7. Lithia Park Master Plan award of contract Councilor Darrow spoke that this was a good process and that the contract will provide the services needed; however, cannot support approving a contract while looking at cost recovery on the senior program. Parks Director, Michael Black explained that Lithia Park has been here for 100 years and has grown in phases. He explained it is time to ensure that a plan keeps the park here for another 100 years. He explained that the funds in the CIP are only to be used for improvements. Councilor Seffmger spoke regarding evaluation of ADA regulations to help with seniors. Mr. Black spoke that the entire park will be looked at to ensure access for all. Councilor Rosenthal moved approval of Parks Master Plan and award of contract. Councilor Seffinger seconded. Discussion: Councilor Rosenthal spoke that the value the Community has gotten from this investment for the last 100 years and hope it continues. Councilor Seffinger spoke that she was. previously on the Parks Commission and the importance of a Master Plan. Roll Call Vote: Councilor Rosenthal, Councilor Seffinger and Councilor Morris: YES. Councilor Darrow: NO. Motion passed 3-1. Councilor Rosenthal moved approval of items 1-4 and 5-6 on consent agenda. Councilor Morris seconded. Discussion: None. Motion passed unanimously. 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 UNFINISHED BUSINESS 1. Continued discussion regarding study sessions Interim City Administrator, John Karns gave an overview of the previous Study Session discussions. Council gave consensus to move meetings to Council Chambers beginning in October. Mr. Karns went over the questions provided in the Council Communication. Council discussed to have 2 hour segments and use some of the time for listening sessions with the public. Council discussed whether or not to have Public Forum at every Study Session. Council gave consensus to keep Public Forum but possibly in a different format. Councilor Morris suggested to have Public Forum be for each topic. Mayor Stromberg spoke that Staff would bring back other ideas for this topic. Council discussed if it was needed to re-consider what kinds of decisions are allowed to be made at Study Sessions. (Currently, Council can give "guidance to staff concerning matters to be presented to Council for decision at subsequent meetings" and, by consensus, "may direct staff to take action on other matters that do not require Council decision by ordinance or resolution."). It was decided for Staff to review the Meeting Ordinance to see if updates are needed. Council discussed what type of topics are good for a Study Session verses a Business Meeting. Councilor Rosenthal suggested if there are light Business Meetings to cancel the Study Session and move it to the Business Meeting. Council discussed if they would prefer having the majority of Council decide on an agenda item. Mr. Karns went over the current list of possible Study Session items: • Discussion of solutions of deer problems. • Update on internal control policies. • Senior Issues. • Report on Eugene homeless & Shelter Infrastructure. Mayor Stromberg explained he would be meeting with the Mayor in Eugene in October and would report back to Council. • Continued discussion of Lithia pioneer street beautification project. Assistant to the City Administrator, Adam Hanks explained that the downtown beautification list will be revisited. Mayor Stromberg spoke that there is $266,000 allocated of tourism related room tax that can be used for tourist promotion projects downtown. He spoke that the City needs to get permission from the legislator to use if for beautification. Councilor Seffinger questioned if some of the money could be used for restoring the fountain. Mr. Hanks will report back to Council on this topic. • Waterline Road LID disillusion. • Civic Donations. • Role of Council Liaisons expectations of being a liaison. • Discussion of AFN governments recommendation. NEW AND MISCELLANEOUS BUSINESS None ORDINANCES, RESOLUTIONS AND CONTRACTS None OTHER BUSINESS FROM COUNCIL MEMBERSIREPORTS FROM COUNCIL LIAISONS Councilor Darrow announced that on Wednesday August 23`d from 4-7 PM there will be the Ashland Community Family Fest at the ACRC facility-570 Clover lane. ADJOURNMENT OF BUSINESS MEETING The Business Meeting was adjourned at: 8:41 PM Respectfully submitted by: City Recorder, Melissa Huhtala Attest: Ma r trombe In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrators office at (541) 488-6002 (TTYphone 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 Business Meeting September 5, 2017' Title: Introduction to Emergency Communications of Southern Oregon From: Tighe O'Meara -Police Chief Tighe.omeara@ashland.or.us Summary: Margie Moulin, Director of Emergency Communications of Southern Oregon (ECSO) is going to. brief the Council on ECSO's operations and challenges going forward. ECSO is the 911 and dispatch center for all emergency services in southern Oregon, with the exception of the state police. Actions, Options, or Potential Motions: No action is required, this presentation is meant to educate the Council and community. Staff Recommendation: NA Resource Requirements: NA Policies, Plans and Goals Supported: N/A BackLFround and Additional Information: For several years both the Ashland Police Department (APD) and the Ashland Fire Department (AFR) have contracted with ECSO to provide emergency and non-emergency call taking and dispatching services for the city. ECSO provides these services for all communities and emergency agencies in Jackson County with the exception of the state police. Regional dispatch centers represent the best practices in emergency communication management. ECSO's call load has been increasing steadily, as have other demands on the dispatchers' time and attention. Currently ECSO gets it funding from several sources, including direct fee assessment from subscriber agencies such as APD and AFR. However, alternative funding models have been explored. Director Moulin is coming before the Council discuss trends and emerging challenges in emergency communications management. Director Moulin will do a short presentation then answer any questions the Council has. Attachments: Copy of power point presentation Page Iof I CITY OF -ASHLAND I I ! I 1 EMERGENCY COMMUNICATIONS of SOUTHERN OREGON V 0 100 Your 9-1-1 Dispatch Center for all of Jackson County and Crater Lake National Park I E• Board ECSO Council LDirector User GrOUD 11, y Margie Moulin I (Advisory) Operations Perform Jeff McCamish HR/Finance IT Manager W Manag r 1) Manager W Manager (110 Kevin Harris Johnna Pellam Jody Hathaway Corey Nelson Joe Crawford Jeff Palmer Supervisors Jeanette Giossi • • ' • Sarah Leonard Craig Williams -73 Chad Pliler 'Lead I • cialists (361); Who ECSO serves: 29 Law, Fire and EMS agencies ECSO Agencies Medford Police Department Prospect Fire Department Jackson County Sheriff Office (JCSO) Fire District #4 - Shady Cove/Trail Ashland Police Department Butte Falls Fire Department Central Point Police Department Fire District #b - Evans Valley/Wiener Shady Cove (Covered byJCSO) Lake Creek Rural Fire Butte Falls Police Department Rogue River Fire Department -Rogue River Police Department Fire District #3 - North Valley Jacksonville Police Department Medford Airport Fire Department Phoenix Police Department Medford Fire Department Talent Police Department Jacksonville Fire Department Eagle Point Police Department Fire District #5 - Phoenix/Talent i Crater Lake National Park Fire District #9 - Applegate Southern Oregon University Greensprings Fire Department Bureau of Land Management Ashland Fire & Rescue U.S. Forest Service I I Strategic Goals 2oi6 - 2019 Goal i Develop Consistent, Sustainable Fiscal Plan Enhance Performance Management Processes and Service Outcomes Goal 3 - Strengthen Communications and Collaboration with our Public Safety Partners, ECSO Personnel, and the Citizens We Serve. Goal 4 - Develop a Plan for Robust Public Safety Radio Infrastructure i i i i What we do ; j ECSO's primary function is to provide 24 hours per day, 7 days'per week, 9-1-1 call handling and radio dispatching services for police, fire and EMS. During 2016, our dispatchers handled 427,337 calls, 897,878 radio transmissions and 328,791 CAD incidents. TIN~ ■ i i I I 1 I i Total Call Volume 80,000 - 160,000 - - - 140,000 120,000 _ 100,000 - - 80,000 60,000 40,000 - - 20Y000 - 0 9-1-1 io Digit Admin (In) Admin (Out) Law/Fire Back Emergency Lines 0 2011 88,869 12,187 181,136 96,653 26,552 © 2012 94,242 14,289 178,742 96,919 23,364 ■ 2013 102,701 16,425 164,412 95,656 25,111 0 2014, 107,100 16,992 157,017 89,175 29,495 ■ 2015 io9,969 15,90' 159,507 92,146 27,939 W 2016 111,737 19,665 170,948 95,061 27,831 2011- 413,742 2012 - 414414 2013 - 409913 2014 - 405,231 2015 - 410,690 2016 - 427337 -1-1 Call Volume ,..t, 2011 2012 2013 2014 2015 2oi6 Budg'eted Change, FY FY FY FY FY FY FY 11/12 12/13 13/14 14/15 15/16 16/17 17/18 Dispatch Supervisors 4 4 4 4 5 5 5 Telecommunication 39 39 39 39 39 39 40 Specialists Total FTE Positions 50 50 50 50 51 51 52 % Change 0% 0% 0% 0% 1% 0% 1% i Workload vs. FTE 30% 25% 24% - - - - - - - - - 20% 21% 16 % - _ - 15% 10% T___--- 0 ° 0% r o% o% o% 1% 0% 2012 2013 2014 2015 2o16 Calls -+-Personnel i i i i ~ I i CO*mPuter A i*ded 'Dispatch nc1 en s 350,000 300,000 250 000 200, 000 150,000 100,000 50,000 Total Law Fire/EMS 2012 293573 267,283 26,290 ■ 2013 310,165 282,124 281041 ■ 2014 310,703 281330 29373 ■ 2015 315,655 28+585 31,070 ■ 2016 328,791 2960-78 32,613 Radi*o Transmissions 2016:. 897,878 : 8871 183 Law 2014: 8971701 ■ JCSO Primary ■ Secondary 0 2013: 9371P596 ■ APD Primary ■ MPD/CPPD Primary 2012: 954-,635 ®TC2 Fire ■ Medford Fire ■ North County Fire ■ South County Fire Primary • 1 • . 1 , • • Primary, pv Fire 1 • 1 1 1 • 1 Secondary 1 North County 1: 6 O /o 6% 32% FY 20117-2oi-8 Budget:- $7J63,913 ECSO is primarily self-supporting through user fees from participating jurisdictions, State 9-1-1 excise taxes and some small partnership contracts. User rates are based upon the County Tax Assessor's rates as determined in November of 2016. The overall increase for the County is 3.9%. This rate is used for the Minimum Users. The rates for each fire and law jurisdiction not deemed a minimum user are increased by their individual tax rate determined by the County Tax Assessor in November 2016. The user fees, 911 fund revenue, income from partnerships, interest and beginning fund balance make up the total budget of $7,163,913. M User Fees ■ Beginning Fund Balance w 911 Funds ■ Partnerships 0 Interest w Miscellaneous o~ 00 Expenditures Transfers Out Capital Expenditures Materials and Services 3% 1% 13% r = - Personnel - Salaries & Benefits 83% Challen,ges • Next Gen 9-1-1- } o Text to 9-1-1 o Pictures o Video o Social Media o Telematics (OnStar, Sync, etc) ` o Other o Cyber Security • Radio Infrastructure o Decrease in coverage after Narrowbanding o Three radio systems IT awo ECSO Radio Consoles outdated o Department of Homeland Security, Office of Emergency Communications Report o Radio Task Force A~ r E i yf~4' r., as Y~ ^~t~ r r ~ r.!'~ ~.,•~r~ A t • a ' ` s y, 'rid ..t } '.INC 'ti r y ~~y, q l low Noma Minutes for the Conservation Commission July 26, 2017 Page 1 of 4 MINUTES FOR THE ASHLAND CONSERVATION. COMMISSION Wednesday, July 26, 2017 Siskiyou Room, 51 Winburn Way 1. Call to Order Chair Marni Koopman called the meeting to order at 6:00 p.m. Commissioners Mark Weir, Risa Buck, Roxane Biegel-Coryell, Jamie Rosenthal, Bryan Sohl,' James McGinnis, and David Sommer were present. Staff member Adam Hanks was present. Commissioner David Sommer was late. Commissioner Cara Cruickshank and Council Liaison Traci Darrow were absent. 2. Announcements The next commission meeting will be August 23, 2017. Group discussed'the upcoming meeting calendar and agreed to combine the November and December meetings into one meeting on December 13tH 3. Public Forum Huelz Gutchen - stated that changes happening soon to energy production and use need to be fully studied. They have already caused lots of upheaval and concern. He stated if we use % as much electricity as we currently do, that's equal to adding twice as many solar panels. This means efficiency is more important that generation. BPA gives us lots of efficiency rebates and if we reduced more BPA would be excited. If we install a little solar, though, they would be upset and will charge us more. This is due to the contract we signed years ago. He stated we don't actually get any of our electrons from the Bonneville dam, that the sources are all from an old program created in the 1940s and 1950s, before solar panels. BPA is now looking into solar but it needs to be studied more to see how it evolves. He stated that contracts can be re-written. Sohl asked for clarification on BPA contracts. Hanks gave information on the issues related to large-scale solar production. The contract concerns don't apply for small-scale installations. Buck asked if this means small-scale is a way to achieve the 10x20 ordinance. Hanks gave information about some possible smaller-scale options. Group agreed to move new business to earlier in the agenda, as Sohl must to depart early. 4. New Business Climate & Energy Action Plan Update - Sohl gave an update on the discussion from the Council, meeting. He stated that Council decided to do an ad hoc committee, rather than a full-committee at this time. Hanks gave additional details of the Council decision and the next steps.' Sohl gave an overview of the discussion Council had regarding goals and targets. Group discussed their feelings about the decision. 5. Reports/ Presentations/ Updates Recology Quarterly Update - Rosenthal gave an update of recent and upcoming Recology, activities including: Minutes for the Conservation Commission July 26, 2017 Page 2 of 4 • They are focusing on preventing, "wishful recycling" - i.e. things which cannot be recycled but frequently are placed in recycle bins. a The Household Hazardous Waste event, which went from 506 vehicles in 2016 to 584 in 2017. There were 62,000 pounds of waste. She reminded the group that for the Household Hazardous Waste event, the waste haulers pay $125 per car but only charge $5 per car. This is why the event can't occur on a more frequent basis. • The Firewise Clean-up Day went well, with about 100 vehicles attending. They are working to find ways to increase participation next year. • On 4th of July Recology introduced "Buddy Blue", their recycling mascot. The parade was a fun introduction to Buddy and they hope it's a useful learning tool. • Also on 4th of July they provided 44 clear-stream bins. A few of the redeemable bags were taken, but they were overall impressed by the low levels of contamination in the bins. • The first "Lend Me a Plate" program went well. They will continue with a "soft" opening of the program over the next few months. • Planning for the Bear Creek -Salmon Festival is underway. City Conservation Programs and Operations - Hanks stated that there isn't much of an update other than the 10x20 project, which he covered earlier in the meeting. McGinnis asked if there are any discussions on land swaps or purchases with SO Land Conservancy to achieve both solar installation and trail easements? Hanks gave an update on some of the options to achieve 10x20 through smaller-scale projects, which seems to have more potential and higher co-benefits. Additionally, mixing trail easements with the wastewater treatment plan needs (that the property was originally purchased for) seem to be a good mix. Group discussed ways in which the City could partner with commercial buildings to install solar throughout town. Koopman wondered if the group had any interest in creating a statement in support of using the Imperatrice property for purposes other than a solar farm. Weir/Sohl m/s to create a statement asking that the City Council support both the Southern Oregon Land Conservancy and the Parks Commission in moving forward with conserving the Imperatrice property for natural resources and recreational purposes. Discussion: Weir stated that his intent is to try and put a flag in the sand that conservation of this space should take priority. He wants to support SO Land Conservancy and their recognition of what is on that site (species-wise) as well as the value of open space to the Ashland community. Sohl stated that he has mixed feelings about the whole thing. On the one hand, any power generation has tradeoffs and consequences and we need to pick our poison. On the other, he agrees that there are many more degraded locations that should be used first. Ultimately he thinks there is value in using a portion of the property for solar and preserve the rest. Buck wondered if there was a chance to use the site as a solar demonstration site, rather than a full solar park, though understands that's probably too costly. She thinks there must be a way to balance all the multiple uses of the space. Hanks informed her that a solar demonstration is being Minutes for the Conservation Commission July 26, 2017 Page 3 of 4 considered closer to the wastewater treatment plant, which would be more accessible by the public. Koopman stated that she was struck by the aerial photo of the property and how much connectivity could be provided by the property. She also wants serious consideration of the high- value species which need to be protected. The best practice in climate adaptation is to not do any additional damage to natural resources. McGinnis stated that he is also concerned with the co- benefits provided by the property. He understands the desire to have solar panels to show the world that we're doing something but doesn't think that using this property is economically viable. Additionally, we need to remember that the land was purchased for wastewater treatment plant needs and if they had been using it as originally intended then it wouldn't be available now for any of the uses we're now debating. Beigel-Coryell stated that she agrees that other options are more viable. Rosenthal stated that she's curious to know what are the potential negative effects of solar on an area. Weir gave details on the amount of concrete needed, wear and tear on roads, climate change for species whose habitat would change with the new shade, and environmental damage in other countries who produce the solar panels. Sommer stated he agrees with Weir about the negative effects; and would add that replacement cycles of solar are rather daunting, even without taking into account potential damage or vandalism costs. Voice Vote: 8 ayes, 1 nay. Motion Passes. Commissioner Sohl departed at 7:1Op. m. Water Subcommittee - Buck stated they met with grey water installer, Karen Taylor, who will be doing an installation on September 30th for education purposes. City Water Conservation staff will help organize publicizing and certificates for continuing education. They are hoping to focus on having contractors attend the installation. Council Update - Hanks apologized for not bringing this up at the last meeting, but the annual presentation by the commission to Council is scheduled for August 15. He drafted an update for Koopman and Buck to edit and present. 6. Old Business Sneak Preview Column - Group discussion potential article topics and agreed to the following: • September - Laundry to Landscape article, possibly written by staff member Julie Smitherman • October - Storm Drains, by Cruickshank (she should tee-up the November article) • November - Leaf Bag program, by Rosenthal • December - CEAP ordinances (the big picture on where we are), by McGinnis • January - possibly an article about conservation successes at the ASD, by Sommer Conservation Commission Goal Setting- Koopman stated that the group should probably set goals for next year. Group generally agreed to use the next meeting as their goal setting session. They also agreed to send any proposed goals to Koopman to kick-off the discussion: CITY OF ASHLAND ASHLAND PLANNING COMMISSION MINUTES August 8, 2017 CALL TO ORDER Chair Roger Pearce called the meeting to order at 7:01 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Troy Brown, Jr. Bill Molnar, Community Development Director. Michael Dawkins Derek Severson, Senior Planner Debbie Miller Dana Smith, Executive Assistant Melanie Mindlin Haywood Norton Roger Pearce Lynn Thompson Absent Members: Council Liaison: None Dennis Slattery, absent ANNOUNCEMENTS Community Development Director Bill Molnar announced staff would attend a study session with the Council in September regarding the cottage housing ordinance. A commissioner would attend the meeting as well. Chair Pearce announced the Land Use Board of Appeals (LUBA) issued the decision in the McMonagle vs. Ashland appeal. LUBA overturned and remanded the City's decision. Mr. Molnar would forward copies to the Commission. AD-HOC COMMITTEE UPDATES Commissioner Mindlin noted the Wildfire Mitigation Commission would address the wildfire mitigation ordinance soon. CONSENT AGENDA A. Approval of Minutes 1. July 11, 2017 Regular Meeting. 2. July 25, 2017 Study Session. Commissioners Dawkins/Norton mis to approve the July 11, 2017 meeting minutes. Voice Vote: ALL AYES. Motion passed. Commissioners Brown and Thompson abstained. Commissioners Mindlin/Thompson m/s to approve the July 25, 2017 Study Session minutes. Voice Vote: ALL AYES. Motion passed. PUBLIC FORUM - None UNFINISHED BUSINESS A. Adoption of Findings for PA-2017-01059,1068 East Main Street. Ashland Planning Commission . August 8, 2017 Page 1 of 5 Senior Planner Derek Severson explained staff formulated the Findings for open space on page 7 and 8 so the condition was a response to the plans and not a statement of precedent. The Commission wanted to look at it further in a study session. At Chair Pearce's suggestion, the Commission agreed to the following changes to the Findings: • Page 4, change Section 2. Conclusory Findings to Section 2. Findings and Conclusions. • _ Page 8, change the first sentence in the last paragraph from "The Planning Commission finds that the use of the term "open space" appears to be used inconsistently throughout the Land Use Ordinance," to "The Planning Commission finds that the term "open space" appears to be used in different contexts in different sections of the Land Use Ordinance." Commissioners Thompson/Dawkins m/s to approve the Findings for PA-2017-01059,1068 East Main Street. DISCUSSION: The Commission declared no ex parte regarding the matter. Voice Vote: all AYES. Motion passed. TYPE II PUBLIC HEARINGS A. PLANNING ACTION: PA-2017-01199 SUBJECT PROPERTY: 707 Heiman Street OWNERIAPPLICANT: PDK Properties DESCRIPTION: A request for preliminary subdivision plat approval to create an eight-lot subdivision for the property located at 707 Heiman Street. The application also includes a request for an Exception to Street Standards to install curbside sidewalks along the full frontage of the property where city Street Standards would typically require that a park row planting strip with street trees be installed between the curb and sidewalk. The application also includes a Tree Removal Permit to remove one significant tree (#33) an 18-inch diameter Ponderosa Pine. COMPREHENSIVE PLAN DESIGNATION: Single-Family Residential; ZONING: R-1-5; ASSESSOR'S MAP: 391E 04BC; TAX LOT 100. Commissioner Pearce read aloud the public hearing procedures for land use hearings. Ex Parte Contact Commissioners Dawkins, Thompson, Pearce, and Norton declared site visits. Commissioners Brown and Mindlin drove past the site. Commissioner Miller attended the site visit and drove past the site on several occasions. No ex parte contact was reported. Staff Report Senior Planner Derek Severson explained this was a Preliminary Subdivision Pat Approval that would create an eight lot subdivision." The application was being processed under the subdivision chapter instead of the performance standards options. It looked at whether the proposal met the dimensional requirements of the zoning and access in utilities, not the base densities and open space requirements. There was also an exception to the street standards to install five-foot curbside sidewalks along the frontage of the property, instead of having a seven foot parkrow between the curb and sidewalk. A tree removal permit was issued to remove a Ponderosa Pine tree. The subject property was at the corner of Randy Street and Laurel Street despite the Helman address. It was 1.14 acres or approximately 49,901 square feet with a 1,971 square foot house slated for demolition. The current driveway circulated through the property. The applicants wanted to remove 41 trees on the property. In residential zones, only significant trees required a tree removal permit. The applicant requested a sidewalk exception due to the slope at the edge of Laurel Street that wrapped around Randy Street. A park row would push sidewalk improvements 12 feet back from the curb into the hillside. Having a five-foot sidewalk would lessen the amount of retaining wall needed for installation. Ashland Planning Commission August 8, 2097 Page 2 of 5 The Building Department approved the house demolition pending Commission approval of the redevelopment plan. The application included a drainage and draining plan with storm drainage detention on site. The utility plan was included. The applicants added solar envelopes illustrating potential eave heights and the setback needed to comply with Solar Standard A in the solar ordinance. The Tree Commission supported the tree removal request. They wanted a tree protection plan to ensure the trees on neighboring properties were protected particularly during the bioswale installation, The Tree Commission also wanted street trees planted behind the sidewalk if there was not a park row. Another request would maintain the trees in perpetuity in lieu of street trees in a park row. The Commission hoped landscaping for the eight lots would mitigate the removal of the 41 trees. Staff supported the request. The project would develop eight new earth advantage platinum homes, sidewalks, and limited driveways to two. The project benefited the neighborhood and met the approval criteria with the conditions recommended in the report. Questions of Staff Staff was asked if widening the sidewalk at the corner across from the school to create a refuge area was considered. Mr. Severson Derek responded they had not discussed widening that area. . Mr. Severson explained a curb cut with a truncated dome was the thermal plastic piece installed at the curb cut of a crosswalk for ADA access and blind people. This would go in at the southwest corner where the sidewalk crossed to the school. Applicant's Presentation Amy Gunter/Kyle Taylor/Ms. Gunter explained the property was at the northeast corner of Randy Street and Laurel Street. The 707 Heiman Street address was remnant from a larger track when the property was Cherry Knoll Dairy. The knoll consisted of sandstone and granite soils, with rock not far below. A survey slide of the property showed the trees, the existing structure, powerlines and existing driveway. The plan addressed storm drainage down to the square footage of each structure. One change removed the tapered flare at the Randy Street side of the driveway. They did solar envelopes for each lot due to the topography of the site. Certain lots would have onsite detention for storm water that would drain to Laurel Street and others would drain to Randy Street, The Tree Commission expressed concern for a small deciduous tree located on a neighboring property where lots 3 and 4 came together. An existing six-foot-tall fence protected the tree and eliminated the need for additional protective fencing. Engineering for the bioswale was not developed to the point of knowing if it would require excavation or retaining walls and fill. Street trees were planted to shade the street. Due to the property's topography, street trees would be planted several feet above the actual street. A landscape architect will work with the property owner on each building permit to address the street tree planting standard. They would install a 14-foot standard residential street light at the intersection of Laurel Street and Randy Street. Some of the hill would be scraped off to address the grades. Ms. Gunter spoke against widening the sidewalk at Randy Street to create a refuge for children to cross to the school. A mid-block crossing was dangerous and a crosswalk at that location would not be. approved. Widening the sidewalk at Randy Street would require public pedestrian easements or right of way dedication as well as additional retaining walls. The front yard setback for lot 6 was on Laurel Street. It was 15 feet with a side yard setback of 10 feet. Lot 7 had 15 Ashland Planning Commission August 8, 2017 Page 3 of 5 feet due to the bioswale and potentially two front yards. The official setback was 10-foot. Sidewalks would be installed prior to the survey plat. Typically, street trees went in the park row and were planted .during the street improvements. In this circumstance, the street trees would be in the front yard area. Due to construction disturbing the trees, the applicants were requesting to have trees planted and irrigated on each lot prior to the issuance of the certificate of occupancy for each unit. That allowed the owner to pick their own trees and possibly plant more. Commissioner Dawkins wanted to add a requirement that street trees were planted sooner, were consistent, and closer to the sidewalk. The applicant could use small caliber trees. Community Development Director Bill Molnar explained generally sidewalks with a park row were often in the right of way and trees were planted at the same time and water metered. These street trees would be on the private property of each home. Irrigation was an issue. The Commission could require the applicant's to initially install a common meter to irrigate the trees and have it removed once the homes were built. Another issue was grading the sites for each home. He was not sure they could identify space for a street tree or know how grading would affect the tree. Mr. Taylor addressed the continuous bioswale and explained there will be joint access and private easements granted for the facility. Ms. Gunter added they will have mutual access easements and maintenance agreements. Owners will purchase an agreement requiring them to keep the street trees alive, and maintain the bioswales and driveways. Public Testimony William Zentner 111134 Cypress Circle/He did not have a problem with the development. He wanted to know if there was a grading setback from the property line or if the developers could create up to the property line. Would blasting be involved to remove the rock? He opposed the taller street light. These were proposed single story homes but lot 2 and 3 had 7-foot grade drops between the driveway and the back of the house. He. wanted to verify the sidewalk wrapped around the entire property. If the existing fence was replaced, would it be a privacy fence or an open one? What types of street trees would be planted and was there a specification? He wanted to know about fence protection while the common swale was under construction. Also, how close would the grading come to the property line. Applicant's Rebuttal Ms. Gunter explained blasting was not allowed in the city. She was not aware of a grading setback requirement. There will be daylight basements on the backside of both homes on lots 2 and 3. By code they were single story structures and the basement would adhere to basement code. The subdivision would use 6.5-foot privacy fencing with possible deer wire. Street tree placement could dictate grading and possibly require small tree protection fences. The timing of planting the trees could also inhibit construction and storing materials on the property. On Laurel Street, the trees would be near the houses on top of the hill. Commissioner Dawkins commented on street tree placement. If there was not a park row, the tree had to be close enough to the sidewalk to shade the street. Putting the trees up on the slope made them ineffective for street shading. Trees could grow on steep slopes. Commissioner'Mindlin wanted to know the standard on how far back from the sidewalk a tree could be planted to be considered a street tree. The Findings could reference the requirement or the Commission could set one for the project. Mr. Severson thought the slope was rock and it might be difficult to plant unless they used tree wells and had the tree either behind the sidewalk or on top of the retaining wall. Mr. Molnar addressed the sidewalk refuge and explained the standard for a sidewalk on a residential street was 5-6 feet and the planting strip was 7-8 feet. The Planning Commission had the authority to choose within that range. The standard also allowed for seating in park rows in residential areas. He recommended involving the Public Works Ashland Planning Commission August 8, 2097 Page 4 of 5 Department for having a crossing from the potential refuge. Mr. Severson added the Public Works Department was hesitant to encourage mid-block crossings but might support one at the intersection of Laurel and Randy. Commissioner Norton did not think the Public Works Department would support a crossing at the location of the refuge if there was on street parking. It was mid-block and on a curve. He would have issues with a crossing there as well, Deliberations & Decision Commissioner Brown spoke to IV. Conclusions and Recommendations 6. k. regarding street trees. He understood the issues and agreed with Commissioner Dawkins that a tree that far away may not serve the purpose. A temporary watering system could resolve some of the problems. He wanted the landscape architect to review planting street trees on the slope. Commissioner Mindlin wanted to set a standard for tree placement. Mr. Molnar explained the code required one tree for every 30 feet of street frontage. Trees behind the sidewalk could not be closer than 2 feet to the actual sidewalk. Commissioner Miller did not want.the street trees to interfere with the construction. Chair Pearce agreed with Commissioner Brown and thought street trees should be planted prior to final approval. Commissioner Dawkins suggested requiring the street trees to be 3-5 feet from the sidewalk. He did not think they would interfere with the construction. Commissioner Brown added the canopy at 15 years must shade the sidewalk. Commissioners Dawkins/Brown m/s to approve PA-2017-01199 with the additional language to 6.k. that the trees will be no more than 5 feet from the sidewalk and must be trees that will shade the sidewalk. DISCUSSION: Commissioner Dawkins liked that the project would build energy efficient units. Commissioner Brown, initially wanted 6-foot sidewalks, but all the other sidewalks were 5 feet and there was no reason to make it wider. He also liked the project. Commissioner Thompson read #2. In the Tree Commission Findings from August 3, 2017 and thought it should be omitted. She also questioned whether the last sentence in #2 "These trees shall be maintained in perpetuity in lieu of street trees within the park row planting strip," was necessary since it was covered in IV. Conclusions and Recommendations 6. k. Commissioner Brown thought it was necessary and that it should go into the overall documentation. Commissioner Thompson suggested adding it to 6.k. Commissioner Mindlin thought they.should adopt the Tree Commission Findings with the Planning Commission modification. Commissioner Thompson suggested in addition to omitting #2 in the Tree Commission Findings, they should add the last sentence to IV. Conclusions and Recommendations 6. j. as part of the CC&Rs maintenance of street trees. Commissioner Dawkins agreed to amend the main motion and delete the first sentence of Section 2 in the Tree Commission recommendation of August 3, 2017 and add the second sentence to IV. Conclusions and Recommendations 6. j. Commissioner Mindlin addressed the last sentence in #2 of the Tree Commission Findings and suggested changing "These trees shall be maintained in perpetuity in lieu of street trees within the park row planting strip," to "These trees shall be maintained in perpetuity as street trees." The Commission agreed to add it to section 6. j. under IV. Conclusions and Recommendations. Commissioner Dawkins accepted the amendment as part of the of main motion. Roll Call Vote on amended motion: Commissioners Norton, Miller, Dawkins, Brown, Pearce, Thompson, and Mindlin, YES. Motion passed. ADJOURNMENT Meeting adjourned at 8:28 p.m. Submitted by, Dana Smith, Executive Assistant Ashland Planning Commission August 8, 2017 Page 5 of 5 ASHLAND TRANSPORTATION COMMISSION MINUTES July 20, 2017 CALL TO ORDER Graf called the meeting to order at 4:00 p.m. Commissioners Present: Joe Graf, Sue Newberry, David Young, Corinne Vieville, and Kat Smith Commissioners Absent: Dominic Barth Council Liaison Present: None Council Liaison Absent: Mike Morris; and Rich Rosenthal SOU Liaison Absent: Janelle Wilson . Staff Present: Mike.Faught, Scott Fleury, Tami DeMille-Campos, and Tara Kiewel ANNOUNCEMENTS Public Works Director Mike Faught announced Team Ashland is scheduled for August 24, 2017 and staff will be presenting during the scheduled commission meeting. Fleury summarized the Team Ashland Program; which gives a group of involved citizens the opportunity to learn more about how city departments and divisions operate. Graf suggested moving the August meeting to August 23, 2017 at 4:00 pm. The commission agreed. DeMille-Campos introduced Tara Kiewel, Public Works administrative assistant who would assume. ad min istrative. duties for the commission. Graf announced that Council will discuss the parking plan at the July 31, 2017 study session and the regular meeting August 1, 2017. Graf welcomed new Commissioner Kat Smith. Smith shared that her background is in outdoor recreation and .transportation options. She worked for Rogue Valley Transit Department (RVTD) and was a bicycle safety instructor with the Bicycle Transportation Alliance. She has a degree in outdoor recreation and a masters in social work and is currently working as a mental health counselor in the area. APPROVAL OF MINUTES Approval of Minutes: June 22, 2017 Commissioners NewberryNoung m/s to approve minutes as amended. All ayes. Minutes approved. NEW BUSINESS Future Agenda Building Fleury noted thinking about future agenda topics would give staff time to prepare and research topics. Fleury suggested a possible future agenda item would be inviting'the new Oregon Department of Transportation (ODOT) Region 3 Active Transportation Liaison, Jenna Stanke Marmon to give a presentation about future programs. Newberry asked for clarification on the process of agenda building and establishing priorities. Fleury suggested discussing priorities after the goal setting session in September. Additionally, the Transportation System Plan (TSP) update will require work for the next 18 months. Transportation Commission July 20, 2017 Page 1 of 5 Council Business Meeting September 5, 27017' Title: Appointmentto Housing and Human Services Commission From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: Confirm Mayor's appointment of Linda Reppond to the Housing and Human Services Commission. Actions, Options, or Potential Motions: Motion to approve appointment of Linda Reppond to the Housing and Human Services Commission with a term to expire April 30, 2020. Staff Recommendation: Motion to approve appointment of Linda Reppond to the Housing and Human Services Commission with a term to expire April 30, 2020. Resource Requirements: N/A. Policies, Plans and Goals Supported: Ashland Municipal Code (AMC) Chapter 2.19. Background and Additional Information: This is confirmation by the City Council on the Mayor's appointment to the Housing and Human Services Commission. 1 Attachments: Application. Page 1 of 1 CITY OF -ASHLAND ia [aunchi n g a d i March 9. 2017 Ms. Barbara Christensen City Recorder Ashland City Hall 20 East Main St. Ashland, OR 97520 Dear Ms. Christensen: I am submitting the attached application for the vacant seat on the Housing and Human Services Commission. I am committed to public service, and would welcome the opportunity to work with this Commission on the issues related to homelessness, affordable housing, and a broad array of human service needs. As you will see from my application and Vita, I have-had a full career in working with runaway, homeless and at risk youth, before entering ministry 10 years ago. I founded a ministry in Berkeley, CA, called the Launching Pad, which has since expanded to several other cities, including Ashland. This ministry serves emerging adults, ages 18-35, and supports them in building inner resources and practical skills. For the past 3 years, we have been working with spiritually oriented young adults in Ashland. We are affiliated with Centers for Spiritual Living. Because I hear so frequently from these young adults about the challenges they face in finding affordable housing in Ashland, I began working with Karen Logan in exploring creating a Tiny House Village, as one possible solution to this issue. I am interested in hearing from other housing advocates about other proposals, and leaming what may be done to make Ashland a place that welcomes young adults and young families. I have also been a landlord, and managed rental properties. I understand the complex concerns of property owners and managers, as we work with a tight housing market. Please consider my application, and feel free to contact me with any questions or concerns. Sincerely, N?~ Rev. Dr. Linda Reppond Senior Minister PHONE (206) 409-2440 The Launching Pad 258 A street #236 EMAIL lindareppond@gmail.com Ashland, OR 97520 WEB srrE laundngpad.us FACEBOOK Facebook com/launchingpad CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO j CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at. City Hall, 20 E Main Street, or email christeb a_?ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if J, necessary. i Name Rev. Dr. Linda Reppond Requesting to serve on: -Housing and Human Services _ (Commission/Committee) a Address 95 Coolidge, Ashland, OR 3 Occupation minister Phone: Home 206-409-2440 Work 206-409-2440 Email lindareppond@gmail.com Fax 1. Education Backilround What schools have you attended? Pacific School of Religion, School of Spiritual ' Leadership, Portland State University, University of Washington. What degrees do you hold? _DMIN, emphasis on Young Adult Ministry, 2015; MA Consciousness Studies, 2007; BA Journalism, 1973. What additional training or education have you had that would apply to this position? Extensive Training in social services programming, fundraising and administration. Trained in Strategic Planning and Board Development. Skilled in compassionate communication and creative problem-solving. 2. Related Experience What prior work experience have you had that would help you if you were appointed to f l this position? 10 years as a minister, working with youth and young adults, including 7 years as Senior Minister of the Launching Pad, a ministry of Centers for Spiritual Living, serving emerging adults in 4 different communities, including Ashland. 32 years as a non-profit leader and executive director, working primarily with runaway and homeless youth. Do you feel it would be advantageous for you to have furrther training in this field, such as attending conferences or seminars? Why? I would welcome training, online or by attending conferences, to become more skilled in any areas pertinent to the work of the commission. 5 't 1yy 'S ~i 4 3. Interests Why are you applying for this position? s Because of my work with young adults in Ashland, I am intensely aware of the how they { are impacted by the shortage of affordable housing. I have recently begun working with the Ashland Tiny Houses Project, and am interested in this and other creative solutions for affordable housing. For my entire career, I have worked with city, county, state and federal bodies in a variety of roles, and I value citizen involvement in creating the city we want to live in. I have also owned rental property, and have a good sense of issues facing landlords and property managers. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I am available for special meetings and regularly scheduled meetings. I prefer day meetings, but evenings can work also. 5. Additional Information How long have you lived in this community? 1.5 years, a frequent visitor for 35 years. Please use the space below to summarize any additional qualifications you have for this position i I believe that it is important to proactively plan for the future, and to bring all the diverse perspectives to the table, especially when we are addressing the issues of housing and human services. I have a strong background in strategic planning, and am a skilled facilitator. I am, by nature, a networker and a community builder. I believe that my spiritual training leads me to be a listener and a mediator. I am coming with no "axe to grind" or specific agenda to move forward. I am willing to work-with the Council, the city staff and the rest of the Commissioners in a collaborative and cooperative manner. s Date Signature i a 3 `F tj l: i { y t VITA c ` LINDA REPPOND 95 Coolidge St. , Ashland, OR 97520 C. (206) 409-2440 lindareppond( hmail.com s PROFESSIONAL BACKGROUND e 2010-Present Senior Minister, Launching Pad, Ashland, OR, Berkeley, CA, and St. George, UT. Founding minister for a unique young adult spiritual community, which began in Berkeley, CA, and expanded to include two additional communities. Includes classes, spiritual practice, intentional living communities, mentoring and entrepreneurial support for emerging adults. My role includes being the vision caster and spiritual leader, as well as fundraising, teaching, providing spiritual direction and encouraging community among young adults. 2006 - 2010 Director, International Youth and Family Ministries, Centers for Spiritual Living, Golden, CO. Coordinated and supported all ministries to youth and families, including Sunday morning curriculum, camps and conferences, and training for ministers, youth directors and teachers. Promoted positive youth development, and building bridges with other organizations who sharea vision for youth making a difference. 2000 -2006 Owner- The Broad View, Seattle, WA. Provided strategic planning, marketing, business and project management for small businesses and non-profit organizations; individual spiritual coaching, public speaking and group facilitation. The Broad View hosted a monthly inspirational and networking event, Lunch for Your Soul that brought together business people from all walks of life who are choosing to live and work consciously. 1988 - 1998 Executive Director - Special Olympics Washington, Seattle, WA. Provided leadership and organizational management for a statewide program of sports training and competition for over 9,000 athletes with developmental disabilities. Responsible to raise funds and manage $4.5 million budget, build and empower work teams with over 13,000 volunteers, 35 paid staff, and multiple branch offices. Directly managed accounting, fundraising, human resources, program and office management departments. `F 1985 - 1987 Project Director - Resources for Abused Youth Project, National Network of Runaway and Youth Services, Washington DC. National project to increase the linkages between runaway centers and children's trust funds. Provided training and technical assistance to programs nationally, and authored a book on adolescent abuse prevention program models. 4 P ~p r 1980 - 1985 Executive Director - YouthCare, Seattle, WA. Directed agency serving runaway, homeless and street youth. Responsible to raise funds for and manage $1.1 million budget*, provide support for board of directors, and ¢ manage 30 staff. Brought national recognition to the issues of teen homelessness and street kids, and developed model programs for care. J As the sole staff person responsible for fundraising, I researched, wrote and managed grants for city, county, state, federal and private foundation funding. w 1976 - 1980 Consultant - Small business and human services. Provided Board and Staff training and consultation in organizational development, team building and fundraising. Developed training materials and format, and offered workshops in Salem, Portland and Seattle. Contract grant- . writing for several organizations, resulting in over $10 million in new foundation and public sector grants. EDUCATION Portland State University, Portland, OR, 1973. BA, General Studies/Journalism Holmes Institute, Los Angeles, CA, 2007. MA, Consciousness Studies t Pacific School of Religion, Berkeley, CA, 2015. DMin, focus on Young Adult Ministry a 1 PROFESSIONAL AFFILIATIONS a Ordained Minister, Centers for Spiritual Living, 2007 - present. Licensed Spiritual Practitioner. Centers for Spiritual Living, 2004-present. j Ministers Council, Centers for Spiritual Living, currently Treasurer, formerly Chair and Conference Chair, 2012-Present Advismy Board Member ReGeneration Ministerial Scholarship Fund, Centers for Spiritual Living, 2012-present. Board of Directors, Ashland Tiny House Village Project, Vice Chair, 2017. u Board of Directors, Seattle Men's Chorus/Seattle Women's Chorus, 1996-2002. Steering Committee, Classical Action, joint Gala fundraising project of Seattle Symphony, Pacific Northwest Ballet, Seattle Opera and Seattle Men's Chorus, 1999. Advisory Board, Behavioral Sciences Institute, 1996-2002. Board of Directors, National Association of Special Olympics Professionals, 1992-97, Vice Chair, Professional Development Chair and Secretary. Certified Trainer, BoardSource, formerly National Center for Non Profit Boards Certified Trainer, Special Olympics International Board Training Series. Certified Trainer, University of Oklahoma Advanced Course for Residential Child Care Workers 51 Certified Trainer, Love and Logic Parenting Certified Trainer, Social Artistry Training with Dr. Jean Houston a i a _j A i +1 I i3 99717 Council Business Meeting Federal Aviation Administration Grant Acceptance-Airport Master- Plan Title: :Update- .From: - . Scott A. Fleury Engineering Services Manager- Scott.fleurVC@_ashland.or.us Summary: The City of Ashland has received a grant offer from the Federal Aviation Administration (FAA) for the FAA required Airport Master P1an.Update. The Council is asked to accept the grant and approve award of a professional services contract to Century West Engineering for the master plan update. Actions, Options, or Potential Motions: Move to accept a Federal Aviation Administration Grant in the amount of $305,363 for an airport master plan update Move to approve a professional services contract in the amount of $339,293 with Century West Engineering for the master plan update. Move to approve the acceptance of the pending Oregon Department of Aviation Grant award in the amount of $27,000 for the airport master plan update. Staff Recommendation: Staff recommends acceptance of grant and approval of professional services contract. Resource Requirements: The total cost negotiated with Century West Engineering for the project is $339,293. The FAA grant covers 90% or $305,363 of the total project. The City also applied for and received an Oregon Department of Aviation (ODA) Critical Oregon Airport Relief (COAR) grant for $27,000 which leaves the remaining $6,932 to be covered with appropriated airport funds. The City is currently working directly with ODA on final grant paperwork for the master plan. If Council accepts the COAR grant the Legal Department will approve to form and content prior to City Administrator signature on the document. The appropriated budget amounts were part of the approved biennium budget process. The Airport Commission and staff will assist the consultant with development of the master plan. Policies, Plans and Goals Supported: City Council Goals and Objectives Economy.: 18.1 Strengthen the Ashland Municipal Airport as an enterprise. Page 1 of 3 CITY OF ASHLAND Background and Additional Information: The City was previously notified by the FAA an airport master plan update would be required in the current budget biennium. Since initial notification, staff has worked with the FAA and ODA to complete all steps necessary as part of the grant process in order to receive a formal grant offer. These steps included performing a qualifications solicitation process for consultant selection to perform the master plan update; negotiating a scope/fee with selected consultant; performing third party verification of proposed scope/fee; approval of scope/fee by FAA; and submittal of all grant application documents. Request for Proposal-Airport Master Plan Update On January 12, 2017 a Qualifications Based Selection Proposal for professional services for the Airport Master Plan update was advertised on the Oregon Procurement Information Network (ORPIN), in the Daily Journal of Commerce, the Mail Tribune, and posted on the City's website. This solicitation document was developed internally by staff and approved by the Legal Department prior to release. A qualifications selection process entails selecting a consultant solely on their qualifications to perform the proposals scope of work. Once a consultant is selected a final scope and associated fee is developed. On February 23, 2017 the City of Ashland received four (4) proposals to provide engineering services for the development of the Airport Master Plan Update. An approval team of Scott Fleury, Engineering Services Manager; Karl Johnson, Assistant Engineer, Kaylea Kathol, Facilities Project Manager; and David Wolske, Airport Commissioner completed a comprehensive review of the proposals in March, 2017. 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: CONSULTANT TOTALSCORE RANK Century West 376 1 Coffman Associates 349 2 JVIATION 346 3 WH Pacific 346 3 Criteria Maximum Score Responsiveness 15 Related Project Experience 25 Project Understanding and Approach 30 Project Team and Resources 30 TOTAL 100 Points Page 2 of 3 CITY OF ASHLAND Notice of Intent to Award and Negotiate was sent to all proposers on April 10, 2017. After notice was sent staff began the negotiation process with Century West Engineering. The final City and FAA approved scope of work and.associated fee for the master plan update is attached. Attachments: FAA Grant Offer Airport Master Plan. Contract Scope of Work and Fee Page 3 of 3 CITY OF ASHLAND U.S. Department Airports Division FAA SEA ADO of Transportation Northwest Mountain Region 1601 Lind Avenue SE, Suite 250 Federal Aviation Oregon, Washington Renton, WA 98057 Administration August 15, 2017 Mr. Scott Fleury Engineering Services Manager City of Ashland 20 East Main Street Ashland, OR 97520 Dear Mr. Fleury: We are enclosing the Grant Offer for Airport Improvement Program (AIP) Project No. 3-41-0002-011- 2017 at Ashland Municipal Airport in Ashland, Oregon. This letter outlines expectations for success. Please read the conditions and assurances carefully. To properly enter into this agreement, you must do the following: a. The governing body must provide authority to execute the grant to the individual signing the grant; i.e. the sponsor's authorized representative. b. The sponsor's authorized representative must execute the grant, followed by the attorney's certification, no later than September 6, 2017, in order for the grant to be valid. The date of the attorney's signature must be on or after the date of the sponsor's authorized representative's signature. c. You may not make any modification to the text, terms or conditions of the grant offer. d. After you properly execute the grant agreement: • Return the executed Grant Agreement to our office by (.pdf document) followed by the hardcopy in the US mail. • Retain a copy for your records. • Forward a copy to your associated State Aviation Official Subject to the requirements in 2 CFR §200.305, each payment request for reimbursement under this grant must be made electronically via the Delphi eInvoicing System. Please see the attached Grant Agreement for more information regarding the use of this System. Please note Grant Condition No. 4 requires you to complete the project without undue delay. We will be paying close attention to your progress to ensure proper stewardship of these Federal funds. You are expected to submit payment requests for reimbursement of allowable incurred project expenses in accordance with project progress. Should you fail to make draws on a regular basis, your grant may be placed in "inactive" status which will impact future grant offers. 2 Until the grant is completed and closed, you are responsible for submitting formal reports as follows: a A signed/dated SF-270 (non-construction projects) or SF-271 or equivalent (construction projects) and SF-425 annually, due 90 days after the end of each federal fiscal year in which this grant is open (due December 31st of each year this grant is open); and • Quarterly Performance Reports are due within 30 days of the end of a reporting period. As a condition of receiving Federal assistance under this award, you must comply with audit requirements as established under 2 CFR part 200. Subpart F requires non-Federal entities that expend $750,000 or more in Federal awards to conduct a single or program specific audit for that year. Note that this includes Federal expenditures made under other Federal-assistance programs. Please take appropriate and necessary action to assure your organization will comply with applicable audit requirements and standards. Once the project(s) is completed and all costs are determined, we ask that you close the project without delay and submit the final closeout report documentation as required by your Region/Airports District Office. Valerie Thorsen, (425) 227-2655, is the assigned program manager for this grant and is readily available to assist you and your designated representative with the requirements stated herein. We sincerely value your cooperation in these efforts and look forward to working with you to complete this important project. Sincerely, Jason Ritchie Assistant Manager Seattle Airports District Office 3-41-0002-011-2017 U.S. Department of Transportation Federal Aviation - Administration GRANT AGREEMENT PART I -OFFER Date of Offer August 15, 2017 Airport/Planning Area Ashland Municipal Airport-Ashland, Oregon AIP Grant Number 3-41-0002-011-2017 (Contract Number: DOT-FAI7NM-0049) DUNS Number 076395508 TO: City of Ashland -Ashland, Oregon (herein called the "Sponsor") FROM: The United States of America(acting through the Federal Aviation Administration, herein called the -FAA-) WHEREAS, the Sponsor has submitted to the FAA a Project Application dated August 10, 2017 , for a grant of Federal funds for a project at or associated with the Ashland Municipal Airport, which is included as part of this Grant Agreement; and WHEREAS, the FAA has approved a project for the Ashland Municipal Airport (herein called the "Project") consisting of the following: Update Airport Master Plan Study which is more fully described in the Project Application. NOW THEREFORE, According to the applicable provisions of the former Federal Aviation Act of 1958, as amended and recodified, 49 U.S.C. § 40101, et seq., and the former Airport and Airway Improvement Act of 1982 (AAIA), as amended and recodified, 49 U.S.C. § 47101, et seq., (herein the AAIA grant statute is referred to as "the Act"), the representations contained in the Project Application, and in consideration of (a) the Sponsor's adoption and ratification of the Grant Assurances dated March 2014,and the Sponsor's acceptance of this Offer; and, (b) the benefits to accrue to the United States and the public from the accomplishment of the Project and compliance with the Grant Assurances and conditions as herein provided. THE FEDERAL AVIATION ADMINISTRATION, FOR AND ON BEHALF OF THE UNITED STATES, HEREBY OFFERS AND AGREES to pay ninety (90) percent of the allowable costs incurred accomplishing the Project as the United States share of the Project. This Offer is made on and SUBJECT TO THE FOLLOWING TERMS AND CONDITIONS: CONDITIONS 1. Maximum Obligation. The maximum obligation of the United States payable under this Offer is $305,362. The following amounts represent a breakdown of the maximum obligation for the purpose of establishing allowable amounts for.any future grant amendment, which may increase the foregoing maximum 1 3-41-0002-011-2017 obligation of the United States under the provisions of 49 U.S.C. § 47108(b): $305,362 for planning $0 airport development or noise program implementation; and, $0 for land acquisition. 2. Period of Performance. The period of performance begins on the date the Sponsor formally accepts this agreement. Unless explicitly stated otherwise in an amendment from the FAA, the end date of the period of performance is 4 years (1,460 calendar days) from the date of formal grant acceptance by the Sponsor. The Sponsor may only charge allowable costs for obligations incurred prior to the end date of the period of performance (2 CFR §200.309). Unless the FAA authorizes a written extension, the sponsor must submit all project closeout documentation and liquidate (pay off) all obligations incurred under this award no later than 90 calendar days after the end date of the period of performance (2 CFR §200.343). The period of performance end date does not relieve or reduce Sponsor obligations and assurances that extend beyond the closeout of a grant agreement. 3. Ineligible or Unallowable Costs. The Sponsor must not include any costs in the project that the FAA has determined to be ineligible or unallowable. 4. Determining the Final Federal Share of Costs. The United States' share of allowable project costs will be made in accordance with the regulations, policies, and procedures of the Secretary. Final determination of the United States' share will be based upon the final audit of the total amount of allowable project costs and settlement will be made for any upward or downward adjustments to the Federal share of costs. 5. Completing the Proiect Without Delay and in Conformance with Requirements. The Sponsor must carry out and complete the project without undue delays and in accordance with this agreement, and the regulations, policies, and procedures of the Secretary. The Sponsor also agrees to comply with the assurances which are part of this agreement. 6. Amendments or Withdrawals before Grant Acceptance. The FAA reserves the right to amend or withdraw this offer at any time prior to its acceptance by the Sponsor. 7. Offer Expiration Date. This offer will expire and the United States will not be obligated to pay any part of . the costs of the project unless this offer has been accepted by the.Sponsor on or before September 6, 2017, or such subsequent date as may be prescribed in writing by the FAA. 8. Improper Use of Federal. Funds. The Sponsor must take all steps, including litigation if necessary, to recover Federal funds spent fraudulently, wastefully, or in violation of Federal antitrust statutes, or misused in any other manner for any project upon which Federal funds have been expended. For the purposes of this grant agreement, the term "Federal funds" means funds however used or dispersed by the Sponsor, that were originally paid pursuant to this or any other Federal grant agreement. The Sponsor must obtain the approval of the Secretary as to any determination of the amount of the Federal share of such funds. The Sponsor must return the recovered Federal share, including funds recovered by settlement, order, or judgment, to the Secretary. The Sponsor must furnish to the Secretary, upon request, all documents and records pertaining to the determination of the amount of the Federal share or to any settlement, litigation, negotiation, or other efforts taken to recover such funds. All settlements or other final positions of the Sponsor, in court or otherwise, involving the recovery of such Federal share require advance approval by the Secretary. 9. United States Not Liable for Damage or Iniury. The United States is not responsible or liable for damage to property or injury to persons which may arise from, or be incident to, compliance with this grant agreement. . 10. System for Award Management (SAM) Registration And Universal Identifier. 2 3-41.-0002-011-2017 A. Requirement for System for Award Management (SAM): Unless the Sponsor is exempted from this, requirement under 2 CFR 25.110, the Sponsor must maintain the currency of its information in the SAM until the Sponsor submits the final financial report required under this grant, or receives the final payment, whichever is later. This requires that the Sponsor review and update the information at least annually after the initial registration and more frequently if required by changes in information or another award term. Additional information about registration procedures may be found at the SAM website (currently at http://www.sam.gov). B. Data Universal Numbering System: DUNS number means the nine-digit number established and assigned by Dun and Bradstreet, Inc. (D & B) to uniquely identify business entities. A DUNS number may be obtained from D & B by telephone (currently 866-705-5771) or on the web (currently at http://fedgov.dnb.com/webform). 11. Electronic Grant Payment(s). Unless otherwise directed by the FAA, the Sponsor must make each payment request under this agreement electronically via the Delphi einvoicing System for Department of Transportation (DOT) Financial Assistance Awardees. 12. Informal Letter Amendment of AIP Proiects. If, during the life of the project, the FAA determines that the maximum grant obligation of the United States exceeds the expected needs of the Sponsor by $25,000 or five percent (5%), whichever is greater, the FAA can issue a letter amendment to the Sponsor unilaterally reducing the maximum obligation. The FAA can also issue a letter to the Sponsor increasing the maximum obligation if there is an overrun in the total actual eligible and allowable project costs to cover the amount of the overrun provided it will not exceed the statutory limitations for grant amendments. The FAA's authority to-increase the maximum obligation does not apply to the "planning" component of condition No. 1. The FAA can also issue an informal letter amendment that modifies the grant description to correct administrative errors or to delete work items if the FAA finds it advantageous and in the best interests of the United States. An informal letter amendment has the same force and effect as a formal grant amendment. 13. Air and Water Quality. The Sponsor is required to comply with all applicable air and water quality standards for all projects in this grant. If the Sponsor fails to comply with this requirement, the FAA may suspend, cancel, or terminate this agreement. 14. Financial Reporting and Payment Requirements. The Sponsor will comply with all federal financial reporting requirements and payment requirements, including submittal of timely and accurate reports. 15. Audits for Public Sponsors. The Sponsor must provide for a Single Audit or program specific audit in accordance with 2 CFR part 200. The Sponsor must submit the audit reporting package to the Federal Audit Clearinghouse on the Federal Audit Clearinghouse's Internet Data Entry System at http://harvester.census.gov/facweb/. Provide one copy of the completed audit to the FAA if requested. 16. Suspension or Debarment. When entering into a "covered transaction" as'defined by 2 CFR §180.200, the Sponsor must: A. Verify the non-federal entity is eligible to participate in. this Federal program by: 1. Checking the excluded parties list system (EPLS) as maintained within the System for Award Management (SAM) to determine if the non-federal entity is excluded or disqualified; or 2. Collecting a certification statement from the non-federal entity attesting they are not excluded or disqualified from participating; or 3. Adding a clause or condition to covered transactions attesting individual or firm are not excluded 3 3-41-0002-011-2017 or disqualified from participating. B. Require prime contractors to comply with 2 CFR §180.330 when entering into lower-tier transactions (e.g. Sub-contracts). C. Immediately disclose to the FAA whenever the Sponsor (1) learns they have entered into a covered transaction with an ineligible entity or (2) suspends or debars a contractor, person, or entity. 17. Ban on Texting While Driving. A. In accordance with Executive Order 13513, Federal Leadership on Reducing Text Messaging While Driving, October 1, 2009, and DOT Order 3902.10, Text Messaging While Driving, December 30, 2009, the Sponsor is encouraged to: 1. Adopt and enforce workplace safety policies to decrease crashes caused by distracted drivers including policies to ban text messaging while driving when performing any work for, or on behalf of, the Federal government,, including work relating to a grant or subgrant. 2. Conduct workplace safety initiatives in a manner commensurate.with the size of the business, such as: a. Establishment of new rules and programs or re-evaluation of existing programs to prohibit text messaging while driving; and b. Education, awareness, and other outreach to employees about the safety risks associated with texting while driving. B. The Sponsor must insert the substance of this clause on banning texting while driving in all subgrants, contracts and subcontracts. 18. Exhibit "A" Property Map. The Exhibit "A" Property Map dated February 1989 is incorporated herein by reference or is submitted with the project application and made part of this grant agreement. 19. Employee Protection from Reprisal. A. Prohibition of Reprisals - 1. In accordance with 41 U.S.C. § 4712, an employee of a grantee or subgrantee may not be discharged, demoted, or otherwise discriminated against as a reprisal for disclosing to a person or body described in sub-paragraph (A)(2), information that the employee reasonably believes is evidence of: i. Gross mismanagement of a Federal grant; ii. Gross waste of Federal funds; iii. An abuse of authority relating to implementation or use of Federal funds; iv. A substantial and specific danger to public health or safety; or v. A violation of law, rule, or regulation related to a Federal grant. 2. Persons and bodies covered: The persons and bodies to which a disclosure by an employee is covered are as follows: L A member of Congress or a representative of a committee of Congress; ii. An Inspector General; iii. The Government Accountability Office; IV. A Federal office or employee responsible for oversight of a grant program; V. A court or grand jury; Vi. A management office of the grantee or subgrantee; or vii. A Federal or State regulatory enforcement agency. 4 3-41-0002-011-2017 3. Submission of Complaint -A person who believes that they have been subjected to a reprisal prohibited by paragraph A of this grant term may submit a complaint regarding the reprisal to the Office of Inspector General (OIG) for the U.S. Depart ment of Transportation. 4. Time Limitation for Submittal of a Complaint -A complaint may not be brought under this subsection more than three years after the date on which the alleged reprisal took place. 5. Required Actions of the Inspector General - Actions, limitations and exceptions of the Inspector. General's office are established under 41 U.S.C. § 4712(b) 6. Assumption of Rights to Civil Remedy - Upon receipt of an explanation of a decision not to conduct or continue an investigation by the Office of Inspector General, the person submitting a complaint assumes the right to a civil remedy under4l U.S.C. § 4712(c). 20. Coordination. The Sponsor agrees to coordinate this master planning study with the metropolitan planning organizations, other local planning agencies, and with the State Airport System Plan prepared by the State's Department of Transportation and consider any pertinent information, data, projections, and forecasts which are currently available or as will become available. The Sponsor agrees to consider any State Clearinghouse comments and to furnish a copy of the final report to the State's Department of Transportation. 21. Airports GIS Survey. If the Airports GIS survey is not reflected on an updated ALP that meets FAA requirements within four (4) years from the date of the Phase 1 grant (regardless of whether it is generated using the AGIS/eALP system or through some other computer-aided design platform), then the sponsor may be required to repay that portion of the grant that relates to the survey work. 22. Grant Approval Based Upon Certification. The FAA and the Sponsor agree that the FAA approval of this grant is based on the Sponsor's certification to carry out the project in accordance with policies, standards, and specifications approved by the FAA. The Sponsor Certifications received from the Sponsor for the work included in this grant are hereby incorporated into this grant agreement. The Sponsor understands that: A. The Sponsor's certification does not relieve the Sponsor of the requirement to obtain prior FAA approval for modifications to any AIP standards or to notify the FAA of any limitations to competition within the project; B. The FAA's acceptance of a Sponsor's. certification does not limit the FAA from reviewing appropriate project documentation for the purpose of validating the certification statements; C. If the FAA determines that the Sponsor has not complied with their certification statements, the FAA will review the associated project costs to determine whether such costs are allowable under AIP 5 3-41-0002-011-2017 The Sponsor's acceptance of this Offer and ratification and adoption of the Project Application incorporated herein shall be evidenced by execution of this instrument by the Sponsor, as hereinafter provided, and this Offer and Acceptance shall comprise a Grant Agreement, as provided by the Act, constituting the contractual obligations and rights of the United States and the Sponsor with respect to the accomplishment of the Project and compliance with the assurances and conditions as provided herein. Such Grant Agreement shall become effective upon the Sponsor's acceptance of this Offer. UNITED STATES OF AMERICA FEDERAL AVIATION ADMINISTRATION l (Signature) Jason Ritchie Assistant Manager, Seattle Airports District Office 6 3.-41-0002-011.-2017 PART 11 - ACCEPTANCE The Sponsor does hereby ratify and adopt all assurances, statements, representations, warranties, covenants, and agreements contained in the Project Application and incorporated materials referred to in the foregoing Offer, and does hereby accept this Offer and by such acceptance agrees to comply with all of the terms and conditions in this Offer and in the Project Application. I declare under penalty of perjury that the foregoing,is true and correct.' Executed this day of , (Name of Sponsor) By: . - - - (Signature of Sponsor's Authorized Official) (Typed Name of Sponsors Authorized Official) (Title of Sponsor's Authorized Official CERTIFICATE OF SPONSOR'S ATTORNEY I, acting as Attorney for the Sponsor do hereby certify: That in my opinion the Sponsor is empowered to enter into the foregoing Grant Agreement under the laws of the State of . Further, I have examined the foregoing Grant Agreement and the actions taken by said Sponsor and Sponsor's official representative has been duly authorized and that the execution thereof is in all respects due and proper and in accordance with the laws of the said State and the Act. In addition, for grants involving projects to be carried out on property not owned by the Sponsor, there are no legal impediments that will prevent full performance by the Sponsor. Further, it is my opinion that the said Grant Agreement constitutes a legal and binding obligation of the Sponsor in accordance with the terms thereof. Dated at (location) this day of By: - (Signature of Sponsor's Attorney) 'Knowingly and willfully providing false information to the Federal government is a violation 'of 18 U.S.C. Section 1001 (False Statements) and could subject you to fines, imprisonment, or both. 7 3-41-0002-011-2017 ASSURANCES AIRPORT SPONSORS A. General. a. These assurances shall be complied with in the performance of grant agreements for airport development, airport planning, and noise compatibility program grants for airport sponsors. b. These assurances are required to be submitted as part of the project application by sponsors requesting funds under the provisions of Title 49, U.S.C., subtitle VII, as amended: As used.herein, the term "public agency sponsor" means a public agency with control of a public-use airport; the term "private sponsor" means a private owner of a public-use airport; and the term "sponsor" includes both public agency sponsors and private sponsors. c. Upon acceptance of this grant offer by the sponsor, these assurances are incorporated in and become part of this grant agreement. B. Duration and Applicability. 1. Airport development or Noise Compatibility Program Projects Undertaken by a Public Agency Sponsor. The terms, conditions and assurances of this grant agreement shall remain in full force and effect throughout the useful life of the facilities developed or equipment acquired for an airport development or noise compatibility program project, or throughout the useful life of the project items installed within a facility under a noise compatibility program project, but in any event not to exceed twenty (20) years from the date of acceptance of a grant offer of Federal funds for the project. However, there shall be no limit on the duration of the assurances regarding Exclusive Rights and Airport Revenue so long as the airport is, used as an airport. There shall be no limit on the duration of the terms, conditions, and assurances with respect to real property acquired with federal funds. Furthermore, the duration of the Civil Rights assurance shall be specified in the assurances. 2. Airport Development or Noise Compatibility Projects Undertaken by a Private Sponsor. The preceding paragraph 1 also applies to a private sponsor except that the useful life of project items installed within a facility or the useful life of the facilities developed or equipment acquired under an airport development or noise compatibility program project shall be no less than ten (10) years from the date of acceptance of Federal aid for the project. 3. Airport Planning Undertaken by a Sponsor. Unless otherwise specified in this grant agreement, only Assurances 1, 2, 3, 5, 6, 13, 18, 25, 30, 32, 33, and 34 in Section C apply to planning projects. The terms, conditions, and assurances of this grant agreement shall remain in full force and effect during the life of the project; there shall be no limit on the duration of the assurances regarding Exclusive Rights and Airport Revenue so long as the'airport is used as an airport. C. Sponsor Certification. The sponsor hereby assures and certifies, with respect to this grant that: 1. General Federal Requirements. It will comply with all applicable Federal laws, regulations, executive orders, policies, guidelines, and requirements as they relate to the application, acceptance and use of Federal funds for this project including but not limited to the following: 8 January 24, 2017 3-41-0002-011-2017 FEDERAL LEGISLATION a. Title 49, U.S.C., subtitle VII, as amended. b. Davis-Bacon Act - 40 U.S.C. 276(a); et seg.' C. Federal Fair Labor Standards Act - 29 U.S.C. 201, et seq. d. Hatch Act - 5 U.S.C. 1501, et seg.z e.. Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 Title 42 U.S.C. 4601, et seg.12 f. National Historic Preservation Act of 1966 - Section 106 - 16 U.S.C. 470(f).1 g. Archeological and Historic Preservation Act of 1974 -16 U.S.C. 469 through 469c.1 h. Native Americans Grave Repatriation Act - 25 U.S.C. Section 3001, et sea. i. Clean Air Act, P.L. 90-148, as amended. J. Coastal Zone Management Act, P.L. 93-205, as amended. k. Flood Disaster Protection Act of 1973 - Section 102(a) - 42 U.S.C. 4012a.1 1. Title 49, U.S.C., Section 303, (formerly known as Section 4(f)) m. Rehabilitation Act of 1973 - 29 U.S.C. 794. n. Title Vlof the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252) (prohibits discrimination on the basis of race, color, national origin); o. Americans with Disabilities.Act of 1990, as'amended, (42 U.S.C. § 12101 et seq.), prohibits discrimination on the basis of disability). p. Age Discrimination Act of 1975 - 42 U.S.C. 6101, et'seq. q. American Indian Religious Freedom Act, P.L. 95-341, as amended. r. Architectural Barriers Act of 1968 42 U.S.C. 4151, et seg.' S. Power plant and Industrial Fuel Use Act of 1978 - Section 403- 2 U.S.C. 8373.1 . t. Contract Work Hours and Safety Standards Act - 40 U.S.C. 327, et seg.l U. Copeland Anti-kickback Act - 18 U.S.C. 874.1 V. National Environmental Policy Act of 1969 - 42 U.S.C. 4321, et seg.l w. Wild and Scenic Rivers Act, P.L. 90-542, as amended. X. Single Audit Act of 1984 - 31 U.S.C. 7501, et seg.Z y. Drug-Free Workplace Act of 1988 - 41 U.S.C. 702 through 706. z. The Federal Funding Accountability and Transparency Act of 2006, as amended (Pub. L. 109- 282, as amended by section 6202 of Pub. L. 110-252). EXECUTIVE ORDERS a. Executive Order 11246- Equal Employment Opportunityl b. Executive Order 11990 -Protection of Wetlands c. Executive Order 11998-Flood Plain Management 9 January 24, 2017 3-41-0002-011-2017 d. Executive Order 12372 - Intergovernmental Review of Federal Programs e. Executive Order 12699 - Seismic Safety of Federal and Federally Assisted New Building Construction' f. Executive Order 12898 - Environmental Justice FEDERAL REGULATIONS a. 2 CFR Part180 - OMBGuidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement). b. 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. [OMB Circular A-87 Cost Principles Applicable to Grants and Contracts with State and Local Governments, and OMB Circular A-133 - Audits of States, Local Governments, and Non-Profit Organizations];a,s,a c. 2 CFR Part 1200 - Nonprocurement Suspension and Debarment d. 14 CFR Part 13 - Investigative and Enforcement Procedures14 CFR Part 16 - Rules of Practice For Federally Assisted Airport Enforcement Proceedings. e. 14 CFR Part 150 - Airport noise compatibility planning. f. 28 CFR Part 35- Discrimination on the Basis of Disability in State and Local Government Services. g. 28 CFR § 50.3 - U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964. h. 29 CFR Part 1- Procedures for predetermination of.wage rates.' is 29 CFR Part 3 - Contractors and subcontractors on public building or public work financed in whole or part by loans or grants from the United States.' j. 29 CFR Part 5 - Labor standards provisions applicable to contracts covering federally financed and assisted construction (also labor standards provisions applicable to non-construction contracts subject to the Contract Work Hours and Safety Standards Act).' k. 41 CFR Part 60 - Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor (Federal and federally assisted contracting requirements).' 1. 49 CFR Part 18 - Uniform administrative requirements for grants and cooperative agreements to state and local governments.3 m. 49 CFR Part 20 - New restrictions on lobbying. n. 49 CFR Part 21- Nondiscrimination in federally-assisted programs of the Department of Transportation - effectuation of Title VI of the Civil Rights Act of 1964.. o. 49 CFR Part 23 - Participation by Disadvantage Business Enterprise in Airport Concessions. p. 49 CFR Part 24- Uniform Relocation Assistance and Real Property Acquisition for Federal and Federally Assisted Programs.12 q. 49 CFR Part 26 - Participation by Disadvantaged Business Enterprises in Department of Transportation Programs. r. 49 CFR Part'27 - Nondiscrimination on the Basis of Handicap in Programs and Activities Receiving or Benefiting from Federal Financial Assistance.' 10 January 24, 2017 3-41-0002-011-2017 s. 49 CFR Part 28 -Enforcement of Nondiscrimination on the Basis of Handicap in Programs or Activities conducted by the Department of Transportation. t. 49 CFR Part 30 - Denial of public works contracts to suppliers of goods and services of countries that deny procurement market access to U.S. contractors. u. 49 CFR Part 32 -Governmentwide Requirements for Drug-Free Workplace (Financial Assistance) v. 49 CFR Part 37 -Transportation Services for Individuals with Disabilities (ADA). w. 49 CFR Part 41- Seismic safety of Federal and federally assisted or regulated new building construction. SPECIFIC ASSURANCES Specific assurances required to be included in grant agreements by any of the above laws, regulations or circulars are incorporated by reference in this grant agreement. FOOTNOTES TO ASSURANCE C.I. 1 These laws do not apply to airport planning sponsors. 2 These laws do not apply to private sponsors. 3 49 CFR Part 18 and 2 CFR Part 200 contain requirements for State and Local Governments receiving Federal assistance. Any requirement levied upon State and Local Governments by this regulation and circular shall also be applicable to private sponsors receiving Federal assistance under Title 49, United States Code. 4 On December 26, 2013 at 78 FR 78590, the Office of Management and Budget (OMB) issued the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards in 2 CFR Part 200. 2 CFR Part 200 replaces and combines the former Uniform Administrative Requirements for Grants (OMB Circular A-102 and Circular A-110 or 2 CFR Part 215 or Circular) as well as the Cost Principles (Circulars A-21 or 2 CFR part 220; Circular A-87 or 2 CFR part 225; and A-122, 2 CFR part 230). Additionally it replaces Circular A-133 guidance on the Single Annual Audit. In accordance with 2 CFR section 200.110, the standards set forth in Part 200 which affect administration of Federal awards issued by Federal agencies become effective once implemented by Federal agencies or when any future amendment to this Part becomes final. Federal agencies, including the Department of Transportation, must implement the policies and procedures applicable to Federal awards by promulgating a regulation to be effective by December 26, 2014 unless different provisions are required by statute or approved by OMB. 5 Cost principles established in 2 CFR part 200 subpart E must be used as guidelines for determining the eligibility of specific types of expenses. 6 Audit requirements established in 2 CFR part 200 subpart F are the guidelines for audits. 2. Responsibility and Authority of the Sponsor. a. Public Agency Sponsor: It has legal authority to apply for this grant, and to finance and carry out the proposed project; that a resolution, motion or similar action has been duly adopted or passed as an official act of the applicant's governing body authorizing the filing of the application, including all understandings and assurances contained therein, and directing and authorizing the person identified as the official representative of the applicant to act in connection with the application and to provide such additional information as may be required. b. Private Sponsor: 11 January 24, 2017 3-41-0002-011-2017 It has legal authority to apply for this grant and to finance and carry out the proposed project and comply with all terms, conditions, and assurances of this grant agreement. It shall designate an official representative and shall in writing direct and authorize that person to file this application, including all understandings and assurances contained therein; to act in connection with this application; and to provide such additional information as may be required. 3.. Sponsor Fund Availability. It has sufficient funds available for that portion of the project costs which are not to be paid by the United States. It has sufficient funds available to assure operation and maintenance of items funded under this grant agreement which it will own or control. 4. Good Title. a. It, a public agency or the Federal government, holds good title, satisfactory to the Secretary, to the landing area of the airport or site thereof, or will give assurance satisfactory to the Secretary that good title will be acquired. b. For noise compatibility program projects to be carried out on the property of the sponsor, it holds good title satisfactory to the Secretary to that portion of the property upon which Federal funds will be expended or will give assurance to the Secretary that good title will be obtained. 5. Preserving Rights and Powers. a. It will not take or permit any action which would operate to deprive it of any of the rights and powers necessary to perform any or all of the terms, conditions, and assurances in this grant agreement without the written approval of the Secretary, and will act'promptly to acquire, extinguish or modify any outstanding rights or claims of right of others which would interfere with such performance by the sponsor. This shall be done in a manner acceptable to the Secretary. b. It will not sell, lease, encumber, or otherwise transfer or dispose of any part of its title or other interests in the property shown on Exhibit A to this application or, for a noise compatibility program project, that portion of the property upon which Federal funds have been expended, for the duration of the terms, conditions, and assurances in this grant agreement without approval by the Secretary. If the transferee is found by the Secretary to be eligible under Title 49, United States Code, to assume the obligations of this grant agreement and to have the power, authority, and financial resources to carry out all such obligations, the sponsor shall insert in the contract or document transferring or disposing of the sponsor's interest, and make binding upon the transferee all of the terms, conditions, and assurances contained in this grant agreement. c.. For all noise compatibility program projects which are to be carried out by another unit of local government or are on property owned by a unit of local government other than the sponsor, it will enter into an agreement with that government. Except as otherwise specified by the Secretary, that agreement shall obligate that government to the same terms, conditions, and assurances that would be applicable to it if it applied directly to the FAA for a grant to undertake the noise compatibility program project. That agreement and changes thereto must be satisfactory to the Secretary. It will take steps to enforce this agreement against the local government if there is substantial non-compliance with the terms of the agreement. 12 January 24, 2017 3-41-0002-011-2017 d. For noise compatibility program projects to be carried out on privately owned property, it will enter into an agreement with the owner of that property which includes provisions specified by the Secretary. It will take steps to enforce this agreement against the property owner whenever there is substantial non-compliance with the terms of the agreement. e. If the sponsor is a private sponsor, it will take steps satisfactory to the Secretary to ensure that the airport will continue to function as a public-use airport in accordance with these assurances for the duration of these assurances. f. If an arrangement is made for management and operation of the airport by any agency or person other than the sponsor or an employee of the sponsor, the sponsor will reserve sufficient rights and authority to insure that the airport will be operated and maintained in accordance Title 49, United States Code, the regulations and the 'terms, conditions and assurances in this grant agreement and shall insure that such arrangement also requires compliance therewith. g. Sponsors of commercial service airports will not permit or enter into any arrangement that results in permission for the owner or tenant of a property used as a residence, or zoned for residential use, to taxi an aircraft between that property and any location on airport. Sponsors of general aviation airports entering into any arrangement that results in permission for the owner of residential real property adjacent to or near the airport must comply with the requirements of Sec. 136 of Public Law 112-95 and the sponsor assurances. 6. Consistency with Local Plans. The project is reasonably consistent with plans (existing at the time.of submission of this application) of public agencies that are authorized by the State in which the project is located to plan for the development of the area surrounding the airport. 7. Consideration of Local Interest. It has given fair consideration to the interest of communities in or near where the project may be located. 8. Consultation with Users. In making a decision to undertake any airport development project under Title 49, United States Code, it has undertaken reasonable consultations with affected parties using the airport at which project is proposed. 9. Public Hearings. In projects involving the location of an airport, an airport runway, or a major runway extension, it has afforded the opportunity for public hearings for the purpose of considering the economic, social, and environmental effects of the airport or runway location and its consistency with goals and objectives of such planning as has been carried out by the community and it shall, when requested by the Secretary, submit a copy of the transcript of such hearings to the Secretary. Further, for such projects, it has on its management board either voting representation from the communities where the project is located or has advised the communities that they have the. right to petition the Secretary concerning a proposed project. 10. Metropolitan Planning Organization. In projects involving the location of an airport, an airport runway, or a major runway extension at a medium or large hub airport, the sponsor has made available to and has provided upon request to the metropolitan planning organization in the area in which the airport is located, if any, a copy 13 January 24, 2017 3-41-0002-011-2017 of the proposed amendment to the airport layout plan to depict the project and a copy of any airport master plan in which the project is described or depicted. 11. Pavement Preventive Maintenance. With respect to a project approved after January 1, 1995, for the replacement or reconstruction of pavement at the airport, it assures or certifies that it has implemented an effective airport pavement maintenance-management program and it assures that it will use such program for the useful life of any pavement constructed, reconstructed or repaired with Federal financial . assistance at the airport. It will provide such reports on pavement condition and pavement management programs as the Secretary determines may be useful. 12. Terminal Development Prerequisites.. For projects which include terminal development at a public use airport, as defined in Title 49, it has, on the date of submittal of the project grant application, all the safety equipment required for certification of such airport under section 44706 of Title 49, United States Code, and all the security equipment required by rule or regulation, and has provided for access to the passenger enplaning and deplaning area of such airport to passengers enplaning and deplaning from aircraft other than air carrier aircraft. 13. Accounting System, Audit, and Record Keeping Requirements. a. It shall keep all project accounts and records which fully disclose the amount and disposition by the recipient of the proceeds of this grant, the total cost of the project in connection with which this grant is given or'used; and the amount or nature of that portion of the cost of the project supplied by other sources, and such other financial records pertinent to the project. The accounts and records shall be kept in accordance with an accounting system that will facilitate an effective audit in accordance with the Single Audit Act of 1984. b. It shall make available to the Secretary and the Comptroller General of the United States, or any of their duly authorized representatives, for the purpose of audit and examination, any books, documents, papers, and records of the recipient that are pertinent to this grant. The Secretary may require that an appropriate audit be conducted by a recipient. In any case in which an independent audit is made of the accounts of a sponsor relating to the disposition of the proceeds of a grant or relating to the project in connection with which this grant was given or used, it shall file a certified copy of such audit with. the Comptroller General of the United States not later than six (6) months following the close of the fiscal year for which the audit was made. 14. Minimum Wage Rates. It shall include, in all contracts in excess of $2,000 for work on any projects funded under this grant agreement which involve labor, provisions establishing minimum rates of wages, to be predetermined by the Secretary of Labor, in accordance with the Davis-Bacon Act, as amended (40 U.S.C. 276a-276a-5), which contractors shall pay to skilled and unskilled labor, and such minimum rates shall be stated in the invitation for bids and shall be included in proposals or bids for the work. 15. Veteran's Preference. It shall include in all contracts for work on any project funded under this grant agreement which involve labor, such provisions as are necessary to insure that, in the employment of labor (except in executive, administrative, and supervisory positions), preference shall be given to Vietnam era veterans, Persian Gulf veterans, Afghanistan-Iraq war veterans, disabled veterans, and small business concerns owned and controlled by disabled veterans as defined in Section 47112 of Title 14 January 24, 2017 3-41-0002-011-2017 49, United States Code. However, this preference shall apply only where the individuals are available and qualified to perform the work to which the employment relates. 16: Conformity to Plans and Specifications. It will execute the project subject to plans, specifications, and schedules approved by the Secretary. Such plans, specifications, and schedules shall be submitted to the Secretary prior to commencement of site preparation, construction, or other performance under this grant agreement, and, upon approval of the Secretary, shall be incorporated into this grant agreement. Any modification to the approved plans, specifications, and schedules shall also be subject to approval of the Secretary, and incorporated into this grant agreement. 17. Construction Inspection and Approval. It will provide and maintain competent technical supervision at the construction site throughout the project to assure that the work conforms to the plans; specifications, and schedules approved by the Secretary for the project. It shall subject the construction work on any project contained in an approved project application to inspection and approval by the Secretary and such work shall be in accordance with regulations and procedures prescribed by the Secretary. Such regulations and procedures shall require such cost and progress reporting by the sponsor or sponsors of such project as the Secretary shall deem necessary. 18. Planning Projects. In carrying out planning projects: a. It will execute the project in accordance with the approved program narrative contained in the project application or with the modifications similarly approved. b. It will furnish the Secretary with such periodic reports as required pertaining to the planning project and planning work activities., c. It will include in all published material prepared in connection with the planning project a notice that the material was prepared under a grant provided by the United States. d. It will make such material available for examination by the public, and agrees that no material prepared with funds under this project shall be subject to copyright in the United States or any other country. e. It will give the Secretary unrestricted authority to publish, disclose, distribute, and otherwise use any of the material prepared in connection with this grant. f. It will grant the Secretary the right to disapprove the sponsor's employment of specific consultants and their subcontractors to do all or any part of this project as well as the right to disapprove the proposed scope and cost of professional services. g. It will grant the Secretary the right to disapprove the use of the sponsor's employees to do all or any part of the project. h. It understands and agrees that the Secretary's approval of this project grant or the Secretary's approval of any planning material developed as part of this grant does not constitute or imply any assurance or commitment on the part of the Secretary to approve any pending or future application for a Federal airport grant. 19. Operation and Maintenance. a. The airport and all facilities which are necessary to serve the aeronautical users of the airport, other than facilities owned or controlled by the United States, shall be operated at all times in a safe and serviceable condition and in accordance with the minimum standards as may be 15 January 24, 2017 3-41-0002-011-2017 required or prescribed by applicable Federal, state and local agencies for maintenance and operation. It will not cause or permit any activity or action thereon which would interfere with its use for airport purposes. It will suitably operate and maintain the airport and all facilities thereon or connected therewith, with due regard to climatic and flood conditions. Any proposal to temporarily close the airport for non-aeronautical purposes must first be approved by the Secretary. In furtherance of this assurance, the sponsor.will have in effect arrangements for- 1) Operating the airport's aeronautical facilities whenever required; 2) Promptly marking and lighting hazards resulting from airport conditions, including temporary conditions; and 3) Promptly notifying airmen of any condition affecting aeronautical use of the airport. Nothing contained herein shall be construed to require that the airport be operated for aeronautical use during temporary periods when snow, flood or other climatic conditions interfere with such operation and maintenance. Further, nothing herein shall be construed as requiring the maintenance, repair, restoration, or replacement of any structure or facility which is substantially damaged or destroyed due to an act of God or other condition or circumstance beyond the control of the sponsor. b. It will suitably operate and maintain noise compatibility program items that it owns or controls upon which Federal funds have been expended. 20. Hazard Removal and Mitigation. It will take appropriate action to assure that such terminal airspace as is required to protect instrument and visual operations to the airport (including established minimum flight altitudes) will be adequately cleared and protected by removing, lowering, relocating, marking, or lighting or otherwise mitigating existing airport hazards and by preventing the establishment or creation of future airport hazards. 21. Compatible Land Use. It will take appropriate action, to the extent reasonable, including the adoption of zoning laws, to restrict the use of land adjacent to or in the immediate vicinity of the airport to activities and purposes compatible with normal airport operations, including landing and takeoff of aircraft. In addition, if the project is for noise compatibility program implementation, it will not cause or permit any change inland use, within its jurisdiction, that will reduce its compatibility, with respect to the airport, of the noise compatibility program measures upon which Federal funds have been expended. 22. Economic Nondiscrimination. a. It will make the airport available as an airport for public use on reasonable terms and without unjust discrimination to all types, kinds and classes of aeronautical activities, including commercial aeronautical. activities offering services to the public at the airport. b. In any agreement, contract, lease, or other arrangement under which a right or privilege at the airport is granted to any person, firm, or corporation to conduct or to engage in any aeronautical activity for furnishing services to the public at the airport, the sponsor will insert and enforce provisions requiring the contractor to- 1) furnish said services on a. reasonable, and not unjustly discriminatory, basis to all users thereof, and 2) charge reasonable, and not unjustly discriminatory, prices for each unit or service, 16 January 24, 2017 3-41-0002-011-2017 provided that the contractor may be allowed to make reasonable and nondiscriminatory discounts, rebates, or other similar types of price reductions°to volume purchasers. a.) Each fixed-based operator at the airport shall be subject to the same rates, fees, rentals, and. other charges as are uniformly applicable to all other fixed-based operators making the same or similar uses of.such airport and utilizing the same.or similar facilities. b.) Each air carrier using such airport shall have the right to service itself or to use any fixed-based operator that is authorized or permitted by the airport to serve any air carrier at such airport. c.) Each air carrier using such airport (whether as a tenant, non-tenant, or subtenant of another air carrier tenant) shall be subject to such nondiscriminatory and substantially comparable rules, regulations, conditions, rates, fees, rentals, and other. charges with respect to facilities directly and substantially related to providing air transportation as are applicable to all such air carriers which make similar use of such airport and utilize similar facilities, subject to reasonable classifications such as tenants or non-tenants and signatory carriers and non-signatory carriers. Classification or status as tenant or signatory shall not be unreasonably withheld by any airport provided an air carrier assumes obligations substantially similar to those already imposed on air carriers in such classification or status. d.) It will not exercise or grant any right or privilege which operates to prevent any person, firm, or corporation operating aircraft on the airport from performing any services on its own aircraft with its own employees [including, but not limited.to maintenance, repair, and fueling] that it may choose to perform. e.) In the event the sponsor itself exercises any of the rights and privileges referred to in this assurance, the services involved will be provided on the same conditions as would apply to the furnishing of such services by commercial aeronautical service providers authorized by the sponsor under these provisions. f.) The sponsor may establish such. reasonable, and not unjustly discriminatory, conditions to be met by all users of the airport as may be necessary for the safe and efficient operation of the airport. g.) The sponsor may prohibit or limit any given type, kind or class of aeronautical use of the airport if such action is necessary for the safe operation of the airport or necessary to serve the civil aviation needs of the public. 23. Exclusive Rights. It will permit no exclusive right for the use of the airport by any person providing, or intending to provide, aeronautical services to the public. For purposes of this paragraph, the providing of the. services at an airport by 'a single fixed-based operator shall not be construed as an exclusive right if both of the following apply: a. It would be unreasonably costly, burdensome, or impractical for more than one fixed-based operator to provide such services, and b. If allowing more than one fixed-based operator to provide such services would require the reduction of space leased pursuant to an existing agreement between such single fixed-based operator and such airport. It further agrees that it will not, either directly or indirectly, grant or permit. any person, firm, or corporation, the exclusive right at the airport to conduct any aeronautical activities, including, but not limited to charter flights, pilot training, aircraft rental 17 January 24, 2017 3-41-0002-011-2017 and sightseeing, aerial photography, crop dusting, aerial advertising and surveying, air carrier operations, aircraft sales and services, sale of aviation petroleum products whether or not conducted in conjunction with other aeronautical activity, repair and maintenance of aircraft, sale of aircraft parts, and any other activities which because of their direct relationship to the operation of aircraft can be regarded as an aeronautical. activity, and that it will terminate any .exclusive right to conduct an aeronautical activity now existing at such an airport before the grant of any assistance under Title 49, United States Code. 24. Fee and Rental Structure. It will maintain a fee and rental structure for the facilities and services at the airport which will make the airport as self-sustaining as possible under the circumstances existing at the particular airport, taking into account such factors as the volume of traffic and economy of collection. No part of the Federal share of an airport development, airport planning or noise compatibility project for which a grant is made under Title 49, United States Code, the Airport and Airway Improvement Act of 1982, the Federal Airport Act or the Airport and Airway Development Act of 1970 shall be included in the rate basis in establishing fees, rates, and charges for users of that airport. 25. Airport Revenues. a. All revenues generated by the airport and any local taxes on aviation fuel established after December 30, 1987, will be expended by it for the capital or. operating-costs of the airport; the local airport system; or other local facilities which are owned or operated by the owner or operator of the airport and which are directly and substantially related to the actual air transportation of passengers or property; or for noise mitigation purposes on or off the airport. The following exceptions apply to this paragraph: 1) If covenants or assurances.in debt obligations issued before September 3, 1982, by the owner or operator of the airport, or provisions enacted before September 3, 1982, in governing statutes controlling the owner or operator's financing, provide for the use of the revenues from any of the airport owner or operator's facilities, including the airport, to support not only the airport but also the airport owner or operator's general debt obligations or other facilities, then this limitation on the use of all revenues generated by the airport (and, in the case of a public airport, local taxes on aviation fuel) shall not apply. 2) If the Secretary approves the sale of a privately owned airport to a public sponsor and provides funding for any portion of the public sponsor's acquisition of land, this limitation on the use of all revenues generated by the sale shall not apply to certain proceeds from the sale. This is conditioned on repayment to the Secretary by the private owner of an amount equal to the remaining unamortized portion (amortized over a 20-year period) of any airport improvement grant made to the private owner for any purpose other than land acquisition on or after October 1, 1996, plus an amount equal to the federal share of the current fair market value of any land acquired with an airport improvement grant made to that airport on or after October 1, 1996. 3)' Certain revenue derived from or generated by mineral extraction, production, lease, or other means at a general aviation airport (as defined at Section 47102 of title 49 United States Code), if the FAA determines the airport sponsor meets the requirements set forth in Sec. 813 of Public Law 112-95. a.) As part of the annual audit required under the Single Audit Act of 1984, the sponsor will direct that the audit will review, and the resulting audit reportwill provide an opinion concerning, the use of airport revenue and taxes in paragraph (a), and indicating whether funds paid or transferred to the owner or operator are paid or transferred in a 18 January 24, 2017 3-41-0002-011-2017 manner consistent with Title 49, United States Code and any other applicable provision of law, including any regulation promulgated by the Secretary or Administrator. b.) Any civil penalties or other sanctions will be imposed for violation of this assurance in accordance with the provisions of Section 47107 of Title 49, United States Code. 26. Reports and Inspections. It will: a. submit to the Secretary such annual or special financial and operations reports as the Secretary may reasonably request and make such reports available to. the public; make available to the public at reasonable times and places a report of the airport budget in a format prescribed by the Secretary; b. for airport development projects, make the airport and all airport records and documents affecting the airport, including deeds, leases, operation and use agreements, regulations and other instruments, available for inspection by any duly authorized agent of the Secretary upon reasonable request; c. for noise compatibility program projects, make records and documents relating to the project and continued compliance with the terms, conditions, and assurances of this grant agreement including deeds, leases, agreements, regulations, and other instruments, available for inspection by any duly authorized agent of the Secretary upon reasonable request; and d. in a format and time prescribed by the Secretary, provide to the Secretary and make available to the public following each of its fiscal years, an annual report listing in detail: .1) all amounts paid by the airport to any other unit of government and the purposes for which each such payment was made; and 2) all services and property provided by the airport to other units of government and the amount of compensation received for provision of each such service and-property. 27. Use by Government Aircraft. It will make available all of the facilities of the airport developed with Federal financial assistance and all those usable for landing and takeoff of aircraft to the United States for use by Government aircraft in common with other aircraft at all times without charge, except, if the use by. Government aircraft is substantial, charge may be made for a reasonable share, proportional to such use, for the cost of operating and maintaining the facilities used. Unless otherwise determined by the Secretary, or otherwise agreed to by the sponsor and the using agency, substantial use of an airport by Government aircraft will be considered to exist when operations of such aircraft are in excess of those which, in the opinion of the Secretary, would unduly interfere with use of the landing areas by other authorized aircraft, or during any calendar month that - a. by gross weights of such aircraft) is in excess of five million-pounds Five (5) or more Government aircraft are regularly based at the airport or on land adjacent thereto; or b. The total number of movements (counting each landing as a movement) of Government aircraft is 300 or more, or the gross accumulative weight of Government aircraft using the. airport (the total movement of Government aircraft multiplied. 28. Land for Federal Facilities. It will furnish without cost to the Federal Government for use in connection with any air traffic control or air.navigation activities, or weather-reporting and communication activities related to air traffic control, any areas of land or water, or estate therein, or rights in buildings of the sponsor as the Secretary considers necessary or desirable for construction, operation, and maintenance at 19 January 24, 2017 3-41-0002-011-2017 Federal expense of space or facilities for such purposes. Such areas or any portion thereof will be made available as provided herein within four months after receipt of a written request from the Secretary. 29. Airport Layout Plan. a. It will keep up to date at all times an airport layout plan of the airport showing: 1) boundaries of the airport and all proposed additions thereto, together with the boundaries of all offsite areas owned or controlled by the sponsor for airport purposes and proposed additions thereto; 2) the location and nature of all existing and proposed airport facilities and structures (such as runways, taxiways, aprons, terminal buildings, hangars and roads), including all proposed extensions and reductions of existing airport facilities; 3) the location of all existing and proposed nonaviation areas and of all existing improvements thereon; and 4) all proposed and existing access points used to taxi aircraft across the airport's property boundary. Such airport layout plans and each amendment, revision, or modification thereof, shall be subject to the approval of the Secretary which approval shall be evidenced by the signature of a duly authorized representative of the Secretary on the face of the airport layout plan. The sponsor will not make or permit any changes or alterations in the airport or any of its facilities which are not in conformity with the airport layout plan as approved by the Secretary and which might, in the opinion of the Secretary, adversely affect the safety, utility or efficiency of the airport. a.) If a change or alteration in the airport or the facilities is made which the Secretary determines adversely affects the safety, utility, or efficiency of any federally owned, leased, or funded property on or off the airport and which is not in conformity with the airport layout plan as approved by the Secretary, the owner or operator will, if requested, by the Secretary (1) eliminate such adverse effect in a manner approved by the Secretary; or (2) bear all costs of relocating such property (or replacement thereof) to a site acceptable to the Secretary and all costs of restoring such property (or replacement thereof) to the level of safety, utility, efficiency, and cost of operation existing before the unapproved change in the airport or its facilities except in the case of a relocation or replacement of an existing airport facility due to a change in the Secretary's design standards beyond the control of the airport sponsor. 30. Civil Rights. It will promptly take any measures necessary to ensure that no person in the United States shall, on the grounds of race, creed, color, national origin, sex, age, or disability be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination. in any activity conducted with, or benefiting from, funds received from this grant. . a. Using the definitions of activity, facility and program as found and defined in 21.23 (b) and 21.23 (e) of 49 CFR § 21, the sponsor will facilitate all programs, operate all facilities, or conduct all programs in compliance with all non-discrimination requirements imposed by, or pursuant to these assurances. b. Applicability 1) Programs and Activities. If the sponsor has received a grant (or other federal assistance) for any of the sponsor's program or activities, these requirements extend to all of the a 20 January 24, 2017 3-41-0002-011-2017 sponsor's programs and activities. 2) Facilities. Where it receives a grant or other federal financial assistance to construct, expand, renovate, remodel, alter or acquire a facility, or part of a facility, the assurance extends to the entire facility and facilities operated in connection therewith. 3) Real Property. Where the sponsor receives a grant or other Federal financial assistance in . the form of, or for the acquisition of real property or an interest in real property, the assurance will extend to rights to space on, over, or under such property. c. Duration. The sponsor agrees that it is obligated to.this assurance for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the form of, personal property, or real property, or interest therein, or structures or improvements thereon, in which case the assurance obligates the sponsor, or any transferee for the longer of the following periods: 1) So long as the airport is used as an airport, or for another purpose involving the provision of similar services or benefits; or 2) So long as the sponsor retains ownership or possession of the property. d. Required Solicitation Language. It will include the following notification in all solicitations for bids, Requests For Proposals for work, or material under this grant agreement and in all proposals for agreements, including airport concessions, regardless of funding source: "The (Name of Sponsor), in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises and airport concession disadvantaged business. enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award." e. Required Contract Provisions. 1) It will insert the non-discrimination contract clauses requiring compliance with the acts and, regulations relative to non-discrimination in Federally-assisted programs of the DOT, and incorporating the acts and regulations into the contracts by reference in every contract or agreement subject to the non-discrimination in Federally-assisted programs of the DOT acts and regulations. 2) It will include a list of the pertinent non-discrimination authorities in every contract that is subject to the non-discrimination acts and regulations. 3) It will insert non-discrimination contract clauses asa covenant running with the land, in any deed from the United States effecting or recording a transfer of real property, structures, use, or improvements thereon or interest therein to a sponsor. 4) It will insert non-discrimination contract clauses prohibiting discrimination on the basis of race, color, national origin, creed, sex, age, or handicap as a covenant running with the land, in any future deeds, leases, license, permits, or similar instruments entered into by the sponsor with other parties: a.) For the subsequent transfer of real property acquired or improved under the applicable activity, project, or program; and 21 January 24, 2017 3-41-0002-011-2017 b.) For the construction or use of, or access to, space on, over, or under real property acquired or improved under the applicable activity, project, or program. f. It will provide for such methods of administration for the program as are found by the Secretary to give reasonable guarantee that it, other recipients, sub-recipients, sub-grantees, contractors, subcontractors, consultants, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the acts, the regulations, and this assurance. g. It agrees that the United States has a right to seek.judicial enforcement with regard to any matter arising under the acts, the regulations, and this assurance. 31. Disposal of Land. a. For land purchased under a grant.for airport noise compatibility purposes, including land serving as a noise buffer, it will dispose of the land, when the land is no longer needed for such purposes, at fair market value, at the earliest practicable time. That.portion of the proceeds of such disposition which is proportionate to the United States' share of acquisition of such land will be, at the discretion of the Secretary, (1) reinvested in another project at the airport, or (2) transferred to another eligible airport as prescribed by the Secretary. The Secretary shall give preference to the following, in descending order, (1) reinvestment in an approved noise compatibility project, (2) reinvestment in an approved project that is eligible for grant funding under Section 47117(e) of title 49 United States Code, (3) reinvestment in an approved airport development project that is eligible for grant funding under Sections 47114, 47115, or 47117 of title 49 United States Code, (4) transferred to an eligible sponsor of another public airport to be reinvested in an approved noise compatibility project at that airport, and (5) paid to the Secretary for deposit in the Airport and Airway Trust Fund. If land acquired under a grant for .noise compatibility purposes is leased at fair market value and consistent with noise buffering purposes, the lease will not be considered a disposal of the.land. Revenues derived from such a lease may be used for an approved airport development project that would otherwise be eligible for grant funding or any permitted use of airport revenue. b. For land purchased under a grant for airport development purposes (other than noise compatibility), it will, when the land is no longer needed for airport purposes, dispose of such land at fair market value or make available to the Secretary an amount equal to the United States' proportionate share of the fair market value of the land. That portion of the proceeds of such disposition which is proportionate to the United States' share of the cost of acquisition of such land will, (1) upon application to the Secretary, be reinvested or transferred to another eligible airport as prescribed by the Secretary. The Secretary shall give preference to the following, in descending order: (1) reinvestment in an approved noise compatibility project, (2) reinvestment in an approved project that is eligible for grant funding under Section 47117(e) of title 49 United States Code, (3) reinvestment in an approved airport development project that is eligible for grant funding under Sections 47114, 47115, or 47117 of title 49 United States Code, (4) transferred to an eligible sponsor of another public airport to be reinvested in an approved noise compatibility project at that airport, and (5) paid to the Secretary for deposit in the Airport and Airway Trust Fund. c. Land shall be considered to be needed for airport purposes under this assurance if (1) it may be needed for aeronautical purposes (including runway protection zones) or serve as noise buffer land, and (2) the revenue from interim uses of such land contributes to the financial self-sufficiency of the airport. Further, land purchased with a grant received by an airport operator or owner before December 31, 1987, will be considered to be needed for airport purposes if the Secretary or Federal agency making such grant before December 31, 1987, was 22 January 24, 2017 3-41-0002-011-2017 notified by the operator or owner of the uses of such land, did not object to such use, and the land continues to be used for that purpose, such use having commenced no later than December 15, 1989. d. Disposition of such land under (a) (b) or (c) will be subject to the retention or reservation of any interest or right therein necessary to ensure that such land will only be used for purposes which are compatible with noise levels associated with operation of the airport. 32. Engineering and Design Services. It will award each contract, or sub-contract for program management, construction management, planning studies, feasibility studies, architectural services, preliminary engineering, design, engineering, surveying, mapping or related services with respect to the project in the same manner as a contract for architectural and engineering services is negotiated under Title IX of the Federal Property and Administrative Services Act of 1949 or an equivalent qualifications-based requirement prescribed for or by the sponsor of the airport. 33. Foreign Market Restrictions. It will not allow funds provided under this grant to be used to fund any project which uses any product or service of a foreign country during the period in which such foreign country is listed by the United States Trade Representative as denying fair and equitable market opportunities for products and suppliers of the United States in procurement and construction. 34. Policies, Standards, and Specifications. It will carry out the project in accordance with policies, standards, and specifications approved by the Secretary including, but not limited to, the advisory circulars listed in the.Current FAA Advisory Circulars for AIP projects, dated December 31, 2015 and included in this grant, and in accordance with applicable state policies, standards, and specifications approved by the Secretary. 35. Relocation and Real Property Acquisition. a. It will be guided in acquiring real property, to the greatest extent practicable under State law, by the land acquisition policies in Subpart B of 49 CFR Part 24 and will pay or reimburse property owners for necessary expenses as specified in Subpart B. b. It will provide a relocation assistance program offering the services described in Subpart C and fair and reasonable relocation payments and assistance to displaced persons as required in Subpart D and E of 49 CFR Part 24. c. It will make available within a reasonable period of time prior to displacement, comparable replacement dwellings to displaced persons in accordance with Subpart E of 49 CFR Part 24. 36. Access By Intercity Buses. The airport owner or operator will permit, to the maximum extent practicable, intercity buses or other modes of transportation to have access to the airport; however, it has no obligation to fund special facilities for intercity buses or for other modes of transportation. 37. Disadvantaged Business Enterprises. The sponsor shall not discriminate on the basis, of race, color, national origin or sex in the award and performance of any DOT-assisted contract covered by 49 CFR Part 26, or in the award and performance.of any concession activity contract covered by 49 CFR Part 23. In addition, the sponsor shall not discriminate on the basis of race, color, national origin or sex in the administration of its DBE and ACDBE programs or the requirements of 49 CFR Parts 23 and 26. The sponsor shall take all necessary and reasonable steps under 49 CFR Parts 23 and 26 to ensure 23 January 24, 2017 3-41-0002-011-2017 nondiscrimination in the award and administration of DOT-assisted contracts, and/or concession contracts. The sponsor's DBE and ACDBE programs, as required by 49 CFR Parts 26 and 23, and as approved by DOT, are incorporated by reference in this agreement. Implementation of these programs is a legal obligation and failure to carry out its terms shall be treated as a violation of this agreement. Upon notification to the sponsor of its failure to carry out its approved program, the Department may impose sanctions as provided for under Parts 26 and 23 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1936 (31 U.S.C. 3801). 38. Hangar Construction. If the airport owner or operator and a person who owns an aircraft agree that a hangar is to be constructed at the airport for the aircraft at the aircraft owner's expense, the airport owner or operator will grant to the aircraft owner for the hangar a long term lease that is subject to such terms and conditions on the hangar as the airport.owner or operator may impose. 39. Competitive Access. a. If the airport owner or operator of a medium or large hub airport (as defined in section 47102 of title 49, U.S.C.) has been unable to accommodate one or more requests by an air carrier for access to gates or other facilities at that airport in order to allow the air carrier to provide service to the airport or to expand service at the airport, the airport owner or operator shall transmit a report to the Secretary that- 1) Describes the requests; 2) Provides an explanation as to why the requests could not be accommodated; and 3) Provides a time frame within which, if any, the airport will be able to accommodate the requests. b. Such report shall be due on either February 1 or August 1 of each year if the airport has been unable to accommodate the request(s) in the six month period prior to the applicable due date. 24 January 24, 2017 3-41-0002-011-2017 L Ay7~T, FAA ` Airports ~o oa , ISTIO' Current FAA Advisory Circulars Required for Use in AIP Funded and PFC Approved Projects Updated: 1/24/2017 View the most current versions of these ACs and any associated changes at: http://www.faa.gov/airports/resources/advisory circularsand http://www.faa.gov/regulations policies/advisory circulars/ NUMBER TITLE 70/7460-1L Change 1 Obstruction Marking and Lighting 150/5020-1 Noise Control and Compatibility Planning for Airports 150/5070-6B Changes 1- 2 Airport Master Plans 150/5070-7 Change l The Airport System Planning Process 150/5100-13B Development of State Standards for Nonprimary Airports 150/5200-28F Notices to Airmen (NOTAMS) for Airport Operators 150/5200-30D Airport Field Condition Assessments and Winter Operations Safety 150/5200-31C Changes 1-2 Airport Emergency Plan 150/5210-5D Painting, Marking, and Lighting of Vehicles Used on an Airport 150/5210-7D Aircraft Rescue and Fire Fighting Communications 150/5210-13C Airport Water Rescue Plans and Equipment 150/5210-14B Aircraft Rescue Fire Fighting Equipment, Tools and Clothing 150/5210-15A Aircraft Rescue and Firefighting Station Building Design 25 FAA Advisory Circular Required for Use AIP Funded and PFC Approved Projects updated: 1/24/2017 3-41-0002-011-2017 NUMBER TITLE` 150/5210-18A Systems for Interactive Training of Airport Personnel 150/5210-19A Driver's Enhanced Vision System (DEVS) 150/5220-10E Guide Specification for Aircraft Rescue and Fire Fighting (ARFF) Vehicles 150/5220-16D Automated Weather Observing Systems (AWOS) for Non-Federal Applications 150/5220-17B Aircraft Rescue and Fire Fighting (ARFF) Training Facilities 150/5220-18A Buildings for Storage and Maintenance of Airport Snow and Ice Control Equipment and Materials 150/5220-20A Airport Snow and Ice Control Equipment 150/5220-21C Aircraft Boarding Equipment 150/5220-22B Engineered Materials Arresting Systems (EMAS) for Aircraft Overruns 150/5220-23 Frangible Connections 150/5220-24 Foreign Object Debris Detection Equipment 150/5220-25 Airport Avian Radar Systems 150/5220-26 Airport Ground Vehicle Automatic Dependent Surveillance - Broadcast (ADS-B) Changes 1-2 Out Squitter Equipment 150/5300-7B FAA Policy on Facility Relocations Occasioned by Airport Improvements of Changes 150/5300-13A Airport Design Change1 150/5300-14C Design of Aircraft Deicing Facilities 150/5300-16A General Guidance and Specifications for Aeronautical Surveys: Establishment of Geodetic Control and Submission to the National Geodetic Survey 150/5300-17C Standards for Using Remote Sensing Technologies in Airport Surveys 150/5300-18B General Guidance and Specifications for Submission of Aeronautical Surveys to Change l NGS: Field Data Collection and Geographic Information System (GIS) Standards 150/5320-5D Airport Drainage Design 150/5320-6F Airport Pavement Design and Evaluation 26 FAA Advisory Circular Required for Use AIP Funded and PFC Approved Projects Updated: 1/24/2017 3-41-0002-011-2017 NUMBER, , TITLE 150/5320-12C Measurement, Construction, and Maintenance of Skid Resistant Airport Changes 1-8 Pavement Surfaces 150/5320-15A Management of Airport Industrial Waste 150/5235-413 Runway Length Requirements for Airport Design 150/5335-5C Standardized Method of Reporting Airport Pavement Strength - PCN 150/5340-11- Standards for Airport Markings 150/5340-5D Segmented Circle Airport Marker System 150/5340-18F Standards for Airport Sign Systems 150/5340-26C Maintenance of Airport Visual Aid Facilities 150/5340-30H Design and Installation Details for Airport Visual Aids 150/5345-3G Specification for L-821, Panels for the Control of Airport Lighting 150/5345-513 Circuit Selector Switch 150/5345-7F Specification for L-824 Underground Electrical Cable for Airport Lighting Circuits 150/5345-10H Specification for Constant Current Regulators and Regulator Monitors 150/5345-12F Specification for Airport and Heliport Beacons 150/5345-13B Specification for L-841 Auxiliary Relay Cabinet Assembly for Pilot Control of Airport Lighting Circuits 150/5345-26D FAA Specification For L-823 Plug and Receptacle, Cable Connectors 150/5345-27E Specification for Wind Cone Assemblies 150/5345-28G Precision Approach Path Indicator (PAPI) Systems 150/5345-39D Specification for L-853, Runway and Taxiway Retro reflective Markers 150/5345-42H Specification for Airport Light Bases, Transformer Housings, Junction Boxes, and Accessories 150/5345-43H Specification for Obstruction Lighting Equipment 150/5345-44K Specification for Runway and Taxiway Signs 150/5345-45C Low-Impact Resistant (LIR) Structures 27 FAA Advisory Circular Required for Use AIP Funded and PFC Approved Projects Updated: 1/24/2017 3-41-0002-011-2017 NUMBER TITLE ,150/5345-46E Specification for Runway and Taxiway Light Fixtures 150/5345-47C Specification for Series to Series Isolation Transformers for Airport Lighting Systems 150/5345-49C Specification L-854, Radio Control Equipment 150/5345-50B Specification for Portable Runway and Taxiway Lights 150/5345-51B Specification for Discha'rge-Type Flashing Light Equipment 150/5345-52A Generic Visual Glideslope Indicators (GVGI) 150/5345-53D Airport Lighting Equipment Certification Program 150/5345-54B Specification for L-884, Power and Control Unit for Land and Hold Short Lighting Systems 150/5345-55A Specification for L-893, Lighted Visual Aid to Indicate Temporary Runway Closure 150/5345-56B Specification for L-890 Airport Lighting Control and Monitoring System (ALCMS) 150/5360-12F Airport Signing and Graphics 150/5360-13 Change1 Planning and Design Guidelines for Airport Terminal Facilities 150/5360-14 Access to Airports By Individuals With Disabilities 150/5370-2F Operational Safety on Airports During Construction 150/5370-10G Standards for Specifying Construction of Airports 150/5370-11B Use of Nondestructive Testing in the Evaluation of Airport Pavements 150/5370-13A Off-Peak Construction of Airport Pavements Using Hot-Mix Asphalt 150/5370-15B Airside Applications for Artificial Turf 150/5370-16 Rapid Construction of Rigid (Portland Cement Concrete) Airfield Pavements 150/5370-17 Airside Use of Heated Pavement Systems 150/5390-2C Heliport Design 150/5395-1A Seaplane Bases 28 FAA Advisory Circular Required for Use AIP Funded and PFC Approved Projects Updated: 1/24/2017 3-41-0002-011-2017 THE FOLLOWING ADDITIONAL APPLY TO AIP PROJECTS ONLY Updated: 12/31/2015 NUMBER TITLE 150/5100-14E Architectural, Engineering, and Planning Consultant Services for Airport Grant Change 1 Projects 150/5100-17 Land Acquisition and Relocation Assistance for Airport Improvement Program Changes 1- 6 Assisted Projects 150/5300-15A Use of Value Engineering for Engineering Design of Airport Grant Projects 150/5320-17A Airfield Pavement Surface Evaluation and Rating Manuals 150/5370-12B Quality Management for Federally Funded Airport Construction Projects 150/5380-6C Guidelines and Procedures for Maintenance of Airport Pavements 150/5380-713 Airport Pavement Management Program 150/5380-9 Guidelines and Procedures for Measuring Airfield Pavement Roughness 29 FAA Advisory Circular Required for Use AIP Funded and PFC Approved Projects Updated: 1/24/2017 Single Audit Certification Form The Single Audit Act of 1984 established audit requirements for non-Federal entities that receive Federal aid. On December 26, 2014, the implementing document, OMB Circular A-133 (Audits of States, Local Governments, and Non- Profit Organizations) was superseded by 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards). If your current fiscal year began before December 26, 2014, then OMB Circular A-133 is still applicable. If your fiscal year begins on or after January 1, 2015, then 2 CFR Part 200 applies. Under OMB A-133, State or local governments (City, County, Airport Authority, Airport Board) that expend $500,000 or more a year (calendar or fiscal) in total Federal financial assistance must conduct an audit and submit it to the Federal Audit Clearinghouse. If the single audit is required under 2 CFR Part 200, then the total Federal financial assistance expenditure limit is $750,000 or more. For more information on the Single Audit Act requirements please reference the following web site: http:Hharvester.census.,gov/sac/ This notice is our request for a copy of your most recent audit, whether or not there are any significant findings. In accordance with your Airport Improvement Program (AIP) grant agreement, you must also provide that information to your local Airports District Office (ADO). Please fill out the information below by checking the appropriate line(s), sign, date, and return this form to the FAA local ADO identified at the bottom of the form. Airport Sponsor Information: Sponsor Name Fiscal/Calendar Year Ending Airport Name Sponsor's Representative Name Representative's Title Telephone Email Please check the appropriate line(s): ❑ We are subject to the Single Audit requirements and are taking the following action: ❑ The Single Audit for this fiscal/calendar year has been submitted to the FAA. ❑ The Single Audit for this fiscal/calendar year is attached. ❑ The Single Audit report will be submitted to the FAA as soon as this audit is available. ❑ We are exempt from the Single Audit requirements for the fiscal/calendar noted above. Sponsor Certification: Signature Date Return to: FAA, Seattle Airports District Office 1601 Lind Ave. SW, Ste. 250 Renton, WA 98057-3356 ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN SCOPE OF WORK CITY OF ASHLAND ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD (S03) AIRPORT MASTER PLAN FAA AIP Grant Number: 341-002-011-2017 PROJECT INTENT The City of Ashland intendsto develop a 2017-2037 Airport Master Plan to updatethe 2005 Airport Layout Plan Report for the Ashland Municipal Airport. The Master Plan will provide the City of Ashland with a plan to address the development needs at the airport for a 20-year planning horizon (2017-2037) and will develop a realistic program for implementation within known funding constraints. Century West Engineering (Consultant) has been retained by the City of Ashland (City) to accomplish the Master Plan. The Consultant will work in close liaison with the City of Ashland staff, a Planning Advisory Committee (PAC), local business and stakeholder groups,. the Federal Aviation Administration (FAA), and the Oregon Department of Aviation (ODA) to ensure that the plan truly reflects the airport's development needs. The following work program describes the effort required to successfully complete the Master Plan for Ashland Municipal Airport within the FAA framework. This project will provide the City of Ashland with a . 2017-2037 Airport Master Plan and updated Airport Layout Plan (ALP) drawings. An updated Airport Capital Improvement Program (ACIP) will provide the City of Ashland with a method and proposed schedule for addressing future facility needs through use of FAA Airport Improvement Program (AIP) grants and other available funding sources. The project will address and/or update the basic tasks and work elements as outlined in FAA Advisory Circulars 150/5070-613, Airport Master Plans and 150/5300-13A Airport Design (Change 1). The most current FAA Northwest Region Airport Layout Plan Checklist will be prepared and submitted with the draft airport layout plan drawing set. Page 1 FmCENTURY WEST £NGIN£ERlNG CORDORATION ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN The master plan update includes the following major work elements: Executive Summary • Element 1- Study Initiation and Management; • Element 2-AGIS Survey • Element 3 - Airport Data Collection and Facilities Inventories; • Element 4 - Aeronautical Activity Forecasts and Demand Capacity Analyses; • Element 5 - Facility Requirements; • Element 6 - Alternatives Analysis; • Element 7 - Airport Layout and Terminal Areas Plans; • Element 8 - Prioritized Capital Improvement Program and Cost Estimates; • Element 9 - Airport Financial Plan; • Element 10 - Compatible Land Use Planning in the Vicinity of Airports; • Element 11 Recycling and Solid Waste Management Plan; and • Element 12 - Agency Coordination; • Element 13 - Public Participation and Information Process; • Element 14 - Reports and Documentation Completion of the work elements described in the project should result in: 1. A schedule of airport improvements correlated with an identified specific volume of activity or other defined measures of facility requirements, which would trigger action to accomplish the needed improvements; 2. A realistic and workable CIP that identifies items necessary to maintain/improve airport facilities; 3. Current ALP drawings that graphically depict existing conditions at the airport as well as proposed capital improvements; and 4. Corresponding narrative report. ELEMENT 1- STUDY INITIATION AND MANAGEMENT Task 1.1 - Refine Scope of Work, Budget and Schedule Century West will develop a detailed scope of work, budget, and schedule, including approach and level of effort, to be made a part of the project contract fee negotiations. A detailed task-by-task itemization of the project budget and schedule will be provided. Century West will also develop a subconsultant team for applicable work for the review and approval of the City of Ashland. Product: The final scope of work, which will also be used for an independent fee estimate for the project for use in contract negotiations. A breakdown of project costs for each work element will be provided. Page 12 ~~CENTURY WEST avmxeaaime ceeroaano.v ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN Task 1.2 - Coordination and Control/Project Administration The City of Ashland will manage, through its consultant, the administrative grant and fiscal aspects of the project. Additional responsibilities include consultant/airport coordination, facilitation of meetings, timely product review and supply of existing plans, report and electronic files relating to the airport layout, land use, property ownership, approaches, pavement and facility conditions, and previous planning studies and current development desires. Consultant will setup a SharePoint or other file sharing site for all project deliverables and internal document transfer for the duration of the project. Project files for public or PAC consumption will be hosted on the City of Ashland airport webpage. It is anticipated that the Consultant team leaders and the City's key staff will function as a work group that will facilitate all elements of the project. The Consultant will establish a schedule of bi-weekly project meetings (estimated 26 teleconferences lasting 15 minutes to 1 hour) for the work group, with an open invitation to the FAA and ODA to participate on an as-needed basis. The purpose of the meetings is to provide regular updates on study progress and to provide an opportunity to discuss and address issues that arise during the project. Product: A program of public participation with stakeholders that should be involved during the Airport Master Plan study. An internal meeting schedule. ELEMENT 2 - AGIS Survey The Consultant will conduct an aeronautical obstruction survey at Ashland Municipal Airport. The project will be done in compliance with AGIS Advisory Circulars and will include an airport airspace analysis for vertically-guided operations for existing Runway 12/30. The Advisory Circulars identified below detail the data. collection requirements and accuracies for the project and the verification process by the Federal Aviation Administration (FAA) and the National Geodetic Survey (NGS). • AC 150/5300-16A "General Guidance and Specifications for Aeronautical Surveys: Establishment of Geodetic Control and Submission to the National Geodetic Survey." • AC 150/5300-17C "Standards for Using Remote Sensing Technologies in Airport Surveys." • AC 150/5300-18B (Change 1) "General Guidance and Specifications for Submission of Aeronautical Surveys to NGS: Field Data Collection and Geographic Information System (GIS) Standards" Task 2.1 AGIS Survey -Elements and Process The purpose of this project is to accomplish FAA Airport Airspace Analysis Survey for all surfaces defined in FAA Advisory Circular 150/5300 - 186: Section 2.7.1.1 Runways with vertical guidance. Page~3 %~CENTURY WEST ENG/.VEERfA'L CGRPUR.ITION ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN For this project, we will acquire new vertical stereo aerial photography at a nominal scale of 1"= 3,750' for obstruction surface areas and 1"= 972' for the airport property. The aerial photography will cover all of the VG Airspace. Analysis surfaces using an Ultracam Falcon Digital Aerial Mapping System, or comparable, during leaf-on conditions. From the 1"= 3,750' aerial photography, we will produce the following: • Limited landmark feature planimetric mapping • Color digital orthophotos with a 1.0' pixel resolution (VG) • Identification and mapping of obstruction obstacles for all of the VG surfaces From the 1"= 972' aerial photography, Consultant will produce the following: • 100 scale mapping with 2' contours of the existing airport property i Identification and mapping of obstruction obstacles for the VGRPS, VGPCS & VGPS surfaces . Consultant will be responsible for preparation and submittal of the Statement of Work (SOW), Survey, and Quality Control Plan, Imagery Acquisition Plan; And Imagery Acquisition Report, -Final Project Report, and all associated data files as required for submission to the FAA AGIS online database. QUALITY STANDARDS The project has been designed to conform to the National Map Accuracy Standards for 1"=100 scale plan imetric feature collection, two foot contours and six and twelve inch orthophoto production. In addition, photogrammetric mapping will meet all FAA and NGS standards. PROJECT AREA The project area encompasses all of Ashland Municipal Airport (S03) inclusive of the obstruction surfaces as defined in AC 150/5300-18B. CONTROL SURVEYING The aerial photography will be completed with ABGPS control which will be used for the base control for the geo-referencing of the aerial imagery. Consultant will process the ABGPS data using COR stations and reference it to the project control datums: Horizontal: North American Datum of 1983/2011 (NAD 83(2011)), in the OR State Plane Coordinate System, South Zone in International survey feet. Vertical: North American Vertical Datum of 1988 (NAVD 88) Page 14 F~CENTURY WEST £NG/NEEA/NC GOAAUEAT/U.Y ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN Consultant will complete all of the remaining on-site ground control surveys, including: ■ Geodetic control validation of the existing airport PACS and SACS stations or establish temporary airport control according to the guidelines established in AC 150/5300-16A ■ Establishing all necessary ground control photo-identifiable control and FAA mandated check points required to validate the ABGPS and IMU control. Consultant will provide information on the specific locations of the required control and check points. ■ Collection of all the airport runway end positions ® Collection of vertical profiles for all runways ■ Collection of the position, elevation, and where required the appropriate navigational aid perpendicular point of all electronic and visual navigational aids (NAVAIDS) located on the airport and associated with any current instrument approach servicing the airport ■ Full field-collected attribution of all airport features ■ All other tasks, not specifically listed above, as outlined in FAA AC-1813, Table 2-1 "Survey Requirements Matrix for Airport Layout Plan." PHOTOGRAMMETRIC MAPPING Consultant will collect the features normally shown on 1"=100' scale mapping within the mapping limits identified in the RFP (see exhibit). Consultant will build a digital terrain model (DTM) by collecting masspoints and breaklines. These DTM elements will be used to construct a triangulated irregular network (TIN) surface from which 2' contours will be interpolated. Contours will be dashed in areas where the ground is obscured by trees, dense brush, deep shadows or other obstructing features. Dashed contours indicate a lower level of accuracy. Additional field surveys should be performed in areas of dashed contours prior to design. All contours will be continuous polylines. The final data will be delivered in ESRI Shapefile format (FAA) and AutoCAD format. ORTHOPHOTO MAPPING Consultant will use the control solution and scans of the aerial negatives to generate a Digital Elevation Model (DEM) for the VG surfaces. The aerial scans will be processed into color digital orthophotos using the aforementioned DEM to rectify the images. Orthophotos for the entire project area will be developed with a 1.0' pixel resolution and be delivered in a GeoTIFF file format. Page 5 ;S~/CENTURY WEST R.YLf.Y!£Rfh'4' 't)RYORATI (lY ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN VGA OBSTRUCTION SURVEYS The VGA Obstructions Surfaces will satisfy the following requirements of the AC 150/5300-1813: ■ 2.7.1.2 Analysis of Runway 12/30 with Vertically Guided Operations (Surfaces include the VGRPS, VGPCS, VGAS, VGPS, VGATS, VGHS and VGCS) The specific types and quantities of obstructions for each surface are outlined and clearly defined for the particular surface in each circular section. Any obstructions that meet the requirement of the circular, but are of a nature that elevations at the highest point of the obstruction are virtually impossible to read through photogrammetric methods (cell tower, electrical tower, etc.), will be identified and relayed to the . surveyor to initiate field surveyed elevations for the obstruction. The obstruction delivery will include the limited landmark planimetric feature collection. The final data will be delivered in ESRI Shapefile format. Product: Consultant will submit all data collected and associated required deliverable in the formats specified in the appropriate advisory circulars to the FAA Office of Airports, Airports Surveying-GIS Program. All data submissions to the FAA will be through the program's web site at http://airports- is. aa. ov. The AC 15015300-17C project. data deliveries that will not be submitted through the web site will be delivered on external hard drives or DVDs. The 188 deliverables that will be uploaded to the AGIS website include: ■ Statement of Work, Imagery Plan and Survey and Quality Control Plan ■ Image Delivery ■ Digital limited landmark detail outside the airport ■ Color digital orthophotos with a 1.0' pixel resolution (GeoTIFF format) ■ Obstruction survey data (that covers VG surfaces) ■ Surveyed centerline profile on VG runways ■ NAVAID data Photogrommetrically derived and surveyed attributes in defined format ■ FGDC compliant metadata ■ Final Report All digital files will be delivered on external hard drive or CD/DVD. Page 16 ~~CENTURY WEST fNG/.Yff81NG CGefGBATIU.V ASHLAND MUNICIPAL AI RPORT=SUMNER PARKER FIELD AIRPORT MASTER PLAN Task 2.2 AGIS Supplemental Information for Near In Obstruction Identification In addition to the deliverables required under 18B delivery, the Consultant will provide supplemental information to augment anticipated data collection needs for the upcoming obstruction removal project and other future work at the airport. This includes: • Part 77 obstruction data out 5,000.feet from runway endpoints (anything that penetrates or is within 5 feet of the surface). • Planimetric data and two foot contours in Civil 3D (or other) format - see attached feature class spreadsheet • Color digital orthophotos with a 1.0'. pixel resolution in GeoTIFF (project area) • 2 color enlargements (30"x40") covering the airport and surrounding area (mounted/laminated/framed) Product: Electronic ACAD files for obstruction data and contour map. ELEMENT 3 - AIRPORT DATA COLLECTION AND FACILITIES INVENTORIES Overview: Ashland Municipal Airport - Sumner Parker Field is owned by the City of Ashland, located in Jackson County. Ashland accommodates a unique mix of air traffic that includes small general aviation aircraft, turboprops, aerial applicators, occasional air cargo, helicopters, and medical evacuation aircraft. The airport has one paved and lighted runway (Runway 12/30) that is 3,603.feet by 75 feet. Runway 30 is displaced by 190 feet. According to the 2016 Ashland PCI report, the runway was crack sealed in 2014 and rehabilitated in 2011. The data collection and inventory will document existing airfield facilities and conditions that affect the operation and development of the airport. The inventorywill utilize the 2005 Airport Layout Plan Report and subsequent work product from the current airport engineering consultant, to support the data collection effort. The Environmental and Cultural Resources technical memorandums identified in Task 3.10 will be used as a primary data source for the facility inventory and throughout the master plan project. Documents including engineering drawings, binding site plan, or other information relating to the airport will be reviewed to document the airports existing facilities, utilities, structures, etc. The Consultant will conduct interviews with airport tenants and users to help document recent trends. An assessment Page l7 CCENTURY WEST £NCI.YEERINC CtlRPORATIUY ASHLAND MUNICIPAL AI RPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN completed through field observations of existing structures on the airfield will be performed to estimate, remaining useful life. Data from the recent airfield construction projects, the most recent airfield pavement maintenance plan, and other City of Ashland documents will also be reflected in the facility inventory. The primary objective in the inventory is to provide a current "snap shot" of existing conditions to support subsequent analyses in the master plan update. In addition to documenting current conditions, the updated inventory will provide a benchmark of change that has occurred since the last master plan was completed. Examples of key indicators of change include: A. Based Aircraft (changes in fleet mix and size) B. Annual Operations C. Hangar Inventory (square footage or number of spaces) D. Airport Tenants (number of active leases) E. Significant Facility Improvements (e.g. equipment, pavement, buildings, utilities, etc.) F. Roadway and utility improvements G. Changes in Land Use and Land Use Planning (annexation, zoning, etc.) H. Aircraft Fuelling Activity Task 3.1 - Evaluate Existing Documents The Consultant will evaluate all existing documents from previous planning studies and airport records, as provided by airport management, including data pertaining to based aircraft, historic aviation activity, construction programs, and FAA or ODA grants. A summary of current hangar occupancy will be prepared based on data provided by airport management and a survey (using Survey Monkey, an online survey creator) of private hangar owners will be conducted (contact information to be provided by the City of Ashland from lease/rental agreements). The Consultant will collect, analyze and incorporate information from local, regional and state aeronautical or surface transportation studies, comprehensive planning documents, as related to the development of Ashland Municipal Airport. Historic and forecast socioeconomic data will be collected from secondary sources. The Consultant will also review existing and future land use within the airport environs and existing zoning patterns, including overlay zoning designations. In addition, noise sensitive uses/areas will be identified and any natural characteristics, which could impact development and .planning on and off airport property, will. be documented. Existing airport traffic patterns and noise abatement procedures will be summarized (if they exist). Page~8 ~~CE FIWESG8PG8ATlG.YT ENGI.YFE8ING ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN Existing data and information, such as, but not necessarily limited to, documents, maps, studies and projects currently underway or in the planning stages (on and off airport property and in the vicinity) which may directly or indirectly influence this study effort will be identified, reviewed, and documented. Such information would, for example, include a review of any existing regional and state system plans, airport layout plans, pavement maintenance plans, surface transportation plans, utility plans, and engineering reports, among others. Product: A summary of existing documents and previous planning efforts for input to future work elements of this study. Summaries of based aircraft by type, Airport Reference Code (ARC) and weight, and of historical aviation activity since the previous master plan/needs assessment. Task 3.2- Airport Facilities Inventory The Consultant will utilize inventory data contained in the previous Airport Layout Plan Report in addition to other airport specific, regional, or state aviation system planning studies. Other data sources including the FAA Airport Record Form 5010, pavement management plan, construction drawings and other relevant documents, as provided by airport management. An on-site inspection of major components of the airport will also be performed. The examination will include a determination of the facility's use, type, size, condition, and adequacy, and extent it meets or exceeds FAA standards. The findings documented in the Inventory Chapter will be used to support analyses throughout the master plan. The facilities that will be inventoried and the data that will be provided include but are not limited to the following: Airfield/Airspace A. Airfield Pavements - pavement thickness, pavement markings and visual aids, strength and construction history of runway, taxiway and apron pavements. The most recent ODA Pavement Management Plan for the airport will be utilized in addition to review of existing design drawings. B. On-airport Airfield Lighting, visual aids, and signage. C. Wind Data - if on-site wind data is not available, wind data may be taken from a nearby station, if the data is relevant to the airport. Facilities (GA and/or terminal) D. On-airport buildings by type, use and condition (ownership and use data to be provided by the City of Ashland). Hangars, aprons, tiedowns, and based aircraft. Page 19 e~/CENTAUR YPWE`ST ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN Support Facilities E. Aircraft fuel storage and dispersing equipment. F. Local emergency response facilities and capabilities. G. Major Airfield Maintenance Equipment including mowers, snow removal equipment, vehicles, etc. will be documented (data to be provided by the City of Ashland). Access, circulation, parking H. Airport Access Roads and Auto Parking - the location and configuration of existing auto parking, internal airport access roads, and access easements will be examined. The location and configuration of controlled/uncontrolled vehicle access points (gates; etc.) to the airport will be documented. Common vehicular access routes within the airport's landside areas (hangars, aprons, etc.) will be noted. 1. Perimeter Fencing and Gates - the condition, type, height, and location of airport perimeter fencing and access to the airport operations area will be examined. The location and configuration of controlled/uncontrolled vehicle and pedestrian access gates will be documented. J. Documents related to airport property ownership and airport access will be assembled and summarized in the inventory to provide a clear understanding of issues that may affect current planning or ongoing airport development and operations. The City of Ashland will provide the consultant copies of documents for review and incorporation into the master plan report and specific drawings in the Airport Layout Plan (ALP) set, based on historic property acquisition, access agreements, and other related items. K. Airport Leases - The City of Ashland will provide copies of all current leases, including lease diagrams, binding site plan, or other drawings that depict the physical locations and configurations of all leased areas'on the airport. L. Current zoning and land use designations for areas within airport property will be summarized and compared to updated designations developed in the previous plan update. Product: Tabulated airportfacilities inventory for input to later work elements. Task 3.3 - Inventory Existing Utilities and Site Conditions The Consultant will conduct an inventory and prepare base mapping of existing utilities, to include water, gas, sanitary sewer, storm water, electric, telephone, communications, and any other utilities within the m Page 10 CENTURY WEST R.VLf.YEt'RlN4 fORP!)RATIII.V ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN airport boundaries. Existing utility easements and any specified development setbacks located within airport property will be depicted and/or noted. Existing local utility provider drawings (electronic files when available) will be used to provide data for this task. Existing mapping of natural site conditions will be consolidated into a common base map for use in the project. Product: A written inventory, summarization, and mapping of all utilities within airport property; a consolidated airport site conditions map. Task 3.4 - Airports Inventory/Define Airport Service Area The Consultant will conduct an airport service area analysis for Ashland Municipal Airport by identifying competing public use airports within typical 30- and 60-minute surface travel times. The analysis will evaluate the roles, facilities, and services for competing airports. Specific factors including proximity to Ashland Municipal Airport, regional surface transportation constraints/opportunities, and population centers will be addressed. This information will be utilized to assess the influence that surrounding airports have with respect to competing services, facilities and equipment, navigational aids, and accessibility. Product: A'detailed facilities inventory recording of the airports located within an approximate 30-mile radius of Ashland Municipal Airport. An updated airport service area map will be prepared. . Task 3.5 - Airspace and NAVAIDS Inventory The Consultant will identify and describe existing airspace utilization factors.for the area surrounding Ashland Municipal Airport. This assessment will also provide an inventory of local instrument approach and departure procedures, as well:as a verbal and graphic depiction of regional airspace considerations. Product: A complete inventory and assessment (both narrative and graphics) of all procedures and airspace utilization for Ashland Municipal Airport and the surrounding area. Task 3.6 - Airport Activity Summary The Consultant will summarize existing airport activity for the purposes.of providing base year data for subsequent forecasts. The summary will include a current based aircraft count and an estimate of current operations (takeoff and landings) based on available activity indicators. The City will provide the current "validated" based aircraft data from the FAA database (https://www.basedaircraft.com) prior to the Airport Master Plan data collection. Page I11 CENTURY WEST . ENG/.YEf8fN4 CORPf)RATfON ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN Product: Activity data for subsequent analysis and work elements. Task 3.7- Financial Inventory The City of Ashland will provide airport operating revenue and expense information from the past three (3) years for Ashland Municipal Airport. Airport revenues may come from a combination of improved or unimproved leased land, fuel flowage fees, tiedown rentals, landing fees, commercial rents, or other. Airport expenses would include airport employee salaries and benefits, airport maintenance, utilities, debt services, or other. A current airport rates and fees schedule, airport minimum standards document and standard airport lease terms will also be provided, if available. The City will also provide historical aviation fuel records for the last 5 years (if available). Interviews with City staff will be conducted as part of the data collection. The objective of this task is to gather documents which affect the financial management of airport maintenance, operations and capital development and to develop an understanding of the structure, constraints, requirements and opportunities forfinancing airport activities as related to the development of a Capital Improvement Program (Element 8) and the Airport Financial Plan (Element 9). Product: Compilation and summarization of financial information to be used in subsequent tasks relating to alternative evaluations as well as final plan recommendations. Task 3.8 - Socioeconomic Data The Consultant will utilize available data (secondary sources) related to local and regional population, employment, and other relevant socioeconomic conditions (historic data/trends and future projections). This data may include state and regional economic data, tourism activity and trends, and area military or other state or federal government activity, as appropriate. U.S. Census data, Portland State University (PSU) certified population estimates, and population projections contained in currently adopted Jackson County and City of Ashland comprehensive plans will be used to support aviation forecasting activities (see Element 4), unless determined to be outdated. Historical data and long-term forecasts maintained by the FAA (active pilots, general aviation fleet, fuel consumption, hours flown, etc.) will provide broad industry indicators to be used in preparing the master plan forecasts. Product: Socioeconomic information for subsequent analysis and work elements. Page 12 19 CENTURYo WEST escrrccxmc oen nc.v ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN Task 3.9 - Land Use Controls The Consultant will obtain land use documents, maps and regulations from Jackson County and City of Ashland to include existing comprehensive planning, zoning ordinances, subdivision regulations, easements, rights-of-way and other documents pertaining to land use management in the vicinity of the airport and on airport property. The Consultant will evaluate and summarize the existing protections provided to Ashland Municipal Airport through existing Comprehensive Planning and zoning ordinances. The.Consultant will review, where applicable, the consistency between current zoning and comprehensive plan land use designations to identify any areas in the vicinity of the airport that could experience future changes in zoning, consistent with comprehensive planning. The Airport Land Use Plan drawing (see Element 10) will be updated and prepared. to illustrate revisions to the existing and ultimate airport features, airfield configuration, existing avigation easements, airport influence.area delineated by the airport traffic pattern including all RPZs. Potential impacts to land uses in the airport environs will be noted. Following the summary of the existing planning standards, the Consultant will summarize and review supporting comprehensive plan policies and land use regulations (Jackson County and City of Ashland). The narrative will include descriptions of airport zoning, appropriate uses not currently defined in the existing code, or for zones that require modification or clarification of allowed uses. The Consultant will coordinate with local planning staff to identify needs and confirm the adequacy of the ultimate recommendations and zoning language. Product: File of land use information will be obtained from Jackson County and City of Ashland and maintained for use in later work elements. Assessment of existing land use protections for consistency with applicable zoning ordinances, with recommendations for any additional measures. Task 3.10 - Environmental and Cultural Conditions Inventory The Consultant will evaluate the status of known environmental and cultural during the initial stages of data collection (Element 2). This information will be incorporated into subsequent facility requirements, alternatives, and land use analyses. The impacts of storm drainage, water quality, potential wetland impacts, and cultural resources improvements will be addressed as part of the evaluation of existing conditions and any future expansion options. Page 13 ~mCENTURY WEST TNG/XE£BlNU CUEPUPAT/U.Y ASHLAND MUNICIPAL AIRPORT=SUMNER PARKER FIELD AIRPORT MASTER PLAN 3.10.1- Part 1- Existing Conditions (Environmental) Consultant will gather and utilizing existing maps of the airport environs and environmental documents to document existing conditions. An on-site field verification of site conditions will be not be conducted,. A summary will be prepared that is intended to reference any known or potential environmental conditions or issues that could be affected by proposed airport development that have been identified in recent environmental efforts conducted on the airfield. Consultant will request information from the Oregon Biodiversity Information Center (ORBIC) and the US Fish and Wildlife Service (USFWS) of any rare, threatened, and endangered plant and animal species that have been documented within the vicinity of the Airport. Information gathered will include information on: • Air Quality - Consultant will briefly evaluate air quality considerations with respect to proposed master plan improvements. Air quality modeling or detailed analyses are outside of this scope of services. • Biotic Resources - Consultant will provide an overview of habitat conditions. • Compatible Land Use - Emigrant Creek and Neil Creek flow through and adjacent to Ashland Airport property. Both creeks are classified by the City of Ashland as "Locally Significant Streams", and their riparian corridors are protected as Goal 5 resources under Ashland's Municipal Code Chapter 18.3.11 - Water Resources Protection Zones. City code establishes Stream Bank Protection Zones that include these streams plus a riparian buffer extending 50 feet from the streams' top-of-bank. The location of the existing airport perimeter fence is not consistent with the City water resources protection requirements (fence is within 50-foot riparian setback), and fences can interfere with the stream and riparian functions and processes those code requirements are intended to protect (e.g., hydrologic functions, wildlife habitat/movement, etc.). The Ashland Land Use Ordinance (18.1.11.050.6.3) does allow for certain types of fences to be installed in the upland half of the riparian buffer furthest away from the stream, as long as they conform to the requirements of subsection 18.3.11.080.K. Subconsultant will discuss via. teleconference with the City and the Consultant the existing perimeter fence and develop justification for an alternate action, if warranted. Federally-listed Endangered and Threatened (T&E) Species - Consultant.will summarize known or documented existing ME species and designated critical habitat. Consultant will not perform species surveys as part of this scope of services. Page 14 CENTURY WEST ENOI.VEEIINL COEA08dT10N ASHLAND MUNICIPAL AI RPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN • Floodplains - Consultant will review FEMA maps to determine if any of the study area is within the 100-yearfloodplain. e Section 4(f) - Consultant will review the project area to identify the presence of any Section 4(f) properties in the vicinity. If there are none, this will be documented. A Section 4(f) evaluation to determine if the use of any 4(f) properties would be impacted is outside this scope of work. • Stormwater and Water Quality - Consultant will. review existing maps and documentation, coordinate with City staff, and perform a site reconnaissance to understand site drainage patterns and generally evaluate stormwater and water quality considerations for proposed master plan improvements. We will consider regulatory drivers affecting stormwater management requirements, including existing/anticipated NPDES permits, as well as current permit compliance actions and the status of receiving waters. We will summarize water quality issues and stormwater management considerations for proposed master plan improvements in the Environmental Screening Memo. • Wetlands and Waters of the US - Consultant will review existing information to identify potential wetland resources in the project area including historic aerial photos, National Wetlands, Inventory, and Natural Resource Conservation Service Jackson County Soil Survey. A Wetland Delineation is outside this scope of services. The Consultant will gather this information and provide summary and applicable excerpts to be included in the Master Plan Report. • Cultural Resources Study Records search including the Oregon State Historic Preservation Office database and other recorded resources. The preliminary development alternatives will be evaluated to identify potential environmental issues. A technical memorandum will be prepared that includes a compilation of existing environmental data or issues to be used in subsequent tasks relating to alternative evaluations as well as final plan recommendations. Product: Compilation of existing environmental issues to be used in subsequent tasks relating to alternative evaluations as well as final plan recommendations. Task 3.11- Not Used p Page 15 t CENTURY WEST E.YGI.YEEdlNL' CURP~BATIU.V ASHLAND MUNICIPAL AI RPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN Task 3.12- Prepare Inventory Working Paper The Consultant will develop a detailed working paper summarizing the tasks outlined above. The draft working paper will provide information for subsequent decisions. This working paper will be submitted to ODA and FAA for review and comment approximately one week prior to scheduled meetings (see . Element 14 for document distribution details). The draft Inventory working paper will. be presented to the planning advisory committee at the first PAC meeting, if possible based on meeting and on site inventory schedules. Note: subsequent draft working papers will normally be distributed to advisory committee members at least one week prior to scheduled PAC meetings, except in cases where major presentations are anticipated (preliminary development alternatives, etc.) in conjunction with delivery of working papers. In these cases, delivery of the draft materials will occur at the PAC meeting to facilitate discussion at, and subsequent to the meeting. Product. A narrative and graphical summary of the inventory; the working paper will be revised as necessary based on review comments and will subsequently become a chapter of the Airport Master Plan report. ELEMENT 4 - AERONAUTICAL ACTIVITY FORECASTS AND DEMAND CAPACITY ANALYSES Per FAA guidelines, the airport master plan will include updated activity forecasts including based aircraft, annual aircraft operations, activity peaking, fleet mix, -instrument approaches and operations, and distribution between local and itinerant operations. The current and future design aircraft will be identified through the forecast update. Task 4.1- Collect and Evaluate Existing Operational Data and Identify Critical Aircraft The Consultant will compile a summary of aviation activity and operational data for Ashland Municipal Airport to indicate historical growth and present a basis for statistical analysis of based aircraft, annual aircraft operations, and related factors. A review of the airport's current based aircraft fleet will be performed by reviewing current leases, documenting aircraft during a site visit, reviewing aircraft registered in the county on the FAA database, and obtaining the basedaircraft.com list. The evaluation of airport service area (Task 3.4) will be incorporated into the forecast update to reflect the potential for increased market share. The previous Airport Layout Plan Report forecasts will be compared to actual data in order to gauge the accuracy of individual projections and identify specific trends. The FAA Aerospace Forecasts (FY 2016- 2036), the FAA Terminal Area Forecasts (TAF) and current Oregon Aviation Plan forecasts will be reviewed Page 116 ~mCENTURY WEST ENG/VEER/NG CURPURAT/G.Y ASHLAND MUNICIPAL AIRPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN for comparison with current and recent historic data and summarized in the forecast narrative. As noted earlier, the impacts of the recent-economic recession will be addressed to ensure that any defined trends are considered in the proper context relative to recent events. The City of Ashland will provide a current list of locally-based aircraft by number and type, which may be the based aircraft.com list. Specific manufacturer and model data will be gathered for the largest type of based and/or itinerant aircraft that regularly use the Airport. The Consultant will utilize other data sources including airport records, on-site inventories, and an airport user survey to supplement airport management data, as appropriate. Ashland Municipal Airport does not have landing fees or actual air traffic counts (non-towered airport) to aid in the activity analysis. The Consultant will determine the existing critical aircraft based on review of available data and previous .airport planning documents. The existing critical aircraft (or family of aircraft) will be identified, if necessary by approach category, by wingspan, and/or by weight, for different airport components. By FAA standard, the critical aircraft/family of aircraft, must conduct at least 500 annual itinerant operations. In the event that more than one aircraft meets the FAA criteria for defining critical aircraft for runway length or pavement strength evaluation purposes, those aircraft will be identified. The existing critical aircraft will serve as the basis for developing updated forecasts and obtaining FAA approvals. Product: Summary of current/historical based aircraft data and operations for input to later tasks. Task 4.2 - Prepare Aviation Activity Forecasts Forecasts of future aviation demand levels will be developed by the Consultant, using trend analysis, market share analysis or similar methodologies. Socioeconomic and airport activity data collected during the inventory will be analyzed for input into the forecasting analyses. Proposed development/activity that may affect the number of airport operations and the type of aircraft will be evaluated. The forecasts will reflect conditions that are deemed feasible. The evaluation of airport service area (Task 3.4) will be used as a specific input into the updated forecasts to ensure that regional market factors are considered. The analysis of air traffic will determine any potential changes in Airport Reference Code (ARC) for the critical aircraft. If the forecasts indicate a change in ARC, the facility requirements analysis would evaluate conformance to both current and future ARC-defined design standards. Based on a review of the updated master plan forecasts and TAF projections, the Consultant will recommend a "preferred forecast" for the master plan update. Forecasts will be submitted to the City and FAA for approval prior to proceeding with subsequent forecast-dependent work elements. The FAA Page 17 ~~CENTURY WEST e.vw,vrearrcc oeroenrro.v ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN spreadsheets, "Comparison to TAF" and "Forecast Summary" will be included in the forecast chapter appendix. The forecast spreadsheets may be found at the FAA web site: http://apo.faa.gov/Contracts/AFI.DOC, then click on "excel format." Forecasts of aviation activity projected for the airport will be prepared in 5-year intervals for a 20-year planning period and categorized into short-term (0-5 years), intermediate-term (6-10 years), and long- term (11-20 years) time periods: A. Number of based aircraft (single engine, multi-engine piston, single/multi-engine turboprop, business jets, helicopters, and other aircraft (light sport aircraft, gliders, ultralights). Forecast based aircraft fleet will be further organized by aircraft reference code (ARC) and operating weight. B. Number of annual aircraft operations including mix of general aviation itinerant and local operations; commercial operations; and military operations. The distribution of fixed wing and helicopter operations will be included for each forecast year. C. Activity Peaking (peak month, design hour, peak hour operations). D. Identification of the fleet mix for preferred aircraft operations forecast by ARC and weight. E. Identification of critical aircraft for each forecast year. Product: Preparation of general aviation fleet mix and operations forecasts in 5-year intervals for the 20- year planning period. The critical aircraft will be submitted for FAA review and comment prior to proceeding with subsequent related work elements. The FAA TAF spreadsheet will be included as an appendix to the master plan, report. Task 4.3 - Prepare 50-Year Aviation Activity Forecast The Consultant will develop a 50-year forecast of based aircraft and annual aircraft operations to supplement the 20-year master plan forecasts. The 50-year forecast will extrapolate the preferred 20- yearforecasts, adjusted as needed to reflect long-term population forecasts and FAA,long-term aerospace forecasts. The 50-year forecast will be used to approximate long-term aviation use land requirements for the airport. Page 18 CENTURY WEST ENUI.YEERfA'L' CURPURATfU.V ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN Task 4.4 - Develop Forecast Working Paper The Consultant will develop a detailed working paper describing the tasks outlined above. The draft working paper will provide information for subsequent decisions. This working paper will be submitted to the City, ODA, and FAA for review and comment approximately two weeks prior to scheduled meetings (See Element 14 for document distribution details). The draft working paper will be distributed to the planning advisory committee at least one week prior to a scheduled meeting. Approval of the forecast by the FAA, -(or agreement to proceed without approval) will be required prior to commencement of the Facility Requirements and Alternatives Analysis. Product: A narrative and graphical summary of the forecasting analysis; the working paper will be revised as necessary based on review comments and will become a chapter of the 2017-2037 Airport Master Plan report: A .PAC meeting will be conducted to present the findings of the forecast analysis to the PAC. Task 4.5 - Forecast Approval The FAA Seattle Airports District Office (ADO) will review forecasts of aviation demand. Based on its review, the ADO will approve the forecasts as submitted, or provide comments and request revisions to be made by the Consultant (for subsequent review by the FAA Seattle ADO). Product: FAA comment/approval of forecasts. ELEMENT 5 - FACILITY REQUIREMENTS The facility requirements analysis will address the airport's ability to accommodate airside and landside facility needs based on the updated aviation activity forecasts and the selection of the current and future design aircraft (Element 4). The updated facility requirements analysis will quantify demand and provide a comparison with the 2005 Airport Layout Plan Report projections. Existing and future airside and landside facilities will be analyzed to determine the type and magnitude of aviation improvements ultimately planned and programmed for the airport. The facilities requirements analysis focuses on the physical facilities and associated improvements needed to safely and efficiently accommodate projected aviation demand on those aviation facilities for the twenty year planning period (2017-2037). Page 19 ~~CENTURY WEST ENG(.VEERlN4' CORPORATION ASHLAND MUNICIPAL AIRPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN Task 5.1- Determine Aircraft Operational Requirements Based on updated aviation activity forecasts, the Consultant will assess the facility needs for types of aircraft expected to operate at Ashland Municipal Airport, with particular attention being given to the critical aircraft (or family of aircraft) as prescribed by Advisory Circular 150/5300-13A. The Consultant will analyze the operational requirements of these aircraft to.assist in the determination of facility standards, including the airport design category. In the event that the existing and future ARC are different, the facility.requirements analysis will~address the needs of both design categories. Product: Evaluate/verify requirements of critical aircraft and ARC for input to later tasks. Task 5.2 - Airport Service Area Facility Analysis The existing 2005 Airport Layout Plan Report, state, and regional aviation planning documents will be reviewed to identify any existing or anticipated facility constraints and planned.facility expansion for the public use airports located within the airport service area defined in Task 3,4. The purpose of this task is to identify conditions within the airport service area that have the potential of impacting activity at Ashland Municipal Airport. Product: Evaluate the airport service area and conditions that may affect the airport. Task 5.3 - Design Standards & FAR Part 77 Airspace Standards Review/Evaluation An evaluation of FAA airport design standards and FAR Part 77 airspace standards will be accomplished based on the criteria established by the current/future ARC and the approach type/category for each runway end. Any non-conforming existing items will be documented, with potential dispositions noted. Items requiring further analysis will be addressed in other facility requirements tasks and incorporated into the airport development alternatives evaluation. Product: Identification of any non-conforming facility configuration. Task 5.4 - Define Airside Facilities Requirements Based on updated forecasts of demand and established facility planning and capacity standards, the Consultant will convert the aeronautical demand forecast into gross airside facility needs including runway, taxiways, lighting, and approximate land area requirements. Page 120 ~mCENT1; Y WEST ENGI.YEEIlNG CU%PUBATIUN ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN As noted, the facility requirements. associated with the existing and future ARC will be documented. Specific evaluations of runway length requirements will be conducted based on the appropriate critical aircraft or family of aircraft. In the event that there is a change in the future ARC for the airport, the conformance of existing airside facilities with future standards will be evaluated. A table listing all deviations from current FAA design standards pertaining to the recommended ARC will be provided in the report as well as on the ALP drawing, including proposed disposition of the deviations. The Consultant will work with the City to determine the most appropriate facilities and the location of the facilities. Projected facility requirements will be prioritized based on the updated master plan forecasts. Improvements will be correlated with a specific volume of activity or change in the level of service that will require the recommended improvement. Airside facility evaluations will include the following: A. Runway length, width, orientation, threshold configurations, confusing geometry, grade, safety areas, runway protection zones, and other setbacks consistent with current/future Runway Design Code (RDC); B. Property Acquisition - any property acquisition anticipated (based on preliminary assessment of facility needs) will be identified for subsequent alternatives evaluations, if required; C. Taxiway - dimensions, runway separation, airfield access requirements, runway exit taxiways (number, locations, and configuration), confusing geometry, protected areas, and aircraft holding areas, compass rose, consistent with the appropriate Taxiway Design Group (TDG); D. Airfield Pavement - pavement condition as documented in current airport pavement management plan (completed by the state) and through on-site observation, evaluate published pavement strength in relation to current and future critical aircraft; E. Evaluation of FAR Part 77 imaginary surface. clearance/penetrations (primary, transitional, approach, horizontal, conical), using AGIS data; F. Helicopter landing area requirements; G. Airfield Lighting (runway, taxiway, rotating beacon); and Page 121 ~~CENTURY WEST E.VGI.Y£ERfA"G CURPURAPIU.Y ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN H. Instrument Approach and Weather Observation requirements. The methodology contained. in FAA Advisory Circular 150/5325-413, Runway Length Requirements for Airport Design will be used to determine runway length and dimensional criteria, with the results being incorporated into the master plan. Product: Documentation and evaluation of airside facility requirements for input to later tasks. Task 5.5 - Define General Aviation (GA) Landside Facilities Requirements . Based on updated forecasts of demand and established facility planning standards, the Consultant will convert forecast demand into specific landside facility requirements. Both existing and future landside facilities will be analyzed to determine the type and gross quantities of.aviation improvements to be planned and programmed for the Airport. This analysis will provide the basis for the evaluation of airport development alternatives in Element 6. The facilities requirements analysis focuses on the actual physical facilities and associated improvements needed to safely and efficiently accommodate the projected aviation demand on these aviation facilities for 20 years. Projected facility requirements will be prioritized based on the updated master plan forecasts. Gross facility needs will be correlated with a specific volume of activity or change in the level of service that will require the recommended improvement. In the event that there is a change in the future ARC for the airport, the conformance of existing landside facilities with future standards will be evaluated... Landside facility evaluations will include existing items documented in the inventory chapter and any additional items that are identified through the master planning evaluation: A. Aircraft parking needs - light aircraft tiedowns, business class aircraft parking, helicopter parking areas for itinerant and locally based aircraft; B. Aircraft hangar needs -T-hangars, conventional hangars, executive hangars; C. Corporate and aviation-related industrial hangars; D. FBO facilities (hangar, terminal, corporate aviation services, fuel storage, fuel truck parking, etc.); E. Aerial Applicator (loading and operating areas); F. Storm drainage requirements; G. Bulk fuel storage facilities (location, capacity, security); Page 122 ~~CENTURY WE "IT ENGL.\'EEdlN4 COHPUBA ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN H. Aircraft wash facilities; 1. Automobile parking for tenants and visitors; J. Local/regional roadway network connection points and identify potential upgrades (signals, turn lanes, etc.); K. Internal airport access roads and emergency access routes; L. Perimeter fencing and access controls (fencing type and configuration; location of access points, emergency access, etc.); M. Airport security overview (facilities and procedures); N. Airport maintenance equipment and materials storage; 0. Utility needs to service existing/new landside facilities, fire protection; P. Non-Aeronautical and Non-Aviation land inventory and forecast land needs; and Q. Aeronautical land use requirements. Product: Documentation and evaluation of landside facility requirements for input to later tasks. Task 5.6 - Develop Facility Requirements Working Paper The Consultant will develop a detailed working paper describing the tasks outlined above. The draft working paper will provide information for subsequent decisions. This working paper will be submitted to the City, ODA, and the FAA for review and comment approximately two weeks prior to scheduled. meetings (See Element 14 for document distribution details). The draft working paper will be distributed to the planning advisory committee at least one week prior to a scheduled meeting. Product: A narrative and graphical summary of the facility requirements analysis; the working paper will be revised as necessary based on review comments and will become a chapter of the Airport Master Plan report. ELEMENT 6 - ALTERNATIVES ANALYSIS This element of the study will consist of four components: A. Goals Definition; B. Identification of Alternatives; C. Evaluation of Alternatives; and D. Recommendations. Page 123 CENTURY WEST E.VGf.YEEFfHG 'GFPORAT/O.Y ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN Based on established goals and desires of the appropriate entities and an evaluation of potential alternatives for airport development, a specific plan and program for airport development will be prepared representing recommendations including 1: Fiscally and operationally efficient and 2: Environmentally and socially sustainable, implementable and defensible. The purpose of this element is to evaluate the effects of the alternatives and, thus provide the technical basis necessary for selecting a "preferred" development plan for the airport. The alternatives will be subjected to a detailed evaluation that will permit a comparison of the merits and deficiencies of all options under consideration. An evaluation matrix will be prepared to compare the composite rankings of each alternative. Factors to be considered in the evaluation include: Ability to Serve Forecast Demand: Each alternative will be evaluated to determine its ability to meet forecast demand levels within accepted performance standards such as aircraft delay and airport user convenience. These evaluations will be performed for each type of facility and will be aggregated to permit comparison. The results of this evaluation process will be quantified to the extent possible for use in the evaluation matrix. Airport Design Standards: Each alternative will be evaluated toward FAA airport design standards. Potential approach obstructions and required mitigation, if any, will be identified. Potential impacts on existing airport or tenant facilities will be addressed. Airspace Compatibility: Using the airspace requirements developed earlier and the forecasts of aviation activity, a determination will be made of the future airspace use pattern for the airport. The results of this evaluation will be quantified and arranged in the matrix format by alternative as they relate to state requirements for the provision of general aviation airport protection. Land Use and Environmental Compatibility: The proposed development will be evaluated to determine its impact area on land use and on the environment. The analysis will be conducted in accordance with impact categories outlined in FAA Order 1050.1E, including Change 1, Policies and Procedures for Considering Environmental Impacts, and FAA Order 5050.413, FAA Environmental Handbook and pertinent Oregon State guidance. Development Costs: Preliminary (planning level) estimates of any proposed development and operational costs for each alternative will be prepared. These capital and operational cost estimates will provide an indication of the cost of developing the airport and also will provide. a basis for comparing cost-effectiveness among the various airport alternatives. The cost of Page 124. ;CENTURY WEST E.VG,.YEEdIA"4' 'OkPfldATl ~.Y ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN maintaining the airport and developing or relocating any required off-site roadways under various alternative scenarios will also be estimated. Task 6.1 - Goals Development Based on inventory findings, demand considerations, forecasts of aviation activity and input from the City and Planning Advisory Committee (PAC), the Consultant will assemble a series of goals that describe the intent, direction and functional role of the airport. These goals will, after thorough review and approval by the City of Ashland; to serve as the basis for the preparation of the development plan for the airport and will help to ensure a commonalty in terms of communication, direction and cohesiveness of future airport improvements. Product: Formulation of goals to serve as a guide for the preparation of the development plan and program. Task 6.2 - Prepare Preliminary Development Alternatives The Consultant will be responsible for identifying and evaluating feasible alternatives for the development of airport facilities, utilizing the findings and determinations from previous tasks. Anticipated areas of emphasis include: Runway 12/30 Runway 30 Displaced Threshold • Taxiway. Access Landside Development Areas A maximum of one (1) airside development option and three (3) landside development options, in addition to a no-action option will be evaluated. The airport development alternatives will be prepared using an aerial photo base and AGIS data, combined with the electronic file for the Airport Layout Plan that depicts existing conditions. Airside development options will be limited to review clear approaches and threshold locations. The City has stated that a runway extension will not be pursued at the airport. With exception of the no-action option, each of the preliminary alternatives will be capable of accommodating the gross facility requirements quantified in the Element 5. Options for acquiring property may be integrated into the alternatives, if required. The no action option (no-development alternative) offers a baseline to which other alternatives may be compared. The no-action option typically maintains existing capabilities but does not involve new development required to respond to demand. Page 25 ®CENTURY WEST ENGfNEERlNC GORPORATlON ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN The limitations of a no-development alternative will be described. A modified no-action alternative would be to maintain current design capabilities and forego upgrading the airfield to another design category (if necessary). The preliminary alternatives will be presented graphically and in narrative (working paper) form, including large-scale drawings (and online) for presentation to the City, PAC, ODA, FAA, and the public for review and consideration. The development alternatives phase of the master plan will involve a multi-step public review process that will begin with preliminary alternative concepts capable of accommodating the facility requirements identified in Element 5. The preliminary alternatives concepts will be presented for public review and comment as noted above. The public input provided will be used to refine the concepts that will be presented during a second round of public review and comment. Based on technical evaluations, public input and coordination with local officials, the process will lead to the selection of a preferred alternative by the City that will be presented for additional public review and comment. All alternatives considered in this process must be consistent with all applicable FAA technical standards and regulations. Product. Preliminary airside and landside development alternatives for the future development of the airport. Task 6.3 - Environmental Review of Alternatives The Consultant will review and identify potential key environmental impacts from the inventory table, per section 3.10 while evaluating the various airport development alternatives, with the goal of avoiding or l minimizing impacts on sensitive resources. This screening mechanism can be used by the City' in selecting a preferred alternative that can be supported by the FAA during the subsequent NEPA study process. Product: Documentation of the environmental impacts for the various preliminary airport development alternatives'to assist the City with the selection of a preferred development alternative and provide sufficient background data to be used in the scoping/preparation of a post-planning environmental assessment documents. Task 6.4 - Prepare Development Alternatives Working Paper The Consultant will develop a detailed working paper describing the tasks outlined above. This working paper will be submitted to the City, FAA, and ODA for review and comment approximately two weeks Page 26 1j//CENTURY WEST v~~ ENGf.VEEd/NG C08PG8AT/G.Y " ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN prior to scheduled meetings. The draft working paper will be distributed to the planning advisory committee at least one week prior to a scheduled meeting. Product: A narrative and graphical summary of the alternatives analysis, the working paper will be revised/amended as necessary based on review comments and will become a chapter of the Airport Master Plan report. Task 6.5 - Select Preferred Development Alternative Based on review and comment of the preliminary development alternatives, the City of Ashland will select a preferred development alternative for the Consultant to proceed with preparation of an airport capital improvement program and airport layout plan drawing set. The preferred alternative may include elements from one or more of the preliminary development alternatives, or may include refinements that were created during the evaluation of the preliminary alternatives. Comments provided by the master plan PAC, FAA, City, ODA, airport users and tenants, and the general public will be documented and summarized in memo form by the Consultant. A preferred alternative will be recommended with a description of the basis for the preference of the alternative over the others. The recommendations will be presented to the City for final review and approval of the preferred alternative. As noted earlier, the preferred alternative must be consistent with all applicable FAA technical standards and regulations. Product: The City's selected.preferred development alternative to be. reflected in graphic depiction and narrative description. A preferred alternative figure and an addendum to the alternatives working paper. Task 6.6 - Not Used ELEMENT 7 - AIRPORT LAYOUT AND TERMINAL AREAS PLANS The previous Airport Layout Plan drawing set will be replaced (redrawn), to reflect current conditions, updated master plan development recommendations, and all applicable FAA requirements. The major projects proposed in the Capital Improvement Program (CIP) will be shown on the ALP in schematic form. All drawings will be created in AutoCAD Version 2014 and formatted with color imaging and use of color aerial photography and AGIS data, developed according to FAA SOP 2.00 and 3.00. ALP Drawing Set Submittals 1. Preliminary Draft ALP Drawing Set (1 copy to the City, and 1 copy to FAA Seattle ADO for informal coordination with FAA.ALP Checklist). Page 1 27 1j//CENTURY WEST v1~ ENCENEERIh'U CORPUB.ITIUN ASHLAND MUNICIPAL AIRPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN 2. Draft ALP Drawing Set (3 printed copies to City; 6 printed copies and 1 electronic copy to FAA Seattle ADO; 1 copy to ODA for formal coordination). 3. Final ALP Drawing Set (3 copies to City for signature; to be forwarded to FAA Seattle ADO for approval and signature; 1 electronic copy to FAA; 1 signed set returned to the City of Ashland; and 1 printed copy and 1 electronic copy to ODA. See Element 14 for document distribution summary. The Consultant will be responsible for submitting a copy of the FAA ALP checklist with one (1) copy of the preliminary draft ALP submittal to the FAA. Following the preliminary draft ALP review, the Consultant will submit six (6) copies of the draft ALP to FAA for review and three (3) copies to the-City for review. Following completion of FAA and local review, the Consultant will make all necessary revisions; comments provided by City of Ashland staff, the master plan PAC, and others will be addressed during the same revision period. Following revision, the Consultant will submit three (3) final drawing sets for City signature and final submittal to FAA for signature. The FAA typically returns one signed ALP set to the Sponsor and keeps two sets on file at the ADO. Task 7.1- Airport Layout Plan An Airport Layout Plan (ALP) drawing shall be prepared in accordance with the findings, recommendations and approvals resulting from the study. The ALP shall be developed utilizing the data collected and exported into AutoCAD, Version 2014. Additionally, the ALP will be compatible with the file format currently used by the City. The Airport Layout Plan will contain the information as required in FAA Advisory Circular 150/5300-13A, and the most current FAA SOP 2.00 and SOP 3.00. The Airport Layout Plan will contain sufficient data to obtain approvals from the FAA. The Airport Layout Plan will be depicted as a black and white line drawing with color, as needed, to help differentiate the line work and hatching. Product: Preparation of an Airport Layout Plan in Auto CAD format, compatible with the file format currently used by the City of Ashland. Task 7.2 - On-Airport Individual Area Plans Individual Area Plans will be prepared to depict the existing and proposed facilities for various areas within airport property. The plans will generally be comprised of, but not limited to existing general aviation facilities located on the east side of the runway and any, new general aviation areas (locations to be determined through master plan evaluation). Facilities that will be shown on the drawings include: . Page 128 F®CENTURY WEST ENG/A'EE8/NU CDBAULATI U.Y ASHLAND MUNICIPALA[RPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN A. Apron Configuration and Aircraft Parking Positions (based and itinerant aircraft, including helicopter parking positions); B. Aircraft Taxiways and Taxi lanes; C. FBO and Aircraft Fueling Facilities; D. Access Roadways and public vehicle parking; and E. Security Fencing and Gates. The information on this drawing shall be depicted at a scale consistent with FAA SOP 2.0. Product: Individual Area Plans projecting development consistent with the ALP drawing, but in greater detail. Task 7.3 - Airport Airspace Drawing (FAR Part 77) The FAR Part 77 drawing depicts the plan view of the ultimate FAR Part 77 imaginary surfaces for the airport. The existing and future full-length approach plan and profile views to each runway end. Any obstructions will be listed, the amount of penetration determined (using AGIS data) and their proposed disposition will be identified. Fifty-foot contour intervals will be shown for all FAR Part 77 imaginary surfaces for full length of all approach surfaces. NOS Obstruction Chart and AGIS obstruction data will be incorporated into the drawing, as appropriate. USGS quadrangle maps orAGIS data will be utilized forthe base layer on the Part 77 plan view. Product: A FAR Part 77 airspace plan drawing for the airport Task 7.4 - Runway Protection Zone (RPZ)/Inner Approach Plan and Profile Drawings Drawings will be prepared that show the plan view of the Runway Protection Zones (RPZ) and plan and profile views of the inner portion of the runway approach surface for each.runway end. In addition, obstacle clearance surfaces (OCS) or TERPS instrument runway departure surfaces will be depicted, as applicable. Any obstructions within the RPZ or the other noted surfaces will be identified and a recommended disposition will be provided. Aerial photography and AGIS data may be used to develop these drawings. This drawing may be combined with other drawings. Product: A Runway Protection Zone/Approach Plan and Profile drawing that shows the RPZs for each runway end at the airport. Task 7.5 - Approach Plan and Profile for Each Runway End Page 129 ;~~1CENTURY WEST E.YUI.YEERI.YU 'URPURAI'IU.Y ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN Drawings will be prepared that show the existing and future full approach plan and profile for the approaches to each runway. In addition, obstacle clearance surfaces (OCS) or TERPS instrument runway departure surfaces will be depicted, as applicable. Any obstructions within the approaches will be identified and a recommended disposition will be provided. This drawing may be combined with other drawings. USGS maps. and AGIS data will be utilized. Product: An Approach Plan and Profile drawing that shows the Part 77 approaches for each runway end. The ultimate Part 77 approach plan and profile will be prepared for the most critical airfield configuration (existing or ultimate). TERPS instrument runway departure surfaces will also be depicted if applicable. Task 7.6 - Threshold Siting Surface Drawing AThreshold Siting Surface Drawing will be prepared based on the findings and recommendations reflected in the preferred alternative. A plan showing the existing and ultimate threshold siting surface will be developed for each runway end. Plan and profile views of each area will be developed identifying all physical obstructions. Obstruction heights and locations will be noted based on AGIS data: Any obstruction requiring removal or relocation to meet FAA standards will be noted and an action plan identified. This drawing may be combined with other drawings, if appropriate. Product A Threshold Siting Surface drawing depicting the surfaces for each runway end. Task 7.7 - On-Airport Land Use Plan The Land Use Plan drawing will depict existing and recommended uses of all land within the ultimate airport property. Current zoning designations for the Airport will also be depicted. The Land Use Plan will be illustrated on a drawing (same sheet size and scale as the ALP) and described within the body of the Master Plan document. Findings resulting from this study effort will be incorporated into environs land use recommendations that will be provided to affected governmental jurisdictions in the vicinity of the Airport. The Consultant will work with the City during the development of the On-Airport Land Use Plan to ensure accurate depiction of local land use. The airport layout plan and on-airport land use plan drawings are intended to provide a clear path for effective and efficient facility development based on anticipated demand, while providing airport management adequate flexibility to refine facility configurations as needed to respond to changing market conditions. Page 30 WEST F~CENTURY COlP08ATf0.Y ENOf.VFEAINC ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN Product: An On-Airport Land Use Plan for all land within the ultimate airport property. Task 7.8 - Off-Airport Land Use Plan The Off-Airport Land Use Plan drawing will depict existing and recommended uses of all land in the vicinity of the airport, generally identified as that area. surrounding the airport, generally within Y2-mile of the facility. Land uses will be depicted by comprehensive plan land use categories, including such as agriculture, residential, industrial, commercial, open space, aviation-related, public, etc. Current zoning designations will also be depicted. Off-airport land use will be illustrated on a drawing (same sheet size as the ALP) and described within the body of the Master Plan document. Any findings found in this study effort will be incorporated into the environs land use recommendations, which will be provided to any affected governmental near the Airport. The Consultant will work with the Jackson County and City of Ashland planning departments during the development of the Off-Airport Land Use Plan drawing to ensure that recommendations needed to implement any changes in land use designations or zoning have been shared with local planning agencies. It is noted that master plan addresses a 20-year planning horizon that does not typically require immediate implementation for all action items. Product: An Off-Airport Land Use Plan for lands in the vicinity of the airport. Task 7.9 - Exhibit "A" Airport Property Map An Exhibit "A" drawing will be prepared depicting property ownership, avigation and surface easements. The current airport boundary along with detailed parcel information (grantor, grantee, type of interest, acreage, book & page, date of recording, and appropriate FAA project application numbers if applicable is to be provided to the Consultant by the City or secondary sources. The Exhibit "A" will be prepared in accordance with FAA SOP 3.0. Product: Exhibit "A" Property Map ELEMENT 8 - PRIORITIZED CAPITAL IMPROVEMENT PROGRAM, COST ESTIMATES, AND IMPLEMENTATION PLAN The master plan's 20-year CIP will summarize all development and major maintenance projects anticipated during the current planning period. The Consultant will work closely with the City of Ashland to identify key development priorities to be reflected in the updated CIP. The cost of each project will be Page 131 F®CENTURY WEST £NClNEEHINU CUHPURA£lU.Y ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN listed with the amount of anticipated FAA and ODA funding defined based on current funding eligibility. The CIP will provide an annual breakdown of projects for the short-term period (years 1-5); then overall groupings of projects provided for the intermediate (years 6-10) and long-term (years 11-20) periods. Task 8.1 - Capital Improvement Program The Consultant will prepare a 20-year airport Capital Improvement Program (CIP), which includes recommended phases of development, environmental reviews, estimates of cost for each improvement, possible funding sources, including an evaluation of the airports predicted available FAA grant funding based on current funding legislation. The CIP will also estimate local expenses associated with project implementation that are not typically eligible for FAA funding. The short-term period of the CIP (years 1-5) will be organized with prioritized annual project listings; projects included in the intermediate- and long-term periods will be prioritized within the overall timeframe. A phasing diagram will identify each development and major pavement maintenance project programmed in the 20-year planning period. The short-term (1-5 years) CIP will be integrated into the State CIP (SCIP). Product: A 20-year CIP (in spreadsheet form and project phasing diagram, with associated text.) Task 8.2 - Capital Improvement Program Working Paper The Consultant will develop a detailed working paper describing the tasks outlined above. This working paper will be submitted to the City, FAA, and ODA for review and comment approximately two weeks prior to scheduled meetings (See Element 14 for document distribution details). The draft working paper will be distributed to the planning advisory committee at least one week prior to a scheduled meeting. Product: A narrative and tabular summary of the financial analysis. The working paper will be revised/amended as necessary based on review comments and will become a chapter of the 2017-2037 Airport Master Plan report. ELEMENT 9 - AIRPORT FINANCIAL PLAN In concert with the 20-year CIP, an airport financial plan will be prepared that analyzes airport revenues and maintenance & operation expenditures for use in updating short- and long-term operating strategies. Evaluating the market potential for airport land and the remaining useful life for City-owned structures and any other structures of interest, pavement and other facilities are generally key elements in defining p Page 132 CENTURY WEST £.YGf.\'££R(NL' CORPORATll1.Y ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD \ AIRPORT MASTER PLAN strategies. The financial impact of deferred maintenance will be examined in detail with the goal of creating a realistic schedule for addressing these needs in terms of financial feasibility. Task 9.1- Financial/Implementation Plan Projections of the airport operating revenue and expenses will be prepared to coincide with the 20-year CIP. The financial plan will be developed from data acquired during the inventory (Task 3.7) and through interviews with City staff. Specific assumptions regarding potential changes in expenses or revenues will be coordinated between the City of Ashland and Consultant and will reflect the general timeframe for major revenue-generating projects or increased maintenance or operational costs. The projection is to identify the levels of airport-generated funding that may be available to support the capital improvement program during the current planning period. The financial planning will support the implementation planning for the master plan CIP, developed in Element 8. The implementation plan will identify key steps moving forward, agency coordination, etc. Product: A 20-year airport revenue and expense projection. Task 9.2 - Financial Plan Working Paper - The Consultant will develop a detailed working paper describing the tasks outlined above. This working paper will be submitted to the City, FAA, ODA, and PACfor review and comment approximately two weeks prior to scheduled meetings (See Element 14 for document distribution details). Product: A narrative and tabular summary of the financial analysis. The working paper will be revised/amended as necessary based on review comments and will become a chapter of the Airport Master Plan report. ELEMENT 10 -COMPATIBLE LAND USE PLANNING IN THE VICINITY OF AIRPORTS The Consultant will evaluate both on-airport and off-airport land uses in the vicinity of the airport to address the potential development of a broad range of land uses that are compatible with airport operations and support the region's economic development strategy. The goal of this effort is to identify what types, acreages, and locations of economic development land are appropriate and legally allowed to be identified for future development compatible with the aeronautical operations at the airport. The Consultant will review zoning of developable land in the vicinity of the airport to assess the potential for zoning modifications to protect the future aeronautical uses at the airport, recommend that the city Page 133 ;CENTURY WEST £X Lf.YE£RIXL 'ORPORATIO.Y ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN maintains land uses compatible with airport operations, and identify areas where future economic development near the airport may be constructed. The updated airport land use plan drawing will reflect existing land use and zoning on, and in the vicinity of the airport, per the requirements of FAA. The land use plan drawing will also depict the physical boundaries of any locally-adopted airport overlay zones. The Consultant will obtain all existing zoning and land use mapping from Jackson County and City of Ashland for use in updating the drawing(s). Product: The outcomes of the Airport Vicinity Land Use evaluation will be compiled into a draft chapter that includes an executive summary with recommendations for potential land use and zoning changes. It will also include a summary of items to be included in the Airport Master Plan report, as necessary. ELEMENT 11- RECYCLING AND SOLID WASTE MANAGEMENT PLAN Task 11.1- Recycling and Solid Waste Management Plan The FAA Modernization and Reform Act of 2012 (FMRA) extended the FAA Airport Improvement Program through 2015. Along with the reauthorization of the program, FMRA included a number of changes to the AIP program. One such change is the requirement of airport sponsors to develop a recycling and solid waste management plan. The specific guidance is included in Program Guidance Letter 12-08 (PGL 12-08) and is as follows: dd. Develop a plan for recycling and minimizing the generation of airport solid waste. The scope must be consistent with applicable State and local recycling laws and.must include the following: 1 A waste audit; 2 The feasibility of solid waste recycling at the airport; 3 Minimizing the generation of solid waste at the airport; 4 Operation and maintenance requirements; 5 The review of waste management contracts; and 6 The potential for cost savings or the generation of revenue. 11.1.1 Waste Audit Page 34 14~/CENTURY WEST E.YGl.1'EEBI.YG 'OBP08AT/O.V ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN The Consultant will perform a waste audit of all current sources of waste material currently generated on the airport., The audit will summarize material source, amount, current disposal protocol, and applicable State and Federal requirements for disposal, if any. This will include waste material generated from standard annual operations at the airfield and a basic summary of construction waste material generated through airfield improvement projects. The waste audit will catalog waste sources including hangartenants, FBO and maintenance hangarwastes, annual event wastes, deplaned waste, routine airport infield maintenance waste (yard debris), and construction waste generated through projects identified on the 5-year CIP. The waste audit will summarize waste over the busiest summer month and also include estimates for any annual events. The "ownership' and responsibility for recycling or disposal of each waste source will be identified in the audit. 11.1.2 Recycling Feasibility The Consultant will review the waste material identified in the waste audit and evaluate recycling feasibility for each constituent. The consultant will provide a table with a list of waste materials with recommendations for recycling options for each, if applicable. This task will include contacting local waste management and recycling vendors to understand the availability of recycling for each waste stream and a review of logistical requirements, local ordinances, state requirements, hauler and landfill requirements, and associated costs. The findings of this review will be summarized to identify current practices, opportunities, and barriers torecycling at the airport. 11.1.3 Plan to Minimize Solid Waste Generation The Consultant will work with the Airport Sponsor to develop a plan to minimize solid waste generation on the airport. The consultant will utilize the list of solid waste constituents generated in the waste audit and provide recommendations for waste reduction opportunities for each, as applicable. The plan will include the following elements: A. Waste reduction policy and goals statement; B. Waste tracking protocols, recycling effectiveness, and reporting; C. Summary of lease requirements, local ordinances, development specifications related to waste reductions, and purchasing policies; D. Summary of physical constraints and requirements for recycling best practices; 11.1.4 Operational and Maintenance Requirements Page 135 /CENTURY WEST f.YGI.YfER/.YG 'ORPJR.IT/I1.Y ASHLAND MUNICIPAL AI RPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN The Consultant will review operational and maintenance activities that produce waste materials and evaluate opportunities to reduce, reuse, or recycle materials generated from these activities. A summary will be provided that includes each category of waste and who is responsible for the costs, maintenance of equipment, and overall implementation of the plan for each type of waste. 11.1.5 Review Waste Management Contracts The Consultant will review existing waste management contracts for the airport and airport users and tenants to identify cost saving and recycling opportunities for waste materials generated at the airport. This will include a review of current contracts including janitorial contracts, tenant leases, and standard contract specifications for all maintenance and development projects. It will also include a review of current contracts for waste management including the hauling contract, and landfilling contract to will identify opportunities for recycling through existing and other locally available providers. 11.1.6 Potential for Cost Savings or Revenue Generation The Consultant will review all elements related to the generation, reuse, recycling, and disposal. of all waste materials generated on the airport and evaluate and provide recommendations for costs savings or revenue generation. This section will include the following tasks: A. Plan for future development projects including hangar construction, tenant improvements, landside and airside facility development and rehabilitation projects. B. Opportunities for periodic review to identify if market dynamics have changed (i.e., glass recycling pick up becomes available for the airport area.); C. Recommendations for implementation including immediate actions, short term implementation, and ongoing actions triggered by events or projects. This will also include recommendations for modifications to project specifications and airport contracting procedures to require recycling, as appropriate, for future projects and agreements. D. Summary of cost savings or revenue generation at the airport through the implementation of the plan. Product: Preparation of an Airport Recycling and Solid Waste Management Plan working paper will be provided to the City, ODA, FAA, and PAC members. Deliverables are defined in Work Element 14. Page 36 e~CENTURY WEST £.V 41.\'LElI.S'4 'O APtidATIV.V ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN ELEMENT 12 - AGENCY COORDINATION Effective coordination with local and regional jurisdictions and state and federal agencies is a critical element in the success of any long-term planning process. Agency coordination will be initiated at the earliest stages of the project and maintained throughout to provide effective lines of communication. Task 12.1- Prepare List of Agency Stakeholders The Consultant will work closely with City staff at the outset of the project to create a comprehensive list of agency stakeholders with their respective areas of interest/responsibility identified. A list of non- agency stakeholders will also be created. Product: Agency stakeholder list to be utilized for project coordination and document distribution. Task 12.2 - Agency Coordination (FAA) The Consultant will meet with FAA staff via conference call at the Forecasts and Alternatives review stages of the project to ensure full coordination and timely review and comment on draft work products. A meeting at the ADO will be scheduled to go through and review the draft final Airport Layout Plan set. ELEMENT 13 - PUBLIC PARTICIPATION AND INFORMATION PROCESS Task 13.1- Identify Project Stakeholders Century West will assist the City of Ashland in identifying project stakeholders for the purpose of creating a project contact list. The contact list will be used to provide periodic updates on the study process, provide information about the availability of draft work products, and to announce upcoming project meetings or other related events. Project stakeholders may include individuals, businesses, organizations, or government entities that have an interest in the planning, development or operation of Ashland Municipal Airport. 13.1.1- Define Roles and Responsibilities As the first step of the public involvement process, the Consultant will work with the City to develop a framework for the process that defines the roles and responsibilities for all PAC members. It is critical to manage expectations from the beginning by defining the level of input of all participants and identifying the key decision points and decision makers. The roles and responsibilities will be clearly defined on a one page handout that can be used at all meetings to establish the framework and control the process throughout the project. Page 37 14 CENTURY WEST . U/.YfPBINU UUBPUPAT/U.V ASHLAND MUNICIPAL AIRPORT- SUMNER PARKER FIELD AIRPORT MASTER PLAN 13.1.2 -Planning Advisory Committee (PAC) . A Planning Advisory Committee (PAC) with approximately 8-10 members will be assembled to provide input and allow for public dissemination of data. The PAC will include members of the Ashland Municipal Airport - Airport Advisory Committee, which includes representation from several organized stakeholder groups. Additional "at large" members may be appointed to expand the master plan PAC beyond the established airport advisory committee, and may include airport tenants, pilots, local & regional economic development interests, neighbors of the airport, and staff/representatives of the City. In addition to the membership composition and number noted above, representatives from the FAA Seattle Airports District Office (ADO) and ODA will serve as ex officio members of the PAC. Up to three PAC meetings, which will be open to the public will be held during the course of the study and will be held on the same day or in conjunction with the public information meeting described below during plan and program development. The Consultant will be responsible for conducting the meetings, reviewing the scope of the project, presenting the findings and recommendations of the plan and program, preparing written meeting summaries, and responding to any technical and professional questions and concerns. The Consultant will prepare any supplemental handouts or presentation graphics needed for the meetings. PAC meetings will be held corresponding to the following project milestones; (1) kick off & inventory; (2) aviation activity forecasts & facility requirements; and (3) Preliminary development alternatives; and a final meeting to present the preferred alternative, draft CIP, and draft ALP prior to formal submittal for approval and adoption. PAC'meetings will be attended by two Consultant staff members. Consultant will provide draft meeting materials in electronic format to Sponsor one to two weeks in advance of each meeting and will hold a two hour conference call to review and discuss materials in advance of each meeting. Draft final reports for the PAC will be provided electronically on CD. 13.1.3 - Public Informational Meetings Up to two (2) public informational meetings will be scheduled during the project in conjunction with PAC meetings. The process of evaluating airport development alternatives will involve meetings to initially present preliminary concepts, followed by presentation of refined concepts, eventually leading.to the City's selection of a preliminary preferred alternative. Input, provided from all sources, including neighbors, the public, PAC members, City staff, ODA, and FAA will be considered in the formulation of the preliminary preferred alternative. Coordination with the City will occur simultaneously during the alternatives evaluation stage of the project to ensure that all issues are fully considered. Additional refinement and public comment will also be encouraged after the preliminary preferred alternative is selected. The preliminary alternatives and draft chapters will be published on the project website available Page 38 CENTURY WEST '.V41.VfE81.YG 'OFP(l8.1TlO.Y ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN for the public to review with contact information available for public comment or questions. This input is designed to refine the proposed development that will be reflected in the preferred alternative. The public informational meetings will be organized as public workshops to inform the public in general and to provide a forum for neighbors and stakeholder groups to discuss the project and provide input. The meetings will be scheduled to coincide with PAC meetings (same day or consecutive day). Public notification of upcoming meetings will be provided using a combination of local newspaper advertisements, emails using the project mailing list, and the City's project website. Public notice of upcoming meetings shall be made prescribed bythe City of Ashland's public meeting notice requirements, and are subject to newspaper printing deadlines. Newspaper advertisements are the responsibility of the City. 13.1.4 - Protect Kickoff Workshop The first PAC meeting will serve as the project kickoff meeting designed to provide information about the project and planning process and to obtain public input to identify key issues or concerns. The specific format and organizational elements for the meeting will be determined by the City's staff and the Consultant. However, for the first public meeting, we propose to hold a workshop that provides an informal setting to provide information to the public, collect input and answer questions. The meeting would be staffed by several members of the Consulting team and the City's staff, with other stakeholders invited to attend/participate and for the public to provide written comments. A project mailing list will be created and maintained throughout the project for use in actively encouraging public participation. Invitations to public meetings, and PAC meeting summaries will be mailed or sent via email from the mailing list, in addition to public advertisement. Public Participation Meetings Summary: A. Establish Planning Committee Advisory (PAC) B. Four (4) PAC meetings to be held during the course of the project. The PAC meetings will coincide with presentations at key project milestones (1) inventory; (2) aviation activity forecasts & facility requirements; (3) preliminary development alternatives; (4) preferred alternative, draft CIP, and ALP. C. Two (2) Public Information Meetings to be held during the course of the project, to be scheduled coinciding with PAC meetings. Assumptions: Page 39 ;CENTURY WEST E.5'GI.YEEEIM1'L PLEATIO.Y ASHLAND MUNICIPAL AI RPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN The Consultant will be responsible for coordinating with the City for scheduling of the PAC and other public meetings, providing facilities for such meetings (this may include city or airport meeting space, or rented facilities), and providing all required notification (by email or mail) to PAC members and/or the public. The Consultant will provide the content for the announcements and notifications. The City will advertise the date and time of the meeting to allow public attendance as desired. Meetings will follow the City's policy for public meeting announcements. It is anticipated that meetings will be advertised locally and notice will be provided via the project mailing list and on the City's project website. Task 13.2 - Public Information Program In addition to the opportunities for public participation available through public meetings and committees, the Consultant will prepare and implement a public information program to disseminate project information and collect input from the public that may not be able to participate in established meetings. 13.2.1- Proiect Stakeholder List The Consultant will prepare and update regularly a project stakeholders list that includes all participants in the project including the City's staff, Consultant, FAA, ODA, PAC members, airport users, neighbors and neighborhood association representatives, and members of the general public that choose to participate in the process. A mailing list will be developed so that surveys, project updates, newsletters, meeting summaries and meeting invitations can be mailed or emailed to stakeholders during the project. The Consultant will prepare content for any mailings and the City will be responsible for making copies and mailing out materials including postage costs. 13.2.2 - Public Meeting Notices/Press Releases The Consultant will prepare content for up to four (4) public meeting notices and press releases of scheduled meetings to assist in the advertisement of meeting purpose and other pertinent details by the City's staff. The Consultant will coordinate with the City's staff to develop a schedule for advertisements once the overall project schedule is developed to ensure that adequate advance notice is provided to the public for project meetings. The City will assume all costs of advertising and press release announcements in the local media and will coordinate with the City's staff to post notices and press releases to the City of Ashland's website. 13.2.3 - Website Content for the City of Ashland Website The Consultant will provide project deliverables including draft chapters, meeting agendas, meeting notices, press releases, surveys, and meeting notes to the City in PDF format to be uploaded on the City's web page. The City of Ashland will determine what content is suitable for public consumption. The project Page 140 CENTURY WEST en•e:aeeau:e uaroaanav ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN web page will provide an opportunity for the public to review project deliverables and progress throughout the project. It can also be used to solicit public comment through posted surveys for those unable to attend the public meetings. 13.2.4 - Public Meeting Notes and Comment List The Consultant will prepare notes for all meetings for the City to review. Once the meeting notes have been reviewed, edited, and approved, the Consultant will provide a PDF copy to post to the project web page. The consultant will also prepare a summary of comments received and the City's responses that can be posted on the website. ELEMENT 14 - REPORTS AND DOCUMENTATION Task 14.1- "Preliminary" Draft ALP Set The ALP set will include the following sheets: • Cover Sheet • Airport Data Sheet • Airport Layout Plan • On-Airport Individual Area Plans (Terminal Area) • Airport Airspace Plan (FAR Part 77) • Runway 12/30 Approach Surface Plan and Profile • Runway Protection Zone/Inner Approach Plan and Profile • Airport Land Use Plan • Exhibit "A" Airport Property Map In order to address any concerns from the City, ODA, or the FAA prior to the public meeting for the ALP presentation, a draft ALP set will be prepared in accordance with FAA SOP 2.00 for the City, ODA, and FAA preliminary review and comment. Formal reviews will be conducted following the preliminary coordination. Product: Preparation of an Airport Layout Plan Set will be provided to the City. Task 14.2 - Draft Airport Master Plan Report and Draft ALP Drawing Set To insure proper coordination of the planning effort and assure agreement between the Consultant, City, ODA, and FAA, a Draft Airport Master Plan Report and Draft ALP drawing set will be submitted for formal review. Electronic (PDF) copies of the draft deliverables will be provided to PAC members. The draft report will contain all preliminary working papers (revised based on comments provided on original drafts), ALP jj Page 141 ~~l~CENTURY WEST £.YUI.Yl fdlYG 'UBPOdATI U.Y ASHLAND MUNICIPAL AIRPORT -SUMNER PARKER FIELD AIRPORT MASTER PLAN drawings and the financial evaluation. Comments provided in the previous task will be reflected in the updated ALP drawing set submitted for formal review. The draft documents and plans will submittal to the FAA for review and coordination with the appropriate FAA divisions (Air Traffic, etc.). The consultant will prepare an Executive Summary with the draft airport master plan report that summarizes the major changes and improvements included in the Airport Layout Plan and developed through the planning process. The Executive Summary will be included as a separate section in the front of the document. A separate four page Executive Summary handout will also be prepared. Product: "Draft" Airport Layout Plan Set and "Draft" Airport Master Plan Report will be provided to the City, ODA, FAA, and PAC members. Task 14.3 - Final Report and ALP Drawing Set The Final Airport Master Plan Report and ALP drawings set will be prepared and distributed based on comments received from the FAA final coordination/review process and any subsequent comments received from City, ODA, PAC, or public. This will be the final publication of the report and plans set. Product: "Fin al" Airport Layout Plan Set and "Final" Airport Master Plan Report will be provided to the City. Task 14.4 - Summary of Products to FAA Product: Quantity Draft Working Papers (9 Chapters) 1- Electronic Copy (Word) Draft Working Paper (9 Chapters) 1- Hard Copy; 2 Electronic Copies (Word/PDF) Draft Final Report (Revised Chapters) 1- Hard Copy with Track Changes 2- Electronic Copies (Word/PDF) Preliminary Draft ALP Print Sets with FAA Checklist 1- Hard Copy; Electronic Copy (PDF) Draft Final Report 1 Electronic Copy (PDF) Final Draft ALP Prints 6 - (FAA internal airspace & other coordination) full size (bond) plots and PDF of sheets Final ALP Drawing Set 3 - (City/FAA approval set); 1- Electronic Copy (PDF) Final Master Plan Report 1- Hard Copy; Electronic Copy (PDF) Page 1 42 /CENTURY WEST ENGI.Y£ERIN'L 'ORPURAT/[I.Y ASHLAND MUNICIPAL AIRPORT-SUMNER PARKER FIELD AIRPORT MASTER PLAN Task 14.5 - Summary of Products to the City of Ashland Product: Quantity Draft Working Papers (9 Chapters) 9 (each) - Hard Copies; Project Notebook (includes PAC) with Track Changes 2 - Electronic Copies (Word/PDF) Draft Final Report (Revised Chapters) t(each) - Hard Copies; Project Notebook (includes PAC) with Track Changes 2 - Electronic Copies (Word/PDF) Preliminary Draft ALP Print Sets with FAA Checklist 1- Hard Copy; Electronic Copy (PDF) Draft Final Master Plan Report 2 - Hard Copies for Sponsor Review Draft Final Master Plan Report 9 - Electronic Copies (PDF on CD) Draft Final ALP Prints (bond) 1- (FAA internal airspace & other coordination) Final ALP Drawing Set 3 - (City/FAA approval set); 1- Electronic Copy (PDF) Final Master Plan Report 2 - Hard Copies; 9 Electronic Copies (PDF on CD) Task 14.6 - Summary of Products to ODA Product: Quantity Draft Working Paper (9 Chapters) 1- Hard Copy; 1 Electronic Copies (Word/PDF) Draft Final Report (Revised Chapters) 1- Hard Copy; Electronic Copy (PDF) with Track Changes Preliminary Draft ALP Print Sets 1- Hard Copy; Electronic Copy (PDF) Draft Final Master Plan Report 1- Hard Copy; Electronic Copy (PDF) Final Draft ALP Prints & FAA Checklist 1- Hard Copy; Electronic Copy (PDF) Final ALP Drawing Set 1- Hard Copy; Electronic Copy (PDF) Final Master Plan Report 1- Hard Copy; Electronic Copy (PDF) Task 14.7 - Scope Assumptions/Clarifications 1. The Consultant will coordinate with the City and schedule all meetings with ODA, FAA, and the PAC for this planning effort. 2. The City of Ashland's staff, ODA, FAA, and the PAC will provide the Consultant with a maximum of two rounds of comments for each project item. The Consultant shall receive review comments from all groups within three (3) weeks of the submittal or presentation. The consultant shall then address and resolve their comments prior to proceeding with the next scope of work element. Page 143 CENTURY WEST 'I.\'ECPI.S'L' C08POE.I lll1.Y EEE ESTIMATE ASHLAND MUNICIPAL AIRPORT CENTURY WEST ENGINEERING Subconsultant AIRPORT MASTER PLAN Pdndpal Sodor Project Senmr Ainport Assfst.a CADD Admire In Cha a Manager Almon Planter En Inver Planner Technician Su A Charge Rates $215.00 $19500 $165.00 $130.00 $775.00 $90.00 $70.00 Hours Total Lb., Task Task Description Element1 STUDY INITIATION AND MANAGEMENT 1.1 Refine Soap, of Work Budget and Schedule 2 2 4 0 0 0 4 72 $1700.00 1.2 Cnnrdnation and COMM.UPmect Administd1lan 2 44 24 0 12 0 16 90 $15,470.00 $1000.00 Task Budget: 4 46 28 0 12 0 20 110 $17230.00 $1000.00 Element 2 AGIS Survey 2.1 AGIS Survey - Elements and Proceas 2 8 8 20. 0 32 4 74 $9070.00 $54225.00 2.2 AGISSupplemental Info for Near in Obahuctbn ldentl0aa8an 0 8 8 20 0 48 4 88 $10,080.00 Task BUd et 2 16 16 40 0 80 8 162 $19150.00 $64.226.00 Element3 AIRPORT DATA COLLECTION AND FACILITIES INVENTORIES 3.1 Evaluate EAsting Documents 0 1 4 0 4 0 4 13 S7 595.0 $500.00 , 32 AI rt FadRles Imede 0 1 16 0 0 i6 0 33 54,275.00 3.3 Invents Edstl U195les and Site Conditions 0 1 4 0 4 6 0 17 $2035.00 5400100 3A AI ds lmento /Define AI rt Service Area 0 7 4 0 2 4 0 11 $1,445.00 3.5 AI ace and NAVAIDS lmento 0 1 2 0 2 0 0 5 5755.00 3.6 Airport Activity Summa 0 1 a 0 8 0 0 17 $2,435.00 3.7 Financizl lmento 0 1 2 0 2 0 0 5 5755.00 3.8 Sodaemnamic Data 0 1 2 0 4 0 0 7 5985.00 32 Land Use Controls 0 1 2 0 4 0 0 7 $985.00 3.10 Envhoomedal and Cultural C0nd8birs lmento 0 1 2 0 4 0 0 7 5985.00 815300.00 3.11 Not used 0 0 0 0 0 0 0 0 $0.00 3.12 Pre are lmento Warki Paper 1 2 12 0 24 4 4 47 $5,985.00 Task Bud et 1 12 58 0 58 32 8 169 522235.0 $19800.00 AERONAUTICAL ACTIVITY FORECASTS AND DEMAND Element4 CAPACITY ANALYSES 4.1 Coiled & Evaluate Ex58n O atlorel Data 8Identify Aircraft 0 1 2 0 8 0 0 11 51.445.00 42 Prepare Avaton Activity Fore-la 0 1 24 0 16 0 0 41 55995.00 4.3 Prepare 50-Year Aviation AdNi Farecaato 0 0 8 0 0 0 0 6 5990.00 4.4 Develop FOrscest Workin Pe r 1 1 16 0 B 0 4 30 54250.00 405 ForecestA oval 0 0 2 0 0 0 0 2 M.00 Task Budder.. 1 3 50 0 32 0 4 90 $13,010.00 Elements FACILRYREGUIREMENTS 5.1 Detamiine Aircraft O-boreal Require- 0 1 4 0 4 0 0 9 $1,315.00 62 Almon Service Area Facifty Ana fs 0 1 2 0 2 4 0 9 S7 715.00 Design Standards & FAR Part 77 Airspace Slandands 6.3 RevlewlEvaluation 2 2 12 0 12 72 4 104 $10940.00 5A Define Airside Facilities Requirements 0 1 12 0 16 24 0 53 !l6175.00 5.5 Define Landside FacBdies Re dr-da 0 1 8 0 16 24 0 49 55515.00 - 5.6 Deveb Facifty Requirements Warki Paper 2 1 16 0 16 4 4 43 $5,745.00 Task Bud et: 4 7 64 0 66 128 8 267 $30605.00 Element6 ALTERNATIVES ANALYSIS kU2 Goals Deveb ant 0 1 4 0 0 0 0 5 SB55.00 Pre re Pmlimlre Deveb ment A6emati as 0 2 24 0 32 60 0 118 $13430.0 Environmental Reviewbf AlternaWes 0 1 2 0 B 0 0 11 $1445.00 Prere Deveb meM Allematlves 2 1 12 0 16 8 2 41 55305.00 $2.0011.0 Soled Preferred Devep ment Alternative 0 1 2 0 0 10 0 13 $1,425.00 Not Used 0 0 0 0. 0 0 0 0 $0.00 Task Budget: 2 6 44 0 56 76 2 188 $22,460.00 $2000.00 Element? AIRPORT LAYOUT AND TERMINAL AREAS PLANS 7.1 Airport Layout Plan 1 2 16 16 8 48 Mol $10,555.00 72 On-Airport Individual Area Plans shown an ALP 0 2 12 0 12 16 $5190.00 7.3 Af rtAns ee Dawi FAR Part 0 1 12 0 12 20 $5355.00 7A It Protection ZOce/Inne,A roach Plan B P.M. Drewi s 0 1 B 0 12 24 $5,055.00 7.5 Approach Plan and Profile For Each Rumva End 0 1 B 0 12 20 54695.00 00 7.6 Threshold Siting Sudace for Each RAN End shown on sheet 7.5 0 1 2 0 4 4 S1345.. 7.7 OmN rt Land Use Plan 0 1 4 0 4 B 11 S 035.00 7.6 Off-AI ort Land Use Plan 0 1 4 0 4 16 0 25 $2755.00 7.9 ExNbit W AI =A Pro Ma 0 1 8 0 16 20 0 45 $5,155.00 Task BUd et: 1 11 74 16 84 176 0 362 $42,150.00 Element8 CAPITAL IMPROVEMENT PROGRAM AND COST ESTIMATES 8.1 Capital lm rwement Program 0 1 8 16 12 a 0 45 55695.00 $7000.00 8.2 Prepare Capital Improvement Pra am WOddn Paper 1 1 8 4 8 0 4 26 53450.00 Task Bud et: 1 2 16 20 20 8 4 71 $9145.00 $7,000.00 Element9 AIRPORT FINANCIAL PLAN 901 Financial Plan 0 1 16 0 76 0 0 33 $4.675.00 92 Financial Plan Working Paper r 1 1 4 0 4 0 4 14 $1,810.00 1 Task Bud et: 1 2 20 0 20 0 4 47 SGA85.00 COMPATIBLE LAND USE PLANNING IN THE VICINITYOF Elemenl10 AIRPORTS 10,7 Evaluate tan d uses In the vid . of the atr rt 0 1 4 0 4 4 0 13 51 675.00 10.2 Develop Land Use Workin Pa er 1 1 16 0 24 16 2 00 $7,390.00 '~F ATE AIRPORT MASTER PLAN Princlpal Senior Project Senior Ahport Asslatam CADD Amin. In Cho a Mane er AI od Planxr En freer Planner Technician ...,I Charge Rates $215.00 $195.00 $165.00 $130.00 511500 $90.00 S70.t10 Hours Total Labor Task Bud et: 1 2 20 0 28 20 2 73 $9,065.00 Element II RECYCIJNG AND SOLID WASTER MANAGEMENT PLAN 11.1 Recycling and SaIld Waste Management Plan 0 2 4 0 8 4 1 19 s400.00 11.161 Waste Audtt 0 0 2 0 4 0 1 7 5860.00 11.11 Recycling Feaslbili 0 0 2 0 4 0 1 7 $880.00 11.1.3 Plan to MWmtc Sold Waste Generation 0 0 2 0 4 0 1 7 $660.00 11AA Operational and Maintenance Requirements 0 0 2 0 4 0 1 7 $860.00 11.1.5 Review Waste Management Contracts 0 0 2 0 4 0 1 7 $860.00 11.1,6 Poland,[ for Cost Savi s or Revenue Generation 0 0 2 0 4 0 1 7 $860.00 Task BUd et: 0 2 16 0 32 4 7 61 $7,560.00 Element 12 AGENCY COORDINATION 12.1 Agency C-ditutlon/Pre re List ofAgency Stakeholders 0 2 4 0 0 0 0 6 51050.00 121 Agency Coordwtion-FAA 0 12 12 0 0 2 2 28 $464000 Task BUd et: 0 14 16 0 0 2 2 34 $5690.00 Element 13 PUBLIC PARTICIPATION AND INFORMATION PROCESS 13.1 Identify Pml,d Stakeholders 0 1 0 0 0 0 0 1 $195.00 13.1.1 Define Roles and Responsibilities 0 1 0 0 0 0 0 1 $195.00 , 13.1.2 tor y Committee PAC 3meeti s 0 24 24 0 12 8 8 76 $11300.00 13.1.3 Public Infonnatfonal Meetings meetings) 0 6 6 0 0 4 6 22 $2,M.00 111A Project lOcltofiWorksho Imeeting) 0 2 4 0 0 2 2 10 $1370.00 13.1.5 Joint Planning Conference 1 meet) 0 2 4 0 0 2 2 10 $1,370.00 131 Public Information Pra ram 0 2 4 0 0 4 8 111 $1,970.00 13.2.1 Project Stakeholder List 0 1 0 0 0 0 0 1 $195.00 131.2 Public Mee' NotkxslPress Releases 0 3 3 0 0 0 0 6 $1.080.00 73.2.3 Websfte Content for Proect Websile 0 2 2 0 0 0 4 8 $1000.00 13.2.5 Pubic Meeting Notes and Comment List 0 e 0 0 0 0 8 16 $Z120.00 Task Bud t-. 0 52 47 0 12 20 38 169 $23,735.00 $0.00 Element 14 REPORTS AND DOCUMENTATION 14.1 -Prdimiria Draft ALP Set 1 1 4 0 4 4 0 14 57690.00 14.2 Draft Airport Master Plan Re d 8 Draft ALP DmvAn Set 1 1 4 0 4 6 24 42 $3,930.170 14.3 Final Re Rand ALP D,VA Set 1 1 4 0 4 8 16 34 $3370.W 14.4 Summa of Prod-to FAA 0 0 0 0 0 0 2 2 $140.00 14.5 Summa of Prod.. 10C fty 0 0 0 0 0 0 2 0 $140.00 14.6 Summa of Pmd=, to ODA 0 0 0 0 0 0 2 0 $140.00 14.7 Scc eA...Pill rolCl riicetians 0 0 0 0 0 0 0 0 $0.00 Task Butl eF. 3 3 12 0 12 20 46 92 $9,610.0 0 $0.00 Totals .rat 178 4]1 76 N2 568 15] 1895 S 238,330 $ 84025 Century West - Additional Excernes /travel. eomm miomion, oastane. ete,l In-House Plats 8 Repo" Printing -Draft & Final Plan Sets d Reports $ 9,000.00 CWEC Travel-1 Trips to FAA(Renton)(@214 RT Miles ea@$0.535) $ 114.49 CWEC Travel -1 Trips to FAA (Renton) (Rental Car, Airfare, gas, lodging, eto) $ 500.00 CWEC Travel-4 Trips to Ashland (@268 RT Miles ea@50535) $ 573.52 CWEC Travel- S Trips to Ashland (Flight, Rental Car, gas, lodging etc) $ 3,000.00 Subeon--ant Expenses (Travel, misce0aneous) 5 300.00 ' Per Diem-10 Person Days @$125 per Day E 1,250.00 Expenses (Adwtlisemerrts, Meetings, etc) $ 1,200.00 Other expenses(cemmunicarion, postage, etc) $ 1,000.00 Total OWED Reimbursable Expenses $ 16918.01 TOTAL PROJECT ESTIMATE $ 339,293 Council Business Meeting September 5, 2017 Title: Confirmation of Mayoral Appointment of Paula Brown as Public Works Director . i=rom: Tina Gray Human Resource Director . ' grayt(a-),ashland. or.us Summary: Public Works Director Mike Faught retired on April 3, 2017. Mike has been working back on a contract for service since that time. Paula Brown, Public Works Director from 1997 - 2008, has been working part-time in in Public Works as a project manager. Mayor Stromberg approached Paula with an offer to fill the position of Public Works Director starting September 8, 2017, and she has accepted. Actions, Options, or Potential Motions: Move to approve the appointment of Paula Brown as Public Works Director Staff Recommendation: Staff recommends the Council confirm the Mayor's appointment of Paul Brown as Public Works Director. Resource Requirements: The position of Public Works Director is included in the current budget. Policies, Plans and Goals Supported: N/A Background and Additional Information: Paul Brown's previous experience as Public Works Director for Ashland, her proven record in complex program and project management, as well as strategic planning at various levels of government makes her an ideal choice for appointment. Paula Brown graduated with a Bachelor's of Science in Civil Engineering from the University of the Pacific, Stockton, California. Paula also completed a Master's degree in Secondary Education at the George Washington University, Washington D.C., in January 1987. Paula retired from the United States Navy in 2016 as a Rear Admiral. Paula is a registered civil engineer in both Oregon and California and an environmental engineer in Oregon. Paula has.maintained awareness of the issues and challenges facing this department and the City. Attachments: Employment Agreement Resume Page 1 of 1 CITY OF ASHLAND CITY OF ASHLAND Employment Agreement Public Works Director THIS AGREEMENT, made and entered into this day of September, 2017,by and between the City of Ashland ("City") and Paula C. Brown ("Employee"). RECITALS A. City desires to employ the services of Employee as the Public Works Director of the City of Ashland; and, B. It is the desire of the City to establish certain conditions of employment for Employee; and, C. It is the desire of the City to (1) secure and retain the services of Employee and to provide inducement for Employee to remain in such employment, (2) to make possible full work productivity by assuming Employee's morale and peace of mind with respect to future 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 Public Works Director of the City of Ashland, and to begin employment September 8, 2017. City and Employee agree as follows: Section 1. Duties. The City hereby agrees to employ Paula Brown as the Public Works Director to perform functions and duties specified in the City Charter, City Ordinances, and the job description for the position, and to perform such other legally and ethically permissible and proper duties and functions as the Mayor and/or City Council shall from time to time assign. The Public Works Director shall devote full time to the performance of her duties. Section 2. Term. A. Nothing in this agreement shall prevent, limit, or otherwise interfere with the right of the Mayor, with the consent of the City Council in accordance with the City Charter, from terminating the services of the Public Works Director at any time, subject only to the provisions set forth in the section titled "Severance pay" of this agreement. Except as specifically provided in this Agreement, Employee shall serve at the pleasure of the City, without any requirement to demonstrate cause for dismissal. B. Nothing in this agreement shall prevent, limit, or otherwise interfere with the right of the Employee to resign at any time from her position with the City, subject only to the provisions of this agreement. C. Employee agrees to remain in the employ of the City until September 8, 2020, and neither to accept other employment nor to become employed by any other employer until this termination date, unless the termination date is affected as otherwise provided in this agreement. This provision shall not restrict Employee from using vacation or personal leave for teaching, consulting or other activities provided these activities do not conflict with the regular duties of the Employee and are approved in writing by the Mayor, with the consent of the City Council. D. In the event written notice is not given by either party to terminate this agreement at least ninety (90) days prior to the termination date, this agreement shall be extended for successive three-year periods on the same terms and conditions provided herein. E. In the event Employee wishes to voluntarily resign the position during the term of this agreement, Employee shall be required to give the City thirty (30) days written notice of such intention, unless such notice is waived by the Mayor, with consent of the City Council. Employee will cooperate in every way with the smooth and normal transfer to the newly appointed individual. Section 3. Salary Beginning September 8, 2017, City agrees to pay Employee a monthly salary at step 6 of the salary schedule ($10,526.30 /month). Employee will advance to the next step ($10,789.45) after one year of successful performance as determined by the City Administrator. The City agrees to annually increase the monthly salary and/or benefits in the same percentage as may be accorded other department heads. Section 4. Performance Evaluation. The City Administrator shall review and evaluate the performance of the employee at least once annually. Employee shall receive a written copy of the performance evaluation and be provided an adequate opportunity for the employee to discuss the details of the evaluation. Section 5. Hours of Work. It is recognized that Employee must devote a great deal of time outside the normal office hours to the business of the City, and to that end Employee will be allowed to take compensatory time off as Employee shall deem appropriate during normal office hours, so long as the business of the City is not adversely affected. Work in excess of forty (40) hours per week is deemed part of the professional responsibility for which the Employee shall not be paid overtime. In recognition of the extra hours required of the Public Works Director, Employee shall receive forty (40) hours of administrative leave each year to be used before June 30th or deemed forfeited. Employee will receive additional administrative leave if granted by the City Council in the Management Resolution adopted each year. Section 6. Automobile. Employee's duties require that Employee shall have the use of a motor.vehicle at all times during employment with the City. The City shall provide an automobile allowance of $350.00/month for the use of said automobile for travel. Employee shall be responsible for paying for insurance, operation, maintenance and repairs of the vehicle. Section 7. Health, Welfare and Retirement. Except as modified by this agreement, Employee shall be entitled to receive the same retirement, vacation, sick leave benefits, holidays, and other fringe benefits and working conditions as they now exist or may be amended in the future, as apply to any other department head, as spelled out in the City's Management Resolution in addition to any benefits enumerated specifically for the benefit of Employee as provided in this agreement. Additionally, the City will provide eight (80) hours of vacation at the Employee's first day of work, and forty (40) hours of sick leave. Section 8. Dues and Subscriptions. City agrees to budget and to pay for the professional dues and subscriptions of Employee necessary for the continuation and full participation in national, regional, state and local ' associations and organizations necessary and desirable for Employee's continued professional, growth and advancement, and for the good of the City. Section 9. Professional Development The City hereby agrees to annually budget and allocate sufficient funds to pay necessary travel and living expenses of the Public Works Director while she represents the City at conferences, trainings, official business meetings or professional organizations that serve the City's interest and/or are reasonably necessary to provide for the professional advancement of the Public Works Director. Membership on any national or state commission or committee shall be subject to the approval of the City Administrator. Section 10. Professional Liability The City agrees that it shall defend, hold harmless, and indemnify the Public Works Director from all demands, claims, suits, actions, errors, or other omissions in legal proceedings brought against the Public Works Director in her individual capacity or in her official capacity, provided the incident arose while the Public Works Director was acting within the scope of her employment. If in the good faith opinion of the Public Works Director a conflict exists as regards to the defense of any such claim between the legal position of the city and the Director of Information Technology and Electric Utility, he may engage counsel in which event, the City shall indemnify the Public Works Director for the cost of legal counsel. Section 11. Severance Pay A. In the event Employee is dismissed during the term of this Agreement, and Employee is not being dismissed for any reason set forth in paragraphs B or C of this section, the City agrees to offer Employee a severance agreement. The amount of severance pay to be offered to Employee in the severance agreement shall be equal to the employee's monthly base salary at the time of dismissal; times the number of months that employee has been employed up to a maximum of six (6) months. In addition, the severance agreement offered to the employee will require the City to continue to pay the employer portion of the premium.for medical and dental insurance coverage through the end of the month the Employee's severance pay is intended to cover or until the last day of the month in which Employee obtains employment with alternative insurance whichever occurs earlier. As a condition of the severance offer, the Employee will be required to release the City, its officers, representatives, insurers, and employees from claims arising from employment with the City and separation of employment. B. Employee will not be eligible to receive the severance offer described in Paragraph A of this section if this Agreement is not renewed by the City,, as provided in Section 2, above. Employee also will not be eligible to receive the severance agreement offer if Employee breaches any provision of this agreement, or if Employee engages in any act of misconduct in the performance of duties on behalf of the City. The term "misconduct" includes misappropriation, dishonesty, breach of trust, insubordination, neglect of duty, failure to perform duties in a manner that is consistent with applicable law, failure to correct performance deficiencies identified in writing by the City Council after a reasonable opportunity, as determined by the City, to correct the deficiencies; committing any violation of City policies or standards that the City deems a serious violation; or engaging in other action demonstrating a disregard for the interest of the City. The term "misconduct" also includes engaging in criminal acts or other off-duty behavior that the City views as impairing the Employee's ability to effectively perform the Employee's duties or jeopardize the reputation of the City. C. Employee will not be eligible to receive the severance offer described in Paragraph A of this Section if Employee, in accordance with applicable law, is dismissed due to a disability that prevents Employee from performing the duties of the position. Section 12.. Other Terms and Conditions of Employment City shall by amendments to this agreement, fix such other terms and conditions of employment from time to time , as it may determine, relating to the performance by Employee with the agreement of Employee, provided such terms and conditions are not inconsistent or in conflict with the provisions of this agreement. Section 13. Severability. In 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. Section 14. Other Terms and Conditions of Employment The Employee is subject to all personnel policies of the City of the City and the City's Management Resolution except to the extent that they are inconsistent with an expressed term of this agreement. Section 15. PERS Pick-up Employee contributions to the Public Employees' Retirement system (PERS) shall be "picked up" by the City. Employee shall not have the option of receiving money designated for retirement contributions and directly making the contribution to PERS. Employee's reported salary for tax purposes shall be reduced by the amount of the employee's contribution to PERS. Section 16. Complete Agreement This agreement shall constitute the entire agreement between the City and Employee and supersedes all prior agreements, representations and understandings between them. No supplement, modification or amendment of this Agreement shall be binding on the City unless it is set forth in a writing that is signed by the Mayor and approved by the City Council. Likewise, no waiver or any provision of this Agreement shall be valid unless set forth in writing that is signed by the Mayor and approved by the City Council. Dated this day of September, 2017. Melissa Huhtala John Stromberg City Recorder Mayor Accepted this day of September, 2017 Paula C. Brown Paula Campbell Brown Post Office Box 1079, Ashland, Oregon 97520 Cell 541.941.9066 CURRENT Dana Campbell Vineyards: Own and manage a 33-acre vineyard, Ashland Oregon. EXPERIENCE Engineer for a sustainable winery and business. Received federal grant for wind energy and water. Consulting Engineer: Local water and wastewater issues within Southern Oregon Rear Admiral, United States Navy Retired PAST United States Naval Reserve, Civil Engineer Corps Officer (October 1988 to September 2016) MILITARY Rear Admiral: Deputy Commander, Naval Facilities Engineering Command, Washington D C RESERVE ■ Rear Admiral: Deputy Commander, First Naval Construction Division, Little Creek, Virginia EXPERIENCE Captain: Deputy Chief of Staff for Engineering - Commander Naval Forces Korea ■ Captain: Commander Naval Construction Regiment with a span of control of 2800+ personnel responsible for four separate "ready" units on the west coast and on active duty in Iraq. Staff management and management of unit operational / training responsibilities. Commander: Commanding Officer Naval Mobile Construction Battalion (700+ personnel) ■ Lieutenant Commander: Commanding Officer Training. Regiment Unit of 180 personnel ■ Other assignments include Administrative Officer for a line regiment; Operations Officer and Officer in Charge of a 140 person detachment. ■ Two week active duty periods have included performing environmental compliance review in Naples, Italy, and various mobilization readiness training events over the past 26+ years. FULL TIME United States Navy Active Duty (Feb 2008 - Aug 2008); Vice Commander, Naval Facilities EXPERIENCE Engineering Command Pacific. Provided direction and oversight of the 300 member headquarters (civilians and military) plus 3 separate commands in Japan, Guam and Hawaii. City of Ashland, Ashland, Oregon: Public Works Director/ City Engineer (Jun 1997 - Nov 2008) Managed and directed five divisions responsible for operations and maintenance of City infrastructure including; streets, public transportation, storm drain/natural drainage systems, water treatment and distribution, dam operations, dam safety, sewage treatment, biosolids management and sanitary sewer collection, NPDES permit renewal, municipal airport, cemeteries & .GIS program; Fully responsible for determining and presenting the Public Works budget includes $10M annual operations. Manage City's construction program and $12M CIP. Responsible for 58 personnel (10 direct reports) and all associated training, union negotiations, performance reports and disciplinary actions. Recommend actions and policies to City.Council through routine and emergent council communications, reports and presentations. Interface frequently with community members. United States Navy: Active Duty, Operation Iraqi Freedom (February 2005 to June 2006) Responsible for operation control of all Pacific Seabees through the 30th Naval Construction Regiment (3600 personnel); followed as Regimental Commander in Fallujah Iraq, 1400 members building Iraqi Security Camps, road and airfield repairs, camp construction & maintenance (Sep 2005-Apr2006). Rogue Valley Council of Governments, Central Point, Oregon (July 1993 -,June 1997) Associate Executive Director: Managed and directed the internal departmental organization consisting of six departments, and a $4M budget, 120 personnel, 20 direct reports. Responsible for budget development, review and implementation; program formulation and execution; and personnel management. Provides department head responsibilities for the Transportation and Air Quality, Administration and Community Development and Planning departments. Completed the draft Regional Transportation Plan (RTP); air quality conformity and financial constraints. Active with SOREDI, OEDD, and local communities in CBDG grant writing and administration. Manage consultant contracts, liaison with local and state regulatory agencies, and define and implement internal staffing responsibilities. Special project work included facilitating a subcommittee of the Southern Oregon Council of Mayors on regional water and solid waste issues. Ventura Regional Sanitation District, Ventura, California (October 1992 - September 1993) Principal Engineer - Solid Waste Department: Managed and directed the Technical Services Division including engineering and environmental staffs, and provided technical support to other departments within the District. Responsibilities included regulatory compliance review and negotiations with various federal, state and local regulatory agencies (Environmental Protection Agency, State Water Resources Control Board, Los Angeles Regional Water Quality Control Board, Air Pollution Control District, Environmental Health Department); evaluated and advised the Board on policies and ` regulatory requirements; reviewed and recommended policies regarding technical standards and specifications; managed development of master planning documents for solid waste and wastewater operations; supervised and directed negotiations with contractors and consultants. Developed and controlled division's budget and fiscal requirements ($5.6M). L Senior Engineer -Wastewater and Development (August 1990 -September 1992) Lead engineer for various federal, state, and local agency regulatorycompliance issues, including storm water NPDES permitting, air toxics (AB 2588), federal RCRA Subtitle D (landfill), sludge disposal, and various other landfill and wastewater operational and regulatory requirements. Developed expertise on all applicable statutes and mandates; coordinated with member agencies; prepared and presented technical reports and policy recommendations; managed landfill expansion project including earthquake fault analysis and alternative options, coordination with affected communities, and overall planning efforts; developed proposals for local wastewater treatment plant operations; provided engineering and technical review of new wastewater treatment technology for member agencies; construction project manager projects at District wastewater treatment facilities. United States Navy; Recalled to Active Duty; Operation Desert Shield/Storm Naval Construction Battalion Center, Port Hueneme, California (September 1990 - October 1991) Mobilization Planning and Reserve Coordinator for all reservists mobilized with the Naval Reserve Construction Battalion Center, Port Hueneme. Responsible for logistics and deployment activities; liaison with various headquarters commands; provided technical reports to Headquarters; assisted with the logistical support in readiness training of over 1800 Seabees for Operation Desert Storm. Associate Engineer, City of Santa Paula, CA (October 1988 - August 1990) Provided project development and public works administration for construction modifications of sewage collection systems, wastewater treatment facilities, parks, buildings and other public facilities. Prepared plans and specifications for construction projects and equipment purchases ensuring compliance with various federal, state and local codes. Performed constructability reviews and construction project management; directed consultants on a sewage collection system study, revised ordinances for federal and state compliance; coordinated local involvement with household hazardous waste collection days and initiated automated refuse collection. Alexandria City Public Schools, Mathematics Teacher, Alexandria, Virginia (January 1987 - August 1988) 7th, 8th and 9th grades. Coached girls' basketball and crew. United States Navy, Civil Engineer Corps Officer (Active Duty) ■ Facilities Engineer, Naval Medical Command Headquarters, Washington DC (July 1984 - Dec 1986) Managed the Facilities Resource Program ($120M) for military construction projects, utilities operations and special projects; provided technical review and guidance on all projects to world wide commands for compliance with federal, state, and local mandates; participated in developing the President's Budget for the annual POM process. ■ Assistant Resident Officer-in-Charge of Construction (AROICC), Washington Navy Yard, Washington, DC (November 1982 - June 1984). Project engineer managing 15 active construction projects ($12M) in the Washington DC area. Projects were located in highly sensitive locations requiring explicit technical compliance, and continuous liaison between the contractor and owner. LICENSES Registered Professional Engineer ■ Oregon - Civil and Environmental Engineer, #16745 and California - Civil #C 46524 Defense Acquisition University; DAWIA Level III Contracting; EDUCATION Master of Arts, Secondary Education, George Washington University, Washington, DC (1987) Bachelor of Science, Civil Engineering, University of the Pacific, Stockton, California (1982) Additional courses completed in Business Administration and Environmental Management Council Business Meeting September 5, 2017 Title: Public Art Commission Recommendation From: Ann Seltzer Management Analyst ann.seltzer@ashland.or.us Summary: The Selection Panel chose `Velocity' for installation in the Theater Corridor. The Public Art Commission (PAC) recommends the City Council approve the decision of the Selection Panel. Actions, Options, or Potential Motions: I move approval of the recommendation of the Public Art Commission and the Selection Panel. Staff Recommendation: Staff supports the recommendation. Resource Requirements: The budget for this project is $110,000 using TOT funds: $75,000 from the TOT allocation for beautification projects and $35,000 from the TOT allocation for public art. The City Council approved this expenditure and approved the contract with Mr. Huether in June 2016. Policies, Plans and Goals Supported: Ashland Municipal Code 2.29. Background and Additional Information: Public Art for the Theater Corridor was identified as a need and a beautification project by the ad hoc Beautification Committee. The project was approved by the City Council in September of 2014. For more information about the Theater Corridor project see ashland.or.us/theater. The PAC hosted a public meeting in February to introduce Huether and his work to the community. On July 31, 2017 and again on August 1, 2017, Mr. Huether presented the two concepts he developed for the Theater Corridor. A video of Mr. Huether's presentation.to the community on July 31 was posted to the City's website on August 2 and has been available for viewing since that date. The video can be viewed here: httl)://www.ashland.or.us/Page.asp?NavID=17430 For more information about the process please see the attached memo: http://www.ashland.or.us/Page.asp?NavID=17492 Selection Panel Page 1 of 2 CITY ® F ASHLAND AMC 2.29 requires a selection panel, separate from the Public Art Commission to select public art. The following Ashland citizens served on the Selection Panel: John Fisher-Smith retired architect Sandra Slattery neighbor of the project Scott Fleury city staff Carlos Delgado architect Christopher Acebo scenic designer OSF David Humphry Oregon Center for the Arts at SOU Jennifer Longshore art history professor at SOU The panelists attended one or both of the artists' presentations on July 31 and August 1. They met as a group on August 4, reviewed the two concepts and discussed how each concept met the project intent as stated in the RFQ. Overall, the panel felt that Velocity provides the greatest amount of light for the full length of the corridor, is whimsical, activates the full span of the corridor and is complex in its simplicity. The group spoke highly of Mr. Huether's overall work and his unique voice in the field of public art. Attachments: 1) Velocity concept 2) Memo sent to the City Council on July 10, 2017 3) Letter from Historic Commission Page 2of2 CITY OF ASHLAND gordon huether studio ASHLAND THEATER C -0 R R I D 0 R July -August, 2017 s ashland theater corridor c®nsidering the site ~ 11, M j~ ~ .~.~-v - _ - ~W iii ~ t ( ~.~t. {dl~ ~-t •~g l e ma~~yy((, 111 L, _ Y~ ~ ~L ~ ~"r A~ A ~L ~ `GT - > =.l.s •-~,Sa.n. ~F'., •.~^yy;' a.•+`h d> r 46 gordon huether studio art matters ashland theater corridor considering the site, ~ 41 15 . 66' 6" . r 47 gordon huether studio art rriallers ashland theater corridor ~ concept development CIVIC pride color movement activate engage HIV h I m S placemakin. slo r y landmark 48 gordon huether studio art matters proposal two I velocity. 57 gordon huether studio art matters • proposal two ~ velocity - a Vie: ~ 1 ti ti r _ rr 1 58 gordon huether studio art matters • • . proposal two I velocit y R ' d 1 ~I 59 gordon huether studio art matters proposal two I velocity N, L x .4 I ~ r t. a 60 gordon huether studio art matters proposal two velocity .o 61 gordon huether studio 'art matters! gordon.. huethe'r studio art matters AC . as 6 66' 6' T H A K- Y-0 U 63 MEMO July 11, 201.7 To: Mayor John Stromberg City Councilors CC: John Karns, interim City Administrator David Lohman, City Attorney Ann Seltzer, Staff Liaison From: Sandy Friend, Chair, Public Art Commission Margaret Garrington, Vice Chair, Public Art Commission Re: Theater Corridor public art project The Public Art Commission is looking forward to hosting two public presentations by Theater Corridor public art project artist, Gordon Huether. The first presentation will be an open community meeting scheduled for July 31 at 6:00 in the Council Chambers. Gordon will talk about the two concepts that he has developed to meet the Project Intent (included at the bottom of this memo) as defined in the Call for Artist/RFQ. The second presentation by Gordon will be to the City Council at your Business. Meeting on August 1. Last October at a Council meeting, we outlined the process for the development of the Theater Corridor project. The PAC was pleased that, at that meeting, the Council affirmed our plan to follow the public art process as stated in AMC 2.29, and to hold a series of public meetings at which we would select one artist based on the criteria stated in the RFQ. The successful artist would be charged with creating two concepts that meet the Project Intent. That process has worked well, and the artist has fulfilled the RFQ requirement to update the PAC regarding his preliminary concept development. A Selection Panel is in place and will meet on August:4 to formulate a recommendation for a single design concept that the PAC will forward to the Council for review and your final decision at your September 5 Business Meeting. This delay between the artist presentation to you on August 1 and the recommendation for your review and decision on September 5 was scheduled to allow the Historic Commission and other city commissions who wish to provide input, time to meet, prepare and submit their comments to you. All City Commissions have been invited, via email to the staff liaisons, to attend the July 31 presentation. In addition we hope to arrange for a videographer to film Gordon's presentation and post the film on the city's website. We have written this memo so that you have a clear history and understanding about our public process and our public outreach efforts prior to the artist presentation to you on August 1. 1 July 2017 PAC memo to Mayor and Council A brief history of the PAC's public process and public outreach for the Theater Corridor public art project. • In Spring 2016 when the PAC was developing the RFQ, PAC Chair Margaret Garrington made a presentation of our draft RFQ to the Historic Commission. We received input from the Commission which was incorporated into the RFQ. • The PAC issued the RFQ on August 1, 2016 and received 28 applications. • During the period from September 16, 2016 through December, 2016, the PAC held 7 public meetings at which we evaluated and created a shortlist of artist candidates, interviewed those short-listed candidates, and selected Gordon Huether to design the Theater Corridor. Each of the 7 public meetings, their agendas and minutes were posted on the City website calendar. • Continuing the process of informing the public about the Theater Corridor project, the PAC generated a news release announcing the artist selection. The release was posted on the City's website and generated an article in the Daily Tidings on December 18 http•//www dail34idings com/news/20161218/theater-corridor-artist-selected • An editorial regarding the qualification of public artists appeared in the Our View section of the Daily Tidings http•//www dailytidings.com/opinion/20161229/our-view-public- art-again • The Tidings staff conducted an interview with Gordon and published the interview on January 13 http://www.dail3lidings.com/news/20170113/artist-chosen-for-ashland- pro j ect-talks-about-hi s-approach-to-public-art • A Letter to the Editor written by Margaret Garrington about the Theater Corridor project and artist selection was published in the Daily Tidings on January 25. http•//www dail3jidings com/opinion/20170125/ ug_est-opinion-why-not-local-artist-for- theater-corridor-project • Questions to solicit public input to inform the artist about the project were included in the January City Source, Open City Hall, at the Library and in the letter to the editor noted above. 102 responses were received and provided to the artist. • Posters inviting the community to "Meet the Artist" at a presentation by Gordon Huether held on February 24 were displayed throughout the city including at the Library, at both ends of the Theater Corridor, at City Hall, at The Grove and at the Nature Center. • On February 22, a news release inviting the public to "Meet the Artist" was posted on the City's website and sent to the City Council and to all staff liaisons to forward to their commissions. The release was printed in the Daily Tidings advertising the community presentation by the artist at the Ashland Library http//www dailytidings.com/news/20170222/public-artist-to-meet-with-community- friday. • On February 26, 2017 an article in the Daily Tidings reported on Gordon's presentation http•//www dail3lidings com/news/20170226[public-artist-hears-suggestions-for-theater- corridor • A special Public Art Commission meeting was scheduled and publicly noticed for April 19 at which the artist presented his two draft concepts to the Commission, a requirement in the RFQ as noted above. 2 July 2017 PAC memo to Mayor and Council During June and continuing into July, the PAC has been publicizing the community presentation scheduled for July 31 via the media, the City website, the City Source, in emails to City Commissions, display posters and more. The PAC is proud of the process we conducted, the public outreach and equally important, our selection of artist Gordon Huether. We're confident you'll enjoy his presentation. Thank you for taking to time to read this memo, and for all your efforts on behalf of Ashland. Proiect Intent The vision for this project is to add an original permanent signature installation of contemporary art within the city's downtown commercial district. The finished theater corridor project is meant to enhance the barren pedestrian corridor and transform it into a lighted artful walking experience encouraging exploration and use of the walkway both day and night. Therefore, creative use of light should be a strong component of the work combined with compelling daytime visual interest. This project is located within the City of Ashland's Nationally Registered Downtown Historic District and adjacent to an historic building. The artwork cannot be affixed to building walls or obstruct access to these walls. These adjacent buildings are approximately 10 to 20 feet tall. Clearance for proper building maintenance must be maintained. The theater corridor is a span 142 feet long and approximately 14 to 16 feet wide, with two stairways, and can be used in part or in total for the project. Refer to the attachments for photos and dimensions. The PAC is seeking an original artistic vision for this pedestrian corridor that: • Visually and spatially enhances the experience of pedestrians on the corridor and adjacent sidewalks. • Creates a sense of place and pride by establishing a distinctive landmark compatible with the downtown historic and commercial district. .0 Is an original site specific engaging art work activating use of the walkway at all times of day and night. • Is compatible with the location in terms of scale, material, form, content, and safety considerations. • Enhances the sense of place by being viewable in some way both day and night. • Reimagines this public space by visually connecting it to the theater campus and Main Street. • Is a durable exterior art work requiring minimum conservation and maintenance. To read the complete Call for Artist/RFQ to learn more about the project please see www.ashland.or.us/theater. 3 July 2017 PAC memo to Mayor and Council C11TY OF ASHLAND August 18, 2017 Dear Mayor and City Council, Thank you for the opportunity to comment on the public art concepts for the theater corridor. The Historic i Commission held a special meeting on August 18 to review the two concepts. The Historic Commission supports either concept and feels like the location is a good place for a large-scale. piece. The Commission felt the theatrical poses concept may have more of a relationship to Ashland's history but is not recommending one concept over the other. The Historic Commission discussion focused on the relationship between placement of the concepts and the historic contributing McGee-Fortmiller building to the south of the theater corridor (Earthly Goods,. 142 E. Main St.), as well as with the historic street corridor. The Commission offers the following comments for consideration. a Consider locating the ball or figures eight to 12 feet back behind the face of the McGee- Fortmiller building to provide an offset between the front fagade and architectural details of this historic building and the public art piece. o There is a concern about the scale of the ball iii proportion to Elie width of the theater corridor. The size and scale of the ball included in the side elevation from the Mr. Huether's presentation on Aiigttst 3-lst appears proportionate and looks good. .0 If the ultimate piece includes lighting, consider doing enough foot candles for safety.. This area can feel dark and intimidating in the evening or during less busy times of the year and the addition of lighting seems like it could have a public safety benefit. Many of the Historic Commissioners were able to attend the August 31 presentation by Mr. Huether and the remaining commissioners reviewed the presentation video online. The Historic Commission appreciates being invited to the presentation and the adjustment to the selection process timeline by the Public Arts Commission so that the Historic Conunission could provide comments to the City Council for the September 5, 2017 City Council Meeting. Sincere , Dale Shostrom Historic Commission Chair I copy: Public Arts Commission Planning Division Tel: 541-552-2040 I 20 E. Main Street Fax: 541-552-2050 Ashland, Oregon 97520 TTY: 800-735-2906 www.ashland.or.us seversod0ashland.or.us . J Council Business Meeting September 5, 2017 Title: Declaration and Authorization to Dispose of Surplus Property in a Sealed Bid Auction From: Mark Welch Finance Director mark.welch@ashland. or. us Summary: Approval is being requested to dispose of City property declared as surplus property. Actions, Options, or Potential Motions: The Council, acting as the Local Contract Review Board, moves to declare the property surplus, allow City staff to include any additional low dollar items offered up by departments and/or located in storage areas prior to advertising for the sealed bid auction, and gives City staff authority to conduct a sealed bid auction. Staff Recommendation: City staff intends to facilitate a sealed bid auction in accordance with AMC 2.54 to dispose of City property that has been declared surplus property. Resource Requirements: Disposing of this property will avoid any future storage, handling and labor costs. The City fund (730) and Parks fund (411) will receive the revenue generated by the sealed bid auction under the category of "sale of assets" (480.310). Policies, Plans and Goals Supported: N/A Background and Additional Information: Near the end of each fiscal year, City staff conducts a sealed bid auction in accordance with AMC 2.54 to dispose of City property that has been declared surplus property. The public sale allows the general public, including local Ashland residents, to participate in the sealed bid auction process. There has been a lot of interest, numerous sealed bids received, and a successful turn-out at each of the previous sealed bid. auctions. City staff recommends that we conduct another sealed bid auction to dispose of City property being declared surplus property. Please refer to AMC Chapter 2.54 for more information regarding the disposal of surplus property Attachments: The list of vehicles and equipment (major, items) intended to be declared and sold as surplus property, is as follows: Page Iof2 CITY OF -ASHLAND 2017 SEALED BID AUCTION VEH # DEPARTMENT VEHICLES 6 Fire 1995 Ford F-350 4x4, VIN#2FTHF36F2SCA42356, Mileage 56,599 426 Police 2000 Ford Explorer 4x4, VIN#1FMZU72E5YUB47637, Mileage 90,519 459 Water 2003 Ford F-450 4x4, VIN#IFDXF47F53EB03156, Mileage 152,462 481 Electric 2004 Jeep Liberty 4x4, VIN#1J4GL48K64W105075, Mileage 99,927 482 Wastewater 2004 Jeep Liberty 4x4, VIN#1J4GL48K84W105076, Mileage 94,108 490 Street 2004 Ford F-350 4x4, VIN#1FTSF31P24EB96679, Mileage 54,145 545 Police 2006 Dodge Grand Caravan SE Front Wheel Drive, VIN#1D4GP24RX6B648900, Mileage 99,445 590 Water Treatment Plant 2008 Chevrolet Colorado 4x4, VIN#1GCDT19E688144078, Mileage 90,473 696 Parks 2008 Ford F-150 (2 wheel drive), VIN#1FTRF122Z8KD80498, Mileage 23,482 702 Parks 2005 Chevrolet K1500 4x4, VIN#1GCEK14X35Z318419, Mileage 89,557 884 Police 2013 Chevrolet Caprice Police (rear wheel drive), VIN#6G1MK5U22DL820441, Mileage 71,096 VEH # DEPARTMENT EQUIPMENT 7 Water 1971 Hobart Welder Trailer 250 Amp, #12CW-62534, 1379 Hours .84 Water 1988 Stone Cement Mixer Trailer, #338007 88061007 95 Street 1989 Hi-Way Sander (goes in a 10-yard dump truck), #87048 198 Water 1993 Ingersoll Rand Compressor 125 CFM Trailer, #239734UHD199, 1258 Hours 256 Water 1995 Ingersoll Rand Compressor 125 CFM Trailer, #250826UJF199, 951 Hours 290 Water 1996 Ingersoll Rand Compressor 130 CFM Trailer, #270779UKH276, 310 Hours 411 Street 1986 Rosco Bituminous Distributor, #8838 692 Parks 1996 Kawasaki Utility Vehicle (2 wheel drive), #JKIAFCB17VB502245, 5729 Hours 697 Parks 2005 Toro Utility Vehicle (2 wheel drive), #240000518, 1215 Hours 718 Parks 2006 Kawasaki Utility Vehicle (2 wheel drive), #JKIAFCG117B512538, 1928 Hours 741 Parks 2005 Toro Utility Vehicle (2 wheel drive), #240000483, 1318 Hours Page 2 of 2 CITY OF ASHLAND Council Business Meeting September 5, 2017M Title: Approval of Charge of the Ad-Hoc Climate and Energy Action Plan Implementation Committee From: John Karns Interim City Administrator John. Karnsaashland.or. us Summary: From direction received at the July 18, 2017 Council business meeting, a committee charge has been developed for an Ad-Hoc Climate and Energy Action Plan (CEAP) Implementation Committee for Council review and approval. Actions, Options, or Potential Motions: I move to approve the charge for the Ad-Hoc CEAP Implementation Committee as drafted and presented. Staff Recommendation: Staff recommends approval of the draft charge. Staff also suggests that Council consider the creation of an anticipated end date for the Ad-Hoc Committee at which time the committee can report back to Council on its body of work and recommendations for future citizen advisory structure and charge. Resource Requirements: Costs associated specifically with Citizen advisory bodies primarily are incurred via staff time (soft costs) rather than formal expenses (hard costs). The CEAP document contains strategies and actions that impact and relate to several different City Departments so the soft costs will include staff time from a number of different Departments from time to time, with the primary staffing coming from Administration Department staff, including the recently funded but not yet hired Climate Analyst. Policies, Plans and Goals Supported: 22. Prepare for the impact of climate change on the community 22.1 Develop and implement a community climate change and energy plan Background and Additional Information: The Climate and Energy Action Plan was presented and approved by Council on March 7, 2017. Included in the overall plan document was an implementation plan that provided a year one implementation summary along with a phased plan for initiating and completing the 65 individual actions listed and described in the plan. One of the key initial year one implementation steps was the formation of a citizen advisory committee, with the ad-hoc CEAP Committee recommending the formation of a formal, permanent City Commission. Page lof2 CITY OF ASHLAND At its July 18, 2017 Business Meeting, Council moved to authorize the creation of an ad-hoc CEAP Implementation committee consistent with Ashland Municipal Code 2.04.090 B. and directed staff to utilize the draft Commission creation ordinance for guidance in developing the ad-hoc committee charge/scope of work. The appointment of committee members is currently scheduled for the October 3, 2017 Council meeting. Attachments: Draft Ad-Hoc CEAP Implementation Committee charge Page 2 of 2 C I T Y OF ASHLAND CITY OF ASHLAND Ad-Hoc Climate and Energy Action Plan Implementation Committee Charge and Scope of Work The Ad-Hoc CEAP Implementation Committee shall be charged with the following scope of work: • Review, provide input and make recommendations as appropriate on the following: o Development of benchmarks and indicators for identified actions within the CEAP. o Phase I implementation plans presented to the committee by staff. o Co-benefits and equity considerations for all phase I action implementation. o Development of measurement and reporting protocols and systems. o Development of a public outreach and education plan for the CEAP and its implementation progress o Coordination and communication structure between CEAP ad-hoc and other existing City Advisory Commissions in CEAP implementation o Long term structure and format for citizen advisory role in CEAP implementation • Review, analyze and address public input received by the committee. Notes: 1) CEAP benchmark and indicator information can be found on pages 108-110 of CEAP Document 2) Phase I Implementation plan can be found on pages 105-123 of CEAP Document 3) Co-Benefits and equity consideration information can be found on,pages 113-114 and on the actions table on pages 120-123 4) Public Outreach and Education plan is action CC-1-1 (pg 101) 5) Coordination with other Advisory Commissions on CEAP Implementation is action CC-3-3 (pg 103) Council Business Meetin . September 5, 201r Title: Preliminary 8th Quarter Financial Report of the 2015/17 Biennium From: Mark Welch Administrative Services Director Mark.Welch@ashland.or.us Summary Financial reports are supplied for Council on a quarterly basis to provide assurance of budget compliance and for informational and comparative purposes throughout the year. Actions, Options, or Potential Motions: I move to accept the eighth quarter financial report as presented. Staff Recommendation: That Council review and accept the preliminary 8th quarter financial report. Resource Requirements: N/A Policies, Plans and Goals Supported: Provide high quality and effective delivery of the full spectrum of city service and governance in a transparent, accessible and fiscally responsible manner.. Background and Additional Information: The attached financial statements cover 24 months of activity for the period July 1, 2015 through June 30, 2017, and equate to 100% of the biennial budget. Financial statements provide the Mayor and Council with current financial information. These reports allow both Council and staff the opportunity to recognize trends and make appropriate changes as necessary to protect the assets of the City. Total citywide revenue collections for this period are 97.2% of budget appropriations. Total citywide expenses of 75% of budget appropriations are below the projections for the biennium. Overall, the financial position is stable for the period as reflected in these reports. Note: Pages 3-5 provide a useful "at a glance" expenditure compliance report, with pages 6-24 showing both revenue and expenditures by Fund. Attachments: Citywide financial statements Page Iof I CITY OF ASHLAND City of Ashland Summary of Cash and Investments First-Closing as of June 30, 2017 Balance Balance Change From Fund June 30, 2017 June 30, 2016 FY 2016 General Fund $ 4,293,913 $ 3,838,723 $ 455,190 Parks General Fund 321,286 632,511 (311,225) Community Block Grant Fund 31,300 5,703 25,597 Reserve Fund 28,167 166,464 (138,297) Street Fund 5,546,136 5,415,058 131,078 Airport Fund 174,097 135,342 38,755 Capital Improvements Fund 3,143,988 2,734,289 409,699 Parks Capital Improvements Fund 131,785 1,375,029 (1,243,244) Debt Service Fund 973,878 993,123 (19,245) Water Fund 6,881,290 4,971,518 1,909,772 Wastewater Fund 6,796,415 5,590,372 1,206,043 Electric Fund 1,086,565 1,676,015 (589,450) Telecommunications Fund 363,364 224,633 138,731 Central Services Fund 443,991 930,763 (486,772) Insurance Services Fund 1,265,757 1,377,403 (111,646) Health Benefits Fund 712,894 531,668 181,226 Equipment Fund 3,465,047 3,240,964 224,083 Parks Equipment Fund 176,854 58,834 118,020 Cemetery Trust Fund 954,262 943,355 10,906 $ 36,790,987 $ 34,841,767 $ 1,949,220 Total Cash Distribution $ 36,790,987 $ 34,841,767 $ 1,949,220 Manner of Investment General Banking Accounts $ 2,686,223 $ 1,275,134 $ 1,411,089 Local Government Inv. Pool 33,104,763 32,566,633 538,130 City Investments 1,000,000 1,000,000 - Total Cash and Investments $ 36,790,987 $ 34,841,767 $ 1,949,220 Dollar Distribution Cash Balance Distribution Central Services, Trust Insurance and Parks and $944,553 Equipment Funds Recreation Funds Claims & 3 16% 2% SDC's Judgments $6,760,284 $1,301,718 Unassigned 18% 3% $13,184,195 36% Food & Beverage '$984,963 3% TOT Tourism Library $99,108 0% Business Type All Other (General 0% Funds Government) Debt Reserved Asset Forfeited 41% 41% $2,417,972 $29,678 7% Other Reserved 0% $11,068,515 30% 12. Jun FY171stclosing Financial Report.xlsx 8/15/2017 City of Ashland Statement of Revenues and Expenditures - City Wide First Closing as of 6/30/17 (100% of biennium) Biennial Percent Biennial To Date Actuals Budget Collected 2013.2015 Resource Summary (24 Months) 2015-2017 Expended Balance Biennium to Date End of Biennium Revenues Taxes $ 46,433,031 $ 45,305,576 102.5% $ 1,127,455 $ 42,178,083 $ 42,178,084 Licenses and Permits 2,141,624 1,910,425 112.1% 231,199 1,872,797 1,872,797 Intergovernmental Revenues 6,226,279 14,308,956 43.5% (8,082,677) 6,078,233 6,078,233 Charges for Services - Rate&Internal 109,762,842 109,705,598 100.1% 57,244 97,941,318 97,941,318 Charges for Services - Misc. Service fees 3,782,285 2,980,052 126.9% 802,233 2,922,427 2,922,427 System Development Charges 1,265,774 592,416 213.7% 673,358 1,134,394 1,134,394 Fines and Forfeitures 546,003 410,000 133.2% 136,003 362,187 362,187 Assessment Payments 133,837 520,000 25.7% (386,163) 126,991 126,991 Interest on Investments 634,042 379,358 167.1% 254,684 356,651 356,651 Miscellaneous Revenues 1,384,481 1,207,278 114.7% 177,203 3,141,882 3,141,882 Total Revenues 172,310,198 177,319,659 97.2% (5,009,461) 156,114,963 156,114,964 Budgetary Resources: Other Financing Sources 1,831,438 26,935,724 6.8% (25,104,286) 1,838,589 1,838,589 Interfund Loans 840,544 2,571,200 32.7% (1,730,656) 1,684,795 1,684,795 Transfers In 1,477,867 2,456,240 60.2% (978,373) 1,897,442 1,897,442 Total Budgetary Resources 4,149,849 31,963,164 13.0% (27,813,315) 5,420,826 5,420,826 Total Resources 176,460,047 209,282,823 84.3% (32,822,776) 161,535,789 161,535,790 Requirements by Classification Personal Services 59,132,807 61,473,098 96.2% 2,340,291 55,146,073 55,146,073 Materials and Services 87,422,970 94,106,364 92.9% 6,683,394 80,154,005 80,154,005 Debt Service 8,686,005 10,632,044 81.7% 1,946,039 9,220,534 9,220,534 Total Operating Expenditures 155,241,782 166,211,506 93.4% 10,969,724 144,520,612 144,520,612 Capital Construction Capital Outlay 12,371,298 53,352,031 23.2% 40,980,733 14,464,960 14,464,960 Interfund Loans 840,544 2,321,200 36.2% 1,480,656 1,684,795 1;684,795 Transfers Out 1,477,867 2,466,240 59.9% 988,373 1,897,442 1,897,442 Contingencies (Original Budget $3,085,000) - 2,351,570 0.0% 2,351,570 - - Total Budgetary Requirements 2,318,411 77,139,010 32.5% 4,820,599 3,582,237 3,582,237 Total Requirements 169,931,491 226,702,547 75.0% 56,771,056 162,567,809 162,567,809 Excess (Deficiency) of Resources over Requirements 6,528,556 (17,419,724) 137.5% 23,948,280 (1,032,020) (1,032,019) Working Capital Carryover 32,934,606 30,632,011 107.5% 2,302,595 33,966,626 33,966,626 Unappropriated Ending Fund Balance $ 39,463,161 $ 13,212,287 298.7% $ 26,250,874 $ 32,934,606 $ 32,934,606 12. Jun FY171st Closing Financial Report.xlsx 2 8/15!2017 City of Ashland Schedule of Budgetary Compliance Per Resolution 2015-19 Amended for Resolutions 2015-27, 2015-30, 2016-15, 2016-16, 2016-22, 2017-02 and 2017-13 First Closing as of 6/30/17 (100% of biennium) Biennial to Date Actuals (24 Biennial Budget Percent Months) 2015.2017 Used Balance General Fund Administration $ 478,472 $ 645,639 74.1% $ 167,167 Administration - Library 56,587 56,587 100.0% - Administration - Tourism 66;395 315,901 21.0% 249,506 Administration - Municipal Court 951,831 1,056,830 90.1% 104,999 Administrative Services - Social Services Grants 265,254 267,933 99.0% 2,679 Administrative Services - Economic & Cultural Grants 1,497,427 1,695,033 88.3% 197,606 Administrative Services - Miscellaneous 109,460 269,000 40.7% 159,540 Administrative Services - Band 127,186 130,550 97.4% 3,364 Administrative Services - Parks 9,560,000 9,560,000 100.0% - Police Department 13,487,220 13,637,535 98.9% 150,315 Fire and Rescue Department 15,713,581 16,919,886 92.9% 1,206,305 Public Works - Cemetery Division 675,451 755,365 89.4% 79,914 Community Development- Planning Division 2,705,513 2,886,423 93.7% 180,910 Community Development- Building Division 1,353,877 1,459,230 92.8% 105,353 Interfund Loan - 66,000 0.0% 66,000 Transfers 97,010 518,570 18.7% 421,560 Contingency - 675,570 0.0% 675,570 Total General Fund 47,145,263 50,916,052 92.6% 3,770,789 Parks and Recreation General Fund Parks Division 7,813,195 8,127,847 96.1% 314,652 Recreation Division 2,821,724 2,902,630 97.2% 80,906 Golf Division 1,056,914 1,104,650 95.7% 47,736 Transfers 80,000 80,000 100.0% - Contingency - 26,000 0.0% 26,000 Total Parks and Recreation Fund 11,771,832 12,241,127 96.2% 469,295 Community Development Block Grant Fund Personal Services 64,255 65,420 98.2% 1,165 Materials and Services 227,268 374,378 60.7% 147,110 Total Community Development Grant Fundy 66.3% - - - - - - 75275- Reserve Fund Interfund Loan 515,544 850,000 60.7% 334,456 Total Reserve Fund ~"fW - 65699F 60.7% X34 t~ Street Fund Public Works = Ground Maintenance 474,636 494,400 96.0% 19,764 Public Works- Street Operations 5,428,328 12,991,770 41.8% 7,563,442 Public Works - Street Operations Debt 246,707 246,710 100.0% 3 Public Works - Storm Water Operations 1,166,823 1,312,700 88.9% 145,877 Public Works - Storm Water Operations Debt 25,300 25,300 100.0% 0 Public Works - Transportation SDC's 355,078 2,956,854 12.01% 2,601,776 Contingency - 99,000 0.0% 99,000 Total Street Fund 7,696,872 18,126,734 42.5% 10,429,862 Airport Fund Materials and Services 87,020 425,943 20.4% 338,923 Capital Outlay 54,113 88,000 61.5% 33,887 Debt Service 77,072 77,072 100.0% 0 Contingency - 0.0% - Total Airport Fund 218,204 5917OT5- 36.9% 372,811 12. Jun FY17 1 st Closing Financial Reportxlsx 3 8115/201 Schedule of Budgetary Compliance Per Resolution 2015-19 Amended for Resolutions 2015-27, 2015-30, 2016-15, 2016-16, 2016-22, 2017-02 and 2017-13 First Closing as of 6/30/17 (100% of biennium) Biennial to Date Actuals (24 Biennial Budget Percent Months) 2015.2017 Used Balance Capital Improvements Fund PublicWorks - Facilities 1,921,671 2,820,650 68.1% 898,979 Administrative Services - SDC (Parks) 358,529 607,340 59.0% 248,811 Administrative Services- Open Space (Parks) 2,288,041 3,099,842 73.8% 811,801 Transfers 215,419 277,370 77.7% 61,951 Contingency - 200,000 0.0% 200,000 Total Capital Improvements Fund 4,783,661 7,005,202 68.3% 2,221,541 Parks Capital Improvement Fund Personal Services . 162,235 189,930 85.4% 27,695 Materials and Services 64,069 85,052 75.3% 20,983 Capital Outlay 1,456,284 3,732,837 39.0% 2,276,553 Total Parks Capital Improvement Fund 1,682,589 4,007,819 42.0% 2,325,230 Debt Service Fund Materials and Services - - NIA - Debt Service 3,674,577 4,270,200 86.1% 595,623 Total Debt Service Fund 3,674,577 ,270,200 86.1% 595,623 Water Fund PublicWorks - Conservation 534,788 696,025 76.8% 161,237 Public Works - Water Supply 2,362,980 2,557,935 92.4% 194,955 Public Works - Water Supply Debt 18,970 18,971 100.0% 1 Public Works- Water Distribution 5,778,297 9,595,707 60.2% 3,817,410 Public Works - Water Distribution Debt 502,128 502,133 100.0% 5 PublicWorks - WaterTreatment 2,667,804 13,941,884 19.1% 11,274,080 Public Works - Water Treatment Debt 281,690 281,693 100.0% 3 Public Works- ImprovementSDC's 272,220 3,170,335 8.6% 2,898,115 Public Works - DebtSDC's 361,657 361,658 100.0% 1 Debt Service 68,292 1,416,862 4.8% 1,348,570 Transfer 500,000 500,000 100.0% 0 Contingency - 170,000 0.0% 170,000 Total Water Fund 13,348,826 33,213,203 40.2% 19,864,377 Wastewater Fund Public Works - Wastewater Collection 4,079,963 5,349,514 76.3% 1,269,551 Public Works - Wastewater Collection Debt 147,454 147,457 100.0% 3 Public Works- Wastewater Treatment 5,028,690 10,183,710 49.4% 5,155,020 Public Works - Wastewater Treatment Debt 3,237,073 3,237,300 100.0% 227 Public Works - Reimbursements SDC's 13,039 15,000 86.9% 1,961 Contingency - 192,000 0.0% 192,000 Total Wastewater Fund 12,506,596 22,801,625 54.8% 10,295,029 Electric Fund Administration - Conservation 1,397,555 1,420,030 98.4% 22,475 Electric - Supply 13,869,063 14,051,887 98.7% 182,824 Electric - Distribution 12,961,713 14,041,211 92.3% 1,079,498 Electric - Transmission 1,742,187 1,925,945 90.5% 183,7513 Debt Service 46,686 46,688 100.0% 2 Contingency - 279,000 0.0% 279,000 Total Electric Fund 30,017,204 31,764,761 94.5% 1,747,557 12. Jun FY171stClosing Financial Reportxlsx 4 8/152017 Schedule of Budgetary Compliance Per Resolution 2015-19 Amended for Resolutions 2015-27, 2015-30, 2016-15, 2016-16; 2016-22, 2017-02 and 2017-13 First Closing as of 6/30/17 (100% of biennium) Biennial to Date Actuals (24 Biennial Budget Percent Months) 2015.2017 Used Balance Telecommunications Fund IT - Personal Services 1,269,970 1,343,230 94.5% 73,260 IT - Materials & Services 1,795,285 1,943,504 92.4% 148,219 IT - CapitalOutlay 248,189 335,000 74.1% 86,811 Debt - To Debt Service Fund 818,000 818,000 100.0% - Contingency - 250,000 0.0% 250,000 Total - Telecommunications Fund 4,131,444 4,689,734 88.1%_ 558,290 Note: In M & S appropriation Central Services Fund Administration Department 3,443,254 3,484,820 98.8% 41,566 Information Technology- Info Services Division 2,743,451 2,907,638 94.4% 164,187 Administrative Services Department 4,690,220 4,867,097 96:4% 176,877 City Recorder 984,526 992,590 99.2% 8,064 Public Works - Administration and Engineering 3,341,783 3,496,522 95.6% 154,739 Contingency - - N/A - Total Central Services Fund 15,203,234 15,748,667 96.5% 545,433 Insurance Services Fund Personal Services 202,900 204,960 99.0% 2,060 Materials and Services 1,523,670 1,814,790 84.0% 291,120 Transfers 569,500 1,069,500 53.2% 500,000 Contingency - 390,000 0.0% 390,000 Total Insurance Services Fund 2,295,070 3,479,250 66.0% 1,183,180 Health Benefits Fund Materials and Services 10,030,322 10,330,000 97.1% 299,678 Interfund Loan 325,000 400,000 81.3% 75,000 Contingency - NIA Total Health Benefits Fund 10,355,322 10,730,000 96.5% 374,678 Equipment Fund Public Works - Maintenance 2,762,796 2,961,860 93.3% 199,064 Public Works - Purchasing and Acquisition 1,153,785 1,330,500 86.7% 176,715 Interfund Loan - 965,200 0.0% 965,200 Contingency - 70,000 0.0% 70,000 Total Equipment Fund 3,916,581 5,327,550 73.5% 1,410,979 Packs Equipment Fund Capital Outlay 360,210 439,000 82.1% 78,790 Interfund Loan - 40,000 0.0% 40,000 Total Parks Equipment Fund 360,210 479,000 75.2% 118,790 Cemetery Trust Fund Transfers 15,938 20,800 76.6% 4,862 Total Cemetery Trust Fund 15,938 20,800 75.6% 4,862 Total Appropriations $ 169,931,491 $ 226,702,547 75.0% $ 56,771,056 12. Jun FY171stClosing Financial Reportxlsx 5 8/152017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 110 General Fund Taxes $ 39,315,229 $ 38,746,990 101.5% $ 568,239 $ 35,933,208 $ 35,933,208 Licenses and Permits 2,141,624 1,910,425 112.1% 231,199 1,872,797 1,872,797 Intergovernmental 2,057,077 2,592,770 79.3% (535,693) 1,373,375 1,373,375 Charges for Services 3,330,630 3,331,350 100.0% (720) 3,148,841 3,148,841 Fines 546,003 410,000 133.2% 136,003 362,187 362,187 Interest on Investments 86,199 60,000 143.7%- 26,199 47,932 47,932 Miscellaneous 219,974 79,600 276.3% 140,374 157,037 157,037 Interfund Loan (Equipment Fund) - 126,200 0.0% (126,200) - - Transfer in (Water Fund) 500,000 500,000 100.0% (0) 100,000 100,000 Transfer In (Cemetery Fund) 15,938 10,800 147.6% 5,138 9,139 9,139 Total Revenues and Other Sources 48,212,675 47,768,135 100.9% 444,540 43,004,516 43,004,516 Administration 478,472 645,639 74.1% 167,167 357,888 357,888 Administration - Library 56,587 56,587 100.0% - 487,988 487,988 Administration - Tourism 66,395 315,901 21.0% 249,506 47,457 47,467 Administration - Municipal Court 951,831 1,056,830 90.1% 104,999 954,592 964,592 Administrative Services - Social Services Grants 265,254 267,933 99.0% 2,680 254,205 254,205 Administrative Services - Economic & Cultural Grants 1,497,427 1,695,033 88.3% 197,606 1,304,744 1,304,744 Administrative Services - Miscellaneous 109,460 269,000 40.7% 159,540 185,715 185,715 Administrative Services - Band 127,186 130,550 97.4% 3,364 114,017 114,017 Administrative Services - Parks 9,560,000 9,560,000 100.0% - 8,856,000 8,856,000 Police Department 13,487,220 13,637,535 98.9% 150,315 12,316,387 12,316,387 Fire and Rescue Department 15,713,581 16,919,886 92.9% 1,206,305 13,149,854 13,149,854 Public Works - Cemetery Division 675,452 755,365 89.4% 79,913 663,518 663,518 Community Development- Planning Division 2,705,513 2,886,423 93.7% 180,910 2,547,191 2,547,191 Community Development- Building Division 1,353,877 1,459,230 92.8% 105,353 1,327,542 1,327,542 Interfund Loan - 66,000 0.0% 66,000 - - Transfers Out (Debt Service & Cemetery) 97,010 518,570 18.7% 421,560 192,824 192,824 Contingency - 675,570 0.0% 675,570 - - Total Expenditures and Other Uses 47,145,264 50,916,052 92.6% 3,770,788 42,769,932 42,769,932 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 1,067,411 (3,147,917) 133.9% 4,215,328 234,584 234,584 Fund Balance, Jul 1, 2015 3,620,263 3,400,277 106.5% 219,986 3,385,679 3,385,679 Fund Balance, Jun 30, 2017 $ 4,687,674 $ 252,360 1857.5% $ 4,435,314 $ 3,620,263 $ 3,620,263 Reconciliation of Fund Balance: Restricted and Committed Funds 824,156 Unassigned Fund Balance $ 3,863,518 12. Jun FY171stClosing Financial Reportxlsx 6 8/15/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 211 Parks and Recreation General Fund Intergovernmental $ - $ - N/A $ - $ 10,589 $ 10,589 Charges for Services - Internal 9,560,000 9,560,000 100.0% - 8,856,000 8,856,000 Charges for Services -Misc. Service Fees 1,830,527 1,805,000 101.4% 25,527. 1,725,966 1,725,965 Interest on Investments 5,966 14,000 42.6% (8,032) 9,535 9,535 Miscellaneous 28,543 100,000 28.5% (71,457) 47,413 47,413 Transfers In (General & Insurance Fund) 52,500 373,500 14.1% (321,000) - - Total Revenues and Other Sources 11,477,537 11,852,500 96.8% (374,963) 10,649,503 10,649,503 Parks Division 7,813,195 8,127,847 ' 96.1% 314,652 7,473,109 7,473,109 Recreation Division 2,821,724 2,902,630 97.2% 80,906 2,507,775 2,507,775 Golf Division 1,056,914 1,104,650 95.7% 47,736 1,026,426 1,026,426 Other Financing Uses - Transfers 80,000 80,000 100.0% - 922,000 922,000 Contingency - 26,000 0.0% 26,000 - - Total Expenditures and Other Uses 11,771,832 12,241,127 96.2% 469,295 11,929,310 11,929,310 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (294,295) (388,627) 24.3% 94,332 (1,279,807) (1,279,807) Fund Balance, Jul 1, 2015 503,628 392,641 128.3% 110,987 1,783,435 1,783,435 Fund Balance, Jun 30, 2017 $ 209,333 $ 4,014 5215.1% $ 205;319 $ 503,628 $ 503,628 Reconciliation of Fund Balance: Restricted and Committed Funds - Unassigned Fund Balance $ 209,333 12. Jun FY171stCbsing Financial Reportxlsx .7 8/152017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 250 Community Development Block Fund Intergovernmental $ 291,526 $ 439,798 66.3% $ (148,272) $ 335,060 $ 335,060 Total Revenues and Other Sources 291,526 439,798 66.3% (148,272) 335,060 335,060 Personal Services 64,255 65,420 98.2% 1,165 67,560 67,560 Materials and Services 227,268 374,378 60.7% 147,110 267,504 267,504 Total Expenditures and Other Uses 291.523 439.798 66.3% 148.275 335,064 335,064 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 4 - N/A 4 (4) (4) Fund Balance, Jul 1, 2015 33,797 1 3379700.0% 33,796 33,801 33,801 Fund Balance, Jun 30, 2017 $ 33,801 $ 1 3380056.0% $ 33,800 $ 33,797 $ 33,797. Reconciliation of Fund Balance: Restricted and Committed Funds 33,801 Unassigned Fund Balance $ 12. Jun FY171stclosing Financial Reportxlsx 8/15/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 20152017 Expended Balance Biennium to Date End of Biennium 255 Reserve Fund Interest on Investments $ 22,433 $ 34,000 66.0% $ .(11,567) $ 16,699 $ 16,699 Interfund Loan 325,000 650,000 50.0% (325,000) 250,000 250,000 Transfers In - - N/A - - Total Revenues and Other Sources 347,433 684,000 50.8% (11,567) 266,699 265,699 Interfund Loan (Health Benefits Fund) 515,544 850,000 60.7% 334,456 900,000 900,000 Transfer out - N/A 190,000 190,000 Total Expenditures and Other Uses 515,544 850,000 60.7% 334,456 1,090,000 1,090,000 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (168,111) (166,000) -1.3% (2,111) (823,301) (823,301) Fund Balance, Jul 1, 2015 196,279 204,580 95.9% (8,301) 1,019,580 1,019,580 Fund Balance, Jun 30, 2017 $ 28,168 $ 38,580 73.0% $ (10,412) $ 196,279 $ 196,279 Reconciliation of Fund Balance: Restricted and Committed Funds 28,168 Unassigned Fund Balance $ 12. Jun FY171st Closing Financial Reportxlsx 9 8/15/2017 ' City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 260 Street Fund Taxes $ 372,710 $ 96,700 385.4% $ 276,010 $ 115,161 $ 115,161 Intergovernmental 2,536,631 7,422,136 34.2% (4,885,505) 2,347,988 2,347,988 Charges for Services - Rates 4,323,090 4,219,700 102.5% 103,390 4,038,568 4,038,568 Charges for Services - Misc. Service Fees 50,768 - N/A 50,768 57,612 57,612 System Development Charges 348,760 133,000 262.2% 215,760 245,552 245,552 Assessments 133,837 120,000 111.5% 13,837 126,991 126,991 Interest on Investments 90,528 48,000 188.6% 42,528 48,418 48,418 Miscellaneous 225,754 100,000 225.8% 125,754 356,423 356,423 Other Financing Sources 3,306,854 0.0% (3,306,854) - - Total Revenues and Other Sources 8,082,079 15,446,390 52.3% (7,364,311) 7,336,713 7,336,713 Public Works - Ground Maintenance 474,636 494,400 96.0% 19,764 393,835 393,835 Public Works- Street Operations 5,552,282 12,991,770 42.7% 7,439,488 4,642,473 4,642,473 Public Works - Street Operations Debt 122,753 246,710 49.8% 123,957 237,823 237,823 Public Works- Storm Water Operations 1,166,823 1,312,700 88.9% 145,877 1,079,458, 1,079,458 Public Works - Storm Water Operations Debt 25,300 25,300 100.0% 0 26,317 26,317 Public Works- TransportationSDC's 355,078 2,956,854 12.0% 2,601,776 91,028 91,028 Public Works - Storm Water SDC's - - NIA - 4,670 4,670 Public Works - Local Improvement Districts - N/A - - - Contingency - 99,000 0.0% 99,000 - - Total Expenditures and Other Uses 7,696,872 18,126,734 42.5% 10,429,862 6,475,604 6,475,604 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 385,207 (2,680,344) 114.4% 3,065,551 861,109 861,109 Fund Balance, Jul 1, 2015 5,278,231 4,702,624 112.2% 575,607 4,417,122 4,417,122 Fund Balance, Jun 30, 2017 $ 5,663,438 $ 2,022,280 280.1% $ 3,641,158 $ 5,278,231 $ 5,278,231 Reconciliation of Fund Balance: Restricted and Committed Funds 5,663,439 Unassigned Fund Balance $ (0) 12. Jun FY171stClosing Financial Reportxlsx ,O 85/27 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 20152017 Expended Balance Biennium to Date End of Biennium 280 Airport Fund Charges for Services - Rates $ 271,528 $ 276,000 98.4% $ (4,472) $ 274,192 $ 274,192 Interest on Investments 2,386 500 477.3% 1,886 953 953 Other Financing Sources - 270,000 0.0% (270,000) - - Interfund Loan NIA Total Revenues and Other Sources 273,915 546,500 50;1% (272,585) 275,145 275,145 Materials and Services 87,020 425,943 20.4% 338,923 133,293 133,293 Capital Outlay 54,113 88,000 61.5% 33,887 44,962 44,962 Debt Service 77,072 77,072 100.0% 0 77,072 77,072 Interfund Loan - - NIA - 19,000 19,000 Contingency - - NIA - Total Expenditures and Other Uses 218,205 591,015 36.9% 372,810 274,327 274,327 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 55,710 (44,515) 225.1% 100,225 818 818 Fund Balance, Jul 1, 2015 117,514 114,751 102.4% 2,763 116,696 116,696 Fund Balance, Jun 30, 2017 $ 173,224 $ 70,236 246.6% $ 102,988 $ 117,514 $ 117,514 Reconciliation of Fund Balance: Restricted and Committed Funds 173,224 Unassigned Fund Balance $ 12. Jun FY171stclosing Financial Reportxlsx 11 8/15/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 410 Capital Improvements Fund Taxes $ 1,273,537 $ 1,093,400 116.5% $ 180,137 $ 993,068 $ 993,068 Intergovernmental 2,732 - N/A 2,732 520,240 520,240 Charges for Services - Internal 1,930,074 2,205,600 87.5% (275,526) 1,857,254 1,857,254 Charges for Services - Misc. Service Fees 8,000 - N/A 8,000 127,416 127,416 System Development Charges 116,163 129,416 89.8% (13,253) 97,839 97,839 Interest on Investments 44,464 22,600 196.7% 21,864 21,667 21,667 Miscellaneous 4,438 22,100 20.1% (17,662) 47,712 47,712 Other Financing Sources 870,000 3,050,045 28.5% (2,180,045) - - Transfer In (Insurance Fund) 100,000 100,000 100.0% - Total Revenues and Other Sources 4,349,408 6,623,161 65.7% (2,273,753) 3,665,195 3,665,195 PublicWorks - Facilities 1,921,671 2,820,650 68.1% 898,979 2,109,209 2,109,209 Administrative Services - SDC(Parks) 358,529 607,340 59.0% 248,811 - - Administrative Services - Open Space (Parks) 2,288,041 3,099,842 73.8% 811,801 816,727 816,727 Transfers Out (Debt Service Fund) 215,419 277,370 77.7% 61,951 83,479 83,479 Interfund Loan (Equipment Fund) - - N/A - 1,000 1,000 Contingency - 200,000 0.0% 200,000 - - Total Expenditures and Other Uses 4.783.660 7,005,202 68.3% 2,021.542 3,010.415 3.010.415 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (434,252) (382,041) -13.7% (52,211) 654,780 654,780 Fund Balance, Jul 1, 2015 2,749,486 1,918,994 143.3% 830,492 2,094,706 2,094,706 Fund Balance, Jun 30, 2017 $ 2,315,234 $ 1,536,953 150.6% $ 778,281 $ 2,749,486 $ 2,749,486 Reconciliation of Fund Balance: Restricted and Committed Funds 2,315,233 Unassigned Fund Balance $ 0 12. Jun FY171st Closing Financial Reportxlsx 2 8/15/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 411 Parks Capital Improvement Fund Charges for Services $ 13,137 $ 212,930 6.2% $ (199,793) $ 316,201 $ 316,201 Charges for Services - Internal 1,477,771 - N/A - - Intergovernmental 801,770 3,517,252 22.8% (2,715,482) 995,061 995,061 Interest on Investments 16,460 4,000 411.5% 12,460 3,356 3,356 Miscellaneous 16,555 - N/A - 23,441 23,441 Transfer In (Park Fund) - - N/A 922,000 922,000 Total Revenues and Other Sources 2,325,693 3,734,182 62.3% (2,902,815) 2,260,059 2,260,059 Personal Services 162,235 189,930 85.4% 27,695 - - Materials and Services 64,069 85,052 75.3% 20,983 1,331 1,331 Capital Outlay 1,456,284 3,732,837 39.0% 2,276,553 2,437,058 2,437,058 Total Expenditures and Other Uses 1,682,589 4,007,819 42.0% 2,325,230 2,438,389 2,438,389 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 643,104 (273,637) 335.0% 916,741 (178,330) (178,330) Fund Balance, Jul 1, 2015 209,302 582,254 35.9% (372,952) 387,632 387,632 Fund Balance, Jun 30, 2017 $ 852,406 $ 308,617 276.2% $ 543,789 $ 209,302 $ 209,302 Reconciliation of Fund Balance: Restricted and Committed Funds 852,406 Unassigned Fund Balance $ (0) 12. Jun FY171st Closing Financial Reportxlsx 3 8115/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 530 Debt Services Taxes $ ..1,015,919 $ 955,426 106.3% $ 60,493 $ 1,019,824 $ 1,019,824 Charges for Services - Internal 2,308,600 2,308,600 100.0% - 2,308,600 2,308,600 Charges for Services - Misc. Service Fees 140,365 149,036 94.2% (8,671) 132,076 132,076 Assessments - 400,000 0.0% (400,000) - - Interest on Investments 12,792 20,000 64.0% (7,208) 8,161 8,161 Miscellaneous - 58,604 0.0% (58,604) 6 6 Transfer In (General Fund & CIP) 311,429 473,940 65.7% (162,511) 275,303 275,303 Other Financing Sources - NIA - - Total Revenues and Other Sources 3,789,105 4,365,606 86.8% (576,501) 3,743,970 3,743,970 Materials and Services 1,600 - NIA - 6,294 6,294 Debt Service 3,672,977 4,270,200 86.0% 597,223 3,661,939 3,661,939 Interfund Loan (Central Service Fund) - - NIA 364,795 364,795 Total Expenditures and Other Uses 3,674,577 4,270,200 86.1% 597,223 4,033,028 4,033,028 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 114,529 95,406 120.0% 19,123 (289,058) (289,058) Fund Balance, Jul 1, 2015 861,560 753,948 114.3% 107,612 1,150.618 1,150,618 Fund Balance, Jun 30, 2017 $ 976,089 $ 849,354 114.9% $ 126,735 $ 861,560 $ 861,560 Reconciliation of Fund Balance: Restricted and Committed Funds 976,089 Unassigned Fund Balance $ - 12. Jun FY171st Closing Financial Repod.xlsx 4 8/15/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 670 Water Fu n d Taxes $ 10 $ NIA $ 10 $ 80 $ 80 Intergovernmental 14,897 14,000 106.4% 897 160,220 160,220 Charges for Services - Rates 14,055,539 13,954,600 100.7% 100,939 11,913,085 11,913,085 Charges for Services- Misc. Service Fees 211,347 - N/A 211,347 164,472 164,472 System Development Charges 587,637 200,000 293.8% 387,637 597,443 597,443 Interest on Investments 101,814 40,800 249.5% 61,014 56,607 56,607 Miscellaneous 74,484 24,000 310.3% 50,484 34,573 34,573 Other Financing Sources 890,072 14,990,125 5.9% (14,100,053) 1,724,546 1,724,546 Total Revenues and Other Sources 15,935,799 29,223,525 54.5% (13,287,726) 14,651,026 14,651,026 Public Works - Conservation 534,788 696,025 76.8% 161,237 442,021 442,021 Fire - Forest Lands - - N/A - 889,478 889,478 Public Works - Water Supply 2,362,980 2,557,935 92.4% 194,955 4,819,863 4,819,863 Public Works - Water Supply Debt 18,970 18,971 100.0% 1 44,787 44,787 Public Works - Water Distribution 5,778,297 9,595,707 60.2% 3,817,410 5,364,675 5,364,675 Public Works - Water Distribution Debt 502,128 502,133 100.0% 5 662,801 662,801 PublicWorks - Water Treatment 2,667,804 13,941,884 19.1% 11,274,080 2,289,201 2,289,201 PublicWorks - Water Treatment Debt 281,690 281,693 100.0% 3 467,434 467,434 PublicWorks - ImprovementSDC's 453,197 3,170,335 14.3% 2,717,138 507,905 507,905 PublicWorks - DebtSDC's 215,123 361,658 59.5% 146,535 241,845 241,845 Debt Service 33,849 1,416,862 2.4% 1,383,013 - - Interfund Loan - N/A - 150,000 150,000 Transfers (General Fund) 500,000 500,000 100.0% 0 - Contingency - 170,000 0.0% 170,000 - - Total Expenditures and Other Uses 13,348,826 33,213,203 40.2% 19,864,377 15,880,009 15,880,009 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 2,586,973 (3,989,678) 164.8% 6,576,651 (1,228,983) (1,228,983) Fund Balance, Jul 1, 2015 5,208,593 6,061,702 85.9% (853,109) 6,437,575 6,437,575 Fund Balance, Jun 30, 2017 $ 7,795,566 _$2 072024 376.2% $ 5,723,542 $ 5,208,593 $ 5,208,593 Reconciliation of Fund Balance: Restricted and Committed Funds 4,498,182 Unassigned Fund Balance $ 3,297,384 12. Jun FY171st Closing Financial Reportxlsx 5 8/15/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 675 Wastewater Fund Taxes $ 4,265,334 $ 4,264,260 100,0% $ 1,074 $ 3,972,266 $ 3,972,266 Charges for Services - Rates 10,568,020 10,787,000 98.0% (218,980) 8,796,565 8,796,565 Charges for Services - Misc. Service Fees 26,500 - NIA 26,500 26,500 26,500 System Development Charges 213,214 130,000 164.0% 83,214 193,560 193,560 Interest on Investments 107,419 30,000 358.1% 77,419 42,965 42,965 Miscellaneous 1,620 - NIA 1,620 6,037 6,037 Other Financing Sources 71,366 5,318,700 1.3% (5,247,334) 114,043 114,043 Total Revenues and Other Sources 15,253,471 20,529,960 74.3% .(5,276,489) 13,151,936 13,151,936 Public Works- Wastewater Collection 4,079,963 5,349,514 76.3% 1,269,551 3,854,489 3,654,489 Public Works - Wastewater Collection Debt 147,454 147,457 100.0% 3 151,071 151,071 Public Works- Wastewater Treatment 5,028,690 10,183,710 49.4% 5,155,020 4,980,940 4,980,940 Public Works - Wastewater Treatment Debt 3,237,073 3,237,300 100.0% 227 3,253,029 3,253,029 Public Works - Reimbursements SDC's 13,039 ' 15,000 86.9% 1,961 20,331 20,331 Public Works - Improvements SDC's 377 3,676,644 0.0% 3,676,267 87,507 87,507 Debt Service - - N/A - - Contingency - 192,000 0.0% 192,000 - - Total Expenditures and Other Uses 12,506,596 22,801,625 54.8% 10,295,029 12,347,367 12,347,367 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 2,746,875 (2,271,665) 220.9% 5,018,540 804,569 804,569 Fund Balance, Jul 1, 2015 5,095,343 4,464,697 114.1% 630,646 4,290,774 4,290,774 Fund Balance, Jun 30, 2017 $ 7,842,218 $ 2,193,032 357.6% $ 5,649,186 $ 5,095,343 $ 5,095,343 Reconciliation of Fund Balance: Restricted and Committed Funds 2,738,978 Unassigned Fund Balance $ 5,103,240 12. Jun FY171stclosing Financial Reportxlsx 6 81152017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 20152017 Expended Balance Biennium to Date End of Biennium 690 Electric Fund Intergovernmental $ 521,646 $ 323,000 161.5% $ 198,646 $ 335,700 $ 335,700 Charges for Services - Rates 29,017,217 29,539,358 98.2% (522,141) 27,210,985 27,210,985 Charges for Services - Misc. Service Fees 497,417 453,686 109.6% 43,731 278,280 278,280 Interest on Investments 21,526 14,715 146.3% 6,811 15,714 15,714 Miscellaneous 230,897 322,974 71.5% (92,077) 288,885 288,885 Total Revenues and Other Sources 30,288,703 30,653,733 98.8% (365,030) 28,129,564 28,129,564 Administration - Conservation 1,397,555 1,420,030 98.4% 22,475 1,387,220 1,387,220 Electric - Supply 13,869,063 14,051,887 98.7% 182,824 12,831,515 12,831,515 Electric - Distribution 12,961,713 14,041,211 92.3% 1,079,498 12,558,899 12,558,899 Electric - Transmission 1,742,187 1,925,945 90.5% 183,758 1,876,536 1,876,536 Debt Service 46,686 46,688 100.0% 2 47,771 47,771 Contingency 279,000 0.0% 279,000 - - Total Expenditures and Other Uses 30,017,203 31,764,761 ' 94.5% 1,747,558 28,701,941 28,701,941 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 271,500 (1,111,028) 124.4% 1,382,528 (572,377) (572,377) Fund Balance, Jul 1, 2015 1,755,163 1,479,265 118.7% 275,898 2,327,540 2,327,540 Fund Balance, Jun 30, 2017 $ 2,026,663 $ 368,237 550.4% $ 1,658,426 $ 1,755,163 $ 1,755,163 Reconciliation of Fund Balance: Restricted and Committed Funds - Unassigned Fund Balance $ 2,026,663 12. Jun FY171stclosing Financial Reportxlsx 7 81152017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 695 Telecommunications Fund Charges for Services - Rates $ 4,105,254 $ 4,363,565 94.1% $ (258,311) $ 3,889,563 $ 3,889,563 Interest on Investments 4,310 1,943 221.8% 2,367 2,257 2,257 Miscellaneous 696 - NIA 696 4,750 4,750 Interfund Loan 315,544 400,000 78.9% (84,456) Total Revenues and Other Sources 4,425,804 4,765,508 92.9% (339,704) 3,896,570 3,896,570 Personal Services 1,269,970 1,343,230 94.5% 73,260 1,299,335 1,299,335 Materials & Services 1,795,285 1,943,504 92.4% 148,219 1,764,465 1,764,465 Capital Outlay 248,189 335,000 74.1% 86,811 297,337 297,337 Debt - Transfer to Debt Service Fund 818,000 818,000 100.0% - 818,000 818,000 Contingency - 250,000 0.0% 250,000 - Total Expenditures and Other Uses 4,131,444 4,689,734 88.1% 558,290 4,179,137 4,179,137 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 294,359 75,774 388.5% 218,585 (282,567) (282,567) Fund Balance, Jul 1, 2015 305,058 251,528 121.3% 53,530 587,625 587,625 Fund Balance, Jun 30, 2017 $ 599,417 $ 327,302 183.1% $ 272,115 $ 305,058 $ 305,058 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 599,417 12. Jun FY17 1st Closing Financial Reportxlsx 8/15/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 i Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 710 Central Service Fund Taxes $ 190,292 $ 148,800 127.9% $ 41,492 $ 144,476 $ 144,476 Intergovernmental - - NIA - - - ChargesforServices - Internal 12,949,788 13,068,435 99.1% (118,647) 12,037,871 12,037,871 Charges for Services - Misc. Service Fees 671,504 572,330 117.3% 99,174 365,186 365,186 Interest on Investments 16,939 10,000 169.4% 6,939 21,344 21,344 Miscellaneous 338,676 250,000 135.5% 88,676 219,539 219,539 Interfund Loan (Equipment Fund) - 400,000 0.0% 400,000 364,795 364,795 Transfer in (Insurance Fund) 417,000 417,000 100.0% - 90,000 90,000 Total Revenues and Other Sources 14,584,199 14,866,565 98.1% 517,634 13,243,212 13,243,212 Administration Department 3,443,253 3,484,820 98.8% 41,567 2,797,218 2,797,218 Information Technology - Info Services Division 2,743,451 2,907,638 94.4% 164,187 2,396,771 2,396,771 Administrative Services Department 4,690,220 4,867,097 96.4% 176,877 3,866,706 3,866,706 City Recorder Division 984,526 992,590 99.2% 8,064 868,755 868,755 Public Works- Administration and Engineering 3,341,783 3,496,522 95.6% 154,739 3,266,434 3,266,434 Interfund Loan - N/A - - - Contingency - N/A - - - Total Expenditures and Other Uses 15,203,233 15,748,667 96.5% 545,434 13,195,884 13,195,884 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (619,034) (882,102) 29.8% 263,068 47,328 47,327 Fund Balance, Jul 1, 2015 900,608 898,651 100.2% 1,957 853,281 853,281 Fund Balance, Jun 30, 2017 $ 281,574 $ 16,549 1701.5% $ 265,025 $ 900,609 $ 900,608 Reconciliation of Fund Balance: Restricted and Committed Funds 200,000 Unassigned Fund Balance $ 81,574 12. Jun FY171stClosing Financial Reportxlsx 9 8/15/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 720 Insurance Service Fund Charges for Services - Internal $ 1,486,002 $ 1,560,000 95.3% $ (73,998) $ 1,480,865 $ 1,480,865 Interest on Investments 19,376 13,000 149.0% 6,376 16,485 16,485 Miscellaneous 78,233 80,000 97.8% (1,768) 1,574,390 1,574,390 Total Revenues and Other Sources 1,583,610 1,653,000 95.8% (69,390) 3,071,740 3,071,740 Personal Services 202,900 204,960 99.0% 2,060 179,228 179,228 Materials and Services 1,523,670 1,814,790 84.0% 291,120 1,475,087 1,475,087 Transfer Out (Multiple 4 funds) 569,500 1,069,500 53.2% 500,000 500,000 500,000 Contingency - 390,000 0.0% 390,000 - - Total Expenditures and Other Uses 2,296,070 3,479,250. 66.0% 1,183,180 2,154,315 2,154,315 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (712,460) (1,826,250) 61.0% 1,113,790 917,425 917,425 Fund Balance, Jul 1, 2015 1,766,283 1,962,888 90.0% (196,605) 848,858 848,858 Fund Balance, Jun 30, 2017 $ 1,053,823 $ 136,638 771.3% $ 917,185 $ 1,766,283 $ 1,766,283 Reconciliation of Fund Balance: Restricted and Committed Funds 1,053,823 Unassigned Fund Balance $ 0 12. Jun FY171stclosing Financial Repcrtxlsx 20 8/152017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 725 Health Benefits Fund Charges for Services - Internal $ 9,970,841 $ 9,730,000 102.5% $ 240,841 $ 8,158,032 $ 8,158,032 Interest on Investments 9,374 10,000 93.7% (626) 3,614 3,614 Miscellaneous 88,738 - N/A 88,738 211,795 211,795 Interfund Loan (Reserve Fund) 200,000 450,000 44.4% (250,000) 900,000 900,000 Transfer In (Insurance Fund) 500,000 0.0% (500,000) 500,000 500,000 Total Revenues and Other Sources 10,268,953 10,690,000 96.1% (421,047) 9,773,441 9,773,441 Materials and Services 10,030,322 10,330,000 97.1% 299,678 9,049,715 9,049,715 Interfund Loan 325,000 400,000 81.3% 75,000 250,000 250,000 Contingency - - #DIV/O! - - - Total Expenditures and Other Uses 10,355,322 10,730,000 96.5% 374,678 9,299,715 9,299,715 Excess(Defic!ency) of Revenues and Other Sources over Expenditures and Other Uses (86,370) (40,000) 215.9% (46,370) 473,726 473,726 Fund Balance, Jul 1, 2015 473,726 73,370 645.7% 400,356 Fund Balance, Jun 30, 2017 $ 387,357 $ 33,370 1160.8% $ 353,987 $ 473,726 473,726 Reconciliation of Fund Balance: Restricted and Committed Funds 387,357 Unassigned Fund Balance $ (0) 12. Jun FY171stClosing Financial ReportxlsxL 811KOW City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 20152017 Expended Balance Biennium to Date End of Biennium 730 Equipment Fund Charges for Services - Internal $ 3,908,660 $ 4,538,460 86.1% $ (629,800) $ 3,606,929 $ 3,606,929 Charges for Services - Misc. Service Fees 345,857 - NIA 345,857 44,919 44,919 Interest on Investments 54,051 35,000 154.4% 19,051 31,805 31,805 Miscellaneous 75,875 170,000 44.6% (94,125) 170,026 170,026 Interfund Loan (Airport & Water Fund) - 106,000 0.0% (106,000) 170,000 170,000 Total Revenues and Other Sources 4,384,443 4,849,460 90.4%' (465,017) 4,023,679 4,023,679 Public Works - Maintenance 2,762,798 2,961,860 93.3% 199,062 2,084,345 2,084,345 Public Works - Purchasing and Acquisition 1,153,785 1,330,500 86.7% 176,715 2,359,891 2,359,691 Interfund Loan - 965,200 0.0% 965,200 - - Contingency 70,000 0.0% 70,000 - Total Expenditures and Other Uses 3,916,583 5,327,560 73.5% 1,410,977 4,444,236 4,444,236 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 467,861 (478,100) 197.9% 945,961 (420,557) (420,557) Fund Balance, Jul 1, 2015 2,937,106 2,446,794 120.0% 490,312 3,357,663 3,357,663 Fund Balance, Jun 30, 2017 $ 3,404,967 $ 1,968,694 173.0% $ 1,436,273 $ 2,937,106 $ 2,937,106 Reconciliation of Fund Balance: Restricted and Committed Funds 3,404,967 Unassigned Fund Balance $ - 12. Jun FY171stClosing Financial Reportxlsx 22 8/15/2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 731 Parks Equipment Fund Charges for Services - Internal $ 455,000 $ N/A $ 455,000 $ $ Interest on Investments 2,064 N/A 2,064 Miscellaneous - N/A - Interfund Loan - 439,000 0.0% Transfer In (Park Fund) 80,000 80,000 100.0% - Total Revenues and Other Sources 537,064 519,000 103.5% 457,064 Capital Outlay 360,210 439,000 82.1% 78,790 Interfund Loan - 40,000 0.0% Total Expenditures and Other Uses 360,210 479,000 75.2% 78,790 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 176,854 40,000 442.1% 136,854 Fund Balance, Jul 1, 2015 0.0% - Fund Balance, Jun 30, 2017 $ 176,854 $ 40,000 442.1% $ 136,854 $ $ Reconciliation of Fund Balance: Restricted and Committed Funds 176,854 Unassigned Fund Balance $ - 12. Jun FY171st Closing Financial Report.xlsx 23 8/15Y2017 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance First Closing as of June 30, 2017 Biennial Percent Biennial To Date Actuals Budget Collected 2013-2015 (24 Months) 2015.2017 Expended Balance Biennium to Date End of Biennium 810 Cemetery Fund Charges for Services - Rates $ 31,690 $ 50,000 63.4% $ (18,310) $ 47,767 $ 47,767 Interest on Investments 15,938 20,800 76.6% (4,862) 9,139 9,139 Miscellaneous - NIA (145) (145) Transfer In (General Fund) 1,000 1,000 100.0% 1,000 1,000 Total Revenues and Other Sources 48,628 71,800 67.7% (23,172) 57,761 57,761 Transfers 15,938 20,800 76.6% 4,862 9,139 9,139 Total Expenditures and Other Uses 15,938 20,800 76.6% 4,862 9,139 9,139 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 32,691 51,000 64.1% (18,309) 48,622 48,622 Fund Balance, Jul 1, 2015 922,666 923,046 100.0% (380) 874,044 874,044 Fund Balance, Jun 30, 2017 $ 955,357 $ 974,046 98.1% $ (18,689) $ 922,666 $ 922,666 Reconciliation of Fund Balance: Restricted and Committed Funds 955,357 Unassigned Fund Balance $ - 12. Jun FY171stClosing Financial Reportxlsx 2'4 8/152017 Council Business Meeting September 5, 2017M Title: North Main Road Diet Update From: Michael- R. Faught Public Works Director M'ike.Faught(@-ashland.or.us Summary: At the December 3, 2013, City Council meeting the Council voted to retain the North Main Road Diet three-lane configuration with recommended modifications. At Council's direction, staff contracted. Southern Oregon Transportation Engineering (SOTE) to complete another evaluation of the road diet. The evaluation was completed and SOTE continues to recommend leaving the road diet in place with design modifications. The road diet evaluation was presented to the Transportation Commission at their January 26, 2017 public meeting. The Commission recommends the Council approve the additions of two new crosswalks, a preliminary design to alter the Helman and Main street traffic signal and restriping from the current merge on Lithia Way to Bush Street, upgrading the Laurel Street traffic signal, and improving sight distance on North Main for the Hersey Street and Wimer Street approaches. Actions, Options, or Potential Motions: Move to approve the following Transportation Commission's recommendations: 1. Construct the two budgeted crosswalks with flashers (RRFB's) at Nursery Street and Van Ness Avenue as recommended by the traffic engineer and Transportation Commission. 2. Complete preliminary engineering designs for the alteration of the Helman St. and N. Main St. traffic signal removal and restriping of the N. Main merge to Bush St., in order to have appropriate materials for public outreach meetings and a public hearing at a Transportation Commission meeting prior to making a recommendation to the City Council. 3. Work with ODOT to upgrade the traffic signal at Laurel and Main and improve sight distance on the Hersey St. and Wimer St. at North Main St. Staff Recommendation: The Public Works staff and the Transportation Commission recommend approval of the following: 1. Construct the two budgeted crosswalks with flashers (RRFB's) at Nursery Street and Van Ness Avenue as recommended by the traffic engineer and Transportation Commission. 2. Complete preliminary engineering designs for the alteration of the Helman St. and N. Main St. traffic signal removal and restriping of the N Main merge to Bush St. in order to have appropriate materials for public outreach meetings and a public hearing at the Transportation Commission prior to making a recommendation to the city council. Page 1 of 4 C I T Y OF ASHLAND. 3. Work with ODOT to upgrade the traffic signal at Laurel and Main and improve sight distance on the Hersey St. and Wimer St. approaches. Resource Requirements: The cost to complete the following recommendations are as follows: Removing the Helman Street / North Main Street signal Cost estimates will have to and restripe North Main Street to transition sooner into be developed if the council the road-diet decides to add this project. Restriping North Main Street at Bush Street to include a Included in the $100K center two-way-left-turn lane (TWLTL) Super.Sharrow project (included in the recently adopted 2017-19 biennium budget) Adding a pedestrian island and crosswalk on North $75,000 (included in the Main Street at Van Ness Avenue and North Main Street recently adopted 2017-19 at Nursery Street with RRFBs biennium budget) *note: Design complete, still requires ODOT approval Upgrade the traffic signal at Laurel Street Cost estimates will have to be developed if the council decides to add this project. Improving sight distance for the Hersey Street and Cost estimates will have to Wimer Street approaches to North Main be developed if the council decides to add this project. Removing a portion of the center median on North Main $80,000 (included in the Street at Main Street to provide a center refuge lane for recently adopted 2017-19 side street vehicles to pull into when turning onto North biennium budget) Main. *note: Design complete and approved by ODOT On-going road diet evaluation $15,00 per year Policies, Plans and Goals Supported: Environment: 13.3 Support alternative transportation choices. BacklZround and Additional Information: The year-long test of the North Main Road Diet pilot project was completed on October 20, 2013. The project re-striped North Main Street from four lanes (two travel lanes in each direction) to three lanes (one travel lane in each direction with a center turn lane) and bike lanes. The goal of the pilot project was to improve safety for vehicles, bicycles and pedestrians, while maintaining travel times in the North Main corridor. Page 2of4 CITY OF ASHLAND A summary of SOTE report (see attached) is as follows: Engineering Technical report summary Activity Performance Prior To Actual Performance Road Diet with Road Diet Crash Data 120 reported crashes 30 reported crashes (Oct 2002 - Oct 2012) (Oct 2013 - Oct 2016) Average 10 per year Average 6 per year (of the 3 0 there were 11 crashes in 2016) 85th Percentile Speed 31 (NB) and 32 (SB) 31 (NB) and 32 (SB) (September 2012) (June 2016) 30 (NB) and 32 (SB) August 2016 30 (NB) and 31 (SB) October 2016 Bicycle Volumes-p.m. 26 (Laurel), 22 19(Laurel), 15 (Maple) peak period (Maple) (September 2016) (September 2012) Pedestrian Volumes- 36 (Laurel), 17 72 (Laurel), (Maple) p.m. peak period (Maple) 20 (September 2012) (2016) Travel Time (NB) -p.m. 235 seconds 236 seconds peak period (September 2012) (2016) Travel Time (SB) -p.m. 233 seconds 234 seconds peak period (September 2012) (2016) The traffic engineer does note that the peak hour analysis did not always accurately represent all situations. Specifically, September and October 2016, spikes in traffic caused increase congestion between 8:25 am and 8:35 am. SOTE worked with ODOT to make signal timing changes at Maple and Main and the queuing that was observed reduced significantly, but inbound travel continued to be slow between Schofield Street and Maple Street. SOTE recommends evaluating this intersection again in September and October 2017. The final technical report summary concludes that "from a technical standpoint, North Main Street operates better as a 3-lane facility than it did as a 4-lane facility." In addition, the engineer points out that the 3-lane configuration meets the goals and polices of the City's transportation plan because it functions as a multi-modal facility. The recommendation is to leave the road diet in place but not make permanent changes to allow for emergencies, special events or sudden change in traffic patterns. Page 3 of 4 CITY OF ASHLAND While the traffic engineer recommends keeping the 3-lane configuration, the following modifications are also recommended as improvements: • Removing the Helman Street / North Main Street signal and restriping North Main Street to transition sooner into the road-diet; • Restriping North Main Street at Bush Street to include a center two-way-left-turn lane (TWLTL); ® Adding a pedestrian island and crosswalk on North Main Street at Van Ness Avenue; • Adding a pedestrian crosswalk on North Main Street at Nursery Street with RRFBs; Upgrading the traffic signal at Laurel Street; • Improving sight distance from Hersey Street and Wimer Street; • Removing a portion of the center median on North Main Street at Main Street to provide a center refuge lane for side street vehicles to pull into when turning onto North Main; • Continue to monitor the North Main Street corridor at least on a quarterly or biannual basis and include an a.m. peak period evaluation. Transportation Commission Recommendation At its January 26, 2017 meeting, the Transportation Commission heard the road diet update from the traffic engineer and additional public input on the road diet was heard and the commission voted to recommend the following modifications to North Main in order to improve vehicular and pedestrian traffic. 1. Implementing the two crosswalks with flashers (RRFB's) at Nursery Street and Van Ness Avenue as recommended by the traffic engineer. 2. Recommended that staff to complete preliminary designs to alter the Helman Street traffic signal and restriping N. Main at Bush Street in order to have the materials necessary to have an informative public hearing prior to making a recommendation to the city council. 3. Recommended upgrading the traffic signal at Laurel and Main and improving sight distance from Hersey to Wimer Street. Attachments: SOTE Road Diet Report Transportation Commission Minutes - January 26, 2017 Page 4 of 4 CITY OF ASHLAND f our wpm 0ozcon T o.qnrpo-nTgTIon► -En►ciocc-pin►c, LLC 319 Eastwood Drive - Medford, Or. 97504 - Office 541.608.9923 - Cell 541.941.4148 -Email: Kwkp1@Q.com January 18, 2017 Mike Faught, Public Works Department City of Ashland 51 Winburn Way Ashland, Oregon 97520 RE: Post Road Diet Assessment - June-August-October of 2016 Southern Oregon Transportation Engineering, LLC evaluated the North Main Street road diet for 2016 to determine how the facility is operating since it was implemented in September of 2012. The evaluation considered side street delay, main street delay, intersection level of service, gaps, speeds, travel times, crashes, and average daily traffic. Data Collection Data collected during the months of June, August, and October included: • Side street delay on Hersey and Wimer Street during the PM peak hour (seconds per vehicle) • Side street queue lengths on Hersey and Wimer Street during the PM peak hour (number of vehicles waiting at any one time) • Main Street delays and queue lengths at Hersey and Wimer Street during the PM peak hour • Intersection level of services during the PM peak hour (A-F) • Available gaps on Main Street at Hersey and Wimer Street for side street traffic during the PM peak hour • Average travel times, during the AM and PM peak hours • 85th percentile speeds • Average daily traffic (ADT) volumes Data collected during June and October included: • PM peak hour turning movements at Maple Street, Glenn/Coolidge Street, Hersey/Wimer Street, Manzanita Street, and Laurel Street S.O. TJtANfDO~tTATf011 ONGIH~~JtIHG, LLC August 23, 201.7 2016 Post Road Diet Assessment 1 Pre vs. Post Road Diet - North Main Street Performance • CRASH HISTORY - The North Main Street corridor between Schofield Street and Helman Street experienced 120 reported crashes within a 10-year period from 2002 to 2012, or an average of 12 crashes per year. A fatality resulted from a collision in June of 2005 between Schofield and Sheridan. The location with the highest occurrence during that 10-year period was shown at the stop-controlled intersection of Wimer/Hersey/Main Street, where there were 39 reported crashes with a maximum of 7 crashes in any one single year. Since October of 2012, the following crashes have been reported: Pre-2011 Pre-2012 2013 2014 2015 2016 2017 Maple/Main 2 1 1 3 2 1 1 Glenn/Coolidge/Main 0 0 0 0 1 2 0 Nursery/Main 0 0 0 1 0 0 0 Hersey/Wimer/Main 3 4 0 2 1 1 1 Van Ness/Main 1 1 0 0 0 1 0 Manzanita/Main 1 1 0 0 0 1 1 Central/Main 0 0 0 0 0 1 0 Laurel/Main 1 1 0 0 4 4 1 Total Crashes 8 8 1 6 8 11 4 Injury from Crash (5) (3) (1) (1) (2) (2) (1) Crash data, since implementation of the road diet, shows a decrease in number of collisions along North Main Street the first year and then begins to increase each year after until 2017. This increase is most significant in 2015 and 2016 at Laurel Street, where we're seeing an increase in rear-end collisions as a result of congestion on North Main Street. The increase in congestion relates to an increase in traffic on North Main Street, specifically south of Van Ness Avenue near Laurel Street. Average daily traffic volumes on North Main. Street have increased at a rate of 0.7% per year between 2013 and 2016 south of Maple Street near Coolidge Street, but this rate of increase is 3.1% near Van Ness Avenue, which shows a greater increase where the spike in rear-end collisions have been occurring. The overall rise in corridor collisions between Maple and Laurel Street since 2014 has decreased to date in 2017 with four reported through June. The severity of collisions has predominantly been property damage only since implementation of the road diet. Crashes in 2011 and 2012 showed a higher percentage of injury resulting from crashes than in 2014, 2015, 2016, and 2017 to date. That decrease in injury is related to the change in type of collision, which currently involves rear-end collisions more than any other, and roadway speed where the crash is occurring. Speeds measured on North Main Street are lower near Laurel Street where an increase in crashes since 2014 has been occurring. The crash data provided in the year 2017 column above includes crashes through June. Two additional crashes occurred at the southern merge transition heading outbound. All crashes reported in 2017 to date have been rear-end collisions with the exception of one turning collision at Wimer/Hersey/Main, which involved a drunk driver. f. 0. T44,9H POPTNION ~NGIN~~RIHG, LLC August 23, 201712016 Post Road Diet Assessment 2 • PEDESTRIAN/BICYCLE ACTIVITY - Prior to implementation of the road diet, pedestrian and .bicyclist volumes were gathered during peak periods at the intersections of Laurel/Main and Maple/Main. There were 36 pedestrians and 26 bicyclists counted during a 2-hour p.m. peak period at Main/Laurel and 17 pedestrians and 22 bicyclists at Main/Maple along North Main Street. Since implementation of the road diet, pedestrian and bicyclist volumes were measured in 2013, 2014, and 2016. Results are provided below: Location Pre-road diet 2013 2014 2016 Laurel/Main 36 ped/26 cyclist 59 ped/17 cyclist 61 ped/18 cyclist 72 ped/19 cyclist Maple/Main 17 ped/22 cyclist 17 ped/13 cyclist 29 ped/18 cyclist 20 ped/15 cyclist Pedestrian activity along North Main Street has increased since implementation of the road diet. Bicyclist activity decreased the first year and then showed a slight incline since 2013, but this data is the most challenging to compare because pre road-diet data used in this analysis was data gathered in April of 2011 for the road diet project as well as data gathered in 2009 for the City's Transportation System Plan, and it does not always compare well to post road-diet data. The best comparison we have from our post road-diet analysis is how pedestrian and bicyclist activity has changed since implementation, and for the most part we've seen an increasing trend in both, with the largest increase seen in pedestrian activity. A lack of similar increase in bicyclist activity is likely attributed to the bike route still being incomplete, in that it starts at the north end of the road diet and ends at the south end with no further connection in either direction. Activity should increase once additional connections are provided. • 85th PERCENTILE SPEED - Before implementation of the road diet, the 85th percentile speed on North Main Street was measured to be 31 miles per hour (mph) northbound and 32 mph southbound at a. location just north of Coolidge Street. In 2013, 2014 and 2016,. the 85th percentile speed was been measured in June, August, and October at the same location for comparison purposes. Speeds comparisons are shown below. Month 2013 2014 2016 NB SB NB SB NB SB June 29 30 30 30 31 32 August 30 30 30 31 30 32 October. 30 31 30 31 30 31 Data shows that speeds on North Main Street have remained close to the same since implementation of the road diet. There were slight reductions seen initially, but this has settled back to a speed similar to pre road-diet. S.O. TAgIIfpo.PT.ATIOAI EN6INFFAIN6, LLC I August 23, 2017 2016 Post Road Diet Assessment 3 • CORRIDOR TRAVEL TIMES - Travel times were measured along North Main Street between Valley View Road-Maple Street and Maple Street-Helman Street in both directions before implementation of the road diet. Travel times have continued to be measured in 2013, 2014, and 2016 for comparison purposes. Results are provided in Table 1. Table 1- Travel Time Comparisons - North Main Street Travel Times (Minutes: Seconds) Segment Pre-road diet 2013 2014 2016 Helman Street to Maple Street (NB) 1:30 1:27 1:38 1:37 Maple Street to Valley View Road (NB) 2:25 2:23 2:20 2:19 Total Travel Time (NB) 3:55 3:50 3:58 3:56 Valley View Road to Maple Street (SB) 2:24 2:21 2:23 2:21 Maple Street to Helman Street (SB) 1:29 1:31 1:32 1:33 Total Travel Time (SB) 3:53 3:52 3:55 3:54 Data gathered in 2013, 2014, and 2016 show travel times for the section of Helman Street to Valley View Road along North Main Street are unchanged as a result of the road diet. Similar to what we saw in roadway speed, there was a slight reduction in travel time initially after implementation of the road diet, but this settled back to travel times similar to pre road-diet. The expectation of the road-diet in Kittelson & Associate's road diet memorandum was that travel times would increase through the corridor 22 seconds northbound and 8 seconds southbound during the p.m. peak hour, and our data shows that the road-diet has operated better than expected. It should be noted that travel times are based on averages measured throughout the year during the p.m. peak hour because the p.m. peak hour was the peak hour measured in the pre road-diet evaluation. This peak hour, in our opinion, doesn't accurately represent all situations where spikes in traffic on North Main Street have caused increased congestion because many comments received over the past couple of years have been regarding congestion during the a.m. peak period. We observed these spikes in a.m. traffic in late 2016 during the months of September and October, when congestion appeared to be worse than usual, and worked with ODOT to make some signal timing changes at the intersection of Maple/Main. The timing changes, in our opinion, were an improvement. and allowed more vehicles to get through each cycle length, but this should be evaluated again in the fall of 2017 after school begins. During the a.m. peak period several spikes were observed. An early spike between 7:55-8:05 a.m. occurred, which likely corresponded to the typical commuter traffic. Then a later spike was observed between roughly 8:25-8:35 a.m., which may be related to school traffic and later start times. The later a.m. spike was shown to be worst and resulted in approximately 10 minutes of slow moving traffic. We drove within this traffic on several occasions and witnessed the rolling speed to be between 5-10. miles per hour (mph) during heavy congestion inbound from the Animal Hospital to the railroad trestle, and 10-15 mph between the railroad trestle and Maple Street. Once past Maple. Street, traffic resumed at normal speeds. With the signal timing improvements in place, the queuing that was initially observed reduced significantly, but inbound travel continued to be slow between approximately Schofield Street and Maple Street. I.O. TJtAHfPOATATIOH EN6IN~C-PIN6, LL( I August 23, 2017 1 2016 Post Road Diet Assessment 4 • INTERSECTION LEVEL OF SERVICE - Traffic operations were evaluated at key intersections along North Main Street before and after implementation of the road diet. Intersection operations are provided in Table 2 for the worst operations to date and compared to what was reported for pre-road diet conditions. Table 2 - North Main Street Intersection Operations - PM Peak Hour Traffic Operations Intersection Measure Pre-road diet 2013 2014 2016 LOS A B B B Maple Street/North Main Street V/C 0.58 0.77 0.82 0.85 Delay (sec/veh) 7.8 17.3 17.7 19.3 LOS C C C C . Glenn Street/Main Street V/C 0.18 0.14 0.12 0.22 Delay (sec/veh) 21.8 18.7 20.6 22.5 From Glenn-WB LOS F D D D V/C 1.25 0.43 0.43 0.47 Hersey/Wimer/Main Street Delay (sec/veh) 282.2 25.3 32.0 34.4 From Wimer-EB Delay (sec/veh) 69.1 23.1 24.0 29.5 From Hersey-WB LOS E C C C Manzanita Street/Main Street V/C 0.25 0.14 0.12 0.13 Delay (sec/veh) 41.0 16.6 18.4 24.4 From Manzanita-EB LOS A A A A Laurel Street/Main Street V/C 0.45 0.56 0.63 0.65 Delay (sec/veh) 4.9 52 5.8 5.7 Note: Bold, italic results reflects operations that exceed performance standards Table 2 shows stop-controlled intersections within the corridor having less delay in critical movements since implementation of the road diet. These include the intersections of North Main Street with Manzanita-Street, Hersey/Wimer Street, and Glenn/Coolidge Street. Intersection delay is primarily shown to increase at the Maple Street signalized intersection, which was predicted to occur as a result of the road diet. Increased delay at signalized intersections is the trade- off for decreased delay in critical movements at unsignalized intersections within a road diet, and this continues to work up to a certain point with increased traffic volumes. In 2016 there has been an increase in delay on side streets during peak periods as traffic volumes increase along North Main Street, but intersections continue to operate within acceptable performance standards, and the road diet continues to operate better than expected. f. 0. T-fanrPugTJ]T10N ~NGIH~~AING, LL( I August 23, 2017 2016 Post Road Diet Assessment 5 • CORRIDOR QUEUING - Queuing is the stacking up of vehicles for a given lane movement. Queue lengths are reported as the average, maximum, or 95th percentile queue length to the nearest 25-foot increment. Each 25-foot increment represents a single vehicle. 95th percentile queue lengths were measured at key intersections prior to the road diet and again for post-road diet conditions in 2013 and 2016. Results are provided in Table 3. Table 3 -North Main Street Corridor Queue Lengths Queue Lengths (Feet) Intersection Movement Pre-road diet 2013 2016 NBT 175 400 900 SBT 175 475 525 Maple Street/North Main Street EB NA 175 200 WB NA 50 50 NBL 50 0 25 SBL 125 50 50 Glenn Street/Main Street EB 25 25 50 WB 75 75 175 NBL 100 50 75 SBL 125 75 75 Hersey/Wimer/Main Street EB 200 75 75 WB 125 125 200 NBL 25 25 50 SBL 50 25 100 Manzanita Street/Main Street EB 200 50 50 WB 100 50 100 NB 150 250 325 SB 125 150 650 Laurel Street/Main Street EB 75 75 75 WB 75 50 50 Overall queueing within the corridor was less than expected in 2013 after implementation of the road diet, but has increased since 2014 and is longest at signalized intersections. Timing changes have been made by ODOT to help minimize this at the Maple Street intersection during the a.m. peak period, but this only recently occurred and we haven't had sufficient time to evaluate the changes. From early observations traffic congestion appeared to improve, but this should be looked at further. f. 0. TftQjYfPo*TATION EHGIN~~RIMG, LLC August 23, 2017 2016 Post Road Diet Assessment 6 • PROPOSED DESIGN CHANGES = A design change is still recommended at the intersection of Bush Street/Main Street to transition the road diet cross section further to the south so that a northbound left turn pocket can be added at Bush Street. Other recommendation include replacing exclusive left turn pockets with center two-way-left-turn-lanes, improving sight distance at intersections to increase visibility for side street traffic, and adding pedestrian crosswalks on North Main Street at Van Ness and Nursery Street. Various combinations of removing or adding traffic signals at Laurel Street and Hersey/Wimer Street have been evaluated to determine what, if any, improvements can be made to the corridor with design changes, but the challenges pertain to sight distance limitations on Laurel Street as a result of removing a traffic signal, and queuing. increases on North Main Street at Wimer/Hersey Street as a result of adding a traffic signal. After evaluating all of the alternatives, our recommendation is to upgrade the signal at Laurel Street and leave Hersey/Wimer/ North Main Street as a stop-controlled intersection. Queuing impacts from the various alternatives evaluated are provided in Figures 1-4 in the attachments. SUMMARY: After performing a quarterly review of the road-diet in 2016, it is our conclusion that the North Main Street corridor continues to operate better overall as a road-diet than it did as a four-lane facility and should remain. Delay for side street critical movements continues to be reduced at stop-controlled intersections, crashes within the corridor have been less severe, the speed and average travel time through the corridor has remained the same, and pedestrian activity has increased. Since implementation of the road-diet, a collaboration of improvements has been recommended for the North Main Street corridor by us, committee members, ODOT, and citizens. We've evaluated many of the improvements and support the following design changes: 1. Removing the Helman Street./ North Main Street signal and restriping North Main Street to transition sooner into the road-diet 2. Restriping North Main Street at Bush Street to include a center two-way-left-turn lane (TWLTL) 3. Adding a pedestrian island and crosswalk on North Main Street at Van Ness Avenue 4. Adding a pedestrian crosswalk on North Main Street at Nursery Street with RRFBs 5. Upgrading the traffic signal at Laurel Street 6. Improving sight distance from Hersey Street and Wimer Street approaches 7. Removing a portion of the center median on North Main Street at Main Street to provide a center refuge lane for side street vehicles to pull into when turning onto North Main. It is also recommended that the North Main Street corridor continue to be monitored, at least on a quarterly or biannual basis, and include an a.m. peak period evaluation. Adequate data exists for the p.m. peak period to make conclusions and recommendations, but data for the a.m. peak. period is limited and needs to be gathered. A summary of corridor travel times, side street delays, North Main Street delays, and available gaps is provided in the attachments. f. 0. TRANSPORTATION ONGIN~FJ11dG, LL( I August 23, 2017 2016 Post Road Diet Assessment 7 This letter provides a summary of collected data results in 2016. If you have any questions or concerns with this assessment, please feel free to contact me. Sincerely, 53200PE Kimberly Parducci, PE PTOE JC P. _ 1-JjU,_ SOOTwun OR-c6on TR- mP01?Ta ati ~NGIII~F~ING, LLC REGON Cdr 1 m 2°°2 Cti Attachments: Figures 1-4 y PAg~~G Summary of post road-diet data '~1rEWS 123 ~ 5.0. Tpgnrpn-Rrgrlor+-En6in-c-c.Arnc, LL( August 23, 2017 2016 Post Road Diet Assessment 8 Pre/Post Road Diet - Data Summary 2012-2016 Pre 13-May 13-Aug 13-Oct 14-May 14-Aug 14-Oct Jun-16 Aug-16 Oct-16 Segment Travel Time - Southbound - PM Peak Hour Valley View - Maple Street (min) 2:24 2:25 2:28 2:10 2:30 2:29 2:10 2:23 2:22 2:18 Valley View- Maple Street (MPH) 35 35 34 39 34 34 39 35 36 37 Maple Street - Heiman Street (min) 1:29 1:30 1:32 1:31 1:27 1:40 1:28 1:31 1:30 1:39 Maple Street - Heiman Street (MPH) 24 23 23 23 24 21 24 23 23 21 Segment Travel Time - Northbound - PM Peak Hour Valley View - Maple Street (min) 2:25 2:29 2:23 2:16 2:18 2:26 2:16 2:17 2:20 2:21 Valley View - Maple Street (MPH) 35 34 35 37 37 35 37 37 36 36 Maple Street - Heiman Street (min) 1:30 1:21 1:34 1:28 1:33 1:55 1:26 1:28 1:34 1:50 Maple Street - Heiman Street (MPH) 23 26 22 24 22 18 25 24 22 19 Side Street Stopped Delay 3:30-5:30 PM (*7:00-9:00 AM) Wimer Delay PM PM PM PM PM PM PM PM PM Avg Stopped Time (sec) 23.55 19.86 20.71 23.55 27.22 10.61 49.84 31.91 35.7 Max Stopped Time (sec) 90 100 146 108 175 72 219 195 170 Avg Queue (veh) 1 1 1 1 0 0 0 1 0 0 Max Queue (veh) 6 4 6 3 4 3 3 4 3 4 Hersey Delay Left/Throughs L/T L/T L/T L/T L/T Avg Stopped Time (sec) 24.56 25.91 16 43.11 29.13 Max Stopped Time (sec) 113 62 35 130 94 Avg Queue (veh) 1 1 1 1 0 1 Max Queue (veh) 2 1 1 1 1. 1 Right Turns Rt Rt Rt Rt Rt LTR LTR LTR LTR Avg Stopped Time (sec) 22.95 19.52 23.27 38.62 21.73 13.04 30.54 28.76 36.19 Max Stopped Time (sec) 96 87 92 190 98 74 125 131 162 Avg Queue (veh) 2 2 1 2 2 1 0 1 1 1 Max Queue (veh) 6 10 6 5 6 5 4 6 6 6 North Main Street Delay Northbound Lefts 14-May 13-Jul 13-Sep 14-May 14-Aug 14-Oct Jun-16 Aug-16 Oct-16 Number of Turns (veh) 83 72 70 89 77 81 91 86 98 Avg Stopped Time (sec) 8.47 12.63. 8.13 7.82 10.66 20.19 10.93 17.61 Max Stopped Time (sec) 60 72 37 67 51 76 51 145 Avg Queue (veh) 1 1 1 1 0 0 0 0 0 Max Queue (veh) 3 1 3 2 2 3 4 .3 4 Southbound Lefts Number of Turns (veh) 158 136 141 144 138 273 154 166 164 Avg Stopped Time (sec) 9.95 9.29 16.52 16.26 12.59 25.27 12.82 13.63 Max Stopped Time (sec) 93 75, 145 111 85 126 69 78 Avg Queue (veh) 2 1 1 1 0 0 1 0 0 Max Queue (veh) 7 3 4 4 5 3 5 5 3 North Main Street Gaps at Hersey/Wimer 3:30-5:30 PM (*7:00-9:00 AM) Direction PM PM PM PM PM PM PM PM PM Southbound 558 607 807 609 597 605 699 694 640 Northbound 496 522 668 344 538 473 557 613 475 Combined 137 144 268 69 129 96 146 186 113 ASHLAND TRANSPORTATION COMMISSION MINUTES January 26, 2017 CALL TO ORDER Graf called the meeting to order at 6:02 pm Commissioners Present: Joe Graf, Danielle Amarotico, Dominic Barth; Sue Newberry Corinne Vieville, and David Young Council Liaison Present: Stef Seffinger SOU Liaison Absent: Janelle Wilson Staff Present: Scott Fleury, Mike Faught, and Kyndra Irigoyen Staff Present: Steve MacLennan ANNOUNCEMENTS None. APPROVAL OF MINUTES Approval of December 15, 2016 minutes The minutes were approved as amended. ADJUSTMENTS TO THE AGENDA None. PUBLIC FORUM Ted Hall 210 E Nevada St He gave the commission briefing books for the East Nevada Street Bridge project. He met with Faught last week and . gave him a briefing book as well. He said he would like the Commission to take a look at the options in the books. Katelyn Carey 2000 Tolman Cr Rd She said Bellview School traffic is backed up. The church across the street blocked off their parking lot, so parents cannot park there and pick up their children. The traffic backs up in both directions, extending past the stop light on Siskiyou. About 10-20 cars are backed up at one time. This is creating a dangerous situation for the children walking around and blocks emergency vehicles from getting through. She asked for police presence for a few days to direct traffic and to not let people hold up traffic trying to pull into the school. Spike Breon 295 E Nevada St He hopes the Commission will consider a pedestrian bridge that will handle emergency vehicles. He read from his attached letter. NEW BUSINESS Post Road Diet Analysis Faught said we have started seeing some longer delays in the morning and asked Parducci to do some analysis. He wants to remind everyone that this was a multi-modal project that benefited bicycles, pedestrians, and automobiles. The road diet was not created for just bicyclists, it is for all modes of travel. Parducci said they have been monitoring the road diet since 2013. She gathered data on the three busiest months of the year: June, August, October, and some in September. She said they have seen increased congestion and longer queue lengths, but overall not any significant changes in terms of how it is operating. They looked at crash data; there was a significant decrease in crashes the first year. Crashes have continually increased since then. Now we are seeing a lot more rear-end collisions, whereas before they were angle collisions. The collisions are less severe now. There has been an increase in pedestrian traffic. There has not been an increase in cyclist traffic. The road diet was installed to improve safety and better serve pedestrians and cyclists. She said from that perspective, the road Transportation Commission January 26, 2017 Page 1 of 4 diet is doing that. Corridor travel time is about a second longer from Valley View to Heiman St. There is a misconception that it takes longer, but people are getting stuck in these peak traffic times. The study is done during peak hours from 4:30-5:30 pm and 3:30-43:0 pm. She bases her studies off of the Kittleson study parameters. Intersection level of service has stayed relatively the same since 2013. Hersey/Wimer intersection has improved from an 'F' rating to a 'D' rating. There was a big jump in corridor queuing in 2016, Maple St has been the biggest issue for corridor queuing during the AM and the PM peak hours. Amarotico said the big change has been the change in school starting times, the high school starts at 8:30 am instead of 8 am. The high school gets out later now at 3:30 pm instead of 2:45pm. Graf said the majority of classes at SOU only meet Monday through Thursday, so that will make a difference in traffic. Recommendations: 1. Removing the Heiman SUN Main St signal and restriping N Main St to transition sooner into the road-diet 2. Restriping N.Main St at Bush St to include a center two-way-left-turn lane 3. Adding a pedestrian island and crosswalk on N Main St at Van Ness Ave 4. Adding a pedestrian crosswalk on N Main St at Nursery St with RRFB's 5. Upgrading the traffic signal at Laurel St 6. Improving sight distance from Hersey St and Wimer St approaches Parducci also recommends continuing to monitor the road diet on N Main St with an AM peak period evaluation. Don Stone 395 Kearney St He said his input is from personal perception. There has been increased congestion, increase in pedestrians, not much of an increase in bicyclists. He thought the road diet was nonsense when it was put in and has not changed his mind since. If you are driving 10-15 MPH, the sense is that you are in a traffic jam, which creates tension. He thinks that the road diet is something that should be put back to the way it was, with four lanes. He recommends that it be put back to four lanes and increase the speed limit to 30 MPH. George Kramer 386 N Laurel He has lived on N Laurel for almost 40 years. He thought it was a bad idea when the road diet was adopted. There is one route to the west and one way to get in and out. He asked how many of the commissioners live up or down the hill from N Main St on the road diet and have to interact with it. Most of the data is about through traffic, which makes sense for traffic engineers. He said it is difficult to get on and off of it for people who live close to the road diet. He relies on the kindness of strangers to let him on and off N Main St. It is worse during tourism season. There has not been a big increase in bike and pedestrian traffic; we should complete the bike path and go back to four lanes on N Main St. He would like the commission to consider the people who have to merge on and off the road diet, not just the people who go through it. He agrees with updating the light at Laurel St. He has never met anyone who lives where he lives that thinks the road diet was a good idea. Seffinger asked if there was increase of traffic on side streets, Kramer said he thinks there is and uses alternate routes in the neighborhoods to avoid going on the road diet when going downtown. Barbara Comnes 444 Park Ridge PI Her impression is that the traffic on Hersey has increased since the road diet. Traffic has been diverted onto Hersey to avoid going downtown, Parducci said they have not seen an increase of turning on and off Hersey but that does not mean further down it has not increased. Graf said it could also be because there are more homes on Mountain Ave, west of Mountain Meadows. Combs said it has been helpful having the center turn lane on N Main S to turn onto Hersey. N. Main Hersey/Wimer Signal Analysis and Crosswalk Analysis Parducci said if all traffic on Hersey is counted, five of the nine traffic signal warrants are met. She does not recommend that a traffic signal be installed at Hersey and Wimer St because of the queues it would create if a signal was placed there. Graf said this Commission has already approved putting in two crosswalks. We wanted to see if the light would work better opposed to crosswalks. He is worried the crosswalks may create a mess too. Parducci said crosswalks will randomly stop traffic, but not as long as the signal would. Parducci recommends that the crosswalks be installed. Transportation Commission January 26, 2017 Page 2 of 4 Brian Comnes 444 Park Ridge PI Crossing N Main between Maple and Hersey is very difficult. He encourages crosswalks at Hersey with flashing lights. He opposes a traffic light there, unless there is a protected left turn light. He thinks it would be worse with a light. Young said we do not want a light a Wimer St. The recommendations for the crosswalk are at Nursery because there is too much going on at Hersey and Wimer St. Comnes said that would be ok, as long as there is some protected way to get across N Main. Parducci said we recommended a crosswalk at Nursery with flashers. Young recommends we do not move forward with the traffic light. Commission agrees. Graf reminded the Commission that they already approved putting in crosswalks; they just have to instruct staff to move it forward. Newberry asked if there would be any improvements for lighting up the crosswalk. Most of the lights on the streets light up for cars but not for pedestrians. Parducci said in order to put sidewalks in they would have to meet our list of requirements and lighting is one of the most important. Vieville mis Barth recommend implementing two crosswalks with flashers at the locations recommended by the traffic engineer, with no light at Hersey and Wimer St. All in favor. Faught said we need a recommendation to the City Council to continue with the road diet as Parducci has recommended it. He recommends notifying citizens about removing the traffic signal at Helman St for a public hearing, before recommending it to Council. At this public hearing, he recommends discussing the super sharrows concept so citizens can see how it all works together within the system and the road diet. Newberry m/s Young to direct the Public Works Department to move forward with primary designs on altering the Heiman St signal and restriping N Main at Bush St, so we have the materials necessary to have an informative public hearing that would be held before any approval was made or recommendations to the City Council. All in favor. Vieville mis Barth in favor of upgrading the traffic signal at Laurel and improving sight distance from Hersey St and Wimer St approaches. All in favor. Transportation Commission Council Update Graf said if anyone has anything to tell Council let himself or Fleury know. TASK LIST Discuss current action item list None. OLD BUSINESS None. FOLLOW UP ITEMS CMAQ Grant Application-Chip Seal Project Fleury said we received $480,000, which will become available in October 2018. Intersection Repair None. Vegetation Maintenance Program None. Transportation Commission January 26, 2097 Page 3 of 4 INFORMATIONAL ITEMS Transportation System Plan Request for Qualifications (including transit feasibility study) Fleury said if the Commission has anything to add he will need it by next week. Newberry said when we talk about transit we have to talk about pedestrians and when we talk about pedestrians we have to talk about ADA. She thinks those terms need to be mentioned in a transit RFP because the ridership is only going to be as good as the connectivity that takes people to get there. Action Summary None. Accident Report Mac Lennan said Bellview School has been an issue for several years; it does not have anything to do with the access to the church parking lot, although it has probably increased because of the church blocking access to their parking lot. During school, the inbound and outbound traffic is backed up. Mac Lennan said he does not have an issue with this, but the Commission can look at it. Vieville asked if it poses danger to the kids. Mac Lennan said no, because the cars are stopped. Newberry asked if there was any safe routes to school planning done to setup a better drop off and pick up. Faught said there are not, but we should talk to the superintendent of the school district about this issue. Newberry asked to talk to Faught about safe routes to school sometime. Mac Lennan said he does not understand the peak times that were referenced in the post road diet analysis. He has spent hundreds of hours on N Main and there is no rhyme or reason why traffic backs up. He has seen it back up at 5 pm 5:30 pm, and at 9 pm. He is not sure there is a peak time. Making an Impact Newsletter (December) None. COMMISSION OPEN DISCUSSION Graf reminded the Commission that the next meeting has the Nevada Street Bridge project on the agenda. FUTURE AGENDA TOPICS TSP update process Nevada St Bridge (February) CIP Budgeting ADJOURNMENT Meeting was adjourned at 8:38 p.m. Respectfully submitted, Kyndra Irigoyen Public Works Administrative Assistant Transportation Commission January 26, 2017 Page 4 of 4 From the 2005 Comprehensive plan "Transportation Element" allow us to move towards a less auto- dependent community. "Cut-through" traffic in established neighborhoods disrupts life and erodes the neighborhood's. integrity. automotive transportation is replaced by pedestrian, bicycle, and public transit. Ashland's carrying capacity would dramatically increase and the quality of life would benefit. But if Ashland is to retain and improve the quality of life, we must rethink our efforts towards transportation planning. Our past focus on accommodating the automobile must now be replaced by concerted efforts toward equally accommodating all modes of travel. a need to change our transportation planning policies from auto-oriented to multi-modal, Through measures designed to reduce reliance on the automobile, avoid the air pollution, traffic and livability -problems faced by other areas of the country. It was believed that improved livability would result from easier car movement, but as we have experienced, the opposite has tended to occur. The focus of the transportation system will not be limited to the automobile, but in addition, transportation options will be created where the number and length of trips can be reduced, and walking, biking, and transit become viable options for daily travel. Ashland must ensure future livability by reducing dependence on the automobile and encouraging the use of other travel. modes . Transportation modeling professionals began to consider non-auto modes in response to passage of the Federal Inter-modal Surface Transportation Efficiency Act, and the Oregon Transportation Planning Rule. Council Business Meeting September 5, 201?m Title: Residential Parking Permit=25 Gresham St. From: Michael R. Faught Public Works Director Mike.faught(c~ashland. or.us. Summary: Public Works was approached by Craig Wright, owner of 25 Gresham St. regarding an inability to find parking on Gresham St. adjacent to his residence which is located directly across from the Library. Mr. Wright requested assistance and staff processed his request through the Transportation Commission. Following a public hearing on the matter, the Transportation Commission is recommending the installation of a single residential parking permit space at 25 Gresham St. Actions, Options, or Potential Motions: Move to approve one residential parking permit for 25 Gresham St. valid and renewable on a one year basis. Staff Recommendation: Public Works staff and the Transportation Commission recommended the addition of one permitted residential parking space for 25 Gresham St. Resource Requirements: The permit fee would be $0 for the first vehicle and $25 for a second vehicle associated with the residential parking spot, based on a recommendation from Diamond Parking who manages a residential program in Medford. Staff would install one sign specifying the restricted residential space and Diamond Parking would enforce the parking restriction on their daily rounds to the Library Parking lot. In addition, staff would install five (5) parking is to delineate the appropriate stalls on Gresham between Hargadine and Beach. Staff would ask Diamond parking to monitor actual usage of parking space and report back to Public Works on the issue for discussion with respect to re-issuance on a yearly basis. Policies, Plans and Goals Supported: Transportation Commission: Review individual requests based on conditions and needs for single residential parking spot approval. Commission would make formal recommendation to the Director of Public Works on whether or not to implement. Page lof3 CITY OF ASHLAND Background and Additional Information: The Downtown Multi-Modal and Circulation Committee discussed the need to consider incorporating residential parking permits in the downtown area sometime in the future. While most of the committee discussion related to the railroad district, there is a situation on Gresham between Hargadine St. and Beach that is similar to many locations in the railroad district. My Wright originally purchased the. Property in 1994 with the understanding there was an easement through the adjacent property to the back of his property that could be used for off- street parking. This easement was not previously used and when he notified the adjacent property owner of his intent to use the easement a legal battle ensued and he was denied use of the easement. This left Mr. Wright with no off-street parking for his residence. Mr. Wright's property is the middle lot of three between Beach Ave. and Hargadine, reference attached site map. Both adjacent properties have existing off-street parking. After being contacted by Mr. Wright, Public Works staff consulted with Diamond Parking (who has experience with residential permitting to develop a draft pilot parking permit program for discussion at a Transportation Commission meeting. The pilot program recommended by Diamond Parking consisted of the following elements: • Designate all 5 parking spots on this block as residential permit parking only 24/7; • Allow all residents on the block to apply for the permit; • Diamond would develop enforcement up to 5:30 pm and the police department would enforce after that; • Each resident would be allowed one permit at no cost and would have to pay $25 for a second permit if available. City crews will purchase and install signs, develop parking permits, and Diamond Parking will develop the residential policy and process the request for the parking permits. Staff presented the. situation and information to the Transportation Commission at the April 27, 2017 meeting. The Commission was asked if they have interest in reviewing the matter further via a public hearing. The Commission did motion to: NewberryNieville m/s the Public Works department pursue the implementation of a pilot project for five (5) parking spaces on Gresham Street (in the area that has been discussed). Prior to implementation of that, public hearings should be held. A public hearing was scheduled for the June 22, 2017 Commission meeting and notification letters were sent out to individual residences/business near the proposed location. At the June meeting public testimony was taken and the Commission deliberated and made the following motion: Young/Vieville m/s due to compelling circumstances and lack of off-street parking the Commission requests Council approve the provision of one reserved parking space in front of 25 Gresham Street for use by the homeowner, to be reviewed after one year. Page 2of3 CITY OF ASHLAND The Commission discussion and intent was to recommend the Council approve a single spot for this circumstance and monitor situation and for future similar issues they review and recommend to the Public Works Director on whether or not to implement. Attachments Transportation Commission Minutes April Transportation Commission Minutes June Transportation Commission Staff Report Parking T-layout drawing Page 3 of 3 C I T Y OF ASHLAND ASHLAND TRANSPORTATION COMMISSION MINUTES April 27, 2017 CALL TO ORDER Graf called the meeting to order at 6:00 pm Commissioners Present: Joe Graf, Danielle Amarotico, Dominic Barth, Sue Newberry, and Corinne Vieville Commissioners Absent: David Young Council Liaison Present: Stef Seffinger SOU Liaison Absent: Janelle Wilson Staff Present: Scott Fleury, Mike Faught, and Tami De Mille-Campos ANNOUNCEMENTS The commission thanked Amarotico for her service as this is her last meeting due to her term expiring. APPROVAL OF MINUTES Approval of Minutes: March 23, 2017 The minutes were approved as presented. PUBLIC FORUM Willow Denon, 132 6th Street Ashland She walks to Railroad park frequently and there is a concrete walkway there. She said most of the time you have pedestrians on the walkway and there will be bicyclists coming along very quietly so the pedestrians do not even know there is someone coming from behind them. She said on'a few occasions she stopped them and recommended they make a noise or something to alert the pedestrians in front of them and the reaction she.got was them telling her this is a bike path. She is seeking some advice on how to address this. Faught said staff will look to make sure there is adequate signage designating that as a multi-use path which is what that path is. NEW BUSINESS. Proposed Pilot Residential Parking for Gresham Street (between Hargadine and Beach) Faught pointed out that during the Downtown Parking and Multi-Modal committee discussions there was a lot of talk about the need for residential parking permits based on the parking strategies. Mr. Wright had approached staff about the problem he has been experiencing due to living right next to the library without having any off street parking. During library business hours, the parking spots adjacent to his home are taken up and he is looking for some relief. After meeting with Mr. Wright and Scott Fleury on site they decided since there had been discussion about these residential parking permits, maybe this would be a good situation to attempt a pilot program and see if it provides the relief that Mr. Wright is looking for as well as testing the program itself. After seeking guidance on how to implement such a program, staff was put in contact with Linda Fait with Diamond Parking, which is who the City contracts the parking enforcement through. Staff would stripe the five spaces adjacent to 25 Gresham Street and the theory is those five parking spaces would be available solely for residential parking permits to those residents that live along that one block stretch. The parking permit program would be 2417 which is really the only way to ensure those spaces were available to the permit holder when needed. Linda Fait, Diamond Parking, shared that in the City of Medford, they have one area where they do residential parking permits and what they do is they have the resident come to the Diamond Parking office with proof of residency. The first permit issued is at no charge and then any additional permits they want is $50/year. She said the permit itself can be a variety of things such as a hangtag, tent card, sticker or whatever the City determines it to be. She said it would be a simple program to enforce because they already go up Gresham Street and then back behind Transportation Commission April 27, 2017 Page 1 of 8 the library and outside of enforcement hours, the residents could always contact the police department for assistance if a non-permitted person was parking there. Graf asked if we would have public comment on this. Faught said yes. This is first being brought to the commission to see if there is interest and then this topic would be brought back at a future meeting and we would open it up to public comment at that point. Newberry asked if there is a mechanism for not allowing'the other two homes, who do have off street parking available, to get permits unless needed, She said what gets people really upset about residential parking permits is when parking spaces are left empty and could otherwise be used. Fait said when she and Faught were discussing some of the details they talked about offering the permits to the three residences along that block and if there were any spaces unclaimed then they could potentially offer them to residences further up Gresham Street. Newberry asked if we could have four permit spaces and leave one of the spaces one. Faught said when he first started thinking about this he thought maybe we should just start with a couple spaces but after speaking with Linda about how it actually works, he is leaning towards the whole block section (five spaces). Craig Wright, 25 Gresham Street Ashland Mr: Wright shared with the commission the issues that he has had to deal with since moving to this home in the summer of 1994. He stated the neighbor above him has off street parking for one vehicle and the neighbor below him who operates a bed and breakfast has parking on Hargadine. When he first moved in there was a big double gate, which cars could pull into off the alley in the backyard and they were told they had an easement for it. He checked with the City and after talking to Mark Knox, planning department, he was told to let his neighbors know he was going to use it and as you can imagine that did not go well. The neighbor ended up blocking the access off with a temporary structure so he contacted the City again and the City said the only option was litigation. He retained an attorney, Tom Hauser, and they went to court. Twenty thousand dollars later, he lost the lawsuit. The attorney wanted to keep going but Mr. Wright did not have the money to keep fighting it. Over the years, he has approached the City to find a solution but often times there has been no solution for him. He shared that since then, it has been a nightmare trying to find nearby parking. The library employees are told to park there, the library patrons park there day and night for meetings, downtown employee's park there, traveling campers also park there due to their not being a time limit (they sometimes park there for three or four days at a time). He said he has invited City Councilors numerous times to come and observe this situation, Faught and Fleury are the first to ever take him up on the offer. There are two nearby neighbors on Vista that sort of informally block off the off-street parking with cones and they are able to get away with it but they aren't allowed to do that because of the high turnover. He shared his experience from earlier in the day. He was pulling up Gresham Street and could see there was nowhere to park. He could see a few spaces available in the two hour time stay spots but he has to be careful about parking there because he was parked in one of those spaces this morning so if he parks there again in the afternoon he will get a ticket from Diamond Parking. He was headed home and turned and went down the alley, then down Vista, came back up Gresham and then onto Hargadine where there was still no parking. He then turned down Second Street and came up Main Street where he saw one spot that he may have been able to grab but he didn't want to risk it and then when he came back up Gresham he managed to grab a spot about three blocks up. Now imagine having to haul groceries in from several blocks away! This is a typical experience for him. At one point when he was single and didn't have children he went without a car but then he had children and with raising kids it was more difficult to go without a car. He thinks it has been hard to get the City to do anything because it is troublesome. There are a lot more people that would voice their concern in opposition than just him in favor of it. He has resisted building off street parking in his front yard in an effort to preserve the historical context of his home. About six or eight years ago he had actually pulled permits to build the off street parking, and his neighbor at the time begged and pleaded with him to not do it so they elected not to proceed. He added that simply running to the grocery store isn't an option, they really have to plan their trips out and often times have to carry their groceries from four or five blocks away, which in the wintertime isn't Transportation Commission April 27, 2017 Page 2 of 8 very safe. His uphill neighbors who bought their home about three years ago have been gracious enough, up until a week ago, to allow them to use their spot, when they are out of town, but they are now here to stay permanently. To be clear he added that there are times, maybe twenty-five percent of the time, when you may be able to find a nearby space easily. He worries more and more as they age. He asked the commission to help him remedy this situation. He thought originally, after talking to Faught, that this would just be a permit program in the evening hours, which would still be difficult for them but he is happy to learn that the proposal is twenty-four hours a day. Steven Cutler, 31 Gresham Street Ashland He shared that they live next door to Mr. Wright. They are now living there permanently and the space that they had previously been letting them use is no longer available. They have watched what the Wright family has had to go through and it is horrible, including watching them struggle with groceries during the winter months, but beyond just that, it is a general quality of life thing. Pat Cuter, 31 Gresham Street Ashland She doesn't need to reiterate what they have seen these poor people go through but it isn't right. Residents should have priority over employees and visitors and she feels residents should have first consideration for things that are affecting their quality of life, as opposed to giving it. to people who don't even live or pay taxes in Ashland. Willow Denon, 132 6th Street Ashland She suggested designating two parking spaces for Mr. Wright but after hearing the previous speakers who are experiencing similar issues, she thinks maybe five spaces does make sense. Faught said staff is seeking support from the commission and if there is support then the next. step would be to hold a public hearing. Amarotico asked if it is worth considering only removing three of the five spaces and designating the other two spaces as short term (15 minute) so that way people feel like they haven't lost all the flexibility. Faught said he started with the same thoughts of only doing two spaces in order to solve Mr. Wright's issue but after talking about this issue with Linda Fait, it just doesn't work very well. He suspects there is enough displacement going on that those five spaces will be easy to fill He said the points are well taken and he thinks when we get to the larger strategies, for other areas in the downtown, we will have to look at the big picture (short-term, loading zones etc.) but that is in the future. Graf said if this were in the railroad district and not right next to the co-op it would be a slam dunk but with the library parking it is a little concerning to eliminate five parking spaces right in front of the library. Mr. Wright has done everything he can to solve the problem and it's not fair to not do anything to help him, although he does worry a little about the five spaces as opposed to three spaces. Faught said if the commission wants to start with three spaces we can do that and then monitor it as a pilot project and be flexible to adjust to whatever the needs are. Newberry said she is inclined to start with the five spaces. If the spaces are full then she doesn't feel it creates the resentment. Other towns do this and she was surprised, when she moved here, that we didn't have residential parking permits. She really supports this. Amarotico asked if there was a set time period for this 'pilot'. Faught said we will be monitoring it and will evaluate it at six months and then again at one year, to see if this is something that should be made permanent. NewberryNieville m/s the Public Works department pursue the implementation of a pilot project for five (5) parking spaces on Gresham Street (in the area that has been discussed). Prior to implementation of that, public hearings should be held. All ayes. Motion passes. Transportation Commission April 27, 2017 Page 3 of 8 Draft letter to Mayor and Council regarding Nevada Bridge Graf shared that Newberry had drafted a letter to Council on behalf of the commission. He pointed out that he had made some suggestions to her on drafting the letter. The goal is to have a letter that everyone on the commission is comfortable with. Each member of the commission was supportive of the draft letter as presented. BarthNieville m/s accept the draft letter to Mayor and Council regarding the Nevada Bridge project for the June 20, 2017 Council meeting. All ayes. Motion passes. TASK LIST Discuss current action item list Newberry said she goes through the task list and she happened to observe that the numbering changed somewhere between February and April. #13 used to be Glenview Drive shared roadway and that one went away and Siskiyou Boulevard got renumbered on the list. Fleury said Glenview was removed from the list because of the chip seal funding that came through. Originally there was talk about having further discussion about making Glenview a shared road and moving that project forward but then we received grant approval and there is no longer a need to have additional discussions about just the single road. What he had planned to do is have public outreach once we get to the point where the grant is a little bit closer. Faught pointed out we thought we would only get about 400k for the chip sealing but there is additional funding that came forward and every project that was going to be partially funded was funded to 100%. Newberry said that is good news. She added what she would have liked to have seen is this list in a spreadsheet, something where the commission doesn't just lose track of an item on the action list. She would prefer that the numbering be kept as is and then next to it out on there that it was resolved through that grant. By doing it this way, you can see that tasks are being accomplished. Graf said he doesn't think the chip seal on Glenview Drive solves their problem. He said the problem isn't that it's a dirt road, their bigger problem is that cars drive too fast and it's especially problematic when there are pedestrians walking down the street. Making it a shared road is different than chip sealing it and if the shared road is still on the table, that is something that will need a public hearing before moving it forward. Fleury responded that the basis of the grant for the roads designated in the Transportation System Plan (TSP) as shared roads accounts for that conversion, so those designations would make sure that when Glenview was chip sealed it would be converted to the TSP classification, which is a shared roadway. This would require treatments as necessary, signage, posting of the 15mph speed limit etc. Newberry said before we begin the public process for the Chip Sealing projects she would like to discuss the best way to go about that. Staff agreed. Newberry asked about #8 (sidewalk clearance and vegetation maintenance). She asked about the brochures that Kyndra had.previously worked on. The last time she was in the Community Development building she didn't see the brochures out. Fleury said there was a transition period with Kyndra leaving but the intent was to distribute the brochures through our Code Compliance officer as he goes out and also display them in our building. Faught pointed out that staff has been very busy with budget season and with losing an employee during the busy time, it was hard to stay ahead but with budget wrapping up in the next month or so we will be able to get back to these tasks. Barth asked about the Hersey/Wimer signal analysis, He said this has been kicked around for a while and he has lost track. He asked if it is two crosswalks and one stop light. Faught said Kim Parducci was here a few months ago and said the traffic signal at Hersey/Wimer would not function well and she does not recommend that. She recommended two crosswalks and that is what was approved by the Commission. That is now included in in the Capital Improvement Project list which is included in the upcoming budget process. Transportation Commission April 27, 2017 Page 4 of 8 OLD BUSINESS Transportation System Plan Request for Proposal (RFP) Fleury shared he has a good rough draft of the RFP started and he has incorporated comments from the February 9th special meeting. He previously offered to the commission to come and review the document and make any comments independently. Newberry took him up on that offer and came to the office and provided a few comments overall. He is getting ready to finalize the document before sending it over to our Legal department for their review and approval. Once the Legal department gives their approval then he can post it on the Oregon Procurement Network for public solicitation. Usually a solicitation such as this one, is posted for at least thirty (30) days, sometimes forty five (45), depending on the number of pages. He is hoping to get responses by the middle of June and then it'll take a few weeks to grade the applications, he said Newberry volunteered to be a part of the grading team. The grading team will consist of himself, Newberry and hopefully a member of the Planning department. For something like this three (3) is the minimum but he would like to see five (5), just in case it gets down to interviewing the highest ranked firms. He added there is a good portion of the document that focuses on transit and accessibility as requested by the commission. He added, for people that aren't used to this type of process, this document doesn't have to include every single scope item itemized since this is a qualification selection. It has to be broad stroke with some caveats of what we are looking at so they can show they are qualified to do the general scope of services that are outlined. Once a selection is made then we go into a full blown negotiation where everything is itemized on a task level basis. At that point, his intent is to bring it back to the commission to have a recommendation made to approve the final scope and fee and then that is what will go forward to Council for their consideration. Fleury explained to the commission how the Qualifications Based Selection (QBS) process works; the QBS process has a 100k threshold in the state of Oregon. Any engineering services (surveying, photographs, and architectural services) than exceed 100k in cost, require you to only select the consultant. based on their qualifications to perform the work, there is no discussion of money at the beginning stage. Then once you make the consultant selection that is when you go into the negotiation process. Sometimes, especially with the aviation (FAA) type of stuff, we will make the consultant selection based on their qualifications and then after negotiations are finished we send that to a third party purveyor. The third party purveyor then goes through and looks at the scope and completes their own fee worksheet associated with what they think those tasks will take as far as hours and if it is more than a 10% difference between the two, then you get to renegotiate the cost down. We have used that a couple of times in the past, on FAA and non FAA stuff, so that is a possibility and we can discuss that more if it gets to that point. Newberry said she though Fleury did a really good job as far as including the transit element in this. She also thanked Fleury for the explanation on the option of being able to hire a third party examiner because that is a concern of hers. FOLLOW UP ITEMS Street Mural Permit Fleury is working on the Council Communication to take this to the Council at the second meeting in May. INFORMATIONAL ITEMS 201812019 Street Improvement Capital Project List Update Commission on Biennium Capital Project List Fleury said the list includes some carryovers from the current biennium budget period. A few of the new ones which this commission prioritized are the mid-block crosswalks on North Main Street and the Super Sharrow striping through the downtown. Graf asked what is going to happen if Council decides to not do the East Nevada Street Bridge. He asked if that happens is staff going to come back to the commission for direction on where to put whatever money there might be from that project (SDC money). Faught said it can't come off of the CIP list until Council decides what to do with the project. He explained that System Development Charges (SDC's) can only be used on those projects that are designated for SDC funding. He shared the three projects that are going to be shared with the Technical Advisory Committee (TAC) are the bicycle/pedestrian bridge, bicycle/pedestrian/emergency vehicle bridge, and the Independent Way project. The plan is to talk to the TAC about whether there is a strategy on what is the best project Transportation Commission April 27, 2017 Page 5 of 8 to move forward with to the Metropolitan Planning Organization (MPO). They will have more direction after the June 20th Council meeting. Newberry said she needs more of an understanding of how the TSP serves the CIP list and how the CIP list serves the budget. Her understanding is the column on the CIP spreadsheet that shows SDC's, those are funds that we actually have. She asked about the grant column and in respect to the East Nevada Street bridge project it shows three million dollars in grants but yet we currently only have one and a half million secured. Faught said we told Council and the budget committee that if that project moved forward, we would try to secure additional grant funding to fully fund that project and that is why we hired Al Densmore and the JWA group to seek more money. Newberry replied, they didn't get that money. Faught said that is correct and without that additional grant money that project would likely not move forward. He explained these projects have to be on the CIP list and incorporated into the budget so that if we secure the other funding sources, then we have budget authority to move forward. Newberry expressed some confusion because it seems different than traditional budgeting in that you are planning to spend money that you don't already have. Faught said governmental budgeting is a bit different because these budgets are put together in advance and some of the projects are contingent upon securing further funding during the biennial budget period. If you don't put it into the budget and you secure the funding then you are stuck having to wait until the next budget period. Newberry asked about LID's and noticed that there isn't anything listed in that column. Faught explained that Local Improvement Districts (LTD's) can be created in two ways. If the Council has a project that they want to move forward or if the residents have something and they approach Council, and have a petition with 60% support. The reason you don't see very many is because they generally have to fund the project themselves through ten year repayment bond. The next column on the spreadsheet is fees and rates and Faught explained those include street user fee, gas tax, and the food and beverage tax. Newberry pointed out that she observed where the municipal code says "the Transportation Commission will review and make recommendations on the following topics as it relates to all modes of transportation" and #3 is funding, "will make recommendations to the City's transportation section of the Capital Improvements Program'. She said she knows we set some priorities but that seems to be a little different than having the role as described in the municipal code. Faught said she makes a very good point but the way we have handled this is to come to the commission and ask them to prioritize the projects that are contained in the TSP. Newberry shared that she had gone back through the minutes from.the meetings where the prioritization was done and from what she observed, it was done in piecemeal fashion and she feels like that didn't allow for the big picture. Newberry said she walks along Siskiyou Boulevard a lot and one thing she noticed in the TSP is the access management study along Siskiyou. Access management includes guidelines used to determine how wide a driveway is, or how big a curve is, which determines how fast a car can turn onto it etc. All of those things have an impact to pedestrians and right now Siskiyou Boulevard is being built as though it was a rural highway because it is an Oregon Department of Transportation project. If she had been around when priorities were being discussed she would have pushed it; studies were not even looked at. Faught informed her that we applied for a TGM grant for a safety study but did not receive the grant. Newberry said if they were actually advising on the CIP something she would be pushing for is the access management study because that will take some time and even after it is done, it will take time to get the standards and designs changed. Faught said he wishes that she had been on board when the commission went through the prioritization process and he doesn't necessarily disagree. This is a whole new commission right now and thinks those are important things to change. Fleury informed her that he has spoken to Dan Dorrell, ODOT, about the issues with the radius on the south side with the ditch and the bike path. Fleury shared with the commission that he is currently working with the GIS department on a project for the past few months to try to incorporate the following plans into one database: transportation system plan, storm drain master plan, water master plan, sewer master plan, facilities plan, Electric utility plan, Parks capital improvement plan, and the pavement management plan. This way when we go into the next round of prioritizing for the Transportation Transportation Commission April 27, 2097 Page 6 of 8 System Plan there will be a map that everyone can look at and get a big picture view. Hopefully we can eventually we can get our franchisees (Avista, Century Link, Qwest, Charter) to provide us with their data layers so we can incorporate that data as well. Faught said it is a possibility that if the East Nevada Bridge project doesn't move forward, the access management study could be a recommended alternate for use of the SDC funds. Graf asked about whether the.Transportation Commission will be consulted about the street overlays. Fleury said the ones that have been selected are the ones with the highest need. The Wightman and Mountain overlays have already been engineered and so those are able to be completed early on in the upcoming biennium. The map that GIS is working on will actually show the pavement index rating which.will be helpful. During the upcoming TSP update the Transportation Commission will look at this map and begin to piece together the future CIP projects. The commission would like to see the CIP prioritized across categories. Fleury is hoping to have that ready to go by October or November of 2019 and that way we have all of that date in time for the next budget process. Action Summary Accident Report Making an Impact Newsletter (March) COMMISSION OPEN DISCUSSION Graf reminded the commission about the two vacancies. Newberry said in her study of the municipal code she noticed it says "the advisory commissions and boards are encouraged to establish annual goals and action items that reflect the bodies charge. as stated in the specific commission ordinance". She feels it would be useful to have an hour at one of the meetings where the commission can talk about goals and be more proactive, rather than waiting for staff to put together an agenda. Faught said he believes the commission has done goal setting before. He thinks it might be a better idea to do goal setting in a special study session rather than a regular commission meeting. Newberry feels the commission can be more productive and effective once goals are established. The commission agreed it might be a good idea to wait until the two vacancies are filled and those new commissioners come on board. Barth said during the East Nevada Bridge process there were several times when things came up that the Planning department was supposed to do but failed to follow through with. He is hopeful that if staff sees opportunities for things that are going to be coming up in the future that we ensure Planning follows through. He also wonders if there is a way for the commission to play a role in helping to ensure there is follow through, as opposed to looking back in hindsight. Faught said he has the same frustrations. He said the Transportation Commission is now required to look at any type I I I developments, so a large development such as Mountain Meadows would be looked at. He said he would like to have a Planner come to the commission and explain the role that they play in the type III review. Amarotico pointed out that there are a lot of biking activities in the month of May, such as bike to work week, bike to school day etc, and the Siskiyou Velo Club is putting on a lot of bicycle education activities. Vieville said she has been getting a lot of complaints from people in wheelchairs, about not being able to get across some of the intersections because they have such large potholes, specifically Siskiyou/Tolman. Faught asked Vieville to have those people call staff directly so we can get the necessary information to address the issue. He also pointed out that the Police department has a new phone app where you can also report Public Works issues such as potholes, sign issues etc. FUTURE AGENDA TOPICS Next Meeting Date: May 25, 2017 meeting cancelled due to budget hearings Transportation Commission April 27, 2017 Page 7 of 8 ADJOURNMENT Meeting was adjourned at 8;06 p.m. Respectfully submitted, Tami De Mille-Campos Public Works Administrative Supervisor Transportation Commission April 27, 2017 Page 8 of 8 ASHLAND TRANSPORTATION COMMISSION MINUTES June 22, 2017 CALL TO ORDER Graf called the meeting to order at 6:00 pm Commissioners Present: Joe Graf, Dominic Barth, Sue Newberry, David Young, and Corinne Vieville Commissioners Absent: Kat Smith Council Liaison Present: None Council Liaison Absent: Mike Morris, and Rich Rosenthal SOU Liaison Absent: Janelle Wilson Staff Present: Scott Fleury, and Tami De Mille-Campos Staff Absent: Mike Faught ANNOUNCEMENTS - Graf announced the appointment of a new commissioner, Kat Smith. She will be joining the commission at the next meeting. He reminded the commission that still leaves one vacancy. Graf announced he is adding an agenda item under old business. Item A is going to be an update regarding Tuesday's Council meeting in which there were two transportation items on the agenda. He also reminded the commissioners that he and Scott meet the second Monday of every month to plan the agenda, so if anyone has any agenda items they would like to see added please get in touch with either of them beforehand. He stated his philosophy is the task list is agenda items, so anything that is on the task list is fair game for discussion during that time. APPROVAL OF MINUTES Approval of Minutes: February 23, 2017 Newberry/Barth mis to approve minutes as presented. All ayes. Minutes approved. Approval of Minutes: April 27, 2017 Barth/Newberry m/s to approve minutes as presented. All ayes. Minutes approved. PUBLIC FORUM Lisa Hamilton, 1273 Iowa Street Lisa described an experience she recently had when a vehicle crashed nearby her parked car. She saw the vehicle fly up onto what little sidewalk there is in that area. The vehicle collided with the power pole at the corner of Iowa and Avery Street. She described how scary that experience was especially since she has stood at this very pole with her children as they wait to cross the street. She quickly called 911. This is not the only vehicle crash in this area that she has witnessed first-hand. Months back there was another crash late in the night, involving a vehicle crashing into her neighbor's parked van. Many of the drivers on this street are new drivers in high school and living as though they are invincible. Many of the drivers are college students, heading home from parties and bars. Mistakes will be made and many. have already been made. While those mistakes can't be stopped entirely, it is everyone's responsibility to do all they can and to help slow people down and make the street as safe as possible, Karsten Peterson, 321 Bridge Street They are part of an area that has a lot of kids on it. Her kids go to Willow Wind School on East Main. Their route to Transportation Commission June 22, 2017 Page 1 of 8 school is to cross Iowa Street, cross Wightman Street, and then cross at Wightman/East Main. Her kids went on to share their own experiences. Drake shared that he and his brother were taking their dog for a walk down to the park and they saw a car speed up and then start to drift. They started walking out and the car sped up headed towards them and almost hit them. They have made some routes around Iowa to help them get around but they take longer to get to school. They would really enjoy having a crosswalk there. Bodhi agreed that it is really hard to cross Iowa Street without a crosswalk because cars park along the sides of the street and you have to walk almost to the middle of the street in order to get a view of what is coming. He thinks it would be good to have a crosswalk there so people will slow down and so people will have a safe place to cross the street. Newberry pointed out that Iowa Street safety concerns is listed as an agenda item, under task items Phil Hutchings, 2404 Siskiyou Blvd. He is representing himself and his neighbors. He has noticed the speed trailer at the middle of.Bellview Street. He isn't sure why it was set up there. but he thinks it was probably due to excessive speed. Graf pointed out that item is also on the agenda task list. Colin Swales, 143 8t~ Street He is a member of the Southern Oregon Electric Vehicle Association. He doesn't own an electric vehicle himself but having previously been a member of the Planning Commission and the Transportation Commission, he is interested in how the city is dealing with the infrastructure that comes with electric vehicles. He attended a meeting the other night and wanted to relay the information. SOEVA will have an entry in the 4th of July parade, the day prior and the day after that they will also have meetings at the Ashland library. The meetings have to do with ODOT sending a representative to discuss how to deal with autonomous vehicles and how that will effect infrastructure. One of the reasons he got involved with the club is because they were supporters of a shuttle coming to town. Josephine County is going to refurbish a bus to use as a shuttle between Grants Pass and Medford. He will send an email to staff with further details that can be forwarded on to the commission. He also shared one of the things he has been doing for quite some time is monitoring traffic on arterial roads. He has always been a great proponent that we don't need three lanes of auto traffic in our downtown. To that end, he has been monitoring ODOT's figures. The figures are usually a few years behind but the figures have been dropping, 2013 was the lowest since 2003. It has had a slight uptick which may be because of the low fuel prices currently. He will also forward those details to show what the arterial traffic is doing in the downtown, and along Siskiyou, North Main and Ashland Street. While there are still citizens in the audience that spoke about Iowa Street Commissioner Newberry had a few things to share. She shared she has a background in communities doing pedestrian/bicycle safety. One of the things she is going to be trying to encourage staff to do is to start including citizens and commissioners when doing studies such as the study on Iowa. Her experience is the best way to do that is to include people such as Lisa Hamilton who spoke earlier. Newberry also mentioned that crosswalks won't slow people down by marking them. Those crosswalks are legal crossing places now whether they are marked or not. Marking them does help pedestrians feel more comfortable though. NEW BUSINESS Bicycle Swap and Education Program Presentation by Ashland Parks Lori Ainsworth, City of Ashland Parks and Recreation Egon Dubois, teaches bicycle safety classes throughout Ashland Lori updated the commission on how this year's bike swap went. She shared that they use funds generated from the bike swap to facilitate the bicycle safety education program which is operated in the elementary schools, The Transportation Commission June 22, 2017 Page 2 of 8 Ashland Parks and Recreation (ARP) assumed the role of managing this program back in 2012. It costs APR about $9,000 per year and is included within their budget. That pays for the instruction and maintaining the fleet of bikes. This year the bike swap was on Easter weekend and it also happened to be the last day of skiing at Mt. Ashland, so the event was down by about eighty customers from the prior year. The gap between revenues and expenditures this year was $2,600 compared to $1,000 last year. Overall the bike swap is still a very popular community event. Young said his experience was it was less publicized than in previous years. Lori said she would pass that along to the marketing group and to Rachel Dials, Recreation Superintendent. Young also recommended they get communicate to the commission a few months in advance of the event so it can be more on people's radar. Egon stated last year this program was only taught at three schools which is unfortunate that it isn't taught at all of the schools especially because it is free of charge. He pointed out that he has approached Willow Wind every year and every time they have declined. In his opinion, Willow Wind is one of the most problematic schools in terms of access to the school. He wished that Karsten Peterson who had spoken during public forum had stuck around. He feels she could make a great champion for him at that school. Barth said he had remembered talking about Bellview at a previous commission meeting and trying to make further attempts to get them on board but then it became apparent that they were not interested. Young said the Principal is adamantly opposed to the program right now because of the inadequate infrastructure. She doesn't want to encourage kids to bicycle because of this problem. Egon said in previous years he would approach the teachers and Principal of Willow Wind and Bellview via email, occasionally in person as well which he will do this year as well. Despite the fact that he primarily teaches bicycle safety education, he starts by teaching pedestrian safety education and he thinks maybe that is a good thing to point out to the Principal so she can reconsider the program. Newberry suggested when meeting with the Principal that he find out precisely what the concerns are of the Principal. She lives nearby that school and has observed one of the issues is the parents driving-in/out of the school. The drop off/pick-up area is inadequate. If we could get more specific information regarding the problems then maybe the school/commission could work together to solve all of the modal issues. She offered to join Egon, being that she has a lot of background in safe routes to school programs. Egon said he would reach out to the Principal first and then get back to Newberry. Graf said it is discouraging because they had gone ahead with the four way stop at Tolman and he had hoped that would mean they would then take advantage of the bicycle safety program. Discussion was had regarding the need for safe routes to school. Egon said he would be willing to meet at any time to have further discussion. Zagster Bike Share Program Andrea Napoli, Rogue Valley Council of Governments (RVCOG) Fleury went over his staff report regarding how the bike share problem came to existence and the current desire to work with RVCOG in order to keep this program going. Napoli shared that United Way began this program in 2015 utilizing grant funding. United Way approached the RVCOG a few months ago to see if they would be. interested in taking it over as the grant funding was ending on July 24, 2017. The RVCOG had secured grant funding through ODOT and RVTD. Given the short time frame they decided to eliminate some of the current six stations, with half of the use at the Water Street station, and go with the stations that were performing. The ODOT grant funds two stations, twenty bikes for three years. The RVTD funds two stations, ten bikes. With that, the Front Street station in Medford will remain because that was important to RVTD. Other than that, everything through the grant funding will be in Ashland. They have also been working with the self- sufficiency office through the State, they administer Medicaid, SNAP, the jobs program, and Assistance for Needy Families etc., to be able to offer them free use of the system. Young thinks the program is fantastic and it is mentioned in. the 2012 Transportation System Plan. He. asked if the Siskiyou Boulevard location is the location to serve the underserved. Napoli said it was. He thinks the tourist location Transportation Commission June 22, 2017 Page 3 of 8 is very important than everyone thinks, he would love to see it move from Water Street to the Plaza. He thinks ScienceWorks would be a great partner because a lot of families that visit there from out of town and many of them say they don't want to drive when they get into Ashland. Napoli said there are definitely partnerships in the works and they plan to continue to work on securing private sponsors. Right now there is a system in Ashland that will work and once that is installed they can implement other phases if other interested parties come on board. Right now this is being funded with public money but her hope is that they can approach private parties and entice them to support the program by demonstrating that the program is being utilized. She said if anyone has any ideas for potential private sponsorships to please contact her and she will get it added to the list. Asante and OSF are currently on the list for future exploration. Young/Vi6ville m/s recommend to Council that the commission supports the participation in the new RVCOG program, including two stations. All ayes. Motion passes. Young feels this will be a successful program and there will be opportunities for private partnerships in the future. Vieville asked about the potential for adding a tandem bike to the system which could have the potential to benefit the visually impaired. Napoli said there aren't currently any tandem bikes in this system but she can discuss this with Zagster. Vieville asked Napoli if she would be willing to meet with the Lions Club to discuss this, if Vieville was able to set something up and Napoli said yes. July 2017 Meeting Date Fleury reminded the commission that this request is due to him being away at a conference that week. Discussion was had and the commission decided on July 20 from 4:00-6:00 p.m. in Council Chambers. TASK LIST Discuss current action item list Barth asked about the Hersey/Wimer signal warrant analysis and Fleury said that had been postponed due to budget meetings but it is on the July agenda, along with a quarterly update on the Road Diet. Young asked about the super sharrows along Main Street. He said it has been approved by two bodies and he is wondering when this is going to take place. Fleury said the budget was just approved by the budget committee and that budget includes the Capital Improvements List of which the super sharrows was a part of. He is going to task Faught with getting that going this summer and gaining ODOT approval (it is their jurisdiction), so hopefully we can see some forward momentum very soon. Barth asked about the TSP Update and Internal Feasibility Analysis. Fleury said the RFP for the TSP has been advertised and responses are due back by August 1, 2017. Once the responses come back they will begin the formal process, in which Newberry has agreed to be the Transportation Commission representative. Graf shared that Newberry made a great presentation to Council on the East Nevada Bridge and the commission's stance on it. He said there was quite a bit of discussion on this and the vote was not unanimous; they did vote to not go forward with the bridge as proposed in the TSP. He further described how the Council meeting went. Young said he went to the RVCOG meeting last week in which Faught gave a presentation for a twelve foot bicycle/pedestrian bridge or a twenty foot bicycle/pedestrian/emergency vehicle bridge, citing the current fire code. He also presented the Independent Way project as an option. His sense was there had been discussions amongst people in advance of that meeting. The temperature of the room at that meeting was that a bicycle/pedestrian/emergency vehicle bridge would score far less with them than the Independent Way project. That is no surprise to him but is disappointing. Fleury explained we would have to submit a new application for transfer of Transportation Commission June 22, 2017 Page 4 of 8 the grant funding ($1,500,000) over to the Independent Way project. If the RVCOG supports it, then it would go to the RVMPO and they would decide if those grant funds will be reallocated. Young said the Greenway Board is also a potential for funding. They were present at the RVCOG meeting and there was a lot of discussion at that meeting. Fleury said the Greenway Board is very supportive of that connection. Newberry asked if this could be added on a future agenda rather than keep the people in the audience who are here for the next agenda topic waiting. Newberry would like to have the support of the rest of the commissioners to work with Public Works on the Iowa Street Safety Concern issue, She would like to maybe do something like a walking audit, where they would go out there and observe. She doesn't want to have to wait until school starts to fix the problem. Fleury said part of the problem with school starting is the car counts for turn movements, the rest of it will begin when the new budget year starts. Newberry said she understood and would like to be involved in that process. The commission supported the idea. Barth asked about the Sidewalk Clearance and Vegetation Maintenance item. He said they were previously told there was going to be an app for that and he wondered if that had taken place. Fleury said there is an App called My Ashland which you can submit complaints through. OLD BUSINESS Pilot Residential Parking Permit System for Gresham Street Savannah Randall, 810 Park Street She shared that she isn't a resident of Gresham Street but she does spend a lot of time on the street; as her Professor Craig Wright lives there. When she first moved to Ashland she lived across the street from AHS and she experienced a lot of congestion during the day but it tended to loosen up in the evening and during school breaks. In her opinion, if you are a homeowner you shouldn't have that struggle every single day. Donna Wright, 1274 Munson Drive Her grandson lives here and over the years she has seen how horrible it is to try to park nearby. She spoke about something as simple as having small children and trying to unload groceries while parked four blocks away, And other things like taking your child to school while the weather is bad, and the sidewalk is icy. If there was room to put a driveway in, her son Craig would have already done that. She feels people ought to be able to park within a reasonable distance to their house. She doesn't think this residential parking program will be harmful to anybody. Craig Wright, 25 Gresham Street His intent isn't to reiterate what he has already said. He thanked the commission for considering this. He wanted to take a moment to acknowledge Teri Disilva who is currently ill (she served the Ashland Police Department for many years). This isn't a matter of convenience for his family, it isn't an issue they can speak of in idealistic terms and he doesn't think they can afford to look at it that way. It affects them each and every day, it is a basic necessity in life. He believes the community should try to provide for their residents. The library has designated parking spaces, a bike rack, is centrally located and even has a bus stop..He said he is getting older and plans to retire in ten years and he doesn't know how he will feel then. The stories such as the difficulty with unloading groceries, aren't exaggerations. He feels like he is being encouraged to drive more because he spends an extra 15-30 minutes per day driving just to find a place to park. He feels this is an opportunity to do something that is very low cost. He really wants to speak as highly as possible but he has been dealing with this for twenty-three years now and for twenty-three years now he has been asking for a solution. He has done all he can, even going without a vehicle for several years before having children. Colin Swales, 143 8th Street He said this has been a long, ongoing problem. He owned property at 461 Alison Street since 1995. He was surprised when he found out about this because he didn't receive notice of this and yet he is in that immediate area. He said this all started when the library was re-zoned from residential to downtown commercial and thus not requiring off street parking, which allowed them to quadruple the size of the library and cut the parking. His memory of it is that they were going to try to have parking on both sides of Gresham Street and then they found that it was too narrow to Transportation Commission June 22, 2017 Page 5 of 8 do that. At the time the Planning Director (Mac) unofficially designated the north side of Alison Street as defacto library parking, which is what in fact happens with at least two-thirds of the block. He said it isn't just library patrons that come and go, it is library staff as well. He knows the situation that Craig is in and he fully supports this idea. He is just interested to see how this works out and possibly if it can be extended into the other neighborhoods that suffer from the downtown congestion. One of the things that could be done, is to possibly offer an incentive to downtown employees to park in the parking garage, rather than on the residential streets. He requested that any future discussion of this by either the Transportation Commission or the City Council be noticed to the residents on Alison Street and also Union Street. Christina Hubbard, 850 Blackberry Lane She used to live on Gresham Street. She shared with the commission that she appreciates them considering this. She feels it is wonderful for the commission to consider a local's need. The people who live on Gresham Street pay a premium to buy their homes and to keep them up to historical standards. It seems like they do their part to keep their houses looking the way the City wants them to look but it isn't right for them to have to work so hard to just be able to come and go. She spoke about this past winter with all the snow and ice that we got and how difficult that is for the aging residents in that neighborhood who have to park blocks away. Young feels there are two issues here. One, is specifically related to Craig's issue. He feels there is some level of service that is owed to him if there is absolutely no off street parking option. He feels that is legitimate. The issue for him is he wonders if you can do an individualized thing as a pilot. He thinks we can do a pilot for a particular residence on a request basis, if it is allowed. He remembers exactly what Colin Swales described with the changes to the library parking. He shared that the Downtown Parking Committee started to look at a residential parking permit program and that's when everything got tense, and things got pushed off. That parking plan got voted down by Council. With that said, he thinks we should look at individual requests, based on a residence having no off street parking. Newberry isn't sure that it is practical given what Diamond Parking said at the first meeting she isn't sure how feasible and practical it is. If we have something that isn't enforced, it's useless. She feels it is more enforceable if we have the five spaces. She is concerned about the letter opposing this, which was just handed out and inserted here into the record. The resident is concerned about pushing the vehicles further up Gresham. She would anticipate if this was done as a pilot project to see how it worked, that there would be parameters set but she believes we will have requests coming in from nearby residents very quickly. We need to be careful because whatever is decided for this situation is likely going to determine what happens for residential permits. She thinks we may want to consider limiting the number of permits per household but not limit the people that would be eligible, that way residents along Gresham, Alison and Union could apply, and limit the permits to two per household (no off street parking) or one per household (off street parking). She believes we should do this as a pilot and if it doesn't work then we will know what doesn't work about it, which will give us a foundation to improve. We need to approach it very carefully and approach it as a new pilot program. Vieville feels it is important to be able to be close to where you want to get to, especially if you have an illness or develop a disability at some point in life. Barth thinks some sort of permit system is overdue and he is hoping this will maybe effect metered parking downtown. He thinks the five spaces that were presented at the first meeting, is a good place to start. Graf agrees with Young and is fully supportive of doing one or possibly two spaces for Craig, but he is not supportive of starting the precedent of giving "free reserved parking" to everybody who feels they don't have adequate off-street parking.. He supports the situation that the Wright's are in and he supports supplying one space for them but he doesn't think we should supply five spaces just because it is easier for Diamond Parking or because that is the block section. Fleury pointed out when he and Faught first went out there they talked about installing a driveway in the front yard so there was dedicated parking. If a driveway was installed, per our standard, he could take up thirty feet of frontage which would equate to almost two parking spaces there. If he were to do that you would lose more spaces than you Transportation Commission June 22, 2017 Page 6 of 8 would gain by having the off street parking in front of his home. Wright informed the commission that he attended every one of the library meetings pleading his case about how it was going to affect parking and he was reassured about how it was going to be ok. Newberry m/ move forward with a pilot project that would create the five spaces on Gresham as a pilot project that would run 6-12 months. At six months, at a minimum, the pilot program would be evaluated. Motion died sue to lack of second. YoungNieville mis due to compelling circumstances and lack of off-street parking the Commission requests Council approve the provision of one reserved parking space in front of 25 Gresham Street for use by the homeowner, to be reviewed after one year. All ayes. Motion passes. FOLLOW UP ITEMS None INFORMATIONAL ITEMS Action Summary Accident Report Officer MacLennan went over the accident report for March and April and they discussed a few of the accidents listed. Officer MacLennan spoke regarding the residential parking issue. This was something that was brought up to him about six months ago by the Director of SOU Security.who would like to come and speak to the commission in the near future. SOU just purchased a program that uses a license plate reader and his theory is that his students shouldn't be bothering residents that are surrounding the school. The resident's license plates would be saved in the system and if they have visitors, you can go on any smart phone and add the plate info to the system (or call in). He thought this might be something we want to look at if we do venture into more residential parking permits, Officer MacLennan shared he had a complaint about parking on Tolman Creek, just above Siskiyou Blvd. (County roadway). The road is narrow and people tend to park along the shoulder, and there aren't any no parking signs. He said he wasn't sure there would be anything that could do about enforcement because it is a county road. He passed the information along to Fleury. Officer MacLennan spoke regarding the issue with Iowa Street. He said Karl Johnson (Engineering) did a speed study and the average speed was 22.4 mph, there isn't a' speed issue up there. We need to remember when they are talking about these crashes that are happening, these crashes are due to intoxication. There is a blind spot issue with the power pole on the SE corner of Garfield. Officer MacLennan mentioned that is just so happened that Washington/Ashland got brought up today because he had two crashes out there today involving U-turns. ODOT has talked to him and want him to enforce U-turns out there and he has asked them to install signage and they have said no. Making an Impact Newsletter (May) COMMISSION OPEN DISCUSSION FUTURE AGENDA TOPICS Next Meeting Date:, July 20, 2017 Transportation Commission June 22, 2097 Page 7 of 8 ADJOURNMENT Meeting was adjourned at 8:27 p.m. Respectfully submitted, Tami De Mille-Campos Public Works Administrative Supervisor Transportation Commission June 22, 2017 Page 8 of 8 Thursday June 22, 2017 Due to the lack of residential parking in front of our home, we are never able accommodate guests, workers, trucks or moving vans. So, whenever we need to have any work or maintenance done, trucks often need to park blocks away and hand carry equipment, because library employees and others who don't live on Gresham Street take up all the spaces in front of our houses. There is never a free space in front of our home, the Wrights' home, or'the home on the other side of them. Consequently, our guests need to carry luggage or potluck dishes, often from several blocks away. It's an ongoing headache for everyone who lives on this street, especially as we get older, facing broken bones, other health complications, etc. What good will building wheel chair access do us if we can't access the house because non-residents are taking up the few spaces in front of our homes? The situation is extremely difficult for us and impossible for the Wrights. It should also be noted that we own historic homes, which require extra expenses for maintenance and. repairs, as that's what the city requires of us. Reciprocation for these expectations through the establishment of residential parking would at least help us, by giving us a place for us and our workers to park. Thank you.for your consideration. Steven and Patricia Cutler 31 Gresham Street Tami Campos From: Mike Faught Sent: Tuesday, June 20, 2017 8:16 AM To, Scott Fleury; Tami Campos Subject: FW: Pilot Residential Parking Permit for Gresham Street (5 spaces between Hargadine and Beach Streets) From: Thomas G. Paterson [mailto:paterson@mind.net] Sent: Tuesday, June 20, 2017 7:38 AM To: Mike Faught Subject: Pilot Residential Parking Permit for Gresham Street (5 spaces between Hargadine and Beach Streets) To Michael R. Faught, Public Works Director: a Thank you for your letter of June 14, 2017, about a "Pilot Residential Parking Permit for Gresham Street." We cannot attend the June 22 meeting of the Ashland Transportation Commission. I welcome your putting this message into the record and letting me know that it arrived. I think this proposal is a bad idea that will compound, not remedy, the parking issues on Gresham Street and connecting neighborhoods. First, removing five spaces will simply push cars farther up Gresham Street, thus negatively impacting parking for residents above Beach Street, who already see a clogging from heavy Library users' parking. Second, its seems clear that five spaces are more than are needed. There are three buildings on Gresham between Hargadine and Beach. One of the houses has a garage and a driveway just off Beach. The "house" at the corner of Hargadine and Beach offers rental units and already has F parking places on Hargadine. The only house that apparently has no parking on its premises sits 9. between these two mentioned places. The owner has two very large vehicles that really take up three spaces. But, regardless of the car sizes, your granting the owner any specially-designated spaces will privilege him/her over all of his neighbors, including many who live up Gresham, or on Allison and Vista. Third, the question of enforcement of the use of the proposed five spaces looms large. People i who are determined to visit the Library, even for a "short time," will not always honor the parking permit restriction. Such people already park in front of a nearby driveway, sometimes blocking it, and they even knock. over recycle and garbage bins placed on the curb for our Tuesday pick-ups. Who will enforce the parking permit requirement? The police? The police t have a lot more important activities to undertake than to drive constantly on Gresham Street i i i looking for violators, be they Ashlanders or tourists. The police department has more important business to conduct that to answer phone calls about the misuse of the spaces. Sincerely, Thomas G. Paterson 63 Gresham Street Ashland, OR 97520 541-201-0369 (home) paterson@inind.net 2 6/23/17 Commissioners Graf, Barth, Newberry, Young and Vieville 1 had intended to see you all last night ( June 22, 2017) at the TC meeting, but had, a conflict come up at the last minute which prevented me attending. I want to THANK each of you for your extraordinary hard work on the E. Nevada Bridge project (N17) and in particular commend Sue Newberry for her concise, summary of your work to the City Council meeting on June 20, 2017. Joe Grafs presence further added credibility & accountability to the TC presentation. Clearly your work, public feedback and factual engineering data came together to convince Mike Faught (to support to reject ) and the CC to vote to reject N 17. The CC was well informed of the complexities of N17 and it was clear they appreciated they had received a comprehensive briefing prior to the 6/20/17 Council meeting. Your efforts contributed to the Council being well informed. Members of the CC were very complimentary to you all & one also thanked the TC for the letter (penned by Joe & Sue) the CC received shortly after the March 23, 2017 meeting at which the TC recommended N17 be rejected. It is my opinion that the CC has a new found respect for the work- ethic and dedication to examining details & facts you have shown you deliver. I also believe the TC performance will continue as new projects & proposals land on the TC desk. These will be well vetted & examined by the TC to the i benefit of the residents of Ashland. I look forward to attending further meetings and am especially interested in the discussions around a green solution for crossing Bear Creek at E. Nevada ( bike & walking) and getting down Main Street by electric trolley/bus. Thanks again for volunteering to work so diligently for Ashland residents and the City. .I am submitting this letter for the record. Susan Hall. RN 210 E. Nevada St. Ashland. 510-828-1344 srhallrn5-comcast. net CITY OF -ASHLAND Memo' Date: August 29, 2017 From: Michael R. Faught To: Transportation Commission RE: Pilot Residential Parking Permit -Gresham between Beach Avenue and Vista St. BACKGROUND: As discussed at the.April 27, 2017 meeting staff has publicly notified residents and business in the general vicinity of the Gresham St. where the residential parking permit pilot system could be employed. The Commission will hear public testimony regarding the implementation of a residential parking permit pilot program for five (5) parking spots between Beach Ave. and Vista St. on the west side of the roadway, reference attached map. History: The Downtown Multi-Modal and Circulation Committee discussed the need to consider' incorporating residential parking permits in the downtown area sometime in the future. While most of the committee discussion related to the railroad district, we have a situation on Gresham between Hargadine Street and Beach Avenue (see attached map) that may be a perfect location to implement a pilot residential permit in that block. Mr. Wright who lives at 25 Gresham (across from the Library) does not have residential parking on his property. In most neighborhoods there is sufficient street parking available to provide residential parking; however in this case, Mr Wright lives across from the Library and the street parking on the block are generally full most of the time. To remedy this situation, staff consulted with Diamond Parking (who has experience with residential permitting) to develop the following draft pilot residential parking permit: • Designate all 5 parking spots on this block as residential permit parking only 24/7; • Allow all residents on the block to apply for the permit; • Diamond would develop enforcement up to 5:30 pm and the police department would enforce after that; • Each resident would be allowed one permit at no cost and would have to pay $25 for a second permit if available. City crews will purchase and install signs, develop parking permits, and Diamond Parking will develop the residential policy and process the request for the parking permits. C:1UserslshipletdlAppDatalLocal\MicrosoftlWindows\TemporaryIntemet FileslContentOutlookl1DRDS71H109 05 17 Gresham St. Residential Parking Permit.Atch3.doc CONCLUSION: The Commission is to take public input on the proposed residential pilot program and make a recommendation to the City Council regarding whether to implement the pilot program or not. Public Works staff will then bring this item to the Council for discussion. C:1UserslshipletdlAppDatalLocaRMicrosoft\Windows\TemporaryIntemet Files\ContentOutlookl1 DRDS71 H109 0517 Gresham St. Residential Parking Permit.Atchldoc v I t ?M Cap ~Y I W ar r 3 • r b t 1 > •~I Al Irv E 1"-,.W. fF i 1. 4; \ I . ,i + ~ i7 L Proposed Pilot Residential Parking Permit Legend Proposed Parking Lines N Taxiots 0 12.5 25. 60 Feet i l l i ~ ~ l i l Council Business Meeting September 5, 2017:' Title: Climate and Energy Action Plan -.Goals/Targets Ordinance From: David Lohman City Attorney david.lohman@ashland.or.us Summary: Council approved the Climate and Energy Action Plan ("CEAP" or "Plan") on March 7, 2017, capping 18 months of committee work and extensive public engagement. The Plan provides a foundation and framework for community and City actions to reduce greenhouse gas (GHG) emissions and make our local environment, infrastructure, and people better able to cope with the growing impacts of climate change. At its July 18, 2017 meeting the Council considered several possible Council actions intended to affirm the City's commitment to the Plan's targets and goals. Following comments from staff, members of the CEAP Ad Hoc Committee, and other members of the public, the Council approved a motion directing staff to prepare an ordinance reflecting the City's commitment to the Plan while acknowledging the Plan might be modified as needed by Council action in the future and limiting exposure to possible future litigation over interpretation of the goals. The attached draft ordinance is staff's attempt to reflect the intent of Council as expressed in its July 18, 2017 discussion and motion. Staff s discussions with some interested members of the public have resulted in an ordinance presented as Attachment A for First Reading that differs slightly from the one sent to Council as required two weeks prior to the scheduled First Reading. The earlier version previously sent to Council is attached as Attachment B for information only. Actions, Options, or Potential Motions: I move to approve First Reading, and placement on a future Council meeting agenda for Second Reading, of the proposed ordinance presented as Attachment A and titled "An Ordinance Establishing Greenhouse Gas and Fossil Fuel Reduction Goals and Targets for Community and City Operations" [with the following modifications Staff Recommendation: Staff recommends approval of the proposed ordinance (Attachment A). Resource Requirements: Beyond the resources already committed in the 2017-19 budget for a CEAP Coordinator, the resources necessary to meet the CEAP targets and goals may well be considerable, but are not susceptible to estimation at this time - partly because of fast-changing technological and regulatory developments. Page 1 of 2 CITY OF -ASHLAND Policies, Plans and Goals Supported: 1) 2015-17 City Council Goals 22.1 - Develop and implement a community climate change and energy plan 2) Ashland Comprehensive Plan, Element XI - Energy, Air and Water Conservation Background and Additional Information: At its March 7, 2017 meeting, Council formally approved the CEAP document with a unanimous vote. In addition, a CEAP staff position was incorporated by the Citizen's Budget Committee into the City's 2017-19 biennial budget, and the hiring process for that position is currently underway. CEAP Goals and Targets 1) Reduce Ashland's contribution to global carbon pollution by reducing greenhouse gas emissions associated with City, residential, commercial and industrial activities: o Reduce total community greenhouse gas emissions by 8% on average annually through 2050 o Attain carbon neutrality in City operations by 2030, and reduce fossil fuel consumption by 50% by 2030 and 100% by 2050 2) Prepare the City's communities, systems and resources to be more resilient to climate change impacts As noted in the plan document in several places, the 8% annual emissions reduction goal is derived based on what is called a science based methodology and is a relatively new method for setting emission reduction targets. This goal methodology results in a very aggressive reduction trajectory; however, it aligns with what is globally accepted as necessary to avoid potentially catastrophic impacts. It is understood that local action alone cannot achieve the 8% annual emissions reduction goal. But local action can play a part in achieving the overall reductions needed and can be a catalyst for action and change beyond what can be collectively controlled and influenced at the local level. Implementing the Plan will require increased focus on climate change and greenhouse gas emissions as key decision-making considerations and will involve nearly every department within the City, as well as community and civic partners, businesses and all residents. Attachments: Attachment A: Final version of CEAP ordinance recommended for approval on First Reading Attachment B: Early version of CEAP ordinance sent to Council August 22, 2017 Additional Links Final CEAP Action Plan Ad hoc CEAP Committee minutes, February 15, 2017 Minutes of July 18, 2017 Regular Meeting of Ashland City Council Page 2 of 2 CITY OF ASHLAND ORDINANCE NO. AN ORDINANCE ESTABLISHING GREENHOUSE GAS AND FOSSIL FUEL REDUCTION GOALS AND TARGETS FOR COMMUNITY AND CITY OPERATIONS 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, increased concentrations of greenhouse gases in the atmosphere are causing mean global temperatures to rise: The decade from 2000 to 2010 was the warmest on record; 2016, 2015 and 2014 are the three hottest years on record; and the seventeen consecutive months of May 2015 through September 2016 each set a record for global average surface temperatures for their respective months. WHEREAS, C02 levels in the atmosphere surpassed 400 parts per million (ppm) for the first time in 800,000 years in the year 2013 and have come near or exceeded that level in the following years. WHEREAS, the health, welfare, and economic future of the residents of Ashland will be impacted by these climatic changes WHEREAS, the City of Ashland ("The City") has a Climate and Energy Action Plan ("Plan") intended to guide and support both City and Community efforts to advance the goal of returning global atmospheric C02 concentration to below 350 ppm by the year 2100. WHEREAS, the strategies and actions in the Climate and Energy Action Plan may be updated over time upon approval by the City Council. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1: The City of Ashland Municipal Code (AMC) Title 9 is hereby amended by adding a new Chapter 9.40 to read as follows: 9.40 CLIMATE ACTION PLANS 9.40.010 Definitions The following words and phrases whenever used in this chapter shall be construed as defined in this section. Ordinance No. Pagel of 3 A. "Greenhouse Gases" or "GHG" means gases in the atmosphere that absorb and emit radiation and are the fundamental cause of the greenhouse effect. B. "City Operations" means any and all actions undertaken by the Ashland municipal government, including any operations at its own facilities or elsewhere. C. "Community" means collectively all individuals or entities operating, residing or located within the boundaries of the City, including private and public entities. D. "GHG Baseline" means Ashland's 2015 GHG emissions calculations as found in the 2016 Greenhouse Gas Inventory document. 9.40.020 Climate Action Goals. Achievement of the Climate Action Goals, as set forth in the most current City Council- approved version of the Climate and Energy Action Plan, shall be a part of all goals for City Operations. The City shall also actively encourage other Community entities and individuals to make achievement of the Community Climate Action Goals, as set forth in the most current City Council-approved version of the Climate and Energy Action Plan, a part of the goals for their respective operations and facilities. 9.40.030 Climate and Energy Action Plan Contents. and Updates The Climate and Energy Action Plan and any updates must contain the following: A. Specific and measurable GHG reduction targets and milestones to guide and direct City Operations toward achieving the Plan's GHG mitigation and fossil fuel reduction targets for the City. B. Specific and measurable GHG reduction targets and milestones to guide the Community toward achieving the Plan's GHG mitigation and fossil fuel reduction targets for the Community. C. The above carbon mitigation and fossil fuel reduction targets for City Operations and for the Community must each be supported by at least the following elements in the Plan: 1. Strategies, actions, timelines for meeting the Plan's GHG and fossil fuel reduction targets. 2. Schedule of periodic objective, science-based evaluations of progress towards achievement of the Plan's GHG and fossil fuel reduction targets. 3. Minimum reporting content and schedule for presentations to City Council on CEAP, GHG Inventory updates, and progress towards achievement the Plan's GHG and fossil fuel reduction targets. 4. Specific process for considering Plan amendments, including comprehensive review on a three year cycle. 5. Specification of the responsibility of the Climate and Energy Action Plan Commission or any other committee established by the City to provide ad hoc or ongoing advisory input on CEAP implementation and updates. SECTION 2. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. Ordinance No. Page 2 of 3 SECTION 3. Codification. Provisions of this Ordinance shall be incorporated in the City Code and the word "ordinance" may be changed to "code", "article", "section", "chapter" or another word, and the sections of this Ordinance may be renumbered, or re-letter, provided however that any Whereas clauses and Sections 2 and 3 need not be codified, and the City Recorder is authorized to correct any cross-references and any typographical errors. The foregoing ordinance was first read by title only in accordance with Article. X, Section 2(C) of the City Charter on the day of , 2017, and duly PASSED and ADOPTED this day of )2017. Melissa Huhtala, City Recorder SIGNED and APPROVED this day of , 2017. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. Page 3 of 3 ATTACHMENT B ORDINANCE NO. AN ORDINANCE ESTABLISHING GREENHOUSE GAS AND FOSSIL FUEL REDUCTION GOALS AND TARGETS FOR COMMUNITY AND CITY OPERATIONS 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, increased concentrations of greenhouse gases in the atmosphere are causing mean global temperatures to rise: The decade from 2000 to 2010 was the warmest on record; 2016, 2015 and 2014 are the three hottest years on record; and the seventeen consecutive months of May 2015 through September 2016 each set a record for global average surface temperatures for their respective months. WHEREAS, C02 levels in the atmosphere surpassed 400 parts per million (ppm) for the first time in 800,000 years in the year 2013 and have come near or exceeded that level in the following years. WHEREAS, the health, welfare, and economic future of the citizens of Ashland will be impacted by these climatic changes WHEREAS, the City of Ashland ("The City") has a Climate and Energy Action Plan ("Plan") intended to guide and support both City and Community efforts to advance the goal of returning global atmospheric C02 concentration to below 350 ppm by the year 2100. WHEREAS, the strategies and actions in the Climate and Energy Action Plan may be updated over time upon approval by the City Council. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1: The City of Ashland Municipal Code (AMC) Title 9 is hereby amended by adding a new Chapter 9.40 to read as follows: 9.40 CLIMATE RECOVERY Ordinance No. Page 1 of 3 9.40.010 Definitions The following words and phrases whenever used in this chapter shall be construed as defined in this section. A. "Carbon Neutral" means zero net emissions of greenhouse gases (GHG). B. "City Operations" means any and all actions undertaken by the Ashland municipal government, including any operations at its own facilities or elsewhere. C. "Community" means collectively all individuals or entities operating, residing or located within the boundaries of the City, including private and public entities. D. "GHG Baseline means Ashland's 2015 carbon emissions calculations as found in the 2016 Greenhouse Gas Inventory document. 9.40.020 Climate Recovery Goals Achievement of the Climate Recovery Goals, as set forth in the most current City Council- approved version of the Climate and Energy Action Plan, shall be a part of the goals for City Operations. The City shall also actively encourage other Community entities and individuals to make achievement of the Community Climate Recovery Goals, as set forth in the most current City Council-approved version of the Climate and Energy Action Plan, a part of the goals for their respective operations and facilities. 9.40:030 Climate and Energy Action Plan Contents and Updates The Climate and Energy Action Plan and any updates must contain the following: A. Specific and measurable GHG reduction targets and milestones to guide and direct City Operations toward achieving the Plan's carbon mitigation and fossil fuel reduction targets for the City. B. Specific and measurable GHG reduction targets and milestones to guide the Community toward achieving the Plan's carbon mitigation and fossil fuel reduction targets for the Community. C. The above carbon mitigation and fossil fuel reduction targets for City Operations and for the Community must each be supported by at least the following elements in the Plan: 1. Strategies, actions, timelines for meeting the Plan's GHG and fossil fuel reduction targets. 2. Schedule of periodic objective evaluations of progress towards achievement of the Plan's GHG and fossil fuel reduction targets. 3. Minimum reporting content and schedule for presentations to City Council on LEAP, GHG Inventory updates, and progress towards achievement the Plan's GHG and fossil fuel reduction targets. 4. Specific process for considering Plan amendments, including comprehensive review on a three year cycle. 5. Specification of the responsibility of the Climate and Energy Action Plan Commission for providing advisory input on CEAP implementation and updates. Ordinance No. Page 2 of 3 SECTION 2. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. SECTION 3. Codification. Provisions of this Ordinance shall be incorporated in the City Code and the word "ordinance" may be changed to "code", "article", "section", "chapter" or another word, and the sections of this Ordinance may be renumbered, or re-letter, provided however that any Whereas clauses and Sections 2 and 3 need not be codified, and the City Recorder is authorized to correct any cross-references and any typographical errors. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2017, and duly PASSED and ADOPTED this day of , 2017. Melissa Huhtala, City Recorder SIGNED and APPROVED this day, of )2017. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. Page 3 of 3