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HomeMy WebLinkAbout2017-1016 Study Session Packet CITY OF ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, October 16, 2017 Council Chambers, 1175 E. Main Street 5:30 p.m. 1. Public Input (15 minutes, maximum) II. Look Ahead review III. Capital Improvement Program Strategic Planning IV. Police funding options Immediately following the study session, Council will hold an Executive Session in the Jury Room for real property transaction pursuant to ORS 190.660(2)(e). In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735- 2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL 15, 2014, CHARTER CABLE WILL BROADCAST MEETINGS ON CHANNEL 180 OR 181. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US 11120 1111211 1:~4 1 1215 12/18 121 11/6 Study Session (in Council Chambers) 11/6 1 U date on Road Diet intersection improvements PW Paula Brown SS 2 Update on water treatment plant siting PW Paula Brown SS 3 Pioneer Hall update re: emergency shelter use and structural issues Admin PW John Karns/ Paula Brown SS next steps 11/7 Regular Council Meeting 11/7 4 Update on rec lin challenges/opportunities from Gary Blake Admin Adam Hanks PRES 5 Resolution creating the heritage tree list Com Dev Bill Molnar CONS 6 Confirmation of new Fire Chief HR Tina Gray CONS 7 A roval of property purchase for trail extension Parks Michael Black PH 8 Public Hearing on ordinance re: cottage housing Com Dev Bill Molnar PH ORD-2 ORD-1 9 Housing program update Com Dev Bill Molnar NEW 10 Smoking ordinance revisions Le al David Lohman ORD-2 11/20 Study Session (in Council Chambers) 11/20 11 Discussion of Council Meeting Rules/Protocols Legal David Lohman SS 11/21 Regular Council Meeting 11/21 12 Annual Presentation b H&HS Commission Com Dev Bill Molnar PRES 13 Appointments to ad hoc CEAP Committee Admin Mayor Stromber CONS 14 Evaluation of stud session location change Admin John Karns NEW 15 Ordinance re: cottage housing Corn Dev Bill Molnar ORD-2 12/4 Study Session (in Council Chambers) 12/4 16 10x20 update PW Admin Paula Brown/ Adam Hanks SS 12/5 Regular Council Meeting 12/5 17 Annual Presentation b the Planning Commission Com Dev Bill Molnar PRIES 12/18 a Stud Session in Council Chambers 12118 12/19 Regular Council Meeting 12/ 1/1 Study Session canceled (New Years Day) 1/2 Regular Council Meeting 1/15 Study Session canceled (MLK, Jr. Day) 1/16 Regular Council Meeting 1/30 State of the City 2/5 Study Session (in Council Chambers) 2/6 Regular Council Meeting 2/19 Study Session canceled (Presidents' Day) 2/20 Regular Council Meeting Commission Presentation Dates - 2017 Commission Presentation Dates - 2018 ,February 21 - Transportation Commission February 20 - Transportation Commission March 21 - Tree Commission March 20 - Tree Commission April 18 -Historic Commission Aril 17 - Historic Commission May 16 - Wildfire Mitigation Commission May 15 - Wildfire Mitigation Commission Page 1 of 3 City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE***** 2. June 5 - Band Board Jul 17 - Forest Lands Commission August 14 - Conservation Commission September 18 - Airport Commission October 16 - Public Arts Commission November 6 - Housin & Human Srvcs. Comm. December 4 - Planning Commission To Be Scheduled Discussion of potential solutions to deer problems (re q. of Councilor Seffin er Discussion regarding the seismic code Update on internal controls policy Senior issues (re q. of Mayor Stromber Report on Eugene homeless and shelter infrastructure, including car camping (re q. of Mayor Stromber Continued discussion/approval of Lithia Way/Pioneer St. beautification project Waterline Road LID disillusion Policy regarding civic donations Discussion of AFN Governance Committee recommendation re: new AFN Commission Page 3 of 3 Council Stud Session October 16, 2017 Title: Capital Improvement Program Strategic Planning Item Type: Presentation Requested by Council? Yes From: Scott A. Fleury Deputy Public Works Director Scott.fleuryCe7ashland. or.us Discussion Questions. The Capital Improvements Program is coordinated and projects are implemented through the Public Works Department. The following discussion questions could be considered: 1. How are priorities within the budgeted period considered? 2. How is the community provided with information on the project implementation schedule? Resource Requirements: All resources for the Capital Improvement Plan (CIP), including budget appropriations and project management are accounted for within the Public Works Department. Sul4gested Next Steps: Unless otherwise directed staff will continue to use this improved system to consolidate and prioritize projects wherever possible for improved efficiencies. Policies, Plans and Goals Supported: 94. Evaluate real property and facility assets to strategically support city mission and goals. 4.1 Identify and evaluate underperforming assets. 4.2 Cultivate external funding opportunities In addition, the development of a strategic system plan for Public Works improvements and maintenance work is supported by all adopted master plans. Backl4round and Additional Information: The Public Works Department has adopted master plans for each specific division; Street, Storm, Water, Wastewater, Facilities, and Airport. These master plans not only detail operational maintenance requirements but also improvement projects driven by numerous system needs. Each plan is developed independently from the other and in general, projects were previously prioritized by system need without consideration for the whole infrastructure system. Public Works staff has worked on developing an improved system for prioritization of maintenance projects and CIP projects that accounts for all system needs. Geographic Page 1 of 3 CITY OF ASHLAND Information Systems (GIS) has documented project data from each adopted master plan and geo- located each specific project into a citywide database. In addition to specific capital roadway projects, the street division prepares approximately 25,000 sq-ft of roadway each year for slurry seals. Likewise, the water, wastewater and storm water divisions prioritize minor construction and major capital improvements. The resulting work is typically prepared in "regions" within the City and the prioritization map includes a layer by project type for these regions and the proposed year to perform the work. Public Works staff will use the newly developed database to prioritize future biennium budget projects with the intent to maximize, where possible, the ability to combine multiple projects being conducted on one roadway or region into one larger project. For example, combining a road overlay project with the replacement of a waterline and/or storm drain or sewer mainline improvements. Combining these projects will reduce overall contractor mobilization charges and reduce impact to adjacent properties by only having one construction period instead of multiple phases. Each enterprise fund (water, sewer, storm, and street) will pay their appropriate share of the larger total project improvement. Public Works staff is also working with franchise partners (such as gas, phone, etc.) to better inform them of future overlay projects in order to facilitate any improvements they have prior to a final street rehabilitation/overlay project being completed. 2017-19 Biennium Road Rehabilitation/Overlay Projects In the current biennium the City has planned street improvement projects for Wightman Street (from Siskiyou Boulevard to Quincy Street), Mountain Avenue (from Hersey Street to the 15 overpass), Hersey Street (from Mountain Avenue to Main Street) and phase II of the Grandview Drive shared roadway conversion. The City will receive a Congestion Mitigation and Air Quality (CMAQ) grant for chip sealing unpaved roadways and the engineering work will begin later in the current biennium, with construction most likely occurring in the following biennium. A recent Federal Highway Administration (FHWA) requirement necessitates compliance for all existing Americans with Disabilities Act (ADA) ramps adjacent to street rehabilitation projects be brought into compliance with the most current standards. Staff is in the process of surveying all ramps for the Mountain and Wightman projects in order to determine ADA ramp compliance and what, if any, design changes are required prior to finalizing the engineering drawings and formally bidding these projects. Staff has released a formal Request for Proposals to select an engineering firm for the Hersey Street project with responses due back October 26, 2017. Once the consultant selection and project scoping has been completed the final design contract for this project will be brought before Council for approval. The intent for the next biennium (FY20/21) is to move forward with the rehabilitation of Siskiyou Boulevard, Ashland Street, A Street and continuation of the chip seal program. Staff intends to bring a full update on all CIP projects to Council in early 2018. UP "Storybook" In addition to the prioritization of CIP projects, staff is also working on a CIP storybook that will be a front facing website for citizen use. The CIP storybook will provide pictures and narratives for each CIP project adopted in the current biennium. The projects will also be geo-located on a City base map. Project details will include stage of development from engineering to Page 2 of 3 CITY OF ASHLAND construction, key contacts including; engineer of record, contractor and City staff. As projects move from engineering to construction the storybook can be updated to include a calendar of proposed construction activities and traffic control plans that detail road closures and detours. Attachments: CIP Mapping sheets Page 3 of 3 CITY OF -ASHLAND N rte.-;~..,,,•- f .N T "„~,.5,. Q Q _ \ , CIP Project Locations r ((gy~pp Project Ty A Bike O Z d ` s .f jf \ 0 Other ■ Pedestrian _ wa - - Q Sewer Collection l O Storm Drainage . 'p Roadway ® Water Distribution bY. wi. t S K/ , .J Q cc) Sy fa ? GASH DST M ' ti. z Recommendations © J ' O - Mill 1.0", Overlay 2.0" ' . y{} O 2 Mill 2.0", Overlay 2.0' - Mill 2.0", Overlay 2.5" p ° 0? - MITI 2.0", Overlay 2.5"1 Mill 1.0", Overlay 2.0" 1 _ • \ .y O - Mill 2.0", Overlay 3.0' \ (rjy MITI 4.0", Overlay 5.0" - Not LlsCed O Reconstruct l / / f I O O - Reconstruct/ M01 2.0", Overlay 2.5" - ~SurfaceTreatment ° Surface Treatment/ Min 2.0", Overlay 2.5" C I T Y r Or 5HLAN D - ( J"J• ~;A - CIP Project Locations Project Type 4 ! Roadway 55 a _ 'k A-S&JLA - Recommendations Mill 1.0", Overlay 2.0' Mill 2.0", Overlay 2.0' s I V I) N t - MITI 2.0", Overlay 2.5" ~ x y - Mill 2.0", Overlay 2.5"/ M111.0", Overlay 2.0" O `Cv - MITI 2.0", Overlay 3.0" ;1; . i_ . _ M~ • ,G49. MITI 4.0", Overlay 5.0' \ - Not tlsted r Reconstruct Reconstruct/ Mill 2.0", Overlay 2.5' Surface Treatment - Surface Treatment/ Mgt 2.0", Overlay 2.5" C I T Y OF r - -ASHLAND N ~1`~ CIP Project Locations ti T~ - F _ Project Type " - - Y~ - Pedestrian 36 T /47 1 ~9,SFlL9NQST f~ 4 LANDS " Recommendation I t - - Mill 1.0", Overlay 2.0" Mill 2.0", Overlay 2.0• MITI 2.0", Overlay 2.5" r' R a Z~ Mill 2.0", Overlay 2.5"1 Mill 1.0, Overlay 2.0" 1 N Mgt 2.0", Overlay 3.0' a i T Mgt 4.0, Overlay 5.0'` Not Listed - ~ +ef - Reconstruct I Reconstruct/ Mill 2.0", Overlay 2.5" I Surface Treatment ~ cIrr or - Surface Treatment/ Mgt 2.0", Overlay 2.5" _ -ASHLAND ~J i _ CIP Project cations Project Type q Bilge 21 71 in. - r A.StJ1 AND_$7 I UJ - HLAND Recommendations i - $ ` ' - C~ Mill 1.0, Overlay 2.0" 1 ~ZclW -MITI 2.0", Overlay 2.0' r l MITI 2.0, Overlay 2.5" ,v - MIII 2.0", Overlay 2.5"1 Mill 1.0', Overlay 2.0" !J s ~ I T t• Z~ Mill 2.0', Overlay 3.0" L c MIII 4.0", Overlay 5.0• Not Listed - __•J..~ _I-- .Fib /--a" ~ a Reconstruct ~ . Reconstruct/ Mil 2.0", Overlay 2.5" r - _ Surface Treatment r ' t Surface Treatment/ M012.0, Overlay 2.5" e r r o r -ASHLAND 'I 99N \ CIP Project Locations Project Type 0 I - 4 t r _ f Recommendations MITI 1.0, Overlay 2.0" MIII 2.0", Overlay 2.0" t Mill 2.0", Overlay, 2.5" MIII 2.0 Overlay 2.5"/ Mil 1.0", Overlay 2.0" MIII 2.0", Overlay 3:0" Jl ~~y {J - , MIII 4.0, Overlay 5.0' - Not UsteE f Reconstruct -i - Reconstruct/ Mil 2.0", Overlay 2.5` Surface Treatment J J ~ 1 m.- ,Aim Surface Treatment/ Mill 2.0", Overlay 2.`~` uTr or 74SHLAND i QP Project Locations Project Type O Stour, Drainage 64 - win - - e r O . - e... O + s ~ cc> 'lye i asr~D t Recommendations - MITI 1.0", Overlay 2.0' _ I 'r r cr _ . a i \ MITI 2.0", Overlay 2.0" Q N -t L. , ✓ - MIII 2.0", Overlay 2.5" ~ - MIII 2.0", Overlay 2.5"/ MR] 1.0", Overlay 2.0" O MIII 2.0", Overlay 3.0" MIII 4.0", Overlay 5.0' - - (ry Not Usted f J Reconstruct Reconstruct/ Mill 2.0, Overlay 2.5" - - Surface Treatment - - Surface Treatment/ Mill 2.0, Overlay 2.5" c T r or -ASHLAND N : yFFCIP Project Locations Project Type a r° { Water Distribution 64 J I "l~- f/ Z O ar ern \ F. 9! SHL9N.D SJ l 1 a cHLA n S ~ 4T if Recommendations Mil 1.0", Overlay 2.0' t M812.0", Overlay 2.0' MN 2.0", Overlay 2,5" Mill 2.0, Overlay 2.5"/ Mil 1.0", Overlay 2.0" ~ Mill 2.0", Overlay 3.0' / MITI 4.0", Overlay 5.0' Not Listed \ - Reconstruct arc J \ 4 Reconstruct/ Mill 2.0", Overlay 2-S' - Surface Treatment Surface Treatment/ Mil 2.0", Overlay 2.5" t - c T r o r ! ,4SHLAN /D~ wERSersT QP Project Locations . Project Type - Other 8 51 f C~ W f FI tp t - ASNLgNDT - 1 SHLAND ST f :I I 777""" Recommendations 4 ! p° MAI 1.0", Overlay 2.0" _ _>.-s• r , it - Mill 2.0", Overlay 2.0" + r, -MAI 2,0", Overlay 2.5" - MAI 2.0", Overlay 2.5"/ Mill 1.0, Overlay 2.0" - Mill 2.0, Overlay 3.0" Mill 4.0, Overlay 5.0" - ----,Not Listed ~ L 5. Reconstruct - Reconstruct/ MIA 2.0", Overlay 2.5" - Surface Treatment Surface Treatment/ MAI 2.0", Overlay 2.5" Cdr -ASHLAND % Council Stud Session i October 16, 2017 Title: Police Funding Options Item Type: Request for Direction Requested by Council? Yes From: Mark Welch Administrative Services Director mark.welch@ashland. or. us Discussion Questions: How does the Council wish to proceed in funding the 3 new Police Officers, authorized but not yet funded? Resource Requirements: A new Police officer costs about $110,000 per year. The cost of the 3 new Police Officers would be $330,000 per year or $660,000 for the biennium. SuIZIZested Next Steps: Staff is seeking direction on the method to fund the authorized positions. Policies, Plans and Goals Supported: 23. Support innovative programs that protect the community. 24. Increase safety and security city-wide Background and Additional Information: The Council authorized the hiring of five new Police Officers in April. The authorization was approved to start the recruitment process with funding mechanism to be brought back at a later meeting date. The five new Police Officers would increase the staffing level of each shift by one officer and an additional officer to serve as the School Resource Officer (SRO). The increased Police staffing has been discussed at length. For more background on the need for increased staffing please see the April 4th Council Communication. On June 20th the Council voted to increase the Property Tax rate 4.5 cents per $1,000 of assessed valuation to fund one Police officer. In July the Council approved a resolution to create a Public Safety Support Fee of 50 cents, along with the State Marijuana Tax receipts, to fund another officer. There remain three authorized positions that are not funded. The City is close to hiring one recruit in the next month with a likely second recruit being hired in December. If funding is identified the Police Department has one more candidate in background that could be hired in the Page I of 4 CITY OF -ASH LAN D relative short term, but have yet to identify potential candidates for the remaining two officers. The City has an open recruitment. In order to provide an in depth discussion of possible funding solutions, staff reviewed all General Fund expenditures and revenue options. The options below are all potential revenue and expenditure reductions found to fund the three unfunded Police officer positions. The items listed were discussion items and no action has been taken to initiate any of them. Expenditures: The General Fund is limited in available expenditure reductions. The three main Departments are; Police, Fire and Community Development. The Community Development Department increased fees to fund an additional staff member. The Police Department is analyzing ways to fund additional officers, and the Fire Department is lean and has limited areas of reductions. Another area of potential reduction is the Economic and Social Service Grants. The Social Services Grants are on a two-year contract and would not be available until the next biennium. The Economic, Cultural, and Tourism Grants are on a one-year contract and could be reviewed for reductions to help offset the cost of the new Police officers. The below table depicts the General Fund expenditures for the last biennium. In order to reduce General Fund expenditures, staff is confident that a service level reduction would occur. Biennial to Date Actuals (24 Months) General Fund Administration S 478.472 Administration - Library 56.587 Administration - Tourism 66.395 Administration - Municipal Court 951.831 Administrative Services - Social Services Grants 265.254 Administrative Services - Economic & Cultural Grants 1.497.427 Administrative Services - Miscellaneous 109.460 Administrative Services - Band 127.186 Administrative Services - Parks 9,560,000 Police Department 13,487,220 Fire and Rescue Department 15,713.581 Public Works - Cemetery Division 675.451 Community Development - Planning Division 2,705.513 Community Development - Building Division 1.353.877 Interfund Loan Transfers 97,010 Contingency - Total General Fund 47.145.263 Revenue Enhancements: Staff reviewed all potential revenue sources available in the General Fund. The analysis included items for discussion purposes and any new or changes would need to be approved by the Council and communicated to the impacted organization before enactment. Page 2 of 4 CITY OF -ASH LAN D I 1% increase funds an additional Police officer, • Transient Occupancy Tax Increase: Each 1 /o increase funds an additional Police officer, and also provides $250,000 for Tourism Infrastructure. • Public Safety Support Fee Increase: Each $1 /per funds 1 officer • FY 2018/19 Property Tax Increase: FY 2017/18 Funded 1 officer • Food and Beverage Tax: Potential update to distribution formula • Live Entertainment Ticket Tax: Unknown revenue amount • Parking Meter Fees: Estimated to generated $1 million per year • Local Gas Tax: No clear nexus with officers Recommendation for Discussion: Hiring Police officers is a hard endeavor and very few of applicants are able to meet the requirements to serve the City of Ashland. The Police Department, unfortunately, has not been able to hire a new officer as of October. The good news is that two officers are close to being hired, one within the month and another potentially in December. The City has been collecting revenue from the property tax increase, Public Safety Support Fee, and also the State Marijuana Tax to fund two officers for the full year. Without having expensed any funds for the officers, staff is recommending that we authorize the hiring of two more Police officers utilizing currently available General Fund revenue. J-iY-December za1~ it, property T. 4.5 Cent/$1,000 --F. Safety S'Qpa he 0.50 Centz pc moochS=< Mariij-Tar January-June 2019 i Page 3 of 4 CITY OF ASHLAND The current funding model only provides funding for two officers for a full year. Using available revenue can delay the need to increases fees or taxes. The Police Department is optimistic that they will be able to identify and hire three additional officers by the end June 30, 2018. When the Department is able to hire the fifth officer, staff is recommending that we utilize budgeted contingency funds to cover the cost for year one. Staff is recommending the following to fund the five Police Officers on a sustainable model. w Increase TOT by 1% to fund an additional officer and use the 70% restricted revenue for tourism infrastructure, effective July 1, 2012 m Authorize the hiring of 2 additional Police Officer, and implement a $2 increase in the Public Safety Support fee on July 1, 2018 w Continue exploring outside funding sources for the School Resource Officer w If outside funding identified, then reduce Public Safety Support Fee by $1 Attachments: None Page 4 of 4 CITY OF -ASHLAND