HomeMy WebLinkAbout2017-1017 Regular Meeting Packet I
CITY OF
ASHLAND
Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written
comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Time permitting, the
Presiding Officer may allow oral testimony. If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council
Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to
some extent on the nature of the item under discussion, the number of people who wish to speak, and the length of the agenda.
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
October 17, 2017
Council Chambers
1175 E. Main Street
Note: Items on the Agenda not considered due to time constraints are automatically continued to the next
regularly scheduled Council meeting [AMC 2.04.030.E.]
7:00 p.m. Regular Meeting
1. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. MAYOR'S ANNOUNCEMENTS
V. APPROVAL OF MINUTES
1. Study Session of October 2, 2017
2. Business Meeting of October 3, 2017
VI. SPECIAL PRESENTATIONS & AWARDS
1. Annual presentation by the Public Art Commission
VII. PUBLIC FORUM Business from the audience not included on the agenda.
(Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits
to enable all people wishing to speak to complete their testimony.) [15 minutes
maximum]
VIII. CONSENT AGENDA
1. Acceptance of minutes of boards, commissions, and committees
2. Special procurement for dam safety engineering
3. Establishment of the Alan C. Bates Public Service Award
4. Approval of a resolution titled, "A resolution authorizing the City of Ashland to
provide a city building for a winter shelter three nights per week through April,
2018"
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CITY OF
ASHLAND
IX. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request
form" prior to the commencement of the public hearing. Public hearings shall
conclude at 9:00 p.m. and be continued to a future date to be set by the Council,
unless the Council, by a two-thirds vote of those present, extends the hearing(s)
until up to 10:30 p.m. at which time the Council shall set a date for continuance
and shall proceed with the balance of the agenda.)
None
X. UNFINISHED BUSINESS
1. Request for direction from Council to draft a resolution to authorize a ballot
measure for a GO Bond for the Police Phase 2
XI. NEW AND MISCELLANEOUS BUSINESS
1. City Hall options information
2. Appointment of City Administrator
XII. ORDINANCES. RESOLUTIONS AND CONTRACTS
1. First reading by title only of an ordinance titled, "An ordinance amending AMC
Section 9.30.010 to clarify the linear limitation of smoking prohibition," and
move on to second reading
XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL
LIAISONS
XIV. ADJOURNMENT OF BUSINESS MEETING
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting,
please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72
hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the
meeting (28 CFR 35.102-35.104 ADA Title 1).
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9, OR ON CHARTER CABLE
CHANNEL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
CITY COUNCIL STUDY SESSION DRAFT MINUTES
Monday, October 2, 2017
Council Chambers, 1175 E. Main Street
Mayor Stromberg called the Study Session to order at 5:30 p.m.
Councilor Slattery, Councilor Morris, Councilor, Darrow, Councilor Seffinger and Councilor Lemhouse were
present. Councilor Rosenthal was absent.
Also present was Budget Committee Members: Furuichi, Runkle, Moran, Nagel, Amery, Hyatt, Cody
1. Public Input (15 minutes, maximum)
None.
Mayor Stromberg moved item 3 to 2.
2. Preliminary Stn Quarter Financial Report of the 2015/17 Biennium*
Finance Director, Mark Welch gave a Power Point Presentation (see attached).
Items discussed:
• General Fund Revenue
• Taxes
• Property Tax History
• General Fund Expenditures
• Removing Parks Funding
• General Fund by Department
• Central Service Fund
• Reserve Fund
• Street Fund
• Health Benefit Fund
The Budget Committee discussed the funds. Mr. Welsh referred all to Ashland. or.opengov.com for more information.
3. Look Ahead review
Interim City Administrator, John Karns gave an overview of the Look Ahead.
Mr. Karns also announced that there is Leadership Training Program beginning for City employees that
will begin this month.
4. City Council Planning Session
Councilor Slattery spoke regarding getting items on the Look Ahead.
The Council gave lists of items that they would like to add to Study Sessions.
Councilor Slattery:
City Administrator search
Presentation on affordable housing which is currently scheduled for Nov. 7"'
Pioneer Hall-decision points.
Council process issues.
Appointment process.
Downtown beautification program including sidewalks and cleanliness and street programs.
Councilor Seflin2er:
Structure of commissions.
Liaisons to departments.
Compliance with ADA.
Future Bonds.
CEAP expenditures.
Strategic planning.
Public Input at Study Sessions.
Councilor Lemhouse:
Goal setting/strategic planning.
Downtown beautification.
Master Plan for Urban Trees.
Affordable Housing.
Council Process.
CEAP Priorities.
Croman Property.
Commission priorities.
Councilor Morris:
R3 - Affordable Housing.
SDC's and Fees.
Railroad property.
Master Plans.
Councilor Darrow:
Prioritize on which topic to discuss first.
Briscoe School.
Downtown Sidewalks.
Council suggested Staff to bring a plan back to Council on how to address the topics suggested.
Councilor Darrow suggested to move Study Sessions back into the Siskiyou room. Council decided to
bring this topic up again at the 2nd Study Session Meeting in November.
The Study Session was adjourned at 7:00 PM
Respectfully submitted by:
City Recorder, Melissa Huhtala
Attest
Mayor Stromberg
*As appointed members of the City's Budget Committee are being individually invited for discussion of Agenda Item # 1,
a quorum of the full Budget Committee may be in attendance.
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
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Minutes for the Ashland City Council
October 3, 2017
Page 1 of 4
MINUTES FOR THE ASHLAND CITY COUNCIL
Tuesday, October 3, 2017
Council Chambers, 1175 E. Main Street
1. Call to Order
Mayor Stromberg called the meeting to order at 7:00 PM in the Civic Center Council Chambers.
2. Roll Call
Councilor Slattery, Morris, Seff nger, Darrow, and Lemhouse were present. Councilor Rosenthal
was absent.
3. Mayor's Announcements
Mayor Stromberg announced the current commission vacancies.
City Attorney Lohman introduced the new Assistant City Attorney Katrina Brown and gave
information about her background. He offered thanks for the work that Doug McGeary did while
working in the City Attorney's office as a part-time Assistant City Attorney.
4. Approval of Minutes
1. Business Meeting of September 5, 2017
2. Business Meeting of September 19, 2017
Councilor Slattery commented regarding having Ad-Hoc Committee minutes submitted for
Council review. He requested Staff to have Ad-Hoc Committee and Regular Commission
liaisons submit their minutes.
Councilor Slattery/Lemhouse m/s to approve the minutes as presented. Discussion: None.
Voice Vote: All Ayes. Motion Passed.
5. Special Presentations and Awards
None.
6. Public Forum
Sue Wilson requested that City award Chris Dodson an outstanding service recognition award.
(See attached written testimony).
I
7. Consent Agenda
1. Procurement of three dump trucks each exceeding $100,000
2. Request for approval of a contract addendum for internet service
3. Authorization to transfer ownership of a retired police vehicle to Talent PD
4. Appointment of Jackie Bachman to the Housing and Human Services Commission
Councilor Slattery removed item #3 for discussion. He asked why we were giving away a vehicle
work $14,000. Chief O'Meara explained that the value of the vehicle
Councilor Slattery/Seffinger m/s to approve the consent agenda. Discussion: None. Voice
Vote. All Ayes. Motion Passed.
Minutes for the Ashland City Council
October 3, 2017
Page 2 of 4
8. Public Hearings
None
9. Unfinished Business
None
10. New and Miscellaneous Business
1. Recommendation from the ad hoc City Hall Advisory Committee
Management Analyst, Ann Seltzer gave an overview of the background of the Ad-Hoc
Committee's creation. Public Works Supervisor, Mike Morrison gave a presentation of the
current city hall status. Due to 50 years of deferred maintenance, there is a host of issues costing
the city a considerable amount of money and staff time.
Juli Di Chiro, Chair of the Ad-Hoc City Hall Committee, introduced the committee members and
gave an overview of their discussions. Stated they were unable to come to a consensus on an
option. They decided that rather than forward a single option, they would give Council options
for consideration and the ability to seek more information to make an informed decision. She
gave an overview of the choices the committee considered (shown in the agenda packet).
Ms. Di Chiro described how the committee created the criteria for deciding on what options to
present to Council. She gave an overview of the choices forwarded to Council by the committee.
The committee was frustrated by not having full cost estimates of the options for consideration.
The committee feels Council should seek more firm cost estimates before making any final
decision. They also recommend that Council go forward with putting phase II of the Police
Station/ Emergency Operations Center on the May 2018 ballot. The group also offered their
services in reviewing options after the City has gathered more complete cost estimates of the
proposed options.
Councilor Lemhouse asked if the committee considers the facade of the current City Hall to be of
significant historical value. Di Chiro stated that the group was split on this concern, some felt it
was of historic value others were more concerned with the cost of any option, not just the
financial cost but the cost in disruption to the plaza area and nearby businesses.
Parking space was discussed.
Councilor Seffinger asked if group considered solar and how the building fits with LEAP. Di
Chiro stated they didn't take this much into consideration, as that's construction-planning
concern, not specifically related to location and function of the building. Seffinger asked if the
group considered issues related to being in the Hostler Dam inundation zone. Di Chiro stated that
this wasn't a high concern for the committee. It was to her, in addition to the ADA access issues
with the current building.
Councilor Darrow asked about the deed restrictions. Lohman stated that this is not enough of a
concern to not move forward with any of the options.
Minutes for the Ashland City Council
October 3, 2017
Page 3 of 4
Councilor Darrow asked if group asked about relocation of current staff if the building was
remodeled. Di Chiro stated that this was brought up, but was not a high enough concern to
prevent that location rising to the top. They did consider relocating some staff to the EOC
location, if that building is completed in time.
Councilor Darrow asked if Briscoe ranked where it did because of how late that option was
presented. Di Chiro stated that it was already on the table as an option when the group started
and therefore was given equal consideration.
Public Input:
Sharon Javna-219 Almond St., Ashland. Stated that Briscoe has many advantages including
location closed to downtown, plentiful on-street and off-street parking and preserving the
building and the park. She spoke that there are still many questions that need to be answered.
Jim Young-265 North Main Suite B 44- Spoke regarding costs. The facilities committee of the
school board came up with the idea that they would be willing to trade Briscoe for future permit
fees and should be explored. He's noticed that the current city hall is currently smaller by 1,000
square feet that the gym at Brisco. He spoke that the idea of having a 4 story structure at the
current site seems inefficient.
Ms. DiChiro stated that when the business manager proposed the fee exchange it was just an
option and currently has no agreement to such a proposal from the School Board.
Councilor Lemhouse ask if the group discussed moving Community Development to the Civic
Center and moving City Hall functions to the Community Development building. Ms. Seltzer
stated that the group discussed building location, not specific function.
Council discussed the next steps.
Councilor Slattery stated for the record that he is serving on the Ashland School Board Bond
Committee.
Council discussed RFQ possibility, requirements and timeline. Council requested that Staff bring
back further information about the Police remodel and EOC at the next business meeting.
Council discussed the possibility of locating everything in one place.
Councilor Slattery stated his frustration regarding the approval of the phase II of the Emergency
Operations Center (EOC) that was done in 2011, and now it's become an issue requiring our
timeline to be sped up. Chief O'Meara discussed the history of the Police Phase II/EOC.
Council discussed timelines and options.
Councilor Lemhouse/Slattery m/s to have Staff bring back a proposal at the next possible
regular meeting; a proposal of the Police Phase II/ EOC with a recommendation that the
Minutes for the Ashland City Council
October 3, 2017
Page 4 of 4
Bond be placed on the May 2018 ballot. Discussion: Mayor Stromberg asked if Staff can
do this before the next meeting. Staff answered, yes. Councilor Darrow spoke in
opposition of the motion.
Roll Call Vote: Councilor Lemhouse, Morris, Slattery, Seffinger: Ayes; Darrow: Nay.
Motion Passed 4-1.
Council discussed whether or not they want to consider including Briscoe School in the RFQ
process and have a Study Session regarding the issue.
11. Ordinances, Resolutions and Contracts
None.
12. Other Business from Council Members/ Reports from Council Liaisons
Councilor Slattery asked when a plan for a City Administrator search will be brought forward.
Staff spoke that they could add this item to the next Council Meeting.
Councilor Seffinger announced that the Salmon Festival is Saturday.
Councilor Slattery announced that Indigenous People Day Celebration is October 8th and 9c"
13. Adjournment of Business Meeting
Meeting adjourned at 9:25 PM
Respectfully submitted,
Diana Shiplet
Administrative Analyst
Attest:
Mayor Stromberg
Minutes for the Conservation Commission
August 23, 2017
Page 1 of 3
MINUTES FOR THE ASHLAND CONSERVATION COMMISSION
Wednesday, August 23, 2017
Siskiyou Room, 51 Winburn Way
1. Call to Order
Vice-Chair Risa Buck called the meeting to order at 6:00 p.m.
Commissioners Jamie Rosenthal, Mark Weir, Cara Cruickshank, and Roxane Beigel-Coryell
were present. Staff member Adam Hanks was present. Commissioners David Sommer, Bryan
Sohl, Mari Koopman, James McGinnis, and Council Liaison Traci Darrow were absent.
Group discussed the agenda and agreed to only do a preliminary discussion of goal setting due to
the number of commissioners absent.
2. Consent Agenda
Beige l-CoryelI/Weir m/s to approve the minutes of July 28, 2017, as presented. Discussion:
None. Voice Vote: all ayes. Motion Passes.
3. Announcements
The next commission meeting will be September 27, 2017.
Beigel-Coryell thanked Buck for her recent article in the newspaper regarding the SOU recycling
program which got its start in Professor Eric Ditmeyer's Environmental Studies class. Professor
Ditmeyer was present at the meeting and stated for the group that his students were very
enthusiastic and had worked beyond the scope of their capstone project. He thanked Buck and
Beigel-Coryell for their assistance and encouragement.
4. Public Forum
Eric Ditmeyer- stated he is representing SOCAN. They are starting a Master Climate Protector
class similar to the Master Gardener program. There was a test-pilot in spring with 15 students.
The first class of the next training will start September I Ot". He gave details of the sorts of
classes to be offered in the series. He gave and overview of how graduates from the program will
be able to use the information learned for themselves and the community.
Jeff Sharpe - thanked the commission for their on-going work.
5. Old Business
Sneak Preview Column - Group discussed the article submitted by Cruickshank and
recommended adding either full urls instead of hyperlinks or deleting the links entirely.
Cruickshank agree with this suggestion.
WeirBeigel-Coryell m/s to approve the October article submitted by Cruickshank, with
corrections to the urls as discussed. Discussion: None. Voice Vote: all ayes. Motion Passes.
Group agreed to the following potential article topics:
• November - Leaf Bag program, by Rosenthal
Minutes for the Conservation Commission
August 23, 2017
Page 2 of 3
• December - CEAP ordinances (the big picture on where we are), by McGinnis
• January - conservation successes at the ASD, by Sommer
Water Subcommittee - Buck handed out the flyer for the Laundry to Landscape event. Southern
Oregon Landscape Association is sponsoring the event by covering the cost of the instructor.
6. New Business
Review of Imperatrice Property Use Recommendation to Council - Group reviewed the
recommendation as presented in the agenda packet.
Weir/Beigel-Coryell m/s to approve the recommendation memo as presented. Discussion:
Weir stated the memo captures what was discussed and the motion made at the last meeting.
Beigel-Coryell stated she appreciated that it wasn't a negative or aggressive memo, but was
focused on conservation of natural resources on the site.
Cruickshank stated she would have voted no on doing a memo at the last meeting because she
believes all the uses being proposed have space on the site. Beigel-Coryell stated the memo
doesn't eliminate any of those uses, but affirms the group would like Council to keep in mind the
natural conservation on the site and that there are many other good locations for solar in town.
Buck stated she was compelled by the presentation regarding the grasshopper sparrow and the
need for conservation of that species.
Beigel-Coryell asked the group if they should make it clear that the focus is on preserving only a
specific area on the property? Hanks reminded the group that there are no locations specifically
designated for particular uses at this time. Weir stated he wants it to be clear that he is entirely
opposed to having solar on any portion of the site. Cruickshank stated there are not black and
white (solidly good or solidly bad) uses on the site -just lots of options and grey areas.
Cruickshank moved to amend motion to add a sentence that the group isn't ruling out
solar on the site. Motion died for lack of a second.
Voice Vote on original motion: 4 ayes, I nay. Motion passes.
Group thanked Hanks for drafting the memo and discussed when was the appropriate time to
send to Council. They agreed it should be part of the next update on the 10x20 ordinance.
Conservation Commission Goal Setting - Hanks handed out copies of the goals document
submitted by the group members. Group discussed whether they should proceed despite lack of
attendance or whether moving forward made more sense. Cruickshank suggested that the group
table the discussion at the moment and in the meantime flesh out their own goal suggestions for
discussion at the next meeting.
Minutes for the Conservation Commission
August 23, 2017
Page 3 of 3
i
Hanks asked if the group wanted staff's input on any of the suggestions. Buck stated that she
would prefer the group work on a prioritization of what's important and then have staff give
input. Group generally agreed to this approach.
Weir reminded the group that it would be useful to have the goal setting completed before
Council starts their own goal setting/strategic planning process.
7. Wrap Up
Hanks informed the group that the Drive Less Challenge is about to start and he is working on
getting city employees more connected to the program as well as get information out to the
public. He also gave information on the new Zagster bike-share program.
Buck gave an overview of the commission's recent update to Council. Group thanked Buck for
presenting with Koopman.
Hanks gave update on when CEAP related ordinances are scheduled at Council and on the CEAP
position hiring process.
Meeting adjourned at 7:32 p.m.
Respectfully submitted,
Diana Shiplet
Executive Assistant
ASHLAND HISTORIC COMMISSION
Meeting Minutes
September 6, 2017
Community Development/Engineering Services Building - 51 Winburn Way- Siskiyou Room
CALL TO ORDER:
Commission Chair, Shostrom called the meeting to order at 6:03pm in the Siskiyou Room at the Community
Development and Engineering Offices located at 51 Winburn Way, Ashland OR 97520.
Commissioners Present: Council Liaison:
Skibb Rich Rosenthal
Emery Staff Present:
Leonard Maria Harris; Planning Dept.
Swink Regan Trapp; Secretary
Von Chamier Nathan Emerson; Planning Dept.
Whitford
Shostrom
Giordano
Commissioners Absent:
APPROVAL OF MINUTES:
Leonard motioned to approve minutes from August 2, 2017. Swink seconded. Voice vote; All AYES. Motion
passed.
PUBLIC FORUM:
Melissa Mitchell-Hooge of the Ashland, Save our Schools and Playground Group and Jim Young of Lithia Arts
Guild addressed the Commission regarding saving Briscoe School. Ms.Mitchel l-Hooge submitted an
informational packet to the Commission for their review. (see attached, exhibit A) Ms. Mitchell-Hooge
emphasized, that in order to utilize the building they will need to increase the parking. She went on to say that
this building has lots of historic value and there are many different things this building could be utilized for within
the City. Ms.Mitchell-Hooge commented that Briscoe School is big enough to accommodate City Hall and other
departments under one roof. The Commission was very responsive and supportive of the idea of the City saving
this building.
COUNCIL LIAISON REPORT:
Rosenthal gave the Council Liaison report. Items discussed were:
• Consent agenda- New PW director, Paula Brown will be taking over for Mike Faught.
• Public art was approved for the Theater Corridor Project. Installation will be in the Spring of 2018.
• Approval of 1St reading of greenhouse gas targets.
• Senior Center citizen input in regards to the changes being enforced by Parks and Recreation
Commission.
Shostrom read aloud the procedure for public hearings.
PLANNING ACTION REVIEW:
PLANNING ACTION: PA- 2017-01294
SUBJECT PROPERTY: 128 Central Avenue
APPLICANT: Rogue Planning & Development Services
OWNERS: Robert Baldwin
DESCRIPTION: A request for Site Design Review for an eight-unit multi-family development for the property
located at 128 Central Avenue. The existing house contains two units, and the proposal would add six 475-
square foot units at the rear of the property in two triplex structures accessed from the alley. The application
also includes requests for a Conditional Use Permit to exceed the Maximum Permitted Floor Area in the
Skidmore Academy Historic District by nine percent (395 square feet) and for a Tree Removal Permit to
remove seven trees six-inches in diameter-at-breast-height or greater. COMPREHENSIVE PLAN
DESIGNATION: High Density Multi-Family Residential; ZONING: R-3; ASSESSOR'S MAP: 39 I E 04CC;
TAX LOT: 4500.
Von Chamier stated that her firm has been assigned the project but she will have no issue in making an
unbiased decision. Harris stated that she felt that this would be a conflict of interest and to be on the safer
side, Von Chamier should dismiss herself from this presentation.
Von Chamier recused herself from planning action review for PA-2017-01294.
Harris gave the staff report for PA-2017-01294.
Harris spoke about the letters from the neighbors that were submitted before the meeting and asked the
Commissioners to review them prior to making a decision.
Shostrom opened the public hearing to the applicants.
Amy Gunter, applicant's representative, Rogue Planning and Development, 1424 S. Ivy St, Medford,
addressed the Commission regarding this project. Ms. Gunter stated that there are no storm drain facilities
in the neighborhood and the on-site retention would most likely be in the parking area. She went on to say
that the alley is required by code to be paved.
Ron Davies, owner of 157, 159, & 171 Helman Street addressed the Commission regarding this project. Mr.
Davies has concerns about the paving of the alley which is required by code, He is concerned about
potential overflow onto his property and wants to know what kind of sidewalk and gutters will be added. Mr.
Davies stressed the importance of keeping the lot coverage normal
Ms. Gunter addressed the Commission regarding Mr. Davies concerns.
Shostrom closed the public hearing and opened to the Commission for comments.
Giordano motioned to approve PA-2017-01294 with recommendations. Swink seconded. Voice vote; All
AYES. Motion passed.
Recommendations of Historic Commission for PA-2017-01294:
• The Historic Commission believes the scale and massing is similar to buildings along the alley.
However, the Commission believes a portion of the development could be two story and designed
to meet the Historic District Design Standards in order to preserve trees.
• Use smooth siding, not textured hardy plank.
• Add 3 to 4-inch framing between single hung windows.
• Do not use white windows.
• Increase size of porch posts to larger than 4 x 4 - wrap 4 x 4 or use 6 x 6.
• Use decorative or flat balustrade on porch railing of new units, do not use proposed 2 x 2.
PLANNING ACTION: PA-2017-01310
SUBJECT PROPERTY: 981 Siskiyou Blvd.
OWNERS: MH Smith Inc.
APPLICANT: MNM Fund LLC
DESCRIPTION: A request for Site Design Review, Conditional Use Permit and Tree Removal Permit
approval for a three-unit multi-family residential development for the property located at 981 Siskiyou Blvd.
The proposal includes retaining the existing residence and constructing two units at the rear of the property.
The Conditional Use Permit request is to exceed the maximum permitted floor area for the historic district by
164 square feet. The Tree Removal Permit request is to remove three trees to the west of the existing home
including an Italian cypress, maple and an ash tree. COMPREHENSIVE PLAN DESIGNATION: Commercial;
ZONING: C-1; ASSESSOR'S MAP: 391E 09DA; TAX LOT: 8100.
There was no ex-parte contact or conflict of interest indicated by the Commission.
Harris gave the staff report for PA-2017-01310.
Shostrom opened the public hearing to the applicants.
Amy Gunter, applicant's representative, Rogue Planning and. Development, 1424 S. Ivy St, Medford, and
Melanie Smith, applicant of MNM Fund and General Contractor, Ashland, addressed the Commission
regarding this project.
Dominic Smith, neighbor residing at 965 Siskiyou Blvd, Ashland, addressed the Commission regarding the
project. Mr. Smith stated that his property line is 2 feet into the property at 981 Siskiyou and halfway into the
tree that is slated for removal. He wants to know if anyone had done any measuring on the lot in order to start
this project. Mr. Smith does not want the tree removed as it would have him looking right through the windows
of the property being built and is looking into paying a surveyor to see where the property lines actually lie.
Melanie Smith, MNM Funds, addressed the Commission regarding Mr. Smith's concerns. Ms. Smith stated
that her measurements are based on fence lines and where the neighboring property lines lie.
Shostrom closed the public hearing and opened to the Commission for comments.
Shostrom motioned to deny PA-2017-01310. Leonard seconded. Voice vote; All AYES. Motion passed.
Recommendations of Historic Commission for PA-2017-01310:
• The Historic Commission determined the proposal does not meet the Historic District Design standards
and therefore does not meet the approval criteria for a Conditional Use Permit to exceed the allowed
maximum permitted floor area (MPFA). The Commission does not recommend approving the
application.
• Height, Scale, Massing, Form (AMC 18.4.2.050.B 2, 3, 4, 9)
The Historic Commission's concern is that the proposed structure is out of scale with historic
buildings in the vicinity. Specifically, the proposed design is box-like and has very little
architectural detail such as variations in massing. Additional items that were identified by the
commission follow.
• The front entrances should be well-defined and would typically have a landscape buffer
between the entrance and driveway (Entrances AMC 18.4.2.050.8.10).
• The slider windows are not historically compatible (AMC 18.4.2.050,C.2.g).
• Needs historically compatible architecturally details such as water table, belly band and
double hung windows.
• Square footage used in MPFA calculations is inconsistent with unit sizes outlined in
application and may not be accurate.
PLANNING ACTION: PA-2017-01417
SUBJECT PROPERTY: 228 B St
OWNER: Hani Hajje
APPLICANT: Kerry KenCairn
DESCRIPTION: A request for Site Design Review, Conditional Use Permit approval, and Tree Removal
Permit for the property located at 228 B Street. The proposal involves the development of a two-story, 1008-
square foot detached addition to accommodate two additional Traveler Accommodation units. A Tree
Removal Permit is also requested to remove five Leyland Cypress trees, one 7" in diameter pine tree, and
one 9" in diameter flowering plum tree. The requested approval would allow operation of a seven unit traveler
accommodation including six guest units and one owners unit. COMPREHENSIVE PLAN DESIGNATION:
Multifamily Residential; ZONING: R2; ASSESSOR'S MAP: 39 1 E 16AD; TAX LOT #:6200
Von Chamier recused herself since she works with Kerry KenCairn who is the applicant on this project. Emery
stated he has worked with the applicant on several instances but will not affect his decision on this project.
Harris gave the staff report for PA-2017-01417.
Shostrom opened the public hearing to the applicants.
Kerry Kencairn, applicant, 147 Central Ave, Ashland, OR, addressed the Commission regarding this project.
Ms. Kencairn gave the background on the project and stated that they have tried their best to bring it into
compliance with the Historic District Design Standards. Ms. Kencairn expressed that the Historic Commission
review board did not like the original placement of the stairs so the applicant moved them to accommodate
bike parking and the water heater.
Shostrom closed the public hearing and opened to the Commission for comments.
Shostrom motioned to approve PA-2017-01417 with recommendations. Swink seconded. Voice vote; All
AYES. Motion passed.
Recommendations of Historic Commission for PA-2017-01417:
• Porch on south elevation - add beam across the top and wrap post or use 6 x 6 posts.
• Add belly band at second level to match carriage house.
• Add water table band or skirt at bottom.
• Match balustrades and hand rails of main house for staircase.
• Consider tucking stairs tight to building or covering.
PLANNING ACTION: PA-2017-01649
SUBJECT PROPERTY: 84 Dewey St
APPLICANT: Taylored Elements Construction
OWNER: Kathy Hill
DESCRIPTION: A request for a Site Design Review to allow for the conversion and addition to an
existing guest house to be a 263 sq.ft. accessory resident unit (ARU) on the subject property.
COMPREHENSIVE PLAN DESIGNATION: Multi-Family Residential; ZONING: R-2; ASSESSOR'S
MAP: 39 1 E 09AC; TAX LOT: 11300.
There was no ex-parte contact or conflict of interest indicated by the Commission.
Harris gave the staff report for PA-2017-01649.
Shostrom opened the public hearing to the applicants.
Kathy Hill, 84 Dewey Street, Ashland, addressed the Commission regarding this project and expressed that
she would be happy to answer any questions they had.
Shostrom closed the public hearing and opened to the Commission for comments.
Whitford motioned to approve PA-2017-01649 with recommendations. Leonard seconded. Voice vote; All
AYES. Motion passed.
Recommendations of Historic Commission for PA-2017.01649:
• Match corner boards and frieze boards on front (street) elevation of house.
• Match siding on house.
• Consider steeper roof pitch on new structure.
NEW ITEMS:
• Review board schedule.
• Project assignments for planning actions
DISCUSSION ITEMS:
Harris conveyed that only City staff are allowed on an applicant's private property and when Commissioners
are doing their site visits they need to be sure to stay in the public right of way.
COMMISSION ITEMS NOT ON AGENDA:
There were no items to discuss.
OLD BUSINESS:
There were no items to discuss.
Review Board Schedule
September 7th Terry, Keith, Piper
September 14th Terry, Tom, Bill
September 21 sl Terry, Bill, Piper
September 281h Terry, Bill, Dale
October 51h Terry, Keith, Sam
Project Assignments for Planning Actions _
PA-2014-00710 143 Nutley Swink & Whitford
PA-2014-02206 485 A Street Whitford
PA-2015-00878 35 S. Pioneer Leonard
PA-2015-01695 399 Beach Skibby
PA-2016-00847 252 B Street Whitford
PA-2016-01027 276 B Street Shostrom & Leonard
PA-2016-02103 133 Alida Swink
PA-2016-02095 563 Rock St. Whitford
PA-2016-02114 556 B Von Chamier
PA-2017-00013 15, 35, 44 & 51 S. Pioneer Street ALL
PA-2017-00235 114 Granite Leonard
PA-2017-00325 746 C Street Von Chamier
PA-2017-00200 165 Water ALL
PA-2017-00707 550 E. Main Skibby
PA-2017-00838 250 Alta Ave Emery
it
PA- 2017-01054 220 Hargadine Shostrom & Whitford
PA-2017-00969 244 Hargadine Shostrom & Whitford
PA-2017-01279 692 B Street Leonard
PA-2017-01294 128 Central Emery & Swink
PA-2017-01417 228 B Street Whitford
PA-2017-01310 981 Siskiyou Blvd Shostrom
PA-2017-01649 84 Dewey Street Von Chamier
ANNOUNCEMENTS & INFORMATIONAL ITEMS:
Next meeting is scheduled October 4, 2017 at 6:00 pm
There being no other items to discuss, the meeting adjourned at 9:28pm
Respectfully submitted by Regan Trapp
submitted to the BOE on June 9, 2014 at the regular meeting
Ashland School District
Facility & Capacity Assessment Report
Briscoe Elementary School (Closed Facility) ti
Address: 265 N Main Street
Area: 33,980 square feet
Buildings: Original Building 1948
Music Addition 1997
Enrollment 2004: 0 students
FINDINGS
Architectural - Findings
Briscoe Elementary School is currently a closed school that is being leased to two different
businesses. A portion of the school is housing the Migrant Headstart. The other portion is housing
a community of local artist studios. Overall the school is in moderate condition. There is no off
street parking and very limited playground areas. The classroom capacity of the facility can
support 275 students. The multipurpose room can support 235 for eating and over 500 in an
assembly. The adjacent kitchen is extremely inadequate and the stage is not used for
performances. The library and offices are inadequate with current capacity. The whole facility
lacks conference and meeting spaces for staff, parents and students.
Mechanical and Plumbing Systems - Findings
HEATING
The building still has the original steam boiler. The piping ranges from new replacement to old
original black iron, so ranges from good to bad condition. All piping is asbestos insulated. The
school does have two steam boilers but one has been out of commission for years. The second
boiler was decommissioned because it needed burner work. To get it operating and recertified
would cost more than the boiler is worth. With only one operable boiler, a failure could result in
freezing pipes and building closure.
The heating controls are the original pneumatic equipment. The pneumatic controls are outdated
but we have been able to keep the components functioning, however finding parts is getting more
and more difficult.
The rooms are heated by wall units in most of the building and there is an air handier with coils in
the gymnasium. All are outdated and parts are no longer available. The original building has no
cooling other than a few window mounted units the renters (OCDC) have installed. Also note the
renters (OCDC) have split some classrooms so had to add wall mounted heat pumps to cover
heating as the original heating system was not able to function with the rooms split. The Music
Building addition has roof top Trane gas fired heaters with AC (package units).
Pumps and circulation for water heating system are old but are in fair condition. Steam traps need
annual attention and return pumps have been replaced so are in good condition.
Water heating systems range from old to new and all are in good condition. All the piping is original
equipment, galvanized pipe and in poor condition.
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Plans for the Heating/Cooling System
1. The boilers are outdated and approaching failure. We recommend replacing them with
condensing boilers. This would also include asbestos removal and all boiler room piping
removal. Estimated cost: $500,000
2. All the room heaters are steam equipment, outdated and parts no longer available.
Everything needs replaced with something compatible with hot water systems. The piping is
asbestos wrapped so would have to be removed/abated at the same time. This project
would also include a lot of room surfacing removal and replacement. Estimated cost:
$500,000
3. The Music Building heaters already need to be replaced. There are three units. Estimated
cost: $35,000
4. Add DDC controls for the HVAC system. Estimated cost: $250,000
Plumbing Systems and Fixtures
The water supply for domestic hot and cold water is the original galvanized pipe. Many of the pipes
have failed, especially on the hot water side. We have replaced many of them but major pipe failure
may only be a day away. All the hot and cold water piping is asbestos insulated. Because of the
condition of the galvanized pipe the water is terrible in taste, color and odor. Filters have been
installed on many devices.
The plumbing fixtures, sinks, toilets, faucets, and bathroom partitions are for the most part original
equipment. We have changed out some fixtures as they have failed.
Plans for Plumbing Systems and Fixtures
1 . All the galvanized pipe needs replaced, both hot and cold water sides. Through the years
non-compatible pipe and fittings have been added causing electrolysis, which creates more
failures in the system. All the pipe is asbestos insulated which adds cost to any repairs or
replacement. Replacement would include asbestos removal, wall surfacing
removal/replacement, painting and probable concrete work. Estimated cost: $350,000
2. All the toilets, faucets and sinks are past their expected life span and need to be replaced
with efficient units. Estimated cost: $250,000
3. Replace the bathrooms partitions. Estimated cost: $35,000
ELECTRICAL SYSTEMS - FINDINGS
The school is original equipment main and sub panels, old and outdated. Many panels are at full
capacity. We find on these old panels they don't "break" the power source when there is a problem.
Much of the old system is the old style fuses which are getting harder to find for failure
replacements. The outlets and switches range from old to new and need replaced as well.
Plans for the Electrical Systems
1. Change out all the original main and sub panels to Square D, QO main and sub panel.
Estimated cost: $350,000
i
i
ROOFING - SYSTEM
The roofing was in good condition until our roofing consultant recommended coating them to
expand the life span. The roof coating has failed for the most part and has damaged the roofs. The
Music Building is single ply rubber and needs to be replaced in the next few years.
Plans for the Roofing System
1. Replace all the roofs with plied up asphalt with new, more efficient insulation. Estimated
cost: $750,000
WINDOWS
All the windows are wood sash and past their life span. All are rotten and in poor condition.
Plans for Windows with
1. They need to be replaced with new vinyl high efficiency windows and new wood trim
some structure replacement. The windows are lead containing in the paint and possibly
asbestos in the window glazing so removal environmental costs are high. Estimated cost:
$550,000
INTERIOR FINISHES AND HARDWARE
Most of the interior floors are 9x9 asbestos floor tiles or asbestos sheet goods. OCDC has removed
some during the years and the district has as well. Some of the carpet is old and needs to be
replaced.
The school is in need of paint both interior and exterior.
All interior and exterior doors are worn out, and their hardware all needs to be replaced.
Plans for Interior Finishes and Hardware
1. Remove all the asbestos floor the and asbestos sheet goods. Replace with VCT or sheet
goods. Estimated cost: $550,000
2. Paint the complete interior and exterior. Estimated cost: $75,000
3. Replace all interior doors with solid core birch and replace all exterior doors with new
commercial door and jamb assemblies. Estimated Cost: $225,000
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Briscoe Forum FAQs
What's this all about?
In 2003, Briscoe Elementary School was closed due to declining enrollment throughout
Ashland. For nearly 14 Years Ashland School District (ASD has leased this property out
to various tenants. ASD and the district facilities committee are collecting information to
make a recommendation to the School Board about the best path forward with Briscoe.
So why are we talking about this now?
The Ashland School Board has a responsibility to use our community resources and tax
dollars to best serve our students. This is part of a larger, district-wide review of all
district assets in preparation for a potential bond issue in 2018.
Give me some reasons that the district might want to keep Briscoe as it currently is.
The Briscoe building is a beautiful school with a long history. The open space and
playground next to it is precious open space and enjoyed by neighborhood residents.
Additionally, the current tenants (Oregon Child Development Center and Lithia Arts
Guild, among others) all contribute to the community. Finally, the rental income each
year exceeds expenses by somewhere between $30,000 to $147,000.
Those are some good reasons! So why would the district consider letting this property go?
The Briscoe building itself has over $3M in deferred maintenance, according to a 2014
internal review. Between the asbestos, leaking windows, outdated electrical,. and
ancient boiler (just to name a few) this building is close to its "end of useful life." Even
with the short-term income each year from renters, the math just doesn't work in the
long-term to make this building "profitable" for the district as a landlord. And this
doesn't factor in the liability the district has, if someone were to get hurt or injured on
the property.
couldn't we just use future bond money to repair Briscoe?
That is a choice that the school board could make, and is central to the discussion and
decision-making around this. Doing this would mean that taxpayer money would be re-
directed from our active schools and students into a rental property.
But what if we need to use Briscoe in the future? What if student enrollment goes way up?
Unfortunately, that's not likely. The high point for ASD enrollment in the past 25 years
occurred in 1993, when 3,546 students attended Ashland schools. By the time Briscoe
was closed in 2003, that number had dropped to 3,008. Enrollment for 2016 landed at
2896, including 285 students who live outside the school district boundaries.
The most recent demographer report (February 2017) indicates that enrollment will
continue to decline further over the next 10 years, unless the district continues to
accept students from outside Ashland. Even if enrollment were to surge in the more
e h,&A A
distant future, the district still has capacity in our current active schools and properties
to accommodate that.
What factors will the district and school board consider in deciding what to do?
The overarching question for decision-makers is this: How can Ashland School District
best use its funding and resources to perform our mission and serve our students?
We want to focus on our core mission of education.
We want to be good neighbors and conscientious community partners.
We want to responsibly plan for the future - both short and long-term - so that we can
continue to provide the best education possible for all students.
How can 1 let you know how I feel about all this?
The district is hosting a community forum on May 4, 2017 to share data and hear your
thoughts and ideas. You can also email Briscoe@ashland.kl2.or.us.
Briscoe Community Forum
When: May 4, 2017
Where: Ashland High School Library
Time: 7:00 PM until 8:30 PM
Where can I get more information?
Visit the ASD website at www.ashland.kl2.or.us and click the link for "Briscoe Forum."
Here, you'll find the most recent demographers report, enrollment history, an overview
of deferred maintenance, and other information.
When will a decision be made?
The last of the data, an engineering report with a better estimate of maintenance and
repairs, is expected in June. At that point, the district and the facilities committee will
consider all the information and make a recommendation to the Ashland School Board.
Decision Timeline
May 4, 2017: Community forum
Early June: engineering report expected
Mid-June: Facilities committee meeting to review data and make
recommendation to school board. (Date TBD)
June and/or July: School board considers recommendation
LAC" 70t
Hello Ad Hoc City Hall Committee,
Thank you for your service on the Committee. It's a tough job, and an important one.
I'd like to follow up with you on my comments at the last meeting, with questions:
Are you interested in preserving the Briscoe building? Located in the Skidmore Academy Historic District,
the oldest residential area in Ashland, Briscoe School is on the National Register of Historic Places in
Jackson County.
It seems clear that City Hall in the current building should be preserved, and should continue to be used for
civic functions. For one, it's an iconic building, and for another, we need to maintain the City's title.
But could we keep City Hall as is, with seismic upgrades, possibly used for the Chamber, and move all other
public functions to Briscoe?
Has the Committee studied what could fit in Briscoe? Could it house the Muni Court (doubling as Council
Chambers,) Parks and Rec, and all staff currently working in the Com Dev building?
Have cost savings been examined if the Police used the whole Civic Center building (obviating the need for
an expansion of the police department), the sale/lease of the Com Dev building, the sale/lease of the Grove,
the sale/lease of the present Chamber building, and leasing the upper floor of City Hall as offices (providing
for possible future expansion for new City staff)?
Has anyone studied whether funds are available from government, foundation grants and individual
donations to preserve Briscoe in order to bring down the costs to the voters?
Parking is a huge issue.
Does it make sense to build off-street parking tructuresat_$20,000-$40,000 when the need for parking is
great in the short term, but will markedly decrease in the next 5, 10, 15 years due to better public transit,
more bikes and electric bikes, increased concern with our carbon footprint, and more staff working
remotely?
Would it be possible to get around the Parking Code by creating an exception for municipal buildings?
Melissa's parking plan is one option, but maybe we don't need to change the Briscoe field at all. The City
could claim the 25+ angled spaces on Laurel as staff and visitor parking, claim the spaces on the Briscoe
side of Manzanita, and possibly buildi new ($5,000 to $7,000) angled off-street parking on the Briscoe side
of High Street? As Mellissa has shown, there is ample additional street parking very close to Briscoe,
Has anyone talked to the Methodist Church about using its parking lot for a few evenings per month for large
public meetings?
Shouldn't the parking issue be considered in light of new City priorities, including the approved Climate
Energy Action Plan and Parking Plan? Has the Committee examined the CEAP and Parking Plans? Do you
find it ironic that the City Hall Committee meetings are held away from downtown (practically at Briscoel)
because there is no parking downtown?
Are benefits to Staff one of the criteria? Would staff rather move to the Civic Center, which is isolated and far
from downtown, with few amenities nearby? Or would they prefer Briscoe, which has its own park, is two
blocks from downtown and is easily walkable to cafes, restaurants, the current City Hall, and Lithia Park?
Would the merchants support more traffic and less parking downtown? Would voters support expensive new
construction and parking lots when instead they could preserve two beautiful, historic buildings?
A lot of questions. But I think they all deserve answers from the Committee.
Thank you for your consideration,
Sharon
130N-STREETSPACEMANZANITA STREET
t
FIELD
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\ U6 FIELD SIZE
20' x 30'
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22 ANGLED SPACES PLUS ONE LOADING SPACE
S. LAUREL STREET
PARKING OPTION D - LOT ADJACENT TO BUILDING, PLUS NEW LOT WHERE SOUTH C~H
WING OF BUILDING IS REMOVED
83 SPACES ONSITE - 37 ON STREET
FIELD IS NARROWED BY 24 TO 27 FEET ALONG FULL LENGTH NOT TO SCALE
JULTY 18, 2017
BRISCOE SCHOOL
ASHLAND SCHOOL DISTRICT
IS angled & a ~allefon-ssTREE,
' / I I Music Rm.
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22 angled spaces plus one loading space
5. LAUREL STREET
WING OF BUILDING REMOVED ON
PARTNERSHIP OPTION 52 SPACES ONSITE _ 38 ON STREET
PARK OPEN SPACE KEPT 99% INTACT NEAR SCALE
AUGUST 21, 2017
Briscoe - City Hall
Lithia Arts Guild of Oregon
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JACKSON COUNTY SCHOOL DISTRICT #5
Ashland School District - Ashland, Oregon
Resolution # 2017-07B
WHEREAS, the Board-appointed Ashland School District Facilities Committee, the
Superintendent and the Finance Director have collaboratively conducted an extensive assessment
of the history and condition of the Briscoe school property; and
WHEREAS, the Board of Directors has solicited community input through public comment at
meetings of the Facilities Committee and the Board, as well as two community forums dedicated
to an exploration of possible uses for the property; and
WHEREAS, the Board commissioned an updated demographic study with enrollment
projections for the Ashland School District in the coming decade indicating that enrollment is
expected to remain flat or increase only slightly; and
WHEREAS, the condition of Briscoe would require extensive renovation to be usable as a
school site by the District; and
WHEREAS, the community has expressed strong interest in maintaining the open space around
the school as public park and playground space, and the City of Ashland has a commensurate
goal for the community;
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Ashland School
District as follows:
ONE: the Board accept the recommendation of the Facilities Committee that the District no
longer invest resources in Briscoe beyond maintaining the facility as necessary for the needs of
the current tenants;
TWO: the District move towards responsibly divesting the property.
THREE: in so doing, the Board will continue to pursue opportunities to retain public ownership
of the property.
Dated this fourteenth day of August 2017
Board Chair, Deneice Covert Zeve Superintendent, Kelly Raymond
25
E_41 bra A
`)'AVF OUR SCHOOLS & PLAYGROUNDS
a
h
"The local, grassroots community group, Save Our Schools & Playgrounds, supports Ashland
schools and the preservation of school playgrounds and playing fields for use as
neighborhood parks."
CITY OF
ASHLAND
Ashland Housing and Human Services Commission
Minutes July 27, 2017
CALL TO ORDER
Chair Boettiger called the meeting to order at 4:30 pm in the Siskiyou Room at the Community Development and
Engineering Offices located at 51 Winburn Way, Ashland OR 97520.
Commissioners Present: Council Liaison
Tom Gunderson Traci Darrow, absent
Rich Rohde
Heidi Parker SOU Liaison
Michelle Linle
Gina DuQuenne, arrived at 4:40
Joshua Boetti er Staff Present:
Linda Reid, Housing Specialist
Commissioners Absent: _Carolyn Schwendener, Clerk
Sue Crader
APPROVAL OF MINUTES
Rohde/Linley m/s to approve the minutes of the June 22, 2017 regular Commission meeting. Voice Vote: All
Ayes, motion passed.
PUBLIC FORUM
No one was present to speak
EDUCATIONAL EVENT DISCUSSION
A sub-committee of Rohde, DuQuenne and Linley met to discuss the possibility of an Affordable Housing Bus
Tour. Reid contacted Rogue Valley Transit District regarding the use of one of their buses. If we invite an elected
or appointed official, we can use the bus for free, added Reid. We would be responsible to purchase the gasoline
and pay the wage of the bus driver. If we provide them with the address of the tour they will prepare the route.
This is a full size bus not a small shuttle so we can invite many people. Community Development Director Bill
Molnar suggested we invite the City Council and Planning Commissioners as well as the general public, said
Reid.
Reid provided to the Commissioners a list of Affordable Housing Units submitted by ACCESS along with another
list she compiled showing the housing units covered by the City of Ashland Affordable Housing Program. See
Exhibit A and B at the end of the minutes.
Rohde reported Southern Oregon Housing for All did a Housing 101 Training which was very successful. At that
training Rohde announced this upcoming Bus Tour which was well received and very popular. Following the Bus
Tour will be another Housing Forum sometime in October. Both these events will be an excellent educational
benefit to the public acknowledged Rohde. The Sub-committee is meeting tomorrow at 5:30 at Snowberry Brook
located on Clay Street to finalize the details of the Bus Tour.
CHANGING OF THE GUARD ANNOUNCEMENT
Boettiger announced that he will be stepping down and Vice Chair Rohde has agreed to be the new Chair if that is
the desire of the Commission. Rohde suggested at the next meeting the Commissioners discuss the decision on
who should be the new Chair and Vice Chair in case someone else is interested in those positions. The
Commissioners thanked Boettiger for all the work he has done on this Commission. Boettiger conveyed that it
has been a privilege and joy to work together and be on this Commission. Everyone wished him well.
STRATEGIC GOAL AND PORTA UPDATE
With the change in Administration Reid explained the next step is to take our updated Porta-Potty memo back to
the new City Interim Administrator John Karns. Molnar has forwarded our Memo to him for his review, stated
Reid. Karns needs to determine what it is we need to do in order to move this forward to the City Council. The
possible locations have been determined what the major issue is "Where will the money come from to pay for it.?"
How do we get this from the Commission to Council? we need guidance regarding the best way to move it
forward, stressed Reid. Our next step is to wait to hear back from John Karns.
Strategic Plan and Priorities - The Commissioners briefly reviewed the Strategic Goals they identified at their
goal setting retreat on December 11, 2016. Reid mentioned she met with Faye Weisler from the Center for Non
Profit Legal Services. That group offers a Tenants Rights Training. The Commissioners agreed there is plenty of
people who would be interested if we offer a training for tenant's rights in the Ashland area.
Reid mentioned that the Continuum of Care Grant funding application is currently out. The Jackson County
Continuum of Care receives money each year from Housing and Urban Development (HUD) to work towards
homeless issues. There is approximately $250,000 in grant money available. We do not have a Housing First
program in our Continuum so there is a push to fund a Housing First project or we could continue to lose funding
through that process, explained Reid.
CDBG ACTION PLAN PUBLIC HEARING REVIEW AND DISCUSSION
The CDBG Action Plan describes the projects that the City will undertake and the manner in which the projects
are consistent with the priorities of the Five-Year Consolidate Plan.
Reid reported that HUD confirmed the City will be receiving $153,590 in CDBG money. This Commission
awarded three organizations, St. Vincent DePaul, Family Solutions and Maslow Project. In speaking with Family
Solutions and taking into consideration their timeline we realized they needed the money as soon as possible in
order to get the work done while school was not in session, explained Reid. Consequently, we awarded them the
funding out of last year's grant money. Reid went on to say they did an amendment to the Action Plan for 2016
adding Family Solutions. Due to this change this year's Action Plan only includes St. Vincent DePaul and Maslow
Project.
After reviewing the Action Plan and making minor corrections the following motion was made.
Rhode/Linley m/s to approve the draft CDBG Plan as amended. Voice Vote; All ayes, motion passed.
HOUSING ELEMENT DRAFT POLICY REVIEW AND RECOMMENDATIONS
Reid gave a brief overview of the process of updating the Housing Element. The Commission and the City have
been working on updating the Housing Element, most recently the goals and policy section. Two Commissioners
from this body and two Commissioners from the Planning Commission got together and created a schedule for a
public involvement process including a questionnaire posted on the City's website and two outreach events. Reid
commented that staff concentrated on language clarification in the document because it was the general
consensus that it was confusing and not cohesive.
The Commissioners reviewed the Draft and made suggestions and corrections.
The Commission remarked the document is now a much easier read.
Excited about some of the concepts but wondered how they translate into practice; the ideals are great but how
do they get carried out.
Goal Id - The verbiage referring to lands North of the boulevard is troubling. Are we saying up the hill is going to
be large and spacious lots and below will be the crowded area? It's important to look at a variety of ways to
increase housing. Not fair to single out one particular area of the City.
Like the concept of the minimum street widths.
Question regarding extending the urban growth boundary. Reid explained that though the City would like to see
Infill, currently there is no policy addressing that. Goal 5 Policy 20 now addresses this issue: Encourage
development of vacant land within the urban area, while providing sufficient new land to avoid an undue increase
in land prices. This shall be accomplished with specific annexation policies.
Reid called attention to a recommendation made by the Planning Commission. Goal 1 Policy 5 - recommended
stopping after "without discrimination" and add "as identified in the local federal and state fair housing laws. "
Goal 1 Policy 7 had a miss-spelled word. Thorough (through)
Reid mentioned that the Planning Commission also had concerns with Goal 2 Policy 12. They were concerned
in higher density neighborhoods they might need more available parking spots in order to minimize on street
impacts. This might be addressed in Goal 4 with the Climate and Energy Action Plan. Should be some sort of
flexibility regarding the future use of cars and the need for parking. Using parking areas for more than just
parking was suggested.
Reid also acknowledged that the Planning Commission discussed Goal 2 Policy 13 -There was a concern that
we do not have a method for determining what other needed housing types are. A new housing bill has been
passed at the state level, House Bill 1051, removing local barriers to housing development. One thing the bill
does is reduce the process time from 120-day time frame to 100 days for affordable housing so those projects
can be prioritized and get through the process faster, helping reducing costs. Planning Commission felt the City's
draft policy was too broad and may not be necessary given the new state law, and wondered how staff would
decide who gets that priority? A suggestion was made to include the language to say "as defined by the Housing
Commission?"
The commission would like to see Workforce Housing added as another housing need. An example is the City of
Ashland could do Workforce Housing for their employees. Would need to define what is considered Workforce
Housing.
The draft language uses the description "character of Ashland" This commission thought this term might be
somewhat negative and discriminatory though the planning Commission felt we did not use those words enough
and we need to protect the character of our historic neighborhoods.
Overall the Commission felt staff has done a very good job of improving the language. Though we see many
barriers out there for affordable housing, said Rohde, there is a lot of positive as well. Rohde went on to say we
had a training around best practices and then moved to visioning. We can continue that and build support around
an Ashland centric affordable housing vision. There is a Housing forum in Talent next week which confirms we
are not the only ones in this process. We can share with other groups of people.
LIAISON REPORTS DISCUSSION
Staff -Reid has spoken with Student Government at SOU and they will notify their members of the opening for an
SOU Liaison for this Commission.
General Announcements - Parker reported they have not heard anything from the City yet regarding the use of
Pioneer Hall for the Winter Shelter. The meeting has been postponed and we are close to the season.
JULY 27, 2017 MEETING AGENDA ITEMS
Quorum Check- Parker, Boettiger, Gunderson will be gone. There might not be quorum so Reid will email and
get a head count and if necessary cancel next month's meeting. She assured everyone she will let them know.
UPCOMING EVENTS AND MEETINGS
Next Housing and Human Services Regular Commission Meeting - 4:30-7:00 PM; July 24, 2017, in the Siskiyou
Room at the Community Development & Engineering Department located at 51 Winburn Way.
ADJOURNMENT
The meeting was adjourned at 6:30 p.m.
Respectfully submitted by Carolyn Schwendener
ASHLAND TRANSPORTATION COMMISSION
MINUTES
August 23, 2017
CALL TO ORDER:
Graf called the meeting to order at 4:02 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, Brandon Goldman, and Tara Kiewel
ANNOUNCEMENTS
None
CONSENT AGENDA
Approval of Minutes: July 20, 2017
Commissioners NewberryNoung m/s to approve minutes as amended.
All ayes. Minutes approved.
PUBLIC FORUM
Joanna Foster 915 Bellview Ave. #1
Read from attached document.
Gabriel Lipper - 923 Bellview Ave. #1
Gabriel said the 2013 study on Bellview was due to complaints about speed. He has lost 3 different cats on this
street. Since the last study he has had a child and there are more children living on the street. He said that most of
the neighborhood supports installing speed bumps. Gabriel said that Tolman Creek Rd. was the intended route for
the neighborhoods main traffic flow, but traffic is actually routing down Bellview. There is a long straight away on
Bellview toward Siskiyou where there is an issue with speeding. He thinks where the speed study is happening is
where people are slowing for the stop and where the alleys are merging onto Bellview. Gabriel thinks speed bumps
would be awesome.
Louise Shawcat -870 Cambridge
Louise asked for a follow up on the bicycle education program and the two grade schools that didn't want to
participate. She inquired if we could work with Chamber of Commerce to advertise the Zagster bike program. She
announced that Southern Oregon Climate Action Now is having a master climate protector course the Monday after
Labor Day in Talent. Louise is also interested in having the commission follow up on the cars idling issue.
NEW BUSINESS
Planning Type III Roles and Responsibilities
Brandon Goldman, Senior Planner, explained Type I planning actions are administratively approved, Type II are
approved by the Planning Commission, and Type III are approved by Council with recommendations from the
planning and other directly related commissions. Goldman explained that the Normal Neighborhood Plan was an
example of a Type III planning action that came before the Transportation Commission due to the planning of a new
street system, identifying which streets would be arterials, and the establishment of a shared street type. Goldman
explained a privately initiated action such as annexation or rezoning are also examples of planning actions that would
involve the transportation commission. Goldman added that the privately initiated actions have a pre-application
Transportation Commission
August 23, 2017
Page 1 of 5
ASHLAND TRANSPORTATION COMMISSION
MINUTES
August 23, 2017
process which is a way to address issues that may arise and to provide feedback to the applicant.
Newberry asked if the only way the planning actions come to this commission is to be put on the agenda or if there
are any public involvement hearings. Goldman explained that public hearings are part of the Planning Commission
and planning actions would come to the Transportation Commission as part of the pre application process.
Young remarked that with the Normal Neighborhood Plan the Transportation Commission was not involved early
enough in the process and was not represented on the Ad Hoc Committee. Young stated that the entire process was
a challenge.
Newberry asked how we could have a better communication between commissions because there are often shared
and overlapping missions. Goldman mentioned that formal or informal liaisons attending other commission meetings
might be helpful. Newberry used the visibility issues on Bellview as an example of where the commission could have
made a recommendation. Newberry said she would have recommended bulb-outs on the sides of the alleys for better
visibility. Newberry asked if they had been attending those meeting would they have been able to comment on those
types of things. Goldman said in that particular situation probably not because the street was already in place and
approved before the development was built. Goldman added the developer had met the requirement of automobile
access, and they are developing their private parcel and public improvements like streets are not typically included in
these types of plans. Goldman went on to say that vision clearance issues could be raised to the planning
commission for consideration and that bulb-outs would be a street design issue. Faught said Public Works is in
charge of the street standards and once they are in place then Planning must follow those guidelines. Newberry
mentioned that she would like to see a traffic calming program created.
Young stated that we should be looking at holistic approach to planning that should require interconnection between
commissions. Newberry remarked that Ashland is mostly built out and that each change that is made affects another
area of town. Goldman said that for individual planning actions a balance must be struck between reviewing each of
them and having clear criteria so that an applicant can fill out a proposal. Goldman added that we cannot change the
standards after an application is submitted and we must look to the master plan and legislated decisions before
applicants apply.
Young asked if there is a number of units for a development that sends a planning action to the Transportation
Commission. Goldman explained that Type III planning actions are the only actions sent to the Transportation
Commission. Goldman stated that a larger scale development would have recommendations from the Engineering
and Public Works staff if a traffic analysis needs to be provided as part of the application.
Graf asked for clarification about the process for Type I I I planning actions. He asked if at the pre-application stage
applicants are told to see the Transportation Commission and if they don't the application is rejected. Goldman stated
the application would be incomplete and not approved. Graf asked about the process when the City decides to make
changes. Goldman explained there is no pre-application if the City initiates the changes. Newberry summarized for
clarification the ways Transportation Commission is engaged in the planning process is the Type III planning actions
and changing standards. Goldman elaborated that Type III actions can be private or public and the private
applications have an accelerated timeline which is why there is a pre-application process.
TASK LIST
Discuss current action item list
Citizen requests for speed and volume analysis on Bellview
Fleury explained that a traffic study was done in 2013 and 2017 on Bellview in the same location. Fleury
Transportation Commission
August 23, 2017
Page 2 of 5
ASHLAND TRANSPORTATION COMMISSION
MINUTES
August 23, 2017
acknowledged that the locations of the studies may not be optimum for the highest speeds and said the studies
showed the specific times of day people are speeding and the information was then sent to Officer MacLennan for
enforcement. In addition the speed trailer has been put on Bellview. Fleury stated the studies showed that volume
decreased from 2013 until now by over one hundred vehicles. Fleury told the commission there is a fifteen foot vision
clearance requirement for the alleys and it should have been required for the developer to do curb striping, but that
would also impact the limited parking. Fleury said we're now trying to fix an issue after the fact. He added that bump-
outs would create vision clearance, but that would be a capital infrastructure cost. Fleury told the commission that we
are currently collecting data from higher up the street on Bellview.
Fleury explained that speed bumps would not be installed in the right of way, but rather speed humps, tables, or
cushions are design measures for traffic calming. Fleury mentioned the Albany, Oregon traffic calming program
which requires neighborhoods to do outreach and be involved partners with the city. Fleury encouraged outreach to
explain speed issues and impacts on neighborhoods.
Smith asked who would take financial responsibility for a traffic calming program. Fleury explained that it depended
on the program and that Albany puts some on the financial responsibility on the neighborhood for data collection. If a
neighborhood requests traffic calming they would be ranked according to a set criteria and then it would be budgeted.
Graf asked what would be the next step. Fleury said collecting the next set of data and then discuss developing a
traffic calming program.
Hersey/Wimer Signal
Road diet will be presented to Council by staff in September.
Super Sharrows
Faught showed the commission different examples of the proposed sharrows from the Kittelson & Associates, Inc.
report and said he will be recommending the solid green super sharrows in the middle lane to Council. Smith asked if
there are any planned modifications for bike lanes to have green markings through intersections. Faught said this
was something to look at in the future, but this current project was connecting the missing links in the bike lane. The
report had also recommended installing a stop sign at Oak and E. Main and to change the speed limit through
downtown. Faught explained that our traffic engineer does not agree with these recommendations, and he will not be
recommending to them to Council. Graf mentioned that the report is recommending additional signage and Faught
added that if this is adopted by Council we will make recommendations on what we would do. Fleury mentioned that
the Kittleson report recommends public outreach education.
Vieville mentioned that trucks unloading in the bus stops continues to be an issue. Diamond parking needs to be
contacted regarding this issue. Fleury mentioned that he would reach out to RVTD.
Nevada Bridge Extension Project
Faught told the commission that a new grant application needs to be submitted and that staff is working on it. Faught
told the commission this bridge could be important in the case of a Cascadia event and that it was discussed at the
last Council Study Session.
Iowa Street Safety Concerns
Smith asked if the walking audit is scheduled for Iowa Street. Fleury said that it will be scheduled after school is back
in session. Newberry asked if the scope of the audit will include collecting crash data. Fleury explained it will include
turn count movements, peak hour volume at all of the intersections, a walking audit, and a public hearing at a
commission meeting.
Transportation Commission
August 23, 2017
Page 3 of 5
ASHLAND TRANSPORTATION COMMISSION
MINUTES
August 23, 2017
Main Street Crosswalk Truck Parking
Young asked for an update on providing alternative truck parking on Main Street where trucks have been blocking
crosswalks. Fleury mentioned that ODOT has a signalized light at Water Street in the Statewide Transportation
Improvement Program (STIP) which would remove parking from that area. Fleury is waiting to hear from ODOT for a
timeline on this project.
Faith Ave. Street painting
Smith announced that Faith Ave. will be closed for street painting and a block party August 26 and 27. Smith
described to the commission that the street will be painted in a twenty eight foot area with a colorful pathway that will
include; cedar waxwings, gold finches, robins, California poppies, sunflowers, and bees. This is the first street
painting permit issued in Ashland and Fleury mentioned that Smith has been diligent in following the permit to the
letter and has contacted the appropriate emergency departments.
OLD BUSINESS
None
FOLLOW UP ITEMS
Downtown Parking Plan
Faught explained the downtown parking plan was taken to Council and accepted which means it will move forward.
Faught added that Public Works will be managing the Parking Plan with existing staff and we will keep collecting data
so we can make plans. Graf asked about the expanded parking enforcement area. Faught explained that we will
work with Diamond Parking and that some business have requested more enforcement. Faught is mentioned he is
pleased that it is moving forward.
Transportation System Plan Update-Selection Process
Fleury stated the solicitation closed on August 1, 2017 and that one proposal was received. The grading team is
finishing the grading process which should be finished by the next commission meeting. Fleury was concerned that
only one bid was received and said staff will make a next step recommendation after the grading process has been
completed. Graf mentioned that we want to do it right and we may want to consider other options.
Zagster Bike Share Program
Fleury updated the commission that three bike stations were currently installed and that two additional stations will be
installed at Safeway and Growler Guys at the end of September. Young asked about stations at SOU and Ashland
Hospital. Fleury mentioned the hospital doesn't currently have funding but are interested and SOU will be installing
soon. Faught shared with the commission he saw people using the bikes the day after the stations installed and
talked with the riders who were from out of town and they were very excited.
Vieville mentioned that the bus stop between Clay and Glendale had a gravel pad and that after the bike rack was
installed someone has removed the gravel and it is now a dirt pad. Fleury said he would talk with the Street
Department to put the gravel back.
Smith told the commission that she had contacted the 4J School District and the Springfield School District to get
information on their car idling policies. Newberry said that Ashland does have an ordinance that the commission
should review.
COMMISSION OPEN DISCUSSION
Newberry discussed commission goal setting and wanting to get community input and suggested doing this charrette
style. Fleury mentioned Council will be going into their planning and it might be beneficial to see what the Council
Transportation Commission
August 23, 2017
Page 4 of 5
ASHLAND TRANSPORTATION COMMISSION
MINUTES
August 23, 2017
goals are and inviting commission chairs.
Vieville asked about using a wheelchair for walking audit on Iowa street. Newberry mentioned that walking audits
work best when all groups are represented.
Next Meeting Date: September 28th, 2017 Meeting
ADJOURNMENT:
Meeting was adjourned at 6:14 p.m.
Respectfully submitted,
Tara Kiewel
Public Works Administrative Assistant
Transportation Commission
August 23, 2017
Page 5 of 5
Council Business Meeting
October 17, 201A
Title: Special Procurement for Dam Safety Engineering
From: Paula C. Brown P.E. Director of Public Works
Paula.Brown@ashland.or.us
Summary:
Before the Council is a special procurement, direct award, to obtain specialized consultant
services for dam safety engineering. As the owner/operator of Hosler Dam and Reeder Gulch
Power Plant, the City of Ashland must comply with Federal Energy Regulatory Committee
(FERC) requirements for the facilities, which include various reviews, technical studies and
reporting requirements annually. This work requires specialized experience in dam safety
engineering and the individual/firm performing the work must be approved by FERC.
Actions, Options, or Potential Motions:
Move to approve a special procurement, direct award, with RH2 Engineering Inc. for dam safety
engineering services as defined in the scope of services.
Staff Recommendation:
Staff recommends approval of the special procurement for dam safety engineering with RH2
Engineering Inc. as required to meet obligations defined by FERC.
Resource Requirements:
The proposed budget for services is $80,686 and within the current water supply budget for
FERC related expenses associated with management of Hosler Dam. The Public Works and
Electric Department share expenses associated with FERC Part 12 requirements and dam safety
engineering.
Policies, Plans and Goals Supported:
• Maintain existing infrastructure to meet regulatory requirements and minimize life-
cycle costs
• Deliver timely life-cycle capital improvement projects
• Maintain and improve infrastructure that enhances the economic vitality of the
community
• Evaluate all city infrastructure regarding planning, management, and financial
resources
Background and Additional Information:
The City of Ashland generates hydroelectric power at a powerhouse located at the water
treatment plant. As the City is a purveyor of hydropower it is obligated to follow FERC
requirements for management and improvement of the system, which includes Hosler Dam. To
that end, the City follows FERC Part 12 requirements. These requirements set standards that
Page I of 2 CITY OF
-ASHLAND
must be followed to ensure the safe operation of the system and provide protection for the
citizens of Ashland. As a Part 12 licensee we must use sound and prudent engineering practices
in any action relating to the design, construction, operation, maintenance and repair or
modification of the system.
Each year the City must submit specialized documentation to FERC detailing the dam owners
inspection, safety considerations, emergency concerns, and document any work performed. This
reporting and associated documentation must be stamped by an Engineer with specific dam
safety engineering experience. FERC must approve of individuals performing the specific work.
RH2 Engineering is currently performing miscellaneous engineer services for the City and was
asked to search for a consultant that had the potential to be approved by FERC to perform dam
safety engineering tasks. After a robust search in Oregon/Washington/Idaho it was determined
that an existing staff member of RI-12's had the specific experience to meet FERC requirements
along with the appropriate time availability to complete tasks. Bob Willis, P.E., submitted all
resume information to FERC and was approved to act as the dam safety engineer. Bob's services
are currently covered under the miscellaneous engineer services contract, but will soon exceed
the contracts budget amount. In order to finish work already started the Council is asked to
approve a specialized procurement, direct award with RH2. Staff considers a separate contract
through a direct award appropriate as a search was conducted for individuals with specific
experience who were also available to meeting time frames associated with producing the work.
Bob Willis P.E. was the only individual who could meet the time frame needs, had previous dam
safety engineering experience whose resume was submitted approved by FERC.
General Background:
Part 12D-Inspection by Independent Consultant
The City is required to hire an independent inspection consultant to meet the requirements of
12D. This consultant must be approved by FERC before they can perform any inspection and
analysis duties associated with the system. The independent consultant performs inspections of
the dam on a five year basis and updates technical documents as necessary. The City has hired
numerous independent consultants over the years for dam safety review, analysis and inspection.
Currently Steven Samuelson of AECOM is the FERC approved consultant.
Dam Maintenance and Improvement Projects
City staff continually monitor the dam through various visual inspections, deflection surveying,
seepage monitoring and annual spillway gate inspections in addition to the independent
consultant's analysis. This information is documented in the annual Dam Safety and Surveillance
Monitoring Report. This annual report is developed by a dam safety engineer and submitted to
FERC for approval. Additional documents required by FERC include; Dam Safety Plan; Dam
Security Plan; Operations Plan; Instrumentation and Monitoring Program; Emergency Action
Plan; and Supporting Technical Information Documentation.
Attachments:
Preliminary Scope of Services
Form #9-Special Procurement
Page2of2 CITY OF
-ASH LAN D
EXHIBIT C
Scope of Work
City of Ashland
Dam Safety Engineer Services
October 2017
Background
The City of Ashland (City) is required under its license with the Federal Energy Regulatory Commission (FERC)
to employ or contract with an expert that meets FERC approval to serve as the City's Dam Safety Engineer for
the Reeder Gulch Project. The City is contracting with RH2 Engineering, Inc., (RH2) to act as the dam safety
engineer during Fiscal Year 2017/18 or until the City employs a qualified engineer to fill the position,
whichever event occurs soonest.
The FERC license requires various reviews, technical studies, and reporting requirements each year. The City
is currently behind in the completion of past required reviews and reporting. The City also needs to complete
the current Fiscal Year non-annual reviews and studies.
RH2 will perform the work as described below up to the amount included in the attached Fee Estimate. If
additional effort is needed, that extra work will be mutually determined by the City and RH2. In support of
this work, RH2 will use as-is and rely upon any data, information, or materials provided or generated by the
City or others in relation to this effort.
Task 1- Data Analysis
Objective: Review the existing documentation regarding the Reeder Gulch Project and previous FERC
submittals.
Approach:
1.1 Collect data and reports from the City.
1.2 Attend two (2) meetings with FERC and City staff to ascertain scope of deliverables and timelines.
1.3 Review reports, certifications, and FERC guidelines as they pertain to the license for the Reeder Gulch
Project.
Provided by City:
• Historical data, studies, and reports regarding the Reeder Gulch Project and FERC regulations and
requirements.
Task 2 - Dam Safety Surveillance and Monitoring Reports
Objective: With the City, prepare and submit the 2016 and 2017 Dam Safety Surveillance and Monitoring
Reports (DSSMRs) to FERC for review.
Approach:
2.1 Draft the 2016 DSSMR for City review.
2.2 Incorporate City review comments into draft 2016 DSSMR.
2.3 Assist the City with submitting the 2016 DSSMR to FERC.
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I
City of Ashland Exhibit C
Dam Safety Engineer Services Scope of Work
2.4 Incorporate comments and address deficiencies, if necessary, from FERC, and assist the City with
resubmitting the DSSMR for FERC review.
2.5 Draft the 2017 DSSMR for City review.
2.6 Incorporate City review comments into draft 2017 DSSMR.
2.7 Assist the City with submitting the 2017 DSSMR to FERC.
2.8 Incorporate comments and address deficiencies, if necessary, from FERC, and assist the City with
resubmitting the 2017 DSSMR for FERC review.
Provided by City:
• Staff to review and comment on draft DSSMRs and formally submit DSSMRs and any needed revisions to
FERC.
RH2 Deliverables:
• Draft reports of the 2016 and 2017 DSSMRs in digital PDF format for City review and comment.
• Three (3) final DSSMRs in 8%-inch by 11-inch hard copies and PDF digital format for submission to FERC
for approval.
Task 3 - Generate or Update FERC Required Documents
Objective: With the City, prepare and submit documents to FERC for review. Plans requiring generation or
updating include: Owner Dam Safety Plan; Dam Security Plan; Operation Plan; Instrumentation and
Monitoring Plan; Dam Safety Surveillance and Monitoring Program; Emergency Action Plan (EAP); and
Supporting Technical Information Document.
Approach:
3.1 Prepare draft documents in digital format and deliver to the City for review and comment.
3.2 Incorporate City review comments and edits.
3.3 Assist the City with submitting documents for FERC review and comment.
3.4 Incorporate comments and edits from FERC and assist the City with resubmitting final documents to
FERC.
Assumptions.
• EAP updates and revisions will be distributed and controlled by the City.
Provided by City:
• Latest versions available of the past submitted documents and reference materials.
RH2 Deliverables:
• Draft version in PDF digital format for City review and comment of revised and newly created plans.
• Three (3) final versions of each document in 8%-inch by 11-inch hard copies meeting FERC submittal
criteria and in PDF digital format for submission to FERC for approval.
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City of Ashland Exhibit C
Dam Safety Engineer Services Scope of Work
Project Schedule
The scope of this effort is to perform the functions of what would otherwise be a City staff position over the
period of the Fiscal Year 2017/2018 or until the City no longer requires contract engineering services for this
position. Much of the City's current required work is past due, and the schedule will be negotiated with FERC
and performed as part of this effort over the next several months.
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EXHIBIT D
City of Ashland
Dam Safety Engineer Services
Fee Estimate
Description Total Total Labor Total Expense Total Cost
Hours
Task 1 Data Analysis 34 $ 5,154 $ 518 $ 5,672
Task 2 Dam Safety Surveillance and Monitoring Reports 204 $ 26,644 $ 3,554 $ 30,198
Task 3 Generate or Update FERC Required Documents 294 $ 40,426 $ 4,390 $ 44,816
PROJECT TOTAL 532 $ 72,224 $ 8,462 $ 80,686
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EXHIBIT E
RH2 ENGINEERING, INC.
2017 SCHEDULE OF RATES AND CHARGES
RATE LIST RATE UNIT
Professional 1 $123 $/hr
Professional II $133 $/hr
Professional III $139 $/hr
Professional IV $152 $/hr
Professional V $163 $/hr
Professional VI $177 $/hr
Professional VII $192 $/hr
Professional VIII $204 $/hr
Professional IX $204 $/hr
Technician 1 $75 $/hr
Technician II $82 $/hr
i
Technician 111 $84 $/hr
Technician IV $91 $/hr
Administrative 1 $58 $/hr
Administrative II $71 $/hr
Administrative III $87 $/hr
Administrative IV $104 $/hr
Administrative V $125 $/hr
CAD/GIS System $27.50 $/hr
CAD Plots - Half Size $2.50 price per plot
CAD Plots - Full Size $10.00 price per plot
CAD Plots - Large $25.00 price per plot
Copies (bw) 8.5" X 11" $0.09 price per copy
Copies (bw) 8.5" X 14" $0.14 price per copy
Copies (bw) 11" X 17" $0.20 price per copy
Copies (color) 8.5" X 11" $0.90 price per copy
Copies (color) 8.5" X 14" $1.20 price per copy
Copies (color) 11" X 17" $2.00 price per copy
Technology Charge 2.50% % of Direct Labor
price per mile
Mileage $0.535 (or Current IRS Rate)
Subconsultants 15% Cost +
Outside Services at cost
Rates listed are adjusted annually.
CITY OF
FORM #9 ASHLAND
SPECIAL PROCUREMENT
REQUEST FOR APPROVAL
To: City Council, Local Contract Review Board
From: Paula Brown, Director of Public Works P.E.
Date: 1011712017
Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT
In accordance with ORS27913.085, this request for approval of a Special Procurement is being presented
to the City Council for approval. This written request for approval describes the proposed contracting
procedure and the goods or services or the class of goods or services to be acquired through the special
procurement and the circumstances that justify the use of a special procurement under the standards set
forth ORS 279B.085(4).
1. Requesting Department Name: Public Works Department
2. Department Contact Name: Paula C. Brown. PE, Director of Public Works
3. Type of Request: X Class Special Procurement Contract-specific Special Procurement
4. Time Period Requested: From To:
5. Total Estimated Cost: $80,686
6. Short title of the Procurement: Dam Safety Engineering
Supplies and/or Services or class of Supplies and/or Services to be acquired:
The City intends to contract for dam safety engineering within the current biennium for required tasks
associated with Federal Energy Regulatory Commission (FERC) requirements for Hosler Dam and
Reeder Gulch Power Plant. FERC, must approve anyone who provides dam safety engineering for the
City as it is a specific discipline and requires specific experience.
7. Background and Proposed Contracting Procedure: Provide a description of what has been done
in the past and the proposed procedure. The Agency may, but is not required to, also include the
following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract
Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach
additional sheets as needed.
Background:
Form #9 - Special Procurement - Request for Approval, Page 1 of 3, 10/10/2017
8. Proposed procedure: The City requested R112 Engineering to perform an informal search of
firms/individuals who have experience in dam safety engineering. The proposed procedure is to
directly award a contract with RH2 Engineering Inc. for dam safety engineering services.
9. Justification for use of Special Procurement: Describe the circumstances that justify the use of a
Special Procurement. Attach relevant documentation.
There are very few consultants with the specific experience required by FERC that can be approved to
act as a "dam safetLengineer''. RH2 was asked by the City to search for consultants who have
previously performed the same type of work and had been approved by FERC. There were only
couple of consultants who have performed similar type of work, but only one available on the time
frame required by the City.
10. Findings to Satisfy the Required Standards: This proposed special procurement:
X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to
substantially diminish competition for public contracts because:
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and
(b)(i) will result in substantial cost savings to the contracting agency or to the public because:
(Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or
(b)(ii) will otherwise substantially promote the public interest in a manner that could not
practicably be realized by complying with the requirements of ORS 27913.055, 27913.060, 27913.065,
or 27913.070, or any rules adopted thereunder because:
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)
Form #9 - Special Procurement- Request for Approval, Page 2 of 3, 10/10/2017
Public Notice:
Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public
notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a
public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public
notice shall describe the Goods or Services or class of Goods or Services to be acquired through the
Special Procurement and shall give such public notice of the approval of a Special Procurement at
least seven (7) Days before Award of the Contract.
After the Special Procurement has been approved by the City Council, the following public notice will
be posted on the City's website to allow for the seven (7) day protest period.
Date Public Notice first appeared on www.ashland.or.us - October 18, 2017
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: October 18, 2017
A request for approval of a Special Procurement was presented to and approved by the
City Council, acting as the Local Contract Review Board, on October 17, 2017.
The City of Ashland will directly award a contract for professional services associated
with Dam Safety Engineering to RH2 Engineering. The City is a Federal Energy
Regulatory Committee (FERC) Part 12 Dam License and as such, must provide specific
professional services to meet Part 12 obligations. These professional services must be
performed by a consultant with Dam Safety Engineering experience and the individual
must have a resume and background approved by FERC. RH2 has a staff licensed
engineer with appropriate experience and resume approved by FERC. The work will be
performed within the currently adopted City ofAshland FYI 8119 Biennium Budget.
It has been determined based on written findings that the Special Procurement will be
unlikely to encourage favoritism in the awarding of public contracts or to substantially
diminish competition for public contracts, and result in substantial cost savings or
substantially promote the public interest in a manner that could not be realized by
complying with the requirements that are applicable in ORS 27913.055, 27913.060,
279B.065, or 27913.070.
An affected person may protest the request for approval of a Special Procurement in
accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be
delivered to the following address: City of Ashland, Public Works Department, Paula
Brown, P.E., 20 E. Main St. Ashland OR. The seven (7) protest period will expire at
5:00pm on October 24, 2017.
This public notice is being published on the City's Internet World Wide Web site at least
seven days prior to the award of a public contract resulting from this request for approval
of a Special Procurement.
Form #9 - Special Procurement - Request for Approval, Page 3 of 3, 10/10/2017
Council Business Meeting
October 17, 2017
Title: Establishment of the Alan C. Bates Public Service Award
From: Rich Rosenthal Councilor
rich@counci 1. ash land. or. us
Summary:
This item is to establish an annual public service award in memory of Dr. Alan Bates.
Actions, Options, or Potential Motions:
I move to approve the establishment of the Alan C. Bates Public Service Award.
Staff Recommendation:
N/A
Resource Requirements:
There are minimal hard costs related to this award. They would include costs related to the
creation of a plaque(s). There will be soft costs connected to staff time to organize the
nominations, order plaque(s), and planning of whatever recognition event Council deems
appropriate.
Policies, Plans and Goals Supported:
N/A
Backl4round and Additional Information:
At its Aug. 14, 2017 study session, the City Council expressed interest in establishing an annual
award in memory of late senator Dr. Alan Bates, who represented Ashland and southern Oregon
in state legislature for 16 years. The proposed resolution creates the Alan C. Bates Public Service
Award to be bestowed at the annual "State of the City" event along with the existing James M.
Ragland Volunteer Spirit Award.
If approved, the Bates Award would serve as a way to recognize and thank individuals in the
public sector for outstanding efforts in making Ashland a better place. Potential honorees could
be:
• Elected or appointed officials
• Government employees/staff
• Community members engaged in public policy
Unlike the Ragland award, nominations would be submitted from the Mayor, City Councilors,
Parks and Recreation Commissioners, the City Recorder and City administration, to include
department heads, using the attached nomination form. The award winner(s) would be
determined by balloting conducted by the Mayor and City Council.
Page 1 of 2 CITY OF
-ASHLAND
Councilor Slattery discussed the idea of a Bates Award with Alan's wife, Laurie, who supports
the concept. City staff is not aware of other organizations or agencies planning a recurring award
in remembrance of Senator Bates.
Attachments:
Draft Nomination Form
i
Page 2 of 2 CITY OF
-ASHLAND
CITY OF
-AS H LAN D
ALAN C. BATES
PUBLIC SERVICE AWARD
2018 NOMINATION FORM
Name of Nominee:
Organization:
Address of Nominee:
Phone of Nominee: Email of Nominee:
Name of person making nomination:
Phone of Nominator: Email of Nominator:
Mailing Address of nominator:
(You may use page two of this form or additional paper, as necessary.)
Please describe nominee's public service (be specific):
How long has the nominee performed that service?
How did this effort benefit the community?
What awards or recognition has the nominee received for their service?
What other information about this nominee should be considered?
Page 1
Please return to Mayor's Office, City Hall, 20 East Main Street, Ashland, OR 97520
by Wednesday, December 13, 2017
ALAN C. BATES PUBLIC SERVICE AWARD
IN MEMORY OF ALAN C. BATES I
ESTABLISHED BY THE MAYOR AND CITY COUNCIL ON TUESDAY, OCTOBER 17, 2017.
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Council Business Meeting
October 17, 2017~
Title: Approval of a Resolution for the City of Ashland to Provide a City Building
Three Nights per Week as a Winter Shelter
From: John Karns Interim City Administrator
john.karns@ashland.or.us
Summary:
For the past four years, the City has made Pioneer Hall available for a winter shelter for the
homeless, staffed by volunteers from The Rogue Valley Unitarian Universalist Fellowship
(RVUUF) and Temple Emek Shalom (Temple). In 2016, the Ashland First Congregational
United Church of Christ (UCC) and the South Mountain Friends Meeting (SMFM) agreed to
staff an additional night of shelter for a total of three nights at Pioneer Hall per week.
Actions, Options, or Potential Motions:
I move approval of a resolution titled, "A resolution authorizing the City of Ashland to provide a
city building for a winter shelter three nights per week through April, 2018."
Staff Recommendation:
N/A
Resource Requirements:
The City pays roughly $400 per month for general liability insurance for using a city facility as a
winter shelter. Money is not specifically budgeted for this purpose in the biennial budget,
however the cost is absorbed by the Insurance Fund.
Policies, Plans and Goals Supported:
5.3 Leverage partnerships with non-profit and private entities to build social equity
programming.
Background and Additional Information:
On August of 2013, the City Council adopted a resolution allowing the use of Pioneer Hall as a
one-night-a-week winter shelter for the homeless and establishing conditions and policies
governing the use of the building. On September 3, 2013, Council updated the previous
resolution to allow for dogs in the shelter. In December of 2013 and again on December 18,
2016, Council authorized approval for additional shelter nights, for a total of three nights per
week (Tuesday, Thursday, Sunday). The Temple, RVUUF, UCC, and SMFM have all verbally
indicated a willingness to provide volunteers and take responsibility for shelter operations this
winter if the City provides a building.
Attachments:
Draft Resolution
Page Iof I CITY OF
-ASHLAND
RESOLUTION NO. 2017-
A RESOLUTION AUTHORIZING THE CITY OF ASHLAND TO
PROVIDE A CITY BUILDING FOR A WINTER SHELTER THREE
NIGHTS PER WEEK THROUGH APRIL, 2018
RECITALS:
A. Rogue Valley Unitarian Universalist Fellowship (RVUUF) and Temple Emek Shalom
(Temple) wish to partner with the City of Ashland to provide shelter for homeless
community members at a City building two nights per week from November, 2017, through
April, 2018.
B. The First Congregational United Church of Christ (UCC) and the South Mountain Friends
Meeting (SMFM) wish to partner with the City of Ashland to provide shelter for homeless
community members at a City building one night per week from November, 2017, through
April, 2018.
C. RVUUF, Temple, UCC, and SMFM will provide volunteers to staff, manage and clean the
shelter.
D. The City is willing to provide a building up to three nights a week for a winter shelter in
accordance with the provisions below.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Provision of a Shelter.
Ashland will provide a City building for use as a shelter for homeless community members three
nights per week under the terms and conditions set forth herein.
SECTION 2. Terms and Conditions.
a. This building is offered for the period November, 2017, through April, 2018.
b. Prior to staffing a City-owned facility, volunteers must sign a waiver releasing the City
from liability for any personal injuries to them.
c. The shelter will be staffed by volunteers from RVUUF, Temple, UCC, and SMFM who
are certified to staff an overnight shelter. RVUUF, Temple, UCC, and SMFM must
provide to the City Administrator written assurance that every volunteer who will staff
the shelter is certified to have completed appropriate training on the emergency plan,
mental health plan and emergency communications for the shelter and has passed
criminal background checks.
d. Each night of operation of the shelter, at least one male volunteer and one female
volunteer will staff the shelter from 8:00 p.m. to 8:00 a.m. If volunteers of each gender
are not available on a given night, RVUUF or the Temple shall notify the City
Administrator by no later than 3 p.m. of the night of the shelter that the volunteers will be
of the same gender. If the City Administrator is not available, RVUUF or the Temple
shall notify the Director of Ashland Parks and Recreation. If the minimum number of
certified volunteers of each gender are not available for the entire time, the shelter will
not be opened that night.
Page 1 of 3
e. Shelter occupancy will be limited to 42 guests on a first come, first serve basis.
f. Shelter will open at approximately 7:30 p.m. and close the following morning at 7:30
a.m. Doors will be locked at 10:00 p.m. with no re-entry for any that leave.
g. City insurance requires sleeping space for single men be separate from sleeping space for
families and single women. Buildings must have separate restrooms for men and women.
h. Ashland Parks & Recreation will identify the building to be used and provide access.
The priority from an operational and safety perspective is Pioneer Hall and the
Community Center, in that order. Due to Pioneer Hall's structural deficiencies, it may
become unavailable at any time - particularly when snow loads or high winds are
predicted - for use as a winter shelter. If no City-owned facilities are available on a
particular night due to safety concerns or prior booking, a winter shelter building for that
night will not be the responsibility of the City.
i. No showers or food service will be made available during the hours of operation.
SECTION 3. Shelter Policies.
Operation of the shelter shall, to the greatest extent feasible, comply with the following
guidelines:
a. Shelter services must be provided with dignity, care, and concern for the individuals
involved.
b. The buildings used as a shelter will comply with City, County and State Building, Fire
and Health Codes, unless exemptions have been obtained from the appropriate agencies,
and must be maintained in a safe and sanitary condition at all times.
c. Upon entering the shelter facility each night, each guest must sign in, and sign an
agreement committing to comply with shelter rules, absolving the City and volunteers of
any responsibility for the security of the guest's personal property, releasing the City and
volunteers from all claims of liability for property damage or personal injury arising from
operation of the shelter or use of the City's building and certifying that he or she is
eighteen years of age, or older.
d. No cooking.
e. No drugs, alcohol, or weapons will be allowed in the shelter property at any time.
f. No pets will be allowed in the shelter, except as described in Section 4, below.
g. No disorderly conduct will be tolerated.
h. No threatening or abusive language will be tolerated.
I . No excessive noise will be tolerated, e.g. loud radios, telephone conversations, etc.
j. Smoking will be restricted to the outdoors in designated areas.
k. All guests should maintain their own areas and belongings in an orderly condition.
1. If a volunteer/staff member accepts any item from a guest for safe keeping at least one
other volunteer/staff member will witness the transaction.
in. Failure to comply with shelter policies may disqualify a guest(s) from future stays.
n. The check-in/check-out process shall be maintained by the volunteers sufficient to ensure
control of the premises and exiting by guests at 7:30 a.m. to allow cleaning and room set-
up by 8:00 a.m.
o. To minimize interference with nearby activities and with other uses of a site to be used as
a shelter on any particular night, volunteers and staff members will ask persons seeking
to become shelter guests to refrain from congregating at the shelter more than one hour
prior to check-in for that night.
Page 2 of 3
SECTION 4. Dogs.
Dogs may be permitted in the shelter under the following circumstances:
a. If taken outside for biological needs, dogs must be leashed.
b. Shelter volunteers are to devise and follow procedures to keep dogs away from each other
and other guests as they are being housed for the night and as they exit in the morning.
c. Shelter volunteers must be responsible for cleaning and sanitizing any areas soiled by a
dog or dogs. Such cleaning is to be done to the satisfaction of City facilities maintenance
staff.
d. Dogs that become threatening to others or are otherwise unmanageable will be required
to leave the shelter.
e. Shelter volunteers must notify the Ashland Police Department in the event a dog bite
breaks the skin of an emergency shelter guest or volunteer.
SECTION 5. This resolution takes effect upon signing by the Mayor.
This resolution was duly PASSED and ADOPTED this day of , 2017, and
takes effect upon signing by the Mayor.
Melissa Huhtala, City Recorder
SIGNED and APPROVED this day of , 2017.
John Stromberg, Mayor
Reviewed as to form:
David H. Lohman, City Attorney
Page 3 of 3
Council Business Meeting
October 17, 2017~
Title: Request for Direction from Council to Draft a Resolution to Authorize a
Ballot Measure for a GO Bond for the Police Phase 2
From: Tighe O'Meara Police Chief
Tighe. omeara(cD-ash land. or. us
Summary:
Staff is seeking direction from Council as to whether or not staff should draft a potential ballot
measure for a general obligation (G.O.) bond for the May 2018 election to complete buildout of
the Police Station Phase 2/E0C.
Actions, Options, or Potential Motions:
I move to direct staff to prepare a ballot measure concerning the issuance of a general obligation
bond and return with said ballot measure for Council review as recommended to the Council by
the City Hall Advisory Committee.
Staff Recommendation:
Staff recommends that Council give staff direction on this matter.
Resource Requirements:
This action requires only staff resources at this time.
Policies, Plans and Goals Supported:
The buildout of the Phase 2/EOC was approved, but not funded, by Council in 2011.
BacklZround and Additional Information:
In 2011 the Public Safety Bond Committee completed a study of the existing police facilities,
noting that they were deficient and in need up an upgrade and expansion. One of the
recommendations made by the committee was that the rehab and expansion of the police
department occur in two phases. Phase 1 was to be a remodeling of the then-current building and
an expansion to increase square footage to approximately 9,500 square feet. Phase 2, which has
yet to be undertaken, is meant to be a further expansion of the building to include an emergency
operations center/training facility for the department. The committee's recommendation (in
2011) was that phase 2 be completed after funding could be identified. At the time the decision
was made to use asset forfeiture money held by the police department, and other on-hand city
financial resources to accomplish phase 1 as the public had just approved a public safety bond
for fire station 2. It was thought that the voters would not be amenable to another bond so
quickly after the first.
In anticipation of trying to move this project forward, in late 2015 the police department re-
established contact with phase 1 architect David Straus of Straus and Siebert. The police
department has used remaining asset forfeiture money and budget savings from the 2015-2017
Pagel o172 CITY OF
ASHLAND
budget cycle to contract with Straus and Siebert to provide architectural services for the planning
stages of the EOC/Phase 2 build out. This has been accomplished already and a bid book is being
finalized, as are final architectural drawings. The drawings attached to the communication are
from what should be the penultimate drawings, already in possession of the police department.
More recently, as the Council and city staff have been studying, through the ad hoc City Hall
Advisory Committee, the possible options involving City Hall, it was pointed out that the build
out of the EOC/Phase 2 could be done in conjunction with the city hall discussion as the phase
2/EOC structure could be used as temporary work space for displaced city hall staff members
while city hall is worked on. As a result of the ad hoc committee's work it was recommended
that the Council approve a G.O. Bond ballot measure for the May 2018 election in an attempt to
move this project forward, while continuing to work through the City Hall possibilities.
At the October 3 2017 business meeting, Council directed staff to return with more information
on the history of and plans for the potential EOC/Phase 2 build out.
Attachments:
Architectural Drawings for the EOC/Phase 2 Build Out
Additional Links:
11/14/2011 Study Session Minutes:
https: //ww-w. ashland. or. us/Agendas. asp?AMID=4724&Di splay=Minutes
11/15/2011 Business Meetings Minutes:
https://www.ashland.or.us/Agendas.asp?AMID=4725&Display=Minutes
Public Safety Bond Committee Final Report to Council from 2011
https://www,.ashland.or.us/Files/Police Station%20E1p%20Atth.pdf
CC and Report from the City Hall Advisory Committee
littps://www.ashland.or.us/SIB/files/100317 ad hoc City Hall Reccomendation.pdf
i
Page 2 of 2 CITY OF
ASHLAND
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Council Business Meeting
October 17, 2017
Title: City Hall Options Information
From: John Karns Interim City Administrator
karnsj@ashland.or.us
Summary:
Along with the report from the City Hall Ad Hoc Committee that the Council received at the
October 3rd business meeting, this is additional information that Council can use in identifying
the best alternative for rebuilding/relocating City Hall.
Actions, Options, or Potential Motions:
This is for additional information only.
Staff Recommendation:
N/A
Resource Requirements:
N/A
Policies, Plans and Goals Supported:
City Council Goal 4.4: Examine city hall replacement and other facility needed.
Background and Additional Information:
In 2015, Council directed to staff to complete a new seismic study on City Hall and to move
forward with a comprehensive examination of options for replacing or rebuilding City Hall. The
City contracted with Miller Engineering to complete the seismic study and with ORW
Architecture to evaluate and develop options for replacing or rebuilding City Hall. In January
2017, the Council reviewed the ORW feasibility study for the replacement of City Hall and in
April of 2017 appointed an ad hoc City Hall Advisory Committee to review feasible alternatives
for the replacement of City Hall and to recommend an amount for a GO Bond for a future
election date and include $1 million to complete Phase If construction of the Police Department
and Emergency Operations Center facility. As noted in the Committee's final report, the eleven-
person committee met ten times over the past four months. 74% of the 2016 Citizen Survey
respondents indicated support of making City Hall earthquake resilient.
Attachments:
Memo from the Interim City Administrator
Memo from Public Works on RFQ options
Page 1 of I CITY OF
ASHLAND
CITY OF
ASHLAND
Memo
DATE: October 10, 2017
TO: City Council
FROM: John Karns
RE: City Hall Options
At the business meeting on October 3 Council received the report from the City Hall ad hoc committee
with the three options the committee recommended for further consideration. This is a complex issue
with many variables. This memo is simply to provide you more information going forward and offer
some potential "road maps" on how to achieve them.
The impetus behind the renovation/replacement project for City Hall is primarily to provide a reasonably
safe environment for those working in the structure. The obvious life safety issue notwithstanding, one
of the most important functions of a city post temblor or other disaster is community recovery, which
can be measured in months and often years. The functions, records, and processes that occur in City
Hall are critical to that phase of an event. The exposure of the Pacific Northwest to a seismic event on
the Cascadia Subduction range is well documented. Over the last 10,000 years, that zone has
experienced a major subduction every 341 years as an average. The last event was January 26, 1700.
The City Hall structure is a combination of two buildings, one built in 1889 and one built in 1913. It is
of an unreinforced masonry (URM) design meaning there is no steel reinforcement within the walls as is
required today. The building has seen many uses over the years and has been modified numerous times
in an attempt to meet the needs of those uses. The building is also unsupported on three sides. While
URM buildings are always vulnerable during earthquakes, a URM building with three sides unsupported
is particularly susceptible to failure. During a significant temblor the facility will likely experience
substantial failure of its wall, floor, and roof systems.
The 1913 remodel included the addition of what is currently the City Administrator and Mayor's office.
Also the area where Utility Billing is in now was enclosed to be used for parking of Fire apparatus. The
stucco was applied over the brick but other than that, nearly everything pictured in the top picture is still
there. That exterior wall you can see in the picture is still the exterior wall today, just with stucco over
the brick.
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The City Hall Ad Hoc Committee did an admirable job of analyzing a great deal of information and
interpreting the various options presented. The Committee created a process to "value" the criteria of the
various options that ultimately produced the three options have already presented to you. I utilized the
same criteria the committee used and presented it to both the employee groups of the City Hall and
Community Development buildings as well as the customers who patronize those facilities. While
clearly this process was not as formal or controlled as the Committee's, it is still an important
perspective of those who utilize the facilities potentially affected by the decision to renovate or relocate
City Hall. The information for those two surveys are at the end of this memo.
The following are the three alternatives that the committee recommended:
Rebuild and Expand City Hall on Existing Site
As noted in the ad hoc Committee report, this alternative keeps the existing City Hall site and rebuilds the
structure in its current location. The recommendation would be to add one floor and a basement. There was some
concern that the stucco fagade should retained for historic value though it should be noted that the original fagade
was brick, not stucco. This original brick look could be realized during the rebuilding of the structure by utilizing
a brick veneer, in keeping with the downtown look.
The funding mechanism would likely be a general obligation bond ideally in May. A May election does not
require 50% voter turnout because of the passage of Measure 56 in November 2008. Language for the ballot
measure would need to be complete and approved by the end of the preceding February.
PROS
• This alternative keeps the functions of City Hall downtown
• This alternative would address the failing building systems that are currently a challenge
• The City owns the site and no additional property would need to be purchased.
• Potentially the least expensive option
CONS
• The employee and customer parking shortages would not be addressed.
• Key operations remain in the inundation zone of Hosler Dam
• Construction may have substantial impact on commerce, tourism, and vehicle circulation, downtown
parking, and pedestrian traffic
• Does not provide centralized services
• City Hall staff would need to be relocated during construction
New City Hall at Civic Center/Retain ComDev Downtown
The original alternative places City Hall at the civic center complex adjacent to the Police Station and keeps
ComDev in place. Staff recommends that Council consider moving both the City Hall and ComDev operations if
this alternative is considered. The existing court/Council Chambers would be demolished, and those meeting
spaces and offices would be incorporated into a new structure built on that site and extending onto the current
open area behind the existing building. The existing parking area may be expanded as needed.
The funding mechanism would likely be a general obligation bond ideally in May. A May election does not
require 50% voter turnout because of the passage of Measure 56 in November 2008. Language for the ballot
measure would need to be complete and approved by the end of the preceding February. If the operations of City
Hall and ComDev were combined and the existing ComDev building sold, those funds could be directed to the
project reducing the overall cost.
PROS
• The operations of City Hall and ComDev could be consolidated
• Places Public Works administration close to Public Works operations
• Near the geographic center of the community
• The City owns this property and no additional property would need to be purchased.
2
• The employee and customer parking shortages would be addressed.
• City Hall staff would not need to be relocated during construction
• City Hall and ComDev operations would be adjacent to the EOC
• Construction would have nominal impact on commerce, tourism, vehicle circulation, downtown parking,
and pedestrian traffic
CONS
• The functions of City Hall would no longer be downtown
Briscoe School - Relocate City Hall and ComDev to Briscoe
This alternative calls for the City to acquire the Briscoe school property from the Ashland School District and
move the operations of both City Hall and ComDev to that location. The ComDev facility would be sold and
those funds used to rebuild the school facility.
This alternative would require acquiring the Briscoe School property from the Ashland School District. Whether
the purchase is through cash or deferral of future development costs, this would need to be calculated into the
overall project expenses. The construction costs would likely be a general obligation bond ideally in May. A May
election does not require 50% voter turnout because of the passage of Measure 56 in November 2008. Language
for the ballot measure would need to be complete and approved by the end of the preceding February.
PROS
• City operations still retains a near "downtown" location.
• City Hall and ComDev operations are consolidated.
• The employee and customer parking shortages would be addressed
• Potential use of playground/field by Ashland Parks
• City Hall staff would not need to be relocated during construction.
CONS
• The City would need to acquire the property either through outright purchase or a deferral of future
development costs for ASD projects (unknown at this time). It is important to realize that in deferral of
costs, the City still realizes a "payment" through reduced revenues and staff time commitment.
• Some additional parking would be needed, not a significant hurdle however
• Structure has a great deal of deferred maintenance issues, including the need for complete seismic retrofit
and would require a number of building system upgrades and tenant improvements. There is an on-site
underground fuel storage tank that will need to be decommissioned or removed.
• Probably the most expensive option
• Property zoned residential
All alternatives would provide for the desired "safe working environment" that is the focus of the project.
For the second and third alternative, the City would need to decide whether to divest itself of the current
City Hall property or retain it for some other civic use. The City Attorney has already stated that the
deed covenant should not influence the decision as to which alternative is best for the community. If the
City Hall is retained, it would need to be seismically stabilized and some of the building systems
repaired or replaced. We do not recommend performing seismic stabilization without addressing the
building's aging systems. A potential use of the rehabilitated structure would be to utilize it for
community meeting rooms, move Ashland Police Department's contact station to that location, and
possibly rent some of the space to a third party, potentially the Chamber of Commerce.
Since the goal of this project is to provide a reasonably safe working environment for City employees
working in City Hall, I recommend that the Council give the process three years to be implemented. If a
decision on the best alternative hasn't been made and/or a funding source hasn'tbeen identified within
3
three years, the staff of City Hall should be relocated to a facility offering seismic stability until such
time the rebuilding or relocating of City Hall is complete.
Moving forward the next step is to acquire the costing and design information for the three alternatives.
Clearly this would be necessary before making the decision. In concurrence with the Ad Hoc
committee's recommendation, I recommend that we proceed with acquiring the design and costing
information for the three alternatives, unless Council feels strongly either for or against one or more of
the three options and wishes to limit the design and costing to fewer site. I would also recommend that
with the second alternative, we strongly consider moving the ComDev operation to the civic center
location along with City Hall operations. While providing the desirable consolidation of services, it
would allow the City to sell the exiting ComDev building and help fund the project.
The funds for this type of study are typically funded from the facilities budget and there is $100K
budgeted in this biennium for facilities related studies. Staff believe that this sum will cover the costs to
acquire the necessary design and costing information for all three alternative (or any mix of alternatives
Council would prefer).
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Customer Preferences for a New City Hall
10
9
8
7
6
5
4
3
2
1
0
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■ Community Development Customers ■ City Hall Customers
5
Community City Hall Customers Total
Development Customers
Cost effective 4 6 10
Provides flexibility 3 2 5
Acceptable to Voters 6 6
Preserves a civic use of existing City Hall 3 3
Retains downtown presence 1 5 6
Provides Off-street Parking to employees & customers 6 3 9
Provides parking that can be converted to other uses 1 1
Services are conveniently located (within a short walk) 1 5 6
Provides consolidates services (within the same building) 2 2 4
Potential to increase public parking 1 1
Located on Plaza
Preserves historic fagade of an existing building 2 2
Avoids Legal cloud relating to deed 2 2
Outside Hosler Dam inundation zone 1 1 2
Construction Impact (on commerce, etc.) 1 1
6
Employee Preferences for City Hall
In order of highest to lowest, here are the employee rankings by City Hall employees.
1) Provides consolidated services (within the same building)
2) Provides off-street parking for employees and customers
3) Services are conveniently located (within a short walk)
4) Cost effective (wise use of public money)
5) Outside Hosier Dam inundation zone
6) Retains downtown presence, Preserves historic fagade of an existing building.
The remaining criteria did not receive any dots from City Hall employees:
• Site (location of new building) provides flexibility
• Preserves historic use of existing City Hall (not necessarily current administrative functions)
• Provides parking that can be converted to other uses
• Potential to increase public parking (may accommodate a surface lot or parking structure)
• Located on the Plaza
• Avoids legal cloud relating to current deed
• Construction Impact (on traffic, parking, pedestrians, businesses, residences)
Here are the employee rankings, highest to lowest, by Community Development/Public Works employees.
1) Provides off-street parking for employees and customers
2) Retains downtown presence
3) Site location provides flexibility, Services are conveniently located (within a short walk),
Outside Hosler Dam inundation zone (each received the same number of dots)
4) Preserves historic use of City Hall, Provides consolidated services (within same building),
Potential to increase public parking (may accommodate a surface lot or parking structure) (each received
the same number of dots)
5) Acceptable to voters, Preserves historic facade (each received the same number of dots)
6) Cost effective (wise use of public money)
The remaining criteria did not receive any dots from Community Development/Public Works employees::
• Located on Plaza
• Avoids legal cloud relating to current deed
• Construction impact (on traffic, parking, pedestrians, businesses, residence
7
I
CITY OF
Memo ASHLAND
Date: October 11, 2017
From: Paula C. Brown, PE, Public Works Director
To: John Karns
CITY HALL OPTIONS REQUEST FOR QUALIFICATIONS IDEAS AND
Re: PROCESS
Background:
At the business meeting on October 3 Council received the report from the City Hall ad hoc
committee with the three options that the committee recommends for further consideration.
Realizing the complexity of this issue, the Council was left with many variables and several
options to consider.
Next Steps:
As Council continues to refine options, it is suggested that Council consider a Request for
Qualifications (RFQ) proposal for this multi-step project. In this concept, staff would select a
firm with appropriate qualifications; architectural, engineering, site design and planning, to
develop a step by step approach to selecting a preferred solution.
A RFQ allows the city to specify the type of work, phases, the qualifications desired of the
consultant team, a review of comparable completed jobs, and recommendations of the consultant
team.
The RFQ outlines the stages of the project; for instance
Phase 1: conceptual design and conceptual costs for each of the selected
alternatives to include risks associated with each alternative and a relative time
line
Phase 2: develop a process to select an alternative to include cost, timing, City
functions performed at the site(s) and moves, City property options (purchase,
sale, re-functioning, etc.), public input
Phase 3: develop full engineering design and plans for the selected alternative and
final cost analysis (typically completed as 70% draft then final)
Phase 4: construction management services to assist with any site changes and quality
control
Each phase is separately negotiated for cost, scope and time, and a separate contract is completed
for each phase. A clause in the RFQ and initial phase could indicate the intention to continue
with subsequent phases but allow the City to stop at any time and renegotiate each phase
independently through a separate RFP process. The selected consultant would be provided all
previous studies and seismic reports. All contracts and scopes of work would go to council for
approval.
PUBLIC WORKS DEPT Tel: 541/488-5347
20 E. Main Street Fax: 541/488-6006 IW
Ashland OR 97520 TTY: 800/735-2900
www.ashland.orms
CITY OF
ASHLAND
Memo
TO: City Council
FROM: Mayor Stromberg
DATE: October 11, 2017
RE: Appointment of City Administrator
John Karns was appointed Interim City Administrator, and confirmed by the Council,
approximately 11 months ago. Interim appointees usually perform a caretaker function, avoiding
change and difficult problems in order to provide an uneventful bridge between the previous and
subsequent administrations.
John has been just the opposite. He set to work immediately to improve City government:
- Emphasized a culture of teamwork and open communication from the Leadership Team
out into the entire organization.
- Tackled problems such as public dissatisfaction with the way Com Dev processed
development projects.
- Created a management and supervisory skills development program for aspiring
managers.
- Launched an annual Team Ashland program to give interested citizens a direct experience
of the many aspects of City services, that is receiving enthusiastic approval both from the
participants and the employees conducting the component sessions.
- Flexed the Emergency Shelter program to include extreme weather conditions beyond
simply low temperatures.
- Strengthened already existing bonds with the community.
- Oversaw the selection process for three new Department Heads (Administrative Services,
Public Works and Fire Chief) and elevated the HR Director to Department Head level.
- Helped produce a balanced budget for 2017-19 that absorbed an increased PERS
assessment of $1.1 million.
At the same time City staff supported, or is currently supporting, a number of important initiatives,
including:
- The Climate Energy Action Plan
- Ashland Water Advisory Committee - 2
- City Hall Ad Hoc Committee
- Clean-up of the Railroad Property
- Winter Shelter with community partners
- Increasing police staffing
ADMINISTRATION Tel: 541488-6002
20 East Main Street Fax: 541-488-5311 VAR
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
I
CITY OF
ASHLAND
The J
"Strategic Management" process*
Council's S- Revitalization of the Leadership Team*
to begin this fall)
Looking ahead, persistent problems with housing, maintaining order in public spaces,
beautification and urban design of our commercial areas, making the community more
resistant/resilient to wildfire, and preparing for further demands on the City's finances due to
predicted PERS increases in our next two biennia will all put additional demands on City
government as a whole.
It is in the context described above that I have decided to ask the Council to confirm the
appointment of John Karns to the position of City Administrator through July, 2019 and to agree
to begin the process of recruitment for his replacement early in January, 2019, so that she or he
will take over once the new budget has been approved.
I want to make sure to preserve the cultural and management improvements John has put in
place, keep his direction over on-going and developing projects and ensure the continuity of his
leadership through the next biennial budget process.
i
John has also proposed to conduct an anonymous 360-degree feedback survey of the Council,
Mayor, Dept Heads, second in command managers, a sample of rank and file employees and key
community partners - to identify ways in which he can improve in performing his job.
I believe choosing John Karns as Interim City Administrator was a stroke of good fortune for our
community, and I put forward this next step of his appointment to full City Administrator status
for your consideration.
Respectfully,
John Stromberg
Mayor
ADMINISTRATION Tel: 541-488-6002
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Council Business Meeting
October 17, 2017W
Title: Amending AMC 9.30 to Clarify the Linear Limitation of Smoking
Prohibition
From: David H. Lohman City Attorney
david.lohman@ashland.or.us
Summary:
This amendment would delete AMC 9.3 0.01 OJ, which provides an unusual definition for "within
20 feet of," and which has caused compliance confusion and now seems unnecessary.
Actions, Options, or Potential Motions:
1. A Councilor could move to approve on first reading by title only of, "An ordinance amending
AMC Section 9.30.010 to clarify the linear limitation of smoking prohibition" and move the
ordinance to second reading.
2. Alternatively, Council could move to re-word the current definition to make it clearer or take
no action, leaving the current definition as is.
Staff Recommendation:
Staff recommends approval of this proposed ordinance on first reading.
Resource Requirements:
N/A
Policies, Plans and Goals Supported:
• Keep Ashland a family-friendly community. (Council Goal 7)
• Provide, promote, and enhance the security/safety, environmental health, and livability of the
community. (Quality of Life Administrative Goal)
Backl1round and Additional Information:
The no smoking ordinance for the City's downtown area initially became effective in 2016. The
original ordinance began by adopting the Oregon Indoor Clean Air act (ORS 433.835 et seq.)
so as to make it a violation of City code to fail to comply with the key terms of the Act, which
may be summarized as follows:
1. Smoking or the use of inhalants is prohibited in any public place or a place of
employment except in designated smoking areas as defined in the Clean Air Act. A
public place means any enclosed area that is open to the public. Designated areas
typically relate to sleeping rooms in hotels and motels where smoking is permitted.
2. Smoking is prohibited within 10 feet of entrances, exits, windows that open and
ventilation intakes that serve an enclosed area of a public place or a place of employment.
Page I of 2 CITY OF
ASHLAND
The original ordinance also prohibited smoking or the use of inhalants anywhere in downtown
Ashland.
In April, 2017, the ordinance was amended to include the public parking lot at 160 N. Pioneer
Street in the downtown no smoking area and to expand the 10 foot no smoking buffer from
enclosed outdoor dining areas open to the public and specified features of places of employment
to a buffer of 20 feet.
The change to a 20-foot buffer was accompanied by the addition of a definition of "within 20
feet of in order to avoid unintended impacts on smokers less than 20 feet above (or below) such
enclosed outdoor dining areas or places of employment. The wording of that added definition,
however, has caused confusion and provided no discernible benefit.
Accordingly, the amendment proposed for approval on First Reading simply deletes the
confusing definition in Section 9.30.010J. With this deletion, the term "within 20 feet of in
9.30.020A and B would retain its ordinary meaning: 20 linear feet away from, whether measured
horizontally, vertically, or diagonally.
Attachments:
Ordinance
i
Page 2 of 2 CITY OF
-ASHLAND
ORDINANCE NO.
AN ORDINANCE AMENDING AMC SECTION 9.30.010
TO CLARIFY THE LINEAR LIMITATION OF SMOKING PROHIBITION
Annotated to show deletions and additions to the code sections being modified. Deletions are
bold line eug# and additions are bold underlined.
WHEREAS, Article 2. Section 1 of the Ashland City Charter provides:
Powers of the City. The City shall have all powers which the constitutions, statutes, and
common law of the United States and of this State expressly or impliedly grant or allow
municipalities, as fully as though this Charter specifically enumerated each of those
powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto,
shall possess all powers hereinafter specifically granted. All the authority thereof shall
have perpetual succession.
WHEREAS, the exposure to secondhand smoke is known to cause cancer and other chronic
diseases such as heart disease, asthma and bronchitis.
WHEREAS, reducing exposure to smoke on public property with concentrated pedestrian
activity, in enclosed areas open to the public, and in places of employment in the City of Ashland
would benefit the well-being of its citizens.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Chapter 9.30, Section 9.30.010 Definitions is hereby amended to read as follows:
9.30.010 Definitions
The following words and phrases whenever used in this chapter shall be construed as defined this
section:
A. "Cigar bar" has the meaning provided in ORS 433.835(1).
B. "Downtown" has the meaning provided in AMC 10.120.010.13.1.
C. "Enclosed area" means all space between a floor and a ceiling that is enclosed on two or
more sides by permanent or temporary walls or windows, exclusive of doors, passageways or
gaps. If no ceiling is present, "enclosed area" means all space that is included by three or more
sides by permanent or temporary walls or windows, exclusive of doors, passageways or gaps.
D. "Inhalant" means nicotine, a cannabinoid or any other substance that is in a form that allows
the nicotine, cannabinoid or substance to be delivered into a person's respiratory system by
inhalation and is not approved by, or emitted by a device approved by, the United States Food
and Drug Administration for a therapeutic purpose.
Ordinance No. Page 1 of 4
I
E. "Inhalant delivery system" means a device that can be used to deliver nicotine or
cannabinoids in the form of a vapor or aerosol to a person inhaling from the device.
F. "Place of employment" means every enclosed area under the control of a public or private
employer that employees frequent during the course of employment, including but not limited to
work areas, employee lounges, vehicles that are operated in the course of an employer's business
that are not operated exclusively by one employee, rest rooms, conference rooms, classrooms,
cafeterias, hallways, meeting rooms, elevators and stairways. "Place of employment" includes
privately owned enclosed areas where volunteers perform work typically done by employees.
"Place of employment" does not include a private residence unless it is used as a child care
facility as defined in ORS or a facility providing adult day care as defined in ORS 410.490.
G. "Plaza" means the area bounded by and including East Main Street, North Main Street, and
Winburn Way.
H. "Smoke shop" means a business that is certified with the authority as a smoke shop pursuant
to the rules adopted under ORS 433.847.
L "Smoking instrument" means any cigar, cigarette, pipe or other instrument or inhalant deliver
system used to smoke tobacco, marijuana or any other inhalant.
j. "Within 20 feet of' means no eloser than 20 feet away from a physieal feature speeified
in this ehapter, as measured horizontally and fewer than eight feet above ground level.
9.30.020 Smoking Prohibited
A. Except as allowed in AMC 9.30.040, a person may not smoke, aerosolize or vaporize an
inhalant or carry a lighted smoking instrument in a place of employment, in an enclosed area
open to the public, on any sidewalk or on any public or private property within 20 feet of a
sidewalk in Downtown Ashland, on the City property commonly referred to as the Theater
Corridor Walkway (Assessor's Map No. 391E0913C, Tax Lot 901) except for that portion of the
property controlled by leasehold right of the Oregon Shakespeare Festival (commonly known as
the Thomas Theater); on the sidewalk on North Main Street between Granite Street and the
Plaza, on sidewalks on Winburn Way abutting Lithia Park, in the public walkway between 150
and 166 East Main, on the Plaza; on the area at the corner of East Main Street and South Pioneer
Street known as Chautauqua Square; or in the public parking lot at 130 N. Pioneer Street.
B. A person may not smoke, aerosolize or vaporize an inhalant or carry a lighted smoking
instrument within 20 feet of the following parts of places of employment or enclosed areas open
to the public:
1. Entrances;
2. Exits;
3. Windows that open;
4. Ventilation intakes that serve an enclosed area; and
5. Outdoor dining areas.
Ordinance No. Page 2 of 4
C. A person may not smoke or carry any lighted smoking instrument in a room during the time
that jurors are required to use the room.
9.30.030 Smoke Free Place of Employment
A. An employer shall provide a place of employment that is free of tobacco smoke for all
employees.
B. Except in those places described in AMC 9.30.040 A to E, an employer shall post signs that
provide notice of the provision of ORS 433.835 to 433.875.
9.30.040 Exemptions from Smoking Prohibition
A. The owner of person in charge of a hotel or motel may designate up 25 percent of the
sleeping rooms of the hotel or motel as rooms in which smoking is permitted.
B. Smoking of noncommercial tobacco products for ceremonial purposes is permitted in spaces
designated for traditional ceremonies in accordance with the American Indian Religious
Freedom Act, 42 U.S.C. 1996.
C. Smoking is permitted in a smoke shop.
D. Smoking is permitted in a cigar bar that generated on-site retail sales of cigars of at least
$5,000 for the calendar year ending December 31, 2006.
E. A performer may smoke or carry a lighted smoking instrument that does not contain tobacco
while performing in a scripted stage, motion picture or television production if:
1. The production is produced by an organization whose primary purpose is producing scripted
productions; and
2. Smoking is an integral part of the production.
9.30.050 Penalties for Violation
Violations of this chapter are Class IV violations as described in AMC 1.08.
SECTION 2. Savings. Notwithstanding this amendment/repeal, the City ordinances in existence
at the time any criminal or civil enforcement actions were commenced, shall remain valid and in
full force and effect for purposes of all cases filed or commenced during the times said
ordinances(s) or portions thereof were operative. This section simply clarifies the existing
situation that nothing in this Ordinance affects the validity of prosecutions commenced and
continued under the laws in effect at the time the matters were originally filed.
SECTION 3. Severability. The sections, subsections, paragraphs and clauses of this ordinance
are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the
validity of the remaining sections, subsections, paragraphs and clauses.
SECTION 4. Codification. Provisions of this Ordinance shall be incorporated in the City Code
and the word "ordinance" may be changed to "code", "article", "section", "chapter" or another
word, and the sections of this Ordinance may be renumbered, or re-lettered, provided however
Ordinance No. Page 3 of 4
it
that any Whereas clauses and boilerplate provisions (i.e. Sections 2-3) need not be codified and
i
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 72017.
I
Melissa Huhtala, City Recorder
SIGNED and APPROVED this day of 2017.
John Stromberg, Mayor
Reviewed as to form:
David H. Lohman, City Attorney
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Ordinance No. Page 4 of 4