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HomeMy WebLinkAbout2018-01-16 Council Meeting 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 January 16, 2018 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.] 6:30 p.m. Executive Session for real property transaction pursuant to ORS 190.660(2)(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. Executive Session of January 2, 2018 2. Business Meeting of January 2, 2018 VI. SPECIAL PRESENTATIONS & AWARDS 1. Introduction of Fire Chief Mike D'Orazi 2. Update from SOU Small Business Development Center VII. MINUTES OF BOARDS, COMMISSIONS, AND COMMITTEES Airport Conservation Forest Lands Historic Housing and Human Srvs. Parks & Recreation Planning Public Arts Transportation Tree Wildfire Mitigation VIII. 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] IX. CONSENT AGENDA 1. Approval of personal services contract for the preliminary engineering of the Ashland Canal Piping project 2. Flexible service maintenance agreement with the Oregon Department of Transportation 3. Southern Oregon Cooperative intergovernmental agreement for materials and services 4. Request for approval of contract addendum with Northwest code professionals 5. Approval of a resolution titled, "A resolution of the City Council of the City of Ashland, Oregon declaring its intention to reimburse expenditures from proceeds of tax-exempt obligations" 6. Approval of a resolution titled, "A resolution authorizing the investment policy of the City of Ashland and repealing Resolution 2009-33" 7. Special procurement for Water Treatment Plant filter media replacement and filter repair 8. Liquor license application for Restaurant Republic, LLC X. 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 XI. UNFINISHED BUSINESS None XI1. NEW AND MISCELLANEOUS BUSINESS 1. Infill strategy update and ordinance revisions 2. Capital Improvements Plan update 3. Annual appointments to the Citizens' Budget Committee XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS None XIV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XV. 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 I CITY OF ASHLAND DRAFT MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL January 2, 2018 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.] 6:45 p.m. Executive Session for real property transaction pursuant to ORS 190.660(2)(e). Executive Session was adjourned at 7:02 PM 1. CALL TO ORDER Mayor Stromberg called the meeting to order at 7:05 PM H. PLEDGE OF ALLEGIANCE III. ROLL CALL Councilor Slattery, Councilor, Morris, Councilor Lemhouse, Councilor Seffinger, Councilor Rosenthal and Councilor Darrow were present. IV. ELECTION OF COUNCIL CHAIR Councilor Seffinger nominated Councilor Morris as Councilor Chair. Councilor Lemhouse moved to approve unanimous consent for Councilor Morris as Councilor Chair. Councilor Slattery seconded. Discussion: None. All Ayes. Motion passed unanimously. V. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced the current Commission and Committee vacancies. VI. APPROVAL OF MINUTES 1. Study Session of December 18, 2017 2. Business Meeting of December 19, 2017 Councilor Rosenthal moved to approve the minutes. Councilor Seffinger seconded. Discussion: None. All Ayes. Motion passed unanimously. VII. SPECIAL PRESENTATIONS & AWARDS 1. Proclamation regarding January 6, 2017 as Christmas Tree-cycle Day Councilor Lemhouse read the Proclamation (see attached). VIII. MINUTES OF BOARDS, COMMISSIONS, AND COMMITTEES Airport Conservation Forest Lands Historic Housing and Human Srvs. Parks & Recreation Planning Public Arts Transportation Tree Wildfire Mitigation IX. 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] Dennis Miller - 725 Terra Ave., Ashland -Spoke regarding the homeless issue and mental illness. X. CONSENT AGENDA None XI. 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 XII. UNFINISHED BUSINESS 1. Police funding Police Chief, Tighe O'Meara gave a Staff report. He went over statistics from 2017. He explained the Community needs are increasing from the Police Department. Finance Director, Mark Welch gave a Staff report. Council discussed the suggested options: • Transient Occupancy Tax Increase at 1 % • Public Safety Support Fee • Live Entertainment Ticket Tax • Increasing property tax July 2018. • Parking Meter Fees Councilor Slattery questioned if funds are available in the current budget. Mr. Welch answered no. Public Input: Roy Laird -419 Willow St. Ashland- Spoke regarding problems in the downtown area. He spoke that there has been progress made this last year and thanked Council for listening to the Community. He spoke to the importance of Community Policing and the need for Police Officers. Susan Hall-210 East Nevada, Ashland - She suggested Council defer their decision tonight. She spoke that information was not clear and would like Council to look into this further before making a decision. Vanessa Nowitzky-Spoke regarding police funding. She spoke regarding the homeless and mental illness. She suggested options for more social service help. Louise Shawkut- 870 Cambridge, Ashland- Read a letter into the record regarding police funding (see attached). Mayor Stromberg explained that the reasoning for needing more Police Officer's. He spoke that each shift needs 2 officers per person for the officer's and citizen's safety. Chief O'Meara spoke regarding the lack of staff and the importance for having enough officers to deal with more than one confrontation at a time. Council discussed the proposed options. Councilor Slattery spoke that he is opposed to a surcharge and a TOT tax increase. Councilor Morris spoke that he would be in support to have a service fee for one year until the City can find another source of funding. Councilor Lemhouse spoke to the importance of having public safety he spoke that the longer the City waits the more risk is being put on the Community. He spoke in support of the Public Safety Fee and TOT tax increase options. Councilor Seffinger spoke that in order to keep Community safe we need the 4 Officers per shift. She spoke that this is safety for the citizen's as well as the homeless. She spoke in support of the Public Safety Fee and TOT tax increase options. Councilor Rosenthal agreed that the proposed Public Safety Fee and TOT tax increase options were a good idea. He spoke that a decision needs to be made but also would like to look into the Entertainment tax option. Councilor Darrow spoke that she is not in support of the Public Safety Fee. She spoke that the City attracts hundreds of tourists and visitors and then taxes•the locals. She spoke in favor of a TOT tax increase. Mr. Welch spoke that if Council adopted a Public Safety Fee it would have to be spent on the Police Department. He explained if Council adopted the TOT tax increase that could be for the Police Department as well as other things. Councilor Lemhouse moved to authorize the hiring of two additional officers and request Staff to come back with a detailed plan for the I% TOT tax increase, and; what a live ticket entertainment tax would look like which would include information from the stakeholders from each group. This will be brought to Council at the next available meeting. Councilor Darrow seconded. Discussion: Councilor Lemhouse explained the importance of having a funding plan and to look into other suggestions. Councilor Darrow spoke that this is a good way to look at options and spoke in support of the motion. Councilor Morris spoke that he is not in support of the motion. He spoke that he doesn't like the idea of backfilling funds. Councilor Seffinger spoke in concern of relying on the tourist industry after this last fire season. She spoke that she would prefer finding multiple funding streams. Councilor Slattery spoke in concern with a TOT tax increase. He spoke to the importance of setting spending priorities. Councilor Lemhouse explained that this motion would allow Staff to get questions answered by the next meeting and allow Council to look at different ways for funding. Councilor Rosenthal spoke in support of the motion. Mayor Stromberg explained that the City has 1.7 million that already needs to be backfilled in the General Fund. Chief O'Meara explained that he is ready to move forward with the process once the funding is approved. He spoke that recruitment is done. If funding approved, he could have Officers on board within weeks. Interim City Administration, John Karns spoke that it would be difficult for Staff to get information on Entertainment Ticket Tax before the next meeting. Roll call vote: Councilor Rosenthal, Councilor Lemhouse, and Councilor Darrow: YES. Councilor Morris, Councilor Slattery and Councilor Seffinger: NO. Mayor Stromberg: NO. Motion failed. Councilor Slattery moved to fund two Police Officers. Councilor Seffinger seconded. Councilor Slattery spoke that this motion would allow the Police Chief to move forward with the hiring process. He spoke that the City needs to work on funding mechanisms. Councilor Seffinger agreed with Councilor Slattery. Councilor Lemhouse spoke in support of the motion. He spoke that he would like more detailed information on what funding options could be done. He spoke to the importance of this issue. Councilor Morris spoke against the motion. Councilor Rosenthal spoke in support for funding the Police Officers. He spoke that a revenue mechanism should be identified tonight.. Councilor Darrow spoke in support of the motion. Councilor Rosenthal moved to amend the motion to adopt the Public Safety Support Fee as a revenue mechanism until another revenue mechanism is adopted. Councilor Morris seconded. Discussion: Councilor Lemhouse spoke in support of the motion. It was clarified that this fee would be the $2.00 a month suggested by Staff to support two Police officers. Councilor Morris spoke in support of the amendment and looks forward to looking for another funding mechanism. Councilor Lemhouse spoke in support of the amendment to make this a temporary funding mechanism until another one is found. Councilor Seffinger spoke in support of the amendment. She spoke that this to the importance to looking into funding options for all programs. Councilor Darrow spoke in appreciation of the motion but cannot support it due to relying on utility fees. Councilor Slattery agreed with Councilor Darrow and spoke against the amendment. He spoke to work on different funding mechanisms. Roll call vote to the amendment: Councilor Morris, Councilor Lemhouse, Councilor Seffinger and Councilor Rosenthal: YES. Councilor Slattery and Councilor Darrow: NO. Motion passed 4/2. Roll call vote to the main motion: Councilor Slattery, Councilor Morris, Councilor Lemhouse, Councilor Seffinger, Councilor Rosenthal and Councilor Darrow: YES. Motion passed unanimously. Councilor Lemhouse moved to direct Staff to come up with a detailed potential plan for revenue involving the options put forward tonight or any others found before the beginning of the 21d fiscal quarter. Councilor Slattery seconded. Discussion: Councilor Slattery spoke that this is a good timeline and would like to see it happen. Councilor Seffinger spoke in support of the motion. She spoke that she would like to find a way of funding with the least affect on the citizens. Councilor Morris spoke in support of the motion. Roll Call Vote: Councilor Slattery, Councilor Morris, Councilor Lemhouse, Councilor Seffinger, Councilor Rosenthal and Councilor Darrow: YES. Motion passed unanimously. 2. Clarification of Council Rules City Attorney, David Lohman gave a Staff report. Council discussed the remaining questions: 2. Question: Should minutes of City advisory bodies be included in the Council agenda packets, along with a summary of which advisory bodies have met recently? Mr. Lohman explained there is a new mechanism and all minutes are on the Council Agenda as item 8. 4. Question: During a Council meeting, how should a Councilor go about adding an item to the agenda? Council gave consensus to keep the current process. 5. Question: Outside of a meeting, how should a Councilor go about getting a matter added to an upcoming meeting agenda? Council gave consensus to keep the current process. 6. Question: How should a citizen go about getting a matter added to a Council meeting agenda? Council gave consensus to keep the current process. 7. Question: How should a Councilor seek removal or postponement of a scheduled agenda item? Council gave consensus for a removal or postponement on an agenda to be a vote of the Council. Council gave consensus to look over the remaining questions and send responses to Staff. Once reviewed Staff will bring back the items to a future meeting. XIII. NEW AND MISCELLANEOUS BUSINESS None XIV. ORDINANCES. RESOLUTIONS AND CONTRACTS None XV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XVI. ADJOURNMENT OF BUSINESS MEETING The Business Meeting, was adjourned at 9:45 PM Respectfully submitted by: City Recorder, Melissa Huhtala Attest: Mayor, John Stromberg 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 Council gave consensus to keep the current process. 6. Question: How should a citizen go about getting a matter added to a Council meeting agenda? Council gave consensus to keep the current process. 7. Question: How should a Councilor seek removal or postponement of a scheduled agenda item? Council gave consensus for a removal or postponement on an agenda to be a vote of the Council. Council gave consensus to look over the remaining questions and send responses to Staff. Once reviewed Staff will bring back the items to a future meeting. XIII. NEW AND MISCELLANEOUS BUSINESS None XI V. ORDINANCES, RESOLUTIONS AND CONTRACTS None XV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XVI. ADJOURNMENT OF BUSINESS MEETING The Business Meeting was adjourned at 9:45 PM Respectfully submitte y: ~ n4 b City Recorder, Melissa Huhtala Attest: Mayor, Jo n Stromberg In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's once 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). I PROCLAMATION "32ND ANNUAL CHRISTMAS TREE RECYCLE DAY" • Solid waste disposal and a dwindling capacity in our landfills is a critical national problem. • Garden waste contributes a significant volume in our landfills. • Troop 112 of the Boy Scouts of America, with assistance from the Ashland Parks Department, pick up and chipped Christmas trees in the City of Ashland. • The chipped material was used on park trails and as mulch for plants and did not enter the "waste stream." • The Ashland Lions Club supports this effort by donating volunteer power and equipment to transport the pick-up crews. NOW THEREFORE, the City Council and Mayor, on behalf of the citizens of Ashland, hereby proclaim Saturday, January 6, 2018 as: "CHRISTMAS TREE-CYCLE DAYINASHLAND" and hereby urge all citizens to set out their tree near the curb on Friday, January 5th to be picked up on Saturday, January 61h, and to consider making a donation to assist the Troop in their community service activities. Dated this 2nd day of January, 2018 John Stromberg, Mayor Melissa Huhtala, City Recorder I The vote to hire 5 new employees without a plan in place to pay for them was so disappointing to me. Many of my fellow residents and I feel this vote was fiscally injudicious. In reality, I expected a more responsible action for spending money from you all. And now Council is facing the dilemma of how to pay for this vote. One could have voted to hire none or could have voted for adding one police person each year, one. Or maybe two a year. It seems to me that adding a surcharge to my meter is an easy fix-it requires little thought and innovation. Rather than adding another surcharge or tax to pay for the police personnel, l am in favor of adding parking meters to city owned lots. Why would I be amicable to such a different proposal? There really are reasons! It provides revenue for the police, moves us forward on an issue that is part of ECAP and forward on items identified in the transportation plan. ».»i; q wr a § ~ c u t - a +t d c 011 t sr : . „ ti u - POW y ' "Ply Council Business Meeting Title: Approval of Personal Services Contract for the preliminary engineering of the Ashland Canal Piping project (2015-17 9 p ) From: Paula C. Brown, PE Public Works Director Pau Ia. brown(jc~ash land. or. us Summary: Before the Council is a contract for professional engineering services. The contract is with Adkins Consulting Engineering, LLP for preliminary engineering of the Ashland Canal Piping project per the 2012 Water Master Plan. This project was released through an open request for qualifications (RFQ) based proposals. Adkins Consulting Engineering was selected as the best qualified among three proposers. Since selection, staff negotiated the scope of work and associated preliminary engineering costs with Adkins. Due to the scale of this project, staff has elected to complete only Phase IA defined in the RFQ at this time. Additional phases of engineering services will be negotiated separately after the completion of Phase IA and brought before Council for approval. The goal of this project is to replace the open-channel irrigation canal with below ground pipe(s) in order to improve the water quality in Ashland Creek and to assist with our goal for overall water conservation. Actions, Options, or Potential Motions: Council has the option to approve this contract or refer back to staff for a new request for proposals. Potential motions include: 1. Move approval of a contract for professional engineering services for the preliminary engineering of the Ashland Canal Piping project with Adkins Consulting Engineering LLP. 2. Direct staff to reconsider a new solicitation for the preliminary engineering of the Ashland Canal Piping project Staff Recommendation: Staff recommends Council move to approve the contract for professional engineering services for the preliminary engineering phase IA of the Ashland Canal Piping project with Adkins Consulting Engineering LLP in the amount of $192,257 and authorize the appropriate signatures on the contracts. Resource Requirements: The 2017-19 Biennium Capital improvement Project (CIP) budget includes System Development Charges (SDC) funds for contracted services in the amount of $1,452,000 for this project. This project is 100% SDC eligible. Expenses for this project will be reimbursed through a low interest (1%) Department of Environmental Quality (DEQ) Clean Water State Revolving Fund loan of $1.3 million authorized by Council at the August 1, 2017 business meeting. Page] of 3 CITY OF -ASHLAND Policies, Plans and Goals Supported: City Council Goals: 29 Promote conservation as a long-term strategy to protect the environment and public utility needs. 30 Deliver timely life-cycle capital improvements. 31 Maintain existing infrastructure and plan for future improvements to meet regulatory requirements and minimum life-cycle costs. 32 Implement recommendations of adopted master and capital plans. 22 Prepare for the impact of climate change on the community. Background and Additional Information: At the August 1, 2017 Business Meeting Council authorized a DEQ Clean Water State Revolving Fund loan of $1.3 million to complete the Ashland Canal Piping project. Staff advertised the request for qualifications based proposals on August 30, 2017. Three proposals were received on October 3, 2017. Consultant interviews were held with Adkins Consulting Engineering and RH2 Engineering on November 9, 2017. Staff sent notice of intent to award a professional services contract, conditioned on Council approval to Adkins on November 15, 2017. Staff has met with Adkins numerous times to develop and finalize the project scope of work and cost. Adkins subsequently submitted a final scope and fee proposal on January 4, 2018 that was accepted by staff. Due to the complexity of this project, Staff also intends to enter into a personnel services contract with a Public Relations Firm to assist Staff with strategic communications and public outreach. The remaining phases of this project to be negotiated separately after successful completion of Phase I A include: Phase 1 B Easements and Permitting, Phase 2 Final Engineering/Bidding Services and Phase 3 Construction Services. Current estimates to complete the remaining engineering services total $470,000.00. Current estimates of construction costs range from $1.3 to $1.8 million. 2012 City of Ashland Comprehensive Water Master Plan The Ashland Canal is a regular source of seasonal irrigation water around the City. The Canal has also been infrequently used as a raw water source for the Water Treatment Plant (WTP). It was most recently used in 2015 due to dropping water levels in Reeder Reservoir. Prior to its use in 2009, the City hired Carollo Engineers to perform a series of tests on the raw water quality. The results of this testing revealed that the Talent Irrigation District (TID) source was acceptable for use as a raw water supply to the WTP at that time. It was also confirmed that the City could continue to use TID as an intermittent raw water source to help resolve seasonal supply deficiencies and meet future supply demands. The City's 2012 Comprehensive Water Master Plan identifies the need to pipe the Canal as soon as practical. Ashland Canal The portion of the Ashland Canal downstream of the Starlite Monitoring Station and terminating at Wright's Creek is owned and operated by the City of Ashland. The City of Ashland further divides the Canal into two sections: 1) The front section between the Starlite Monitoring Station and Terrace Street Pump Station, and 2) The back section from the Terrace Street Pump Station Page 2 of 3 CITY OF ASHLAND to the terminus on Wright's Creeks. For the purposes of this project, the City is only piping the front section of the Canal (approximately 10,000 lineal feet) between the Starlite Monitoring Station and Terrace Street Pump Station. The City has a contract with the Talent Irrigation District for approximately 1,369 acre feet of water annually. The front section of the Ashland Canal begins at the Starlite Monitoring Station and terminates in the wet well of the Terrace Street Pump Station. From there the City can; 1) Choose to pump to the Water Treatment Plant for potable water treatment, 2) Gravity feed into a siphon that conveys the water across the Ashland Creek drainage to the back section of the Canal, or 3) Gravity overflow through a pipe into Ashland Creek at Lithia Park. The siphon outfall is above Lantern Hill Drive. The back section of the canal terminates into Wright's Creek near Grandview Drive. In drought years the Ashland Canal water that is pumped from the Ashland Canal by the City's Terrace Street Pump Station up to the Water Treatment Plant, is treated to drinking water standards. Raw water in an open Canal is vulnerable to contamination from a variety of sources. These j contaminants increase treatment costs at the Water Treatment Plant and reduce the water quality of Ashland Creek. Additionally, open canals are susceptible to water losses through seepage and evaporation. Like many other local waterways, Ashland Creek routinely exceeds the State's maximums for E. coli bacteria in the summer months. The City routinely samples Ashland Creek for bacteria and posts public health notices along the Creek when Oregon Health Authority standards are exceeded. The Ashland Creek E. Coli Bacteria Study (2011 Rogue Riverkeeper) shows that the Ashland Canal is a major contributor of E. coli into Ashland Creek. The Study also shows that E. coli concentrations increase gradually from Tolman Creek Road to the Canal outfall into Ashland Creek. It is suggested that pet and/or animal waste adjacent to the Canal may be contributing the higher than normal levels of bacteria in the Canal which is then conveyed to Ashland Creek. Next Steps: If approved, staff will execute the contract and initiate kick off meetings. Staff will host a page on our website for project updates, schedule open meetings and begin dispersing information to various media sources. It is anticipated that this phase of the Canal Piping project will be complete within 12 months. Attachments: • Personal Services Contract between the City and Adkins Consulting Engineering, LLP Reference: • Request for Qualifications Based Proposals - Ashland Canal Piping Project (available upon request) Page 3 of 3 CITY OF -ASH LAN D Contract for Personal Services CITY OF CONSULTANT: Adkins Consulting Engineering, LLP ASHLAND CONTACT: Dan Scalas 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1435 Esplanade Ave Telephone: 541/488-6002 Klamath Falls, OR 97601 Fax: 541/488-5311 TELEPHONE: 541-884-4666 DATE AGREEMENT PREPARED: January 4, 2018 EMAIL: dscalas@adkinsengineehng.com BEGINNING DATE: January 24, 2018 COMPLETION DATE: December 31, 2018 COMPENSATION: $192,257.00 SERVICES TO BE-PROVIDED: Phase 1A Preliminary Engineering necessary for the Ashland Canal Piping project #2015-17 per the attached Exhibit C. ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said primary City of Ashland-Contract Completion of this contract does not guarantee the award of subsequent phases to same Consultant. This project is funded by an Oregon DEQ Clean Water State Revolving Fund loan, any requirements of the CWSRF loan must be met b Consultant. FINDINGS: Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned- in a skilled and worker-like manner and,-if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensedand bonded. 4. Completion-Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within. 30 days of the date of the invoice. Should the contract be prematurely terminated, payments-will be made for work completed and accepted to date of-termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to-this contract shall be the property of city. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $20,688.86 or more, Consultant is required to comply_ with chapter 3.12 of the Ashland Municipal Code by paying living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated b Consultant to perform work or services Contract for Personal Services 06/19/2017, Page 1 of 5 attendant to this contract). Consultant shall not be held responsible for-any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 10. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties, b. City's Convenience. This contract may be terminated at-any time by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: I. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract-, or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performer) priorto the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the.acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee-or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to-the QRF .Rules or-loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy-or has instituted against it an action for insolvency; makes a general assignment for the benefit of-creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance.-Consultant shall at its own expense provide the-following-insurance: a. Worker's Compensation insurance in-compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage-for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 for each claim, incident or occurrence. This is to cover damages caused-by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 for each occurrence for Bodily Injury and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000, for each accident for Bodily Injury and Property e, including coverage for owned, hired or non-owned Contract for Personal Services 06/19!2017, Page 2 of 5 vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation, required herein, but-only with respect to Consultants services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be.financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract in the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification attached -hereto as Exhibit A and herein incorporated b reference. onsultant: City of Ashland By By. Signature Department Head Print Name Print Name Title Date W-9 One copy of a W-9 is to-be submitted with the signed contract. Purchase Order No. Contract for Personal Services 06119/2017, Page 3 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W -~9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that {a} it has the power and authority to enter into and perform t- -he work, (b) the Contract, when executed and delivered, shall be a valid- and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent -Contractor as defined in the contract documents, it is authorized to do business in Oregon, it is authorized to act on behalf of the City, and Contractor has checked four or more of the following criteria that apply to its business. (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed fortwo or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not-provided as evidenced by the ownership of performance- bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. Contractor (Date) Contract for Personal Services 06/1912017, Page 4 of 5 I CITY OF ASHLAND, OREGON EXHIBIT B City of Ash land -LIVING WAGEper hour effective June 30, 2017 (Increases annually every June 30 by the Consumer Price Index) /r, portion of business of their 401 K and IRS eligible employer, if the employer has cafeteria plans (including ten or more employees, and childcare) benefits to the has received financial amount of wages received by For all hours worked under a assistance for the project or the employee. ➢ business from the City of service contract between their Ashland in excess of ➢ Note: "Employee" does not- not- employer and the City of $20,688.86. include temporary or part-time Ashland if the contract employees hired for less than exceeds $20,688.86 or more. ➢ If their employer is the City of 1040 hours in -any twelve- ~lshland including the Parks month period. For more ➢ For all hours worked a and Recreation Department. details on applicability of this month if the employee spends policy, please see Ashland 50% or more of the ➢ In calculating the living wage, Municipal Code Section employee's time in that month employers may add the value 3.12.020. working on a project or of health care, retirement, For additional information: Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator,-City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashiand.or,us. Notice to Employers: This notice must be posted predominantly in areas where. it can be seen by all employees. CITY OF ASHLAND Contract for Personal Services 06/19/2017, Page 5 of 5 ADKINS EXHIBIT C 0 iCONSULTING ENGINEERING Ashland Canal Piping Project Scope of Work TASK 1A: Preliminary Engineering a. Topographic Survey: Complete ROW/easement research with enough detail to identify existing City ROW and easements. Conduct a full topographic survey for approximately 10,000 feet of canal, and all features within the ROW and features that may affect construction, i.e. trees with diameter larger than 4-inch DBH, homes, driveways, street crossings, utilities, etc.. Process the survey data and draft working base maps for preliminary engineering. b. Site Review and Understanding: Conduct internal kick-off meeting with sub consultants and staff to review the project, develop a work plan and make assignments. c. Existing Infrastructure Analysis: Develop inventory and status of existing infrastructure, i.e. canal, lining, piped sections, etc. d. Wetland Work: • Wetland determination: Conduct a wetland determination along the existing pipeline alignment. Does not include agency fees. • **Wetland delineation: If wetlands are found, conduct wetland delineation. This item to be conducted only on approval from the City. Does not include wetland mitigation. • **Agency coordination: Time has been included for agency coordination. This item to be conducted only on approval from the City. e. Preliminary Geotechnical: • Familiarization with project and canal route. • Field observation along entire route by Principal Geotechnical and Geology Staff. • Determination, based on visual examination and review of other reports, the types of soil and/or soft rock conditions likely to be encountered. • Determination, based on visual examination, potential problematic locations in regards to stability of slopes, stability of structures and related items. Stake such locations in the field for the surveyors to tie into the canal survey work. • Provide general Geotechnical recommendations for preliminary design and construction of the project, based on soil types observed along the alignment. • Provide narrative explanation of perceived risk on problematic conditions in areas identified in the visual observation. • Provide a list of areas which based on the preliminary evaluation will need additional study to verify recommendations for design and construction of the project. • **Consult with Adkins's engineers regarding project preliminary design, oss measurement: Conduct one ditch loss measurement. One flow measurement to be taken at f. Ditch Loss' Starlite Monitoring Station and one flow measurement to be taken at Terrace Street Pump station. g. 30% Plans: Prepare 30% plans for site layout, design of storm features/creek crossings, necessary improvements to storm facilities and any other affected utilities, trail impact mitigation, grading plans, erosion and sediment control plan, inlet screen and preliminary design profile. It is estimated that final plans will include 54 sheets, preliminary plans will include enough detail for cost estimates, permits and information needed for Phase 16. h. Preliminary Cost Estimate: Complete a preliminary cost estimate based on the 30% plan set in accordance with AACE class 3 estimate. 11 Page ADKINS GG jWC-ONSULTING ap ~ENaINEERINO c.N Ashland Canal Piping Project Scope of Work i. Preliminary Engineering Report: Complete a preliminary engineering report to include inventory of the project, analysis (hydraulics, hydrology, storm water etc.), inlet screening recommendations, ditch loss report, water savings based on the ditch loss measurement, potential trail impacts, design criteria, construction scope and construction schedule. Geotechnical reports and memos to be included in Task „e„ j. Public Relations: Consultant will attend three (3) citizen public outreach workshops and two days of backyard meetings. All other public relation items to be completed by the City and or contracted directly by the City with a public relations firm. 21 Page cw.nl: cp a Amn,a ADD KI N S P,*,t! 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SN M Sw 1137 H13 t 1 SN 10 330 pt $0 1 ! fT0 11]tT 0 31,116 ett 3 t 132 201 Council Business Meeting January • 2018 Title: Flexible Service Maintenance Agreement with the Oregon Department of Transportation From: Scott A. Fleury Deputy Public Works Director Scott.fleury(D-ashland. or. us Summary: Before the Council is an intergovernmental agreement (IGA) with the Oregon Department of Transportation (ODOT). This IGA develops standards by with which the City and ODOT, on an as needed basis, can share materials and services. This agreement is similar to mutual aid agreements the City currently has in place that relate directly to police and fire operations. Actions, Options, or Potential Motions: Move approval of the City of Ashland to enter into the Flexible Service Maintenance Agreement with the Oregon Department of Transportation. If not approved staff will have to spend significant time to negotiate and obtain legal approval for any resource sharing IGA's individually. Staff Recommendation: Staff recommends the Council approve entering into the IGA. Resource Requirements: The term of the agreement is ten years with a maximum expenditure amount of $375,000. The maximum single project amount cannot exceed $150,000 unless approved by the Department of Justice. The majority of these expenditures are small and for a short term. This agreement would allow the City to capitalize on specialized work that ODOT can perform and "trade" services as appropriate. Public Works budgets for infrastructure and maintenance items within each biennium budget and these funds can be used towards the agreement with ODOT dependent on project need. Any materials and services rendered between the City and ODOT will be itemized and scoped for each request made by either entity. When City staff requests materials and resources from ODOT a supervisor will ensure that the appropriate budget exists for the requested project. When City of Ashland staff and resources are requested as part of this agreement a supervisor will determine the cost and resources required to perform work for ODOT, along with the ability to provide service without diminishing daily duties for the City of Ashland. Policies, Plans and Goals Supported: City Council: 4. Evaluate real property and facility assets to strategically support city mission and goals. Page 1 of 2 CITY OF -ASHLAND 21. Be proactive in using best practices in infrastructure management and modernization Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • 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: ODOT has created this IGA that allows the sharing of materials and services on a cost/time basis for approved projects. Examples of services/equipment city forces can utilize from ODOT include: • Deicing/snowplowing • Field/Ditch mowers • Dump trucks • Excavator • Low boy truck • Paint striping/thermoplastic striping • Sweeper Broom • Emergency equipment • Dump site Examples of services/equipment city forces can offer include: • Sweeping • Loader operations • Bobcat operations • Backhoe operations • Dozer • Paver Entering into this IGA does not prevent the City from entering into a more formal IGA for specific tasks when the scope or cost of the project dictates more formality. It is likely these more formal IGA's would go before Council for final approval. The IGA in its current form is considered draft and has been reviewed and approved by the City's Legal Department. Staff has been informed by ODOT that the only changes that will be made to the IGA will refer to the general provisions section regarding Americans with Disabilities (ADA) accommodations. Any change to this section will not change the resource sharing obligations between the parties. Attachments: Flexible Service Maintenance Agreement with the Oregon Department of Transportation Page 2of2 CITY OF ASHLAND Misc. Contracts and Agreements No. 32381 FLEXIBLE SERVICE MAINTENANCE AGREEMENT City of Ashland THIS AGREEMENT is made and entered into by and between the STATE OF OREGON, acting by and through its Department of Transportation, hereinafter referred to as "State;" and the City of Ashland, acting by and through its elected officials, hereinafter referred to as "Agency," both herein referred to individually or collectively as "Party" or "Parties." RECITALS 1. By the authority granted in Oregon Revised Statute (ORS) 190.110, 366.572, 366.574 and 366.576, State may enter into cooperative agreements with the counties, cities and units of local governments for the performance of work on certain types of maintenance or improvement projects with the allocation of costs on terms and conditions mutually agreeable to the contracting parties. 2. State and Agency have determined that it is both to their mutual benefit and to the general public's benefit if they jointly utilize State and Agency highway maintenance resources, including equipment and operators. NOW THEREFORE, the premises being in general as stated in the foregoing Recitals, it is agreed by and between the Parties hereto as follows: TERMS OF AGREEMENT 1. Under such authority, State and Agency desire to enter into this Agreement to share road and highway maintenance services including patching, shouldering, ditching, sweeping, vegetation control, brushing, signing, landscaping, striping, bridge repair, guardrail repair, winter maintenance activities, hazardous material spills, and drainage. 2. The tasks associated with the highway maintenance responsibilities referred to above are as defined in the current editions of the Oregon Department of Transportation's Maintenance Guide and the Routine Road Maintenance Water Quality and Habitat Guide Best Management Practices Manual, which are herein incorporated by reference and located at the following address: http://www.oregon.gov/ODOT/HWY/OOM/Pages/publications.aspx a. The Oregon Department of Transportation Maintenance Guide includes the Activity numbers. Other maintenance services may be included as defined on the Work Order Authorization. 04-13-15 Agency/State Agreement No. 32381 3. The term of this Agreement shall begin on the date all required signatures are obtained and shall terminate upon completion of the Project and final payment or ten (10) calendar years following the date all required signatures are obtained, whichever is sooner. This Agreement may be modified by mutual consent of both Parties and upon execution of amendments to this Agreement stating said modifications. 4. The total financial obligation for both Parties will not exceed $375.000 during the term of this Agreement. 5. If the total cost of this Agreement or individual Work Order Authorization exceeds $150,000, the Department of Justice must review and approve any amendments and/or Work Order Authorizations prior to performance of any work. SCOPE OF WORK 1. State's Transportation Maintenance Manager may request maintenance services from Agency on an as-needed basis for work performed on State-owned and maintained highways and highway right of way. Maintenance service requests shall be a written request in the form of a Work Order Authorization, attached hereto as Exhibit A and made a part of this Agreement. The Work Order Authorization may be signed by State's Transportation Maintenance Manager. Each Work Order Authorization that is issued pursuant to this Agreement shall become a part of this Agreement. Both Parties shall sign the Work Order Authorization before commencement of work. An original signed Work Order Authorization shall be completed and returned to the originating Party within ten (10) business days. 2. Agency may request maintenance services from State on an as-needed basis for work performed on Agency-owned and maintained streets and right of way. Maintenance service requests shall be a written request in the form of a Work Order Authorization, as shown on Exhibit A. The Work Order Authorization may be signed by the Agency's Public Works Director. Each Work Order Authorization that is issued pursuant to this Agreement shall become a part of this Agreement. Both Parties shall sign the Work Order Authorization before commencement of work. An original signed Work Order Authorization shall be completed and returned to the originating Party within ten (10) business days. 3. State shall provide instructions to Agency employees concerning work to be performed under the Work Order Authorization, and Agency shall direct and supervise its employees who are assigned to assist State. 4. Agency shall provide instructions to State's employees concerning work to be performed under the Work Order Authorization, and State shall direct and supervise its employees who are assigned to assist Agency. 2 Agency/State Agreement No. 32381 REIMBURSEMENT TO STATE 1. On a monthly basis, State shall submit invoices to Agency for actual costs incurred for work performed under this Agreement. Agency shall reimburse State for equipment and services based on the State's rates used for its internal financial management of personnel and equipment adopted and in existence at the time of work being performed. Payment shall be made within forty-five (45) calendar days from receipt of the invoice. Invoices shall be submitted to Paula Brown, Public Works Director, 20 East Main, Ashland, OR 97520, 541-552-2411, paula.brown@ashland.or.us. 2. Under no condition shall Agency's total obligation for payments exceed $187,500 during the term of this Agreement. REIMBURSEMENT TO AGENCY 1. On a monthly basis, Agency shall submit invoices to State for actual costs incurred for work performed under this Agreement. State shall reimburse Agency for equipment and services based on the Agency's rates used for its internal financial management of personnel and equipment adopted and in existence at the time of work being performed. Payment shall be made within forty-five (45) calendar days from receipt of the invoice. Invoices shall be submitted to: Department of Transportation, Jeremiah Griffin, Assistant District 8 Manager, 100 Antelope Rd., White City, OR 97503, 541-774-6352, jeremiah.m.griffin@odot.state.or.us. 2. Under no condition shall State's total obligation for payments exceed $187,500 during the term of this Agreement. EXPENDITURE AUTHORIZATION 1. State certifies, at the time this Agreement is executed, that sufficient funds are available and authorized for expenditure to finance costs of this Agreement within State's current appropriation or limitation of the current biennial budget. State shall not be indebted or liable for any obligation created by this Agreement in excess of the debt limitation of Article XI, Section 7, of the Oregon Constitution. State shall not assume any debts of Agency in violation of Article XI, Section 8, of the Oregon Constitution. 2. Agency certifies, at the time this Agreement is executed, that sufficient funds are available and authorized for expenditure to finance costs of this Agreement within Agency's current appropriation or limitation of the current biennial budget. Agency shall not be indebted or liable for any obligation created by this Agreement in excess of the debt limitation of Article XI, Section 10, of the Oregon Constitution. 3 Agency/State Agreement No. 32381 3. Neither State nor Agency shall be liable for any expenditure under this Agreement without proper appropriation pursuant to ORS Chapter 291 and ORS Chapter 294 respectively. 4. The Work Order Authorization form for State may be signed by State Work Order Coordinator Assistant 8 District Manager, Jeremiah Griffin, 100 Antelope Rd., White City, OR 97503, 541-774-6352, jeremiah.m.grifin@odot.state. or.us, or assigned designee upon individual's absence. 5. The Work Order Authorization form for Agency may be signed by Agency Work Order Coordinator, Paula Brown, Public Works Director, 20 East Main, Ashland, OR 97520, 541-552-2411, paula.brown@ashland.or.us, or assigned designee upon individual's absence. EQUIPMENT AND SERVICES 1. Each Party shall make available to the other Party vehicles, equipment, machinery, employees, related items and services in the manner and on the terms and conditions provided herein. 2. Services and equipment shall be provided upon reasonable request at mutually convenient times and locations. Each Party retains the right to refuse to honor a request if the services or equipment are needed for other purposes, if providing the equipment would be unduly inconvenient or if for any other reason the Party determines in good faith that it is not in its best interest to provide a particular item or service at the requested time. It is up to the discretion of the Party providing the equipment ("owner") whether an operator is provided with the equipment. 3. The Party receiving the equipment ("user") shall take proper precaution in its operation, storage, and maintenance. Equipment shall be used only for its intended purpose. User shall permit the equipment to be used only by properly trained and supervised operators and shall be responsible for equipment repairs necessitated by misuse or negligent operation. User shall perform and document required written maintenance checks prior to and after use and shall provide routine daily maintenance of equipment during the period in which the equipment is in user's possession. User shall not, however, be responsible for scheduled maintenance or repairs other than repairs necessitated by misuse or negligent operation. 4. If equipment requires repair while in use, a State mechanic and Agency mechanic shall assess the problem and, in consultation with each other, determine which Party is responsible for repair. In the event an agreement cannot be reached, State's District Manager or designee and Agency shall determine the responsible Party. 5. The entity providing the equipment ("provider") shall endeavor to provide equipment in good working order and to inform user of any information reasonably necessary 4 Agency/State Agreement No. 32381 for the proper operation of the equipment. The equipment, however, is provided "as is", with no representations or warranties as to its fitness for a particular purpose. User shall be solely responsible for selecting the proper equipment for its needs and inspecting equipment prior to use. It is acknowledged by the Parties that the provider is not in the business of selling, leasing, renting, or otherwise providing equipment to others and that the Parties are acting only for their mutual convenience and efficiency. 6. The Parties shall provide equipment storage space to each other, at no charge, upon rental request when mutually convenient. It is recognized that such storage is for the benefit of the Party requesting it. The Party storing the equipment shall be responsible only for providing a reasonably safe and secure area. 7. The user is responsible for any damage to rented equipment considered to be beyond normal wear and tear. 8. Service and usage times, established for the purpose of record keeping and rental charges, will begin at the time the equipment and operator leave the owner's shop or maintenance yard, and end when the equipment and operator return to the owner's shop or maintenance yard. 9. Both Parties shall use their individual internal rental rates for labor and equipment. These rates may be adjusted only once per State fiscal year. 10. Both Parties shall maintain accurate and up-to-date records of all rentals of equipment and operators. Said records will be kept available for inspection by representatives of each Party for a period of six (6) years following termination of the Agreement. 11. Both Parties shall furnish fuel, maintenance, and insurance for their equipment; however, fuel for vehicles and equipment shall be provided by the user during the period in which the equipment or vehicle is in the user's possession. GENERAL PROVISIONS 1. Americans with Disabilities Act Compliance: a. When the Project scope includes work on sidewalks, curb ramps, or pedestrian- activated signals or triggers an obligation to address curb ramps or pedestrian signals, the Parties shall: i. Utilize ODOT standards to assess and ensure Project compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 as amended by the ADA Amendments Act of 2008 (together, "ADA"), including ensuring that all sidewalks, curb ramps, and 5 i Agency/State Agreement No. 32381 pedestrian-activated signals meet current ODOT Highway Design Manual standards; ii. Follow ODOT's processes for design, modification, upgrade, or construction of sidewalks, curb ramps, and pedestrian-activated signals, including using the ODOT Highway Design Manual, ODOT Design Exception process, ODOT Standard Drawings, ODOT Construction Specifications, providing a temporary pedestrian accessible route plan and current ODOT Curb Ramp Inspection form; iii. At Project completion, send a completed ODOT Curb Ramp Inspection Form 734-5020 to the address on the form as well as to State's Project Manager for each curb ramp constructed, modified, upgraded, or improved as part of the Project. The completed form is the documentation required to show that each curb ramp meets ODOT standards and is ADA compliant. ODOT's fillable Curb Ramp Inspection Form and instructions are available at the following address: http://www.oregon.gov/ODOT/HWY/CONSTRUCTION/Pages/HwyConstFor ms1.aspx; and iv. Promptly notify ODOT of Project completion and allow ODOT to inspect Project sidewalks, curb ramps, and pedestrian-activated signals located on or along a state highway prior to acceptance of Project by Agency and prior to release of any Agency contractor. b. The Parties shall ensure that temporary pedestrian routes are provided through or around any Project work zone. Any such temporary pedestrian route shall include directional and informational signs, comply with ODOT standards, and include accessibility features equal to or better than the features present in the existing pedestrian facility. The Parties shall also ensure that advance notice of any temporary pedestrian route is provided in acessible format to the public, people with disabilities, and disability organizations at least 10 days prior to the start of construction. c. Agency shall ensure that any portions of the Project under Agency's maintenance jurisdiction are maintained in compliance with the ADA throughout the useful life of the Project. This includes, but is not limited to, Agency ensuring that: i. Pedestrian access is maintained as required by the ADA, ii. Any complaints received by Agency identifying sidewalk, curb ramp, or pedestrian-activated signal safety or access issues are promptly evaluated and addressed, 6 Agency/State Agreement No. 32381 iii. Any repairs or removal of obstructions needed to maintain Project features in compliance with the ADA requirements that were in effect at the time of Project construction are completed by Agency or abutting property owner pursuant to applicable local code provisions, iv. Any future alteration work on Project or Project features during the useful life of the Project complies with the ADA requirements in effect at the time the future alteration work is performed, and v. Applicable permitting and regulatory actions are consistent with ADA requirements. d. Maintenance obligations in this section shall survive termination of this Agreement. 2. Both Parties hereby grant the other Party authority to enter onto each others right of way for the purpose of performing the maintenance services as stated on the Work Order Authorization. 3. Both Parties will only assign personnel to work on each other's right of way that have similar experience on State and Agency right of way. 4. Both Parties acknowledge and agree that each Party, the Oregon Secretary of State's office and the federal government and their duly authorized representatives shall have access to such fiscal records and other books, documents, papers, plans and writings of each Party that are pertinent to this Agreement to perform examinations and audits and make excerpts and transcripts. Both Parties shall retain and keep all files and records for a minimum of six (6) years following termination of the Agreement. 5. Agency shall comply with all federal, state, and local laws, regulations, executive orders and ordinances applicable to the work under this Agreement, including, without limitation, the provisions of ORS 279C.505, 279C.515, 279C.520, 279C.530 and 279B.270 incorporated herein by reference and made a part hereof. Without limiting the generality of the foregoing, Agency expressly agrees to comply with (i) Title VI of Civil Rights Act of 1964; (ii) Title V and Section 504 of the Rehabilitation Act of 1973; (iii) the Americans with Disabilities Act of 1990 and ORS 659A.142; (iv) all regulations and administrative rules established pursuant to the foregoing laws; and (v) all other applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. 6. Agency represents that this Agreement is signed by personnel who have been authorized to do so by Agency. 7. State personnel assigned to assist Agency shall not be considered employees of Agency. Agency personnel assigned to assist State shall not be considered 7 Agency/State Agreement No. 32381 employees of State. Agency and State shall each be responsible for the following items in regard to their own employees: a. Payment of all wages and benefits that its employees are entitled to receive through their employment including, but not limited to, vacation, holiday and sick leave; other leaves with pay; medical, dental, life, and accident insurance; other insurance coverage; overtime; Social Security; Workers' Compensation; unemployment compensation, and retirement benefits. b. Withholding Social Security, federal and state taxes, and other regular deductions from wages paid to employees. c. Administration of applicable civil service statutes and rules, classification and compensation plans, collective bargaining agreements, and other laws and agreements governing personnel relations with employees. 8. The Parties to this Agreement are of equal authority. Each Party acts independently in the performance of its obligations and functions under this Agreement, and neither Party is to be considered the agent of the other. 9. If any third party makes any claim or brings any action, suit or proceeding alleging a tort as now or hereafter defined in ORS 30.260 ("Third Party Claim") against State or Agency with respect to which the other Party may have liability, the notified Party must promptly notify the other Party in writing of the Third Party Claim and deliver to the other Party a copy of the claim, process, and all legal pleadings with respect to the Third Party Claim. Each Party is entitled to participate in the defense of a Third Party Claim, and to defend a Third Party Claim with counsel of its own choosing. Receipt by a Party of the notice and copies required in this paragraph and meaningful opportunity for the Party to participate in the investigation, defense and settlement of the Third Party Claim with counsel of its own choosing are conditions precedent to that Party's liability with respect to the Third Party Claim. 10. With respect to a Third Party Claim for which State is jointly liable with Agency (or would be if joined in the Third Party Claim), State shall contribute to the amount of expenses (including attorneys' fees), judgments, fines and amounts paid in settlement actually and reasonably incurred and paid or payable by Agency in such proportion as is appropriate to reflect the relative fault of State on the one hand and of Agency on the other hand in connection with the events which resulted in such expenses, judgments, fines or settlement amounts, as well as any other relevant equitable considerations. The relative fault of State on the one hand and of Agency on the other hand shall be determined by reference to, among other things, the Parties' relative intent, knowledge, access to information and opportunity to correct or prevent the circumstances resulting in such expenses, judgments, fines or settlement amounts. State's contribution amount in any instance is capped to the 8 Agency/State Agreement No. 32381 same extent it would have been capped under Oregon law, including the Oregon Tort Claims Act, ORS 30.260 to 30.300, if State had sole liability in the proceeding. 11.With respect to a Third Party Claim for which Agency is jointly liable with State (or would be if joined in the Third Party Claim), Agency shall contribute to the amount of expenses (including attorneys' fees), judgments, fines and amounts paid in settlement actually and reasonably incurred and paid or payable by State in such proportion as is appropriate to reflect the relative fault of Agency on the one hand and of State on the other hand in connection with the events which resulted in such expenses, judgments, fines or settlement amounts, as well as any other relevant equitable considerations. The relative fault of Agency on the one hand and of State on the other hand shall be determined by reference to, among other things, the Parties' relative intent, knowledge, access to information and opportunity to correct or prevent the circumstances resulting in such expenses, judgments, fines or settlement amounts. Agency's contribution amount in any instance is capped to the same extent it would have been capped under Oregon law, including the Oregon Tort Claims Act, ORS 30.260 to 30.300, if it had sole liability in the proceeding. 12.The Parties shall attempt in good faith to resolve any dispute arising out of this Agreement. In addition, the Parties may agree to utilize a jointly selected mediator or arbitrator (for non-binding arbitration) to resolve the dispute short of litigation. 13.All employers, including both Parties, that employ subject workers who work under this Agreement in the State of Oregon shall comply with ORS 656.017 and provide the required Workers' Compensation coverage unless such employers are exempt under ORS 656.126. Employers Liability insurance with coverage limits of not less than $500,000 must be included. Both Parties shall ensure that each of their subcontractors complies with these requirements. 14. This Agreement may be terminated by mutual written consent of both Parties, or by either Party, upon thirty (30) calendar days' written notice. Any termination of this Agreement shall not prejudice any rights or obligations accrued to the Parties prior to termination. 15. Neither Party shall enter into any subcontracts for any of the work scheduled under this Agreement without obtaining prior written approval from the other Party. 16.This Agreement may be executed in several counterparts (facsimile or otherwise) all of which when taken together shall constitute one agreement binding on all Parties, notwithstanding that all Parties are not signatories to the same counterpart. Each copy of this Agreement so executed shall constitute an original. 17.This Agreement and attached exhibit constitute the entire agreement between the Parties on the subject matter hereof. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this Agreement. No waiver, consent, modification or change of terms of this Agreement shall bind either 9 Agency/State Agreement No. 32381 Party unless in writing and signed by both Parties and all necessary approvals have been obtained. Such waiver, consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose given. The failure of State to enforce any provision of this Agreement shall not constitute a waiver by State of that or any other provision. THE PARTIES, by execution of this Agreement, hereby acknowledge that their signing representatives have read this Agreement, understand it, and agree to be bound by its terms and conditions. CITY OF ASHLAND, by and through its STATE OF OREGON, by and through its elected officials Department of Transportation By By Region 3 Manager Title Date By APPROVAL RECOMMENDED Title By State Traffic-Roadway Engineer Date Date APPROVED AS TO FORM By District 8 Manager By Date Counsel APPROVED AS TO LEGAL Date SUFFICIENCY Agency Contact: By Paula Brown Assistant Attorney General Public Works Director Date 20 East Main Ashland, OR 97520 State Contact: 541-552-2411 Jeremiah Griffin Paula.brown@ashland.or.us Assistant District 8 Manager 100 Antelope Rd Roseburg, OR 97503 541-774-6352 Jeremiah.m.griffin@odot.state.or.us 10 EXHIBIT A WORK ORDER AUTHORIZATION ❑ State Requesting to Perform Work ❑ Requesting State to Perform Work Agreement No. 32381 Work Order No. Under the terms of Agreement No. 32381 between the Oregon Department of Transportation (State) and Agency, which is hereby incorporated by reference, the following Project work is authorized: Project Name: ❑ Flexible Maintenance Services State Work Order Coordinator: Agency Work Order Coordinator Total Authorized Amt. this Work Order $ Expenditure Acct. No.: Work Order Start Date: Work Order End Date: Effective Date: No Work shall occur until signed by all Parties. State Totals Expenditure Account No. No. A. Amount authorized for this Work Order $ B. Amount authorized on prior Work Orders $ C. Total Amount authorized for all Work Orders A+B=C $ D. Agreement Not-to-Exceed amount $ E. Amount remaining on Agreement D-C=E $ SCOPE OF WORK (tasks, hours per task, estimated cost per task, and staff assigned to do the work and their hourly rate. Specify the Party responsible for providing materials and the Party responsible for material costs associated with the Project or services). Work necessary to complete Project or services as described in original Agreement scope of work: (Indicate which services are to be used by checking appropriate box(es)). Maintenance Services and Equipment Rental: (List work shown below) ❑ Patching (100-102, 107-108) ❑ Shouldering (111-112, 119) ❑ Ditching (120) ❑ Sweeping (116-117) ❑ Vegetation Control (131) ❑ Striping (140-141, 147) ❑ Winter Maintenance (170-171, 179-181, 192) ❑ Brushing (132-133) ❑ Signing (142-143) ❑ Landscaping (136) ❑ Drainage (121) ❑ Guardrail Repair (151) ❑ Bridge Repair (163, 169) ❑Hazardous Material Spills (149) ❑ Equipment Rental (specify equipment) General Description of Project: This Work Order Authorization may be executed in several counterparts (facsimile or otherwise) all of which when taken together shall constitute one agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart. Each copy of this Work Order Authorization so executed shall constitute an original. 11 ACCEPTANCE OF TERMS AND ACTION APPROVED BY STATE: I acknowledge and certify that the work in this Work order authorization is within the scope of work of the original Agreement. State's (approp. title) Date ACCEPTANCE OF TERMS BY LOCAL AGENCY Name / Title Date APPROVED AS TO LEGAL SUFFICIENCY: If work exceeds $150,000, signature required Asst. Attorney General Date cc: District # 8 Manager or Transportation Maint. Mgr. EXHIBIT A State's Work Order Coordinator Work Order - Local Agency Central Services, Procurement Office (OPO) for Agreement File Rev. 04-08-2008 I 12 Council Business Meeting January 0. Title: Southern Oregon Cooperative Intergovernmental Agreement for Materials and Services From: Scott A. Fleury Deputy Public Works Director Scott.fleurya.ashland.or.us Summary: Before the Council is an intergovernmental agreement (IGA) for the Southern Oregon Cooperative (SOC). This Co-op consists of local municipalities in Jackson and Josephine Counties who on an as needed basis share materials and services with each other. This agreement is similar to mutual aid agreements the City currently has in place that relate directly to police and fire operations. Actions, Options, or Potential Motions: Move to approve the City of Ashland enter into the Southern Oregon Cooperative Intergovernmental Agreement. If not approved, staff will have to spend significant time to negotiate and obtain legal approval for any resource sharing IGA's individually. Staff Recommendation: Staff recommends the Council approve entering into the IGA with the Southern Oregon Cooperative. Resource Requirements: Any materials and services rendered will be itemized and scoped for each request made by the City to a provider in the Co-op agreement. Staff will determine with the confines of the appropriate budget if the expenditure for materials and services is appropriate and adequate for the project. Staff has set an internal maximum cumulative expenditure of $75,000 per year be allotted to this IGA and used only as necessary on critical public works projects. When City of Ashland staff and resources are requested as part of this agreement, a Public Works Supervisor will determine the cost and resources required to perform work for the requesting jurisdiction along with the ability to provide service without diminishing daily duties for the City of Ashland. Policies, Plans and Goals Supported: City Council: 4. Evaluate real property and facility assets to strategically support city mission and goals 21. Be proactive in using best practices in infrastructure management and modernization Page Iof3 CITY of -ASHLAND . Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • 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: Jackson County has created a cooperative agreement that allows jurisdictions who opt in to share materials and services between each other as needed and available on public works projects. Examples of services/equipment city forces can utilize include: • Chip Sealing • Roadway striping (long lines) • Pavement mill for grind and inlay/overlay grinding • Excavator operations • Trench paver for utility trenches and grind/inlay • Deicing • Shoring equipment • Emergency equipment for flooding/ severe weather/ earthquakes/ etc. • Crack sealing projects • Paving projects • Equipment access when city equipment is under repair Examples of services/equipment city forces can offer include: • Paver/Paving • Grader/Grading • Snowplows/Snowplowing • Sidewinder • Sweeper/Sweeping The City recently worked with Jackson County through a City Administrator approved IGA to grind portions of Ashland St. The County's asphalt grinder and operator were used and then City forces paved back the asphalt. This cooperative agreement would allow this type of work to continue on an as needed basis and as budget allows for maintenance related activities. In addition, when the City of Medford's paving machine broke down, Ashland Public Works was requested to assist by providing use of our own paver to finish the project. As the City was not currently a member of the cooperative agreement, the time required to draft an IGA and obtain Legal Department approval to allow sharing of the resource was longer than the time required to fix the paver and finish the job. Entering into this SOC-IGA does not prevent The City from entering into a more formal IGA for specific tasks when the scope or cost of the project dictates more formality. Page 2 of 3 CITY OF ASHLAND Attachments: Southern Oregon Cooperative Intergovernmental Agreement Page 3 of 3 CITY OF ASHLAND SOUTHERN OREGON COOPERATIVE INTERGOVERNMENTAL AGREEMENT FOR EQUIPMENT AND SERVICES This AGREEMENT is made between the SIGNED PARTIES pursuant to the authority provided by ORS Chapter 190 and shall be referred as the SOC-IGA (Southern Oregon Cooperative Intergovernmental Agreement) WHEREAS: 1. Each PARTY owns certain equipment and materials, and provides services that may be useful to another PARTY for Roads/Parks/Public Works, construction, operations, maintenance and related activities; and 2. The PARTIES agree that sharing equipment, materials, and services promotes the cost-effective and efficient use of public resources; and 3. The PARTIES desire to enter into an AGREFMENf to establish procedures for sharing equipment, materials and services, and defining legal relationships and responsibilities. Therefore, in consideration of the mutual covenants herein, it is . AGREED: 1. The PARTIES shall make available to each other vehicles, equipment, machinery, materials, related items and/or services in the manner and on the terms and conditions provided herein. The PARTY supplying the services or the vehicles, machinery and equipment shall be designated as the "PROVIDER" herein. The PARTY receiving the services or assuming the use of vehicles, machinery or equipment shall be designated as the "USER' herein. 2. An estimate for specific services will be supplied by the PROVIDER at the request of the USER. Service PROVIDERS shall maintain an accurate cast accounting system, track expenditures and provide monthly billing to USER. PROVIDER's invoices will be paid by USERS in full within thirty (30) days of billing. 3. Services, equipment or materials shall be provided upon reasonable request at mutually convenient times and locations. The PROVIDER retains the right to refuse to honor a request if the equipment or materials are needed for other purposes, if providing the equipment or materials would be unduly inconvenient, or if for any other reason, the PROVIDER determines in good faith that it is not in its best interest to provide a particular item at the requested time. Equipment shall be returned immediately at PROVIDER's request. 4. The USER receiving the equipment shall take proper precaution in its operation, storage and maintenance. Equipment shall be used only for its intended purpose. The USER shall permit the equipment to be used only by properly trained, properly licensed, and supervised operators. The USER shall be responsible for equipment repairs necessitated by misuse or negligent operation and for the maintenance and/or replacement of high wear items (i.e., milling machine teeth, etc.). The USER shall not be responsible for scheduled preventive maintenance (P.M.) unless equipment (tours used exceeds the P.M. schedule periods and has been agreed by the PROVIDER. The USER shall perform and document required written maintenance checks prior to and after use and shall provide routine daily maintenance of equipment (i.e., fluid checks, lubricating, etc.) during the period in which the equipment is in USER's possession. 5. PROVIDER shall endeavor to provide equipment in good working order and to inform USER of any information reasonably necessary for the proper operation of the equipment. The equipment is provided "as is", with no representation or warranties as to its condition or its fitness for a particular purpose. USER shall be solely responsible for selecting the proper equipment for its needs and inspecting equipment prior to use. It is acknowledged by the PARTIES that the PROVIDER is not in the business of selling, leasing, renting or otherwise providing equipment to others and that the PARTIES are acting only for their mutual convenience and efficiency. page 1 of4 ofrhe SOO-)GA packet 6. The PARTIES shall provide equipment or materials storage to each other, at no charge, upon request when mutually convenient. It is recognized that such storage is for the benefit of the PARTY requesting it. The PARTY storing the equipment or materials shall be responsible for providing a reasonably safe and secure area and not responsible nor liable for theft or damage. 7. The PROVIDER may require, in its sole discretion, that only PROVIDER'S personnel operate equipment. In so doing, PROVIDER shall be deemed an independent contractor and PROVIDER'S employees shall not be deemed employees of USER. The PROVIDFR'S operator shall perform under the general direction and control of the USER, but shall retain full control over the manner and means of using the equipment. 8. For the purposes of this AGREEMENT, the PARTIES are independent contractors. Nothing herein shall alter the employment status of any workers providing services under this AGREEMENT. Such workers shall at all times continue to be subject to all standards of performance, disciplinary rules and other terms and conditions of their employer. No USER shall be responsible for the direct payment of any salaries, wages, compensation or benefits for PROVIDER'S workers performing services to USERS under this AGREEMENT. 9. Each PARTY shall be solely responsible for its own acts and those of its employees and officers under this AGREEMEN'T'. No PARTY shall be responsible or liable for consequential damages to another PARTY arising out of providing or using equipment or services under this AGREEMENT. PROVIDERS requiring that their personnel operate equipment shall, within limits of the Oregon Constitution and the Oregon Tort Claims Act, hold harmless, indemnify and defend the USER, its officer, agents and employees from all claims arising solely by reason of any negligent act by persons designated by PROVIDER to operate equipment. Notwithstanding the above, the USER shall bear sole responsibility for ensuring that it has the authority to request the work, for its designs and for any representations made to the PROVIDER regarding site conditions or other aspects of the project. The PROVIDERS of the equipment shall adequately insure the equipment or provide self-insurance coverage. 10. Any PARTY may terminate its participation by providing thirty (30) days written notice to the other PARTIES. Any amounts due and owing by a terminating PARTY shall be paid within thirty (30) days of termination. 11. Nothing herein shall be deemed to restrict authority of any of the PARTIES to enter into separate AGREEMENTS governing the terms and conditions for providing equipment or services on terms different than specified herein. 12. Any OREGON Punic ENTITY may become a PARTY to this AGREEMENT. Each PARTY in accordance with the applicable procedures of that PARTY shall approve this AGREEMENT. This AGREEMEN'T' will be executed separately by each PARTY and shall be effective as to each PAR'T'Y and binding among all the PARTIES that have signed this AGREEMENT on the date of execution and sending a copy of the signed AGREEMENT to Jackson County Roads & Parks which is overseeing the administration of the SOC-1GA. 13. This AGREEMENT may be amended by written amendment signed by all of the PARTteS. endaflheAGRE•RAiTNTirarratlre - I i page 2 of 4 of fhe SOC-IGA packet SOC AGREEMENT SIGNATURE PAGE IN THE WITNESS WHEREOF, the PUBLIC ENTITY (PARTY) has caused this AGREEMENT to be executed by its duly authorized representatives as the date of their signatures below: Signature of Officer Date Officer's title Signature of Officer Date Officer's title Signature of Counsel Date Counsel's title Name and title of the Contact Representative: Address: Phone: Fax: F,-mail: 1. Send the original SOC AGREEMENT Signature Page (this page) for distribution to: Julie Slaughter, SOC-IGA Administrator Jackson County Roads, 200 Antelope Road, White City, Oregon 97503 Telephone: 541.774.6204 e-mail: slaughjCajacksoncounty.org AP °Q AS 1TC)Foi <im1 Retain a copy of for your records or sign 2 originals as needed by you. Ashland Asst. ity.tlllorli-v- Dato.,__( 7 page 3 of 4 of the SOC-IGA packet I INSTRUCTIONS FOR THE SOC-IGA FOR EQUIPMENT AND SERVICES The following is directed to officials of local governments that may want to participate in the accompanying Roads & Parks INTF.RGOVF.RNNIF.NTAL AGREEMENT (IGA) FOR EQUIPMENT AND SERVICES [AGREEMENT]: 1. There are four pages to the SOC-IGA: ■ The SOC-IGA narrative - pages 1-2 ■ SOC AGREEMENT Signature Page - page 3 ■ SOC Instructions (this page) - page 4 2. The purpose of the SOC-IGA is for to exchange Roads/Parks/Public Works equipment and services between OREGON PUBLIC ENTITIES. 3. All PARTl83, who sign the AGREEMENT, must honor the AGREEMENT entirely. 4. Jackson County Roads has agreed to oversee administration of the SOC-IGA. The SOC-IGA Administrator will notify all the Contract Representatives for all PARTIES. The SOC-IGA Administrator will not be involved between any disputes of the SOC-IGA PARTIES, nor would Jackson County or its employees be liable for any damages sought between any two other PARTIES. 5. Each new PARTY shall execute the SOC AGREEMENT SIGNATURE PAGE. One original shall be filed with the SOC-IGA administrator for approval and distribution. 6. Each PARTY will obtain a mailing list of the current AGREEMENT holders from the. SOC-IGA Administrator. 7. After the signature and approval process is completed, any PARTY may directly approach any other PARTY for exchange of services. There is no need to coordinate requests amongst PARTIES. 8. It is important to note paragraph 4 (page 1): "the PROVIDER retains the right to refuse a request". 9. Questions may be addressed to: Julie Slaughter SOC-IGA Administrator Jackson County Roads, 200 Antelope Road, White City, Oregon 97503 Telephone: 541.774.6204 e-mail: slaughia'%jacksoncounty.ore file: SOC [GA doc page 4 of 4 of the SOC-IGA packet SOC-IGA PARTICIPANT DIRECTORY City of Gold Hill Rick Hohnbaum, City Manager PO Box 308 Gold Hill, OR 97525 Phone: 541-855-1525 Fax: 541-855-4501 Email: rick.hohnbaum@ci.goldhill.or.us City of Grants Pass Terry S. Haugen, Public Works Director 101 NW A Street Grants Pass, OR 97526 Phone: 541-450-6111 Fax: 541-479-6765 Email: thaueen@grantspassoreeon.eov City of Phoenix Ray DiPasquale, Public Works Director 1000 S. "B" Street Phoenix, OR 97535 Phone: 541-535-2226 Fax: 541-535-9594 Email: ray.diasguale@phoenixoregon.eov Jackson CountV Roads Carl Rhoten, Road Maintenance Manager 200 Antelope Road White City, OR 97503 Phone: 541-774-6234 Fax 541-774-6296 ` Email: rhotencl@jacksoncountv.ore Josephine County Robert Brandes, Public Works Director 201 River Heights Way Grants Pass, OR 97527 Phone: 541-474-5460 Fax: 541-474-5468 Email: rbrandes@co.iosephine.or.us 1 City of Medford Luke Anderson, Public Works Supervisor 821 Columbus Road Medford, OR 97501 Phone: 541-774-2632 Fax: 541-774-2646 Email: luke.a n d erson @ citvofm edford.ora i 2 Council Business Meeting January 16, 2018 Title: Request approval of contract addendum with Northwest Code Professionals From: Bill Molnar, Community Development Director bill. molnar(aD-ashland.or.us Summary: This is a request for an approval to increase the amount of an existing contract with Northwest Code Professionals (NWCP) to $70,000 for building inspection and plan review services. The original contract was less than $35,000 and awarded by direct appointment in accordance with AMC 2.50.120(A). The amount of the contract addendum exceeds the $35,000 threshold for direct appointment and requires council approval. Actions, Options, or Potential Motions: The Council, acting as the Local Contract Review Board, moves to approve the contract addendum to increase the contract amount to $70,000. Staff Recommendation: Staff recommends approval of the contract addendum. Resource Requirements: The Community Development Department BN2017-19 budget includes $35,000 for Building Division professional services. Professional services include anticipated building plan review and inspection services provided through intergovernmental agreements and private contractors such as Northwest Code Professionals. Such services are necessary from time to time to accommodate building division staff attendance of mandatory certification trainings, specialized plan review assistance and to be able to respond to increases in building permit activity. Additionally, it was anticipated that a portion of the Building Division's professional services budget would be allocated to assist in a seismic code feasibility analysis, including technical assessment and public education. The amended contract will be increased from $35,000 to $70,000. The increase in the contract will be offset by approximately $110,000 of employee wages/benefits unexpended because of turnover of staff in the Building Division. Policies, Plans and Goals Supported: Oregon Building Code requires timely turn-around of building plan reviews and building inspection services. [ORS 455.1601 Failure to provide timely inspections or plan reviews prohibited]. Additionally, Oregon Revised Statutes (ORS) notes that the municipality may not engage in a pattern of conduct of failing to provide timely inspections or plan reviews without reasonable cause. Page 1 of 2 CITY OF -ASHLAND City Administrative Goals and Objectives - Ashland 2020 Strategic Plan • Ensure compliance with all regulatory requirements. • Ensure building and life safety on physically constrained lands. • Provide high quality, effective, and efficient city services and governance in an accessible, collaborative, and fiscally responsible manner. Background and Additional Information: Northwest Code Professionals was established in 2000 and specializes in serving jurisdictions throughout Oregon, Washington, and Idaho with plan review and building inspections services. In addition to Ashland, Northwest Code Professionals currently offers different levels of service to Eagle Point, Rogue River, Phoenix, Jacksonville, and Josephine County. The Community Development Department Building Division consists of four, fulltime employees, include the City's building official, two building inspector/plan examiner positions and an administrative support staff. Three of four employees resigned from their positions over a six-month period to pursue other career opportunities. The building official position was vacant for six months (April through September, 2017) one building inspector/plan reviewer position was vacant for three months (September through November 2017), and a second inspector/plan reviewer position has been vacant for three months. Two of the three positions have since been filled, while the City is currently accepting applications for the last remaining building inspector/plan reviewer recruitment. It is anticipated that the final outstanding inspector/plans examiner position will be filled and in place by April 2018. The City of Ashland maintains intergovernmental agreements for inspection and plan review services with Jackson County and the City of Medford. While both jurisdictions have provided assistance to Ashland's Building Safety Division in the past, high levels of development activity in the region has resulted in limited availability from partnering jurisdictions with neither having capacity to adequately handle Ashland's construction activity. Attachments: None. Page 2 of 2 CITY OF ASHLAND Council Business Meeting January 16, 2018 Title: Capital Improvement Program Reimbursement Resolution From: Scott A. Fleury. Deputy Public Works Director Scott.fleury6a.ashland. or.us Summary: Before the Council is a resolution stating the City's intention to reimburse operating budget expenses incurred on capital improvement projects (CIP) in the Street, Water and Wastewater Divisions, prior to issuance of complete financing for projects. Actions, Options, or Potential Motions: Move to approve the resolution titled, "A resolution of the City Council of the City of Ashland, Oregon declaring its intention to reimburse expenditures from proceeds of tax- exempt obligations." If not approved, staff would be required to expend significant time ensuring appropriate borrowings for all Capital Improvement Project expenditures are in place prior to beginning the project's engineering and construction phases. Staff Recommendation: Staff recommends that Council approve the attached resolution. Resource Requirements: The proposed resolution encompasses exclusively Water, Wastewater and Street CIP that were approved in the BN 2017/19 budget. The planning and financing of these capital projects fit within the City's capital improvement practices and the current budget. The intent to reimburse does not increase nor change the cost of the projects. It does protect the operating/services budget of the originating department by providing for the reimbursement of upfront costs (which often includes staff time and engineering) that may have been incurred by the department leading up to construction. Policies, Plans and Goals Supported: Council Goals: 4. Evaluate real property and facility assets to strategically support city mission and goals. 22. Prepare for the impact of climate change on the community. Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • Deliver timely life cycle capital improvement projects Page 1 of 2 CITY OF -ASHLAND i • 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 2017/19 adopted biennial budget includes capital improvements for the Public Works Department divisions; Water (supply, treatment, distribution), Wastewater (collections, treatment), and Streets. Prior to the issuance of tax-exempt debt, there will be certain expenditures incurred on capital projects for each division. These are direct expenses associated with each individual project for which the City finds it necessary to be reimbursed from the proceeds of the obligations. In order to seek reimbursement on expenses incurred prior to financing, the Council must first declare the "intent" to do so in resolution form. i The Council previously approved a similar reimbursement resolution at the December 6, 2016 Business Meetiniz to reimburse costs associated with the engineering and development of the 2.6 MGD Crowson II reservoir. Attachments: Reimbursement Resolution Additional Links: December 6. 2016. Council Business Meeting Minutes i Page 2 of 2 CITY OF -ASHLAND RESOLUTION NO. 2018- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON DECLARING ITS INTENTION TO REIMBURSE EXPENDITURES FROM PROCEEDS OF TAX-EXEMPT OBLIGATIONS RECITALS: A. The City Council of the City of Ashland, Oregon (the "Issuer") desires to finance the costs of Capital Improvement Projects for the water, wastewater and street divisions projects; and B. The Issuer intends to finance costs of the Projects or portions thereof with the proceeds of the sale of obligations the interest upon which is excluded from gross income for federal income tax purposes (the "Obligations"); and C. Prior to the issuance of the Obligations the Issuer desires to incur certain capital expenditures (the "Expenditures") with respect to the Projects from available moneys of the Issuer and later reimburse the issuer for those expenditures from the proceeds of the obligations; and D. The City Council of the Issuer has determined that those moneys advanced to pay the Expenditures prior to the issuance of the Obligations are available only for a temporary period and it is necessary to reimburse the Issuer for the Expenditures from the proceeds of the Obligations. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The Issuer hereby states its intention and reasonably expects to reimburse Expenditures of the Project paid prior to the issuance of the Obligations with proceeds of the Obligations. SECTION 2. The reasonably expected maximum principal amount of the Obligations is $8,000,000 SECTION 3. This resolution is being adopted no later than 60 days after the date on which the Issuer paid its first Expenditure on the Projects to be reimbursed from proceeds of the Obligations (excluding certain preliminary expenditures which may have been paid before that date). SECTION 4. The Issuer will make a reimbursement allocation, which is a written allocation that evidences the Issuer's use of proceeds of the Obligations to reimburse an Expenditure, no later than 18 months after the later of the date on which the Expenditure is paid or the Projects are placed in service or abandoned, but in no event more than three years after the date on which the Expenditure is paid. SECTION 5. This resolution is adopted as official action of the Issuer in order to comply with Treasury Regulation Section 1.150-2 and any other regulations of the Internal Revenue Service relating to the qualification for reimbursement of Expenditures of the Issuer incurred prior to the date of issue of the Obligations. Resolution No. 2015- Page 1 of 2 I SECTION 6. The Finance Director of the Issuer is hereby authorized to make future declarations of intent to reimburse under Section 1.150-2 of the Federal Income Tax Regulations, on behalf of the Issuer and without further action by the City Council. All such future declarations shall be in writing and the original or a certified copy of each declaration shall be maintained in the public records of the Issuer. This resolution was duly PASSED and ADOPTED this day of 2018, and takes effect upon signing by the Mayor. Melissa Huhtala, City Recorder SIGNED and APPROVED this day of 2018. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Resolution No. 2015- Page 2 of 2 Council Business Meeting January 16, 2018, Title: City of Ashland's Investment Policy From: Mark Welch Administrative Services Director Mark.Welch@ashland.or.us Summary: Annual review of the City's Investment Policy. The Policy has been updated to reflect the recent code changes. Actions, Options, or Potential Motions: I move to approve the resolution titled: "A resolution authorizing the Investment Policy of the City of Ashland and Repealing Resolution No. 2009-33" Staff Recommendation: Staff recommends approval of the Investment Policy. Policies, Plans and Goals Supported: N/A BacklZround and Additional Information: The Investment Policy presented includes updated to reflect changes to the City Recorder and Finance Department Functions. The Policy has been reviewed, and approved, by the State of Oregon Short Term Board. Under current market conditions, the most advantageous investment is through the State of Oregon Local Government Investment Pool (LGIP). The pool is currently providing 1.75% interest, with full liquidity. In order to match the interest rate, in allowable investments, the City would need to purchase two year bonds. The Finance Department will continue to monitor the investment market and bring recommendations if buying short term federally backed bonds becomes more attractive. Any investment changes will be brought to the City Council for approval. Attachments: 1. Resolution authorizing the Investment Policy of the City of Ashland and Repealing Resolution No. 2009-33 2. City of Ashland Investment Policy Page Iof I CITY OF ASHLAND RESOLUTION NO. 2018- A RESOLUTION AUTHORIZING THE INVESTMENT POLICY OF THE CITY OF ASHLAND AND REPEALING RESOLUTION NO. 2009-33 RECITALS: A. ORS Chapter 294.035 prohibits local governments form investing money uncles the governing body of the local government has authorized the investments. B. The Mayor and City Council resolved: The investment of City monies in accordance with the attached policy is authorized. C. This resolution superseded Resolution No 2009-33 authorizing the investment of City monies. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. This resolution was duly PASSED and ADOPTED this day of 2018, and takes effect upon singing 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 Resolution No. 2018- Page 1 of 1 City ol'Ashland Investment Policy 2018 Current Page I ol'6 CITY OF ASHLAND, OREGON INVESTMENT POLICY 1. POLICY STATEMENT It is the policy of the City of Ashland to invest public funds in a manner which will provide the highest investment return with the maximum security while meeting the daily cash flow demands of the entity and conforming to all state and local statutes governing the investment of public funds. II. SCOPE This investment policy applies to activities of the City of Ashland regarding investing the financial assets of all funds except for funds held in trust for deferred compensation funds for the employees of the City of Ashland. In addition, funds held by trustees or fiscal agents are excluded from these riles; however, all funds are subject to regulations established by the State of Oregon. Other than bond proceeds or other unusual situations, the estimated portfolio size ranges from $15,000,000 to $50,000,000. These funds are accounted for in the City of Ashland's Comprehensive Annual Financial Report and include: General Fund Reserve Fund Special Revenue Funds Capital Projects Funds Debt Service Funds Enterprise Funds Internal Service Funds Trust & Agency Funds Funds of the City will be invested in compliance with the provisions of all applicable Oregon Revised Statutes. Investments of any tax-exempt borrowing proceeds and any related Debt Service funds will comply with the arbitrage restrictions in all applicable Internal Revenue Codes. III. OBJECTIVES AND STRATEGY The primary objectives, in priority order, of the City of Ashland's investment activities shall be: 1. Legality. This Investment Policy will be in conformance with federal laws, state statutes, local ordinances, and internal policies and procedures. 2. Liquidity. The City of Ashland's investment portfolio will remain sufficiently liquid to enable the City of Ashland to meet all operating requirements which might be reasonably anticipated. 3. Diversification. Diversification of the portfolio will include diversification by maturity and market sector and will include the use of multiple broker/dealers for diversification and market coverage. 4. Yield. The City of Ashland's investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, commensurate with the City of Ashland's investment risk constraints and the cash flow characteristics of the portfolio. "Market rate of return" may be defined as the average yield of the current three- I City of Ashland Investment Policy 2018 Current Page 2 of 6 month U.S. Treasury bill or any other index that most closely matches the average maturity of the portfolio. Effective cash management is recognized as essential to good fiscal management. Cash management is defined as the process of managing monies to ensure maximum cash availability. The City shall maintain a comprehensive cash management program that includes collection of accounts receivable, and the management of banking services. Large and small financial institutions in the Ashland area are a vital part of our economic, philanthropic, and civic infrastructure, and many bank leaders in this region strive together with government to create a more vibrant community. When financial institutions tailor their decision making, lending policies, and practices to the needs of the local community, they are better positioned to help sustain the local economy and local employment. IV. STANDARDS OF CARE I. Delegation of Authority. Authority to manage the City of Ashland's investment program is delegated to the Administrative Services Director who is the designated Investment Officer of the City and are responsible for investment decisions and activities, under the review of City Council and City Administrator. The Administrative Services Director is responsible for the day to day administration of the cash management program. In the absence of the Administrative Services Director, the Administrative Services Manager will oversee the day to day cash management program. In both of their absences the Deputy Finance Director will be delegated the authority to day to day cash management. Management responsibility for the investment program is hereby delegated to the Administrative Services Director, in collaboration with the City Administrator, who shall establish written procedures for the operation of the investment program consistent with this investment policy and subject to review and adoption by City Council. Procedures should include reference to: safekeeping, PSA repurchase agreements, wire transfer agreements, banking service contracts and collateral/depository agreements. Such procedures shall include explicit delegation of authority to persons responsible for investment transactions. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Administrative Services Director and City Council. The Administrative Services Director shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of the investment program. 2. Prudence. The standard of prudence to be used by the Investment Officer shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. These standards states: "Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived." 3. Limitation of Personal Liability. The Investment Officer acting in accordance with written procedures, the investment policy and in accord with the Prudent Person Rule shall not be held personally liable in the management of the portfolio. 4. Ethics and Conflict of Interest. Investment Officer involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. Investment Officer shall disclose any material fiscal interests in financial institutions that conduct business within this jurisdiction, and they shall further disclose any large personal financial/investment positions that could be related to the performance of the City of Ashland Investment Policy 2018 Cuuent Page 3 of 6 investment portfolio. Investment Officer and their family shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of the City, Investment Officer shall, always, comply with the State of Oregon, Government Standards and Practices Commission, code of ethics set forth in ORS Chapter 244. V. AUTHORIZED AND SUITABLE INVESTMENTS. 1. Authorized Investments. All investments of the City shall be diversified by type, maturity and issuer. Before any transaction is concluded, to the extent practicable, the Investment Officer shall solicit and document competitive and offers on comparable securities. When not practicable, the reasons should be similarly documented. At all times, the Investment Officer will strive for best execution of all transactions. Additionally, if reasonably unanticipated events cause the portfolio limits to be exceeded, the Investment Officer will take the steps necessary to correct the situation as soon as practicable. Investments may be sold at a loss when the Investment Officer deems that such a decision is prudent. 2. Suitable Investments. a. U.S. Treasuries b. Agencies and Instrumentalities of the United States. c. Savings and Demand Accounts (Oregon depositories only) d. Time Certificates of Deposit (Oregon depositories only) f. Banker's Acceptances (Oregon issued) g. Corporate Debt h. Municipal Debt (States of Oregon, California, Idaho and Washington only) i. Oregon Local Government Investment Pool (LGIP) The specific permitted securities are defined under Oregon Revised Statutes Chapters 294.035, 294.040, 294.046 and 294.810. (See Addendum A) Collateral requirements are bank deposits, time deposits, certificates of deposit and savings accounts are defined in ORS Chapter 295. (See Addendum B) VI. INVESTMENT PAR AMFTERS 1. Diversification. The City will diversify the investment portfolio to avoid incurring unreasonable risks, both credit and interest rate risk, inherent in over investing in specific instruments, individual financial institutions or maturities. Diversification Constraints on Total Holdings: ISSUER TYPE % of portfolio U.S. Treasury Obligations Up to 100% U.S. Government Agency Securities and Instrumentalities of Government Sponsored Corp. Up to 75% and 50% per issuer Bankers' Acceptances (BA's) Up to 25% and 15% per issuer Certificates of Deposit (CD) Up t o 35% and 5% of deposits per institution Municipal Debt Up to 35% and 10% per issuer Corporate Debt (AA, Al, P1) Up to 25% and 5% per issuer State of Oregon Investment Pool Securities ORS Limit 294.810 The Investment Officer will routinely monitor the contents of the portfolio comparing the holdings to the markets, relative values of competing instruments, changes in credit quality, and City of Ashland Investment Policy 2018 Cumnt Page 4 of 6 benchmarks. If there are advantageous transactions, the portfolio may be adjusted accordingly, but not to exceed percentage as stated. 2. Investment Maturities. The City will not directly invest in securities maturing more than three (3) years from the date of purchase. a. The maximum weighted maturity of the total portfolio shall not exceed 2 years. This maximum is established to limit the portfolio to excessive price change exposure. b. Liquidity funds will be held in the State Pool or in money market instruments maturing six months and shorter. The liquidity portfolio shall, at a minimum, represent six-month budgeted outflow. c. Core funds will be the defined as the funds in excess of liquidity requirements. The investments in this portion of the portfolio will have maturities between I day and 3 years and will be only invested in high quality and liquid securities. Total Poitfolio Maturity Constraints: Under 30 days 10% minimum Under 90 days 25% minimum Under 270 days 50% minimum Under 1 year 75% minimum Under 18 months 80% minimum Under 3 years 100% minimum Exception to 3-year maturity maximum: Reserve or Capital Improvement Project monies may be invested in securities exceeding three (3) years if the maturities of such investments are made to coincide as nearly as practicable with the expected use of the funds. Due to fluctuations in the aggregate surplus funds balance, maximum percentages for a particular issuer or investment type may be exceeded at a point in time subsequent to the purchase of a particular issuer or investment type may be exceeded. Securities do not need to be liquidated to realign the portfolio; however, consideration will be given to this matter when future reinvestments occur. VII. SAFEKEEPING, CUSTODY AND AUTHORIZED DEALERS 1. Safekeeping and Custody of Securities. The laws of the state and prudent treasury management require that all purchased securities be bought on a delivery versus payment basis and be held in safekeeping by the City, or the City's designated depository. All safekeeping arrangements shall be designated by the Investment Officer and shall list each specific security, rate, description, maturity, and cusip number (financial market identification). Each safekeeping receipt will clearly state that the security is held for the City or pledged to the City. In addition, repurchase requirements including Master Repurchase Agreements shall be in place prior to any business being conducted. 2. Authorized Financial Dealers. The Investment Officer shall maintain a list of all Qualified Depositories for Public Funds per ORS 295.002. An Oregon public official may deposit public funds up to the amount insured by the Federal Deposit Insurance Corporation (FDIC) or the national Credit Union share Insurance Fund (NCUA) in any insured financial institution with a head office or branch in Oregon. Public funds deposits that exceed these City of Ashland Investment Policy 2018 Current Page 5 of 6 insurance limits, currently set at $250,000, may only be held in a depository qualified by the Oregon Public Funds Collateralization Program (PFCP). At the request of the City of Ashland, the firms performing investment services shall provide their most recent financial statements or Consolidated Report of Conditions for review. All dealers with whom the City transacts business will be provided a copy of this Investment Policy to ensure that they are familiar with the goals and objectives of the investment program. If the City hires an investment advisor to provide investment management services, the advisor will follow the same procedure as outlined in VII Section 2. 3. Competitive Transactions. The Investment Officer will obtain telephone, faxed or emailed quotes before purchasing or selling an investment. The Investment Officer will select the quote which best satisfies the investment objectives of the investment portfolio within the parameters of this policy. The Investment Officer will maintain a written record of each bidding process including the name and prices offered by each participating financial institution. The investment advisor must provide documentation of competitive pricing execution on each transaction. The advisor will retain documentation and provide upon request. VIII. CONTROLS 1. Accounting Method. The City shall comply with all required legal provisions and Generally Accepted Accounting Principles (GAAP). The accounting principles are those contained in the pronouncements of authoritative bodies including but not necessarily limited to, the Governmental Accounting Standards Board (GASB); the American Institute of Certified Public Accountants (AICPA); and the Financial Accounting Standards Board (FASB). Pooling of Funds: Except for cash in certain restricted and special funds, the City will consolidate balances from all funds to maximize investment earnings. Investment income will be allocated to the various funds based on their respective participation and in accordance with generally accepted accounting principles. 2. Internal Controls.. The City will maintain a structure of internal controls sufficient to assure the safekeeping and security of all investments. The Investment Officer shall develop and maintain written administrative procedures for the operation of the investment program that are consistent with this investment policy. Procedures will include reference to safekeeping, wire transfers; banking services contracts, and other investment related activities. The Investment Officer shall be responsible for all transactions undertaken. No officer or designee may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Investment Officer and approved by the Council. 3. External Controls. The City of Ashland may enter into contracts with external investment management firms on a non-discretionary basis. These services will apply to the investment of the City's short-term operating funds and capital funds including bond proceeds and bond reserve funds. City of Ashland Investment Policy 2018 Current Page 6 of 6 If an investment advisor is hired, the advisor will comply with all requirements of this Investment Policy. The investment advisor will provide return comparisons of the portfolio to the benchmark monthly. Exceptions to the Investment Policy must be disclosed and agreed upon in writing by both parties. The Investment Officer remains the person ultimately responsible for the prudent management of the portfolio. Factors to be considered when hiring an investment advisory firm may include, but are not limited to: a. The firm's major business b. Ownership and organization of the firm c. The background and experience of key members of the firm, including the portfolio manager expected to be responsible for the City's account d. The size of the firm's assets base, and the portion of that base which would be made up by the City's portfolio if the firm were hired e. Management Fees f. Cost Analysis of advisor g. Performance of the investment advisory firm, net of all fees, versus the Local Government Investment Pool or other benchmarks over a given period IX. PERFORMANCE EVALUATION AND REPORTING The investment portfolio shall be designed with the objective of obtaining a rate of return throughout budgetary and economic cycles, commensurate with the investment risk constraints and the cash flow needs. The City's investment strategy is active. Preservation of capital and maintenance of sufficient liquidity will be considered prior to attainment of market return performance. A market benchmark will be determined that is appropriate for longer term investments based on the City's risk and return profile. When comparing the performance of the City's portfolio, all fees and expenses involved with managing the portfolio shall be included in the computation of the portfolio's total rate of return. This would include any outside management and identifiable in- house management. The Investment Officer shall prepare quarterly compliance summary reports that provide details of the investment portfolio, as well as transaction details for the reporting period. Details shall be sufficient to document conformity with the provisions of the statutes and this investment policy and shall include a listing of individual securities held at the end of the period. All investments owned will be marked-to-market monthly by the City's third-party custodian. The performance (total return) of the City's portfolio will be measured against the performance of the Local Government Investment Pool (LGIP) and the yield of the 91-day U.S. Treasury Bill. X. INVESTMENT POLICY ADOPTION BY GOVERNING BODY This investment policy will be formally adopted by the City Council. The policy shall be reviewed on an annual basis by the Investment Officer and the City Council. Material revisions to this policy will require a review by the Oregon Short Term Fund Board, pursuant to current Oregon Revised Statutes. Council Business Meeting January 16,2018 Special Procurement for Water Treatment Plant Filter Media Title: Replacement and Filter Repair 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 remove and replace sand filter media in all six dual media filters and complete minor repairs to filter #4. This was originally solicited as an informal invitation to bid as a trade services procurement and the request was sent to four different firms. This work requires specialized experience and limited access to the water treatment plant within a specified period of time. Redirecting this to a formal solicitation for bids at this time would add six weeks to the process and would necessitate work to be completed in May and June when the water demands are higher. Actions, Options, or Potential Motions: Move to approve a special procurement, direct award, with McClure and Sons, Inc. to remove and replace sand filter media in all six dual media filters and complete minor repairs to filter #4 as defined in the "Invitation to Bid - Trade Services, Intermediate Procurement" dated October 12, 2017 (attachment 1). Should council not approve this procurement method and contract, staff will solicit new proposals on a fast track schedule that and will likely result in higher costs. Staff Recommendation: Staff recommends approval of the special procurement and authorization to sign a contract with McClure and Sons Inc. as necessary to meet operational timeframes. The contract services includes all services to remove and replace sand filter media in all six dual media filters and complete minor repairs to filter #4. Resource Requirements: The BN 2017-19 budget includes $220,000 within the treatment plant capital projects for the filter media replacement. This contract is for $198,838 with a required completion date of April 30, 2018. 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 Page Iof2 CITY OF -ASH LAN D • Evaluate all city infrastructure regarding planning, management, and financial resources Background and Additional Information:. The City of Ashland has several different procurement processes. Staff utilized an incorrect process for a procurement of this size. Four independent solicitations were made for the work on the filter media replacement with two contractors responding to the invitation to bid as an intermediate procurement. As this work is time sensitive for completion, staff is requesting that Council accept this as a special procurement to maintain the operations schedule and not have to either fast tract the work or complete the work during high water demand months. Staff is aware that there are several different procurement types and will obtain training to better utilize the appropriate contracting vehicle in the future. Attachments: 1. Invitation to Bid - Trade Services, Intermediate Procurement dated October 12, 2017 2. McClure and Sons Response dated November 13, 2017 3. Form #9-Special Procurement Page 2 of 2 CITY OF ASHLAND CITY OF FORM ASHLAND #2 . INVITATION TO BID - TRADE SERVICES INTERMEDIATE PROCUREMENT Release date: 10-12-17 Requested by: GREG HUNTER WATER DEPT. 541-488-5345 (Fax 541-488-6014) greg.hunter@ashland.or.us Bids are due by: 3 P.M. 11-14-17 Project name: FILTER REPAIR AND MEDIA REPLACEMENT Job site location: ASHLAND DRINKING WATER PLANT 1400 GRANITE ST. ASHLAND, OR. 97520 Project completion required by: 4-30-18 Preferred method of shipment for materials/equipment (if applicable): FOB Ashland - Freight Prepaid Bids may be faxed, emailed or hand delivered. Contractors shall submit bid on their company letterhead. Informal email bids and/or late bids will not be accepted. Terms or discounts which are conditioned upon payment within a certain time will not be considered for purposes of comparison of bids. The successful contractor will be required to enter into a contract with the City for the services and provide insurance certificates in their own name for General Liability, Automobile and Workers' Compensation. Workers' Compensation insurance is mandatory. Subcontracting will not be permitted. "OR EQUAL": Any brand name listed in the specifications as "or equal" or "or equivalent" shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Bidder may show cost difference, alternates and options in the space provided in the quote. This clause is not meant to be restrictive, but to set the minimum standard. THE CITY SHALL DETERMINE, IN ITS SOLE DISCRETION, WHETHER A PRODUCT OFFERED IS "EQUAL." When the designation is "or equal" or "equivalent" City shall make its decision after Bid Closing. SCOPE OF SERVICES THIS PROJECT MUST BE COMPLETED BY APRIL 30TH 2018. REMOVE AND DISPOSE 30 INCHES OF MEDIA FROM 6 EACH 320 SQUARE FOOT DUAL MEDIA FILTERS. FILTER # 4 MEDIA REMOVAL. DETERMINE CAUSE OF MEDIA MIGRATION PAST 2004 LEOPOLD IMS MEDIA RETAINERS ON FILTER. CLEAN MEDIA FROM LEOPOLD COLLECTION GALLERIES. REPAIR OR REPLACE LEOPOLD DEFECTIVE IMS MEDIA RETAINERS ON FILTER. RESTORE CAULKING AND REPLACE WITH NEW MEDIA. FILTERS # 1, 2, 3, 5, 6 MEDIA REMOVAL, IMS PLATE CAULKING INSPECTION AND REPAIR, AND MEDIA REPLACEMENT SHALL BE PERFORMED ON 2 FILTERS AT A TIME. REMAINING FILTERS TO REMAIN IN SERVICE FOR WATER PRODUCTION. THE SEQUENCE OF FILTER MEDIA REPLACEMENT SHALL BE FILTERS 3 & 4. FILTERS I & 2 AND FILTERS 5 & 6. FILTERS ARE OUTSIDE, CYCLONE FENCED, WITH LIMITED ACCESS. FILTERS 5 & 6 ARE ON THE OPPOSITE SIDE OF THE CONTROL BUILDING NEXT TO THE CREEK. CONTRACTOR TO REMOVE, REATTACH AND LEVEL FILTER TROUGHS AS NEEDED FOR MEDIA INSTALLATION ACCESS. FURNISH AN AFFIDAVIT OF COMPLIANCE FROM MEDIA SUPPLIER STATING THAT MATERIALS MEET AND OR EXCEED AMERICAN WATER WORKS ASSOCIATION STANDARD B 100-01 FOR FILTERING MATERIAL AND NSF STANDARD 61- DRINKING WATER SYSTEM COMPONENTS - HEALTH EFFECTS. t Bid Trade Services, Page 1 of 3 1/10/2018 ILA Form #2 - Intern~ediate Procurement, Invitation to > MEDIA SPECIFICATIONS SILICA SAND - 12" DEPTH PLUS 1" SKIMMING ALLOWANCE AND 5% EXTRA. EFFECTIVE SIZE: 0.45 MM TO 0.55 MM. UNIFORMITY COEFFICIENT: 1.3 SPECIFIC GRAVITY OF 2.60 0.05 IN LIEW OF 2.6 106.5 TONS. FILTER ANTHRACITE -18" DEPTH PLUS I" SKIMMING ALLOWANCE AND 5% EXTRA. EFFECTIVE SIZE: 0.95 MM TO 1.05 MM. UNIFORMITY COEFFICIENT 1.3 SPECIFIC GRAVITY OF 1.65 0.05 IN LIEW OF 1.60 76.5 TONS. IF USING 509 SACKS, THEN MEDIA SIZE CERTIFICATION TO BE PERFORMED BY MANUFACTURER. All Pricing Must Be Held Firm For 30 Days . Method of Award: ORS 279B. 070 Intermediate Procurements. (4) Ifa contract is awarded, the contracting agency shall award the contract to the offeror whose quote or proposal will best serve the interests of the contracting agency, taking into account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110. Filters 5 & 6 have extreamly limited access. One man door. t ►.f F bv: l C:\Users\brownp\Desktop\2018 01 16 Form 2 Invitation to Bid attl.doc 2 4yPt r ; i r r ~ c w~ s~ a 3e 3c via -call + t, 3 f S 4 oil 1 t f low- sit ~x _OA O , y~~~ + i „ a.~ ~*p•~ ~k T `fib "4 A `2P ]^q ~ ~ r ~y +e4 t to 00, 'l t~ T y rte; is f#= ,J - ,kt its 1 Vii.. ~.S.Yr., ~ . .s too, 1 C:AUsers\brownp\Desktop\2018 01 16 Form 2 Invitation to Bid attl.doc 3 INDUSTRIAL CONTRACTORS f McClure and Sans Inc. November 13, 2017 City of Ashland- Water Department 20 East Main St. Ashland, OR 97520 Email to:greg.hunter@ashland.or,us Attn: Greg Hunter Re: Ashland Water Treatment Plant- Filter Repair and Media Replacement Bid Proposal Dear Mr. Hunter: We are pleased to offer a bid proposal for the Filter Repair and Media Replacement at the Ashland Water Treatment Plant. The pricing is as follows; Base bid is $ 198,838. The enclosed pricing is based upon the following; • In accordance w/ Invitation to bid - Trade Services, dated 10-12-17, 3 pages • Filter Media (Red Flint as provided by Correct Equipment) 4-6 weeks for delivery after submittal approval • For the retainers, the extent of repairs is unkown, however we have included 20 hours, and minor supply of caulking and fasteners for repairs of existing. No additional purchase of material included. • Contingent on mutually agreeable terms of contract. • Price valid for 30 days y Applicable exclusions include the following; • Taxes, Builders Risk Insurance, Survey, Engineering. x If there are any questions, please contact me at 425-316-6999, s Sincerely John Ogorsolka k Chief Estimator 15714 COUNTRY CLUB DRIVE MILL CREEK WA 98012 1 *PHONEt425►31 6-699 9 *FAX(425)316-6789 i i ABC AQUK PROJECT REFERENCE Job Name Gold Hill Water Treatment Plant 3274 Owner: City of Gold Hill Owner Contact Phone OWNER/CONTACT 420 6th Ave, Gold Hill, OR 97525 Email: Engineer: Civil West Engineering Engineer Contact Phone 541-266-8601 ENGINEER/CONTACT 486 E Street, Coos Bay Oregon Bill Boger, P.E. Email: wboger@ civilwest.com START DATE May 2017 SUBSTANTIAL COMPLETION DATE August 2017 FINAL CONTRACT AMOUNT $271,400 PROJECT DESCRIPTION: Schedule 1: Installation and placement of bypass piping and all surface preparation and cleaning of settling tank interior along with removal and/ or repair of corroded areas including welding new materials In place within settling tank. Install new tube settlers provided by the city. Remove and replace existing media inside each media filter. Install new air scouring system to each media filter all as required for a complete installation of the new improvements as shown on the Drawings. Schedule 2: Electrical Improvements, which included analyzing existing relay control system and creating description and diagram of plant operation. Replace existing relay controls and Siemens PLC with new Rockwell PLC system and test plant operation on new controls. Change motor starter to VFD on backwash pump, install level sensors, and integrate valve actuators to control a new air scour backwash system. Demonstrate function of plant and new air scour system as a fully automatic process. &r.a y Q 'n r i j 1 r _ - i1_Il t t rYG,rV~I aaF. AI caM'~' PROJECT REFERENCE PROJECT Medfnrd Duff,F.ioaaulatonfSed.imehteton 3233 Owner =Andy6H Phone tt: 541-621-4332 OWNER/CONTACT Medford Water Commisslan 200 S. ivy street, Room 177 Email: andy.huffman@ Medford OR 97501 cityofinedford.org _ START DATE June 2015 PHASE 1 COMPLETION DATE May 2017 CONTRACT AMOUNT $17,418,084 I PROJECT DESCRIPTION: i Construction of a 55MGD Flocculation/Sedlmentation Basin at the Robert A. Duff Water Treatment Plant includes: Conversion of four (4) existing flocculation/sedimentation (floc/sed), basins to flocculation (floe) only, and construction of four(4) i new sedimentation (sed) basins. Within the existing floc/sed basins, the existing baffles, effluent pipes, Inlet diffuser wall, Influent gates, wooden baffles, and west wall of the basin will be demolished; and new vertical turbine flocculators, concrete baffle walls, fiocculator access bridges, drain gates, wash down water system and Influent valves and flow meters will be Installed. Work on the new sed basins will include the installation of Inclined plate settlers, chain and flight clarification equipment, wash-down water system and new effluent gates. The work also includes demolition of existing burled utilities; site grading; backfilling the earthen lagoons; construction of a sludge line valve vault and concrete settled water flume; and buried piping. Work Inside the Ozone Facility will Include the installation of electrical conduits and conductors, a new MCC, PLC, and 480V power panel; re-routing of raw water Influent piping to the floe basin inlet flume; installation of a new rapid mix (flash mixer) injection system, a new service water connection, new polymer feed pumps, polymer mixing and holding tank; and re-routing of chemical feed piping. The work also includes the demolition of the existing mechanical rapid mixer; installation of new access doors; and HVAC Improvements. Phase 1 of this project has been completed as of May 2017 and Is open for beneficial use to the owner. , 1 i - 5 O V'.f+n, fKe _ I I !1'IrgNfdl CU~t~r<~~R . (PROJECT REFERENCE PROJECT Hayden Bridge Filter I mprovements 3193 Owner: Eugene Water & Electric Owner Contact Phone 541-685-7426 OWNER/CONTACT PO Box 10148, Eugene, OR 97440 Wallace McClullough Email: wallace.mcculloueh@ eweb.or START DATE October 2012 SUBSTANTIAL October 2013 FINAL COMPLETION DATE COMPLETION DATE FINAL CONTRACT AMOUNT $1,600,059 PROTECT DESCRIPTION: Removal of media and demolition of piping, valves, gates, and miscellaneous concrete at Filters N1, N2, N3, both In the Filter Bays and the Pipe Gallery; Preparing the surface and coating of Filters N1, N2, N3 and new piping; Placing filter media; construction of new filter and gallery piping, valves, and gates at Filters N1, N2, N3; miscellaneous structural work Including metal framing, pipe supports, walkways and railings; and electrical and instrumentation improvements and modifications related to the installed equipment x F t ffpi ;riK... r j -r ~R .s x -r i 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: 1/1612018 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.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: XX Class Special Procurement Contract-specific Special Procurement 4. Time Period Requested: From To: 5. Total Estimated Cost: $198,838 6. Short title of the Procurement: Water Treatment Plant Filter Media Replacement and Filter Repair Supplies and/or Services or class of Supplies and/or Services to be acquired: The City intends to enter into a contract to remove and replace sand filter media in all six dual media filters and minor repairs to filter 94. 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: This was originally solicited as an informal invitation to bid as a trade services procurement and the request was sent to four different firms. This work requires specialized experience and limited access to the water treatment plant within a specified period of time. Form #9 - Special Procurement - Request for Approval, Page 1 of 3, 1/10/2018 8. Proposed procedure: The City requested four independent bids to remove and replace sand filter media in all six dual media filters and minor repairs to filter #4. The City intends to accept the bid from McClure and Sons and the most responsive and to directly award a contract for services to remove and replace sand filter media in all six dual media filters and minor repairs to filter 44. 9. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. The City did solicit four independent bids and received two responses. The completion of this project is time sensitive McClure and Sons Inc responded appropriately to the advertisement. This special procurement is being used to expedite completion and remain on the original schedule as staff utilized an incorrect procurement process 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: Staff utilized an informal solicitation to four prospective bidders, two of whom responded. Staff believes that going through a formal RFP process would yield the same results. (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 3,1/1012018 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 - January 17, 2018. PUBLIC NOTICE Approval of a Special Procurement First date of publication: danaiaty 17, 2018 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 January 16, 2018. The Cite ofAshland will directly cnvard a contractfor professional services to reruove and replace sand filter media in all six dual media filters crud minor repairs to filter 44 as defined in the "Invitation to Bid - Trade Services, Intermediate Procurement" dated October 12, 2017, and maintain a completion date ofApril 30, 2018. The work will be performed within the currently adopted City ofAshland FY18119 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 279B.055, 279B.060, 279B.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 279B.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 January 24, 2018. 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 3,1/10/2018 Council Business Meeting January • 2018 Title: Liquor License Application for Restaurant Republic, LLC From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: This is a request for approval of a Liquor License Application from Restaurant Republic, LLC. Located at 1465 Siskiyou Blvd. Actions, Options, or Potential Motions: I move to approve the Liquor License for Restaurant Republic. Staff Recommendation: Staff recommends approval of the liquor license application because the City has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The City Council recommends that the OLCC proceed with the processing of this application. Resource Requirements: N/A Policies, Plans and Goals Supported: AMC Chapter 632 Liquor License Review Background and Additional Information: This is an application for a new Outlet. The City has determined that all liquor license applications be reviewed by the City as set forth in AMC Chapter 6.32, which requires that a determination be made as to whether the applicant complies with the City's land use, business license and restaurant registration requirements. AMC Chapter 6.32 also requires that these applications also be reviewed by the Police Department. In May 1999, the City Council decided it would make formal recommendation on all liquor license applications. Attachments: Application Page Iof I CITY OF -ASH LAN D OREGON LIQUOR CONTROL COMMISSION IS LIQUOR LICENSE APPLICATION LICENSE FEE: Do not include the license fee with the CITY AND COUNTY USE ONLY application (the license fee will be collected at a later time). Date application received APPLICATION: Application is being made for: Name of City or County Brewery Brewery-Public House Recommends this license be Granted Denied Distillery - Full On-Premises, Commercial B Full On-Premises, Caterer By Full On-Premises, Passenger Carrier Date Full On-Premises, Other Public Location Full On-Premises, Nonprofit Private Club OLCC USE Full On-Premises, For-Profit Private Club Grower Sales Privilege Limited On-Premises Application received by Off-Premises Date Off-Premises with Fuel Pumps _ Warehouse ? R License Action: Wholesale Malt Beverage & Wine (WMBW) Winery mFr)F:ngn _ F F.- 1. LEGAL ENTITY (example: corporation or LLC) or INDIVIDUAL(S) applying for the IicErrisec Applicant #1 Applicant #2 _ e S Gam:'11 L"~- 4! c Y 0`Gkc11, tC, Applicant #3 Applicant #4 2. Trade Name of the Business (the name customers will see): it~tC"~ C e?c~~l~f_ 3. Business Location: Number and Street ~1c7Wal. City Count y t"C VI o"L'r ~ y - -LZIP 4. Is the business at this location currently licensed by the OLCC? Yes ® No 5. Mailing Address (where the OLCC will send your mail): PO Box, Number, Street, Rural Route i~{( l city tV'1.1 (JL.~ 5tate.~~!1~. _ ZIP_5_ 6. Phone Number of the Business Location: 7. Contact Person for this Application: Name Lai, Phone Number Mailing Address, City, State, ZIP ~~22 11 Email (GUVylk I understand that 6-t6rijuana (such as use, consumption, ingestion, inhalation, samples, give-away, sale, etc.) is prohibited on the licensed premises. Signature of Applicant #1 Signature of Applicant #2 Signature ofApplicant #3 Signature of Applicant #4 Council Business Meeting 2018' January 16, Title: Infill Strategy Update and Ordinance Revisions From: Maria Harris Planning Manager maria.harris@ashland.or.us Summary: This item is to update the Mayor and City Council on the infill strategy project and seek permission to initiate ordinance amendments based on the draft land use code revisions prepared by Fregonese Associates. The infill strategy aims to identify the factors that limit development and create incentives for additional housing and business development adjacent to the bus route which in turn, may result in increased transit ridership. The study area is referred to as the transit triangle and includes the area in the southeast part of the city comprised of the property adjacent to the bus route on Ashland St., Tolman Creek Rd. and Siskiyou Boulevard. Ashiand St. - - - - - - - - - - 1 ♦ I I eke, ` % ` 1 ` ` rr~, . . lof 1 % Zo lu ` 1~ t • 1 1 1 1 Transit Triangl --1 e t City Boundary • Bus Stops - ` - RVTD Route 10 x, Fregonese Associates developed a package of draft code amendments to address zoning and land use standards that were identified in the first phase as affecting the market feasibility of development, particularly for projects including housing units. The amendments would apply to the Transit Triangle Overlay and include: • deleting the maximum residential density • using a maximum floor area ratio (FAR) to control building volume and intensity • allowing additional building height and stories • requiring a building step back above the second story or building articulation for 25 percent of building facade Page Iof5 CITY OF -ASH LAN D • requiring housing units to be rental units and not allowing condominiums or travelers' accommodations • reducing the parking requirement for housing units to one per 800 sq. ft. unit • allowing some commercial floor area without additional off-street parking • reducing the landscaping requirement in the R-2 and R-3 zones; and • allowing limited floor area for commercial uses in the R-2 and R-3 zones. The Planning Commission reviewed the draft amendments on October 24, 2016 (meeting minutes an open house meeting was held on December 11, 2017 and a stakeholder meeting of developers, design professionals, real estate brokers and agency representatives was held on December 12, 2017. Project materials are available on the project web page at www.ashland.or.us/transit triangle . Actions, Options, or Potential Motions: I move to direct the Planning Commission to initiate ordinance revisions to implement the infill strategy for the transit triangle study area. Staff Recommendation: Staff recommends moving forward with ordinance amendments to implement the draft land use code revisions developed by Fregonese Associates. The ordinance amendments are intended to create incentives for business and housing development adjacent to the bus route. Resource Requirements: The resources required for this project are budgeted within the current biennium. The contract with Fregonese Associates of $38,320.00 was approved by the City Council on March 21, 2017. Policies, Plans and Goals Supported: The project addresses a variety of City Council goals and strategies as well as adopted City plans. The attached Draft Guiding Principles document details the applicable Council goals and policies including the following City Council goals for people and the environment. People Seek opportunities to enable all citizens to meet basic needs. (5) 5.2.a Pursue affordable housing opportunities, especially workforce housing. Identify specific incentives for developers to build more affordable housing. • Adjust infill strategies in order to promote housing development along major transportation corridors. Environment Develop and support land use and transportation policies to achieve sustainable development. (13) 13.2 Develop infill and compact urban form policies. • Update infill strategy along major transportation corridors to promote housing and business development, as well as alternative transportation choices. Page 2of5 CITY OF -ASHLAND The Transportation System Plan includes four projects in the transit triangle related to improving sidewalks, bus shelters and intersections enhancements for pedestrians including two projects for Ashland Street Streetscape Enhancements (R38 for Siskiyou Blvd. to Walker Ave. and R-39 for Walker Ave. to Normal Ave.), Ashland Street/Tolman Creek Road (R41) and the Walker Ave. festival street (R40). The infill strategy project also relates to policies included in the Climate and Energy Action Plan (CEAP). Specifically, the plan includes strategies to address residential travel and the emissions associated with passenger cars and trucks. Common strategies for replacing residential travel trips in passenger cars and trucks include promoting land use development patterns that utilize existing public infrastructure and making using transit and alternate modes of transportation possible and even desirable. Background and Additional Information: Fregonese Associates has prepared an infill strategy for the transit triangle that includes three components - land use ordinance amendments, streetscape improvements and a vertical housing development zone (see attached Ashland Transit Triangle Infill Strategies Project, January 2018). A vertical housing development zone provides a 10-year property tax exemption for residential units developed above the ground floor in mixed-use, multi-story buildings. i The action item before the Mayor and City Council at this time is providing direction regarding the land use ordinance amendments. Future work would include working with the Public Works Department on the streetscape improvements in the transit triangle and developing the framework for a Vertical Housing Development Zone. Fregonese Associates developed a package of draft code amendments to address zoning and land use standards that were identified in the first phase as affecting the market feasibility of development, particularly for projects including housing units. The implementation strategy includes removing existing housing density maximums to provide an incentive for the private market to build at a higher density with a focus on smaller unit sizes. The draft land use ordinance revisions are attached. The recommended zoning changes include establishing a Transit Triangle Overlay, eliminating the Pedestrian Places Overlay and the following ordinance amendments. • Allowing four-story buildings in the C-1 and E-1 zones and three-story buildings in the R-2 and R-3 zones. Currently, building height is limited to 40 feet with a five- foot parapet (i.e., three stories) in the C-1 and E-1 zones and 35 feet or 2.5 stories in the R-2 and R-3 zones. • Buildings would be required to be stepped back at least 10 feet for any portion of the building over 25 feet in height (i.e., third and fourth stories). An alternative would be to have articulation for at least 25% of the building facade. The step back or articulation would be required on the front of the building or any building side that is within 25 feet of a residential zone. Step backs are not currently required. • Delete the allowed units per acre and instead regulate building volume and intensity by a maximum floor area ratio (FAR). The recommended FAR is 1.5 for C-1 and E-1 zones and 1.25 for the R-2 and R-3 zones. Currently, 30 housing units per acre are allowed in C-1, 15 units per acre are allowed in E-1, 13.5 units per acre in the R-2 Page 3of5 CITY OF -ASHLAND zone and 20 units per acre in the R-3 zone. In addition, there is no maximum FAR at this time. • Residential units developed under the Transit Triangle Overlay option would be required to be rental units. Condominiums and travelers' accommodations would not be allowed. • Reduce the off-street parking requirement to one space for residential units less than 800 square feet. Currently, one parking space is required for units less than 500 square feet. • Additional parking would not be required for the first 1,250 square feet of commercial floor area in mixed use buildings (e.g., commercial and residential uses). • Reduce the required landscape area to 20 percent in the R-2 and R-3 zones. Currently, the required landscape area is 35 percent in the R-2 zone and 25 percent in the R-3 zone. • Allow limited floor area for commercial uses in the R-2 and R-3 zones. The Planning Commission reviewed the draft amendments on October 24, 2016 (meeting minutes an open house meeting was held on December 11, 2017 and a stakeholder meeting of developers, design professionals, real estate brokers and agency representatives was held on December 12, 2017. Project materials are available on the project web page at www.ashland.or.us/transit triangle . Approximately 30 people attended the open house meeting on December 11, 2017 and participated in a lively discussion. Some of the issues discussed and comments included objection to allowing additional building stories or residential units, support of additional stories along street or at intersections, support of additional building height with building step backs, concerns about additional traffic and requiring less parking, support for more affordable housing, and concerns about potential noise impacts from new mechanical equipment on adjacent residential neighborhoods. Approximately 900 invitations were sent by mail to properties located in and surrounding the transit triangle study area. The meeting was also posted on the City of Ashland web site news items. The presentation at the open house meeting included building design options (e.g., number of stories, with or without a step back) and participants were asked to vote on their preferred design. As a follow-up to the meeting, a questionnaire was emailed to participants to gather the public's preferences regarding various building types and to collect information from community members about desired neighborhood and community characteristics. The questionnaire is available on the project web page http://www.surveygizmo.com/s3/4064983/Ashland-Transit- Triangle-Survey . At the time of writing, 24 questionnaires were completed. A summary of the results is attached (see Report for Ashland Transit Triangle Survey). Twelve individuals attended the stakeholder meeting on December 12, 2017 including developers, design professionals, real estate brokers and representatives from Rogue Valley Transportation District (RVTD) and Jackson County Housing Authority. Some of the issues discussed included providing flexibility to the step back requirement to allow articulation through other architectural features, continuing rise of construction costs, providing bus passes and requiring less parking for affordable units, consider higher FAR and more stories because Page 4 of 5 CITY OF ASHLAND helps with economies of scale, consider allowing development of residential units on ground floor that can be converted to commercial because there is limited commercial demand in Ashland, and the potential of car-sharing programs, smart car parking and self-driving cars to dramatically change the area required for parking. Thirty individuals were invited to the meeting. The first phase of the project involved conducting a market feasibility analysis for a variety of building types incorporating land, construction and permitting costs and the physical attributes of buildings allowed by the zoning and land use standards. The analysis determined that the current market conditions and existing zoning of the area promotes building larger housing unit sizes and the projected rental rates exceed the amount a two-person household at median income can afford. The recommendations included making zoning changes such as eliminating the maximum density, slightly lowering the amount of parking required and lowering the amount of landscaping required. Fregonese Associates and planning staff provided the City Council an update on the first phase and information about the findings of the market feasibility analysis at the December 19, 2016 City Council study session (meeting minutes). Council directed staff to move forward with the next steps and bring back a package of options for implementation. The Planning Commission reviewed this work at the October 11, 2016 and November 22, 2016 meetings. In addition, a developer roundtable was held on December 19, 2016 with developers, contractors and design professionals to review the market feasibility analysis. Interviews with development industry professionals were also used to verify the construction costs and rents used in the model. The transit triangle is served by Rogue Valley Transportation District (RVTD) Route 10 with 20- minute service from 7am-5pm (Monday-Friday) and 30-minute service for the remainder of the day (5am-7am and 5pm-7pm, Monday - Friday). Route 10 also includes service on Saturdays at hour intervals. Route 10 provides the highest ridership in the RVTD system (50 percent of all RVTD riders) and the Bi-Mart stop on Tolman Creek Rd. is one of the most used stops system wide. RVTD has preliminarily identified service enhancements including expanded early morning and later evening service Monday through Friday and providing 30-minute service on Saturdays. Other opportunities in the transit triangle include vacant and redevelopable land, well-established public facilities, and shopping, services and neighborhoods within walking distance. A challenge in the transit triangle is the transition between new development and existing residential neighborhoods. Attachments: Draft Guiding Principles, October 11, 2016 Ashland Transit Triangle Infill Strategies Project, January 2018 Draft Land Use Code Revisions, 18.3.12.070 Ashland Transit Triangle Overlay Report for Ashland Transit Triangle Survey Page 5 of 5 CITY OF ASHLAND ASHLAND TRANSIT TRIANGLE Infill Strategies Project Draft Guiding Principles Throughout the process of developing infill strategies, the Planning Commission, property owners engaged in the process, consultant team and staff will reference the following guiding principles to help guide discussions about strategies identified. • Update infill strategy along major transportation corridors to promote housing and business development, as well as alternative transportation choices (Council Goal 13.2). • Conduct a Return on Investment (ROI) analysis on sample properties to examine the market feasibility of mixed use development within the project area. • Consider changes to the land use ordinance that may be inhibiting redevelopment or new construction (Economic Development Strategy 7.3). • Consider additions to the Site Design Standards and other land use ordinances to ensure that higher density buildings are compatible with their settings. • Promote a development pattern that results in a balanced, multi-modal transportation system and that enhances opportunities for walking, bicycling or using transit in areas planned for transit service. • Promote infill development along transit corridors to provide alternatives to, or delays the need for, expansion of the City UGB (RPS). • Reduce emissions that contribute to climate change through changes to transportation or land use plans that reduce expected automobile vehicle miles traveled. • Provide a strategy for implementation of project outcomes. Applicable Council Goals and Policies Environment Develop and support land use and transportation policies to achieve sustainable development. (13) 13.2 Develop infill and compact urban form policies. • Update infill strategy along major transportation corridors to promote housing and business development, as well as alternative transportation choices. Regional Problem Solving Element of the Comprehensive Plan The City of Ashland did not identified any Urban Reserve Areas (URAs) through the regional planning process. Therefore it is incumbent upon the City to increase efficiency in the use of land through concentration of housing in centrally located areas within the City UGB which are planned for future 1 urban development. Promoting infill development along transit corridors provides alternatives to, or delays the need for, expansion of the City UGB. Energy and Infrastructure Be proactive in using best practices in infrastructure management and modernization. (21) 21.2 Expand public transportation options. Economy Ensure that commercial and industrial areas are available for development. (19) 19.3 Use existing financial tools to support re-development. 19.4 Create predictable pathways for development of employment land. Applicable Economic Development Strategies 6. Provide appropriate land supplies for needed business growth/expansion with quality infrastructure to all commercial and employment lands 6.5 Evaluate land availability for business expansion on lands on or adjacent to existing businesses 6.6 Determine feasibility and cost/benefit for public purchase of key industrial lands to make "shovel ready" for re-sale for business development 7. Manage physical development process to ensure understandable requirements with timely and predictable results while safeguarding and improving the quality of the environment and the community 7.3 Consider changes to Land Use Development Code that may be inhibiting redevelopment or new construction Applicable Administrative Goals (Long-Range Planning Objectives) Encourage responsible development of employment lands. (34) 34.3 Conduct pre development site expansion/growth evaluations for key employment lands within Ashland (Econ Dev Strategy action 6.5) Investigate strategies that provide housing opportunities for the total cross section of Ashland's population. (36) 36.2 Adjust infill strategies in order to promote housing development along major transportation corridors 2 II Ashland Transit Triangle Infill Strategies Project a `1+ T . i ~ I 3P Z e ~ -,s a N ~ Q-141 A ~k i' k +.SIl• ~sy Lr _r~ J1 "tw~c~~~"Slp ~'s f•..~a a _ ~ s ~ i w ail 4~ IN I f i• ~r r FREGONE__ SE CITY OF I A ` I ,''1 f January 2018 -ASHLAND 1 J L Ashland Transit Triangle yJ ^ City Boundary Ashland Transit Triangle Study Area Bus Stops 0 250 500 1,000 Feet I I , Taxlots E 1 77 NCollepe Woyv 7fjyl~;} ' Bircfiw¢gfja 1 Coll -~{_-3 J('7 _ln epe Wcy -az.~._ r...a { ± f ~ Shwntgck~~ 1 t -C ~ - . <.I "'1~-- +Ash,cnd 513W H..y 1,6 • ~_-fJ' sit I F x r c ~ i k I~ ~ ~ t.. - ~ ii .r•-j - F'•'.71t M ;I k~moni 5i ~q' ~ ~ ~ r L 1-F a t "T 771 o z .r r; Aq- x ss Y D e ~ F1.1 Sj, ~-1 L-~~ _ C Old w W, verdcI a E sa~eH,uD.~ onaerorco: 1WUtn _JN Land Use •fi f - -f s ; L- 1 Y i Nei 5 a _ 'y s CresMewDr `JILT - w ..'DD~~ } .11. SF "j OFF - HOTEL IND OS t MF MH EDU AG " ,v - - - RET PUB VAC 'I 2 Introduction What is the Transit Triangle? Why is the Transit Triangle Important? The Transit Triangle is comprised of Ashland The City Council identified the Infill Strategies Street along the north edge, Siskiyou Boulevard Project as one of three high priority long range on the southwest side, and Tolman Creek Road on planning projects in 2014. The project was the eastern edge. This area includes opportunities described as: for development of additional businesses and "Create and analyze development scenarios housing. Well established neighborhoods are accommodating varying levels of future within walking distance, and the area is served employment and housing growth for the by the Rogue Valley Transportation District transit corridors in the southeast portion of (RVTD). the city. Identify strategies to encourage a concentration and mix of housing and jobs (i.e. transient-oriented development) and increase the desirability of the corridors for " Current Zoning in the Transit Triangle residential living. i 1 1 1 Ashland St. 1 1 1 1♦ 1 1 - 1 ♦ 1 = - - ♦ 1 ♦ ♦ - - 1 tom-) 1 1 ♦ ♦ 1 1 ♦ 1 of 1 Transit Triangle ♦ ♦ of Ped Places Overlay ♦ 1 Zoning - 04 U 1 C-1 ♦ ♦/L♦ ♦ 1 ra 1 E-1 ♦ 1 E 1 M-1 ♦ 1 0 1 ♦ ♦ ♦ 1 R-1-10 L_J ♦ ♦ ♦ 1 - ♦ 1 R-1-5 _T ♦ ♦ ♦ ♦ M - I r R-1-7.5 ♦ 1 ♦ 1 R-2 - ♦ % KW R-3 % El r~ ♦ RR-.5 L 1 i ♦ _ j T L~_~i 3 Previous Findings Past developments adjacent to the bus route Opportunities in the study area were primarily comprised of single-use, one story commercial buildings that Several opportunities exist in the Transit did not include a residential component despite Triangle, making it an attractive area for allowances in zoning allowing residential units. future development and redevelopment. These opportunities include: To better understand why residential units were RVTD Route 10 runs through the study not being built, Fregonese Associates performed area, providing convenient transit access. a return on investment analysis to examine the market feasibility of a variety of building types • Vacant and redevelopable land. using the Envision Tomorrow model. The model . Well-established public facilities. incorporates land, construction and permitting costs, as well as the physical attributes of Shopping, services, and neighborhoods buildings allowed by the existing zoning and within walking distance. land use standards to produce achievable rents and sales prices for commercial space and residential units. Existing Conditions in the Transit Triangle Issues Several issues were found to exist under the current zoning and land use standards that limit commercial and residential development in the Transit Triangle, including: • Projected commercial rents are too low to make new construction feasible.'. • The residential unit rental rates are - t unfeasible because the rental rates exceed those of the current rental market. • The projected dwelling units are primarily a 1,000 square feet and larger. • The rental rates exceed the amount a two- person household at median income can afford by 30 percent or more. 4 - Y lea - Further preliminary analysis determined that changes to land use and zoning standards, implemented in tandem with streetscape improvements, allowed for development that could feasibly achieve rents affordable to median income households. 4 Existing Goals, Strategies, and Plans A variety of City Council goals and strategies, Applicable Economic Development as well as adopted City plans, support the Strategies examination, discussion and consideration of a new approach to land use development and 6. Provide appropriate land supplies for transportation systems in the Transit Triangle. needed business growth/expansion with quality infrastructure to all commercial and employment lands. Applicable Council Goals: 6.5 Evaluate land availability for business 13. Develop and support land use and expansion on lands on or adjacent to existing transportation policies to achieve sustainable businesses. development. 6.6 Determine feasibility and cost/benefit 13.2 Develop infill and compact urban form for public purchase of key industrial lands to policies. make "shovel ready" for re-sale for business development. • Update infill strategy along major d transportation corridors to promote 7. Manage physical development process to housing and business development, as ensure understandable requirements with timely well as alternative transportation choices. and predictable results while safeguarding and improving the quality of the environment and the 21. Be proactive in using best practices in community. infrastructure management and modernization. 7.3 Consider changes to Land Use 21.2 Expand public transportation options. Development Code that may be inhibiting redevelopment or new construction. Applicable Climate and Energy Action Plan (CEAP) Strategies Regional Problem Solving Element of the The CEAP includes strategies to address Comprehensive Plan residential travel and the emissions associated The City of Ashland did not identify any Urban with passenger cars and trucks. Strategies to Reserve Areas (URAs) through the regional reduce and replace these residential trips include: planning process. Therefore, it is incumbent upon • Promoting land use development patterns the City to increase efficiency in the use of land that utilize existing public infrastructure. through concentration of housing in centrally • Make using transit and alternate modes of located areas within the City UGB which are transportation possible and desirable. planned for future urban development. Promoting infill development along transit corridors provides alternatives to, or delays the need for, expansion of the City UGB. 5 Demographics Ashland is changing, and certain segments of the current housing market are not well Persons per Household by Tenure served by the existing housing pattern, which is predominantly single family. Notably, one- T 0% 13% and two-person households, such as students 12% and aging Boomers, comprise a large and 15% growing segment of the housing market today. Generational Housing Preferences 40% 28% Ashland's population is largely comprised of young people and older adults. The population pyramid resembles an hourglass more so than a pyramid, reflecting a sizable 44% proportion of people in their teens and early 37°% ° 20s, as well as those in their late 50s and 60s. Owner Renter Similar to national trends, households in Ashland today are largely comprised of one ■4-or-more-person household and two people. This is reflective of the ■ 3-person household major population groups - young people and a 2-person household older adults without children. This is a long 1-person household term national trend that is changing housing demand. Demand for smaller units, including Source: US Census, 2015 ACS (5 year Estimates) compact single family, townhomes and apartments, is increasing. Ashland Population Pyramid 85 years and over 80 to 84 years 75 to 79 years 70 to 74 years 65 to 69 years 60 to 64 years 55 to 59 years 50 to 54 years 45 to 49 years 40 to 44 years 35 to 39 years 30 to 34 years 25 to 29 years 20 to 24 years 15 to 19 years 10 to 14 years 5 to 9 years Under 5 years (1200) (1000) (800) (600) (400) (200) 0 200 400 600 800 1000 1200 ■Fennale ■Male Source: US Census, 2015 ACS (5-year Estimates) 6 Demographics Housing Affordability It is possible to provide the capacity to produce market rate units that are affordable to persons at the median income or below. Fregonese Associates analysis showed that apartments are feasible, without subsidy, at rents of $1,270 - $1,295 per month, affordable to the median income household, as defined in Table 1. Units that are affordable below that rate would require an incentive or subsidy, though there are several tools the State has made available that could be used in Ashland for increased affordability, as discussed on page 13. Table 1: Affordable Housing Income Limits by Family Size Income Level Number of Persons m Famtly ~ xJ Y7 t J It i fi ~ A c ~2= 3 4` d 56 --8± Extremely Low Income (30%) $121060! $16,240 $20,420 $24,600; $28,780 $31,100, $33,250 $35,400 ;Low Income (50%)i $18,800 $21,450 $24,150 $26,8001 $28,950 $31,100 $33,2501 $35,400 . - = = - Income at 60% of c - - I $22,560' $25,740'. $28,980 $32,340 $34,740.! $37,320 $39,90C)' $42,480 Median ;M8ood'rateIncome $30,050: $34,350 $38,650 $42,900 $46,3501 $49,800 $53,200 $56,650 i iMedian Income ` ° $37,600 $42,900 I. $48,300 $53,600 $57,900 $62,200 $66,500: $70,800 I (100%) _ Income at 120% $45,120 $51,480 $57,960 $64,320 $69,480 ji $74,640 $79,800 ; $84,960' of Median h Income at 130% of Median $48,880 $55,770 $62,790' $69,680 $75,270 $80,860 $86,450 ' $92,040 Source: City of Ashland Affordable Housing Income Limits, May 2017 - May 2018 7 Demographics Ashland Household Income 1,800 1,600 1,400 1,200 Median Income Comparisons 1,000 800 Ashland $45,704 600 400 Jackson Co. $44,028 200 ' Portland $55,003 ~C' a°o ~C~ C° ~C~ 55~ o`Q Oregon $51,243 ac ~o ~o ~o ~o ~o wo w0 o O° O 5r O°° °°O O°O OO° Op0 °O° °p OO °p, 411 Source: US Census, 2015 ACS (5-year Estimates) Ashland Household Incomes Converted to Affordable Monthly Rents (300%) W'_ " 30% ■ Less than $875 46% ■ $875 to $1,250 ■ $1,250 to $1,875 r More than $1,875 V 16% Source: US Census, 2015 ACS (5-year Estimates) Monthly Rent Trends (July 2011 - August 2017) $1,600 $1,400 $1,200 $1,000 $800 $600 $400 $200 N N N N m m m m ~r a v v Ln rn Ln rn ~D ID w ~n r- r, r, r, a n ? a ? u ~ a a a a a u C -5 C C ¢ o o o a o a ? o All Beds 1 Beds 2Beds Source: Rent Jungle 8 Zoning Zoning in the Transit Triangle Commercial (C-1) The transit triangle area is comprised of a The C-1 zone allows a range of commercial variety zones, but the primary (re)development and residential uses, heights of up to 45 feet, opportunities are adjacent to the main roadways including parapet, and residential densities of 30 and are in the Commercial (C-1), Employment (E- dwelling units per acre. 1), High Density Multifamily (R-3) and Residential (R-2) zones. Most of Ashland Street and a portion of Siskiyou Boulevard and Tolman Creek Road Employment (E-1) are located in the Detail Site Review overlay. The The E-1 zone also allows a range of commercial areas surrounding the intersections of Ashland Street and Walker Avenue, and Ashland Street and residential uses, as well as light industrial and Tolman Creek Road are also located in the uses, heights of up to 45 feet, including parapet, Pedestrian Places overlay. and residential densities of 15 dwelling units per acre. Detail Site Review Overlay High Density Multiple Family Residential Zone AtN s~ r (R-3) The R-3 zone allows single family and multi- J ! a family developments, heights up to two-and-a-half stories and residential densities of 20 units per JAI I acre. Like the other residential zones, uses such -r' as parks, religious institutions and schools are also accommodated in the R-3 zone. Offices are -o«,dS..R- allowed in the R-3 zone through the Conditional - Use Permit (CUP) process. Pedestrian Places Overlay - Low Density Multiple Family Residential Zone (R-2) ~y The R-2 zone allows single family and multi-family ,I - - developments, heights u to two-and-a-half stories J, and residential densities of 13.5 units per acre. ~ i l h f ~ • I II Pede•tnan Plate• '9 Zoning Current Zoning Issues Current zoning in the Transit Triangle was evaluated to determine if it can produce economical housing and mixed-use developments. The production of such housing is not feasible in any of the zones analyzed, based on existing zoning standards (Table 2). The current code encourages the development of large apartments, townhomes and condominiums at low density, contrary to the realities of developing mixed-use infill housing in a city that has the costs found in Ashland. Table 2: Current Standards for Zones within Transit Triangle h n1+2 i'~ A t$ . ~,u V vs $ fYa.,u ° s x 6 3Y.`" ;~d xt - Currents?Zoning 3x2 `x "R$3 E'~1 C r wf Height 35 ft or 2.5 35 ft or 2.5 45 ft 45 ft stories stories - - - - - - 2 per = 2.8 per !Parking Requirements 1-2 per unit 1-2 per unit 1,000 sq ft 1,000 sq ft (office) (retail) ;Allowed Residential Density 13.5 DU/Acre 20 DU/Acre , 15 DU/Acre 30 DU/Acre - Landscape Area 35% 25% 15% 15% Lot Coverage 65% 75% 85% 85% Source: City of Ashland Land Use Ordinance 10 Streetscape and Transit Improvements Proposed streetscape improvements to Streetscape Improvements Ashland Street & Tolman Creek Road Streetscape improvements within the Transit Triangle, such as traffic calming, safer and shorter crossings, bike , lanes, on-street parking, and street lights and trees, would increase walkability, desirability and safety in the area. B°k~yc"k Varknq fng Increased desirability translates into increased demand C-E-y suy admn wk w~ from a wider demographic cross section, and this w"" gh"~"" r°'rd increased demand leads to higher achievable rents and expanded investment opportunities. ~moms r"._ These improvements are just some of the many urban amenities that increase the value of nearby housing, along with retail, parks, transit, and bike facilities. Streetscape enhancements should be implemented j alongside land use and zoning standard updates to j achieve the feasible rents demonstrated by Fregonese Associates analysis. RVTD Route 10 Transit Improvements The Transit Triangle is served by Rogue Valley Transportation District (RVTD) Route 10. RVTD recently made service enhancements and, as a result, Route 10 now provides 20 minute service from 7am-5pm (Monday- Friday) and 30 minute service for the remainder of the day (5am-7am and 5pm-7pm, Monday - Friday). Route 10 also includes service on Saturdays at hour intervals. y 1 Route 10 provides the highest ridership in the RVTD system (50 percent of all RVTD riders) and the Bi-Mart stop on Tolman Creek Road is one of the most used stops system wide. 3701 The State of Oregon recently passed a $5.3 billion transportation bill, which will, in part, be used to improve transit service and access across the state. RVTD has developed a number of proposals that will dramatically improve transit service in Ashland. The City should be proactive in partnering with RVTD to determine new routes and stops as transit improvements are made. 11 Building Solutions Fregonese Associates created and modeled a An analysis was conducted with three, four and mixed-use building prototype for an existing five story buildings. Tables 3 and 4 illustrate the property at the corner of Park Street and Ashland results for the height experiment as they pertain to Street. This study reveals what a specific project dwelling units per acre and average rents. would look like on a real site. The height increase adds density - up to 35% • Height- The building represents a modern more units per acre. There is no change in three-story building, which would permit up monthly rents between the stepback design to a 42 foot height for a building with three and the standard design. However, research floors. This height is permitted because the indicates that buildings with stepbacks are more first floor in modern mixed-use buildings is expensive and complex to construct because of often very high - 14 to 16 feet. The roof may load bearing issues. This additional cost is not also have a parapet, which allows the roof to reflected in the model. be used for outdoor facilities, such as a deck or even a small pool. The three-story development, with stepback, • Landscaping - 20% landscaping. would be suitable in R-2 and R-3 zones, and the four-story (50 ft. maximum height) development • Unit limit - No unit limit (determined by FAR would be suitable in the C-1 and E-1 zones. rather than unit count) These four-story developments will have a • Parking - One parking space per unit; No stepback only when adjacent to a residential parking required for the on-site retail up to zone. Due to concerns about a cost increase 1,250 square feet. associated with constructing a stepback, • Unit size - The building has 650 to 700 articulation may be used in lieu of a stepback to square foot apartment units and a small reduce building mass. amount of retail on the Ashland Street frontage. Table 3: Dwelling Units per Acre Stories DU/Acre with Stepback DU/Acre without Stepback 3 44.5 48.7 4 51.1 55 5 56.2 60 Table 4: Average Monthly Rents Stories Average Monthly Rent (with and without Stepback) 3 $1,295 4 $1,282 5 $1,270 12 Building Solutions Original Ross Johnson site 1 F' CyG,y4~ r p ~.r~ J`~;`z 19 I c ~ ON Visualization of three-story building with stepback on Ross Johnson site I r~ -ft Nor d .a ~ 13 Implementation Recommended Zoning Changes The following changes would be instituted: Current zoning issues can be addressed through In the R2 and R3 zones: the implementation of an Ashland Transit Triangle 1) Allow 3 story buildings with stepback or Overlay for the area, supplanting and extending articulation the existing Pedestrian Place Overlay. The 2) Reduce landscaping to 20% provision would allow the more economical 3) Limit building intensity by FAR regulation to development styles that were modeled. 1.25, rather than units per acre 4) Allow limited mixed-use The Ashland Transit Triangle Overlay would be 5) Reduce parking for apartments less than intended to direct and encourage development of g00 sq. ft. to 1 space per unit small, walkable nodes that provide concentrations b) Do not require parking in mixed use of gathering places, housing, businesses, and buildings for the first 1,250 square feet of pedestrian amenities, situated and designed in a commercial use way to encourage walking, bicycling, and transit In the C1 and E1 zones: use. 1) Allow 4 story buildings with a stepback or articulation if adjacent to residential zones Example of a three-story building with stepbrack 2) Landscaping remains at 15% - r 3) Limit building intensity by FAR to 1.5 FAR 4) Encourage mixed-use 5) Reduce parking for apartments less than 800 sq. ft. to 1 space per unit b) Do not require parking in mixed use buildings for the first 1 250 square feet of commercial use In addition, require new supplemental design standards to build a more walkable street environment. For details, see the attached draft ordinance. Example of a three-story building with articulation n Articulation vs. Stepbacks While stepbacks are an effective method of reducing building mass, they are often expensive to implement, due to higher construction costs. Articulation is an alternative design approach that also reduces building mass, with the added benefit of being more feasible while accomplishing the same goal. 14 Implementation Providing Affordable Units in the Ashland In addition to the VHDZ, many new affordable Transit Triangle housing tools were made available by the State in the 2016 legislative session. As part of changing the zoning in the Ashland Transit Triangle, the City should adopt a Vertical The tools include: Housing Development Zone (VHDZ) within the 1) Inclusionary units can be 20% of units for area. A VHDZ is designed to encourage the projects of 20 units of more. private sector to build higher-density mixed-use 2) The income standard is 80% AMFI. development in targeted areas of a city, and provides a partial tax exemption on increased 3) The City must provide the developer an property value for qualified projects. We are option to pay a fee-in-lieu of the affordable recommending that Ashland implement a units. VHDZ with a tax exemption only available to 4) The City must offer one of the following developments with at least 20 percent of units financial incentives: affordable at 80 percent median family income. a. Fee waivers* Qualified new development projects within a b. SDC waivers* VHDZ are eligible to receive a 10-year property tax exemption on the value of new construction or c. Finance based incentives rehabilitation for 20 percent per residential floor d. Property tax exemptions for the floors above ground floor commercial, City can offer a series of zoning as permitted by zoning. Total property tax incentives: n abatement of the new construction is limited to no more than 80 percent. a. Density adjustments* The City of Milwaukie recently adopted a b. Expedited service for local permitting VHDZ to incentivize higher density, mixed-use processes development in their core and near transit, to c. Modification of height, floor area or increase the number of residents and businesses other site-specific requirements in the downtown area, and to increase housing affordability and access to affordable housing. city incentives as determined by the The first project eligible for the Vertical Housing cty or county Tax Credit will break ground in Downtown The legislation also allows the City to impose a Milwaukie in March 2018. 1 % construction excise tax to fund affordable housing, which is a tax on the permit value of Other cities that have successfully implemented a new construction. Additionally, some exemptions VHDZ include Oregon City, Forest Grove, Grants can be made, including exemptions for Pass, Roseburg, and Hillsboro. affordable housing development. *City currently provides these incentives 15 Community Outreach Public Involvement Community engagement and input has been an essential part of the Transit Triangle planning process. The public involvement process has included: • Several rounds of stakeholder and developer interviews • Developer roundtables • A Community Open House • Online outreach and surveys (full survey resuts may be found attached to this report) • Four Planning Commission briefings • A City Council work session The community's participation during the planning process helped shape the overarching vision and community values for the Transit Triangle, which ultimately guides the recommended strategies in the Plan. Many posters, including those below, provided information for attendees at the Community Open House. EMP 0 'rFX[Cj1M • TOWC AFFORDABLE 1111 1111 Iz HOUSING 14 d Transit Triangle Overlay is intended to direct and ASHLAND VET SITE development of small, walkable nodes that provide grog zoning in the Ashland Transit Triangle, the 'ons of gathering places, housing, businesses, and r > ities, situated and designed in a way to encourage der the new affordable housing tools the state made aen cling, and transit use. 16 legislative session. r ; tn.c .tea _ ~`,i x. ^i.Vlava: no-„ g- ar=rra~u+.<n~ is can be 20% or ,-f o mtla~.ui if 20 unit, of mor1. 'l „yY,r3.i 3.~ 125. 2Lwndup~9. ansatl: x~mtwa,.,,t.5tra,raato:r,t, 80% _ tm nt. .n,. eca a tkw.ag<mo.a tue ovid the - s. a.avs. wan.w'w ac.am.nu ku w-. eo.: - • - , n m t,w« wr vnn n to pay afee-in- s.eo.a..e-~,. ware mmn.a,..<wamne. le units. ROSS JOHNSON SITE m, nm t,xso:m,.a ka of ~o,.~m.K„I ~s< of the We, ne o<.,,. n.. c ernes: m -alga --y , .F.. 'd ft T'. incentives -.t empt ens ' - - _ 0.'Mara- StJ er a tenet of %ld it ~L:::i enes• -cetor local Me TOLMAN CREEK RD. b ASHLAND ST. SITE heig' fl :o- a . as determined J ty y a all-'s the City to - 4 ction e -se tax sing -d these _ n,i nqk OV 16 I 18.3.12.070 Ashland Transit Triangle Overlay A. Purpose. The Ashland Transit Triangle Overlay is intended to direct and encourage development of small walkable nodes that provide concentrations of gathering places, housing, businesses, and pedestrian amenities situated and designed in a way to encourage walking, bicycling, and transit use. B. Applicability. 1. This section applies to properties designated as Transit Triangle overlay on the Site Design Zones map, as included below: Tim- f2 r a rn i ~U 6 U~ l E ~ l~ Zoning E- M C-1 R-2 0 Proposed TT Oveday R 3 ®Ped Places Overlay 2. Review Procedure. The Ashland Transit Triangle Overlay requirements apply to proposed development located in the Ashland Transit Triangle Overlay that requires a planning application approval, and involves development of new structures or additions other than single-family dwellings and associated accessory structures and uses. The provisions of the Ashland Transit Triangle Overlay supplement those of the applicable base zoning district and other applicable ordinance requirements. 3. Standards for buildings in the Transit Triangle Overlay. All buildings and uses require Basic, Detail Site Review and Large Scale Development Site Design and Use Standards shall be applicable in accordance with Chapter 18.4 except as provided in this section C. Development Standards. The following standards shall apply to development in the Ashland Transit Triangle overlay in addition to all applicable provisions of this ordinance. 1. Building Setbacks. The solar access setback in chapter 18.4.8 Solar Access applies only to those lots abutting a residential zone to the north. 2. Plazas and Landscaping Ratio. Outdoor seating areas, plazas, and other useable paved surfaces may be applied toward meeting the landscaping area requirements in chapter 18.4.4 Landscaping, Lighting, and Screening, but shall not constitute more than 50 percent of the required area. 3. Parking for Residential Dwellings. Residential dwellings in the Ashland Transit Triangle Overlay of less than 800 square feet are required to provide one off street parking space per unit, rather than the parking required in Section 18.96 D. Development Standards in R-2 and R-3 Zones. The following standards apply to development located in the Transit Triangle Overlay and a R-2 or R-3 zone, in addition to all applicable provisions of this ordinance. 1. Special Permitted Uses. In addition to the permitted uses in the underlying residential zone, the following uses and their accessory uses are permitted subject to the requirements of this section. a) Professional, financial. business and medical offices, and personal service establishments. b) Stores, shops. and offices supplying commodities or performing services. c) Restaurants. 2. Parking. No parking is required for the first 1,250 square feet of retail or restaurant use per acre of development site. I 3. Development Standards and Limitations. a) The maximum gross floor area occupied by a special permitted use shall be 60 square feet for every residential dwelling unit developed on the site. b) Special permitted uses shall be allowed in a building or in a group of buildings including a mixture of businesses and housing. At least 50 percent of the total gross floor area of a building, or of where there is more than one building on a site, 50 percent of the total lot area including accessory uses such as parking. landscaping and public space, shall be designated for residential uses. c) The development shall meet the minimum housing density requirements of the underlying zone. d) Mixed-use buildings shall be setback not more than five feet from a public sidewalk unless the area is used for pedestrian activities such as plazas or outside eating areas, or for a required public utility easement. e) Mixed-use developments shall have a minimum Floor Area Ratio (FAR) of .50. Plazas and pedestrian areas shal I count as floor area for the purposes of meeting the minimum FAR. Projects including existing buildings or vacant parcels of a half an acre or greater in size shall achieve the required minimum FAR or provide a shadow plan (see graphic) that demonstrates how development may be intensified over time to meet the required minimum FAR. E. Development density standards in R-2 and R-3 zones 1. For the R-2 and R-3 zones the following standards. a) Maximum height permitted in 42 feet, and no more than 3 stories. b) Attention needs to be given to scale, massing, and facade design so as to reduce the effect of large single building masses. Reduction of building mass can be accomplished through a step back of 10 feet for that portion of the building that is over 25 feet high. c) In lieu of a stepback, articulation, offsets, setbacks, angles or curves of facades may be used. Articulation is required to include at least 25% of building frontage, with at least 10 feet of offset. p. ==~#„".v ,b w.....„3t ,<3,.'. x .m , ...mx _"'a'1s ".59, .t'"az~..$4 #.?'u.. 1,.'.., s;:P•-. - - Height Limit: 42 Step back of 10 feet for n 10' 3 portion over the building 10, over 25 feet high Zo N ~ L v ~o 1 • ,tkr r rerrs yx k R 2athft320ri¢? ~s d) Maximum Floor Area Ratio (FAR) of 1.25 e) Minimum FAR is 1.0 in the Transit Triangle Overlay f) A least 20% of the site is required to be landscaped according to the standards of the Ashland Land Use Ordinance. g) No parking required for the first 1,250 square feet of retail or restaurant (per acre) if in a mixed use building. h) Any residential units developed under this section shall be long term rental units only (greater than 30 day lease). Condominiums and short term rental of units built under this section are not permitted. F. Development Standards in C-1 and E-1 Zones. The following standards apply to development located in the Transit Triangle Overlay and a C-1 or E-1 zone, in addition to all applicable provisions of this ordinance. 1. Parking. No parking is required for the first 1,250 square feet of retail or restaurant use per acre of development site. 2. Development Standards and Limitations. a) Maximum height of 50 feet permitted, and no more than 4 stories b) Attention needs to be given to scale, massing, and facade design so as to reduce the effect of large single building masses. Reduction of building mass can be accomplished through a ground-floor setback of 15 feet, and a step back of 10' for that portion over 25 feet high where it is within 25 feet of a residential zone, or which faces the front yard. c) In lieu of a stepback, articulation, offsets, setbacks, angles or curves of facades may be used. Articulation is required to include at least 25% of building frontage, with at least 10 feet of offset. t: ~e a r. ~ ■ e a.~r ~ ' V at ■ g+r° a ■ # 4}. maw - _ - - - Height Limit: 50' Step back of 10'forthat 4 portion over 25 feet A n high where it is within in 25 feet of a residential v 3 zone, or which 10' o faces the front yard `o 51- 2 in rv - S 1 . ~~r t ' C 1 and £ 1'Zcne Residential 15'setback d) A maximum density of 1.5 FAR is permitted. e) A least 15% of the site is required to be landscaped according to the standards of the Ashland Land Use Ordinance. f) No parking required for the first 1,250 square feet of retail or restaurant (per acre) if in a mixed use building. g) Any residential units developed under this section shall be long term rental units only (greater than 30 day lease). Condominiums and short term rental of units built under this section are not permitted. Report for Ashland Transit Triangle Survey Response Counts Completion Rate: 80% Complete 24 Partial 6 Totals: 30 1 1. HowoIdare you? / 22% 31 to 45 37% 65+ O {a ' a r eLt " z %I mg` " Stir 41% 46 to 65 Value Percent Responses 31 to 45 22.2% 6 46 to 65 40.7% 11 65+ 37.0% 10 Totals: 27 2 2. How long have you lived in Ashland? 12% 1 don't live in Ashland 27% Less than 5 years 4% 5 to 10 years 46% More than 20 years 12% 10 to 20 years Value Percent Responses Less than 5 years 26.9% 7 5 to 10 years 3.8% 1 10 to 20 years 11.5% 3 More than 20 years 46.2% 12 I don't live in Ashland 11.5% 3 Totals: 26 3 3. How close do you live to the Transit Triang le? 24% In the Transit Triangle III 44% More than one mile away 16% Within one or two blocks l 16 /a Within one mile Value Percent Responses In the Transit Triangle ® 24.0% 6 Within one ortwo blocks 16.0% 4 Within one mile 16.0% 4 More than one mile away 44.0% 11 Totals: 25 4 4. What is your connection to the Transit Triangle? 16% Other 16% 1 live in the area 12% 1 work in the area 20% None of the above \ 8% 1 own property or a business in the area 28% Two or more of the above I Value Percent Responses I live in the area 16.0% 4 Iwo rk in the area 12.0% 3 town property or a business in the area ® 8.0% 2 Two ormore of the above 28.0% 7 None of the above ® 20.0% 5 Other 16.0% 4 Totals: 25 5 Other Count Is it on the Housing and Human Service Commission and am interested in policy and 1 planning issues that affect those living in Ashland. Local Architect 1 Planning Consultant; family lives adjacent to transit triangle 1 Totals 3 i 6 5. How do you use the Transit TriangIe area? 8% Other 13% I travel through on my way 4% None of the above / to her places W 13% I travel through, and x~ occasionally visit area businesses 63% 1 regularly visit the area to visit businesses Value Percent Responses Itravelthrough on my way to other places 12.5% 3 Itravelthrough, and occasionally visit area businesses ® 12.5% 3 I regularly visit the area to visit businesses 62.5% 15 None of the above ' 4.2% 1 Other 8.3% 2 Totals: 24 7 Other Count University Staff 1 own undeveloped property in triangle 1 Totals 2 8 6. How often do you use RVTD Route 10? 4% Very often 9% Sometimes 9% Rarely 78% Never Value Percent Responses Very often 4.3% 1 Sometimes E 8.7% 2 Rarely 8.7% 2 Never 78.3% 18 Totals: 23 9 7.T he Transit Triangle is a good place for more businesses and other destinations 17% Strongly disagree 4% Somewhat disagree 58% Strongly agree 21% Somewhat agree Value Percent Responses Strongly agree 58.3% 14 Somewhat agree 20.8% 5 Somewhat disagree 4.2% 1 Strongly disagree 16.7% 4 Totals: 24 10 8. Should we invest in sidewalks, bike routes, and more crossings to improve safety in the Transit Triangle? 4% 1 don't know 17% No investment needed 52% Yes,as a high priority 26% Yes,as a low priority Value Percent Responses Yes,as a high priority 52.2% 12 Yes,as a low priority 26.1% 6 No investment needed 17.4% 4 1 don't know 4.3% 1 Totals: 23 11 9.T he Transit Triangle is a good place for more housing 13% Strongly disagree 4% Neutral F, 21% Somewhat agree 63% Strongly agree Value Percent Responses Strongly agree 62.5% 15 Somewhat agree 20.8% 5 Neutral ® 4.2% 1 Strongly disagree ® 12.5% 3 Totals: 24 12 I 10. It is important to provide affordable housing in the Transit Triangle 17% Strongly disagree 4% Somewhat disagree 42% Strongly agree 8% Neutral i 29% Somewhat agree Value Percent Responses Stro ngly agree 41.7% 10 Somewhat agree 29.2% 7 Neutral 8.3% 2 Somewhat disagree 4.2% 1 Strongly disagree - - 16.7% 4 Totals: 24 13 11. Are you in favor of 3-4 story, mixed-use development in the Transit Triangle? 17% Strongly disagree 8% Somewhat disagree 4% Neutral 4% Somewhat agree 67% Strongly agree Value Percent Responses Strongly agree 66.7% 16 Somewhat agree 4.2% 1 Neutral 4.2% 1 Somewhat disagree 8.3% 2 Strongly disagree 16.7% 4 Totals: 24 14 12. If you could do just one thing for the Transit Triangle, what would be your top priority? 4% Attract new businesses 17% Nothing, it's fine the way it is 4 13% Other 54% Attract new housing 13% Improve streets and sidewalks Value Percent Responses Attract new businesses 4.2% 1 Attract new housing i 54.2% 13 Improve streets and sidewalks 12.5% 3 Other 12.5% 3 Nothing, it's fine the way it is 16.7% 4 Totals: 24 i 15 Other Count Attract new businesses and housing 1 Improve infrastructure including streets, sidewalks and utilities with City financing so 1 developers can focus on site development. Mixed Use, housing over Commercial 1 Totals 3 i 16 I 13. Which image do you like BEST? 14% None of these / 27% Three story building with stepback 32% Four story building without stepback 27% Four story building with stepback Value Percent Responses Threes to rybuilding with step back v 27.3% 6 Fours to ry building with stepback 27.3% 6 Fourstory building withoutstepback 31.8% 7 i None of these 13.6% 3 Totals: 22 17 14. Which image do you like BEST? 9% None of these 35% Three story building with stepback 30% Four story building with stepback` ` 26% Three story building without stepback Value Percent Responses Three story building with stepback 34.8% 8 Three story building without stepback 26.1% 6 Four story building with stepback ® 30.4% 7 None of these 8.7% 2 Totals: 23 18 Council Business Meeting January 161 1 • Title: Capital Improvements Plan Update From: Paula C. Brown, PE Public Works Director pauIa.brown(cD_ashland. or.us Summary: As a part of the 2017-19 Biennium Budget, Council approved the projects in the attached Capital Improvements Plan (CIP). This item is brought to council to provide the current status of year one (FYI 8) projects. Actions, Options, or Potential Motions: This item is intended to be an update only no motions required. Staff Recommendation: Staff recommends this item be a bi-annual update on the Council agenda. Resource Requirements: Each project has been approved and has a funding mechanism in place. Details of costs are shown on the attached CIP spreadsheet that was included in the budget. At this time, there are no cost changes that have not already been brought to council for approval. Policies, Plans and Goals Supported: City Council: 21. be proactive in using best practices in infrastructure management and modernization Department Goals: • 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 projects included in the Public Work's CIP are found in each division's budget. Most of the projects are a result of individual master plans that help inform the state and status of the City's infrastructure. Of the $106 million public works budget over the 2017-19 biennium, approximately 38% or $40.5 million is set aside for capital projects. The City distinguishes capital projects from general maintenance items. Capital projects and are typically for new construction, expansion, major renovations, replacements, or projects that substantially increase Page Iof5 CITY OF -ASHLAND the life of an asset. There are 28 listed CIP projects for year one - FYI 8. The approved 2017-19 CIP summary is shown in attachment 1. Many of these projects are multi-year and some have multiple funding sources. Details are found in the budget document. To help make this informational item easier to follow, the project listing follows the CIP summary, not the order of the budget document. Page numbers of the specific division and where these projects may be found in the budget document are listed in the text narrative. Also included at the end of this staff report is a one-page summary of project status. Roadway Projects: ■ Railroad Crossing Improvements: Hersey and Laurel [p. 2-63] (back on schedule) - This project has been in the works for many years and is dependent upon the railroad for funding. - Design (OBEC) is in final review. Construction could begin as early as summer. ■ Independent Way - Washington Street to Tolman Creek Road [p. 2-63] (on schedule) - Design (Thornton) of this new street is nearly complete awaiting comment from other regulatory agencies. - Staff has submitted a request to the Rogue Valley Metropolitan Planning Organization to utilize funds previously approved for the Nevada Street Bridge. - It is anticipated that construction could start late summer or early fall. - Costs expended are for right of way purchases and design. ■ N. Main Refuge Island [p. 2-65] (on schedule) - Council was apprised of the status and details of this project in November 2017 as part of the "Road Diet" update. - Design is largely complete and staff is working with ODOT on approvals. - Construction could begin as early as late spring. ■ Overlay/Partial Rebuild N. Mountain Avenue from Hersey to 1-5 [p. 2-67] (on schedule) - This project was identified and preliminary design completed several years ago. - With the new ADA requirements, staff is assessing compliance concerns and will add ADA accessibility to the design. - For cost efficiency, staff intends to package the overlay projects together into one construction project later this summer. ■ Overlay Wightman from Quincy to Siskiyou [p. 2-67] (back on schedule) - This project was identified and preliminary design completed several years ago. - With the new ADA requirements, staff is assessing compliance concerns and will add ADA accessibility to the design. - For cost efficiency, staff intends to package the overlay projects together into one construction project later this summer. ■ Repave/Rebuild Hersey Street from N Main to N Mountain [p. 2-68] (on schedule) - This project is a full rebuild and will address underground water issues. - Design will be awarded to OBEC in February 2018. - ADA requirements will be addressed. - Construction is planned for FYI 9. ■ Hersey Street Sideways (CMAQ) from N Main to Oak [p. 2-69] (complete) - This project was partially funded through ODOT's CMAQ program. Page 2of5 CITY OF ASHLAND Total cost was $880,481 (design, right of way and construction with the City paying $421,408. ■ Downtown ADA Ramp Replacement [p. 2-69] (on schedule) - ODOT provided a grant to replace handicap ramps within the downtown corridor. - The first phase of the project addresses ramps along the Lithia Way at 3rd Street. - Design (CEC) is at ODOT for review. Costs to date $7,917.50. ■ N Main Street RRFB - Nursery and Van Ness [p. 2-70] (on schedule) - Council was apprised of the status and details of this project in November 2017 as part of the "Road Diet" update. - Design (Parducci) is progressing and staff is working with ODOT on approvals. ~ - Construction could begin as early as summer. Airport: ■ Pavement Maintenance Program [p. 2-73] (complete) - Oregon Department of Aviation manages a pavement inspection and maintenance program for all Airports within the State. - As a result of this assessment, the City received a grant for various pavement maintenance including, crack sealing, asphalt patching and slurry seal. - Total cost $200,051.58; fully reimbursed through ODA. Water: ■ TID Canal Piping [p. 2-75] (on schedule) - This project addresses bacteria and water quality for the use of TID raw water as well as improves water conservation. Financing is through a DEQ CWSRF loan. - Total cost over the biennium is projected at $1.5M. - Design is scheduled to begin at the end of January 2018 (Adkins Engineering). ■ TID Terrace Street Pump Station [p. 2-75] (on schedule - costs increased for full replacement) This h the Park Estates Pump Station is financed by the Oregon along project, g with Infrastructure Finance Authority (IFA) loan. Total cost over biennium is $1.1 M. - Design is complete and construction is out for bids (due back in February). - Anticipate construction to start in March with a 10 month completion period. ■ Reeder Reservoir Access Road Improvements [p. 2-76] (being scheduled) - This project improves access to the plant and is contingent upon the outcome of the cost comparisons and ultimate plant location. ■ East and West Fork Transmission Line Rehabilitation [p. 2-76] (being scheduled) - Year one includes costs of design and permitting to replace or slipline the piping ■ 2.5 MGD Water Treatment Plan [p. 2-79] (schedule in revision) - This project was budgeted for $14.9 M over the biennium - Project is delayed awaiting cost comparison between enhancing the existing plant or building a new plant (see Council discussion November 6, 2017) ■ 2.6 MG Reservoir and Clearwell/Crowson II [p. 2-79] (schedule in revision) - This project was budgeted for $8.4 M over the biennium - Project is delayed awaiting the water master plan and needs assessment ■ Permanganate Feed Facility Study and Improvements [p. 2-80] - This project will help to reduce taste and odor concerns with the use of TID water and has been incorporated into the Terrace Street Pump Station project. Page 3 of 5 CITY OF -ASHLAND Funding has likewise shifted to the Terrace Street Pump Station project. ■ Park Estates Pump Station [p. 2-84] (on schedule - costs increased for full replacement) - This project, along with the Terrace Street Pump Station, is financed by the Oregon IFA. Total cost over biennium is $1.9 M. - Design is complete and the construction is out for bids. - Anticipate construction to start in March with a 10 month completion period. ■ Granite Reservoir Valving [p. 2-90] (on schedule) - This project is being validated with the current water master plan update and insures adequate pumping of TAP water from Granite Reservoir to Crowson. - It will be completed late this summer based on the Master Plan and TAP needs. ■ Mainline Replacement - Siskiyou Blvd Crowson to I-5 exit 11 [p. 2-851 (on schedule) - This project replaces and upsizes an existing 2" line. - Staff will design this in-house and bid the project this summer for construction. ■ Mainline Replacement - Oak Street Nevada to Bear Creek Bridge [p. 2-851 (on schedule) - This project replaces and upsizes an existing 2" line. - Staff will design this in-house and bid the project this summer for construction. Wastewater: ■ WWTP Outfall Relocation and fish screen [p. 2-95] (on schedule) - This project includes the outfall relocation study and the cost of design. - The project will enable thermal improvements in Ashland Creek. - Design was awarded to CH2M Hill and preliminary design and permitting sis scheduled for completion in December 2018. - Final Design and construction will be phased with approval by the Department of Environmental Quality with the new outfall discharge permit. ■ WWTP Temperature Credits through Trading/Shading [p. 2-95] (on schedule) - Staff submitted the Draft Temperature Trading Plan to DEQ in August and received comments back at the end of December. - Anticipate the true start of this project in the Spring 2018. ■ WWTP New Oxidation Ditch [p. 2-96] (on schedule) ■ Collection Line Upsizing - Trunkline along Bear Creek [p. 2-9] (reviewing schedule) - Staff will look at two things prior to beginning the design of this project; 1) infiltration and inflow at the surge points and 2) true capacity needs and constraints in the existing lines • Grandview Pump Station Replacement [p. 2-98] (on schedule) - Design is complete and the construction portion of project will be awarded to Ledford Construction in January 2018 (construction bid costs $322,000). ■ Collection Line Replacement - A Street [p. 2-98] (on schedule) - This project is scheduled for design in FYI 8 and construction he following year. - Staff is assessing utility needs in A Street and may be able to design in house. Facilities: ■ City Facilities [p. 2-59] - The budget includes $177,500 a year to source facilities upgrades and maintenance, major repairs, not included in regular maintenance; such as minor roof repairs, building repainting and HVAC system. - Funding for the facility studies and conceptual designs are a separate line item. Page 4 of 5 CITY OF -ASH LAN D Attachments: 1. 2017-19 CIP summary Additional Links: 2017-19 Biennium Budget; PW begins on page 2-57 Page 5of5 CITY OF -ASHLAND FY18 CAPITAL IMPROVEMENT PROJECTS ACTUAL Z E, Z PROPOSED 2017-18 w w O O z PROJECT NAME 2017-18 rior yr) ca A v ° v Comments nents; Hersey & Laurel $ 450,000 $ 27.476 X Final review plans at ODOT Eton St to Tolman Creek Rd $ 1,590,000 $ 474,089 X Thornton at 70% design; seeking ODOT contt funding ($466,000 FY17) $ 80,000 $ - X Road Diet - ODOT to review design (Parducci) Subtotal Roadway S 2,120,000 $ 501,565 1 S per PMS (Goal of$350000/ r Mountain Avenue - Hersey to I-5 $ 840,000 $ 17,863 X Change Order to En g. Design to incorporate ADA ($17863 FY17) - Quincy to Siskiyou $ 225,000 $ - X Change Order to En g. Design to incorporate ADA reet - N. Main to N. Mountain $ 1,000,000 $ 340 X Design award (OBEC) January 2018 Subtotal Street Improvements/Overlays $ 2,065,000 S 18,203 et to Oak Street CMAQ $ 250,000 $ 50,268 X X X X Final Puchlist work underway (total project $880,481 City share $421,407) laeement $ 88,950 S 7,918 X Design conmplete (CEC) awaiting ODOT approval lation - Nurse Street & Van Ness Avenue $ 75,000 $ - X Seeking ODOT design (Parducei) approvals Subtotal Sidewalk/Pedestrian $ 413,950 S 58,185 TRANSPORTATION TOTAL 4,598,950 577,953 0 Terrace Street $ 788,000 $ - X DEQ loan of $1.3M; likely not enough funding. Adkins to start design Jan 2018) >n Improvements $ 650.000 $ 196.694 X X Construction re-bid back Feb 2018. New project loan amount. lad TMDL Compliance $ 116,000 $ - Contingent on WTP location ;sion Line Rehabilitation $ 154,500 $ - Design to start 2018 spring/summer Subtotal Water Supply S 1,708,500 S 196,694 Plant $ 1,194,000 $ 672,142 X Membrane pilot study complete; ending comparison analysis ($386,870 FY17) veil "Crowson II") $ 891,000 $ Combined with WTP project, pending comparison analysis (RH2/B&V) Study & Implementation $ 316,000 $ - X X Project combined with Terrace St. um station improvements Subtotal Treatment & Storage $ 2,401,000 S 672,142 Loo Road Reservoir Alternatives $ 637,000 $ 121,726 X X Construction re-bid due back in Feb 2018. Combined with Terrace St PS $ 12700 $ - Corrdinate with Water Master Plan (R112) conclusions and TAP needs Subtotal Water Distribution $ 764,000 S 121,726 on Road south towards I-5 Exit 11 $ 175,000 $ 21,208 X X ($21,208 FY17 design costs) - Creek Bride $ 273,200 $ in-house design to FH-16AD-038 $ 72,333 NA NA X X Project completed early by internal forces ($120,000 was budgeted 2018-19) Subtotal Water Mainline Projects S 448,200 S 93,541 WATER TOTAL II 1,084,103 it reen $ 330,000 $ 223.687 X (rior $223K FY17) costs not reflective for FY18 6 'ears of O&M $ 631,000 $ 33,010 responding to DEQ comments and should start early 2018!! $ 2,510,000 $ 51,755 planning to release RFP inspring 2018 Subtotal Treatment Plant S 3,471,000 S 308,452 ~m 18" & 24" Parallel Trunkline along Bear Creek $ 711000 $ - Assessing I&I and true capacity needs e laeement $ 375,000 $ 48,497 X X X Construction to start in January 2018 ($48,175 FY17) ent; 15" Main - A Street $ 150,000 $ - Combined with A St. waterline/roadway project ($15,710 FY17) Subtotal Collection System S 1,237,000 S 48,497 TOTAL WASTEWATER 4,708,000 356,949 ram $ 20,000 $U X X X X Project Complete (ODA Grant Funded -total $200,051.58) AIRPORT TOTAL 20,000 ties L lt)Wae L inp,),2ai i,rOleci iUi y ,4114 J - - Yi,{U-{ Subtotal Roadway $ 2,120,000 $ 6,937,804 $ 9,057,804 $ 1,784,970 $ 3,255,642 $ 1,000,000 $ 3,017,192 Street Im rovements/Overiavs ter Pavement Management Svstem Yr 1 Yr 2 Project Totals Street SDC Grants Other fees & rates Overly ,'Partial Rebuild - N Mountain Ave - Hersey to 1-5 $ 840,000 $ S 840,000 S S $ $ 840,000 Overly - Wi rtnran Street - Quincy to Siski ou $ 225,000 $ S 225,000 S S $ $ 225,000 Re lave/Rebuild - Hersey St - N Main to N Mountain $ 1,000,000 $ 3,000,000 $ 4,000,000 $ $ $ $ 4,000,000 Overla%Partial Ref wild - N Mountain Ave - E Main to R R "I racks $ - S 200,000 $ 200,000 $ $ $ $ 200,000 Subtotal Street Im rovements/Oveda s $ 2 065,000 $ 3,200,000 S 5,265,000 $ $ S $ 5,265,000 Sidewalk/Pedestrian Yr I Yr 2 Project Totals Street SDC Grants Other fees & rates Hersey Street - N Main Street to Oak Street (CMAQ) $ 250,000 $ - $ 250,000 $ 62,500 $ - $ 187,500 Downtown ADA Ram Replacement $ 88,950 $ $ 88,950 $ - S 88,950 $ N Main Street RRFB Installation - Nursery Street & Van Ness Avenue $ 75,000 $ $ 75,000 $ $ $ $ 75,000 Mountain Ave RRFB Installation - Fair Oaks Avenue $ - $ 40,000 $ 40,000 S $ $ $ 40,000 A Street - Oak Street to 100' west of 6th Street $ $ 155,000 $ 155,000 S 8,750 S S S 116 16,250 Subtotal Sidewalk/Pedestrian $ 413,950 $ 195,000 S 608,950 $ 101,250 S 88,950 $ $ 418,750 Bievcle Project Totals Storm SDC Grants Other fees & rates Downtown SUIM Sharrows S - S 100,000 S 100,000 S - S - S - S 100,000 Subtotal Bicycle S - $ 100,000 S 100,000 S S - S - $ 100,000 TRANSPORTATION 1 10,432,804 S 15,031,754 S I III 8,800,942 Airport Yr I Yr 2 Project Totals Grants Other fees & rates Pavement Maintenance Progatn S 20,000 $ $ 20,000 S 20,000 $ $ Entitlement Grant - Airport Im rovements - Taxiway Rehabilitation (Environmenta $ $ 222,000 $ 222,000 $ 222,000 $ $ AIRPORT 'S 20,000 S 222,000 S III Water Supply Yr 1 Yr 2 Project Totals Water SDC Grants Other fees & rates TID Canal Piping : Starlite to Terrace Street $ 788,000 $ 664,000 $ 1,452,000 $ 1,452,000 $ $ $ TID Terrace St Pump Station Improvements $ 650,000 $ $ 650,000 $ $ $ $ 650,000 Reeder Reservoir Access Road TMDL Compliance $ 116,000 $ $ 116,000 S 87,000 $ $ $ 29,000 East & West Fork Transmission Line Rehabilitation S 154,500 $ 154,500 $ 309,000 5 $ S $ 309,000 Ashland Creek West Fork Bridge Construction $ $ 129,000 $ 129,000 S 96,750 $ $ S 32,250 Sediment TMDL in Reeder Reservoir $ $ 120,000 $ 120,000 $ 90,000 $ $ $ 30,000 Subtotal Water Supply $ 1,708,500 $ 1,067,500 $ 2,776,000 $ 1,725,750 $ $ $ 1,050,250 Water Treatment & Storage l'r 1 Yr 2 Project Totals Water SDC Grants Other fees & rates 2.5 MGD Water Treatment Plant $ 1,194,000 $ 13,731,000 $ 14,925,000 $ 1,492,500 $ $ $ 13,432,500 2.6-MG Reservoir & Clearwell("Crowson I1") $ 891,000 $ 7,490,000 $ 8,381,000 $ 838,100 $ $ S 7,542,900 Pernran >anate Feed Facility Study & Implementation $ 316,000 $ 316,000 $ - $ S $ 316,000 Subtotal Treatment & Storage $ 2,401,000 $ 21,221,000 S 23,622,000 $ 2,330,600 $ $ $ 21,291,400 Water Distribution Yr 1 Yr 2 Project Totals Water SDC Grants Other fees & rates Park Estates Pump Station/Loop Road Reservoir Alternatives S 637,000 $ 1,967,000 $ 2,604,000 S $ - S S 2,604,000 Granite Reservoir Valving S 127,000 $ - $ 127,000 $ $ $ $ 127,000 Radio Read Meter Program $ - $ 126,000 $ 126,000 $ $ $ $ 126,000 Subtotal Water Distribution $ 764,000 $ 2,093,000 $ 2,857,000 $ $ $ $ 2,857,000 Water Mainline Pro'ects Yr 1 Yr 2 Project Totals Water SDC Grants Other fees & rates Siskiyou Boulevard - Crowson Road South towards 1-5 Exit 11 $ 175,000 S - $ 175,000 S S $ $ 175,000 Oak Street - Nevada to Bear Creek Bridge $ 273,200 $ - $ 273,200 S $ $ $ 273,200 Grandview Drive - Skycrest Dr to Ditch Rd $ - $ 131,250 $ 131,250 S $ $ $ 131,250 Ivy Lane - Morton Street to west end of Ivy Lane $ $ 357,000 $ 357,000 S $ $ $ 357,000 Iv Lane - South Mountain to FH-16AD-038 $ $ 103,000 $ 103,000 S $ $ $ 103,000 A Street - 1st St to 6th St $ $ 155,000 $ 155,000 S $ $ $ 155,000 Parker Street - Walker Ave to Lithia Way $ $ 25,000 $ 25,000 S S $ $ 25,000 Harmony Lane - Siskivou Blvd to Lithia Way $ $ 12,300 $ 12,300 $ $ $ $ 12,300 Lit Wav - Joy Mcnue to Ray Lane $ ±-IS 6?00 $ 6,200 S $ 6,200 Rav Lane - Lithia Way to Joy Ave $ 6200 $ 6,200 $ S S $ 6,200 Subtotal Mainline Projects $ 448,200 S 795,950 S 1,244,150 $ S $ $ 1,244,150 WATER S I S 25, 177,450 S 30,499,150 :I 1-14 Wastewater Collection System Yr 1 Yr2 Project Totals Sewer SDC Grants Other fees & rates Wastewater Line Upsizing - 18" & 24" Parallel Tnmkline along Bear Creek $ 712,000 $ 712,000 $ 1.424,000 S 996,800 $ $ $ 427,200 Wastewater Line Replacement; 15" Main - Mountain Avenue $ - $ 141,000 $ 141,000 S 35,250 $ $ $ 105,750 Grandview Pump Station Replacement $ 375.000 S - $ 375,000 S - S S $ 375.000 Wastewater Line Replacement, 15" Main - A Street $ 150,000 $ 450,000 $ 600,000 S 60.000 S $ S 540,000 Subtotal Collection System $ 1,237,000 $ 1,303,000 $ 2,540,000 $ 1,092,050 $ $ $ 1,447,950 WASTEWATER S 4,708,000 S I III I I Storm Drain Yr 1 Yr 2 Project Totals Storm SDC Grants Other fees & rates ADMINISTRATION - Ci Facilities Yr 1 Yr 2 Project Totals Grants Other fees & rates City Facility Upgades & Maintenance $ 177,500 $ 177,500 $ 355,000 $ $ $ 355,000 I II 355,000 ELECTRIC DEPARTMENT Yr 1 Yr 2 Project Totals Grants Other fees & rates Install New Services & Infrastructure: Cost include new transformers, switch cabinets, poles and conductors to service new development $ 300,000 $ 300,000 $ 600,000 $ 600,000 Electric Utility Upgades: Cost for repairs and replacement of aging infrastructure identified during routine inspections $ 100,000 $ 100,000 $ 200,000 $ 200,000 SCADA Improvements, Routine Maintenance, Liscensing and Upgades $ 7,000 $ 32,000 $ 39,000 $ 39,000 MAS Desigt Review and Purchase Study: feasibi ty for City ownership, valuation of substation, and ROI $55,000 $ 55,000 $55,000 New Distrbution Buss at Ashland Substation $ $ - $ - $ - Purchase of Maintain Ave Substation $ $ - $ - $ Mountain Ave and Ashland Substation laterite Engineering Study and Benefit Anal sis $ $75,000 $ 75,000 $ 75,000 969,000 TELECOMMUNICATIONS & INFO TECH Yr 1 Yr2 Project Totals Grants Other fees & rates Expand Fiber Plant from 16 to 24 Node Groups $ 50,000 $ 50,000 $ 100,000 $ 100,000 Fiber and Cable Plant Maintenance $ 5,000 $ 5,000 $ 10,000 $ 10,000 Fiber and Cable Plant Installation $ 20,000 S 20,000 $ 40,000 $ 40,000 Data Center Server Capacity Growth (Vitt ialization) $ 22,500 $ 20,000 $ 42,500 $ 42,500 II PARKS & RECREATION Yr I Yr 2 Project Totals Parks SDC Grants F&B Bonds Repair Perozzi Fountain $ - $ 70,000 $ 70,000 $ 70,000 Daniel Mever Pool - Rebuild and Cover $ 3,250,000 $ - $ 3,250,000 $ 3,250,000 North Mountain Park Nature Plav Area $ 15,000 $ 150,000 $ 165,000 $ 150,000 $ 15,000 Calle Guanajuato Improvements (Bond Repayment) $ 40,000 $ 40,000 $ 80,000 $ 80,000 Ashland Creek Park Development Phase 11 construction $ - $ 35,000 $ 35,000 $ 35,000 Garfield Park Water Play Replacement (Bond Repayment) $ 100,000 $ 100,000 $ 200,000 $ 200,000 Resurface/Reclaim Tennis and Pickleball Courts $ 27,500 $ 27,500 $ 55,000 $ 55,000 Lithia Park Master Plan $ 230,000 $ - $ 230,000 $ 230,000 Winburn Way Sidewalk $ 25,000 $ $ 25,000 $ 25,000 Second Dog Park Construction $ 265,000 $ $ 265,000 $ 265,000 YMCA Park Replacement $ 750,000 $ $ 750,000 $ 750,000 Master Plan for Park Shop/yard areas; Dog parks; Skateboard Park $ - $ 75,000 $ 75,000 $ 75,000 Oak Knoll Improvements (Irrigation) $ 35,000 $ 35,000 $ 70,000 $ 70,000 Trails and Open Space Comp Plan Update $ 30,000 $ - $ 30,000 $ 30,000 Restoration of Beach Creek below Pedestrian Bridge $ 75,000 $ - $ 75,000 $ 75,000 Land Acquisition $ 915,000 $ 900,000 $ 1,815,000 S 375,000 $ 1,275,000 $ 165,000 $ Project Manager $ 60,000 $ 60,000 $ 120,000 $ 120,000 $ - 7,310,000 TOTAL BN 2017-19 CIP $ 21,203,150 $ 42,900,254 $ 64,103,404 $ 9,680,120 $ 5,761,592 S 2,552,500 $ 46,109,192 1-15 Council Business Meeting January • 2018 Title: Annual Appointment to the Citizens' Budget Committee From: Melissa Huhtala City Recorder Melissa. huhtala@ashland.or. us Summary: Annual appointment of two positions on the Citizen Budget Committee with 4-year terms ending December 31, 2022. Actions, Options, or Potential Motions: I move to appoint/re-appoint and to the Citizens' Budget Committee with term ending December 31St, 2022. Staff Recommendation: None. Resource Requirements: N/A Policies, Plans and Goals Supported: N/A Background and Additional Information: Notice of these vacancies were published in the local newspaper and placed on the City website. Budget Committee members Mary Cody and Saladin Amery terms expire on December 31, 2017. Both have submitted applications for re-appointment. New applications were received from Jim Bachman, Shane Hunter, and Pamela Lucas. Attachments: Application of Mary Cody Application of Saladin Amery Application of Jim Bachman Application of Shane Hunter Application of Pamela Lucas Page I of 1 C I T Y OF -ASHLAND MARY CODY 1251 MUNSON DRIVE ASHLAND OR 20 975 City of Ashland City Recorder Melissa Huhtala November 8, 2017 Please accept my application for reappointment to the Citizen's Budget Committee. I believe the attached application describes my qualifications and experience for the position. Additionally, I have served as the Citizen's Budget Committee liaison to the Municipal Audit Committee and to the steering committee for the Performance Audit of the Ashland Parks and Recreation Commission. I believe I have made a positive contribution to both the 2015-17 and the 20-17--19 budget process while serving on the Citizen's Budget Committee. I I look forward to serving another four year term on the Citizen's Budget Committee. k E Respectfully, =f0y ~ r k 3 CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalaAashland.orms. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional . sheets if necessary. Name: Mary Cody Requesting to serve on: Citizen's Budget Committee (reappointment) Address. 1251 Munson Drive, Ashland, OR 97520 Occupation: Retired Phone: Home 541-488-6968 Mobile 916-729-2004 Email: marrcody@gmail.com 1. Education Background What schools have you attended? California State University, Sacramento What degrees do you hold? Bachelor of Science in Business Administration with an emphasis in Accounting What additional training or education have you had that would apply to this position? Certified Public Accountant in California, Retired 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? I have over 25 year experience as an Internal Auditor for the State of California. As an Internal Auditor I conducted, audits, studies, and reviews on programs and processes to ensure compliance and accuracy. I also conducted Performance Audits of programs to ensure efficiency and effectiveness: I worked as an accountant in a private accounting firm where I compiled financial statements and prepared quarterly reports. I volunteered as Treasurer/Accountant for Sacramento Chapter of Habitat for Humanity where I developed and maintained budgets to facilitate in building multiple homes. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes, training is desirable to learn about new requirements and to reacquaint oneself to policies and procedures. As a current budget committee member, I have attended several training sessions conducted by the Oregon State Department of Revenue. ~r, 3: Interests Why are you applying for this position? I am applying to be reappointed to the Citizen's Budget Committee, having served a term. I believe I possess professional experience to offer as a budget committee member. As a current Budget Committee member I served as Budget Committee liaison to the Municipal Audit Committee and served on steering committee for the Performance Audit of Ashland Parks and Recreation Commission. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes, I am available to attend special meetings, day or evening. 5. Additional Information How long have you lived in this community? We have lived in Ashland for seven years. Please use the space below to summarize any additional qualifications you have for this position Awarded both the Superior Accomplishment and Sustained Accomplishment Awards from the State of California for outstanding job performance. I I l"l Date S U C1 T Y OF ASHLAND APPLICATION FOI2 APPOINTMENT ,r0 CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email d,ri+icb!r>ashland.nr.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Saladin Amery Citizen Budget Committee Commission/Committee Requesting to serve on: ~ 1 Address 419 Waterline Road Ashland OR 97520 Occupation CFO Regnum Holdings Singapore Phone: Home 997,0-27,4_-6_937 Work Email samerv26@amalLtvom Fax 1. Education Background Ithaca College NY What schools have you attended? _ What degrees do you hold'? BA English Literature _ Minor in Psychology What additional training or education have you had that would apply to this position? I worked in finance for over 20 years in various managerial capacities building trading, sales and structureing platforms that required producing and managing business plans and budget allocations _ 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? I have held the position of President of Bank of America Securities Japan, along with Managing Director positions responsible for a multitude of people and business lines that had to deliver a return on investment each ear.L("hete positions requred that I not only produce sound business plans, but also the ability to understand and dec her the budgets necessar to accom fish thern, in delivaririg, to the bottom line. Do you feel it would be advantageous for you to h ,tic fua,11 r t1 aiuang ill tm- h6j such, its attending conferences or seminars? Why? Yeti of the tr ainiFtts niakes sell t?. +r'tl t~ty schcal.ale, ;,_.,rruts t~ it 1 v'f)ul{`t la la 54 Y h:~ WIN ~f i i i 3. Interests Why are you applying for this position? I feel I have the necessary skill set and the time to allow me to make myself avai able to the committee. can imagine e responcibTty a e comma ee bears and wish to be a part of that process and contribute to the community that I Tiave i-iosen o ive in an ra se my c dren. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? _ Yes I can be available, evening meetings would likely be best 5. Additional Information How long have you lived in this community? I moved to Ashland in November 2014 Please use the space below to summarize any additional qualifications you have for this position hold financial licenses as per the following US Series License 3, UK Financial License FSA (Equivalent to the US Series 7), JSDA Financial ncial TMAFina - License for Japan, HKMA License 1 for Hong Kong and the S License for Singapore and Australasia. I have lived, worked and traveled in multiple contries across the world and I believe along with my work experience, I would be a strong addition to the committee A w 4 r .+y t. i~ ~ I r. ' Nov 30th, 2017 ~a= Wk's CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christebOashland.or.uschristeb(iDashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name: Jim Bachman Requesting to serve on: Citizen's Budget Committee Address: 943 B St. Ashland. OR Occupation: Retired 0 Phone: 619-301-113 Email: ibachmanl267(a^gmail.com 1. Education Background What schools have you attended? UCLA, San Diego State University, National Univ What degrees do you hold? Psychology B.AJUCLA What additional training or education have you had that would apply to this position? Accounting and finance coursework in SDSU MBA program: Educational Administration coursework at National Univets4: Public School Business course with Assoc of California School Administrators Academy 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Fifteen years working in corporate accounting and finance including Business Planning and Analysis with a $5130M Ca ei illar Tractor Co subsidiary: Corporate Controller for small public company: Business & Personnel Office of a public school distric Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Yes. I have taken an MBA course in government accounting and have worked with public school budgets, but would enioy training in Oregon municipal accounting and finance kFEW, 3. Interests Why are you applying for this position? While serving with the Valley Center-Pauma USD leadership team in San Diego County I developed an interest in public governance Retiring and moving to Ashland three years ago, it was always my intention to become involved with local government It's seems to me that marrying that interest with my background in accounting and finance is a natural 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I am generally available anytime for this particular committee work i.e., it would be a priority for me above my other volunteer work I prefer day meetings but am available for evening sessions 5. Additional Liformation How long have you lived in this community: Three years. Graduated from Yreka HS in 1971• learned to ski on Mt Ashland in 1969• have attended OSF on and off since the Bowmer opened: have friends in Ashland which led to retiring here Please use the space below to summarize any additional qualifications you have for this position: I have broad experience in both corporate and _public school mansgement communicate well and have a particular knack for assimilating complex issues (such as the Ashland City Budget) and then explaining them in lay terms. I was a teacher! November 27, 2017 Date Signature EWA I j i I i t i i CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtala a ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Shane Hunter Requesting to serve on: Citizen Budget Committee (Commission/Committee) Address 335 Kent St Occupation Senior Financial Analyst Phone: Home (808) 756-8983 Work (541) 552-8536 Email huntersosou.edu Fax 1. Education Background What schools have you attended? Southern Oregon University What degrees do you hold? MBA and BS in Business Administration, both from SOU What additional training or education have you had that would apply to this position? I have attended workshops on cash flow by US Bank; strategic analysis, financial analysis, and ROI workshops by NACUBO; and data visualization workshops by WACUBO and SOU. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? I have helped create $10M+ budgets, been responsible for $2M+ budgets, analyzed and reported on the financial health of companies ranging from <$1M in revenue to >$100M, and worked on multiple committees, one of which focused on strategic Planning. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes, there are always new regulations and ideas for sound financial management practices that would help anybody be more effective. i I i 3. Interests Why are you applying for this position? I would like to apply my skills and experience with budgets and financial matters in a new setting to gain exposure to governance in Ashland and help give back to a town that has helped me grow during the past eight years. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes, and I prefer evening meetings. 5. Additional Information How long have you lived in this community? 8 years Please use the space below to summarize any additional qualifications you have for this position Volunteer Treasurer for the Helman Elementary PTA Volunteer Treasurer for Cub Scout Pack 112 in Ashland See attached resume 36/1 Date Signature Shane Hunter, MBA 335 Kent St hunters@sou.edu Ashland, OR 97520 (808) 756-8983 Experienced Sr. Financial Analyst with ability to model complex business operations; complete projects accurately and efficiently while applying project management methodologies and best practices; and support CFONP of Finance and Board of Trustees decision making. Go-to person . for answers to technical, financial, software, and enterprise performance management tools and systems. Certified Microsoft Excel and Access Expert, Cognos expert, SQL developer. Learns quickly by doing. Creative problem solver and enthusiastic co-worker. Experience Southern Oregon University Apr 2015 - Present Senior Financial Management Analyst • Develop comprehensive financial and student models for forecasting and budgeting by combining historical data and current trends for the University as a whole and for auxiliary units such as Athletics, Housing, Dining, and Student Fees, with budgets ranging from $3M to $10OM. • Analytics experience across capital planning, labor, and grants. • Report on comprehensive monthly, quarterly, and annual financial information to Vice President of Finance and SOU Board of Trustees to aid and support decision making. • Assist in preparation for annual audit by independent auditors for both the University and the North Campus Village, an independently owned project. • Direct cash usage to maximize interest earning capabilities by the University, while ensuring sufficient cash levels are maintained for present and projected operational needs. • Analyze the impact of debt financing strategies by the institution to enhance and expand capital planning capabilities. • Manage capital repair and replacement backlog and forecasts to ensure adequate reserves for building and equipment needs are being built. • Consult for ongoing maintenance, user problems, and enhancements to internally created FIS Reports reporting environment using IBM Cognos 10. Committee Membership: Cognos User Group, Budget Committee, Banner Admin User Group, Support Program Assessment Review Committee, Strategic Planning Committee Financial Subgroup CFO Solutions NW, LLC Aug 2014 - Present Financial Analyst Leverage advanced Excel techniques to provide GAAP compliant financial statements. Provide monthly ratio and cash flow analysis to clients and compare current financial position of clients with respect to prior periods and industry peers. On-board new clients' information into proprietary financial models for financial analysis and business valuations. • Produce custom financial reports with QuickBooks Statement Writer. Southern Oregon University July 2017 - September 2017 Interim Director of Finance and Administration, Development Manage and reconcile scholarship distributions and investment earnings, providing monthly and quarterly reports such as statement of financial position, statement of financial activities, and other reports as necessary. • Coordinate and prepare for annual audit by independent auditors, working closely with the auditors and other personnel. Perform or supervise accounting functions of the Foundation, such as: management of cash, debt, accounts payable, operating expenses, taxes, and audits. Southern Oregon University Feb 2011 - Apr 2015 Research and Reporting Analyst • Drove creation and implementation of new relational database models for Banner to interface with IBM Cognos 10 as part of a committee. • Designed I*Reports and FIS Reports reporting graphical user interface in IBM Cognos 10 augmented with custom HTML and JavaScript for intuitive workflow and maximum user adoption, saving over 1,000 man-hours annually. • Implemented project management methodologies to direct the creation and migration of financial and student reports from Hummingbird BI Query and Microsoft Access to new data warehouse reporting tool IBM Cognos 10. • Provided financial and student data for ad hoc requests, mandated Federal initiatives, external private surveys, and internal ongoing committee uses. • Analyzed past financial and student data for future projections and budgets. • Managed ongoing maintenance, user problems, and enhancements to I*Reports and FIS Reports reporting environments. • Committee membership: Cognos User Group, Student Success Committee, Financial Information System Steering Committee, Data and Assessment Committee, New Student Effectiveness Committee, Degree Qualification Profile Committee Southern Oregon Angel Investment Network Jan 2014 - Apr 2014 Due Diligence Intern • Assisted Angel Investors in the evaluation and selection of companies for a potential $200,000 investment by assessing business plans; analyzing financial statements; calculating breakeven points; and interviewing suppliers, customers, and previous investors. Kona Brewing Company Nov 2005 - Mar 2009 Kitchen Manager • Created a theoretical food cost model in Excel and performed weekly inventories to track variance of >$2M in annual food sales. • Managed 30 employees, wrote schedules, interviewed and trained new hires, and reviewed employee performance bi-annually. • Orchestrated special banquets for over 200 people, ran concert parties, created new menu items and specials for beer releases Education Southern Oregon University Dec 2014 Degree: Master of Business Administration Major GPA: 4.0, Cumulative GPA: 4.0 • Inductee, The Honor Society of Phi Kappa Phi • Presented research study Assessing Child Care Needs at the Southern Oregon Arts & Research (SOAR) professional conference held annually at SOU. Approximately 800 presenters and 2,000 attendees. • Completed graduate coursework in Conflict Resolution, and Organizational Psychology • Developed research protocol that was reviewed by SOU's Institutional Review Board and certified in compliance with federal standards for the ethical conduct of research. Southern Oregon University Mar 2012 Degree: B.S. in Business Administration, Certificate: Information Systems Major GPA: 3.98, Cumulative GPA: 3.61 • Management Accounting concentration • Oregon Society of CPAs Accounting Student of the Year 2012 • Completed senior elective coursework in Project Management • Vice President, Accounting Students Association; Committee Member, EAAC Rochester Institute of Technology Sep 1999 - Feb 2003 Area of Study. Electrical Engineering, Minor., Philosophy Major GPA: 3.21, Cumulative GPA: 3.34 Resident Assistant Treasurer and Co-Founder, Juggling Club; Member, LEAD Program Certifications Et Software Knowledge Microsoft Certified Expert Excel 2007 & Access 2007 Specialist Microsoft Office Suite, VBA IBM Cognos 10 Business Intelligence SQL Developer QuickBooks 2014, 2015, Online Asana Project Management Software Banner Enterprise Resource Planning Software Blackbaud Raiser's Edge and Financial Edge Current Volunteering Et Interests Treasurer, Helman Elementary PTA & Cub Scout Pack 3112 Member, Toastmasters International i - I i CITY OF -AS H LA N D APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtala0ashlan d.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Pamela P. Lucas Requesting to serve on: Citizens Budget Committee (Commission/Committee} Address 420 Taylor Street Ashland, OR 97520 Occupation Retired Phone: Home 541-482-2081 Email 'amina110(1 W&mai1.coni 1. Education Background What schools have you attended? Idaho State University What degrees do you hold. B.A., Business Administration/Accounting What additional training or education have you had that would apply to this position? I have taken several workshops presented by the Oregon Department of Education, to assist Business Managers with the budgeting process. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? I am verb familiar with fund accounting from having served as the Business 'tanager for both Tillamook School District #9 and Ashland School District #5, ii here I developed and administered their annual budgets. Additionally, I am familiar with the protocol of self-insured health insurance plans, as this was the model used at the Ashland School District and I was responsible for insurance and risk management. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes, some refresher ivork ivith loo d 1 ud; et 1,11A S ~1 ould be helpful since I have hen several years ii%. iii fron, thenii 3. Interests Why are you applying for this position? Being retired, I have tiaac to volunteef saki ~ oia fd to a,aore iaa olved in the community. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I can attend special vieetin.(-Ys aml ould prefer daa;aaacetia)Us. 5. Additional Information How long have you lived in this community? 'feaa Y eaa rs. Please use the space below to summarize any additional qualifications you have for this position Please see the attached personal resume. which NA-ill gii-c a detailed profile of In) education, experience, and skills. December 31), 2017 Date Signature Pamela P. Lucas 420 Taylor Street Ashland, OR 97520 (541) 482-2081 EDUCATION: Bachelor of Business Administration, Accounting, Idaho State University, July 1990. Cumulative GPA: 3.8/4.0. EXPERIENCE: Business Manager, Ashland School District, Ashland Oregon, July 2005 to July 2008. • Assist and advise the Superintendent in: o Business and financial questions and issues. o Preparation and administration of the annual budget. o Negotiations, employee selection, terms of employment, wages and hours of all employees • Serve as Deputy Clerk and assisted the School Board with management of the district. • Responsible for insurance and risk management. • Plan, organize, direct, coordinate and control the financial affairs of the school district, through the supervision of the Business Office Staff, Supervisors or Directors in: o Handling and investment of funds, while acting as payroll and budget control officer. o Debt service and capital projects fund management. o Accounting and reporting procedures and protocols, compliant with GASB requirements. o Applications for and the compliant use of state and federal funds. o Student lunch program, including menu planning and purchasing. o Information technology program, including data processing and long range planning. o Negotiations, employee selection, terms of employment, wages and hours of all employees. o Purchasing of supplies, services, and equipment for district, using bid/quotation protocols. o Maintenance and operations of facilities and equipment, including transportation department. o Internal (and arrangements for external) auditing of school district accounts. Finance Director, Tillamook School District No. 9, July 2002 to June 2005. • Provided financial information and advice to the Superintendent and appropriate staff. • Supervised the financial clerical staff in the District's: o Personnel and accounting records. o Payables and receivables. o Purchasing and management of the District's supplies, equipment, and food service program. • Administered the District's insurance program. • Developed and administered the annual budget and prepare budget documents. o Prepared financial reports and monthly fiscal report to the Board of Education. • Maintained an accounting system consistent within state and federal laws, regulations, and District policy. o Responsible for developing and assuring internal financial control policies. o Supervise preparation of schedules for annual external audit. o Administer federal, state and local grants. • Administered $12,000,000 General Obligation Bond for renovation of school facilities, within the Oregon Purchasing and Contracting Statues • Met continuing disclosure requirements to financial markets on bonded debt of over $29,000,000. • Facilitated the District's compliance with new GASB reporting requirements. Accounting Analyst, Tillamook County Creamery Association, Tillamook Oregon, March 2000 to June 2002. • Developed and published monthly financial statistics reported to the Board of Directors. • Compiled data and developed annual departmental and plant budgets. • Evaluated operating results for production departments, and analyzed variances. • Verified and reconciled milk purchases and sales, valued at current market prices and correct utilization, for the $200 million dollar a year cheese company. • Prepared monthly entries to journalize to the General Ledger, and reconciled the GL accounts involved. Journalized and reconciled both operating and manufacturing supplies for the production departments of three manufacturing different operations. • Responsible for the project accounting of two large capital projects: o Automatic Storage and Retrieval System (ASRS robotic warehouse) for $23 Million dollars. o Satellite cheese plant construction and start-up, for more than $50 Million dollars. o Monitored invoice coding. o Maintained overall spreadsheets of costs. ■ Reconciled those to the GL and outside Project Engineers. ■ Allocated costs to individual assets created as projects segments were completed. Financial Coordinator, Martin Dental Center, Sunnyside, Washington, October 1993 to December 1996. • Managed accounts receivable, by preparing statements, posting payments, and collection functions. • Facilitated change from paper to a totally electronic system. • Created and maintained a database of patients, insurance carrier, procedure codes, and fee schedules. • Trained staff to use new system and software. • Electronically filed and tracked insurance claims. • Prepared reports and monitored allocation of payments to correct providers. • Provided customer service to patients as required. • Prepared payroll reports, as well as both state and federal payroll tax returns. • Maintained computer system by loading updates, new software, monitoring routine backup functions, and interfacing with outside MIS support. Staff Accountant, Sattler and White CPA's, Sunnyside, Washington, tax seasons of 1991 and 1992. Prepared individual and partnership federal income tax returns, and state and federal payroll tax returns. Performed general accounting functions.