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HomeMy WebLinkAbout2018-04-17 Council Meeting CITY OF -ASH LAN D 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 April 17, 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.] 7:00 p.m. Regular Meeting 1. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Study Session of March 19, 2018 2. Study Session of April 2, 2018 3. Business Meeting of April 3, 2018 VI. SPECIAL PRESENTATIONS & AWARDS 1. Annual Presentation by the Historic Commission 2. National Historic Preservation Month Proclamation 3. Volunteer Week Proclamation and Volunteer Recognition 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] i IX. CONSENT AGENDA 1. Appointment of Andrew Vandenberg to the Airport Commission 2. Approval of Grant Agreement from Certified Local Government for State Historical Preservation 3. Approval of Liquor License for Mix Sweet Shop Inc. 4. Approval of a Resolution authorizing a Supplemental Budget 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.) 1. Public Hearing on the 2018 Community Development Block Grant (CDBG) Award and CDBG Action Plan Development and Affordable Housing Trust Fund Award. XI. UNFINISHED BUSINESS 1. Land Use Decision amending the Comprehensive Plan Map designation and zoning for 475 East Nevada Street (Note: With concurrence of Council during Mayor's Announcements, this item may be continued to the May 1, 2018 Council meeting). XII. NEW AND MISCELLANEOUS BUSINESS 1. Approval of Sale of 380 Clay Street 2. Select finalists for Councilor Position #6 XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Police Staffing Funding Options 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). COt INCIL %111,1, TINGS ARE BROADCAST LIVE ON CI IANNEL Q. OR ON CI IAR I ER CA131-l: CI IANNEL 180. VISIT 1111: (TI Y OF ASI ll,AND'S W1:13 SITE AT WN W.ASI ILAND.OR.US CITY COUNCIL STUDY SESSION DRAFT MINUTES Monday, March 19, 2018 Council Chambers, 1175 E. Main Street Mayor Stromberg called the meeting to order at 5:33 PM Councilor Slattery, Councilor Morris and Councilor Rosenthal were present. Budget Committee Members Pamela Lucas, James Nagel, Garrett Furuichi, Shaun Moran, Paula Hyatt, Shane Hunter and David Runkle were present. 1. Public Input (15 minutes, maximum) None. IL Look Ahead review Interim City Administrator, Adam Hanks went over the Look Ahead. III. Capital Improvements Plan update Planning Director, Paula Brown gave a Staff report. IV. Financial forecast update and clarification Administrative Service Director. Mark Welch gave a Staff report. Items discussed were: • Financial Forecast • Personnel Services • PERS V. 2nd Quarter Financial Report of the 2017/19 Biennium Mr. Welch gave an overview of the 2°d quarter financial report. He presented a PowerPoint presentation to Council (see attached). Items discussed were: • General Fund • Central Services • OpenGov • Property Tax There was an OpenGov representative whowent over how to navigate the Ashland.or.opengov.com site. VI. Budget Committee volunteers for the Audit Committee Mr. Welch gave a brief Staff report. Mr. Furuichi volunteered to be a member of the Audit Committee. VII. Economic Development, Cultural, Tourism & Sustainability Grant cycle update City Attorney, David Lohman gave a Staff report. Council discussed the process. The Study Session was adjourned to Executive Session at 6:57 PM for real property transaction pursuant to ORS 190.660(2)(e) in the Jury Room. Respectfully submitted by: City Recorder, Melissa Huhtala Attest, Mayor Stromberg x While the study session is not a Budget Committee meeting, appointed members of the Citizens' Budget Committee have been individually invited to attend. Notice is hereby provided that the meeting may involve a quorum of the Citizens' Budget Committee in addition to a quorum of the City Council. 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). 2nd Quarter Financial Report March 19, 2018 i Topic Overview m Review the 2nd Quarter Financial Report m July 1, 2017-December 31, 2017 m Discuss General Fund, Central Services m Presentation on OpenGov Ashalndor.opengov.com I How to Review Financial Informaiton m The City has two main reporting options 1. Quarterly Financial Report 1. Ensure Budget Compliance 2. High level financial Records 2. OpenGov Financial Transparency Website 1. Update nightly 2. Can view summary data 3. Can drill deeper into the data to account level information 4. Ease of operations General Fund City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2017 Biennial Percent Biennial Percent To Date Actuals Budget Collected 2015-2017 Collected (6 Months) 2017-2019 Expended Balance Biennium to Date End of Biennium Expended 110 General Fund Taxes $ 14,810,595 $ 42,958,500 34.5% $ (28,147,905) $ 13,497,668 $ 39,315,229 34.3% Licenses and Permits 363,978 1,660,300 21.9% (1,296,322) 396,524 2,141,624 18.5% Intergovernmental 530,820 2,246,874 23.6% (1,716,054) 454,887 2,057,077 22.1% Charges for Services 868,113 3,327,000 26.1% (2,458,887) 856,366 3,330,630 25.7% Fines 279,191 857,900 32.5% (578,709) 96,750 546,003 177% Interest on Investments 29,849 75,000 39.8% (45,151) 8,508 86,199 9.9% Miscellaneous 46,039 395,200 11.6% (349,161) 52,047 219,974 23.7% Transfer in (Water Fund) 125,000 500,000 25.0% (375,000) 125,000 500,000 25.0% Transfer In (Cemetery Fund) 7,028 13,000 54.1% (5,972) 2,514 15,938 15.8% Total Revenues and Other Sources 17,060,613 52,033,774 32.8% (34,973,161) 15,490,264 48,212,675 32.1% Property Tax As of December Removing Increased Rate 2016 91,201 , 548 2017 916901615 91580,615 Dollar Change 489,067 379,067 Percentage Change 5.32% 4.12% Budgeted 3.50% 3.50% Budgeted Amount 91633,602 9,523,602 Above Budgeted 57,013 571013 Property Tax Trend 2014-15 2015-16 2016-17 2017-18 2017-18 2018-19 Actual Actual Actual Actual* Budget Budget rrent Property $9,301,056 $9,716,473 $10,098,853 $9,690,615 $10,565,200 $10,931,200 axes Percentage Change 4.470 3.94% 5.320 4.62% 3.46% *Based on Experience through December 2017 General Fund Expenditures Biennial Percent Biennial Percent To Date Actuals Budget Collected 2015-2017 Collected (6 Months) 2017-2019 Expended Balance Biennium to Data End of Biennium Expended 110 General Fund Administration 751,724 3,006,150 25.0% 2,254,426 667,482 2,098,880 318% Administration - Municipal Court 246,571 944,095 26.1% 697,524 232,623 951,831 24A% Administrative Services - Miscellaneous 4,004 38,000 10.5% 33,996 39,707 109,460 36.3% Administrative Services - Band 39,147 131,540 29.8% 92,393 40,568 127,186 31.9% Administrative Services - Parks 2,604,750 10,601,400 24.6% 7,996,650 2,340,000 9,560,000 24.5% Police Department 3,666,633 15,258,125 24.0% 11,591,492 3,378,163 13,487,220 25.0% Fire and Rescue Department 4,269,974 17,505,290 24A% 13,235,316 3,673,586 15,713,581 23.4% Public Works - Cemetery Division 184,788 851,778 213% 666,990 184,490 675,452 27.3% Community Development - Planning Division 891,430 3,291,729 271% 2,400,299 666,164 2,705,513 24.6% Community Development - Building Division 319,371 1,479,935 21.6% 1,160,564 346,402 1,353,877 25.6% Community Development - Social Services Grants - 267,940 00% 267,940 130,885 265,254 493% Transfers Out (Debt Service, Cemetery 8 Housting Trust) 166,851 377,351 44.2% 210,500 293,080 97,010 302.1% Contingency - 790,000 0.0% 790,000 - - Total Expenditures and Other Uses 13,145,243 54,543,333 241% 41,398,090 11,993,150 47,145 264 254% General Fund FTE 98.25 Budgeted Fire i Rescue 37 (37,7%) i. 1 3'b m r 6' it za yi' Community De topment 19(15.3%) lu "rj IIiIi~i jI I a n it Administration Department - General Fund g. 4(4.1%) Police 42.750 (43.0%) Other Funds All but 5 Funds under 250 of appropriated Biennial to Date Actuals (6 Biennial Budget Percent Months) 2017-2019 Used Balance Debt Service Fund Debt Service 1,303,885 3,740,387 34.9% 2,436,502 Total Debt Service Fund 6,387 34.9% 2,436.502 Insurance Services Fund Personal Services 56,682 233,160 24.3% 176,478 Materials and Services 687,125 1,854,790 37.0% 1,167,665 Capital - 480,000 0.0% 480,000 - - Contingency 38,500 0.0% 38,500 Total Insurance Services Fund 743 28.5% 4 Health Benefits Fund Materials and Services 3,456,052 11,557,301 29.9% 8,101,249 Interfund Loan - 1,050,000 0.0% 1,050,000 Contingency - 500,000 0.0% 500,000 Total Health Benefits Fund 3,456,052- 13,107,301 26.4% 9,651,249 Parks Equipment Fund Capital Outlay 133,940 450,000 29.8% 316,060 Total Parks Equipment Fund 133,940 450,006 29.8% 316,060 Cemetery Trust Fund Transfers 7,028 13,000 54.1% 5,972 Total Cemetery Trust Fund 7,028- 13,000 54.1% 5,972 OpenGov Demonstration CITY OF -ASH LAN D CITY COUNCIL STUDY SESSION DRAFT MINUTES Monday, April 2, 2018 Council Chambers, 1175 E. Main Street 5:30 p.m. Mayor Stromberg called the meeting to order at 5:32 PM Councilor Slattery, Councilor Morris, Councilor Bachman and Councilor Rosenthal were present. L Public Input (15 minutes, maximum) II. Look Ahead review Interim City Administrator, Adam Hanks went over changes on the Look Ahead (see attached). III. Water Treatment Plant status update - 20 Public Works Administrator, Paula Brown gave a Staff Report. Ms. Brown went over the results of the comprehensive cost comparison for the water treatment plant (WTP). She explained the costs to operate two separate WTPs are not in the best interest of the City. Items discussed: • Seismic risk. • Cost for using existing building or new. • The age of the plant. • Landslide and fire needs. • Timeline and location to build new. • Storage needed. • What to do with the old plant. • Personnel increase/decrease with a new larger plant. • TAP usage. Ms. Brown explained that an award design will brought to Council. IV. Economic Development, Cultural, Tourism, and Sustainability grants process Mr. Hanks discussed the process and how to function during an off year. Council discussed: • Subcommittees verses Ad-Hoc Committee. • Committee Membership. • Meeting Structure. 0 Schedule. V. Discussion of Sister City 50th Anniversary Celebrations 15 mins Mr. Hanks gave a staff report. Council discussed options and decided to bring this back to a future Study Session. V1. Ruffey Rancheria Restoration Act of 2017 Mr. Hanks gave a brief Staff report. Council suggested for Staff to write a letter expressing concerns regarding a casino being in Ashland. The Study Session was adjourned to Executive Session at 7:00 PM for real property transaction pursuant to ORS 190.660(2)(e) in the Jury Room. Respectfully submitted by: City Recorder, Melissa Huhtala Attest: Mayor 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 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 I). i Ashland City Council Future Meetin Schedule GOAL GOAL SS cc SS cc ss cc Ss cc SS cc SS cc Ss cc as cc 4116 Stud Se m Council Chambers a 16 1 Review of employee health benefits plan options Finance/ HP, Mark Welch/Tina Gray z Pioneer Hall Construction Cost Estimates & Options Public Works Paula Brown ss 3 Discussion of potential deer summit and/or deer-issues options Administration Adam Hanks SS 4/17 Regular Council Meeting 4/17 a Annual presentation b the Historic Commission Comm Dev Bill Molnar PRES 5 Proclamation re: volunteer week and volunteer recognition Fire Mike D'Orazi PROC 6 Air ort Commissioner Appointment Administration Mayor Stromber CONS 7 State Historic Preservation - Certified Local Gov't Grant Agreement Comm Dev Bill Molnar CONS 8 CDBG Public Hearin and Grant awards Comm Dev Bill Molnar PH g Housing Trust Fund Grant awards Comm Dev Bill Molnar PH 10 475 Nevada - Land Use Decision Continuation Comm Dev Bill Molnar UNFIN 11 TOT/Live Entertainment Ticket Tax/ Direction Finance Mark Welch RES 12 TOT allocation resolution Finance Mark Welch RES All Three items linked - Police Funding 13 Public Safety support fee resolution Finance Mark Welch RES 14 Approval of Sale of 380 Clay TaxID 2505 Administration Adam Hanks NEW 15 Council Position #6 - Select Finanists Recorder Melissa Huhtula NEW 4130 Stud Session in Council Chambers 16 Update on City Administrator Recruitment HR/Finance Tina Gray SS 17 Discussion of senior issues (request of Councilors Slattery/Seffinger) Administration Adam Hanks Ss 5/1 Regular Council Meeting 5/1 18 RVCOG annual presentation b Michael Cavallaro Administration Adam Hanks PRES is Annual Commission Re-Appointments Recorder Melissa Huhtula CONS 20 Approval of Pioneer Hall Construction Project Scope Public Works Paula Brown CONS 21 Public Hearing on utility (Electric, Water, Wastewater) fees update Finance/ Electric/ PW Mark Welch/ Tom McBartlett/ PH Paula Brown RES 22 Public hearing and approval of annexation and zoning change - Comm Dev Bill Molnar PH Washington Street 23 Transportation Network Companies - Amend AMC 6.28 Legal David Lohman ORD1 za Annual Approval of Employee health benefits plan HR/Finance Tina Gray/Mark Welch NEW z5 Approval of Option for Rehabilitation of Pioneer Hall Public Works Paula Brown NEW 26 Potential Purchase of Real Property Adam Hanks NEW 27 Policy regarding civic donations Legal David Lohman NEW 28 Approval of the disillusion of the Waterline Road LID Public Works Paula Brown NEW 29 Council Position #6 - Appointment Recorder Melissa Huhtula NEW 5/14 Stud Session in Council Chambers i 30 Presentation b Sherrif Sickler re: Jackson Count Jail Police Tighe O'Meara PRES 5/15 Regular Council Meeting 5/15 31 Annual presentation b the Wildfire Mitigation Commission Fire Mike D'Orazi PRES F6/5 Annual Use of Force re ort Police Ti he O'Meara CONS Trans ortation Network Com anies - Amend AMC 6.28 Le al David Lohman ORD2 Wildfire Code U date - CommDev & Fire De is Introducto onl CommDev/Fire Molnar/D'Orazi NEW Downtown Beautification Projects & Downtown Parkin Plan Public Works Paula Brown NEW Stud Session in Council Chabers 814 Annual Winter shelter re ort and discussion Administration Adam Hanks sS 10 B 20 Proect U date - Rate Anal sis Re ort Electric /Admin McBartlett/Hanks ss Regular Council Meetin6/5 38 Annual presentation b the Band Board Administration Adam Hanks PRES 39 Ashland High School - Sister City Representatives Presentation Administration Adam Hanks PRES 40 Public hearing and annual update to misc. fees resolution Finance Mark Welch PF7 RES 41 Update on Internal Controls Policy Finance Mark Welch RES 6/18 Stud Session with Budget Comm. Members invited 6/i:: : e 2 list Year Budget Review Finance Mark Welch BDCT 4I I I I Ell 43 Budget Book - Present and Review updated layout Finance Mark Welch BDGT iim Page 1 of 2 4/12/2018 Ashland City Council Future Meeting Schedule Departments SS CC GOAL GOAL SS SS CC SS CC SS CC SS CC ss CC Ss CC Ss CC Meeting Topic Lead Staff CC 614 6118 61119 W2 7/3 7116 7117 816 817 8/20 8121 Responsible VIG 4/17 4(2D 4121 430 &1 W4 &15 615 Ens Re uiar Council Meeting 6/19 Study Session (Intotancill Chainsbst*j 713 Regular Council Meeting 7/3 7/16 Stud Session with Budget Comm. Members invited 7116 44 Year Two Preview & Outlook 7117 Re uWCouncil Meeting 7/17 45 Annual presentation b the Forest Lands Commission Fire Mike D'Orazi PREB 816 Stud Session (in Council Chambers X57= s,< x .a 8/6 . 8/7 Regular Council Meeting 817 p i AE- 8/21 Regular Council Meeting 8121 46 Annual resentation h the Conservation Commission Administration Adam Hanks plies Study Commission Presentation Dates - 2018 Sessions with Budget Topic Comm. members invited April 17 - Historic Commission May 15 - Wildfire Mitigation Commission June 5 - Band Board March 19, 2018 Jul 17 - Forest Lands Commission June 18, 2018 1st Year Review & Budget Book Format August 21 - Conservation Commission Jul 16, 2018 Year Two Preview & Outlook September 18 - Airport Commission October 15, 2018 October 16 - Public Arts Commission November 6 - Housing & Human Srvcs. Comm. December 4 - Planning Commission To Be Scheduled Discussion regarding the seismic code Report on Eugene homeless and shelter infrastructure, including car camping (re q- of Mayor Stromber CouncilRules - ReviewandProposed Revisions continued Wildfire Code Update - CommDev & Fire De is Vertical Housing Development Zone VHDZ - CommDev Page 2 of 2 4112/2018 CITY OF ASHLAND DRAFT MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL April 3, 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.] 7:00 p.m. Regular Meeting 1. CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 PM II. PLEDGE OF ALLEGIANCE III. ROLL CALL Councilor Bachman, Councilor Morris, Councilor Slattery and Councilor Rosenthal were present. Councilor Seffinger was absent. IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Business Meeting March 20, 2018. Councilor Morris noted that he did not read the article in the paper regarding Nevada Street. Councilor Rosenthal moved to approve the minutes as amended. Councilor Morris seconded. Discussion: None. All Ayes. Motion passed unanimously. VI. SPECIAL PRESENTATIONS & AWARDS None VII. MINUTES OF BOARDS, COMMISSIONS, AND COMMITTEES Airport Conservation Forest Lands Historic Housing and Human Srvs. Parks & Recreation Planning Public Arts Transportation Tree Wildfire Miti ag tion 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.) [1.5 minutes maximum] Dennis Miller- Ashland- Spoke regarding personal injury and areas that may cause slips and falls. He explained that the Fire Department is who fills out an injury report and not the Police Department. He also spoke regarding accidents that occur on private property. Melissa Mitchell-Hoage- Ashland- Thanked Council for their decision on the Briscoe School property decision. She thanked Council and Staff for the time and dedication working on this agreement. She presented Council and Staff with a card, sunflowers and cookies. Joseph Kauth - Ashland - Spoke regarding about the planet being round. He explained that the alpine tree line is 13,000 feet. He spoke regarding ammonia and that it destroys the ozone layer. He spoke to the importance of honoring the urban growth boundary and control development. Huelz Gutcheon - Ashland - Spoke regarding problems going on in the world such as global warming and ice age climate change. He spoke that we need to make changes and take action. IX. CONSENT AGENDA 1. Confirmation of Mayoral appointment of Adam Hanks as Interim City Administrator and approval of contract with John Karns for post-retirement work. Councilor Slattery pulled this item. Mayor Stromberg explained the background information on this position. He spoke that with John Karns early retirement it was proposed to appoint Interim Assistant to the City Administrator to be Interim City Administrator. the departure of the last full-time City Administrator, John Karns was appointed Interim City Administrator. Mr. Hanks has 27 years of experience with the City. Mayor Stromberg proposed appointment of Mr. Hanks for Council consent. Councilor Slattery spoke that he had concerns about the 90-day agreement that starts and then a person leaves before the agreement is fulfilled. He spoke he is not in favor of a post-employment contract. He suggested a case study in the future to create a better process. He spoke in appreciation for both Mr. Karns and Mr. Hanks. Councilor Rosenthal spoke in support having Mr. Hanks as the Interim City Administrator and that we will be in good hands until we hire an Administrator. 2. Approval of the 2nd Quarter Financial Report of the 2017/19 biennium 3. Sole source procurement - Badger Water Meters through a contract with General Pacific 4. Approval of a resolution titled, "A resolution authorizing signatures, including facsimile signatures, for banking services on behalf of the City of Ashland" 5. Award of contract for the Lithia Springs Wetland remediation and mitigation project at the Ashland Gun Club, project no. 200907-999 Councilor Morris pulled this item. Public Works Director, Paula Brown and Public Works Project Manager, Kaylea Kathol gave a staff report. Ms. Kathol explained the progress on the project so far and the next steps. 6. Approval of liquor license application for Mas Southern Oregon, LLC Councilor Rosenthal pulled this item. He spoke that he is not excited to have another drinking establishment on Will Dodge Way. Police Chief, Tighe O'Meara gave Council a brief background of the issues and concerns on Will Dodge Way. City Recorder, Melissa Huhtala explained that this establishment will be a restaurant open Wednesday-Sunday from 5:00 PM- 10:00 PM. She also explained that the restaurant will only seat 16. 7. Approval of Public Art Recommendation - sculpture titled, Elevation Councilor Slattery pulled this item. Sandra Friend spoke regarding the design of the sculpture. Council thanked her for her work. Councilor Slattery moved to approve the Consent Agenda. Councilor Rosenthal seconded. Discussion: None. All Ayes. Motion passed unanimously. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the Council, unless the Council, by a two-thirds vote of those present, extends the hearing(s) until up to 10:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.) None. UNFINISHED BUSINESS None. NEW AND MISCELLANEOUS BUSINESS 1. Approval of Economic, Cultural, Tourism, and Sustainability Grants ad hoc committee, Mayor appointments and committee charge Mr. Hanks gave a brief staff report. Councilor Slattery moved to approve the creation of an Economic Development, Cultural, Tourism and Sustainability Grants Ad-Hoc Committee with a specific charge to review and recommend to Council grant allocations consistent with Resolutions 2017-03 and 2012-04 and direct the Mayor to appoint the willing members of the Citizen's Budget Committee (CBC) to the ECTS Ad-Hoc Committee. Councilor Morris seconded. Discussion: None. All Ayes motion passed unanimously. Mayor Stromberg appointed CBC Members Pamela Lucas, Garrett Furuichi, Shaun Moran, Paula Hyatt and Councilors Slattery, Morris, Bachman, Rosenthal and Seffinger to the ECTS Ad-Hoc Committee. Councilor Rosenthal moved approval of the Mayor's appointments Councilor Morris seconded. Discussion: None. All Ayes. Motion passed unanimously. 2. Audit Committee Appointment Mr. Hanks gave a brief staff report. Councilor Rosenthal questioned if it was clear to all Budget Committee Members that they had the option to be appointed. He suggested to notice all members of this information along with suggested meeting dates. Council directed Staff to notify all appointed Budget Committee Members information of the opportunity to be on the Audit Committee and to bring this item back to a future Council Meeting. 3. Clarification of Council rules and protocols City Attorney, Dave Lohman gave a staff report. Council went over the questions that had not been discussed yet. 8. Question: Should the pre-meeting Council packet include any presentation slides to be shown at the following week's meeting? Mr. Lohman went over the suggestions. Council agreed that they like having slide shows and would like them in the Council packet. Deadlines and the length of the slideshows were discussed. Staff explained that if there is new material added to a PowerPoint not in the Council Packet it will be sure and be in the Council Communication. No brand new information will be presented. Mayor Stromberg spoke that it is helpful if any Council member has questions regarding the Council packet to ask before the meeting and be sure to send to all Council members so everyone has the same information. 9. Question: Should/could Study Sessions be made more useful by treating them less like briefings and more like sessions for interactive exploration of key topics, adopting minimal formalities for presentations by and questioning of staff and for discussion among Councilmembers? Mr. Lohman went over his suggestions on ways to make Study Sessions more conversational than formal. He spoke regarding possibly moving back to Siskiyou Room and if the Study Session should be televised. He also spoke regarding Public Commend on non-agenda items. Councilor gave consensus that the Study Sessions should be televised. Council was split on moving the meetings back to the Siskiyou. It was suggested to move the tables in Council Chambers in a circle for a more round the room discussion. Council gave consensus to keep public comment on the agenda and discussed ways to increase efficiency with public involvement. Council gave consensus to keep the Executive Sessions at the end of the Study Sessions beginning at 7:00 PM and to keep the Study Sessions beginning at 5:30 PM with a target goal of ending at 7:00 PM. Council gave consensus to remove the Look Ahead on the Study Session Agenda 10. Question: Should Council be precluded from making decisions at Study Sessions? Mr. Lohman explained the current process which is described by Ordinance. He explained that certain kinds of decisions are ok to make in Study Sessions such as consensus to direct Staff on matters that don't require and Ordinance or Resolution. 11. Question: Should someone (the Mayor or City Administrator) be responsible for providing a summary of action taken/direction given at the end of each Study Session agenda item? Mr. Lohman explained the importance to get clarification from Council to avoid misunderstandings later. Council agreed that having clarification from the Administrator and Mayor and to have a summarized recap the next day. 12. Question: Should a person speaking before the Council be required to state his or her street address? Council agreed to keep this as it is currently having the speaker just state which City they are from and not give an address. The address will be provided on the Speaker Request Form. It was also discussed individuals must speak for themselves. 13. Question: How should time limits on speakers on scheduled agenda items be determined? ORDINANCES, RESOLUTIONS AND CONTRACTS None. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS ADJOURNMENT OF BUSINESS MEETING The Business Meeting was adjourned at 9:05 PM Respectfully submitted by City Recorder, Melissa Huhtala Attest Mayor 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 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 I). CITY OF -ASH LAN D PROCLAMATION • Historic preservation is an effective tool for managing growth, revitalizing neighborhoods, fostering local pride and maintaining community character while enhancing livability. • The historic houses and buildings of Ashland help make our City unique and provide links with aspirations and attainment of the City's pioneers and their descendants. • These fine examples of Nineteenth and Twentieth century buildings contribute to an appreciation of our heritage. • Historic preservation is relevant for communities across the nation, both urban and rural, and for Americans of all ages, all walks of life and all ethnic backgrounds. • It is important to celebrate the role of history in our lives and the contributions made by dedicated individuals in helping to preserve the tangible aspects of the heritage that has j shaped us as a people. • National Historic Preservation Month is in May. Ashland has selected May 13 - 19, as Historic Preservation Week. Ashland's celebrations are co-sponsored by the City of Ashland's Historic Commission and the National Trust for Historic Preservation. NOW, THEREFORE, the City Council and Mayor, on behalf of the citizens of Ashland, do proclaim May, 2018 as "National Historic Preservation Month" and call upon the people of the City of Ashland to join their fellow citizens across the United States in recognizing and participating in this special observance. Dated this _ day of , 2018 John Stromberg, Mayor Melissa Huhtala, City Recorder {~Cr`),~ ~~i h) 2 7 1 t J 7~~t'r c C y J G ~ Gt C~v~ cn~ ZVI rt) ~ o \\1//' "v t \/j a ~^7 ~~i ~ c..rt.~ ` `£~~V-O , F ~ [ 7~~~/~ ~ 1\I~ l0 < ^ C . lFt ,L r~a_ r'i e s ! r Y~ e CC~~^a - r 4 a e Cv 1 d~ ~E J ~e z o ~G y~ zz- J r J e t r - c i t;; f R d r r t 1 , r r , F )t J r j.. \ t ~al~fw3~l. "~~r_,•- ~fr ,.yt?if.~`'rT~s~r_. .~i~ri- ~L~p .:z ~t~ 7~ f PROCLAMATION President Richard Nixon established National Volunteer Week with an executive order in 1974 as a way to recognize and celebrate the efforts of ~i( rya ~ S~ ~Ct~ll I.. 1~~ r•~ l` tau i' volunteers. g, f Every sitting U.S. president since Nixon has issued a proclamation during 1 National Volunteer . Week (as have many U.S. mayors and governors), urging Americans to give '0~` ~J,fl their time to community outreach organizations. National Volunteer Week is an opportunity to recognize and thank volunteers CC r ~ '1 who lend their time, talent, voice, inspiration, support to causes they care about tt(r,~~ in their community. r~P D y Volunteers provide services beyond an economic reach giving selflessly to many, many causes throughout the Ashland community and beyond. Q~wyr NOW THEREFORE, the City Council and Mayor, on behalf of the citizens of r [ I'1 j ' ' 1I~~ Ashland do hereby proclaim April 15 through April 21, 2018 as National Volunteer Week tr ~ <z and hereby urge all citizens to recognize the beneficial service of our citywide volunteers and thank them for lending their time, talent and support to the betterment (c >~y IM, of the City of Ashland and communities around the world. "o ci Dated this 17th day of April, 2017. John Stromberg, Mayor h ➢ `fCi~~~~1 e issa Hu to a, City Recorder (0( J t ~,f r)}7i}~i ~ r ` ~ \ ~ ~.--m---.~--~Z rj ,,ll i ttr.l } f ~v,~ Ec--S.,. ...111 -_e •f t st'.' t ~ U~\-~~/,~~ 4f r J J 7 T f 1~J L J J k J~ ,,h r 7 ~ 4i7~( ti ~r~ z c G~ .7 Cra t~ ~r~ v ~7 G*`~ rJ 1 > L r Ci > v CJ t3 C < 1 r. [ r ,v c5 C z + ! G L f : i { <k y'~ is r- ~o/,r - S V ~G ~a ;/ar^c. /?!~,~,'~",p~fl~~° s•j h .-a~ a T/ ; ,flea "~77 ~S`... _ %A2 This is a great opportunity to recognize the many service hours Ashland's Community Emergency Response Team gives toward disaster preparedness. Ashland CERT volunteers are dedicated to preparing the community to endure disasters by creating a culture of preparedness. Ashland Fire & Rescue would like to recognize two individuals, specifically Paul Collins and Dan Ragen. Dan Ragen joined CERT in 2004 and was quickly recognized as an outstanding volunteer for providing his time to assist CERT in building and strengthening a member database, organizing his base members, and encouraging other members to become trained HAM Radio operators. He provides a wealth of expertise regarding radio communications, use and training. He also volunteers as the alternative deputy coordinator, and provides instructional training. Paul Collins joined Ashland CERT in 2006. Since then he has become the invaluable deputy coordinator assisting in mission callouts, and other events, helped create a membership guidance booklet, and most importantly been instrumental in supporting and delivering the CERT training curriculum to the community. Paul was instrumental during the Oak Knoll Fire providing leadership and management in support of the mission and goals in protecting life, property, and the environment. Additionally, Ashland Parks & Recreation would like to recognize Charlotte Kyle and Mary Pat Powers for their dedication and support at the North Mountain Park Nature Center. APRC manages 17 parks, 48 miles of trails, along with a Nature Center, Golf Course, Senior Center and a seasonal pool and Ice Rink. Charlotte Kyle is an Elementary Education student at SOU and has been volunteering with Parks and Recreation for two years. She has assisted with several of our public events and has thrown herself fully into teaching school program field trips at North Mountain Park. She has shown amazing commitment and passion for sharing nature with children. After teaching three field trip seasons, she decided to complete her undergraduate Capstone project with us and has been spearheading a project to improve our Service Learning curriculum. Mary Pat Power has been volunteering at North Mountain Park since 2005. A retired teacher and counselor, she brings many skills which help to keep several Nature Center projects running smoothly. Mary Pat records all the park's wildlife sightings, grades and summarizes all our educational assessments and helps us plan the Bear Creek Salmon Festival and Rogue Valley Bird Day. She is a birder and a member of our bird monitoring team, and she's instrumental in running Project Feederwatch, an annual citizen-science effort. i Council Business Meetin April 17, 2018 Title: Appointment of Andrew Vandenberg - Airport Commission From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: Mayor appointment of Andrew Vandenberg to the Airport Commission with a term to expire on April 30, 2021. Actions, Options, or Potential Motions: I move to appoint Andrew Vandenberg to the Airport Commission with a term to expire on April 30, 2021. Staff Recommendation: N/A Resource Requirements: N/A Policies, Plans and Goals Supported: Ashland Municipal Code 2.04.090 (C) states the appointments by the Mayor are with the consent of the City Council. Background and Additional Information: N/A Attachments: Application. Page 1 of 1 CITY OF ASHLAND 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 n,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 Andrew Vandenberg Requesting to serve on: Airport Commission (Commission/Committee) Address 827 West 14th Street, Medford, OR, 97501 Occupation Aircraft Mechanic Phone: Home: 509-703-3591 Work: 541-482-7675 Email: Andrewvandenberg@live.com Fax: None 1. Education Background What schools have you attended? Spokane Community College & North Idaho College What degrees do you hold? Associates of Science and Associates of Aircraft Maintenance. What additional training or education have you had that would apply to this position? Currently I have my aircraft mechanics license and Aircraft inspection authorization. I have a student pilots license and am working on my private pilot's license. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? My current work experience makes me the ideal candidate for the position. Every I talk to local pilots transient pilots and the general public who just want to learn more about the airport I worked the last two annual "Airport Days" martialing aircraft and answering questions for the public. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? I don't think it's necessary but I would be happy to if the opportunity was presented and it benefited the airport or the commission. !VALAR 3. Interests Why are you applying for this position? As a mechanic at the airport I spend more time there than I do at home I see problems that I can help solve and improvements that can be made at the airport that would benefit everyone. 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 the meetings that are normally scheduled on the first Tuesday of every month at 9:30am. 5. Additional Information How long have you lived in this community? I've lived in Medford and worked at the Ashland airport for 3.5 years. Please use the space below to summarize any additional qualifications you have for this position Having been on the airport for the ast 3.5 years I've already know half of the people on the commission and work well with them. I often retrieve people's aircraft from hangars and can relate to some of the problems that people have with facilities and procedures. Date Signature Council Business Meetin April 17, 2017 Title: Approval of CLG Grant From: Fotini Kaufman Assistant Planner, Community Development Department fotini.kaufman@ashland.or.us Summary: The Planning Division asks the City Council to approve signature of the Grant Agreement for a Certified Local Government (CLG) grant of $12,500 from the State Historic Preservation Office (SHPO). The bulk of the grant is to hire a consultant to assist with the revision of the demolition ordinance in Ashland Municipal Code 15.04.210 - 15.04.216. A smaller portion is for Historic Preservation Month activities and to allow a Historic Commissioner's attendance at the Oregon Heritage Conference in Bend. Staff Recommendation: Staff recommends the Council approve the acceptance of the 2018 CLG Grant. Resource Requirements: Staff time is required to work with the consultant in developing the draft ordinance revisions and to administer the grant. Policies, Plans and Goals Supported: Ashland Municipal Code 15.04.210 - Demolition Ordinance Ashland Comprehensive Plan, Chapter 1 Ashland, A Historical Overview, Goal 1.30 Ashland Climate and Energy Action Plan, Strategy CM-3-3 Background and Additional Information: The City's administrative policy requires the Council to authorize acceptance of a grant $10,000 or more. The City of Ashland has been awarded a grant from the State Historic Preservation Office for $12,500. The bulk of the money ($11,640) will be used to hire a professional consultant to assist with revising the demolition ordinance. The objective is to revise the demolition and relocation standards to be more clear and objective, consistent with State of Oregon building code terminology and to better address designated historic properties. The final deliverable would be a revised demolition ordinance that is ready for the formal adoption process. The grant will be matched by staff time and Historic Commissioner volunteer time. The demolition ordinance was updated in 2000 and focuses on sustainability and keeping building materials out of waste stream. The current demolition and relocation standards lack specificity. As a result, the demolition permit process has proven confusing to applicants and is Page 1 of 2 CITY OF ASHLAND I difficult to administer. In addition, the preservation of historic structures is not directly addressed by the demolition permit process. When the ordinance was updated in 2000, concerns about owner consent to designate or opt out of the historic district prevented the full incorporation of designated historic resources in the demolition ordinance. However, a recent court case and subsequent Statewide Planning Goal 5 rule changes provide clarification about and limits to opting out of a historic district. As a result, cities and counties now have the option of incorporating preservation of historic resources into local demolition ordinances. Ashland has four historic districts that were listed on the National Register of Historic Places between 1999 and 2002. There are over 1700 properties in the district including nearly 900 significant historic resources. The CLG program is designed to promote historic preservation at the local level. It is a federal program of the National Park Service that is administered by the Oregon State Historic Preservation Office. Local governments must meet certain qualifications to become "certified" and thereby qualify to receive matching grants from Oregon State Historic Preservation Office. The City of Ashland is a Certified Local Government. Attachments: 1) 2018 CLG Grant Agreement Page 2 of 2 CITY OF ASHLAND re rnn Parks and Recreation Department State Historic Preservation Office 725 Summer St NE Ste C Kate Brown, Governor Salem, OR 97301-1266 Phone (503) 986-0690 Fax (503) 986-0793 www.oregonheritage.org March 13, 2018 STATE Fotini Kaufman City of Ashland 51 Winburn Way Ashland, OR 97520 Dear Fotini: Congratulations! Your application for a 2018 Certified Local Government Grant has been funded for the amount and purpose listed below. Grant Amount: $12,500 Grant No.: OR-18-02 Start Date: 3/16/2018 End Date: 8/30/2019 Summary: Offer preservation month activities including tours and awards ceremonies. Complete preservation ordinance revision, including the demolition ordinance. Grant administration and review and compliance. Send staff and commissioners to approved trainings and conferences. Enclosed are two copies of your grant agreement. Carefully review the scope of work and requirements for each category to be sure they are summarized correctly. Have the authorized person sign both copies and return both copies to us. The signed agreements must be returned to our office within 30 days; if not returned in that period, it will be assumed that you are not accepting the grant award. We will return a signed copy and grant reporting informationat that time. I am looking forward to working with you. Please let me know if you have any questions, and, again, congratulations and best wishes for a successful project. Sincerely, Kuri Gill Grant and Outreach Coordinator (503) 986-0685 Kuri.Gill@oregon.gov Enclosures Grant Agreement 2018 Certified Local Government Grant (OR-18-02) This Agreement is made and entered into, by and between, the State of Oregon, acting by and through Oregon Parks and Recreation Department (OPRD), Heritage Programs, hereinafter referred to as the "State" and: City of Ashland 20 E Main Street Ashland, OR 97520 or designated representative, hereinafter referred to as the "Grantee." 1. GENERAL PURPOSE: The general purpose of this agreement is: to undertake the heritage-related project as detailed in Attachment A. 2. AGREEMENT PERIOD: The effective date of this Agreement is the date on which it is fully executed by both parties. Unless otherwise terminated or extended, the Project shall be completed on 8/30/2019 3. AGREEMENT COSTS: The State tigress to pay the Grantee a maximum of $12,500 for costs authorized by this agreement. 4. AGREEMENT DOCUMENTS: Included as Part of this Agreement are: Attachment A: Scope of Work Attachment B: Federal Requirements Attachment C: Standard Terms and Conditions Attachment D: Reporting and Reimbursement Attachment E: Insurance Requirements 5. SIGNATURES: In witness thereof. the parties hereto have caused this Agreement to be properly executed by their authorized representatives as of the last date hereinafter written. GRANTEE: Signature, Authorized Representative Date Name and Title of Signer (Type or Print) STATE: Christine Curran, Deputy State Historic Preservation Officer Date OPRD Heritage Programs 9107 Attachment A Scope of Work 2018 Certified Local Government Grant (OR-18-02) Grantee: Citx of Ashland GrantAmount: $12,500 Match Amount: $15,970 Estimated Overmatch: $0 Project Summary: Offer preservation month activities including tours and awards ceremonies. Complete preservation ordinance revision, including the demolition ordinance. Grant administration and review and compliance. Send staff and commissioners to approved trainings and conferences. The grant funds and matching local contributions will be used to accomplish the work items detailed in the Budget and Work Description sections that follow. OPRD Heritage Programs staff must approve any changes to this Scope of Work. PROPOSED BUDGET 1 • Administration Staff time $1,006 Total $1,006 2 • Other Preservation Activities Volunteer time $277 Registration $100 Travel $635 Total $1,011 3. Planning - CLG Staff time $3,706 Contractor $11,640 Total $15,346 4 Public Education - CLG Volunteer itme $287 Materials & equipment $125 Total $412 5 Review and Compliance Volunteer time $4,274 Staff time $6,422 Total $10,696 Total Project Budget $28,471 WORK DESCRIPTION 1 • Administration $1,006 Products: Standards and Provisions: Project Standards: • Allowable costs and services must be related to the administration of this grant: application/contract processing, project oversight, reimbursement requests, etc. • Any purchases or contracts for services over $10,000 should follow appropriate procurement procedures, including obtaining at least three estimates. Attachment A for Certified Local Government Grant # OR-18-02 Attachment A Scope of Work 2018 Certified Local Government Grant (OR-18-02) Grantee: Cit of Ashland Grant Amount: $12,500 Mateh Amount: $15,970 Estimated Overmatch: $0 2. Other Preservation Activities $1,011 Products: Standards and Provisions: Project Standards: Activities in this program area include any activity that is eligible for IIPF assistance but that does not readily fall within one of the Program Areas described in the Historic Preservation Fund manual, or involves Multiple Program Areas and the activity cannot reasonably be divided among the specific Program Areas. One example is HABS/HAER documentation projects. • Completed work must be consistent with The Secretary of the Interior's "Standards for Archeology and Historic Preservation," which include the "Standards for Preservation Planning." • Any purchases or contracts for services over $10,000 should follow appropriate procurement procedures, including obtaining at least three estimates. • All reports and publications related to this project must give credit to the State Historic Preservation and National Park Service. "This publication has been funded with the assistance of a matching grant-in-aid from the Oregon State Historic Preservation Office and the Historic Preservation Fund, National Park Service, Department of the Interior. Any opinion, findings, and conclusions or recommendations expressed in this material do not necessarily reflect the views of the Department of the Interior. Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination on the basis of race, color, national origin, age or handicap. Any person who believes he or she has been discriminated against in any program, activity, or facility operated by a recipient of Federal assistance should write to: Office of Equal Opportunity, National Park Service, 1201 Eye Street, NW (2740) Washington, DC 20005"" • Pictures of exhibits, programs and events are required for reimbursement. Digital images of 300dpi or higher are required. 3. Planning - CLG $15,346 Products: Standards and Provisions: Project Standards: • Eligible costs and activities include those related to local "design review" as well as to participation with the SHPO in state or federal compliance activities for properties within the local government's boundaries. • Activities and products must be consistent with local, state, and federal preservation standards and guidelines, including the National Register bulletin "How to Apply the National Register Criteria for Evaluation" and the Secretary of the Interior's "Standards for Rehabilitation". The grantee must maintain records of cases it reviews and the decisions it make. • Any purchases or contracts for services over $10,000 should follow appropriate procurement procedures, including obtaining at least three estimates. • All reports and publications related to this project must give credit to the State Historic Preservation and National Park Service. "This publication has been funded with the assistance of a matching grant-in-aid from the Oregon State Historic Preservation Office and the Historic Preservation Fund, National Park Service, Department of the Interior. Any opinion, findings, and conclusions or Attachment A for Certified Local Government Grant # OR-18-02 Attachment A Scope of Work 2018 Certified Local Government Grant (OR-18-02) Grantee: City Ashland Grant Amount: $12,500 Match Amount: $15,970 Estimated Overmatch: $0 recommendations expressed in this material do not necessarily reflect the views of the Department of the Interior. Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination on the basis of race, color, national origin, age or handicap. Any person who believes he or she has been discriminated against in any program, activity, or facility operated by a recipient of Federal assistance should write to: Office of Equal Opportunity, National Park Service, 1201 Eye Street, NW (2740) Washington, DC 20005" "The activity that is the subject of this [type of publication] has been financed [in part/entirely] with Federal funds from the National Park Service, U.S. Department of the Interior. However, the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior." 4. Public Education - CLG $412 Products: Standards and Provisions: Project Standards: • Prior to starting the public education project, the grant recipient must receive written approval from Oregon Heritage on the final work plan and final draft of publications prior to printing and distribution. • Any purchases or contracts for services over $10,000 should follow appropriate procurement procedures, including obtaining at least three estimates. • Prior to publication, a draft of all products, newsletters, brochures, etc. must be submitted to and approved by Oregon Heritage. • Information in all interpretive materials must be authentic and documented. • All reports and publications related to this project must give credit to the State Historic Preservation and National Park Service. "This publication has been funded with the assistance of a matching grant-in-aid from the Oregon State Historic Preservation Office and the Historic Preservation Fund, National Park Service, Department of the Interior. Any opinion, findings, and conclusions or recommendations expressed in this material do not necessarily reflect the views of the Department of the Interior. Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination on the basis of race, color, national origin, age or handicap. Any person who believes he or she has been discriminated against in any program, activity, or facility operated by a recipient of Federal assistance should write to: Office of Equal Opportunity, National Park Service, 1201 Eye Street, NW (2740) Washington, DC 20005" "The activity that is the subject of this [type of publication] has been financed [in part/entirely] with Federal funds from the National Park Service, U.S. Department of the Interior. However, the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior." • Pictures of exhibits, programs and events are required for reimbursement. Digital images of 300dpi or higher are required. • Copies of flyers, articles, programs, publications, etc. are required for reimbursement. 5 • Review and Compliance $10,696 Attachment A for Certified Local Government Grant # OR-18-02 Attachment A Scope of Work 2018 Certified Local Government Grant (OR-18-02) Grantee: Cit of Ashland __w , GrantAmount: $12,500 Match Amount: $15,970 Estimated Overmatch: $0 _ Products: Standards and Provisions: Project Standards: Eligible costs and activities include those related to local "design review" as well as to participation with the SHPO in state or federal compliance activities for properties within the local government's boundaries. . Activities and products must be consistent with local, state, and federal preservation standards and guidelines, including the National Register bulletin "How to Apply the National Register Criteria for Evaluation" and the Secretary of the Interior's "Standards for Rehabilitation". The grantee must maintain records of cases it reviews and the decisions it make. • Any purchases or contracts for services over $10,000 should follow appropriate procurement procedures, including obtaining at least three estimates. • All reports and publications related to this project must give credit to the State Historic Preservation and National Park Service. "This publication has been funded with the assistance of a matching grant-in-aid from the Oregon State Historic Preservation Office and the Historic Preservation Fund, National Park Service, Department of the Interior. Any opinion, findings, and conclusions or recommendations expressed in this material do not necessarily reflect the views of the Department of the Interior. Regulations of the U. S. Department of the Interior strictly prohibit unlawful discrimination on the basis of race, color, national origin, age or handicap. Any person who believes he or she has been discriminated against in any program, activity, or facility operated by a recipient of Federal assistance should write to: Office of Equal Opportunity, National Park Service, 1201 Eye Street, NW (2740) Washington, DC 20005" "The activity that is the subject of this [type of publication] has been financed [in part/entirely] with Federal funds from the National Park Service, U.S. Department of the Interior. However, the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior." Attachment A for Certified Local Government Grant # OR-18-02 ATTACHMENT B Information required by 2 CFR § 200.331(a)(1)* Federal Award Identification: 1. Subrecipient name (which must match registered name in DUNS): City of Ashland 2. Subrecipient's DUNS number: 076395508 3. Federal Award: P18AS00073 4. Federal Award Date: 5. Sub-award Period of Performance Start and End Date: From 311612018 to 813012019 6. Total Amount of Federal Funds Obligated by the Agreement: 12 500 7. Total Amount of Federal Funds Obligated to the Subrecipient by the pass-through entity including this Agreement: 12 500 8. Total Amount of Federal Award committed to the Subrecipient by the pass-through entity: 12 500 9. Federal Award Project Description: Offer preservation month activities including tours and awards ceremonies. Complete preservation ordinance revision, including the demolition ordinance. Grant administration and review and compliance. Send staff and commissioners to approved trainings and conferences. 10. Name of Federal awarding agency, pass-through entity, and contact information for awarding official of the pass-through entity: (a) Name of Federal awarding agency: National Park Service (b) Name of pass-through entity: State Parks and Recreation, Oregon (c) Contact information for awarding official of pass-through entity: Christine Curran, Deputy State Historic Preservation Officer State Historic Preservation Office Oregon Parks and Recreation Department 725 Summer Street NE, Suite C Salem, Oregon 97301 11. CFDA Number and Name: 15-904 Historic Preservation Fund Grants in Aid Amount: $12,500 12. Is Award Research and Development? No 13. Indirect cost rate for the Federal award: 0% *For the purposes of this Exhibit, the term "Subrecipient" refers to the Grantee, and the term "pass-through entity" refers to State Parks and Recreation, Oregon. Attachment C Standard Terms and Conditions - Historic Preservation Fund Grants 1. Authority: ORS 358.590 (3) authorizes the Oregon Parks and Recreation Department to award grants for heritage projects throughout Oregon. 2. Compliance with Law: Grantee shall comply with all federal, state and local laws, regulations, executive orders and ordinances applicable to the Agreement or to implementation of the Project, including without limitation, Title 23 U.S.C Section 206, Federal Highway Administration (FHWA) Recreational Trails Program Guidance, FHWA Form-1273 (Attachment C), Oregon's Recreational Trails Program Manual, 2 CFR Part 200, and federal, state, and local program guidelines. 3. Work Plan Approval: Prior to cormnencing the project described in Attachment A, Grantee shall receive approval on a final work plan from the State. 4. Amendments: This Agreement may be amended only by a written amendment to the Agreement, executed by the parties. 5. Employment Practices Clause: In carrying out its responsibilities under this agreement, the Grantee shall not deny benefits to or discriminate against any person on the basis of race, color, creed, religion, national origin; sex, disability, or sexual preference, and shall comply with all requirements of federal and state civil rights statutes, rules and regulations including: • Title VI of the Civil Rights Act of 1964 (42 USC 200d et. seq.). • Section 504 of the Rehabilitation Act of 1973 (20 USC 794). • Title IX of the Education Amendments of 1972 (20 USC 1681 et. seq.). • Americans with Disabilities Act of 1990 (42 USC sections 12101 to 12213). • ORS 659.400 to 659.460 relating to civil rights of persons with disabilities. 6. Compliance with Workers Compensation Laws: All employers, including Grantee, that employ subject workers who provide services in the State of Oregon shall comply with ORS.656.017 and provide the required Worker's Compensation coverage, unless such employers are exempt under ORS 656.126. Employer's liability insurance with coverage limits of not less than $500,000 must be included. Grantee shall ensure that it and each of its subgrantee(s), contractor(s), and subcontractor(s) complies with the insurance requirements provided in Attachment E. 7. Reporting: Grantee shall submit progress reports and a final report as described in the grants manual and on a reporting system provided by State. 8. Grant Payments: Grant funds are awarded by State on a reimbursement basis and only for the Project described in Attachment A, Project Overview. Advance payments may be provided under hardship conditions. In addition to the reimbursement requested upon completion of the Project, Grantee may request a mid-Project reimbursement for costs accrued to date. 9. Matching Funds: The Grantee shall contribute matching funds or the equivalent in labor, materials, or services, which are shown as eligible match in the rules, policies and guidelines for the CLG Grant Program. Volunteer labor used as a match requires a log with the name of volunteer, date volunteered, hours worked, location worked at and rate used for match to be eligible. 10. Records Administration: Grantee shall maintain, or supervise the maintenance of all records necessary to properly account for the payments made to the Grantee for costs authorized by this contract. These records shall be retained by the Grantee for at least six years after the contract terminates, or until all audits initiated within the six years, have been completed, whichever is later. The Grantee agrees to allow Federal and State auditors, and Federal and State Agency Staff, access to all the records related to this contract, for audit and inspection, and monitoring of services. Such access will be during normal business hours, or by appointment. (revised 10/13) 11. Inspection of Equipment and Project Property: Grantee shall permit authorized representatives of State, the Secretary, or their designees to perform site reviews of the Project; and to inspect all Equipment, real property, facilities, and other property purchased and any property on which development work was completed by Grantee as part of the Project services rendered by Grantee. 12. Preservation Agreements and Covenants: Development projects on historic properties are subject to a preservation agreement. 13. Tax Obligations: Grantee will be responsible for any federal or state taxes applicable to payments under this Agreement. 14. Contribution: 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 a party (the "Notified Party") with respect to which the other party ("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. Either 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 the Other Party of the notice and copies required in this paragraph and meaningful opportunity for the Other Party to participate in the investigation, defense and settlement of the Third Party Claim with counsel of its own choosing are conditions precedent to the Other Party's liability with respect to the Third Party Claim. With respect to a Third Party Claim for which the State is jointly liable with the Grantee (or would be if joined in the Third Party Claim the 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 the Grantee in such proportion as is appropriate to reflect the relative fault of the State on the one hand and of the Grantee 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 the State on the one hand and of the Grantee 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. The State's contribution amount in any instance is capped to the same extent it would have been capped under Oregon law if the State had sole liability in the proceeding. With respect to a Third Party Claim for which the Grantee is jointly liable with the State (or would be if joined in the Third Party Claim), the Grantee 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 the State in such proportion as is appropriate to reflect the relative fault of the Grantee on the one hand and of the 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 the Grantee on the one hand and of the 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. The Grantee's contribution amount in any instance is capped to the same extent it would have been capped under Oregon law if it had sole liability in the proceeding. Grantee shall take all reasonable steps to cause its contractor(s) that are not units of local government as defined in ORS 190.003, if any, to indemnify, defend, save and hold harmless the State of Oregon and its officers, employees and agents ("Indemnitee") from and against any and all claims, actions, liabilities, damages, losses, or expenses (including attorneys' fees) arising from a tort (as now or hereafter defined in ORS 30.260) caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Grantee's contractor or any of the officers, agents, employees or subcontractors of the contractor( "Claims"). It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by the contractor from and against any and all Claims. (revised 10/13) I~ 15. Governing Law: The laws of the State of Oregon (without giving effect to its conflicts of law principles) govern all matters arising out of or relating to this Agreement, including, without limitation, its validity, interpretation, construction, performance, and enforcement. Any party bringing a legal action or proceeding against any other party arising out of or relating to this Agreement shall bring the legal action or proceeding in the Circuit Court of the State of Oregon for Marion County. Each party hereby consents to the exclusive jurisdiction of such court, waives any objection to venue, and waives any claim that such forum is an inconvenient forum. 16. Condition for Disbursement: Disbursement of grant funds by OPRD is contingent upon OPRD having received sufficient funding, appropriations, limitations, allotments, or other expenditure authority sufficient to allow OPRD, in the exercise of its reasonable administrative discretion, to make the disbursement and upon Grantee's compliance with the terms of this Agreement. 17. Repayment: In the event that the Grantee spends grant funds in any way prohibited by state or federal law, or for any purpose other than the completion of the project, the Grantee shall reimburse the State for all such unlawfully or improperly expended funds. Such payment shall be made within 15 days of demand by the State. 18. Termination: This contract may be terminated by mutual consent of both parties, or by either party upon a 30- day notice in writing, delivered by certified mail or in person to the other party's contact identified in the Agreement. On termination of this contract, all accounts and payments will be processed according to the financial arrangements set forth herein for approved services rendered to date of termination. Full credit shall be allowed for reimbursable expenses and the non-cancelable obligations properly incurred up to the effective date of the termination. 19. Entire Agreement: This Agreement constitutes the entire Agreement between the parties. No waiver, consent, modification or change of terms of this Agreement 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 Agreement. The Grantee, by signature of its authorized representative on the Agreement, acknowledges that the Grantee has read this Agreement, understands it, and agrees to be bound by its terms and conditions. 20. Notices: Except as otherwise expressly provided in this Agreement, any communications between the parties hereto or notices to be given hereunder shall be given in writing by personal delivery, facsimile, email, or mailing the same, postage prepaid, to Grantee contact or State contact at the address or number set forth in this Agreement, or to such other addresses or numbers as either party may hereinafter indicate. Any communication or notice delivered by facsimile shall be deemed to be given when receipt of the transmission is generated by the transmitting machine, and to be effective against State, such facsimile transmission must be confirmed by telephone notice to State Contact. Any communication by email shall be deemed to be given when the recipient of the email acknowledges receipt of the email. Any communication or notice mailed shall be deemed to be given when received, or five days after mailing. 21. Counterparts: This agreement may be executed in two or more counterparts (by facsimile or otherwise), each of which is an original and all of which together are deemed one agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart. 22. Severability: If any term or provision of this agreement is declared by a court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if this Agreement did not contain the particular term or provision held to be invalid. (revised 10/13) 23. Super Circular Requirements. Grantee will comply with 2 CFR Part 200, or the equivalent applicable provision adopted by the awarding federal agency in 2 CFR Subtitle B, including but not limited to the following: a. Property Standards. 2 CFR 200313, or the equivalent applicable provision adopted by the awarding federal agency in 2 CFR Subtitle B, which generally describes the required maintenance, documentation, and allowed disposition of equipment purchased with federal funds. b. Procurement Standards. When procuring goods or services (including professional consulting services), applicable state procurement regulations found in the Oregon Public Contracting Code, ORS chapters 279A, 279B and 279C or 2 CFR 200.318 through 200.326, or the equivalent applicable provision adopted by the awarding federal agency in 2 CFR Subtitle B, as applicable. c. Contract Provisions. The contract provisions listed in 2 CFR Part 200, Appendix fl, or the equivalent applicable provision adopted by the awarding federal agency in 2 CFR Subtitle B, that are hereby incorporated into this Exhibit. These are, to the extent applicable, obligations of Contractor, and Contractor shall also include these contract provisions in its contracts with non-Federal entities. (revised 10/13) Attachment D Reporting and Payment - Historic Preservation Fund Grants 1. Grant Payments / Reimbursements: Grant funds are awarded by the State and paid on a reimbursement basis, and only for the Project described in this Agreement, and the original Application. To request reimbursement, Grantee shall use OPRD's online grant management system accessible at oprdgrants.org. The request for reimbursement shall include documentation of all project expenses plus documentation confirming project invoices have been paid. The request must also include documentation for all match expenses, as eligible under the rules, policies, and guidelines for the Recreational Trails Program, which may be found at www.oregon.gov/oprd/grants/pages/trails more.aspx. Grantee may request reimbursement as often as monthly for costs accrued to date. A progress report submitted OPRD's online grant management system is required with each reimbursement request. 2. State Fiscal Year-End Request for Reimbursement: Grantee must submit a Progress Report and a Reimbursement Request to OPRD for all Project expenses including matching expenses, if any, accrued up to June 3 0, of each state fiscal year. The State Fiscal Year-End Reimbursement Request must be submitted to OPRD by July 15`n of each year. 3. Reimbursement Terms: The total estimated project cost is included in the grant agreement. Subject to and in accordance with the terms and conditions of this Agreement, OPRD shall provide Grant Funds to Grantee for the project in an amount not to exceed the amount awarded in the grant agreement, whichever is less, for eligible costs of work completed. Grantee shall accept the Grant Funds and provide Match Funds for the Project as required by the grant. 4. Progress Reports: The Grantee shall report to OPRD regarding the status and progress of the project as follows: For the year one period beginning March 15, ending June 30: report is due July 15 For the year one/two period beginning July 1, ending June 30: report is due July 15 For the year two period beginning July 1, ending August 31: report is due September 15 Progress Reports shall be submitted using OPRD's online grant management system accessible at oprdgrants.org. 5. Agreement Period: The effective date of this Agreement is the date on which it is fully executed by both parties unless noted otherwise on the Notice to Proceed letter. Unless otherwise terminated or extended, the Project shall be completed by March 31, 2020. This Agreement shall expire on the date final reimbursement payment is made by OPRD to Grantee. No grant funds shall be available for any expenditures after the Project Completion Date. 6. Retention: OPRD shall disburse up to 90 percent of the Grant Funds to Grantee on a cost reimbursement basis upon approval of invoices submitted to OPRD. OPRD will disburse the final 1.0 percent of the Grant Funds upon approval by OPRD of the completed Project and Final Report. 7. Final Report: Grantee must submit a Final Progress Report, a Final Reimbursement Request and digital pictures of the completed project to OPRD within 45 days of the Project Completion Date or the required deadlines, whever is first.. OPRD may, at its sole discretion, conduct appropriate inspections of the Project within a reasonable time following submission of the Final Report. Grantee shall assist OPRD and cooperate fully to the satisfaction of OPRD with all inspections that OPRD conducts. (revised 10/13) ATTACHMENT E Insurance Requirements GENERAL. Grantee shall require in its first tier contracts (for the performance of work on the Project) with entities that are not units of local government as defined in ORS 190.003, if any, to: i) obtain insurance specified under TYPES AND AMOUNTS and meeting the requirements under ADDITIONAL INSURED, "TAIL" COVERAGE, NOTICE OF CANCELLATION OR CHANGE, and CERTIFICATES OF INSURANCE. before performance under the contract commenc3/12/2018es, and ii) maintain the insurance in full force throughout the duration of the contract. The insurance must be provided by insurance companies or entities that are authorized to transact the business of insurance and issue coverage in the State of Oregon and that are acceptable to the Oregon Parks and Recreation Department ("OPRD" Grantee shall not authorize work to begin under contracts until the insurance is in full force. Thereafter, Grantee shall monitor continued compliance with the insurance requirements on an annual or more frequent basis. Grantee shall incorporate appropriate provisions in the contracts permitting it to enforce compliance with the insurance requirements and shall take all reasonable steps to enforce such compliance. In no event shall Grantee permit work under a contract when Grantee is aware that the contractor is not in compliance with the insurance requirements. As used in this section, "first tier" means a contract in which the Grantee is a party. TYPES AND AMOUNTS. i. WORKERS COMPENSATION. Insurance in compliance with ORS 656.017, which requires all employers that employ subject workers, as defined in ORS 656.027, to provide workers' compensation coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Employers liability insurance with coverage limits of not less than $500,000 must be included. ii. COMMERCIAL GENERAL LIABILITY. Commercial General Liability Insurance covering bodily injury, death, and property damage in a form and with coverages that are satisfactory to OPRD. This insurance shall include personal injury liability, products and completed operations. Coverage shall be written on an occurrence form basis, with not less than the following coverage amounts: Bodily Injury, Death and Property Damage: $1,000,000 per occurrence (for all claimants for claims arising out of a single accident or occurrence). iii. AUTOMOBILE Liability Insurance: Automobile Liability. Automobile Liability Insurance covering all owned, non-owned and hired vehicles. This coverage may be written in combination with the Commercial General Liability Insurance (with separate limits for "Commercial General Liability" and "Automobile Liability"). Automobile Liability Insurance must be in not less than the following amounts : Bodily Injury, Death and Property Damage: $1,000,000 per occurrence (for all claimants for claims arising out of a single accident or occurrence). ADDITIONAL INSURED. The Commercial General Liability Insurance and Automobile Liability insurance must include the State of Oregon, OPRD, its officers, employees and agents as Additional Insureds but only with respect to the activities to be performed under the contract. Coverage must be primary and non-contributory with any other insurance and self-insurance. "TAIL" COVERAGE. If any of the required insurance policies is on a "claims made" basis, such as professional liability insurance, either "tail" coverage or continuous "claims made" liability coverage must be maintained, provided the effective date of the continuous "claims made" coverage is on or before the effective date of the contract, for a minimum of 24 months following the later of : (i) the contractor's completion and Grantee's acceptance of all services required under the subagreement or, (ii) the expiration of all warranty periods provided under the contract. Notwithstanding the foregoing 24-month requirement, if the contractor elects to maintain "tail" coverage and if the maximum time period "tail" coverage reasonably available in the marketplace is less than the 24-month period described above, then the contractor may request and OPRD may grant approval of the maximum "tail " coverage period reasonably available in the marketplace. If OPRD approval is granted, the contractor shall maintain "tail" coverage for the maximum time period that "tail" coverage is reasonably available in the marketplace. NOTICE OF CANCELLATION OR CHANGE. The contractor or its insurer must provide 30 days' written notice to Grantee before cancellation of, material change to, potential exhaustion of aggregate limits of, or non- renewal of the required insurance coverage(s). CERTIFICATE(S) OF INSURANCE. Grantee shall obtain from the contractor a certificate(s) of insurance for all required insurance before the contractor performs under the contract. The certificate(s) or an attached endorsement must specify: i) all entities and individuals who are endorsed on the policy as Additional Insured and ii) for insurance on a "claims made" basis, the extended reporting period applicable to "tail" or continuous "claims made" coverage. i i Council Business Meeting April 17, 2018 Title: Liquor License Application for Mix Sweet Shop Inc. From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: This is a request for approval of a Liquor License Application from Mix Sweet Shop Inc. located at 1602 Ashland Street. Actions, Options, or Potential Motions: I move to approve the Liquor License for Mix Sweet Shop Inc. 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 6.32 Liquor License Review Backp_round and Additional Information: This is an application for a new Liquor License. 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 1 of I CITY OF -ASHLAND ~EI~ED OREGON LIQUOR CONTROL COMMISSION 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 By Full On-Premises, Caterer L5 ❑ 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 Application received by ❑ Limited On-Premises ❑ Off-Premises Date ❑ Off-Premises with Fuel Pumps Warehouse 2 201 ❑ License Action: ❑ Wholesale Malt Beverage & Wine (WMBW) ❑ Winery i 1 / wiEC'F 'tsD RE'::ivi'vA!_ O c iC 1. LEGAL ENTITY (example: corporation or LLC) or_INDI_VIDUAL(S) applying for the license: Applicant #1 Applicant #2 N i Sw'e't S I' I h & . Applicant #3 Applicant #4 2. Trade Name of the Business (the name customers will see): 3. Business Location: Number and Street City /IoDZ County 0k1 ZIP 7' 4. Is the business at this location currently licensed by the OL ? Yes No 5. Mailing Address (where the OLCC will send your mail): r, J PO Box, Number, Street, Rural Route City State ZIP 6. Phone Number of the Business Location: 7. Contact Person for this Application: Name n d ot, Phone Number IT4c 48S 9 8 S Mailing Address, City, State, ZIP Email _4.04 (_l~J1 ~6 4 S1rj . Cc►_W_V1 I understand that4Aarijuana (such as use, consumption, ingestion, inhalation, samples, give-away, sale, etc.) is Rrohibited on the licensed premises. Signature of Applicant #1 Signature of Applicant #2 Signature of Applicant # Signature of Applicant #4 i OLCC Liquor License Application (Rev. 06/2017) t Council Business Meeting April 17, 2018 Title: 2017/19 Supplemental Budget & Resolution From: Mark Welch Director of Administrative Services mark.welch@ashland.or.us Summary: It is necessary to amend the 2017/19 biennial budget in order to transfer funds from the Central Services Contingency budget to the City Recorder to pay for the cost of the March 13th Recall Election. Actions, Options, or Potential Motions: I move to adopt a Resolution authorizing a 2017/19 supplemental budget. Staff Recommendation: That Council adopt the attached resolution to authorize proposed changes as defined within this report for a 2017/19 supplemental budget. Policies, Plans and Goals Supported: Administrative/Governance goal: "To ensure on-going fiscal ability to provide desired and required services at an acceptable level' Background and Additional Information: Oregon budget law (ORS 294.471) provides for mid-year amendments to the budget through the supplemental budget process. This supplemental budget contains a transfer of appropriation from one category to another which does not increase nor decreases the original budget. Because these proposed changes consist of transfers only, Oregon budget law allows adoption by Council resolution with no public hearing requirement. For additional detail, please refer to the attached "Budget Transfer Request" forms which provide a revenue source, expenditure account and brief description of the request. The following illustrates the proposed budget changes: Page 1 of 2 CITY OF -ASHLAND Transfers: Appropriation Resource Central Service Fund City Recorder 24,582 Contingency 24,582 $ 24,582 $ 24,582 Attachments: Resolution adopting the supplemental budget Staff budget transfer requests & invoice Page 2 of 2 CITY OF -ASH LAN D RESOLUTION NO. 2018-08 A RESOLUTION ADOPTING A SUPPLEMENTAL BUDGET FOR CHANGES TO THE 2017/19 BIENNIAL BUDGET Recitals: ORS 294.471 permits the governing body of a municipality to make a supplemental budget for one or more of the following reasons: a. An occurrence or condition which had not been ascertained at the time of the preparation of a budget for the current year which requires a change in financial planning. b. A pressing necessity which was not foreseen at the time of the preparation of the budget for the current year which requires prompt action. c. Funds were made available by another unit of federal, state or local government and the availability of such funds could not have been ascertained at the time of the preparation of the budget for the current year. THE CITY OFASHLAND RESOLVESAS FOLLOWS: Section 1. In accordance with provisions stated above, the Mayor and City Council of the City of Ashland determine that it is necessary to adopt a supplemental budget, establishing the following amendments: Transfers: Appropriation Resource Central Service Fund City Recorder 24,582 Contingency 24,582 $ 24,582 $ 24,582 Section 2. All other provisions of the adopted 2017-2019 BIENNIUM BUDGET not specifically amended or revised in this Supplemental Budget remain in full force and effect as stated therein. Section 3. This resolution was duly PASSED and ADOPTED this 17th day of April, 2018, and takes effect upon signing by the Mayor. Melissa Huhtala, City Recorder SIGNED and APPROVED this day of April, 2018. Page I of 2 John Stromberg, Mayor Reviewed as to form: David Lohman, City Attorney Page 2 of 2 CITY C 3F -ASHLAND Budget Transfer Request Date: 4/9/2018 Department: City Recorder Explanation of request: I 'r To cover unanticipated special election cost. Transfer From Account Number Line Item Name Amount 990710.905000 Contiengenc $24,582.00 Total Amount of Transfer $ 24,582.00 Transfer To Account Number Line Item Name Amount 040000.604300 Elections $ 24,582.00 Total Amount of Transfer $ 24,582.00 Requested B : Approved By: Department Head Jackson County, Oregon COUNTY CLERK COUNTY CLERK Christine D. Walker ELECTIONS (541) 774-6148 Invoice Date: April 5, 2018 Invoice Number: 2018-1 Bill to: City of Ashland Notes: Recall Election 2018 QTY ITEM COST 1 March 13, 2018 Recall Election $24,581.76 TOTAL DUE: $249581.76 Please make all checks payable to Jackson County Elections. Due Upon Receipt Thank You Approved for Payment Signature _ PO # Account # Qq p Q Qq Date I t t l4 _ PLEASE RETURN To PAYABI_ES Fax (541) 774-6140 Elections 1101 W. Main St., Suite 201 Medford, Oregon 97501 Jackson County, Oregon COUNTY CLERK COUNTY CLERK Christine D. Walker ELECTIONS (541) 774-6148 City of Ashland Attn: Melissa Huhtala, Recorder 20 East Main St Ashland, OR 97520 April 5, 2018 Re: Election Billing Enclosed is your invoice for the cost of the March 13, 2018 Recall Election. If you have any questions, please feel free to contact our office at your convenience. Sincerely, Jackson County Elections i I { 3 i~ l l A I Fax (541) 774-6140 Elections 1101 W. Main St., Suite 201 Medford, Oregon 97501 I Council Business Meeting April 17, 2018 Public Hearing on the 2018 Community Development Block Grant Award and CDBG Action Plan Development and Affordable Housing Title: Trust Fund Award From: Linda Reid Housing Program Specialist Linda.reid@ashland.or.us Summary: The City of Ashland received eight proposals for the award of $294,413 in Community Development Block Grants, and $366,000 in Affordable Housing Trust Funds on February 16, 2018. The Housing and Human Services Commission reviewed the proposals received on March 22, 2018 and have forwarded recommendations for the Council's consideration regarding the allocation of both CDBG and Affordable Housing Trust Funds. Community Development Block Grant Funds: The City offered a total of $294,413 in Community Development Block Grant (CDBG) funds for award to eligible applicants. The total amount of CDBG funds available to award to capital improvement projects in Program year 2017 is $294,413. Of this amount $23,808, may be awarded to Public Service activities (which is 15% of the anticipated 2018 Program Year allocation). The City has received three CDBG applications totaling $81,653, one application for capital improvement totaling $49,653 and two applications for public service funding totaling $32,000 The anticipated CDBG allocation to the City of Ashland for the 2018-2019 Program Year is $158,726. Of this amount 20% is reserved for program administration ($31,745), leaving $126,981 in funds available for to award to eligible activities. The City also had $167,432 in funds from prior program year's unspent funding that may also be awarded to eligible projects benefiting Ashland's low-income population. Proposals Received: The City of Ashland has received three applications for the competitive 2018 CDBG funds. The applications received are attached and include the following: • St. Vincent De Paul (SVDP)-$20,000 requested to fund emergency rent and deposit assistance for qualified low income households in an effort to prevent homelessness. • Maslow Proiect-$12,000 requested for outreach and case management for homeless youth enrolled in the Ashland school district. • Ashland Housing Opportunities-$49,653 requested to improve energy efficiency of a housing unit serving five adults with disabilities. CDBG funds will be available upon HUD's approval of the 2018 Action Plan, and upon the completion of any regulatory requirements including but not limited to environmental review clearance. Upon completion of the Action Plan a public hearing for review and approval will be Pagel of 5 CITY OF ASHLAND held by the Housing and Human Services Commission to ensure consistency with the awards designated by the City Council. HUD must review the annual Action Plan submitted by the City to ensure the activities funded are consistent with federal requirements, and with Ashland's Consolidated Plan for use of CDBG funds. The Housing and Human Services Commission reviewed the CDBG applications at its regular meeting on March 22°d. Both the staff and the Housing and Human Services Commission recommendations are provided in the recommendations section below. Staff's evaluation criteria are detailed more fully in the attached evaluation. Affordable Housing Trust Funds: A total of approximately $366,000 in AHTF is available to distribute to applicants for projects meeting the priorities identified by resolution 2008-34, and which are consistent with the City of Ashland 2015-2019 Consolidated Plan priorities. The City received five applications totaling $621,338 for the $366,000 in competitively available Affordable Housing Trust Funds (AHTF). Staffs assessment of each of the proposals received, and recommendations regarding the allocation of the 2018 AHTF funds are provided in the attached staff evaluations. A breakdown of funding recommendations from both staff and the Housing and Human Services commission can be found on the following pages. Proposals Received: The City of Ashland has received five applications for competitive Affordable Housing Trust funds. The applications received are attached and include the following: • Columbia Care-$366,000 requested to purchase land on which to build 24 units of affordable housing to serve peoples experiencing mental illness on Ashland Street behind Rogue Federal Credit Union's new building. • Options for Homeless Residents of Ashland (OHRA)-586,338 requested to build capacity and enhance and expand existing housing programs. • Options for Homeless Residents of Ashland (OHRA)-$19,000 requested for predevelopment activities to assess the best use of 2.39 acres of land on Washington Street. • Options for Homeless Residents of Ashland (OHRA)-$100,000 requested to complete the purchase of 2.39 acres to be developed as permanent supportive housing. • Rogue Valley Habitat for Humanity-$50,000 (amended from $250,000) requested to purchase five lots on which to build ownership housing for low income households. Actions, Options, or Potential Motions: Public Service Grant funding (a maximum of 15% of the total annual CDBG allocation) Available Requested Staff HHSC $23,808 Recommendation Recommendation SVDP $20,000 $16,655 $16,655 Maslow Project $12,000 $7,143 $7,143 Remaining Balance NA 0 0 Page 2of5 CITY OF ASHLAND I CDBG Capital Grant Fundin Available Requested Staff HHSC $270,605 ($294,413 less Recommendation Recommendation 23,808 for Public Service funded activities) Ashland Housing $49,653 $49,653 $49,653 Opportunities Columbia Care* $0 $100,000 $100,000 Habitat for Humanity** $0 $50,000 $50,000 OHRA I (Capacity Building) $0 $0 $0 ORHA 2 (Pre-Development) $0 $0 $0 OHRA 3 (Land Acquisition) $0 $0 $0 Remaining Balance NA $70,952 $70,952 Affordable Housing Trust Fund Available Requested Staff HHSC $366,000 Recommendation Recommendation Columbia Care $366,000 $300,000 $300,000 Habitat for Humanity $50,000 $0 $0 OHRA 1 (Capacity Building) $86,338 $0 $0 ORHA 2 (Pre-Development) $19,000 $19,000 $19,000 OHRA 3 (Land Acquisition) $100,000 $0 $0 Remaining Balance NA $47,000 $47,000 *Neither Columbia Care nor Habitat applied for CDBG funding, however there were more applicants for AHTF funds then there were funds available, and the City has prior years unspent CDBG funding which can be allocated to projects which can expend the funds quickly. **Staff is recommending that Habitat be provided a reservation of 2018 program funds which will not be available until after July 1, 2018 as that project is not ready to proceed at this time. Any award to this project would be contingent upon land use approval to create saleable lots and environmental review approval. Suggested Motion: I move to direct staff to draft the 2018 Annual Action Plan for the use of Community Development Block Grant funds reflecting the award of CDBG funding as follows: • Award $ to St. Vincent De Paul-Home Visitation Program. • Award $ to Maslow Project. • Award $ to Ashland Housing Opportunities • Award $ to Columbia Care • Award $ to Rogue Valley Habitat for Humanity I move to award Affordable Housing Trust Funds as follows: • Award $ to Columbia Care. • Award $ to Options for Homeless Residents of Ashland Proposal # 1. • Award $ to Options for Homeless Residents of Ashland Proposal 92. • Award $ to Options for Homeless Residents of Ashland Proposal 43. • Award $ to Rogue Valley Habitat for Humanity Page 3 of 5 CITY OF ASHLAND Staff Recommendation: See tables above. Resource Requirements: The CDBG program is funded by Federal grants through HUD and no City of Ashland funds will be used for CDBG activities. In addition, 20% of the annual grant award will be made available to cover administrative costs associated with carrying out grant administration and CDBG program requirements. The AHTF grants are funded through a portion of the proceeds from the Marijuana Tax (up to $100,000 annually) as well as prior revenue dedicated to the fund from the sale of surplus city property and repayment of CDBG rehabilitation loans. Any Community Development Block Grants and/or Affordable Housing Trust Funds that are not awarded at this time would remain available for distribution through the 2019 annual award cycle, or may be used to support eligible actives as directed by the City Council over the coming year. Policies, Plans and Goals Supported: 2. Promote effective citizen communication and engagement. 2.1 Engage community in conversation about core services, desired service levels and funding mechanisms. 5. Seek opportunities to enable all citizens to meet basic needs. 5.2 Support and promote, through policy, programs that make the City affordable to live in. 5.2. a. Pursue affordable housing opportunities, especially workforce housing. Identify specific incentives for developers to build more affordable housing. 5.3 Leverage partnerships with non-profit and private entities to build social equity programming. 6. Develop supports to enable citizens to age in Ashland 6.1 Support and augment existing programs. 7. Keep Ashland a family-friendly community. 7.1 Support educational and enrichment programs in the community. 7.3 Support land-use plans and policies that encourage family-friendly neighborhoods. Backilround and Additional Information: The City of Ashland is an entitlement jurisdiction and receives a direct allocation of Community Development Block Grant (CDBG) funds from the Department of Housing and Urban Development (HUD). The City of Ashland provides Community Development Block Grant funds to eligible affordable housing providers and non-profit organizations for capital improvement and public service projects within the City of Ashland. The City Council is to evaluate the four proposals requesting CDBG funds. Upon review of the proposals, and after taking public testimony at a public hearing, the Council shall award funding to the selected applicant(s). This is the first year that the City of Ashland has offered Affordable Housing Trust funds. The City of Ashland Affordable Housing Trust Fund was created to keep the Ashland community Page 4 of 5 CITY OF ASHLAND diverse by facilitating the production and preservation of affordable housing throughout Ashland. The primary purpose of the AHTF is to encourage the creation of housing for homeownership or rent, at a cost that will enable low and moderate income families to afford quality housing while paying no more than thirty percent of gross household income on housing. To promote the rehabilitation, preservation and production of quality, well designed rental and ownership housing the AHTF will award funds to community development partners that are furthering the AHTF mission. Attachments: CDBG Staff evaluation March 22. 2018 AHTF Staff evaluation March 22. 2018 Maslow Project Proposal St Vincent De Paul Proposal Ashland Housing Opportunities Proposal Columbia Care Proposal Options for Homeless Residents of Ashland Proposal #1 Options for Homeless Residents of Ashland Proposal #2 Options for Homeless Residents of Ashland Proposal #3 Rogue Valley Habitat for Humanity Proposal Draft Housing and Human Services Commission Meeting Minutes. March 22. 2018 Page 5of5 CITY OF ASHLAND Council Business Meeting April 17, 2018 Title: 475 E. Nevada St. Continuation of Hearing From: Bill Molnar Director of Community Development bill. molnar(cD_ashland.or.us Derek Severson Senior Planner derek.severson(a)-ashland.or.us Summary: At the March 20, 2017 business meeting the Council continued a land use public hearing and first reading of an ordinance for a proposed Comprehensive Plan Map Amendment and Zone Change for the properties located at 475 East Nevada Street to April 17th. This continuation was to allow time for the applicants and staff to meet and discuss issues raised by Council during the hearing. The issues raised were largely focused on affordability requirements. Staff and the applicants are continuing to evaluate the issues raised at the March 20th hearing and have determined it would be best to continue to the May 1st business meeting. Actions, Options, or Potential Motions: The Council can choose to continue the matter to May 1St, or could re-open the hearing and deliberate to a decision at the April 17th meeting. Staff and the applicants are continuing to evaluate the issues raised at the March 20th hearing and have determined it would be best to continue to the May 1St business meeting. "I move to continue the land use public hearing and first reading of an ordinance for a proposed Comprehensive Plan Map Amendment and Zone Change for the properties located at 475 East Nevada Street to the next business meeting at 7:00 p.m. on May Isr " Staff Recommendation: Staff recommends that the item be continued to a date and time certain. Resource Requirements: By continuing this item to a date and time certain, the Council avoids the expense and delay associated with re-noticing a hearing at an unspecified later date. Policies, Plans and Goals Supported: Council Goals 5.2.a Pursue aff brdable housing opportunities, especially tirorkforce housing. Identify specific incentives for developers to build more affordable housing. Page I of 2 CITY OF -ASHLAND Comprehensive Plan Elements: Element VI - Housing 6.10 Ensure a variety of dwelling types and provide housing opportunities for the total cross-section of Ashland's population, consistent with preserving the character and appearance of the city. 6.11.1.b Allow a wide variation in site-built housing types through the use of the City's Performance Standards Ordinance. The use of attached housing, small lots and common open spaces shall be used where possible to develop more moderate cost housing and still retain the quality of life consistent with Ashland's character. North Mountain Neighborhood Plan Purpose 18.3.5.01O.A This district is designed to provide an environment suitable for traditional neighborhood living, working, and recreation. The NM district and Neighborhood Plan is a blueprint for promoting a variety of housing types, mixed-use developments, neighborhood oriented businesses, and community services in a manner which enhances property values and preserves open spaces and significant natural features. The purpose of the Neighborhood Plan is to provide a comprehensive set of design standards, policies, and regulations to guide future development within the identified area. Through the use of the standards a greater sense of neighborhood can be accomplished, as well as accommodating all. forms of transportation, including walking, bicycling, and transit. Background and Additional Information: During the March 20th hearing, the applicants had requested exceptions to a number of the City's affordability requirements, including the clustering of affordable units, timing of affordable unit completion, comparable construction and amenities for affordable units, term of affordability and maximum purchase price. A number of these exceptions were not part of the proposal when it was considered by the Planning Commission. Councilors questioned whether it would be appropriate to require additional affordable units to offset the request by the applicants to reduce the period of affordability; how the logistics of the proposal might work if the applicants ultimately had to build the housing themselves rather than relying on a non-profit partner; and whether the applicants would be willing to incorporate "universal design" or "life-long housing" certification for at least some of the proposed units. The Council continued the matter to the April l 7th regular meeting with the understanding that staff and the applicants would meet and attempt to better address these issues. Attachments: None. Page 2 of 2 CITY OF ASHLAND Council Business Meeting April 17, 2018 Title: Disposition of Surplus Property - 380 Clay St From: Adam Hanks Interim City Administrator Adam. hanks@ashland.or.us Summary: Staff is requesting Council approval to complete the sale of a City owned property formally addressed as 380 Clay St, which via land partition is now a separate taxlot (39 1 E 11 C 2505), to the Housing Authority of Jackson County (HAJC). Council formally declared the property surplus at its March 6, 2018 business meeting. The property is a remnant parcel from an original 10 acre property acquisition from November of 2008 that resulted in a significant affordable housing project, preservation of wetland and Park/Open Space acquisition. The proposed sale to HAJC will facilitate additional affordable housing units in the near future, as well as provide additional housing funding in the future with property sale proceeds going into the City's Housing Trust Fund. Actions, Options, or Potential Motions: I move to authorize the Interim City Administrator to execute the attached contract for the sale of tax lot 391 El IC2505 to the Housing Authority of Jackson County and direct net proceeds from the sale to the City's Housing Trust Fund. Staff Recommendation: Staff recommends and supports the sale of this property to HAJC, as well as reserving the net proceeds for future additional investment in affordable housing for the community by directing the funds be placed in the Housing Trust Fund. HAJC has a strong track record for developing and completing projects and has been a great working partner throughout the elongated negotiation period on this property. Policies, Plans and Goals Supported: Council Goal 44 - Evaluate real property and facility assets to strategically support city mission and goals 4.1. Identify and evaluate underperforming assets Council Goal 45 - Seek opportunities to enable all citizens to meet basic needs 5.2 Support and promote, through policy, programs that make the City affordable to live in 5.2a. Pursue affordable housing opportunities. especially workforce housing. Identify specific incentives for developers to build more affordable housing Page 1 of 3 CITY OF -ASH LAN D Background and Additional Information: As noted above, the parent 10 acre parcel was acquired by the City in November of 2008 with several primary intents, foremost being a partnership with HAJC to develop a significant affordable housing project on four of the ten acres. This resulted in 60 units of affordable housing for the Ashland community. Additionally, approximately one acre of wetland was preserved/enhanced and became publicly owned. In a subsequent transaction in February of 2011, the City and the Parks and Recreation Commission agreed to a land transfer that resulted in the creation of a 3.18 acre parcel of land for future Parks/Open Space to the east of the HAJC project site. What remained in City ownership was the original house and barn on what was then a just under one acre (.91 ac) parcel with fully improved City services along its northerly boundary (street, curb, gutter, water, sewer, electric, etc). Also present on this parcel is a significant cottonwood tree which generated a good deal of discussion and debate regarding its site and community value, its overall condition and its impact on further housing development potential for the site. Due to the tree and other considerations, the HAJC offered to purchase the portion of the property to the east of the house and tree. With an objective of maximizing the housing development potential of this now reduced total acreage, an adjustment of the road connection between Villard and McCall Streets was adjusted to add approximately 7,000 square feet to the parcel to make up for the loss of the 14,000 square feet that contains the house and tree. Sales Contract The proposed sales price of the newly adjusted (no house/tree) property is based on a tentatively agreed proposed offer price of $325,000 for the original .92 acre site, which is estimated to be a "pass through" square footage proportioned amount based on the original acquisition cost of the 10 acre parcel. With the final adjustments to the parcel; the removal of the house/tree portion and the 7,000 square foot addition to the rear (east), the adjusted sales price based on the original $8.11 per square foot comes to $268,238. As a condition of the partition that created the final current parcel configuration, the City agreed to bear the costs of some utility re-routing and the installation of the short road/alley connection between Villard and McCall Streets. Much of the utility work has already been completed and the final road connection will be completed in conjunction with development of the site. Staff proposed that the gross proceeds be utilized to re-pay the enterprise funds involved in the utility relocation as well as the future road connection, with the resulting net proceeds being placed in the Housing Trust Fund for future housing related funding. It is estimated that the net proceeds to the Housing Trust Fund will between $200,000 and $225,000. Page 2 of 3 CITY OF -ASHLAND Attachments: Declaration of Surplus Property - March 6. 2018 Planning Commission Findings and Orders - Partition creating taxlot 2505 Final Partition Plat Map (P-05-2017) Sales Contract Addendum Page 3 of 3 C I T Y OF -ASHLAND i i ASHLAND PLANNING DIVISION ' f I FINDINGS & ORDERS i' PLANNING ACTION: PA-2016-00537 SUBJECT'PROPERTY: 380 Clay Street OWNER/APPLICANT: City of Ashland/ Dave Kanner, City Administrator DESCRIPTION: A request for aminor Land Partition and Boundary Line Adjustment at 380 Clay Street to create three parcels by dividing the two existing parcels into a three parcel configuration. COMPREHENSIVE PLAN DESIGNATION: Multifamily Residential; ZONING: R-2; ASSESSOR'S MAP: 39 lE 11C TAX LOTS: 2500 & 2504 i SUBMITTAL DATE: March 22, 2016 DEEMED COMPLETE DATE: April 6, 2016 STAFF APPROVAL DATE: May 6, 2016 7 FINAL DECISION DATE: May 18, 2016 APPROVAL EXPIRATION DATE: November 18, 2016 I i DECISION The subject properties are a combined 4.1 acres and are located east of Clay Street, south of Villard St., I and east of Engle St. The properties include the original farm house and barn at 380 Clay Street and a public park located east of Engle Street. The application is for a land partition approval to divide the subject property into three parcels. Parcel labeled number one, the eastern most lot, will be 112,027 square feet. The middle lot, parcel number two, will be 33,730 square feet and parcel three is proposed to be 14,000 square feet. All of the proposed parcels exceed the R-2 zone's minimum 5,000 square foot lot size, comply with the dimensional requirements of the Unified Land Use Ordinance (ULUO). Vehicular access to the new parcels will be determined through application of the Site Development and I Design review associated with any future development proposals. As presented Villard Street and Engle i Street each provide sufficient frontages to enable the development of each proposed parcel consistent with Ashland's access management standards relating to driveway spacing. The proposed partition will provide for a 24 foot wide public access easement to connect the intersection j of Villard and Engle Streets to McCall Drive with an alley extension upon development of Parcel 2. This new alley is consistent with the prior planning conditions of approval (PA 2013-00104): 4) That a 20 foot wide right-of-way for the completion of the McCall Drive alley improvements shall be provided for on final survey plat. f The proposed alley extension of McCall Drive will bisect Parcel 1 and 2, within a newly dedicated 24' right of way. Although the original condition of approval only stipulated a 20' right of way, the current proposal proposed a 24' width to allow for a turning radius within the ally that is more conducive to fire apparatus access. However it is anticipated that the actual paved alley width within this right of way will be the minimum necessary to comply with the alley street standard. As the final location of the alley, and relocation of utilities adjacent to it, will be installed in advance or in conjunction with the development of Parcel 2, the requisite Right of Way, and public utility easements necessary for their installation shall be indicated on the final survey plat. This future alley may also be utilized to provide 2016-00537 380 Clay Sttblg Page 1 i_ vehicular access to parcels 2 and 3. Two existing accessory buildings are located on Parcel 2 as proposed (barns). The creation of this new parcel will necessitate the removal of these existing barns in the future event Parcel 2 is to be sold and under separate ownership of the home on parcel 3. Demolition of these structures may require a Demolition Permit unless they are declared to be dangerous under the Uniform Code for the Abatement of Dangerous Buildings. Parcel 3 as proposed contains a 1053 square foot, vacant, dilapidated farmhouse (circa 1890). The home has experienced decades of differed maintenance, is in significant disrepair, and may ultimately need to be demolished to allow for residential use of the property. Additionally Parcel 3 includes a large Fremont Cottonwood (Populus fremontii) with an approximate breast height diameter of 72 inches. This tree was designated by the City as Tree of the Year for 2013. The application notes that this tree is to be retained as part of the minor land partition proposed. Tree was initially identified for preservation as part of the original annexation and subdivision approval (Planning Action #2009-00043). Therefore a condition is included in this approval to clarify that although the tree will be located on a parcel occupied by a single family home as a result of this partition, it shall not be considered eligible for the Exempt Tree Removal process, and would remain subject to Tree Removal Permit r equirement if a future owner proposed removal. The utilities necessary to service both parcels are available in the adjacent right-of-ways and will be installed at the time of the development of the parcels. Additionally, the sidewalks along Villard Street will be installed at the time of the Site Review for the Multi-family development and sidewalks along Engle Street will be installed along the frontage of the park property development. The utility and sidewalk installation is dependent on the final design of the multi-family development and the park development and those improvements are best installed at the time of those developments. The City received limited public comments during the 14-day public comment period which were considered in evaluation of the partition request. Comments received related to potential traffic generation from the future development of the properties. Staff finds that the existing street facilities serving the properties are presently adequate to accommodate development of the site, provided Engle and Villard Street are ultimately improved to include sidewalks, and park rows, consistent. with Ashland's Street Standards. The future development of Parcels 2 and 3 as presented in the application will require Site Review approval through separate planning applications, and will be required to improve their respective street frontages at that time. The partition proposal does not modify the zoning of the property and as such the existing R-2 multifamily zone residential density allowance remains unchanged. The original 10 acre property acquired by the City and the Housing Authority of Jackson County had a prior approval for a total of 117 units. In order to accommodate anticipated traffic generated from a 117 unit subdivision, the original approval triggered the installation of a turning lane at the intersection of Clay Street and Ashland Street to facilitate right hand turns and reduce vehicular stacking at this intersection. This turn lane was installed in conjunction with the 60 unit development referred to as Snowberry Brook. The total combined development capacity of Parcels 2 and 3 as presented is approximately 15-23 units (depending on density bonus requests that may be sought). Therefore the total anticipated housing development on 2016-00537 380 Clay St(blg Page 2 i the 10 acre ro ertis expected to be 75-83 units, which is substantially less than less than the originally P P Y ~ Y approved 117 unit annexation. Given the street system was deemed to be adequate, with the turning lane improvement noted above, it is expected to be considered sufficient with the full build out of the remaining property at 380 Clay Street. i Upon review of the application and the applicable code requirements of the City of Ashland, the proposed minor land partition is approved with conditions listed below. i I The criteria for a Preliminary Partition Plat are described in AMC Chapter 18.5.3.050, as follows: A. The future use for urban purposes of the remainder of the tract will not be impeded. B. The development of the remainder of any adjoining land or access thereto will not be impeded. C. The partition plan conforms to applicable City-adopted neighborhood or districtplans, if any, and any previous land use approvals for the subject area. D. The tract of land has not been partitioned for 12 months. j E. Proposed lots conform to the requirements of the underlying zone, per part 18.2, any applicable overlay zone requirements, per part 18.3, and any applicable development standards, per part 18.4,(e.g.; parking and access, tree preservation, solar access and orientation). F. Accesses to individual lots conform to the standards in section 18.4.3.080 Vehicle Area Design. See also, 18.5.3.060 Additional Preliminary Flag Lot Partition Plat Criteria. G. The proposed streets, utilities, and surface water drainage facilities conform to the street design standards and other requirements in part 18.4, and allow for transitions to existing and potential future development on adjacent lands. The preliminary plat shall identify all proposed public improvements and dedications. H. Unpaved Streets. j 1. Minimum Street Improvement. When there exists a 20 foot wide access along the entire street frontage of the parcel to the nearest fully improved collector or arterial street, as designated in the Comprehensive Plan, such access shall be improved with an asphaltic concrete pavement designed for the use ofthe proposed street. The minimum width ofthe street { shall be 20 feet with all work done under permit of the Public Works Department. 2. Unpaved Streets. The Public Works Director may allow an unpaved street for access for a land partition when all of the following conditions exist. a. The unpaved street is at least 20 feet wide to the nearest fully improved collector { or arterial street. The City may require the street to be graded (cut and filled) to its I standard physical width, and surfaced as required in chapter 18.4.6prior to the signature { of the final partition plat by the City. b. The centerline grade on any portion of the unpaved street does not exceed ten percent. i C. The final elevation of the street shall be established as specified by the Public Works Director except where the establishment of the elevation would produce a j substantial variation in the level of the road surface. In this case, the slope of the lot shall c be graded to meet the final street elevation. d Should the partition be on an unpaved street and paving is not required, the applicant shall agree to participate in the costs and to waive the rights of the owner of the subject property to remonstrate both with respect to the owners agreeing to participate in the cost of full street improvements and to not remonstrate to the formation of a local improvement district to cover such improvements and costs thereof. Full street 2016-00537 380 Clay SUblg Page 3 improvements shall include paving, curb, gutter, sidewalks, and the undergrounding of utilities. This requirement shall be precedent to the signing of the final survey plat, and if the owner declines to so agree, then the application shall be denied L Where an alley exists adjacent to the partition, access may be required to be provided from the alley and prohibited from the street. J. Required State and Federal permits, as applicable, have been obtained or can reasonably be obtained prior to development. ~I 2016-00537 380 Clay SWIg Page 4 i ! The application with the attached conditions complies with all applicable City ordinances. j Planning Action 2016-00537 is approved with the following conditions. Further, if any one or more of r the following conditions are found to be invalid for any reason whatsoever, then Planning Action 2016- 00537 is denied. The following are the conditions and they are attached to the approval: 1) All proposals of the applicant shall be conditions of approval unless otherwise modified here. i 2) That a final survey plat shall be submitted within 18 months of this approval and shall include the following: a. All easements necessary for public utilities, reciprocal private utility, maintenance and f access, and Talent Irrigation District , as required by the Ashland Engineering Division. b. Adequate public right-of-way shall be dedicated, if applicable, for the completion of the McCall Drive alley improvements. i 3) That the dedication of public right-of-way, or public pedestrian easement, as necessary to accommodate future sidewalk installation be provided at the time of future development of Parcel 1, Parcel 2 and Parcel 3. 4) That all applicable requirements outlined. in Resolution 2011-006 shall be adhered to as part of this partition. I 5) That a Demolition / Relocation Review Permit shall be applied for and approved prior to the j removal of any structures unless otherwise exempt as a building declared to be dangerous under the Uniform Code for the Abatement of Dangerous Buildings II 6) The 72 inch in diameter Fremont Cottonwood tree located on Parcel 3 shall be protected and preserved in accordance with the Tree Protection Plan approved per Planning Action 2009-00043. IIII, Any future proposal to remove this significant tree would be subject to a Tree Removal Permit and shall not be considered eligible for the Exempt Tree Removal process. ECE i i 7) The owner of Parcel 3 shall remain responsible for the pruning and continual monitoring of the significant Fremont Cottonwood tree located on the property as required per PA-2009-00043. 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Main St. Ashland, Oregon 97520 Attn: Adam Hanks BUYER: Housing Authority of Jackson County 2251 Table Rock Rd. Medford, OR 97501 Recital Seller desires to sell to Buyer and Buyer desires to purchase from Seller certain real property with all improvements located on it commonly known as Tax Lot 2505 of Jackson County Assessor's Map No. 391E11C (the "Property"). The legal description will be supplied with the preliminary title report. Agreement Now, therefore, for valuable consideration, the parties agree as follows: 1. Sale and Purchase. Buyer agrees to purchase the Property from Seller and Seller agrees to sell the Property to Buyer for the sum of $268,238 (the "Purchase Price"). 2. Earnest Money. Seller hereby acknowledges receipt of the sum of $N/A paid by Buyer as earnest money. The earnest money shall be applied to the Purchase Price on the Closing Date, as that term is defined below. 3. Payment of Purchase Price. The Purchase Price shall be paid as follows: 3.1 At closing, the earnest money shall be credited to the Purchase Price. 3.2 At closing, Buyer shall pay the balance of the purchase price in cash. 1-SALE AGEEMENT AND RECEIPT FOR EARNEST MONEY 4. Closing. Closing shall take place on or before April 30, 2018 (the "Closing Date"), at the offices of First American Title, Medford, OR. Each party shall pay one- half of the escrow fee and any transfer, excise, or sales tax assessed on the sale or contemplated by this Agreement. Buyer shall pay the recording fees for recording this Agreement or a memorandum of it. S. Preliminary Title Report. Within 10 days after full execution of this Agreement, Seller shall furnish to Buyer a preliminary title report showing the condition of title to the property, together with copies of all exceptions listed therein (the "Title Report"). Buyer will have 10 days from receipt of the Title Report to review the Title Report and to notify Seller, in writing, of Buyer's disapproval of any exceptions shown in the Title Report. Those exceptions not objected to by Buyer are referred to below as the "Permitted Exceptions." If Buyer notifies Seller of disapproval of any exceptions, Seller shall have 15 days after receiving the disapproval notice to either remove the exceptions or provide Buyer with reasonable assurances of the manner in which the exceptions will be removed before the transaction closes. If Seller does not remove the exceptions or provide Buyer with such assurances, Buyer may terminate this Agreement by written notice to Seller given within 15 days after expiration of such 15-day period, in which event the earnest money shall be refunded to Buyer and this Agreement shall be null and void. 6. Conditions 6.1 Buyer's obligation to purchase the Property is contingent on Buyer's approval of its physical inspections and studies of the Property, which may include, but shall not be limited to, environmental evaluations and surveys. Buyer shall have until the Closing Date to complete its physical inspections and studies of the Property. 6.2 Buyer and its agents shall have full access to the Property for the purpose of conducting Buyer's inspections. If Buyer is not satisfied, in its sole discretion, with the result of Buyer's inspections, Buyer may terminate this Agreement by written notice to Seller given at any time before the Closing Date set forth above, in which event the earnest money shall be refunded to Buyer. If Buyer fails to give any such notices of termination prior to such date, the respective condition will be deemed satisfied or waived. Buyer shall indemnify, hold harmless, and defend Seller from all liens, costs, and expenses, including reasonable attorney's fees and other costs of defense, arising from or relating to Buyer's, and Buyer's agents, activities on the Property. This 2-SALE AGEEMENTAND RECEIPT FOR EARNEST MONEY Agreement to indemnify, hold harmless, and defend Seller shall survive closing or any termination of this Agreement. 7. Deed. On the Closing Date, Seller shall execute and deliver to Buyer a statutory warranty deed, conveying the Property to Buyer, free and clear of all liens and encumbrances except the Permitted Exceptions. 8. Title Insurance. Within 15 days after closing, Seller shall furnish Buyer with an owner's policy of title insurance in the amount of the Purchase Price, standard form, insuring Buyer as the owner of the Property subject only to the usual printed exceptions and the Permitted Exceptions. 9. Taxes; Pro Rates. Real property taxes for the current tax year and other usual items shall be prorated as of the Closing Date. 10. Possession. Buyer shall be entitled to possession immediately upon closing. 11. Seller's Representations. Seller represents and warrants to Buyer as follows: 11.1 Seller has no knowledge and has received no written notice of any liens to be assessed against the Property. 11.2 Seller has no knowledge and has received no written notice from any governmental agency of any violation of any statute, law, ordinance, or deed restriction, rule, or regulation with respect to the Property. 11.3 Seller has no knowledge that the Property has ever been used for the storage or disposal of any hazardous material or waste. Seller has no knowledge of environmentally hazardous materials or wastes contained on or under the Property, and Seller has no knowledge that the Property has been identified by any governmental agency is a site upon which environmentally hazardous materials or wastes have been or may have been located or deposited. 11.4 All representations and warranties contained in this Agreement will survive closing and the conveyance of the Property to Buyer. 3 -SALE AGEEM ENT AND RECEIPT FOR EARNEST MONEY I 12. Binding Effect/Assignment Restricted. This Agreement is binding on and will inure to the benefit of Seller, buyer, and their respective heirs, legal representatives, successors, and assigns. 13. Remedies. TIME IS OF THE ESSENCE REGARDING THIS AGREEMENT. If the conditions described in Section 6 above are satisfied or waived by Buyer and the transaction does not thereafter close through no fault of Seller before the close of business on the Closing Date, Buyer shall forfeit the earnest money deposit to Seller as liquidated damages, and this Agreement shall be of no further effect, it being the intention of the parties that Buyer may forfeit the earnest money and be free of any further obligations under this Agreement. If Seller fails to deliver the deed described in Section 7 above on the Closing Date or otherwise fails to consummate the transaction, the earnest money will be refunded to Buyer, but acceptance by Buyer of the refund will not constitute a waiver of other remedies available to Buyer. 14. Attorney Fees. In the event action is instituted to enforce any term of this Agreement, the prevailing party shall recover from the losing party reasonable attorney fees incurred in such action as set by the trial court and, in the event of appeal, as set by the appellate courts. 15. Notices. All notices and communications in connection with this Agreement shall be given in writing and shall be transmitted by certified or registered mail, return receipt requested, to the appropriate party at the address first set forth above. Any notice so transmitted shall be deemed effective on the date it is placed in the United States mail, postage prepaid. Either party may, by written notice, and designate a different address for purposes of this Agreement. 16. Entire Agreement. This agreement sets forth the entire understanding of the parties with respect to the purchase and sale of the Property. This Agreement supersedes any and all prior negotiations, discussions, agreements, and understandings between the parties. This Agreement may not be modified or amended except by a written agreement executed by both parties. 17. Applicable Law. This Agreement shall be construed, applied, and enforced in accordance with the laws of the state of Oregon. 4-SALE AGEEMENT AND RECEIPT FOR EARNEST MONEY 18. Acceptance. This Agreement shall be null and void unless accepted by Seller, by Seller's execution of it, on or before February 1, 2018. 19. Authority. The persons signing this Agreement on behalf of Buyer and Seller each, respectively, represent, covenant, and warrant that each has full right and authority to enter into this Agreement and to bind the party for whom such person signs this Agreement. THE PROPERTY DESCRIBED IN THIS INSTRUMENT MAY NOT BE WITHIN A FIRE PROTECTION DISTRICT PROTECTING STRUCTURES. THE PROPERTY IS SUBJECT TO LAND USE LAWS AND REGULATIONS THAT, IN FORM OR FOREST ZONES, MAY NOT AUTHORIZE CONSTRUCTION OR SITING OF A RESIDENCE AND THAT LIMIT LAWSUITS AGAINST FARMING OR FOREST PRACTICES, AS DEFINED IN ORS 30.930 IN ALL ZONES. BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT, THE PERSON ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPROPRIATE GOVERNMENTAL PLANNING DEPARTMENT TO VERIFY THAT THE UNIT OF LAND BEING TRANSFERRED IS A LAWFULLY ESTABLISHED LOT OR PARCEL, AS DEFINED IN ORS 92.010 OR 215.010, TO VERIFY APPROVED USES, TO VERIFY THE EXISTENCE OF FIRE PROTECTION FOR STRUCTURES, AND TO INQUIRE ABOUT THE RIGHTS OF NEIGHBORING PROPERTY OWNERS, IF ANY, UNDER ORS 195.300, 195.301, AND 195.305 TO 195.33 SIX AND SECTIONS 5TO 11, CHAPTER 42 FOUR, OREGON LAWS 2007, SECTIONS TWO TO 9 AND SEVENTEEN, CHAPTER 855, OREGON LAWS 2009, AND SECTIONS2 TO 7, CHAPTER 8, OREGON LAWS 2010. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed in duplicate as of the last date entered underneath the signatures below. SELLER: BUYER: City of Ashland, Oregon Housing Authority of Jackson County By: By: Title: Title: Dated: 12018 Dated: 12018 S -SALE AGEEMENTAND RECEIPT FOR EARNEST MONEY ADDENDUM TO REAL ESTATE SALE AGREEMENT This is an addendum to the Sale Agreement And Receipt For Earnest Money dated April 2018. Addendum No.1. Buyer: Housing Authority of Jackson County Seller: City of Ashland The real property is described as: Tax Lot 2505 of Jackson County Assessor's Map No. 391 E11 C SELLER AND BUYER HEREBY AGREE THE FOLLOWING SHALL BE A PART OF THE REAL ESTATE SALE AGREEMENT REFERENCED ABOVE. a. This Agreement is contingent on obtaining financing in the amount of 50% of the purchase price for a period of 24 months at an interest rate of 7% or less. b. Contingent that there being no easement, right of way, lien, encumbrance, bankruptcy or other restriction existing now or prior to closing which would adversely affect the use of the Property by the Buyer for the purpose of providing affordable multifamily rental housing. C. Contingent on City services and utilities adequate for a housing project of the maximum density allowed for the site, including but not limited to: natural gas, power, phone, water, trash, cable, sanitary sewer, and storm sewer. Seller hereby certifies that all city services are adequate for such use at this time. d. Contingent on the Buyer or Buyer's lending institution to obtain a valuation appraisal satisfactory to Buyer. Appraisal must be at or above sales price. Buyer shall provide such appraisal report to Seller. Should Seller terminate this Purchase Agreement based upon the results of Appraisal Report, Seller shall reimburse Buyer for cost of said Appraisal. e. Contingent on the ability of the buyer to go forward with obtaining zoning adequate to develop Multi- Family Housing, or verification by the City of Ashland satisfactory to Buyer than the current zoning allows such use. Seller hereby certifies that adequate zoning is currently in place. f. Contingent on the buyer to obtain Environmental, Engineering, and Geotechnical Reports satisfactory to the Housing Authority Board of Directors. g. Contingent on the approval of the Housing Authority Board of Commissioners. h. Contingent upon Buyer's or Buyer's Lending Institution approval of preliminary title report of the subject property. i. Contingent upon buyer's satisfaction with the ability to obtain site plan approval to develop a multi-story multi-family housing project. Seller hereby certifies that there are currently no restrictions that would prohibit the development of a housing project in form substantially similar to the adjacent Snowberry Brook. j. Except for Seller's or Buyer's express written agreements and written representations contained herein, buyer is purchasing the property "as is" in its present condition and all defect apparent or not apparent. k. Seller shall provide Buyer all prior reports completed on the subject property including but not limited to: Environmental, Wetland or Vernal Pools, Geotechnical Engineering, Underground Storage Tank, Traffic Related, or Municipal Planning Reports. Seller represents and warrants to the best of Seller's ability that all know wetland issues associated with the property have been disclosed to the Buyer. 1. Seller hereby represents and warrants to the best of Seller's ability that all known environmental Page 1 I concerns, property contamination, landfills, dump sites, or storage of hazardous substances on the Property have been disclosed to the Buyer. M. Seller hereby represents and warrants that Buyer shall have no responsibility to construct any roadways adjacent to the property, including but not limited to an extension of McCall Drive to Villard Street, and an extension of Villard Street as necessary. n. Seller hereby represents that they will bear all costs of relocating a water line located under the 7,000 square foot home proposed to be transferred to the Housing Authority. o. Agreement is contingent on Buyer's ability to obtain the following Federal HOME Program Forms signed by Seller: 1) Form 5A: Notice of Disclosure to Seller with Purchase Agreement 2) Form 5C: Notice of Disclosure to Seller of Fair Market Value 3) Form 5D: Seller's Occupancy Statement Buyer Signature Date AM PM Buyer Signature Date AM PM Seller Signature Date AM PM Seller Signature Date AM PM Page 2 Council Business Meeting April 17, 2018 Title: Appointment of Council Position #6. From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: At the Council Business Meeting of March 20th, Council moved to advertise Council Position #6 beginning March 21 st with a deadline of April 9th at 5 PM. Four applications were received. The applications received were: Tonya Graham, George Kramer, Josie Sarah Baker and Theodore White. Actions, Options, or Potential Motions: "I move to select the following finalists Resource Requirements: N/A Policies, Plans and Goals Supported: City Charter states that a vacant elective office shall be filled within sixty (60) days by the City Council electing some qualified person to fill the vacancy. The deadline for filling this seat is April 7, 2018. Background and Additional Information: At the March 5`h Council Study Session Meeting, Councilor Darrow resigned from Ashland City Council Position #6 effective immediately. Attachments Application-Tonya Graham Application-George Kramer Application-Josie Sarah Baker Application - Theodore White Page 1 of 1 CITY OF -ASHLAND February 27, 2018 Dear Ashland City Council, With this letter, I am formally indicating my interest in being appointed to fill the remainder of Greg Lemhouse's term for City Council Position #3. 1 grew up in a small town in Nevada and have lived in Ashland for over 20 years, during which time it has become my second hometown. I have raised my children here specifically because of its safe environment, natural beauty and biodiversity, dedication to its children, and the eclectic mix of small town and world renowned theater, art, and music. As you all know, Ashland is an incredible place to live and work. My desire to serve the people of Ashland on the City Council comes from my love of this place and the deep connection I feel to people I have gotten to know in many different spheres: the people in the nonprofit sector who are working hard to solve conservation and social challenges, the members of my faith community, some local business owners, the parents of other children in the school system, and of course, my neighbors, close friends, and family. Ashland is in a unique position to be able to innovate and experiment with various ways of solving the challenges that come with being a small city in the modern world. We have many different people with interesting experiences to draw from who can help us be both resilient and creative. I would like to be part of the work that keeps our community vibrant and lend my knowledge and experience to the task of addressing the serious challenges we are facing. i My father served as a Justice of the Peace and I grew up watching him serve the people of his community with thoughtfulness, compassion, and accountability. He ran for office the first time not because he had aspirations of holding public office, but because his community needed a Justice of the Peace with integrity. By the time I graduated from college, I knew I wanted to eventually serve in some formal capacity in local government. Now that my children are older and most of them are off to college, I have the time and energy to serve on the City Council. I am being drawn to serve at this time because of the housing crisis we are facing that shows itself both in terms of homelessness as well as in skyrocketing rental prices and lack of housing availability. My knowledge and experience in climate change and conservation issues could also be particularly helpful to the Council as it works to implement the Climate and Energy Action Plan and the 10X20 ordinance. I affirm that I live within the boundaries of Ashland and am a registered voter. Thank you for considering my application for City Council Position #3. Sincerely, a(ya ~-a4x 5 What do you think are the biggest issues facing the city? Ashland is faced with several serious issues, some of which will be addressed in the time remaining on this term and others which need to be addressed over the longer term. Please note that the items on this list are in no particular priority order. Hiring a New City Administrator The City Council will soon be hiring to fill the vacancy of City Administrator, which is a particularly important role within our city government. It is critical that the City Council handle this process in a thoughtful way that not only guarantees that we hire a person who is qualified to do the job, but also ensures that this new leader shares the values of Ashland's citizens and is committed to moving the community toward inclusiveness, diversity, economic vitality, and ecological sustainability. It is very important that the City Council do all it can to ensure that the process is fair and free of implicit bias for all applicants. Addressing Structural Concerns with City Hall The Council is currently in the process of assessing the safety of City Hall in terms of earthquake risk and determining the best way to address those safety concerns through a remodel or rebuild. This will be a large infrastructure project requiring significant financial investment. Affordable Housing When I arrived in Ashland over 20 years ago, I did as many people with newly minted college degrees do. I picked up several "rent" jobs and worked to get my career off the ground while living in an upstairs apartment on North Main Street. I was able to do this without needing a co- signer on my apartment because the rent was reasonable and something I could clearly afford with my various jobs. Not so now. Rents have been climbing incredibly fast and housing stress is becoming a fact of life for too many Ashlanders who are finding it increasingly difficult to make their rent payments. Home buying is getting even more out of reach for low and even middle income families. My vision for Ashland is that it is a vibrant community that welcomes and accommodates people with a range of incomes and that the people who work here can afford to live here. I am committed to assisting with the efforts that are underway to ensure that we have adequate affordable rental stock and that we figure out how to make home ownership more accessible for people with low and middle incomes in Ashland. Climate Change The climate crisis is the greatest global challenge faced by all communities and requires an immediate and effective response by the City of Ashland and its residents. Fortunately, we have made a good start with the Climate and Energy Action Plan and the 10X20 ordinance. Through several different venues and processes, the citizens of Ashland have signaled clearly that they are very concerned and want appropriately scaled action from the City on this issue. The Council must now determine the most effective ways to invest in implementing these plans so that Ashland can successfully meet the aggressive, but absolutely necessary, targets it has set for itself. People Who Do Not Have Homes The issues around people who do not have homes are complex because not all homeless people have similar situations or need similar help. The situation of a family living in their car or on a neighbor's couch is vastly different than that of a young summer traveler passing through or that of a chronically homeless elder. The "solution" is likely to be several solutions that understand and address that complexity and take advantage of resources available in all sectors of our community. We also need to ensure that our citizens, local businesses, and visitors experience Ashland as a fun, friendly, and safe place. Our downtown needs to be welcoming, lively, and accessible to all, including people without homes, but there also needs to be accountability and responsibility in that access. In that process, the City needs to continue to move forward to address this issue by working directly with this population as well as others in county and state government and in the nonprofit sector to ensure that the City takes on aspects of solutions that are appropriate to its role and function. Getting There This is certainly not an all-inclusive list of challenges the City is facing, but these are the most important from my perspective. Fortunately, Ashland has a good many strengths to draw from in its efforts to address these issues, including an active and engaged citizenry, a functional and thoughtful City Council, financial resources, significant knowledge and experience within its citizenry, and a team of dedicated professionals working for city government who clearly care about the work they do. While the problems listed above are not easy to solve, they are not impossible either. Working together, we can develop a shared understanding of these issues and determine what the "design specs" are for our solutions so that we take advantage of the resources Ashland has in creating effective solutions that align with our values. What is your primary motivation for seeking the vacant council seat? I am very interested in bringing my problem solving experience to bear to address the issues facing Ashland at this time. My interests certainly include climate change and sustainability, but I am committed to social justice and working together to make sure we take care of each other here in Ashland. I recognize that a healthy community rests on the foundation of a healthy economy and that a diversified, local business sector is key to that healthy economy. There is always a balance that needs to be maintained with the City taking on the responsibility of maintaining and improving municipal services and infrastructural systems while working in partnership with its citizens and neighboring communities to move forward on important community issues. I have extensive experience developing partnerships and integrated, holistic, community-based solutions that I believe would be a nice fit given the challenges the City of Ashland has before it. I have always been civic minded - registering young voters, assisting with local issue and candidate campaigns, and writing the occasional letter to the editor. My first recollection of conversations around voting and public service came when I was about 10 years old and I was helping my father build a plywood sign for out in front of our local courthouse. It was a dual purpose sign that said "Register here today!" and had an overlay that made it say "Vote here today!" That carpentry project initiated many conversations with my parents about how we govern ourselves and the civic responsibility each of us carries. I believe everyone has a role to play in serving their community and I am excited by the prospect of serving on the Council as one of the ways that I can personally contribute. The last twenty years of my professional life have been spent working to solve issues, starting from a place of collaboration and aiming for a win-win solution wherever possible. In that time, I have developed skills that I believe would be helpful to the City Council as it makes critical decisions that will chart the course for our community well into the future. While I will need to learn more about the specifics of the formal process the City employs in its decision-making, I have transferable experience on decision-making bodies and with governance processes. I envision the Ashland of the future as a place inhabited by people of mixed incomes where citizens and the City do their part to address climate change and move us toward greater ecological sustainability; our business community is vibrant, healthy, diversified, and strong; and people of diverse races, ethnicities, and religions choose to call it home. Ashland will make many decisions in the next few years that will determine to what extent this vision can become a reality. I would like to be part of that work by serving on the City Council. What community and city activities have you been involved in recently? City of Ashland Wildfire Mitigation Commission I have served on the Wildfire Mitigation Commission since July of 2017. This commission is making very good progress on its goals of reducing the risk from wildfire for Ashland residents. I have appreciated the opportunity to offer my climate change adaptation skills and experiences to the Commission. Ashland School District Bond Committee I am serving on the Bond Committee to develop the plan for investing the proceeds from a new school facilities bond given that the existing bond is nearing completion. The process involves helping the school district bring facilities information to the Bond Committee as well as conducting public engagement efforts, surveying faculty and staff, and refining the list of project possibilities into a final plan for consideration by the Ashland School Board later this spring. Ashland First Congregational United Church of Christ I am an active member of the UCC congregation and support a variety of programs of the church. I currently serve on the Church Council and my term ends in June. In the past, I served as Chair of the Selection Committee for an Interim Pastor to hire a temporary pastor to lead our congregation while the formal search process was underway for the new settled pastor. Climate and Energy Action Plan In my role as Executive Director of the Geos Institute, I worked with our ClimateWise® team to secure resources to assist the City of Ashland in developing its Climate and Energy Action Plan. That effort has resulted in the Geos Institute completing a climate vulnerability assessment and citizen survey that complemented the efforts of the City's contractor on the project. AHS Turf Field Campaign I volunteered to assist the Ashland Schools Foundation and the Ashland School District as the co-coordinator of the turf field fundraising effort at Ashland High School. That effort raised enough money for the District to replace the problematic grass football field with a multi-sport, natural fill, turf field at the outdoor stadium that can be used for football, soccer, high school PE classes, and community events. My responsibilities included serving on the Turf Field Committee at the school district, writing grants and fundraising appeals, and assisting with budgeting and outreach. AHSSeniorAll Night I have assisted with the AHS Senior All Night celebration for five of the past six years. The first two years I served as a chaperone and clean up volunteer. The next two years I served as a co- chair of the volunteer parent committee that organizes the celebration. In that capacity, my responsibilities included facilitating the planning meetings, managing the overall effort for creating the event, supporting the various committees, assisting with fundraising, and helping refine the budget to ensure that we kept our expenses within our means. This year I am assisting with fundraising. John Muir School I served as the volunteer parent driver coordinator for 9 years organizing drivers to transport the students to a variety of nature activities and field trips. I also assisted with specific events for the school and served as a parent chaperone on some of their day trips and overnight excursions. i Nonprofit Association of Oregon While this community engagement is focused on a state level organization, it touches local organizations in Ashland because of the role that NAO plays in the nonprofit sector across the state. I served on NAO's Board of Directors as an at-large member and then as the Treasurer. My term ended in the fall of 2015. My contributions as Treasurer focused on ensuring that the Board had a strong understanding of the organization's finances by working with the Finance Director to develop more effective ways of communicating the organization's financial position to the Board members so that we could better anticipate potential funding challenges. What is the role of the city councilor? The City of Ashland has several important documents that guide the work of the City Council, including the Ashland 2020 Strategic Plan and the Council's Goals and Objectives, which help the City meet those strategic plan goals. These documents create a strong framework within which the Council does its work on behalf of the people of Ashland. The Council as a whole must balance and weigh the various goals against the resources it has to invest and the timeliness of the need for various actions in order to chart an effective course for meeting the City's goals. As a key decision-maker in this process, the City Councilor has several different roles. First and foremost, the Councilor works to translate the goals of its citizens into action to improve the community through ordinances, strategic planning, and the budget process. Part of this is balancing short-term needs with long-term investments and prioritizing what action the City should take, and the scale, timeline, and level of investment of that action. The councilor serves as an important connection between the Council and the citizen commissions that work to further the goals of the City and identify new issues to be considered. By serving as a liaison to several commissions, the councilor ensures that the Council is kept informed about developments in those commissions, new concerns or opportunities that are arising, and actions that the Council may be asked to take at some point. In that context, the councilor can bring the perspective of the larger whole of the City to those commission discussions while taking back to the Council the top level ideas and concerns of the commission. Citizens rely on the councilors to have their ear to the ground in terms of issues that are bubbling up within the larger community, so councilors have a responsibility to maintain their connections in the community and develop new ones that are perhaps not their natural inclination. It is important that each councilor have relationships with multiple sectors to ensure that they have a well-rounded understanding of what the challenges the City is facing actually look like from different perspectives. Finally, the role of the councilor includes supporting strong governance processes, transparency, and accountability. City councilors should speak up when a process does not include adequate opportunities for citizen engagement or when a process is so focused on engagement that it threatens to fail to reach its objectives. The councilor should do her or his work in such a way that the citizens have faith that even if that councilor does not agree with them in the end, the process was fair and their concerns were given thoughtful consideration. Relationships are particularly important in governing bodies like a City Council, so it is important that councilors treat each other with respect, especially when they have serious disagreements regarding the best way forward. If the process is solid, all councilors should respect the final vote of the Council and model integrity in government for our young people who are just learning how to engage in this grand experiment we call democracy. from the Desk of GEORGE KRAMER 386 North Laurel Street, Ashland, OR 91520 541-482-9504 george0 areserveoregon.com 27-February-2018 Ashland City Council C/O Melissa Huhtala (via e-mail) Melissa.huhtalaaashland.or.us RE: Council Position #3 Dear Mayor Stromberg and Members of the Ashland City Council, Please consider this my letter of interest in filling the current vacancy in Council Position #3, with a term to expire on December 31, 2018. It is my intention to run for election to council in November 2018. The following responds to the four questions as detailed in the position announcement. What are the biggest issues facing the City? Ashland continues to be faced with issues related to its work-force housing supply, affordable housing and homelessness, all of which are, in my opinion, linked with economic development. We need to continue looking for creative solutions such as the Transit Triangle plan that encourage and incentivize other-than-SFR residential development. We must also work to expand the economy beyond tourism and government to create family-wage job opportunities. I believe we can do this by promoting high-tech, medical, and clean industries in addition to the staples of tourism and service jobs. We must continue to re-assess our planning process to minimize obstacles to creative and appropriate residential and commercial development. Additionally, Ashland's budget process has become overly fractious. The City needs to improve how it prioritizes its budget and how it communicates, both to address public concern and more importantly to assure a sustainable future. Both these issues, housing and budgets, in the largest sense stem from an over-arching need to bring the city together to develop a broad-ranging vision of what we want Ashland to be in the next 20 years. We must work creatively and collaboratively to craft programs and policies that can help to move us toward our larger community goals. What is your primary motivation for seeking a vacant Council seat? I have lived in Ashland for over 35 years and can't imagine living anywhere else. As you know, I have been engaged in and with city government in many forms and it seems high time for me to step up and play a more active and direct role. I am a creative, collaborative, problem-solver and bring a wide range of experience to a task. I think that I have the background and skills that would be appropriate to a council seat and hope that I will have the opportunity to put those skills to use to strengthen our community. G. Kramer, Letter of Interest, Feb 27, 2018 Page 2 What Community and City activities have you been involved with recently? I was appointed to the Ashland Historic Commission in the early 1980s and resigned as its Chair when I returned to graduate school at the University of Oregon. In years past I have been on multiple special-function committees including the City's public facilities committee, the Ashland Fire Station #2 committee, the bond committee for that fire station and, most recently, the Ad Hoc Committee on City Hall. Professionally I have worked for the City on multiple occasions, including writing all four of Ashland's National Register District nominations, as part of the library design team and many other projects as well. Most recently I worked with staff and helped design the restoration of the Lithia Fountain and Pioneer Mike. As a community member I have been involved with multiple issues, from the "Maximum House Size" ordinance to working with the Festival to save Carpenter Hall. I currently serve as the Board President of the Ashland Emergency Food Bank and have been active in that organization for many years. My wife Joyce and I are longtime supporters of the Ashland Food Project, the Ashland Public Library and other regional non-profits. Outside of Ashland I serve as a gubernatorial appointee to the Oregon Cultural Trust Board of Trustees and am the former Chair of the Oregon Heritage Commission, as well as service on several state and national professional groups. What is the role of the City Councilor? I believe the volunteer council's primary role is working collaboratively with the City's professional staff and the community as a legislative body to evaluate and establish policy for Ashland. It's council's role to listen and determine the community's priorities, and then, working within the limitations of time and money, help craft workable solutions that help Ashland achieve those goals. I appreciate that Council has other duties, including its quasi-judicial role and supporting staff and commissions, but believe that Council is, and ought to serve as, the focal point for the city's direction on the issues before us. In the end, the Council's collective wisdom represents and reflects the interests and concerns of Ashland's residents. It is also, I believe, Council's role to maintain a realistic expectation of what the City cannot do and to educate the public on the limitations that the city faces. I believe process is important. Not every decision is universally popular, nor does every constituent always get what they want. But I do see Council as the mechanism by which Ashland can achieve and maintain a practical, achievable, sustainable, community for a broad, diverse, and changing citizenry. I look forward to discussing these issues with each of you as the council moves through this decision in the coming weeks. Sincerely, 4--- George Kramer 386 North Laurel Street 541-482-9504 Dear Selection Committee, I am applying for consideration as THE CITY COUNCIL POSITION #6, which expires on December 31, 2018. 1 am a registered Republican and I live within Ashland City Limits. My mailing address/or mail pick up is through THE ASHLAND COMMUNITY RESOURCE CENTER ON Siskiyou Blvd., Ashland, OR. I have been a ROGUE COMMUNITY COLLEGE Student and I am a Jackson County Public Library consumer. In the past, I have been a volunteer Literacy/Library elf/Summer Reading Program for young readers volunteer at a few of the local libraries including Shady Cove, Rogue River, Talent and Gold Hill. In the Ashland Daily Tidings issue for Monday April 2, 2018 you asked for answers to these question: *What are the biggest issues facing the CITY OF ASHLAND? The CITY OF ASHLAND? local Police and Emergency Services do NOT understand what FIRST FRIDAY GALLERY WALKS ARE AND Their, local Police and Emergency Services Personnel, misinterpretation and miscomprehension is horrible. The local Police and Emergency Services Personnel whose ignorance confuses a church goer, such as myself, I am a Christian Episcopalian, with a homeless/aggressive drug-using felon, is just disgusting. The CITY OF ASHLAND must do better than this. *What is MY PRIMARY motivation for seeking the vacant council seat? I support the local LISTENING POSTS Brought to Ashland by the Jackson County Library Foundation; and I support the Ashland Peace Commission JOBS FOR JUSTICE SOCIAL ACTION COMMITTEE. The CITY OF ASHLAND must do better if The CITY OF ASHLAND wants to maintain its' A.A.A. rating as a friendly, positive place to have people from out of state or out of The CITY OF ASHLAND come to visit & enjoy. *What community and city activities have you been involved in recently? I support The CITY OF ASHLAND's Parks & recreation department. I believe strongly that The CITY OF ASHLAND's Senior Center and The North Mountain Nature Park, which is used by THE BOY SCOUTS AND GIRL SCOUTS of America must be securely funded and both places fully supported by the administration of The CITY OF ASHLAND. *What is the role of the city councilor? I believe the role of the city councilor is to be open-minded, fair in judging issues, & impartial when possible. Thank you for your consideration. I hope to hear from you soon. Sincerely, Josephina Sarah Baker nick name: Josie Theodore I. White 1130 Oak Street, Ashland, OR 97520 (541) 951-8096 buzzsaw141@hotmail.com April 9, 2018 Mr. John Stromberg City of Ashland 20 East Main Street Ashland, OR 97520 Dear Mayor Stromberg and Ashland City Councilors, This is my letter of interest in filling the Ashland City Council Seat #6 position. I have lived and worked in Ashland for the past 14-years and call this unique place my home. I look forward to the opportunity to work within your staff. I will bring a fresh perspective and a level of transparency needed for Ashland to become a global leader. What do you think are the biggest issues facing the city? Political correctness, intolerance, hate, lack of political diversity, drug abuse, the use of labels, media, language police, the suppression of any real diversity of opinion, the government's monopoly on education, big money, and complicated plans that leave things exactly the way they were. Also see: Senior citizens, affordable housing, young families, diversity, racism, fear, mental illness, multiculturalism, sustainability, anti-intellectualism and homelessness. What is your primary motivation for seeking the vacant council seat? To escape the Orwellian society we live in today. To move towards a brighter future for our children. What community and city activities have you been involved in recently? X2 City Council Candidate. Coach, mentor, activist, and voter. What is the role of the city councilor? Increase dialogue, keep people informed, and mediate between the citizens of Ashland and the Administration. Respectfully, Theo White I Council Business Meeting April 17,2018 Police Funding: Direction on Transient Occupancy Tax Increase, Live Title: Entertainment Ticket Tax, Public Safety Support Fee and other Funding Options From: Mark Welch Director of Administrative Services mark.welch(a-)-ashland.or.us Summary: In March of 2017 the Council authorized the hiring of five new Police Officers and has been working to find a sustainable funding source. Funding has been identified for two of the new Police Officers. With a redeployment strategy the Police Department requires four new Police Officers to accomplish the increased patrol strength. The Police Department remains committed to increasing the patrol strength from a Sergeant and three Officers to a Sergeant and four Officers. The Police Department has reassigned a Police Officer position from the regional task force to patrol, reducing the original staffing need from five additional to four. Council requested that staff provide additional funding details for three identified funding options; an increase to the Transient Occupancy Tax (TOT), the creation of a live entertainment ticket tax, and an increase to the Public Safety Support Fee. Actions, Options, or Potential Motions: I) I move to direct Staff to bring back at the next available meeting a resolution increasing the Transient Occupancy Tax to 10 percent and amend the corresponding Transient Occupancy Tax Allocation Resolution to reserve the tourism restricted funds for future parking supply needs. 2) I move to approve a resolution titled, "A Resolution Setting the Public Safety Support Fee at $1.50 dedicated to General Fund Activities Relating to Public Safety Opcrations and Repealing Resolution 2017-19." Staff Recommendation: Staff recommends that the third additional Police Officer be funded with a 1 percent increase in Transient Occupancy Tax or a $1 increase to the Public Safety Support Fee. Staff also recommends that the fourth additional Police Officer be funded with a $1 increase in the Public Safety Support Fee. The new Public Safety Support Fee would total $1.50 per month for each electric meter. Resource Requirements: A new Police Officer costs about $110,000 per year, or $220,000 for the biennium. The result of the combined funding recommendation provides the necessary funding of $220,000 annually for Page 1 of 3 CITY OF -ASH LAN D the two additional Police Officers as well as approximately $250,000 annually of State restricted funds that Council can reserve for future parking supply needs in future years. Policies, Plans and Goals Supported: Ashland Police Department Strategic Plan Goals 24.2 Decrease tracked quality of life calls in the downtown area 24.3 Continue clearance rate of at least 30 % for all crimes in the city-wide 24.4 Maintain and reduce crime rates city-wide 24.6 Monitor and evaluate SRO program to ensure it is meeting the needs of the school district and the city 24.7 Review, report on, and seek continuous improvement where possible on response to times to calls for service Background and Additional Information: The Council authorized the hiring of five additional Police Officers in March of 2017. The authorization started the recruitment process with the intent to develop funding mechanism at a later meeting date. The intent of adding five Police Officers was and is to increase the staffing level of each of the four shifts by one Police Officer and an additional Police Officer to serve as the School Resource Officer. The increased Police staffing has been discussed at length. On January 2, 2018 the City Council directed staff to meet with the impacted stakeholders and bring the discussion back to the Council at a later date. The Police Department has re-evaluated their staffing options and reassigned one Police Officer from being engaged with regional partnership to patrol. With this change in staffing deployment, four additional Police Officers are now needed to accomplish the goal of increased patrol strength and the school resource program. Staff developed the attached framework of the proposed Transient Occupancy Tax and Live Entertainment Ticket Tax for discussion with the impacted stakeholders. The framework would be the foundation of the proposed resolutions for each option. Discussion with stakeholders were productive. The impacted organizations generally agreed with the need for increased Police staffing and felt that the need was at least partially related to the significant influx of visitors to the community. The concern from the organization was increased cost and speculative potential economic challenges to the local tourist industry. The Transient Occupancy Tax increase has the potential to fund one Police Officer along with addressing the long term downtown parking needs of the community. The one percent increase in the TOT would fund a Police Officer and also provide roughly $250,000 that staff recommends be reserved for future downtown parking supply needs as State Law requires 70% of any TOT increase be restricted to tourism related promotion or infrastructure. Utilizing the projected TOT revenue trends over the last several years, it is estimated that a one percent increase would generate $105,000 of non-restricted general fund revenue along with Page 2 of 3 CITY OF -ASHLAND $245,000 of tourist restricted revenue. All, or close to all, of the TOT tax is paid by non-residents of Ashland. The Live Entertainment Ticket Tax caused the most concern from the impacted organizations. The organizations felt that the ticket tax would create an administrative and public relations impact to their operations in addition to potentially negatively impacting their economic viability and competitiveness. It is estimated that 80 percent of the ticket sales are sold to non-residents of Ashland. In combination with the State Marijuana Tax, the City charges a $0.50 per month Public Safety Support Fee on every Electric Meter to fund one Police Officer. A $1 per month increase would fund an additional Police Officer. The Public Safety Support Fee is supported by all homes and business in Ashland. With Staff Recommendations of increased the Transient Occupancy Tax and Public Safety Support Fee, staff is interested in seeking Council direction to continue the Live Entertainment Ticket Tax discussion with the impacted organizations for a possible implementation date of July 1, 2019. Attachments Public Safety Support Fee Resolution Live Entertainment Ticket Tax and Transient Occupancy Tax Resolution Framework Letters from Oregon Cabaret Theatre and Oregon Shakespeare Festival Page 3 of 3 C I T Y 01 ASHLAND RESOLUTION NO. 2018-09 A RESOLUTION SETTING THE PUBLIC SAFETY SUPPORT FEE DEDICATED TO GENERAL FUND ACTIVITIES RELATING TO PUBLIC SAFETY OPERATIONS AND REPEALING RESOLUTION 2017-19 RECITALS: A. The City of Ashland operates water and electric utilities to provide all residential and commercial electric and water service within the City of Ashland. B. The City of Ashland maintains a police and fire department that strive to provide excellent and full service emergency services to the community. C. The authorized staffing of the police department has not substantially increased in the past 20 years, remaining at approximately 28 sworn officers. D. The residential population of the City of Ashland has increased in the last 20 years from approximately 15,000 to approximately 21,000. E. The annual tourist population in the City of Ashland in the last 20 years has grown from approximately 220,000 to 320,000. F. With current staffing the police department is struggling to provide the highest level of service to the community. G. Using the existing electric and water billing system to charge and collect a public safety support fee on electric accounts is an equitable and reasonable way of generating additional revenue for the city's general fund, allowing to the city to better fund public safety resources. H. Funds generated through this assessment will exclusively fund public safety operations and activities. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. A Public Safety Support Fee of $0 shall be charged each month to each City of Ashland utility customer account with an active water meter. SECTION 2. A Public Safety Support Fee of $1.50 shall be charged each month to each City of Ashland utility customer account with an active electric meter. SECTION 3. If a City of Ashland utility customer account includes both an active water and electric meter, both charges shall apply and be charged. SECTION 4. The Public Safety Support Fee shall be charged on all rate classifications within the electric and water utilities. SECTION 5. The Public Safety Support Fee shall be adjusted down semi-annually dependent on property tax collections and/or ongoing operational efficiencies in other General Fund Departments. This resolution was duly PASSED and ADOPTED this day of Resolution No. 2018- Page I of 2 2018, and takes effect on July 1. Melissa Huhtala, City Recorder SIGNED and APPROVED this day of 2017. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Live Entertainment Ticket Tax Framework Live Entertainment is defined as meaning any activity provided for pleasure, enjoyment, recreation, relaxation, diversion or other similar purpose by a person who is physically present when providing an activity to a patron or group of patrons who are physically present. Included items: • Music orvocals • Dancing performance • Acting or drama • Acrobatics or stunts • Animal stunts • Comedy or magic • 1% Ticket Tax generates more than $200,000 (estimates) . o OSF: $190,000 o Cabaret:$10,000 o Armory: $5,000 o SOU Performing Arts: $2,500 • Applies to venues with a minimum seating for 49 patrons o OSF, Cabaret, Armory, SOU Performing Arts, others • Provide 5% of the gross tax proceeds back to the venue for program management • Review the program with venues to ensure it the functionality is working well and make adjustments to ensure a smooth program • No registration Fee • Remitted on a quarterly basis (251n of the month after the end of the quarter, same as TOT) Exemptions: There are certain performances, or organization that will be exempt. The reason for the exemptions are to reduce the tax burden on the local population. Student Run Performances Cover Charges Academic Institution Sporting Events Charity fundraising events Motivational speakers associated with conference/travel group Religious organizations School District Ticket Purchases Group Ticket Sales: Sale of tickets at one time for a block of seats greater than 10 Cap the ticket tax at $25 Use of Funds: Public Safety only Transient Occupancy Tax Framework Each 1% increase in TOT would increase the General Fund by $105,000 and restricted purposes of $240,000. FY 2018/19 Budget 2,998,500 Projected 3% Growth 3,108,040 1% Increase Impact 345,338 Restricted 241,736 Un-restricted 103,601 • 70% of the new TOT is restricted for the following purposes: o Tourism-related facility: (a) a conference center, convention center or visitor information center; and (b) Other improved real property that has a useful life of 10 or more years and has a substantial purpose of supporting tourism or accommodating tourist activities. o Tourism Promotion: (a) Advertising, publicizing or distributing information for the purpose of attracting and welcoming tourist; (b) Conducting strategic planning and research necessary to stimulate future tourism development; (c) Operating tourism promotion agencies; and (d) Marketing special events and festivals designed to attract tourists. • 30% of the new TOT is unrestricted for the following purposes: o Funding for Police Officers Current Statewide Rates City Rate Ashland 9 Corvallis 9 Astoria 9 Cannon Beach 8 Warrenton 12 Bandon 6 Brookings 6 Bend 10.4 Redmond 9 Hood River 8 Medford 9 Grants Pass 9 Eugene 9.5 Newport 9.5 Lincoln City 9.5 Salem 9 Portland 13.5 (8 City, 5.5 County) Tillamook 11 (10 City, 1 County) Proposed Uses for the restricted Fund • Longterm parking supply o Purchase new lots o Shuttle service o Implement components of the Downtown Parking Plan • Way finding signs I I i I 1 Df DEOVED I March 27th, 2018 E2MAR3 i- 0 18 To: John Kams, City Administrator 20 E. Main Street Ashland, OR 97520 j Dear Sir, Thank you for reaching out for input from the Oregon Cabaret on the proposed Ashland ticket tax. I wanted to take the time to detail the impact it would have on the Cabaret and give our rationale for opposing it. i The stated purpose of this tax is to offset the cost of new Ashland police department staffing. As a j member of the inaugural Team Ashland, I asked Chief Tighe if he could justify the expense of these j additional officers and I found his argument compelling. One of the chief takeaways from my time t exploring Ashland city government is that it's a small town government with many larger city concerns, i due in large part to the heavy flow of tourists who come to our town to see world class theatre at OSF. I support the hiring of the new officers, and understand the desire to have tourists foot the bill. However, I j think this tax would negatively impact my business and lead to a decline in overall theatre sales and reduced economic activity in downtown Ashland. The Cabaret Has Competitors and a High Demand Elasticity Unlike OSF, the Cabaret's patron base is predominantly local - more than 70% of our customers are from the Rogue!Valley. And the Cabaret'hs competitors in the' local fheatre'marketplace_ that offer plays and musicals at a similar price point: • The Camelot theatre in Talent, like the Cabaret, produces mostly crowd pleasing plays and musicals and has an average ticket price of $29 for plays and $32 for musicals. • The Randall Theatre in Medford produces similar content in a smaller venue and has an average presale price of $22. • The Collaborative Theatre Project (average ticket price $23) entered the market in 2016 and its I 2017 season is mostly musicals and comedies. i The average price of a Cabaret ticket in 2017 was $33.37. I would argue, as a professional theatre that pays its artists a' living wage, the quality of our product far exceeds that of our local competitors, but there is evidence that Camelot sales impact the Cabaret and vice versa. In 2014, the Camelot Executive Director claimed that the Camelot had welcomed more than 30,000 people through its doors and was now the 2nd biggest producing theatre in the Rogue Valley, behind OSF. That has been reversed, as the Cabaret has produced record-breaking seasons in 2016 and 2017, but"this could change again if they were'giden sudden advantage.' The Camelot also receives the same amount of coverage from the Ashland local paper, the Daily Tidings and received the 'Best Show, Off-Bardway' award from the readers' poll in the Ashland Sneak Preview. They are a competitor, despite being a community theatre, and the proposed ticket taxwould be a thumb on the scale in their favor- as the city of Talent is unlikely to propose a ticket tax on their theatre. I i i i The result will be more people making the decision to purchase theatre tickets in Talent and a subsequent loss of Cabaret revenue and foot traffic to surrounding Ashland businesses, The Cabaret Already Contributes Tax to the City As a portion of the Cabaret's revenue comes from food sales in the restaurant, the Cabaret already pays taxes to the city. In 2017, the Cabaret contributed $22,366 in taxes as part of the Ashland Meals Tax on prepared food. A tax on tickets would further increase the tax burden of the Cabaret, adding more than $11,000 in tax liability if the I% tax was enacted and more than doubling it (-$33,000) with a $1 per ticket tax. Because of the Cabaret's high demand elasticity, these additional costs would be effectively paid by the Cabaret and the city in the form of lost revenue and dead economic activity. We understand the need for more officers but why should my family-owned and operated business shoulder so much of the financial burden? A Ticket Tax is a Threat to the Viability of the Cabaret The for-profit dinner theatre model is exceptionally hard to make work in the modern entertainment landscape and the number of these theatres in the country is dwindling. Labor costs are very high, and unlike non-profit theatres, we have to rely entirely on sales - and not donations - to remain solvent. We've had a good run the last couple of years, setting an attendance record in 2016 and then breaking it again in 2017 - but with Increased production quality comes increased cost. We've added a scene shop so we could increase the quality of our set design, new chairs to Increase patron comfort, and union actors to widen our casting pool. Even during these boom years, we haven't seen our profit margins reach 3%. The $1 per ticket tax is 3% of our current average ticket price. The 1 % taxwould harm the Cabaret, but we would simply struggle to survive if the $1 per ticket tax was implemented. The loss of the Cabaret would mean a sudden drop of 33,000 in theatre attendance in downtown Ashland and a resulting reduction in revenue for downtown restaurants and retail shops. The city would lose an attraction that is beloved by many in the Rogue Valley and one of the reasons people come to town during the holiday season when OSF is dark. We urge the council to vote no on any proposed ticket tax. OickRobInson Valerie Rachelle Managing Director Artistic Director N 0 Oregon Shakespeare April 10, 2018 Festival. P.O. Box 1s8 15 South Pioneer Street Ashland, Or 97520 Mayor John Stromberg 541 482 2111 Members of the City Council 541 482 o446 fax Adam Hanks, Interim City Administrator 541 482 4331 box office City of Ashland www.osfashiand.org 20 E. Main Street Ashland, Oregon 97520 Dear Mayor, Council, and Mr. Hanks: Thank you for soliciting input from the Oregon Shakespeare Festival regarding the City of Ashland's pro- posed tax on tickets to live entertainment events. We are strongly in favor of an Ashland Police Department which is fully staffed for the City's size and population, but we would like to see the cost of police services spread across the entire Ashland community, including residents, visitors, and businesses. We are eager to collaborate with the City on funding for critical city services in Ashland, but we feel that this tax is not the appropriate funding mechanism, may have deleterious effects on individual organizations and Ashland's entire cultural sector, and will disproportionately affect OSF and its patrons. 1 As an alternative to the proposed tax, OSF would prefer making a contribution to the City's general fund of $25,000 per year for a term of ten years, beginning in OSF's 2019 fiscal year (Nov. 1) through fiscal year 2029. We would expect that no sales or use tax would be imposed on OSF's ticket sales during this 1. period, and OSF would look to the City for assistance with a number of matters of shared interest, including (but not limited to): • Cooperation on planning for the eventual replacement of the Allen Elizabethan Theatre and the redevelopment of the parcel occupied by the Black Swan building, both City-owned. • Cooperation on potential development of the air rights above the City-owned Hargardine Street parking structure. • Cooperation on potential OSF participation in redevelopment of the Briscoe School property. • Cooperation on potential electronic signage in OSF's Pioneer Street marquee. This contribution would make a material impact in the City's need for additional funding for essential services, while respecting OSF's tax-exempt and non-profit status and avoiding the need to set up and administer another City tax. The need for additional police and other City services and capital projects did not originate with OSF, and we look forward to being one contributor to addressing these issues, but not the sole solution. We hope you will continue to give strong consideration to other funding options, includ- ing the transit occupancy tax and the public safety fee on utility meters. It is important to note that this contribution would represent a significant sacrifice for OSF. Despite our size, we are similar to our fellow non-profits in that annual budget surpluses are rare, breaking even is a relief, and deficits are not uncommon. The impact of wildfire smoke in recent years has exacerbated this condition, leading to a significant deficit in our most recent completed fiscal year. However, a fixed annual contribution which would assist the City in making needed public safety upgrades is vastly preferable to a tax which will directly impact our patrons, create the need for a new compliance apparatus, and make OSF that much more out of reach for playgoers. 1 • The proposed contribution is in addition to the many ways in which OSF already contributes to the Ashland community: • Annual economic impact of at least $120 million, including our own $40 million budget and ap- proximately 500 employees, as well as over 100,000 unique patrons each season, 85 percent of which visit from outside the Rogue Valley, bringing spending to Ashland's lodging, restaurants, retail, and services. • Ongoing maintenance and major capital improvements to City-owned assets including the Angus Bowmer, Allen Elizabethan, and Thomas Theatres, at no cost to Ashland taxpayers. It's important to note that many cities incur expenses (including wages, benefits, and repair and maintenance, among others) from municipally-owned performing arts complexes, and Ashland essentially owns a world-class, three-theatre performing arts complex at little to no annual expense to the City. • A recent renovation of over $4 million to the City-owned "Bricks" courtyard at no cost to the City, which made this iconic space more accessible, welcoming and ready for many decades of further service to the community. • OSF's Green Show provides free nightly entertainment all summer long, at an annual cost to the organization of nearly $500,000. Anecdotal evidence suggests that the majority of Green Show attendees are local residents, for whom this program is a tremendously important part of their sum- mer lifestyle. • Significant volunteerism from OSF itself and our employees, including an annual United Way of Jackson County fundraising drive, multiple food drives each year for the Ashland Emergency Food Bank, and support for local organizations like La Clinica, Lotus Rising, SO Pride, and the Ashland New Plays Festival, to name a few. Our annual Daedalus Project has raised millions of dollars over 30 years for HIV/AIDS charities, most of which are located in Southern Oregon and Northern California. In addition, and in some cases in spite of our tax-exempt status, OSF currently makes significant financial contributions to local government, namely: over $40,000 annually in property tax on housing owned by OSF and around $6,000 per year in Ashland meals tax payments from sales in our concessions stands and Members' Lounge. The City of Ashland and the Oregon Shakespeare Festival have been joined together in shared success since the earliest days of the Festival, in 1935. We appreciate both the extraordinary level of support we enjoy from the City and the extraordinary contributions of OSF to the community, and look forward to continuing our mutually fruitful relationship for many decades to cone. We look forward to being in dialogue with you and with City staff regarding this proposal, and please do not hesitate to contact me with questions at any time. Very sincerely yours, nthia Rider Executive Director 2