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HomeMy WebLinkAbout2018-0703 Council Mtg MIN CITY OF ASHLAND MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL July 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.] 1. CALL TO ORDER Mayor Stromberg called the meeting to order at 7:04 PM. H. PLEDGE OF ALLEGIANCE ITI. ROLL CALL Councilor Bachman, Slattery, Morris, Seffinger, Rosenthal and Morris were present. IV. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced Commission and Committee vacancies. Seffinger announced there will be a ceremony introducing the art piece "Elevation" will be on July 6' at 4 PM at the Bandersnatch Trail. Slattery/Seffinger moved to delay Unfinished Business Item #2 - Review proposed provisions of Councilor Rules to a future Business Meeting. Discussion: None. All Ayes. Motion passed unanimously. V. APPROVAL OF MINUTES 1. Executive Session of June 14, 2018 2. Executive Session of June 15, 2018 3. Study Session of June 18, 2018 4. Business Meeting of June 19, 2018 Bachman /Rosenthal moved to approve the minutes. Discussion: None. All Ayes. Motion passed unanimously. VI. SPECIAL PRESENTATIONS & AWARDS 1. SmokeWise Ashland Presentation by Fire and Rescue Forest Division Chief, Chris Chambers and Chamber Executive Director, Sandra Slattery presented Council with an update on the SmokeWise Ashland Program. Also in attendance was Chamber Membership & Business Development Director, Dana Preston and Fire Adapted Community Coordination, Alison Lerch. Ms. Slattery spoke that the Chamber has a history of collaborating with the City and Fire Department on Forest Restoration. She explained that in 2017 the Chamber offered to join a task force for wild fire prevention. In 2017 there was a Fire Summit which included a number of leaders talking about preparedness. During this Summit the task force was able to identify gaps and work on what needed to be done to fill those gaps. She explained that the task force met monthly through the summer. Mr. Chambers spoke regarding what to do when there is smoke. He spoke that last year there were 47 days continuous of smoke most of which was rated at the unhealthy range. He spoke that the task force met in the fall after the smoke had cleared to address things not known such as: long term effects of smoke, how much precaution does a person need to take and what kind of protection is needed. Ms. Slattery explained that after the questions were defined the began working on ways to find the answers and create a strategy to communicate the solutions to the public. She spoke that there would be a Smoke Preparedness Workshop (see attached). Council was shown two videos: Smokey Skies and Your Health https:Hvimeo.com/257174563 How to fit a Niosh N95 Adult Mask https://vimeo.com/257185210 Ways to alert the Community on how to deal with smoke was discussed. Ms. Slattery spoke that they are working on an educational effort to write articles for the media, chamber email and emaiIs to community partners. Ms. Slattery spoke that the work the task force has done has been recognized by many that want to use their model for their Communities in the State. Mr. Chambers spoke that setbacks to Ashland forest resilience work is they can't get enough of the proactive burning done every year. He spoke that they are looking into solutions for this issue. Seffinger spoke to the importance of preparedness and knowledge. Rosenthal thanked the presenters for their leadership and good example of how much better it is working together in partnerships. He spoke that in late April the controlled burning began and the smoke drifted into town which triggered a lot of concern. He questioned the reasons for the smoke coming into the City. Mr. Chambers explained that they did have to file a report under current regulations since smoke got into the valley. He spoke that under current regulations the weather forecast didn't pan out and the wind shifted. He explained that controlled burning is important to maintain millions of dollars of investments. Seffinger questioned if there are plans for the homeless when smoke hazard is a concern. Mr. Chambers spoke that this is in discussion and looking into options for a shelter. VII. MINUTES OF BOARDS, COMMISSIONS, AND COMMITTEES Airport Conservation Forest Lands Historic Housiniz and Human Srvs. Parks & Recreation Planning Public Arts Transportation Tree Wildfire Miti,_,ation 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 maYimum] Dick Wandersheid-Ashland- Thanked Mayor and Council for an opportunity to speak and for their countless hours of service the Community. He spoke that on June 16, 2018, John Fregonese passed away. Mr. Fregonese was a former City of Ashland City Planning Director for 13 years. He spoke that he was a friend, brother and mentor. New friend brother and mentor. He spoke regarding Mr. Fregonese's accomplishments. Such as: • Comprehensive plan acknowledged by LCDC. • Standards Ord. Zoning Code • Applied for a million-dollar block grant for homes in the Railroad District • Implemented site design guidelines and approved sign codes. • Helped support and develop energy efficiency and water efficiency programs He spoke that many who worked in his leadership and are now great workers around the state. Mr. Fregonese was inspiring and mentored to be successful. There is no an accounted opened for donations to help restore the Butler-Perozzi Foundation. To donate you can make deposits at any Rogue Credit Union. Please reference "Fregonese Memorial Fund". Checks can be mailed to: Rogue Credit Union, PO Box 4550, Medford, OR 97501 (see attached). Dennis Miller- Campground in Applegate-Spoke regarding slips and falls. He spoke that on June 25, 2017 he slipped and fell and it took him 4-6 weeks to walk again. After the fall he went to places around the City suggesting to get pamphlets to pass out to the Community regarding slips and falls. He spoke that there are many seniors in Ashland and we need to offer more to them. IX. CONSENT AGENDA 1. Approval of Radio Maintenance Agreement with Day Wireless for Ashland Police Department and Ashland Fire and Rescue (special procurement) 2. Information on fees associated with sidewalk dining permits within the City Rosenthal pulled this item. He spoke that the sidewalk dining permits within the City should be the same cost as the ones that are managed by Parks and Recreation. He suggested that Ms. Brown work with Parks and Recreation and look at the cost of service and city permits. He spoke to have a revenue source that would be useful for both and equitable for everyone. 3. Approval of City and Parks contracts with Pathway Enterprises, Inc. to provide janitorial services for City and Parks facilities 4. Award of public contract for municipal audit services to Moss Adams LLP 5. Award of contract for disposal of biosolids to Dry Creek Landfill, Inc. from Waste Water Treatment Plant 6. Assignments of Council Liaisons to Boards, Commissions, and Committees Seftinger pulled this item. She wanted to acknowledge the Forest Lands Commission for their great work. She gave a special thanks to Jeff Mcfarland and spoke that Bachman will he a great Council Liaison to this Commission. amazing group. 7. Approval of a water service connection for a residential property located at 597 Benson Way 8. Appointment of Allison Renwick to the Public Arts Commission 9. Confirmation of mayoral appointment of Kelly Madding as City Administrator Slattery pulled this item. Kelly Madding came up to the dais. Slattery welcomed Ms. Madding. Ms. Madding introduced herself. She spoke that it is an honor to be here. She spoke that when she left the City of Ashland years ago it had always been a goal of hers to come back to lead the City as City Administrator. She spoke that she is looking forward to working with City Staff. She thanked Council. Rosenthal spoke that he had pleasure of working with Madding at the City of Medford and although sorry to see her to leave City of Medford he is excited she is coming to Ashland. Slattery/Bachman moved to approve the Consent Agenda. Discussion: None. All Ayes. Motion passed unanimously. X. PUBLIC HEARINGS (Persons wishing to speak are to submit a-speaker request form" prior to the commencement of the public hearing. Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the Council, unless the Council, by a two-thirds vote of those present, extends the hearing(s) until up to 10:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.) None XI. UNFINISHED BUSINESS 1. Award of contract for the Ashland City Hall concepts, design and construction services with ORW Architecture Ms. Brown and Public Works Project Manager, Kaylea Kathol gave Council a staff report. Ms. Brown spoke that she would recommend keeping Briscoe in the contract. She explained that the 8 of the 1 1 Ad-Hoc Committee members spoke they would prefer City Hall in current location and leave the Community Development Building as is. 2 of the 11 members spoke to move City Hall to the Civic Center and 1 member spoke to move everything. Bachman spoke in support of looking at all three sites. Bachman/Jensen to approve the award of a contract for professional engineering/architectural services with ORW Architecture for either: o $97,085 to complete Phase 1 of the City Hall Concepts, Design and Construction Services for three concepts; City Hall in its current location, new facility at the Civic Center and reconstruction at the Briscoe School location. Discussion: Bachman spoke that it is important to have as much information that we can see best options. Jensen spoke we owe it to the community to look at all three options and need to be informed. Morris spoke that he will not support the motion. He spoke that there is a shortage of R2 and R3 land. Slattery spoke that he will not support the motion. He spoke if Briscoe would not be a good option for City Hall then why study it. He spoke that we should listen to the Ad-Hoc Committee. He suggested to retrofit the current City Hall and find the least cost alternative. He spoke that he would like to see the least to greatest things the City can do to make City Hall safe. Ms. Brown explained the discussion with ORW is to do 3 conceptual designs. Seffinger agreed with Slattery and will not support this vote. She spoke to the importance of affordable housing which is a current need in the Community. She spoke to the advantages of having the government buildings centralized. Jensen spoke in support of including Briscoe in the analysis. Rosenthal spoke to the importance of Council doing due diligence. He spoke that Council has a responsibility to look at all 3 sites. He spoke that things can change in 3 years and in the long-run it will be good to have this study done. Mayor Stromberg spoke to the importance of due diligence and that he would support the vote. Roll Call Vote: Bachman, Jensen, Rosenthal: YES. Slattery, Morris, Seffinger: NO. Mayor: YES. Motion passed 413. 2. Review and proposed revisions of council rules XII. NEW AND MISCELLANEOUS BUSINESS None XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS None. XIV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XV. ADJOURNMENT OF BUSINESS MEETING The Council Business Meeting adjourned at 8:40 PM Respectfully submitt d by: City Recorder, Melissa Huhtala Attest: Ma or 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 I~ 1 r .L l 1 ,ci`G ~ , S ~ ~~1 Ct l t s Y f Business Resiliency Workbook s for Smoke Preparedness Partners: Ashland Chamber of Commerce Ashland Fire & Rescue Fire Learning Network - The Nature Conservancy United States Forest Service Asante Ashland Community Hospital February 21, 2018 3 Shep sw be Smoke Preparwduass How to be prepared for smoke impacts to your business, employees and customers 1. Assess your current situation 2. Take action to help minimize smoke impacts 3. Be ready with a communication plan during a smoke event 1. Assess your current situation • Your building (business or home) ✓ Determine how your current air filtration system works and what type of filters you are currently using (Recommended HEPA or MERV 15 or higher rated filter): HVAC Filters • Your employees ✓ Determine employee health sensitivities to smoke and work availability by those physically challenged during Smoke events C EMPLOYEES AT R115K ~ I I ✓ Estimate mask availability and use (Recommended h95 or h100) • Your customers Determine how your customers would be impacted by smoke and If there are other alternatives and options to access your bu51ne55 2. Take action to help minimize smoke impacts • Your building ✓ Install new HVAC filters before fire season. Recommend HEPA or MERV 15 or higher. Stock up on filters for the season. Check fllter5 periodically to see if they need to be changed. It 15 recommended checking the filter at least every 4 weeks during periods when your furnace or air conditioner 15 being used regularly. It may be nec- e55ary to change the filter In a5 little a5 Z weeks. A clean filter will help your HVAC system run more efficiently. Change fllter5 a5 needed and a5 they get dirty, and replace fllter5 once the smoke has left the valley. Con51der installing an air purifier a5 part of your 11VAC system If It is appropriate. Contact a local HVAC 5peciali5t for a free business/home consultation. ✓ Purchase a Portable Air Cleaner (PAC). Choose the most appropriate PAC for the size of your building. (visit: hgps•//thewirecutter.com/reviews/best-air-purifier/ for an in-depth consumer report). Prices range from $90-$540 Residential Air Purifier units can be purchased at Ashland Hardware, ranging In price from $39.99-$219.99 j ✓ Know how to seal off a room in case of the need to remain indoors. Install new ~ weather stripping on your windows and doors where air tends to leak. ✓ Periodically check the air quality inside your building. Purchase or borrow (Ashland Fire & Rescue) a portable smoke measurement device (nephelometer) • Investment If you have a small amount to invest: ✓ Install MERV 15/HEPA filters in your HVAC System ($15-$100) ✓ Purchase a PAC that is appropriate for your building ($125-$600) ✓ Install new weather strlpping If you have more money to invest, including everything in the above list: ✓ Install an air purlflcatlon system to your HVAC System ($1200-$1500 plus Installa- tion costs) ✓ Look into Air Curtains If your door stays open for long periods of time during smoke events (Costs depends on size of machine) 9 Additional Considerations: • Depending on your business, using ovens, stoves and vacuum cleaners can make the Indoor air quality worse. Ensure the employees working under these con- ditions have PACs and masks available. • Window AC Units should not be used during smoke events, Cover and seal the sides of the unit to smoke does not leak in to your building. • If your building does not have AC, consider running the HVAC system on "FAN" while having new MERV15 or better filters. If the building gets warm you may need fans to keep air flowing. i • Your employees ✓ Who are the key individuals to make decislons if the owner/manager Is unavailable?: 5 4 ✓ Make a list of employee personal contacts for all staff: NAME HOME PHONE CELL EMAIL : 5 t ✓ Make a plan for how to conduct business if impacted by a smoke event in advance - for example: Who can work remotely?_____ Who cannot come to work because of health impacts? ✓ Make sure each employee has a mask and knows how to use it recommended: hl95 or h100 WHO FURCHA5E5: C05T research what the various levels of smoke impacts mean to individual health concerns and activities (i.e. what Individual actions should be taken at each levels?) MEDICAL ADVICE: Personal Fhysiclan, Asante Ashland Community Hospital, Jackson County Health & Human 5ervice5 Devise a communication plan for your employees - how will you communicate with them? ❑ By text ❑ By phone ❑ By email f • Your customers f ✓ Create a plan for how you will do business in a smoke event l Can you operate from your location: ❑ Yes ❑ No I ✓ Create a plan for how you will communicate with your customers during a smoke event at each of the levels - what methods of communication will you use? For example: website, phone message, signage, etc. as appropriate to type of business operation F 3. Be ready with a communication plan during a smoke event • Implement communication plan l V Measure internal air quality - secure necessary building plan ✓ Contact employees ✓ Contact customers I I ✓ Post video and predetermined communications on all available pathways (phone message, website, etc.) V Where do I find important contacts? a The Ashland Chamber, in collaboration with Ashland Fire & Rescue, has created this work- book to help guide you in mitigating the challenges of smoke. The products recommended in this guide are examples of items that have gone through significant research. However, you need to make your own decisions based on your building capacity and budget. For the most up-to-date information & recommendations please visit: shland.onusSmoke ashlandchamber.com/Smoke a / I One of the many accomplishments that John Fregonese was most proud of was the complete restoration of the Butler- Perozzi fountain in the 1980s. The fountain was the crown jewel of Lithia Park in Ashland, Oregon. Time and the elements have taken their toll and the fountain is again in need of restoration. In honor of John Fregonese an account has been opened for donations to help restore the fountain. You can make deposits at any Rogue Credit Union branch in person by cash or check, or a check by mail. Please be sure to reference the "Fregonese Memorial Fund". Checks can be mailed to: Rogue Credit Union, PO Box 4550, Medford, Oregon 97501. ~r i~ o~~ s