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HomeMy WebLinkAbout1999-0601.REG.MIN MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL June 1, 1999 Civic Center Council Chambers, 1175 E. Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:00 p.m., in the Civic Center Council Chambers. ROLL CALL Councilors Laws, Reid, Hauck, Hanson, Wheeldon, and Fine were present. APPROVAL OF MINUTES Minutes of the Regular meeting of May 18, 1999 were approved with the following amendments: page 2, first paragraph, second sentence should read, ~Noted how the City of Bend had not kept a tight urban reform...."; third paragraph, sentence should read "..designed to reduce global warming in relation to the whole transportation issue,..."; page 6, under item 5, first paragraph, last sentence should read, '"...entered an establishment that had its liquor license all but revoked...". SPECIAL PRESENTATIONS & AWARDS (None) CONSENT AGENDA I. Minutes of Boards, Commissions and Committees. 2 Monthly Departmental Reports. 3. Confirmation of Mayor's appointment of Kay Maser to the Historic Commission for a term to expire April 30, ~02. 4. Ambulance License Renewal Application. 5. Termination of Two Easements in Park Ridge Subdivision, Phase 1, tax lot 391E 4DC 3600, and the Reestablishment of a Public Utilities Easement and Drainage Easement for the same Property. 6. Approval of Street Cut for Starflower Street to install underground utilities. Councilor Wheeldon requested amendment to minutes of May 6, 1999 Council Study Session page 2, second paragraph should read. "Wheeldon felt that they had gained a better understanding of the strategic planning process and should continue to clarify expectation of the council." Councilor Fine requested amendment to minutes of May 20, 1999 Council Study Session page 1, last paragraph, third sentence, item 3); to delete "define public access and make it applicable" and add to the sentence, "and right of public to give input." Councilors Wheeldon/Fine m/s to approve Consent Agenda. Voice Vote: All AYES. Motion passed. PUBLIC HEARINGS I. Public Hearing to consider a recommendation to issue $6.2 million in general obligation bonds for the construction of a 23,000 square foot library improvement project. Assistant Administrator Greg Scoles presented synopsis of request to pursue expansion of the existing library facility. Explained that the information on overall costs was included in council packet Scoles noted that Library Committee had met several times to review new proposal and that the cost has been reduced to $5.9 million. Explained that in order to reduce costs associated with the library expansion, several items were explored. Noted that no longer was acquisition of adjoining property required, and stated that an analysis of the overall service area population numbers reduced the programming need in total square footage for the library facilities. Introduced SERA Architects who presented revised proposal. John Echlin of SERA Architects presented plan drawings showing schemes from previously presented plans and current revised plans. Stated that the project is completely contained on the property owned by the city, and that city Council Meeting 6-01-99 Page 1 of 6 they worked with assumptions that were gained from the previously held public workshops in regards to retaining the historic significance of the existing Carnegie Library. Stated that the entry-way is identical to the plan that was previously presented, and indicated where other entry ways were into the building. Explained how each of the floors would be used and that they had added a ~'front porch" type element to the building. Stated that the main dit'I~rences between the current building proposal and past building proposal was in keeping the volume very simple and classical in its proportions to be compatible with the existing Carnegie building. Peter Meijer. SERA Architects explained the budget associated with the project and presented comparison of costs from previous proposal to current proposal. Stated that the cost estimates are based on a revised floor plan and that the estimate retains the $152.66 sq/ft cost for new construction and $120.48 sq/ft cost for the existing building from the previous cost estimate. Stated that the $152.66 sq/ft is a standard comparison cost for building. George Kramer spoke on the compatibility of the proposed design and the downtown area. Felt that the current parking problems associated with the current library is a testament to the use of the library. Gave brief history on how the library came about and the importance of Carnegie. Scoles pointed out that the new estimate of $5.9 changed the assessment from $.5852/yr to $.4595/yr. Action tonight being requested is direction to continue pursuing this project for a November ballot election. PUBLIC HEARING: Open 7:42 p.m. Russ Silbiger/562 Ray Lane/Questioned the expense associated with the proposed library expansion. Asked that the SOU library be taken into account, along with expanded library services and internet services. Silbiger felt that the proposed building is still too expensive. Commented on the problems associated with parking for the proposed building plan. Stated that he felt that the timing was ~vrong and we should wait to see what the county is going to do Treva Tumbleson/655 Leonard/Stated that the costs have been significantly reduced and that costs will only rise. Does not feel we should wait until we have a "perfect" plan. Voiced her frustration on how costs would only rise, and would like to see this project proceed now. Feels that the library is being used to the point that it is falling apart and is in great need of repair. Colin Swales/143 8th/Commented on the changes that have been done and his approval of them. Concerned that the building is a full story larger than the current Carnegie building. Stated that he still felt that the site was too small for the proposed building and questioned where the parking was to be located and the number of parking spaces allowed. He felt that the present scheme did not address the parking needs. Bryan Frink/583 S Mountain/Gave historical prospective from a businessmen's point of view using various examples of past generations, "gifts" to the community. Used these perspectives in relation to his support of the proposed library expansion and how it related to the community. Diane Schaffer/583 S Mountain/Commented on community "identity problem" and how parking is going to be a problem in the future no matter what happens. Feels proposed library expansion is a proposal that the community will vote for. Noted other areas that have most recently expanded or built new libraries. Commented on outstanding service by library staff and how books are becoming damaged due to the condition of the building. She l~lt that we need to act now and that this is a community of library users. Noted some statistics on use of library. lerry Skibby/611 Beach St/Felt that the library expansion is long overdue and that the building and location of the building is very important. Christine Norton-Cotts/525 Conifer/Felt that it is imperative to move forward on the expansion of the library. Commented on the possibility of budget cuts in the school district which could effect the availability of our school libraries. Barbara Ryberg/373 Vista/Commented that if libraries are only about parking, then there is problem with our culture. Pointed out that the SOU library has a different function than a public library. That the Ashland Library City Council Meeting 6-01-99 Page 2 of 6 serves a larger area than other branch libraries. Stated that the community has waited 10 years for the county to do anything. Commented on how the area is becoming more urban and the many ways that the library could be reached through alternative transportation. Requested that citizens be allowed to make the decision. Vince Orson/Ashland resident/Felt that things were moving too fast and would like to have additional opportunity to view the plans proposed. Surprised that the community is being asked to comment on plans that have been available for such a short time. Stated that his vision for a library is a new building and commented on the limitations involved when trying to save the current Carnegie building. Disappointed that there had not been opportunity to purchase the adjoining property. Commented on his dream of having parking in the rear of the building. Joanie Keller-Hand/652 Faith Ave/Commented on how the library was too small 10 years ago, and how it is not possible for her children to find space in current library. Urged council to allow proposal to go to a vote of the community. Joan Steele/332/Commented on library in Concord, MA and the similarities to our own library situation. Urged council to let voters to make decision to grow. PUBLIC HEARING: Closed 8:02 p.m. Scoles explained the assumptions used and that program needs were used to determine service area size. Explained that the city and county agreed on different population projections for this area, but is a test that won't be known for a number of years. Stated that based on the City Comprehensive Plan, that the population projections are as accurate as you can get. John Echlin explained that the cost of square footage is based on the building of an existing site. That ideally, a library is a square box, but current proposal is not a square box and that creates inefficiencies. Commented on the use of internet and that the effect of computers only increases the size of libraries, paper production and space requirement. Stated that the parking on Gresham Street is angle parking and is only a proposal. Echlin gave further explanation on the number of parking spaces being proposed, the desire to be sympathetic with landmark quality, and keeping with the Carnegie style. Bob Wilson, Head Librarian clarified for council that there were no proposed changes to the current staffing level with the proposed library expansion. Mayor Shaw explained that the community will have ample time, five months, to view proposed plan before the November election. Commented on why Friends of Ashland Library did not want to wait until the county put a library, measure forward. Stated that it is very difficult to get a capital improvement project passed in Jackson County, and noted the many needs of services in the county. Shaw explained that if Ashland should approve this proposal, and Jackson County voters should later approve a library bond, then the Ashland Library bond would be wrapped in the bond passed by Jackson County. If the bond should not pass, then Ashland would continue on their own. Commented on the problems associated with double majority voting. Shaw explained that the property owners had spoken regarding the sale of the adjoining property, but because the appraisal was too high, then revisiting the size and costs associated with the expansion were necessary and prudent. Councilors Hauck/Reid m/s direct staff to prepare necessary documents to place the question of authorizing a general obligation bond for the expansion of the Carnegie Library on the November ballot. DISCUSSION: Councilor Laws reminded council of his previous concerns with the previous version of the library and how the cost had come in so much higher than what they had thought was estimated, and noted the problems associated with the adjoining property. Commented on how he did approve of the revised plan and felt that there had been progress made. Laws stated that he would also like to see the Fire Station expansion combined with the Library expansion project. Laws voiced his remaining concern with the speed that this came forward and would have liked to have had additional time to review the plans. ('it.~ Council Meeting 6-01-99 Page 3 of 6 Councilor Fine voiced his support of the proposal and is comfortable that the council is not being asked to set a dollar amount for a bond issue. Fine encouraged the community to examine the proposal, to look at it with a healthy scepticism, and if there are concerns that they should bring these forward to the council members. Fine also noted the compromises made in this process and the positive factors that had been met by the Library Committee. Councilor Hauck clarified that the motion should include the $5.9 million amount of a general obligation. Mayor Shaw clarified that this will allow staff to bring back one resolution to include the Fire Station along with the Library expansion. Roll Call Vote: Laws, Reid, Hauck, Hanson, Wheeldon, and Fine; YES. Motion passed. 2. Public Hearing to consider adoption of 1999-2000 Budget. PUBLIC HEARING: Open 8:40 p.m. Cate Hartzell/881 E Main/Read statement on proposed cut to City Recorder's Office. As a member of the Ashland Budget Committee, and if council approves budget as presented, Hartzell formally requested that the City Administrator and City Recorder be directed to design a system to monitor the impacts of the decision, the impact on the responsibilities of the office, and to the services available to the public through this elected office. The s>I stem should include a way to track the type and number of requests that the Office of the City Recorder receives and that the findings be made public within the next year. Noted that the request is made because some members of the council are interested in pursuing action to change the charter and eliminate the Office of the City Recorder. Hartzell believes that the proposed budget begins this process and suggests that council couple it with a responsible study on the impact to the public. Mayor Shaw told of personal past experience regarding an issue she had worked on, commented on the amount of hard work and deliberation in regards to this issue, and that it be allowed to move on. Hartzell commented that there is nothing in her statement that indicated that council did not support the proposed budget. Hartzell clarified that she was only asking for an addendure to the budget process that was not appropriate at the Budget Committee level. Repeated her request for a monitoring system which would allow her to not be critical of the decision to approve the budget as presented by the council. Feels there is value in tracking and following the outcomes of decisions that are made. City Recorder Barbara Christensen clarified for council that information on the number of public requests by this office is available. Christensen clarified that she had pursued the issue as best as possible by providing information and responsibilities of the Office of the City Recorder and what the impact of a cut in staff would mean to that office. Stated that she simply did not agree with the recommendation by the City Administrator and used the budget process to the voice this disagreement. Confirmed for council that it would not be an additional burden to track requests by the public on this office. PUBLIC HEARING: Closed 8:49 p.m. PUBLIC FORUM Robert !ngalls/General Delivery/Spoke opposing camping restriction in city and made biblical references. Commented on the use of "transient" and feels camping ordinance needs to be reviewed. UNFINISHED BUSINESS (None) NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. City Administrator Mike Freeman noted that item #3 is moved to a future study session date as he would be out of town, and that information on the upcoming session of Economic Development would be distributed to council. ('ity Ctmncil Meeting 6-01-99 Page 4 of 6 Councilor Reid concerned that the survey of information regarding future staffing for the Fire Station should be included in discussion regarding building projection. City Administrator Freeman explained that the study session will be based on phasing, timing. and the expectation of process before any further progress is made. Stated that there will be additional opportunity for discussion. Freeman explained that item # I is a preview of stories that are being presented for the City Source newsletter. Wheeldon concerned regarding stories that do not have correct information and there is not adequate time to make corrections. changes, additions or comments. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Reading by title only of "A Resolution certifying City provides sufficient Municipal services to qualify for state subventions." Councilors Hauck/Reid m/s to approve Resolution #99-26. DISCUSSION: Finance Director Jill Turner clarified for council that this resolution did not incur any obligations to the city other than the ability to receive revenue. Roll Call Vote: Fine, Wheeldon, Hanson, Hauck, Reid, and Laws; YES. Motion passed. 2. Reading by title only of "A Resolution declaring the City's election to receive state revenues." Councilors Hauck/Wheeldon m/s to approve Resolution #99-27. Roll Call Vote: Laws, Reid, Hauck, Hanson, Wheeldon and Fine; YES. Motion passed. 3. Reading by title only of "A Resolution adopting the annual budget and making appropriations." Councilors Hauck/Wheeldon m/s to approve Resolution #99-28. Roll Call Vote: Hanson, Laws, Fine, Reid, Hauck, and Wheeldon; YES. Motion passed. First reading of "An Ordinance levying taxes for the period of July 1, 1999 to June 20, 2000, such taxes in the sum of $5,359,000 upon all the real and personal property subject to assessment and levy within the corporate limits of the City of Ashland, Jackson County." City Administrator Freeman read ordinance in full, "An Ordinance levying taxes for the period of July 1, 1999 to and including June 30, 2000. such taxes in the sum of $5,576,000 upon all the real and personal property subject to assessment and levy within the corporate limits of the city of Ashland, Jackson County, Oregon." Councilors Hauck/Wheeldon m/s to approve first reading and place on agenda for second reading. Roll Call Vote: Wheeldon, Hauck, Fine, Laws, Reid, and Hanson; YES. Motion passed. First reading of "An Ordinance amending Section I 0.46,050.A of the Ashland Municipal Code to reduce the penalty for illegal camping and similar conduct from a misdemeanor to an infraction." Councilors Fine/Hauck m/s to approve first reading and place on agenda for second reading. Roll Call Vote: Hauck, Laws, Hanson, Reid, Wheeldon, and Fine; YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS Councilor Reid questioned if the Mayor planned on joining additional communities by signing the letter regarding Global Warming. Mayor indicated that she did, and Councilor Laws questioned if it would be appropriate for council to be allowed to sign also. Mayor indicated to council that this letter would be distributed to council for signature. City Recorder Barbara Christensen requested the opportunity to thank the individuals in the community who came forward and helped with the issue surrounding the budget cut to the Office of City Recorder/Treasurer. Commented on how there may have been a misinterpretation from a published commentary in regards to city staff providing inlBrmation to the public. Stated that she had a high regard for city staff, and that what she had been referring to was individuals that may feel they cannot get information anywhere else for reasons beyond the control of city staff. Requested that in the future, when staff cuts are made, that an opportunity be provided to discuss the impact to the Council Meeting 6-01-99 Page 5 of 6 office or department before the cut is actually made. Stated that she would keep current on the impact to this office made by the cutback, and will use the next budget process as a way of bringing this forward if necessary. Councilor Fine noted for the public, that the plans for the library expansion would be available for viewing at the Ashland Library,. City Administrator Freeman confirmed that these plans would also be available at City Hall. ADJOURNMENT Meeting was adjourned at 9:00 p.m. barbara Christensen, ('i~' Recorder Catherine M. Shaw, Mayor Citv Council Meeting 6-01-99 Page 6 of 6