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Home My WebLink About1999-0506.SS.MINMINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL May 6, 1999 CALL TO ORDER Mayor Shaw called the meeting to order at 12:40 p.m., at the Civic Center Council Chambers IN ATTENDANCE: Councilors Laws, Reid, Hauck, Hanson,Wheeldon and Fine were present. Staff present included: City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, City Recorder Barbara Christensen, Director of Community Development John McLaughlin, Public Works Director Paula Brown, Fire Chief Keith Woodley, Director of Finance Jill Turner and Administrative Director Dick Wanderscheid. !. Discussion of upcoming trip to Guanajuato in August/September. Council was informed of the dates for the trip to Guanajuato which will be August 28 - September 4, 1999. The cost of the trip per person will be $350.00 with Guanajuato hosting the cost of lodging. Staff requested that council let them know if they are planning on joining in this trip. II Wastewater Treatment Plant loose ends. Public Works Director Paula Brown, submitted attached answers and explanation on the following questions that council had requested from previous council meeting. 1) Facilities Plan Figures noted that the capital cost of advanced treatment year around discharge to the creek is $29.9 million, this was the only way to fully compare the options as were proposed; 2) Irrigation Rates, Application Volumes, Application Restrictions methodology was rechecked to verify that when the wind velocities would take the water off of the site, we will not spray; 3) Water Rights on Ashland Creek were presented; and 4) Cost Clarifications were explained. Brown noted that there is only one copy of a draft re-use plan available in the Public Works office. Explained that the irrigation has been approved for irrigation re-use by DEQ, the bio-solid report is still in draft form. Reported to council on the time line for when agency will sign off on the plan, and intends to submit a copy of the letter from DEQ that outlines requirements for approval. Discussion on the process in which to bring new information to the council. Mayor Shaw felt that it is unfair when only one council member has had time to review information and expects discussion when other council or staff have not had the opportunity to review. Shaw reminded council that Brown is the fourth Public Works Director to work on this project. Laws voiced his appreciation on how well Brown handled a difficult situation at the previous council meeting. Brown again clarified for council the issue of winds in relation to spray irrigation, and explained that the policy is to not over spray beyond property line. Commented that Rogue Valley Council of Governments (RVCOG) is testing Talent Irrigation Water (TID). Brown submitted information to council on what the city water rights were and the year that the water rights were obtained along with the certificates. Explained that the water that is held, is the city's. If there is water coming into the tributaries, this water would need to be passed through, or at least a portion of the water would need to be passed through. Wheeldon commented on the positive relationship with US Forest Service and Linda Duffy in regards to the continued work and inter-connection of the watershed. ,\shland City Council Study Session Minutes 05-06-99 l! Strategic Plan Debriefing and Discussion of Next Steps. City Administrator Freeman requested that council fill out a survey on their evaluation of the Strategic Planning Process for 1998-99. Council discussion regarding their evaluation of how they felt the Strategic Planning went. Wheeldon felt that they had gained, but that there needed to be a better understanding and expectation by all in what was to be accomplished. Reid felt that the Strategic Planning was more complicated in comparison to past goal setting sessions, doesn't want to "tie the community down" as it is hard to set long range parameters. Wheeldon commented that prior goal setting sessions didn't connect with department heads, and felt that it is all about "planning" which the Strategic Planning made more efficient. Freeman explained that there had been confusion in the beginning because "Strategic Planning" was being noticed rather than the more familiar term of "goal setting". Felt that the community was not familiar with the term and in hind sight should have made more clearer that this was taking the place of the annual goal setting. Hauck commented that the process should be more community driven. Feels there is advantage to the now defined structure set-up with categories and a general sense on what the public will need to direct their comments m areas they feel have a higher priority. Laws commented that what they did this year was not really a strategic plan, but was something that was a small step toward Strategic Planning from the goal planning that was done in the past. What was done differently was having the categories organized, giving staff equal status with council, and did not go through the process of reaching consensus on proposed items, but rather gave acceptance to everything that was proposed. Stated that Strategic Planning involves stating what the city long range goals are, and then in order to reach these goals setting objectives. The annual strategic planning should involve what exactly would need to be done in order to accomplish the objectives. Council discussion regarding how new council members would identify with the strategic planning process if goals are already set by prior council, and how new ideas or goals could be introduced by new council members. Freeman explained that this has already happened, and used the Comprehensive Plan as an example of set city goals. Freeman updated council on what staff has been working on and will be brought back to council regarding the strategic plan. Department heads have reviewed list of projects and priorities and placed in a planning software as priorities to work on in the fiscal year. What staff is currently doing is for each of the projects, the lead department head for the project will be working on estimation what the essential elements of that project are and what the time frame is. When this is completed, it will be brought back to council for discussion. IV Discussion of Study Sessions and Council Meetings - Public Input Process Freeman requested discussion on how the public process works for study sessions and council meetings. Commented that he felt that the public forum section of the agenda should be placed before public hearings on the agenda, and that this is common practice by other cities. Laws felt that if a citizen brings up a matter that needs further discussion during the public forum, it should be discussed under New Business, If the council feels the need to form a committee to deal with the matter, they ,\shland City Council Study Session Minutes 05-06-99 2 should do so at that time during the public forum. And, if the matter is something that the council is not interested in discussing or dealing with, the council should inform the individual at that time and not move on. Council discussed how this has previously been brought up for discussion in the past, and that it has been determined that because of the necessity to conclude public hearings by 9:30 p.m., and finish any other council business, that to place the public forum after public hearings has been the better choice. City Recorder Christensen explained that the city ordinance gives the mayor opportunity at the beginning of each meeting to make changes to the order of the business on the agenda. After further discussion regarding different situations that happen during public hearings and public forum and how council reacts to these situations, there was general consensus to leave agenda in the format currently being used. Councilor Fine brought up for discussion the pledging of allegiance at the beginning of each council meeting. Wondered if the citizen is so questioning of our allegiance that they want it publically re-affirmed each week, if not what is the purpose. Council Hanson felt that this was the basis of patriotism. Council discussion in that the pledge sets a tone for the beginning of each council meeting and is a good idea. Laws felt it would do a lot more harm than good if council were to do away with it. Freeman commented on the confusion there seems to be when individuals sign-up to speak on agenda items. Council responded on how they preferred to hear comments on agenda items. Suggestion was made that speaker request form be reviewed and better clarified for individuals that want to speak, that the speaker request form be more specific and give better directions. Councilor Fine agreed to work with Christensen to re-do speaker request form. ADJOURNED The meeting was adjourned at 2:55 p.m. Respectfully submitted, Barbara Christensen City Recorder/Treasurer Ashland City Council Study Session Minutes 05-06 99