HomeMy WebLinkAbout2018-06-04 Study Session I
I
CITY OF
ASHLAND
CITY COUNCIL STUDY SESSION
AGENDA
Monday, June 4, 2018
Council Chambers. 1 175 E. Main Street
5:30 p.m.
1. Public Input (15 min)
IL Annual Winter Shelter Report and Discussion (40 min)
III. Senior Issues Ad-Hoc Committee Scope Discussion (30 min)
IV. Updates from the City Administrator (5)
Note: Topic times are estimates and subject to modification at the meeting
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1).
COUNCIL MEI"I"INGS ARE BROADCAS I- LIVE ON CHANNEL 9. OR ON CHARTER CABLE
CHANNEL 180. VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
Council Stud Session
June 4, 2018
Title: Senior Issues Ad-Hoc Committee Discussion
Item Type: Update and Request for Direction
Requested by Council? Yes
From: Adam Hanks Interim City Administrator
Adam.hanks@ashland.or.us
Discussion Questions:
1) Is Council interested in forming a Senior Issues Ad-Hoc Committee?
2) If so, how should this ad-hoc relate or align with the Parks Commission Senior Program
Advisory Committee (S-PAC)?
3) Would Council prefer to defer the formation of a Senior Issues Ad-Hoc Committee until
the S-PAC has had the opportunity to hold a series of meetings so as to determine the full
scope of the S-PAC and the beneficial aspects of a Council formed Senior Issues Ad-
Hoc?
Resource Requirements:
Aside from the soft costs of staff time for agenda, packet and minutes, the formation of a Senior
Issues Ad-Hoc Committee has no impact on the current biennial budget. It is likely that staffing
for such a committee would come from Administration Dept staff.
Su$!2ested Next Steps:
After Councilor meetings with Parks Commission and Parks staff as well as attendance of
Councilors at the initial Parks Commission Senior Program Advisory Committee (S-PAC),
Councilors Seffinger and Bachman are proposing that the City defer formation of an ad-hoc
committee until the S-PAC has had an opportunity to hold a series of meetings to better
understand the most beneficial method of supporting the S-PAC and furthering Council's
objectives relating to addressing senior issues in the community.
Staff suggests that Council make a determination of the desire and timing for such an ad-hoc
committee and discuss the scope based on the Parks Commission S-PAC purpose provided by
the Parks Commission in Commission Policy #102 (attached). Should Council decide to defer
the creation of such a committee, staff suggests Council provide direction for the desired level of
staff involvement/participation/monitoring of the work of the S-PAC that may be beneficial for
future Council decision making.
Policies, Plans and Goals Supported:
3. Support and empower our community partners
5. Seek opportunities to enable all citizens to meet basic needs
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-ASH LAN D
Background and Additional Information:
At its April 30, 2018 meeting, Council provided direction for Councilors Seffinger and Bachman
to lead a discussion with the Interim City Administrator exploring the usefulness, scope and
charge of a potential ad-hoc committee addressing senior issues in the community. As noted
above, Councilors met with Parks Commissioners and Parks Director and recommends that
Council defer the formation of a City ad-hoc committee until the S-PAC has had an opportunity
to have further meetings.
Another consideration for Council is to schedule a joint meeting between the Parks Commission
and City Council at some point in the near future to discuss the most appropriate structure to
meet the objectives of both elected bodies relating to senior issues in the community. The timing
of this joint meeting, if desired, could be explored by staff and reported back to Council ata
future meeting.
Attachments:
Parks Commission Policy #102 - Formation of the Senior Program Advisory Committee
Email from Councilors Seffinger and Bachman dated May 10, 2018
S-PAC Meeting Agenda - May 16, 2018
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ASH LAN D
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Ashland Parks and
0 Recreation Commission
01
COMMISSION POLICY
~S $ REGREo e
TITLE FORMATION of the SENIOR PAGE 1 of 2 POLICY No. 102
PROGRAM ADVISORY COMMITTEE
EFFECTIVE DATE REVISED DATE N/A
APPROVED BY COMMISSIONER ACTION
February 26, 2018; Agenda Item: IV.(b.) Recommendation from ASPAC to Form a Standing
Senior Program Advisory Committee
The Charter of the City of Ashland, Article XIX - "Park Commission," gives the Ashland Parks
and Recreation Commissioners the "power to formulate and adopt rules and regulations for their
government." This authority allows Commissioners to adopt rules and policies through the
public process in order to provide organization, aide in decision making and to provide
regulation for park and facility uses in order to achieve the goals of the APRC and protect
people, the environment and assets and to ensure fair and equal use of parks by all users.
Additionally, RESOLUTION NO. 2007-14 of the City of Ashland specifically states that:
"SECTION 2. The Parks and Recreation Department shall hereafter be responsible for
facilitation of all senior programs and activities for the City of Ashland."
And:
"SECTION 3. Parks and Recreation will have the authority to create an advisory committee for
the senior program, if necessary."
PURPOSE
On 2/26/2018 the Commissioners of APRC found that it was necessary to form an advisory
committee and approved the formation of the aforementioned under the following policy.
The Senior Program Advisory Committee (S-PAC) purpose is to advise the Ashland Parks and
Recreation Commissioners on matters related to the Ashland Senior Services Program and to
coordinate with the APRC Director and Senior Services Superintendent.
TITLE : FORMATION of the SENIOR Page 2 of 2 POLICY No. 102
PROGRAM ADVISORY COMMITTEE
GENERAL PROVISIONS
Committee Make-up
The total membership of program participant representatives and community partner
representatives should be no more than five (5) members, total. There should be a minimum of 2,
maximum of 3, program participant members, and the same minimum of 2, maximum of 3,
community partner members of the S-PAC.
In addition, there should be one (1) APRC Commissioner, and one (1) City Council Liaison, for a
total of seven (7) Members.
Staff Support
The Senior Services Superintendent and/or APRC Director will attend and assist in the planning
advertising and management of the S-PAC meetings.
Term Limits
The term of each S-PAC member will be three (3) years, with no member serving more than two
(2) consecutive terms.
Bylaws and Program Mission
Once the S-PAC Members are appointed by the Commissioners, they will create S-PAC Bylaws in
collaboration with APRC staff and approval of the Parks Commissioners at a. regular business
meeting. The S-PAC may also choose to develop a strategic plan and revise their mission and
vision statement concurrent with the adopted goals of the Commissioners.
Approved: Date:
Mike Gardiner, APRC Chair
Approved, as to form: Date:
Dave Lohman, City Attorney
FORMATION of the SENIOR PROGRAM ADVISORY COMMITTEE -ASHLAND PARKS and
RECREATION COMMISSION -POLICY 102
Adam Hanks
From: Stefan! Seffinger
Sent: Thursday, May 10, 2018 1:31 PM
To: City Council; Parks Commissioners;. Michael Black i
Subject: Joint Meeting with Parks Director Michel Black, Parks Commission Chair Mike Gardener and
Council members Stef Seffinger and Jackie Backman
I I
Jackie Bachman and Myself were tasked at the April 30 study session of the city council with informing the
council about senior issues and needs in Ashland and addressing coordinating these efforts with the S-PAC.
(SENIOR PROGRAM ADVISORY COMMITTEE) Our first action was to meet with Michel Black and Mike Gardener
to gain an understanding of the structure and mission of S-PAC and the role of the new position of Senior
Services Superintendent.
The first meeting of S-PAC will be Wednesday May 16. The agenda includes a discussion of guiding
documents for the the new committee as well as the hiring process for senior services Superintendent. Park
commission Chair Gardner and Director Mike Black asked for clarification about who the city council liaison 1
would be since this meeting is happening next week and is time sensitive for this reason. Since Stefani 1
Seffinger was the council Liaison to the Adhoc Senior group she will continue to represent the council on this
Comission as the council liaison. This was discussed with the mayor and is at his direction. Changes in liaison
assignments have not been made this year due to the change in council members and their interests and skill
sets.
The council senior needs agenda item requested by counselor Slattery and counselor Seffinger was to have a
discussion of how to increase understanding of senior needs in Ashland. This item was proposed before the S
PAC was formed. The addition of this body changes the discussion of what will be needed at the council
level to understand and address senior issues and the role S-PAC will play as an advisory group that can i
assist the council in understanding senior needs , programs and services in Ashland.
One of the most important outcomes of this meeting was to propose a joint session with parks commission
and council to work on coordination between the two bodies and increase communication between the two
groups in working on how to coordinate S-PAC's role in addressing senior needs with implementation
of council goals, strategic planning and budget priorities as well as acting in an advisory role with other i
commissions [transportation, housing for example), in working to create a truly age friendly city that is
preparing for the future needs of an older senior demographic .
Our Best, Stef Seffinger, Jackie Bachman
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ASHLAND PARKS AND RECREATION COMMISSION
SENIOR PROGRAM ADVISORY COMMITTEE (S-PAC)
MEETING AGENDA
MAY 16, 2018 @ 2pm
ASHLAND SENIOR CENTER, 1699 HOMES AVENUE
i
1. Opening (2 min)
11. Approval of Minutes (n/a)
III. Additions or Deletions to the Agenda (all, 1 min)
IV. Public Input (5 min)
V. Establish Chair and Vice Chair for S-PAC
VI. Senior Services Superintendent Hiring Process Update (Black, 15 min)
VII. Discuss Process for Creating Bylaws and Other Guiding Documents for the Program (Black,
10 minutes)
VIII. Set Meeting Schedule (Black, 5 min)
IX. Other Housekeeping Items (10 min)
X. Items from SPAC Members (all, 10 min)
XI. Adjournment - 3pm
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrators office at (541)
488-6002 MY phone number (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). This Parks Commission advisory meeting will be broadcast live on Channel 9, or on CHARTER CABLE CHANNEL
180. Visit the City of Ashland's website atwww.ashland.or.us.
Council Stud Session
June 4, 2018
Title: Winter Shelter Report for 2017-18 Season
Item Type: Presentation
Requested by Council? Yes
From: Adam Hanks Interim City Administrator
Adam.hanks@ashland.or.us
Discussion Questions:
Representatives from the winter shelter organizing volunteer group will present a report on the
winter shelter season that completed this past April. The objective is to provide Council with a
recap of the effectiveness of the operation, how the system functioned, issues or concerns to
address for future benefit, physical location issues, limitations or barriers, etc.
This presentation is designed to provide Council with the opportunity to ask questions of the
group that may assist in discussions regarding the outlook and needs for the 2018-19 season.
Resource Requirements:
There are no specific resource requirements or requests associated with this presentation and
discussion item, however, preparations and planning for the next winter season may have a very
different operating structure and location, which Council may want to contemplate the City's
financial role moving into the next shelter cycle.
Su2fjested Next Steps:
Staff suggests Council either begin to discuss its desired role in the planning and preparation for
next winter shelter season at this time or direct staff to place this item on a future Council
meeting agenda.
Additionally, staff would welcome direction on the staff role and participation with the shelter
organizers in planning/preparing for the 2018-19 winter shelter season
Policies, Plans and Goals Supported:
3. Support and empower our community partners
5. Seek opportunities to enable all citizens to meet basic needs
Attachments:
N/A
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-ASHLAND