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Business Meeting 060518 (incomplete)
CITY OF -AS H 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 new 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 JUNE 5, 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 1. Appointment of Councilor Seffinger to Senior Program Advisory Committee V. APPROVAL OF MINUTES 1. Study Session of May 14, 2018 2. Business Meeting of May 15, 2018 VI. SPECIAL PRESENTATIONS & AWARDS 1. Annual Presentation by the Band Board 2. Ashland High School Sister City Representative Presentation 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] IX. CONSENT AGENDA 1. Commission Reappointments 2. Appointment of Public Arts Commission 3. Appointment of Conservation Commission • Community Justice provides resource programs. • Public trust and perception. • Misconceptions and suggestions. • Chronic fail to appear initiative. Councilor Seffinger spoke in concern about dangerous offenders being released. Councilor Rosenthal thanked Sheriff Sickler. He spoke that he went on a tour of the jail and spoke to the need of funding for a bigger jail. Sheriff Sickler spoke regarding options and what the County has the ability to afford. Councilor Bachman spoke to the importance of education for the public. III. Wildfire Code Update (30 min) Brandon Goldman and Chris Chambers spoke regarding wildfire development standards Ordinance amendments. Mr. Chambers presented a PowerPoint presentation to Council (see attached). Items discussed: • Why the Wildfire Standards Ordinance is needed. • Safety and quality of life. • Roofs and structures. • Wildfire hazard zones. • Oak Knoll Fire. • Nezla Street Fire caused by fireworks. • Comprehensive approach to wildfire readiness and preparedness. • Ordinance to address new structure. • Increase wildfire safety through a city wide grant incentive program encouraging residents to remove known flammable plant species. • Continue Fire USA program. • Adopt wildfire building codes as permitted by the state of Oregon. Council discussed construction features and fire resistant housing. Mr. Goldman spoke regarding the Wildfire Standard Ordinance which included: • Control plan submittals. • General fuel modification. • Fire prevention control plan. • Implementation schedule. • General fuel motfication requirments. • Flammable plants. • Tree removal permits required for larger properties. IV. City Administrator Updates (5) Interim City Administrator, Adam Hanks questioned whether or not Council would like Staff to send a letter of interest regarding a possible casino coming near Ashland. Council gave Consensus to write a letter. Mr. Hanks spoke regarding Strategic Planning Work Session Dates. He spoke that he would send options to Council. The Study Session was adjourned at 7:00 PM to Executive Session to conduct deliberations with persons designated by the governing body to carry on labor negotiations. pursuant to ORS 190.660(2)(d) Respectfully submitted by: City Recorder, Melissa Huhtala Attest: Mayor Stromberg 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). viJ U CA ~ .3~~ ~ - _ _ ~ ~ _ 4 ' AF 7Z r~ ~,tm ~l 11 Ill, 1'I~lf1 7 ; 5 - ,1 } ■ 'a f~ it 111~i~~ 1 PRESENTATION GOALS • Provide a brief overview of the impact a lack of adequate jail space has on the criminal justice system. • What we are doing moving forward. HISTORY OF CURRENT JAIL • Built in 1981 • Originally designed to hold 176 inmates • Sued by inmates in 1985 for overcrowding • Over the years and through additions our current capacity is 292 beds. • Working on increasing capacity to 300 with a night time maximum capacity of 315. POSI'T'IVES OF THE JAIL • National Institute of Corrections. • Jail Inspection reports. • Criminal justice partnerships. • Inmates are housed in a safe and constitutionally sound jail. • Facility is well cared for. • Staff is professional. POPULATION COMPARISON • Jackson County - 217k • Deschutes County - 185k • Clackamas County - 413k • Washington County - 595k • Lane County - 370k • Marion County - 340k uoul2w auu7 uolfiulusem seuiexoelo salntlosaQ uos>lou j 0 000`3 000`b 000`9 000`8 000`01 000`31 000`bt 000`91 000`81 SbUl>looq au V dNO3 AXI'IVA HfIO SaOQ AIOH BOOKINGS PER 1000 70 60 s0 40 30 20 10 0 Jackson Deschutes Clackamas Washington Lane Marion E Per Thousand COMPARISON CON'T'INUED Forced Releases 4500 4000 3500 3000 2500 2000 1500 1000 500 0 Jackson Deschutes Clackamas Washington Lane Marion COMPARISON CONTINUED Bed Capacity 700 600 500 400 300 200 100 0 Jackson Deschutes Clackamas Washington Lane Marion MEASURE 11 LODGINGS 900 800 700 600 500 400 300 200 100 0 Jackson Deschutes Clackamas Washington Lane Marion ■ Measure 11 AVERAGE LENGTH OF S'T'AY 16 14 12 10 8 6 4 2 0 Jackson Deschutes Clackamas Washington Lane Marion National Ave ■ Days in jail AVERAGE DAILY POPULATION 350 .300 M t 250 200 150 100 50 0 2007 2008 2009 2010 2011 2012 .2013 2014 2015 2016* 2017* ■ Daily Population ■ Capacity REPEAL' OFFENDERS 16000 rry ff ..r iFbG~? < ~,.Y~y ,r y~r~, y f• ✓ y~ Cc~ 'fir - 14000 7 4 n y~e 12000 x x~ 1 x' 10000 8000 6000 4000 2000 0 2014 2015 2016 2017 ■ Lodgins ■ Unique Offenders HOW DOES THIS AFFECT JAIL OPERATIONS • Classification issues/housing inmates. • Psychological effect on staff due to work load and other factors. • Records/Deputies/Admin Staff • Mental Health issues are exacerbated. • Not enough adequate housing • Reduced officer and inmate safety. • Constant moving of inmates/potential use of force HOW DOES THIS IMPACT THE CRIMINAL JUSTICE SYSTEM IN THE VALLEY • Jackson County Sheriff's Office • Medford Police Department • Ashland Police Department • Central Point Police Department • Talent Police Department • Phoenix Police Department • Mental Health/Alcohol and Drug Treatment • Community Justice and Jackson County Courts • Defense Attorney's - Public and Private • Offenders cannot be held accountable - little truth in Sentencing • Increase in Property Crimes - JCSO approximately 80% Burglary from 16 to 17. • Increase in Calls for Service, Increase work load, • Less time for Pro-Active/Discretionary patrol time. • Substantial increase in Warrants over the last several years - Nearly double for JCSO and MPD. • Civil Papers, subpoenas increase. • Inability to effectively treat those with addiction issues and mental health illnesses. • Officer Safety Implications - Eludes, Resist arrest. • Broken Window Theory. • Cite and release used frequently in Lieu of custody. • Offenders less likely to engage in programs • Mental Health/Community Justice/A&D • No space in current facility to facilitate ideal group or individual treatment. • Defendants generate multiple cases before they can come to resolution - diminishing opportunities for programs - increasing prison as a end result. • Sanctions are shorter due to lack of space. • Potentially shorter cycles between recidivism or the ability for programs to have desired effect. • Cases move through system much faster when unreliable clients are in jail. • Public Trust and Perception. MISCONCEPTIONS/ FREQUENTLY MENTIONED SUGGESTIONS • Using already existing structure/retro-fitting another building to be a jail. • Rent beds from Josephine County • Need funding • Use Talent facility as jail space again. • Gas Tax to fund/Marijuana Tax to fund. WHAT ARE WE DOING CURRENTLY • Chronic Fail To Appear Initiative. • In process of finding effective ways to link offenders with services. • Nighttime capacity increase. • Looking for ways to reduce costs and move forward with a new jail. • Public Education • Collaboration THANK YOU • Questions? .w M a h k 4kr, Ci rDevelopment Stand Ordinance Amendments ci Why is this Needed? , • Protect life and property, firefighter saf P watershed, and quality of life • Wildfires are occurring throughout the and have led to loss of property Highly flammable vegetation continue be planted throughout the City Ott, 41 r-4 ' ~~ti.Y•.a - - ~ ~ r^. °t h~ti,..:_ ^r~" y _ - 'h.C '~4 . n ®r-If ..y~~'•;_. 'f°..'t',`fJ' Y .'"r ti.~ ,h' y. .:r.4w 1 S fi~}p` ~A {.P t - tt f. - i~ 1 'K.-f--.,- t; ~o~ ~j ' r ~ ~~IR r..~ ~ ~i,.,~ 1 y i . , ° ? d:~ r.-Py 4 1« xF. Y' 4 ,6~ r~4~ 'r, " +n, I>ti,i~~~Y ~ IR! -1 ; t 3fS ~J' ~ .e: ~ ` _ wrt ~1'fri ° - ♦ r T~i„e . a - iX1 x.M y- r e! nFy3hF 8~'~ x ~~r ~'L~}r';YC \ I 1 '1 r'a „~10t 1w, wrl~ 4 to- - -X\"" ~S~'A?~(+~'iKS~{scfi, .F ~ os. '.4 ~$v°.ccag""'y.•/:pr-~ plY~'yN •F,.3 \ . r t-I * G. lv~ .1'a'f.1 f Y 'd T F.r, •~~+F~t Z~ i' t3'F4 1+'~ rL~ art. ,SF R'~ C~ ~ :et •r ~ 5 d'.:-_ `Jy a : r+gg t I' S ~ ,~'•LL~' r ~a. 7,~~t 1. {~~,y rah v r.rwr~r i~ "'"F .d'?. n 4~ "'~.j' *uf ;i ,_z` ♦ ty~p' 3E'~'°• :iYt t... ~wj ~ ,YJ,, „t, i y ~_~i'.Sa X/ Ashland Wildfire Hazard Zone Legend C I T Y O Fy n v u -ASHLAN Outdoor Vegetation Fire City Limit a 025 05 M40S r _ .ue .:~ar•. W i C:_1.a 4r~.i .11, Oak Knoll ire 2010 h, T" 11 y ti/ J 3( ` " til i f, k _7 yy('' P X4`'' Y r SY 1_ 4 k t1'ri I'MMI-1. T.117" $j laws ~ , f sit, 40 71 i-; Nezia Street r a op" 111 2001t0 "flippow"'M 41, -P Ik:, 71`7 ~Jl ;4 . ylI ` ~ i -ti. L err - ~ j~. All- o 4n Comprehensive 2 Approach to -14 Wildfire Readiness and k rCitywide Wildfire Preparedness Safety Incentive Program ,t E Fire Adapted Ashland i. Expand the Wildfire Lands Overlay to include the E 2. Adopt an updated Wildfire Lands Ordinance for n, ~t construction and additions s. Adopt a Municipal Code (Health & Sanitation Chc ~ restricting new plantings of known flammable spec on the Prohibited Flammable Plant List. } 4. Increase wildfire safety through a citywide grant it program encouraging residents to remove known plant species and implement fire resistant landsca s. Continue the Firewise USA program. To date there Firewise USA neighborhoods in Ashland. 6. Adopt wildfire building codes as permitted by the Oregon. ire Lands Overlay w = I , , l c1T ` ASH] Pht:cical and Engirt L-- City Limits i r Urban Growth Bc t? I j F- k Wildfire Lands (A !I 4&* Ilk, Wildfire Lands ai 'Not NOTTOSCALE ~1ya h ~0 ~ '0~~~r ~~dY ~af~4'. \I y will L-J A d f } r \ it----- Cf I Mo pow, RX t.- \ -1 II I II ~ II k rDevelopment Standari • ~'1(" f~, A E~ e~ 4., ~ ~ d % ! r Ea fI a 4 E~ a FJ • General Fuel Modification Area b i T e d H"ghiy " on. Flammable Plant L"St Code RE i Preventi*on and Control Pic + ~ • ; t'` sue'- ; t'~ > new, ~.,y 'a 'cam air - ~ ,8" Y ? i PIK r o Subdivisions, Land partitions s o Site Design Review o Not required for new single family dwellings, accE residential units, or additions. Requires tree and vegetation management large projects (commercial, multifamily, subs o New Landscaping o Tree removals o Areas to be thinned o Schedule for thinning and removal Code RE General Fuel o ion Are /71 ^+._..u ..t^` r• ~ .d;4n a a 5^-a'°,- .aa t o Y ~ rfl Area APPH Applies to all new F buildings, additions, _'r .r ~~and decks increasing lot coverage by 200 s .ft. or greater it ll extending 30' from furthest extent of an addition or deck. Code RE General Fuel Modification Are CRI R,quireme lints Y-~ Remove all dead or dying vegetation on the j Removal of Prohibited Flammable Plants from anew structure or addition. No new planting of plants listed on the new Pi Flammable Plant List within 30' of a structure. No combustible materials within 5 feet of a nE or addition, including mulch. Fences connecting to a structure must be nor combustible within 5 feet of where they attac Code Rei General Fuel o Are • Y.4N `5 349 ? y3 {N @i, V M Flammable trees (evergreen pine, fir) which are tc retained: 9 provide a 1 Oft clearance to canopy from new building or ac 4 G Must be maintained to remove understory growth and clear ground (8) Allowance for an exception if pruning the tree to this extent its health. Existing fire resistant trees (deciduous oak, maple) retained: Pruned to not touch a structure p provide a 10' clearance from a chimney. Allowances to preserve vegetation for erosion co riparian and wetland preservation Roof Material (new or 50% re-roof) to be fire resist( Code Refs: 18.3. Adjustments to Fire Prevention Cc Plan and Fuel modification requir • New flexibility to address unique on-site con • Fire Code Official and Planning Director ma reduce submittal requirements, or fuel modi requirements, if on-site conditions are alreac sufficient to reduce fire risk. Code Rei Tree Removal A significant conifer tree will be one with an 1 diameter- to align with existing definition for' tree". Allows removal of trees greater less than 18" it without a separate tree removal permit in hills proposed as part of an approved Fire Preven- Control Plan, or to implement a comprehensiN fuel modification strategy. Clarifies that tree removal permits are require. properties subject to partitions or subdivisions. Code Refs: Prohibited Flammable Plant Lis • Application City Wide P to reduce the risk of damage to property c v persons by the spread of fire due to highly ~ flammable plant material. Prohibits planting listed flammable plants v of buildings and decks. Existing listed flammable plants are to be r• within 5' of a new building or addition. a I Proh*lb'loted Flammable Plant S Trees: Shrubs a'. • Arborvitae (Thuja sp.) • Blackberry (Rubus armen • Cedar (Cedrus sp.) exception for • Bitterbrush (Purshia trider prostrate or dwarf variety • Juniper (Juniperus sp.) • Cedar/Cypress (Chamaecyparis sp.) • Manzanita (Arctostaphyl, exception for prostrate or dwarf exception for Kinnikinnic variety • Oregon grape jMahonia exception for ` ompact( Cypress (Cupressus sp.) *Rosemary (Rosmarinus s~ • Douglas fir (Pseudotsuga menziesi) for `Prostratus' • Sagebrush (Artemisia sp.' • Fir (Abies sp.) • Scotch broom (Cytisus sc • Hemlock (Tsuga sp.) Wild Lilac (Ceanothus sp • Juniper (Juniperus sp.) for prostrate varieties • Pine (Pinus sp.) • Sequoia (Sequoia sp.) Grasses and Ground Cover • Spruce (Picea sp.) Pampas grass (Cortaderic • Yew (Taxus sp.) Ordinance Review Process • Next Steps Public Open House - • Council Chambers May 31 6:30-8:00 Public Hearings 6/12 Planning Commission 7/17 City Council First Reading 8/7 City Council Second Reading Council Business Meeting June 5, 0: Title: Reappointments to Commissions From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: Approval of the Mayor's recommendations for reappointments to the various Commissions. Actions, Options, or Potential Motions: I move to approve the Mayor's recommendations for reappointment's to the various Commissions. Staff Recommendation: N/A Resource Requirements: N/A Policies, Plans and Goals Supported: AMC 2.04.090 (C) Regular Commission and Board Membership Appointments Except for the Municipal Audit Commission (AMC 2.11) all Regular advisory committees and boards not required by state law to be appointed by the City Council shall be appointed by the Mayor with the consent of the Council. The Mayor may request assistance or recommendations from Councilors in making appointments. Background and Additional Information: The ending term for most Commission/Board members is April 30, 2018. Proper notice was made in our local newspaper and the City's website on the vacancies. I Appointments are 3-year appointments with terms ending April 30, 2021 with exception of the Planning Commission which are 4-year appointments with terms ending April 30, 2022 and the Band Board which are 1-year terms. All appointments at this time are for members who are asking for reappointment. Any new applications for appointments will come to a future meeting for council confirmation. Attachments: List of reappointments I Page Iof2 CITY OF ASHLAND LIST OF REAPPOINTMENTS Housing & Human Svcs Commission: Term ending 04/30/2021 Reappointment Heidi Parker Conservation Commission: Terms ending 04/30/2021 Reappointment Mark Weir James McGinnis Transportation Commission: Term ending 04/30/2021 Reappointment David Young Page 2 of 2 CITY OF ASHLAND Council Business Meeting June 5, 0: Title: Appointment of Andrew Stallman and Stanley Smith to the Public Arts Commission. From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: Mayor appointment of Andrew Stallman and Stanley Smith to the Public Arts Commission with a term to expire on April 30, 2021. Actions, Options, or Potential Motions: I move to appoint Andrew Stallman and Stanley Smith to the Public Arts 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. BackLrround and Additional Information: N/A Attachments: Application of Andrew Stallman Application of Stanley Smith Page Iof I 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 christeb(a-,ashland.onus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name: Andrew Stallman Requesting to serve on: Public Arts Commission Address: 789 South Mountain Ave. Occupation: Painting Contractor Phone: Home 482-9543 "On A Roll Painting" Email astallman@ashlandhome.net Education Background What schools have you attended? Beaverton High School, Southern Oregon State College '77 - `82 What degrees do you hold? Bachelor of Science (Music Major, Art Minor) Started SOSC as an art major concentrating on commercial art and illustration. What additional training or education have you had that would apply to this position? Nothing else formal, but grew up in a very artistic family, so exposure to different art forms and methods was really great. Stepfather was a technical illustrator and then became a very successful metal sculptor (Stan Bennett) 1. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Worked in metal sculpture (apprenticing under my stepfather) before attending college, painted murals, designed logos. Being a painter provides constant opportunity to be creative with color schemes and how they can be the most effective within their location and context. It has reinforced keeping my eyes keen to aesthetics. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes, I think taking advantages of further training in whatever form it might take is ALWAYS beneficial, as long as the participant finds it interesting and relevant. Ir, 2. Interests Why are you applying for this position? Interested in putting my talents to good use, and want to do something towards civic responsibility. Also looking to gain some new perspectives through the process of serving. I'd like to see more public art in Ashland and interested in having some input towards that end. I'm semi-retired, so I am looking for new and interesting ways to spend my time. Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes, and I much prefer daytime meetings. 3. Additional Information How long have you lived in this community? Since 1977 Date: 4/20/2018 Signature: ~r, CITY OF -AS H LAN D 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 christeb(Z-vashland.orms. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name: Stanley Smith Requesting to serve on: Public Arts Commission-(Commission/Committee) Address: 659 Clay St. Ashland Orezn Occupation-Business Owner (Art Authority LLC) Phone: Home: 310 418-8013 Work Email: stanley@artauthority.net Fax 1. Education BacklZround What schools have you attended? Western Washington University, Bellingham, WA What degrees do you hold? BA in fine Art What additional training or education have you had that would apply to this position? Workshops, seminars, conferences, botli as attendee and presenter, too numerous to list 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? I have had a career in the arts for over 40 years. I have been a business owner (photographic and digital imaging) as well. My arts experience was primarily in the museum field. I worked for eight years at Experience Music Project in Seattle (now The Museum of Pop Culture), building their digital imaging studio and image database. Most recently I was Head of Collection Information and Access at the J. Paul Getty Museum in Los Angeles, a position that I held for 13 years. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Probably not, but I am always open to learn. 11FALAIN 3. Interests Why are you applying for this position? 1 am very interested in engaging in the art community in Ashland, and also have a desire to serve my community. I have always been very interested in Public Art, and worked with the University Art Department at WWU to help with the placement of many pieces placed there by the Wright Foundation. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes. I'm flexible. 5. Additional Information How long have you lived in this community? I moved here from Los Angeles two years ago. Please use the space below to summarize any additional qualifications you have for this position I have been in the art field most of my working life, both as an artist myself, and as an administrator. At the Getty Museum, I managed a staff of thirtyphotographers, videographers, graphic designers, software engineers, and web developers. I was charged with managing all the information and media about the Getty's collection that was public facing. I worked closely with curators and other senior managers to keep our collection available to scholars, other museums, and the general public. I am a busy artist, and have a long list of exhibitions dating back to the 1970s. The Seattle Art Museum, The Santa Barbara Museum of Art, The Annenberg Foundation, Microsoft, The City of Seattle, The State of Washington, and many private collectors have collected my work. My Ashland-based company Art Authority LLC provides a myriad of services to museums, galleries, and the art-buying public through print-on-demand services. We have an archive of over 70,000 licensed images, providing comprehensive content. II Date 03/27/2018 Signature Stanley Smith I~ Council Business Meeting June 5, 0: Title: Appointment of Erin Halcomb and Bryan Sohl to the Conservation Commission. From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: Mayor appointment of Erin Halcomb and Bryan Sohl to the Conservation Commission with a term to expire on April 30, 2021. Actions, Options, or Potential Motions: I move to appoint Erin Halcomb and Bryan Sohl to the Conservation 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 of Erin Halcomb Application of Bryan Sohl Page I of I CITY OF -ASHLAND Cite of Ashland 51 Winburn «'av Ashland, OR 97520 May 3. 2018 To Whom It May Concern, I ain grateful for the opportunity to serve on the Conservation Conimission. "plus opportunity nnatchcs my intellectual interests, my ethics and skills; and so, it is with delight that I write to you and introduce myself. Currently, I work as the Associate Director of thic Taft-Nicholson Environmental Humanities Education Center. The Center is a fledgling field station that seeks to bridge the arts and sciences, and to deepen personal connections to nature. My enviable role has been to coordinate programs for a wide variety of aucliences. The Center hosts student classes, writers' workshops, symposiums, board meetings aund artists-in-residence. Over the past six years, I have developed natural history excursions and established a guest lecture series to educate our visitors about the area. And, closest to my heart because of my background in AnncriCorps, I have also initiated service-learning projects. Our guests have volunteered on public and private lands to: pull noxious weeds, plant willows, monitor stream flows, modify or remove fencing to promote wildlife passage, and survey for birds and amphibians. My eflorts to integrate the Center within its surrounding community, and to foster stewardship in its programming, is a reflection of nny collaborative spirit and environmental ethics. At the Taft- Nicholson Center, I also worked to make (lie remote property more sustainable by developing a recycling anti composting program, and by instituting low-lighting to protect (lark skies and reserve energy use. I educate every user group about the local ecology, and about the Center's wise-use practices. I am proud of these accomplishments. I would like to do more for my own community. I moved to Ashland in 2001 when I joined AmeriCorps. 'I lnus, began my career in natural resource management and outdoor education. My crew was tasked with planting trees, clearing trails, fighting wildfires and grubbing weeds. We also took schoolchildren to catch invertebrates and watch salmon spawn. After two years of service, I was hired by the Rogue RiverSiskiyou National Forest. My primary responsibility for the agency was to staff a fire lookout, but other duties entailed: prescribed burning, fuels reduction, campground maintenance and wildlife surveys. In 2010, I was detailed to assist with the high-profile forest restoration project in the Ashland watershed (AIR). As the agency's Implementation Lead, I traversed areas of significance within the project boundaries and provided feedback to the AFR partnership on riparian and landslide- hazard zones, old growth stands, and the locales of rare flora and fauna. I also collaborated on wildlife research projects on fishers and flying squirrels. I left the Forest Service alter a decade in order to attend graduate school. I chose to study the Environmental Humanities because it exists at the nexus of humanities, ecology and art. I'm committed to the conservation of open spaces and native species, and I believe in creative and interdisciplinary approaches. My employment history has granted me extensive time in diverse habitats, a strong understanding of inter-species relationships, and strong sense of purpose from integrating communities with their local ecology. Thank you for your time and consideration. I look forward to talking with you. Sincerely, Erin Halcomb Erin M. Halcomb 78 4111 St. Ashland, OR 97520 • 541) 951-4656 • erin_halcomb@yalroo.com EXIJEI7EIlCE CURRENT EMPLOYMENT I Associate Director, Taft Nicholson Environmental Humanities Center, University of U&& The Center seeks to bridge the sciences, the arts and the humanities. As the Associate Director, I coordinate: class schedules, guest speakers, service projects and the Artists-in-Residence program. I introduce visitors to the ecology of the Greater Yellowstone through field activities such as bird- watching, canoeing and hiking. I mentor student interns and supervise four employees. 2011 - NATURAL RESOURCE MANAGEMENT Wildlife Biology: Small Mammal Live-'Dapper, Oregon State University, Crew leader for arboreal mammal surveys. Research attempts to understand if forest management affects the prey base of die Northern spotted owl and the Pacific Fisher. Also led crews (and volunteers) for The Nature Conservancy and PNW Research Station. Spring & fall trapping. 2010 - 2013, 2016 Fisher Trapping and Telemetry, USES. Employee and contractor to live-trap and collar Pacific fishers, and to use telemetry to locate spring denning sites. Dens and rest sites were removed from treatment areas. 2012, 2014 - 2017 Forestry: Implementation Lead, Ashland Forestry Resilience Project, USES. Agency lead for the implementation of collaborative watershed restoration project. Duties included identification of resource values and forest diseases, and twining of workforce. Began working for the USES as a fire lookout in 2003. Over time I gained proficiency in forest management practices and documentation, biophysical monitoring, and wildlife surveys. 2003-2013 National Service Volunteer, AmeriCorps. Served for two years in southern Oregon. Primary responsibility was leading college students in fieldwork such as: wildfire suppression, trail construction, weed eradication and assorted forest restoration activities. Also led die Corps natural resource education program. 2001- 2002 FREELANCE WRITING ,journalism: High CpunlryNews. Published several essays and 12 articles on natural resource issues. Topics have ranged from: the genetics of Yellowstone's wolves to a profile of author John Nichols, and from an essay on being a fire lookout to a Q/A with the lead author of a controversial study on salvage logging. 2007 BackpackcrAAp2ine. Web article on harvesting and cooking wild mushrooms. 2009 LitereryTournals: Whd &b Review `Diamond Dust," 2015; SaltFronS "Phalarope" 2013; A4app*Meanmg, "Bombus Love," 2018. Reimagine Western Landscapes, "On Wilderness," University of Utah Press 2018. SOCIAL RESEARCH & POLICY Interviewer, Alliance ofForest Workers and Harvesters Collaborated with the University of Oregon to interview forest workers. I compiled data and educated public officials and policy- makers about labor conditions in local, regional and national settings. 2005 INVITATIONS & AWARDS Fellow, lighCormtrylnstituteforjomnah maudNaturalResormces. Scholarship to attend 9 days of learning on climate change, water rights, wildlife and wilderness in Montana. 2007 Fellow, SusFainaNcNorthwest Scholarship to attend environmental policy sessions in Washington D.C. and to attend labor hearings in Eugene, OR. 2005, 2006 Speaker, 50MAnnivenraryofthe WrldemessAct Natiomrl Conference. Invited by author Terry Tempest Williams to share her keynote address. New Mexico, 2014 Collaborator, The Traveling Feast On the Road and at the Table with My Heroes. Joined author Rick Bass on a book project to interview: Doug Peacock, Peter Mattb lessen, John Berger, Barry Lopez and Gary Snyder. 2013, 2014 (Book to be released this June.) Artist-At Residence, SprAg Creek Project Ten-day residency at the H J. Andrews Experimental Forest. Oregon. January, 2015 Education UNIVERSITY OF UTAH Masi er ofArts Environmental Humanities. Full fellowship. Responsibilities included collecting oral histories for The American West Center. Masters thesis is a collection of nonfiction essays that detail my experiences on afire lookout and in wildlife biology. Salt Lake City, UT. 2013 EMORY UNIVERSITY Bachelor ofArts: Creative Writing major, Environmental Studies co-major. Full tuition scholarship. Thesis work detailed a young man's struggle with Toxic Metal Syndrome and discussed environmental pollutants and their consequences on human health. Atlanta, GA. 2000 ADDITIONAL TRAINING Siskiyou Field Institute: Enrolled in 3-day course on bird taxonomy, a 2-day course on butnble bees and a 2-day course on lichens. Southern Oregon University: Audited classes in Ornithology, Feature Writing and Literary Nonfiction. Western Forestry & Conservation Association: 7-day course on identifying and managing forest insects and disease. UC Davis, Tomales Bay Writer's Workshop: 5-day course on nonfiction writing. National Wildfire Coordinating Group: 7-day course on intermediate wildland fire behavior. Society for Northwestern Vertebrate Biology: Annual coiilerciice attendee to assist with USES presentations on fishers. VOLUNTEER WORK Rogue Valley Audubon: Winter raptor surveys, and annual bird-a-thon fundraiser. Red Rock Lakes National Wildlife Refuge: Mountain bluebird and Arctic Grayling surveys; Lesser Scaup bantling drive. Centennial Valley Association: Advisory Board Mcmber. Southern Oregon Jobs with Justice: Homeless shelter volunteer. References Mary Tull: Director ol'the Taft-Nicholson Center for 5 years. 801) 864- 9622 rnl aercltullf gmail.com Bill West Managcr of flat Red Rock Lakes Wildlife Refuge. t060,579- 0633 bill wcst(4)li%'s.gov Shelley McCarl: Artist in Residence, "1'at-Nicholson Cen(cr. 209) 293- 4158 shcllcy.m(-carl@ ,iuaiLcom Todd Wilson: PNW Research Station, Wildlife Biologist. 541) 609- 8783 twlIsonC~ls.fc(1.us SylviaTorti: Dean ofthe Honors College, University of tJtala. 801) 718- 7276 sylvia.torti@ulah.cdu I 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 &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 Requesting to serve on: (Commission/Committee) Address Occupation Phone: Home Work Email Fax 1. Education Background What schools have you attended? What degrees do you hold? BA in Creative Writinq and Environmental Step What additional training or education have you had that would apply to this position? I have advanced traininq in wildland fire, and forest insects & disease. I also ham 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? I worked for the Roque River Siskivou National Forest, which included helping oe AmeriCorps and my crew focused on natural resource manaqement (trails, wildfn valley. I have worked in educating college students and adults about ecology arld Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? : 3. Interests Why are you applying for this position? 4. Availabifity Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position I worked on AFR from 2010 - 2011. Through this collaborative partnership, I work have worked with our students to be make the facility, more sustainable. Please Date Signature ~r, April 30, 2018 To: Melissa Huhtala City of Ashland Recorder From: Bryan Sohl 283 Scenic Drive Ashland, OR 97520 Re: Bryan Sohl application for Conservation Commission Dear Ms. Huhtala, Please find enclosed my application for one of the openings on the Conservation Commission. I recently served on the Conservation Commission, but temporary work requirements interfered with my ability to attend the Conservation Commission's 4ch Weds evening meetings. That temporary work assignment in Anchorage, Alaska at the Native Alaska Medical Center is now over, and I am again available, willing and desiring to serve on the Conservation Commission. Please forward this Application to Mayor Stromberg, along with the attached letter to the mayor. Thank you for your help. 56~-n Bryan So hl I _ i CITY OF -A5 H LA N D 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(t4ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Bryan Sohl MD Requesting to serve on: Conservation Commission (Commission/Committee) Address 283 Scenic Drive, Ashland, OR 97520 Occupation Physician (retired) Phone: Home 541.890.3848 Work Email bsohlmfm@mac.com Fax _ 1. Education Background What schools have you attended? Lk-4V. d Cal.al DaW 1977-19W(BS) 2) Urw d GI Svc Dlago 1990.1984 (kW) What degrees do you hold? 1) Bachelor of Sciences - UC Davis 1980 2) Doctor d Medidns . UC San Dle9o 1984 2) Rssideny OD-Gyn UC San Diego 1988 3) Felowshp Matwnsl-Fetal Modk*w UC San DMW 1998 What additional training or education have you had that would apply to this position? WaterWatch of Oregon Board Member 2008-Current UC San Diego On-Line course on Climate Change 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Medical Career - interacting and problem-solving with patients and admirdstrators for my entire career Board Member - WaterWatch of Oregon - Familiarity with Water issues and Water Law for Oregon Previous Term City of Ashland Conservation Commission. Member City of Ashland Ad-Hoc CEAP Committee Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? I think continuous on-going trairdng in conservation and climate issues would be important for all members of the Conservation Commission. l - i 3. Interests I have a strong interest in working to protect Why are you applying for this position? our environment and planet. I have previously served on the City of Ashland Conservation Commission and Ad Hoc CEAP committee and enjoyed my time serving and felt I made valuable contributions. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I am available to attend the fourth Wednesday Evening meeting of the conservation commission and also additional special meetings. 5. Additional Information Since 1988 How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position have followed climate issues, and water issues intensely over the last decade, and have volunteered my time to make a difference regarding these issues by serving on the conservation commission previously as well as the_first Ad-Hoc CEAP committee. My work with WaterWatch of Oregon has also been important to me. My work schedule (now retired) will allow me to faithfully serve on the Conservation Commission. Date Signature ~r, April 10, 2018 Dear Mayor Stromberg, Greetings. 1 recently served on the City of Ashland Conservation Commission. Temporary work requirements at the Alaska Native Medical Center In Anchorage where I worked for a week a month in 2017 interfered with my commitmentto the Ashland Conservation Commission. Unfortunately, that week per month of work in Anchorage was usually the fourth week of the month, when the Conservation Commission meets. Thattemporary Locum Tenens assignment is finished and that scheduling conflict no longer exists. I have no commitments in the future for the fourth Wednesday of each month save one potential conflict in either July or August. That is not a certain conflict as the dates for that potential conflict are not yet set. I am very much wanting to serve again on the Conservation Commission. As 1 enter Into retirement, working on environmental issues and serving the citizens of Ashland seem to be my passion. I feel my contributions on the Conservation Commission previously, as well as my contributions on the original CEAP Ad-Hoc Committee were notable and of distinction. I am hoping you will consider reappoirrting me to one of the two open positions onthe Ashland Conservation Commission. I would be available to serve starting at the May 24 meeting. I can be reached by email or phone or in person should you need to meetwith me until Thursday April-12. I will be on vacation out of country April 12 April 29. Beginning April 30, am back in Ashland and available to meet should you desire that. During my time out of country (in Chile)1 will have intermittent access to email. Thank you-for your consideration. Sincerely, Bryan Sohl 541-890-3848 Council Business Meeting 6/ Title: Appointment to Housing and Human Services Commission From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: Confirm Mayor's appointment of Erin Crowley to the Housing and Human Services Commission. Actions, Options, or Potential Motions: Motion to approve appointment of Erin Crowley to the Housing and Human Services Commission with a term to expire April 30, 2021. Staff Recommendation: N/A Resource Requirements: N/A. Policies, Plans and Goals Supported: Ashland Municipal Code (AMC) Chapter 2.19. Backl4round and Additional Information: This is confirmation by the City Council on the Mayor's appointment to the Housing and Human Services Commission. Attachments: Application. i 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(a•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 Erin Crowley Requesting to serve on: Housing and Human Services (Commission/Committee) Address 235 W Hersey St #2 Ashland Or 97520 Occupation Pastor Phone: Home 760-685-2011 Work Email ecrowleypt@gmall.c Fax 1. Education Background What schools have you attended? Azusa Pacific University What degrees do you hold? B.S. Leadership, M.A. Theology What additional training or education have you had that would apply to this position? I have participated in various seminars and read books focused on houselessnes: and how to help people struggling with poverty have opportunities to get out of po 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? My previous pastoral roles have been in community and global development. I have served in human services and worked with community leaders in affordable housing and houselessness and in building healthier communities. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes, I value education. Learning and listening to others is important in making progress and coming up with ideas to su ~r, 3. Interests I recently met with Traci Darrow Why are you applying for this position? and she mentioned I would be a good fit for this position. I am passionate about community development, supporting people with financial struggles, and building 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes, I am open to both day and evening meetings. I am not available on Wednesday evenings. 5. Additional Information 5 months How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position I have served in a variety of community contexts. I have been on a task force with various business leaders, community leaders, and the mayor to create a healthier city through education, social services, healthy eating initiatives and building strong community relationships. I have also volunteered on a project from the beginning phase of building long term housing for people struggling with long term houselessness. I have been involved in conversations about managing affordable housing in several cities. My area of oversight in my church in Portland included a food bank, northwest children's outreach (a non profit that supplied clothes to kids in need), a weekly community meal, supplying food on the weekends to low income children in the schools, and a weekly winter shelter April 30, 2018 Date Signature WAW, Council Business Meetin June 5, 0: Appointment of Christopher "Hazel" Wheeler - Wildfire Mitigation Title: Commission From: Melissa Huhtala City Recorder Melissa.huhtala@ashland.or.us Summary: Mayor appointment of Christopher "Hazel" Wheeler to the Wildlife Mitigation Commission with a term to expire on April 30, 2021. Actions, Options, or Potential Motions: I move to appoint Christopher "Hazel" Wheeler to the Wildlife Mitigation Commission with a term to expire on April 30, 2021. Staff Recommendation: N/A i 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 Iof I CITY OF -ASHLAND Hi Melissa. My name is Christopher "Hazel" Wheeler. I am submitting my name for consideration in filling one of the Wildfire Mitigation Commission vacancies. I have attached a copy of my sign application for appointment. I am currently the Safety, Health, & Wellness Manager at the Oregon Shakespeare Festival and have previously served as the Emergency Preparedness Director for the Siskiyou County Department of Public Health. I have also worked for the Los Angeles County Department of Public Health Office of Emergency Preparedness and the Beach Cities Health District. I have a Master's in Public Health from USC, and Bachelor's in Political Science from UCLA, and have completed numerous Homeland Security sponsored trainings. I am also CERT, CPR, First Aid, AED, and Disaster Service Worker certified. Thank you for your time, and let me know if you would like or require any additional information from me. My home number is 310.938.7129 and my personal email address is c.d.wheelerl01 ggmail.com. Be well, and have a wonderful day. I Hazel Hazel Wheeler Safety, Health, & Wellness Manager Oregon Shakespeare Festival 15 S. Pioneer Ashland, OR 97520 541.482.2111 X236 hazelwaosfashland.or (he, his, him) 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.huhtalaAashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Christopher "Hazel' Wheeler Requesting to serve on: Wildfire Mitigation Commission (Commission/Committee) Address 360 Scenic Dr., Ashland, OR 96520 Occupation OSF Safety, Health, & Wellness Manager Phone: Home 310.938.7129 Work 541.482.2111 x236 Email c.d.wheelerl0l@gmaii.com Fax 1. Education Background What schools have you attended? Unkwsly of Calib mia, lm Angebs (UCLA) A Univaralty of Smftm Cavomia (Use) What degrees do you hold? BA - Political Science, Masters in Public Health What additional training or education have you had that would apply to this position? ICS 100, 200, 241, 242, 243, 700, 706, 800, 906, 6 907. AHA First AM, CPR, & AM. DWaskt WO*K Ce"Ficaftm CERT 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? I am currently the Safety, Health, & Wellness Manager at Oregon Shakespeare Festival. Prior to this I was the Emergency Preparedness Director for the Siskiyou County Department of Public Health and was responsible for coordinating county wide emergency plans across the health care system. Do you feel it would be advantageous for you to have further training in this field, such Yes. Anybody that is arogant enough to think they as attending conferences or seminars? Why? have all of the answers is bound to fail. IYs important to continue learning and evolving. IF& ~II 3. Interests Fires present a disproportionate Why are you applying for this position? risk to all memeber of the community from both short and long term health issues. Additionally, we should stengthen the communities resiliency when dealing with these emergent events. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I am available to make meetings as scheduled and needed. 5. Additional Information 6 months How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position I realize I have not been in the community for a long period of time. That said, Ashland is my home and I love it. I have previous experience working multiple public health organizations, including Beach Cities Health District, Los County Department of Public Health Office of Emergency Preparedness and Training, and as the Emergency Preparedness Director for the Sisikyou County Public Heath Department. In these roles, and in my current role as the Safety, Health, & Wellness Manager at Oregon Shakespeare Festival my goal at the most basic level were to ensure the health and safety of my communities by measuring risks to determine and implement mitigative measures to lessen the potential negative impacts of emergent events. While there are multiple risks to Ashland (flooding, earthquakes, volcanic zone), fires are the most prevelent and present the greatest health and physical risk to the community. It is is important that we prepare for and take actions prior to fire events, and I have experience in developing such plans. I would like to use my experience to help protect my community. 4/6/18 Date Signature Council Business Meeting June 5, 0: Title: 3 d Quarter Financial Report of the 2017/19 Biennium From: Mark Welch Administrative Services Director Mark.Welch@ashland.or.us Summary: The Council are supplied with quarterly financial reports to ensure budget compliance and for informational and comparative purposes throughout the year. Actions, Options, or Potential Motions: I move to accept the third quarter financial report as presented. Staff Recommendation: That Council review and accept the 3rd quarter financial report. Resource Requirements: N/A Policies, Plans and Goals Supported: Provide high quality and effective delivery of the full spectrum of city services and governance in a transparent, accessible and fiscally responsible manner. Background and Additional Information: The attached financial statements cover 9 months of activity for the period July 1, 2017 through March 31, 2018, and equate to 37.50% of the biennial budget. Financial statements provide a mechanism to review the City's financial transactions on a quarterly basis. The Financial Report includes all funds and department. The city-wide revenues at the 9-month mark is trending right on track at 37.7% of the biennium budget. Total expenditures are just slightly below the 3rd quarter percent at 35%. Capital Construction is at 3.4%, this is due two to major factors; projects not starting yet, and or major projects still to be presented to council for approval. Pages 3-5 provide appropriation level compliance. The City is trending as expected at the 3rd quarter mark of the biennium. Page 1 of 6 I The individual fund statements are presented from pages 6-26. These statements recap Resources, Requirements and changes in fund balance. All funds are trending as expected, with the exception of the Health Benefits fund, please note page 23. This fund is struggling to meet the requirement of a positive ending fund balance. Staff is anticipating needing an interfund loan to meet a positive ending fund balance at June 30`h 2018. Attachments: 3rd Quarter Financial Report Page 2 of 6 City of Ashland Summary of Cash and Investments March 31, 2018 Balance Balance Change From Fund March 31, 2018 March 31, 2017 FY 2017 General Fund $ 5,949,762 $ 6,363,666 $ (413,904) Parks General Fund 778,738 185,146 593,592 Housing Fund 255,978 - 255,978 Community Block Grant Fund 11,657 12,016 (360) Reserve Fund 36,408 25,460 10,948 Street Fund 4,379,585 5,452,509 (1,072,925) Airport Fund 57,535 151,868 (94,333) Capital Improvements Fund 1,878,839 2,785,914 (907,075) Parks Capital Improvements Fund 910,793 866,716 44,077 Debt Service Fund 1,152,802 1,221,809 (69,007) Water Fund 8,829,132 6,894,329 1,934,804 Wastewater Fund 9,072,107 7,808,526 1,263,581 Storm Drain Fund 1,729,825 - 1,729,825 Electric Fund 2,165,010 1,206,181 958,828 Telecommunications Fund 506,147 299,472 206,675 Central Services Fund 1,105,538 591,226 514,312 Insurance Services Fund 941,917 1,165,149 (223,232) Health Benefits Fund 339,125 707,322 (368,197) Equipment Fund 3,674,785 3,300,666 374,118 Parks Equipment Fund 167,520 176,308 (8,788) Cemetery Trust Fund 964,863 952,286 12,577 $ 44,908,067 $ 40,166,571 $ 4,741,496 Total Cash Distribution $ 44,908,067 $ 40,166,571 $ 4,741,496 Manner of Investment General Banking Accounts $ 1,393,767 $ (294,611) $ 1,688,378 Local Government Inv. Pool 43,514,300 39,461,182 4,053,118 City Investments - 1,000,000 (1,000,000) Total Cash and Investments $ 44,908,067 $ 40,166,571 $ 4,741,496 Dollar Distribution Cash Balance Distribution Claims & Central Services, Judgments Insurance and Parks and SDC's $748,397 Equipment Funds `Recreation Funds $6,194,372 2% Trust 13% / 4 % 14 % $965,393 / Food 8 Beverage 2% Unassigned _ $1,608,600 521,488,841 3°/a - - 48% Library All Other (General $ Govern ment) 0% - Asset Fore 331% Debt Reserved $32,313 $3,069,481 0% Business Type 7% Funds 50% Other Reserved TOT Tourism $10,462,012 $338,658 23% 1% 9. Mar FY18 Financial Report 4119/2018 City of Ashland Statement of Revenues and Expenditures - City Wide As of 3/31/18 (37.50% of biennium) Biennial Percent Biennial To Dale Acluals Budget Collected 2015.2017 Resource Summary (9 Months) 2017-2019 Expended Balance Biennium to Date End of Biennium Revenues Taxes $ 19,922,325 $ 50,223,505 39.7% $ (30,301,180) $ 18,212,443 S 46,433,031 Licenses and Permits 571,891 1,660,300 34.4% (1,088,409) 636,375 2,141,624 Intergovernmental Revenues 2,222,395 9,899,404 22.4% (7,677,009) 2,085,947 6,226,279 Charges for Services - Rate 8 lnternal 43,925,745 119,079,676 36.900% (75,153,931) 42,017,906 109,762,842 Charges for Services- Misc. Service fees 1,292,979 3,244,733 39.8% (1,951,754) 1,185,567 3,782,285 System Development Charges 471,877 731,500 64.5% (259,623) 469,533 1,265,774 Fines and Forfeitures 392,985 857,900 45.8% (464,915) 133,553 546,003 Assessment Payments 7,386 60,000 12.3% (52,614) 27,849 133,837 Interest on Investments 481,298 457,850 105.1% 23,448 291,097 634,042 Miscellaneous Revenues 1,369,328 1,305,564 104.9% 63,764 267,603 1,384,481 Total Revenues 70,658,208 187,520,432 37.7% (116,862,223) 65,327,873 172,310,198 Budgetary Resources: Other Financing Sources 425,491 56,086,312 0.8% (55,660,821) - 1,831,438 Interfund Loans - 2,100,000 0.0% (2,100,000) 490,544 840,544 Transfers In 1,590,772 2,997,791 53.1% (1,407,019) 1,093,178 1,477,867 Total Budgetary Resources 2,016,263 61,184,103 3.3% (59,167,840) 1,583,722 4,149,849 Total Resources 72,674,471 248,704,535 29.2% (176,030,063) 66,911,595 176,460,047 Requirements by Classification Personal Services 23,329,759 67,376,674 34.6% 44,046,915 19,139,845 59,132,807 Materials and Services 36,488,115 100,407,057 36.3% 63,918,942 29,809,853 87,413,909 Debt Service 2,478,063 10,244,803 24.2% 7,766,740 2,231,979 8,686,005 Total Operating Expenditures 62,295,937 178,028,534 35.0% 115,732,597 51,181,677 155,232,721 Capital Construction Capital Outlay 2,361,786 70,163,409 3.4% 67,801,623 3,132,975 12,371,298 Interfund Loans - 2,100,000 0.0% 2,100,000 490,544 840,544 Transfers Out 1,590,772 2,997,791 53A% 1,407,019 1,093,178 1,477,667 Contingencies (Original Budget $3,085,000) 3,342,185 0.0% 3,342,185 Total Budgetary Requirements 1,590,772 8,439,976 18.8% 6,849,204 1,583,722 2,318,411 Total Requirements 66,248,495 256,631,919 25.8% 190,383,424 55,896,374 169,922,430 Excess (Deficiency) of Resources over Requirements 6,425,976 (7,927,384) 181A% 14,353,360 11,013,221 6,537,617 Working Capital Carryover 39,472,221 38,079,778 103.7% 1,392,443 32,934,606 32,934.606 Unappropriated Ending Fund Balance $ 45,898,197 $ 30,152,394 152.2% $ 15,745,803 $ 43,947,827 $ 39,472,221 9. MarFY18 Finandal Rrpon 2 4r19r201s City of Ashland Schedule of Budgetary Compliance Per Resolution 2017-17 Amended for Resolution 2017-29 As of 3/31!18 (37.50% of biennium) Biennial to Date Actuals(9 Biennial Budget Percent Months( 2017-2019 Used Balance General Fund Administration $ 974,903 $ 3,006,150 32.4% $ 2,031,247 Administration municipal court 373,396 944,095 39.6% 570,699 Administrative Services - Miscellaneous 14,230 38,000 37.4% 23,770 Administrative Services - Band 42,119 131,540 32.0% 89,421 Administrative Services - Parks 3,907,125 10,601,400 36.9% 6,694,275 Police Department 5,431,273 15,258,125 35.6% 9,826,852 Fire and Rescue Department 6,483,445 17,505,290 37.0% 11,021,845 Public Works- Cemetery Division 266,809 851,778 31.3% 584,969 Community Development- Planning Division 1,278,866 3,291,729 38.9% 2,012,863 Community Development- Building Division 488,655 1,479,935 33.0% 991,280 Community Development- Social Services Grants - 267,940 0.0% 267,940 Transfers 271,851 377,351 72.0% 105,500 Contingency 790,000 0.0% 790,000 Total General Fund 19,532,672 54,543,333 35.8% 35,010,661 Parks and Recreation General Fund Parks Division 2,809,946 8,633,533 32.5% 5,823,587 Recreation Division 1,027,289 3,199,553 32.1% 2,172,264 Golf Division 369,184 1,163,100 31.7% 793,916 Contingency 195,000 0.0% 195,000 Total Parks and Recreation Fund 4,206,420 13,191,186 31.9% 8.984.766 Housing Trust Fund Materials and Services 366,351 0.0% 366.351 Total Housing Trust Fund - 366,351 0.0% 366,351 Community Development Block Grant Fund Personal Services 23,311 62,880 37.1% 39,569 Materials and Services 75,455 390,905 19.3% 315,450 Total Community Development Grant Fund 98,766 453,785 21.8% 355,019 Reserve Fund Intedund Loan 1,050,000 0.0% 1,050,000 Total Reserve Fund - 1,050,000 0.0% 1,050,000 Street Fund Public Works- Ground Maintenance 192,626 501,900 38.4% 309,274 Public Works- Street Operations 1,741,224 19,188,971 9.1% 17,447,747 Public Works- Transportation SDC's 327 2,198,720 0.0% 2,198,393 Contingency 43,685 0.0% 43,685 Total Street Fund 2,294,379 21,933,276 10.5% 19,638,897 Airport Fund Matedals and Services 160,804 425,380 37.8% 264,576 Capital Outlay 27,609 312,000 8.8% 264,391 Debt Service 19,268 77,075 25.0% 57,807 Contingency 10,000 0.0% 10,000 Total Airport Fund 207,681 824,455 252% 616,774 9. Mar Fri8 Financial Report 3 4119no18 Schedule of Budgetary Compliance Per Resolution 2017-17 Amended for Resolution 2017-29 As of 3131/18 (37.50% of biennium) Biennial to Date Actuals(9 Biennial Budget Percent Months) 2017.2019 Used Balance Capital Improvements Fund Public Works - Facilities 843,751 2,458,100 34.3% 1,614,349 Administrative Services - SDC(Parks) - 394,640 0.0% 394,640 Administrative Services- Open Spew (Parks) 7,871 1,500,000 0.5% 1,492,129 - Transfers 900,000 1.667,000 54.0% 767,000 Contingency 60,000 0.0% 60,000 Total Capital Improvements Fund 1,751,621 6,079,740 28.8% 4,328,119 Parks Capital Improvement Fund Materials and Services 18,364 150,000 12.2% 131,636 Capital Outlay 152,119 4,945,000 3.1% 4,792,881 Transfers 220,395 440,440 50.0% 220,045 Total Parks Capital Improvement Fund 390,878 5,535,440 7.1% 4,924,517 Debt Service Fund Debt Service 1,398,763 3,740,387 37.4% 2,341,624 Total Debt Service Fund 1,398,763 3,740,387 37.4% 2,341,624 Water Fund Public Works - Conservation 200,447 738,888 27.1% 538,441 Public Works -Water Supply 532,006 2,751,150 19.3% 2,219,144 Public Works - Water Supply Debt 9,035 636,758 1.4% 627,723 Public Works- Water Distribution 2,347,367 10,807,452 21.7% 8,460,085 Public Works- Water Distribution Debt 227,901 592,101 38.5% 364,200 Public Works -Water Treatment 1,237,137 24,383,636 5.1% 23,146,499 Public Works- Water Treatment Debt 103,645 282,177 36.7% 178,532 Public Works- Improvement SDC's 92,118 4,181,350 22% 4,089,232 Public Works - Debt SDC's 130,667 430,369 30.4% 299,702 Transfer 187,500 500,000 37.5% 312,500 Contingency 685,000 0.0% 685,000 Total Water Fund 5,067,823 45,988,881 11.0% 40,921,058 Wastewater Fund Public Works- Wastewater Collection 1,742,757 6,088,930 28.6% 4,346,173 Public Works- Wastewater Collection Debt 54,014 144,656 37.3% 90,642 Public Works- Wastewater Treatment 2,069,512 10,279,543 20.1% 8,210,031 Public Works- Wastewater Treatment Debt 141,752 3,732,624 3.8% 3,590,872 Public Works- Improvements SDC's - 4,060,025 0.0% 4,060,025 Contingency 325,000 0.0% 325,000 Total Wastewater Fund 4,008,035 24,63-.778 16.3% 20,622,743 Slormwater Fund Public Works- Stan Water Operations 440,973 1,459,713 302% 1,018,740 Public Works- Stan Water Operations Debt 11,225 24,500 45.8% 13,275 Public Works- Improvements SDC's 38,508 250,000 15.4% 211,492 Contingency 30,000 0.0% 30,000 Total Stormwaler Fund 490,706 1,764,213 27.8% 1,273,507 Electric Fund Administration - Conservation 683,056 1,486,890 45.9% 803,834 Electric - Supply 5,638,217 14,981,925 37.6% 9,343,708 Electric - Distributian 5,205,209 13,390,730 38.9% 8,185,521 Electric - Transmission 703,891 2,531,435 27.8% 1,827,544 Debt Service 22,393 1,128,202 2.0% 1,105,809 Contingency 225,000 0.0% 225,000 Total Electric Fund 12,252,766 33,744,182 36.3% 21,491,416 9. Mar FYI 8 Financial Report 4 41192018 Schedule of Budgetary Compliance Per Resolution 2017-17 Amended for Resolution 2017-29 As of 3/31/18 (37.50% of biennium) Biennial to Date Actuals(9 Biennial Budget Percent Months) 2017-2019 used Balance Telecommunications Fund IT- Personal Services 474,434 1,448,575 32.8% 974,141 IT-Materials&Serices 698,134 1,899,520 36.8% 1,201,386 IT -Capital Outlay 13,476 150,000 9.0% 136,524 Debt- To Debt Serves Fund" 306,750 818,000 37.5% 511,250 Contingency - 105,000 0.0% 105,000 Total- Telecommunications Fund 1,492,794 4,421,095 33.8% 2,928,301 "Note: In M 8 S appropriation Central Services Fund Administration Department 1,295,055 3,775,160 34.3% 2,480,105 Information Technology- Info Services Division 934,127 2,811,275 332% 1,877,148 Administrative Services Department 1,903,007 5,212,449 36.5% 3,309,442 City Recorder 154,540 384,450 402% 229,910 Public Works- Administration and Engineering 1,274,425 3,644,262 35.0% 2,369,837 Contingency 235,000 0.0% 235,000 Total Central Services Fund 5,561,154 16,062,596 34.6% 10,501,442 Insurance Services Fund Personal Services 84,556 233,160 36.3% 148,604 Materials and Services 755,350 1,854,790 40.7% 1,099,440 Capital 575 480,000 0.1% 479,425 Contingency 38,500 0.0% 38,500 Total Insurance Services Fund 844481 2,606,450 322% 1,765,969 Health Benefits Fund Materials and Services 5,060,994 11,557,301 43.8% 6,496,307 Intedund Loan - 1,050,000 0.0% 1,050,000 Contingency 500,000 0.0% 500,000 Total Health Benefits Fund 5,060,994 13,107,301 38.6% 8,046,307 Equipment Fund PublicWorks - Maintenance 1,038,095 3,176,472 32.7% 2,138,377 Public Works- Purchasing and Aoquisitlon 335,895 2,849,000 11.8% 2,513,105 Contingency 100,000 0.0% 100,000 Total Equipment Fund 1,373,990 6,125,472 22.4% 4,751,482 Parks Equipment Fund Capital Outlay 207,545 450,000 46.1% 242,455 Total Parks Equipment Fund 207,545 450,000 46.1% 242,455 Cemetery Trust Fund - Transfers 11,026 13,000 848% 1,974 Total Cemetery Trust Fund 11,026 13,000 84.8% 1,974 Total Appropriations $ 66,248,495 $ 256,631,921 25.8% $ 190,383,426 9. Mar FY18 Financial Report 5 4/1912018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date Actuate Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Expended Balance Biennium to Date End of Biennium Expended 110 General Fund Taxes $ 17,590,920 $ 42,958,500 40.9% $ (25,367,580) $ 16,118,727 $ 39,315,229 41.0% Licenses and Permits 571,891 1,660,300 34.4% (1,088,409) 636,375 2,141,624 29.7% Intergovernmental 1,044,288 2,246,874 46.5% (1,202,586) 603,862 2,057,077 29.4% Charges for services 1,245,114 3,327,000 37,4% (2,081,886) 1,232,403 3,330,630 37.0% Fines 392,985 857,900 45.8% (464,915) 133,553 546,003 24.5% Interest on Investments 65,180 .75,000 86.9% (9,820) 20,398 86,199 23.7% Miscellaneous 55,413 395,200 14.0% (339,787) 56,470 219,974 25.7% Transferin(Water Fund) 187,500 500,000 37.5% (312,500) 187,500 500,000 37.5% Transfer In (Cemetery Fund) 11,026 13,000 84.8% (1,974) 4,117 15,938 25.8% Total Revenues and Other Sources 21,164,317 52,033,774 40.7% (30,869,457) 18,993,404 48,212,675 39.4% Administration 974,903 3,006,150 32.4% 2,031,247 855,906 2,098,880 40.8% Administration-Municipal Court 373,396 944,095 39.6% 570,699 357,611 951,831 37.6% Administrative Services - Miscellaneous 14,230 38,000 374% 23,770 54,582 109,460 49.9% Administrative Services - Band 42,119 131,540 32.0% 89,421 43,398 127,186 34.1% Administrative Services - Parks 3,907,125 10,601,400 35.9% 6,694,275 3,510,000 9,560,000 36.7% Police Department 5,431,273 15,258,725 35.6% 9,826,852 4,900,799 13,487,220 35.3% Fire and Rescue Department 6,483,445 17,505,290 37.0% 11,021,845 5,508,884 15,713,581 35.1% Public Works- Cemetery Division 268,809 851,776 31.3% 584,969 260,108 675,452 38.5% Community Development - Planning DMslan 1,278,866 3,291,729 38.9% 2,012,863 989,881 2,705,513 36.6% Community Development- Building Divislen 488,655 1,479,935 33.0% 991,280 531,260 1,353,877 39.2% Community Development- Social Services Grants - 267,940 0.0% 267,940 130,885 265,254 49.3% Transfers Out (Debt Service, Cemetery B Howling Trust) 271,851 377,351 72.0% 105,500 293,080 97,010 302.1% Contingency 790,000 0.0% 790,000 - Total ExpendNreSand Other Uses 19,532,672 54,543,333 35.8% 35.010661 17.436395 47,145,264 37.0% Excess(Defuency) of Revenues and Other Sources over Expenditures and Other Uses 1,631,645 (2,509,559) 165.0% 4,147,204 1,557,009 1,067,411 145.9% Fund Balance, Jul 1, 2017 4.687,674 4,412,535 106.2% 275,139 3,620,263 3,620,263 100.0% Fund Balance, Mar31,2018 $ fi.379, 118 S 1,902.976 332.1% $ 4,416,342 $ 5,177,272 $ 4,687,674 110.4% Reconciliation of Fund Balance: Restn'cted and Committed Funds 862,615 Unassigned Fund Balance $ 5.456 TO 9. Mar FY18 Financial Report 6 41192018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date ACluals Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Expended Balance Biennium to Date End of Biennium Expended 211 Parks and Recreation General Fund Intergovernmental $ - 8 30,000 0.0% $ - $ - $ - Charges forServices -Internal 3,907,125 10,601,400 36.9% (6,694,275) 3,510,000 9,560,000 36.7% Charges for Services - Misc. Service Fees 598,210 2,181,200 27.4% (1,582,990) 688,001 1,830,527 37.6% Interest on investments 5,551 14,000 39.6% (8,449) 2,324 5,968 38.9% Miscenaneous 17,186 60,000 28.6% (42,814) 6,093 28,543 21.3% Transfers In (Parks CIP) 85,000 170,000 50.0% (85,000) 52,500 52,500 100.0% Total Revenues and Other sources 4,613,071 13,056,600 35.3% (8,413,529) 4,258,918 11,477,537 37.1% Parks Division 2,809,946 8,633,533 32.5% 5,823,587 2,902,619 7,813,195 37.2% Recreation DMSion 1,027,289 3,199,553 32.1% 2,172,264 1,032,151 2,821,724 36.6% Golf Division 369,184 1,163,100 31.7% 793,916 406,722 1,056,914 38.5% Other Rnandng Uses - Transfers - - NIA - - 80,000 0.0% Contingency - 195,000 0.0% 195.000 - - Total Expenditures and Other Uses 4,206,420 13,191,186 31.9% 8,984.766 4,341,492 11,771,832 36.9% Excess(Oe6ciency) of Revenues and Other Sources over Expenditures and Other Uses 406,652 (134,586) 402.2% 541,238 (82,574) (2g4,2S5) 28.1% Fund Balance, Jul 1, 2017 209,333 140,165 149.3% 69,168 503,628 503,628 100.0% Fund Balance, Mar31, 2018 $ 615,985 $ 5,99 11041.1% $ 610,406 $ 421,054 $ 209,333 201.1% Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 615,985 9. Mar FY18 Rrandal hoped 7 4119@078 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31,10'18 Biennial Percent Biennial Percent To Date Actuals Budget collected 2015-2017 collected (9 Months) 2017.2019 Expended Balance Biennium to Dale End of Biennium Expended 240 Housing Fund Taxes $ 88,668 3 200,000 44.3% 5 (111,332) $ - $ - Interest on Ininistarents 960 NIA 960 Tansferln 166,351 166.351 100.0% Total Revenues and Other Sources 255,978 366,351 69.9% (110,373) - - NIA Personal Services - - NIA - - Matenalsand Senices 366,351 0.0% 366.351 Total Expenditures and Other Uses 366,351 0.0% 366,351 - Excess(Defidency) of Revenues and Other sources over Expendimms and Other Uses 255,978 - NIA 255,978 - - Fund Balance, Jul 1, 2017 NIA - Fund Balance ,Mar31,2018 $ 255.978 $ NIA S 255,978 $ - 8 NIA Recancillation of Fund Balance: restricted and Commitled Funds 255.978 Unassigned Fund Balance $ i 9. Mar FYI8 Financial Report 8 41192018 i City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date ACtuals Budget Collected 2015-2017 Callactad (9 Months) 2017-2019 Expended Balance Biennium to Date End of Biennium Expended 250 Community Development Block Fund Intergovernmental $ 75,428 $ 453,785 16.6% $ (378,357) $ 127,408 $ 291,526 43.7% Personal Sernces 23,311 62,880 37.1% 39,569 18,469 64,255 28.7% Materials and Services 75,455 390,905 19.3% 315,450 127,571 227,268 56.1% Total Expenditures and Other Uses 98,767 453,785 21.8% 355,018 146040 291.523 50.1% Fxcess(DefcIency) of Revenues and Other Sources over Expenditures and Other Uses (23,339) - NIA (23,339) (18,632) 4 -523370.2% Fund Balance, Jul 1, 2017 33,801 1 3380056.0% 33,800 33,797 33,797 100.0% Fund Balance, Mar31, 2018 $ 10.4fi2 $ 1 1046191.0% S 10,461 $ 15,165 $ 33801 44.9% Reconciliatlon of Fund Balance: Restricted and Committed Funds 10,462 Unassigned Fund Balance 8 (Ol 9. Mar FY18 Financial Report 9 41198018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date ACtuals Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Expended Balance Biennium to Date End of Biennium Expended 255 Reserve Fund Interest on Investments $ 8,241 $ 700 1177.4% 5 7,541 $ 8,539 $ 22,433 38.1% Interfund Loan - 1,050,000 0.0% (1,050,000) 325,000 325,000 100.0% Transfers In NIA Total Revenues and Other Sources 8,241 1,050,700 0.8% 7,541 333,539 347,433 96.0% Interlard Loan (Haab Benefits Fund) 1,050,000 0.0% 1,050,000 165,544 515,544 32.1% Total Expenditures and Other Uses 1.050.000 0.0% 1.050.000 165,544 515.544 32.1% Excess(Defidency) of Revenues and Other Sources over -99.9% Expenditures and Other Uses 8,241 700 1177.4% 7,541 167,995 (168,111) Fund Balance, Jul 1, 2017 28,168 24,735 113.9% 3,433 196,279 196,279 100.0% Fund Balance , Mar31,2018 $ 36410 8 25,435 143.1% $ 10,975 5 364,274 $ 28,168 1293.2% Reconciliation of Fund Balance: Reshicted and Committed Funds 36.409 Unassigned Fund Balance $ 0 I 9. Mar FY18 Rnandal Report 10 4119/1018 '44N City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date Actable Budget Collected 2015-2017 collected (9 Months) 2017-2019 Expended Balance Biennium to Date End of Biennium Expended 260 Street Fund Taxes $ 322,695 $ 1,236,800 26.1% S (914,105) $ 29,157 $ 372,710 7.8% Intergovernmental 957,427 5,311,945 18.0% (4,354,518) 1,005,023 2,536,631 39.6% Charges for Services - Rates 1,141,086 3,195,895 35.7% (2,054,809) 1,594,065 4,323,090 36.9% Charges for Services- Misc. Service Fees 12,803 - NIA 12,803 17,803 50,768 35.1% System Development Charges 104,732 150,000 69.8% (45,268) 106,350 348,760 30.5% Assessments 7,386 60,000 12.3% (52,614) 27,849 133,837 20.8% Interest on Investments 50,967 60,000 84.9% (9,033) 22,869 90,528 25.3% Miscellaneous 227,380 353,304 64.4% (125,924) 70,046 225,754 31.0% Other Rnandog Sources 11,687,162 0.0% (11,687,162) Total Revenues and Other Sources 2,824,477 22,055,106 12.8% (19,230,629) 2,873,161 8,082,079 35.5% Public Waft- Ground Maintenance 192,626 501,900 38.4% 309,274 190,239 474,636 40.1% Public Works -Street Opemtions 2,101,425 19,188,971 11.0% 17,087,546 2,198,429 5,552,282 39.6% Public Works- Steel Opemions Debt - - NIA - - 122,753 0.0% Public Works- Sloan Water Operations - - NIA - - 1,166,823 NIA Public Works- Sierra Water Operations Debt - - NIA - 25,900 NIA Public Works- Transportation SDCs 327 2,198,720 0.0% 2,198,393 - 355,078 0.0% Contingency 43,685 0.0% 43,685 Total Expenditures and Other Uses 2.294.378 21,933,276 10.5% 19,638,898 2.388.668 7,696,872 31,0% Excess(Oefidency) of Revenues and Other Sources over 125.8% Expenditures and Other Uses 530,098 121,830 408,268 484,493 385,207 _ Fund Balance , Jul 1, 2017 3,955,854 3,97,740 99.4% 121.8861 5.278.231 5.278231 100.0% Fund Balance, Mar31,2018 $ 4485953 $ 4.099.570 1014% $ 388.383 $ 5.762.724 $ 5,663,438 101.8% Reconciliation of Fund Balance: Moved to Steamier Fund $ (1,707,584) Restricted and Committed Funds 4,485,953 8 3,955,854 Unassigned Fund Balance S 101 9. Mar FY18 Financial Report 4/1912018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Data Actual. Budge) Collected 2015.2017 Collected (9 Months) 2017.2019 Expended Balance Biennium to Date End of Biennium Expended 280 Airport Fund Intergovernmental 5 - $ 536,800 0.0% S (536.800) 8 - 8 - NIA Charges for SeMces - Rates 102,198 270,000 37.9% (167,802) 87,912 271,528 32.4% Interest on lnveshnents 1,977 1,000 197.7% 977 559 2,386 23.4% Tatal Revenues and Other Scums 104,175 807,800 12.9% (703,625) 88,471 273,915 32.3% Materials and Serdces 160,804 425,380 37.8% 264,576 46,162 87,020 53.0% Capital Outlay 27,609 312,000 8.8% 284,391 1,382 54,113 2.6% Debt Service 19,268 77,075 25.0% 57,807 1%268 77,072 25.0% Contingency 10,000 0.0% 10,000 Total Expenditures end Other Uses 207,681 824,455 25.2% 616,774 66,811 218,205 30.6% Excess(Deldlency) cf Revenues and Other Sources over 38.9% Expenditures and Other Uses (103,506) (16,655) -521.5% (86,851) 21,660 55,710 Fund Balance, Jul 1, 2017 173,224 118,677 146.0% 54,547 117,514 117,514 100.0% Fund Balance, Mar 31, 2018 $ 69,719 5 102,022 68.3% $ (32303) $ 139,174 $ 173224 80.3% Racanclllation of Fund 9.1...a: Restricted and Committed Funds 69,718 Unassigned Fund Balance S 0 9. Mar FY18 Fl,arclal Report 4/1912018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date Actuals Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Expended Balance Blenniumto Date End of Biennium Expended 410 Capital Improvements Fund Taxes $ - $ - NIA $ - $ 305,389 $ 1,273,537 24.1% Intergovernmental - - NIA - 2,732 2,732 100.0% Charges for Seroces - Internal 754,628 2,074,940 36.4% (1,320,313) 709,628 1,930,074 36.8% Charges for Services-Misc. Service Fees 3,000 - NIA 3,000 3,000 8,000 37.5% System Development Charges 35,396 101,500 34,9% (66,104) 40,900 116,163 35.2% Interest on Investments 28,142 26,000 1081% 2,142 10,371 44,464 23.3% Miscellaneous 477,671 20,000 2389.4% 457,871 - 4,438 0.0% Other Financing Sources - 11500,000 0.0% (1,500,000) 870,000 870,000 100.0% Transfer In (Insurance Fund) NIA - 100,000 100,000 100.0% Total Revenues and Mar Sources 1,299,037 3,722,440 34.9% (2,423,403) 2,043,019 4,349,407 47.0% Public Works - Facilitles 843,751 2,458,100 34.3% 1,614,349 646,692 1,921,671 33.7% Administrative Sentces - SDC(Parks) - 394,640 0.0% 394,640 - 358,529 0.0% Administrative Services-Open Spam (Pak) 7,871 1,500,000 0.5% 1,492,129 1,411,849 2,288,041 61.7% Transfers Out 900,000 1,667,000 54.0% 767,000 38,981 215,419 18.1% Intedund Loan (Equipment Fund) - - NIA - - - NIA Contingency 60.000 0.0% 60,000 NIA Total Expenditures and Other Uses 1,751.622 6,079,740 28.8% 4,268,118 2.097.522 4,793,660 43.8% Excess(Oe6dency) of Revenues and Other Scums aver 12.6% Expenditures and Other Uses (452,585) (2,357,300) 80.8% 1,904,715 (54,503) (434,253) Fund Baknce, Jul 1, 2017 2,315,233 2,522,222 91.8% (206989) 2,749,486 2,749,486 100.0% Fund Balance, Mar 31, 2018 $ i,Bfi2,848 $ 1fi4,922 1129.4% $ 1697726 $ 2694983 $ 2,315,233 116.4% Reconciliation of Fund Balance: ResNcted and Committed Funds 1,862,648 Unassigned Fund Balance $ (0 9. Mar FY18 Fnancial Report 41191018 J City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date Actuate Budget Collected 2015-2017 Collected (9 Months) 2017.2019 Expended Balance Blenmium to Data End of Biennium Expended 411 Parks Capital Improvement Fund Taxes $ 407,298 1,484,690 27.4% (1,077,392) $ - $ - WA Intergovernmental - 900,000 0.0% (900,000) - 801,770 0.0% Charges for Services - - NIA - 13,137 13,137 100.0% Charges for serices - Internal - - NIA - 1,408,349 1,477,771 95.3% Interest on Investments 8,893 20,000 44.5% (11,107) - 16,460 0.0%. Miscauaneous - - NIA - 3,146 16,555 19.0% Other Financing sources 3,250,000 0.0% (3,250,000) NIA Total Revenues and Other Sources 416,190 5,654,690 7.4% (5238,500) 1,424,632 2,325,693 61.3% Personal Services - - NIA - - 162,235 0.0% Materials and Services 18,364 150,000 12.2% 131,636 14,995 64,069 23.4% Capaal Outlay 152,119 4,945,000 3.1% 4,792,681 189,683 1,456,284 13.0% Transfer Out 220,395 440,440 50.0% 220,045 Total Expendbres and Other Uses 170,483 5,535,440 3.1% 5,144,562 204,678 1,682,589 122% Excess(Oefidency) of Revenues and Other sources over 189.7% Expenditures and Other Uses 245,707 119,250 206.0% 126,457 1,219,954 643,104 Fund Balance , Jul 1, 2017 852,406 341,235 249.8% 511,171 209,302 209,302 100.0% Fund Balance, Mar 31, 2018 Al .098.113 $ 460.485 238.5°% S 637.628 5 1.429.256 $ 852.406 167.7% Reconciliation of Fund Balance: Restricted and Committed Funds 877,718 Unassigned Fund Balance 8 220.395 9. Mar FY18 Financial Report 4110018 14 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 3018 Biennial percent Biennial Percent To Bate Actuate Budget Collected 2015-2017 Collected (9 Months) 2017.2019 Expended Balance Blenniumto Bate End of Biennium Expended 530 Debt Services Taxes $ 469,047 5 973,540 48.2% 5 (504,493) $ 479,023 $ 1,015,919 47.2% Charges for Services - Internal 865,725 2,308' .600 37.5% (1,442,875) 767,975 2,308,600 33.3% Charges for Services - Misc. Service Fees - - NIA - 80,283 140,365 57.2% Interest on lnvesbnents 5,459 8,000 682% (2,541) 2,474 12,792 19.3% Transfer In (General Fund B CIP) 240,395 480,440 50.0% (240,045) 331,561 311,429 106.5% Other Financing Sources NIA - - NIA Total Revenues and Other sources 1,580,626 3,770,580 41.9% (2,189,954) 1,661,315 3,789,105 43.8% Materials and Services 800 - NIA - - 1,600 0.0% Oebl Service 1,397,963 3,740,387 374% 2,342,424 1,355,089 3,672,977 36.9% Interlard Loan (Central Service Fund) NIA Total Expenditures and Other Uses 1,398,763 3,740,387 374% 2,342,424 1,355,089 3,674,577 36.9% Excess(Oefictermy) of Revenues and Other Sources over 2674% Expenditures and Other Uses 181,863 30,193 602.3% 151,670 306,226 114,529 Fund Balance, Jul 1, 2017 976,089 1,193,610 81.8% (217521) 861,560 861,560 100.0°% Fund Balance, Mar31, 2018 $ 1,757.952 $ 1,223,803 94.6% $ (fi58521 $ 116]786 $ 976.089 119.6% Reconciliation of Fund Balance: Residcted and Committed Funds 1,157,952 Unassigned Fund Balance $ I 9. Mar FY18 Financial Report 411912018 15 I I City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date Actuals Budget Collected 2015.2017 Collected (9 Months) 2017-2019 Expended Balance Biennium to Date End of Blennlum Expended 670 Water Fund Taxes $ - $ - NIA $ - 5 2 $ 10 20.7% Intergovernmental - - NIA - 14,897 14,897 100.0% Charges for Services - Rates 6,001,795 15,874,482 37.8% (9,872,687) 5,182,734 14,055,539 36.9% Charges for Services - Misc. Service Fees 62,583 - NIA 62,583 80,133 211,347 37.9% System Development Charges 177,951 200,000 89.0% (22,049) 223,121 587,637 38.0% Interest an Investments 93,005 64,000 145.3% 29,005 22,595 101,814 22.2% Miscellaneous - 37,418 50,000 74.8% (12,582) 11,192 74,484 15.0% Other Finandng sources 425,491 29,749,150 1.4% (29323,659) - 890,072 0.0% Total Revenues and Other Sources 6,798,243 45,937,632 14.8% (39,139,389) 5,534,674 15,935,799 34.7% Public Works-Conservation 200,447 738,888 27.1% 538,441 179,228 534,788 33.5% Public Works-Water Supply 532,006 2,751,150 19.3% 2,219,144 1,049,527 2,390,999 43.9% Public Works-Water Supply/ Debt 9,035 636,758 1.4% 627,723 8,950 18,970 47.2% PublicWorks-Water Distribution 2,347,367 10,807,452 21.7% 8,460,085 2,131,408 5,815,636 36.6% Public Works-Water Dis0ibu0on Debt 227,901 592,101 38.5% 364,200 225,466 502,128 44.9% Public Works-Water-Treatment 1,237,137 24.383,636 5.1% 23,146,499 853,058 2,602,448 32.8% Public Works-Water Treament Debt 103,645 282,177 36.7% 178,532 102,975 281,690 36.6% Public Works- Improvement SDC's 190,259 4,181,350 4.6% 3,991,091 109,767 453,197 24.2% Public Works-Debt SDC's 32,526 430,369 7.6% 397,843 32,220 215,123 15.0% Debt Service - - NIA - - 33,849 0.0% Transfers (General Fund) 187,500 500,000 37.5% 312,500 187,500 500,000 37.5% Contingency 685,000 0.0% 665,000 - - NIA Tall Expenditures and Other Uses 5,067,822 45,988,881 11.0% 40,921,059 4,880,098 13,348,827 36.6% Excess(Defidenq) of Revenues and Other Sources over Expenditures and Other Uses 1,730,420 (51,249) 3476.5% 1,781,669 654,575 2,586,972 25.3% Fund Balance, Jul 1, 2017 7,795,565 8,697,716 89.6% (902151) 5208993 5,208,593 100.0% Fund Balance , Mar 31, 2018 S 9.525.985 S 8,646467 110.2% _L9]9578 $ 5863.ifi8 $ 7]95,565 ,75.2% Reconciliation of Fund Balance: Restricted and Committed Funds 4,341.844 Unassigned Fund Balance $ 5.184.140 9. Mar FY18 Financial Report 16 4118018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date ACtuals Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Expended Balance Biennium to Date End of Moral.. Expended 675 Wastevater Fund Taxes 5 1,011,113 5 3,209,200 31.5% $ (2,198,087) $ 1,225,554 $ 4,265,334 28.7% Charges for Services - Rates 4,348,895 11,852,000 36.7% (7,503,105) 3,812,854 10,568,020 36.1% Charges for Services- Misc. Service Fees 13,250 - NIA 13,250 13,250 26,500 50.0% System Development Charges 133,222 200,000 66.6% (66.778) 77,675 213,214 36.4% Interest an Investments 94,538 50,000 189.1% 44,538 23,876 107,419 22.2% Miscellaneous - 2,000 0.0% (2,000) 931 1,620 57.5% Other Financing sources 9,900,000 0.0% (9,900,000) 71,366 0.0% Total Revenues and Other Sources 5.601,019 25,213,200 222% (19,612,1811 5,154,141 15,253,471 33.8% Public Works- Wastewater Collection 1,742,757 6,088,930 28.6% 4,346,173 1,453,800 4,079,963 35.6% Public Works- Wastewater Collection Debt 54,014 144,656 37.3% 90,642 54,714 147,454 37.1% Public Webs- Wastewater Treatment 2,069,512 10,279,543 20.1% 8,210,031 1,839,660 5,028,690 36.6% Pubic Works- Wastewter Treatment Debt 141,752 3,732,624 3.8% 3,590,872 186,148 3,237,073 5.8% Public Warta- Reimbursements SOCs - - NIA - 5,010 13,039 38.4% Public Works- Improvements SDGs - 4,060,025 0.0% 4,060,025 1,888 377 500.7% Contingency 325,000 0.0% 325,000 NIA Total Expenditures and Other Uses 4,008,035 24,630,778 16.3% 20,622,743 3,541,219 12,506,596 28.3% Fxcess(Oefitiency) of Revenues and Other sources over 587% Expenditures and Other Uses 1,592,994 582,422 273.5% 1,010,562 1,612,922 2,746,875 Fund Balance, Jul 1, 2017 7,842,218 6,751,916 116.1% 1,090,302 5,095,343 5,095,343 100.0% Fund Balance , Mar31,2018 _S9 435 201 S 7.334.338 128.6% 5 2.100.863 5 6.708165 $ 7.842.218 85.5% Reconciliation of Fund Balance: Restricted and Committed Funds 3,227,425 8 fi,207,776 Unassigned Fund Balance 9. Mar FY18 Financial Report 7 1 411912018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date Actuals Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Eapended Balance Blenniunto Date End of Biennlum Expended 680 Stormwater Fund Charges for Services - Rates $ 522,497 $ 1,390,000 37.6% $ (867,503) S 494,286 $ - ChargesforServices - Misc. Service Fees 600 - NIA 600 - - System Development Charges 20,575 60,000 25.7% (59,425) 21,487 - Interest on lnvesiments 15,657 19,000 82.4% (3,343) - - Miscellaneous - - NIA - - - Other FloancingSources NIA Total Revenues and Other Sources 559,330 1,489,000 37.6% (929,670) 515,773 - Public Works- Stomr Water Operators 440,973 1,459,713 30.2% 1,018,740 413,989 - Public Works- Stmm Water Operations Debt 11,225 24,500 45.8% 13,275 11,425 - Public Works- Storm Water SDC's 38,508 250,000 15.4% 277,492 - - Contingency 30,000 0.0% 30,000 Total Expenditures and Other Uses 490,706 1,764,213 27.8% 1,273,507 425414 Excess(Destiency) of Revenues and Other Scums over Expenditures and Other Uses 68,624 (275,213) 124.9% 343,837 90,359 - Fund BahocC, Jul 1, 2017 1,707,584 1.697.095 100.6% 10.489 - Fund Balance ,Mar31,2016 S 1_776 208 $ 1.421.882 124.9% $ 354326 $ 90,359 $ - Reconciliation of Fund Balance: Moved from Street Fund $ 1,707,584 Restricted and Committed Funds 34,835 Unassigned Fund Balance 3 1.74L373 9. Mar Fv78 Financial Report 8 1 411912078 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date Actuate Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Expended Balance Bienniumt.Date Endef Biennium Expended 690 Electric Fund Intergovemmental $ 145,252 $ 420,000 34.6% $ (274,748) $ 332,026 $ 521,646 63.6% Charges for Services - Rates 12,033,305 32,014,707 37.6% (19,981,402) 11,138,908 29,017,217 38.4% Charges for SerAces-Misc. Service Fees 279,086 487,533 57.2% (208,447) - 497,417 0.0% Interest on Investments 17,424 22,100 78.8% (4,676) 143,937 21,526 668.7% Miscellaneous 65,245 195,060 33.4% _ (129,815) 5,598 230,897 2.4% Total Revenues and Other Sources 12,540,312 33,139,400 37.8% (20,599,088) 11,687,257 30,288,703 38.6% Administration - Canservaton 683,056 1,486,890 45.9% 603,834 574,548 1,397,555 41.1% Electric-Supply 5,638,217 14,981,925 37.6% 9,343,708 5,128,210 13,869,063 37.0% Electric - Distribution 5,205,209 13,390,730 38.9% 8,185,521 4,778,760 12,961,713 36.9% Electric-Tansmisson 703,891 2,531,435 27.8% 1,827,544 722,063 1,742,167 41.4% Debt Service 22,393 1,128,202 2.0% 1,105,809 22,664 46,686 48.5% Contingency 225,000 0.0% 225,000 NIA Total Expenditures and Other Uses 12,252,766 33,744,182 36.3% 21,491,416 11,226,245 30,017,203 37.4% Excess(Deldency) of Revenues and Other Sources over 169.8% Expenditures and Other Uses 287.546 (604.782) 147.5% 892,328 461,012 271,500 Fund Balance , Jul 1, 2017 2,026,663 1,533,657 132.1% 493.006 1,755,163 1,755,163 100.0% Fund Balance, Mar 31, 2018 $ 2,314209 S 928.875 249.1% $ 1,385,334 S 2,216,175 $ 2.026.563 109.4% Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance -L-2 314 209 9. Mar FY18 Financial Report 19 411912618 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Data Actuate Budget Collected 2015-2017 Collected (9 Months) 2017.2019 Expended Balance Biennium to Date -End of Biennium Expended 695 Telecommunications Fund Charges for Services - Rates S 1,653,442 $ 4,335,155 38.1% 5 (2,681,713) $ 1,500,994 $ 4,105,254 36.6% Charges for Services - Mim service Fees 10,038 - NIA 10,038 - - NIA Interest on lnvestrnents 5,117 4,000 127.9% 1,117 782 4,310 18.1% Miscellaneous 945 - NIA 945 467 696 67.1% InterNnd Loan NIA 165,544 315,544 52.5% Total Revenues and Other sources 1,669,542 4,339,155 38.5% (2,669.6131 1.667,787 4,425,804 37.7% Personal Services 474,434 1,448,575 32.8% 974,141 490,236 1,269,970 38.6% Materials B Services 698,134 1,899,520 36.8% 1,201,386 676,240 1,795,285 37.7% Capital Cull 13,476 150,000 9.0% 136,524 177,523 248,189 71.5% Debt- Transfer to Debt Service Fund 306,750 818,000 37.5% 511,250 209,000 818,000 25.6% Can6ngency 105,000 0.0% 105,000 NIA Total Expenditures and Other Uses 1,492,794 4,421,095 33.8% 2,928,301 1,552,999 4,131,444 37.6% Excess(Oefidenry) of Revenues and Other Sources over Expenditures and Other Uses 176,748 (81,940) -215.7% 258,688 114,789 294,359 39.0% Fund Balance, Jul 1, 2017 599,417 309,449 193.7% 289,968 305,058 305,058 100.0% Fund Balance, Mar 31, 2018 $ 77fi.165 S 227,509 3412% 5 548.656 S 419,947 $ 599.417 70.0% Reconciliation or Fund Balance: Restricted and Committed Funds 511.250 Unassigned Fund Balance $ 264.915 9. Mar FY78 Financial Report 20 41198018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Data Actuate Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Expended Balance Biennlumto0ate End of Biennium Expended 710 Central Service Fund Taxes $ 32,584 $ 160,775 20.3% $ 028,191) $ 53,592 $ 190,292 28.2% Charges for Services - Internal 5,088,841 13,659,500 37.3% (8,570,659) 4,763,387 12,949,788 36.8% Charges for Services - Misc. Service Fees 153,408 576,000 26.6% (422,592) 175,091 671,504 26.1% Interest on lnvesrnents 8,634 17,600 49.1% (8,966) 6,238 16,939 36.8% Miscellaneous 3,584 - NIA 3,584 95,141 338,676 28.1% Transfer in(CIP Fund) 900,000 1.667,000 54.0% 767,000 417,000 417,000 100.0% Total Revenues and Other Sources 6,187,050 16.080.875 38.5% (8,359,825) 5,510,450 14,584,199 37.8% Administration OepaMtent 1,295,054 3,775,160 34.3% 2,480,106 1,20%051 3,443,253 35.1% Information Technology- Info Services Division 934,127 2,811,275 332% 1,877,148 929,429 2,743,451 33.9% Administrative Services Deparhnent 1,903,007 5,212,449 36.5% 3,309,442 1,791,434 4,690,220 38.2% City Recorder Division 154,540 384,450 402% 229,910 377,484 984,526 38.3% Public Works-Administration and Engineering 1,274,425 3,644,262 35.0% 2,369,837 1,235,622 3,341,783 37.0% Contingency 235,000 0.0% 235,000 - NIA Total Expenditures and Other Uses 5,561,153 16,062,596 34.6% 10,501,443 5,543,020 15,203,233 36.5% Excess(Ceficiency) of Revenues and Other Sources over 5.3% Expendibres and Other Uses 625,896 18,279 3424.1% 607,617 (32,571) (619,034) Fund Balance, Jul 1, 2017 281,574 242,081 116.3% 39,493 900,608 900,608 100.0% Fund Balance , Mar 31, 2018 $ 907.470 S 260,360 348.5% $ 647,110 $ 868,037 $ 281,574 308.3% Reconciliation of Fund Balance: Restricted and Committed Funds 175,000 Unassigned Fund Balance $ 732.470 9. Mar FY18 Financial Report ,21 41792018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Parcent To Date Actuals Budget Collected 5045-2017 Collected (9 Months) 2017.2019 Expended Balance Biennium to Date End of Biennium Expended 720 Insurance service Fund Charges for services - Internal $ 519,162 $ 1,560,000 33.3% $ (1,040,838) 5 548,115 $ 1,486,002 36.9% Interest on Investments 10,242 14,000 73.2% (3,758) 5,436 19,376 28.1% Miscellaneous 5,652 80,000 7.1% (74,340) 11,819 78,233 15.1% Total Revenues and Other sources 535,056 1,654,000 32.3% (1,118,944) 565,370 1,583,610 35.7% Personal Services 84,556 233,160 36.3% 148,604 73,524 202,900 36.2% Materials and Services 755,350 1,054,790 40.7% 1,099,440 635,077 1,523,670 45.0% Capital Ouday 575 480,000 0.1% 479,425 - NIA Transfer Out (Multiple 4 Ponds) - - NIA - 569,500 569,500 100.0% Contingency 38,500 0.0% 38,500 NIA Total Expenditures and Other Uses 840,481 2.606,450 32.2% 1,765,969 1,328,101 2,296,070 57.8% Excess(Deficiency) of Revenues and Other Sources over 107.1% Expenditures and Other Uses (305,425) (952,450) 67.9% 647,025 (762,731) (712,460) Fund Balance, Jul 1, 2017 1,01 1,117,444 94.3% (63,621) 1,766,283 1,766,283 100.0% Fund Balance, Mar31, 2018 $ 748,398 64_$I 994 453.6% 5 583.404 S 1.003.552 $ 1,053,823 95.2% Reconciliation of Fund Balance: ResNcted and Committed Funds 748,390 Unassigned Fund Balance S (0) 9. Mar FYI8 Financial Report ,2,Z 411912018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Bate Actuate Budget Collected 2015-2017 Collected (9 Months) 2017.2019 Expended Balance Biennium to Date End of Biennium Expended 725 Realm Benefits Fund Charges for Services - Internal $ 4,226,523 $ 11,852,537 35.7% $ (7,626,014) $ 3,598,829 $ 9,970,841 36.1% Interest on Investments 5,958 13,000 45.8% (7,042) 3,004 9,374 310% MiscAaneous(Stop Loss Reimbursements) 393,498 - NIA 393,498 - 88,738 0.0% Interfund Loan (Reserve Fund) 1,050.000 0.0% (1,050,000) - 200,000 0.0% Total Revenues and Other Sources 4,625,978 12,915,537 35.8% (8,289,559) 3,601,833 10,268,953 35.1% Materials and services 5,060,994 11,557,301 43.8% 6,496,307 3,653,912 10,021,261 36.5% Intedund loan - 1,050,000 0.0% 1,050,000 325,000 325,000 100A% Contingency - 500,000 0.0% 500,000 - - NIA Total ExpendiNres and Other Uses 5,060,994 13,107,301 38.6% 8,046,307 3,978,912 10,346,261 38.5% E,addw(Defidency) of Revenues and Other Sources over 487.8% Expenditures and Other Uses (435,016) (191,764) 226.8% (243,252) (377,079) (77,308) Fund Balance, Jul 1, 2017 396,418 521,456 76.0% (125,038) 473,726 473,726 100.0% Fund Balance, Mar 31, 2018 $ (38.5981 $ 329.692 -11.7% $ (368.290) S 96,647 $ 396.418 24.4% Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ (38,598) 'This balance Includes $472,616 far accrued claims I 9. Mar FY18 Financial Report 23 4/190018 City of Ashland statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date Actuals Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Expended Balance Biennium to Dale End of Biennium Expended 730 Equipment Fund Charges for5ervices-Intemal $ 1,335,250 $ 4,288,460 31.1% $ (2,953,210) 5 1,465,747 $ 3,908,660 37.5% Charges for Services-Misc. &M. Fees 160,002 - NIA 160,002 128,006 345,857 37.0% Interest on lnvestrnents 41,869 35,000 119.6% 6,869 13,443 54,051 24.9% Miscellaneous 60.008 150,000 40.0% (89,992) 6,699 75,875 8.8% Total Revenues and Other Sources 1,597,128 4,473,460 35.7% (2,876,332) 1,613,896 4,384,443 36.8% Public Works -Maintenance 1,038,095 3,176,472 323% 2,138,377 981,836 2,762,798 35.5% Public Works- Purchasing and Acquisition 335,895 2,849,000 11.8% 2,513,105 W.760 1,153,785 47.7% Contingency 100,000 0.0% 100,000 - NIA Total Expenditures and Other Uses 1,373,990 6,125,472 22.4% 4,751,482 1,532,596 3,916,583 39.1% Excess(nefidency) of Revenues and Other Sources over 17.4% Expenditures and Other Uses 223,138 (1,652,012) 113.5% 1,875,150 81,299 467,861 Fund Balance, Jul 1, 2017 3,404,967 3,343,135 101.8% 61,832 2,937,106 2,937,106 100.0% Fund Balance, Mar 31, 2018 S 3.628405 $ 1.697.123 214.51A S 1,936,982 $ 3018405 S 3404967 88.6% Reconciliation of Fund Balance: Restdded and Committed Funds 3,628,105 Unassigned Fund Balance S 0 9. Mar FY78 Firandal Report ,Z4 41192018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Date Actuate Budget Collected 2015-2017 Collected (9 Months) 2017-2019 Expended Balance Biennium to Date End of Biennium Expended 731 Parks Equipment Fund Charges for Sen4ces-Internal $ 170,625 $ 425,000 40.1% $ (254,375) $ 170,625 $ 455,000 37.5% Interest on Investments 2,457 1,450 169.5% 1,007 136 2,064 6.6% Miscellaneous 25,129 - NIA 25,129 - - NIA Transfer In (Park Fund) NIA 80,000 0.0% Total Revenues and Other sources 198,211 426,450 46.5% (228,239) 170,761 537,064 31.8% Capital Outlay 207,545 450,000 46.1% 242,455 121,382 360,210 33.7% Total Expenditures and Other Uses 207,545 450,000 46.1% 242,455 121,382 360,210 33.7% Excess(Delldency) of Revenues and Other Sources ever 279% Expenditures and Other Uses (9,333) (23,550) 39.6% 14,217 49,379 176,854 Fund Balance, Jul 1, 2017 176,854 176,139 INA% 715 Fund Balance, Mar 31, 2018 $ 167.520 $ 152,589 109.8% S 14,931 $ 49,379 $ 176.854 27.9% Reconciliation of Fund Balan.: Restncled and Committed Funds 167,520 Unassigned Fund Balance $ - 9. Mar FYI8 Financial Report 25 411912018 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance March 31, 2018 Biennial Percent Biennial Percent To Bate Actuate Budget Collected 2015-2017 Collected (9 Months) 2017.2019 Expended Balance Biennium to Dale End of Biennium Expended 810 Cemetery Fund Charges la-Services -Rates $ 9,535 $ 50,000 19.1% $ (40,465) $ 17,957 $ 31,620 56.7% Interest on lnveshnents 11,026 13,000 84.8% (1,974) 4,117 15,938 25.8% Transfer In (General Fund) 500 1,000 50.0% (500) 500 1,000 50.0% Total Revenues and Other Sources 21,061 64,000 32.9% (42,939) 22,574 48,628 46.4% Transfers 11,026 13,000 84.6% 1,974 4,117 15,938 25.8% Total Expenditures and Other Uses 11.026 13,000 84.8% 1,974 4,117 15,938 25.8% Excess(Oefir envy) of Revenues and Other Sources over 56.5% Expenditures and Other Uses 10,035 51,000 19.7% (40,965) 18,457 32,691 Fund Balance, Jul 1, 2017 955,357 958,770 99.6% (3413) 922,666 922,666 100.0% Fund Balance, Mar 31, 2018 $ 965,391 $ 1,009,770 95.6% $ (44379) $ 941,123 $ 955,357 98.5% Reconcllistlan of Fund Balance: Restricted and Committed Funds 965,392 Unassigned Fund Balance $ (0) 9. Mar FYI B Financial Report 26 41192018 i Council Business Meeting June 5, 0: Award of Contract for the Ashland City Hall Concepts, Design and Title: Construction Services- Phase 1; Project #2018-12 From: Kaylea Kathol Public Works Project Manager kaylea.kathol(a).ashland.or.us Paula Brown, PE Public Works Director paula.brown(a ashland.or.us Summary' Before the~Council is a contract forprofessional engineering/architectural services with ORW Architecture (ORW) for $97,085, to provide conceptual alternatives for the City Hall Concepts, Design and Construction Services Phase 1. Actions, Options, or Potential Motions: ■ Move to approve the award of a contract for professional engineering/architectural services with ORW Architecture for $97,085 to complete Phase 1 of the City Hall Concepts, Design and Construction Services. ■ Request staff renegotiate the contract with ORW to include or delete the following items within the contract [state the intended corrections. ■ Redirect staff efforts and not award the contract. Staff Recommendation: Staff recommends the Council approve the award of a contract for professional engineering/architectural services with ORW Architecture for $97,085, to provide conceptual alternatives for the City Hall Concepts, Design and Construction Services Phase 1. Resource Requirements: The Facilities Division's 2017-19 biennium budget includes $200,000 for facilities studies. To date, $44,215 has been expended for the assessment of Pioneer Hall. Award of this contract for $97,085, will allow $58,700 to remain for additional city facility analysis. Policies, Plans and Goals Supported: Council Goals: 2.2 Engage boards and commissions in supporting the strategic plan 4 Evaluate real property and facility assets to strategically support city mission and goals Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources Page 1 of 2 CITY OF -ASHLAND Background and Additional Information: On October 3, 2017, Council heard a presentation from staff and the ad hoc City Hall Advisory Committee on recommendations for the replacement of City Hall. The Ad Hoc Committee did not reach unanimity on a recommendation (minutes of the October 3, 2017 meeting). During the Council Study Session on December 4, 2017, staff reviewed the Ad Hoc committee recommendations, distilled the comments made by Councilmembers and offered a phased plan to develop concepts and costing prior to full design. Council directed staff to proceed to develop a Request for Qualifications (RFQ) proposal for this multi-phased project (minutes of the December 4, 2017 meeting). Utilizing this concept, staff were to select a firm with appropriate qualifications (architectural, engineering, site design and planning) to develop a step by step approach to selecting a preferred solution. Staff developed and released the RFQ for solicitation in early late January with proposals due on March 2, 2018. The City received two proposals; ORW Architecture (Medford) and Steele Associates Architects, LLC (Bend). After significant independent staff review and discussions with both firms, staff is recommending the award to ORW. Staff initiated and negotiated a cost proposal for Phase I for $97,085. The RFQ outlines four stages of the project; Phase 1: conceptual design renderings and conceptual costs for each of the selected alternatives (City Hall in its current location, Civic Center and Briscoe School locations) to include risks associated with each alternative; pros and cons with each alternative, and a relative time line. As part of this phase, the contractor will propose a process for selecting a preferred alternative. Phase 2: preliminary engineering and refined costs of the selected alternative; detailed staff moves and property options (depending on the site selected) Phase 3: final engineering design and plans for the selected alternative and final cost analysis; easements and permitting Phase 4: construction management services to assist with any site changes and quality control Each phase is separately negotiated for cost, scope and time, and a separate contract is developed. A clause in the RFQ and initial phase indicates the intention to continue with subsequent phases but allows the City to stop at any time and renegotiate each phase independently through a separate RFP process. All contracts and scopes of work would go to council for approval. The initial conceptual design will include a rendering and cost estimates. The consulting team and staff will develop options for energy efficiencies and a general assessment of "green building" or LEED Platinum level costs. It is estimated that this work could be completed within 6 months. Once this phase is complete, staff will return to the Council with a recommendation and financing options. Attachments: • City of Ashland Contract with ORW; scope of work Pagc2of2 CITY OF ASHLAND o$ 05 o5 0$ o$ 0$ o5 os o$ 05 os 05 o$ aai>l~l -SM3 IIeH 13 alelexe pup 3uuaaudu3 lall!w Aq A1o 9ulls1 9 palnpod )pom sno!&ajd asn o3 gx3ap mi SapeASdn Aew Uo -aMd si4l2uunp 4JOAk ON paonpau OSTS OS$ o0T$ o5 Ob8'S£$ 0$ 0Z8`ZS DOL'SS OZ6'TS 000`-5 006'9S OOE'E5 OOZ'ETS 048'SES -plsesoJ pue s31na3 2wpnpw Jaluao lu!D 1e Suppnq m2n `amsu8le Supl!snq palenouan OE OE 91 91 09 OZ D8 'azp IIeH A 4!o ze Su!ppnq maN ml to"ap 3da3uoD 5 salesu!1sa uoa pue s9uuapuai aonpod a1 IIeW waoWns 41!m sales aa/41 p spec to; u8!wa u4mmo aw dolimea 05 O5 DS os D59'9TS o$ O$ 05 DZ6'IS OSLS 09L'ZS OWES o'e6`LS OS9 9TS ~i Vel 'ad-spu4 pue'-W-lies'saq!Ign 'may uogelmip'Su!>sed'Su!uoa 9u!uueId a MS 9 bZ DZ 84 MS tr M.wi 'sa3ewRS0lsol pue sSuuapuau ampald of lgaP VWPPW- 44m says 4110 4-101-4d aps asm dol-- o os os o$ os o$ os % os D$ o5 D$ aai11se1 ..lapow 1SO3 spsepumis to uuw4.eld (i337 ml a3uemolly apnpW £ Su!plsrsg uaalg -asmo sap u! samseaw Sssplmq uaalS;o uo!moldxa to do4s-4mm ON OS$ OS$ 0$ o$ OWES os O5 os OS D$ 09b$ otr9'Z$ o5 DOT ES__ ~ aai>Isel 'Apn35 A1!pq!seau 91OZ u! S7uaw4jedap to alepdn ON-003 pasodold punox papaau b 9T ssame 9wp1e5ai [Su!laaw T1 S~ sPaaN - and pue a3!Iod 41!m hHUaaw pamquwl aaedS alepdn pue (Swlaasu Tl Sum) led!3mnn apnlxu oi Apn3S A1!I!q!Sead 9TOZ wall uselSod spaau a]eds to alepdn Jowl o5 0$ o5 6TS`T$ D$ b6$ 0615 OZT5 SZTS O5 099$ O£ES 6TS'I$ _ aai>1Se1 aalywuma Wom T I T T b 'G mm pV woo sluauHlys uoKnpuom loud aleniew3 T pue sluaum op T]alas mamab 4xolddy MUN )ISel # Hsel 891$ 1?6$ 06T$ oZT$ SZT$ STTS 59T$ SM c Si'` .re' uoD ~ISel Y m 2 C^ s 0 z 9 $ y lelol-QnS q, g\ - n w w F \ \ 1 J \ v a -a J ; ,a 6S n r3 r~ 3 r 3 > > ~D 0 ca ~e 3. m o ~ ~ ao. J ~ Jm 0 m w w ~c ~n ~ ~ x m+ J~ ~ d Su!lapoW Aaau!Su3 .0-kau3 laau!2u3 Jaau!Su3 POM4a'tl PiW,4W 1>'a1!43N' 1sca l3el3 43OLN I!MD 17nAS auald awud awed 8TOZ I!A7 xs3Tey4 aai Assess structure of Briscoe school dfor 7 Structural renovation optionj to meet OSSC Upgrade 6 20 12 requirenperntt. Task Fee $5,506 $0 $990 $0 $2,500 $0 $0 50 $2,016 SS,S06 50 SO s0 Community No Community involvement for this 8 Involvement phase. Task Fee $0 $D $0 50 $0 SO 50 SO $0 $0 SO $0 SD 50 Three, progress meetings with city and y C one Council meeting to share final 6 15 10 Collaboration presentation. Task Fee $4,615 5990 52,475 $1,150 So 50 50 so SO 54,615 Sso 5100 $100 Provide one fully rendered 10 Renderings exterior view of each option. 20 6 60 Task Fee $11,190 53,300 $990 $6,900 50 $0 $0 50 50 511,190 50 $200 50 5200 Develop considerations for Dhasirtg and construction phasing, temporary 11 Schedule relocation, and estimated construction 20 6 schedule. Task Fee $3,990 so $3,300 $690 $0 50 SO so $o $3,990 50 so $0 50 Provide four cost models: one for each of three concept option and one for 12 Cost Modelling reduced system upgrade at existing 3 20 30 city nom. .......a.._........._..,.,..._. S8,835 $495 $3,300 $0 $0 $0 $0 $0 $5040 $8,83S $0 $0 $0 l?" Develop evaluation process with criteria, pros and cons, and potential 13 Selection risks. Assist city in identifying a 8 16 12 Process preferred alternative. Task Fee $5 340 $1,3201 52,W1380 $0 50 $0 50 $0 55 340 $0 SO SO Peport: summarize phase i work 14 Report Writing above lime- 2 weeks Task Fee $o SO so SO $o So so So so So 50 15 Report Compile all materials, graphic layout Compilation Yirne_ 2 weeks Task Fee So SO SO $0 50 50 $0 SO so $0 50 SO Sub-Total Consultant 167 143 176 43 33 31 31 42 _ Hours _ Fee Subtotal 596,585 $27,555 $23,595 $20,240 $5,375 $3,960 $5,890 52,914 $7,056 $96,585 50 $300 $200 $500 Expenses $S00 TOTAL TOTAL Project Total $97,08 Council Business Meeting June 5, 2018, Approval of a Licensing Agreement with Environmental Systems Title: Research Institute (Esri) for a Three Year Term From: Paula Brown, PE Public Works Director pauIa.brown (a ashIand.or.us Jason Wegner GIS Manager jason.wegner(o).ashland.or.us Summary: Before the Council is a licensing agreement for Geographic Information System (GIS) software maintenance with Environmental Systems Research Institute (Esri) for a term of three years and a cost of $75,000 ($25,000 per fiscal year). Actions, Options, or Potential Motions: ■ Move to approve the licensing agreement for GIS software maintenance with Esri for a term of three years and a cost of $75,000 ($25,000 per fiscal year). ■ Request staff review and renegotiate the agreement with Esri to include or delete the following items within the contract [state the intended corrections]. This option is not realistic as negotiating individual components with Esri would likely cost the City more in one year than the 3 year unlimited contract and would not reach the same service levels. ■ Redirect staff efforts and not award the contract. Staff Recommendation: Staff recommends the Council approve the licensing agreement for GIS software maintenance with Esri for a term of three years and a cost of $75,000 ($25,000 per fiscal year). Executing this contract provides unlimited access and maintenance of all Esri (GIS) software. Resource Requirements: GIS is budgeted in the engineering department. This expenditure is consistent with prior years and funds are available for this transaction. Policies, Plans and Goals Supported: Council Goals: 2.3 Evaluate existing communication tools currently in use 2.3.f Expand and promote those tools that are most effective, meaningful and efficient,for public use for understanding an issue, enabling participation... Department Goals: • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources Page Iof2 CITY OF -ASHLAND Background and Additional Information: The Public Works GIS Division is currently using Esri GIS software for core GIS functionality. Approving the Esri Small Municipal and County Enterprise License Agreement (ELA) for a three year term will allow the City to continue unlimited access to all of the software Esri offers, in unlimited quantities, precluding the need to buy each license separately. The ELA offers the following benefits: lower costs per unit for licenses software; substantially reduced administrative and maintenance expenses; and complete flexibility to deploy software products when and where needed. Software licenses and maintenance are proprietary, and in accordance with AMC 2.50.090(I)(2), which are exempt from competitive bidding requirements. This is analogous to a contract amendment as it is a continuation of a previous maintenance contract. Attachments: • City of Ashland Contract with ESRI o includes ESRI Small Enterprise License Agreement: County and Municipality Page 2 of 2 CITY OF ASHLAND • @esrr April 2, 2018 Mr. Jason Wegner City of Ashland 20 E Main St Ashland, OR 97520 Dear Jason, The Esri Small Municipal and County Government Enterprise Agreement (EA) is a three-year agreement that will grant your organization access to Esri® term license software on an unlimited basis including maintenance on all software offered through the EA for the term of the agreement. The EA will be effective on the date executed and will require a firm, three-year commitment. Based on Esri's work with several organizations similar to yours, we know there is significant potential to apply geographic information system (GIS) technology in many operational and technical areas within your organization. For this reason, we believe that your organization will greatly benefit from an enterprise agreement. An EA will provide your organization with numerous benefits including: • A lower cost per unit for licensed software Substantially reduced administrative and procurement expenses Maintenance on all Esri software deployed under this agreement • Complete flexibility to deploy software products when and where needed The following business terms and conditions will apply: ■ All current departments, employees, and in-house contractors of the organization will be eligible to use the software and services included in the EA. • If your organization wishes to acquire and/or maintain any Esri software during the term of the agreement that is not included in the EA, it may do so separately at the Esri pricing that is generally available for your organization for software and maintenance. The organization will establish a single point of contact for orders and deliveries and will be responsible for redistribution to eligible users. ■ The organization will establish a Tier 1 support center to field calls from internal users of Esri software. The organization may designate individuals as specified in the EA who may directly contact Esri for Tier 2 technical support. The organization will provide an annual report of installed Esri software to Esri. Esri software and updates that the organization is licensed to use will be automatically available for downloading. 380 New York Street 909 793 2853 esri.com Redlands, California 92373-8100 USA info@esri.com The fee and benefits offered in this EA proposal are contingent upon your acceptance of Esri's Small Municipal and County Government EA terms and conditions. • Licenses are valid for the term of the EA. This program offer is valid for 90 days. To complete the agreement within this time frame, please contact me within the next seven days to work through any questions or concerns you may have. To expedite your acceptance of this EA offer: 1. Sign and return the EA contract with a Purchase Order or issue a Purchase Order that references this EA Quotation and includes the following statement on the face of the Purchase Order: "THIS PURCHASE ORDER IS GOVERNED BY THE TERMS AND CONDITIONS OF THE ESRI SMALL MUNICIPAL AND COUNTY GOVERNMENT EA, AND ADDITIONAL TERMS AND CONDITIONS IN THIS PURCHASE ORDER WILL NOT APPLY." Have it signed by an authorized representative of the organization. 2. On the first page of the EA, identify the central point of contact/agreement administrator. The agreement administrator is the party that will be the contact for management of the software, administration issues, and general operations. Information should include name, title (if applicable), address, phone number, and e-mail address. 3. In the purchase order, identify the "Ship to" and "Bill to" information for your organization. 4. Send the purchase order and agreement to the address, email or fax noted below: Esri e-mail: service@esri.com fax Attn: Customer Service SG-EA documents to: 909-307-3083 380 New York Street Redlands, CA 92373-8100 I appreciate the opportunity to present you with this proposal, and I believe it will bring great benefits to your organization. Thank you very much for your consideration. Best Regards, Heather Glock Small Government EA I esno Quotation # 20526634 0 • Date: April 2, 2018 Environmental Systems Research Institute, Inc. Customer # 148538 Contract # 380 New York St Redlands, CA 92373-8100 City of Ashland Phone: 909-793-2853 Fax: 909-307-3049 Public Works DUNS Number: 06-313-4175 CAGE Code: OAMS3 20 E Main St To expedite your order, please attach a copy of Ashland, OR 97520 this quotation to your purchase order. ATTENTION: Jason Wegner Quote is valid from: 0410212018 To: 0710112018 PHONE: (541) 552-2417 FAX: Material Qty Description Unit Price Total 110035 1 Populations of 0 to 25,000 Small Government Term Enterprise License 25,000.00 25,000.00 Agreement 110035 1 Populations of 0 to 25,000 Small Government Term Enterprise License 25,000.00 25,000.00 Agreement 110035 1 Populations of 0 to 25,000 Small Government Term Enterprise License 25,000.00 25,000.00 Agreement Item Total: 75,000.00 Subtotal: 75,000.00 Sales Tax: 0.00 Estimated Shipping & Handling(2 Day Delivery) : 0.00 Contract Pricing Adjust: 0.00 Total: $75,000.00 Esri may charge a fee to cover expenses related to any customer requirement to use a proprietary vendor management, procurement, or invoice program. For questions contact: Heather Glock Email: hglock@esri.com Phone: 909-793-2853 x8948 The items on this quotation are subject to and governed by the terms of this quotation and of your signed agreement with Esri, if applicable, and the most current product specific scope of use document found at http://www.esr.com/-/media/FileslPdfs/legal/pdfs/e300.pdf. If no such agreement covers any item, then Esri's standard terms and conditions, and current product specific scope of use, found at http://www.esr.com/[egaVsoftware-license apply to your purchase of that item. Federal government entities and government prime contractors authorized under FAR 51.1 may purchase under the terms of Esri's GSA Federal Supply Schedule. Acceptance of this quotation is limited to the terms of this quotation. State and local government entities in California or Maryland buying under the State Contract are also subject to the terms and conditions found at http://www.esri.com/legal/supplemental- termsand-conditions. Esri objects to and expressly rejects any different or additional terms contained in any purchase order, offer, or confirmation sent to or to be sent by buyer. All terms of this quotation will be incorporated into and become part of any additional agreement regarding Esr7s offerings. The quotation information is confidential and may not be copied or released other than for the express purpose of system selection and purchase/license. The information may not be given to outside parties or used for any other purpose without consent from Environmental Systems Research Institute, Inc. (Esri). Delivery is FOB Origin. if sending remittance, please address to: Esri, P.O. Box 741076, Los Angeles, CA 90074-1076 GLOCKH This offer is limited to the terms and conditions incorporated and attached herein. • r ; esrr Quotation # 20526634 Date: April 2, 2018 Environmental Systems Research Institute, Inc. Customer # 148538 Contract # 380 New York St Redlands, CA 92373-8100 City of Ashland -Phone: 909-793-2853 Fax: 909-307-3049 Public Works DUNS Number: 06-313-4175 CAGE Code: OAMS3 20 E Main St To expedite your order, please attach a copy of Ashland, OR 97520 this quotation to your purchase order. ATTENTION: Jason Wegner Quote is valid from: 0410212018 To: 0710112018 PHONE: (541) 552-2417 FAX: If you have made ANY alterations to the line items included in this quote and have chosen to sign the quote to indicate your acceptance, you must fax Esri the signed quote in its entirety in order for the quote to be accepted. You will be contacted by your Customer Service Representative if additional information is required to complete your request. If your organization is a US Federal, state, or local government agency; an educational facility; or a company that will not pay an invoice without having issued a formal purchase order, a signed quotation will not be accepted unless it is accompanied by your purchase order. In order to expedite processing, please reference the quotation number and anylall applicable Esri contract number(s) (e.g. MPA, ELA, SmartBuy, GSA, BPA) on your ordering document. BY SIGNING BELOW, YOU CONFIRM THAT YOU ARE AUTHORIZED TO OBLIGATE FUNDS FOR YOUR ORGANIZATION, AND YOU ARE AUTHORIZING ESRI TO ISSUE AN INVOICE FOR THE ITEMS INCLUDED IN THE ABOVE QUOTE IN THE AMOUNT OF $ . PLUS SALES TAXES IF APPLICABLE. DO NOT USE THIS FORM IF YOUR ORGANIZATION WILL NOT HONOR AND PAY ESRI'S INVOICE WITHOUT ADDITIONAL AUTHORIZING PAPERWORK. Please check one of the following: - I agree to pay any applicable sales tax. - I am tax exempt, please contact me if exempt Information is not currently on file with Esri. Signature of Authorized Representative Date Name (Please Print) Title The quotation information is proprietary and may not be copied or released cuter than for the express pupose of system selection and purchase/license. This infonnatlon may not be given to outside parties or used for any other purpose without consent from Environmental Systems Research Institute, Inc. (Esn). Any estimated sales and/or use tax reflected on this quote has been calculated as of the date of this quotation and Is merely provided as a convenience for your organization's budgetary purposes. Esn reserves the right to adjust and collect sales anti/or use tax at the actual date of invoicing. If your organization is tax exempt or pays state tax directly, then prior to invoicing, your organization must provide Esri with a copy of a current tax exemption cerlificete issued by your state's taxing authority for the given jurisdiction. Esri may charge a fee to cover expenses related to any customer requirement to use a proprietary vendor management, procurement, or invoice program. For questions contact: Heather Glock Email: holock(d)esri.com Phone: 909-793-2853 x8948 The items on this quotation are subject to and governed by the terms of this quotation and of your signed agreement with Esri, if applicable, and the most current product specific scope of use document found at http:/AAtww.esd.com/-/media/Files/Pdfs/legal/pdfs/e300.pdf. If no such agreement covers any item, then Esri's standard terms and conditions, and current product specific scope of use, found at http:/Ayww.esd.com/legal/software-license apply to your purchase of that item. Federal government entities and government prime contractors authorized under FAR 51.1 may purchase under the terms of Esri's GSA Federal Supply Schedule. Acceptance of this quotation is limited to the terms of this quotation. State and local government entities in California or Maryland buying under the State Contract are also subject to the terms and conditions found at http://www.esri.com/legal/supplemental- terms-and-conditions. Esri objects to and expressly rejects any different or additional terms contained in any purchase order, offer, or confirmation sent to or to be sent by buyer. All terms of this quotation will be incorporated into and become part of any additional agreement regarding Esris offerings. The quotation information is confidential and may not be copied or released other than for the express purpose of system selection and purchasellicense. The information may not be given to outside parties or used for any other purpose without consent from Environmental Systems Research Institute, Inc. (Esri). Delivery is FOB Origin. If sending remittance, please address to: Esri, P.O. Box 741076, Los Angeles, CA 90074-1076 GLOCKH This offer is limited to the terms and conditions incorporated and attached herein. Esri Use Only: Cust. Name esri SCENCE CUSt. # OF PO # WHERE' Esri Agreement # SMALL ENTERPRISE AGREEMENT COUNTY AND MUNICIPALITY GOVERNMENT (E214-1) This Agreement is by and between the organization identified in the Quotation ("Customer") and Environmental Systems Research Institute, Inc. ("Esri"). This Agreement sets forth the terms for Customer's use of Products and incorporates by reference (i) the Quotation and (ii) the Master Agreement. Should there be any conflict between the terms and conditions of the documents that comprise this Agreement, the order of precedence for the documents shall be as follows: (i) the Quotation, (ii) this Agreement, and (iii) the Master Agreement. This Agreement shall be governed by and construed in accordance with the laws of the state in which Customer is located without reference to conflict of laws principles, and the United States of America federal law shall govern in matters of intellectual property. The modifications and additional rights granted in this Agreement apply only to the Products listed in Table A. Table A List of Products Uncapped Quantities Developer Tools Desktop Software and Extensions (Single Use) ArcGIS Engine ArcGIS Desktop Advanced ArcGIS Engine Extensions: ArcGIS 3D Analyst, ArcGIS Desktop Standard ArcGIS Spatial Analyst, ArcGIS Engine Geodatabase ArcGIS Desktop Basic Update, ArcGIS Network Analyst, ArcGIS Schematics ArcGIS Desktop Extensions: ArcGIS 3D Analyst, ArcGIS Runtime (Standard) ArcGIS Spatial Analyst, ArcGIS Geostatistical ArcGIS Runtime Analysis Extension Analyst, ArcGIS Publisher, ArcGIS Network Analyst, ArcGIS Schematics, ArcGIS Workflow Limited Quantities Manager, ArcGIS Data Reviewer One (1) Professional subscription to ArcGIS Developer* Enterprise Software and Extensions Two (2) Esri CityEngine Advanced Single Use ArcGIS Enterprise and Workgroup Licenses (Advanced and Standard) 50 Level 1 ArcGIS Online Named Users ArcGIS Enterprise Extensions: ArcGIS 3D Analyst, 50 Level 2 ArcGIS Online Named Users ArcGIS Spatial Analyst, ArcGIS Geostatistical 10,000 ArcGIS Online Service Credits Analyst, ArcGIS Network Analyst, ArcGIS 50 Level 2 ArcGIS Enterprise Named Users Schematics, ArcGIS Workflow Manager 2 Insights for ArcGIS for use with ArcGIS Enterprise Enterprise Optional Servers ArcGIS Image Server OTHER BENEFITS Number of Esri User Conference registrations provided annually 2 Number of Tier 1 Help Desk individuals authorized to call Esri 2 Maximum number of sets of backup media, if requested** 2 Self-Paced e-Learning Uncapped Five percent (5%) discount on all individual commercially available instructor-led training classes at Esri facilities purchased outside this Agreement (Discount does not apply to Small Enterprise Training Package) *Maintenance is not provided for these items **Additional sets of backup media may be purchased for a fee Page 1 of 6 January 26, 2018 Customer may accept this Agreement by signing and returning the whole Agreement with a signed sales quotation, purchase order, or other document that matches the Quotation and references this Agreement ("Ordering Document"). ADDITIONAL OR CONFLICTING TERMS IN CUSTOMER'S ORDERING DOCUMENT WILL NOT APPLY, AND THE TERMS OF THIS AGREEMENT WILL GOVERN. This Agreement is effective as of the date of Esri's receipt of Customer's Ordering Document incorporating this Agreement by reference, unless otherwise agreed to by the parties ("Effective Date"). Term of Agreement: Three (3) years This Agreement supersedes any previous agreements, proposals, presentations, understandings, and arrangements between the parties relating to the licensing of the Products. Except as provided in Article 4- Product Updates, no modifications can be made to this Agreement. Accepted and Agreed: Customer By: Authorized Signature Printed Name: Title: Date: CUSTOMER CONTACT INFORMATION Contact: Telephone: Address: Fax: City, State, Postal Code: E-mail: Country: Quotation Number (if applicable): Page 2 of 6 January 26, 2018 1.0-ADDITIONAL DEFINITIONS 2.0-ADDITIONAL GRANT OF LICENSE In addition to the definitions provided in the Master 2.1 Grant of License. Subject to the terms and Agreement, the following definitions apply to this conditions of this Agreement, Esri grants to Agreement: Customer a personal, nonexclusive, nontransferable license solely to use, copy, and "Case" means a failure of the Software or Online Deploy quantities of the Products listed in Services to operate according to the Documentation Table A-List of Products for the Term of where such failure substantially impacts operational Agreement (i) for the applicable Fee and (ii) in or functional performance. accordance with the Master Agreement. "Deploy", "Deployed" and "Deployment" mean to 2.2 Consultant Access. Esri grants Customer the redistribute and install the Products and related right to permit Customer's consultants or Authorization Codes within Customer's contractors to use the Products exclusively for organization (s). Customer's benefit. Customer will be solely responsible for compliance by consultants and "Fee" means the fee set forth in the Quotation. contractors with this Agreement and will ensure that the consultant or contractor discontinues "Maintenance" means Tier 2 Support, Product use of Products upon completion of work for updates, and Product patches provided to Customer Customer. Access to or use of Products by during the Term of Agreement. consultants or contractors not exclusively for Customer's benefit is prohibited. Customer may "Master Agreement" means the applicable master not permit its consultants or contractors to install agreement for Esri Products incorporated by this Software or Data on consultant, contractor, or reference that is (i) found at http://www.esri.com third-party computers or remove Software or /legal/software-license and available in the Data from Customer locations, except for the installation process requiring acceptance by purpose of hosting the Software or Data on electronic acknowledgment or (ii) a signed Esri Contractor servers for the benefit of Customer. master agreement or license agreement that supersedes such electronically acknowledged master agreement. 3.0-TERM, TERMINATION, AND EXPIRATION "Product(s)" means the products identified in 3.1 Term. This Agreement and all licenses Table A-List of Products and any updates to the list hereunder will commence on the Effective Date Esri provides in writing. and continue for the duration identified in the Term of Agreement, unless this Agreement is "Quotation" means the offer letter and quotation terminated earlier as provided herein. Customer provided separately to Customer. is only authorized to use Products during the Term of Agreement. For an Agreement with a "Technical Support" means the technical limited term, Esri does not grant Customer an assistance for attempting resolution of a reported indefinite or a perpetual license to Products. Case through error correction, patches, hot fixes, workarounds, replacement deliveries, or any other 3.2 No Use upon Agreement Expiration or type of Product corrections or modifications. Termination. All Product licenses, all Maintenance, and Esri User Conference "Tier 1 Help Desk" means Customer's point of registrations terminate upon expiration or contact(s) to provide all Tier 1 Support within termination of this Agreement. Customer's organization (s). 3.3 Termination for a Material Breach. Either party "Tier 1 Support" means the Technical Support may terminate this Agreement for a material provided by the Tier 1 Help Desk. breach by the other party. The breaching party will have thirty (30) days from the date of written "Tier 2 Support" means the Esri Technical Support notice to cure any material breach. provided to the Tier 1 Help Desk when a Case cannot be resolved through Tier 1 Support. 3.4 Termination for Lack of Funds. For an Agreement with government or government- owned entities, either party may terminate this Agreement before any subsequent year if Page 3 of 6 January 26, 2018 Customer is unable to secure funding through a. Tier 1 Support the legislative or governing body's approval process. 1. Customer will provide Tier 1 Support through the Tier 1 Help Desk to all 3.5 Follow-on Term. If the parties enter into Customer's authorized users. another agreement substantially similar to this Agreement for an additional term, the effective 2. The Tier 1 Help Desk will be fully trained in date of the follow-on agreement will be the day the Products. after the expiration date of this Agreement. 3. At a minimum, Tier 1 Support will include those activities that assist the user in 4.0-PRODUCT UPDATES resolving how-to and operational questions as well as questions on installation and 4.1 Future Updates. Esri reserves the right to troubleshooting procedures. update the list of Products in Table A-List of Products by providing written notice to 4. The Tier 1 Help Desk will be the initial point Customer. Customer may continue to use all of contact for all questions and reporting of a Products that have been Deployed, but support Case. The Tier 1 Help Desk will obtain a full and upgrades for deleted items may not be description of each reported Case and the available. As new Products are incorporated into system configuration from the user. This the standard program, they will be offered to may include obtaining any customizations, Customer via written notice for incorporation into code samples, or data involved in the Case. the Products schedule at no additional charge. Customer's use of new or updated Products 5. If the Tier 1 Help Desk cannot resolve the requires Customer to adhere to applicable Case, an authorized Tier 1 Help Desk additional or revised terms and conditions in the individual may contact Tier 2 Support. The Master Agreement. Tier 1 Help Desk will provide support in such a way as to minimize repeat calls and make 4.2 Product Life Cycle. During the Term of solutions to problems available to Agreement, some Products may be retired or Customer's organization. may no longer be available to Deploy in the identified quantities. Maintenance will be subject 6. Tier 1 Help Desk individuals are the only to the individual Product Life Cycle Support individuals authorized to contact Tier 2 Status and Product Life Cycle Support Policy, Support. Customer may change the Tier 1 which can be found at http://support.esri.com/en Help Desk individuals by written notice to /content/productlifecycles. Updates for Products Esri. in the mature and retired phases may not be available. Customer may continue to use b. Tier 2 Support Products already Deployed, but Customer will not be able to Deploy retired Products. 1. Tier 2 Support will log the calls received from Tier 1 Help Desk. 2. Tier 2 Support will review all information 5.0-MAINTENANCE collected by and received from the Tier 1 Help Desk including preliminary documented The Fee includes standard maintenance benefits troubleshooting provided by the Tier 1 Help during the Term of Agreement as specified in the Desk when Tier 2 Support is required. most current applicable Esri Maintenance and Support Program document (found at 3. Tier 2 Support may request that Tier 1 Help http://www.esri.com/legal). At Esri's sole discretion, Desk individuals provide verification of Esri may make patches, hot fixes, or updates information, additional information, or available for download. No Software other than the answers to additional questions to defined Products will receive Maintenance. supplement any preliminary information Customer may acquire maintenance for other gathering or troubleshooting performed by Software outside this Agreement. Tier 1 Help Desk. 4. Tier 2 Support will attempt to resolve the Case submitted by Tier 1 Help Desk. Page 4 of 6 January 26, 2018 5. When the Case is resolved, Tier 2 Support Document, FOB Destination, with shipping will communicate the information to Tier 1 charges prepaid. Customer acknowledges that Help Desk, and Tier 1 Help Desk will should sales or use taxes become due as a disseminate the resolution to the user(s). result of any shipments of tangible media, Esri has a right to invoice and Customer will pay any such sales or use tax associated with the receipt 6.0-ENDORSEMENT AND PUBLICITY of tangible media. This Agreement will not be construed or interpreted 8.2 Order Requirements. Esri does not require as an exclusive dealings agreement or Customer's Customer to issue a purchase order. Customer endorsement of Products. Either party may publicize may submit a purchase order in accordance with the existence of this Agreement. its own process requirements, provided that if Customer issues a purchase order, Customer will submit its initial purchase order on the 7.0-ADMINISTRATIVE REQUIREMENTS Effective Date. If this is a multi-year Agreement, Customer will submit subsequent purchase 7.1 OEM Licenses. Under Esri's OEM or Solution orders to Esri at least thirty (30) calendar days OEM programs, OEM partners are authorized to before the annual anniversary date for each embed or bundle portions of Esri products and year. services with their application or service. OEM partners' business model, licensing terms and a. All orders pertaining to this Agreement will be of this processed through Customer's centralized point conditions, and pricing are independent of Agreement. Customer will not seek any discount contact. from the OEM partner or Esri based on the b. The following information will be included in availability of Products under this Agreement. each Ordering Document: Customer will not decouple Esri products or services from the OEM partners' application or (1) Customer name; Esri customer number, if known; and bill-to and ship-to addresses service. (2) Order number 7.2 Annual Report of Deployments. At each (3) Applicable annual payment due anniversary date and ninety (90) calendar days prior to the expiration of this Agreement, Customer will provide Esri with a written report 9.0-MERGERS, ACQUISITIONS, OR detailing all Deployments. Upon request, DIVESTITURES Customer will provide records sufficient to verify the accuracy of the annual report. If Customer is a commercial entity, Customer will notify Esri in writing in the event of (i) a consolidation, merger, or reorganization of Customer 8.0-ORDERING, ADMINISTRATIVE with or into another corporation or entity; PROCEDURES, DELIVERY, AND (ii) Customers acquisition of another entity; or (iii) a transfer or sale of all or part of Customer's DEPLOYMENT organization (subsections i, ii, and iii, collectively referred to as "Ownership Change"). There will be 8.1 Orders, Delivery, and Deployment no decrease in Fee as a result of any Ownership Change. a. Upon the Effective Date, Esri will invoice Customer and provide Authorization Codes to 9.1 If an Ownership Change increases the activate the nondestructive copy protection cumulative program count beyond the maximum program that enables Customer to download, level for this Agreement, Esri reserves the right operate, or allow access to the Products. If this to increase the Fee or terminate this Agreement is a multi-year Agreement, Esri may invoice the and the parties will negotiate a new agreement. Fee before the annual anniversary date for each year. 9.2 If an Ownership Change results in transferor b. Undisputed invoices will be due and payable sale of a portion of Customer's organization, that within thirty (30) calendar days from the date of portion of Customer's organization will transfer invoice. Esri's federal ID number is 95-2775-732. the Products to Customer or uninstall, remove, c. If requested, Esri will ship backup media to the and destroy all copies of the Products. ship-to address identified on the Ordering Page 5 of 6 January 26, 2018 9.3 This Agreement may not be assigned to a successor entity as a result of an Ownership Change unless approved by Esri in writing in advance. If the assignment to the new entity is not approved, Customer will require any successor entity to uninstall, remove, and destroy the Products. This Agreement will terminate upon such Ownership Change. Page 6 of 6 January 26, 2018 Council Business Meeting June 5, 0: Award of Contract for FERC Independent Consultant for Part 12-D Safety Title: Inspection and Dam Safety Report; Project #2018-15 From: Paula Brown, PE Public Works Director paula.brown Aashland.or.us Scott Fleury, PE Deputy Public Works Director scott.fleury(d_)ashland.or.us Summary: Before the Council is a contract for professional engineering services with Cornforth Consultants for $97,500, to provide Federal Energy Regulatory Commission (FERC) Independent Consultant for Part 12-D Safety Inspection and Dam Safety Report; Project #2018-15. Actions, Options, or Potential Motions: ■ Move to approve the award of a contract for engineering services with Comforth Consultants for $97,500, to provide FERC Independent Consultant for Part 12-D Safety Inspection and Dam Safety Report. ■ Request staff renegotiate the contract with Cornforth Consultants to include or delete the following items within the contract [state the intended corrections]. ■ Redirect staff efforts and not award the contract. Staff Recommendation: Staff recommends the Council approve the award of a contract for engineering services with Cornforth Consultants for $97,500, to provide FERC Independent Consultant for Part 12 Safety Inspection and Dam Safety Report; Project #2018-15. Resource Requirements: The Water Supply and Electric Divisions split the costs for FERC services to include the Part 12 Safety Inspection and Dam Safety Report. The 2017-19 biennium budget has funds available for contracted services. Policies, Plans and Goals Supported: Council Goals. 4 Evaluate real property and.facility assets to strategically support city mission and goals Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources Pagel of 3 CITY OF ASHLAND Background and Additional Information: The City of Ashland generates hydroelectric power through the powerhouse located at the water treatment plant along Ashland Creek. As the City generates hydropower, we are obligated to follow FERC requirements for management and improvement of the system, which includes the hydro-generator, Hosler Dam, Reeder Gulch/Reservoir and the water treatment plant. As such, the City follows FERC Part 12 Safety Inspection Guidelines and requirements to ensure the safe operation of the system and provide protection for the citizens of Ashland. As a FERC licensee, the City has numerous obligations to adhere to for compliance under the FERC Part 12 Safety Inspection Guidelines, which include five subparts: • A - General Provisions • B - Reports and Records • C - Emergency Action Plans • D - Inspection by Independent Consultant • E - Other Responsibilities of Applicant or Licensee Reeder Gulch is operated by the Public Works Department. Reeder Gulch is a concrete arch dam on Ashland Creek, also known as Hosler Dam. Reeder Gulch was constructed in 1928. In addition to Hosler Dam there are two small concrete diversion dams at the upper end of the reservoir across the East and West Forks of Ashland Creek that predate Hosler Dam. The City is required to hire an independent inspection consultant to meet the requirements of 12- D for the safety inspection and dam safety report. This consultant must be approved by FERC before performing any inspection and analysis duties associated with the system. The City has hired numerous independent consultants (IC) over the years for dam safety review, analysis and inspection. The City's previously approved consultant, Steven Samuelson of AECOM, has been a part of past reports and follow on assessments required by FERC. As such, a new IC was required for this 2018 Part 12-D assessment. Staff wrote and solicited proposals for this year's Part 12-D inspection and for the follow-on 5- year service contract. Proposals were received on March 1, 2018. Staff received one proposal from Cornforth Consultants out of Portland, and upon evaluation, deemed it to be sufficient. Comforth Consultants proposed two co-ICs for this work. Both resumes were submitted to FERC for approval. FERC has since approved both Gerry Heslin and Arthur Martin as co-ICs for the City's project. This council item is for the initial inspection work. The follow on service requirements will be negotiated under separate contract(s). Through the evolution of Part 12-D requirements a potential failure mode analysis (PFMA) has been included in the inspection reports since 2003: This PIMA has been refined over the years through inspection, engineering analysis and in consultation with FERC. The IC analyzes and categorizes these potential failure modes and recommends projects and adjustments to the City's Dam Safety and Surveillance Monitoring Plan (DSSMP). A left abutment erodibility evaluation and geologic update was required by FERC as a result of the PFMA from the 2008 inspection report. That study was completed in October 2015 and the PMFA updated in 2016, but has not yet been approved by FERC. The results from the PMFA, along with the Dam Safety and Page 2 of 3 CITY OF ASHLAND Surveillance Monitoring Report and DSSMP will provide the starting point for this year's Part 12-D assessment and report. Attachments: • City of Ashland Contract with Cornforth Consultants o includes attached scope of work and RFP response Page 3 of 3 C I T Y O F ASHLAND Contract for Personal Services CITY OF CONSULTANT: CORNFORTH CONSULTANTS ASHLAND CONTACT: GERRY M. HESLIN, PE 20 East Main Street Ashland, Oregon 97520 ADDRESS: 102 SW GREENBURG ROAD, SUITE 111 Telephone: 541/488-6002 PORTLAND, OR 97223 Fax: 541/488-5311 TELEPHONE: 503-452-1100 EMAIL: gheslin@CornforthConsultants.com EFFECTIVE DATE: JUNE 6, 2018 TERM/COMPLETION DATE: PHASE 1: JUNE 30, 2019 NOT TO EXCEED AMOUNT: $97,500 SERVICES TO BE PROVIDED: PROFESSIONAL ENGINEERING SERVICES - FEDERAL ENERGY REGULATORY COMMISSION (FERC) INDEPENDENT CONSULTANT FOR PART 12-D SAFETY INSPECTION AND DAM SAFETY REPORT; PROJECT #2018-15. SEE ATTACHED PROJECT SCOPE. ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said primary City of Ashland Contract. FINDINGS: Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $20,688.86 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and against all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated b Consultant to perform work or services Contract for Personal Services 1 I_ attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 10. Termination: a. Mutual Consent. This contract may be terminated at any time by the mutual written consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon not less than 30 days' prior written notice delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. . iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its sole expense provide the following types of insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence. This is to cover damages caused by any error, omission or negligent act related to the professional services to be provided under this Contract. C. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars per occurrence for Bodily Injury and Property e. Contract for Personal Services 2 d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 (one million dollars) for each accident for Bodily Injury and Property Damage, including coverage for owned, hired, or non-owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation, required herein, but only with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT 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 CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further - liability to Consultant. Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated by reference. Consultant: City of Ashland By By Signature Department Head Print Name Print Name Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Personal Services 3 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent Contractor as defined in the contract documents, it is authorized to do business in Oregon, it is authorized to act on behalf of the City, and Contractor has checked four or more of the following criteria that apply to its business. (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. Contractor (Date) Contract for Personal Services 4 CITY OF ASHLAND, OREGON EXHIBIT B City of Ashland LIVING ALL employers described below must comply with City WAGE • of Ashlan laws regulating per hour, effective June 30, 2017. The Living Wage is adjusted annually every /r June 30 by the Consumer Price Index. working on a project or portion of employers may add the value of business of their employer, if the health care, retirement, 401 K and IRS employer has ten or more employees, eligible cafeteria plans (including and has received financial assistance childcare) benefits to the amount of ➢ For all hours worked under a service for the project or business from the wages received by the employee. contract between their employer and City of Ashland in excess of the City of Ashland if the contract $20,688.86. ➢ Note: For temporary and part-time exceeds $20,688.86 or more. employees, the Living Wage does not If their employer is the City of apply to the first 1040 hours worked in ➢ For all hours worked in a month if the Ashland, including the Parks and any calendar year. For more details, employee spends 50% or more of the Recreation Department. please see Ashland Municipal Code employee's time in that month Section 3.12.020. ➢ In calculating the living wage, additional For Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520, or visit the City's website at vvvvw.ashland.or.us Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND Contract for Personal Services 5 CORNFORTH C O N S U L T A N T S 10250 S.W. Greenburg Road, Suite 111 Portland, Oregon 97223 Phone 503-452-1100 Fax 503-452-1528 April 5, 2018 P-1426 Ms. Paula Brown, P.E., Public Works Director City of Ashland Public Works - Engineering 20 E. Main Street Ashland, Oregon 97520 i Proposed Engineering Services FERC Part 12 Dam Safety Inspection and Report Hosler Dam Ashland, Oregon Dear Ms. Brown: In accordance with your request, we are pleased to submit this proposal to provide engineering services related to the 2018 Federal Energy Regulatory Commission (FERC) Part 12 Dam Safety Inspection at Hosler Dam. This letter provides a summary of our proposed work tasks and an estimate of cost to provide these services. We propose that the Part 12 inspections and report preparation tasks be completed jointly by two FERC-recognized Independent Consultants (ICs), Gerry Heslin and Arthur Martin. Resumes for Mr. Heslin and Mr. Martin have been provided to the City to facilitate the IC approval process conducted by FERC for each Part 12 inspection cycle. Mr. Heslin will be the Project Manager, lead consultant and primary point of contact for the City on this assignment; however, both he and Mr. Martin will be involved with the dam safety inspections, data review and preparation of the safety inspection report. Scope of Work Our proposed scope of work includes the following tasks: Task 1 - Obtain FERC Approval of IC and Pre-Conference with FERC. The first task to be completed for this assignment is to obtain FERC approval for the proposed ICs. This would involve preparing resumes for Mr. Heslin and Mr. Martin for review by FERC's office in Washington DC. Following approval of the ICs we would ask the City to coordinate a pre- conference with the FERC Portland Regional Office. During the conference, FERC normally lays out their expectations for the Part 12 inspection and advises the licensee and ICs of any particular issues that should be addressed during the Part 12 inspection and report. We anticipate that the P-1426 pre-conference with FERC would be completed by teleconference. As a follow up to the pre- conference, we propose to meet with the City to discuss any issues of concern for the project. We also propose to complete a brief site visit to Hosler Darn with City staff to become familiar with the project before completing any document or data review. Task 1 would also include overall project management efforts for the work. Task 2 - Review Previous Documents. Task 2 would include a review of the documents relevant to the Part 12 safety inspection. The objective of Task 2 is for the ICs to develop and understanding of the structure, its basis of design, Potential Failure Modes (PFMs), and any items of concern on the project. Documents typically necessary to be reviewed include: the most-recent Part 12D report, the Supporting Technical Information Document (STID), the Dam Safety Surveillance and Monitoring Report (DSSMR), City operations procedures and plant operating records, the most-recent FERC annual inspection report, and correspondence between FERC and the City related to the project. We also understand that the previous IC is completing follow-up studies related to Probable Maximum Flood (PMF), foundation erodibility, and the project rating curve. Task 3 - Preliminary Review of PFMs. Task 3 would involve coordinating a brief meeting with the FERC project engineer to go over the PFMs for the project to make sure no substantive rewrites are necessary before convening the Potential Failure Mode Analysis (PFMA) review session. Recently, the FERC Portland Regional Office has placed increasing emphasis on the structure and wording of PFMs for projects under their jurisdiction. In our experience, conducting a brief review of PFMs in a small group early in the process enables the PFMA review session to be completed quickly and efficiently. We propose to conduct this meeting with FERC and the City by teleconference. Any revisions to the PFMs would be made before the field inspection. Task 4 - Field Inspection and PFMA Review Session. Task 4 would include field work for the Part 12 inspection. The inspection would focus on all water-retaining structures, spillway gates, flow control valves, and conveyance structures. For costing purposes, we have assumed that all areas requiring inspection will be accessible by foot during the inspection. If there are areas of the project that are not accessible by foot, rope-access techniques could be utilized but have not been included in this cost proposal. A PFMA review session would also be completed as part of Task 4. We have assumed that the review meeting would be completed immediately before or after the field inspection. During the meeting, the PFMs in the current version of the STID would be reviewed and discussed with FERC, City engineering and operations staff, and the ICs. Any suggested changes to the PFMs would be documented and included in the Part 12D inspection report. Task 5 - Part 12D Report and STID Updates. Following the field inspection, the ICs would prepare the safety inspection report and any updates to the STID. Draft copies of the Part 12D report and STID updates would be prepared for the City to review before final hard copies are prepared and printed. The Part 12D report would be prepared following the outline provided by April 5, 2018 2 Cornforth Consultants, Inc. P-1426 FERC in their Part 12D reminder letter issued to the City before the inspection. We propose to schedule a teleconference meeting with City staff to discuss comments on the draft documents before changes are made. We anticipate that approximately three weeks would be required to incorporate City comments on the draft documents and reproduce hard copies for submission to FERC. Task 6 - Respond to FERC Questions. The final task in the Part 12D cycle is to respond to any questions from FERC related to information in the Part 12D report or STID updates. Responses to any questions would be submitted to the City for review and comment. To maintain proper lines of communication, we propose that finalized responses be provided to FERC by the City. Schedule After receiving an authorization to proceed, and after FERC's approval of the Independent Consultants, we will coordinate with the City to schedule key dates for the Part 12 Inspections. The first task would be to collect all relevant project information and instrumentation data for review and assessment. It is anticipated this review would be completed prior to the field inspections of project facilities. For planning purposes, we anticipate submitting a draft of the Part 12D report approximately three months after the field inspections. For a November 1 report due date, this would suggest that the field inspection should be completed in late June 2018. We will finalize and deliver the final Part 12D report hard copies and electronic copy within three weeks after receipt of the City's review comments. Cost Estimate We estimate the cost to complete the scope of work outlined above would be a Not-to-Exceed amount of $97,500. A breakdown of the estimated costs by tasks is provided in the table below. A detailed breakdown of staff hours and estimated cost for each task is included as Attachment 1. We agree not to exceed this amount without your prior written authorization. April 5, 2018 3 Cornforth Consultants, Inc. P-1426 Estimated Cost by Task Task Estimated Task Cost Task 1 - FERC IC Approval, Pre-Conference, Initial Site Visit, Project Management $9,700 Task 2 - Review Existing Documents $19,900 Task 3 - Preliminary PFM Review with FERC, Revise PFMs as Necessary $ 3,800 Task 4 - Field Inspection and PFMA Review Session $15,700 Task 5 - Part 12D Safety Inspection Report, STID Updates $46,500 Task 6 - Respond to FERC Questions $ 1,900 Total Estimated Cost $97,500 We trust that the above scope of work and cost estimate is sufficient for your needs. If you have any questions, please contact Gerry Heslin. We appreciate the opportunity to be of service to the City on this important dam safety review. Respectfully, CORNFORTH CONSULTANTS, INC. Michael R. Meyer, P. E. President Enclosure: Attachment 1 April 5, 2018 4 Cornforth Consultants, Inc. LABOR ESTIMATE OF LABOR Job Name - - - ~ Hosler Dam Part 12D ' Job No. P-1426 Prep. Date 3/29/2018 Prep. By GMH U) U ~ Q cLa O Y) m C N N C J C U) C Q N Q Q Q U Q Task Description in w = U) w U 00 0 Project Management 16 16 Obtain FERC Approval for IC 2 2 4 Pre-conference with FERC 2 2 4 Meet w/ City to Identify Key Issues, Obtain Review Doc's, Brief Site Visit 14 14 Review Previous Part 12 6 8 14 Review STID 6 8 14 Review DSSMR & Instrumentation Trends 4 8 12 Review Operations Procedures & Plant Operating Records 4 4 _ 8 Review Existing Stability Analyses 6 8 14 Review FERC Inspection Report 2 2 4 Review New Rating Curve, Erodibility Report, and PMF Routing - - 4 6 10 Review Project Correspondence 4 4 8 Review PFMs with City and FERC PRO 4 4 8 Modifiy PFMs As Needed Before Field Inspection 6 2 8 Inspection Prep 2 2 4 Mobilization/Demobilization 10 10 20 PFMA Review Session 8 8 16 Field Inspection 10 10 20 Draft Part 12 Report 32 80 24 6 142 Draft STID Updates 8 16 6 4 34 Meeting w/ City 4 4 8 Final Part 12 Report 4 8 4 6 22 Final STID Updates 4 8 4 4 20 Response to FERC Questions 4 4 8 0 Labor Hr: 166 206 38 22 432 1 Proposal I March 2018 CITY OF -ASHLAND PROJECT # 2018-15 FERC INDEPENDENT CONSULTANT FOR PART 12 SAFETY INSPECTION AND DAM SAFETY REPORT - HOSLER DAM T '4 4ti f.r 2 hF a r"`tlt r ` e a ir ..J ~ Y T1E({ II R RF w y DQ M. x ?1i.. .'a{ R w c ~CORNFORTH C 0 N S U L T A N T S Room SECTION 8 - PROPOSAL FORM Proposals should be prepared and organized in a clear and concise manner, and must include all information required by RFP. Headers, Titles or Tabs should be used to identify required information. Responses to the Evaluation Criteria found in Section 6 shall be organized in the same order listed in that Section, preferably by re-stating the Criteria, then responding below. REQUIRED RESPONSE DOCUMENTS THE FOLLOWING INFORMATION MUST BE RETURNED WITH YOUR RESPONSE: (Place a check in front of the item indicating inclusion in your response) © RESPONSE TO ALL EVALUATION CRITERIA listed in Section 6 ❑X SECTION 8-Proposal Form ❑X Bidder Residency Information X Independent Contractor Certification MWESB INFORMATION City encourages contracting with minority owned, woman owned, and emerging small business (MWESB). The State of Oregon offers a certification process. Indicate below if your business is a MWESB and if so, which categories have been state certified. MWESB certified? Yes_ No X . If yes, indicate which categories below: Minority Owned_ Woman Owned- Emerging Small Business- Veteran Owned_ ACKNOWLEDGMENT OF RECEIPT OF ADDENDA TO PROPOSAL DOCUMENTS: Proposer acknowledges receipt of Addenda and agrees to be bound by their contents. Circle each RFP addendum received: of 2, 3, 4, 5, 6, 7, 8, 9, 10 Check if not applicable or no addenda were received: _ OSBEELS / OSBGE / ORBAE No.(s) Provide name(s), title(s), and certification number(s) for each Key Person listed under Section 6.3 (b). Attach additional sheet if necessary) Name: Gerry Heslin Title: Civil Engineer Certification No: 53154 Name: Arthur Martin Title: Civil Engineer Certification No: 14040 Name: David Bugni Title: Structural Engineer Certification No: 15065 Name: Title: Certification No: Name: Title: Certification No: Name: Title: Certification No: 19 PROPOSER INFORMATION: Cornforth Consultants, Inc. Proposer Company Name 10250 SXV Grcenburg Road, Suite 11 1, Portland, OR, 97223 Company Address (from which work will be performed) 503.452.1100 503.452.1528 93-0837288 Telephone Number Fax Number FEDERAL ID NUMBER Person Signing RFP Michael R. Meyer Title President Signature: Email Address: rruncyer@cornforthconsultants.com I 20 fi, M--- CORNFORTH City of Ashland Project No. 2018-15 C O N S U L T A N T S FERC Independent Consultant for Hosler Dam 10250 S.W. Greenburg Road, Suite 111 Portland, Oregon 97223 Phone 503-452-1100 Fax 503-452-1528 Bidder Residency Information Cornforth Consultants, Inc. is a C corporation. We have been incorporated in the State of Oregon since 1983. Our State of Oregon Business Registry Number is 968705-15. All of our proposed key project staff are Oregon Residents, and are registered Professional Engineers in Oregon. Independent Contractor Certification Cornforth Consultants, Inc. hereby certifies that we are an independent contractor and not an employee of the City. Bidder Residency Information March 1, 2018 Independent Contractor Certification /iii /1 C_.ORNFORTH City of Ashland Project No. 2018-15 C O N S U L T A N T S FERC Independent Consultant for Hosler Dam 102,50 S.W. Greenburg Road, Suite 111 Portland, Oregon 97223 Phone 503-452-1100 Fax-503-452-1528 March 1, 2018 Ms. Paula Brown, RE., Public Works Director City of Ashland Public Works - Engineering 20 E. Main Street Ashland, Oregon 97520 Project No. 2018-15 FERC Independent Consultant for Part 12 Safety Inspection and Dam Safety Report Hosler Dam in Ashland, Oregon Dear Ms. Brown: Cornforth Consultants, Inc. (CCI) is pleased to present this proposal to provide Independent Consultant Services for the FERC Part 12 Safety Inspection and Dam Safety Report for the City of Ashland's Hosler Dam. This proposal provides a summary of our project approach and understanding, examples of similar project experience, qualifications and experience of our proposed project team members, and our staffing availability and response time. 4.1 Project Approach 4.1) Provide a description of your firm's approach to conaplete a FERC Part 12 Safety Inspection and Dam Safety Report for Hosler Dam. Include a summa y of prior partnerships with FERC and city staffs. Include a summary of your quali y control pr(gram. Project Approach and Understanding Based on the RFP document, Phase 1 would consist of a Part 12D safety inspection and report. Necessary studies identified during the previous safety inspection are anticipated to be completed and available for review with the Supporting Technical Information Document (STID) for the project. We intend to approach the work using a framework similar to that employed on several recent Part 12D inspections. We would assign Gerry Heslin and Arthur Martin to execute the work as co-Independent Consultants (ICs). Mr. Heslin and Mr. Martin have completed multiple Part 12D inspections together, and their work has been received favorably by FERC. If authorized, Mr. Heslin and Mr. Martin would remain available to continue work for Phase 2. The individual tasks anticipated for Phase 1 are outlined in the following paragraphs. Task I Obtain FERC Approval for Independent Consultants. The first item to be completed for Phase I would be to submit resumes for Mr. Heslin and Mr. Martin to FERC for approval. Since both have been approved multiple times to complete Part 12D inspections, this step is anticipated to require little effort. Task 2 - Review STID and Supplemental Studies. This task involves a review of existing information on the project. The objective is for the ICs to develop an understanding of the structure, its basis of design, Potential Failure Modes (PFMs), and any previously-identified concerns on the project. A brief meeting with the City would likely be helpful before beginning the data review to highlight any on-going studies and/or concerns at the project. Typical documents that are helpful for the review include the most recent Part 12D report, the STID, the most recent FERC annual inspection report, operations & maintenance procedures, the most recent Dam Safety Surveillance and Monitoring Report (DSSMR), and any relevant correspondence with FERC that is not included in the STID. Cornforth Consultants, Inc. 1 >\larch 1, 2018 City of Ashland Project No. 2018-15 / FERC Independent Consultant for Hosler Dam 00, Task 3 - Preliminary Review of PFMs. FERC and the Portland Regional Office, in particular, have placed an emphasis on improving the structure and completeness of the PFMs for projects in recent years. In our recent experience, it has been helpful to schedule a meeting with the FERC project engineer to identify any perceived shortcomings in the PFMs before the field inspection and review of the Potential Failure Mode Analysis (PIMA) report are completed. If suggested revisions are identified , the PFMs can be revised before a large group meets to discuss the PFMs during the field inspection. 'T'ask 4 - Field Inspection and PFMA RevieNv. Once the document review and any necessary revisions to the PFMs are completed, the field inspection would be performed. We anticipate that the field inspection would be performed with the City's operations staffand the project engineer from FERC. The inspection would focus on all water-retaining structures, spillway gates, flow-control valves, and an}, conveyance structures identified in the PFMs that 4.''f. could result in an uncontrolled release of stored water's 4~ _1 V Generally, access to all project features is provided!` _ rr by project operations staff; however, our firm has the capability to use rope-access techniques to inspect areas " F►~ ~ , ~ ~ , that are inaccessible on foot if necessary. T' A formal review of the PFMs in the PIMA report JI = would he completed either before the field inspection ~ , ~ ' ~ _ ^,~rh ; y" "~,._i,,,9,.:~ , , Yt~~: 'I or after, depending on what is preferred by the City and/or the FERC project engineer. The PIMA review (.i/) u/ .1Jilmlwl,~ 11n/ o bam session is typically completed on site with project operations and engineering staff. City staff, the ICs, and the FERC project engineer review and discuss the PFMs, and revise them as necessary to clarify initiating mechanism, progression to failure, or to address new equipment and/or procedures that affect the likelihood of the PFM occurring. Proposed modifications to PFMs are recorded and included in the Part 12D inspection report so they can be reviewed again by the FERC Portland Regional Office before they are incorporated into the STID. Task 5 - Part 12D Report and STID Updates. Following the field inspection and PFMA review session, the Part 12D inspection report would be prepared summarizing the inspection and the review of project documentation. The report would follow the outline included with the letter that FERC provided to the City reminding that a Part 12D inspection is due to be completed. We would provide a draft copy of the report to the City and address any comments before providing final copies. An electronic version of the report would be included with each hard copy of the Part 12D inspection report. If required, any updates to the STID would be prepared and provided to the City in electronic format. Task G - Responding to FERC Questions. If needed, we would respond to any requests from FERC to clarify information and/or recommendations in the Part 12D inspection report. This is not a common occurrence, but FERC can ask for addenda to be issued for the Part 12D report after it is submitted to clarify items for the record. j Prior Partnerships with FERC CCI has successfully completed Part 12D safety inspections since 1983, and we have tailored our approach to performing safety inspections as FERC has increased its reporting requirements. Currently, CCI has five FERC-approved ICs on staff who routinely work in pairs on safety inspection assignments. Mr. Heslin and Mr. Martin have worked together on three inspections as co-ICs, and have proven to be an effective and thorough team. Their deliverables have always been accepted by FERC on the first Cornforth Consultants, Inc. 2 March 1, 2018 rwg City of Ashland Project No. 2018-15 ffl FERC Independent Consultant for Hosler Dam submission without any required addenda. In addition, our ICs are involved in numerous professional organizations, and serve on technical committees with many FERC engineers. These interactions have fostered a positive working relationship and have contributed to successful submittals. Please see Sections 4.2.b and 4.2.c for more information regarding our FERC-related program experience. Quality Control Program COI's well-established project management policies and procedures are implemented on all projects to ensure that professional, quality work products are developed that meet our client's needs, and that the project is delivered for the contracted budget and schedule. Listed below are key components of our quality control program that have proven to be very successful over the years. These methods would serve as our approach to the overall management and integration of all activities required for the work. • A senior-level engineer (Gerry Heslin) is assigned as the Project Manager (PM), and becomes the primary point-of-contact with the City • The PM consults with the City, and creates a detailed project schedule with key milestones and delivery dates Technical staff (Arthur Martin, David Bugni) are assigned to the project based on the detailed schedule of work tasks, and report directly to the PM • Progress of the technical work is monitored frequently by the PM • The PM is responsible for maintaining close communications with the designated City point-of- contact, and would immediately communicate any items that may affect the budget, schedule, or deliverable items • Issues and concerns are discussed with the City so that project objectives and deliverables can be modified, if needed, to ineet the City's needs • All deliverables are final peer-reviewed by in-house, senior-level staff (Gerry Heslin, Mike Meyer) • Draft reports are submitted for review by the City, and finalized to address comments • Project expenditures are updated weekly and reviewed by the PM • In-house meetings, both formal and informal, are held frequently to review progress, identify potential issues, and resolve conflicts to keep the project on track 4.2 Project Experience 4.2.a) Describe howyourfirm is organised and how its resources will be utilized to complete the work. Firm Resources and Organization CCI is a C corporation. We are a 28-person geotechnical engineering firm headquartered in Portland, Oregon. Our firm was founded in 1983 by Dr. Derek Cornforth, and is currently in its 35th year of operation. CCI is highly specialized in performing complex geotechnical and geologic assignments with particular emphasis in dams, dam safety studies, seismic and liquefaction studies, earthquake engineering, and slope stability evaluation /mitigation. We have a very experienced staff of 23 geotechnical engineers and engineering geologists with exceptionally low turnover. Ten of our senior associates have 14 to 43 years of experience in the State of Oregon. Five of our senior associates have been approved by FERC as Independent Consultants for dam safety evaluations. In addition to our full- time professional staff, we have six senior staff consultants who have a combined total of over 240 years of engineering experience, and can provide on-call technical expertise, as needed. Because all of our key staff are located in Portland, Oregon, we can readily call upon additional resources to assist with multiple design tasks or fast-track issues that arise during the course of a project. Cornforth Consultants, Inc. 3 March 1, 2018 Jj~J City of Ashland Project No. 2018-15 FERC Independent Consultant for Hosler Dam 4.2. b) Provide a summary of relevant FERC related program experience. FERC-Related Program Experience CCI has extensive experience performing dam safety evaluations for various dam owners including the U.S. Army Corps of Engineers, City of Portland Water Bureau, Eugene Water & Electric Board, City of Astoria, City of Spokane, PacifiCorp, and Portland General Electric. COI's recent FERC-related program experience includes: Pelton-Round Butte Hydroelectric Complex FERC Part 12D Safety Inspections, Madras, OR; Bull Run Hydroelectric Complex FERC Part 12D Safety Inspections, Sandy, OR; Oak Grove Hydroelectric Complex FERC Part 12D Safety Inspections, Three Lynx, OR; and Upriver Dam FERC Part 12D Safety Inspections, Spokane, WA. One of our proposed co-ICs for this project, Arthur Martin, retired from FERC as Portland Regional Director, and has over 50 years' experience performing dam safety evaluations, including potential failure modes analysis, risk analysis, risk-informed decision making, and development of interim risk reduction measures. 4.2.c) Provide a concise description of at least three projects in the last 10years involving similar work to those listed in the scope of work. Similar Projects in the Last 10 Years Pelton-Round Butte Hydro Complex FERC Part 12 Safety Inspections and PFMA Review Madras, Oregon; Owner: Portland General Electric (PGE) CCI performed the 2012 and 2017 Part 12D Safety Inspections and Reporting for PGE's Pelton-Round Butte Hydro Complex which c includes a 204-foot high, thin-arch concrete dam, with a crest length k of 776-feet; a 440-foot high, 1,450-foot long earth and rockfill dam and powerhouse; and an earth and rockfill embankment with a central concrete spillway and powerhouse section with multiple radial-arm spillway gates. Each structure is considered a separate project with its - - - - own PFMA Report, STID, and Part 12D Safety Inspection Report. Inspection and review tasks included detailed review of prior technical reports, field inspections with FERC and PGE, assessment of operational procedures, review and assessment of existing surveillance and monitoring instrumentation, review of the PFMA workshop/report with FERC regulators, an audit of PGE's dam safety program, and preparation of the Part 12D Safety Inspection Report. Bull Run Dam No. 1 and No. 2 FERC Part 12 Safety Inspections and PFMA Review Sandy, Oregon; Owner: City of Portland Water Bureau (PWB) CCI performed the 2017 Part 12D Safety Inspections and Reporting for PWB's Bull Run Dam No. 1 and No. 2. Dam No. 1 is a curved"' concrete gravity structure 194-feet high and 970-feet long. Dam No. 2 includes a 145-foot high earth and rockfill dam and other appurtenant structures. CCI's scope of work included on-site project inspections, review of construction and instrument monitoring history, developing V. * z " recommendations for operations and maintenance, and preparation of the Part 12D Safety Inspection Report. A large amount of geotcchnical information was reviewed including piezometer data and slope stability talcttlatiari.s. Other work task included participating in the PFMA review sessions and preparing the draft and final PFMA summary reports for both dams. FERC also requested an independent audit of the City's Owner Dam Safety Program (ODSP) to bring it in line with the most recent FERC guidance documents. Cornforth Consultants, Inc. 4 March 1, 2018 f~~J City of Ashland Project No. 2018-15 FERC Independent Consultant for Hosler Dam Oak Grove Hydro Complex FERC Part 12 Safety Inspections and PFMA Review Tlv 1_.,.,;nx, Oregon; Owner: Portland General Electric (PGE) Air The Oak Grove Hydro Complex is comprised of several structures ~F including: Lake Harriet Dam, a 45-foot high concrete-arch structure; Timothy Meadows Dam, a 110-foot high earthfill embankment; and yFrog Lake Dam, a 50-foot high earthfill embankment. In 2012 and s 2017, CCI performed the FERC Part 12D Safety Inspections for the tom, Owner, PGE. Inspection and reporting tasks included field inspections of the existing structures, participation in the PFMA workshop sessions, review of past studies and construction records, review of .Ia instrumentation data, recommendations for operational and maintenance-related issues, assisting PGE in preparing the STID, and preparing the Part 12D Safety Inspection Report. The work required extensive modifications to the PFMs to bring them in to line with the most recent FERC guidance for risk-informed decision making. 4.2.d) Indicate which members of the proposed project team, if any, who zvorked on the example projects, and their involvement. These team members should be included in the Key Persons list submitted in 4.3(b) below. Key Staff Involved on Projects in Section 4.2.c Both of our firm's proposed ICs for this project, Gerry Heslin and Arthur Martin, worked on the example projects in Section 4.2.c. Mr. Heslin was the co-IC for the Bull Run and Oak Grove projects. Mr. Martin was the co-IC for the Pelton-Round Butte and Bull Run projects. Mr. Bugni has worked in a supporting role providing structural analysis for all of the projects listed in Section 4.2.c. 4.2.e) Indicateyour contingency plan should the FERC approved independent consultant/lead investigator is unable to complete the project. Contingency Plan In the event that either Mr. Heslin or Mr. Martin are unable to complete the project as Independent Consultant/Lead Investigator, our contingency plan is to have Mike Meyer and Chris Carpenter complete the safety inspections and reporting tasks. Both Mr. Meyer and Mr. Carpenter have been approved by FERC as Independent Consultants, and have performed multiple Part 12D safety inspections in recent years. 4.2. Submit references for three of the projects described above. Include the Owner's name, organization name, contact name, contact email and phone. References for Projects in Section 4.2.c 1. Pelton-Round Butte Part 12D Safety Inspections: Owner: Portland General Electric; Contact: Sid Hillier, P.E., Civil Engineering Manager; Email: Sid.Hillier@pgn.com; Phone: 503.464.7989 2. Bull Run No. 1 and No. 2 Part 12D Safety Inspections: Owner: City of Portland Water Bureau; Contact: Gerald Pierce, P.E., Portland Hydro Power Assistant Manager; Email: Gerald. Pierce@portlandoregon.gov; Phone: 503.823.7523 3. Oak Grove Part 12D Safety Inspections: Owner: Portland General Electric; Contact: David Hendrix, P.E., Power Supply Engineering Services; Email: David.Hendrix@pgn.com; Phone: 503.464.8119 Cornforth Consultants, Inc. 5 March 1, 2018 %J/!J City of Ashland Project No. 2018-15 FERC Independent Consultant for Hosler Dam 4.3 • . Experience 4.3. a) Provide a description of the proposed organizational structure to be used for the project. Organizational Structure 11FAAIMA 1'1K111 C 0RNFOFRTH O N S U L T A N T S C I T Y O F -ASHLAND Contract Manager Mike Meyer, RE., G.E. Paula Brown, P.E. Overall Project Manager Gerry Heslin, RE., G.E. Independent F Structural Engineer Consultants David Bugni, RE., S.E. Gerry Heslin, RE., G.E. Arthur Martin, P.E. 4.3.b) Provide a list of the key staff proposed for this project ("Key Person(s) Be speck on the individual that will be named as the Independent Consultant responsible for FERC compliance. This individual must be approved by FERC prior to any contract execution. Provide a concise summary of each key person(s)'s role, and a description of their relevant experience for this project. Key Staff's Project Role and Experience G3 rr,,- I1 1'~x. P.E., G.E. - Project Manager/Independent Consultant Experience: Role: As the Project Manager and co-IC for the project, Mr. Heslin would be the primary 21 Years technical contact for the City. He would coordinate and assign all work tasks to the License: project team, and would be responsible for maintaining the project schedule and budget. PE., G.E. - OR Qualifications: Mr. Heslin has 21 years of experience performing dam safety studies in Education: the Pacific Northwest. He has been approved by FERC as an Independent Consultant M.S., for Part 12D safety inspections, and has also participated in a Risk Informed Decision Geotechnical Making (RIDM) symposium coordinated by FERC. Mr. Heslin's similar project Engineering, experience includes assignments as IC or Project Manager for: Oak Grove Hydro Virginia Tech Complex Part 12D Safety Inspections and Reporting in 2017 (PGE); Bull Run Hydro Complex Part 12D Safety Inspections and Reporting in 2017 (PWB); Upriver Dam FERC Part 12 STID Updates (City of Spokane, WA); Bear Creek Dam Seismic Stability Evaluation (City of Astoria, OR); John Day Dam North Embankment Liquefaction Evaluation (Corps of Engineers); Hebgen Dam Intake Tower Modifications (North Western Energy); and Cowlitz Falls Dam Fish Passage Structures (Tacoma Power). Mr. Heslin has extensive experience managing and coordinating Part 12D safety inspection and reporting assignments for dam owners. He was the co-IC and Project Manager for the Oak Grove and Bull Run Part 12D safety inspections, and is very knowledgeable about the latest FERC guidelines regarding dam safety and reporting requirements. Cornforth Consultants, Inc. 6 March 1, 2018 '00J City of Ashland Project No. 2018-15 FERC Independent Consultant for Hosler Dam 1 Al PE. - Independent Consultant Experience: Role: Mr. Martin would be the co-IC for the project, and would lead the review of the 56 Years project documents (i.e., STID, DSSMR, all recent work completed"by AECOM). License: Qualifications: With 56 years of dam safety experience, Mr. Martin has performed P.E. - OR numerous Part 12D safety inspections in more than 15 states. He has been approved Education: by FERC as an Independent Consultant for concrete and embankment dams, and was M.S., Civil previously the Director of the Portland Regional Office of FERC, which administers Engineering, the dam safety and license compliance program for over 400 dams in the Pacific University of Northwest, Alaska, and Wyoming. During his tenure, he participated on numerous Texas dam review teams, and also trained technical staff in the inspection of concrete gravity and embankment dams. Since joining CCI in 1997, he has provided senior engineering services on numerous concrete, rockfill, and earthen dams throughout the region. David But -ni. .E., S.E. - Structural Engineer Experience: Role: Mr. Bugni is a registered Oregon Structural Engineer, and would provide structural 32 Years analysis and review for the project, as needed. License: Qualifications: Mr. Bugni has provided structural engineering services to public and PE., S.E. - OR private clients in the Pacific Northwest for over 32 years, and has worked with CCI Education: on hydro projects for the last 20 years. In 2016, he joined CCI as an expert staff M.S., Structural consultant, and has assisted with the structural-related aspects on many of the firm's Engineering, hydroelectric projects. Mr. Bugni has served on the State of Oregon's Seismic Task University of Force, and the City of Portland's Bureau of Buildings Structural Advisory Board. Prior to becoming a staff consultant for CCI, Mr. Bugni held a teaching position at California at Berkeley Portland State University's Department of Civil Engineering Graduate School where he lectured in Structural Dynamics and Earthquake Engineering. 4.3.c) Submit resumes that support each Key Person's relevant experience. No more than five resumes should be submitted as Appendix A, and will not count against page limit. Key Staff Resumes Detailed resumes for our Key Project Staff are included with this proposal in Appendix A. 4.3.d) Indicate which individual will manage the project and be the prima7y contact. Indicate the specific experience this individual has managing project similar to the proposed project. Project Manager/Primary Point-of-Contact Gerry Heslin, PE., G.E. would manage the project and be the primary contact with the City. Please see Section 4.3.b for his qualifications and experience managing projects similar to the proposed project. 4.3.e) State the estimated proportion of each Key Person's time that will be spent on Qy's project vs. total time spent on all Rey Person's projects during the terrn of contract. Percentage of Key Staff's Time Commitment % of Time on % of Time on Key Staff Project •City's Project Other Projects Gerry Heslin, PE., G.E. Project Manager/ 40% 60% Independent Consultant Cornforth Consultants, Inc. 7 March 1, 2018 i r-W City of Ashland Project No. 2018-15 FERC Independent Consultant for Hosler Dam Arthur Martin, P.E. Independent Consultant 50% 50% David Bugni, P.E., S.E. Structural Engineer 20% 80% 4.4 • to Successfully Complete Similar Projects On Time and Budget Within 4.4) For each of the three (3) projects listed in response to 4.2(c), provide a discussion of whether the project was completed on time and on budget or needed to be revised. Briefly explain the reason for any revisions, and what attempts were made to bring the project back on schedule and within budget. Successful Completion of Projects in Section 4.2.c In our experience, it's always best to carefully outline scope, schedule, and cost ahead of the work. However, even the most diligent planning cannot prevent items from coming up that require contract modifications. Our management philosophy calls for project managers to clearly communicate with the Owner regarding technical matters as well as contract items. The following outlines our experiences with the projects listed in Section 4.2.c. The Oak Grove Part 12D inspection was completed as FERC was updating their engineering guidelines. At the PIMA session, the FERC project engineer required major changes to the project PFMs to bring them in-line with new guidelines. Rather than spending days rewriting the PFMs as a group, it was decided to postpone the PFMA review until after re-writes had been completed. Once the group reconvened, the PIMA review for all three dams was completed very quickly. The fee for the additional effort was modest, and was authorized by PGE through a contract modification. The schedule was not modified, and the Part 12D report was submitted ahead of schedule. CCI was selected to complete the Pelton-Round Butte Part 12D inspection shortly after the Oak Grove PFM experience described above. In anticipation that FERC would require PFMs to be re- written, a contingency scope item was added to the contract to be activated in the event that the work was required. FERC did require heavy modifications to the PFMs, but this was identified in the pre- coordination call before any substantive work had been completed. Since the re-writes were completed before a large group was assembled, the impact to the budget was minimal. There was no impact on the schedule because the effbrt was incorporated into the original work schedule. The Bull Run Part 12D inspection was the final project completed in Section 4.2.c. Costs were submitted as part of the proposal, and were based on information provided in the RFP. In between awarding the work to CCI and creating a contract for the work, FERC clarified that a quantitative hydraulic study was required to address a Category 3 PFM. The City asked for an estimate of effort required to fulfill the requirement, and added the work to the scope before the contract was signed. The work was completed on budget and met the delivery schedule outlined by FERC. 4.5 • • Default 4.5) Proposers shall indicate if they have had a contract terminated for default in the last fiveyears. Termination for Default in the Last 5 Years CCI has never had a contract terminated for default in the last five years or in the entire 35 years that we have been in business. Cornforth Consultants, Inc. 8 March 1, 2018 Appendix A: Key Project Staff Resumes MCORNFORTH C O N S U L T A N T S GERRY HESLIN, SENIOR ASSOCIATE ENGINEER Education M.S. in Geotechnical Engineering, Virginia Tech, Blacksburg, Virginia B.S. in Civil Engineering, University of Portland, Portland, Oregon Registration Civil Engineer - Oregon, Washington Geotechnical Engineer - Oregon Societies Member, United States Society on Dams (USSD) Member, Association of State Dam Safety Officials (ASDSO) Member, Society of American Military Engineers (SAME) Honors 2006-2007 President, Oregon Section ASCE Geotechnical Group 2009-2011 Leadership Development Group - American Council of Engineering Companies of Oregon Professional Career 2001-present Cornforth Consultants, Inc., Portland, Oregon; Senior Associate Engineer- 1997-2000 Shannon & Wilson Inc. Seattle Washington; Senior Engineer Relevant Experience Mr. Heslin has 21 years of dam safety experience in the State of Oregon. His technical experience has focused heavily on dams and levee embankments. He has been approved by FERC as an Independent Consultant for Part 12D safety inspections. Mr. Heslin attended a Risk Informed Decision Making (RIDM) symposium coordinated by the FERC, and has applied concepts introduced at the symposium to dam safety projects. Representative projects include the following: Oak Grove Hydroelectric Complex 2017 Part 12D Safety Inspections and PFMA Review, Three Lynx, Oregon, Portland General Electric (PGE). Project Manager and co-Independent Consultant for the 2017 Part 12D Safety Inspections and PFMA review for PGE's Oak Grove hydro complex. The facilities include three earth fill dams; one rockfill/concrete composite dam; flowline conduits; penstocks; and a powerhouse. Inspection and reporting tasks included: dam safety inspections, participation in PFMA review sessions; updates of the STID; review of past studies and construction records; review of instrumentation data; providing recommendations for operational and maintenance-related issues; and preparation of the Part 12D Safety Inspection Report. Bull Run Dam Hydroelectric Project Part 12D Safety Inspection and PFMA Review, Sandy, Oregon, City ofPortland Water Bureau (PPVB). Project Manager and co-Independent Consultant for the 2017 Part 12D Safety Inspection and PFMA Workshop for PWB's Bull Run Dam No. 2; a 145-foot-high earth and rockfill dam; a 1,000-foot-long, 15-foot diameter, power supply tunnel; and 1,800-foot long, 7-foot diameter water supply tunnel. Participated in the PFMA Workshop sessions and prepared the draft and final PFMA summary report. Conducted on-site project inspections, reviewed construction and instrument monitoring history, developed recommendations for operations and maintenance, evaluated history and repair of sinkhole areas, and prepared the FERC Part 12 Dam Safety Inspection Report. Upriver Dam Hydroelectric Facility FERC Part 12 STI Updates, Spokane, Washington, City of Spokane. Lead Technical Reviewer responsible for updating Section 7 of the Supporting Technical Information Document (STID) for the City of Spokane's Upriver Dam. Reviewed data from piezometers and survey monitoring points and evaluated data trends with respect to potential failure modes identified for the structure. Created data plots and summarized how existing surveillance and monitoring program provides data that addresses failure modes. Bear Creek Dam Seismic Stability Evaluation, Astoria, Oregon, City ofAstoria. Project Manager responsible for a seismic stability evaluation of a concrete gravity dam located near the Cascadia Subduction Zone. Utilized existing information to build a 3-D model of the dam. The model was used to understand the complex geometry of the abutments and the extents of weak sandstone in the foundation. Completed two rounds of exploratory drilling and piezometer installations to collect samples and measure groundwater levels at the base of the structure. Supervised structural geologic mapping of the abutments and utilized data to develop a rock mass strength for the left and right sides of the canyon. Supervised limit-equilibrium analyses and incorporated results from several analysis sections to characterize the resistance offered by the abutments. Cowlitz Falls Dam Fish Passage Structures, Randle, Washington, Tacoma Power. Project Manager and Lead Geotechnical Engineer responsible for the design and construction of fish passage structures at Cowlitz Falls Dam. Coordinated two rounds of land-based and overwater drilling to characterize two potential sites for ladder and screen structures. Designed permanent shoring walls up to 45 feet tall to fit fish capture facility between the spillway and access road. Coordinated laboratory testing program to determine soil and rock properties necessary for foundation design and slope stability evaluations. Completed slope stability and lateral load analyses necessary to design anchored drilled shafts to support a 12-foot diameter flowline bearing on a marginally-stable slope. Provided designs for foundations on rock, spread footings, and deep foundations for the new fish passage structures. Summarized work in a geotechnical analysis report. John Day Dam North Embankment Liquefaction Evaluation, Rufus, Oregon, U.S. Army Corps of Engineers (USACE). Project Manager and Lead Geotechnical Engineer responsible for a Phase IA seismic safety evaluation of the North Embankment Dam at the USACE's John Day Hydro Project on the Columbia River. Reviewed existing boring logs and identified areas most likely to be underlain by the target alluvium deposit. Coordinated exploration and instrumentation program to characterize the liquefaction potential and piezometric head under the downstream rockfill shell. Supervised calibration of in-situ testing equipment and coordinated laboratory testing program. Performed in-situ permeability testing in bedrock and summarized the results for the Corps to use in their seepage model. Performed liquefaction potential calculations and summarized all field and office work in a geotechnical report. Hebgen Dam Intake Tower Modifications, Gallatin County, Montana, North Western Corporation. Lead Geotechnical Engineer responsible for designing ground anchors and rock bolts for a seismic upgrade of an existing intake tower at Hebgen Dam. Completed full-scale, sacrificial test anchors to determine ultimate bond stress of highly altered and sheared bedrock formation. Designed 55-strand, Class 1 anchors to develop test loads of 2,600 kips. Also designed lower capacity grouted and spin-lock rock bolts to temporarily stabilize the tower to allow portions of the tower bracing to be removed. Removal of bracing was required to facilitate access for drilling equipment. Heslin Resume 2 Comforth Consultants, Inc. CORN FORTH C O N S U L T A N T S ARTHUR MARTIN, SENIOR ASSOCIATE ENGINEER Education M.S. in Geotechnical Engineering, University of Texas at Arlington, Arlington, Texas B.S. in Civil Engineering, Texas Tech University, Lubbock, Texas Registration Civil Engineer - Oregon Societies Member, United States Society on Dams (USSD) Member, Association of State Dam Safety Officials (ASDSO) Member, American Society of Civil Engineers (ASCE) Professional Career 1997-present Cornforth Consultants, Inc., Portland, Oregon; Staff Consultant 1988-96 Federal Energy Regulatory Commission (FERC), Portland, Oregon; Regional Director 1985-88 FERC, Portland, Oregon; Deputy Regional Director 1982-85 FERC, Fort Worth, Texas; Regional Engineer 1973-82 FERC, Fort Worth, Texas; Chief, River Basins and Licensed Projects Branch 1960-73 Federal Power Commission (predecessor agency to FERC), Fort Worth, Texas; Staff Engineer Relevant Experience Mr. Martin has 56 years of experience with dams, dam safety, and risk assessments. Prior to joining CCI in 1997, he was the Director of the Portland Regional Office of the FERC which administers the dam safety and license compliance program for over 400 dams in Oregon, Washington, Idaho, Montana, Alaska, and Wyoming. Representative projects include the following: Pelton-Round Butte Hydroelectric Complex Part 12D Safety Inspections and PFMA, Madras, Oregon, Portland General Electric (PGE). Co-Independent Consultant tasked with completing the Part 12D Safety Inspection for a 204-foot high, thin-arch, concrete dam. Inspection and reporting included a detailed review of prior inspection reports; review and assessment of historical instrument monitoring data; review of the prior technical analyses and project information contained in the project's STID; and on-site field inspections to assess current conditions of project facilities. Additional tasks included preparation of the Part 12D Safety Inspection Report in accordance with FERC guidelines, and developing updated descriptions of the identified Potential Failure Modes (PFMs) for the dams. Bull Run Dam Hydroelectric Project Part 12D Safety Inspection and PFMA Review, Sandy, Oregon, City of Portland Water Bureau (PWB). Co-Independent Consultant for the 2017 Part 12D Safety Inspection for PWB's 180-foot high concrete gravity arch dam and powerhouse. Mr. Martin was a core team member for the PIMA workshop and prepared the PFMA report. Other inspection and reporting included field safety inspections, review and assessment of dam surveillance and monitoring instrumentation, evaluation of project operations, and preparation of the Part 12D Safety Report. Assisted the Owner with the preparation of the STID. PFMA Workshop Facilitator - USACE Fern Ridge Dam, Eugene, Oregon, U.S. _Arnry Corps of Engineers (USAGE). FERC-trained facilitator for a Potential Failure Mode Analysis (PFMA) workshop completed for the USACE's Fern Ridge Dam and Reservoir Project located on the Long Tom River northwest of Eugene, Oregon. Mr. Martin conducted an on-site visit of the project, reviewed construction and instrument monitoring histories including the most recent engineering studies and analyses, developed recommendations for operations and maintenance, coordinated/facilitated a PFMA workshop for in-house Corps of Engineers staff, and prepared the draft and final PFMA Summary Report. External Audit Facilitator, Owner's Dam Safety Program, Portland, Oregon, Portland General Electric (PGE). FERC-approved Independent Consultant responsible for performing an external audit of PGE Owner's Dam Safety Program (ODSP) to confirm compliance with regulatory requirements established by FERC. Work tasks included completing extensive peer review and quality control review of the ODSP; conducting interviews with select management and operation and maintenance staff to evaluate their understanding of the company's ODSP and dam safety training; completing an assessment of the effectiveness of the dam safety training for both operation and management staff, and preparing a draft and final version of an external audit report of PGE's ODSP for submission to FERC. Upriver Dam Hydroelectric Facility Part 12D Safety Inspection and PFMA Review, Spokane, Washington, Citv of Spokane. Co- Independent Consultant for the 2014 Part 12D Safety Inspection and Report for the City of Spokane's Upriver Dam Hydro Facilities. The existing structure is an eight-bay (with radial- arm gates), concrete spillway dam centrally located between adjacent earthfill embankment sections on either side. Tasks included performing Independent Technical Review of existing reports; quality control review of construction and maintenance records, instrumentation data, and project documentation; and correspondence pertinent to the updated Part 12 study. Performed dam safety inspections and prepared the Part 12 Summary Report in accordance with FERC guidelines. Participated in a PFMA review session with the Owner and FERC staff, and prepared revised descriptions of Potential Failure Modes (PFMs) for the dam. Oak Grove Hydroelectric Complex Part 12D Safety Inspections and Reporting, Three Lynx, Oregon, Portland General Electric. Co-Independent Consultant assisting with a condition and safety inspection of three dams and all appurtenant structures. Lead the review of the dam safety inspection report and assisted in seismic stability evaluation of Timothy Lake Dam, Lake Harriet Dam and Frog Lake Dam. Participated in PFMA review meeting and provided senior-level review of summary inspection Part 12D report, and STID. Mt. Tabor Dam No.'s 1, 5 and 6 Part 12D Safety Inspections, Portland, Oregon, City of Portland Water Bureau (PWB). Co-Independent Consultant responsible for completing a condition and safety inspection of three dams and reservoirs and all appurtenant structures for PWB. Participated in the PFMA workshop meetings and provided senior-level review of prior summary inspection Part 12D reports. Assisted with the preparation of the project's first STID. Prepared updated dam safety inspection report and assisted with seepage analyses and slope stability studies to verify stability under identified Potential Failure Modes (PFMs). Carmen Smith Hydroelectric Complex Part 12D Safety Inspections and PFMA Workshop, McKenzie Bridge, Oregon, Eugene Water & Electric Board. Co-Independent Consultant tasked with the inspection of two earth and rockfill dams (225-foot high and 70-foot high); a 17-foot high embankment diversion dam; concrete radial-gated spillway structures; and flow conduits for each dam. Mr. Martin was a core member of the PFMA team and assisted in preparing the PFMA Report. He also co-authored the Part 12D Inspection Report, and assisted with preparing the STID. Martin Resume 2 Cornforth Consultants, Inc. CORN FORTH 1 C O N S U L T A N T S DAVID BUGNI, STRUCTURAL ENGINEER Education M.S. in Structural Engineering/Structural Mechanics, University of California, Berkeley, California B.S. in Civil Engineering, Oregon State University, Corvallis, Oregon Registration Structural Engineer - Oregon Civil Engineer - California, Washington Societies Past-Chair and Member, Structural Engineers Association of Oregon Member, American Concrete Institute Member, Earthquake Engineering Research Institute Member, American Institute of Steel Construction Honors 1996-present City of Portland Bureau of Buildings Structural Advisory Board 1995-1997 State of Oregon Seismic Task Force (Senate Bill 1057) 2003-2004 City of Portland Rehabilitation Code Task Force 2012-2013 Oregon Seismic Resilience Professional Career 2016-present Cornforth Consultants, Inc., Portland, Oregon; Staff Consultant 1996-2016 David Bugni & Associates, Estacada, Oregon, Owner 1992-1996 Jacobs Engineering (formerly CRS Sirrine), Lake Oswego, Oregon, Manager- of Structural Engineering, Western Region 1986-1992 Kramer Gehlen & Associates, Vancouver Washington, Associate 1984-1986 H.J. Brunnier Associates, San Francisco, California, Associate Relevant Experience Mr. Bugni has 32 years of Structural Engineering experience in the Pacific Northwest. Representative projects include the following: Pelton-Round Butte Hydro Complex Part 12D Safety Inspections and PFMA, Madras, Oregon, Portland General Electric (PGE). Structural Engineer assisting with the 2017 Part 12D Safety Inspections and Reporting for PGE's Pelton-Round Butte Hydro Complex which includes a 204-foot high, thin-arch concrete dam, with a crest length of 776-feet; a 440-foot high, 1,450-foot long earth and rockfrll dam and powerhouse; and an earth and rockfill embankment with a central concrete spillway and powerhouse section with multiple radial-arm spillway gates. Each structure is considered a separate project with its own PFMA Report, STID, and Part 12D Safety Inspection Report. Provided structural analysis and review of the project documents. Bull Run Dams No. 1 and No. 2 Part 12D Safety Inspection and PFMA Review, Sandy, Oregon, City of Portland Water Bureau (PWB). Structural Engineer assisting with the 2017 Part 12D Safety Inspections and Reporting for PWB's Bull Run Dams No. 1 and No. 2. Dam No. 1 is a curved concrete gravity structure 194- feet high and 970-feet long. Dam No. 2 includes a 145-foot high earth and rockfill dam and other appurtenant structures. Provided structural analysis and review of the project documents. Oak Grove Hydro Complex 2012 and 2017 Part 12D Safety Inspections and PFMA Review, Three Lynx, Oregon, Portland General Electric (PGE). The Oak Grove Hydro Complex is comprised of several structures including: Lake Harriet Dam, a 45-foot high concrete-arch structure; Timothy Meadows Dam, a 110-foot high earthfill embankment; and Frog Lake Dam, a 50-foot high earthfill embankment. In 2017, Mr. Bugm was the Structural Engineer assisting with the Part 12D Safety Inspections for the Owner, PGE. Provided structural analysis and review of the project documents. T.W. Sullivan Hydro Plant Seismic Risk Assessment, West Linn, Oregon, Portland General Electric (PGE). Structural Engineer responsible for comprehensive seismic risk assessment and stability analysis of a concrete dam and powerhouse built in 1895. The facility is owned by Portland General Electric (PGE), and is located on the Willamette River in Oregon. Work tasks included assessments of flotation, linear elastic dynamic response spectra, linear elastic time history, and nonlinear time history seismic analyses. Work was coordinated closely with Cornforth Consultants, who was PGE's selected geotechnical team member. Faraday Dam Powerhouse Seismic Evaluation, Estacada, Oregon, Portland General Electric (PGE). Structural Engineer responsible for a seismic safety evaluation of an unreinforced masonry powerhouse structure located at a major concrete dam on the Clackamas River in Oregon. The project is owned by Portland General Electric (PGE). The assignment featured a seismic evaluation and retrofit of the existing structure in accordance with ASCE/SEI 41-13. Rivermill Dam Downstream Fish Collector, Estacada, Oregon, Portland General Electric (PGE). Structural Engineer and Project Delivery Team Member responsible for structural designs for a new fish collector facility at Portland General Electric (PGE)'s Rivermill Dam on the Clackamas River. Coordinated closely with Cornforth Consultants, who was the geotechnical team member responsible for foundation design and anchorage of the new structure. Services included design of the fish counting station platform, fish bypass support pipes, collector channel wall framing, and connections into the foundation system. Willamette Falls Dam Fish Diversion, West Linn, Oregon, Portland General Electric (PGE). Structural Engineer responsible for design of a large, 500 cfs diversion structure for Portland General Electric (PGE). Services and designs were performed in close coordination with Cornforth Consultants, who was the geotechnical design firm within the Project Delivery Team. Tasks included design of a 30-foot tall precast concrete training wall, and a 216-foot-long precast concrete, steel and aluminum fish bypass flume structure. Also, designed bridge, draft tube, and roadway/bridge deck upgrades to support continued operation of the facility. Oswego Lake Dam Seismic Improvements, Lake Oswego, Oregon, Lake Oswego Corporation. Structural Engineer responsible for seismic stability assessment and flood passage improvements to Oswego Lake Dam, which is a 30-foot-tall concrete gravity structure. Provided anchorage designs for a new Obermeyer-type spillway gate, and supports for a new pipe network. Coordinated with Cornforth Consultants on the design of high capacity tie-down anchors comprised of high-strength steel bars that penetrate through the dam into the rock foundation. Bugni Resume 2 Cornforth Consultants, Inc. i C ORNF ORTH *C~•fi a4 C 0 N S U L T A N T S . . . I Council Business Meeting June 5, 201 Approval of a Licensing Agreement for Microsoft Office 365 software for Title: a Three Year Term From: Adam Hanks Interim City Administrator adam.hanks(a ashland.or.us Dan Hendrix Information Systems Manager Dan.hendrix@ashland.or.us Summary: Before the Council is a licensing agreement for Microsoft Office 365 software maintenance for a term of three years and a cost of $150,412 ($50,137 per fiscal year). This software is a foundational component of the City's operating capabilities across all City Departments, including email, word processing, spreadsheets and a host of other productivity tools both on the City's IT network and as cloud based applications. Actions, Options, or Potential Motions: ■ I move to authorize the purchase of the licensing agreement for Office 365 software maintenance for a term of three years and a total cost of $150,412. ■ I move to request staff review and renegotiate the agreement to include or delete the following items within the contract [state the intended corrections]. This option is not realistic as negotiating individual components would likely cost the City more in one year than the 3 year contract and would not reach the same service levels. Staff Recommendation: Staff recommends the Council approve the licensing agreement for Office 365 software maintenance for a term of three years and a cost of $150,412. Executing this contract retains the City's core operating software suite and maintains the set of tools that staff and Council rely on for day to day operations. Resource Requirements: Year 1 (billed immediately upon purchase): $50,137 Year 2 (billed on I st anniversary of agreement): $50,137 Year 3 (billed on 2nd anniversary of agreement): $50,137 Total 3-Year Contract Value: $150,412 Annual licensing costs are based on the number and type of licenses required, which fluctuates based on departmental personnel changes. Any changes (plus or minus) to the number of licenses or type of licenses will be reflected in the annual cost at the beginning of the next contract year. Funding for this renewal was planned and incorporated into the current, approved biennium budget. Funding for the next two years will be reviewed for approval as part of the next biennial Pagel of 3 C I T Y O F -ASH LAN D budget process. The contract can be canceled on either of the two contract anniversary dates (the start of either year two, or year three). Policies, Plans and Goals Supported: Council Goals: 2. Promote effective citizen communication and engagement Background and Additional Information: Three years ago, after conducting a cost comparison with the previous licensing approach, the City moved to the Microsoft license-as-a-subscription model, replaced its outmoded stand-alone email system, added collaboration applications, and installed current, consistent versions of desktop personal productivity software. The results of that decision have been a considerable decline in Microsoft Office technical support calls to IT, which correlates with improved employee productivity, a dramatic reduction in unwanted/malicious email, the elimination of in- house email server maintenance, less email down-time, and improved compatibility with other agencies. Alternatives: Microsoft makes a compelling business case for the migration of services to their current suite of subscription- and cloud-based licensing, by incentivizing their pricing models, and using cloud- . hosted email to eliminate server maintenance workload from IT support staff. That leaves the alternative, migrating an organization and its data off of Microsoft's recommended license model, a substantial and time consuming process. If that direction were warranted, the IT Department could develop plans and identify resource requirements to do so. However, the direction of the Information Systems Division places the City on a trajectory that recognizes the value of staying current with mainstream software tools, identifying holistic business efficiencies by looking beyond short-term costs to evaluate the overall business proposition for leveraging technology to improve organizational efficiencies. The requested licenses provide access to the organization's most important and heavily-used suite of employee productivity tools: Microsoft Exchange email, Word, Excel, and PowerPoint, as well as other collaborative and cloud services. The 0365 licenses provide the City with current and future updates/releases, for the duration of the contract. The deployment of-modem productivity applications and standardized personal desktop productivity tools supports the mission of City and the IT Department by enhancing personal productivity and efficiency for all employees, across all city operations. The purchase is from a Microsoft certified provider, SHI Inc. The purchase is through the Oregon Procurement Information Network (ORPIN) contract award system as provided for in AMC 2.50.090(I)(1). The total contract value over the three-year term exceeds one-hundred thousand dollars and therefore requires Council approval per AMC 2.50 070(A)(1). Page 2 of 3 CA 'T V O;.F, ,ASH LAN D it Software licenses and maintenance are proprietary, and in accordance with AMC 2.50.090(I)(2), which are exempt from competitive bidding requirements. This is analogous to a contract amendment as it is a continuation of a previous maintenance contract. Attachments: 1) Pricing/Purchase quote from SHI, Inc, a Microsoft certified provider Page 3 of 3 ,G'.I 'T Y Q;.F. ASHLAND Pricing Proposal Quotation 15091280 Created On: 3/28/2018 Valid Until: 6/29/2018 City of Ashland Inside Account Manager Pat Hopkins Rob DiGiovanni 20 E Main Street 290 Davidson Avenue Ashland, OR 97520 Somerset, NJ 08873 United States Phone: 732-652-7408 Phone: Fax: 732-652-7409 Fax: Email: Rob_DiGiovanni@shi.com Email: patrick.hopkins@ashland.or.us All Prices are in US Dollar (USD) Product Qty Your Price Total 1 0365GCCE1 ShrdSvr ALNG SubsVL MVL PerUsr 102 $70.85 $7,226.70 Microsoft - Part: U4S-00002 Contract Name: NASPO ValuePoint - Software VAR Contract ADSP016-130651 Subcontract 6454 Coverage Term: 5/1/2018 - 4/30/2019 Note: Year 1 of 3 2 0365GCCE3 ShrdSvr ALNG SubsVL MVL PerUsr 186 $200.38 $37,270.68 Microsoft - Part#: AAA-11894 Contract Name: NASPO ValuePoint - Software VAR Contract ADSP016-130651 Subcontract 6454 Coverage Term: 5/1/2018 - 4/30/2019 Note: Year 1 of 3 3 VisioOnlnP2000 ShrdSvrALNG SubsVL MVL PerUsr 11 $131.48 $1,446.28 Microsoft - Part: P3U-00001 Contract Name: NASPO ValuePoint - Software VAR Contract ADSP016-130651 Subcontract 6454 Coverage Term: 5/1/2018 - 4/30/2019 Note: Year 1 of 3 4 ExchgOnlnP1GCC ShrdSvrALNG SubsVL MVL PerUsr 40 $34.03 $1,361.20 Microsoft - Part#: 3MS-00001 Contract Name: NASPO ValuePoint - Software VAR Contract ADSP016-130651 Subcontract 6454 Coverage Term: 5/1/2018 -4/30/2019 Note: Year 1 of 3 5 ProjOnlnProfGCC ShrdSvr ALNG SubsVL MVL PerUsr 11 $257.50 $2,832.50 Microsoft - Part: 7MS-00001 Contract Name: NASPO ValuePoint - Software VAR Contract ADSP016-130651 Subtotal $50,137.36 Shipping $0.00 *Tax $0.00 Total $50,137.36 *Tax is estimated. Invoice will include the full and final tax due. i Additional Comments Pricing and purchase is per PA 6454. Pricing above reflects the first of three equal and annual payments. Purchase of this quote is a commitment to all three payments. If you have questions about this quote, you can reach me directly at 503-510-4813. You can purchase this quote by emailing your purchase order to the team at TeamOregon@shi.com. Remit-Only Address: SHI, PO Box 952121, Dallas, TX 75395-2121 Tax ID: 22-3009648 The Products offered under this proposal are subject to the SHI Return Policy posted at www.shi.com/retumoolicy, unless there is an existing agreement between SHI and the Customer. Council Business Meeting June 5, Title: Adoption of Proposed Economic Development, Cultural, Tourism and Sustainability Grants Ad-Hoc Committee Allocation Recommendations From: Mark Welch Administrative Services Director Mark.Welch@ashland.or.us Summary: The City Council created an Ad-hoc Economic Development, Cultural, Tourism and Sustainability (ECTS) Committee on April 3, 2018. The Ad-hoc Committee was comprised of City Council and appointed members of the Budget Committee. The ECTS Ad-hoc held two public meetings before recommending the 2018-19 ECTS allocations to the City Council for approval. Actions, Options, or Potential Motions: "I move to adopt the recommended allocations made by the 2018-19 Economic Development, Cultural, Tourism and Sustainability Ad Hoc Committee with $150,000 being allocated for non- tourism and $79,703 being allocated to tourism, as listed in attachment." Staff Recommendation: Staff recommends approval of the allocations as recommended by the ECTS Ad-hoc Committee. Resource Requirements: Grant funds were allocated by Resolution 2017-03, with an award amount for fiscal year 2018- 19 of $229,703. Funding for the grants come from the City's collection of Transient Occupancy Tax, with a portion coming from tourism restricted funds (10% of total restricted or $79,703) and the remainder from the unrestricted (non-tourism) funds ($150,000). Policies, Plans and Goals Supported: Council Goal #3 - Support and empower our community partners Council Goal # 15 Seek opportunities to diversify the economy in coordination with the Economic Development Strategy Background and Additional Information: The City of Ashland collects a Transient Occupancy Tax (TOT), from people who stay in overnight lodging within the City limits. Over half (58%) of those funds are reserved for the City's General Fund and are used to support Police, Fire, Community Development, and Municipal Court. Slightly more than a quarter (26.67%) of those funds are used to support the tourism industry. The tourist funds are either allocated directly to groups that market Ashland to tourists or are spent on capital facilities that enhance the tourism experience within the community. The remaining funds are dedicated to the City's annual grant program. The Page 1 of 3 CITY OF ASHLAND amounts that go to each of these programs are allocated prior to the beginning of each biennium by Council. The City of Ashland reinvests a portion of the funds generated by the TOT in community nonprofits through an annual grant program. Of the total anticipated TOT collection of $2,191,467, $229,703 is allocated to this grant program. Through these grants, the City is purchasing specific services from non-profits that it might otherwise provide directly. The grant program has four basic goals: Economic Development. The grant program will support the creation, retention, and expansion of businesses and other ventures that enrich our community by creating goods and services that provide employment opportunities while maintaining and enhancing the overall quality of life. The 2011 Economic Development Strategy provides both policy level and action level guidance for eligible grant application programs and activities. Cultural Development. The grant program will support increased diversity of and accessibility to the creative arts and cultural opportunities in Ashland for citizens and visitors and will support the visitor economy, maintain and promote job growth in this sector and enrich the overall quality of life in the community. Tourism. As a long standing pillar of Ashland's economy, tourism programs support programs, activities and events that act similarly to more traditional traded sector activity in that dollars from outside the community are brought in and circulated locally to the benefit of our local businesses. Sustainability. The grant program will create and support programs and activities to further support efforts to ensure Ashland is environmentally, economically and socially resilient as a community Attachments: Proposed Grant Allocations FY2018-19 Page 2 of 3 CITY OF ASHLAND Non-Tourism i m ` E l a o N N o v a ~ E c o a o w a g ~r Organization w v w I°- t F SOU Foundation/ Osher Lifelong Learning Institute $ 5,000 $ 5,000 Rogue Valley Symphony Association $ 2,350 $ 2,400 $ 2,201 $ 6,951 The Hearth $ 2,750 $ 1,000 $ 1,250 $ 5,000 Art Nov/s The Secret Book Club $ 2,000 $ 1,000 $ 1,000 $ 1,000 $ 5,000 Rogue Valley Farm to School $ 3,194 $ 3,194 $ 3,196 $ 1,833 $ 11,417 Brava! Opera Theater and James M. Collier Young Artist Program $ 5,000 $ 5,000 ScienceWorks Hands-on Museum $ 6,822 $ 16,842 $ 23,664 Mt. Ashland Association $ 2,917 $ 5,333 $ 8,250 EAA / SOHEVA $ 10,000 $ 10,000 Lilhia Artisans Market of Ashland $ - Multicultural Association of Southern Oregon/ KSKQ Community Radio $ - Ashland Art Center $ 3,792 $ 3,791 $ 3,417 $ 11,000 Ashland Bed and Breakfast Network $ 2,242 $ 7,426 $ 9,668 Ashland New Plays Festival $ 2,000 $ 2,000 $ 1,917 $ 5,917 SOU Foundation/ Chamber Music Concerts $ 5,167 $ 5,167 Youth Symphony of Southern Oregon $ 5,000 $ 5,000 Ashland Gallery Association $ 2,726 $ . 2,725 $ 8,000 $ 13,451 Geos Institute $ Ashland Children's Theatre $ 2,000 $ 2,000 $ 1,000 $ 5,000 SOU Foundation/ Friends fo the Schneider Museum of Art $ 1,000 $ 7,000 $ 8,000 Rogue World Music $ - Southern Oregon Repertory Singers $ 3,000 $ 2,000 $ 5,000 Rogue Valley Food System Network $ 5,642 $ 5,641 $ 11,283 Southern Oregon Film Festival/ AIFF $ 1,250 $ 5,000 $ 1,250 $ 11,984 $ 19,484 Lomakatsi Restoration Project $ 10,000 $ 4,250 $ 14,250 Post Growth Institute $ Lotus Rising Project $ 3,833 $ 13167 $ 5,000 Ashland Culture of Peace Commission $ 6,785 $ 6,785 Rogue Valley Peace Choir $ Klamath Bird Observatory $ 4,125 $ 4,125 $ 5,333 $ 13,583 ,Southern Oregon Film and Media $ 5,000 $ 2,833 $ 1,000 $ 2,000 $ 10,833 Total I I I I I $ 55,893 I $ 60,728 I $ 333379 $ 79,703 $ 229,703 Page 3 of 3 CITY OF ASHLAND Council Business Meetin June 5, 0: Title: Public Hearing and Adoption of Miscellaneous Fees & Charges for FY 2019 and Repealing Resolution 2017-12 From: Mark Welch Administrative Services Director Mark.Welch@ashland.or.us Summary: This is a public hearing to consider changes to the City's Miscellaneous Fees and Charges. The majority of the Fees remain unchanged, with some new fees and others increasing by an inflationary adjustment. Actions, Options, or Potential Motions: I move approval of the resolution titled, "A Resolution Adopting a Miscellaneous Fees & Charges Document and Repealing Prior Fee Resolution 2017-12." Staff Recommendation: Staff recommends approval of the updated Miscellaneous Fee and Charges. Policies, Plans and Goals Supported: N/A Background and Additional Information: The City charges for services provided to the public. The miscellaneous fees and charges are updated and reviewed on an annual basis. Utility rates are not included in the miscellaneous fees and charges as they are handled in separate Council actions. The adoption of the current fees and charges does not limit the Council's ability to create, or adjust, fees during the next year. The proposed fee booklet will become an adopted fee booklet to provide the public with one document that includes all miscellaneous fees and charges. Attached are the draft booklet and the draft resolution to establish or update the included fees effective July 1, 2018. In some cases there are references to prior resolutions that are not being repealed and the associated charges are presented for information purposes. New fees, and changes to old ones, are presented in red. If an entry is not bolded in red the existing amount or methodology used for calculation remains unchanged. Also attached are memos from departments explaining significant changes beyond inflationary adjustments. Attachments: Departmental Memos: • Fire Page Iof2 CITY OF -ASHLAND • Public Works • Community Development • Administrative Services Misc. Fees Resolution Miscellaneous Fees & Charges Document - Proposed Fiscal Year 2018/19 Page 2of2 CITY OF ASHLAND CITY OF ASHLAND Memo DATE: 04-30-2018 TO: Mark Welch, Director of Administrative Services FROM: Ralph Sartain, Division Chief Fire and Life Safety RE: Fee Adjustments Mark, Attached you will find a copy of the purposed fee adjustments. As per the request some of the fee adjustment is because of general cost inflation. Since the fee was imposed in 2009 there appears to only have been a 2% increase in 9 years. The after-hour inspections are based on 2 hours of employee time and associated costs. There is a new section on Operational permits. Permits are required by the code and we have not been using all of them or charging for any of them. The additional fees for acceptance and cover up inspections is to recover some of the costs associated with new construction which are not accounted for during plan reviews. (Example: plan review fee, last week I reviewed a plan from Community Development for a fire fee of $12.50 for me to review a sprinkler plan for a 500 sq ft ARU. With this specific item; there is plan review time (.50 hr per NFPA 1730), Hydrant flow calculations, Hydro test inspection, Cover up inspection and a final inspection. Community Development collected $12.50 for 2 + hours of additional work). This new fee would help offset the cost not collected in this type of example. Additionally, I separated the fees for specific occupancies based on who can inspect them and the time needed to actually conduct an inspection. The crews can inspect certain types of occupancies under a company level inspection program. Fire Inspectors then conduct higher level inspections currently on overtime, and then the inspection class jumps to the Fire Marshal as there is not currently a Deputy Fire Marshal. If any further information is needed, please do not hesitate in contacting me. CITY OF ASHLAND Memo DATE: May 2, 2018 TO: Mark Welch, Director of Administrative Services FROM: Tami De Mille-Campos, Administrative Analyst RE: Miscellaneous Fees and Charges effective July 1, 2018 Please make the adjustments in the FY 2019/20 Miscellaneous Fees and Charges document as shown in the attached documents per CPI/ENR figures. The Engineering division added two new fees to the fees book which included: Street Painting Permit and Bike Rack Purchase. The Street Painting Permit was approved at the July 18, 2017 Council business meeting. Currently we sell bike racks just below our cost. This item hasn't been included in the Miscellaneous Fees book previously but we feel it should be incorporated with the rest of the fees we charge. The Bike Racks cost us $74.95 for fabrication, plus $65.00 for powder coating; we are looking to just break even on this item as it doesn't cost us anything outside of the cost to produce the racks. The Airport ground lease fees are automatically adjusted annually via the January CPI-U. If the CPI-U is negative the ground lease rates stay fixed at the previous year's rate. The Airport Commission then makes recommendations towards adjustments for hangar rentals and tie down fees. The Commission uses the CPI-U as a baseline for discussion along with considering the current waiting list and market conditions at similar airports for rentals before making a final recommendation on adjustments. ~r, CITY OF ASHLAND Memo DATE: May 1, 2018 TO: Mark Welch, Director of Administrative Services FROM: Bill Molnar, Director of Community Development RE: Miscellaneous Fees & Charges Update 1. The Community Development Department is requesting to update the Planning Fees in accordance with the March 2018 CPI. M, C l T Y OF ASHLAND Memo DATE: May 23, 2018 TO: Mark Welch, Director of Administrative Services FROM: Stu Green, Climate and Energy Analyst RE: Public Charging Fees for Electric Vehicles City of Ashland will assess a fee of $0.20/kWh to users of City of Ashland's public-access electric vehicle chargers. Fees will be used to recover costs associated with operating public electric vehicle chargers. RESOLUTION NO. 2018-18 A RESOLUTION ADOPTING A MISCELLANEOUS FEES AND CHARGES DOCUMENT AND REPEALING PRIOR FEE RESOLUTION 2017-12 Recitals: A. The City currently has many resolutions and ordinances that establish fees for different departments and activities. B. The City desires to provide all of its miscellaneous fees and charges in one document so citizens can easily determine the costs of city services. C. The City desires to repeal all prior resolutions that establish fees and charges and adopt all fees and charges with one resolution for convenience of its citizenry. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The Miscellaneous Fees and Charges Document, which is attached hereto and incorporated herein by this reference, is hereby approved and establishes the fees and charges for City services. New fees, those not charged before, are not affective until 30 days following date of approval unless otherwise established by Council action. SECTION 2. The following resolution is specifically repealed: Resolution 2017-12 and all other fees and charges inconsistent with the fees and charges set forth herein are repealed. Several Fees as set by separate resolutions and those remain in effect as referenced in the booklet. SECTION 3. This resolution was duly PASSED and ADOPTED this 5th day of June, 2018, and takes effect upon signing by the Mayor. Melisa Huhtala, City Recorder SIGNED and APPROVED this _ day of June, 2018. John Stromberg, Mayor Reviewed as to form: David Lohman, City Attorney Page 1 of 1 CITY OF ASHLAND pmilil~ MISCELLANEOUS FEES AND CHARGES DOCUMENT PROPOSED: June 5, 2018 EFFECTIVE: July 1, 2018 A9 N{ PARKS AND RECREATION MISCELLANEOUS FEES AND CHARGES PROPOSED: June 5, 2018 EFFECTIVE: July 1, 2018 Miscellaneous Fees and Charges i page 2 Table of Contents CITY OF ASHLAND MISCELLANEOUS FEES AND CHARGES SECTION 1 -Administration Fees Page 8 Banners across Main Street Page 8 SECTION 2 - Administrative Services/Finance Administrative Billing Charge Page 8 Business License Fees Page 8 Initial Business License Application Fee Page 8 Temporary Business License Application Fee Page 8 Renewal Application Fee Page 8 Late Application Fee Page 8 Late Renewal Fee (paid 30 days after the due date) Page 8 Reprint Business License Page 8 Marijuana Dispensary Permit Fees Page 8 Permit Application Fees Page 8 Permit Renewal Fee Page 8 Late Application Fee Page 8 Late Renewal Fee (paid 30 days after the due date) Page 8 Utility Billing Administrative Fees Page 9 Administrative Fees Page 9 Reconnection Charge Page 9 Service Connection Page 9 Parking Fees Page 9 Charging Fees for Electric Vehicles: Page 9 Paid Parking Fees Page 9 Other Downtown Parking Area Fees Page 9 Parking Fines and Fees (city-wide) Page 9 SECTION 3 - City Recorder Copy Fees Page 10 Audio Tapes Page 10 Liquor Licenses Page 10 Taxicab Licenses Page 10 Lien Searches Page 10 Elections Page 10 Street/Alley Vacations Page 10 Ambulance Page 10 Annexation Page 10 Research Fee Page 10 SECTION 4 - Planning / Community Development Pre-Application Conference Page 11 Administration Actions Page 11 Type I, II Reviews Page 11 Type III Reviews Page 12 Legislative Amendments Page 12 Appeals Page 12 Solar Access Page 12 Community Development Fee Page 12 page 3 Table of Contents I page 3 Table of Contents SECTION 4 - Planning / Community Development - continued Community Development Copy Fees Page 12 Prepared Documents Fee Page 12 Research Fee Page 12 Building Division Permit Fees Page 13 Building Permit Fees Page 13 Plan Review Fee for Commercial and Residential Page 13 Miscellaneous Fees for Commercial Page 14 Inspection Fees for Commercial and Residential Page 14 Change of Occupancy Fees Page 14 Demolition Fees .......................................................................................................Page 14 Residential Plumbing Permit Fees Page 15 Commercial Plumbing Permit Fees Page 15 Residential Mechanical Permit Fees Page 16 Commercial Mechanical Permit Fees Page 16 Electrical Permit Fees Page 17 Residential Restricted Energy Electrical Permit Fees Page 17 Renewable Energy Systems Page 18 Building Permit Reinstatement Fee Page 18 Excavation/Grading Fees Page 18 State of Oregon Surcharge Page 18 Building Permit Refund Policy Page 18 How to request a refund Page 18 Non-Refundable Fees Page 18 SECTION 5 - Electric Temporary Service Drop Page 19 Street Light Page 19 Meter Charges Page 19 Non Radio Frequency Meter Charges Page 19 Non-Sufficient Funds Check Fee Page 19 Reconnection Charge Page 19 Service Calls Page 19 Service Connection Page 19 Scheduled Work After Hours Page 19 Unauthorized Connection Page 19 Line Extension Charges Page 19 ENR Calculations Page 20 SECTION 6 - Fire Copy Fees Page 21 Report Fees Page 21 Fire Investigation and Fire Marshal Reports Page 21 Research Fee Page 21 Cost Recovery Page 21 Emergency Medical Services Page 22 Fire and Life Safety Page 22 Plan Checks Page 22 Other Page 22 First Aid/CPR Classes Page 22 Inspection Fees Page 22 Operational Permits Page 23 Construe! cn P tmir.s Page 23 page 7 Table of Contents Fire Systems Cover Up/Acceptance Test Inspection Page 23 Weed Abatement Page 23 Other - Apparel Items Page 23 SECTION 7 - Information Technology Installation Fees Page 25 Disconnect Fees Page 25 Truck Roll Page 25 Field Technician Hourly Rate Page 25 Consulting and Technical Support Hourly Rate Page 25 Non-City Employee Staff Screening Page 25 Fiber Service Installation Page 25 Ethernet Page 25 Static IP Address Page 25 Quality of Service Fee Page 25 Business Augmented Upload Package Page 26 Non-Return of Customer Premise Equipment (CPE) Devices Page 26 CATV Seasonal Reconnects & Disconnects Page 26 CATV House Amp Fee Page 26 Utility Billing Lobby Signage Fee Page 26 Cable Modem Rental Page 26 Non Return of Rented Modem at Closing of Account Page 26 Cable Modem Purchase Page 26 SECTION 8 - Municipal Court Court Administration Fees Page 27 Appeal Transcript Fee Page 27 City Attorney Deferred Sentence/Diversion Page 27 Civil Compromise Costs Page 27 Compliance Inspection Fee Page 27 Court Appointed Counsel Fees and Charges Page 27 Default Judgment Page 27 Discovery Fees Page 27 Diversion by Municipal Court Page 27 Unclassified and Specific Fine Violations Page 27 Extend/Amend City Attorney Deferred Sentence/Diversion Page 27 Failure to Appear for Bench Trial/Show Cause Hearing Page 27 Failure to Appear for Jury Trial Page 27 Forfeiture of Security Page 27 Non-Sufficient Funds Check Fee Page 27 Court Costs Page 27 Expunction Page 27 Show Cause Admission of Allegation Page 27 Bench Probation Fee Page 27 Warrant Page 27 Deme°+ Rage-2 7 SECTION 9 -Police Police Reports Page 27 Research Fee Page 27 Visa Letters Page 27 Finger Print Cards Page 27 Photographs (CD) Page 27 Audio Recordings Page 27 Mobil Audio Video Recordings (MAV) Page 27 Body Camera Video Page 27 page 7 Table of Contents Non-Sufficient Funds Check Fee Page 27 Impound/Tow Fee Page 27 Taxi Operator License Page 27 SECTION 10 - Public Works - Miscellaneous Fees & Charges Copy Fees Page 28 CPI & ENR Calculations Page 28 Plat & Plan Checks Page 28 Public Works/Engineering Inspections, Permit, Etc Page 29 GIS Data & Mapping Services Page 29 Sanitary Sewer Connection Fees Page 29 Water Connection Fees ....................................................................................Pages 29, 30 Cemetery Fees, Sales of Liners, Markers Page 30 Sexton Fees Page 30 Vases Page 32 Ashland Airport Fees Page 33 Lease Type A - City Owned - Rentals Page 33 Lease Type B - Ground Lease - City Owned Hangars Page 33 Lease Type C - Ground Lease - Privately Owned Hangars Page 33 Hangar Reservation Fees Page 33 Specialized Aviation Service Operations Fee Page 33 Mobile Service Providers (MSP) Airport User Fee Page 33 Freight Operations Page 33 SECTION 11 - Parks and Recreation Miscellaneous Fees and Charges Wedding Packages Page 34 Group Picnic Rentals Page 34 Deposits Page 34 Special Event Fees Page 34 Alcohol Fee Page 34 General Building Reservations Page 34 Field Usage Page 34 Calle Seating Page 35 Daniel Meyer Pool Page 35 Youth & Adult Recreation Programs, Ashland Rotary Centennial Ice Rink............ Page 35 Oak Knoll Golf Course Fees Page 36 Community Garden Fees Page 36 Nature Center School Programs Page 36 Nature Center Community Programs Page 36 Oak Knoll Golf Course Wedding Fees Page 36 Maps Page 36 SECTION 12 - List of Rates and Charges Set by Separate Resolutions System Development Charges Parks and Recreation Resolution Page 37 Transportation Resolution Page 37 Sewer Resolution Page 37 Storm Resolution Page 37 Water Resolution Page 37 Utilities Rates and Fees List of Resolutions AFN Resolution Page 37 Electric Resolution Page 37 Wastewater (Sewer) Resolution Page 37 Storm Drain Resolution Page 37 page 7 VIII i I Table of Contents Transportation Resolution Page 37 Water Resolution Page 37 SECTION 13 - Research Fee Research Fee Page 37 SECTION 14 - Attachments Community Development - Excavation Grading Fees - Exhibit A - Page 38 r I page 7 Administration; Administrative Services / Finance Administration Miscellaneous Fees and Charges Banners $125.00 each Administrative Services / Finance Miscellaneous Fees and Charges Administrative Billing Charge (up to 10%) Per Billing Business License Fees Initial Business License Application Fee Licensee shall pay a prorated fee of $10 for each month, $120.00 for first 2 employees' or portion of a month, remaining in the fiscal year from +$5.00 for each additional EE the date of the application with a minimum fee of $25.00 applicable to all businesses except for rental properties with fewer than 2 dwellings, pursuant to AMC 6.04.020.A. Temporary Business License Application Fee $25.00 Renewal Application Fee $75.00 for first 2 employees' $10.00 for each additional EE Late Application Fee $25.00 Late Renewal Fee (paid 30 days after the due date) 10%, minimum of $25.00 Reprint Business License $10.00 'Pursuant to AMC 6.04.020.F. Employee. Any individual who performs service for another individual or organization having the right to control the employee as to the services to be performed and as to the manner of performance. For purposes of this ordinance employee also means a licensed real estate sales person or associate real estate broker who engages in professional real estate activities only as an agent of a real estate broker or organization. Marijuana Dispensary Permit Fees Permit Application Fee Initial application -July 1 -June 30 $80.00 Applicant shall pay a prorated fee of $10 for each month, $10.001month or portion of a month, remaining in the fiscal year, from the date of the application with a minimum fee of $40.00 and an $80.00 maximum. Permit Renewal Fee Due each July 1 $60.00 Late Application Fee After the start of business $25.00 Late Renewal Fee (paid 30 days after the due date) 10%, minimum of $25.00 page 8 i i Administrative Services / Finance Utility Billing Miscellaneous Fees and Charges Administrative Fees: Notification of Pending Termination $10.00 Returned Check Charge $35.00 Reconnection Charge: During Business Hours $30.00 After Hours or Holidays $125.00 Service Connection: Normal working hours $10.00 Other Hours or Holidays $125.00 Parking Fees - as per Resolution 2016-14 Charging Fees for Electric Vehicles: $0.20/kWh Paid Parking Fees (where applicable): City structure or lot: 6:00 a.m. - 6:00 p.m. (or segment) $2.00 6:00 p.m. - 2:00 a.m. (per hour) $2.00 6:00 a.m. - 2:00 a.m. (maximum) $10.00 Parking permit (where applicable in City structure or lot) 6:00 a.m. - 6:00 p.m. Monday - Saturday (unless otherwise posted) $30.00 Other Downtown Parking Area Fees: Short Term (<30 minutes) unloading from "marked" business vehicle with flashers No charge Daily parking permit (Orange): 1 st day or fraction of day $10.00/day Additional days (limited to 5 days; no charge on Sunday or federal holidays) $2.00/day • Applicable permits/licenses must be current • Limit of two permits per business address at a time • Each permit is good for one parking space • Not applicable to handicapped or short term spaces equal to or less than 15 minutes, green loading zones, fire or other restricted areas. Parking Fines and Fees (city-wide): Basic fine for overtime, improperly parked, non-payment, etc. $22.00 Additional fine for receiving 3 or 4 tickets in a calendar year $25.00 Additional fine for receiving 5 or more tickets in a calendar year $50.00 Parking fine for Handicap Space violation $190.00 (or as set by state law) Disabling / Boot Removal Fee, available as negotiated by the City $85.00 with tow company for 24-hour availability page 9 n City Recorder City Recorder Miscellaneous Fees & Charges Copy Fees Black and White Copies Letter/Legal Single-Sided $ .20 each Black and White Copies Letter/Legal Double-Sided $ .40 each Black and White Copies Tabloid Single-Sided $ .40 each Black and White Copies Tabloid Double-Sided $ .80 each Color Copies Letter/Legal Single-Sided $1.50 each Color Copies Tabloid Single-Sided $3.00 each Audio Tapes CD/DVD/Cassette $5.00 each Liquor Licenses Temporary Liquor License (processing fee) $10.00 Liquor License (new processing fee) $100.00 Liquor License (change of ownership processing fee) $75.00 Annual Renewal Liquor License $35.00 Taxicab Licenses New Certification application (one-time processing fee) $250.00 Annual Renewal of Certificate $200.00 (per vehicle) Lien Searches (fees set by Ordinance 2385 in 1986) Routine Requests $20.00 Rush/Fax Requests $30.00 Elections (amount set by Resolution #2009-05) Required deposit for Citizens initiative $500.00 Street/Alley Vacations (filing fee set by Resolution 1994-24) Required deposit of fling fee $500.00 Ambulance Annual renewal fee $300.00 Annual ambulance fee (each vehicle) $100.00 Annexation Processing fee for County Department of Assessment $300.00 Research Fee Refer to Section 13, pg. 37 page 10 Planning / Community Development Planning / Community Development Miscellaneous Fees and Charges Pre-Application Conference $136.00 5139.00 Administration Actions Final Plat Review: Partitions* $136.00+$10/lot j.39.00+$11/lot Subdivisions* $346.00+$29/lot $354.00+$30/lot New Sign Permit $136.00+$2.60/sq. ft. $139.00+$2.70/sq. ft. Street Tree Removal Permit $29.00 $30.00 Replacement Sign Permit $29.00+$2.60/sq. ft. $30.00+$2.70/sq. ft. Home Occupation Permits $29.00 $30.00 Zoning permit (fence, accessory structure, etc.) $29.00 $30.00 Land Use Approval Extension Request $346.00 $354.00 Lot Line Adjustments $346.00 $354.00 Any other Administrative Action $346.00 $354.00 Type I Reviews Tree Removal Permit (not associated with another action) $29.00 $30.00 Solar Setback Variance $1,046.00 $1,071.00 Amendments to Conditions $1,046.00 $1,071.00 Physical & Environmental Constraints Permit $1,046.00 $1,071.00 Site Design Review - Accessory Residential Unit $680.00 $696.00 Conditional Use Permit (Type I only) $1,046.00 $1,071.00 Variance (Type I only) $1,046.00 $1,071.00 Residential Site Review $1,046.00+$69/unit $1,071.00+$71 /unit Final Plan Performance Standards $1,046.00+$69/unit $1,071.00+$71 /unit Land Partitions $1,046.00+$69/unit $1,071.00+$71 /unit Commercial Site Review $1,046.00+.5% of project value** $1,071.00+.5% of project value** Any other Type I Review $1,046.00 $1,071.00 Independent Review of Wireless Communication Facilities*** $5,000.00 $5,000.00 Type II Reviews Conditional Use Permit (Type II only) $2,099.00 $2,149.00 Variance (Type II only) $2,099.00 $2,149.00 Outline Plan or Preliminary Plat for Subdivisions $2,099.00+$140/lot $2,149.00+$143/lot Final Plan with Outline $2,795.00+$140/lot $2,862.00+$143/lot Commercial Site Review $2,099.00+.5% of project value** $2,149.00+.5% of : mj~,: va Any other Type II Review $2,099.00 $2.149.00 Independent Review of Wireless Communication Facilities*** $5,000.00 $5,000.00 *Does not include Public Works review fee, See pg. 28 **Project value includes the estimated valuation of all structures (per State of Oregon Building Code), as well as all related project site improvements, such as grading, paving, landscaping, bioswales, etc. ***The initial deposit required with an application for a new wireless communication facility that is not collocated is $5,000, and shall be used by the City for the costs of expert review of the application. If any time during the planning application process the account balance is less than $1,000, the Applicant shall upon notification by the City replenish the account so the balance is at least $5,000. The maximum total consultant fees to be charged to the Applicant shall be $10,000, and any unused portion of fee will be refunded. page 11 Planning / Community Development Type III Reviews Zone/Comprehensive Plan Map Change $2,795.00 $2,862.00 Comprehensive Plan Change $2,795.00 $2,862.00 Annexation $4,205.00 $4,306.00 Urban Growth Boundary Amendment $4,205.00 $4,306.00 Any other Type III Review $3,502.00 $3,586.00 Legislative Amendments Comprehensive Plan Map/Large Zoning Map Amendment $4,907.00 $5,025.00 Land Use Ordinance Amendment $4,907.00 $5,025.00 Comprehensive Plan Amendment $4,907.00 $5,025.00 City Sponsored Legislation (City Council Directive) $0.00 Appeals Appeal for initial Public Hearing $150.00 (Building Appeals Board/Demolition Review Board/Planning Commission) Appeal for Final Decision of City (Planning Commission or City Council) $325.00 I Solar Access Solar Access Permit (not a Solar Variance) $50.00+$10.00 per lot affected $51.00+$11.00 per lot affected Community Development Fee This fee is charged concurrently with Building Permit 1.2% (.012) of new construction Fees at the time of building permit application for all per building code definition building permits requiring a plan review. of valuation Community Development Copy Fees Copy Fees Black and White Copies Letter/Legal Single-Sided $ .20 each Black and White Copies Letter/Legal Double-Sided $ .40 each Black and White Copies Tabloid Single-Sided $ .40 each Black and White Copies Tabloid Double-Sided $ .80 each Color Copies Letter/Legal Single-Sided $1.50 each Color Copies Tabloid Single-Sided $3.00 each Prepared Documents Site Design & Use Standards $5.00 Street Tree Guide $5.00 Transportation Element $5.00 Downtown Plans (2001, 1998) $5.00 Street Standards Guide $5.00 Comprehensive Plan/Land Use Code $40.00 Research Fee Refer to Section 13, pg. 37 page 12 Planning ! Community Development Building Division Permit Fees for Commercial and Residential In accordance with OAR 918-050-0100: "Residential construction permit fees shall be calculated using the following methodologies. (c) Effective January 1, 2009, a structural permit fee for new construction and additions shall be calculated using the ]CC Building Valuation Data Table current April 1 of each year, multiplied by the square footage of the dwelling unit to determine the valuation. The valuation shall then be applied to the municipality's fee schedule to determine the permit fee. The plan review fee shall be based on a pre-determined percentage of the permit fee set by the municipality. (A) The square footage of a dwelling, addition, or garage shall be determined from outside exterior wall to outside exterior wall for each level. (B) The square footage of a carport, covered porch, or deck shall be calculated separately at fifty percent of the value of a private garage from the ]CC Building Valuation Data Table current as of April 1. (C) Permit fees for an alteration or repair shall be calculated based on the fair market value as determined by the Building Official, and then applying the valuation to the municipality's fee schedule. Commercial construction pernit fees shall be calculated using the following methodologies. (c) A structural permit fee shall be calculated by applying the valuation to the municipality's fee schedule with a set minimum fee. Valuation shall be the greater of either. (A) The valuation based on the ICC Building Valuation Table current as of April 1 of each year, using the occupancy and construction type as determined by the Building Official, multiplied by the square footage of the structure; or (B) The value as stated by the applicant and approved by the building official. (C) When the construction or occupancy does not fit the ICC Building Valuation Data Table, the valuation shall be determined by the Building-Official Wth input from the applicant" Building Permit Fees Total Value of Work Perforated $1.00 to $500.00 $10.00 $501.00 to $2,000.00 $10.00 for the first $500.00 plus $1.50 for each additional $100.00 or fraction thereof, to and, including $2,000.00 $2,001.00 to $25,000.00 $32.50 for the first $2,000.00 plus $6.00 for each additional $1,000.00 or fraction thereof, to and including $25,000.00 , $25,001.00 to $50,000.00 $170.50 for the first $25,000.00 plus $4.50 for each additional $1,000.00 or fraction thereof, to and including $50,000.00 $50,001.00 to $100,000.00 $283.00 for the first $50,000.00 plus $3.00 for each additional $1,000.00 or fraction thereof, to and including $100,000.00 $100,001.00 and up $433.00 for the first $100,000.00 plus $2.50 for each additional $1,000.00 or fraction thereof Plan Review Fee for Commercial and Residential Plan Review Fee A plan review fee equal to 65% of the structural permit fee shall be due at application Additional Plan Review Fee $65.00 per hour " Special Inspection Agreement (QAA) Review Fee $65.00 per hour Deferred Submittal Fee 65% of structural permit fee of deferred submittal valuation with a $50.00 minimum fee page 13 Planning / Community Development Miscellaneous Fees for Commercial Commercial Fire Sprinkler/Fire Suppression/ Total value of work performed Fire Alarm (structural permit fee) Commercial Fire Sprinkler/Fire Suppression/ 65% of structural permit fee Fire Ala" Plan Review Inspection Fees for Commercial and Residential Inspections forwhich no building permit applies (minimum 1 hour) $65.00 per hour; per inspector Re-inspection Fee $65.00 Inspections outside normal business hours (minimum 1 hour) $130.00 per hour; per inspector Temporary Certificate of Occupancy and Reapplication Fee (s) $56.00 Change of Occupancy Fees Special Inspection: Single Building $65.00 per hour, 1 hr minimum Multiple Buildings or Tenant Spaces in a building or on a single lot $65.00 per building, per inspector, per hour. 1 hour minimum Special Inspection Report $65.00 per hour Re-issued Certificate of Occupancy No Charge Demolition Fees Demolition Review Fee (non-exempt structures) $346.00 Demolition Permit Fee (per building) $65.00 page 14 Planning / Community Development Residential Plumbing Permit Fees New Residential Cost Each 1 bathroom/kitchen (includes: first 100 feet of waterlsewer lines; hose-bibs ice maker; under floor low-point drains; and rain-drain packages) $285.00 2 bathrooms/1 kitchen $345.00 3 bathrooms/1 kitchen $405.00 Each additional bathroom (over 3) $45.00 Each additional kitchen (over 1) $45.00 Remodel I Alterations Remodel / Alterations (minimum fee) $40.00 Each fixture, appurtenance, and first 100 ft. of piping $15.00 Miscellaneous Residential Minimum Fee $40.00 Piping or private storm drainage systems exceeding the first 100 fl. $22.00 Backfiow Assembly $15.00 Residential Fire Sprinkler (include plan review) $2.44 x total square footage of structure = Sprinkler Valuation. (use Building Permit Fees Valuation Table on page 13 for fee calculation) Manufactured Dwelling or Pre-Fab Connections to building sewer and water supply $50.00 RV and Manufactured Dwelling Parks Base fee (including the first 10 or fewer spaces) $150.00 Each additional 10 spaces $100.00 Commercial Plumbing Permit Fees Commercial. Industrial and Dwellings other than one. or two-family Minimum fee $40.00 Each fixture $15.00 Piping (based on number of feet) $0.7511t. Miscellaneous Minimum fee $40.00 Specialty fixtures $15.00 Re-inspection (no. of hrs. x fee per hour) $65.00 Special requested inspections (no. of hrs. x fee per hour) $65.00 Medical gas piping Minimum fee $50.00 Valuation $500 to $2,000 $50.00 + $5 per $100 of valuation Valuation $2,001 to $25,000 $125.00 + $18 per $100 of valuation Valuation $25,001 to $50,000 $540.00 + $14 per $100 of valuation Valuation $50,001 to $100,000 $890.00 + $9 per $100 of valuation Valuation greater than $100,000 $1,340.00 + $8 per $100 of valuation I page 15