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HomeMy WebLinkAbout2019-1001 Council Mtg MIN CITY OF ASHLAND MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL Tuesday, October 1, 2019 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 Mayor Stromberg called the Business Meeting to order at 7:00 PM. II. PLEDGE OF ALLEGIANCE III. ROLL CALL Councilors' Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen were present. IV. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced the current Commission and Committee vacancies. V. CITY ADMINISTRATOR REPORT None. VI. APPROVAL OF MINUTES 1. Business Meeting of September 17, 2019 Rosenthal/Slattery moved to approve the minutes. Discussion: None. All Ayes. Motion passed unanimously. VII. SPECIAL PRESENTATIONS & AWARDS 1. Proclamation for Indigenous Peoples' Day Councilor Slattery read the Proclamation into the record (see attached). 2. Annual Presentation by the Public Arts Commission Staff Liaison Aaron Anderson introduced Chair Sandra Friend. Ms. Friend presented the Public Arts Commission yearly update (see attached). Rosenthal thanked Ms. Friend for all of her work on the Commission. Jensen also thanked Ms. Friend for her vision, passion, organization and inspiration. It was announced that Ms. Friend would be resigning from the Commission in April. Ms. Friend thanked Council and Staff for their support. 3. Presentation on Emergency Communication of Southern Oregon Bond Issue Police Chief O'Meara introduced ECSO Director Margie Moulin and retired Talent Police Chief Mike Moran. Ms. Moulin and Mr. Moran presented Council with a PowerPoint presentation (see attached). Items discussed were: • ECSO agencies. • History. • Next steps. • Reasons for the replacement. • Issues with the current equipment. • Alternative Systems. • Cost Comparisons for each alternative. • Financial implications. • How long the new equipment will last. VIII. MINUTES OF BOARDS, COMMISSIONS, AND COMMITTEES Airport Conservation Forest Lands Historic Housin and Human Srvs. Parks &Recreation Planning Public Arts Transportation Tree Wildfire Mitigation IX. 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 maxirn11n1] Huelz Hutcheon - Ashland - Spoke regarding the climate crisis. He spoke to the importance of education. X. CONSENT AGENDA 1. Resolution 2019-29 Changing the Name of Norton Street to Mourning Dove Lane 2. Approval of Special Procurement for Riparian Restoration at Roca Creek Sediment Basin Graham/Jensen moved to approve the Consent Agenda. Discussion: None. All Ayes. Motion passed unanimously. XI. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the Council, unless the Council, by a two-thirds vote of those present, extends the hearing(s) until up to 10:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.) XII. UNFINISHED BUSINESS XIII. NEW AND MISCELLANEOUS BUSINESS 1. Award of a Professional Services Contract; Phase 2, Final Engineering for a New 7.5 Million Gallon per Day Water Treatment Plant Deputy Public Works Director Scott Fleury gave a brief background on the topic. Mr. Fleury introduced HDIZ Senior Project Manager Pierre Kwan and went over a PowerPoint presentation (see attached). Items discussed were: • Final Engineering process. • History of Council actions. • Changes from 2012 to current. • Financing. • Solar Analysis. • Ways to reduce pumping. • Energy savings. • What will happen to the existing plant. • Safety requirements. • Trail possibilities. Mayor Stromberg introduced Jackson County Commissioner John Swanser. i Mr. Kwan went over the Envision Plans. He spoke that even without having the plan the City can still advertise ways that the project addresses climate energy action plan. Public Input Dr. Carol Voisin - Ashland - Dr. Voisin read a statement into the record regarding concerns of the Waste Water Treatment Plant (see attached). Council discussed the safety of the new Water Treatment Plant in comparison to the current Water Treatment Plant. Jensen/Rosenthal moved to approve a professional services contract with HDR Engineering Inc. in the amount of $3,662,659 for phase 2; final design of a new 7.5 MGD water treatment plant. Discussion: Jensen spoke that this has been more than significantly presented with confidence. Ile spoke that the Public Works Department has done a great job and he spoke to the importance of this project for the future. Rosenthal spoke that this is something that is in the City's best interest for the long term. Graham/Slattery moved to amend the motion to direct Staff to look into the ISI's Envision Program standards at the platinum level with a primary focus on energy efficiency & generation; and to bring back information of options for what would need to be done to meet these standards at the 60% design level. Discussion: Graham spoke to the importance of the energy piece to this project. Slattery agreed with Graham. Graham clarified that she would like information about the different ways to get to the platinum level. Roll Call Vote to the amendment: Akins, Graham, Slattery, Rosenthal, Jensen and Seffinger: YES. Motion passed unanimously. Roll Call Vote to the main motion: Jensen, Seffinger, Akins, Graham, Slattery and Rosenthal: YES. Motion passed unanimously. Public Works Director Paula Brown thanked Council and Staff. XIV. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Addendum to City Administrator Employment Contract Madding gave a Staff report. She explained that there is currently no policy for situations like this and suggested bringing back a policy before making this decision of a 5% pay increase. She spoke that there are other employees that have also taken on additional workloads due to budget cuts and would like to be fair to everyone. Rosenthal explained that the Council has one direct report which is the City Administrator and currently she is doing two full-time jobs. He spoke in support of a pay increase. RosenthaUJensen moved to approve an Addendum to the City Administrator's Employment Contract adding five percent compensation for added fiscal management responsibilities in the absence of an Administrative Services/Finance Director. And directed Staff to bring back an Acting Out of Class Pay Policy. Discussion: Rosenthal spoke in support of the motion. Graham thanked Madding for her integrity. She spoke that the City is fortunate to have someone step up in these situations and the importance that it is short-term. Madding spoke that if this motion passes Staff would be bringing back a policy as soon as possible. She explained the importance of fairness and equity for all Staff. Slattery spoke in support of the motion. Roll Call Vote: Slattery, Graham, Akins, Seffinger, Rosenthal and Jensen: YES. Motion passed unanimously. 2. Second Reading of Ordinance 3181; An Ordinance Relating to Rules of City Council Amending Start and End Times for Business Meeting in AMC 2.04.020 and 2.04.050 Slattery/Seffinger move to approve Ordinance No. 3181, changing the start time of Council Business meetings to 6:00 p.m. and changing the end time to 9:30 unless a motion, or any amendment to the motion has been made and seconded, then deliberation on the motion could continue to 9:40 p.m. at which time the motion would be voted on. Discussion: Rosenthal questioned how this will be publicized. Madding explained that Staff would advertise in all ways possible. Roll Call Vote: Jensen. Rosenthal, Seffinger, Akins. Slattery and Graham: YES. Motion passed unanimously. XV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Graham - Ix express is operational RVTD. Rosenthal miss next meeting. XVI. ADJOURNMENT OF BUSINESS MEETING The Business Meeting was adjourned at 9:30 I'M. Respectfully sub itte City Recorder Melissa Huhtala Attest: Mayor Stromberg In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I). I I I PROCLAMATION NOW THEREFORE, THE City Council and Mayor, on behalf of the citizens of Ashland, hereby proclaim October 14, 2019, as: • The City Council of the City of Ashland recognizes that the Indigenous "Indigenous Peoples' Day" Peoples of the lands (later known as the Americas) have lived on these lands since time immemorial. in the City of Ashland and encourage all residents, businesses, organizations and • The City Council honors the fact that the community of Ashland is built public institutions to acknowledge, honor, value and celebrate Indigenous upon the traditional homelands of the Takelma, Shasta and Klamath Basin Peoples' historic and current contributions locally and beyond, while also recognizing the ongoing and interconnected struggles of all Indigenous Peoples and affirms the legal rights of the nine federally recognized tribal communities locally and beyond. nations in the State of Oregon and all Indigenous Peoples everywhere. • Indigenous Peoples' Day was first proposed in 1977 by a delegation of Signed this 1 s` day of October, 2019. Native Nations to the United Nations sponsored International Conference on Discrimination Against Indigenous populations in the Americas. • The City of Ashland is committed to protecting and advocating forjustice, John Stromberg, Mayor human rights, and the dignity of all people who live, work and visit in Ashland, and to supporting the principles contained in the United Nations Declaration on the Rights of Indigenous Peoples (the "Declaration") endorsed by the United States on December 16, 2010. Melissa Huhtala, City Recorder • The Declaration recognizes the right of Indigenous Peoples "to the dignity and diversity of their cultures, traditions, histories and aspirations which shall be appropriately reflected in education and public information," and places an obligation on States to "take effective measures, in consultation and cooperation with the Indigenous Peoples concerned, to combat prejudice and eliminate discrimination and to promote tolerance, understanding and good relations among Indigenous Peoples and all other segments of society". • On August I s`, 2017, the Ashland City Council unanimously approved a resolution establishing the second Monday in October as Indigenous Peoples' Day as an opportunity for the community to reflect on the ongoing struggles of Indigenous People of this land, to celebrate the thriving cultures and values of the Indigenous Peoples of our region, and to stand in solidarity with Indigenous Peoples everywhere • Furthermore, the resolution encourages other businesses, organizations and public institutions to recognize Indigenous Peoples' Day in Ashland the second Monday of each October. 2019 Annual Report, Public Arts Commission formalizing a timeline for a Final Project Review by the Commission prior to requesting the Council to accept public art into the city's Public Art Collection, and Y Speaking on behalf of the Public Arts Commission, we appreciate this opportunity to report on the creating a design standard for plaques installed with public art projects. Commission's work and projects this past year, and to also describe our focus for the year ahead. Y A third major Commission goal calls for expanding the awareness of public art. ➢ May I first introduce the members of the Commission who are here this evening..... Two years ago we launched, and are now counting down to completion, the creation of a visual presentation to communicate the Power ofPublic Art. Y Each year the PAC creates a new Work Plan based on goals outlined in our 3-year Strategic Plan. Two of our talented commissioners have developed a dynamic and informative digital presentation with a huge WOW factor that illustrates how public art can The major project from this past year's Work Plan has been to support a team of six commissioners from ignite the imagination, the Public Arts Commission and the Historic Commission working together to develop a Council- serve as a place-making tool, approved project that we call Marking Ashland Places [the MAP project]. become a stimulus for thought and discourse. encourage public engagement, When we offered our report last year, we were just initiating this historic express local identity, and site marker project, the purpose of which is to provide a connection to the provide an iconic sense of place. history of Ashland on today's landscape. The Commission would offer to schedule our final dre~s rehearsal as a presentation to the The vision for this large multi-phased project is Council after the first of the year. We then plan to offer presentations to various community to create hub sites in each of the four Nationally Registered Historic Districts in which to locate a groups and organizations in Ashland and around the valley, piece of contemporary, historic-themed, site-specific sculpture. Included at each hub site will be information about why the site was important in the development Y Our goal of strengthening relationships with other commissions was aided by the opportunity to work of each historic district. with the Parks and Recreation Commission on two issues: we reviewed an application and jointly Branching off from each hub site will be spoke sites. consulted on a location for a sculpture to be sited within Lithia Park, and also secured approval from the The spoke sites, designated by site markers, will highlight the important places, events and people commission to locate our first hub sculpture in Railroad Park. connected with each specific district. These spoke sites have been the focus of the first phase of the project. Y Looking forward, the commission will meet in November to develop the 2019-2020 work plan which will include: The MAP project team identified the Railroad district in which to launch this project, and has spent this phase II of the MAP project in which we will seek an artist to create the hub sculpture for the past year researching specific sites and Railroad district. opportunities for site markers. The team determined that the markers in this district are to be approximately 36" diameter Y Other Goals on which we expect to strategize this next year include: bronze medallions to be installed in the concrete at 5 sites within the district. identifying locations and opportunities for future public art projects, and These bronze medallions will be designed to contain short narratives with artistic representations supporting public art opportunities for regional artists. of the historic significance of each site. A URL will be incorporated within each medallion to take a viewer to a Story Map site within In closing, we again thank you for your continued support and confidence in our work and the opportunity to be the City website. of service to our community. Based on the response to an RFP issued in July, the MAP project team has asked the city to accept a proposal and to contract with Masterworks Plaques, an industry leader in the design and fabrication of customized metal plaques and medallions. • Installation of the site marker medallions will happen in the spring of 2020. Y Another PAC goal is to review, update and expand Commission processes. This past year, the commission created standardized templates for Requests for Qualifications and Requests for Proposals for public art projects. These templates, available for projects undertaken by current and future commissions, can be individually modified to address the variety of projects for which the commission seeks artists. Y We are also on track to complete other strategies described in this goal including: creating a framework for disseminating public art information, Emergency Communications of Southern Oregon Radio Infrastructure Project Ashland City Council October 1, 2019 P7 - .LJ I I ECSO Radio Project Objective • The primary objective is to design and obtain a system that provides critical mobile and portable on-street coverage across the county, and improves interoperability with adjacent Counties and other agencies. i r ECSO Agencies (who will this help) • Jackson County City of Jacksonville o Sheriff's Department o Police & Fire • City of Rogue River o County Services/Animal Control it Police o County Roads City of Butte Falls o Airport Fire o Police & Fire • City of Medford Police & Fire Rogue River Rural Fire • Fire District #3 • City of Ashland Fire District #4 o Police & Fire Fire District #5 • City of Central Point Fire District 46 o Police Fire District #9 • City of Eagle Point Greensprings Fire Department • Lake Creek Rural Fire o Police Prospect Fire Department • City of Talent o Police Crater Lake National Park • City of Phoenix U.S. Forest Service o Police Bureau of Land Management • Southern Oregon University History • FCC Mandated Narrowbanding 2010 • Department of Homeland Security, Office of Emergency Communications, Interoperable Communications Technical Assistance Program (DHS- OEC/ICTAP) Report - 2014 FCSO Radio Task Ford 201.5 • Federal Engineering Preliminary Conceptual Design - 2017 Surveys • Jackson County Commissioners agreement to carry Bond {{k,r What is the need • The existing Emergency Radio Communications System serving all of Jackson County emergency responders and other public users was built using 1990s technology and is fast approaching obsolescence. The analog components of the system are beyond end of life and there is little vendor support remaining. It will take approximately three years to install a replacement system. ® (RTF) "In summary, the radio system must be upgraded to meet the diverse needs of the community. Presently, the radio system cannot comply with the ever-changing technologies and increased demand. The system is in a precarious state of possible catastrophic failure due to equipment reaching end-of-life cycles and parts needed for maintenance being no longer available. Therefore, it is absolutely essential that the solution be implemented by the most efficient and effective means." • 'd~'a ear i Why does it need replacing? • Safety of the field users and the public • End of life of existing analog system • Need to transition to current digital technology • Need to ensure ongoing system compatibility and interoperability • Need to respond to population growth • Issues Do you utilize a cell phone that is 12 - 16 years old? How many people do? There are 5 primary reasons why our communication systems require replacement: • 1. End of Life: The existing analog radio system components are already beyond their end of life/end of support or will become unsupported by the vendors in the near future, or the "End of Life". • 2. Transition to Digital Technology: Whether its smart phones, TV's, or public safety radios the industry and the technology they invent and market has converted to digital. In order to meet nationally recognized APCO interoperable standards for Public Safety Communications, future, and current equipment is all based upon current digital technologies i • Issues • 3. Interoperability: The ability of public safety responders to share information via voice and data communications systems, on demand, in real time, when needed, and as authorized. • 4. Population Growth - With the population expansion into rural areas over the last 20 years in Jackson County, additional radio coverage is required. • 5. System Coverage - The existing communication system has multiple areas within Jackson County that have limited, or no coverage. This Was exacerbated by the CC Mandate in 2C .v to narrowband all frequencies, at which time we lost further coverage due to having an analog system. Digital has been implemented on two frequencies with Medford Police, however, due to the outdated console systems in dispatch, voice must be translated from analog to digital, and back, causing decreased clarity in voice communication. i Alternative Systems • Alternative 1 o VHF P25 Phase 1 standards based architecture with 12 TX/RX and 6 RX only sites using 6 channels in a trunked, simulcast configuration enabling interoperability between P25 radios regardless of manufacturer. • Alternative 2 o 700 MHz P25 Phase 2 system (with multiple simulcast cells and 45 TX/RX sites) that provides the users with increased in-building penetration compared to the VHF alternative, and an easier migration to the new system. • Alternative 3 o VHF P25 Phase 2 system with the same sites as Alternative 1, using 5-channels in a trunked simulcast configuration that enables P25 interoperability between P25 radios regardless of manufacturer. Alternative 3 All alternatives provide enhanced countywide coverage, increased capacity, and improved interoperability. Based on size and cost of the systems, Federal Engineering recommends Alternative 3. • Significantly less than the 700 MHz alternative 2 • Double the talk path of Alternative 1 • Redundancy, backhaul, and backup capabilities at the core and dispatch sites • Better coverage in forested areas of rugged terrain in remote areas of the county. • One round of project funding, whereas Alternative 1 (P25 Phase 1) would require 2 rounds - once for the initial deployment of the system, and a second when the upgrade to Phase 2 is implemented. Cost Comparison F Alternative Cost Estimate Comparison Category Alternative 1 Alternative 2 Alternative 3 P25 Radio System $8,304,000 $26,505,000 $10,785,000 Dispatch System $1,921,000 $1,921,000 $2,399,000 Microwave System $4,755,000 $10,857,000 $4,983,000 Site Improvements $4,691,000 $23,565,000 $4,813,000 Subscriber Equipment $1,754,000 $5,370,000 $4,967,000 Total $21,425,000 $68,218,000 $27,947,000 Financial Implications • The cost of the Emergency Radio System Replacement is $28 million, to be financed by a 20 year General Obligation Bond if approved by voters on November 5th. • The cost per $100,000 of Assessed Value would be $9.00. s Conclusion LEGAL/POLICY REQUIREMENTS: • The replacement emergency radio system will meet nationally recognized Association of Public Safety Communications Officials (APCO) interoperability standards (P25). Safety: • The primary purpose of all public safety agencies, is to maintain the safety of our citizens and visitors to Jackson County. Without the means to clearly communicate through a mission critical radio infrastructure, the safety of both our citizens, and our public safety personnel are at risk. v I Questions? n, a ;Y {.y t ps'J ,Va. M r . ME y i! 7.5 MGD Water Treatment Plant Final Engineering Final Engineering Scope of Services ►Final Engineering ►Final Plans and Specifications ►Permitting ►Prepare and Submit Permit Applications ►Bid Support ►Review and Recommend Award of Contract i Council Actions ► April 17, 2012 Adopted of Water Master Plan ► April 7, 2015 Capital Improvement Program ► June 16, 2015 Biennium Budget Adoption ► June 7, 2016 Infrastructure Finance Authority Funding Resolution ► December 6, 2016 2.6 MG Storage Reservoir Reimbursement Resolution ► March 21, 2017 2.5 MGD Water Treatment Plant Preliminary Engineering Council Actions ► November 6, 2017 Water Treatment Plant Project Review ► April 2, 2018 Water Treatment Plan Next Steps ► October 2, 2018 Preliminary Engineering 7.5 MGD Water Treatment Plant ► April 2, 2019 2019-2039 Capital Improvement Program ► June 4, 2019 2019-21 Biennium Budget Approval ► June 4, 2019 Fiscal Year 2020 Water Rates ► August 5, 2019 7.5 MGD Water Treatment Plan Project Udpate Financing ► I of rastructure Financing Authority ►Existing Loan ►Cash on Hand ►Additional Borrowing 4 l Questions? a • v-4 Statement to City Council Business Meeting - October 1, 2019 We know more about whistleblowers than we ever knew before because of what is happening nationally. We also know that Ashland has its whistleblower. He has not been called upon to tell his story. This whistleblower is a certified engineer who wrote a letter to the city administrator and city attorney about the new water treatment plant which resulted in his being fired. He sued the city of Ashland in federal court and a jury of six unanimously supported his case against the city. Even though the city appealed the decision, a judge dismissed the appeal. All of this is public information. He has yet been called upon to tell his story. i In his letter, the whistleblower outlined his concerns and his remedies for the plans of the new water treatment plant. This council should hear from him during a public meeting. Two of his concerns also concern me because they remain unanswered by staff. First, the selection of the site for the new plant needs a more careful vetting which means an indepth Geo Tech LIDAR analysis including soil analysis by a certified geo engineer. Second, the alternative of upgrading the current water treatment plant needs to be compared to plans for the new plant at each stage of planning. Here is why these two should be held in contrast; the current plant is good to go for 20 additional years with upgrades costing $6 million; the new plant will provide 3X the water needed now at a cost of $36 million. Let's keep this comparison before the public. Delaying the decision for final engineering plans seems prudent for these reasons: 1. An updated water master plan is needed; it was supposed to be completed in the summer of 2018 and decisions should wait until the plan is completed. A big picture is essential before committing to a $36 million water infrastructure project. 2. According to staff reports, Ashland's growth in 20 years will increase 5,000-10,000, so let's begin plans for a new plant in ten years when there will be more residents to pay for its expense. At least, discuss the idea with all new data gathered including the master plan. 3. Two commissions, Conservation Commission and Climate Policy Commission, are asking for a delay because a comprehensive report on the materials and construction carbon foot print must be presented before going forward. I request that the council hear in public from the whistleblower. I also request that the final engineering plans for the new water treatment plant be delayed. I Submitted by Carol Voisin, civoisin@yahoo.com Ashland