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Home My WebLink About2023-10-16 Study SessionrnailE Ccyolttii i cl'�il 11. S "t u d y, S e s s o n A g e r�� d a ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, October 16,2023 Council Chambers, 1175 E Main Street View on Channel 9 or Channels 180 and 181 (Charter Communications) or live stream via rvtv.sou.edu select RVTV Prime. HELD HYBRID (In -Person or Zoom Meeting Access) Public testimony will be accepted for both general public forum items and agenda items. Please complete the online Public Testimony Form (ashiand.or.us/council), for WRITTEN and ELECTRONIC testimony only. Indicate on the Public Testimony Form if you wish to provide WRITTEN testimony, or if you wish to speak ELECTRONICALLY during the meeting. Please submit your testimony no later than 10 a.m, the day of the meeting. 5:30 p.m. Study Session 1. Public Input (up to 15 minutes) 2. Revenue Study Overview 3. Charter Amendments Discussion 4. Adjournment of Study Session In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Manager'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). Page 1 of I SUMMARY Discuss and receive Council guidance onareas offocus that Staff and Consultant will work together oninterms of the City's revenue options for bolstering, supporting, and sustaining our long-term economic well-being. POLICIES, PLANS & GOALS SUPPORTED Council Vision: Ashland is a resilient, sustainable community, Council Priority: Economic Development including ensuring City processes such as planning are supportive of attracting new business and supporting those already here; Affordability. Council Values: Community affordability; Quality oflife that underpins theCitv's economic vibrancy; Excellence in governance and city services; Sustainability through creativity, affordability and rightsized service delivery. BACKGROUND AND ADDITIONAL INFORMATION EooNorihvvest/EnoNVVlwas the consultant for the Ashland Chamber VfCornrnerce'sEconomic Diversification Study (September 2022) and the City of Ashland Housing Production Strategy (May 2023). Their extensive work in these areas translated into strategies and actions that both the Chamber and the Planning Department have implemented and are continuing to implement, both good launch points for the Revenue Study. While reviewing the City's needs in terms of its current revenue streams, Staff believes an integrative approach with other City initiatives is necessary to ensure cohesive and effective outcomes. Using recent and available data and resources, we will discuss various paths on which to focus in order to arrive at actionable steps. Working with oconsultant, potentially EcoNW, the goal of this work is to develop a course of action that will not only strengthen the City's revenue streams but also secure its long-term financial viability through a number of City initiatives, including efforts by Planning in their Economic Opportunities Analysis and Facilities with their Facilities Optimization Plan. For this reason, the Revenue Study is necessary as it speaks to other income sources not addressed bvPlanning and Facilities. This study session assists indeMningthefocuo-weviU|ookotcos recovery options, establishing odistrict, business/industry advancement, among others. page/of 2 JI Fri FISCAL IMPACTS The approved budget for consulting services for this work is $58,200 for the BN23-25. SUGGESTED NEXT STEPS Council will confirm Staff and Consultant focus for the Revenue Study. REFERENCES & ATTACHMENTS N/A Page 2 of 2 Charter Amendment Discussion Agenda item From Joesph Lessard City Manager Requested by Council E Update 0 Request for Direction rX Presentation El Item Type Consent 0 Public Hearing El New Business El Old Business El SUMMARY Over time the City's operational requirements have changed creating a need to update sections of the City Charter. At the request of Council, staff has reviewed prior Charter Commission recommendations and current internal processes finding two areas for addressing within the charter that relate to its following articles: ° Article l4- Chief ofPolice: Powers and Duties, Section 2 " Article 3 - Elective Officers and Article 6 - Recorder Staff recommends, due tooperational needs, that Council begin consideration ofplacing two ballot items onthe upcoming spring ballot to: l\ Update the language in Article 14, Section 2 allowing the Chief of Police to designate an officer to attend City Council meetings and act in his/her stead as Sergeant -at -Arms; and »\ Remove the City Recorder as an elected official and any article provisions related to the duties of that role in recognition of the substantial reduction in the position's responsibilities to become solely administrative innature. If the Charter amendment to the Recorder's office passes, a City staff member would take on the City Recorder role, aligning hmore closely with the evolving nature ofthe position, which over time, has tronallonedfrom one that primarily involved discretionary functions to one predominantly focused on administrative responsibilities. The Recorder position will be under the supervision of the office of management to ensure timeliness and professionalism befitting for the City ofAshland. POLICIES, PLANS & GOALS SUPPORTED Excellence ingovernance and City Services. Sustainability through creativity, affordability, and right sized service delivery. BACKGROUND AND ADDITIONAL INFORMATION Article 14-Chief mfPolice: Powers and Duties, Section 2 This article states: "The Chief of Police shall attend all meetings of the City Council and perform the duties of the Sergeant -at -Arms of that body..." Staff has determined this language in the Charter is too restrictive and recommends the Charter be amended to state The Chief of Police, or their designee.Thiawonjingwou|do||ow the Chief of Police the discretion to make operational decisions for the department based on needs and staffing and a||ovv greater flexibility tothe Chief of Police regarding work schedule. Page)ofa Article 3-Elective Officers and Article 6-Recorder These articles outline the Recorder as an elected position, term, powers and duties, vacancy, and absence guidelines. Staff has determined the following: Ashland is unique in that no other City recorders in the area are elected. ° The duties ofthis position have changed over time particularly inregard tofinancial duties. The Recorder nolonger conducts audits nor performs fund accounting for the City. ° The City is in need of a trained position filled by an individual who can complete records requests & management, records retention, licensing needs and council duties in a thorough and timely manner. • This position as an elected officer presents considerable risk to the City of job duties are unfulfilled or completed in a manner not in accordance with state law. ° The job duties ofthe recorder dVnot need tobedone bvonelected official. The League of Oregon Cities did research in 2016 and found that Ashland, Elgin, Jacksonville and Prescott were the only cities in the entire state that had elected recorders. FISCAL IMPACTS Article l4 - Chierof Police: Powers and Duties, Section 2 No fiscal impact Article 3-Elective Officers and Artideb-Rouordoc Human Resources will need tuconduct othorough review of job description to include duties and research comparable cities wages. General research was conducted on recorder wages and the following was found: City Population Low Salary High Salary Elected Along with ensuring efficiencies within the office by tronsitioningthe position too professionalposition, there is potential for long-term salary savings to better align job responsibilities and eo|ory bvtn]noitioning this position to a non -elected position. More research will need to be done if this position is removed from the charter to determine role and responsibilities and commensurate salary. 2O24Spring E|ectonCosL Nofiscal impact hothe City ofAshland. The Clerk ofthe City Council Pro Tern has contacted the Jackson County elections Office and confirmed that when oballot measure iaincluded ino Primary or General Election in even numbered years, the County Clerk budgets and pays for election costs. SUGGESTED NEXT STEPS Provide staff with direction to return to Council with potential timeline and ballot language of potential charter changes to be considered for spring election ballot measures. REFERENCES & ATTACHMENTS ° City Charter - Article 3Elective Officers ~ CitvChorter-ArtideGReoonJer * CityChortor- Article l4Chief ofPolice: Powers and Duties Page nofo ��r,," ARTICLE 3 Elective Officer Section 1. Elective Officers The elective officers of the City shall be: a Mayor, Recorder, six (6) Council Members, five (5) Park Commissioners and a Municipal Judge. (Charter amendment 5-23-78) Section 2. Qualifications All elective officers except the Municipal Judge shall be residents and qualified voters in the City. (Charter amendment 5-23-78). Sectiou 3. Salaries Any change in the amount of tile present compensation received by elective officers, except for the Recorder and Municipal Judge, shall be subillitted to the vote of the people; however, the ,salary of the elected Recorder shall be in tile amount being paid in 1974 and be adjusted starting with the fiscal year 1974-75 in the same percentage as the average salary adjustments of the other supervisory employees and department heads of the City of Ashland; ftirther, the salary of the Municipal Judge will initially be the same as for the year 1978-79 and thereafter to be adjusted in the same percentage as the average salary adjustment of the other supervisory employees and department heads of the City of Ashland. (Charter amendment 5-23-78). Section 4. Vacancies An office shall be deemed vacant upon the incumbent's death; adjudicated incompetence; conviction of a felony; other offense pertaining to his/her office, or unlawful destruction of public records; resignation; recall from off -ice or ceasing to possess the qualifications for the office.; or, in ' tile case of the Mayor or Council Member, upon his/her absence from the City for thirty (30) days without the consent of the Council or upon his/her absence from meetings of the Council for sixty (60) days without like consent, and subsequent declaration of the vacancy by a two-thirds affirmative vote of the Council. A vacant elect ' ive office in the City shall be filled within sixty (60) days by the Council electing some qualified person to fill such vacancy. The appointee's term of office shall begin immediately upon appointment and shall continue until a successor, elected at the next biennial election, takes office for the unexpired term. The Council shall have the power, by 'a two-thirds affirmative vote, to expel any inernber of the Council for disorderly conduct in Council or inattention to duties, No Council member shall be expelled without notice and a hearing by the Council. Section 5. Term The term of all elective officers shall begin the first day of January following their election, Section 6. Interest in City Contracts During the term of office, no elective officer shall violate any provision of the State of Oregon Code of Ethics as contained in ORS Chapter 244, (Amended by vote I I - 8-94) ARTICLE 6 Recorder Section 1. Term The Recorder in office at the time this Charter takes effect shall continue In office until the end of his/her term of office as fixed by the Charter of the City in effect at the time this Charter is adopted. At each biennial general election held in 1970, and every fourth year thereafter, a Recorder shall be elected for a term of four (4) years. Section 2. Powers and Duties The Recorder shall act as Clerk of the Council and shall keep plain and correct records of all business and proceedings of the Council. Fle/she shall maintain a file of all papers presented to him/her officially, and safely keep all files, records and papers of the corporation pertaining to his/her office, and these shall be open to the public. At the expiration of his/her term of office, he/she shall turn over to histher successor any and all records, books, and papers pertaining to said office. The Recorder must draw all orders for the proper payment of monies against the proper funds that have been appropriated by the City Council, and, together with the Mayor, sign the same. He/she may make periodic audits of all City accounting records. The Recorder, shall, as soon as the Council shall make a general levy of the taxes for the city, certify the same, together with any and all special benefits and assessments then due, to the Clerk of the County Court. The Recorder shall record, in a book to be kept for that purpose, all ordinances and resolutions passed by the City Council, and the sarric shall be signed by the Recorder, as well as signed and approved by the Mayor therein, Section 3. Vacancy A willful absence of the Recorder from the City for more than thirty (30) days without the consent of the Council, carelessness or inattention to the duties of the Recorder, shall be grounds for the Council to declare the office vacant; and it may fill such vacancy in the same manner as vacancies in the office of Council members are filled. Section 4. Absence In the Recorder's absence, the Mayor shall appoint a Clerk of the Council Pro Tern who, while acting in that capacity, shall have all the authority and duties of the Recorder. ARTICLE 14 Chief of Police: PoNvers and Duties Sectiou 1. The Chief of Police shall be the conservator of the peace within the limits of the City of Ashland and, in addition to the authority vested in hin-i/her by the City Council, fie/she shall have the authority and jurisdiction of a constable, and shall qualify and discharge the duties of constable, in the same manner and to the same effect as required of constables under the statutes of this State. He/she shall, within the County of Jackson, arrest any and all persons guilty of any breach of the, peace committed in his/her presence, and take them before the judge of the City Court, or some Justice of the Peace for trial. He/she shall also have the power, under any warrant from the Judge, or any Justice of the Peace, to arrest any person in any part of the State of Oregon for any criminal offense or the violation of any City ordinance and, in case the Council shall establish a police force for the City, he/she shall by virtue of his/her office be Chief of such force. Section 2. The Chief of Police shall attend all meetings of the City Council, and perform the duties of the Sergeant-at-Arnis of that body, watch over, care for and preserve all the City property and good morals of the City; and it shall be his/her duty, and the duty of any and all police officers, to see that all the laws and ordinances of the City, and the provisions of this Charter, are enforced, to file complaint with the City Judge against any persons violating any of the provisions of this Charter, or the laws or ordinances of the City; and a failure or neglect to faithfully perform any or all of such duties shall be cause for removal from office by the City Council. 10/ 1 r,-/ 2 0 2 3 What Does the Data "Tell Us Aggregate market value is very , comparatively Aggregate resident income is 11 Population growth is �,, ,, I High on Tourism industry Sources - R Charnber's Econornic Diversif(cotion Study - Sept 2022 (t)y Ecor*jw) N City of Ashlan:i PIOL]Sir'!g Probuction Strategy -- May 2023 ([,.)y EconN\N) N Moody's Anrft]0ReDort on Ash k-And Sept 2023 3 Ecoi'-iomic SLIstai��r)a�bility/Du�r'cibility I -ens Affordable Housing I Housing Production Strategy Higher Paying Jobs Business/Industry Advancement operational Effectiveness I Facilities Optimization Plan Cost'Recovery & Financing Options Bever "'due Study Planning Dept Facilities City Manager's Finance E! K City's Cohesive Approacl ) ❖ Overall Goal - Long -Term Financial Stability • Collaboration among departments • Mitigate potential volatility ✓ Diversity is key o In jobs/industry, housing, tourism offerings, demographics ❖ Revenue Study's Purpose: • Support the overall goal of Long -Term Financial Stability • Ensure that any new implementation improves and strengthens the City's financial foundation • Consider overall infrastructure - be planful and mindful of all our resources 5 Major Revenue Streams by Year ASUMOM 12,000,00 City of Ashland ReVeIlLjWWII, 'T'reiids 8,0100,oro 1,000,000 4,00OX0 �' � � �(� �f � fr ;` Iwo; I UVk �l� i ��l < ell /�11" ��c u Psop,tv To F fJi F .ui, E V, r Tnie AWW%, F-A 9, R ew,, r, r ram,c,It L'Ap k, 1,,,bJ,q,, F,,,, Nvnng F1,4 MWea ,n, . . venue Ta Tu 02018 1112019 , �.WG 22021 uG.022 6202.,r A K (�ity of AsNm id ��Majo,r Reverwe Streary"is Revenue Chart Major Revenues not final Fiscal Year Ending 2018 2019 2020 2021 2022 2023 Property Tax 11,077,365 11,465,277 11,947,640 12,110,594 12,757,988 12,939,500 Franchise Fees 3,534,445 3,647,223 3,676,259 3,758,067 3,886,308 4,147,800 Electric User Tax 3,329,704 3,378,833 3,446,443 3,532,748 3,720,652 3,811,011 Ambulance Revenue 1,150,741 1,206,554 1,434,058 1,206,415 2,236,249 2,383,009 Food & Beverage Tax 3,135,746 3,114,437 2,658,308 2,487,578 2,748,555 2,424,900 Transient Lodging Tax 2,909,529 3,134,108 2,236,782 2,072,823 1,868,282 1,941,153 Building Fees 370,346 371,256 475,021 1,389,441 915,287 610,181 Planning Fees 520,618 546,844 667,488 1,089,585 658,586 469,982 Interest Income 708,809 1,035,443 945,387 352,621 310,030 1,608,327 Court Fees & Fines 426,453 365,326 301,335 204,142 121,294 115,200 Parking Fees 413,223 476,378 313,793 168,946 135,241 194,300 Rever"we Study Potential New Sources of Revenue ➢ New Fees/increased fees ■ Park Utility Fee; Trailhead Fee; Increase AFR Fee; look at Franchise Fees; etc. ➢ New Tax/increase Tax M Excise tax, make F&B permanent; other taxes ➢ New Taxing District ➢ Tax Increment Financing ➢ Debt / Bond ➢ Grant revenue W Ell 10/16/2023 �Reve�')Ue Study Review and anticipate intermediate -term budget needs with a long-term eye o Rising personnel costs, deferred maintenance, etc Work with Consultant to flush out feasible options based on current initiatives Review new revenue options, but also current revenue streams Present to Council the findings and propose next steps 7001 [RevOil' iue StUdy Other Considerations -*.- Budget for study is $58,200 -.*- Falls under Intermediate Procurement o Will seek 3 informally solicited quotes Contract is within the procurement authority of the City Manager Determine Consultant, 1-2 months (Dec'23) Revenue Study, 2-3 months (Mar'24) Submit Findings, Spring'24 Implementation 179 69