HomeMy WebLinkAbout2023-02-22 Special MeetingASHLAND CITY COUNCIL
SPECIAL CALLED BUSINESS MEETING AGENDA
Wednesday, February 22, 2023
Council Chambers,1175 E. Main Street
*REVISED*
6:00 PM Regular Business Meeting*
I. CALL TO ORDER
1. Land Acknowledgement*
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
4. MAYOR'S ANNOUNCEMENTS
1. State of the City Address
V. SPECIAL PRESENTATIONS
1. Travel Ashland Ouarterly Report
2. Climate Friendly & Equitable Communities
6. CITY MANAGER REPORT
7. PUBLIC FORUM (15 minutes)
8. CONSENT AGENDA
9. PUBLIC HEARINGS
10. UNFINISHED BUSINESS
1. City Council Election to fill Councilor Positions #2 and #3 Vacancies
11. NEW BUSINESS -- RESOLUTIONS AND CONTRACTS
1. Council Meeting Calendar Adiustments Resolution
XI I. ORDINANCES
XII I. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL
LIAISONS
XIV. ADJOURNMENT OF BUSINESS MEETING
State of the City — Ashland — 2023
The state of Ashland is... hopeful. But it's not the kind of hope that comes from simply having a positive
outlook — although we tend to be optimistic here in Ashland. Instead, this hope comes from a clear-eyed
understanding of the very real challenges we are facing and knowing that we have what we need to
square up against these challenges and come out the other side stronger and more resilient.
We know this because we are already building on strength. In spite of the many vacant positions we
have had across the City's operations, over the past year:
On the affordable housing front...
Low-income families moved into 89 new affordable rental units in Ashland and the City approved a
230 unit rental housing annexation, which includes 38 affordable units.
Community Development completed the Housing Capacity Analysis and updated its software to
streamline the permitting process and make it easier to navigate for local residents and business
owners.
• The Council awarded over $400,000 in Affordable Housing Fund and Community Development Block
Grants to Habitat for Humanity, OHRA, Maslow Project, and Rogue Retreat to help over 700 people.
Public Works had similar successes.
• Staff partnered with other southern Oregon communities to finalize the Water Sharing
Intergovernmental Agreement and completed Storm Drain, Collection System, and TAP Master Plans
that will guide future investments in our water and wastewater systems
We added six electric vehicles to the City's fleet
And, we successfully navigated centrifuge dewatering issues at the wastewater treatment plant
ending the year with no permit violations
What is a centrifuge dewatering issue you ask? I don't think I can explain it very well, but our staff can,
and they know how to fix those issues. So much of what the City does is like this. Day in and day out
doing what it takes to maintain our systems and prevent service disruptions. Luckily, the rest of us don't
need to know the ins and outs of things like centrifuge dewatering issues.
Over at our fire stations, Ashland Fire & Rescue
Responded to 5264 calls for service, including 946 fire calls and 4313 medical calls. Fourteen
times a day, we called for help and they came.
• Our fire department taught local realtors how to reduce wildfire risk and hosted classes on fire
adapted landscaping and defensible space for residents and contractors.
• In our watershed, our Ashland Forest Resiliency Project partners completed 429 acres of pile
burns and underburned 143 acres for forest health and wildfire safety.
Our Wildfire Division burned an additional 160 acres inside and adjacent to the community
• We purchased two new ambulances and donated our older ones to our sister City, Guanajuato. It was a
beautiful day when the Guanajuato firefighters came to drive them home.
• Our Finance Department brought home the gold with another clean audit. Our ending fund balances are
strong and we added $1.5 million to our reserve fund.
• Staff rebuilt our Human Resources department, completed three labor negotiations, hired and oriented
67 employees, and reintroduced the annual Employee Appreciation Luncheon.
Police
Our Police Department handled over 27,500 calls for service — that's 75 calls per day. As with the fire
department, when we called for help, they came in spite of serious staffing shortages. The department
has made significant gains in rebuilding those staffing levels.
Our officers were directly involved in saving 10 lives by rendering medical assistance. 10 lives. We are
fortunate to have a police department led by law enforcement professionals who fully embrace
community peace keeping and a team of officers who understand and work hard to address social
equity and racial justice issues.
Our police department was with us as we came together once again for the Chamber of Commerce's 4th
of July parade, Halloween parade, and Festival of Light.
Our team in the Electric Department completed our Wildfire Mitigation Plan, purchased the Mountain
Ave substation saving us $150,000 a year, responded to over 50 outage calls, and installed over 10,000
feet of underground cable.
We made some structural changes as well to improve efficiency and service levels. We combined IT and
the Ashland Fiber Network under the new Department of Innovation and Technology and hired a
director. We partnered with SOU and the Ashland School District on a whole community Emergency
Operations Center. We brought communications and community engagement help back after a five-year
hiatus. You have probably already noticed the improvement. We created an emergency manager
position to oversee emergency planning and manage our emergency operations center in the event of
future disasters.
Parks & Recreation
• Held a grand opening of the renovated Japanese Garden attended by over 2,000 people.
• Re -opened the Ashland Senior Center, Daniel Meyer Pool, and the Ice Rink and resumed all
mayor community events.
• Opened 8 new pickleball courts with night lighting in Lithia Park.
• Continued improvements in the Ashland Watershed trail system
Grants
In spite of our staffing shortages, our staff still managed to position the City to receive over $10 million
dollars for projects like: installing solar panels at our service center, making improvements to Briscoe
School, improving the TAP water system, identifying Safe Routes to School projects, helping residents
stay healthy during smoke events, rehabilitating the taxiway at the airport, creating neighborhood
wildfire fuel breaks, increasing homeless services and helping residents reduce their wildfire risk.
Volunteer Efforts
In addition to the good work of our staff, the volunteer spirit is alive and well here in Ashland.
• The volunteer -led Wildfire Risk Assessment Program performed nearly 200 wildfire home safety
assessments for residents. Each assessment takes about two hours. These volunteers have
added boots on the ground capacity to the fire department's free wildfire inspection program
and created a model for others to follow.
• The Community Emergency Response Team or CERT has created a leadership team and
conducted its first in person training post-Covid, bringing 12 new volunteers into the program.
• A special thank you to the over 100 residents who serve on volunteer City commissions and
committees, lending their time, expertise, and elbow grease to help the council and staff make
progress on our shared goals.
• Our Planning Commission does detailed, often thankless land use and planning work on behalf
of the City and they do it extraordinarily well.
• The Public Art Commission unveiled the Golden Connections installation at Railroad Park that
honors the railroad and the Chinese laborers who built it. It also shepherded the process of
Council approval for the art installation Ancestors Future: Crystalizing our Call.
• The Housing and Human Services Committee helped Council develop a new policy for extreme
weather sheltering that includes not only extreme cold, but extreme heat and wildfire smoke.
• The Social Equity and Racial Justice Committee is helping the City meet its goals around social
justice, equity, diversity, and inclusion.
There are many more accomplishments by our staff and volunteers — far too many to list here.
Challenges
And, we know our challenges: severe economic disruption, accelerating wildfire risk, lack of affordable
housing, the climate crisis, addressing inequity, and a bit of trouble in utility billing —just to name a few.
In 2023 we will focus on maintaining and improving our excellent public safety and essential services —
fire, police, streets, parks and recreation, water, wastewater, electric, AFN, and airport. We will also be
an exceptional partner with local organizations and neighboring governments to make real progress on
the issues we care about most.
We will work hard across our community, and we will sometimes disagree — wildly. But we will also
remain good neighbors, maybe even good friends, because that is what this moment in time is calling us
to do.
And we will, from time to time, have good reason to laugh at ourselves. Because, let's face it, we do
quirky things here in Ashland. It's part of our charm, and why many of us love living here.
All of this hard work is to reimagine the Ashland of the future and chart a course to get us there.
The Ashland of the future has a robust local economy. Its public services are well -funded. It is a leader in
climate action. It is a diverse community because it has figured out how to provide affordable housing
and childcare. It is lively and innovative. And, perhaps most importantly, it is authentically welcoming to
all residents and visitors alike.
We are on the cusp of making incredible gains on the issues we care most about.
• We are working with the Chamber of Commerce to diversify our local economy. We will support
local businesses that are already in transition wherever we can.
• Staff will continue to support the Croman Mill Redevelopment project to provide a range of
housing and commercial opportunities.
• We will make a plan for Ashland Fiber Network's future.
• Public Works will complete road repair projects on Ashland Street and Mountain Avenue and
design projects for Oak Street and Middle Clay Street.
• Community Development will implement the new Climate Friendly & Equitable Communities
rules to help us move our climate goals forward. Later this spring they will work with Council to
finalize the Housing Production Strategy and we will all get to work implementing it to protect
and increase affordable housing in Ashland.
• We will get the electric system master plan underway, and complete our Transportation System
Plan update, and the Water Management and Conservation Plan.
• The City will work with the US Department of Agriculture to develop a $10 million program to
help local homeowners transition to high efficiency electric appliances and weatherize their
homes.
• Ashland Parks and Recreation will build the East Main Street neighborhood park, including the
dog park, bike -skills park, and pump track. It will also improve aquatic recreation and
competition options in Ashland and continue to improve and develop the hiking and mountain
bike trail system.
• Our Electric department will streamline incentive programs and focus more of those incentives
on fuel switching to help us move our climate goals forward.
• Our Police Department will focus on getting back to full staffing and re-establish the traffic and
downtown officer programs, including cadets and park patrol.
• We will do our best to position to the City to receive federal funding through the historic climate
investments Congress passed last year.
• This Council will figure out how to leverage surplus properties toward our shared goals.
• We will continue to look for ways to increase efficiency as we wrestle with the structural
shortfall in our General Fund that limits our ability to maintain services year over year.
• And, we are going to double down on our engagement with Ashland residents, including
improving our website and finding new ways to share information and have conversations. The
town hall last month was our first effort, but there will be more.
Staff
I want to take a moment to speak directly to our staff. What I just shared is only part of what you have
done over the past year to provide the foundation from which those of us fortunate enough to live in
Ashland get our incredible quality of life. Thank you. We know how difficult it has been over the past
three years with Covid, the Almeda Fire, and resignations across our operations. We also know that the
lights stayed on, clean, clear water kept flowing from our taps, when we called for help, you came.
In this midst of these emergencies, Ashland Parks and Recreation stepped up to help our most
vulnerable neighbors and keep us connected with each other and with the natural world. We are proud
of the good work you all do. And we know how hard it is to cover your own job as well as part or all of
someone else's when there are vacancies. So, thank you for not giving up on us. The City is making good
progress in filling vacant positions. As of today, we have only 19 vacancies across our operation.
What You Can Do
In settled times, community is about parades, sharing good times, and lending a hand to our neighbors.
In unsettled times, community takes on a whole new meaning. In Ashland, it still involves parades, but
it's also about working together, sharing what we have, getting our hands on the rope, and leaning in
hard to protect what we love. There is no doubt that we are in unsettled times, but unsettled times also
bring great opportunity if we can strike the balance between steady and innovative.
People often stop me in the grocery store or on the street and ask me what they can do to help. Once,
when I was younger and struggling with a complex problem, my father told me "do what you can see. By
the time you're done with that, you'll know what to do next." Here are a few things we can all see:
Support local businesses so that they can thrive while we re -calibrate our local economy.
Be welcoming to students so that they feel connected to our community.
Fire -wise our homes and yards to protect ourselves and our neighbors.
Electrify our homes and vehicles to protect the climate.
Work to understand systemic racism and bias so that we can all help Ashland be welcoming to
all people.
Help our neighbors. Just because it's always a good idea to help our neighbors.
And let's be ready to lean in and support initiatives that come from the City and our partners as
we make our way through 2023.
We are in a time of rapid, transformational change. That can be scary, but it doesn't have to be. We can
move forward, protect what we love, and build the Ashland of the future if we stick together, work hard,
and look after each other. Because here in Ashland, we are always better together.
Quarterly
Report
October- January
2022
Ashland City Council
February 22nd, 2023
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Travel Ashland Role
Our work and impact
Where we are now
A strong end to 2022
Program Analytics
Earned media coverage
Website and Social Analytics
Paid Media Performance - Search and Display
Industry Statistics
Ashland lodging industry
Culinary Industry
Looking forward
Winter and Spring Campaigns
Photo by Bob Pollermini
Travel Ashland's role and work
Travel Ashland leverages it's grant dollars to promote our
destination, by providing the furthest, effective market
outreach and destination managment that businesses and
partners depend upon.
For over a decade Travel Ashland has been diversifying our
visitor base. Ashland continues to welcome a new visitor for
new reasons.
This new visitor is more active and sponatenous, attracted to
Ashland's walkability, access to the outdoors and takes part
in a spectrum of experiences.
Our 2021 visitor study underscored Ashland's strengths and
validated the largest shift in Ashland's visitor base. Coupled
with the new brand implemented over the past year, this
work enabled Ashland to bounce back and recover faster.
This pivot would not have been possible had we not seen the
changes coming prior and been planting the seeds to expand
and grow visitation that anchored our ability to evolve.
• Businesses and our tourism industry partners rely on Travel
Ashland to educate and promote to visitors while being good
stewards of our destination.
Photo by Bob Polermini
A track record of positive impact
0 For the past 40 years, your investment has enabled Travel
Ashland to generate lodging tax dollars with our industry
partners and operators to fuel Ashland's economy. Travel
Ashland is the tourism branch of the Ashland Chamber of
Commerce. We are your allies.
• We have increased lodging tax and food & beverage tax
revenue year overyear, aside from the pandemic, and have
helped to generate strong recovery since.
These dollars and the impact of visitation also support our
year-round workforce, our quality of life, fund essential
services and sustain amenities that residents value. It
underscores why we live here.
• Our work inspires visitors to travel here year-round and
supports our tourism related businesses and employment.
We generate food and beverage tax dollars through visitor
spending and our culinary promotions.
• Of the lodging tax generated: 70% goes to the City's general
fund, 30% are restricted tourism dollars that, by state law,
must be reinvested back into the tourism industry.
Photo by Bob Polermini
Where we are now
The fall ended with strong visitation and the holidays were
comparable to 2019 numbers for many though different from 2021.
We support and promote events that are returning and growing
such as the upcoming Oregon Chocolate Festival, the Cheese
Festival and the Ashland Independent Film Festival and the new
Rogue Table events.
Spring promotions are underway with targeted campaigns
reaching our personas and key markets that we continually assess
and update based on engagement and visitation.
® We are producing seasonal videos, imagery and footage telling the
story of visiting Ashland along with growing our social platform and
engagement. We will be sharing our Fall shoot on YouTube.
® In March we will launch Travel Ashland's Industry platform to
support our partners with resources, research and outreach.
Production of our Visitor Guide begins and due to publish in May.
We are revamping how we attract conferences, groups and tours.
Program
Analytics
Photo by Bob Palermini
Great coverage for Ashland and the region with many travel writers planning their trips for
2023. Travel Ashland participates by collaborating, hosting, planning and coordinating
with partners such as Neuman Hotel Group, Travel Southern Oregon, Rogue Valley Vintners
and Travel Oregon.
Big Life Magazine
Book a wellness getaway at an Oregon resort that filters mineral (circulation: 30.000)
waters to your room
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These Small 'Mom 'n
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Website
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Analytics
Site targets workbook
October - December Actual
October -
December 2022
October -
December 2021
Variance
Variance
Pageviews
32,890
10,998
21,892
199.05%
Users
19,790
4,503
15,287
339.48%
Sessions
22,116
5,412
16,704
308.65%
January -March Forecast
January - March
2023
January - March
2022
Variance
Variance
Pageviews
34,500
20,570
13,930
67.72%
Users
16,000
9,117
6,883
75.50%
Sessions
15,500
10,629
4,871
45.83%
Facebook October - December Actual
Oct -Dec
2022
Oct - Dec
2021
+/-
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Followers
Z458
Z082
376
1528%
Reach
41,170
3,423
37,736
91.66%
New Likes
75
41
34
45.33%
Instagram October - December Actual
Oct - Dec
2022
Oct - Dec
2021
+�-
+�-
Followers
4,035
3,438
597
14.79%
Reach
16,787
6,235
10,552
62.86%
New Likes
244
0
244
100%
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Travel Ashland Oregon Travel Ashland Oregon Travel Ashland Oregon
Sponsored ��
••• `� Sponsored ««« «««
Tax free dining and shopping is just the tip of
the iceberg this winter during the
*4 ASHLAND
Live your daydreams
Winter's enchanting Festival of Light is a
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WINTER IN ASHLAND
Live your daydreams
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T RAV E LASH LAN D. CO M/FESTIVA...
Light up winter LEARN MORE
30th anniversary event schedule
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Travel Ashland Oregon is in
Ashland, Oregon. ••• x
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You don't want to miss Ashland's 30th
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LIGHT - Travel Ashland
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CYCLING - Travel Ashland
Ashland. Oregon is home to some of the most scenic,
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lakes to mountains with a cute town in ...See more
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Ashland, Oregon is home to a not -so -
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system. The trails run all the way from the
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Travel Ashland Oregon is in
Ashland, Oregon. ••• x
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Get your costumes ready! Ashland's Halloween
Parade is back on Halloween, Monday, October
31 st, 330pm. The parade will start ...See more
Special Events -Annual Learn more
Children's Halloween...
0 0 City of Ashland... 3 comments 48 shares
0) Like Q Comment � Share
Top Post
Reach 1,073 Engagement 21
u
0-
Winterbreak in Ashland
family Getaway lbr*rOty
Something for everyone - get away to Ashland this
winter break with the family and friends. The
holidays are filled to the brim with magic and
wonder along with scrumptious food and libations.
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#liveyourdaydreams
Reach 461 Engagement 23
Happy Hanukkah on this first night! May your
candles burn bright this season.
Reach 302 Engagement 12
Come celebrate the light in Ashland this holiday
season. Wishing everyone a beautiful Winter
Solstice as the sun stands still and winter begins.
#liveyourdaydreams #wintersolstice2022 #pnw
Key
Takeaways
The editorial calendar with prewritten social posts
and templates were a success promoting Festival of
Light and winter itineraries.
Travel Ashland launched the new social
management plan the week of Dec 12 with a new
social media consultant starting January 2023.
Overall web traffic and engagement continues to be
up significantly YOY
Pageviews +140%
Users +329%
Sessions +261%
. Top Pages
Homepage 10.67%
. Top navigated to after Homepage
• Festival of Light
• Winter Reaction
Dining
Ashland 4 Kids 9.14%
Festival of Light 6.09%
Paid Media
Performance
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Search
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Ad Group :
Impressions
Clicks :
Click Rate
Absolute Top Impressions :
Top Impressions :
TOP CITIES
City
Impressions
CTR
Branded ►
27,044
2,277
8.4296
36.7196
86.6696
Portland, Oregon
45.811
4.92%
Family Fun ►
26,449
1,580
5.97%
21,09%
82.28%
Dorris, California
8.243
9.95%
Outdoors ►
28,021
1,063
3.79%
42.30%
92.95%
Seattle, Washington
3,230
4,35%
Redding, California
812
15.76%
Wine and Culinary ►
18,281
768
4.20%
27.38%
71.97%
Sacramento, California
1,350
7.41%
Arts and Culture ►
8,092
599
7.40%
46.01 %
74.97%
Eugene, Oregon
1.420
6.69%
Salem, Oregon
1,102
7.80%
Local Shopping ►
188
10
5.32%
27.17%
53.32%
San Francisco, San Francisco B_.
1.444
5.68%
Redmond. Oregon
704
9.52%
San Jose, Silicon Valley
1,057
6.15%
*2022 Search Advertising Benchmarks
LocallQ - multiple categories
Wine & Culinary Family Fun Outdoors
Impressions Clicks CTR
4,232 164 3.88%
Wine and Culinary Paradise ( Farm -to -Table
Dining I Travel Ashland
Ad www.travelashland. com
Award winning microbrews and wine await. Plan your
trip with Travel Ashland. A Wine Enthusiast's Top to
Best Wine Travel Destination. Book a trip today.
What To Do
Explore Ashland
Dining & Tours
Branded
Impressions Clicks CTR
3,567 390 10.93%
1'
Start Your Journey I Visit Ashland Oregon
Wine. Culinary, and Culture
Ad www.travelashiand.com
Ashland provides a year-round destination for
travelers to pursue their passions. View sample
Itineraries and request your free Visitor's Guide
today!
What To Do
Explore Ashland
Impressions Clicks CTR
6,683 471 7.05 %
Ashland for kids I Family Hiking Trips
Request Your Visitor Guide
Ad www,travelashiand.com
Something for everyone in the family. Outdoor
adventure for all abilities. Make family memories with
an Ashland Vacation. Request your Visitor Guide
today
What To Do
Explore Ashland
Arts and Culture
Impressions Clicks CTR
2,482 178 7.17%
Plan Your Trip I Explore - Travel Ashland
Travel Ashland
Ad www.travelashland.com
Exploring the beauty of Ashland through the arts.
theater and scenic views. A year-round roster of
theater, performing arts, and other cultural events.
Visit Ashland.
What To Do
Explore Ashland
Impressions Clicks CTR
6,783 270 3.98%
An Outdoor Adventure Awaits I Pacific Crest
Trail I Cycle Oregon Wine Country
Ad www.travelashland.com
Whether You Love To Hike, Bike, Run. Ski Or Raft,
Ashland Offers Something For Everyone. Where the
Cascades meet the Siskiyous adventure awaits. Plan
your trip. Travel Ashland.
What To Do
Explore Ashland
Display
"..
Place
Region
Impressions
Clicks
Click Rate
San Francisco
California
82,418
120
0.15%
Phoenix
Arizona
50,234
106
0.21 %
Seattle
Washington
67,858
103
0.15%
Portland
Oregon
77,287
102
0.13%
Los Angeles
California
56,962
88
0.15%
Sacramento
California
34,060
56
0.16%
San Diego
California
26,823
49
0.18%
Denver
Colorado
25,567
34
0.13%
Las Vegas
Nevada
15,334
33
0.22%
adventure
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quick trip Iff
and treat %►
yourself k -
Persona: Quick Escapes
Interest: All Impressions: 74,968
Market: Drive CTR: 0.11%
Run Dates: 3.1.2022-11.30.2022 Clicks: 82
ASHLAND/
T
r Break from Arkthe usual i till
family time. �- ;�� �' \1 Family -friendly
accomodations
Persona: Family Getaways Impressions:135,000
Interest: Family Fun CTR: 0.15%
Market: Drive & Fly Clicks: 201
Run Dates: 3.1.2022-11.30.2022
unwind
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ASHLAND
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escape a short
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await.
a..
wine tasting on a
moments notice.
Persona: Quick Escapes
Interest: Wine & Culinary
Market: Drive
Run Dates: 3.1.2022-11.30.2022
-��ASH LAN D
The perfect blend
Persona: Wanderers
Interest: Wine & Culinary
Market: Drive & Fly
Run Dates: 11.1.2022-11.30.2022
Come for
the wine M
Impressions:127,186
CTR: 0.09%
Clicks: 110
I
'9 of exquisite
wines
R
Impressions: 50,067
CTR: 0.28%
Clicks:141
Stay for
the food.
And bask in
the scenery
ASHLAND
Experience
Rogue Valley r
wine country.
r
ASHLAND
Rogue Valley ,
wine country
Drink it all in
ASHLAND
Miles and miles
of enchanting
trail access
Hiking
Persona: Quick Escapes
Interest: Outdoor - Hike Impressions: 50,076
Market: Drive & FLY CTR: 0.22%
Run Dates: 11.1.2022-11.30.2022 Clicks:110
Some ad creative as the "quick escapes" different targeting
51-4
ASHLAND
Epic downhill
t a short
drive away
Persona: Quick Escapes
Interest: Outdoors - Mt Biking
' Market: Drive
Run Dates:11.8.2022-11.30.2022
Impressions: 25,873
CTR: 0.41%
Clicks:105
Basecamp Crater Lake - Winter - 0 0
the majestic
Rogue River
1.5 hr
drive fromthe
calm waters
of Lithia park
Persona: All Impressions: 50,179
Interest: Outdoor Enthusiasts CTR: 0.27%
Market: Drive & Fly Clicks:133
Run Dates: 12.1.2022-2.28.2023
clearest, deepest lake
in the United States
ASHLAND
The perfect
basecamp for
a Crater Lake
adventure
to fairy houses.
Family
memories await_
to the sparkle of downtown.
From
Mountains
Persona: Family Getaways
Interest: Family Fun
Market: Drive & Fly
Run Dates:11.9.2022-2.28.2023
Impressions: 75,270
CTR: 0.25%
Clicks: 187
N
Top sites by click
• Yahoo.com 161
• Dailymail 132
• People.com 111
I.wu.'mr�il Nln¢. •.: •{
9 Overall campaigns continue to perform well
The best performing ad sets by CTR (click through rate) were
both of the family targeted ones
Each month we are seeing additional "view through" which is
when someone sees an ad but does not click and visits the site
later
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City Guides #�
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Industry
Statistics
Lodging Industry Statistics: September - December
Key Points:
• For Ashland's entire lodging sector, a third of the properties report to STIR, a data collection entity that we subscribe to.
• Below, occupancy represents 536 rooms nights, approximately a third of the 1700+ rooms of Ashland's lodging. Data is based on
properties that report to the STIR reporting system.
• Ashland paced well in occupancy compared to the state, region and county with growth over 2021 in September and December.
• Beyond lodging, September and December were strong months for restaurant, retail, outfitters and wineries.
• The beautiful fall weather and travel in general was strong through October. The holidays were up for many in 2022 occupancy
wise however with rising costs, profitability was flat for many. Compared to 2019, most exceeded pre -pandemic revenues.
Occupancy -Hotel/Motel dodging
Vacation Rentals '22 vs. '21
Sept. Oct. Nov. Dec.
Ashland
71.5%
61.7%
53.6%
55.1 %
+17% +15% -30% -21 %
YOY for
+11.7%
-5.6%
-10.6%
+9.8%
Ashland
While November and December were down vs.
2021, they were up over 2019 and 2020. Vacation
Jackson
74.4%
65.3%
57.8%
52%
rentals represents a significant number of rooms
County
in Ashland. They are legally licensed and
contribute to the lodging tax. Above shows
Southern
69.4%
65.4%
45.8%
47.1 %
revenue for 66 vacation rental properties in
Oregon Ashland. Source: BookStayHop
Oregon 67% 64.1 % 47% 46.3%
Source: STR Report
Lodging Industry Statistics: September - December
Key Points:
• Average daily rate represents 536 rooms nights, approximately a third of Ashland's lodging but is a key snapshot.
• Data is based on properties that report to the STR reporting system.
• Ashland held a strong room rate and paced ahead of the county and region, which has typically been the case.
• TOT and F&B collections are outsourced by the City of Ashland to the State and have a lag time of 3-6 months.
Ashland ADR: Average Daily Rate (room revenue/rooms sold)
Siskiyou Welcome Center Visits
Sept. Oct. Nov. Dec.
Ashland 137.65 131.47 102.86 105.29 2145 1426 1654 1357
YOY for +7.6% +8.6%
-6.7% +20% 2022 totaled 21,805 visitors exceeding 2021 by 20%
Ashland
with 17,661. The Siskiyou Welcome Center is part of
the Oregon State Welcome Center system. 60% of
Jackson 124.02 117.32
100.88 95.19 all entry into Oregon comes through our corridors.
County
20% of all state highway funds in Oregon are
generated by visitors according to Travel Oregon.
Southern 119.23 115.33
96.47 96.67 The Welcome Center is managed by Travel
Oregon
Southern Oregon with paid staff and volunteers
and funded through Travel Oregon.
Oregon 141.13 135.95
114.48 114.63
Source: STR Report
Ashland's Transient Room Tax Statistics
show from the latest data available that July - September of 2022 of $993,327
paced within 20% of Ashland's best summer ever in 2018. This recovery far exceeds many other destinations that are
still building back. Conversely, January -
March continue to show the greatest opportunity to increase occupancy.
Culinary Industry Statistics
Key Points:
Restaurant responses to Travel Ashland's survey showed the following trends October - December:
• Customers preferred dining outdoors with weather permitting; are spending more per check; ordering more
small plates and alcohol; requesting more to -go and many were up in 2022 vs prior years for some.
• Below, F&B annual revenue collections shows recovery and stabilization with spring pacing to summer.
Hence the work we do to promote year-round to help increase fall and winter revenue with visitors.
$900,000.00
$800,000.00
$700,000.00
$600,000.00
$500,000.00
$400,000.00
$300,000.00
2012
Food and Beverage Revenue Collected
2014 2016 2018 2020 2022 2024
G July -Sept -0-- Oct -Dec Jan -Mar
Source: Hdl reports
-- Apr -June
Photo by Lindsey Bolling
Strategic
Campaigns
Water Campaigns launched in September
• Crater Lake
o Ashland as "basecamp" for your Crater Lake
trip. As outlined in our recent Economic
Diversification Study which we have done
and continue to do.
o The ad "story" starts at Ashland Creek, to the
Rogue River and ends with Crater Lake.
o Links to: https://travelashIand.com/stax[ to focus on
the lodging in Ashland as Basecamp
• "Healing Waters"
o Tells the story of relaxation and rejuvenation
of water in town
o Features reflection at the duck pond, a spa
soak, fountains in the park and access to
nature with the fairy ponds
o Links to https://travelashland.com/relax-refresh/
Photo by Bob Palermini
yam` 5 �.
■ "_
ASHLAND
Embrace a
moment of
to the gurgle
reflection. r
From a relaxing
of fountains
spa soak
Persona: Wanderers
Impressions: 175,400
Interest: Arts & Culture
CTR: 0.13%
Market: Drive & Fly
Clicks: 236
Run Dates: 9.24.2022-2.28.2023
am Ik OV
-1-61
^ASHLAND
A 1.5hr drive from
the calm clear
waters of
Ashland Creek
along the majestic
Rogue River to the
clearest, deepest lake
in the United States
Impressions: 100,114
Persona: All CTR: 0.12%
Interest: Outdoor Enthusiasts Clicks: 117
Market: Drive & Fly
Run Dates: 9.24.2022-11.30.2022
Refresh your
body and mind.
• IN .
2022
Festival of Light & Holiday Campaigns
We promoted and produced the kick off the
holidays with the 30th annual Festival of
Light event November 25th main event that
welcomed over 10,000 people at the grand
illumination. Festivities continued through
the new year showcasing community
partners.
• Landing page on travelashland.com
dedicated solely to the Festival of Light,
associated events and local shopping
opportunities
• Social media templates outlined all the
events leading up to the Festival of Light
and throughout the entire holiday season
• Paid social and targeted display
campaigns focused on the events as well
as outdoor, shopping, lodging, dining and
entertainment opportunities
• Geographic targets include the West Coast
and emphasis on Redding to Eugene drive
markets and LA, Phoenix and Seattle flight
markets
x
rry� x y w r .s
tpw r
IF
Persona: All
Interest: All
Market: Drive & Fly
Run Dates:11.14.2022-12.31.2022
Impressions: 200,714
CTR: 0.14%
Clicks: 286
PTA:
Polygonal Targeted Audiences
We Invite You Back December -February
• Utilizing Polygonal Targeted Audiences (PTA)
.�# a '# r_ • Similar to geofencing, PTA targets a set geography
and collects data via cell phone. We use a time frame
"lookback" and target those who visited during the
window of time and eliminate or target based on the
3 d# audience we are looking to reach.
r • "�` P. Launched December 19
This targets those who have visited Ashland during the
summer months and invites them back for winter
activities.
' • The audience was pulled through mobile devices
0 Look back May -June -July, 2022
0 48 commercial address locations: 23,450
devices discovered accounting for 129,300
visits to Ashland area hotels, restaurants,
airport, etc.
0 819 address (CRM): 1,071 devices appended to
the residential CRM list.
F
0 12,804 devices removed due to association with
undesirable ZIP's. (Mostly from 97520, 97501,
97504 and 97502 to avoid targeting locals)
The campaign creative runs through websites as display
ads and through social media.
In addition to the direct target an additional "Audience
Lookalike" was created to reach a larger audience that
Photo by Bob Palermini
mirrors their online behaviors of the original audience.
TOP CITIES BY IMPRESSIONS
City
Impressions
Eugene
46,258
Roseburg
26,594
Salem
24,795
Klamath Falls
9,070
Bend
8,904
Coos Bay
6,034
Clicks
74
66
53
16
23
10
CTR
0.16%
0.25%
0.21 %
0.18%
0.26%
0.17%
TOP CITIES BY CLICKS
3.41 %
4.1 % 71
4.1 %
4.44 %
4.78 %
5.46 %
7.85 %
18.09 %
25.26 %
22.53 %
Eugene
• Roseburg
Salem
• Bend
Klamath Falls
Lebanon
Brookings
McMinnville
Springfield
Albany
Winter in �.
Ashland ' 4 {r-
top-rated
west coast dining
71
4
Credit: Neuman Hote
spa experience
ASHLAND
your winter
daydreams
A_1_I___1
c-P this season's
entertainment
Persona: All
Interest: All
Market: PTA
Run Dates: 12.19.2022-2.28.2023
Current Winter Campaigns
In addition to the PTA campaign, our current display
campaigns include targeting the following personas
and interests during the winter season:
• Family Getaways - Winter
• Quick Escapes - Outdoors Ski
• Quick Escapes - Wine and Culinary
• Wanderers - Wine and Culinary
• Wanders - Outdoors something for all abilities -
winter
• General Audience - Winter Getaway in Ashland
• Destination Friends - Arts & Culture
These campaigns are mirrored in our social media
editorial calendar that we create monthly and deploy
with our social media consultant, Katie Guest.
Promoting Spring
Spring promotions are soon to launch with targeted
campaigns including a focus on agritourism, families,
spring weather attracting from the north and a new
Dream Like a Local campaign that we look forward to
sharing.
Photo by Lindsey Bolling
Targeting
Reviewing Geographies and adding a third geo group:
150 mile radius. As with the other two groups there will
be overlap, but this will allow specific close in geo
targeting.
Plann i n Events
g Compiling an aggregation of regional events that will
be housed on the Travel Ashland Site
Marketing will be able to be directed to this page
Conferences
Developing a strategy to market Ashland as a
destination for conferences. This will include organic
outreach as well as structured content and media.
School breaks
Researching school breaks of surrounding areas to
plan marketing in advance, inviting them to Ashland
for their break
Travel Ashland Advisory Committee
• Pete Wallstrom - Momentum River Expeditions (Chair)
• Graham Sheldon -Ashland Creek Inn
• Anne Robison -The Crown Jewel
• Don Anway- Neuman Hotel Group
• Julie Gurwell - Hearsay Restaurant, Lounge and Garden
• Scott Malbaurn -Schneider Museum of Art
• Gina Bianco -Rogue Valley Vintners
• Dorinda Cottle - City of Ashland
• Javier Dubon -Oregon Shakespeare Festival
Gina DuQuenne -Ashland City Council Liaison
Photo credit: Al Case
LWIM
r-111 Council Business Meeting
February 22, 2023
Agenda Item
Climate Friendly & Equitable Communities Update
Brandon Goldman
Title: Interim Community Development Director
From
Derek Severson
Title: Senior Planner
Brandon.goldman@ashland.or.us 541-552-2076
Contact
Derek.severson(@ashland.or.us 541 552-2040
Item Type
Requested by Council ❑ Update ® Request for Direction ❑ Presentation
SUMMARY
This item in an informational update on the requirements for cities to comply with the Climate -Friendly and Equitable
Communities rules adopted by the state's Land Conservation and Development Commission (LCDC) in 2022.
POLICIES, PLANS & GOALS SUPPORTED
• Climate Energy Action Plan ('Urban Form, Land Use & Transportation')
• Oregon Administrative Rules 660-012-0320
• Oregon Administrative Rules 660-012-0440
BACKGROUND AND ADDITIONAL INFORMATION
In 2007, the Oregon state legislature adopted a goal of reducing Oregon's greenhouse gas emissions by
a percent by 2050 as this level of reduction was necessary to avoid catastrophic impacts to our
environment, communities, and economy. Now,16 years later, Oregon is off track in meeting this goal,
and the state is experiencing wildfires increasing in size, severity and timing, and record heat waves.
Oregon is particularly off-track in reducing pollution from the transportation sector, which is responsible
for at least 38 percent of greenhouse gas emissions. On its current path, Oregon will only reduce
transportation pollution by about 20 percent by 2050. In seeking to avoid more weather events, more
wildfires, more ocean acidification, and more record heat waves, Governor Brown directed state
agencies to initiate a rulemaking effort to promote cleaner vehicles, cleaner fuels, and less driving.
The "Climate Friendly & Equitable Communities" rulemaking which was completed in July of 2022 seeks to
reduce greenhouse gas emissions from automobiles in Oregon's eight metropolitan areas by reducing
driving and encouraging walking, biking and transit, as well as by supporting greater usage of electric
vehicles. This is to be accomplished through the creation of more pedestrian friendly areas with
compact, mixed -use development to be called "climate friendly areas" or CFAs. The rulemaking includes
changes to parking mandates; prioritizing investments in high quality, connected and safe pedestrian,
bicycle and transit networks; and changing the methodology used in transportation planning including
the standards used to determine the success or failure of a roadway so that automobiles are not the sole
consideration.
Climate Friendly Area (CFA) Study pursuant to OAR 660-012-0375
-he rules adopted in 2022 require that cities within Oregon's eight metropolitan areas identify CFAs which
would accommodate "30 percent of the total identified number of housing units necessary to meet all
Page 1 of 4
•�., Council Business Meeting
current and future housing needs." CFAs are to have a minimum residential density requirement of 15
dwelling units per net acre with minimum building heights of no less than 50 feet/four stories, or
demonstrate that alternative measures will achieve 20 dwelling units and 20 jobs, per net acre; and
include limits on what minimum parking requirements can be applied. Beginning in January, parking
mandates are no longer allowed within'/2-mile of frequent transit where most CFAs are likely to be
located, and once adopted, parking mandates will not be allowed within 1/2-mile of CFAs themselves
unless a menu of parking management policies are enacted and parking for multi -family units is
'unbundled'.
For the CFA study, underway now, cities are to identify likely CFAs and after analysis to ensure that the
identified areas can accommodate the targeted housing needs, a report of the study's findings will be
sent to the Department of Land Conservation and Development (DLCD). Cities and counties are to use
the study process to identify the most promising area or areas to be chosen as CFAs, but are not
required to subsequently adopt and zone every one of those studied areas as a CFA.
To facilitate the CFA study, DLCD has made technical assistance funding available for consultants to
support both the technical analysis necessary in identifying likely CFAs, and the associated public
engagement process. For Ashland, the Rogue Valley Council of Governments (RVCOG) is conducting the
technical analysis and 3-1 Consulting, Inc. will be conducting the public engagement process as well as
a required anti -displacement analysis of the identified CFAs.
Climate Friendly Area (CFA) Codes pursuant to OAR 660-072-0320
Once likely CFAs are identified, which must occur by December 31, 2023, the next step for cities will be to
adopt a Climate Friendly Element to the Comprehensive Plan along with updated Comprehensive Plan
maps to include the identified CFAs and to revise land use codes accordingly. The city will need to
prepare supporting findings as wells as identify on -going and newly added housing production
strategies to promote affordable housing within CFAs. Transportation System Plans will need to be made
consistent with the new rules at their next update. This second step is to be completed by December 31,
2024. (it is anticipated that state funding will again be available to fund consultants for both the
technical work and public outreach process for the map adoption and code amendments.)
Implementation Timeline
The LCDC-adopted timeline for Climate -Friendly & Equitable Communities -related tasks is detailed
below:
Cities are required to eliminate some minimum parking requirements by December 31, 2022
[Requires code changes or implementation directly from rules. Ashland is currently implementing
from the rules.]
Cities to require Electrical Vehicle Conduit in Multifamily Developments > 5 units for 40 percent of
spaces.
[Requirements to implemented
Codes beginning March 31, 2023]
Page 2 of 4 "IA
••�• Council
Business Meeting
Cities required to eliminate all remaining minimum parking requirements by June 30, 2023 or select
from a menu of alternative parking options. [Ashland has requested extension to December 31,
2023.]
Climate Friendly Areas (CFA) Study consultant work through June 30, 2023
[Technical Assistance by Rogue Valley Council of Gov'ts]
CFA Public Engagement and Anti -Displacement Process consultant work through June 30, 2023
[Technical Assistance by 3J Consulting, Inc.]
Final CFA Study report due to DLCD by December 31, 2023
CFA Transportation Modeling by June 30, 2024
CFA Designation, Maps & Code Amendments consultant work through June 30, 2024
[Consultants still to be determined based on available Technical Assistance funds in this phase.]
CFA Designation, Maps and Code Amendments Adoption by 12/31/2024
The Planning Commission was updated on the Climate -Friendly and Equitable Communities rulemaking on
August 9, 2022. A virtual meeting to kick off the regional effort to identify climate friendly areas was held on
February 2, 2023. This meeting was hosted by 31 Consulting, LLC as the public engagement consultant for the
three cities in the southern Rogue Valley (Ashland, Medford and Talent) required to identify climate friendly
areas. This meeting featured a presentation explaining the rulemaking as it relates to climate friendly areas and
a Q&A session with staff from the Department of Land Conservation & Development (DLCD) as well as break-out
rooms for discussions of the specific efforts in each of the three cities. Videos of the main meeting and the
,-eak-out session are available at http://www.ashland.or.us/climatefrigndly.
FISCAL IMPACTS
The current phase of rule implementation requires that cities study potential climate friendly areas and
assess the land use code amendments that will be necessary to comply with the rules. A report to the
Department of Land Conservation and Development (DLCD) is required no later than December 31, 2023.
DLCD has provided grants, and is administering them, for cities to utilize consultants for the geo-spatial
analysis and public engagement associated with this first phase work. The subsequent phase will require
that cities amend comprehensive plans, zoning maps and ordinances to formalize their climate friendly
areas by December 31, 2024. There has been some indication that DLCD intends to provide for similar
consultant services arrangements for some or all of this work, but this will be dependent on the state
legislature allocating funding through the budget process. There will be significant staff time involved to
take the consultant information, finalize reports for DLCD, amend development codes, and shepherd
necessary legislative amendments through the local process.
Cities are also required to implement additional changes to parking requirements by June 30, 2023. The
elimination of parking mandates within % mile of frequent transit routes is already in effect, however the
City has enlisted the services of 3J Consulting, LLC to conduct a parking code audit and identify
necessary code changes to codify the rules into our local land use ordinance. This work will be
completed under an existing professional services contract already approved under the existing budget.
+.e city has requested DLCD approve an alternative date of December. 31, 2023 for the final adoption of
the requisite changes to Ashland's parking requirements.
Page 3 of 4
�e
LPM
Council Business Meeting
DISCUSSION QUESTIONS
This item is provided for informational purposes to keep the Council abreast of the implementation of these state
rules moving forward.
SUGGESTED NEXT STEPS
The City of Ashland has created a website http://www.ashiand.or.us/climatefriendiV which will be kept up to date
with project updates moving forward.
The project consultants provided by DLCD will be coordinating a series of stakeholder meetings and a public open
house to occur in March and April of this year. A study of the Climate Friendly Areas is expected to be completed in
August 2023.
REFERENCES & ATTACHMENTS
The State of Oregon's Department of Land Conservation and Development (DLCD) has webpages dedicated to
the rulemaking process (https://www.oregon.gov/lcd/`LAR/Pages/CFEC.aspx) and implementation of the rules
(https://www.oregon.gov/lcd/CL/Pages/CFEC.aspx).
Page 4of4
I
Council Business Meeting
February 21 & 22, 2023
City Council Election to fill Councilor Positions #2 and #3 Vacancies
From I Melissa Huhtala I City Recorder
Contact I Mellissa.huhtala�ashland.or.us; 541-522-2084 1
SUMMARY
This agenda item is for City Council deliberation to fill two vacant Councilor positions; Positions No.
2 and 3. The Council must appoint/elect replacements within 60 days of the effective dates of the
individual resignations (see Article III, Section 4 of the City Charter below under Policies, Plans &
Goals Supported). City Council appointments/elections to fill a vacant elected office position is for a
term that expires upon election of a successor by public vote at the next biennial election; in this case
November 2024. The sixty-day deadlines for. the vacant Councilor positions are as follows:
• March 24, 2023, for Councilor Position No. 3
• 'April 8, 2023, for Councilor Position No. 2
At its January '31, 2023 Business Meeting; the City Council adopted the below outlined process and schedule
for soliciting applicants and making the appointment for Councilor Position #3. The process has previously
been used by the City to fill other elected officer vacancies. At the February 7, 2023 Business Meeting, the
Council directed that the same process and general schedule be used to also fill Councilor Position #2.
1. Applications were due by 5:00 p.m. on February 14, 2023;
2. City Recorder forwarded all applications to Council upon deadline closing;
3. Interviews of applicants by Councilors, depending on number of applicants, to be
completed by February 20, 2023;
4. Upcoming City Council meetings at which both vacant Councilor positions may be
considered within the sixty -days deadlines are as follows:
o Feb. 2111 at the regular City Council Business meeting
o Feb. 22nd at a Special Called Business Meeting
o March 71' at the regular City Council Business meeting
o March 21s' at the regular City Council Business meeting
The City has received nineteen (19) applications for one and/or the other vacant Councilor positions.
ACTIONS, OPTIONS & POTENTIAL MOTIONS
The appointment/election to fill vacant elective offices of the City is at the City Council's discretion. The
Council may act under this agenda item to appoint individuals to fill one or both vacant Councilor positions
or identify candidates for further consideration and election at a subsequent Council meeting within the sixty -
days deadlines.
Page 1 of 2
CITY Of
ASHLAND
STAFF RECOMMENDATION
N/A
FISCAL IMPACTS
N/A
POLICIES, PLANS & GOALS SUPPORTED
City Charter Article III — Elective Officers, Section 4 — Vacancies specifies the City Council has sixty
(60) days from an effective resignation date to fill a vacated Elected Officer position:
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 office or ceasing to possess the
qualifications for the office; or, in the 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 elective 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 member of the Council for disorderly conduct in Council or inattention to
duties. No Council member shall be expelled without notice and a hearingby the Council.
REFERENCES & ATTACHMENTS
None
Page 2 of 2
CITY OF
Council Business Meeting
February 22, 2023
Agenda Item Resolution 2023-03 Adjusting the City Council Meeting Calendar for February 2023-
February 2024
From Joseph Lessard City Manager
Contact joe.lessard@ashland.or.us ; 541-522-2103
C KVJEVA eVIVA
City Council has requested the City Manager recommend calendar adjustments for Study Session meetings
cancelled due to conflicts with National Holidays. This agenda item is a resolution (see attached) adjusting
the City Council's Regular and Study Session meetings calendar through February 2024 by adding Special
Meetings or changing a Study Sessions to a Business Meetings due as necessary due calendar conflicts with
National Holidays. This item also adjusts Council's calendar by scheduling Summer End/School Start and
Mid-Winter/New Year meeting breaks. The following Council calendar adjustments are recommended by
City Staff:
• Set the Monday, July 3, 2023 Study Session as a Special Business Meeting or add a Special
Meeting Business Meeting for Wednesday, July 5, 2023 as needed due to the July 4, 2023
Business Meeting cancellation
• Cancel the Tuesday, September 5, 2023 Business Meeting for the Summer End/School Start
Break
• Cancel the Tuesday, January 2, 2024 Business Meeting for the Mid-Winter/New Year Break
• Set a Wednesday, Jan 17, 2024 Special Meeting Study Session to adjust for the Martin
Luther King Day Study Session cancellation
• Set a Wednesday, Feb 21, 2024 Special Meeting Study Session to adjust for the Presidents
Day Study Session cancellation
BACKGROUND AND ADDITIONAL INFORMATION
Ashland Municipal Code (AMC) 2.04 - Rules of City Council includes the following in Section 2.04.020 -
Meetings:
• Regular Meetings. The regular sessions of the Council are on the first and third Tuesday of each month unless
otherwise arranged, beginning at 6:00 p.m.
• Special Meetings. A special meeting may be called either by the Mayor or two members of the Council.
• Study Sessions shall begin at 5:30 p.m. on the day before each regular meeting unless otherwise arranged, but
shall not be held on national holidays.
Page 1 of 2
CITY OF
ASHLAND
FISCAL IMPACTS
N/A
STAFF RECOMMENDATION
Approval of Resolution 2023-03. Staff will accommodate the recommended changes in the Council's
calendar by scheduling items for Council consideration around the changes.
ACTIONS. OPTIONS & POTENTIAL MOTIONS
Adoption of Resolution 2023-03 may be accomplished by the following motion:
• I move to approve Resolution 2023-03 adjusting the City Council's Regular and Study Session
meetings calendar through February 2024 by adding Special Meetings due to National Holiday
calendar conflicts and to allow for Summer End/School Start and Mid-Winter/New Year meeting
breaks.
REFERENCES & ATTACIIMENTS.
Resolution 2023-03
Page 2 of 2
CITY OF
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RESOLUTION NO.2023-03
A RESOLUTION OF THE CITY OF ASHLAND TO ADJUST ITS FEBRUARY 2023-
FEBRUARY 2024 CALENDAR FOR REGULAR AND STUDY SESSION MEETINGS
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON,
RESOLVES AS FOLLOWS:
SECTION 1. The City Council adjusts its Regular and Study Session meetings calendar through
February 2024 by adding Special Meetings due to National Holiday calendar conflicts and to
allow for Summer End/School Start and Mid-Winter/New Year meeting breaks as follows:
• Set the Monday, July 3, 2023 Study Session as a Special Business Meeting or add a Special
Meeting Business Meeting for Wednesday, July 5, 2023 as needed due to the July 4, 2023
Business Meeting cancellation
• Cancel the Tuesday, September 5, 2023 Business Meeting for the Summer End/School Start
Break
• Cancel the Tuesday, January 2, 2024 Business Meeting for the Mid-Winter/New Year Break
• Set a Wednesday, Jan 17, 2024 Special Meeting Study Session to adjust for the Martin
Luther King Day Study Session cancellation
• Set a Wednesday, Feb 21, 2024 Special Meeting Study Session to adjust for the Presidents
Day Study Session cancellation
SECTION 2. This resolution is effective upon adoption.
ADOPTED by the City Council this day of 92023.
SIGNED and APPROVED this
Reviewed as to form:
RESOLUTION NO.2022-22
Melissa Huhtala, City Recorder
day of 32023.
Tonya Graham, Mayor
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Doug McGeary, Acting City Attorney
RESOLUTION NO. 2022-22
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I
Council Business Meeting
February 21 & 22, 2023
City Council Election to fill Councilor Positions 42 and #3 Vacancies
From Melissa Huhtala ICity Recorder
Contact Mellissa.huhtala(a)ashland.or.us; 541-522-2084
SUMMARY
This agenda item is for City Council deliberation to fill two vacant Councilor positions; Positions No.
2 and 3. The Council must appoint/elect replacements within 60 days of the effective dates of the
individual resignations (see Article III, Section 4 of the City Charter below under Policies, Plans &
Goals Supported). City Council appointments/elections to fill a vacant elected office position is for a
term that expires upon election of a successor by public vote at the next biennial election; in this case
November 2024. The sixty-day deadlines for the vacant Councilor positions are as follows:
• March 24, 2023, for Councilor Position No. 3
• April 8, 2023, for Councilor Position No. 2
At its January 31, 2023 Business Meeting, the City Council adopted the below outlined process and schedule
for soliciting applicants and making the appointment for Councilor Position #3. The process has previously
been used by the City to fill other elected officer vacancies. At the February 7, 2023 Business Meeting, the
Council directed that the same process and general schedule be used to also fill Councilor Position #2.
1. Applications were due by 5:00 p.m. on February 14, 2023;
2. City Recorder forwarded all applications to Council upon deadline closing;
3. Interviews of applicants by Councilors, depending on number of applicants, to be
completed by February 20, 2023;
4. Upcoming City Council meetings at which both vacant Councilor positions may be
considered within the sixty -days deadlines are as follows:
o Feb. 2111 at the regular City Council Business meeting
o Feb. 2211 at a Special Called Business Meeting
o March 71 at the regular City Council Business meeting
o March 2111 at the regular City Council Business meeting
The City has received nineteen (19) applications for one and/or the other vacant Councilor positions.
ACTIONS, OPTIONS & POTENTIAL MOTIONS
The appointment/election to fill vacant elective offices of the City is at the City Council's discretion. The
Council may act under this agenda item to appoint individuals to fill one or both vacant Councilor positions
or identify candidates for further consideration and election at a subsequent Council meeting within the sixty -
days deadlines.
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CITY OF
-AS H LA N D
STAFF RECOMMENDATION
N/A
FISCAL IMPACTS
N/A
POLICIES, PLANS & GOALS SUPPORTED
City Charter Article III — Elective Officers, Section 4 — Vacancies specifies the City Council has sixty
(60) days from an effective resignation date to fill a vacated Elected Officer position:
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 office or ceasing to possess the
qualifications for the office; or, in the 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 elective 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 member 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.
REFERENCES & ATTACHMENTS
None
Page 2 of 2
CITY OF
-AS H LAN D
Council. Business Meeting
February 22, 2023
Agenda Item Resolution 2023-03 Adjusting the City Council Meeting Calendar for February 2023-
February 2024
I From I Joseph Lessard I City Manager
Contact joe.lessard@ashland.or.us ; 541-522-2103
SUAUgARY
City Council has requested the City Manager recommend calendar adjustments for Study Session meetings
cancelled due to conflicts with National Holidays. This agenda item is a resolution (see attached) adjusting
the City Council's Regular and Study Session meetings calendar through February 2024 by adding Special
Meetings or changing a Study Sessions to a Business Meetings due as necessary due calendar conflicts with
National Holidays. This item also adjusts Council's calendar by scheduling Summer End/School Start and
Mid-Winter/New Year meeting breaks. The following Council calendar adjustments are recommended by
City Staff -
Set the Monday, July 3, 2023 Study Session as a Special Business Meeting or add a Special
Meeting Business Meeting for Wednesday, July 5, 2023 as needed due to the July 4, 2023
Business Meeting cancellation
• Cancel the Tuesday, September 5, 2023 Business Meeting for the Summer End/School Start
Break
• Cancel the Tuesday, January 2, 2024 Business Meeting for the Mid-Winter/New Year Break
• Set a Wednesday, Jan 17, 2024 Special Meeting Study Session to adjust for the Martin
Luther King Day Study Session cancellation
• Set a Wednesday, Feb 21, 2024 Special Meeting Study Session to adjust for the Presidents
Day Study Session cancellation
BACKGROUND AND ADDITIONAL INFORMATION
Ashland Municipal Code (AMC) 2.04 - Rules of City Council includes the following in Section 2.04.020 -
Meetings:
• Regular Meetings. The regular sessions of the Council are on the first and third Tuesday of each month unless
otherwise arranged, beginning at 6:00 p.m.
• Special Meetings. A special meeting may be called either by the Mayor or two members of the Council.
• Study Sessions shall begin at 5:30 p.m. on the day before each regular meeting unless otherwise arranged, but
shall not be held on national holidays.
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CITY Of
-,SHLAND
'} FISCAL IMPACTS
N/A
STAFF RECOM MNDATION
Approval of Resolution 2023-03. Staff will accommodate the recommended changes in the Council's
calendar by scheduling items for Council consideration around the changes.
ACTIONS, OPTIONS & POTENTIAL MOTIONS
Adoption of Resolution 2023-03 may be accomplished by the following motion:
I move to approve Resolution 2023-03 adjusting the City Council's Regular and Study Session
meetings calendar through February 2024 by adding Special Meetings due to National Holiday
calendar conflicts and to allow for Summer End/School Start and Mid-Winter/New Year meeting
breaks.
REFERENCES & ATTACHMENTS
Resolution 2023-03
Page 2 of 2
CITY OF
-ASHLAND
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J
RESOLUTION NO.2023-01
A RESOLUTION OF THE CITY OF ASHLAND TO ADJUST ITS FEBRUARY 2023-
FEBRUARY 2024 CALENDAR FOR REGULAR AND STUDY SESSION MEETINGS
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON,
RESOLVES AS FOLLOWS:
SECTION 1. The City Council adjusts its Regular and Study Session meetings calendar through
February 2024 by adding Special Meetings due to National Holiday calendar conflicts and to
allow for Summer End/School Start and Mid-Winter/New Year meeting breaks as follows:
• Set the Monday, July 3, 2023, Study Session as a Special Business Meeting and/or add a
Special Meeting Business Meeting for Wednesday, July 5, 2023, as needed due to the July 4,
2023 national holiday's Regular Business Meeting cancellation
• Cancel the Tuesday, September 5, 2023, Business Meeting for the Summer End/School Start
Break
• Cancel the Tuesday, January 2, 2024, Business Meeting for the Mid-Winter/New Year Break
• Set a Wednesday, Jan 17, 2024, Special Meeting Study Session, if needed, to adjust for the
Martin Luther King Day holiday's Study Session cancellation
• Set a Wednesday, Feb 21, 2024, Special Meeting Study Session, if needed, to adjust for the
Presidents Day holiday's Study Session cancellation .
SECTION 2. This resolution is effective upon adoption.
ADOPTED by the City Council this day of , 2023.
SIGNED and APPROVED this
Reviewed as to form:
Doug McGeary, Acting City Attorney
RESOLUTION NO.2022-22
Melissa Huhtala, City Recorder
day of 12023.
Tonya Graham, Mayor
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