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Home My WebLink About2022-09-06 Council MeetingASHLAND CITY COUNCIL BUSINESS MEETING AGENDA Tuesday, September 6, 2022 View on Channel 9 or Channels 180 and 181 (Charter Communications). or live stream via rvtv.sou.edu select RVTV Prime. HELD HYBRID (Limited In -Person Social Distancing Seating and Zoom Meeting Access) The Special Business Meeting will be held in Council Chambers, 1175 E. Main Street. Written and oral testimony will be accepted for public input. For written testimony, email public-testimony(&ashland.or.us using the subject line: Ashland City Council Public Testimony. For oral testimony, fill out a Speaker Request Form at ashland.or.us/speakerreciuest and return to the City Recorder. 6:00 PM Regular Business Meeting* I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS Land Acknowledgement** V. APPROVAL OF MINUTES 1. Business Meeting of June 21, 2022 2. Study Session of August 15, 2022 Minutes of Boards, Commissions and Committees*** VI. SPECIAL PRESENTATI80NS PUBLIC FORUM VII. CITY MANAGER REPORT VIII. CONSENT AGENDA 1. Approval of a Liquor License for Oregon Shakespeare Festival 2. Approval of a Liquor License for Blue Toba 3. City Commission Appointments IX. PUBLIC HEARINGS X. UNFINISHED BUSINESS 1. Resolution Establishing a Govt. Speech Policy for Commemorative & Ceremonial Flags at City Facilities in Street Pennant Policy XI. NEW AND MISCELLANEOUS BUSINESS 1. Comprehensive Sanitary Sewer Collection System Master Plan Adoption 2. Talent -Ashland -Phoenix (TAP) Intertie Master Plan Adoption 3. Stormwater and Drainage Master Plan Adoption 4. 2021-23 BN Supplemental Budget Resolution XII. ORDINANCES, RESOLUTIONS AND CONTRACTS I. Water Revenue Bond Authorizing Resolution 2. Water Treatment Plant Final Design Contract Amendment with HDR Engineering XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT OF BUSINESS MEETING * Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.(D)(3)] ** LAND ACKNOWLEDGEMENT We acknowledge and honor the aboriginal people on whose ancestral homelands we work — the Ikirakutsum Band of the Shasta Nation, as well as the diverse and vibrant Native communities who make their home here today. We honor the first stewards in the Rogue Valley and the lands we love and depend on: Tribes with ancestral lands in and surrounding the geography of the Ashland Watershed include the original past, present and future indigenous inhabitants of the Shasta, Takelma, and Athabaskan people. We also recognize and acknowledge the Shasta village of K'wakhakha - "Where the Crow Lights" - that is now the Ashland City Plaza. ***Agendas and minutes for City of Ashland's Boards and Commissions meetings may be found at the City's website, httns://www.ashland.or.us/Aeendas.asn . Use the View By box to select the Board or Commission information you are seeking. 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 I). ASHLAND CITY COUNCIL BUSINESS MEETING DRAFT MINUTES Tuesday, June 21, 2022 View on Channel 9 or Channels 180 and 181 (Charter Communications) or live stream via rvtv.sou.edu select RVTV Prime. HELD HYBRID (Limited In -Person Social Distancing Seating and Zoom Meeting Access) The Special Business Meeting will be held in Council Chambers,1175 E. Main Street. Written and oral testimony will be accepted for public input. For written testimony, email public-testimony(a-)ashland.or.us using the subject line: Ashland City Council Public Testimony. For oral testimony, fill out a Speaker Request Form at ashland.or.us/sneakerreguest and return to the City Recorder. 6:00 PM Regular Business Meeting* I. CALL TO ORDER Mayor Akins called the Council Business Meeting to order at 6:00 PM II. PLEDGE OF ALLEGIANCE III. ROLL CALL Councilors' Hyatt, Graham, Seffinger, DuQuenne and Jensen were present. Councilor Moran was absent. IV. MAYOR'S ANNOUNCEMENT V. Land Acknowledgement** Councilor Graham read the land acknowledgment. VI. APPROVAL OF MINUTES 1. Business Meeting of June 7, 2022 Hyatt/DuQuenne moved to approve the minutes. Discussion: None. All Ayes. Motion passed unanimously. Minutes of Boards, Commissions and Committees*** VII. SPECIAL PRESENTATIONS & AWARDS 1. James M. Ragland Memorial Volunteer Spirit Service Award Citizen Mike Hersh was awarded the James M. Ragland Memorial Volunteer Service Award. Councilor Seffmger presented the award. She spoke thanking Mr. Hersh for all of his many years of volunteer work and services to the City. The award was accepted by his wife Char Hersh. 2. Alan C. Bates Public Service Award Councilor Seffinger was awarded with the Alan. C. Bates Public Service Award. Councilor Jensen presented this award. He spoke in appreciation of her service to the City. 3. Band Board Annual Report Not in attendance; moved to a future meeting. VIII. PUBLIC FORUM Mira — Ashland — Thanked Council. She spoke regarding the benefits of electrification. Sara Servantes — Ashland -Spoke regarding climate change and the importance to keep the Community safe. Sue Wilson — Ashland — Spoke requesting the Juneteenth celebration be continued. Linda Peterson Adams — Ashland — Read a statement into the record regarding working together (see attached). Leda Shepiro — Ashland — Spoke regarding the City survey. IX. CITY MANAGER REPORT City Manager Joe Lessard gave the Manager Report. Items discussed were: • Pallet Housing Program • Referendums and Initiatives options and deadlines Council discussed ballot measure options. Jensen/Hyatt moved to request staff to bring forth a process and language for Council to consider endorsing the pure Food and Beverage Ballot Measure as presented by the Parks Commission. Discussion: None. Roll Call Vote: Hyatt, Graham, Seffinger and Jensen: YES. DuQuenne: NO. Motion passed 4-2. DuQuenne/Graham moved to give Staff direction on July 5th to come back to Council with verbiage for the proposed ballot measure that was presented to Council from City Manager Joe Lessard and also with verbiage for the ballot that was brought to Council today regarding the pure Food and Beverage. Discussion: DuQuenne spoke to the importance to look at both. Graham spoke regarding the proposals and that it is important to look at both. Hyatt clarified that July 51h is a business meeting not a Study Session it is a Business Meeting. She spoke in support of the motion. Jensen spoke that he will not support the motion and his reasons why. Lessard explained the workload this would be for Staff. Graham spoke that she would like to decide on a path on July 51h and then direct Staff to bring back information. Roll Call Vote: Jensen, DuQuenne, Hyatt, Seffinger and Graham: YES. Motion passed unanimously. X. CONSENT AGENDA 1. Reconfirmation of agenda items from June 14, 2022 Special Called Business Meeting Hyatt/Graham moved to approve Reconfirmation of agenda items from June 14, 2022 Special Called Business Meeting. Discussion: None. Roll Call Vote: Hyatt, Graham, Seffinger, DuQuenne and Jensen: YES. All Ayes. Motion passed unanimously. 2. Resolution adopting proposed City of Ashland Vision and Value Statement Jensen pulled this item. Jensen spoke suggested grammatical changes. Jensen/Seffinger moved to make 2 small changes in the Vision Statement: Remove "lives within its means" and change community of affordability to read with a focus on housing and child care. Discussion: Hyatt thanked all who has been working on this and spoke in support of the vote. Roll Call Vote: DuQuenne, Seffinger, Jensen, Hyatt and Graham: YES. Motion passed unanimously. Hyatt/Graham moved to adopt the Resolution adopting the proposed City of Ashland Vision and Value Statement as amended. Discussion: None. Roll Call Vote: Jensen, Hyatt, Graham, DuQuenne and Seffinger: YES. Motion passed unanimously. 3. Resolution adopting Wildfire Mitigation Plan for the City of Ashland Electrical Department DuQuenne pulled this item. Electric Director Thomas McBartlett gave a Staff report. Graham/Hyatt moved to approve Resolution No. 2022-20 adopting a wildfire mitigation plan for the City of Ashland's electric utility and to direct staff to make the appropriate filings of the plan with the Oregon PUC. Discussion: Graham thanked Staff and spoke in support of the motion. Hyatt spoke in appreciation and in support of the motion. Roll Call Vote: Jensen, Hyatt, Graham, DuQuenne and Seffinger: YES. Motion passed unanimously. XI. PUBLIC HEARINGS XII: UNFINISHED BUSINESS 1. Adoption of Miscellaneous Fees & Charges for FY 2023 and Repealing Resolution 2022-06 Lessard gave a brief Staff report. Community Development Director and Public Works Director Scott Fleury discussed Community Development Fees and Public Works Fees. Council discussed the Fees and Charges. Graham/Hyatt moved to approve Resolution 2022-13 with the fee changes in section 4 and section 10 removed from exhibit A. Discussion: Graham spoke in support of the motion and the importance in helping our community members. Hyatt spoke in support of the motion. Roll Call Vote: Jensen, Hyatt, Graham, and Seffinger: YES. Councilor DuQuenne: NO. Motion passed 4-1. 2. Approval of Tourism Grants to Non -Profit Entities Assistant City Manager Sabrina Cotta gave a brief Staff Report. DuQuenne asked to recuse herself from this item due to being the founder of Southern Oregon Pride. Hyatt/Graham moved to accept DuQuenne's request to recuse herself from this vote. Discussion: None. Voice Vote: All Ayes. Motion passed unanimously. Jensen/Seffinger moved to adopt the recommend allocations made by the 2021-22 Tourism Subcommittee and approved by the Citizens' Budget Committee with $80,000 being allocated to tourism, as listed in attachment. Discussion: Seffinger spoke that this was a well done process. Hyatt gave spoke in gratitude to Finance Administrative Assistant Natalie Thompson for all of her work. Roll Call Vote: Graham, Seffinger, Jensen and Hyatt : YES. Motion passed unanimously. XII. NEW AND MISCELLANEOUS BUSINESS XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Approval of Pathway Janitorial Service Contract Public Works Director Scott Fleury presented the Council with a Staff Report. Council discussed options. Jensen/Hyatt moved to approve the award of the public contract for janitorial services to Pathway Enterprises, Inc. Discussion: Jensen spoke that this is a worthy organization that has done work for our City for a long time and spoke in support of the motion. Hyatt spoke that if we do not do this work in house that it is our obligation under Oregon State Law to contract with those identified by the State. She spoke in support of the motion. DuQuenne spoke that she cannot support this motion at this time due to budget and not enough information. Graham spoke in support of the motion. Roll Call Vote: Hyatt, Graham, Seffinger and Jensen: YES. DuQuenne: NO. Motion passed 4-1. 2. First Reading of Ordinance No.3211 Relating To Pedicab Operations and Alcoholic Beverages; Adding New AMC 10.40.050 City Attorney Katrina Brown gave a brief Staff Report. Graham/DuQuenne moved to approve First Reading of Ordinance No. 3211 and advance it to Second Reading for enactment. Discussion: None. Roll Call Vote: Hyatt, Graham, Seffinger, DuQuenne and Jensen: YES. Motion passed unanimously. 3. Resolution Authorizing a Decrease in the Loan Amount from the Safe Drinking Water Revolving Loan Fund Public Works Director gave a Staff Report. Jensen/Graham moved to approve "A Resolution Authorizing a Decrease in the Loan Amount From the Safe Drinking Water Revolving Loan Fund by Entering into a Financing Contract with the Oregon Infrastructure Finance Authority" and further authorize the City Manager to execute the amended contract with the Oregon Infrastructure Finance Authority. Discussion: Graham thanked Fleury and Staff. Hyatt thanked Staff and spoke to the importance of this Resolution. Roll Call Vote: Jensen, DuQuenne, Graham, Hyatt and Seffinger: YES. Motion passed unanimously. XIV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Hyatt spoke regarding the LOC survey. Seffinger spoke that she attended the Lomakatsi program and spoke to the importance of the program. XV. ADJOURNMENT OF BUSINESS MEETING Graham/Hyatt moved to adjourn the Council Business Meeting. Discussion: None. Voice Vote.: All Ayes. Motion passed unanimously. .. "pr--v 1 PIK- I D-T Ashland: Housing Production Strategy City Council Meeting August 15, 2022 ■ Housing Need in Ashland ■ Initiatives Approach to Strategies ■ Strategies to Accommodate Housing Need ■ Next Steps ■ Are the actions included in this presentation the appropriate actions to address unmet housing need in Ashland? ■ Are we missing any actions that should be included in the HPS? ■ Should we remove any of the actions from the list to include in the HPS? ■ Are there actions that we need to do refinement on to better fit them to address Ashland unmet housing needs? 3 Tasks Task 1: Kickoff Task 2 : Contextualizing Task 3 : Strategy Dev Task 4 : Task 4: Draft/ Final HIPS Report Task 5 : Adoption 2022 2023 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY 4 ,AC Meeting Open House 'CC Meeting 'Kickoff meeting HHSC Meeting 'PC Meeting * Staff -led HHSC Meeting Draft Deliverable ,Final Deliverable III •� ,�,� T�..� ...ice r• p � �i'_ AA Housing Need in Ashland I HUD's Median Family Income (MFI) for Jackson County in 2020 is $73,100 Median Home Sale Price in Ashland: $549,900 If your household earns.... A household would need i ,YM1 $36,600 $58,500 $73,100 $87,700 to earn $140,000 (192% (30% of MR) (50e,6 of MFI) (80% of MR) (100% of MR) (120% of MR) of MR) to afford this Then you can afford.... price. $550 $920 $1,460 $1,830 $2,190 n.o 0,1y ren; monthly rent monthly rent monthly ren; up G+R OR $110,000- $205,000- $256,000- $307,000- $128,000 $234,000 $292,000 $351,000 Average Asking Rent in home sales price home sale, price home sales price home sales p,ke Ashland: © ® r 0 © $1,550 SO" Sec. Refill Sielpe+Sons Middle School Teacher RoliceOlrKtrs 573.950 Civil Engineer fe).1iU A household would need O ©' $SB 6tU © s to earn about $62,000 or 85% of MFl to afford this fes, Feod Nbrker Cla"Aulstents Electriden ubrali— rent fora 2-bedroom unit. ueseo 50.em S64 060 S97,750 Source: US. Department of Housing and Urban Development, Jackson County, 2021. Oregon 6 Emp;oyment Department Affordable Housing Programs: • Reduced / Waived Building Permit fee, Planning fees, or SDCs • Density Bonuses • Affordable Housing Trust Fund • CDBG funds • Land Trusts • Public Land Disposition • Parcel assembly • Inclusionary zoning for annexations/ certain zone changes • Tenant Rights (Ordinance 2939) Market -rate Housing Programs: • Middle housing code • ADU code update - removed barriers • Live -Work housing or Mixed -use housing in commercial zones • Zoning provisions to encourage density • SDC Financing Credits Vertical Housing Tax Credit Y J • t�: ' I i r dor `-�4, Of .tR; ri A Strategies to Accommodate Housing Need in Ashland 1 ■ Are the actions included in this presentation the appropriate actions to address unmet housing need in Ashland? ■ Are we missing any actions that should be included in the HPS? ■ Should we remove any of the actions from the list to include in the HPS? ■ Are there actions that we need to do refinement on to better fit them to address Ashland unmet housing needs? TM ■ Encourage development of low- and moderate - income affordable rental housing. This initiative seeks to increase the housing options for unregulated rental households earning between 60% and 120% of MFI ($43,900 to $87,700). ■ Increase opportunities for affordable homeownership. This initiative seeks to increase the housing options for homeownership for households earning less 120% of MFI (less than $87,700). ■ Encourage development of income -restricted affordable housing units. There are limited options available in Ashland that are affordable to households with income of less than 60% of MFI ($43,900). This initiative supports development of housing affordable in this income group. ■ Preserve existing of low- and moderate - income affordable housing. This initiative seeks to increase the housing options for households earning less than 120% of MFI (less than $87,700). 12 Evaluate participating in or establishing a land Provide a pipeline of land for future development and bank. control the type of development that may occur on that land. I Evaluate opportunities to participate in a land Support affordable housing development by holding trust. land In perpetuity and selling or leasing the housing on the land at below -market rate prices. Host educational events with the Housing and Education around housing Issues Is Important to Human Services Commission preventing and addressing housing discrimination, ensuring rights are protected, and connecting residents with housing resources. Develop an equitable housing plan Address identified Impediments to fair housing such as: limited community awareness about fair housing protections and resources, Instances of discrimination in housing transactions, and a lack of affordable Broaden definition of dwelling unit Broaden the types of units allowed In residential Potentially remove, as this is an issue with districts and allow for greater flexibility of housing type, the building code to achieve the mix of housing types needed to meet Ashland's 20-year housing needs. Disallow SFD In High Density R-3 Zone Preserve this zone for higher -density housing. Outside of the Historic District Maintain quality and support development of Preserve and support development of new a new manufactured home park manufactured hOnle parks. Increase development capacity of MFR Allow for a wider range of development will help dwellings ensure there are development opportunities for needed housing types. 71 ■ Implement the Multiple Unit Prop Exemption (MUPTE) to support multifamily or affordable housing housing for low- to moderate -Income households. Preserve and Improve existing low-cost, Support needed repairs for low-cost unregulated housing unregulated, rental housing without displacing tenants. Explore the potential of Inclusionary Support development of Income -restricted housing that Zoning Includes services with a goal of ending chronic homelessness. Work with partners to support Requires developers of multifamily housing with 20 or more development of additional permanent units to provide a certain percentage of low -Income supportive housing housing. Evaluate opportunities to Improve energy Housing that Is developed with energy -efficient processes, ❑ efficiency and reduce GHG emissions uses energy-efficlent materials, and operates in an energy during housing development efficient way over time can help the City meet Its Climate and Energy Actlon Plan goals and can lower -long term energy costs. f Establish a Construction Excise Tax Construction Excise Tax (CET) Is one of few options to generate additional locally -controlled funding for affordable housing. Evaluate using Urban Renewal Provides a flexible funding tool that can support many of ❑ ❑ N the key strategies identified In the Housing Production Strategy. Identify additional funds to support the Affordable housing trust funds are public sector tools used Affordable Housing Trust Fund to provide direct financial resources to the development of affordable housing for lowancome households. ECONorthwest ECONOMICS • FINANCE • PLANNING Los Angeles Portland Seattle Boise How Does Livable Ashland Benefit the City? Inspire civic pride by celebrating strengths and accomplishments ➢ Serve as an informal sounding board ➢ Foster collaborative problem solving ➢ Provide an avenue for citizen engagement beyond commissions ➢ Attract grants from AARP i Obtain grants and donations from other sources (if structured as a nonprofit) Provide entre into regional and state NAFSC Smali projects can have "big" impact! AARP Provides Clear Path to Livability... For Free The Eight Domains of Livability Provide Focus 1. outdoorspaaes) b. social and Buildings ( 2. Transportation f � 3. Housing Participation The AARP Network of - Ag eFriendl Communities 1 Y i and work within The 8 Domains of livability help communities become great for people of all ages 5. Respect and 6. Gvk Partidpation 7. Communication S, Community Social Inclusion and Employment and Information and Health Services The Process: A Five -Year Cycle with Flexible Endpoints Send Letter of Intent ✓ Apply and Get Accepted ✓ Form Steering Committee ✓ Conduct Needs Assessment �k Identify Opportunities. Develop Action Plan �k Implement Plan 1-2 years 3-5 years The Livable Ashland Steering Committee qy � RECR a' ASHLANO the COMMUNITY HEALTH 5' — FOUNDATION — /A CITY OF ASHLAND SO Southern OREGON KSKQe9a594., U UNIVERSITY Community RCads Iadio foothe the Mr,ASANTE"' Rogue Valley • kskq.org 4it tip OSHER i land ' LIFELONG LEARNING gm • INSTITUTE — � • sellae a oisaalm SWICES • w "Livable Ashland' A purposeful rebranding Initiatives identified, proposed and promoted by the Alliance should directly or indirectly benefit multiple age groups, several organizations working together within the Ashland community, address one or more of the key issues that have been identified in the Steering Committee's Preliminary Needs Assessment and be defined in terms of the AARP Eight Domains of Livability TME Needs AssessmentNCS'` Our approach >� Initial focus: Existing data and reports Ongoing: Stakeholder interviews and focus groups; additional reports and surveys -- NCS Update Needed Need updated NCS Ashland Livability Report for longitudinal comparisons, plus focus groups, interviews r Favorability ratings of Ashland livability likely lower now than 2019 ; hard to guess impact on specific populations Covid ushered in emphasis on value -based choices • Preference for work-from-home/stay-at-home • More than ever, livability drives choice of place • New appreciation for outdoor spaces to congregate Frayed social connections and existential threats fueling mistrust and anxiety and eroding civility Negative impacts on healthcare and educational systems Critical shortages of care providers at both ends of the age spectrum pose risks to personal finances and the economy Examples of Initiatives Achieved Asante Ashland Community Hospital linking with Jackson County Library Services to teach people to use MyChart and telemedicine i- Ashland Senior Center linking the Jackson County Library Services to tutor seniors in internet access -- OLLI's Plan 4 Care series being sponsored by Asante and AARP and publicized by Ashland Senior Services Division and other community partners AARP underwriting of an outdoor activity space next to the Ashland Senior Center for expanded programming Examples of Potential Initiatives Convening equity, inclusion and diversity leaders from various organizations to foster collaborations around shared goals Adding adult playground equipment and seating near children's playgrounds Encouraging expansion of AIICare Program for All- inclusive Care for the Elderly (PACE) to Ashland Ashland City Council Look Ahead .k: rn.,-MOT —I I: wu e«nn.46..�Iny�.r.Tl.<I�... 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Apwwwnl. iini l.nmy Pmm Ir.gM i.Ywmmu.b.tloM Oab.r.r. UpJ.M fMll lwaa Y.tlmp ..m.Y hep..ry i.N.o..nuauew OM..^<. UobY. IW I O.Y/Y Yn VInJ..ne NenO.n V.gYtbn fan YypY M cu.ne ! [n.rn 4.b^ w� ic[..v, rMY..u.p r[nsac.ui. r4.i FAIT Y OF �S LAND LEGAL DEPARTMENT Douglas M. McGeary, Acting City Attorney Carmel Stout Zahran, Assistant City Attorney Dana Smith, Administrative Analyst August 30, 2023 Re: Council Meeting Minutes from 2021 and 2022 not signed Minutes from council meetings during 2021 and all of 2022 were not signed by former Mayor Akins and therefore could not be signed by the Recorder as required by ordinance. All minutes listed below were approved by council, although the original minutes for 2021 are not available. The city attorney determined a cover letter with a list of the meeting dates missing signatures could be signed by the present mayor and recorder to meet the signature requirements in AMC 2.04.040(B.). 2021 Meetings 04/05/2021 07/06/2021 11 / 16/2021 04/06/2021 07/ 19/2021 11 /23 /2021 04/ 19/2021 07/20/2021 12/ 10/202 l 04/20/2021 08/02/2021 12/21 /2021 05/03/2021 08/03/2021 05/04/2021 0 8/ 16/2021 05/13/2021 08/17/2021 05/ 17/2021 09/07/2021 05/ 18/2021 09/20/2021 06/01 /2021 11 /01 /2021 06/ 14/2021 11 /02/2021 06/ 15/2021 11 / 11 /2021 06/29/2021 11 / 15/2021 2022 Meetings 01/03/2022 04/05/2022 08/01/2022 12/05/2022 01/04/2022 04/19/2022 08/15/2022 12/06/2022 01/18/2022 05/02/2022 09/06/2022 12/19/2022 01/31/2022 05/03/2022 09/19.2022 12/20/2022 02/01/2022 05/16/2022 10/03/2022 02/14/2022 05-17-2022 10/04/2022 02/15/2022 06-06-2022 10/17/2022 02/28/2022 06/07/2022 10/18/2022 03/01 /2022 06/21 /2022 10/31 /2022 03/14/2022 07/05/2022 11/01/2022 03/15/2022 07/18/2022 11/14/2022 City Recorder Melissa Huhtala Mayor Ton))a Graham LEGAL DEPARTMENT 20 East Main Street Tel: 541.488.5350 doua.mcgearv(aashland.or.us . Ashland, Oregon 97520 Fax 541.5522092 cormel,zahronpashland.or.us ashland.or.us TTY: 800.735.2900 dano.smith oshland.or.us ,� LIQUOR LICENSE APPLICATION Page 1 of 3 Check the appropriate license request option: ❑ New Outlet I ❑ Change of Ownership 1 ❑ Greater Privilege 1 ❑ Lesser Privilege Select the license type you are applying for. More information about all license types is available online. Full On -Premises ❑Commercial ❑Caterer ❑Public Passenger Carrier ❑Other Public Location ❑For Profit Private Club ❑Nonprofit Private Club Winery ❑Primary location Additional locations: ❑2nd 03rd 04th 05th Brewery ❑Primary location Additional locations: ❑2nd 03rd Brewery -Public House ❑Primary location Additional locations: 02nd 03rd Grower Sales Privilege ❑Primary location Additional locations: ❑2nd 113rd Distillery ❑ Primary location Additional tasting locations: ❑2nd ❑3rd ❑4th ❑5th 116th © Limited On -Premises ❑ Off Premises ❑ Warehouse ❑ Wholesale Malt Beverage and Wine INTERNAL USE ONLY Application received: 5-17-22 Minimum documents acquired: 5-17-22 LOCAL GOVERNING BODY USE ONLY City/County name: Date application received: Optional: Date Stamp ❑ Recommend this license be granted ❑ Recommend this license be denied Printed Name Date Return this form to: Investigator name: Chad M. Gray Email: chad.gray@oregon.gov OLCC Liquor License Application (Rev. 04.15.22) LIQUOR LICENSE APPLICATION Page 2 of 3 APPLICANT INFORMATION Identify the applicants applying for the license. This is the entity (example: corporation or LLC) or individual(s) applying for the license. Please add an additional page if more space is needed. Name of entity or individual applicant #1: Name of entity or individual applicant #2: Oregon Shakespeare Festival Association Name of entity or individual applicant #3: Name of entity or individual applicant #4: BUSINESS INFORMATION Trade Name of the Business (name customers will see): Oregon Shakespeare Festival Business phone number: 541-482-2111 Business email: generalmanagement@osfashland.org Premises street address (The physical location of the business and where the liquor license will be posted): 15 S Pioneer St City: Ashland Zip Code: 97520 County: Jackson Business mailing address (where we will send any items by mail as described in OAR 845-004-0065111.): 15 S Pioneer St City: State: Zip Code: Ashland OR 97520 Does the business address currently have an OLCC Does the business address currently have an OLCC liquor license? ❑ Yes 0 No marijuana license? ❑ Yes F±1 No APPLICATION CONTACT INFORMATION Contact Name: David Schmitz Phone number: 541-552-2816 Mailing address: 15 S Pioneer St City: Ashland I Email: david@osfashland.org Zip Code: 97520 Please note: liquor license applications are public records. County: Jackson OLCC Liquor License Application (Rev. 04.15.22) LIQUOR LICENSE APPLICATION Page 3 of 3 By signing this form, you attest that each of the following statements are true. I understand the Commission may require a licensee to provide proof of any of the below or below referenced documents at any time. I understand that marijuana is prohibited on the licensed premises. This includes marijuana use, consumption, ingestion, inhalation, samples, give-away, sale, etc. I attest that all answers on all forms and documents, and all information provided to the OLCC as a part of this application are true and complete. I affirm that I have read OAR 845-005-0311 and all individuals (sole proprietors) or entities with an ownership interest (other than waivable ownership interest per OAR 845-005-0311[6]) are listed as license applicants in #2 above. I understand that failure to list an individual or entity who has an un- waivable ownership interest in the business may result in denial of my license or the OLCC taking action against my license in the event that an undisclosed ownership interest is discovered after license issuance. David Schmitz Print name Print name Print name Print name 05/13/2022 Signature _ Date Signature Date Signature Date Signature Date Atty. Bar Info (if applicable) Atty. Bar Info (if applicable) Atty. Bar Info (if applicable) Atty. Bar Info (if applicable) OLCC Liquor License Application (Rev. 04.15.22) PRINT FORM Oregon Liquor Control Commission RESET FORM Offlno CORPORATE QUESTIONNAIRE Corporation or Foreign Corporation Name Oregon Shakespeare Festival Association Trade Name of Business (Name Customers Will See) Oregon Shakespeare Festival LIST OFFICERS (Please fnllnw directinns on nane 1 Ynu may include infnrmatinn nn a senarate sheet 1 Title Name leaseprint) President (if required) Please See Appendix B Secretary (if required) Please See Appendix B Treasurer (list only if have one) Please See Appendix B Vice president with responsibility over the operation of the business (list only if have one) Please See Appendix B LIST BOARD OF DIRECTORS (Please follow directions nn naae 1 Ynu may include infnrmation on a senarnte sheet 1 Name leaseprint) Name lease pri t Please See Appendix B LIST SHAREHOLDERS Please follow directions on page 1. You ma 1 include information on a separate sheet. Name leaseprint) Percentage of issued shares held Please See Appendix B SERVER EDUCATION DESIGNEE (Please fnllow directions no naae 11 Name leaseprint) Date of Birth Marco Samano - SIGNATURE (Please follow directions on page 1) NAME of Signing Officer (please type or print) Michelle Branch DATE 5/14/22 SIGNATURE of signing officer (may electronically sign) This box OLCC use ONLY Only for an applicant of record: SOS Number Current at the time of issuing the license (yes/no) Does the entity hold, or has it ever held, an OLCC-issued liquor license? Yes Rev: 10.7.20 Page 2 of 2 Appendix B — Corporate Questionnaire Oregon Shakespeare Festival Oregon Shakespeare Festival Association (OSF) is a registered 501(c)(3) organization and therefore does not designate Officers, Board of Directors, or Shareholders as outlined in the OLCC Corporate Questionnaire. Below is a roster of OSF's Board of Directors as of May 2022. Diane Yu, Chair Sachta Card, Co -Vice Chair Mary Wilcox, Co -Vice Chair Anna Barnsley Werblow, Treasurer Michelle Branch, Secretary Members Patrick Bradford Peggy Brey Kelly Bulkeley Brook Colley Sidney Cooper Sam Daiken Eric Dishman Tony Drummond Katie Farewell Mike Golub Dave Hitz Rudd Johnson Charlotte Lin David Penilton Carmen Rubio Danny Santos Perry Simon Octavio Solis Bob Speltz Alex Sutton Nancy Tait Christine Tervalon-Garrett Hector Tobar Paul Westbrook 2022 Endowment Trustees Eric Johnson, President M'Liss Moore, Vice President Philip Paroian, Secretary Sidney Cooper, Treasurer Members Rudd Johnson 6=� OREGON LIQUOR CONTROL COMMISSION Real Property Attestation IMPORTANT: Please read Oregon Administrative Rule (OAR) 845-005-0311 here before completing this form. • OAR 845-005-0311 defines who has an ownership interest in the business proposed to be licensed and allows the OLCC to refuse to issue a license if the applicant is not the owner of the business or an undisclosed ownership interest exists. • Subsection (4)(b) of this rule includes as an ownership interest any person or entity owning the real or personal property of the premises proposed to be licensed, unless the owner of the property has given control over the property to another party via a lease or rental agreement or similar agreement. • As a part of completing this "Real Property Attestation" form, applicants confirm they have read and understand OAR 845-005-0311. Oregon Shakespeare Festival Business Trade Name (the name customers see) 15 S Pioneer St Ashland 97520 Business Address (street, city, zip code) Definitions • "Real property" means the real estate (land) and generally whatever is erected or affixed to the land (for example, the building) at the business address. • "Common area" is a privately owned area where two or more parties (property tenants) have permission to use the area in common. Examples include the walking areas between stores at a shopping center, lobbies, hallways, patios, parking lots, etc. An area's designation as a "common area" is typically identified in the lease or rental agreement. ATTESTATION All applicants have read OAR 845-005-0311 and: 1. Each applicant shown on the Liquor License Application form has read and understands OAR 845-005-0311. 2. Only the applicant(s) shown on the Liquor License Application form have an ownership interest in the real property to be used as a part of the licensed business. 3. The licensed premises at the business address proposed to be licensed either: a. Does not include any common areas; or b. Does include one or more common areas; however, only the applicant(s) have the exclusive right to engage in alcohol sales and service in the area to be included as part of the licensed premises. • In this circumstance, the applicant(s) acknowledges responsibility for ensuring compliance with liquor laws within and in the immediate vicinity of the licensed premises, including in portions of the premises that are situated in "common areas" and that this requirement applies at all times, even when the business is closed. 4. The premises address at the business address proposed to be licensed matches the premises business address listed on the Liquor License Application form. 5. The licensed premises at the business address above either: a. Has no area on property controlled by a public entity (like a city, county, or state); or b. Has one or more areas on property controlled by a public entity (like a city, county, or state) and the public entity has given at least one of the applicant(s) or licensee(s) permission to exercise the privileges of the license in the area. Rev 11.28.20 Page 1 of 2 OREGON LIQUOR CONTROL COMMISSION feReal Property Attestation Oregon Shakespeare Festival Business Trade Name (the name customers see) 15 S Pioneer St Ashland 97520 Business Address (street, city, zip code) Applicant(s) Signature Each individual listed as an applicant must sign this form. If an applicant is an entity, such as a corporation or LLC, at least one INDIVIDUAL who is authorized to sign for the entity must sign this form. An individual with the authority to sign on behalf of the applicant (such as the applicant's attorney or an individual with power of attorney) may sign this form. If an individual other than an applicant signs this form, please provide written proof of signature authority. Attorneys signing on behalf of applicants may list the state of bar licensure and bar number in lieu of written proof of authority from an applicant. Applicants are still responsible for all information on this form. Date If an attorney (Print Name) If an applicant David Schmitz Applicant #1 (Print Name) Applicant #2 (Print Name) Applicant #3 (Print Name) Applicant #4 (Print Name) Rev 11.28.20 Page 2 of 2 (State of bar licensure) (Bar number) wv--- Applicant #1 (Signatu Applicant #2 (Signature) Applicant #3 (Signature) Applicant #4 (Signature) Appendix A — Business Information Oregon Shakespeare Festival Alcohol sales primarily occur in the lobby areas of Oregon Shakespeare Festival's three theaters, before performances and during intermission. Lobbies are circulation spaces, considered standing room only. The maximum seating capacity for the three theatres is as follows: Allen Elizabethan Theatre: 1190 seats Angus Bowmer Theatre: 601 seats Thomas Theatre: 360 seats Alcohol sales will also occur in the meeting and lounge spaces detailed below on a less frequent basis than those in the theatre lobbies. The maximum capacity for these spaces is as follows: Gertrude Bowmer Lounge: 26 persons (indoors) Carpenter Hall: 141 persons (standing), 120 persons (seated) New Place: 18S persons (standing), 140 persons (seated) gUORp OREGON LIQUOR & CANNABIS COMMISSION o�OLCC�� FLOOR OR PLAN A FORM coyM�� Your floor plan must be submitted on this form Oregon Shakespeare Festival Association Oregon Shakespeare Festival Applicant Name Trade Name (dba) Elizabathan Theatre Piomiecr street ...... .... OLCC USE ONLY.......... MINOR POSTING ASSIGNMENT(S) Date: Initials: (rev. 03/22) pUOR B OLCC �OREGON LIQUOR & CANNABIS COMMISSION W CpMM�dFLOOR PLAN FORM Your floor plan must be submitted on this form Oregon Shakespeare Festival Association Oregon Shakespeare Festival Applicant Name Bowmer Theatre Lebbv Trade Name (dba) ..........OLCC USE ONLY.......... MINOR POSTING ASSIGNMENT(S) Date: Initials: (rev. 03/22) QUOR p� or3�►COIOREGON LIQUOR i CANNABIS a rOI:CC'� FLOOR •R PLAN . • R MMIS510 Your floor plan must be submitted on this form Oregon Shakespeare Festival Association Applicant Name Oregon Shakespeare Festival Trade Name (dba) THOMAS THEATRE Main Level Parking GarW ale-P I'A Theatre Seating Area and Stage R L 1 F—+T Upper Lobby ...... .... OLCC USE ONLY.......... MINOR POSTING ASSIGNMENT(S) Date: Initials: (rev.03/22) ...... .... OLCC USE ONLY.......... MINOR POSTING ASSIGNMENT(S) Date: Initials: (rev.03/22) gUOR BOREGON LIQUOR & CANNABIS COMMISSION O O1:cC'N MMISstOFLOOR PLAN FORM Your floor plan must be submitted on this form Oregon Shakespeare Festival Association Applicant Name Oregon Shakespeare Festival Trade Name (dba) Camps Building East Main Street ..........OLCC USE ONLY.......... MINOR POSTING ASSIGNMENT(S) Date: Initials: (rev. 03/22) UUOR p� OREGON LIQUOR & CANNABIS COMMISSION FLOOR PLAN FORM 'yMI 0 Your floor plan must be submitted on this form Oregon Shakespeare Festival Association Applicant Name Oregon Shakespeare Festival Trade Name (dba) Black Swan Complex Courtyard Level Pioneer Street ..........OLCC USE ONLY.......... MINOR POSTING ASSIGNMENT(S) Date: Initials: (rev. 03/22) r3gUORg� • REGON LIQUOR ♦ CANNABIS O � 22 orOLCC'y FLOOR •R PLAN . • R rq�2 MMI55t0 Your floor plan must be submitted on this form Oregon Shakespeare Festival Association Oregon Shakespeare Festival Applicant Name Trade Name (dba) n R Q 4C w_' fi i i • T F7 Zcom L e ¢Lwe♦ ..........OLCC USE ONLY.......... MINOR POSTING ASSIGNMENT(S) Date: Initials: (rev. 03/22) Council Business Meeting September 6, 2022 Agenda Item Approval of Liquor License Request Blue Toba From Melissa Huhtala City Recorder Contact Melissa. huhtala(aD-ashland.or.us; (541) 552-2084 SUMMARY This is a request for approval of a liquor license application for Blue Toba, 145 Main St., Ashland, OR 97520. POLICIES. PLANS & GOALS SUPPORTED AMC Chapter 6.32 Liquor License Review PREVIOUS COUNCIL ACTION N/A BACKGROUND AND ADDITIONAL INFORMATION This is an application for a Full -On Premises Commercial Liquor License. FISCAL IMPACTS N/A STAFF RECOMMENDATION Staff recommends approval of the liquor license application. The City has determined that the location of this business complies with the City's land use requirements. The applicant has a Business License and has registered as a restaurant. ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to approve the liquor license for Blue Toba. REFERENCES & ATTACHMENTS Attachment 1: Application Page 1 of 1 CITY OF ASH LAN D LIQUOR LICENSE APPLICATION Page 1 of 3 Check the appropriate license request option: X New Outlet I i --C4�gps# PwA@Fs#i - I ❑ Greater Privilet,,e I O I esser Privilege Select the license type you are applying for. More information about all license types is available online. INTERNAL USE ONLY Full On -Premises Application received: ECommercial L ICaterer Minimum documents acquired: ❑Public Passenger Carrier ❑tither Public Location LOCAL GOVERNING BODY USE ONLY ❑For Profit Private Club I City/County name: ❑Nonprofit Private Club Winery Date nppiicatitxn received: ❑Primary location Optional Date Stamp Additional locations: 02nd n3rd (_lath n5th Brewery ❑Primary location Additional locations:02nd 133rd Brewery -Public House ❑Primary location Additional locations: ❑2nd 03rd Grower Sales Privilege ❑ Recommend this ricenw be granted UPrimary location ❑ Recommend this license be denied Additionai locations: 02nd 03rd Distillery 0 Primary location Addrtlona: tasting locations. 712nd -lard r14th 177150 ❑6th ❑ Limited On -Premises 0 Off Premises ❑ Warehouse p Wholesale Malt Beverage and Wine Printed Name Date Return this form to: Investigator name. I Emali: CUL Lwv ucc :c Apo I.aUCr.?KLY. Cd.tS,ll; LIQUOR LICENSE APPLICATION Pair_ 2 of 3 APPLICANT INFORMATION identify the applicants applying for the license. This is the entity (example: corporation or I.LC) or individual(s) applying for the license. Please add an additional page if more space is needed. Narne of entity or individual applicant Hl: Name of entity or individual applicant ii2. Blue Toba LLC Name of entity or individual applicant #3: Name of entity or individual applicant #4: BUSINESS INFORMATION Trade Name of the Business ;narre cvstcTne,s vw,, sees Blue Toba Husiness phone number: Business email: 541.708-6214 blustoba C@ live. com Premises street address lr'ic physrca: ►ocat►o-1 of trc bus'rtss and whcre the Iocuer Irccnsc will be posted): 145 Main St City: Zip Code: County: Ashland 97520 Jackson Business mailing address („T)ere v.re will send any items by mail as described in OAR 84S-004-0065111.1 1774 Homes Ave City: State: Zip Code: Ashland OR 97520 Does the business address currently have an OLCC Does the business address currently have an OLCC liquor license? =' Yes Nc marijuana license? I I Yes 'i No APPLICATION CONTACT INFORMATION Contact Name: Djunias Hutabarat Phone number, Email: 541-Q2- W o: lxese t paica *n (f". Oe ISi!} LIQUOR LICENSE APPLICATION Page 3 of 3 ATTESTATIONS By signing this form, you attest that each of the following statements are true. I understand the Commission may require a licensee to provide proof of any of the below or below referenced documents at any time I understand that marijuana is prohibited on the licensed premises. This includes marijuana use, consumption, ingestion, inhalation, samples, give-away, sale, etc. I attest that all answers on all forms and documents, and all information provided to the OLCC as a part of this application are true and complete. I affirm that I have read nAR 845-005-0311 and all individuals (sole proprietors) or entities with an ownership interest (other than waivable ownership interest per OAR 845-005-0311(6)) are listed as license applicants in #2 above. I understand that failure to list an individual or entity who has an un- waivable ownership interest in the business may result in denial of my license or the OLCC taking action against my license in the event that an undisclosed ownership interest is discovered after license issuance. Djunias Hutabarat v _ 1 �J 7/01/2022 Print name Signature Date A"y t3dr Into 01 applicable) Stpriature Date Atty. Bar Info {if applicable► Print name 5ignaturt, Date Atty. 03r Info lif applicable) Print name Signature Date Atty. Bar Info (if applicable) Print name CLCCtkr.L4I,--ArqdrrrmCx.� U4!�,:4 PR1NTFM Oregon Liquor Contro� C;ovnmissiDn Ala almn LIMITED LIABILITY COMPANY (LLC) QUESTIONNAIRE R�si�T1=°iota Blue Toba LLC W"' Name Nue Toba I rase Name of Busincss (Name Custeme-s'.nAll See) The LLC nanted in this documen! •s a isee page I fordefrrntipr%) This section is ONLY for a manager -managed LLC. (Duecbons, on Name of Managing Merrit)er�casc prime 1 Vanager-tranagec LLC IIMvmt)t:r-r6fara9ed LLC 1. You may ir�lude infomiabon or, a separate sheet.) This section is for BOTH a manager -managed LLC and a me-mber•marlagcd I.I.C. (Directions on page t on a separate sheet.) _ Nwft Of Member )please pnrtt) " Djurtas Hutabara! 100% You may include Irifont�tUCn This sections is ONLY for an LLC with the tistcd off-tcers. (Jirernons on paoe 4,. You may old idc information on a separate sheet) — , Tiilc Name (please print) i Pregadent - _ ._.. I Treasu►er I Vice president vim resputsiuuty over the operation of IhZ business SERVER EDUCATION DESIGNEE Directions pre pack 1_ -- Name -- ( least rent Dalm of Ranh (`aYCCfI Sg y - SIGNATURE (Direchons on page 1) DjuniaR Hutabirst NArJIF' of Signing Pe t;an (ple-m c IyNr at ptivt) zr SIGNATURF of %irnin r DATE q person Inlay el@CLIOttIC811y This box for OLCC use ONLY — -- Only for an appicar! of record SOS Nurttt.`et _ _ Currrftl at t,tr* of iss:nng license (yesi no) _ U�etlttty hold, or nas It ever hW ar, OLCC-Issued liquor tcerse? Rev 10 7 20 Page 2 of 2 OREGON LIQUOR CONTROL COMMISSION INDIVIDUAL HISTORY FORM HLAabarat 1_ N Ime (Print): _ Last 2. Cn►irr names used I maiden, other}: Dronp (nickname) D;LriaS Halomoan First Middle 3. Do you have a So6al Security ed by the united States S01.3411 Security Administration) Yes No[] If yes, you must list your SSN. - SbClAL SiCURnrY NUMBER DISCLOSM: A. part of your appliratsr:r for an InRul Or renewal license, rederal and State laws rcquirr yrxr to pro -,VA your SOW( Security kumhcr (SSN) to the Uregor, truer Control Currmistiion (pLCC) for cl-Ad support enforcement pui poses lag t15C § (661•t�1.I & OftS 25.785). If you are ar applicam or lirenwe and fail to prcwtae your SSN, the OLCC may irlinr to rxocess your application. your SSN will tie used only to; child support rnforrrmrM piirfv>y; unless you nxficdty tteiuw. Bred on ow dutlxn ity undr: 01,6 4/1a 1 and VAR 645-L};: -MI16% we ait requrvirj rpir vPlrrr+ta+1' COn Cn; to use yoLf 5NN for Cie 1`03owtnd administrative purposes ony: to match youi Ifpncp .rpplicatior to your Aicchol Server Education records (where aprrliC-ablc), and to ensure your identity far criminal rerords checks, OLCC will not deny you any rights, brnrfits or privilrees Otherwise provided by law If you do not cxrnwnt tousr of yov. SSN for thine adrnin_a-trative purpnwc (r, 11S(R 5521a) _ 4. De you consent to the OLCC use of my as described above) Check this bOx: FW S. Date of Birth (DOB): 6. Dtwer License or State ID #1 8. Contact phone: bluetoba@)ive.corr a. L !nail adder,,. 10. Mailing Address: 1774 Homes Ave Number and Street) (dd; Ashland A7$2tl 11. In the past 10 years, have you been convicted of a felony or a misdemeanor in a Lt.$. state outside of C tWon> No El Yen Il (f yes, explain in the space pruvided, beluw) Unsure EL Choose this option and provide an explanation If, for example! ynu were irromted or went to court but are unsure of whether t here wit% a--viction; you paid a fine or served probation or parole, but arc unsure of whether there was a cunvictiun; or if you know you hod a conwCtion, but you are unsure of wt%ethrt the twnviction has been removed from your record, etc. Rev 1 871 Page 2 or OREGON LIQUOR CON f ROL COMMISSION INDIVIDUAL HISTORY FORM 12. Do you, or any entity that you irc o part of, currently hold of have you previously held a recrea Oregon? (Note: manjuan.) worker permits are not marijuana iicenses.1 1f�71 No ID Yu Please list licerim land yean,$) licensed) below Unsure L_.! please. include tional marijuana 4cers-ic in 13. Do you, or any entity t}Wt you ,ire J part &% hold an alcohol license in a U-h- state outside of Oregt �NQJMYC5-0 Nease list licenses (and ye-3r(:,) licensed) below Unsure .Q Nease include 14. Do you or any entity that you are a part of, have any other liquor license applications pending wltl i NC �_ Yt R_ please lst appiications below ;insure n Plca:e include an explanation You must sign yrxrr nvm fnrm (electronic signature acceptable). Another individual, such as youT attorney or an individual with power of attorney, may not sign your form. Affirmation Even if I receive assistance In completing this form, I affirm by my signature below, that my answers on this form are true Ind complete. I understand the OLCC will use the above information to check my records, including but not limKed to my criminal history. I understand that If my answers are not true and complety, the 01CC may deny my license application. Hutabarat ! Djuniag Halomoan Name (Punt): Ust i FiTSt Middle Signature: ' U 7/01 /2022 Date: This box for OLCC use ONLY Does the irl4m-dual ourently hold, or has :he irtdrvdrutl ;r rnnu5ly held. an OLCC- issued liquor lkx4ne7 Rev 1.8 21 Papa 3 of 3 OREGON LIQUOR CONTROL COMMISSION 0 Real Property Attestation IMPORTANT- ('lease road Oregon Admilirstrative Rule (OAR) 845-005 0311 heri� before completing this form. • OAFS 84 5-0311 defines who has an ownership interest in the business proposed to be licensed and allows the OLCC to refuse to issue a license if the applicant is not the owner of the business or an undisclosed ownership interest exists. • Subsection (4)(b) of this rule includes as an ownership interest any person or entity owning the real or personal property of the premises proposed to be licensed, unless the owner of the property has givers control over the property to another party via a lease or rental agreement or similar agreement. • As a part of oprnplebrrg this 'Real ProXwty Attestation' form, applicants confirm they have rears and understand OAR 845-t)05-0311 Due Toba Business Trade Name (the name customers see) 145 Main St. Ashland, OR, 97520 Business Address (street, city, zip code) Definitions • 'Real property' means the real estate (land) and generally whatever is erected or affixed to the land (for example, the budding) at the business address. • 'Commfln area' is a privately owned area where two or more parties (property tenants) harm permission to use the area in common. Examples include the walking areas between sues at a shopping center, lobbies, hallways, patios, parking lots. etc. An area's desViaition as a 'common area' is typ•cally odorlUfied in the lease of rental agreement. ATTESTATION AI! applicants have read OAR 845-005-0311 and: Each applicant shown on the Llcuor License Applicaboti fora, has read and uoderstaixls OAR 845-005-0311. Only the applicants) shown on the Liquor License Application form have an Ownership interest in the real property to be used as a part of the licensed business The licensed premises at the business address proposed to be licensed edher: a Does rrol include ;any common areas: or b Unes include one or more common areas, however, only the applk-lwf(s) have the extlusrve right to engage it alcohol sales and service in the area to be included as par of the licensed premises. • In this cmimstance, the applicant(s) acknowledges responsibility for ensuring compliance with liquor laws within and in the immai:We vicinity of the licensed premises, including in portions of the prernisQs that are 6luated in 'common ass' and that this requirement auNlirs al all times, even wt'rwl (tie business is closes. The pr+omi;co oddreaa at ttm bwinesc, %d0rC*z, MwumviLl to to licensed matcne� ttrt; 1.JMLMG42s b1i3rnesS aciatess iisted orb the Liquor License Application form. The licensed premises at the business address above either, a. Has no area on property controlled by a public entity (like a city, county, or state); or b. Has one or nrure areas on property controlled by a public, entity (like a city, county. or stale) and the public entity has given at least one of the aciplicant(s) or licensoo(s) permission to exercise the privileges of the license in the area Rev 11.28.2D Pape 1u;2 OREGON LIQUOR CONTROL COMMISSION 0 Real Property Attestation 3usinm Trade Name (the namQ cAistomers see) lljj � i jl.r%A<k AAA— 1c?—j rk- an —A-1 _ Applicants) Signature • Each individual listed as an applicant must sign this form • If an applicant is an entity, such as a corporation cr LLC: at least one INDNIDUAL who Fs authorved to sign for the zrltily must sign this form. • An indrvidual with the authority to spgn on behalf of the applicant (such as the applicants attorney or an indrviduai with pov+w of attixnry) may sign this form. If an Individual Other than an applicant signs this form. please provxie written proof of signature authority. Attorneys Skyfi ig on be•`1a:f of applicants may list the state of bar Iiciensure and bar ntanbpr in lire of %witten proof of authority from an applicant. Applicants are still responsible for all information on this form_ 7/01 /2022 Date If an :attorney (rinnt Name) If an applicant Blue Toba LLC (Djunias Hutabarat-member) Applicant #1 (Print Nar ;e) Appi"nt P2 (Print Name) Applicant 93 (Print Name) Applic3nt rtd (Print Marne) Rev 11.28-20 Pwic 2 of 2 (State of bar licensure) (Bar numb) Applicant #1 (Signature) Applicant tf2 (Sigrtaltjre) Applicant #3 (Signature) Applrcenl #a (Siyr>Vrlurc) A- Prak OREGON LIQUOR CONTROL COMMISSION WRITTEN PROPOSAL FOR A FULL ON -PREMISES SALES LICENSE. COMMERCIAL ESTABLISHMENT Please Print or Type Blue Toba LLC Applicant / Licensee Trade Name of the Business (Name Customers Will See) Blue Toba 145 Main St. Ashland, OR, 97520 Business Address (Number, Street Address. City, and Zip Code) I certify that I have read and will follow OAR 845-006-0459, 845-006-0460. and 845-0U6-U466. I will offer at 102st five different meals during my regular meal period. My regular meal period will last at least three hours if my business is open after 5:00 pm and will last at least two hours if my business is not open after 5:00 pm. My regular meal period will be from _ S:OOpm to 9:00pm (Start Time) (End Time) During my regular meal period I will have a minimum of 30 indoor dining seats located in areas of the licensed premises regularly open to the public where each table top or seating area provides a minimum space that will accommodate a place setting consisting of a plate or dish, glassware, napkin and utensils for each seat. I understand that seats at counters in entertainment areas, seats at bars, and seats in outdoor areas do not qualify as dining seating_ At times other than my regular meal period 1 will make at least five different substantial food items available in all areas where alcohol service is available. Substantial food items are food items that are typically served as a main course or entree. I understand that discouraging food service is a violation of OAR 845-006-0466_ Examples of discouraging food service include not taking, preparing, or delivering a food order in a timely manner, over -pricing food for the clientele of my business; offering or serving unpalatable food; failing to provide required food service; and failing to provide a food service menu in a timely manner when requested by tho patron. I understand that if my answers are not true and complete, the OLCC may deny my license application. Blue Toba LLC (member: Djunias Hutabarat) Name ( Print) _ Signature -A Rev. 6.1,19 Pagr 1 & 2 7/01 /2022 V! t-1 a'�, f 2) . Date CERTIFICATE OF LIABILITY INSURANCE rSiTE(NIAVLYY1'YY) aaM612o22 THtS4 CERTIFICATE IS ISSUED AS A MATTER OF INFORKA71ON ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. TIAS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT DEIWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER, 1161PORTANT: H the cwtMeatil, holder is an ADDITIONAL INSURED, the pollCy(ies) must have ADDITIONAL INSURED provtelorts or be endorsed. If SUBROGATION IS WANED, subject to the Item" and conditlone o/ the policy, ccrtaln polities may nequ" an endorsemerv. A statement on thla cartirstate does not confer hts to the certificate holder In ftv Of ouch s ' Hart Insurance Agency - Medford WWE: ncMict-he L Ely PO Boa 1240 I K>m I;. (541) 779-4232 _ A X ra+r 541) 77239E3 Grants Pass OR 97528 wwL� metybhattittsurance com WASULEP481AfFONI7IrilGtOvr14_a _ NAIC L imwm a a Nationwide Mutual Irmumanco Co 23767 nzi,wF6 Blur Tate LLC iKSUREit C 1774 Homy. Ave. - °BtIRCiI a _ Ashland OR 97520 wSUMP." t eti ER F COVFRAGFR II; i 13 TO (PRT1Ff TMAF IHL POLDMFS OF IWK4N;;L- - ..c down NU—umn. tISTrn DCLOv! HAYE BFFN ISWCD 10 THE iNSLFFiFn NAMLLs AW,)VE FOP THr Pea ir. Y PERIOD = INWCATED NOTWI1tf;ilANURIG ANY nEOl1 RLULNI, On CONUIIKIN (IF ANY CO!(SAACI Of' iYT1FR DOGU61ENi VlITH RFPI'CGT TO NMCH TFN4 CFRTIFICATC MAY BE ta3tJE0 on W1Y t+ERTAIN, THE INSiNiANLE AFFQFiDCD DY THt PIN ICIES DCSCROEU HFRFtN IS SUDJECT 10 At I TK TCR)AS G(CLU'S'DNS AHr) OOMDITIOM OF RIICM POLICIC8. WIIT i -.40VN tMY 11AYk Bt•FN MMMCD OY PNU E:I Af1.1$ MfR' hie Or MrifRAM(IE ADM" POLICY Nt,YBER POLAPY Rw Po Uum I I E4CHOW.Iflft`ftt a 1r000,= ACPOPOLmmi8183 rrAovll;FT3T1£wrrn A X DOiMEFICIALGtatERALtJAtLITY J CIL AIW-LW% X I OOMA — 07/Ut M o7Altt2p23 Fiiil. SI �, Iln xtutMt) I — I,Fs, f xI• i�Yi oro ca-.one l Sim r . 80►i & a AUV PanslY i 1 I Cfrn AWiF*0AT[ UWT AM a %PFsr X POLICY �_.12 I Of-rFJ1AL A4:i:W C.ATP , � .0t10 1� ... LoC: warnVGT6 O�ri'.t:t�At:L: ": Um" 11.11111111111'aft S 1.000.00t1 AYToIrOs.►IJ1)s(ITYCOMPINIL0 L IJW 1 ANY 4VT0 MaWAdoQ eYrAYiD YUNRY a.AA1 r Ih7 t>c`i011 l AUrC6 ONIY WLY IP AIFY ON aaader) S AK Um T UTOB Ii 1 s h trrr b.�At/gt{ i aailrri ti — UNIS [I.LALUD UCCLii EACeLOGt11r6�rIC:I e+CESi U N II (�AMs AtLDE 1 1111 A"Irr..AI I S I* ., i 4ETFMCH I t WOWE" CorprNSATCH <t't►F AKV tXPL0"I%' UAEFLrTV T i Y _. ATUTr I •wrre5mrr01kv4A tm"kALGVLM " is l F:rPwFWWE)iLIAA Y MIA (L tiAGFfAU:t71 NI Fi j�T in W Or sIWC+ P [L LXSLA Aro - F A an n l -kf;T'J j UL (WI OAnnNK rr.ar " L-L 0I5.17Ag - l %JWII ; F MCM'TON Or OPFRATIOM r 6OCATCM r VCIOCI F$ (ACOPO t9T AI/Yen.l RN1WRt• Fitfle0ub. sT r �fp�IKq n,narc i0ece tY �.p,np• Re.145 Main SL Ashland, OR g7520 Oregon Liquor slid Cannabis COnvnlssson PO box 2Y191 Milwaukee OR vr259 5MOULD ANT Of THE ADOVE OL$CNSED I VILICIE5 BE CANCLLI cn BEFORE THE UIPIFtATI)N DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCOAN434CE WITH THE POLICY PROvmsot45. aLmq ftigD R1iP}IE�EIL7 a n vF " Ivoa-cvI�'%"mu IF+VFt ;VFiAIKJN. All nghte reserved. ACORD 25 (201 reserved- (K) The ACORD mmm and logo are re7VOred marls of ACORD :1 r.: C OREGON LIQUOR CONTROL COMMISSION BUSINESS INFORMATION Please Print or Typo Applicant Name: Blue Toba LLC Trade Name (dba): Blue Toba Business Location Address: 145 Main St City: Ashland, OR Phone: 541-708-6214 ZIP Code: 97520 • • • Business Hours: Outdoor Area Hours: The outdoor arPA i, used for. Surf 1, to Sunday W ❑ Food servxy Fours to Monday Turtn'ly _ Aoar - to ICJ t, 0:0•, Monday Tuesd.4y nor ►u> to U Aloohc( sefvice Hours: to _ Wednesday 4U4. to. 11 u . Wedne.iday rw. to to ❑ Enclosccl, haH Thursday atro* to II a_ Thursday to The exterior area is adcquately v*wep ond/or Frday 4*L;P" to 52"" — Friday N•x to �4x-ised Dy Sermc Pemmees. Saiturday • LVA^ _ to 12 alay. Saturdd y � — to _ , Investigator's Initials) Seasonal Variations: O Yes El No If yes, explain: ❑ Live Music Check all that apply: ❑ Karaoko • • • • , ❑ Recorded Music ❑ Cnm-nperated Games Sunday tQ ❑ Monday to DJ Music ❑ Video Lottery Aisohines Tuesday SD ❑ ❑ Wednesday to Dancing Social Gaming Thursday to ! ❑ Nude Entertainers ❑ Pooi Tables Friday Saturday - to to ❑ Other. Rps�nurnn: Lounger Banquet: Outdoor Othix (explain): _ Total seating: P— OLCC USE ONLY Irrver:i9Wor Verrt*,J Srnlmg_ (Y) _(7rt t1Wk09 'W1L- tmfia�s- Date- I understand if my answers are not true and complete, the OLCC may deny my license application. Applicant Signature: Date: 1-800-452-OLCC (6522) www, orogon.gov/dice (rn- v I MA ) OREGON LIQUOR CONTROL COMMISSION FLOOR PLAN • Uee a s-oparate Floc Pian Form for each level or floor of the biji4ing • The floor ptan(s) must Show the fie areas of your preen es (e.g dining area, bar, lounge. dance fl)or, video lottery room, kitchen, restrooms. outside patio and Sidewalk cafe areas.) • Include all tables and chairs (see example on back of this form) lnc:rde dimensions for each table rf yo;, are applying for a Fuli On -Promises Sales license. Wi i 4 A— ,fA1\ I 4� PyL'�irar� . Tr Name (di), �7 C&j and LIP Grade `J C I ray Cak„ �c 1 QI O � p Vj-Jct1 L�u•��t� kl lad. ..........OLCC USE ONLY.......... MINOR 1`0STINGAS$IGNMENI(5) Date: Initials: 1-800-452-OLCC (6522) www.oregon.gov/o/cc ILWJ a Di 0 frev. 09,12) Council Business Meeting September 6, 2022 Agenda Item 2022 Annual Appointments to Commissions, Committees, and Boards From Melissa Huhtala City Recorder Contact Melissa. huhtala(aD_ashland.or.us 541-488-5307 SUMMARY Approval of the Mayor's recommendations for the annual appointments to the various Commissions, Committees, and Boards. POLICIES, PLANS & GOALS SUPPORTED AMC 2.04.090 (C) Regular Commission and Board Membership Appointments Except for the Municipal Audit Commission (AMC 2.11) all regular advisory committees and boards not required by state law to be appointed by the City Council shall be appointed by the Mayor with the consent of the Council. The Mayor may request assistance or recommendations from Councilors in making appointments. PREVIOUS COUNCIL ACTION N/A BACKGROUND AND ADDITIONAL INFORMATION The ending term for most Commission/Board members is April 30, 2021 with exceptions for the Citizen's Budget Committee (ending on June 30) and the Municipal Audit Commission (ending on December 31). Proper notice was made in our local newspaper and the City's website on the vacancies. Appointments are three years with terms ending on April 30, 2025 with exception of the Planning Commission which are four years with terms ending on April 30, 2026 and the Band Board which are one year terms. All appointments at this time are for members who are asking for reappointment. Any new applications for appointments will come to a future meeting for Council confirmation. FISCAL IMPACTS N/A STAFF RECOMMENDATION N/A ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to approve the Mayor's recommendations for the Annual Appointments to the various Commissions, Committees and Boards. REFERENCES & ATTACHMENTS Attachment 1: List of appointments Attachment 2: Applications Page 1 of 1 C I T Y O F -ASHLAND CITY OF AS H LA N D REAPPOINTMENTS & NEW COMMISSION APPOINTMENTS LIST FOR ANNUAL APPOINTMENTS 2022 AIRPORT COMMISSION Term ending 413012025 Reappointment Patricia Herdklotz Jeff Dahle CLIMATE POLICY COMMISSSION Terms ending 413012024 Reappointment Richard Barth Gary Shaff CONSERVATION AND CLIMATE OUTREACH COMMISSION Term ending 413012025 Reappointment Marni Koopman FOREST LANDS COMMISSION Term ending 413012025 Reappointment Nathan Lewis HISTORIC COMMISSION Term ending 413012025 Reappointment Terry Skibby Piper Von Chamier New Appointments Term ending 0413012023 Katy Repp Shelby Scharen Eric Bonetti HOUSING AND HUMAN SERVICES COMMISSION Term ending 413012025 Reappointment Rich Rohde Echo Fields PUBLIC ARTS COMMISSION Term ending 413012025 Reappointment Cassie Preskinis New Appointment Term ending 0413012023 Gabriel Barrera SOCIAL EQUITY & RACIAL JUSTICE COMMISSION Tern? ending 413012025 Reappointment New Appointments Julie Gillis Emily Simon Amit Choudhary Precious Yamaguchi Tamara Williams Term ending 0413012024 Angela Decker City Hall �. City Recorder's Office Tel: 541488-5307 20 E Main Fax: 541-552-2059 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us Juan Miguel Santiago TREE COMMISSION Reappointment WILDFIRE SAFETY COMMISSION Reappointment Terms ending 413012025 Cat Gould Terms ending 413012025 Daniel Dawson City Hall City Recorder's Office Tel: 541-488-5307 20 E Main Fax: 541-552-2059 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us CITY OF -ASH LAN D APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalana,ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: Mailing Address Physical Address Occupation 1. Education Background What schools have you attended? What degrees do you hold? (Commission/Committee) Phone: Home Work Email Fax What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? �a, 3. Interests Why are you applying for this position? 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position Date Signature OFF4AXII CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalana.ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Jeffrey (Jeff) R Dahle Requesting to serve on: 1. Education Background What schools have you attended? Univ of Oregon,Univ of Phoenix,southern Oregon Univ What degrees do you hold? Bachelor of Science, Information Technology What additional training or education have you had that would apply to this position? MBA (in progress), Oregon Department of Revenue, Local Budget Law Training - 2020, 2021 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? In addition to over 20 years of senior level management experience in the corporate environment which includes significant fiscal and budget responsibilities, I have owned and operated small businesses as well as have served as President and CFO/Treasurer of three non-profit organizations. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Absolutely and without question. The best thing an individual wdh a fiduciary and amhiml obh9alow b th. a nur*y undo is to remain amen and open to undsMandi g bend., prnclples aM bael pradiaa 3. Interests As an Ashland native with considerable Why are you applying for this position? understanding of the community, as well as financial acumen, problem -solving skills and a collaborative approach, I believe that my leadership, posifive attitude. well-rounded skill set and experience can and will contribute 10 the city's long-term financial success. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Available as needed/required 5. Additional Information How long have you lived in this community? 1975-1995, 2010-Present Please use the space below to summarize any additional qualifications you have for this position Ashland Airport Commission, 2020-Present (Elected Commission Chair - 2021, 2022) 6/1 Date lorw2all CITY OF -ASH LAN D APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtala n,ashland.onus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: C University of Illinois and others Bachelors of Science Electrical Engineering What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Vice -Chair CPC 1 year Chair CPC 2 years assorted other non-profit and government advisory positions Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? No. Action is needed not further trainin 3. Interests Why are you applying for this position? Want to continue CPC work 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes. Either. 5. Additional Information How long have you lived in this community? 22 years Please use the space below to summarize any additional qualifications you have for this position 4/11 /22 Date Signature 1prTrwall CITY OF ASH LAN D APPLIC ATIO- FOR APPOL1-T-AIE'_"r T TO CITY COININ ISSIONICONBE[TTEE Please t 'Pe or pant ansivers to the folfoi;ping questions and submit to the City Recorder at City- Hall, 20 E Main Street or email sttelahul7tal.a3hlardor,s. If}you have auk,- questions; please feel free to contact the Cir Recorder at 438-5307. Attach additional sheets if necessary-. Name Gan,' S haff Requesting to ser-1'e on: C!rmat_ Pd-,n/ g hat additional training or education have you had that would apple to this position? I bee n a C PC me mbe r � i nce t: in ceptKx Z. Related Experience W at prior work experience have you had that Mould help you if you were appointed to this position" 30W-=rtrartspwnfmnand':and us e pia nning;a*eer,mos yinOregon Igo you feel it would be advantageous for you to have further training in this field, such as attendina conferences or seminars? why-' Yes- ftis.Mays bett-rtc h=',-- gsan rev insights- 11FALAMAk 3. Interests VA;- are {-o-u applying fnr thus position' dm hcpng m hefp Ashbndreduca Hs kmaa m c'irnav &wnga wihiW improving the quafrty and fvabRrtyaf tha mmmuMy- 4. Availability Are You available to attend special meetings. in addition to the regulaxly scheduled meetings' Do you prefer day or evening meetings' SC OMfaia;iae �. Additional Information How Ion- have you lived in thi; community 22 years Please u:e the space below to -um ari:A- any additional qualifications vote hmv for this pti5rtkn AM22 Date Si --mature CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalaAashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Marni Koopman Requesting to serve on: Conservation and Climate& (Commission/Committee) 1. Education Background What'schools have you attended? UC Santa Barbara, UC Berkeley, and Univ. Rd What degrees do you hold? Masters of Science Computer Science What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Vice -Chair CPC 1 year Chair CPC 2 years assorted other non-profit and government advisory positions Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? No. Action is needed not further trainim 3. Interests Why are you applying for this position? I want to see the CEAP fully implemente 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes. Either. 5. Additional Information How long have you lived in this community? 22 vears Please use the space below to summarize any additional qualifications you have for this position 8-30-2022 Date Signature CITY OF -1SHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall. 20 E Main Street, or email mclissa.hulualary ashland.orm,,. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on ucation have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? V451Z hoc( Cvh1 k ec�JC�im 3. Interests a Why are you applying for this position? � :..roc- c^'►v�rw�T,, w4 WJt,L.. ClIf- 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? l+V '-.l'4=,i 5. Additional Information 1133 How long have you lived in this community?'� �� p06 -j,�cd3 Please use the space below to summarize any additional qualifications you have for this position Da Signature IffWAAAMA CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalaC@,ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name �l ( �✓` Voy, (, l I a ev1 f ki�-- Requesting to serve on: {��s/`t L Commissio ommittee) PFFAMAFSI 3. Interests ` Why are you applying for this position? 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 00 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position .-� r-1 G C o ry r %r, CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalaCa>ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: tl ZSVl _L(io (AA ftA ( S V1 U1� (Commission/Committee) Mailing have you attended? o f-y-1/L& 0! 1 J What degrees do you hold? � T i A—j IAIOU C) UA a A I Vt I 1 fi OU` 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to 4ave her training in this fieltd, uch as attending conferences or seminars? Why? I IS & lu �1/1>°1 ' M- 1 t wooL(A- a4uk A-f -W- S VD(z&k- j kave wti fo a(newev 3. Interests Why are you applying for this position? PFFAMAFSM OWL", IM I on g7o."W, F'W. • I-WAAMV G" 4. Availability Are you available to attend special meetings, in addition to the regularly sched/led meetings? Do you prefer day or evening meetings? a('S 0+ w*y— 5. Additional Information How long have you lived in this community? �� of Please use the space below to summarize any additional qualifications you have for this position f A l ttJW9 hn.4ws f R tit o 4o w M A *siloL�- VY t� - meSNe4�G -?A A nn ll /V A A A "In-P I r A/ LCP 1/-)' r 1 U- IAA �i •y . ��d� tc� v l o m {'� �" �l S �l Cal wv�t v 4'1� C�VL. 1 a r 40 -lw 4-V1!S►�Pat is S(V� IZVVA v 4 les t/1 i die eA,16VaA w ac" Date Signature �r, DocuSign Envelope ID: 4AC8E18F-249A-4EDC-9C4E-EE12C2D74604 CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtala(&ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Eric Bonetti Requesting to serve on: Historic Commission Fax What degrees do you hold? BA, Organizational Communications What additional training or education have you had that would apply to this position? Creative director for BASF Magnetics 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Ashland Real Estate Broker for 16+ years Own multiple commercial buildings within Ashland's historic districts Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? NA DocuSign Envelope ID: 4AC8E18F-249A-4EDC-9C4E-EE12C2D74604 3. Interests Why are you applying for this position? Civic duty 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Evenings 5. Additional Information 25+ years How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position Own multiple commercial buildings within Ashland's historic districts. 4/27/22 y: 545FD4M23TjTAatUrevic f*Mffi Date CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalaCaashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: Address Occupation 1. Education Backeround What schools have you attended? (Commission/Committee) Phone: Home Work Email Fax What degrees do you hold? What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? 3: Interests Why are you applying for this position? 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position Date Signature Orwaiall CITY OF ASH LAN D APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtala@ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: (Commission/Committee) Address Occupation Phone: Home Work Email Fax 1. Education Background What schools have you attended? What degrees do you hold? What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? ZIA 3. Interests Why are you applying for this position? 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position Date Signature CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Ball, 20 E Main Street, or email .. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name l ASSt e PPPSktvt- S Requesting to serve on: �t�, e_ A r-iS / What schools ha%c you attended? What degrees do you bold? 0b6L;&5 -fx> ..l0.f ei s c ceyltf' t ,— Q r,- CA t35 + .'�2p u -- What additional training or education have you had that would appy-to this position? C4,r ; f,' nL LA�,,}fctcri 1 enU,tr , VA4-ry 1 nS�n,clot� 2. Rehted Ettoerience What prior work experience have you had that would help you if you were appointed to this position? .i hrr_Y{. Litcn ach4t th A-sh1&4s wiovtoturt arts Ccrvtcvtuhtfi�4 -(d! 30+ ato-r5. Mxl �rs� �Ob ate IS *arS a� Iewrvd mLVck .* ost ecnntc+-ecf L3/ (zc4s- 06 you feel it would be advantageous for you to have further training in this field. such Qy hSiS as attending conferences or seminars? why? 2 1e AV(, bteY, V 4 �x- a[.r �rivlll0.Pci v -6-pa uk af&,* i-+6t oo(LL J.Q X�1 or n q Axe MvI S CAA*1 S r I le n r} t `i b-t ajt y 9� ciclhnc . Q� ►uYL 0AtAAQ.( nnr,, ole dcLrre- +ac"Y- -�eStwaQs iq -11,, US $ra2;1t-Cl.iNea4,arland(s a,�d �I� Saar. Pae +c- . IN, 3. nter is Why arc you applying for this position? LA 4 G L ' Ct (k t — lhts CDr•nrn-nt�iS_Y� •tnrl�si�e- �„b1�c, a.vk l� Shtvlca�l;fw nu A�sS.o,1o�1�-o�iawk• 4. AnUsbWty Arc you available to attend special meetings. in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? a G _ •_rl �IA 5. J l losv long hair you lived in this community? Please use the space below to summarize any additional qualifications you have for this position Z 1AQLW. Ian 4%L IA. m RA zfor ovtf a W&,r ork SiA&N2 P�tL�.ifi{ tt t�Mc/lSl�1. T �_�O 6A, �c!\ �M 'c-, C4 oS a Cornmiss;-Crux and kPA _Gl f`PSeCd" 7L- [An\Jr AA ILCC-1 lnt iw\ +r"Iaz n -frcm 0- broad Ccu*._6_— oc',dcc 6 kel -b 4e e �- QQQ p Date %------- Signature WAR CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtala(iDashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Gabriel Barrera Requesting to serve on: Committee 1. Education Background What schools have you attended? Pratt Institute What degrees do you hold? BFA Painting What additional training or education have you had that would apply to this position? EDI Facilitation Training 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? have been involved with arts advocacy, production and mentorship for over 25 years. Do you feel it would be advantageous for you to have further training in this field, such Yes, n is essential ro keep uId-E an the latest movsrteMs, —M . mrwarsa , BM Whnob&.. as attending conferences or seminars? Why? 3. Interests Why are you applying for this position? My—OW-1 —ld netp a,-4 tre mmmmae as wail as serve as an aivooate ror .roarsarvaa am .Merrapraseeree mam,.— of mwr. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes. I prefer day. 5. Additional Information How long have you lived in this community? 14+ years Please use the space below to summarize any additional qualifications you have for this position ve a N —IN m .arcs upon t og.e a. arts a to f1r arts p. eve n rem y many in m—q It 'wly 10,a pos — 6/6/2022 Date Signature C 1 T Y OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtala(&ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: Mailing Address Physical Address Occupation 1. Education Background What schools have you attended? What degrees do you hold? (Commission/Committee) Phone: Home Work Email Fax What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? ��1 3. Interests Why are you applying for this position? 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position Date Signature :':N CITY OF -AS H LA N D APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalang.ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: Address Occupation 1. Education Background What schools have you attended? (Commission/Committee) Phone: Home Work Email Fax What degrees do you hold? What additional training or education have you had that would apply to this position? 2. Related Ewerience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? 3. Interests Why are you applying for this position? 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position Date Signature FRAL knMA CITY OF -ASH LAN D APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtala n,ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Amit Choudhary Requesting to serve on: Social Equity and Racial Jw (Commission/Committee) Work Email Fax Sheel Niketan Higher Secondary School Bachelor in Computer Science and Engineering Masters in Management Information Systems What additional training or education have you had that would apply to this position? I have been working with my friends to organize the vigils and marches for racial equity. Have been the actively part of organizing community free meditation for about 3 years where people from all the faiths and races are welcome. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Continuing my above answer, I have met so many people in ashland who have joined for weelkly meditation for last three years. Talking to them and getting to know them in person and their problems have always inspired me to work with them to make there life better in anyway i can Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? I can always learn more about all the cultures around the world including their history, that will make me more informed about diversity. 3. Interests Just want to actively Why are you applying for this position? engage in community welfare working with the government system. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes I can ( if I am informed in time). I would prefer evening 5. Additional Information 3 years How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position I donot have a special qualification for this post. But working with my friends on recent events for racial justice have motivated me to invest more and more of time to the things that really matter and I have started finding immence joy in being part of these community events. I would love to engage myself more in such activities. Plus, I have been working on some of my own ideas to make things better in community with my personal skillset: Some of my ideas include: 1. My masters thesis was in pattern recognition in random data sets I came accross an article that was about human trafficcing accross 1-5 Highway. I have been working on my software to make it more and more efficient in determining the pattern of human trafficing accross 1-5 and to work with our police department to estimate this pattern and minimize this problem in society. 2. Solar farm: As an entreprenuer I want to invest in a solar farm that will generate more green electricity and help reduce green house gasses in our valley. 05/17/2021 U� Date Signatu e CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email n,elissa.huhtala a,ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Precious Yamaguchi Requesting to serve on: Social Equity & Racial JusW (Commission/Committee) Work Email Fax Humboldt State University (BA degree); Pepperdine University (MA); Bo%Ang Green State University (Ph.D.) What degrees do you hold? BA in Studio Art w/ minors in Ethnic Studies and Public Relations; Master's degree in Communication; Ph.D. in Communication Studies What additional training or education have you had that would apply to this position? My doctoral degree is in Communication and I teach courses in international, intercultural, and digital communication; also have my cognate (like a minor) in Multicultural Counseling from Bowling Green State University in Ohio. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? I've worked with diverse populations of students at a state university, international university, women's college, community college and culinary institute. I've also published a book on Japanese American women who were imprisoned in the World War II internment camps as well as several chapters and articles. I've also worked for Asian American and Latinx media in Los Angeles and Ohio. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Oh yes, I always try to attend conferences annually to stay up-to-date with the latest research as well as expand my professional network. 3. Interests I am passionate about Why are you applying for this position? being engaged with my local community as well as working for BIPOC and LGBTQ equality. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Day time meetings are preferable, just because sometimes it's difficult to find evening childcare. 5. Additional Information How long have you lived in this community? 7 years Please use the space below to summarize any additional qualifications you have for this position I teach courses in Communication focused on international, intercultural, gender, and digital communication. I published a book and several articles and chapters about communication and cultures such as Ghanaian, Japanese American, and virtual/ online cultures. My Ph.D. is in Communication and I have worked with Asian American, Latinx, and non-profit organizations and media. For four years my co -hosted a Media Literacy radio show on JPR called Signals & Noise. 05/ 17/2021 g Digitally signed by Precious Precious Yamaguchi Yamaguchi Date_ 2021.05.17 09.14:38-07'00' Date Signature :VAIR CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtala@ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: Mailing Address, Physical Address Occupation. 1. Education Background What schools have you attended? What degrees do you hold? (Commission/Committee) Phone: Home Work Email Fax What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? 3. Interests Why are you applying for this position? 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position Date Signature CITY OF -ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalaOashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. -Attach additional sheets if necessary. N Requesting to serve on: q- b,ttv- (Commission/Committee) 1. Education Backaround What schools have you attended? What degrees do you hold? U G I Six cvUZ CA & CL 4L�Llif c JC1 1/t �i �Si ? 1 VV11dt ddditiUlldl training ur eduCatiun 11dVe yuil 11dd ujat Wvuid apply to MIS positiun? UNL C— '\ 2. `Related Experience 1 What prior work experience have you had that would help you if you were appointed to thisposition? cl,--V V14\-a Dr ev\ ssL'-A-S CoVASu-(% ut� o y u feel it ould be advantageous for you t9 �ave further training in,this field, such as attending conferences or seminars? Why? -6 \ �l 0 C 3. Interests Why are you applying for this position? or 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? v 5. Additional Information -� How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this pusiiivii 11 ' Zt SAS Lot.--.- VYYMt A.0 411.- SCkCfA el Date a 9 I a Signature JC IWALAS-1 WIN C-M CITY OF -ASHLAND APPLICATION FOR APVO1 NTIVIEh'T '1'0 C-1TV COMAUSSIONIC011VTNII'll-FEE Plrayc tN,pc or print answers to the following questions and submit to the City Recorder at City Hall, ZU f :'burin Street, or Cmgil m _cj ivwhnta;%1u ashta anus. If you have any questions, please feet fire to contact the City Recorder al 488-5307. Attach additional sheels if necessary. Name Juan Miguel M. Santiago Requesting to serve on: Commission ...... '.+..�. �.��, :/Q!r lam/' . • ��AA.A Jt'Y�M I Y� VA! What dcgrccs do yuu hold? MFA and BFA What additional training or educatMn ha%•e Nou had that v,ould apply to this pusttion! 2. Related Experience What prior work exp(.7icnce have you had that would belt, you if you 'wcrc apl),intrd ro this position'? Having taught as a Luc:turer aW Pruressor en ftn systems of nicittct uduavinn Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or,eminus? Nulty? Yes 3. Interests Why arc you applying for this position? I want to help promote and enouurage diversify and incluPon Utfoughout the city of Ash41nd and beyond. A. Availability Are you availabic to attend special mcctin&s, in addition to fhc regularly scheduled meetings" Do you prefer day or evening tnCcl ings`. Day m"-lwvj; s. :'ldditiortallafornration Ilow long ha%c you hvcd i3yrS and 5 months n Ihi� communil�° Pleaw use the space beloti�, W sttrnmari7e am additional qualiticatiomS you ha. c for this poxition 05/31 /2022 CITY OF ASH LAN D APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalaaashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: C (Commission/Committee) What schools have you attended? University of Illinois and others What degrees do you hold? Bachelors of Science Electrical Engineering Masters of Science Computer Science What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Vice -Chair CPC 1 year Chair CPC 2 years assorted other non-profit and government advisory positions Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? No. Action is needed not furthertraining. IMALkall 3. Interests Why are you applying for this position? Want to continue CPC work 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes. either. 5. Additional Information How long have you lived in this community? 22 years Please use the space below to summarize any additional qualifications you have for this position 4/11/22 ' Date Signature CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email melissa.huhtalang,ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: Address Occupation 1. Education Background What schools have you attended? What degrees do you hold? (Commission/Committee) Phone: Home Work Email Fax What additional training or education have you had that would apply to this position? 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? 3. Interests Why are you applying for this position? 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? 5. Additional Information How long have you lived in this community? Please use the space below to summarize any additional qualifications you have for this position Date Signature Cs� Council Business Meeting September 6, 2022 Agenda Item Resolution 2022-27 Establishing a Policy for Commemorative Flags at City Facilities by Adding it to the Current City Street Pendant Policy From Douglas M. McGeary Acting City Attorney Contact Doug.mcgeary(o)ashland.or.us; 541-552-2091 SUMMARY The City Council adopted a resolution on May 4, 2021, that included the proclaiming of Juneteenth as an annual day of municipal commemoration. As part of its commemoration the City Ashland currently flies Juneteenth commemorative flags on the Plaza near City Hall, and at the Council Chambers/Ashland Police Department on East Main Street. This item is to establish a City policy for flying commemorative flags at City Facilities by adding it to the current City policy for pennants on City property or in public rights -of -way. The proposed policy clarifies that flags or pennants displayed on City property or in public rights -of -way are intended as an expression of the City's official sentiments. Commemorative flags or pennants on City property may only be authorized by the City Council and is governmental speech as defined by U.S. Supreme Court rulings. The City's flagpoles and street poles are not intended to be a forum for free expression by the public. The use of flagpoles and street poles are for commemorating or recognizing important national, state or local individuals, events, or community priorities. Flags or pennants will not advertise or promote commercial products or services, or religious, political or unofficial social viewpoints, nor promote or advertise gambling. The City will not use its flag poles, street poles or other facilities to sponsor the expression of a third party. The policy designates that commemorative flags are to be flow on City flagpoles at the Plaza near City Hall, and at the Council Chambers/Ashland Police Department. It authorizes the City Manager to procure appropriate and commercially available flags from available funding to be flow at the authorized locations for the following City Council authorized commemorative days/periods: • Martin Luther King, Jr. Day — U.S. National Holiday; Third Monday of January each year • Cesar Chavez Day— U.S. national day of commemoration/observance; March 31' each year • Juneteenth — U.S. National Holiday; June 19'' each year • Pride Month = City of Ashland commemoration/observance; month of June each year • Indigenous Peoples Day — Oregon State and U.S. national day of commemoration/observance; Second Monday in October each year • Pride and Our Community Day — City of Ashland commemoration/observance; TBD annually (Second Saturday in October each year) Page 1 of 3 CITY Of -ASHLAND ACTIONS, OPTIONS & POTENTIAL MOTIONS Approve Resolutions 2022-27 establishing the City of Ashland's policy for commemorative flags and for street pennants to be displayed at City facilities and in public rights -of -way and designating approved days or periods of commemoration. STAFF RECOMMENDATION Staff recommends adoption of Resolution 2022-27 adding a commemorative flag policy to the street pennant policy. FISCAL IMPACTS It is anticipated that adding additional flag commemorative dates at the Plaza near City Hall, and the Council Chambers/Police Station on East Main Street will require nominal expenditures to purchase flags, assuming the selected commemoration days are limited in number and have commemorative flags that are recognized as appropriate for the intended use that are readily available commercially for purchase. POLICIES, PLANS & GOALS SUPPORTED Resolution 2021-01, Section LB proclaiming Juneteenth as an annual day of municipal commemoration. Resolution 2013-27 Directing City Administrator to Establish Standards for Street Pennants Resolution 2010-32 Amending Minimum Standards for Functional Items - Pennants BACKGROUND AND ADDITIONAL INFORMATION The issue of use of the city's flags and pennant policy has arisen again after a recent Supreme Court of the United States (SCOTUS) ruling, Shurtleff v. City of Boston, 596 U.S. (2022). The Shurtleff case concerned the city of Boston's practice of allowing the public to fly flags on city poles but in this particular case the city denied a Christian group from flying a flag on Constitution Day. The group claimed its purpose for flying their flag was "to enhance the understanding of the country's Judeo-Christian moral heritage". The case went up through appeals evaluated under Establishment Clause doctrine despite the complaint presenting only a First Amendment free speech violation. SCOTUS simply agreed with the plaintiff that "the city's lack of meaningful involvement in the selection of flags or the crafting of their messages leads us to classify the flag raisings as private, not government, speech". As noted, Shurtleff's issues of speech were also conflated with issues involving the 1st Amendment Establishment Clause pertaining to religion. Although not dealt with directly by the majority in Shurtleff, the issue was discussed in a concurring opinion that later appeared as underlying authority in a subsequent case, Kennedy v. Bremerton School District, 597 U.S. (2022). The Kennedy case now interprets the Establishment Clause much more strictly to protect religious expression. This is an important development because the city will need to develop flag and banner policies that take both these new interpretations for free speech and religious expression into account. Boston apparently did not have a well -established policy limiting the use of its flagpoles. Public entity policies, including for the City of Ashland, will need to establish clear rules of what flags are to be presented on their poles and when. To that end the city will want to differentiate between government speech and public forum. The more liberal a policy that the city applies to allow use of their flag poles (or a showing of a lack of "meaningful involvement in the selection of flags or the crafting of their messages"), the more it will be subject to a Boston outcome under Shurtleff. That is, under Shurtleff, a policy and practice that allows public speech use of its flag poles cannot be restricted to only those uses dictated or supported by the Page 2 of 3 CITY OF -AS H LAN D city. Allowing public speech use of city flag poles means that any and all public speech uses must be tolerated and allowed. Review Of Current City Pennant Policy & Guidelines The city's current pennant policy appears to comply or fall within the meaningful involvement in the selection of flags or the crafting of their messages and the related Kennedy restrictions on government activity effecting the public's use of city property. The pennant policy can be updated to include commemorative flags at city facilities. It specifically states that "[p]ennants may not advertise or promote commercial products or services, or religious, political, or social viewpoints," and thereby provides the city protection from claims of favoritism and historically controversial subject matter. However, Kennedy and other recent decisions of SCOTUS have shown that the court is beginning to interpret even more strictly against government action which inhibit or injure the free practice of religious expression, but it is highly doubtful that would affect our policy as carefully written. The city's policy restricts displays in specific areas or places which affect aesthetics and safety. They provide criteria for sizing, permanence, manner of displays, and maintenance which again all remain neutral and relate to important government interests to protect against litter, aesthetic degradation, and overall health concerns. With pennants, the ordinance again appears content neutral and design oriented, and yet detailed enough to craft a message for public purposes while establishing criteria to steer away from promoting personal or singular information messaging. In this regard, the city appears to be establishing a "meaningful involvement in the selection of flags or the crafting of their messages" which the majority in Shurtleff'agreed was necessary. Resolution 2022-27 proposes to expand the current pennant policy to include commemorative flags at City facilities or on its flag poles for governmental speech that avoids an unintended consequence of creating a policy or practice that creates a private forum that would. in turn, obligate the city to allow any and all other private speech uses at city facilities or flag poles. REFERENCES & ATTACHMENTS Attached: Resolution 2022-27 — Resolution Establishing Commemorative Flag and Street Pennant Program Standards, Draft - Aug. 12, 2022 Page 3 of 3 C I T Y O F -ASHLAND RESOLUTION NO. 2022-27 RESOLUTION ESTABLISHING COMMEMORATIVE FLAG AND STREET PENNANT PROGRAM STANDARDS RECITALS: A. Whereas, the citizens of Ashland have a strong history of community engagement in local, state and national issues; and B. Whereas, it is appropriate for the City of Ashland to reflect its community engagement by appropriately commemorating important individuals, events, and social priorities; and C. Whereas, it is important that commemorations by the City of Ashland comport with established legal norms for the expression of governmental speech; and D. Whereas, the City Council wishes to establish policies for use of City facility flag poles and for street pennant displays in its public spaces, including rights of way, for governmental speech recognized by the City of Ashland; and NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON, RESOLVES AS FOLLOWS: SECTION 1. Commemorative Flag and Street Pendant Program Standards Established Commemorative Flag and Street Pennant Program Standards are hereby established for the City of Ashland as contained in this resolution. SECTION 2. Program Overview The intent of the City of Ashland Flag and Street Pennant Program is to commemorate and express community values, add color and excitement to the city's streetscape, promote the general economic interests of the community through the promotion of cultural and seasonal activities that enhance the economic viability and overall vitality of the community. The display of flags, pennants or any other similar objects on city property is symbolic and intended as an expression by the City, and therefore the City seeks to establish clear guidelines regarding the display of flags or pennants on City facilities that is fully intentional as to control of the message and a reflection of particular city -endorsed values or causes. Unless otherwise specifically provided, the use of the term "flags or pennants" will hereafter refer to all ceremonial or commemorative or informational flags and pennants - 1 CITY OF -ASHLAND or banners discussed herein and the reference to either a flag, pennant or banner is a reference to and is equally applicable to each descriptor. SECTION 3. Program Scope & Elieibility Criteria Eligible flags or pennants are those that, through the application process, match the above stated overall philosophy of the Program. Flags or pennants displayed are intended as an expression of the City's official sentiments. The City's flagpoles and street poles are not intended to be a forum for free expression by the public. Flags or pennants will not advertise or promote commercial products or services, or religious, political or unofficial social viewpoints, nor promote or advertise gambling. The City will not use its flag poles, street poles or other facilities to sponsor the expression of a third party. e A request for a display of flags or pennants shall be supported by at least two members of the City Council who may place it on a City Council meeting's agenda for consideration by the Council. All requests to display flags or pennants must be listed as a "Regular Item" on the Council agenda. Council must present requests to display flags or pennants at least ninety (90) days prior to the date requested for their display. A Council resolution authorizing the display of flags or pennants must be approved by a majority vote of the City Council and will direct staff to ensure that the flags or pennants comply with this policy as herein provided. • With the exception of the Downtown Zone, eligible entities for requests are limited to governmental agencies, including the Ashland School District and Southern Oregon University or the City of Ashland, including its approved designee's, such as the Ashland Chamber of Commerce. • Eligible entities in the Downtown Zone include governmental agencies, as well as recipients of Economic and Cultural Development Grants from the City of Ashland. The City of Ashland, and no other entity, may place small pennants on pedestrian scale light poles on the downtown plaza and may place such pennants for a term exceeding two months. • In addition to official holidays, "official social viewpoints" will be those associated with or commemorative of national, state, regional or municipally recognized and respected events, priorities, or persons. • Permit applications by eligible entities must be submitted 60 days prior to the requested installation date with permit review and approval completed by the City Manager a minimum of 30 days in advance of the installation date. Exceptions may be made to the policy concerning the approval timeline by the City Manager at his/her discretion. • Installation of pennants is limited to the pennant zones displayed on the City's Pennant Placement Zone Map. The zones are associated with arterial (major) streets - 2 CITY OF -ASHLAND and proximity to major commercial, educational and cultural districts and are designated as follows: ❖ Downtown Zone ❖ North Ashland Entrance Zone ❖ South Ashland Entrance Zone with Exit 14 overpass ❖ Siskiyou Educational Zone ❖ A/0 Street Zone ❖ Winburn Way Zone SECTION 4. Flag and Pennant Content Criteria With respect to commemorative flags alone, the following are proclaimed as official commemorations of respected events, priorities, or persons: • Martin Luther Kina. Jr. DaX — U.S. National Holiday; Third Monday of January each year • Cesar Chavez Da —U.S. national day of commemoration/observance; March 31' each year • Juneteenth — U.S. National Holiday; June 19`h each year • Pride Month — City of Ashland commemoration/observance; month of June each year • Indigenous Peoples DaX — Oregon State and U.S. national day of commemoration/observance; Second Monday in October each year • Progressive Pride Day — City of Ashland commemoration/observance; TBD annually (second Saturday in October each year) The City Manager will identify and purchase flags for official commemorations from funding available for such use to be flown at city facilities that are appropriate to honor the occasion and that are generally commercially available. In the event a flag is not commercially available, the City Manager may find reasonable alternatives. Commemorative flags will be flown only at the following locations: • Plaza near City Hall • City Council Chambers/Ashland Police Department Pennants must contain some graphic element (photo, illustration, etc.) and may not consist of only text. Pennants may not include the following: • Phone numbers • Web addresses • Directives (turn left here, etc) • Business names/logo's The pennant material and graphic content color palette does not include neon or other overly bright colors. Refer to the Street Pennant Guidelines for suggestions and recommendations for maximizing the aesthetic and communication impact of the proposed pennant(s) _ 3 CITY OF ASHLAND SECTION 5. Pennant Installation Street Pole Options There are two types of poles and one other location where pennants may be installed; the large overhead street lights (cobras) and the shorter pedestrian scale light poles (Sternbergs) and the fence on the Exit 14 overpass. The A St/O St Zone is limited to small pennant installation (see pennant construction specifications for details), while all other zones allow only large pennant installation. Many of the larger streetlights are fitted with double horizontal brackets for pennant installation. Others do not have the necessary brackets for hanging pennants. Approved permit requests for pennant installation on poles without existing brackets may include a onetime bracket purchase by the applicant and installation fee and will require 4 to 6 weeks prior to installation for ordering and installing the new brackets. Pennant Duration Although the city continuously reserves the right to limit the duration of any flag or pennant display as it deems reasonable or in the city's interest, the Downtown Zone Map contains two designated locations for short term pennant installations (less than two months) with the remainder reserved for long term installations (greater than six months). All other zones allow only long term installations. The Downtown Zone is also limited to a maximum of three unique pennant messages at any time to maintain visual compatibility throughout the zone. The short term event permit holder is responsible for the removal and reinstallation of the existing pennant in their approved location and any coordination required to accomplish the task. The City of Ashland reserves the right to exclude specific pole locations for certain periods of time for other non -pennant City/Community Uses, such as holiday decorations. Installation/Removal Requirements Installation and removal of the individual pennants are the responsibility of the permit holder. Any contractor hired to install/remove pennants must meet the pre -qualification requirements of the City of Ashland Public Works Dept and may be required to obtain Oregon Department of Transportation (ODOT) lane closure permits depending on the location and method of installation/removal. Pennants must be removed by the applicant on or before the expiration date of the permit. Applicants may be charged with removal costs if not removed by the date listed on the permit and may not be eligible for future pennant installation approval. Pennant Construction Specifications There are two approved pennant sizes: a larger size for the overhead street lights and a smaller size for the pedestrian scale lights. Pennant installation must be consistent with -4 CITY OF ASHLAND the street light type, i.e. a small pennant will not be approved to be installed on the large overhead street light. • Large Pennant Size -136" in height, 48" in width, 4" pockets for connection with bracket * • Small Pennant Size - 36" in height, 18" in width, 2" pockets for connection with bracket * *See the City's Street Pennant Guidelines for illustration details All approved pennants shall be manufactured/constructed to withstand wind gust at 20lbs per square inch using large format ink jet printing on two sides of heavy duty material approved and listed for indoor/outdoor use. A listing of pennant manufacturers used by previous pennant applicants will be generated and maintained by the City of Ashland for future applicant reference. Maintenance Standards Pennants must at all times be maintained in a visually appealing manner, which is the sole responsibility of the permit holder. Pennants in disrepair must be maintained, replaced, or repaired. An individual pennant is defined as in disrepair when it is loose, frayed, torn, fallen, discolored or faded The City, at its discretion, may contact permit holders requesting they repair or remove pennants that are not adequately maintained. Additionally, the City has the authority to remove any pennants that it determines pose a safety risk to the public, with our without prior notice, with costs of such actions being billed to the applicant. Application Information The Applicant must have Commercial General Liability (CGL) Insurance with minimum limits of $500,OOO per occurrence, $1,000,000 aggregate. By endorsement, the CGL policy shall name the City of Ashland, its agents,. directors, officers, employees and volunteers as additional insureds. The additional insured endorsement must provide primary and non-contributory coverage. A certificate of insurance with the additional insured endorsement must be provided and approved by the City of Ashland prior to banner installation. An application fee of $125 is due at the time of permit application submittal and will be refunded if the permit is not approved. The bracket purchase and installation charge (if applicable) will be collected prior to issuance of the permit and is not required at the time of submittal. Permit applications are required to be submitted 60 days prior to the requested installation date. Permit review shall be completed by the City Administrator (or designee) within 30 days of submittal, providing the applicant time to arrange an approved installer and obtain right of way permits if required prior to the requested installation date. Upon approval, the applicant will be notified by phone or e-mail and be required to sign an agreement with the City of Ashland. - 5 CITY OF -ASH LAN D Application Submittal Requirements 1. Complete Street Pole Pennant application (attached) 2. Certificate of liability insurance 3. Color copy/rendering of the proposed pennant graphics 4. Application Fee Mail the completed packet or deliver to: City of Ashland — Administration 20 East Main St Ashland, OR 97520 Applications can also be submitted by e-mail to administration@ashland.or.us SECTION 6. This resolution is effective upon adoption. ADOPTED by the City Council this day of , 2022. ATTEST: Melissa Huhtala, City Recorder SIGNED and APPROVED this day of , 2022. Reviewed as to form: Doug McGeary, Interim City Attorney Julie Akins, Mayor _ 6 CITY OF -1SHLAND Council Business Meeting September 6, 2022 I Agenda Item I Comprehensive Sanitary Sewer Collection System Master Plan Adoption I From Scott Fleury PE Public Works Director Chance Metcalf PMP Senior Project Manager Contact Scott.fleury0_)ashland.or.us 541-552-2412 Chance.metcalf ashland.or.us 541-552-2448 SUMMARY Before the Council is the 2022 Comprehensive Sanitary Sewer Collection System Master Plan prepared by RH2 Engineering. Staff is requesting Council adopt the Comprehensive Sanitary Sewer Collection System Master Plan as the current planning document for the City's wastewater collection system. The Sanitary Sewer Collection System Master Plan provides a useful planning tool associated with the City's wastewater collection system through 2042 planning period. POLICIES, PLANS & GOALS SUPPORTED City Council Goals: • Essential Service- Wastewater System • Address Climate Change • Continue to leverage resources to develop and/or enhance Value Services CEAP Goals: • "Consumption and Materials Management": Reduce wastewater greenhouse gas emissions. Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life -cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources PREVIOUS COUNCIL ACTION Council previously approved a personal services contract with RH2 Engineering to provide a Comprehensive Sanitary Sewer Collection System Master Plan at the February 18, 2020 Business Meeting(Minutes, Staff Report). BACKGROUND AND ADDITIONAL INFORMATION The City of Ashland (City) contracted with RH2 Engineering, Inc., (RH2) in 2020 to prepare an updated Comprehensive Sanitary Sewer Collection System Master Plan (CSSCSMP). The previous plan was prepared in 2012 by Keller Associates. The CSSCSMP includes an evaluation of the sanitary sewer collection system and recommendations for maintenance and capital improvements. The executive summary provides a brief overview of the CSSCSMP findings and results. The City owns and operates its sanitary sewer collection and treatment system and complies with all regulatory standards for managing a public sanitary system in the state of Oregon. The City's population is approximately 21,554 (certified estimate from Portland State University Population Research Center as of July 1, 2021). The City provides sanitary sewer services through approximately 8,549 customer connections as of 2020. Page 1 of 5 CITY OF -ASHLAND The City of Ashland Comprehensive Sanitary Sewer Collection System Master Plan evaluated the City's wastewater collection system and made recommendations for improvements and upgrades throughout the City's facilities. Recommendations were based on the ultimate build out in the City and included near -term and long- term projects as part of the recommended Capital Improvement Program to provide adequate system capacity. Recommendations for improvements also included an operations and maintenance plan. The Comprehensive Sanitary Sewer Collection System Master Plan included the following primary work elements: 1. Basis of Planning 2. Flow Projections 3. Description and Condition of Existing System 4. Collection System Analysis and Prioritization of Future Recommendations 5. System Optimization 6. Capital Project Development Plan 7. Financial Strategy; Rate and System Development Charge (SDC) Update 8. System Operation, Maintenance and Rehabilitation Assessment 9.. Policy Recommendations EXISTING COLLECTION SYSTEM The collection system consists of approximately 113 miles of gravity sewer mains. The gravity sewer mains are mostly 6-inch or 8-inch diameter and are constructed of various materials. The remaining gravity sewer mains range in size from 4-inch to 24-inch diameter. Most of the gravity mains, where the material is known, are made of concrete. The second most common material for gravity mains is PVC followed by clay. Approximately 35 percent of the gravity sewer mains were installed in 1970 or later and approximately 28 percent were installed before 1970. The oldest known mains in the system are from the early 1900s. Seven lift stations pump and convey wastewater in portions of the collection system where gravity flow is not feasible. The sewer service area is made up of 12 major drainage basins. The entirety of the sewer service laterals, called side sewers, are privately owned starting from the connection to the main. Since the side sewers are not City property, information is largely unknown regarding condition, age and material of the side sewers. REGULATIONS, POLICIES, AND DESIGN CRITERIA The Oregon Department of Environmental Quality (DEQ) is the main regulatory agency for the collection system. The City follows all federal, state, and DEQ policies and design criteria and has also adopted its own policies which meet or exceed the requirements of all governing agencies. Chapter 2 of the Master Plan presents the regulations, policies, and design criteria for the collection system. Chapter 2 is a working document that will be updated by City staff as necessary to adapt to the City's needs and goals. FLOW PROJECTIONS Data was collected to assess the current flows through the collection system and to develop 20-year flow rates (for year 2042). Five years of WWTP influent flow and rainfall data were initially provided by the City (2014 through 2019) and later 2020 and 2021 to RH2 for flow projection analysis. In addition to historic data analysis, approximately five months of flow monitoring data was collected by V&A Consulting Engineers (V&A) from November 2020 through March 2021 as part of the CSSCSMP development process. The intent was to identify the average flow and system response to storm events. V&A used eight in -stream flow monitors (4 City -owned and 4 V&A flow monitors) and the City's sanitary sewer supervisory control and data acquisition (SCADA) system to collect data. Rainfall data was also collected within the same timeframe. V&A summarized the data in a report which informs the collection system evaluation in this CSSCSMP. Growth projections from the City's 2019 Water Master Plan were used to estimate future sanitary sewer flows. Some adjustments were made such as excluding irrigation usage from the collection system since irrigation water typically does not drain into the sewer. Page 2 of 5 C I T Y O F ASHLAND CONDITION ASSESSMENT Gravity Sewer Mains and Manholes The City performs routine inspections of the collection system including video inspection of gravity sewer mains and photographs of manholes. This data was not in a GIS-ready format during the preparation of this CSSCSMP but the City is working towards entering all of the collected data into its Cartegraph Asset Management System in the future. The collection system condition assessment is presented in Chapter 4 of the Master Plan. Side Sewers Approximately 50 side sewers were evaluated in this CSSCSMP. City crews performed side sewer video inspections and collected customer surveys in areas of the City identified by RH2 to be potential sources of inflow and infiltration (UI) based on the age of nearby sewer mains. Many of the side sewers inspected were made of a combination of polyvinyl chloride (PVC) and acrylonitrile butadiene styrene (ABS) and older materials. Several of the side sewers inspected were constructed of Orangeburg pipe. The side sewer condition assessment is presented in Chapter 4 and a summary of the side sewer inspections is in Appendix B. Lift Stations and Force Mains RH2 staff visited each of the lift stations (LS) on June 16, 2020 to observe the layout and general condition. Of the seven lift stations, the oldest is Shamrock LS which was built in 1972 and is approximately 50 years old. The other 6 lift stations were constructed or updated within the past 30 years. Creek Drive LS, Shamrock LS, and Kestrel LS all have operation and maintenance (O&M) issues based on discussion with City staff. A summary of the lift station site visit observations is included in Chapter 4 and the field notes are presented in Appendix C. I/I REDUCTION PLAN Inflow and infiltration (1/I) are common issues in wastewater collection systems. Inflow is stormwater runoff that flows directly into the collection system. Infiltration is typically groundwater that reaches the collection system through cracks and breaks in pipes and manholes. Analysis of the flow monitoring performed for the CSSCSMP indicated significant I/I in most of the City's collection system drainage basins. The majority of I/I detected appears to be rainfall dependent based on the flow monitoring program and report prepared by V&A (Appendix A). A reduction in I/1 will mean less capacity is utilized and could potentially eliminate the need for future capacity related projects. Chapter 5 of the Master Plan presents multiple techniques for identifying sources of I/I, such as in -stream flow monitoring, smoke testing, dye testing, video inspection and analysis, and flow isolations. There are a number of rehabilitation methods that can be implemented to reduce I/I once its source is located. Chapter 5 describes re- routing of stormwater cross -connections as well as sewer main, manhole, and side sewer rehabilitation/replacement. Chapter 5 also presents the results of the I/I evaluation and prioritizes addressing III in the collection system drainage basins. Environmental Impacts and Conservation Recommended maintenance and capital improvement projects should consider the strategies identified by the City's Climate and Energy Action Plan (CEAP), which aims to reduce greenhouse gases (GHG) and promote conservation, during design for incorporation into construction. The design phase for capital improvements and maintenance projects should consider appropriate measures and focus on minimizing embedded GHG within materials required for construction improvements. SYSTEM CAPACITY EVALUATION A system capacity evaluation was performed with a hydraulic model of the collection system in SewerGEMS® software using a built-in dynamic wave solver. A hydraulic model was built and updated for this CSSCSMP as described in Appendix D — Model Update and Calibration. System capacity was assessed under existing and future (2042) loading scenarios using the City's criteria presented in Chapter 2. Page 3 of 5 CITY OF -ASHLAND Eight sewer main capacity related projects (CIP SM-2 through SM-9) and two lift station projects (CIP LS-1 and LS-2) were identified based on the system capacity evaluation. If I/I reduction is successful, then some of the capacity projects may no longer be necessary. An iterative approach to addressing M and system capacity projects is therefore recommended. The system capacity evaluation is presented in Chapter 6 of the Master Plan. FISCAL IMPACTS The Comprehensive Sanitary Sewer Collection System Master Plan contract awarded to RH2 Engineering in February of 2020 was for $298,452 and to date the City has spent a total $298,452 on the project. Chapter 8 of the Master Plan presents a financial plan to support completion of the collection system CIP. The financial plan addresses impacts to the City's wastewater system development charges (SDCs) and impacts on sewer rates paid by existing customers. Chapter 8 also provides potential funding opportunities to finance the CIP. The recommended collection system CIP projects total approximately $12.74 million to be spent over the next 20 years. The costs are inflated to approximately $26.35 million to reflect estimated costs at the time of construction. Projects in the CIP includes I/I evaluation, UI reduction and gravity collection system improvement, lift station, and miscellaneous projects (such as future planning studies). Planning level estimates of total project costs were developed and presented in Chapter 7 of the Master Plan. The recommended schedule of improvements is broken down by year for the first ten years (2022 to 2032) and then estimated as a lump sum for the following ten years (2033 to 2042). The CIP schedule proposes expenditures of approximately $500,000 to $600,000 annually. The proposed CIP annual schedule is similar to previous years expenditures for the collection system. A few of the I/I evaluation projects are recommended first to inform the UI reduction projects which could potentially eliminate the need for some of the developed capacity -related projects. A summary table and map of the proposed CIP projects are presented in Chapter 7 (Table 7-3 and Figure 7-1). Table 8-1 Summary of Sanitary Sewer Capital Costs Improvement Project 0-5 Years 6-10 11-20 Estimated Total Cost Estimates in Current Dollars I&I Evaluation Projects $359,000 $118,000 $523,000 $1,000,000 I&I Reduction and Gravity Collection Projects $2,600,000 $1,416,000 $3,933,0D0 $7,949,000 Lift Station Projects $0 $1,400,000 $1,790,000 $3,190,000 CSSCSMP Update $0 $0 $600,000 $600,000 Total Projects Current Dollars $2,959,000 $2,934,000 $6,846,000 $12,739,000 Estimates in Future Inflated Dollars I&I Evaluation Projects $459,000 $243,000 $1,279,000 $1,981,000 I&I Reduction and Gravity Collection Projects $3,683,000 $2,748,000 $9,621,000 $16,052,000 Lift Station Projects $O $2,471,000 $4,379,000 $6,850,000 CSSCSMP Update $0 $0 $1,468,000 $1,468,000 Total Projects Inflated Dollars $4,142,000 $5,462,000 $16,747,000 $26,351,000 Source: RH2 Engineering and HEC, March 2022. Financial recommendations include forecasted rate increases as shown below. Recommendations also include pursuing grants and no or low interest loans that can include principal forgiveness, for all wastewater system Page 4 of 5 CITY Of ASHLAND improvements to minimize rate impacts on the City's customer base. The City should also continue to include maintenance of a reserve monies in the wastewater fund that meet policy requirements. Chapter 8 provides full details of the financial analysis and recommendations. Table 8-6 Calculated Sever Rates Current Projected Rates Customer Type Rate 1-Jut-22 1-Jul-23 1-Jul-24 1-Jul-25 1-Jul-26 1-Jul-27 1-JuM28 Biennium 1 Biennium 2 Biennium 3 Residential O.W% SAM 6.00% 4.S0% 4.S0% 4.00% 4.00% Monthly Service Charge, per unit $33.94 $33.94 $36.66 $39.85 $40.60 $42.43 S44.13 $45.89 Quantity Charge, per cf $0.05064 S0.05064 S0.05469 $0.05797 $0.060S8 $0.06331 $0.06584 $0.06947 Commercial, Industrial, Governmental Monthly Service Charge $35.41 $35.41 $38.24 $40.54 $42.36 $44.27 $46.04 $47.88 Quantity Charge, per cf $0.05621 $0.05621 S0.06071 $0.06435 50.06724 $0.07027 S0.07308 $0.07601 Greenhouses, Churches, Schools (K-12) operating 9 months/yr Monthly Service Charge $35.41 $35.41 $38.24 S40.54 $42.36 $44.27 $46.04 $47.88 Quantity Charge, per d $0.05621 S -05621 $0.06071 $0.06435 $0.06724 $0.07027 $0.07308 $0.07601 Bed & Breakfasts & Ashland Parks Bathrooms Monthly Service Charge $35.41 $35.41 $3824 $40.54 $42.36 $44.27 S46.04 $47.88 Quantity Charge, per cf 50.05621 $0.05621 S0.06071 50.0643S S0.06724 50.07027 $0.07308 $0.07601 Source: City of Ashland and HfC 2021 rates analysts (lj arg. Willa rater use a400 d. STAFF RECOMMENDATION Staff recommends adoption of the Comprehensive Sanitary Sewer Collection System Master Plan ACTIONS. OPTIONS & POTENTIAL MOTIONS I move to adopt the Comprehensive Sanitary Sewer Collection System Master Plan as the current planning document. REFERENCES & ATTACHMENTS Attachment #1: Comprehensive Sanitary Sewer Collection System Master plan (Link) Page 5 of 5 CITY OF AS H LA N D Council Business Meeting September 6, 2022 Agenda Item Talent -Ashland -Phoenix (TAP) Intertie Master Plan Adoption From Scott Fleury P.E. Public Works Director Contact Scott.fleury(a-)-ashland. or. us, 541-552-2412 SUMMARY Before the Council is the 2020 Talent Ashland Phoenix (TAP) Master Plan prepared by RH2 Engineering. Staff is requesting the Council adopt the final 2020 TAP Master Plan as the official planning document. The TAP Master Plan provides a first of its kind planning tool directly related to the TAP system and was developed by a partnership between all three TAP communities. The TAP Master Plan has been adopted now by the City of Phoenix and Talent in its current state. The Talent City Council has also weighed in on a critical capital construction alternative developed in the master plan and that information is presented below. POLICIES, PLANS & GOALS SUPPORTED City Council Goals: • Essential Service -Drinking Water System • Emergency Preparedness • Address Climate Change • Continue to leverage resources to develop and/or enhance Value Services CEAP Goals: • Natural Systems: Air, water, and ecosystem health, including opportunities to reduce emissions and prepare for climate change through improved resource conservation and ecosystem management. • Strategy NS-2: Manage and conserve community water resources Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life -cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources PREVIOUS COUNCIL ACTION The City Council previously approved an Intergovernmental Agreement (IGA) between Talent, Ashland and Phoenix for development of a TAP system specific master plan at the September 3, 2019 Business Meeting Minutes, Staff Report) . The Council also approved a special procurement contract with R112 Engineers to perform the scope of services necessary to develop a TAP System Master Plan at the same meeting (Staff Report). The outcomes of the TAP Master Plan were presented before Council at the October 5, 2020 Study Session Staff Repo . BACKGROUND AND ADDITIONAL INFORMATION Public Works has previously recommended to Council that major infrastructure master plans be updated on a regular schedule depending on need, typically between 7-10 years. Previously there has been no major consolidated planning work between Talent/Ashland/Phoenix regarding the operation, maintenance and Page 1 of 8 CITY OF AS H LA N D improvement of the TAP system. The three communities have operated together based on original and amended TAP IGAs. These IGAs have defined roles and responsibilities for the three communities. After Ashland connected to the system it became apparent that updating the current operating IGAs and developing a TAP Master Plan would be extremely beneficial to the partner cities as the TAP system it is an essential supply for all three communities. Ashland's 1998 Water Master Plan projected daily peak water demand would exceed the treatment plant's capacity by 2016. At that time, the preferred solution was connecting into the Medford Water Commission (MWC) drinking water supply through an interagency agreement called TAP. The City entered into TAP with an agreement, invested $2.6 million to upsize transmission piping from Medford to Talent and purchased Lost Creek water rights as an initial investment for the TAP system. Following the City Council's decision in 2008 to delay the TAP project, the City began the process of evaluating different options to solve projected peak demand issues. The City adopted an updated Water Master Plan in 2012, which identified the need for a redundant water source during droughts, algae blooms, earthquakes, fire in the watershed, and other water quality issues that could restrict our limited water supply. The TAP project was included in the master plan for such emergencies. The project was originally scheduled for construction in 2015 through the Capital Improvement Program, but significantly diminished snow fall and winter drought conditions led Council to approve the TAP transmission line and pump station be constructed through an emergency procurement process in 2014. The TAP transmission line and temporary pump station were constructed in the summer of 2014 that provided the community with an emergency source of water. The permanent pump station was constructed and finalized in October 2016. In addition, the City negotiated payment of MWC System Development Charges (SDC) necessary for creating the actual connection to the TAP system. The City has made a significant investment in the TAP system over the past two decades to provide the community with a redundant source of water. Such an investment requires collaboration and a formal master plan the cities of Talent, Ashland and Phoenix can use moving forward. The TAP System Master Plan has established a guiding document with maintenance and improvements put in place that are agreed upon by the three communities. The goal of completing a TAP Master Plan included: • Documents the existing TAP system facility information; • Confirms future supply demands for the next 40-year planning horizon; • Assesses the condition and capacity of the existing system for future planning; • Identifies operational constraints and recommends operational adjustments for improved efficiency; • Develops options for meeting or revising the MWC Purchase Agreements to achieve compliance; • Develops a Capital Improvement Plan (CIP) to meet future demands and major facility replacements; • Assesses the financial impacts of the proposed CIP on each TAP Partner city. • Provides recommendations to formalize the TAP system financing to guide the allocation of operational, maintenance, and capital costs between the TAP Partner Cities; • Provides recommendations for developing a new TAP IGA between the TAP Partner Cities including formalizing the TAP system financing. The master plan is broken down into the following chapters: • The Executive Summary provides a brief summary of the key elements of this WMP. • Chapter 1 presents the water service area and describes the existing water system. • Chapter 2 identifies existing water demands and projected future demands. • Chapter 3 describes the hydraulic model development and operational analysis. Page 2 of 8 CITY OF ASH LAN D • Chapter 4 describes the system capacity evaluation. • Chapter 5 discusses .the water supply analysis. • Chapter 6 presents proposed improvements, estimated costs, and implementation Schedule in the Capital Improvement Plan. • Appendix 6A evaluates the financial impacts of the TAP CIP on each Partner City and discusses financing options. Existing System: The existing system chapter provides a comprehensive review of the TAP system facilities, including; categorizing the TAP agreements, providing original cost and capacity allocation information; documenting the TAP specific system piping, reservoirs and booster pump station facilities, system meter types and locations; defines asset remaining useful life; describes how the system is operated and managed. TAP System Demands: Each partner City recently went through a formal water master planning process in which the existing and future demands were vetted. Per the latest wholesale water agreement with the Medford Water Commission, delivery of potable water to the City is capped at 3 MGD. The current delivery capacity for Ashland is 2.13 MGD and within the next ten-year planning period it is the City's goal to expand to 3 MGD to meet supply redundancy goals outlined in the City's Water Master Plan. Additional Systems Development Charge (SDC) payments would be required by MWC in order to move forward with the capacity increase. The City of Ashland's current average day demand (ADD) and max day demand (MDD) per the adopted master plan are 2.91 MGD and 5.55 MGD respectively and forecasted to be 3.28 and 6.56 by 2040 (without conservation goal-20%). Model Development and Operation Analysis: Hydraulic models were previously created and calibrated by RH2 as part of each City's master planning process. In order to model delivery of water to each community through the TAP system the water models of Talent and Phoenix were combined and calibrated. The modeling analysis helped to develop an understanding of how the system operates under normal conditions when only Talent and Phoenix are utilizing the TAP source and the implications for the system when the City of Ashland begins to draw water from the TAP source. TAP operations staff detailed three system operational challenges to evaluate and mitigate as part of the modeling alternative development. These challenges include drawing down the Talent storage reservoirs when Ashland is using the source, exceeding MWC defined maximum flow rates per the existing agreements and the need for Phoenix to pump water twice. A major component of modeling was to analyze different operational alternatives for the system to resolve these operational challenges and identify recommendations to improve efficiencies. These recommendations detailed in chapter 3 include pump operation changes, improvements to the telemetry system for enhanced operational communication between the partner cities and managing Ashland's draw during peak times until piping and storage improvements are constructed. System Capacity Evaluation: The capacity evaluation chapter evaluated the ability of the TAP system with established criteria to meet current and future capacity requirements. Based on the accepted operational changes from the hydraulic modeling analysis the system capacity was modeled for MDD through the 2070 planning period and system deficiencies were identified. The deficiencies are both in piping sizes and booster pump station capacities and are addressed as part of capital improvements for the TAP system. Several previously unknown deficiencies were identified for the near term, leading to capital improvement recommendations that require significant funding in the next twenty years. The TAP Pump Station is currently undersized to meet Talent's MDD and Ashland's 2.13 MGD at the same time and requires upsizing to meet this criterion and meet Ashland's future 3.0 MGD supply goals. Additionally, the TAP system will Page 3 of 8 CITY OF -ASHLAND require a second connection to MWC to provide adequate capacity for all TAP Partner Cities in approximately ten years. Coordination and development of this second connection with MWC is recommended to begin soon. Water Supply Analysis: The supply chapter details each partner cities' existing water rights and associated allocations along with the specific details for the existing water wholesale agreements with MWC. Appendix 5B provides recommendations for future Wholesale Water Purchase Agreements with MWC. Capital Improvement Recommendations: The capital improvement chapter is built from all the previous chapter's information and recommendations. The CIP chapter also includes a financial analysis and associated cost allocations for each partner City based on recommended CIP projects and maintenance activities. The CIP represents projects and associated costs not previously known until completion of this Plan. Development of the CIP provided groundwork for two different options for supplying water to Ashland through the TAP system. The first option would be to construct a new pump station in Talent with an associated transmission line to the City's current connection point at Creel Road. This would be a dedicated City of Ashland facility and operated by Public Works. The second option would be to assist and cost share improvements to the existing Talent booster pump station along with construction of transmission mains. Either of these two options eliminate the pressure created on Talent's reservoir storage system when Ashland utilizes the TAP connection. A decision between these two options will require continuing work between the Cities of Ashland and Talent. Another major recommendation in the CIP is a second supply connection to MWC in North Phoenix Road to provide adequate capacity and supply redundancy to the TAP system. The City of Phoenix has already included this connection in their Water Master Plan. The cost burden of this secondary connection falls on the Cities of Ashland and Phoenix, as Talent has already invested in their full capacity needs in the existing TAP infrastructure. Another critical improvement defined in the master plan is an emergency & non -peak source connection from Ashland to Talent and Phoenix. The system currently does not allow the delivery of a significant ficant amount of water via rg avity flow from Ashland to Talent and Phoenix. The non -peak connection would allow Ashland to provide Talent and Phoenix with non -peak water (approximately November through May) and water for emergencies. The rg ayity connection for non -peak would eliminate the Regional TAP system pump station operational time in this period, thus reducing_ greenhouse gas emissions from the TAP system and also provide an additional revenue source to the City via a wholesale water agreement. Ashland -Talent Capital Improvement Options: One critical capital improvement recommendation that required a resolution is in reference to how the City's of Talent and Ashland interact between two different improvement options. The Talent City Council has weighed on the alternative capital improvement options referenced below and their preference is to move forward with option #1.Options are detailed below. Page 4 of 8 C I T Y O F ASHLAND Option #1: This option includes improvements to the Talent booster pump station and distribution piping, see figure I below. The estimated cost for this improvement is $2.61 million for improvements to the Talent booster station and associated pipelines (Ashland share). Fieure 1: Option #1 TAP System Improvements TAP Supply Ltg*n MUP,q—dCIPP� SO." --4— P-mboW W.. Syt— T. Las .24 .1b 0 % '1 0 Pumpscb— % R—, % NEWE.—g pw, lb 6 a b kug Rapp Road Booster Pump 6 6 44b Station p#***Jp 10 lb loTAP Supply to Ashland Site f Future Reservoir Belmont Reservoirs 1 & 2 .04 Anderson Creek Booster Pump Station ANDERSON CR to z F�, IWagner Reservoir Talent Booster Pump Station % Page 5 of 8 CITY OF -ASHLAND Options #2: This option includes construction of a stand-alone booster pump station in Talent along with additional transmission mainline connecting to the City's current transmission main along highway 99. This improvement would eliminate any connection to Talent's system and be fully owned and operated by the City of Ashland. The estimated cost for this improvement is $5.19 million for the pump station and associated ninine (Ashland share onlv). Figure 2: Option #2 TAP System Improvements TAP Supply Legend P-vFo C,P PP ° Talent Booster Pump Station • r •, • , 'NYer Sy.— T.a I.— ,% -GE'iER �� n O , Q PsnG S'�➢ms ' ', Fos, 6 ! E f % e ys Rapp Road 1 Booster Pump 6 a �. Station 6 Anderson Creek ° BEES) Booster Pump Station 4#1 e Y NOERSON CR w b+�..1 . lope m _ �40 4 TAP Supply to Ashland � y , i Site of Future — Reservoir ; 0 'Belmont _ E Reservoir 4? ` Reservoirs 1 & 2 6 American Rescue Plan Act (ARPA) Funds: The TAP Communities have received a $3 million dollar grant to engineer and construct numerous redundancy and resiliency projects defined in the TAP Master Plan. These projects include: 1. Non-peak/Emergency supply connection from Ashland to Talent and Phoenix. a. Pipeline and Pressure Reducing Valve connection around Ashland's TAP booster station to provide non -peak and emergency supply from Ashland to Talent and Phoenix 2. Backup power generator — Talent booster pump station a. Upsized generator for the Talent booster station to provide backup power needs to meet fire flow and max day demand for Talent and Ashland 3. Backup power generator — Ashland booster pump station Page 6 of 8 CITY OF -AS H LA N D a. New generator to provide backup power to the Ashland station 4. Booster pump upgrades to the regional pump station a. Upsize existing pumps to meet fire and max day demand needs into the future 5. Booster pump upgrades to the Talent booster pump station a. Upsize existing pumps to meet fire and max day demand needs for Talent and Ashland 6. Seismic retrofit of the Talent booster pump station a. Seismic resilience improvements to the facility to protect delivery of potable water to Talent and Ashland 7. Pipeline seismic enhancements a. Seismic enhancements to a critical transmission main 8. Booster pump station programming improvements (Telemetry) a. Coordinate SCADA improvements in the TAP system to ensure that booster stations and reservoirs are property coordinated The Climate Policy Commission has reviewed the draft master plan and elements of the master plan have been designed to align with each city's conservation and climate goals. Talent, Ashland, and Phoenix all operate with a Water Management and Conservation Plan and water conservation is a focus for each community. IGA Update: One of the goals of the master plan was to capture and develop critical infrastructure information to assist in developing a new operating IGA between the partner cities. The master plan contains recommendations regarding the structure and components for inclusion in a new IGA addressing management, maintenance, and cost sharing. Staff from Talent -Ashland -Phoenix are currently coordinating the creation of a new IGA through a consultant lead process. Staff will update Council on the operating IGA update when appropriate as the TAP cities move through the process. Historic Background: The City of Ashland has long since been involved in the planning and construction of TAP facilities as part of the intertie system. There has never been a formal master plan developed jointly between the partner cities of Talent, Ashland and Phoenix until now. In the late 1990s, the Cities of Talent, Ashland, and Phoenix (TAP Partner Cities) collaborated in the development of a new water supply transmission project (TAP) to provide domestic water from the Medford Water Commission (MWC) to their communities. The City of Talent needed to replace its aging source of supply (water treatment facility on Bear Creek); the City of Phoenix needed to supplement its current supply from MWC; and the City of Ashland wanted access to a secondary emergency source of supply. In 2000, the TAP Partner Cities entered an Intergovernmental Agreement (IGA) to construct the TAP supply system from the MWC to the City of Talent. The system initially only supplied water to the Cities of Phoenix and Talent until 2014, when the City of Ashland installed additional transmission facilities to provide an emergency source of supply for its community. Major milestones (Ashland): 1. 1998 Comprehensive Water Master Plan 2. Purchase of 1000 acre-feet water right in Lost Creek 3. Initial investment into engineering/construction of intertie system 4. 2012 Comprehensive Water Master Plan -TAP Emergency Connection 5. TAP Intertie Pipeline and Pump Station Construction (2014) 6. 2020 Water Master Plan Update 7. 2020 TAP Master Plan Page 7 of 8 C 1 T Y O F -ASHLAND FISCAL IMPACTS The TAP Master Plan final contract expense was $128,826 split equally among the communities creating Ashland's share of $42,942. The original total fee developed by RH2 Engineering for the TAP Master Plan is $140,476. ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to adopt the 2020 TAP Master Plan. I move to request changes to the 2020 TAP Master Plan (insert recommendation). REFERENCES & ATTACHMENTS Attachment # 1: TAP Master Plan (Link) Page 8 of 8 CITY OF -ASHLAND Council Business Meeting September 6, 2022 Agenda Item Stormwater and Drainage Master Plan Adoption From Scott Fleury PE Public Works Director Contact Scott.fleuryCa-_)ashland.or.us 541-552-2412 SUMMARY Before the Council is the 2020 Stormwater and Drainage Master Plan prepared by Kennedy Jenks. Staff is requesting Council adopt the Stormwater and Drainage Master Plan as the current planning document for the City's storm drainage system. The Stormwater and Drainage Master Plan provides a useful planning tool associated with the City's stormwater system and is primarily focused on the 2020-2030 time frame but also looks beyond to 2040. POLICIES, PLANS & GOALS SUPPORTED City Council Goals: • Essential Service -Drinking Water System • Emergency Preparedness • Address Climate Change • Continue to leverage resources to develop and/or enhance Value Services CEAP Goals: Natural Systems: Air, water, and ecosystem health, including opportunities to reduce emissions and prepare for climate change through improved resource conservation and ecosystem management. Strategy NS-2: Manage and conserve community water resources Address Climate Change by helping to reduce Ashland's greenhouse gas emissions and to prepare the city's communities, systems, and resources to be more resilient to climate change impacts. Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life -cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources PREVIOUS COUNCIL ACTION Staff previously provide a comprehensive review of the document at the March 1, 2021 Study Session Minutes, Staff Report, Presentation). BACKGROUND AND ADDITIONAL INFORMATION The City of Ashland has a long background with respect to storm water and drainage planning along with participation in regional partnerships for stormwater and water quality improvements within the Rogue Basin. The City participates as a member of the Stormwater Advisory Team (SWAT) that has helped developed design standards and best management practices for storm drain treatment and conveyance systems used regionally. Page 1 of 4 CITY OF -ASHLAND In 2000, in anticipation of impending incorporation into the National Pollutant Discharge Elimination System (NPDES) program, the City developed a Stormwater and Drainage Master Plan (SW&D MP) as a first step towards meeting NPDES requirements. MS4* NPDES permits are issued on a five-year cyclical basis by the Department of Environmental Quality (DEQ). The first permit issued to the City occurred in 2004. The permit authorizes regulated small municipal separate storm sewer systems to discharge stormwater to surface waters of the state, in accordance with the requirements, limitations and conditions. The MS4 permit requires the city to have a stormwater management program that regulates water quality, effluent limitations, and conditions. The city is required to maintain legal authority, provide stormwater management documents, conduct education and outreach activities to the specified target audience, have an illicit discharge detection and elimination (IDDE) program, monitor construction site runoff, and practice pollution prevention and good housekeeping in all city operations. The City is required to monitor and report on all permit requirements of the stormwater system yearly. **MS4: A municipal separate storm sewer system, commonly called an MS4, is a conveyance or system of conveyances, such as roads with drainage systems, municipal streets, catch basins, curbs, gutters, constructed channels or storm drains, owned or operated by a governmental entity that discharges to waters of the state. Along with the MS4 permit the city also has a Total Maximum Daily Load (TMDL) plan with DEQ. The TMDL or clean water plan is a science -based approach to cleaning up polluted waters to meet the requirements of the Federal Clean Water Act. In Ashland, Bear Creek has a TMDL plan for 3 pollutants: bacteria, sedimentation, and temperature. Bear Creek is the main receiving water body of the state for storm water which validates the importance to follow all water quality standards within the City's storm water program. Water quality samples are collected from local streams (monthly) and storm drains (3 times a year; dry weather, first flush, and wet weather) at more than 35 locations from Ashland through Central Point, making the Bear Creek TMDL plan a regional effort with multiple agencies involved in meeting TMDL requirements. In 2017 Kennedy Jenks was selected as the consulting firm to produce an updated Stormwater and Drainage Master Plan. The primary goals of the SW&D MP were to validate the City's existing drainage systems conditions previously assessed in the 2000 SW&D MP and recommend an updated 20-year Capital Improvement Plan (CIP) that incorporates new projects to target deficient problem areas for improvements; meets anticipated future buildout needs; meets current local, state, and federal regulatory requirements. Future development and redevelopment in the City continue to place pressure on existing conveyance routes and infrastructure, which requires a holistic review of both the physical and policy changes needed for stormwater management. This 2020 SW&D MP was a focused effort to meet both short- and long-term City stormwater management needs understanding the regulatory requirements associated with a new MS4 permit issued by DEQ in 2019. The City of Ashland Stormwater and Drainage Master Plan (SW&D MP) update identifies existing drainage problems in the City of Ashland and proposes a prioritized list of improvement projects to address them. It recommends future actions by the City and private developers to enhance the City's creek corridors, improve water quality, and handle future storm drain capacity problems. This plan update also provides a financial plan for the fund including rate analysis and Systems Development Charges methodology updates. The SDCs have been formally reviewed by the SDC Committee as required by Ashland Municipal Code. The Council has received multiple presentations on SDCs and staff will be bringing forward the full methodology and associated resolutions for adoption to a future business meeting. Page 2 of 4 C I T Y O F AS H LA N D The main components of the Stormwater and Drainage Master Plan update include: • Executive Summary • Introduction • Study Area and Existing Drainage System Description • Drainage System Evaluation • Evaluation of Improvement Projects • Evaluation of Stormwater Program • Capital Improvement Plan • Funding Alternatives • References In 2019 the City was issued an updated MS4 permit which shifts the requirements from voluntary to mandatory. As part of the mandatory shift DEQ has requested that permit holders develop updates to their stormwater management operations and maintenance program for the areas of focus. The program defines actions that will need to be taken by the City to ensure compliance with the MS4 requirements. Actions include, but are not limited to, system inspections, dry weather screenings, basin cleaning, yearly training, ditch maintenance, inspection of treatment facilities (public and private) and annual reporting. As part of the MS4 requirements a Stormwater Program Management document (SWMP) is required. Staff developed program document and submitted to DEQ as required by DEQ on April 30, 2021. DEQ provided comments back on the draft SWMP and they were incorporated into the SWMP. Staff is also working on a Municipal Code update that will incorporate Storm Drain requirements into one comprehensive section of the code. Currently multiple sections of code can be referenced with respect to storm drain requirements and potential enforcement activities for failure to comply with codified requirements. The Climate Policy Commission has reviewed the draft master plan and elements of the Climate Energy Action Plan (CEAP) have been incorporated into the final draft, reference executive summary page III. FISCAL IMPACTS The Stormwater and Drainage Master Plan Update contract awarded to Kennedy Jenks was $227,146 in November 2017. To date the City has spent a total $227,142 on the project. The SW&D MP includes a financial evaluation of projected operating and debt expenditures along with a recommended increase to the SDC fee for the planning period. The SDC fee methodology and increase will be vetted separately by the SDC Committee and consultant firm currently under contract reviewing both water and storm drain SDCs. The capital project list and associated rate increase tables are shown below. As recommended in the financial plan capital projects are to be funded by both cash and debt funding and the rate increases are recommended to cover operational costs, but also to cover the cash and debt service requirements as needed for the program. Page 3 of 4 C I T Y O F -ASHLAND Summary of Projected Capital Projects*: CIP #1: Gresham Street at Beach Avenue -r $391,000 High CIP #2: Dewey Street at East Main Street $247,000 High CIP #3: Siskiyou Boulevard and University Way $129,000 High CIP #4: Morton Street from Pennsylvania Street to Iowa Street $434,000 High CIP #5: Liberty Street from Ashland Street to Iowa Street $848,000 Medium CIP #6: Holly Street and Harnson Street $787,000 Medium CIP #7: East Main Street at Emerick Street $235,000 High CIP#8: North Mountain Avenue $188,000 Medium CIP #9: 3rd Street at B Street $718,000 Medium CIP #10: Manzanita Street at Almond Street $552,000 Medium CIP #11: Highway 66 at Oak Knoll Drive $232,000 Medium CIP #12: Dewey Street at East Main Street $70,000 Medium CIP #13: Van Ness Avenue at Water Street $594,000 Medium CIP #14: West Nevada Street east of Alameda Drive $702,000 Medium CIP #15: Cemetery Creek Basin Stormwater Quality Improvement $7,500 High *Note: The North Mountain Avenue project is included in the North Mountain Avenue roadway rehabilitation project current under design (CIP #8). Summary of Projected Stormwater Rates: Annual System -wide Rate Increase l 0.00% 9.00% 9.00% 7.00°/a 6.009ro 6.00% 6.000% 5.000/6 4.00% Single Family (per residence) $4.99 $4.99 $5.44 $5.93 $6.34 $6.72 $7.13 $7.56 $7.93 $8.25 Condominium 1-9 Units (per unit) 2-14 2-14 233 254 2.72 288 3.06 3.24 3.40 3.54 Multi -Family 1-9 Units (per unit) 2.14 214 233 2.54 2.72 288 3.06 324 3.40 3.54 Mobile Home and Trailer 1-9 Urns (per unit) 2-14 214 2.33 2-54 2.72 288 3.06 324 3.40 3.54 Other (per 1,000 sq. R. of irnpenious since area) 1-66 1.66 1.81 1.97 2.11 224 2.37 2-51 264 2.74 Residential Accounts $4.99 $4.99 $5A4 $5.93 $6.34 $6.72 $7.13 $7.56 $7.93 $8.25 Commercial Accounts 1 4.99 4.99 5A4 5.93 6.34 6.72 7.13 7.56 7.93 8.25 STAFF RECOMMENDATION Staff recommends adoption of the Stormwater and Drainage Master Plan ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to adopt the Stormwater and Drainage Master Plan as the current planning document. REFERENCES & ATTACHMENTS Attachment #1: Storm Water and Drainage Master Plan (Link) Page 4 of 4 CITY OF ASHLAND September 6, 2022 Agenda Item 2021-23 BN Supplement Budget & Resolution From Sabrina Cotta Interim Finance Director Contact Sabrina.Cotta(a ashland.or.us (541) 552-2106 SUMMARY During the course of the Biennium there are times that budget adjustments are necessary. The proposed budget amendments do not increase appropriations by more than ten percent. POLICIES. PLANS & GOALS SUPPORTED N/A PREVIOUS COUNCIL ACTION N/A BACKGROUND AND ADDITIONAL INFORMATION Oregon budget law (ORS 294.471) provides for a mid -year amendments to the budget through the supplemental budget process. This supplement budget will recognize and appropriate unbudgeted revenue. These changes consist of additional appropriations of less than ten percent of the budgeted fund, Oregon budget law allows adoption by Council Resolution with no public hearing required. The budget amendment reflects multiple increases in appropriations. Increase In resource: General Fund Grants and Charges for Services Parks Fund Various Grants Increase In appropriation: General Fund Police - AED's in patrol vehicles General Fund Fire - Profession Services, Overtime, Radios, Equipment General Fund PW Facilities - For improvements to Briscoe School Parks Fund Nature center feeder watch Parks Fund Nature center benches Parks Fund Senior services for outdoor activity 1,780,103 14,143 Total Increased Resource $ 1,794,246 2,000 478,103 1,300,000 708 7,185 6,250 Total Increased Appropriation $ 1,794,246 The budget amendments reflect several adjustments for transfer of appropriation to ensure compliance level. Below is the explanation of the needed transfers. Page I of 2 C I T Y O F -ASH LAN D Transfer of appropriation only: General Fund IT - Server Hard Drive 84,000 General Fund IT - HVAC cooling System 21,250 Telecommunication Fund IT - HVAC cooling System 63,750 Total transfer of appropriation needed $ 169,000 The explanations of each change can be found on the attached Staff Supplemental Budget Request form. FISCAL IMPACTS The Supplemental Budget transfers increases revenue and appropriations within the budget. STAFF RECOMMENDATION That the Council adopt the attached resolution to authorize proposed changes as defined within this report for a 2021-23 BN supplemental budget. ACTIONS. OPTIONS & POTENTIAL MOTIONS I move to adopt Resolution 2022-xx authorizing a 2021-23 BN supplemental budget. REFERENCES & ATTACHMENTS Attachment 1: Resolution Adopting the Supplemental Budget Attachment 2: Staff Supplemental Budget Request Page 2 of 2 CITY Of -ASH LAN D 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 2022-XX A RESOLUTION ADOPTING A SUPPLEMENTAL BUDGET FOR CHANGES TO THE 2021-23 BIENNIUM BUDGET RECITALS: A. The City of Ashland 2021-23 Biennium Budget was adopted on June 18, 2022 for the period of July 1, 2021 through June 30, 2023. B. The City of Ashland (City) is authorized by ORS 294.471 to approve a supplemental budget for one or more of the following reasons: 1. An occurrence or condition which had not been ascertained at the time of the preparation of a budget for the current year which requires a change in financial planning. 2. A pressing necessity which was not foreseen at the time of the preparation of the budget for the current year which requires prompt action. 3. Funds were made available by another unit of federal, state or local government and the availability of such funds could not have been ascertained at the time of the preparation of the budget for the current year NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON, RESOLVES AS FOLLOWS: SECTION 1. In accordance with provisions stated above, the Mayor and City Council of the City of Ashland determine that it is necessary to adopt a supplemental budget, establishing the following amendments: Transfers: IT Department General Fund Contingency IT Department- Capital Telecommunication Fund Contingency RESOLUTION NO.2022-XX Appropriation Resource i 105,250 105,250 $ 105,250 $ 105,250 63,750 63,750 63,750 $ 63,750 Page 1 of 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Additional appropriations: Appropriation Resource General Fund Intergovernmental Revenues 1,667,181 Charges for Services 112,922 Police Department 2,000 Fire and Rescue Department 478,103 Public Works Department 1,300,000 $ 1,780,103 $ 1,780,103 Parks Fund Recreation Division 7,893 Senior Services Division 6,250 Intergovernmental Revenues 14,143 $ 14,143 $ 14,143 SECTION 2. All other provisions of the adopted 2021-2023 Biennium Budget not specifically amended or revised in this Supplemental Budget remain in full force and effect as stated therein. SECTION 3. This resolution is effective upon adoption. ADOPTED by the City Council this day of 12022. ATTEST: Melissa Huhtala, City Recorder SIGNED and APPROVED this day of Reviewed as to form: Doug McGeary, Interim City Attorney RESOLUTION NO. 2022-XX Julie Akins, Mayor 2022. Page 2 of 2 CITY OF -ASHLAND Budget Supplemental Request Date: 08/15/2022 Department: Police Explanation of request: APD was asked by Elk Lodge to partner on a public safetv grant to purchase 4 AED's. These AED's will be placed in patrol vehicles and used when needed. All sworn officers are trainied to use AED's. The GS Bulter Memorial Fund heard about 6roiect and donated $2000.00 additional dollars towards program New Revenue _ tiine'.lterniNarne.. " Y ' ..: Attiount.'- Accour% umbe? 0110.430122 Police Grants $2,000 Total Amount of Transfer $ 2,000.00 Additional Appropriations (Expense) .. .. . Account,Nurri6e ' _. iLin®,Item;Natne .`.. ... .Amount ,- .a O ' I, oft 00 a 1 0 Total Amount of Transfer Requested By: L N0 errs -fie I.io Approved 8 . �) D a ead 000 CITY O F AS H LA N D Budget Supplemental Request Date: 8/3/2022 Department: Fire & Rescue Explanation of request: This is an unbudgeted CCO remittance for 2021. The funds are needed to off -set radios and equipment for new fire engine New Revenue Account Number Line Item Name Amount 110.440032 Jackson County Care Conned $58,049 Total Amount of Transfer $ 58,049.00 Additional Appropriations (Expense) Account Number Line Item Name _Amount 71 Total Amount of Transfer Requested By: Emily Matlock Approved By-, Emily Matlock Department Head C I T Y a F -ASHLAND Budget Supplemental Request Date: 7/14/2022 Department: Fire & Rescue Explanation of request: This is an unbudaeted CCO remittance for2021. The funds are needed to off -set professional service costs New Revenue Account Number Urie Item Name Amount 110.440032 Cascade Health $1,132 110.440032 Allcare Health Plan Inc $ 18 741 Total Amount of Transfer $ 19,873.00 Additional Appropriations (Expense) Account Number LineYtem.Name Amount . l 071200.601400 Professional Services $ 19.873.00 Total Amount of Transfer Requested By: Emily Matlock Approved e • Emily Matlock ""•._ PP Y• Department Head CITY OF ASHLAND Budget Supplemental Request Date: 7/14/2022 Department: Fire & Rescue Explanation of request: This is an unbudaeted Oregon State Fire Marshall (OSFM) Grant Monev received. The funds are needed to off -set overtime costs New Revenue _ _..Account Number __. Llne_ltem Name Amount 110.43027 OSFM $35,000 Total Amount of Transfer $ 35,000.00 Additional Appropriations (Expense) Account Nuniber Line Item -Name. Amount 071200.510310 Total Amount of Transfer Requested By: Emily Matlock Approved B Emily Matlock __•s':-�-� '�' _P� Y' Department Head CITY c3F ASHLAND Budget Supplemental Request Date: 8/11 /2022 Department: Fire & Rescue Explanation of request: This is an unbudgeted money from Department of Homeland Security Assistance to Firefighters Grant (AFG) Grant New Revenue _ ..Nume._ Amount...... . Accoun[ber Ltne'Item Nam, _ 110.43023 AFG Grant 365 181.82 Total Amount of Transfer $ 365,181.82 Additional Appropriations (Expense) Mcount'Number Line Item Name Amount _. I ✓11 .1..11 Total Amount of Transfer Requested By: Emily Matlock Approved By: Emily Matlock �� G= -- Department Head CITY O F -ASHLAND Budget Supplemental Request Date: 8.3.2022 Department: Public Works Explanation of request: the Citv of Ashland was awarded $1.3 million in grant funding for immovemento to the Briscoe School facility. Improvements Include, roof replacement, floor replacement, asbestos mitigation and HVAC upgrades. New Revenue 0110.430125 Public Works Grants $1,300,000 Total Amount of Transfer $ 1,auU;000.UU Additional Appropriations (Expense) antiNurn or.: 088400.704200 Capitalized Projects $ 1,300,000.00 Total Amount of Transfer zl� 7,JUU,UUU.UU Requested By: A roved B : "✓ , 2a Z z epartm nt Head CITY U F -ASHLAND Budget Supplemental Request Date: 7/19/2022 Department: APRC Explanation of request: 1.Ashland Parks Foundation grant for Nature Center birdseed for oroiect Feederwatch 2.Ashland Parks Foundation avant for Nature Center benches 3. Senior Service AAPR OR Grant for outdoor activity venue New Revenue Accounf`Number 'Llne Item;Nan9e Amount 0211.430120 Parks Grants 708 0211.430120 Parks Grants $ 7 186 0211.430120 Parks Grants $ 6 250.00 Total Amount of Transfer $ 14,143.92 Additional Appropriations (Expense) Account Number _ ,Line Item Name Amount 125304.602118 General Maintenance $ 708.07 125304.604100 Professional Services $ 7 185.85 126900.602220 $6,250.00 Total Amount of Transfer $ 14,143.92 Requested By: /Qit CL GO_{iU� fi A22roved By: Department Head CITY O E -ASHLAND Budget Transfer Request Date: 8/24/2022 Department: IT Explanation of request: Server hard drive array, 100+ TB of storage to replace and upgrade existing hard drives. Transfer From Total Amount of Transfer $ 84,000.00 Transfer To Account Number Line Item Name Amount 027500.703000 EQUIDment S 84.000.00 Total Amount of Transfer $ 84,000.00 Requested B A roved B Dep rtment Head CITY O F -ASHLAND Budget Transfer Request Date: 7/28/2022 Department: IT Explanation of request: Replacement of the Data Center HVAC cooling system. This data center houses all the servers for the City and Outside agency's. The cost will be spit 25% Computers service in the General Fund (City Network) and 75% to AFN in the Telecommunication Fund. Work to begin in November for next summer's heat. Transfer From Account Number Line Item Name Amount Conti Total Amount of Transfer Transfer To Account Number Line Item Name Amount 027500.703000 Ca tial Outlay $ 21,250.00 024700.703000 Capital Outlay $ 63 750.00 Total Amount of Transfer $ 85,000.00 Requested B Approved B Department Head Council Business Meeting September 6, 2022 Agenda Item Water Revenue Bonds Authorizing Resolution From Scott Fleury, PE Public Works Director Contact Scott.fleury�a ashland.or.us 541-552-2412 SUMMARY Before Council is a request to approve an authorizing resolution for the issuance of water revenue bonds. In fall of 2021 the City was invited by the Environmental Protection Agency (EPA) to submit a formal loan application package for the Water Infrastructure Finance and Innovation Act (WIFIA) program to fund a majority of the new Water Treatment Plant Project. In order to move forward with financing the Water Treatment Plant Project through the WIFIA program, a revenue bond resolution is required. This is one of many required steps to be completed as part of submitting the final loan application to the EPA. POLICIES, PLANS & GOALS SUPPORTED City Council Goals: • Prioritize Essential Services: Water Enhance Value Services: Emergency Preparedness, Economic Development, Water Conservation Develop current and long-term budgetary resiliency Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life -cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources PREVIOUS COUNCIL ACTION • June 7, 2016 Business Meeting, Council approved a $14,811,865 loan with the Oregon Infrastructure Finance Authority (IFA) for the design and construction of a new Water Treatment Plant. Minutes, Staff Report) • October 1, 2019 Business Meeting, Council approved a $3,662,659 contract with HDR Engineering for the final design of the new Water Treatment Plant. Minutes, Staff Report) • October 15, 2019 Business Meeting, Council approved the preliminary engineering phase for the Dam Safety Improvement Project. Minutes, Staff Report) • May 18, 2021 Business Meeting, Council approved the final engineering phase for the Dam Safety Improvement Project. Minutes, Staff Report) • December 3, 2019 Business Meeting: Council approved engineering for the East and West Forks Transmission Line Rehabilitation project. Minutes, Staff Report) • July 5, 2022 Business Meeting, Council approved a resolution and associated contract to reduce the existing loan through the IFA in anticipation of moving forward with funding through the EPA. (Staff Report) Page 1 of 3 C I T Y Q F 3718336.1 046147 RSIND ASHLAND BACKGROUND AND ADDITIONAL INFORMATION The City submitted a letter of interest in summer of 2021 to the EPA for the WIFIA program in connection with the Water Treatment Plant Project. In fall of 2021 the City was formally invited by the EPA to submit a full loan application for the WIFIA program to fund a majority of the new water treatment plant project (reference attachment #3). The City is currently working with the Finance Department, the City's Financial Advisor and Bond Counsel to develop the necessary loan application materials required of the WIFA program. The WIFIA program will fund up to 80% of the total project cost with the remainder of funding to come from other non-federal sources. The City is also currently working with the Infrastructure Finance Authority (IFA) on funding options for the remaining 20% through their Safe Water Drinking Revolving Fund Loan Program or through the Special Public Works Fund. The authorizing resolution for water revenue bonds is one of many steps that needs to be accomplished as part of funding the Water Treatment Plant Project. The water revenue bond resolution was developed by Bond Counsel and reviewed by both the City's Legal Department and external Financial Advisor. For context the water revenue bond resolution describes the requirement to provide public notice, sets the maximum amount of bonding, details that debt for bonding is secured by water system revenues, provides delegation to the City Manager and Finance Director or "designee" to sell bonds as required to support the projects, negotiate and enter into the final agreements, apply for credit ratings and finally it declares the intent to reimburse expenditures for the projects with revenues from the bonds. Process Steps: 1. Develop and Approve Water Revenue Bond Resolution 2. Post Public Notice of Water Revenue Bond Resolution 3. Obtain Indicative Credit Rating and Preliminary Plan of Finance 4. Complete WIFIA Loan application 5. Submit Application to EPA 6. Develop water revenue and rate forecast 7. Finalize Plan of Finance and Obtain Final Credit Rating 8. Negotiate Final Terms and Conditions for Borrowing with EPA 9. Close Loan In addition to funding a major portion of the Water Treatment Plant Project, the EPA is also supportive of potentially funding a portion of two additional water system projects that have a nexus with the Treatment Plant operations. These two additional projects include the East and West Forks Transmission Line Rehabilitation and the Dam Safety Improvement Project. Both projects are currently in the design phase and staff expects final design to be complete in early 2023. Staff will continue to work with Finance, Administration, and consultant staff to ensure the best financing route is selected to support the capital projects while minimizing rate impacts. The resolution before the Council authorizes water revenue bonds to be issued for the projects described therein and below under `FISCAL IMPACTS' through the WIFIA program or through other borrowing vehicles. WIFIA Background: The WIFIA program offers federal loans with fixed interest rates based on U.S. Treasury rates and flexible financial terms. A single fixed interest rate is established at closing, based on the weighted average life of the loan and the comparable Treasury rate on the day of closing. (This is true for all loans/borrowers, regardless of credit rating.) A borrower may receive multiple disbursements over the course of project construction at the same fixed interest rate. Interest only accrues on disbursed funds, rather than the full balance of the loan. Page 2 of 3 C I T Y O F 3718336.1 046147 RSIND ASHLAND Borrowers from the WIFIA program can customize their repayments to match their anticipated revenues and expenses for the life of the loan. Payments may be deferred up to 5 years after the project's substantial completion. This flexibility provides borrowers with the time they may need to phase in rate increases to generate revenue to repay the loan. WIFIA loans may have a final maturity of up to 35 years after substantial completion of the project, allowing annual debt service requirements to be lower than other forms of financing with shorter terms. WIFIA loans can be combined with various funding sources, including rate revenues, revenue bonds, grants, and State Revolving Fund (SRF) loans. FISCAL IMPACTS Funds are appropriated in the current budget to complete the final engineering phase of the project and develop final plans, specifications, and cost estimates. The EPA through the WIFIA program has set an initial borrowing amount of $36 million for the water treatment plant project with the additional required to be obtained through the Infrastructure Finance Authority (IFA) or traditional borrowing. The EPA is aware that current financial conditions have led to project cost increases and they have the flexibility to increase the initial established amount as needed. City staff have discussed at length with Bond Counsel and the City's Financial Advisor the amount to include as the maximum borrowing in the revenue bond resolution. Since the EPA is open to discussion about increasing the base amount to support the Water Treatment Plant Project and they are open to additional funding for the Forks Transmission Line Project and Dam Safety Improvement Project staff recommends setting a maximum amount of $44,000,000. This will provide the maximum flexibility when it comes to obtaining the best financing options for three critical water system projects. As part of the funding package development with WIFIA and IFA, staff will continue to work with Administration, Financial Advisors, and Bond Counsel to obtain the best financial package available to support water system improvements. *Water Treatment Plant Improvement 60% cost estimate: $32.8 million (September 2020) *note: Cost estimate did not include additional envision components recommended by Council, which were estimated to cost $2.3 million. Cost estimate will be revised once 90% and 100% design iterations are completed. East and West Forks Pipeline Rehabilitation 90% cost estimate: $2.03 million (February 2021) **Dam Safety Improvements 60% cost estimate: $6.02 million (May 2022) **Note: cost estimate includes rehabilitation to additional dam project features that can be done in a phased approach over time. STAFF RECOMMENDATION Staff recommends approval of the water revenue bond resolution in order to move forward with financing of the water treatment plant project. ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to approve "A RESOLUTION OF THE CITY OF ASHLAND, OREGON AUTHORIZING THE ISSUANCE OF WATER REVENUE BONDS FOR WATER PROJECTS". REFERENCES & ATTACHMENTS Attachment # 1: Resolution No. 2022-OX Attachment #2: PFM Memorandum — WIFIA program Attachment #3: EPA Selection Notification Letter Page 3 of 3 CITY OF 3718336.1 046147 RSIND -AS H L A N D Council Business Meeting September 6, 2022 Agenda Item Water Treatment Plan Final Design Contract Amendment with HDR Engineering From Scott Fleury, PE Public Works Director Contact Scott.fleuryCa)_ashland. or. us 541-552-2412 SUMMARY Before Council is a request to approve a contract amendment with HDR Engineering, Inc. for the final design phase of the Water Treatment Plant Project. POLICIES. PLANS & GOALS SUPPORTED City Council Goals: • Prioritize Essential Services: Water Enhance Value Services: Emergency Preparedness, Economic Development, Water Conservation Develop current and long-term budgetary resiliency Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life -cycle costs • Deliver timely life cycle capital improvement projects • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources PREVIOUS COUNCIL ACTION • October 1, 2019 Business Meeting, Council approved a $3,662,659 contract with HDR Engineering for the final design of the new Water Treatment Plant Minute, Staff Report) . • April 19, 2021 Study Session, Staff presented updated plant sizing and Envision Program specifics Minutes, Staff Report). • January 3, 2022 Study Session, Staff reviewed previously presented plant sizing and Envision program information. Council agreed with the recommendations Minutes, Staff Report). BACKGROUND AND ADDITIONAL INFORMATION A 2012 City Administrator and Finance Director delegation's memo outlines the requirements for Council approval with respect to Contract Amendments (reference attachment #2). Memo excerpt: 12.(C): Competitive Sealed Bid (ITB), Competitive Sealed Proposal (RFP) and Sole Source Procurements -A contract may be amended in accordance with OAR 137-047-0800, but the cumulative amendments must not increase the total contract price to a sum that is Greater than twenty-five (25%) of the orieinal contract price or $250,000, whichever is less. 12.(G): A change order or contract amendment that exceeds this authority will require the approval of the City Council. Page 1 of 3 C I T Y O F -AS H LA N D The amendment for the final design phase is needed in order to finish the plans, specifications (PS&E) and estimates for the water treatment plant project. As of March 2022, HDR is at the 60% project design stage. If executed this Amendment is will cover the following changes to the project: 1. Design revisions to accommodate a smaller 7.0 MGD water treatment facility, expandable to 9.0 MGD. a. The original design intent was to accommodate a 7.5 MGD facility expandable to 10 MGD. Through an update to the supply demand forecast, a resizing of the plant was recommended and accepted by Council. 2. Early equipment selection activities for the ballasted flocculation and ozone generation equipment. a. In order to better prepare the final design package, the City solicited an early out package for the flocculation and ozone systems. This has allowed improvements to the design package to better size facility requirements for major equipment installation and reduce future construction cost risks. 3. Support in preparing Water Infrastructure Finance and Innovation Act (WIFIA) loan application. a. This cost will only be utilized if needed. Currently Public Works is working with the City's contracted financial advisor for assistance in preparing the WIFIA package. 4. Additional site and geotechnical investigation for the Ashland Creek replacement culvert. a. In order to support the design and permitting of a replacement of the existing undersized culvert on Ashland Creek, additional geotechnical work was performed to allow the new culvert to meet current flooding and fish passage requirements. 5. Revisions to solar power generation and addition of battery storage. a. As part of the Envision process recommended by Council, additional work has been required of the design process to facilitate Solar and future battery storage onsite. 6. Dividing the project into two separate bid packages, one for the WTP and one for the improvements outside of the WTP site (replacement culvert, pipelines, buried electrical power lines, etc.) a. It is recommended by Public Works and HDR to have separate bid packages. One for the plant site construction and one for the offsite utility construction. Separating the packages will allow for local competition for the offsite improvements with contractors who specialize in underground utility installation. 7. Changes in staffing and adjustment to rates due to the City -requested hold on design specific activities dating back to May 2020. Given the number of changes to the project since the final engineering design contract was approved in 2019, the amendment closes out tasks authorized and completed in the original contract and amends and establishes new tasks to cover the project through the bidding phase. Reference attachment #1 for specific tasked based activities. FISCAL IMPACTS The current contract amount of $3,662,659 previously awarded by the City Council has $1,631,276 in remaining balance to support the project. The increase of $676,282 will allow HDR to finalize the PS&E and provide bidding support for the project. The original contract and associated amendment increase align with the previous Council approval to reduce loan funding for the project: At the June 21, 2022 Council Business Meeting the Council approved a resolution that reduced the current loan amount with the Infrastructure Finance Authority from $14.8 million to $4.7 million Minutes, Staff Report). The IFA requested the loan amount be reduced as the City was accepted to apply for the Environmental Protection Agency's Water Infrastructure and Innovation Act (WIFIA) Funding. The reduction in loan amount corresponds to finishing the final design phase for the project, including the amendment addition. Funds are appropriated in the current budget for the project. Page 2 of 3 CITY OF -ASH LAN D STAFF RECOMMENDATION Staff recommends approval of the contract amendment with HDR Engineering in order to finalize the plans, specifications and estimates for the project. ACTIONS. OPTIONS & POTENTIAL MOTIONS I move to approve a contract amendment with HDR Engineering Inc. in the amount of $676,282 REFERENCES & ATTACHMENTS Attachment #1: Contract Amendment Attachment #2: Delegations Memo Page 3 of 3 C I T Y O F -ASHLAND