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HomeMy WebLinkAbout2023-04-04 Council Meeting• Council Business Meeting Agenda ASHLAND CITY COUNCIL BUSINESS MEETING AGENDA Tuesday, April 4, 2023 Council Chambers,1175 E Main Street View on Channel 9 or Channels 180 and 181(Charter Communications) or live stream via rvtv.sou.edu select RVTV Prime. HELD HYBRID (In -Person or Zoom Meeting Access) For written public testimony, email public-testimony(cpashland.or.us using the subject line: Ashland City Council Public Testimony For public oral testimony, fill out a Speaker Request Form at ash land.or.us/speakerrequest and return to the City Recorder at melissa.huhtala(@ashland.or.us 5:30 PM Executive Session The Ashland City Council will hold an Executive Session for the following: 1. City Manager Review, pursuant to ORS 192.660(2)(i). 6 p.m. Regular Business Meeting* 11. CALL TO ORDER 1. Land Acknowledgement** III. PLEDGE OF ALLEGIANCE IV. ROLL CALL V. MAYOR'S/CHAIR OF THE COUNCIL ANNOUNCEMENTS 1. Proclamation Recognizing National Public Safety Telecommunicators Week 2023 2. Council Advisory Committee Appointment VI. APPROVAL OF CITY COUNCIL MINUTES *** 1. Minutes of the January 31, 2023, Business Meeting 2. Minutes of the February 7, 2023, Business Meeting 3. Minutes of the March 15, 2023, Special Meeting 4. Minutes of the March 20, 2023, Study Session Meeting 5. Minutes of March 21, 2023, Business Meeting VII. SPECIAL PRESENTATIONS VIII. CITY MANAGER REPORT Page 1of2 r Council Business Meeting Agenda enda IX. PUBLIC FORUM (15 minutes) (Public input or comment from the audience on City business not included on the agenda.) X. CONSENT AGENDA XI. PUBLIC HEARINGS (Hearings shall conclude at 8:00 p.m. and be continued to a future date to be set by the Council, unless the Council, by a two-thirds vote of those present, extends the hearing(s) until up to 9:30 p.m. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda.) 1. Public Hearing and First Reading of Ordinance 3220 Amending the City's Food and Beverage Tax to correspond with the City's referendum ballot language on the May 16, 2023, Special Election XII. UNFINISHED BUSINESS XIII. NEW BUSINESS 1. 2023-2025 Biennial Capital Improvement Plan (CIP) Adoption XIV. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Contract for 2023 Street Slurry Seal Projects 2. Contract for Water Utility Brass Fittings 3. Second Reading of Ordinance 3218 adopting the 2022 Oregon Fire Code XV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Additional 2023-2025 Biennium Citizens' Budget Committee Calendar Meeting 2. Transportation Advisory Committee study of restaurant parklets request XVI. ADJOURNMENT OF BUSINESS MEETING In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Manager's office at 541.488.6002 (TTY phone number 1.800.735.2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). * 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 Council, Commission and Committee meetings may be found at the City website, ashland.or.us/Agendas.asp. Page 2 of 2 q IFF �► • ASHLAND •/a %er• A PROCLAMATION FOR NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK 2023 IN ASHLAND WHEREAS, emergencies can occur at any time that require police, fire or emergency medical services, and WHEREAS, when an emergency occurs the prompt response of police officers, firefighters and paramedics is critical to the protection of life and preservation of property, and WHEREAS, the safety of our police officers and firefighters is dependent upon the quality and accuracy of information obtained from citizens who telephone Emergency Communications of Southern Oregon (ECSO 911), and WHEREAS, Public Safety Telecommunicators are the first and most critical contact our citizens have with emergency services, and WHEREAS, Public Safety Telecommunicators are the single vital link for our police officers and firefighters by monitoring their activities by radio, providing them information and ensuring their safety, and WHEREAS, Public Safety Telecommunicators of ECSO 911 have contributed substantially to the apprehension of criminals, suppression of fires and treatment of patients, and WHEREAS, each dispatcher has exhibited compassion, understanding and professionalism during the performance of their job in the past year. NOW, THEREFORE, I, Tonya Graham, Mayor of the City of Ashland, Oregon, on behalf of the City Council, do hereby acknowledge April 9 through 15, 2023, to be National Public Safety Telecommunicators Week 2023 in the City of Ashland, in honor of the men and women whose diligence and professionalism keep our city, county and nation safe. Their work to protect our community proves that In Ashland we are 'Better Together." Dated this 21st day of March 2023 Tonya Graham, Mayor Melissa Huhtala, City Recorder ,Council Business Meeting April 4, 2023 Agenda Item Council Advisory Committee Appointment - SERJAC - Barbara Geraghty From Melissa Huhtala City Recorder Contact melissa.huhtala@ashland.or.us Item Type Requested by Council ® Update ❑ Request for Direction ❑ Presentation ❑ SUMMARY Confirm Mayor's appointment of Barbara Geraghty to the Social Equity and Racial Justice Advisory Committee. POLICIES, PLANS & GOALS SUPPORTED Ashland Municipal Code (AMC) Chapter 2.20. BACKGROUND AND ADDITIONAL INFORMATION This is confirmation by the City Council of the Mayor's appointment to the Social Equity and Racial Justice Advisory Committee. FISCAL IMPACTS N/A DISCUSSION QUESTIONS N/A SUGGESTED NEXT STEPS I move to approve the appointment of Barbara Geraghty to the Social Equity and Racial Justice Advisory Committee with a term expiring April 30, 2026. REFERENCES & ATTACHMENTS Attachment 1: Application Page 1 of 1 CITY OF -.SH 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.huhtalaaa,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 Barbara Geraghty Requesting to serve on: SERJAC Mailing Address Physical Address Same as above Occupation Retired 1. Education Background What schools have you attended? CSUF (Commission/Committee) Phone: Home Work Email Fax What degrees do you hold? BA, Communications What additional training or education have you had that would apply to this position? 2018-2022 Consulting practice negotiating high -value partnerships between nonprofits focused on racial $ gender equity and corporate diversity initiatives 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Professional speaker working with Fortune 500 tech companies, member of National Speakers Association Published author (Visionary Selling, Simon & Schuster) Extensive philanthropic experience in gender equity, economic development, youth mentorship Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes, I have no experience in city governance, policies and procedures. 3. Interests Why are you applying for this position? Passionate commitment to racial equity Desire to increase understanding, encouragement and celebration of diversity in Ashland New to community and want to contribute! 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes, prefer day 5. Additional Information How long have you lived in this community? Since 1-1-2023 Please use the space below to summarize any additional qualifications you have for this position I am a businesswoman with strong strategic thinking and forward planning skills. I bring innovative ideas to team discussions on problems and solutions. Since I am retired, I have time and energy for projects and background research. I am an accomplished interviewer, group facilitator and report writer. I have extensive fundraising experience and with training could handle grant writing. I am personable and tend to get along with everyone. March 28, 2023 Date Signature ASHLAND CITY COUNCIL SPECIAL CALLED BUSINESS MEETING DRAFT MINUTES Tuesday, January 31, 2023 Council Chambers,1175 E. Main Street View on Channel 9 or Channels 180 and 181 (Charter Communications) or live stream via rvtv.sou.edu select RVTV Prime. HELD HYBRID (Limited In -Person Social Distancing Seating and Zoom Meeting Access) For written public testimony, email public-testimonyaashland.or.us using the subject line: Ashland City Council Public Testimony. For public oral testimony, fill out a Speaker Request Form at ashland.or.us/speakerrequest and return to the City Recorder. 6:00 PM Regular Business Meeting* I. CALL TO ORDER 1. Land Acknowledgement" Councilor Hyatt read the Land Acknowledgement. II. PLEDGE OF ALLEGIANCE Councilor Kaplan led the pledge. III. ROLL CALL Councilor Chair Graham, Councilors' Hyatt, Kaplan, DuQuenne, and Hansen were present. Kaplan asked to add an agenda item regarding Staff to come back with an amendment to Council practices and protocols that reads that the Mondays before business meetings that land on a holiday that the Study Session is moved to Wednesday. Kaplan/Hyatt moved to add this item to the Agenda. Discussion: None. Roll Call Vote: Hyatt, Kaplan, Graham, DuQuenne and Hansen: YES. All Ayes. Motion passed unanimously. Hansen requested to add a discussion item regarding construction for mountain avenue and Ashland street regarding a project for adding a bike lane. Hansen/Kaplan moved to add this item to the agenda. Discussion: None. Roll Call Vote: Hansen, DuQuenne, Kaplan and Hyatt: YES. Motion passed unanimously. Public Forum Paul — Ashland -Spoke regarding the location of the cell tower. He spoke against the location of the tower and urged Council to not put the tower in the location. IV. NEW BUSINESS 1. Chair of the City Council Election Hyatt/Kaplan I move to confirm Councilor Graham as Chair of the Council for one year. Discussion: None. Roll All Vote: Hyatt, Graham, Kaplan, DuQuenne and Hansen: YES. All Ayes. Motion passed unanimously. . 2. City Council liaison appointments Graham gave a brief Staff Report. Council discussed options. Hyatt/Hansen moved that the City Manager extend invitations to key stakeholders within the community to join our economic development conversation on March 6, 2023. Hansen seconded. Discussion: Hyatt spoke that we are in a time of change and welcomes the conversation of new ideas. Hansen spoke that bringing the round table is a great step and looks forward to moving forward. Roll Call Vote: Hyatt, Graham, Hansen, Kaplan and DuQuenne: YES. All Ayes. Motion passed unanimously. 3. Council Election or Process to fill Mayor and Councilor Vacancies City Attorney Doug McGeary gave a brief Staff Report. Council discussed the appointment process. Hyatt/Hansen moved that Council utilize a councilor seat selection process using our precedent process for Council seat 6 back in 2018. For Council Seat #3 engage in an application process and leverage the precedent set by Council Seat in #6 in 2018 and move forward with that process. Discussion: Hyatt spoke that the process used in the past has served the community well. Hansen spoke that he like the precedence of this process and spoke in support of the motion. Roll Call Vote: DuQuenne, Kaplan, Hyatt, Graham and Hansen: YES. All Ayes Motion passed unanimously. Hyatt/DuQuenne moved that the City of Ashland accept. applications for Council Position 3 through 5PM February 14, 2023; interviews completed by February 20, 2023; appointment will occur on February 21, 2023 at the Council Business Meeting. Discussion: Hyatt amended the motion to include appointment at the February 211 or 22°d 2023 Council Meeting. Discussion on the amendment: None. Roll Call Vote on the amendment: Hansen, DuQuenne, Kaplan, Graham and Hyatt :YES. Motion passed unanimously. Main Motion Roll Call Vote: Graham, Hansen DuQuenne, Kaplan and Hyatt: YES. Motion passed unanimously. Council discussed the Mayor appointment. Hyatt/Kaplan moved that the Council take 1 week to consider the position of mayor to appoint the next Mayor within the council body. If no Councilor accepts appointment will then apply same process for Council seat 3. Discussion: Hyatt thanked those who served. Hansen spoke that he likes the idea of Mayor coming from this body but recognized that there are individuals in the community who could serve. Roll Call Vote: Hyatt, Kaplan, DuQuenne, Hansen and Graham: YES. All Ayes. Motion passed unanimously. 4. Citizens Budget Committee Appointments While Staff tallied the votes Chair Graham brought up Public Forum Mike Gardiner regarding Study Session dates. Mike Gardiner — Ashland — Mr. Gardiner spoke regarding the Study Session suggestion and that others may need the room and to take that into consideration. Kaplan/Hyatt moved to direct Staff to come back at the next meeting with a recommendation of how we can schedule a study session which is bumped due to a holiday. and bring this item to the next Council Meeting for more information. Discussion: Kaplan spoke that to the importance to the meetings and work needs to get done. Hyatt spoke agreed with Kaplan and to the importance of Study Sessions. Roll Call Vote: Hyatt, Graham, DuQuenne, Hansen and Kaplan: YES. Motion passed unanimously. Hyatt/Kaplan moved to direct Staff to set up a Council Business Meeting on February 22, 2023 as a direct result of the 3 missed study sessions in 2023. Discussion: None. Roll Call Vote: Hyatt, Graham, DuQuenne, Hansen and Kaplan: YES. Motion passed unanimously. Continued with the Budget Committee Appointments. Hansen/Graham moved to appoint the following individuals Andy Card, Jeff Dahle, Eric Navickas, Mike Gardiner and Linda Peterson Adams to the Budget Committee. Discussion: Hansen and Graham thanked all. DuQuenne that the State of Revenue has training for Budget Committees and would be a good idea to look into this. Roll Call Vote: DuQuenne, Hansen, Kaplan, Graham and Hyatt: YES. Motion passed unanimously. Hyatt/Kaplan moved to appoint the following individuals for the term ending June 30, 2025, Andy Card and Jeff Dahle. Discussion: None. Roll Call Vote: Hansen, Graham, Kaplan and Hyatt: YES. DuQuenne: NO. Motion passed 3-1. Hyatt/Kaplan moved to appoint the following individuals for the term ending June 30, 2024 Eric Navickas and Linda Peterson Adams. Discussion: Kaplan explained the logic of the terms. DuQuenne spoke that she voted wrong and would like to correct her vote regarding the previous. McGeary explained the process. 3. Community Renewable Energy Planning Grant Application Director of Electric Thomas McBartlett gave a Staff Report. Council discussed options. Hyatt/ Kaplan moved to authorize staff to submit an application to ODOE for a CREP planning grant. Discussion: Hyatt and Kaplan thanked Director of Electric Thomas McBartlett and Staff for their work on this application. Roll Call Vote: Kaplan, Graham, Hyatt, Hansen and DuQuenne: YES. Motion passed unanimously. Graham spoke that due to the Mayor appointment there is now an opening for a Councilor position. Council discussed the process. Hyatt/Kaplan moved to apply the same process as we are for Council Seat 3 to the selection of an appointed position to Council Seat 2 and inform the term deadlines and implications. Discussion: None. Roll Call Vote: Hyatt, Graham, Kaplan, DuQuenne and Hansen: YES. Motion passed unanimously. Council discussed that there may need to be a Special Meeting scheduled for the purpose of appointing the two positions. I. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Sprint Telecommunication Franchise Renewal Hyatt/Kaplan moved Council approve the franchise agreement with Sprint Communications Company L.P., wholly owned subsidiary of T-Mobile USA, Inc retroactive September 30, 2022, with a termination date of September 30, 2023. Discussion: Hyatt spoke in appreciation of the Legal department. Roll Call Vote: Kaplan, DuQuenne, Hansen, Hyatt and Graham: YES. Motion passed unanimously. II. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS III. ADJOURNMENT OF BUSINESS MEETING DocuSign Envelope ID: DB3761EA-3F54-4297-91DBD-137291258D023 Hyatt/DuQuenne moved to adjourn the Business Meeting at 9:30 PM. Discussion: None. All Ayes. Motion passed unanimously. Respectfully submitted by: 0omus" W. Ikclissa i�.a YJ'yecorffer Melissa Huhtala Attest: �,, �La—, CouncilorOChair Graham 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). * 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, https://www.ashIand.or.usjAgendas.asp . Use the View By box to select the Board or Commission information you are seeking. Presentation to City of Ashland City Council By Acting City Attorney Douglas M. McGeary & CIS Deputy General Counsel Tamara E. Russell February 7, 2023 • The Eight Habits of Highly Effective Councils • Legal Issues re City Councilors' "Scope of Duties" • Social Media: Potential Legal Pitfalls • Q&A (a.k.a., "Let's play Stump the City Attorney and CIS Lawyer!") �,\ ,'%mil ,' r-• \�,, ,I ` J` r'� CIS .I L r Habit #2: Understand & Demonstrate Teamwork The Three Hallmarks of an Effective Small Group: l . Interpersonal Skills Ability to Work With Others "z 2. Task Skills g` Knowledge to do a Job 3. Rational Skills Ability to Deal with Issues and Problems Rationally Habit #3 Define Roles and Responsibilities nal-Manager Legislative Body Limited Hiring Authority Policy Makers / Visionaries Limited Administrative & Quasi -Judicial Powers cis Policy Support Staff oversight Policy Implementation Quasi Judicial: Adherence OR Law/ Charter/AMC CIS What "rules" apply to a City Council? • Authority given by Charter, Ordinance & Resolution • Authority does not rest with any single elected official but with the majority of the body • City business is not an elected official's business • City employees are not elected official's employees • Elected officials can be held responsible for their actions toward city employees and third parties • Statements made to the city attorney are not necessarily confidential Habit #4 Consistently Evaluate" Policy Implementation Habit #5: Allocate Time Appropriately CIS Habit #6 Follow the Council's Rules of Procedures AMC 2.04 and City of Ashland Resolution 2020-03 Habit #7 Seek Objective Assessments Habit #8 Never Stop Growing or Learning (continuing education) u Example: LOC's Elected Essentials Training (available on the LOC website) L 6A Legal Issues re City Councilors' "Scope of Duties" 0% �O Claims Against Public Officials "[E]very public body is subject to civil action for its torts and those of its officers, employees and agents acting within the scope of their employment or duties, ... arising out of a governmental or proprietary function ...." (ORS 30.265) What isn't Included? • Malfeasance in office; • Willful or wanton neglect of duty; • Actions outside the scope of duties/employment Public Records & Social Media What social media content needs to be retained? • At a minimum, any records covered by the general retention schedule under OAR, Ch. 166, Div. 200. • These regulations do not specify a retention schedule for social media posts. BUT they do specify rules for "communications and distributions" and "complaints" received by the City. CIS Public Records & Social Media What social media content can be requested by the public? • Any content that pertains to "the conduct of the public's business" • This would include any content on a City -operated account because it is a product of City resources. - Ex. 1: Social media content that is no longer retained, but still recoverable on the web site. - Ex. 2: Direct messages or posts made on other user's pages. CIS Types of Accounts For cities, there are two types of social media accounts. 1. City -operated accounts - A city's main FB page, a police department's Twitter account, etc. 2. Private accounts - The accounts belonging to city staff and elected officials. - To what extent are these private accounts subject to regulation? Answer: Depends on how they are used! CIS "Private" Accounts Campbell v. Reisch, 986 F3d 822 (8th Cir 2021) (Lawmaker's Twitter account was found to be a "private" account - lawmaker protected from liability for a First Amendment violation) CIS "Private" Accounts Davison v. Randall, 912 F3d 666 (4th Cir 20 19) (County commissioner violated the First Amendment rights of a County resident by banning the resident from her Facebook page.) CIS "Private" Accounts: State of OR Interpretation Social media posts are considered public records if: - Posts are made on an official public agency account or on a private account that is being used to distribute information for that agency to the public .... - If a private account is used to conduct government business[,] then it becomes public and is subject to the Oregon Public Records Law...." - Oregon State Archives, Record Management Section CIS Key Takeaways Have Two Social Media Accounts: An "official" City Councilor social media page that you oversee and post to. Use this to inform the public about the City's business. A "personal" social media page. Use this to post stories and pictures about your family and dog, write restaurant reviews, and to address non -City issues. CIS Key Takeaways (1) CIS recommendation: Implement a Policy (2) Professionalism matters on both your "official" and "personal" social media pages. (3)When conducting the City's business on social media, you have no privacy rights. (4)Visitors to your social media pages have First Amendment rights. There are legal consequences if you don't honor those rights (and may be coverage issues as well - see next slide) . CIS Liability Coverage for Claims Against City Councilors CIS provides coverage for claims against City Councilors who are "authorized to act on behalf of [the City], all acting within the scope of their employment or duties ... 91 BUT: No coverage or public records/meeting violations • If no CIS coverage, attorney fees and damages become the City's concern and situation • If acting outside the scope, personal liability. (ORS 30.265) r is Questions.? Let's play "Stump the City Attorney and CIS Lawyer"/ CIS Thank you, City of Ashland City Council! Douglas M. McGeary Actin City Attorney City o Ashland doug.mcgeary@ashland.or.us (541)488-2107 Carmel Zahran Assistant City Attorney City of Ashland Carmellahran@ashland.or.us Tamara E. Russell Deputy General Counsel Citycounty Ins. Services trussell@cisoregon.org 503-763-3845 ASHLAND CITY COUNCIL SPECIAL MEETING MINUTES March 15, 2023 Executive Session Mayor Graham, Councilor Hyatt, Kaplan, DuQuenne and Hansen were present. Staff present: City Manager Joe Lessard, Deputy City Manager Sabrina Cotta, Parks Director Michael Black, Acting City Attorney Doug McGeary, Assistant City Attorney Carmel Zahran, Administrative Analyst Dana Smith. Council held an Executive Session for 1. To conduct deliberations with persons the City of Ashland has designated to negotiate real property transactions pursuant to ORS 192.660(2)(e), and 2. Consultation with the City Attorney on current or likely litigation pursuant to ORS 192.660(2) (h). II. CALL TO ORDER Mayor Tonya Graham called the meeting to order at 6:02 p.m. 1. Land Acknowledgement Councilor DuQuenne read the land acknowledgement. III. PLEDGE OF ALLEGIANCE Councilor Hyatt led the Pledge of Allegiance. IV. ROLL CALL Mayor Graham, Councilor Hyatt, Kaplan, DuQuenne, and Hansen were present. V. MAYOR'S/CHAIR OF THE COUNCIL ANNOUNCEMENTS VI. APPROVAL OF MINUTES *** VII. SPECIAL PRESENTATIONS 1. Park and Recreation Commissions -Annual Report and 2023-2025 BN Budgets Parks Director Michael Black and Parks Commission Chair Rick Landt provided the Ashland Parks and Recreation Commission 23/25 Budget Presentation (see attached): • Review Current Budget Process/Dates • APRC Funding Background • APRC Current Biennium Funding Sources - Present • BN 2023/25 Resource Requirements • BN 2023/25 Expenses Requirements • BN 2023/25 Expenses Requirements - Personnel • BN 2023/25 Expenses - M&S, Park Improvements and Capital Outlay City Council Study Session March 15, 2023 Page 1 of 6 Councilor Kaplan confirmed if the voters passed the Food and Beverage measure in May, the 98% allocation would replace the amount the Parks and Recreation Department was asking for in the General Fund. Councilor Kaplan asked how the Parks and Recreation Department would manage the Food and Beverage tax fund's volatility. Mr. Black explained they were able to quickly respond during the pandemic by laying off temporary workers. How they treated excess funding would depend on the ordinance language. In general, the department tried to carry a balance forward yearly. Excess funding would go into a reserve fund. Councilor Hansen asked about the repair and rehabilitation efforts for Lithia Park. Mr. Black referenced the master plan and listed projects placed on hold during the pandemic. He went on to address new trails and how the department leveraged money with volunteer groups to create trails. They had $50,000 a year for materials to construct new mountain bike trails in the watershed. There was a subcommittee dedicated to trails. Councilor DuQuenne expressed concern on the department appearance of being management heavy. Mr. Black clarified all supervisors and managers participated in the daily operations. Councilor Hyatt explained the annual budget presentation was a requirement of the City Charter. She went on to ask about the Senior Service Center office assistant position. Mr. Black responded there was a strategy for the Senior Center and increasing hours there. The department staffing levels decreased from 39 to 34 positions creating double duty for many employees. 2. City Priorities Presentation City Manager Joe Lessard gave a presentation at the Town Hall meeting that included an initial overview of the data received, details of the event and responses. Councilor DuQuenne noted the upcoming budget and commented there was a strong response from the citizens to not increasing fees. Council spoke in favor of the event and wanted another town hall after summer. VIII. CITY MANAGER REPORT City Manager Joe Lessard recognized Regan Trapp, a permit technician in the Community Development Department who was recently certified as an Oregon Residential Mechanical and Structural Inspector and Residential Plans Examiner. A request for proposal was sent regarding updating the HVAC at the data center in the Innovation Technology Department. Staff from various departments were assessing all city facilities. Hiring has improved across the city over the past year. Mr. Lessard went on to review the Look Ahead. City Council Study Session March 15, 2023 Page 2 of 6 Councilor Kaplan wanted to ensure the city would replace gas with electric to comply with the Climate Policy Commission recommendations. Mr. Lessard and Acting City Attorney Doug McGeary spoke regarding the 5G ordinance. Council would hear first reading in early May, and second reading on May 16, 2023. IX. PUBLIC FORUM Leda Shapiro/Ashland/Spoke against the Food and Beverage allocation initiative. She proposed postponing it until after the budget was final. Susan Hall/Ashland/Supported Ms. Shapiro's testimony. She went on to speak to the sewage backup and flooding that occurred at 236 First Street. X. CONSENT AGENDA 1. Climate and Environment Policy Committee (CEPAC) Appointments 2. Approval of Liquor License Request for Martollis Hand Tossed Pizza Councilor Hyatt/DuQuenne m/s to approve the Consent Agenda items. Roll call vote: Councilor Hyatt, DuQuenne, Kaplan and Hansen, YES. Motion passed. XI. PUBLIC HEARINGS - None XII. UNFINISHED BUSINESS 1. City Council Election to Fill Councilor Vacancies City Manager Joe Lessard explained the ballot process and procedure. Councilor Hyatt/Kaplan m/s that the City Council appoint Jeffery Dahle to fill City Council Position No. 3. DISCUSSION: Councilor Hyatt commented on the difficulty deciding with nineteen applicants to choose from. Councilor Kaplan, Hansen and DuQuenne agreed and encouraged the remaining to stay engaged. They welcomed the two newly appointed councilors. Roll Call Vote: Councilor Hyatt, Hansen, Kaplan, and DuQuenne, YES. Motion Passed. Councilor Hyatt/Hansen m/s that the City Council appoint Dylan Bloom to fill City Council Position No. 2. Roll Call Vote: Councilor Kaplan, DuQuenne, Hyatt, and Hansen, YES. Motion Passed. XI11. NEW BUSINESS 1. Resolution 2023-06 Updating and Consolidating Prior Resolutions Establishing City Council and Management Advisory Committees City Manager Joe Lessard explained the resolution added the Transportation Committee, the Citizen's Budget Committee, and Forestlands Advisory Committee and revised the number of members on the Climate Advisory Committee. There was a pagination correction to Section 3(c.). City Council Study Session March 75, 2023 Page 3 of 6 Councilor Hyatt noted page 12 of the resolution. It showed Transportation as a topic and should be removed since it was now an advisory committee. Mr. Lessard would delete it. Mayor Graham asked if the resolution would become an ordinance. Mr. Lessard responded it was at the discretion of the council. Councilor Hyatt/Kaplan m/s to adopt Resolution 2023-06 consolidating and updating prior resolutions establishing City Council and Management Advisory Committees. As amended for Transportation. DISCUSSION: Councilor Kaplan expressed thanks for the Climate and Environmental Policy Advisory Committee ex officio members being able to vote. Roll Call Vote: Councilor DuQuenne, Hyatt, Hansen, and Kaplan, YES. Motion Passed. 2. Resolution 2023-05 Supplement 2021-2023 BN Budget Amendment Deputy City Manager and Interim Finance Director Sabrina Cotta described the request. Councilor DuQuenne asked why the health grant funding was being used for equipment in the Fire Department instead of capital funds. Fire Chief Ralph Sartain explained this was due to unrealized capital funds from the ambulance service, using less expensive ambulances, and cost savings from the department reorganization. The funds would replace equipment overdue for replacement. Ms. Cotta clarified by recognizing unrecognized revenue from ambulance service, staff could use the funds for equipment they needed. Councilor Hansen/Hyatt m/s to adopt Resolution 2023-05 authorizing a 2021-23 BN supplemental budget. DISCUSSION: Councilor Hansen appreciated the revenue work done by Chief Sartain. Councilor Hyatt thanked staff as well. She noted the Community Development Block Grant piece, and the exceptional work of Linda Reid, the housing program manager and thanked her. Mayor Graham appreciated the innovation at the staff level and thanked them for being aggressive. Roll Call Vote: Councilor Hansen, Kaplan, Hyatt, and DuQuenne, YES. Motion Passed. XIV. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Safety Training Contract for Public Works Department Public Works Operations Deputy Director Mike Morrison introduced the item. Councilor Hyatt had spoken to staff earlier about outsourcing versus in-house training. It was not feasible because safety training was highly specialized and often required certain credentials to train. Councilor DuQuenne confirmed the total cost would span a five-year period. Councilor Hyatt/Kaplan m/s approval of a public contract award with G2 Consultants for onsite safety training in support of the Public Works Department in the amount of $182,160 over a five- year term. DISCUSSION: Councilor Hyatt commented on the risk Public Works and Electric departments took daily. Councilor Kaplan agreed. Roll Call Vote: Hansen, Hyatt, Kaplan and DuQuenne, YES. Motion passed. 2. Safety Training Contract for Electric Utility Department Electric Director Thomas McBartlett introduced the item. City Council Study Session March 75, 2023 Page 4 of 6 Councilor Hansen/Hyatt m/s to approve safety training contract awarded to Evergreen Job Safety Inc. for the Electric Department in the amount of $166,800. Discussion: Councilor Hansen noted electrical work was dangerous and these trainings were necessary. Outsourcing was cost effective, and the trainers were experts. Councilor Hyatt thanked Mr. McBartlett and his staff for the work done during the recent storm. Councilor DuQuenne agreed and appreciated the communication the Electric Department had provided. Acting City Attorney Doug McGeary recognized Kariann Olson's excellent work on both RFPs and her efforts to ensure the city got the best deal. Roll Call Vote: Councilor DuQuenne, Kaplan, Hyatt, and Hansen, YES. Motion passed. 3. Resolution 2023-04, Recology Ashland Solid Waste & Recycling Rate Adjustment Assistant City Attorney Carmel Zahran provided background on the Franchise agreement and the 5.8% rate increase. Recology General Manager Gary Blake gave a presentation depicting a comparison of rates between other jurisdictions in the Rogue Valley and initiatives Recology was in the process of working on. Mr. Blake addressed commercial community minded composting noting Recology was in discussions on having the site accept food waste. The second possibility was establishing public - private venues. Recology was having preliminary discussions with the Public Works Director about that option. Another option was collecting food waste and trucking it to a site that would take it. Mr. Blake spoke to bear carts. Currently, five hundred customers utilize bear carts. The city could expand that, but it would be expensive. He went on to discuss converting to electric trucks. They were also expensive, and the technology was not quite there yet but was coming. Councilor Hyatt/Kaplan m/s to approve Resolution No. 2023-04 relating to the 2023 Recology Ashland Solid Waste and Recycling Service Rate Adjustment and to repeal Resolution No. 2022-08. DISCUSSION: Councilor DuQuenne appreciated the service Recology provided but did not support franchise agreements and would not support the motion. Roll Call Vote: Councilor Hyatt, Hansen, and Kaplan, YES, Councilor DuQuenne, NO. Motion passed 3-1. 4. Ordinance 3216, Second Reading, and Findings - Food Truck Amendments Interim Community Development Director Brandon Goldman provided the background on the item. Councilor Kaplan/DuQuenne m/s to approve second reading of Ordinance 3216, which is titled, "An Ordinance Amending the Ashland Land Use Ordinance to Provide Additional Options for Food Trucks and Food Carts by adding a new section AMC 18.2.3.145.'Food Trucks and Food Carts'; amending section 18.2.2.030.H 'Temporary Uses'; adding a new section AMC 18.3.3.045 'Special Permitted Uses'; amending the "Allowed Uses" Tables 18.2.2.030,18.3.2.040,18.3.4.040 & 18.3.5.050; and adding new definitions in AMC 18.6.1.030.F" as amended. DISCUSSION: Councilor Kaplan supported the ordinance and expressed his excitement. Councilor DuQuenne agreed and thanked staff. Roll Call Vote: Councilor DuQuenne, Hyatt, Kaplan, and Hansen, YES. Motion passed. City Council Study Session March 75, 2023 Page 5 of 6 DocuSign Envelope ID: DB3761EA-31`54-4297-91D81D-137291258D023 Councilor DuQuenne/Kaplan m/s to approve the Findings of Fact and Conclusions of Law document dated March 7, 2023. Roll Call Vote: Councilor Hansen, Kaplan, DuQuenne, and Hyatt, YES. Motion passed. XV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Ad Hoc Committee on Childcare & Early Childhood Development Councilor Hyatt and Hansen spoke to the importance of early childcare. They wanted Council to direct staff to create an ad hoc committee and explained the details. Council discussed their support of the matter. City Manager Joe Lessard explained the workload would be more on the community than staff. Councilor Hyatt/Hansen m/s direct staff to develop an ad hoc committee focused on early learning and economic development. DISCUSSION: Councilor Hyatt expressed gratitude. Councilor Hansen was looking forward to next steps. Mayor Graham thought it was appropriate for the city to assume this role. Roll Call Vote: Councilor Hyatt, DuQuenne, Kaplan, and Hansen, YES. Motion passed. Councilor Hyatt attended a recent SOREDI meeting and shared highlights. Councilor Kaplan attended the Ashland Senior Advisory Committee and shared highlights. He also participated in a water management and water conservation committee and noted aspects of the meeting. Councilor Hansen introduced the DEVO mountain bike race series and shared details. Councilor DuQuenne highlighted the Travel Ashland meeting she attended. The SERJ Committee was doing outstanding work. She would start as council liaison on the Public Arts Committee that week. XVI. ADJOURNMENT OF BUSINESS MEETING Councilor DuQuenne/Hyatt m/s to adjourn the Business Meeting at 9:20 p.m. Voice Vote: all AYES. Motion passed. The meeting adjourned at 9:20 p.m. Respectfully Submitted by: nucuslynea by: At.Wssa {iu.%" City Recorder Melissa Huhtala Attest: )�e' Ac�� Mayor Tonya VGraham City Council Study Session March 15, 2023 Page 6 of 6 >N DN - 23/25 PRESENTATION Michael Black, AICP Rec Revenue Totals, $1,638,874.00 9.7% Grants, Contract, Other, $760,940.00 4.5% From CIP Fund Carry Forward $1,045,008.00 Balance, $488,046.00 A ')a/_ ') a-z City of Ashland $12,882,990.00 76.6% 2023/25 APRC Budget 2023 BN 2023/25 RESOURCE REQUIREMENTS Parks Fund Revenue FY 22 Budgeted FY23 Budgeted Carry Forward Balance City of Ashland Grants, Contract, Other Rec Revenue Totals From CIP Fund $ 728,619 $ 754,606 1,483,225 $ 5,552,939 $ 5,552,939 " 11,105,878 $ 367,131 $ 368,131 $ '7 3,262 $ 617,592 $ 710,850 $ 1,328,442 $ 435,000 $ 435,000 $ 870,000 Proposed Revenue $ 7,701,281 • Main Take-Aways $ 221,437 7741 66,609 $ 488,046 $ 6,441,495 ,495 `$ 12,882,990 ' $ 380,470 $ 380,470 $ - 76b,940 $ 802,150 $ 836,724 $ 1,638,874 $ 524,099 $ 520,909 $ 1,045,008 • We are comparing the 21/23 Baseline Budget to the 23/25 Proposed Budget — . Total increase from 21/23 Budget to 23/25 Proposed Budget: $1,625,919 (up 11%) PERSONNEL COSTS ARE ESTIMATED BY COA FINANCE AND ARE STILL BEING FINALIZED (budget updated this week) Numbers in this presentation differ from the staff report as a result. '0z,, 2023/25 APRC Budget BN 2023/25 EXPENSES REQUIREMENTS ------" PersonnelTotal U 19% FY 22 Adpoted Budget FY 23 Adopted Budget $ 4,055,164 ;$ 8,080,905 $ 4,025,741 •___ Tem s -'"" $-345,250 $ 345,250 $ • -b9D� M&STotal �; U 1.25% $ 1,659,955 $ 1,677,531 ParMI1Piijirovements $ 85,000 $ 50,000 $ _3,337,486 -TSSTW Capital Outlay $ - $ - $ - Central Service Charges $ 1,361,024 $ 1,361,024 $ 2,722,048 • $ 7,476,970 $ 7,488,969 $ 14,965,939 Contingency $ 224,000 $ 224,000 Total APRC General Fund Expenses $ 7,700,970 $ 7,488,969 $ �i Illllq �li�ll�l�lllll��IIIIUIIII 4,752,267 �u ��,�uhlllii��!��!a���»!��u�!!i�u�u��l� 1 $ 4,857,881 9,610,148 $ 355,000 $ 355,000 $ 7DIT0U' $ 11666,302 $ 1,712,244 3,378,546 $ 50,000 $ 50,000 $ 1bD 0Dff $ 25,000 $ 25,000 $ 50,000 $ 1,446,082 $ 1,446,082 $ 2,892,164 $ 8,294,651 $ 81446,207 $ 16,740,858 $ 75,000 $ 75,000 $ 8,369,651" $' " 8,446,207 Comparing the 21/23 Baseline Budget to the 23/25 Proposed Budget • Total increase from 21/23 Budget to 23/25 Proposed Budget: $1,625,919 (up 11%) • PERSONNEL COSTS ARE ESTIMATED BY COA FINANCE AND ARE STILL BEING FINALIZED (budget updated this week) Personnel is being finalized — Current projection is an increase $1,529,243 (up 19%) • FTE count remains virtually flat (34.75 to 35.00 FTEs) • Materials and Services up $41,060 (up 1.25%) • Central Service Fees up $170,114 or 6% lu[5 2023/25 APRC Budget BN 2023/25 EXPENSES - PERSONNEL FY 22 Adpoted FY 23 Adopted Budget Budget Personnel Total $ 2,276,745 $ 2,321,375"8080,905 Benefits $ 1,748,996 $ 1,733,789 Total M&S and Personnel $ 4,025,741 5 4,055,164 FY24 FY25 $ 2,652,591 $ 2,727,120 $ 5,379,711 $ 2,099,676 $ 2,130,761 $ 4,230,437 $ 4,752,267 $ 4,857,881 $ 9,610,148 • PERSONNEL COSTS ARE ESTIMATED BY COA FINANCE AND ARE STILL BEING FINALIZED • Cost of Living Increasing: 2022 4%; 2023 4%; and, 2024 3% • Staffing Level to remain virtually unchanged: (34.75 to 35.00) • Reclassifying two vacant positions (Analyst/OAII — Superintendent/Park Tech 1) • Total Personnel Increase: Current projection is an increase $1,529,243 (up 19%) • Personnel Increase: $781,591 (up 17%) • Benefits Increase: $747,652 (up 21%) 2023/25 APRC Budget /--BN 2023/25 EXPENSES - M&S, PARK IMPROVEMENTS AND CAPITAL OUTLAY M&STotal FY 22 Adpoted Budget FY 23 Adopted Budget &= $ 1,659,955 $ 1,677,531 $ 3,337,486 Parks Improvements $ 85,000 $ 50,000 $ 135,000 Capital Outlay $ - $ - $ - Total APRC M&S Expenses $ 1,744,955 $ 1,727,531 $ 3,472,486 111�ll1 II $ 1,666,302 $ 1,712,244 $ 3,378,546 $ 50,000 $ 50,000 $ 100,000 $ 25,000 $ 25,000 $ 50,000 $ 1,741,302 $ 1,787,244 $ 3,528,546- • M&S, Park Improvements and Capital Outlay • Materials and Services are up $41,060 (up 1.23%) • Park Improvements are down $35,000 (CIP will be covering parks Improvements) • Capital Outlay up $50,000 2023/25 APRC Budget i BN 2023/25 EXPENSES - M&S, PARK IMPROVEMENTS AND CAPITAL OUTLAY Total Proposed Operating Expenses FY 22 Budgeted FY23 Budgeted COA Internal Charges- Central Servici Temps Admin Open Space -Forestry & Trails Operations Rec Programs Nature Center Golf Senior Services Rec Admin Communty Centers Contingency 1,361,026 $ 1,361,024 $ 2,722,050 $ 345,250 $ 345,250 $ 690,500 $ 563,202 $ 569,060 1132262 $ 664,963 $ 668,963 $ 1,333,926 $ 2,622,363 $ 2,600,216 5222579 $ 602,823 $ 603,971 $ 1,206,794 $ 268,352 $ 271,563 $ 539,915 $ 610,402 $ 620,618 $ 1,231,020 $ 394,430 $ 401,824 $ 796,254 $ 370,783 $ 373,483 $ 744,266 $ 18,630 $ 30 $ 37,260 $ 224,000 $ f 224,000 Total $ 8,046,224 $ 702 Proposed FY24 $ 1,446,082 Proposed Totals FY25 $ 1,446,082 $ 2,892,164 $ 355,000 $ 355,000 $ 710,000 $ 1,142,476 $ 1,169,755 $ 2,312,231, $ 975,663 $ 992,719 $ 1,968,382 $ 2,874,956 $ 2,943,850 5 818 805 $ 324,775 $ 334,901 $ 659,675 $ 298,802 $ 305,301 $ 604,103 $ 517,681 $ 532,181 $ 1,049,862 $ 359,217 $ 366,419 $ 725,636 $ 75,000 7 • Total increase from 21/23 Budget to 23/25 Proposed Budget: $1,625,919 (up 11%) • PERSONNEL COSTS ARE ESTIMATED BY COA FINANCE AND ARE STILL BEING FINALIZED (budget updated this week) • Personnel is being finalized - Current projection is an increase $1,529,243 (up 19%) • FTE count remains virtually flat (34.75 to 35.00 FTEs) • Materials and Services up $41,060 (up 1.25%) • Central Service Fees up $170,114 or 6% Zo23 2023/25 APRC Budget THANK YOU 2023 APRC 2023i25 Goal Setting BALLOT #1 (two (2) votes per Councilor; enter'T' for each vote) Row Candidates (alphabetical) �1 1 1 �o. 6i �O• �O, Q0 Np. Position0` o`'' `o ` Cc L Requested Otit p<` J0 oc QdJ fop GEC �.�G �. IV g• b• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 if 11 Sharon Dohrmann 2/3 V/ 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 V\�, 00-1 �pS r �/L) Gov BALLOT #1 (two (2) votes per Councilor; enter'T' for each vote) Row Candidates (alphabetical) h1 O• O• oy �O. Position Oy? orb, L oc L Requested �'�� �pc Je ec `Q�� �OQ OQJa �ocy QOJ �0 N Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber' Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 BALLOT #1 (two (2) votes per Councilor; enter "1" for each vote) Row Candidates (alphabetical) h1 4°• �;s Position W y' m` oy `° L° Requested Jew `pc J° 2C 1. �y g• a• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2 / 3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 , 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 V� BALLOT #2 (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice, "2" second choice, "3" - third , etc.) Row Candidates (alphabetical) h1 1 1 �p c,1 o• o, oC o. Position o`1. o`), e` oy? Requested 0'�K pC Je e QOJ �o� GEC o .�. ry 3 p,• Notes 1 Linda (Peterson) Adams 3 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/ 3 a 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 OlL - BALLOT #2 (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice, "2" second choice, "3" - third , etc.) Row Candidates (alphabetical) 01 Position 05' 05' Oy� L ` Oc L Requested o`�c `pc J�' e� `a�� �oQ ooJa aocy °J � Goo ���4 N. Q �• ny p• Notes 1 Linda (Peterson) Adams 3 4 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 aka' BALLOT #2 (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice,' 2" second choice, "3" - third , etc.) Row Candidates (alphabetical) h1 lop* Qoy. G. Position oy' oy' y` oy? ` L c° L Requested ��� �p� aJ°i yec .�. ry. ny p• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2 / 3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2 / 3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2 / 3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 BALLOT #3 (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice, "2" second choice, "3" - third , etc.) Row Candidates (alphabetical) 1 1/h1 --:�po�o. Position 5' S• ` y' `° `o 0, Lo RequestedJe ec Oaf �-OQ� OJO• oc5 QOJ` �0'0 C9�co Q$`C, 1. �y 3• p,• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2 / 3 6 Dylan M Bloom 2/ 3 L 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 BALLOT #3 (enter preference ranking for each "Advanced" candidate; enter" I " for first/top choice, "2" second choice, "3" -third, etc.) Row Candidates (alphabetical) h1 o• o, C o. Position lop* 5? e` oy? `o `o rc Requested Q°J boo Goo ���o 1. ev g• p,• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/ 3 Z 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2 / 3 11 Sharon Dohrmann 2 / 3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 b� BALLOT #3 (enter preference ranking for each "Advanced" candidate; enter" I" for first/top choice, "2" second choice, "3" -third, etc.) Row` Candidates (alphabetical) h1 Position ` pc Requested ow'� d<` Je ec Q�J 0 � 1 rV rb p,• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 BALLOT #3 (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice,' 2" second choice, "3" -third, etc.) Row Candidates (alphabetical) h1 4p Q0 Position oy' oy' o` oy? Requested o ec QQJ �o� ���o 1. ry 3 p,• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly ••Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 r 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 BALLOT #4 (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice, "2" second choice, "3" - third , etc.) Row Candidates (alphabetical) h1 �O°, N° Q°y. °. Position 5• CI*e` 05? `° `° oc Requested �'�K p<` �. ry 3• p,• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 ' 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 2 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 V�V r BALLOT #4 (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice, "2" second choice, "3" -third, etc.) Row Candidates (alphabetical) h1 0 p, oy. o. Position oV oy? o` oy� Requested Qti� �p� aJ° yec NO ,. �. g• p,• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 Z 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 6\t- BALLOT #4 (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice, "2" second choice, "3" - third , etc.) Row Candidates (alphabetical) y1 lO,Q0 vo. Position y' ° `o cc l Requested 1. ry• ny Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 6"e- BALLOT - Misc. (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice, "2" second choice, "3" - third , etc.) Row Candidates (alphabetical) h1 1 1p * 6, o ? O• oy. o. ? Position o505a oy? Q Q c Q Joc Requested `o�� �QQ aoJa aa,�5 co .�. ry '3 to Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 BALLOT - Misc. (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice, "2" second choice, "3" -third, etc.) Row Candidates (alphabetical) 01 Q0 ° Position °5' °5' 2` oy? ` ` L Requested Q�J �°,p N. 'L' ny p,• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber" Bishop 2/3 6 Dylan M Bloom 2/ 3 a 7 Gerard Boulanger 2/3 8 Mark Brouillard 2 / 3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2 / 3 6V BALLOT - Misc. (enter preference ranking for each "Advanced" candidate; enter "1" for first/top choice, "2" second choice, "3" -third, etc.) Row Candidates (alphabetical) h1 ?°• Q°y o Position °y °!V ` oy? IQ` pC L Requested pR, aO° °c �. ry. ny p,• Notes 1 Linda (Peterson) Adams 3 2 Craig Anderson 2/3 3 Jim Bachman 2/3 4 Julian William Bell 2/3 5 Kimberly "Kimber•' Bishop 2/3 6 Dylan M Bloom 2/3 7 Gerard Boulanger 2/3 8 Mark Brouillard 2/3 9 Sidney Brown 2/3 10 Jeffrey R Dahle 2/3 11 Sharon Dohrmann 2/3 12 Jill Franko 2/3 13 Leslie Gore 2/3 14 Patt (Patricia J) Herdklotz 2 15 Lauren Michiko Lewis 2/3 16 Jon Merripen 2 17 Russell Phillips 2/3 18 Shawn W. Saleme 2/3 19 Lyle Scheer 2/3 dlvl__�. ASHLAND CITY COUNCIL STUDY SESSION MINUTES March 20, 2023 Mayor Tonya Graham called the meeting to order at 5:30 p.m. Mayor Graham, Councilor Hyatt, Bloom, Dahle, Kaplan, DuQuenne and Hansen were present. 1. Public Input (Up to 15 minutes) Gary Shaff/Ashland/Represented Streets for Everyone and read from documents submitted into the record (see attached). 2. City Councilors Swearing -In (Positions #2 & #3) Mayor Graham provided the oath of office for Dylan Bloom and Jeff Dahle, 3. Transportation Advisory Committee Annual Report Public Works Director Scott Fleury introduced Transportation Committee Chair Linda Peterson Adams who provided the annual report. There were three vacancies on the Transportation Committee. Mr. Fleury and Chair Peterson Adams answered questions. The Oregon Department of Transportation (ODOT) had moved the Transportation System Plan (TSP) to 2024 to align with funding. The City's funding portion could be a soft match using staff and volunteer time. It would take almost two years to complete. The crosswalk at Van Ness would have rectangular rapid flash beacons and a median refuge island. Region three construction should be complete this summer. ODOT was conducting the improvement project in phases and required to have the statewide construction completed by 2032. Rogue Valley Transit District (RVTD) wanted to reconnect the Ashland connector and would attend an upcoming Transportation Committee meeting. RVTD was looking into a new circulating route that would have people using the Ashland connector not used during the pandemic. Paige West from RVTD will attend the first council meeting in May with more information. ODOT was looking to install crosswalk improvements on Ashland Street in 2026. One step was putting restrictions on the left-hand turn limits on Washington Street. There were frequent accidents at that location. The Transportation Committee was looking at options to improve bicycle parking downtown. Potential solutions were using 15-minute parking spaces for bike parking, striping, signage, and bike racks. City Council Study Session March 20, 2023 Page l of 3 4. 2023-2025 Biennium Budget CIP Public Works Director Scott Fleury provided a PowerPoint on the Capital Improvement Program, 2023-25 Biennium (see attached): • Capital Improvement Plan -Overview • Capital Improvement Pion -Affordability • Capital Improvement Plan -Dashboard • Capital Improvement Plan -Narratives Councilor DuQuenne asked how the costs at two and six years affected the enterprise fund. Mr. Fleury explained fees and rates were determined by what the enterprise was. It was tied to system development charges, funding capacity and need for growth. Another aspect was available grants and other forms of funding during the 2-6- or 20-year period. Councilor Kaplan and Mr. Fleury discussed the utility rate assistance program and threshold for entering the program. Councilor Kaplan thought the program should be year-round because of wildfire smoke and climate changes. Councilor Hyatt and Mr. Fleury discussed program options ACCESS and St. Vincent DePaul offered that might avoid duplicating efforts. Mr. Fleury will get more information. • Capital Improvement Plan -Street Fund • Capital Improvement Plan -Water • Capital Improvement Plan -TAP • Capital Improvement Plan -Wastewater • Capital Improvement Plan -Storm • Storm Water and Drainage System • Capital Improvement Plan -Airport • Capital Improvement Plan -Facilities • Next Steps Council discussed the Pioneer Hall and Community Center improvements and issues with getting a contractor. Mr. Fleury explained the city received no responses for the first bid and one for the second bid. Mr. Fleury further explained the 2-6- or 20-year project plan and grant funding. Searching for grants took time and skill. Hiring a consultant with that skillset would be helpful. Councilor DuQuenne suggested working with SOU students on finding grants for CIP projects. Mr. Fleury addressed protected bike lanes. It required a micro street sweeper to clean the bike lane and would be part of the budget request. He did not know the lead time on the purchase. City Council Study Session March 2Q 2023 Page 2 of 3 DocuSign Envelope ID: DB3761 EA-3F54-4297-9D8D-B7291258D023 The next step was bringing back a planning guide followed with a budget appropriation request, then rates. 5. City Facilities Optimization Master Plan Council moved the item to the March 21, 2023, business meeting, 6. Adjournment of Study Session Councilor DuQuenne/Hansen m/s to adjourn the meeting at 7:23 p.m. Voice Vote: ALL AYES. Motion passed. The meeting adjourned at 7:23 pm Respectfully Submitted by: E DecuSiped by: .t,�.iSSa L-t1�.fa(.a A02A82AOE5F2482... City Recorder Melissa Huhtala Attest: '11""'e Mayor T ya Graham City Council Study Session March 20, 2023 Page 3 of 3 PWJ i C, r fJ! L-. '-mot ar+ S ►1 Streets For Everyone — 3/20123 Council Study Session Testimony Good evening, My name is Gary Shaff, and I'm here representing Streets For Everyone, a volunteer Action Team of the Ashland Climate Collaborative, a 501(c)(3) nonprofit organization. Streets for Everyone submitted a written recommendation to the city's Administration Department on 3/10 with a request that our recommendation be included in this evening's meeting packet. It wasn't so I'm submitting that information now. Streets for Everyone believes the draft CIP 's dedication of almost all of the city's transportation revenues to maintaining or repairing street asphalt ignores other community needs. We respectfully suggest that the Council invest instead in transportation projects that address the mobility needs of all residents - people of all ages and abilities. The Council's priorities support this approach. Of the Council's 32 priorities only one, priority number 6, "street maintenance and repair" is reflected in the draft CIP. That is contrasted with the creation of a practical and safe bicycle transportation network which not only address "street maintenance and repair" but also 12 of the Council's other priorities including: • Emergency Response • Protect the Community's Character • Community and Land Use Planning • Create social equity and racial justice • Downtown revitalization and beauty • Affordable workforce housing • Multi -modal transportation • Implement Climate Energy Action Plan • Diversify the local economy • Expand employment opportunities • Broaden options for tourism/visitors • Attract more families to live in Ashland Time prevents addressing the relationship between a practical and safe bicycle network and the Council's priorities but I've included this detail in my written remarks. My point here is, that the Council should be leveraging every opportunity to achieve its priorities while focusing on the community's needs and not on the asphalt condition alone. Streets for Everyone's is recommending just four changes to the draft. 1) Include "protected bike lanes" in the description of major road projects that are currently listed in the draft CIP, 2) Include "traffic calming" in the description of minor road projects, 3) Change the category of projects entitled "bicycle boulevard" to "walk/bike streets" to better reflect the objective of these types of projects, and 4) Schedule and fund, in either fiscal year 2024 or 2025, protected bike lane improvements on A Street, Hersey, S. Mountain, and Wightman using city fees and rates. These changes will ensure that the city has a functional bicycle transportation network that people of all ages and abilities can safely and confidently use for every day, in -town travel. Streets For Everyone — 3/20/23 Council Study Session Testimony Council Priorities and Their Relationship to a Practical and Safe Bicycle Transportation System In Ashland The relationship between the Council's priorities and a functional bicycle transportation network that people of all ages and abilities can safely and confidently use for everyday, in -town travel are detailed below. Emergency Response: Wide bike lanes on N. Main and Siskiyou Boulevard south of Walker can be used by people driving cars in the event of an evacuation-, reducing the total evacuation time by 20 minutes. Street Maintenance: People riding bicycles have little impact on pavement condition. If a substantial number of in -town trips are made by bike it will reduce wear. Protect the Community's Character: People on bikes are happy, friendly, and healthy —all characteristics of how Ashland sees itself. Community and Land Use Planning: Creating a safe and convenient bike network is a requirement of Oregon's Climate Friendly and Equitable Communities Planning Rule. Create social equity and racial justice: Bikes are social and racial equalizers. Almost everyone can ride a bike and avoid the high cost of car/truck ownership. Downtown revitalization and beauty: People on bikes will shop locally and many people riding bikes in downtown would make it uniquely picturesque. Affordable workforce housing: Transportation accounts for the second most costly expense of Ashland households. Residents who forgo auto ownership or own one fewer car will have a larger budget. Multi -modal transportation: Making it safe and convenient to bicycle in town could lead to 40 percent or more of all travel within the city occurring by walking or bicycling. Implement Climate Energy Action Plan: Reducing auto/truck use (i.e. vehicle miles of travel) is recognized in the CEAP as an essential outcome in order to meet Ashland's climate goals. Making it safe and convenient to bicycle is the surest and most cost effective way to achieve that outcome. Diversify the local economy: A green economy is a diversified economy. Making bicycling a viable and safe way to get around will attract families, entrepreneurs, educators, and people with skills that are critical in coming decades. Expand employment opportunities: A diversified economy (as above) will increase employment opportunities. Streets For Everyone — 3/20/23 Council Study Session Testimony Broaden options for tourism/visitors: Tourists love places that are unique. With a transportation system that promotes bicycling, Ashland will be even more attractive than it is now. It will also compliment the already famous road and mountain biking attractions in the region. Attract more families to live in Ashland: Creating a place where kids can bicycle to visit friends and family, go to the library, visit a park, grab a snack with a friend, get to school or soccer practice is a dream most parents have given up on in Ashland and every other city in the U.S. Creating an all ages and abilities bicycle network can help parents achieve one of their most important goals, to raise their children to be independent and self-reliant people. ofo streetsleveryone.net To: Ashland City Council From: Streets for Everyone, an Action Team of the Ashland Climate Collaborative Date: March 10, 2023 RE: Recommendations for the 2024-2029 Transportation Capital Improvement Program Thank you for the opportunity to share these recommendations. We'd be pleased to discuss this matter further with you. To do so, please contact us at infoPashlandclimate ore. Executive Summary Background: This memorandum includes recommendations regarding the draft Transportation Capital Improvement Program (CIP). These suggestions will help the City of Ashland achieve goals laid out in the current Transportation System Plan and the Climate and Energy Action Plan. They will also ensure a safe and accessible walking and biking network. Opportunity: Ashland's City Council has an opportunity to ensure that it is practical, safe, and convenient to walk or bike from anywhere to everywhere in Ashland for people of all ages and ability. This, in turn, will cut vehicle miles of travel and carbon emissions. Funding: Funding for the current draft CIP is structured in a way that does not guarantee that the pedestrian and bicycle network will be improved. These improvements will rely on outside funding sources such as competitive grants to administer plans included in the CIP. Relying on grant funding would produce slow and disconnected improvements to biking and walking infrastructure and miss prime opportunities to create a functionally cohesive multi -modal transportation system. Policy Recommendations: Include protected bike lanes in the description of major road projects that are currently listed in the draft CIP. Include "traffic calming" in the description of minor road projects. In either 2024 or 2025, schedule and fund protected bike lane improvements on A Street, Hersey, S. Mountain, and Wightman using fees and rates. Identify additional revenue sources to be approved to guarantee funds for street projects to promote safety for all users. About us: Streets for Everyone is a volunteer Action Team of the Ashland Climate Collaborative (www Ashlan�IClimate.org), a 501c3 organization. ACC serves as a hub for community collaboration to reduce our climate impact and build a more equitable and resilient Ashland. The vision of Streets for Everyone is that people of all ages, abilities, and means can choose to bike, walk, and roll throughout Ashland for their everyday travel needs, because it is safe, convenient, and efficient. ACC and its Action Teams are supported by local charitable contributions. Learn more at StreetsForEvervone.net, $►96�obI streets everyone.net Recommendations for the 2024-2029 Transportation Capital Improvement Program Background The city's current Transportation System Plan (TSP) and the Climate and Energy Action Plan have called for the reduction in vehicle miles of travel (VMT). The City Council has a great responsibility and opportunity before them to make investments in the city's future that will help to realize this outcome. Transforming the existing transportation system to make bicycling and walking practical, safe, and convenient is fundamental to reducing VMT. We know from surveys in other metropolitan areas that approximately half of the city's residents are interested in bicycling but don't. They are afraid to share the road with autos/trucks, due to the risk of being seriously injured or killed. Improvements, described below, will add protection between people riding bikes and passing cars/trucks to eliminate that obstacle. The 2024 - 2029 Transportation Capital Improvement Program (CIP), as currently drafted, includes dedicated funding (fees & rates) for projects that preserve or rehabilitate street surfaces (Le pavement management). While these projects might include improvements to pedestrian and bicycle infrastructure, it is not guaranteed that they will be implemented and largely rely on federal or state grants. The competition for these funds is fierce and must be distributed among Oregon's 36 counties and 241 cities, making it unlikely for many of the city's projects to be funded. As an example, the city of Medford's TSP, updated in 2019, identified $277,719,000 of needed bicycle improvements. It is obvious that there are too many projects chasing too few dollars for the CIP's grant strategy to succeed. To substantially improve our pedestrian and bicycle network, we should edit the draft to allocate dedicated CIP funds rather than rely on uncertain future grants. Postponing one repaving project for just one year will allow the city to complete four essential protected bike lane (PBL) projects in 2025 (on Hersey, A Street, South Mountain, and Wightman - all of which have adequate curb -to -curb distance to include a PBL without altering the curb, gutter or drainage). Those improvements plus the addition of PBLs to repaving projects already listed in the draft CIP (on North Mountain, Ashland, Oak, and Siskiyou) will create a functional bicycle network on the city's major street system. Reports from other cities suggest that these projects will greatly increase the amount of bicycle traffic, which in turn will contribute to the reduction of VMT per capita. Much more will need to be done to ensure that people of all ages and abilities can get from anywhere to everywhere in town on a bicycle. But the addition of PBLs, as detailed above, during the next two years, will represent a huge leap forward. �l &JlFc3`o1 streets everyone.net Recommendations for the 2024-2029 Transportation Capital Improvement Program Opportunity The city's decision to include PBLs on Ashland Street represents the kind of leadership and vision that is crucial to the city's future. Similar leadership is needed to ensure that it is practical, safe, and convenient to walk or bike from anywhere to everywhere in Ashland for people of all ages and abilities. Other urban areas have demonstrated that people walking and biking can account for a high percentage of in -town travel, potentially as much as 40 percent compared to nine percent now (Personal Travel in Oregon Table RV-5, page 112). Only by making bicycling and walking safe and practical is there any potential for a shift in mode, from auto/truck to other low -carbon modes of travel. The Council has the opportunity to accelerate the development of an equitable bicycle network, suitable for all ages and abilities, and enhance the existing pedestrian network by making several minor changes and one significant change to the current draft CIP. Funding Since 2015, the CIP has been structured to allocate almost all city transportation funds to pavement management and rely upon grants and system development charges to make additional improvements to the pedestrian and bike network. This is understandable, as street life cycles are relatively short and expensive to repair. As stated previously, while pavement management projects may include multi -modal transport infrastructure, this leaves no additional funds to improve the bike/ped network on streets that aren't up for repair. By adjusting the funding, the city could meet goals 1 and 2 of the current TSP. Goal #1: Create a "green" template for other communities in the state and nation to follow. Goal #2: Make safety a priority for all modes of travel. These goals, and others that will be developed with the upcoming update of the city's TSP, to make walking and bicycling practical and safe, cannot be realized without local funding. Relying upon grant funds, as the current draft CIP proposes, doesn't guarantee a functional bike/ped network and may result in isolated improvements that serve few. Ashland needs a completely functional and accessible bike network, for people of all ages and abilities. This will provide citizens with a choice in how they travel, and an opportunity to not depend on cars. Sidewalks, access ramps, PBLs, and traffic calming features must be included, where warranted, on every city project. All revenue sources, including gas tax, system development charges, franchise fees, food and beverage taxes, and utility fee funding must be used for these types of improvements and not reserved exclusively for pavement management projects. q$ ts &hk40�1 streeeveryone.net Recommendations for the 2024-2029 Transportation Capital Improvement Program Oregon's constitution provides that revenue from taxes on motor vehicle use and fuel "shall be used exclusively for the construction, reconstruction, improvement, repair, maintenance, operation and use of public highways, roads, streets, and roadside rest areas in this state'" without restrictions on the mode of travel (Article IX Section 3a). The city's allocation of state gas taxes, approximately $1.6 million / year, can and should be used for creating a balanced transportation system. The other sources of city revenues should also offer flexibility in their use and, if restricted, the Council should amend local codes to allow their use to address transportation safety, independent of the mode of travel. Policy Recommendation The use of traditional painted bike lanes or sharrows on major streets within the city does not provide the essential safety for bikers of all ages and abilities. Goals 1 & 2, above, reflect the community's desire to fundamentally change the transportation system. PBLs are currently not included in the City's Streets Standards Handbook or the Ashland Municipal Code 18.4.6. Changing this is essential to provide the technical tools to achieve the citizen developed goals and policies. We have before us a prime opportunity to truly change the attitude and mode in which we travel. The City Council can ensure creation of an equitable transportation system by 2030 through the following: 1) Including protected bike lanes on major road projects already included in the staff prepared draft 2024 — 2029 Transportation CIP. 2) Scheduling and adding protected bike lanes on streets under Ashland's jurisdiction that include adequate curb to curb width. 3) Applying to ODOT for Carbon Reduction Program or Congestion Mitigation and Air Quality funds to rebuild E. Main from Siskiyou to Walker, and Walker from Ashland Street to E. Main to include protected bike lanes. These streets are too narrow to add protected bike lanes without modifying the curb, gutter and drainage. 4) Exploring jurisdictional exchange to add protected bike lanes on streets that are under the jurisdiction of Jackson County or the Oregon Department of Transportation. The implications on the city's future maintenance liability must be analyzed, additional revenue sources identified, and a funding mechanism(s) put in place/approved. The figures that follow illustrate the breadth of the challenge. Figure 1 shows streets, by roadway jurisdiction, that warrant (due to either speed or traffic volume) protected bike lane improvements. Figure 2 identifies streets under Ashland's jurisdiction that lack adequate curb to curb width to include protected bike lanes, and those streets that are currently scheduled for improvement in the draft 2024 — 2029 CIP and which warrant protected bike lanes. Figure 3 includes our recommended changes to the draft CIP which are highlighted in yellow. This memorandum demonstrates the opportunities available to improve the city's transportation infrastructure. Your consideration of these recommendations to the CIP is a sound investment in the future of Ashland. These changes will help to make our streets safer and more inclusive, while also reducing traffic congestion and carbon emissions. If you would like additional information or further advice, please do not hesitate to reach out to us at streets4everyone@gmail.com. 4 streets everyone.net Recommendations for the 2024-2029 Transportation Capital Improvement Program Figure 1 4e & hk cO I streetseveryone.net Recommendations for the 2024-2029 Transportation Capital Improvement Program Figure 2 Aw.net Recommendations for the 2024-2029 Transportation Capital Improvement Program The attached recommended transportation capital improvement program, Figure 3, includes the following changes: 1) It explicitly notes that protected bike lanes will be included on street/overlay projects on major streets (i.e. boulevards and avenues as identified in the city's functional classification map). 2) It explicitly notes that traffic calming will be included on street/overlay projects when they occur on minor streets. 3) It retitles the section "bicycle boulevards" to "walk/bike" streets to better reflect the desired function of important, low -volume residential streets. 4) It removes Lithia Way — Oak to Heiman bicycle boulevard project. Lithia, like N. Main through downtown, is unsuitable for a shared -lane treatment due to the high volume of motor vehicles using the street. Sharrows do not increase safety for people riding bicycles and waste precious resources. The city needs to add protected bike lanes on major streets, rather than paint and stencils. The savings can be diverted to creating bike/walk streets on Heiman and Iowa Streets. 5) It postpones the paving/reconstruction of W. Nevada Street from 2029 to 2030 in order to construct protected bike lanes on four city owned streets (see #6 below). 6) It shifts funding for W. Nevada Street, as above, to four protected bike lane projects on; a) Hersey - N. Main to N. Mountain, b) A Street - Oak to 5`h, c) S. Mountain - E. Main to Henry and d) Wightman - E. Main to Siskiyou. All of these streets have sufficient curb -to -curb width to add protected bike lanes without modifying the curb, gutter or drainage 1AA4 & ht Ao I Otr ets everyone.not Recommendations for the 2024-2;29 Transportation Capital Improvement Program Figure 3 . . . . . . . . . . . . . . . . .............. Road—, Clay St —1. F.IM, 51-10-11 1 —1- ,a a' ' W*wiiV**O fa+ .... R*dR L4 ty St•UtWYenebBfS9 w "a.,44 It•V01044# lovou*W "*4wdaRA1 .Id—Ik / a.4— an MIWA,ni 0I1j1--o4I11dD1 ,In M. - A Unn. . 6 —n 4ahlantl " -nd-- M kdl— - Silk.yo, BW 10 P*achey Road w.1mm, St., aovadofo H. In— a. 2.7 ::1--d Mlle(bollard pnoi*�) — C— Per Mil, (— q na P—Mad) 8 pxnw 0" � NO 01, ON W'— Sao— S2e.n szoo.— 5240,DOe sMood $6,361,195 5209.01 Iwo —7 110 .114 52.100.— w'w— $ M000 55.00o000 oo, Uq= $M— s,od"'Oon $2.=.w ood 55w.mo I'll ro4 M1 `YA7 11214 1— $75— 5225.050 .ft. CCU 9a2y.n00 5106.250 su.". III $—.ano $75 ow $725,1ao lon SU5,—, 5W).M1n8 fdOt0n, $"SAW %04,047 $1,IDINI $RAO F— m, I,— S30," $75,000 Ultilwo $.,— SU,100 M... $n"M sn's., sx— 5191635 sle.'so $f.o0o 528.o5o s".— sas'ooa MM sI.— S36.007 63400., $VAX $27,120 58.0oo saa.w "NAw "doo 521112o $DI— swoow 32 x3K111a, ssI sss.aw oftw S&O 722 %6"47v $i0.,13t $1021131 "a.,aft 'o 5I.m),W so 50 s. $o MOON* sI'xmw' OA TH OF OFFICE STATE OF OREGON County of Jackson City of Ashland, I, Jeff Dahle do solemnly swear or affirm that I will support the Constitution and Laws of the United States, the State of Oregon, and the Charter and Laws of the City of Ashland, and that Z will faithfully perform the duties of City Councilor Position #3, for the City of Ashland, during my continuance therein. Je Dah e SUBSCRIBED and SWORN before me this 20th day of March, 2023, by Jeff Dahle elected as City Councilor position #3 for the City of Ashland. OFFICIAL STAMP DANA SMITH NOTARY PUBLIC-OREGON COMMISSION NO. 1006013 W COMMISSION EXPIRES NOVEMBER 11, 2024 LO a—,-, c,_Z�9� Dana Smith, Notary Public My Commission Expires: OATH OF OFFICE STATE OF OREGON County of Jackson City of Ashland, I, Dylan Bloom do solemnly swear or affirm that I will support the Constitution and Laws of the United States, the State of Oregon, and the Charter and Laws of the City of Ashland, and that I will faithfully perform the duties of City Councilor Position #2, for the City of Ashland, during my continuance therein. Dyl loom SUBSCRIBED and SWORN before me this 2Oth day of March, 2023, by Dylan Bloom elected as City Councilor position #2 for the City of Ashland. OFFICIAL STAMP DANA SMITH NOTARY PUBLIC-OREGON COMMISSION NO. 1006013 MY COMMISSION EXPIRES NOVEMBER 11, 2021 D0_0 �_ � _-" � �' re � ana Smith, Notary Public My Commission Expires: 9 t/ iGuu ; .. q Or r ip 1 I Capital Improvement Program — March 20, 2023 2023-2025 Biennium Capital Improvement Plan -Affordability ■ Utility Affordability Metrics ■ Utility Bill - 6-10% of income ■ Street, Storm, Wastewater, Water, Electric, Internet, Trash, Natural Gas ■ Rate Analysis - Based on Adopted CIP and Budget Requirements ■ Utility Assistance Programs -Updates Utility Bill Affordability Analysis 2021 Median Household Income $ 5,303.42 2%of Median Household Income Per Utility Last Updatej Utilities Monthly Rate % of Median Income Street Utility Fee $ 9.56 0.18% Storm Drain Utility Fee $ 5.44 0.10% Wastewater(average) $ 54.20 1.02% Water (average) $ 59.36 1.12% I Electric(average) $ 76.88 1.45% Ashland AFN $ 65.00 1.23% Recology $ 22.67 0.43% Natural Gas $ 56.00 1.06% Totals $ 349.11 6.58% 2019 Water Rate Analysis Impact of Rates on Household Affordability Item Monthly Ashland Median Household Income Ill $4,210 CURRENT Watet Bill 3/4" using 1,000 c ft. 559.36 Water Bill as %of Ashland MHI 1.41% 2019 20 Water Bill 3/4' using 1,030 — Ft. $61.73 Water Bill as % of &N-d MHI 1.47% Water Raley @ 2A%ol MHI RI $84.20 s,.", Usc '." 11120175yz1 Ame C i ,ly5 yestimat.. 121 P. EfAgaidMin.- alYl wata bill g 'terihm 2%u high and a typical water bls 91eate1 than 2.5%1s burdemumc. ` Capital Improvement Plan -Dashboard P :. :. • I -... 4 W I- B� Capital Projects wH„a s, \� nawslrsr •w 77 Type I'aalw Rr Tan•P bon/LID a In r Cty W c! C+u Seel Po1eR,CMPD', �' I � e • 3 • • suWs:P '.•R mglAlio4 i.n Yg1•.2021 • Ro•rlwey . • • t f trl' _ LID h-H AN A0Iand­S,kii, iRvd to F•:la 6t AN :UIZ ZCZ9 IG:J SJtf ZCS Slams: Pv l 1n1.o,. Stan Y.,; 2021 SMM Owrl•yaYR•oonpraRllns • • T•n•p n ti / LID f, III' • ! +II Ma'n t tRRFOlntta-I.., N-W e >eaH6YanNn 4varu! P St Y 2021 5,,, C W dAdd Fsr-`.: ♦ SidawiM R�skia. n. an wr, ' ,I U 1 Rahn)daa R•G = . I •� { I I„ ...;... ......... ._..... ........ ....... ..._... .... Tronaportanen/LID � . „ Ro Total Cost j enTYpe Alarnta:n A>.m�•RRF61nna:k[on. Frr e Un4e Artrwe ( ;UNrP-RI�Tatia-i. i,n Y.,: 2021 - stl•waltn•d•mwn $;1 v $91.09M .., ! W.m, s r y I P•wamanu - Slatva Papct w� Ran Ymr.2021 SaPFM lrprowm•nla i• n II .e f e. Yw _ Capital Improvement Plan -Narratives • Project Description • Project Cost & Funding • Project Timing & Duration • Constructing 2 - Year Narrative Book Sbut Fund— Roadway M1vret N,me. an pre«Ira.'M«a aTatrYne msbtNw Nei prv�X� mom renivrtlreacn.e Ssaes.sa. ounron� 1rrs Fyn nL fM 1125 1fy]6 WIT a carutrw4n wewnu«: f�a •«41p«etl AaA Tam Gpv,re: Tra4cAbcvmp4reN 6r,nt /untlW ✓,iU Lclmn Cpunry prmkiry Ue em (arrw•A.*+r oomgxnntne imrrowm.w .in a«eme pn «n,e nre« tam em .osn. i r,aue. pwrWs a rwrine nr, o,rer,wmt we,mrx4n. orp.nm. Mwplen:M Ole Ctry Str mmNuMrrlx«on county luntd�aw<vner«ark net wetl iv+hWcal abwnextl�„a„an epumv �tl one Cdv pra,n4ntl ctrprtlin,ve pn ,pre rwN imww. mkremr vr«Arp ib e.uAr,a4tl �ry sum,re e, w.Hnco�.kn v,ro4viri r4r,nq erw mem.ryvan arceu yto ur cny. «karc4r vnet o nm M As. 4«�ier rvN v�N no Oiluwve0 txrki«. iM1a,tr«t urws br.rwtlum ,rk neM1eew4ly M1Ow�nA.a &vqrM artl, prirxr e4menbrr KM1mI, arkavmects e,e rrnpM1OrM1pvtl tv /elYartl S1.,MSI,Arqu tl. iTM Dario«. «ror Dmptr n a aea dtr,rd peernr4n exuawwen a.a.lumr, eeewxt tna erkertmurk m,In,sr m ntunxr snr,eettio, mtne nu,rk penrcrun rwutl«. s .,are mtn. reewv,enpero,uN m a s,en...k prs4«,s,a..nrt ppr.�A4n k ani,rk u YI /.tM �! lMM1 tbp ,anrwrweuu�r•uuu � Capital Improvement Plan -Street • Transportation System Master Plan (2024 start) CIP - Streets ■ Roadway ■ Overlay (rehabilitation) ■ Pedestrian ■ Bicycle Recommendation by Transportation Committee Funding Sources ■ Transportation Utility Fee ■ Gas Tax ■ Franchise Fee/Food and Beverage ■ Grants • System Development Charges Major Projects: (2-year) ■ Ashland Street Rehabilitation ■ Mountain Avenue Rehabilitation ■ Middle Clay Street Improvements ■ Oak Street Rehabilitation Capital Improvement Plan --Water ■ Water System Master Plan • TAP System Master Plan ■ Oregon Health Authority -Drinking Water Divisic • CIP - Water • Supply ■ Treatment ■ Distribution (reservoirs, piping and pump • TAP system ■ Funding Sources ■ Water Utility Fee • System Development Charges • Grants • Major Projects: (2-year) • Dam Safety Improvements ■ East and West Forks Transmission Line Rehabilitation ■ Water Treatment Plant • TAP System Improvements ■ Distribution Pipeline Projects Capital Improvement Plan -Water Capital Improvements Plan 2024-2029 Construction Years Watrr-Sv Is'W roeemeoh '. "' ft." T9tala Dmn Sefet Im o meNs X X S 3312.804 f 3312.804 S 6625,608 Fast& West Fark IIaos,nissi9n line eehabilitNion, X X S 3300.000 f - S 2 D0,000 , O MM Water Leatment Platy X X S 4.306.922 S 11.118.100 S 45455,022 i 0 MM Water Treatment Plant Consbvction AdninNmtion X X I X T 512357 T 4.895.02i S 5407384 SobtotW WWer-Sa IV Im ro mrnla S 9 19716 f M 460,904 1 Capital lirnprovement Plan -'TAP T1P-Su 1 Irnprovements FY25 Proect Tols ta Noo-PealdEmereno Su 1 Cotmectiou&om Ashlarsi to Talew/Phoeaiz s 2;v unu S S 236.000 Sobtatal TAP - Spply bn rovemmts $ 236000 S S 2JG 000 TAP -Boos) rP m hllou lm rovemeuls FY24 FY25 Pro ect 3o1als Regional BPS Shoe-TenuE iou x x S 211.0on $ S 2I1A00 Re 'ouaI BPS Pro aunt' U tes x S - S 101.000 S 101,000 Talev BPS GeuetrtorU foul S - S 445.000 S 445A00 Talent BPS Expmion for Talent and Ashland(Option 1 $ - $ 138.000 S 138,000 Talev BPS Seisuric Uppn&s $ - S 100.000 S 100,000 Subtotal TAP - Booster romp sla0ou lm roremeuts s 211,000 S 784 0 TAP -Pt r mme is ME Pro et iohls 24-hrh Pi Seisutic U rades Hi 99 Phoenix x S S 1.623.000 S 1.623,000 Subtotal TAP -PI Im rovemeoh S -I S I623000 TAP CIP Funding ■ Water SDC ■ Other (grants) r Fees & Rates (debt) Capital Improvement Plan -Wastewater ■ Facility Plan -Major Process Improvements ■ Collection System Master Plan ■ Department of Environmental Quality-NPDES ■ CIP - Wastewater • Collections • Treatment • Funding Sources ■ Wastewater Utility Fee ■ System Development Charges ■ Major Projects (2-year) ■ Water Quality Trading (shading) ■ UV System Upgrades ■ Headworks Improvements • Collection System Parallel Trunkline ■ Inflow and Infiltration Reduction Program Improvement Capital Lu"Trovements Plan 2024-2029 Construction Years Wastewater Capital Improvement Plan -Storm ■ Storm Water and Drainage System Master Plan ■ Department of Environmental Quality - MS4 Permit ■ CIP ■ Collections • Funding Sources ■ Storm Drain Utility Fee ■ System Development Charges ■ Major Projects ■ Flood Reduction ■ East Main Street at Emerick Improvements ■ Siskiyou Boulevard at University Way Improvements ■ North Mountain Avenue at RxR tracks Improvements Improvement Capital Improvements PlanPr(�jcct 20242029 Construction Years Totals Storm Dralo FY24 FY25 Proeel Totils Hardesty Site Develo merit&Equipment &or $-90,220 $ -. $ 390,220 Stornimter Miscellatteow Trenchles Pipe Limn X X $ • $ 150000 $ 150000 NMotnnain Avenue til Radroad Tracks X X $ 220,000 $ $ 220,000 Sisla ou Boulevards University Way X X $ 150,000 $ - $ ' 150,000 E Main Street Emerick Street X X $ - $ 270,000 $ 270,000 Capital Improvement Plan -Airport Federal Aviation Administration Oregon Department of Aviation Funding Sources ■ Airport Rentals and Leases Major Projects ■ Taxiway Reconstruction ■ Apron Expansion Capital Improvement Plan --Facilities • Building Code • Planning Code Facilities CIP ■ Funding Sources ■ Enterprise Funds ■ General Fund • Grants ■ Major Projects ■ General Facility Work ■ Briscoe School ■ Community Center & Pioneer Hall Capital Improvements Plan 2024-2029 Construction Years ■ Other (grants) n Fees & Rates (debt) L111.11.1LrPgndm&MamO- I X IX X I X 13 280.400 S 220.000 ; 540000 CAi FluLtr Opt o kogffi I 13 250.000 $ 250.000 ; 5000,U06 Bail 5,m rn+emmm X X 3 1,300,000 $ C® ' C'entes at P.omeerHU Rebabimn X X X 3 1953 T4 $ - $ 453 074 Deffend Nkur�e of Man FaciL.nes I X X X X 3 250.000 S 250.000 3 000 Next Steps ■ Council Adoption of Capital Improvement Program ■ Update Waster and Wastewater Rate Models ■ Departmental Budget requests for appropriations in the 2021-2023 Biennium Budget for 2-year CIP projects QUESTIONS? F' y Facility Optim iza 2023-2025 Biennium 1„ I Illllllllllliu�.;� r° I fi " J ,✓y���( � n �r 1 t ,s, q on Program March 20, 2023 Facility Condition Assessments ■ Overall Condition Score (A-F) ■ Itemized Assessment • Exterior Systems (Security, Lighting, Roofing, Finishes, Paving, ADA) • Interior Systems (Heating, Ventilation, Air-conditioning, Mechanical, Electrical, Plumbing Systems, Finishes, Furniture) New or like -new conditions. Nounexpected 51 ' NE Il', maint./failures. Replace8+years Good condition. No major issues or concerns. Consider 4 GOOD replacment 6 to 8 years Normal wear and expected maintenance, but no major 3 FAIR ssues. Replace within 4 -6 years 2 POOR Heavywear. At or nearing or exceeded end of expected lifecycle. Replace within 2 to4 years Extremely worn and/or damaged. Replace ASAP, but no more than 2years W�1046 Ratio Facility Condition Assessments ■ Community Development B ■ City Hall F ■ Community Center F ■ Pioneer Hall D ■ Service Center B- ■ Street/Fleet/Facilities C ■ Grove B+ ■ Electric Storage A- ■ Civic Center D ■ Police Department B ■ Fire Station #1 A- ■ Fire Station #2 B+ ■ Cemetery C+ "AL, Facility - Asset Management ■ Itemized Assessment of Major Facility Systems ■ Roofs, HVAC, MEP, Interior/Exterior Systems ■ Age, Life Cycle, Condition Score ■ Develop Maintenance Cycles ■ Life Cycle Replacement Costing ■ Fuel Switching _I Facility Optimization and Planning -Overview ■ Facility Master Planning ■ 2008 Facility Plan ■ Facility Planning and Optimization Study ■ Formal Facility Assessments • Develop Space Need Requirements & Optimize Service Delivery ■ Master Plan ■ Asset Management ■ Continue Development of Facilities Database Information To enable ladlitle0hat What you have Mow you use it For your (acute needs Resiliert safe Asset inveritay, Meelingstalsholder needs Master planoirl Facility CondkionAssessmeni iurtenl spate aft Efficient spate nw HealthV itemainir4aw(ultife • MaintenanceSrenewal Effective lifecyAe Wtasyslems approaches eneneeringand !aciiity Efficient hPical secunly posture managemc-t 1I Next Steps Develop City Managers Recommended Budget Finalize Facility Study Solicitation QUESTIONS? ASHLAND CITY COUNCIL BUSINESS MEETING MINUTES Tuesday, March 21, 2023 Executive Session Mayor Graham, Councilor Hyatt, Bloom, Dahle, Kaplan, DuQuenne and Hansen were present. Staff present: City Manager Joe Lessard, Deputy City Manager Sabrina Cotta, Acting City Attorney Doug McGeary. Council held an Executive Session for the City Manager's Review, pursuant to ORS 192.660(2) (i). II. CALL TO ORDER Mayor Tonya Graham called the meeting to order at 6:04 p.m. 1. Land Acknowledgement Councilor Hansen read the land acknowledgement. III. PLEDGE OF ALLEGIANCE Councilor Dahle led the Pledge of Allegiance. IV. ROLL CALL Mayor Graham, Councilor Hyatt, Bloom, Dahle, Kaplan, DuQuenne and Hansen were present. V. MAYOR'S/CHAIR OF THE COUNCIL ANNOUNCEMENTS 1. Proclamation Honoring Cesar Chavez 2. Proclamation Celebrating Arbor Day 3. Proclamation Declaring Food Waste Prevention Week Mayor Graham read the proclamations. Mayor Graham moved Consent Agenda item number 2. Citizen Budget Committee Appointments to Unfinished Business. Councilor Hyatt/DuQuenne m/s the addition of the City Facilities Optimization Master Plan to this evening's agenda as carry over from last night's Study Session to Special Presentations. Roll Call Vote: Councilor Hyatt, Bloom, Dahle, Kaplan, DuQuenne, and Hansen, YES. Motion passed. VI. APPROVAL OF MINUTES VII. SPECIAL PRESENTATIONS 1. City Facilities Optimization Master Plan Public Works Director Scott Fleury explained that he, along with the Facilities Division staff, ranked all the city's facilities using an A to F range. Over the past few years, staff entered information into an asset city management database that tracked maintenance and material replacement. The database was also used for formal assessments. He provided the following presentation (see attached): • Capital Improvement Program 2023-2025 Biennium City Council Business Meeting March 27, 2023 Page ] of 8 • Facility Condition Assessments • Facility - Asset Management • Facility Optimization and Planning -Overview • Next Steps Councilor Dahle asked if equipment was replaced on time or due to condition. Mr. Fleury responded the city often replaced on condition and explained the cost effectiveness of replacing on time. Councilor DuQuenne asked why the Community Center and Pioneer Hall were on the list when ZCS was hired to work on both. Mr. Fleury explained this was scoring only and when they did the city plan, they would select the facilities they wanted to be part of the planning. Councilor Kaplan asked about developing a plan to replace gas when retiring equipment. Mr. Fleury commented that it was explicit versus implicit. Staff would have to factor in the cost installation parameters. Additionally, the service might not have the electrical bandwidth to meet that need. It would be part of the long term study. Short term, they could for some. Councilor Hyatt asked if it was more advantageous to lease instead of own. Mr. Fleury explained the consultants would address leasing and determine space now and in the future. Councilor Hansen asked if the consultant would look for grant opportunities, replacing roofs, considering solar. Mr. Fleury responded they could. Councilor DuQuenne commented that the city had a deficit and questioned if this was the appropriate time to send out for an RFP. She asked if it could wait until after the budget process. Mr. Fleury recommended moving forward. There was funding in the budget. The sooner it was done, the sooner the city would know the fiscal obligations to facilities maintenance. Once they had that understanding, they could budget for it. The study would cost $250,000 to begin. Mr. Fleury confirmed the last facilities master plan was 15 years old and should be conducted every 7- 10 years. City use changed, rules changed, there were regulatory requirements that changed. Costing became more impactful when something was not planned appropriately. Interim Finance Director Sabrina Cotta confirmed there was money in the facility fund for the current budget and no deficit. The city was in a good position to move forward. Councilor Dahle asked if the study would include the cost of doing nothing. Mr. Fleury confirmed the study would include "do nothing" costs as well. 2. Union Pacific Railroad Restrictive Covenant Amendment Request Interim Community Development Director Brandon Goldman introduced Michael Niemet, a project manager with Jacobs, a firm that worked with Union Pacific Railroad (UPRR). Mr. Goldman gave background on the railroad property, the restrictive covenant, and details on the cleanup standards. Mr. Niemet provided a presentation on the UPRR restrictive covenant amendment request (see attached): • Parcel 7 of Partition Plan No. P-32-2000 City Council Business Meeting March 21, 2023 Page 2 of 8 • Proposed Covenant Modification (Condition 9 of PA 2016-00684) • Estimated Timeline - Next Steps Councilor Bloom asked if no action were taken, would the property be treated as single family residence. Mr. Niemet explained if it was left as is, it would not get cleaned up and UPRR could not guarantee single residence standards. Not being able to meet the set standard would create liability. Margaret Oscilia, DEQ project manager for the western region cleanup and emergency response explained DEQ had worked closely with UPRR and Jacobs to review and approve a proposed cleanup action that would protect their understanding of the current and likely use of the property. Councilor Hyatt asked for clarity on whether the Planning Commission will hold a public hearing. Mr. Goldman explained the Planning Commission would review the prior condition of approval from 1999 and the revision made in 2016. The Commission would not review the remediation plan for cleanup. There would be a public hearing where the public could provide input once the condition is modified. the Planning Commission concurred with the modification of condition, the cleanup plan would move forward with the 30-day timeline. Part of the timeline included staff coming to council for comments on the remediation plan. There may be a separate forum for comments regarding the remediation plan to DEQ. Councilor Hyatt asked if there would be an opportunity to discuss the removal of lead and arsenic and the entombment of petroleum product. Ms. Oscilia explained the cleanup plan would address arsenic and lead removal along with justification and explanation of the placing of material on another portion of the site with engineering controls. That information would be included in the staff report describing the proposed cleanup plan. The staff report will be submitted for public comment for a 30- day, possibly 60-day period. This will include a presentation at a City Council meeting and a public town hall. Councilor Dahle/DuQuenne m/s to direct staff to prepare, file, and seek approval of an application for a Major Amendment to replace the condition of approval in PA2016-00684 with the modified condition of approval presented in the March 21, 2023, Council Communication and to continue working with Union Pacific Railroad and DEQ to achieve remediation of the rail yard site to applicable DEQ standards. DISCUSSION: Councilor Dahle understood doing nothing was the wrong idea. This worked towards solving housing, climate initiative and council needed to get it in front of the Planning Commission. Councilor DuQuenne agreed. She was looking forward to seeing the cleanup plan and having the Planning Commission look at more buildable land. Councilor Kaplan thought it was a great opportunity to fill in that space with high density and housing opportunities. Councilor Hyatt supported the motion and appreciated the public being included in the process. Roll Call Vote: Councilor Dahle, Hyatt, Bloom, Hansen, DuQuenne, and Kaplan, YES. Motion passed. VIII. CITY MANAGER REPORT City Manager Joe Lessard announced the Rogue Valley Bike Swap at the Grove was April 29, 2023 from noon to 2:30 p.m. The emergency shelter had provided 30 nights of emergency weather shelter in the city with anywhere from 11 to 34 guests at night. There were ten nights left and Mr. Lessard had City Council Business Meeting March 21, 2023 Page 3 of 8 authorized four more nights. It looked like there was coverage to meet the end of March timeframe. Funding was stretching as anticipated. He went on to review the Look Ahead. IX. PUBLIC FORUM Anya Moore/Ashland/Supported Council adopting an electrification ordinance. TeMaia Wiki/Ashland/Spoke in support of the electrification ordinance. Piper Banks/Ashland/Supported an electrification ordinance. Mira Saturen/Ashland/Spoke in support of transitioning to clean energy. Kena Robertshaw/Ashland/ Urged council to pass the electrification ordinance to help heal planet. John Hawksley/Ashland/Supported the young people speaking to the electrification ordinance. Kiera Retiz/Ashland/Supported the electrification ordinance. Flavia Franco/Ashland/Supported the electrification ordinance. Nadia Pettingell/Ashland/Supported an Ashland electrification ordinance. Livy Cacey/Ashland/Community valued nature. She supported having an electrification ordinance. Mary Scott/Ashland/Shared her experience building a passive solar house and net zero living. Wade Bennet/Ashland/Spoke in support of the electrification ordinance. Lauren Oliver/Ashland/Supported the electrification ordinance and spoke to water conservation. Jefferson Robert Parson/Ashland/Supported electrification and the youth movement for climate change. Tish Way/Ashland/Spoke to her health issues that resulted from a sewage spill that occurred October 2022. Miriam Reed/Ashland/Spoke regarding the medical issues that result from cell phone usage. Kelly Marcotulli/Ashland/Did not support an electrification ordinance and spoke on the harmful effects of electricity. X. CONSENT AGENDA Councilor DuQuenne pulled Consent Agenda item #2 for further discussion. City Council Business Meeting March 21, 2023 Page 4 of 8 1. Greenleaf Restaurant Liquor License Approval Request Councilor Hyatt/DuQuenne m/s to approve Consent Agenda. Roll Call Vote: Councilor Kaplan, Hyatt, Dahle, DuQuenne, Bloom and Hansen, YES. Motion passed. Councilor Hyatt/Dahle m/s to extend the public hearing to 9:00 p.m. Roll Call Vote: Councilor Hyatt, Bloom, Hansen, Kaplan, Dahle, and DuQuenne, YES. Motion passed. 2. Contract Amendment with ZCS Engineering for the Community Center and Pioneer Hall Design Councilor DuQuenne pulled the item so the new councilors could participate in the conversation brought up at the Study Session regarding the ad hoc committee's work on the matter. She wanted to pull it for a month and review the bare minimum work needed to get the doors open instead of a complete repair. Mayor Graham asked Public Works Director Scott Fleury if this contract was for design only and what was needed to have options for repair. Mr. Fleury confirmed it was design only. This was the initial contract authorization by council and led to the schematic design phase that ZCS completed. ZCS looked at structural modifications to the building to meet the basic minimum requirements to reopen the facility and install an ADA bathroom and kitchen. They looked at code related items such as live load for the floor and roof, additional ADA ingress and egress, without design. The change order would provide design for the roof, floor and ADA access and refine the cost estimates. Once staff have that information, they can provide the council with menu options, associated costs and available budget. Councilor DuQuenne noted there were many businesses open in Ashland that were not ADA compliant. It seemed more cost effective to do the minimum to get the doors open and work on the ADA improvements overtime. Councilor Bloom thought if a prior council had given direction to move forward, this council should. But it might be beneficial to invite the ad hoc committee to speak on it as well. Councilor DuQuenne explained two councilors and the engineer in the ad hoc committee were no longer on the committee. She did support a conversation and wanted to put the item on hold. Mr. Fleury explained they were already three months behind on getting to the next level of documentation and would have to bring the items back. Councilor Dahle asked if costs would increase. Mr. Fleury responded engineers and contractors will hold a bid 30-60 days. Costs might increase if Council delayed too long. Councilor Hansen confirmed the city could not do anything without this step. Mr. Fleury explained this was the intermediate step to get to final construction documents. Councilor Kaplan asked for the time frame to get the design. Mr. Fleury thought it would be two to three months followed by a six-month construction window. City Council Business Meeting March 21, 2023 Page 5 of 8 Councilor Hyatt confirmed the priority one structural repairs would not get the building to where it was successful under snow load. The change order would allow for the snow load and improve equity access if they went with the ADA enhancements. Mr. Fleury responded yes, specifically for the Community Center. There were minor ADA adjustments for Pioneer Hall. Councilor Hyatt went on to confirm that both those pieces were discussed during the November 14, 2022, meeting and this change order supported that. Councilor Bloom/Hansen m/s approval a professional services contract with ZCS Engineering and Architecture in the amount of $47,085. DISCUSSION: Councilor Bloom thought a lot of important points were brought up. This was about moving forward. Councilor Hansen added it seemed like a necessary step and looked forward to opening up the Community Center. Councilor DuQuenne looked forward to both buildings being open. However, looking back at work that was ignored, she stood with the ad hoc committee. Councilor Kaplan participated in those discussions. It was distressing to see how long it was taking. He appreciated the work of the ad hoc committee but understood from last night the committee provided ideas but not designs that could be bid out appropriately. Councilor Dahle commented that the finances were already appropriated in the current budget and time was of the essence. Councilor Hyatt noted actions of a past council did not tie the hands of a present council. The struggle was finding a contractor that would support the designs needed and the city was unable to do that. Councilor DuQuenne noted anyone could look up who participated in the ad hoc committee and there was an engineer involved. She also wanted the buildings open but held steadfast to what was put in place by the ad hoc committee. Roll Call Vote: Councilor DuQuenne, NO; Councilor Hansen, Bloom, Hyatt, Kaplan, and Dahle, YES. Motion passed 5-1. X. PUBLIC HEARINGS 1. Ordinance 3218 Public Hearing and First Reading of 2022 Orgon Fire Code Fire Chief Ralph Sartain announced the Wildfire Division Community Risk Reduction crew procured $249,700 from the USDA Forest Service Community Wildfire Defense Grant to rewrite the wildfire grant for the protection of Jackson County. Chief Sartain had been asked to match the state fire code with the City's ordinance. It was written and would be part of the budget discussion. Changes to the ordinance included date and title changes, general renumbering of sections and adding definitions for low, moderate, and high risk. Mayor Graham opened and closed the public hearing at 8:23 p.m. Councilor Hyatt/Dahle m/s to approve the first reading of Ordinance No. 3218 to amend the Ashland Fire Prevention Code AMC Chapter 15.28 and to send Ordinance No. 3218 to a Second reading on April 4, 2023. DISCUSSION: Councilor Hyatt expressed her gratitude to Chief Sartain and his team. Councilor Dahle and DuQuenne added their thanks and congratulations. Roll Call Vote: Councilor Dahle, Hansen, Hyatt, DuQuenne, Bloom, and Kaplan, YES. Motion passed. XI. UNFINISHED BUSINESS 1. Citizen Budget Committee Appointments Council voted to appoint two members to the Citizen Budget Committee. City Council Business Meeting March 21, 2023 Page 6 of 8 Councilor Hyatt/Kaplan m/s to appoint the following individuals by term to the Citizens' Budget Committee: • Shane Hunter for the term ending June 30, 2024 • Leda Shapiro for the term ending June 30, 2025 DISCUSSION: Councilor Hyatt voiced her gratitude to the applicants. Councilor Kaplan agreed. Councilor Bloom was ready to get to work. Roll Call Vote: Councilor DuQuenne, Dahle, Hyatt, Kaplan, Hansen, and Bloom, YES. Motion passed. 2. City Council Priorities for the 2023-2025 Biennium City Manager Joe Lessard provided the background on the matter and explained the priorities citizens had voted for. Council discussed their top priorities and why. Councilor Hyatt/Dahle m/s the council body adopt the following priorities for direction to staff in the preparation of the 2023-25 biennium budget: 1. Wildfire risk reduction and CEAP execution, 2. Economic Development including development of eco-tourism like trails, ensuring city processes such as planning are supportive of attracting new business and supporting those already here, 3. Affordability including attainable housing, and review of our rate structures for progressiveness in their livability, All with the underlying supporting principles of equity of access, and strong supportive city services with a customer service focus. DISCUSSION: Councilor Hyatt thought council had represented the feedback of the community to the best of their ability. Councilor Kaplan commented that this was a movie, not a snapshot. It was council's job to keep an eye on the horizon. Councilor Bloom thought it was a great exercise. It showed how aligned community was in values and vision. Roll Call Vote: Councilor Hyatt, DuQuenne, Bloom, Kaplan, Hansen, and Dahle, YES. Motion passed. XII. NEW BUSINESS - None XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Contract for Diversity, Equity, and Inclusion (DEI) Assessment with Paradigm Public Affairs, LLC Deputy City Manager Sabrina Cotta provided background on the selection process and why Paradigm Public Affairs, LLC was the best match for the city. Councilor Dahle/Hansen m/s to move approval of a contract with Paradigm Public Affairs, LLC for a DEI assessment in the amount of $39,875. DISCUSSION: Councilor Dahle thought the city would be remiss not to move forward. It was important. Councilor Hansen was interested to read about the Paradigm team. It was not the kind of work that was intuitive. Institutional things including racism needed to be addressed. A safe work culture came through work, it was not a given. Councilor DuQuenne supported Paradigm Public Affairs, LCC. The business was run by a woman. They would work with the city and not just check the boxes. She appreciated that diversity, equity, and inclusion was a way of life and supported the motion. She was council liaison for the SERJ Committee and City Council Business Meeting March 21, 2023 Page 7 of 8 DocuSign Envelope ID: DB3761EA-3F54-4297-9D8D-B7291258D023 thought community was moving towards inclusion of everyone in Ashland. Roll Call Vote: Councilor Hansen, Bloom, Hyatt, DuQuenne, Kaplan, and Dahle, YES. Motion passed. XIV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. City Recorder's Office Administrative Support for Liquor License Processing Councilor Hyatt explained the request would delegate authority to the Legal Department to leverage cross training and back up for this process. Councilor Hyatt/Kaplan m/s direct staff to review and revise the ordinance that delegates OLCC liquor license applications under AMC 6.32.050 to provide the responsibility to the Legal Department of the City of Ashland. DISCUSSION: Councilor Hyatt explained it was in support of local businesses trying to make sure internal processes are efficient and effective. Roll Call Vote: Councilor Hansen, DuQuenne, Kaplan, Dahle, Bloom and Hyatt, YES. Motion passed. Councilor Kaplan asked Council to direct the CEAP Committee to begin a discussion of an electrification ordinance. Council agreed. Councilor Hyatt announced the Jefferson Exchange was having an interesting piece on housing in Oregon. Councilor Hansen attended his first Transportation Committee and announced there were three open vacancies. XV. ADJOURNMENT OF BUSINESS MEETING Councilor DuQuenne/Bloom m/s to adjourn the meeting. Voice Vote: ALL AYES. Motion passed. The meeting was adjourned at 9:29 p.m. Respectfully Submitted by: DeeuSigned by: inlf,�,isSa N1�,ta�.a AOZA82AL1E5FZ48Z City Recorder Melissa Huhtala Attest: Mayor Tonya Graham City Council Business Meeting March 21, 2023 Page 8 of 8 tl in u` Vq Ilh 4 IV i�� ��m�1�I�III �hlitlum�o�mainmoim�p',mmennami ��Ilf^�imiair�iofmonii�" � —'TM,t�.. FacilityOptimization _ Program March 20, 2023 2023-2025 Biennium Parcel 7 of Partition Plan No. P-32-2000 •� •u� _- WAY CLEAR CREEK DRIVE -- w � ll r,7 - ) 1 l �.. .fYlr� •..._ U\�),11'ryy,9 lr m'\ELL I o •nlvm.. y' i'f ct X V.. 6700 ,'`_ a=• <r s� 14.21 ac ` - .—.�— — 6200 e'� . I r' 1 d' r r.,i A' f e 1 k IC_ `{ • SEE MAP _ "�` !x s �t _-y '• �;°�+I 4 391E 9AA . �q�n^�n � DETAIL r _ it - r , ,.w -- Proposed Covenant Modification (Condition 9 of PA 2016-00684) Parcel 7 is restricted from further development or land division until Grantor obtains a determination from the Department of Environmental Quality that the property meets cleanup standards applicable to a single residential property. Thereafter, development of or any subdivided parcel cannot occur until Grantor obtains a determination from the Department of Environmental Quality that the property meets cleanup standards applicable to the use proposed for the subdivided parcel. Grantor will provide written document from the Department of Environmental Quality demonstrating compliance with these standards to the city. Parcel 7 is restricted from further development or land division until Grantor obtains a determination from the Department of Environmental Quality that the property meets cleanup standards consistent with the current and likely future land use zoning for the property (i.e., E-1 with residential overlay) These land uses correspond with the Department of Environmental Quality Urban Residential and/or Occupational exposure scenarios. Thereafter, development of or any subdivided parcel cannot occur until Grantor obtains a determination from the Department of Environmental Quality that the property meets cleanup standards applicable to the use proposed for the subdivided parcel. This covenant will be removed from the property, and/or any subdivided oarcel(s), upon the q6rontor Vie -providing the City written documentation from the Department of Environmental Quality demonstrating compliance with these standards to the City. BALLOT #1 Row Candidates (alphabetical) h1 O, 1 a,1 °-N 4o # °, �o ` �o L� °o' qogy? Oy' a °V Position Requested °rpF L �•` L° °cl °°o° 0°` �.x0QX °a oy oIN6x a�° 0�� �. N �,. p• h• 6• �• Notes 1 Christine Fernlund Budget Comm. 2 Shane Hunter Budget Comm. x 3 Leda Shapiro Budget Comm. )( 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 BALLOT #1 Row Candidates (alphabetical) h1 1 1 oho #°. to o L� pyQo' a? 0 p6' Position Requested�` 1. IV g. p• y Notes 1 ChristineFernlund Budget Comm. 2 Shane Hunter Budget Comm. 3 Leda Shapiro Budget Comm. 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 BALLOT #1 Row Candidatesm` (alphabetical) h1 0 4p 1 Q04" 4�, py. Position Requested `OrOF OO` `ppCC` gym` HOC` aJ0c0 yec` oc� 0Ce 4 Q O 0 O �. �y g• p• y �• 1• Notes 1 Christine Fernlund Budget Comm. 2 Shane Hunter Budget Comm. 3 Leda Shapiro Budget Comm. 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 BALLOT #1 Row Candidates (alphabetical) h1 °1 1 a, .� p1 ?°• 61 p- gyp. ey e• L� py' Q0`'• a� pe• Position Requested pF �L ` Qo ` cc °`C p•; ° o� O oor� QOJ� ♦• ti• 9• A' h• 6• �• Notes 1 Christine Fernlund Budget Comm. 2 Shane Hunter budget Comm. 3 Leda Shapiro Budget Comm. 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 BALLOT #1 Row Candidates (alphabetical) 4N o, Position Requested d� L ` Q° L C� L yec 00, N. IV 1b' 40 A• lei• ro• • Notes 1 Christine Fernlund Budget Comm. 2 Shane Hunter Budget Comm. 3 Leda Shapiro Budget Comm. 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 BALLOT #1 Row Candidates (alphabetical) .1 o, 1 1 1 61 6A 2e• O1 ��. CV op -Op* L� o`' Qoy s? o`' e` oy Position Requested Otc L L Qo ` pC L 'sp0 Or`0L OQ`00 ,ape Cy0<` ion �• ry 9 a h• 6• 1 Notes 1 Christine Fernlund Budget Comm. Z 2 Shane Hunter Budget Comm. 3 Leda Shapiro Budget Comm. 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 BALLOT #1 .Row Candidates (alphabetical) 4N 01 1 0, gl , > y�° 61 Ot• ,�° y? o, `ac ` 4o L� o`' Q° o,? oy m oy Position Requested pF a'p Oti °°F: `mL `OO pJ ymP o°I of 1 c o°r �pQ Qo °o °°a Q�J a��m 0°0 ������ *I. q, Notes 1 Christine Fernlund Budget Comm. 2 Shane Hunter Budget Comm. 3 Leda Shapiro Budget Comm. 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 Council Business Meeting April 4, 2023 Public Hearing and First Reading of Ordinance 3220 Amending the City's Food and Agenda Item Beverage Tax to correspond with the City's referendum ballot language on the May 16, 2023, Special Election From Doug McGeary City Attorney Joseph Lessard City Manager Contact oug.mcgearyCa)ashland.or.us ; 541-488-5350 kicoe.lessard(a-)-ashland.or.us ; 541-522-2103 SUMMARY On February 7, 2023, the City Council approved a ballot measure (referendum) for the May 16, 2023, Special Election that would amend the City's Food and Beverage Tax Ordinance (AMC 4.34). The ballot measure requests Ashland voters approve an ordinance adopted by the City Council that dedicates Food and Beverage Tax revenues to uses for city parks, open space, recreation, and senior service purposes (uses currently under the City's Parks and Recreation Department) as follows: • Not less than 25% of the tax revenues will be used for capital expenses, including acquisition, planning, development, repair, and rehabilitation; • Up to 73% of tax revenues will be used for operations, maintenance, and capital expenses; • Tax administration will continue to be 2% of revenues. The ballot measure extends the tax expiration date from Dec. 31, 2030, to Dec. 31, 2040 with the current 5% tax rate unchanged. Any further change to the proposed uses of the tax revenues will require a future vote by Ashland voters. The ballot measure has been submitted to the Jackson County Elections Officer for inclusion on the Special Election ballot. Council now must adopt the ordinance that corresponds with the ballot measure submitted for the May 16`" Special Election. The proposed ordinance. was provided to Council in the supporting documents for the February 7`h approval of the ballot measure language and is attached here for approval consideration. The adoption schedule for the AMC 4.34.020 amendment is as follows: o Conduct a public hearing and first reading of the proposed ordinance at the April 4 h Council Business Meeting; and o Conduct a second reading of the proposed ordinance at the April 4 h at the Council Business Meeting. FISCAL IMPACTS The draft proposed amendment to AMC Chapter 4.34.020 will not alter the tax rate or level of revenues collected from of the Food and Beverage Tax but will broaden its allocations to 98% for City uses currently under the Parks and Recreation Department, including for operations, maintenance, and capital expenses. The proposed amendment would not increase the tax amount but does change its expiration date from Dec. 31, 2030, to Dec. 31, 2040. Page 1 of 2 CITY OF -ASHLAND STAFF RECOMMENDATION City staff recommend adoption of the proposed Food and Beverage Tax ordinance amendment to correspond with the related ballot language for the May 16, 2023, Special Election. ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to approve on first reading, Ordinance 3220 that corresponds with the City's Food and Beverage Tax referendum ballot measure for the May 16, 2023, Special Called Election. REFERENCES & ATTACHMENTS Attachments: 1. Ordinance 3220, AMC 4.34.020 Amendment 2. Notice of Measure Election — Proposed Amendment to Ashland's Food and Beverage Tax Ordinance Page 2 of 2 CITY OF -ASHLAND 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 ORDINANCE NO.3220 AN ORDINANCE RELATING TO THE FOOD AND BEVERAGE TAX; AMENDING AMC 4.34.020 Annotated to show deletions and additions to the Ashland Municipal Code sections being modified. Deletions are bold lined through, and additions are bold underlined. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Ashland Municipal Code 4.34.020 is hereby amended as follows: 4.34.020 Tax Imposed. A. Except for exempt or tax -capped activities specified in AMC 4.34.030, the City imposes and levies, in addition to all other taxes, fees, and charges of every kind, a tax upon: 1. All food and beverages sold by restaurants located within the City to the public, except for whole cakes, pies, and loaves of bread if purchased for consumption off premises, and for alcoholic beverages; 2. All food and beverages sold by a caterer for an event located within the City, except alcoholic beverages and exempt events as defined in AMC 4.34.030.K; 3. The following items sold by combination facilities: a. Salads from salad bars; b. Dispensed soft drinks and coffee; c. Sandwiches or hot prepared foods ready for immediate consumption; d. The following items, including toppings or additions, scooped or otherwise placed into a cone, bowl or other container for immediate consumption whether or not they are consumed within the confines of the premises where scooped or placed: any frozen dessert regulated by the Oregon State Department of Agriculture under ORS 621.311 and any ice cream, ice milk, sherbet or frozen yogurt. No tax shall be imposed under this subsection, however, on any item whose volume exceeds one-half (1/2) gallon or more. e. Any other food mixed, cooked or processed on the premises in form or quantity for immediate consumption whether or not it is consumed within the confines of the premises where prepared; and 4. The following items sold by combination facilities that are bakeries: ORDINANCE NO. Page 1 of 4 1 2 3 4 5 6 7 H 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 a. All those items listed in subsections A.3.a-d of this section; b. All bakery products sold for consumption on the premises; and c. All "takeout" or "to go" orders of bakery products prepared on the premises except for whole cakes, pies, and loaves of bread and any order consisting of six or more bakery products. 5. Use of a delivery service for any activity under this section, whether an independent delivery service or operator provided delivery service, does not excuse the operator from the requirement to collect and remit the tax on the food and beverages sold. B. Such tax shall be imposed at a rate of five percent (5%) on the total amount charged by the seller for the food and beverages, or for the meal. In the computation of this tax any fraction of one-half (1/2) cent or more shall be treated as one cent. G. The taxes eolleeted 1. Twenty five by the City /7514\ under- shall this ehapter he nail shall be used as into a narks aeea..nt follows! for- oaequisitionf per-eent development, purposes City > planning, repair- and rehabilitation of par-lks per - administration 3. The following and eolleetion. for fiseal 2017 through 2022 be to fe.r- treatment amounts debt years must used pay A wastewater- the City of Ashland's a. in fiseal b. in fiseal plant Capital year- year- 2017! 2018! 7mpFeyement and wastewater- capital Ulan. . . projeets, per - . . . rMi!srr, f in f-0seal year 2022! e1 650 nnn nn 4. Any taxes eolleeted by the City y under this chapter and not used as ,leser;he.lin subseetions CA 3 of this seetion shall be paid into the Street Fund and used for • Beginning in fiseal year 2023, the Couneil may, fellows: through the statutoFy budget pr-oeess, appropriate taxes under this ehapter as ORDINANCE NO. Page 2 of 4 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 Not loos than twenty than five for the development, 1\VL IL.JJ Il 11�1.I11,-IT�l.-P4-1-G Not less than a amount t nt (251,4_) C. to f asitioll t ent deb ' planning ' , - • Clll borrowing for 111. C.C.JJCCI pay y the City Ashland street Pavement Management n TT t t repair and Programw (2-1A) for the rehabilitation olleetio per A d ' ' t of tie of the t C.• V 1J LV II��V IJGYe Except as nt / V J l in i. L.V 11 t, t, ClV ll Clllll D this administration llll Ill JL-I ZCC • provided shall he appropriated subseetion for of section, this chanter �v a. are purposes by Council consistent adopted with unless anted by other - a rote of purposes C{l t, approved the Ashland eleetorate• V, ZC ordinance C. The taxes collected under this chapter shall be used for city parks, open space, recreation, and senior services as follows, subject to other Ashland Municipal Codes and City financial and administrative policies: 1. Not less than twenty-five percent (25%) for capital expenses, including acquisition, planning, development, repair and rehabilitation. 2. Up to seventy-three percent (73%) for operations and maintenance and the uses of subsection 3.C.1 above. 3. The City will retain two percent (2%) of the tax collected for costs of tax administration and collection. 4. Amounts shall be appropriated in the City's General Fund for purposes consistent with this chapter unless other purposes are approved by a Council -adopted ordinance enacted by a vote of the Ashland electorate. D. The Council may decrease the rate of the tax or eliminate the tax described in subsections A and B of this section after a public hearing. Notice of the hearing shall be given by publication in a newspaper of general circulation in the City at least ten days prior to the date of the public hearing. SECTION 2. Codification. In preparing this ordinance for publication and distribution, the City Recorder shall not alter the sense, meaning, effect, or substance of the ordinance, but within such limitations, may: (a) Renumber sections and parts of sections of the ordinance; ORDINANCE NO. Page 3 of 4 l 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 (b) Rearrange sections; (c) Change reference numbers to agree with renumbered chapters, sections or other parts; (d) Delete references to repealed sections; (e) Substitute the proper subsection, section, or chapter numbers; (f) Change capitalization and spelling for the purpose of uniformity; (g) Add headings for purposes of grouping like sections together for ease of reference; and (h) Correct manifest clerical, grammatical, or typographical errors. SECTION 3. Severability. Each section of this ordinance, and any part thereof, is severable, and if any part of this ordinance is held invalid by a court of competent jurisdiction, the remainder of this ordinance shall remain in full force and effect. SECTION 4. Referral. This ordinance is referred to the electors of the City of Ashland for approval at the next local special election on May 16, 2023. SECTION 5. Effective Date. This ordinance takes effect and becomes operative thirty (30) days after the day on which it is approved by a majority of the voters. PASSED by the City Council this day of 52023. SIGNED and APPROVED this Reviewed as to form: liougias m metieary, Acting city Attorney ATTEST: Melissa Huhtala, City Recorder day of 12023. Tonya Graham, Mayor ORDINANCE NO. Page 4 of 4 Notice of Measure Election SEL 802 rev 01/18 ORS 250.035, 250,041, C I } `y 250.275, 250.28S, 254.095, 254.465 Notice Date of Notice Name of City or Cities Date of Election March 16, 202� City of Ashland May 16, 2023 Final Ballot Title The following is the final ballot title of the measure to be submitted to the city's voters. The ballot title notice has been published and the ballot title challenge process has been completed. Caption 10 words which reasonably identifies the subject of the measure. Proposed Amendments to Ashland's Food and Beverage Tax Ordinance Question 20 words which plainly phrases the chief purpose of the measure. Shall the ordinance be amended to dedicate revenues to city parks, open space, recreation, and senior service purposes? Summary 175 words which concisely and impartially summarizes the measure and its major effect. A "Yes" vote for this measure authorizes the City of Ashland to use the Food and Beverage Tax for city parks, open spaces, recreation, and senior service purposes as follows, consistent with City policies and practices: twenty-five percent (25%) for capital expenses including acquisition, planning, development, repair, and rehabilitation; seventy-three percent (73%) for operations, maintenance, or capital expenses. Two percent (2%) of the tax will be used for administration of the tax. The tax rate will remain unchanged at 5%, and any increase to the tax rate or change of its use will require voter approval. The expiration date of the tax will be December 31, 2040. A "No" vote means the existing Food and Beverage Tax allocation will stay the same, with tax revenues going towards park capital expenses (not less than 25%), street repair debt or parks capital expenses (up to 73%), and tax administration (2%). Explanatory Statement 500 words that impartially explains the measure and its effect. If the county is producing a voters' pamphlet an explanatory statement must be drafted and attached to this form for: 4 any measure referred by the city governing body; or Explanatory Statement Attached? W Yes ❑ No any initiative or referendum, if required by local ordinance. Authorized City Official Not required to be notarized. Name Title Douglas M McGeary Acting City Attorney Mailing Address Contact Phone 20 East Main Street, Ashland, OR 97520 541-552-2107 By signing this document: 4 1 hereby state that I am authorized by the city to submit this Notice of Measure Election; and I certify that notice of receipt of ballot title has been published and the ballot title challenge process for this measure completed. Signature 03-06-2023 Date Signed EXPLANATORY STATEMENT FOR COUNTY VOTERS' PAMPHLET NAME OF PERSON RESPOSIBLE FOR CONTENT: Douglas M McGeary, Acting City Attorney NAME OF ORGANIZATION PERSON REPRESENTS, IF ANY:City Of Ashland BALLOT TITLE CAPTION: Proposed Amendment to Ashland's Food and Reverage Tax Ordinance MEASURE NUMBER: (Explanatory Statement Shall Be Typed) The Food & Beverage Tax has been authorized by a public vote of the City of Ashland ' s residents since 1995 to be used for major capital improvements, including to the city ' s wastewater system, streets, and City parks. The City's current Food and Beverage Tax Ordinance requires that not less than twenty-five percent (25%) of the tax collected be appropriated for the capital expenses of acquisition, planning, development, repair, and rehabilitation of City parks. Up to two percent (2%) may be appropriated for administration of the tax. The remaining amount, seventy-three percent (73%), may be appropriated for street repair or for City parks capital expenses. This Measure authorizes the City to appropriate twenty-five percent (25%) of the tax collected exclusively for City parks capital expenses and two percent (2%) for administration of the tax. The remaining amount, seventy-three percent (73%), will be appropriated more broadly for parks, open space, recreation, and senior services purposes, including for these purposes ' operations, maintenance, and capital expenses. This measure also extends the expiration date of the Food and Beverage Tax to December 31, 2040. The tax rate remains unchanged at 5%. If passed, this ordinance will become effective upon approval and any future changes to authorized uses, tax rate or expiration date will require Ashland voter approval. Result of a "No" Vote If this measure does not pass, the existing food and beverage tax ordinance will remain in place, with tax revenues directed to City parks capital expenses (at least 25%), street repair debt (up to 73%) and for tax administration (up to 2%), and the expiration date remains December 31, 2030. WORD COUNT TOTAL: 267 THE TOTAL WORD COUNT CANNOT EXCEED 500 WORDS. h. SIGNATURO OF PERSON RESPONSIBLE FOR tHE CONTENT OF THE EXPLANATORY STATEMENT 03 661 DATE nCouncil Business Meeting April 4, 2023 Agenda Item Capital Improvement Program Adoption 2023-2029 From Scott Fleury PE Public Works Director Contact Scott.fleury6@ashland.or.us Item Type Requested by Council ❑ Update ❑ Request for Direction ® Presentation ❑ SUMMARY Before the Council is a request to adopt the 2/6/ - Year Capital Improvements Program (CIP). Staff previously presented the 2/6-year program to Council at the March 20, 2023 Study Session. The CIP is based upon each enterprise fund's master plans, facility plans, and operational requirements of the departments or divisions. The focus of the program is the two year project period that will be part of the 2023-2025 Biennium Budget process with a request for appropriations as outlined for fiscal years 2024 and 2025. POLICIES, PLANS & GOALS SUPPORTED City Council Goals: Essential Services • Electric • Sewer • Streets • Water • Stormwater • Parks Maintenance Value Services Emergency Preparedness Address Climate Change Multi -modal Transportation All -Age Friendly Community Water Conservation CEAP Goals: 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 Page 1 of 10 FDA FAW •�•, Council Business Meeting 1.1re1103 Kc7:-16TH Z 17_1►17e17 01 111 1101► /_141►1;[*] INI L111 I IOU I The CIP is a living and evolving document that is built upon a foundation of master planning. The CIP requires biennial updates based on updated master plans, changes in need or prioritization, changes in funding mechanisms and changes to goals or policy directions. The City distinguishes capital projects from general maintenance items. Capital projects are typically for new construction, expansion, major renovations, replacements, or projects that substantially increase the life of an asset. Many projects are multi -year, beginning with planning, design then construction. Some have multiple funding sources including grants and debt service instruments that are paid back through user fees from each specific enterprise fund. Master plans or similar planning documents ensure the corresponding utilities and enterprise funds can accommodate growth and keep infrastructure systems fully operational and meet regulatory requirements. Master plans enable a long-term plan to be developed and strengthen the intent to present the most responsible infrastructure improvement costs. Master plans assess the existing systems, establish level of service goals, review future demand, develop a plan for capital improvements, operations, and ultimately propose a financial plan with associated rate structure and other financial guidance to enable adherence to the plan. Typically, master plans are reviewed and updated every 7-10 years depending upon the system changes and should be evaluated at every two-year budget cycle to verify priorities and make necessary changes. Updates on this frequency ensure inclusion of Council goals, new ordinances, changes in the procedures and development of our community, as well as technology advances. During the last CIP development for the 2021-2023 Budget, staff added columns to the CIP spreadsheet document to provide additional information regarding project need. These columns include: 1. Regulatory - infrastructure is due to be upgraded or replaced to ensure regulatory compliance 2. Capacity - infrastructure is deficient in projected capacity needs and upgrades needed to provide for capacity requirements 3. Deficiency - infrastructure is deficient in some manner and corelates with meeting capacity requirements or just a lack of infrastructure in place (example -sidewalk gaps) 4. Life Cycle - infrastructure is at the end of its useful life and due for replacement Each project within the two (2) year CIP will have an individualized project narrative and budget breakdown developed. This will be incorporated into the full CIP Book brought forward for formal adoption at a future Council Business Meeting. The CIP book will also contain the six (6) year look ahead and the long term, twenty (20) year project list. This format is similar to what was presented and adopted by the Council previously (2022-2040 CIP Book). The final adopted CIP and book will be posted on the website and the CIP dashboard will also be updated to reference the new CIP. (CIP Storybook). Transportation Network: The focus of the Transportation CIP are roadway rehabilitation projects and improving the Pavement Condition Index (PCI) rating. The City has a goal of maintaining all roadways at a 70 PCI or better. Reference figure 1 below for a visual representation of PCI's. In addition, there is a focus on the roadway rehabilitation projects to include buffered or protected bike lane facilities to promote an improved multimodal Page 2 of 10 c'� `%.aellaPn, M&A Council Business Meeting transportation network meeting the current Transportation System Plan Goals. The Ashland Street rehabilitation project slated for construction in 2023 has upgraded the design to include a protected bike lane. The design engineers will also be looking at this option for the Mountain Avenue project and for the future Oak Street Rehabilitation project. During the design process for the major rehabilitation projects traffic calming and pedestrian safety improvements will be prioritized for inclusion as well as potential bike facility improvements. Staff expects to begin the Transportation System Plan Update in 2024 and this will help develop and drive future project priorities for the community. Per the code, the City's Transportation Committee has reviewed the Transportation Network CIP and recommended Council approve as presented. Figure 1: Pavement Condition Index PCI 100 PCI 40 PCI ?0 Roadway: 1. Hardesty Site Development & Equipment Storage (in progress) PCI -5n PCI 0 a. Relocate metal building from B Street Yard to Hardesty Property b. Construct new metal equipment storage building on Hardesty Property 2. Chip Seal a. Chip seal dirt roadways within the City to reduce particulate matter Page 3 of 10 W01 Irat pit Council Business Meeting 3. Clay Street a. Construct new roadway along middle Clay Street (sidewalk, curb/gutter, pavement, etc.) Reconstructions*: 1. Ashland Street Reconstruction (in progress) a. Roadway reconstruction, ADA improvements, crossing improvements, traffic calming and bike facility improvements 2. North Mountain Avenue Reconstruction (in progress) a. Roadway reconstruction, ADA improvements, crossing improvements, traffic calming and bike facility improvements 3. Oak Street Reconstruction a. Roadway reconstruction, ADA improvements, crossing improvements, traffic calming and bike facility improvements *Note: The roadway reconstruction projects are supported by the allocation of Franchise Fees within the budget. This allocation is meant to cover debt service requirements for each rehabilitation project scheduled. Sidewalk/Pedestrian: 1. Beaver Slide a. Remove vehicular access and create bicycle and pedestrian pathway to the Water Street connection b. Coordinate with the Oregon Department of Transportation with signalization project at East Main Street and Water Street Bicycle: 1. B Street Bicycle Boulevard a. Create a bicycle boulevard system along B Street with signage and striping improvements with potential speed limit reductions 2. Eighth Street Bicycle Boulevard a. Create a bicycle boulevard system along Eighth Street with signage and striping improvements with potential speed limit reductions Wastewater System: The focus of wastewater CIP projects are to meet DEQ NPDES regulatory requirements while performing major life cycle replacement upgrades. Also as outlined in the Wastewater Collection System Master Plan, staff expects to continue with inflow/infiltration (1/1) source analysis in order to develop projects that reduce 1/1. Wastewater Treatment Projects: 1. Water Quality Trading (in progress) (Regulatory) a. Riparian Restoration to meet NDPES Thermal Load Limits 2. UV System Upgrades (in progress) (Regulatory, Capacity, Life Cycle) a. Life Cycle replacement of the current UV system that also increases capacity Page 4 of 10 ••fts Council Business Meeting 3. Membrane Replacement (Regulatory, Capacity, Life Cycle) a. Life Cycle replacement of two membrane trains 4. Headworks Improvements (Regulatory, Deficiency, Life Cycle) a. Upgrades to the treatment plant headworks 5. Harmonics/Telemetry (Regulatory, Deficiency) a. Electrical improvements to reduce harmonics 6. Secondary Clarifier (Regulatory, Capacity, Deficiency, Life Cycle) a. Upgrades to clarifier to increase capacity and improve clarification process Wastewater Collections Projects: 1. Hardesty Site Development & Equipment Storage (In progress) a. Relocate metal building from B Street Yard to Hardesty Property b. Construct new metal equipment storage building on Hardesty Property 2. In house pipeline replacements (Regulatory, Capacity, Deficiency, Life Cycle) a. Life cycle and capacity pipe replacements done by City forces 3. Trench less Linings (Regulatory, Deficiency, Life Cycle) a. Cured in place lining for collection system lines not easily accessible for standard replacements 4. Inflow and Infiltration Reduction Program (Regulatory, Capacity, Deficiency) a. Investigate and develop small maintenance projects to reduce I/I 5. Bear Creek Interceptor (Regulatory, Capacity, Deficiency) a. Upsize existing interceptor line to accommodate growth Water System: The focus of the water CIP projects are to support major maintenance and life cycle replacement of distribution system lines, TAP system improvements, safety improvements to Hosler Dam and development of the new 7.0 MGD Water Treatment Plant. The projects are meant to reduce risk and increase resiliency for the City's water system. Water Supply: 1. Dam Safety Improvements (In progress) (Regulatory, Deficiency) a. Raising the left and right hand side parapet wall to convey the potential maximum flood along with other maintenance improvements to Hosler Dam 2. East and West Fork Transmission Line Rehabilitation (in progress) (Deficiency, Life Cycle) a. Replacement of approximately 1800' of steel transmission line connecting the east and west forks of Ashland Creek to the raw water line 3. 7.0 MGD Water Treatment Plant (In progress) (Capacity, Deficiency, Life Cycle) a. Construction and construction administration of a new 7.0 MGD water treatment plant facility Water - Pump Station 1. TAP Booster Pump Station Generator (In progress) (Capacity, Deficiency) a. Install a backup power generator Page 5 of 10 Irmo •�•, Council Business Meeting Water - Pipeline Improvements 1. Annual Pipeline Replacement (Regulatory, Capacity, Deficiency, Life Cycle) a. Replacement of aging or maintenance heavy distribution mainlines by City forces 2. Distribution Pipe Projects (Regulatory, Capacity, Deficiency, Life Cycle) a. Replacement of aging or maintenance have distribution mainlines by contracted forces Water - Operations and Maintenance 1. Telemetry Upgrades (Deficiency, Life Cycle) a. Improvements to communications between the water treatment plant and distribution system reservoirs and pump stations TAP - Supply improvements 1. Non-peak/emergency Supply Connection from Ashland to Talent & Phoenix a. Provide a pressure regulated bypass connection around the City's TAP booster pump station to provide water during non -peak and emergency periods to Talent and Phoenix. TAP — Booster Pump Station Improvements (BPS) 1. Regional BPS Short Term Expansion (In progress) (Capacity, Deficiency) a. Increase pumping capacity of the regional booster station for the TAP group 2. Regional BPS Programming Updates (In progress) (Deficiency) a. Improve telemetry between the regional BPS and the TAP group 3. Talent BPS Generator (In progress) (Capacity) a. Install a backup power generator for the Talent BPS 4. Talent BPS Expansion (In progress) (Capacity, Deficiency) a. Increase pumping capacity of the Talent BPS to meet future demand needs including the City of Ashland's demands 5. Talent BPS Seismic Upgrades (In progress) a. Structural upgrades to BPS to meet seismic loading conditions TAP -Pipeline Improvements 1. 24" Pipeline Seismic Upgrades (Deficiency) a. Seismic upgrades to a 24" transmission line supply TAP group Storm Drainage System: The focus of storm CIP projects are to reduce flooding and improve capacity within the system. The storm drain system is regulated by DEQ under the City's issued MS4 permit. Hardesty Site Development & Equipment Storage (In progress) a. Relocate metal building from B Street Yard to Hardesty Property b. Construct new metal equipment storage building on Hardesty Property Stormwater Trenchless Pipe Lining a. Cured in place lining for collection system lines not easily accessible for standard replacements 3. North Mountain Avenue Drainage Improvements (In progress) Page 6 of 10 II& •::� Council Business Meeting a. Improvements to the conveyance and detention of storm water on N. Mountain Avenue in conjunction wit the roadway rehabilitation project 4. Siskiyou Boulevard a. Improvements to reduce flooding at the intersection of Siskiyou Boulevard and University Way 5. East Main Street a. Improvements to reduce flooding at the intersection of East Main Street and Emerick Street Airport: The focus of airport CIP projects are grant funded pavement rehabilitation improvements and an apron expansion to support future hangar development. 1. Taxiway Rehabilitation (In progress) (Deficiency, Life Cycle) a. Construction phase for rehabilitation of the Airport Taxiway 2. North Apron Expansion (Deficiency) a. Design and Environmental review to expand existing apron for future hangar construction Facilities: The focus of the facilities CIP projects are for performing major building rehabilitations and maintenance along with starting the Facility Optimization and Master Plan process. 1. City Facility Upgrades and Maintenance (Regulatory, Deficiency, Life Cycle) a. Maintenance projects associated with City facilities including HVAC replacements, roof replacements, major maintenance improvements 2. City Facilities Optimization Plan & Program (Regulatory, Deficiency, Life Cycle) a. Develop an updated City Facilities Plan and associated prioritized improvement structure. Incorporate formal assessments into City's asset management database 3. Briscoe School Improvements (Deficiency, Life Cycle) a. Roofing, flooring, asbestos removal and HVAC improvements to Briscoe School in support of Oregon Childhood Development Coalition program 4. Community Center and Pioneer Hall Rehabilitation (Regulatory, Deficiency, Life Cycle) a. Structural and ADA Improvements to each facility STUDIES: In addition to major capital investment as mentioned above, studies assist in developing programmatic needs moving forward and there are several studies in the six -year outlook that have been identified. Studies include: 1. Water Conservation and Management Plan (In -progress: The Oregon Health Authority requirement for updating the existing Water Conservation and Management Plan. The update to this plan will also include a refreshed look at climate modeling and its effect on the City's water supply options. 2. Transportation System Plan Update: The TSP update was planned for the current biennium but due to changes in the Transportation Planning Rule and available funding through the Oregon Department of Transportation, the study was postponed to the2023-2025 Biennium. 3. Citywide Facility and optimization Plan: The Facility Plan will update space needs and programming for staff facilities with a focus on optimizing the organizational structure to satisfy customer service and Page 7 of 10 •�':•� Council Business Meeting public meeting requirements will also providing flexibility for staffing operational changes based on the potential for increased telecommuting by staff. The plan will recommend projects to be implemented in the City Facility Optimization Program. 4. FERC Part 12 Comprehensive Assessment (CA) (in -progress): The CA is a Code of Federal regulations requirements for owners and operators of hydroelectric projects licensed under the Federal Energy Regulatory Commission. 5. Wastewater Treatment Plant Flow Augmentation - NPDES Permit (In -progress): The feasibility study will analyze the effect and impacts of potential cold water release from Reeder Reservoir in fall in order to meet thermal load limits within the Department of Environmental Quality - National Pollution Discharge Elimination System Permit. 6. Electric System Master Plan: The Electric Department will be developing a formal master plan for the system starting in year two of the biennium. FISCAL IMPACTS Each Department and associated fund must account for the costs of improvements and major maintenance items. Funding for projects comes from a variety of sources, including user fees/rates, grants, gas taxes and system development charges (SDC). Large scale capital and maintenance projects often require a debt instrument to cover total cost and the debt is paid using fees and rates over the loan period. Loan periods can range anywhere from five (5) to thirty-five (35) years. Loans can be traditional bank borrowing, or bonds issued by the City. Cost estimates developed in the CIP document generally start with a planning level opinion of cost developed during the master plan process. These costs are always established with a base year and not inflated to coincide with a prioritized project year. These initial opinions of cost can have a wide range of error associated with them. These opinions of costs are refined through the preliminary and final engineering stages of project development. Staff does try to add a general inflationary index increase to the planning level opinions of cost during development of the biennial CIP document and updates costs of projects currently in a design phase appropriately. Table 1: Cost Estimating Class Levels Primo Characteristic Seco»da Characteristic MATURITY LEVEL OF EXPECTED ESTIMATE PROJECT DEFINITION END USAGE METHODOLOGY ACCURACY RANGE CLASS DELIVERABLES Typical purpose of estimate Typical estimating method Typical variation in low Expressed as % of complete and high ranges at an definition 90% confidence interval SF or m2 factoring, Functional area, or L: -20% to -30% Class 5 096to 2% parametric models, concept screening H: +30% to +50% judgment, or analogy Parametric models, or Schematic design or L: -10% to -20% Class 1%to15% assemblydriven concept study H: +20%to+30% models Design development, Semi -detailed unit L. -5%to -15% Class 3 10% to 40% budget authorization, costs with assembly H: +10% to +20% feasibility level line items Class 2 30%to 75% Control or bid/tender, Detailed unit cost with L -5%to -10% semi -detailed forced detailed take -off H: +5%to+15% Class 1 65%to 100% Check estimate or pre Detailed unit cost with L: -3%to -5% bid/tender, change order detailed take -off H: +3% to +10% Page 8 of 10 5 Emil Council Business Meeting Generally, each individual project listed in the CIP document will require numerous independent Council actions including, approval of grants and debt service instruments, approval of feasibility studies, preliminary engineering, final engineering and finally construction contracts. At each level of approval by Council generally cost estimates are refined as part of the project development process and additional information/justification is provided. For the enterprise funds that utilize user fees/rates to support operations, maintenance and capital projects, staff coordinates with a financial advisor to develop or update rate studies. The rate study accounts for personal and material costs, existing debt payments, financial policy requirements and expected capital needs for the two (2) and six (6) year periods associated with the CIP. The rates recommended by the study provide the ability to cover all projected costs within each fund, specifically for the two year budgeted period. Once the CIP document is approved, staff will coordinate with a consultant financial advisor to update previous rate studies for the water and wastewater systems and bring that information back to Council for consideration. As part of the rate analysis, specifically for water rates, staff will be looking at changing the commodity charge structure. This will included "loading" rate increases into the higher commodity charge tiers and less of the rate into the base/meter portion of the structure. Staff has also been working on review of the existing senior utility discount program offered by the City and will have recommendations for improvement at a future meeting when the rates are discussed. In addition at the October 4, 2022 business Meeting the Council discussed a methodology to develop a platform for quantifying "affordability" when making rate based policy decisions. The discussion involved development of a baseline percentage of commonly accepted budgeting of 6-10% for monthly utility bills (water, storm, wastewater, streets, AFN and gas). A basic level analysis of this affordability analysis has been done associated with previous rate studies (water and wastewater) and staff will work to develop a comprehensive look at total utility costs for the rate presentation and discussion. Table 2: Water Rate Affordability from 2019 Rate Analysis Impact of Rates on Household Affordability Item Monthly Ashland Median Household Income [1] $4,210 CURRENT Water Bill 3/4" using 1,000 cu. ft. $59.36 Water Bill as % of Ashland MHI 1.41% 2019-20 Water Bill 3/4" using 1,000 cu. Ft. $61.73 Water Bill as % of Ashland MHI 1.47% Water Rates @ 2.0% of MHI [21 $84.20 Source: US Census. [1] 2017 5-year American Community Survey estimate. [2] Per EPA guidelines a typical water bill greater than 2% is high and a typical water bill greater than 2.5% is burdensome. Page 9 of 10 Via .'��:►� Council Business Meeting DISCUSSION QUESTIONS Does the Council have any questions regarding the CIP project list and associated priorities for the two year period? SUGGESTED NEXT STEPS Next steps include finalizing the 2023-2025 City Managers Budget including the 2 year appropriation request for identified capital projects and moving forward through the budget process. Staff will also begin the process of updating rate models, specifically for the water and wastewater enterprises and develop information for discussion regarding the City's utility assistance program. MOTIONS • I move to approve the 2023-2042 Capital Improvements Program as presented. • I move to approve the 2023-2042 Capital Improvements Program with the following amendments; REFERENCES & ATTACHMENTS Attachment #l: Capital Improvement Plan Book Attachment #2: Climate Energy Policy Advisory Committee Transportation Improvements Memo Links: Transportation System Plan (TSP) - 2013 (link) Transit Feasibility Completed March 2019 Comprehensive Water Master Plan - 2020 (link) Water Management and Conservation Plan - 2013 (link) updated by staff March 2019 TAP Master Plan 2020 - (link) Comprehensive Sanitary Sewer Master Plan - 2012 (link) Wastewater Treatment Plant Facilities Assessment- 2018 (link) Wastewater Collection System Master Plan - 2022 (Link) Storm Water and Drainage Master Plan - 2020 (Link) Airport Master Plan & Layout Plan (ALP) - 2020 (link) Facilities - 2008 Master Plan (link) Electric Department 10 Year Planning Study (link) Page 10of10 �r c�elley `%¢eUern, City of Ashland Capital Improvements Program FY 24-25 detail 2024-2029 overview Table of Contents Tableof Contents......................................................................................................................................................................2 TRANSPORTATIONPROJECTS.................................................................................................................................................4 StreetFund — Roadway......................................................................................................................................................5 City Wide Chip Seal Project (CMAQ).......................................................................................................................5 Hardesty Property Site Development and Equipment Storage...........................................................................6 Clay Street — Faith Avenue to Siskiyou Boulevard.................................................................................................7 StreetFund — Overlay.........................................................................................................................................................8 Ashland Street Overlay—Siskiyou to Faith.............................................................................................................8 N. Mountain Avenue Overlay — 1-5 to E. Main Street............................................................................................9 Oak Street Overlay — City Limits to E. Main Street.........................................................................................:.....10 StreetFund — Pedestrian...................................................................................................................................................11 Install Sidewalk Beaver Slide - Water Street to Lithia Way.................................................................................11 B Street Bicycle Boulevard (Oak Street to North Mountain Avenue)...............................................................12 8th Street Bicycle Boulevard; 'A' to E. Main.........................................................................................................13 WATERPROJECTS...................................................................................................................................................................14 WaterSupply Fund — Supply............................................................................................................................................15 DamSafety Improvements.....................................................................................................................................15 East and West Forks Transmission Line Rehabilitation......................................................................................16 WaterTreatment Fund — Supply....................................................................................................................................17 7.0 MGD Water Treatment Plant..........................................................................................................................17 WaterSupply Fund — Pump Station...............................................................................................................................18 TAPBPS Backup Power...........................................................................................................................................18 WaterDistribution Fund — Pipe......................................................................................................................................19 Annual Pipe Replacement Program......................................................................................................................19 WaterSupply Fund - Pipe................................................................................................................................................20 Distribution Pipe Replacement Projects..............................................................................................................20 Water Supply Fund — Operations and Maintenance...................................................................................................21 Water System Telemetry Upgrades.....................................................................................................................21 Water Supply Fund —TAP Supply Improvements........................................................................................................22 TAP Non -Peak and Emergency Supply Connection............................................................................................22 Water Supply Fund — Booster Pump Station................................................................................................................23 TAP Regional BPS Short -Term Expansion............................................................................................................23 TAPRegional BPS Programming Updates...........................................................................................................24 TalentBPS Generator Upgrade............................................................................................................................25 TalentBPS Expansion............................................................................................................................................26 Talent BPS Facility Seismic Upgrades..................................................................................................................27 TAP 24" Transmission Main Seismic Improvements........................................................................................28 WASTEWATERPROJECTS..................................................................................................................................................29 Wastewater Fund —Treatment Plant...........................................................................................................................31 Water Quality Temperature Trading Program (Shading)...............................................................................31 UV System Upgrades/Replacement...................................................................................................................32 WWTP Headworks Process Improvements.......................................................................................................33 WWTPHarmonics Upgrade.................................................................................................................................34 WWTP Secondary Clarifier 2 Improvements.....................................................................................................35 WWTPMembrane Replacement........................................................................................................................36 Wastewater Fund — Collection System.......................................................................................................................37 Wastewater Miscellaneous In -House Replacement........................................................................................37 Sanitary Sewer Miscellaneous Trenchless Lining.............................................................................................38 Hardesty Property Site Development and Equipment Storage.....................................................................39 CAPITOL IMPROVEMENTS PROGRAM Pinpoint 1/1 Sources in Various Basins................................................................................................................40 Annual 1/1 Reduction and Collection System Replacement............................................................................41 Wastewater Line Upsizing— Bear Creek Interceptor— Wightman to Tolman Creek Road........................42 STORMDRAINPROJECTS...................................................................................................................................................43 StormWater Fund.........................................................................................................................................................44 Hardesty Property Site Development and Equipment Storage.....................................................................44 Stormwater Miscellaneous Trenchless Lining..................................................................................................45 NorthMountain Avenue.....................................................................................................................................46 Siskiyou Boulevard at University Way..............................................................................................................47 East Main Street at Emerick Street...................................................................................................................48 AIRPORTPROJECTS...........................................................................................................................................................49 AirportFund...................................................................................................................................................................50 Oregon Department of Aviation Taxiway Rehabilitation...............................................................................50 North Apron Reconstruction Project.................................................................................................................51 ADMINISTRATION - FACILITIES PROJECTS......................................................................................................................52 FacilitiesFund.................................................................................................................................................................53 City Facilities Miscellaneous Upgrades and Renovations...............................................................................53 City Facility Optimization Program.....................................................................................................................54 Briscoe School Improvements............................................................................................................................55 Pioneer Hall & Community Center Rehabilitation...........................................................................................56 City Facility Deferred Maintenance Program...................................................................................................57 ELECTRICPROJECTS............................................................................................................................................................58 ElectricFund...................................................................................................................................................................59 WildfireMitigation...............................................................................................................................................59 Sub -station Upgrades..........................................................................................................................................60 UndergroundExpansion.....................................................................................................................................61 CircuitAutomation..............................................................................................................................................62 Underground Cable Replacement.....................................................................................................................63 PARKSPROJECTS...............................................................................................................................................................64 RealEstate Acquisitions.....................................................................................................................................65 RepairButler Perozzi Fountain.........................................................................................................................66 JapaneseGarden................................................................................................................................................67 Ashland Creek Park Basketball/Sports Court .................................................................................................68 EastMain Park Development...........................................................................................................................69 EastMain Park Pump Track..............................................................................................................................70 Daniel Meyer Memorial Pool Rebuild.............................................................................................................71 Kestral Park Pedestrian Bridge.........................................................................................................................72 MasterPlan for All Parks...................................................................................................................................73 BuildingMaintenance.......................................................................................................................................74 Alternative Irrigation Improvements..............................................................................................................75 Parking Lot/Road/Sidewalk Concrete Repairs...............................................................................................76 Oak Knoll Golf Course Improvements............................................................................................................77 LithiaPark Improvements................................................................................................................................78 CapitalOutlay Projects.....................................................................................................................................79 GeneralMaintenance.......................................................................................................................................80 ICC Irrigation Control Upgrades......................................................................................................................81 SIX YEAR SPREADSHEETS...............................................................................................................................................82 Transportation and Wastewater....................................................................................................................82 Water& TAP, Storm Drain..............................................................................................................................83 Airport, Facilities, Electric...............................................................................................................................84 Parks..................................................................................................................................................................85 CAPITOL IMPROVEMENTS PROGRAM TRANSPORTATION PROJECTS Capital Improvem®ts PlanProject Totals 2424-2024 Construction Tearsi FY24-FY25 Description Road"v FY24 FY25 Pro' 'Totals StreetSDC Oche anh Fees&Rates deM 133de4v Site Dr�e1 e& S S 7 440 S - S 730.4i0 S - S 780440 Cdt%, Widetbi P Seal Pr -ect X S - S 5x S 255900 1 S - S 255.000 S - Ga Street-Faithfixms to Si uBDuloard (STBGMi4Q S 579.754 S ' C(vs_7(D S 159-753 S - S 6o81.195 S '09Si2'_ 9tMotalRoashr S I 194 3 1.2SS.ODO $ 4 S S 7 195 S 989,462 Street 0Fer1asslRaonS1Twti0w FY24 FY25 Pro' Totals 4krWSDC I Qh- aka I Fees&Rates debt Ashlmd5t-SislivuBhdtaFaithSt 55: X X X S :.500.000 S - S 2 0(1000 S 00000 V1bmt&mAe-1-5Q tOEN%n5t 59` X X X S SOOOOl S 5.5..OU S 1Oj00,DD0 S - S - S 10,500m Oak St - Citvlisits to E \fain St 1 23.93'1 X I I X I X I S - I S 1.00O.00O S 1.000.000 I S - S - S 1,000.000 Sdrtotal 9treetlm eme�lQalays S 7,1O4ODO I S 63M.000 Is HAftl= I S S - S 14,ODO ON SideaalkfPedestrim PF'Dject Totals 3reet5DC Qher( mts Fees&Rates debt Bea%e Slide - Water Street toLitltiaW X X X S - S 285.000 S 295000 S 276792 S - S S20S SsbtotalSde+ WWPedestrian S - S 2851DO IS ] S 276792 S - S 3203 Bieck FY24 FY25 Pro' 'Totals Qha anti Fees&Rates debt BStreetB' eBoiimrd-FromOakStmettoNhbmbmAn um X X S �GCAi0 S 'S.G,]0 S 125000 S �1;4s S t 00 S 70 25 SthStreetBicvcleBautewd-AStreettoE\hinStreet X X S - S 35.000 S 35000 S S 3500 S 19.635 SsbtotalBiocle S 54 3 110000 ,S r1 S 16.000 S 89.760 CAPITOL IMPROVEMENTS PROGRAM ENGINEERING DIVISION Street Fund — Roadway Project Name: City Wide Chip Seal Project (CMAQ) Proj #: 2013-37 Total Project Cost: $255,000 Duration: 1+ year FY24 FY25 Expenses: Design Construction $255,000 Revenues: Fees SDCs Grant Other $255,000 Grant: American Rescue Plan Act — Covid Relief Funding through the Rogue Valley Metropolitan Planning Organization Anticipated Long Term Expenses: No significant long-term expenses. This will be a part of the City's street improvement fund. Life of the project is 20+ years. Description: The project consists of grading, prepping and installing a double chip seal on existing dirt roads within the Ashland City limits. The chip seal project proposed is a double shot chip seal with a fog seal. The base course will be 1/2" and the top course will be 3/8". The project will also involve geotechnical analysis of the road sections to determine if drainage is appropriate. In addition, roads that serve truck traffic will include an additional 6" of base material added for structural support. N n O ii--"AmwN S_ � F a _ _; .� l r T� S r1 yit a bssa 0, Chip Seals 4 H a,EWEv. L J. �. 4.Q ,,.�� "•I' BST -I Streets Buildings I � 1 - i City Limits CAPITOL IMPROVEMENTS PROGRAM ENGINEERING DIVISION Street Fund - Roadway Project Name: Hardesty Property Site Development and Equipment Proj #: 704200 Storage Total Project Cost: $780,440 Duration: 2 years FY24 FY25 Expenses: Design Construction $780,440 Revenues: Fees $780,440 SDCs Grant Other Anticipated Long Term Expenses: The proposed improvements will generate long term building maintenance and energy consumption requirements along site management for storm water disposal of sweeper materials. Description: The City recently purchased the Hardesty property to utilize as a resource for equipment storage and staging in order to divest itself of the current "B" Street yard location. The project includes site development work, demolition of existing structures and construction of a new metal equipment storage building. Costs will be shared between the wastewater, streets and storm drain funds as the building and site will be utilized primarily by these enterprise funds. CAPITOL IMPROVEMENTS PROGRAM 6 Street Fund Project Name: Clay Street - Faith Avenue to Siskiyou Boulevard Project#: 2020-09 Total Project Cost: Two Year Cost $1,579,74 (Total Project $7,190,217) Duration: Multiple Years FY24 FY25 Expenses: Design $579,754 $1,000,000 Construction Revenues: Fees $59,540 $102,700 SDCs Grant $520,213 $897,300 Other Explain "other": Funded by a Rogue Valley Metropolitan Organization Grant with Jackson County providing a percentage of the total match as part of the jurisdictional transfer agreement. Anticipated Long Term Expenses: Project is grant funded with Jackson County providing a portion of the required match and the City providing the remaining. Additional grant funding may need to be requested once the initial project development, right of way acquisition and design phases have been completed. After completion the improvement will become part of the street fund and costs will include overlay's as required for a pavement preservation program. Description: Existing Clay St. from Faith Ave. to Siskiyou Blvd. is nominally 19-feet wide road with no bike or ped facilities. The street serves low, medium and high -density housing, a city park and a private elementary school, and connects the neighborhood to Ashland St. and Siskiyou Blvd. The purpose of the project is to add bike and pedestrian facilities with curb, gutter, sidewalk, and underground drainage to facilitate the addition of the bike and pedestrian facilities. Per the Ashland TSP, the bike facility will be a bike boulevard, a shared lane with a speed reduction to 20 MPH. The existing street will also be improved to match the new facilities. CAPITOL IMPROVEMENTS PROGRAM Street Fund - Overlay Project Name: Ashland Street Overlay — Siskiyou to Faith Proj #: 2019-24 Total Project Cost: $2,500,000 FY24 FY25 Expenses: Design $750,000 Construction $1,750,000 Revenues: Fees $2,500,000 SDCs Grant Other Anticipated Long Term Expenses: No sign Duration: 2 years ificant long-term expenses. This will be a part of the Citv's Street improvement fund. The life of the project is 30+ years. Street rehabilitation projects are supported by food and beverage tax revenue. Description: This project will consist of an asphalt overlay and partial rebuild of Ashland Street between Siskiyou Boulevard and Faith Avenue as per the City of Ashland's Pavement Management System. Project will include some full depth reconstruction, replacement of non-ADA compliant sidewalk and handicap access ramps and utility replacements as necessary. CAPITOL IMPROVEMENTS PROGRAM 8 Street Fund - Overla Project Name: N. Mountain Avenue Overlay —1-5 to E. Main Street Total Project Cost: $10,500,000 FY24 FY25 Expenses: Design Construction $5,000,000 $5,500,000 Revenues: Fees $5,000,000 $5,500,000 SDCs Grant Other Proj #: Duration 2010-10, 2013-02 2+ years Anticipated Long Term Expenses: No significant long-term expenses. This will be a part of the City's street improvement fund. Life of the project is 30+ years. Street rehabilitation projects are supported by food and beverage tax revenue. Description: This project will consist of an asphalt overlay and partial rebuild of N. Mountain Avenue between Interstate 5 and E. Main Street as per the City of Ashland's Pavement Management System. Project will include some full depth reclamation of the existing asphalt surface combined with a concrete treated base, some full depth reconstruction, replacement of non-ADA compliant sidewalk and handicap access ramps and utility replacements as necessary. CAPITOL IMPROVEMENTS PROGRAM 9 Street Fund - Overlay Project Name: Oak Street Overlay — City Limits to E. Main Street Proj #: tbd Total Project Cost: $1,000,000 (Design Phase) Duration: 2 years FY24 FY25 Expenses: Design Construction $1,000,000 Revenues: Fees $1,000,000 SDCs Grant Other Anticipated Long Term Expenses: No significant long-term expenses. This will be a part of the City's Street improvement fund. Life of the project is 30+ years. Street rehabilitation projects are supported by food and beverage tax revenue. Description: This project will consist of an asphalt overlay and partial rebuild of Oak Street between the City Limits and E. Main Street as per the City of Ashland's Pavement Management System. Project will include some full depth reconstruction, replacement of non-ADA compliant sidewalk and handicap access ramps and utility replacements as necessary. CAPITOL IMPROVEMENTS PROGRAM iU Street Fund - Pedestrian Project Name: Install Sidewalk Beaver Slide - Water Street to Lithia Proj #: (TSP P17) Way Total Project Cost: $285,000 Duration: 1 year FY24 FY25 Expenses: Design $57,000 Construction $228,000 Revenues: Fees $8,208 SDCs $276,792 Grant Other Anticipated Long Term Expenses: No significant long-term expenses. This will be a part of the City's Street improvement fund. The life of the project is 30+ years. Description: The project consists of the installation of a sidewalk along the Beaver slide from Lithia Way to Water Street and will include ADA compliant access ramps. The project will give pedestrians an accessible route and additional path from Lithia Way to the downtown area. CAPITOL IMPROVEMENTS PROGRAM 11 Street Fund - Bicycle Project Name: B Street Bicycle Boulevard (Oak Street to North Mountain Proj #: (TSP B13) Avenue) Total Project Cost: $125,000 Duration: 1 year FY24 FY25 Expenses: Design $25,000 Construction $25,000 $75,000 Revenues: Fees $28,050 $42,075 SDCs $16,950 $25,425 Grant Other $5,000 $7,500 Explain "Other": City will search for grant funded, but funding may not be available. Anticipated Long Term Expenses: Long term expenses will include striping/line painting and sweeping. Description: This high priority project fills the gaps in the bicycle network and provides a "bicycle boulevard" adjacent on B Street from Oak Street to North Mountain Avenue. Bicycle boulevards modify local streets to allow the through movement of bicycles yet maintaining local access for automobiles. Bicycle boulevards typically include bicycle route signage, speed limit reductions and pavement markings and often feature traffic calming to slow vehicle speeds and provide a more comfortable environment for cyclists. CAPITOL IMPROVEMENTS PROGRAM 12 Street Fund - Bicycle Project Name: 8th Street Bicycle Boulevard; `A' to E. Main Proj #: (TSP 633) Total Project Cost: $35,000 Duration: 1 year FY24 FY25 Expenses: Design $5,250 Construction $29,750 Revenues: Fees $11,865 SDCs $19,635 Grant Other $3,500 Explain "Other": This project is intended to be grant funded but may be unavailable. If unavailable, design cost will be borne in the engineering budget. Anticipated Long Term Expenses: Long term expenses will include striping/line painting and sweeping. Description: This project fills the gaps in the bicycle network and provides a "bicycle boulevard" along a well -traveled neighborhood street linking the railroad district, railroad park and Main Street. Bicycle boulevards modify local streets to allow the through movement of bicycles yet maintaining local access for automobiles. Bicycle boulevards typically include bicycle route signage and pavement markings and often feature traffic calming to slow vehicle speeds and provide a more comfortable environment for cyclists. CAPITOL IMPROVEMENTS PROGRAM 13 WATER PROJECTS Water-Pum Station lm r rots 4 FY25 1'roie�t'1'ot:,] \Water SDC Other ants) Fees&Rates debt TAP BPSBacku Power X X c l:Zn(lp. S a,-,0;,p - J17,000 Subtotal Water -Pump Station lm rovements S 417,000 $ $ 417,000 S S 417000 Water- Pi Im rovements F FY25 Pro'ect Totals ]s Water SUC Other(grants)Fces &Rates (debt) Armual Pi Re imement X X X X S 100000 S ;no.0o0 $ 6a00 S 60000 S S 540,000 Distribution Pi Pro'ects X X X X S 660,000 S S82,000 $ 1,242.000 S 124,200 $ S 1,117,800 Subtotal Water- PI a Im rovements I S 960,000 1 $ 882,000 ES 1,842 000'1 S 184,200 1 $ S 1.657.800 Water-O crations&Maintenance FY24 FY25 Project Totals Water SDC Other rants Fees &Rates (debt) Telemct U adcs X S RO (m0 S $ xo,000 8-000 S S 72,000 Subtotal Water- Oneratiom&Maintenance I S 80.000 1 S - S 80.000 1 S 8.000 1 s - S 72.000 TAP -Su 1 Im rovements FY24 FY25 Pro'cc t"1'ot,..ds Water SDC Other rants Fees&Rates (debt) Mon-Peak/8mer enc Supply Connection from Ashland to ialentlPhoenix '3G.n�.n S_36,000 S S 236,00 1 S Subtotal TAP - Su I Im rovements S 236,000 S - S 236000 $ - s 236000 1 S "TAP -Booster Pum Station lm r cots FY24 FY25 Pro'ect"Totals Water SDC Other rants Fees&Rates debt Re'oml 13PS Short-'1'crm tx s X X S 211,000 $ S 211,000 S S 211000 S Re 'onal BPS Pro "n U es X S S 101,000 S 101,000 S S 101,000 S Talent BPS Generator U ion 1 S $ 445,000 S 445 000 S S 445,000 S Talent BPS Expansion for Talent and Ashland(Option I S $ 138,000 S 138,000 S S 138,000 S Talent BPS Seismic Upgrades S S 100.0o0 - 100,000 S S 100,000 S Subtotal TAP - Booster Pump Station Improvements S 211,000 S 794.000 S 995000} S - S 995000 S TAP- Pi c Im r ents FY24 FY25 Project Totals Water SDC Other ants) Fees & Rates deht) osem 24inch Pi Seismic U adcs (Highmmy 99 Phoenix) X S $ 1,623,000 S t 62-,J S S 1,623,000 S Subtotal TAP -Plce Improvements S - $ 1,623,000 S t,623,000- $ - S 1,623,000 S CAPITOL IMPROVEMENTS PROGRAM ENGINEERING DIVISION Water Supply Fund - Supply Project Name: Dam Safety Improvements Proj #: TBD Total Project Cost: $6,625,608 FY24 FY25 Expenses: Design 1 $662,560 1 $662,560 Construction 1 $2,620,244 1 $2,620,244 Revenues: Fees $2,484,603 $2,484,603 SDCs $828,201 $828,201 Grant Other Duration: 2+ years The proportional SDC allocation will be reviewed during completion of the Water Master Plan. Anticipated Long Term Expenses: Staff time for management of improvement and maintenance projects. Life cycle replacement of infrastructure associated with the Dam, including valves, waterlines, stairs, walkways, security cameras and telecommunications items. Description: The City recently completed its Federal Energy Regulatory Commission (FERC) Part 12 inspection of Hosler Dam and associated appurtenances. The Part 12 inspection and associated Potential Failure Modes Analysis Update (PFMA) details areas of concern with respect to the dam and what is defined as an uncontrolled release of water. The major point of emphasis with respect to the PFMA update from FERCs perspective is the potential erosivity of the left abutment under defined flood loading conditions. FERC will require the City to develop a plan and schedule to address the erosivity issue during the biennium. Other dam improvements will include evaluation of the spillway and spillway structures and dam piping penetrations. CAPITOL IMPROVEMENTS PROGRAM 15 Water Supply Fund - Supply Project Name: East and West Forks Transmission Line Rehabilitation Proj #: 2018-10 Total Project Cost: $2,300,000 Duration: 2 years FY24 FY25 Expenses: Design $210,515 Construction $2,089,485 Revenues: Fees $575,000 SDCs $1,725,000 Grant Other Anticipated Long Term Expenses: Long term expenses for the East and West Forks Transmission Line Rehabilitation project include life cycle replacement costs and staff required to manage system when needed for raw water transmission to the treatment plant. Description: The connection to the East and West Fork diversions on Ashland Creek currently exit as 24- inch ductile iron pipes with sections of 24-inch steel pipe. These transmission lines are important infrastructure components related to the City's water supply and the project will replace approximately 1800 feet of steel pipe with ductile iron. This includes two crossings of Reeder Reservoir They enable water to be diverted above Reeder Reservoir to the water treatment plant, allowing the City to dewater the main reservoir for sediment removal, dam repairs, intake structure repairs and potentially manage an algal bloom. Public Works is forecasting significant maintenance related repairs and improvements to Hosler Dam over the next two budget cycles, thus requiring the transmission lines provide a reliable bypass option for raw water moving forward. This project includes evaluation of the steel pipeline condition with recommendations to replace or slip -line the transmission lines. The project also includes engineering and construction of a bridge crossing over the East & West Forks which is 75%* SDC eligible. CAPITOL IMPROVEMENTS PROGRAM 16 Water Treatment Fund - Supply Project Name: 7.0 MGD Water Treatment Plant Proj #: 2018-20 Total Project Cost: $52,190,807 (Construction) Duration: 4+ years $7,047,001 (Construction Administration) FY24 FY25 Expenses: Design 1 $512,357 $4,895,027 Construction 1 $4,306,922 $41,148,100 Revenues: Fees $4,337,351 $41,438,814 SDCs $481,928 $4,604,313 Grant Other Explain "Other": Anticipated Long Term Expenses: Long term expenses for the new water treatment plant will focus on life cycle equipment replacement, treatment chemicals, energy requirements, general operational requirements, and staffing. These are similar long-term expenses associated with the current treatment plant. Description: The 7.0 MGD Water Treatment Plant project includes completing the final engineering phase, and the construction and start-up phases. The construction phase includes physical construction along with construction management and plant startup services. The goals for the project include development of a reliable, simple, robust, energy efficient and expandable raw water treatment train and plant that will fully meet current and potential future regulatory requirements meant to serve the citizens of Ashland for the next 100 years. CAPITOL IMPROVEMENTS PROGRAM 17 Water Distribution Fund — Pump Station Project Name: TAP BPS Backup Power Proj #: 2021-13 Total Project Cost: $417,000 FY24 FY25 Expenses: Design $83,400 Construction $333,600 Revenues: Fees SDCs Grant $417,000 Other Explain "other": American Rescue Plan Act (ARPA) grant funded. Duration: 1 years Anticipated Long Term Expenses: Estimated $1,000/year for maintenance/testing of the generator and eventual life -cycle replacement costs. Description: This project will place a permanent stand-by emergency generator at the TAP booster pump station to supply electrical power when necessary. CAPITOL IMPROVEMENTS PROGRAM 18 Water Distribution Fund - Pipe Project Name: Annual Pipe Replacement Program Proj #: 704100 Total Project Cost: $300,000 per year FY24 FY25 Expenses: Design 1 $30,000 1 $30,000 Construction 1 $270,000 1 $270,000 Revenues: Fees $270,000 $270,000 SDCs $30,000 $30,000 Grant Other Duration: continual Explain Other: Staff anticipates that some portion of some of the pipe replacement program will be SDC eligible and will verify with the 2019 Water Mater Plan update. Anticipated Long Term Expenses: Long term expenses include any maintenance of valves and hydrants on the distribution line and eventual life cycle replacement costs. Description: This program is designed primarily for in-house crew labor to replace undersized (not meeting current 8" minimum) and pipe material concerns. This may also include pressure reducing valves. Proposed projects include: • abandon water main from Grandview to Wimer • Fox from Ashland Mine to dead end ♦ Fox from N. Main to Ashland Mine Rd • Ashland Mine from Fox to Cedar • Fordyce from E. Main to dead end ♦ Cambridge from Willow to W. Nevada • Terrace from 527 Terrace North to the end 0 CAPITOL IMPROVEMENTS PROGRAM 19 Water Distribution Fund - Pipe Project Name: Distribution Pipe Replacement Projects Proj #: Total Project Cost: $1,242,000 FY24 FY25 Expenses: Design 1 $60,000 1 $97,000 Construction 1 $600,000 1 $485,000 Revenues: Fees $594,000 $523,800 SDCs $66,000 $58,200 Grant Other Explain "other": These projects are 10%SDC eligible Duration: varies Anticipated Long Term Expenses: Long term expenses include maintenance/inspection for hydrant/meter/service lines estimated at $2000/year and eventual life -cycle replacements costs. Description: Recommended aging pipe replacement and/or upsizing to meet pressure and fire flow recommendations. This project includes these pipe segments: 1. Ivy -Morton waterline connection 2. Grandview Drive waterline, Ditch Road to Sunnyview Street CAPITOL IMPROVEMENTS PROGRAM Water Distribution Fund — Operations & Maintenance Project Name: Water System Telemetry Upgrades Proj #: Total Project Cost: $80,000 FY24 FY25 Expenses: Design $20,000 Construction $60,000 Revenues: Fees $72,000 SDCs $8,000 Grant Other Explain "other": This project is 10% SDC eligible Duration: 1 year Anticipated Long Term Expenses: Minimal electrical consumption, eventual life -cycle replacement. Description: This project will replace outdated radio and telemetry equipment to keep pace with newer technologies and to match the system for the new WTP telemetry system. CAPITOL IMPROVEMENTS PROGRAM 21 Water Distribution Fund — TAP Supply Improvements Project Name: TAP Non -Peak and Emergency Supply Connection Proj #: 2021-13 Total Project Cost: $236,000 FY24 FY25 Expenses: Design $35,400 Construction $200,600 Revenues: Fees SDCs Grant $236,000 Other Explain "other": American Rescue Plan Act (ARPA) grant funded. Duration: 1 year Anticipated Long Term Expenses: Expenses are expected to be little to none except for life -cycle replacement costs. Expenses are as agreed upon in the TAP agreements. Description: The project involves installation of pipelines and a pressure Reducing Valve connection around Ashland's TAP booster station to provide non -peak and emergency supply from Ashland to Talent and Phoenix (reversing the normal system delivery method). This provides a gravity flow connection to Talent and Phoenix. CAPITOL IMPROVEMENTS PROGRAM 22 Water Distribution Fund — Booster Pump Station Project Name: TAP Regional BPS Short -Term Expansion Proj #: 2021-13 Total Project Cost: $211,000 FY24 FY25 Expenses: Design $31,650 Construction $179,350 Revenues: Fees SDCs Grant $211,000 Other Explain "other": American Rescue Plan Act (ARPA) grant funded. Duration: 6 months Anticipated Long Term Expenses: Long term expenses include minimal maintenance and eventual life - cycle replacement as agreed upon in the TAP contracts. Description: This project replaces a 50 hp pump with a 125 hp pump at the Regional booster pump station in Phoenix. This project is necessary to meet increasing TAP demands when all partner Cities are at maximum day demands. This project is required prior to Ashland increasing our TAP supply from 2.13 mgd to 3.0 mgd. CAPITOL IMPROVEMENTS PROGRAM 23 Water Distribution Fund — Booster Pump Station Project Name: TAP Regional BPS Programming Updates Total Project Cost: $101,000 FY24 FY25 Expenses: Design $20,200 Construction $80,800 Revenues: Fees SDCs Grant $101,000 Other Explain "other": American Rescue Plan Act (ARPA) grant funded. Proj #: 2021-13 Duration: 6 months Anticipated Long Term Expenses: Long term expenses include minimal maintenance and eventual life - cycle replacement as agreed upon in the TAP contracts. Description: Control system software/hardware updates and programming at Phoenix shop BPS and Regional BPS serving Phoenix, Talent and Ashland. SHUT NOTES CAPITOL IMPROVEMENTS PROGRAM NOSE 0503 E I -1 ANu 141. entK LHON f Y - - I t/r 14' DUND SUNG[ ./ UP POR i' INGATION PF{ Q 24 Water Distribution Fund — Booster Pump Station Project Name: Talent BPS Generator Upgrade Total Project Cost: $445,000 FY24 FY25 Expenses: Design 1 $66,570 Construction 1 $378,250 Revenues: Fees SDCs Grant $445,000 Other Proj #: 2021-13 Duration: 1 year Explain "other": American Rescue Plan Act (ARPA) grant funded. Anticipated Long Term Expenses: Expenses are expected to be little to none except for life -cycle replacement costs. Expenses are as agreed upon in the TAP agreements. Description: The existing generator at the Talent BPS is not large enough to provide enough electricity for the build -out demands of Talent and Ashland. This generator upgrade at the Talent BPS will provide full stand-by power for the Talent BPS to provide build -out demands for Talent and Ashland. 71 CAPITOL IMPROVEMENTS PROGRAM ZS Water Distribution Fund — Booster Pump Station Project Name: Talent BPS Expansion Proj #: 2021-13 Total Project Cost: $138,000 FY24 FY25 Expenses: Design $20,700 Construction $117,300 Revenues: Fees SDCs Grant $138,000 Other Explain "other": American Rescue Plan act (ARPA) grant funded. Duration: 1 year Anticipated Long Term Expenses: Expenses are expected to be little to none except for life -cycle replacement costs. Expenses are as agreed upon in the TAP agreements. Description: The existing Talent BPS is undersized to provide maximum day demands for Talent and Ashland's 2.13 mgd at the same time. This project will install an additional 50 hp pump to increase total pumping capacity to match Talent and Ashland maximum day demands. CAPITOL IMPROVEMENTS PROGRAM 26 Water Distribution Fund — Booster Pump Station Project Name: Talent BPS Facility Seismic Upgrades Proj #: 2021-13 Total Project Cost: $100,000 FY24 FY25 Expenses: Design $20,000 Construction $80,000 Revenues: Fees SDCs Grant $100,000 Other Explain "other": American Rescue Plan Act (ARPA) grant funded. Duration: 1 year Anticipated Long Term Expenses: Expenses are expected to be little to none except for life -cycle replacement costs. Expenses are as agreed upon in the TAP agreements. Description: Seismic resilience improvements to the facility to protect delivery of potable water to Talent and Ashland. CAPITOL IMPROVEMENTS PROGRAM 27 Water Supply Fund — Pipe Improvements Project Name: TAP 24" Transmission Main Seismic Improvements Proj #: TBD Total Project Cost: $1,623,000 FY24 FY25 Expenses: Design $324,600 Construction $1,298,400 Revenues: Fees SDCs Grant $1,623,000 Other Explain "other": American Rescue Plan Act (ARPA) grant funded. Duration: 1 year Anticipated Long Term Expenses: Long term expenses include minimal maintenance and eventual life - cycle replacement as agreed upon in the TAP contracts. Description: Seismic enhancements to 1000 lineal feet of TAP critical 24-inch transmission main in Phoenix. This transmission main serves Talent -Ashland -Phoenix and is located in a seismically sensitive area (liquefaction). CAPITOL IMPROVEMENTS PROGRAM 28 WASTEWATER PROJECTS Capital Improvements PlanProject 20242029 Construction Years DescriptionProjvet Totals Wastewater Treatment Plant Shading(Capital Cost r first h ears of O&M X $ 493,000 EY25 S 273,000 Project Totals S 766,000 Sewer SDC S 114.900 Other .mts Fees &Rates debt S S 651 100 UV S tam Upgrx&s X $ 650,000 S - $ 650,000 S 221,000 S S 429,000 Membrane Re lacement twotrains X X S 1200000 S S 1200000 S -$ S 1 00000 W WIP Process Im rosements Headwurks X X X E 1.000.000 S 3250.000 S 4.250,000 S 637.500 S S 3.612,500 WWTP Process Im ro menu Harmonicslfelemet X X S 150,000 S 150,000 S 300,000 S 45.000 S S 255,000 Seconds Clarifer2lm ro menu X X X X E S 397,500 S 397 00 S 59,625 $ S 337,975 Subtotal Wastewater Treatment Plant S 3 493 000 S 4 070 00 $ 1,078,025 S $ 6,485,475 Wastewater Collection Ssstem - Pro - act Totals Sewer SDC Other ants) Fees & Rates debt Hardest Site Develo ment 81 ment Stora e S 780.440 S $ 780440 S S S 780,440 Wastewater Miscellaneous )n-House Re lacement X X X X 8 S 125,000 $ 125 000 S 12,500 $ S 112,500 Wastewater Miscellaneous Trenchless Pi;;'Fining X X X S S 500000 $ 500000 S $ S 500,000 Pin int VI Sources in Various Basire X S 163,000 S S 163 000 S $ S 163 000 Annuat VI Reduction and Collection S stem Rc lacemcnt Pro act Allowance X S S 100.000 $ 100.000 S $ S IOD,000 11 sire Bear Creek Interece mr from Wi htman Street to Tolman Creek Road X X X S 400.I100 $ 400.000 $ 800.000 S 560 000 S S 2400A Subtotal Wastewater Collections tam S 1,343,440 S 1,125000 S 572 4nh E S 1,895,940 CAPITOL IMPROVEMENTS PROGRAM 29 CAPITOL IMPROVEMENTS PROGRAM 30 Wastewater Fund — Treatment Plant Project Name: Water Quality Temperature Trading Program (Shading) Proj #: 2018-21 Total Project Cost: $766,000 Duration: 25 years 2043 FY24 FY25 Expenses: Design Construction $493,000 $273,000 Revenues: Fees $419,050 $232,050 SDCs $73,950 $40,950 Grant Other Explain "Other": This project is funded by a DEQ CWSRF Loan #R11754. The loan will be repaid over time with fees/rates. Anticipated Long Term Expenses: This is a 20-year tree planting and riparian restoration project per site. Initial capital outlay is for site preparation and planting, and the initial 5 years to maintain the plantings which includes site clean-up, watering and potentially some re -vegetation for each site. Costs will diminish through the 20-year life as trees and vegetation matures. After the initial 5-year outlay for capital, this item will transition to wastewater treatment plant operational expenses. Loan funds will be repaid through previously anticipated increases to rates and fees. O&M costs are anticipated to start at $80,000 and go down to $50,000 per year for 20 years. Description: This is one of several projects the City will complete to meet anticipated temperature standards to comply with new state water quality regulations as anticipated for the WWTP DEQ National Pollutant Discharge Elimination System (NPDES) permit renewal. This project was initiated with the completion of the 2012 Comprehensive Sewer Master Plan. Ashland's Water Quality Trading Plan was accepted by the Oregon Department of Environmental Quality (DEQ) on March 9, 2018, as being consistent with Oregon's Water Quality Trading Rule. The Water Quality Trading Plan will focus on implementing riparian re -vegetation and shading projects to generate "credits" to satisfy the City's anticipated upcoming temperature obligation. The Freshwater Trust is under phase 1 contract to begin the program architecture and pilot shading projects. Phase 2 planting (construction) is anticipated for the fall of 2019 depending upon finalizing the DEQ NPDES permit. CAPITOL IMPROVEMENTS PROGRAM 31 Wastewater Fund — Treatment Plant Project Name: UV System Upgrades/Replacement Proj #: TBD Total Project Cost: $650,000 Duration: 1 years FY24 FY25 Expenses: Design Construction $650,000 Revenues: Fees $429,000 SDCs $221,000 Grant Other Anticipated Long Term Expenses: The ultraviolet (UV) system has a finite life of 15-20 years and must be maintained as any process in the treatment plant. Staff will include budget estimates for long range planning and this component will be evaluated in master plans. The master plan forecasts the need for an additional disinfection train in 2030. Description: In 1998, the City's wastewater treatment plant opted for UV disinfection treatment over chemical chlorine disinfection. UV provides a safe, environmentally friendly, and cost-effective disinfection process that instantaneously neutralizes microorganisms as they pass by ultraviolet lamps submerged in the effluent. The process adds nothing to the water but UV light, and therefore, has no impact on the chemical composition or the dissolved oxygen content of the water. The current system has reached its useful component life. In addition to component replacement, an additional capacity enhancement will be added to improve hydraulic capacity to the system and increase the useful life. Staff will ensure interim operational solutions prior to this major upgrade in 2020. CAPITOL IMPROVEMENTS PROGRAM 32 Wastewater Fund — Treatment Plant Project Name: WWTP Headworks Process Improvements Proj #: Total Project Cost: $4,250,000 Duration: 3 years FY24 FY25 Expenses: Design $1,062,500 Construction $3,187,500 Revenues: Fees $903,125 $2,709,375 SDCs $159,375 $478,125 Grant Other Anticipated Long Term Expenses: Long term expenses are part of the overall maintenance process. Description: The "headworks" of a wastewater treatment plant is the initial stage of the treatment process designed to reduce the level of pollutants in the incoming wastewater discharges. The headworks removes inorganics such as grit, plastics, rags and other larger debris from the influent waste stream to protect and reduce wear on the main wastewater process equipment. Headworks equipment includes pumps, mechanical screens, screening compactors, grit removal systems and grit washing systems. Upgrades to the wastewater treatment plant in 1998 did not fully replace the headworks. After many repairs, this will replace worn systems to the grit removal process and also replace the splitter box. CAPITOL IMPROVEMENTS PROGRAM 33 Wastewater Fund — Treatment Plant Project Name: WWTP Harmonics Upgrade Total Project Cost: $300,000 FY24 FY25 Expenses: Design Construction $150,000 $150,000 Revenues: Fees $127,500 $127,500 SDCs $22,500 $22,500 Grant Other Proj #: Duration: 2 years Anticipated Long Term Expenses: The proposed harmonics improvements will improve general system operations and maintenance and should decrease the need for adjustments due to power interruptions. Description: Treatment plant staff have struggled with multiple minor power system problems including interruptions, interference, downtime, and instrumentation disruption. The likely cause is due to harmonic distortion and was evaluated in the 2019 Facilities Assessment. This project will identify the causes of system disruptions and correct the electrical distortion likely caused by the multiple variable frequency drives and transformers on site. Sine Wave Variable Mechanical Power Frequency Power -Z Power AC Motor f Variable Frequency 1540 Controller [1-1F4FT] IQ ❑/ ►❑ Power Conversion Power Conversion Operator Interface im CAPITOL IMPROVEMENTS PROGRAM 34 Wastewater Fund — Treatment Plant Project Name: WWTP Secondary Clarifier 2 Improvements Proj #: TBD Total Project Cost: $397,500 Duration: 2 years FY24 FY25 Expenses: Design $79,500 Construction $318,000 Revenues: Fees $337,875 SDCs $59,625 Grant Other Anticipated Long Term Expenses: Long term expenses are part of the overall maintenance process. Description: Secondary clarification is provided by three circular clarifiers. Flow is distributed to the clarifiers by a splitter box. Each clarifier is a center feed unit with a rotating sludge removal mechanism. The system includes flow control gates, valves, and scum pumping. All three clarifiers typically operate throughout the year. Clarifier #2 systems were not replaced as part of the treatment plant improvement project of 1998 project. The 2018 Facility Plan recommended upgrading Clarifier #2 to match the operational systems of Clarifiers 1 and 3. Benefits include more similar clarifier performance (consistent sludge movement, eliminated draft tube plugging, etc.), and Operations will no longer need to adjust the suction pipe valves to balance the sludge removal. --A. g DATE: 05108=14 TME: 11;OB:47AN CAPITOL IMPROVEMENTS PROGRAM 35 Wastewater Fund — Treatment Plant Project Name: WWTP Membrane Replacement Total Project Cost: $1,200,000 every 10 years FY24 FY25 Expenses: Design Construction $1,200,000 Revenues: Fees $1,200,000 SDCs Grant Other Proj #: TBD Duration: continual Anticipated Long Term Expenses: The membrane trains must be replaced every 10 + years. This project identifies and forecasts funding for that requirement. After the last replacement in 2012, the City began putting monies into a sinking fund to cover the life cycle replacement costs. Description: In 2003, the City opted to build and use membrane filtration as a tertiary filtration to remove phosphorous. The membrane filters are in "cassettes" and have a 10+ year life. Over time the membrane cassettes must be replaced. Technology of the membranes have improved, and the City will ensure appropriate upgrades during the scheduled replacement. The proposed 2023 upgrade will increase capacity and ultimately reduce operational and maintenance requirements. This project will be coordinated with the membrane pumps and piping replacement project. Principles of ZeeWeed° Immersed Air ly Permeate 4w i s Membranes Membrane Fiber Membrane Cassette Mixed Liquor Af CAPITOL IMPROVEMENTS PROGRAM 36 Wastewater Fund — Collection System Project Name: Wastewater Miscellaneous In -House Replacement Proj #: 704100 Total Project Cost: $125,000 Duration: continual FY24 FY25 Expenses: Design I IIn-House Construction 1 $125,000 1 $125,000 Revenues: Fees $112,500 $112,500 SDCs $12,500 $12,500 Grant Other Anticipated Long Term Expenses: The proposed improvements will improve overall system operations and maintenance. Replacing pipes on a schedule will decrease the need for difficult and instantaneous repairs and prevent sewage spills. Description: The City's sanitary sewer maintenance crew is devoted to repairing and replacing lines based upon the concerns found with the camera before there are significant problems, or in addition to repair work that is completed annually. Projects will be added based online evaluations and the priority list from the 2022 Collection Master Plan when complete. CAPITOL IMPROVEMENTS PROGRAM 37 Wastewater Fund — Collection Svstem Project Name: Sanitary Sewer Miscellaneous Trenchless Lining Proj #: TBD Total Project Cost: $500,000 Duration: continual FY24 FY25 Expenses: Design Construction $500,000 Revenues: Fees $500,000 SDCs Grant Other Anticipated Long Term Expenses: The proposed improvements will improve overall system operations and maintenance. Having "new" pipes should decrease the need for difficult and instantaneous repairs and sewage spills. Staff anticipates that some of these projects will be eligible for SDC funding to accommodate capacity improvements. Description: In most cases if a pipe is too small, it must be replaced with a larger size. However, if pipes are damaged, but sized correctly, trenchless technology may be an option to restore or upgrade pipes. Trenchless technology is typically completed as a liner (4' to 24" pipes) or a resin coating (mostly smaller pipe sizes and manholes). There are specialty companies that specialize in this type of work. This series of projects will define maintenance problem sewer lines, pipes that are in areas difficult to replace (homeowner back yards or areas with many utility conflicts) and bundle these for a $250,000 per biennium project. Current projects include: backyard along Oak from Lithia to B and potentially Tolman. CAPITOL IMPROVEMENTS PROGRAM 38 Wastewater Fund — Collection System Project Name: Hardesty Property Site Development and Equipment Proj #: 704200 Storage Total Project Cost: $780,440 Duration: 1 years FY24 FY25 Expenses: Design Construction $780,440 Revenues: Fees $780,440 SDCs Grant Other Anticipated Long Term Expenses: The proposed improvements will generate long term building maintenance and energy consumption requirements along site management for storm water disposal of sweeper materials. Description: The City recently purchased the Hardesty property to utilize as a resource for equipment storage and staging in order to divest itself of the current "B" Street yard location. The project includes site development work, demolition of existing structures and construction of a new metal equipment storage building. Costs will be shared between the wastewater, streets and storm drain funds as the building and site will be utilized primarily by these enterprise funds. CAPITOL IMPROVEMENTS PROGRAM 39 Wastewater Fund — Collection System Project Name: Pinpoint 1/1 Sources in Various Basins Project #: TBD Total Project Cost: $163,000 (2 Years) Duration: 2 years FY24 I FY25 Expenses: Design In -House Construction $163,000 Revenues: Fees $163,000 SDCs Grant Other Anticipated Long Term Expenses: The proposed improvements will improve overall system operations and maintenance. This will improve the likelihood of directly targeting and removing 1/I, and best applying the City's financial resources. Description: The flow monitoring program and condition assessment conducted for this Comprehensive Sanitary Sewer Collection System Master Plan (CSSCSMP) provide a high-level assessment of the entire collection system and assist with prioritizing 1/1 reduction efforts on a basin -by -basin basis. However, additional investigation is recommended to pinpoint 1/1 within the high -priority basins. This section describes potential techniques. The areas of these basins known to be constructed in the early 20th century and of older pipe materials should be the focus of 1/1 pinpointing techniques. Areas that were constructed later and of modern materials such as PVC should also be investigated but should be considered lower priority. CAPITOL IMPROVEMENTS PROGRAM Wastewater Fund — Collection Svstem Project Name: Annual 1/1 Reduction and Collection System Replacement Project #: TBD Total Project Cost: $100,000 FY24 FY25 Expenses: Design In -House Construction $100,000 Revenues: Fees $100,00 SDCs Grant Other Duration: Continuous Anticipated Long Term Expenses: The proposed improvements will improve overall system operations and maintenance. Replacing and or repairing identified 1/1 within the system on a schedule will decrease the need for difficult and instantaneous repairs and is the best use of City financial resources. Description: The City is committed to reducing 1/1 and has the general goal of replacing the entire collection system on an interval of approximately 100 years. Replacement of the entire collection system over a 100-year span would require an average annual investment of approximately $2M based on the project cost per linear foot described in Table 7-2 of the Collection System Master Plan. It is assumed that this level of investment in the sewer system is currently unrealistic, and some of this work is anticipated to be completed at discounted rates by City crews, or by less -costly trenchless methods. An annual allowance of $100,000 has been identified for this project. CAPITOL IMPROVEMENTS PROGRAM 41 Wastewater Fund — Collection System Project Name: Wastewater Line Upsizing — Bear Creek Interceptor - Wightman to Tolman Creek Road Project #: (TBD) Total Project Cost: $800,000 Duration: 4 years FY24 FY25 Expenses: Design $300,000 Construction $500,000 Revenues: Fees $90,000 $150,000 SDCs (70%) $210,000 $350,000 Grant Other Anticipated Long Term Expenses: The proposed improvements will improve overall system operations and maintenance. Routine inspection and general maintenance will be required. Description: Replace the section of the interceptor from approximately North Wightman Street to approximately Walker Avenue (approximately 1,700 LF) with 18-inch diameter PVC sewer main. Replace the section of the interceptor from approximately Walker Avenue to approximately Tolman Creek Road (approximately 4,100 LF) with 15-inch diameter PVC sewer main. Inverts along the alignment should be adjusted to mitigate existing shallow slopes. �f. g ,.t inafer-�ter,� to .. 21 q • mp I1m to n:.n^ f 9{ Iva '� f J. Y_ '�•o`< nog_ : r .ice ` q A I a<� I � r �� '}} I '� , d► �� . . i CAPITOL IMPROVEMENTS PROGRAM 42 STO R M D RA I N PROJECTS Capital Inlprocements PlanProject Totals 20242029 Coa4racfion Years Project t ,. Haxde.ivSite Decal nt& Staaee Pro' t7atals S 390 S - S 390.220 Storm EDC Other Feen&Rstee debt S - S S 390.220 Sto:amater �fi�cellmeow Treneblcse Pim Limne X X 150000 s 150.000 S S 150000 ;v �iossvtaa Aaenue 3 Aailrozd T- J. t X1 220 000 —0.000 S 2 106 197 894 Si stiwss Boulevard 3timaersiR-�i'za- - X S 150000 S S 150.000 S 15169 S $ 134831 E \fan Sheet aE—I-Street Y x S 2'•0.000 270000 t tti :t t S 27633 S S 242367 CAPITOL IMPROVEMENTS PROGRAM 43 Storm Water Fund Project Name: Hardesty Property Site Development and Equipment Proj #: 704200 Storage Total Project Cost: $390,220 Duration: 2 years FY24 FY25 Expenses: Design Construction $390,220 Revenues: Fees $390,220 SDCs Grant Other Anticipated Long Term Expenses: The proposed improvements will generate long term building maintenance and energy consumption requirements along site management for storm water disposal of sweeper materials. Description: The City recently purchased the Hardesty property to utilize as a resource for equipment storage and staging in order to divest itself of the current "B" Street yard location. The project includes site development work, demolition of existing structures and construction of a new metal equipment storage building. Costs will be shared between the wastewater, streets and storm drain funds as the building and site will be utilized primarily by these enterprise funds. CAPITOL IMPROVEMENTS PROGRAM 44 Storm Water Fund Project Name: Stormwater Miscellaneous Trenchless Lining Proj #: TBD Total Project Cost: $150,000 FY24 FY25 Duration: continual Expenses: Design Construction $150,000 Revenues: Fees $150,000 SDCs Grant Other Anticipated Long Term Expenses: The proposed improvements will improve overall system operations and maintenance. Description: In most cases if a pipe is too small, it must be replaced with a larger size. However, if pipes are damaged, but sized correctly, trenchless technology may be an option to restore or upgrade pipes. Trenchless technology is typically completed as a liner (4' to 24" pipes) or a resin coating (mostly smaller pipe sizes and manholes). The series of maintenance projects will define problem stormwater lines that are in areas difficult to replace (homeowner back yards or areas with many utility conflicts) and bundle these for a $150,000 per budget biennium. CAPITOL IMPROVEMENTS PROGRAM /'+'a Storm Water Fund Project Name: North Mountain Avenue Proj #: TBD Total Project Cost: $220,000 FY24 FY25 Expenses: Design Duration: 1 year Construction $220,000 Revenues: Fees $197,894 SDCs $22,106 Grant Other Anticipated Long Term Expenses: Long term expenses include life cycle replacement and ongoing inspection and cleaning requirements associated with the city's municipal storm sewer Department of Environmental Quality Permit (MS4). Description: The City has identified a flooding problem on the multi -use path crossing North Mountain Avenue along the railroad tracks. The curb inlet in this location is currently at a higher elevation than the flooding area to the north, allowing water to bypass the inlet and pond along the roadway. The City would like to reduce flooding in this area by installing a new catch basin at the low spot to capture all runoff. This project will include installation of a new catch basin and new storm drain piping from the multi -use path to the existing storm drain system on the eastern side of North Mountain Avenue and new storm drain pipe running south along the western side of North Mountain Avenue to eliminate a "bubble up" identified by the City on N Mountain Avenue south of B Street. CAPITOL IMPROVEMENTS PROGRAM 46 Storm Water Fund Project Name: Siskiyou Blvd at University Way Total Project Cost: $150,000 FY24 FY25 Expenses: Proj #: TBD Duration: one year Design $30,000 Construction $120,000 Revenues: Fees $132,450 SDCs $17,550 Grant Other Anticipated Long Term Expenses: Longterm expenses include life cycle replacement and ongoing inspection and cleaning requirements associated with the city's municipal storm sewer Department of Environmental Quality Permit (MS4). Description: The City has reported flooding at the intersection of University Way and Siskiyou Boulevard. The City reports that debris accumulates in flat pipes and a pond will form around the manhole on the southern side of the intersection including a portion of the sidewalk, primarily caused by flat grades of existing storm drain piping. The City would like to reduce flooding by replacing the existing junction structure. This project will include installation of a new larger junction structure, a new catch basin, and all associated piping. The junction structure will replace the two existing junction structures at the intersection of University Way and Siskiyou Boulevard. The junction will be designed to remove the blind tee that the City has identified as a problem and reduce debris accumulation in the pipes by improving hydraulic routing. The new junction will connect to existing piping at this intersection. The catch basin will be placed to allow improved access to the sidewalk via the accessibility ramp cut into the curb. —.. SISKIYOU BLVD NEW JUNCTION - i TRUCTURE TO #.JPROVE FLOW Vt0UTJNG La Claud 9i .a ♦ E ern .._. ! �. Q Nr+r Junrtwn SrauJurr ���5 � \�"••, r ruN CAPITOL IMPROVEMENTS PROGRAM Storm Water Fund Project Name: East Main Street at Emerick Street Proj #: TBD Total Project Cost: $270,000 FY24 FY25 Expenses: Duration: one year Design $54,000 Construction $216,000 Revenues: Fees $238,410 SDCs $31,590 Grant Other Anticipated Long Term Expenses: Longterm expenses include life cycle replacement and ongoing inspection and cleaning requirements associated with the city's municipal storm sewer Department of Environmental Quality Permit (MS4). Description: The City has reported a flooding problem along East Main Street between Morse Avenue and Emerick Street. The City reports that water flowing in the conveyance along East Main Street blows off the manhole lid at the corner of East Main Street and Emerick Street. The likely cause of the hydraulic constriction is the flat grade of the existing storm drain system along East Main Street. The City would like to reduce flooding by improving two junction structures in the flooded area. This project will include replacing two junction structures on East Main Street. Both the junction on East Main Street at Morse Avenue and the junction on East Main Street at Emerick Street will be replaced with structures designed to reduce energy losses and improve hydraulic routing that will tie into the existing storm drain system. ^,> 15" PVC PVC VC �- �". .:. -4* .i+ " 12" CONC NEW JUNCTION STRUCTURE TO �5�,` IMPROVE FLOW'-` ROUTING,:. 12" UNK x i' F" NEW JUNCTION STRUCTURE TO -. IMPROVE FLOW '_ r - ROUTING .' ' Legend Existing Slo gain • Existing Manhole I` Exiwing Catah Basin A ExislMg Outfall "'� +� `* r �O� S • Existing ortrn tniet O New Junction swage CAPITOL IMPROVEMENTS PROGRAM 48 AIRPORT PROJECTS Capital Impr ovements Pla n 2024-2029 Construction Years FIB I FYF P-i a.tala £ntiaemeat Gran- Emma-T .nr-Reh�iliration C—trocti }i - 1.200.000 1 000 Aiortt Recmatroctioa & "os Ph 3 - Fncvmaerml & Dn X X S 333.000 S S 333 000 tiorth i1emre1—t-&—Ph2-C—tr-tim k l S 3242.000 S 3 42.000 t' •a CAPITOL IMPROVEMENTS PROGRAM Otb- Fees &Ratm debt S 1080 000 120 000 S 299 700 S 33,300 S 291'.300 S 3'4'00 49 Airport Fund Project Name: Oregon Department of Aviation Taxiway Rehabilitation Proj #: TBD Total Project Cost: $1,200,000 Duration: 2 years FY24 FY25 Expenses: Design Construction $1,200,000 Revenues: Fees $120,000 SDCs Grant Other $1,080,000 Grant: The Federal Aviation Administration has funded this project at 90%. The City has also received a Critical Oregon Airport Relief (COAR) grant that will fund $150,000 of the total 10% match required. Anticipated Long Term Expenses: include continued maintenance of asphalt for the airport. Description: The airport's parallel taxiway is shown in the 2016 ODA Pavement Maintenance report as satisfactory to poor. Work elements for the project are general mill and overlay of the taxiway, new subsurface drainage, new taxiway edge lights and new mandatory lighted hold position signs. Project is intended to be grant funded at 99% with a 1% match through the Airport Fund. CAPITOL IMPROVEMENTS PROGRAM 5o Airport Fund Project Name: North Apron Reconstruction Project Project#: (TBD) Total Project Cost: $3,575,000 Duration: 2 year FY24 FY25 Expenses: Design $333,000 Construction $3,242,000 Revenues: Fees $33,300 $324,200 SDCs Grant $299,700 $2,917,800 Other Grant: It is expected that the Oregon Department of Aviation will fund this as 90% grant. The City will apply for a Critical Oregon Airport Relief (COAR) grant that could fund 9% or a max of $250,000 of the 10% remaining project cost. Anticipated Long Term Expenses: Long term expenses are part of the overall maintenance process. Description: The North Apron was originally constructed in 1995 and has reached the end of its useful life. The 2019 PCI value for the North Apron was 54 and was projected to be 53 in 2024. The Airport has an increased need for tie down spaces, and the 2020 Master Plan identified an Apron expansion to the north as a priority project. This project will reconstruct the existing North Apron pavement and construct new pavement with connector taxiways to Taxiway A consistent with the ALP. CAPITOL IMPROVEMENTS PROGRAM 51 ADMINISTRATION - FACILITIES PROJECTS Capital Improvements Plan CihFa7lity ' vdes&Aiain�mare X X F115 R 280000 :SO.000 Pro' tTotds S 56000O CitcFaYtiN ineation 2%2 _,O.000 S 500000 B,u—Sdnd �eaeact X X 000 - S 1 00000 ComtomN Cmter&A—AzO R.J biEutioa X X X I s L953,074 I S S 1 5307S Mt t S s UXIX4`tttt s 4BI3474 CAPITOL IMPROVEMENTS PROGRAM Other oftYes&Rats debt 560 000 � 500 000 5 L300.000 5 - S 1953.074 52 Facilities Fund Project Name: City Facilities Miscellaneous Upgrades and Renovations Proj #: 704100 Total Project Cost: $560,000 FY24 FY25 Expenses: Design 1 $28,000 1 $28,000 Construction 1 $252,000 1 $252,000 Duration: continual Revenues: Fees $280,000 $280,000 SDCs Grant Other Anticipated Long Term Expenses: City facilities must be adequately maintained and have funds set aside and protected for future major expenses and capital repair items (roof, HVAC, electric, security, etc.). Description: This project allocates funding in the in-house capital improvements for miscellaneous upgrades, replacements and repairs for systems (HVAC, electrical, siding, flooring, roofing, etc.). CAPITOL IMPROVEMENTS PROGRAM 53 Facilities Fund Project Name: City Facility Optimization Program Proj #: 704200 Total Project Cost: $500,000 Duration: 2 years FY24 FY25 Expenses: Design $250,000 Construction $250,000 Revenues: Fees $250,000 $250,000 SDCs Grant Other Anticipated Long Term Expenses: Any proposed improvements or building modifications to support changes in community meeting and staffing needs will generate long term building maintenance and energy consumption requirements. Description: Project(s) are meant to improve current city building functionality from both a basic operational standpoint, but also provide better public meeting space and improved customer service interactions. Improvements would be designated from performing an updated Facility Planning, Space Needs and Optimization Plan. The plan will look at City operation functionality within each public building and recommend structural changes that could include changing and combining divisions, improving public meeting spaces and customer service locations that might lead to the ability to divest in some City owned buildings. )7Whaty!ouhaw Now you use ik rForyourfutureneWeds + Asset inventory + EanlityCondition Assesmeni + Remainingusefullife. + patasystems Meeting stakeholder needs Current space use • Maintenance& renewal approaches Physical security posture { Master planning Wkieni space use Effective life cycle engineeringand facility managenwni CAPITOL IMPROVEMENTS PROGRAM 54 Facilities Fund Project Name: Briscoe School Improvements Total Project Cost: $1,300,000 Proj #: TBD Duration: 1 years FY24 FY25 Expenses: Design Construction $1,300,000 Revenues: Fees SDCs Grant $1,300,000 Other Anticipated Long Term Expenses: The proposed improvements will generate long-term building maintenance and energy consumption requirements. Description: The City of Ashland received grant funding for Briscoe School improvements to support the Oregon Childhood Development Coalition use of the buildings. Improvements include roof replacement, floor replacement, asbestos mitigation and potentially upgrading the HVAC Systems CAPITOL IMPROVEMENTS PROGRAM 55 Facilities Fund Project Name: Pioneer Hall & Community Center Rehabilitation Proj #: 704200 Total Project Cost: $1,953,074 Duration: 1 years FY24 FY25 Expenses: Design $195,000 Construction $1,758,074 Revenues: Fees $1,953,074 SDCs Grant Other Anticipated Long Term Expenses: The proposed improvements will generate long term building maintenance and energy consumption requirements. Once back in operation the buildings will be able to be rented for use to cover general overhead. Description: Pioneer Hall and the Community Center have known structural and accessibility deficiencies. These have been identified through prior engineering analysis. Preliminary design plans have been developed for Pioneer Hall and general recommendations for improvements have been developed for the Community Center. The project will finalize engineering and architectural plans to bring the structures up to current building code along with improving accessibility to meet Americans with Disabilities access and use requirements. CAPITOL IMPROVEMENTS PROGRAM 56 Facilities Fund Project Name: City Facility Deferred Maintenance Program Proj #: 704200 Total Project Cost: $1,500,000 over 6 years FY24 FY25 Expenses: Design $50,000 $50,000 Construction $200,000 $200,000 Duration: On -Going Revenues: Fees $250,000 $250,000 SDCs Grant Other Anticipated Long Term Expenses: Long term expenses are tied to life cycle replacement and facility upgrades required to improve operational efficiency, reduce energy & water consumptions and enhance customer service experiences. Description: Project(s) are meant to systematically tackle deferred and previously unfunded maintenance. Projects include the life cycle replacement of major facility infrastructure will reducing energy and water use, improving accessibility and overall building functions. Major projects needs for FY24 & FY25 include: 1. Fleet Shop — Hoist Replacement, Oil Tank Replacement, Compressor Replacement 2. Courts — Roof and Associated Structure improvements 3. Police — Secondary Heat 4. General — Parking Lot Paving Maintenance 5. Fire Station #1— Flooring 6. City Hall- HVAC Systems 7. Service Center — Fuel Island 8. Community Development — Window Tint 7. JIIU{J r IUUI RCI II IIJI I CAPITOL IMPROVEMENTS PROGRAM 57 ELECTRIC PROJECTS Capital Improvements Plan 2024-2029 Construction Years RitdfieMi lion 50000 Project Totals S 100.ODD 8nba taimU 1M000 950.000 U =75,BDO 100.000 175,01)0 C—tAw—tion 100000 1CC.000 U omd Cable ement 1 000 S 15C.000 ESecnic Ml.—Pfau eY S 100.000' CAPITOL IMPROVEMENTS PROGRAM Qum Fees&Rats debt S S 106 000 9511000 175,000 S S 100 0D0 S 150.000 S - S 10WF 0.000 111 Electric Fund Project Name: Wildfire Mitigation Total Project Cost: $500,000 FY24 FY25 Expenses: Design $50,000 $50,000 Construction Revenues: Fees $50,000 $50,000 SDCs Grant Other Anticipated Long Term Expenses: Proj #: 704200 Duration: On -Going Description: The Electric Department intends to have an assessment done to identify wildfire risk associated with the electric distribution system. Then using that assessment, prioritize and plan system upgrades to reduce the chances of the electric system causing a fire, and to reduce the potential impact a fire would have on the system. Some upgrades have already been done using information learned from industry partners. CAPITOL IMPROVEMENTS PROGRAM 59 Electric Fund Project Name: Sub -station upgrades Proj #: TBD Total Project Cost: $1,000,000 FY24 FY25 Expenses: Design Construction $850,000 $150,000 Revenues: Fees $850,000 $150,000 SDCs Grant Other Explain "other": Anticipated Long Term Expenses: Duration: 2-3 years Description: Upgrades to increase capacity of the Mountain Ave sub -station will increase the resiliency of the utility and insure that the utility will be able to meet the demands that are anticipated with the adoption of electric vehicles and the switching to electricity from natural gas in homes and businesses. CAPITOL IMPROVEMENTS PROGRAM 60 Electric Fund Project Name: Underground Expansion Proj #: TBD Total Project Cost: $175,000 FY24 FY25 Expenses: Design Construction $75,000 $100,000 Revenues: Fees $75,000 $100,000 SDCs Grant Other Explain "other": Anticipated Long Term Expenses: Duration: 3 years Description: Installation of the underground conductors and associated equipment necessary for loads currently served from the Ashland sub -station to be served from Mountain Ave. � n . _�raY: fry—__ ZiT• AX_______.__________.____—_ .... .._. . -__............._.._.___...__._...___.tss.__._` r= ... _._ rss� u ..... °ems u* QIY PASNtAFU 'w..-w.. XFXSEY. XXIE iWX RIfEFX ..B.( ER 11 P.. pE D4GMV ... a����....�. .. CAPITOL IMPROVEMENTS PROGRAM 61 Electric Fund Project Name: Circuit Automation Total Project Cost: $100,000 FY24 I FY25 Expenses: Design Construction $100,000 Revenues: Fees $100,000 SDCs Grant Other Explain "other": Anticipated Long Term Expenses: Proj #: TBD Duration: Description: Automated circuit switching installed in areas considered sensitive and or critical. This equipment can recognize faults on the distribution system, isolated the faulted area, and restore service from an alternate source. When installed and properly configured the self -healing design reduces outage restoration times and service can in some cases be restored without the need for onsite personnel. Business/ Rail Road/ Morton/ Ashland Ashland Mtn. Ave NC NC NC . . . . . . . J I I NO NO � I --------------------- I I I I Figure 9: Option 2 using reclosers with sectionalt_er—Norinal Condition. (Purple: Business Feeder, Brouw: Rail Rood Feeder, and Green: Morton Feeder) Nhlaainess/ RailRoad/ Morton/ nd Ashland Mtn. Ave NC INC ■NC — — — — — — — —"NO I I I I I I -- I -------------- Figure 10. Option 2 using reclosers with sectionalizer — Loss of Business Feeder_ (Purple: Business Feeder, Brouw Rail Road Feeder, and Green: Morton Feeder) CAPITOL IMPROVEMENTS PROGRAM 62 Electric Fund Project Name: Underground Cable Replacement Total Project Cost: $150,000 FY24 I FY25 Expenses: Design Construction $50,000 $100,000 Revenues: Fees $50,000 $100,000 SDCs Grant Other Explain "other": Anticipated Long Term Expenses: Proj #: TBD Duration: Ongoing Description: Targeted replacement of known aging underground cable prior to failure and replacement of segments that do fail. Underground primary conductors are typically expected to have a service life of 30 years, a service life of 40 or more years is not uncommon, it is still advisable to plan for replacement prior to failure. CERTIFICATE OF EXCELLENCE N RELIABI LITY This is to acknowledge that City of Ashland Electric Utility has significantly exceeded the average for aLL U.S. electric utilities' for reliable electric service. The utility participates in the American Public Power Association's e-RetiabiLity Tracker program to track its power outages and restoration against national benchmarks. MARCLI 8, 201g 'Ac reported by the Energy Information AdrnInlslrotlon M' ael J. Hyland a Vic. P—d.nt. [ngl—nM S.-ices AMERICAN PUBLI POWEER ASSOCIATION Pcwirtrin7 :Irrxxl Cs>�rrnti�iliii�; CAPITOL IMPROVEMENTS PROGRAM 63 PARKS PROJECTS Capital Improvements Plan 2024-2029 Construction Years Parks & Recreation FY24 ..:.. S 187 687 S 187 047 Project Totals $ 374.714 Park SDC $ Other (gents) S Food &Bever e S 374 734 Ue t Pa ants Celle Briscoe Garfield Real Estate Ac uisilion $ 234 878 S l50 000 S 384,879 S 384 878 S - S Re it Butler Peroazi Fountain E 650,000 S - $ 650 000 $ - $ 650,000 S J se Garden S 50,000 S 50 000 $ 100.000 S - $ 100,000 S - AshlandCreekBasketballCc= S - S 100000 s 100,000 S - S - $ I00000 E. Main Park Deselo ment $ 1,266,100 S $ 1,266 100 S - S 941,100 S 325 000 E. Main Park Pum Track $ 75,000 S - S 75,000 $ - S - S 75,000 Daniel Me r Pool - Rebuild $ 2,000,000 S 8.200.000 S 10,200,000 $ - $ 8,000,000 S 2 200 000 Kestrel Park Pedestrian Brid $ 700,000 S - S 700,000 S - S 550.000 S I50 000 Buildi Maintenance sitddn de "ciation facilitites fug $ 150,000 $ 150,000 S 300,000 $ - $ $ 300000 Saco kri tion kn rosements $ 50,000 $ 50,000 S 100,000 $ - $ - S 100,000 Parki lAt/Road/Sidewalk Concrete Pe Ts S 150,000 $ 11 0,000 S 300,000 S - S S 300,000 Oak Knoll Golf Course hn rosements $ 550,000 $ - $ 550,000 $ - $ - $ 550,000 Lithia Park Im rosements $ 150,000 E 150,000 S 300,000 S - S 150,000 S 150.000 Capital Outlay S 175,000 S 175,000 S 350-000 S - S S 350.000 General Maintenance 8 422545 $ 422,545 S 845,090 S S S R45.090 ICC Uri anon Control $ ]00,000 S 100,000 $ 200,000 S S S 200,000 M. Parks CIP Project Name: Real Estate Acquisitions Total Project Cost: $384,878 FY24 I FY25 Expenses: Design Construction Other $234,878 $150,000 Revenues: F$B Taxes SDCs $234,878 $150,000 Grant Other Explain "other": Proj #: N/A Duration: On -going Anticipated Long Term Expenses: Minor trail maintenance expenses for new easements or acquisitions would occur as needed. Description: Purchasing of easements or real estate that will further the goals of trail connectivity. View the 65 Parks CIP Project Name: Repair Butler Perozzi Fountain Total Project Cost: $650,000 FY24 FY25 Expenses: Design Construction $650,000 Other Revenues: F$B Taxes SDCs Grant $650,000 Other Explain "other": Proj #: 000023 Duration: 1 Year Anticipated Long Term Expenses: On -going regular maintenance will occur annually. Description: This project will fund the repair and restoration of the Butler-Perozzi Fountain in Lithia Park. The Fountain is a prominent, well-known and historic feature in Lithia Park. For more information visit Butler Perozzi Fountain Protect Parks CIP Project Name: Japanese Garden Total Project Cost: $100,000 FY24 FY25 Expenses: Design Construction $50,000 $50,000 Revenues: Fees SDCs Grant $50,000 $50,000 Other Explain "other": Proj #: 000745 Duration: On -going Anticipated Long Term Expenses: On -going regular maintenance will occur annually. APRC has an MOU with Ashland Parks Foundation to provide $60,000 annually for ten years to help offset the maintenance costs. The Ashland Japanese Garden Advisory Committee will be advising APRC and working to raise additional funds to cover maintenance expenses. Description: The Ashland Japanese Garden was construction with a grant from the Ashland Parks Foundation. A majority of the project was completed, and the garden opened in October of 2022. Additions to the garden will be grant funded. https://www.ashlandjapanesegarden.org/ 67 Parks CIP Project Name: Ashland Creek Park Basketball/Sports Court Proj #: 000718 Total Project Cost: $100,000 FY24 FY25 Expenses: Design Construction $100,000 Revenues: Food & Beverage Tax $100,000 SDCs Grant Other Explain "other": Anticipated Long Term Expenses: General pavement maintenance and striping. Duration: 1 Years Description: This project funds the second phase of the Ashland Creek Park Improvement which includes a sports court. This court will be striped for multiple uses. 68 Parks CIP Project Name: East Main Park Development Total Project Cost: $1,266,100 FY24 I FY25 Proj #: 000742 Duration: 2 years Expenses: Design Construction $1,266,100 Other Revenues: F&B Taxes $325,000 SDCs Grant Other $941,100 Explain "other": Proceeds from sale of YMCA Park to the YMCA and 2505 Villard St Property for affordable housing. Anticipated Long Term Expenses: Undetermined at this time. A project goal is to design this park to be low maintenance with minimal water use. Description: This project will fund the development of 6.52 acers at East Main Street as a neighborhood park including a dog park, community garden, play area, pump track and walking trails. View the East Main Park Protect Ii Parks C I P Project Name: East Main Park Pump Track Proj #: Unassigned Total Project Cost: Undetermined - Still in design phase Duration: 2 years FY24 FY25 Expenses: Design Construction $75,000 Other Revenues: F&B Taxes $75,000 SDCs Grant Other Exolain "other": Anticipated Long Term Expenses: On -going regular maintenance will occur once constructed. Description: To help fund the Bike Pump track and skills park at the East Main Park. A majority of this project will be grant funded by the Rogue Valley Mountain Bike Association (RVMBA) 70 Parks CIP Project Name: Daniel Meyer Memorial Pool Rebuild Proj #: 000706 Total Project Cost: $10,200,000 FY24 FY25 Expenses: Design Construction $2,000,000 $8,200,000 Other Revenues: F&B Taxes $2,000,000 SDCs Grant Other $8,200,000 Explain "other": Proposed bond or grant Duration: 2 years Anticipated Long Term Expenses: Construction of a new facility should decrease annual facility maintenance costs when compared to the aging infrastructure that is currently in place. Improvements to the Daniel Meyer Pool will reduce energy use in accordance with CEAP, which could result in an increase in utility expenses. Description: This project will provide funding for construction of a new municipal swimming pool, including the possibility of a permanent cover. The current Daniel Meyer Pool is approaching its useful life expectancy and will need to be replaced or restored. 71 Parks CIP Project Name: Kestral Park Pedestrian Bridge Proj #: 000768 Total Project Cost: $700,000 Duration: 2 years FY24 FY25 Expenses: Design $100,000 Construction $600,000 Other Revenues: F&B Taxes $150,000 SDCs Grant $550,000 Other Explain "other": Anticipated Long Term Expenses: Regular maintenance will occur as needed. Description: This project will fund the design and construction of a pedestrian and bicycle bridge at Kestral Park from the west side of Bear Creek to Kestral Park on the east side of Bear Creek. This bridge is part of the eventual expansion of the Bear Creek Greenway and will provide much needed pedestrian and bike access from both sides of the creek. APRC is partnering with the Bear Creek Greenway Foundation to accomplish this project which will largely funded by grants. a 72 Parks CIP Project Name: Master Plan for all Parks Total Project Cost: $150,000 FY24 I FY25 Expenses: Design Construction Other $150,000 Revenues: F&B Taxes $150,000 SDCs Grant Other Explain "other": Consultants will lead the Master Plan project. Anticipated Long Term Expenses: N/A Proj #: Unassigned Duration: 2 years Description: Perform a system wide master plan for all APRC facilities to identify short and long-term projects throughout the system and identify comprehensive levels of service goals for the parks division. `5i�uFO IONOEOVE N FPACE eP/C L iCXELLE wVw Oe PROPERTY ePACEE T 2+. 11TXM PARRIEN rtllt, \ $ 4 �OPMR 25. COTiIEPWWP60PFN evACE T ENER PRO 1y OPEN SPACE 28. TE -E PINESW .PACE g 5 E RE ERNFIax zT. ll■FRTYenEET aPEN.PADE 6CEWC IMN 1 0 ■ IbHLAED CREENPMN �DIENWOOO PARK ■. COYYONITY eRwiE PARR '�. � L 1■. REBTREiPMN lt, ORRPIELO PARx 6PKE « 1 11. RIYERWKN OPEN BPACE EYERORFENO S 3 12. CYNTXM LORD PROPERTY NUNTER1— Ewer MNM BTREFT PppvERTY ISINEN Si � l ■NSCOEPMNMN PMN 35. ClAY 6TIFET WETIMOOPEN .PACE "yA S I 1 6. PoYSCOE OEOLIX3YPMN >B. CIwY ETREET PMN 1 b 0 'etR<. 6 ■LxE■IRO PARK lSi. WERWOOOPMN pP 1 lT. w 9GRwweERRiO y �O�EN BvwcE ❑ 1 LF^�GVi1�1 �F/n„�83i �� ^ .LC OT....MTLE .. OPEx 9PhCE v 4pY� :57� IIIwMENCE OPEN ]IwGE � sl A SL ` 4 —ITn1T � Asms. ■ i AS9,ANDST 1 PARKS PROPERTIES e °` .Ps EDP: © � �\° Yq•���/�J ?U1t 73 Parks CIP Project Name: APRC Building Maintenance Total Project Cost: $300,000 over 2 years FY24 FY25 Expenses: Design 1 $25,000 $25,000 Construction 1 $125,000 $125,000 Revenues: F&B $150,000 $150,000 SDCs Grant Other Proj #: Duration: On -Going Anticipated Long Term Expenses: Long term expenses are tied to life cycle replacement and facility upgrades required to improve operational efficiency, reduce energy & water consumptions and enhance customer service experiences. Description: Project(s) are meant to systematically tackle deferred and previously unfunded maintenance. Projects include the life cycle replacement of major facility infrastructure will reducing energy and water use, improving accessibility and overall building functions. Major projects needs for FY24 & FY25 include: 1. Senior Center— Roof and Gutter Replacement, HVAC and Water Heater Upgrades/Replacement, Sidewalks, Fencing 2. Lithia Park Shop — Fencing, Interior Restrooms, 3. Daniel Meyer Pool Locker Rooms — Plumbing Improvements, ADA Accessibility, Roof Drains 4. North Mountain Park Shop — Roof and Gutter Replacement, Office Expansion, HVAC and Water Heater Upgrades/Replacement 5. OKGC Shop — Roof and Gutter Repair, Flooring, HVAC and Water Heater Upgrades/Replacement 6. OKGC Clubhouse - HVAC and Water Heater Upgrades/Replacement 7. North Mountain Park Outbuildings -- Roof and Gutter Replacement, Exterior Paint 8. Park Restrooms — Door Hardware Replacement, Lock Upgrades, Roofing, Plumbing and Fixture Repair/Replacement 9. Lithia Park Offices — Gutter Repair, Office Improvements l.a Parks CIP Project Name: Alternative Irrigation Improvements Proj #: Unassigned Total Project Cost: $100,000 FY24 I FY25 Duration: 2 years Expenses: Design Construction Other $50,000 $50,000 Revenues: F&B Taxes $50,000 $50,000 SDCs Grant Other Explain "other": Irrigation Improvements include possible design and construction to connect to water sources other than Ashland potable water. Anticipated Long Term Expenses: Annual maintenance and utility expenses should decrease once improvements have been made. Description: Explore and implement converting parks irrigation from potable to non -potable irrigation water with secondary irrigation connections. This project will pay for design and installation including all appurtenances and other infrastructure required to complete the project. viol Parks CIP Project Name: Parking lot/Road/Sidewalk Concrete Repairs Total Project Cost: $300,000 FY24 FY25 Expenses: Design Construction $150,000 $150,000 Other Revenues: F&B Taxes $150,000 $150,000 SDCs Grant Other Explain "other": Anticipated Long Term Expenses: N/A Proj #: Unassigned Duration: 2 years Description: This project is to repair, maintain and improve Parking lots, roads, and sidewalks throughout the APRC system. Major projects needs for FY24 & FY25 include: 1. Community Garden Access and Pathway Improvements 2. Lithia Park ADA Improvements — Stairs, Ramps, Curb Cuts, Cross Walks, Handrails 3. Pedestrian Bridge Evaluation and Repair — Lithia Park 4. Skate Park Repairs — Some minor repairs are necessary for the safety and usability of the facility. 5. Concrete Repair and Replacement — Lithia Park and Hunter Park 76 Parks CIP Project Name: Oak Knoll Golf Course Improvements Proj #: 000717 Total Project Cost: $550,000 FY24 FY25 Expenses: Design $100,000 Construction $450,000 Other Revenues: F&B Taxes $550,000 SDCs Grant Other Explain "other": Anticipated Long Term Expenses: Duration: 2 Years Description: To make improvements to the Oak Knoll Golf Course including sustainable re -design of the course, a playground, and sports courts. VAN Parks CIP Project Name: Lithia Park Improvements Total Project Cost: $300,000 Prior Yrs I FY24 FY25 Expenses: Design Construction $150,000 1 $150,000 Other Revenues: F&B Taxes $150,000 SDCs Grant $150,000 Other Explain "other": Anticipated Long Term Expenses: N/A Proj #: Unassigned Duration: 2 years Description: This project will fund improvements in Lithia Park. Lithia Park is the oldest park in the APRC system. The park has many years of deferred maintenance that should be addressed before facilities become unusable or unsafe. Some of the examples of improvements to the Park include: 1. Replacement of damaged or missing fences in planter areas and erosion control areas. 2. Picnic Area Rehab — Cotton Picnic area and other smaller picnic areas require replacement of tables and other park furniture. 3. Pedestrian Bridge Replacement — This project can assist the pavement and access program to replace bridges in Lithia Park if necessary. Bridges are by far the most expensive access improvements in the park. 4. Playground — Lithia Park's playground is one of the most popular in the park, as a result the equipment experiences failures sooner than other parks and this project will help replace equipment as needed. Cotton area restroom repair or replacement. Drinking fountain repair and replacements. Lithia Park Upper and Lower Duck Pond Improvements. `F Parks CIP Project Name: Capital Outlay Projects Total Project Cost: $350,000 Prior Yrs I FY24 FY25 Expenses: Design $50,000 Construction $125,000 $175,000 Other Revenues: F&B Taxes $175,000 $175,000 SDCs Grant Other Explain "other": Proj #: Unassigned Duration: 2 years Anticipated Long Term Expenses: Long term Capital Outlay expenses are tied to life cycle replacement and facility upgrades required to improve operational efficiency and enhance customer service experiences. Description: Project(s) are meant to systematically tackle deferred and previously unfunded maintenance. Projects include the life cycle replacement of major facility infrastructure will reducing energy and water use, improving accessibility and overall building functions. Major projects needs for FY24 & FY25 include: 1. Lithia Park Swim Reservoir Silt Removal 2. Picnic Shelter Replacement or Rehab —Triangle Park, Railroad Park 3. Exploration and planning for permanent Ice Rink Shelter 4. Park Restroom Upgrades Systemwide — Park restrooms are often a target for severe vandalism. APRC will explore options for protecting the facilities and ensuring facilities are available for all users while parks are open. 79 Parks CIP Project Name: General Maintenance Total Project Cost: $845,090 FY24 FY25 Expenses: Design Construction Other 1 $422,545 $422,545 Revenues: F&B Taxes $422,545 $422,545 SDCs Grant Other Explain "other": General Maintenance 1 Anticipated Long Term Expenses: N/A .or APRC Proj #: N/A Duration: On Going Description: A continual fund from Food & Beverage taxes will be used for general maintenance projects for APRC. :f Parks CIP Project Name: ICC Irrigation Control Upgrades Total Project Cost: $200,000 Prior Yrs I FY24 FY25 Expenses: Design Construction $145,000 $100,000 $100,000 Other Revenues: F&B Taxes $100,000 $100,000 SDCs Grant Other Explain "other": Anticipated Long Term Expenses: Proj #: 000806 Duration: 2 Years Description: To continue to upgrade Parks Central Irrigation Computer System which controls irrigation throughout the APRC system. Lithia Park and North Mountain Park were completed in FY22. The new Central Irrigation system provides APRC with better control over water use in parks to ensure that parks are watered consistent with priorities and availability of water, and leaks within the system are detected early before major losses of water. APRC has miles of irrigation lines in parks and this system helps keep that system of infrastructure monitored and managed with efficiency. 81 SIX YEAR SPREADSHEETS Transportation Capital Improvements Plan 2024-2029 Construction Years Project Description Roadway ';' FY28 Hazdcs Site Developatent & Equipment Storage X $ 780,442 $ $ $ S $ hi Seal Project City Wide Chip X S S 255,000 S S S $ Clay Street - Faith Avenue to Siski ouBoulevard STBG/CMA X S 579,754 $ 1,000,000 $ 1,125,000 $ S S SubtotalRoadwav $ 1,360,194 $ 1,255,000 $ 1125000 $ $ $ Street Overlays/Reconstructions PCI I gagAiiiial, ^' $ $ $ F.YM._. , >„„ S ,w„4� $ Ashland St - Siski ou Blvd to Faith St 55.42 X X X $ 2,500,000 N Mountain Ave -1-5 O%erpass to E Main St 59.36 X X X S 5,000,000 S 5,500,000 S - $ S $ Oak St - City Limits to E Main St 23.83 X X X $ S 1,000 000 $ 7,000,000 $ $ $ Siskiyou Blvd- E Main St to Walker Ave X X X S - $ - $ 1 000,000 $ 5,000,000 $ 5,000,000 $ Park St - Siski ou Blvd to Crestview Dr X X X $ $ $ $ S 500,000 S W Nevada St - Vansant St to Oak St X X X S - S - S - S - S 500,000 S Subtotal Street Improvements/Overlays $ 7,500,000 S 6,500,000 S 8,000,000 $ 5,000,000 S 6,000,000 $ Sidewalk/Pedestrian Beaver Slide - Water Street to Lithia Way X X X $ $ 285,000 $ $ $ $ Walker Avenue - Oregon Street to Woodland Drive X X X $ $ $ 300.000 $ $ $ Ashland Street - Liberty Street to S Mountain Avenue X X X S $ $ $ 400,000 $ $ Clay St - Siski ou Boulevard to Mohawk Street X X X $ $ S $ $ 425,000 $ Lincoln Street - E Main Street to Iowa Street X X I X $ $ S S $ $ Subtotal Sidewalk/Pedestrian S $ 285,0001' Bicycle _.... _ :.. „,.. $ 75,000 $ - $ - $ - $ B Street Bicycle Boulevard- From Oak Street to N Mountain Avenue X X S 50,000 8th Street Bicycle Boulevard - A Street to E Main Street X X $ $ 35,000 $ $ $ S Water Street Bicycle Boulevard- From Hersey Street to N Main Street X X $ $ $ 50,000 S $ $ Lithia Way Bicycle Boulevard- From Oak Street to Heiman Street X X $ $ $ 80,000 $ 80,000 $ $ Walker Avenue Bicycle Boulevard - From Siski ou Boulevard to Peachey Road X X $ $ $ $ S 65,000 $ Ashland St - Morton St to University Wa X X $ $ $ $ $ 50,000 $ Ore on/Clark Street Biccic Boulc�ard - Indiana Street to Harmon Lane X X $ $ $ $ S S Subtotal Bic cle TRANSPORTATION $ 5 ).000 $ 8,910,194 1 $ 110,00 $ 8,150,00() $ 130 000 $ 9,I I $ 80,000 $ 5,480,000I $ 115,000 I I $ Wastewater Capital Improvements Plan 2024-2029 Construction Years Project Description Wastewater Treatment Plant FY24 Shading (Capital Cost + first 6 years of O&M X $ 493,000 $ 273,000 S 118,000 S 45 000 $ 45,000 $ UV System Upgrades $ 650,000 $ $ - $ - $ $ Membrane Replacement two trains X S 1,200 000 $ $ - $ - $ $ WWTPProcess Improvements Headworks X X $ 1,000.000 S 3,250,000 $ - S - $ - S W W7P Process Im rowments Harmonies/releme ) X S 150,000 $ 150,000 $ $ $ $ Secondary Clarifier 2 Improvements X X $ $ 397,500. $ 397,500 S S S Centrifuge Replacement $ $ $ $ $ 100,000 $ Subtotal Wastewater Treatment Plant $ 3,493,005 $ 4,070,505 $ 515,505 $ 45,000 $ t45,000 $ Wastewater Collection System FY2s _ S - $ - $ FY28 S S Hardcsty Site Development & Equipment Storage S 780,440 Wastewater Miscellaneous In -House Replacement X X X X S S 125,000 $ 125,000 $ 125,000, S 125,000 $ Wastewater Miscellaneous Trenchless Pipe Lining X X X S $ 500,000 $ $ $ - $ Pinpoint VI Sources in Various Basins X $ 163.000 $ $ 163,000 S - $ - S Annual Vl Reduction and Collection System Replacement Project Allowance X S $ 100,000 S 100,000 S 100,000 $ 100,000 S Water & TAP Capital Improvements Plan 2024-2029 Construction Years Project Description Water - Su 1 Improvements l% F Dam Safety Improvements X X $ 3,312,804 $ 3,312,804 $ $ $ East & West Fork Transmission Line Rehabilitation X X S 2,300,000 $ - $ $ $ 7.0 MGD Water Treatment Plant X X $ 3,794,565 $ 36,253,073 $ 12 143,169 $ $ 7.0 MGD Water Treatment Plant Construction Adminstration $ 512,357 $ 4,895,027 $ 1,639,617 Reeder Reservoir Sediment Removal X $ $ $ 160,000 $ S Subtotal Water - Supply Improvements $ 9,919,726 $ 44,460,904 1 $ 13,942,786 $ $ Water- Pump Station Im rovements FY24 FY25 TAP BPS Backup Power X X S 417,000 $ $ S S HillviewBPS Replacement I X $ $ $ 375,000 S 1,125,000 S Subtotal Water - Pump Station Improvements $ 417,000 $ 411i Maki& 375,000 $ 1,125,000 $ Water - Pipe Improvements Annual Pipe Replacement X X X X $ 300,000 $ 300,000 $ 300,000 $ 300,000 an$ Distribution Pipe Projects X X X X $ 660,000 S 582,000 $ 1,418,000 $ 311,000 $ Transmission Pic Projects X X X X $ $ S Subtotal Water -Pi a Improvements S 960.000 S 882,000 1 $ 1,71&000 S 611MO S Water -O erations&Maintenance FY24 FY25 FY26 FY27 Telemetry Upgrades X S 50.000 S - $ - 5 - 5 Tolman Creck Road PRV Station S S $ S (100 S Subtotal Water - Operations & Maintenance $ 80,000 $ i7 $ $ 5,000 $ II TAP - Supply Improvements FY24 FY25 Non-Peak/Emergency Supply Connection from Ashland toTalent/Phoenix $ 236.000 $ $ S S .N Phoenix Road Pipe Improvements S $ $ S S N Phoenix Road Master Meter Connection $ $ $ S S Subtotal TAP -Supply Improvements $ 236,000 $ $ $ $ TAP - Booster Pum Station Improvements 5 Re tonal BPS Short -Term Expansion X X $ 211,000 $ $ $ S Regional BPS Programming Updates X $ S 101,000 $ $ $ Talent BPS Generator Upgrade(Option 1 $ $ 445,000 $ $ $ Talent BPS Expansion for Talent and Ashland(Option 1 $ $ 138,000 $ $ $ Talent BPS Seismic Upgrades $ S 100,000 $ S $ Subtotal TAP - Booster Pump Station Improvements $ 211,000 1 $ 784,000 S $ $ TAP - Pipe Improvements FY24 FY25 24-inch Pipe Seismic Upgrades (Higbway 99 Phoenix $ $ 1,623,000 $ $ - S Talent to Ashland Pipe Improvements (Option 1) $ $ $ $ S Subtotal TAP - Pipe Improve ents $ $ 1,623 000 $ $ $ I Storm Drain Capital Improvements Plan 2024-2029 Construction Years Storm Drain L- Hardesty Site Development & Equipment Storage S 390,220 $ - $ $ $ Stormwater Miscellaneous Trenchless Pipe Lining X X X S - $ 150,000 $ $ $ N Mountain Avenue Railroad Tracks X X $ $ 220,000 $ $ $ Siski ou Boulevard University Way X X $ 150,000 $ $ $ $ E Main Street Emerick Street X X $ $ 270,000 $ $ $ Airport Capital Improvements Plan 2024-2029 Construction Years Project Description Airport Entitlement Grant - Airport Im rovments - Taxiway Rehabilitation Construction X X $ 1,200,000 $ $ $ $ Pavement Maintenance Pro X $ $ $ 20,000 $ $ North Apron Reconstruction & Expansion: Ph 1 - Environmental & Design X X $ 333,000 $ $ $ $ North Apron Reconstruction & Expansion: Ph 2 - Construction X X $ $ 3,242,000 $ $ $ Airport Pavement Reconstruction & Rehabilitation: Ph 1 - Design X $ $ $ 176,667 $ $ Airport Pavement Reconstruction & Rehabilitation: Ph 2 - Design & Construction X $ $ $ 873,333 $ $ OFA Obstruction Removal Tree Trimming) X $ $ $ $ $ South Apron Recontruction/Reconfi ation: Ph 1 - Environmental & Pre-designX X $ $ $ $ $ South Apron Reconstruction/Reconfiguration: tion: Ph 2 - DesignX X $ $ $ $ $ Facilities Capital Improvements Plan 2024-2029 Construction Years Project Description Facilities' " City Facility Upgrades & Maintenance X X X X $ 280.000 $ 280,000 $ 280,000 $ 280,000 $ City Facility Optimization Program $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ Briscoe School Irarovements X X $ 1,300,000 $ $ $ $ Community Center & Pioneer Hall Rehabilitation X X X $ 1,953,074 $ - $ $ $ Deffered Maintenance of Major Facilities X X X X $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ Electric Capital Improvements Plan 2024-2029 Construction Years Project Description - Electric Wildfire Mitigation $ 50,000 $ 50,000 $ 50,000 $ 25,000 $ Substation Upgrades $ 850,000 $ 100,000 $ 100,000 $ $ Underground Expansion $ 75,000 $ 100,000 $ 100,000 $ 100,000 $ Circuit Automation $ $ 100,000 $ 100,000 $ 100,000 $ Underground Cable Replacement $ 50,000 $ 100,000 $ 200,000 $ 250,000 $ Electric Master Plan $ 100,000 $ 50,000 Parks Capital Improvements Plan 2024-2029 Construction Years Parks & Recreation Dept Payments Calle, Briscoe, Garfield) $ 187,687 $ 187,047 $ $ $ Real Estate Acquisition $ 234,878 $ 150,000 $ $ $ Repair Butler Perom Fountain $ 650,000 $ $ $ $ Japanese Garden $ 50,000 $ 50,000 $ $ $ Ashland Creek Basketball Court $ $ 100,000 $ $ $ E. Main Park Development $ 1,266,100 $ $ $ $ E. Main Park Pump Track $ 75,000 $ $ $ $ Daniel Meyer Pool - Rebuild $ 2,000,000 $ 8.200,000 $ $ $ Kestrel Park Pedestrian Bridge $ 700,000 $ $ $ $ Building Maintenance (sinking/depriciation facilitates fund $ 150,000 $ 150,000 $ $ $ Secondary Irrigation Improvements $ 50,000 $ 50,000 $ $ $ Parkin Lot/Road/Sidewalk Concrete Repairs $ 150,000 $ 150,000 $ $ $ Oak Knoll Golf Course Improvements $ 550,000 $ - $ $ $ Lithia Park Improvements $ 150,000 $ 150,000 $ $ $ Capital Outlay $ 175,000 $ 175,000 $ $ $ General Maintenance $ 422,545 $ 422,545 $ $ $ ICC hTigation Control $ l00 000 $ 100,000 $ $ $ Y OF S 1--I LAN D aet6tyAa Memo DATE: March 29, 2023 TO: City Council FROM: Chad Woodward, Climate and Energy Analyst DEPT: Electric RE: Climate Energy Policy Advisory Committee Transportation Capital Improvements Plan Recommendation On March 22, 2023, at the Climate and Environment Policy Advisory Committee (CEPAC) meeting, a proposal regarding modifications was heard. After deliberations, the CEPAC voted on following motion. To support the Transportation Committee's proposal to City Council and ask the City Council to consider the amendments provided in the proposal to the CEPAC "Draft - Letter to the Council regarding the 2024-2029 Transportation C/P. " The referenced draft is attached below. Electric Department 90 N. Mountain Ave Ashland, Oregon 97520 ashland.or.us Tel: 541.552.2085 Fax: 541.552.2436 TTY: 800.735.2900 VNIM4�--P iRlO/IDh, `lnnothoh, Draft — Letter to the Council regarding the 2024 — 2029 Transportation CIP To: CEPC From: Gary Shaff, member CEPC Date: March 20, 2023 RE: Recommendations to the City Council regarding the Transportation Capital Improvement Program FY 2024 - 2029 Abstract Objective: This memorandum introduces recommended modification to the Ashland Transportation Capital Improvement Program (CIP) for consideration by the City Council prior to the CIP's adoption on April 4, 2023. These suggestions will help the City of Ashland achieve goals laid out in the current Transportation System Plan and the Climate Energy Action Plan. Background: Ashland's City Council has an opportunity to be a leader in ensuring that it is practical, safe, and convenient to walk or bike from anywhere to everywhere in Ashland for people of all ages and ability. This, in turn, will cut vehicle miles of travel (VMT) and carbon emissions. Funding: The current CIP is structured in a way that does not ensure that the pedestrian and bike network will be improved. These improvements, as described in the draft CIP, rely primarily on grants. The competition for grant funding is intense and will not create a complete bike and walking networks in the foreseeable future. Policy Recommendations: Modify the CIP to: a) Include protected bike lanes (PBL) on all major road projects, b) add PBL's on streets under Ashland's jurisdiction in 2026 that include adequate curb to curb width and c) apply for external funding for the most costly bicycle and pedestrian projects. Opportunity The city's decision to include PBLs on Ashland Street represents the kind of leadership and vision that is crucial to the city's future. Similar leadership is needed to ensure that it is practical, safe and convenient to walk or bike from anywhere to everywhere in Ashland for people of all ages and abilities. Other urban areas have demonstrated that people walking and biking can account for a high percentage of in -town travel, potentially as much as 40 percent compared to nine percent now (Personal Travel in Draft — Letter to the Council regarding the 2024 — 2029 Transportation CIP Oregon, Table RV-5, page 112). Only by making bicycling and walking safe and practical is there any potential for a shift in mode, from auto/truck to other low -carbon modes of travel. Similarly, surveys from other metropolitan areas in the nation show that the majority of people are interested in bicycling for some of their in -town trips but don't because they are afraid to share the road with autos/trucks (https://ienniferdill.net/types-of-cyclists/). The Council has the opportunity to accelerate the development of an equitable bicycle network, suitable for all ages and abilities, and enhance the existing pedestrian network by making several minor changes and one more significant change to the current draft CIP. Funding Since 2015, the CIP has been structured to allocate almost all city transportation funds to pavement management, and rely upon grants and system development charges to make additional improvements to the pedestrian and bike network. This is understandable, as street life -cycles are relatively short and expensive to repair. And while pavement management projects may include multi -modal transport infrastructure, this funding approach leaves no additional funds to improve the bike/ped network on streets that aren't up for repair. By adjusting the funding, the city has the opportunity to meet goals 1 and 2 of the current TSP and make substantial progress in reducing greenhouse gas emissions from the transportation sector. Goal #1: Create a "green" template for other communities in the state and nation to follow. Goal #2: Make safety a priority for all modes of travel. These goals, or others developed through the upcoming update of the city's TSP, to make walking and bicycling practical and safe ways to get around town, cannot be realized without local funding. Relying upon grant funds, as the current draft CIP proposes, doesn't guarantee a functional bike/ped network. The federal and state grants available for alternative modes of transport are meager and must be shared among Oregon's 36 counties and 241 cities. As an example, Medford's transportation plan, updated in 2019, includes more than $277 million in bicycle network improvements. Ashland needs to provide people with a choice in how they travel, and an opportunity to not depend on ca rs. Sidewalks, access ramps, protected bike lanes, and traffic calming features must be included, where warranted, on every city project. All revenue sources, including gas tax, system development charges, franchise fees, food and beverage taxes, and utility fee funding must be used for these types of improvements and not reserved exclusively for pavement management projects. Oregon's constitution provides that revenue from taxes on motor vehicle use and fuel [...] shall be used exclusively for the construction, reconstruction, improvement, repair, maintenance, operation and use of public highways, roads, streets and roadside rest areas in this state," and without restrictions on the mode of travel. (Article IX Section 3a). The city's allocation of state gas taxes, approximately $1.6 million / year, can and should be used for creating a balanced transportation system. The other sources of city revenues should also offer flexibility in their use and, if restricted, the Council should amend local codes to allow their use to address transportation safety, independent of the mode of travel. Draft — Letter to the Council regarding the 2024 — 2029 Transportation CIP Policy Recommendation The use of traditional painted bike lanes or sharrows on major streets within the city does not provide the essential safety for "all ages and abilities." The City Council can ensure the creation of an equitable transportation systems by 2030 through the following: 1) Including protected bike lanes on major road projects already included in the staff prepared draft 2024 — 2029 Transportation CIP, 2) Scheduling, in 2026, the addition of protected bike lanes on streets under Ashland's jurisdiction that include adequate curb to curb width including the north end of A Street, Wightman, S. Mountain, and Hersey Street. 3) Applying to ODOT for Carbon Reduction Program or Congestion Mitigation and Air Quality funds to rebuild E. Main from Siskiyou to Walker, and Walker from Ashland Street to E. Main to include protected bike lanes. These streets are too narrow to add protected bike lanes without modifying the curb, gutter and drainage. 4) Exploring jurisdictional exchange to add protected bike lanes on streets that are under the jurisdiction of Jackson County or the Oregon Department of Transportation. The implications on the city's future maintenance liability must be analyzed, additional revenue sources identified, and a funding mechanism(s) put in place/approved. The figures that follow illustrate the breadth of the challenge. Figure 1 shows streets, by roadway jurisdiction, that warrant (due to either speed or traffic volume) protected bike lane improvements. Figure 2 identifies streets under Ashland's jurisdiction that lack adequate curb to curb width to include protected bike lanes, and those streets that are currently scheduled for improvement in the draft 2024 — 2029 CIP and which warrant protected bike lanes. Figure 1 Draft— Letter to the Council regarding the 2024 — 2029 Transportation CIP Streets Warranting Protected Improvements Figure 2 Draft — Letter to the Council regarding the 2024 — 2029 Transportation CIP Scheduled for or Lacking Adequate Width for Protected Bike Lanes IN A 0.5 0 0.5 1 1.55 2 Miles Legend A/ PBL Scheduled in 2023 - 2029 CIP N Ashland Owned Street Inadequate Curb to Curb Width V Ashland Owned Street A/ J-C. or 0DOT Owned Street Other Ashland Streets 0 Urban Growth Boundary Draft — Letter to the Council regarding the 2024 — 2029 Transportation CIP Recommended Changes to the CIP The attached recommended transportation capital improvement program, Figure 3, includes the following changes. 1) It explicitly notes that protected bike lanes will be included on street/overlay projects on major streets (i.e. boulevards and avenues as identified in the city's functional classification map). 2) It explicitly notes that traffic calming will be included on street/overlay projects when they occur on minor streets. 3) It retitles the section "bicycle boulevards" to "walk/bike" streets to better reflect the desired function of important, low -volume residential streets. 4) It removes Lithia Way — Oak to Heiman bicycle boulevard project. Lithia, like N. Main through downtown, is unsuitable for a shared -lane treatment due the high volume of motor vehicles using the street. Sharrows do not increase safety for people riding bicycles and waste precious resources. The city needs to add protected bike lanes on major streets, rather than paint and stencils. The savings can be diverted to creating bike/walk streets on Heiman and Iowa Streets. 5) It postpones the paving/reconstruction of W. Nevada Street from 2029 to 2030 in order to construct protected bike lanes on four city owned streets (see #6 below). 6) It shifts funding for W. Nevada Street, as above, to four protected bike lane projects on; a) Hersey - N. Main to N. Mountain, b) A Street - Oak to 5th, c) S. Mountain - E. Main to Henry and d) Wightman - E. Main to Siskiyou. All of these streets have sufficient curb -to -curb width to add protected bike lanes without modifying the curb, gutter or drainage. Draft - Letter to the Council regarding the 2024 - 2029 Transportation CIP Figure 3 Recommended Transportation Capital Improvement Plan 2024 - 2029 Construction Years ROadv ay Hardesty Site Development & Equipment Storage Micro -sweeper City wide ch,p seal Clay Street -Father Avenue to Slsktyou Boulevard (STBG/CMAQ) Where is Father Ave?? Subtotal Roadway Street Overlay/ReconstruR ion Ashland St - Sisktyou Blvd to Faith Ave (Inc. PBL') Rec. #1/2 N. Mountain Ave -5 overpass to E. Main St (inc, PBL--) Oak St - City Umits to E. Main St (Inc. PBL') Siskiyou Blvd - E Main to Walker Ave (Inc. PBL') Park St - Siskiyou Blvd to Crestview Dr (Inc, traffic calming) Rec. #5 WNevada St- vansant St to Oak St (Inc. traffic miming) ed bike lanes w/ conversion to PBL upon sweeper purchase Subtotal Reconstruction " PBL from E. Main to Bear Creek Bridge - Sidewalk / Pedestrian Beaver Slide - Water Street to Lithia Way Walker Ave- Oregon St to Woodland Dr Ashland Street - Liberty St to S. Mountain Ave Clay St - Siskiyou Blvd to Mohawk St Lincoln St - E. Main to Iowa St Subtotal Pedestrian Walk/ Bike Streets B St B - Oak to N. Mountain Rec. #3 Sth St. - A Street to E Main Water Street - Hersey St to N. Main Ashland St - Morton to University Way Oregon/Clark St - Indiana to Harmony Lane Walker Ave - Siskiyou Blvd to Peachey Road Heiman St. - Nevada to N. Main Rec. #4 Iowa - Central Bike Path to S. Mountain Subtotal Walk/Bike Streets Other Fees & FY23 FY24 FY25 FY26 FY27 FY28 FY29 Street SDC (grants) Rates S801000 580,000 5160,000 5160,0W 5200,000 $200,000 $1001000 $145,DW $255,OW r $255,000 $400.000 $579,754 $1,0W,0W $1,125,000 $2,704,754 $6,981,195 $209,022 $145.000 $B.59,754 $1,335,000 $1,125,000 $0 $0 $0_ 0 7,381,295 $469,022 FY23 FY24 FY25 FY26 FY27 FY28 FY29 -� 51,000,OD0 $2,500,000 r $2,500,000 _ 52,500,000 $500,000 S5,D00,000 $5.500,OW $10,500.00" $10,500,000 $1,MO,060 $7,000,OW $8,000,000 S8,000,000 $1,000,000 $5,000,000 55,000,000 $11,000,000 $11,DW,DW $500,000 $2,500,000 $3,000,000 $3,000,000 S5001M0 $5W,000 $SW,OW $1.500,0DO $7,SW,000 DD $6,500,000 $8,000,O $5,000.000 $5,500,000 00 $3,0,000 _.. _ .. $35.500,000 FY23 FY24 FY25 FY26 FY27 FY28 FY29 $285,000 $285,000 $276,792 $8,208 $300,000 $300.000 S75,000 $225,000 $400,000 $400,000 $100,0W $300,000 $425,000 5425,000 $106,250 $318.750 $300,OW $300.000 $75,000 $225,000 $0 SO $285,0W $300,000 S4W,000 $425,000 $300,00003RIM $633,042 $1,068,750 $9,208 FY23 FY24 FY25 FY26 FY27 FY28 FY29 $50.000 $75,000 $125,000 $42.375 $12,500 $70,125 535,000 $35,000 SILS65 $3,500 $19,635 S50,000 S50,000 $16,950 $5,000 $29,050 550,000 $50,0W $16,610 S5,000 $28,390 565,000 $651000 S21,593 $6,500 $36,465 565,0W $65,000 $22.035 $61500 $36,907 SW,000 $80,000 527,120 $8,000 $44.880 $80,000 $80,000 $27.120 $8,000 $44,880 680b00 580,000 S80.o00 50 $0 $50,000 $110,001) $100,000 $130,OW S80,000 $160,000 $195,668 $55,000 $309,332 Protected Bike Lane - retrofit Length FY23 FY24 FY25 FY26 FY27 FY28 FY29 Hersey - N. Main to N. Mountain 4567 $648,722 $648,722 $648,722 AStreet-Oakto Sth Rec. #6 2127 5302,131 $302,131 $302,131 S. Mountain - E. Main to Henry 2335 $331,676 $331,676 $331,676 Wightman - E. Main to Siskiyou 2952 S419,318 $419,318 $419,318 Subtotal Protected Bike Lane $0 $0 $1,701,847 $o $0 $0 SD SL70LB47 ` Estimated Cost Per Mile(bollard protected) $165,000 • Estimated Cost Per Mile (cement curb protected) $750.000 RMA ,Council Business Meeting April 4, 2023 Agenda Item Contract for 2023 Street Slurry Seal Projects From Scott Fleury PE Public Works Director Contact Scott.fleuryC@ashland.or.us Item Type Requested by Council ❑ Update ❑ Request for Direction ® Presentation ❑ SUMMARY Before the Council is a public improvement contract for street slurry seal project #2020-05. Slurry seals are an important street maintenance activity that improve the roadway surfaces, protect the underlying pavement, and extend life on residential roads. On February 23, 2023 at 2:00 p.m. bids submitted for the Slurry Seal Project were opened and publicly read. Bids were received from four contractors with Doolittle Construction Inc. providing the low bid at $379,379. If the contract is approved staff will work with the contractor to develop a schedule to perform onsite activities this spring/summer. POLICIES, PLANS & GOALS SUPPORTED City Council Goals: Essential Services • Streets 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 Slurry seal projects are completed as part of the street maintenance program. During each budget biennium the Council has been asked to award contracts for slurry seal maintenance activities. The last slurry seal contract was awarded by Council on June 16, 2020 (Staff Report, Minutes). BACKGROUND AND ADDITIONAL INFORMATION Bidding Procedure: The 2023 Slurry Seal Project was publicly bid on January 19, 2023. Notice was given in the Daily Journal of Commerce and placed on the city's website. In addition, project plans and specifications were posted on OregonBuys, the States procurement network. Bids were opened on February 23, 2023, at 2:00 p.m. with four contractors responding. All bids were valid and contained the required bonds, documentation, and acknowledgements. Bidding information is shown on the attached proposal summary form. Project Description: The Street Department has partitioned the city into zones. Roads within these zones are then identified for street repair and maintenance activities including slurry seal applications. Once the Page 1 of 2 �r, .':►� Council Business Meeting slurry seal list for a certain zone is developed the Street Department then performs preparatory work on the road including crack sealing and patching. Once all the roads in the zone are prepped a slurry seal project is prepared for public bid and construction. The street list for the current slurry seal project is attached for reference. What is slurry seal. A slurry seal is a homogenous mixture of emulsified asphalt, water, well -graded fine aggregate and mineral filler. Slurry seals are used to fill existing pavement surface defects as either a preparatory treatment for other maintenance treatments or as a wearing course. Slurry seal application helps preserve and protect the underlying pavement structure and provide a new driving surface. Roads chosen for slurry seal applications generally have low to moderate distress and narrow crack width. Slurry seal applications serve to seal the cracks, restore lost flexibility to the pavement surface, and help preserve the underlying pavement structure. FISCAL IMPACTS The 2022 Slurry Seal Project is funded directly by the City though the street operations maintenance fund. The established budget in the 2021-2023 biennium was $400,000 for the slurry seal project. DISCUSSION QUESTIONS Does the Council have any questions about Slurry Seal or the pavement maintenance process? SUGGESTED NEXT STEPS Next steps include issuing notice to proceed after award of contract and begin coordinating the schedule of work activities with Doolittle Construction Inc. Staff will also coordinate with the City's Communication Officer about posting appropriate information on the City's website and Street Operations staff will also coordinate neighborhood notification of construction activities and associated roadway closures. ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to award a public improvement contract to Doolittle Construction Inc. for Project No. 2022-14, Street Slurry Seal, in the amount of $379,379. ■ 1 move to request Public Works perform a new solicitation for the street slurry seal project. ■ I move to deny the contract with Doolittle Construction Inc. for the street slurry seal project. REFERENCES & ATTACHMENTS 1. Street Slurry Seal Bid Summary 2. Street Slurry Seal Project List and Map 3. Doolittle Construction Bid Form Page 2 of 2 CITY OF ASHLAND - ENGINEERING DIVISION SUMMARY OF PROPOSALS Project: Slurry Seal Project No.: 2022-14 Date of Bid Opening: February 23, 2023- 2:00 p.m., Siskiyou Conference Room No of Addendum: (0) N 4 Intermountain Doolittle Name of Bidder VSS International Slurry Seal Pave Northwest Construction Sum of Bid $497,325.00 $520,669.72 $533,212.68 $379,379.00 Name of Western Surety Travelers Old Republic Philadelphia Bonding Co. Indemnity Amount of Bid Bond 10% 10% 10% 10% Addendum Acknowledged N/A N/A N/A N/A tA ... Z r m 1 Zo ` C Fr y o 1 N La rel St sr Gresham St a: Gresham oak St 1 Taylor St ° . T a rn = 1 a 1 rD n ,D 1 °n St CJl `G <Ie— Haa.rp 15 eDoa D O o P ID s Ga ield St 11 P I vom 7 J I I 1 ' 0 15 i 7 n — .� u v ti 7 r n 3 Ln 3, O I �I fD �. 7 A9 c r J Walker Ave ( MCD ° 'OC/) r. .> J f Harmony Lnn' « Hillview Dr , v .it A > t • � Beswick Way Normal ve i Park St Park St 1 Faith Ave r ••'� IS ALID 1S A ID i + .� ✓ 1 c�. { J _Co ' o ^ �3 ' } VI rb fD l^ r 1 � o rD mistletoe rn J v ^ r- � �1 V l 10 00 o`�� �✓" s+ 0 7� o �nA ' � ° a� . It 44. c, ♦1.2----- INVITATION TO BID FOR A PUBLIC WORKS CONSTRUCTION PROJECT Ova lFrAil CITY OF ASHLAND, OREGON PROJECT NAME: 2023 STREET SLURRY SEAL PROJECT DESCRIPTION OF WORK 2023 Street Slurry Seal Project 2022-14 Road Construction TIME, AND PLACES OF RECEIVING BIDS (BID CLOSING) Bid Closing for the work described above will be at 2:00:00 pm on the 23r' day of February 2023. Bids will be received by Scott Fleury, P.E., Public Works Director at the following time and places: Before 2:00:00 pin on the day of Bid Closing. For Bids submitted by rnail or parcel delivery service, send to: City of Ashland c/o Scott Fleury, P.E., Public Works Director 20 E. Main Street Ashland, OR 97520 For Bids submitted by hand delivery, obtain a date stamp on the Bid and submit to: City of Ashland c/o Scott Fleury, P.E., Public Works Director 51 Winburn Way Ashland, OR 97520 Bids, Bid modifications, and Bid withdrawals will not be accepted at or after 2:00:00 pin on the day of Bid Closing. PLACE, TIME, AND DATE OF READING BIDS (BID OPENING) Bid Opening for the work described above will be in the Siskiyou Room of the Community Development and Engineering Services Building, 51 Winburn Way, Ashland, Oregon, beginning at 2:00:00 pm on the day of Bid Closing. COMPLETION TIME LIMIT See Special Provisions Subsection 00180.50(h). CLASS OF PROJECT Introduction and Table of Contents All Contract Documents are listed below. Documents are either attached or bound separately and available from the Project Manager. All Documents bound separately are incorporated into the Contract Documents and have the same force and effect as though set forth in frill herein. PART I - BID & CONTRACT DOCUMENTS BIDAND BID SCHEDULE...........................................................................................................................................7 FIRST -TIER SUBCONTRACTOR DISCLOSURE FORM.....................................................................................15 PUBLIC IMPROVEMENT CONTRACT..................................................................................................................18 CONTRACTOR DATA, CERTIFICATION, AND SIGNATURE..........................................................................21 CERTIFICATE OF REPRESENTATION.................................................................................................................23 STANDARD TERMS AND CONDITIONS FOR PUBLIC IMPROVEMENT CONTRACTS (EXHIBIT A)...................................................................................................................................................24 1. Contractor is Independent Contractor...................................................................................................24 2. Subcontracts and Assignment.................................................................................................................24 3. No Third -Party Beneficiaries..................................................................................................................24 4. Successors in Interest...............................................................................................................................25 5. Contract Documents................................................................................................................................25 6. Contractor's Representations.................................................................................................................25 7. Drug Testing [ORS 279C.505(2)]............................................................................................................25 8. Notice to Proceed......................................................................................................................................26 9. Suspension of the Work...........................................................................................................................26 10. Early Termination....................................................................................................................................27 11. Payment on Early Termination...............................................................................................................27 12. Remedies...................................................................................................................................................27 13. Access to Records.....................................................................................................................................27 14. Ownership of Work..................................................................................................................................28 15. Compliance with Applicable Law...........................................................................................................28 16. Registration with Construction Contractor's Board............................................................................29 17. Prevailing Wages/ BOLI Fee...................................................................................................................29 18. Hours of Labor /Overtime limitation [ORS 279C.5201 [ORS 279C.5401 [ORS 279C.5451................30 19. Medical Care and Workers Compensation [ORS 279C.5301 ...............................................................30 20. Retainage...................................................................................................................................................31 21. Progress Payments...................................................................................................................................32 22. Final Estimate and Final Payment..........................................................................................................33 23. Change Orders / Extra Work..................................................................................................................35 25. Inspection and Acceptance......................................................................................................................37 26. Liquidated Damages................................................................................................................................37 27. Liability, Indemnity and Hold Harmless................................................................................................37 28. Insurance...................................................................................................................................................38 29. Performance, Payment and Warranty Bonds / Notice of Bond Claims..............................................38 30. One -Year Warranty.................................................................................................................................39 31. Nondiscrimination in Labor....................................................................................................................39 32. Construction Debris and Yard Waste....................................................................................................40 33. Environmental Regulations.....................................................................................................................40 34. Waiver.......................................................................................................................................................42 PERFORMANCEBOND.............................................................................................................................................50 PAYMENTBOND........................................................................................................................................................52 PART II - SPECIAL PROVISIONS...................................................................................................................73 SECTION 00120 - BIDDING REQUIREMENTS AND PROCEDURES................................................................74 SECTION 00130 - AWARD AND EXECUTION OF CONTRACT.........................................................................74 SECTION 00140 - SCOPE OF WORK.......................................................................................................................74 SECTION 00150 - CONTROL OF WORK................................................................................................................74 SECTION 00160 - SOURCE OF MATERIALS.........................................................................................................74 SECTION 00165 - QUALITY OF MATERIALS.......................................................................................................74 SECTION 00170 - LEGAL RELATIONS AND RESPONSIBILITIES...................................................................74 SECTION 00180 - PROSECUTION AND PROGRESS............................................................................................76 SECTION 00190 - MEASUREMENT OF PAY QUANTITIES................................................................................76 SECTION 00195 -PAYMENT .....................................................................................................................................76 SECTION 00196 - PAYMENT FOR EXTRA WORK...............................................................................................77 SECTION 00197 - PAYMENT FOR FORCE ACCOUNT WORK.........................................................................77 SECTION 00199 - DISAGREEMENTS, PROTESTS, AND CLAIMS....................................................................77 SECTION00210 - MOBILIZATION..........................................................................................................................77 SECTION 00220 - ACCOMMODATIONS FOR PUBLIC TRAFFIC.....................................................................77 SECTION 00221 - COMMON PROVISIONS FOR WORK ZONE TRAFFIC CONTROL.................................77 SECTION 00222 - TEMPORARY TRAFFIC CONTROL SIGNS..........................................................................78 SECTION 00225 - TEMPORARY PAVEMENT MARKINGS................................................................................78 SECTION 00280 - EROSION AND SEDIMENT CONTROL..................................................................................78 SECTION 00290 - ENVIRONMENTAL PROTECTION.........................................................................................80 SECTION 00706 - EMULSIFIED ASPHALT SLURRY SEAL SURFACING.......................................................83 In the event of a conflict during construction, resolve any discrepancies according to 00150.10(a) Order of Precedence of the 2021 ODOT Standard Specifications for Construction PART III — VICINITY MAP CHECKLIST FOR BID SUBMITTAL 1. Bid Schedule Fill in bidder information on first page Indicate amount of bid bond on paragraph 17 [� Indicate bidder status on paragraph 24 Indicate number of addenda received on paragraph 31 (� Fill in bidder information and sign paragraph 34 © Fill in unit prices and amounts for all bid items � 1 Fill in total bid amount 2. First Tier Subcontractor Disclosure Form ® Fill in this form and include with bid schedule (or within 2 hours of closing). ® Provide 10% bid bond on form included on page 49. CHECKLIST FOR CONTRACT SUBMITTAL 1. Standard Public Improvement Contract ❑ Fill in contractor data and certification on page 2 and 3 of the contract form. ❑ Sign on page 3 of the contract form 2. Certifications of Representation ❑ Check all items that apply and sign 3. ❑ IRS Form W-9 4. ❑ Exhibit D — Certification Statement for Corporation as Independent Contractor 5. Performance Bond ❑ Provide on form provided on page 50 (or approved surety form) 6. Payment Bond ❑ Provide on form provided on page 52 (or approved surety form) 7. ❑ Insurance certifications as required by Exhibit C (page 53) CITY OF ASHLAND 'rL BID AND BID SCHEDULE TO FURNISH ALL PERMITS, LABOR, TOOLS, MACHINERY, MATERIALS, TRANSPORTATION, EQUIPMENT AND SERVICES OF ALL KINDS REQUIRED FOR THE CONSTRUCTION OF THIS PROJECT FOR THE CITY OF ASHLAND, JACKSON COUNTY, OREGON, AS STATED IN THE COMPLETED BID SCHEDULE, ALL IN ACCORDANCE WITH THE CONTRACT DOCUMENTS, PLANS, SPECIFICATIONS, AND DRAWINGS WHICH ARE ON FILE AT THE CITY OF ASHLAND, CITY HALL, 20 EAST MAIN STREET, ASHLAND, OREGON 97520. NAME OF BIDDER Doolittle Construction LLC CONTACT Marc Thoreson ADDRESS PO Box 1819 CITY Snoqualmie STATE WA ZIP 98065 TELEPHONE NO. 7 7 5— 6 91— 7 2 3 2 FAX NO. EMAIL ADDRESS mthoreson@doolittlellc.com To the Honorable Mayor and City Council City Hall City of Ashland 20 East Main Street Ashland, Oregon 97520 In response to the City of Ashland's Invitation to Bid, this Bid is submitted as an offer by the undersigned to enter into a contract with the City of Ashland for furnishing all permits, labor, tools, machinery, materials, transportation, equipment and services of all kinds required for, necessary for, or reasonable incidental to, the construction of the 2023 Street Slurry Seal Project No 2022-14 (hereinafter "Project") for the City of Ashland, Oregon, as shown in the contract documents on file at City Community Development Building, which are a condition of this Bid as though they were attached. This offer is subject to the following declarations as to the acts, intentions and understandings of the undersigned and the agreement of the City of Ashland to the tr+rmc and nrirnc hronin enlhmittnel 2. The undersigned has obtained and carefully studied (or assumes responsibility for obtaining and carefully studying) examinations, investigation, exploration, tests, and studies which pertain to the conditions (subsurface or physical) at or contiguous to the site or otherwise and which may affect the cost, progress, performance, or furnishing of the project work as Contractor deems necessary for the performance and furnishing of the project work at the Contract Price, within the Contract Times, and in accordance with the other terms and conditions of the Contract Documents; and no additional or supplementary examinations, investigations, explorations, tests, reports, or similar information or data are or will be required by Contractor for such purposes. 3. It is understood that the City shall investigate and determine the qualifications of the apparent low responsive bidder prior to awarding the contract. The City shall reject any bid by a nonqualifred or disqualified bidder. The City of Ashland reserves the right to reject for any good cause any or all bids, waive formalities, or to accept any bid which appears to serve the best interests of the City. The City reserves the right to reject any bid not in compliance with all prescribed public bidding procedures and requirements and may reject all bids for good cause upon a finding that it is in the public interest to do so. Evaluation of bids will be based on minimum requirements established by the specifications and compliance with conditions of the Notice to Contractors and Invitation to Bid, and compliance with City public contracting rules. Additional evaluation criteria are as follows: None. 4. The deadline to file a written protest or request, pursuant to the Instructions to Bidders to change contract terms, conditions or specifications is not less than ten 00 calendar days prior to bid opening. Bid closing may be extended by the City to consider a protest or request. 5. All of the contract documents, including all plans, specifications, and drawings have been examined and an examination of the site of the proposed work, together with such investigations as are necessary to determine the conditions to be encountered have been made by the undersigned and the terms and conditions of the contract and solicitation documents are hereby accepted, and that if this Offer is accepted, the undersigned will contract with the City of Ashland, Oregon, in a form substantially similar to that attached Agreement and agree to be bound to the terms and conditions of said contract and solicitation documents. 6. It is understood that the contract drawings may be supplemented by additional drawings and specifications in explanation and elaboration thereof and, if they are not in conflict with those referred to in paragraph 1 above, they shall have the same force and effect as though they were attached, and they shall be accepted as part of the contract when issued. 7. The undersigned agrees that upon written acceptance of this bid s/he will, within ten working days, of receipt of such notice, execute a formal contract agreement with the City. The undersigned further agrees that s/he will provide the following in order to execute the contract: Performance Bond and Corporate Surety Payment Bond, both in the amount equal to 100% of the awarded contract; Certificates of Insurance for Liability and property damage coverage; incorporated in the completed work. If there shall be an increase in the amount of work covered by the lump sum price, it shall be computed on a basis of "extra work" for which an increase in payment will have been earned and if there be a decrease in the lump sum payment, it shall be made only as a result of negotiation between the undersigned and the Owner. Furthermore, it is understood that any estimate with respect to time, materials, equipment, or service which may appear on the plans or in the specifications is for the sole purpose of assisting the undersigned in checking the undersigned's own independent calculations and that at no time shall the undersigned attempt to, hold the Owner, the Engineer, or any other person, firm or corporation responsible for any errors or omissions that may appear in any estimate. 9. The undersigned submits the unit prices as those at which he will perform the work involved. The extensions of the column headed "ITEM TOTAL" are made for the sole purpose of facilitating bid comparisons and if there are any discrepancies between the unit prices and the total amount shown, the unit prices shall govern. 10. The undersigned agrees to furnish labor, tools, machinery, materials, transportations, equipment and services of all kinds required for, necessary for, or reasonably incidental to, construction of this Project with all appurtenant work as required by the plans and specifications of this Offer for the unit or lump sum prices in the "BID SCHEDULE". 11. In stating prices, it is understood that the prices include all materials and work required to complete the project in accordance with the Contract Documents, the plans and the specifications. If any material, item, or service required by the plans and specifications has not been mentioned specifically in the "BID SCHEDULE," the salve shall be furnished and placed with the understanding that the full cost to the City has been merged with the several prices stated in the "BID SCHEDULE." 12. The City reserves the right to cancel this solicitation or to reject any and all bids in whole or in part when the cancellation or rejection is in the best interests of the City as determined by the City in accordance with ORS 279B.100 13. The foregoing prices shall include all labor, materials, equipment, overhead, profit, insurance, and all other incidental expenses to cover the finished work of the several kinds called for. Unit paces are to be shown in both words and figures. In case of any discrepancy, the amounts shown in words shall govern. 14. Upon receipt of written notice of the acceptance of its bid, Bidder shall execute a formal contract with the City within ten (10) days, deliver surety bond or bonds as required, and deliver required proof of insurance. The bid security attached in the sum of five percent (5%) of the total price for the bid or combination of bids is to become the property of the Owner in the event the contract and bond are not executed within the time above set forth as liquidated damages for the delay and additional expense to the Owner caused thereby. 15. If the proposed bid price will exceed $50,000.00 the undersigned, as bidder, acknowledges that provisions of ORS 279C.800 to 279C.870 relating to workers on public works to be paid not less than prevailing rate of wage shall be included in the contract, or in the alternative, if the project is to be funded with federal fiords anti is .rnhiert to the 17nvic_Raann Art (40 1T 4 r R7760 Ndripr noroPc to r•mmnly txrifh fhP 17. Accompanying this Offer is a certified check, cashier's check or a id bon for the sum of t () % , payable to the City of Ashland, Oregon, this being an amount for ten percent (10%) of the total bid based upon the estimate of quantities at the above price according to the conditions of the advertisement. If this Offer is accepted by the City and the undersigned fails to execute a satisfactory contract and bonds as stated in the Advertisement within ten (10) working days from the date of notification, then the City may, at its option, determine that the undersigned has abandoned the contract and there upon this Offer shall be considered null and void, and the bid security accompanying this Offer shall be forfeited to and become the property of the City of Ashland. If the bid is not accepted, the bid security accompanying this Offer shall be returned to the undersigned. 18. The undersigned agrees to comply with the provisions of ORS 279C.800 to 279C.870, the Oregon Prevailing Wage law. The undersigned, as bidder, acknowledges that provisions of ORS 279C.800 to 279C.870 relating to workers on public works to be paid not less than prevailing rate of wage shall be included in the contract, or in the alternative, if the project is to be funded with federal funds and is subject to the Davis -Bacon Act (40 U.S.C. §276a), bidder agrees to comply with the Davis -Bacon Act requirements. The undersigned Contractor agrees to be bound by and will comply with the provisions of ORS 279C.838, 279C.840 or 40 U.S.C. 3141 to 3148. [OAR 137-049-0200(1)(a)(J)]. 19. The undersigned certifies that the undersigned Contractor is not ineligible to receive a contract for a public work pursuant to ORS 279C.860. Bidder further agrees, if awarded a contract, that every subcontractor will be eligible to receive a contract for a public work pursuant to ORS 279C.860. 20. The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises in obtaining any required subcontracts. The bidder understands and acknowledges that it may be disqualified fi-om bidding on this public improvement project as set forth in OAR 137-049-0370, including but not limited to City discovery a misrepresentation or sham regarding a subcontract or that the Bidder has violated any requirement of ORS 279A.110 or the administrative rules implementing the Statute. 21. The undersigned agrees that the time of completion shall be defined in the specifications, and further, the undersigned agrees to initiate and complete this Project by the date stated below. • The work shall be commenced within ten (10) business days after receipt of the written Notice to Proceed. • The work shall be completed in all respects within 60 calendar days from Notice to Proceed. • The undersigned agrees that the "Time of Completion" shall be as defined in the specifications and that the bidder will complete the work within the number of consecutive calendar days stated for each schedule after "Notice to Proceed" has been issued by the Owner. Bidder furthermore agrees to pay as liquidated damages, for each calendar day thereafter, the amounts shown in Standard Conditions, for each day the project remains incomplete. 22. The undersigned bidder is registered with the Oregon Construction Contractors Board (CCB), the 24. In determining the lowest responsible bidder, City shall, for the purpose of awarding the contract, add a percent increase on the bid of a non-resident bidder equal to the percent, if any, of the preference given to that bidder in the state in which the bidder resides. "Resident bidder" of Oregon means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months inunediately preceding submission of the bid, has a business address in this state and has stated in the bid that the bidder is a "resident bidder" of the State of Oregon. The undersigned represents him/licr self in this bid to be either a Resident or a Nonresident bidder by completing the appropriate blank below. The Bidder is or is not X a Resident Bidder as defined in ORS 279A.120. 25. The undersigned hereby represents that no Councilor, Commissioner, officer, agency or employee of the City of Ashland is personally interested directly or indirectly in this Contract or the compensation to be paid hereunder and that no representation, statement or statements, oral or in writing, of the City, its Councilors, Commissioners, officers, agents or employees had induced him/her to enter into this Contract, and the papers made a part of its terms; 26. The undersigned has not directly or indirectly induced or solicited any person to submit a false or sham bid or refrain from bidding. The undersigned certifies that this bid has been arrived at independently and submitted without connection with any person, firm or corporation making a bid for the same material and is, in all respects, fair and without collusion or fraud. 27. The undersigned confirms that this firm has a Qualified Drug Testing Program for employees in place and will demonstrate this prior to award of contract. [OAR 137-049-0200(1)(c)(B)] 28. The undersigned confirms that if this contract involves asbestos abatement or removal, the bidder is licensed under ORS 468A.710 for asbestos removal. Asbestos abatement is not implicated in this contract. 29. The City of Ashland may waive minor informalities, reject any bid not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all bids upon a finding that it is in the public interest to do so. 30. The undersigned confirms that this offer is not contingent upon City's acceptance of any terms and conditions other than those contained in this Solicitation and the Contract Documents. 31. The bidder understands that the City reserves the right to make changes to the Notice to Contractors / Invitation to Bid and the resulting contract by written addenda, prior to the closing time and date. The City will transmit addenda to registered plan holders but shall publish notice of any addenda on City's website (www.ashland.or.us) at the Public Works page. The addenda may be downloaded or picked up at the Department of Public Works, 51 Winburn Way, Ashland, Oregon. The bidder must check the website and Public Works bulletin board frequently until closing. The bidder acknowledges that the Addendum(s) listed below have been reviewed online or a copy -kfo;—A —4 nn—ii --4 — - -f -f+ho -A—+t. l nff .• —I 0,A Ci.loi7lo 33. Instructions for First -Tier Subcontractors Disclosure. Bidders are required to disclose information about certain first -tier subcontractors (those subcontractors contracting directly with the bidder) when the contract price exceeds $100,000 (see ORS 279C.370). Specifically, when the contract amount of a first -tier subcontractor is greater than or equal to: (i) 5% of the project bid, but at least $15,000, or (ii) $350,000 regardless of the percentage, you must disclose the following information about that subcontract within two working hours of bid closing: The subcontractor's name and address; The subcontractor's Construction Contractor Board registration number, if one is required, and; The subcontract dollar value. If you will not be using any subcontractors that are subject to the above disclosure requirements, you are required to indicate "NONE" on the form. Failure to submit this form by the disclosure deadline will result in a non -responsive bid. A non -responsive bid will not be considered for award. THE CITY MAY REJECT A BID IF THE BIDDER FAILS TO SUBMIT THE DISCLOSURE FORM WITH THIS INFORMATION WITHIN TWO HOURS OF BID CLOSING. THIS DOCUMENT SHALL NOT BE FAXED. IT IS THE RESPONSIBILITY OF BIDDERS TO SUBMIT THIS DISCLOSURE FORM AND ANY ADDITIONAL SHEETS BY THE DEADLINE. SEE INSTRUCTIONS TO BIDDERS. The disclosure should be submitted on the First -Tier Subcontractor Disclosure Form attached to this Invitation to Bid. 34. Bidder Information and Signature Doolittle Construction LLC Finn Name of Bidder Washington State of Incorporation Signature of Bidder Marc Thoreson Printed Name of Bidder Senior Vice President Official Title 230244 CCB Number Dated this 23rd day of February 2023. BID SCHEDULE 2023 Street Slurry Seal Project Proiect No. 2022-14 Spec. No. Item No. Item Bid Unit Quantity Unit Price Total Price TEMPORARY FEATURES AND APPURTENANCES 00210 10 MOBILIZATION LS 1 $20,000.00 $20,000.00 00225 20 TEMPORARY WORK ZONE TRAFFIC CONTROL, LS 1 $11,001.12 $11,001.12 COMPLETE 00280 30 EROSION CONTROL LS 1 $ 2,500 $ 2,500 00290 40 POLLUTION CONTROL PLAN LS 1 $ 2,500 $ 2,500 WEARING SURFACES EMULSIFIED ASPHALT SLURRY SEAL SURFACING (TYPE I11) 00706 50 ABBOTT AVE - CLAY ST TO TOLMAN CREEK RD SQYD 3,386.46 $ 2.48 $ 8,398.42 00706 60 ACORN CIR - END OF CUL-DE-SAC TO TWIN PINES CIR SQYD 680.60 $ 2.48 $ (' G 94 _ 00706 70 ALIDA ST - E MAIN ST TO SISKIYOU BLVD SQYD 4,120.38 $ 2.48 $ Q 01 - 00706 80 APPLEGATE WAY - END OF CUL-DE-SAC TO HWY 66 SQYD 1,286.40 $ 2.48 $ 96 R1 00706 90 AUGUSTA CT - END OF CUL-DE-SAC TO CYPRESS POINT SQYD 601.97 $ 2.48 $ 1 ,gcf 2 00706 100 B ST-N MOUNTAIN AVE TO 5Tu ST SQYD 6,253.50 $ 2.48 $ S. SORO 00706 110 BARRINGTON CIR - END OF CUL-DE-SAC TO CROWSON SQYD 518.74 $2.48 $ 1" a pG 4g 00706 120 BEACH ST - END OF ASPHALT TO END OF ROAD SQYD 1,030.56 $ 2.48 $ aZ; SSS ?9 00706 130 BEAVERSLIDE- WATER ST TO LITHIA WAY SQYD 234.42 $ 2.48 $ S 36 00706 140 BERRY LN - END OF CUL-DE-SAC TO GRIZZLY DR SQYD 593.00 $ 2.48 $ �� y 6y 00706 150 BLUE SKY LN - END OF ROAD TO TOLMAN CREEK RD SQYD 1,078.00 $ 2.48 $ & 6 -75 4q1 00706 160 BROOKS LN - CROCKER ST TO ABBOTT AVE SQYD 1,802.57 $ 2.48 $ Lj y ;;a 9? 00706 170 C ST - 4Tu ST TO 7nt ST SQYD 3,649.66 $ 2.48 $ to S / t L 00706 180 CAPELLA CIR - END OF CUL-DE-SAC TO NOVA DR SQYD 799.44 $2.48 $ q u G 00706 190 CHAPMAN LN - TOLMAN CREEK RD TO END OF ROAD SQYD 711.60 $ 2.48 $ 00706 200 CHERRY LN - WALNUT ST TO GRANT ST SQYD 1,766.36 $2.48 $ 00706 210 CHITWOOD LN - END OF CUL-DE-SAC TO CLAY ST SQYD 1,305.89 $2.48 $ 39 61 00706 220 CLAY CREEK WAY- TAKELMA WAY TO TAKELMA WAY SQYD 1,501.00 $ 2.48 $ ;22 4J- 00706 230 CREEK DR -MEADOW DR TO CLAY ST SQYD 1,890.64 $2.48 $ 6 1?8 !4 00706 240 CROCKER ST PARKING BAYS SQYD 1,257.40 $2.48 $ I (g ;S 00706 250 CROCKER ST - E MAIN ST TO ABBOTT AVE SQYD 1,919.52 $ 2.48 $ `1 �60 41 00706 260 CUB CIR - END OF CUL-DE-SAC TO GRIZZLY DR SQYD 402.56 $2.48 $ Ci f 00706 270 CYPRESS POINT LP - AUGUSTA CT TO OAK KNOLL DR SQYD 4,538.03 $ 2.48 $ 1 ZSH E- 00706 280 DEWEY ST - BLAINE ST TO E MAIN ST SQYD 1,838.97 $ 2.48 $ L4. C16-7 00706 290 DOLLARHIDE WAY - ABBOTT AVE TO CLAY ST SQYD 2,103.02 $ 2.48 $ S. 00706 300 DREW LN - SPRING WAY TO SPRING WAY SQYD 624.04 $ 2.48 $ i 4 00706 310 E PEBBLE BEACH DR - END OF CUL-DE-SAC TO OAK SQYD 900.43 $ 2.48 $ ;2 a ° , KNOLL DR 33 00706 320 EAGLE CREEK LN - SPRING WAY TO TOLMAN CREEK RD SQYD 1,207.24 $ 2.48 $ a ►� 33 - 00706 420 KESTREL PARKWAY -END OF ROAD TOE NEVADA ST SQYD 00706 430 00706 440 00706 450 00706 460 00706 470 00706 480 00706 490 00706 500 00706 510 00706 520 00706 530 00706 540 00706 550 00706 560 00706 570 00706 580 00706 590 00706 600 00706 610 00706 620 00706 630 00706 640 00706 650 00706 660 00706 670 00706 680 00706 690 00706 700 00706 710 00706 720 00706 730 00706 740 00706 750 00706 760 BID TOTAL LEE ST- BRIDGE ST TO WIGHTMAN ST SQYD MCCALL DR - END OF ROAD TO CLAY ST SQYD MEADOW DR - END OF ROAD TO CREEK DR SQYD MICKELSON WAY - CLAY CREEK WAY TO TAKELMA SQYD WAY MILL POND RD - WIGHTMAN ST TO FORDYCE ST SQYD MOHAWK ST - MARY JANE AVE TO CLAY ST SQYD MORTON ST - E MAIN ST TO SISKIYOU BLVD SQYD MOUNTAIN MEADOWS DR - END OF ROAD TO N SQYD MOUNTAIN AVE N PIONEER ST - B ST TO LITHIA WAY SQYD N WIGHTMAN ST - END OF CUL-DE-SAC TO E MAIN ST SQYD NOVA DR - JAQUELYN ST TO TOLMAN CREEK RD SQYD OAK HILL CIR - END OF CUL-DE-SAC TO HWY 66 SQYD OLD MILL WAY - SPRING HILL DR TO TOLMAN CREEK SQYD RD OTIS ST - END OF CUL-DE-SAC TO N LAUREL ST SQYD PATTON LN - END OF ROAD TO FAIR OAKS AVE SQYD PINECREST TERR - ELKADER ST TO STARLITE PL SQYD PRIM ST - WIMER ST TO TUCKER ST SQYD ROSS LN - GARDEN WAY TO END OF ASPHALT SQYD SALISHAN CT - END OF CUL-DE-SAC TO OAK KNOLL DR SQYD SARATOGA LN - END OF ROAD TO TOLMAN CREEK RD SQYD SEVENTH ST - E MAIN ST TO A ST SQYD SIXTH ST - E MAIN ST TO B ST SQYD SPRING HILL DR - END OF ROAD TO TOLMAN CREEK RD SQYD SPRING WAY - SPRING HILL DR TO EAGLE CREEK LN SQYD ST ANDREWS CT - END OF CUL-DE-SAC TO OAK KNOLL SQYD DR STONERIDGE AVE - END OF ROAD TO FAIR OAKS AVE SQYD TAKELMA WAY - TOLMAN CREEK RD TO CLAY ST SQL TWIN PINES CIR - OAK KNOLL DR TO OAK KNOLL DR SQYD VILLARD ST - CALY ST TO ENGLE ST SQYD W PEBBLE BEACH DR - END OF CUL-DE-SAC TO OAK SQYD KNOLL DR WALNUT ST - WILEY ST TO LUNA VISTA ST SQYD WEDGEWOOD LN - OAK HILL CIR TO HWY 66 SQYD WILEY ST - PRIM ST TO CHESTNUT ST SQYD EMULSIFIED ASPHALT SLURRY SEAL SURFACING (TYPE I) 2,208.27 $ 2.48 $ 1 ?6 -j, 1,942.52 $ 2.48 $ L� 2,171.33 $2.48 $ si 3 �y 46 3,423.91 $2.48 $ �� NF O 833.68 $ 2.48 $ S3 �jQ6 7 2,659.20 $ 2.48 $ S'�9 664.44 $2.48 $ riq 81 2,564.64 $ 2.48 $ 6 3 60 i1 1,328.97 $2.48 $ , 1,383.43 $2.48 $ 3.L430 - 4,000,38 $ 2.48 $ � 1,744.31 $ 2.48 $ 935.15 $2.48 $ 996.67 $ 2.48 $ 3,209.81 $ 2.48 $ 46G 554.89 $ 2.48 $ `T��� 13 5,531.67 $ 2.48 $ 712 5`1 4,201.82 $ 2.48 $ 10 4 ZQ S f 634.67 $ 2.48 $ 5 825.98 $2.48 $ 6qq 0 318.00 $2.48 $ �m 6 4,122.06 $2,48 $ (G A 22 41 2,761.37 $ 2.48 $ G S-tf s-it�� 645.32 $2.48 $ ( 1 6 =2 948.90 $ 2.48 $ 20+353 :24 1,070.35 $2.48 $ y0 a, 6Sy 637.00 $ 2.48 $ S �� 6,665.56 $ 2.48 $ t red S'3dS4 4,229.57 $ 2.48 $ l G y 73 1,439.33 $2.48 $ 539.12 $ 2.48 $ 1,836.00 $ 2.48 $ 1,356.81 $2.48 $ I6al IV3,277.01 $ 2.48 $ �fT 1 2,r- FIRE STATION #1 PARKING LOT SQYD 553.33 $ 5.00 $ ;? -766 SF $379,379.00 FIRST -TIER SUBCONTRACTOR DISCLOSURE FORM INSTRUCTIONS Instructions for Submitting Form Submit the First -Tier Subcontractor Disclosure form in any of the following manners: • Not later than two working hours after the time set for opening Bids. (For example, before 11:00 a.m. after a 9:00 a.m. Bid Opening.) Submit according to one of the following methods: • Print the form from the Bid Booklet, fill it in, and either: o Deliver to the following address where it can be time and date stamped City of Ashland Community Development and Engineering Services Building 51 Winburn Way Ashland, OR 97520, or o FAX it to (541) 488-6006. The Agency is not responsible for partial, failed, illegible, or partially legible FAX transmissions or electronic submissions. Instructions for First -Tier Subcontractor Disclosure Without regard to the amount of a Bidder's Bid, if the Agency's cost range for a public improvement project in the "Notice to Contractors", or in other advertisement or solicitation documents is greater than $100,000, bidders are required to disclose information about first -tier subcontractors that will furnish labor or labor and materials (See ORS 279C.370). Specifically, when the contract amount of a first -tier subcontractor is greater than or equal to: (1) 5% of the total project Bid, but at least $15,000, or (2) $350,000 regardless of the percentage of the total project Bid, you must disclose the following information about that subcontractor not later than two working hours after the time set for opening Bids: • The name of the subcontractor • The category of work that the subcontractor will be performing • The dollar amount of the subcontract If the Agency's cost range is greater than $100,000 and you will not be using any first -tier subcontractors, you are still required to submit the form, with the appropriate box checked or enter "NONE" on the first line. 1) Determine the lowest possible prime contract price. That will be the base Bid amount less all alternate deductive Bid amounts (exclusive of any options that can only be exercised after Bid award). 2) Provide the required disclosure information for any first -tier subcontractor whose potential contract services are greater than or equal to: (1) 5% of the lowest contract price, but at least $15,000, or (2) $350,000 regardless of the percentage. Total all possible work for each subcontractor in making this determination, (for example, if a subcontractor will provide $15,000 worth of services on the base Bid and $40,000 on an additive alternate, then the potential amount of the subcontractor's services is $55,000. Assuming that $55,000 exceeds 5% of the lowest contract price, provide the disclosure for both the $15,000 services and the $40,000 services). FIRST -TIER SUBCONTRACTOR DISCLOSURE FORM Project Name 2023 Street Slurry Seal Project Project Number 2 0 2 2 —14 Bid Opening Date 2/ 2 3/ 2 3 Name of Bidding Contractor Doolittle Construction LLC CHECK THIS BOX IF YOU WILL NOT BE USING ANY FIRST -TIER SUBCONTRACTORS OR IF YOU ARE NOT SUBJECT TO THE DISCLOSURE REQUIREMENTS (SEE INSTRUCTIONS) Firm Name Dollar Amount Category of Work Finn Name Dollar Amount Category of Work Firm Name Dollar Amount Category of Work Firm Name Dollar Amount Category of Work Firm Name Dollar Amount Category of Work Firm Name Dollar Amount Category of Work Firm Name Dollar Amount EXHIBIT E BONDS CITY OF ASHLAND STANDARD PUBLIC IMPROVEMENT CONTRACT BID BOND We, Doolittle Construction LLC , a corporation or partnership duly organized under the laws of the State of WA , and authorized to transact business in the State of Oregon, as "PRINCIPAL," and, We, Philadelphia Indemnity Insurance Company a corporation or partnership duly organized under the laws of the State of PA , and authorized to transact business in the State of Oregon, as "SURETY," hereby jointly and severally bind ourselves, our respective heirs, executors, administrators, successors and assigns firmly by these presents to pay unto the City of Ashland, Oregon, (OBLIGEE) the sum of ($--------------------------- ) ten percent (10%) of the total amount bid---------------------------------- Dollars. The condition of the obligation of this bond, is that the PRINCIPAL herein has in response to City's Notice to Contractors and Invitation to Bid, submitted its Offer for the 2023 STREET SLURRY SEAL PROJECT No. 2022-14 , which Offer is incorporated herein and made a part hereof by this reference, and Principal is required to furnish bid security in an amount equal to ten (10%) percent of the total amount of the bid pursuant to ORS 279C.365 and the City's public contracting rules and contract documents. NOW THEREFORE, if the Offer, submitted by PRINCIPAL, is accepted, and if the Contract pursuant to the Offer is awarded to the PRINCIPAL, and if the PRINCIPAL executes such contract and furnishes such good and sufficient Performance and Payment Bonds as required by the Bidding and Contract documents within the time specified and fixed by the Documents, then this obligation shall be void; otherwise it shall remain in full force and effect. If the PRINCIPAL shall fail to execute the proposed Contract and to furnish the Performance and Payment Bonds, the SURETY hereby agrees to pay the OBLIGEE the surety bond sum as liquidated damages within ten (10) days of such failure. IN WITNESS WHEREOF, we have caused this instrument to be executed and sealed by our duly authorized legal representatives this 23rd day of February , 20 23 Philadelphia Indemnity Insurance Company Doolittle Construction LLC Surety Principal PO Box 3018 PO Box 1819 Address Address Eoddheh, WA 98041 Snoqua�lnue, WA 98065 ^ l wie a PHILADELPHIA INDEMNITY INSURANCE COMPANY One Bala Plaza, Suite 100 Bala Cynwyd, PA 19004-0950 Power of Attorney KNOW ALL PERSONS BY THESE PRESENTS: That PHILADELPHIA INDEMNITY INSURANCE COMPANY (the Company), a corporation organized and existing under the laws of the Commonwealth of Pennsylvania, does hereby constitute and appoint Steven M. Wagner, Michael A. Murphy, Jim W. Doyle, Chad M. Ennle, Jim S. Kulch, Julie M. Glover, Theresa A. Lamb, Danielle Enriguez Sarah H. Behrens Emma C. Doleshel and Heather L. Allen of HUB International Northwest, LLC its true and ]aNvfut Attorney -in -fact with full authority to execute on its behalf bonds, undertakings, recognizances and other contracts of indemnity and writings obligatory in the nature thereof; issued in the course of its business and to bind the Company thereby, in an amount not to exceed $50,000,000. This Power of Attorney is granted and is signed and sealed by facsimile under and by the authority of the following Resolution adopted by the Board of Directors of PHILADELPHIA INDEMNITY INSURANCE COMPANY on the 14'h of November- 2016. RESOLVED: That the Board of Directors hereby authorizes the President or any Vice President of the Company: (1) Appoint Attomey(s) in Fact and authorize the Attorney(s) in Fact to execute on behalf of the Company bonds and undertakings, contracts of indemnity and other writings obligatory in the nature thereof and to attach the seal of the Company thereto; and (2) to remove, at any time, any such Attorney -in -Fact and revoke the authority given. And, be it FURTHER RESOLVED: That the signatures of such officers and the seal of the Company may be affixed to any such Power of Attorney or certificate relating thereto by facsimile, and any such Power of Attorney so executed and certified by facsimile signatures and facsimile seat shall be valid and binding upon the Company in the future with respect to any bond or undertaking to which it is attached. IN TESTIMONY WHEREOF, PHILADELPHIA INDEMNITY INSURANCE COMPANY HAS CAUSED THIS INSTRUMENT TO BE SIGNED AND ITS CORPORATE SEALTO BE AFFIXED BY ITS AUTHORIZED OFFICE THIS 5TH DAY OF MARCH, 2021, =a 1927�m .,! (Seal) 4JohGlomb, President & CEO Philadelphia Indemnity Insurance Company On this 51 day of March, 2021 before me came the individual who executed the preceding instrument, to me personally known, and being by me duly sworn said that he is the therein described and authorized officer of the PHILADELPHIA INDEMNITY INSURANCE COMPANY; that the seal affixed to said instrument is the Corporate seal of said Company; that the said Corporate Seal and his signature were duly affixed. CommbnWelllh of Penmylvanle-NOtt rySaaI Veneese Mokenzle, NolaryPubllc- Montgomery County Myoommisslonexplrea November3, 2024 Commisslon number 1368394 Membar. Ponneylven,a Assaeltllon of Notarlss Notary Public: residing at: Bala Cynwyd, PA My commission expires: November 3, 2024 .'':.\Council Business Meeting April 4, 2023 Agenda Item Public contract award for brass fittings greater than $100,000 From Michael Morrison Operations Deputy Director Contact michael.morrisonna ashland.or.us 541-552-2325 [Item Type Requested by Council ❑ Update ❑ Request for Approval ® Presentation ❑ SUMMARY Approval is being requested to award a public contract greater than $100,000.00. The City's intent is to award a public contract in the amount of $120,641.20 to Iconix Waterwork (lowest bidder) for brass fittings (Water Department/inventory Materials). POLICIES, PLANS & GOALS SUPPORTED 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 BACKGROUND AND ADDITIONAL INFORMATION An informal Intermediate Procurement (Sourcing Method/Solicitation) was facilitated, and the City received five (5) bids in response to the ITB (Invitation to Bid) for brass fittings. We are placing a larger order to increase the number of parts we have in our warehouse as supply chain issues and extended delivery times are increasingly putting us at risk of not having the necessary parts available when needed. In accordance with AMC 2.50.070(1), this contract exceeds the delegated authority of $100,000.00 for Goods and Services (type of procurement) and thus requires Council approval. FISCAL IMPACTS This purchase is within the normal scope of what's budgeted for repair and replacement parts. We are placing a larger order to increase the number of parts we have in our warehouse as supply chain issues and extended delivery times are increasingly putting us at risk of not having the necessary parts available when needed. DISCUSSION QUESTIONS N/A SUGGESTED NEXT STEPS Staff recommends the public contract award for brass fittings be awarded to the lowest bidder, Iconix Waterwork. Page 1 of 2 Council Business Meeting REFERENCES & ATTACHMENTS Bid Summer and Invitation to Bid, for Brass Fittings (Water Department/Inventory Materials) Page 2 of 2 r� ITB - WATER "BRASS" - Bids due b} 1:00:00 PM (PST) Tuesday, March 7. 2023 BUDGE MCHUGH DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include any freight charges) amount AVAILABILITY (Lead Time) MAI Inventory # 4-0615-00 100 200 100 Ford C44-44-Q-NL Ford GA13-444-NI_ Ford C84-44-Q-NL $24.95 $82.65 $21.25 $2,495.00 $16,530.00 $2,125.00 25-27 Wcck> 25-27 Weeks 25-27 Weeks 1" PjxPj coupling (Or Equivalent) Manufacturer Part Number Mfg Description Ford c44-44-q-nl IIN CPLG CTS QJ/CTS QJ Mueller h-15403n IIN CPLG CTS /CTS McDonald 5182-001 74758Q 1nCoupling CTSxCTS NL 4-3005-00 1"Angle Hand Valve (No Substitution) Manufacturer Part Number Mfg Description Ford gal 3-444-nl 1IN ANG GLOBE VALVE FIP/MTRNUT PMRWI 4-0581-00 1" MipxPj coupling (Or Equivalent) Manufacturer Part Number Mfg Description Ford c84-44-q-nl IIN CPLG MIP/CTS QJ Mueller h-15428n lin Conductive Compression CTS OD tubingx M.I.P thread McDonald 5182-000 11 in adapter ctsxmnpt-nl 100 200 Ford F1000-4-Q-NL Ford BA43444W-Q-NL $59.15 7$136.25 $5,915.00 $27,250.00 25-27 Weeks 25-27 Weeks ] 1-0 4-0563-00 Corp Stop 1" CCxPJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford fl000-4-q-nl 1IN KEYCORP AWWA/CTS QJ Mueller b-25008n tin Mueller® 300 Ball Corporation Valve Donald 5182-049 1 in Ball Corp AW WA x CTS-NL k 4-0545-00 Angle Stop 1" PjxMtr (Or Equivalent) Manufacturer jPart Number I Mfg Description C__A D A Al A A All 7 n ATT 11 TAT A AT(--T Tr [ T A T A TV I- rQ n T M dTD ATT TT ITB - WATER "BRASS" - Bids due b- 1:00:00 PM (PST) Tuesday, March 7, 2023 BUDGE MCHUGH DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include any freight charges) Amount AVAILABILITY (Lead Time) MAI 4-3000-00 200 200 100 50 Ford GA13-332-NL Ford F1000-3-Q-NL ww Ford CF31-77-NL Ford BFA43-777W-Q-NL Ford C44-77-Q-NL $51.75 $39.15 $67.70 $399.00 $112.85 $10,350.00 $7,830.00 $6,770.00 $19,950.00 $5,642.50 25-27 Weeks 25-27 Weeks 25-27 Weeks 25-27 Weeks 25-27 Weeks 1 1 Fors Hand Valve 3/4" Angle (No Substitution) Manufacturer Part Number Mfg Description Ford GA13-332-NL 3/4 ANG GLOBE VLV FIP/MTR NUT 4-0490-00 Corp Stop 3/4" CCxPJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford F1000-3-Q-NL 3/4 KEYCORP AWWA/CTS QJ Mueller B-25008n 3/4" Mueller® 300 Ball Corporation Valve McDonald 5182-028 3/4" Ball Corp AWWA x CTS-NL 4-0857-00 Meter Flange 2" (No Substitution) Manufacturer Part Number Mfg Description Ford CF31-77-NL 121N FLANGE/FIP 4-2068-00 Angle Stop 2" PJxMTR FLG (Or Equivalent) Manufacturer Part Number Mfg Description Ford BFA43-777W-Q-NL 21N FLANGED ANGLE BALL VALVE Mueller H-14277N 2" Ground key angle meter valves McDonald 5129-062 2" Angle Ball Conf SPC CTSxFLG NL 4-0630-00 Coupling 2" PJxPJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford C44-77-Q-NL 2" CTS QUICK JOINT by 2" CTS QUICK JOIN.50 Mueller H-15403N 21N CPLG CTS /CTS McDonald 5182-079 21N CPLG CTS /CTS NL 1TB - WATER "BRASS" - Bids due by 1:00:00 PM (PST) Tuesday, March 7, 2023 BUDGE MCHUGH DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include any freight charges) Amount AVAILABILITY (Lead Time) MA1 4-0627-00 20 15 Ford C84-77-Q-NL Ford L84-77-Q-NL 4.7 $136.00 $1,695.00 $2,040.00 25-27 Weeks 15-27 Weeks Coupling 2" MIP x PJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford C84-77-Q-NL 21N CPLG MIP/CTS QJ Mueller h-15428n 2" Conductive Compression CTS OD tubingx M.I.P thread McDonald 5182-088 2" CTSx MIP NL 4-0653-00 ELL 2" 90 DEG PJ x MIP (Or Equivalent) Manufacturer Part Number Mfg Description Ford L84-77-Q-NL 21N ELL90 MIP/CTS QJ Mueller P-15531N 2 " Quarter bend coupling McDonald 5182-090 2" Quarter Bend CTS X MNPT $138,530.00 COMMENTS: Total $138,530.00 "All or None" Total 1TB - WATER "BRASS" - Bids due by 1:00:00 PM (PST) Tuesday, March 7, 2023 FERGUSON WATERWORK DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include any freight charges) Amount AVAILABILITY (Lead Time) Inventory # 4-0615-00 100 200 100 100 200 AY McDonald 5182-001 No Bid WNW AY McDonald 5182-000 AY McDonald 5182-049 Please note that the AY part is a ball valve VS. The Ford is a plug valve. AY McDonald 5182-072 $33.18 $28.22 $101 Oh 7$86.5(0 $3,318.00 18 Weeks 1" PjxPj coupling (Or Equivalent) Manufacturer Part Number Mfg Description Ford c44-44-q-nl IIN CPLG CTS QJ/CTS QJ Mueller h-15403n IIN CPLG CTS /CTS McDonald 5182-001 74758Q 1nCoupling CTSxCTS NL 4-3005-00 $2,822.00 $10,106.00 $17,300.00 20 Weeks 20 Weeks 29 Weeks 1 "Angle Hand Valve (No Substitution) Manufacturer Part Number Imfg Description Ford ga13-444-n1 I IIN ANG GLOBE VALVE FIP/MTRNUT 4-0581-00 1" MipxPj coupling (Or Equivalent) Manufacturer Part Number Mfg Description Ford c84-44-q-nl I IN CPLG MIP/CTS QJ. Mueller h-15428n lin Conductive Compression CTS OD tubinp M.I.P thread McDonald 5182-000 11 in adapter ctsxmnpt-nl 4-0563-00 Corp Stop 1" CCxPJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford fl000-4-q-nl 1IN KEYCORP AWWA/CTS QJ Mueller b-25008n tin Mueller® 300 Ball Corporation Valve McDonald 5182-049 tin Ball Corp AWWA x CTS-NL 4-0545-00 Angle Stop 1" PjxMtr (Or Equivalent) Manufacturer jPart Number jMfg Description L'--A D AAl AAA -,IT n ATT 11TAT AATf_T T: XTAT XTU f-re nVA4TTD ATT T-r ITB - WATER 'BRASS" - Bids due by 1:00:00 PM (PST) Tuesday, March 7, 2023 FERGUSON WATERWORK DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include any freight charges) Amount AVAILABILITY (Lead Time) 4-3000-00 200 200 100 50 50 No Bid AY McDonald 5182-028 Please not AY part is a Ball Valve VS Ford part is a plug valve. No Bid AY McDonald 5129-062 AY McDonald 5182-079 $76.83 $15,366.00 20 Weeks Hand Valve 3/4" Angle (No Substitution) Manufacturer IPart Number Mfg Description Ford GA13-332-NL 3/4 ANG GLOBE VLV FIP/MTR NUT 4-0490-00 Corp Stop 3/4" CCxPJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford F1000-3-Q-NL 3/4 KEYCORP AWWA/CTS QJ Mueller B-25008n 3/4" Mueller® 300 Ball Corporation Valve McDonald 5182-028 3/4" Ball Corp AWWA x CTS-NL 4-0857-00 Meter Flange 2" (No Substitution) Manufacturer IPart Number I Mfg Description Ford CF31-77-NL 121N FLANGE/FIP 4-2068-00 537S.19 $149.89 $18,909.50 $7.494.�0 20 Weeks 18 Weeks Angle Stop 2" PJxMTR FLG (Or Equivalent) Manufacturer Part Number Mfg Description Ford BFA43-777W-Q-NL 21N FLANGED ANGLE BALL VALVE Mueller H-14277N 2" Ground key angle meter valves McDonald 5129-062 2" Angle Ball Conf SPC CTSxFLG NL 4-0630-00 Coupling 2" PJxPJ (Or Equivalent). Manufacturer Part Number. Mfg Description Ford C44-77-Q-NL 2" CTS QUICK JOINT by 2" CTS QUICK JOIN Mueller H-15403N 21N CPLG CTS /CTS McDonald 5182-079 21N CPLG CTS /CTS NL ITB - WATER "BRASS" -Bids due by 1:00:00 PM (PST) Tuesday, March 7, 2023 FERGUSON WATERWORK DESCRIPTION QTl' MANUFACTURER &PART # PRICE (Price per each/Must include any freight charges) Amount AVAILABILITY (Lead Time) 4-0627-00 20 AY McDonald 5182-088 AY McDonald 5180-090 $112.58 $180.62 $2,251.60 7 $2,709.30 18 Weeks 18 Weeks Coupling 2" MIP x PJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford C84-77-Q-NL 2IN CPLG MIP/CTS QJ Mueller h-15428n 2" Conductive Compression CTS OD tubin,,z M.I.P thread McDonald 5182-088 4-0653-00 2" CTSx MIP NL ELL 2" 90 DEG PJ x MIP (Or Equivalent) Manufacturer Part Number Mfg Description Ford L84-77-Q-NL 2IN ELL90 MIP/CTS QJ Mueller P-15531N 2" Quarter bend coupling McDonald 5182-090 2" Quarter Bend CTS X MNPT $108,562.90 COMMENTS: "Please note we can get alternates of the Ford only items as well if you want to entertain them." ITB - WATER "BRASS" - Bids due by 1:00:00 PM (PST) Tuesday, March 7, 2023 ICONIX WATERWORK DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include any freight charges) .Amount AVAILABILITY (Lead Time) Inventory # 4-0615-00 100 AY McDonald 5182-001 $24.18 $2,418.00 18 Weeks 1" PjxPj coupling (Or Equivalent) Manufacturer Part Number Mfg Description Ford c44-44-q-nl IIN CPLG CTS QJ/CTS QJ Mueller h-15403n IIN CPLG CTS /CTS McDonald 5182-001 74758Q 1nCoupling CTSxCTS NL 20p Ford GA13-444-NL $76.06 $15,212.00 18-20 Weeks 4-3005-00 1"Angle Hand Valve (No Substitution) Manufacturer Part Number IMfg Description Ford gal3-444-nl IIN ANG GLOBE VALVE FIP/MTRNUT 4-0581-00 100 AY McDonald 5182-000 $20.79 $2,079.00 18 Weeks 1" MipxPj coupling (Or Equivalent) Manufacturer Part Number Mfg Description Ford e84-44-q-nl IIN CPLG MIP/CTS QJ Mueller h-15428n lin Conductive Compression CTS OD tubingx M.I.P thread McDonald 5182-000 I 1 in adapter ctsxmnpt-nl 100 AY McDonald 5182-049 CTS 74701BQ $74.46 $7.446.00 20 Weeks 4-0563-00 Corp Stop 1" CCxPJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford f1000-4-q-nl IIN KEYCORP AWWA/CTS QJ Mueller b-25008n lin Mueller®300 Ball Corporation Valve. McDonald 5182-049 tin Ball Corp AWWA x CTS-NL 4-0545-00 ����� AY McDonald 5182-072 1" AnalA Rnll Valve $63.74 $12,748.00 29 Weeks Angle Stop 1" PjxMtr (Or Equivalent) Manufacturer IPart Number I Mfg Description L`__A D AAI AAAT77 n -NTT 1TNT AAT!!T D 17AT ITV f-re nT/x4-rD XTTT-r ITB - WATER "BRASS" - Bids due by 1:00:00 PM (PST) Tuesday, March 7, 2023 ICONIX WATERWORK DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include any freight charges) Amount AVAILABILITY (Lead Time) 4-3000-00 200 Ford GA13-332-NL 547.61 $9,522.00 18-20 Weeks Hand Valve 3/4" Angle (No Substitution) Manufacturer Part Number Mfg Description Ford GA13-332-NL 3/4 ANG GLOBE VLV FIP/MTR NUT 4-0490-00 200 AY McDonald 5182-028 3/4 Ball Corp$56.61 $11,322.00 20 Weeks Corp Stop 3/4" CCxPJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford F1000-3-Q-NL 3/4 KEYCORP AWWA/CTS QJ Mueller B-25008n 3/4" Mueller® 300 Ball Corporation Valve McDonald 5182-028 3/4" Ball Corp AWWA x CTS-NL 4-0857-00 100 AY McDonald 5133-125 $66.24 $6,624.00 20 Weeks Meter Flange 2" (No Substitution) Manufacturer Part Number Mfg Description Ford CF31-77-NL 121N FLANGE/F1P 4-2068-00 50 AY McDonald 5129-062 CTS x FLG $278.66 $1.3,933.00 18 Weeks Angle Stop 2" PJxMTR FLG (Or Equivalent) Manufacturer Part Number Mfg Description Ford BFA43-777W-Q-NL 21N FLANGED ANGLE BALL VALVE Mueller H-14277N 2" Ground key angle meter valves McDonald 5129-062 2" Angle Ball Conf SPC CTSxFLG NL 4-0630-00 50 Ay McDonald 5182-079 $110.44 $5,522.00 18 Weeks Coupling 2" PJxPJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford C44-77-Q-NL 2" CTS QUICK JOINT by 2" CTS QUICK JO Mueller H-15403N 21N CPLG CTS /CTS McDonald 5182-079 212,4 CPLG CTS /CTS NL ITB - WATER 'BRASS" - Bids due by 1:00:00 PM- (PST) Tuesday, March 7, 2023 ICONIX WATERWORK DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include a any freight charges) Amount AVAILABILITY (Lead Time) 4-0627-00 10 Ay McDonald 5182-088 $82.95 $1,659.00 18 Weeks Coupling 2" MIP x PJ (Or Equivalent) Manufacturer Part Number Mfg Description Ford C84-77-Q-NL 21N CPLG MIP/CTS QJ Mueller h-15428n 2" Conductive Compression CTS OD tubingx M.I.P thread McDonald 5182-088 2" CTSx MIP NL 4-0653-00 Ay McDonald 5182-090 $133.08 $1,996.20 18 Weeks ELL 2" 90 DEC PJ x MIP (Or Equivalent) Manufacturer Part Number Mfg Description Ford L84-77-Q-NL 2IN ELL90 MIP/CTS QJ Mueller P-15531N 2" Quarter bend coupling McDonald 5182-090 2" Quarter Bend CTS X MNPT $120,641.20 COMMENTS: I February 27, 2023 BIDS DUE BY 1: 00: 00 PM (PST) UESDAY 7.2023 Submitted by: Company name: Telephone: Invitation to Bid - BID FORM Please bid on the following items for the City of Ashland, Water Department. All items shall be delivered FOB ASHLAND. Bids shall be submitted on this BID FORM. Item(s) will be awarded individually to the lowest responsible and responsive bidder(s). Please specify which items must be purchased as a group — "ALL OR NONE". Late bids will not be considered. Terms or discounts which are conditioned upon payment within a certain time will not be considered for purposes of comparison of bids. Bids can be emailed to kari.olson(a),,ashland.or.us or faxed to (541) 488-5320. DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include any freight charges) AVAILABILITY (Lead Time) Invento # 4-0615-00 100 200 100 1" P'xP' couplin Or Equivalent) Manufacturer Part Number Mfg Description Ford c44-44- -nl IIN CPLG CTS J/CTS QJ Mueller h-15403n IIN CPLG CTS /CTS "McDonald 1 5182-001 74758Q I nCoupling CTSxCTS NL 4-3005-00 1"Angle Hand Valve o Substitution Manufacturer Part Number I MfIZ Description 1IN ANG GLOBE VALVE Ford al3-444-n1 FIP/MTRNUT 4-0581-00 1" Mi xP' cou pling (Or Equivalent) Manufacturer Part Number Mfg Description Ford c84-44- -nl 1IN CPLG MIP/CTS QJ Mueller h-15428n lin Conductive Compression CTS OD tubin x M.I.P thread McDonald 1 5182-000 1 in adapter ctsxmn t-nl Invitation to Bid (ITB) — Water, Page 1 of 4 PRICE DESCRIPTION QTY MANUFACTURERE & PART # (Price per each/Must AVAILABILITY include any freight (Lead Time) charges) 4-0563-00 100 Corp Stop 1" CCxPJ Or Equivalent) Manufacturer Part Number Mfg Description Ford fl000-4- -nl lIN KEYCORP AWWA/CTS QJ .tin Mueller® 300 Ball Corporation Mueller b-25008n Valve McDonald 5182-049 lin Ball CorpAWWA x CTS-NL 4-0545-00 Angle Stop V P*xMtr Or Equivalent) Manufacturer Part Number Mfg Description BA43-444W-Q- 1IN ANGLE VALVE CTS QJ/MTR Ford NL NUT 200 1 in Mueller 300 Ball Angle Meter Mueller b-24258n Valve tin ANGLE PLUG VALVE McDonald 5182-072 CTSxMTR- NL Ak 4-0456-00 200 Angle Stop 3/4" 'xmtr OrEquivalent) Manufacturer Part Number Mfg Description BA43-332W-Q- Ford NL 3/4 ANG VALVE CTS J/MTR NUT 3/4" Mueller 300 Ball Angle Meter Mueller b-24258n Valve McDonald 5182-356 1 3/4" An le Plug Valve CTSxMTR- NL 4-3000-00 200 Hand Valve 3/4" Angle o Substitution Manufacturer Part Number Mfg Description Ford GA13-332-NL 3/4 ANG GLOBE VLV FIP/MTR NUT Invitation to Bid (713) — Water, Page 2 of 4 DESCRIPTION QTY MANUFACTURER &PART # PRICE (Price per each/Must include any freight charges) AVAILABILITY (Lead Time) 4-0490-00 200 100 50 50 Corp Stop 3/4" CCxPJ Or Equivalent) Manufacturer Part Number Mfg Description Ford F1000-3- -NL 3/4 KEYCORP AWWA/CTS QJ Mueller B-25008n 3/4" Mueller® 300 Ball Corporation Valve "McDonald 5182-028 3/4" Ball Corn AWWA x CTS-NL 4-0857-00 Meter Flange 2" o Substitution Manufacturer Part Number Mfg Description Ford CF31-77-NL 21N FLANGE/FIP 4-2068-00 An le Stop 2" PJxMTR FLG Or Equivalent) Manufacturer Part Number Mfg Description Ford BFA43-777W- -NL 21N FLANGED ANGLE BALL VALVE Mueller H-14277N 2" Ground key angle meter valves McDonald 5129-062 2" Angle Ball Conf SPC CTSxFLG NL 4-0630-00 Coupling 2" PJxPJ Or Equivalent) Manufacturer Part Number Mfg Description Ford C44-77- -NL 2" CTS QUICK JOINT by 2" CTS QUICK JOINT Mueller H-15403N 21N CPLG CTS /CTS McDonald 5182-079 2IN CPLG CTS /CTS NL Invitation to Bid (ITB) — Water, Page 3 of 4 DESCRIPTION QTY MANUFACTURER & PART # PRICE (Price per each/Must include any freight charges) AVAILABILITY (Lead Time) 4-0650 50 20 15 2" P' x PJ 90 Elbow Or Equivalent) Manufacturer Part Number MfjZ Description Ford L44-77- -NL 2IN ELL90 CTS J/CTS QJ Mueller H-15526N 2" Quarter bend union McDonald 1 5182-089 2" Quarter Bend CTSxCTS NL 4-0627-00 Coupling 2" MIP x PJ Or Equivalent) Manufacturer Part Number Mfg Description Ford C84-77- -NL 2IN CPLG MIP/CTS QJ Mueller h-15428n 2" Conductive Compression CTS OD tubingx M.I.P thread McDonald 5182-088 2" CTSx MIP NL 4-0653-00 ELL 2" 90 DEG PJ x MIP Or Equivalent) Manufacturer Part Number Mfg Description Ford L84-77- -NL 21N ELL90 MIP/CTS QJ Mueller P-15531N 2" Quarter bend coupling McDonald 5182-090 2" Quarter Bend CTS X MNPT Method ofAward: ORS 279B.0701ntermediate Procurements. (4) If a contract is awarded, the contracting agency shall award the contract to the offeror whose quote or proposal will best serve the interests of the contracting agency, taking into account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitabilityfor a particular purpose and contractor responsibility under ORS 279B. THANK YOU. Kari Olson Purchasing Representative Telephone: (541) 488-5354 Fax: (541) 488-5320 City of Ashland Service Center 90 N. Mountain Avenue Ashland, Oregon 97520 Invitation to Bid (ITB) — Water, Page 4 of 4 qr'Council Business Meeting April 4, 2023 Agenda Item Ordinance 3218 Second Reading of 2022 Oregon Fire Code From Ralph Sartain Fire Chief Contact Ralph.sartaingashland.or.us 541-552-2229 Item Type Requested by Council ❑ Update ❑ Request for Approval ® Presentation ❑ SUMMARY The State of Oregon has adopted the 2022 Oregon Fire Code. Because this has happened the City of Ashland must update its municipal code and adopt the 2022 Oregon Fire Code as well to be in compliance with state standards. POLICIES, PLANS & GOALS SUPPORTED Analyze City departments/programs to gain efficiencies, reduce costs and improve services. Support Innovative Programs that Protect the Community PREVIOUS COUNCIL ACTIONS: Ord. 3186, amended 01-07-2020, to adopt 2019 Oregon Fire Code Ord. 3161, amended 02-05-2018, Correct typographical errors, update fee schedule allows APD to enforce provisions of the fire code. Ord. 3104, 2014 to adopt 2014 Oregon Fire Code Ord. 3037, amended 09-07-2010 to adopt 2010 Oregon Fire Code Res. 2009-34, Established Semi -Annual Inspections. Ord. 2944 amended 11-06-2007 to adopt 2007 Oregon Fire Code BACKGROUND AND ADDITIONAL INFORMATION The current fire code through ORS was adopted in October 2022, replacing the 2019 Oregon Fire Code with the 2022 Oregon Fire Code. Because of this, Ashland needs to adopt the 2022 Oregon Fire Code. Section 1: Changes code from 2019 to 2022, and changes Appendix Numbering to Comply with new Numbering in Appendix of Fire Code Section 2: No Changes Section 3: Changes Division Chief of Fire and Life Safety to Fire Chief. Adds sub section 11. Occupancy Classifications. Meets national standards for definitions of low -risk, moderate risk, high risk occupancies and critical infrastructure. Renumbers subsection 11 to 12. Adds section 13 which establishes scope of fire prevention and code enforcement activities in existing occupancies, new construction and renovation projects. Renumbers subsection 12 to 14. Section 4: No Changes Section 5: No Changes Section 6: Changes Fire Code from 2019 to 2022. Section 7: No Change Page 1 of 2 r� Council Section 8: No Change Section 9: No Change Section 10: No Change Section 11: No Change Section 12: No Change Section 13: No Change Section 14: No Change Business Meeting FISCAL IMPACTS There is no financial impact on the City by adopting the code. SUGGESTED NEXT STEPS Staff recommends approval of the 2nd reading of Ordinance No. 3218. Actions. Options & Potential Motions: I move to approve the 2nd reading of Ordinance No. 3218 to amend the Ashland Fire Prevention Code AMC Chapter 15.28. REFERENCES & ATTACHMENTS Ordinance Bill No. 3218 Page 2 of 2 r.�i► 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 ORDINANCE BILL NO.3218 AN ORDINANCE TO AMEND THE ASHLAND FIRE PREVENTION CODE; REPEALING AND REPLACING AMC CHAPTER 15.28 Annotated to show deletions and additions to the Ashland Municipal Code sections being modified. Deletions are bold lined through, and additions are bold underlined. WHEREAS, the Fire Chief wishes to amend the Ashland Municipal Fire Code to adopt the current 2022 Oregon Fire Code and to allow the addition of an inspection program in compliance with NFPA 1730 the Standard on Organization and Deployment of Fire Prevention Inspection and Code Enforcement, Plan Review, Investigation, and Education Operations THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. 15.28.010 Adoption of Oregon Fire Code Except as specifically excluded or modified by this chapter, the City of Ashland adopts the 2049 2022 Oregon Fire Code and appendices A through N and Q and through T which will be referred to in the Ashland Municipal Code as the Oregon Fire Code ("OK"), One (1) copy of the Oregon Fire Code and appendices shall be filed in the office of the City Recorder. (Ord. 3161 § 1, amended, 02/05/2018; Ord. 3104, amended, 2014; Ord. 3037, amended, 09/07/2010; Ord. 2944, amended, 11/06/2007; Ord. 2929, amended, 08/18/2006; Ord. 2925, amended, 04/18/2006; Ord. 2921, amended, 01/05/2006) SECTION 2. 15.28.020 Establishment of Duties The Oregon Fire Code shall be enforced by the Fire Code Official as defined by the Oregon Fire Code. (Ord. 2929, amended, 08/18/2006; Ord. 2925, amended, 04/18/2006; Ord. 2921, amended, 01/05/2006 SECTION 3. 15.28.030 Definitions The following definitions govern the construction of this chapter: 1. "Jurisdiction," as used in the Oregon Fire Code, means the City of Ashland ("Ashland"). 2. "Department of Fire Prevention," as used in the Oregon Fire Code, means ".Wildfire and Community Risk Reduction Division" 3. "Fire Code Official," as used in the Oregon Fire Code, means the Division Chief of Fire a Life Sa€ety Fire Chief or designee. ORDINANCE BILL NO. 3218 Page 1 of 14 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 4. "Apparatus cost" means the standardized cost, including repairs and depreciation, for the use of Ashland Fire and Rescue ("AF&R") and public works apparatus or equipment, as set forth in adopted regulations of the State Fire Marshal or in City resolution, and the cost for the use of apparatus or equipment of another jurisdiction which may respond to an incident pursuant to statute or intergovernmental agreement. 5. "Direct costs" means those costs of supplies, apparatus and labor incurred by the City or another jurisdiction in responding to an incident and as may be set forth in adopted regulations of the State Fire Marshal or in City resolution. 6. "Direct fire or rescue services" means any service provided by employees of the City (1) to a person whose person or property is injured or threatened with injury; or (2) to a person whose property has injured or threatens to injure another person or another person's property, for which a charge is not otherwise imposed under this code. "Direct fire or rescue services" includes, but is not limited to, the suppression of fires, the rescue of persons or property, the provision of medical assistance, and containment and cleanup of hazardous materials. 7. "Indirect costs" means those costs that are set forth in adopted regulations of the State Fire Marshal or in City resolution, and which are the product of the state "average response availability rate" and the time spent responding to an incident, together with the state "average support services cost per incident," as defined by the State Fire Marshal. 8. "General costs" means direct or indirect costs that are not attributable to any particular person who received direct fire and rescue services. 9. "Gross negligence" means conduct with conscious indifference to or reckless disregard of the rights of others. 10. "Labor costs" means the compensation paid by the City to its employees, including but not limited to base pay, overtime pay and fringe benefits, during the time spent responding to an incident. 11.Occupancy Classification: Low -Risk Occupancy. An occupancy that has ahistory of low frequency of fires and minimal potential for loss of life or economic loss. Examples of low -risk occupancies could include storap_e, mercantile, and business. ORDINANCE BILL NO. 3218 Page 2 of 14 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 Moderate -Risk Occupancy. An occupancy that has a history of moderate frequency of fires or a moderate potential for loss of life or economic loss. Examples of moderate- risk occupancies could include ambulatory health care and industrial occupancies that do not maintain, store, use, or handle hazardous materials in excess of exempt amounts. High -Risk Occupancy. An occupancy that has a history of high frequency of fires, high potential for loss of life or economic loss, or that has a low or moderate history of fires or loss of life but the occupants have a high dependency on the built-in fire protection features or staff to assist in evacuation during a fire or other emergency. Examples of high -risk occpancies could include multiple -family dwellings, high-rise buildings, hotels, dormitories, lodging and rooming, assembly, child care, detention, educational, health care, and industrial. Critical Infrastructure. The assets, systems, and networks, whether physical or virtual, that are so vital to the community that their damage or destruction would have a debilitating effect. Examples of critical infrastructures could include water treatment plant, special structures, public safety buildings, and power plants. 1412.. "Railroad right-of-way" means a right-of-way used for rail transportation. 13. Scope. Establishes the organization and deployment of fire prevention resources for fire prevention inspection and code enforcement activities in existing occupancies, new construction and renovation inspections. 1314. "Transportation route" means a roadway or waterway against which no taxes or assessments for fire protection are levied by the City. (Ord. 3161 § 2, amended, 02/05/2018; Ord. 3081, amended, 04/02/2013) SECTION 4. 15.28.050 Fire Protection System Maintenance Fire protection systems service providers providing inspections, tests, and maintenance required by OFC 901.6, and the referenced standards shall be qualified and shall provide the inspections, tests, and maintenance in accordance with the referenced standards and section 108.3. Failure by a company or individual service provider to follow the referenced standards is a Class I violation. (Ord. 3161 § 3, amended, 02/05/2018; Ord. 3104, amended, 2014) ORDINANCE BILL NO. 3218 Page 3 of 14 1 2 3 4 5 6 7 H 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 SECTION 5. 15.28.060 Restricted Uses During Fire Season A. The City of Ashland will follow the Oregon Department of Forestry ("ODF") burn restrictions and regulations during fire season. Open flame and fire pits are prohibited at high fire index. Exemption: A seasonal permit for contractors can be obtained for use within the City of Ashland to allow for powered equipment use during fire season (i.e., landscape, construction, etc.). Working on or within one -eighth (1/8) of a mile of ODF-protected property requires an additional permit issued from ODF. B. The Fire Code Official or designees may issue a permit which allows a person to conduct a restricted activity as long as specified fire prevention measures are taken to reduce the potential for fire ignition. Contractors, such as those performing landscape or construction work, may obtain a seasonal permit for use within the City to allow for powered equipment used during fire season. Working on or within one -eighth (1/8) of a mile of ODF-protected property requires an additional permit issued by ODF. (Ord. 3161 § 4, amended, 02/05/2018; Ord. 3037, amended, .09/07/2010; Ord. 2944, amended, 11/06/2007; Ord. 2929, amended, 08/18/2006; Ord. 2925, amended, 04/18/2006; Ord. 2921, amended, 01/05/2006) SECTION 6.15.28.070 City of Ashland Modifications to the Oregon Fire Code 20I-9 2022 Edition Ashland Fire Prevention Code incorporates the Oregon Fire Code 2"9 2022 Edition except that the following referenced OFC sections are modified as set forth below: A. OFC Section 104.6.3 is modified by the addition of the following language: Fire Investigation Reports for fires that are under investigation will not be released until the investigation is complete. Exception: The Fire Chief may release incomplete Fire Investigation Reports if warranted. B. OFC Section 106.2 is modified by the addition of the following language: 1. Inspections outside of normal business hours: The Wildfire and Community Risk Reduction Division will make every attempt to conduct inspections during normal business hours (Monday thru Friday 8 am to 5 pm). If the applicant or business owner's agent requests an inspection outside of normal business hours, or if the Fire Code Official determines a permit inspection is required and there is no other alternative but to conduct the inspection outside of normal business ORDINANCE BILL NO. 3218 Page 4 of 14 0 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 hours, the Fire Code Official shall inform the applicant or business agent there will be an after- hours inspection fee of $150.00. The inspection will not be performed until the required fees have been paid. For additional information see City of Ashland Fee Schedule. 2. Re -Inspection Fees, each Fire & Life Safety inspection is provided with one additional re - inspection at no additional cost to the business. If a second re -inspection is required, a fee of the base inspection plus $100 shall be assessed. If a third re -inspection is required, a fee of the base inspection plus $200.00 shall be assessed. If a fourth re -inspection is required, a fee of the base plus $400.00 shall be assessed. For additional information see City of Ashland Fee Schedule. C. OFC Section 105.1.1 is modified by the addition of the following language: A schedule of permit and service fees not more than the actual or average cost of providing service shall be established by resolution of the City Council and periodically amended by Council resolution and kept at Ashland'Fire & Rescue and in the City Recorder's office. Required permits include, but may not be limited to, the following list: 1. Operational Permits: a. Fireworks, public display of b. Exhibits and trade shows c. Fumigation and thermal insecticidal fogging d. Liquid or gas -fueled vehicles or equipment in assembly buildings e. Pyrotechnic and special effects material f. Temporary membrane structures, tents and canopies over 400 square feet g. Activities involving open flames h. Haunted Houses i. Marijuana processing 2. Construction/Use Permits: ORDINANCE BILL NO. 3218 Page 5 of 14 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 a. Automatic fire -extinguishing systems b. Battery Systems c. Compressed gases d. Fire alarm and detection systems e. Fire Pumps f. Flammable and Combustible Liquid Storage g. Hazardous Materials h. Industrial Ovens i. LP -gas >125 gallons J. Private Fire Hydrants k. Spraying or dipping operations 1. Standpipe systems in. Fire Sprinkler Systems D. OFC Section 105.6.30, Open Burning, is modified by deleting the current language of this OFC provision entirely and adding the following language: See Ashland Municipal Code 10.30. E. OFC Section 503.4 is modified by the addition of the following language: 1. The Ashland Police Department shall have the authority to issue fire code citations for the following offenses on public and private properties: a. Obstruction of marked fire apparatus access roads and fire lanes (Ref. OFC 503.4; 503.2.1) b. Failure to maintain existing NO PARKING — FIRE LANE signs/markings (Ref. OFC 503.3; D103.6) c. Obstruction of fire hydrants and fire protection equipment (Ref. OFC 507.5.4; ORS 811.550 (16)) ORDINANCE BILL NO. 3218 Page 6 of 14 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 d. The Ashland Police Department may cite the registered owner of the vehicle if the vehicle is found to be standing in violation or tow the vehicle if in the opinion of the officer the parked vehicle is creating a hazard to the community. F. Section 506.1. Add the following sentence: The key box shall be installed and maintained in accordance with the manufacturer's instructions, and shall contain keys to gain necessary access as required by the Fire Code Official. G. OFC Section 507.5.1. Delete and replace with the following: Where required. Where a portion of the facility or building hereafter constructed or moved into or within the jurisdiction is more than 300 feet from a hydrant on a fire apparatus access road, as measured by an approved route around the exterior of the facility or building, on -site fire hydrants and mains shall be provided where required by the Fire Code Official. Exceptions: 1. For Group R-3 and Group U occupancies, the distance requirement shall be 300 feet. 2. For buildings equipped throughout with an approved automatic sprinkler system installed in accordance with Section 903.3.1.1, 903.3.1.2, or 903.3.1.3, the distance requirement shall be 600 feet (183 m). H. OFC Section 307 is modified by deleting the current language of this OFC provision entirely and adding the following language: Refer to AMC 10.30. I. OFC Section 901.6, Records, is modified by deleting the current language of this OFC provision entirely and adding the following language: Records of all system inspections, tests, and maintenance required by the referenced standards shall be maintained on the premises for a minimum of three years and service contractors shall send reports of tests to the City of Ashland Fire & Life Safety Division within 30 days of performing the inspection and test. The manner in which contractors shall submit ITM reports to Ashland Fire & Rescue shall be specified by the Fire Code Official. J. OFC Section 904.1.1 is modified by the addition of the following language: Fire protection system service providers providing inspections, tests, and maintenance required by OFC 901.6 and the referenced standards shall be qualified and shall provide the inspections, ORDINANCE BILL NO. 3218 Page 7 of 14 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 tests and maintenance in accordance with the referenced standards. Where the manufacturer requires only manufacturer certified technicians to conduct inspection, testing and maintenance service on their engineered fire protection systems, uncertified technicians shall not service the system. Prior to conducting service in the City of Ashland the technicians shall provide a current manufacturer certification in a manner specified by the Fire Code Official. K. OFC Section 5601.1.3 is modified by the addition of the following language: Notwithstanding ORS 480.110 through ORS 480.165 and OAR 837-012-0600 through OAR 837-012-0675, the sale of retail fireworks as defined in OAR 837-012-0610 is prohibited within the City of Ashland. 1. The sale and/or use of retail fireworks as defined in OAR 837-012-0610 is prohibited at all times; 2. The sale and/or use of sparklers as defined in ORS 480.110 is prohibited at all times; 3. The storage of retail fireworks within the City of Ashland is prohibited at all times; and 4. The advertising of retail fireworks or sparklers is prohibited within the City of Ashland in accordance with ORS 480.152 and OAR 837-012-0665. 5. As a limited exception from the prohibitions in provisions 1 through 4 above, the use of fireworks for public display is allowed in conformance with NFPA 1123 Code for Fireworks Display, current edition, with a valid Ashland Fire & Rescue Fireworks Permit. L. OFC Section 5601, Storage of Explosives —Prohibited, is modified by the addition of the following language: The scope referred to in Chapter 5601 of the Oregon Fire Code which references the Oregon Revised Statutes and Oregon Administrative Rules related to explosives is amended as follows. The sale, manufacture, possession, transfer and storage of explosives as defined by ORS 480.200(3) are prohibited in all areas within the City of Ashland except as specifically permitted in writing by the Fire Code Official. M. OFC Section 5704, Above -Ground Storage of Flammable or Combustible Liquids, is modified by the addition of the following language: The limits referred to in Section 5704.2.9.6.1 of the Oregon Fire Code in which the storage of flammable or combustible Class I and II liquids in above -ground tanks outside of buildings is ORDINANCE BILL NO. 3218 Page 8 of 14 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 restricted are established as follows: All City of Ashland residential and historical district areas as defined in the Comprehensive Plan. All installation and removal of above ground storage unit requires an operational permit from Ashland Fire & Rescue. New above -ground bulk storage plants for flammable or combustible liquids are prohibited within this jurisdiction. N. The City of Ashland is prohibiting section 5707 On -Demand Mobile Fueling Operations within the City Limits. O.OFC Section 6104, Storage of Liquefied Petroleum Gases — Restricted: The limits referred to in Section 6104.2 of the Oregon Fire Code, in which storage of liquefied petroleum gas is restricted, are established as follows: All City of Ashland residential and historical district areas as defined in the Comprehensive Plan are limited to the aggregate capacity of any one installation shall not exceed a water capacity of 500 gallons. Exception: In particular installations, this capacity limit shall be determined by the Fire Code Official, after consideration of special features such as topographical conditions, nature of occupancy, and proximity to buildings, capacity of proposed containers, degree of fire protection to be provided and capabilities of the City of Ashland Fire & Rescue Department. P.OFC Appendix Al01.11 is modified by the addition of the following language: A decision by the Ashland Fire Code Official may be appealed to a Board of Appeals establishes pursuant to Oregon Fire Code Section 108 of the Oregon Fire Code. An appellant aggrieved by the decision of the Board of Appeals may appeal to the Oregon State Fire Marshal as provided it ORS 479.180 if the subject of the appeal concerns a matter governed exclusively by the Oregon Fire Code and the appeal is filed within 10 days of the Board's final order. If an appeal from the decision of the Board of Appeals, however, concerns a matter reserved by this Ashland Fire Prevention Code (Ashland Municipal Code Chapter 15.28) for local decision -making, such an appeal must be submitted in writing to the Ashland City Council within 10 days of the Board's final order. A decision by the City Council shall be the final decision of the City and may not be appealed to the State Fire Marshal. Q. OFC Appendix D105.1, Aerial Fire Apparatus Access Roads, is modified by deleting the current language of this OFC provision entirely and adding the following language: Where required. (Buildings or portions of buildings or facilities exceeding 24 feet in height above the lowest level of fire department vehicle access shall be provided with approved fire apparatus access roads capable of accommodating fire department aerial apparatus.) Where the ORDINANCE BILL NO. 3218 Page 9 of 14 I 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 vertical distance between the grade plane and the highest roof surface exceeds 24 feet approved aerial fire access roads shall be provided. For the purposes of this section, the highest roof surface shall be determined by measurement to the eave of a pitched roof, the intersection of the roof to the exterior wall, or the top of parapet walls, whichever is greater. Overhead utility and power lines shall not be located within the aerial fire apparatus access roadway or between the aerial fire access road and the building. R. OFC Appendix D105.2 is modified by deleting the current language of this OFC provision entirely and adding the following language: Width. Fire apparatus access roads shall have a minimum unobstructed width of 26 feet in the immediate vicinity of any building or portion of building more than 24 feet in height. (Ord. 3161 § 5, amended, 02/05/2018; Ord. 3104, amended, 2014; Ord. 3059, amended, 04/17/2012; Ord. 3037, amended, 09/07/2010; Ord. 3006, amended, 03/02/2010; Ord. 2944, amended, 11/06/2007; Ord. 2932, amended, 10/18/2006; Ord. 2929, amended, 08/18/2006; Ord. 2925, amended, 04/18/2006; Ord. 2921, amended, 01/05/2006; Ord. 2876; amended, 09/04/2001; Ord. 2871, amended, 08/07/2001) S. Mobile and Temporary Cooking Operations The City of Ashland will follow nationally referenced standards of inspection and maintenance provided by the National Fire Protection Agency (NFPA 1 National Fire Code section 50.7) for Mobile and Temporary Cooking Operations. SECTION 7.15.28.090 New Materials, Processes or Occupancies — Permits Required The Building Official, the Fire Chief and the Fire Marshal shall act as a committee to determine and specify, after giving affected persons an opportunity to be heard, any new materials, processes or occupancies for which permits are required in addition to those now enumerated in the Oregon Fire Code. The Building Official, in accordance with Section 104.9 of the Oregon Structural Specialty Code, shall record and enter in the files of the Building Department any action granting approval of new or alternate materials. (Ord. 3161 § 6, amended, 02/05/2018; Ord. 2929, amended, 08/18/2006; Ord. 2925, amended, 04/18/2006; Ord. 2921, amended, 01/05/2006) SECTION 8. 15.28.100 Penalties A. Any person violating or causing violation of any of the provisions of this chapter has committed a Class I violation and, upon conviction thereof, is punishable as prescribed in AMC ORDINANCE BILL NO. 3218 Page 10 of 14 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 1.08.020. Such person, firm or corporation is guilty of a separate violation for each and every day during which any violation of this chapter is committed or continued by such person, firm or corporation. This violation can be retroactively applied to the first day the occupant or owner was made aware of the violation by the Fire Code Official. B. For any violations of this chapter deemed to be life -threatening, a citation can be issued for each and every occurrence, including multiple occurrences in one (1) day. Life -threatening hazards include but are not limited to overcrowding, locking or obstructing doors designated to remain unlocked, and shutting off or removing designated fire protection equipment. C. The application of the above penalty shall not be held to prevent the enforced removal of prohibited conditions. (Ord. 3161 § 7, amended, 02/05/2018; Ord. 3059, amended, 04/17/2012; Ord. 2929, amended, 08/18/2006; Ord. 2925, amended, 04/18/2006; Ord. 2921, amended, 01/05/2006) SECTION 9. 15.28.110 Severability Should any section, paragraph, sentence or word of this ordinance or of the Code hereby adopted be declared for any reason to be invalid, it is the intent of the City of Ashland that it would have passed all other portions of this ordinance independent of the elimination here from of any such portion as may be declared invalid. (Ord. 2929, amended, 08/18/2006; Ord. 2925, amended, 04/18/2006; Ord. 2921, amended, 01/05/2006) SECTION 10. 15.28.130 Firefighting Outside City - Authorized In accord with ORS 476.290, the Fire Chief or representative is authorized to extinguish uncontrolled fires that are found to be burning in unprotected areas situated outside the boundaries of the City and that are causing or may cause an undue jeopardy to life or property if, in the opinion of the Fire Chief or representative, such fire is causing or may cause an undue jeopardy to life or property. (Ord. 2929, amended, 08/18/2006; Ord. 2925, amended, 04/18/2006; Ord. 2921, amended, 01/05/2006; Ord. 1698 § 1, amended, 1971) SECTION 11. Firefighting Outside City — Resources In extinguishing a fire pursuant to Section 15.28.120, the Fire Chief or representative may employ the same means and resources used by them to extinguish similar fires within the City. (Ord. 2929, amended, 08/18/2006; Ord. 2925, amended, 04/18/2006; Ord. 2921, amended, 01/05/2006) ORDINANCE BILL NO. 3218 Page 11 of 14 1 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 SECTION 12. 15.28.150 Plan Review/Permits — Fees For application in this City, Oregon Fire Code plan review fees shall be established by resolution of the City council. (Ord. 2929, amended, 08/18/2006; Ord. 2921, amended, 01/05/2006; Ord. 2906, added, 04/06/2004) SECTION 13. 15.28.160 Inspection / Fees The schedule for fire code compliance inspections shall be established by resolution of the City Council. (Ord. 3161 § 8, amended, 02/05/2018; Ord. 2929, amended, 08/18/2006; Ord. 2921, amended, 01/05/2006; Ord. 2906, added, 04/06/2004) SECTION 14.15.28.170 Cost Recovery Fees A. Fire and Rescue Service Charges Imposed. 1. Any person receiving direct fire and rescue services from AF&R as a result of a motor vehicle collision, a hazardous materials incident, a victim rescue or an occurrence on a railroad right-of-way or transportation route that requires AF&R service, shall be liable to the City for the direct and indirect costs incurred by the City in responding to the incident. 2. Whenever a fire is extinguished or attempted to be extinguished by AF&R outside the City of Ashland, the owner of the property involved in such fire shall be liable to the City for the direct and indirect costs of fire and rescue services incurred by the City in responding to the incident. 3. When more than one person receives direct fire and rescue services from AF&R in a single incident, the general costs incurred may be apportioned pro rata among the recipients of the services not otherwise exempt from payment or among the parties involved in the incident, or through any other apportionment which reasonably allocates the costs of the benefits received. B. Exemptions from Charges. 1. Except as provided in this section, a person liable for a charge imposed under Section 15.28.170 shall be excused from paying the charge if the person presents satisfactory proof to the City that, at the time of the incident giving rise to the charge, the person was a resident of the City, owned real property within the City, or was the holder of a valid license from the City issued under Chapter 6.04. ORDINANCE BILL NO. 3218 Page 12 of 14 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 2. The exemptions of this section do not apply to: a. Drivers of vehicles under the influence of alcohol or drugs; b. Persons who commit acts of gross negligence or are otherwise in violation of local law or state statute; c. Persons causing incidents that require hazardous materials clean-up; or d. Fire extinguishment efforts by AF&R on property outside the City of Ashland. C. Interest on Charge. Any charge imposed under this section shall be due to the City upon demand or billing by the City. Any person who fails to pay such charge within ninety (90) days of receipt of a bill from the City shall also pay interest on the charge from the date of the billing at the rate of 12 percent (12%) per year•, interest for a fraction of a year shall be prorated. D. Use of Payments Received. Fire and rescue service charges collected by the City shall be deposited in accounts designated for such payments. Funds in such accounts shall be expended only for operational costs of the fire department, police department, or the public works department, to reimburse the City for costs of administering and collecting charges for fire and rescue services. E. Failure to Pay Charge — Violation. 1. Any person who fails to pay a fire and rescue service charge within ninety (90) days of receipt of a bill from the City, or within such additional time as may be allowed by a written extension of time by the Fire Chief, is in violation of this code. The issuance and enforcement of a citation for this violation is governed by the provisions of AMC Chapters 1 and 15, and any other remedy provided by municipal or state law. 2. It shall be a defense in any proceeding that: a. The person did not receive fire or rescue services; b. The person is exempt from the payment of the charge; or c. The charges were improperly computed and billed. 3. Failure to pay a fire and rescue service charge when due shall also subject the obligee to the general penalties for violation of City ordinances and any other remedy provided by municipal or State law. ORDINANCE BILL NO. 3218 Page 13 of 14 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 F. Appeal Procedures. A person AF&R determines to be liable for fire and rescue services charges may appeal AF&R's determination as provided in AMC 2.30.020 [Administrative Appeals Process]. A person whose application for a permit for exemption from fire restrictions is denied by the Fire Code Official or who objects to fire inspection fees or fees imposed by the Fire Code Official for noncompliance with regulations in AMC Chapter 15.28 or the Oregon Fire Code may appeal the decision as provided in AMC 2.30.020, which appeal shall be decided in compliance with Appendix A of the Oregon Fire Code. (Ord. 3 08 1, amended, 04/02/2013) The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2023, and duly PASSED and ADOPTED this day of 52023. Melissa Huhtala, City Recorder SIGNED and APPROVED this Reviewed as to form: Doug McGeary, City Attorney day of 12023. Tonya Graham, Mayor ORDINANCE BILL NO. 3218 Page 14 of 14 00 Council Business Meeting April 4, 2023 Agenda Item Additional 2023-2025 Biennium Citizens' Budget Committee Calendar Meeting From Sabrina Cotta Deputy City Manager & Acting Finance Director Contact Sabrina.cotta(a)ashland.or.us ; 541-552-2106 Item Type Requested by Council ® Update ❑ Request for Direction ❑ Presentation ❑ SUMMARY Mayor Graham and Councilor Dahle request that Council add a meeting of the Budget Committee the week prior to the current start date to help members get to know each other better and understand one another's values and intentions in the budget process. This session will be shorter than a regular meeting - one and a half hours maximum and will culminate in the election of the Chair of the Citizen's Budget Committee for the 2023 budget process. Electing the Chair and Vice Chair ahead of the first actual meeting of the committee allows that person to prepare for the role and be ready to facilitate the process immediately the following week. Mayor Graham and Councilor Dahle believe the values exercise will be very beneficial to the budget committee process. The Mayor and Councilor will develop the agenda and Mayor Graham will facilitate the gathering through the selection of the Chair. The staff's role will be to take minutes for the one decision on the agenda that day. The best time for the majority of Budget Committee members for this meeting is 3:30 - 5:00 pm on Friday, April 21, so that is the date and time proposed for this additional gathering. POLICES. PLANS & GOALS SUPPORTED To ensure on -going fiscal ability to provide desired and required services at an acceptable level. PREVIOUS COUNCIL ACTION Each Biennium, Council must adopt a balanced budget in which funding sources equal or exceed uses. BACKGROUND & ADDITIONAL INFORMATION The Citizens' Budget Committee will hold meetings to review department missions, workloads, resources, and projected funding needs, primarily focused on General Fund operations. On January 31, 2023, the City Council adopted the following calendar for Budget Committee meetings: Page 1 of 2 Citizens' Budget Committee Enterprise/Other Funds 1. April 27t' - 3:00pm-5:00pm; Enterprise/Other Funds Overview General Fund 2. May 4t'' - 3:00pm-5:00pm; Administration and Finance 3. May llt'' - 3:00pm-5:00pm; Innovation & Technology and Public Safety 4. May 18th - 3:00pm-5:00pm; Parks & Recreation, Community Development and Public Works 5. May 25th - 3:00pm-5:00pm; Final Questions/Answers & Deliberations if Needed The Budget Committee is scheduled for its meetings in the City Council Chambers. City Council Budget Adoption 1. May 23rd - Notice deadline for budget ordinances 2. June 61n - City Council Business Meeting, regular 6:00pm-9:30pm meeting time First reading, adoption of budget and necessary tax ordinances/resolutions 3. June 20 - City Council Business Meeting, regular 6:00pm-9:30pm meeting time Second reading, final adoption of budget and necessary tax ordinances/resolutions FISCAL IMPACTS None STAFF RECOMMENDATIONS N/A ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to amend the budget calendar for the BN2023-2025 Budget process by adding a Citizens' Budget Committee meeting for April 21, 2023. REFERENCES & ATTACHMENTS N/A Page 2 of 2 A Or-1 J ons kcid Castle Bouldgrs, Access Pdint Many children in Jackson County do not have permanent housing. Do we want to tell kids with unstable housing that Ashland is not for them? This is not the answer. Affordable housing solutions help ALL Ashland kids. ra N*Iite Rabbit zradhead ?[-,bi.I ,-/( Y,, L-QxI sy lvpsie-e- yh 6--4 This is what 1000 feet from parks, schools, and libraries looks like. ;..r 4 , ♦...1••••••� ASf rshlond Hills�Hotel F et and C4nventic .r 1. nolt If Coufse®_ S + '•h 4 We1SiNe' Farni.iy .iner; QF Q�.1! � i G.. T G/�nn� � 1 uLi.i�,�w�•i JAC ' NCOUNTY HOMELESS TASK FORCE PP WORKGROUP OF THE HUD OR-502 CONTINUUM OF CARE .. Email: jchtf97501(d email corn Facebook: httns://www.facebook com/JacksonCountyHTF Homeless Task Force Minutes: December 20, 2022 6. Questions/Discussion - Heather Hassett stated that she would like to find out how the coordinated entry list is working in our community, that there are currently over 500 people on the Kelly Shelter wait list. She would like to know if and how other agencies are pulling people off the Coordinated Entry list to fill beds and how that is working for them. Rogue Retreat may be interested in doing away with the "waiting list" system they are currently using and move towards utilizing the Coordinated Entry list as a way to work the way HUD intends for communities to. Are SPDAT's being updated every six months by other agencies? ,) �( 'j�� In SYSietr, tv InJ�V CK,iul (dat�iti�tcc�:.1 ttt,5 ie i�� OHRA mission: Moving people from crisis to stability - Ashland News - Independent, Nonprofit, Community News The Options for Helping Residents of Ashland Resource Center at 2350 Ashland St. OHRA photo A new approach Started in 2012 by volunteers concerned about homelessness in Ashland, OHRA began with a laundry -shower trailer, then a small resource center with a staff of one, and finally the management of the Ashland Winter Shelter, which for many years rotated from one church to another over the course of the winter. In 2021, all of this changed when the Oregon Community Foundation awarded OHRA the first Project Turnkey capital grant of $4.2 million in state funds, promising to address the depth and breadth of homelessness in the community. With these funds, OHRA purchased an underutilized Ashland motel and transformed it into The OHRA Center: a year-round low -barrier shelter with 52 rooms for guests; a resource center with a professional staff of six to assist anyone seeking help with rent, jobs, utilities, benefits and more; and a permanent home for the shower trailer. "We were blown out of the water in the best way," Sinclair says, "going from 5 mph to 50 in a few short months, from a staff of five to 36, from managing a budget of $225,000 to $2.6 million." What sets OHRA apart from the 19 new shelters started statewide with Turnkey funds is the open door policy of its resource center. The center serves not only shelter guests. Others helped include people who are not housed at the shelter but simply show up and folks who have housing but are at risk of losing it. Staffed by six case workers aptly named "navigators," the center's services are many: from preventing eviction, getting a job, accessing health care to securing an ID, picking up mail, SNAP food benefits, and much more. The starting place is not what staff believe is in the best interest of the client, but the needs the client identifies. "We don't get out in front of them, we work alongside of them," Sinclair stresses. The importance of "navigators" exploded in the first year of COVID-19 when many public facilities and support systems across the valley closed down, removing lifelines those experiencing homelessness relied upon. This extended from public bathrooms and transportation to accessing official records. "We'd have 80 or 90 people a day showing up in our small office next to Safeway, desperate for help," says Sinclair. OHRA's catchment area has also grown. It is now an access point for the Jackson County Continuum of Care (ACCESS), which means that OHRA may shelter people in crisis from elsewhere in the county, based on their score on a common intake tool. OHRA can also refer its guests to service providers countywide through relationships and referrals. A half century in the making We tend to think of homelessness as a 21s' century phenomenon, but the roots of "modern" homelessness in America stretch back half a century. In the 1970s, when government policy closed inpatient mental health facilities nationwide, patients with severe and persistent mental illness were left without care or housing, often ending up on the streets. In the 1980s, when the federal government cut its annual housing budget, the largest source of affordable housing, by three-quarters — from $80 billion to $20 billion a year — new construction halted and the public housing infrastructure crumbled. Homelessness skyrocketed. In the 1990s, when homelessness spilled to urban sidewalks and parks, making the invisible visible, a patchwork of emergency shelters, clinics and street outreach programs emerged, as unprepared to meet the crisis then as they are now. The Oregon equation Oregon has the second highest percentage of unhoused in the nation, with 14,655 people experiencing homelessness on any given day (U.S. Department of Housing and Urban Development, 2021.) It also has the highest rate of unsheltered families with children, numbering 23,765 public school students in 2018-2019 (U.S. Department of Education). The challenges of an inadequate housing supply and rising rents that leave tens of thousands of children and families at risk of becoming homeless (the cost of living in Oregon is the fifth highest in the country) is a national story. So, too, is the persistence of a smaller population of chronically homeless people in need of intensive social services. Still, statistics in Oregon are staggering. Oregon ranks worst in the nation for prevalence of mental illness, according to a new study by Mental Health America, and at the bottom for mental health spending. It ranks third in the nation for mental illness among youth and has consistently claimed the top spot for addiction rates (U.S. Department of Health and Human Services, 2021.) In 2020, the homeless represented 3% of the state population while representing 52% of arrests (World Population Review), an expensive solution when the arrest leads to jail. Rai Rogue Ridge Apartments (est. 2022) is 28-unit Permanent Supportive Housing program providing affordable housing to local citizens who are low-income and without housing. ColumbiaCare is a non-profit, behavioral health organization who offers the combination of safe and stable affordable housing, along with services that help promote resident success, and will prioritize individuals who will benefit from this combination of housing and speciaUzed support. General staffing includes an on -site Resident Manager available to provide access to housing support; and a Supportive Housing Associate and Certified Recovery Mentor (Peer) providing 7-day a week presence and services such as skills training, tenancy assistance, housing stabilization, and community navigation. The program is supervised by a full-time Supportive Housing Supervisor, and ColumbiaCare's Property Management team offers tenancy support around move in/out, rent collection, and maintenance and repairs. Rogue Ridge is a true community resource, with referrals coming through the Jackson County Coordinated Entry System. Jackson County citizens who meet criteria will have access to this housing based on need. A portion of the units will be designated for Jackson Care Connect and ALLCare members. Rogue Ridge is a beautiful, three-story complex complete with elevator and ADA-accessible units. There is a community/activity room for residents to participate in supportive services, community and skills -building activities, engage in structured learning, and find social connection. There are multiple community spaces for residents to enjoy, including a sky bridge which connects the buildings and offers beautiful views of the mountains. The grounds include outdoor seating areas and a bike room for storing personal transportation. The building was designed to ensure congruity with the surrounding buildings in the area and fits beautifully into the community. We are proud to share that the project was developed according to Earth Advantage Certification to ensureeco-friendly "green" standards. I fill, 7 r= 1 S.t of%' 1 I Fr February 4, 2023 Support Ashland.news (/donations (https://ashland.news) Sponsor Ashtand.news (/sponsorsh ip-guide lines/) Go to > Home (https://ashiand.news[) . News (https://ashland.news/news/) . City Government (https://ashland.news/news/city-government/) = Ashland seeking new location for extreme weather shelter for use due to cold, heat or smoke Ashland seeking new location for extreme weather shelter for use due to cold, heat or smoke $1M state grant could pay for finding a place, but no ongoing source for operating costs has been identified By Stephen Floyd, Ashland.news The Ashland City Council has directed staff to identify a location for a new emergency shelter to house people in need during severe weather or similar disasters. The city is working with a $1 million state grant to purchase or lease property that could be used during extreme heat, cold or smoke conditions, as well as during sudden emergencies such as wildfires. City Manager Joe Lessard said the city has already identified around 15 properties that could be suitable, and at its meeting Tuesday, Jan. 17, the council directed staff to examine options in-depth and return with a recommendation. Lessard said a property would ideally be selected within 30 to 60 days with the intent to open a new shelter by next winter, and his office is exploring multiple possibilities from leasing an existing building to purchasing a plot and building to suit. "The churches have always been very gracious," said Reid, "and I'm sure they would actually continue to be very gracious, but essentially the outcome of the stakeholder feedback was the city needs to do more. The churches are overburdened at this time, and it's just harder for them to provide the level of volunteerism — including the buildings — for these purposes." Lessard said staff have looked at properties the city currently owns, properties that are for sale, and properties that would be suitable for a shelter but are not on the market. He said one goal is to identify a property that would "mature over time" and be suitable for services beyond severe weather sheltering, such as the storage and distribution of emergency supplies and shelter for residents during a disaster. "What we're really talking about is a health and public safety issue in terms of having shelter in any emergency," he said. Seeking a long-term solution �orge�i�� u expulsion expulsion Punishing someone by sending them somewhere else Evicting and forcing to leave expulsion noun [C or U] (MAKE LEAVE) (the act of) forcing someone, or being forced, to leave WORDS RELATED TO EXPULSION banishment, discharge, displacement, ejection, eviction, exclusion, ouster, purge, removal, suspension, boot, bounce, debarment, deportment, dislodgment, dismissal, dispossession, exile, expatriation, extrusion I.h ! 1� Notice of Expulsion Warning of Consequences No person shall knowingly enter or remain in any park at any time in violation of a park expulsion order as issued and served upon the person in accordance to AMC 10.68.350. Entering a park in violation of an expulsion order constitutes Criminal Trespass in the Second Degree (ORS 164.245), which is a class C misdemeanor. Appeal Process The person receiving this notice may appeal within 10 days in accordance with AMC 2.30 to have written notice rescinded or the period shortened. The appeal notice shall specify the relief sought and the reason for said relief. The written appeal should be delivered to: City Recorder, 20 East Main Street, Ashland, Oregon, 97520. The Hearing Officer shall uphold the expulsion if, upon de novo review, the preponderance of the evidence convinces the Hearing Officer that, more likely than not, the person in fact committed the crime or violation, and that the expulsion is _zthetwise in accordance with law. If an appeal of the expulsion is timely filed under AMC 2.30, the effectiveness of the expulsion shall be stayed, pending the outcome of the appeal. If the expulsion is affirmed, the expulsion shall be effective immediately upon issuance of the written decision and then shall commence and run for the specified number of days tharaafter Expulsion Periods Any peace officer, or park official or city code compliance officer may expel any person who violates any applicable provision of law in a city park from any or all city parks for a period of 30 days for any violation or for a period not to exceed the maximum jail period for any particular criminal offenses. If the person to be expelled from any park has been expelled from a city park on two or more occasions within two years before the date of the present expulsion for criminal offenses, the expulsion shall be for a period not to exceed 180 days. CITYwill OF ASHLAND POLICE DEPT. Tel 541482.5211 -ASH LAND 1155E Mam SL Fax: 541488 5351 Ashland, OR 97520 TTY: 800-735-2900 all Lt 5 LA 4.." l Notice of Expulsion (Case Number) The following person: q0454 6 . CPC[ (Last, First Middle) (Dale(0ale o (10 # I Slate) (Sex) (Race) (Height) (Weght) (Hair) (Eyes) Has been expelled from the following Ashland Park(s): ❑ Lithia Park, including the Calle Guanajuato extension area ❑ Skate Park _ ,/ Other(s) az,(. mad The issuer issuer is alleging that the person violated: ❑ Park Rules -Parks Commission Authority (AMC 10.68.030) ❑ Open Container of Alcohol (AMC 10-40.040) ❑ Liquor Prohibited (AMC 10.68.090) ❑ Using Marijuana in Public (ORS 4756.381) ❑ MIP Marijuana (ORS 475B.316) ❑ Camping Prohibited (AMC 10.46.020) ❑ Dog License Required (AMC 9.16.015) ❑ Dog Control Required (AMC 9.16.010) ❑ Skateboarding Equipment Violation (AMC 11.54.030) 0 Other(s) 090 (Dale and Location of Violation) The person is expelled from above listed parks between: unlll 11:59pm on 47J (Dale of issuance) (Dale of expiration) Issued by: (idle and name of issuer who is a peace officer. park official, or city code compliance officer) (Signature of issuer) See reverse for warning of consequences and appeal process CITY Of ASHLAND POLICE DEPT. Tel: 541482-5211 I SA S H L A N D 1155 E. Main St. Fax: 541488-5351 Ashland OR 97520 TTY.800-735-2900 10.68.080Posting Notices rohibited A. No one shall erect on any pole or post or attach any notice, bill, poster, sign, wire, rod or cord to any tree, shrub, fence railing, fountain, wall, post, structure or other device of any kind whatever, on any of the bases, statues, bridges, or monuments in any park without permission of the Park Commission. B . Any person who violates any provision of this Chapter is subject to Section 1.0 8 . 0 > 0 of the Ashland Municipal Code. Any violation of this section is a Class IV violation. (Ord. 3137, amended, 2017 : Ord. 3026. amended, 0 8/03 /2010) Sections: Chapter 10.46 PROHIBITED CAMPING Q 0 10.46.010 Definitions 10.46.020 Camping Prohibited 10.46.030 Sleeping on Benches 10.46.040 Removal of Campsite 10.46.050 Mitigation of Penalties 10.46.060 Application outside city 1116,111 • k Definitions�� O A. 'To camp" means to setup or to remain in or at a campsite. B. "Campsite" means any place where bedding, sleeping bag, or other material used for bedding purposes, or any stove, fire, or cooking apparatus, other than in a designated picnic area, is placed, established, or maintained, so as to exclude the use of Public property by the general public, whether or not such place incorporates the use of any tent, lean-to, shack, or any other structure, or any vehicle or part thereof. (Ord. 3063, amended, 06/05/2012) ASHLAND MUNICIPAL CODE 10.46.020 Camping Prohibited: A. No person shall camp in or upon any sidewalk, street, alley, lane, public right-of-way, park, or any otl- publicly owned property or under any bridge or viaduct, unless otherwise specifically authorized by this by the owner of the property, or by emergency declaration under AMC 2.62.030. B. Any person who violates any provision of this Chapter is subject to Section 1.08.020 of the Ashland Mu Code. Any violation of this section is a Class IV Violation. (Ord. 3137, amended, 2017; Ord. 3026, am 08/03/2010; Ord. 2972, amended, 11/04/2008) ASHLAND MUNICIPAL CODE 10.46.040 Removal of Campsite: A. Prior to removing the campsite, the City shall post a notice, 72-hours in advance. All posted notices s in English and Spanish. A City enforcement officer shall not issue a citation for violation of Chapter 10.4 citation would be issued within 200 feet of the notice (identified above) and within two hours before c the notice was posted. B. At the time that a 72-hour notice is posted, the City shall inform a local agency that delivers social s to homeless individuals where the notice has been posted. C. The local agency may arrange for outreach workers to visit the campsite where a notice has been po assess the need for social service assistance in arranging shelter and other assistance. D. All personal property shall be given to the police department whether 72-hour notice is required or r property. -shall- be stored for a minimum of 60 days during which it will be reasonably available to any inc claiming ownership. Any personal property that re:rnains unclaimed for 60 days may be disposed of cor with state law and AMC 2.44 for disposition of found, lost, unclaimed or abandoned property, as applica F BRUARY 2023 SundayZ7 Monday Tuesday Wednesday Thursday Friday Saturday 2 3 4 3-2 kr i-A6a-, nct(it 8 9 10 11 :T2 kc- 110 C -2 0 12 13 14 15 16 17 18 2 kc fw� Ct t me ev\c, cx e� Valentine's Day M2 j - 19 2 21 22 23 24 25 OIA W E.fv%e Presldents'Day W, C h Wednesday A 26 27 28 eiA CN/ Skit l i� .............. vv JANUARY 2023 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 New Year's Day .� 8 9 10 15 16 17 Martin Luther King Jr. Day jj 22 23 24 Lunar New Year 29 30 31 q2 k(- r)*t 51ley � 11 12 13 14 i i 1 18 19 20 • I 21 25 26 27 28 rL��lCi 1 t� I I i k.� MARCH 2023 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 2 3 4 42. hir no-tiCC (�Zl�1neL't LG ��'ti' t�v�e�C vu 7 8 9 10 11 TZ h( notice C Inod c�S�d�Cc - �: ��"� t,ve CC ' G e C Yv\v\.r— j' ltJ Moil he -A cv 12 13 Nra�c y �►ww�' 14 15 • 16 17 18 R w� Daylight }aWng7une �l�,.ltz. v.��Z. -J�tV\W lE St Pahldes Day 19 20 21 22 23 24 25 t t k �L ntt t F aDayofSprwV Beg,ru wig0( 1 `-1�4IN / 1 Ramadan [1 wit _< 5 ) I n I 28 29 30 31 I1c not,"((_ HOUSING CALLING ALL HOUSING AND SOCIAL COUNCIL � oFOAecoN SERVICE PROVIDERS! � EXHIBITORS NEEDED FOR THE HOUSING HELP FAIR APRIL 1% 2023 9:00 AM - 5:00 PM MEDFORD PUBLIC LIBARAY 205 S CENTRAL AVE, MEDFORD, OR 97501 Join the Fair Housing Council of Oregon and our community partners at the first annual Housing Help Fair at the Medford Public Library in celebration of Fair Housing Month! The goal for this event is to bring together local social service providers, especially those who provide housing navigation and rentaVutility assistance, to educate the community about resources available in the region. Registration deadline March 20, 2023 at 4:00 PM. Who should register? Organizations and agencies who provide... Housing Services/Education >,. Rental/Utility Subsidies Health and Wellness Education Resources for Individuals and Families with Low Incomes *Spanish Interpretation Available for Morning and Lunch Presentations* Flow of the day: 9:00 AM -10:00 AM Set up 10:00 AM -10:45 AM Welcome and Direct Guests to Tabling 10:45 AM-11:45AM Morning Presentation, Tenant Rights or Rental Readiness (TBA) 11:45 PM - 3:00 PM Lunch Service Available 12:45 PM - 2:00 PM Lunch Presentation, Housing Authority of Jackson County, Housing Choice Vouchers 2:00 PM - 4:00 PM Tabling Continued and 20 Minute Housing Help Tables 4:00 PM - 5:00 PM Clean Up Contact: Jamie Gatewood jgatewood@fhco.org 503-223-8197 Ext 121 ........... .............► !,: 9,,. Acid Castle Bould:rs It Access Pdint9 IF YOU CAN'T CAMP WITHIN 1000 FT OF A LIBRARY, SCHOOL, OR PARK... N, on's rdU1115 radius iwo iff] r ra ra•iL ad, Ashland Creek Trailhead .................................................................. YOU CAN'T CAMP IN ASHLAND* Rw- SUPPORT HOUSELESS FOLKS' RIGHT TO SLEEP! ASl` land H111SIHotel and Cgnventi( �Aoltf cou(seq weiSinger Family QF I wish I could take full credit for what I am saying here, but in fact most of these words come from a friend who asked me to talk to you. Many folks who would love to live in Ashland, and spend money in Ashland .... Can Not. Everyone here knows why that is. Ashland does not have affordable housing, so people are living in tents like refugees. Which they are, in our town. The Governor of Oregon has declared her first priority is affordable housing. The people living in tents all around town, sometimes here in front of where we are now.... ...These are the people who are protesting to try to bring this to our attention. Affordable housing is what we actually need. That is what this Council and Administration should be putting in front of the voters and asking us to support. The 73% of the Food & Beverage tax that PARKS is in a hurry to get and dreams of spending on land acquisition and on Capital Improvement Projects (CIP) , should go toward something we actually need. Voters should not be asked to vote for money for things the economically advantage want-- such as mountain bike tails, a pump track and the oversized pool Parks yearns to build. I have attached a copy of Director Black's CIP Project list 23/25 that he presented at the APRC Special meeting of 2/21/23. It has a stunning total of just under $17 Million dollars. And this doesn't include land buying totals. My family and many in Ashland would love a brand new shiny pool but the point is..we need housing FIRST....... Then if there is money left or we can get a grant we can improve and rehab the pool we have. We should be voting on essentials needs for the under resourced, underserved and economically disadvantaged just surviving day by day. Please let's work together to get our priorities straight. Susan Hall RN et al. Ashland 4/4/23 it0 �F i3 T Description Dept Payments (Cabe Briscoe Garfield) Real Estate Acqu+stion Repair Perozn Fountain @ Lthra Park Japanese Garden Daniel Meyer Pool Rebind East Main Park Development Kestral Park Bridge Lthia Park Improvements Ail Parks Master Plan Mace Property Trail Buidng Maintenance jsnlung(depreoatson facilities fund) Oak Knoll! Golf Course Improvements T1D Improvements Ashand Creek Park Basketball Court Parking Lot RoadISdewalk Repairs in Parks Capital Outlay General Maintenanoe Trx to GF (snkng depreciation equipment fund) ICC Ingatron Control 2023125 Budget F&B SDC Other (grant) loan) 2019-20Totals Fb9 fi 9-1Proposal .iotas' 374.734 354,878 187,687 234,878 1 t31.087 187 047 181,047 234,878 150,000 150,000 850.000 650 000 650.000 100,000 50 CM 50,000 50,000 50 000 10.200.000 2 200 000 2,200.000 8.000.000 8,0001DO 1.3a1.10D 400000 941,100 1341100 700.000 150,000 $50,000 700.000 - 300-000 75 000 75.000 150,000 75000. 75.000 150,000 150.00D 150000 150,000 - 300.000 150,000 150,000 150 000 150,000 550.000 %0,000 550,000 100.00D 50,000 50.000 50,000 5Q000 100.000 f 100,000 100 000 300,000 35R000 150,000 150,000 150 000 150.000 175,000 175,000 175,000 175.000 845.0% 422.545 422.545 422545 422,545 200.000 100 000 100,000 100,0001 100.000 Total 16.945.802 4.T60.232 234.878 22KI00 7.261210 1.409.592 150.000 t;125,000 9,684,582 ?0"3J25 APRC Budget APRC Special Meeting, February 21, 2023 33 views 3w ago ...more Ashland Parks & Recreation Commission [Subscribe] 0 Share Download Save CITY OF -ASH LAN D W Wall Email to the City Recorder City Council Speaker Request Form THIS FORM IS A PUBLIC RECORD ALL INFORMATION PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC. THOSE INTERESTED IN GIVING ORAL TESTIMONY AT A COUNCIL MEETING WILL NEED TO: 1) Download and complete this form, including the topic you want to speak on and send to the City Recorder using the email button or directly to public-testimony(a),ashland.or.us. 2) Begin the oral testimony during the meeting by stating your name for the record. 3) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 4) If you present written materials, please email a copy of the materials with this form to the City Recorder at public-testimony@ashland.or.us for the record. 5) Speakers are solely responsible for the content of their public statement. Meeting Date 04/04/2023 Name Gabriel Howe Address (no P.O. Box) 160 California Street, Ashland, OR 97520 Phone503-545-4911 Agenda Topic/Item Number/Topic Email h oweg a be @g m a i l. co m The right to a safe childhood in Ashland The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland. Speaker Request Form THIS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council fi-om the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record- 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date 0G Nameh (please print) Address (no P.O. Box)o�C�Q,t��c . 1. /.. . Phone /z�lP)�`�CS Email_ Regular Meeting Agenda topic/item number U OR Topic for public forum (non agenda item) Iw N Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order ofproceedings- WrittenComments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Speaker Request Form TMS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date ;f U Name Ci►✓ a, ;Q ease print) Address (no P.O. Boa) "IND OK J.I 97 Phone '15 Email rN1G1U eS i 12 �" , RmWar Meeting Agenda topic/item number (/ OR Topic for public forum (non agenda item)_ -Dy Y 1 Land Use Public Hearin Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt_ You may also provide testimony about the challenge when you testify during the normal order of proceedings_ Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to spear The Ashland City. Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony_ No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order of proceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct_ Offenders will be requested to leave the room Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Speaker Request Form THIS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date L Name _ h \ 0 .(please print) Address (no P.O. Box)_ Phone< -1 Agenda topic/item number r N' (` f Topic for public forum (non agenda item) t ii Land Use Public Hearin Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt_ You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony_ No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order of proceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Speaker Request ]Form TMS FORM IS A PUBLIC RECORD ALL INFORMATION PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date Li Z�j Name r (please print) Address (no P.O. oz)� Phone Email �— Regular Meeting Agenda topic/item number OR ' Topic for public forum (non agenda item) (I� Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt- You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony_ No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order of proceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Speaker Request Form THIS FORM IS A PUBLIC RECORD ALL INFORMATION PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date Nam_ a tt (pleas print ` kk Address (no P.O. Boz) 1 �01 r OVL`-'S�rtiG Phone Email S"tVc Avo Regular Meeting Agenda topic/item number OR Topic for public forum (non agenda item) f (3 Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately_ The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City. Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony_ No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Speaker Bequest Form TMS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about, 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date JUI r / `fi f,DLj Name /f, 1' (please pri Address (no P.O. Box) I'D X Q / Phonk �3 �/ L / / ` 2— Email ReeWar Meetine I Agenda topic/item number t�V C or t bi►'— OR Topic for public forum (non agenda item) g41�t ' Land Use Public Use Public Hearin Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately_ The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City. Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order of proceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland_ Speaker Request Form TffiS FORM IS A PUBLIC RECORD ALL INFORMATION PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight.'s Meeting Date N4. ame (please print) Address (no P.O. Box) Phone Email Regular Meeting Agenda topiditem number OR Topic for public forum (non agenda item) Ad2—�'�j�? 1'1 Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately- The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt- You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Speaker Request Form TBLS )FORM IS A PUBLIC RECORD ALL INFORMATION PROVIDED WILL BE MADE AVAILABLE TO TBE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item You wish to speak about. 2) Speak to the City Council from the table podium microphone. ' 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date "'-t l y, Fdl�-3 Named-2-r1 .(please print) Address (no P.O. Boz) Email Agenda topic/item number Rear Meeting M Topic for public forum (non agenda item) 9 �l �— ' 4r ✓lam. rN Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order ofproceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City. Council generally invites the. public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland. Speaker Request Form THIS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date ✓ C Name (please print) Address (no P.O. Boa) Si Phone ---- - Email Regular Meeting Agenda topic/item number OR Topic for public forum (non agenda item) l` jl� "I�" i t5 Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt_ You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland_ Speaker Request Form THIS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILI, BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date 1 / `31 , / b 7 Name � (Please print) Address (no P.O. Boa) 'rl (r � � Phone J"I �— 11 ) " 15j U Email Regular Meeting Agenda topiditem number OR p r� Topic for public forum (non agenda item) 0 0 Ult t rl� 1� Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately_ The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to spear The Ashland City. Council generally irrvites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Speaker Request Porn THIS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date Nametq 0r� �L (please print) Address (no P.O. Box) ki 41 Phone ,--- Email Regular Meeting Agenda topic/item number OR LTopic for public forum (non agenda item) �j Land Use Public Hearin$ Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately_ The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order of proceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room Comments and statements by speakers do not represent the opinion of the City Council, City CfFicers or employees or the City of Ashland Speaker ]Bequest Form TIHS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone_ 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Regular Meeting Agenda topic/item number OR Topic for public forum (non agenda item) Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt_ You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City. Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony_ No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Speaker Request Form THIS )FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. ' 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 .minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Pate Name lease print) Address (no P.O. Boz) Phone Email Regular Meeting Agenda topic/item number OR Topic for public forum (non agenda item) Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectH of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City. Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City 0fracers or employees or the City of Ashland. Speaker Request Form THIS )FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. ' 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting . Name Address (no P.O. Phone � 51 2 ui56c - ;✓)lease print) Email Regular Meeting o'A 1'Covi/\- Agenda topic/item number OR C f or f s ToP ipublic forum (non agenda item)�'Vwj e Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please wine your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member- Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order ofproceedings. Written Comments/Challenge: , The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City. Council generally invites the. public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly condact. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Speaker Request Form THIS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO TBE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item You wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date t —r /"Z-1- Address (no P.O. Box) Phone-5104Z-13 4-1 Email Regular Meeting Agenda topic/item number � -I-- OR '���.-��r.hlir f., r�.�,m (nnn Aavn rya itPml ! '�� ' t-`L`-'�`i'�C1 �/ V'•'�Y""'4l'AlY �l l./ Land Use Public Hearing Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please wine your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: , The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City. Council generally invites the. public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland 126 Speaker Request Form THIS )FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO TBE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. ' 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Pate Name :.. ,. a r� ..(please print) Address (no P.O. Bo.. Phone + Email l (S�P(. - to r— n Q Regular Meeting Agenda topiclitem number OR Topic for public forum (non agenda item) Please indicate the following: For: Land Use Public Hearing Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver in to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order ofproceedings. Written Comments/Challenge: " The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City. Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings. and strictly follow the directions .of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland. Speaker )bequest Form TBIS) ORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO TBE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meeting Date Name :.: (please print) Address (no P.O. Boz)� Phone §2Y. 49, 65�3 ? Email G %i Qr h l � ., L Q!N�— Agenda topiditem number X OR Topic for public forum (non agenda item) Land Use Public Hearin Please indicate the following: For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written, challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge:, The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City. Council generally invites the. public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. Nopersonhas an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions .of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland. l ( Speaker Request Form THIS FORM IS A PUBLIC RECORD ALL INFORMATION. PROVIDED WILL BE MADE AVAILABLE TO TBE PUBLIC 1) Complete this form and return it to the City Recorder prior to the discussion of the item You wish to speak about. 2) Speak to the City Council from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 5) If you present written materials, please give a copy to the City Recorder for the record. 6) You may give written comments to the City Recorder for the record if you do not wish to speak. (Comments can be added to the back of this sheet if necessary) 7) Speakers are solely responsible for the content of their public statement. Tonight's Meetin Name_ Address (no P.O. Phone Date Arlo ( yin a ". i !A t 3l Ewa .(please print, Regular Meeting Agenda topic/item number OR Topic for public forum (non agenda item) Land Use Public Hearing Please indicate the following: For: Against: Cballenge for Conflict of Interest or Bias If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Presiding Officer will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak The Ashland City Council generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland Study Sessions Speaker Request Form THIS FORM IS A PUBLIC RECORD ALL INFORMATION PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC THOSE INTERESTED IN GIVING ORAL TESTIMONY AT A COUNCIL MEETING WILL NEED TO: 1) Complete this form, including the topic you want to speak on and send to the City Recorder: mailto:melissa.huhtala(a»ashland.or.us 2) Begin the oral testimony during the meeting by stating your name for the record. 3) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes. 4) If you present written materials, please email a copy of the materials with this form to the City Recorder for the record. 5) Speakers are solely responsible for the content of their public statement. Meeting Date L' } Name a �` (please print) Address (no P.O. Box) f b S- aA J(�t '51r1 � Phone 5� ( IV "41 �-lq/Email 0 901 Study Session Agenda topic/item number/Topic The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland.