Loading...
HomeMy WebLinkAbout2024-02-20 Council Meeting•�•, Council Business Meeting Agenda ASHLAND CITY COUNCIL BUSINESS MEETING AGENDA Tuesday, February 20, 2024 Council Chambers,1175 E Main Street View on Channel 9 or Channels 180 and 181(Charter Communications) or live stream via rvtv.sou.edu select RVTV Prime. HELD HYBRID (In -Person or Zoom Meeting Access) Public testimony will be accepted for both general public forum items and agenda items. Please complete the online Public Testimony Form (ashland.or.us/Council), for WRITTEN and ELECTRONIC testimony only. Indicate on the Public Testimony Form if you wish to provide WRITTEN testimony, or if you wish to speak ELECTRONICALLY during the meeting. Please submit your testimony no later than 10 a.m. the day of the meeting. 6 p.m. Regular Business Meeting* CALL TO ORDER 1. Land Acknowledgement** 11. PLEDGE OF ALLEGIANCE 111. ROLL CALL IV. MAYOR'S/CHAIR OF THE COUNCIL ANNOUNCEMENTS 1. 150 Year Anniversary of Ashland Police Department Proclamation 2. Black History Month Proclamation V. APPROVAL OF MINUTES *** 1. Minutes of the February 5, 2024 - Study Session Meeting 2. Minutes of February 6, 2024 - Business Meeting VI. SPECIAL PRESENTATIONS 1. Fire Life Saving Award VII. CITY MANAGER REPORT VI11. PUBLIC FORUM (15 minutes - Public input or comment on City business not included on the agenda) Page 1 of 2 ij • Council Business Meeting Agenda IX. CONSENT AGENDA 1. Updated IGA with Jackson County for Jail Bed Rentals 2. Public Arts Advisory Committee Appointments X. PUBLIC HEARINGS 1. First Reading - Ordinance 3230 Amending Procurement & Contract Procedures 2. First Reading - Ordinance 3232 Adopting the Parks, Trails and Open Space Map XI. UNFINISHED BUSINESS 1. Selection Process for City Manager XII. NEW BUSINESS XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Resolution 2024-04 Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan XIV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XV. 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 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 Council, Commission and Committee meetings may be found at the City website, ashland.or.us/Agendas.asp. Page 2 of 2 Iiv O ASHLAND A PROCLAMATION IN HONOR OF THE 150 YEAR ANNIVERSARY OF THE ASHLAND POLICE DEPARTMENT WHEREAS, The Ashland Police Department was founded in 1874, and, WHEREAS, over the last 150 years hundreds of men and women have worked toward ensuring public safety of this community, and, WHEREAS, the Ashland Police Department has developed into a progressive, professional police organization, pioneering special programs and striving for the highest standards of customer service and, WHEREAS, the Ashland Police Department prides itself on partnering with the community to promote public safety while building mutual trust and inclusiveness, and, WHEREAS, the Ashland Police Department serves the community employing Fairness, Integrity and Respect For All, and, WHEREAS, the police officer's badge is recognized as a symbol of the authority granted to the officer by the community, NOW, THEREFORE, I, Tonya Graham, on behalf of the City of Ashland, do hereby proclaim 2024 as the 150th Anniversary of the founding of the Ashland Police Department, and on behalf of the Council and community thank all members of the Ashland Police Department, past and present for their dedicated service, and support the current officers in wearing commemorative 150th Anniversary badged throughout the year. /n Ash/and we are Better Together, Dated this 20th day of February 2024 Tonya Graham, Mayor Alissa Kolodzinski, City Recorder I i x O ASHLAND A Proclamation in honor of Black History Month 2024 WHEREAS, Black History Month, first proposed by scholar Carter G Wilson in 1926, seeks to rightfully center the role of Black Americans in our national narrative; and WHEREAS, this year's theme, 'Black Americans and the Arts' celebrates the profound and evolving impact of Black artistry on our culture, national identity and social movements that have spanned the world over. Through literature, music, architecture, dance, film and every conceivable medium in between. Black artists and intellectuals have used their talents to honor their heritage, educate and inspire, and open minds and hearts. WHEREAS, Black art has been a powerful agent of change and social uplift throughout our nation's history. Many and varied forms of creative expression have had a pivotal role in opening new dialogues, challenging us to examine hard truths, and inspiring us to work toward something better. During Black History Month, let us draw inspiration from this legacy as we continue together on the path toward equality, liberty, and opportunity for all. Our shared history shows us that we rise and fall together, an enduring lesson reflected in the words of Dr. Maya Angelou "The truth is no one of us can be free until everybody is free." NOW, THEREFORE, I, Tonya Graham, Mayor of the City of Ashland, Oregon, on behalf of the City Council, do hereby proclaim the month of February 2024 as Black History Month and call upon the people of Ashland to observe this month with appropriate reflection and learning and to continue our efforts to create a more just and equitable community. In Ashland we are Better Together. Dated this 20th day of February 2024 Tonya Graham, Mayor Alissa Kolodzinski, City Recorder ASHLAND CITY COUNCIL STUDY SESSION MINUTES February 5, 2024 Mayor Graham called the meeting to order at 5:30 p.m. Mayor Graham, Councilor Hyatt, Bloom, Kaplan, DuQuenne and Hansen were present. Councilor Dahle was absent. 1. Public Input - None 2. Croman Mill Townmakers LLC Update Community Development Director Brandon Goldman introduced Mike McHaffey and Mike Weinstock. Weinstock provided an update on the clean-up. McHaffey provided a slide show on the Croman Mill Redevelopment (see attached): • Current Status - Summary • Generally good news on the cleanup • Grading • Pre-app Items Reviewed • Site map, Illustrations • Illustrations • Approximate Line of Annexation Area Boundary • Building Illustrations • Private • Design Guidelines • Johnson Economics Letter • ODOT and City Transportation Planning... • Critical Areas (Pond and stream) • Northwest Housing Alternatives - Alma Gardens at Orenco Station • Our Proposed Land Use Code (AMC 18.3.2) • Minimum Stats • Development Agreement - draft now in development • Family -wage employment... • 2010 Land Use Overlays and 2024 Potential Use Areas • Phase One Area • Economics Team • Thank you! Hanson congratulated the team for beginning the physical cleanup process but noted that the cleanup permit would expire in May of 2024. He asked if the team knew how long the cleanup process would take. McHaffey hoped it would be completed up by the May deadline but could not speak for the owner. City Council Study Session February 5, 2024 Pagelof6 Hansen stated the planning development focused on mixed overlapped commercial first and asked if they could instead focus on residential first. Weinstock spoke to the commitment and requirement from the City for job creation but confirmed there would be townhomes and apartments planned during the initial development phase as well. Hansen asked for clarification on the placement of residential units in the development plan. McHaffey explained and added that designated areas could be changed. Mayor Graham wanted to ensure the employment matched with the residential, as the City was very interested in possible economic development. Kaplan asked about housing density and if the developers were aiming for 15 units per acre, which McHaffey confirmed. Kaplan asked if the developers were looking to go beyond the minimum of 15 units per acre. Weinstock responded that the developers would go above the number for the multifamily dense areas, adding that he wanted to ensure that the development maintained a livable character. McHaffey spoke to the importance of having green spaces throughout the residential area. Kaplan asked about Rogue Valley Transit District going through the area. McHaffey confirmed that would happen and hoped for more frequent service. Weinstock thought it should run about every 15 minutes and wanted to see service expanded into the evening and night hours. McHaffey noted the walkability and bike - ability within the new development. DuQuenne thought commercial and residential should happen at the some time and asked about the square feet of the affordable units. McHaffey responded that the size of the affordable units was not yet specified and wanted a diversity of sizes. Weinstock added that they had met with an affordable housing attorney and were getting ready to hire a branding and marketing company for a marketing analysis. McHaffey referenced the housing need analysis the City adopted, adding that it would influence the development to determine square footage needs. Bloom asked if affordable housing included both rental and ownership and stated that he did not want people to be "locked" into one economic bracket. McHaffey agreed with Bloom's assessment. Weinstock added that the developers were also focusing on attainable housing in addition to affordable housing. McHaffey stated that the developers wanted housing diversity. Hyatt asked if the proposed bike path would link to the central bike path, which McHaffey confirmed. Hyatt asked if the affordable unit requirements would be deed restricted. McHaffey explained they needed to meet with affordable housing funders and wanted long term affordable housing. Weinstock was talking to a land trust that would require a 99-year lease in regard to keeping affordable housing attainable. City Council Study Session February 5, 2024 Page 2 of 6 Hyatt asked Goldman when the Council would get into the realm of ex parte contact. Goldman explained once the application was submitted, the quasi-judicial would begin and Council would need to avoid ex parte contacts. Goldman also clarified the code's requirements for affordable housing. 3. Croman Mill Site Cleanup Update Community Development Director Brandon Goldman noted there was forward momentum regarding cleanup efforts. Goldman stated that on November 20111, 2023, SCS Engineering submitted a report to the Department of Environmental Quality regarding work at the site, adding that the plan had been approved. Greg Aitken, a temporary employee for the city who also formerly worked with DEQ, was brought in to help explain the report alongside Goldman. Goldman explained how the three areas of contamination were determined. He described them and what level of clean up would be needed. In terms of the expiration date, May 2024 was the end date, but the applicant could get a six-month extension. They were looking to truck out material over the next few months. There was some change on the site. Historically they had been removing wood waste material and other waste materials from the site. After consultation with DEQ, the group requested further information on the site to give it a clean fill determination, so the debris could go to a regular site as opposed to a specialized landfill. The next step in the plan was excavating the contaminated sites. Once that was complete additional testing would be needed to ensure the area was cleaned up to the correct standards. Kaplan asked if the owner could start with the first development area while searching for a landfill for the hazardous material. Aitken confirmed and explained that property owners were working towards developing as soon as possible. Kaplan asked about restrictions on finding places to deposit waste. Goldman said that there were not restrictions if it ended up in a landfill. Hansen asked about the 12,300 cubic yard number in the document. Aitken explained the 12300 cubic yards was an estimate and elaborated on the process used to determine the amount of material removed. Hyatt asked if there was any improvement in communications between all parties involved. Goldman responded that communications had indeed improved. Hyatt thanked Aitken for his involvement in the project. 4. Severe Weather Emergency Shelter Temperature Thresholds Mayor Graham introduced the topic and explained there was an interest in having the emergency shelter temperature threshold consistent with the rest of the Valley. Interim City Manager Sabrina Cotta further explained the item and difference in temperature levels. She spoke of all the factors that went into the decision to adjust the temperature. Bloom asked about a possible scenario where the City ran out of funds for the emergency shelter. Cotta explained they would go to the Council for an appropriation of funds. Bloom asked about the benefits of changing the temperature levels. Cotta explained Ashland's shelter tended to open its doors prior to others because of severe weather within the area. City Council Study Session February 5, 2024 Page 3of6 Hyatt noted Grants Pass did not have a shelter. Cotta thought they had opened a severe weather shelter but could not confirm. Hansen asked how much money had been budgeted for the shelter. Cotta responded there was $200,000 set aside. Hansen asked for population numbers in each portion. Cotta noted the 24-7 shelter was not part of this conversation and it held 24 people. The severe weather shelter held 20 people and described what a low barrier shelter was. The numbers depended on the weather with an average of 10-12 people. DuQuenne asked about air quality and unhealthy levels regarding the shelter being open. Sabrina responded that if the air quality index was at or above 150 the shelter would be opened. DuQuenne stated that did not support changing the temperature. Kaplan provided background on the present recommendation. He asked Sabrina what had changed to prompt lowering the temperature. He confirmed there was not an operational reason to change it. Graham noticed the City had not hit extreme heat and smoke. The heat threshold for opening the shelter was 950 F and during the day, the library was open and available. She noted the problem occurred at night if the heat did not come down and was concerned about the possible fiscal impacts of having the shelter open for weeks at a time. She asked Cotta about potential staffing issues with having the shelter open for multiple days due to extreme heat. Cotta thought the resolution allowed flexibility for cold and heat, while pointing out that there is an issue of staffing. For summer, she noted, the City would be looking at sustained heat over multiple days as a sign to open the emergency shelter. She added that smoke risks from wildfires could be a 24/7 situation that could potentially span for weeks increasing the expense. Cotta added that opening severe weather shelter in November could be tricky in relation to cost because of not knowing when the shelter might be open again during the winter months. She brought attention to the risk that precipitation has on people staying outside during the cold. Bloom asked if the current resolution superseded prior resolutions, which Graham confirmed. He noted that the prior resolutions had some structure but noted the areas of improvement that the current resolution did not address. Hansen noted that in 2013, the City of Ashland's temperature threshold for opening the shelter was 20° F. Public Comment City Council Study Session February 5, 2024 Page 4 of 6 Echo Fields/Ashland/Drafted the current policy in 2021 and pointed out that it took a year to get it enacted. She noted the need to balance public health with resource constraints for the city. She felt that lowering the temperature to 250 F puts people at risk. She noted a lot of elders were accessing the shelter and spoke to their vulnerability of extreme cold and heat. She added that if the City was interested in adding smoke to the reasons to open the shelter, it would require some significant changes. Amy Cuddy/Ashland/Spoke about her time volunteering at both shelters on Ashland Street. She thought changing the temperature requirements to 25° F was inhumane and Ashland was better than that. She knew there were competing priorities and thought the Council should start with the basics of keeping the shelter open. Aki Robinson/Ashland/Opposed the temperate change. She felt that anything below 32° F and about 950 F was harmful and changing it would cause more deaths. Vanessa Houk/Ashland/Read from a letter she sent to council a month before about a dream of people who had passed due to dangerous weather. She shared several stories of the unhoused who had been killed because of exposure to inclement weather. Jason Houk/ Ashland/Proud to has past partnered in providing shelter and understood that it requires a lot of structure. He opposed decreasing the temperature threshold and shared how they had helped people through shelters. He felt that the Fire Department needed to provide water and cool spaces. He commented on smoke shelters, feeling that the shelter should provide masks during those times. He wanted to give staff the freedom to tackle the issue to the best of their abilities. Debbie Neisewander/Opposed the policy and did understand why reducing the temperature threshold supported public safety and reduced climate change risk. She thought there was a hidden agenda. Spoke to the unhoused feeling like the City did not want to make them comfortable and wanted to run them out of town. She hoped to change the mindset somehow. She spoke about the cooling shelter being open for five days last year with between 7 to 16 people in attendance and the clean air shelter being open for four days last year, with between 1 to 4 people in attendance. She spoke about the shelter being opened that previous Saturday (02/02/24) with 9 people in attendance. She wanted greater resources to be available when the shelter was opened for consecutive days. Spoke about recent challenges with the Night Lawn and hoped the Council would take into consideration the additional challenges. Ruby Nicol/Ashland/Explained they did not ask to be homeless and explained how impossible it was to get out of homelessness. She spoke to her sobriety and has been homeless for six out of seven years. She currently lived in a broken-down van and described City Council Study Session February 5, 2024 Page 5 of 6 the difficulty in staying warm. Graham reminded the Council that their job was to provide staff with direction on what to do next. She went around the table and asked each member for their view and suggestions. Hyatt noted that she was at the original meeting to change it to 320 F and supported the policy that Echo Fields had brought forth. She did not want to see the threshold changed. Bloom did not think the threshold needed to be changed but supported creating structure around the shelter environment. Kaplan was not interested in changing the thresholds. DuQuenne was not interested in changing the thresholds. She was interested in looking at shelters during smoke/ air quality events. She agreed with Bloom on focusing on the shelter structure. Hansen was not in favor of changing the thresholds and was disappointed in the current amount budgeted to keep people safe via the shelter. Graham noted the first year of the biennium for shelter nights at 320 s was experimental. She thought staff should explore smoke shelters and possibly pull that cost per night figure down and find out what is driving the cost up. Overall, Council was not interested in changing the thresholds. Bloom wanted to have a separate conversation about the structure and rules in the resolution. He thought rules should be added to the resolution. Cotta recommended stricter contract rules. She also suggested the City could put out a request for proposal for the whole year and structure things differently within the shelter. She added that smoke/air quality would present a different kind of challenge and structure to meet that challenge. DuQuenne thought it was important to have a review of the shelter after the winter season and wanted to add it to the calendar. She also suggested having an after -season review for heat and smoke as well. Graham responded that staff would bring the suggestion back in April. 5. Adjournment of Study Session The meeting was adjourned at 7:02 p.m. City Recorder Alissa Kolodzinski Attest: 7�;� &t"_ Mayor Tonya Graham City Council Study Session February 5, 2024 Page 6 of 6 Croman Mill Redevelopment Update Ashland, Oregon Downtown North on IS Umv¢rsity TO CaWomla Fr"rPay SITEAL ONr City Council Presentation Townmakers LLC February 5, 2024 Current Status - Summary • Oregon DEQ has generally good news on cleanup • Current owners have offered to do rough grading through cleanup per our plan; LIDAR topography is being conducted • Good pre -application conference in November • Johnson Economics will supplement economic analysis to break out commercial and industrial • ODOT has provided comments on intersection design and scope of Traffic Impact Analysis, which is now under way • Critical areas survey is now underway • We are in talks with several experienced affordable housing developers • We are developing an updated land use and zoning ordinance for the site, which will also include a development agreement • We are proposing an infrastructure finance partnership (TIF) for public improvements — major streets, paths, parks, infrastructure for affordable housing Generally good news on the cleanup PLANS FOR MIXED USE FACILITY IN THE WORKS ASHLAND NmlbL* PLANS FOR MIXED USE FACILITY IN THE WORKS ( G _,ryASHLAND. _ � J K081TV • Current topo data is from 1998 • Need to identify stockpiles, plan for what remains (fill, strippings, etc) • Need to provide preferred fill areas (e.g. roads, dropoff area) YU 1 tN I IAL USt Pre-app Items Reviewed - Land Use Ordinance Amendment — 18.3.2 - Transportation System Plan amendment - Comprehensive plan amendment - Zoning and Comp Plan Map Amendments - Annexation Application (includes full plan for first phase) - Outline Plan Subdivision Review - Site Design Review - Development Agreement - Transportation Impact Analysis - Economic Opportunities Analysis Update - Housing Capacity Analysis Review - Other related reports (critical areas, tree protection etc) '\1I TOWN PLANNERS AND DESIGNERS: O-AMAR & ASSOCIATES. AND STUCTURA NATURALIS - JANUARY I. 2022 A APPROXIMATE LINE OF ANNEXATION AREA BOUNDARY .. r ............................... ........ IF `� Y.Jr 1 A �/\� CQJR1YAtp\� OMK APAR'KNIS � -C— ,ARFA 82 � nF Mfit •.7� imcw l� i .�.,A ENTRANLE TO NEW yyyl '• • . 'may" .y 'wr. " MAIN STREET S / 3 cnAr: IF p2wwc ow KEWV, caA / KAJC�KN+S - %OG •` '� QOG Phase One includes a representative sampling of all buildings in future phases, including "compatible industrial," commercial, and residcndal, as well as parks and open space. The residential includes single- family as well as muld-family. Ai R7KTI jl- Our proposed land use code (AMC 18.3.2): 1. Create flexible, market -facing zoning that allows the highest possible achievement of public goals 2. Specify coherent, walkable public realm while allowing a mix of uses 3. Deliver an agreed minimum of employment lands within each phase 4. Deliver an agreed minimum of tenant -ready employment spaces in each phase 5. Achieve Climate -Friendly Area designation Our proposed land use code (AMC 18.3.2): 1. Does not modify the existing Croman Mill District plan for other property owners within the district (except relating to street alignments to connect to our plan) 2. Creates two new zones: Compatible Industrial and Commercial — Mixed Use ("CIC-MU") and Residential — Mixed Use (R-MU) 3. Establishes a baseline of area for each, but allows adjustments to meet changing market demand 4. Development agreement controls phasing, minimum amounts, infrastructure, etc. Another key feature of the draft Land Use Ordinance is to preserve as much flexibility as possible in responding to the market, while providing additional baseline commitments of land uses and buildouts by phase through the Development Agreement. The Development Agreement would commit to a formula of delivery for each of three phases, prior tc commencement of subsequent phases, corresponding to the takedown schedule agreed to in the Townmakers•' purchase and sale agreement for the property, as follows: Minimum Minitnum Maximum Minimum Employment Employment Housing Affordable LandAreal Buildings3 Area' Units (80%AMD1 Phase 1 150,000 SF 10 000 SF 000 SF 10 Phase 2 5ZI50 000 SF 10 000 SF 0 000 SF 10 Phase 3 ( a)6 ( a-), (Maximum 10 Per Entitlement) In addition, the draft Land Use Ordinance will set the terms of achieving the State's "Climate Friendly Area" designation as sought by the City for the Townmakers property specifically. Z Net lot areas served by completed infrastructure. Surpluses carry over to reduce required minimums in subsequent phases. ' Tenant -ready shell spaces. Surpluses carry over to reduce required minimums in subsequent phases. Net lot areas served by completed infrastructure (number of units to be determined per density parameters) Minimum as required by statute, in addition to "middle housing" and "attainable housing" (last phase would not have minimum conditions for subsequent phases) Family -wage employment... not just in isolated districts, but increasingly in more competitive live -work -play neighborhoods ' h JL . AUMMI 2010: �_ (Sometimes in homes too! Work from home, home -based businesses, live -works et al.) 2024: 6 r t 4 POTENTIAL USE AREAS Wo..owa. wr.wi c-......r W..e II w..s.-w ... i' Cmmw AWl Ne4hb"hoW. Ashland. Q'ew Crw r •w —rt . ww cna, Croman Mill Neighborhood, Ashland, Oregon Qamar and Associates Inc. Urban Design . o ,00 zoo +oat Town Makers LLC., Developers Structura Naturalis Inc. • Planning Economics Team: • Jerry Johnson's EOA update shows we meet State requirements • Thad Wilson is proposing a public -private model for public infrastructure to unlock wider benefits for the full district and the city as a whole Jerry Johnson Principal, Johnson Economics 1119 Thad Wilson Senior Vice President, MuniCap .•-• -�,-/ i. �,�.` ter' fir' ° i� -i'-_ ' .• 1. , j 7�e_��,� �. 1 is �'►y `, 1 4,01130' . J." , Thank You! ASHLAND CITY COUNCIL BUSINESS MEETING MINUTES February 6, 2024 6 p.m. Regular Business Meeting* CALL TO ORDER Mayor Graham called the meeting to order at 6:01 p.m. 1. Land Acknowledgement** Kaplan read the land acknowledgement. II. PLEDGE OF ALLEGIANCE Hansen led the pledge of allegiance, III. ROLL CALL Mayor Graham, Councilor Hyatt, Kaplan, DuQuenne and Hansen were present. Councilor Bloom and Dahle were absent. IV. MAYOR'S/CHAIR OF THE COUNCIL ANNOUNCEMENTS Mayor Graham announced the City has launched a communications survey and encouraged citizens to fill it out before the end of February. This will tell the City how citizens would like to be informed. She extended a special thank you to the town hall attendees and expressed how nice it was to see so many people who are interested in helping the larger community. The Mayor explained the process and rules for speaking to Council during public forum and for agenda items. V. APPROVAL OF MINUTES *** 1. Minutes of the January 16, 2024 - Business Meeting Hyatt stated a correction was needed on item 8 regarding the Council Chair. The minutes reflect that she said / think its what's best for the Counci/whereas she stated / want what's best for the body. Meaning that if it was the will of the group, she would serve. Councilor Hyatt/Hansen /m/s to approve the minutes of the January 16, 2024 Business Meeting with corrections as noted. Roll Call Vote: Councilor Hyatt, Kaplan, DuQuenne, and Hansen, YES. Motion passed. VI. SPECIAL PRESENTATIONS City Council Business Meeting February 06, 2024 Page I of 17 V11. CITY MANAGER REPORT Interim City Manager Sabrina Cotta commended the Community Development team for helping secure the City its 371h consecutive Tree City USA designation. Cotta reminded the Council that the February newsletter and the State of the City speech were up on the City's website. Graham reiterated how the Public Forum would work and added that comments about the proposed ceasefire letter would not be included within this section. She also stated that she is removing the proposed letter from the consent agenda and making it its own agenda item. V111. PUBLIC FORUM (15 minutes - Public input or comment on City business not included on the agenda) 1. Bruno Marcotulli/Ashland/ Read from two excerpts from the City's code of ethics about holding local authorities accountable to their community. Felt that the City was intentionally obfuscating the work of Andrew Campanelli. Wanted the City to hold Councilor Dahle accountable for his statements regarding Mr. Campanelli and his work. Spoke to the work of "the people" raising the money to deal with the issue of land use laws. Wanted the Council to appreciate the efforts of the people and felt that the Council was abdicating its ethics code. 2. Kelly Marcotulli/Ashland/ Felt that Councilor Dahle was intentionally misleading the public about Andrew Campanelli's work and wanted the Council to appoint an alternative liaison to the safe tech community group. Noted that Dahle had not shared the draft ordinance with the group and that the City was continuing to ignore the voices of the people. Felt that the Council was intentionally ignoring recent studies about harmful radiation. Wanted the City to be a hub of safe tech. Wanted the Council to have a zoom session with Mr. Campanelli. Was concerned that the proposed amendment by Dahle would not address issues like cell tower fires. IX. CONSENT AGENDA 1. Liquor License Approval for H&S Stations LLC, #5027 located at 2500 Ashland Street. 2. Liquor License Approval for Liquid Lounge located at 370 East Main Street. 3. Liquor License Approval for Mezcal Restaurant and Bar, located at 23 North Main Street. 4. Liquor License Approval for Carter Henry's LLC (dba The Noble Fox Restaurant & Brewery) located at 101 Oak Street. S. CEPAC Appointment Councilor DuQuenne/Hansen m/s to approve the consent agenda. Roll Call Vote: Councilor DuQuenne, Hyatt, Kaplan, and Hansen, YES. Motion passed. City Council Business Meeting February 06, 2024 Page 2of71 Graham welcomed Mark Morrison to the Climate and Environment Policy Committee. Gaza Ceasefire Letter Mayor Graham read the proposed letter to the Federal Government (letter attached). PUBLIC COMMENTS: 1. Rabbi David Zaslow/Opposed letter. Felt that the letter should be about preventing genocide and protect Israel from Hamas. 2. Carol Sumahara/ Felt that it was easy for Americans to take their democracy for granted. Warned the Council to be careful whose side they were on. 3. Ayala Zonnenschein/ Identify as Jewish American and found the letter offensive. Asked if other letters had been written to Legislature about other issues happening outside of the US. 4. Randi Seivak/Oppose the letter. Felt that the letter might have unintended consequences. 5. Rabbi Julie Benioff/Homelessness, food insecurity, mental illness, fire protection are all items this Council is working on. Wanted peace for all but to also hold Hamas accountable for the events of Oct. 7. Nowhere is there an effort to hold Hamas accountable. Wanted Local governments not to get involved with foreign affairs. 6. Lisa Horwitch/Ashland/Was in the room when proclamation was signed supporting a stand on condemning hate. Was shocked by the proposed letter but understood that there are others who do not believe in a ceasefire. 7. Laurel Miller/Spoke about wanting Ashland to be a place that does not tolerate separation. 8. Rabbi Avi Zwlobul/Spoke to the response of citizens and highlighted how they find this letter offensive, hurtful, and risk their safety. Wanted like Ashland to stay a safe place for Jews and to focus on local issues. 9. Daniela Cohen/Ashland/Firmly oppose this letter. 10. Jacqueline Brodsky/ Felt that facts are dismissed. Felt that the City was ignoring the actions of Hamas. 11. Linda Myerson-Cohen/ Agrees with everything that has been said during this forum. Was deeply opposed to the letter, feeling that it would perpetuate more hatred and harm towards a very complicated matter. 12. Manny Cohon/Ashland/Vehemently oppose this letter. Felt that it was not a voice of peace. 13. Benjamin Ben -Baruch/ Thanked the council for drafting the letter. Encourage all Council members to sign the letter. Appalled at the community for their comments here. They do not represent the majority of the Jewish community. 14. Brenda Gould/ Thank the Council for their efforts. Felt that this was something Ashland can do to support peace and justice. City Council Business Meeting February 06, 2024 Page 3 of 71 15. Tony Foster/Ashland/Spoke to the many Palestinians that had been killed since the start of this war. Demanded a total cease fire in Gaza adding that it was the minimum requirement. Felt he could not support any group who does not support a cease fire. 16. Jaime Powell/Ashland/ Reminded the Council and the speakers that they were on stolen land. Spoke in support of the letter and of a ceasefire. 17. Greg Grano/Ashland/Thanked the Mayo for drafting the statement. Felt that the act of pushing away genocidal acts was abhorrent. Grateful for the statement and Ashland to be on the right side of history. 18. Ryan Navickas/Ashland/Support ceasefire. Felt that people should take a stand and not be complicit. 19. Emily Simon/Urge the Council to express their own opinions to the powers that be that make foreign policy decisions on an individual letter. Felt that sending this letter as the Council or having the Mayor endorse the letter was something that could have far reaching consequences. 20. Erin Modine/Thanked the Mayor for her courage by writing the letter. Spoke to the trauma that the conflict has caused. Spoke to the wholesale destruction of Gaza. Voiced support to the letter. 21. Sarah Mix/Ashland/Thank the Mayor for drafting the letter and allowing the conversation to happen about this issue. 22. Nicole Kemmer/Grants Pass. Thanked the Mayor for drafting the letter and voiced support towards it. Brought up the human turmoil on the ongoing genocide. 23. Kayla Blanchflower/Thanked the Mayor for drafting this letter. Spoke to the Jewish community, about standing against antisemitism Thought that everyone should be against hatred. Voiced support for the letter. 24. Alan Weisbard/ Felt that the letter did not reflect the views of the people of Ashland and of Oregon as a whole. Wanted the City to focus on local issues. He strongly opposed the letter reiterating this letter does not reflect him. 25. Morris Maizels/Ashland/Israel has a right to exist. Felt that the Council was wrong to use the word Genocide. 26. Alism Post/Ashland/Spoke to the need for people in positions of power to speak up. Felt that a cease fire would not be against the Jewish people. Mayor Graham thanked the various speakers for their input and wanted to continue having a respectful dialog within the community. She wanted to make sure that none of the statements within the letter could be weaponized against the Jewish people. She clarified that the letter does not speak to the ceasefire but instead would be calling for what needs to be done for long-term peace. The words that are used in the letter should not be turned into stating that the City of Ashland supports the ongoing discussion ceasefire process nor should it be weaponized by any antisemitic groups to justify genocide. Graham updated the language in the letter based on the feedback. (Revised letter attached.) City Council Business Meeting February 06, 2024 Page 4of11 Hansen wanted to thank Ashland for coming to this meeting and peaceful dialog. His personal stance is his own and supports Mayor in sending this letter. The violence and hate that is happening all around the world is deplorable. Thanked everyone for their discussion. DuQuenne thanks the residents of Ashland. She heard humanity and love. Kaplan was impressed with the way in which Ashland showed up. He appreciated the comments from the speakers and appreciated the Mayor for changing the letter in response to what was heard. He voiced support towards the Mayor sending the letter. Hyatt highlighted the pain of the voices who spoke tonight. She did not have the understanding to solve this issue but knew that no one on the Council wanted innocent people to die. She thanked Mayor Graham for sending the letter. X. PUBLIC HEARINGS - Postponded to the next Council meeting due to lack of a full Council in attendance. 1. First Reading - Ordinance 3230 Amending Procurement & Contract Procedures XI. UNFINISHED BUSINESS 1. Resolution -Ballot Language for City Recorder Cotta spoke about the item and the changes that had been made. DuQuenne mentioned that she didn't see any change. Cotta responded the changed statement now read. "Yes' vote for this measure amends the City Charter to allow for the City of Ashland to hire an individual with appropriate training and skill to fill the Recorder position to include public records retention law, public meeting law, and election process. Currently there are no minimum professional skill qualifications for this position. The only qualifiers are residing within City limits and being a registered voter. The recorder is an administrative position that requires decision to be made based on knowledge, skills, and abilities outside of the number of votes garnered in an election." DuQuenne felt that the language regarding the no vote was confusing regarding if the City Recorder had to live within the City limits. Cotta responded that a "no" vote would retain the current language, which says "No' vote for this measure maintains the existing language in the City Charter which outlines the sole qualifications for being an elected Recorder and fulfilling the necessary job duties as being a resident and registered voter within the City of Ashland." DuQuenne wanted the language of the "No" vote to be updated to reflect that the City Recorder did have to live within the City Limits, feeling that both options should be made equal regarding the explanatory description. Mayor Graham clarified what a yes or no vote would do. Hyatt spoke about the language regarding the number of votes, bringing up concerns that votes aren't valued for the position. She wanted to delete the phrase, 'outside of the number of votes garnered in an election." Cotta suggested revising the statement to read "the Recorder is an administrative position that requires decisions to be made based on knowledge skills and abilities" Hyatt and DuQuenne agreed with the suggestion. Hyatt pointed out a small issue with a missing letter on the word "decisions." Hansen wanted to add additional changes to the explanatory statement of the "No" vote to address DuQuenne's concern, saying "a no vote for this measure maintains this City Council Business Meeting February 06, 2024 Page 5 of 77 as an elected official, and maintains the existing language." DuQuenne felt that the change was what she was looking for. Cotta agreed with the change. Kaplan asked for clarification, which Acting City Attorney Doug McGeary provided. A "Yes" vote for this measure amends the City Charter to allow for the City of Ashland to hire an individual with appropriate training and skill to fill the Recorder position to include public records retention law, public meeting law, and election process. Currently there are no minimum professional skill qualifications for this position. The only qualifiers are residing within City limits and being a registered voter The recorder is an administrative position that requires decisions to be made based on knowledge, skills, and abilities. A 'No " vote for this measure maintains this position as an elected official and maintains the existing language in the City Charter which outlines the sole qualifications for being an elected City Recorder and fulfilling the necessary job duties as being a resident and registered voter within the City of Ashland. Councilor Hansen/Hyatt m/s to approve Resolution 2024-02 A Resolution of the City of Ashland Submitting to the Voters at the May 21, 2024, Primary Election a Proposed Amendment to Article III and Article VI of the Ashland City Charter with the changes identified here. DISCUSSION: Hansen was glad to see the requirements needed for the City Recorder position changed. He felt that the clarification would help voters make their decision in an informed matter. Hyatt agreed with Hansen's points. Roll Call Vote: Councilor Kaplan, Hyatt, DuQuenne, and Hansen, YES. Motion passed. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Contract - Freshwater Trust for a Flow Augmentation Feasibility Study -Phase 2 Mayor Graham had a conflict of interest regarding the contract and excused herself. Hyatt, acting as Chair of the Council, took over proceedings for this portion of the meeting. Public Works Director Scott Fleury explained that this item was centered around completing phase 2 of the study. Phase 1 had been completed. Between Oct 15 and Nov 15 there was a potential that the City would not be able to meet its requirements for thermal limits. The second phase aims to look at temperature modeling and to decide how much cold water from Reeder Reservoir could be released to offset the thermal impact of the wastewater treatment plant. The third phase will be to develop a shade plan to offset the thermal impact from the wastewater treatment plant. Hyatt asked what exactly the Council needed to do regarding this issue. Fleury clarified that the Council would be awarding a contract for Phase Two of the process. Kaplan asked if the water management conservation plan included the release of cold water from Reeder Reservoir. Fleury responded that the water management conservation plan was completed prior to the feasibility study and that information was given to The Freshwater Trust for them to take into consideration for their analysis on future flow City Council Business Meeting February 06, 2024 Page 6 of 77 projections. Kaplan asked about finding the flow rate and if the number Fleury had given was set in stone. Fleury responded that it was an approximate number used until TFT had completed their calculations. DuQuenne asked about the shading plan. Fleury responded that the shading program is about 60% complete with it expected to be in full compliance by the end of the year. The shading plan would allow for them to release excess water from the wastewater treatment plant if need be. Hansen asked about the kinds of fines Rogue Valley Sewer had received for being out of compliance. Fleury estimated that it was in the millions of dollars. Hansen asked if Ashland joined the Rogue Valley Sewer Program if that would help ease the cost, which Fleury confirmed. Kaplan asked about the "Shade-a-lator" model mentioned in the proposal. Fleury explained that it was a model used to determine the "shade credits" adding that a similar model existed regarding water release. Councilor Hansen/Kaplan m/s to notify Freshwater Trust to proceed with Phase Two and to submit final feasibility and limitations report to the Department of Environmental Quality. DISCUSSION: Hansen was happy that the City of Ashland was finding good solutions for being compliant with DEQ and taking care of the surrounding watershed. Kaplan thanked the staff and was happy with how all the pieces fit together to comply with DEQ regulations. DuQuenne spoke that she did not support the budget and even though the item is in the budget. she felt that she could not support something where there was no concrete solution beyond hoping that the City would be compliant with DEQ. Roll Call Vote: Council Kaplan, Hyatt, and Hansen, YES. DuQuenne, NO. Motion Passed 3-1. Council took a recess from approximately 7:52PM to 8:OOPM. Councilor DuQuenne had to depart from the meeting early. Mayor Graham spoke about quorum regarding the remainder of the meeting, stating that since there were now only three council members in attendance, she would be voting. II. NEW BUSINESS 1. Letter of support - Emergency Communication of Southern Oregon (ECSO) Cotta spoke about the purpose of the letter. County -wide is looking to make emergency communications better. This letter ensures the capital funds are available to complete the project. Councilor Kaplan/Hyatt m/s to authorize the Mayor to sign the letter supporting the capital funding request for ECSO 911. DISCUSSION: Both Kaplan and Hyatt felt that it was necessary and that the City should support it. Roll Call Vote: Council Hansen, Kaplan, Graham, and Hyatt, YES. Motion Passed City Council Business Meeting February 06, 2024 Page 7 of 77 2. 2024 Council Retreat Cotta suggested a tentative agenda including emergency management training provided by Emergency Management Coordinator Kelly Burns. Kaplan asked if the retreat could shrink the time dedicated to Council training to focus on the emergency management training. Cotta responded that was not possible as they were going to lengthen the amount of time on Council training. Hansen was curious why it was difficult to come together to discuss ideas and priorities during the retreat. He suggested having an hour to talk about those topics. Graham would like to keep the training to two to three hours and supported emergency management training. She would also like more time to talk about workplans. Kaplan added that he was happy to have a "working lunch" during the retreat. Hyatt was looking forward to time together without the constraints of meetings. Kaplan if the public can attended, which Cotta confirmed. Hyatt asked if Council could face the public during presentations and discussion. Hansen suggested changing venues to help increase public attendance. Cotta asked what dates would be preferable out of the three proposed dates, March 8"', March 15th and March 22nd. The Council members and the Mayor provided feedback to Cotta on which dates would or would not work for them. 3. Fee Waiver Request - Habitat for Humanity Affordable Housing Planning Commission staff liaison Brandon Goldman spoke about this item. This was part of a series of affordable housing units that already had their fees waived. Habitat for Humanity was interested in extending a request to waive the Community Development and Engineering fees for this project. Goldman brought up that under Resolution 2020-24, all affordable housing units acquired through zone changes or annexations were obligated to pay these fees unless a waiver was approved by the City Council. Habitat for Humanity has acquired the lots, received their permits and are looking for the City Council to waive the fees so construction can continue. Kaplan summarized that the resolution from a few years ago sounded like it would amortize over the entire development as opposed to just the affordable housing developer. Goldman responded there were two options available regarding affordable housing, with either the for - market developers creating the housing or a non-profit housing developer taking on the project. Goldman mentioned that the City Council had previously waived fees for Rice Park subdivision. Hyatt asked if waiving the fees would be an overall benefit to taxes base, which Goldman confirmed. McGeary clarified the voting process for a quorum and explained according to the AMC, three councilors make up a quorum and the Mayor does not vote unless there is a tie. Graham asked about the other six housing units mentioned by Goldman. Goldman responded that the other six lots were deed restricted for affordable units before at market housing could be built. City Council Business Meeting February 06, 2024 Page 8 of 71 Councilor Hyatt/Hansen m/s to waive the fees for two affordable housing units developed by Habitat for Humanity, consisting of $5,918.30 in Community Development Fees and $3,698.94 in Engineering Services Fees, for a combined total of $9,617.24. DISCUSSION: Hyatt pointed out the rapid increase in the value of market rate housing and that any and all affordable units are necessary. Hanen and Kaplan concurred with Hyatt's points. Roll Call Vote: Councilor Hyatt, Kaplan, Hansen, YES. Motion Passed Voting was redone for the letter of support for Emergency Communication of Southern Oregon (ECSO) Redo on vote: Council Hansen, Kaplan, and Hyatt, YES. Motion Passed III. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Contract - Ivy Morton Waterline Project Fleury summarized the purpose of the project and how it would connect to the greater Ashland utility network. Fleury pointed out how this project would help solve several issues within the greater Ashland utility network. Hyatt asked if a communication plan and timeline is available for those who will be impacted by this work? Fleury responded that Project Manager Jason Strait is working on creating schedules and drafting notifications for those who will be affected. Hansen asked about the new properties and how that would tie into the project regarding easement and access. Fleury responded that the City already had an easement with the previous property owner and that the City of Ashland now owns that property. He added that the City cannot grant itself an easement on its own property and that an easement was not needed as the City owns the property outright. The City could make a reservation on the property which would generate an easement if the property was divested from City ownership. Kaplan understood that the project was necessary but had questions about water rates. He asked if concerns about water rates could be factored into the project. Fleury responded that a cost/benefit analysis was already planned. Councilor Kaplan/Hyatt m/s to award a public improvement contract to Central Pipeline for Project No. 2014-04 Ivy Morton Waterline, in the amount of $1,187,680. DISCUSSION: Kaplan noted that it was necessary to carry out and would eventually save the City money. Hyatt felt that it would help with the South Mountain repair cost avoidance and expressed interest in the increased flow rates for fire suppression. Roll Call Vote: Councilor Kaplan, Hyatt, Hansen, YES. Motion Passed City Council Business Meeting February 06, 2024 Page 9 of 77 2. Contract - Facilities Planning Optimization and Management Plan Fleury spoke about this item. He gave special notice to David Summer from Outstanding Resource Waters of Oregon for his assistance and guidance as project leader. Fleury stated that the contract would handle facilities plans and facilities assessments. This would allow for the City to be proactive instead of reactive to optimization work. ORW would handle creating a facility plan and include future planning. Fleury expected that the project would be done by the end of year and would bring ORW's assessment to the Council for approval. Then it will go to staff to determine the facilities improvement plan. Hansen asked if City Hall was one of the facilities that would be looked at. Fleury responded that City Hall would be looked at, with ORW having been kept in the loop about the building. Hyatt noted that there had been conversations before her arrival at Council regarding engineering reports, needed refits and facade concerns. She asked if those reports would be included within the plan. Fleury responded that structural seismic reports would be included. Hyatt asked if the City currently has people in a building where they are unsafe, which Fleury confirmed. Hyatt asked McGeary if there is a risk of liability to the Council members and staff if something were to happen. McGeary responded that there was a small potential, although there would be several hurdles in order to get to that point. Hyatt spoke that she was not comfortable with the answer being "maybe." McGeary stated that he understood Hyatt's concerns and that in law there are areas of grey. Hyatt asked if there was a way to direct staff to look at potential ways to mitigate potential risk? Graham responded that they could talk about that topic later. Graham asked about the Briscoe School and how to prioritize the three remaining items that need to be taken care of. Fleury responded that part of the process would be looking at what the building will be used for in the future, noting the issue of making too many changes now without considering future usage. Fleury highlighted concerns with Oregon Child Development Coalition and wanting to minimize any impact that construction might have on their operations. Councilor Hyatt/Hansen m/s to approve the contract with ORW Architecture for Facility Management and Optimization plan in the amount of $210,209. DISCUSSION: Hyatt stated that she was glad that the plan was moving forward giving how infrastructure safety is moving into the future. Hasen was happy that the project would look at inventory, changes and how best to plan towards the future in all aspects. Kaplan was excited for the results to come out. Graham thanked Fleury for bringing up the Energy Service Companies conversation. Roll Call Vote: Councilor Hyatt, Hansen, and Kaplan, YES. Motion Passed Staff guidance: Hyatt made clear that she did not want to take up the issue of City Hall as a building. She did, however, want to ensure staff safety moving forward. Graham mentioned that in the past the Council had asked for quotes on what it would take to make City Hall safe and that she was interested in seeing what options were available regarding the immediate future. Kaplan agreed with Graham and was interested in seeing a set of options for staff. City Council Business Meeting February 06, 2024 Page 10 of 11 Hansen felt that City Hall was the cornerstone of the community and wanted to know what options were available for the safety of staff. He was also interested in what the forthcoming report would say about the building. Cotta suggested having the possible options discussed at a study session in March before any action is taken. Graham spoke in terms of Briscoe School, asking if it would it be possible to have staff to come back to Council with an updated costs estimate for the three remaining elements. Fleury responded that they already had a good estimation of asbestos removal and the roof repair costs. He needs the report from Marquess & Associates Inc before being able to present any costs. Graham asked about potential electrical supply issues in the area around Briscoe School. Kaplan recalled a conversation about the possibility of solar for the roof of Briscoe, with Fleury adding that there will be a load bearing calculation done by Marquess & Associates which would answer the question about solar panel installation. IV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Hansen spoke about recent Transportation Advisory Committee meetings and is asking for citizen input about bike parking inventory. He added that bike safety is also being discussed within the meetings. Kaplan gave an update about the first full subcommittee meeting for the Houseless Services Committee adding that they will be meeting every two weeks. Hyatt mentioned that the SOREDI economic forum meeting lineup looks interesting. Graham spoke about attending the Southern Oregon Homelessness Summit and received the State update about how to pivot from shelter beds to emergency housing. She hoped that the long-term plan of 2200 Ashland Street could be influenced by the recent conversation and movements within the State. She wanted planning with the site to be in sync with newer options being discussed by the Homelessness Master Plan. V. ADJOURNMENT OF BUSINESS MEETING Councilor Hyatt/ Hansen m/s to adjourn meeting at 9:00 pm. All Ayes. Meeting adjourned at 9:OOPM Respectfully Submitted by: Attest: City Recorder Alissa Kolodzinski Mayor Tonya Graham City Council Business Meeting February 06, 2024 Page 71 of 11 ASHLAND CITY COUNCIL BUSINESS MEETING MINUTES February 6, 2024 6 p.m. Regular Business Meeting* CALL TO ORDER Mayor Graham called the meeting to order at 6:01 p.m. 1. Land Acknowledgement** Kaplan read the land acknowledgement. 11. PLEDGE OF ALLEGIANCE Hansen led the pledge of allegiance, 111. ROLL CALL Mayor Graham, Councilor Hyatt, Kaplan, DuQuenne and Hansen were present. Councilor Bloom and Dahle were absent. IV. MAYOR'S/CHAIR OF THE COUNCIL ANNOUNCEMENTS Mayor Graham announced the City has launched a communications survey and encouraged citizens to fill it out before the end of February. This will tell the City how citizens would like to be informed. She extended a special thank you to the town hall attendees and expressed how nice it was to see so many people who are interested in helping the larger community. The Mayor explained the process and rules for speaking to Council during public forum and for agenda items. V. APPROVAL OF MINUTES *** 1. Minutes of the January 16, 2024 - Business Meeting Hyatt stated a correction was needed on item 8 regarding the Council Chair. The minutes reflect that she said / think its what's best for the Counci/whereas she stated / want what's best for the body. Meaning that if it was the will of the group, she would serve. Councilor Hyatt/Hansen /m/s to approve the minutes of the January 16, 2024 Business Meeting with corrections as noted. Roll Call Vote: Councilor Hyatt, Kaplan, DuQuenne, and Hansen, YES. Motion passed. VI. SPECIAL PRESENTATIONS City Council Business Meeting February 06, 2024 Page 1 of 77 VII. CITY MANAGER REPORT Interim City Manager Sabrina Cotta commended the Community Development team for helping secure the City its 37th consecutive Tree City USA designation. Cotta reminded the Council that the February newsletter and the State of the City speech were up on the City's website. Graham reiterated how the Public Forum would work and added that comments about the proposed ceasefire letter would not be included within this section. She also stated that she is removing the proposed letter from the consent agenda and making it its own agenda item. VIII. PUBLIC FORUM (15 minutes - Public input or comment on City business not included on the agenda) 1. Bruno Marcotulli/Ashland/ Read from two excerpts from the City's code of ethics about holding local authorities accountable to their community. Felt that the City was intentionally obfuscating the work of Andrew Campanelli. Wanted the City to hold Councilor Dahle accountable for his statements regarding Mr. Campanelli and his work. Spoke to the work of "the people" raising the money to deal with the issue of land use laws. Wanted the Council to appreciate the efforts of the people and felt that the Council was abdicating its ethics code. 2. Kelly Marcotulli/Ashland/ Felt that Councilor Dahle was intentionally misleading the public about Andrew Campanelli's work and wanted the Council to appoint an alternative liaison to the safe tech community group. Noted that Dahle had not shared the draft ordinance with the group and that the City was continuing to ignore the voices of the people. Felt that the Council was intentionally ignoring recent studies about harmful radiation. Wanted the City to be a hub of safe tech. Wanted the Council to have a zoom session with Mr. Campanelli. Was concerned that the proposed amendment by Dahle would not address issues like cell tower fires. IX. CONSENT AGENDA 1. Liquor License Approval for H&S Stations LLC, #5027 located at 2500 Ashland Street. 2. Liquor License Approval for Liquid Lounge located at 370 East Main Street. 3. Liquor License Approval for Mezcal Restaurant and Bar, located at 23 North Main Street. 4. Liquor License Approval for Carter Henry's LLC (dba The Noble Fox Restaurant & Brewery) located at 101 Oak Street. 5. CEPAC Appointment Councilor DuQuenne/Hansen m/s to approve the consent agenda. Roll Call Vote: Councilor DuQuenne, Hyatt, Kaplan, and Hansen, YES. Motion passed. City Council Business Meeting February 06, 2024 Page 2 of 11 Graham welcomed Mark Morrison to the Climate and Environment Policy Committee. Gaza Ceasefire Letter Mayor Graham read the proposed letter to the Federal Government (letter attached). PUBLIC COMMENTS: 1. Rabbi David Zaslow/Opposed letter. Felt that the letter should be about preventing genocide and protect Israel from Hamas. 2. Carol Sumahara/ Felt that it was easy for Americans to take their democracy for granted. Warned the Council to be careful whose side they were on. 3. Ayala Zonnenschein/ Identify as Jewish American and found the letter offensive. Asked if other letters had been written to Legislature about other issues happening outside of the US. 4. Randi Seivak/Oppose the letter. Felt that the letter might have unintended consequences. 5. Rabbi Julie Benioff/Homelessness, food insecurity, mental illness, fire protection are all items this Council is working on. Wanted peace for all but to also hold Hamas accountable for the events of Oct. 7. Nowhere is there an effort to hold Hamas accountable. Wanted Local governments not to get involved with foreign affairs. 6. Lisa Horwitch/Ashland/Was in the room when proclamation was signed supporting a stand on condemning hate. Was shocked by the proposed letter but understood that there are others who do not believe in a ceasefire. 7. Laurel Miller/Spoke about wanting Ashland to be a place that does not tolerate separation. 8. Rabbi Avi Zwlobul/Spoke to the response of citizens and highlighted how they find this letter offensive, hurtful, and risk their safety. Wanted like Ashland to stay a safe place for Jews and to focus on local issues. 9. Daniela Cohen/Ashland/Firmly oppose this letter. 10. Jacqueline Brodsky/ Felt that facts are dismissed. Felt that the City was ignoring the actions of Hamas. 11. Linda Myerson-Cohen/ Agrees with everything that has been said during this forum. Was deeply opposed to the letter, feeling that it would perpetuate more hatred and harm towards a very complicated matter. 12. Manny Cohon/Ashland/Vehemently oppose this letter. Felt that it was not a voice of peace. 13. Benjamin Ben -Baruch/ Thanked the council for drafting the letter. Encourage all Council members to sign the letter. Appalled at the community for their comments here. They do not represent the majority of the Jewish community. 14. Brenda Gould/ Thank the Council for their efforts. Felt that this was something Ashland can do to support peace and justice. City Council Business Meeting February 06, 2024 Page 3 of 77 15. Tony Foster/Ashland/Spoke to the many Palestinians that had been killed since the start of this war. Demanded a total cease fire in Gaza adding that it was the minimum requirement. Felt he could not support any group who does not support a cease fire. 16. Jaime Powell/Ashland/ Reminded the Council and the speakers that they were on stolen land. Spoke in support of the letter and of a ceasefire. 17. Greg Grano/Ashland/Thanked the Mayo for drafting the statement. Felt that the act of pushing away genocidal acts was abhorrent. Grateful for the statement and Ashland to be on the right side of history. 18. Ryan Navickas/Ashland/ Support ceasefire. Felt that people should take a stand and not be complicit. 19. Emily Simon/Urge the Council to express their own opinions to the powers that be that make foreign policy decisions on an individual letter. Felt that sending this letter as the Council or having the Mayor endorse the letter was something that could have far reaching consequences. 20. Erin Modine/Thanked the Mayor for her courage by writing the letter. Spoke to the trauma that the conflict has caused. Spoke to the wholesale destruction of Gaza. Voiced support to the letter. 21. Sarah Mix/Ashland/Thank the Mayor for drafting the letter and allowing the conversation to happen about this issue. 22. Nicole Kemmer/Grants Pass. Thanked the Mayor for drafting the letter and voiced support towards it. Brought up the human turmoil on the ongoing genocide. 23. Kayla Blanchflower/Thanked the Mayor for drafting this letter. Spoke to the Jewish community, about standing against antisemitism Thought that everyone should be against hatred. Voiced support for the letter. 24. Alan Weisbard/ Felt that the letter did not reflect the views of the people of Ashland and of Oregon as a whole. Wanted the City to focus on local issues. He strongly opposed the letter reiterating this letter does not reflect him. 25. Morris Maizels/Ashland/Israel has a right to exist. Felt that the Council was wrong to use the word Genocide. 26. Alism Post/Ashland/Spoke to the need for people in positions of power to speak up. Felt that a cease fire would not be against the Jewish people. Mayor Graham thanked the various speakers for their input and wanted to continue having a respectful dialog within the community. She wanted to make sure that none of the statements within the letter could be weaponized against the Jewish people. She clarified that the letter does not speak to the ceasefire but instead would be calling for what needs to be done for long-term peace. The words that are used in the letter should not be turned into stating that the City of Ashland supports the ongoing discussion ceasefire process nor should it be weaponized by any antisemitic groups to justify genocide. Graham updated the language in the letter based on the feedback. (Revised letter attached.) City Council Business Meeting February 06, 2024 Page 4 of 11 Hansen wanted to thank Ashland for coming to this meeting and peaceful dialog. His personal stance is his own and supports Mayor in sending this letter. The violence and hate that is happening all around the world is deplorable. Thanked everyone for their discussion. DuQuenne thanks the residents of Ashland. She heard humanity and love. Kaplan was impressed with the way in which Ashland showed up. He appreciated the comments from the speakers and appreciated the Mayor for changing the letter in response to what was heard. He voiced support towards the Mayor sending the letter. Hyatt highlighted the pain of the voices who spoke tonight. She did not have the understanding to solve this issue but knew that no one on the Council wanted innocent people to die. She thanked Mayor Graham for sending the letter. X. PUBLIC HEARINGS - Postponded to the next Council meeting due to lack of a full Council in attendance. 1. First Reading - Ordinance 3230 Amending Procurement & Contract Procedures XI. UNFINISHED BUSINESS 1. Resolution -Ballot Language for City Recorder Cotta spoke about the item and the changes that had been made. DuQuenne mentioned that she didn't see any change. Cotta responded the changed statement now read. "Yes' vote for this measure amends the City Charter to allow for the City of Ashland to hire an individual with appropriate training and skill to fill the Recorder position to include public records retention law, public meeting law, and election process. Currently there are no minimum professional skill qualifications for this position. The only qualifiers are residing within City limits and being a registered voter. The recorder is an administrative position that requires decision to be made based on knowledge, skills, and abilities outside of the number of votes garnered in an election." DuQuenne felt that the language regarding the no vote was confusing regarding if the City Recorder had to live within the City limits. Cotta responded that a "no" vote would retain the current language, which says "No' vote for this measure maintains the existing language in the City Charter which outlines the sole qualifications for being an elected Recorder and fulfilling the necessary job duties as being a resident and registered voter within the City of Ashland." DuQuenne wanted the language of the "No" vote to be updated to reflect that the City Recorder did have to live within the City Limits, feeling that both options should be made equal regarding the explanatory description. Mayor Graham clarified what a yes or no vote would do. Hyatt spoke about the language regarding the number of votes, bringing up concerns that votes aren't valued for the position. She wanted to delete the phrase, 'outside of the number of votes garnered in an election." Cotta suggested revising the statement to read "the Recorder is an administrative position that requires decisions to be made based on knowledge skills and abilities." Hyatt and DuQuenne agreed with the suggestion. Hyatt pointed out a small issue with a missing letter on the word "decisions." Hansen wanted to add additional changes to the explanatory statement of the "No" vote to address DuQuenne's concern, saying "a no vote for this measure maintains this City Council Business Meeting February 06, 2024 Page 5 of 71 as an elected official, and maintains the existing language." DuQuenne felt that the change was what she was looking for. Cotta agreed with the change. Kaplan asked for clarification, which Acting City Attorney Doug McGeary provided. A "Yes" vote for this measure amends the City Charter to allow for the City of Ashland to hire an individual with appropriate training and skill to fill the Recorder position to include public records retention law, public meeting law, and election process Currently there are no minimum professional skill qualifications for this position. The only qualifiers are residing within City limits and being a registered voter. The recorder is an administrative position that requires decisions to be made based on knowledge, skills, and abilities. A 'No" vote for this measure maintains this position as an elected official and maintains the existing language in the City Charter which outlines the sole qualifications for being an elected City Recorder and fulfilling the necessary job duties as being a resident and registered voter within the City of Ashland. Councilor Hansen/Hyatt m/s to approve Resolution 2024-02 A Resolution of the City of Ashland Submitting to the Voters at the May 21, 2024, Primary Election a Proposed Amendment to Article III and Article VI of the Ashland City Charter with the changes identified here. DISCUSSION: Hansen was glad to see the requirements needed for the City Recorder position changed. He felt that the clarification would help voters make their decision in an informed matter. Hyatt agreed with Hansen's points. Roll Call Vote: Councilor Kaplan, Hyatt, DuQuenne, and Hansen, YES. Motion passed. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Contract - Freshwater Trust for a Flow Augmentation Feasibility Study -Phase 2 Mayor Graham had a conflict of interest regarding the contract and excused herself. Hyatt, acting as Chair of the Council, took over proceedings for this portion of the meeting. Public Works Director Scott Fleury explained that this item was centered around completing phase 2 of the study. Phase 1 had been completed. Between Oct 15 and Nov 15 there was a potential that the City would not be able to meet its requirements for thermal limits. The second phase aims to look at temperature modeling and to decide how much cold water from Reeder Reservoir could be released to offset the thermal impact of the wastewater treatment plant. The third phase will be to develop a shade plan to offset the thermal impact from the wastewater treatment plant. Hyatt asked what exactly the Council needed to do regarding this issue. Fleury clarified that the Council would be awarding a contract for Phase Two of the process. Kaplan asked if the water management conservation plan included the release of cold water from Reeder Reservoir. Fleury responded that the water management conservation plan was completed prior to the feasibility study and that information was given to The Freshwater Trust for them to take into consideration for their analysis on future flow City Council Business Meeting February 06, 2024 Page 6 of 77 projections. Kaplan asked about finding the flow rate and if the number Fleury had given was set in stone. Fleury responded that it was an approximate number used until TFT had completed their calculations. DuQuenne asked about the shading plan. Fleury responded that the shading program is about 60% complete with it expected to be in full compliance by the end of the year. The shading plan would allow for them to release excess water from the wastewater treatment plant if need be. Hansen asked about the kinds of fines Rogue Valley Sewer had received for being out of compliance. Fleury estimated that it was in the millions of dollars. Hansen asked if Ashland joined the Rogue Valley Sewer Program if that would help ease the cost, which Fleury confirmed. Kaplan asked about the "Shade-a-lator" model mentioned in the proposal. Fleury explained that it was a model used to determine the "shade credits" adding that a similar model existed regarding water release. Councilor Hansen/Kaplan m/s to notify Freshwater Trust to proceed with Phase Two and to submit final feasibility and limitations report to the Department of Environmental Quality. DISCUSSION: Hansen was happy that the City of Ashland was finding good solutions for being compliant with DEQ and taking care of the surrounding watershed. Kaplan thanked the staff and was happy with how all the pieces fit together to comply with DEQ regulations. DuQuenne spoke that she did not support the budget and even though the item is in the budget. she felt that she could not support something where there was no concrete solution beyond hoping that the City would be compliant with DEQ. Roll Call Vote: Council Kaplan, Hyatt, and Hansen, YES. DuQuenne, NO. Motion Passed 3-1. Council took a recess from approximately 7:52PM to 8:OOPM. Councilor DuQuenne had to depart from the meeting early. Mayor Graham spoke about quorum regarding the remainder of the meeting, stating that since there were now only three council members in attendance, she would be voting. NEW BUSINESS 1. Letter of support - Emergency Communication of Southern Oregon (ECSO) Cotta spoke about the purpose of the letter. County -wide is looking to make emergency communications better. This letter ensures the capital funds are available to complete the project. Councilor Kaplan/Hyatt m/s to authorize the Mayor to sign the letter supporting the capital funding request for ECSO 911. DISCUSSION: Both Kaplan and Hyatt felt that it was necessary and that the City should support it. Roll Call Vote: Council Hansen, Kaplan, Graham, and Hyatt, YES. Motion Passed City Council Business Meeting February 06, 2024 Page 7 of n 2. 2024 Council Retreat Cotta suggested a tentative agenda including emergency management training provided by Emergency Management Coordinator Kelly Burns. Kaplan asked if the retreat could shrink the time dedicated to Council training to focus on the emergency management training. Cotta responded that was not possible as they were going to lengthen the amount of time on Council training. Hansen was curious why it was difficult to come together to discuss ideas and priorities during the retreat. He suggested having an hour to talk about those topics. Graham would like to keep the training to two to three hours and supported emergency management training. She would also like more time to talk about workplans. Kaplan added that he was happy to have a "working lunch" during the retreat. Hyatt was looking forward to time together without the constraints of meetings. Kaplan if the public can attended, which Cotta confirmed. Hyatt asked if Council could face the public during presentations and discussion. Hansen suggested changing venues to help increase public attendance. Cotta asked what dates would be preferable out of the three proposed dates, March 8th, March 151h and March 22nd. The Council members and the Mayor provided feedback to Cotta on which dates would or would not work for them. 3. Fee Waiver Request - Habitat for Humanity Affordable Housing Planning Commission staff liaison Brandon Goldman spoke about this item. This was part of a series of affordable housing units that already had their fees waived. Habitat for Humanity was interested in extending a request to waive the Community Development and Engineering fees for this project. Goldman brought up that under Resolution 2020-24, all affordable housing units acquired through zone changes or annexations were obligated to pay these fees unless a waiver was approved by the City Council. Habitat for Humanity has acquired the lots, received their permits and are looking for the City Council to waive the fees so construction can continue. Kaplan summarized that the resolution from a few years ago sounded like it would amortize over the entire development as opposed to just the affordable housing developer. Goldman responded there were two options available regarding affordable housing, with either the for - market developers creating the housing or a non-profit housing developer taking on the project. Goldman mentioned that the City Council had previously waived fees for Rice Park subdivision. Hyatt asked if waiving the fees would be an overall benefit to taxes base, which Goldman confirmed. McGeary clarified the voting process for a quorum and explained according to the AMC, three councilors make up a quorum and the Mayor does not vote unless there is a tie. Graham asked.about the other six housing units mentioned by Goldman. Goldman responded that the other six lots were deed restricted for affordable units before at market housing could be built. City Council Business Meeting February 06, 2024 Page 8 of 71 Councilor Hyatt/Hansen m/s to waive the fees for two affordable housing units developed by Habitat for Humanity, consisting of $5,918.30 in Community Development Fees and $3,698.94 in Engineering Services Fees, for a combined total of $9,617.24. DISCUSSION: Hyatt pointed out the rapid increase in the value of market rate housing and that any and all affordable units are necessary. Hanen and Kaplan concurred with Hyatt's points. Roll Call Vote: Councilor Hyatt, Kaplan, Hansen, YES. Motion Passed Voting was redone for the letter of support for Emergency Communication of Southern Oregon (ECSO) Redo on vote: Council Hansen, Kaplan, and Hyatt, YES. Motion Passed III. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Contract - Ivy Morton Waterline Project Fleury summarized the purpose of the project and how it would connect to the greater Ashland utility network. Fleury pointed out how this project would help solve several issues within the greater Ashland utility network. Hyatt asked if a communication plan and timeline is available for those who will be impacted by this work? Fleury responded that Project Manager Jason Strait is working on creating schedules and drafting notifications for those who will be affected. Hansen asked about the new properties and how that would tie into the project regarding easement and access. Fleury responded that the City already had an easement with the previous property owner and that the City of Ashland now owns that property. He added that the City cannot grant itself an easement on its own property and that an easement was not needed as the City owns the property outright. The City could make a reservation on the property which would generate an easement if the property was divested from City ownership. Kaplan understood that the project was necessary but had questions about water rates. He asked if concerns about water rates could be factored into the project. Fleury responded that a cost/benefit analysis was already planned. Councilor Kaplan/Hyatt m/s to award a public improvement contract to Central Pipeline for Project No. 2014-04 Ivy Morton Waterline, in the amount of $1,187,680. DISCUSSION: Kaplan noted that it was necessary to carry out and would eventually save the City money. Hyatt felt that it would help with the South Mountain repair cost avoidance and expressed interest in the increased flow rates for fire suppression. Roll Call Vote: Councilor Kaplan, Hyatt, Hansen, YES. Motion Passed City Council Business Meeting February 06, 2024 Page 9 of 11 2. Contract - Facilities Planning Optimization and Management Plan Fleury spoke about this item. He gave special notice to David Summer from Outstanding Resource Waters of Oregon for his assistance and guidance as project leader. Fleury stated that the contract would handle facilities plans and facilities assessments. This would allow for the City to be proactive instead of reactive to optimization work. ORW would handle creating a facility plan and include future planning. Fleury expected that the project would be done by the end of year and would bring ORW's assessment to the Council for approval. Then it will go to staff to determine the facilities improvement plan. Hansen asked if City Hall was one of the facilities that would be looked at. Fleury responded that City Hall would be looked at, with ORW having been kept in the loop about the building. Hyatt noted that there had been conversations before her arrival at Council regarding engineering reports, needed refits and facade concerns. She asked if those reports would be included within the plan. Fleury responded that structural seismic reports would be included. Hyatt asked if the City currently has people in a building where they are unsafe, which Fleury confirmed. Hyatt asked McGeary if there is a risk of liability to the Council members and staff if something were to happen. McGeary responded that there was a small potential, although there would be several hurdles in order to get to that point. Hyatt spoke that she was not comfortable with the answer being "maybe." McGeary stated that he understood Hyatt's concerns and that in law there are areas of grey. Hyatt asked if there was a way to direct staff to look at potential ways to mitigate potential risk? Graham responded that they could talk about that topic later. Graham asked about the Briscoe School and how to prioritize the three remaining items that need to be taken care of. Fleury responded that part of the process would be looking at what the building will be used for in the future, noting the issue of making too many changes now without considering future usage. Fleury highlighted concerns with Oregon Child Development Coalition and wanting to minimize any impact that construction might have on their operations. Councilor Hyatt/Hansen m/s to approve the contract with ORW Architecture for Facility Management and Optimization plan in the amount of $210,209. DISCUSSION: Hyatt stated that she was glad that the plan was moving forward giving how infrastructure safety is moving into the future. Hasen was happy that the project would look at inventory, changes and how best to plan towards the future in all aspects. Kaplan was excited for the results to come out. Graham thanked Fleury for bringing up the Energy Service Companies conversation. Roll Call Vote: Councilor Hyatt, Hansen, and Kaplan, YES. Motion Passed Staff guidance: Hyatt made clear that she did not want to take up the issue of City Hall as a building. She did, however, want to ensure staff safety moving forward. Graham mentioned that in the past the Council had asked for quotes on what it would take to make City Hall safe and that she was interested in seeing what options were available regarding the immediate future. Kaplan agreed with Graham and was interested in seeing a set of options for staff. City Council Business Meeting February 06, 2024 Page 70 of 77 Hansen felt that City Hall was the cornerstone of the community and wanted to know what options were available for the safety of staff. He was also interested in what the forthcoming report would say about the building. Cotta suggested having the possible options discussed at a study session in March before any action is taken. Graham spoke in terms of Briscoe School, asking if it would it be possible to have staff to come back to Council with an updated costs estimate for the three remaining elements. Fleury responded that they already had a good estimation of asbestos removal and the roof repair costs. He needs the report from Marquess & Associates Inc before being able to present any costs. Graham asked about potential electrical supply issues in the area around Briscoe School. Kaplan recalled a conversation about the possibility of solar for the roof of Briscoe, with Fleury adding that there will be a load bearing calculation done by Marquess & Associates which would answer the question about solar panel installation. IV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Hansen spoke about recent Transportation Advisory Committee meetings and is asking for citizen input about bike parking inventory. He added that bike safety is also being discussed within the meetings. Kaplan gave an update about the first full subcommittee meeting for the Houseless Services Committee adding that they will be meeting every two weeks. Hyatt mentioned that the SOREDI economic forum meeting lineup looks interesting. Graham spoke about attending the Southern Oregon Homelessness Summit and received the State update about how to pivot from shelter beds to emergency housing. She hoped that the long-term plan of 2200 Ashland Street could be influenced by the recent conversation and movements within the State. She wanted planning with the site to be in sync with newer options being discussed by the Homelessness Master Plan. V. ADJOURNMENT OF BUSINESS MEETING Councilor Hyatt/ Hansen m/s to adjourn meeting at 9:00 pm. All Ayes. Meeting adjourned at 9:OOPM Respectfully Submitted by: Attest: City Recorder Alissa Kolodzinski Mayor Tonya Graham City Council Business Meeting February 06, 2024 Page 17 of 71 ASHLAND February 6, 2024 Letter to Senator Wyden and Congressman Bentz Dear Senator/Congressman, As you know, 27,019 Palestinians have been killed and 66,139 wounded since October 7, including 85 journalists and over 136 United Nations Relief and Works Agency aid workers. An estimated 70% of the Palestinians who have been killed are women and children. At the same time,1,139 Israelis have been killed and over 13,000 wounded during and since the Hamas attack on October 7. There are currently 108 Israelis held hostage by Hamas. The International Court of Justice in the Hague has ordered Israel to take all measures within its power to prevent acts of genocide against Palestinians in the Gaza Strip and the situation on the ground in Gaza is beyond desperate regarding the availability of food, clean water, medicine, and supplies. At the same time, the humanitarian crisis in Gaza is fueling destabilization in the region. For all of these reasons, the Ashland City Council urges you to do everything in your power to bring forward a cessation of hostilities in Gaza, secure release of all hostages, and provide humanitarian aid necessary to ensure the survival of Palestinian civilians. Sincerely, Tonya Graham Mayor of Ashland on behalf of the Ashland City Council OFFICE OF THE MAYOR 20 East Main Street Ashland, Oregon 97520 ashland.or.us Letter to President Biden, Senator Wyden, Congressman Bentz Dear Biden/Wyden/Bentz, As you know, 27,019 Palestinians have been killed and 66,139 wounded since October 7, including 85 journalists and over 136 United Nations Relief and Works Agency aid workers. An estimated 70% of the Palestinians who have been killed are women and children. At the same time, 1,139 Israelis have been killed and over 13,000 wounded during and since the Hamas attack on October 7. There are currently 136 Israelis held hostage by Hamas. The situation on the ground in Gaza is beyond desperate regarding the availability of food, clean water, medicine, and supplies. For all of these reasons, the Ashland City Council urges you to do everything in your power to bring forward a long-term peace by working to ensure a cessation of hostilities in Gaza, to secure the release of all hostages, and to provide humanitarian aid necessary to ensure the survival of Palestinian civilians. Sincerely, Tonya Graham Mayor of Ashland ASHLAND CITY COUNCIL STUDY SESSION MINUTES February 5, 2024 Mayor Graham called the meeting to order at 5:30 p.m. Mayor Graham, Councilor Hyatt, Bloom, Kaplan, DuQuenne and Hansen were present. Councilor Dahle was absent. 1. Public Input - None 2. Croman Mill Townmakers LLC Update Community Development Director Brandon Goldman introduced Mike McHaffey and Mike Weinstock. Weinstock provided an update on the clean-up. McHaffey provided a slide show on the Croman Mill Redevelopment (see attached): • Current Status - Summary • Generally good news on the cleanup • Grading • Pre-app Items Reviewed • Site map, Illustrations • Illustrations • Approximate Line of Annexation Area Boundary • Building Illustrations • Private • Design Guidelines • Johnson Economics Letter • ODOT and City Transportation Planning... • Critical Areas (Pond and stream) • Northwest Housing Alternatives - Alma Gardens at Orenco Station • Our Proposed Land Use Code (AMC 18.3.2) • Minimum Stats • Development Agreement - draft now in development • Family -wage employment... • 2010 Land Use Overlays and 2024 Potential Use Areas • Phase One Area • Economics Team • Thank you! Hanson congratulated the team for beginning the physical cleanup process but noted that the cleanup permit would expire in May of 2024. He asked if the team knew how long the cleanup process would take. McHaffey hoped it would be completed up by the May deadline but could not speak for the owner. City Council Study Session February 5, 2024 Page l of 6 Hansen stated the planning development focused on mixed overlapped commercial first and asked if they could instead focus on residential first. Weinstock spoke to the commitment and requirement from the City for job creation but confirmed there would be townhomes and apartments planned during the initial development phase as well. Hansen asked for clarification on the placement of residential units in the development plan. McHaffey explained and added that designated areas could be changed. Mayor Graham wanted to ensure the employment matched with the residential, as the City was very interested in possible economic development. Kaplan asked about housing density and if the developers were aiming for 15 units per acre, which McHaffey confirmed. Kaplan asked if the developers were looking to go beyond the minimum of 15 units per acre. Weinstock responded that the developers would go above the number for the multifamily dense areas, adding that he wanted to ensure that the development maintained a livable character. McHaffey spoke to the importance of having green spaces throughout the residential area. Kaplan asked about Rogue Valley Transit District going through the area. McHaffey confirmed that would happen and hoped for more frequent service. Weinstock thought it should run about every 15 minutes and wanted to see service expanded into the evening and night hours. McHaffey noted the walkability and bike - ability within the new development. DuQuenne thought commercial and residential should happen at the same time and asked about the square feet of the affordable units. McHaffey responded that the size of the affordable units was not yet specified and wanted a diversity of sizes. Weinstock added that they had met with an affordable housing attorney and were getting ready to hire a branding and marketing company for a marketing analysis. McHaffey referenced the housing need analysis the City adopted, adding that it would influence the development to determine square footage needs. Bloom asked if affordable housing included both rental and ownership and stated that he did not want people to be "locked" into one economic bracket. McHaffey agreed with Bloom's assessment. Weinstock added that the developers were also focusing on attainable housing in addition to affordable housing. McHaffey stated that the developers wanted housing diversity. Hyatt asked if the proposed bike path would link to the central bike path, which McHaffey confirmed. Hyatt asked if the affordable unit requirements would be deed restricted. McHaffey explained they needed to meet with affordable housing funders and wanted long term affordable housing. Weinstock was talking to a land trust that would require a 99-year lease in regard to keeping affordable housing attainable. City Council Study Session February 5, 2024 Page 2 of 6 Hyatt asked Goldman when the Council would get into the realm of ex parte contact. Goldman explained once the application was submitted, the quasi-judicial would begin and Council would need to avoid ex parte contacts. Goldman also clarified the code's requirements for affordable housing. 3. Croman Mill Site Cleanup Update Community Development Director Brandon Goldman noted there was forward momentum regarding cleanup efforts. Goldman stated that on November 20th, 2023, SCS Engineering submitted a report to the Department of Environmental Quality regarding work at the site, adding that the plan had been approved. Greg Aitken, a temporary employee for the city who also formerly worked with DEQ, was brought in to help explain the report alongside Goldman. Goldman explained how the three areas of contamination were determined. He described them and what level of clean up would be needed. In terms of the expiration date, May 2024 was the end date, but the applicant could get a six-month extension. They were looking to truck out material over the next few months. There was some change on the site. Historically they had been removing wood waste material and other waste materials from the site. After consultation with DEQ, the group requested further information on the site to give it a clean fill determination, so the debris could go to a regular site as opposed to a specialized landfill. The next step in the plan was excavating the contaminated sites. Once that was complete additional testing would be needed to ensure the area was cleaned up to the correct standards. Kaplan asked if the owner could start with the first development area while searching for a landfill for the hazardous material. Aitken confirmed and explained that property owners were working towards developing as soon as possible. Kaplan asked about restrictions on finding places to deposit waste. Goldman said that there were not restrictions if it ended up in a landfill. Hansen asked about the 12,300 cubic yard number in the document. Aitken explained the 12300 cubic yards was an estimate and elaborated on the process used to determine the amount of material removed. Hyatt asked if there was any improvement in communications between all parties involved. Goldman responded that communications had indeed improved. Hyatt thanked Aitken for his involvement in the project. 4. Severe Weather Emergency Shelter Temperature Thresholds Mayor Graham introduced the topic and explained there was an interest in having the emergency shelter temperature threshold consistent with the rest of the Valley. Interim City Manager Sabrina Cotta further explained the item and difference in temperature levels. She spoke of all the factors that went into the decision to adjust the temperature. Bloom asked about a possible scenario where the City ran out of funds for the emergency shelter. Cotta explained they would go to the Council for an appropriation of funds. Bloom asked about the benefits of changing the temperature levels. Cotta explained Ashland's shelter tended to open its doors prior to others because of severe weather within the area. City Council Study Session February 5, 2024 Page 3 of 6 Hyatt noted Grants Pass did not have a shelter. Cotta thought they had opened a severe weather shelter but could not confirm. Hansen asked how much money had been budgeted for the shelter. Cotta responded there was $200,000 set aside. Hansen asked for population numbers in each portion. Cotta noted the 24-7 shelter was not part of this conversation and it held 24 people. The severe weather shelter held 20 people and described what a low barrier shelter was. The numbers depended on the weather with an average of 10-12 people. DuQuenne asked about air quality and unhealthy levels regarding the shelter being open. Sabrina responded that if the air quality index was at or above 150 the shelter would be opened. DuQuenne stated that did not support changing the temperature. Kaplan provided background on the present recommendation. He asked Sabrina what had changed to prompt lowering the temperature. He confirmed there was not an operational reason to change it. Graham noticed the City had not hit extreme heat and smoke. The heat threshold for opening the shelter was 950 F and during the day, the library was open and available. She noted the problem occurred at night if the heat did not come down and was concerned about the possible fiscal impacts of having the shelter open for weeks at a time. She asked Cotta about potential staffing issues with having the shelter open for multiple days due to extreme heat. Cotta thought the resolution allowed flexibility for cold and heat, while pointing out that there is an issue of staffing. For summer, she noted, the City would be looking at sustained heat over multiple days as a sign to open the emergency shelter. She added that smoke risks from wildfires could be a 24/7 situation that could potentially span for weeks increasing the expense. Cotta added that opening severe weather shelter in November could be tricky in relation to cost because of not knowing when the shelter might be open again during the winter months. She brought attention to the risk that precipitation has on people staying outside during the cold. Bloom asked if the current resolution superseded prior resolutions, which Graham confirmed. He noted that the prior resolutions had some structure but noted the areas of improvement that the current resolution did not address. Hansen noted that in 2013, the City of Ashland's temperature threshold for opening the shelter was 200 F. Public Comment City Council Study Session February 5, 2024 Page 4 of 6 Echo Fields/Ashland/Drafted the current policy in 2021 and pointed out that it took a year to get it enacted. She noted the need to balance public health with resource constraints for the city. She felt that lowering the temperature to 250 F puts people at risk. She noted a lot of elders were accessing the shelter and spoke to their vulnerability of extreme cold and heat. She added that if the City was interested in adding smoke to the reasons to open the shelter, it would require some significant changes. Amy Cuddy/Ashland/Spoke about her time volunteering at both shelters on Ashland Street. She thought changing the temperature requirements to 250 F was inhumane and Ashland was better than that. She knew there were competing priorities and thought the Council should start with the basics of keeping the shelter open. AM Robinson/Ashland/Opposed the temperate change. She felt that anything below 320 F and about 950 F was harmful and changing it would cause more deaths. Vanessa Houk/Ashland/Read from a letter she sent to council a month before about a dream of people who had passed due to dangerous weather. She shared several stories of the unhoused who had been killed because of exposure to inclement weather. Jason Houk/ Ashland/Proud to has past partnered in providing shelter and understood that it requires a lot of structure. He opposed decreasing the temperature threshold and shared how they had helped people through shelters. He felt that the Fire Department needed to provide water and cool spaces. He commented on smoke shelters, feeling that the shelter should provide masks during those times. He wanted to give staff the freedom to tackle the issue to the best of their abilities. Debbie Neisewander/Opposed the policy and did understand why reducing the temperature threshold supported public safety and reduced climate change risk. She thought there was a hidden agenda. Spoke to the unhoused feeling like the City did not want to make them comfortable and wanted to run them out of town. She hoped to change the mindset somehow. She spoke about the cooling shelter being open for five days last year with between 7 to 16 people in attendance and the clean air shelter being open for four days last year, with between 1 to 4 people in attendance. She spoke about the shelter being opened that previous Saturday (02/02/24) with 9 people in attendance. She wanted greater resources to be available when the shelter was opened for consecutive days. Spoke about recent challenges with the Night Lawn and hoped the Council would take into consideration the additional challenges. Ruby Nicol/Ashland/Explained they did not ask to be homeless and explained how impossible it was to get out of homelessness. She spoke to her sobriety and has been homeless for six out of seven years. She currently lived in a broken-down van and described City Council Study Session February 5, 2024 Page 5 of 6 the difficulty in staying warm. Graham reminded the Council that their job was to provide staff with direction on what to do next. She went around the table and asked each member for their view and suggestions. Hyatt noted that she was at the original meeting to change it to 320 F and supported the policy that Echo Fields had brought forth. She did not want to see the threshold changed. Bloom did not think the threshold needed to be changed but supported creating structure around the shelter environment. Kaplan was not interested in changing the thresholds. DuQuenne was not interested in changing the thresholds. She was interested in looking at shelters during smoke/ air quality events. She agreed with Bloom on focusing on the shelter structure. Hansen was not in favor of changing the thresholds and was disappointed in the current amount budgeted to keep people safe via the shelter. Graham noted the first year of the biennium for shelter nights at 320 s was experimental. She thought staff should explore smoke shelters and possibly pull that cost per night figure down and find out what is driving the cost up. Overall, Council was not interested in changing the thresholds. Bloom wanted to have a separate conversation about the structure and rules in the resolution. He thought rules should be added to the resolution. Cotta recommended stricter contract rules. She also suggested the City could put out a request for proposal for the whole year and structure things differently within the shelter. She added that smoke/air quality would present a different kind of challenge and structure to meet that challenge. DuQuenne thought it was important to have a review of the shelter after the winter season and wanted to add it to the calendar. She also suggested having an after -season review for heat and smoke as well. Graham responded that staff would bring the suggestion back at a later date. 5. Adjournment of Study Session The meeting was adjourned at 7:02 p.m. City Recorder Alissa Kolodzinski Attest: Mayor Tonya Graham City Council Study Session February 5, 2024 Page 6 of 6 Croman Mill Redevelopment Update Ashland, Oregon Downtown - -. - North on IS University -- To - _ California Freeway ' SITE •t• City Council Presentation Townmakers LLC February 5, 2024 Current Status - Summary • Oregon DEQ has generally good news on cleanup • Current owners have offered to do rough grading through cleanup per our plan; LIDAR topography is being conducted • Good pre -application conference in November • Johnson Economics will supplement economic analysis to break out commercial and industrial • ODOT has provided comments on intersection design and scope of Traffic Impact Analysis, which is now underway • Critical areas survey is now under way • We are in talks with several experienced affordable housing developers • We are developing an updated land use and zoning ordinance for the site, which will also include a development agreement • We are proposing an infrastructure finance partnership (TIF) for public improvements — major streets, paths, parks, infrastructure for affordable housing Generally good news on the cleanup ASHLAN D �fPLANS FOR MIXED USE FACILITY INTHEWORKS ASHLAND v i KO51S,C3 PLANS FOR MIXED USE FACILITY IN THE WORKS j ASHLAND . ' .. GK091TV Grading • Current topo data is from 1998 • Need to identify stockpiles, plan for what remains (fill, strippings, etc) • Need to provide preferred fill areas (e.g. roads, dropoff area) Pre-app Items Reviewed - Land Use Ordinance Amendment — 18.3.2 - Transportation System Plan amendment - Comprehensive plan amendment - Zoning and Comp Plan Map Amendments - Annexation Application (includes full plan for first phase) - Outline Plan Subdivision Review - Site Design Review - Development Agreement - Transportation Impact Analysis - Economic Opportunities Analysis Update - Housing Capacity Analysis Review - Other related reports (critical areas, tree protection etc) r� I� s, 01 L r''A� • iJ f�J Azk— - -1 CROMAN MILL DISTRICT - ASHLAND , OREGON - MIKE WEINSTOCK, TOWNMAKERS TOWN PLANNERS AND DESIGNERS: Q_AMAR &ASSOCIATES, AND STUCTURA NATURALIS - JANUARY 1, 2022 p APPROXIMATE LINE OF ANNEXATION AREA BOUNDARY ERSt � � r �\ y - � L • B .r�cvr : -r — nr.Fn � s¢ � C �UrAVVN •AQIU -r� AMAA ... (IMI, ENTRANTO NEW CE MAIN UET S/S ("0M w,ffwt cm - uM:+rcrns OG BD Ro Phase One includes a representative sampling of all buildings in future phases, including industrial," commercial, and residential, as well as parks and open space. The residential it family as well as multi -family. �C—P..bl,. ~~ ~~ r----- --/ - / | ' | U | JOHNSON EcoNoMlcs Avgutt 3. 2013 Mi4r N'enstara TbaWMutns tXar Mr Wemtlak, my purpa:r of !nn le[ivr a to ewwt an my limm�gt or ur Ecortamw oroarwnil�v+Atuly>n (foal upaam for tM 4h of A>h4rd, Orrg ih, as they apply to yaw WopoNd red —lop nt of tM Ctcman MA alto 0 Ashland At You know, aae retentlY competed an AtMeedum to opdM the Ci[yts 2007 EOA. fd1owing am our Wv 6Miney as tnry apply to Your we • 1Ar parrauLvdMata'r,m.t:mrnrcvyddbWaM,YN1k+m H'oVY.—V.-r-Ath to utuN the R.,-, nwanymmm,+dr.ppa; Ca✓ Cm+pey4*uneM,ngos4 — wwrppad^yg .k'ad4rs4rsrakaYASyCr at tl Cvrvnin MWV-This reflects the fatt tMt empiy—V growth aril demand la empappn[nf IAM hat been sluggish — 2W T. flung a reaspnaae forward pralr[non from this de[a my repots shown a wrernt suryL+ol t016aurs of indu.nal/rlfitr buildable ants, white» these.611 bu,bable acre available at Ywr Croman Mill site. "Mfwe, aytn with a total re —of MN,nduslruUoff Ce land at the Doman Miil site, the Oty wood retain a wr4lut N 40 5 buildable —es • M,dATN7.7 M-1d, mw , "Mid dconay iD.Ambfa6nd(/tmlL a/h,A A-W o(36 aury whkh tamNVhraer—dandarC nA&# TK, mrghl woi k wall in corlwtbon wish w ound'g mnrd'wind,slriaVa/fK, and r,,,drntat as your plan proroaes A~Asranokhr P* Sm,i,t bmwrrrpormr[ rhe[Ny 1—awA, M mWiV,,hr,,fgh fh dins Ma aprntrwi cWtthrI:-40,dr t--Ayr An gwwfwty fo[row Me Co''s enipbanaemcapadry. Y'oui plan dins to meet tlsbsi Roais wl[n a rnu bi Indus[rial, oNae, end ie>4ental, Yui she note Inn there nnaw a aitiu! need fw more divcae re>idenlwala> repined i , the Ov, i 1011 Mowing Ncvdt Analysol antl this how�ng ran be curpememary to rompauEl-Mute W. oth,, and ra,arl, by pro ,,, an e<onm 11, tomperiUve h•ve wwYplaY nrgMotharad lw em0lps'tet as wed n emp`oYeri In my o tih—rd b»tJ wi n•y Lndnlga, tYvt n • iuwneble ,pproxh trial n re>ponsvr to rise Cay't stated pa" f, M, p✓p—eilaspbbyA -p*, ar✓<"n%tY rrGmsns a dO ,rrA armasrTwdrAe rahan d 19-pbbyata pet,rre /w hght ardwhka.( affte-41- rtid A,.d aae; AM rnyakpae, perdue Arre,dnm�/drd we,. The rela[ive>y FigF value br resdrnoal land uu at hom the greasy iwtasea p,tnms of wwk,ry3 from name as,aeb as Mtn,,. based WMIM•n,,t and Inrwork to—,, parbavrarly n the w,ke of Ik CO5R0 pande— The rWe,e 44gesn that 1-- win elrcady devNbpieg befdle 1Fe pandem a, Pave ateelel-d dunng [ne ph.—. and ara Iik,* tb pert=. 611" Allen, syne bab fkwaar+l oa a'm 5alva lbaa 5aa/1b110711w1 • Y6YaW.pmp,.d, ranOwealbpl—ilwm4A p✓" 46, mauvral, cWdreaWd 1,"WZO mixOuurrseknrb{ wlw(A lDrfMr n e nV SpbOk rs te'e undrr m�s rormul,, ,n avn,ge emp1c,—itd—tywould be 10 em4fo,ees per acre(1/3p 19r 7/3 is 6, divded by 3), vvh f my opmtn it a 1—hable wqt,, wide llrget • you e— 1. pipRW V*6.errn rd,drlg IR aa. mwrh A'..,,— threw lefalphau; ~ranMte m A Waotubk tnAf*&4J aq IAMMtla. Wdh 0-1 ready ides, aM wdh appopr.a[e rxt i—hl and h idetmg sports, I W.", C—A, MITI w=n be well-positmned to capture the --m potentul mark,,t rtspnna,, w.th s tompn=!+e eFlenng A f/,p/ of our EOA update u attacko I yell be hippy to Am— am/ our,bur .you may have S Ily, 'j Irrry)plr.pn Principal I.— Eca110mla LLC AbpfarWM ro IraaT[ AYxAaO[OA, lAOMaw Milk STf Pa6f g Critical Areas (Pond and stream) Northwest Housing Alternatives — Alma Gardens at Orenco Station Our proposed land use code (AMC 18.3.2): 1. Create flexible, market -facing zoning that allows the highest possible achievement of public goals 2. Specify coherent, walkable public realm while allowing a mix of uses 3. Deliver an agreed minimum of employment lands within each phase 4. Deliver an agreed minimum of tenant -ready employment spaces in each phase 5. Achieve Climate -Friendly Area designation Our proposed land use code (AMC 18.3.2): 1. Does not modify the existing Croman Mill District plan for other property owners within the district (except relating to street alignments to connect to our plan) 2. Creates two new zones: Compatible Industrial and Commercial — Mixed Use ("CIC-MU") and Residential — Mixed Use (R-MU) 3. Establishes a baseline of area for each, but allows adjustments to meet changing market demand 4. Development agreement controls phasing, minimum amounts, infrastructure, etc. Another key feature of the draft Land Use Ordinance is to preserve as much flexibility as possible in responding to the market, while providing additional baseline commitments of land uses and buildouts by phase through the Development Agreement. The Development Agreement would commit to a formula of delivery for each of three phases, prior to commencement of subsequent phases, corresponding to the takedown schedule agreed to in the Townmakers' purchase and sale agreement for the property, as follows: Minimum Minimum Maximum Minimum Employment Employment Housing Affordable LandAreaz Buildings; Area* Units (80%AAH)s Per Entitlement) In addition, the draft Land Use Ordinance will set the terms of achieving the State's "Climate Friendly Area' designation as sought by the City for the Townmakers property specifically. Net lot areas served by completed infrastructure. Surpluses carry over to reduce required minimums in subsequent phases. a Tenant -ready shell spaces. Surpluses carry over to reduce required minimums in subsequent phases. ° Net lot areas served by completed infrastructure (number of units to be determined per density parameters) s Minimum as required by statute, in addition to "middle housing" and "attainable housing" e (Last phase would not have minimum conditions for subsequent phases) Family -wage employment... not just in isolated districts, but increasingly in more competitive live -work -play neighborhoods 2010: i �1 (Sometimes in homes too! Work from home, home -based businesses, live -works et al.) 2024: Croman Mill tJeighborhood. Ashland, Oregon Town ,u.L iLLC., Da -slope, Sk--Wtor "mac. P,—,N r N N i Phase One Area■ Economics Team: • Jerry Johnson's EOA update shows we meet State requirements • Thad Wilson is proposing a public -private model for public infrastructure to unlock wider benefits for the full district and the city as a whole Jerry Johnson Principal, Johnson Economics III Thad Wilson Senior Vice President, MuniCap Thank You! .'":.� Council Business Meeting February 20, 2024 Agenda Item Life Saving Award From Ralph Sartain Fire Chief Contact Ralph.sartaingashland.or.us 541-552-2229 Item Type Requested by Council ElUpdate ❑ Request for Direction ❑ Presentation Consent ❑ Public Hearing ❑ New Business ❑ Old Business ❑ SUMMARY For exceptional actions by Ashland Fire & Rescue and Jackson County Fire District 5, a member of the community is alive today. With great enthusiasm we have awarded Retired -Captain Todd Beck and Firefighters Ty Haggard and Matt Brown with Ashland Fire & Rescues (AF&R) Life Saving Medal. All members present on the scene that evening have been nominated for an Oregon State Unit Citation. POLICIES, PLANS & GOALS SUPPORTED Employee Recognition BACKGROUND AND ADDITIONAL INFORMATION On April 3, 2023, at 20:34 hrs., shortly after completing a study session with Council on the need for additional staffing. Ashland Fire & Rescue and Jackson County Fire District 5 were dispatched to B Street, Ashland, Oregon, for a structure fire with a confirmed trapped victim. A fire originated in the victim's residence; she initially vacated the residence and realized her cats had not made it out. The fire victim re-entered her residence and became trapped by smoke and flames. Engine 1 (Retired -Captain Beck, Engineer Caples, Firefighter (FF) Haggard, Recruit Probationary FF Hansen) & Medic 1 (FF Brown, FF Stewart) arrived on the scene at 2038 hrs., advised of smoke showing with the victim trapped in the residence. Captain Beck and FF Hagard advanced a cross -lay to door, Captain Beck conducted a quick 360 while FF Haggard could hear the victim calling for help. FF Hagard advanced into the structure and cooled the content fire while moving towards the noise of the victim in search mode. FF Hagard located the victim in the bathroom of the primary fire room. Captain Beck and FF Brown entered the structure, immediately following Haggard, and assisted in removing the victim to the front door. Engineer Caples supplied the water source, while Recruit Probationary Firefighter Hansen hand advanced a large diameter hose to a fire hydrant to provide continual water. Fire Fighter Stewart met the interior crew with a backboard at the front door of the residence to receive the patient from the interior crew. The second arriving unit's Engine 2 Captain Roselip and Engineer Mekkers with Jackson County Fire District 5 Truck 5 (Captain Dave Meads, Engineer Brady Graham, Firefighter's Tony Incerty & Caleb English) entered the structure and suppressed the fire. From the call's Page 1 of 2 .':.� Council Business Meeting time to the victim's removal, was 9 minutes and 33 seconds, from Engine 1 on scene to rescue was 5 minutes and 2 seconds. FF Brown, and Recruit Probationary Firefighter Hansen maintained care of the patient and transported her to Asante Rogue Regional Medical with Firefighter Stewart driving, where the victim was ultimately transferred to the Emmanuel Burn Center in Portland. While tonight we are focusing on the Actions of Captain Beck, FF's Haggard, and Brown which are exemplary models of the fire service, and their actions directly saved the life of a trapped fire victim, while entering an Immediately Dangerous to Life or Health (ILDH) atmosphere at their own risk. The action by all involved in this incident was of extreme service to this community and based on these actions, all involved in the incident from initial arrival, treatment, transport, suppression, command and control, investigation to the continued notification and PIO work made this a successful event. All members of both organizations have been nominated for an Oregon State Unit Citation. The members are: Jackson County Fire District 5: BC6 - Battalion Chief Brian Bolstad Truck 5 - Captain Dave Meads, Engineer Brady Graham, Firefighter's Tony Incerty & Caleb English Engine 3 - Captain Jimmy Johnson, Engineer Matt Lichtenstein, Firefighter Kyle Humphrey Ashland Fire & Rescue BCl - Battalion Chief Todd Stubbs Engine 1 - Captain Todd Beck (Retired), Engineer Daniel Caples, Firefighter Ty Haggard, Recruit probationary Firefighter Zach Hansen Medic 1 - Firefighters Matt Brown and Matt Stewart Engine 2 - Captain David Roselip, Engineer Mike Mekkers Support 1 - Fire and Life Safety Specialist Sydney Jenkins C101- Forestry Officer/PIO Chris Chambers C2 - Deputy Chief - Operations Marshall Rasor Cl - Fire Chief Ralph Sartain FISCAL IMPACTS N/A DISCUSSION QUESTIONS None SUGGESTED NEXT STEPS Mayor and Council to present the awards on behalf of the City. REFERENCES & ATTACHMENTS None Page 2 of 2 IF1 .'":.� Council Business Meeting February 20, 2024 Agenda Item Updated Intergovernmental Agreement for Jail Bed Rentals From Tighe O'Meara Police Chief Contact Tiahe.omeara@ashland.or.us 541-552-2142 Item Type Requested by Council ❑ Update M Request for Direction ❑ Presentation ❑ SUMMARY For several years the police department has rented dedicated jail bed space at the Jackson County Jail on an as -needed basis. This updated Intergovernmental agreement (IGA) clarifies and slightly broadens this agreement. POLICIES, PLANS & GOALS SUPPORTED N/A BACKGROUND AND ADDITIONAL INFORMATION Since 2016 the police department has rented jail bed space on an as -needed basis from the Jackson County Jail (original Council Communication attached). This updated IGA increases the number of jail beds available per this agreement from two to three. This slightly increased capacity will allow for an additional person that has demonstrated chronic negative behavior to be housed when jail availability would otherwise see that person released back into the community, often presenting on ongoing public safety issue. FISCAL IMPACTS The new agreement increases the jail bed rental charge from $100 per bed per day to $110. The department has $33,000 in its annual budget allocated for these charges ($66,000 per biennium). The increase in the daily fee and the number of beds that can be used at once can be absorbed by the department's budget. DISCUSSION QUESTIONS N/A SUGGESTED NEXT STEPS Staff requests that Council authorize the City Manager to enter into this IGA for jail bed rentals at the Jackson County Jail. REFERENCES & ATTACHMENTS Original Council Communication from 2016 Updated IGA between the City and Jackson County Page 1 of 1 �r CITY OF -ASHLAND Council Communication April 19, 2016 Business Meeting Memorandum of Understanding Between the City of Ashland and Jackson County for the Rental of Jail Beds FROM: Tighe O'Meara, Chief of Police, tighe.omeara(a-),ashland.or.us SUMMARY At the March 14, 2016 Council meeting the Council directed staff to pursue renting two jail beds at the Jackson County Jail. This Memorandum of Understanding (MOU) establishes that relationship with the county. BACKGROUND AND POLICY IMPLICATIONS: Due to staffing constraints the Jackson County Sheriff's Office was compelled to reduce its jail space by approximately 60 beds. This reduction further strained the county's ability to incarcerate people who have been charged with or convicted of a crime. It is common for a person who has been arrested or sentenced to a term in jail to be immediately released due to a lack of available space. The lack of available jail space is not unique to Jackson County. Several agencies around the state have taken the step of paying for jail space in order to ensure that those arrested and/or convicted of crimes see some meaningful sanction. While pre -conviction housing is possible through such a program it is much more complicated than post -conviction housing. The attached MOU establishes an agreement with Jackson County that allows for up to two beds to be rented by the City of Ashland to incarcerate defendants convicted of crimes (not violations) in Ashland Municipal Court. The jail beds will cost the city $100 per day, and the city will not be charged unless the bed is in use. COUNCIL GOALS SUPPORTED: 23. Support innovative programs that protect the community. FISCAL IMPLICATIONS: The financial implications are unknown at this time. It is estimated that this program could cost anywhere between $20,000 and $75,000 annually. This money is currently not allocated in the police department's biennial budget. However, the department will absorb the cost in its budget as much as possible, and will return with a supplemental budget request if needed. STAFF RECOMMENDATION AND REOUESTED ACTION: Staff recommends that the Council accept the MOU as written and authorize the city administrator to sign it. SUGGESTED MOTION: I move that Council approves the memorandum of understanding between the City of Ashland and Jackson County for the rental of up to two jail beds and directs the city administrator to sign said MOU. Page 1 of 2 ATTACHMENTS: MOU Page 2 of 2 CITY OF -ASHLAND owa IrmAill INTERGOVERNMENTAL AGREEMENT BETWEEN JACKSON COUNTY AND THE CITY OF ASHLAND FOR HOUSING ADULT PRISONERS IN THE JACKSON COUNTY JAIL This agreement is made by and between The City of Ashland, a political subdivision of the State of Oregon, ("Ashland") and Jackson County a political subdivision of the State of Oregon, ("Jackson County"), each acting through its authorized officials. STATUTORY AUTHORITY 1. In accordance with and pursuant to the provision of ORS Chapter 190 entitled INTERGOVERNMENTAL COOPERATION, the County is authorized to jointly provide for the performance of a function or activity in cooperation with a unit of local government that includes a city or other governmental authority in Oregon. By acceptance of this Agreement, Ashland certifies it meets the above criteria for eligibility for such cooperation with the County. 2. As a result of this agreement and pursuant to ORS 190.030, any unit of local government, consolidated department, intergovernmental entity or administrative officers designed herein to perform specified functions or activities is vested with all powers, rights and duties relating to those functions and activities that are vested by law in each separate party to the Agreement, its officers and agencies. RECITALS WHEREAS, Jackson County operates the Jackson County Jail ("facility") with limited housing space available for housing adult prisoners from other cities. WHEREAS, Ashland desires to house in a humane and secure environment adult prisoners, but lacks the ability to do so. WHEREAS, Ashland desires to reserve three (3) beds per day in the facility for the period of March 1, 2024 through February 28, 2027. WHEREAS, Jackson County is willing to make the desired bed space available to The City of Ashland in accordance with this agreement in order to partially offset its cost for operation of the facility while still maintaining adequate space for its own needs. IN CONSIDERATION OF THE MUTUAL COVENANTS, TERMS AND CONDITIONS STATED BELOW, THE CITY OF ASHLAND AND JACKSON COUNTY AGREE AS FOLLOWS: Section 1. Jackson Co1m , shall. a. Admission Services. (1) Any pre-trial or sentenced adult inmate held in the legal custody of Ashland on charges arising in Jackson County shall be admitted to the facility upon written request of Ashland or the agencies authorized representative, subject to the terms of this agreement. Ashland Housing Agmnt (2) There shall be reserved to the exclusive use of Ashland, upon request from an authorized representative, at least 3 bed spaces within the facility for Ashland adult inmates. (3) Jackson County, acting through its correctional facility staff, shall have discretion to refuse acceptance of any inmate placed under this agreement where it is reasonably believed that such placement does not comply with lawful requirements of facility regulations, State statutes, court orders, or when it appears that the physical condition of the placed inmate requires immediate medical attention. b. Supervision Services. Inmates admitted under this agreement shall receive the quality, level and manner of care and supervision by Jackson County as any other inmate housed in the facility. c. Release Services. Jackson County shall release inmates placed under this agreement only upon notification by persons authorized by Ashland or pursuant to court order, provided, however, that Jackson County, upon written notice to Ashland may act to require the release of any inmate it reasonably believes has been detained in excess of any statutory period prescribed for custody. No provision contained in this agreement is intended to relieve Ashland from the duty to monitor the period that an inmate is detained. Ashland agrees to defend and hold Jackson County harmless from any claim of detention in excess of lawful limits brought or on behalf of any inmate placed as provided above. Section 2. Medical Services. a. Jackson County shall provide Ashland inmates with the routine medical care inside the facility. The level of care inside the facility will be the same as that provided to any other inmate in the facility. This level of care includes the cost of all medical, dental, and mental health care as well as the cost of medical supplies, over the counter medications and, any prescription medications routinely stocked by the facility which are provided to other inmates. The cost of all routine medical care inside the facility is covered by the per diem rate. b. Ashland is financially responsible for all costs for medical care provided Ashland inmates outside the facility. c. If Jackson County determines that a need for emergency services of any kind exists, that determination shall control, and Jackson County is hereby authorized to take appropriate action to secure such services. Jackson County shall provide Ashland with immediate notice of such emergency services and Ashland shall reimburse Jackson County for any expenses connected therewith over and above the base cost established in Section 4 of this agreement. d. In no event shall Jackson County invoice Ashland for more than Jackson County's out of pocket expenses in providing emergency services for a Ashland inmate. Additionally, Jackson County shall not invoice The City of Ashland for any occurrence or situation involving illness, injury or disability requiring immediate medical, dental or psychological services wherein the need for or additional costs 2 Ashland Housing Agmnt of such services arises out of Jackson County's negligent operation of the facility. Section 3. Ashland Shall. a. Written Statement. Ashland shall provide written statement to Jackson County for each adult inmate detailing the basis for custody and length of sentence applicable. Any applicable court order or detainer shall be attached to the written statement. All pertinent medical information shall accompany the inmate and be provided to the medical staff for follow up evaluations. b. Authorization to Act. Ashland shall provide Jackson County current identities of persons authorized to act under this agreement on behalf of Ashland. c. Transportation. Ashland's authorized representative shall provide all transportation of Ashland inmates to and from the facility at no expense to Jackson County. Transportation to Ashland Municipal Court will be the responsibility of Ashland (unless the appearance can be done via video). d. Bed Management. Ashland will be solely responsible for the management of the rented beds. Ashland inmates designated in writing will be removed from the Jackson County Jail Release Matrix and will be kept in custody until completion of their sentence or when Jackson County is notified that Ashland no longer wishes that an inmate be assigned to one of the rented beds. The inmate will then either be released or placed back onto the Jackson County Jail Release Matrix. e. Release Information. Ashland shall provide Jackson County any required written evidence of authorization or other court orders or reports necessary to release any inmate placed under this agreement. Routine releases of Ashland inmates will take place in Jackson County. Ashland will be responsible for calculation of statutory good time, work time and release date of all Ashland inmates. Jackson County will provide Ashland with the necessary data to make these calculations. f. Extraordinary Care. Upon prior approval by Jackson County, Ashland shall reimburse Jackson for any expenses reasonably incurred in the care and supervision of a placed inmate which would exceed the level of care and supervision of a placed inmate customarily furnished to detained inmates, including but not limited to specially tailored clothing, footwear, prosthesis, remedial tutoring, eye glasses, dentures, hearing aids and similar devices. g. Removal of Inmates. Ashland shall remove any placed inmate that Jackson County determines in its sole discretion, to be a substantial risk to. the security or safety of the facility on 48 hours' notice from Jackson County. h. Court Orders. Ashland shall furnish promptly to Jackson County in writing judicial orders of placement, social history, visitation restrictions, and specialized programming which would affect detention care and supervision of the placed inmate. 3 Ashland Housing Agmnt i. Habeas Corpus. In the event an Ashland inmate in the physical custody of Jackson County is the subject of a habeas corpus or other proceeding seeking release from custody, Jackson County shall have no duty to defend or appear in the proceeding. At its option, Ashland may defend or appear in the proceeding. Jackson County will promptly notify Ashland of any proceeding of which it is aware that seeks release of a Ashland inmate from Jackson County. j. Payment. All sums due Jackson County under this agreement shall be remitted to: Jackson County Sheriffs Office Attn: Jail Administration 787 West 8' Street, OR 97501 Section 4. Cost. a. Base Cost. While this agreement is in effect, the base cost to Ashland shall be $110.00 per day per bed for up to three (3) beds per day. This charge will only apply when an authorized representative from Ashland has designated in writing that Ashland wishes to use one or more of the three contracted beds. b. Maximum Compensation. Total base cost paid by Ashland under this agreement shall not exceed $60,000 per Ashland fiscal year. c. Other costs. In addition to the base cost, Ashland shall pay to Jackson County the costs of emergency services and extraordinary care for Ashland inmates. d. Ashland shall make payment to Jackson County not later than the 20' day of the month following Ashland's receipt of Jackson County's monthly billing in payment for services rendered in accordance with the agreement. Section 5. Liability. a. No provision contained in this agreement is intended to relieve Ashland from any claim brought by or on behalf of an injured party as a result of Jackson County releasing an inmate or for any claim brought by or on behalf of an inmate for failure by Jackson County to release an inmate pursuant to the conditions as set forth in Section Lc above. Subject to the limitations and conditions of the Oregon Tort Claims Act, ORS 30.260 et seq., and Article XI, Section 10 of the Oregon Constitution, Ashland agrees to defend and hold harmless Jackson County from any claim brought by or on behalf of an injured party as a result of Ashland releasing an inmate or from any claim by or on behalf of an inmate as a result of failure by Jackson County to release that inmate pursuant to the conditions as set forth in Section Lc above. b. Subject to the limitations and conditions of the Oregon Tort Claims Act, ORS 30.260 et seq., and Article XI, Section 10 of the Oregon Constitution, Ashland agrees to defend and hold Jackson County, its elected officials, officers, employees, and agents harmless from any claim brought under federal civil rights law including 42 U.S.C. 1983, and pursuant to the Oregon Tort Claims Act and shall indemnify Jackson County, its elected officials, officers, agents and employees for any loss proximately and legally caused by the conduct of Ashland's 4 Ashland Housing Agmnt elected officials, officers or employees in the performance of the obligations required by the terms of this agreement except for claims brought related to the release or failure to release an inmate pursuant to the conditions set forth in Section Lc as set forth in Section 5.a. Section 6. Amendments, No Assignments, Construction. a. This agreement may be amended only by written Amendment and included as part of the agreement when properly signed by both parties. b. Neither party shall assign or otherwise transfer its interest in this agreement. c. This agreement shall be construed and enforced in accordance with the laws of the State or Oregon. Section 7. Term. a. Term. Unless terminated in accordance with subsection (b), the term of this agreement is from the effective date through February 28, 2027. The effective date is March 1, 2024, or the last date signed by the parties below, whichever is later. The charges established by Section 3 ("Cost") shall not accrue until the date inmate(s) are delivered to Jackson County Jail or 30 days after the effective date, whichever occurs first. b. Without Cause. This agreement may be terminated by mutual consent of the parties or by either party upon thirty (30) days' notice, in writing or delivered by certified mail or in person. c. For Cause by Jackson County. Jackson County may terminate or modify this Agreement, in whole or in part, effective upon delivery of written notice to Ashland or at such later date as may be established by Jackson County under any of the following conditions: (1) If Ashland's funding from federal, state, or other sources is not obtained and continued at levels sufficient to allow the performance of the Agreement or insufficient funds are appropriated by the Ashland City Council to meet Ashland's obligations under this agreement; (2) If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the performance is no longer allowable or appropriate or are no longer eligible for the funding proposed payments authorized by this Agreement. d. For Default or Breach. Either Jackson County or Ashland may terminate this Agreement in the event of a breach of the Agreement by any party. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen (15) days of the date of notice, or within such period as the party giving notice may authorize or require, then the Agreement may be terminated at any time thereafter by a written notice of termination by the party giving notice. The rights and remedies of the parties 5 Ashland Housing Agmnt provided in this subsection are not exclusive and are in addition to any other rights and remedies provided by law or under this agreement. e. Obligation/Liability of Parties: Termination or modification of this Agreement pursuant to subsections a, b, c, or d above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. IN WITNESS WHEREOF, the parries have hereto caused this agreement to be executed by their duly authorized officers as of the dates and year entered hereinafter. Each party, by signature below of its authorized representatives, hereby acknowledges that it has read this Agreement, understands it and agrees to be bound by its terms and conditions. Each person signing this Agreement represents and warrants to have the authority to execute this agreement. JACKSON COUNTY CITY OF ASHLAND Danny Jordan, County Administrator Sabrina Cotta, Interim City Manager Date: Date: APPROVED AS TO LEGAL SUFFICIENCY: Sr. Assistant Jackson County Counsel Date: 11 .':.� Council Business Meeting February 20, 2024 Agenda Item Public Arts Advisory Committee Appointments From Alissa Kolodzinski City Recorder Contact recorder(@ashland.or.us Item Type Requested by Council ❑ Update ❑ Request for Direction ❑ Presentation ❑ SUMMARY Approval of Mayor Graham's recommendation for the appointment of Susan Jain to Position #8, and Paige Gerhard to Position #9, with terms ending April 30, 2027. BACKGROUND AND ADDITIONAL INFORMATION N/A FISCAL IMPACTS N/A ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to approve the appointment of Susan Jain and Paige Gerhard to the Public Arts Advisory committee for Positions #8 and #9 with a term expiring April 30, 2027. REFERENCES & ATTACHMENTS Attachment 1: Application - Jain Attachment 2: Application - Gerhard Page lofl 0,r,,il I T Y O F -A-V'SHLAND APPLICATION FOR APPOINTMENT TO CITY COMMITTEE/COMMISSION Please type or print answers to the following questions and submit to the City Legal Department at City Hall, 20 E Main Street, or email melissa.huhtolana ashland.or.us. If you have questions, please feel free to contact the City Recorder at 541.552.2084, Attach additional shoots if necessary. Name Susan MacCracken Jain Requesting to serve on: Public Arts Mailing Address Physical Address Same as above Occupation Business Owner 1. Education Background What schools have you attended? (Committee/Commission) Phone: Home Work Email fax shland High School, Wellesley College, M.I.T. What degrees do you hold? AB in Urban Studies & Planning, Masters in City Planning, SM in Transportation Systems What additional training or education have you had that would apply to this position? Certified in both Design Thinking and Agile 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? In addition to my academic background, was Involved with IBM's Smarter Glens InWa fives globally for a number of yeas and M locations both outside and Inside the US (I lived & vmrked overseas for 11 years.). Have traveled extensively (over S0 Countries) with erl and am otechrre always on the agenda. As a former IBM executive am deeply axpuri--d In strategy, budgeting, declsi—aking end transformation Initiatives. Do you feel it would be advantageous for you to have further training In this field, such as attending conferences or seminars? Why? Of course, because one should never stop curious and or seekino to learn. �i 3. Interests Why are you applying for this position? Having observed cityscapes and been an art patron around the world in my Corporate life, I both have a passion for Public Art and an abil,ty to contribute. I also feel that Ashland is at a critical juncture. poised to make a lang,ble and lasting d,Rererce. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings" Do you prefer day or evening meetings? Yes, with reasonable notice. I own a business, and so prefer late afternoon/ evening meetings, but can be flexible. �. Additional Information How long have you lived in this community? 19 years total Please use the space below to summarize any additional qualifications you have for this position: I am a member of the Ashland Planning Commission, and in a position to bring that important synergy to the Public Arts Commission. I notice that the Ashland Public Arts Master Plan is in need of updating (circa 2007), and would be glad to apply my strategy, planning and transformation background to help drive that effort. Moving past the pandemic and its after effects upon the arts and the commLnity it saems to me that this is the perfect time to define a new vision for the future of Ashland that is appropriately arts -forward, serving all of its citizens, businesses and other organizations in a meaningful, lasting and positive way. v2 t /2024 Date Signature From: City of Ashland, Oregon To: Dorinda Cottle; City Recorder Subject: Application for Committee or Commission Submitted Date: Wednesday, February 7, 2024 5:01:24 PM [EXTERNAL SENDER] * * * FORM FIELD DATA*** Name: Paige Gerhard Committee or Commission intersted in: Public Arts Advisory Committee Address: Phone: Email: Occupation : its ministra:tion;ar�iousRolcs) Educational background: Southern Oregon University Master?s in Business Administration: Concentration in Marketing and Art Administration Southern Oregon University Bachelor of Fine Arts: Painting (Minor in Art History) Bachelor of Science: Elementary Education Related Experience: You?ll notice above that my occupation lists ?Arts Administration (Various Roles)? and this is because I am, or have been involved with a multitude of organizations within the creative arts sector. Currently, I am the Program Director for The Haines and Friends Visual Arts Grant Program, as well as the Administrator and Marketing Coordinator for the Ashland Gallery Association. Through both of these positions, I am responsible for collaborating with local artists to provide them with creative opportunities, I manage all marketing and administrative tasks, and I serve on committees to review proposals and applications. Additionally, as the Visual Arts Editor for the Sneak Preview, I connect and collaborate with one emerging artist per month to gather information to write an article to be shared with the community. In the past, I served as the Festival Director for the Oregon Fringe Festival for three years and I was responsible for organizing, curating, and sche d uling the festival as a whole. Working alongside a team, I organized, planned, and attended weekly meetings to share information and updates. In addition to communicating and working directly with local artists, I also handled all marketing of the festival, fundraising and sponsorship initiatives, budgeting, and operations. Additionally, having worked at Hanson Howard Gallery as the Gallery Coordinator, I was responsible for making sales, maintaining an online blog and customer database, updating the website as needed, creating various marketing materials, and posting regularly on social media. While this only briefly encompasses some of the experience that I have, I do believe that each experience will help me in this position due to my ability to encourage connections between the Public Arts Advisory Committee and the organizations that I am, or have been a part of, as well as my ability to assist with the implementation and promotion of creative art in Ashland. Ultimately, I enjoy collaborating with others and through each of my experiences, I have always wanted to ensure that the creative arts remain an integral and flourishing component to Ashland as a whole. I do not feel that it would be advantageous for me to have further training in this field, such as attending conferences or seminars. However, if there are opportunities to attend either, then I would be interested for the purpose of professional development and continued learning. Interests: I am applying for this position because I believe that the creative arts are integral to our lives, bringing our community together physically, mentally, and culturally through its ability to share stories, inspire reflection, provide learning and education, and form connections through engaging conversations and dialogue. Having seen the challenges and changes that Ashland has faced over the past couple of years, public art is essential now, more than ever. With few and few galleries, our community needs engaging access to alternative forms of creative art. Public art is special in that everyone has access to it and it brings a sense of life to any sort of physical environment. I would love to bring my passion for the creative arts to contribute and provide both artists and our community with more opportunities to engage with public art, as well as working toward highlighting Ashland as a major creative arts destination again. Availability: While I do work full time, I can be available to attend special meetings if given enough advance notice since my schedule is flexible and I mostly work from home. I am available to attend the regularly scheduled meetings and I prefer day meetings over evening meetings. Additional Information : Born and raised in Southern Oregon, I grew up in a very small and rural community known as Sams Valley. Fifteen years later, my family moved to Rogue River, and upon attending college at Southern Oregon University, Ashland became a second home to me due to being so involved within the creative arts sector for a little under ten years. Currently, I live in Phoenix, and I continue to contribute to the creative arts community in Ashland, as well as Southern Oregon as a whole. Signature: Paige Gerhard * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: qrai Council Business Meeting February 20, 2024 Agenda Item First Reading - Revisions for Chapter 2.50 Public Contracting and Purchasing - Addendum From Mariane Berry Finance Director Contact Mariane.Berry(c)ashland.or.us Item Type Requested by Council ® Update ❑ Request for Direction ❑ Presentation ❑ SUMMARY This serves as addendum to the Staff Report dated February 6, 2024, which was submitted to Council for review of the First Reading of the AMC Procurement Chapter. This agenda item was pushed to the next council meeting on February 20, 2024. POLICIES, PLANS & GOALS SUPPORTED Excellence in governance and city services; Sustainability through creativity, affordability and rightsized service delivery. Further, this assists in implementing greater efficiencies city-wide, creating an environment that is less paper - intensive, reducing staff time on unnecessary and redundant tasks, all the while reducing overall costs and improving productivity. BACKGROUND AND ADDITIONAL INFORMATION The First Reading of Ordinance 3230 which revises the Ashland Municipal Code Procurement Chapter was largely prepared in the latter half of 2023, and as such had included the State thresholds reported then. Effective January 1, 2024, Oregon Revised Statutes had been updated again. Small Procurements are now $25,000 or less, and Intermediate Procurements are $250,000 or less. These updates were to be shared in the Feb 6 meeting. Since this item was rescheduled, this addendum provides these updates now in advance of the regular meeting, and also attaches the PowerPoint slide presentation that will be reviewed during the next meeting. Finally, a slight revision to page 5 of the Draft Ordinance, Section 2.50.060, was made by Legal, changing it from "It shall approve the award..." to "It shall have the authority to approve the award...". All else in the Draft Ordinance remains the same. It was a collaboration with, and reviewed extensively by our Public Procurement consultant Jodie Fulton, Public Works Director Scott Fleury and our City of City Attorney's office. FISCAL IMPACTS Please see Staff Report dated February 6, 2024 on same topic. SUGGESTED NEXT STEPS Please see Staff Report dated February 6, 2024 on same topic. ACTIONS, OPTIONS, & POTENTIAL MOTIONS Please see Staff Report dated February 6, 2024 on same topic. Page 1 of 2 In .':.� Council Business Meeting REFERENCES & ATTACHMENTS Attachment 1: Council Communication dated February 6, 2024, which included Council Communication from August 14, 2023 and the Draft Ordinance 3230 Amending AMC 2.50 Rules for Public Contracting Attachment 2: Power Point Slide Presentation Page 2 of 2 In .'":.\Council Business Meeting February 6, 2024 Agenda Item First Reading - Revisions for Chapter 2.50 Public Contracting and Purchasing From Mariane Berry Finance Director Contact Mariane.Berry(aashland.or.us Item Type Requested by Council M Update ❑ Request for Direction ❑ Presentation ❑ SUMMARY In 2023, the State of Oregon amended elements of its Public Contracting & Procurement Code, increasing limits for small and intermediate procurements, among other items, to reflect overall cost increases in the market for purchasing goods and services. Ashland Municipal Code (AMC) Chapter 2.50, Rules for Public Contracting, has not been updated since 2010. As such, procurement thresholds for municipalities in the State have increased while the City of Ashland's dollar thresholds have remained the same for over 13 years. In a recent review of the City's current contracting and purchasing practices and aligning with best practices as published by the Government Finance Officer's Association (GFOA) and the Institute for Public Procurement (NGIP), the City of Ashland seeks to amend its Contracting and Procurement Code to better align with Oregon Revised Statutes, ORS 279A, 279B and 279C. The following is a proposed amendment to the procurement process under the AMC. POLICIES, PLANS & GOALS SUPPORTED Excellence in governance and city services; Sustainability through creativity, affordability and rightsized service delivery. Further, this assists in implementing greater efficiencies city-wide, creating an environment that is less paper - intensive, reducing staff time on unnecessary and redundant tasks, all the while reducing overall costs and improving productivity. BACKGROUND AND ADDITIONAL INFORMATION On August 14, 2023, Staff provided Council a presentation on the City's current procurement practices in which it was summarized that duplicative procedures, inefficiencies, bottlenecks, and delays in the normal course of operations exist in a considerable way, in large part due to procedures that have not been updated in over a decade. As background, the council communication from that Study Session is included. The primary objectives of contracting and procurement code and the related City policies is multi -pronged: to ensure compliance with applicable law, provide guidelines for operating departments to procure the goods and services needed, reduce risks, promote fairness and competition, maintain public trust that funds are spent prudently and without corruption, and to help promote the overall goals of the City. This requires finding the appropriate balance, merging strong policies with tactical and strategic initiatives that are measurable and analytical. Establishing strong policies does not necessarily mean limiting the guard rails, but rather making them appropriate to do business effectively. Integrating a tactical and strategic response in the City's procurement procedures does not only mean high tech automation, but it also requires departmental collaboration and being a partner in procurement goals. Page 1 of 2 IF` .'":.\Council Business Meeting This amendment is part of the larger effort to update and streamline an essential and crucial operation for the City. It works to refresh and align our code to current times, but more importantly, to the updated Oregon Revised Statutes Chapter 279. It ensures that as the ORS changes, that our code keeps up. Staff worked with a subject matter expert who is versed in Public Contracting, is certified as a Public Procurement Officer (CPPO) and a Professional Public Buyer (CPPB), and has received a specialization in construction procurement from the NIGP, National Institute of Government Procurement. With valuable input from Public Works Director Scott Fleury, the Consultant and the City Attorney, we submit the attached revised Ashland Municipal Code Chapter 2.50 - Rules of Procedure for Public Contracting and Purchasing. The primary changes are as follows: • Added an Ethical Code of Conduct for public purchasing • Attached the City to the ORS limits and procedural updates. Specifically, it changes small procurement limits ($5K to $10K), intermediate procurement limits ($100K to $150K), equates the definition of Personal Services Contracts to the ORS, which removes a previous opt -out clause that should not have been possible in the first place. • Added legal clarification on standard contracts "Approved as to Form" • Added the ability to receive bids and proposals electronically so that we can begin to use technological applications that will streamline the Competitive Sealed Bidding and Proposal processes. • Removed process redundancies and paper intensity that result in bottlenecks within the process, thereby utilizing our system software to automate the purchasing process. • Removed redundant or inconsistent items in Code that were defined, described and/or referenced separately in the chapter. FISCAL IMPACTS It would take some time to fully quantify the cost -savings across the organization, but it is substantial. From the formal processes of competitive bidding and proposals to the informal processes of small and intermediate procurements. It affects all departments, especially Public Works and Fire. Accounting/Procurement will also be substantially impacted by improved efficiencies, reduction of paper, and an upgraded document storage system. The fiscal impact will not only be in staff time, reduction in materials, but establishing a more streamlined environment will lend itself to increasing cost oversight and strategic value. SUGGESTED NEXT STEPS Staff proposes City Council approve the First Reading of the AMC Chapter 2.50 amendment and move forward with the Second Reading. ACTIONS, OPTIONS, & POTENTIAL MOTIONS I move to approve the First Reading of the amended Ashland Municipal Chapter 2.50 Procurement Procedures, and move forward with the Second Reading. REFERENCES & ATTACHMENTS Attachment 1: August 14, 2023, Council Communication for Study Session on Procurement Process Attachment 2: Draft Ordinance 3230 Amending AMC 2.50 Rules for Public Contracting Page 2 of 2 Ir` Attachment 1 .::\ Council Study Session August 14, 2023 Agenda Item Procurement and Contracting Process From Mariane Berry; Finance Director Scott Fleury, Public Works Director Contact Maria ne.Berryeashland.or.us; Scott.Fleuryeashland.or.us Item Type Requested by Council ❑ Update M Request for Direction ❑ Presentation Consent ❑ Public Hearing ❑ New Business ❑ Old Business ❑ SUMMARY In a continued effort to streamline and improve operational procedures while maintaining the necessary internal controls, best practices and adherence to local and state laws, Staff seeks to update Council on the City's current Purchasing process as it applies to the Ashland Municipal Code (AMC) Chapter 2.50 and the Oregon Public Contracting Code, specifically Oregon Revised Statutes (ORS) Chapters 279A, 279E and 279C. In doing so, we hope to provide Council with a more comprehensive understanding of the City's current operational workflow for Contracting and Purchasing and make Council aware of Staff's intent to amend parts of the AMC Public Contracting chapter through a proposed ordinance in the near term. POLICIES, PLANS & GOALS SUPPORTED This supports the Council Value Statements: Excellence in governance and city services; Sustainability through creativity, affordability and rightsized service delivery. Specifically, this assists in implementing greater efficiencies city-wide, creating an environment that is less paper -intensive, reducing staff time on unnecessary and redundant tasks, all the while reducing overall costs and improving productivity. BACKGROUND AND ADDITIONAL INFORMATION The current Ashland Municipal Code Chapter 2.50 for Public Contracting Rules of Procedure, which has not substantively been amended since 2010, lags behind the State's contracting code in these key areas: AMC Oregon • Small Procurement Limit: $5,000 $10,000 • Intermediate Procurement Limit: $100,000 $150,000 (for goods and services) While the differences may at first glance seem immaterial, the City's volume of expenditures between $5-10K that necessitates the formal competitive bidding process has created a considerable drain on staffing resources. Many of the City's small procurements are in this dollar range. Facilities is a prime example, however it has consequentially impacted all City departments. A typical workflow is as such: Department arranges 3 quotes from different contractors/vendors, may include site visits, creates, reviews and awards the contract, acquires legal review and approval to form, obtains insurance per the contract, completes internal forms and routes it throughout the city for signatures. This is simply to start the purchase order process in Finance. Page 1 of 2 G':.� Council Study Session Further the AMC's Intermediate Procurement limit for goods and services that the Public Contracting Officer/City Manager may approve is $100,000. This requires staff to submit to Council contracts over $100,000 but less than the state's limit of $150,000, for expenditures that are part of the normal course of city business, such as chemicals for the treatment plants or enterprise software. It should be noted that these expenses have already been appropriated during the budget process, and therefore approved by both Council and the Citizen's Budget Committee. Operational Update The City's current Purchasing process is very paper -intensive, as well as process -intensive due to the AMC limits. We have plans to automate the process in conjunction with our next Accounting ERP (Tyler Munis) upgrade in the Fall. At that time, we also hope to implement best practices such as the use of electronic document signing, routing and storage. There are other procedural aspects we are evaluating that will create additional efficiencies. In the near term, we intend to bring to Council a request to consider an ordinance that will address all the above. Particularly, we suggest aligning the AMC to our current operational realities which would also parallel the State code as it relates to contracting and procurement limits. FISCAL IMPACTS The fiscal impact of reviewing and eventually updating the current AMC Chapter 2.50 is ultimately a financial savings in staff time and resources. While it is challenging and time-consuming to quantify, it can be said that every department will benefit from it immediately, and thereby will increase productivity in a meaningful way. Procurement is a daily process for every City department, so the impact will be significant. The system upgrade in Tyler Munis has been a plan for some time and does not have an additional cost attached to it. At the date of this council communication, there are no costs associated with adding the Purchase Order process into the accounting system as it is a module that is already part of our software. With implementing best practices such as electronic document signing and routing, the impact will also again, improve staff time and dramatically reduce paper. SUGGESTED NEXT STEPS Staff will work on drafting an ordinance that will amend the Ashland Municipal Code Chapter 2.50 on Public Contracting. REFERENCES & ATTACHMENTS Ashland Municipal Code Chapter 2.50 Reference link for ORS 279 A/B/C: https://www.oregon.gov/das/Procurement/Pages/Authlaw.aspx Page 2 of 2 r` ORDINANCE NO.3230 AN ORDINANCE AMENDING THE RULES OF PROCEDURE FOR PUBLIC CONTRACTING IN ASHLAND MUNICIPAL CODE CHAPTER 2.50 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. Chapter 2.50 RULES OF PROCEDURE FOR PUBLIC CONTRACTING AND PURCHASING Sections: 2.50.010 S#eFt Title Title and Purpose 2.50.020 Furpose Ethical Code of Conduct 2.50.030 Adoption of State Law 2.50.040 Definitions 2.50.050 Applicability 2.50.060 Local Contract Review Board Authority 2.50.070 Public Contracting Officer Authority 2.50.080 Formal Processes - Competitive Sealed Bidding and Proposals 2.50.090 Exemptions from Formal Competitive Selection Procedures 2.50.095 Additional Requirements for Exemptions Pursuant to 2.20.090(I) 2.50.100 Informal Process - Proeess for Exemp Small and Intermediate Procurements 2.50.125 Cost and Feasibility Determinations 2.50.130 Record Keeping 2.50.140 Protests of Procurement Process and Solicitation Award 2.50.010 Short itle-Title and Purpose The provisions of this ehapter- and all nales adopted hereunder- may be eited as the Ashland Chapter 2.50 shall be known as the "Ashland Public Contracting and Purchasing Code." The term "code" used in this chapter shall mean the contracting and purchasing code unless context otherwise requires. This code establishes uniform, efficient and economical contracting and purchasing policies, procedures, rules and regulations for the City in accordance with the City Charter and Chapters 279A, 279B, 279C of the Oregon Revised Statues. ORDINANCE NO. 3230 Page 1 of 12 The purpose of this code is to ensure that goods and services are procured using competitive processes that result in the best overall quality and cost to the City. This is achieved by A. Promoting open and transparent competition, B. Using solicitation materials that contain clear specifications, requirements, and contract provisions, C. Using procurement methods that follow ORS and OAR guidelines and meet the contracting needs of the City: D. Providing direction to City staff regarding purchasing practices and purchasing authority that result in a systematic and uniform administration of public contracts. The City shall endeavor to utilize local suppliers of materials and services whenever practical and feasible while seeking to obtain the best overall cost through responsible and responsive quotations and/or of proposal. (Ord. 3013, added, 05/18/2010; Ord. 2934, replaced, 11/21/2006; Ord. 2917, amended, 03/01/2005; Ord. 2857, amended, 06/20/2000) 2.50.020 moose -Ethical Code of Conduct The pufpese of the Ashland Publie Gen#aeting Code is to utilize publie ir-aetiees and methods that maximize the effieient use of publie resour-ees and the pufehasing power of publie ftmds by- speeifieations and requirements; C. Taki" full advai4age ef evolving pr-eewemefft methods that suit the keeds of the City; and The City shall endeavor- to utilize Weal suppliers of materials and sefviees whenever- pr-aefiee-11 and feasible while seek4ng to obtain the lowest and best responsible bid, quotation eF proposal. All purchasing shall be conducted in compliance with the code of ethics set forth in AMC 2.010.080, Code of Ethics, and ORS Chapter 244, Government Ethics. ORS Chapter 244, Oregon Government Ethics Law establishes the minimum standard of ethical conduct and behavior for elected officials, public employees (public officials), members of county and municipal advisory boards and iudicial bodies. City employees as ORDINANCE NO. 3230 Page 2 of 12 defined in ORS 244.020 are considered public officials and responsible for following the Ashland Public Contracting and Purchasing Code in a responsible and ethical manner. Further, conflicts of interest shall be avoided. A conflict of interest may include any private or professional activity that would create the appearance of impropriety such as, but not limited to: A. Accepting money, loans, credits or prejudicial discounts, gifts, gratuities, favors, or entertainment from present or potential suppliers which might influence or appear to influence a procurement decision/process B. Allowing suppliers to pay to be included on an approved or preferred supplier list; C. Requesting donations of goods or services from suppliers; D. The use of arbitrary or unfair purchasing leverage or influence when dealing with suppliers; E. Exertion of undue influence or abuses of purchasing power; F. Accepting paid meals or other hospitality with suppliers (Ord. 3013, added, 05/18/2010; Ord. 2934, replaced, 11/21/2006; Ord. 2917, amended, 03/01/2005; Ord. 2857, amended, 06/20/2000) 2.50.030 Adoption of State Law Except as specifically provided herein, or by subsequent ordinance or resolution, the Model Rules, Oregon Administrative Rules (OAR) Chapter 137, Divisions 46, 47, 48 and 49, adopted by the Attorney General under ORS Chapters 279A, 27913, and 279C, as they now exist, are hereby adopted as the City of Ashland's Public Contracting Code. A copy of the Oregon Public Contracting Code and Model Rules shall be maintained in the City Recorders Office. Words and phrases used in these rules that are defined in Oregon Revised Statutes (ORS) Chapters 279A, 279B, 279C, and in the Model Rules shall have the same meaning as in those statutes and rules, except as may be provided for herein. In the event that the rules adopted by the local contract review board do not address a particular situation, the Model Rules apply. (Ord. 3013, added, 05/18/2010) 2.50.040 Definitions Words and phrases that are used and defined in the Model Rules and the Oregon Public Contracting Code shall have the same meaning as in those statutes and rules, except for the following: ORDINANCE NO. 3230 Page 3 of 12 A. "City Attorney" shall mean the Ashland City Attorney or his/her designee as specified by written order. B. "Department" shall mean City of Ashland instead of Oregon Department of Administrative Services. CD. "Findings" are the statements of fact that provide justification for a determination. Findings may include, but are not limited to, information regarding operation, budget and financial data; public benefits; cost savings; competition in public contracts; quality and aesthetic considerations; value engineering; specialized expertise needed; public safety; market conditions; technical complexity; availability; performance; and funding sources. D-R. "Finance Director" shall mean the Director of the City's Finance Department or his/her designee as specified by written order. ER "Local Contract Review Board" shall mean the Ashland City Council. FG. "Public Contracting Officer" means the City Manager or his/her designee as specified by written order. G14. "Model Rules" means the public contracting rules adopted by the Attorney General pursuant to ORS 279A.065. H1. "Oregon Public Contracting Code" means ORS Chapters 279A, 279B and 279C. "Personal serviees eentfaef' means a eep,&Faet with an independent een4aeter- predominantly professionals,atien skills or- talents, unique and speeialized knowledge, or the exer-eise of judgment skills, and for- w-hieh the quality of the ser-viee depends an a4fibutes that are tmique to the servi affists, shall have diser-efien to deteFmine whether- additional types of sefviees not speeifleally mentiened- n this definition fit within the definition of "e"^^nA' ,4o v "Personal Services" and "Personal Services Contract" shall have the same meaning as nut forth in the Model Rules 137-046-0110(24) and Model Rules 137-046-0110(25), respectively. (Ord. 3192 § 35, amended, 11/17/2020; Ord. 3013, added, 05/18/2010) 2.50.050 Applicability The Ashland Public Contracting and Purchasing Code shall apply to procurements by all City departments and divisions, including Ashland Parks and Recreation. (Ord. 3013, added, 05/18/2010) 2.50.060 Local Contract Review Board Authority ORDINANCE NO. 3230 Page 4 of 12 The Local Contract Review Board shall have all the duties and authority of a contracting agency that are granted under state and local law. It shall have the authority to approve the award of those contracts for which the Ashland Municipal Code or the Oregon Public Contracting Code require formal competitive solicitations or formal competitive bids. The Local Contract Review Board may delegate its powers and responsibilities by ordinance, resolution, or board order consistent with the Model Rules and the Oregon Public Contracting Code. (Ord. 3013, added, 05/18/2010) 2.50.070 Public Contracting Officer Authority A. Except as otherwise provided by this code, the Public Contracting Officer shall have authority to: 1. Purchase and contract for all materials, supplies, equipment, services and public improvements for which funds have been appropriated by the City Council up to the higher amount stated in ORS 27911.070. Intermediate Procurements; and4he 2. Contract for all personal services, excluding architectural, engineering and related services as defined by ORS 279A.055 up to the higher amount stated in ORS 27911.070; asrVrR ,s the . .., ,. „�.+ o does not o ., oa ��c�nnn; ,a 3. Contract for architectural, engineering, and land surveying services and related services as defined in ORS 279C.100 and outlined in OAR Model Rules Chapter 137 Division 48: 4. Sell or dispose of all personal property of the City in accordance with AMC 2.54. 5. Enter into any intergovernmental agreement as long as the annual cost to the City does not exceed $25;000 the Public Contracting Officer's authority herein, and4he agreement does not create a new intergovernmental entity. 6. Purchase and contract for equipment that is scheduled to be replaced in the City's fleet inventory and has been appropriated by the City Council in the adopted budget using appropriate procurement practices. Contracts approved under this section require no further approvals by the Local Contract Review Board. B. Except when this Chapter, or the Oregon Public Contracting Code and Model Rules, specifically requires the Local Contract Review Board to take action or exercise its discretion and delegation is not allowed, any act required or permitted to be performed by an "agency," "head of a contracting agency," "local contract review board" or the "director" under the Model Rules or Oregon Public Contracting Code shall be performed by the Public Contracting Officer. C. The Public Contracting Officer may develop such forms that are convenient to the administration of the City's contracts and may promulgate procedures reasonably necessary to accomplish the purposes of this Chapter, the Model Rules, and the Oregon Public Contracting Code. The City Attorney may promulgate standard forms for use by the Public Contracting Officer. (Ord. 3136, amended, 2017; Ord. 3013, added, 05/18/2010; Ord. 2934, replaced, 11/21/2006; Ord. 2917, amended, 03/01/2005; Ord. 2857, amended, 06/20/2000) ORDINANCE NO. 3230 Page 5 of 12 2.50.080 Formal Processes - Competitive Sealed Bidding and Proposals Except as otherwise expressly provided herein, in addition to the requirements of the Model Rules and the Oregon Public Contracting Code: A. The Finance Director must sign off that there are appropriate funds for the project before the project is advertised or solicited . B. The City Attorney must determine that the contract is Approved as to Form, or AATF, before the project is solicited put out for b . AATF from the City Attorney ensures the contract is clear, terms are consistent, risk is mitigated, the parties have legal authority to sign and the contract is enforceable. In addition, the City Attorney shall review all formal competitive solicitations or formal competitive bids to ensure that the appropriate process is being followed. C. The Leeal Gentraet Review Board shall approve the award of all eentfaets for- w-hieh the Ashland Mtmieipal Code or the Oregon Publie Gent-r-aeting Code r-equift �qFmal eempefi6ve C. D. E',,,,tren'e eheit tion Competitive sealed bids and competitive sealed proposals may be available online or issued in hard copy. Proposals will be submitted and received according to ORS 279B.060. but ai3i3heants will NOT be able to submit their imei3osals and/or- r-esigeases materials. (Ord. 3039, amended, 11/07/2010; Ord. 3013, added, 05/18/2010; Ord. 2934, replaced, 11/21/2006; Ord. 2917, amended, 03/01/2005) 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A — 279C and the Model Rules except for the following: A. Contracts listed in ORS 279A.025(2). B. Purchases through federal programs as set forth in ORS 279A.180. C. Public Improvement Contracts that qualify for exemption as set forth in 279C.335. D. , , OAR 137 047 0265 and all other- applieable provisions of less than $inn ,000 ORDINANCE NO. 3230 Page 6 of 12 DE. Sole Source Procurements — a public contract in which the Department Head finds in writing that there is only one provider of a product or service of the quality and type required available. 1. Sole -source procurements shall be awarded in accordance with ORS 279B.075 and all other applicable provisions of law. EF. Special Procurements — a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 279B.055, 279B.060, 279B.065, 279B.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 279B.085 and all other applicable provisions of law. E14. Emergency Procurements — a public contract that is necessary because an emergency exists meaning there are circumstances creating a substantial risk of loss, damage, interruption of services or threat to public health, safety, welfare, or property that could not have been reasonably foreseen and requires prompt execution of a public contract to remedy the condition. 1. Emergency procurements shall be awarded in accordance with ORS 279B.080 and all other applicable provisions of law. CA. The following classes of contracts are y specifically exempted from the Oregon Public Contracting Code and Model Rules pursuant to ORS 279A.025(t): 1. Contracts for the purchase of materials where competitive bids for the same materials have been obtained by other public agencies or the federal government whose processes for bid and award are substantially equivalent to those set forth herein, and the contract is to be awarded to the party to whom the original contract was awarded as long as no material change is made to the terms, conditions, or prices of the original contract. 2. Contracts for licenses and maintenance of computer hardware, computer software, and telecommunications products (including cable, video and television products). 3. Purchase of items or services of an artistic nature, including, but not limited to public art. 4. Contracts for removal, cleanup or transport of hazardous materials. As used in this Subsection, "hazardous materials" include any material or substance which may pose a present or future threat to human health or the environment, including Hazardous Waste as that term is used in the Resources Conservation and Recovery Act (42 USC 6901 et seq.). 5. Contracts for purchase of used motor vehicles, defined as any motor vehicle that is at least one year old. 6. Contracts for the purchase of used heavy construction equipment. 7. Contracts for the purchase of copyrighted materials where there is only one supplier available within a reasonable purchase area for such goods. ORDINANCE NO. 3230 Page 7 of 12 8. Contracts for the purchase of advertising, including legal advertising intended for the purpose of giving public notice. 9. Contracts for the purchase or sale of all utilities including, but not limited to, electric power, gas, water, sewage, internet, cemetery lots, cable and telecommunication services, and the sale of telecommunication materials or products or other services, materials or products traditionally provided by the City. 10. Contracts for the purchase of goods or services where the rate or price for the goods or services being purchased is established by federal, state or local regulating authority. (Ord. 3039, amended, 11/07/2010; Ord. 3013, added, 05/18/2010) 2.50.095 Additional Requirements for Exemptions Pursuant to 2.20.090(1) Any contract exempted under 2.20.090.I shall additionally satisfy these criteria: A. The performance bond requirements of ORS 279C.375 and 279C.380, unless an emergency exemption exists in accordance with the Oregon Public Contracting Code and Model Rules. B. The construction and landscape contractor registration and requirements of ORS Chapter 671.630 et seq. and Chapter 701; C. Any other law applicable to such a contract; and, D. To the extent that BOLI applies, the City and the contractor shall comply with the prevailing wage provisions of ORS 279C.800 - 279C.870. (Ord. 3013, added, 05/18/2010; Ord. 2934, replaced, 11/21/2006) 2.50.100 Informal Process - Small and Intermediate Procurements The following process shall apply to all contracts that are exempt from formal competitive selection procedures in AMC 2.50.090. exemptions,eensistent with Oregon law to doeument the eycemption. A eepy of the Wr-iffen findings shall be the City> > AB. Exeept for- small proeurements equal to er- less than > >and emefgeney pfeetifements, any informal pr-eeufement pr-eeess, listed in AMC 2.50.090 shall require the Publie Contfaefing Offieer- to obtain written authorization from the Finanee Dir-eet-of to ensufe that adequate funds are available fer- the pr-ejeet. Small procurements as set forth in ORS 27913.065 are subiect to the City's Purchasine Policies. ORDINANCE NO. 3230 Page 8 of 12 BE. FeriIntermediate procurements as set forth in ORS 279B.070 are subject to the City's Purchasing Policies. tThe contracting agency shall use a written seheitatien specifications to obtain quotes, bids, or proposals and must go through the City's Purchase Order and Contracting process. The City Attorney must determine that the contract is Approved as to Form before the contract is awarded. Utilizing a City standard form contract without changes eliminates the requirement for legal approval in informal contracting procedures. C-E. After the procurement process is complete, the Public Contracting Officer must execute the procurement contract, and the Finance Director must endorse the amount of the contract if the value of the contract exceeds the amount originally approved by the Finance Director on the requisition documents. DF. The Public Contracting Officer must execute any change orders or amendments to the contract that are authorized under the Oregon Public Contracting Code or the Model Rules. (Ord. 3039, amended, 11/07/2010; Ord. 3013, added, 05/18/2010; Ord. 2934, replaced, 11/21/2006) K.-Offilly. IN ... ... ..I Mr. 95"N"IN9 lip ORDINANCE NO. 3230 Page 9 of 12 - - ....go z "M ..... a. The City's euffeat list ef qualified providers dwough a formal pr-eeess; e !*es!ets� ..... rpm Mr" c Cost efthe sra o �� . . . . . . . . . . .._ 2.50.125 Cost and Feasibility Determinations The Public Contracting Officer shall make written cost or feasibility findings pursuant to ORS 279B.030. If the Public Contracting Officer is performing a cost analysis pursuant to ORS 279B.033, the Public Contracting Officer shall add a profit margin of ten percent (10%) of the cost of the project when estimating the total cost of hiring a contractor. (Ord. 3013, added, 05/18/2010) ORDINANCE NO. 3230 Page 10 of 12 2.50.130 Record Keeping All records shall be retained in accordance with OAR 137-047-0620. To facilitate contract file record keeping and reduce accounting and auditing difficulties in having dispersed contract files, each city department will maintain a complete file on all contracts executed on behalf of that department. Information to be included in the file shall include, at a minimum: A. Any and all invitation for bids, requests for proposals, and any advertisements; B. Council consent authorizing contract execution when applicable; C. Copies of the signed contract, any required insurance certificates, bonds, or other bid security; D. Any approved Local Contract Review Board waivers; and E. List of who the solicitation documents were sent out to or the list of plan holders. The City Recorder's Office shall retain the original executed contract as well as original copies of any required insurance certificates, performance bonds, and payment bonds or other bid security. The department which is responsible for the procurement shall continually monitor insurance certificates to ensure the City remains an additional insured and that the other party has sufficient coverage. (Ord. 3013, added, 05/18/2010) 2.50.140 Protests of Procurement Process and Solicitation Award A. The Uniform Administrative Appeals Process outlined in AMC 2.30 shall apply to all protests of the procurement process and award of public contracts except that the timelines of this section shall govern when determining whether an appeal is filed timely. B. Timelines for Submitting Protests. 1. Protests regarding the process or specification shall be received no later than ten (-10) seven 7acalendar days prior to bid closing. 2. Protests regarding the award of the contract shall be received within seven (7) calendar days from the notice of intent to award the public contract. C. Failure to strictly comply with the applicable protest requirements, including but not limited to the required elements for the written protest required by the Model Rules and the Oregon Public Contracting Code, payment of the applicable appeal fee pursuant to AMC 2.30, and time for filing as specified in this section, shall constitute jurisdictional defects resulting in the summary dismissal of the appeal. (Ord. 3013, added, 05/18/2010) SECTION 2. 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. ORDINANCE NO. 3230 Page 11 of 12 The foregoing ordinance was first ready by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2024, and duly PASSED and ADOPTED this day of 12024. PASSED by the City Council this day 'of , 2024. ATTEST: Alissa Kolodzinski, City Recorder SIGNED and APPROVED this day of 52024. Tonya Graham, Mayor Reviewed as to form: Douglas M. McGeary, Acting City Attorney ORDINANCE NO. 3230 Page 12 of 12 I x Y Contracting &Procurement Applicable Law: ➢ State Public Procurement Code ■ Oregon Revised Statutes 279A, 27913, 279C, and the Model Rules, Oregon Administrative Rules Chapter 137, Division 46, 47, 48, 49 Ashland Municipal Code Chapter 2.50 (AMC) AMC Procurement Code and City Process: ■ Written over 23 years ago, with last major update over 13 years ago ■ Not kept up with numerous ORS updates ■ Workflow procedures very paper intensive; lacks strategic initiative and L� integration vital Main Components of Contract & Procurement 1. When to go out for Formal Solicitation ■ Request for Proposal of Information (RFP/Information), Invitation to Bid o Small Procurements => Direct Appointment o Intermediate Procurements => Informal Solicitations o Everything else (some exceptions) => Formal Solicitations 2. Procurement Authority ■ City Council (Local Contract Review Board) ■ City Manager - up to Intermediate Procurement threshold ■ Department Heads - currently up to $35K Objectives of Public Procurement Law* ➢ Compliance with applicable law ➢ Provide operating departments with ,,goods/services they need ➢ Reduce risk facing organization ➢ Promote fairn, and provide opportunity for vendors to compete ➢ Maintain )ublic trus that funds are spent prudently Help promote overall goals of organization F4* Source: Govt Finance Officers Assoc (GFOA) & Institute for Public Procurement (NIGP) Ora, Essentially... Ensure that goods and services are procured using competitive processes that result in the best overall quality and cost to the City Best Practice Progression of a Professional Procurement Dept Procurement Maturity Model No planning, policies or procedures Departments 'buy' Suppliers dictate Clerical focus Policies exist Procurement as regulated activity Procurement department exists Organizational Procurement process process Reduce non - No consistent compliance policies Policies No structure understood • Minor element of Role in budget Finance control Organizational training Cross functional cooperation Well planned Finance and procurement integrated • Innovative Value add to strategic initiatives Measurement and Analytic * Source GFOA Best Practice Progression of a Professional Procurement Dept ORS & AMC Revision 2024 ➢ The State recognized the need to balance all these objectives in order to be tactical, strategic and value - add ■ By appropriately increasing small and intermediate thresholds allowing cities/agencies to be more effective in their process flow ➢ AMC is catching up and aligning with State code ➢ COA Procurement is working to automate, integrate and educate departments in contract and procurement procedures .�I .�1 Primary Differences with AMC revisions ➢ Added Ethics section ➢ Matched State's thresholds as of Jan 1st, 2024: ■ Small Procurement <$25K ■ Intermediate Procurement <$250K ■ Personal Services definition per ORS ➢ Removed process redundancies and inconsistent items referenced elsewhere in Code ➢ Added Legal clarification on templated contracts Note about process Post -pandemic brought many new cases that cities had to grapple with ■ Supply chain constraints pushing delivery times beyond biennium ■ Inflationary pressures driving costs up ■ Challenges finding suitable or available equipment for our operational needs when needed o Example - fire truck, no contract, intent to purchase beyond the biennium, already appropriated through Equipment Fund ➢ A clear and updated Code allows for greater strategic response, timeliness and less redundancy I� i Note about process AMC Revisions DO NOT ➢ Does not reduce controls ■ Must still abide by ORS formal solicitation process and proper authorities ➢ Does not remove limitations on spending ■ Must still only spend what is appropriated/approved Compliance over internal controls must still exist ➢ City is audited annually to ensure compliance over federal and state regulations, including procurement law Note about process AMC Revisions & Process Improvements DO: ✓ Remove cumbersome and redundant burdens on departments ✓ Substantial staff time savings, including Council time ✓ Utilizes technology to ensure proper controls, limitations, and effective contract and PO storage ✓ Creates and establishes interdepartmental partnerships for overall procurement goals ✓ Reduces paper substantially ✓ Provides more robust audit trail go �r -4 r� QUESTIONS? First Reading Draft Ordinance 3230 Staff recommends Council: Approve the first reading of the amended Ashland Municipal Chapter 2.50 Procurement Procedures, and move forward with the Second Reading. r3\ PrIMAS Council Business Meeting February 20, 2024 First Reading and Public Hearing on Ordinance 3232, an ordinance adopting Agenda Item amendments to the Parks and Open Space Map. Brandon Goldman Community Development Director From I Leslie Eldridge Interim Parks Director Brandon.Goldman@ashland.or.us 541-552-2076 Contact Leslie.eldridge@ashland.or.us 541-552-2251 Requested by Council ElUpdate ❑ Request for Direction ❑ Presentation El Item Type Consent ❑ Public Hearing ® New Business ❑ Old Business ❑ SUMMARY Ordinance to adopt the proposed Park, Trails, and Open Space Map as an official map in support of the Ashland Comprehensive Plan's 'Parks, Open Space, and Aesthetics' element (Chapter Vill). This map would replace the current "Parks, Trails and Open Space Program 2002-2012" which was approved by the City Council in July of 2002. POLICIES, PLANS & GOALS SUPPORTED Comprehensive Plan Chapter VIII, Parks, Open Space, and Aesthetics Goal 8.15 To provide the people of Ashland with a variety, quantity and quality of parks, park facilities, open spaces, trails, and visual resources sufficient for their needs. Policy 8.16.01: Develop a parkland acquisition and development plan in accordance with community growth and projected park demand. Accomplish acquisition according to a plan developed by the City and the Parks and Recreation Commission... Policy 8.16.08: Establish, where possible, trails along non -urbanized sections of stream corridors, ensuring that stream ecology and any residences are protected. Prohibit development that would prohibit stream corridors from being utilized for trails... Policy 8.16.6: The City shall adopt an official map that will identify the planned areas for parks, new natural areas, conservation areas and trails... Ashland Land Use Ordinance: General Review Procedures Chapter 18.5.1.070 Public hearings on Type III actions are conducted similar to City Council hearings on other legislative proposals, except the criteria for approval include, as applicable, those contained in chapter 18.5.9 Comprehensive Plan, Zoning, and Land Use Ordinance Amendments... Page 1 of 4 tri rnalia Council Business Meeting 18.5.9.B Type III: It may be necessary from time to time to make legislative amendments in order to conform with the Comprehensive Plan or to meet other changes in circumstances or conditions.... The following planning actions shall be subject to the Type Ill procedure. 1. Zone changes or amendments to the Zoning Map or other official maps, except where minor amendments or corrections may be processed through the Type II procedure pursuant to subsection 18.5.9.020.A, above. BACKGROUND AND ADDITIONAL INFORMATION The City approved a Park, Trails, and Open Space Map on July 2, 2002, as an official map, and updated the map in 2012. These maps are now outdated and no longer reflect the existing inventory of parks lands, nor adequately identifies the properties that could be acquired or developed in furtherance of the Comprehensive Plan goals and policies noted above. Since May of 2022, the Parks, Trails, and Open Space Map Update Subcommittee has been working on assessing the current map and identifying necessary updates. The subcommittee completed its work in October of 2023 and sent its recommendations to the Ashland Parks and Recreation Commission (APRC). APRC held public meetings on October 4th 2023, October llth 2023, December 6th 2023, January 3rd 2023, and January 171h 2023 to review and make recommendations regarding adoption of the updated map as an official map to support the Comprehensive Plan. Additionally on February 711 the APRC approved a Resolution in support of the completion of the Central Bike Path. The Planning Commission conducted a study session to consider the proposed revisions to the existing map on November 28, 2023. On January 23rd the Planning Commission held a public hearing to consider the proposed recommendations and make a formal recommendation to the City Council on the map's adoption. A summary of the proposed map amendments is included in the attached Staff Report for Planning Action PA-T3-2023-00007 dated January 23, 2024, and is further addressed in Memos provided by Interim Director Leslie Eldridge, and as shown on the Draft Parks, Trails, and Open Space Map presented for adoption. FISCAL IMPACTS Adoption of the proposed amendments to the Park, Trails, and Open Space Map as proposed will have no direct fiscal impact on the City. Future purchases or dedications of land for parks or open spaces, in accordance with the plan, will have financial implications, which will be evaluated and deliberated during the property acquisition review and approval process. Page 2 of 4 r� .'':►� Council Business Meeting RECOMMENDATIONS Staff recommends that the City Council approve First Reading of the attached draft ordinance for adoption of the Parks, Trails & Open Space Map as an official map supporting the Ashland Comprehensive Plan's Chapter VIII 'Parks, Open Space & Aesthetics'. Ashland Parks and Recreation Commission Recommendation The Ashland Parks and Recreation Commission (APRC) evaluated the proposed Parks, Trails, and Open Space Map, along with the related implementing ordinance, during their public meetings. The APRC recommends that the Council adopt these proposals without any modifications. Notably, the Commission received public input requesting the Central Bike Path (CBP) be individually marked on the proposed map as a priority acquisition. Upon review the APRC does not recommend its inclusion as an individual listing on the Parks, Trails, and Open Space Map. This decision was based on the fact that the CBP is already prominently featured in both the Trails Master Plan and the Ashland Transportation System Plan (TSP),. Instead, the proposed map comprehensively encompasses all trail corridors, including the CBP, under the broader designation of "Trails Master Plan Corridors." The APRC further considered that the extension of the Central Bike Path would primarily fall under the jurisdiction of Public Works to realize through the Transportation System Plan as it pertains to urban connectivity concerning road and railroad rights -of -way. The APRC has specifically endorsed the completion of the Central Bike Path (CBP), recognizing its significant contribution to both transportation and recreational use within the City of Ashland. This endorsement came in the form of a Resolution passed on February 7th, 2023, underscoring the Commission's commitment to leveraging strategic planning and community engagement to bolster the city's recreational and transportation network. Planning Commission Recommendation On January 23, 2024, the Ashland Planning Commission conducted a public hearing and recommended the approval of the Parks, Trails, and Open Space Map as it was presented. Further, they recommended approval of the draft ordinance with an amendment to incorporate a new Whereas Clause as presented below: Commissioners MacCracken Jain/Kencairn m/s to recommend approval of the draft ordinance and adoption of the Parks, Trails and Open Space map as an official map supporting the Ashland Comprehensive Plan's Chapter VIII "Parks, Open Spaces and Aesthetics" with the following amendment Add a new "Whereas" clause as follows: "Whereas, the Central Bike Path has been a priority listed on both the new "Parks, Open Space and Trails Map" and the City's Transportation Systems Plan and, after more than 10 years of such listing, should be funded and completed." Page 3 of 4 �r .':.� Council Business Meeting This proposed Planning Commission addition to the Whereas Clauses in draft Ordinance 3232 aims to acknowledge the testimony presented regarding the significant value of the Central Bike Path (CBP). The motion added emphasizes the Planning Commission's understanding that while the CBP is duly recognized within the Transportation System Plan, there is a collective desire to affirm its completion as a City Priority. However, it's important to note that the Planning Commission recognized the responsibility for its completion requires a broader city commitment which transcends the purpose of Parks, Trails, and Open Space Map. POTENTIAL MOTION I move to approve First Reading of Ordinance 3232, AN ORDINANCE AMENDING THE CITY OF ASHLAND COMPREHENSIVE PLAN TO ADOPT THE PARKS AND OPEN SPACE MAP AS AN OFFICIAL MAP IN SUPPORT OF THE PARKS, OPEN SPACE, AND AESTHETICS ELEMENT OF THE ASHLAND COMPREHENSIVE PLAN; [or as amended], and schedule Second Reading for March 5, 2024. REFERENCES & ATTACHMENTS Attachment 1: Draft Ordinance #3232 for Council Adoption 1.1: Exhibit A'Parks, Trails, & Open Space Map' for Council Adoption (Ord. #3232, Exhibit A) 1.2: Exhibit B Technical Memo from Interim Parks Director Leslie Eldridge Dated 1/10/2024 Attachment 2: Planning Staff Report Dated 1/23/2024 Attachment 3: Memo from Interim Parks Director Leslie Eldridge Dated 1/23/2024 Attachment 4: 2002-2012 Adopted Parks & Open Space Map for reference. Attachment 5: Comparison Map (Changes from 2002 to 2023) for reference. Attachment 6: APRC Resolution in support of the Central Bike Path Attachment 7: Public Comments received by the Ashland Parks and Recreation Commission Attachment 8: Public Comments received by the Planning Commission Attachment 9: Public Comments Submitted to Council Page 4 of 4 (/r ORDINANCE NO.3232 AN ORDINANCE AMENDING THE CITY OF ASHLAND COMPREHENSIVE PLAN TO ADOPT THE PARKS, TRAILS AND OPEN SPACE MAP AS AN OFFICIAL MAP IN SUPPORT OF THE PARKS, OPEN SPACE, AND AESTHETICS ELEMENT OF THE ASHLAND COMPREHENSIVE PLAN. 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, Article 2. Section 1 of the Ashland City Charter provides: Powers of the City The City shall have all powers which the constitutions, statutes, and common law of the United States and of this State expressly or impliedly grant or allow municipalities, as fully as though this Charter specifically enumerated each of those powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto, shall possess all powers hereinafter specifically granted. All the authority thereof shall have perpetual succession. WHEREAS, the above referenced grant of power has been interpreted as affording all legislative powers home rule constitutional provisions reserved to Oregon cities. City of Beaverton v. International Association of Firefighters, Local 1660, Beaverton Shop 20 Or. App. 293; 531 P 2d 730, 734 (1975); and WHEREAS, the Ashland Comprehensive Plan contains a policy within the Parks, Open Space and Aesthetics Element (Chapter VIII, policy 8.16.6)) directing the City to adopt an official map that will identify the planned areas for parks, new natural areas, conservation areas and trails. WHEREAS, the City approved a Parks, Trails and Open Space Map on July 2nd, 2002, and updated the map in 2012, which are now outdated and no longer reflect the existing inventory of parks lands or adequately identify those properties that could be acquired or developed in furtherance of the Comprehensive Plan goal to provide the people of Ashland with a variety, quantity and quality of parks, park facilities, open spaces, trails, and visual resources sufficient for their needs. WHEREAS, the City of Ashland Parks and Recreation Commission considered the above - referenced amendment to the Comprehensive Plan to adopt of the Parks, Trails and Open Space Map as an official map on December 6, 2023, January 3, 2024, and January 17, 2024, and following deliberations, recommended approval of the amendment by a unanimous vote; and WHEREAS, the City of Ashland Planning Commission considered the above -referenced amendment to the Comprehensive Plan to adopt of the Parks, Trails and Open Space Map as an official map at a duly advertised public hearing on January 23, 2024, and following deliberations, recommended approval of the amendments by a unanimous vote; and ORDINANCE NO.3232 Pagel of 3 WHEREAS, the City Council of the City of Ashland conducted a duly advertised public hearing on the above -referenced amendments on February 20, 2024; and WHEREAS, the City Council of the City of Ashland, following the close of the public hearing and record, deliberated and conducted first and second readings approving adoption of the Ordinance in accordance with Article 10 of the Ashland City Charter; and WHEREAS, the City Council of the City of Ashland has determined that in order to protect and benefit the health, safety and welfare of existing and future residents of the City, it is necessary to amend the Ashland Comprehensive Plan in manner proposed, that an adequate factual base exists for the amendments, the amendments are consistent with the comprehensive plan and that such amendments are fully supported by the record of this proceeding. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The above recitations are true and correct and are incorporated herein by this reference. SECTION 2. The City of Ashland Comprehensive Plan, Chapter VIII, [PARKS, OPEN SPACE, AND AESTHETICS] is hereby amended to replace the 2002 Parks, Trails and Open Space Map, with the Parks, Trails and Open Space Map, attached hereto as Exhibit A, as an official City map and made a part hereof by this reference, and the Technical Memorandum is included as technical support document to the Parks, Trails and Open Space Map, attached hereto as Exhibit B. 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. The foregoing ordinance was first ready by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2024, and duly PASSED and ADOPTED this day of , 2024. PASSED by the City Council this day of , 2024. ATTEST: Alissa Kolodzinski, City Recorder ORDINANCE NO.3232 Page 2 of 3 SIGNED and APPROVED this day of 12024. Tonya Graham, Mayor Reviewed as to form: Douglas M. McGeary, Acting City Attorney ORDINANCE NO.3232 Page 3 of 3 =y 0`1 x 41 O tts ek Dr ., AM uo;uaoUl j IJd i_ m .O a o n �NI PooM6 -, IF-- - ce�s�� aiuoW� � 4 cP`-i 7S lnuleM L 2Ln oh/ofie/�5t Map - Chestnut 13 JenoJD w � a Alta Av �°1 Dr m �, —+ - �_•,/ / . ti ;Rock St o` s 1. A a100M�V66nsant St �. 0< Rio l� •Wo r� �, m r y .' reSf u F ' Eli bet �� I,loQc o co r N NO IVCL Drager St c - MichelleqendowerSt A N Laurel St o �� ,n NCO a5tbrook heG,,a �4 2P1s)ijed �Sr �N�� w Al 0 ,tM 04, gTolliver�lL� Poplar PI HIV -2 'm a v v �, y5� � EXHIBIT B ASHLAND PARKS & RECREATION COMMISSION 340 5 PIONEER STREET • ASHLAND, OREGON 97520 COMMISSIONERS: g h� Rick Landt 7,y Leslie Eldridge Jim Bachman Interim Director Justin Adams v o "# 541.488.5340 Jim Lewis �9kS 8 atcaEva Ashland ParksandRec.org Stefani Seffinger parksinfo@ashland.or.us STAFF MEMORANDUM TO: Ashland Parks and Recreation Commissioners FROM: Interim Director Eldridge DATE: Jan 10, 2024 SUBJECT: Technical Support Document to Parks, Trails, and Open Space Map A goal of the Ashland Parks & Recreation Commission (APRC) Board of Commissioners' (the "Commissioners") is to update the Parks, Trails, and Open Space Map (the "map") every ten years. Although a "Light Update" was done by APRC in 2012, it was not reviewed and approved by City Council. The last official update of the map was done in 2002. In preparation for the 2002 update, APRC held a series of community meetings to gather input from citizens on updating the 1991 map. Following the meetings, Commissioners developed an updated map that included changing the name of the program to the "Parks, Trails, and Open Space Map". For the 2023 update, a Parks, Trails, and Open Space Subcommittee (the "Subcommittee") was formed by the Commissioners to review the map and make recommendations. The Subcommittee has prepared the 2023 update, and that body has recommended the 2023 map for approval by the Commissioners and City Council. There have been five subcommittee meetings and three APRC meetings where public input was solicited. This Map was approved by Commissioners on XXXXX, 2024 and by City Council XXXX. The current situation with Ashland's park land is very different than in 1991 when the Comprehensive Plan was first developed and approved by City Council. In 1991, Ashland had less park land per capita than Roseburg, Medford and Klamath Falls. Now, after 30-plus years of effort, Ashland's per capita park land ranks it among the State's leaders. It has been determined that procurement of land for developed parks is no longer a high priority. Additionally, since the City Charter states that "the City Council shall not use the power of condemnation to acquire fee simple ownership of land for Open Space purposes or for trails," (Article 19a, section 2) originally more property than needed was on the map to ensure sufficient land could be acquired from willing sellers. For the reasons stated and after careful review by the Subcommittee and approval by APRC Commissioners, roughly 277 acres of property projected for purchase from the 2002 map has been removed from this updated 2023 map. One of the goals of the City's Comprehensive Plan is to have a neighborhood park located within a 1/4 mile of every resident living inside the current city limits. With the exceptions of the Mistletoe (Croman) neighborhood, fully developed sections of the City where no open lands exist, and areas in the urban -forest interface characterized by large lots where Commissioners have deemed that the benefits are not great enough to justify the costs, sufficient property has been obtained to meet this goal. If the City's boundaries are expanded, additional property may need to be identified, for example, a part of the Billings Ranch, and acquired to meet the neighborhood goal. The majority of properties left on the map for future purchase provide protection of significant natural areas like streams and riparian areas and/or are land and easements that provide trail connectivity. The connectivity goal is to secure land, through outright purchase, donation, grants, or easements, on which to develop a trail system that would provide connecting links to neighborhoods and additional trails throughout the City and surrounding area for non -motorized, recreational use. Efforts to accomplish this goal will be advanced through collaboration with other organizations, such as the Ashland Woodland and Trails Association, Rogue Valley Mountain Bike Association, and Southern Oregon Land Conservancy. The APRC Trails Master Plan, which identifies critical bike and pedestrian corridors in Ashland, was approved by City Council in 2020 as a technical report supporting the Parks, Open Space, and Aesthetic Chapter (Chapter VII) of the City of Ashland Comprehensive Plan. The Parks, Trails, and Open Space Map includes a layer that represents the Trails Master Plan corridors. The map is intended to be used in conjunction with the Trails Master Plan. ASHLAND PLANNING DIVISION STAFF REPORT January 23, 2024 PLANNING ACTION: PA-T3-2023-00007 APPLICANT: Ashland Parks & Recreation ORDINANCE REFERENCES: AMC 18.5.9 Comprehensive Plan, Zoning and Land Use Ordinance Amendments Ashland Comprehensive Plan "Parks, Open Space, and Aesthetics" Element (Chapter VIII) REQUEST: The application requests the adoption of an updated version of the Parks and Open Space Map by ordinance as an official map in support of the Ashland Comprehensive Plan's `Parks, Open Space, and Aesthetics' element (Chapter VIII). This map would replace the current "Parks, Trails and Open Space Program 2002-2012" which was approved by the City Council in July of 2002. I. Ordinance Amendments A. Project Background Ashland's Comprehensive Plan contains a policy within the `Parks, Open Space and Aesthetics' Element (Chapter VIII, policy 8.16.6)) directing the City to adopt an official map that will identify the planned areas for parks, new natural areas, conservation areas and trails. The city approved a Parks, Trails and Open Space Map on July 2, 2002, and updated the map in 2012. These maps are now outdated and no longer reflect the existing inventory of parks lands or adequately identify the properties that could be acquired or developed in furtherance of the Comprehensive Plan goal to provide the people of Ashland with a variety, quantity and quality of parks, park facilities, open spaces, trails, and visual resources sufficient for their needs. Since May of 2022, the Parks, Trails, and Open Space Map Update Subcommittee has been working on assessing the current map and identifying necessary updates. The subcommittee completed its work in October of 2023 and sent its recommendations to the Ashland Parks and Recreation Commission (APRC). APRC will consider adoption of the updated map as an official map to support the Comprehensive Plan at its next meeting on January 16, 2024 and their recommendations from this meeting will be provided to the Planning Commission. Planning Action PA-T3-2023-00007 Parks & Open Space Map Ashland Planning Division — Staff Report Applicant: Ashland Parks & Recreation Page 1 of 5 The Planning Commission conducted a study session to consider the proposed revisions to the existing map on November 28, 2023, and the map now comes to the Planning Commission for a public hearing to consider the proposed recommendations and make a formal recommendation to the City Council on the map's adoption. B. Summary of Proposed Amendments In discussing the proposed map update, Parks staff have noted that the current situation with Ashland's parkland is very different than it was in 1991, when the Comprehensive Plan was first developed and approved by the City Council. At that time, Ashland had less park land per capita than Roseburg, Medford, or Klamath Falls. Now, after 30-plus years of effort, Ashland's per capita park land ranks it among the State's leaders. One of the goals of the City's Comprehensive Plan is to have a neighborhood park located within a 1/4-mile of every resident living inside the current city limits, and with the exception of the Mistletoe/Croman area, APRC has determined that sufficient property has been obtained to meet this goal. The proposed updated map presented represents a shift in priorities from seeking to acquire park land within '/4-mile of every residence to focus much more on seeking to conserve sensitive areas along riparian corridors while improving the connectivity of Ashland's trail system. As presented, the updated map reflects the removal from the map of approximately 277 acres of property that had formerly been identified for purchase including: • (A)Billings Property southern portion - only northern portion of property has potential for sports fields • (B & C) Heiman Street Property - within '/4 mile of Ashland Creek Park • (D)Heiman to Oak partial corridor -no longer available as corridor • (E) Cottle Phillips tiny portion to the West -park within'/4 mile • (F) Upper Elkader/Roca Canyon - developed • (G) Willow Wind school site -Ashland School District owned • (H) Property on lower Clay Street -developed • (1) Property on lower Clay Street- park within 'A mile • (J) Snowberry Brook - developed • (K) Middle Clay - park within a 1/4 mile • (L) Chitwood Property on Upper Clay Street - developed • (M) Crowson Road Extension - no longer needed no plans to expand • (N) Normal Street extension- park within' mile • (0) Upper Paradise Creek - developed • (P) Ashland Loop Road - acquired trail easements, no longer needed Parks staff have indicated that the majority of properties left on the map for future purchase provide protection of significant natural areas like streams and riparian areas and/or are land and easements that provide trail connectivity. The connectivity goal is to secure land, Planning Action PA-T3-2023-00007 Parks & Open Space Map Ashland Planning Division — Staff Report Applicant: Ashland Parks & Recreation Page 2 of 5 through outright purchase, donation, grants, or easements, on which to develop a trail system that would provide connecting links to neighborhoods and additional trails throughout the city and surrounding area for non -motorized, recreational use. Efforts to accomplish this goal will be advanced through collaboration with other organizations such as the Ashland Woodland and Trails Association, Rogue Valley Mountain Bike Association and Southern Oregon Land Conservancy. The following properties are proposed to be designated for purchase or easement acquisition, along with their projected use: • (#1) Billings Property. North part of property for possible sports fields and protection for riparian zone • (#2) Wright's Creek Parcel. Trail corridor and protection for riparian zone. • (#3) Grizzly Peak. Conservation easements on the south slopes of Grizzly visible from Ashland would not only protect iconic view visible from most of Ashland, but would also reduce development pressure on rare and sensitive flora and on large mammals. • (#4 & #5) Ashland Creek Corridor - Year-round stream, significant wildlife habitat and potential pedestrian/bicycle connection • (#6) Nevada St to North Mountain Ave. (Bear Creek Corridor) Riparian area. • (#7) Property across from Riverwalk. Riparian area. • (#8) Willows area - potential trail connection and riparian area. (##S) Bear Creek riparian/floodplain corridor from east of North Mountain Park. Significant wildlife habitat, natural area that is potentially a part of the Greenway extension. (#10) Walker Ave. East Main Street. Possible sports fields (#11) Talent Irrigation Ditch Segment (#12 & #13) West side watershed (Hitt Road) Trail connectivity. • (#14) 440 Granite Street. Surrounded on three sides by Lithia Park. Only private property on the east side of Granite above Nutley not part Lithia Park. Lithia Park Master Plan recommends purchase of property. • (#15) Lincoln School. Critical to goal of neighborhood park within Y mile of all residents. Many low-income residents in the area. (#16 & #17) Upper Liberty St/Ivy Ln Forest/Urban Interface. Connects southern residential neighborhoods with trail network. • (#18) Tolman Creek/Mistletoe Road Area - potential neighborhood park site. The Parks, Trails, and Open Space Map Update Subcommittee recommended adding approximately 98 acres to the map including properties numbered 12,13,14,16 and 17 in the list above. Planning Action PA-T3-2023-00007 Parks & Open Space Map Ashland Planning Division — Staff Report Applicant: Ashland Parks & Recreation Page 3 of 5 II. Procedural Applications for Type III (i.e., Legislative) Plan Amendments and Zone Changes are described in the Ashland Land Use Ordinance section 18.5.9.020 as follows: B. Type III. It may be necessary from time to time to make legislative amendments in order to conform with the Comprehensive Plan or to meet other changes in circumstances or conditions. The Type III procedure applies to the creation, revision, or large-scale implementation of public policy requiring City Council approval and enactment of an ordinance; this includes adoption of regulations, zone changes for large areas, zone changes requiring comprehensive plan amendment, comprehensive plan map or text amendment, annexations (see chapter 18.5.8 for annexation information), and urban growth boundary amendments. The following planning actions shall be subject to the Type III procedure. 1. Zone changes or amendments to the Zoning Map or other official maps, except where minor amendments or corrections may be processed through the Type II procedure pursuant to subsection 18.5.9.020.A, above. 2. Comprehensive Plan changes, including text and map changes or changes to other official maps. 3. Land Use Ordinance amendments. 4. Urban Growth Boundary amendments. In this instance, the build -out of a parks system that previously lagged behind many other cities in the region in terms of park land per capita and that has now, 30 years later, become a leader in the state and the associated shift to seeking to conserve sensitive streams and riparian corridors while also expanding trail system connectivity are the changes in circumstances that necessitate this map update. Staff believes that the proposed map update is clearly in line with the standards described for an update of an official map supporting the Comprehensive Plan. III. Conclusions and Recommendations Staff recommends that the Planning Commission recommend approval of the attached draft ordinance and adoption of the Parks, Trails & Open Space Map as an official map supporting the Ashland Comprehensive Plan's Chapter VIII `Parks, Open Space & Aesthetics'. If the Planning Commission recommends approval of the attached ordinance and adoption of the updated Parks & Open Space Map, staff will prepare written findings for adoption at the Commission's February 20, 2024, meeting. The Planning Commission's recommendations regarding the attached ordinance and updated Parks & Open Space Map will be forwarded to the City Council for consideration at the public hearing and First Reading of the draft Ordinance in early 2024. Attachments • January 10 Technical Memo from Interim Parks Director Leslie Eldridge • January 23 Memo from Interim Parks Director Leslie Eldridge Planning Action PA-T3-2023-00007 Parks & Open Space Map Ashland Planning Division — Staff Report Applicant: Ashland Parks & Recreation Page 4 of 5 • Adopted Parks & Open Space Map 2002-2012 for reference • Comparison Map (Changes from 2002 to 2023) for reference • Draft Ordinance #3232 for Council Adoption • Draft `Parks & Open Space Map' for Council Adoption (Ord. #3232, Exhibit A) • Public Comments Received o Amy Gunter o Gary Schaff (2) o Streets for Everyone Planning Action PA-T3-2023-00007 Parks & Open Space Map Ashland Planning Division — Staff Report Applicant: Ashland Parks & Recreation Page 5 of 5 ASHLAND PARKS & RECREATION COMMISSION 340 S PIONEER STREET • ASHLAND, OREGON 97520 COMMISSIONERS: Ag h� Rick Landt 7y Leslie Eldridge Jim Bachman Interim Director 'vp Justin Adams o Rr 541.488.5340 Jim Lewis �. o-s a REcaE�-� Ashland ParksandRec.org Stefani Seffinger parksinfo@ashland.or.us STAFF MEMORANDUM TO: Ashland Parks and Recreation Commissioners FROM: Interim Director Eldridge DATE: January 23, 2024 SUBJECT: Ashland Parks and Recreation Commission: Parks and Open Space Map Update SUMMARY The Parks and Open Space Map is a part of the City of Ashland's Comprehensive Plan. The map is a guide for APRC land acquisition and designates properties for different usage including neighborhood parks, potential sports fields, open spaces, trail connectivity, and riparian areas. It is intended to be used in conjunction with the APRC Trails Master Plan, which was approved by APRC, City Planning, Public Works and Transportation Commission in 2020 as a technical report supporting the Parks, Open Space, and Aesthetic Chapter (Chapter VII) of the City of Ashland Comprehensive Plan. POLICIES, PLANS & GOALS SUPPORTED APRC Goal #6: Continue to improve and develop our watershed pedestrian and MTB trail network, including connectivity to adjacent National Forest Land and town centers on city ownership, as well as securing easements on private property that protect public access to this network. Council Priorities: Planning and Growth- Protecting the community's character; community land use planning. Quality of Life: Open space and parks improvements (trails, wildlife habitat protection, etc.) Economic Opportunity/Vitality: Attract more families to live in Ashland. BACKGROUND AND ADDITIONAL INFORMATION The last official update of the Map was done in 2002 with a "Light Update" done by APRC in 2012. The current situation with Ashland's park land is very different than in 1991 when the Comprehensive Plan was first developed and approved by City Council. At that time, Ashland had less park land per capita than Roseburg, Medford, and Klamath Falls. Now, after 30-plus years of effort, Ashland's per capita park land ranks it among the State's leaders. One of the goals of the City's Comprehensive Plan is to have a neighborhood park located within a 1/4 mile of every resident living inside the current city limits. Except for the Mistletoe (Croman) area Commissioners have deemed that sufficient property has been obtained to meet this goal. The APRC Trails Master Plan, which identifies critical bike and pedestrian corridors in Ashland, was approved by City Council in 2020 as a technical report supporting the Parks, Open Space, and Aesthetic Chapter (Chapter VII) of the City of Ashland Comprehensive Plan. Since May of 2022 the Parks, Trails, and Open Space Map Update Subcommittee has been working on assessing the current map. The subcommittee completed its work in October of 2023 and sent its recommendations to the Parks Commissioners. At the October 5 APRC Business Meeting, Commissioners unanimously recommended the updated map for review by the Planning Commission and approval by City Council. APRC Recommendations APRC recommends that approximately 277 acres of property that had been formerly identified for purchase be removed from the Map. Properties Removed from Map (shown on the "Comparison Map" only) • (A)Billings Property southern portion - only northern portion of property has potential for sports fields • (B & C) Heiman Street Property - within Y mile of Ashland Creek Park • (D)Heiman to Oak partial corridor - no longer available as corridor • (E) Cottle Phillips tiny portion to the West - park within'/ mile • (F) Upper Elkader/Roca Cannon - developed • (G) Willow Wind school site - Ashland School District owned • (H) Property on lower Clay Street - developed • (I) Property on lower Clay Street- park within''/4 mile • (J) Snowberry Brook - developed • (K) Middle Clay- park within a 1/4 mile • (L) Chitwood Property on Upper Clay Street - developed • (M) Crowson Road Extension - no longer needed no plans to expand OKGC • (N) Normal Street extension- park within %4 mile • (0) Upper Paradise Creek - developed • (P) Ashland Loop Road - acquired trail easements, no longer needed The majority of properties left on the map for future purchase provide protection of significant natural areas like streams and riparian areas and/or are land and easements that provide trail connectivity. The connectivity goal is to secure land, through outright purchase, donation, grants, or easements, on which to develop a trail system that would provide connecting links to neighborhoods and additional trails throughout the City and surrounding area for non -motorized, recreational use. Efforts to accomplish this goal will be advanced through collaboration with other organizations, such as the Ashland Woodland and Trails Association, Rogue Valley Mountain Bike Association and Southern Oregon Land Conservancy. Properties Designated Purchase or Easements and Projected Use • (#1) Billings Property. North part of property for possible sports fields and protection for riparian zone • (#2) Wright's Creek Parcel. Trail corridor and protection for riparian zone. • (#3) Grizzly Peak. Conservation easements on the south slopes of Grizzly visible from Ashland would not only protect iconic view visible form most of Ashland, but would also reduce development pressure on rare and sensitive flora and on large mammals. • (#4 & #5) Ashland Creek Corridor - Year-round stream, significant wildlife habitat and potential pedestrian/bicycle connection • (#6) Nevada St to North Mountain Ave. (Bear Creek Corridor) Riparian area. • (#7) Property across from Riverwalk. Riparian area. • (#8) Willows area - potential trail connection and riparian area. • (#9) Bear Creek riparian/floodplain corridor from east of North Mountain Park. Significant wildlife habitat, natural area that is potentially a part of the Greenway extension. • (#10) Walker Ave. East Main Street. Possible sports fields • (#11) Talent Irrigation Ditch Segment • (#12 & #13) West side watershed (Hitt Road) Trail connectivity. • (#14) 440 Granite Street. Surrounded on three sides by Lithia Park. Only private property on the east side of Granite above Nutley not part Lithia Park. Lithia Park Master Plan recommends purchase of property. • (#15) Lincoln School. Critical to goal of neighborhood park within'/4 mile of all residents. Many low-income residents in the area. • (#16 & #17) Upper Liberty St/Ivy Ln Forest/Urban Interface. Connects southern residential neighborhoods with trail network. • (#18) Tolman Creek/Mistletoe Road Area - potential neighborhood park site. FISCAL IMPACTS No fiscal impacts REFERENCES & ATTACHMENTS WN \\"Im- ffa;.il r 19 Grizzly Peak off rmrLap extent) P>, Properties Identified Short Term Plan Long Ternu Plan 11FALA, - (10) Ashland reek Corridor Neighborhood Parks (Hersey St to Eagle Mal Rd) 0 CITY OF - (1, JaqueUpperlyn St and Grizzly Dr Property (11) Hamilton Creek Corridor �S H L A N D - (2) Upper Clay 51 Properties - (12) Walker site, East Main St - (13) Billing's Property Athletic Fields - (14) Crowson Rd Extension ,J Parks, Trails, (Property on ClCley St (16) Heiman St property ant! (aActive (adjacent to YMCA City Perk) (Barn, farm area) - (4) Heiman St Property -(16) Property across from N Mountain Park Open Space Program (adjacent to Heiman School) -(17) Tolman Creek/Mistletoe Rd area Open Space & Trails ® (19) Waldorf School site 2002-2012 (6) East Main along Bear Creek (19) Grizzly Peak - (6) Wrighls Creek Corridor Approved by the City Council Judy 2, 2002 (7) Upper Liberty St Property - (6) Nevada St to N Mountain Av (Bear Creek C,mdor) Urban Growth Boundary L - (9) Willows area 1. connection (Railroad property) City Limits Q - (20) Talent Irrigation Ditch Segments Water Features Lands Identified in Adopted 0 Undeveloped Park Parks and Open Space Plan Acquired by but not identified U Updated April 1, 2005 P P not yet squired by city. These en n original Open Space Plan. \ properties remain on the proposed plan. School Parks - Existing 0 l"r Lands Aquired by the City Identified in the Adopted Parks as Parks and Open Space and Open Space Plan. Which Were identified in the SOU Ball Fields d ` Adopted Open Space Plan. City Parks US Forest Service Lands 695 !1 Aquired by City but not Identified in Me Adopted Parks '12 � identified in original Open Space Plan and Open Space Plan. �+ l �\ r \ 11All -13I N I 0 0.25 0-hiles'w�E Scale: 1:31,680 vvivirHr�i�viv iviHr Rq�[e"J2 t RD FAc�E�J/44RO Grizzly Peak (off �map extent) S 4 ` tio�b� . Y�•JT� h Nu. \ ... r.� _ r `o .. A i /0 "r% jIT erf, IT Legend Park Property to Acquire Portion of Area to Acquire for Riparion/Conr ED To Acquire, New since 2002 Open Space Plc Orig Plan, no longer seeking *Trails Master Plan Corridors 'This map is intended to be used in conjunction with the APRC Trails Master Plan, which identifies critical connectivity corridors for acquisition or easements. . a,ecr iNFs�FlOrn15 r - n w ® •� . - 5 M pElVc n� s z e, EA ' F- III/// • 1 s ee 'Ule acre �., j �'• �' ''' _ rwr ; aT �.rwT - , !I�—--.._-� ` L _�:rr 8 a IT i - -�' s� k .4E " ..i�r s n zt '+u'°E enei■ 2 — I I I \ .. s 101 N) •.I H� I „ 1 -IT � 1 _ C I rd ` �`• 1 1 0 ^� I F RESOLUTION NO. APRC 2024-01 A RESOLUTION TO EXPAND MULTI -MODAL TRANSPORTATION ROUTES IN ASHLAND Whereas members of the public have recently expressed to Ashland Parks and Recreation Commission (APRC) Commissioners their desire for an expanded alternative Ashland transportation system for pedestrians and non -motorized vehicles; Whereas the Trails Master Plan (TMP) is part of the City's Transportation System Plan and is the definitive City document outlining the vision of trails and pathways in and around Ashland; Whereas the recently developed Riverwalk Trail between N Mountain Avenue and Oak Street is an example of APRC's affirmation of the City's multi -modal transportation goals; Whereas APRC has the ability to recommend to the Council the purchase of property and easements that support the goals of the City's Comprehensive Plan and Commissioner goals whether or not the property is on the Parks, Trails, and Open Space Map, and; Whereas APRC is supportive of safe, practical conveyance through and around Ashland for pedestrians and alternative transportation. Be it resolved that APRC expresses their willingness and commitment to improving multi - modal transportation in the City as a whole and to work with the Mayor, City Councilors and City staff to facilitate this goal within and outside park boundaries, and that APRC Commissioners would expect that meeting this goal would include, but not be limited to, 1) determining the most feasible, safe, and efficient route to connect the Central Bike Path and the Bear Creek Greenway Trail; 2) implementing necessary signage and other safety improvements for the newly designated connection; 3) researching the feasibility of extending the west and east ends of the Central Bike Pathway (CBP) and; 4) supporting the overall development of the trails system outlined in the TMP and on the Parks, Trails, and Open Space Map. Further, be it resolved that APRC will continue to collaborate on bicycle and pedestrian enhancement partnerships with the City of Ashland. 2024. This resolution was duly PASSED and ADOPTED this day of Alissa Kolodzinski, City Recorder SIGNED and APPROVED this day of 2024. Jim Bachman, APRC Chair Reviewed as to form: 2.12.24 Carmel Zahran, Assistant City Attorney Attachment 10 Ashland Parks and Recreation Commission Public Comments recieved regarding the proposed 2024 Parks, Trails, and Open Space Map and Ordinance 3232 PA-T3-2023-00007 From: Leslie Eldridoe To: Nancy Mero Subject: Fw: Contact the APRC Commissioners Submitted Date: Friday, February 9, 2024 9:23:47 AM From: City of Ashland, Oregon <administration@ashland.or.us> Sent: Thursday, December 7, 2023 5:08 PM To: Parks Commissioners <parks_commissioners@ash land.or.us> Subject: Contact the APRC Commissioners Submitted [EXTERNAL SENDER] * * * FORM FIELD DATA* * * Name: Michael Orendurff Phone Email:Wentra Subjece path Message : Please extend the Central Bike Path at both ends. It?s a great resource for cyclists and walkers, but it starts nowhere and goes nowhere. It needs to be fully integrated into the high traffic commercial areas at both end, but in a safe manor, avoiding cars and keeping people safe. It will help Ashland achieve our goal of half of all in -town trips by bike by 2030, but only if it?s safe, easy and integrated into all the locations people need to go. Please do all you can to help make the Central Bike Path is extended at both ends. * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: Subject: Contact the APRC Commissioners Submitted [EXTERNAL SENDER] *** FORM FIELD DATA*** Name: Ray Mallette Phone: Email Subject: Support for Central Bike Path Extension Message: APRC Commissioners, As you update your priorities for Parks, Open Spaces and Trails I want to add my support for extending the Central Bike Path to the Northern and Southern boundaries. The Central Bike Path is an important alternate for commuting and recreation that links residential housing, public schools, parks and businesses. In updating your priorities it is important that we look at land acquisitions and right of ways that will allow expansion of the Central Bike Path so we may continue to increase a low carbon footprint method of transportation. *** USER INFORMATION *** SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: * * * FORM FIELD DATA* * * Name: Michael P Vergeer Phone: Email Subject: Public Testimony on the Parks, Open Space and Trails priorities map Message: Dear Commissioners: I applaud the efforts of this commission and the city over the last several years in acquiring additional park properties. We need to make them more accessible to residents, no matter their choice of transportation options. For many residents, our Central Bike Path is the ONLY place people feel safe to ride a bike in Ashland. APRC could prioritize acquisitions to extend this multiuse path in both directions, southeastward and northwestward toward the urban growth boundaries, so people could choose a bike for getting around to enjoy all our city has to offer. I realize that many areas that would be ideal for such an expansion are already developed and thus not feasible for acquisition. APRC could coordinate with other city entities to strategically piece together a continuous network that includes some off-street and some traffic -calmed on -street portions of an extended Central Bike Path. Of particular importance (i.e. serving the greatest number of residents) is a safer connection between the current termini of the Greenway (at the dog park) and the Central Bike Path (at Railroad Park). (I don?t know about the feasibility, but it would be great to use space along the railroad tracks to do this.) * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: I hope this addresses your concerns, Leslie From: City of Ashland, Oregon <administration@ashland.or.us> Sent: Tuesday, December 5, 2023 10:28 AM To: Parks Commissioners <parks_commissioners@ashland.or.us> Subject: Contact the APRC Commissioners Submitted [EXTERNAL SENDER] *** FORM FIELD DATA — Name: Barbara Settles Phone: Email Subject: addition to Parks, Open Space and Trails Maps Message : Thank you for making it clear how to navigate our valley on non -vehicle paths, using bikes or walking. Please include the extension of the Central Bike Path south and north, on Parks, Open Space and Trails Maps. *** USER INFORMATION *** SubscrlberlD: -1 SubscriberUserName: SubscriberEmail: RemoteAdd ress: 66.241.70.76 Re m ote H ost: 66.241.70.76 RemoteUser: From: Leslie Eldridae To: Nana Mero Subject: Fw: Contact the APRC Commissioners Submitted Date: Friday, February 9, 2024 9:24:55 AM From: City of Ashland, Oregon <administration@ashland.or.us> Sent: Tuesday, December 5, 2023 10:28 AM To: Parks Commissioners <parks_commissioners@ashland.or.us> Subject: Contact the APRC Commissioners Submitted [EXTERNAL SENDER] * * * FORM FIELD DATA*** Name : Barbara Settles Phone: Email Subject: Maddition ktoNark"s.,pen Space and Trails Maps Message : Thank you for making it clear how to navigate our valley on non -vehicle paths, using bikes or walking. Please include the extension of the Central Bike Path south and north, on Parks, Open Space and Trails Maps. * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: * * * FORM FIELD DATA*** Name: Br an Sohl Phone Email: Subject: Central Bike Path Message: Hello Commissioners. I am hoping Parks and Recreation would commit to extending the Central Bike Path to the North and South edges of the urban growth boundary at your 12/06 meeting when you discuss and plan for the future of Ashlands trail system. Bryan Sohl Chair, Ashland Climate and Environment Policy Advisory Committee (CEPAC) * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: * * * FORM FIELD DATA* Name : Vicki Orendurff Phone: Email: Subject: Testimony on the ar Open Space & Trails priorities map Message: I am writing to urge you to make it a priority to complete the extentions of the Central Bike Path to the southern and northern urban growth boundary. Please add this to the Parks, Trails and Open Space priority, acquisition project listing. I am an Ashland resident and currently do about 90% of my in -town trips for shopping and other errands on my bike. I ride the Central Bike Path on an almost daily basis. The requested extention would allow me to travel more safely and further within Ashland. Thank you! Vicki Orendurff Ashland * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: * * * FORM FIELD DATA*** Name:tCarillleF Stout Phone Email Subject: Parks Priorities and Cycling Message: Dear Parks Commission, Cycling is one of life's greatest joys and is becoming more popular all the time with the advent of E-bikes. People of all ages are getting outdoors and enjoying the wonders and benefits of cycling. Therefore, as stewards of our city parks, I ask you to include on the list of Parks, Open Space and Trails Map priorities the extension of the Central Bike Path to the southern and northern urban growth boundaries. This will provide a lasting legacy for all of us and future citizens. Thanks. Carlyle Stout * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: * * * FORM FIELD DATA*** Name Ray Mallette Phone: Email: Subject: upport foRenfflral ike Path Extension Message: APRC Commissioners, As you update your priorities for Parks, Open Spaces and Trails I want to add my support for extending the Central Bike Path to the Northern and Southern boundaries. The Central Bike Path is an important alternate for commuting and recreation that links residential housing, public schools, parks and businesses. In updating your priorities it is important that we look at land acquisitions and right of ways that will allow expansion of the Central Bike Path so we may continue to increase a low carbon footprint method of transportation. * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: *** FORM FIELD DATA*** Name: Paul Daniel Phone: Email Subject: Centra ike Pat xtension Message: Hello, I wanted to respond to the future parks, trails and open space plan. I noticed that while there was mention of a potential pedestrian/bike corridor from Nevada St to Ashland creek park, there was no mention of extending the central bike path that follows the railroad tracks. This is despite the map showing the continuous "trails master plan corridor" along the tracks all the way through the city. This seems like a missed opportunity. There are a number of gaps in the central bike path that result in discontinuous route for those traveling by bike where bikes need to mingle with traffic on busy roads. This is a major obstacle for inexperienced cyclists and kids on bikes. Having a bike path the entire length of the city would do wonders not just for bike commuters, but for kids being able to gain independence and get to the parks, schools or their friends house without being chauffeured by their parents in their SUV. I know many residents with and without kids that would be strongly in favor of this. Thank you for your time and consideration, -Paul Daniel * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: *** FORM FIELD DATA*** Name: Michael Orendurff Phone: Email: Subject: lCenRtral"pDath Message : Please extend the Central Bike Path at both ends. It?s a great resource for cyclists and walkers, but it starts nowhere and goes nowhere. It needs to be fully integrated into the high traffic commercial areas at both end, but in a safe manor, avoiding cars and keeping people safe. It will help Ashland achieve our goal of half of all in -town trips by bike by 2030, but only if it?s safe, easy and integrated into all the locations people need to go. Please do all you can to help make the Central Bike Path is extended at both ends. * * * USER INFORMATION SubscriberID: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 RemoteUser: Attachment 8 Planning Commission Public Comments recieved regarding the proposed 2024 Parks, Trails, and Open Space Map and Ordinance 3232 PA-T3-2023-00007 755 N Mountain Avenue discussion Amy Gunter_ Mon 2023-11-27 0221 PM To:Brandon Goldman<brandon,goldman@ashland.or.us>;Derek Severson <derek.severson@ashland.or.us> [EXTERNAL SENDER] Hello Brandon and Derek, Hope you are well and enjoyed the holiday. I'm reaching out to you on behalf of Don Jones in regards to the house at 755 N Mountain Avenue, its condition, and what Don's options are to help alleviate some of the dangerous conditions on the site and the dangerous building. Don and I would like to meet with staff to go over our concerns sometime this week. Gates, chains, signs, and other barriers to prevent trespassing are removed on a routine basis. Steve Matiaco and I met at the site and I toured the structure and took numerous photos of its condition last week. One of the concerns is that the property owner will lose their ability to reconstruct a single-family residence on the property (outside of the environmentally constrained areas) if the building is deemed unsafe and needs to be removed from the property. It has been our understanding that a replacement dwelling is expected to achieve compliance with the North Mountain Neighborhood Master Plan lot layout and its street configurations, as well as the Transportation System Plan, and Street Dedication map. This will be very difficult because the N Mountain Neighborhood Plan and the Street Dedication Map differ and in both instances, the street depicted on both maps could not possibly be constructed to street standards due to topography, trees, and vision clearance issues on the hillslope. P;E: S -UA7 on Puflisl rev', o j `rt .SrGt-map This leads me to the next concern which was peaked by the Planning Commission packet for the Study Session with Parks on Tuesday, November 28th. It appears that the subject property area included in the Parks and Openspace Master Plan is increasing in area. Some of the property was already included which made sense as it was the Bear Creek Floodplain Area and the area designated as NM-G. The draft Parks and Openspace Master Plan now includes the area of the property where the existing residence is located which is also the area where the replacement dwelling would likely be located. The inclusion of the entire 11-acre property into the Parks and Openspace Master Plan creates an additional regulatory barrier to the reconstruction of a single-family home. The inclusion of the entire 11-acre property appears to be in conflict with the Buildable Lands Inventory and the Housing Needs Analysis, and in conflict with the Comprehensive Plan Designation and the Zoning per the North Mountain Park Neighborhood Plan. Changes to the Comprehensive Plan or zoning of the area would at a minimum necessitate a modification of the North Mountain Neighborhood Plan. Can staff provide a few options to have a quick discussion with Don and myself? Tuesday, Thursday, or Friday? Thank you, Amy Amy Gunter Rogue Plonning & Development Services www.rogueplanning.com This communication, including any attachments hereto or links contained herein, is for the sole use of the intended recipient(s) and may contain confidential or legally protected information. If you are not the intended recipient, you are hereby notified that any review, disclosure, copying, dissemination, distribution, or use of this communication is prohibited. If you have received this communication in error, please notify the sender immediately by return e-mail message and delete the original and all copies of the communication, along with any attachments from your system. While Rogue Planning and Development Services, LLC strives to make the information in all reports as timely and accurate as possible, Rogue Planning makes no claims, promises, or guarantees about the accuracy, completeness, or adequacy of the contents of this report, and expressly disclaims liability for errors and omissions in the contents of this report. From: To: Parks Information Cc: Brandon Goldman; Derek Severson; Paula Hyatt Subject: 11/28 Planning Commission Study Session Date: Wednesday, November 29, 2023 8:50:28 AM [EXTERNAL SENDER] Hi Leslie, I have a few comments and a question about the materials that were reviewed at last night's Planning Commission study session. Foremost, I believe that there is an error on the Parks, Open Space and Trails map (p. 26 in the PC packet). More particularly, the Cottle Phillips property fronting on Terrace (labeled as property E on the map) is not developed. It is however, assessed as open space which limits its development, absent paying back taxes, and because of that, may make it an attractive acquisition for APRC. It also bears noting the the city holds a pedestrian access easement on my property (516 Herbert Street) and my neighbor's to the east. That easement is not shown on the map but serves to provide access to the Cottle Phillips open space. I would encourage you to include easements on the map using a distinctive pattern and distinguish it from outright ownership. I believe easements are currently used in other locations to provide trail connectivity and, I expect, APRC will find easements a useful tool, in the future, to protect stream side habitats. My question relates to the use and approval of the map on page 26, showing future APRC acquisition priorities. Will the acquisition priorities be approved by Council as a part of the Comprehensive Plan amendment and, if not, when? Thank you, i Re: Parks, Trails and Open Space map - comp plan amendment Leslie Eldridge <leslie.eldridge@ashland.or.us> Thu 2023-11-30 11:12 AM To:Brandon Goldman<brandon.goldman@ashland.or.us>;Gary Shaff Cc:Derek Severson <derek.severson@ashland.or.us> Hello Mr. Shaff, In regards to your concerns with bike transportation and the Central Bike Path specifically. In the latest version of the Parks and Open Space map, we have added an explicit "Note" to the Layer entitled "Trails Master Plan Corridors". That note says: *This map is intended to be used in conjunction with the APRC Trails Master Plan, which identifies critical connectivity corridors for acquisition or easements. The blue layer referred to above is the foundation of the Trails Master Plan. The link below shows all the public involvement that went into that document. It also has a link to the actual Trails Master Plan, which has a chapter dedicated solely to the long term goals for the Central Bike Path. https://www.ashland.or.us/Page.asp?NavlD=14080 I hope this addresses your concerns, Leslie From: Brandon Goldman <brandon.goldman@ashland.or.us> Sent: Thursday, November 30, 2023 10:02 AM To: Gary Shaff Cc: Leslie Eldridge <leslie.eldridge@ashland.or.us>; Derek Severson <derek.severson@ashland.or.us> Subject: RE: Parks, Trails and Open Space map - comp plan amendment Gary, The City submitted a post acknowledgement plan amendment (PAPA) notice to the Department of Land Conservation and Development (DLCD) about the Open Space Plan update on November 7th, 2023. Regarding public involvement, the processes includes the public meetings of the Parks Commission, the study session before the Planning Commission, a public hearing before the Planning Commission, and hearings by the City Council, which are all in line with Goal 1 requirements. The Planning Commission will not make a final decision; instead, they will offer a recommendation to the City Council. Comments gathered at the Planning Commission's hearing on December 12th will help shape this recommendation and will also be considered during the City Council's public hearing, which is yet to be scheduled. The first Council meeting hearing will also include the first reading of the ordinance and will be noticed in advance. Therefore, these public hearings are the primary opportunities for public input on any legislative amendment including this official map update. As you know Ashland has a history of exceeding the minimum requirements for public involvement beyond just the requisite public hearings noted above. This is evident in the creation of the APRC subcommittee and outreach to various organizations that has occurred in advance of the Commission meetings. However, to my knowledge therewas not a city-wide public meeting regarding updating the plan held at the initiation of this project. Rather the APRC has regularly been discussing the issue at their public meetings over the last 2 years. Leslie Eldrige, the Interim Parks Director, can provide more details about the outreach efforts and address your concerns about the Central Bike Path, so I have copied her on this reply. As you noted, the Central Bike Path extension serves as both a transportation and recreational facility. As such, it included in the Transportation System Plan (TSP) and remains a priority for the city. Brandon Goldman, AICP Director of Community Development Pronouns: he, him, his City of Ashland Community Development 51 Winburn Way, Ashland, Oregon 97520 541-552-2076 1 TTY 800.735.2900 Brandon.goldman@ashland.or.us Online ashland.onus; social media (Facebook (&CityOfAshland0regon I Twitter (a)CityofAshland) This email transmission is official business o/ the City of Ashland, and it is subject to Oregon Public Records Law for disclosure and retention. Ijyou have received this message in error; please contact me at 541-552-2076. From: Sent: Wednesday, November 29, 2023 12:00 PM To: Brandon Goldman <brandon.goldman@ashland.or.us> Subject: Parks, Trails and Open Space map - comp plan amendment [EXTERNAL SENDER] Hi Brandon, Sorry to be in your hair but I have some real concerns about the planned amendment to the city's plan. As I shared with you earlier this week, I believe that the APRC priorities should include extension of the Central Bike Path to the south and north city limits. That would be consistent with the city's Transportation System Plan which identifies that project (Table 8-1, project TR-1) as one of its "high" priorities (constructed within 0 to five years following the plan's 2013 adoption). That project will also implement the city's Climate Energy Action Plan which calls for the reduction in vehicle miles of travel. That will occur because the Central Bike Path is used for everyday travel by Ashland residents and is a part of the developing, citywide "all ages and abilities" bicycle network. I recognize the Parks Department engaged a subcommittee of the APRC and other citizen representatives (hiking and mountain biking enthusiasts) to help set the priorities. Notices of their meetings were posted on the city's website. And I also recognize that Parks coordinated with the Fire Department and the Ashland Forest Resiliency. Do those efforts, in your opinion, satisfy the requirement of Statewide Planning Goal 1, AMC 2.12.070 or Goal 3.03 of the city's comprehensive plan, and the city's agency involvement program? I presume the Statewide Planning Goal 2, subsection E, Major Revisions and Minor Changes in the Plan and Implementation Measures is incorporated into the city's plan amendment procedures. It states "the citizens in the area and any affected governmental unit should be given an opportunity to review and comment prior to any changes in the plan and implementation ordinances. There should be at least 30 days notice of the public hearing on the proposed change" Have you already provided post- acknowledgement plan amendment notice to DLCD? Basically, I want to ensure that the community, as a whole, has an opportunity to help set the parks, trails, and open space acquisition priorities. At this point, I don't believe they have. The scheduled Planning Commission public hearing on December 12 seems premature. Please share your thoughts with me. Thanks, Gary TO: Planning Commission FROM: Climate and Environment Policy Advisory Committee DATE: 1/11/24 RE: Trails, Open Space and Park Acquisition Priorities - comprehensive plan amendment Planning Commission Public Hearing Testimony 01/23/2024 The Climate and Environment Policy Advisory Committee (CEPAC) recommends that the extension of the Central Bike Path to the east and west urban growth boundaries (as identified in the city's Transportation System Plan (Figure 8-1) and the Trails Master Plan (Chapter 5)), be listed among the acquisition/development priorities on the updated Parks, Trails, and Open Space (POST) Map. The extension of the Central Bike Path to the easterly and westerly urban growth boundaries is crucial to the future of Ashland. It is essential to the safety, convenience, and efficiency of people walking and bicycling. Further, the Central Bike Path is the backbone of the city's non -motorized transportation network. It together with protected bike lanes on major streets, bike lanes on lower volume streets, and traffic calmed residential streets will create a complete bicycle network and give residents and visitors an alternative to driving a car/truck for short, in -town trips, it is estimated, that a complete bicycle network in Ashland will reduce transportation emissions by 40 percent by 2050. That reduction is key to achieving net -zero by 2050, the principal goal of the Climate and Energy Action Plan. The Council recently adopted, as a priority, the implementation of the Climate, Energy Action Plan, adopted in 2017. The attached includes additional facts and reasons for the Planning Commission to modify the draft POST map to include the extension of Central Bike Path to the east and west urban growth boundaries as a priority project. Thank you, Byran Sohl Chair, Clim Advisory Committee Climate and Environment Policy Advisory Committee (CEPAC) Findings and Reasons in Support of the Addition of the Central Bike Path as a priority project on the Parks, Open Space and Trails (POST) map. A. Internal consistency between elements of the Comprehensive Plan, other Plans adopted by the City Council and conformance with Statewide Transportation Planning Rules (OAR 660-12). a. The addition of Central Bike Path to the priority list of projects, and its ultimate construction is necessary for the following reasons, 1) To achieve consistency between the Transportation System Plan (adopted in 2013 and soon to be updated), the Ashland Trails Master Plan and the Parks, Open Space and Aesthetics Elements of the city's Comprehensive Plan. Ensuring that priority projects listed in one element of the Comprehensive Plan is listed in another related element is essential to achieve a coordinated and internally consistent Comprehensive Plan. A trail priority in one element must be reflected as a priority in the other. 2) To conform to the city Climate and Energy Action Plan and its goal to reduce vehicle miles of travel for employees and residents of the city. 3) To meet the city's legal obligations under Climate Friendly and Equitable Communities Rule to reduce vehicle miles of travel and to plan for a complete bicycle network that meets the transportation needs of people of all ages and abilities. 4) To provide a non -motorized connection between the city's Climate Friendly Areas (CFA): Croman Mill, Transit Triangle, and Railroad Property. Additionally, with a connection via Water Street the Downtown, a secondary CFA, would also be linked to the rest of the city by the extension of the Central Bike Path. 5) The upcoming update of the Transportation System Plan will list, there is little doubt, among its projects, the extension of the Bear Creek Trail and the Ashland Creek Trail and other trail segments listed as priorities on the POST map with the exception of trails designed for the exclusive use of mountain bikes, B. To meet the public needs for a safe, convenient, and efficient transportation system; one that offers practical alternatives to driving a car/truck. a. The addition of Central Bike Path to the priority list of projects and its ultimate construction is necessary for the following reasons. 1) To provide a non -motorized and safe route for residents living on the west end of town including Grand Terrace (just west of the railroad underpass on OR99), if it were to develop, to access downtown, schools, shopping areas, etc. 2) To meet the public need for alternatives to driving an automobile/truck for short in -town trips. 3) To improve housing affordability. The cost of auto dependence is approximately $1,000 per month which, for households that can live without an auto or with one less auto, can significantly improve housing affordability — a crisis at the local, state and national levels. 4) Reduce traffic congestion, noise pollution, and air pollution. 5) To conform to the Statewide Planning Goal, Transportation which, since the adoption the statewide land use goals adoption in 1974, has required cities in Oregon to "avoid principal reliance upon any one mode of travel." B. Consistency with the Goal and Policy 7 of the Parks, Open Space and Aesthetics Element of the Comprehensive Plan a. Goal 8.15 — "To provide the people of Ashland with a variety, quantity and quality of parks, park facilities, open spaces, trails, and visual resources sufficient for their needs." b. The adoption of the POST map is a requirement of Policy 7. "Develop the system of corridors, linear park routes and trails outlined in the Park and Open Space map. Encourage interconnections between parks, open spaces, bicycle paths, easements, irrigation ditches, scenic roadway routes, railroad rights -of -way, etc. Require that commonly used trails across private property be preserved when developed." (emphasis added) C. Achieving the vision embodied within the City Comprehensive Plan. The listing of the Central Bike Path as a priority on the POST map will boost the competitiveness of future city state/federal grants which would: a) undertake a detailed examination of the location of the Central Bike Path (both on -street and off-street), b) preform preliminary engineering, and c) construct the path. The grant opportunities, at this time, are at record levels for projects which will reduce vehicle miles of travel and transportation emissions. b. Since the TSP's adoption in 2013, there has been one grant application submitted for completion of the Central Bike Path. It was unsuccessful. c. The city recently hired a grant contractor who could be tasked with securing state or federal grants for the completion of the Central Bike Path. D. Responsibility of the Planning Commission a. ORS 227.090(b) Powers and Duties of Commission — "Recommend to the council and other public authorities plans for regulating the future growth, development and beautification of the city in respect to its public and private buildings and works, streets, parks, grounds and vacant lots, and plans consistent with future growth and development of the city in order to secure to the city and its inhabitants sanitation, proper service of public utilities and telecommunications utilities, including appropriate public incentives for overall energy conservation and harbor, shipping and transportation facilities." CONCLUSION: CEPAC members request that the extension of the Central Bike Path to the east and west urban growth boundaries be listed as a priority project on the POST map. Gry CAIMOV Tls'g00Rr10f1 S%�INII IM UOaY ��� Excerpt from Ashland Trails Master Plan Chapter 5: Central Bike Path Corridor Route Description The Central Bike Path (CBP) is a predominately east -west route, approximately five miles in length, that parallels the Southern Pacific Railroad tracks through the northern half of Ashland. The tracks are currently leased to a different, regional railroad company. Approximately three miles, the middle portion of the trail has been completed and is well used. The city proposes that approximately two miles are required to complete the route from the Wrights Creek corridor to the Tolman Creek corridor. At the northern end, an addition is planned to extend the trail to Oak Street. The route will eventually continue across Ashland Creek and northwest until it joins North Main Street near Wrights Creek. At the eastern end, the route will cross Tolman Creek Road and continue southeastward possibly through the Croman Mill site. The trail would terminate at Siskiyou Boulevard and/or meet an existing section of the trail west of Tolman Creek, which connects to the Tolman Creek corridor. A potential long-term goal is to continue the route, possibly following the railroad tracks, as far south as Siskiyou Pass or even the California border. Linkages When completed, the CBP will connect with Wrights Creek Trail, Ashland Creek Trail, Roca Creek Trail, Clay Creek and Hamilton Creek Trails, and Tolman Creek Trail. The trail will also connect to several streets with bike lanes, such as Hersey, Main, and Ashland Streets. It currently accesses Ashland Middle School and Walker Elementary School, SOU student housing, and Garfield and Railroad Parks, and connects the Ashland Street shopping district near Interstate 5 with the downtown shopping area via the railroad district. The trail is in close proximity to the Municipal Complex, SOU, and Ashland High School stadiums, and ScienceWorks Hands-on Museum. Character The route is basically flat with views of the city and upward to the surrounding mountains. The corridor is predominately urbanized and there is easy access to businesses, services, schools, parks, and neighborhoods. This is an important commuter and Safe Routes to School course. Expected Users Expected users consist of bicyclists, pedestrians, runners, families with strollers, skaters, equestrians, and maintenance and emergency vehicles. Note: Equestrian users are expected to clean up after their animals. Typical Trail Section The CBP is a multi -use trail with a ten -foot paved width asphalt surface. PARKS AND OPEN SPACE MAP 1 - __- ,..� 1�_-•�n _I•'\ 1_ ern �••_ 1 ,'�\ ..gal 1 ♦ �� ; ♦ `~ _. _y_! � .. 3 w n w_v w T_ — \ C l f V O i SUN,fie N D S Y� rmr-awfi ee �ogwm r�eRr toneo.•r•+Mv -� warcwEN ano is icw"w c,q-<»^-+..r.,r r•>.,n. b Rpnmi,�.]ri.CrnM Ci Rwrgp �pn iJrr]t T•tlli Wiu•►Oa CcrtWn `O'E' -_ NLOn M01i'll♦lGfiG�'y U31o.+•�v�. bR1aro G 12 CrnRa � irfn•e rt]na 1]•.f hGT:O:CL•L \ Y�r•---uYww.a�r.•r.r.w•. 'rlaa+ra+wr•r rK+T w'u•a•ca+•r rr MaVr pM wa MArpann rYw nM•Y•VY ., r:; wywra...aa ora�i iwa ev+m sa cmv]+.+w•oxwm . r,y4vr ia:.waw..r tMT• rM4l J6'L+IvatwarJ- ra•cK w.r•O r�! •. •[. Irrra•!C.rVe aw..-R.a Nrw' mu• Yianve J Nr rr�.rtma•ara. e...vo-.nro.aveo•v. ynn•r irtm wntmnry mmmm�c . /wi i M; ir4Ya ��.rw CanWa• vey +au+a Clrao•R 4]'•ICY•r w•Ca4 •Z'J! an] [.rw•rr,• •!M14a.apar: rvv+w a.. ;earr:�.r �� vsr•a•..R•rwail EOrrati- . RI nayra bq M1O'p•' W ON �v.YCMweJ! rl i aac. ,•, �, � W wr'l'rawr:rRrn rJ-ad T.•• r s7nnwrw.n4�: ]•n .ve.•nunn.nwr•r. . •'i`:` .star w.. !> bn irr• burr m�a •'rruwr.rryr••. �...• 7•ti.. • •A'iiC O•rvafr ]r�l:.aanowi Cl uf•Y Fj., p•n YaV•. V' wr•1• av Nfi'!.w' � 4vn. aRoaa •aav ••a Ear• ,>.•u rvn ano'+ra Warr ro. �rtr..—vYa n•NRM ur VaVair �1 •'I't'IKm.1 nq.•MU MQin Y•N;.nJVM �• m �i••+1y.�i.M1=v.•�rswa rrn•br+cv+ w•.•r�,>ban.•• r,.,.wn,r w•)•r�ww.r•• wN•w.a :r�; •oT+,••cwa,vinrr..•:are w�.upo•►nJ �_� ' „•lt•]Ca'tNl•WT'•f M1'14 iC:rC`W M1>4 YNW2EIa�l Er!Ol ... r.l :,+.• :n.. van • aq,.n _ , wr- POST Map (prior page) Listing of Priority Projects Properties Designated Purchase or Easements and Projected Use (#1) Billings Property. North part of property for possible sports fields and riparian zone protection (#2) Wright's creek Parcel. Trail corridor and protection for riparian zone. • (#3) Grizzly Peak Conservation easements on the south slopes of Grizzly visible from Ashland would not only protect Iconic view visible form most of Ashland, but would also reduce development pressure on rare and sensitive flora and on large mammals. (#4 & #5) Ashland Creek corridor— Year-round stream, significant wildlife habitat and potential pedestrian/bicycle connection • (#6) Nevada St to North Mountain Ave. (Hear Creek Corridor) Riparian area. (#7) Property across from Riverwalk. Riparian area, 41 (#S) willows area trail connection (RR property) Acquire riparian area (#9) Bear Creek riparian%floodplain corridor from east of North Mountain Park. Significant wildlife habitat, natural area that is potentially a part of the Greenway extension. • (#10) Walker Ave. East Main Street. Possible sports fields (#11) Talent irrigation Ditch Segment (#12 & #13) West side watershed (Hitt Road) Trail connectivity. (#14) 440 Granite Street. Surrounded on three sides by Lithla Park. Only private property on east side of Granite above Nutley not part Lithla Park. Lithla Park Master Plan recommends purchase of property. • (#15) Lincoln School. Critical to goal of neighborhood park within '% mile of all residents. Many low-income residents in the area. • (#16 & #17) Upper Liberty Stf Ivy Ln Forest/Urban interface. Connects southern residential neighborhoods with trail network. • (#Is) Tolman Creek/Mistletoe Road Area. 4-CA- lwo�o� 40 streets everyone.net To: City of Ashland Planning Commission From: Streets for Everyone Date: January 11, 2023 Re: Trails, Open Space and Park Acquisition Priorities - comprehensive plan amendment PC Hearing Testimony 01/23/2024 Who We Are: Streets For Everyone (SFE) is composed of Ashland community members, and is a volunteer Action Team of the Ashland Climate Collaborative (ACC). We share a vision that people of all ages, abilities, and means be able to bike, walk, and roll throughout Ashland for their everyday travel needs, because it is safe, convenient, and efficient. The Ashland Climate Collaborative is a 501c3 organization. ACC serves as a hub for community collaboration to reduce our climate impact and build a more equitable and resilient Ashland. ACC and its Action Teams are supported by local charitable contributions. Thank you for the opportunity to provide input. This memorandum includes recommendations regarding the Trails, Open Space and Park acquisition priorities, particularly the need to prioritize the Central Bike Path extension in Ashland's comprehensive plan update. We'd be pleased to discuss this matter further with you. To do so, please contact us at info@ashlandclimate.org. Executive Summary Background: Ashland's Central Bike Path (CBP) serves thousands of pedestrians and cyclists annually and is the only bike path in the city to serve all ages and abilities for both non -motorized transportation needs and recreation. Ashland Parks and Recreation Commission's (APRC) Trails Master Plan, created in 2000 and adopted in 2006, proposed a completed CBP running from Jackson Road to Crowson Road. Since 2000, the plan has not changed nor come to fruition. In 2006 the portion of the bike path from Jackson Road to Laurel Street came under review before the City Council in a study session on December 4th. The logistics of completing this portion of the path were too complicated and expensive at this time to continue. One issue raised was the identification of 12 additional property right-of-ways that would need to be acquired. As a result, the project was abandoned. To our knowledge another scoping review of the CBP has not been completed and therefore this project has stalled. This is a long overdue vision for the city of Ashland. The CBP, when completed, will serve as a much -needed backbone to Ashland's pedestrian and bicycle network, facilitating a higher quality of life for all residents. The completed trail will connect all of Ashland's residents with the downtown shopping district, Southern Oregon University, Ashland High School, Ashland Middle School, Walker Elementary, the Ashland Creek shopping district, and so much more. • Ashland's Transportation System Plan (TSP) prioritizes completion of the final ^2 miles of the CBP for equity, access, safety and economic growth. This was set as a priority in 2010. • Ashland's Climate Energy Action Plan (CEAP) directs the city to reduce community greenhouse gas emissions to net -zero by 2050. Reducing vehicle miles traveled is a crucial step to this. • The Ashland Parks, Trails, and Open Space Map is now undergoing major updates for the first time since 2002. As part of the city's Comprehensive Plan, the map and supporting text guides city priorities in trail designation, usage, and connectivity. • The draft update to the Parks, Trails, and Open Space Map, as proposed by the Ashland Parks and Recreation Commission, omits completion of the Central Bike Path from its list of 20 public access trail and land acquisition priorities. • The creation of the TSP and CEAP involved extensive public involvement and input. The draft update to the Parks, Trails, and Open Space Map has not included goals and priorities of the TSP or CEAP. The update, up to this point, has not provided an opportunity for an engaged community process. Recommendation/Request: SFE strongly recommends that the CBP trails, as identified in the city's TSP, be included as a priority in the pending update to the Parks, Trails, and Open Space Map. SFE acknowledges the challenge of delineating and acquiring a trail corridor in Ashland's urban core. With a priority designation for this project, the city can undertake a detailed examination of route design, thereby increasing its ability to leverage federal and state grant funds to pay for preliminary trail feasibility analysis and engineering, and construction. SFE has identified multiple grants from the State and Federal Government to cover the costs of completing the Central Bike Path. (See this listin of grants focused on reducing vehicle miles of travel). The rest of this document includes supporting evidence for the prioritization of the Central Bike Path in the public access trail and land acquisitions. SFE recognizes that the process leading up to the draft APRC map included opportunities for public comment. We apologize for not providing our input earlier but only became aware of the map's existence the week prior to the Planning Commission's 11/28 study session on the topic. Streets For Everyone's Testimony Regarding the Parks, Trails, and Open Space Map Acquisition Priorities SFE believes the priorities proposed in the update to the Parks, Trails, and Open Space Map does not reflect the community's priorities or public needs. Notably, the listing of projects does not include the trails identified in the Transportation System Plan (TSP); primarily the extension of the Central Bike Path (CBP). The Trails Master Plan also includes the completion of the CBP as a long term plan for the city. Recommendation SFE recommends that the trails identified in Ashland's TSP, Figure 8-1, below, be listed among those projects identified as high priority on the acquisition map for parks, open space, and trails. These are shown on the map below, as TR1, TR2 and TR3 (https://www.ashland.or.us/Files/Final%20TSP 2013-04- 23.pdf, p. 123). D� N low pill h t1 F Existing and Planned Bikeway Network ,A This recommendation is in alignment with the four goals listed in Ashland's TSP (https://www.ashland.or.us/Files/Fina1%20TSP 2013-04-23.pdf, p. 33-35), the goals and strategies of CEAP (https://ashlandor.org/wp-content/uploads/Ashland Revised CEAP ExecSummary.pdf, p. 10, 63, 102), the Trail's Master plan (https://www.ashland.or.us/SIB/files/APRC/2020/TMP Final Web(2).pdf, p. 39-43), and the priorities of Ashland City Council. They are as follows: TSP o "Goal #1: Create a "green" template for other communities in the state and nation to follow. ■ Objectives for Goal 1: • 1A. Create a prioritized list of active transportation (e.g., travel by bicycle, by foot and/or a combination of non -auto modes), green projects that reduce the number of auto trips, auto trip length, and vehicle emissions. • 1B. Expand active transportation infrastructure to include features that encourage non -auto travel. Potential features include bicycle boulevards, bicycle lanes, wider bicycle trails, and improved lighting for bicycles and pedestrians. • 1C. Establish targets for increasing biking, walking, and transit trips over the next 5, 10, and 20 years. • 1D. Develop plans for pedestrian -oriented, mixed land -use activity centers with an active transportation focus and green infrastructure. • 1E. Identify ways to reduce carbon impacts through changes to land use patterns and transportation choices to make travel by bicycle, as a pedestrian and by transit more viable. • 1F. Update City of Ashland code street design standards to provide more flexibility and options for enhanced active transportation facilities. • 1G. Implement environmentally responsible or green design standards. • 1H. Investigate creative, cutting edge ways including policies to increase active transportation trips in the City of Ashland. o Goal #2: Make safety a priority for all modes of travel. ■ Objectives for Goal 2: • 2A. Coordinate with safe routes to school (SRTS) plans for local schools including Southern Oregon University. • 2B. Develop an access management plan that can be adopted into code and enforced. • 2C. Strategically plan for safety and operational improvements for bicyclists and pedestrians. • 2D. Develop recommendations for realigning the highly skewed intersections within the City of Ashland that indicate there is notable potential to improve safety. • 2E. Recommend appropriate means for managing state highways and major arterials to meet local and through traffic needs in terms of mobility, access, and safety. • 2F. Incorporate the Highway Safety Manual (HSM) into development review and capital projects evaluation processes. • 2G. Reduce the number of fatal and serious crashes in the City of Ashland by 50% in the next 20 years. • 2H. Reduce the frequency of bicycle and pedestrian related crashes in the City of Ashland by 50% in the next 20 years. o Goal #3: Maintain small-town character, support economic prosperity and accommodate future growth. ■ Objectives for Goal 3: • 3A. Develop an integrated land use and transportation plan to increase the viability of active transportation. • 3B. Consider modal equity when integrating land use and transportation to provide travel options for system users. • 3C. Identify opportunities, guidelines and regulations for bicycle, pedestrian and transit supportive land uses within the City of Ashland. • 3D. Identify transportation projects or system adjustments that improve development potential and support increased mixed use development within the current Urban Growth Boundary. • 3E. Identify adjustments to transportation and land use codes and regulations that will facilitate higher density developments in transit corridors, and shorter trip length and non -motorized modes of travel throughout the City of Ashland. • 3F. Incorporate the Highway Capacity Manual multi -modal procedures into development review and capital improvement project evaluation processes. o Goal #4: Create a system -wide balance for serving and facilitating pedestrian, bicycle, rail, air, transit, and vehicular traffic in terms of mobility and access within and through the City of Ashland. ■ Objectives for Goal 4: • 4A. Identify ways to improve street connectivity to provide additional travel routes to the state highways for bicyclists, pedestrians, and autos. • 4B. Identify ways to provide sufficient levels of mobility and accessibility for autos while making minimal investment in new automobile focused infrastructure. • 4C. Upgrade pedestrian facilities to ADA compliant standards. • 4D. Develop alternative (e.g., multimodal) mobility standards that allow for planned congestion to help achieve multimodal and land use objectives. • 4E. Identify corridors where the alternative mobility standards could be beneficial to achieve multimodal and land use objectives. • 4F. Recommend creative, innovative ways to more efficiently manage, operate, and fund the transportation system. • 4G. Create a comprehensive transportation system by better integrating active transportation modes with transit and travel by auto." CEAP o Reduce community greenhouse gas emissions to net -zero by 2050 (p. 10) o "Reduce community and city employee vehicle miles of travel and greenhouse gas emissions" (p. 63). o "Incorporate CEAP goals and actions in future updates of city plans" (p. 102). Trails Master Plan The Trails Master Plan and the proposed map includes, but doesn't set as a priority, the extension of the CBP from the western (roughly the railroad underpass on OR99) to the eastern urban growth boundary (Crowson Road) or the other trails included in the TSP. The following is an excerpt from the city's Trails Master Plan, Chapter 8. It demonstrates the intention and importance of the CBP. "Route Description The Central Bike Path corridor is a northwest to southeast route through the center of Ashland that runs approximately five miles in length. It gained the name Central Bike Path from its inception and, even though the completed section is a fully developed, multi -use trail, it retains the name. For almost its entire length, the corridor runs parallel to the Central Oregon & Pacific Railroad tracks. The existing multi -use trail serves as a key bike to -school passageway and is one of the most heavily used trails in Ashland. The proposed two mile northwestern section of the Central Bike Path will begin at Jackson Road and connect to the existing segment that was constructed as part of the Billings Ranch Subdivision. There is a considerable gap in the trail from that point to where the extensive completed section begins where Fourth Street dead -ends into the railroad tracks. However, there are significant possibilities toward Glenn Street for an extension of the Billings Ranch Subdivision segment paralleling the railroad and bordering private land that may soon see development. The completed section of the Central Bike Path effectively follows the railroad all the way to Tolman Creek Road. The proposed one -mile southeastern section of the Central Bike Path will extend from Tolman Creek Road, again parallel to the railroad, to Crowson Road. Linkages The Central Bike Path will eventually intersect with every existing and proposed upslope corridor offering significant linkages to streets with bike lanes including Glenn, Orange, Laurel, Helman, Hersey, Oak, East Main and Ashland Streets. The Central Bike Path currently provides direct access to Ashland Middle School and Walker Elementary School, SOU student housing and Garfield and Railroad parks. It connects the Ashland Street business complex near Interstate 5 with the downtown business area via the railroad district. The trail is in close proximity to the City of Ashland Civic Center campus on East Main Street, the SOU and Ashland High School sports stadiums and the ScienceWorks Hands-on Museum. Important future linkages include expanded appropriate bike -to -school routes from as far away as Crowson Road, Jackson Road and the Normal Street Neighborhood. A safe pedestrian crossing is needed at the intersection of Oak Street, railroad tracks and Van Ness St, which continues to be a problematic intersection for motorized, bike and pedestrian traffic. There are several key railroad crossing locations that are currently "informal" and unsanctioned passages that offer the continuous access which is essential for this backbone corridor to function, e.g., 4th Street to Clear Creek Drive. An important element of this corridor will be the improvement and formalizing of railroad track crossings for Central Bike Path users. Character The route is basically flat with views of the city and upward to the surrounding mountains. The corridor is predominately urbanized and there is easy access to businesses, services, schools, parks and neighborhoods. This will continue to operate as an essential commuter and Safe Route to Schools pathway forming the backbone of Ashland's trail system" (p. 41-42). Ashland City Council Priorities o Maintaining streets o Protecting the community's character o Community land use planning o Creating social equity and racial justice o Creating multi -modal transportation equity among users of all ages and abilities o Revitalizing downtown o Aiding affordable workforce housing o Implementing the CEAP o Diversifying the local economy o Expanding employment opportunities o Broadening options for tourism/visitors o Attracting more families to live in Ashland Findings in Support of SFE's Recommendation 1) The CBP, its extension, and other trails identified in the TSP are critical to development of the city's recreational trails and off-street bicycle and pedestrian transportation network. 2) The existing CBP is heavily used but does not serve areas of the city west of 7th Street nor areas east of Tolman Creek Road. 3) The CBP, when completed, will serve Ashland as a backbone of its pedestrian and bicycle network, much like the Bear Creek Greenway serves the Rogue Valley as a whole. Importantly, the Central Bike Path will, as the existing path does now, facilitate travel by non -auto modes for all trip purposes within the city in contrast to the Greenway which largely functions as a recreational trail. 4) The acquisition priorities included on the Parks, Open Space and Trails map and the TSP's existing and planned bikeway network should be internally consistent. 5) The transportation sector accounts for 17 percent of the city's greenhouse gas emissions (CEAP inventory). 6) The CEAP Committee reviewed estimates showing that emissions from the transportation sector could be reduced by 40% with the development of an "all ages and abilities" bicycle network. Coupled with the substitution of internal combustion powered vehicles with electric powered ones, the city could achieve net zero from the transportation sector by 2050 (See Exhibit 1). 7) The CEAP and the TSP provided for and enjoyed extensive public involvement. The update of the draft Parks, Open Space and Trials map relied only on the views of the APRC, APRC's appointed Trails Advisory Committee, and APRC staff (See Exhibit 2) but did meet Oregon's minimum public meeting law requirements. There weren't any members of the public involved in the review, development, or approval of the recommended Trails, Open Space and Parks map as reviewed at the 11/28 Planning Commission study session. 8) The development of the TSP and the CEAP included extensive public involvement (See Exhibits 3 and 4). 9) There is nothing in the record that demonstrates that the draft map considered, reflected, or was coordinated with the TSP or CEAP. 10) The planned redevelopment of the Croman Mill Site may include 500 or more dwelling units which could be served by the southerly extension of the CBP. The extension will be especially important with the city's recent action to remove minimum parking requirements and the indemnification of the Croman Mill Site as a Climate Friendly Area. 11) The CBP is used for both recreation and everyday travel by people of all ages and abilities including those in wheelchairs. 12) The city's TSP and the Trails Master Plan explicitly includes the extension of the CBP. 13) The city will, pursuant to the Climate Friendly and Equitable Communities Statewide Planning Rule, plan an entire pedestrian and bicycle network serving people of all ages and abilities throughout the city. Recent City Council decisions related to the design of Ashland Street and North Mountain Avenue demonstrate the Council's commitment to making an all ages and abilities bicycle network a reality. 14) The opportunity for the city to secure grant funds to extend and create a network of on -street bicycle facilities and off-street paths is at historic levels. More than $60 million is available annually (https://www.oregon.gov/odot/Programs/Documents/EMC Local Funding Handbook.pdf; https://www.epa.gov/inflation-reduction-act/climate-pollution-reduction-grants ). Grants will allow the city to maximize the impact of local dollars and build more trails provided they can be shown to reduce vehicle miles of travel. Exhibit 1 Ashland could achieve a 38% reduction in greenhouse gas emissions by 2050 if the community... cm 0 CONSUMPTION Reduced consumption - related emissions by 30% through activities such as product reuse, reducing meat consumption, or introduction of a carbon tax on products and services. ENERGY • Reduced energy use by 50% through energy efficiency measures. • Shifted 50% of grid electricity consumption to distributed renewable energy generation. TRANSPORTATION • Shifted 25% of motorized travel to walking or biking. • For the remaining motorized travel: • Shifted 80% of private vehicles to electric vehicles. • Transitioned 90% of Shifted 50% of natural gas used in commercial vehicles to buildings to electricity. electric vehicles. • Increased the average fuel efficiency of light - duty vehicles to 54.5 ' miles per gallon. https://www.ashland.or.us/SIB/files/CEAP WithAppendices. pdf (page 41) Exhibit 2 Background Regarding the Development of the Draft Parks, Trails, and Open Space Map The APRC established the Ashland Trails Advisory Committee (ATAC). Below is a draft of the Committee's membership and responsibilities. C. Ashland Trails Advisory Committee (ATAC) DRAFT: ATAC's purpose is to advise the APRC on alterations or additions to the trails system whether internally proposed or proposed by an outside entity. This committee is charged to review and recommend changes to the Trails Master Plan on an as -needed basis. The ATAC's membership shall be composed of up to nine (9) voting members, as follows: 1. Two (2) community members from the Hiking Community 2. Two (2) community members from the Mountain Biking Community 3. Two (2) Ashland Parks and Recreation Commissioners 4. Two (2) Ashland Forest Lands MAC members 5. One (1) Ashland City Council Liaison ATAC shall be responsible for assisting APRC in the following: 1. Describe a system of trails for pedestrians and non -motorized vehicles on public lands and privately granted easements. 2. Increase trail connectivity between Ashland's neighborhoods and its varied environments, including downtown, commercial, educational, and surrounding rural areas. 3. Enhance Ashland's quality of life through improved recreation, health, and transportation opportunities. 4. Establish appropriate trail standards based on approved uses, site opportunities, and constraints. It is of particular importance to make note of which special interests were invited to participate and those who were not. Additionally, ATAC responsibilities included "enhance... transportation opportunities" (responsibility #3). The subcommittee minutes indicate that the public did not have an opportunity for input during its five meetings. The ATAC meeting minutes from 9/27/23 do, however, reference public involvement: "Eggers asked what the process for public input for the draft map would be. Landt explained that the subcommittee with (will?) review and approve the draft map. The next step is that the draft map will be presented to the Ashland Parks and Recreation Commission (APRC) at a study session meeting. APRC may ask for changes to the draft map that will be implemented then presented at an APRC business meeting for a vote on approval. Then the draft map will go to the city to begin the process for adoption. The public is invited to comment at any of (the) public meetings. Black stated we could do a public Open House after the APRC study session to get public feedback" (https://www.ashland.or.us/SIB/files/FinalMinutes 9 27 22 Parks %26 Trails Map S ubcommittee.pdf ). Director Black's suggestion to hold a public open house thus far has not been pursued and the record does not indicate why. Additionally, the 7/01/2022 meeting minutes state "The Trails Master Plan will also be reviewed to make sure that all recommendations are consistent with other current planning documents" (https://www.ashland.or.us/SIB/files/FinalMinutes 7 1 22 Map Update Subcommittee.pdf). However, the record does not demonstrate that the proposed map was reviewed for consistency with the city's TSP. The minutes of the 10/11/23 APRC meeting lists the participants. No one, other than the Commission and city staff, participated in the meeting (https://www.ashland.or.us/SIB/files/II APRC Minutes for Approval.pdf). Exhibit 3 Background Regarding the Development of the TSP The public process leading to the adoption of the city's TSP which lists the completion of the CBP as a top priority is markedly different. "Beginning in June 2010, the Transportation and Planning Commissions held a series of joint meetings to review and refine the draft. The project also included four public meetings spaced throughout the process" (https://www.ashland.or.us/Page.asp?NavlD=13455 ). The Planning Commission study session of September 28, 2010 describes, in some detail, the TSP's public involvement process. Relative to the public process leading up to the draft Parks, Open Space and Trails map, it was extensive. "The Commission reviewed the Publicity and Workshop Framework document developed by the subcommittee and indicated who would be responsible for each task. It was decided that staff would handle the following items: 1) publish a workshop notice in the CitySource, 2) send meeting invites to properties within 200 ft, 3) send meeting invites to businesses in the area, 4) create a project webpage on the City's website, 5) post news items to the City's homepage, 6) draft a press release, and 7) create a slide for RVTV channel 30. Ms. Harris stated overall this is an ambitious list in terms of work for staff, but they will do as much as possible while balancing their other projects and demands. Marsh voiced her support for the increased publicity outlined in the framework document and requested staff email the commissioners a copy of the press release and any other documents they produce. Commissioner Mindlin noted the radio and television component and stated she would want some talking points before she felt comfortable speaking with the media. Ms. Harris noted that staff has already begun working on these, however the group agreed it was more appropriate for the general media and Jefferson Exchange interviews to occur after they are further along in the process. Commissioner Marsh stated she would handle the letter to the editor, and Commissioner Dotterrer offered to make an announcement and distribute handouts at the Ashland Rotary meetings. Commissioner Morris was asked to investigate the feasibility of approaching the Chamber, and the other commissioners were asked to make announcements and handout flyers at their respective service clubs. Marsh stated she would post workshop flyers at local bicycle and running shops, and suggested they approach the Daily Tidings about publishing an article. The group also briefly discussed the possibility of extending the notice area and mailing postcards instead of letter -sized flyers'(https://www.ashland.or.us/Agendas.asp?AMID=4267&Display=Minutes ). Exhibit 4 Background Regarding the Development of the CEAP The development of the CEAP involved extensive community input including three open houses, an online survey available to the public, stakeholder presentations and interviews, and two workshops involving 30 Ashland city staff members (https://www.ashland.or.us/SIB/files/CEAP WithAppendices. pdf, p. 169-71). In Conclusion SFE urges APRC and Ashland's Planning Commission to consider the importance of the CBP, as outlined in this document. The completion of this bike path is long overdue for the City of Ashland and is crucial to the sustainable future that we all envision. Thank you again for considering SFE's input on behalf of the community. From: V Clark To: Plannina Commission - Public Testimony Cc: 0nfoaashlandclimate.ora Subject: Extend the central bike path Date: Saturday, January 20, 2024 10:28:01 AM [EXTERNAL SENDER] Commissioners, Please place extending the central bike path to Crowson road part of your 20 year priority list. This is an essential part of making our community accessible for all. Most importantly it encourages and supports alternate (non carbon burning) means of transportation and recreation. Thank you Virginia Clark Ashland Sent from my iPhone Michael Sullivan From: Julia Somme Sent: Saturday, January 20, 2024 5:40 PM To: Planning Commission - Public Testimony Subject: PC testimony on improvement priorities Follow Up Flag: Follow up Flag Status: Flagged [EXTERNAL SENDER] Please make extending/completing the Central Bike Path a priority!! This is especially important for bicyclists trying to traverse downtown. Julia Sommer Ashland Michael Sullivan From: Sent: To: Subject: Follow Up Flag: Flag Status: [EXTERNAL SENDER] Barbara Settle Sunday, January 21, 2024 8:25 AM Planning Commission - Public Testimony Priority: central bike path. Follow up Flagged Please make the central bike path extension a priority. Attracting bikers and their families from their cars db to visit and run errands in our valley with this extension is important for us to meet our city's goals of carbon reduction. Thank you for your work. Barb Settles Sent from my Whone Michael Sullivan From: Harlan Bittner Sent: Sunday, January 21, 2024 6:35 PM To: Planning Commission - Public Testimony Cc: info@ashlandclimate.com Subject: 01/23/24 PC Hearing Testimony Follow Up Flag: Follow up Flag Status: Flagged [EXTERNAL SENDER] To the Ashland City Council, Please prioritize the extension of the Central Bike Path to be included in the 20-year plan for parks, open space and trails. I understand that the CBP has always been intended to extend west to near the railroad underpass and east to Crowson Road. Though Ashland has recently taken steps to improve bicycle facilities in the city, there is a public need for further improvement to enable safe and convenient bicycling for all. Thank you for your consideration. Harlan Bittner 1 Michael Sullivan From: Lisa Brill Sent: Sunday, January 21, 2024 7:38 PM To: Planning Commission - Public Testimony Cc: info@ashlandclimate.org; SVBoard Subject: 01/23/24 PC Hearing Testimony Follow Up Flag: Follow up Flag Status: Flagged [EXTERNAL SENDER] To: The Ashland Planning Commission Date: January 21, 2024 On behalf of the Siskiyou Veto bicycle club, I ask the Planning Commission to please prioritize the extension of the Central Bike Path so it is included in the 20-year plan for parks, open space and trails. I understand that the CBP was always intended to extend west to near the railroad underpass and east to Crowson Road. Though Ashland has recently taken steps to improve bicycle facilities in the city, there is a public need for further improvement to enable safe and convenient bicycling for all. Thank you for your consideration. Lisa Brill President, Siskiyou Veto 1 Michael Sullivan From: j harris Sent: Sunday, January 21, 2024 12:58 PM To: Planning Commission - Public Testimony Subject: Fwd: "01/23/24 PC Hearing Follow Up Flag: Follow up Flag Status: Flagged [EXTERNAL SENDER] > Greetings Commissioners, > I regularly bike from Ashland towards Talent and beyond, using > both existing Greenway and Hwy 99, neither route is optimal for some > users, and a continuation of the Central Bike Path would serve a a public need in making bike and pedestrian travel more attractive, and surely safer than biking on Hwy 99. > Please give extending this Central Bike Path your consideration. > Thanks, > J Harris > Ashland Michael Sullivan From: Sent: To: Cc: Subject: Follow Up Flag: Flag Status: [EXTERNAL SENDER] Nancy Keeley Sunday, January 21, 2024 4:30 PM Planning Commission - Public Testimony info@ashlandclimate.org 01/23/24 PC Hearing Testimony. Follow up Flagged As a long-time Ashland resident and cyclist I strongly support extending the CPB. This important and long- awaited next step to making Ashland more bike friendly would meet the public need for safe, accessible and comprehensive bicycle routes. Please add it to the list list for the 20-year priorities for parks, open space, and trails. Nancy Keeley Ashland, OR Michael Sullivan From: Nikki Orlaineta Sent: Sunday, January 21, 2024 11:41 AM To: Planning Commission - Public Testimony Cc: info@ashlandclimate.org Subject: "01/23/24 PC Hearing Testimony." Follow Up Flag: Follow up Flag Status: Flagged [EXTERNAL SENDER] Ashland Planning Committee: It has come to my attention that a draft has been made available for the 20 year plan prioritizing parks, open space, and trails. From my understanding, there is no mention in the draft of completing the extension of the Central Bike Path (CBP). This is concerning as use of alternative modes of transportation will become essential for a myriad of reasons over the next 20 years. Let's not forget that Ashland is a leader in the valley on climate initiatives and reducing reliance on fossil fuels. Having bike infrastructure as part of sustainability goals is paramount to preserving, if not improving, the livability standard within the City of Ashland. Please strongly consider adding the CBP to the draft proposal in anticipation of future community needs. Thank you for your time and consideration. Nikki Orlaineta Michael Sullivan From: Sent: To: Cc: Subject: Follow Up Flag: Flag Status: [EXTERNAL SENDER] Mark S. Sunday, January 21, 2024 12:43 PM Planning Commission - Public Testimony info@ashlandclimate.org 01/23/24 PC Hearing Testimony. Follow up Flagged As someone who rides his bike through Ashland often, including today, I am disappointed that the extension of the Central Bike Path is not in the plan for future projects. Please reconsider adding this to your list on behalf of the public need. Thanks, Mark Stonick Michael Sullivan From: Richard Strahm Sent: Sunday, January 21, 2024 5:40 PM To: Planning Commission - Public Testimony Cc: info@ashlandclimate.org Subject: 01/23/24 PC Hearing Testimony. Follow Up Flag: Follow up Flag Status: Flagged [EXTERNAL SENDER] parks, open space and trails 20 year draft priority list It would be so nice if the bicycling opportunities in Ashland were expanded. More than that, it's a public need for alternative transportation and fitness availability. I am not an Ashland resident, but I do have many fond memories of cycling through the center of the city. The dragging parts were the city streets, especially in the railroad district, where narrow pavement and high traffic cause much anxiety. The best parts are the Central Bike Path, also paralleling the railroad tracks but not far enough. Please include plans in your priority list to extend the Bike Path from Jackson Road to Crowson Road. Thank you. Richard Strahm, Central Point Michael Sullivan From: Mike Vergeer Sent: Monday, January 22, 2024 1:12 PM To: Planning Commission - Public Testimony Subject: 01/23/24 PC Hearing Testimony [EXTERNAL SENDER] Hi. I'm Mike Vergeer, and while I work for RVTD to promote transportation options like biking and walking, I do not represent RVTD with this note. I write today to ask that you prioritize extension of the Central Bike Path in both directions. You may already know that most Ashland residents would like to occasionally get out of their cars to get around town by biking and walking. And yet, MOST residents do NOT walk or bike much. In my line of work, I talk to these people every day. Day after day, I hear about two obstacles that keep people from biking and walking more often: it's not safe, and it's not convenient. People who use it love the central bike path. Personally, I think it's the single greatest thing about this town, but it just doesn't connect that many destinations. It's pretty safe, but it's not all that convenient. It needs to extend northwestward and southeastward to the UGBs to connect more Ashland residents to more Ashland destinations. It seems there is no one city entity that governs the central bike path and proposed extensions thereof. We need a coordinated effort between multiple departments/commissions in this city, because the central bike path is both recreation AND basic transportation. We need this bike path extension not only for great bang per buck with regard to recreational opportunities, but we also really need it if the city is to meet its mandated targets to reduce carbon emissions and to build Climate - Friendly and Equitable Communities, much of which will be included as the Transportation Advisory Committee stewards an update to the city's Transportation System Plan in coming months. I wrote an email last month about this very topic to Leslie Eldridge, interim director of APRC, and I got a very nice reply email assuring me that APRC commissioners like the idea, that bike path extensions are already in the 2020 Trails Master Plan. But it remains unclear whether anyone in any city entity is picking up the baton, because the bike path does not clearly lie in one entity's jurisdiction. I want to make sure that the central bike path extension is more than a good idea, more than an endorsement or a resolution from APRC. I want to make sure it gets locked into the city's comprehensive plan, becomes city policy, and then can we go after grant funding to build it. If we're ever to build these extensions, we need somebody to spearhead the effort, someone who can reach to other city electeds and staff in different departments and commissions to make it happen. If you have read this far, please consider being that one person to make it happen. Thank you for your attention to this matter. --Mike Vergeer Ashland, OR 97520 Attachment 9 City Council Public Comments recieved regarding the proposed 2024 Parks, Trails, and Open Space Map and Ordinance 3232 PA-T3-2023-00007 & AX A0 I f9ottee4severyone.net To: City of Ashland Mayor and City Council From: Ariel Daniel, Co —Chair, Streets for Everyone Date: February 12, 2024 Re: Council Priorities and the Central Biking and Walking Path The Planning Commission, following a January 23rd public hearing, recommended approval of the draft ordinance adopting the Parks, Open Space and Trails (POST) map as an official map supporting the Ashland Comprehensive Plan's Chapter VIII "Parks, Open Spaces and Aesthetics," The Commision voted unanimously to include the following clause: "Whereas, the Central Biking Path has been a priority listed on both the new "Parks, Open Space and Trails Map" and the City's Transportation Systems Plan and, after more than 10 years of such listing, should be funded and completed." The Ashland Parks and Recreation Commission has prepared a draft resolution, pursuant to Rick Landt's suggestion at the Commission's 1/03/24 study session, supporting the extension of the Central Biking and Walking Path. The existing Transportation System Plan (TSP), adopted in 2013, lists the extension of the Central Biking and Walking Path as a high priority (to be completed within two to five years following adoption). The Climate Environment Policy Advisory Committee in their letter to the Planning Commission, detailed reasons for their support of listing the extension of the Central Biking and Walking Path as a priority on the POST map. CEPAC's letter states: "The extension of the Central Bike Path to the easterly and westerly urban growth boundaries is crucial to the future of Ashland. It is essential to the safety, convenience, and efficiency of people walking and bicycling. Further, the Central Bike Path is the backbone of the city's non -motorized transportation network. It together with protected bike lanes on major streets, bike lanes on lower volume streets, and traffic calmed residential streets will create a complete bicycle network and give residents and visitors an alternative to driving a car/truck for short, in -town trips. It is estimated that a complete bicycle network in Ashland will reduce transportation emissions by 40 percent by 2050. That reduction is key to achieving net -zero by 2050, the principal goal of Ashland's Climate and Energy Action Plan." The public hearing record includes numerous letters asking that the Central Biking and Walking Path be listed as an acquisition/development priority on the POST map. Many people providing testimony stated that there is a public need to complete the path. It would seem unanimous. The Central Biking and Walking Path is a priority trail and, as the Planning Commission noted, needs to be funded and completed. It is apparent that the city is reliant upon grant funding to extend the Central Biking and Walking Path. It is, therefore, imperative that the City Council do whatever is in their power to ensure that the prospective grant application be competitive at the statewide level. There is limited funding and only the best of the best will win funding. It has been, as the Planning Commission noted, more than 10 years since the city identified and placed a high priority on the completion of the Central Biking and Walking Path. A grant reviewer may well ask if the city's priorities have changed, given there has been no apparent progress since 2013 when the project was first listed as a high TSP priority. The Council should take the opportunity presented by the update of the POST map to reaffirm the importance of completing the Central Biking and Walking Path. That can easily be done by listing it on the POST map as a priority project. In that way, the Council will demonstrate it's commitment to completing the project. Attached is an updated map which includes the extension of the Central Biking and Walking Path as the 19th project in the list of priorities. Also on the map, is a footnote that clearly indicates that the primary responsibility for its completion lies with the city's Public Works Department. In closing, we ask that the Council formalize on the POST map what seemingly, everyone agrees — the completion of the Central Biking and Walking Path is a priority. Additionally, please direct the city's staff (or direct the city's grant consultant) to prepare a grant to fund the project. Right now, ODOT's funding for projects that reduce vehicle miles of travel is at an all-time high. It is critical that the city take advantage of this unique opportunity. I UMMAr 3 �e ...... PARKS TRAILS AND OPEN SPACE I T y F ILI ASHLAND wrl�a .,cgWro ' -. Ponlm al Aro�to ArgWro ib .. at,nn„n,lc�rr•..d�dnY � w •,.pnr Water aso^ r�rnynre wM MO ap.R' le.Y N]srer pVn ^A\ M1 v1vrHFi cnlcV rxrvreaf,..TI <�Y•wu•a hY UVvrlrm nnmr,r^nh ♦ NOT TO SCALF u+I Ilk" j � • tc male �—w-�--=•�- l •ti:: J .e i "tom } J 10 , 14 ler.IS 1� 1 fF1 a •._ 94Z oe � ! r r.rm.rwrer.a.new.AsMlant�, is Works Lead agency __-; uroon cbYln eoWmry AshbM CM t.rr'rt5 nxeYc• lYrw orxr.nncy UFy-nn•rM F.--dtl CAtyOrrreA Ilrn rbe,sl lOrMs u s. rums sarncY iAshbM POrIL �a]C paosge>aprbr neYlrM r(b•b - - Mn • %vj NvaFca CrYwlrucq.IruicIX.W and prrnaa.rn Mr r.wrwn nr . (Y]1,]nxyy pep4 Gpnservvnnn et,ie^•entn on Me sae, swpor nr n ssh .Yao xdm Ywnnd.wrb ry nnrrp Wncr a�:rrcv r.vrr ;D ArNmu trot rcW]ovc•rMc D,M nwv Frrgsumxr r•xrr e` one [Ynu,irY •cr0 a9 gG+nmrnJ[. .r..c Y•IaMlmr r.�r rm,n^ A ,vaarr avnre„.+ pe.v m]p�nmb F' G.wrcmrtc NcrwrNcrAr, �d' •rYalna. bsr o-,rem un•mmn c.. In.�r�... co•rbprl npbar,or.] ' �`� •(Y]1hpL•err perussnun F,wwA n.ru u.cv,w Y6j r^rWnrvr,rrr cu.vc,Yn and r,pe •(Y9)(swa rRk ,(we enrn0ppuuncen(ar n'�m l nu m� crt sanJrm•r «.an nnnrrc, �. rwn y.,r rFot..xr+M wrtcr Me re,.,r..y INDL • (wrt rawnM q[rlc.: nan sogrnani •^'. . rwn a wly; [•eu .DY .nNrv..e hne xaadl ,rnr • (wN, YGOrntim :Yrw,. h) rounroa on VrNu v,1~v HV1Mrn pa,Y (lr1Y f..,wWMof tY nnvmr.Wd �` C•prvN nbpvC NllV not pOn vlMb LM llFra nrTl Nxrpr Nun Nconrma VS P.ncM[e �I aoper•r \`' .'YI_]�dn YnrN crf.r.nbrsaM �nL Yrar ari w1YM � nle r, nr re Nenle rA]ny be rrcr•V• 'a1 retiden YVrPY bW .( c ••;•cR�[w.M vlvr • �'.M ^esF•nr en grt.e. !•r •fp]9)eehYal eup wmamra,onmwp:t f.—'� an�tt�ern urhan graYth tuund]rws •• TN— T C—, ,Mel Free 1M eevprYr.. Rnnr venm p Me nAcse Pa , end lber Span Mq .� Wrq..r ❑rrin �MIIeOJrDIr _ Dela IN .'�:.� Council Business Meeting February 20, 2024 Agenda Item Selection Process for City Manager From Molly Taylor Director of Human Resources Contact Molly.tayllor@ashland.or.us Item Type Requested by Council ® Update ❑ Request for Direction ❑ Presentation El Consent ❑ Public Hearing ❑ New Business ❑ Old Business ❑ SUMMARY On January 31, 2024, the City Manager position became vacant. The Mayor and Council will need to determine how they would like to proceed with filling that vacant position. POLICIES, PLANS & GOALS SUPPORTED Values: Excellence in governance and City services. BACKGROUND AND ADDITIONAL INFORMATION At the January 16th Business Meeting, it was requested that more information regarding RVCOG be obtained before deciding on how best to proceed. The following is how RVCOG helps in facilitating the recruitment process: • RVCOG charges an hourly rate. This is a loaded rate. The most recent recruitment with the City of Talent was estimated to be about $10,000 (advertising with a recruiting firm not included). They will only post the job announcement online (League websites, other government websites, etc.) and they do no other advertising beyond that. • They will facilitate gathering and sorting applications, schedule interviews, and help with the selection process. • RVCOG does not run advertisements, solicit, send mailers, make phone calls, etc. That process would need to be handled by a recruiting firm. They do not interview stakeholders during the job announcement preparation (City staff, Council, community members, etc.). • They do not participate in RFPs. Direction on how to move forward with filling the City Manager position is outlined in the City Charter. ARTICLE VIII-A- CITY MANAGER SECTION 2. A majority of the Mayor and Councilors must appoint and may remove the City Manager. The appointment must be made without regard to political considerations and solely based on education and experience with local government management. Page 1 of 2 WA i7r .'':►� Council Business Meeting SECTION 3. The City Manager may be appointed for a definite or an indefinite term and may be removed at any time by a majority of the Council. The Council must fill the office by appointment as soon as practicable after the vacancy occurs. SECTION 7. When the City Manager is temporarily disabled from acting as manager or when the office becomes vacant, the City Council must appoint a manager pro tem. The manager pro tem has the authority and duties of City Manager, except that a manager pro tem may appoint or remove department heads only with City Council approval. Past practice has been for Human Resources to select a recruitment firm for vacant Executive Management positions, such as the City Attorney and City Manager. FISCAL IMPACTS The City Manager position has been budgeted for and HR has the funds, estimated at $20,000 to $50,000, to retain a professional recruiting firm if so desired. HR also has the internal resources to run the recruitment process. DISCUSSION QUESTIONS 1) Should the City hire a recruitment firm to oversee the recruitment process? 2) When would the City Council wish to start the recruitment process? SUGGESTED NEXT STEPS 1) 1 move to have Human Resources evaluate and hire a recruiting firm to begin the process of hiring a new City Manager. 2) 1 move to have Human Resources prepare and conduct the recruiting process internally for hiring of anew City Manager. REFERENCES & ATTACHMENTS Ashland City Charter Article VIII-A - City Manager Page 2 of 2 Ir` ARTICLE VIII-A - City Manager Section 1. The office of City Manager is established as the chief executive and administrative head of city government. The City Manager is responsible to the Mayor and Council for the proper administration of all city business. The City Manager will assist the Mayor and Council in the development of city policies and will carry out policies established by ordinances and resolutions. Section 2. A majority of the Mayor and Councilors must appoint and may remove the City Manager. The appointment must be made without regard to political considerations and solely based on education and experience with local government management. Section 3. The City Manager may be appointed for a definite or an indefinite term and may be removed at any time by a majority of the Council. The Council must fill the office by appointment as soon as practicable after the vacancy occurs. Section 4. The City Manager must: 1. Attend all Council meetings unless excused by the Mayor or Council; 2. Make reports and recommendations to the Mayor and Council about the needs of the city; 3. Administer and enforce all city ordinances, resolutions, franchises, leases, contracts, permits, and other city decisions; 4. Appoint, supervise and remove all non -elected department heads and other city employees, except as follows: a. The Ashland Parks and Recreation Commission shall have responsibility for appointing, supervising, and removing its employees, subject to state law, Ashland Municipal Code, written mutual agreements between the City Council and Ashland Parks and Recreation Commission, and formal, written City administrative policies. b. Employees who report directly to the Mayor and City Council shall be appointed, supervised, and removed by the Mayor and City Council and shall be termed appointive officers. 5. Organize city departments and administrative structure, except that the City Manager shall have no responsibility for the supervision of the City Attorney's Office or the Ashland Parks and Recreation Commission; 6. Prepare and administer the annual city budget; 7. Administer city utilities and property; 8. Encourage and support regional and intergovernmental cooperation; 9. Promote cooperation among the City Council, staff and citizens in developing city policies and building a sense of community; 10. Perform other duties as directed by the City Council; and 11. Delegate duties to any city employee, in a manner consistent with the provisions of the City Charter, the Ashland Municipal Code, state and federal employment law, and collective bargaining agreements. Section 5. The City Manager has no authority over the Mayor or City Council or any other elected official, or the City Attorney. Section 6. The City Manager and other employees designated by the City Council may sit at Council meetings but have no vote. The City Manager may take part in all City Council discussions. Section 7. When the City Manager is temporarily disabled from acting as manager or when the office becomes vacant, the City Council must appoint a manager pro tem. The manager pro tem has the authority and duties of City Manager, except that a manager pro tem may appoint or remove department heads only with City Council approval. Section 8. Neither the Mayor nor a member of the City Council shall directly or indirectly, by suggestion or otherwise, attempt to influence or coerce the City Manager in the making of any appointment or removal of any officer or employee or in the purchase of services and supplies; nor attempt to extract any promise relative to any appointment from any candidate for City Manager. Nothing in this section shall be construed, however, as prohibiting the City Council from fully and freely discussing with or suggesting to the City Manager anything pertaining to city affairs or the best interests of the city. Section 9. No person related to the City Manager by consanguinity or affinity within the third degree shall hold any appointive office or employment with the city, except with the express approval of the City Council. Section 10. This Article VIII-A shall be effective on January 1, 2021, if approved by the electors of Ashland in a primary or general election prior to that date. The individual employed as Ashland City Administrator on the effective date of this ARTICLE VIII-A shall be the City Manager as described above and shall remain so employed until such time as he/she resigns or is terminated by the City Council. The position of City Administrator is abolished. (Charter amendment 05-19-2020) .'':.� Council Business Meeting February 20, 2024 Agenda Item Resolution 2024-04 Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan From Kelly Burns Emergency Management Coordinator Contact Kelly.burns@ashland.or.us Requested by Council ElUpdate ElRequest for Direction ❑ Presentation ❑ Item Type Consent ❑ Public Hearing ❑ New Business ❑ Old Business ❑ SUMMARY The Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan (NHMP) has received pre -adoption approval from the Federal Emergency Management Agency (FEMA) and has been adopted by the Jackson County Board of County Commissioners. The NHMP must also be adopted by each participating agency in order to receive final approval from FEMA. POLICIES, PLANS & GOALS SUPPORTED Environmental Resiliency Public Safety Regional Cooperation BACKGROUND AND ADDITIONAL INFORMATION Natural hazards pose a threat to the people, property, and infrastructure of the City of Ashland. Undertaking hazard mitigation programs helps to reduce the potential for harm from these disasters. Additionally, an adopted NHMP is required as a condition for pre and post disaster mitigation grants and funds from FEMA. The City of Ashland participated in the FEMA proscribed planning process and has identified natural hazard risks and prioritized actions to mitigate the vulnerability of the community, which are included in the NHMP. FISCAL IMPACTS N/A SUGGESTED NEXT STEPS I move to approve the adoption of the Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan. REFERENCES & ATTACHMENTS Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan City of Ashland Resolution 2024-04 Page 1 of 1 City of Ashland Addendum to the Jackson County NHMP Photos courtesy of Oregon State Archives Prepared for City of Ashland 20 E. Main Street Ashland, OR 97520 Prepared by The University of Oregon Institute for Policy Research & Engagement School of Planning, Public Policy, and Management O UNIVERSITY OF Institute for Policy OREGONResearch and Engagement Table of Contents INTRODUCTION..............................................................................................................................................................1 Purpose................................................................................................................................................................1 NHMP Process, Participation and Adoption.........................................................................................................1 NHMP IMPLEMENTATION AND MAINTENANCE...................................................................................................................2 Implementation through Existing Programs........................................................................................................3 Otherplans: ...................................................................................................................................................................... 4 CapabilitiesAssessment.......................................................................................................................................4 ExistingAuthorities........................................................................................................................................................... 4 Policiesand Programs....................................................................................................................................................... 5 Personnel..............................................................................................................................................................7 CapitalProjects................................................................................................................................................................. 8 CapitalResources.............................................................................................................................................................. 8 Findings............................................................................................................................................................................. 8 MITIGATIONSTRATEGY.................................................................................................................................................10 MitigationSuccesses..........................................................................................................................................10 ActionItems......................................................................................................................................................10 GREEN INFRASTRUCTURE AND LOW IMPACT DEVELOPMENT.................................................................................................14 Whatis GI and LID?.. .......................................................................................................................................... 14 The Overlap of GI and LID with Natural Hazard Mitigation...............................................................................15 FEMAand GI/LID............................................................................................................................................................. 15 RISKASSESSMENT........................................................................................................................................................17 HazardAnalysis.............................................................................................................:....................................18 CommunityCharacteristics................................................................................................................................18 Economy......................................................................................................................................................................... 20 CommunityAssets..............................................................................................................................................22 CriticalFacilities.............................................................................................................................................................. 24 EssentialFacilities...........................................................................................................................................................24 Infrastructure: ................................................................................................................................................................. 26 HazardCharacteristics.......................................................................................................................................27 AirQuality....................................................................................................................................................................... 27 Drought........................................................................................................................................................................... 27 Earthquake(Cascadia)..................................................................................................................................................... 28 Earthquake(Crustal)....................................................................................................................................................... 31 EmergingInfectious Disease........................................................................................................................................... 33 Flood............................................................................................................................................................................... 34 Landslide..............................................................................:.......................................................................................... 38 SevereWeather.............................................................................................................................................................. 40 ExtremeHeat Event........................................................................................................................................................ 40 Windstorm...................................................................................................................................................................... 41 WinterStorm (Snow/Ice)................................................................................................................................................ 41 VolcanicEvent................................................................................................................................................................. 42 Wildfire........................................................................................................................................................................... 42 ATTACHMENT A: PUBLIC INVOLVEMENT SUMMARY...........................................................................................46 WebsitePosting.................................................................................................................................................47 AshlandSteering Committee..............................................................................................................................48 ATTACHMENT B: ACTION ITEM CHANGES...........................................................................................................49 List of Tables: TABLE AA-1 ASHLAND PRIORITY ACTION ITEMS................................................................................................................11 TABLE AA-2 CO -BENEFITS OF GI AND LID........................................................................................................................16 TABLE AA-3 HAZARD ANALYSIS MATRIX-ASHLAND..........................................................................................................18 TABLE AA-4 COMMUNITY CHARACTERISTICS....................................................................................................................21 TABLE AA-5 ASHLAND COMMUNITY LIFELINES..................................................................................................................23 TABLE AA-6 RAPID VISUAL SURVEY SCORES.....................................................................................................................29 List of Figures: FIGURE AA-1 GREEN INFRASTRUCTURE - LOW IMPACT DEVELOPMENT CONTINUUM...............................................................14 FIGURE AA-2 UNDERSTANDING RISK...............................................................................................................................17 FIGURE AA-3 ASHLAND COMMUNITY LIFELINES AND HISTORIC STRUCTURES...........................................................................22 FIGURE AA-4 CASCADIA SUBDUCTION ZONE PERCEIVED SHAKING AND COMMUNITY LIFELINES..................................................30 FIGURE AA-5 CASCADIA SUBDUCTION ZONE PERCEIVED SHAKING AND HISTORIC STRUCTURES...................................................31 FIGURE AA-6 LIQUEFACTION SUSCEPTIBILITY OF COMMUNITY LIFELINES................................................................................32 FIGURE AA-7 LIQUEFACTION SUSCEPTIBILITY OF HISTORIC BUILDINGS...................................................................................33 FIGURE AA-8 FEMA FLOOD HAZARD ZONES AND COMMUNITY LIFELINES.............................................................................35 FIGURE AA-9 FEMA FLOOD HAZARD ZONES AND HISTORIC BUILDINGS.................................................................................36 FIGURE AA-10 LANDSLIDE SUSCEPTIBILITY EXPOSURE AND COMMUNITY LIFELINES..................................................................39 FIGURE AA-11 LANDSLIDE SUSCEPTIBILITY EXPOSURE AND HISTORIC BUILDINGS.....................................................................40 FIGURE AA-12 BURN PROBABILITY IN ASHLAND AND COMMUNITY LIFELINES..........................................................................44 FIGURE AA-13 BURN PROBABILITY IN ASHLAND AND HISTORIC BUILDINGS.............................................................................45 Introduction Purpose This is an update of the Ashland addendum to the Jackson County Multi -Jurisdictional Natural Hazard Mitigation Plan (MNHMP, NHMP). This addendum supplements information contained in Volume I (Basic Plan) which serves as the NHMP foundation and Volume II (Appendices), which provide additional information. This addendum meets the following requirements: • Multi -Jurisdictional Plan Adoption §201.6(c)(5), • Multi -Jurisdictional Participation §201.6(a)(3), • Multi -Jurisdictional Mitigation Strategy §201.6(c)(3)(iv) and • Multi -Jurisdictional Risk Assessment §201.6(c)(2)(iii). Updates to Ashland's addendum are further discussed throughout the NHMP and within Volume II, Appendix B, which provides an overview of alterations to the document that took place during the update process. Ashland adopted their addendum to the Jackson County Multi -jurisdictional NHMP on [date], 2023. FEMA Region X approved the Jackson County NHMP on [date], 2023 and the City's addendum on [date], 2023. With approval of this NHMP, the City is now eligible for non -disaster and disaster mitigation project grants through [date-1], 2028. NHMP Process, Participation and Adoption This section of the NHMP addendum addresses 44 CFR 201.6(c)(5), Plan Adoption and 44 CFR 201.6(a)(3), Participation. In addition to establishing a comprehensive city level mitigation strategy, the Disaster Mitigation Act of 2000 (DMA2K), and the regulations contained in Title 44 CFR Part 201, require that jurisdictions maintain an approved NHMP to receive federal funds for mitigation projects. Local adoption, and federal approval of this NHMP ensures that the city will remain eligible for non - disaster and disaster mitigation project grants. Ashland was included as an addendum in the 2012 and 2018 Jackson County NHMP process. The Oregon Partnership for Disaster Resilience (OPDR) at the University of Oregon's Institute for Policy Research and Engagement (IPRE) collaborated with the Oregon Department of Emergency Management (OEM), Jackson County, and Ashland to update their NHMP. This project is funded through the Federal Emergency Management Agency's (FEMA) Hazard Mitigation Grant Program. Members of the Ashland NHMP steering committee also participated in the County NHMP update process (Volume II, Appendix B). By updating the NHMP, locally adopting it, and having it re -approved by FEMA, Ashland will maintain eligibility for FEMA Hazard Mitigation Assistance grant program funds. U1 Jackson County NHMP 2023: Ashland Addendum Page AA I i The Jackson County NHMP and Ashland addendum are the result of a collaborative effort between residents, public agencies, non-profit organizations, the private sector, and regional organizations. A project steering committee guided the process of developing the NHMP. Convener and Committee The Ashland Emergency Management Coordinator served as the designated convener of the NHMP update and will take the lead in implementing, maintaining, and updating the addendum to the Jackson County NHMP in collaboration with the designated convener of the Jackson County NHMP (Emergency Manager). Representatives from the City of Ashland steering committee met formally and informally, to discuss updates to their addendum (Volume II, Appendix B). The steering committee reviewed and revised the City's addendum, with a focus on the NHMP's risk assessment and mitigation strategy (action items). This addendum reflects decisions made at the designated meetings and during subsequent work and communication with Jackson County Emergency Management and the OPDR. The changes are highlighted with more detail throughout this document and within Volume Il, Appendix B. Other documented changes include a revision of the City's risk assessment and hazard identification sections, NHMP mission and goals, action items, and community profile. The Ashland Steering Committee was comprised of the following representatives: • Convener, Kelly Burns, Emergency Management Coordinator • Chris Chambers, Ashland Fire Department • Brian Hendrix, Fire Adapted Communities Coordinator • Marshall Rasor, Deputy Ashland Fire Chief • Ralph Sartain, Ashland Fire Chief The steering committee served as the local review body for the NHMP's development. NHMP Implementation and Maintenance The City Council will be responsible for adopting the Ashland addendum to the Jackson County NHMP. This addendum designates a steering committee and a convener to oversee the development and implementation of action items. Because the City addendum is part of the County's multi -jurisdictional NHMP, the City will look for opportunities to partner with the County. The City's steering committee will convene after re -adoption of the Ashland NHMP addendum on an annual schedule. The County is meeting on a semi-annual basis and will provide opportunities for the cities to report on NHMP implementation and maintenance during their meetings. The City's Emergency Management Coordinator will serve as the convener and will be responsible for assembling the steering committee. The steering committee will be responsible for: • Reviewing existing action items to determine suitability of funding; U1 Jackson County NHMP 2023: Ashland Addendum Page AA 12 • Reviewing existing and new risk assessment data to identify issues that may not have been identified at NHMP creation; • Educating and training new steering committee members on the NHMP and mitigation actions in general; • Assisting in the development of funding proposals for priority action items; • Discussing methods for continued public involvement; • Evaluating effectiveness of the NHMP at achieving its purpose and goals (use Table 4-1, Volume I, Section 4, as one tool to help measure effectiveness); and • Documenting successes and lessons learned during the year. The convener will also remain active in the County's implementation and maintenance process (Volume I, Section 4). The steering committee will be responsible for activities outlined in Volume I, Section 4. The City will utilize the same action item prioritization process as the County (Volume I, Section 4 and Volume II, Appendix D). Implementation through Existing Programs Many of the Natural Hazard Mitigation Plan's recommendations are consistent with the goals and objectives of the City's existing plans and policies. Where possible, Ashland will implement the NHMP's recommended actions through existing plans and policies. Plans and policies already in existence have support from residents, businesses, and policy makers. Many land -use, comprehensive, and strategic plans get updated regularly, allowing them to adapt to changing conditions and needs. Implementing the NHMP's action items through such plans and policies increases their likelihood of being supported and implemented. Ashland's acknowledged comprehensive plan is the City of Ashland Comprehensive Plan (1982, updated 2021). The Oregon Land Conservation and Development Commission first acknowledged the plan in 1983. The City implements the plan through the Community Development Code. Ashland currently has the following plans that relate to natural hazard mitigation. For a complete list visit the City's website: • Comprehensive Plan (1982, amended 2021) • Municipal Codes o Chapter 2.26 Ashland Wildfire Safety Commission o Chapter 14.06 Water Curtailment o Chapter 15.10 Flood Damage Prevention Regulations o Wildfire Safety Ordinance • Community Development Plans • Building Codes and Standards: Oregon Structural Specialty Code (Commercial) and Oregon Residential Specialty Code. • Caoital Improvement Plan • Emergency Operations Plan U1 Jackson County NHMP 2023: Ashland Addendum Page AA 13 • Transportation System Plan (2012, update underway) • Hosler Dam Emergency Action Plan and Early Warning System • Community Wildfire Protection Plan (2004) • Ashland Forest Plan (2016) • Ashland Forest Plan Climate Adaptation Addendum (2023) • Ashland Climate and Energy Action Plan (2017) • Water Management Conservation Plan (2013) • City of Ashland Hazard Mitigation, Green Infrastructure and Low Impact Development (2017) (Volume II, Appendix G) Other plans: • Oregon Shakespeare Festival Long Range Plan (includes information on smoke from wildfires) • Ashland Chamber of Commerce: Business Continuity Plan • Southern Oregon University: Natural Hazard Mitigation Plan (2012) Capabilities Assessment The Capability Assessment identifies and describes the ability of Ashland to implement the mitigation strategy and associated action items. Capabilities can be evaluated through an examination of broad categories, including existing authorities, policies, programs, funding, and resources. Existing Authorities Hazard mitigation can be executed at a local scale through three (3) methods: integrating hazard mitigation actions into other local planning documents (i.e., plan integration), adopting building codes that account for best practices in structural hardening, and codifying land use regulations and zoning designations that prescribe mitigation into development requirements. The extent to which a municipality or multi -jurisdictional effort leverages these approaches is an indicator of that community's capabilities. Comprehensive Plan Ashland addresses Statewide Planning Goal 7 Natural Hazards as part of their Comprehensive Plan, in the Environmental Resources element. The City of Ashland updated their Environmental Resources chapter in 1991 and their Water Resources Map in 2009, but no further changes have been made to the Comprehensive Plan to address the Natural Hazards Mitigation Plan recommendations. Any update to Goal 7 or the broader comprehensive plan will reflect the current data and analysis about natural hazards impacting Jackson County as contained within this Plan. Land Use Regulations Existing land use policies that define zoning and address hazardous conditions provide another source of mitigation capability. O1 Jackson County NHMP 2023: Ashland Addendum Page AA 14 The Land Use Ordinance (Title 18) includes regulations for all zones within the city, as well as regulations for development on steep slopes, within flood plains, near riparian corridors and wetlands, and within wildfire areas. Municipal Code Title 15 includes Provisions for Flood Hazard Protection. The Community Development Department provides both planning and building services for the City of Ashland. It is responsible for the administration of state, county, and local land use policies and regulations as they relate to the preservation and quality development of property lying within the city limits and urban growth boundary (UGB). The Planning Program is also responsible for creating implementing ordinances based on the recommendations described in adopted city plans and technical reports. They work closely with the County and neighboring jurisdictions to ensure plans are aligned. Structural Building Codes The Oregon Legislature recently adopted updated building codes for both residential (2023 adoption) and commercial structures (2022) since the last update of this Plan. These building codes are based on the 2021 version of the International Building Code, International Fire Code, and International Existing Building Code. The Ashland Building Department has adopted and administers the 2023 edition of the Oregon Residential Specialty Code and the 2022 Oregon Fire Code. As a result, both new residential and commercial structures will be required to build according to the latest seismic and wind hardening standards in addition to requiring fire resistant building materials for those structures constructed in proximity or within the WUI. Public Works The City of Ashland Public Works Department is responsible for streets, water, waste water, stormwater, fleet maintenance, public facilities, engineering, and capital improvement projects. Much of their work is associated with the reduction of hazards to the community and the implementation of resilience measures. City Administration The City Council of Ashland has the responsibility of developing and adopting the annual city budget. Integrating hazard mitigation goals and projects into the annual budget is key to implementing the plan. The City Council tries to broadly address resilience planning needs while it determines city and departmental priorities and looks for multiple -impact projects wherever possible. They also work with staff to apply for federal and state grant funding to pursue larger projects that are outside of general fund capacity. Policies and Programs This Plan directs Ashland and Jackson County to explore integration into other planning documents and processes. Ashland has made significant progress in integrating the NHMP into its portfolio of planning processes and programs over the last five years. TMDL Plan U1 Jackson County NHMP 2023: Ashland Addendum Page AA 15 The City also maintains a Total Maximum Daily Load (TMDL) Plan, which includes actions that are designed to improve water quality and water quantity in Bear Creek. The NHMP actions are incorporated into this document as appropriate. Capital Improvement Plans The Comprehensive Sanitary Sewer Collection System Master Plan was adopted in 2022 to serve as the current planning document for the City's wastewater collection system. Its goals included addressing climate change, extreme heat, and drought. The 2020 Stormwater and Drainage Master Plan was adopted in 2021, to meet the requirements of Ashland's MS4 (municipal separate storm sewer) permit and TMDL Implementation Plan. This plan identifies existing drainage problems in the City of Ashland and proposes a prioritized list of improvement projects to address them. It recommends future actions by the City and private developers to enhance the City's creek corridors, improve water quality, and handle future storm drain capacity problems. A new six -year Capital Improvement Plan that consolidates the projects for water, wastewater, stormwater, parks, and streets into one master plan was adopted on April 4, 2023. Evacuation Study 2021 The City adopted an evacuation study in 2021 that included 10 evacuation zones in the City. As part of its implementation, they created an additional evacuation escape ramp to Interstate 5 on North Mountain Avenue in 2022. Community Wildfire Protection Plan The Jackson County Community Wildfire Protection Plan (CWPP) will be incorporated into this Plan as a functioning annex. The NHMP will also be integrated into the City's Capital Improvement Plan, to be adopted by March, 2024. National Flood Insurance Program The City participates in the National Flood Insurance Program. The first Flood Insurance Rate Maps were developed for the City in 1981. The Assistant Planner (Aaron Anderson) is responsible for administering the day-to-day activities of the city's floodplain program. They are assisted by the Building Official, the Engineering Department within Public Works, and by the City Administrator. Specifically, the floodplain manager: • maintains and administers Ashland's floodplain regulations; • reviews and issues floodplain development permits; • maintains elevation certificates for all new and substantially improved structures (and maintains an extensive database of historic elevation certificates); • ensures that encroachments do not occur within the regulated floodway; • implements measures to ensure that new and substantially improved structures are protected from flood losses; • maintains floodplain studies and maps and makes this information available to the public; O1 Jackson County NHMP 2023: Ashland Addendum Page AA 16 • maintains a flood information website with digital flood insurance rate map (DFIRM) data; • conducts site visits to assess conditions and provide technical assistance to the public; • maintains a library of historical flood related information; • informs the public of flood insurance requirements; and • conducts outreach and training about flood hazards and development within the floodplain. The City participates in the Community Rating System (CRS) Program, a voluntary program offered by FEMA that exchanges discounts on individual flood insurance policies within the community for expanded efforts to mitigate and prevent flooding by the City. The City is currently at Class 9 in the CRS Program. Ashland Forest Resiliency Stewardship Project The Ashland Forest Resiliency Stewardship Project (AFR) is a collaborative forestry project designed to reduce the risk of severe wildfire in the City of Ashland's watershed and adjacent lands with a strategy developed by the community and the Rogue River-Siskiyou National Forest. The partnership between the National Forest, City of Ashland, Lomakatsi Restoration, and the Nature Conservancy was formalized in 2010. The partnership has grown to include an all -lands strategy with additional funding partners Natural Resources Conservation Services (NRCS), Oregon Watershed Enhancement Board (OWEB), U.S. Fish and Wildlife Service, Oregon Department of Forestry (ODF), National Forest Foundation and Jackson Soil and Water Conservation District. NFPA Firewise The National Fire Protection Association's (NFPA) Firewise program has been a great success in the community. There are 32 recognized Firewise communities in good standing within the city. Community Emergency Response Team (CERT) Ashland has one Community Emergency Response Team or CERT. Ashland's CERT program has trained over 1500 volunteers to be better prepared to survive a disaster. CERT has been mobilized thirty-four times for activities ranging from managing emergency shelters to evacuating residents during wildfires. They currently have over 100+ volunteers serving the City to educate and support citizens in preparing and responding to emergencies. Personnel The following Ashland personnel have assignments related to natural hazard mitigation planning and implementation: Emergency Management: Kelly Burns, Emergency Management Coordinator Public Information Officer: Dorinda Cottle Floodplain Manager: Aaron Anderson, Assistant Planner U1 Jackson County NHMP 2023: Ashland Addendum Page AA 17 Grant writing (for Public Works or emergency management): Scott Fleury, Public Works Director Capital improvement planning: Scott Fleury, Public Works Director Capital improvement execution: Scott Fleury, Public Works Director These personnel integrate hazards and resilience planning into their greater work programs to the best of their abilities. However, there is limited capacity to expand upon their capabilities or work loads. Capital Projects Ashland has implemented recommendations from the last NHMP into its capital improvement projects over the last 5 years, including: • Water pump stations installed in higher elevation areas (Terrace Street and Park Estates) • Design for new water treatment plant (upsizing for hazard mitigation) • Design of seismic retrofit for portion of waterline shared with cities of Talent and Phoenix Capital Resources Ashland maintains several capital resources that have important roles to play in the implementation of the natural hazard mitigation plan, including one communication tower, critical facilities with power generators for use during emergency blackouts (City Hall, Public Works, Police Station, two fire stations, and the City Yard), a severe weather shelter (2200 Ashland Street), a food pantry (560 Clover Avenue), and critical facilities with fueling storage capabilities for city -owned vehicles (City Maintenance Yard, 90 N. Mountain Avenue). Findings Several important findings from this capability assessment informed the design of the Plan's mitigation strategy and aided in prioritizing action items. Staffing Limitations and Capacity Ashland staff are assigned hazard mitigation responsibilities as a (small) part of their larger job responsibilities. Limited capacity reduces the breadth of the programming the community can undertake in any year. The city relies upon its relationships with the County and other cities within its region to expand its operations. Reliance upon outside funding streams and local match requirements Ashland operates on a limited budget with a small staff. This leaves few opportunities for using local financial resources to implement hazard mitigation work. They lean heavily upon state and federal grant funds as the primary means for securing mitigation funding. Hazard mitigation grants such as HMGP and BRIC require 10-25% local funding match, as well as extra staff capacity and expertise to navigate the application process and manage the funding. Leveraging Partnerships with Public and Nonprofit Entities O1 Jackson County NHMP 2023: Ashland Addendum Page AA 18 Regional planning displayed in Community Wildfire Protection Planning process demonstrates the City's ability to effectively share information and identified priority needs. O1 Jackson County NHMP 2023: Ashland Addendum Page AA 19 Mitigation Strategy This section of the NHMP addendum addresses 44 CFR 201.6(c)(3(iv), Mitigation Strategy. The City's mitigation strategy (action items) was first developed during the 2012 NHMP planning process and revised during the 2018 update. During this process, the steering committee assessed the City's risk, identified potential issues, and developed a mitigation strategy (action items). During the 2023 update process the City re-evaluated their mitigation strategy (action items). During this process action items were updated, noting what accomplishments had been made and whether the actions were still relevant; any new action items were identified at this time (see Volume II, Appendix B for more information on changes to action items). Mitigation Successes Talent has several examples of hazard mitigation including the following projects funded through FEMA Hazard Mitigation Assistance and the Oregon Infrastructure Finance Authority's Seismic Rehabilitation Grant Program'. FEMA Funded Mitigation Successes • 2021: PDM18 —Wildfire Mitigation Project (vegetative management, retrofitting structures) ($4,000,000) Seismic Rehabilitation Grant Program Mitigation Successes • 2023:Ashland High School Humanities Building ($2,500,000) - Ongoing • 2021: Walker Elementary School Gymnasium ($1,834,325) -Completed • 2019: Walker Elementary Main Building/Library ($2,497,550) - Completed The City of Ashland Public Works Department maintains a seismic vulnerability report of public facilities. In addition, Southern Oregon University (SOU) has information on the seismic vulnerability of their infrastructure. SOU has retrofitted several structures on their campus, see their Natural Hazard Mitigation Plan for more information. Action Items Table AA-3 documents the title of each action along with, the lead organization, partners, timeline, cost, and potential funding resources. 1 The Seismic Rehabilitation Grant Program (SRGP) is a state of Oregon competitive grant program that provides funding for the seismic rehabilitation of critical public buildings, particularly public schools, and emergency services facilities. U1 Jackson County NHMP 2023: Ashland Addendum Page AA I io Table AA-1 Action Items ActI.# Potential Iteff' Mitigation Actions Funding ResourcesMulti-Hazard Mitigation Strategies Continue City's Community Emergency Local Funding 1.1 Response Team (CERT) trainings and Resources, outreach. DLCD Provide emergency kits to local school Local Funding district staff and continue to maintain Resources, 1.2 emergency kits already distributed to City School employees. Resources Continue to investigate how to improve Local Funding 1.3 interoperability for Southern Oregon Resources, OUS, University's audio alert system. PDM, HMGP Lead 9 Partners Ashland Fire and Ashland CERT, Jackson Rescue County EM Ashland Fire and Ashland School Rescue District Southern Jackson County Oregon Emergency University Management Timeline Cost 0 L 0 L M L 2.0 The steering committee, using available local resources, will study this hazard further during the implementation and maintenance phase of this NHMP, seeking to identify cost effective actions that might be implemented to reduce community vulnerability. Drought Mitigation Strategies 3.0 The steering committee, using available local resources, will study this hazard further during the implementation and maintenance phase of this NHMP, seeking to identify cost effective actions that might be implemented to reduce community vulnerability. Earthquake Mitigation Strategies Relocate the Emergency Operations Center (EOC) to Southern Oregon University, as Local Funding Ashland Fire and agreed upon by the university and local Resources, Ashland Fire and Rescue, Southern 4.1 school district. Continue to train city, school SRGP, PDM, Rescue Oregon University O M district, and university staff to jointly HMGP (SOU) operate EOC. City of Ashland, Local Funding Chamber of Implement structural and non-structural Ashland Fire & Commerce, Ashland 4.2 retrofits to City Hall. SRGP Resources, Rescue School District, SOU, L H Oregon Shakespeare Festival (OSF) O1 Jackson County NHMP 2023: Ashland Addendum Page AA I ii Action :- Item Mitigation Actions Address natural gas shut-off valves at the 4.3 City's facilities via ongoing work with Avista to install excess flow valves at new and existing structures. Potential , FundinLead Partners FTimeline "0g - Resources; _ Local Funding Resources, AV I STA Conduct seismic risk assessment of high -risk Local Funding 4.4 Resources, public and private facilities in the city. PDM, HMGP Ashland Public AVISTA Works City of Ashland, Ashland Fire and Chamber of Commerce, Ashland M L Rescue School District, SOU, OSF 5.0 The steering committee, using available local resources, will study this hazard further during the implementation and maintenance phase of this NHMP, seeking to identify cost effective actions that might be implemented to reduce community vulnerability. .. Mitigation Strategies Review the City of Ashland Flood Plan to General Fund, ensure corrective and preventative DLCD Technical 6.1 measures for reducing flooding and flood Assistance City Planning Public Works L L damage are current. Grants 16 Develop Increased Floodwater Storage Project along Bear and Ashland Creek. Local Funding 6.2 Restore wetlands and use techniques like Resources, Ashland Public DLCD, DEQ floodplain benching along Bear and Ashland DLCD, FEMA, Works Creek to increase floodwater storage ASFPM capacity and reduce flood risk. Develop a City -led "Green Streets" Program. Expand the use of Green Infrastructure/Low Local Funding Impact Development (GI/LID) best Ashland Ashland Public Works, 6.3 management practices (BMPs) in Resources, PDM, HMGP, Community Rogue Valley Sewer development codes such as bioswales in city DEQ Development Services owned right-of-way to minimize local and downstream flooding. OI Jackson County NHMP 2023: Ashland Addendum L H L M Page AA 1 12 Action Potential Item # Mitigation Actions Funding Lead Partners Timeline Cost Resources Landslide. Complete design and development of the Local FundingAshland Public Ashland Community 7.1 City's new Water Treatment Plant Resources, Works Development M L PDM, HMGP Severe Weather (Extreme Heat, Windstorm, The steering committee, using available local resources, will study these hazards further during the implementation and maintenance phase 8'0 of this NHMP, seeking to identify cost effective actions that might be implemented to reduce community vulnerability. Volcanic Event Mitigation Strategies The steering committee, using available local resources, will study this hazard further during the implementation and maintenance phase of 9.0 this NHMP, seeking to identify cost effective actions that might be implemented to reduce community vulnerability. Wildfire Mitigation Strategies 10.1 Continue to enforce Ashland's defensible Local Funding Resources, ODF, Ashland Fire and private Contractors M L space initiative. Rescue PDM, HMGPWF The Nature Continue fuel reduction efforts through the Local funding Ashland Fire and Conservancy, USFS, 10.2 Ashland Forest Resiliency Project. resources, ODF Rescue Lomakatsi Restoration O M Project Sustain Ashland Firewise groups, as funding Local Funding Ashland Fire and HOAs, Oregon 10.3 allows. Resources, Rescue Department of 0 L Firewise, ODF Forestry Provide responder trainings and public Local Funding Jackson County EM, 10.4 education offerings related to wildfire Resources, Ashland Fire and JCFD#3, Oregon 0 M Rescue Department of evacuations. HMGP, ODF Forestry Source: Ashland NHMP Steering Committee, updated 2023 Cost: L— Low (less than $50,000), M - Medium ($50,000-$100,000), H - High (more than $100,000) Timing: 0-Ongoing (continuous), S-Short (1-2 years), M-Medium (3-5 years), L-Long (5 or more years) Priority Actions: Identified with bold text and orange highlight 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 113 Green Infrastructure and Low Impact Development The Institute for Policy Research and Engagement (IPRE) team worked with the City of Ashland, regional stakeholders, and state agency partners to develop and workshop proposed natural hazard mitigation plan (NHMP) action items that utilize green infrastructure (GI) and low impact development (LID) best management practice (BMPs). The proposed action items are intended to reduce risk from natural hazards while providing important water quality, habitat, and community benefits. What is GI and LID? Green infrastructure (GI) and low impact development (LID) are cost-effective and resilient approaches to stormwater and associated natural hazard management.2 GI and LID techniques can be used to manage weather and climate impacts in ways that also provide many environmental and community benefits. These strategies are traditionally applied to stormwater management for limiting flow, reducing pollution, and increasing the environmental health of receiving waterways. LID and GI represent a wide range of tools and techniques that can be applied at the site, neighborhood, and regional/watershed scales. In general, the goal of GI and LID best management practices is to minimize impervious area, limit the disturbance of undeveloped lands, prevent runoff from landscapes and hardscape area, and protect land and ecosystems.3 ure AA-1 Green Infrastructure — Low Impact Development Continuum Practices that minimize Management that disturbance of natural protects, restores, or vegetation and drainage, mimic mimics the natural water pre -development patterns cycle Regional/Municipal Neighborhood/Communi On -Site pp- .r P: )Ohn Creek WatenheC City of POrtlanO N. Wry Ave. PORaM MM PrONct Ouan County Seil Cerra Ion DNtrkt Source: EPA Ce Studies Anal un thO Economic Benaht, Of Low lm act Development and Green lnfraat luau,* hwam, EPA 2013 Source: U.S. Environmental Protection Agency. Low impact development (LID) refers to systems and practices that use or mimic natural processes that result in the infiltration, evapotranspiration, or use of stormwater to protect 2 Using Low Impact Development and Green Infrastructure to Get Benefits from FEMA Programs. EPA. httos://www.er)a.gov/n os/usi nia-low-imoact-development-and-green-infrastructure-izet-benefits-fema-i)roi?rams 3 Low Impact Development in Western Oregon: A Practical Guide for Watershed Health. OR DEQ. http://www.oregon.gov/deg/wq/`tmdls/­Pages/­­TMDLs-LID.aspx 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 14 water quality and associated aquatic habitat.4 Low impact development is most applied at the site or neighborhood scale. There are an extensive number of LID best management practices whose use depends on topological, environmental, and geological conditions. Common approaches include the use of rain gardens, bioswales, tree boxes, engineered soils, and stormwater planters. Green Infrastructure (GI) uses natural and engineered practices to mimic, protect or restore natural processes required to manage water and create healthier urban environments. 5Green infrastructure is most applied at the neighborhood and regional/watershed scale. Green infrastructure best management approaches can include the protection and enhancement of landscapes such as watersheds, wetlands, and floodplains. Constructed wetlands, restored, and reconnected floodplains and stream buffers are all examples of green infrastructure best management practices. The City of Ashland is already a leader in applying GI/LID strategies to stormwater collection, conveyance, storage, and treatment. Collectively, existing GI/LID based projects help reduce flood impacts at the local level. The Overlap of GI and LID with Natural Hazard Mitigation GI and LID stormwater management best practices seek to treat urban stormwater onsite to improve water quality, provide habitat, and manage runoff. While these benefits are perhaps the most widely recognized, there is increasing interest in a much wider range of co -benefits associated with GI and LID. These include natural hazard mitigation, lower lifetime infrastructure costs, improved community livability, reduced energy use, and improved air quality. GI and LID techniques can reduce urban heat island effects, improve plant health during droughts reducing fire risks, stabilize soils in landslide prone areas, mitigate localized flooding, and reduce downstream flooding occurrences and severity. Table AA-2 Co -Benefits of GI and LIDTable AA-2 illustrates some of the co -benefits of a GI or LID project. Full circles indicate strong positive overlaps, while half circles indicate partial overlap. FEMA and WLID In recent years, FEMA has acknowledged the risks and vulnerabilities associated with changing climate trends. Specifically siting "more intense storms, frequent heavy precipitation, heat waves, drought, extreme flooding and higher sea levels,"6 FEMA is focusing efforts on providing information that can help communities manage climate related risks. "FEMA's focus on risk management has expanded to anticipate climate changes and to plan and implement strategy for program development in support of climate resilient infrastructure. FEMA now integrates 4 Urban Runoff: Low Impact Development. EPA. https://www.epa.gov/nps/urban-runoff-low-impact-development 5 What is Green Infrastructure? EPA. htt s: /www.epa.gov/green-infrastructure/what-green-infrastructure 6 Climate Change. FEMA. https://www.fema.gov/climate-change 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 is climate change adaptation into planning for future risk, programs, policies, and operations to strengthen the nation's resilience."7 Table AA-2 Co -Benefits of GI and LID Minimize Impervious Area: Share parking spaces Minimize pavement widths Minimize front yard setbacks Share driveway Minimize building footprint(s) Minimize roadway cross section(s) Limit Disturbance of Undeveloped Land: Sequence construction schedule Conserve fast(er) draining soils Cluster development Preserve/protecttrees Minimize foundation(s) Minimize grading Prevent Runoff from Landscape and Hardscape Areas: Rain garden(s) Bioswale(s) Bio-retention (infiltration) basin (Dry) Detention basin Tree and landscape planting(s) Remove existing pavement Contained planters Vegetated roofs (green roofs) Porous Pavement Protect Land and Ecosystems: Conserve open space Protect/preserve wetlands Construct wetlands Protect/preserve riparian areas Maintain/enhance urban forest (forest parks) wr • qW 000 Source: Best Management Practice from Low Impact Development in Western Oregon: A Practical Guide for Watershed Health with CSC additions. Co -Benefit scoring from CSC research and should be interpreted as opportunities for further investigation. Pre -disaster mitigation planning broadly focuses on reducing hazard exposure to people and property. GI and LID best management practices support FEMA goals through the use of strategies and approaches that protect, restore and mimic natural systems. According to a recent FEMA report on innovation in hazard mitigation projects, "Implementation of LID/GI practices can help mitigate flood events by increasing the ability of the landscape to store water on site. Infiltration of these stored waters can also mitigate the effects of drought by 7 Innovative Drought and Flood Mitigation Projects, Final Report, 2017. FEMA. https://www.fema.gov/media- library/assets/documents/129691 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 116 replenishing water supply aquifers and enhancing usable water supply."8 The report goes on to state, "GI can be used at a wide range of landscape scales in place of or in addition to, more traditional stormwater control elements to support the principles of LID (USEPA 2014c). Both LID and GI utilize best management practices (BMPs) that can be combined in a BMP Treatment Train to enhance benefits and reduce costs." Risk Assessment This section of the NHMP addendum addresses 44 CFR 201.6(b)(2) - Risk Assessment. In addition, this chapter can serve as the factual basis for addressing Oregon Statewide Planning Goal 7 — Areas Subject to Natural Hazards. Assessing natural hazard risk has three phases: Phase 1: Identify hazards that can impact the jurisdiction. This includes an evaluation of potential hazard impacts —type, location, extent, etc. Phase 2: Identify important community assets and system vulnerabilities. Example vulnerabilities include people, businesses, homes, roads, historic places, and drinking water sources. • Phase 3: Evaluate the extent to which the identified hazards overlap with or have an impact on, the important assets identified by the community. The local level rationale for the identified mitigation strategies (action items) is presented herein and within Volume I, Sections 2 and 3. The risk assessment process is graphically depicted in Figure AA-2. Ultimately, the goal of hazard mitigation is to reduce the area of risk, where hazards overlap vulnerable systems. Figure AA-2 Understanding Risk USGS Understanding Risk R'��37i5!C ,danro Aer, re.eging,wrld E Natural Hazard ,� `,Vulnerable System Potential Catastrophic r' �� Exposure, Sensitivity and Chronic Physical Events r Risk t and Resilience of: • Past Recurrence intervals r I • Population Future Probability 1 Of Economic Generation • Speed of Onset I I • Built Environment •Magnitude Disaster, AcademlcandResearch Function • Duration t / • Cultural Assets • Spatial Extent / • Infrastructure Ability, Resources and Willingness to: - • Mitigate • Respond • Prepare • Recover Scum: USGS- Oregon Partnership for Disaster Resilience Research Collaboration, 2006 B Ibid. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 117 Hazard Analysis The Ashland steering committee developed their hazard vulnerability assessment (HVA), using their previous HVA and the County's HVA (Volume II, Appendix C) as a reference. Changes from the County's HVA were made where appropriate to reflect distinctions in vulnerability and risk from natural hazards unique to Ashland, which are discussed throughout this addendum. Table AA-3 shows the HVA matrix for Ashland listing each hazard in order of rank from high to low. For local governments, conducting the hazard analysis is a useful step in planning for hazard mitigation, response, and recovery. The method provides the jurisdiction with a sense of hazard priorities but does not predict the occurrence of a particular hazard. Four chronic hazards (wildfire, extreme heat event, emerging infectious disease, and winter storm) and one catastrophic hazard (Cascadia Subduction Zone earthquake) rank as the top hazard threats to the City (Top Tier). Drought, windstorm, air quality, landslide, and flood hazards comprise the next highest ranked hazards (Middle Tier), while the crustal earthquake and volcanic event hazards comprise the lowest ranked hazards (Bottom Tier). Table AA-3 Hazard Analysis Matrix — Ashland Maximum Total Threat Hazard Hazard Hazard History Vulnerability Probability Threat Score Rank Tiers Wildfire 18 45 100 70 233 #1 Extreme Heat Event 18 40 80 70 208 #2 Emerging Infectious Disease 16 40 100 49 205 #3 Top Tier Earthquake-Cascadia 2 50 100 49 201 #4 Winter Storm 20 50 60 70 200 #5 Drought 20 50 60 63 193 #6 Windstorm 20 50 50 70 190 #7 Middle Air Quality 18 40 60 63 181 #8 Tier Landslide 10 35 80 56 181 #9 Flood 20 30 60 70 180 #10 Earthquake -Crustal 2 25 70 21 118 #11 Bottom Volcanic Event 2 5 50 7 64 #12 Tier Source: Ashland NHMP Steering Committee, 2023. Community Characteristics Table AA-4 and the following section provides information on City specific demographics and characteristics. For additional information on the characteristics of Ashland, in terms of geography, environment, population, demographics, employment, and economics, as well as housing and transportation, see Volume III, Appendix 2. Many of these community characteristics can affect how natural hazards impact communities and how communities choose to plan for natural hazard mitigation. Considering the City specific assets during the planning process can assist in identifying appropriate measures for natural hazard mitigation. Ashland is in Jackson County in southwestern Oregon. It lies along Interstate 5 approximately 16 miles (26 km) north of the California border and near the south end of the Rogue Valley, 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 118 southeast of the City of Medford. The City and most of Jackson County is within the Rogue watershed. The city is the home of Southern Oregon University and the Oregon Shakespeare Festival. Ashland experiences a relatively mild climate with four distinct seasons that comes from its position on the west coast of North America and within the mountains of the region. The city is at approximately 2000 feet above sea level and is dominated by Mt Ashland, part of the Siskiyou Mountain Range, which rises to 7500 feet above Ashland to the south. The Cascades Range rises to the north and east. As a result of its location, Ashland has a climate somewhat intermediate to central California and northern Oregon. Ashland averages about 19.5 inches of rain.9 Most of the rain (17 inches) falls between October and May. While the surrounding mountains receive plentiful snow, Ashland itself sees less than 0.5 inches annually. Population and Income The City has grown steadily since its incorporation in 1874 and has an area today of 6.64 square miles. Between 2016 and 2023 the City grew by 2,780 people (13%) to a population of 21,544, and median household income increased by about 19%. Most of the population is White/Caucasian (89%) and about 10% of the population is Hispanic or Latino. The poverty rate is 16% (25% of children under 18), 8% do not have health insurance, and 49% of renters pay more than 30% of their household income on rent (36% for owners). Over half (57%) of the population has a bachelor's degree or higher. Approximately 10% of the population lives with a disability (19% of population 65 and older), and 46% are either below 18 (16%) or over 65 (30%) years of age. About 18% of the population are 65 or older and living alone and 6% are single parents. Transportation, Housing, and Infrastructure In the City of Ashland, transportation has played a major role in shaping the community. From the railroad tracks to the development of Interstate 5, Highway 99 and Highway 66, Ashland's commercial areas developed along primary routes and residential development followed nearby. Today, mobility plays an important role in Ashland and the daily experience of its residents and businesses as they move from point A to point B. In addition to Hwy 99, the City also has two other highways within its borders: Highway 66 and Interstate 5. The current railroad system is serviced through the Union Pacific Railroad system and the Central Oregon and Pacific Railroad (CORP) route. This complements the established Rogue Valley Transportation District (RVTD) and the series of transit stops located within Ashland. In addition, the City operates several recreational trails within City limits that provide alternative routes for pedestrians and bicyclists in the northwest and southwest regions of the City (around the Ashland Creek and Bear Creek corridors). 10 9 NOAA. National Centers for Environmental Information. Summary of Monthly Normals (1991-2010). Ashland, OR US USC00350304. https://www.ncei.noaa.gov/access/services/data/vl?dataset=normals-monthly-1991-2020&startDate=0001-01- 01&end Date=9996-12-31&stations=U SC00350304&format=pdf t0 City of Ashland Park and Recreation Finder, http://gis.ashland.onus/AshlandParksandRec/ 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA I ig By far, motor vehicles represent the dominant mode of travel through and within Ashland. Thirty-six percent (36%) of renters and 67% of owners have two or more vehicles (10% of renters do not have access to a car). Most workers drive alone to work (59%); however, 14% either walk or use a bicycle, and 18% work at home. The City of Ashland includes a diversity of land uses but is zoned primarily residential. The city's Comprehensive Plan and map identifies land use needs within the city and its urban growth boundary). Since the previous NHMP (2018) the city has not annexed any land. Three-quarters of housing units are single-family, 20% are multifamily, and just 2% are mobile homes. One-third of homes (36%) were built before 1970. Newer homes are more likely to be built to current seismic, flood, wildfire, and other hazard standards. Half of housing units are owner occupied, 39% are renter occupied, while 5% are seasonal homes, and 6% are vacant. Due to initial firefighting efforts less than one dozen structures were damaged in the Almeda Fire. New development has complied with the standards of the Oregon Building Code and the city's development code including their floodplain ordinance. Economy A diverse range of businesses have chosen to locate in Ashland. Traditionally, Ashland has built its economy on a resource base of timber, favorable climate, attractive landscape, cultural attractions, a well-educated labor force and education. In addition, Ashland's location on Interstate 5 and the Central Oregon and Pacific Railroad, its proximity to the Medford Airport, and its own local airport give it market access that is more favorable than usual for a rural town. The Oregon Shakespeare Festival and Southern Oregon University each create unique economic opportunities that contribute to the strength of the economy. According to the economic profile of the City's Comprehensive Plan, Ashland finds their main economic drivers in the sectors of tourism, manufacturing, and commercial retail." About 51% of the resident population 16 and over is in the labor force (10,889 people) and are employed in a variety of occupations including professional and related (37%), management, business, and financial (19%), office and administrative (10%), food preparation and serving (9%), and building and sales and related (8%) occupations. Most workers residing in the city (58%, 4,072 people) travel outside of the city for work primarily to Medford and surrounding areas.12 A significant population of people travel to the city for work, (66% of the workforce, 5,599 people) primarily from Medford, Talent, and surrounding areas. 13 11 City of Ashland Comprehensive Plan, Economy Element (2016) http://www.ashland.or.us/Files/Ashland Economy Element.pdf 12 U.S. Census Bureau. LEHD Origin -Destination Employment Statistics (2002-2020). Longitudinal -Employer Household Dynamics Program, accessed on August 17, 2023 at https://onthemap.ces.census.gov. 13 Ibid. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 20 Table AA-4 Community Characteristics 2016 Population Estimate 20,620 2021 Population Estimate 21,554 2040 Population Forecast* 24,334 Race American Indian and Alaska Native Asian Black/ African American Native Hawaiian and Other Pacific Islander White Some Other Race Two or More Races Hispanic or Latino/a (of any race) Limited or No English Spoken 54 Vulnerable Age Groups Less than 5 Years 673 Less than 18 Years 2,757 65 Years and Older 5,740 85 Years and Older 647 Age Dependency Ratio Disability Status (Percent age cohort) Total Disabled Population 2,032 Children (Under 18) 42 Working Age (18 to 64) 908 Seniors (65 and older) 1,082 3% 13% 27% 3% 66.1 Households by Income Category Less than $15,000 1,174 12% $15,000-$29,999 1,711 17% $30,000-$44,999 1,103 11% $45,000-$59,999 833 8% $60,000-$74,999 903 9% $75,000-$99,999 1,174 12% $100,000-$199,999 2,182 22°% $200,000 or more 972 10% Median Household Income $63,641 Gini Index of Income Inequality 0.43 Poverty Rates (Percent age cohort) Total Population 3,332 16% Children (Under 18) 664 25% Working Age (18 to 64) 2,287 19% Seniors (65 and older) 381 7% Housing Cost Burden (Cost> 30%of household income) Owners with a Mortgage 1,348 24% Owners without a Mortgage 684 12% Renters 2,166 49% Housing Units Single -Family (includes duplexes) 8,826 78% Multi -Family 2,233 20% Mobile Homes (includes RV, Van, etc.) 214 2% Household Type Family Household 4,965 49% Married couple (w/ children) 1,023 10% Single (w/ children) 582 6% Living Alone 65+ 1,810 18% Year Structure Built Pre-1970 4,037 36% 1970-1989 3,342 30% 1990-2009 2,916 34% 2010 or later 978 9% Housing Tenure and Vacancy Owner -occupied 5,616 50% Renter -occupied 4,436 39% Seasonal 518 5% Vacant 703 6% Vehicles Available (Occupied Units) No Vehicle (owner occupied) 90 2% Two+ vehicles (owner occupied) 3,779 67°% No Vehicle (renter occupied) 437 10% Two+ vehicles (renter occupied) 1,597 36% Labor Force (Population 16+) In labor Force (°%Total Population) 10,889 5 Unemployed (% Labor Force) 531 Occupation (Top 5) (Employed 16+) Professional & Related 3,790 3 Management, Business, & Financial 2,003 1 Office & Administrative 1,059 1 Food Preparation & Serving 917 Sales & Related 841 Health Insurance No Health Insurance 1,640 Public Health Insurance 9,113 4 Private Health Insurance 14,258 6 Transportation to Work (Workers 16+) Drove Alone 6,067 5 Carpooled 594 Public Transit 163 Motorcycle 0 Bicycle/Walk 1,381 1 Work at Home 1,877 1 Source: U.S. Census Bureau, 2017-2021 American Community Survey 5-Year Estimates; Portland State University, Population Research Center, "Annual Population Estimates, Table 4", 2016 and 2021; and"Population Forecasts, Summary Tab", 2022. Note 1: * = Population forecast within UGB Note 2: ACS 5-year estimates represent average characteristics from 2017-2021. Sampling error may result in low reliability of data. This information or data is provided with the understanding that conclusions drawn from such information are the responsibility of the user. Refer to the original source documentation to better understand the data sources, results, methodologies and limitations of each dataset presented. U1 Jackson County NHMP 2023: Ashland Addendum Page AA 121 Community Assets This section outlines the resources, facilities, and infrastructure that, if damaged, could significantly impact the public safety, economic conditions, and environmental integrity of Ashland. Community lifelines and historic structures in Ashland are shown in Figure AA-3 and Table AA-5. FEMA developed the Community Lifelines construct for objective -based response to prioritize the rapid stabilization of these facilities after a disaster. Mitigating these facilities will increase the community's resilience. Figure AA-3 Ashland Community Lifelines and Historic Structures Jurisdiction Boundaries Urban Growth Boundary City Limits Community Lifelines : School Police Station Fire Station Q Public Works • Community Center WW Treatment Plant © Medical Center n Communication Structure Airport • Hazardous Waste Generator — Electric Transmission Lines # Electric Substations Historic Structures * eligible/contributing * eligible/significant not eligible/non-contributing A not eligible/out of period * undetermined 0 0.65 1.3 Miles I i I i I 4v 11-1. 1 Source: Oregon Partnership for Disaster Resilience, Oregon Department of Geology and Mineral Industries 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 22 Earthquake - Community Lifeline Flood Landslide Wildfire Facility Name Lifeline Type Liquefaction Category Hazard Hazard Hazard Hazard Angus Bowmer Theater hazardous materials hazardous waste producer none minimal moderate in WHZ Arco Products Co 4479 hazardous materials hazardous waste producer none minimal low- in WHZ Ashland Comm Hospital hazardous materials hazardous waste producer none minimal low in WHZ Ashland School Dist. #5 - Maintenance hazardous materials hazardous waste producer none minimal low in WHZ Campus Cleaners hazardous materials hazardous waste producer none minimal moderate in WHZ Chevron USA Inc. hazardous materials hazardous waste producer moderate minimal low in WHZ Miller Paint Company Inc. hazardous materials hazardous waste producer low minimal moderate in WHZ Steve Green Aircraft Refinishing hazardous materials hazardous waste producer low minimal high in WHZ Union Pacific Railroad hazardous materials hazardous waste producer none minimal low in WHZ USDO1 FWS National Forensics Lab hazardous materials hazardous waste producer none minimal low in WHZ Sherwin Williams hazardous materials hazardous waste producer none minimal low in WHZ Ashland Center- Womens Health health and medical medical facility none minimal low in WHZ Ashland Community Hospital health and medical medical facility none minimal moderate in WHZ Ashland Orthopedic Associates health and medical medical facility none minimal low in WHZ Ashland Pediatrics health and medical medical facility none minimal low in WHZ Center For Internal Medicine health and medical medical facility none minimal low in WHZ Planned Parenthood -Ashland Health Center health and medical medical facility none minimal low in WHZ Retina & Vitreous Center -South health and medical medical facility none minimal low in WHZ Ashland Family YMCA safety and security community center none minimal moderate in WHZ Southern Oregon University safety and security school none minimal moderate in WHZ As h I a nd Fi re And Res cue safety and security fire station none minimal low in WHZ Ashland Fire And Rescue Station safety and security fire station none minimal low in WHZ Ashland High School safety and security school none minimal moderate in WHZ Ashland Middle School safety and security school none minimal moderate in WHZ As h I a nd Pol i ce Depa rtment safety and security poIicestation none minimal low in WHZ Bellview Elementary School safety and security school none minimal moderate in WHZ Children's World Bilingual Montessori Pre& Kindergarden safety and security school none minimal moderate in WHZ Helman Elementary School safety and security school none minimal moderate in WHZ John Muir Outdoor School safety and security school none minimal low in WHZ Lithia Springs School safety and security school none minimal low in WHZ Pilot Rock Christian School safety and security school none minimal low in WHZ Southern Oregon University Campus Public Safety safety and security school none minimal moderate in WHZ The Siskiyou School safety and security school none minimal moderate in WHZ Walker Elementary School safety and security school none minimal low in WHZ Ashland Municipal Airport transportation airport none minimal low in WHZ Ashland Public Works Department transportation public works none minimal low in WHZ Source: Oregon Department of Geology and Mineral Industries, Ashland NHMP Steering Committee; WHZ = Wildland Hazard Zone (chick link for more information) 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 23 Critical Facilities Facilities that are critical to government response and recovery activities (i.e., life, safety, property, and environmental protection). These facilities include: 911 Centers, Emergency Operations Centers, Police and Fire Stations, Public Works facilities, sewer and water facilities, hospitals, bridges, roads, shelters, and more. Facilities that, if damaged, could cause serious secondary impacts may also be considered "critical." A hazardous material facility is one example of this type of critical facility. Fire Stations: Hospitals/Immediate Medical Care • Ashland Fire & Rescue Stations 1 & 2 Facilities: Law Enforcement: • Asante Ashland Community Hospital • Southern Oregon University — Health • Ashland Police Department Center Public Works: City Buildings: • Public Works and Street Division • Ashland Senior Center (Gathering Building Point) • Parks and Recreation Building • Ashland Planning Division Private: • Ashland Library (County) • Ashland Shopping Center pp g • Ashland Community Development • Ashland Propane (ComDev) • Food Bank • Municipal Court Essential Facilities Facilities that are essential to the continued delivery of key government services and/or that may significantly impact the public's ability to recover from the emergency. These facilities may include City buildings such as the Public Services Building, the City Hall, and other public facilities such as schools. Hospitals/Immediate Medical Care Facilities: • Rogue Community Health - Ashland • Asante Physician Partners • Valley Immediate Care • La Clinica Mobile Unit (Based in Phoenix) Public Schools: • Ashland High School • Ashland Middle School • Bellview School • Helman Elementary School • John Muir School • Walker Elementary School • Willow Wind Community Learning Center (CLC) 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 24 Private Schools: • Children's World Bilingual Montessori Pre -School and Kindergarten • Lithia Springs School • Pilot Rock Christian School • The Siskiyou School Potential Shelter Sites: • All Ashland Schools (Red Cross designates Middle and High Schools) • Ashland Bible Church • Ashland Christian Fellowship • Ashland GracePoint • Bellview Christian Church • Christian Church of Ashland • Church of Christ • Family Life Bible Church • First Baptist Church of Ashland • First Methodist Church • First Presbyterian Church • Grace Lutheran Church • Newman Center • Trinity Episcopal Church • Ashland Gracepoint Church of the Nazarene • Ashland Foursquare Church • Ashland SDA Church • Our Lady of the Mountain Parish • Calvary Baptist Church • Clay Street Community Church • First Congressional United Church of Christ • Green Springs Christian Fellowship • Nevada Street Church of Christ • Alliance Bible Chapel • Faith Tabernacle Church • National Guard Armory • YMCA 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 25 Infrastructure: Infrastructure that provides services for the City includes: Transportation Networks: • Highway 99 • Highway 66 • Eagle Mill Rd • Ashland St • S Mountain Ave • Interstate 5 • E Main St • Tolman Creek Rd • Walker Ave • Oak St • Hersey St • Maple St • Wildfire/Flood Evacuation Routes Special Service Districts: • Southern Oregon Education Service District Water Facilities: • 6 Pump Stations • 57 Pressure Reducing Stations • Water Treatment Plant • 4 Water Reservoirs (above ground with 6.7 million gallons when full) • 1,236 Fire Hydrants • Reeder Reservoir • Hosler Dam • Wastewater Treatment Plant Private Utilities: • Avista Natural Gas • 3 Electric Substations • Communication Towers • Recology Ashland 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 26 Hazard Characteristics The following sections briefly describe relevant information for each profiled hazard. More information on Jackson County Hazards can be found in Volume 1, Section 2 Risk Assessment and in the Risk Assessment for Region 4, Southwest Oregon, Oregon SNHMP (2020). Air Quality The steering committee determined that the City's probability for poor air quality is high (which is the same as the County's Rating) and that their vulnerability to poor air quality is also high (which is the same as the County's Rating). This hazard was not assessed in the previous version of this NHMP. Volume I, Section 2 describes the characteristics of air quality hazards, history, and how they relate to future climate projections (see OCCRI report), as well as the location, extent, and probability of a potential event. Increases in wildfire conditions have shown an increasing potential for air quality hazards. The City of Ashland produced a Community Response Plan for Smoke that was adopted by the Jackson County Board of Commissioners in 2020. This plan provides information and planning for protecting smoke -vulnerable populations from wildfire and prescribed fire smoke. It also details methods for communication and notification about smoke and air quality to the community at large and groups that conduct prescribed burning from Ashland's public health authority. This plan is a living document that the city continues to update in partnership with the Ashland Forest Resiliency Stewardship Protect. The Community Response plan can be found here. Additional information on poor air quality can be found in Volume I, Section 2. Drought The steering committee determined that the City's probability for drought is high (which is the same as the County's rating) and that their vulnerability to drought is high (which is higher than the County's rating). These ratings have not changed since the previous version of this NHMP. Volume I, Section 2 describes the characteristics of drought hazards, history, and how they relate to future climate projections (see OCCRI report), as well as the location, extent, and probability of a potential event. Due to the climate of Jackson County, past and present weather conditions have shown an increasing potential for drought. Ashland draws its main water supply from Reeder Reservoir. Additionally, the Talent Ashland Phoenix (TAP) Intertie and the Talent Irrigation District (TID) are backup resources available for residential use during times of drought. For more information on the future of Ashland's water supply visit their website. Please review Volume I, Section 2 for additional information on this hazard. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 27 Earthquake (Cascadia) The steering committee determined that the City's probability for a Cascadia Subduction Zone (CSZ) earthquake is moderate (which is the same as the County's rating) and that their vulnerability to a CSZ earthquake is high (which is the same as the County's rating). The probability rating decreased, and the vulnerability rating stayed the some since the previous version of this NHMP. Volume I, Section 2 describes the characteristics of earthquake hazards, history, and the location, extent, and probability of a potential event. Generally, an event that affects the County is likely to affect Ashland as well. The causes and characteristics of an earthquake event are appropriately described within Volume I, Section 2 as well as the location and extent of potential hazards. Previous occurrences are well documented within Volume I, Section 2 and the community impacts described by the County would generally be the same for Ashland as well. Figure AA-4 and Figure AA-5 display perceived shaking hazards from a Cascadia Subduction Zone earthquake event. The areas of greatest concern within the city are darker shades of orange. The local faults, the county's proximity to the Cascadia Subduction Zone, potential slope instability, and the prevalence of certain soils subject to liquefaction and amplification combine to give the County a high -risk profile. Due to the expected pattern of damage resulting from a CSZ event, the Oregon Resilience Plan divides the State into four distinct zones and places Jackson County predominately within the "Valley Zone" (Valley Zone, from the summit of the Coast Range to the summit of the Cascades). Within the Southwest Oregon region, damage and shaking is expected to be strong and widespread - an event will be disruptive to daily life and commerce and the main priority is expected to be restoring services to business and residents." As noted in the community profile, approximately 66% of residential buildings were built prior to 1990, which increases the City's vulnerability to the earthquake hazard. Information on specific public buildings' (schools and public safety) estimated seismic resistance, determined by DOGAMI in 2007, is shown in Table AA-6; each "X" represents one building within that ranking category. Of the facilities evaluated by DOGAMI using their Rapid Visual Survey (RVS), one (1) has a very high (100% chance) collapse potential and six (6) have a high (greater than 10% chance) collapse potential. 14 Ibid. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 28 Table AA-6 Rapid Visual Survey Score; Level of Collapse Potential Low Moderate High Very High Facility Site ID* (< 1%) (>I%) (>10%) (100% Schools Ashland High School (Ashland SD 5) Jack sch07 X, X, X X, X, X, X X (201 S Mountain Ave) - See Mitigation Successes Ashland Middle School (Ashland SD 5) Jack_sch06 X (100 Walker Ave) Bellview Elementary School (Ashland SD 5) lack_sch03 X (1070 Tolman Creek Rd) Helman Elementary School (Ashland SD 5) Jack sch04 2007 RVS report did not include (705 Helman St) — structural appendix for this facility. Walker Elementary School (Ashland SD 5) Jack sch05 X (364 Walker Ave) - See Mitigation Successes Public Safety Ashland Fire & Rescue (City of Ashland) Jack_fir11 X (455 Siskiyou Blvd) Ashland Police Department (City of Ashland) Jack_po108 X (1155 E Main St) Hospital Ashland Community Hospital (NFP - Ashland) Jack_hos01 X (280 Maple St) Southern Oregon University Various (see SOU NHMP) Source: DOGAMI 2007. Open File Report 0-07-02. Statewide Seismic Needs Assessment Using Rapid Visual Assessment. "*" Site ID is referenced on the RVS Jackson County Map In addition to building damages, utility (electric power, water, wastewater, natural gas) and transportation systems (bridges, pipelines) are also likely to experience significant damage. There is a low probability that a major earthquake will result in failure of upstream dams. Utility systems will be significantly damaged, including damaged buildings and damage to utility infrastructure, including water treatment plants and equipment at high voltage substations (especially 230 kV or higher which are more vulnerable than lower voltage substations). Buried pipe systems will suffer extensive damage with approximately one break per mile in soft soil areas. There would be a much lower rate of pipe breaks in other areas. Restoration of utility services will require substantial mutual aid from utilities outside of the affected area. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 129 Figure AA-4 Cascadia Subduction Zone Perceived Shaking and Community Lifelines CSZE Perceived Shaking o III Weak 0IV Light V Moderate VI Strong VII Very Strong VIII Severe .IX Violent Jurisdiction Boundaries �_..� Urban Growth Boundary City Limits Community Lifelines j School +? Police Station �} Fire Station Q Public Works • Community Center WW Treatment Plant © Medical Center Communication Structure t Airport • Hazardous Waste Generator — Electric Transmission Lines Electric Substations 0 0.65 1.3 Miles N Source: Oregon Partnership for Disaster Resilience. Oregon Department of Geology and Mineral Industries. Note: To view detail click this link to access Oregon HazVu. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 130 Figure AA-S Cascadia Subduction Zone Perceived Shaking and Historic Structures CSZE Perceived Shaking a III Weak 0 IV Light 0 V Moderate 0 VI Strong 0 VII Very Strong - Vill Severe - Ix Violent Jurisdiction Boundaries r—••� t_••? Urban Growth Boundary [___ `City Limits Historic Structures * eligible/contributing * eligible/significant A. not eligible/non-contributing A not eligible/out of period * undetermined 0 0.65 1.3 Miles I i I i I N A Source: Oregon Partnership for Disaster Resilience. Oregon Department of Geology and Mineral Industries. Note: To view detail click this link to access Oregon HazVu. Earthquake (Crustal) The steering committee determined that the City's probability for a crustal earthquake is low (which is the same as the County's rating) and that their vulnerability to crustal earthquake is moderate (which is higher than the County's rating). These ratings have not changed since the previous version of this NHMP. Volume I, Section 2 describes the characteristics of earthquake hazards, history, as well as the location, extent, and probability of a potential event. Generally, an event that affects the County is likely to affect Ashland as well. The causes and characteristics of an earthquake event are appropriately described within Volume I, Section 2 as well as the location and extent of potential hazards. Previous occurrences are well -documented within Volume I, Section 2 and the community impacts described by the County would generally be the same for Ashland as well. Earthquake -induced damages are difficult to predict and depend on the size, type, and location of the earthquake, as well as site -specific building and soil characteristics. Presently, it is not 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 133. possible to accurately forecast the location or size of earthquakes, but it is possible to predict the behavior of soil at any site. In many major earthquakes, damages have primarily been caused by the behavior of the soil. Figure AA-6 and Figure AA-7 show the liquefaction risk to the community lifelines that are identified Table AA-5 in more detail in as well as the state historic building inventory buildings. Figure AA-6 Liquefaction Susceptibility and Community Lifelines Liquefaction Susceptibility None very Low 0 Low Moderate High . Very High �. Active Faults Jurisdiction Boundaries Urban Growth Boundary City Limits Community Lifelines j School Police Station �k Fire Station A Public Works Community Center WW Treatment Plant © Medical Center n Communication Structure .} , Airport • Hazardous Waste Generator — Electric Transmission Lines Electric Substations 0 0.65 1.3 Miles t i I I I Source: Oregon Partnership for Disaster Resilience. Oregon Department of Geology and Mineral Industries. Note: To view detail click this link to access Oregon HazVu. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 132 Figure AA-7 Liquefaction Susceptibility and Historic Structures Liquefaction N Susceptibility J None '-3 f ��s�,ANti _] Very Low w_ . - -- . ] Low Moderate j High . Very High Active Faults Jurisdiction Boundaries V ' `-".] Urban Growth Boundary City Limits Historic Structures * eligible/contributing a IN i`•. * eligible/significant ,a. not eligible/non-contributing'', A not eligible/out of period ! ; * undetermined I _ '------------- --- I o if — I U :I 0 0.65 1.3 Miles �'- I Source: Oregon Partnership for Disaster Resilience. Oregon Department of Geology and Mineral Industries. Note: To view detail click this link to access Oregon HazVu. Vulnerability Assessment Due to insufficient data and resources, Ashland is currently unable to perform a quantitative risk assessment, or exposure analysis, for this hazard. Identified Community Lifelines that are exposed to this hazard are shown in Table AA-5. Note that even if a facility has exposure, it does not mean there is a high risk (vulnerability). No development changes affected the jurisdiction's overall vulnerability to this hazard. Emerging Infectious Disease The steering committee determined that the City's probability for emerging infectious disease is moderate (which is the same as the County's rating) and that their vulnerability is high (which is the same as the County's rating). These ratings have not changed since the previous version of this NHMP. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 133 Emerging infectious diseases are those that have recently appeared in a population or those whose incidence or geographic range is rapidly increasing or threatens to increase. Emerging infections may be caused by biological pathogens (e.g., virus, parasite, fungus, or bacterium) and may be: previously unknown or undetected biological pathogens, biological pathogens that have spread to new geographic areas or populations, previously known biological pathogens whose role in specific diseases was previously undetected, and biological pathogens whose incidence of disease was previously declining but whose incidence of disease has reappeared (re-emerging infectious disease).15 Volume I, Section 2 describes the characteristics of emerging infectious disease and local history, as well as the location, extent, and probability of a potential event within the region. Generally, an event that affects the County is likely to affect the City as well. Low immunization rates within Jackson County, specifically in Ashland with the large foreign contingency that visits Ashland due to tourism and Southern Oregon University, contribute to the City's vulnerability. Please review Volume I, Section 2 for additional information on this hazard. Flood The steering committee determined that the City's probability for flood is high (which is the same as the County's rating) and that their vulnerability to flood is moderate (which is the same as the County's rating). These ratings have not changed since the previous version of this NHMP. Volume I, Section 2 describes the characteristics of flood hazards, history, and how they relate to future climate projections (see OCCRI report), as well as the location, extent, and probability of a potential event. Portions of Ashland have areas of mapped FEMA flood hazard zones, including areas along the Bear Creek, Clay Creek, and Ashland Creek (Figure AA-8 and Figure AA-9). Furthermore, other portions of Ashland, outside of the mapped floodplains, are also subject to flooding from local storm water drainage. Ashland Creek is the chief source of flooding in Ashland. The creek, which has its origins in the Rogue River National Forest south of the City, is very steep and has a drainage area of approximately 27.S square miles. The creek flows into Reeder Reservoir south of the City; from the reservoir, the creek flows northward and empties into Bear Creek. Clay Creek rises in the hills to the southeast of Ashland, flows northward at the eastern edge of the City and enters Bear Creek to the north.11 Floods in the past, including the 1974 and 1997 floods on Ashland Creek, have caused failures with the Ashland water -supply system. Reeder Reservoir is created by Hosler Dam and is one of the City's chief concerns for flooding. The City maintains a Hosler Dam Emergency Action Plan and has an Early Warning System including cameras. A failure study 15 Baylor College of Medicine, Emerging Infectious Disease, URL: https://www.bcm.edu/departments/molecular-virology-and- microbiology/emerging-infections-and-biodefense/emerging-infectious-diseases, accessed September 17, 2017. 16 FEMA, Flood Insurance Study: Jackson County, Oregon and incorporated Areas, January 19, 2018. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 134 (inundation) map is also maintained on the City's website and shows the commercial and residential properties are at risk during a failure event. The City is at risk from two types of flooding: riverine and urban. Riverine flooding occurs when streams overflow their banks and inundate low-lying areas. This is a natural process that adds sediment and nutrients to fertile floodplain areas. It usually results from prolonged periods of precipitation over a wide geographic area. Most areas are generally flooded by low velocity sheets of water. Urban flooding occurs as land is converted to impervious surfaces and hydrologic systems are changed. Precipitation is collected and transmitted to streams at a much faster rate, causing floodwaters that rise rapidly and peak with violent force. During urban flooding, storm drains can back up and cause localized flooding of streets and basements. These flooding events and subsequent damages are commonly caused by the behavior of Ashland Creek and Bear Creek and their tributaries. Additional risks of flood are posed from Clay Creek, Hamilton Creek, Gaerky Creek, and Kitchen Creek. These urban creeks flow through many subsurface pipe systems that can be plugged by debris during flood events. Figure AA-8 FEMA Flood Hazard Zones and Community Lifelines Flood Hazard Zones No Floodway 1% Chance Flood (100-yr) 0.2% Chance Flood (500-yr) Jurisdiction Boundaries Urban Growth Boundary City Limits Community Lifelines 1 School G; Police Station Fire Station Public works • Community Center WW Treatment Plant © Medical Center IFA-11 Communication Structure -; , Airport • Hazardous Waste Generator — Electric Transmission Lines ® Electric Substations 0 0.65 1.3 Miles N Source: Oregon Partnership for Disaster Resilience. Oregon Department of Geology and Mineral Industries. Note: To view detail click this link to access Oregon HazVu. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 135 Figure AA-9 FEMA Flood Hazard Zones and Historic Buildings Flood Hazard Zones N i Floodway 1% Chance Flood (100-yr) 0.2% Chance Flood (500-yr) h� Jurisdiction Boundaries Urban Growth Boundary ' i_-_City Limits Historic Structures * eligible/contributing * eligible/significant 4: not eligible/non-contributing A not eligible/out of period �r undetermined { -___------------- ,I 0 0.65 1.3 Miles I i I i I 5 Source: Oregon Partnership for Disaster Resilience. Oregon Department of Geology and Mineral Industries. Note: To view detail click this link to access Oregon HazVu. Vulnerability Assessment Due to insufficient data and resources, Ashland is currently unable to perform a quantitative risk assessment, or exposure analysis, for this hazard. Identified community lifelines that are exposed to this hazard are shown in Table AA-5. Note that even if a facility has exposure, it does not mean there is a high risk (vulnerability). No development changes affected the jurisdiction's overall vulnerability to this hazard. Floods can have a devastating impact on almost every aspect of the community, including private property damage, public infrastructure damage, and economic loss from business interruption. It is important for the City to be aware of flooding impacts and assess its level of risk. The City has been proactive in mitigating flood hazards by purchasing floodplain property. The economic losses due to business closures often total more than the initial property losses that result from flood events. Business owners and their employees are significantly impacted by flood events. Direct damages from flooding are the most common impacts, but indirect damages, such as diminished clientele, can be just as debilitating to a business. Following the 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 136 January 1997 flood, businesses in Ashland suffered direct damage from high water and reduced water service resulting from damage to the public water system. The FEMA Flood Insurance Study (January 19, 2018) has a brief history of flooding in Jackson County and Ashland (Volume I, Section 2). Following the 1997 floods, the City of Ashland was without a functional drinking water system for several weeks while repair and sanitization work was performed. Businesses that depended on the Ashland water supply were unable to operate and their employees were without work. The City's central business district is located adjacent to Ashland Creek, which was a chief source of flood problems in the past. Both the 1974 and 1997 flood events caused significant damage to the City and water reservoir. 17Currently, there is no financial impact data available of this infrastructure. It should be noted that major improvements in the culvert at Ashland Creek and Winburn Way will substantially decrease the likelihood of future flooding in the downtown business district. Highway 99 and Interstate 5 are major transportation routes in the Rogue Valley. If major flooding affected all of the bridges in Ashland, traffic flow in and out of the City would be significantly affected, but would not cut all off all avenues. The amount of property in the flood plain is not a large area but damage could be significant as it would affect residential, commercial, and public property. Floodwaters can affect building foundations, seep into basements or cause damage to the interior, exterior and contents of buildings, dependent upon the velocity and depth of the water and by the presence of floating debris. The City sewer system can overflow during flood events and cause further property damage. For mitigation planning purposes, it is important to recognize that flood risk for a community is not limited only to areas of mapped floodplains. Other portions of Ashland outside of the mapped floodplains may also be at relatively high risk from over bank flooding from streams too small to be mapped by FEMA or from local storm water drainage. National Flood Insurance Program (NFIP) FEMA updated the Flood Insurance Study (FIS) and Flood Insurance Rate Maps (FIRMS) in 2018 (effective January 19, 2018). Ashland's Class Rating within the Community Rating System (CRS) is a 9. The City complies with the NFIP through enforcement of their flood damage prevention ordinance and their floodplain management program. The Community Repetitive Loss record for Ashland identifies zero (0) Repetitive Loss Properties18 and zero (0) Severe Repetitive Loss Properties19. Please review Volume I, Section 2 for additional information on this hazard. 17Ibid. 18 A Repetitive Loss (RL) property is any insurable building for which two or more claims of more than $1,000 were paid by the National Flood Insurance Program (NFIP) within any rolling ten-year period, since 1978. A RL property may or may not be currently insured by the NFIP. 19 A Severe Repetitive Loss (SRL) property is a single family property (consisting of 1 to 4 residences) that is covered under flood insurance by the NFIP and has incurred flood -related damage for which 4 or more separate claims payments have been paid under flood insurance coverage, with the amount of each claim payment exceeding $5,000 and with cumulative amount of such claims payments exceeding $20,000; or for which at least 2 separate claims payments have been made with the cumulative amount of such claims exceeding the reported value of the property. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 137 Landslide The steering committee determined that the City's probability for landslide is high (which is the same as the County's rating) and that their vulnerability to landslide is moderate (which is higher than the County's rating). The probability rating stayed the some and the vulnerability rating decreased since the previous version of this NHMP. Volume I, Section 2 describes the characteristics of landslide hazards, history, and how they relate to future climate projections (see OCCRI report), as well as the location, extent, and probability of a potential event within the region. The potential for landslide in Ashland is high and the City's water treatment plant is vulnerable to landslide. The last major landslide event occurred in 1997 associated with the flooding rain events of that year. Landslide susceptibility exposure for Ashland is shown in Figure AA-10 and Figure AA-11. Most of Ashland demonstrates a moderate to high susceptibility to landslide exposure, with corridors of moderate susceptibility concentrated around the outer edges of Highway 99 and Interstate-5. Approximately 18% of Ashland has very high or high and approximately 43% moderate landslide susceptibility exposure.20 Note that even if an area has a high percentage of land in a high or very high landslide exposure susceptibility zone, that does not mean there is a high risk (vulnerability), because risk is the intersection of a hazard and assets. Potential landslide -related impacts are adequately described within Volume I, Section 2 and include infrastructural damages, economic impacts (due to isolation and/or arterial road closures), property damages, and obstruction to evacuation routes. Rain -induced landslides and debris flows can potentially occur during any winter in Jackson County and thoroughfares beyond City limits are susceptible to obstruction as well. The most common type of landslides in Jackson County are slides caused by erosion. Slides move in contact with the underlying surface, are generally slow moving, and can be deep. Rainfall - initiated landslides tend to be smaller; while earthquake induced landslides may be quite large. All soil types can be affected by natural landslide triggering conditions. Vulnerability Assessment Due to insufficient data and resources, Ashland is currently unable to perform a quantitative risk assessment, or exposure analysis, for this hazard. Identified community lifelines that are exposed to this hazard are shown in Table AA-5. Note that even if a facility has exposure, it does not mean there is a high risk (vulnerability). No development changes affected the jurisdiction's overall vulnerability to this hazard. Please review Volume I, Section 2 for additional information on this hazard. 20 DOGAMI Open -File Report, 0-16-02, Landslide Susceptibility Overview Map of Oregon (2016) 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 138 Figure AA-10 Landslide Susceptibility Exposure and Community Lifelines Landslide Susceptibility O Low 0 Moderate . High - Very High Jurisdiction Boundaries Urban Growth Boundary City Limits Community Lifelines t School t� Police Station Fire Station Public Works • Community Center WW Treatment Plant © Medical Center RAI Communication Structure -> , Airport • Hazardous Waste Generator — Electric Transmission Lines e Electrc Substations 0 0.65 1.3 Miles I i I i I Source: Oregon Partnership for Disaster Resilience. Oregon Department of Geology and Mineral Industries. Note: To view detail click this link to access Oregon HazVu. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 139 Fiaure AA-11 Landslide Susceptibility Exposure and Historic Buildin Landslide Susceptibility Low 0 Moderate . High . Very High Jurisdiction Boundaries Urban Growth Boundary __ t City Limits Historic Structures * eligible/contributing * eligible/significant A- not eligible/non-contributing A not eligible/out of period * undetermined 0 0.65 1.3 Miles I i I i I A Source: Oregon Partnership for Disaster Resilience. Oregon Department of Geology and Mineral Industries. Note: To view detail click this link to access Oregon HazVu. Severe Weather Severe weather can account for a variety of intense and potentially damaging weather events. These events include extreme heat events, windstorms, and winter storms. The following section describes the unique probability and vulnerability of each identified weather hazard. Other more abrupt or irregular events such as hail are also described in this section. Extreme Heat Event The steering committee determined that the City's probability for an extreme heat event is high (which is the same as the County's Rating) and that their vulnerability to an extreme heat event is high (which is higher than the County's Rating). This hazard was not assessed in the previous version of this NHMP. Jackson County's NHMP Volume I, Section 2 adequately describes the causes and characteristics of extreme heat, as well as the history, location, extent, and probability of a potential event and 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 140 how it relates to future climate projections (see OCCRI report). Generally, an event that affects the County is likely to affect the City as well. A severe heat episode or "heat wave" occurs about every two to three years, and typically lasts two to three days but can last as many as five days. A severe heat episode can be defined as consecutive days of temperatures in the high 90s and above 100. Severe heat hazard in Southern Oregon can be described as the average number of days with temperatures greater than or equal to 90-degrees Fahrenheit.21 Extreme heat events can and have occurred in the city, and while they typically do not cause loss of life, they are becoming more frequent and have the potential to impact economic activity as well as quality of life and have caused threat to life in some cases. See the Risk Assessment (Volume I, Section 2) for additional information on this hazard. Windstorm The steering committee determined that the City's probability for windstorms is high (which is the same as the County's rating) and that their vulnerability to windstorms is high (which is higher than the County's rating). The probability rating stayed the some and the vulnerability rating increased since the previous version of this NHMP. Volume I, Section 2 describes the characteristics of windstorm hazards, history, and how they relate to future climate projections (see OCCRI report), as well as the location, extent, and probability of a potential event within the region. Because windstorms typically occur during winter months, they are sometimes accompanied by ice, freezing rain, flooding, and very rarely, snow. Other severe weather events that may accompany windstorms, including thunderstorms, hail, lightning strikes, and tornadoes are generally negligible for Ashland. Volume I, Section 2 describes the impacts caused by windstorms, including power outages, downed trees, heavy precipitation, building damages, and storm -related debris. Additionally, transportation and economic disruptions result as well. Damage from high winds generally has resulted in downed utility lines and trees usually limited to several localized areas. Electrical power can be out anywhere from a few hours to several days. Outdoor signs have also suffered damage. If the high winds are accompanied by rain (which they often are), blowing leaves and debris clog drainage -ways, which can lead to localized urban flooding. Please review Volume I, Section 2 for additional information on this hazard. Winter Storm (Snow/Ice) The steering committee determined that the City's probability for winter storms is high (which is the same as the County's rating) and that their vulnerability to winter storms is high (which is higher than the County's rating). The probability rating stayed the some and the vulnerability rating decreased since the previous version of this NHMP. 21 DLCD. Oregon State Natural Hazard Mitigation Plan. 2020. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 141 Volume I, Section 2 describes the characteristics of winter storm hazards, history, and how they relate to future climate projections (see OCCRI report), as well as the location, extent, and probability of a potential event within the region. Severe winter storms can consist of rain, freezing rain, ice, snow, cold temperatures, and wind. They originate from troughs of low pressure offshore that ride along the jet stream during fall, winter, and early spring months. Severe winter storms affecting the City typically originate in the Gulf of Alaska or in the central Pacific Ocean. These storms are most common from November through March. Major winter storms can and have occurred in the Ashland area, and while they typically do not cause significant damage, they are frequent and have the potential to impact economic activity. Road and rail closures due to winter weather are an uncommon occurrence but can interrupt commuter and commercial traffic. Please review Volume I, Section 2 for additional information on this hazard. Volcanic Event The steering committee determined that the City's probability for a volcanic event is low (which is the same as the County's rating) and that their vulnerability to a volcanic event is low (which is the same as the County's rating). These ratings did not change since the previous version of this NHMP. Volume I, Section 2 describes the characteristics of volcanic hazards, and their local history, as well as the location, extent, and probability of a potential event within the region. Generally, an event that affects the County is likely to affect Ashland as well. Ashland is very unlikely to experience anything more than volcanic ash during a volcanic event. Ashland's water supply has a high concentration of sulfur which could increase during a volcanic event. Please review Volume I, Section 2 for additional information on this hazard. Wildfire The steering committee determined that the City's probability for wildfire is high (which is the same as the County's rating) and that their vulnerability to wildfire is high (which is higher than the County's rating). These ratings have not changed since the previous version of this NHMP. Volume I, Section 2 describes the characteristics of wildland fire hazards, history, and how they relate to future climate projections (see OCCRI report), as well as the location, extent, and probability of a potential event within the region. The location and extent of a wildland fire vary depending on fuel, topography, and weather conditions. Weather and urbanization conditions are primarily at cause for the hazard level. Notable wildland fires have occurred in Ashland and it remains a concern due to an increased amount of development along the Wildland-Urban Interface. In addition, the City's watershed is particularly vulnerable and a wildfire in that area would impact its water supply and potentially lead to landslides and increased flooding concerns. Please review Page 17 of the 2016 Ashland Forest Plan for more fire related details. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 142 Ashland, along with Talent, Phoenix, and Medford Ashland, was severely affected by the Almeda Fire in September 2020. Due to initial firefighting efforts less than one dozen structures were damaged by fire within the city limits. The potential community impacts and vulnerabilities described in Volume I, Section 2 are generally accurate for the City as well. Ashland developed a Community Wildfire Protection Plan in 2004. The Rogue Valley Integrated Fire Plan (RVIFP, updated 2019) assesses wildfire risk, maps wildland urban interface areas, and includes actions to mitigate wildfire risk. The City is included in the RVIFP and will update the City's wildfire risk assessment if the fire plan presents better data during future updates (an action item is included within Volume I, Section 4 to participate in updates to the integrated fire plan and to continue to maintain and update their RVIFP). Ashland is within an area of high wildfire prone urban landscape. The City hereby incorporates the RVIFP into this addendum by reference to provide greater detail to sensitivity and exposure to the wildfire hazard. Property can be damaged or destroyed with fire as structures, vegetation, and other flammables easily merge to become unpredictable and hard to manage. Other factors that affect the ability to effectively respond to a wildfire include access to the location and to water, response time from the fire station, availability of personnel and equipment, and weather (e.g., heat, low humidity, high winds, and drought). The City is involved in an ongoing project known as the Ashland Forest Resiliency (AFR) Stewardship Project. AFR is a collaboration between the City, the Nature Conservancy, the U.S. Forest Service, and Lomakatsi Restoration Project, which is working to enhance and protect over 58,000 acres of landscape from Emigrant Lake to Wagner Creek irrespective of ownership. Ashland also participates in Firewise and has a Wildfire Hazard Zone Overlay that dates back to 1992 that, as of 2018, includes all structures within city limits. The City is also considering adopting a wildfire ordinance that would address: • Fire prone vegetation within 3 ft of a structure • 10 ft spacing from tree branches to a chimney • Spacing requirements for existing fire prone trees and shrubs • Additional fuel break size for lots with more than 20% slope Figure AA-12 and Figure AA-13 show burn probability in Ashland for community lifelines and historic buildings. Vulnerability Assessment Due to insufficient data and resources, Ashland is currently unable to perform a quantitative risk assessment, or exposure analysis, for this hazard. Identified community lifelines that are exposed to this hazard are shown in Table AA-5. Additionally, all structures in the city are considered exposed to wildfire, directly or indirectly, and are within the Wildfire Hazard Zone. Structures within the city have to comply with the requirements of the zone (link). Note that even if a facility has exposure, it does not mean there is a high risk (vulnerability). No development changes affected the jurisdiction's overall vulnerability to this hazard. Please review Volume I, Section 2 for additional information on this hazard. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 143 Figure AA-12 Burn Probability in Ashland and Community Lifelines Burn probability u Urban - Very Low ® Low Low Moderate f7 Moderate 0 High Moderate High Very High Jurisdiction Boundaries Urban Growth Boundary City Limits Community Lifelines l School Q Police Station Fire Station ® Public Works • Community Center WW Treatment Plant © Medical Center 1[-Al] Communication Structure -t , Airport • Hazardous Waste Generator — Electric Transmission Lines • Electric Substations 0 0.65 1.3 Miles I i I i I w Source: Oregon Partnership for Disaster Resilience. USFS Pacific Northwest Region Wildfire Risk Assessment (PNRA) Note: To view detail click this link to access Oregon Explorer's CWPP Planning Tool. Note: All structures within the city are in the Wildfire Hazard Zone (link). 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 144 Figure AA-13 Burn Probability in Ashland and Historic Buildings Burn probability 0 urban - Very Low ® Low 0 Low Moderate Moderate High Moderate High . Very High Jurisdiction Boundaries L- -1 Urban Growth Boundary i___ City Limits Historic Structures * eligible/contributing * eligible/significant AP not eligible/non-contributing ♦ not eligible/out of period * undetermined 0 0.65 1.3 Miles I i I i I N Source: Oregon Partnership for Disaster Resilience. USFS Pacific Northwest Region Wildfire Risk Assessment (PNRA) Note: To view detail click this link to access Oregon Explorer's CWPP Planning Tool. Note: All structures within the city are in the Wildfire Hazard Zone (link). 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 1 45 Attachment A: Public Involvement Summary Members of the steering committee provided edits and updates to the NHMP prior to the public review period as reflected in the final document. In addition, a survey was distributed that included responses from residents of Ashland (Volume III, Appendix F). To provide the public information regarding the draft NHMP addendum, and provide an opportunity for comment, an announcement (see below) was provided from September 13 through October 2 on the City's website. The plan was also posted and announced on the County's website. There was one comment provided that has been reviewed and integrated into the NHMP as applicable. Additional opportunities for stakeholders and the public to be involved in the planning process are addressed in Volume III, Appendix B. A diverse array of agencies and organizations were provided an opportunity to provide input to inform the plan's content through a variety of mechanisms including the opportunity for comment on the draft plan. The agencies and organizations represent local and regional agencies involved in hazard mitigation activities, those that have the authority to regulate development, neighboring communities, representatives of businesses, academia, and other private organizations, and representatives of nonprofit organizations, including community - based organizations, that work directly with and/or provide support to underserved communities and socially vulnerable populations. For more information on the engagement strategy see Volume II, Appendix B. 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 146 Website Posting Public comment on the 2023 Natural Hazard Mitigation Plan Update is open The City of Ashland seeks public input on update to the Jackson County Muni -jurisdictional Natural Hazard Mitigation Plan -Public comment on the Ashland addendum for the plan will be accepted through Monday, October 2. 2023. The City of Ashland in coordination with Jackson County is in the process crF updating the existing Natural Hazard Mitigation Plan (NHMP) for Jackson County. This work is being performed in cooperation with the University of Oregon's Institute for Policy Research and Engagement - Oregon Partnership for Disaster Resilience and the Oregon Department of Emergency Management utilizing funds obtained from the Federal Emergency Management Agency's (FEMA) Hazard Mitigation Grant Program. The NHMP is required to be updated and readopted every five (5)years. With readoption of the plan, Ashland will regain its eligibility to apply for federal funding toward natural hazard mitigation projects. This local planning process includes a wide range of representatives from city and county government. emergency management personnel, and outreach to members of the public in the form of an electronic survey. A natural hazard mitigation plan provides communities with a set of goals, action items and resources designed to reduce risk from future natural disaster events. Engaging in mitigation actinides provides jurisdictions with a number of benefits, including reduced loss of life, property, essential services, critical facilities and economic hardship; reduced short-term and long-term recovery and reconstruction costs` increased cooperation and communication within the communitythrough the planning process; and increased potential for state and federal funding for recovery and reconstruction projects. An electronic version afthe updated draft Ashland NHMP addendum is available for formal public comment beginning Wednesday. September 13, 2023, through Monday. October 2, 2023. View the draft. To provide public comment, please describe the feed back and referenre page number, table or figure of concern: 1. Send an email to JacksonEm@jacksnncounty.org 2. Fax to 541.774.6705 3. Mail or drop-off hard copies: 10 S Oakdale, Rm 214, Medford OR 97501 More on the 2023 Natural Hazard Mitigation Plan Update arjacksoncountyor.orglemergency. Questions regarding the Ashland NHMP addendum or the update process in general, should be directed to Kelly Burns. Emergency, Management Coordinator, at 541.8&32299. kelly.burns@ashian d.or.us: or Michael H oward, Director for the Oregon Partnership for Disaster Resilience, in rhowa rd @-u o regon.ed u. 'We are better togrdmwr Info on the City of Ashland Emergence Preparedness, including signing up for Everbridge Citizen Alert at ashland.or-us/6etterPrepared, or go directly to the Citizen Alert registration page. OEnd x s5u_rz2= 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 147 Ashland Steering Committee Steering committee members possessed familiarity with the community of Ashland and how it is affected by natural hazard events. The steering committee guided the update process through several steps including goal confirmation and prioritization, action item review and development, and information sharing, to update the NHMP and to make the NHMP as comprehensive as possible. The steering committee met formally on the following date: Meeting #1: Ashland steering committee, February 14, 2023 (via Zoom) During this meeting, the steering committee reviewed the previous NHMP, and were provided updates on hazard mitigation planning, the NHMP update process, and project timeline. The steering committee: • Updated recent history of hazard events in the city. • Reviewed and confirmed the County NHMP's mission and goals. • Discussed the NHMP public outreach strategy. • Reviewed and provided feedback on the draft risk assessment update including community vulnerabilities and hazard information. • Reviewed and updated their existing mitigation strategy (actions). • Reviewed and updated their implementation and maintenance program. Meeting Attendees: • Kelly Burns, Emergency Management Coordinator • Chris Chambers, Ashland Fire Department 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 148 Attachment B: Action Item Changes Table AA-7 is an accounting of the status (complete or not complete) and major changes to actions since the previous NHMP. All actions were renumbered in this update to be consistent with other jurisdictions that are participating in the multi -jurisdictional NHMP. Actions identified as still relevant are included in the updated action plan (Table AA-1). Previous NHMP Actions that are Complete: Wildfire #4, "Wildfire Mitigation Ordinance." Complete. Ashland developed their Wildfire Safety Ordinance (effective October 18, 2018). Link Previous NHMP Actions that are Not Complete and No Longer Relevant: None identified. Table AA-7 Status of All Hazard Mitigation Actions in the Previous Plan 202 _ .., �a �.�. .. �.. _,. . till Relevant? 201 8 Action Item Action Statu (Yes/No) Item Multi -Hazard #1 1.1 Not Complete Yes Multi -Hazard #2 1.2 Not Complete Yes Multi -Hazard #3 1.3 Not Complete Yes - 1.4 New - Air Quality Mitigation - 2.0 New - Drought Mitigation Items - 3.0 New • Earthquake- Earthquake #1 4.1 Not Complete Yes Earthquake #2 4.2 Not Complete Yes Earthquake #3 4.3 Not Complete Yes Earthquake #4 4.4 Not Complete Yes Emerging Infectious Disease Mitigation Items - 5.0 New - Flood Mitigation Items Flood #1 6.2 Not Complete Yes 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 149 2023 Still Relevant? 2018 Action Item Action Status (Yes/No) Item Flood #2 6.3 Not Complete Ye'; - 6.1 New Landslide Mitigation Items Landslide #1 7.1 Not Complete Yes Severe Weather - 8.0 New - Volcanic Event Mitigation Items - 9.0 New Wildfire Mitigation Items Wildfire #1 10.1 Not Complete Yes Wildfire #2 10.2 Not Complete Yes Wildfire #3 10.3 Not Complete Yes Wildfire #4 - Completed - - 10.4 New - 0 1 Jackson County NHMP 2023: Ashland Addendum Page AA 150 RESOLUTION NO.2024-04 A RESOLUTION ADOPTING THE CITY OF ASHLAND'S REPRESENTATION IN THE UPDATES TO THE JACKSON COUNTY MULTI -JURISDICTIONAL NATURAL HAZARDS MITIGATION PLAN RECITALS: A. The City of Ashland recognizes the threat that natural hazards pose to people, property, and infrastructure within our community; and B. Undertaking hazard mitigation actions will reduce the potential for harm to people, property and infrastructure from future hazard occurrences; and C. An adopted Natural Hazards Mitigation Plan is required as a condition of future funding for mitigation projects under multiple FEMA pre- and post -disaster mitigation grant programs; and D. The City of Ashland has fully participated in the FEMA prescribed mitigation planning process to prepare the Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan, which has established a comprehensive, coordinated planning process to eliminate or minimize these vulnerabilities; and E. The City of Ashland has identified natural hazard risks and prioritized a number of proposed actions and programs needed to mitigate the vulnerabilities of the City of Ashland to the impacts of future disasters within the Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan; and F. These proposed projects and programs have been incorporated into the Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan that has been prepared and promulgated for consideration and implementation by the cities of Jackson County; and G. The Oregon Office of Emergency Management and Federal Emergency Management Agency, Region X officials have reviewed the Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan and pre -approved it as of, January 9, 2024, contingent upon the official adoption of all participating governments and entities; and H. The Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan is comprised of three volumes: Volume I -Basic Plan, Volume II — Appendices, and Volume III — City Addenda, collectively referred to herein as the "NHMP"; and I. The NHMP is in an on -going cycle of development and revision to improve its effectiveness; and J. The City of Ashland adopts the NHMP and directs the Mayor to develop, approve, and implement the mitigation strategies and any administrative changes to the NHMP. Resolution No. 2024-04 Pagel of 2 THE CITY OF ASHLAND HEREBY RESOLVES AS FOLLOWS: SECTION 1. Now, therefore, be it resolved, that the City of Ashland adopts the Jackson County Multi - Jurisdictional Natural Hazards Mitigation Plan as an official plan. A copy of the plan is attached hereto as Exhibit A; and SECTION 2. Be it further resolved that the City of Ashland will submit this Resolution adopting the Jackson County, Multi -Jurisdictional Natural Hazard Mitigation Plan to the Oregon Office of Emergency Management and Federal Emergency Management Agency, Region X officials to enable final approval of the Jackson County, Multi -Jurisdictional Natural Hazards Mitigation Plan. This resolution was duly PASSED and ADOPTED this day of , 2024, and takes effect upon signing by the Mayor. Alissa Kolodzinski, City Recorder SIGNED and APPROVED this day of 52024. Tonya Graham, Mayor Reviewed as to form: Douglas M. Nfc6eary, Ac'bfig City Attorney Resolution No. 2024-04 Page 2 of 2 Version 1 (based on Chicago Ceasefire Resolution) WHEREAS, Chapter I of the United Nations Charter states that the purpose of the United Nations is "to maintain international peace and security, and to that end: to take effective collective measures for the prevention and removal of threats to the peace, and for the suppression of acts of aggression or other breaches of the peace, and to bring about by peaceful means, and in conformity with the principles of justice and international law, adjustment or settlement of international disputes or situations which might lead to a breach of the peace;" and WHEREAS, Chapter I of the United Nations Charter further states that the purpose of the United Nations is "to develop friendly relations among nations based on respect for the principle of equal rights and self- determination of peoples, and to take other appropriate measures to strengthen universal peace;" and WHEREAS, the United Nations General Assembly shall act if the Security Council, "because of lack of unanimity of the permanent members, fails to exercise its primary responsibility for the maintenance of international peace and security in any case where there appears to be a threat to the peace, breach of the peace, or act of aggression;" and WHEREAS, the UN General Assembly convened an emergency meeting in which 153 out of 186 member nations voted in favor of adopting a resolution demanding "immediate humanitarian ceasefire" in Gaza, the "immediate and unconditional release of all hostages," and "ensuring humanitarian access"; and WHEREAS, on January 26, 2024 the International Court of Justice interim ruling found that the state of Israel is plausibly committing acts of genocide in Gaza and ordered Israel to take immediate and effective measures to stop and prevent those acts; and WHEREAS, on January 31, 2024 the United States District Court Northern District of California affirmed the ICJ's ruling that Israel is plausibly committing acts of genocide in Gaza; and WHEREAS, more than 27,400 Palestinians have been killed in Gaza in over 120 days since October 7, 2023, including over 12,000 children, and more than 66,800 Palestinians have been injured in the same period; and WHEREAS, 90% of the population in Gaza is suffering from "acute food insecurity" and more than 80% of all people currently classified as starving worldwide are in Gaza; J4 Alissa Kolodzinski From: City of Ashland, Oregon <administration@ashland.or.us> Sent: Monday, February 19, 2024 5:55 PM To: City Recorder; Dorinda Cottle Subject: Council Public Testimony Form Submitted [EXTERNAL SENDER] *** FORM FIELD DATA*** Full Name: Linda Adams Phone: (541)554-1544 Email: lindaforashland@gmail.com Meeting Date : 2/20/2024 Type of Testimony: WRITTEN Written Testimony: February 19, 2024 Mayor and Councilors, RE: First Reading of Ordinance 3232 Adopting the Parks, Trails and Open Space Map As a citizen and as a member of the Transportation Advisory Committee, I urge you to adopt the first reading of the Parks, Trails and Open Space Map as adopted by the Parks Commission. No changes need be introduced. ?Whereas clauses? from both Parks and the Planning Commission regarding the Central Bike Path(CBP) are superfluous, although appreciated, to the ordinance as support for considering the Central Bike Path as a priority will be needed in the public engagement process of the Transportation System Plan Update beginning (hopefully) this year. Extension of the CBP, improvements on the CPB, connectivity of other roadways/pathways across the CBP will all be considered during the planning process as well as to be identified as any other Transportation and/or Park Capital Improvement Projects. As noted in the Staff Report, ?APRC further considered that the extension of the Central Bike Path would primarily fall under the jurisdiction of Public Works to realize through the Transportation System Plan as it pertains to urban connectivity concerning road and railroad rights -of - way.? If Council wishes to set as policy that the Central Bike Path be extended, expanded and improved as a priority by resolution based on the various goals of the community, this should happen outside of the approval of the Ordinance and go through a thorough public engagement process as will be afforded in the Transportation System Plan Update. Linda Adams 642 Oak Street Ashland (541)554-1544 *** USER INFORMATION *** SubscrlberlD: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 Remote Host: 66.241.70.76 Remote User: NAP most UGa PARKS TRAILS AND OPEN SPACE WI Tv 0 IN -A S H LEA N D 4Dsa6 Pofs Pfopdrty to Acqurfc POMIan or Moo to Acgwefa to 1+{xrrar•,(G attwt� h v Ily ••• • •IrOsq /40" ROn GSN• dom -rt" rRr R :nhn.artY M M rNRr.n MRywnCMr "in pN aeesti rrt.t WIIa P%al of 0ch da'Cref Cntcu ewreeea.hl ---. A. .r..&—t— a re9lrr+rlM/r ` NOT TO SCAIf N + I F;� � 16��t f �•i f.� i\ .4 Y a' j _._ram—� _.. •; 1 _."• 'ice ._. //. `a 1 i M1 � -t Ashland is Works glad agency Y Y.r.r• .. _ _ Wbean Gerwrtn Bouiuorr WIhw" Cfy was PvbNc land OwftomAW Ott -Ow Qd Forait IMCh CityChi,"I d Non #pv:4 tnnw us roast SaNica imhlurd Purss:" • (Y11 Nryt ft pty IIwF Fn't W p•WyW Iw P04000 Vol" Ibtls mU r{wrgn t11e Protecno •(R2)Nreghrs C+efM focal trosca.da .rna pressclNn tar Ilpa— a. • (N]) Ovary Peal cmwr abtn anisenem a. t Sorts Yao" Of aoay'YLM Mom aerwa+a.• be MIT Pr~ teetwa — .saYr hem r• 1 al NM but ae.0 too m"X0 de Vbw.-* w p.eswro M MN NnfJbeim a and on woo tlwfnndl • (NI c YS I ►Yrlorwl cry Cartla � r.m- re.tna wvom apnreaef w"Spe hubeta and Polf." paamseevnbcvdecaw Uc • (061 of —da IS to forth ununhan 4- (aeor Cs Corttdotl "m van • (N7) Aopeery ocwss 9" aww—& fepw, cw, 0 • (Na) sYsu.re area vele•rYM am$ cerwt�cefat tn� nporran +ale • (Ntl) Mar cmas npavervfaadplorl catch ao .os d U.Sh Mprr.fort park SMF4.epn ewo. M f� nahsol ofet d.w a poem rreh o Ptn of dv Grew all Wft • (Ole) Ilram- A.e lest Mari %t— h•rNr tpo 1MAs T w n wipalkn Utch ?o0-1 •^`"� • (Yq ♦V NISI YreY eAr'welwte/tsl �Int oreeal Trc oaretsaWnY • (NM) MO trawM sae". % rewn and an Fnw s W ttYee toll ar+r pnwu Papeq on .ott frf. r 0mr4w uba a M.Ner opt ptst uMb Pon 1 ow, h `•t limom, Nan lecanw.rsrrM pwcnam yt propattt •� •(NIB IL d" SChaM Cr *—I m tJeCl d rerghaw t Pas w.Yrn • ease of o1 ,"Kft th Moor taw-rr, p I06~ts n bs ae.t . (Yla • al) dowry S.1hvt m In.wt?utbon hblaC/ Connect, Sd.rlettrn 0-Awnb \. M(rtba hOOds wtlh Vial Mtrly% R •(Yf�)teynan Crafalytalbr• arwd Mea poran ' `a3, MID+oa'neoa po.h xr. • to19) Ctthnal oft Path edrrson to wfnt r� afr fn ufban srow"% boveidatess •• Ties is 1D Csrw7 plc Via N Pm ammwgd final versnr of the nllref Psrhs and CCen Spate MfP Swrud Ufryv .. DnM Cory Necmdef Date Ashland City Council - 2/20/2024 Gary Shaff, 516 Herbert St For Ashland Households, the High Cost of Transportation Means Housing is Less Affordable Transportation cost burden falls the hardest on lowest income families; lower income households spent 30% of their after-tax income on transportation in 2022.1 m 0) a) N X N f�0 v7 � M aci m ay aXi 8c o c r o o (n C c c`6 y F- a 50 5 c m m 40 6 30 C a io Figure 1. Percent of After-tax Income Spent on Transportation by Income Quintile, 2004-2022 45 40 Lowest income quintile (bottom 20%) 35 30 2nd 20% 25 3rd 20% 4th 20% I 20 --- .. -- i----- ---•- ,.. 15 10 All income levels Highest income quintile (top 20%) 0 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 N Oh Oro O'1 00 O°' �O ,��. ,��, ,�3 ,�R �O ,�0 ,�1 ,�0 N°' O '� rt• If',roz rpo rt0 r10 'O 'P ' r�0 rt0 'Lp r10 rp rP rL0 rL0 r�0�' rLO�' rLO�' Percent of After-tax Income Spent on Transportation Expenditure by Househol with No Vehicle vs. Households with One or More Vehicles by Income Quintile Households with No Vehicle 20 Highest 10 Lowest 3rd 2nd 4th 0 16 10 rl0 rl0 rL0 'P ,L01' Households with at Least One Vehicle 50 Lowest 40 30 2nd 4th 20 10 Highest 0 r10 r10 ry0 rL0 r10 r10 rL0 r10 Empowering households to live in Ashland without the burden of owning, maintaining, insuring, fueling, registering, and repairing an automobile would, according to the American Automobile Association, reduce household transportation expenses by $1,000 per month or more. Those savings would serve to make housing more affordable, increase disposable income, and boost financial security. Ashland City Council — 2/20/2024 Gary Shaff, 516 Herbert St Below is the estimated household budget for a single person living in the Medford Metro area. Transportation expenditures are greater than the cost of housing. MONTHLY COSTS 1 adult and no children Medford metro area HOUSING $861 FOOD $368 CHILD CRRE $0 TRRNSPORTRTION $991 HEALTH CRRE $489 OTHER NECESSITIES $435 TAXES $703 MONTHLY TOTAL $3,847 ANNUAL TOTAL $46,165 Economic Policy Institute - https://www.epi.org/resources/budget/?mc cid=1c8b10b0ee accessed 2/2024 1 US. Department of Transportation Statistics, Bureau of Transportation Statistics, https://www.bts.dot.gov/data- spotlisht/household-cost-transportation-it-affordable (accessed 212024) Updated 2/20/24 SPEAKER REQUEST FORM Submit this form to the City Recorder prior to the discussion item. 1) You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the City Recorder 5) speakers are solely responsible for the content of their statement Date: Name: Please Print) Ashland Resident: r I DYES E] NO City: S"-J `I C° `'rk Agenda Topic/Item Number: Public Forum Topic (Non -agenda Item): C}2C_S"e C�,'r'p-, Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the City Council, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. qSPEAKER REQUEST FORM nAfti Submit this form to the City Recorder prior to the discussion item. 1) You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the City Recorder 5) Speakers are solely responsible for the content of their statement Date: 41` ' Name: (Please Print) '�/� *V, r ckc, Ashland Resident: YES [:3 �/� NO City: l" &J D f4 Agenda Topic/Item Number: Public Forum Topic (Non -agenda item): Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the City Council, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. SPEAKER REQUEST FORM ,aift Submit this form to the City Recorder prior to cp�7 the discussion item. 1) You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the City Recorder 5) speakers are solely responsible for the content of their statement Date: �4- 20 Name: (Please Print) All T65f Ashland Resident: MYES NO City: Agenddapy Number: Public Topic (Non -agenda Item): Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the City Council, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. SPEAKER REQUEST FORM Submit this form to the City Recorder prior to the discussion item. 1) You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the City Recorder 5) speakers are solely responsible for the content of their statement Date: Name: (Please Print) &'�, "q-C(A Ashland ReONO t: YES City: Pt Agenda To is/Item N tuber: Public Forum plc Noon -agenda Item): ce�.�,e f'� l e Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the City Council, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. SPEAKER REQUEST FORM Submit this form to the City Recorder prior to the discussion item. 1) You will be called forward when it is your turn to speak 2) state your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the City Recorder 5) Speakers are solely responsible for the content of their statement Date: Name: (Please Print) A N-T)" TL_P �,j &t�--Low e � Ashland Resident: ffy E S E]NO City: Agenda Topic/Item Number: Public Forum Topic (Non -agenda Item): 15� LT crTj GA Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the City Council, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. FASPEAKER REQUEST FORM ,l Submit this form to the City Recorder prior to the discussion item. 1) You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the City Recorder 5) Speakers are solely responsible for the content of their statement Date: I v' -e- I� 2 Name: (Please Print) J�6L Y I Iq b(0-41��-FI dw FY nd Resident:ES ❑ NO City: Agenda Topic/Item Number: Public Forum Topic (Non -agenda Item): Please respect th order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the City Council, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. 1 W SPEAKER REQUEST FORM ,� Submit this form to the City Recorder prior to f the discussion item. 1) You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the City Recorder 5) Speakers are solely responsible for the content of their statement Date: Name: (Please Print) S� //1e Ashland Resident: ES ❑ NO City: Agenda Topic/item Number - Public Forum Topic (Non -agenda Item): Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the City Council, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. .` SPEAKER REQUEST FORM Submit this form to the City Recorder prior to Z the discussion item. 1) You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the City Recorder 5) Speakers are solely responsible for the content of their statement Date: Name: Please Print) MAP Ashland Re ident: [2-11E E]NO City: Agenda Topic/Item Number: X # 2 0 r &%vicL`n ce- f�i,5&ffPL ,, tt Public Forum Topic (Non -agenda Item): Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the City Council, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. SPEAKER REQUEST FORM WLFTIAIMI Submit this form to the City Recorder prior to the discussion item. 1) You will be called forward when it is your turn to speak 2) state your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the City Recorder 5) speakers are solely responsible for the content of their statement Date: 20 Name: (Please Print) S Ashland esident: YES F]NO City: Agenda Topic/Item Number: Public Forum Topic (Non -agenda Item): 3t VF- tl ti ��l nIQ I f b ti-Z"�T t oR� Please respect the order of proceed in and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the City Council, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. i<�CIiv OF ASHLAND A PROCLAMATION IN HONOR OF THE 150 YEAR ANNIVERSARY OF THE ASHLAND POLICE DEPARTMENT WHEREAS, The Ashland Police Department was founded in 1874, and, WHEREAS, over the last 150 years hundreds of men and women have worked toward ensuring public safety of this community, and, WHEREAS, the Ashland Police Department has developed into a progressive, professional police organization, pioneering special programs and striving for the highest standards of customer service and, WHEREAS, the Ashland Police Department prides itself on partnering with the community to promote public safety while building mutual trust and inclusiveness, and, WHEREAS, the Ashland Police Department serves the community employing Fairness, Integrity and Respect For All, and, WHEREAS, the police officer's badge is recognized as a symbol of the authority granted to the officer by the community, NOW, THEREFORE, I, Tonya Graham, on behalf of the City of Ashland, do hereby proclaim 2024 as the 150th Anniversary of the founding of the Ashland Police Department, and on behalf of the Council and community thank all members of the Ashland Police Department, past and present for their dedicated service, and support the current officers in wearing commemorative 150th Anniversary badged throughout the year. /n Ash/and we are Better Together. Dated this 20th day of February 2024 . )" & J,— Tonya G aham, Mayor Alissa Kolodzinski, City Recorder -CITY Of ASHLAND A Proclamation in honor of Black History Month 2024 WHEREAS, Black History Month, first proposed by scholar Carter G Wilson in 1926, seeks to rightfully center the role of Black Americans in our national narrative; and WHEREAS, this year's theme, 'Black Americans and the Arts' celebrates the profound and evolving impact of Black artistry on our culture, national identity and social movements that have spanned the world over. Through literature, music, architecture, dance, film and every conceivable medium in between. Black artists and intellectuals have used their talents to honor their heritage, educate and inspire, and open minds and hearts. WHEREAS, Black art has been a powerful agent of change and social uplift throughout our nation's history. Many and varied forms of creative expression have had a pivotal role in opening new dialogues, challenging us to examine hard truths, and inspiring us to work toward something better. During Black History Month, let us draw inspiration from this legacy as we continue together on the path toward equality, liberty, and opportunity for all. Our shared history shows us that we rise and fall together, an enduring lesson reflected in the words of Dr. Maya Angelou "The truth is no one of us can be free until everybody is free." NOW, THEREFORE, I, Tonya Graham, Mayor of the City of Ashland, Oregon, on behalf of the City Council, do hereby proclaim the month of February 2024 as Black History Month and call upon the people of Ashland to observe this month with appropriate reflection and learning and to continue our efforts to create a more just and equitable community. In Ashland we are Better Together. Dated this 20th day of February 2024 Tonya Graham, Mayor Alissa Kolodzinski, City Recorder