HomeMy WebLinkAboutAirport Packet December 2021
AIRPORT COMMISSION
A GENDA
Virtual Zoom Meeting
D e c e m b e r 7 th, 202 1 9 : 3 0 A M
CALL TO ORDER: 9:30 AM
1. ROLL CALL – MEETING RECORDED
2. APPROVAL OF MINUTES: November 2nd, 2021 MEETING
3. COMMISSIONER ANNOUNCEMENTS:
4. PUBLIC FORUM:
1. Public Forum Comments to be submitted in writing by 10am December 6th, 2021
to chance.metcalf@ashland.or.us
2. Comments on agenda items to be submitted in writing by 10am December 6th,
2021 to chance.metcalf@ashland.or.us
3. If you are interested in watching the meeting via zoom please contact
chance.metcalf@ashland.or.us by 10am December 6th, 2021. Interested parties
will be sent a zoom link and admitted into the meeting on mute with no video.
5. UNFINISHED BUSINESS:
A. Airport Security
B. Airport Solar Project Update
C. Action Item List:
a. Airport Commission Member Vacancy
b. Airport Maintenance Plan
c. Airport Flight Path Trees
d. Airport Emergency Preparedness
6. NEW BUSINESS:
A. Out of Service Aircrafts
B. Capital Budget Update
C. Good Neighbor Items
7. FBO REPORT(S):
A. Attached
8. NEXT MEETING AGENDA ITEMS:
9. NEXT MEETING DATE: January 4th, 2021 9:30 AM
10. ADJOURNMENT:
Call Chance at 541-552-2448 if you will be unable to attend!
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900).
Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure
accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).
Ashland Airport Commission
2019
Name Title Telephone Mailing Address Email Address Term
George Schoen
Jeff Dahle
Commission Member
Commission Chair
415-298-4516
775-843-0996
610 Ashland St.
348 Pearl St.
George.schoen@sbcglobal.net 2023
jrdahle@gmail.com 2022
Daniel Palomino Commission Member 541-488-1964 2020 Jasmine Ave.Dpal71@gmail.com 2023
Patricia Herdklotz Commission Vice Chair 541-552-0592 384 Clinton St.revpatt@jeffnet.org 2022
Bernard Spera Commission Member 541-488-7461 260 Skycrest Dr.SpBRN3@aol.com 2024
David Wolske Commission Member 541-944-1885 1390 Frank Hill Rd.david@davidwolske.com 2024
Jerry Campbell Commission Member 760-583-9873 124 Alida St.jerry@jlcampbell.net 2023
Open Commission Member Open Open Open.com 2022
Andrew Vandenberg Commission Member 509-703-3591 2029 Grey Eagle Dr.andrew@skinneraviation.com 2024
Shaun Moran Council Liaison None 20 E. Main Street shaun.moran@council.ashland.or.us 2022
Bob Skinner Fixed Base Operator 403 Dead Indian Memorial Rd. bob@skinneraviation.com
Staff Support
Scott Fleury Public Works Director 541-488-5347 20 E. Main Street scott.fleury@ashland.or.us
Kaylea Kathol Project Manager 541-552-2419 20 E. Main Street kaylea.kathol@ashland.or.us
Chance Metcalf Project Manager 541-552-2448 20 E. Main Street chance.metcalf@ashland.or.us
Open Permit Technician 541-552-2428 20 E. Main Street Open@ashland.or.us
ASHLAND AIRPORT COMMISSION
MINUTES
November 2nd, 2021
Ashland Airport Commission
November 2nd, 2021
Page 1 of 2
These Minutes are pending Approval by the Commission
CALL TO ORDER: @ 9:30am
Roll Call: Meeting Recorded
Members Present: Andrew Vandenberg, Jerry Campbell, Patricia Herdklotz, Bernard Spera, David Wolske
FBO Present: Bob Skinner
Members Absent: George Schoen, Daniel Palomino, Jeff Dahle
Council Member Present: None
Staff Present: Chance Metcalf, Kaylea Kathol
Guests: Greg Reince (Century West Engineering)
1. APPROVAL OF MINUTES - 10/05/21
Spera moves to approve minutes as written, Wolske seconds, All ayes, motion carries.
2. Commissioner Announcements – None
3. Public Forum – None
4. Unfinished Business
A. Airport Security – Has not meet, no further discussion
B. Airport Solar Project Update – Metcalf States we have received a proposal from Ashland
Solar Co-op, and it is currently being reviewed by staff. The proposed lease does not have
certain provisions the City was expecting and currently does not work for the Airport. The
Staff and ASC are looking for ways to move forward to benefit both parties.
C. Taxiway Rehabilitation Project Update – Greg Reince from Century West Engineering
provided an update. Change of scope – will do full reconstruct on most of the taxiway due to
geo tech results of the soil. Also, shifting the taxiway centerline to correct an existing 13’ jog to
the east. This will align the whole taxiway parallel to the runway. Bid opening is scheduled for
March 2022. Submit for FAA grant, then start construction around August of 2022 after grnat
award. Wolske questioned effect of centerline shift of future hangars and/or width of runway.
Reince stated no impact on runway and unsure of future impact on hangars. Herdklotz
expressed concern that construction would not interfere with Airport Day. Reince does not
believe there will be any overlap.
D. Action Item List-
a. Commission Member Vacancies – Not discussed
b. Airport Maintenance Plan – Not discussed
c. Flight Path Trees - Kathol presented bid results and announced the City’s intent to
award to Canopy. To show support, Wolske moved to advance the contract,
Campbell Seconds, all ayes, motion carries. Spera asks for source of funds –
ASHLAND AIRPORT COMMISSION
MINUTES
November 2nd, 2021
Ashland Airport Commission
November 2nd, 2021
Page 2 of 2
These Minutes are pending Approval by the Commission
Airport or City? Metcalf clarified these are Airport funds.
d. Airport Emergency Preparedness – Not discussed.
5. New Business
A. Airport: Good Neighbor Items – Not discussed
6. FBO Report – Not discussed
7. Next Meeting Agenda Items – Not discussed
8. Next Meeting Date - 12/07/21
ADJOURNMENT: @ 9:48am Spera had to leave, and a quorum, is no longer available.
Respectfully submitted,
Chance Metcalf
Project Manager (Recording Available by Request)
Page 1 of 2
MEMO
__________________________________________________________________________________
DATE: November 30, 2021
TO: Airport Commission
FROM: Chance Metcalf, Project Manager, Airport Staff Liaison
RE: Ashland Solar Co-op Proposal to City
Below are the topics discussed within the lease. Staff recommendations and thoughts in red below each one.
Lease amount:
We are talking about two separate 199 kW AC systems, since this is the BPA limit per
transformer. Our proposed lease of $3,000 would be for each 199 kW AC system (223.44 kW
DC system) --that is a total of $6,000/year for 25 years. We believe a $3,000 annual lease
payment per system is fair market value, and we cannot afford to pay an annual lease amount
AND include a 17-kW fractional ownership share of the system at no cost. It’s quite possible,
however, the airport could use the lease money to buy a 17 kW or 25 kW fraction of one of the
airport systems either up front or if a fraction became available at a later date. We would be
happy to explore this option with you, but we would prefer to keep the lease payment
arrangements as simple as possible.
Staff recommends accepting the annual lease payments totaling $6,000 per year. Recently we
have found that the proposed 17kw system may not run the Airport necessities as it would need
to be closer to 25kw. We can look at adding this in the future.
Roof integrity:
We were pleased the inspector found no situations that need to be addressed at this time. We
note that these two hangars may not be designed to be water-tight, and one of them is a shade-
hangar that is open at the sides. With respect to the impact of the photovoltaic system on the
roof, it is important to note the solar installer would guarantee roof integrity for the first 10
years. From year 11 to 25, ASC would expect to pay for the repair if the leak were likely due
to the PV system, and we would expect the airport to pay for the repair if the leak were likely
due to normal wear and tear. In this regard, we think we should agree on a 3rd party roof
inspector to determine the likely cause of any leaks during this future period. In either case,
ASC can agree to cover the cost of removing and reinstalling panels should there be a leak that
needs repair, and we would need assurances from you that we could work together to minimize
panel down time once the system is operating.
This offer is better than the first. The City would be ok moving forward as long as the legal
language within the lease reflected below.
1. 10-year roof leak warranty repair – Contractor (True South)
2. Year 11-25 – Ashland Solar Co-op to cover leak repairs if caused by panel system
3. Removal and Reinstall of panels for all leaks – Ashland Solar Co-op
4. Panel downtime for all leak repairs – all parties to limit as much as possible (No cost to
Ashland Airport)
5. Leaks caused by normal wear and tear – Ashland Airport
Page 2 of 2
Battery back-up:
With respect to your interest in bolstering the resilience of the airport’s electric supply, we
understand you are looking into getting a backup generator, and that may satisfy your needs.
Eventually, though, you may want a backup system supported by solar power. In this regard,
thank you for sharing information with Mayfield Renewables, including the airport’s high
voltage plan. After talking with Ryan Mayfield, we learned that simply adding an additional
electric box and a 10-foot loop of wire can facilitate a future battery backup system. We would
be willing to cover this $200 expense if this is of interest to you.
Staff recommends allowing this to keep options open in the future
Single interlocutor:
We appreciate that you want to deal with a single point of contact for the leases. It is our
intention that the Ashland Solar Cooperative would be your interlocutor for each lease, either
as each project LLC’s Managing Member or as the Program Manager. In this role, ASC would
be responsible for paying the lease each year and would be bound by all terms of the lease
agreement.
There is some general concern with this item for the longevity of the lease. Staff would be ok
moving forward if we were provided an ASC structural breakdown and have the legal language
reflect one point of contact who is the responsible party for ASC at all times.
Airport Landscape Maintenance - Basic Level of Services
Items in red italics will begin in year 2 of the contract, and will persist thereafter
AREA DESCRIPTION
The areas to be maintained includes the following categories and approximate total areas:
Irrigated lawn around FBO office 0.01 acres (443 sf)
Non-irrigated grass or scrub areas 38 acres (1,658,394 sf)
Planter beds around FBO office 0.02 acres (1,879 sf)
Planter beds along entrance road 0.4 acres (16,614 sf)
Hard surfaces (paths, sidewalks, patios) 0.08 acres (3,315 sf)
Ashland Municipal Airport entrance sign minimal (200 sf)
BASE BID SCOPE OF WORK
A. Maintaining Irrigated and Landscaped Areas
1) Every two weeks during the growing season (April 1 – December 1):
a) Mow irrigated lawn around the FBO, and trim and edge around trees, rocks, signs,
sidewalks, etc. (443 sf)
b) Weed and remove dead material from the planter beds around the FBO (1,879 sf)
c) Weed and remove dead material from the planter beds along the entrance road, (16,614 sf)
d) Clean landscape-related debris, trash, etc from hard surfaces (3,315 sf)
e) Remove leaves from irrigated lawn, planter beds, and hard surfaces around FBO - November
only (8637 sf)
f) Remove leaves from planter beds along entrance road - November only (16,614 sf)
g) Weed whack around the entrance sign (200sf)
2) Twice a year in the spring and fall:
a) Fertilize the grass area around the FBO (443 sf)
b) Fertilize the planter beds around the FBO (1,879 sf)
c) Fertilize the planter beds along the entrance road, (16,614 sf)
d) Winterize irrigation in late fall and prepare irrigation in early spring
3) Once each year:
a) Aerate the grass area around the FBO (443 sf)
b) Apply mulch in the planter beds around the FBO (1,879 sf)
c) Apply mulch in the planter beds along the entrance road, (16,614 sf)
d) Prune bushes and trees in planter beds around the FBO (1,879 sf)
e) Prune bushes and trees in planter beds along the entrance road, (16,614 sf)
B. Maintaining Non-Irrigated Grass/Scrub Areas
1) Once a month during the growing season (April 1 – December 1):
a) Mow non-irrigated areas along runways and taxiways. This may require weed whacking
along fence lines where mowers are not effective (38 acres)
ALTERNATE BID
1) Annually, perform weed abatement, 18 acres.
Internal comment: I suggest we continue to have our regular applicator do this work. It is a
complex and sensitive job, politically and environmentally, requiring special products and
procedures to avoid contaminating nearby Neil Creek. It costs a little less than $5,000 when
performed by our regular applicator. He does an excellent job and has developed good
relationships with the businesses.
2) Annually, prune, thin, and chip trees and brush behind 468 Applegate Way for safety hazard to
parking areas.
Internal comment: This refers to taxlot 391E13BB – 100, the 2.3-acre triangle-shaped parcel on
the southeast corner of the airport. Vegetation management was performed by Public Works in
2019, in which they just mowed a lot of herbaceous and shrub/scrub wetland plants. It is almost
all jurisdictional wetland. We’ll need to avoid migratory bird nesting season. If I recall correctly, I
believe it was the County who asked us to clean it up for road safety. DSL gave us the green light
to mow a wetland. I’m not convinced we need to contract this out – seemed like an easy
morning job for PW staff.
Legend
Landscape_ZonesCategory
Hard surface
Irrigated lawn
Non-irrigated
Planter
I
Figure A: Landscape around FBO
0 20 4010 Feet
Legend
Landscape_ZonesCategory
Hard surface
Irrigated lawn
Non-irrigated
Planter
I
Figure B: Non-Irrigated Area at Ashland Municipal Airport
0 1,000 2,000500 Feet
Legend
Landscape_ZonesCategory
Hard surface
Irrigated lawn
Non-irrigated
Planter
I
Figure C: Entry Road Planters
0 50 10025 Feet
FBO Office
0 150 300 45075Feet
Electrical
Tree
Airport_Stationing_Pts
BOUNDARY
STATION CENTERLINE
OVERHEAD UTILITIES
20:1 Elevation
1884.8'-1904.8'
1904.8'-1914.8'
1914.8'-1924.8'
1924.8'-1934.8'
1934.8'-1944.8'
1944.8'-1954.8'
1954.8'-1964.8'
1964.8'-1974.8'
1974.8'-1984.8'
Polaris Land Surveying LLC
P.O. Box 459
Ashland, Oregon 97520
(541) 482-5009
PROJECT NO.. 1058-16
DATE: JULY 27, 2021
SURVEYED BY:
THE BASIS OF VERTICAL CONTROL FOR THIS SURVEY IS A CITY OF
ASHLAND BENCHMARK, BEING A 3" BRONZE DISK IN A MONUMENT
WELL LOCATED AT THE SOUTH END OF RUNWAY 30 AT THE ASHLAND
MUNICIPAL AIRPORT. BENCHMARK ELEVATION = 1884.79' BASED ON
THE NATIONAL GEODETIC VERTICAL DATUM OF 1929, ADJUSTED IN
1956 (NGVD 29/56).
SURVEY NOTES
ASHLAND AIRPORT RUNWAY
APPROACH ZONE SURVEY
LOCATED AT
Ashland Municipal Airport
400 Dead Indian Memorial Road
Ashland, Oregon
FOR
City of Ashland
20 East Main Street
Ashland, Oregon 97520
POLARIS LAND SURVEYING
1 INCH = 120 FEET
Full Account Description
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Remaining Expenses, December 1, 2021 through June
30, 2021 (i.e. Encumbrances Not Yet in Munis)
Amount
Over/Under
Remaining
Budget
Taxiway
Rehab
Design
Project
Tree
Trimming
Approach
Project
Total
Remaining
Expenses,
Today
through June
30
08.57.00.704100 Capital Outlay
$60,000
$281
$3,520
$56,199 $78,000 $78,000 $(21,801)
08.57.00.704200
Capital Project
(FAA Grant)
$263,000 $82,756 $180,244 $178,573 $178,573 $1,671
TOTAL, Capital Outlay: $323,000
$83,037
$86,557
$236,443
$256,573 $(20,130)
Remarks:
1)
FBO MONTHLY REPORT
October,2021
AMOUNT ITEM RATE
1,828.89$
6 @ 7.00$ =42.00$
0 @ 11.00$ =-$
5 @ 49.00$ =245.00$
0 @ 60.00$ =-$
0 @ 5.83$ =-$
14 @ 319.00$ =4,466.00$
1 @ 249.00$ =249.00$
11 @ 249.00$ =2,739.00$
3 @ 319.00$ =957.00$
7 @ 198.00$ =1,386.00$
6 @ 416.00$ =2,496.00$
1 @ 801.63$ =801.63$
1 @ 497.89$ =497.89$
1 @ 487.74$ =487.74$
366 Fuel Flowage Fee Brim @ 0.07$ =25.62$
1 @ 165.67$ =165.67$
@ 8,246.21$ =-$
Brim Land Lease @ 980.00$ -$
Private Hangars Land Lease @ 351.50$ =-$
@ 2,798.40$ =-$
TOTAL RENTS =14,558.55$ X 0.75 10,918.91$
=65.00$
Price Per Gallon $5.95 100LL 1191 Gallons
Price Per Gallon 4.49$ JET A 490 Gallons
Total Gallons 1681 x 0.07 117.67$
Water Credit -$232.89
Garbage Credit -$60.33
Fuel pump cover for Jet A -59.73$
TOTAL DUE TO CITY BY 20TH =12,577.52$
For City Use Only 2 Private Expires 07/21/23
Valley Investments Lease Expires 06/30/20
Jeff Nielson Mark Freeborn Expires 06/01/37
Brim Lease Expires 12/31/23
Sky Research Expires 03/14/26
FBO FLOWAGE FEE
CREDITS
DEBITS
DAILY
Daily Tie-Downs- Small
Daily Tie-Downs- Large
Monthly Tie-Downs- Small
Monthly Tie-Downs- Large
Freight Operations (x1000)
New T-Hangars
Sky Research Land Lease
Nielsen Land Lease
FBO RENTAL
MONTHLY
ANNUAL
NOTES:
UTILITY CHARGE NEW CLOSED HANGARS
Valley Inv. Land Lease
Brim Storage Area
Helicopter Hangars
Closed Hangars
Large Closed Hangar
Open Hangar
Commercial Hangar-JLC
Commercial Hangar-Sorenson
Box Hangar
FBO MONTHLY REPORT
October,2021
Safety Inspection by FBO
Runway Lights:OK
VASI:OK
REIL:OK
Pavement:OK
TAXI: Parking Weeds:OK
Pavement:OK
Marking:OK
Tie-Downs:OK
Mowing:OK
Fencing:OK
Wind Cones:(3)OK
Wind Lights OK
Fire Extinguishers:OK
Other Recommendations or Problems:
Aircraft Based on Field:Hangars 30 Tie-Downs 5
13 Private Hangars 17 Maintenance Hangar 4
Skinner 5 TOTAL AIRCRAFT:74
Other Items:Current # of Students 2 # of Charter Flights 0
Special Events:None
Airport Users Group:None
DeBoer Hangars
Page 1 of 5
G:\Facilities\Airport\01. Processes\Airport Communications
Plan_FINAL.docx
Updated: 6/1/2021
Airport Users Communication Plan for the
Ashland Municipal Airport
Statement
This plan establishes communication paths between users of Ashland Municipal Airport, the fixed base
operator (FBO), and City of Ashland staff. The Plan was developed by the City of Ashland Facilities Division,
and is therefore tailored to the structure of that division. Contact information and suggested communication
paths are provided for other City departments for convenience, but this plan does not necessarily govern
communication between airport users and other departments or divisions.
Purpose
The purpose of this plan is to improve the City’s ability to receive service requests for maintenance or repair
and effectively assign its resources to provide the necessary services. In doing so, the City will be able to
better prioritize staff workloads and provide the best service possible to the airport.
Definitions
The following definitions have been established for the purpose of this plan:
• Airport Users include anyone who participates in aviation-related activities. This includes users who
fly in from elsewhere, users who rent hangars, tie-downs, or pay land leases, or any business that
operates on the grounds of the Ashland Municipal Airport.
• FBO is Skinner Aviation.
• Staff, for the purposes of this plan, include all individuals who work for the City of Ashland and
provide maintenance and repair services to the airport.
• Supervisors, for the purposes of this plan, includes City Staff who supervise employees in the
following departments and divisions: Facilities, Parks and Recreation, Streets, and Electric.
Procedure
In general, the FBO shall be the communications hub between Airport Users and City Supervisors. All
communications regarding Airport maintenance and repair must go through the FBO, including service
requests from Airport Users and notifications of upcoming work by Staff.
Page 2 of 5
G:\Facilities\Airport\01. Processes\Airport Communications
Plan_FINAL.docx
Updated: 6/1/2021
General Work Requests
General requests for work shall be made via email by the FBO to the appropriate supervisor, as identified in
the Contacts section below. The email shall CC appropriate staff (also detailed in the Contacts section). The
flowchart shown in Scenario 1, below, demonstrates the communication process that has been established
for addressing general service requests.
Grounds maintenance requests may need to be made periodically to obtain services from Ashland Parks and
Recreation Department beyond scheduled maintenance events at the Airport. Scenario 2 establishes the
communication path for grounds maintenance. Similar processes shall be followed for requesting work from
the Electric Department or Streets Division.
Notice of Upcoming Work
Any notifications of upcoming work performed or overseen by Staff shall be provided to the FBO. The FBO
will disseminate notifications to affected Airport Users in the manner deemed most appropriate by the FBO.
Notifications may include postings if the maintenance event could affect many users (e.g. herbicide spraying)
or targeted emails or phone calls to specific users (e.g. a roof repair on a single hangar). The flowchart shown
in Scenario 3 establishes the communication path for services to be performed or managed by Staff.
Emergency Repairs
Emergency repairs are limited to work required to eliminate imminent hazards to life, health and safety, or to
prevent imminent damage to equipment or property. Requests for emergency repairs must first go through
the FBO, unless the FBO is not immediately available. Once Staff receives the emergency repair request, they
may shorten the processes that follow to ensure the emergency is addressed imminently.
Improper Communications
Users requesting service must provide their requests to the FBO. Users who voice requests directly to Staff
will be asked to redirect their requests to the FBO. Except for emergency situations described above,
requests made directly to staff without involving the FBO first will only be addressed after the FBO has issued
the request to appropriate Staff.
Services by Other City Departments and Divisions
Facilities staff has little control over or knowledge of schedules of other City departments and divisions
performing work at the airport. Facilities Supervisors will encourage the managers of other departments and
divisions to provide notification to the FBO in advance of any work they will perform at the airport.
Contacts
Email shall be the primary method of communicating service requests and schedules. Telephone calls are
appropriate where additional discussion is needed but shall not replace email as the primary means of
communicating requests. Table 1 provides a list of primary and secondary contacts for communicating
service requests.
Page 3 of 5
G:\Facilities\Airport\01. Processes\Airport Communications
Plan_FINAL.docx
Updated: 6/1/2021
Table 1. List of contacts for airport maintenance and repair communications
Org. Primary/Supervisor CC Staff
FBO/Skinner Aviation Lisa McCoy, lisa@skinneraviation.com
Office: (541) 482-7675
Bob Skinner, bob@skinneraviation.com
Cell: (541) 601-1065
City of Ashland Facilities Wes Hoadley
wes.hoadley@ashland.or.us
(541) 552-2355
facility_repair@ashland.or.us
kaylea.kathol@ashland.or.us
chance.metcalf@ashland.or.us
City of Ashland Streets
Chuck Schweizer
chuck.schweizer@ashland.or.us
(541) 488-5313
facility_repair@ashland.or.us
kaylea.kathol@ashland.or.us
chance.metcalf@ashland.or.us
City of Ashland Electric Thomas McBartlett III (typically CC this
supervisor)
thomas.mcbartlett@ashland.or.us
(541) 552-2307
Mike Cook (typically will be the
primary contact)
mike.cook@ashland.or.us
(541) 552-2311
City of Ashland Water
Department
Steve Walker,
steve.walker@ashland.or.us (541) 488-5353
facility_repair@ashland.or.us
kaylea.kathol@ashland.or.us chance.metcalf@ashland.or.us
Ashland Parks and Recreation Bill Miller
bill.miller@ashland.or.us
(541) 552-2078
facility_repair@ashland.or.us
kaylea.kathol@ashland.or.us
chance.metcalf@ashland.or.us
City After-Hour Emergencies: Water,
Wastewater,
Stormwater Spills and
Backups
(541) 552-2268
Communication Flowcharts
Non-emergency service requests are anticipated to be the most common type of communication. Such items
include, but are not limited to, things like roof leaks, malfunctioning or poorly functioning hangar doors, hot
water heater failures, fallen signs, plumbing problems, potholes, and storm drain blockages.
Page 4 of 5
G:\Facilities\Airport\01. Processes\Airport Communications
Plan_FINAL.docx
Updated: 6/1/2021
Scenario 1. Communication path for non-emergency service requests by airport users
Scenario 2. Communication path for grounds maintenance
Airport User identifies service request Airport User calls or emails FBO with request
FBO emails the Facilities Supervisor to explain the request in as much detail as possible
Facilities Supervisor assesses validity of request (e.g. whether the request is the responsiblity of the Airport User), and assigns task to staff based on type of work and work load
Faclities Supervisor or Staff communicates schedule and method of work to FBO
Assigned staff will complete service request and notify FBO of completion
FBO identifies grounds maintenance need
FBO calls or emails Parks Supervisor to explain the request in as much detail as possible
Parks supervisor schedeules parks staff and provides FBO with schedule for completion
FBO notifies affected users if deemed necessary
Parks staff completes work and notifies FBO of completion.
Page 5 of 5
G:\Facilities\Airport\01. Processes\Airport Communications
Plan_FINAL.docx
Updated: 6/1/2021
Scenario 3. Communication path for City Activities that may affect airport users
Staff identifies scope of work and date(s) work will be peformed
Staff calls or emails FBO and provides description of work and dates work will be occuring
FBO determines appropriate method for notifying affected Airport Users, and provides notice accordingly
Staff completes work and reports completion to FBO
If necessary, FBO reports completion to affected users
AIRPORT MAINTENANCE POLICY
1) General maintenance/ Construction projects
A) Notify FBO 3 days prior if maintenance action will be
operating in aircraft movement areas.
B) Check in office at beginning, must have flags or beacon
on equipment.
C) If maintenance will be in areas other than aircraft
movement areas. 1-day notification so FBO can notify
other airport personnel if they may be affected.
2) Maintenance/ Construction involving runway or
taxiways
A) 3-day notice, notam issued.
B) Schedule maintenance/ repairs in low usage times
weather days, early mornings. Coordinate with FBO for
these types of projects.
Ch. 2.23 Ashland Airport Commission | Ashland Municipal Code Page 1 of 2
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
Chapter 2.23
ASHLAND AIRPORT COMMISSION
Sections:
2.23.010 Established - Membership
2.23.015 Qualifications
2.23.040 Powers and Duties Generally
2.23.010 Established - Membership
There is established an Ashland Airport Commission which shall consist of nine (9) voting members
and two (2) nonvoting ex officio members who shall be the Director of Public Works and the Council
person appointed by the Mayor as liaison to the Commission. (Ord. 3003, amended, 02/18/2010)
2.23.015 Qualifications
In making the appointments, the Mayor and Council shall appoint members such that the majority of
the Commission has either education, training, experience or other expertise in airports, aircraft,
aeronautics or engineering. A member shall not be disqualified for purposes of appointment or
official action simply by being a member of a class of airport users, including but not limited to
pilots, airplane owners or airport lease holders. (Ord. 3003, amended, 02/18/2010)
2.23.040 Powers and Duties Generally
The powers and duties of the Ashland Airport Commission shall be as follows:
A. To advise the Mayor and City Council on all matters relating to the management, operation, and
further development of the Ashland Airport.
B. To investigate Federal, State, County, and private funding for airport improvements in relation
thereto the requirement of City participation in financing.
Ch. 2.23 Ashland Airport Commission | Ashland Municipal Code Page 2 of 2
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
C. To review and recommend project applications for funding to the City Council. (Ord. 3003,
amended, 02/18/2010)
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
Disclaimer: The City Recorder’s office has the official version of the Ashland Municipal Code. Users
should contact the City Recorder’s office for ordinances passed subsequent to the ordinance cited
above.
City Website: www.ashland.or.us
City Telephone: (541) 488-5307
Code Publishing Company
Ch. 2.10 Uniform Policies and Operating Procedures | Ashland Municipal Code Page 1 of 8
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
Chapter 2.10
UNIFORM POLICIES AND OPERATING PROCEDURES FOR ADVISORY
COMMISSIONS AND BOARDS
Sections:
2.10.005 Purpose
2.10.010 Created or Established
2.10.015 Appointment
2.10.020 Terms, Term Limits and Vacancies
2.10.025 Meetings and Attendance
2.10.030 Removal
2.10.035 Public Meeting Law
2.10.040 Quorum and Effect of Lack Thereof
2.10.045 Council Liaison
2.10.050 Election of Officers, Secretary, and Subcommittees
2.10.055 Role of Staff
2.10.060 Agendas and Minutes
2.10.065 Goals
2.10.070 Rules and Regulations
2.10.080 Code of Ethics
2.10.090 Council as Final Decision Maker
2.10.095 Gifts
2.10.100 Budget, Compensation and Expenses
2.10.105 Reports
2.10.110 Lobbying and Representing the City
2.10.005 Purpose
Advisory commissions and boards (advisory bodies) require uniform rules, policies and operating
procedures to assure maximum productivity and fairness for members and the public. Except where
otherwise provided in this Code, the following policies and procedures govern all the City’s
commissions and boards, as well as ad hoc entities. Nothing herein removes the requirement for
compliance with more specific regulations and guidelines set forth by state statute, administrative
Ch. 2.10 Uniform Policies and Operating Procedures | Ashland Municipal Code Page 2 of 8
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
rule, ordinance, or resolution specific to the advisory body. These rules do not apply to the elected
Parks and Recreation Commission. (Ord. 3100, amended, 2014; Ord. 3003, added, 02/18/2010)
2.10.010 Created or Established
See individual Commission or Board Code Chapters codified between AMC 2.11 and AMC 2.25. (Ord.
3003, added, 02/18/2010)
2.10.015 Appointment
See AMC 2.04.090.C. (Ord. 3003, added, 02/18/2010)
2.10.020 Terms, Term Limits and Vacancies
All successors to original members of an advisory commission or board, shall have a three (3) year
term, except as otherwise provided in the appointment order and except for certain members of the
Municipal Audit Commission, as provided in AMC 2.11.015. Notwithstanding the three year
limitation, Planning Commissioners shall serve for terms of four (4) years with terms expiring on April
30 of the fourth year, and Budget Committee members not on City Council shall serve for terms of
four (4) years, with terms expiring on June 30 the fourth year. All other regular terms shall commence
with appointment and shall expire on April 30 of the third year, unless otherwise provided in the
appointment order. The appointing authority may stagger terms in the original appointment order as
necessary. Members may serve two (2) terms on any single commission or board, after which time
the Mayor and Council will give due consideration to other qualified candidates before making a
reappointment. Any vacancy shall be filled by appointment by the Mayor, with confirmation by the
City Council, for any unexpired portion of the term as provided in AMC 2.04.090.C. (Ord. 3100,
amended, 2014; Ord. 3003, added, 02/18/2010)
Ch. 2.10 Uniform Policies and Operating Procedures | Ashland Municipal Code Page 3 of 8
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
2.10.025 Meetings and Attendance
A. Unless otherwise provided by law, the number of meetings related to business needs of an
advisory commission, or boards may be set by the advisory body.
B. The Planning Commission and Budget Committee shall set their own meeting attendance
requirements. All members of other Regular or ad hoc advisory bodies must attend at least
seventy-five percent (75%) of the full advisory body’s noticed meetings, study sessions and special
meetings in each full year of their tenure. A person removed from the advisory body for
noncompliance with attendance requirements subsequently may be appointed to fill the vacancy on
the advisory body by means of the normal appointment process of that advisory body.
C. A member should provide at least 48-hour notice to both the chair of the advisory body and the
staff liaison regarding any planned absence from a scheduled meeting of the advisory body. In the
event an unexpected emergency will cause a member to be absent from the meeting, the member
must, if possible, notify the chair or the staff liaison within a reasonable time in advance of the
meeting.
D. Generally, advisory bodies may not allow alternates to represent or stand in for a member at a
meeting. Notwithstanding the foregoing preclusion of alternates, on Regular and ad hoc advisory
bodies with some members who are appointed by an entity other than the Mayor and City Council
and who serve as a representative of the appointing entity, an alternate may participate and vote for
the named member by proxy at any meeting of the advisory body. Such participation by the
alternate will be deemed to be attendance by the named member. Individuals directly appointed by
the Mayor and approved by the Council may not be represented by alternates.
E. Each advisory body should review member attendance and report to the City Recorder
approximately every six months. City Recorder will advise the Mayor on the need for appointments
or re-appointments, if necessary. (Ord. 3100, amended, 2014; Ord. 3003, added, 02/18/2010)
2.10.030 Removal
See AMC 2.04.090.F. (Ord. 3003, added, 02/18/2010)
Ch. 2.10 Uniform Policies and Operating Procedures | Ashland Municipal Code Page 4 of 8
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
2.10.035 Public Meeting Law
All meetings of advisory commissions and boards are subject to strict compliance with public
meeting laws of the State of Oregon. Notwithstanding notice requirements under Oregon law,
advance notice of at least 36 hours shall be provided for all meetings. Notice shall be sent to a
newspaper with general local circulation and posted on the City’s website. In the case of emergency
or when a state of emergency has been declared, notice appropriate to the circumstances shall be
provided and reasons justifying the lack of 36-hour notice shall be included in the minutes of such
meeting. (Ord. 3003, added, 02/18/2010)
2.10.040 Quorum and Effect of Lack Thereof
A meeting quorum shall consist of more than one-half of the total number of authorized members of
the body, including any vacant positions. Nonvoting ex officio members, staff and liaisons do not
count toward the quorum. Members need not be physically present at a meeting if another means of
attendance (e.g. telephonic, internet etc.) has been established by the membership and public
meetings law requirements are met. At least a majority of the quorum is necessary to adopt any
motion; some motions require the affirmative vote of at least two-thirds of the members present. If
the members in attendance do not constitute a quorum, staff or invitees may make informational
presentations provided (1) Notes describing the presentations and discussions are made and posted
on the City website; (2) no motion, debate or vote or any other official business other than
adjournment takes place; and (3) all topics advertised are automatically added to the agenda for the
next regularly scheduled meeting. (Ord. 3050, amended, 11/18/2011; Ord. 3003, added, 02/18/2010; Ord. 3100,
amended, 2014)
2.10.045 Council Liaison
See AMC 2.04.100. (Ord. 3003, added, 02/18/2010)
Ch. 2.10 Uniform Policies and Operating Procedures | Ashland Municipal Code Page 5 of 8
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
2.10.050 Election of Officers, Secretary, and Subcommittees
At its first meeting following the appointment or reappointment of members each year, the advisory
commission or board shall elect a chair and a vice-chair who shall hold office at the pleasure of the
advisory body. Neither the chair nor vice-chair shall serve as an officer for more than three
consecutive annual terms. Without the need for an appointment, the head of the City Department
staffing the commission, committee or board shall be the Secretary and shall be responsible for
keeping an accurate record of all proceedings. The Department head may delegate such tasks to a
staff liaison. Subcommittees may be formed for the purpose of gathering information and forming a
recommendation to be brought forward to the full advisory body. Only the full body can make
recommendations to the City Council. Subcommittees must comply fully with the requirements of
Oregon Public Meetings law. (Ord. 3100, amended, 2014; Ord. 3003, added, 02/18/2010)
2.10.055 Role of Staff
At least one staff person is assigned to work with each advisory commission or board. The staff
liaison provides professional guidance, continuity, and insight into City policy and attends all regular
and special meetings and workshops. The staff liaison supports the group as a whole and shall not
do work at the request of individual members. Each staff liaison has a limited amount of time to
devote to the group. If additional staff time is needed the request should be made to the City
Administrator or appropriate Department Head. (Ord. 3003, added, 02/18/2010)
2.10.060 Agendas and Minutes
The chair or staff liaison will be responsible for timely preparation and posting in advance the
agendas of all meetings of advisory commissions and boards on the City’s website. A member or
staff liaison will be responsible for taking minutes and getting them posted on the City’s website,
generally within a few days after the minutes have been approved. Members are encouraged to
access those documents from the web site. Staff will email or mail documents to members upon
request. If the advisory body has a current Council Liaison, the Liaison should be given the
opportunity to report to the commission or board periodically. (Ord. 3100, amended, 2014; Ord. 3003,
added, 02/18/2010)
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The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
2.10.065 Goals
Advisory commissions and boards are encouraged to establish annual goals and action items that
reflect the body’s charge as stated in the specific commission ordinance. Advisory bodies are
expected to suggest, support and advance Council goals and are encouraged to look for ways within
their own unique responsibilities to do so. (Ord. 3100, amended, 2014; Ord. 3003, added, 02/18/2010)
2.10.070 Rules and Regulations
The advisory commission or board may make such rules and regulations as are necessary for its
governance, including the conduct of meetings, when not inconsistent with Ashland City Charter,
Ashland Municipal Code or Oregon law. These rules may be less formal than the meeting procedure
rules in AMC 2.04.040. In the event of conflicts that cannot be resolved less formally, AMC 2.04.040
shall be used as the standard for meeting rules and procedures. Failure to strictly comply with the
rules on meeting procedure in AMC 2.04.040 shall not be cause to void or otherwise disturb a
decision or action. The body will strive to be clear in its proceedings. (Ord. 3100, amended, 2014; Ord.
3003, added, 02/18/2010)
2.10.080 Code of Ethics
The City of Ashland is committed to the highest ethical standards for its public officials. To ensure
public confidence, all members of advisory commissions and boards must be independent, impartial,
responsible and not use their position for personal gain or to benefit or harm others. Advisory
commissions and boards shall operate in the general public interest serving the community as a
whole and shall serve no special interests. Advisory commission and board members shall not
endorse in their official capacity any commercial product or enterprise. Members should be aware
the criminal codes, ethics and conflict of interest laws set forth in state statutes and city ordinances,
including but not limited to the State of Oregon Criminal Code, ORS 244 and in AMC Chapter 3.08.
(Ord. 3003, added, 02/18/2010)
Ch. 2.10 Uniform Policies and Operating Procedures | Ashland Municipal Code Page 7 of 8
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
2.10.090 Council as Final Decision Maker
With the exception of certain delegated quasi-judicial actions, most advisory commissions and
boards do not make final decisions subject to appeal but rather make recommendations to, or act in
an advisory capacity to the council. The City Council is the final decision-maker on all city policies
and the use of city resources. Proposals by boards and commissions for endorsement or sponsorship
of events, activities or programs must receive approval by City Council as provided by Resolution.
(Ord. 3057, amended, 04/03/2012)
2.10.095 Gifts
Subject to the acceptance of the City Council, an advisory body may receive gifts, bequests or
devises of property in the name of the City to carry out any of the purposes of the advisory
commission or board, which funds, if required by the terms of the gift, bequest or devise, shall be
segregated from other funds for use with the approval of the City Council. (Ord. 3003, added,
02/18/2010)
2.10.100 Budget, Compensation and Expenses
Money is set aside in department budgets for Commission and Board expenses. Should an advisory
body require additional funds, requests should be submitted to the department head through the
staff liaison. Regular members of the advisory commissions and boards shall receive no
compensation for services rendered. Members must receive permission and instructions from the
staff liaison in order to be reimbursed for training or conferences and associated travel expenses
related to official business. Procedures and criteria for boards and commissions to obtain approval of
expenditures are established by Resolution. (Ord. 3057, amended, 04/03/2012; Ord. 3003, added, 02/18/2010)
2.10.105 Reports
A. Each advisory body shall submit copies of its meeting minutes to the City Recorder for
presentation to the City Council.
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The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
B. The chair of each advisory body is expected to give at least one report to the City Council each
year on the advisory body’s accomplishments, work in progress, and planned activities. In addition,
the Mayor or City Council may from time to time ask chairs for information and recommendations on
matters within the scope of their advisory bodies. Chairs’ reports to the Council are to be objective
and representative of the majority views of the memberships of their advisory bodies.
C. Council Liaisons may report to the entire Council on significant and important activities of any
advisory body to which they have been assigned.
D. Staff Liaisons to the advisory bodies may assist in preparing such reports.
E. Unless otherwise expressly provided in the Ashland Municipal Code or State Law, all reports or
recommendations of City advisory bodies committee shall be considered advisory in nature and shall
not be binding on the Mayor or City Council. (Ord. 3100, amended, 2014; Ord. 3003, added, 02/18/2010)
2.10.110 Lobbying and Representing the City
An individual advisory body member is free to express personal views on any issue in any forum as
long as the individual makes clear that he or she is not speaking as a member of the advisory body
and that the views expressed are personal and do not represent the position of the City or of the City
advisory body. Advisory body members are prohibited from engaging in political activity in
accordance with ORS 260.432. (Ord. 3100, amended, 2014; Ord. 3003, added, 02/18/2010)
The Ashland Municipal Code is current through Ordinance 3168, passed December 18, 2018.
Disclaimer: The City Recorder’s office has the official version of the Ashland Municipal Code. Users
should contact the City Recorder’s office for ordinances passed subsequent to the ordinance cited
above.
City Website: www.ashland.or.us
City Telephone: (541) 488-5307
Code Publishing Company
Public Works Engineering Tel: 541-488-5587
20 East Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
Adopted Airport Policies and Procedures
The administrative polices presented below are for the benefit of all users of the Ashland Municipal
Airport.
1.RIGHT OF FIRST REFUSAL
When an airport lessee is granted a right of first refusal according to the terms of their lease the
City Administrator will make an initial offer to the lessee that includes the lease price, term, and
other applicable provisions. If the lessee declines the offer and chooses not to enter into the lease
on the proposed terms, the City will then extend that same offer to interested parties in the order
established by the airport’s waiting list, if there is an applicable waiting list.
If the lessee declines the offer and the City is unable to rent the property under the terms
presented in the offer for a period of four months because the rental price is too high for the
current market, the Airport Commission may recommend to the City Council that the rental rate
for the hangar should be decreased. If the City Council approves a decrease in the rental price
for the hangar, the hangar will be re-offered under the newly established rates to the lessee that
received the first offer.
2.WAIVING OF TIE DOWN FEES
When a non-profit or public service group requires use of the Ashland Municipal Airport tie
downs it is the will of the Airport Commission to waive the fees associated with the City Council
approved fee chart. Secondly all fees associated with fire fighting activities on site will be
waived.
3.Bi-Annual Hangar Inspection
The Public Works Department in conjunction with the Fire Marshal, building official and FBO
will conduct an onsite inspection of all hangars on a biannual basis. The inspection should be
scheduled in spring with a follow up inspection in summer to verify issues have been remedied.
4.Hangar Waiting List
The hangar waiting list is split into two distinct sections, one a general tenant list and two a
commercial hangar waiting list. General tenant waiting list individuals will be given hangar
rental opportunities based on their position of order. If there is an opening in a closed hangar
tenants in a shade hangar, by length of stay, will be given first right to move into a closed hangar.
Commercial hangar waiting list is meant specifically for City owned hangars other than T-
hangars. Current commercial hangar tenants who by length of stay will be given first right to rent
a hangar of larger size than their current rental. After first right is given to current commercial
hangar renters the FBO will move onto the commercial hangar waiting list.
Public Works Engineeering Tel: 541-488-5587
20 East Main Street Fax: 541-488-6006
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
5.Long Term Parking
Any vehicle parking over 48 hours in the public lot will be required to check in with the Fixed
Base Operator who will make a determination if the vehicle should stay in its current location or
be moved to another location onsite for a specified time period.
6.Hangar Parking
No vehicle shall park adjacent to a hangar within 39’ of centerline of a taxilane.
7.Camping
Camping permitted for airport users in appropriate area as specified by FBO. Anyone interested
in camping onsite is required to check in with the FBO. FBO will determine acceptable time
frame and location for camping activities. All fire season restrictions to be followed.
8.Pets
Pets are not permitted on any asphalt surfaces including aprons, taxilanes, taxiways and runways
without a leash. Any pets onsite that will travel in an aircraft are required to be leashed at all
times.
9.Commercial Tie Down Parking
One tie down parking space to be made available as part of SASO lease agreement for
commercial operators onsite. Parking space will be for customers only. One tie down space per
month or the equivalent of 31 days of total parking time (i.e. 2 aircraft for 15 days). FBO will
determine ramp tie down spot for operators.