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Home My WebLink AboutAirport Packet June 2021 AIRPORT COMMISSION A GENDA Virtual Zoom Meeting J u n e 1 , 202 1 9 : 3 0 A M CALL TO ORDER: 9:30 AM 1. ROLL CALL – MEETING RECORDED 2. APPROVAL OF MINUTES: MAY 11, 2021 MEETING 3. COMMISSIONER ANNOUNCEMENTS: 4. PUBLIC FORUM: 1. Public Forum Comments to be submitted in writing by 10am May 28th, 2021 to Shannon.burruss@ashland.or.us 2. Comments on agenda items to be submitted in writing by 10am May 28th, 2021 to Shannon.burruss@ashland.or.us 3. If you are interested in watching the meeting via zoom please contact Shannon.burruss@ashland.or.us by 10am May 28th, 2021. Interested parties will be sent a zoom link and admitted into the meeting on mute with no video. 5. UNFINISHED BUSINESS: A. Waterline Extension Update B. Action Item List: a. Airport Commission Member Vacancy b. Airport Maintenance Plan c. Airport Flight Path Trees d. Airport Emergency Preparedness e. Airport Riparian Restoration 6. NEW BUSINESS: A. Review Airport Policies, Procedures and Roles B. Review Airport Communication Plan C. Good Neighbor Items 7. FBO REPORT(S): A. Attached 8. NEXT MEETING AGENDA ITEMS: 9. NEXT MEETING DATE: July 6, 2021 9:30 AM 10. ADJOURMENT: Call Shannon at 541 488-5587 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 541-482-3233 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 Shannon Burruss Permit Technician 541-552-2428 20 E. Main Street shannon.burruss@ashland.or.us X X X X F F 1900 1900 2100 2000 1900 1900 APPROVAL DATE: SIGNATURE CITY OF ASHLAND APPROVAL DESIGNED BY:DRAWN BY:CHECKED BY:SCALE: DATE:PROJECT NO: MD JLS/MS JANUARY 2020 WMR AS SHOWNSCALES ACCORDINGLY. THIS SHEET, ADJUST IF NOT ONE INCH ON 0" 1" ORIGINAL DRAWING. BAR IS ONE INCH ON VERIFY SCALES APPROVAL DATE: FEDERAL AVIATION ADMINISTRATION APPROVAL SIGNATURE BYNO.DATE APPR REVISIONS AIRPORT LAYOUT PLAN SHEET NO. 3 OF 14 FIGURE NO. - 12478.001.01 ASHLAND MUNICIPAL AIRPORT SUMNER PARKER FIELD BEND OFFICE 1020 SW EMKAY DRIVE., #100 BEND, OR 97702 541.322.8962 OFFICE 541.382.2423 FAX "THE PREPARATION OF THIS DOCUMENT MAY HAVE BEEN SUPPORTED, IN PART, THROUGH THE AIRPORT IMPROVEMENT PROGRAM FINANCIAL ASSISTANCE FROM THE FEDERAL AVIATION ADMINISTRATION (PROJECT NUMBER 3-41-002-011-2017) AS PROVIDED UNDER TITLE 49, UNITED STATES CODE, SECTION 47104. THE CONTENTS DO NOT NECESSARILY REFLECT THE OFFICIAL VIEWS OR POLICY OF THE FAA. ACCEPTANCE OF THIS REPORT BY THE FAA DOES NOT IN ANY WAY CONSTITUTE A COMMITMENT ON THE PART OF THE UNITED STATES TO PARTICIPATE IN ANY DEVELOPMENT DEPICTED THEREIN NOR DOES IT INDICATE THAT THE PROPOSED DEVELOPMENT IS ENVIRONMENTALLY ACCEPTABLE IN ACCORDANCE WITH APPROPRIATE PUBLIC LAWS." 200'400'0' Scale: 1"=200' N TR U E M A G . MAGNETIC DEC. (2017 VALUE) 14° 27' EAST 25 0 ' 200' OFA/OFZ(E/F) RSA(E/F) RWY 12 (E) EL. 1849.35' LOW PT. N42°11'38.90" W122°39'53.25" RWY 30 (E) TDZE EL. 1888.47' HIGH PT. N42°11'11.12" W122°39'23.31" (E) 190' DISP. THRESHOLD EL. 1886.84' N42°11'12.59" W122°39'24.89 240'12 0 ' (E) RUNWAY PROTECTION ZONE 250' X 450' X 1000' ≥ 1-MILE APPROACH VISIBILITY MINIMUMS B-I (SMALL) RSA(E/F) OFA/OFZ(E/F) RSA(E/F) RSA(E/F) OFA/OFZ(E/F) 200' 240' E. MAIN STREET HIGHWA Y 6 6 D E A D I N D I A N M E M O R I A L R O A D - H I G H W A Y 6 6 30'(E)/25'(F)30'(E)/25'(F)30'(E)/25'(F)30'(E)/25'(F) 30' (E)/25' (F)AC HOLDAC HOLDAC HOLD AC HOLD AC HOLD N 38° 42' 50" W 33 5 ' (B R L ) 23 0 ' (B R L ) BRL 30' (E/F) BRL 15' (E/F)BRL 15'(E/F) ROADWAY EL. 1846' ACTUAL ROADWAY EL. 1845' ACTUAL ROADWAY EL. 1842' ACTUAL ROADWAY EL. 1899' ACTUAL ROADWAY EL. 1903' ACTUAL ROADWAY EL. 1913' ACTUAL (F) RUNWAY PROTECTION ZONE 250' X 450' X 1000' ≥ 1-MILE APPROACH VISIBILITY MINIMUMS B-I (SMALL) E. H I L L S D R I V E SEE NOTE 1 RELOCATED DRIVEWAY ROAD RE-ALIGNMENT RWY 12 (F) EL. 1847.86' LOW PT. N42°11'39.95" W122°39'54.38" RWY 30 (F) TDZE EL. 1888.13' HIGH PT. N42°11'11.43" W122°39'23.64" (F) RUNWAY 12-30 (3,700' X 60') (E) DEPARTURE RUNWAY PROTECTION ZONE 250' X 450' X 1000' ≥ 1-MILE APPROACH VISIBILITY MINIMUMS B-I (SMALL) (F) ARRIVAL/DEPARTURE RUNWAY PROTECTION ZONE 250' X 450' X 1000' ≥ 1-MILE APPROACH VISIBILITY MINIMUMS B-I (SMALL) RWY 12 TDZE EL. 1877.51'(E) 20:1 APPROACH SURFACE (F) 20:1 APPROACH SURFACE (E) 20:1 APPROACH SURFACE (F) 20:1 APPROACH SURFACE 16 2 ' 16 2 ' 15 0 ' 20 5 ' 19 0 ' LEGEND EXISTING FUTURE BUILDINGS RUNWAY/AIRFIELD PAVEMENT BUILDING RESTRICTION LINE (BRL) AIRPORT PROPERTY LINE RUNWAY SAFETY AREA (RSA) OBJECT FREE AREA (OFA) OBSTACLE FREE ZONE (OFZ) TAXIWAY OBJECT FREE AREA (TOFA) RUNWAY PROTECTION ZONE (RPZ) GROUND CONTOURS AIRPORT REFERENCE POINT (ARP) REIL VISUAL GUIDANCE INDICATORS (PAPI) SEGMENTED CIRCLE WIND INDICATOR BRL (E)BRL (F) N/A SAME N/A 1850' SAME SAME FENCE - 8' UNLESS NOTED OTHERWISE BEACON THRESHOLD LIGHTS PAVEMENT TO BE REMOVED MEDIUM INTENSITY RUNWAY LIGHTS (MIRL) TAXIWAY MARKING RUNWAY MARKING WATER / STREAM TREE / PLANT / BUSH LINE ACCESS ROAD / VEHICLE PARKING AIRCRAFT PARKING AREA / TIEDOWNS NON-AVIATION DEVELOPMENT SAME GRASS ISLAND N/A CULVERT N42°11'25.69" W122°39'39.01" N42°11'25.01" W122°39'38.28" OFA TREE / OBSTRUCTION REMOVAL AND REVEGETAIONNOTES: 1. FUTURE TAXIWAY EXTENSION WILL REQUIRE EMIGRANT CREEK CULVERT EXTENSION. 2. FUTURE DEVELOPMENT OF THIS AREA TO BE COORDINATED BETWEEN CITY AND FAA. AND COULD INCLUDE SALE OF PROPERTY (IF RELEASED BY FAA.) WITH PROCEEDS REINVESTED INTO THE AIRPORT. 3. EXISTING 30' PARALLEL TAXIWAY TO BE REDUCED TO 25.' 4. ALL COORDINATES ARE SHOWN IN NAD 83 (HORIZONTAL) AND NAVD88 (VERTICAL) DATUMS. 1 NON STANDARD CONDITIONS NO.ITEM DESCRIPTION DISPOSITION 2 TLOFA HANGAR AREA HANGARS/TLOFA TO BE CONSTRUCTED TO STANDARDS AT END OF USEFUL LIFE RUNWAY OFA TREES TO BE REMOVEDTREE OBSTRUCTION BEAR C R E E K EMIGRA N T C R E E K NEIL CREEK K N O L L C R E E K 1 1 2 FUEL FACILITY F F TAXIWAY SAFETY AREA (TSA) ROADWAY EL. 1840' ACTUAL ROADWAY EL. 1849' ACTUAL ROADWAY EL. 1844' ACTUAL DRIVEWAY (F) EL. 1852' EST AVIGATION EASEMENT NON-AVIATION DEVELOPMENT SEE NOTE 2 FENCE HEIGHT 4' NON-AVIATION DEVELOPMENT DRIVEWAY TO BE CLOSED AND RELOCATED PROPERTY TO BE ACQUIRED (0.74 AC) TIEDOWNS TO BE REMOVED N/A BRL 30' (E/F) (E) ARRIVAL RUNWAY PROTECTION ZONE 250' X 450' X 1000' ≥ 1-MILE APPROACH VISIBILITY MINIMUMS B-I (SMALL) PAPI (E)PAPI (E)PAPI (F) (E) 20:1 THRESHOLD SITING SURFACE 68'68'68'68' PAPI (F) (F) 20:1 THRESHOLD SITING SURFACE (E) 20:1 THRESHOLD SITING SURFACE (F) 20:1 THRESHOLD SITING SURFACE (E) RUNWAY 12-30 (3,603' X 60') Ashland Airport Commission MINUTES May 11th, 2021 Ashland Airport Commission May 11th, 2021 Page 1 of 2 These minutes are pending approval by this Committee CALL TO ORDER @9:37am Roll Call: Meeting Recorded Members Present: Andrew Vandenberg, Jeff Dahle, David Wolske, Jerry Campbell, George Schoen FBO Present: Bob Skinner Members Absent: Patricia Herdklotz, Daniel Palomino, Bernard Spera Council Member Present: Shaun Moran Staff Present: Chance Metcalf, Kaylea Kathol, Shannon Burruss Guests: Todd Pershing 1. Information Items- A. Commissioners: None B. Public Forum: None 2. APPROVAL OF MINUTES- 04/06/21 Dahle moves to approve minutes as written, Campbell seconds All ayes, motion carries. 3. Old Business A. Commission Chair and Vice Chair Election- Wolske opens the floor for nominations. Schoen nominates Wolske, Metcalf relays that Wolske has served three consecutive terms and must take at least one term off before he can be elected again. Schoen withdraws nomination. Dahle volunteers for Chair. Wolske seconds. All Ayes, motion carries. Wolske nominates Herdklotz as Vice Chair, Dahle seconds. All Ayes motion carries. B. Action Item List- a. Airport Entrance Landscaping- Kathol informs Commission that the project has been completed on budget and ahead of schedule. They project has a one-year maintenance period, contractor will come out once a month at no cost to the Commission or City. Kathol states her approval of the end result. b. Commission Member Vacancies- Wolske informs Commission to keep an eye out, as they have been. c. Airport Maintenance Plan- Metcalf states the process is still going forward and has yet to be finalized. Metcalf presents a cost estimate for a private maintenance company he has received, which is much higher than the current contract with the Parks department, with less work. He recommends continuing to pursue a plan with Parks. d. Flight Path Trees- Metcalf updates Commission that the survey has been completed. e. Airport Emergency Preparedness- The work group has met earlier in the month, Campbell was able to find and modify an existing, related plan that he was able to modify to suit Ashland. The hope is that the document will be to reviewed by Skinner for oversite first and then to submit the plan to the various City leaders involved with emergency preparedness for their review and input as well as Jackson County, and then to take it before Council eventually to be added as an addition to Ashland’s current Emergency Preparedness plans. Ultimately distributing to other small airports around Oregon. Skinner and Metcalf discuss possibility of utilizing Brim’s existing generator for emergency power. Metcalf also states that talks with the Community Solar project has happened recently and he will bring Ashland Airport Commission MINUTES May 11th, 2021 Ashland Airport Commission May 11th, 2021 Page 2 of 2 These minutes are pending approval by this Committee more information in the future. 4. New Business A. New Hangar Construction Proposal- Metcalf addresses proposal as contained in agenda packet. Commission and Skinner ask Pershing questions regarding his application details. Pershing is requesting Commission approval prior to taking the plan to the Planning Commission. Wolske states that it is the consensus of the Commission that the project is accepted on principle and that it should move forward through the rest of the approval process. B. Airport: Good Neighbor Items: Skinner states that there hasn’t been much contact from residents. Skinner inquires as to the status of the Fiber project. Metcalf states that he’s not heard anything specific and will inquire and get back. Brim reported to Skinner that three of his batteries have been stolen from various places. Skinner states that a refocus on talking about Airport security might be prudent Wolske requests to add Riparian Restoration to future agenda items on the Action Item List. Kathol asks what specifically he’d like added. Wolske states he’d like to see Commission be more proactive in taking care of the water ways, Neil and Emigrant Creeks, around the airport. NEXT MEETING DATE: 06/01/21 ADJOURNMENT: Respectfully submitted, Shannon Burruss Public Works Administration (Full Meeting Video Available by Request) 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 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) Ch. 2.10 Uniform Policies and Operating Procedures | Ashland Municipal Code Page 6 of 8 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. Ch. 2.10 Uniform Policies and Operating Procedures | Ashland Municipal Code Page 8 of 8 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 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 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. 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. Page 1 of 5 G:\pub-wrks\eng\dept-admin\AIRP\Airport Commission Packet Items\Airport Communications Plan_FINAL.docx Updated: 5/18/2021 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:\pub-wrks\eng\dept-admin\AIRP\Airport Commission Packet Items\Airport Communications Plan_FINAL.docx Updated: 5/18/2021 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:\pub-wrks\eng\dept-admin\AIRP\Airport Commission Packet Items\Airport Communications Plan_FINAL.docx Updated: 5/18/2021 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 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 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:\pub-wrks\eng\dept-admin\AIRP\Airport Commission Packet Items\Airport Communications Plan_FINAL.docx Updated: 5/18/2021 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:\pub-wrks\eng\dept-admin\AIRP\Airport Commission Packet Items\Airport Communications Plan_FINAL.docx Updated: 5/18/2021 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