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HomeMy WebLinkAboutAirport Packet January 2022 AIRPORT COMMISSION A GENDA Virtual Zoom Meeting J a n u a r y 4 th, 202 2 9 : 3 0 A M CALL TO ORDER: 9:30 AM 1. ROLL CALL – MEETING RECORDED 2. APPROVAL OF MINUTES: December 7th, 2021 MEETING 3. COMMISSIONER ANNOUNCEMENTS: 4. PUBLIC FORUM: 1. Public Forum Comments to be submitted in writing by 10am January 3rd, 2022 to chance.metcalf@ashland.or.us 2. Comments on agenda items to be submitted in writing by 10am January 3rd, 2022 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 January 3rd, 2022. 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. Out of Service Aircrafts 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. In person Meeting Dates B. Mission Statement & Goals C. Good Neighbor Items 7. FBO REPORT(S): A. Attached 8. NEXT MEETING AGENDA ITEMS: 9. NEXT MEETING DATE: February 1st, 2022 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 2022 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 Russ Saunders Commission Member 541-708-0171 318 Wrights Ck Dr. saundershrms@sbcglobal.net 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 Open Open 20 E. Main Street Open@ashland.or.us ASHLAND AIRPORT COMMISSION MINUTES December 7th, 2021 Ashland Airport Commission December 7th, 2021 Page 1 of 3 These Minutes are pending Approval by the Commission CALL TO ORDER: @ 9:30am Roll Call: Meeting Recorded Members Present: Andrew Vandenberg, Jeff Dahle, Jerry Campbell, Patricia Herdklotz, Bernard Spera, David Wolske, Daniel Palomino FBO Present: Bob Skinner Members Absent: George Schoen Council Member Present: Shaun Moran Staff Present: Chance Metcalf, Kaylea Kathol Guests: None 1. APPROVAL OF MINUTES - 09/07/21 Spera moves to approve minutes as written, Campbell seconds, All ayes, motion carries. 2. Commissioner Announcements – Dahle reminds committee about agreement to meet twice annually. Will need to discuss when those days will be. Dahle announces he wants to discuss annual goals of the committee after the new year. Herdklotz wishes to discuss airplane crash near Medford Airport on 12/6/21. Relays details about the crash that are known to date. Two people in the plane died. It is too soon to know what went wrong. Skinner acknowledges that there are various rumors going around, but what is known is that the plane had just fueled up and that it was foggy, and that the air traffic tower was warning them that their altitude was too low. 3. Public Forum – None 4. Unfinished Business: A. Airport Security – working group update. Wolske spoke that he met with Skinner on 12/2/21. They determined increased signage at main driveway and upper driveway should be improved. Existing signage is too small, too infrequent, and should be more “eye catching”. Discussed better surveillance cameras to monitor issues, like hydrants where water theft occurs, and better resolution to pick up license plates. Discussed motion- detection lighting. Discussed asking the City for more police presence at night. Discussed fencing and gating but felt like it was a less attractive option at this point. There are four access points, and some of those points are extremely difficult to secure, requires special permits and authorizations. Nor has fencing ever been prioritized in the budget. Determined that it would be most effective to pursue the affordable, easier solutions first. Metcalf spoke that the Master Plan does include a long-term provision for fencing. Current priorities include taxiway rehab, then north apron expansion, then other side of apron expansion and fuel tank relocation, then fencing. Fencing is about 10 years down the road and qualifies to be funded by FAA dollars. It is an expensive project. Metcalf discourages trying to do this with our own budget when the FAA is willing to fund it in the future. Metcalf explains that any camera install needs to be approved by Council. Cameras of the ASHLAND AIRPORT COMMISSION MINUTES December 7th, 2021 Ashland Airport Commission December 7th, 2021 Page 2 of 3 These Minutes are pending Approval by the Commission caliber the Commission desires are extremely expensive, up to $15,000 if installed in- house. Wolske believes the cameras should cost $300 and they don’t need to be high- resolution, just visible to the public. Dahle agrees that even low-resolution cameras would be helpful. Dahle will leave this on the agenda to discuss again in Jan 2022. Metcalf said the City can accommodate signage and will wait for the Commission to provide feedback on how the new signs should look. Metcalf explained that the police have a strong presence at the airport and document all their trips. B. Airport Solar Project Update – Metcalf showed Ashland Solar Co-op Proposal to City (attached to agenda). Next steps include numerous reviews amongst City departments, ending with Council review and approval. About 7 reviews/approvals are needed. Questions followed about future limitations and maintenance responsibilities. Wolske wanted to know more about the value of what Co-op is offering the City: $6k per year lease payment, or electricity offset of 17kw. Believes having 17kw backup power would be better than cash in the event of an emergency. Chance explained that the 17kw would only provide backup power if we had a battery system (roughly $75k-80k). Suggested the $6k payment would be more useful, and that we could buy in later to the 17kw if that became a better option. Discussion followed regarding the airport’s minimal load to keep operating in the event of emergency. Commission discussed preference of battery backup vs. emergency generator. Commission did not feel there was enough information at this early stage (specifically cost comparisons) to determine whether a lease fee of a power buy in were better options. Wolske Moves to approve Solar proposal move forward in the review process by various City departments, to be brought back to commission at later date with lease and electrical cost comparisons. Herdklotz Seconds. Pass unanimous 10:14. D. Action Item List- a. Commission Member Vacancies – Two very qualified candidates. One was selected and is on the consent agenda for the 12/7/21 Council Meeting for placement on commission. Metcalf asked whether anyone has heard from George Schoen, who has missed four or five meetings now. Dahle will follow up with George to see how he is doing. b. Airport Maintenance Plan – No Action. c. Flight Path Trees - Kathol stated contract is moving forward as scheduled. d. Airport Emergency Preparedness – Police and Fire Chief and Public Works Director have made their comments. Campbell and Pat will complete edits and will bring back to Commission in January. ASHLAND AIRPORT COMMISSION MINUTES December 7th, 2021 Ashland Airport Commission December 7th, 2021 Page 3 of 3 These Minutes are pending Approval by the Commission 5. New Business: A. Out of Service Aircrafts – Skinner explains that one of the aircraft has been abandoned. Is no longer registered, owner is deceased, estate is unresponsive. Skinner thinks City may need to take ownership of the aircraft in order to dispose of it. Skinner and Chance will do more research to determine what to do with the aircraft. The second out-of-service aircraft is Skinners. The third is a customer who is current on their month-by-month tie-down payments but hasn’t left the ground in about 10 years and the plane is derelict. Commission discussed if a policy could be created that would prevent the apron from becoming a long-term storage area. Keep on unfinished business. B. Capital Budget Update – Metcalf presented a snapshot of the capital budget. Outlay is projected to have an overage of about $22k. That will be coming out of the next year in the biennium, leaving us with about $38k next fiscal year. Capital Projects – Projection is that we will be $1671 under budget at the end of the FY. More expenses coming next fiscal year in the biennium. We will have little extra money in either budget. We are fully committed for current fiscal year. Skinner questioned how often tree trimming would occur so we can better plan for it. City is unsure of how frequently this will need to happen – City is unable to accurately predict tree growth. The City has done as much as possible to ensure this is something we will not need to do too frequently. Moran wants to know why the City isn’t doing this work because there is a full time FTE in public works whose job is tree trimming. Metcalf explains that City cannot work on private property. Spera wants to know if anyone from the City has approached the property owners and asked to remove trees. Kathol explained that many owners have already voice opposition to removing trees and staff will not further pursue this. However, the commission is welcome to serve as an ambassador for tree removal if they wish to reach out to owners. Owner’s contact information is publicly available on the Jackson County Property Data website. C. Airport: Good Neighbor Items – Skinner reports no issues. 6. FBO Report – Skinner has nothing to add to reports. 7. Next Meeting Agenda Items – Mission Statement & Goals, Airport Security, In person meeting dates 8. Next Meeting Date - 1/04/22 ADJOURNMENT: @ 10:40am Respectfully submitted, Chance Metcalf Project Manager (Recording 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 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 FBO MONTHLY REPORT November,2021 AMOUNT ITEM RATE 1,828.89$ 7 @ 7.00$ =49.00$ 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$ 822 Fuel Flowage Fee Brim @ 0.07$ =57.54$ 1 @ 165.67$ =165.67$ @ 8,246.21$ =-$ Brim Land Lease @ 980.00$ -$ Private Hangars Land Lease @ 351.50$ =-$ @ 2,798.40$ =-$ TOTAL RENTS =14,597.47$ X 0.75 10,948.10$ =65.00$ Price Per Gallon $5.95 100LL 1182 Gallons Price Per Gallon 4.49$ JET A 96 Gallons Total Gallons 1278 x 0.07 89.46$ Water Credit -$213.64 Garbage Credit -$60.33 Preauthorized other credit for:- TOTAL DUE TO CITY BY 20TH =12,657.48$ 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 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 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 MONTHLY REPORT November,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) 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 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.