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2024-06-04 Council Meeting
Council Business Meeting Agenda ASHLAND CITY COUNCIL BUSINESS MEETING AGENDA Tuesday, June 4. 2024 Council Chambers, 1175 E Main Street View on Channel 9 or channels 180 and 181(Charter Communications) or live stream via rvtv.sou.edu select RVTV Prime HELD HYBRID (In -Person or Zoom Meeting Access) Public testimony will be accepted for both general public forum items and agenda items. Please complete the online Public Testimony Form (ashland.or.us/Council), ashland.or.us/Council. Indicate on the Public Testimony Form if you wish to provide WRITTEN testimony, or if you wish to speak ELECTRONICALLY during the meeting. Please submit your testimony no later than 10 a.m. the day of the meeting. 5 PM EXECUTIVE SESSION To review and evaluate the employment -related performance of the chief executive officer of any public body, a public officer. employee or staff member who does not request an open hearing pursuant to ORS 192.660 (2)(i). I. CALL TO ORDER 1. Land Acknowledgement — II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S / CHAIR OF THE COUNCIL ANNOUNCEMENT 1. Flag Day Proclamation V. APPROVAL OF MINUTES 1. Minutes of the May 20 - Study Session Meeting 2. Minutes of May 21 - Business Meeting VI. SPECIAL PRESENTATIONS VII. CITY MANAGER REPORT 1. Clty Manager Report Vill. PUBLIC FORUM 15 minutes — Public input or comment on City business not included on the agenda IX. CONSENT AGENDA 1. Recology Resolution 2. Affordable Childcare Ad Hoc Committee Appointment 3. Liquor License Approval for Cafe Lumina LLC 4. Liquor License Approval for Rogue Valley Roasting Company X. PUBLIC HEARING PaFe 1 of Pane 1 of i41 rialka Council Business Meeting Agenda 1. First Reading — ORD 3237 An Ordinance Relating to Amending AMC 2.28 to add the Department of Innovations and Technology (DoIT) 2. First Reading - ORD 3240 An Ordinance for Right of Way Vacation of a Portion of Fern Street 3. First Reading - ORD 3241 An Ordinance for Right of Way Vacation of a Portion of Meadows Drive 4. Approval of Resolutions 2024-15, 2024-17, and 2024-18 Related to the Annual Budget Declarations for Property Tax, State Revenues, Ashland Services for FY 2025 5. Public Hearing - Termination of Electric Service XI. UNFINISHED BUSINESS Shelter Goals XII. NEW BUSINESS XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Community Center and Pioneer Hall Construction Contract 2. Special Procurement Contract - Chemicals 3. Resolution 2024-16 Budget Supplemental to Recognize Timber Sales Revenues BN 23-25 4. Resolution 2024-19 to Approve Allocation of Transient Lodging Tax Proceeds to Travel Ashland XIV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XV. ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Manager's office at 541.488.6002 (TTY phone number 1.800.735.2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). * Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.(D)(3)] ** LAND ACKNOWLEDGEMENT We acknowledge and honor the aboriginal people on whose ancestral homelands we work — the Ikirakutsum Band of the Shasta Nation, as well as the diverse and vibrant Native communities who make their home here today. We honor the first stewards in the Rogue Valley and the lands we love and depend on: Tribes with ancestral lands in and surrounding the geography of the Ashland Watershed include the original past, present and future indigenous inhabitants of the Shasta, Takelma, and Athabaskan people. We also recognize and acknowledge the Shasta village of K'wakhakha - "Where the Crow Lights" - that is now the Ashland City Plaza. ***Agendas and minutes for City of Ashland Council, Commission and Committee meetings may be found at the City website, ashland.or.us/Agendas.asp Pace 2 of 2 W1, lrr Pane 9 of 341 H L A N:Pk 6 e&,e& %� A Proclamation in Honor of Flag Day 2024 Whereas, the first official flag of the United States was adopted on June 14,1777, by an act of Congress. Whereas, on Aug. 3,1949, Congress designated National Flag Day, which was to be celebrated on June 14Ih of each year. Whereas, the annual event is an opportunity to learn more about the history of the American flag and to honor and show respect for our veterans who have served our country under this flag. Now therefore, I, Tonya Graham, Mayor of the City of Ashland, Oregon, do hereby proclaim June 14, 2024, as Flag Day in the City of Ashland and urge all residents to contemplate what they can do to ensure that our flag symbolizes our devotion to freedom, equal rights for all, and the rule of law here and abroad. Dated this 2111 day of May 2024 Tonya Graham, Mayor Alissa Kolodzinski, City Recorder Pane .1 of . ASHLAND CITY COUNCIL STUDY SESSION MINUTES May 20, 2024 CALL TO ORDER Mayor Graham called the meeting to order at 5:30 p.m. Mayor Graham and Councilors Hyatt, Dahle, Bloom, Hansen, DuQuenne and Kaplan were present. II. PUBLIC FORUM 15 minutes — Public input or comment on City business not included on the agenda III. PDMAC Report 1. PDMAC Report Brandon Goldman, Director of Community Development, and April Lucas. Development Services Coordinator, provided a presentation of the Development Process Management Advisory Committee (DPMAC) meetings and its recommendations (see attached). Goldman spoke of this temporary committee's purpose to examine how the development process was working and explore opportunities to improve, streamline, and potentially accelerate planning actions. Kaplan asked about means for public participation in the development process. Goldman offered two generic project examples. Goldman's first example was annexation into the City. This entails a number of requirements that must be presented and met up front by the applicant. This provides a n opportunity for it to be appealed by the Land Use Board of Appeals (LUBA), which adds time and can be a deterrent for developers. Goldman's second example was the tree removal permit process. After the City receives an application for tree removal, the City sends a notification to residents within 200 feet of the tree for an opportunity to comment within a 14-day waiting period. After the City approves the permit, there is another 10-day waiting period for residents to appeal that decision. These processes provide an opportunity for public input that doesn't exist in other cities. Bloom asked if there are any penalties for frivolous appeals to LUBA. Goldman explained with generic examples of reasonable appeals to LUBA and an example from years ago where an appeal to LUBA was found to be an abuse of process and the applicant was able to seek legal fees. This was codified recently into state law: in appeals to LUBA related to affordable or needed housing that are found to have no merit, the applicant can seek reimbursement for legal fees incurred. Goldman continued his presentation reviewing fee comparisons for development in comparison to other municipalities. Bloom asked why Talent and Phoenix was not included in the fee comparison, and if it would be legal to lower the multi -family development fees and offset that cost with single family and commercial fees. Goldman Pane 4 of '141 responded the City reached out to all the neighboring cities for comparison and was only able to include the information from those that provided it and remains open to new information if provided. Goldman spoke about the fee development methodology for System Development Charges (SDC fees) which includes consideration of system impacts for the related type of development, so SDC's are already less per unit for multi -family verses single family developments. Bloom inquired if the Council could change the fees to subsidize lower SDC's for multi -family units by offsetting cost with higher SDC's for single family units. Goldman responded that the question could be about how to subsidize that, but that SDC's are related to use and impacts. Hansen asked what the other fees category includes and if the City could look at capturing enough revenue with its growth over the next few years to fund something. Goldman broke down some of the other fees: the community development fee is 1.1 %, and the engineering services fee is 0.85% of the valuation of the building and are within the Council's discretion. The third significant other fee is the construction excise tax with the school board which has already been agreed upon. Hasen asked if the city wanted to increase revenue to fund a project, where could it insert fees to do so. Goldman responded that SDC fees are already prescribed from the State. He went on to describe one of the 15 identified housing production strategies was to impose an affordable housing construction excise tax, which would increase the other fees section. Hansen asked how other municipalities garnered fees to fund projects such as trails. Goldman explained the City's SDC's are for Water, Sewer, Parks, and Transportation. Goldman expected a trail project would fall under Parks and that Community Development has not explored that. DuQuenne asked what fairly recently meant for this comparison, and Goldman responded it was the most recently available data which was December of 2022. DuQuenne asked where SDCs go and Goldman responded that the Water. Sewer, and Transportation SDC's go to Public Works for infrastructure. Goldman continued his presentation with commercial development fees where the same variations apply regarding costs. Goldman presented the community satisfaction survey distribute d to all building permit or planning applicants between March 2018 and December 2022 with 1,200 recipients and 78 respondents using the same survey questions from the 2011 and 2016 surveys. Goldman spoke to his main concern was the turnaround time question and explained this covered the pandemic period where staffing was limited. Hyatt asked if planning could be seen as slow and unresponsive as a result. Hyatt asked if the City sets expectations up front with applicants of the realistic timeline on the various pieces of the process. Goldman spoke that staff is directed to respond within 24 hours, and that most questions are about how to fill out an application. many of which may not be submitted. Once a pre -application is submitted, the applicant is given a timeline with expectations. Goldman explained 95% of applications are approved which indicates staff has done a good job of helping applicants present a complete application that can be approved as opposed to the lengthy process that can result in applications that miss key details. Hyatt spoke of the guide documents to best prepare Panes 5 of 141 applicants for timelines so they don't feel like the process takes longer than it needs to. Bloom asked about the responses of applicants feeling they were treated differently. Goldman responded this is an opinion survey with no metric to examine if those opinions are valid. Bloom spoke of noticing a more negative perception in 2016. Goldman responded that the 2016 survey included applicants after 2011 up until 2016 which was after the recession when delays were occurring. In 2015 a study was initiated to explore how to have more clarity and responsiveness, and one of the outcomes was a total renewing of the land use code. Goldman spoke this was not in effect during the 2016 survey, and so the gains of positive perception reflected in the 2022 survey could largely be attributed to the work done in 2015. Dahle thanked staff for their work, and asked for staffs perception on if the public concerns around long timelines for development were due to a lack of understanding of timelines and incomplete applications, or if they were simply too long even with a perfect application. Goldman responded that basic planning applications are approved within weeks. Type I Applications are typically approved within sixty days which includes sending out notices which requires a 30-day wait period. Type II applications are larger commercial developments with a 90-120-day timeline. The Type III applications take longer due to any necessary legislative changes/actions, Commission review, or City Council review due to scheduling challenges involved for those procedures with public meetings. Dahle asked how these timelines stack up against other municipalities, and Goldman said it was comparable. Kaplan asked if there were metrics in place to measure staff responsiveness. Goldman responded that there are not metrics on initial staff responsiveness to questions, but after applications are received, they are date stamped and entered into the system. Then each step can be tracked for how long it takes from intake until deemed complete, or the time from deemed complete until date issued, etc. The planning software has been an internal means to check responsiveness and requires a phone call from an involved party to the department to check on status. Goldman hopes the new software that went live in February with the new website will prove helpful to the community to check on the permitting status directly. Goldman also explained that after approval there is still the actual building that takes its own time, often years. Graham asked if it was possible to capture small surveys along each step of the timeline rather than asking about the whole process after completion. Graham also asked if the surveys captured the types of responders in order to differentiate the frustration from first-time applicants newly adjusting to the complex permitting process verses the more experienced responders that could indicate more systemic issues. Goldman responded that was certainly worth including. DuQuenne spoke about the written responses from a changing demographic and asked what the next steps are to the written comments to help streamline the permitting process. Goldman responded that the goal of the group was to meet a certain number of times and report back to the City Manager and did not delve into demographic considerations or suggest next steps for attracting younger families with children. DuQuenne asked if there is going to be follow up for the group to explore meeting those needs. Goldman responded the group that met to address the housing production strategy was intended to address those considerations. DuQuenne spoke of Panes 6 of ,141 concern around affordability of fees and of builders and developers encouraged to go to Medford and asked how to address the fees so people want to live here. Graham spoke of multiple groups considering these issues, such as the housing production strategy group, and spoke that the specific charter of this group is to find recommended improvements of the permitting process. Lucas spoke about the new online permitting tool, the Citizen Self Service Portal and highlighted the program. The portal is live and provides operational transparency to applicants, property owners, and citizens. It offers 24/7 access to permitting, review status, inspections scheduling, and project information. It streamlines permitting, plan review, and record requests. Lucas provided a tour of the online tool which launched February 20, 2024 and has issued over 200 online permits. The department saw a drop with over -the counter permit applications with a majority of users providing positive feedback and preferring the online features. Recommended next steps include expanding the online permitting options to include new single-family homes and ADU's, (Additional Dwelling Units) new multi -family buildings, new commercial buildings, and commercial tenant improvements. Other recommendations include online payment and fee estimate features. Goldman spoke about the DPMAC recommendations which included enhancing the online process such as explained by Lucas and creating better handouts and guides. Recommendations that require administrative action included creating clear guides in response to changing building occupation limits and the City's traveler's accommodations requirements. Recommendations requiring legislative actions were noted and included increase in density in multi -family zoning, employment opportunities analysis, climate friendly areas, and a manufactured park development zone (see packet). Graham asked Hyatt, as the staff liaison to the Planning Commission, if she wanted to pass along the request for recommendations moving forward. Hyatt spoke the Council as a body would set the direction and if the Council wants input from the Planning Commission that would be reasonable. Graham asked the Council if there were any concerns with bringing those three recommendations that require legislative action back before Council for further review. Cotta reminded Council about the current workplan and the need to keep in mind these can be goals for the 2025-27 biennium. Hyatt spoke of three previous items the Council already asked of the Community Development department: Manufactured housing zoning which is first on the housing production strategy; set plans for Additional Dwelling Units, and Economic Opportunities Analysis with input from the Planning Commission. Goldman spoke of work in progress on Climate Friendly Areas also. Graham asked if staff needed direction with priorities. Goldman clarified the presentation was to inform the Council of the findings and recommendations of the DPMAC and would seek specific staff direction from Council as those items come before Council. Goldman wanted to remind Council that items that require legislative changes will need considerable public involvement. Graham asked if Goldman's staff needed a priority list, and Goldman responded some of these changes would be made concurrently so would be brought to Council at appropriate time. DuQuenne asked Lucas if the online system was better and Lucas affirmed. Hansen asked if other permits such as event permits could be added to the online portal. Lucas Panes 7 of :;d1 responded that existing permits such as special event permits already in the EnerGov system can easily be added to the online portal. Dahle asked how far back the records searches go. Lucas respond it goes back to 2018 when the current permitting system was launched. Bloom asked if there were any indications of changes at the state level of Oregon Land Use Law to ease restrictions. Goldman said he only knew of the legislative update he gave earlier. Hyatt asked how best to direct citizens in utilizing the online portal. Lucas affirmed that for general inquires they can use the portal and can still ask questions directly of the department. Goldman added that if people want to comment on a planning action, they should still contact the department for consideration by the Planning Commission. Public Comment Craig Anderson/Ashland - spoke he held high regard for the planning department and has worked with planners and staff for many of the 25 years he has lived here. He spoke about a developer who didn't want to build in Ashland due to affordable housing restrictions. He spoke of his concern about the transportation situation around the Grand Terra Project and the Rogue Advocates appeal to Land Use Board of Appeals. IV. New Website Review New Website Review Interim City Manager Sabrina Cotta began with the project history on August 15th, 2023, when the Council approved the contract for the Civic Plus website development team. Cotta spoke of the website transformation, Civic Clerk, and See -Click -Fix aspects of the project. The goals of the new website were to update the site, improve navigation for citizens and staff, and transfer records retention from the website to a better platform. Dorinda Cottle, Communications Officer for the City, spoke of results from the recent communications survey and pointed to the City's website as the number one communications tool with 70% of residents using the site to garner information. Civic Plus was introduced as the vendor that specializes in websites for municipalities, from whom the City purchased three modules that work together: Civic Engage is the main website, Civic Clerk is the public meeting module, and See -Fix -Click is the non - emergency reporting module. The new URL will be ashlandoregon.gov and goes live May 22, 2024. Work on the site began last December by surveying other sites and looking at the analytics of the existing site. Goals for the new site included ease of navigation for users: residents, tourists, and businesses. Cottle provided a sample of site navigation that illustrated how various items can be found in various ways through planned redundancies. Cottle highlighted the Spotlights and City News sections that cover current news and events, the footer with Quicklinks, and the emergency banner at the top that will be used for emergency alerts. Cottle reviewed various ways to find popular searched pages and information including wildfire risk reduction, parks and recreation, and utility billing. Cottle spoke of a recent focus group that included seven residents. Mayor Graham, and Councilors Kaplan and Bloom who provided feedback. The production link was also sent to 60 residents who expressed interest in providing input. DuQuenne asked if there were links to maps for public art. Cottle spoke to the links on the site where one can find that information and described the public art self -guided Panes R of ' tour in the mapping hub with more self -guided tours coming soon. Bloom spoke about being able to make changes to the site in real-time moving forward for updates and corrections. Hansen asked how the process of implementation went and Cottle responded that it was a big project with about 1500 pages to pare down and was easy to use after learning the platform. Cotta spoke that a website is not simply built and launched, but will be continually changing and how important it is to manage what is added and what is removed. Graham identified one of the problems with the old site was the search function and asked about its functionality for finding relevant up-to-date information. Cottle responded that the new search feature will work with the agenda and minutes module to pull up information in a chronological order. Graham asked about the Utility Billing module being the same one as used before. Cotta spoke that the finance department is looking for new software in recognition of the difficulty current customers are experiencing. The goal is to integrate new software with the new system when available. Bloom spoke of how to find archived records in Laserfiche which is searchable, and Cotta explained how Laserfiche is our records retention tool and that information available in the Agenda's and Minutes Module will be searchable moving forward. Alissa Kolodzinski, City Recorder, demonstrated various avenues to access Agendas and Minutes and related materials such as agenda packets. These will be available May 22 moving forward with past information stored in Laserfiche. Graham asked what happens to the archived videos of meetings. Kolodzinski spoke that the City's contract with Rogue Valley Television (RVTV) is for them to hold those for a year. Historically, RVTV has held them for about a year and a half to two years after which the videos are deleted. Graham asked how the City can hold those for as far back as possible for records retention purposes. Kolodzinski responded that options include contracting with RVTV for storage and asking for input from the City's Information and Technology (IT) department. Kaplan asked if a YouTube channel would work for that and Kolodzinski spoke that was also an option. Dahle spoke that the issue is about who owns the data and advocated for the City considering how to retain that ownership. Cotta spoke that by State statute the official records of all meetings are the minutes. Graham spoke that videos were not historically available. but since we have them now and they catch the flavor of the conversation it is worth looking into how to hold on to them. DuQuenne asked if social media would include news about the new website and Cottle affirmed. Jason Wegner, Director of Innovation and Technology, reviewed the See -Click -Fix reporting tool for non -emergencies and gave an example of how to report a pothole. Staff will be notified immediately, and it will integrate with staff workflow. Kaplan asked if there is a list of submissions that people can see if an issue has already been reported and Wegner affirmed this was under the City's control to include that. Hyatt asked if wildlife sightings could be included in that application, whereas now it can be found under the Maps page to file a report. Wegner spoke this was reasonable and could look into how to implement that. The planned roll out of options includes potholes first to see how it goes, then adding streetlight outages, graffiti, and other code compliance concerns one at a time. Kaplan commented that finding the report button was unclear and asked about integrating Near Miss Data. Cotta affirmed all aspects of the website will be monitored and adjusted as necessary as a living document and Pane A of'141 thanked all the staff that made it happen. Wegner commented on the move to a .gov domain which recognizes the City as a government entity. Dahle asked if this would mean e-mail addresses would change which Wegner confirmed adding that the old addresses would still send to the new ones during the transition. Graham reiterated the importance of the public being able to efficiently find information on its City's website, and thanked staff for moving this forward. V. ADJOURNMENT Meeting was adjourned at 7:35 pm. Respectfully submitted by: City Recorder Alissa Kolodzinski Attest: Mayor Tonya Graham PanP in of :idi - CITY Of Introduction to the DPMAC Committee Overview: • Temporary committee appointed by the City Manager of Ashland. Composition: • Includes planners, architects, developers, and real estate professionals. Primary Objectives: • Streamline the development process. • Ensure compliance with Oregon State Law and local participation goals. Operational Focus: • Evaluate and recommend ways to accelerate administrative and Type 1/11 planning actions. • Identify and modify cumbersome or conflicting development codes. /r Pane 11 of'1d1 Committee Composition Members appointed by the City Manager • Christopher Brown - Architect • Brian Druihet - Catherine Rowe Real Estate Team • Dan Jovick - Builder • Kerry KenCairn - Planning Commission and Landscape Architect/Planner • Ray Kistler - Architect • Jim McNamara - SOU • Matt Small - Architect • Ben Treiger- Builder Staff participants: • Brandon Goldman, Community Development Director • April Lucas, Development Services Coordinator • Steven Matiaco, Building Official • Derek Severson, Planning Manager r -Discussion of committee objectives. -Consideration of demographic shifts in Ashland. -Examination of 2022 Community Development Customer Satisfaction Survey findings. PMAC Meetings -Review of building permit fee comparisons across various jurisdictions. -Presentation and beta testing feedback on the Permit Self Service portal. -Discussion on Types of Land Use Actions and their efficiency. *Updates on the city's planning and development processes. -Further discussions on streamlining development processes through digital tools. -Recommendations on simplifying planning actions and administrative processes. -Review and finalize the committee's recommendations. -Final discussions on the impact of the Citizen Self Service portal and other improvements. -Preparation of report to the City Manager. Pane 19 of �41 Key Challenges Ashland's Development Process Perception of Ashland in the development community High applicant legal costs Neighborhood opposition leading to delays Need for clearer and more predictable processes Fee Comparisons • Comparison of Ashland's fees with other jurisdictions City development fees were not seen as a substantial deterrent to new development. Pant- 11 of 341 $100,000 $90,000 $80,000 $70,000 $60,000 $50,000 NEW SINGLE FAMILY 2,000 sq. ft. house wJ 500 sq. ft. garage $269,070 Valuation $61,505 $5,087 S35,833 $0-1 $92,757 $3,339 Building Permit CI SDCs D-1 Other Fees S52,547 $2,820 $86,015 S42,103 $2,9o0 S36,614 $2.900 $26,054 $49,368 522,692 $24,750 $44,468 $5,369 S18,957 517,182 517,277 $30,835 518,338 $2,500 $35,929 $3,176 $2,370 5404 S15,443 $31,202 $16,824 $12,838 $12,053 $13,992 $15,92E' $14.713 $18,679 $2,679 $9,574 $3,A61 SL943 SZ759 S3.5 $4110 $7A50 $4,243 $3,221 $3,403 W71 $3,190 $5,259 $3,373S2312 " Ashland Medford Central Po:nt Eagle Point Eet:1 Beavec'.o'i Cottage Dallas Hillsboro Lebanon MCMrf}nvtile Oregon City 5he,wood Tualatin ED Building Permit NEW MULTI -FAMILY ED SDCs 10 units, 8000 5q. ft. 0 Other Fees $868,880 Valuation $350,000 $300,000 S292,275 $11,600 $275,388 $269,140 $253,693 $11,2e0 $ 11,Eri.s7 $250,000 $13,893 $217,502 $48bl $200,000 $187,087 $11,600 $150,000 $267,497 $131,492 $246,345 5123,214 $109047 , 5221,061 $114,120 S119,135 $1,303 $10,000 $248 SI3 $100,000 $18,987 514,467 $198"� $10,D� 577,444 $164,215 $67,051 $91,089 59.420 $61,690 589,058 $99,840 $110,896 $10,434 $50,000 W 040 $49,257 $51,047 $52,260 $ux" $115w $a,374 $10,642 $16,1a7 $1%740 $14,982 $17,991 510396 Swim SW72 $sms . Ashland Medford Central Point Eagle Point Bend Beaverton Cottage Dalla- Hillsboro Lebanon McMinnville Oregon City Sherwood Tualatin Pane 14 of �41 $750,000 $650,000 $550,000 $450,000 $350,000 $384,378 $24,021 S279,242 $250,000 ; $43,675 $240,555 $33,611 $307,127 5169,056 5160,471 $150,000 $199,215 $17,460 $170,706 $123,746 $128,643 S5n non x�: �>i27i�9. i .�•� CIE_ Ashland- Medford CentralPoint EaglePoint Bend -- 0 Building Permit NEW COMMERCIAL OFFICE EJ SDCs 30,000 sq. ft. Other Fees $3,639,600 Valuation $703,969 $590,233 $627,152 3WAff- $22Am $467,653 "17,526 MMAW $630.254 $534,873 $505,443 S229,615 $5,459 $365,378 $418,673 S159,980 S120,606 $18,900 $160,136 S167,570 $21,000 536,888 $110,475 $46,765 Beaverton Cottage Dallas Hillsboro Lebanon McMinnville orlon City Sherwood Tualatin__ Grove Community Satisfaction Survey (DPMAC reviewed survey results) • Recipients included all individuals applying for a Building Permit or Planning Action between Mach 2018 and December 2022. • 1,200 Recipients / 78 respondents • Same Survey Questions from 2011 & 2016 • Highlights key areas of satisfaction and dissatisfaction among respondents • Written responses provide direct feedback from respondents Pane 1 S of 141 (1) When making an application, I have generally found the Community Development staff to be responsive and helpful. Strongly Agree Agree Disagree ° ■ Strongly Disagree �x Sex ws i WJI 2022 201b 201' (3) Ashland is just as fair, consistent, and practical in its application of regulations as other neighboring cities or counties Strongly Agree VM . Agree Disagree °M Strongly Disagree !Vx 2022 2016 20!1 ■sve.,ayeisogree .utogroe agree ■svoryynarea (2) In general, the staff has dealt with me in a professional and positive manner, providing options where available, and attempting to help me navigate through the process. °M eM 1M eM °M •M eex >M 4x 1M ca 2022 2016 2011 •3ero^9M FMoyrw >r c•>og'w •g'w ■;t,onyN <9'ea (4) Application review turnaround time is acceptable. I did not have to wait an excessive amount of time to get back plans or find out about problems that needed to be corrected. 1s 4x on I 2016 2011 Panes 16 of '141 Strongly Agree Agree Disagree Strongly Disagree n Yes No 1 '4'/'1 - YV- 100'1: 1 13011 80% 70'% 60> 44% 77X 40% a0x 2� ICX 0% 2022 2016 2011 w Strongty Disagree ■ Disagree Agree w Strongty agree too- G7 80` 70% Box 86X 98x 97% 4,. 301 201 to, 7� 15% 4Yiiy5 3% D": 2022 2016 2011 No Yes (12) 1 found the handouts supplied by the City to be useful and informative in explaining the requirements I must meet for approval Was your application ultimately approved? Pane 17 of 341 Survey Insights Survey Highlights: • Improvements in staff responsiveness, professionalism, and process quality. • Positive trends observed from 2016 to 2022. Improvement Strategies: • Maintain high standards and ethics in staff conduct. • Enhance clarity and response times in permit processing. • Improve departmental communication with coordinated reviews. • Create user guides for clearer application processes. Enhancements to Online Permitting • Introduction of the Citizen SelfCOO Service portal-,,,w�' 0 • Online permitting now live • Plans for future enhancements Pana. 1 R nf 341 I Al Program Highlights Provides operational transparency to applicants, property owners, and citizens. Improves customer experience by offering 24/7 access to permitting, review status, inspection scheduling, and project information. Streamlines permitting, plan review, and record requests by providing users quick, intuitive, self-service access for achieving their needs. Program Highlights APPLICANT/CONTRACTOR FEATURES • Apply for Permits/Plans • Monitor Review Status • Review fees prior to payment collection • Submit revisions or Resubmit documents with corrections • Request inspections • Real-time access to inspection results Panes 19 of *141 Program Highlights ONLINE BUILDING APPLICATIONS • Electrical, Mechanical, Plumbing, and Structural Permits • Renewable Energy Systems • Residential Remodels, Additions, and Decks • Grading & Excavation Permits • Fire Alarm, Fire Sprinkler, and Fire Suppression Systems Program Highlights ONLINE PLANNING APPLICATIONS • Sign Permits • Fence Permits • New Addresses • Pre -Application Conferences • Zoning Permits (sheds, lot line adjustments, land use approval extensions, administrative actions) fiu►� Panes gn of 341 Program Highlights ONLINE PUBLIC WORKS APPLICATIONS • Right -of -Way Closures • Street & Alley Excavations • Miscellaneous Concrete Permits Citizen SerWce P , Planniannia Building a Permits GaadAtlanoon Gust- fonununity De-k p—A Un;'.rrirnent Ot SeaN PuNk Ramrds TT ,god ran Ceusedta search fora exisGrtl permit, yam, and ircaa-tian Welcome to Self Service 0 APPO Tri<wdcan YAusedtq app'i I. . , hJA{ra Vtn*it n ti�edna Isr iNl 0 Cli[k here to find eut about [amain esenb ita IrP%dars a nd wbk t—ings AkedHWDYAWdw Conn n,C*eA( n'D#.xtmentatl54V4W-5XSo M at (OM 7JS.2FW tMusor FeMnter L ain to ar edstktg or uexe a my "aunLY-can"»find hdpif you r foraoty lu'ninfannatian. 0 Appetation (rxem DavnWaddM [gnPletf re¢8ren dppK.itian {ants UU-1.i! FFen the Ns Wd m aukldy estimate die requiledlen Ia anermit or pan 'SDC M indudedineatimate' 0 Rmnest lnfeettion Crack hereto request an kspretlon on anndstinarecmd. Panes 91 of �41 Apply for Permit -Building Corn nerclal Electrical Locaiims LOCATIONS Provide the 1—tion Move the pn—t will take place PERMIT DETAILS Describe the basics of your project. Permit Type Eu c,rig Corwrem ,W Electrical v Descriptim ® Create Template 'REQUIRED SSWfNBURNiNy %2e':393E TiEEiJJWO SIWINBUl WY RHaN;19t E09S514210 ^w� [ Q b © 4 Locators Ty, CONTACTS Property Owner and Applicant are rNuired. Applicant I 1 City d AsMand April LUcas (You) 51 Winburn Way.AsNwd. OR .97520 Panes 99 of '�41 v v LOCah0g3 Type MORE INFO Please answer these key questions about your project. erleral Info Temporary Pole Branch Circuts with Service ® is Lr—t— TeT Attach ngportiredorumenration fg appticaNe) tttauotn tn W— Pwttl Number Baw IMo Type Description Applied Date C.m- 51 WINBURN WY AsNand Oregon 97520 39IF09BB148W Building C.t , cial FJ.tA,l Test 11W 2023 Next Section I Top I Main Menu Previous Section I Top I Main Menu 0 0 Altath—h 14 y1 vab Subnut Panes 9. of '141 Citizen Self Service IPlanning & Building Permits Community Development Departrrrent CoodAtternoon, CityofAshland- IR My Work MYI+aVOIC:.: - "Y Eii'51IriG 1'.50'CTi0115 REQUEST �',SFEC?10'6 Search DkOay Al! v Records Updated v In Last 120 Days Permit Number Protect T Address T permit Type T Status ELEC-2023-01194 31 WitISURN Y,N Ashland _. Beading -Residential Issued Electrical PLUMB-2023.00874 51 WINBURN WY Ashland.... Building. 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Apply Date _ 39IE09AA1605 2'11'2022 Parcel_ 391E09AA1605 Cue Type _ 391E09AA1613 ai Bu dm4:11oo-Residential;-t4ew Parcei.391E09AA1613 status ~ % Void 391EA9AA221g Parcel: 391E09AA2218 Case Number 391E09AA2600 EG-IIR-2Gz2oo2G6 Parce!: 391E09AA2690 Ap* Deft 391MAA9000 Y11/20I2 Parse � 391E09AA9000 Case Type Su, 'ding ;Hon -Residential I -Tenant CI 391MAA8700 IrnDro.tm, nt par391E09AA8700 Stab. _ 391E09AA9000 PenaM - Parcel: 391E09AA9000 Permit Number: BD-NR-2020.00087 Perms L t s 1 tab Elements Main Menu Type: Bu86na (Nor statue Angled Residential; - Tenant Improvement Applied Date: C- 15i2020 Issue Date: 06111L2020 Dntrkc Expire Datr 03.'17/2021 • Square Feet 0.00 Valuation, $174.000.00 Firsalead Oats 09,1112020 Description: Laatons :res Reraxs InsDettions Attam"rds Contacts S11oRecoras Maelrao Progress Workflow Available Actions 0 100% O Confitmapplkxlonco oett-Passed o4ivxro O Deisartment Reviem-kissed oL'17:?OM • Canpk:ed • �r t*oaras O=e-coliectio1 rsssed:C4'1owm ^.ot Starced O Issue Permh pascd 06+1o/2020 -ertircate H OCcuoancy Pane 27 of '341 • Portal Launch Date: February 20, 2024 • 10 "Beta" Testers to 130 Active Users • Over-the-counter permit applications have dropped with majority preferring to use online features • Issued 200+ online permits • Overwhelmingly positive response from users Online Permitting Next Steps • Expand Online Permitting Options o New Single -Family Homes & ARU's o New Multi -Family Buildings o New Commercial Buildings • Commercial Tenant Improvements • Activate Online Payment Features • Activate Fee Estimate Feature .IT" - I W Pane 9R of �41 DPMAC Recommendations Streamlining • Enhancing online access Administrative Actions • Better handouts /guides Underway o Accessory Dwelling Units • Online PermittingEnhancements o Change in commercial • ADU guide and plan occupancy availability o Traveler Accommodations • Commercial Occupancy Guide and Building Permit guides. Future Legislative Actions (* to be considered through annual PC and Council goal setting for 2025-2027 Biennium) Density Increases in Multifamily Zones o Housing Production Strategy Action 2027-2028 Planning Application approval extensions (*2025) Subdivision thresholds for Outline and Final Plan (*2025) Solar access standards within subdivisions(*2025) Fence Permit requirement amendments Tree Permit Requirements Maximum Permitted Floor Area in Historic Districts Hillside Lands evaluation of man-made grades. * Land Use changes require Planning Commission or City Council initiation, Public Hearings, and Ordinance review and approval Panes 99 of 141 Panes JC) of '341 ASHLAND CITY COUNCIL BUSINESS MEETING MINUTES May 21, 2024 CALL TO ORDER Mayor Graham called the meeting to order at 6:05 pm. Land Acknowledgement" Councilor DuQuenne read the land acknowledgement. PLEDGE OF ALLEGIANCE Councilor Dahle led the Pledge of Allegiance. III. ROLL CALL Mayor Graham and Councilors Bloom, Dahle, Kaplan, DuQuenne, Hansen were present. Councilor Hyatt was absent. IV. MAYOR'S / CHAIR OF THE COUNCIL ANNOUNCEMENT Mayor Graham reminded those present that they still had two hours left to submit their ballots at the drop box behind the City Library. 1. Building Safety Month Proclamation Mayor Graham read the proclamation into the record. V. APPROVAL OF MINUTES Dahle/Kaplan m/s to approve the minutes. Roll Call Vote: Bloom, Dahle, Kaplan, DuQuenne, Hansen, YES. Motion passed. 1. Minutes of the May 6. 2024 — Study Session Meeting 2. Minutes of the May 7. 2024 - Business Meeting VI. SPECIAL PRESENTATIONS 1. Guanajuato Sister City Ashland High School Introduction Senora Ochella. a member of the Amigo Club spoke about her planned visit to Ashland's sister city Guanajuato on the 19th of June. Ochella introduced Nancy Lynch, a member of the Lions Club. who will be going to Guanajuato with her to assist in giving eye exams. Ochella read a letter from Ashland High School Dean of Students Sarah Weston about student Mckenzie Locklan, who had been selected to accompany the delegation to Guanajuato. Locklan spoke about her enthusiasm towards the forthcoming trip. 2. Ashland Parks Foundation Update Ashland Parks Foundation President, Mike Gardiner, provided an update regarding ongoing projects involving the Ashland Parks Foundation (SEE PRESENTATION). Gardiner noted that funding for the restoration of the Butler-Perozzi Fountain was almost complete. He thanked Interim City Manager Sabrina Cotta and Planning Commissioner Brandon Goldman for helping Parks receive a series of grants to assist with the restoration. as well as members of APRC for their efforts with both the fountain and the Japanese Garden. DuQuenne asked if the Parks Foundation had an estimate on how long until the fountain restoration is complete. Gardiner said that he would like to see the project start in Spring of 2025 once full funding had been reached. Hansen asked if the Foundation had plans to arrange a party in the Japanese gardens to mark Pane �1 of 3d1 the Fountain project being fully funded. Gardiner responded that it had been discussed, adding that 450 local donors had contributed to the funding. Dahle thanked Parks Foundation members for all their hard work and asked if the RFP would be published immediately. Gardiner responded that he hopes it will go out within the next few months. Mayor Graham thanked Ashland Parks Foundation for their efforts. VII. CITY MANAGER REPORT Interim City Manager Sabrina Cotta spoke about an initiative to bring a track chair to APRC. It would allow a person with mobility issues to be able to explore Lithia Park. She noted that Utility Billing would be available at the Senior Center on Monday and Wednesday from 9 AM to 1 PM to answer questions. She thanked the Ashland Chronicle for retracting a story because of a factual error on the topic of miscellaneous fees. Cotta mentioned that the new City website would be going live on Wednesday, May 221d, noted that the City had a new parking vendor, and thanked everyone who participated in the recent "Coffee and Conversation" meeting. Vill. PUBLIC FORUM 15 minutes — Public input or comment on City business not included on the agenda Debbie Neisewander/Ashland - Spoke about concerns over Court proceedings regarding the unhoused. Wanted the Court to have a better understanding of the struggles of the unhoused regarding communication. She also provided an update regarding the fire at the Night Lawn. David McAlester/Ashland — Spoke about the ongoing genocide in Gaza. Urged the Council to speak on the issue and act. Urged Council to take act on the proposed Ashland Electrification Clean Air concept ordinance. IX. CONSENT AGENDA 1. Liquor License Approval for Le Petit Cafe & Creperie 2. Liquor License Approval for O'Ryans Irish Pub 137 E Main St. 3. Liquor License Approval for Bestow 1606 Ashland St. 4. Oregon Department of Energy Grant Application Approval DuQuenne/Bloom m/s to approve the Consent Agenda as Is. Roll Call Vote: Dahle, Bloom, Hansen, DuQuenne, Kaplan, YES. Motion Passed X. PUBLIC HEARING 1. First Reading - ordinance 3238 and 3239 updating Building Codes Community Development Manager Brandon Goldman and Building Official Steven Matiaco provided a summary of the two ordinances. Goldman added that the changes would allow for the City to be in line with changes at the state level. Bloom spoke about the potential financial burdens some of the changes could cause on low-income residents. He asked if there was anything within the ordinance that addressed this issue. Goldman responded that the "dangerous building" section was based mostly on damage after natural disasters. He also noted that the degree of repair for "dangerous buildings" could be quite substantial. Bloom asked what would happen if a homeowner could not make the repairs because of the cost. Goldman spoke about a building that was damaged by a fallen tree, with the homeowner working with a nonprofit to acquire a block grant to finance the needed repairs. Goldman also noted that the City could work with non -profits to help ease the financial burden. Matiaco added that safety citations would ultimately be at the discretion of the hearing officer/judge. Acting City Pane .9 of 141 Attorney Doug McGeary added that the ordinance would be creating a process to deal with potential building dangers. as opposed to not having anything in place. Bloom noted that owning property comes with an assumption of risk. DuQuenne wanted to make sure that there was protection for low-income households regarding dangerous buildings. She asked why the state's specialty codes were not adequate. Matiaco responded that the State had given the power to the local municipality to see how best to address dangerous buildings. Goldman added that the ordinance provided a framework for how to best address the issue. He noted that the City would not have a way to address these buildings without the ordinance. Hansen noted that specialty codes updates happen every two or three years. Dahle thanked Goldman and Matiaco for their work. He asked what design professionals would need to do regarding the changes. Goldman responded that design professionals would already assume that the changes were in place. Kaplan noted the three different blocks of changes within the ordinance. He asked if the changes in the dangerous buildings section came from the County. which Matiaco confirmed. Matiaco noted that there was not an updated unified code across counties, with McGeary adding that the current unified code had lots of holes within its language to allow for it to be modified to best suit the individual county. Kaplan asked about the state codes. He was surprised that the State had removed themselves from the process of updating building codes in certain places, Matiaco responded that it depends on the administration and legislation. Bloom wanted to make sure that there was a process in place regarding how to handle a homeowner who cannot pay for the needed building work, with Goldman noting that insurance would play a role in providing the money. Bloom wanted to make sure a policy would be put in place to ensure that the homeowner would have access and knowledge of resources to best help pay with home damage. Goldman agreed, adding that it was an issue that should be handled on a larger scale because of the sheer scale of the programs. DuQuenne asked if the process for providing homeowners information could be handled within the ordinance. Goldman noted that the ordinance would handle code modifications. Graham summed up the Councilors issues as a desire to have homeowners be aware of the resources available to them if they were unable to make the needed repairs. Goldman noted that it would depend on circumstances regarding how much the City could be involved. Graham asked about the definition of "historic structure." as defined in the ordinance. Goldman noted that the definition of historic structure was not only in the ordinance, but also within other areas of the building code. Mayor Graham opened the Public Hearing. No comments. Mayor Graham closed the Public Hearing. DuQuenne raised concerns regarding the wording of "dangerous buildings" regarding the time since construction. Goldman noted that the time since construction did not solely classify a building as dangerous or not. Hansen/Dahle m/s to approve First Reading of Ordinance 3238, AN ORDINANCE AMENDING CHAPTERS 15.04; 15.10; 15.16; 15.20; AND 15.36 OF TITLE 15; and schedule Second Reading for June 18, 2024. Discussion: Hansen thanked Goldman and Matiaco for their work. Bloom hoped that Pane :11 of '141 the discussion around providing resources could be continued. DuQuenne felt that the changes were an overreach and would not be supporting the ordinance. Roll Call: Counselors Bloom, Dahle, Kaplan, Hansen, YES. DuQuenne, NO. Motion passed 4-1. Hanse/Bloom m/s to approve first reading of ordinance 3239, AN ORDINANCE TO AMEND SECTION 2.22.101, "ESTABLISHED MEMBERSHIP' OF THE BUILDING BOARD OF APPEALS, CHAPTER 2.22; (or as amended); and schedule Second Reading for June 18, 2024. Discussion: Hansen thanked Goldman and Matiaco for their work. Roll Call: Councilors Kaplan, Dahle, Bloom, Hansen YES, DuQuenne, NO. Motion passed 4-1. Mayor Graham reminded those attending to make sure they had proper fire and flood insurance. XI. UNFINISHED BUSINESS XII. NEW BUSINESS 1. Miscellaneous Fees Finance Director Marianne Berry and Community Development Manager Brandon Goldman presented the changes in miscellaneous fees for 2024. Bloom asked about the changes in fees for the Middle Housing Land Division. Goldman responded that the state had passed a new law regarding the middle land division process while noting that the fee process had to be changed to accommodate it. Bloom asked about the change in rental fees at the Butler Bandshell and how those changes were calculated. Interim Parks Director Leslie Eldridge explained that the change in cost was in the name of covering increased time for staff, Bloom asked about the change in alcohol fees, adding that there were economic and social benefits from having events. Eldridge responded that the old fees were set around events like weddings. The new change in alcohol usage in the parks had caused an increase in time and resources from the City. Dahle asked if anyone had applied for event grants. Cotta responded that those grants were not yet available. Dahle agreed with Bloom's point of wanting more events within the park. DuQuenne noted that the cost to rent the Japanese Garden was very competitive and that the changes would be beneficial. DuQuenne asked about the changes in cost for AFN. Berry responded that the changes were calculated from AFN and that Chad Sobotka would have a more thorough answer. Dahle thanked Berry and her team for their work and that most of the fees have not been changed. Dahle asked if there was going to be a place on the website where the changes in fees could be seen across multiple years. Berry answered that the miscellaneous fees documents were already on the website but were not easily accessible and that the change in trends over time will be accessible soon. Kaplan/Dahle m/s to approve the Resolution No. 2024- 14 titled, "A Resolution Adopting Miscellaneous Fees & Charges Document and Repealing Prior Fee Resolution 2023-1 Discussion: Kaplan and Dahle thanked Berry and her team. Bloom said that he would be voting no because of rate increases from Parks. Pane '14 of i41 Roll Call Councilors: Dahle, Kaplan, DuQuenne, Hansen, YES. Bloom NO. Motion Passed 4-1. Council took a seven -minute recess from 7:53PM to 8:OOPM 2. 3rd Quarter Financial Update Finance Director Marianne Berry provided a presentation on the updates (see attached) Topics Discussed Were • Revenue Summary • Revenues • Expenditures • City Net Position • Finance Department Updates Kaplan asked if Berry foresaw any needed adjustments in the second year of the biennium. Berry responded that the City was on track with their expenditures and will probably need to make adjustments when the Oregon Paid Leave program is rolled out. Mayor Graham thanked Berry and her team for presenting the budget information in an easy -to -understand method. 3. Climate: Natural Gas Ordinance Options/Discussion Climate and Environment Policy Advisory Committee Chair Bryan Sohl, Climate & Energy Analyst Chad Woodward, and CEPAC student members Piper Banks and Kiera Retiz provided a presentation and gave updates on how climate change has affected the Rogue Valley. Topics discussed; • Origins of CEAP • 2050 Vision • Some facts about "Natural" Gas • Health impacts of Burning "Natural" Gas • Ashland Electrification Ordinance Timetable • CEPAC Informational meeting and Stakeholder Engagement on Electrification Ordinance • Why Consider an Ordinance? • Cost Considerations of New Residential • Support for the Ordinance Chad Woodward provided another presentation, this one focused on the electrification project. Topics discussed; • Goals & Priorities • City of Ashland — Emissions Breakdown • Electric Heat Pumps • CEAP Reductions of 8% comparing all gas vs no new gas in new residential PanP '15 of S41 • Menu of Options • Considerations Mayor Graham clarified that staff was seeking guidance from Council on how best to proceed. DuQuenne asked how well Ashland's current electrical grid would be able to handle the discussed changes. Director of Electric Utilities Tom McBartlett answered that the grid would easily be able to handle any new changes and new growth, with it currently running at 50% capacity. DuQuenne hoped that new builders would be able to build more affordable housing. Kaplan noted that the City's electric consumption/purchase from Bonneville Power Administration had gone down due to increase in efficiency across the board. Dahle asked how far off from the climate goals was the City and what the general trends for incentives would be. Sohl responded that the City lacked a clear picture regarding their efforts and a lack of general data on climate mitigation overall. Likewise, monitoring overall trends was a challenge because of lack of data and the disruption caused by the COVID-19 pandemic. Bloom asked how low-income residents would not be disproportionately affected by the proposed carbon charge and what measures could be put in place for small business to deal with the increase in the price of natural gas. Woodward noted that the carbon charge would only affect new residential buildings and would be charged if a developer wanted to use natural gas, and that franchise fees accounted for 5% of the total budget. He also noted that the money raised from franchise fees could be used to help pay bills for low- income households as well as provide payment for environmental upgrades. Sohl added that the impact of new residential gas emissions was not big compared to gas emissions from current structures, noting that the current ordinance was focused on new buildings only. Bloom asked how enforcement would work on NOx emissions. Woodward responded that the first part of enforcement would come during the permit application process, followed by a home inspection down the line. He added that enforcement can only happen if information had been given. Sohl added that he did not foresee enforcement being an issue, since new residential homes would not have gas pipelines and the greenhouse gas standards would be increasing over the next ten to twenty years. Bloom asked what the legal issues would be if the City declares no new natural gas pipelines, citing the City's monopoly on the electrical grid. Woodward responded that third parties believed it would not be a monopoly but wanted the City to conduct a legal investigation. Graham reminded Council that they were not voting on the ordinance. Hansen praised CEPAC's work and asked what the general renewable energy options would be and if there would be any unforeseen consequences for renters. Woodward noted that there was already a robust federal solar incentive alongside the City's own net metering. Moving forward, he foresaw that future solar sites would be determined via the master electric plan, followed by grant applications to the state. Sohl added that the City of Bend was having a similar discussion regarding right of way issues, with other Oregon cities eyeing the City of Ashland's decision as a waypoint for their own progress. Public Comments Shekina McCullough/Ashland — Urged Council to take immediate action and approve the ordinance. Cynthia Taylor/Ashland- Voiced support of Rogue Climate Action and for the proposed ordinance. Urged Council to take immediate action and that every little action Pane RR of .141 counts towards the larger goal. Susan Sullivan/Ashland —Spoke about her experience as a homeowner and the change she's made to her house to make it more climate friendly. Urged council to support the ordinance. Praised the youth leadership behind the ordinance. Shayne Hayes/Talent — Spoke to his dealing with the consequences of the Alameda Fire. Urged support for the proposed ordinance. Highlighted the benefits the ordinance would have for renters. Leah Samelson/Ashland — Voiced her support for the package and urged Council to take immediate action. Ingrid Edstrom/Ashland — Voiced her support for the package and praised Rogue Climate and local youth groups for their efforts. Urged Council to pass the ordinance as soon as possible. Paul Mozina/Ashland — Voiced his disapproval of the package. Felt that climate change was not caused by human activity. Bloom asked if there was any consideration on putting the climate package on the ballot. Sohl responded that CEPAC had not, citing the City of Eugene having issues with their ordinance because of fossil fuel company interventions. Kaplan/Dahle m/s to direct staff to bring Council an only applied to new residential construction ordinance for NOX emission standards for two appliances following the California Air Resource Board model on furnace and hot water heaters as well as a proposal for carbon charge along the lines outlined in the packet. Discussion: Kaplan felt that there was a precedent following the actions the state of California had taken and that the standards set within the packet were a good starting place. He also felt that the Carbon Charge required more research but was a promising idea. Dahle added that he was interested in finding the externalities and procedures that would affect all the people of Ashland. Hansen suggested more research into the increased franchise fee option. Kaplan/Dahle m/s to amend by directing staff to bring a proposal for adjustments to the franchise agreements or other means of regulating natural gas usage by the first quarter of 2025. Discussion: DuQuenne wanted to ensure that the original point of the package to be kept intact regarding staff's actions. Bloom wanted more information for the ordinance to be fully fleshed out. He also raised concerns over equity issues. Dahle also wanted to make sure that CEPAC had modeled fiscal impacts. Graham summed up her feelings on the ongoing climate crisis. She praised the actions of the Youth Committee and Rogue Climate. Roll Call Vote: Dahle, Bloom, Hansen, DuQuenne, Kaplan YES Motion Passed 4. Shelter Goals (MOVED TO NEXT MEETING) XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS XIV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XV. ADJOURNMENT Mayor Graham adjourned the meeting at 9:33 pm Pane �7 of �41 Respectfully Submitted by: Attest: City Recorder Alissa Kolodzinski Mayor Tonya Graham Parma'1R of :3d1 Butler-Perozzi Fountain R E S T 0 R A T 1 0 N Campaign Goal: $800,000 Committed to date: $704,000 (88%) as of May 14, 2024 ■ = Committed Gift ❑ = Gift Needed Gifts/P1ed es Amoui,,L Received Raised Needed Total ■ ■ $200,000 2 $4001000 $400,000 ■ ■ ■ ■ ❑ ❑ $25,000 4 $1001000 $501000 $1501000 ■ ■ ■ ■ ■ ■ ■ ■ ■ ❑ ❑ $10,000 9 $901000 $30,000 $120,000 ■ ■ ■ ■ ■ ■ ■ ❑ $5,000 7 $351000 $5,000 $40/000 ■ ■ ■ ❑ ❑ $2,000 3 $6,000 $4,000 $10,000 ■���■■■■■■ ■■■■■■■■■■ $11000 26 384 $26,000 $4,000 $301000 Less than $1,000 $47/000 $3,000 $501000 Total 433 $704,000 $96,000 $800,000 Note: Includes 4 pledges of $10,000 each Pane :3A of .141 Expense Breakdown Terrace/Sta $275,000 Electrical System -r -'o" ----- $25,000 itenance Fund $200,000 Water System $50,000 Restoration $200,000 Page 40 of 341 ",j_� -CITY 4F REVENUE SUMMARY (in thousands) Interest Planning 6 Building Fees sDcs c Franchise Fees Ambulance Transports Electric user Tax Transient Lodging Tax Food 6Beverage lax Property Tax ... _ ChargestorServices 1 REVENUE SUMMARY (in thousands) MarFY24 MarFY23 MarFY22 MarFY21 Charges for Services $ 27,029 $ 28,25G $ 27,501 $ 26.304 Property Tax $ 12.965 $ 12.489 $ 12,383 $ 11.670 Food & Beverage Tax $ 1,821 $ 1.111 $ 1,379 $ 1,296 TransientLodglrgTax $ 1.845 $ 1.231 $ 1,463 $ 1,079 Electric User'ax $ 2.731 $ 2.947 $ 2.894 $ 2,737 Ambulance Transports $ 4.513 $ 1.779 $ 1.633 $ 1.066 Fran-hise Fees $ 2,782 $ 2,949 S 2.779 $ 2.671 SDC's $ 756 $ 399 $ 623 $ 838 Ptani,ng & Builcing rees $ 1,24C $ 927 $ 1,329 $ 2.196 Interest $ 3.120 $ 1,071 $ 200 $ 279 $5.000 $10,000 $15.000 $20,000 $25.000 S30,OVj MarFY21 ■MarFY22 ■MarFY23 ■MarFY24 Panes 41 of '441 Revenues ❖ Transient Lodging, Food & Beverage Taxes and Other ■ TLT is 50%higherthan previous year ■ F&B is 6.4%higher than previous year • Planning/Building fees are up by 34% ❖ Investment income to nearly triple this fiscal year ❖ Franchise Fees decreased by 5.7% ❖ Overall revenue up by about 3% ■ Net of Ambulance uncollectible - accounting change in FY24 ❖ Accounts receivable and collections update ■ No shut -offs to date due to active collection process ■ Currently working on $5K and over Expenditures ❖ In budgetary compliance ❖ Capital spending & debt service o Water Treatment Plant construction delayed due to referral City Wide Expenditures Actuals vs Budget CITYWIDE EXPENDITURES YTC `s :1:24 Actuels Nft1 $ 27,903266 $ 42A36,817 ;S 32.92E2% 51.308,905 2,047,682 5,586,421 Cap'a t 'a 13,OOEA09 50,299,594 T,,:❑sC-- Ou' 807,126 1,117,756 C-r 2,412A72 Total Requirements $ 76,00,781 $ 133,141,M Pant- 49 of '141 City's Net Position* ❖ Fund Balance ■ City Wide = $87.1M vs $81.31VI • General Fund = $24.7M vs $23.3M •:• Cash & Investments • City Wide = $80.51VI vs $76.11V! General Fund = $23.51VI vs $22.8M " Current Year vs Previous Year, same period Finance Department Updates Utility Billing C> Senior Services collaboration C Upcoming: UB Update and Assistance Programs Review Municipal Audit Committee � �- Debt Administration WIFIA loan (on hold) and RESP loan finalized in June Ir Panes 43 of �41 STIONS? Pane 44 of �41 u �: Y� ,, � t— � Fyn ,_� •` , I�1. � ,. � � � '� , I qr,a ' Climate and Environment Policy Advisory Committee - CEPAC City of Ashland - Electrification Ordinance May 21, 2024 w. .i• - ca � C' ter -�- ,. ,:yc. .- ' , 4i lk AFP is Getty Imaaes 3 : •�� r. /r 1-5 at Ashland - Siskiyou Chain Up Area IJpd;= ted uci 01 2013 6.29 PM Looking South Elevation 2080 TripOieck.corn Milepost 13.00 How Did We Get Here? IV = Pant- 49 of 141 Ashland CEAP - Climate Vision for 2050 Specific Emissions Goals Reduce Ashland Community GHG emissions by 8% PER YEAR on average every year to 2050 B-E 1-2: Promote Switching to Low and Non -Carbon Fuels =1 Climate & Energy Action Plan Ashland Emissions: A +. , How Are We Doing since CEAP r Was passed in 2017? • Climate Of Ashland Community NG use up 10% 2015-2020. Community Gas Meters Increased 5% 2015-2020. & Energy Action Plan Pane 47 of 141 "I Some Facts about "Natural" Gas namAs�,,%94a • "Natural" Gas is primarily methane. • Methane is the second most important GHG regarding heat trapping potential. • Methane is MUCH more potent than CO2 as a GHG • 84 times more potent over 20 years • 26 times more potent over 100 years Health Impacts of Burning "Natural" Gas • Burning "Natural" Gas leads to the formation of NOX • American Lung Association Concludes: • NOX Exposure is associated with deleterious affects on the lungs • NOX Exposure is detrimental to heart function • NOX Exposure negatively affects pregnancy and birth outcomes • NOX exposure is associated with a 32%42% increase in Childhood Asthma for kids living in homes where gas was used to cook. • Lin et al International Journal of Epidemiology, Volume 42, Issue 6, December 2013, Pages1724-1737 Panes 4R of i41 Ashland Electrification Ordinance Timetable • March 21, 2023 -RCAT bringqs Electrification Ordinance to City Council. Council directs CEPAC to study fed"sibility of an ordinance. • April 17, 2023 - U.S. 9th District Court rules in favor of California Restaurant Association vs. Berkeley • June 6, 2023 - City Council instructs City Manager to dedicate necessary City. Staff and City Legal Resources to research a potential ordinance and draft an ordinance if felt to be feasible. • CEPAC members and City Staff in consultation with many others, researched and worked on the issue. We anticipate that soon outside legal counsel will become involved. • October 2023 - Two Stakeholder Engagement public hearings. • January 17, 2024 CEPAC voted overwhelmingly to recommend that council pass 1) an electrification and clean air ordinance pertaining to new residential construction only and 2) a resolution to further study how to reduce emissions from existing residences and commercial properties. Pane 44 of .41 Why Consider an Ordinance? • Buildings, along with the transportation sector, are areas where we, as a community, can make the most impact of our GHG footprint • We can reduce household GHG emissions -without major lifest changes v • We can do this without imposing an undue financial burden on our community. mll= • For new houses it will be significantly cheaper to electrify now, as opposed to a retrofit to electrify a house years from now. /r Cost Considerations of New Residential • RMI study of nine markets (includin Eugene) found all - electric new home costs were lesslo build and maintain than mixed electric -gas new homes IN ALL NINE MARKETS • Less Up rout construction costs (Did not even include incentives and rebates • Less annual energy bills. (Even cheaper in Ashland) • Less 15 year total life -cycle costs ($5850 less over 15 years in Eugene) • In the past five years, since Jan. 01, 2019 • AVISTA NG rates have increased 42.8% • City of Ashland Electric Utility rates have increase 1.5 % • GHG Emissions very significantly lower in all -electric homes Pane 50 of .41 Support for the Ordinance • Ryan Haynes -Housing Authority of Jackson County: Director of Real Estate Development Since 2019. HAJC has completed construction and development of affordable housing for 224 households within Jackson County, and we are currently under construction on an additional 370 homes here in the Rogue Valley. Affordable housing is what we do and who we are. HAJC utilizes all -electric construction. We have realized reduced construction costs associated with the need for fewer infrastructure installations such as pipelines and venting systems. Furthermore, the ongoing maintenance and potential repair costs associated with gas systems has also been avoided. We have also found that our residents who live in all -electric apartment buildings can anticipate competitive, if not reduced, utility bills over time Support for the Ordinance • Michael Mehaffy, PhD - Lead Planner Townmakers LLC Speaking personally, as one who did my doctoral research on climate change and impacts of urban development, I am strongly supportive of action to reduce emissions, l)articularly at the neiahborhood scale. I also agree that there is a crucial need to better value the externality costs of energy use, particularly around fossil fuels. • Speaking now on behalf of Townmakers LLD, the company believes that going all -electric on residential i is a smart move. Pang .ri1 of 341 Support for the Ordinance Mark Knox - KDA Homes I'm very excited to encourage the Ashland City Council to pass an emissions standard for new residential construction. As some of you know, the first part of my career was as on Ashland City Planner, later a land use consultant and up until my recent retirement in August a developer with KDA Homes, LLC where KDA was responsible for building roughly 180 homes/apartments in the City. I strongly believe the City's participation in developing more restrictive emission standards would 100% help the building industry build more quality and sustainable housing. This is no different than building codes adopting new seismic, insulation or weatherproofing standards, which were cumbersome during their initial implementation, but eventually became second nature to subcontractors and less costly to builders over time Overall, the current City Council should know about the multiple times Ashland has been at the forefront leading the State of Oregon, always applauded by numerous municipalities around the State, in having the courage to adopt a new code that is now standard code (solar access, site design, sign code, max building size, parking standards, etc.). As such, I would encourage the City Council to adopt a Zero NOx emissions standard in new homes through the Climate & Clean Air Ordinance. Panes .rig of U1 City of Ashland Goals &Priorities Reduce Ashland's contribution to global carbon pollution by reducing greenhouse gas emissions associated with City, residential, commercial, and industrial activities. For the Ashland community: Reduce overall Ashland community greenhouse gas emissions by 8% on average every year to 2050. For City of Ashland operations: Attain carbon neutrality in City operations by 2030, and reduce fossil fuel consumption by 50% by 2030 and 100% by 2050. AI W—N 1n:� a r1T. 1 Climate & Energy Action Plan !L11 City of Ashland -Emissions Climate Impacts Pane 51 of 341 Heat Pump Heating/AC Cost effective and fewer emissions $1e0o- 2 80C yi $1,300- 2,100'yr G-10 $600- 1•200 Y, Tont yr 4-8 4-8 Tons yr I Tons yr of Electric Gas Furnoce Eiaseboord Furrwce 45,000 40,000 35,000 30,000 25,000 20,000 15,000 10,000 5,000 0 Cost to ooerots caroon.m>s�s 1S-3 Ton /VT Heat Pump Heating/AC Lowest cost of operations Lowest carbon emissions $1.800- 2,BOQir C-ttott wa C.-c— a,..., w.s $1.000- 1A0o/yr 6-10 S700- I.Sw r Tons yr 4-8 Tons yr $370- 03-0.3 750, yr Tons r 0.1-0.13 Tons iyr of Electric Gas Heat Furnace Baseboord Furnace Pump 1 2 3 4 5 6 7 B 9 10 11 t2 13 14 15 16 t7 t8 I9 20 21 —Bosekne —8% Reduction from No New Gas —8% Reduction from AN Gas Menu of Options Non - Franchise or Ordinance Options Good Legal Support Legal Support or Precedent But Could Be Litigated New Precedent A) B) 1) 2) 3) 4) 5) 6) 7) Do Nothing Increase Increase Construction Rightof Wav NOx Carbon NOx NOx Ban- future New Incentives - Franchise Excise Tax Emissions Charge Emissions Emissions for we are Fees -future (this seems action - Like CA with Zero 5 appliances currently action after earmarked after emissions (variation of looking for franchise for other franchise building ways to agreement uses- agreement emissions increase housing) concept) incentives "k Menu of Options Good Legal Legal Support or Precedent But New Precedent - Los Support Could Be Litigated Gatos Hills 1) 3) 4) 5) 6) 7) Increase Right of Way_ NOx_ Carbon NOx NOx Franchise Ban - future Emissions for Charge Emissions Emissions for 2 apliances 5 appliances Fees -future action after with Zero action after franchise (Like CA = emissions (variation of franchise agreement Furnace& building agreement Hot Water) emissions concept) Pang SS of 341 Considerations Climate • Cost of inaction • losing ground on race to stabilize our climate. • Goal of reducing GHG emissions and obtain carbon neutrality per the CEAP. Economic • Cost of legal Review. • Cost of litigation if necessary. 3. Legal • Would the city get sued? • How much would that cost? What other services could that impact? Questions? PanP 5R of.441 Thank you! Chad Woodward Climate & Energy Analyst Pane S7 of 341 W •:► City Manager's Report 6.4.2024 CITY MANAGER'S OFFICE: The new website was launched on May 22, staff are finetuning the new site, ashiandoregon.gov. The June 2024 City Newsletter is available at ashler.ndor_egon.govistayconnected. The City will be looking for a new band director as Christine Lundahl has taken a position in California. COMMUNITY DEVELOPMENT: • A call for artists isout to design art for a decorative crosswalk near the entrance to Lithia Park - Deadline is June 7, and details are in the newsfeed on the City home page, ashlandoregon.gov. FIRE: • The fire season officially started on June 1. It is expected to be hotter and dryer this summer. • The Ashland Forestland Climate Change Adaptation Project, first phase to reduce fire danger and help forests adapt to hotter and drier conditions, is nearing completion. Helicopter operations finished on May 25 and nearly all trails have reopened. Log trucks will continue to haul logs down Granite Street and through town this week and sporadically over the next few weeks as the last of this work phase wraps up going into fire season. Crews are still working on the ground to clean up debris, so expect to see work happening near local trails. We sincerely appreciate all the patience with noise and traffic as we get this incredibly important work done over the next month! Future work will involve prescribed burning and replanting with species better adapted to the changing climate. See latest news release on our website at ashlandoregon.gov. Project information can be found at ashlandoregon.gov/A_shlandForest. • Controlled burning in the City's municipal watershed has been very successful over the past few weeks. Part of the 15-year Ashland Forest Resiliency Stewardship Project, burning reintroduces the long - absent role of frequent fire employed by indigenous tribes for millennia on this landscape. Burning reduces the chance of catastrophic wildfires, helps forests thrive, and protects the many important values our community derives from surrounding forests. Our Rogue River-Siskiyou National Forest partners finished burning nearly 250 acres with negligible smoke impacts in town. • Starting June 8, the City will have two single roll units operational between 12 and 7 p.m. daily. FINANCE: • The Finance Department and Ashland Parks and Recreation Senior Services Division have joined together to assist residents with their online Utility Accounts and Utility Discount Applications at the Ashland Senior Center,1699 Homes Ave. Appointments by the half hour are available on Mondays and Wednesdays from 9 a.m. to 1 p.m. and may be scheduled by calling Utility Billing at 541.488.6004 or emailing utilitybillingt@ashlandoregon.gov. Utility Billing phone lines are open Monday through Fridays 9 a.m. to 1 p.m. and in -person service is available at the Grove on Fridays at 1195 E Main Street from 9 a.m. to 1 p.m. • Congratulations to Colton Cochran for his new role as Accounting Analyst! He will be working closely with Jesse Smith and Miranda Iwamoto on account/general ledger reconciliation among many other responsibilities that Accounting does to keep our finances clean, accurate and complete. Page 1 of 2 0 rat Panty SA of :441 W ••: City Manager's Report In Procurement, we welcome Justin Biskeborn who has come to us from Express. We will be posting this position soon. PARKS & RECREATION: Parks and Recreation has a job opening for a golf manager for the Oak Knoll Golf Course, and an opening for an Administrative Assistant to support the Recreation Division. Second interviews for the Parks Director position were held on May 10. A team of scientists from Portland -based Salmon Safe come to Ashland last week to tour the parks system. The team will be working with parks staff to create a set of science -based management recommendations that serve the overall goal of protecting and enhancing salmon habitat in local creeks and streams. The Ashland Trails Advisory Committee (ATAC) met to consider a proposed mountain bike trail on the East Glenview Hillside in Lithia Park. The ATAC identified areas for development and improvement of the application and will continue to work on the proposal. PUBLIC WORKS: The Alice Peil Stairway, a popular shortcut from Granite Street to the Downtown Plaza, is being replaced. Work will be complete early this summer. WHAT'S COMING UP in JUNE? The Daniel Meyer Memorial Pool will open for the season on June 4 for open lap swim and evening programs. The full daily schedule will begin on June 6. Visit oshlandoreaq"oy1Swim for more information on the daily schedule and programs. Mark your calendars for June 7, 5:30 to 7:30 p.m., for the Dive into Diversity: All In! Adapted Swim Kickoff Event, sponsored by The Autism Society of Southern Oregon and Bridging Communities. This recreational swimming event is for all ability levels to enjoy treats and activities designed for people experiencing cognitive and physical disabilities. For a list of June programs, see the May City Newsletter, ashlandoregongovf StayGonnec_ted. Page 2 of 2 (%r Panty 5q of .141 •" =,Council Business Meeting Date: June 4, 2024 Agenda Item Recology Resolution From Doug McGeary, City Attorney, Acting Contact doug.mcgeary@ashland.or.us SUMMARY This year, there are two key considerations regarding the Franchise Agreement with Recology Ashland. Firstly, in accordance with the existing Agreement granted in 2013, which outlines a ten-year term with automatic annual renewal for seven years unless terminated by either party, the proposed Resolution aims to extend this arrangement for another seven years, subject to the terms of the Agreement. Secondly, as stipulated in the Franchise Agreement, adjustments to solid waste management service rates are made annually by City Council resolution, based on the Consumer Price Index (CPI). Recology Ashland has requested a rate increase of 3.8% based on the CPI for 2023. If approved, this increase would take effect on April 1, 2024, affecting all customer categories. For the average residential customer, this adjustment translates to a monthly increase of $0.91 (ninety-one cents). POLICIES, PLANS & GOALS SUPPORTED BACKGROUND AND ADDITIONAL INFORMATION Section 5.3 Franchise Term of the Agreement provides: "A franchise to provide solid waste management and collection services shall be granted for a period of ten (1 0) years, beginning December 1, 2013 with subsequent seven year terms renewing annually, unless prior notice of request to terminate is submitted by either the City or the Franchisee a minimum of 90 days prior to the renewal date." Neither the City nor Franchisee, Recology Ashland, has provided notice of request to terminate the Agreement by December 1, 2023, nor has there been any expectation of doing so given the parties' satisfaction with the performance of this Agreement. A component of the current Franchise Agreement with Recology Ashland is a rate adjustment methodology intended to provide Recology with an annual operating margin range of between eight percent (8%) and twelve percent (12%). Pursuant to the Franchise Agreement, the mandated rate adjustment is to be equal to "the percentage change in the January to January Consumer Price Index for All Urban Consumers (CPI-U) but not to exceed the twelve percent operating margin cap." (See page Section 5.8 on page 15 of the attached Franchise Agreement.) FISCAL IMPACTS This has no direct fiscal impact to the City. The adjustment amounts to an increase of $0.91 (ninety-one cents) per month for the typical residential customer. Rate adjustments are allowable under the current franchise agreement and A.M.0 code. SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS Staff recommends approval of Resolution No. 2024-11 related to the renewal of the Franchise Agreement according to the terms of the Agreement. Furthermore, the Staff recommends approval of the Resolution with respect to the 2024 Recology Ashland Solid Waste and Recycling Service Rate Adjustment. This rate adjustment is consistent with the process and calculation prescribed in the Franchise Agreement. Suggested motion: I move to approve Resolution No. 2024-11 relating to the annual renewal of the City's Franchise Agreement with Pace 1 of , �r Pang fin of'441 Fatal Council Business Meeting Recology Ashland dated 2013, and the 2024 Recology Ashland Solid Waste and Recycling Service Rate Adjustment and to repeal Resolution No. 2023-04. REFERENCES & ATTACHMENTS 1. Recology Resolution 2024_Atth 1 2. Recology Rate Notification Ltr 03.13.24_Atth 2 3. 3090 Solid Waste Franchise Agrmt_Atth 3 4. CPI-U Pacific 2023-12 Atth 4 Page 2 of 2 IFr Panes Fit of '141 RESOLUTION NO.2024-11 A RESOLUTION RELATING TO SOLID WASTE MANAGEMENT SERVICE RATES AND REPEALING RESOLUTION NO.2023-04 RECITALS: A. The Franchise Agreement for Solid Waste Management and Collection Services was adopted by the City Council as Ordinance No. 3090 in 2013 and the associated Administrative Operations Standards and Rules most recently adopted by Resolution No. 2014-23 (the "Agreement"); B. Section 5.3 Franchise Term of the Agreement provides: "A franchise to provide solid waste management and collection services shall be granted for a period of ten (l 0) years, beginning December 1, 2013 with subsequent seven year terms renewing annually, unless prior notice of request to terminate is submitted by either the City or the Franchisee a minimum of 90 days prior to the renewal date;" C. Neither the City nor Franchisee, Recology Ashland, has provided notice of request to terminate the Agreement by December 1, 2023; D. The Agreement provides a methodology for annual service rates and fees adjustments for solid waste management and collection; and E. The City concurs with the documentation provided by Recology Ashland (Franchisee) that the service rates modification provisions of Ordinance No. 3090 and Resolution No. 2014-23 mandate the approval of a service rate increase of 3.8% based on the Consumer Price Index for All Urban Consumers, as determined by the U.S. Bureau of Labor Statistics. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON, RESOLVES AS FOLLOWS: SECTION 1. Having not been terminated, the Franchise Agreement term continues as of December 1, 2023, and the Agreement is to remain in effect for an additional seven-year term to be renewed annually, unless prior notice of request to terminate is submitted by either the City or the Franchisee a minimum of 90 days prior to the renewal date. SECTION 2. Solid Waste Management Service rates and fees are hereby increased by 3.8% as detailed in the rate table attached hereto as "Exhibit A" and incorporated herein by this reference. SECTION 2: Resolution No 2023-04 is hereby repealed in its entirety. SECTION 3. This Resolution, 2024-11, is effective June 4, 2024. Adopted by the City Council this 4th day of June, 2024. Resolution No. 2024-11 Pagel of 2 Pane 69 of'441 ATTEST: Alissa Kolodzinski, City Recorder SIGNED and APPROVED this day of , 2024. Tonya Graham, Mayor Reviewed as to form: Carnie Zahran, Ass' ant City Attorney Resolution No. 2024-11 Page 2 of 2 Panty 63 of 341 Recology Ashland City of Ashland Rates Effective April 1, 2024 (CPI = 3.8%J Residential Rates April 1, 2024 32 Gallon Cart $ 24.90 Add'I 32 Gallon Trash Cart $ 28.38 32. Galion Bear Cart $ 31.36 64 Gallon Cart $ 51.98 64 Gallon Bear Cart $ 58.44 96 Gallon Cart $ 79.05 32 Gallon Trash On -Call per Setout $ 11.32 96 Gallon Green Waste Cart $ 9.56 Additional Green Waste Cart $ 2.72 32 Gallon Recycle Only Cart $ 6.82 64 Gallon Recycle Only Cart $ 6.82 96 Gallon Recycle Only Cart $ 8.17 Recycling On -Call per Setout $ 5.41 Additional Recycling Cart $ 2.72 Not on Service 1st Can $ 18.47 Additional No -Service Can $ 8.21 Extra - 1 Can/Large Bag Each $ 8.21 Extra - 1 Small Bag Each $ 4.10 Extra Service - Green Waste Cart $ 6.00 Go -in Rates Off curb up to 40 Yards $ 8.17 40 yards to 1/2 mile $ 21.97 1/2 Mile to 1 Mile $ 43.92 Beyond 1 Mile $ 73.12 Pane 64 of 341 Container Rates April 1, 2024 1 Yard 1 x Week $ 136.24 1 Yard 2 x Week $ 238.80 1 Yard 3 x Week $ 342.20 1 Yard 4 x Week $ 444.35 1 Yard 5 x Week $ S46.28 1 Yard 6 x Week $ 647.40 1.5 Yard 1 x Week $ 177.80 1.5 Yard 2 x Week $ 309.16 1.S Yard 3 x Week $ 441.55 1.5 Yard 4 x Week $ 576.10 1.5 Yard 5 x Week $ 702.98 1.5 Yard 6 x Week $ 832.53 2 Yard 1 x Week $ 222.05 2 Yard 2 x Week $ 387.92 2 Yard 3 x Week $ 574.93 2 Yard 4 x Week $ 709.19 2 Yard 5 x Week $ 870.3S 2 Yard 6 x Week $ 1,030.13 3 Yard 1 x Week $ 303.32 3 Yard 2 x Week $ 565.07 3 Yard 3 x Week $ 741.90 3 Yard 4 x Week $ 959.51 3 Yard 5 x Week $ 1,176.70 3 Yard 6 x Week $ 1,392.20 4 Yard 1 x Week $ 386.66 4 Yard 2 x Week $ 662.95 4 Yard 3 x Week $ 941.35 4 Yard 4 x Week $ 1,216.61 4 Yard 5 x Week $ 1,491.33 4 Yard 6 x Week $ 1,763.95 5 Yard 1 x Week $ 472.60 5 Yard 2 x Week $ 808.70 5 Yard 3 x Week $ 1,147.42 5 Yard 4 x Week $ 1,482.20 5 Yard 5 x Week $ 1,816.31 5 Yard 6 x Week $ 2,147.80 6 Yard 1 x Week $ 561.80 6 Yard 2 x Week $ 960.12 6 Yard 3 x Week $ 1,361.71 6 Yard 4 x Week $ 1,758.38 6 Yard 5 x Week $ 2,154.24 6 Yard 6 x Week $ 2,546.83 Extra Service 1 Yard Container $ 45.49 Extra Service 1.5 Yard Container $ 49.89 Extra Service 2 Yard Container $ 62.95 Extra Service 3 Yard Container $ 119.31 Extra Service 4 Yard Container $ 159.08 Extra Service 5 Yard Container $ 198.85 Extra Service 6 Yard Container $ 238.34 2 - 96 Gallon Carts Equal to 1 Yard Container $ 136.24 3 - 96 Gallon Carts Equal to 1.5 Yard Container $ 177.80 4 - 96 Gallon Carts Equal to 2 Yard Container $ 222.05 Pane 65 of '141 IIExhitiit A-__. -- Recology Ashland I - ---y City of Ashland Rates Effective April 1, 2024 (CPI = 3.80A) Residential Rates April 1, 2024 32 Gallon Cart $ 24.90 Add'I 32 Gallon Trash Cart $ 28.38 _ 32 Gallon Bear Cart _ $ 31.36 64 Gallon Cart $ 51.98 64 Gallon Bear Cart $ 58.44 96 Gallon Cart $ 79.05 32 Gallon Trash On -Call per Setout $ 11.32 96 Gallon Green Waste Cart $ 9.56 Additional Green Waste Cart $ 2.72 32 Gallon Recycle Only Cart $ 6.62 _ 64 Gallon Recycle Only Cart _ $ 6.82 96 Gallon Recycle Only Cart $ 8.17 Recycling On -Call per Setout $ 5.41 Additional Recycling Cart $ 2.72 Not on Service 1st Can $ 18.47 Additional No -Service Can $ 8.21 Extra - 1 Can/Large Bag Each $ 8.21 Extra - 1 Small Bag Each $ 4.10 Extra Service - Green Waste Cart Go -in Rates Off curb up to 40 Yards $ 8.17 40 yards to 1/2 mile $ 21.97 1/2 Mile to 1 Mile $ 43.92 Beyond 1 Mile $ 73.12 Pang 66 M 341 Commercial Cart Rates April 1, 2024 32 Gallon 1 x Week $ 24.90 32 Gallon 2 x Week $ 51.98 32 Gallon 3 x Week $ 79.05 32 Galion 4 x Week $ 106.16 32 Gallon 5 x Week $ 133.23 32 Gallon 6 x Week $ 160.30 64 Gallon 1 x Week $ 51.98 64 Gallon 2 x Week $ 106.16 64 Gallon 3 x Week $ 160.30 64 Gallon 4 x Week $ 214.45 64 Gallon 5 x Week $ 268.62 64 Gallon 6 x Week $ 322.77 96 Gallon 1 x Week $ 79.05 96 Gallon 2 x Week $ 160.30 96 Gallon 3 x Week $ 241.53 96 Gallon 4 x Week $ 322.77 96 Gallon 5 x Week $ 404.00 96 Gallon 6 x Week $ 485.23 32 Gallon Commerical Organics Cart $ 9.56 96 Gallon Green Waste Cart $ 9,56 32 Gallon Recycle Only Cart 1 x Week $ 6.82 32 Gallon Recycle Only Cart 2 x Week $ 13.64 32 Gallon Recycle Only Cart 3 x Week $ 20.46 64 Gallon Recycle Only Cart 1 x Week $ 6.82 64 Gallon Recycle Only Cart 2 x Week $ 13.64 64 Gallon Recycle Only Cart 3 x Week $ 20.46 96 Gallon Recycle Only Cart 1 x Week $ 8.17 96 Gallon Recycle Only Cart 2 x Week $ 16.37 96 Gallon Recycle Only Cart 3 x Week $ 24.SS Panes 67 of '141 Container Rates April 1, 2024 1 Yard 1 x Week $ 136.24 1 Yard 2 x Week $ 238.80 1 Yard 3 x Week $ 342.20 1 Yard 4 x Week $ 444.35 1 Yard 5 x Week $ 546.28 1 Yard 6 x Week $ 647.40 1.5 Yard 1 x Week $ 177.80 1.5 Yard 2 x Week $ 309.16 1.5 Yard 3 x Week $ 441.55 1.5 Yard 4 x Week $ 576.10 1.5 Yard 5 x Week $ 702.98 1.5 Yard 6 x Week $ 832.53 2 Yard i x Week $ 222.05 2 Yard 2 x Week $ 387.92 2 Yard 3 x Week $ S74.93 2 Yard 4 x Week $ 709.19 2 Yard 5 x Week $ 870.35 2 Yard 6 x Week $ 1,030.13 3 Yard 1 x Week $ 303.32 3 Yard 2 x Week $ 565.07 3 Yard 3 x Week $ 741.90 3 Yard 4 x Week $ 959.51 3 Yard 5 x Week $ 1,176.70 3 Yard 6 x Week $ 1,392.20 4 Yard 1 x Week $ 386.66 4 Yard 2 x Week $ 662.95 4 Yard 3 x Week $ 941.35 4 Yard 4 x Week $ 1,216.61 4 Yard 5 x Week $ 1,491.33 4 Yard 6 x Week $ 1,763.95 5 Yard 1 x Week $ 472.60 5 Yard 2 x Week $ 808.70 5 Yard 3 x Week $ 1,147.42 5 Yard 4 x Week $ 1,482.20 5 Yard 5 x Week $ 1,816.31 5 Yard 6 x Week $ 2,147.80 6 Yard 1 x Week $ 561.80 6 Yard 2 x Week $ 960.12 6 Yard 3 x Week $ 1,361.71 6 Yard 4 x Week $ 1,758.38 6 Yard 5 x Week $ 2,154.24 6 Yard 6 x Week $ 2,546.83 Extra Service 1 Yard Container $ 45.49 Extra Service 1.5 Yard Container $ 49.89 Extra Service 2 Yard Container $ 62.95 Extra Service 3 Yard Container $ 119.31 Extra Service 4 Yard Container $ 159.08 Extra Service 5 Yard Container $ 198.85 Extra Service 6 Yard Container $ 238.34 2 - 96 Gallon Carts Equal to 1 Yard Container $ 136.24 3 - 96 Gallon Carts Equal to 1.5 Yard Container $ 177.80 4 - 96 Gallon Carts Equal to 2 Yard Container $ 222.05 Pan- 68 of 141 Debris Box Rates April 1, 2024 7 Yard per Load $ 224.12 10 Yard per Load $ 278.46 25 Yard per Load $ 466.72 40 Yard per load $ 746.63 DB Haul Fee 10yd (non -trash)' $ 153.99 DB Haul Fee 25yd (non -trash)* $ 283.30 *fee may be reduced depending on value of commodity Daily Rent <1 Year $ 19.13 Monthly Rent 10yd box (> 1 year) $ 106.74 Monthly Rent 25yd box (> 1 year) $ 142.32 DB Direct Haul to landfill - haul fee only. Disposal extra $ 308.29 Compactor per Pickup Rates April 1, 2024 1 Yard per Load $ 44.16 2 Yard per Load $ 88.29 3 Yard per Load $ 132.43 4 Yard per Load $ 176.57 8 Yard per Load $ 353.13 15 Yard per Load $ 529.13 20 Yard per Load $ 653.90 25 Yard per Load $ 778.70 30 Yard per Load $ 903.53 Medical Waste Rates April 1, 2024 1 Gallon Medical Waste $ 31.37 2 Gallon Medical Waste $ 38.19 15 Gallon Medical Waste $ 40.92 34 Gallon Medical Waste $ 75.04 Fees & Other Charees April 1, 2024 Restart Fee (after suspend) $ 15.00 Cart re -delivery fee $ 20.00 Go Back Fee $ 20.00 Bulky Item pickup first two items each (plus disposal) $ 19.14 Bulky Item pickup greater than two iterns each (plus disp.) $ 9.56 Standing Time Fee per minute $ 3.08 Recycle Center Surcharge $ 1.60 Pane FA of '141 11 IZ/ Recology Ashland WASTE ZERO Sabrina Cotta, Interim/Deputy City Manager City of Ashland 20 East Main Street Ashland, OR 97520 March 13, 2024 Dear Sabrina: Pursuant to Ashland Municipal Code 9,50.050, Section H.2, we are formally submitting our annual request for a CPI based rate increase of 3.8%, to be applied equally across all rate structures. This adjustment is based on the Consumer Price Index —All Urban Consumers —All Items —Pacific Division, West Region (CPI-U), published in January. A copy of the index, along with our accompanying financial statement and projections for 2024, is enclosed with this letter. The CPI increase has an effective date April 1, 2024. This adjustment amounts to an increase of $0.91 (ninety-one cents) per month for the typical residential customer. The following haven't been adjusted and remain the same, consistent with prior years: Restart Fee, Cart re -delivery fee, Go Back fee and Recycle Center Surcharge Please let me know if you have any questions and we look forward to April 15 presenting an update to the city council. Sincerely, Gary Blake, General Manager Paae 70 of 341 ORDINANCE NO. 09 AN ORDINANCE CREATING A FRANCHISE AGREEMENT FOR SOLID WASTE MANAGEMENT & COLLECTION WITHIN THE CITY OF ASHLAND AND REPEALING ORDINANCES 2829and 2582 RELATING TO PREVIOUS SOLID WASTE FRANCHISE AGREEMENTS AND TERMS WHEREAS, Oregon Revised Statutes Chapter 459 grants the City the authority to regulate solid waste collection and mandates the development of a recycling program; and WHEREAS, the City desires to insure efficient and comprehensive materials waste management and collection services are available to all residents, businesses and organizations in the City THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION l: TitIe. This ordinance shall be titled and referred to as the "Solid Waste Management Franchise Ordinance". SECTION 2: Purpose. It is the policy and purpose of the City of Ashland to protect the health, safety and welfare of the citizens and physical environment of Ashland through the regulation of solid waste management. This regulation will: a) Insure safe, economical, efficient and comprehensive solid waste management services (SWMS) as further defined in this Ordinance; b) Assist the community in reaching and surpassing recycling and waste diversion rates of the Jackson County waste shed; c) Insure fair and equitable service rates and charges across all customer classes to achieve safe and efficient collection, transportation and recover of solid waste, recyclables and compostable materials; d) Meet or exceed all applicable Oregon Revised Statutes (ORS) 459 regulations relating to Solid Waste Management prescribed to local jurisdictions and their authorized franchisee; and e) Insure consistent and responsive service and communication with citizens regarding solid waste management operations, education and requirements including waste prevention, product life cycle impacts, waste diversion opportunities, recycling best practices and standards and general waste shed stewardship. Ordinance No. Page 1 of 21 Pane. 71 of .341 SECTION 3: Scope. Services defined, regulated and authorized in this ordinance are applicable only within the city limits of the City of Ashland and all future urban growth boundary annexations occurring during the tern of this ordinance. SECTION 4: Definitions. Except where the context clearly indicates a different meaning, or where a term is defined below, definitions contained within ORS 459.005 at the time of adoption or as further amended in the future, and regulations promulgated under state law are applicable to this ordinance. Administrative Operations Standards and Rules All standards and rules approved by resolution of Council defining specific operating rules and procedures that support and insure compliance with this Ordinance. Affiliated Company Any company which shares expenses and/or revenues with the Franchisee with respect to the services under this Franchise and is: l) the parent company (corporation, partnership or limited liability company) of Franchisee; or, 2) any subsidiary of such parent company; or, 3) any company of which thirty percent (30%) or more of the common stock or control is owned or controlled by Franchisee; or Franchisee's share holders; Examples of such shared costs include, but are not limited to: labor, equipment, vehicles, insurance, or administrative costs. Allowable Expenses ' Those expenses incurred by Franchisee in the performance of this Franchise that are allowed by the City as reimbursable by the ratepayer as enumerated below. Allowable Expenses are allowable only to the extent that such expenses are known and measurable, calculated according to Generally Accepted Accounting Principles (GAAP) on an accrual basis, and comply with the cost allocation methodology contained within this ordinance to the Franchisee's operations within the City, do not exceed the fair market value of comparable goods or services, and are commercially reasonable and prudently incurred by the Franchisee solely in the course of performing its obligations under the Franchise. Allowable expenses shall include but not be limited to the following: a. The costs of complying with all laws, regulations or orders applicable to the obligations Franchisees under federal, state or local law, including this ordinance, as well as costs for financial reporting, accounting and regulatory processes associated with or required by this franchise or under law; as now or hereafter amended; b. Disposal costs; c. Labor costs, including operational and supervisory labor, payroll taxes, workers' compensation, and benefits, as well as third party transportation costs; d. Vehicle and equipment expenses, including vehicle registration fees, motor fuel, oil, tires, rental charges and/or operating lease payments and repairs and maintenance; e. Expenses of maintaining other capital assets, including rental charges and/or operating lease payments and repair and maintenance, to include container maintenance and repair costs; f. Performance bonds and insurance in at least the amounts and coverage's required by the City; Ordinance No. Page 2 of 21 Pan,- 79 of :141 g. _ All administrative and management costs and expenses reasonably allocated for the services required under this Franchise, including, but not limited to compensation, management fees, and benefits for officers and employees, payroll taxes, data processing, billing, equipment or facility rental or lease costs, supplies, finance and accounting, administration, human resource and labor management, rate analysis, and regulatory compliance; h. Utilities; i. Training, worker safety and employee development expenses; j. Promotion and public education costs; k. Depreciation_ and amortization of capital assets, including any necessary stand -try or back-up equipment used on a regular and ongoing basis in the provision of services under this Franchise over standardized economic useful lives of the various assets; 1. Outside professional fees and costs, limited to two percentage points'of revenue, unless an extraordinary circumstance exists; m. Interest expense, other than -interest paid with respect to route or Franchise acquisition, that is not in excess of market rates ordinarily charged for the various types of financing required for purchases or leases; n. All surcharges, taxes or fees, other than state or federal income taxes or franchise fees, which are imposed upon the Franchisee or levied by federal, state or local government in connection with Franchisee's provision of collection services under this Franchise; o.- Direct write-off charges for bad debts; and p. Franchise fees assessed by the City. Allowable expenses as defined above shall be reasonable if they are comparable with the expenses incurred by similarly situated solid waste and recycling collection companies on the West Coast of the United States. Automated Collection System A type of collection system that utilizes standardized roll carts and mechanically assisted collection equipment designed to minimize direct human handling of customer waste set out for collection. Bulky Wastes Large items of solid waste such as appliances, furniture large auto parts, trees, branches greater than four inches in diameter and 36 inches in length, stumps and other oversized wastes whose large size precludes or'complicates their handling by normal collection, processing or disposal methods. City The existing city limits and future annexations of the City of Ashland, OR. City Council or Council The City Council of the City of Ashland. Ordinance No. Page 3 of 21 Panes 73 of'141 Commercial Stores; offices, including manufacturing and industrial offices; restaurants; warehouses; schools; colleges, universities; hospitals; and other non -manufacturing entities; manufacturing entities, but not including multifamily or residential condominium complexes. Container A receptacle used to store solid waste or recyclable materials that is designed for on -site unloading into a closed -bodied collection vehicle in which the contents of the receptacle are mixed with the contents of other similar receptacles. Construction and demolition debris Used or discarded construction materials removed from a premise during construction, demolition or renovation of a structure. Cost Allocation The following allocation methodology shall be used to determine expenses attributable to services rendered for City of Ashland solid waste management services franchise operations. 1) Residential and commercial labor hours The Franchisee will perform two annual surveys to estimate the time spent in each jurisdiction by residential and commercial route. Total annual hours will be estimated by jurisdiction for residential and commercial routes based on the two annual surveys. The annual total hours will be used to allocate labor and benefits, fuel, oil, maintenance, vehicle and container leases, vehicle licenses, and route costs by jurisdiction for residential and commercial services. 2) Debris box labor hours The Franchisee will estimate the average time spent per load by jurisdiction. This average will be applied to the actual annual load count by jurisdiction to calculate an annual total for each jurisdiction. The annual total hours will be used to allocate labor and benefits, fuel, oil, maintenance, vehicle and debris box leases, vehicle licenses, and route costs by jurisdiction for debris box. 3) Yardage Yardage by jurisdiction will be estimated by subscribed volumes for residential and commercial services and by box size for debris box service. This yardage will be used to allocate disposal costs by jurisdiction. 4) Residential and commercial weekly. lifts The Franchisee will use two surveys to estimate the number of weekly services by jurisdiction. This measure will be used to allocate all other costs by jurisdiction. 5) Direct cost Franchise fees and other costs directly related to a specific jurisdiction will be applied to the appropriate jurisdiction. Ordinance No. Page 4 of 21 Pane 74 of .141 Curbside/Roadside A location within three (3) feet of public right-of-way. This does not allow the garbage or recycling receptacle,to be placed on the inside of a fence or enclosure even if the receptacle is within three (3) feet of said road or roads. For residences on "Flag Lots", private roads or driveways, "Curbside/Roadside" shall be the point where the private road or driveway intersects a City Road, Public Access Road, State Road or Federal Road. Customer Individuals, groups, businesses, corporations or other recognized entity receiving solid waste management services from the franchisee within the City of Ashland. Customer Classification List and definition of the different groupings utilized for rate making; i.e. residential, commercial, municipal, etc. Depot A facility for transferring containerized solid waste, recyclable materials or yard debris from one mode of transportation to another. The term also refers to a place for receiving source - separated recyclable materials. Disabled Customer A subscription customer in which all adult household members possess a DMV issued handicapped parking sticker/placard. Disposal Site Land and facilities used for the disposal, handling or transfer of, or resource recovery from solid wastes, including but not limited to dumps, landfills, sludge lagoons, sludge treatment facilities, disposal sites for septic tank pumping or cesspool cleaning service, transfer stations, resource recovery facilities, incinerators for solid waste delivered by the public or by a solid waste collection service, composting plants and land and facilities previously used for solid waste disposal at a land disposal site; Disposal site does not include the following: a facility authorized by a permit issued under ORS 466.005 to 466.385 to store, treat or dispose of both hazardous waste and solid waste; a facility subject to permit requirements of ORS 46813.050 or 46813.053; a landfill site which is used by the owner or person in control of the premises to dispose of soil, rock, concrete or other similar non decomposable material, unless the site is used by the public either directly or through a solid waste collection service; or a site operated by a wrecker issued a certificate under ORS 822.110. Drop Box ` A single receptacle used to store solid waste or recyclable materials that is designed to be removed from the generator's site on the back of a roll -off truck for unloading at a disposal site, material recovery facility, or other storage or processing facility. The contents of the receptacle are not mixed with the contents of other similar receptacles until delivery to a Disposal Site. Ordinance No. Page 5 of 21 Pane 7.9 of 341 Force majeure Acts of god, fire, landslides, lightening, storms, floods, freezing, earthquakes, epidemics, volcanic eruptions, public riots, civil disturbances, acts of the public enemy, wars, blockades, embargoes, or acts of civil or military authority, breakage, explosions or accident to machines or other materials, pipelines or materials, governmental restraint, unavailability of a disposal site and any other event which could not with reasonable diligence be controlled or prevented by the party affected by the event. Franchise A contract with the City allowing the use of public right-of-way to collect and transport solid waste. Franchisee A.person, persons, business or corporation who has been granted a franchise to operate within the City of Ashland pursuant to this Ordinance. Generator A person, who by virtue of ownership, management or control, is responsible for causing or allowing to be caused the creation of Solid Waste or Recyclable Materials.. Gross Revenue "Gross Revenue" for any period shall mean: l) Gross accrual -based billings by the Franchisee to customers for services provided under this Franchise; 2) The allocated gain on the sale of fixed assets, the depreciation or amortization from which, was an Allowable Expense under the terms of this Ordinance, and refunds, sales proceeds or other reimbursements for any other expense that was an Allowable Expense under this Ordinance, and 3) The accrual -based proceeds from the sales of recycled material collected within the Franchise. Hazardous Waste Solid Waste or Waste that may, by itself or in combination with other waste, be explosive, poisonous, caustic or toxic, or otherwise dangerous or injurious to human, plant or animal life, as defined by ORS 466.005. Household Hazardous Waste Any discarded useless or unwanted chemical, material, substance, or product that is or may be hazardous or toxic to the public or the environment and is commonly used in or around households. Household hazardous waste includes, but is not limited to, some cleaners, solvents, pesticides, and automotive and paint products. Infectious Waste Infectious waste mean biological waste, cultures and stocks, pathological waste, and sharps, as defined in ORS 459.386 Ordinance No. Page 6 of 21 Pane 76 of 141 Multifamily Any multi -dwelling building or group of buildings that (a) contain(s) five (5) or more dwelling units on a single lot, such as apartments, condominiums, and mobile home parks and (b) receives services on a per lot or per building basis, as opposed to a per unit basis. Multifamily complex also includes certified or licensed residential care housing, such as adult foster care homes, and group homes. Multifamily accounts are determined to be a residential waste stream. Material Recovery Any process of obtaining from solid waste, by pre -segregation or otherwise, materials that still have useful physical or chemical properties and can be reused or recycled for some purpose. Material Recovery Facility A solid waste management facility that separates or stores materials for the purposes of recycling from incoming, non-putrescible solid waste by using manual and/or mechanical methods. It also means a facility that primarily accepts previously separated recyclables. Operating Margin Gross revenues minus allowable expenses within a given period. Organic Waste Materials that can be biologically synthesized by plants or animals from simpler substances, are no longer suited for their intended purpose, and are readily broken down by biological processes into soil constituents. Examples include, but are not limited to, food waste, yard debris, contaminated paper, and putrescible materials that are generally a source of food for bacteria. Putrescible Waste Solid waste containing organic material that can be rapidly decomposed by microorganisms, and which may give rise to foul smelling, offensive products during such decomposition or which is capable of attracting or providing food for birds and potential disease vectors such as rodents and flies. Receptacle A can, cart, container, drop box, compactor or recycling bin or any other means of containment of Solid Waste or Waste or Recyclable Materials. Recyclable Material, Recyclable, Recyclables Material that has or retains useful physical, chemical, or biological properties after serving its original purpose(s) or f inction(s), and is separated from solid waste by the generator or at a material recovery facility. Recycling Ordinance No. Page 7 of 21 Pane 77 of .441 Any process by which waste materials are transformed into new products in such a manner that the original products may lose their identity. Residence, Residential Any dwelling unit where at least 50 percent of the use of the entire building is for home use. Self -Haul Collection and transportation of solid waste from a commercial, multifamily, or residential entity by the generator, owner or occupant of the property, rather than by a third party hired to perform this function. Senior Discount Rate A discounted collection rate provided to customers that meet the discounted utility rate provision of resolution 92-22 or future related amendments. Solid Waste or Waste The terms "solid waste" and "waste" are interchangeable. Solid waste shall include all putrescible and non-putrescible waste, including but not limited to, garbage; compost; organic waste; yard debris; brush and branches; land clearing debris; sewer sludge; residential, commercial and industrial building demolition or construction waste; discarded residential, commercial and industrial appliances, equipment and furniture; discarded, inoperable or abandoned vehicles or vehicle parts and vehicle tires; manure; feces; vegetable or animal solid and semi -solid waste and dead animals; and infectious waste. Waste shall mean useless, unwanted or discarded materials. The fact that materials, which would otherwise come within the definition of Solid Waste, may, from time to time, have value and thus be utilized shall not remove them from the definition. The terms Solid Waste or Waste do not include: 1) Recyclable materials or yard debris separated from solid waste and properly prepared for collection; 2) Hazardous wastes as defined in ORS 466.005; 3) Materials used for fertilizer or for other productive purposes on land in agricultural operations in the growing and harvesting of crops or the raising of fowl or animals; 4) Septic tank and cesspool pumping or chemical toilet waste; 5) Source separated, principal recyclable materials as defined in ORS 459A and the Rules promulgated there under and under this Ordinance, which have been purchased or exchanged for fair market value, unless the City declares a site of uncollected principal recyclable materials to be public nuisance; 6) Applications of industrial sludge or industrial waste by-products authorized through a Land Use Compatibility Statement or Management Plan approval and that have been applied to agricultural lands according to accepted agronomic practices or accepted method approved by the Land Use Compatibility Statement or Management Plan, but not to exceed 100 dry tons per acre annually; and 7) Stabilized municipal sewage sludge applied for accepted beneficial uses on land in agricultural, non-agricultural, or silvicultural operations. Sludge -derived products applied for beneficial uses on land in landscaping projects. Ordinance No. Page 8 of 21 Panes 78 of :141 Solid Waste Management and Collection Services Prevention, reduction, management of the storage, collection, transportation, treatment, utilization, processing and final disposal of solid waste; or recycling, reuse and material recovery from solid waste; and facilities necessary or convenient to'such activities. Source Separated Materials Recyclable materials that have been separated by type of recyclable material and removed from the solid waste stream by the person who last used the recyclable materials. Transfer Station A fixed or mobile facility, other than a transportation vehicle, where solid waste is deposited temporarily after being removed from the site of generation but before being transported to a final disposal location. Unallowable Expenses Shall include the following: 1) All charitable and political contributions; 2) Fines and penalties, including without limitation judgments for violation of applicable laws,. incurred by a licensee; 3) Payments for services provided by individuals related by blood or marriage or by affiliated companies to a licensee to the extent that such payments exceed the reasonable cost that would be charged by an independent third party to provide the substantially equivalent service; 4) Accruals for future unknown regulatory changes; 5) Costs associated with purchase of other companies including, but not limited to, employee stock ownership plan payments, goodwill, amortization of goodwill and premiums on key -person life insurance policies; b) Principal or interest payments on the acquisition of solid waste, recyclable materials and yard debris collection routes; the purchase of equipment and/or facilities to the extent that the price includes goodwill or a premium in excess of fair market value at the time of acquisition; State and federal income taxes; 7) Fees paid to a Franchisee's Board of Directors; 8) Attorneys fees and related expenses resulting from: a. Any judicial proceeding in which the city and a Franchisee are adverse parties, unless the Franchisee is the prevailing party; b. Any judicial proceeding in which a Franchisee is ruled to be liable due to willful misconduct or gross negligence or in violation of law or regulation, excluding judicial proceedings involving traffic accidents; 9) Operation of community access recycling depot not physically located or operated in conjunction with the Franchisee's transfer station 10) Recycling operations expenses already calculated and incorporated into Franchisee's tipping fees 11) Any other expenses defined as "unallowable" and approved by mutual consent of the Franchisee and the council. Ordinance No. Page 9 of 21 Pant- 79 of :441 Utilization The terms utilize, utilization, or utilization of Solid Waste or Waste shall mean productive use through recycling, reuse, salvage, resource recovery, energy recovery, or land filling for reclamation, habitation, or rehabilitation of land. Waste Evaluation An evaluation completed by the City or a Franchisee of a commercial entity's waste management practices, for the purpose of providing guidance to a multi -family or commercial customer on effective means to reduce waste, increase recycling, and purchase recycled products. Yard Debris Grass clippings, leaves, tree and shrub pruning of no greater than four (4) inches in diameter or similar yard and garden vegetation. Yard debris does not include such items as: dirt, sod, stumps, logs, tree and shrub pruning greater than four (4) inches in diameter, rocks, plastic, animal waste or manure, cat litter, potting soil, prepared food wastes or nonputrescible material. SECTION 5: Franchise Agreement. 5.1 Franchise Award -� No person shall do business in the collection and transport of solid waste generated within the City without a current, valid City franchise. A Franchise to provide solid waste management and collection services, including recyclable materials and yard debris in the service area of the City shall be granted only after a determination of need for the service. The determination of need is the responsibility of the City Council, which will seek the best balance of the following objectives: 1) To insure safe, efficient, economical, equitable and comprehensive solid waste service; 2) To avoid duplication of service that will cause inefficiency, excessive use of fuel, increased traffic, and greater wear on streets; 3) To provide service in areas of marginal return; 4) To promote and encourage recycling and resource recovery; 5) To improve the likelihood of the Franchise holder making a reasonable profit and thereby encourage investment in modern equipment; b) To cooperate with other governmental bodies by recognizing their service arrangements; and 7) To otherwise provide for the service in a manner appropriate to the public interest. 5.2 Renewal of Franchises In granting a franchise renewal, the Council may, in addition to the above, consider the following: 1) Volumes of solid waste collection and disposal; Ordinance No. Page 10 of 21 Panes 80 of .141 2) (2) Volumes of recyclable materials and rate of participation in recycling; 3) Customer satisfaction, including but not limited to customer complaints; 4) Analysis of solid waste collection and recycling programs in other cities as compared to those of the City, including but not limited to program costs, funding mechanisms and overall rates of participation in recycling; 5) Franchisee performance of its obligations under the franchise, including a Franchisee's technical and financial capabilities; 6) Franchisee ability to provide evidence of required insurance; and 7) Franchisee responsiveness to customer or City complaints. Franchises granted by the City shall be non-exclusive, however it is understood that during the term of franchises granted under this Ordinance, the City shall not grant any other person a franchise for Solid Waste Management Services unless there is a showing by the applicant of the need for such additional service in the proposed service area. As to such application(s) the existing Franchisee shall have first right of refusal to provide such services. In evaluating whether a need exists for additional service, the City Council may consider, among any other criteria deemed relevant by the City Council, the following items: l ) An increase in the population of the City; 2) An extension of the boundaries of the City; 3) Intensive- residential, commercial or industrial development within the boundaries of the City; 4) Changes in solid waste technology and/or recycling collection technology that could substantially improve collection service or reduce collection costs to residents of the City; 5) The effect that an additional franchise would have on each existing Franchisee's ability to meet the City's service standards and maintain a fair return on its investment; , 6) Changes in federal or state laws, rules or regulations that substantially affect solid waste or recycling collection requirements. 7) The Franchisee cannot or will not perform or subcontract the proposed service. This ordinance does not prohibit any person from self -hauling solid waste and/or recyclables. A generator may self -haul his or her own material, and a generator's contractor may haul materials that are generated as a direct result of the service -provider's activity. For example, landscapers, roofers, and remodelers may self -haul materials, but may not contract with third parties other than Franchisees for collection and transport. 5.3 Franchise Terms A franchise to provide solid waste management and collection services shall be granted for a period of ten (10) years, beginning December 1, 2013 with subsequent seven year terms renewing annually, unless prior notice of request to terminate is submitted by either the City or the Franchisee a minimum of 90 days prior to the renewal date. 5.4 Franchise Fee Ordinance No. Page 11 of 21 PAnP Al of'441 1) Annual Fee. In consideration of the rights and benefits of the terms of this franchise, Franchisee shall pay to the City each year during the life of this franchise beginning February 1, 2014 an annual fee derived from revenue received by that franchisee from Solid Waste Management and Collection Service boundaries of the City. The franchise fee shall be five percent (5%) of gross revenues. 2) Quarterly Payments. The franchise fee required in 7(a) above shall be paid quarterly, and shall be due and payable within thirty (30) days of the end of the calendar quarter. Accompanying the payments described above, Franchisee shall file with the City Administrator or designee, a statement showing the amount of the gross revenues received by that company within the City for the calendar quarter immediately preceding the calendar quarter in which such statement is filed. There will be a reconciliation of final gross revenues on the quarterly report ending September 301' of each year for the prior fiscal period, which is October I" through September 30'h. 3) Review of Records, Annual Audit. Franchisee shall make available for inspection, copying and review by the City Administrator or designee at any time during normal work hours all records in the Franchisees' possession that the City Administrator or designee deems relevant to verifying the accuracy of fees paid to the City, to regulating rates or to carrying out any responsibility that the Franchisees or the City has under this Ordinance. No more often than once during any twelve (12) month period, City may request an audit of the books, records and accounts of Franchisee by a certified public accountant or such other professional chosen by the City to verify accuracy of fees paid to the City, subject to the approval of the audited Franchisee; provided, however, that such approval shall not be unreasonably withheld. Franchisee agrees to have their books, records and accounts audited and further agree to pay for such auditing services. The report of the certified public accountant or other professional shall be conclusive and final. In the event such audit report discloses any difference of payment due either to the City or Franchisee through error or otherwise, such payment shall be due and payable within thirty (30) days of discovery or determination of the error. If payment is owed by the City to Franchisee, the City shall reimburse the Franchisee' for payment for the portion of the services attributable to the audit of the Franchisee receiving such payment from the City. If payment is owed by Franchisee to the City, and the difference of payment due is more than the greater of five hundred dollars (S500) or two and one-half percent (2'/z %) of the Franchisee franchise fee, or if the Franchisee is found to have violated any other term or condition of the franchise then, notwithstanding any other provision of this Section or the franchise, the City may request an additional audit during the next twelve (12) month period with all expenses of such additional audit paid by such Franchisee. 4) Late Payments; Interest. Should Franchisee fail or neglect, for thirty (30) days after any quarterly payment shall become due and payable, to make the quarterly payment, the City shall provide written notice of failure of payment to Franchisee. Upon notification of failure to pay, Franchisee will have thirty (30) days to remit payment to the City. If Ordinance No. Page 12 of 21 pant- 89 of 141 Franchisee fails to pay within said thirty (30) day period, the City may charge interest retroactive to the due date, at a rate of nine percent (9%) per annum, and may at its option either continue the franchise in force and proceed by suit or action to collect the payment, or declare a forfeiture of the franchise because of the failure to make payment, but without waiving its right to collect earned franchise payments and interest. 5.5 Franchise Administrative Operations Standards and Rules The Solid waste management and collections franchisee will operate within operations standards set by resolution of Council. Standards and rules will be developed across all customer classifications including, but not limited to, the following: Service Rates and Fees a. Rate and fee schedule for all collection services, programs by customer classification Collections a. Regular, holiday and hazardous weather schedules b. Procedures for missed, bulky waste, vacation hold, etc collections c. Collection receptacle standards and requirements d. Receptacle location requirements for pick-up e. Private property access rights and limitations f. Responsibilities of the customer g. Vehicle minimum equipment, maintenance standards, identifcation/signage and standards Customer Service & Communications a. Billing standards and frequency b. Billing/collection procedures for past due/non-pay accounts c. Descriptions, objectives and targets for all services provided across all customer classifications d. Solid waste related programs, education and event promotion e. Complaint/dispute resolution procedures f. Community Communications and outreach plan coordination with City outlining roles and responsibilities of City and Franchisee. Reporting (in addition to Ordinance required reporting) a. Efficiency analysis reports for routes, bill ing/collections, etc b. Revenue and subscription volume reports by solid waste category (trash, recycle, yard waste) for various customer classifications (residential, and commercial,). Debris box volumes will be measured by dump and return and/or pull activities. c. Customer counts and trends over time for residential and commercial customer classifications: Debris box load counts will be reported in lieu of debris box customer counts. 5.6 Subcontracting Services A Franchisee may contract with another person to provide specific components of solid waste management and collection services within the Franchisee's service area with the written Ordinance No. Page 13 of 21 Pane Al of .41 approval of the City Administrator or designee, provided that the subcontract does not amount to a transfer of the collection franchise and the subcontracting party agrees to: l) Abide by the conditions of this ordinance and associated resolutions; and 2) In written application to the City, show how they will meet the criteria applying to the current franchise 5.7 Transfer of Franchise A proposed assignment or transfer of a Franchise must be requested by the Franchisee if the following occur, but shall not be limited to: 1) A sale, exchange or other transfer of 50% or more of Franchisee's assets dedicated to service in the City; 2) A sale, exchange, or other transfer of fifty percent (50%) or more of the outstanding common stock of a Franchisee; 3) Any reorganization, consolidation, merger, recapitalization, voting trust, pooling agreement, escrow arrangement, liquidation or other transaction to which Franchisee or any of its shareholders is a party which results in a change of ownership or control of fifty (50%) or more of the value or voting rights in the stock of the Franchisee; and 4) Any combination of the foregoing that has the effect of a transfer or change of ownership and control. The Franchisee shall provide no less than 90 days' advance written notice to the City of any proposed transfer or assignment. Except as specifically authorized by the City, the Franchisee shall not assign any of its rights or delegate or otherwise transfer any of its obligations to any other person without the prior consent of the City Council. Any such assignment without the consent of City Council shall be void and any such attempted assignment shall constitute default and grounds for termination of the Franchise. If a Franchisee requests the City's consent to transfer the Franchise, the City shall act on such request within sixty (60) days of the receipt of the Franchisee's written request together with all information, as set forth below, required for the City's action on the request. The City and Franchisee may consent in writing to additional time for the City to review and approve the consent to transfer the Franchise. The City shall not unreasonably refuse to consent to an assignment of the Franchise to a proposed assignee that has sufficient knowledge, experience, and financial resources so as to be able to meet, to the satisfaction of the City Council, in its sole discretion, all obligations of the Franchisee hereunder. An application to the City to consider a sale or other transfer of a Franchise shall include the following: 1) A nonrefundable application fee of two thousand dollars ($2,000) payable at the time of application to the City in advance to defray the City's anticipated expenses and costs resulting from the Franchisee's request; 2) Financial statements audited or reviewed by a Certified Public Accountant of the Proposed Assignee's operations for the three immediately preceding operating years together with any additional evidence of financial ability to perform its Franchise obligations; and Ordinance No. Page 14 of 21 Pant? 84 of'141 3) A showing that the proposed Assignee meets all City criteria for the grant of a Franchise as enumerated in this Ordinance. 5.8 Establishment and Modification•of Service Rates and Fees Except as set forth herein, the City Council may review and set rates on an annual basis by Council resolution that considers the following goals: 1) Rates shall be established to the greatest extent practicable on a cost of service basis based on the ordinance established cost allocation methodology. 2) Rates shall be adjusted annually by Council resolution equal to the percentage change in the January to January Consumer Price Index for All Urban Consumers (CPI-U) but not to exceed the twelve percent operating margin cap. The City Administrator or designee shall certify the CPI-U rate in writing to Franchisee by March i of each year to initiate the rate resolution. 3) Rates shall be adequate to provide an Operating- Margin equal to ten percent (10%) of Franchise -wide Gross Revenues; however, the City shall not be required to change rates if the expected Operating Margin in the next future year falls between eight and twelve percent of Gross Revenues. The ten percent target return on Gross Revenues is considered sufficient to reflect the level of business risk assumed by the Franchisee, to allow investment in equipment, and to ensure quality collection service. Accordingly, the City shall have the authority to commission audits, reviews, or analysis of Franchisee Annual Reports to validate submissions. The expected Operating Margin in a future year would incorporate expected inflation factors, and the effect of known or expected increases or decreases in expenses or revenues. The rates charged by Franchisees shall conform to the most current Council resolution. Prior to implementation, the Council must approve any interim rate for services not included in the current resolution. If the Franchisee notifies the City in writing that they believe a material change outside the Franchisees' control has occurred, and the change will have an adverse effect on operating margins, such that the next future year operating margins will be less than eight percent, a material change will be deemed to have occurred. At that time, the City may undertake any type of review it finds necessary to validate the existence of the material change and estimate its effect on the operating margin. If the results of the review are such that no rate adjustment is warranted, persons requesting the review shall reimburse the City for reasonable costs incurred during the investigation at the time the next payment of franchise fees is due. If the City believes that a material change has occurred that will result in next future year operating margins falling under eight percent or over twelve percent, the City may undertake an abbreviated rate review at its own expense. Ordinance No. Page 15 of 21 Panes R5 of 141 SECTION 6: Franchise Reporting Requirements. 6.1 Informational Reports Each Franchisee shall provide the City Administrator or designee by the last day of each quarter for the previous quarter: 1) A quarterly report listing the quantities of solid waste, yard waste and recyclable materials by customer classification collected within the City during the previous calendar quarter, the locations to which these materials were delivered, the number of customer accounts, and other information requested by the City Administrator or designee and mutually agreed upon with Franchisee. 2) A quarterly report listing the names and addresses of multi -family and commercial customers that received waste evaluations during the reported quarter. 3) A summary of communication, marketing and educational outreach conducted by Franchisee during the reported quarter. 6.2 Quarterly Franchise Fee Reports Franchisee shall complete and remit to the City a Quarterly Franchise Fee report not later than the last day of the month immediately following the end of the quarter. At the time of payment of the quarterly Franchise Fees, the Franchisee shall file with the City Administrator or designee, a verified statement of quarterly gross revenues for the period covered by the tendered fee. Such statements shall be public records. Franchisee shall maintain books and records disclosing the gross receipts derived from business conducted within the City, which shall be open at reasonable times for audit by the City Administrator or designee. Misrepresentation of gross revenue shall be deemed material and a breach of the Franchise contract and shall be cause to initiate the process to terminate the franchise. 6.3 Annual Franchise Reports Franchisees shall report revenues and expenses (allowable and unallowable), in an income statement format, and provide a variety of information about customer counts, service levels, disposal volumes, and recycling activities for all customer classifications and for all programs identified in the Administrative Operations Standards and Rules resolution adopted by Council. Franchisees shall report totals for all operations necessary to adequately verify compliance with the cost allocation methodology as defined in this for expenses that share significant operational, management, and administrative expenses with the City of Ashland Franchise. Resources allocated from regional or corporate offices or affiliates shall be distributed to appropriate expense line items, and shall also be disclosed in a schedule describing total allocations and their distribution to individual expense line items. All allocations from Affiliated Companies must be described and must be equal to or less than the fair market value of similar goods and services purchased from a non-affiliated company. The report will also include a synopsis of the operating year, a description of the measures each franchisee has taken in the preceding year to make its operation more efficient, a listing of the efficiency measures which each Franchisee proposes to take in the next year, a composite table Ordinance No. Page 16 of 21 Pane 86 of 141 showing the type and number of customer service complaints and a description of the measures that the Franchisee has taken or is planning to take to correct the cause of commonly reported complaints, and such other information as requested by the City Administrator or designee. The report shall also describe and quantify communication, outreach and educational activities as described in the Administrative Operations Standards and Rules resolution. Franchisees may identify specific information submitted to the City in the Annual Report as confidential. The City shall treat any information marked "Confidential" as such, and shall not subject the confidential information to public disclosure except as required by law. If the City receives a request for disclosure of confidential information, the City Administrator or designee shall notify the Franchisee within a reasonable time after receiving the request so as to allow the Franchisee a reasonable opportunity to defend against the requested disclosure through appropriate legal process. SECTION 7: Franchise Responsibilities and Requirements. 7.1 Access for Inspections and Delivery of Notices Franchisees shall make all company premises, facilities and records related to their solid waste, recyclable materials and yard debris collection services (including, but not limited to: offices, storage areas, financial records, non -financial records, records pertaining to the origin of any solid waste collected by the Franchisee, receipts for sale or delivery of collected recyclable materials, customer lists, and all records related to vehicle maintenance and safety which are required under ODOT motor carrier requirements and regulations and ORS 767) available for inspection by the City Administrator or designee within 24 hours of notice by registered mail. Such inspections are only for purposes of enforcing this ordinance, and are restricted to normal business hours. During normal business hours, the Franchisee shall make all company premises and facility accessible to City employees for delivery of any written notices. Collection vehicles must be accessible for inspection during the normal operating hours for collection, in addition to normal business hours. Where receptacles are stored in the public right- of-way or when the City is inspecting a situation where the Franchisee is allegedly commingling Recyclable Materials or Yard Debris with Solid Waste, the need for 24-hour notice does not apply to inspection of receptacles or vehicles. 7.2 Indemnification, Bond, and Insurance A Franchisee shall pay, save harmless and indemnify the City from any loss, damage, penalty or claim against the City on account of or in connection with any activity of the Franchisee in the operation of the Franchisee's solid waste collection business including activity by any approved subcontractor providing solid waste management collections and services. If such suit shall be filed against the City either independently or jointly with the Franchisee or its subcontractor to recover for any claim or damages, the Franchisee upon notice to it by the City shall defend the City against the action, and in the event of a final judgment being obtained against the City, either independently or jointly with the Franchisee or its subcontractor, the Franchisee will pay said judgment and all costs and hold the City harmless there from. Franchisee shall furnish a performance bond, in a form approved by the City Attorney, by an acceptable surety company in the amount of twenty-five thousand dollars ($25,000.00), but may, Ordinance No. Page 17 of 21 Pane A7 of :141 in lieu of a bond, furnish an irrevocable letter of credit or assign a savings account or deposit in any federally insured financial institution in the amount of twenty-five thousand dollars ($25,000.00) on a form approved by the City Attorney. The Security shall guarantee faithful performance of all the obligations contained herein with the premium for such bond or cost of such assignment to be paid by the Franchisee furnishing the bond, letter of credit or making the assignment. A Franchisee shall maintain commercial general liability insurance on an occurrence basis in such forms and with such companies as shall be approved by the City Attorney, which will cover the Franchisee's business operation, including each vehicle operated by it. The insurance coverage shall include not less than $1,000,000.00 for one person, nor less than $5, 000,000.00 for bodily injury due to each occurrence, and not less than $1,000,000.00 for damage to property due to each occurrence and coverage of at least $5, 000,000 in the aggregate per occurrence. All such insurance coverage shall provide a 30-day notice to the City Administrator or designee in the event of material alteration or cancellation of any coverage afforded in the policies prior to the date the material alteration or cancellation shall become effective. Copies of all policies required hereunder shall be furnished to and filed with the City Administrator or designee prior to the commencement of operations or the expiration of prior policies, as the case may be. The Franchisee shall furnish proof annually to the City Administrator or designee that the insurance remains in effect. The provisions of this section, any bonds accepted by the City pursuant thereto, and any damage recovered by the City hereunder shall not be construed to excuse unfaithful performance by the Franchisee or limit the liability of the Franchisee under this ordinance or the Franchisee for damages, either to the full amount of the.bond, or otherwise. SECTION 8: Enforcement, Suspension, or Termination of Franchise. 8.1 Responsibility of City Franchisees are subject to the exercise of the police power of the City and to such regulations as the City may provide by resolution, ordinance, rule or regulation. 8.2 Enforcement of Standards The City Administrator or designee shall administer and enforce this ordinance and pursue remedies for non-compliance as laid out within this ordinance. The City Administrator or designee shall also administer and enforce Administrative Operations Standards and Rules as adopted by Council. These standards and rules shall be enforceable with penalties allowed in section 1.08 of the Ashland Municipal Code. Upon recommendation by the City Administrator or designee, the Council may declare a Franchisee who fails to abide by the rules to be in default. 8.3 Initiation of Enforcement Actions In addition to enforcement under State law, the City may prosecute any infraction as defined in this Ordinance or the Rules issued hereunder, based on any information coming to the City, in Ashland Municipal Court. The burden of proof is on the City to prove an infraction by a preponderance of the evidence. 8.4 Penalties for Infractions Ordinance No. Page 18 of 21 Pane 88 of'1d1 Each Franchise provision, including rules adopted hereunder, is subject to penalties as described in section 1.08 of the Ashland Municipal Code for each day from the initial citation of the offense that the offense continues to violate the terms of this ordinance or associated resolutions. 8.5 Termination of Franchise for Default In addition to default for accrued penalties, upon recommendation by the City Administrator or designee, the City Council may terminate a Franchise for the Franchise holder's default in performing any material term or condition of the Franchise. An event of default also shall include, but not be limited to entry of a judgment against the Franchise holder for material misrepresentation or deceit committed against the City or a customer or entry of a judgment of conviction (including conviction on a plea of no contest) against the Franchise holder or any principal of same for a crime involving dishonesty. Notice to a Franchisee of default shall be delivered to the Franchisee by certified mail requiring the Franchisee to show cause in a public hearing before the City Council at a place and time to be stated in the notice, but no earlier than 14 days from the date the notice is mailed, why the Franchise should not be terminated. At the hearing the Franchisee shall demonstrate the measures it has taken or commenced to cure the default. 8.6 Service Interruption Except for the right to refuse service for nonpayment or if Customer has attempted to improperly dispose of Hazardous Waste in violation of the City's Standards and Rules as set forth in this ordinance„ Franchisees shall not interrupt service unless: 1) Access, roads, streets and highways necessary for collection operations are unusable or unsafe and there are no alternative routes. Franchisees shall resume service within 24 hours after access is restored. 2) A Force Majeure event occurs. Upon the occurrence of a Force Majeure event that prevents or impairs a Franchisee's ability to perform any of its Franchise obligations, the Franchisee shall: 1) Provide immediate notice, either verbal or written to the City Administrator or designee of the nature of the event and extent and anticipated duration of Franchisee's inability to perform any obligation under this Franchise. If verbal notice is given, then written notice must be delivered to the City within 24 hours of verbal notice; 2) Commence immediately to develop, in communication and cooperation with the City, an interim plan for the restoration of full performance; and 3) Take all such other reasonable actions requested by the City to assist the City in protecting the public health and safety and to restore service as soon as practicable. Labor unrest, including, but not limited to, strike, work stoppage or slowdown, sick-out, picketing, or other concerted job action conducted by Franchisee employees or directed at the Ordinance No. Page 19 of 21 pans RA of R41 Franchisee is not an event of Force Majeure, and the Franchisee shall be obligated to continue to provide service notwithstanding the occurrence of any or all of events. 8.7 City's Right to Perform Service Except as provided under Section 8.6, in the event that a Franchisee, for any reason whatsoever, fails, refuses or is unable to collect or transport any or all solid waste for a period of more than forty eight (48) hours, and if, as a result thereof, solid waste or recyclable materials should accumulate in the City to such an extent that the City finds that such accumulation endangers the public health, safety, or welfare, then the City shall have the right, but not the obligation, upon twenty-four (24) hour prior written notice to the Franchisee, to perform or cause to be performed collection services with its own or other personnel at the Franchisee's expense. This right shall be in addition to and not in lieu of any other remedy available to the City. If necessary, the City may take temporary possession of, and a Franchisee shall peacefully surrender, any or all the Franchisee's land, equipment, and other property used or useful in the collection of Solid Waste or Recyclable Materials until such time as the emergency is resolved. If such possession occurs, the City assumes all responsibility and liability for the equipment and land used to perform such temporary collection services. 8.8 Dispute Resolution with Customers Upon receipt of any notice of dispute from a customer about any bill, charge, or service, the Franchisee shall thoroughly investigate the matter and promptly report the results of its investigation to the customer. Except in the event a Customer has attempted to improperly dispose of Hazardous Waste in violation of the City's Standards and Rules, a Franchisee shall not refuse service to any customer during a time of dispute. If the Franchisee is not able to resolve a dispute with the customer, the customer may contact the City Administrator or designee who will act as an informal arbitrator in an attempt to resolve the matter. Should the dispute remain unresolved, the Franchisee or customer may then pursue the matter in any Court with jurisdiction. 8.9 Dispute Resolution with City During all disputes arising under this Franchise, the City and Franchisee shall continue performance of their respective obligations under this Franchise unless and until the Franchisee is terminated for default, in which case the Franchisee's obligation to pay a franchise fee based on cash receipts generated from services provided under the Franchise during said dispute shall survive such termination. In addition to and without waiving any rights and remedies under civil or common law, in the event of a dispute under this Franchise, the parties shall mutually agree to arbitration. Within fifteen (15) days after agreement to Arbitration has been reached, each party shall submit the name of its own arbitrator, selected from the American Arbitration Association, and the two arbitrators shall select a third arbitrator selected from such panel within 15 days, or in case of a disagreement concerning the appointment of the third arbitrator, the third arbitrator shall be appointed from such panel by the presiding judge for the Circuit Court of the State of Oregon for Jackson County. During such time that the arbitrators are being selected or appointed, the parties shall continue to negotiate in good faith to resolve their dispute in a cooperative manner. Ordinance No. Page 20 of 21 Panes AO of �41 The decision of the arbitrators in the matter shall be final and binding on the parties, and any judgment upon the award rendered pursuant to such arbitration may be entered in any court having jurisdiction thereof. SECTION 9. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. SECTION! 10. Reveal of Ordinances. Upon sinprcval of this Ordinance, Ordinances 2582 and 2829 are hereby repealed in their entirety SECTION 11. Codification. Provisions of this Ordinance shall be incorporated in the City,Code and the word "ordinance" may be changed to "code", "article", "section", "chapter" or another word, and the sections of this Ordinance may be renumbered, or re -lettered, provided however that any Whereas clauses and boilerplate provisions (i.e. Sections 1-3) need not be codified and the City Recorder is authorized to correct any cross-references and any typographical errors. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the _L7_day of %! , 2013, and dul ASSED and ADOPTED this _- day of , 2013. A gko;� Barbara M. Christensen, City Recorder /� ��� SIGNED and APPROVED this -3 day of O&K 2013. Reviewed as to form: Lr�e.-� Daviail. LohrhA, City Attorney Ordinance No. Mike Morris, Council Chair Page 21 of 21 Pane Al of,141 CONSUMER PRICE INDEXES PACIFIC CITIES AND U. S. CITY AVERAGE December 2023 (All items indexes. 1982-84=100 unless otherwise noted. Not seasonally adjusted.) All Urban Consumers (CPI-U) Urban Wage Earners and Clerical Workers (CPI-W) Percent Change Percent Change Year 1 Month Year 1 Month Indexes Indexes MONTHLY DATA ending ending ending ending Dec Nov Dec Nov Dec Dec Dec Nov Dec Nov Dec Dec 2022 2023 2023 2023 2023 2023 2022 2023 2023 2023 2023 2023 U. S. City Average ............................................... 296.797 307.051 306.746 3.1 3.4 -0.1 291.051 301.224 300.728 3.0 3.3 -0.2 West..................................................................... 314.599 326.299 325.932 3.3 3.6 -0.1 306,762 318.299 317.689 3.1 3.6 -0.2 West - Size Class A' ........................................... 323.322 335.522 335.308 3.4 3.7 -0.1 312.793 324.235 323.863 3.0 3.5 -0.1 West - Size Class B/Cz....................................... 183.686 190.409 190.095 3.1 3.5 -0.2 184.829 191.999 191.462 3.1 3.6 -0.3 Mountain .................................................. 125.349 129.252 129.156 2.9 3.0 -0.1 126.516 130.765 130.406 2.8 3.1 -0.3 Pacific3...................................................... 121.105 125.904 125.743 3.5 3.8 -0.1 122.023 126.781 126.574 3.2 3.7 -0.2 Los Angeles -Long Beach -Anaheim, CA........... 312.601 323.341 323.456 2.8 3.5 0.01 302.271 311.684 311.427 2.2 3.0 -0.1 Percent Change Percent Change Year 2 Months Year 2 Months Indexes Indexes BI-MONTHLY DATA ending ending ending ending (Published for odd months) Nov Sep Nov Sep Nov Nov Nov Sep Nov Sep Nov Nov 2022 2023 2023 2023 2023 2023 2022 2023 2023 2023 2023 2023 Riverside -San Bernardino -Ontario, CA3........... 125.983 131.372 131.372 4.9 4.3 0.0 126.453 131.946 131.963 4.9 4.4 0.0 San Diego -Carlsbad, CA ................................... 348.145 367.185 366.343 4.7 5.2 -0.2 331.524 349.402 347.878 4.6 4.9 -0.4 Urban Hawaii .............................................. 319.971 328.905 331.428 2.2 3.6 0.8 318.464 327.946 330.577 2.6 3.8 0.8 Percent Change Percent Change Year 2 Months Year 2 Months Indexes Indexes BI-MONTHLY DATA ending ending I ending ending (Published for even months) Dec Oct Dec Oct Dec Dec Dec Oct Dec Oct Dec Dec 2022 2023 2023 1 2023 2023 2023 2022 2023 2023 2023 2023 2023 Phoenix -Mesa -Scottsdale, AZ4....................... 175.019 181.391 179.733 2.9 2.7 -0.9 174.903 181.521 179.593 2.7 2.7 -1.1 San Francisco -Oakland -Hayward, CA ................ 331.222 341.219 339.915 2.8 2.6 -0.4 326.465 337.698 335.597 2.5 2.8 -0.6 Seattle -Tacoma -Bellevue, WA ............................ 330.489 345.992 344.982 4.8 4.4 -0.3 324.906 340.263 338.852 4.4 4.3 -0.4 Urban Alaska .............................................. 256.634 263.984 261.178 1.1 1.8 -1.1 255.001 261.285 258.598 0.1 1.4 -1.0 1 Population over 2,500,000 2 Population 2,500,000 and under, Dec 1996 = 100 3 Dec 2017=100 4 Dec 2001=100 NOTE: In January 2018, BLS introduced a new geographic area sample for the Consumer Price Index (CPI): www.bis.gov/regions/west/factshoet/2018cpirevisionwest.pdf 1967=100 base year indexes and tables with semiannual and annual average data are available at: www.bis.gov/regions/west/factsheet/consumer-price-index-data-tables.htm Release date January 11, 2024. The next release date is scheduled for February 13, 2024. For questions, please contact us at BLSinfoSF@bls.gov or (415) 625-2270. Vq Council Business Meeting Date: June 4, 2024 Agenda Item Affordable Childcare Ad Hoc Committee Appointment From Alissa Kolodzinski. City Recorder Contact alissa.kolodzinski@ashland.or.us SUMMARY Approval of Mayor Graham's recommendation for the appointment to the Affordable Childcare Ad Hoc committee. POLICIES, PLANS & GOALS SUPPORTED BACKGROUND AND ADDITIONAL INFORMATION FISCAL IMPACTS SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS I move to approve the appointment of to the Affordable Childcare Ad Hoc Committee REFERENCES & ATTACHMENTS 1. Ad Hoc Com on Child Care Application SEWARD_Redacted Pace i of 1 PanP. AI of .'Ad 1 5/28/24, 9:14 AM Application for Committee or Commission Submitted - Alissa Kolodzinski - Outlook 'iiT Delete B Archive Q Report Reply <E� Reply all Forward CZ Zoom 0 v Application for Committee or Commission Submitted Q You forwarded this message on Tue 4/16/2024 1:10 PM C City of Ashland, Oregon Q <-, <E, r> ... To: Dorinda Cottle; City Recorder Sat 4/6/2024 12:39 PM [EXTERNAL SENDER] *** FORM FIELD DATA*** Name: Nancy Seward Committee or Commission intersted in: Affordable Childcare and Early Childhood Development Ad Hoc W Occupation : retired Educational background: NYU- BFA- Theater AAS-Early Childhood Education-N.Seattle Community College Pacific Oaks College -MA -Human Development Too many early childhood trainings over 30 years to count Related Experience: Childcare Director -Ashland YMCA Adjunct College Instructor in ECE: N. Seattle Community College, Seattle Central Community College, Rogue Community College/SOU, Onondaga Community College (Syracuse, NY) Art Instructor -Syracuse YMCA (ages ranging from 2-11, including parents sometimes) Head Start teacher Multiple positions teaching in Childcare Center programs Nanny Parent Cooperative Program -instructor After School program, teacher, Montessori School of Syracuse Taught numerous workshops across the country to early childhood teachers Interests: To support the children and families of Ashland as well as to support the city governing bodies in their own goals of helping families be able to live/work in Ashland. Availability: Yes, I am available for special meetings. Any time/day are fine for me. I do travel sometimes, so I would try to schedule those dates around regularly scheduled meetings. Additional Information : Moved to Ashland in 1996, left in 2007. Returned in 2023. 1 also have been in many leadership positions producing/teaching workshops for training of early childhood teachers. I'm on the board of the Southern Oregon chapter of the Oregon Association for the Education of Young Children, a local affiliate of NAEYC Signature: Nancy Seward *** USER INFORMATION *** SubscriberlD: -1 SubscriberUserName: SubscriberEmail: RemoteAddress: 66.241.70.76 RemoteHost: 66.241.70.76 about:blank Pant- q4 of Nd1 �":•� Council Business Meeting Date: June 4, 2024 Agenda Item Liquor License Approval for Cafe Lumina LLC From Alissa Kolodzinski, City Recorder Contact alissa.kolodzinski@ashland.or.us SUMMARY This is a request for approval of a liquor license application for Cafe Lumina LLC located at 27 N Main St. POLICIES. PLANS & GOALS SUPPORTED AMC Chapter 6.32 Liquor License Review BACKGROUND AND ADDITIONAL INFORMATION This is an application for a New Outlet — Full On -Premises FISCAL IMPACTS N/A SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS Ashland Fire, PD and Planning support this application. I move to approve the liquor license for Cafe Lumina LLC REFERENCES & ATTACHMENTS 1. OLCC Cafe Lumina - New Outlet Redacted Paae 1 of 1 0 IF` Pans 95 of :141 LIQUOR LICENSE APPLICATION Page 1 of 4 Check the appropriate license request option: % New Outlet 1 ❑ Change of Ownership I ❑ Greater Privilege 1 ❑ Additional Privilege Select the license type you are applying for. More information about all license types is available online. Full On -Premises ®Commercial ❑ Caterer ❑Public Passenger Carrier ❑Other Public Location ❑ For Profit Private Club El Nonprofit Private Club Winery ❑ Primary location Additional locations: 02nd 03rd 04th 05th Brewery ❑ Primary location Additional locations: 02nd ❑3rd Brewery -Public House ❑Primary location Additional locations: 112nd 03rd Grower Sales Privilege ❑ Primary location Additional locations: 02nd 03rd Distillery ❑ Primary location Additional tasting locations: (Use the DISTT form HERE) ❑ Limited On -Premises ❑ Off Premises ❑ Warehouse ❑ Wholesale Malt Beverage and Wine LOCAL GOVERNMENT USE ONLY LOCAL GOVERNMENT After providing your recommendation, return this form to the applicant WITH the recommendation marked below Name of City OR County (nolt"th) %ease male sure the name of the Local Govenvnent is ponied le9db a stamped below Date application received: Optional: Date Stamp Received Below 1 i ❑ Recommend this license be granted ❑ Recommend this license be denied ❑ No Recommendation/Neutral Printed Name Date Signature Cafe Lumina Trade Name OLCC Liquof License Apphcabon (Rev. 102513) Scanned with CamScaaner OREGON LIQUOR & CANNABIS COMMISSION LIQUOR LICENSE APPLICATION Instructions 1. Complete and sign this application. 2. Prior to submitting this application to the OLCC, send the completed application to the local government for the premises address to obtain a recommendation. — If the premises street address is within a city's limits, the local government is the city. — If the premises street address is not within a city's limits, the local government is the county. 3. You can submit the application to the OLCC if: 1. You have WRITTEN documentation showing the date the local government received the application or; 2. The local government has provided you their recommendation. ALL forms and documents must be a PDF attachment 4. Email the PDF application that contains the local government recommendation or proof of submission to: OLCC.LiquorLicenseApplication@oregon.gov. S. Do not include any license fees with your application packet (fees will be collected at a later time). When it's time to pay the license fee you must pay the full yearly fee for the current license year (the license fee will not be prorated). If you pay in the last quarter of your license year you must also pay the yearly fee for the next license year. License Request Options - Please see the general definitions of the license request options below: • New Outlet: The licensing of a business that does not currently hold an active liquor license. • Change of Ownership: The request to completely change the licensee of record at a licensed business. • Greater Privilege: The request to change from an Off -Premises to a Limited or Full On -Premises Sales license OR from a Limited to Full On -Premises Sales license. • Additional Privilege: The licensee currently holds an active liquor license at the premises and that same licensee would like to request to add an additional different liquor license type at that same premises location. Additional Information Applicant Identification: Please review OAR 845-006-0301 for the definitions of "applicant" and "licensee" and OAR 84S-005-0311 to confirm that all individuals or entities with an ownership interest (other than a waivable ownership interest, per OAR 845-005-0311[61) in the business have been identified as license applicants on this document. If you have a question about whether an individual or entity needs to be listed as an applicant for the license, discuss this with the OLCC staff person assigned to your application. Premises Address: This is the physical location of the business and where the liquor license will be posted. Applicant Signature(s): Each individual listed in the applicant information box on page 2 (entity or individuals applying for the license) must sign the application. If an applicant listed in the applicant information box on page 2 is an entity (such as a corporation or limited liability company), at least one member or officer of the entity must sign the application. Applicant/Licensee Representative(s): In order to make changes to a license or application or to receive information about a license or application by someone other than the applicant/licensee you must: — Complete the Authorized Representative Form designating a person/entity to act on your behalf and submit with the application. For help with this application or any related documents or processes, email olcc.alcohollicensinR@orepon.Rov. Scanned with CamScacvner LIQUOR LICENSE APPLICATION Page 2 of 4 APPLICANT INFORMATION Identify the applicants applying for the license. This is the entity (example: corporation or LLC) or individual(s) applying for the license. Please add an additional page if more space is needed. Name of entity or individual applicant #1: Name of entity or individual applicant #2: Cafe Lumina, LLC Alex Circiello Name of entity or individual applicant #3: Name of entity or individual applicant ii4: Neil Diamente BUSINESS INFORMATION Trade Name of the Business (name customers will see): Cafe Lumina — — Premises Street address (The physical location of the business and where the liquor license will be posted): 27 N Main St - - Gry: — - Zip Code:i County: Ashland 197520 Jackson Business phone number. Business email: 520-818-8920 cafelumina.ashland@gmail.c:om Business mailing address (where we will send any items by mail as described in OAR 845-004-0%5111.). 27 N Main St City: : Zip Code: Ashland 18; 97520 Does the business address currently have an OLCC Does the business address currently have an OLCC liquor license? ❑Yes Olo marijuana license? QYes El No rPUCATION CONTACT INFORMATON — Provide the point of contact for this application. If this individual is not applicant or licensee, the Authorized Representative Form must be completed and submitted with this application. Application Contact Name: (Neil Diamente Plem row- kow license aoolications are oublic records. Ouc La" ►SWW �+4V ,ozszc Scanned with CamScaaner LIQUOR LICENSE APPLICATION Page 3 of 4 TERMS • "Real property" means the real estate (land) and generally whatever is erected or affixed to the land (for example, the building) at the business address. • "Common area" is a privately owned area where two or more parties (property tenants) have permission to use the area in common. Examples include the walking areas between stores at a shopping center, lobbies, hallways, patios, parking lots, etc. An area's designation as a "common area" is typically identified in the lease or rental agreement. ATTESTATION — OWNERSHIP AND CONTROL OF THE BUSINESS AND PREMISES • Each applicant listed in the "Application Information" section of this form has read and understands OAR 845-005-0311 and attests that: 1. At least one applicant listed in the "Application Information" section of this form has the legal right to occupy and control the real property proposed to be licensed as shown by a property deed, lease, rental agreement, or similar document. 2. No person not listed as an applicant in the "Application Information" section of this form has an ownership interest in the business proposed to be licensed, unless the person qualifies to have that ownership interest waived under OAR 845-005-0311. 3. The licensed premises at the premises street address proposed to be licensed either: a. Does not include any common areas; or b. Does include one or more common areas; however, only the applicant(s) have the exclusive right to engage in alcohol sales and service in the area to be included as part of the licensed premises. • In this circumstance, the applicant(s) acknowledges responsibility for ensuring compliance with liquor laws within and in the immediate vicinity of the licensed premises, including in portions of the premises that are situated in "common areas" and that this requirement applies at all times, even when the business is closed. 4. The licensed premises at the premises street address either: a. Has no area on property controlled by a public entity (like a city, county, or state); or b. Has one or more areas on property controlled by a public entity (like a city, county, or state) and the public entity has given at least one of the applicant(s) permission to exercise the privileges of the license in the area. Cafe Lumina OLCC 1pua lxeow Apphcat.on (Rev 102S 23) Scanned with CamScaaner LIQUOR LICENSE APPLICATION Cafe Lumina Page 4of4 Applicant Signature(s): Each individual listed in the applicant inforat�on :ray �rY�e 2 t4�"i'I �' individuals applying for the license) must sign the application. If an applicant listed in the applicant information box on page 2 is an entity (such as a car=rat:,x,+ Va limited liability company), at least one member or officer of the entity must sign the a?: iica*.mri. • Each applicant listed in the "Application Information" section of this form has read and urderstards OAR 845-006-0362 and attests that: Upon licensure, each licensee is responsible for the conduct of others on the licensed prerrises, including in outdoor areas. The licensed premises will be controlled to promote public safety and prevent problems and violations, with particular emphasis on preventing minors from obtaining or consuming alcoholic beverages, preventing over -service of alcoholic beverages, preventing open containers of alcoholic beverages from leaving the licensed premises unless allowed by OLCC rules, and preventing noisy, disorderly, and unlawful activity on the licensed premises. I attest that all answers on all forms and documents, and all information provided to the OLCC as a part of this application, are true and complete. Alex Circiello Applicant name Sig'natu Date Neil Diamente Owl L/iL�� Applicant name Signature Date Applilcant name Signature Date Applicant name Signature Date Applicant/Licensee Representative(s): If you would like to designate a person/entity to act on your behalf you must complete the Authorized Representative Form. You may submit the form with the application or anytime thereafter. The form must be received by the OLCC before the representative can receive or submit Information for the applicant. Please note that oppilcontr/licensees are responsiblefor otl infmmotion provided, even if an authorlred representative submits additionol forms on t`ehotf of the opplicont. Scanned with CamScaaner 9 Council Business Meeting Date: June 4, 2024 Agenda Item Liquor License Approval for Rogue Valley Roasting Company From Alissa Kolodzinski. City Recorder Contact alissa.kolodzinski@ashland.or.us SUMMARY This is a request for approval of a liquor license application for Rogue Valley Roasting Company (Ashland Roasting Company LLC) at 917 E Main St. POLICIES. PLANS & GOALS SUPPORTED AMC Chapter 6.32 Liquor License Review BACKGROUND AND ADDITIONAL INFORMATION This is an application for a Change of Ownership - Full On -Premises FISCAL IMPACTS N'A UGGESTED ACTIONS. MOTIONS. AND/OR OPTIONS Ashland Fire, PD and Planning departments support this application. I move to approve the liquor license for Rogue Valley Roasting Company. REFERENCES & ATTACHMENTS 1. RoCo OLCC_Redacted2 Page 1 of 1 WWA NP;A Panes 101 of 441 OREGON LIQUOR & CANNABIS COMMISSION LIQUOR LICENSE APPLICATION Instructions 1. Complete and sign this application. 2. Prior to submitting this application to the OLCC, send the completed application to the local government for the premises address to obtain a recommendation. If the premises street address is within a city's limits, the local government is the city. If the premises street address is not within a city's limits, the local government is the county. 3. You can submit the application to the OLCC if: 1. You have WRITTEN documentation showing the date the local government received the application or; 2. The local government has provided you their recommendation. ALL forms and documents must be a PDF attachment 4. Email the PDF application that contains the local government recommendation or proof of submission to: OLCC,LiquorLicenseApplication@oregon.gov. 5. Do not include any license fees with your application packet (fees will be collected at a later time). When it's time to pay the license fee you must pay the full yearly fee for the current license year (the license fee will not be prorated). If you pay in the last quarter of your license year you must also pay the yearly fee for the next license year. License Request Options - Please see the general definitions of the license request options below: • New Outlet: The licensing of a business that does not currently hold an active liquor license. • Change of Ownership: The request to completely change the licensee of record at a licensed business. • Greater Privilege: The request to change from an Off -Premises to a Limited or Full On -Premises Sales license OR from a Limited to Full On -Premises Sales license. • Additional Privilege: The licensee currently holds an active liquor license at the premises and that same licensee would like to request to add an additional different liquor license type at that same premises location. Additional Information Applicant Identification: Please review OAR 845-006-0301 for the definitions of "applicant" and "licensee" and OAR 845-005-0311 to confirm that all individuals or entities with an ownership interest (other than a waivable ownership interest, per OAR 845-005-0311[61) in the business have been identified as license applicants on this document. If you have a question about whether an individual or entity needs to be listed as an applicant for the license, discuss this with the OLCC staff person assigned to your application. Premises Address: This is the physical location of the business and where the liquor license will be posted. Applicant Signature(s): Each individual listed in the applicant information box on page 2 (entity or individuals applying for the license) must sign the application. If an applicant listed in the applicant information box on page 2 is an entity (such as a corporation or limited liability company), at least one member or officer of the entity must sign the application. Applicant/Licensee Representative(s): In order to make changes to a license or application or to receive information about a license or application by someone other than the applicant/licensee you must: — Complete the Authorized Representative Form designating a person/entity to act on your behalf and submit with the application. For help with this application or any related documents or processes, email oicc.alcohollicensing@oregon.gov. Pane in? of 341 LIQUOR LICENSE APPLICATION Page 1 of 4 Check the appropriate license request option: ❑ New Outlet Change of Ownership 1 ❑ Greater Privilege 1 ❑ Additional Privilege Select the license type you are applying for. More information about all license types is available online. Full On -Premises Commercial ❑ Caterer ❑Public Passenger Carrier ❑Other Public Location ❑ For Profit Private Club ❑ Nonprofit Private Club Winery ❑ Primary location Additional locations: 02nd 03rd 04th ❑Sth Brewery ❑ Primary location Additional locations: 02nd 03rd Brewery -Public House ❑Primary location Additional locations: 112nd 113rd Grower Sales Privilege ❑Primary location Additional locations: 112nd ❑3rd Distillery ❑ Primary location Additional tasting locations: (Use the DISTT form HERE) ❑ Limited On -Premises ❑ Off Premises ❑ Warehouse ❑ Wholesale Malt Beverage and Wine LOCAL GOVERNMENT USE ONLY LOCAL GOVERNMENT After providing your recommendation, return this form to the applicant WITH the recommendation marked below Name of City OR County (-b-th) PkMae make s" M* rwne of M LOW Government is p*Aed IeVbly or stamped baba Date application received: Optional: Date Stamp Received Below ❑ Recommend this license be granted ❑ Recommend this license be denied ❑ No Recommendation/Neutral Printed Name Signature Trade Name uate OLCC liquor License Application (Rev. 10.25.23) Pane 1 n.1 of 341 J"aoaec _ OZ t� 11 LIQUOR • CANNABIS COMMISSION BUSINESS INFORMATION NFO, Please Print or Type Applicant Name: Trade Name (dba Business Location Address: City: DAYS AND HOURS OF OPERATION Business Hours: Sunday to Monday + r to It Tuesday r to 1 t Wednesday + I to is Thursday to I I Friday + to It Saturday --! ` to k,_'_...._� Seasonal Variations: 0 Yes Outdoor Area Hours: Sunday 4 u�., to, Monday ' ' to • ti Tuesday to •+ Wednesday to Thursday " to Friday • to ' Saturday I % to 1 ❑ No If yes, explain: ZIP Code. c P1520 The outdoor area is used for: b( Food service Hours, to Alcohol service Hours: •06 to ❑ Enclosed, how The exterior area is adequately viewed and/or supervised by Service Permittees. (Investigator's Initials) ■.i►sa.�:+r_�um,la►e�/�- Check ALL that apply: I let_\t•'tt:7:[elU:f.'ie]�A►►I/�e]:�e1�Lri[�L9[r7 Live Music �� ICGt�1 ❑ Karaoke OV4Q {fib L L L. ❑ Recorded Music ❑ Coin -operated Games Sunday to Monday to ❑ DJ Music ❑ Video Lottery Machines Tuesday to _ ❑ Dancing ❑ Nude Dancing ❑ Social Gaming Wednesday to Thursday to ❑ Live Entertainment ❑ Pool Tables Friday to ❑ Minor Entertainers Other: Saturday to ❑ 'Minor Entertainers in an area prohibited to minors need prior approval from the OLCC t/ �Z a.cc use ONLY Restaurant: J� Outdoor: Lounge: )k Investigator Verified Seating:_(Y)_(N) Investigator Initials: Banquet: Other (explain): Total Seating: - Date: I understand if my answers are not true and comple Alw0ECtv.,May ny my license application. Applicant Signature: Date: 5 /3 2 rn.gov/olcc Rev: 2.1.23 pang 11 �41 Pane 1 nri of 341 OUR & �OLCC C -? OREGON LIQUOR & CANNABIS COMMISSION INDIVIDUAL HISTORY FORM WHO MUST COMPLETE THIS FORM? You must complete this form if: • Your name is listed as an applicant in the "Entity or Individuals applying for the license" section of the Liquor License Application form. • A corporation is listed as an applicant in the "Entity or Individuals applying for the license" section of the Liquor License Application form and you are: -� President, a Vice President with responsibility over the operation of the business, Secretary, or Treasurer. -� A Director with 3% or more voting stock. An individual who owns 20% or more of issued stock. • A limited liability company (LLC) is listed as an applicant in the "Entity or Individuals applying for the license" section of the Liquor License Application form and you are: a A Managing Member of the LLC (this is an individual designated to manage the LLC; it may or may not be the same individual designated to manage the business). -� A Member who owns 20% or more of the membership. An Officer (such as a President or Secretary) with responsibilities over the operation of the business. You must work with the OLCC to determine who must complete this form if you are: Part of an entity other than a corporation or LLC that is listed as an applicant in the "Entity or Individuals applying for the license" section of the Liquor License Application form, or • Part of an entity that owns 10% or more of an entity listed as an applicant in the "Entity or Individuals applying for the license" section of the Liquor License Application form. Rev: 11.27.23 Page 1 of 3 Pane 106 of'141 �piLOR d wa/ �c91$ �oyh�d PRINT FORM OREGON LIQUOR & CANNABIS COMMISSION INDIVIDUAL HISTORY FORM RESET FORM 1. Name (Print):6c, I Last 2.Other names used (maiden, other): Ot�'k6(o_s First 3. Do you have a Social Security Nu States Social Security Administration? Ye No]� If yes, you must list your SSN: SOCIAL SECURITY NUMBER OISCLOSU initial or renewal license, Federal and State laws require you to provide your Social Security Number (SSN) to the Oregon Liquor Control Commission (OLCC) for child support enforcement purposes (42 USC § 666(a)(13) & ORS 25.785). If you are an applicant or licensee and fail to provide your SSN, the OLCC may refuse to process your application. Your SSN will be used only for child support enforcement purposes unless you indicate below. Based on our authority under ORS 471.311 and OAR 845-005-0312(6), we are requesting your voluntary consent to use your SSN for the following administrative purposes only: to match your license application to your Alcohol Server Education records (where applicable), and to ensure your identity for criminal records checks. OLCC will not deny you any rights, benefits or privileges otherwise provided by law if you do not consent to use of your SSN for these administrative Purposes (5 USC§ 552(a). 4. Do you consent to the OLCC's use of my SSN as described above? Check this box: S. Date of Birth (DOB): 6. Driver License or State ID p: 8. Contact Phone: ___E 9. E-mail Address: 10. Mailing Address: Number and Stre A-511(ad 7. State oe_ I qlszo 11. In the past 10 years, have you been convicted of a felony or a misdemeanor in a U.S. state outside of Oregon? No _Q Yes F (If yes, explain in the space provided, below) Unsure n Choose this option and provide an explanation if, for example: you were arrested or went to court, but are unsure of whether there was a conviction; you paid a fine or served probation or parole, but are unsure of whether there was a conviction; or if you know you had a conviction, but you are unsure of whether the conviction has been removed from your record, etc. Rev 1127.23 Page 2 of 3 Panp 1 n7 of 341 OREGON LIQUOR & CANNABIS COMMISSION INDIVIDUAL HISTORY FORM 12. Do you, or any entity that you are a part of, currently hold or have you previously held a recreational marijuana license in Oregon? (Note: marijuana worker permits are not marijuana licenses. No 0 Yes ELPleaselist licenses (and year(s) licensed) below Unsure Please include an explanation: 13. ❑o you, or any entity that you are a part of, hold an alcohol license in a U.S. state outside of Oregon? No n Yes-0 Please list licenses (and year(s) licensed) below Unsure 0—Please include an explanation: 14. Do you or any entity that you are a part of, have any other liquor license applications pending with the OLCC? No Q Yes 1:1Please list applications below Unsure R Please include an explanation: You must sign your own form (electronic signature acceptable). Another individual, such as your attorney or an individual with power of attorney, may not sign your form. Affirmation Even if I receive assistance in completing this form, I affirm by my signature below, that my answers on this form are true and complete. I understand the OLCC will use the above information to check my records, including but not limited to my criminal history. I understand that If my answers are not true and complete, the OLCC may deny my license application. Name (Print): last First Signature: This box for OLCC use ONLY 1. Rev.11.27, 23 Date: 5-I512 Does the individual currently hold, or has the individual previously held, an OLCC- issued liquor license? Page 3 of 3 PnnP 1 n8 of 341 Oregon Liquor & Cannabis Commission (OLCC) LIMITED LIABILITY COMPANY (LLC) FORM INSTRUCTIONS Definitions e "Manager -Managed LLC' means an LLC where one or more individuals or entities have the responsibility to run the LLC, and as such, have been named as a "managing member_" • "Managing member" means an individual or entity who has been named to run a manager -managed LLC. o A managing member is not required to own or hold membership in the LLC. o A manager of the business is not required to be a member or managing member of the LLC. • "Member -Managed LLC" means an LLC where all members have the responsibility to run the LLC, and as such, no managing member has been named. • "Member" means an individual or entity who owns membership in the LLC, • "Entity" means an association, corporation, limited liability company, partnership, trust, or any similar entity that has legal standing under the laws of Oregon or another state within the United States. • "Individual" means an individual human being. When does the OLCC require this form to be submitted? • The LLC is listed as an applicant in the "Applicant Information" section of the Liquor License Application form; • The LLC has 20% or more ownership in an entity applicant listed in the "Applicant Information" section of the Liquor License Application; • The OLCC believes obtaining this information may help the OLCC in its investigation. Manager -Managed LLC Member -Managed LLC Registered with the The OLCC does not require registration in The OLCC does not require registration in Oregon Secretary of Oregon with the Oregon Oregon with the Oregon State (SOS) Secretary of State. Secretary of State. Section 1 Must complete this section. Not Applicable. • List all managing members (may be one or more individuals or entities) Section 2 Must complete this section. • List all members with 20% or more membership (may be one or more individuals or entities). Section 3 . An LLC with no officers should skip this section. • An LLC with the following officers must complete this section: president, secretary, treasurer, and vice president (with responsibility over the operation of the business). Individual History form The following individuals must submit an Individual History form unless an exception applies: All individuals who are a managing member, member with 20% or more membership, or a listed officer. Exceptions: • The OLCC has determined that the LLC has provided proof to the OLCC that it is listed on an exchange registered with the U.S. Securities and Exchange Commission; or • The OLCC has determined that the LLC has provided written documentation to the OLCC sufficient to show that control of the day -today operation of the business has been relinquished by the individual through a written management agreement, or similar written agreement, to one or more parties who are an applicant or licensee for the same license at the same premises. Relinquishing control over the day-to-day operation of the business includes not managing or controlling the sale or service of alcohol or directly supervising any person who sells or serves alcoholic beverages Section 4 • if the application is for a liquor license that allows customers to consume alcohol at the business, an individual must be listed who has completed, or will complete, an OLCC approved Alcohol Server Education class, and has passed the test. This individual must have the authority to set standards and policies for alcohol servers at the business. • If the application is not for a liquor license that allows customers to consume alcohol at the business, this section may be left blank. Section 5 One of the listed members or managing members must sign and date this form. Rev: 21.23 Page 1 of 2 Pane t in of u i PRINT FORM Oregon Liquor & Cannabis Commission RESET FORM LIMITED LIABILITY COMPANY (LLC) QUESTIONNAIRE LLC Name �:5h LCtykjl Trade Name of Business (Name Customers WIN See) (211 � Fa4 IC:D The LLC named in this document is a (see page 1 for definitions): _Y4 Manager -Managed LLC ' " Membe'Y-Managed LLC This section is ONLY fora manager -mane ad I.I.C. Directions on page 1. You mad+ include information on a separate sheet Name of Mane ' Member a" t Name of Managing Member (please DriM1 _ This section is for BOTH a manager -managed LLC and a member -managed I.I.C. (Directions on page 1. You may include information This section is ONLY for an LLC with the listed officers. (Directions on page 1. You may include hionnslion on a uowale sheet. Title Name ease t President --_ _ Treasurer Vice president with responsibility over the operation of the business DESIGNEE (D Name (please on SIGNATURE (Directions on page 1) NAME of Signing Person (pl _.tea p ) _ h,! ((� riW f SIGNATURE of`slaning electronically sign) This box for OLCC uss ONLY Does the entity hold, or has it ever held, an OLCC-issued liquor license? Rev: 2.1.23 Page 2 of 2 Date of Birth DATE 511312 Panes 111 of 341 OREGON LIQUOR & CANNABIS COMMISSION ap FLOOR PLAN FORM Your floor plan mus=besubj7ed on this form LQ &L,&\F�kNLA Applicant Name Trade Name Oba) /"" t-rorJ d© 00 a o �a � z Ono " 0 o b o Ono O � Vr b4f low OLCC USE ONLY.......... MINOR POSTING ASSIGNMENT(S) �a n 0 G 0 0� � UF2 F(L,1 0 012 a oct Date: (rev. 03122) Panes 119 of 341 `,OUOR R FLOOR PLAN I hti t c•.,ii INSTRUCTIONS 1. Your floor plan MUST be submitted on the Floor Plan Form below 2. Use a separate Floor Plan Form for each level or floor of the building. The floor plan(s) must show the specific areas of your premises. 3. Label areas i.e. dining area, bar, lounge, lottery, outside patio and sidewalk cafe areas. 4. Food Counters should be labeled as such, and not as a Bar. At a Food Counter, food service/consumption is the predominant activity. At a Bar, alcohol service/consumption is the predominant activity. Please label Food Counters and Bars accordingly. S. Include all tables and chairs. (See Example below) b. If you have an outdoor area, please show it in reference to the licensed building. 7. If you have sidewalk seating please contact your local government to see if a permit is required for use. 8. If this is a Food Cart Pod please label the floor plan where the alcohol will be served from, where food will be served, where the seating will be and any other food carts that are in the pod. Please do not use complex architect drawings as your floor plan, unless they are clearly readable and show all the tables and chairs. RESTAURANT EXAMPLE OREGOV .'000S & CANNABIS COMMISSION FLOOR PLAN FORM 1IOvRaM OUOOIOn M wb.wt r1 r.n Mf+ 10.+�. M,114 MnI LLC,.. A R.fta -I w.o�.wt.e.u.u� •µu FOOD CART POD EXAMPLE OREGON LIQUOR 8 CANNABIS COMMISSION FLOOR PLAN FORM ,w+'fee. t� tOwt ie utMtttpr OR 1tW Nrm 4 ,a. Cant LLC Ewyday Food Can Pod &w�na G 00 O food Gd M U food Can rood Can Food Crt ❑ 000 ❑ 000 00 0 au ta• s.. W.0 IWInO A1400 WkId. Cr: nw. OLCC Llquor Lkense Floor Plan (Rev. 3.22E Pant- 11,1 of '141 LIQUOR LICENSE APPLICATION Page 3 of 4 TERMS • "Real property" means the real estate (land) and generally whatever is erected or affixed to the land (for example, the building) at the business address. • "Common area" is a privately owned area where two or more parties (property tenants) have permission to use the area in common. Examples include the walking areas between stores at a shopping center, lobbies, hallways, patios, parking lots, etc. An area's designation as a "common area" is typically identified in the lease or rental agreement. ATTESTATION — OWNERSHIP AND CONTROL OF THE BUSINESS AND PREMISES • Each applicant listed in the "Application Information" section of this form has read and understands OAR 845-005-0311 and attests that: At least one applicant listed in the "Application Information" section of this form has the legal right to occupy and control the real property proposed to be licensed as shown by a property deed, lease, rental agreement, or similar document. 2. No person not listed as an applicant in the "Application Information" section of this form has an ownership interest in the business proposed to be licensed, unless the person qualifies to have that ownership interest waived under OAR 845-005-0311. 3. The licensed premises at the premises street address proposed to be licensed either: a. Does not include any common areas; or b. Does include one or more common areas; however, only the applicant(s) have the exclusive right to engage in alcohol sales and service in the area to be included as part of the licensed premises. • In this circumstance, the applicant(s) acknowledges responsibility for ensuring compliance with liquor laws within and in the immediate vicinity of the licensed premises, including in portions of the premises that are situated in "common areas" and that this requirement applies at all times, even when the business is closed. 4. The licensed premises at the premises street address either: a. Has no area on property controlled by a public entity (like a city, county, or state); or b. Has one or more areas on property controlled by a public entity (like a city, county, or state) and the public entity has given at least one of the applicant(s) permission to exercise the privileges of the license in the area. OLCC liquor License Application (Rev.10.25,23) pane 114 of *.141 LIQUOR LICENSE APPLICATION Page 2 of 4 APPLICANT INFORMATION Identify the applicants applying for the license. This is the entity (example: corporation or LLC) or individual(s) applying for the license. Please add an additional page if more space is needed. Name of entity or individual applicant #1: Name of entity or individual applicant #2: A��Vq� 4 Name of entity or individual app ant #3: Name of entity or individual applicant #4: BUSINESS INFORMATION Trade Nagle of the Business (name customers will see): %�2 V O,� "� } t • 00WPaV4- sPrmstreet address ( physical bcation of file business a4wa the uor license will be posted): City: Zip Code: Count A5k. ct 9�52v_ �1�1c sin Business phone number: I Business email: ��02- h1�wY�-e-e Business mailing address (where we will send any items by mail as described in OAR 845-004-MSrl1. 7/7 C /4a I vL u k'la � State: Zip Zlp Code: g75-ZO Does the business address currently have an OLCC Does the business address currently have an OLCC liquor license? tqYes [:]No marijuana license? ❑Yes PNO i,PPLICATION CONTACT INFORMATON — Provide the point of contact for this application. If this individual is not n applicant or licensee, the Authorized Representative Form must be completed and submitted with this application. Application Contact Naml: Please note: liquor license applications are public records. OLCC Lkpw License Application (Rev. 102s.23) Pane 115 of A41 LIQUOR LICENSE APPLICATION Page 4 of 4 Applicant Signature(s): Each individual listed in the applicant information box on page 2 (entity or individuals applying for the license) must sign the application. If an applicant listed in the applicant information box on page 2 is an entity (such as a corporation or limited liability company), at least one member or officer of the entity must sign the application. • Each applicant listed in the "Application Information" section of this form has read and understands OAR 845-006-0362 and attests that: 1. Upon licensure, each licensee is responsible for the conduct of others on the licensed premises, including in outdoor areas. 2. The licensed premises will be controlled to promote public safety and prevent problems and violations, with particular emphasis on preventing minors from obtaining or consuming alcoholic beverages, preventing over -service of alcoholic beverages, preventing open containers of alcoholic beverages from leaving the licensed premises unless allowed by OLCC rules, and preventing noisy, disorderly, and unlawful activity on the licensed premises. I attest that all answers on all forms and documents, and all information provided to the OLCC as a part of this application, a true and complete. �1- . A1 VeApplicant name nature f'` [ Applicant name Signature Date Applilcant name Signature Applicant name Signature Date Applicant/Licensee Representative(s): If you would like to designate a person/entity to act on your behalf you must complete the Authorized Representative Form. You may submit the form with the application or anytime thereafter. The form must be received by the OLCC before the representative can receive or submit information for the applicant. Please note that applicants/licensees are responsible for all information provided, even if an authorized representative submits additional forms on behalf of the applicant. OLCC Liquor license Application (Rev. 1025,23) Panes 1 1 R of'141 �� Council Business Meeting Date: June 4, 2024 Agenda Item First Reading — ORD 3237 An Ordinance Relating to Amending AMC 2.28 to add the Department of Innovations and Technology (DoIT) From Doug McGeary, City Attorney, Acting Contact doug.mcgeary@ashland.or.us SUMMARY First Reading and review to establish a Department of Innovation and Technology. POLICIES PLANS & GOALS SUPPORTED Formalizing the establishment of the Department of Innovation and Technology (DoIT) through ordinance acknowledges and solidifies its integral role within the city's operations. By codifying its existence, the city ensures a structured and accountable approach to managing technology resources and initiatives. This department, with its clear mandate and framework, will effectively contribute to the implementation of city policies, plans, and goals by optimizing digital services, fortifying cybersecurity measures, and driving innovation aligned with the city's strategic vision. BACKGROUND AND ADDITIONAL INFORMATION Establishing a department through ordinances not only provides a clear legal framework for its existence, structure, and operation within the city government but also ensures transparency, accountability, and adherence to legal requirements in governance. The present director emphasizes in this ordinance that the department transcends the traditional role of merely providing "information" typically associated with IT departments. This department encompasses several divisions, each playing a crucial role in the city's technological ecosystem. These divisions not only provide computing services and communications in-house but also house the Ashland Fiber Network, which operates as its own enterprise entity within the department. The Ashland Fiber Network delivers internet, cable, and telephone services to the broader community, enhancing connectivity and supporting economic development. Moreover, DoIT offers services aimed at educating the city's workforce and mitigating cyber threats. By delineating these divisions, the city can enhance its ability to secure and insure its operations effectively against cybercrime activities and potential losses. This strategic approach not only safeguards city resources but also fosters a resilient and technologically advanced municipal infrastructure. FISCAL IMPACTS The establishment of the Department of Innovation and Technology through this ordinance does not anticipate any significant fiscal impacts. While this department has not been formally formed previously, the functions have been carried out as necessary within the government structure, typically by a director and administrative staff. This ordinance does not seek to alter the staffing levels or the core functions of the existing IT Department. Therefore, it is anticipated that there will be no fiscal impact resulting from the enactment of these ordinances. SUGGESTED ACTIONS MOTIONS AND/OR OPTIONS After the explanation of the ordinance creating the Department of Innovation and Technology, a hearing is called. Thereafter, a Council member may move to have the ordinance #3237 Creating a Department of Innovation and Technology for the City of Ashland passed as read and schedule a second reading of the ordinance to the date of the next City of Ashland Public Business meeting, June 18, 2024. Recommended Motion: I move approval of first reading of Ordinance #3237, "An Ordinance Relating to Amending AMC 2.28 to Pace 1 of 2 Panes 11 R of �d 1 nCouncil Business Meeting add The Department of Innovation and Technology", scheduling of its second reading for June 18. 2024. REFERENCES & ATTACHMENTS 1. ORD 3237 - Chapter 2.28 AMC DoIT_DMM_05-21-24 Page 2 of 2 �r Pane 11 A of 341 ORDINANCE NO.3237 AN ORDINANCE RELATING TO AMENDING AMC 2.28 TO ADD THE DEPARTMENT OF INNOVATION AND TECHNOLOGY Annotated to show deletions and additions to the Ashland Municipal Code sections being modified. Deletions are bewd hmed through. and additions are bold underlined. WHEREAS, Article 2. Section 1 of the Ashland City Charter provides: Powers of the City. The City shall have all powers which the constitutions, statutes, and common law of the United States and of this State expressly or impliedly grant or allow municipalities, as fully as though this Charter specifically enumerated each of those powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto, shall possess all powers hereinafter specifically granted. All the authority thereof shall have perpetual succession. R'HEREAS. Formalizing the establishment of the Department of Innovation and Technology (DoIT) through ordinance acknowledges and solidifies its integral role within the city's operations. RTIEREAS, By codifying DoIT's existence, the city ensures a structured and accountable approach to managing technology resources and initiatives. A department codified by ordinance more clearly establishes its mandate and framework, with the purpose of effectively contributing to the implementation of city policies, plans, and goals by optimizing digital services, fortifying cybersecurity measures, and driving innovation aligned with the city's strategic vision. N'V'HEREAS, The City of Ashland wishes to amend AMC 2.28 ADMINISTRATIVE AND OPERATING DEPARTMENTS to add the Department of Innovation and Technology. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. 2.28.390 Department of Innovation and Technology - Created A Department of Innovation and Technology is hereby created which is under the direction of the Director of the Department of Innovation and Technology, and consists of divisions and such employees authorized by the position classification plan or City budget, and such other employees as the City Manager may assign to said Department. 2.28.400 Department of Innovation and Technology - Director - Duties The Director of the Department of Innovation and Technology, subject to the approval of the City Manager, shall organize and maintain such divisions in said Department as the operation may, in the judgment of the Director, require. The Director of the Department of Innovation and Technology shall be responsible for the general supervision and control of all divisions of said Department and for the performance of the functions herein assigned to said Department. ORDINANCE NO. 3237 Page 1 of 2 Pane 1gn of ul 2.28.410 Department of Innovation and Technology - Functions The Department of Innovation and Technology provides strategic planning, implementing, and supporting a wide array of technological systems utilized by city departments. These systems serve to enhance communication computing services. and overall operational efficiency. Additionally the department ensures the security of these systems and improves the quality of services provided to both internal constituents and members of the community, including residents visitors, and businesses. A division of the Department, Ashland Fiber Network (AFN) separately delivers broadband services to the broader community, enhancing connectivity and supporting economic development. AFN operates toward fostering connectivity, economic growth, and technological advancement in Ashland and its surrounding areas. SECTION 2. Severability. Each section of this ordinance, and any part thereof, is severable, and if any part of this ordinance is held invalid by a court of competent jurisdiction, the remainder of this ordinance shall remain in full force and effect. SECTION 3. Codification. Provisions of this Ordinance shall be incorporated in the City Code, and the word 'ordinance" may be changed to "code", "article", "section", or another word, and the sections of this Ordinance may be renumbered or re -lettered, provided however, that any Whereas clauses and boilerplate provisions (i.e.. Sections [No(s.)] need not be codified, and the City Recorder is authorized to correct any cross-references and any typographical errors. The foregoing ordinance was first ready by title only in accordance with Article X, Section 2(C) of the City Charter on the 4th day of June, 2024, and duly PASSED and ADOPTED this day of June, 2024. ATTEST: Alissa Kolodzinski, City Recorder SIGNED and APPROVED this day of , 2024. Tonya Graham, Mayor Reviewed as to form: Douglas M. McGeary, Acting City Attorney ORDINANCE NO. 3237 Page 2 of 2 pant- 191 of *141 �� Council Business Meeting Date: June 4. 2024 Agenda Item First Reading - ORD 3240 An Ordinance for Right of Way Vacation of a Portion of Fern Street From Scott Fleury, Director Contact scott.fleury@ashland.or.us SUMMARY Before the Council is a request to approve an ordinance for the vacation of a portion of the public right of way. The right of way in question is a portion of Fern Street between South Mountain Avenue and Elkader Street. This is an un-improved non maintained right of way that basically provides for driveway access to adjacent lots on Fern Street. J I i iw Area to be vacated + �c T I aF I IN I 1� I 13' t �• I � F E R N S T R E E T I 0 M #r4J S' w - "S.J!?? r 'II Z xJ• [t.o.ie7 - lfp77 S,Bp Its !Q ArKVff, PARCEL 2 t J kt PARCEL 3 y 0 7.PJS SO. F7 ( I t' f t 1t! saa Fi. �` I h 8744 2A' w - Y9 'AO' _ 1 _ _ nAMM tm its s eri. sJrE - i:o.7J' r POLICIES, PLANS & GOALS SUPPORTED City Council. 4. Evaluate real property and facility assets to strategically support city mission and goals. BACKGROUND AND ADDITIONAL INFORMATION PREVIOUS COUNCIL ACTION The Council previously approved initiating the vacation process for this section of un-improved Fern Street at the December 5, 2023 Business Meeting. BACKGROUND AND ADDITIONAL INFORMATION The City of Ashland was approached by an adjacent property owner on Fern Street about the City initiating the vacation of the unimproved and non -maintained section. City Management informed the resident the City could move forward with the process to vacate the right of way through initiation by the City Council as allowed by Oregon Revised Statute (ORS) 271.130, reference below. 271.130 Vacation on city governing body's own motion; appeal. (1) The city governing body may initiate vacation proceedings authorized by ORS 271.080 and make such Pace 1 of 4 lLil Panes 122 of 341 r � Council Business Meeting vacation without a petition or consent of property owners. Notice shall be given as provided by ORS 271.110, but such vacation shall not be made before the date set for hearing, nor if the owners of a majority of the area affected, computed on the basis provided in ORS 271.080, object in writing thereto, nor shall any street area be vacated without the consent of the owners of the abutting property if the vacation will substantially affect the market value of such property, unless the city governing body provides for paying damages. Provision for paying such damages may be made by a local assessment, or in such other manner as the city charter may provide. (2) Two or more streets, alleys, avenues and boulevards, or parts thereof, may be joined in one proceeding. provided they intersect or are adjacent and parallel to each other. (3) No ordinance for the vacation of all or part of a plat shall be passed by the governing body until the city recording officer has filed in the office of the city recording officer or indorsed on the petition for such vacation a certificate showing that all city liens and all taxes have been paid on the lands covered by the plat or portion thereof to be vacated. (4) Any property owner affected by the order of vacation or the order awarding damages or benefits in such vacation proceedings may appeal to the circuit court of the county where such city is situated in the manner provided by the city charter. If the charter does not provide for such appeal, the appeal shall be taken within the time and in substantially the manner provided for taking an appeal from justice court in civil cases. Staff informed the property owner of requirements for vacating city right of way which include public hearings at the Planning Commission and City Council along with development of the appropriate legal descriptions and easement overlays for access management to the adjoining properties. The specific requirements for right of way vacations are detailed in Ashland Municipal Code (AMC) Chapter 4.18 and Oregon Revised Statute (ORS) 271.080 thru 271.230. Public Works performed an initial assessment to determine if a right of way vacation would be in the public interest. The current grade does not allow for an appropriate street connection between Elkader Street and Mountain Avenue and there are no public utilities in the unimproved section of Fern Street. Right of Way Vacation Requirements: In order to appropriately process a right of way vacation certain state and local codes must be addressed. The Oregon Revised Statues (ORS) and City of Ashland Municipal Code detail the requirements to vacate City property: 4.18.010 Purpose The purpose of this Chapter is to establish the procedure for processing requests for the vacation of public rights - of -way and places, and to require petitioners for vacation to deposit with the City Recorder a fee sufficient to cover the cost of publication, posting and other anticipated expenses as authorized by ORS 271.080, et seq. 4.18.020 Application Any person interested in filing a petition for the vacation of all or part of any street, alley, or other public place, shall submit such petition in the form prescribed by the City Engineer pursuant to ORS 271.080, and upon filing of the petition shall deposit with the City Recorder a filing fee established by resolution of the City Council. (Ord. 2654, 1991; Ord. 2742, 1994) • This is not required if the Council initiates the vacation process as allowed by ORS. 4.18.030 Review by Planning Commission Upon receipt of the petition, the same shall be referred to the City Engineer for a determination of whether it contains the requested number of sworn signatures. The City Engineer shall return any petition not meeting the requirements of ORS 271.080, together with the filing fee to the petitioner. If the City Engineer determines that the petition is sufficient, it shall be referred to the City Planning Commission for its review and recommendation to the City Council. The Planning Commission shall submit its report to the City Council within sixty (60) days of receipt. Upon receipt of the report by the Commission, or if no report is received from the Commission upon the expiration of sixty (60) days, the City Manager shall set the matter for public hearing as set forth in ORS 271.100, Pace 2 of 4 Fa Pane 191 of'141 I ai Council Business Meeting et seq. A Planning Commission meeting scheduled for January 9, 2024 was formally noticed to the public and the adjacent residents. The Planning Commission reviewed the information, took public input and upon deliberation recommended vacating the right of way at their public hearing. Their recommendation also included keeping a pedestrian easement connection between Elkader Street and South Mountain Avenue. 4.18.040 Public Hearings Public hearings shall be held as set forth in ORS 271.120, at which time the petitioner and all affected parties shall be afforded an opportunity to present their views either orally or in writing. The report of the Planning Commission, if any, shall be made a part of the record. This is the action required of Council for the June 4, 2024 Business Meeting. • Since the approval process requires approval of an ordinance there is a required first and second reading in order to become legally binding. 4.18.050 Action By Council The City Council, after due consideration of testimony by affected parties, and the report of the Planning Commission may approve, reject, or modify the area proposed for vacation which in its sole judgment is deemed in the public interest. • Public Hearing — Ordinance approval June 4, 2024 and June 18, 2024 FISCAL IMPACTS The only resource requirements were/are associated with staff time to bring the vacation forward through the Planning Commission and City Council. The owners will be responsible for the development of new property deeds and recording the applicable documents with the County. If the property is vacated, it will become private and assessable for property taxes as part of the individual tax lots the right of way is vacated too. SUGGESTED ACTIONS, MOTIONS. AND/OR OPTIONS STAFF RECOMMENDATION Staff recommends approval of the right of way vacation ordinance for a portion of Fern Street. The Planning Commission recommends approval of the right of way vacation ordinance for a portion of Fern Street. ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to approve Ordinance Number 3240 an Ordinance relating to the vacation of a portion of Fern Street. I move to take no action on the matter. REFERENCES & ATTACHMENTS 1. 06 04 24 Right of Way Vacation - Fern Street.Ord1 2. 06 04 24 Right of Way Vacation - Fern Street.Atch2 3. 06 04 24 Right of Way Vacation - Fern Street.Atch3 Pace 3 of 4 AL rM Panty 1 14 of �41 F Council Business Meeting Page 4 of 4 WMA Pnna 19S of 341 ORDINANCE NO.3240 AN ORDINANCE RELATING TO THE VACATION OF A PORTION OF OTIS STREET Annotated to show deletions and additions to the Ashland Municipal Code sections being modified. Deletions are bold through, and additions are bold underlined. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: WHEREAS, The City of Ashland City Council initiated the vacation process as allowed by Oregon Revised Statutes (ORS) 271.130; and WHEREAS, the Planning Commission of the City of Ashland has recommended that said portion of the roadway be vacated; and WHEREAS, due notice of said petition for vacation has been given on May 21, 2024 in the manner and form required by law, and a hearing has been held thereon; and it appearing to the City Council of the City of Ashland that the public convenience and welfare will be served thereby and that this vacation is in the public interest. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. That the certain section of Fern Street located in the City of Ashland described as follows: A Public Street Vacation of that portion of Fern Street between South Mountain Avenue and Elkader Street in the City of Ashland, adjacent to those tracts of lands described as Parcels 2 & 3 within Partition Plat No. P-29-2018 laying situate within the Northeast Quarter of Section 16 in Township 39 South, Range 1 East of the Willamette Meridian in the City of Asland, Jackson County, Oregon, being more particularly described and bounded as follows, to wit; BEGINNING at a 1/2" iron pipe situated at the intersection of the south line of Fem Street and the west line of Elkader Street, being the Northeast comer of Lot 28 of the Galey Addition to the City of Ashland, recorded in Volume 3, Page 80 in the Plat Records of Jackson County, Oregon, the POINT OF BEGINNING; thence North 00"17'08" East along the east line of vacated Fem Street, a distance of 30.00 feet to the centerline thereof; thence South 89142'35" East, along said centerline, 0.24 feet; thence North 00115'35" East, continuing along the east line of vacated Fem Street, 30.00 feet to the southeast comer of Lot 20 of the Galey Addition to the City of Ashland, recorded on April 8, 1907 in Volume 1, Page 33 of the Plat Records in said County; thence North 89042'23" West, along the north line of said described Fem Street, being 30.00 feet north of, parallel with and adjacent to the former centerline of Fem Street, a distance of 240.45 feet to the southwest comer of Lot 20, ORDINANCE NO.3240 Page 1 of 3 Pane 196 of .341 Galey Addition; thence South 00117' 13" West, along the East line of South Mountain Avenue, 60.00 feet to the northwest comer of Lot 29, Galey Addition; thence South 89°42'23" East, along the south line of said described Fem Street, being 30.00 feet south of, parallel with and adjacent to the vacated south line of Fern Street, a distance of 240.22 feet, to the POINT OF BEGINNING. Containing 0.33 acres or 14420 square feet more or less. SECTION 2. The City Recorder is hereby directed to deliver a certified copy of this Ordinance No. 3240 to the County Clerk, County Assessor, and County Surveyor of Jackson County, Oregon. SECTION 3. CodiIlcation. In preparing this ordinance for publication and distribution, the City Recorder shall not alter the sense, meaning, effect, or substance of the ordinance, but within such limitations, may: (a) Renumber sections and parts of sections of the ordinance; (b) Rearrange sections; (c) Change reference numbers to agree with renumbered chapters, sections or other parts; (d) Delete references to repealed sections; (e) Substitute the proper subsection, section, or chapter numbers; (i') Change capitalization and spelling for the purpose of uniformity; (g) Add headings for purposes of grouping like sections together for ease of reference; and (h) Correct manifest clerical, grammatical, or typographical errors. SECTION 4. Severability. Each section of this ordinance, and any part thereof, is severable, and if any part of this ordinance is held invalid by a court of competent jurisdiction, the remainder of this ordinance shall remain in full force and effect. The foregoing ordinance was first ready by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2024, and duly PASSED and ADOPTED this day of , 2024. PASSED by the City Council this day of , 2024. ATTEST: Alissa Kolodzinski, City Recorder ORDINANCE NO.3240 Page 2 of 3 Pane 197 of `i41 SIGNED and APPROVED this day of , 2024. Tonya Graham, Mayor Reviewed as to form: Douglas M. McGeary, Acting City Attorney ORDINANCE NO.3240 Page 3 of 3 Pane 198 of '141 I alks Planning Commission Minutes Note: Anyone wishing to speak at any Planning Commission meeting is encouraged to do so. If you wish to speak, please rise and, after you have been recognized by the Chair, giye your name and complete address for the record. You will then be allowed to speak. Please note the public testimony may be limited by the Chair. January 9, 2024 REGULAR MEETING DRAFT Minutes CALL TO ORDER: Chair Verner had a scheduled absence from this meeting. Vice -Chair Knauer called the meeting to order at 7:00 p.m. at the Civic Center Council Chambers,1175 E. Main Street. Commissioners Present: Doug Knauer Kerry KenCairn Eric Herron Russell Phillips Susan MacCracken Jain Gregory Perkinson Absent Members: Lisa Verner ANNOUNCEMENTS Staff Present: Brandon Goldman, Community Development Director Derek Severson, Planning Manager Aaron Anderson, Senior Planner Michael Sullivan, Executive Assistant Council Liaison: Paula Hyatt Community Development Director Brandon Goldman made the following announcement: • The City will hold its annual town hall meeting on January 24, 2024, 5:30-7:30 p.m. at the Rogue River Room on the SOU campus. The Mayor will give the State of the City address, and awards will be given to residents for their volunteer work over the past year. CONSENT AGENDA 1. Approval of Minutes a. December 12, 2023 Regular Meeting Commissioner MacCracken Jain suggested a non -substantive change to page five of the December 12, 2023 minutes. Commissioners KenCairn/Perkinson m/s to approve the consent agenda with correction suggested by Commissioner MacCracken Jain. Voice Vote: All AYES. Motion passed 6-0. Page 1 of 9 in compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email . plannina(aashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,_ ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Panes 19A of 341 rnalks Planning Commission Minutes IV. PUBLIC FORUM James Jarrard/Mr. Jarrard noted that the Pledge of Allegiance was not made at the onset of the meeting. Vice -Chair Knauer informed him that it is not common practice for it to be recited during Commission or Advisory Committee meetings. Mr. Jarrard directed the Commission's attention to public testimony that he had submitted into the record for the Commission's review of PA-T2-2023-00043,192 N. Mountain Avenue at the November 14, 2023 Regular Meeting. He stated that these letters contained an unintentional clerical error (see attachment #1). He apologized for this error, and expressed his appreciation for the Commission. He added that he will be implementing stronger quality control measures to ensure such errors are not repeated. Mr. Jarrard also submitted a written apology to Chair Verner and the City Recorder's office the record expressing his apologies, and requested that this apology be including in the Public Record. He also requested that the error be corrected in public documents from past meetings. V. UNFINISHED BUSINESS A. Approval of Findings for PA-T2-2023-00044, 822 Oak Street Ex Parte Contact Commissioner Herron disclosed a site visit. No ex parte contact or other site visits were declared. Deliberation and Decision Commissioner Phillips inquired if the dates on section 2.2 of the findings were correct. Mr. Anderson responded that those dates were in error and would be corrected in the final draft of the findings. Commissioners Perkinson/Phillips m/s to approve the findings as proposed with the correction noted by Commissioner Phillips. Roll Call Vote: All AYES. Motion passed 6-0. VI. TYPE II PUBLIC HEARING A. PLANNING ACTION: PA-T2-2023-00045 SUBJECT PROPERTY: 765 Cambridge Street APPLICANT/OWNER: Alan and Judith Harper DESCRIPTION: A request for Site Design Review, Outline, and Final Plan approval for a four -unit Cottage Housing Development and Performance Standards subdivision. The application also includes a request for exception to the street standards to not install sidewalk along Cambridge St. COMPREHENSIVE PLAN DESIGNATION: R-1-5; ZONING: Single Family Residential; ASSESSOR'S MAP: 39 lE 05 AD; TAX LOT: 101 Page 2 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to i ii, ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Pang 1'if) of '441 IL, Planning Commission Minutes Ex Parte Contact Commissioners KenCairn and MacCracken Jain stated that they have had social engagements with the applicant through the Rotary Club, but that this project was not discussed. Vice -Chair Knauer stated that he had conducted a site visit. No other ex parte contact or site visits were declared. Staff Presentation Mr. Anderson began by outlining the request from the applicant. He stated that the requested exception to street standards is likely not warranted and that staff recommended that this portion of the application be denied. Mr. Anderson noted that the applicant had provided findings formatted similarly to City findings, which can be found on pages 79-87 of the packet, which reference approval of the exception to street standards. Mr. Anderson explained that these findings were cited by staff in their own findings, found on pages 57-73 of the packet, but were amended by staff to recommend denying the exception to street standards. Mr. Anderson outlined how the application met density standards for cottage housing, stating that the City adopted standards that allow such housing in R-1-5 zones. He added that the City had approved four cottage housing developments since these changes took effect. Regarding street standards, Mr. Anderson stated that the requested exception to the requirement for a park row is likely warranted given the width and curb location of the subject right-of-way (ROW). He added that the development of cottages on this property would allow for the installation of sidewalks that otherwise might not be installed in the near future. Staff recommended partially approving the exception to street standards by granting relief from the requirement of a park row, but requiring a 5ft-wide curb -tight sidewalk. Mr. Anderson noted that the installation of such a sidewalk would likely impact the fence on the southern edge of the property, but that this requirement would still be appropriate based on the proposed development (see attachment #2). Questions of Staff Vice -Chair Knauer requested clarification regarding the impact on the fence if a sidewalk was required. Mr. Anderson responded that there is uncertainty where the property line falls, and that the fence might not need to be removed if it is more than 5ft from the property line. Commissioner MacCracken Jain noted that the application referred to a proposed sidewalk running through the site would serve as access to the properties, and asked why this was not deemed to be sufficient by staff. Mr. Anderson responded that the pedestrian connectivity into the development to the proposed dwellings is a requirement of site design review, separate from the public facilities. Therefore, they do not provide the same aspect of a multimodal transport network by having pedestrian connectivity to Nevada Street. Commissioner KenCairn commented that one of the City's long-term goals is to have sidewalks on all streets with park rows. Mr. Goldman added that the internal sidewalks serving the proposed dwellings would not be publicly accessible, but the street Page 3 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to I yJAM ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Pane 1.1 of 341 qrsksPlanning Commission Minutes sidewalks would be. Applicant Presentation Alan Harper stated that his team had been developing this proposal prior to the pandemic. He welcomed the recent Climate Friendly and Equitable Communities (CFEC) rules that removed the requirement for applicants to provide parking as part of this development, which could free up space that could be used for communal amenities. Mr. Harper commented that this project was problematic to budget for, as dwellings without attached parking spaces are new to Oregon and makes pricing the dwellings difficult. Mr. Harper stated that his team had discussed deferring the street standards, similar to a Low Impact Development (LID). He elaborated that the requested exception to street standards was warranted, but that his team would be willing to install sidewalks if the Commission required them. Questions of the Applicant Commissioner MacCracken Jain asked staff why an LID would not be considered adequate. Mr. Goldman responded that an LID could be pursued, and it would be incumbent upon the City to establish an LID, and that 50% of the property owners within that area would need to sign in favor of the LID before it could be initialized by the City. He stated that there are alternatives available, and that the Commission could consider them. Mr. Harper discussed signing an LID in lieu of completing sidewalks along the street frontage. Vice -Chair Knauer requested clarification over how the two cottages in the back of the development would be accessed. Mr. Harper responded that those properties would be reached by pedestrian access from Cambridge Street. Vice -Chair Knauer responded that he would then agree with staff's recommendation for sidewalks to be installed, otherwise residents would be required to walk on the street to access their homes. Vice -Chair Knauer asked if it was the applicant's intention to split the lots. Mr. Harper responded that the property would be split into five lots, with one lot being a common area. Vice -Chair Knauer closed the Public Hearing and Public Record at 7:37 p.m. Deliberation and Decision Commissioner Herron emphasized the need for pedestrian traffic and street parking to be more closely considered with the new CFEC rules. He cautioned that more dwellings without off-street parking would make sidewalks more necessary. Commissioner KenCairn agreed that sidewalks should be required. Commissioners Herron/KenCairn m/s to approve the application, excluding the park row Page 4 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email planning n ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,� ensure accessibility to the meeting (28 CFR 35.102-35,104 ADA Title 1). Panes 1.9 of'441 rnaks Planning Commission Minutes exception as recommended by staff and approve the draft findings provided by staff. Roll Call Vote: All AYES. Motion passed 6-0. B. SUBJECT PROPERTY: Public Right -of -Way adjacent to 391E16AA Tax Lot #9001 OWNER / APPLICANT: City of Ashland Public Works DESCRIPTION: The Planning Commission will consider a request to vacate a portion of Fern Street right-of-way North of Map 391E16AA Tax Lot #9001 near 1109 Fern Street and make a recommendation to the City Council. COMPREHENSIVE PLAN DESIGNATION: Single Family Residential; ZONING: R-1-7.5; MAP: 391E 16 AA; TAX LOT: 9001 Vice -Chair Knauer noted that the Commission would make a recommendation to the City Council, which would then make a final decision on this item. Ex Parte Contact No ex parte contact was declared. Commissioners KenCairn and MacCracken Jain related their familiarity with the site, and Vice -Chair Knauer disclosed a site visit. Staff Presentation Mr. Severson described the site of the ROW to be vacated, located between South Mountain Avenue and Elkader Street, and outlined the criteria under which ROW vacations are typically reviewed by staff. These criteria include street connectivity; maintaining bike and pedestrian access; and providing any necessary utility easements to serve the future development of the area. Mr. Severson noted that this ROW vacation was initiated by the Council. He then described how the slopes present in this ROW exceed the allowed grade for a City street, rendering it unlikely to be developed by the City for such use in the future. Mr. Severson related staff's opinion that a mid -block pedestrian easement would be beneficial for the future walkability of the neighborhood. Staff also recommended reserving a public utility easement to support future development in the area (see attachment #3). Staff recommended that the Commission recommend the Council approve the ROW vacation, with the requirement for easements for driveways, bike and pedestrian access, and utilities. Questions of Staff Vice -Chair Knauer asked what purpose this process serves in general, and how it serves the residents adjacent to the proposed vacation. Mr. Severson responded that liability is removed from the City if the vacation takes effect, and that the vacated area would be evenly distributed to neighboring homeowners, increasing the size of their properties and also resulting in additional taxable land. Mr. Goldman added that this process was initially begun at the request of a resident to the City Manager, though the City is the applicant. A property owner also paid for the land to be Page 5 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email ,=' planning@ashiand.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Pans 133 of 341 ��•, Planning Commission Minutes surveyed at this vacation. Commissioner KenCairn pointed out that the neighbors adjacent to the subject ROW would have more control over the area if it was vacated and could make improvements that might otherwise not be possible. Commissioner Phillips asked if the current 15ft access between the parcels would be connected to the proposed access easement. Mr. Severson responded that the proposed access easement would support the existing driveways. The Commission discussed who had historically paid for the surveys for ROW vacations. Vice -Chair Knauer asked who would pay for the survey if the applicant had not done so. Mr. Severson responded that the City had traditionally had a City surveyor to do these surveys, but no longer employed one. Therefore the homeowners would likely be asked to pay for a survey. Vice -Chair Knauer expressed concern that the City could be liable for any impairments to neighboring property values due to a survey that the City did not conduct itself. Mr. Severson remarked that this project would be subject to a formal hearing with the Council, where any concerns from adjacent property owners could be raised before the Council and City Attorney. Commissioner MacCracken Jain asked if there was intent by the City to build a walkway through the easement, and if the City would be liable for any injuries sustained until a walkway is installed. Mr. Severson related that there are no current plans for a walkway installation, and the City merely wants to obtain the easement for that future possibility. He commented that there is currently a case going before the Oregon Supreme Court regarding recreational immunity for use of trails, so the issue of liability is yet to be determined. Mr. Goldman stated that the City is revising its Transportation System Plan and looking at making connections throughout the City, so this could potentially be added to a short -long term installation plan. He added that there is currently no expectation of a pedestrian connection to be installed by the City. He elaborated that there is fencing and a retaining wall that has been installed adjacent to Mountain Street that would likely need to be removed in order to create access to the existing Fern Street ROW. Mr. Goldman further noted that the public easement would go across private property, which would differ from pedestrian traffic through a public ROW. Public Comments Art Baden/Mr. Baden declared that not all adjacent property owners requested this ROW vacation, and that this process was initiated by a property owner, Gil Livni, who applied for a subdivision to create what is now 619 and 621 Elkader Street and 1101 and 1107 Fern Street. Mr. Baden expressed concerns that homeowners could become liable for any injuries sustained if the City vacates the ROW, particularly those adjacent to the proposed access easement. He requested Page 6 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email . planningoashland or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,` ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Pa n w 1 U nf 341 qrsta Planning Commission Minutes that the access easement to South Mountain Avenue be excluded from the plan in order to remove any liability for adjacent homeowners. Gil Livni/Mr. Livni expressed support for the ROW vacation, but emphasized that this request came from the City Manager, not himself. He stated that he is not concerned about the access easement, and that he does not believe that people would use the connection to access South Mountain Avenue because the grade is too steep. Commissioner KenCairn remarked that the public easement would need to be removed if it was not going to be fully connected, as Mr. Baden suggested by requesting that the South Mountain Avenue section of the easement be excluded. Mr. Severson suggested that the Commission could recommend that the Council consider liability issues when reviewing the easement. Vice -Chair Knauer clarified that the City's position was that the pedestrian accessibility was necessary due to the length of the block. Mr. Severson agreed, but added that staff determined that this accessibility would likely not be imminently available, and so an easement would not be necessary until the accessibility was there. Commissioner KenCairn cautioned that the access could be blocked in the interim in the easement is not already in place. The Commission discussed the question of liability for public easements. KenCairn stated that the City is responsible for public easements. Commissioner MacCracken Jain asked if a private property owner could build a fence to block the public easement. Mr. Goldman responded that a public pedestrian easement would preclude a property owner from building an encroachment across that access. Commissioner Herron pointed out that the Commission was tasked with making a recommendation to Council so it can go to a public hearing, therefore those legal aspects can be worked out at such a meeting by the Council. Vice -Chair Knauer closed the Public Hearing and Public Record at 8:18 p.m. Decision Commissioners KenCairn/Perkinson m/s to recommend approval of the ROW vacation to Council as recommended by staff, and that the Council also review the question of liability with the City Attorney. Roll Call Vote: Commissioners Herron, Phillips, Perkinson, MacCracken Jain, KenCairn; AYE. Vice -Chair Knauer; NAY. Motion passed 5-1. C. SUBJECT PROPERTY: Public Right -of -Way adjacent to 39 lE 04AD Tax Lot #233 and #234 Page 7 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email ,= planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Pane 115 of 341 iat. Planning Commission Minutes OWNER / APPLICANT: City of Ashland Public Works Department DESCRIPTION: The Planning Commission will consider a request to vacate a portion of Mountain Meadows Drive right-of-way near Fair Oaks Avenue and make a recommendation to the City Council. COMPREHENSIVE PLAN DESIGNATION: Health Care Services District; ZONING: HC MAP: Adjacent to 39 lE 04AD and 39 lE 04AD; TAX LOT: 233 and 234 Vice -Chair Knauer noted that the map information appeared to be duplicated in the notice, and that one instance of the text "391E 04AD" could be removed. Ex Parte Contact Commissioners Herron, KenCairn, and Phillips conducted site visits. Commissioner KenCairn stated that she had been involved in the Mountain Hills Estate project, which is adjacent to this ROW and could be impacted by its vacation, and recused herself. No other ex parte contact was declared. Staff Presentation Mr. Severson described the location of the proposed ROW vacation as being between Mountain Meadows ROW and Golden Aspen. Mr. Severson stated that the area to be vacated consists of a driveway approach where a street had previously be planned, but the adjacent lot has now been fully developed. He noted that the vacation could have some effect on the platting of the adjacent Mountain Hill Estates development which was approved by the Commission in 2021. Mr. Severson reiterated that most ROW vacations are reviewed by staff using the following criteria: street connectivity; maintaining bike and pedestrian access; and providing any necessary utility easements to serve the future development of the area. As currently platted in the Mountain Hill Estates subdivision, there is a loft -wide public utility easement along Mountain Meadows Drive that is bisected by the subject ROW. Staff recommended retaining a public utility easement across the vacation, making it continuous along the street. Mr. Severson noted that the Mountain Hills Estate project had an approved sidewalk plan associated with it, and suggested that the sidewalk to the south be extended to make this a continuous sidewalk, except where the existing driveway access is located. Staff recommended that the Commission make a favorable recommendation to Council and request that sidewalks be provided and that continuous public utility easement be established. Questions of Staff Commissioner MacCracken Jain asked staff to clarify if the northern curb was listed as part of the public ROW, as mentioned in a letter from Farber Consulting contained within the meeting packet. Mr. Goldman related how the approved planning application for the Mountain Hills Estate identified the northern curb as being square. It was revealed during the building application process that this curb was rounded and part of the public ROW, therefore a vacation of it would be necessary for the Page 8 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email .' planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,� ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Panes 1,16 of �41 nFOAM Planning Commission Minutes development to continue. This vacation was subsequently requested by the applicant. Vice -Chair Knauer closed the Public Hearing and Public Record at 8:30 p.m. Decision Commissioners Perkinson/Phillips m/s to favorably support staff's recommendation and forward this to Council. Commissioner KenCairn recused herself. Roll Call Vote: All AYES. Motion passed 5- 0. V. OPEN DISCUSSION - None VI. ADJOURNMENT Meeting adjourned at 8:32 p.m. Submitted by, Michael Sullivan, Executive Assistant Page 9 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email nirrai planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Pane 1.17 of :441 RIGHT-OF-WAY VACATIONS Pane 138 of 341 ,ASFiLAND Memo DATE: January 9, 2024 TO: Planning Commissioners FROM: Derek Severson, Planning Manager RE: Right -of -Way Vacations for Fern Street and Mountain Meadows Drive As further discussed in the attached, at its December 5, 2023, regular meeting the City Council initiated vacation proceedings for sections of the Fern Street and Mountain Meadows Drive rights -of -way. Public Works/Engineering staff has performed initial assessments of both areas proposed for vacation as discussed in the attached Council Communications, and Planning staff has prepared the attached staff reports. For Planning staff, the key considerations with any vacation are looking at the potential impacts to street connectivity, including preserving public bicycle and pedestrian access where possible, as well as preserving any necessary utility easements to support the Comprehensive Plan's envisioned development of the area. As provided in AMC 4.18.030, the Planning Commission's role in the vacation process is to review and make recommendations to the Council. The Council will then decide the matter through a public hearing, and if approved, adopt the vacation by ordinance. If approved, a new survey and associated property deeds would need to be developed and recorded. REFERENCES & ATTACHMENTS Fern Street R-o-W Vacation: Public Notice, Staff Report, Council Communication & Associated Attachments Mountain Meadows Drive R-o-W Vacation: Public Notice, Staff Report, Council Communication & Associated Attachments COMMUNITY DEVELOPMENT DEPARTMENT 51 Winburn Way Tel: 541.488.5305 Ashland, Oregon 97520 Fax: 541.552.2050 ivyashland.or.us TTY: 800.7352900 Pane 14n of'141 RIGHT-OF-WAY VACATION Public Right -of -Way adjacent to 391E16AA Tax Lot #9001 Pana 149 of'141 0 588 591 668 593 � 602 600 595 595 604 605 605 605 I 612 610 609 619 ion1065I 625 LEASANT WY 1116 1120 1160 633 APPROXIMATE d AREA OF REQUESTED 000 1090 � M_<D RIGHT -OF MAY VACATION Tax k* owl 1109 1119 1155 1185 3 1107 619 �1 j 621 1101 623 Proposal Details Site Description/History The area of right-of-way proposed for vacation was dedicated to the city with a partition in 1984 for the creation of a through street where Fern Street dead - ended. The MLP creating this segment of Fern Street had a condition of approval that the applicant either sign in favor of future improvements or seek vacation of the right-of-way of Fern Street; and that any access off Fern Street would require Engineering approval due to the steep grade within right-of-way. Proposal Approval of the current request would vacate the rectangular area of right-of-way in the section of Fern Street, shown in red in the figure above, to the north of 1109 Fern Street. Key Issues Street Connectivity The current grade does not allow for an improved street. Existing homes off this segment are served by gravel drives from the right-of-way. With vacation, staff recommend that access easements be created to serve the adjacent homes. Key Issues (Cont'd) Pedestrian Connectivity The Comprehensive Plan (ACP 10.15.02.04) calls for pedestrian and bicycle access to be retained with vacations, and city street standards (AMC 18.4.6.040.E.9) call for block lengths of 300-400 feet with maximum block perimeters of 1,200-1,600 feet. With the proposed vacation, the block perimeter here would be 3,100 feet with block lengths exceeding 1,270 feet. Staff believe it would be valuable to the future walkability of the neighborhood to retain a mid -block pedestrian connection through the vacated area. Public Utility Easements Public Works has indicated that there are presently no public utilities in this unimproved section of Fern Street. Staff would recommend that a ten -foot wide public utility easement be retained within the vacated area to preserve the ability to extend midblock utilities given the block length and block perimeter resulting from the vacation. Staff Recommendation Staff recommends that the Planning Commission forward a favorable recommendation to the City Council and ask that public pedestrian access, driveway access and public utility easements be retained through this vacated section of Fern Street. PAnp.. 144 eh �41 Fern Street R-o-W Vacation Staff Report A request for the Planning Commission to review and make a recommendation on the vacation of a portion of the public right-of-way for Fern Street near 1 109 Fern Street. Applicant Submittal Panes 146 of 341 ••�• Council Business Meeting December 5, 2023 Agenda Item Right of Way Vacation — Fern Street From Scott Fleury PE Public Works Director Contact Scott.fleuryrcDashland.or.us Item Type Requested by Council ❑ Update ❑ Request for Direction N Presentation ❑ SUMMARY Before the Council is a request to initiate the vacation of a portion of the public right of way. The right of way in question is a portion of Fern Street between South Mountain Avenue and Elkader Street. This is a un-improved non maintained right of way that basically provides for driveway access to adjacent lots on Fern Street. T w Area to be vacated) 1 1 � R F E R N S T R E E TAf ♦, no+�.[rr rows u•35• Pv er N srolr • - Op' nI[ir CO." ►r0 n W 1 � S,IIp• AU a►NS w PARCEL. 2 1 � PARCET 3 � 7.035 so. 1`7 i I ; 1 't.2I2 sa 17. I 4Q �$ 010- --Iv sr_7o• w- n .V' I 11- Z /wfrmw tK !! POLICIES. PLANS & GOALS SUPPORTED City Council. 4. Evaluate real property and facility assets to strategically support city mission and goals. PREVIOUS COUNCIL ACTION No previous action on this item, but Council has taken numerous actions in the past regarding vacating public right of way. The last action occurred in in 2018 with the vacation of a portion of Terrace Street (Staff Report). BACKGROUND AND ADDITIONAL INFORMATION The City of Ashland was approached by an adjacent property owner on Fern Street about the City initiating the vacation of the unimproved and non -maintained section. City Management informed the Page 1 of 4 OFJAM Panty 148 of 141 ql Council Business Meeting resident the City could move forward with the process to vacate the right of way through initiation by the City Council as allowed by Oregon Revised Statute (ORS) 271.130, reference below. 271.130 Vacation on city governing body's own motion; appeal. (1) The city governing body may initiate vacation proceedings authorized by ORS 271,080 and make such vacation without a petition or consent of property owners. Notice shall be given as provided by ORS 271.110, but such vacation shall not be made before the date set for hearing, nor if the owners of a majority of the area affected, computed on the basis provided in ORS 271.080, object in writing thereto, nor shall any street area be vacated without the consent of the owners of the abutting property if the vacation will substantially affect the market value of such property, unless the city governing body provides for paying damages. Provision for paying such damages may be made by a local assessment, or in such other manner as the city charter may provide. (2) Two or more streets, alleys, avenues and boulevards, or parts thereof, may be joined in one proceeding, provided they intersect or are adjacent and parallel to each other. (3) No ordinance for the vacation of all or part of a plat shall be passed by the governing body until the city recording officer has filed in the office of the city recording officer or indorsed on the petition for such vacation a certificate showing that all city liens and all taxes have been paid on the lands covered by the plat or portion thereof to be vacated. (4) Any property owner affected by the order of vacation or the order awarding damages or benefits in such vacation proceedings may appeal to the circuit court of the county where such city is situated in the manner provided by the city charter. If the charter does not provide for such appeal, the appeal shall be taken within the time and in substantially the manner provided for taking an appeal from justice court in civil cases. [Amended by 1995 c.658 §101] Staff informed the property owner of requirements for vacating city right of way which include public hearings at the Planning Commission and City Council along with development of the appropriate legal descriptions and easement overlays for access management to the adjoining properties. The specific requirements for right of way vacations are detailed in Ashland Municipal Code (AMC) Chapter 4.18 and Oregon Revised Statute (ORS) 271.080 thru 271.230. Public Works performed an initial assessment to determine if a right of way vacation would be in the public interest. The current grade does not allow for an appropriate street connection between Elkader Street and Mountain Avenue and there are no public utilities in the unimproved section of Fern Street. Generally, the request upon review by the Planning Commission in development of the recommendation to vacate for the City Council is to provide for a pedestrian access easement that would connect Elkader Street to Mountain Avenue across the right of way to be vacated. This easement would be 10' in width and align with the centerline of the road currently. Page 2 of 4 Panes 14P of .U1 FIMIAS Council Business Meeting Right of Way Vacation Requirements: In order to appropriately process a right of way vacation certain state and local codes must be addressed. The Oregon Revised Statues (ORS) and City of Ashland Municipal Code detail the requirements to vacate City property: 4.18.010 Purpose The purpose of this Chapter is to establish the procedure for processing requests for the vacation of public rights -of -way and places, and to require petitioners for vacation to deposit with the City Recorder a fee sufficient to cover the cost of publication, posting and other anticipated expenses as authorized by ORS 271,080. et seq. 4.18.020 Application Any person interested in filing a petition for the vacation of all or part of any street, alley, or other public place, shall submit such petition in the form prescribed by the City Engineer pursuant to ORS 271,080and upon filing of the petition shall deposit with the City Recorder a filing fee established by resolution of the City Council. (Ord. 2654,1991; Ord. 2742,1994) ➢ This is not required if the Council initiates the vacation process as allowed by ORS. 4.18.030 Review by Planning Commission Upon receipt of the petition, the same shall be referred to the City Engineer for a determination of whether it contains the requested number of sworn signatures. The City Engineer shall return any petition not meeting the requirements of ORS 271.080, together with the filing fee to the petitioner. If the City Engineer determines that the petition is sufficient, it shall be referred to the City Planning Commission for its review and recommendation to the City Council. The Planning Commission shall submit its report to the City Council within sixty (60) days of receipt. Upon receipt of the report by the Commission, or if no report is received from the Commission upon the expiration of sixty (60) days, the City Manager shall set the matter for public hearing as set forth in ORS 271.100et seq. ➢ This meeting will need to be scheduled in the future to allow for the Planning Commission to make a recommendation to the City Council regarding the vacation. 4.18.040 Public Hearings Public hearings shall be held as set forth in ORS 271,120at which time the petitioner and all affected parties shall be afforded an opportunity to present their views either orally or in writing. The report of the Planning Commission, if any, shall be made a part of the record. This will be done if Council initiates the vacation process as a formal ordinance and maps of survey will 4.18.050 Action By Council The City Council, after due consideration of testimony by affected parties, and the report of the Planning Commission may approve, reject, or modify the area proposed for vacation which in its sole judgment is deemed in the public interest. (Ord. 2164 §1,1982) Page 3 of 4 0 A Ir Pans i sn of .m i nrCouncil Business Meeting If approved by Council, the property owner will be required to finalize the map of survey showing the public utility easement if needed; have new property deeds created that describe new property boundary for the tax lot and have all documents recorded at the County. The City Recorder will have the ordinance approving the Right of Way Vacation recorder at the County. If not approved by Council, there is no further action by staff or property owner and the right of way will remain in place. FISCAL IMPACTS The only resource requirements were/are associated with staff time to bring the vacation forward through the Planning Commission and City Council. The owners will be responsible for the development of new property deeds and recording the applicable documents with the County. If the property is vacated, it will become private and assessable for property taxes as part of the individual tax lots the right of way is vacated to. STAFF RECOMMENDATION Staff recommends approval of the right of way vacation ordinance. ACTIONS. OPTIONS & POTENTIAL MOTIONS I move to begin the process to vacate a portion of the public right of way on Fern Street as allowed by ORS 271.130 and then follow Ashland Municipal Code 14.18. I move to take no action on the matter. REFERENCES & ATTACHMENTS Attachment #l: Partition Plat P-29-2018 Page 4 of 4 Panty 151 of 341 22648 <►PP ALS: CC,��J/��KK AND veD 7TRS5LDNYOP��/Z ,aR/1 _ Vie. 05.2oJ6 ASNLA DPANNINODEPARTNLNT U472 NNINO PLA/JD vw IBU16.Otf91 ! lAPJ017Q2IP Lttw.w'x,FDAN`nwxRovwrNrs3'�DAraPllelsb.s .xTr LnYsuRYFrtIf( DECLARATION.. KI OY'ALL PIJMAOW3 RYTHLSE PRESENTS. TIUT CUL L"MAND KA7TBEENLIVN7, TRVSTV...'S OF THELIVNIFAWLY TRUST, ARE THE OWNERS OFTHC LANDS 111WEO(V DF CW1aM, AVD ILA VE PARTIIMNFD THR LAND AS SfON'N I/MTF.D.V, AND THAT THC SRNOF TILL PARCELS AND THE LENOTH5 Of ALL L1Nr4 ARE PLAINLYSEr FOR711 AND THAT 77US PLAT ISAfXR1RECT RPPRLSENTATON OF TNL• LAND PARTITION WT IC� tMYCFEATPA I1.M TOOT WHX: PRl VATS ACCCSSSAND U7ZLIIV .SE..NENT, EAOVER ANDACT(OSSPARCBLSANDPARCTI JPON THE RFNTIPT DPALL FO(1R PARCELSLAND7.O HOOT *UW PR/ VATFAC. 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OREGON 07620 (547) 482-5009 DATE: AUGUST 24, 2078 PROJECT NO. 1032-16 F.SURVEYSl10WIFJULLPAR7ITRMMATDWG AHEE7IM] J 22648 ��•, Council Business Meeting Date: June 4, 2024 Agenda Item First Reading - ORD 3241 An Ordinance for Right of Way Vacation of a Portion of Meadows Drive From Scott Fleury, Director Contact scott.fleury@ashland.or.us SUMMARY Before the Council is a request to approve and ordinance for the vacation of a portion of the public right of way. The right of way in question is a portion of Meadows Drive near Fair Oaks Drive. The section of right of way was dedicated as a potential future street connection as part of the Mountain Meadows Development. This street connection is no longer necessary and does not serve a purpose that benefits the City's transportation network. KOLA? %#(AWNS UWV1SIM "X I tVSJ4%71 / N W►AN #(AWVS WUSIX COAW WVIS. STAGES 1 (MIS310) \ N+ �1� l 010 #O AORit Rli ono Area to be vacated _ i AA"fD I tAKE, 3PEA PFtP-14-199 vS/aQiB� M4K if! Ilti� POLICIES, PLANS & GOALS SUPPORTED City Council: 4. Evaluate real property and facility assets to strategically support city mission and goals. BACKGROUND AND ADDITIONAL INFORMATION PREVIOUS COUNCIL ACTION The Council previously approved initiating the vacation process for this section of Meadows Drive at the December 5, 2023 Business Meeting (Staff Report). BACKGROUND AND ADDITIONAL INFORMATION The City of Ashland was contacted by the property owner and representative surveyor regarding the initiation of the vacation process for the right of way and dedicated street plug as allowed by Oregon Revised Statute. The owner has had the appropriate survey documents and legal description prepared to facilitate the right of way vacation and they can be referenced as attachment #1. Paae 1 of 3 Panes 1.98 of A41 r r Council Business Meeting 271.130 Vacation on city governing body's own motion; appeal. (1) The city governing body may initiate vacation proceedings authorized by ORS 271.080 and make such vacation without a petition or consent of property owners. Notice shall be given as provided by ORS 271.110, but such vacation shall not be made before the date set for hearing, nor if the owners of a majority of the area affected, computed on the basis provided in ORS 271.080, object in writing thereto, nor shall any street area be vacated without the consent of the owners of the abutting property if the vacation will substantially affect the market value of such property, unless the city governing body provides for paying damages. Provision for paying such damages may be made by a local assessment, or in such other manner as the city charter may provide. (2) Two or more streets, alleys, avenues and boulevards, or parts thereof, may be joined in one proceeding, provided they intersect or are adjacent and parallel to each other. (3) No ordinance for the vacation of all or part of a plat shall be passed by the governing body until the city recording officer has filed in the office of the city recording officer or indorsed on the petition for such vacation a certificate showing that all city liens and all taxes have been paid on the lands covered by the plat or portion thereof to be vacated. (4) Any property owner affected by the order of vacation or the order awarding damages or benefits in such vacation proceedings may appeal to the circuit court of the county where such city is situated in the manner provided by the city charter. If the charter does not provide for such appeal, the appeal shall be taken within the time and in substantially the manner provided for taking an appeal from justice court in civil cases. Public Works performed an initial assessment to determine if a right of way vacation would be in the public interest. There are no public utilities using that section of right of way. All utilities are provided for on Mountain Meadows Avenue. The right of way does not provide a significant public benefit with respect to a future street corridor connection as development has occurred in the adjacent area restricting future street connections. Right of Way Vacation Requirements: In order to appropriately process a right of way vacation certain state and local codes must be addressed. The Oregon Revised Statues (ORS) and City of Ashland Municipal Code detail the requirements to vacate City property: 4.18.010 Purpose The purpose of this Chapter is to establish the procedure for processing requests for the vacation of public rights - of -way and places, and to require petitioners for vacation to deposit with the City Recorder a fee sufficient to cover the cost of publication, posting and other anticipated expenses as authorized by ORS 271.080, et seq. 4.18.020 Application Any person interested in filing a petition for the vacation of all or part of any street, alley, or other public place, shall submit such petition in the form prescribed by the City Engineer pursuant to ORS 271.080, and upon filing of the petition shall deposit with the City Recorder a filing fee established by resolution of the City Council. (Ord. 2654, 1991; Ord. 2742, 1994) • This is not required if the Council initiates the vacation process as allowed by ORS. 4.18.030 Review by Planning Commission Upon receipt of the petition, the same shall be referred to the City Engineer for a determination of whether it contains the requested number of sworn signatures. The City Engineer shall return any petition not meeting the requirements of ORS 271.080, together with the filing fee to the petitioner. If the City Engineer determines that the petition is sufficient, it shall be referred to the City Planning Commission for its review and recommendation to the City Council. The Planning Commission shall submit its report to the City Council within sixty (60) days of receipt. Upon receipt of the report by the Commission, or if no report is received from the Commission upon the expiration of sixty (60) days, the City Administrator shall set the matter for public hearing as set forth in ORS 271.100. et seq. Pace ' of PnnP. 1 S7 of 'i41 qFMASCouncil Business Meeting • The Planning Commission recommended vacating the right of way at their public hearing held on January 9, 2024. 4.18.040 Public Hearings Public hearings shall be held as set forth in ORS 271.120, at which time the petitioner and all affected parties shall be afforded an opportunity to present their views either orally or in writing. The report of the Planning Commission, if any, shall be made a part of the record. • This is the action required of Council for the June 4, 2024 Business Meeting. • Since the approval process requires approval of an ordinance there is a required first and second reading in order to become legally binding. 4.18.050 Action By Council The City Council, after due consideration of testimony by affected parties, and the report of the Planning Commission may approve, reject, or modify the area proposed for vacation which in its sole judgment is deemed in the public interest. (Ord. 2164 §1, 1982) FISCAL IMPACTS The only resource requirements were/are associated with staff time to bring the vacation forward through the Planning Commission and City Council. The owners will be responsible for the development of new property deeds and recording the applicable documents with the County. If the property is vacated, it will become private and assessable for property taxes as part of the individual tax lot. SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS STAFF RECOMMENDATION Staff recommends Council initiate the right of way vacation for said portion of right of way. ACTIONS, OPTIONS & POTENTIAL MOTIONS I move to approve Ordinance Number 3241, an Ordinance relating to the vacation of a portion of Meadows Drive. I move to take no action on the matter. REFERENCES & ATTACHMENTS 1. 06 04 24 Righ of Way Vacation - Mountain Meadows.Ordl 2. 06 04 24 Right of Way Vacation - Mountain Meadows.Atch2 3. 06 04 24 Right of Way Vacation - Mountain Meadows.Atch3 Pace 3 of 3 �r Pane. 1. R of 341 ORDINANCE NO.3241 AN ORDINANCE RELATING TO THE VACATION OF A PORTION OF MEADOWS DRIVE Annotated to show deletions and additions to the Ashland Municipal Code sections being modified. Deletions are bold lined through, and additions are bold underlined. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: WHEREAS, The City of Ashland City Council initiated the vacation process as allowed by Oregon Revised Statutes (ORS) 271.130; and WHEREAS, the Planning Commission of the City of Ashland has recommended that said portion of the roadway be vacated; and WHEREAS, due notice of said petition for vacation has been given on May 21, 2024 in the manner and form required by law, and a hearing has been held thereon; and it appearing to the City Council of the City of Ashland that the public convenience and welfare will be served thereby and that this vacation is in the public interest. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. That the certain section of Meadows Drive located in the City of Asliland described as follows: A tract of land within the right of way of Meadows Drive, as created on the plat of Mountain Meadows Subdivision, Phase 2 recorded in Volume 21, Page 22 of the Plat Records of Jackson County, Oregon, located in the Northeast Quarter of Section 4, Township 39 South, Range 1 East of the Willamette Meridian, in the City of Ashland, said County and State, more particularly described as follows: Commencing at a brass disk monumenting the center line intersection of Meadows Drive and Skylark Place, located in the Northeast Quarter of Section 4, Township 39 South, Range 1 East of the Willamette Meridian, in the City of Ashland, Jackson County, Oregon; thence South 21 ° 12' 12" West, along the centerline of Meadows Drive, a distance of 146.40 feet; thence South 68°47'48" East, leaving said centerline, a distance of20.50 feet, to the southeasterly right of way line of said road and the POINT OF BEGINNING; thence along said right of way through the following courses, along the arc of a curve to the left having a radius of 20.00 feet, a central angle of 92119'58", a length of 32.23 feet and a long chord bearing and distance of South 24157"47" East, 28.85 feet; thence South 23128'20" West, a distance of 41.13 feet; thence along the arc of a curve to the left having a radius of20.00 feet, a central angle of 87140'02", a length of 30.60 feet and a long chord bearing and distance of South 65102' 13" West, 27.07 feet; thence, leaving said right of way, North ORDINANCE NO.3241 Page 1 of 3 Pane. 1.5A of '341 21 ° 12' 12" East, a distance of 81.06 feet, to the POINT OF BEGINNING. LESS AND EXCEPTING: The I'street plug deeded to the City of Ashland per Mountain Meadows Subdivision, Phase2 recorded in Volume 21, Page 22 of the Plat records of Jackson County, Oregon. SECTION 2. The City Recorder is hereby directed to deliver a certified copy of this Ordinance No. 3241 to the County Clerk, County Assessor, and County Surveyor of Jackson County, Oregon. SECTION 3. Codification. In preparing this ordinance for publication and distribution, the City Recorder shall not alter the sense, meaning, effect, or substance of the ordinance, but within such limitations, may: (a) Renumber sections and parts of sections of the ordinance; (b) Rearrange sections; (c) Change reference numbers to agree with renumbered chapters, sections or other parts; (d) Delete references to repealed sections; (e) Substitute the proper subsection, section, or chapter numbers; (f) Change capitalization and spelling for the purpose of uniformity; (g) Add headings for purposes of grouping like sections together for ease of reference; and (h) Correct manifest clerical, grammatical, or typographical errors. SECTION 4. Severability. Each section of this ordinance, and any part thereof, is severable, and if any part of this ordinance is held invalid by a court of competent jurisdiction, the remainder of this ordinance shall remain in full force and effect. The foregoing ordinance was first ready by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2024, and duly PASSED and ADOPTED this day of PASSED by the City Council this ATTEST: 2024. day of , 2024. Alissa Kolodzinski, City Recorder ORDINANCE NO.3241 Page 2 of 3 Panes 160 of �41 SIGNED and APPROVED this day of , 2024. Tonya Graham, Mayor Reviewed as to form: Douglas M. McGeary, Acting City Attorney ORDINANCE NO.3241 Page 3 of 3 Panes 161 of 141 �' i.� Planning Commission Minutes Note: Anyone wishing to speak at any Planning Commission meeting is encouraged to do so. If you wish to speak, please rise and, after you have been recognized by the Chair, give your namQ and complete address for the record. You will then be allowed to speak. Please note the public testimony may be limited by the Chair. January 9, 2024 REGULAR MEETING DRAFT Minutes CALL TO ORDER: Chair Verner had a scheduled absence from this meeting. Vice -Chair Knauer called the meeting to order at 7:00 p.m. at the Civic Center Council Chambers,1175 E. Main Street. Commissioners Present: Doug Knauer Kerry KenCairn Eric Herron Russell Phillips Susan MacCracken Jain Gregory Perkinson Absent Members: Lisa Verner ANNOUNCEMENTS Staff Present: Brandon Goldman, Community Development Director Derek Severson, Planning Manager Aaron Anderson, Senior Planner Michael Sullivan, Executive Assistant Council Liaison: Paula Hyatt Community Development Director Brandon Goldman made the following announcement: The City will hold its annual town hall meeting on January 24, 2024, 5:30-7:30 p.m. at the Rogue River Room on the SOU campus. The Mayor will give the State of the City address, and awards will be given to residents for their volunteer work over the past year. CONSENT AGENDA 1. Approval of Minutes a. December 12, 2023 Regular Meeting Commissioner MacCracken Jain suggested a non -substantive change to page five of the December 12, 2023 minutes. Commissioners KenCairn/Perkinson m/s to approve the consent agenda with correction suggested by Commissioner MacCracken Jain. Voice Vote: All AYES. Motion passed 6-0. Page 1 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email . planningeashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,_ ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Panes 169 of 341 �•: Planning Commission Minutes IV. PUBLIC FORUM James Jarrard/Mr. Jarrard noted that the Pledge of Allegiance was not made at the onset of the meeting. Vice -Chair Knauer informed him that it is not common practice for it to be recited during Commission or Advisory Committee meetings. Mr. Jarrard directed the Commission's attention to public testimony that he had submitted into the record for the Commission's review of PA-T2-2023-00043,192 N. Mountain Avenue at the November 14, 2023 Regular Meeting. He stated that these letters contained an unintentional clerical error (see attachment #1). He apologized for this error, and expressed his appreciation for the Commission. He added that he will be implementing stronger quality control measures to ensure such errors are not repeated. Mr. Jarrard also submitted a written apology to Chair Verner and the City Recorder's office the record expressing his apologies, and requested that this apology be including in the Public Record. He also requested that the error be corrected in public documents from past meetings. V. UNFINISHED BUSINESS A. Approval of Findings for PA-T2-2023-00044, 822 Oak Street Ex Porte Contact Commissioner Herron disclosed a site visit. No ex Porte contact or other site visits were declared. Deliberation and Decision Commissioner Phillips inquired if the dates on section 2.2 of the findings were correct. Mr. Anderson responded that those dates were in error and would be corrected in the final draft of the findings. Commissioners Perkinson/Phillips m/s to approve the findings as proposed with the correction noted by Commissioner Phillips. Roll Call Vote: All AYES. Motion passed 6-0. VI. TYPE 11 PUBLIC HEARING A. PLANNING ACTION: PA-T2-2023-00045 SUBJECT PROPERTY: 765 Cambridge Street APPLICANT/OWNER: Alan and Judith Harper DESCRIPTION: A request for Site Design Review, Outline, and Final Plan approval for a four -unit Cottage Housing Development and Performance Standards subdivision. The application also includes a request for exception to the street standards to not install sidewalk along Cambridge St. COMPREHENSIVE PLAN DESIGNATION: R-1-5; ZONING: Single Family Residential; ASSESSOR'S MAP: 391E 05 AD; TAX LOT:101 Page 2 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email .' planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,_ ensure accessibility to the meeting (28 CIFR 35.102-35.104 ADA Title 1). PAAp. 163 of 341 �' :•� Planning Commission Minutes Ex Parte Contact Commissioners KenCairn and MacCracken Jain stated that they have had social engagements with the applicant through the Rotary Club, but that this project was not discussed. Vice -Chair Knauer stated that he had conducted a site visit. No other ex parte contact or site visits were declared. Staff Presentation Mr. Anderson began by outlining the request from the applicant. He stated that the requested exception to street standards is likely not warranted and that staff recommended that this portion of the application be denied. Mr. Anderson noted that the applicant had provided findings formatted similarly to City findings, which can be found on pages 79-87 of the packet, which reference approval of the exception to street standards. Mr. Anderson explained that these findings were cited by staff in their own findings, found on pages 57-73 of the packet, but were amended by staff to recommend denying the exception to street standards. Mr. Anderson outlined how the application met density standards for cottage housing, stating that the City adopted standards that allow such housing in R-1-5 zones. He added that the City had approved four cottage housing developments since these changes took effect. Regarding street standards, Mr. Anderson stated that the requested exception to the requirement for a park row is likely warranted given the width and curb location of the subject right-of-way (ROW). He added that the development of cottages on this property would allow for the installation of sidewalks that otherwise might not be installed in the near future. Staff recommended partially approving the exception to street standards by granting relief from the requirement of a park row, but requiring a 5ft-wide curb -tight sidewalk. Mr. Anderson noted that the installation of such a sidewalk would likely impact the fence on the southern edge of the property, but that this requirement would still be appropriate based on the proposed development (see attachment #2). Questions of Staff Vice -Chair Knauer requested clarification regarding the impact on the fence if a sidewalk was required. Mr. Anderson responded that there is uncertainty where the property line falls, and that the fence might not need to be removed if it is more than 5ft from the property line. Commissioner MacCracken Jain noted that the application referred to a proposed sidewalk running through the site would serve as access to the properties, and asked why this was not deemed to be sufficient by staff. Mr. Anderson responded that the pedestrian connectivity into the development to the proposed dwellings is a requirement of site design review, separate from the public facilities. Therefore, they do not provide the same aspect of a multimodal transport network by having pedestrian connectivity to Nevada Street. Commissioner KenCairn commented that one of the City's long-term goals is to have sidewalks on all streets with park rows. Mr. Goldman added that the internal sidewalks serving the proposed dwellings would not be publicly accessible, but the street Page 3 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email planning(a)ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,_ ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Pane 1 M of .41 rnats Planning Commission Minutes sidewalks would be. Applicant Presentation Alan Harper stated that his team had been developing this proposal prior to the pandemic. He welcomed the recent Climate Friendly and Equitable Communities (CFEC) rules that removed the requirement for applicants to provide parking as part of this development, which could free up space that could be used for communal amenities. Mr. Harper commented that this project was problematic to budget for, as dwellings without attached parking spaces are new to Oregon and makes pricing the dwellings difficult. Mr. Harper stated that his team had discussed deferring the street standards, similar to a Low Impact Development (LID). He elaborated that the requested exception to street standards was warranted, but that his team would be willing to install sidewalks if the Commission required them. Questions of the Applicant Commissioner MacCracken Jain asked staff why an LID would not be considered adequate. Mr. Goldman responded that an LID could be pursued, and it would be incumbent upon the City to establish an LID, and that 50% of the property owners within that area would need to sign in favor of the LID before it could be initialized by the City. He stated that there are alternatives available, and that the Commission could consider them. Mr. Harper discussed signing an LID in lieu of completing sidewalks along the street frontage. Vice -Chair Knauer requested clarification over how the two cottages in the back of the development would be accessed. Mr. Harper responded that those properties would be reached by pedestrian access from Cambridge Street. Vice -Chair Knauer responded that he would then agree with staff's recommendation for sidewalks to be installed, otherwise residents would be required to walk on the street to access their homes. Vice -Chair Knauer asked if it was the applicant's intention to split the lots. Mr. Harper responded that the property would be split into five lots, with one lot being a common area. Vice -Chair Knauer closed the Public Hearing and Public Record at 7:37 p.m. Deliberation and Decision Commissioner Herron emphasized the need for pedestrian traffic and street parking to be more closely considered with the new CFEC rules. He cautioned that more dwellings without off-street parking would make sidewalks more necessary. Commissioner KenCairn agreed that sidewalks should be required. Commissioners Herron/KenCairn m/s to approve the application, excluding the park row Page 4 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email . planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,_ ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Panes 1 IRS of *141 ire Planning Commission Minutes exception as recommended by staff and approve the draft findings provided by staff. Roll Call Vote: All AYES. Motion passed 6-0. B. SUBJECT PROPERTY: Public Right -of -Way adjacent to 391E16AA Tax Lot #9001 OWNER / APPLICANT: City of Ashland Public Works DESCRIPTION: The Planning Commission will consider a request to vacate a portion of Fern Street right-of-way North of Map 391E16AA Tax Lot #9001 near 1109 Fern Street and make a recommendation to the City Council. COMPREHENSIVE PLAN DESIGNATION: Single Family Residential; ZONING: R-1-7.5; MAP: 391E 16 AA; TAX LOT: 9001 Vice -Chair Knauer noted that the Commission would make a recommendation to the City Council, which would then make a final decision on this item. Ex Parte Contact No ex parte contact was declared. Commissioners KenCairn and MacCracken Jain related their familiarity with the site, and Vice -Chair Knauer disclosed a site visit. Staff Presentation Mr. Severson described the site of the ROW to be vacated, located between South Mountain Avenue and Elkader Street, and outlined the criteria under which ROW vacations are typically reviewed by staff. These criteria include street connectivity; maintaining bike and pedestrian access; and providing any necessary utility easements to serve the future development of the area. Mr. Severson noted that this ROW vacation was initiated by the Council. He then described how the slopes present in this ROW exceed the allowed grade for a City street, rendering it unlikely to be developed by the City for such use in the future. Mr. Severson related staff's opinion that a mid -block pedestrian easement would be beneficial for the future walkability of the neighborhood. Staff also recommended reserving a public utility easement to support future development in the area (see attachment #3). Staff recommended that the Commission recommend the Council approve the ROW vacation, with the requirement for easements for driveways, bike and pedestrian access, and utilities. Questions of Staff Vice -Chair Knauer asked what purpose this process serves in general, and how it serves the residents adjacent to the proposed vacation. Mr. Severson responded that liability is removed from the City if the vacation takes effect, and that the vacated area would be evenly distributed to neighboring homeowners, increasing the size of their properties and also resulting in additional taxable land. Mr. Goldman added that this process was initially begun at the request of a resident to the City Manager, though the City is the applicant. A property owner also paid for the land to be Page 5 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email planning@ashiand.or us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,mi ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Pane 166 of'141 �•�• Planning Commission Minutes surveyed at this vacation. Commissioner KenCairn pointed out that the neighbors adjacent to the subject ROW would have more control over the area if it was vacated and could make improvements that might otherwise not be possible. Commissioner Phillips asked if the current 15ft access between the parcels would be connected to the proposed access easement. Mr. Severson responded that the proposed access easement would support the existing driveways. The Commission discussed who had historically paid for the surveys for ROW vacations. Vice -Chair Knauer asked who would pay for the survey if the applicant had not done so. Mr. Severson responded that the City had traditionally had a City surveyor to do these surveys, but no longer employed one. Therefore the homeowners would likely be asked to pay for a survey. Vice -Chair Knauer expressed concern that the City could be liable for any impairments to neighboring property values due to a survey that the City did not conduct itself. Mr. Severson remarked that this project would be subject to a formal hearing with the Council, where any concerns from adjacent property owners could be raised before the Council and City Attorney. Commissioner MacCracken Jain asked if there was intent by the City to build a walkway through the easement, and if the City would be liable for any injuries sustained until a walkway is installed. Mr. Severson related that there are no current plans for a walkway installation, and the City merely wants to obtain the easement for that future possibility. He commented that there is currently a case going before the Oregon Supreme Court regarding recreational immunity for use of trails, so the issue of liability is yet to be determined. Mr. Goldman stated that the City is revising its Transportation System Plan and looking at making connections throughout the City, so this could potentially be added to a short -long term installation plan. He added that there is currently no expectation of a pedestrian connection to be installed by the City. He elaborated that there is fencing and a retaining wall that has been installed adjacent to Mountain Street that would likely need to be removed in order to create access to the existing Fern Street ROW. Mr. Goldman further noted that the public easement would go across private property, which would differ from pedestrian traffic through a public ROW. Public Comments Art Baden/Mr. Baden declared that not all adjacent property owners requested this ROW vacation, and that this process was initiated by a property owner, Gil livni, who applied for a subdivision to create what is now 619 and 621 Elkader Street and 1101 and 1107 Fern Street. Mr. Baden expressed concerns that homeowners could become liable for any injuries sustained if the City vacates the ROW, particularly those adjacent to the proposed access easement. He requested Page 6 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email norJAM planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CrR 35.102-35.104 ADA Title 1). Pane 167 of *141 Ire Planning Commission Minutes that the access easement to South Mountain Avenue be excluded from the plan in order to remove any liability for adjacent homeowners. Gil Livni/Mr. Livni expressed support for the ROW vacation, but emphasized that this request came from the City Manager, not himself. He stated that he is not concerned about the access easement, and that he does not believe that people would use the connection to access South Mountain Avenue because the grade is too steep. Commissioner KenCairn remarked that the public easement would need to be removed if it was not going to be fully connected, as Mr. Baden suggested by requesting that the South Mountain Avenue section of the easement be excluded. Mr. Severson suggested that the Commission could recommend that the Council consider liability issues when reviewing the easement. Vice -Chair Knauer clarified that the City's position was that the pedestrian accessibility was necessary due to the length of the block. Mr. Severson agreed, but added that staff determined that this accessibility would likely not be imminently available, and so an easement would not be necessary until the accessibility was there. Commissioner KenCairn cautioned that the access could be blocked in the interim in the easement is not already in place. The Commission discussed the question of liability for public easements. KenCairn stated that the City is responsible for public easements. Commissioner MacCracken Jain asked if a private property owner could build a fence to block the public easement. Mr. Goldman responded that a public pedestrian easement would preclude a property owner from building an encroachment across that access. Commissioner Herron pointed out that the Commission was tasked with making a recommendation to Council so it can go to a public hearing, therefore those legal aspects can be worked out at such a meeting by the Council. Vice -Chair Knauer closed the Public Hearing and Public Record at 8:18 p.m. Decision Commissioners KenCairn/Perkinson m/s to recommend approval of the ROW vacation to Council as recommended by staff, and that the Council also review the question of liability with the City Attorney. Roll Call Vote: Commissioners Herron, Phillips, Perkinson, MacCracken Jain, KenCairn; AYE. Vice -Chair Knauer; NAY. Motion passed 5-1. C. SUBJECT PROPERTY: Public Right -of -Way adjacent to 391E 04AD Tax Lot #233 and #234 Page 7 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email planningrcpashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,_ ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Panes 1 RR of 141 rt• Planning Commission Minutes OWNER / APPLICANT: City of Ashland Public Works Department DESCRIPTION: The Planning Commission will consider a request to vacate a portion of Mountain Meadows Drive right-of-way near Fair Oaks Avenue and make a recommendation to the City Council. COMPREHENSIVE PLAN DESIGNATION: Health Care Services District; ZONING: HC MAP: Adjacent to 391E 04AD and 39 1E 04AD; TAX LOT: 233 and 234 Vice -Chair Knauer noted that the map information appeared to be duplicated in the notice, and that one instance of the text "391E 04AD" could be removed. Ex Parte Contact Commissioners Herron, KenCairn, and Phillips conducted site visits. Commissioner KenCairn stated that she had been involved in the Mountain Hills Estate project, which is adjacent to this ROW and could be impacted by its vacation, and recused herself. No other ex parte contact was declared. Staff Presentation Mr. Severson described the location of the proposed ROW vacation as being between Mountain Meadows ROW and Golden Aspen. Mr. Severson stated that the area to be vacated consists of a driveway approach where a street had previously be planned, but the adjacent lot has now been fully developed. He noted that the vacation could have some effect on the platting of the adjacent Mountain Hill Estates development which was approved by the Commission in 2021. Mr. Severson reiterated that most ROW vacations are reviewed by staff using the following criteria: street connectivity; maintaining bike and pedestrian access; and providing any necessary utility easements to serve the future development of the area. As currently platted in the Mountain Hill Estates subdivision, there is a 10ft-wide public utility easement along Mountain Meadows Drive that is bisected by the subject ROW. Staff recommended retaining a public utility easement across the vacation, making it continuous along the street. Mr. Severson noted that the Mountain Hills Estate project had an approved sidewalk plan associated with it, and suggested that the sidewalk to the south be extended to make this a continuous sidewalk, except where the existing driveway access is located. Staff recommended that the Commission make a favorable recommendation to Council and request that sidewalks be provided and that continuous public utility easement be established. Questions of Staff Commissioner MacCracken Jain asked staff to clarify if the northern curb was listed as part of the public ROW, as mentioned in a letter from Farber Consulting contained within the meeting packet. Mr. Goldman related how the approved planning application for the Mountain Hills Estate identified the northern curb as being square. It was revealed during the building application process that this curb was rounded and part of the public ROW, therefore a vacation of it would be necessary for the Page 8 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email . plan ning@ ash land.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ,r ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Pans IRA of .141 r Planning Commission Minutes development to continue. This vacation was subsequently requested by the applicant. Vice -Chair Knauer closed the Public Hearing and Public Record at 8:30 p.m. Decision Commissioners Perkinson/Phillips m/s to favorably support staff's recommendation and forward this to Council. Commissioner KenCairn recused herself. Roll Call Vote: All AYES. Motion passed 5- 0. V. OPEN DISCUSSION - None VI. ADJOURNMENT Meeting adjourned at 8:32 p.m. Submitted by, Michael Sullivan, Executive Assistant Page 9 of 9 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email planning@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to , ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). PnnP 170 of .'441 RIGHT-OF-WAY VACATION Public Right -of -Way adjacent to 39 1E 04AD Tax Lot #233 and #234 Pang 171 of �41 �� Planning Department, 51 Winbum Way, Ashland, Oregon 97520 CITY OF Fr 541-488-5305 Fax: 541-552-2050 www.ashland.orms TW: 1-800-735-2900 -A5 H LA N D SUBJECT PROPERTY: Public Right -of -Way adjacent to 39 lE 04AD Tax Lot #233 and #234 OWNER / APPLICANT: City of Ashland Public Works Department DESCRIPTION: The Planning Commission will consider a request to vacate a portion of Mountain Meadows Drive right-of-way near Fair Oaks Avenue and make a recommendation to the City Council. COMPREHENSIVE PLAN DESIGNATION: Health Care Services District; ZONING: HC MAP: Adjacent to 39 lE 04AD and 39 lE 04AD; TAX LOT: 233 and 234 ELECTRONIC ASHLAND PLANNING COMMISSION MEETING: Tuesday, January 9, 2024, at 7.00 PM 832 841 839 816 840 833 834 FgIR OgKSgV r-- eea 815 Approx. area 969 requested to be vacated 860 R' Ne 30 O 952 O Go4ID16N '9Sp FNp� 855 0 E 977 911 73 .954 .._ 974 /7TJ1 f/j1 W2 949 ffie %9 . 950 me IQ on 978 2 ` 9% 957 97` 5 - 977 8571 J 9 PAnP. 171 of 341 Notice is hereby given that the Ashland Planning Commission will hold an electronic public hearing on the above described planning action on the meeting date and time shown above. You can watch the meeting on local channel 9, on Charter Communications channels 180 & 181, or you can stream the meeting via the internet by going to rvtv.sou.edu and selecting 'RVTV Prime.' The ordinance criteria applicable to this planning action are attached to this notice. Oregon law states that failure to raise an objection concerning this application, or failure to provide sufficient specificity to afford the decision makers an opportunity to respond to the issue, precludes your right of appeal to the Land Use Board of Appeals (LUBA) on that issue. Failure to specify which ordinance criterion the objection is based on also precludes your right of appeal to LUBA on that criterion. Failure of the applicant to raise constitutional or other issues relating to proposed conditions of approval with sufficient specificity to allow this Commission to respond to the issue precludes an action for damages in circuit court. Because of the COVID-19 pandemic, application materials are provided online and written comments will be accepted by email. Alternative arrangements for reviewing the application or submitting comments can be made by contacting (541) 488- 5305 or plan ningpashland.or. us. A copy of the application, including all documents, evidence and applicable criteria relied upon by the applicant, and a copy of the staff report will be available on-line at www.ashIand.or.us/PCpackets seven days prior to the hearing. Copies of application materials will be provided at reasonable cost, if requested. Under extenuating circumstances, application materials may be requested to be reviewed in -person at the Ashland Community Development & Engineering Services Building, 51 Winburn Way. via a pre -arranged appointment by calling (541) 488-5305 or emailing planning CcDashland.or.us. Anyone wishing to submit comments can do so by sending an e-mail to PC-public-testimony(cDashland.or.us with the subject line "January 9 PC Hearing Testimony" by 10:00 a.m. on Monday, January 8, 2024. If the applicant wishes to provide a rebuttal to the testimony, they can submit the rebuttal via e-mail to PC-public-testimony(aD_ashland.or.us with the subject line "January 9 Hearing Testimony" by 10:00 a.m. on Tuesday, January 9, 2024. Written testimony received by these deadlines will be available for Planning Commissioners to review before the hearing and will be included in the meeting minutes. Oral testimony will be taken during the electronic public hearing. If you wish to provide oral testimony during the electronic meeting, send an email to PC-public-testimony@ashland.or.us by 10:00 a.m. on Tuesday, January 9, 2024. In order to provide testimony at the public hearing. please provide the following information 1) make the subject line of the email "January 9 Speaker Request", 2) include your name, 3) the agenda item on which you wish to speak on, 4) specify if you will be participating by computer or telephone, and 5) the name you will use if participating by computer or the telephone number you will use if participating by telephone. In compliance with the American 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 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102.- 35.104 ADA Title 1). If you have questions or comments concerning this request, please feel free to contact Jennifer Chenoweth at 541-552-2045 / iennifer.chenoweth(o?ashland.or.us. Chapter 4.18: VACATION OF PUBLIC PROPERTY 4.18.010 Purpose The purpose of this Chapter is to establish the procedure for processing requests for the vacation of public rights of -way and places, and to require petitioners for vacation to deposit with the City Recorder a fee sufficient to cover the cost of publication, posting and other anticipated expenses as authorized by ORS 271.080, et seq. 4.18.020 Application Any person interested in filing a petition for the vacation of all or part of any street, alley, or other public place, shall submit such petition in the form prescribed by the City Engineer pursuant to ORS 271.080, and upon fling of the petition shall deposit with the City Recorder a filing fee established by resolution of the City Council. (Ord. 2742, amended, 1994:Ord. 2654, amended. 1991) 4.18.030 Review by Planning Commission Upon receipt of the petition, the same shall be referred to the City Engineer for a determination of whether it contains the requested number of sworn signatures. The City Engineer shall return any petition not meeting the requirements of ORS 271,080, together with the filing fee to the petitioner. If the City Engineer determines that the petition is sufficient, it shall be referred to the City Planning Commission for their review and recommendation to the City Council. The Planning Commission shall submit its report to the City Council within sixty (60) days of receipt. Upon receipt of the report by the Commission, or if no report is received from the Commission upon the expiration of sixty (60) days, the City Administrator shall set the matter for public hearing as set forth in ORS 271.100, et seq. Panes 174 of'141 Staff Report Panes 175 of *141 Proposal Details Key Issues Site Description/History The portion of right-of-way was originally dedicated as a potential future street connection as part of the 1996 Mountain Meadows Subdivision, Phase 2 plat. With development that has occurred in the interim, this street connection is no longer necessary and has no purpose or benefit to the City's transportation network. The area to be vacated currently contains a portion of a private parking lot and driveway. Proposal Approval of the current request would vacate the right-of-way and quitclaim a street plug on the east side of Mountain Meadows Drive near the intersection of Mountain Meadows Drive and Fair Oaks Avenue, shown in red in the figures above, between Tax Lots #233 and 234. Street Connectivity This vacation eliminates a no longer needed street connection and poses no street connectivity issues. Pedestrian Connectivity Staff recommends that Council require that with the completion of the development to the north, the sidewalk be extended through the vacated area to provide a continuous sidewalk on the east side of Mountain Meadows Drive. Public Utility Easement (PUE) Staff would recommend that a ten -foot wide public utility easement be retained within the vacated area to preserve the ability to extend public infrastructure. There are ten -foot PUE's in place immediately to the north and south of the area proposed to be vacated. Staff Recommendation Staff recommends that the Planning Commission forward a favorable recommendation to the City Council and ask that a ten -foot public utility easement be retained through the vacated area, and that with the completion of the development to the north, the sidewalk be extended through the vacated area to provide a continuous sidewalk. 841 839 816 840 977 832 833 834 969 Approx. area requested to be vacated Fg1R 0 AV ae� 860 f 1 p�OFN 856 a� 859 2 951 971 8591 9 9i1 953 913 954 974 952 972 li� North Pang 178 of'141 Applicant Submittal Panes 179 of'1d1 OFMAIS Council Business Meeting December 5, 2023 Agenda Item Right of Way Vacation Initiation — Mountain Meadows Drive From Scott Fleury PE Public Works Director Contact Scott.fleury(aashland.or.us Item Type Requested by Council ❑ Update ❑ Request for Direction ® Presentation ❑ SUMMARY Before the Council is a request to initiate the vacation of a portion of the public right of way. The right of way in question is a portion of Mountain Meadows Drive near Fair Oaks Avenue. The section of right of way was dedicated as a potential future street connection as part of the Mountain Meadows Development. This street connection is no longer necessary and does not serve a purpose that benefits the City's transportation network. MDR► WN WAMUIS St+807v7S70r1 Ff14S!< 2 R+St�9g7r a MUNTaN WAJ)OVS rUlt S7DF LCYV7X7KNICOC, SIAMS 1 cfr 153M, y ..trr a 3. \ cra. ., .. rye? n)6" ♦�� I ; S PA*M I I DW ` e 4 y AVA6TfD R ,.���9gr1��? � OR���iian n04STU R Area to be vacated Mr9YY rNi Au'i.6� l �1 POLICIES, PLANS & GOALS SUPPORTED City Councif 4. Evaluate real property and facility assets to strategically support city mission and goals. PREVIOUS COUNCIL ACTION No previous action on this item, but Council has taken numerous actions in the past regarding vacating public right of way. The last action occurred in in 2018 with the vacation of a portion of Terrace Street (Staff Report). Page 1 of 4 pralliaCouncil Business Meeting The City of Ashland was contacted by the property owner and representative surveyor regarding the initiation of the vacation process for the right of way and dedicated street plug as allowed by Oregon Revised Statute. The owner has had the appropriate survey documents and legal description prepared to facilitate the right of way vacation and they can be referenced as attachment #1. 271.130 Vacation on city governing body's own motion; appeal. (1) The city governing body may initiate vacation proceedings authorized by ORS 271.080 and make such vacation without a petition or consent of property owners. Notice shall be given as provided by ORS 271.110, but such vacation shall not be made before the date set for hearing, nor if the owners of a majority of the area affected, computed on the basis provided in ORS 271.080, object in writing thereto, nor shall any street area be vacated without the consent of the owners of the abutting property if the vacation will substantially affect the market value of such property, unless the city governing body provides for paying damages. Provision for paying such damages may be made by a local assessment, or in such other manner as the city charter may provide. (2) Two or more streets, alleys, avenues and boulevards, or parts thereof, may be joined in one proceeding, provided they intersect or are adjacent and parallel to each other. (3) No ordinance for the vacation of all or part of a plat shall be passed by the governing body until the city recording officer has filed in the office of the city recording officer or indorsed on the petition for such vacation a certificate showing that all city liens and all taxes have been paid on the lands covered by the plat or portion thereof to be vacated. (4) Any property owner affected by the order of vacation or the order awarding damages or benefits in such vacation proceedings may appeal to the circuit court of the county where such city is situated in the manner provided by the city charter. If the charter does not provide for such appeal, the appeal shall be taken within the time and in substantially the manner provided for taking an appeal from justice court in civil cases. [Amended by 1995 c.658 §101] Public Works performed an initial assessment to determine if a right of way vacation would be in the public interest. There are no public utilities using that section of right of way. All utilities are provided for on Mountain Meadows Avenue. The right of way does not provide a significant public benefit with respect to a future street corridor connection as development has occurred in the adjacent area restricting future street connections. Right of Way Vacation Requirements: In order to appropriately process a right of way vacation certain state and local codes must be addressed. The Oregon Revised Statues (ORS) and City of Ashland Municipal Code detail the requirements to vacate City property: 4.18.010 Purpose The purpose of this Chapter is to establish the procedure for processing requests for the vacation of public rights -of -way and places, and to require petitioners for vacation to deposit with the City Recorder a fee sufficient to cover the cost of publication, posting and other anticipated expenses as authorized by ORS 271.080, et seq. Page 2of4 r� Pam 1 R9 of :341 nrCouncil Business Meeting 4.18.020 Application Any person interested in filing a petition for the vacation of all or part of any street, alley, or other public place, shall submit such petition in the form prescribed by the City Engineer pursuant to ORS 271.080, and upon filing of the petition shall deposit with the City Recorder a filing fee established by resolution of the City Council. (Ord. 2654, 1991; Ord. 2742, 1994) This is not required if the Council initiates the vacation process as allowed by ORS. 4.18.030 Review by Planning Commission Upon receipt of the petition, the same shall be referred to the City Engineer for a determination of whether it contains the requested number of sworn signatures. The City Engineer shall return any petition not meeting the requirements of ORS 271.080, together with the filing fee to the petitioner. If the City Engineer determines that the petition is sufficient, it shall be referred to the City Planning Commission for its review and recommendation to the City Council. The Planning Commission shall submit its report to the City Council within sixty (60) days of receipt. Upon receipt of the report by the Commission, or if no report is received from the Commission upon the expiration of sixty (60) days, the City Administrator shall set the matter for public hearing as set forth in ORS 271.100, et seq. This meeting will need to be scheduled in the future to allow for the Planning Commission to make a recommendation to the City Council regarding the vacation. 4.18.040 Public Hearings Public hearings shall be held as set forth in ORS 271.120 at which time the petitioner and all affected parties shall be afforded an opportunity to present their views either orally or in writing. The report of the Planning Commission, if any, shall be made a part of the record. This will be done if Council initiates the vacation process as a formal ordinance and maps of surv_e.y will be completed. 4.18.050 Action By Council The City Council, after due consideration of testimony by affected parties, and the report of the Planning Commission may approve, reject, or modify the area proposed for vacation which in its sole judgment is deemed in the public interest. (Ord. 2164 §l, 1982) If approved by Council, the property owner will be required to finalize the map of survey showing the public utility easement if needed; have new property deeds created that describe new property boundary for the tax lot and have all documents recorded at the County. The City Recorder will have the ordinance approving the Right of Way Vacation recorder at the County. If not approved by Council, there is no further action by staff or property owner and the right of way will remain in place. FISCAL IMPACTS The only resource requirements were/are associated with staff time to bring the vacation forward through the Planning Commission and City Council. The owners will be responsible for the development of new property Page 3 of 4 IF Pane 18*1 of UI .'�:•� Council Business Meeting deeds and recording the applicable documents with the County. If the property is vacated, it will become private and assessable for property taxes as part of the individual tax lot. STAFF RECOMMENDATION Staff recommends Council initiate the right of way vacation for said portion of right of way. I move to begin the process to vacate a portion of the public right of way on Mountain Meadows Way as allowed by ORS 271.130 and then follow Ashland Municipal Code 14.18. I move to take no action on the matter. REFERENCES & ATTACHMENTS Attachment #1: Mountain Meadows Drive Vacation Background Page 4 of 4 0 A Imo, PAAA 1 R4 of'441 FARBER CONSULTING • FARBER & SONS, INC. • POST OFFICE BOX 5286 • CENTRAL POINT, OR 97502 • September 19, 2022 City Council and Mayor 20 East Main Street Ashland, Oregon 97520 Re: Partial Street right of way vacation Mountain Meadows Drive. Councilors and Mayor; This request is for the City Council to initiate the vacation of public right of way, dedicated to the city on the 1996 Mountain Meadows Subdivision, Phase 2 plat. Also, to and Quit Claim a street plug deeded to the city on this plat as illustrated on the accompanying exhibit maps/plat copy. The area requested for vacation was approved in 1996 as a future street approach as a part of a future development plan. This plan was revised, with the property now fully developed, the street approach was never utilized. The street approach now has a portion of a private parking lot and driveway constructed on it as well as the street plug for the Mountain Meadows Parkside Condominium development. This section of Mountain Meadows Drive is improved to City standards with a straight-line curb and gutter and other improvements as noted. Planning Action PA-T2-2020-00026 approval for Mountain Meadows Estates, LLC approved plan shows the northerly curb return for the proposed vacation but inadvertently did not show it as public right of way. Portions of this area along with the street plug lies in an approved property line adjustment to provide proper building setbacks to buildings approved by this planning action. The property line adjustment and the final plat for the approved planning action cannot proceed without the right of way being vacated and street plug Quit Claimed back to private ownership. The following quoted Oregon Revised Statute authorizes the city to initiate the vacation on their own motion. 271.130 Vacation on city governing body's own motion; appeal. (1) The city governing body may initiate vacation proceedings authorized by ORS 271.080 and make such vacation without a petition or consent of property owners. Notice shall be given as provided by ORS 271.110, but such vacation shall not be made before the date set for hearing, nor if the owners of a majority of the area affected, computed on the basis provided in ORS 271.080, object in writing thereto, nor shall any street area be vacated without the consent of the owners of the abutting property if the vacation will substantially affect the market value of such property, unless the city governing body provides, for paying damages. Provision for paying such damages may be made by a local assessment, or in such other manner as the city charter may provide. Pagel of 2 Pane IRS of R41 (2) Two or more streets, alleys, avenues and boulevards, or parts thereof, may be joined in one proceeding, provided they intersect or are adjacent and parallel to each other. (3) No ordinance for the vacation of all or part of a plat shall be passed by the governing body until the city recording ofcer has filed in the office of the city recording ofcer or indorsed on the petition for such vacation a certificate showing that all city liens and all taxes have been paid on the lands covered by the plat or portion thereof to be vacated. (4) Any property owner affected by the order of vacation or the order awarding damages or benefits in such vacation proceedings may appeal to the circuit court of the county where such city is situated in the manner provided by the city charter. If the charter does not provide for such appeal, the appeal shall be taken within the time and in substantially the manner provided for taking an appeal from justice court in civil cases. [Amended by 1995 c.658 §101] The vacation of this public right of way area for the street approach has no impact on traffic flow or public safety. It does resolve many existing issues and appears to be in the best interest of all concerned parties. Mountain Meadows Estates, LLC will pay all reasonable fees for staff time and expenses for notices to processing this request. Respectfully submitted, HERBERT A. FARBER EMAIL: herb@farberconsulting.biz PHONE: 541-664-5599 CC: City Administrator, Joe Lessard Public Works Director, Scott Fluery Page 2 of 2 Pans 186 of *141 VACATION DESCRIPTION A tract of land within the right of way of Meadows Drive, as created on the plat of Mountain Meadows Subdivision, Phase 2 recorded in Volume 21, Page 22 of the Plat Records of Jackson County, Oregon, located in the Northeast Quarter of Section 4, Township 39 South, Range 1 East of the Willamette Meridian, in the City of Ashland, said County and State, more particularly described as follows: Commencing at a brass disk monumenting the center line intersection of Meadows Drive and Skylark Place, located in the Northeast Quarter of Section 4, Township 39 South, Range 1 East of the Willamette Meridian, in the City of Ashland, Jackson County, Oregon; thence South 21'12'12" West, along the centerline of Meadows Drive, a distance of 146.40 feet; thence South 68°47'48" East, leaving said centerline, a distance of 20.50 feet, to the southeasterly right of way line of said road and the POINT OF BEGINNING; thence along said right of way through the following courses, along the arc of a curve to the left having a radius of 20.00 feet, a central angle of 92°19'58", a length of 32.23 feet and a long chord bearing and distance of South 24"57"47" East, 28.85 feet; thence South 23'28'20" West, a distance of 41.13 feet; thence along the arc of a curve to the left having a radius of 20.00 feet, a central angle of 87°40'02", a length of 30.60 feet and a long chord bearing and distance of South 65°02'13" West, 27.07 feet; thence, leaving said right of way, North 21 ° 12' 12" East, a distance of 81.06 feet, to the POINT OF BEGINNING. LESS AND EXCEPTING: The F street plug deeded to the City of Ashland per Mountain Meadows Subdivision, Phase2 recorded in Volume 21, Page 22 of the Plat records of Jackson County, Oregon. Prepared by: Terrasurvey, Inc. 274 Fourth Street Ashland, Oregon 97520 a�oi�Trnso PROFESSIONAL LAND SURVEYOR A o EQQN L 17, FR D A. FfiANTZ 77 AM'IO'M►�1 /'Z - 3 � - Z.Z. Panes 187 of '141 EXHIBI T 'A' VACATION AREA A 44 tiry � �ry _LINE TABLE LINE BEARJNG DISTANCE 1_1 1 CRR ATQR"P I 9n 5n' CURVE TABLE CURVE RADIUS DELTA LENGTH CHORD BEARING CHORD LENGTH Cl 20.00 92'19'58" 1 32.23 S24 57'47"E 1 28.85' C2 20.00 87'40'02" 30.60 S65 02'13"W 27.70' .� '\\`,� • ate' 4 TO BE." CA7ED 3. \� cb TERRASURVEY, INC. PROFESSIONAL LAND SURVEYORS 274 FOURTH STREET ASHLAND, OREGON 97520 (.41) 482-6474 remin•bisp.ner JOB NO. 1621-22 1 FOOT STREET PLUG PER MOUNTAIN MEADOWS SUBDIVISION, PHASE 2 REGISTERED PROFESSIONAL LAND SURVEYOR ;Z� ❑REGON JULY 12, 2003 FRED A. FRANTZ No. 50077 Renewal 12-31-23 DATE. AUGUST 29, 2022 SCALE: 1 "= 20' Pane 1 RR of .141 Milli Ls s11�' Ac mrm r. as1 A? if/N� I �. OA I,� �f I it s _ ItraIs I ME ✓ vi LO E u U � t 1i[`iM• -Ilk E o �� may+ ' r a M M;,��,M{ a M OD co — CE •rr '°' j.r'�. - O - O .3 fig• � � ��i Off, Q�' vi E O E ODowl ,gat i M pp P,..Mt �• ,' tf'� b `� fP,r� LL t Sa. a LO �-4. , ? o' n m1 ti m 4i � 10 Oi o t: Qt �jp. Oki C w of 'd coc� m c) # L c r F }' �G W c,4 m:, co owo co u> z,co.. r ,ro cam" U, Q)Ic U o co c cn oc,j. rn � - rn yo„ d oo L.0 O u Ar r t N -r (0 a o R . -Ali' PAnP. 1qn of ui n Z J A 40 31 APPROY J � D....rrlfy rh•r par •.ar 4 orAarJry lrur•J ram. fy rA. A.M..d pl-1.1 C... b•4• le Nu ••IJe1_ Ir_,jb,JA:. pI.r r. hardy, bp••.•I. M r.I rill. d.y et _ c h. ar y APPROVALS: FXAM1rE0 AM A►IROYa rAl•_�j1�,__J•y •I_/YJ __ If e., Clry tam.--LlQJ,WEfL_-__ iOL11NINi0 AIO APIROYD •. ra4Y l�r�•-J'/AwTO///RtOt�.IOD�wG •t�� r !D rv. A ....... 0•parr.•: ✓• ALL TAXES. INS AISISMWS •r .,A.r aAer1•• a rats rr•I by ORS I1.095 A.•• b.•. i rvCell r•r DECLARATION • • • • • • • • • K.e• .11 :•,. •/y IA•••prc.•. r. rA.r MIMTA IN MEADOra t-t.e.. Ir rM •n• J. fw •/ tA• lead AA a flrr. rr.r. ear• .errl••1•Ily / riled I• rb• .....y... .... Jfra•f •, • d �: Rl rM w. f• 1. . 611r11 1 (.r• r.i far. !.. .rr••r• w .Aar.. nJ rAar rA• iT °.(".�• luu.d rh• u.... d fn1rA % a tt.« o. pl•1. t1 .•f�h.rA. • J rile r"ihl 1. I• r < raps• iaflea // rF• S. Jl.l •1•. •.d ,h<r !r 6 / 1•.i• • rA. C.ry f A<h.•Jrrh.rdn..r'7i r1 ..1by Hlte. n. I• rA. Cir •I A.A;wd f ► Hs IAra ••r. ene /Ih .1 . ate. rh• f !'•$ I llr ((dN f Ne Th x• /.l A.•a' •. r ii.r •I.:'silo ..«•r. .F ' • PSA••r.1r a ! •I 7+ a r1. uri7lr "I . ••nr IvaEl. •1 rF IM •• r�see riles 7Cl aCall• r!•I • h r the .l )Ir '• • .•F71 71� Eri �•r Ny I rebl, •b•. IM••. r. M.n •. th..r. t A S I•b•r yr• - 1r•r. N .•r !. NISI <SU M.1 In• H1 f! h• 1 ref• rtr n era i�• T♦ • I• 1•• ir.A•'I.a J• 'Yf • der IM SUE' ,he•. a dh••f. 6 ! IA.f fl• e.r•ll. of IIr• dYldl •Ir ls. I...11d Y rA.C••rv•y •. C.r!ff le.r• b, hrr. / D•eu••r N.. 40-232aJ. A.F Ir+I rA.""I� IWl.°In. f!�"tii•J �De% �h� 1r111.1 �i�rf•ilir)•)•f elfgJiTA�A FE%� L.L.C. A.,•/y'Ir.rf. r•Id arN7.lrl•� •• "ISWAJN MEADOWS f4►DTYf VON. PHASE }. N!w•Si fR ^war••• ^ I.wAr+Ad- •+�w.rn.M rLR N.qf LA.L• M•uNrAIH An rA 00w.f L. L•G. STATE OF DRENCH;.. COUM OF JACKSONJ p"ROYAL Lr yrynd IA..1.. ....d H..r.r S. Hill ..d MN•!lu NII!. ..d •. bew 1•d1.1 IA• f••1•ly I••rr /�i 1e 6. her♦ r.l..luy ... ..4 4-1 I.hn ••: C•�P.`AaOr. .rr •► I• a Or •ten. �� NDbet .. trC•..DL :ON CC.... •.,,:a.Ao•Jeo Yl'vi1t1444+ix••D:.r'vrnr '[N + • • • AFFIDAVITS OF CONSENT • • • Fr.e 0. NMf AAYI JCGISON TRUST ....rd.4 e, D.<, N•. Lb- 17825 , ORJCO. MALT tA/40iIII EfORI WL "A7! 39IF04AD TL100 + 04DA rL fe MOUNTAIN MEADOIYS SUBDIVISION • • • • • • RECORD f NO • • . . . . . Ft, f I. C. . rer. d., ;# .. ••. `.._...,.__ •7 PHASE 2 F(l.d f....... d fill.�J, A PLANNED COMMUNITY rs led�� .. .t ...•rNd ,. v.f..._dt d ►I.r. .r R.f.s�� Located in the N.E. 114 t S.E. 114 o/ Sec. 4. _, •f r«•ri %f �•A••• e••er'f• or•f•.. T. 99 S.. R. t E. , S. M. Cl t o/ Ashland JeOkson County. Orsn nU /or"�Twi�ry.a' `�f,���,�� 'i pYfr Mountain Merdo" L.L.C. 66 SCettle AVeaua 0+lii/�l/R.are.'[e...... . �•.rrl•11.....•..4.4 •• a... ' Ashland. OR 8TSZS . • . . . . . . . . . . . . • SURVErof•s CERTIFICATE I. JA11E3 E. NIlIa. A RED, 7rERED L.11a 117RYEYOR OF 77R "AYE OF OREOON. 1*W 11 CERTIFY THAT I AAVE CORAECILY fUNrETED AND MARRED WITH QW, MOVAApF/!Tt AS IROYfppEEO0 IT LAr. ,hE /RACi OF LAMD dND11f( AMERr-001. SAID l,AT DEIMO AN ACCVAore IS REPREN�CF �10R�l01. DAA .NAND MAT T11E FOL LOWINO AN ACCVRA7E OEWNIrf10N D• el•1 o, rho ••a• Rr••Mer l/ N••rA•a•t •re• •f MOURtAJN HEADOWS EU/DIVJSION. l•1er IH�fE 1, aw•rdl• r• fh• slf pl.r Ilr•r•ef-If + r• rf I• J••1 r•• C•.a rf. Ore • , •11 p•I.� b•1.// Msr lb V00 47• bar. 1Ii„1] f(r e. L. 1•. th w.r . ri•. •f L•r !0 •/ ASHCAND ACRE1. <•e• IIr1 r• th• of+l el•1 I.r h.r•.f. . i r I. 1• .N</••n GwrY�,r��.�•.r9s.rA ID'ta •s:°7M.Si. %'si'rial f..,.iJ .M iNJ IlIIL Io INT OF SEI1 r r• • . POST MONW*A1TArfON • -1 Vol fh TA• I.r•rr.I -ow, dw.. m 7M•.e 2 ! 3 •$If b. ur 11.. by J... 30 L• t]!ya L r`b.,r�1 i rA TA. d.f•... 1 e...... 0. •...•• .. r, a.• a.•. QD-At9 3 o . Ot,100. rAJ. 11dq •I1'Y�la/e/e.H�d, Sr!_-7V20 (S• Sot 11647i) Ap►r••vd, S�SOuwL><J. WtA.J•G CONTROL DIAGRAM SCALF+ I' - 200' 'It CL IEwHI®Illy tlrr � OF Aw*,M. !Et 48147". e 0 LOT 30 , ASHLAND 1� �t`R •sJ Y r ;`rDlfia nT ^ , ' a o„ •,. .� ACRES m{d••JYCDl;17� D r uht ``➢T " �'t .10 PER Raf J7A VA. ' M. D7 f!•d' Oa1Cl le Ma. r1 r. A• •a• . /••<r Y.•/ 1• •JY.• �3•, Pr N •rder rA•Aa. •I•a1 . fe ! Ar-a/••• 1(,., f•• ..,I.• PN.I, rA.m• x.rrA �40'O f' �•r 1e7, e0 b.f.#:31 r uy I r.., vl•.tt rn• r• •I • M.00 /e•i dl•. s• r d .08• •f trOD 7.9 - 1 t• •f 30,J /I• r fe.1 4' Ewl. 27,f3 i..r:.�•. to rA ° r• •f .• r. M• rl hi ha.l 1 r.r rr•1 1. ff7'77'Ol'. • I Iw,1 A., hl<� 1.•n d•rrA ii•N q• H.r. a],7o &e r, 121.00 fur. Ao•• 1• 1 rh• .,.,:I • }O, f•/1 A l l Dorn! b f 0740 02•. Jr•reno. d 1 •$i.i "ht., h'e$ro: Pu E.". f173,N f••r lw) A• er •1 • 20. f<�•r •1 • o. •1 I• r po•OJ'Do-, Jlr r.ee. }}f t1 42 rA 4en 11e.rASera• W.1. }1.1➢ f••rl: rh•an Herr 1: M••e• N•r r1 }/'Ir' 2' E.<f. I1.00 rr rM•w Mrr r r• rM E•.I •sly 1 Ar-•f•N: Ilu iA. .fer•r•I• Mae. •f.•1 r•�d r.h f-r./ ilr•. N.rrA .r3a'� 1.° far: Ara•• ri•rrh iYi..j . EJ•r. fH.N f•.r r• r I . 5wANDh AO1F1r rMew •,s. . II Ner/b Ire•, wash a� rh• S.<rhrunrl (Ar-al•.$y il.. •f lnr.r.rerr N. N v➢4 Ee. r. I[a,}1 /.•r M rA• H.r Ile. of tar 30. f :11 Ewl It•. ...rh OO!']S' Her. 173,00 /••r..A r. 1>3. e} (-It rd.... f•. rA Sass • ws . 3e.W I. t.•.• •t 31.r.1 f•., ( /h..a. a.erh 2r2o,l rA LIr A�. (.Ai !en �.•r1 I A •f • SD, Se f•.r / ili I� � fear ii, %lu.e. e.1 IA. • s/ 20.00 1• r ..... I. IA. I 1; r•.•• of 31. e7 V. !rA• 1°• Mr1 21'll'1". W.•1 l03.74 • r• 14• t.n A•+;• ••. r 1 A. in hard / A. M;•'ae.rA 'x57ld; r W.. . 41,N*!••r, rh.w• 1•.1 rh. •r• , s� ...... '"9flr >f3•Dr'r3• r.•,. 27,70 1••17, i�.ae• L•rA rrP33�/i•h/"i�. 115.82rf!•r: i.11 Iwr fiA• /eat •Mr1 •r rAl.h ` r. !!! of lgeA .'0741' H•1. 11.74 /u!, .F .e• i r r• r r MN. •aura .r ! ! i..1 ::.i 3i rbleA � :.. t..rR r)t4i•io• i' E••r. D.N f••r, rAr.e. e(•.� .747.3, re rl e.ry it .•r1 MOOIrTAIN rEAvora SUIDIWr S,OH tla. rM • 710,00 rear •... A i. . 0i.n • a10. 30 nil. °I e.1 MN f••u: r.•.e. 1.•rA 3PSDr3f'ss• Wr. Os.d II su •r. . A. r.fAr M•hf rr S• r••r trA• r/w1 ah•r1 •f :AI<A N•rr f« •r IA 3r01 '!1' W ,. 11.00 fql: rAue. f« n1 rA. r• f .'70. SI r••. ..... to rh. r (..i il.x..•. /a•5 1 h0005➢•1JA W.". 05.03 i F. ur• r• rM / hr Mrl,1 < rrrl •. ie•t •Aer1 err.>i r•• hue Nerih 4fS1'>' I rJ1hr- i .. b•ar. • r rr. rd la Y•1•.• fe•rh rsa ,A Ia•47'N' I�hr.ral / hICA ►••r• / D71 D' E••r. 28 . DS f 30. 00 • A r0'47N• E.."rh• •,e 5•. E.rr, 58, of 210. 00 /u 11 r rHAay� 1 sf lhI % i.:1 11 4 A 541a ID• A sa•sa va r A•n<. Ir : rD.o•ii..tio•. sARrEra1 SURVEY RARRATIVE TO C011.1lT WITH O.R.S. 209.250 AM1OSE1 T. r .y ..d .....•.1 I.• .. nrle. •1 NOIAlTAIN MEADOW! SUDDIVIffoN MALE 2. 1,• A.bl•.d IA DI.007, PROCEDURE: TA. r•er•r •I L., 1.O{M!Te/IA•r•I1Rr. •Ar.•ur• rs• . puJ]0arF, • ASNlef ArrN••D1r)ArlCeR• EDppSO A. D,4EE 1f . .1.••�•pr �••r d• rid h.•. AEADOWS SUDDVIS•ION^T, ........ •. f. ver,317'h,1, CDR. 4 •I /r f I....N.r fc, r , CI..eIgo I P.... ••1 I1.. r<IIr• plsr M1 r rA• . .rlu sr •VASE r. •Sail •A. r• s1Ai.1 esnrr, b•Iq I•r.•J •..Fan •, dhr•r. r i J. PROFErSSXNAL %-4 i. W.% SHEET I OF 3 'I ra f q1 ���v 14981 e / u137'De'E lee, 93 .:• /.e went [1RE LOT V AaMA• "El r1R er147" . r = : r SEE %EE! 1 OF 3 FOR r CON'iROL D nDR.4'• OF Rar• /1 r= I =r 31.. M7 S5.7S So' Ll yTF a' A�J SEE SNEEr r of 3 A CONIRM SRAN DtAOF /a. 8• Flom S . P.ALOMPER LfW. �a 0 ...... 5R rr. r ..........r711P1 .q /r 9 L r '� � r • Rere.l i Not parr of Ph— 2 a 6EECC M7-4 A! - m errESt I FOR •� eEGIGlION OF TFICCC lUC'd. R4jp M � • r/w SEE MEET 2 OF 3 `� \ iE04A0 7L200 4 o4•04 M ie:alo3 'rb\'b.N• r1a•y ~�44'glr ae• ro 8 r UOUNTA I N MEr BOYS SUBDIVISION PHASE 2 A PLANNED COMMUNITY Loosted 7n the N.E. I14 t S.E. 1/4 of Sec. 4. T.39 S., R. 1 E.. ILM, City of Ashland Jackson County, Oregon for Mountain Meadors L.L.C. 68 Scenao Avenue Ashland. OR 9732® No! Parr of Ph— 2 It R 1 J PROFTSGIONAL LAND jURVEYOR I 1. IVA ��3 NtR+R e...>.1 e.r. eM•0! • • RL4F Y2�1 Date 6-5 96 1�Iff ins...... _�. `er^rEL! SHEET 3 OF 3 14 93 7 1��191 D A 311Ua-Z C/YRSE DATA TABLE dwvEr ,n • ►..., a n. u•r.r... 7. e. }, aEOOENC TIE MOUNTAIN MEADOWS SUBDI VISION 101 a..,E xeny rr7... c„#• I eg 6rr3r x.» a�+'ii �:i � i io M:.:�Jiliii6ii:•iiaa �Fl• ' "` "• PHASE 2 :a Il0'er' i�p 'rA(FFNNr' I/1DFa 1�10; .00 N'0'a' 3l:I} IQr1�'1/.r ».t• Fa. »As1 O/,N. • Fe.td 1/6• Ir•a ►1. 7.r Ra33N. .,o Ir0' a1d'1 1 r 71.3d fNN 70 ei ee. esr3s� �ii.i3 ari3v3•F ,3.r3 �: lalde.4f.3n A PLANNED COINJ/UNlTY all;y13 rr Located in fho N.F. //4 t S.E. 1/4 of Soc. J, x . FnN etlo •...• n.A r, ....,.+.. CIo IM:O 3r0•If' t3ai !} IfT11 .13' I�.St /o.le % �_. arR1a, T. s9 S. R. 1 B. , w.er. C, t o/ Ashland Cot /f!!d-r. i J. ,7 „ y .. f.. d 3/P fro 1 / ! tt..N ot1. L.J.FRIAR A ASSOC. ►,r IaFbNTAIN cla tle.e0 9lY•a• I10.n rora9•,�•1 ,J6.0 e.;;,-.�•,.rr•vti, JacMron Couaey, Or•agoa r�icor} auo+faloN. ixiiF :. a LN era'N' to. 30 l.ir3, 9,•. so YR�- C!1 / e. JO a'a'o'U•1I N.e �J., 3/e• . 30' V.. It / lar/• R 'Is Atf 1 33�a'ta• ds.« ,7r e•YI •r Ia.l; °•ar for O ! • ► .pad. I. J.FRtAR A ASSOC. CI 20.a w,'.e• v,Id Nr.�r'3�•r ra.av AlovOtela Jfoedoos L.L., 1C C,� ,• ,3 O - a•r 3/a' . 2,• 1- PI. •/ ►0.-It. •p .6d. L.J.MfAR A ASSOC. eu urss•u•� 3:30 ,o, aA» r,,,R 66 Soselo Avenue CIa 4ISS •sr• a,M O $.1 3/8• . 30' 1- if. ./ ►l..r,..p ato, L.J.FRfAR O ASSOC. 77b.1« Ashland. OR 9732I p4 76.J° }tr�� a• al.0 adris'f.•o al.ad ♦ : f-io1'ro'aa• O d.r !' r 10' I., Ir.• 1 •/ 1 1/2' ire,. 11.4 .11. L.J.FRIAR A ASSOC. q rd/.a dd•+' 1• 1 11}.20 W St'U'E 1": t2 ', .•ero..r i..., d, f,r�,1� Cf3 III,a !r.'H' i 11.11 »7400'31•0 111« C7 Iq.a 2r1"i}' a7. 10 Ierle'er'r N.I4 c}1 04N Id,a r!1'SY'11'f{ 13, 0o f 1 R.... d br. ., .A.... 7R • of., RIro.1, DR • O.N R....A. C4 �F.,yy,73o Ytrd••pp If: ` 3,.3r a /'Ir'r.'F if,a 4 1N.f0 M.3{' Ida. dr N1r17'1/'r 111. 95 + ORJLE - Of /,cl.l a.... J. of Jroi..t C...". or.}e. as - R...rd.. att-, .. 1 IM.SSSSSo /R''� } ) u rarrrrs•pE a,e7 �y 1 N..,990 r4f: f;.. 1�p' i'w'f ».17 CL • C•.1.r11.• 7LE r.611. V.Illt Ev.....1. 1..r.!!. t f Co•f ••I•r... S 1N.SE 2 N•to' If;.. IOrIE'a" JI 7a 7 ! /IY a'.,•r It 1NI ilAI 191NI fi! CI • 6........ d.r. t.►1,, JCDA - -.et,.. C..,+ D.•d R-rd•, Cp].31 1}S�1 1•'V' 7'' 31,u d3S.l'II'[(S!(j,3a I I G1 so." PIT '4!- 31.11 - dM3SlS'rl'F Moo r _ CH'tPL 14 0 61aEfr a tAFLOU/F01 MMTH NOLOWN AMMai1 FAStS OF 6EANIXWr MOSS Trt, $-I., t.r... ,, $laden• 'ASH' 1 'TALEIT•. al isi.3a dr+1'ii_ I�s: �I NrMJeia+/a+/ m IR: a7 OATTI J ....r 29. food SCALE' 1'- dO- MIT OF NEAaIl11E7INT: F.., Cali {0.0,s°e axai'a�f�• It)�:a M301)'1#1 1�;f3ti eli 31I's 3N 41• 1 •:'.lo iiar' i % l is J, Is (!a Fa< var..c.l�0 ...,.•.«4R+,saF S1'r Liv'13) `Li ui:3a 'a6/"-,ii:il;n'i 1 WI,70 OIV'N ISt.» /0r3f lt'I IJ1.da NORTH MOUNTAIN AVENUE N _ _ _ _ _ ww•ra�a � _ _ e --�ro A>•%4 �^ i FAaT L!rt LOT aO Aa14ARO AMES MR as14 a CYr c� auy I. ti o•u.atd rrq r• •• e.a.•r.d c, ` (RELOCATED) ~ �- - -- as t7 - - F n. ii - u.»" w. i� ,� NOUN -A n.0 : , _ v 7w;' - 'r7. w ' de-°j'ERT t ^1N 1YENU 7 y� r»,� E �7T t lO ruf _ o (-_n•,'�� ,t I j � ^ u. «•. -F F 1 3l , 7.. A ..�........ •�l i au' , n \ E ;:ite•rr E-3r, 1. a -Is. ,•a 7 I IrN Y I ss7..} Ir ,j8.` �� IF al .eo .r r . n 1 .... dselJ7 .. r, I L 10 ff n 71i1 1, /r 1f Jr Soft .� I, b� ;'te >b "�'` ,Q ; W ? •/ h }¢ I,fEt I °F 3 7.R 4 * 2 3 s r31 » '+ . Caffael of It^ .. ............... :I , DD� • 11 ,r i3 � 7 w t....y,.. I WrOp I;,IOATI," f E3Eac _ r7, r1 C silt! aduru, 1J 'N9 11 J. O ryn.• ` . „ Ir �� C 7.1 AI aN PER raL. Yre. ` s3er y fr sdn .* 'G ,m .* Ir �V• iS�} ?: , I /r I a. I I ` e.13 A NSA•»•i MR .�h sA ♦ •.A a b'. �+/,r /.` s • d1 u • ,:xi'' ' o /resvavl li _ .n ff•la4 da.rE �I : = +•� -L•� . * '.•`.. ars arsET3 FF 3 /^� Yt".y• P6 /. .Irr.� 15i I.� so 1 1...41a / 14 fr •Rr '•+. .%E v if. E d.f R I N I LI; I raa .+ r,/�i ^ f e �7t ,T I '. idrt fr 17M •� Ir i •s2 2 and .rn t it/ Net port at Phea. 2 f \ A :a• .,:� e0 i ! 1 I t ',' Is ; ra f dur .t n / S� ;�� ?/ •�� ,. jkw .1 Ft Car '� No !f IS : it Et ! C27 b� , - ( :$ f PROFE55:fT111t =w 42 v.� '� '� x r I ` aF7d,•9 Ir � a Ti r iwle'. I'iw 4 ` /i '•. 4\ .. I � 1� o C P sa i � �- � „ !7a„a ` � Rau.d Mu 11.710-107 \ �,�'• '•••.... ; ' a. '` , . cI t ps , '!� St No? °° r r at lho,o 2 - nee sleet a / .0 O MIS IfAof 4m LVTS. Fa e w •` I-/� 1 r riar�esT`+TIC aiefwR-t i;°Ar' 1- -� i• r� ____ SHEET 2 OF 3 3OIE04AD TL2r0 4. OaoA rL lot ,e3 05-1.,-r•n, 1+498'1 FARBER CONSULTING • FARBER & SONS, INC. • POST OFFICE BOX 5286 • CENTRAL POINT, OR 97502 • September 19, 2022 City Council and Mayor 20 East Main Street Ashland, Oregon 97520 Re: Partial Street right of way vacation Mountain Meadows Drive. Councilors and Mayor; This request is for the City Council to initiate the vacation of public right of way, dedicated to the city on the 1996 Mountain Meadows Subdivision, Phase 2 plat. Also, to and Quit Claim a street plug deeded to the city on this plat as illustrated on the accompanying exhibit maps/plat copy. The area requested for vacation was approved in 1996 as a future street approach as a part of a future development plan. This plan was revised, with the property now fully developed, the street approach was never utilized. The street approach now has a portion of a private parking lot and driveway constructed on it as well as the street plug for the Mountain Meadows Parkside Condominium development. This section of Mountain Meadows Drive is improved to City standards with a straight-line curb and gutter and other improvements as noted. Planning Action PA-T2-2020-00026 approval for Mountain Meadows Estates, LLC approved plan shows the northerly curb return for the proposed vacation but inadvertently did not show it as public right of way. Portions of this area along with the street plug lies in an approved property line adjustment to provide proper building setbacks to buildings approved by this planning action. The property line adjustment and the final plat for the approved planning action cannot proceed without the right of way being vacated and street plug Quit Claimed back to private ownership. The following quoted Oregon Revised Statute authorizes the city to initiate the vacation on their own motion. 271.130 Vacation on city governing body's own motion; appeal. (1) The city governing body may initiate vacation proceedings authorized by ORS 271.080 and make such vacation without a petition or consent of property owners. Notice shall be given as provided by ORS 271.110, but such vacation shall not be made before the date set for hearing, nor if the owners of a majority of the area affected, computed on the basis provided in ORS 271.080, object in writing thereto, nor shall any street area be vacated without the consent of the owners of the abutting property if the vacation will substantially affect the market value of such property, unless the city governing body provides, for paying damages. Provision for paying such damages may be made by a local assessment, or in such other manner as the city charter may provide. Pagel of 2 Panes 1 q5 of .41 (2) Two or more streets, alleys, avenues and boulevards, or parts thereof, may be joined in one proceeding, provided they intersect or are adjacent and parallel to each other. (3) No ordinance for the vacation of all or part of a plat shall be passed by the governing body until the city recording ofcer has filed in the office of the city recording officer or indorsed on the petition for such vacation a certificate showing that all city liens and all taxes have been paid on the lands covered by the plat or portion thereof to be vacated. (4) Any property owner affected by the order of vacation or the order awarding damages or benefits in such vacation proceedings may appeal to the circuit court of the county where such city is situated in the manner provided by the city charter. If the charter does not provide for such appeal, the appeal shall be taken within the time and in substantially the mannerprovided for taking an appeal from justice court in civil cases. [Amended by 1995 c.658 §101] The vacation of this public right of way area for the street approach has no impact on traffic flow or public safety. It does resolve many existing issues and appears to be in the best interest of all concerned parties. Mountain Meadows Estates, LLC will pay all reasonable fees for staff time and expenses for notices to processing this request. Respectfully submitted, HERBERT A. FARBER :MAIL: herb@farberconsulting.biz PHONE: 541-W-5599 CC: City Administrator, Joe Lessard Public Works Director, Scott Fluery Page 2 of 2 Panes 1 AR of'141 VACATION DESCRIPTION A tract of land within the right of way of Meadows Drive, as created on the plat of Mountain Meadows Subdivision, Phase 2 recorded in Volume 21, Page 22 of the Plat Records of Jackson County, Oregon, located in the Northeast Quarter of Section 4, Township 39 South, Range 1 East of the Willamette Meridian, in the City of Ashland, said County and State, more particularly described as follows: Commencing at a brass disk monumenting the center line intersection of Meadows Drive and Skylark Place, located in the Northeast Quarter of Section 4, Township 39 South, Range I East of the Willamette Meridian, in the City of Ashland, Jackson County, Oregon; thence South 21 ° 12' 12" West, along the centerline of Meadows Drive, a distance of 146.40 feet; thence South 68°47'48" East, leaving said centerline, a distance of 20.50 feet, to the southeasterly right of way line of said road and the POINT OF BEGINNING; thence along said right of way through the following courses, along the arc of a curve to the left having a radius of 20.00 feet, a central angle of 92° 19'58", a length of 32.23 feet and a long chord bearing and distance of South 24`57"47" East, 28.85 feet; thence South 23'28'20" West, a distance of 41.13 feet; thence along the are of a curve to the left having a radius of 20.00 feet, a central angle of 87°40'02", a length of 30.60 feet and a long chord bearing and distance of South 65°02'13" West, 27.07 feet; thence, leaving said right of way, North 21 ° 12' 12" East, a distance of 81.06 feet, to the POINT OF BEGINNING. LESS AND EXCEPTING: The l' street plug deeded to the City of Ashland per Mountain Meadows Subdivision, Phase2 recorded in Volume 21, Page 22 of the Plat records of Jackson County, Oregon. Prepared by: Terrasurvey, Inc. 274 Fourth Street Ashland, Oregon 97520 a�oi�rr�8o PROFESSIONAL LANDSURVEYOR A �J 1EGON j4R.Y 17, 2D08 FF1s:D A Ff1AN= Rww"/z Panes 1 q7 of :441 1 2 A EXHIBI T 'A' VACATION AREA Ar 01 LINE TABLE LINE I BEARING DISTANCE L1 I S0iR'd7'A.Q"F I 12n rin' CURVE TABLE CURVE RADIUS DELTA LENGTH CHORD BEARING CHORD LENGTH Ci 20.00 92'19'58" 32.23 S24 57'47"E 1 28.85' C2 20.00 87 40'02" 30.60 S65 02'13"W 27.70' / 1 FOOT STREET PLUG PER MOUNTAIN MEADOWS SUBDIVISION, PHASE 2 TE RRASURVE Y, INC. PROFESSIONAL LAND SURVEYORS 274 FOURTH STREET ASHLAND, OREGON 97520 (541) 482-6474 terratn•bbsp.net JOB NO. 1621-22 REGISTERED PROFESSIONAL LAND SURVEYOR ;Z 1 4 ❑REGON JULY le, 2003 FRED A. FRANTZ No. 50077 Renewal 12-31-23 DATE: AUGUST 29, 2022 SCALE: 1 "= 20' Pane 1 AR of 341 :he�CIO' JIB ;� - - lrmmc-.; lr'' � ,�IIIIIII mmm- a- '10 ArcGIS Web Map r� 849 s 816 820 i 817 ;� ,+� ;�- ;:;0 821 818 25 822 819 920 830 82f7 828 �i r: �'- �#AIL 83` 832 829 833 843 837 834 845 %.2 839 .` 977 p� P847� i �t 903 .. - a as s i ; � l'c ,� • �'� 91'41 � ,. 974 9,35 i 987 988 - 3 v 989 _ 7� ♦ 952 " �H 9 7 6 95 r 851`' 852 t 9 v.7 r y-G 981, IL� �- - , or ucvcc� �.u.v� r ivr v 0 0.01 0.01 0.02 mi Tax Lots 0 0.01 0.02 0.04 km Site Address Point Oregon Statewde imagery Program (OSIP) - Oregon Im agry Framework �. Implementation Team A Jackson County GIS Data within `is application may conta,n inaccuraces. Maps produced are not Intended for legal purposes and do not substitute for a professional land survey. For more information, see ORS 672.060(13), ORS 306.125(1). ORS 308.245(1 ){4), and Oregon SB55. 4U3Y A•AIiALy PA Way f.• 46 W. e.rnly rh.r po4..r ,. •rrha,lry yr.nl•d r• by IA. A.Ai.,d Pre,•Ny Cw•fa•ln a H•r ..rl.y_ - Il fhrr pl.r I, h... 4y pp.•r•J. D.t.J rA(r d _IAV a Pr nr - APPROVALS: EXAM)WO AND APPROYa rAlrsj,.,d_yJ.y s1_fnay10�rp . CnY 8.... pr _._.... EXAMINED AM AMAOYD .. r•yIr•I by%fi.. #B oxy 95. 100 w rP1! A�y•r•�nr i ALL TAXES. FEES AIINSMWS .r erh.r eK.ryu I.Rr1r•1 /y ORS 92.093 he•• 6... pert .. eI ID�. G T,rve•II•erer • • • • • • DECLARATION • • • • eiJ°liana/y ,A•n :r• ref• rAc, PPNrNTA,N MEADOWB L.L.C., lr rh• s In h• d rh. • I A.A rAr. L�• r• �.rrlu l.rly d•rwri•1 7• rA• 8.r..yr .°orn /fl•rr.. I fh• w• n A• . bU•IdrJ late rh• fer• .nd ,Iroh r••Aere- e,f r#er rA• 1i .fri(. let e•d rhr ce..•• r1 lry+A 1 ;7 lie•. • • pl.ir ly . /•rfM1. • d I. 'k. l P!e 1• I.err•.r fq , .1. roe / th• B.bdnldu'••d rA.r rr°A•r•b I..i. e rA• C)ry ei Arhld rh• Srr..r �Ii ry m% h•r Fy d•drn r•, r• fA• Ct rr •! AM71••d I.fili< / /h• nr.•r, end rA .,rl rfe, ih• E[. earl !!• / Nsr7rA Nec. telx A•ue•. rsq.iC4r fih'IFo. ••w r. .M1 ° PSA••. •y2 6 3 r•b.r der P•btl• Ur l7l_r� F•.A,.•,f /P I. rl iA rhr r. ,,r fen that 7C!"C 1 • r/.! . Mr r • 1 Af 1. • ,Al P fr r.by i,rrl/nb., rAe... • er, Aar, .<`e�..r. 2 b 3 I•b•hd5 lyr° ••Eyr •r H.••.nr•. fur•r S, NIl1 •N M•1In• H111 A.r i I.rr rAer r• • ,A• �• I• /•• of If.!eH• 7 1• .nlrr rh• POE, .h.r. a 8h.•r:21 6 3 ,Mr titer Id• of i�r Trldl rlae 43'.{ R:.::S:'ti�.:i.::.C<sr•;r!°a:y::rlri/9�:�°.rr."P. RA: 19.2s21s. A•�Iu1 ,A• J..t. NOUNTArx lrtrALOwJ L.L.C. A•r dy fnryrr.. . !I srll7.hlo. er HOfMfA1N MYADT'S SURD, vtSlow. PNAIE 2. Qktku,��- hHwrR.a ,..JAH•,LJ t,i.L• ,n.,:.nrA.w aw rAOe.s 4L.G. STATE OF DAEMON;.. COUNTY OF JACASONI P,%"ALLY f r.4 A. .6... .... It Mucor, I. N111 11 M,d.ilnr N,I1. sod ea A.e•1•dy.d I�F. rd:�.y , y Ir•rr r b. IN ••l urery ..r e•d dud(J� De I•d ,Af.__.lJ.IL_hy e1 •f r..,P-J. s•., r+,eb f• a Or •yeas %Cole, �4f..C•:.Ot ::»c Co. I • • • AFF i DAVI TS OF CONSENT , F,w fl. NAtr ANN JoDISON TRUST rurrbd a D... W, fb- f782E , mwd, ! BR tlltilPY FMAr WIN IJ AN BX r & acpT,r �warow�l rLAr. 39ILL04AD TL200 4 041>4 rL It MOUNTAIN MEADOW`S SUBDIVISION PHASE 2 A PLANNED COMMUNITY Located In the N.E. 114 t S.E-. 114 of Sec. 4. T.39 S.. R.I B., I.M. CP1y of Ashland Jackson County, Oregon for Mountain Meadow's L.L.C. 66 Scotia Avenue Ashlead. OR 975II • • • POST f10NUNENTATf ON • • • M. d•f.r 4 .......r, ,Mr, or Sh••r, 2 A 3 rfit b. I., by J..• 37 . if ps , L W.4,& ry.r TA• d.f• -If wu.••r. vr• •o• .•,. S.• 0.•,00.10 3 0 . aJeo. rAl. liM J.y er fR7.rac ;4' Z �5.a5ry 16478) Jr .e. G- .iry�ir••yer CONTROL DIAGRAM SCALE: I' - 200' n eFW/ABD n ntt r. • 1 OF AWILANl. )� Aal47Jo. d"'.• e *IT LfIE LOT N PER .8,4734 • �• r�• a a r `� •. TjTj 4Y0• 41 •. :' .If .40 f W J. Q/e L07 30 Rolm Lor ASHLAND JY Pal AlI I73oh •LgeP 4p !n ACRES r.rifJ: xDR. sd'�4h� ; , •� ,I9 .tP N•NA1' + IfW. 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MEADOWS St"n.,ISMON P,,At ! it J l •, r•e llu .e u•ef• . MEADOW! eel eeloi•i.J M• RiA .% 1.2 prr Va1,517. P, 171, JCDR. of od<.f er.J th. ....)J.. A R/W of r Mee. r•d Ner rA ,Ner. r,,a A••ev par W .5,7➢LL. P.04. JryPtC{{Wp Gfr.)ef •J r r pe,rr/•, e +rA•r'?F.°'-ris,tr PMAJE r2.°f :•A�A••irl ei:j ,•e rerlrbil,ii9r J• . r•J a .Ao• •. a�.•,. 2 A Jr r star, PROFEM:"L LAND St Toren V. 2t.0% SHEET I OF 3 ��L��1 4498'7 a_____ Sa R5J'Oa'E NORM LINE GOT b A lal, of .1C11ES RFR R!1<lJ0 /2T F Sj SEE Sp fA r t of J FOR CONO C; AAn OF A". SR REST'tCT10N M ROL.W. P. I7J. JMR ALAW THIS LIK. So 024.4 rr ` a 4ARAIrON ON RMFFT I Rgi'�i _. a '�aruTraN of rNFaF RUF•r, F,trR SEE :NEE7 1 Ct' J '\ 39(ED9AID TL207 4 04000 rL lox, )03 MOUNTAIN MEAD411'3 SUBDIVISION PRASE 2 A PLANNED COMMITY Located to the N.S. 114 4 S.F. 114 of Sec. 4. T.99 S., R. 1 E. , M.M. 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SHEET 2 OF 3 91E04AD TL2t0 4- OkeA rL 101,103 14987 0-V �" �►� Council Business Meeting Date: June 4, 2024 Agenda Item Approval of Resolutions 2024-15, 2024-17, and 2024- 18 Related to the Annual Budget Declarations for Property Tax, State Revenues, Ashland Services for FY 2025 From Mariane Berry, Finance Director Contact mariane.berry@ashland.or.us SUMMARY The City's biennial budget provides appropriations and expenditure authority for a two-year period. However, the Council must elect to levy taxes and declare that the City is eligible to receive and elect to receive state revenue sharing annually. Per Oregon Budget Law, the City Council is responsible for completing the approval process following the public hearing. POLICIES PLANS & GOALS SUPPORTED N/A BACKGROUND AND ADDITIONAL INFORMATION Resolution Levying Property Tax. The biennial budget for the City provides appropriations and expenditure authority for a two-year period. However, the Council must elect to levy taxes annually. The Council cannot levy an amount greater than what has been approved by the Budget Committee in either year of the biennium without going through a prescribed public process prior to beginning the biennium. The Resolution levies the tax at $4.2865 per $1,000 of assessed value and levies a tax for the repayment of the General Obligation Debt in the amount of $215,815 which is consistent with the Budget Committee's approval. Resolution Confirming Jurisdictional Qualification for State Subventions and Resolution to Receive State Funds. Council certifies that the City qualifies for subventions (revenues shared by the state) by resolution each year. In addition, Council adopts a resolution electing to receive an apportionment of the Oregon Department of Administrative Services General Fund revenues derived from taxes imposed as part of state revenue sharing. These are both necessary steps for the second half of the 2023-2025 biennial budget. FISCAL IMPACTS N/A SUGGESTED ACTIONS MOTIONS AND/OR OPTIONS I move to approve "Resolution 2024-15 Levying Taxes for the Fiscal Year July 1, 2024 through June 30, 2025," Such Taxes in the Levy rate of $4.2865/$1,000 Assessed Value Upon All the Real and Personal Property Subject to Assessment and Levy Within the Corporate Limits of the City of Ashland, Jackson County, Oregon. And the City Council also levies a tax for the repayment of General Obligation Debt in the amount of $215,815,"and I move to approve a resolution titled, " Resolution 2024-17 Certifying City of Ashland Services, "and I move to approve a resolution titled, "Resolution 2024-18 Declaring the City's Election to Receive State Revenues." REFERENCES & ATTACHMENTS 1. 2024-15 Resolution to Levy Taxes for the Fiscal Year July 1 2024 Through June 30 2025-aatf 2. 2024-17 Resolution Certifying City of Ashland Services-aatf 3. 2024-18 Resolution Declaring the City's Election to Receive State Revenues-aatf 4. Budget Meeting Minutes DRAFT 5.25.23 Page 1 of 2 �r Pane 904 of 141 Fatal" Council Business Meeting Page 2 of 2 Pane 905 of .141 1 z 3 4 5 6 8 9 10 11 12 13 14 15 16 17 20 2 24 26 2a RE SOLUTION NO.2024-15 A RESOLUTION TO LEVY TAXES FOR THE FISCAL YEAR JULY 1, 2024, THROUGH JUNE 30, 2025. THE CITY OF ASHLAND HEREBY RESOLVES AS FOLLOWS: SECTION 1. That the City Council of the City of Ashland hereby levies a tax upon all real personal property subject to assessment and levy within the corporate limits of the City of Ash] Jackson County, Oregon for general government purposes. SECTION 2. The City Council also levies a tax on all taxable property within the City of Ash as authorized for the repayment of General Obligation Debt. SECTION 3. That the City Council hereby declares taxes levied as follows: Bonded Debt Per S1000/Assessed Value General Fund - Operations S4.2865 2011 General Obligation Bonds $215,815 S215,815 SECTION 4. This resolution is effective upon adoption. This resolution was duly PASSED and ADOPTED this , 2024, and takes effect upon signing by the Mayor. SIGNED and APPROVED this S4.2865 day of Alissa Kolodzinski, City Recorder day of .2024. -Reviewc4 as to form: Douglas M. McGeary. Acting City Attorne,, Resolution No. 2024-15 Tonya Graham, Mayor Page 1 of 1 Panel 906 of'141 4 5 6 7 8 9 10 11 12 13 14 Z 24 25 26 27 28 RESOLUTION NO.2024-17 A RESOLUTION CERTIFYING CITY OF ASHLAND SERVICES RECITALS: A. ORS 221.760 provides that for cities located within counties having population over 100,000 to receive state revenues from cigarette, gas and liquor taxes, the City must provide four or more municipal services listed in the statute as set forth in this resolution. THE CITY OF ASHLAND HEREBY RESOLVES AS FOLLOWS: SECTION 1. The City of Ashland hereby certifies that is provides the following municipal services: • Police protection • Fire protection • Planning, zoning and subdivision services • Street construction, maintenance and lighting • Storm sewers • Water utilities • Sanitary sewer • Electric distribution SECTION' ?. This resolution is effective upon adoption. This resolution was duly PASSED and ADOPTED this 2024, and takes effect upon signing by the Mayor. day of Alissa Kolodzinski, City Recorder SIGNED and APPROVED this day of , 2024. Tonv_ a Graham, Mayor Reviewed as to form: Douglas . McGeary. Acting City Attorney Resolution No. 2024-17 Page 1 of 1 PanA gn7 of .i41 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 we RESOLUTION NO.2024-18 A RESOLUTION DECLARING THE CITY'S ELECTION TO RECEIVE STATE REVENUES RECITALS: A. The City must annually adopt a resolution electing to receive an apportionment of tl Oregon Department of Administrative Services General Fund revenues derived from tf imposed on the sale of liquor as part of State Revenue Sharing. B. The City must also confirm that it has no ordinance prohibiting the establishment of premises that requires a license for marijuana production, processing, or sales. C. A public hearing on the City of Ashland's election to receive State Revenues was held on Jui 4, 2024. THE CITY OF ASHLAND HEREBY RESOLVES AS FOLLOWS: SECTION 1. Pursuant to ORS 221.770, the City hereby elects to receive state revenues for fiscal year 2024-2025. SECTION 2. This resolution is effective upon adoption. This resolution was duly PASSED and ADOPTED this day of , 2024, and takes effect upon signing by the Mayor. SIGNED and APPROVED this Alissa Kolodzinski, City Recorder day of iew as to form: Douglas M. McGeary, Acting City Attorney Resolution No. 2024-18 Tonya Graham, Mayor Page 1 of 1 Pang# ?nR of 141 ASHLAND CITIZENS BUDGET COMMITTEE MEETING Minutes Thursday, May 25, 2023, 3:00 PM-5:00 PM Council Chambers,1175 E Main Street Call to Order: Chair Shane Hunter called the meeting to order at 3:00 pm. Roll Call Present Councilor Paula Hyatt Councilor Dylan Bloom Councilor Gina DuQuenne Councilor Bob Kaplan Councilor Eric Hansen (arrived 3:52 pm) Mayor Tonya Graham Absent: None Mike Gardiner Eric Navickas Andy Card Linda Peterson -Adams Leda Shapiro David Runkel Public Hearing Paul Mozina - Spoke about the increase in Fire Department calls statistics. He would like Chief Sartain to explain the increase in calls. Request that the Committee ask Chief Sartain to produce a report on why there in an increase in calls and put a footnote on the budget which requires a hard look at the increase in the call volume. Susan Hall - See attached comments. Ted Hall - Ashland High School baseball team won their first playoff game in years in Portland. The Team from Bend is coming to Ashland tomorrow and would like to spread the word so the community can show their support. North Mountain Park at 5:00 p.m. Parliamentary Procedure Review - Sabrina Cotta, Deputy City Manager provided a short presentation to review parliamentary procedures. She included how to make, amend and withdraw motions, object to procedure, and end debate. New Business Motion to Approve Property Tax Levy Linda Peterson-Adams/Gardiner Motion/second - I move to approve the property tax levy in the amount of S4.2865 per S1,000 of assessed value for fiscal year 2023-2024 and fiscal year 2024-2025 respectively, approve property taxes for the payment of general obligation principal and interest bonded debt in the total of S210,040 for fiscal year 2023-2024, and $215,815 for fiscal year 2024-2025. Discussion - DuQuenne asked the City Manager to explain what it means to levy taxes and what it consists of. Lessard explained that there are two components to the tax rate. First is the permanent tax rate, which is specified under Oregon State law which is S4.2865, as referenced in Panes gr1A of'141 the motion. In addition, there are some general obligation bond payments that have to be made. The tax rate for those two items, which are for fire station #2 for its construction is .0642 per $1,000 equaling a total tax rate of 4.3507. The permanent tax rate is capped. Roll Call Vote: Bloom, Card, Dahle, DuQuenne, Gardiner, Graham, Hyatt, Hunter, Kaplan, Navickas, Peterson -Adams, Runkel, Shapiro, YES. Motion passes. Peterson-Adams/Gardiner Motion/second - I move to approve the proposed budget for the 2023-2025 biennium as adjusted by staff's revisions and convey it to the City Council for adoption. Discussion - Peterson -Adams spoke about the balanced budget moves us closer to financial resiliency and sustainability. There are still challenges in funding critical needs, especially deferred maintenance on City facilities. Livability provides a triple bottom line of the economy, environment, and equity. It is here that the city strives to maximize the value to the community of the funds entrusted by the Community to manage and is a balanced budget. The City is continuing in a direction that values partnerships, prioritizes risk reduction, economic development and affordability, and championed by equity. Gardiner spoke about how the City is required to propose a balanced budget for review. For the last biennium, we've worked under a cloud of unfulfilled positions and unmet needs in a lot of areas. Improvements in this budget will fund necessary jobs in our city to create the services we need. Shapiro stated that she does not approve this budget. one of the top priorities that the citizens want is affordable housing. This budget does not address that in any substantial way. Would like to discuss what the budget includes and what it doesn't. DuQuenne stated she would like to make a motion to amend the motion. DuQuenne/Shapiro Motion/ second- I move that we adopt this budget upon the closing of Oak Knoll golf course. Discussion - DuQuenne spoke that it is her understanding that this budget was based on the townhall and the survey and the results from those show our constituents and the residents of Ashland have requested that the golf course be closed. She believes that Ashland is in need of workforce housing. This property is in city limits and lends itself to that. DuQuenne believes we can all work and play together. Shapiro spoke about how she looked at the numbers of the golf course. She researched the numbers and is struck by the loss of revenue each year. The City could do more to utilize that property. Gardiner stated that closing the golf course is under the purview of the Ashland Park and Recreation Commission. There's incoming revenue that the naysayers overlook and the expense of maintaining 80 acres of land if there is no revenue would be an issue. If you shut the golf course down, it doesn't mean there isn't long term maintenance on that property. Navickas spoke that the issue of affordable housing is of great concern. Putting parks assets up against the value of attaining affordable housing is disingenuous. The City is already looking at selling surplus properties. Those funds could be earmarked for affordable housing. He doesn't see closing the golf course and putting up housing as a benefit, especially when it comes to irrigation. He supports all park assets and that's what we need to support. Bloom concurs with some of the golf course concerns are. The wording of the amendment is not under the purview of this body. Shapiro agrees they don't have the authority to close the golf course but they can vote Pane gin of �41 not to fund the golf course. Peterson -Adams called to question. Chair Hunter stated he would like to vote on the amendment. Graham asked the amendment be repeated so they know what they are voting on. DuQuenne agrees with Shapiro that the Budget Committee cannot decide on closing the golf course but can decide on not funding them. Hyatt called point of order. They need to vote on the motion on the floor. DuQuenne withdrew her motion. Hunter agreed. DuQuenne/Shapiro Motion/ second - 1 move that we do not fund the $941,000 to Oak Knoll Golf Course. Discussion - DuQuenne reiterated that this motion is a result of the outcome from the townhall and survey. Shapiro stated this discussion should have happened months ago. Peterson -Adams called a point of order saying this is a policy discussion. Hunter explained that in the past the budget has been reduced for specific items. Bloom asked if anyone from APRC is here to talk about the implications of closing the golf course. Rachel Dials, Interim Parks Director, spoke about how closing the golf course would be unfortunate for the community. There are already CIP funds budgeted to look at irrigation and the potential for other recreational activities. A RFP just closed to see if a private company could take over the golf course operations. Graham asked that because APRC is the governing body of the parks, to what extent does the APRC have to adjust the spending on? We are talking about a line -item level. But when the budget is appropriated, it is not by line -item level. Cotta spoke that yes, when the budget is appropriated it is up to the department to determine how to spend the funding. Lessard added that the $941,000 being discussed does not include CIP, employees, PERS etc. It is operational funding only. Staff needs a few minutes to gather information on the other remaining numbers. Navickas asked how much it is to play golf as compared to other regional golf courses. Dials responded it is anywhere from $5 to $25 depending. She also reminded the committee that the golf course is also used as a neighborhood park and they are in the middle of rehabbing the greens. Graham spoke about the importance of affordable housing and how to leverage opportunities but closing the golf course is going to create more of a delay than it would help. She does not think it is up to this body to make that decision. The City Council is already having a discussion about housing. Navickas brought up the issue of equity. Providing equitable opportunities for people is what the parks are for. We need to protect these assets. Lessard said the total general fund appropriation for golf is over 1 million dollars plus the CIP funds. This represents three full-time employees along with temporary employees that would be eliminated. There would be not property management funds for the 74 acres going forward. Gardiner spoke about how he is not going to vote for this amended as there is no path for the APRC to manage the land with no funding. Roll call vote: Bloom, Card, Dahle, Gardiner, Graham, Hyatt, Hunter, Kaplan, Navickas, Peterson -Adams, NO. DuQuenne, Runkel, Shapiro, YES. Motion fails 10-3. Runkel/DuQuenne motion/second - I move to amend the budget by deleting $133,917 from the personnel services line in the tourist fund budget and then move this money to the material services line in the tourist fund budget increasing that line to $2,456,593. Lessard clarified that would eliminate the City's Communication Officer position. Pant- 911 of'141 Discussion - Runkel spoke about how we need to spend the money better on campaigns to bring people to Ashland. He indicated that that tourists are not staying as long in Ashland as they used to due to OSFs limited play schedule. The funds would be moved to eliminate the communication to local residents and focus on bringing out-of-town tourists. We need to make a big effort to bring people to town. DuQuenne spoke that now that she understands what Runkel's position is, she is going to withdraw her second to his motion. She agrees we need to support Travel Ashland but not at the expense of a staff position. Shapiro spoke that she sees the need to cut the budget but wants those cuts to go to housing. Motion denied. Runkel/Navickas motion/second - I move to delete the funds for two additional police officers from the personnel services line of the Police Department budget. Discussion - Runkel spoke about how in the past the Police Chief spoke of the need for more officers due to more tourists coming to Ashland. As there is a decline in tourism, there is not a need for more officers. We need to cut the budget and this is one way of doing that. Navickas spoke that the issue of homelessness is a serious issue in this community especially with fire season coming up. Instead of putting that money into policing those funds could go to homeless services which could do more to address the problems that we have. The interagency agreement with Talent works well in that when Ashland is understaffed, Talent police officers can fill in. The priorities of providing homeless services is higher. Hyatt clarified that the agreement with Talent is one direction only. Ashland provides patrol officers, training opportunities, and detectives but Talent does not provide Ashland with anything. Police Chief O'Meara stated that Talent does not provide staffing for us, we provide staffing on an as needed basis. Graham wanted to confirm that the motion is to eliminate that figure, not to move the funds elsewhere. Runkel confirmed that is the case. Navickas/Shapiro motion/second - I amend the previous motion to take the cuts from the police department and move them to unfunded homeless services. Discussion - Kaplan asked what the number is for two officers. Runkel stated he did not have the exact amount. Chief O'Meara said it was about $300,000 for two police officers. Card asked the Chief to clarify which officers would be impacted by this decision and what are their roles. O'Meara responded that the goal is to get back to a staffing situation where they would have a school resource officer and be able to staff a supervisor and four officers on each patrol shift. That way if one if one is sick, on vacation or at a training the minimum staffing would be three officers, that way officers could respond to two critical situations at a time. Currently we can only respond to one critical incident at a time. Bloom pointed out that in the survey 31% of respondents wanted to add those positions and 25% of respondents wanted to add four positions. Shapiro asked while this would save us $300,000 approximately, would it affect overtime costs? O'Meara responded that it might. The more bare bones the staffing is, the more overtime we are likely to Incur. Hyatt asked for clarity on the current motion and the overlying motion. The current motion is asking to shift funds and the other motion's goal is to cut funds and reduce expenses. Hunter stated he would like to vote on the motion to shift the funds from police to houseless resources. Roll call Panes 91 ? of A41 vote: Bloom, Card, Dahle, Gardiner, Graham, Hansen, Hyatt, Hunter, Kaplan, Peterson -Adams, DuQuenne, Runkel, Shapiro, NO. Navickas, YES. Motion fails 13-1. Hunter stated that we are now back to the motion to eliminate funding for two police officers. He asked for any more discussion. Runkel added that the population is not growing. It's been at the same level for the 21 years he has been here. We need to find some way to save money and this is one way to do it. Hyatt spoke about how they were provided a list of items that have not been able to happen due to short staffing levels. That includes no downtown patrol, no assigned traffic enforcement officer, limited detectives, no cadets or park patrol, no job specific training, which puts us in a liability situation, and no fingerprinting. Staff have had to be on extra patrol for longer periods of time, there is less community policing, less getting out of cars and interacting with the public, no area command meetings, no sergeants meetings, less ability to take time off, and fewer officers per shift, resulting in less proactive enforcement. O'Meara confirmed that every item on the list has been a deficiency because of lack of staffing over the last four years. Hansen added that APD has lost a couple officers recently and it seems as though the Police Department is stressed out. O'Meara confirmed that in 2020-2021 four or five seasoned veteran officers not ready for retirement left law enforcement altogether which is highly unusual. Navickas stated he is going to support Runkel's motion because we are using the wrong tool to address a complicated issue of poverty. Expecting the police to manage such a complicated problem is not the correct tool. As a community we need to figure out how to address this issue. Hunter called for a vote for the amendment to remove the funding for two police officers from the budget. Roll call vote: Bloom, Card, Dahle, Gardiner, Graham, Hansen, Hyatt, Hunter, Kaplan, Peterson -Adams, NO. DuQuenne, Runkel Navickas, Shapiro, YES. Motion fails 10-4. Runkel/DuQuenne motion/second - I move to delete funds for two of the four additional EMT's in personnel services line of the Fire and Rescue department's budget. Discussion - Runkel stated that the budget increases the Fire Department by six individuals with the two that were added last week. He does not believe we have the money for this. The Fire Chief wants four additional EMT's and he suggests we get along with two of them. DuQuenne stated she agrees with Runkel in that this is an opportunity for savings. Bloom spoke that we do have the money in the budget. We spoke earlier about having an aging population and suggest people watch the Fire Chief's presentation on missed call volume. He hopes no one in this town calls for help and no one is there for them. Graham asked Lessard if this set of four is the business model around our EMC and Fire Service medical service. Can he explain what happens if we cut it in half? Lessard responded that this business model is for four teams, and we are only hiring for half that amount. We can cut our EMS call volume. There are approximately 950 fire calls and four times as many in EMS calls. When we pull firefighters on to EMS calls, that means they are not available to fight fires. Our service area is much larger than the city. The business model allows us to cap the growth in EMS calls and enables us to keep our firefighters in Ashland available for fire calls. This is a priority for the city because it means that they're better prepared to address fire issues and better prepared to address EMS calls and meet the Council's overall goal of improving emergency services. Hansen stated that this business model is similar to Mercy Flights and although the Pane 913 of A41 projections are fuzzy for the income, it is assured that there's going to be some cost recoup, if not some additional revenue. This is an essential service for Ashland and the additional 65 square miles in Southern Oregon that will have this EMS service. Hyatt stated that the Council already approved this plan to go forward with the goal of keeping our fire fighters in the area. The city's ISO rating is down and the businesses in the area are very concerned that it will impact their ability to get insurance. These EMT's help us do our part with regard to our fire department and take an actional step toward a better ISO score. Hyatt has been that family where no was available when called and you don't want to be that family. Dahle spoke that he understands the Budget Committee wants to look for certain answers to difficult problems but we asked our departments to bring new ideas to try. This model may not work perfectly but he is interested to see if it will work in some form, and you don't cut funding before you even get started. Roll call vote: Bloom, Card, Dahle, Gardiner, Graham, Hansen, Hyatt, Hunter, Kaplan, Peterson -Adams, Navickas, NO. Shapiro, Runkel, DuQuenne, YES. Motion fails 11-3. Shapiro spoke about a previous finance director, Allison Chan, who said it was improper to budget a grant until it was received and from what she understands, that is the process that we're currently doing. The Parks Department has an $8,000,000 grant in its budget with no identifying funding source for the pool. According to Chan's directions, both this grant and the matching expenditure should not be appropriated at this time but be submitted as a supplemental budget item when the funds are received. Shapiro/Bloom Motion/second -I moved that the $8 million in the budget not be appropriated at this time and removed from the budget. Discussion - Bloom there needs to be much more clarity and APRC needs to come forward with a plan. If you're going to ask for money, have a plan. Graham spoke that the structure of this relationship between the Council and PRC is that the Council is the is the body that takes on debt, so there isn't a circumstance where APRC would go and be even be able to take on this additional $8,000,000 without coming back to the Council for approval of the debt issuance. In conversation with APRC there is also a larger community conversation that will come about before the Council will ever see a request for debt issuance. There isn't a reason for us to hold it back when the Council will have the ability to make that choice. Shapiro responded that she understands Graham's point, however from the accounting/financial point of view there is a correct process. We are not to record and grant an instrument of funding that is not already received. Graham asked staff about debt issuance. There are other items in this budget that are assumed we will go out for debt, but we may receive some sort of grant that would then offset some amount of that debt. So what we're seeing here with parks is nothing different than what we see with many of the other capital processes. Sabrina confirmed that is correct. Hyatt spoke that we may have a motion confusion issue. The understanding is from Mr. Lissard and from our Finance Department is that this $8,000,000 is not a grant. The motion says it's improper to budget a grant until received, but this is not a grant, so the motion doesn't pertain to how this is reflected in this budget. When we vote, we vote on what is in the budget. Shapiro asked staff to look in the budget to see where the $8 million is as they have talked about it before. It's perfectly feasible when it is received there is supplemental budget adjustment. Dahle clarified that the $8 million is delineated as potential Pane 914 of '141 debt revenue. Even if we approve this budget as is, that line item in order to actually issue the revenue bond for that debt would need to come back before Council. Motion withdrawn. Runkel/Hyatt Motion/second - I move to encourage Council to consider a charter amendment to abolish the Ashland Municipal court and transfer its functions to the Jackson County Justice Court to handle traffic tickets and municipal code violations. This is because there is just over S1,000,000 for operations of the Ashland municipal court and projected revenues of $350,000 and an operating expense of $650,000. Discussion: Hyatt spoke that this is an opportunity for the Council to consider this idea which has been suggested previously. Graham spoke that normally she would agree however this Council has priorities such as affordable housing, homelessness, and climate issues that are stacking up on the agenda and she would not be very interested in putting this topic into the mix at this point. Graham thought it is something that Council can take up at an appropriate time in the future but given that the community policing value puts the need to keep our court in, this Community makes me think that it's likely that we would come out the other side of that deciding to keep the court anyway. Shapiro spoke that of all the amendments of cost cutting, this one makes the most sense. It would allow us to come back to the priorities of affordable housing. The budget does need to be cut but think that affordable housing is such a high priority that if we're going to be getting over 51,000,000 back here that we might consider moving it into the affordable housing budget. Bloom asked if this motion restricted the Council to review this in a certain period of time? Lessard responded that there is no time limit based on the current motion. Gardiner asked if the Council decided to eliminate the courts, is there still a cost to the city to process that function? Lessard responded that he does not believe you can eliminate the total cost of the court. It depends on if the County would take on some of those cases and then Municipal Court would have a reduction of costs. This is an item staff would have to do some research and evaluation and come back to Council with some alternatives. Hyatt reminded everyone that the nature of the request is to consider a charter change. This would be a lengthy discussion and would go before the voters. There will be time and space for significant analysis. Runkel reread the motion, 1 encourage the City Council to consider a charter amendment to abolish the Municipal Court and transfer its functions to the Jackson County Justice Court which handles traffic tickets and municipal code violation cases. As the County already does this for Talent, Pheonix, Jacksonville, Central Point, and Shady Cove. Roll call vote: Peterson -Adams, Bloom, Hansen, Hyatt, Hunter, DuQuenne, Shapiro, Runkel, YES. Navickas, Kaplan, Graham, Dahle, Gardiner, Card, NO. Motion passes 8-6. Runkel/DuQuenne Motion/second - The future of AFN is on the table and would like to encourage the City Council to move quickly on that and hold off on the $1.2 million in the capitol line of AFN's budget until some decision is made about the future of AFN. Discussion - Runkel spoke that if it is going to be discussed as the budget document says he suggests we forward on that quickly and hold off on any major capital expenditures on AFN until that decision is made. Gina spoke that she will support that discussion. They are talking about a large amount of funding and would like to have a deeper discussion regarding AFN. Bloom spoke that his understanding is that Council did discuss this and directed AFN to go forth and conquer Pane 91. of Ul big telecoms. Shapiro agreed with Bloom that it has been discussed many times and the money is there to go ahead. Graham spoke that the discussion that was had by Council is that AFN was to move forward with the pilot process and see how it works. This is a policy decision around the major infrastructural system of this community. And it belongs to the Council and Council has already set that direction. As a reminder that money is coming from the AFN fund balance so even if it is saved, it would not become money available for the general fund. Kaplan agreed this was already discussed at Council but thought the direction was for AFN to come up with a plan. Lessard spoke that the understanding is that AFN would come up with a plan and go forward. Dahle added that even though it has already been discussed by Council he would like further discussion. Lessard responded that staff will come back to the Council with contractual items in order to implement the plan and that would tie to the technical aspects of the plan in terms of equipment, installation, and location. Runkel explained that he brought forward this motion in response to the budget documents which state to assist Council in deciding the future of AFN. Lessard clarified that the language means we are going to do a pilot program so we can determine whether the marketability and the financials underpinning a full rollout would be adequate for the Council to decide to go for the full Implementation of the updates to the plan. It will take us two years to do the pilot program and then staff will come back to Council with a final program or recommendation for full implementation of extending fiber throughout the entire city. Runkel withdrew the motion. Navickas/Runkel Motion/second - I move that we remove one of the police officers from the budget funding from the fee side of the equation, the public safety support fee. Discussion- Navickas spoke that the intent is to bring up the public safety support fee that is funded through the fee side. This happened during a time when the business community was upset about the change in atmosphere in downtown and there was an effort to hire five police officers. The Council raised the tax rate and hired a police officer and used the utility fee to hire a second police officer. What we should not be doing in budget is putting operational expenses of the general fund on to people's utility bills. There is an opportunity to remove that fee and not hire one of these police officers and respond to the community who is complaining about excesses fees on the utility bills. Bloom asked staff if the public safety fee could be used for a police officer or firefighter. If this motion passes, a firefighter could be cut instead of a police officer. Shapiro spoke that when the fee first passed it was to hire new police officers. The fee does not go directly to police officers, it simply goes into the general fund. It is not restricted. Those fees do not go anywhere except to the general Fund and then we do the budget, they go to where we tell them to go. Navickas spoke that there is a direct nexus between the two. The cost is for one police officer and is called out on your utility bill as a public safety utility fee. The intent is to remove the fee that is funding the general fund. Lessard spoke that if we eliminate the fee, we will have to cut the budget somewhere. It is a general fund revenue but it's based on emergency services. Is the motion to eliminate a position or the funding because if it's the funding we will have to cut the budget. The amount is $440,000 that we would have to reduce the budget by. Navickas spoke that the intent is to let future councils know that this is not the way to address our general fund operations by putting this cost into fees. Kaplan spoke that he supports the philosophy behind the motion but is concerned about regressive revenue needs and a per household fee. Fees are not a Panes 91 R of *141 preferred way of raising revenue to meet our general fund obligations, and that's one of the reasons why he is enthusiastic about the revenue study. Roll call vote: Kaplan, Graham, Dahle, Gardiner, Card, Peterson -Adams, Bloom, Hansen, Hyatt, Hunter, DuQuenne, Shapiro, No. Navickas, Runkel, YES. Motion fails 12-2 Bloom calls to question the original motion given there is only ten minutes left in the meeting. Peterson -Adams withdraws the original motion. Hyatt/Bloom Motion/Second - I move to approve the proposed budget as adjusted by staff's revisions and include a review of the Ashland municipal court and convey this recommendation along with the budget to the City Council for adoption. Roll call vote: Bloom, Card, Dahle, Gardiner, Graham, Hansen, Hyatt, Hunter, Kaplan, Navickas, Peterson -Adams, YES. DuQuenne, Runkel, Shapiro, NO. Motion passes 11-3 The meeting adjourned at 5:00 pm. Panes 917 of W �" %�►� Council Business Meeting Date: June 4, 2024 Agenda Item Public Hearing - Termination of Electric Service From Alissa Kolodzinski, City Recorder Contact alissa.kolodzinski@ashland.or.us SUMMARY Per AMC 14.02 Utility Systems - Customer Accounting Policies, a utility's customer can request an appeal of termination action. POLICIES. PLANS & GOALS SUPPORTED Chapter 14.02 UTILITY SYSTEMS - CUSTOMER ACCOUNTING POLICIES Specifically, 14.02.090 Appeal of Termination Action A. Any customer may appeal the City's decision to terminate service or its refusal to restore service, by submitting a written appeal stating the reasons for the appeal to the City Recorder, Ashland City Hall, during business hours. B. Upon receipt of the appeal, the City Recorder shall notify the Utility office, and if the service has not been terminated, the City shall not terminate service until after the matter has been acted upon by the City Council. C. The City recorder shall present the appeal to the City Council at its next regular meeting, giving notice to the customer of the date, time and location of the proposed hearing before the City Council. The decision of the City Council shall be final. BACKGROUND AND ADDITIONAL INFORMATION Attempts made by Utility Billing to collect payment; First attempt: the past due balance is listed on each bill. General notices were sent in the April and May newsletters notifying customers that Delinquent Processing was beginning in April with payment plan options upon customer request: $500-$1,000-6 Months $2,000-$4,000-18 Months $1,000-2,000-12 Months $4,000 & up-24 Months Second attempt: 5/15/24 an automated call out notification was successfully processed to the phone number Utility Billing has on file. It is the customer's responsibility to ensure Utility Billing has the correct contact information. Outgoing Voice Message Delivered: You have an important message from the City of Ashland, Oregon regarding your utility account. This message is to advise you that customer # 49741, account number # 4442 has a past due balance of $8,277.85. Please take action now to bring your account current. For payment options please visit our website at Ashland.or.us/utilities. Third attempt: 5/22/24 In accordance with AMC 14.02.060, the City attempted to contact the person in possession of the residence and delivered the Notice of Deli nquency(attached). This notice provides instructions that payment or contact must be received within 3 calendar days, or services may be disconnected 7-10 days after the date of the notice. This notice provides assistance agency contact information as well as information to the resident if they are physically disabled, with the requirement to provide a letter from a physician and an agreement to pay. Fourth attempt: 5/29/24 In accordance with AMC 14.02.060, immediately prior to termination of residential service, the City attempted to make personal contact to advise the resident of the proposed action. The service Page 1 of 2 I�r Panes 91 R of :i41 rn Council Business Meetiiia person first visited the property at 10:40 am and was not able to reach anyone. Then returned at 11:53 am and attempted to reach someone again. The service person called the phone number on the account and was unable to reach the resident. The service person then disconnected the service and left a second Notice of Delinquency form alerting the customer the service had been disconnected. FISCAL IMPACTS SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS REFERENCES & ATTACHMENTS None Pace _' of Panes ?I P of ,141 ��•, Council Business Meeting Date: June 4, 2024 Agenda Item Shelter Goals From Mayor Tonya Graham Contact SUMMARY In preparation for the beginning of the Ad Hoc Committee process to develop a facility master plan for the property at 2200 Ashland Street, Mayor Graham is requesting that the Council adopts a set of overarching goals for the property. Proposed Goals: • Provide immediate safety during severe weather for Ashland residents who are experiencing homelessness • Support economic development and public art efforts that build, energize, and beautify south Ashland, which welcomes visitors as a gateway to the city. • Provide a pathway to long-term housing for Ashland residents who are experiencing homelessness • Support wider community goals, such as emergency management, social equity and racial justice, and climate action. POLICIES, PLANS & GOALS SUPPORTED BACKGROUND AND ADDITIONAL INFORMATION FISCAL IMPACTS SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS I move approval of the community goals for the 2200 Ashland Street property. REFERENCES & ATTACHMENTS None Page 1 of 1 PanA . n of 141 or ` Council Business Meeting Date: June 4. 2024 Agenda Item Community Center and Pioneer Hall Construction Contract From Scott Fleury, Director Contact scott.fleury@ashland.or.us SUMMARY As established in Ashland Municipal Code (AMC) (2.50), the City Council acts as the local contract review board ensuring proper procurement procedures are utilized by staff in procuring services for the City of Ashland. Before the Council this evening is a request to approve a public improvement contract with Outlier Construction LLC. to perform rehabilitation and improvement work on Pioneer Hall and the Community Center. The project has been approved and budgeted for in the 2023-2025 biennium. Bids were received May 14th from two contractors with Outlier Construction providing the cumulative low bid of $1,722,490, which includes all applicable alternatives construction options developed through the design phase and coordinated through the City Council (please see Attachment #2). If the contract is approved staff will work with the contractor to develop a schedule to perform onsite activities during the second half of 2024 and first half of 2025. POLICIES, PLANS & GOALS SUPPORTED City Council Goals. Visions and Values: . Public Safety. • Quality infrastructure and facilities through timely maintenance and community investment. Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life cycle costs. • Deliver timely life cycle capital improvement projects. • Maintain and improve infrastructure that enhances the economic vitality of the community. • Evaluate all city infrastructure regarding planning management and financial resources. BACKGROUND AND ADDITIONAL INFORMATION Pioneer Hall and the Community Center have been serving the citizens of Ashland for numerous years. Over that time, they have seen multiple improvements and rehabilitations, some major, to keep them in serviceable condition. Unfortunately, with continued age and updated building code requirements the buildings were taken out of service in late 2021 as the liability to the City for the buildings continued use was deemed to be unacceptable (please see Attachment #4). Since that time engineering work has progressed to address the structural deficiencies of the buildings as well as improving the buildings in alignment with the City Council and previously formed Ad Hoc committee recommendations. Invitation to Bid and Bid Process As required by AMC and State Codes based on the estimated construction cost for the project. a formal competitive solicitation was required for the bidding process. The ITB structure was developed to align with previous conversations and recommendations from staff and the Council to have alternative additions outside of the base bid structural modifications required to reopen the facilities for public use. This structure was developed to provide a better understanding of what and how many prioritized additions could be included in the rehabilitation project given budget constraints. As a reminder, Council recommended resolving the major Paee 1 of 3 Panes 2? 1 of '141 �" �� Council Business Meeting structural issues including live and dead load conditions for the roof and floor structures along with improving American's with Disabilities (ADA) access throughout both buildings. Lastly, in discussion with the Engineer for the project and local contractors it was determined a best practice would be to include a placeholder amount in the bid to account for issues that could arise within both buildings during the structural retrofits. This reserved amount would be available to cover single/multiple tasks as approved by the engineer and staff to resolve issues that may arise during rehabilitation. The Invitation To Bid (ITB) for the Community Center and Pioneer Hall Rehabilitation Project was posted on OregonBuys, Oregon's procurement network on March 19, 2024. Notice was given in the Daily Journal of Commerce and placed on the City's website the following day. Bids were received and publicly opened on May 14, 2024, with two contractors submitting bids. Both bids were deemed responsive and contained the required bonds, documentation, and acknowledgements. Bidding information is shown on the attached bid summary form (Attachment #1). FISCAL IMPACTS The Community Center and Pioneer Hall Rehabilitation project is an identified item in the Capital Improvement Plan and appropriations were approved for the 2023-2025 Biennium Budget. There is $2.3 million in capital outlay allocated to the Facilities Fund for improvement to both structures along with allocations for deferred maintenance and other capital project needs. The low cumulative bid was provided by Outlier Construction Inc. see table 1 below. The bid item #1 resolves all the major original structural issues (roof/floor) and improves internal ADA access including new restrooms and front ramp. The remaining bid items are the alternative additions which can be combined into the following categories: 1. ADA Improvements-$28,440 (2, 5) 2. HVAC Upgrades-$205,400 (13, 14) 3. Facility Beautification and Improvement-$88,100 (3, , 6, 7, 8, 10, 12) 4. Additional Structural-$62,850 (11) 5. New concrete walk between buildings and drainage-$33,700 (9) Table 1: Outlier Construction Inc. Cumulative Bid Pace 2 of 4 W, I/r Pane 999 of �41 Council Business Meeting # Description Work scope for Pioneer Hall and the Community Center as described in the i bid documents S 2 (A) Alternative Community Center - ADAAccessibleKitchenandLighting (A-1) Alternative Community Center- Quartz Countertop and Racksplash in 3 Kitchen (8) Alternative Community Center - Paint Exterior Siding and Trim at Front 4 Elevation 5 (C) Alternative Community Center- Stage Ramp 6 (D) Alternative Community Center- Refinish Wood Floors (E) Alternative Community Center - Paint Existing Interior Walls, Doors, and 7 Trim 8 (F) Alternative Community Center - Carpet Tiles at Offices 9(G)AlternativeCommunityCenter- HardscapesandStormwater (H) Alternative Community Center -Paint Entire Exterior Siding and Trim (if 10 this alternative is selected, altemative Bwill not be) (1) Alternative Community Center -Concrete Stem Wall Around All Other 11 Perimeter Walls Per Sheet S1.10 and Details 2/S5.10, 3/SS.10and 4/A8.00 12(1) Alternative Pioneer Hall - Paint Interior Walls Alternative - Provide HVAC System forthe Community Center as Described 13 in the Drawings and Specifications Alternative - Provide HVAC System for Pioneer Hall as Described in the 14 Drawings and Specifications Discovered work, additional work caused by unintended, unavoidable damage created while performing the identified scope of work and additional work arising from regulatory requirements which have not been 15 fully described AlternaoveTotaI Grand Total Outlier 1.054,000 17,700 4,800 3.500 10,740 17,400 18.900 5,100 33.700 11,9D0 62,850 30,000 110,300 95,100 $ 250,000 r$ 671,990 S 1,725,990 SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS ALTERNATIVE OPTIONS Do Nothing — Pioneer Hall and the Community Center are not currently available for use to the citizens of Ashland. The option to do nothing postpones the decision to improve, replace or tear down the facilities, which will in the meantime remain unusable. Pursue all Alternatives — See the list of Alternatives (for clarity, options 10 and 4 are mutually exclusive and this option would include 10 and exclude 4). Contract Value for this option would be $1,722,490 Choose Alternatives — Council chooses to only pursue a subset of the alternatives included in the bid schedule. The contract value for this option would be determined by the selections chosen. SUGGESTED NEXT STEPS Next steps include issuing a notice to proceed after award of contract and coordinating the schedule of work activities with Outlier Construction LLC. Notification in the City Newsletter will be issued in June. Community Development has already been consulted on this scope of work. No planning action was deemed necessary and permitting will be coordinated by Outlier Construction LLC. Staff will continue to work with the City's Communication Officer about posting appropriate information on the City*s website to update the public on when construction activities will be occurring. ACTIONS. OPTIONS & POTENTIAL MOTIONS • I move to award a public improvement contract to Outlier Construction LLC for Project No. 2020-15 and 16 Community Center and Pioneer Hall Rehabilitation including all bid schedule alternatives except 4, in the amount of $1,722,490. Paee = of 43 Panes ?9'l of '141 ralCouncil Business Meeting • I move to award a public improvement contract to Outlier Construction LLC for Project No. 2020-15 and 16 Community Center and Pioneer Hall Rehabilitation including only a subset of bid schedule alternatives. • I move to deny the contract with Outlier Construction LLC and request Public Works perform a new solicitation for the Project No 2020-15,16 Community Center and Pioneer Hall Rehabilitation REFERENCES & ATTACHMENTS 1. Attachment #1 - 20240514 2020-15,16 Bid Summary Final 2. Attachment #2 - Outlier Construction LLC Bid 3. Attachment #3 - Outlier Construction LLC Bid Schedule Alternatives 4. Attachment #4 - City Attorney Memo to Council November 2021 5. Attachment #5 - Community Center & Pioneer Hall Decision History Memo(5-2024) Pace 4 of 4 9 IF� Panty 294 of'141 CITY OF ASHLAND - ENGINEERING DIVISION SUMMARY OF PROPOSALS Project: Pioneer Hall and Community Center Rehabilitation Corrected Engineer's Estimate: Not Available Project No.: 2020-15,16 No of Addenda: 3 Date of Bid Opening: May 14, 2024 at 2:00 PM Name of Bidder & Adroit Construction Co., Inc. Outlier Construction LLC Address 185 Mistletoe Road 2870 Nansen Drive Ashland OR 97520 Medford OR 97504 All Alternates Bid Yes Yes (Including 15 amount) Yes/No Base Bid $954,500 $1,054,000 (Line 1) Total Value of $840,000 $671,990 Alternates (Grand Total) ($1,794,500) ($1,725,990) Name of Bonding Co. Western Surety Liberty Mutual Amount of Bid Bond. 10% 10% Nos. of Addenda Acknowledged 3 3 (should be 3) Completed & Signed Bid Form Yes Yes (including subcontract disclosure) Responsive Bid? Yes Yes Page 225 of 341 Clix OF ASHLAND /i BID AND BID SCHEDULE NAME OF BIDDER Outlier Construction LLC CONTACT Ryan Beugli ADDRESS 2870 Nansen Drive CITY Medford STATE OR ZIP 97504 TELEPHONE NO. 541-292-6367 FAX NO. 541-494-0038 EMAIL ADDRESS cyan cnt_,outlierbuilt.com To the Honorable Mayor and City Council City Hall City of Ashland 20 East Main Street Ashland, Oregon 97520 In response to the City of Ashland's Invitation to Bid, this Bid is submitted as an offer by the undersigned to enter into a contract with the City of Ashland for furnishing all permits, labor, tools, machinery, materials, transportation, equipment and services of all kinds required for, necessary for, or reasonably incidental to, the completion of all the work in connection with the Community Center and Pioneer Hall Rehabilitation Project Nos 2020-15 and 2020-16 (hereinafter "Project") for the City of Ashland, Oregon, as described in the contract documents, including the general conditions, all applicable special provisions, plans, specifications or any supplemental documents. This offer is subject to the following declarations as to the acts, intentions and understandings of the undersigned and the agreement of the City of Ashland to the terms and prices herein submitted. l . The undersigned has familiarized itself with the nature and extent of the Contract Documents, the project work, the site, the locality, the general nature of work to be performed by the City or others at the site that relates to the project work required by the Contract Documents, local conditions, and federal, state, and local Laws and Regulations that in any manner may affect cost, progress, performance, or furnishing of the project work. The undersigned has obtained and carefully studied (or assumes responsibility for obtaining and carefully studying) examinations, investigation, exploration, tests, and studies which pertain to the conditions (subsurface or physical) at or contiguous to the site (including without limitation utility interference) or otherwise and which may affect the cost, progress, performance, or furnishing of the project work as Contractor deems necessary for the performance and fiu•nishing of the project work at the Contract Price, within the Contract Times, and in accordance with the other terms and conditions of the Contract Documents; and no additional or supplementary examinations, investigations, explorations, tests, reports, or similar information or data are or will be required by Contractor for such purposes. Panes 996 nf 141 3. The undersigned has notified the City of any conflicts, errors, ambiguities or discrepancies discovered in the Contract Documents. 4. A mandatory pre -bid meeting will be held. The meeting will take place at 10:00 am on April 9th, 2024 starting at 51 Winburn Way in Ashland. All statements made by the Contracting Agency's representatives shall be non -binding upon the Contracting Agency unless confirmed by written addendum. 5. It is understood that the City shall investigate and determine the qualifications of the apparent low responsive bidder prior to awarding the contract. The City shall reject any bid by a nonqualified or disqualified bidder. The City of Ashland reserves the right to reject for any good cause any or all bids, waive formalities, or to accept any bid which appears to serve the best interests of the City. The City reserves the right to reject any bid not in compliance with all prescribed public bidding procedures and requirements and may reject all bids for good cause upon a finding that it is in the public interest to do so. Evaluation of bids will be based on minimum requirements established by the specifications and compliance with conditions of the Notice to Contractors and Invitation to Bid, and compliance with City public contracting rules. Additional evaluation criteria are as follows: Demonstrated previous experience with a similar scope of work. Please see paragraph 6 below. 6. As Pre -qualification the bidder shall submit a list of at least three (3) previous projects of a similar scope to that described in this ITB as pail of their bid package. 7. The deadline to file a written protest or request, pursuant to the Instructions to Bidders to change contract terms, conditions or specifications is not less than ten l0 calendar days prior to bid opening. Bid closing may be extended by the City to consider a protest or request. 8. All of the contract documents, including all plans, specifications, and drawings have been examined and an examination of the site of the proposed work, together with such investigations as are necessary to determine the conditions to be encountered have been made by the undersigned and the terms and conditions of the contract and solicitation documents are hereby accepted, and that if this Offer is accepted, the undersigned will contract with the City of Ashland, Oregon, in a form substantially similar to that attached Agreement and agree to be bound to the terns and conditions of said contract and solicitation documents. 9. It is understood that the contract drawings may be supplemented by additional drawings and specifications in explanation and elaboration thereof and, if they are not in conflict with those referred to in paragraph I above, they shall have the same force and effect as though they were attached, and they shall be accepted as part of the contract when issued. 10. The undersigned agrees that upon written acceptance of this bid s/he will, within ten working days of receipt of such notice, execute a formal contract agreement with the City. The undersigned further agrees that s/he will provide the following in order to execute the contract: • Bonds as described in Exhibit E • Insurance as described in Exhibit C • Certificates of Coverage for Workman Compensation and unemployment insurance. • All other bonds, permits, licenses, information, etc. as required in the contract documents. • A checklist of submittals is provided for guidance within this ITB. 11. It is understood that all the work will be performed under a lump sum or unit price basis and that for the lump sum or unit price all services, materials, labor, equipment, and all work necessary to complete the project in accordance with the plans and specifications shall be furnished for the said lump sum or unit price named. It is understood that the quantities stated in connection with the price schedule for the Panes 997 of'141 contract are approximate only and payment shall be made at the unit prices named for the actual quantities incorporated in the completed work. If there shall be an increase in the amount of work covered by the hrmp sum price, it shall be computed on a basis of "extra work" for which an increase in payment will have been earned and if there be a decrease in the lump sum payment, it shall be made only as a result of negotiation between the undersigned and the Owner. Furthermore, it is understood that any estimate with respect to time, materials, equipment, or service which may appear on the plans or in the specifications is for the sole purpose of assisting the undersigned in checking the undersigned's own independent calculations and that at no time shall the undersigned attempt to hold the Owner, the Engineer, or any other person, firm or corporation responsible for any errors or omissions that may appear in any estimate. 12. The undersigned submits the unit prices as those at which he will perform the work involved. The extensions of the column headed "ITEM TOTAL" are made for the sole purpose of facilitating bid comparisons and if there are any discrepancies between the unit prices and the total amount shown, the unit prices shall govern. 13. The undersigned agrees to furnish labor, tools, machinery, materials, transportations, equipment and services of all kinds required for, necessary for, or reasonably incidental to, construction of this Project with all appurtenant work as required by the plans and specifications of this Offer for the unit or lump sum prices in the "BID SCHEDULE". 14. In stating prices, it is understood that the prices include all materials and work required to complete the project in accordance with the Contract Documents, the plans and the specifications. if any material, item, or service required by the plans and specifications has not been mentioned specifically in the "BID SCHEDULE," the same shall be furnished and placed with the understanding that the frill cost to the City has been merged with the several prices stated in the "BID SCHEDULE." 15. The City reserves the right to cancel this solicitation or to reject any and all bids in whole or in part when the cancellation or rejection is in the best interests of the City as determined by the City in accordance with ORS 279B.100 16. The foregoing prices shall include all labor, materials, equipment, overhead, profit, insurance, and all other incidental expenses to cover the finished work of the several kinds called for. 17. The undersigned shall furnish bonds required by the specifications and comply with the laws of the Federal Government, State of Oregon and the City of Ashland which are pertinent to construction contracts of this nature even though such laws may not have been quoted or referred to in the specifications. 18. Accompanying this Offer is a certified check, cashier's check or a bid bond, for the sum of 10% of total bid , payable to the City of Ashland, Oregon, this being an amount for ten percent (10%) of the total bid based upon the estimate of quantities at the above price according to the conditions of the advertisement. If this Offer is accepted by the City and the undersigned fails to execute a satisfactory contract and bonds as stated in the Advertisement within ten (10) working days from the date of notification, then the City may, at its option, determine that the undersigned has abandoned the contract and there upon this Offer shall be considered null and void, and the bid security accompanying this Offer shall be forfeited to and become the property of the City of Ashland. If the bid is not accepted, the bid security accompanying this Offer shall be returned to the undersigned. 19. The undersigned agrees to comply with the provisions of ORS 279C.800 to 279C.870, the Oregon Prevailing Wage law. The undersigned, as bidder, acknowledges that provisions of ORS 279C.800 to 279C.870 relating to workers on public works to be paid not less than prevailing rate of wage shall be included in the contract, or in the alternative, if the project is to be funded with federal funds and is subject 10 Pane ??R of'141 to the Davis -Bacon Act (40 U.S.C. §276a), bidder agrees to comply with the Davis -Bacon Act requirements. The undersigned Contractor agrees to be bound by and will comply with the provisions of ORS 279C.838, 279C.840 or 40 U.S.C. 3141 to 3148. [OAR 137-049-0200(1)(a)(J)J. 20. The undersigned certifies that the undersigned Contractor is not ineligible to receive a contract for a public work pursuant to ORS 279C.860 as well as the disqualification provisions of ORS 279C.440 and OAR 137-049-0370. Bidder further agrees, if awarded a contract, that every subcontractor will be eligible to receive a contract for a public work pursuant to ORS 279C.860. 21. The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises in obtaining any required subcontracts. The bidder understands and acknowledges that it may be disqualified from bidding on this public improvement project as set forth in OAR 137-049-0370, including but not limited to City discovery a misrepresentation or sham regarding a subcontract or that the Bidder has violated any requirement of ORS 279A.110 or the administrative rules implementing the Statute. 22. The undersigned agrees to initiate and complete this Project by the date stated below. • The work shall be commenced within 30 days after the receipt of the written Notice to Proceed • The work shall be completed in all respects no later than _October 31, 2024 • Liquidated damages shall be as defined in the Special Provisions 23. The undersigned bidder is registered with the Oregon Construction Contractors Board (CCB), the registration is current and valid, and the bidder's registration number is stated below. [OAR 137-049- 0230(1)) Bidder understands that failure to have a current CCB license shall result in rejection of this bid. 24. The undersigned bidder is licensed by the State Landscape Contractors Board, ifapplicable, the license is current and valid, and the bidder's registration number is stated below. [OAR 137-049-0200(l)(a)(K)) Bidder understands that failure to have a current LCB license shall result in rejection of this bid. 25. The undersigned is aware that no person may engage in any business within the City without first obtaining a City Business License and paying the fee prescribed pursuant to City of Ashland ordinance. The Contractor and their subcontractors shall obtain a City of Ashland Business License prior to beginning any work within the City of Ashland. 26. In determining the lowest responsible bidder, City shall, for the purpose of awarding the contract, add a percent increase on the bid of a non-resident bidder equal to the percent, if any, of the preference given to that bidder in the state in which the bidder resides. "Resident bidder" of Oregon means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid that the bidder is a "resident bidder" of the State of Oregon. The undersigned represents him/her self in this bid to be either a Resident or a Nonresident bidder by completing the appropriate blank below. • The Bidder is X or is not a Resident Bidder as defined in ORS 279A.120. 27. The undersigned hereby represents that no Councilor, Commissioner, officer, agency or employee of the City of Ashland is personally interested directly or indirectly in this Contract or the compensation to be paid hereunder and that no representation, statement or statements, oral or in writing, of the City, its Councilors, Commissioners, officers, agents or employees had induced him/her to enter into this Contract, and the papers made a part of its terms; Panes 99Q Of :1d1 28. The undersigned has not directly or indirectly induced or solicited any person to submit a false or sham bid or refrain from bidding. The undersigned certifies that this bid has been arrived at independently and submitted without connection with any person, firm or corporation making a bid for the same material and is, in all respects, fair and without collusion or fraud. 29. The undersigned confirms that this firm has a Qualified Drug Testing Program for employees in place and will demonstrate this prior to award of contract. [OAR 137-049-0200(1 xc)(B)] 30. The undersigned confirms that if this contract involves asbestos abatement or removal, the bidder or their subcontractor is licensed under ORS 468A.710 for asbestos removal. 31. The City of Ashland may waive minor informalities, reject any bid not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all bids upon a finding that it is in the public interest to do so. 32. The undersigned confirms that this offer is not contingent upon City's acceptance of any terms and conditions other than those contained in this Solicitation and the Contract Documents. 33. The undersigned, by the act of submitting a bid, affirms that the undersigned has investigated and is satisfied as to the site subsurface condition to be encountered, as to the character, quality and quantities of work to be performed and materials to be furnished, and as to the requirements of the Contract. 34. The bidder understands that the City reserves the right to make changes to the Notice to Contractors / Invitation to Bid and the resulting contract by written addenda no later than 3 business days prior to the closing time and date. Addenda will be posted to the OregonBuys website for download. The bidder must check the OregonBuys website frequently until closing. The bidder acknowledges that the Addendunt(s) listed below have been reviewed online or a copy obtained and considered as part of the submittal of this Offer and Bid Schedule. ADDENDUM NUMBER 1 THROUGH 3 HAVE BEEN REVIEWED 35. The bidder understands that the City will be awarding the contract to the Responsible Bidder with the lowest Responsive Bid per OAR 137-049-0200(1)(b)(C). Whether a bidder is responsible will be determined by ORS 279C.375 and the City's completion of the attached Bidder Responsibility Determination Form (Exhibit L). 36. Instructions for First -Tier Subcontractors Disclosure. Bidders are required to disclose information about certain first -tier subcontractors (those subcontractors contracting directly with the bidder) when the contract price exceeds $100,000 (see ORS 279C.370). Specifically, when the contract amount of a first -tier subcontractor is greater than or equal to: (i) 5% of the project bid, but at least $15,000, or (ii) $350,000 regardless of the percentage, bidder must disclose the following information about that subcontract within two working hours of bid closing: The subcontractor's name and address; The subcontractor's Construction Contractor Board registration number, if one is required, and; The subcontract dollar value. If you will not be using any subcontractors that are subject to the above disclosure requirements, you are required to indicate "NONE" on the form. 12 Pane 91f) of'141 THE CITY WILL REJECT A BID IF THE BIDDER FAILS TO SUBMIT A PROPERLY COMPLETED DISCLOSURE FORM WITHIN TWO HOURS OF BID CLOSING. THIS DOCUMENT SHALL NOT BE FAXED. IT IS THE RESPONSIBILITY OF BIDDERS TO SUBMIT THIS DISCLOSURE FORM AND ANY ADDITIONAL SHEETS BY THE DEADLINE. The disclosure should be submitted on the First -Tier Subcontractor Disclosure Form attached to this Invitation to Bid. 37. Bidder Information and Signature Outlier Construction LLC Firm Name of Bidder Signat of Bidder Ryan Beugli Printed Name of Bidder COO Official Title 217660 State of Incorporation CCB Number Dated this 14th day of May 20 24 . Name of Bidder Outlier Construction LLC Address 2870 Nansen Drive, Medford OR 97504 Telephone No. 541-292-6367 13 Pang 911 of :141 BID SCHEDULE Bid line Total No. Description Unit Qty $ Work scope for Pioneer Hall and the Community Center / D 5 e/ O 1 as described in the bid documents EA 1 Ov / 1 (A) Alternative Community Center — ADA Accessible 1-7700 2 Kitchen and Lighting EA 1 1 (A-1) Alternative Community Center — Quartz Countertop y80 o 3 and Backsplash in Kitchen EA 1 1 (B) Alternative Community Center — Paint Exterior Siding 3, 5 ()40 4 and Trim at Front Elevation EA 1 5 (C) Alternative Community Center - Stage Ramp EA 1 /0? 6 (D) Alternative Community Center - Refinish Wood Floors EA 1 / 7 p0 (E) Alternative Community Center - Paint All Interior �t U / 8190 7 Walls and Stain All Doors and Interior Tri, EA 1 8 (F) Alternative Community Center - Carpet Tiles at Offices EA 1 5 / 00 (G) Alternative Community Center- Hardscapes and 3.317o Q 9 Stormwater EA 1 (H) Alternative Community Center — Paint Entire Exterior Siding and Trim (if this alternative is selected, alternative //� 90 O 10 B will not be) EA 1 (1) Alternative Community Center — Concrete Stem Wall Around All Other Perimeter Walls Per Sheet 51.10 and (oz 11 Details 2/55.10, 3/SS.10 and 4/A8.00 EA 1 12 (J) Alternative Pioneer Hall — Paint Interior Walls EA 1 :3 U v 00 Alternative — Provide HVAC System for the Community 13 Center as Described in the Drawings and Specifications EA 1 / l 01 o U Alternative - Provide HVAC System for Pioneer Hall as 95 1 OU 14 Described in the Drawings and Specifications EA 1 i Discovered work, additional work caused by unintended, unavoidable damage created while performing the identified scope of work and additional �50, O pU work arising from regulatory requirements which have 15 not been fully described EA 1 BID TOTAL (S) it7151990 RyanBeugli Onf: M,/00A SCwen h-Akleet G+Act turd,-f -r�Jt, {f.o,r:..tAJ ^'^A A'ameofAnthorizedRepresentative Total 11'ritleninDollars Winery n� dolfHa 5/14/24 Representative Signaho'e Dale pane 2.9 of 341 # Description Outller 1 Work scope for Pioneer Hall and the Community Center as described in the bid documents $ 1,054,000 2 (A) Alternative Community Center — ADA Accessible Kitchen and Lighting $ 17,700 3 (A-1) Alternative Community Center — Quartz Countertop and Backsplash in Kitchen $ 4,800 4 (B) Alternative Community Center — Paint Exterior Siding and Trim at Front Elevation $ 3,500 5 (C) Alternative Community Center - Stage Ramp $ 10,740 6 (D) Alternative Community Center - Refinish Wood Floors $ 17,400 7 (E) Alternative Community Center - Paint Existing Interior Walls, Doors, and Trim $ 18,900 8 (F) Alternative Community Center - Carpet Tiles at Offices $ 5,100 9 (G) Alternative Community Center — Hardscapes and Stormwater $ 33,700 (H) Alternative Community Center — Paint Entire Exterior Siding and Trim (if this alternative is selected, 10 alternative B will not be) $ 11,900 (1) Alternative Community Center — Concrete Stem Wall Around All Other Perimeter Walls Per Sheet 51.10 11 and Details 2/55.10, 3/55.10 and 4/A8.00 $ 62,850 12 (J) Alternative Pioneer Hall — Paint Interior Walls $ 30,000 Alternative — Provide HVAC System for the Community Center as Described in the Drawings and 13 Specifications $ 110,300 14 Alternative — Provide HVAC System for Pioneer Hall as Described in the Drawings and Specifications $ 95,100 Discovered work, additional work caused by unintended, unavoidable damage created white performing the identified scope of work and additional work arising from regulatory requirements which 15 have not been fully described $ 250,000 Alternative Total $ 671,990 Grand Total $ 1,725,990 Grand Total (Choose option H, exclude B) 1 $ 1,722,490 Panes 911 of '141 CITY OF -ASH LAN D Memo DATE: November 12, 2021 . TO: Ashland City Council FROM: Katrina L. Brown, City Attorney RE: Structural Deficiencies of the Community Center and Associated Risk Following the presentation and report by the Community Center and Pioneer Hall Ad -Hoc Committee at its September 21, 2021 Business Meeting, the City Council passed a motion directing staff to open the Community Center and Pioneer Hall to the public "at the earliest convenience" and proceed with the recommendations outlined in the Ad -Hoc Committee's written report. I have been asked to assess the potential liability of reopening the Community Center located at 59 Winburn Way in its current as -built condition. Pioneer Hall can be fully reopened as soon as the current COVID restrictions are lifted. In 2019 the engineering firm of Marquess & Associates, Inc. was hired by the City to conduct a structural investigation and evaluation of the Community Center to address concerns with the structural stability of the building. Marquess Associate Kristina Cooper, P.E. provided a detailed Structural Investigation Report dated April 2, 2019 (the "Report"), which outlined the primary structural deficiencies of the building and noted several. Of primary concern was the vaulted ceiling "due to observed ceiling deflections, and deformations in the exterior wall." (See page 3). In the recommendations section of the Report, the Marquess engineer concluded that "the current condition is unacceptable." (See page 10). She also stated that if more outward deflection occurs at the top of the north wall of the Main Hall because of a failed member or slipping connections, "it could cause a total collapse of the building." (See page 10; emphasis added). After consideration of this Report, the City's Building Official determined that the Community Center was not safe for public use and ordered its indefinite closure. In preparing its report to the City Council, the Ad -Hoc Committee consulted with a different engineering firm to evaluate the structural deficiencies of the Community Center. In his initial written assessment, Eric Snyder, P.E. of Snyder Engineering Company noted several of the same concerns as found in the Report by Marquess. Among the most significant concerns is the existing condition of a phantom bearing wall in the ceiling of the Main Hall. Mr. Snyder notes that its condition is "causing the ceiling the sag below, and is potentially dangerous." (See page 5). He recommends a beam be located below the phantom bearing line at -issue. Mr. Snyder makes several additional recommendations in his assessment to address the structural deficiencies he observed. It is clear from these engineering reports that the Community Center has structural deficiencies, and as a result of these reports, the City has knowledge of these deficiencies. Nothing has changed since the City's Building Official ordered the building closed. Therefore, the City should not reopen the Community Center to the public prior to implementing the recommendations contained in one or both of the reports. To do so would place the City at a high risk of liability. It could also potentially expose employees and officials to personal liability for any damages incurred. Katrina L. Brown City Attorney 20 East Main Street Ashland, OR 97520 Tel: 541-488-5350 Fax:541-552-2092 TTY: 800-735-2900 Irpriallatall Panes 2�4 of '341 Memo Date: May 23, 2024 From: Scott Fleury PE, Public Works Director To: Sabrina Cotta, Acting City Manager RE: Community Center & Pioneer Hall Decision Point History Chronological Background: September 19, 2017 Study Session (Pioneer Hall) a. Minutes b. Staff Report CITY OF -ASH LAN D Synopsis: A draft structural and code assessment report were presented to Council. Council discussed having cost options for improvement developed for the facility. 2. November 6, 2017 Study Session (Pioneer Hall) a. Minutes b. Staff Report Synopsis: Staff presented costs associated with developing design plans and final construction costs for the project. Council provided consensus to move forward. 3. November 21, 2017 Business Meeting (Pioneer Hall) a. Minutes b. Staff Report Synopsis: Staff requested a special procurement to utilize the consultant team who prepared the initial structural and code assessment. Council approved the special procurement. 4. April 16, 2018 Study Session (Pioneer Hall) a. Minutes b. Staff Report Synopsis: A comprehensive cost comparison report for improvements to Pioneer Hall were presented to Council using different occupancy options. Council directed Staff to work prepare and RFP for the Community to seek proposals for how the facility can be used. 5. July 2, 2018 Study Session (Pioneer Hall) a. Minutes b. Staff Report X \Shared City Files\Council Packets12024111. June 3 & 41June 4th\Commundy Center and Pioneer HalMttachment #5 - Community Center & Pioneer Hall Decision History Memo(5-2024).doc Pane 9'Vii of 141 Synopsis: A draft solicitation for the future use of Pioneer Hall was presented before Council as requested from the outcome of the April 16, 2018 Study Session meeting. The solicitation was released, and the City received no responses. 6. June 16, 2020 Business Meeting (City Facilities) a. Minutes b. Staff Report Synopsis: Staff updated Council on structural, mechanical, electrical, and plumbing (MEP) deficiencies at Pioneer Hall and structural deficiencies at Community Center. Council directed staff to develop a plan to address deficiencies for both buildings. 7. October 6, 2020 Business Meeting a. Minutes b. Staff Report Synopsis: Staff recommended addressing deficiencies at Pioneer Hall and Community Center via release of a formal public solicitation for professional engineering and architectural services via a Qualifications Based Selection (QBS) Request for Proposal (RFP). Council approved staff s recommendation. 8. April 20, 2021 Business Meeting a. Staff Report Synopsis: Staff provided Council with a professional services contract with associated scope and fee for the rehabilitation project, as the next action based on previous Council direction. 9. May 18, 2021 Business Meeting a. Staff Report Synopsis: Council, with unanimous approval, voted to create an ad hoc committee to review, analyze and make recommendations to Council on alternative means of repair for each of the two buildings and requested that the creation, appointment of members and scope of work be brought forward at the earliest available Council meeting. 10. June 16, 2021 Business Meeting a. Staff Report Synopsis: Council approved the formation of the Community Center and Pioneer Hall Ad -Hoc Committee along with the formal charge of duties. 11. September 21, 2021 Business Meeting a. Staff Report b. Minutes Synopsis: The Ad -Hoc Committee presented its report and associated recommendations during the special awards and presentations section of the meeting. The Council had a long discussion about the report and work moving forward. They ended up making several motions and what XAShared City Files\Council Packets1202411 I - June 3 & 41June 4th\Community Center and Pioneer HalMttachment #5 - Convnundy Center & Pioneer Hall Decision History Memo(5-2024).doc Panes 9.46 of U1 ended up being approved was moving forward with opening the Community Center and Pioneer Hall as soon as possible and implementing the recommendations of the Ad -Hoc. Their was some liability concerns over opening the buildings prior to the structural improvements occurring and Katrina worked with myself and the City Building Official to bring that forward to Council. If something were to happen if we opened the building without making repairs to known structural deficiencies the City would put itself in a very bad liability position. Since that time was updated the original RFP sent out in 2019 and did one solicitation last Fall, to which we received no responses. We then re -solicited in January and it closed in February. We received one response and have completed the evaluation of the response and will begin contract negotiations with ZCS Engineering for the work. 12. November 16, 2021 Business Meeting a. Staff Report b. Minutes Synopsis: An update was presented to the Council on the implementation status of the recommendations and a legal memo regarding the liability was also included if the building was opened prior to modifications. There was additional context in this meeting as a community member was interested in having a discussion about leasing the building and doing the improvements himself. Due to time constraints the discussion did not finish and the item was moved to the next meeting. 13. December 7, 2021 Business Meeting a. Staff Report b. Minutes Synopsis: The discussion continued regarding a public private partnership to improve the facilities and open them for public use. The Council decided to not purse a PPP. 14. May 17, 2022 Business Meeting a. Minutes Synopsis: The Council approved a design contract with ZCS Engineering to develop the Plans, Specifications and Estimates necessary for mitigating the structural deficiencies of both structures. 15. November 14, 2022 Study Session a. Minutes Synopsis: Staff and ZCS Engineering and Architecture presented the schematic design (SD) documents along with cost estimates for the recommended building improvements to resolve structural issues for each facility and improve Americans with Disabilities (ADA) access. 16. March 21.2023 Business Meeting a. Minutes Synopsis: X:\SharedCdyFiles\CouncilPacket3\20241lI June 3 & 41June 4thlCommunity Center and Pioneer HaMAttachment #5 - Community Center & Pioneer Hall Decision History Wmo(5-2024).doc Panes 917 of'141 The Council approved a change order with ZCS Engineering and Architecture for additional design components based on the discussion at the November 14, 2022 Study Session. X1Shared City Files\Council Packets\2024111 June 3 & 41June 4th\Community Center and Pioneer Hall\Attachment #5 - Community Center & Pioneer Hall Decision History Memo(5-2024) doc Pang 9.*I£t of '141 ire Council Business Meeting Date: June 4, 2024 Agenda Item Special Procurement Contract - Chemicals From Scott Fleury, Director Contact scott.fleury@ashland.or.us SUMMARY The City Council is being asked to approve a "Contract -specific Special Procurement' which will allow supervisors of the Water Treatment Plant (WTP), Water Distribution, Wastewater Treatment Plant (WWTP) and Parks to directly award public contracts for water quality testing services to Neilson Research. The term of this "Contract -specific Special Procurement' will begin on July 1, 2024 and end on June 30, 2029. POLICIES, PLANS & GOALS SUPPORTED City Council Goals: Goal 1: Develop current and long-term budgetary resilience - Continue to improve the budget process: transparency, rigor, innovation, community involvement, and collaboration Goal 2: Analyze City departments/programs to gain efficiencies, reduce costs and improve services - Implement a cost recovery plan and analysis for each department that coincides with the annual review of fees and charges and revenues Goal 3: Enhance and improve transparency & communication Goal 4: Maintain Essential Services Department Goals: • Maintain existing infrastructure to meet regulatory requirements and minimize life -cycle costs - Facilitate EPA and DEQ mandated water quality testing samples. - Ensure the time and/or temperature sensitive samples are taken, handled, tracked and hand -delivered to a state certified testing laboratory in accordance with EPA and DEQ mandated testing requirements. • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infrastructure regarding planning management and financial resources BACKGROUND AND ADDITIONAL INFORMATION A Special Procurement (procurement sourcing method) is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. The City Council, acting as the Local Contract Review Board, may approve this request for a Special Procurement if it is determined, based on written findings, that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 279B.060, 279B.065, or 279B.070. The Special Procurement Approval Request Form with written findings and quotes is attached for your review and consideration and explains staffs rationale for seeking this "Contract -specific Special Procurement'. FISCAL IMPACTS Funds are budgeted each fiscal year for water quality testing required by the WTP, Water Distribution, WWTP and Parks. Firm price quotes will be requested each fiscal year. Additional testing may be performed as required and/or needed. Pain 1 of'_ 0 IF� PAnA 919 of 141 rt. Council Business Meeting Firm price quotes for fiscal Year 2025 are as follows: Water Treatment Plant $14.187.00 Water Distrlbutlon $19.743.00 Wastewater Treatment Plant $72.121.00 Parks $2 2132.00 SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS STAFF RECOMMENDATION Staff recommends City Council, acting as the Local Contract Review Board, approve this "Contract specific Special Procurement'. ACTIONS, OPTIONS & POTENTIAL MOTIONS 1. 1 move to approve the "Contract -specific Special Procurement' which will allow public contracts for water quality testing services to be directly awarded to Neilson Research. REFERENCES & ATTACHMENTS 1. Attachment 1 - Special Procurement Water Quality Testing Pace ' of 2 9 AM IF4 Panes 94n of :i41 Y OF Or. FORM #9 S H LA N D Cc a SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: Sabrina Cotta, Interim City Manager From: Ben Russell (WWTP), Alistair Andre (WTP), Brandon Terry (Parks), Mike Morrison (PW Operations Deputy Director) Date: May 13, 2024 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS27913.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Public Works (WTP, Water Distribution and WWTP) and Park 2. Department Contact Name: Ben Russell (WWTP), Alistair Andre (WTP), Brandon Teny(Parks), Mike Morrison (PW Operations Deputy Director) 3. Type of Request: Class Special Procurement X Contract -specific Special Procurement 4. Time Period Requested: From July 1, 2024 To: June 30,202 5. Total Estimated Cost: Tlie amounts listed liere are for mandated water quality, testing esting Wr the attached film price quotes for FY 2025. Additional testing mayperformed as required and /or needed. Finn price quotes will be requested each fiscal year. Firm price quotes for fiscal year 2025 are as follows: Water Treatment Plant $14,187.00 Water Distribution $29,743.00 Wastewater Treatment Plant $72,121.00 Parks $2,232.00 6. Short title of the Procurement: Water Qualily Testing — Neilson Research Supplies and/or Services or class of Supplies and/or Services to be acquired: WTP and Water Distribution — EPA mandated water qualfty testing WWTP — DEO mandated wastewater effluent testing Form #9 - Special Procurement — Request for Approval, Page 1 of 4, 5/13/2024 v 7. Background and Proposed Contracting Procedure: Provide a description of what has been done c in the past and the proposed procedure. The Agency may, but is not required to, also include the 11 following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Fortns(s), Contract c Forni(s), and any other documents or forms to be used in the proposed contracting procedure. Attach a additional sheets as needed. Background: A Contract -specific Special Procurement was processed and approved by Council on May 2 L 2019 and it is valid until June 30, 2024. )Proposed procedure: 7'he proposed procedure is "direct award" per these written findings, which will allow public contracts for water quality testing to be directly awarded to Neilson Research., 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. Neilson Research is located in Medford, Oregon. Many samples are time/temperature sensitive and must be received by the lab within 24 hours therefore, having the ability to hand deliver the samples rather than paying the additional cost for shipping, including overnight shimingservices and receipt confinnationlwould result in a substantial cost savings for the City. The two major carriers, UPS and Federal Express, have preset schedules for pickups and deliveries and it would require the City to coordinate the actual time samples are taken. includin tile requirements of each test, to con-espond with the prescheduled UPS and/or Fed Ex pickups. Most importantly, the City can ensure that the samples are handled in the most efficient and appropriate manner because the samples can be taken, trucked, and hand delivered by City employees to Neilson Research Lab located in Medford. Oregon. Neilson Research has consistently provided reliable and timely test results. 9. Findings to Satisfy the Required Standards: This proposed special procurement: __X___ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: This direct award will be unlikely to encourage favoritism or substantially diminish competition because Neilson Research is the only state certified lab and the only local testing lab in the Rogue Valley. (The next closest state certified lab is located in Roseburg, Oregon.) (Please provide specific inf'amation that demonstrates ho%v the proposed Special Procurement meets this requirement.); and _X _ _ (b)(i) will result in substantial cost savings to the contracting agency or to the public because: Many samples are tithe/temperature sensitive and must be received by the lab within 24 hours and not exceed a certain temperature; therefore, having the ability to hand deliver the samples rather than paving the additional cost for shinoint? individual samples over•nieht with receipt confirmation )rovides a substantial cost savings to the City. Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of'ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because: Form #9 - Spedai Procurement — Request for Approval, Page 2 of 4, 5I13=4 a r: w c Directly awarding, the water quality testing services to Neilson Research will promote the public M. interest by ensuring that the mandated testing is perfornied in a manner that meets all state and federal c requirements and the City retains control of how and when the samples are received at the lab. a (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Approve Y� Deny May 13, 2024 Sabrina Cotta, Interim City Manager Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. 'Ilse public notice shall describe the Goods or Services or class of Goods or Set -vices to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.asliland.or.us —.Lune 5, 2024 Form #9 - Special Procurement — Request for Approval, Page 3 of 4, 5/13/2024 PUBLIC NOTICE Approval of a Special Procurement First date of publication: .lure 5, 2024 A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on.lure 1, 2024. This Class -Special Procurement (sourcing method) will allow the use of an alternative solicitation process to procure City bulk fuel (87 Reg E-10 Unleaded Fuel and ULSD#2 Renewable R99.9 Diesel) for City and Parks consumption. The alternative solicitation process will require a written solicitation to obtain written quotes each time fuel is purchased rather than using a formal Competitive Sealed Bid (Invitation to Bid) to award a long-term contract to a single supplier. Obtaining written price quotes for each fuel purchase allows the City to consistently award public contracts for fitel to the lowest bidder, more flexibility when purchasing fuel, preferably when prices are decreasing, and the ability to compare bid prices to reasonably ensure the City is receiving and paying the most current and accurate price for fuel (today's lower fitel price, not yesterday's higher price). It has been detennined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 27913.055, 27913.060, 27913.065, or 27913.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City ofAshland, Procurement Office, Colton Cochran, and 20 E Main St. Ashland, OR 97520]. The seven (7) protest period will expire at J: 00j)m on .lure 12, 2024. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from tlus request for approval of a Special Procurement. Form 99 - Special Procurement — Reques' for Approval, Page 4 of 4, 5/13/2024 T- 14 a: C W. �+ NEI WON 0145 Neilson Research Corporation S Grape St n QUOTATION C RESEARCH Medford, OR 97501cc a ®0 CORPORATION TEL: (541) 170-5678FAX.• (541) 770-1901 Qu«e#: I26 Website:—nrclabs.com Date: 5/7/2024 Corttpany: Ashland Parks 6t Rec Project: Contact: Brandon Terry TAT: 2working days Address: 340 S Pioneer St QC Level: Project Manager: Taaua Scbrnedemaru+ Sales Rep, Medford Ashland, OR 97520 Quote Expo: 5/7/2025 Phone: (541) 488-5340 Fax: (541)488-5314 Item Description Matrix Remarks Qty Unit Price Total Bacteria by Quanti-Tray by SM 9223 B-201 Aqueous Reservoir 18 62.00 1,116.00 Bacteria by Quanti-Tray by SM 9223 B-201 Aqueous ChildrWs Playground Area 18 62.00 1,116.00 Sub Total: $2.232.00 Mise: S0.00 Surcharge: 0.001ya TOTAL: $2,232.00 Miscellaneous Charge Comments: This price quote is good July 1, 2024 -June 30, 2025 Sincerely, Tamra Schmedematm Senior Project Manager Phone: (541) 770-5678 E.xt: (312) Email: tschmedcmaun@nrclabarnm Terms and Conditions: NEILSON RESEARCH CORPORATION 245 South Grape Street MEDFORD, OR 97501 Quote To: City of Ashland _ DW Water Quality Technicians 90 North Mountain Ashland, OR 97520 v Quote C\ a c Cc Customer No.: ASHLAND-DW a Quote No.: 1087 Ship To: 2024-2025 Treatment Date Ship Via F.O.B. Terms 05/07/2024 Origin Net 30 Purchase Order Number Sales Person Required NRC 05/07/2024 IOC, SOC & VOC Complete 2 SOC Synthetic Organics SOC 1360,00 2720.00 1 EPA524.2_D VOCs - Full Analysis -Water 225.00 225.00 16 TTHM/HAA TTHM/HAA Package 270.00 4320.00 12 TOC-DW Total Organic Carbon (TOC) 65.00 780.00 Drinking Water 1 NO3 Nitrate by EPA 300.0 42.00 42.00 Drinking Water 12 ALK Alkalinity, Total 50.00 600.00 60 PBCU-PWS Lead & Copper Study - Water 62.00 3720.00 PWS Systems (5 or more samples) Prices Good 7/1/24 - 6/30/25 Quote subtotal 14187.00 Quote total 14187.00 Thank You NEILSON RESEARCH CORPORATION 245 South Grape Street MEDFORD.OR 97501 Quote To: City of Ashland _ DW Water Quality Technicians 90 North Mountain Ashland, OR 97520 Quote v C\ a c Cc Customer No.: ASHLAND-DW a Quote No.: 1088 Ship To: 2024-2025 Distribution 05/07/2024 Origin Net 30 OrderPurchase .> NRC 05/07/2024 'Item Number Description 5 TOP35 Top 35 Water Analysis 325.00 1625.00 84 QUANTI Quanti-Tray 62.00 5208.00 Total Coliform & E.Coli 300 TC Coliform Bacteria - Colilert 45.00 13500.00 12 TC Coliform Bacteria - Colilert 45.00 540.00 Lithia Bacterias 140 TC Coliform Bacteria - Colilert 45.00 6300.00 Special Bacterias 1 PHASEIIN Phase IIN Package 1780.00 1780.00 IOC, SOC & VOC Complete 1 RADIO Radiological Pkg 390.00 390.00 Gross Alpha, Radium 226/228 & Uranium 1 TEM Asbestos - TEM - Water 400.00 400.00 Prices Good 7/1/24 - 6/30/25 Quote subtotal 29743,00 Quote total 29743.00 Thank You NEILSON RESEARCH CORPORATION 245 South Grape Street MEDFORD.OR 97501 Quote To: City of Ashland_WWTP Wastewater Treatment Plant 90 N. Mountain ASHLAND, OR 97520 v Quote cc C\ a c a Customer No.: ASHLAND-WW a Quote No.: 1089 Ship To: 2024-2025 Wastewater .. • 05/07/2024 Origin Net 30 Purchase Order Number-. NRC 05/07/2024 ' Description .. . 120 350.1 Ammonia Nitrogen -Water 50.00 6000.00 36 350.1 Ammonia Nitrogen -Water 75.00 2700.00 Rush 1.5 X List 109 NO2NO3-WW Nitrate + Nitrite as N 48.00 5232.00 Clean Water Act 21 NO2NO3-WW Nitrate + Nitrite as N 72.00 1512.00 Clean Water Act 1.5 X List 109 351.2 Tot. Kjeldahl Nitrogen-W 76.00 8284.00 21 351.2 Tot. Kjeldahl Nitrogen-W 114.00 2394.00 Rush 1.5 X List 109 365.3 Phosphorus, Total 62.00 6758.00 21 365.3 Phosphorus, Total 93.00 1953.00 Rush 1.5 X List 32 1631 Mercury by EPA 1631 230.00 7360.00 Subcontracted If 1631 samples need composited, price per sample is: 1 1631-COMP Mercury by EPA 1631 38.00 38.00 Composite Subcontracted 1 SA Sludge Analysis:Ag, As,Cd,Cr 620.00 620.00 Cu,Hg,K,Mo,Ni,Pb,Se,Zn,TKN, Am N,NO3-N,Phos,TS, VS,pH Quarterly Toxics 40 ICP-MS ICP-MS: EPA 6020/200.8 23.00 920.00 Sb,As, Be, Cd, Pb, N i, Se, Ag, TI,Zn 4 DIG DIGESTION FEE 35.00 140.00 Thank You NEILSON RESEARCH CORPORATION 245 South Grape Street MEDFORD, OR 97501 Quote To: City of Ashland_WWTP Wastewater Treatment Plant 90 N. Mountain ASHLAND, OR 97520 Quote a c C Customer No.: ASHLAND-WW a Quote No.: 1089 Ship To: 2024-2025 Wastewater Date Ship Via F.O.B. Terms 05/07/2024 Origin Net1 Purchase Order Number Sales Person Required NRC 05/07/2024 4 ICP ICP 6010/200.7 Metals 92.00 368.00 Total Fe, Hardness & Digest 24 ICP-MS ICP-MS: EPA 6020/200.8 23.00 552.00 Diss Cd,Pb,Ni,Se,Ag,Zn Field Filtered 4 CR SPEC Total Cr, Cr III, & Cr VI 220.00 880.00 4 CR SPEC Total Cr, Cr III, & Cr VI 220.00 880.00 Dissolved -Field Filtered 4 1631 Mercury by EPA 1631 230.00 920.00 Subcontracted 4 1631-COMP Mercury by EPA 1631 38.00 152.00 Composite Subcontracted 4 1632 Arsenic by EPA 1632 375.00 1500.00 Inorganic -Subcontracted 4 1632DISS Dissolved Arsenic by EPA1632 375.00 1500.00 Inorganic-Subcontracte 4 CYANIDE Cyanide, Total 78.00 312.00 4 FREECYANID Free Cyanide 180.00 720.00 Subcontracted 4 624.1 Volatiles - GCMS Wastewater 260.00 1040.00 4 625.1 Semi Volatiles - Wastewater 495.00 1980.00 Copper Biotics 24 310.1 Alkalinity, Dissolved 50.00 1200.00 Field Filtered 48 300 Anions by IC, EPA 300 42.00 2016.00 Diss Chloride & Sulfate Field Filtered 24 ICP-MS ICP-MS: EPA 6020/200.8 58.00 1392.00 Total Cu + Digestion Thank You NEILSON RESEARCH CORPORATION 245 South Grape Street MEDFORD, OR 97501 Quote To: City of Ashland_WWTP Wastewater Treatment Plant 90 N. Mountain ASHLAND, OR 97520 Quote C\ a c R Customer No.: ASHLAND-WW a Quote No.: 1089 Ship To: 2024-2025 Wastewater Date Ship Via F.O.B. Terms 05/07/2024 Origin Net 30 Purchase Order Number Sales Person Required VVC 05/07/2024 24 ICP-MS ICP-MS: EPA 6020/200.8 23.00 Dissolved Cu Field Filtered 24 ICP ICP 6010/200.7 Metals 92.00 Total AI, Hardness & Digest 24 ICP ICP 6010/200.7 Metals 76.00 Diss Ca,Mg,K,NA 24 DOC Dissolved Organic Carbon 65.00 Field Filtered 2 1664 Oil & Grease: HEM Total 102.00 50 NRC Unkown Testing 129.00 Quote subtotal Quote total 552.00 2208.00 1824.00 1560.00 204.00 6450.00 72121.00 72121.00 Thank You v r: 4- c LC: c\ a C R a Council Business Meeting May 21, 2019 Agenda Item I Approval of a Special Procurement — Neilson Research Paula Brown, PE Public Works Director From Michael Morrison Public Works Superintendent Michael Black I Parks Director Pau la.brown aaashland.or.us 541-552-2411 Contact michael.morrison(aD_ashland.or.us 541-552-2325 michael.blackna,ashland.or.us 541-552-2251 SUMMARY This "Contract -specific Special Procurement" will allow supervisors of the Water Treatment Plant (WTP), Water Distribution, Wastewater Treatment Plant (WWTP) and Parks to directly award public contracts for water quality testing services to Neilson Research. The term of this "Contract -specific Special Procurement" will begin on July 1, 2019 and end on June 30, 2024. POLICIES, PLANS & GOALS SUPPORTED City Council Goals: Goal 1: Develop current and long-term budgetary resilience - Continue to improve the budget process: transparency, rigor, innovation, community involvement, and collaboration Goal 2: Analyze City departments/programs to gain efficiencies, reduce costs and improve services - Implement *a cost recovery plan and analysis for each department that coincides with the annual review of fees and charges and revenues Goal 3: Enhance and improve transparency & communication Maintain Essential Services Department Goals: • Maintain existing infiastructure to meet regulatory requirements and minimize life -cycle costs - Facilitate EPA and DEQ mandated water quality testing samples. - Ensure the time and/or temperature sensitive samples are taken, handled, tracked and hand - delivered to a state certified testing laboratory in accordance with EPA and DEQ mandated testing requirements. • Maintain and improve infrastructure that enhances the economic vitality of the community • Evaluate all city infiastructure regarding planning management and financial resources PREVIOUS COUNCIL ACTION The previous "Contract -specific Special Procurement" was approved by the City Council on June 16, 2015 for a term of July 1, 2015 to June 30, 2019. BACKGROUND AND ADDITIONAL INFORMATION A Special Procurement (procurement sourcing method) is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. The Special Procurement Approval Request Form with written Page 1 of 2 CITY OF -ASHLAN D r v w c C\ la; a findings and quotes is attached for your review and consideration. City Council, acting as the Local Contract Review Board, may approval this request for a Special Procurement if it is determined, based on written findings, that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 279B.060, 279B.065, or 279B.070. FISCAL IMPACTS Funds are budgeted each fiscal year for water quality testing required by the WTP, Water Distribution, W WTP and Parks. Firm price quotes will be requested each fiscal year. Additional testing may be performed as required and/or needed. Fj inn price cluotes for fiscal year 2020 are as fol Water Treatment Plant $8,078.00 Water Distribution $16,730.00 Wastewater'1'reatment Plant $40 269.00 WWTP DEQ Testing $13 896.00 Parks $1,980.00 lows: STAFF RECOMMENDATION Staff recommends City Council; acting as the Local Contract Review Board, approve this "Contract -specific Special Procurement". ACTIONS OPTIONS & POTENTIAL MOTIONS 1. I move to approve the "Contract -specific Special Procurement" which will allow public contracts for water quality testing services to be directly awarded to Neilson Research. 2. I move that staff put this out for a formal solicitation. ATTACHMENTS 1. Form #9, Special Procurement, Request for Approval (Written Findings) 2. Quotes provided by Neilson Research for WTP, Water Distribution, WWTP and Parks Page 2 U 2 CITY OF -ASH LAN D FORM #9 SPECIAL PROCUREMENT REQUEST FOR APPROVAL CITY OF• AS H LAN D To: City Council, Local Contract Review Board From: Greg Hunter (WTP), Steve Walker (Water Distribution), David Gies (WWTP), Mike Oxendine (Parks) Date: May 21,.2019 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Public Works (WTP Water Distribution and WWTP) and Parks 2. Department Contact Name: Greg Hunter (WT) Steve Walker (Water Distribution) David Gies OhMM, Mike Oxendine (Parks) 3. Type of Request: Class Special Procurement X Contract -specific Special Procurement 4. Time Period Requested: From . July 1, 2019 To: June 30, 2024 5. Total Estimated Cost: The amounts listed here are for mandated water quality testing per the attached firm price quotes for FY 2020 Additional testing may be performed as required and/or needed Firm price quotes will be requested each fiscal year. Firm price quotes for fiscal year 2020 are as follows: Water Treatment Plant $8 078.00 Water Distribution $16 730.00 Wastewater Treatment Plant $40 269.00 WWI? DEQ Testing $13 896.00 Parks $1980.00 6. Short title of the Procurement: WATER QUALITY TESTING — NEILSON RESEARCH Supplies and/or Services or class of Supplies and/or Services to be acquired: WTP and Water Distribution —EPA Mandated Water Quality Testing WWTP DEO Mandated Waste Water Effluent'Testing - 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the a w C a: W c\ a: c a a Form 49 - Special Procurement— Request for Approval, Page 1 of 3,0019 following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: A Contract -specific Special Procurement was processed and approved by Council on June 16, 2015 and it is valid until June 30, 2019, Proposed procedure: The proposed procedure is "direct award" per these written findings, which will allow public contracts for water uali testin to be direct) awarded to Neilson Research. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. Neilson Research is located in Medford, Oregon. Many samples are timeltemperature sensitive and must be received by the lab within 24 hours-, therefore haviny, the abilh to hand deliver the sain les rather than paving the additional cost for shipping, includinti overni t shipping services and receipt _ confirmation, would result in a substantial cost say' s fox the Ci . The two ma or carriers UPS and Federal Express have preset schedules for pickups and deliveries and it would xeauixe the City to coordinate the actual st, to correspond with the pxescheduled UPS andlor Fed Ex pickups Most importantly, the City can ensure that the samples are handled in the most efficient and appropriate in because the samples can be taken, tracked and hand delivered by Cityemplofees to Neilson Research Lab located in Medford, Oregon. Neilson Research has consistently provided reliable and timely test results. 9. Findings to Satisfy the Required Standards: This proposed special procurement: X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: This direct award will be unlike) to encourac favozitism or substantially diminish competition because Neilson Research is the onl state certified lab and the onl local testinP lab in the Rouc ,^ Valley (The next closest state certified lab is located in Roseburg Oregon.) (Please provide specific information that demonstrates how the proposed special Procurement meets this requirement.); and _ X _ (b)(i) will result in substantial cost savings to the contracting agency or to the public because: Mangy samples are time/temperature sensitive and must be received by the lab within 24 hours and not exceed a certain temperature,• therefore having the ability to hand deliver the samples rather than p43dng the additional cost for shippinir individual samples overni t with receipt confnmation provides a substantial cost savings to the Ci . (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because: Directly_ awardingthe water ggality testings__ erv_ices to Neilson Research will promote the public interest by ensurin�� that the mandated testing is Rei ormed in a mannet,ihat meets all state and federal requirements and the City retains control of how and when the samples are received at the lab. (Pleaso provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form 119 - Special Procurement - Request for Approval, Page 2 of 3, 5/6/2019 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us - [If approved, May 22, 2019] PUBLIC NOTICE Approval of a Special Procurement First date of publication: [If approved, May 22, 20191 A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on [If approved, May 21, 2019]. This ""Contract -specific Special Procrn enrenl allows public contracts for water quality testing services to be directly mvarded to Neilson Research in Medford, Oregon. Neilson Research is the only local state cerlifred lab in the Rogue Valley, and it is imperative that mandated ivater quality testing for• the [Vater Tr•eatnent Plant, Water Distribution, Wastewater Treatment Plant and Parks be performed in a manner that meets all stale and federal requirements. Many of the required tests are time/lemperalure sensitive and must be received at the lab within 24 hours, and the City ivill be able to retain control of how and when samples are taken, tracked, and hand delivered to Neilson Research. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 279B.060, 279B.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kart Olson, Purchasing, 90 N. Mountain Avenue, Ashland, Oregon, 97520. The seven (7) protest period will expire at 5:OOpm on [If appr•oved/publ ished: May 29, 2019J. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement — Request for Approval, Page 3 of 3, 51612019 RFPs - City of Ashland, Oregon RFPs Page 1 of 4 ..-.-_---•-----......- N......... L .search... _.....__......._........._........._..... + Ck� � i — City of Ashland_._._.....__...�....._......__.._._.__............-.-_._._...._............_..___........_...._.�..-----•.-....._._._......__._..�._..__...__..v City of Ashland, Oregon / Administrative Services / Purchasing Program / RFPs View By: v List All RFPs 1 Purchasing Program (View All) Posting Number: PUBLIC NOTICE NEILSON.RESEARCH Project Name: SPECIAL PROCUREMENT NEILSON RESEARCH Release Date: 5/22/2019 Due Date: 5/29/2019 Due Time: 5,00:00 PM Status: Bidding Closed Description: PUBLIC NOTICE Approval of a Special Procurement First date of publication: May 22, 2019 A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on May 21, 2019. This Contract -specific Special Procurement allows public contracts for water http://www.ashland.or.us/RFP.asp?RFPID=293 5/22/2019 v w c CC C\ a C cc a T 4- c RFPs - City of Ashland, Oregon r Page 2 of 4 quality testing services to be directly awarded to Neilson Research in Medford, '. Oregon. Neilson Research is the only local state certified lab in the Rogue Valley, and it is imperative that mandated water quality testing for the Water Treatment Platit, Water Distribution, Wastewater Treatment Plant and Parks be performed in a manner that meets all state and federal requirements. Many of the required tests are time/temperature sensitive and must be received at the lab within 24 hours, and the City will be able to retain control of how and when samples are taken, tracked, and hand delivered to Neilson Research. The term for this Contract -specific' Special Procurement begins on July 1, 2019 and ends on June 30, 2024. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized'by complying with the requirements that are applicable in ORS 279B.055, 27913.060, 279B.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kari Olson, Purchasing, 90 N. Mountain Avenue, Ashland, Oregon, 97520. The seven (7) protest period will expire at 5:00:00 PM on May 29, 2019. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Kati Olson Purchasing Representative kari.olson@ashlatid.or.us Request Bid Packet and/or Plan Holder List and Other Information littp://www.ashtand.or.us/RFP.asp?RFPID=293 5/22/2019 CITY OF cc -AS H LAND Cc Council Communication June 16, 2015 - Business Meeting Special Procurement — Neilson Research, Water Quality Testing FROM Greg Hunter, Water Treatment Plant Supervisor, gre .hunteraashland.or.us David Gies, Waste Water Treatment Plant Supervisor, david.aies@ashland.or.us Steve Walker, Water Division Supervisor, steve.walkeraashland.or.us Bruce Dickens, Parks Superintendent, bruce.dickensaaaashland.or us SUMMARY This "Contract -specific Special Procurement" will allow the WTP, Water Division, WWTP and Parks to directly award contracts to Neilson Research for water quality testing services. This will allow Public Works divisions and Parks to retain control of the water samples and ensure that the samples are handled in the most efficient and appropriate manner because the samples can be taken, tracked, and hand delivered by City and Parks employees to Neilson Research in Medford, Oregon. Neilson Research is the only state certified lab located in the Rogue Valley. The term of this "Contract -specific Special Procurement will begin on July 1, 2015 and expire on June 30, 2019. BACKGROUND AND POLICY IMPLICATIONS: A Special Procurement is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. The Special Procurement, Approval Request Form, (written findings) and quotes are attached for your review and consideration. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A — 279C and the Model Rules except for the following: G. Special Procurements — a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 279B.055, 279B.060, 279B.065, 279B.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 27913.085 and all other applicable provisions of law. FISCAL IMPLICATIONS: Funds are budgeted each fiscal year for water quality testing required by the WTP, WWTP, Water Division and Parks. (Please refer to the attached quotes.) STAFF RECOMMENDATION AND REQUESTED ACTION• Staff recommends that the "Contract -specific Special Procurement" be approved. U2 �•, 011. CITY OF a. -ASHLAND R a SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve (or decline) the "Contract - specific Special Procurement". ATTACHMENTS: 1. Form #9, Written Findings - Special Procurement, Request for Approval 2. Quotes provided by Neilson Research for WTP, WWTP, Water Division and Parks 2of2 FORM #9 SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board CITY OF ASHLAND From: Greg Hunter (WTP), Steve Walker (Water Division), David Gies (WWTP) and Bruce Dickens (Parks Superintendent) Date: June 16, 2015 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Public Works (WTP, WWTP and Water Division) and Parks 2. Department Contact Name: Greg, Hunter (WTP), David Gies (WWTP) Steve Walker (Water Division) Bruce Dickens (Parks Superintendent) 3. Type of Request: Class Special Procurement X Contract -specific Special Procurement 4. Time Period Requested: From July 1, 2015 To: June 30, 2019 5. Total Estimated Cost: WTP & Water Division $22,491.00 per year, WWTP $38 737 50 per year, Parks $1,700.00 per year (The amounts listed here are for mandated testing per the attached quotes Additional testing may be performed as needed.) 6. Short title of the Procurement: WATER QUALITY TESTING — NEILSON RESEARCH Supplies and/or Services or class of Supplies and/or Services to be acquired: WTP and Water Division — EPA Mandated Water Quality Testing WWTP — DEO Mandated Waste Water Effluent Testing Parks — Two locations tested weekly May to September(Reservoir and children's playground) 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background:_ A Contract -specific Special Procurement was processed and approved by Council on r: C c CC C\ a a Form #9 - Special Procurement - Request for Approval, Page 1 of 3, 6/912015 June 19, 2012 to directly award a contract to Neilson Research and it is valid until June 30 2016. The reason for this Contract -specific Special Procurement is to include Parks and extend the date until June 30, 2020. Proposed procedure: The proposed procedure is "direct award" to Neilson Research per the following written findings. Individual quotes were requested and received by the WTP Water Division, WWTP and Parks Division for mandated water qua] i1y testing. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. Neilson Research is located in Medford, Oregon. Many samples are time/temperature sensitive and must be received by the lab within 24 hours, therefore having the ability to hand deliver the samples rather than paving the additional cost for shipping includingovernight vernight shipping services and receipt confirmation, would result in a substantial cost savings for the City The two major carriers UPS and Federal Express, have preset schedules for pickups and deliveries and it would require the City to coordinate the actual time samples are taken, including the requirements of each test to correspond with the prescheduled UPS and/or Fed Ex mockups Most importantly, the City can ensure that the samples are handled in the most efficient and appropriate manner because the samples can be taken tracked, and hand delivered byCityand Parks employees to Neilson Research Lab located in Medford, Oregon. And, Neilson Research has consistently provided reliable and timely test results 9. Findings to Satisfy the Required Standards: This proposed special procurement: X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: This direct award will be unlikely to encourage favoritism or substantially diminish competition because Neilson Research is the only state certified lab and the only local testing lab in the Rogue Valley. (The next closest state certified lab is located in Roseburg Oregon.) (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and X (b)(i) will result in substantial cost savings to the contracting agency or to the public because: Many samples are time/temperature sensitive and must be received by the lab within 24 hours and not exceed a certain temperature• thereforehaving the ability to hand deliver the samples rather than paying the additional cost for shipping individual samples overnight with receipt confirmation provides a substantial cost savings to the City and Parks. (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 27913.055, 279B.060, 279B.065, or 27913.070, or any rules adopted thereunder because: Directly awarding the water quality testing services to Neilson Research will promote the public interest by ensuring that the mandated testing is performed in a manner that meets all state and federal requirements and the City/Parks retains control of how and when the samples are received at the lab. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 - Special Procurement — Request for Approval, Page 2 of 3, 619/2015 v ce: w c C\ Public Notice: C\ a C Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public a notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us - (If approved, June 17, 2015] PUBLIC NOTICE Approval of a Special Procurement First date of publication: [Ifapproved, June 17, 2015] A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on [If approved, June 16, 2015]. This "Contract -specific Special Procurement " was processed to seek an exemption from the competitive bid process to directly award a public contract for water quality testing services to Neilson Research in Medford, Oregon. Neilson Research is the only local state certified lab in the Rogue valley, and it is imperative that mandated water quality testing, for the WTP and Water Division, WWTP and Parks be performed in a manner that meets all state and federal requirements. Many of the required tests are time/temperature sensitive and must be received at the lab within 24 hours, and both the City and Parks are able to retain control of how and when samples are taken, tracked, and hand delivered to Neilson Research. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 279B.060, 279B.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kari Olson, Purchasing, 90 N. Mountain Avenue, Ashland, Oregon, 97520. The seven (7) protest period will expire at 5:00pm on flfapproved/published.- June 24, 2015]. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement— Request for Approval, Page 3 of 3, 61912015 PUBLIC NOTICE Approval of a Special Procurement Neilson Research — Water Quality Testing First date of publication: June 17, 2015 A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on June 16, 2015. This "Contract -specific Special Procurement" was processed to seek an exemption from the competitive bid process to directly award a public contract for water quality testing services to Neilson Research in Medford, Oregon. Neilson Research is the only local state certified lab in the Rogue Valley, and it is imperative that mandated water quality testing for the WTP and Water Division, WWTP and Parks be performed in a manner that meets all state and federal requirements. Many of the required tests are time/temperature sensitive and must be received at the lab within 24 hours, and both the City and Parks are able to retain control of how and when samples are taken, tracked, and hand delivered to Neilson Research. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 279B.060, 27913.065, or 27913.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kati Olson, Purchasing, 90 N. Mountain Avenue, Ashland, Oregon, 97520. The seven (7) protest period will expire at 5:00pm on June 24, 2015. This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. �" =,Council Business Meeting Date: June 4, 2024 Agenda Item Resolution 2024-16 Budget Supplemental to Recognize Timber Sales Revenues BN 23-25 From Mariane Berry, Finance Director Contact mariane.berry@ashland.or.us SUMMARY During the Biennium there are times that budget adjustments are necessary. The proposed budget amendment does not increase appropriations by more than ten percent. POLICIES PLANS & GOALS SUPPORTED N/A BACKGROUND AND ADDITIONAL INFORMATION Oregon budget law (ORS 294.471) provides for a mid -cycle amendment to the budget through the supplemental budget process. This supplement budget will recognize and appropriate unbudgeted revenue. Per Oregon budget law, no public hearing is required if changes are less than ten percent of the budgeted fund. Since these changes consist of additional appropriations of less than ten percent of the budgeted fund, no public hearing is required. The Ashland Forestlands Climate Adaption Program project was presented to Council at the March 19, 2024, and April 2, 2024, Council Meetings. At the April 16, 2024, Council Meeting, a budget supplement for $500,000 in investment revenue and $500,000 in appropriations for the Ashland Forestlands Climate Adaption Project was approved by Council. This request is to recognize $159,293 in timber sales revenue from trees harvested as part of that project and the related logging expenditures. FISCAL IMPACTS This supplemental budget adjustment increases revenue and appropriations within the budget. SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS I move to adopt Resolution 2024-16 authorizing a 2023-2025 Biennial Supplemental Budget. REFERENCES & ATTACHMENTS 1. Budget Supplemental Request - Timber Sales 2. Timber Product Revenue 3. 2024-16 Resolution for Timber Sales Recognition-aatf Page 1 of 1 Panes 264 of :141 /-- \CITY OF -ASHLAND Budget Supplemental Request Date: 05/24/2024 Department: Fire Explanation of Request This request is to recognize revenue from the sale of timber from the Ashland Forestlands Climate Adaption Project (presented to Council at the March 19 and April 2, 2024 Council meetings) and related logging expenditures. New Revenue Account Number Line4tem Name Amount General Fund: 0110 480300 Miscellaneous Income $ 159,293.00 Total Revenue i It 159,293.00 Additional Appropriations (Expense) Account Number General Fund: 072900.604160 Line4tern Name Forest Interface: Other Amount $ 159,293.00 Total Expense $ 159,293.00 Requested By: Chris Chambers Approved By: �e Department Head PanA 965 of'141 Ag)&/ st ooP 121144 305 S 4TH ST FM��nt T 82-750!1070 Tranxacdw Services Provided ty CoBanM• AC8 - SPRINGFIELD, OR 97477 Timber Products, .USA . , USD Date May 10 2024 $ 143 674.25* * Void After Six Mo.nths' - *** One, Hundred Forty Three.,,rhousand Six Hundred'Seventy Four and 25/100 us Dollar PAY TO THE �'• `. ORDEFIOF• :.'. ; CITY OF ASHLAND r ,,t•r �•*,,:^ t; : ' . • . , '..,, r` •�,, 20•E;MAlNST ' :; cs '•• '; .'y. j • ,•.' � �c•%'!. � -'st. tASHLAND ai97520' .r' r ; t :. •t :-; T�•� ��, .. .;��",, !''�-'� .•-.• .�. •`• '•yt,� Yf i' ': ' � • � .- '�; . •" .' art• ' =�. 1 . .� i�• �;: t� r;t• �hiryin,! :d FysUSA. :,� :'.1s, r'T�`'.,e•1 .:r ,,' art �, J : r'� 'sti •. ,�. .� �'Jt ♦ r..•..!• . + `i l.a, Y.' r.� It 4`. .dr•.�=7ia .,h ,r,� r.. �.w.. t tS'.. ,. ni. :.I I•!t• y :'• a M y ,s • 'a el` 4��t;{.'i:'3d•�� •4 i' •� r• _ . -� i':�-� • r : �i' • e .J : ' �i•• ° :• �� . i 7 ]= • ~a��_'1:,' Yet; t+a..(.. �: f�.t,.{.w1t'�t !�'t�'v , 1•, .> _?. -f1.: i. '�7. "'�^. �..N• .rt•1'::..1,�`,ifJ" >i•D�.+ �- 'i• � e " �. , . ,•i,j .r+.,..-rt, ;,:�, :ti1.;:' � : L . .r ..,.-i= tt, . r •w•'� II■ L 2 1 L 41,II' 4 10 ?00 ? 5081: 9 60 20 21, 50011■ TIMBER PRODUCTS COMPANY Vendor: 12140, City of Ashland Invoice Date Reference TP-0008281 04/30/24 LM-CITY OF ASHLAND - TP-0008310 05/07/24 LM-CITY OF ASHLAND - TP=0008311 05/01/24 LM-CITY OF ASHLAND - 12140:City of Ashl Check: 121144 Date: 05/10/24 Gross Discount Net 141,824.75 C.00 141,82.4.75 -22,947.50 0.00-22,947.50 24,797.00 0.00 24,797.00 Total 143, 674.2.5 Cl SunPrinr mini gorL?wa 114.,77n7„q 1111111 11111111111111[ 1111111111111111111`1111 Pana ?RF, of '3d 1 ROSEBURG FOREST PRODUCTS Vendor Statement - Summary PO Box 288 Dillard, OR 97432 Period Ending May 15, 2024 (541) 679-2194 Vendor CITY OF ASHLAND Address 20 E MAIN ST ASHLAND, OR 97520 Amount Inv # Settlement # BUiD Invoice Type Invoice Date Gross Advance Hold back Deferral Total P37364 46512 RFP LOAD 05/15/2024 $9,242.24 $0.00 $0.00 $0.00 $9,242.24 Total , $9,242.24 , $O.dd $a oo ' .-$0.00• <<g$8,242:24 May 21,2024 10:39 AM Prepared By CORPIJennaferM RFP Vendor Statement - Address Page VS Page 1 of 1 Panes 9R7 nf'1d1 ROSEBURG FOREST PRODUCTS Vendor Statement - Summary PO Box 288 Dillard, OR 97432 (541) 679-2194 Period Ending May 15, 2024 Vendor CITY OF ASHLAND 20 E MAIN ST ASHLAND, OR 97520 Inv a Settlement H Invoice Type Invoice Date Invoice Total Description 1`37364 4GS12 LOAD 05/1512024 $9,242.24 BusinessUint• ROSEBURG FOREST PRODUCTS Source: CITYASHL•CITYOFASHLAND Destination Phase: PURCHASE Product SPG Descrlptlon R Loads Quantity UOM Rate (avg) Amount WHI SuDphaso: PURCHASE CHIPLOGS Mx _ 330.080 TON 26.00 9,242.24 Tolallor PURCHASE $9,242.24 Totalfor CITYASHL•CITYOFASHLAND E924224' Total Gross $9,242.24 Total Advance Recovery $0.00 t Total for ROSEBURG FOREST PRODUCTS Total Holdbacks $O.00 i Total Deferrals $0.00 Total Net $9,242.24 May 21. 2024 W:40 AM 1. Preparad By CORPUennafarM RFP VenWr Stalemeni • Swrvnary VS Page I of f Panes 9FR of Id1 ROSEBURG FOREST PRODUCTS Vendor Statement - Loads List PO Box 288 Dillard, OR 97432 Period Ending May 15, 2024 (541) 679-2194 Vendor CITY OF ASHLAND 20 E MAIN ST ASHLAND, OR 97520 Settlement A 46512 fnv Date May 15, 2024 Source Destination Ticket JoblDIBrand Ticket Ticket D9scrlptlon In, E - Transport_ Species :'Product, Logs R ' MBF Net Amount Business Unit ROSEBURG FOREST PRODUCTS CITYASHL WHI IN13779 10 05101/2024 MARTF089M! MXC CHIPLOGS 25.73 $720.44 CITYASHL WHI W13784 11 05/01/2024 MARTF106M! MXC CHIPLOGS 26.41 $739.48 CITYASHL WHI W13797 12 05102/2024 MARTF089M! MXC CHIPLOGS 24.25 $679.00 CITYASHL NMI W13844 13 051CW2024 MARTF089M! MXC CHIPLOGS 27.77 $777,56 CITYASHL NMI W13845 14 051C812024 MARTF089M! MXC CHIPLOGS 29.15 $816.20 CITYASHL WHI W13855 15 051C912024 MARTF089M! MXC CHIPLOGS 25,72. $720.16 CITYASHL WHI W13901 16 05/13.2024 MARTF089M! MXC CHIPLOGS 25.34 $709.52 CITYASHL WHI W13910 17 0511312C24 .MARTFC89M! MXC CHIPLOGS 24.15 S576.20 CITYASHL WHI W13922 18 0511412C24 MARTF089M! MXC CHIPLOGS 25,64 S717.92 CITYASHL WHI W13934 19 05114/2024 MARTF081W MXC CHIPLOGS 24.56 S687.68 CITYASHL WHI W13935 20 05114M24 MARTF089.M! MXC CHIPLOGS 23.67 $632.76 CITYASHL WHI W13946 21 05/15/2024 MARTF089W MXC CHIPLOGS 24,57 S687.96 CITYASHL WHI W13956 22 05115/2024 MAR7F089.M! MXC CHIPLOGS 23,12 $647.36 Total for Destination WHI Loads Count: 13 330.06 $9,242.24 Total for Source CITYASHL.CITY OF ASHLAND Loads Count 13-. - - 330.08 $9,242.24 Total for BU ROSEBURG FOREST PRODUCTS Loads Count: 13 330.08 $9,242.24 Total for Vendor CITY;PFASHLAND �- TctalLoads 13 Total Loads.Payment $9,242.24 ,',fay 21.2024 MAC AV Prepared By CORP'JennarerM ,RFP Vendor Statement - Load List VS Page f of f PgrlA 9RA of'AA1 ROSEBURG FOREST PRODUCTS Vendor Statement - Summary PO Box 288 Dillard, OR 97432 Period Ending Apr 30, 2024 (541) 679-2194 Vendor CITY OF ASHLAND Address 20 E MAIN ST ASHLAND, OR 97520 Amount Inv 0 Settlement # BUID Invoice Type Invoice Date Gross Advance Hold back Deferral Total P37271 45737 RFP LOAD 04/30/2024 $6,376.16 $0.00 $0.00 $0.00 $6,376.16 Total $6 376.16 , $0.0o . 3o ao ; So.06 as 376 1 6 May 06,2024 9:03 AM Prepared By CORPIJuliette.King RFP Vendor Statement - Address Page VS Page 1 of 1 Parma 97n nf mi ROSEBURG FOREST PRODUCTS PO Box 288 Dillard, OR 97432 (541) 679-2194 Vendor CITY OF ASHLAND 20 E MAIN ST Vendor Statement - Summary Period Ending Apr 30, 2024 I ASt+LAND, OR 97620 7 Inv p Settlement 0 Invoice Type Invoice Date J Invoice Total Description P37271 45737 LOAD 04/3012024 $6,37616 Business UInt: ROSEBURG FOREST PRODUCTS Sourco: CITYASHL-CITY OF ASHLAND Destination Phase: PURCHASE Product SPG Description 4 Loads Quantity UOM Rate (avg) Amount WHI Subphase: PURCHASE CHIPLOGS tdX 227.720 —1014 28.00 _6,376.16 Total for PURCHASE 56,376.16 Tofalfor WHi $6,376.16' Totaffor CITYASHL-CITYOF ASHLAND - S6,376.18 Totaffor ROSEBURG FOREST PRODUCTS Total Gross $6,376.16 Total Advance Recovery $0.00 Total Holdbacks $0.00 Total Deferrals $0.00 y Total Net $6.376.16 ; May 06, 2024 9, 04 AM Prepared By CORPUullette.King RFP Vendor Sla"ement - Summary VS Page I of 7 Pane ?71 of '341 ROSEBURG FOREST PRODUCTS Vendor Statement - Loads List PO Box 288 Dillard, OR 97432 Period Ending Apr 30, 2024 (641) 679-2194 Vendor CITY OF ASHLAND 20 E MAIN ST ASHLAND, OR 97520 0 46737 Imr Date Apr 30, 2024 Description ..� vu�or xaia Source Destination Ticket JobiD/Brand Ticket Ticket eteln µ�Tranaport' ispscles Pldduct_ : •. Logs MBF.?p',_ MBF" MBf .. Net Amount Busfnsss Unn ROSEBURG FOREST PRODUCTS .... �.,. CITYASHL WHI W13710 001 04/26/2024 MARTF089Mt MXC CHIPLOGS 26.14 5731.92 CITYASHL WHI W13721 002 04126/2024 MARTF089Mt MXC CHIPLOGS 22.40 $07.20 CITYASHL WHI W13733 003 04129r2024 MARTF069Mt MXC CHIPLOGS 26.30 $736.40 CITYASHL WHI W13742 004 0412912024 MARTF708Mt MXC CHIPLOGS 27.01 $75628 CITYASHL WHI W13747 005 04129/2024 MARTF089Mt WC CHIPLOGS 25.24 $706.72 CITYASHL WHI W13753 000 04/30/2024 MARTF039W MXC CHIPLOGS 27.48 $768.88 CITYASHL WHI W13758 007 04130/2024 MARTF069Mt MXC CHIPLOGS 24.74 $692.72 CITYASHL WHI W13762 008 04r 2024 MARTFI08Mt MXC CHIPLOGS 23.10 $646-80 CITYASHL WHI W13764 D09 04130r2024 MARTF089Mt MXC CHIPLOGS 25.33 $709.24 Total for Destination WHI Loads Count,. 9 227.72 S6,376.16 Total for Source 'CITYASHL CITY OF ASHLANO - Loads Count -9 + "° 227.72� $0,376.10 Total for BU ROSEBURG FOREST PRODUCTS Loads Count: 9 227.72 $6,376.16 Total for Vendor CITY OF'ASHLAND Total Loads . Total Loads Payment ,-$6,376.16 May 06.2024 9:04 AM Prepared By CORPUunone.King RFP Vendor Statement • Load List VS Page t of f Panes 979 of �d1 RESOLUTION NO.2024-16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON ADOPTING A SUPPLMENTAL BUDGET FOR CHANGES TO THE 2023-25 BIENNIUM BUDGET RECITALS: A. The City of Ashland 2023-25 Biennium Budget was adopted on June 6, 2023, for the period of July 1, 2023, through June 30, 2025. B. The City of Ashland (City) is authorized by ORS 294.471 to approve a supplemental budget for one or more of the following reasons: 1. An occurrence or condition which had not been ascertained at the time of the preparation of a budget for the current year which requires a change in financial planning. 2. A pressing necessity which was not foreseen at the time of the preparation of the budget for the current year which requires prompt action. 3. Funds were made available by another unit of federal, state or local government and the availability of such funds could not have been ascertained at the time of the preparation of the budget for the current year. THE CITY OF ASHLAND HEREBY RESOLVES AS FOLLOWS: SECTION 1. In accordance with provisions stated above, the Mayor and City Council of the City of Ashland determine that it is necessary to adopt a supplemental budget, establishing the following amendments: General Fund Fire- Forest Inlerfaoe Division Miscellaneous Income Additional appropriations: Appropriation Resource G LC4 159.293 $ S 159,293 Resolution No. 2024-16 Page 1 of 2 Pane 973 of 'i41 SECTION 2. This resolution is effective upon adoption. This resolution was duly PASSED and ADOPTED this 4th day of June 2024, and takes effect upon signing by the Mayor. Alissa Kolodzinski, City Recorder SIGNED and APPROVED this 4th day of June 2024. Tonya Graham, Mayor Reviewed as to form: Douglas M. McGeary, Acting City Attorney Resolution No. 2024-16 Page 2 of 2 Pane 974 of .41 �� Council Business Meeting Date: June 4, 2024 Agenda Item Resolution 2024-19 to Approve Allocation of Transient Lodging Tax Proceeds to Travel Ashland From Mariane Berry, Finance Director Contact mariane.berry@ashland.or.us SUMMARY Proposed allocation of Transient Lodging Tax (TLT) proceeds for fiscal year 2025. POLICIES, PLANS & GOALS SUPPORTED N/A BACKGROUND AND ADDITIONAL INFORMATION The City of Ashland administers a 10% tax on temporary or short-term lodging. 31 % of the tax proceeds are restricted in use to promote tourism or may be used on tourism -related facilities. TLT revenues and expenditures are reported and tracked in the Tourism Fund. As part of the 2023/2025 biennial budget process, $517,000 of restricted TLT proceeds were allocated to Travel Ashland for use in fiscal year 2024. Travel Ashland is operated by the Visitor and Convention Bureau of the Ashland Chamber of Commerce, which promotes the City to visitors who live more than 50 miles from Ashland and are likely to stay overnight. The same allocation, $517,000, is recommended for fiscal year 2025. FISCAL IMPACTS This amount is part of the $861,338 budgeted for Tourism Grants in fiscal year 2025. SUGGESTED ACTIONS, MOTIONS, AND/OR OPTIONS I move to approve "A Resolution to Approve Allocation of Transient Lodging Tax Proceeds to Travel Ashland." REFERENCES & ATTACHMENTS 1. 2024-19 Resolution to Approve Allocation of Transient Lodging Tax Proceeds to Travel Ashland-aatf 2. Travel Ashland City Grant Report 2023-digital Paae 1 of 1 Panes 275 of'141 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 22 23 26 27 28 1 .10013 It" 9 C63aMWIM, SE A RESOLUTION TO APPROVE ALLOCATION OF TRANSIENT LODGING T.�1 PROCEEDS TO TRAVEL ASHLAND RECITALS: A. The City of Ashland City Council hereby allocates $517,000 to Travel Ashland, operated b, the Visitor and Convention Bureau of the Ashland Chamber of Commerce for the fiscal yea beginning July 1, 2024. B. The Visitor and Convention Bureau promotes the City of Ashland to visitors traveling fron more than fifty (50) miles to Ashland and to visitors who stay overnight in Ashland. The City ha historically provided transient lodging tax proceeds for the promotion of the City of Ashland ti visitors. THE CITY OF ASHLAND HEREBY RESOLVES AS FOLLOWS: SECTION 1. This resolution is effective upon adoption. This resolution was duly PASSED and ADOPTED this day of , 2024, and takes effect upon signing by the Mayor. Alissa Kolodzinski, City Recorder SIGNED and APPROVED this day of Reviewed as to form: Dougla . McGe , Acting City Attorney Resolution No. 2024-19 Tonya Graham, Mayor 2024. Page 1 of 1 Pang# 976 of �41 FY 2022 - 2023 City Grant Report Ashland Chamber of Commerce Travel Ashland (Visitor & Convention Bureau) 1 A word from the Chamber The Ashland Chamber of Commerce is honored to present the City Grant report in collaboration with Travel Ashland (Ashland Visitors and Convention Bureau) for the FY 2022-2023. The Ashland Chamber has been producing a report annually, to the City on behalf of our destination tourism, promotional efforts since the first grant was received in 1982. The Ashland Chamber is the umbrella organization that administers the grant to manage and promote destination tourism for Ashland. A dedicated staff and budget, Travel Ashland Director and industry professionals who serve on the Travel Ashland Committee create, execute and manage the programs, projects and events. The Chamber, in collaboration with Travel Ashland, amplifies what the tourism program creates. As the following report details, Travel Ashland expanded the implementation of their brand platform effectively reaching new targeted persons in both drive and flight markets, coupled with the interests and seasons that drove the campaign architecture. Within the reporting fiscal year, a new event was produced, the Ashland Mystery Fest that garnered nearly 1000 attendees in its first year. Travel Ashland also incorporated data platforms to further inform our decisions and planning concerning visitation and travel trends. Travel Ashland invested time and resources building assets for promotions with imagery and film along with launching a new YouTube channel, creating polygonal targeted audiences (PTA) campaigns and garnering strong engagement. Please review the Executive Summary in the report for highlights of the scope of work completed by Travel Ashland along with the detailed description of Travel Ashland's work throughout the report. Alongside the effective destination management of Travel Ashland, we serve as the Economic Development entity as well as a vibrant membership organization. Our strong partnerships include our state and federal legislators and staff, private and non-profit key leaders, business owners and the City which continues to grow as we collectively address issues and challenges. Following the completion of the Economic Diversification strategy for Ashland in October of 2022, the implementation of work done with each pillar identified has incorporated focus groups, subject matter experts and actionable changes that are currently taking place and planned for the year ahead. From downtown revitalization to expanding the talent pool and fostering business growth, we are creating positive changes that are long-term solutions. Diversifying tourism, while a consistent effort of Travel Ashland has expanded to include work with the city on creating fertile ground and streamlining the process of having events in Ashland. We support our businesses as well as our community seen through our programs including our Emergency Preparedness work and partnerships. With over five hundred members, representing thousands of employees, the Chamber promotes the entire community. We believe by working collectively we are successful. It is with appreciation that we present the enclosed report and stand ready to continue to be a partner in Ashland's success. Sandra Slattery - Deena Branson Executive Director Chamber Board President Panes 97A of Ul Travel Ashland effectively leverages grant dollars to support a year-round workforce, visitation and quality of life. Tourism dollars generated support essential services for the City and our economy. • In the reporting fiscal year, Travel Ashland expanded our brand platform implementation through our targeted marketing strategy and channels attracting new visitors year-round from both flight and drive markets. • We strengthened our industry partnerships with regional and statewide partners; supported and amplified Ashland events and created a new event, Ashland Mystery Fest. • We incorporated new data platforms to better inform and forecast our decisions and planning. We produced new assets in film and imagery and further diversified our visitor base. • Travel Ashland leverages lodging tax grant dollars to promote our destination and diversify our visitor, by providing the furthest, effective market outreach and destination management that businesses and partners depend upon. • For the past 41 years, the City's investment has enabled Travel Ashland to generate lodging tax dollars with our industry partners and operators to fuel Ashland's economy. • These dollars and the impact of visitation also support our year-round workforce, enhance our quality of life, fund essential services and sustain amenities that residents value. It underscores why we live here. • Of the lodging tax generated: 70% goes to the City's general fund; 30% are restricted tourism dollars that, by state law, must be reinvested back into the tourism industry. Pgnp 970 of '3d1 Table of Contents 05 Purpose, Mission, Organization and Report Background 06 Executive Summary 08 Who is Travel Ashland and what do we do? 18 Regional and Statewide programs 19 Visitor Research Study Highlights 22 Industry Statistics 29 The Ashland Brand 32 Brand Implementation 33 Program Analytics 38 Paid Media Analytics 43 Social and Website Analytics 50 Economic Diversification Study 52 Media Coverage and Hosting Writers 54 Groups, Tours and Conferences 55 Publications 59 Travel Ashland Events 62 Administration and Operations 63 FY 2022/2023 Budget 64 2022/2023 Travel Ashland Committee and Chamber Board of Directors 4 Purpose h' Travel Ashland's job is "to manage and promote Ashland to visitors traveling from more than 50 miles to Ashland and to visitors who stay overnight in Ashland. Promotion includes digital advertising, publicizing, distribution of printed materials, marketing special events and festivals, conducting strategic planning, visitor center management and research necessary to stimulate tourism development.` Excerpt from Agreement for Services between City of Ashland and Ashland Chamber of Commerce 2022- 2023. Mission To deliver an unmatched travel experience that engages the visitor, encourages repeat visitation, converts visitors into potential residents and services groups, tours and conferences. Attracting outdoor travelers, culinary and wine enthusiasts and those with cultural interests, Travel Ashland researches, analyzes and assesses the visitor and our assets to best promote, respond and pivot using the latest tools available through times of crisis, opportunity, recovery and expansion. About Travel Ashland For forty-one years, the City of Ashland and the community have relied on Travel Ashland (Ashland's official Destination Marketing Organization) through an annual grant, to promote Ashland as a unique year-round, travel destination. Travel Ashland's work is done through leveraging dollars received through the grant and fostering strategic partnerships with public and private sectors to promote and engage the tourism industry and visitors while conducting effective research and analysis each season that focuses on growing business in times of lower occupancy. About this Report With the passing of Ashland City Council Resolution 2021-03, Ashland Chamber and Travel Ashland are required to submit an annual report regarding funds received during the prior fiscal year pursuant to ORS 320.300 through ORS 320.350. Executive Summary Fiscal Year 2022-2023 The following grant report represents the Fiscal Year 2022-2023 (July 2022 - June 2023) and the work completed in compliance with the grant guidelines and purpose stated in the contract for services between the City of Ashland and Ashland Chamber/Travel Ashland (VCB). Travel Ashland is nimble as it assesses and responds to each month and season in terms of visitation and travel trends to make informed decisions going forward with promotions, campaigns and projects. Now that we are past the pandemic, we saw significant strength in 2022 with travelers emerging out of the pandemic. The outdoor industry was at an all time high in terms of revenues along with the vacation rental market. 2023 saw some softness not only in Ashland but around the country as domestic travel compressed with many Americans traveling abroad on postponed trips from the pandemic. Watching these metrics and data points was key to not only refer to year over year numbers but relating to pre -pandemic revenues for our businesses. Travel Ashland's unique role as a destination organization is to inspire and attract visitors to Ashland. We do this through our partnerships, our targeted marketing strategy and brand platform, projects, promotions and programs. In this report you will find a recap of the scope of work completed. Quarterly updates have been presented to Ashland City Council, Mayor and Staff over the course of this fiscal year and are referenced throughout. This proactive, frequent communication and transparency has enabled a stronger alignment and understanding of the work of Travel Ashland. Travel Ashland invested in new data platforms to inform our decisions and planning that include Datafy which houses visitor geolocation, vehicular and consumer spending data. AirDNA provides vacation rental data that can help balance out the conversation when looking at the entirety of the lodging industry in Ashland knowing traveler trends are emerging the way in which people travel and stay. Asset development was a major investment and effort in creating film and imagery for each of the brand personas, interests, seasons and utilizing them through our channels. Travel Ashland's analytics were strong and grew year over year in terms of our engagement through our display advertising, search campaigns, our site traffic to www.travelashland.com along with our social channels on FB & IG which saw a major increase in followers and reach. Within the reporting fiscal year, Travel Ashland launched multiple polygonal targeted audience campaigns, where we can track the visitors that were here during a certain time period and invite them back through targeted marketing campaigns. Travel Ashland launched its YouTube channel that houses the finished promotional videos and is garnering strong engagement as well. We annually produce the Ashland Visitor Guide and the Living & Doing Business Guide informing visitors and those looking to relocate. Travel Ashland's work with groups, tours and conferences has continued to return from hosting the Oregon Restaurant and Lodging Association conference with Neuman Hotel Group to securing future conference business such as the Oregon Mayor's Association in summer of 2026 to the Oregon River Systems conference. Travel Ashland hosts media and travel writers to garner the 3rd party perspective with many scheduled for 2024. EXECUTIVE SUMMARY FY 2022-2023 Regional and statewide alignment is strong, and Travel Ashland remains a key player at the table with partners such as Travel Oregon and Travel Southern Oregon, continuing to position Ashland as a vital visitor destination. Travel Ashland worked in fostering a more fertile ground and streamlining the event process to build more year-round events. Those efforts should come to fruition in 2024. Travel Ashland produced a new event, the Ashland Mystery Fest that welcomed nearly 1000 folks and is due to grow exponentially in 2024. We continue our mission to educate, promote, to assess, listen, support and move forward with the goal of increasing visitation, towards a steadier visitor volume thus increasing revenues of the Transient Occupancy Tax and Food & Beverage Tax and the tourism industry. This is a collective effort through growing our valuable partnerships and diversifying our visitor. The overarching goal is to deliver a unique travel experience that engages the visitor, encourages repeat visitation and converts visitors into Ashland residents. This is done through servicing individuals, industry partners, groups, tours and conference attendees. We accomplish this through our scope of work and strategic initiatives. Ashland Chamber and Travel Ashland (VCB) have a unique vantage point, serving as a sounding board, fostering effective partnerships and innovative programs that position our organization. In addition to the traditional responsibilities of a Chamber of Commerce and membership organization, we enjoy the added responsibility of a Destination Marketing and Management Organization and a key element of the City of Ashland Economic Development Strategy. Travel Ashland (VCB) continues to serve as the gateway to Ashland, Southern Oregon, all of Oregon and the Pacific Northwest with approximately 60% of visitors continuing to arrive to Oregon through our corridor. We are open to the public year-round, free of charge, providing an authentic message and superior travel experience. We submit this report for your review and thank you for your continued partnership and investment. Katharine Cato Sandra Slattery Travel Ashland Director Executive Director Who is Travel Ashland and what do they do? Serving as a regionally and statewide recognized Destination organization, Travel Ashland's role is to effectively use dollars, received through the grant that is funded by lodging tax revenue collections and to foster strategic partnerships with public and private sectors to promote and engage the tourism industry and visitors. For forty-one years, the City of Ashland and the business community have relied on Travel Ashland (Ashland's official Destination Organization) through an annual grant, to promote Ashland as a unique year-round travel destination, to visitors. Travel Ashland promotes all of Ashland, its experiences, events and seasons to targeted personas, interests and markets established in our brand platform. Engaging and educating new and existing visitors to visit Ashland, to spend dollars in Ashland's lodging, retail, restaurants, wineries, outfitters and attractions is at the heart of the work they do. Travel Ashland attracts, promotes, services and supports groups, tours and conferences through collaborative partnerships. They serve as a sounding board to the tourism industry, members and businesses, providing support, guidance and facilitating opportunities to grow together depending upon the issue, the partner or timing. They work closely with our stakeholders to support their efforts in delivering an unmatched travel experience that engages the visitor, encourages repeat visitation, converts visitors into potential residents and services groups, tours and conferences. Travel Ashland uses metrics such as the lodging tax revenue collections, food and beverage tax collections along with new data platforms they have invested in including the STIR lodging reporting, Datafy that tracks on vehicular data, consumer spending data and geolocation data. They also have invested with AirDNA to track vacation rental data and show trends over time. Travel Ashland produces, manages and distributes the tools that visitors use to make their travel plans such as Travel Ashland's social media channels on Facebook and Instagram. They launched our YouTube channel that has garnered strong engagement. Travel Ashland's website, www.travelashiand.com guides visitors effectively within the site to serve them the most relevant information in the fewest clicks in mobile, tablet and desktop versions. Travel Ashland produces an annual Visitors Guide that showcases a calendar, maps, Itinerary ideas and reasons to make Ashland their next travel destination. The digital version of the Guide can be downloaded for free. The Ashland Map Guide provides wayfinding and access to Ashland's recreation and outdoors including Lithia Park, the Ashland Watershed, the City of Ashland and Parks. Free digital version available on all sites and www.avenzamaps.com Travel Ashland manages the visitor center and Plaza information kiosk serving tens of thousands of visitors year-round with the help of nearly 50 volunteers. We operate the Travel Ashland Advisory Committee made up of tourism industry representatives from lodging, restaurant, outdoor outfitters, wine industry, retail, theater and attractions. This advisory committee assesses each season's visitation and provides input to planning campaigns and programs that Travel Ashland carries out. WHO IS TRAVEL ASHLAND WHAT WE DO Travel Ashland produced a new event in October 2023, the Ashland Mystery Fest and are working closely with the City to foster fertile ground and a streamlined process for events year-round in Ashland. They produce major events including the Festival of Light Celebration, the Fourth of July and the Children's Halloween Celebration. Travel Ashland works collaboratively and supports many community events with partners such as SOPride, Rogue World Music Festival, Oregon Chocolate Festival, Ashland Mountain Challenge, Mt. Ashland events, Ashland Gallery Association, OSF, Britt and outdoor partners. Evolving Cultural offerings Ashland's cultural offerings span beyond performing arts to visual arts, music, heritage and so much more. Pre -pandemic, a third of Ashland's visitor base were Oregon Shakespeare Festival (OSF) playgoers. That is no longer the case. Visitors are coming for many different reasons and doing a spectrum of activities while here. OSF is one of those amenities alongside our culinary scene, wineries, trails and other cultural offerings. For the past decade Travel Ashland has been diversifying our visitor base with new visitors for new reasons such as the outdoors, trails, access to nature, culinary and wine scene, relaxation, art and music. OSF remains a cornerstone of Ashland's cultural draw and Travel Ashland is enthused by OSF's 2024 season that is returning to a fuller repertoire of plays thus drawing back OSF patrons who have come in the past along with new visitors that can include OSF in their itineraries. Embracing the change the Ashland visitor and industry became less reliant on OSF's playgoer when they were closed during the pandemic. This was a significant acknowledgement to the strength of the other reasons visitors come to Ashland. EVOLVING CULTURAL OFFERINGS FY 2022-2023 There are many other cultural reasons visitors are drawn to Ashland. Through our Visitor Research and Analysis Study, we found visitors are not just coming for one reason or experience, but they are coming to experience a multitude of experiences and therefore spend more time and engage with more of the amenities Ashland offers. Performing arts beyond OSF OSF has been the platform for many other theaters to grow, some of which attract both visitors and locals. The Oregon Cabaret, Rogue Theater Company, Ashland New Plays Festival and neighboring Camelot Theatre offer shows and are selling out in many cases. Heritage There is a strong collaboration with the Arts Commission and regional partners to grow Ashland's heritage tourism that draws visitors. Beyond history, it is the story and roots of how Ashland and our area evolved. Music With our proximity between Portland and San Francisco, we have the ability to attract more musicians and performances that create a visitor draw. 2023 saw major strides in building back our music scene at Britt, Oregon Center for the Arts and the Rogue Valley Symphony partnering with OSF to utilize their venue for a sold -out holiday performance. Visual Art Ashland artists, studios, markets and the creative community draw visitors from all over the world to Ashland. Art Beyond is an example of collaboration with natural spaces and art produced by the Schneider Museum of Art every other year. Shopping Visitors are drawn to Ashland for an authentic, shopping experience, forming relationships with independently owned shops and store owners who create retail experiences for them that are memorable. Given the changing visitor demographics, we have been and continue to assess how it is affecting retail trends in product demand and spending. Ashland's culinary scene draws visitors as its own reason to visit along with serving as the backdrop to the many destination trips visitors plan to Ashland. Over 100 restaurants, our creative chefs and proximity to locally grown and produced goods provide a year-round experience. Coupled with the growth of our wine industry, tasting rooms and identity as the Rogue Valley AVA, the number of culinary travelers, wine enthusiasts and agritourists have increased year over year- being drawn to our emerging wine country, award -winning chefs, innovative restaurants, breweries and food artisans coupled with the unique destination of Ashland. Many culinary events drive visitation in the off-season and throughout the year. Regionally, with the formation of Rogue Valley Vintners and Rogue Valley Wine Country identity, signifying southern Oregon as a wine destination synonymous with a southern Oregon vacation, there is growth in attracting more wine enthusiasts to our region of all ages. In 2022, Rogue Valley AVA was nominated as one of the Top 5 Wine Regions in the World by Wine Enthusiast. Another regional example is the Rogue Valley Food Trail, launched in 2020, a collaborative effort with Travel Oregon, Travel Southern Oregon, Travel Ashland and local partners that showcases itineraries highlighting agritourism - farms, food artisans and onsite experiences throughout the Valley. By hosting culinary travel writers and influencers, the Ashland culinary scene is being noticed and written about through multiple media channels and gaining more followers on social media channels. Despite workforce challenges and rising costs, Ashland restaurants, artisans and wineries remain strong, nimble and continue to provide the unmatched hospitality Ashland is known for. Through our economic work, we are creating ways to foster workforce development. The more we promote year-round visitation, the more supported a year-round workforce is employed. U Ashland has always attracted outdoor travelers to experience its trails, mountains, lakes and rivers. Given Ashland's unique location at the convergence of the Cascade and Siskiyou Mountain ranges and proximity to the Pacific Crest Trail, Ashland is an ideal basecamp for adventure. Travel Ashland's brand promotes that and its accessibility to the trails. Continuing to foster the growth of the basecamp aspect is one of the identified key initiatives of the Ashland Chamber's Economic Diversification Study, Diversifying Tourism pillar, released in October 2022. With the backdrop of the Ashland Watershed, Mt. Ashland and accessibility to trails and regional terrain, what sets Ashland apart from destinations such as Bend is that Ashland is a mountain town with unmatched cultural and culinary amenities such as Rogue Valley Wine Country, over 100 restaurants and the arts. By attracting the responsible outdoor adventure traveler, we sustain Ashland's quality of life and thus attract a future, active workforce. The outdoors has been the leading reason new visitors are coming to Ashland. With the past visitor economy comprising a third of the visitor base attending plays at OSF, their characteristics were traditional, older, loyal and predictable with long-term booking windows. Through the pandemic, the outdoor industry exploded and everyone was interested in getting outdoors and recreating. The industry observed a major bubble from 2020 through early 2023 that is starting to right size to pre -pandemic numbers. This includes sales within the outdoor industry, visitation, trips and traffic. In 2022 we saw the sustained growth of the outdoor adventure coming to Ashland. Handlebar, the new bike shop with a coffee bar in downtown Ashland is an example of how visitor interests can drive business growth. It is exciting to have new energy in the downtown. For over a decade, Travel Ashland has been enacting that outdoor message and invitation to visitors to educate them on reasons to enjoy Ashland beyond the Oregon Shakespeare Festival that we will continue to do. As a community and as businesses, we have an opportunity to welcome, attract and build relationships with outdoor adventurer travelers who are coming to Ashland. ASHLAND'S OUTDOORS FY 2022-2023 Our outdoor partnerships and work to showcase Ashland's outdoors include: • With partners like Mt. Ashland and the Ashland Forest Resiliency project along with Rogue Valley Mountain Bike Association, Rogue River Siskiyou National Forest, BLM, Ashland Devo and Ashland Woodland Trails Association, Ashland's trails and assets are maintained through effective stewardship practices and encouraging responsible recreation. These assets and easy access enable Ashland to grow as an unmatched outdoor destination for runners, hikers and riders. • Currently we are exploring how best to disperse mountain bikers throughout our trail system, looking at developing wayfinding and connectivity to town and businesses. • Travel Ashland serves as the Lead Proponent, and drove the effort to get the official designation for the Cascade Siskiyou Scenic Bikeway (CSSB), one of 14 Scenic Bikeways in Oregon and was designated by the Oregon State Parks and Recreation commission on June 25th, 2015.Of the thousands of proposed miles, the Scenic Bikeway committee reviews, less than half is recommended. The route begins at Garfield Park on East Main, travels up the Green Springs Hwy 66, over Hyatt and Howard Prairie and back down Dead Indian Memorial Road to Garfield Park, totaling 52 miles. The Scenic bikeway has seen an increase in ridership. When weather is conducive, The Up and Down Bike Event each July commemorates the route welcoming over 100 riders. Official signage has been installed along the route to create awareness for riders. • Ashland's visitor is diversifying and there is new data on the outdoor traveler - the mountain biker. Mountain biking is one of the fastest growing sports in the country and is the current number one user of public lands in the country. The average mountain biker spends $491 for a weekend visit to a destination. (source: IMBA) Ashland is currently shuttling over 3,000 riders per year up into the Ashland Watershed. Travel Ashland and the Ashland Chamber effectively communicate, educate and inspire our industry and visitors during periods of growth, challenge and opportunity. Businesses, owners and employees of Ashland depend on us. Travel Ashland and Ashland Chamber serve a role only we possess. This is a very unique position in the community and business industry that allows us to create such valuable partnerships, lean on those in times of crisis and serve as a sounding board to a diversity of organizations, residents, visitors, members and private sector businesses. From retailers to hotels, restaurants, outfitters, wineries, artisans, galleries, theaters and our community, relies on us. 7 ^ f 1� yt '� y � ♦ ,` .rtsi r n Ax aex Annual Report FY 2022-2023 15 Officially Designated Tourism TRAVEL OREGON Organizations and Alignment: Travel Ashland's partnerships are inherent to our success. We maximize and leverage exposure for Ashland as a ma or g p 1 TRAVEL. SOUTHERN destination through strong cooperative efforts by sharing the message of the brand with partners and stakeholders while growing partnerships within the industry and fostering the growth of industry relations locally, regionally and statewide. -SASH LAN D Industry Partners • Private sector partners include lodging, restaurants, wineries, attractions, retailers, outfitters, members of Ashland Chamber and beyond • Oregon Tourism Commission dba. Travel Oregon (statewide tourism) Travel Oregon has created a 10-year strategic plan and is building new grant opportunities across the state. • Ride Oregon - cycle tourism branch of Travel Oregon • RDMO's (Regional Destination Marketing Organizations) o Central Oregon Visitors Association Eastern Oregon Visitors Association Oregon Coast Visitors Association o Travel Southern Oregon Past President and current Board Member: Katharine Cato, Travel Ashland Director. Alignment with our regional partners is key to providing a positive and consistent visitor experience and effective industry communication. Exposure from features and opportunities to host travel writers come through this partnership channel. ODA - Oregon Destination Association - Current President and Board Member, Katharine Cato serves representing Southern Oregon in the statewide discussion on issues such as lodging taxes, funding, visitation trends. This statewide DMO organization advocates, educates and supports the tourism industry and its leaders. ORLA- Oregon Restaurant & Lodging Association Workforce development issues continue to be a central challenge for most industries, including tourism and hospitality. ORLA and Travel Oregon are looking at what a partnership might be in tackling the workforce development challenges and beyond with the goal of strengthening strategies to be supported and implemented by DMOs at the community level. • Regional DMO's (Destination Marketing Organizations): o Travel Medford o Discover Klamath o Travel Grants Pass o Experience Roseburg INDUSTRY PARTNERS FY 2022-2023 o Travel Southern Oregon Coast o Visit Bend o Travel Salem a Travel Portland • Rogue Valley Vintners and Rogue Valley Wine Country -Current Board Member, Katharine Cato. The Rogue Valley's organization that promotes wine in the Rogue Valley AVA and the Applegate AVA. • Oregon Film and Television Office and Film Southern Oregon • OTIC- Oregon Tourism Information Council • OTTA- Oregon Tour and Travel Alliance • NTA- National Tour Association • IFWTW- International Food & Wine Travel Writers • BATW- Bay Area Travel Writer • Oregon State Parks and Recreation Scenic Bikeway Committee • Federal Agencies: • The Nature Conservancy • Bureau of Land Management • United States Forest Service o ODOT • We value our Local Partners and work with them to support them, collaborate and expand our success: Jackson County - bicycle and pedestrian, roads and parks divisions; Ashland Parks and Recreation; Ashland Forest Resiliency Project (now AFAR); Rogue Valley Vintners; Rogue Valley Symphony; Ashland Independent Film Festival; Stay Ashland; Ashland Gallery Association; Britt Festival; Oregon Shakespeare Festival; Southern Oregon University; International Mountain Bike Association; Rogue Valley Mountain Bike Association; Siskiyou Velo Club; Rogue Valley Growers and Crafters Market; Klamath Bird Observatory; Scienceworks Hands On Museum and Mt. Ashland Ski Area among many others. Crisis Communication: Ashland Chamber and Travel Ashland have longstanding partnerships with legislators, representatives, regional and statewide organizations that are key to be able to rely on when challenges and crisis are present. From wildfires, poor air quality, the pandemic, and tragic issues that arise, we have a strong network and communication plan to ensure we are informing the visitor of real time, transparent information so they can make the best travel decisions. INDUSTRY PARTNERS FY 2022-2023 Regional and Statewide Tourism Programs The Travel Ashland director, Katharine Cato serves on the Travel Southern Oregon Board of Directors and is Past President. Travel Ashland has had a continued presence at the regional tourism table since its inception. After decades of deliberation Siskiyou Welcome Center opened for Labor Day Weekend 2019 with a regional gala opening including partners from around the region with collaborative efforts from Travel Oregon, Travel Southern Oregon and local DMO's and attraction. It is open daily until 7pm in the summer and 5pm in the winter. It is staffed by employees of Travel Southern Oregon and managed by TSO under contract with Travel Oregon. The welcome center is located at the ODOT Siskiyou Safety Rest Area along the northbound 1-5 corridor, near milepost 12 south of Ashland. The welcome center serves as a respite for travelers coming from the Siskiyou Summit, the highest pass on 1-5 between Canada and Mexico. Additionally, it provides an opportunity for visitors to learn about and be inspired by Oregon. The center is staffed by experts offering concierge -style guest service. Oregon State Welcome Centers Travel Oregon operates staffed welcome centers at key entry points around the state. These welcome centers are an essential part of a visitor's experience and provide in - person engagement with Travel Oregon's brand. They are able to offer this efficient and extensive program thanks to critical partnerships with Oregon Parks and Recreation Department, ODOT, Oregon Travel Experience, Seaside Visitors Bureau, Port of Portland, and the Port of Morrow. OREGON GOVERNOR'S CONFERENCE ON TOURISM Each year Travel Oregon hosts the Oregon Governor's Conference on Tourism in a different part of the state. Oregon Destination Association serves as the statewide DMO/RDMO voice for tourism advocacy with the legislature as well as fostering education and collaborative opportunities such as the annual ODA conference, quarterly ODA member webinars to focus on the latest needs such as governance, advocacy blueprints and working to ensure our regional partners are best supported and informed during the legislative session. For more information on Regional programs visit: www.southernoregon.org/industry For more information on Statewide programs visit: www.industry.traveloregon.com and https://oregondestinationassociation.com/ Travel Ashland's Visitor Research and Analysis study followed by the Ashland Chamber's Economic Diversification Study informed and established a solid foundation for a new Ashland brand and building future resiliency for Ashland's economy and tourism base. Since the inception of Travel Ashland, our programs and promotions have been based on quality research. Given the anecdotal changes we were observing in pre - pandemic years then exacerbated by the pandemic, OSF`s closure and increased poor air quality due to wildfires since 2017, Travel Ashland embarked on the Visitor Research and Analysis Study outlined below. 10 1 t a 71� ,v s P •pl Annual Report FY 2022-2023 19 VISITOR STUDY FY 2022-2023 Travel Ashland has been diversifying the type of visitors Ashland welcomes for decades including the younger, outdoor and culinary traveler. Balancing this with the historical, cultural traveler, and working to maintain the steady visitor volume throughout the year, Travel Ashland embarked on the visitor study to explore new trends, competitive markets, and the highest potential visitor personas to target in future marketing. Visitor Study Background: Upon receiving funding in July of 2020 earmarked for research, Travel Ashland embarked on the project with the chosen firm through an RFP process, Destination Analysts (currently known as Future Partners) and launched the study in November 2020. created a Request for Proposal to conduct a Visitor Research and Analysis Study. The Visitor Study's scope of work included researching the Ashland leisure visitor - the previous and current visitor, the first-time visitor, as well as future and potential visitors. Based on the current and common observations, we wanted to explore the changes in loyalty, demo and psychographics, their spending trends and length of stay. The study also analyzed personas including families, wine travelers, culinary, outdoor adventurers, arts and culture as well as young travelers. We explored new seasonality trends and potential that is driving travel consideration to Ashland. As well as competitive markets such as Bend, Lake Tahoe and Healdsburg and evaluated new market potential. The scope of work included recommendations on how to best leverage our assets. Deliverables included an in-depth analysis and assessment of the above that would then drive our informed marketing decisions, strategic direction and ultimately a new brand for Ashland. The study included three surveys, the first being a quantitative survey of Leisure Travelers in Key Markets (1500 results from LA, San Francisco, Seattle, Sacramento/Redding and within the state of Oregon) from those respondents. The second survey consisted of qualitative In-depth Interviews of individuals who were vetted through our research firm that showed strong interest to travel, were a diverse group and had a high potential to Ashland. Ten, 45-minute interviews were conducted which provided key insights into unfiltered feedback and perceptions of Ashland. The third survey was of Owned partner databases that included over 5700 responses who had visited Ashland within the past 3 years and were engaged with one of our key partners such as Mt. Ashland, Neuman Hotel Group, Weisinger Family Winery, OSF and Momentum River Expeditions. The balance of these 3 surveys provided us a well -round analysis. The findings from this study will then serve as the foundation for the new brand and guide the updated marketing strategy. The deeper level of research revealed key findings that validated our observations of the largest shift in Ashland's visitor base trending younger and here to do a multitude of activities including wine tasting, outdoor adventuring and shopping. The study found we have a clear opportunity to educate new and potential travelers, expand upon drive markets, push into new flight markets and increase steady visitor volume year-round. It found Ashland's strengths to be a walkable, small, friendly, welcoming town with scenic beauty with well established wellness protocols in place that was and still is important to those respondents of the survey. VISITOR STUDY FY 2022-2023 The focus of this study was on the visitor and will influence the larger research project the Ashland Chamber and Travel Ashland are concurrently doing. These findings have been embedded in the overarching Economic Development analysis we kicked off in November of 2021 that will analyze all sectors including the evolving regional visitor industries that are responding to these changes. �-�4r1! . View the Executive Summary of the Visitor Research and Analysis \\� ki 4•Eae�� IS i E here. It is important to note in these rapidly changing times we have particular strength that we are nimble and flexible to react to market changes and constantly adapting our marketing efforts to reflect those trends. Travel Ashland annually analyzes the Food and Beverage tax collections and the Transient Occupancy Tax collections. We chart the data and look for strengths and weaknesses in seasonal fluctuations. This tells us when we need to promote and target areas that need focus. Tourism remains a key driver to Ashland's economy. Ashland continues to be ahead of the recovery curve compared to other destinations coming out of the pandemic following along the continued growth of tourism overall. Source: City of Ashland $ 1.150.000 s lJxaoro f �sopo. t s..Jxl. s ZHIM s Transient Lodging Tax Revenue F..d..a8... R—C.* ,.e lmam0m aoopoom ,,.i;-� .aan0000 .aomau. Io0in 00 Y4 4 ,vti* d e4 -0 / / /// / July -Sept 0 OCt-DeC • Jan -Mar 0 Apni-Jura Io/. Iol. Iola 2020 IoT! Juy-s.pt i act-0- 0 J_-W, & Awa•nn. To view Industry statistics from this reporting fiscal year, see Travel Ashland's quarterly reports here. VISITORS FY 2022-2023 Tourism is Oregon, according to Travel Oregon's 2022 Economic Impact Report there is $13.9 billion in total spending that directly generates more than 117,360 jobs. Tourism generates $643 million in state and local tax revenues. In Southern Oregon there are over 12,000 tourism related jobs. (source: www.southernoregon.org industry_ and www.industry.traveloregon.com) In Ashland, over 2500 jobs are fueled by the visitor spanning Arts, Entertainment, Recreation, Lodging and Restaurants. Employment, quality of life and the success of Ashland's economy is directly dependent upon tourism. This can be shown not only from historical data with growth in the lodging and food & beverage tax revenues year over year but also through the growth of the number of tourism related business and jobs. Tourism has contributed to the increase of jobs, payroll and wages and returned as we continue to emerge from the pandemic. Retail expansion and growth of local businesses along with the revitalization of the Historic Railroad district catering not only to a local but visitor clientele is fueled by a strong visitor base. We have seen service jobs returning and stabilizing though there are still challenges with the "back of the house" or staffing kitchens in restaurants and a need to focus on workforce development in all areas to ensure we have a steady employment pool. Ashland is trending with national challenges that are being felt in other destinations as well. The hospitality industry provides full time and part time jobs for people, including students who can hold part time jobs enabling them to afford and obtain higher education. Travel Ashland - City Grant Report FY Global Filters In -State Out -of -State Distance: Somi-2,781 mi Clusters: All Included 1501s: Alt Included 22 -23 Dashboard Filters Main Dates 711122.6130/23 Compare Dates: 7 /1 /21.6130/22 Srend locations: All Included Monthly Volume by Visitor Days All Main Dates vs Compare Dates ,n: �- � IN 11111 11111 11111 11111 1111 11111 11111 11111 111, 11111 Jan Feb Mar Apr May Jun Jul Aug Sep CTa Nov Dec 02018 02019 02020 0 2021 0 2022 02023 2024 2013 0 436.SK 545.6K 462AK 594.3K 748.9K 903.5K 769.2K 62Z7K 555.SK 543.OK 538.9K 40 2019 435,1K 397.7K 534.4K 587.SK 673.4K 827,8K UM 828.31( 671,1K 582.4K 488.9K 530.1K 0 2020 486.6K 471AK 520.51( 408.7K 607.6K 770.6K 934.4K 851SK 704.5K 677.5K 617.SK 564.4K r 2021 450.2K 472.OK 675.8K 572.9K 536.4K 725.9K 930.8K 7033K 544.6K 511.9K 481.9K 479-8K 2022 2023 378.0K 375.6K 48Z2K $04.5K 554.2K 728.5K 898.5K 607.8K 41581K 449AK 339.6K 388.60 2024 0 0 0 0 0 0 0 0 0 0 0 0 Visitor Days by Length of Stay 40 1 Day 48.3% 0 2 Days 913% 3 Days 6.21 % • 4 Days 7.23 % 5 Days 12.1 % 0 6• Days 16.9 % Top Spending to Location Change in Share of in Share of Share of Spend ShaChartae DMA Spend - P DMA S Pend vs7/1/2021- 7/1/2022-6/30/2023 120ROfS30/2pend 7/1/2022-6/30/2023 6/30/2022 6/30/2022 Portland. OR 16.09% + 1.3% Eureka 1,74 % } 034% San Francisco-Oak-san Jose 15.92 % - 0.26% Bend- OR 1.7 % + 0-03% Sacramnto-Stkton-Modesto 9.1% +0.22% San 010to 1.66% -007% Seattle -Tacoma 7.86% - 0.66% Monterey -Salinas 1.65% -F 013% Los Angeles 7.21 % - 1-45 % Phoenix -Prescott 1.43 % } 028% Eugene 6.12 % + 0.12 % Reno 1.42 % - 0.1 % Medford -Klamath Falls 4.56% - 0-36% Santalsarbra-SsnMar-Sanlu 1.25% - 0-06% Chico -Redding 3,54% - 0.2% Honolulu 1.16 % } 0.03% tdd at:�r,rd `l "P r 13 .d.it, td m 1'1 and U'np It w, 01 C'. ;k'S S:.Crd, n1 ddtd r4flP t% 34% of U.S. (red s a,! dc;:l (a.d DATA F Travel Ashland - City Grant Report FY Global Filters In -State Out -of -State Distance: 50 mi - 2,782 mi Clusters: All Included POls: All Included 22 -23 Dashboard Filters Main Dates:711122 - 6/30123 Compare Dates: 711121 - 6/30122 Spend Locations: All Included Top Markets Change in Share % Change in Change in Share % Change in Share of Trips Share of Trips of Trips vs Trips vs of Trips Vs Trips vs DMA 7/1 /2022 - DMA 7/1 /2022 - 71112021- 7/112021- 7/1/2021- 7/1/2021- 6/30/2023 6/30/2023 6/30/2022 6/30/2022 6/30/2022 6/30/2022 Medford-Ktamath Fa 21.37 % - 1.7 .J, 1.7% Eureka 3.22% - 0.4 Je 5.0% Portland- OR 12.76 % - 2.0 -L 8.1 % Phoenix -Prescott 2.02% -t- 0.6 T 52.6% Eugene 10.01 % - 0.9 .1. 2.9% Fresno -Visalia 1,85% + 0.1 T 111 % Seattle -Tacoma 7.04 % - 0.1 T 42% Bend- OR 1.43 % } 0.1 T 15.8 % Sacramnto-Stkton-V 6-6% - 1.0 11, 7.6% Reno 121 % + 01 T 16.3% Los Angeles 5.33% -f- 12 T 36.7% Sah lake City 1.1 % -i- 0.3 % 49A% San Francisco-Oak-S 4.86% t 0.5 T 17.6% San Diego 1.07% + 0.3 T 52.5% Chico -Redding 4.22% - 02 T 1A% Spokane 0.9% + 0.1 T 13.6% !.: 1 d Ntafy - u! R-gM5 R-wd "maDATA F `! Geoln<atw� "mates ate era tented from a ttal.sUCA.0M xh,rh hat been named u rg hrytal-I behanor. The spec fldN c rlale based an an ob-0 sample or d-res Ihat meet the w"AM biter setlints Top Clusters Top Clusters percent change in Trips Percent Change in Trips Share of Trips 7/1/2022 Share of Trips Ill12022 Cluster VS 711 /2021 - Cluster vs 7/1 /2021 - - 6/30/2023 - 6/30/2023 6/30/2022 6/30/2022 External Attractions 67.13 % 11 4.0% Southern Oregon University 2.08% T 33.6% City 37.63% 417.3% Attractions 1.62% T18A% Theatres 7.65% y 18.9% Wine 0.43% 41 %0% Districts 6.75% y 10.3% Ashland Lodging 5% T 6.7% Parks 4.28% t 14.6% Dining 3.56% T 21.1 % Outside Ashland Lodging 2.22% t28.9% Cordon I r 0OL* . as Rnhtt Reserved DATA F `! 6eptaauat tv. ea"aro Ve .tied 6om a tuu 1,111 mode, wh,rh has nee„ I,ai,ed u q hMx i4l behav , The spti:4< r 11i ate cased on an observed sample of d-les tnat -t The W-fted Rlte, xthngs. Travel Ashland - City Grant Report FY Global Filters In -State out -of -State Distance: 50mi-2,762 mi Clusters: All Included POTS: All Included 22 -23 Dashboard Filters Main Dates: 7/1122 -6/30/23 Compare Dates: 711121-6/30/22 Spend Locations: All Included Top Demographics for 7 /1 /2022 - 6/30/2023 Age as-": 32.9 25-M-26.5 65•:252 16.24: 13.31i� Income $1 s7SK.$"K-17.6 $75K-$99K: 17.3 X� $SOK•$75K: 177 $150K.: 12.1 % Top Demographics for 7/1 /2021 - 6/30/2022 Age 45.64: 35.1 2 : 2a3 - 65-% : 243 16-2424:12112.1 C MOV Al` R,tMl R11-4 Glossary Income $O-$s0K: 31.6 % $100K-$1sOK: S1soK•:19% $7SK•599K:1G7x� $sOK-$7sK: 74% Household 1.2:48A 3.5: 42% 6•:9.6 Household 1.2:472 % 3.5:42a% 6.: 10%. Education Level nith School: 51L2 Bachelors: Graduatt: 4-6 Education Level Nigh school: 55.1 sachttas: 39A% Graduate, s s%, Ethnicity white, $0.6% Hispania: 12.1 %� Asian: 4.7%r &ack: 2%t Other: 0.6% Ethnicity white. 01.1 % Nispanic: 10.9%� Awn: 5,7%� otack: l-e%1 Other: 0.6% BATAFY Census Demographics - Calculated using the Home Zip Code of the Unique Device, and then matching the zip code to the corresponding data from the US Census and American Community Survey (ACS). Cluster - A grouping of PON based on venue type, visit purpose, etc. Home Zip Code - The inferred home zip code of observed devices. This is determined by a history of observations and patterns of behavior. Our database includes home zip codes for more than 200 million devices. Home Zip Codes are updated monthly based on the historical pattern of behavior, and our process is capable of determining when someone moves to a new zip code. Household Level Demojraphics - Calculated based on a positive match between a device and a household with a demographic profile. For example, if a college student lives at home with a parent and visits an attraction, then the household profile would report the income, education levels, and age brackets of everyone in the household, including the parent. These are aggregated, weighted, and averaged across all the household members and all of the POIs visited and dates observed within the selected filters. Most of the values reported are at the household level, with a few exceptions that are device -level. Point of Interest (POI) - A physical boundary drawn on a map and utilized to capture mobile device activity within the boundary Repeat vs one Time Visitors - A calculation of repeat Visitors based on observations of Unique Devices and Trips taken within the selected time frame. Once a Unique Device is observed a second time at any of the selected POIs across the date range in the filters, then that device is "flagged" as a repeat visitor. This analysis is dynamic and can span multiple years. For example, if a Visitor visits in March 2020. they would contribute to the yellow line in the chart if the date range covers March 2020. If that Visitor returns and visits again in September of 2021 and the date range in the filters spans March 2020 through September 2021 , then that Visitor shifts from a one-time visitor, to a repeat visitor for all of the observations. Therefore, now this Visitor would contribute to the purple line in both March and September and any subsequent visits. Trips - The number of distinct trips to a destination by a Visitor or POI. Utilizes a combination of observation patterns, distance traveled, etc. For example, if a Visitor visits on Thursday through Sunday, that would be considered one single trip. If the visitor returns later that month, it would be counted as a second trip. AIRDNA REPORT FY 2022-2023 Below is vacation rental Demand data showing trends since 2019. We can see continued strength and recovery through 2023. Annual Report FY 2022-2023 27 Travel Ashland's Past Research Findings There has been an inherent value for visitors in Ashland's downtown. This past research also concluded that the inherent value of the downtown was closely tied to the Oregon Shakespeare Festival. With the recent and variance in closures, we have seen growth in properties outside of the downtown. Visitors value the downtown lodging and proximity to our amenities. This underscores the importance of the commitment and investment to keep our downtown's physical structure and ambiance vibrant, well maintained and welcoming. Over the past two decades, we have conducted extensive research to better understand the strengths and weaknesses of the geographic layout of our accommodations through BR&E (Business Retention and Expansion) surveys, ongoing visitor profile and lodging analysis studies that were conducted by Rebecca Reid, Independent Research consultant. January - March has consistently had the greatest opportunity to grow with the lowest occupancy. While we prioritize this quarter with targeted campaigns and promotions, we are very nimble to adjust as we have seen much needed promotion throughout the year, not just in the off season. Given Travel Ashland's brand, each year we explore how we can grow occupancy and attract visitors with Mt. Ashland's 60th anniversary season offerings, events in February such as wine releases and in 2024 Shakespeare in Love at OSF by the Rogue Valley Symphony. • Spring and Summer travel can vary and are seeing market shifts. Through our past research, results show variance in occupancy based on how each year unfolds whether summer travel is affected by wildfires, poor air quality, intentional avoidance of the busy season and now COVID. With the current shift towards a new, first-time visitor, we are researching emerging trends taking into account new demographics, spending and travel preferences. • In December of 2022, we initiated a survey to restaurants and lodging to help garner up to date key data on occupancy and spending trends and fluctuation. • Over the past decade, we have seen increasing trends such as the last-minute traveler, with a shorter decision- making window that affects how we market to them, offering incentives to choose Ashland. Last minute decisions are often made using online tools hence why we must constantly be in front of the visitor, digitally, directly and in print. • Wildfires and poor air quality have affected travel. We saw this even more so with the devastating Almeda and Obenchain fires affecting perception of visiting Ashland. Travelers want transparency, timely and accurate information when planning their trips. 2019 Travel Southern Oregon's Wildfire and Visitor Perception Study. As a follow up to the summer smoke filled days of 2018, Travel Southern Oregon, along with regional partners such as SORCE, Travel Ashland and the Coraggio Group embarked on a survey for visitors to see the impact of the wildfire smoke on their travel plans, behavior and outlook. Travel Southern Oregon's Wildfire & Visitor Perception Study was released in April 2019. The visitor study, which began back in October of 2018, presents tourism partners with valuable data from recent summer visitors about the way wildfire smoke has impacted the visitor perception of Southern Oregon as a travel destination. The findings were heartening with 85% of respondents planning to visit Southern Oregon in the future. The results showed that there is visitor interest in shoulder seasons, the ways smoke impacts vacation plans and much more. There was also a major difference in the type of visitor comparing Klamath Basin and Crater Lake to the Rogue Valley and Ashland visitor. View full report here: https:lldrive.gqogle.com/file/d/lFaRvCSOCNegtrWi AfEHOJGgNlymenUR/view. The Ashland brand story As Travel Ashland was nearing the completion of the Visitor Study, knowing this would be the foundation for our rebranding, through a thorough RFP process, we chose Intently Collaborative out of Bend. The choice was based on building a new strategic brand platform using the recent Visitor Study, an effective measurement system with metrics, key performance indicators, as well as, fostering a valuable partnership that provided complimentary skills to our team. Their innovative strategic approach combined with their creative ability and experienced guidance for implementation is what we enjoy most. The goal is to ensure a voice and overall image of Ashland that reflects all that Ashland has to offer and resonates with each persona. Ashland's new visitor brand platform was a project that included four phases. The discovery phase was an in-depth information gathering process. In addition to intake from the Travel Ashland team, time was spent reviewing the in-depth visitor study, existing website and social media analytics, conducting 18 Stakeholder interviews with members of the tourism business community, Ashland Parks and Recreation and volunteer organizations and detailed brand & competitive audits. ASHLAND BRAND STORY FY 2022-2023 Stakeholder interviews conducted during Discovery Phase of Rebranding Project are below. Intently Collaborative also interviewed each member of the Travel Ashland Advisory Committee: Don Anway & Karolina Lavagnino - Neuman Hotel Group Management Bob Hackett - Travel Southern Oregon Executive Director and former OSF Marketing Director David Schmitz - OSF Executive Director Michael Black and Mike Gardiner - Ashland Parks and Recreation Director and Commission Chair Dionne Irvine - Irvine & Roberts Vineyards Owner Pam Hammond - Paddington Family of Stores co-owner Lisa Beam - Skout, Pie & Vine, Burrito and Falafel Republic Bob Horton - Ashland Chamber Volunteer Dana Preston and Dana Welsh - Ashland Chamber Staff Scott Malbaurn - Schneider Museum of Art Executive Director Bryant Helgeland - Ashland Mountain Provisions Casey Botts and Martin Stadtmueller - Rogue Valley Mountain Bike Association Torsten Heycke - Ashland Woodland Trails Association To explore our Brand Platform and Architecture click here. Asset Development -Video and Imagery Our role as a Destination Organization, a Chamber of Commerce as well as an Economic Development entity is to showcase Ashland and the experiences and serve as a resource to visitors, residents and industry partners. From media inquiries to collaborative projects where Ashland is featured, we provide imagery, footage and assets that exemplify Ashland, today. Our assets then are published through our brand, campaigns, promotions, digital channels, publications, materials and social channels. Asset creation is an ongoing process and effort that requires time, direction and investment of dollars to execute the projects professionally.. During the Fiscal year 2022-2023, we contracted with NW Collective out of Bend, Oregon to create film shoots that garnered deliverables including :5, :15, :30 and :60 second finished videos that now live on our YouTube Channel along with images of each shoot and raw footage. Each shoot showcased a different persona, interest and season. Fall 2022 - a couple enjoying downtown, culinary, wine at Irvine & Roberts, walk through, Lithia Park, fall colors, dinner at Brickroom. Winter 22/23 - 3 friends riding on Mt. Ashland, enjoying Caldera Brewery and Spa day at Blue Giraffe Spring 2023 - girlfriends get away with morning coffee, hike on Bandersnatch, shopping at Websters and dinner at La Briccola Summer 2023 - family fun, mountain biking on White Rabbit, lunch at Skout and showing connectivity with bikes into town, Splash pad water fun at Garfield Park, shopping and ice cream at Zoey's Mystery Fest 2023 - interview with Ellie Alexander and b-roll during the event showcasing the event attendees, panels, pop ups, author engagement and mysterious fun around town Holiday 2023 - family during the holidays, shopping at Crown Jewel, ice skating in Lithia Park, hot cocoa at Mix, enjoying the lights in downtown and dinner fireside at Skout. Prior to this current initiative, we have continually built out a library of assets from "moments of Ashland to showing diversity among our visitors and so people can see themselves here in an authentic way. We partner with many organizations and businesses to share our assets and provide these as a resource. With the launch of the new brand in December 2022, www.travelashiand.com was refreshed, social channels were updated to reflect the new brand and there was a regional industry splash of media, digital and radio messaging initiated. Since the brand launch, we have been executing an effective marketing strategy that has garnered strong engagement shown in the following program analytics. Analytics include paid media with search, Google ads, display ads, social channels, www.travelashiand.com and campaigns. Implementing the brand includes targeting each defined persona of the brand, with each season and each interest group based on their values, demographics, goals and marketing opportunities. It reaches both flight and drive markets with respective strategies based on their mode of travel and trip planning methods. Each month, paid digital media is deployed with optimization of paid digital display, social and search campaigns. Media channels are continually adjusted to optimize performance. Media channels include a robust programmatic display of targeted digital ads, Google Search engine optimization, Google ads and targeted campaigns per season to best express the brand including a social media editorial calendar that mirrors these campaigns, the new annual visitor guide and www.travelashiand.com along with PR and media efforts, review of key performance indicators (KPI's), objectives and metrics along with the continued creation of ad sets for each persona and interest group. Display Marketing Campaign architecture Each campaign is focused on one or more of our audience personas. Display campaigns were run across three networks with different audience targeting options. Targeted Display Network • Ads are targeted based on geography, interest, demographics and keywords. • Ads can run across 100's of websites and run one both desktop and mobile devices Google Display Network • Ads are targeted based on audience groups associated with the Google network, geography and keywords. Geo and keyword targeting is inline with the Google Search campaigns • Ads run across the Google display network on participating websites and apps and can run on desktop and mobile devices PTA (Polygonal Targeted Audience) • Ads are targeted to people who have been in a certain location during a certain window of time. This is our most targeted audience and is utilized for very specific campaigns Targeted Display Analytics 4,430,346 Impressions 1,236X Digital Life 6,870 0.15% Clicks CTR How much more likely someone will visit your site if they see an ad DIGITAL DISPLAY •• • • Geographies Region. San Francisco, CA 333,835 535 Seattle, WA 268,629 463 Los Angeles, CA 282,367 340 Portland, OR 236,663 336 Phoenix, AZ 205,035 286 Eugene, OR 108,164 268 Sacramento, CA 132,985 182 Denver, CO 93,978 156 San Jose, CA 88,870 133 San Diego, CA Annual Report 73,967 119 Your line to adventure , ","q A world class Rogue River catch 0 .axy BaSIwWn 202a x + - . � wrirtbai hMazy+paeS yYoo <an yfsporb 4 Search + � ianlasy lasaetba!I v OnierMtw NoA update P, Fantasy Basketball 2023 Welcome to Yahoo Sports Fantasy Basketball! 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Go to the Mock Mall Lobby to pract*e your draft Strategy Jtaln a league 19 Nay or out pubiK lfagu S and tompete with Othtf .am at Yahoo Be a corroonstonet. set the risks you 1!e ad —Ite frwxh to play 1 )pn Npw i F Create Notr J ASHLAND River time is the best time to dream Plan trip spoil t+ - 0 s,zn �n S ® 0 Daily Fantasy ASHLAND your winter- doydrttoms in Ashland Fantasy News 1aPNt Newt .. unes /asketball PKkupS HAyWX4 you AM met fantasy Bataet Dam War— Wile W start for Tlm Hadaway Ir h Njhts ratty m s fantasy 8a ketbae W~ Wiled, Wee* 2 Dillon the ylian a Fantasy Hoops H"al axketball PKkUps Iryuty boosts Malty Wagrter s tanxy slue NBA OFS Pcks Yahoo Playz aM Sif alegy for hday Nomober 3 DIGITAL DISPLAY PERFORMANCE FY 2022-2023 Over the course of the year 28 ad sets ran. Examples of a few as well as placement samples 04 AWNA new way to earn more C`T Bank on your savings. P 1V 5.05%os AVINGS +' APY* FDIC — BUSINESS ^ Annual Report FY 2022-2023 36 PROGRAM ANALYTICS PTA Campaign Analytics FY 2022-2023 In Winter of 2022-2023 PTA was used to target those that had visited Ashland during the previous spring and summer and invite them to experience Ashland in the Winter. The campaign ran from December 2022-February 2023. The audience was reached through display ads across a range of website and through Facebook. Y 1 ASH LAND Annual Report FY 2022-2023 37 PROGRAM ANALYTICS FY 2022-2023 Paid Search Analytics Campaign architecture The search campaign is run through the Google Ads Platform on Travel Ashland's Owned Google Ads Account. The campaign itself is targeted to the geographies part of the overall marketing strategy. The campaign is broken down into 7 ad groups. Each ad group is targeted based on interest unless otherwise noted. Each ad group has unique keywords centered around these interests. The ad groups are made up of between 1-4 ads which consist of headlines and descriptions that include the keywords within that ad group. Each ad links to a unique location based on the ad content. The campaign is optimized for performance each month. Impressions were up 49% YOY and Clicks were up 10.21% Ad Branded 86,957 8,121 R' 9.34% • nv 6.24% Wine &Culinary 87,527 2,516 4.37% 11.69% Dynamic 24,014 2,994 12.47% 5.58% Arts &Culture 15,438 1,096 7.10% 3.28% Family Fun 54,846 3,474 6.33% 0.66% Outdoors 59,513 2,118 3.54% 1.09% Local Shopping ReportAnnual 3,390 132 3.89% 1.52% 39 PAID SEARCH • • 10 Locations by city impressions Clicks Portland MOM== CTR Conversions FY 2022-2023 Conv Rate Dorris =MMMM Salem =MOM= Seattle 9,865 609 MM M- ==MOM6.64% Eugene =MOM= Redding 2,457 362 14.73% 28 7.73% San Francisco 4,981 361 7.25% 25 6.93% Bend =MOM= Ashland=MMMM ReportAnnual 40 1 1 / • • • • • • Ashland Oregon 29,580 3,002 10.15% 34.91% 91.68% Things to do in 8,859 2,103 23.74% 27.06% 86.89% Ashland oregon Things to do in 5,188 1,168 22.51% 26.31% 77.51% Ashland Pacific Crest 37,405 970 2.59% 38.24 /° 95.83/° ° Trail Ashland 16,061 885 5.51% 24.12% 43.28% oregon 10,143 735 7.25% 16.53% 96.24% vacation spots Ashland 9,691 554 5.72% 37.64% 67.34% Travel Ashland 3,063 525 17.14% 52.71% 81.66% What to do in 1,370 464 33.87% 31.46% 94.08% Ashland oregon visit oregon 11,426 408 3.57% 35.45% 89.49% 6• 1 1 PROGRAM ANALYTICS FY 2022-2023 YouTube Advertising Analytics Campaign Architecture During this fiscal reporting period Travel Ashland Videos were run as preroll, targeting interest, keywords, demographics and geography. During this time the 60 second Fall and Winter videos were run. Fall Video 9,363 6,845 60.62% Analytics Impressions Views Completion Rate Winter Video 61487 41138 49.56% Analytics Impressions Views Completion Rate Traffic by Device 82.89% 9.56% 5.09% 2.4% Connected TV Mobile Tablet Desktop Travel Ashland YouTube During the 2022-2023 Fiscal Year videos were completed for each season in 60sec, 30sec and 15sec lengths so they could be used across different media and different placements. A 5th set was created that covers all seasons. These videos were then used to build out the Travel Ashland YouTube Channel. Videos now run through the Google ads account as part of the paid media strategy. They will also be embedded in the website this year. Social Media Travel Ashland's social channels on Facebook and Instagram function as tools within our targeted marketing strategy to engage visitors and educate them on Ashland experiences, events and itineraries. Reaching new audiences, this is yet another pipeline we effectively engage those who are interested in traveling to Ashland or champions of those who have been here. We contract with a social media consultant who executes the social media plan and editorial calendar established by staff and mirrors our campaigns and promotions. Traffic has continued to increase to our site as you can see below. Social Media Strategy Travel Ashland has a three pronged approach to Social Media this year: 1. Boosted page promotions to gain more followers of the Facebook page so when organic posts are made it increases the likelihood more people are reached organic posts and post shares of businesses in organizations in town. The organic posts cover everything from events, change in seasons or other special announcements 3. Paid advertising through boosted posts & paid ads for specific campaigns. We use the paid ads and boosted posts sparingly as to get the most ideal benefit without affecting the algorithm in a negative way for organic posts Paid Ad Results 62,692 Combined Paid Impressions 205,612 Combined Paid Reach low Top P- A Ad: Festival of light 30th Anniversary 137,417 impressions 39,449 Reach 2,232 Link Clicks Top Bonet-4 pnrt- � Travel Ashland Oregon X No One Knows Ashland Like Our Locals 9,974Impressions 3,351 Reach 7,417 Thruplays No one knows Ashland like locals. Our Tagline "Live Your Daydreams" paired with pride in our local area was the inspiration for ...See more i EA LOCAL 1 Destination organization's websites play a key role for visitors when researching and planning travel. An informed website serves as an effective tool in decision -making by providing accurate and current content and compelling messaging. As found in our recent Visitor study, visitors rely on a destination to provide accessible information, travel resources and trip inspiration. Hence the value of investing and continually optimizing our site with new information and fresh photography. Launched in 2020 as a stand-alone visitor site, separate from Ashland Chamber's site that features local, community and member related content, www.travelashland.com served as a relevant tool for visitors during the early stage of the pandemic when everyone was online and the world was dormant dreaming of travel. Upon the launch of the new brand, in December of 2021, the site was refreshed with the new brand colors, logo and look and feel. www.travelashiand.com has seen significant growth in traffic, engagement and navigation since the brand launch in 2022 driving visitors to the site with targeted campaigns. Website Strategy As traffic has increased considerably, session duration and pages per session has decreased slightly YOY. This is due to more intentional direction where organic and paid campaigns link and more event items listed all of which lessen the need for potential visitors to hunt around for what they are looking for, leading to improved ease of use. Visitors to the site have decreased in age slightly with the largest group of users in the 25-44 age group. The majority of traffic is being driven by paid search (24.9% of traffic) which helps visitors find what they are looking for based on keyword targeting and display ads (24.4% of traffic) which builds Ashlands brand awareness among potential visitors. These two sources are closely followed by Organic Search which accounts for 23.4% of traffic which speaks to the improved SEO profile of the Travel Ashland Website, making it easy to discover in organic search results. The website strategy continues to develop and evolve with additions this new fiscal year including a plug-in for events, making community events easier to share and supply detail on and a new industry page where there will be a quarterly update shared. city (not set) Users 12,846 Ses s 17 ins 13,216 •.. r 1.18 e 0:00:15 Seattle 3,627 4,121 1.74 0:01:07 Portland 2,979 3,471 1.74 0:01:00 Los Angeles 2,565 2,970 1.71 0:01:03 Medford 2,121 2,398 1.6 0:00:48 Ashland 2,095 2,987 2.07 0:01:59 San Jose 1,906 2,188 1.81 0:01:13 San Francisco 1,149 1,300 1.69 0:01:06 Ashburn 919 930 1.12 0:00:05 Sacramento Annual Report 859 1,012 1.68 0:00:48 Age 5% 18 24 25 34 35 44 45 54 55-64 65• Affinity 3 31 % Food & Dining/Cooking Enthusiasts/30 Minute Chefs 2 94% Media & Entertainment/Movie Lovers Categories 286% Shoppers/Value Shoppers 2 85% Travel/Travel Buffs 2.81% Banking & Finance/Avid Investors 2.78% Media & Entertainment/Book Lovers 2-74% News & Politics/Avid News Readers 2 71% Lifestyles & Hobbies/Outdoor Enthusiasts 2-70% Sports & Fitness/Health & Fitness Buffs 2.57% Lifestyles & Hobbies/Green Living Enthusiasts In -Market 2 50% Travel/Hotels & Accommodations Segment 2.19% Home & Garden/Home Decor 2.15% Apparel & Accessories/Womens Apparel 1.90% Real Estate/Residential Properties/Residential Properties (For Sale) 1.80% Gifts & Occasions/Holiday Items & Decorations 1 78% Travel/Trips by Destination/Trips to North America/Trips to the US Real Estate/Residential Properties/Residential Properties 1.73% (For Sale)/Houses (For Sale)/Preowned Houses (For Sale) 1.71% Gifts & Occasions/Gift Baskets 1.70% Apparel & Accessories Travel Ashland's role has been to continually diversify tourism. Following the completion of the Economic Diversification Study with EcoNorthwest, the Ashland Chamber and Travel Ashland created focus groups aligning with the identified pillars of work in the diversification study. One of the pillars, Diversifying Tourism, includes promoting Ashland as a Base Camp for recreation, broadening culinary experiences, extending the event calendar year-round and expanding our visitor types. The work that has transpired includes working with the City staff to foster a more fertile ground for holding events in Ashland and streamlining the applications process to be more transparent, timely, realistic and achievable. Through many conversations, we anticipate the city offering an offset the costs of traffic control and safety to ensure those needs are met for each event but not an obstacle to holding them in Ashland. Promoting Ashland as a basecamp, we worked with the media industry and writers to create content and push out on channels showing how Ashland is the hub of the wheel as the destination and jumping off point for exploring the region including a feature in Southern Oregon magazine Winter 2024 issue written by K.M. Collins. With tourism being a key economic driver in Ashland, diversifying tourism has been Travel Ashland's work over the past decade and is an ongoing initiative that was called out by EcoNorthwest as a viable pathway to pursue given the recent changes from our evolving visitor base, less OSF playgoers, more first-time visitors, more culinary travelers, less loyalty and more visitors coming for many new reasons from new markets. Diversifying tourism beyond OSF and working to diversify Ashland's economy beyond tourism. DIVERSIFYING TOURISM FY 2022-2023 Background on Economic Diversification Grant and Implementation plan: In 2021, a grant from SOREDI (Southern Oregon Regional Economic Development) was awarded to the Ashland Chamber of Commerce for the development of an Economic Diversification Strategy. This was the most extensive research of the Ashland economy conducted in many decades. The goal of the study was to evaluate the current state of the economy in order to develop economic development strategies with actionable steps to diversify our local economy. The project was completed in October of 2022 by EcoNorthwest and Ashland Chamber teams with hundreds of businesses who took the time to participate in the survey, an interview or focus group. The result of the study identified four key pillars to focus on as we diversify and strengthen our economy and multiple key partners that will be counted on to be part of the process. View the Economic Diversification Strategy Summary here. Media Coverage and Hosting Writers Travel Ashland welcomes and hosts influencers, travel writers and tourism industry partners that provide coverage for Ashland from a third -party perspective that engages their readership and diverse audiences. This requires partnership collaboration and staff time that includes building itineraries, customizing experiences and showcasing Ashland based on their story focus. It also includes hosting them while they are here, guiding them through their itinerary and spending time with them to share the in-depth knowledge only our staff has. In addition, this initiative encompasses developing content including images and stories to build upon brand and differentiate Ashland as a unique destination. Industry relationships: Travel Ashland and Ashland Chamber have had valuable partnerships with organizations such as Society of American Travel Writers (SATW) and the International Food and Wine Travel Writer Associations (IFWTWA) for over three decades. These partnerships have resulted in hosting notable writers, both returning and new that reach a highly desired audience. Travel Ashland active media partners include Rogue Valley Vintners, Neuman Hotel Group, Travel Southern Oregon and Travel Oregon, all of whom rely on Travel Ashland to best support each media trip, recommend the Ashland component of a trip or host an aspect of their visit. These media trips result in blogs, articles, features and stories that reach a dedicated audience. Examples of features garnered by collectively hosting writers we welcomed as part of a collaborative effort can be found here or by visiting www.travelashiand.com/enews/. Preview: Travel Ashland has been expanding the interests of influencers we work with and hosted a mountain biker travel writer publishing a travel feature on www.bikemag.com coming February 2024 along with hosting a family adventure influencer, Merrills on the Move who will visit in February 2024 showcasing the winter snowplay and family fun, while traveling on a road trip from Idaho with Ashland as their destination. Great coverage for Ashland and the region with many travel writers planning their trips for 2023. Travel Ashland participates by collaborating, hosting, planning and coordinating with partners such as Neuman Hotel Group, Travel Southern Oregon, Rogue Valley vintners and Travel Oregon. swa...r..w alwomvnw..rdwow N&wa (air LHa Magazine sK neersrprnrn circultion: 30.1X101 --- biglife SF Gate - ry ••. _ - Be Hers New: MY6d.0eeaw (San Francesco chronicle em million 8ion WPM These Small 'Mom In Pop' Ski Resorts Are Locals' Beat -Kept Secrets t: Men's Journal (circ. 1.3 million unique visitors per month) . Coverage for Ashland and the region continues to be strong with many travel writers touring our region. Travel Ashland participates by collaborating, hosting, planning and coordinating with partners such as Neuman Hotel Group, Travel Southern Oregon, Rogue Valley Vintners and Travel Oregon. 7 Unique Experiences the whole family will love in the Top Global Wine Destination www trayelawarts cor. 3million Ashland was recognized in 4 of the USA Today Top 10 Readers Choice Awards 2023 Top #5 Best Western Small Town Top #6 Best Small Town Cultural Scene Top 97 Best Small Town Food Scene Top #7 Best Small Town for Slopping Mtos,Wwr % iObestcomrawares*A,ael: February2023 The Charming Small Oregon Town that ranks among Top 10 Best Art Towns in America Too 10 Small Towns in the Pi, Northwest to visit in 2023 wow tr v offpath com . Coverage for Ashland and the region is strong with many travel writers touring our region. Travel Ashland participates by collaborating, hosting, planning and coordinating with partners such as Neuman Hotel Group, Travel Southern Oregon, Rogue Valley vintners and Travel Oregon. 24 Hours in Ashland By Tracy Kalar Forget California - for a true taste of the wild West Coast. its all about Oregon By Sophie Dickinson '•e^,v_Lvselggraph_r k & wA�' •-m1a-QDfi Current travel writer projects include • Sharon McDonnell writing for Tea Time Magazine visiting Chozu, Lovejoys and Dobra Tea this past weekend • Aaron Theisen writing a destination Travel feature on Ashland for BikeMag (mountain biking) • Writer KM Collins for Southern Oregon Magazine - Basecamp Ashland - winter adventures • Merrills on the Move, an Idaho based travel family that will visit February 2024 Groups,, Tours and Conferences Conferences began returning post pandemic and regained significant strength in 2023 with future bookings into 2024 looking robust for groups and conferences. Travel Ashland took a proactive role in encouraging locals and businesses to invite organizations they were a part of to hold their conference in Ashland. Travel Ashland was part of garnering multiple conferences including the Oregon Mayor's Conference in Summer of 2026 as well as hosting the Oregon Restaurant and Lodging Association Conference in Fall of 2023. The nature of tours has changed however we are starting to welcome back inbound FAM trips from international markets such as the Netherlands and Germany. Working regionally with Travel Southern Oregon, we anticipate this will help drive more inbound traffic in the coming years. We work closely with our partners frequently to stay abreast of the booking trends. We believe group travel will continue to return as Ashland is a viable group travel destination though it will look different in terms of their length of stay, when they visit and what they do when they are here. Below is a summary of Travel Ashland's role within the group, tour and conference industry. Travel Ashland plays a key role in developing and sustaining group business to Ashland through outreach, collaborative planning with partners such as Oregon Shakespeare Festival and Neuman Hotel Group, promotional efforts and fulfillment with groups, tours and conferences. Ashland serves as an ideal destination for groups and conferences of all sizes from thousands to small seminars because of its amenities and proximity to major markets. Through Travel Ashland's strong partnership with Travel Oregon and Travel Southern Oregon, Ashland welcomes many types of tours and tour operators expanding their Oregon product and itineraries with its location on Interstate 5 coupled with its unmatched visitor amenities. Post- pandemic we have not seen tours returning, this is being felt throughout the country. There is an effort to reframe tour development, recruitment and itineraries to cater to smaller more curated tours. Travel Ashland is engaged in the process of bidding with groups and conference planners, writing letters of support, consulting and actively recruiting as well as welcoming and servicing groups, tours and conferences. Ashland annually welcomes different sizes and types of groups such as associations, school, youth groups and travel industry representatives. Many religious groups, alumni and medical associations annually convene in Ashland. We field inquiries of groups and tours that seek planning advice, logistical recommendations such as transportation, accommodations, dining options, itinerary building and venues. Travel Ashland and group partners promote staying longer, returning and inviting significant others and family. ";V - A 1 a: ar�uak Guide v jS%tOC Publications Our publications showcase Ashland's experiences to visitors in our Visitor Guide, to those considering to relocate their life or business in the living & Doing Business Guide and to those who want to explore the trails in our Ashland Map Guide. It requires staff time to write, design, build, produce and distribute these quality publications. Partners depend upon these publications to attract potential employees, customers and businesses such as our medical community, realtors, our tourism industry and outdoor travelers. They are tools to invite and inspire visitors and those looking to explore or relocate here. While our publications are all available digitally, with strong download analytics, the Ashland visitor demographic, spanning generations, continues to demand and expect printed material in the tangible form to hold and be inspired by. The printed piece is something that cannot necessarily be replaced by a webpage. There was an increased demand for all our Guides that we continue to see. Visitors continue to request our visitor guide and map guide as a useful tool for wayfinding and destination information. Ashland Visitor Guide "The most requested publication in Certified Folder Display's Southern Oregon circuit" -Matt Preston, Certified Folder Display The annual Visitor Guide that publishes each Spring is our primary response piece to all visitor inquiries. Visitor related businesses use the Guide to inform and educate their clients and customers. It is an effective tool for marketing tourism with a distribution of 40,000 that is designed by staff in conjunction with Intently Collaborative. It is mailed as a response piece to all online and phone inquiries and provided to all walk-in inquiries. It is annually distributed at Portland International Airport, all Oregon State Welcome Centers and Chambers/Visitor Bureaus and trade shows. It is distributed to all groups visiting Ashland, within all travel writer welcome bags, recreation event goodie bags, all lodging properties, restaurants, members and advertisers in addition to realtors. Explore the Visitor Guide here. PUBLICATIONS FY 2022-2023 Showcasing the seasons, annual events, food, lodging, shopping, fine arts, museums, maps, entertainment and outdoor recreation that Ashland offers, it is a complete picture of what the Ashland experience is. Tools include maps, itineraries and travel information, The PDF version can be downloaded online from www.travelashiand.com. In addition to robust staff distribution throughout Ashland and the Rogue Valley, Travel Ashland contracts with Certified Folder Display to reach over 250 locations spanning from Roseburg to Crater Lake Welcome Center, Medford International Airport, Klamath and Josephine counties. 7ASHLANDMYSTERY 2023 Ten mystery rY r,..�.r....�..•d�n,�.�.,.b,. writers gather _��,a..t�.�,.-.err.. ...en wrr a aaa. a.w arm. r,..n trrn.t. a ,.» rawr+� ca,o.t'n..r•. in Oregon's gao.arwnYaptWmM.ron. •nArl "+r for a+tarl u,.nwnd rwr.t+.am,..e.tr. as. coziest small Mt ra .out/wn,te anata. ra fNOR.a Ha brvy40HM town. mar a>r..t mlb tw wtoa bo p"w,wrq ery n..ww^+ clad ^AWr`t M"rTMt.fo Ywro µrtr,'.e.-ye,rr dregRn nrM Baron ..r•µr.a�anro�.,,e.drrrMr.ae • »r AtR.aw Wooy MOrr«r bro«MowJ m.p rr. rvrco.. et arr.uw owat nu .r. 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It continues to serve as the primary economic development marketing piece for Ashland that the City of Ashland and regional partners rely on. The purpose of this annual publication is to provide accurate and substantive information on the Ashland community to help guide decisions for local business development and relocation for prospective businesses and residents. Significant work is done by staff to showcase the depth of our community including quality of life, community values, visitor amenities, demographic and economic data all done in an engaging graphic format. Many visitors use this publication to consider converting to residents of Ashland. Ashland's amenities are highlighted along with the strength of Ashland's ever-growing tourism industry. It is used in recruitment and distributed at Asante Ashland Community Hospital, Providence Medford Medical Center (Medford and Portland), Asante, Southern Oregon University and the City of Ashland along with medical offices, lodging properties, members and advertisers. PUBLICATIONS Ashland Map Guide Demand has increased for the Ashland Map guide, both digitally and printed, with Ashland welcoming more outdoor adventurers interested in hiking, biking and exploring Ashland. The Ashland Map Guide is a trusted tool to provide accurate information on trails in and around Ashland. The Ashland Chamber & Travel Ashland partnered with AFR (Ashland Forest Resiliency) to create this collaborative, educational, free Map Guide to foster stewardship and create awareness for the history of fire, our source for drinking water and the balance of recreational uses in the Ashland Watershed. We contracted with Lea Richards, GIS analyst for City of Ashland to build the maps. Editorial, image collection, layout and graphic design was done by Katharine Cato and Dana Welsh, in-house at the Chamber & Travel Ashland. FY 2022-2023 25,000 copies were printed and distributed from 2014 - 2016. In 2018, we produced 50,000 to meet the growing demand. The 5th edition, published in July of 2019 included updated Watershed, City Street and Lithia Park maps. In 2019, Travel Ashland partnered with Rogue -River Siskiyou National Forest Service to enable the Ashland Watershed map to be geo-referenced, digitized and avail- able on www.avenzamaps.com so when a user is out on the trail, they can see their location. In 2021, 50,000 more copies were produced to meet increased demand with updated maps. Other maps included in past editions have included the Cascade Siskiyou Scenic Bikeway, Crater Lake National Park, Table Rocks Hiking Trails and the Mountain Lakes. The map is distributed and used by real estate offices, public schools, outdoor stores, groups, tours, retailers, public libraries, REI, the Rogue Valley International Airport, hotels, outfitters, retailers, SOU, Medford Visitor Center, cycling shops and more. It can also be found at the kiosk in the Mt. Ashland parking lot in the summer. The Map Guide can be found on www.travelashiand.com as a downloadable PDF, www.avenzamaps.com or in print at the Chamber/Travel Ashland office. Preview Spring 2024: Travel Ashland is working with Lea Richards, GIS Manager to create a smaller map zooming in on the top of Lithia Park to Four Corners to showcase the intricate trail system with new updates with trails that have been recently built since this printing. This is still a valid educational and wayfinding tool distributed by partners. View the Ashland Map Guide here. Travel Ashland Events Ashland Mystery Fest The first Ashland Mystery Fest took place October 20th - 22nd, 2023 and welcomed nearly 1000 cozy mystery readers and authors. Founded with Ellie Alexander who sold over half a million copies of her books with her Bakeshop Series set in Ashland, the Ashland Chamber and Travel Ashland produced this new event that drew people from as far as the UX and from around the country. The new brand for the event was created by Travel Ashland and Intently Collaborative along with a new website, built by Project A along with assets. The cozy mystery sub -genre is very popular and has a strong demographic that matches that of Ashland's visitor base and one we want to continue to grow as they skew younger and female. The weekend consisted of 10 authors including Ellie offering author panels, pop ups to meet the authors, book signings and fun workshops. We see great potential to grow this event expanding to include youth authors, SOU and the school district as it is based in literacy. Plans for 2024 include inviting 15 - 20 authors including the original ones that will help facilitate parts of the weekend along with launching the save the date in March. We have more time to get more businesses involved and look forward to continuing to grow this weekend that puts Ashland on the "map" for yet another reason. Save the date OCTOBER 20-22 PrA fq-�d MYSTERY Festival Event EVENTS 31st annual Festival of Light annual holiday season event to attract visitors Creating Magic for Ashland during the holidays: The Festival of Llght parade welcomed over 10,000 people on a beautiful crisp, clear night the day after Thanksgiving. The parade was full of light, entries with kids and community members including Mt. Ashland celebrated their 60th season this winter. The parade processed to the Grand Illumination and caroling. This event positively infused dollars into our economy over the Thanksgiving weekend. The Chamber and Travel Ashland brought back caroling on the weekends that was enjoyed by many visitors and businesses in the downtown. In addition to coordinating all the installation of the lights and decorations throughout Ashland, the Chamber and Travel Ashland have a robust media campaign that reaches visitors in drive markets as well as the Chamber's messaging to locals and regional visitors. Over 500 kids enjoyed visits with Santa through a collaborative project sponsored by Evergreen Federal and in partnership with Lithia Loft. The last half of December proved to be strong both in occupancy for hotels and revenue for retail while restaurants saw strength in comparison to past years. FY 2022-2023 EVENTS FY 2022-2023 The legacy of Travel Ashland's Ashland Culinary Festival Celebrating Southern Oregon's food, drink, talent and creativity Travel Ashland, with the Ashland Chamber, promote Ashland as a year- round paradise with an award - winning culinary scene, rich culture and epic outdoors. As part of that, the Ashland Culinary Festival ran from 2007 through 2019. It began as a way to showcase the bounty of Southern Oregon during the fall, to increase visitation after OSF closes, inviting culinary locals and visitors to taste, enjoy and learn about all things culinary. The Ashland Culinary Festival put Ashland on the map in the culinary and beverage world being home to 4 Iron Chef Oregon Winners. In 2020 due to the pandemic, we were unable to continue the event. In 2022 due to staffing as well as evolving trends, Travel Ashland and Chamber staff made a final decision to convert the dollars spent on this event into year- round culinary promotion that could reach a bigger audience throughout the year. Evolving culinary event trends: We listened and heard quite clearly that collectively consumers, chefs and the industry were more interested in smaller, curated events where they could learn and taste as opposed to attending a show. The concept of hands-on workshops, online cooking classes, and the sharing of recipes and best practices is more attractive. During the 13 years of the Ashland Culinary Festival, consumers very much enjoyed the structure of the event and different facets. Looking forward, it made the most sense to shift event dollars towards our new brand and an increased effort in promoting Ashland's wine and culinary offerings that we already invest a significant effort into. Given the challenges that the pandemic imposed upon restaurants, it was also clear that trying to produce an event amidst closures, staffing issues and varying business was not favored. Instead, Travel Ashland and the Chamber's role is and always has been to best support our businesses in the best light. Vendor hesitation also played a part in having to make the hard decision to forego the event. Over the 13 years, it grew to a four -day, destination festival. The Top Chef Dinner honored the legacy of talented chefs that have won the Top Chef competition, where 12 chefs competed each year for Top chef honor. Four of these top chefs have gone on to take the Iron Chef Oregon title at the Bite of Oregon's Iron Chef Competition in Portland. This elevates Ashland not only state-wide but nationally in terms of what types of Chefs we produce here and underscores Ashland as a culinary destination where the NY Times reports on us. • Update 2023: We brought back a new version of the Junior Chef Competition in November. Eight chefs from Ashland High School and North Medford High School competed. We welcomed back some of our past top chefs, Franco Console, David Georgeson and Skye Elder to mentor these chefs as they competed. Judges included restaurant owners, Drew Gibbs and Eli Katkin alongside Educational coordinator, Mahlea Ramsey. Sysco sponsored the produce and ingredients and we are grateful to Ashland Food Co-op for the venue space. We look forward to growing this small yet important industry event next year as it is true workforce development. There were 2 job offers made during the event and positive industry exposure and mentorship that transpired. Administration and Operations Staff Travel Ashland staff is composed of a professional Director with shared costs of a project coordinator, event coordinator, volunteer coordinator and contracted staff including Intently Collaborative team, Dena DeRose and Sam Berliner and Maple Leaf Marketing, Katie Guest who handles Travel Ashland's social channels. The staff executes the brand marketing messages, and working closely with the Travel Ashland Committee develops all promotions, outreach, travel industry tours and creates and markets events. The staff responds to all local, visitor and relocation needs daily by phone, website, and in office when possible. In addition to serving as Ashland's welcome center, we operate the Plaza Information booth (May - October). Our office hours are Monday through Friday gam - 5pm. The staff, in the past, has trained and overseen over 100 volunteers that help operate the Plaza Information Booth serving over 15,000 visitors annually and the front desk at the office. Currently we have over 50 volunteers that serve both the office and Plaza Info booth. Volunteers are a key part of all the events we manage with assistance in planning, preparation, set up, execution and cleanup of events. They answer questions, support the staff's work, provide wayfinding and information for visitors, residents, businesses and those considering relocation. We have immense gratitude for these volunteers (primarily Ashland residents) who generously give their time, expertise and love of Ashland showing deep community pride. In -House Printing Besides our large printing runs of publications, Travel Ashland prints smaller jobs in-house which saves time, money and maintains an authentic brand. Producing these materials, in addition to the graphic design and coordination, is a significant part of promoting tourism that takes staff time. For every event and promotion Travel Ashland produces, there is a repertoire of digital and printed materials that there is a continued demand for. This includes brochures, signage, monthly calendars, advertising, rack cards, enter to win entries and correspondence to name a few. In conserving energy wherever possible, we use digital communication, processing of requests and fulfillment of these printed materials to communicate the message and engage participation. We are mindful of costs and outsource to local printers when necessary for these needs. Postage Postage is a necessary cost to meet the demand of lead generation and visitor requests. Postage enables our office to respond to all inquiries received from emails, walk- ins, phone calls and referrals. We maintain a high level of customer service by corresponding via first- class mail to each inquiry, mailing them brochures specific to the visitor's needs. The personal touch of a hand addressed envelope and timely receipt of information introduces a potential visitor or future resident to Ashland and engages them. This includes solicitation and outreach to meeting planners, tour operators, travel writers and bulk distribution to other visitor centers across the west. Digital versions of our guides have offset postage costs in recent years. Fiscal year end 2023 budget Ashland Chamber of Commerce Revenue and Expenses - Combined Activities For the Yr ending June 2023 CITY GRANT Visitor & Convention Bureau CHAMBER COMBINED TOTAL Budget Actual Budget Actual Budget Actual Revenue VCB tourism grant S446.338 5,140,338 5 446,338 $ 446,338 Membership Dues $95,000 $90,876 95,000 90,876 Advertising Revenue 172,000 132,106 172,000 132,106 Sponsorships 120,000 119,970 120,000 119,970 Other Income 28,000 39,165 28,000 21,925 Use of Contributed facilities 30,000 30,000 30,000 30,000 Other grants 30,000 25,000 12,300 25,000 42,300 Total Revenue $446,338 $476,338 470,000 424,417 916,338 883,515 Expenses Tourism Research 10,000 13,932 10,000 13,932 Website/social media 5,000 10,720 4,500 1,856 9,500 12,576 Marketing/advertising/reg events 100,000 128,452 39,000 21,484 139,000 149,936 Conferences/workshops 12,000 10,570 12,000 10,570 Photofile/Graphics 18,000 29,419 18,000 29,419 Travel writer/hospitality 12,000 10,116 1,000 241 13,000 10,357 Dues/Insurance 8,838 8,113 7,000 6,881 15,838 14,994 Printing 38,000 23,080 31,000 22,637 69,000 45,717 Annual Dinner 14,000 12,241 4,000 12,241 Payroll costs/taxes/benefits 220,000 220,000 260,000 227,242 480,000 447,242 Accounting 8,000 7,950 18,000 20,553 26,000 28,503 Equip, Rent, Purch, Storage 8,000 8,111 7,500 13,043 15,500 21,154 Postage 5,000 (3,179) 1,000 232 6,000 (2,947) Office Supplies 4,500 5,308 2,500 6,664 7,000 11,972 Office Maintenance 4,000 8,705 2,500 8,39S 6,500 17,100 Telephone 5,000 4,786 4,500 4,785 9,500 9,571 Use of Contributed Facilities 30,000 30,000 30,000 30,000 Other expenses/fees/taxes 23,500 14,553 23,000 14,553 Economic Development 12,000 14,522 12,000 14,522 Total Expenses 446,338 476,513 470,000 415,899 905,838 891,412 Net Surplus (Deficit) - 825 - 8,518 9,343 ADMINISTRATION AND OPERATIONS FY 2022-2023 Current Don Anway Neuman Hotel Group, Oregon Tourism Commission Travel Graham Sheldon Stay Ashland/ Ashland Creek Inn Ashland Julie Gurwell Hearsay Restaurant, Lounge & Garden (VCB) Pete Wallstrom Momentum River Expeditions (Past Chair 2022-2023) Javier Dubon Oregon Shakespeare Festival Advisory Katharine Cato Director/ Chamber Marketing Committee Anne Robison The Crown Jewel/Board Liaison Members Scott Malbaurn Schneider Museum of Art (Current Chair 2023 - ) Sabrina Cotta Interim City Manager Gina Bianco Rogue Valley Vintners/Rogue Valley Wine Country Ana Buyers Rogue World Music Andrew Gast Mt. Ashland Ski Area Gina DuQuenne Ashland City Council Liaison Current Gary Blake Recology Ashland (Past President) Ashland Deena Branson Branson's Chocolates (President) Chamber Greg White Reinholdt & O'Harra Jordan Pease Rogue Valley Metaphysical Library Board of Julie Gurwell Hearsay Restaurant, Lounge and Garden Directors Eric Hansen True South Solar 2023-2024 Sue Walsh Southern Oregon University Eric Weisinger The Crown Jewel Don Anway Weisinger Family Winery Marsha Billeci Neuman Hotel Group Catherine Greenspan Evergreen Federal Bank Chris Spirko New York Life Insurance Sharffen Berger Chocolate DiSHLANII Ashland Chamber of Commerce / Travel Ashland (Visitor & Convention Bureau) 110 East Main Street PO Box 1360 Ashland OR 97520 Katharine Cato katharine@ashlandchamber.com (541) 482-3486 ext.106 ashlandchamber.com travelashland.com Z -, Planning Commission Speaker Request Form 1) Complete this form and return it to the Secretary prior to the discussion of the item you wish to speak about. 2) Speak to the Planning Commission from the table podium microphone. 3) State your name and address for the record. 4) Limit your comments to the amount of time given to you by the Chair, usually 5 minutes. 5) If you present written materials, please give a copy to the Secretary for the record. 6) You may give written comments to the Secretary for the record if you do not wish to speak. 7) Speakers are solely responsible for the content of their public statement. Name r'tt, V /,u T r-O' C-z (please print)G Address (no P.O. Box) O H i,� tty (e-w '�4 - �.�5 IDOL Email YyL _i_ SO Cc�4") Phone � i c, .� � � ��i � , Tonight's Meeting Date 7-a,, Regular Meeting Agenda item number OR Topic for public forum (non agenda item) 1� Land Use Public Hearing For: Against: Challenge for Conflict of Interest or Bias If you are challenging a member (planning commissioner) with a conflict of interest or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk immediately. The Chair will address the written challenge with the member. Please be respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge when you testify during the normal order of proceedings. Written Comments/Challenge: The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not always require that the public be permitted to speak. The Ashland Planning Commission generally invites the public to speak on agenda items and during public forum on non -agenda items unless time constraints limit public testimony. No person has an absolute right to speak or participate in every phase of a proceeding. Please respect the order of proceedings for public hearings and strictly follow the directions of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful, and may constitute disorderly conduct. Offenders will be requested to leave the room. Comments and statements by speakers do not represent the opinion of the City Council, City Officers or employees or the City of Ashland. A SPEAKER REQUEST FORM Submit this form to the meeting Secretary prior to the discussion item. 1)You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the meeting Secretary 5) Speakers are solely responsible for the content of their statement Date: Name: (Please Print) Ashland esident: ES NO City: Agenda Topic/Item Number: Public Forum Topic (Non -agenda Item): R 7e X-e co M /'qV 01Cq,+/VA VrAt ✓t a Kq:5' Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the Public Body, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. AL SPEAKER REQUEST FORM '� Submit this form to the meeting Secretary prior to the discussion item. PA9� 1)You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the meeting Secretary 5) Speakers are solely responsible for the content of their statement Date: 6— Name: (Please Print) U-61 e—,4 S Ashland Resident: YES [IM NO City: Agenda Topic/Item Number: Public Forum Topic (Non -agenda item): F'l�fcfirA"fdh'0 C-11 M 61 fit' d Gl Please respect the order of proceedings and strictly follow the rcyc1rd directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the Public Body, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. SPEAKER REQUEST FORM ,� Submit this form to the meeting Secretary (6��� prior to the discussion item. 1)You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) limit your comments to the time allotted 4) Provide any written materials to the meeting Secretary 5) Speakers are solely responsible for the content of their statement Date: / / ( -,-24 Name: (Please Print) Po�e-"A Ashland Resident: YES NO City: Agenda Topic/Item Number: Public Forum Topic (Non -agenda Ite ): N vvo - be�� Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the Public Body, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. A� SPEAKER REQUEST FORM ,� Submit this form to the meeting Secretary �pth9;th prior to the discussion item. 1)You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the meeting Secretary 5) Speakers are solely responsible for the content of their statement Date: �e '/ `f Name: (Please Print) �s4-�-A A, S S Ashland Resident: ❑ YES M NO City: 7 Agenda Topic/Item Number: Public Forum Topic (Non -agenda Item): ce'� Qe 5 6I'1J o V— Please respect a order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the Public Body, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. 1 SPEAKER REQUEST FORM Submit this form to the meeting Secretary prior to the discussion item. 1)You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the meeting Secretary 5) Speakers are solely responsible for the content of their statement Date: e) Name: (Please Print) el d� Ashlan esident: YES NO City: Agenda Topic/Item Number: N Public F T n Li nda I Please respect th order pro eedings and strictly follow the directions of the presidi officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the Public Body, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. SPEAKER REQUEST FORM 4:1 Submit this form to the meeting Secretary prior to the discussion item. 1)You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the meeting Secretary 5) Speakers are solely responsible for the content of their statement Date: 2 Name—: (Please Print) F40- Ashland Resident: YES NO City: Agenda Topic/Item Number: Public Forum Topic (Non -agenda Item): Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the Public Body, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. . SPEAKER REQUEST FORM ,� Submit this form to the meeting Secretary prior to the discussion item. 1)You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the meeting Secretary 5) Speakers are solely responsible for the content of their statement Date: 5�ql�4- Name: (Please Print) &O'N f !1 'J 0 Ashland Resident: BYES ❑ NO City: Agenda Topic/item Number: Public Forum Topic (Non -agenda Item): Please respect the order of proceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the Public Body, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building.