HomeMy WebLinkAbout2009-09-29 Planning PACKET
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, Qive your name and complete address for the record.
You will then be allowed to speak. Please note that the public testimony may be limited by the Chair and normally is
not allowed after the Public Hearing is closed.
ASHLAND PLANNING COMMISSION
SPECIAL MEETING
SEPTEMBER 29, 2009
AGENDA
I. CALL TO ORDER: 7:00 PM, Civic Center Council Chambers, 1175 E. Main Street
II. ANNOUNCEMENTS
. SOU Master Plan Meeting - October 5,2009
III. PUBLIC FORUM
IV. UNFINISHED BUSINESS
A. Adoption of Findings for PA #2009-00784, 615 Washington Street
V. DISCUSSION ITEMS
A. Croman Mill District Plan
B. Comments on Proposed Council Rules Ordinance and Uniform Policies and Operating
Procedures Ordinance
VI. ADJOURNMENT
CITY OF
ASHLAND
r.,
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please
contact the Community Development office at 541-488-5305 (TTY phone is 1-800-735-2900). Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104
ADA Title 1 ).
BEFORE THE PLANNING COMMISSION
S th
eptember 29 , 2009
IN THE MATTER OF PLANNING ACTION #2009-00784, A REQUEST FOR )
SITE REVIEW APPROVAL TO CONSTRUCT A 17,650 SQUARE FOOT )
W AREHOUSE/LIGHT MANUFACTURING BUILDING AND THE ASSOCIATED ) FINDINGS,
LANDSCAPING AND PARKING AREAS FORAN APPROXIMATELY 1.02 ) CONCLUSIONS
ACRE PROPERTY LOCATED AT 615 WASHINGTON STREET. A TREE ) AND ORDERS
REMOVAL PERMIT IS ALSO REQUESTED TO REMOVE TEN TREES GREATER )
THAN SIX-INCHES INDIAMETER-AT-BREAST-HEIGHT. )
)
APPLICANTS: Ron Rezek
RECITALS:
1) Tax lot #200 of Map 39 IE 14 AC is located at 615 Washington Street and is zoned Jackson County
Rural Residential (RR-5).
2) The applicant is requesting Site Review approval to construct a 17,650 square foot
warehouse/light manufacturing building and the associated parking areas and landscape installation for
an approximately 1.02 acre parcel located at 615 Washington Street. The new warehouse/light
manufacturing facility will serve the adjacent Modem Fan business at 709 Washington Street. A Tree
Removal Permit is also requested to remove ten trees greater than six inches diameter at breast height or
greater. Site improvements are outlined on the plans on file at the Department of Community Development.
3) The criteria for Site Review approval are described in Chapter 18.72.070 as follows:
A. All applicable City ordinances have been met or will be met by the proposed
development.
B. All requirements of the Site Review Chapter have been met or will be met.
e. The development complies with the Site Design Standards adopted by the City Council
for implementation of this Chapter.
D. That adequate capacity of City facilities for water, sewer, paved access to and through
the development, electricity, urban storm drainage, and adequate transportation can and
will be provided to and through the subject property. All improvements in the street
right-o.fway shall comply with the Street Standards in Chapter 18.88, Pelformance
Standards Options. (Ord. 2655, 1991; Ord 283686,1999)
4) The criteria for a Tree Removal Permit are described in 18.61.080 as follows:
An applicant for a Tree Removal Permit shall demonstrate that the following criteria are
satisfied. The Staff Advisor may require an arborist's report to substantiate the criteria for a
permit.
PA #2009-00784
September 29,2009
Page 1
A. Hazard Tree: The Staff Advisor shall issue a tree removal permit for a hazard tree if the
applicant demonstrates that a tree is a hazard and warrants removal.
1. A hazard tree is a tree that is physically damaged to the degree that it is clear
that it is likely to fall and irljure persons or property. A hazard tree may also
include a tree that is located within public rights of way and is causing damage to
existing public or private facilities or services and such facilities or services
cannot be relocated or the damage alleviated. The applicant must demonstrate
that the condition or location of the tree presents a clear public safety hazard or a
foreseeable danger of property damage to an existing structure and such hazard
or danger cannot reasonably be alleviated by treatment or pruning.
2. The City may require the applicant to mitigate for the removal of each hazard
tree pursuant to AMC 18.61.084. Such mitigation requirements shall be a
condition of approval of the permit.
B. Tree that is Not a Hazard: The City shall issue a tree removal permit for a tree that is not
a hazard if the applicant demonstrates all of the follow ing:
1. The tree is proposed for removal in order to permit the application to be
consistent with other applicable Ashland Land Use Ordinance requirements and
standards. (e.g. other applicable Site Design and Use Standards). The Staff
Advisor may require the building footprint of the development to be staked to
allow for accurate verification of the permit application; and
2. Removal of the tree will not have a significant negative impact on erosion, soil
stability, flow of swface waters, protection of acijacent trees, or existing
windbreaks; and
3. Removal of the tree will not have a significant negative impact on the tree
densities, sizes, canopies, and species diversity within 200 feet of the subject
property.
The City shall grant an exception to this criterion when alternatives to the tree
removal have been considered and no reasonable alternative exists to allow the
property to be used as permitted in the zone. Nothing in this section shall require
that the residential density be reduced below the permitted density allowed by the
zone. In making this determination, the City may consider alternative site plans or
placement of structures or alternate landscaping designs that would lessen the
impact on trees, so long as the alternatives continue to comply with other
provisions of the Ashland Land Use Ordinance.
4. The City shall require the applicant to mitigate for the removal of each tree
granted approval pursuant to AMC 18.61.084. Such mitigation requirements shall
be a condition of approval of the permit.
5) The Planning Commission, following proper public notice, held a public hearing on September 15th,
PA #2009-00784
September 29,2009
Page 2
2009 at which time testimony was received and exhibits were presented. The Planning Commission
approved the application for Site Review and Tree Removal to remove eight trees subject to conditions
pertaining to the appropriate development of the site. In addition, the Planning Commission forwarded a
recommendation to the Ashland City Council for approval of a requested Annexation and Zoning Map
Change from Jackson County Rural Residential (RR-5) zoning to City of Ashland Employment (E-l)
zomng.
Now, therefore, the Planning Commission of the City of Ashland finds, concludes and recommends as
follows:
SECTION 1. EXHIBITS
For the purposes of reference to these Findings, the attached index of exhibits, data, and testimony
will be used.
Staff Exhibits lettered with an "S"
Proponent's Exhibits, lettered with a "p"
Opponent's Exhibits, lettered with an "0"
Hearing Minutes, Notices, Miscellaneous Exhibits lettered with an "M"
SECTION 2. CONCLUSORY FINDINGS
2.1 The Planning Commission finds that it has received all information necessary to make a
decision based on the Staff Report, public hearing testimony and the exhibits received.
2.2 The Planning Commission finds that the proposal for Site Review approval to construct a
17,650 square foot warehouse/light manufacturing building and associated landscaping and
parking, and a Tree Removal Permit to remove eight trees greater than six-inches in diameter-at-
breast-height meets all applicable criteria for Site Review approval as described in Chapter 18.72
and for Tree Removal described in Chapter 18.61. The Planning Commission further finds that the
proposed removal of the two Siberian Elms to accommodate street improvements along the
Washington Street frontage is unnecessary with the deferral of street frontage improvements, and a
condition has been added to require that they be retained subject to a favorable assessment by an
arborist.
2.3 The Planning Commission finds that the proposal satisfies the approval requirements for
Basic Site Review. All of the building square footage is proposed as warehouse/light
manufacturing, which are permitted uses in the E-l zone. The E-l zoning district does not
require standard setbacks from property lines unless a parcel abuts a residential zoning district.
The proposed building height is approximately 24 feet, which is under the maximum building
PA #2009-00784
September 29,2009
Page 3
height of 40 feet in the E-l zoning district. The proposal will result in 30 percent of the site being
landscaped, which significantly exceeds the 15 percent minimum landscaping requirement for
the E-l zoning district.
The Commission further finds that the proposed building design provides a primary orientation
to Washington Street, with a covered entry and walkway to the sidewalk. Parking is proposed to
be located to the side of the building, and sidewalks, parking row planting strips and street trees
are to be installed. A landscape plan has been provided; the existing trees that are to be
preserved have been incorporated, and ample parking lot landscaping and a landscape area
between the building and the street are identified.
The Planning Commission finds that Basic Site Review Standards II.C.la.2) calls for building
entrances to be located within 20 feet of the public right-of-way to which they are oriented;
however the Site Design and Use Standards provide that this requirement may be waived if the
building is not to be accessed by pedestrians, such as warehouses or industrial buildings without
attached office space. The Commission finds that the building's entrance is proposed to be
placed approximately 57 feet from the right-of-way (after necessary right-of-way dedication)
however the building is proposed to be limited to warehouse/light industrial use and the
requirement may therefore be waived. With this waiver, the proposed building and site design
comply with the applicable Basic Site Review Standards. However, the Commission finds that
future conversion of any portion of the proposed warehouse space to office use, as the
application suggests may ultimately occur, would require either that the building entrance be
brought to within 20 feet of the right-of-way with an addition to comply with the standard, or
that an Administrative Variance to this standard be obtained. A condition to this effect has been
included below.
The Planning Commission finds that while the application indicates that 18 parking spaces are
required to serve 17,650 square feet of warehouse use based on a warehouse standard parking
requirement of one parking space per 1,000 square feet and has identified 18 parking spaces to
be provided on site, the nature of the proposed use is to provide additional light manufacturing
space to supplement the existing Modem Fan business on the adjacent property. The
Commission finds that no commensurate increase in the number of employees is proposed, and
that there is no on-site retail component to the business. The Commission therefore finds that
calculating the parking requirements based on an industrial standard, which requires one space
per two employees on the largest shift, plus one space per company vehicle, is a more
appropriate basis for determining required parking for the proposal. Based on this calculation
and the ten to twelve employees of the business, no more than six to eight parking spaces would
be required. The Commission further finds that this level of parking demand has been confilmed
through on-site observations of the existing Modem Fan business by Commissioners and staff
and confilmed by the applicant.
The Commission further finds that the Off-Street Parking Chapter (AMC 18.92) limits parking
PA #2009-00784
September 29,2009
Page 4
provided to no more than ten percent above what is required for the use. This limitation avoids
an auto-centric focus in development, while reducing the overall amount of paving installed, thus
reducing the heat-island effect of summer sunlight reflecting off of asphalt while also allowing
precipitation to be absorbed directly into the ground rather than creating excessive run-off and
the associated water quality impacts. The Commission finds that parking proposed is
significantly more than necessary for the assembly and distribution use proposed, and should be
reduced to include only eight spaces nearest Washington Street. A condition to this effect has
been included to require a revised site plan reflecting a phased installation of the site's parking,
with the remaining parking area currently identified to be instead reserved in landscaped area to
allow future installation of the additional spaces should the demand or the nature of the use in
place change.
The Planning Commission finds that there have been two recent annexations in the immediate
vicinity, for Oak Street Tank and Steel and Brammo Motorsports, and that as a result utilities in
this area have had recent upgrades. The Commission finds that there are eight-inch water and
sanitary sewer lines in place within the Washington Street right-of-way which the Public Works
Department has determined are adequate to serve the proposed building. The Commission
further finds that with annexation, the property will need to be served by Ashland's municipal
electric utility, and a condition of approval has been added below to require that the applicant
coordinate this service transition with the Ashland Electric Department and develop an electric
service plan.
The Commission finds that the site plan provided details placement of a stormwater detention
pipe near the front and side of the building and identifies preliminary surface drainage detention
areas within the parking lot, however engineered calculations demonstrating that post
development peak flows will not exceed pre-development levels, and water quality mitigation
measures have not been provided. The Commission further finds that there is a mapped wetland
located to the north, off of the subject property. While this wetland appears to end before it
reaches the subject property, it is fed by stormwater drainage from the ditch along the subject
property's Washington Street frontage. Based on review by the Division of State Lands (DSL), it
has been determined that the proposal appears to avoid impacts to state regulated wetlands and
waters, however DSL has indicated that stormwater flows feeding this wetland need to be
maintained even if the existing roadside ditch were to be piped on the subject property. A
condition of approval has been included below to require a final storm drainage plan
incorporating the necessary water quality, retention, and wetland flow maintenance requirements
for the approval of the City and the Oregon Department of Transportation prior to building
permit submittals.
The Planning Commission finds that to satisfy annexation requirements, the applicant must
provide for necessary transportation facilities to and through the subject property; transportation
facilities must address vehicular, bicycle, pedestrian and transit transportation with at least a
"half-street" improvement consisting of a minimum of twenty feet of paving for motor vehicle
travel lanes, with a six-foot bike lane, gutter, six-inch curb, seven-foot parkrow planting strip
PA #2009-00784
September 29,2009
Page 5
and eight foot sidewalk on the subject property's side of the street. Because the eXlstmg
sidewalk installation to the south is installed at the curbside, sidewalk installation will also need
to provide for a transition to allow the standard parkrow planting strip installation.
The Planning Commission finds that Washington Street is a commercial collector street, and that
the City of Ashland Street Standards Handbook ultimately calls for ten-foot travel lanes, six-foot
bike lanes, seven-foot parkrows, six-inch curbs and eight-foot sidewalks on both sides of the
street, requiring a total minimum right-of-way width of 63 feet. The Commission further finds
that based on the submitted survey, it appears that there is currently only approximately 54 feet
of right-of-way from the guard rail on the opposite side of Washington Street to the subject
parcel's front property line. Beyond the guard rail topography drops steeply toward Interstate 5
and will not accommodate further street improvements. The Commission finds that in order to
accommodate the necessary "half-street" improvements to City street standards for a commercial
collector street, approximately nine-feet of additional right-of-way needs to be dedicated. The
Commission finds that because the proposed building is set back approximately 40- feet from the
front property line along Washington Street at its closest point, there is ample space available to
accommodate the necessary right-of-way dedication without impacting the proposed site design,
and a condition requiring the necessary right-of-way dedication has been included below.
The Planning Commission finds that based on the plan submittals provided with the application
and the exhibits presented by staff during the hearing, that adequate transportation facilities can
be provided to and through the subject property to meet City of Ashland street standards.
However, the Commission further finds that given the presence of an identified roadside
emergent wetland on the adjacent property to the north and its connection to the drainage ditch
across the subject property's frontage, the proximity to the Oregon Department of
Transportation's 1-5 freeway right -of-way, and a significant drop-off between the existing
Washington Street improvements and the freeway below, it is more appropriate that the street
improvements in this vicinity be deferred in order to allow that they be comprehensively
planned. As such, a condition has been added to require that the applicant provide an estimate of
the cost of the required street improvements along the property frontage and that a cash deposit
or similar approved security instrument be provided to guarantee their installation will occur
once a comprehensive planning process for the area street system has been completed.
2.4 The Planning Commission finds that a total of 17 trees which are six-inches in diameter-
at-breast-height (d.b.h.) or greater have been identified on or near the subject property. Of these
17 trees, ten trees located either within or immediately adjacent to the proposed building
envelope or in locations that would be impacted by street improvements have been proposed for
removal. The remaining seven trees are proposed to be preserved and protected during
construction, and have been incorporated into the landscape plan submitted.
The Planning Commission finds that the two Siberian Elms identified for removal along the
frontage to accommodate street improvements are a natural feature of the drainage which feeds
the wetland on the adj acent property to the north, and that these trees no longer need to be
PA #2009-00784
September 29,2009
Page 6
removed with the deferral of the street improvements. A condition has been included that these
two trees be retained and incorporated into the landscape plan, subject to a favorable assessment
of their condition by an arborist.
The Planning Commission finds that the remaining eight tree removals are proposed in order to
permit the application to be consistent with applicable Land Use Ordinance requirements and
Site Design and Use Standards and will not adversely impact erosion, soil stability, flow of
surface waters, protection of adjacent trees, existing windbreaks, tree density, canopy or species
diversity in the vicinity.
The Planning Commission further finds that the three Oaks to be retained at the rear of the
proposed building are very close to the proposed construction, and the application merely notes
that they will be considered during excavation. Given their proximity to the proposed
construction and the fact that no recommendations from an arborist have been provided, a
condition has been added to require that an arborist's recommendations be obtained and
incorporated into a revised Tree Preservation and Protection Plan to include any additional
necessary protective measures which would ensure these trees' on-going viability.
The Planning Commission finds that only seven new trees are identified for planting on the
landscape plans provided, in addition to the required parkrow trees. These include four Chinese
Pistache, two Armstrong Maples, and one Sunset Maple. Because the Tree Preservation and
Protection Ordinance (AMC 18.61) requires a one for one mitigation of the trees removed, a
condition has been included to require that all required mitigation trees be identified in a revised
landscaping plan, or that the applicant provide for replanting off-site or payment in lieu of
planting as provided in AMC 18.61.084.
SECTION 3. DECISION
3.1 Based on the record of the Public Hearing on this matter, the Planning Commission concludes that the
proposal for Site Review approval to construct a 17,650 square foot warehouse/light manufacturing
building and associated parking areas and landscape installation, and a Tree Removal Permit to remove
eight trees six-inches in diameter-at-breast-height or greater is supported by evidence contained within the
whole record. The Commission further concludes that the proposed removal of two Siberian Elm trees to
accommodate street improvements along the subject property's Washington Street frontage is no longer
necessary with the deferral of these improvements.
Therefore, based on our overall conclusions, and upon the proposal being subject to each of the following
conditions, we approve Planning Action #2009-00784. Further, if anyone or more of the conditions below
are found to be invalid, for any reason whatsoever, then Planning Action #2009-00784 is denied. The
following are the conditions and they are attached to the approval:
1) That all proposals of the applicant shall be conditions of approval unless otherwise modified
here.
PA #2009-00784
September 29,2009
Page 7
2) That the plans submitted for the building permit shall be in substantial conformance with those
approved as part of this application. If the plans submitted for the building permit are not in
substantial conformance with those approved as part of this application, an application to modify
this Site Review approval shall be submitted and approved prior to issuance of a building permit.
3) That a sign permit shall be obtained prior to installation of any new signage. Signage shall meet
the requirements of Chapter 18.96.
4) That the future conversion of any portion of the proposed warehouse space to office use shall
require that the building entrance be brought to within 20 feet of the right-of-way in order to
comply with Basic Site Review Standards (II-C-1a.2), or that an Administrative Variance to this
standard be obtained.
5) That prior to the submittal of a building permit:
a) That a stormwater drainage plan, including details of on-site detention for storm water
and necessary water quality mitigation, shall be submitted for the review and approval of
the Planning, Building, and Engineering Divisions. The drainage plan shall also
demonstrate that stormwater flows into the existing roadside ditch to the north will be
retained at their current levels to ensure the continuing recharge of the wetland on the
property to the north.
b) A written estimate for the costs of installation of required commercial collector "half-
street" improvements along the full Washington Street frontage of the subject property
shall be provided for the review and approval of the City of Ashland's Planning and
Engineering Departments prior to building permit submittal. Required improvements
shall include a minimum of 20 feet of pavement to accommodate motor vehicle travel
lanes, six-foot bicycle lane, six-inch curb, an irrigated seven-foot parkrow planting strip
with street trees, eight foot sidewalks, and city standard streetlights on the west side of
the right-of-way. However, final street improvement design and installation shall be
deferred in order to comprehensively plan the street system taking into account the
adjacent wetland and the proximity to the 1-5 right-of-way. The applicant shall post a
cash deposit with the City of Ashland or provide a similar approved security instrument
to secure installation of street improvements along the property frontage. Additional land
to accommodate the full 63 feet necessary to improve the right-of-way to city street
standards for a Commercial Collector Street shall be provided through a right-of-way
dedication.
c) A final utility plan for the project shall be submitted for the review and approval by the
Planning, Engineering and Building Divisions prior to issuance of a building permit. The
utility plan shall include the location of connections to all public facilities in and adjacent
to the development, including the locations of water lines and meter sizes, sewer mains
and services, manholes and clean-outs, storm drainage pipes and catch basins. Utility
installations, including any necessary fire protection vault, shall be placed outside of the
PA #2009-00784
September 29,2009
Page 8
pedestrian corridor, and necessary public utility easements on the property shall be
shown on the building permit submittals.
d) The applicant shall submit an electric distribution plan including load calculations and
locations of all primary and secondary services including transformers, cabinets and all
other necessary equipment. With annexation, the property will no longer be served by
Pacific Power and Light; service will be provided by the City's municipal electric utility
and the necessary services to make this transition will need to be installed at the
applicant's expense. This plan shall be reviewed and approved by the Planning,
Engineering and Electric Departments prior to building permit submittal. Transformers
and cabinets shall be located outside of the pedestrian corridor, in those areas least visible
from the street while considering the access needs of the Electric Department.
6) That prior to the issuance of a building permit:
a) The applicant shall provide a Tree Preservation and Protection Plan consistent with the
requirements of AMC 18.61.200 and prepared by a certified arborist. This plan shall
incorporate the recommendations of the Tree Commission's September 4th, 2009
meeting as conditions of approval where consistent with applicable standards and with
final approval by the Staff Advisor, shall retain and incorporate the two Siberian Elms
near the Washington Street right-of-way into the landscaping plan subject to the
arborist's recommendation, and shall specifically address the condition of all existing
trees including the Siberian Elm previously identified for removal, their ability to tolerate
the proposed development, and any measures in addition to standard protection fencing
which may be necessary to preserve and protect those trees which are to remain on the
site.
b) That a Verification Permit in accordance with 18.61.042.B shall be applied for and
approved by the Ashland Planning Division prior to removal of the eight trees to be
removed from the site, and prior to site work, storage of materials and/or issuance of a
building permit. The Verification Permit is to inspect the identifications of trees to be
removed and the installation of tree protection fencing to protect the trees to be retained.
The tree protection fencing shall be installed according to the approved Tree Protection
and Removal Plan, inspected and approved by the Staff Advisor prior to site work,
storage of materials and/or issuance of a building permit.
c) The applicant shall provide evidence of permit approval, including copies of all approved
plans, for all work to be done within Oregon Department of Transportation right-of-way.
d) That the property owner shall sign in favor of a local improvement district for future
improvements to the intersection of Washington Street and Highway 66 including a
traffic signal prior to issuance of a building permit.
PA #2009-00784
September 29,2009
Page 9
e) The applicant shall provide a revised Landscape/lnigation Plan which addressed the
Water Conserving Landscaping Guidelines and Policies of the Site Design and Use
Standards, including inigation controller requirements to allow multiple/flexible calendar
programming. The revised Landscape Plan shall include landscape detail for the
ditch/swale area along the property's Washington Street frontage, shall include a
walkway from the building entrance to the street, and shall identify the relocated trash
enclosure on the north side of the building, near the west end of the parking area. The
revised landscape plan shall specifically identify mitigation trees on a one-for-one basis
to offset the ten trees to be removed, or alternatively may propose replanting off-site or
payment in lieu of planting as provided in AMC 18.61.084.
f) All exterior lighting shall be appropriately shrouded so as not to permit direct
illumination of any adjacent land. Lighting details, including a scaled plan and
specifications detailing shrouding, shall be submitted to the Staff Advisor for review and
approval with the building permit submittals.
g) At the time of building plan submittal, the bike rack details and shelter details shall be
submitted for review and approval by the Staff Advisor. The building permit submittals
shall verify that the bicycle parking design, spacing, and coverage requirements are met
in accordance with 18.92.040.1.
h) Mechanical equipment shall be screened from view from Washington Street. The
locations of mechanical equipment and any associated screening shall be shown on the
site plan and elevations in the building permit submittals.
i) That the buildings shall meet Solar Setback B in accordance with 18.70.040.B. The
building permit submittals shall demonstrate compliance with Solar Setback B.
j) The requirements of the Building Division shall be satisfactorily addressed, including but
not limited to requirements that engineering be provided to ensure that the proposed
footings for the "Modem Fan 2" building will not undermine the existing retaining wall
for "Modem Fan I", that necessary protection be provided for exterior wall openings,
and that grade and turning radius requirements for forklift access between buildings be
addressed.
k) The requirements of the Ashland Fire Department shall be satisfied, including that all
addressing shall be approved prior to being installed; that fire apparatus access be
provided and necessary fire apparatus easements identified and recorded; that adequate
fire flow be provided and maintained; that fire sprinklers, hydrants, a Knox box, and/or
an FDC be installed; and that an approved walkway to accommodate fire fighter access
around and between both buildings be maintained, including an approved gate of at least
three-feet in width if any fencing is installed between the two properties.
PA #2009-00784
September 29,2009
Page 10
1) A revised site plan detailing a phased parking installation shall be provided for the
review and approval of the Staff Advisor. In the initial phase, parking to be installed for
occupancy of the building would be limited to the six to eight spaces nearest Washington
Street. The remaining 10-12 parking spaces in the northwestern portion of the site are to
be reserved in landscaped area pending future installation in a second phase should the
parking demand or the nature of the use change to necessitate their installation.
7) That prior to the issuance of a certificate of occupancy:
a) That the screening for the trash and recycling enclosure shall be installed in accordance
with the Site Design and Use Standards.
b) All required parking areas shall be paved and striped.
c) All landscaping and the irrigation systems shall be installed in accordance with the
approved plan, inspected and approved by the Staff Advisor prior to the issuance of a
certificate of occupancy. That at the time of planting and prior to the issuance of a final
certificate of occupancy, not less than two inches of mulch shall be added in all non-turf
landscaped areas in the developed area after the installation of living plant materials.
d) That street trees, one per 30 feet of street frontage, shall be installed along the frontage of
the development in accordance with the approved final landscaping plan and prior to
issuance of the certificate of occupancy. All street trees shall be chosen from the adopted
Street Tree List and shall be installed in accordance with the specifications noted in
Section E of the Site Design and Use Standards. The street trees shall be ilTigated.
e) That required bicycle parking spaces with a minimum of 50 percent sheltered from the
weather shall be installed according to the approved plan, inspected, and approved by the
Staff Advisor prior to issuance of a certificate of occupancy.
Planning Commission Approval
Date
PA #2009-00784
September 29,2009
Page 11
CITY Of
ASHLAND
Memo
DATE: September 25,2009
TO: Ashland Planning Commission
FROM: Bill Molnar, Community Development Director
RE: September 29th Special Meeting and Study Session
On Tuesday evening, September 29th, the Planning Commission will have the opportunity to discuss a
variety of issues raised in past Commission discussions regarding the draft redevelopment plan for the
Croman Mill site and surrounding areas. Staff has prepared a list of questions intended to provide
Commission direction on several aspects of the draft Plan, so that staff may consider necessary
adjustments as the new ordinance chapter, accompanying design standards and official maps are refined.
Staff has completed an initial draft of these documents and anticipates distributing the documents to the
Commission for review in October. The proposed timeline for the project identifies a public hearing
before the Council prior to year end. On September 9th, the Croman Advisory Committee (CAC)
evaluated many of the materials that previously have been presented to the Planning Commission. The
minutes from the CAC meeting have been attached.
The second item on the agenda is a discussion of the proposed amendments to the Council Rules
Chapter 2.04.090,2.04.100 and 2.04.110, adding Council Rules relating to commissions and liaisons.
The amendments have been prepared by the Legal Department and are scheduled for review by the
Council at their October 6th meeting. These amendments are intended to address the work carried out in
2007 by the Council's Rules Committee on Commissions. The goal of these amendments is to complete
the work of the Rules Committee, as well as establish Uniform Policies and Operating Procedures for
Advisory Committees. Staff has highlighted areas within the proposed amendments that we believe may
be of interest to the Commission. This will be an opportunity for the Commission to forward to the
Council specific comments or suggestions with respect to the proposed changes.
Department of Community Development
51 Winburn Way
Ashland, Oregon 97520
www.ashland.or.us
Tel 541-488-5305
Fax 541-552-2050
TTY 800-735-2900
C.ITY Of
ASHLAND
Croman Mill District Plan - Discussion Outline
Transportation
1. How does the Croman Mill District (CMD) Plan street system relate to the intersection at Tolman
Creek Road, Ashland Street and access to the Washington Street area?
. What changes are envisioned or necessitated for realization of the CMD Plan?
2. What is envisioned for the alignment of Tolman Creek Road and Mistletoe Road?
. How will movements and flow be accommodated?
3. What is the relationship between the Transportation System Plan (TSP) and the Croman Mill
District Plan?
. How will these two planning efforts be coordinated?
land Use Mix
1. Are the CMD land use designations of "Office Employment" and "Compatible Industrial"
appropriately located?
2. Is the addition of the "Mixed" land use designation that requires ground floor employment use while
permitting some upper floor residential use appropriately located?
. Should any limitations for upper story uses be considered?
. Is too much or too little land area allocated to the "Mixed Use" designation
3. What type, if any, night-time or evening uses should be allowed?
. Should "Downtown-type" uses be completely excluded from the CMD, or subject to a special use
permit? If a special use permit is considered, what uses should be included?
4. Should land uses that are typically land area intensive and accommodate a relatively low number
of employees per acre, such as lumber yards, sorting yards and recycling centers, be permitted
within the CMD?
. If yes, what is the maximum amount of land area that should be allocated to these uses so that the
overall employment targets for the site are realized? Should additional performance measures be
applied?
. If not, are there other available lands within the City's inventory where these uses could be
accommodated?
5. How does the CMD Plan protect opportunities for utilizing future rail freight?
. Some factors to consider include:
. location of siding
. size of siding easement or reserve strip
. access to and from the siding
. provision for on-site storage
6. Should the most southerly portion of the CMD Plan area be annexed as part of the CMD Plan
adoption process? What are the implications to the following areas and uses?
. Trailer Park (future Employment designation)
. Small Farm (future Employment designation)
. What is the Planning Commission's recommendation for these areas?
Design Standards
1. Are the following CMD's Plan assumptions related to "Parking" appropriate?
. Should proposed Plan standards provide flexibility for required parking?
Ashland Planning Commission - Special Session
September 29,2009
Page 1
. Should the Plan explore methods for decreasing demand?
. Other issues to consider:
. Explore alternatives such as city-provided shuttle service or required underground parking
2. How will solar access be provided in the CMD Plan?
. How does street orientation effect solar orientation and access
. Should development be subject to the City's solar access ordinance?
3. What types of green building or sustainable development standards should be incorporated within
the adopted plan implementation package? How do we assess the impact of these standards on
future economic development? Following is a list of some potential strategies.
. solar orientation
. green streets
. on-site water conservation, infiltration and re-use standards substantially above code
. green building standards substantially above code
. methods for encouraging or providing incentives for the use of alternative transportation
. preservation of urban agricultural land (Area in UGB)
. protecting options for future rail freight
. getting actual LEED Neighborhood certification
Buildable lands Inventory - Employment
. Are the key objectives of the CMD Plan generally consistent with the findings of the 2007 Economic
Opportunities Analysis (EOA)?
. What is the availability for larger sites (i.e. 10-acres) in the City?
Procedure for Amendments to the Croman Mill Plan
1. Does the proposed Minor and Major Amendment Procedure seem reasonable?
. How much flexibility should be permitted?
. Should certain aspects of the Plan, such as site design standards, be permitted greater flexibility than
other elements, such as proposed land use designations and changes to the street system?
Ashland Planning Commission - Special Session
September 29,2009
Page 2
CITY OF
ASHLAND
CROMAN ADVISORY COMMITTEE
MINUTES
SEPTEMBER 9, 2009
CALL TO ORDER
Chair Matt Warshawsky called the meeting to order at 5:00 p.m. in the Siskiyou Room, 51 Winburn Way.
Committee Members Present:
Richard Hendrickson, Airport Commissioner
Russ Chapman, Conservation Commissioner
Keith Swink, Historic Commissioner
Graham Lewis, Housing Commissioner
Jim Lewis, Parks & Recreation Commissioner
Larry Blake, Planning Commissioner
David Wilkerson, Public Arts Commissioner
Matt Warshawsky, Transportation Commissioner
Pam Hammond, Chamber of Commerce Representative
Ben Bellinson, Neighborhood Representative
Rylan Heyerman, Neighborhood Representative
Paul Steinle, sou Representative
Absent Members:
Eric Navickas, City Councilor
Zane Jones, Tree Commissioner
Mary Kay Michelsen, Neighborhood Representative
Staff Present:
Bill Molnar, Community Development Director
Maria Harris, Planning Manager
Brandon Goldman, Senior Planner
April Lucas, Administrative Assistant
APPROVAL OF JULY 15. 2009 CROMAN ADVISORY COMMITTEE MINUTES
The minutes of July 15, 2009 were approved as presented.
REVIEW AND DISCUSSION OF PRELIMINARY CROMAN MILL ZONING DISTRICT CHAPTER AND LAND USE MATRIX
Community Development Director Bill Molnar briefly commented on the Advisory Committee's role in this process. He stated
the Mayor and staff formed this Committee with the goal of bringing different perspectives to long range planning efforts.
Additionally, the members have been asked to report back to their respective groups and keep them up to date and involved
on what it is happening.
Mr. Molnar provided the following overview of the Croman materials presented at the last Planning Commission meeting:
DraftAMC 18.53- Croman Mill
Mr. Molnar explained this will be a new chapter added to the Land Use Code and will include the following: Purpose,
Definitions, General Requirements (including major and minor amendment procedures), Development Standards, and Land
Use Matrix.
In regards to the "General Requirements" section, Mr. Molnar stated the land use zoning, streets, bikeways, key natural areas
and trail connections will be laid out in advance, with the understanding that these may need to be adjusted once surveying
and construction begins. The second part of this section addresses major and minor amendments and examples with given for
each. Mr. Molnar stated major amendments are fairly significant (such as changes in the employment density or land use
overlay) and would be subject to a public hearing before the Planning Commission, while minor amendments (such as a
change in street trees) could be approved administratively by staff.
Mr. Molnar explained a new chapter for Croman will also be added to the City's Site Design & Use Standards. This Chapter
will include various illustrations and will address plan elements such as water infiltration for parking lots and the use of
bioswales. He noted this document is more user friendly than the AMC language and staff will be presenting these initial
design standards to the Planning Commission at their September Study Session. Mr. Molnar added staff will be bringing
forward more AMC language and the design standards language to the Croman Advisory Committee at their next meeting and
will want to gather their feedback at that time.
Comment was made questioning what they can require in terms of green building design, and whether they can exceed the
requirements in the State Building Code. Mr. Molnar explained the State Building Code sets the requirements, but they have
also provided alternate paths for property owners who wish to incorporate "green" elements, such as rainwater catchment
systems. He stated there are already a lot of green principles attached to this project, and he expects there to be further
discussions as to whether the City will offer incentives to developments who received silver or gold LEED Certification.
Comment was made that developments will likely meet LEED certification standards just by following the elements the
Croman Plan and Design Standards outline.
Land Use Matrix
Planning Manager Maria Harris provided a review of the proposed Land Use Matrix. She explained this document was based
on the Crandall and Arambula Draft Plan and the matrix will be placed at the end of the AMC Chapter. She stated this is a new
format and instead of having numerous pages listing the different uses, this format puts all that information into a single table.
Ms. Harris noted the five categories on the matrix and reviewed the uses that staff did not include. She stated in all three
zones nightclubs, theatres/bars, and hotels/motels have been left off. She explained the main purpose of this Plan is job
creation and the goal is to have 25-60 jobs per acre. Additionally, concerns have been raised with having uses that compete
with downtown. Ms. Harris continued that mortuaries/crematoriums, churches, public utilities, and service yards/building
material sales yards have also been omitted from the allowed uses. She stated the concern here is that the Plan speaks to not
allowing any outdoor storage since this takes space away from buildings where jobs could be created.
Swink asked whether music venues (something similar to the Craterian Theatre in Medford) have been considered as an
allowed use, specifically in the industrial area that is farther away from the residential neighborhood. He stated Ashland is
lacking a place for this type of use and stated if it didn't work out the land could always be reclaimed for industrial uses.
Opposing comment was made that big venues bring their own set of problems and concern was expressed with taking away
from the downtown area. A neighbor sitting in the audience also expressed concern with this possibility.
Hammond questioned the 10,000 sq. ft. size limit for stores, restaurants, and shops. Staff clarified this figure was taken from
the Crandall and Arambula Draft Plan, however at the staff level there has been talk that this may be too much. It was
questioned if this size would encourage something like a Cheesecake Factory restaurant. Additional comment was made that
this figure would be fine if the building accommodates several businesses.
MAP UPDATES
Senior Planner Brandon Goldman displayed several maps that outlined the following on the Croman property: 1) Land Use
Overlays, 2) Active Edges, 3) Build-to Lines, 4) Pedestrian & Bicycle Framework, 5) Multi-Use Paths, 6) Transit Framework,
7) Required On-Street Parking, and 8) Storm Water Management. Mr. Goldman noted minor street realignments were made in
order to create consistent block lengths. He also clarified "actives edges" is a build-to line and these areas would look similar
to downtown Ashland where everything is built up to the street. He added these areas would still have sidewalks, bioswales,
parkrows and street trees.
Hendrickson noted that the Croman property is located within the airport approach zone and stated anything built here will
need to be approved by the FAA. Mr. Molnar stated staff has been in communication with the FAA and they fully understand
that this needs to meet their standards. He added the FAA does not seem to be opposed to additional height allowances for
this area, but as the height increases, stipulations will need to be added to the building (such as lighting requirements). He
also clarified that while the Crandall & Arambula plan proposed a much higher building height, staff is considering heights in
the 4-6 story range. Warshawsky noted the topography of the site and questioned if the taller buildings should be located at
the lower elevations of the property.
Hammond questioned how much the parking structure would really be utilized and stated that people don't like to park that far
from their destination. Staff clarified the parking garage was purposefully located next to the office employment area and it is
only a 5 minute walk to most locations within the Croman site. Mr. Molnar stated unless they identify placeholders, they will
lose the opportunity and while a large parking garage may not be necessary at the beginning, it may be needed in the future.
He added they could initially have surface parking in this area, and over time (as need warrants) it could be turned into a
parking structure.
Hammond asked about moving the office land to the west and locating the industrial land on the east side of the property by
the railroad tracks. Mr. Molnar clarified that Plexis has expressed interest in a certain area and there are also topographical
issues that played a part in what uses are located where. He stated this type of shift is beyond their scope, and is even
beyond the scope of the Planning Commission. He added this is a major change and would have to be approved by the City
Council. Comment was made expressing concern that this has been planned around a specific business.
Mr. Molnar clarified when this Plan first came forward it was pretty much all office use. Concerns were raised about losing
industrial areas in the City, and now the Plan is essentially half industrial use and half office use. He stated the industrial uses
may have a lower number of employees, so they would want a higher density of employees in the office areas to balance it out
and reach the employment goals of the Plan.
REVIEW AND DISCUSSION OF PLANNING COMMISSION DISCUSSION ITEMS FROM AUGUST 25. 2009 STUDY
SESSION
Ms. Harris noted the minutes from the August 25, 2009 Planning Commission Study Session were included in the meeting
packet. She noted the Planning Commission agreed to dedicate their September 29 Study Session to the Croman Plan and
they will be discussing questions that have come up during the process, including; the amendment procedure, the Tolman
Creek road alignment, street orientation for solar, the balance of land uses, and possible evening uses.
REVIEW NEXT STEPS
Mr. Harris clarified staff is currently working on the development standards that will go into the Site Design & Use Standards,
and are finishing the AMC language.
SCHEDULE NEXT MEETING DATE
Ms. Harris stated staff would email the group options for their next meeting. It was asked if the Planning Commission would be
accepting testimony at their Study Session. Staff clarified the Planning Commission will typically not turn anyone away if they
wish to give testimony on a Study Session item. Comment was made questioning if the owners of the Zen Center are aware of
what is happening with the Croman plan since it looks as though a lot of the overlays are going through their property. Ms.
Harris clarified staff has been in communication with them.
Mr. Molnar encouraged the members to notify staff if they have issues they want discussed. He added any emailed comments
from the group could be included in the Planning Commission's Study Session packet. Warshawsky voiced his support for
emailing staff their comments, since it gives them a chance to think about what was presented and formulate their comments.
ADJOURNMENT
Meeting adjourned at 6:30 p.m.
Respectfully Submitted,
April Lucas, Administrative Assistant
CHAPTER 18.53
CM CROMAN MILL
SECTIONS:
18.53.010
18.53.020
18.53.030
18.53.040
18.53.050
18.53.060
Purpose
Definitions
General Requirements
Croman Mill District Plan Development Standards
Croman Mill District Plan - Land Use Matrix
Applicability of Other Sections of the Land Use Ordinance
SECTION 18.53.010 Purpose
The purpose of this section is to implement the Groman Mill Site Redevelopment Plan. The district
is designed to provide an environment suitable for employment, recreation, and living. The GM
zoning district is a blueprint for promoting family-wage jobs, professional office and manufacturing
commerce, neighborhoods-oriented businesses, mixed-use projects and community services in a
manner that enhances property values by providing transportation options, preserving significant
open spaces and natural features while minimizing the impact on natural resources through site
planning and building design.
SECTION 18.53.020 Definitions
SECTION 18.53.030 General Requirements
A. Conformance with the Croman Mill District Plan
Land uses and development, including buildings, parking areas, streets, bicycle and pedestrian
access ways, multi-use paths and open spaces shall be located in accordance with those
shown on the Groman Mill District Plan maps adopted by ordinance
B. Major and minor amendments to the Croman Mill District Plan shall comply with the
following procedures:
1. Major and Minor Amendments.
a. Major amendments are those which result in any of the following:
(1) A change in land use overlay
(2) A modification to the street layout plan that necessitates a street or other
transportation facility to be eliminated or located in a manner inconsistent with the
Groman Mill District Plan.
(3) A change in the Groman Mill Design Standards.
(4) A reduction in planned density of employees per acre.
(5) A change not specifically listed under the major and minor amendment definitions.
b. Minor amendments are those which result in any of the following:
(1) A change in the Plan layout that requires a street, access way, multi-use path or
other transportation facility to be shifted more than 25 feet in any direction, as long
as the change maintains the connectivity established by the Croman Mill District
Plan.
(2) Changes related to street trees, street furniture, fencing, or signage.
2. Major Amendment Type II - Approval Procedure
A major amendment to the Croman Mill District Plan is subject to a public hearing and
decision under a Type II Procedure. A major amendment may be approved upon the
hearing authority finding that:
a. The proposed modification maintains the connectivity established by the
district plan;
b. The proposed modification furthers the design, circulation and access concepts
advocated by the district plan;
c. The proposed modification will not adversely affect the purpose and objectives of
the district plan; and
d. The proposed modification is necessary to adjust to physical constraints evident
on the property, or to protect significant natural features such as trees, rock
outcroppings, wetlands, or similar natural features, or to adjust to existing
property lines between project boundaries.
3. Minor Amendment Type I Procedure
A minor amendment to the Croman Mill District Plan is subject to an administrative
decision under the Type I Procedure. A minor amendment may be approved upon finding
that granting the approval will result in a development design that equally or better
achieves the stated purpose and objectives of the district plan.
SECTION 18.53.040 Croman Mill District Plan Development Standards
A. Ashland Local Street Standards
The design and construction of streets and public improvements shall be in accordance with
Ashland's Local Street Standards, except as otherwise permitted for the following facilities
within the Croman Mill District:
a. Central Boulevard
b. Tolman Creek Road Realignment
c. Local Streets
d. Protected Bikeway and Pedestrian Path
e. Central Bike Path
f. Multi-use Path
g. Access ways
B. Site Design and Use Standards - Croman Mill District
New development shall be designed and constructed consistent with Ashland's Site Design
and Use Standards, Section VIII- Croman Mill District Standards.
SECTION 18.53.050 Use Regulations
A. Generally
No use is permitted unless it is listed as a permitted, special permitted or conditional use in the
Land Use matrix.
Residential uses in conjunction with commercial
Short-term Employee Housing in conjunction with permitted
use
fuel sales, automobile sales and repair
stores, restaurants, and shops less than (TBD) sq.ft., excluding
fuel sales, automobile sales and repair
professional, financial, business, and medical offices
administrative or research and development establishments
office in conjunction with a permitted industrial use
child or day care centers
fitness, recreational sports, gym or athletic club
ancillary employee services in conjunction with permitted use
(e.g.. employee child care, cafeteria, fitness area)
kennels (indoor) and veterinary clinics
motion picture, television or radio broadcasting studios
temporary uses
..
..
..
..
..
manufacturing, assembly, fabrication, or packaging
manufacture of food products without rendering fats or oils
manufacture or assembly in conjunction with permitted office
use
manufacture or assembly contiguous to a retail outlet, provided
such area less than 600
rail freight loading dock facilities
rail or rapid transit passenger facilities
warehouse and similar storage facilities in conjunction with
permitted use and enclosed in building
wireless communication facilities attached to an existing
structure pursuant to 18.72.180
freestanding wireless communication support structures
pursuant to 18.72.180
..
..
..
..
public service or community buildings with office or space used
directly by public
public service or community buildings without office or space
used directly by public
public and quasi-public utility service buildings enclosed in
..
..
..
..
..
private school, college, trade school, technical school or similar
school
electrical substations
NC = Neighborhood Center
MU = Mixed Use
OE = Office/Employment
CI = Compatible Industrial
OS = Open space
B. Special Permitted Uses
SECTION 18.53.060 Dimensional Regulations
The lot and building design requirements are established in each zoning district regulation in the
Dimensional Standards matrix.
minimum, square feet
F ronta e
minimum, feet
Lot Width
minimum, feet
Yard Abuttin a Street
minimum ard, feet 2 2 2 2
maximum yard abutting active edge street, feet 2 2 2 2
maximum yard abutting all other streets, feet 10 10 10 10
Side Yard Abuttin a Residential District
minimum, feet
Read Yard Abuttin a Residential District
minimum per story, feet
Landsca in Covera e
minimum percentage coverage
Hei ht
minimum number of stories 2 2 2 2
maximum hei ht without bonus, stories/feet 2.5/35 3/40 3/40 3/40 1/20
maximum height with Sustainable Development 4/50 4/50 7/90 6/70
bonus, stories/feet
(CA Plan) 4-6 4-6 5-12 3-4
in accordance with Chapter 18.70 Solar Access
65
0.80
25
SECTION 18.53.070 Applicability of Other Sections of the Land Use Ordinance
Development located within the Croman Mill (CM) zoning district shall be required to meet all other
applicable sections of the Land Use Ordinance, except as otherwise provided in this Chapter. All
public improvements and commonly owned areas within the CM district shall the same procedure
as a subdivision for bonding.
11111111..11111111111111111111
I111111111111111111
SECTION VIII
Croman Mill District Standards
Adopted by the Ashland Council
Ordinance
A. Street Standards
VIII-A-1) Street Design
The design and construction of streets and public improvements shall be in accordance with
the Ashland Street Standards, except as otherwise permitted for the following facilities with the
Croman Mill District.
1. Central Boulevard
The tree-lined boulevards that currently exist along Siskiyou Boulevard and Ashland Street
are an easily identifiable feature of Ashland's boulevard network. Application of this
streetscape design to the Central Boulevard will create a seamless boulevard loop, linking
the Croman Mill district with downtown Ashland. The Central Boulevard also serves as the
front door to the Croman Mill district, creating a positive first impression when entering the
district.
~&,
Ashland Site Design and Use Standards
DRAFT 9.29.09
1
2. Tolman Creek Road Realignment
Additional auto traffic will be generated by the
redevelopment of the Croman Mill district. The
realignment of Tolman Creek Road with the
Central Boulevard will address impacts to the
neighborhood by directing traffic away from the
neighborhood and Bellview School, and toward
the Croman Mill district while maintaining access
to Tolman Creek Road for neighborhood-
generated trips.
~&,
Ashland Site Design and Use Standards
DRAFT 9.29.09
2
~&,
Ashland Site Design and Use Standards
DRAFT 9.29.09
3
3. Local Commercial Streets
Local Commercial Streets provide district
circulation to and from employment uses,
the Central Park and the neighborhood
center.
~&,
Ashland Site Design and Use Standards
DRAFT 9.29.09
4
4. Protected Bikeway and Pedestrian Path
The Protected Bikeway and Pedestrian Path runs
parallel to the Central Boulevard and connects with
the City's existing Central Bike Path in two locations
- adjacent to the Central Park and adjacent to the
day-lighted section of Hamilton Creek.
The design of the protected bikeway should include
the following elements.
1. A grade-separated two-way colored bicycle path
buffered from on-street parking by landscaping.
2. A sidewalk separated form the bicycle path by
striping, bollard or a grade separation.
3. Tabled intersections.
4. Elimination of auto right turns on red at
intersections.
5. Incorporate rumble strips along the bike path at
the approaches to all intersections.
6. Signage to alert drivers, pedestrians and riders
approaching intersections.
7. Consideration of a bikes-only signal phase at signalized intersections.
~&,
Ashland Site Design and Use Standards
DRAFT 9.29.09
5
5. Multi-use Paths
The multi-use paths provide pedestrian and
bicycle connections between the district and
adjacent neighborhood, employment and
commercial areas. The plan includes the
extension of the Central Bike Path and the
Hamilton Creek Greenway trail. The Central
Bike Path extends the existing multi-use path
along the southern edge of the CORP rail line
within a 20-foot wide dedicated easement, and
serves as a viable commuter route and link to
the downtown. The Hamilton Creek Greenway
trail provides access to the neighborhood
center and an east/west connection across the
creek.
~&,
Ashland Site Design and Use Standards
DRAFT 9.29.09
6
~&,
Ashland Site Design and Use Standards
DRAFT 9.29.09
7
6. Accesssways
The accessways are intended to
provide circulation primarily for
pedestrian and bikes to preserve the
grid that dictates the form of the land
uses. The accessways would connect
the Central Boulevard to the Central
Bike Path and allow for shared bicycle,
travel lanes and temporary loading
zones as necessary to serve
development sites.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
8
VIII-A-2) Limited Auto Access Streets
Developments abutting the Central Boulevard and local streets surrounding the
Central Park shall limit the number of curb cuts to one per block as indicated on
the Limited Access Streets map.
VIII-A-3) Access
1. Street and driveway access points in the Croman overlay zones shall be
limited to the following.
a Distance Between Driveways.
On Central Boulevard - 100 feet
On Collector Streets - 75 feet
On Local Streets and Accessways - 50 feet
b. Distance from Intersections
On Central Boulevard - 100 feet
On Collector Streets - 50 feet
On Local Streets and Accessways - 35 feet
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
9
2. Shared Access. All lots shall provide an access connection to abutting parking
areas that is at least 20 feet in width. The applicant shall grant a common access
easement across the lot. If the site is served by a shared access or alley, access
for motor vehicles must be from the shared access or alley and note from the
street frontage.
VIII-A-4) Required On-Street Parking
On-street parking in a curb-side parallel parking configuration shall be provided
along the Central Boulevard and local streets as indicated on the Required On-
Street Parking map. Angled parking and loading zones are prohibited on these
streets.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
10
B. Design Standards
The Croman Mill District Design Standards provide specific requirements for the physical
orientation, uses and arrangement of buildings; the management of parking; and access to
development parcels. Development shall be designed and constructed consistent with the
following Design Standards.
VIII-B-1) Orientation and Scale
1. Buildings shall have their primary orientation toward the street rather
than the parking area. Building entrances shall be oriented toward the
street and shall be accessed from a public sidewalk. Where buildings
are located on a corner lot, the entrance shall be oriented toward the
higher order street or to the lot corner at the intersection of the streets.
Public sidewalks shall be provided adjacent to a public street along
the street frontage. Buildings shall be located as close to the
intersection corner as practicable.
2. With the exception of the areas along Active Edges, building
entrances shall be located within 10 feet of the public right of way to
which they are required to be oriented. Exceptions may be granted for
topographic constraints, lot configuration, designs where a greater
setback results in an improved access or for sites with multiple
buildings, such as shopping centers, where this standard is met by
other buildings. Automobile circulation or parking shall not be allowed
between the building and the right-of-way. The entrance shall be
designed to be clearly visible, functional, and shall be open to the
public during all business hours.
3. These requirements may be waived if the building is not along an
active edge and is not accessed by pedestrians, such as warehouses
and industrial buildings without attached offices, and automotive
service stations.
4. Building frontages greater than 100 feet in length shall have offsets,
jogs, or have other distinctive changes in the building fa9ade.
5. With the exception of the areas along Active Edges, any wall which is
within 30 feet of the street, plaza or other public open space shall
contain at least 20% of the wall area facing the street in display areas,
windows, or doorways. Windows must allow view into working areas
or lobbies, pedestrian entrances or displays areas. Blank walls within
30 feet of the street are prohibited. Up to 40% of the length of the
building perimeter can be exempted for this standard if oriented
toward loading or service areas.
6. Buildings shall incorporate lighting and changes in mass, surface or
finish giving emphasis to entrances.
7. Buildings shall incorporate arcades, roofs, alcoves, porticoes, and
awnings that protect pedestrians from the rain and sun.
VIII-B-2) Parking and On-site Circulation
1. Parking areas shall be located behind buildings or on one or both
sides.
2. Parking areas shall be shaded by deciduous trees, buffered from
adjacent non-residential uses and screened from non-residential
uses.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
11
3. Protected raised walkways shall be installed through parking areas of
50 or more spaces or more than 100 feet in average width or depth.
4. Parking lots with 50 spaces or more shall be divided into separate
areas and divided by landscaped areas or walkways at least 10 feet in
width, or by a building or group of buildings.
5. Developments of one acre or more must provide a pedestrian and
bicycle circulation plan for the site. One site pedestrian walkways
must be lighted to a level where the system can be used at night by
employees, residents and customers. Pedestrian walkways shall be
directly linked to entrances and to the internal circulation of the
building.
6. Parking areas shall meet the Parking Lot Landscaping and Screening
Standards of Section 11-0 of the Site Design and Use Standards.
VIII-B-3) Automobile Parking
With the exception of the standards described below, automobile parking shall be
provided in accordance with the Off-Street Parking chapter 18.92 and Section II-D
Parking Lot Landscaping and Screening Standards.
1. Neighborhood Commercial (NC) Overlay On-Street Parking. In the
Neighborhood Commercial (NC) overlay, all uses are required to provide off-
street parking in accordance with the Off-Street Parking chapter, except that
the parking required may be reduced by up to 50% through implementation of
an alternative parking management strategy that reduces demand by an
equal; percentage.
2. Office Employment (OE) Overlay Surface and Structured Parking. A
maximum of 50 percent of the required off-street parking can be constructed
as surface parking on any development site. The remaining parking
requirement can be met either within an on-site structure or through payment
of in-lieu-of-parking fees to the City to fund public parking structure(s) serving
the district.
VIII-B-4) Streetscape
1. One street tree chosen from the street tree list shall be placed for
each 30 feet of frontage for that portion of the development fronting
the street. Street trees shall meet the Street Tree Standards in
Section II-E of the Site Design and Use Standards.
2. Hardscape (paving material) shall be utilized to designate "people"
areas. Sample materials could be unit masonry, scored and colored
concrete, pavers, or combinations of the above.
3. With the exception of the areas along Active Edges, a building shall
be setback not more than 20 feet from a public sidewalk unless the
area is used for pedestrian activities such as plazas or outside eating
areas. This standard shall apply to both street frontages on corner
lots. If more than one structure is proposed for a site, at least 65% of
the aggregate building frontage shall be within 20 feet of the sidewalk.
VIII-B-S) Building Materials
1. Bright or neon paint colors used extensively to attract attention to the building or use are
prohibited. Buildings may not incorporate glass as a majority of the building skin.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
12
VIII-B-6) Build-to-Lines and Active Edges
Buildings developed along an Active Edge Street as identified in the Croman
Master Plan shall be built so that:
1. At least 65% of the total linear feet of the building's fagade is built within
two feet of the sidewalk.
2. All front doors must face streets and walkways.
3. At least 50% of the first-floor fagade is comprised of transparent openings
(clear glass) between 3 and 8 feet above grade.
4. No blank walls (without doors or windows) longer than 40% of a fagade, or
more than 50 feet occur along sidewalks, whichever is less.
VIII-B-7) Building Height Requirements
All buildings shall have a minimum height as indicated in the Building Height
Requirements Map and Dimensional Standards Table, and shall not exceed the
maximum height except as provided for a sustainable development height bonus.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
13
1. Street Wall Height: Maximum street wall fagade height for the Groman Mill
district for all structures that are not within one full city block of a residential
zone is 50 feet.
2. Upper-floor Setback: Buildings taller than 50 feet must step back upper
stories, beginning with the third story, by at least 10 feet measured from the
fagade of the street wall facing the street, alleyway, public park or open space.
3. Residential Buffer Zone: All buildings in the Groman Mill District within the
Residential Buffer Zoneshall meet the following height standards:
a. Maximum Height: The maximum height allowance for all
structures within the Residential Buffer is Zone 40 feet.
b, Upper Floor Setback Requirements: Buildings taller than 35 feet
must step back upper stories by at least 10 feet measured from the fagade
facing the street, alleyway, public park or open space.
4. Architectural Standards for Large Scale Buildings: The following
architectural standards will apply to all buildings with a gross floor area greater
than 10,000 square feet, a fagade length in excess of 100 feet, or a height
taller than 45 feet.
a. On upper floors use windows and/or architectural features that provide
interest on all four sides of the building.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
14
b. Abrupt changes in building heights and/or roof orientation should be
diminished by offsets of building form and mass.
c. Use recesses and projections to visually divide building surfaces into
smaller scale elements.
d. Use color or materials to visually reduce the size, bulk and scale of the
building.
e. Divide large building masses into heights and sizes that relate to human
scale by incorporating changes in building masses or direction, sheltering
roofs, a distinct pattern of divisions on surfaces, windows, trees, and small
scale lighting.
f. On-site circulation systems shall incorporate a streetscape which includes
curbs, sidewalks, pedestrian scale light standards and street trees.
VIII-B-8) Landscaping
1. Landscaping shall be designed so that 50% coverage occurs after
one year and 90% coverage occurs after 5 years.
2. Landscaping design shall utilize a variety of low water use and
deciduous and evergreen trees and shrubs and flowering plant
species as described in Section III - Water Conserving Landscaping
Guidelines and Policies.
3. Buildings adjacent to streets shall be buffered by landscaped areas at
least 10 feet in width. Loading facilities shall be screened and buffered
when adjacent to residentially zoned land.
4. Irrigation systems shall be installed to assure landscaping success.
5. Efforts shall be made to save as many existing healthy trees and
shrubs on the site as possible.
VIII-B-9) Lighting
1. Lighting shall include adequate lights that are scaled for pedestrians by
including light standards or placements of no greater than 14 feet in height
along pedestrian pathways.
VIII-B-10) Screening Mechanical Equipment
Screen rooftop mechanical equipment through extended parapets or other roof
forms that are integrated into the overall composition of the building. Screen
ground floor mechanical equipment. Renewable energy generation devices may
be exempt from screening subject to Site Review approval by a hearings body.
VIII-B-11) Transit Facilities Standards
The location of planned transit routes within the Croman Mill District shall be
defined according to the Croman Mill District Transit Framework map in
collaboration with the local transit authority. Transit service facilities such as
shelters and pullouts shall be integrated into the development application
consistent with the following standards.
1. All Large Scale development located on an existing or planned transit route
shall accommodate a transit stop and other associated transit facilities unless
the Director of Community Development determines that adequate transit
facilities already exist to serve the needs of the development, or
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
15
2. Escrowing funds in order to enable the City or its agents to construct the
transit facilities at the time transit service is provided to the development.
VIII-B-12) Freight Rail Spur Easement - Compatible Industrial (CI)
1. A Rail Spur easement a minimum of 500 feet in length by 25 feet in width shall
be set aside at the approximate location presented on the Croman Mill District
Transit Plan Map.
2. No buildings or permanent structures can be established within the spur
easement so not to preclude installation of a rail spur for freight loading and
unloading.
3. Buildings adjacent to the reserve strip shall be designed and configured to
permit loading and unloading.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
16
Transit Plan Map Detail
VIII-B-13) Commuter Rail Platform Easement - Neighborhood Commercial
(NC)
1. A Commuter Rail Platform easement
or designated rail road right-of-way a
minimum of 400 feet in length and
25 feet in width shall be set aside at
the approximate location presented
on the Croman Mill District Transit
Plan Map.
2. No buildings or permanent
structures can be established within
the platform easement so as not to
preclude installation of a commuter
rail platform for loading and
unloading.
3. Buildings adjacent to the reserve
strip shall be designed and
configured to permit loading and
unloading.
VIII-B-14) Open Spaces
1. Central Park. The purpose of the Central Park is to serve as a public amenity
and accommodate the daily needs of employees (e.g. breaks, lunch time) as
well as for special events that will attract residents citywide. The Central Park
design shall provide a minimum of the following elements.
a. Circulation through and around the park.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
17
b. A centrally located flexible hardscape area to accommodate large
gatherings.
c. Street furniture, including lighting, benches, low walls and trash
receptacles along walkways and the park perimeter.
d. Simple and durable materials.
e. Trees and landscaping that provide visual interest with a diversity of
plant materials.
f. Irregular placement of large-canopy trees within passive areas
adjacent to the Central Boulevard.
g. 8-ft. minimum sidewalk width and 7 -ft. minimum parkrow width.
h. A central hard surface gathering space of no more than 50% of the
total park area.
2. Transit Plaza, A location for the transit plaza shall be reserved between the
commuter rail platform and commercial uses along the Central Boulevard.
The design of the plaza shall include the following elements.
a. Provide a waiting, loading and unloading area for commuter
passengers.
b. Include outdoor gathering space adjacent to commercial uses.
c. Accommodate the central bike path.
d. Include conveniently located and secure bike parking.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
18
VIII-B-15) Compact Development
The site layout is compact, and enables future intensification of development and
changes to land use over time. The following measures shall be used to
demonstrate compliance with this standard.
1. The development achieves the required minimum floor area ratio (FAR) and
minimum number of stories, or shall provide a shadow plan that demonstrates
how development may be intensified over time for more efficient use of land
and to meet the required (FAR) and minimum number of stories.; and
2. Opportunities for shared parking are utilized.; and/or
3. The proposal contains an equally good or superior way to achieve the above
criterion.
C. Sustainable Development Standards
VIII-C-1) Conserve Natural Areas
Preserve water quality, natural hydrology and habitat, and preserve biodiversity
through protection of streams and wetlands. Conserving natural water systems
shall be considered in the site design through application of the following
standards.
1. Designated creek and wetland protection areas shall be considered positive
design elements and incorporated in the overall design of a given project.
2. Native riparian plan materials shall be planted in and adjacent to the creek to
enhance habitat.
3. Create a long-term management plan for on-site wetlands, streams,
associated habitats and their buffers.
VIII-C-2) Create Diverse Neighborhoods
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
19
Using the following measures to encourage diversity in the neighborhood by
providing a balanced range of housing types, land uses and employment
opportunities is recommended.
1. Provide a diversity of housing types.
2. Differentiate units by size and number of bedrooms.
3. Provide rental and for purchase housing.
VIII-C-3) Design Green Streets
Green Streets are public streets that have been built or retrofitted to include
landscape areas that increase stormwater infiltration, reduce and slow the rate of
runoff, and use bio-filtration to remove pollutants.
1. New streets shall be developed to capture and treat stormwater in a manner
consistent with the Croman Mill District Stormwater Management Plan Map,
the City of Ashland Stormwater Master Plan, and Ashland Green Streets
Engineering Standards.
2. All development served by planned Green Streets as designated on the
Croman Mill District Green Street Map shall accommodate said facilities by
including the same in the development plan; and/or
3. Escrow funds in order to enable the city or its agents to construct the Green
Street at the time full street network improvements are provided to serve the
development.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
20
VIII-C-4) Design Green Surface Parking
Parking areas shall be designed to minimize the adverse environmental and
microclimatic impacts of surface parking through design and material selection. All
parking areas shall meet the following standards, and shall comply with the Off-
Street Parking chapter and the Site Review chapter.
1. Use less than 20% of the lot area for surface parking.
2. Surface lots shall not exceed two acres in area, including landscape,
circulation and ingress/egress.
3. Use paving materials with a high solar reflectance reduce heat absorption.
4. Provide porous solid surfacing on a least 50% of the parking area surface.
5. Provide at least 50% shade cover over the surface lot within five years of
project occupancy.
VIII-C-S) Manage Stormwater Run-Off
Reduce the public infrastructure costs and adverse environmental effects of
stormwater run-off by managing run-off from building roofs, driveways, parking
areas, sidewalks and other hard surfaces through implementation of the following
standards.
1. Design grading and site plans to capture and slow runoff.
2. Design parking lots and other hard surface areas in a way that captures and
treats runoff with landscaped medians and swales.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
21
3. Use pervious or semi-pervious surfaces that allow water to infiltrate the soil.
4. Retain rainfall on-site through infiltration, evapotranspiration or through
capture and reuse techniques.
5. Direct discharge storm water runoff into a designated green street and
neighborhood storm water treatment facilities.
VIII-C-S) Recycling Areas
All developments in the Croman Mill District shall provide an opportunity-to-recy6el
site for use of the project occupants.
1. Commercial. Commercial developments having a solid waste receptacle shall
provide a site of equal or greater size adjacent to or with access comparable
to the solid waste receptacle to accommodate materials collected by the local
solid waste franchisee under its on-route collection program for purposes of
recycling. Both the opportunity-to-recycle site and the common solid waste
receptacle shall be screened by fencing or landscaping such as to limit the
view from adjacent properties or public rights-of-way.
2. Multi-Family Residential. All newly constructed multi-family units, either as part
of an existing development or as a new development, shall provide an
opportunity-to-recycle site in accord with the following standards:
a. Multi-family developments not sharing a common solid waste receptacle
shall provide an individual curbside recycling container for each dwelling
unit in the development.
b. Multi-family developments sharing a common solid waste receptacle shall
provide a site of equal or greater size adjacent to or with access
comparable to the common solid waste receptacle to accommodate
materials collected by the local solid waste franchisee under its residential
on-route collection program for purposes of recycling. Both the
opportunity-to-recycle site and the common solid waste receptacle shall
be screened by fencing or landscaping such as to limit the view from
adjacent properties or public rights-of-way.
3. Screening refuse and recycle areas. Refuse and recycle areas shall be
screened from view by placement of a solid wood or masonry wall from five to
eight feet in height. All refuse and recycle materials shall be contained within
the refuse area.
VIII-C-6) Minimize Construction Impacts
Minimize pollution and waste generation resulting from construction activity
through the following measures.
1. Construction Activity Pollution Prevention. Develop and implement an erosion
and sediment control plan to reduce pollution from construction activities by
controlling soil erosion, waterway sedimentation and airborne dust generation
in accordance with Ashland Public Works Standards. The erosion and
sediment control plan shall be submitted with the final engineering for public
improvements and building permit.
2. Construction Waste Management. Recycle and/or salvage non-hazardous
construction and demolition debris in accordance with the Building Demolition
Debris Diversion requirements in 15.04.216.C.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
22
VIII-C-7) Practice Low-Impact Site Development
Using the following low-impact site design, construction and management
practices to reduce the environmental impacts of site development is
recommended.
1. Use harvested rainwater or reclaimed water for the irrigation of at least 25
percent of a project's landscaped areas.
2. Incorporate passive and active solar strategies in the design of in the design
and orientation of buildings and public spaces.
3. Specify energy-efficient infrastructure systems, including traffic lights, street
lights, water and wastewater pumps and treatment systems.
4. Utilize recycled materials in the construction of roadways, parking lots,
sidewalks and curbs.
5. Minimize light pollution from the project to improve nighttime visibility, increase
night sky access and to reduce development impact on nocturnal
environments by using down-shielded light fixtures that do not allow light to
emit above the 90 degree plane of the fixture.
VIII-C-8) Performance Standards for Sustainable Development Bonuses
Green buildings improve air and water quality, reduce solid waste, conserve
natural resources, reduce operation costs, optimize life-cycle economic
performance and minimize the strain on local infrastructure. Given that buildings
are responsible for a large portion energy and resource use, the provisions of this
section are intended to promote sustainable developments that reduce the impact
of the built environment in the City of Ashland.
Projects that achieve a high performance green building standard and significantly
improve energy performance beyond the current minimum Oregon requirements
are eligible for a sustainable development bonus as follows.
1. Height Bonus
In the event that a building or structure is determined to be meet the standard
for LEED Certified building, the building height may exceed the maximum
height specified for the CM overlay districts within the Dimensional Standards
Table, through application of a sustainable development bonus as follows:
a. A building obtaining LEED Certification as meeting the LEED Silver
Standard may be increased in height by up to one (1) story.
b. A building obtaining LEED Certification as meeting the LEED Gold
Standard may be increased in height by up to two (2) stories.
c. A building obtaining LEED Certification as meeting the LEED Platinum
Standard may be increased in height by up to four (4) stories.
d. Increases in building height exceeding the maximum permitted height
through the application of a Sustainable Development Height Bonus shall
demonstrate compliance with Federal Aviation Administration standards for
airport approach zones.
e. Developments in the Residential Buffer overlay are not eligible for
increases in building height in excess the maximum permitted for the overlay
district.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
23
f. Not withstanding the bonuses permitted through this section, no building
may exceed the Sustainable Development Bonus maximum height per the
Dimensional Standards Table.
2. Demonstration of Achieving LEED or an Equivalent Program Rating
Projects awarded a sustainable development bonus, pursuant to this section ,
shall provide the City with satisfactory evidence of having completed the
following steps in the process toward demonstrating achievement of LEED
certification:
a. Hiring and retaining a LEED Accredited Professional as part of the project
team throughout design and construction of the project.
b. Developments seeking a Sustainable Development bonus shall provide
documentation with the planning application, and prior to issuance of a
building permit, that the proposed development as designed and constructed
will meet or exceed the equivalent LEED standard relating to the sustainable
development bonus awarded.
c. A final report shall be prepared by the LEED Accredited Professional and
presented to the City upon completion of the project verifying that the project
has met, or exceeded, the LEED standard relating to the sustainability bonus
awarded.
d. The report shall produce a LEED compliant energy model following the
methodology outlined in the LEED rating system. The energy analysis done
for the building performance rating method shall include all energy costs
associated with the building project.
e. The project developer shall be required to provide a lien or performance
bond to the City of Ashland in an amount equal to the value of the bonus.
i. This lien or performance bond shall be calculated on the square
footage of the additional space provided by the bonus multiplied by
one hundred dollars ($100.00) per square foot.
II. This lien or performance bond shall be released by the City at such
time that the project attains LEED Certification.
3. Sustainable Development Bonus Penalty Section
If the project fails to attain LEED certificationwithin three years of receiving its
initial Certificate of Occupancy, then the Developer shall be subject to a fine
equal to the higher of:
a. 1 % of the total construction costs, or
b. The amount of the Lien! Performance Bond provided pursuant to section
VII-C-7.2.e.
c. If the fine is not paid within thirty (30) days of the date it is imposed, then
the City shall have the authority to revoke the Certificate of Occupancy for the
building.
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
24
D. Additional Plan Maps
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
25
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
26
~&,
Ashland Site Design and Use Standards
DRAFT 9,29,09
27
C.ITY Of
ASHLAND
Proposed Ordinance Changes
The following is an outline of new/revised ordinance language that may be of interest to the Planning
Commission.
AN ORDINANCE AMENDING ASHLAND MUNICIPAL CODE CHAPTER 2.04.090,2.04.100 AND
2.04.110 RELATING TO COUNCIL RULES
. 2.04.100.8 Attendance
Council liaisons shall not attend quasi-judicial proceedings when the final appeal or final
decisions is or could come before the City Council.
. 2.04.100.C Deliberations
Under no circumstances is a liaison to a City advisory body to attempt to direct debate,
lobby, or otherwise influence the direction or decisions of any advisory body to which he or
she has been assigned.
. 2.04.100.F Role of Liaison as ReQards Vacancies
The Council liaison for each advisory body, together with the advisory body chair and
assigned staff liaison will make recommendations to the Mayor for appointment of citizens to
fill vacancies on their respective advisory bodies.
. 2.04.100.8 ReportinQ to the Council
Each advisory body should be invited to give a short annual presentation to the Council.
. 2.04.100.1 Liaison Appointment Process and Term
Liaison appointments shall be for a term of one year unless otherwise expressly stated.
Appointments are generally made on an annual basis in January and the Mayor shall make
every effort to rotate liaison assignments.
AN ORDINANCE AMENDING THE ASHLAND MUNICIPAL CODE ADDING NEW CHAPTER 2.10,
PROVIDING FOR UNIFORM POLICIES AND OPERATING PROCEDURES FOR ADVISORY
COMMISSIONS, COMMITTEES, AND BOARDS
. 2.10.025 MeetinQ Attendance
If a member will be absent from a meeting the member must notify the chair or the staff
liaison at least two hours prior to the meeting. Any member who has two or more unexcused
absences in a six month period [i.e. January 1 - June 30 or July 1 - December 31] shall be
considered inactive and the position vacant. Further any member not attending a minimum
of two-thirds (2/3) of all scheduled meetings (inclusive of study sessions and special
meetings) shall be considered inactive and the position vacant. Attendance shall be
reviewed by the commission during the regularly scheduled meetings in January and July,
with a report sent to the Mayor and City Council advising of the need for appointment or re-
appointment, if necessary.
. 2.10.050 Election of Officers. Secretary and Subcommittees
At its first meeting of the year the advisory commission, committee or board shall elect a
chair and vice chair. Neither the chair nor the vice chair shall serve as an officer for more
than two consecutive terms.
Subcommittees may be formed for the purpose of gathering information and forming a
recommendation to be brought forward to the full advisory body. Provided however, only the
full body can made recommendations to the City Council. Subcommittees must comply fully
with the requirements of the Oregon Public Meetings law.
COMMUNITY DEVELOPMENT DEPARTMENT
51 Winburn Way Tel: 541-488-5305
Ashland, Oregon 97520 Fax: 541-488-6006
www,ashland,or.us TTY: 800-735-2900
rA'
. 2.10.055 Role of Staff
The staff liaison supports the group as a whole and shall not do work at the request of
individual members.
. 2.10.060 Aoendas and Minutes
The Council Liaison shall be periodically given the opportunity to report to the commission,
committee or board.
. 2.10.085 Deliberations
No member shall speak more than once until every member choosing to speak shall have
spoken or waived their right to do so. No member shall speak more than twice on the same
motion without leave of the presiding officer.
. 2.10.110 Lobbvino and Representino the City
An individual member is free to voice a position on any issue as long as it is made clear that
the speaker is not speaking as a representative of the city or as a member of an advisory
commission, committee or board.
COMMUNITY DEVELOPMENT DEPARTMENT
51 Winburn Way Tel: 541-488-5305
Ashland, Oregon 97520 Fax: 541-488-6006
www,ashland,or.us TTY: 800-735-2900
rA'
ORDINANCE NO.
AN ORDINANCE AMENDING ASHLAND MUNICIPAL CODE CHAPTER
2.04.090,2.04.100 AND 2.04.110 RELATING TO COUNCil RULES
Annotated to show deletions and additions to the code sections being modified.
Deletions are bold lined through and additions are bold underlined.
WHEREAS, in 2006-2007 the City Council undertook the task of reviewing the
Council Rules codified in AMC Chapter 2, under which the City Council operates;
and
WHEREAS, as part of the Council Rules review, the Council Rules Committee
began a review and discussion of the rules under which its advisory boards and
commissions operate and the relationship of the Council and Mayor to such
bodies; and
WHEREAS, the City Council desires to complete the work of the Council Rules
Committee as it relates to Additional Council Rules [this ordinance] as well as
Uniform Policies and Operating Procedures for Advisory Bodies [separate
ordinance]; and
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOllOWS:
SECTION 1. AMC 2.04.090 [Commissions, Committees, and Boards] is hereby
amended to read as follows:
2.04.090 Commissions, Committees, and Boards
A. Establishing Commissions, Committees or Boards.
Commissions. committees and boards oriainate from different
sources. includina Oreaon State Statute. City Charter and Municipal
Code: others are established bv direction of the Mavor or the City
Council. Advisory Commissions and Boards which are permanent
rReaularl shall been codified in AMC Chapter 2. includina but not
limited to Forest lands Commission. Plannina Commission.
Transportation Commission. Plannina Hearinas Board. Public
Recreation Commission. Public Arts Commission. Conservation
Commission. Ashland Airport Commission. Historic Commission.
Tree Commission. and the Municipal Audit Committee. AMC 2.10
contains code common to all Appointed Commissions and Boards.
B. Council Ad-hoc Committees and Task Forces.
1
The Mavor shall have the authority, independent of the Council, to
form ad-hoc committees or task forces to deal with specific tasks
within specific time frames. Such committees or task forces shall
make recommendations bv way of a formal report to the City
Council. The Mavor or City Administrator may refer matters to the
appropriate ad hoc committee or task force. The Mavor with the
consent of the Council shall appoint the membership of such
committees or task forces. Members of ReQular Boards and
Commissions may be appointed to ad hoc committees and task
forces. The City Administrator shall bv order establish the ad hoc
body's scope of the work. The Council has the authority to follow
the recommendations, chanQe the recommendations, take no action,
remand the matter back to the ad hoc body or take any other action it
sees fit. The Council bv maioritv vote may remove a member of an
ad hoc committee or task force at any time, with or without cause.
The City Council bv maioritv vote may amend or dissolve an ad hoc
committee or task force.
C. ReQular Commission and Board Membership Appointments.
Except for the Municipal Audit Committee (AMC 2.11), all committees
and Boards not required bv state law to be appointed bv the City
Council shall be appointed bv the Mavor with the consent of the
Council. The Mavor may request assistance or recommendations
from Councilors in makinQ appointments. In the Mavor's absence,
any necessary appointment may be made bv the presidinQ officer
with the consent of the Council. When necessary, the Mavor shall
staQQer the initial expiration of terms of appointees, such as in the
case of a new commission, board or committee. The Mavor shall not
appoint. nor shall the Council consent to the appointment of a
person to more than two (2) ReQular Board, Committee or
Commission at a time. This rule shall not applv to the PlanninQ
HearinQ Board. Because broad citizen participation is encouraQed,
the Mavor shall not appoint nor shall the Council confirm a person to
more than five (5) full terms on any sinQle ReQular Board or
Commission.
D. Mayor Membership on Ashland Budget Committee.
For the purpose of local budQet law, the Mavor is a member of the
QoverninQ body of the City of Ashland. and shall be a votinQ member
of the budQet committee.
E. Student Membership on ReQular Commission and Committees.
2
The Mavor with the consent of the City Council may add to the
membership of any city Commission, Committee, or Board up to two
positions for student liaisons. The student liaisons shall be non-
votina ex officio members of their respective commissions or
committees. Once the liaison positions have been added, the liaison
from the hiah school shall be a hiah school student chosen bv the
Ashland Hiah School Leadership class and the liaison from the
university shall be a university student chosen bv the Associated
Students of Southern Oreaon University Student Senate.
F. Regular Membership Removal Process.
The City Council, with or without cause, may bv maiority vote of the
City Council at a reaular meetina, remove any Reaular Commission,
Committee or Board member prior to the expiration of the term of the
appointment. Written notice of removal to the affected member shall
be provided. Removal shall be handled with respect and courtesy. If
a member resians or is removed, the Mavor shall appoint a
replacement for the remainder of the term in accordance with
paraaraph C. above. Notwithstandina the above procedure, removal
of a Plannina Commissioner shall be aoverned bv the procedures in
ORS 227.030. Hearinas under ORS 227.030 are hereby deleaated bv
the aovernina body to the City Administrator or Hearinas Officer in
accordance with the AMC. 2.30, the Uniform Administrative Appeals
Ordinance.
G. Changing or Dissolving a Regular Commission, Committee or Board.
After the commission, committee or board has been formed and
codified, any chanae or dissolution reauires an ordinance amendina
the Municipal Code.
SECTION 2. AMC 2.04.100 [Operating Policies and Procedures Commissions,
Committees and Boards] is hereby amended to read as follows:
2.04.100 Operating Policies and Procedures Commissions, Committees and
Boards
A. Public Meeting La'.":.
B. Robert's Rules of Order.
C. Deliberation.
D. Agendas and Minutes.
E. Absences.
F. Quorum.
G. Code of Ethics.
H. Lobbying.
I. Goals.
3
J. Role of Staff.
K. Final Decision Making.
L. Number of Meetings.
M. Notice.
N. Representing the Commission, Committee or Board.
O. Budget.
P. Expenses.
Q. Committees.
R. Suspension of Operating Procedures
SECTION 3. AMC 2.04.110 [Council Liaisons] is hereby amended and
renumbered to read as follows:
2.04.100 ~ Council Liaisons
A. Role and Responsibilities of Council Liaisons.
a. The primary role of a Council liaison is to facilitate
communication between the relevant oraanization and the
Council. As relates to non-reaional or city advisory
commissions, committees and boards, a Council Liaison is
not a member of the advisory body, is not a votina member
and may not serve as Chair. Notwithstandina the above, if
a City Councilor, Mavor or other elected official is a
member (votina or non-votina) of an advisory commission,
committee or board, the Code will specificallv desianate
them as such.
b. City Councilors serve as liaisons to commissions,
committees, boards, community oraanizations and other
aaencies and are expected to represent the full City Council
in interactina with the aroup. This expectation extends to
representation of the City in formal meetinas, informal
meetinas and lobbvina. In all other instances council
members may attend meetinas as individuals and will
identify their comments as personal views or opinions not
a representation of city council policv.
B. Attendance.
Liaisons shall attend all reaular meetinas of the Commissions,
Committees, Boards, or Task Forces to which they have assianed. In
the event a liaison has difficulty attendina, the liaison should find an
alternate to attend or review the video or other record of the
proceedina. In the event of a continuina schedulina conflict. the
Liaison should ask the Mavor to be reassianed. Liaisons shall not
4
attend Quasi-judicial proceedinQs when the final appeal or final
decision is or could come before the City Council.
C. Deliberations.
a. The City Council values diversity of opinion. A siQnificant
role of an advisory body is to represent many points of
view in the community and to provide the Council with
advice based on a full spectrum of concerns and
perspectives. AccordinQlv. under no circumstances is a
liaison to a City advisory body to attempt to direct debate.
lobbv. or otherwise influence the direction or decisions of
any advisory body to which he or she has been assiQned.
Anv attempt to do so may result in removal from the liaison
position. AccordinQlv. Council liaisons may wish to limit
their participation durinQ debate and deliberations to
answerinQ Questions.
b. This restriction on deliberation. 10bbvinQ and directinQ
debate does not applv to a liaison who is representinQ the
City Council's position on a reQional body that includes
elected officials from other jurisdictions.
D. Respect for PresidinQ Officer.
Except where the Code expresslv provides otherwise. City
Councilors attendinQ advisory body meetinQs as liaisons are not
"members" of the advisory body and as such cannot participate in
the proceedinQs of the advisory body as a matter of riQht. When the
Council liaison is representinQ the City Council on a reQional body.
the Liaison has all riQhts and powers of a member as set forth in the
statutes. rules or ordinances creatinQ such body. AccordinQlv.
Councilors attendinQ advisory body or reQional body meetinQs as
liaisons or as individuals shall accord the same respect toward the
Chair and other members as they do towards the Mavor. PresidinQ
officer or each other.
E. Council Information.
Liaisons will inform the advisory bodies to which they have been
appointed liaison of Council aQenda items and Council decisions
that may be of interest to the advisory bodv. Liaisons shall also
encouraQe advisory board members to attend Council meetinQs to
keep abreast of Council action. policv matters and the activities of
the city. To facilitate the above. and notwithstandinQ any other
provision of the Code. the Chair of an advisory body shall
5
periodicallv place on the Aaenda for the advisory body, an item
labeled "Report of Council Liaison".
F. Role of Liaison as Reaards Vacancies.
The Council liaison for each advisory body, toaether with the
advisory body chair and assianed staff liaison will make
recommendations to the Mavor for appointment of citizens to fill
vacancies on their respective advisory bodies.
G. Reporting to the Council.
Council liaisons shall periodicallv report to the entire Council on
sianificant and important activities of each advisory body or reaional
body to which they have been assianed. In addition, each advisory
body and reaional body should be invited to aive a short annual
presentation to the Council. Liaisons may seek assistance from the
relevant staff liaison to accomplish this reportina responsibilitv.
I. Liaison Appointment Process and Term.
The Mavor will appoint a Councilor to act as a Council liaison to each
and every advisory commission, committee, or board, as well as any
other community oraanization, entity or aaencv for which
participation of an elected official from the City of Ashland is
determined to be necessary or beneficial to the City. Councilors who
are appointed to Commissions, Committees or Boards as members
(votina or non-votina) may also serve as Liaisons. Councilors
interested in a particular subiect area should inform the Mavor of
their interest and the Mavor should take the expression of interest
and/or a Councilor's preference into account when makina
appointment decisions. Liaison appointments shall be for a term of
one year unless otherwise express Iv stated. Appointments are
aenerallv made on an annual basis in Januarv and the Mavor shall
make every effort to rotate liaison assianments.
J. Removal from a Liaison Assignment
The Mavor or a Councilor may be removed for any reason from a
specific liaison position or assianment upon two-thirds vote of the
entire Council.
SECTION 4. 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.
6
SECTION 5. 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-Iettered, provided however that any Whereas clauses and
boilerplate provisions (i.e. Sections 4-5) 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 day of , 2009,
and duly PASSED and ADOPTED this day of ,2009.
Barbara Christensen, City Recorder
SIGNED and APPROVED this
day of
,2009.
John Stromberg, Mayor
Reviewed as to form:
Richard Appicello, City Attorney
7
ORDINANCE NO.
AN ORDINANCE AMENDING THE ASHLAND MUNICIPAL CODE ADDING A
NEW CHAPTER 2.10, PROVIDING FOR UNIFORM POLICIES AND
OPERATING PROCEDURES FOR ADVISORY COMMISSIONS, COMMITTEES
AND BOARDS; ADDING A NEW CHAPTER 2.11 MUNICIPAL AUDIT
COMMITTEE; A NEW CHAPTER 2.19 HOUSING COMMISSION, A NEW
CHAPTER 2.15 FOREST LANDS COMMISSION, AND AMENDING AMC 2.12
PLANNING COMMISSION, AMC 2.13 TRANSPORTATION COMMISSION,
AMC 2.17, PUBLIC ARTS COMMISSION, AMC 2.18 CONSERVATION
COMMISSION, AMC 2.21 CABLE ACCESS COMMISSION, AMC 2.23
ASHLAND AIRPORT COMMISION, AMC 2.24 HISTORIC COMMISSION, AMC
2.25 TREE COMMISSION, REPEALING RESOLUTIONS 1995-25, 1996-18,
2003-07 and 2007-15, AND CREATING A NEW CHAPTER 2.29 CONCERNING
PUBLIC ART
Annotated to show deletions and additions to the code sections being modified.
Deletions are bold lined through and additions are bold underlined.
WHEREAS, in 2006-2007 the City Council undertook the task of reviewing the
Council Rules codified in AMC Chapter 2, under which the City Council operates;
and
WHEREAS, as part of the Council Rules review, the Council Rules Committee
began a review and discussion of the rules under which its advisory
commissions, committees and boards operate; and
WHEREAS, in various Ordinances and Resolutions, the City has established
numerous commissions, committees and boards as a means of providing
detailed study, action and recommendations to the Council; and
WHEREAS, the City Council desires to complete the work of the Council Rules
Committee as it relates to Additional Council Rules [separate ordinance] as well
as Uniform Policies and Operating Procedures for Advisory Commissions,
Committees and Boards [this ordinance]; and
WHEREAS, the City Council wishes to codify Regular Commissions such as
Housing Commission, Forest Lands Commission and the Municipal Audit
Committee in the Ashland Municipal Code and edit existing ordinances to reduce
duplication; and
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
1
SECTION 1. A new Chapter 2.10 [Uniform Policies and Operating Procedures
for Advisory Commissions, Committees and Boards] is hereby added to the
Ashland Municipal Code to read as follows:
2.10 Uniform Policies and Operatina Procedures for Advisorv
Commissions. Committees and Boards
2.10.005 Purpose. Advisorv commissions. committees and boards
(advisorv bodies) require uniform rules. policies and operatinQ procedures
to assure maximum productivity and fairness for members and the public.
Except where otherwise provided in this Code. the followina policies and
procedures aovern all the City's advisory commissions. committees and
boards. Nothina herein removes the requirement for compliance with more
specific reaulations and auidelines set forth bv state statute. administrative
rule. ordinance. or resolution specific to the advisory body. These rules do
not applv to the elected Parks and Recreation Commission.
2.10.010 Created or Established. See individual Commission. Committee or
Board Code Chapters codified between AMC 2.11 and AMC 2.25.
2.10.015 Appointment. See AMC 2.04.090.C.
2.10.020 Terms. Term Limits and-Vacancies All successors to oriainal
members of an advisory commission. committee or board. shall have a
three (3) year term. except as otherwise provided in the appointment order.
Notwithstandina the three year limitation. Plannina Commissioners shall
serve four (4) year terms. All reQular terms shall commence with
appointment and shall expire on April 30 of the third year. unless otherwise
provided in the appointment order. The appointina authority may staaaer
terms in the oriainal appointment order as necessary. No member may
serve more than five (5) terms on any sinale commission. committee or
board. Anv vacancy shall be filled bv appointment bv the Mavor. with
confirmation bv the City Council. for any unexpired portion of the term as
provided in AMC 2.04.090.C.
2.10.025 MeetinQs and Attendance. Unless otherwise provided bv law. the
number of meetinas related to business needs of an advisory commission.
committee or boards may be set bv the advisory bodv. All members are
expected to attend all reaularlv scheduled meetinas. study sessions and
special meetinas. when applicable. If a member will be absent from a
meetina the member must notify the chair or the staff liaison at least two
hours prior to the meetina. Anv member who has two or more unexcused
absences in a six month period [i.e. Januarv 1- June 30 or Julv 1 -
December 311 shall be considered inactive and the position vacant. Further
any member not attendinQ a minimum of two-thirds (2/3) of all scheduled
meetinas (inclusive of study sessions and special meetinas) shall be
considered inactive and the position vacant. Attendance shall be reviewed
2
bv the commission, committee or board durina the reaularlv scheduled
meetinas in January and Julv, with a report sent to the Mavor and City
Council advisina of the need for appointment or re-appointment. if
necessary .
2.10.030 Removal. See AMC 2.04.090.F.
2.10.035. Public Meetina law. All meetinas of advisory commissions,
committees and boards are subject to strict compliance with public
meetina laws of the State of Oreaon. Notwithstandina notice reauirements
under Oreaon law, advance notice of at least 36 hours shall be provided for
all meetinas. Notice shall be sent to a newspaper with aenerallocal
circulation and posted on the city's website. In the case of emeraencv or
when a state of emeraencv has been declared, notice appropriate to the
circumstances shall be provided and reasons justifvina the lack of 36-hour
notice shall be included in the minutes of such meetina.
2.10.040 Quorum-and Effect of lack Thereof. A auorum shall be
determined bv dividina the number of reaular members of the body bv two
and addina one or, in the case of a fractional result. roundina up to the next
whole number. Non-votina ex officio members, staff and liaisons do not
count toward the auorum. A majority of the auorum is necessary to adopt
any motion. Members need not be phvsicallv present at a meetina if
another means of attendance (e.a. telephonic, internet etc.) has been
established bv the membership and public meetinas law reauirements are
met. If there is no auorum for a meetina, no official business shall be
conducted and all matters advertised shall automaticallv be continued to
the next reaularlv scheduled meetina.
2.10.045 Council Liaison. See AMC 2.04.100.
2.10.050. Election of Officers, Secretary, and Subcommittees. At its first
meetina of the year the advisory commission, committee or board shall
elect a chair and a vice chair who shall hold office at the pleasure of the
advisory body. Neither the chair nor vice-chair shall serve as an officer for
more than two consecutive terms. Without the need for an appointment.
the head of the City Department staffina the commission, committee or
board shall be the Secretary and shall be responsible for keepina an
accurate record of all proceedinas. The Department head may deleaate
such tasks to a staff liaison. Subcommittees may be formed for the
purpose of aatherina information and formina a recommendation to be
brouaht forward to the full advisory body. Provided however, only the full
body can make recommendations to the City Council. Subcommittees
must comply fullv with the reauirements of Oreaon Public Meetinas law.
3
2.10.055. Role of Staff. At least one staff person is assianed to work with
each advisory commission, committee or board. The staff liaison provides
professional auidance, continuity, and insiaht into City policy and attends
all reaular and special meetinas and workshops. The staff liaison supports
the aroup as a whole and shall not do work at the reauest of individual
members. Each staff liaison has a limited amount of time to devote to the
aroup. If additional staff time is needed the reauest should be made to the
City Administrator or appropriate Department Head.
2.10.060 Aaendas and Minutes. The chair or staff liaison will be
responsible for the aaenda of all meetinas of advisory commissions,
committees and boards. A member or staff liaison will be responsible for
takina minutes. Aaendas and minutes will be posted on the city's web site.
Members are encouraaed to access those documents from the web site.
Staff will email or mail documents to members upon reauest. The Council
Liaison shall periodicallv be aiven the opportunity to report to the
commission, committee or board.
2.10.065. Goals. Advisorv commissions, committees and boards are
encouraaed to establish annual aoals and action items that reflect the
body's charae as stated in the specific commission ordinance. Advisorv
bodies are expected to suaaest. support and advance Council aoals and
are encouraaed to look for ways within their own uniaue responsibilities to
do so.
2.10.070. Rules and Reaulations. The advisory commission, committee or
board may make such rules and reaulations as are necessary for its
aovernance, includina the conduct of meetinas, when not inconsistent with
Ashland Municipal Code or Oreaon law.
2.10.075. Robert's Rules of Order. Roberts Rules of Order shall aovern the
conduct of all meetinas of advisory commissions, committees and boards,
when not in conflict with the Ashland City Charter and the Ashland
Municipal Code. Failure to strictly follow Roberts Rules of Order shall not
be cause to void or otherwise disturb a decision or action. The body will
strive to be clear in its proceedinas.
2.10.080. Code of Ethics. The City of Ashland is committed to the hiahest
ethical standards for its public officials. To ensure public confidence, all
members of advisory commissions, committees and boards must be
independent. impartial, responsible and not use their position for personal
aain or to benefit or harm others. Advisorv commissions, committees and
boards shall operate in the aeneral public interest servina the community
as a whole and shall serve no special interests. Advisorv commission,
committee and board members shall not endorse any commercial product
or enterprise. Members should be aware the criminal codes, ethics and
4
conflict of interest laws set forth in state statutes and city ordinances,
includina but not limited to the State of Oreaon Criminal Code, ORS 244
and in AMC Chapter 3.08.
2.10.085. Deliberation. It is the duty of the chair or presidina officer to
ensure that each member has the opportunity to speak. Members speak
onlv for themselves and shall be open, direct and candid. Members shall
strive to deliberate to a decision and shall relv upon the chair to keep the
discussion movina. No member shall speak more than once until every
member choosinQ to speak shall have spoken or waived their riQht to do
so. No member shall speak more than twice on the same motion without
leave of the presidina officer.
2.10.090. Council as Final Decision-Maker. With the exception of certain
deleQated Quasi-judicial actions, most advisory commissions, committees
and boards do not make final decisions subject to appeal but rather make
recommendations to, or act in an advisory capacity to the council. The City
Council is the final decision-maker on all city policies and the use of city
resou rces.
2.10.095 Gifts. Subject to the acceptance of the City Council, an advisory
body may receive aifts, bequests or devises of property in the name of the
City to carry out any of the purposes of the advisory commission,
committee or board, which funds shall be seareaated from other funds for
use with the approval of the City Council.
2.10.100 Budaet. Compensation and Expenses. Monev is set aside in
department budQets for Commission, Committee and Board expenses.
Should an advisory body require additional funds, requests should be
submitted to the department head throuah the staff liaison. Reaular
members of the advisory commissions, committees and boards shall
receive no compensation for services rendered. Members must receive
permission and instructions from the staff liaison in order to be reimbursed
for trainina or conferences and associated travel expenses related to
official business.
2.10.105 Reports. Advisorv commissions, committees and boards shall
submit copies of its minutes to the city council and shall prepare and
submit such reports as from time to time may be requested bv the Mavor
and City Council. Unless otherwise express Iv provide in the Ashland
Municipal Code or State Law, all reports or recommendations of City
advisory bodies committee shall be considered advisory in nature and
shall not be bindina on the mayor or city council.
2.10.110. Lobbvina and Representina the City. Members shall onlv
represent the opinion or position of the advisory body if specificallv
5
authorized bv the full membership at a dulv advertised meetina. Unless
specificallv directed bv the City Council to state the city's official position
on federal, state or county leaislative matters, no lobbvina before other
elected bodies or committees will be undertaken bv members of advisory
commissions, committees and boards. An individual member is free to
voice a position on any issue as lona as it is made clear that the speaker is
not speakina as a representative of the city or as a member of an advisory
commission, committee or board. Advisorv body members are prohibited
from enaaaina in political activity in accordance with ORS 260.432.
SECTION 2. A new Chapter AMC 2.11 [Municipal Audit Committee] is hereby
added to the Ashland Municipal Code to read as follows:
2.11 Municipal Audit Committee
2.11.005 Purpose. The role and responsibilities of the Municipal Audit
Committee were established in June 1991 pursuant to Resolution 91-16 and
have been amended bv Resolution several times. The City Council desires
to codify herein the establishment of the Municipal Audit Committee.
2.11.010. Municipal Audit Committee Established. The Municipal Audit
Committee is established and shall consist of five (5) votina members.
Notwithstandina any other provision of the Ashland Municipal Code, four
votina members shall be appointed bv the city council and shall consist of
the Mavor or a Councilor, one Budaet Committee member, and two citizens
at larae. The fifth votina member shall be the City Recorder.
2.11.015. Modified Terms and Qualifications
A. Terms. Notwithstandina any other provision of the Ashland Municipal
Code, the terms of the Mavor or Councilor, Recorder and Budaet
Committee member shall be for one-year each expirina on April 30 of each
year. All other terms shall be as provided in AMC 2.10.020.
B. Qualifications. In makina the citizen at larae appointments, the council
shall aive preference to persons with accountina or auditina experience,
backaround or expertise.
2.11.020. Duties and Responsibilities. The Municipal Audit Committee shall
be responsible to:
A. Recommend to the council an independent firm of certified public
accountants to perform the annual audit of the city.
6