HomeMy WebLinkAbout2007-05-09 Budget Committee Minutes
BUDGET COMMITTEE MEETING
May 9, 2007 – PAGE 1 of 5
City of Ashland Budget Committee Meeting
Draft Minutes
May 9, 2007 6:00pm
Civic Center Council Chambers, 1175 East Main Street
CALL TO ORDER
Chairman Thompson called the Citizen’s Budget Committee Meeting to order at 6:10
pm on May 9, 2007 in Council Chambers at 1175 East Main Street, Ashland Oregon.
ROLL CALL
Mayor Morrison was present. Councilors Navickas, Hartzell, Hardesty, Silbiger,
Jackson and Chapman were present.Committee Members Bond, Heimann,
Thompson, Stebbins, Everson, Levine, and Gregorio were present.
STAFF PRESENT: MARTHA BENNETT, CITY ADMINISTRATOR
LEE TUNEBERG, ADMINISTRATIVE SERVICES/FINANCE DIRECTOR
PAULA BROWN, PUBLIC WORKS DIRECTOR
MIKE MORRISON, PUBLIC WORKS SUPERINTENDENT
MICHAEL MORRISON, MAINTENANCE SAFETY SUPERVISOR
JOHN PETERSON, STREET SUPERVISOR
BRYN MORRISON, ACCOUNT REPRESENTATIVE
MIRANDA IWAMOTO, ACCOUNT CLERK II
PUBLIC INPUT
None
BUDGET COMMITTEE MEETING
May 9, 2007 – PAGE 2 of 5
CAPITAL IMPROVEMENT PROGRAM OVERVIEW
Paula Brown, Public Works Director, presented the Capital Improvement Program (CIP)
for the City of Ashland. Ms. Brown began her presentation by listing the responsibilities
of CIP development (see attached handout). She continued with the structure of the
program which is split out by divisions. The divisions listed were Transportation, Storm
Water, Airport, Water, Wastewater, Electric, Telecommunications, City Facilities,
Technology and Parks & Recreation.Ms. Brown continued with the major
accomplishments of FY 06-07 (see attached handout).
Ms. Brown addressed the significant budget changes from 06-07 to 07-08 as increased
materials costs. It was reported that petroleum, steel and pipe have increased
significantly and that street projects have increased 30% over the last two years. Other
changes include under spending the anticipated FY 07 CIP by approximately half and
then reprogramming the 8 million for FY 08.
Ms. Brown explained that Council approved 3 modifications (see attached handout).
Ms. Brown said that work at the police station will need to be postponed until Facilities
Master Plan is completed. She also reported that sidewalks are still a priority and that
they are looking for grant funding for the Laurel St. sidewalks. Ms. Brown said that they
are reviewing options for paving A & B streets, and that A St. will be paved in FY 08 but
that B St. will be postponed. It was stated that A St. is partially grant funded and that
the City is responsible for approximately $190,000.
Ms. Brown also spoke about the formation of a Transportation Finance Committee. The
committee looks into street financing/funding and long-term planning.
Ms. Brown stated that the total proposed budget for fiscal year 2008 is approximately
$8,900,000. She continued by listing the various projects per division (see attached
handout for complete list). Some of the projects mentioned were the Jefferson St.
extension, C & Eureka construction, miscellaneous concrete repairs, bus shelters near
high school, Hosler Dam security projects, plant processing improvements, Lithia
Fountain renovation, Wastewater Plant permit renewal, park development and Oak
Knoll irrigation.
Ms. Brown talked about the Park and Ride. She said that grants have been received
from the Federal Transit Authority and that the City is currently working with RVTD,
ODOT and Jackson County to figure out a site. The City is currently looking at a site
near El Tapatio (Hwy. 99). Ms. Brown reported that Jackson County will try to match
the grant, but that the City has reserved $30,000 for that project. The committee asked
about the need for a Park and Ride. It was answered that various studies over the last
few years have shown a need for a Park and Ride.
Ms. Brown also spoke about the Airport Entitlement Project. She reported that the new
Avigation Weather Operation System (AWOS) was finally approved and it allowed
BUDGET COMMITTEE MEETING
May 9, 2007 – PAGE 3 of 5
parking lot/road improvements. The project is 95% grant funded by FAA and Oregon
Department of Aviation.
The committee inquired about the street fund being out of balance and bond funding.
Ms. Brown explained that the FY 07 anticipated CIP was so much higher than what was
actually spent that most of those projects were shifted to FY 08 construction funding. It
was also reported that the funding and long-term plans for the remainder of the projects
are being evaluated by the Transportation Finance Committee.
Committee member Gregorio inquired about why the FY 07 System Development
Charges (SDC’s) are lower than in previous years. Ms. Brown replied that it was a
conservative estimate but added that the City is not seeing as many new projects
coming down the line as in the past. It was also reported that the monies associated
with the SDC’s are restricted.
Councilor Hartzell asked about the long-term projections for 2009-2012 and inquired
about the ending fund balance. Ms. Brown explained that the bonds are affecting the
ending fund balance. It was clarified that the projections take expenditures into account
but not as much revenue. Ms. Brown also said that the Transportation Finance
Committee (Street Task Force) is looking for new possible revenues, but that the
projections only take the current standard practices into account. Mr. Tuneberg talked
about future projections.
The committee discussed the history of debt funding.
Mr. Gregorio inquired about the cost of the plan permit renewal and what is included in
the $250,000. It was answered that the $250,000 is for design (thermal
reduction/cooling plant), analysis and permit but not actual improvements. Ms. Brown
said that the City will only spend the $250,000 if they have to and that it’s a high
estimate. She also talked about the importance of meeting DEQ requirements.
Councilor Hartzell asked about the Lithia Fountain replacement. Ms. Brown said that it
is up to historical standards and that the design is an exact replica. She also reported
that it will be bronzed so it won’t break.
The committee inquired about spending $100,000 for general improvements and
maintenance for City facilities. Ms. Brown reported that with regard to the number of
City facilities, $100,000 is not excessive.
The committee asked about underground electric work and it was reported that the
subdivisions were chosen based on priority. It was reported that these aging
neighborhoods have wires built directly into the dirt and now they need conduit.
Ms. Brown finished her presentation by talking about the challenges for FY 2008. Ms.
Thompson said that another challenge is funding an 8 million dollar CIP budget without
identified financing sources and wants to know about prioritization of projects. Ms.
BUDGET COMMITTEE MEETING
May 9, 2007 – PAGE 4 of 5
Brown explained that the CIP is based on the Master Plan and that the Master Plan is
based on the current rate models. She explained that the life of a material (i.e., pipe)
must be taken into account. Ms. Brown spoke about how it takes a lot of balancing to
figure out what is or isn’t a priority and then determine how to finance it.
Everson/Bond ms to approve CIP budget as presented.
The committee was opened to discussion.
Committee member Heimann expressed concern about not knowing the funding. Ms.
Brown pointed out that FY 08 is funded and the only project without funding is the
Helman Sidewalk project which will probably be grant funded. If not grant funded, it will
be brought to Council. Discussion about long-term projections and funding followed.
Councilor Navickas inquired about the thermal improvements. He said that there are
various alternatives that are not achievable because of political reasons. Ms. Brown
stated that the City must meet DEQ requirements and that she will bring the best
solution to the Council.
The committee voted on the motion. All Ayes.
PUBLIC WORKS
Paula Brown, Public Works Director, also presented the budget for the Public Works
Department. Ms. Brown talked about the organization and major accomplishments of
the department (see attached handout). Ms. Brown also spoke about the budget over
time and the 2008 proposed budget (see attached handout). The 2008 proposed
budget was reported to be approximately $24,000,000. Ms. Brown said that the Public
Works budget is broken down by fund and presented the committee with a pie graph
(see page 4 of handout).
Ms. Brown continued by talking about the significant budget changes. Ms. Brown spoke
about how CIP is the most volatile and that project costs have increased significantly.
She also spoke about how FY 07 CIP was under spent. She said that the focus for
Water this year will be updating the treatment plant and watershed management. She
said that another focus is transportation safety such as traffic safety, pedestrian safety,
bicycle safety, and railroad safety. Ms. Brown reported that she is pleased with
conversations with ODOT and the Railroad about alternatives and improvements.
Ms. Brown also talked about the airport. She said that the City has not raised rental
rates as much as needed and therefore, maintenance will continue to decline as rent
stays flat. The new parking lot/road improvements should improve the situation. Ms.
Brown said that many of the current leases are 20 years long but that many of them are
up for negotiation. She explained that the City owns the hangars which can be a source
of revenue and that there is 100% occupancy for the hangars.
BUDGET COMMITTEE MEETING
May 9, 2007 – PAGE 5 of 5
Ms. Brown spoke about the responsibilities and the personnel of the Street division.
She talked about the increases in Personal Services and said that the total increase
was about 7%. Ms. Brown stated that the Street division does about $230,000 in
general maintenance.
Ms. Brown continued to talk about the responsibilities, focus, personnel and budgets for
Ground Maintenance, Storm Water, Water, Wastewater, Cemetery, Facilities
Maintenance, Admin/Engineering/GIS and Fleet (see attached handout for detailed
lists).
Committee member Stebbins asked if fringe benefits are more influenced by health
benefits or retirement. It was answered that health benefits usually have more of an
impact. Councilor Hardesty asked if it’s typical for health coverage to double from
single to family. The answer was yes.
Councilor Hartzell inquired about the Facilities Master Plan and whether or not it will be
helpful. Ms. Brown answered that she thinks it will be helpful because it will identify
space efficiency and the needs of the City facilities.
Ms. Brown spoke about the Green Fleet Strategy. It was reported that the City has not
yet worked on its “carbon footprint” but that there has been discussion. Ms. Brown
pointed out an error on page 105. She pointed out that the Total Replacement cost
should be $882,000 and that Total New Equipment should be $30,000, not $130,000.
Ms. Brown also said that 3 vehicles (2 dump trucks and 1 Digger Derrick) have been
reprogrammed from FY 07 to FY 08. It was explained that these vehicles have a long
build-out time. Ms. Brown has proposed 2 electric cars for pool vehicles and those will
be purchased for about $15,000 each.
Ms. Thompson called attention to 3-68 and asked about the debt service line. Ms.
Brown said that it is old debt. Mr. Tuneberg said that the City has refunded some of the
old debt to offset new debt. He also said that a significant portion of it is associated with
the Wastewater Treatment Plant.
Levine/Bond ms to accept the Public Works budget as presented. All Ayes.
Councilor Hardesty complimented all the grant work done by the Public Works
Department. Ms. Brown talked about her staff and the good work they do for the City.
ADJOURNMENT
Meeting adjourned at 8:17 pm.
Respectively Submitted,
Miranda Iwamoto
Account Clerk II
Capital Improvement Program
City of Ashland
Proposed Budget for 2007-2008
May 9, 2007
CIP Development
Responsibilities
Master Plans; capacity, life, growth, etc
Maintenance Records
Service Level Expectations;
maintain appropriate serviceable levels
not too high, yet not broken
Revenues and Budgeting Implications;
when is borrowing appropriate and from what source
fees, service charges, SDCs
Balance; both budget availability and staffing
Timing;
appropriate timing for replacement based on capacity
needs vsproject cost
avoid crises response
1
CIP Program Structure
Transportation; Streets, Sidewalks, LIDs
Storm Water (funded through the Street Fund)
Airport
Water; Supply, Treatment and Distribution
Wastewater; Treatment and Collection
Electric
Telecommunications (AFN)
City Facilities
Technology (computers, IT, hardware and software)
Parks and Recreation
Major Accomplishments in FY
2006-2007
Completed design E. Main Railroad Improvements
Completed construction Raw Water Transmission
Line; Dam to the Plant ($2.8M)
Majority of construction complete for Water Plant
Process Improvements ($375K)
sodium hypochlorite conversion
chemical feed and hydraulics
sludge lagoon & waste line
Completed acquisition and installation of the
Membrane sections at Wastewater Treatment Plant
($300K)
Good progress on all Electric Projects
2
Significant Budget Changes
From 2006-2007
The Capital Improvement Program (CIP) project
costs have been updated due to considerable
increases in material costs.
Street projects have increased 30% in the last two years
FY07 CIP was significantly under-spent as staff
pursued design completions in a busy and
competitive market.
FY08 reprograms project funds for construction with
a total of $8.4 million programmed for completion.
The projects in the Street Fund and Water Fund
continue to be the largest CIP programs.
Budget over Time
Planned vsActual
$25,000,000
plannedactual
$20,000,000
TAP
$15,000,000
$10,000,000
$5,000,000
$0
FY07 Incomplete:
Fire Station Bond$2,457,000
Wastewater Projects; designed, but not in construction$830,000
Water Projects being tested for validity through the model$1,228,000
Transportation, LIDs-designs incomplete / project not ready$2,320,000
Other projects
$10,000
TOTAL FY07 UNDEREXPENDED AMOUNT$6,845,000
3
CIP Approvals
Council
Study Session –December 4, 2006
Public Hearing –March 6, 2007
Council Approval with following modifications –March 6, 2007
Facility improvement for police station and parking lot
be held until the completion of the Facilities Master Plan
Evaluate funding options for Laurel Street Sidewalk project
and include in FY07/08
Review options or alternatives to paving A & B Streets
Budget Committee
Discussion –May 9, 2007
Final Budget Approval –May 27, 2007
2008 Proposed Budget
Parks & Rec,
Computers & IT,
$650,000, 7%
Administration,
$175,000, 2%
$210,000, 2%
Transportation,
Electric, $600,000,
$2,227,000, 25%
7%
Airport, $240,000,
3%
Wastewater,
$1,780,000, 20%
Storm Water,
$375,000, 4%Water, $2,160,000,
AFN, $499,000, 6%
24%
4
FY08 CIP Transportation
Street Projects = $1,420,000:
st
A Street Rebuild Oak to 1Street –failing system $290,000
(see also sewer replacement)
C & Eureka Construction (CMAQ total $665K through ODOT –City
funds $100,000)
E. Main Railroad Crossing Pedestrian and Bicycle Safety
Improvements –Grant for $100K; total $130,000
Jefferson Street Extension (BrammoMotors and OECDD Funds) -
$600,000 projected for FY08
Park and Ride –Grant with City match estimated at $30,000 working
with Jackson County
Hersey Street Pedestrian Safety Improvements –ADA, tree wells,
sidewalk issues; $150,000
Miscellaneous Concrete Safety Repairs; $150,000
Beach; FY08 design, FY09 Const evaluate for 2008 CMAQ Project
FY08 CIP Transportation (cont.)
LIDs= $807,000 (each requires Council approval first):
Schofield / Monte Vista LID-$387,000
Council added Laurel Street Sidewalks –apply for grant; $360,000
Upper Beach scheduled as the FY09 CMAQ Project; design in FY08
Council overall LID policy review scheduled for September 2007
Storm Water = $375,000:
Planning on $200,000 -$300,000 each year per master plan
Water Quality Improvements; $35,000;
riparian, creek frontage, temperature, etc
Replace SD Line in Alley E. Main St to Blaine; $75,000
Replace SD Line in Iowa Street from Sherman to Gresham; $90,000
Beach / Mountain Creek Improvements; $100,000
multi year project total $685,000
Airport = $240,000
Entitlement Project new AWOS, Parking & Road Improvements
grant funded (95%) & “soft match”using staff time
5
FY08 CIP Water = $2,160,000
Water Supply (16%)
Transmission Line (Reeder to Plant)
Reeder Reservoir Study; sediment analysis
TAP to Ashland; complete preliminary design
FERC Part 12 Safety Analysis
Right Water for the Right Use; consultant support
Water Plant (22%)
Water Plant Process Improvements
Sludge Lagoon & Waste Line Improvements
HoslerDam security and telemetry
Water Distribution (62%)
Loop Road Distribution Reservoir or Improvements
Ditch Road Waterline replacement
Lithia Fountain Historic Renovation in Plaza
Design Granite Street Waterline Replacement
FY08 Wastewater = $1,305,000
Wastewater Plant (36%)
Focus on permit renewal requirements and temperature
Analysis of Thermal Improvements (and design)
Permit Evaluation and Renewal
Coordinate with “Right Water for the Right Use”
Wastewater Distribution (64%)
N. Main Pump Station Replacement; construction
Wastewater Line Replacements (construction):
A Street Oak to 1st (linked with the street project)
Alley E Main to Blaine
Oak Street Lithia to B Street
Ashland Creek Main Line Replacement; construction
Design Grandview Pump Station Replacement
6
FY08 CIP Electric = $600,000
Primary focus for the CIP is undergroundingelectric
utility lines
will piggyback with other utility construction (same
trench, etc.)
Based upon the Electrical System Planning Study, the
department will complete planned upgrades
Load shifting elements are based upon Pacific
Power’s request and will be funded over the next 5
years (~$345K)
Line and facility replacements and upgrades
completed as maintenance under the 10-year plan
FY08 CIP AFN / Technology
AFN CIP is based on Business Plan and Master
Plan presented to Council at a Study Session in
Spring of 2007; $499,000
Technology Plan is primarily computer replacement
program –refunded by each City division through
“technology debt”; $175,000
7
FY08 CIP Facilities = $210,000
Completing Facilities Assessment and
Facilities Improvement Master Plan
Aging facilities, space needs, coordination of
uses, Fire and Police, etc.
Council Priority prior to any future project
development
Annual Facilities Improvements and Major
Repairs
Planned for review of Fire Station & Bond
Measure Future (FY09/10)
FY08 CIP Parks & Recreation
= $650,000
City funded Open Space Acquisition and Park
Development
N. Main and Scenic Park Development
Vogel Park Development
CalleGuanajuatoImprovements
Ice Rink Cover Replacement / Improvement
Oak Knoll Irrigation Replacement
8
Challenges for FY 2008
Impacts to the CIP
Construction timing or unanticipated delays
Design concerns and approval process
Funding increases or shortfalls
including industry cost changes, not receiving grants, etc.
Schedule changes; weather, permits, etc.
Focus
Better predict the impacts and factors that delay
project starts or completions
Continue to identify and stretch funding through
grants, etc
Provide updates to Council
9
Public Works Department
City Of Ashland
Proposed Budget for 2007-2008
May 9, 2007
Structure of PW Department
Operational Divisions Support Divisions
PW Superintendent
Engineering, GIS and
Administration
Water
Airport
Wastewater
Grounds Maintenance
Streets
Traffic Safety
Fleet
“Specialty”Areas
Facilities Maintenance
(includes Cemeteries)
Personnel: 59.8 FTE
(same as FY07)
2
1
Public Works Department
59.8 FTE
Public Works Director
(1.0 FTE)
Administrative Staff
(2.0 FTE)
GIS Division
Engineering, InspectionPublic Works Operations
(2.5 FTE)
Traffic Safety, Surveying(PW Superintendent)
(5.0 FTE)(1.0 FTE)
Administrative Staff
(3.0 FTE)
(Locater and Warehousing)
Water
Wastewater Treatment & ReuseStreet Operaions DivisionFleet & Building Maintenance
(Division Manager)(6.65 FTE)Supervisor
(0.8 FTE)(1.0 Temp)(1.0 FTE)
Wastewater Collection, Pump StationStorm Drain SectionBuildingWater Distribution Division
(5.0 FTE)(3.55 FTE--split WW and Streets)(2.0 FTE)(11.8 FTE)
Wastewater TreatmentShop / FleetWater Treatment Plant
(5.0 FTE)(3.0 FTE)(4.0 FTE)
Cemetery
(2.0 FTE)
3
Major Accomplishments in FY
2006-2007
Completed the two water pipeline projects and made
significant progress on Water Process Improvements
Nearly complete on the water model as it relates to future
distribution reservoir locations and TAP connection
Completion of all designs for FY08 projects
Implemented the Street Financing Task Force
Implemented the “Right Water for the Right Use”Program
and established the Water Use Task Force
Initiated discussions to improve the Local Improvement
District (LID) process
4
2
PW Budget Over Time
$30,000,000
Variability primarily in Capital
$25,000,000
$20,000,000
$15,000,000
$10,000,000
$5,000,000
$0
200420062008
ActualActualProposed
Personal ServicesMaterials and Services
5
Debt ServiceCapital Outlay
2008 Proposed Budget
PW Department = $23,937,732
Debt Service,
Salaries and
$2,493,886, 10%
Benefits,
$4,926,176 ,
21%
Capital Projects,
$8,332,500, 35%
Materials and
Services,
$8,185,171, 34%
6
3
2008 Proposed Budget
PW Department = $23,937,732
General Fund,
Equipment Fund,
$339,165, 1%
$2,209,923, 9%
Street Fund,
Cemetery $5,210,174, 22%
(Central
Services),
$1,387,186, 6%
Airport Fund,
$420,204, 2%
CIP Facilities,
Wastewater Fund,
$765,491, 3%
$6,555,144, 27%
Water Fund,
$7,050,446, 30%
7
Significant Budget Changes
From 2006-2007
The Capital Improvement Program (CIP) project costs have
been updated due to considerable increases in material
costs.
FY07 CIP was significantly under-spent as staff pursued
design completions in a difficult and competitive market.
FY08 reprograms project funds for construction with a total of
$8.4 million programmed for completion.
The projects in the Street Fund and Water Fund continue to
be the largest CIP programs.
Other than changes in CIP, most of the PW Funds see little
change or decreases in their overall funds. The Cemetery
(General Fund), Street, Water and the Central Service
Funds all realize decreases this year.
PW service level fees were all increased in FY07, and will
not be increased in FY08 to hold with Council direction.
8
4
2008 PW Department Focus
Water
Pursue solutions to water quality and temperature
improvements
Evaluate better water management options with the
“Right Water for the Right Use”
Continue to complete a very dynamic program for water
delivery and treatment process improvements
Complete preliminary engineering design and system
feasibility for the TAP pipeline
Watershed
Establish a stronger, formalized role for the City in the
stewardship of the Ashland
Work toward implementing the solutions from the Mt
Ashland mediation team; QA/QC, monitoring, etc.
9
2008 PW Department Focus –cont.
Transportation
Improve pedestrian and traffic safety –Education,
Enforcement and Engineering
Continue to investigate safe alternatives to improve
Wimer/ North Main intersection
Improve safety of railroad at-grade crossings
Improve sidewalk and bicycle safety especially on routes
to schools
Utilize the Street Finance Task Force to develop options
for long range financial stability
Explore regional transit planning opportunities including
options with RVTD
10
5
2008 PW Department Focus –cont.
CIP
Complete the FY08 construction program
City Facilities
Develop a consolidated City-wide Facilities Master Plan
GIS
Continue to provide valuable infrastructure data for all
City departments
LID
Assist Council in developing appropriate long term LID
policy
11
Airport
Airport Budget over Time
Airport Focus
Variability is in the
$1,400,000
Capital Improvements
$1,200,000
are funded through
$1,000,000
Federal (FAA) and
$800,000
State grant programs
$600,000
$400,000
FY08 Grant through
$200,000
the Entitlement Grant
$0
and will provide
2005 Actual2006 Actual20072008
acquisition of a Super
AmendedProposed
AvigationWeather
Materials and ServicesCapital OutlayDebt Service
Operating System
(AWOS) & complete
Commission Goals are for airport self
road and parking lot
sufficiency and to add airport businesses
improvements
Review and increase rental rates and
update revenue projections to meet loan
Personnel:0 FTE
obligation
12
In PW Engr/Support
6
Street Fund
Council Priorities
Responsibilities
Enhance sidewalks and bicycle
Patching, paving and crack
facilities –routes to school
sealing, and painting
Improve railroad crossing safety
Sweeping, bike lane / bike
path maintenance
Explore transit options and regional
transit opportunities
Signs and crossings
Improve traffic safety –Education,
Drainage ditch cleaning
Engineering and Enforcement
and minor storm drain
pipeline construction
Measurably improve traffic safety in
neighborhoods
Street maintenance,
grading unimproved
Performance Measures
streets, pothole repairs and
patching due to weather
Support the efforts of the Street
and water damage
Financing Task Force to:
Emergency response
establish service level expectations
support for downed trees,
develop a 5-year maintenance plan to
flooding, snow removal and
meet the targeted OCI
accident cleanup
evaluate adequate user fees
leverage state, federal and other
Personnel: 9.0 FTEs
financing to reduce direct community
impact
13
Street Fund
Division FocusStreet Operations Budget
Safety
$4,000,000
$3,500,000
Efficient response to
$3,000,000
community concerns
$2,500,000
Validate the 5-year
$2,000,000
maintenance and
$1,500,000
reconstruction
$1,000,000
requirements
$500,000
Systematically evaluate
$0
20042005200620072008
street operations,
ActualActualActualAmendedProposed
efficiencies, service
Personal ServicesMaterials and ServicesCapital Outlay
needs, and community
Street System
expectations.
102 miles of paved streets
Shift work priorities to
approximately 194 lane miles
better respond to the
10.5 miles of unpaved streets & alleys
community’s needs
over 22,000 signs
14
7
Grounds Maintenance
Street Fund
Division FocusGrounds Budget
Agreement with Parks
$200,000
Maintain all City landscaping
$150,000
Medians (Siskiyou, Mountain
$100,000
Ave, N. Main entry, Ashland
Street)
$50,000
Downtown trees and planter
areas
$0
2005 Actual2006 Actual20072008
Library grounds
AmendedProposed
Materials and Utilities
Materials and UtilitiesContracted Services
Tree grates and repairs to
planter structures
Performance Measures
Water and electrical
Water conservation and “Right
Water for the Right Use”
Budget Changes
Positive public perception
Minor increase in watering
15
Storm Water Program
ResponsibilitiesCouncil Focus
Improved surface water quality Assist with implementation of
riparian area protection ordinance
Continued implementation of the
Pursue water quality and
new Non-Point Source Discharge
Elimination System (NPDES) temperature improvements through
requirementsan active storm water management
program
Develop consistency with the “Right
Water for the Right Use”goals
Maintain the open swales and pipe
systems to minimize line blockages
Personnel: 3.55 FTE
Update the 1998 Storm Water and
Shared with Streets and
Drainage Master Plan
Wastewater
Implement annual maintenance
storm water line and open ditch
standards to deter flooding
maintenance and construction
Link sweeping program to integrate
sediment pond cleaning
with permit requirements and water
quality improvements
16
8
Storm Water Program
Street Fund
Performance MeasuresStorm Water Budget
Infrastructure
$900,000
77 miles of storm water lines
$800,000
1,700 catch basins
$700,000
$600,000
1,400 inlet structures
$500,000
720 manholes
$400,000
11 miles of open ditches
$300,000
Bioswales
$200,000
Elks /City Parking Lot
$100,000
$0
Detention & Wetlands
20042005200620072008
ActualActualActualAmendedProposed
Facilities
RocaPonds
Personal ServicesMaterials and ServicesCapital Outlay
North Mountain Park
FY08 Focus
Dog Park
North Mountain Park
Water Quality Improvement
RiverwalkSubdivision
NPDES & TMDL regulations
17
Water Division
Responsibilities:Operations:
Ensure total compliance with
Supply, Treatment & Distribution
various regulatory requirements
Install new services
Infrastructure:
Construct new or repair main
4 distribution reservoirs
lines
127 miles of water lines
Maintenance and repair of the
6 pump stations
existing system
33 pressure reducing stations
Maintain and operate Lithia water
1,135 fire hydrants
system; lines, pumps and
8,100+ individual services and
fountains
meters
Maintain and operate City’s
322 separate potable irrigation
irrigation water fed by the Talent
meters
Irrigation District (TID)
138 irrigation accounts with
City TID water
Personnel:15.8FTEs
18
9
Water Division
Conservation
Performance Measures
Expect high water quality; no
Continue conservation efforts.
action limit violations, and no
Water conservation has improved.
health risk concerns.
The lowest winter day is 2.0 mgd.
System efficiency; evaluate
Summer averages continue to
and take appropriate
drop slightly.
measures to favorably
compare to industry
Population vsWater Use
standards.
22,000200
190
21,000
180
Water Use vscost per MG
170
1,320600
20,000
160
1,300
500
19,000150
1,280
400140
1,260
18,000
130
1,240300
120
17,000
1,220
200
110
1,200
16,000100
100
1,180
1,1600
2000200120022003200420052006
populationgpcd
19
use MGcost per MG
Water Division
Budget Changes
Water Budget Over Time
Treatment added 1 FTE
$10,000,000
Capital = $2,288,000
$9,000,000
Two major pipeline
$8,000,000
projects and initial water
treatment plant process
$7,000,000
improvements basically
$6,000,000
complete
$5,000,000
FY08 overall water capital
$4,000,000
budget is significantly
$3,000,000
decreased from FY07
$2,000,000
Increases in capital
projects are shown for
$1,000,000
distribution system
$0
improvements
20042005200620072008
ActualActualActualAmendedProposed
Consulting Projects for:
Personal ServicesMaterials and Services
FERC Part 12 HoslerDam
Debt ServiceCapital Outlay
Safety Study
“Right Water for the Right
Use”20
10
Water Fund –Forest Interface
Program Focus
Forest Budget Over Time
Wildfire and forest interface
$500,000
management
Budget variability is with
$400,000
program grants
Planning on over $200,000
Wildfire Fuels Reduction $300,000
Grant ($100,000 approved)
Applied for other grants
$200,000
Wildfire Evacuation Modeling
and Public Outreach (DHS)
Noxious Weed Management
$100,000
(OFWF)
Contract services
$0
Small Woodlands Service as
20042005200620072008
contract City Forester
ActualActualActualAmendedProposed
Various Silviculturalservices
Personal ServicesMaterials and Services
Personnel : 1 FTE
21
Wastewater Division
Infrastructure:Operations:
Plant averages 2.25 mgdCollection, Treatment and Disposal
or Reuse
114 miles of collection lines
7 lift (pump) stations
Responsibilities:
2,300 manholes
Ensure total compliance with
7.980+ individual services
various regulatory requirements
and meters
Install new services
Construct new or repair main lines
Personnel:12.8 FTEs
Maintenance and repair of the
existing system
Maintain and operate membrane
tertiary system from May through
November
Centrifuge biosolidsprior to landfill
disposal
22
11
Wastewater Division
Council Priorities
Division Focus
Bear Creek Watershed
Develop aggressive conservation and reuse
Total Maximum Daily
strategies for the “Right Water for the Right Use”.
Loads (TMDL),
Produce a high quality and highly treated
temperature is the final
wastewater effluent and biosolidsproduct.
hurdle for the WWTP
Continue to coordinate with DEQ on the newly
adopted temperature management rules to
“Right Water for the Right
potentially use effluent as a resource. Evaluate
Use”
the ability to augment creek flows though
Ashland’s effluent may
appropriate water trading.
be a significant
Optimize collection and maintenance operations
resource and reuse
to minimize service disruptions and claims.
option; “Right Water
Appropriately reduce overall chemical use
for the Right Use”
Use foaming agents to reduce root damage and
Evaluate
blockages in sewer lines
environmentally
friendly options for
Continue to eliminate illegal cross-connections,
temperature reduction
typically storm water lines, from the sewer system.
Not just on-site
Establish and implement a Fats, Oils and Grease
mechanical
(FOG) Program for food service establishments
evaporative cooling
within the City of Ashland.
23
Wastewater Division
Performance Measures
Treated Effluent and Cost per MG
1,200$1,200.00
Fully meet DEQ NPDES permit
requirements with no violations
1,000$1,000.00
Evaluate the impacts of temperature
800$800.00
standards on effluent reuse to meet
600$600.00
new permit requirements
Reduce the costs of sewer claims by
400$400.00
controlling backups (roots, grease,
200$200.00
etc). Increases in cleaning,
inspection, foaming have decreased
0$0.00
the number of responses for main
2003200420052006
year
line blockages.
Increase the productivity of the Secondary EffluentTertiary Effluentcost/MG (treated)
television line inspection analysis.
Implement the rolling 5-10 year plan
System efficiency; strive to meet industry
for system maintenance and repairs.
standards for the cost to collect and treat
sewage.
Participate with other divisions to
optimize equipment use, downsize
the fleet and encouraging safe use
of alternative technologies.
24
12
Wastewater Division
Wastewater Budget Over Time
Significant Budget Issues
The FY08 capital improvements
total $1,305,000
$7,000,000
Treatment Plant included plant
$6,000,000
evaluation, process improvements
and temperature changes to meet
$5,000,000
permit and TMDL requirements.
Debt continues to decline as the
$4,000,000
DEQ loan is paid back.
The budget reflects the FY07 6%
$3,000,000
increase in wastewater user fees.
$2,000,000
No fee increases are proposed for
FY08. Staff will reevaluate and
$1,000,000
recommend changes based upon
operational needs in FY09.
$0
Budgeting and financing must
20042005200620072008
ActualActualActualAmendedProposed
meet DEQ loan requirements.
Personal ServicesMaterials and Services
Loan requirements are projected
Debt ServiceCapital Outlay
to increase as food and beverage
tax revenues end in December
25
2010.
Admin, Engineering & GIS
Division FocusPerformance Measures
Manage Capital Improvements Program
Provide high quality and
Coordinate with ODOT and CORP for
consistent engineering
safety improvements at RR crossings
design and management
Increase alternative transportation and
Maintain construction
fuel uses
budgets and project
Evaluate transit and regional transit
completion within 5%
alternatives
Maximize funding
Conduct comprehensive facilities
opportunities and leveraging
master plan
grant funds from outside
Provide effective project management,
constructive review & inspection
sources; ODOT, DEQ, FAA,
services
etc
Continue to enhance GIS program
Provide master planning for
Continue storm water NPDES
Public Works infrastructure
permitting requirements
Coordinate infrastructure
Update the City’s 1998 Transportation
needs with other departments
System Plan.
26
13
Admin, Engineering & GIS
Division Budget Over Time
Functions:
Public works administration
$1,400,000
and operational oversights
$1,200,000
Master planning and long
range focus
$1,000,000
Geographic Information
$800,000
System
$600,000
City engineering, design
$400,000
review, subdivision reviews,
$200,000
inspection, traffic and
surveying work
$0
20042005200620072008
Support to commissions and
ActualActualActualAmendedProposed
committees; Traffic Safety,
engineering personnelengineering materials
Airport, Forest Lands, Water
support personnelsupport materials
Use, Street Financing
Significant Budget Changes
Support division budget is 10% less.
Personnel: 13.5 FTEs
Design funds tracked through CIP
project program.
27
Engineering budget same as FY07.
Facilities Maintenance
ResponsibilitiesPerformance Measures
Manage and perform Evaluate and monitor the cost of
maintenance, improvements facilities maintenance on a square
and janitorial services for foot basis.
City owned buildings
Determine industry standards for
100+ City facilities, 60 like facilities and attain similar or
lower costs with the same high
maintained through this
division standard.
Enterprise funds manage Reduce the backlog of
their respective facilities maintenance items and ensure
timely correction of all items
brought to the division.
Personnel: 2FTEs
Ensure safety items are corrected
under the Fleet and Facilities
within 72 hours of notification.
Supervisor
28
14
Facilities Maintenance
Facilities Budget Over Time
Significant Budget Changes
FY08 budget is 8.8% higher
$800,000
than the overall FY07 base
$700,000
Includes $105,000 for the
$600,000
Facilities Master Plan
Replacements and major
$500,000
facility repairs/improvements
$400,000
are in the Capital
$300,000
Improvement budget
All facilities maintenance
$200,000
costs are in this budget with
$100,000
the exception of unique items
$0
for the Airport, Fire Station,
20042005200620072008
Water Treatment Plant and
ActualActualActualAmendedProposed
the Wastewater Treatment
Personal ServicesMaterials and ServicesCapital Outlay
Plant.
Utility costs are included in
29
this budget for most facilities
Cemetery
Responsibilities
Cemetery Budget Over Time
City’s 3 historic cemeteries:
$400,000
20 acres of land; 11,500+ plots
$350,000
Staff maintains cemetery grounds,
sells plots, headstones, conducts
$300,000
interments
$250,000
Watering and tree care is
$200,000
coordinated with the Parks
Department.
$150,000
Personnel: 2 FTEs
$100,000
under the direction of the Fleet and
$50,000
Facilities Supervisor
$0
20042005200620072008
Significant Budget Changes
ActualActualActualAmendedProposed
Decrease of 5% from the FY07
Personal ServicesMaterials and ServicesCapital Outlay
base.
Reduce the amount of summer
temporary employees by 50%
Performance Measures
Use of supervised Jackson County
Ensure the cemeteries are efficiently
work release crews for annual
maintained, water wise, cost effective
maintenance
30
Slight increases for utility costs
15
Fleet Maintenance
Shop Budget Over Time
Shop Focus / Performance
Measures
$800,000
Integrate a computerized fleet
$700,000
maintenance and replacement program
$600,000
Develop policies for replacement and
$500,000
maintenance to meet industry standards
$400,000
Implement new “Green Fleet”strategy
$300,000
Create an Equipment Acquisition
$200,000
Committee to evaluate future purchasing
$100,000
Develop a policy to pool and share heavy
equipment across departments
$0
20042005200620072008
“Right size”the fleet by going smaller or
ActualActualActualAmendedProposed
reduce number of vehicles
Personal ServicesMaterials and Services
Continue investigating options for use of
alternative fuels and new technologies
Training Requirements
Provide a high quality, effective shop
repairs
New equipment & diagnostics
technology
Evaluate shop overhead
Safety and operational standards
Fuel efficiencies & emission control
3 FTEs
31
Fleet Acquisition
Replacements for Existing EquipmentNew Equipment Acquisition
Computer Services:Pool Vehicles, Electric Cars, 2 each $30,000
IT Mini Van #209 1994 Ford Taurus $25,000
Total New Equipment $30,000
Fire Department:
Ambulance –1992 ambulance $170,000
Reprogrammed from FY07
Police Department:
Electric Digger Derrick, #98$238,000
Police Hybrid, Jeep Cherokee #373 $28,000
Wastewater 10 Yard Dump #74$135,000
Police Hybrid, Chevy Malibu #399 $28,000
Street 10 Yard Dump #116$128,000
Police Motorcycle, BMW motorcycle $25,000
Total Reprogrammed$501,000
Public Works:
Sewer Division, 1 Ton Pickup Truck $32,000
Total Acquisition $1,413,000
Cemetery Division, Tilt Bed Trailer (#5T) $12,000
PW Trailer Mount Air compressor, #198A $20,000
PW Engineering, Hybrid SUV, replace #348 $28,000
City Fleet = 129 vehicles:
Water Plant Compact pickup, #320 $24,000
71 Light Duty
Street Division, Paint Vehicle #282$40,000
46 Heavy Duty / Special Use
Street Sweeper, Replace Schwarz $180,000
Sewer Jet-Vacuum Combo #397$270,000
23 pieces of Heavy Equipment
Total Replacement $882,000
32
16