Loading...
HomeMy WebLinkAbout2002-11-21 Bicycle & Pedestrian_MIN Bicycle and Pedestrian Commission st November 21, 2002 Regular Meeting Minutes Roll Call Chapman, Spear, Catron, and Marvin were present. Baxter, Nutter, Reynolds and Hartzell arrived late. Beaudoin was absent. Matthew Barnes of RVTD was also present. Call to Order Chapman called the meeting to order at 5:03 p.m. Approval of Minutes th The minutes of October 17 were approved as presented. Public Forum There was no one present wishing to speak. Safe Routes to School Proposal Marvin noted a potential conflict due to the possibility of her future employment with the BTA working on this project. Marvin exited. Harris provided background on this item, and noted that the commission had directed her to draft a letter expressing the commissioners’ interest in partnering with the BTA. Harris explained that since she had been in Portland, she spoke directly with Scott Bricker at the BTA Portland office. Harris noted that Bricker was willing to attend the commission’s January meeting to discuss this issue. Baxter stated that he understood that the committee was interested in committing money from next year’s budget to the Safe Routes program, with funding for the Bike Education program to come out of this year’s budget. Baxter asked that Bricker be invited to the January meeting. Bike Education Program Update Harris stated that she had spoken to Bricker about using funds from this year’s budget to finish out the Bike Education program in the schools through this year. Harris explained that Bricker had indicated that because there was only one instructor available, and she had moved on, continuing the program this fall was not feasible. Harris added that Bricker had expressed an interest in going on with the program next spring, and she noted that this would still fall under the current budget. Baxter stated that he had taken this matter to Siskiyou Vėlo and they moved to donate $1,000 to support the program. Baxter suggested that this was an indication of the potential energy within community, and he added that this would only increase if the commission were to begin building momentum. Chapman pointed out that both the Traffic Safety Commission and the Kiwanis Club had expressed interest in making donations, and he added that he felt that it would be possible to approach the Lions as well. He suggested that there needed to be someone to coordinate fundraising efforts. Baxter emphasized that just the funds promised by the two commissions would be $5,000, plus $1,000 from Siskiyou Velo would total up to $12,000 when matching funds from ODOT were included. Baxter stated that this would justify further fundraising efforts on BTA’s part and he suggested that they should hire someone to fill that role. Harris pointed out that the original intent behind the bike safety program was for the community to take on responsibility for the program. She emphasized that BTA was serving as a contractor in initiating the program, with long-term funding to be handled by the community. She added that she would need to verify how this would need to be handled if the city were to become involved on the fundraising end. She clarified that her understanding was that the commissioners were looking for a short-term solution, and they would then be considering issues of long-term funding and who would be administering the program. She noted that she had not yet received word about whether BTA had received the grant it 2002-1121_Bike Min.doc Page 1 of 6 applied for. There was further discussion of Oregon Public Meetings Law, and Harris clarified that Marvin could not be involved in this end of the discussion if there was the possibility of financial benefit to her as a potential contractor for the BTA. Baxter noted that there are many people in the valley with grant-writing and fundraising experience, and he stated that with commission support there should be a way to leverage other funds. He suggested that it might be possible to hire a grant writer on a contract basis to raise a specific amount of money. Chapman stated that he did not feel funds should be placed with the BTA. Harris suggested that the commissioners determine what they are planning and how they intend to accomplish it, and she could research issues and provide information, including city requirements, back to the commission. Baxter stated that the commission could just send $2500 to the BTA with the stipulation that it be used in the Ashland school programs. He added that the commission could also look more to the long term and consider hiring a contract fundraiser to write grants and seek business support for bike programs. There was discussion of whether to combine the bike education program with the safe routes program. Harris stated that the goal stated in the last meeting’s discussion was that all fifth graders in Ashland would be involved in the program. Baxter stated that he wanted to finish out the classes this year where funding had run out. Hartzell raised the possibility of seeking Parks Levy funding. Nutter stated that he would like see a follow through of the bike safety education program leading to the safe routes program to actually implement what was learned in the safety training. Baxter agreed, and he emphasized that the program was in danger of dying, or at a point where the commission could move the safe routes program ahead as well. Nutter suggested directing staff to hire a grant-writer or facilitator; Harris asked that any direction to staff include specificity relative to the bike education or safe routes program and address the budget issues around hiring someone. Reynolds concurred that the amount involved was not a great incentive and that it would not likely attract someone good for any length of time; she added that the cause should be an easy sell and that fundraising should be quick and easy. She emphasized the need to determine in the hiring process who was most likely to do well with these issues in mind. Hartzell suggested that staff look into this and bring options back to commission relative to what BTA can provide and who or what might be most effective. Chapman emphasized that the BTA had already failed at fundraising. Baxter reiterated that the BTA had relied on an educator in the program to also administer the program and raise funds. Hartzell asked if the commission wanted proposals, and whether commissioners had targets or a fundraising strategy in mind. Reynolds asked whether there was an idea of how much money the commissioners wanted to raise now, both short term and for the next fiscal year. Chapman pointed out that the packet had a breakdown of the BTA spending for the last year. Harris noted that the figures shown would mean fourteen classes at $750 each, or about $12,000 total. Reynolds stated that she would like to see what other potential organizations might be available to partner with, and she added that she would also like to see a committee formed to find local fundraisers. Baxter identified potential options as voting to commit money to the BTA for spring classes, or trying to find a fundraiser to leverage more money. Baxter added that given the normal grant funding cycle it would mean that money would not be available until next fall. Baxter pointed out that the Siskiyou Velo money previously discussed was earmarked for the BTA. Reynolds urged short term support in some amount to BTA for next spring to keep the program’s momentum intact. Reynolds also stated that she would like to propose a small amount be set aside for a grant writer/fundraiser. Harris pointed out that matching funds from ODOT were for this year only, and she added that they were based on the federal fiscal year ending in September. Baxter noted that the Siskiyou Velo funds were countywide and not Ashland- 2002-1121_Bike Min.doc Page 2 of 6 specific, and he stated that the commission would stipulate that its support be Ashland-specific. Chapman suggested that putting all of the commission’s money to a fundraiser and then getting it doubled by ODOT would help. Harris noted that the limit on the matching funds was $50,000 and that was for the whole state. Reynolds emphasized that there would need to be enough advanced notice of funds to the BTA for them to plan the program and get people in place. She stated that the commissioners wanted to support the program for the spring, they would need to commit well beforehand. Baxter stated that he would like to try to assist now and make an effort to raise funds as well. He emphasized that he felt more money could be raised before spring. Chapman noted that the TSC had already committed to pay half of the amount needed, although they had not committed to a real number. Harris stated that $1250 from this commission and $1250 from the TSC would support the program, not including Briscoe School, but in two of the four other schools next spring. Hartzell stated that the commissioners could make a commitment to this now, put the fundraiser discussion on a future agenda and move ahead. Hartzell emphasized that sometimes fundraisers come up short or empty, and that she would like to get some further information before committing to that course. There was discussion of commissioner contacts who might be assets in fundraising, with Hartzell, Reynolds and Baxter stating that they could think of contacts who might be supportive. Reynolds/Nutter m/s to commit $1250 of commission funds to the Bicycle Transportation Alliance for continuation of the bike education program curriculum in Ashland schools in the spring. Voice vote: All AYES. Motion passed. Chapman asked that staff draft a letter to TSC liaison Jim Olson noting the passage of this motion and requesting a match from the TSC. He also asked that BTA be notified. Reynolds suggested contacting local grant writers and seeing what their strategies would be. She emphasized that any freelancer would be glad to give a proposal. Reynolds stated that she was not clear how to handle this as a commission, and she reiterated that funds are not guaranteed. Hartzell suggested making some calls at an individual level, and Reynolds agreed that she would make some calls and bring information back to the commission. Marvin returned, and asked that in the future this item be placed at the end of the agenda. Light Distribution Harris noted that she had been directed to contact the Police Department about the feasibility of fix-it tickets. She stated that she had met with Chief Fleuter and he had identified some barriers to this proposal. She explained that ticket types are not at police discretion, but rather through the court and they currently do not issue fix-it tickets. She also noted that citations require warrants if some cited failed to show up for the court date. She also added that the chief felt there would be an increase in staff time being spent dealing with citation complaints. She stated that with fix-it tickets, there would also be an issue of lights going to out-of-towners. She emphasized that the police were open to working on distribution, but she noted that officers in cars have some difficulty stopping cyclists. She stated that the suggestion had been made to sell lights at cost at the Police Department or to give them to officers to distribute at their discretion. She reiterated that Chief Fleuter was very positive about light distribution, but that there was some feeling that citations were perceived as punitive, invasive and less effective than other options. Marvin noted that the formality of a citation would force people to seek a solution. She emphasized that lack of lights was a major factor in fatalities. Catron suggested distribution of some lights by officers with the remainder kept in house to sell at cost to support the continuation of the program. Reynolds emphasized the similarity to the helmet program, and she urged commissioners to treat lights the same way. Hartzell stated that she would want to know how well the helmet program works, and she stated that she felt that enforcement by police officers would be more helpful than trying to get citizens, especially 2002-1121_Bike Min.doc Page 3 of 6 children, to come down to the Police Department. Hartzell emphasized that catching someone in the act of riding at night without a light was also a benefit. Baxter agreed that this would get out the message that this is the law, and that it would give APD discretion without creating undue bureaucratic burden. Marvin suggested committing 100 lights for distribution at APD and an additional 75 for officer distribution. Harris recommended that the commissioners be less specific in their direction to staff to allow some discretion in seeing how each method is being received by the community. Nutter/Baxter m/s direct staff to take a box of lights to the Police Department to try distribution both in-house and in the field at officer discretion to see how it goes. Discussion: It was suggested that details and cost be left to police discretion, and that there be an update at a future meeting to see how this approach was working. It was also suggested that this be included in the city’s utility billing insert and newsletter. The motion was amended to direct staff to take two boxes to the Police Department for distribution and to attempt to publicize this program in the billing insert, city source, and local papers. Voice vote: All AYES. Amended motion passed. Speeding & Crosswalk Enforcement Harris noted that the packet included an item with APD details of citations. APD Officer Thom Cook clarified the various types of citations listed on the report. Nutter asked for statistics going back to the pedestrian fatality on East Main Street. Catron noted how effective the pedestrian stings were in getting people to stop in crosswalks. Hartzell asked whether there was a way to get details to correspond to the date of the stings. Nutter asked for a month by month breakdown; Hartzell expressed some concern with the staff time to generate these reports. Cook stated that he would check into getting a report generated based on specific parameters. Nutter asked what the commissioners could do to assist APD in doing stings; Cook noted that there were a number of ways to conduct stings. He noted that Medford uses decoys, while Ashland has relied on two-man police team with officers down the road to cite real observed violations. Nutter stated that he would like to see civilian assistance to increase the bang for the buck of police staff time. He asked Cook to express the commissioners’ willingness to help publicize stings, assist in their conduct, carry cameras, or assist in any other way to make them more effective. Reynolds recommended that stings be conducted on a regular, on-going quarterly schedule. Catron concurred and emphasized how worthwhile the stings had proven to be. Chapman noted that it would be better to say “as needed at APD discretion.” Nutter stated that he was comfortable with staff seeking monthly reports, and expressing commissioner willingness to communicate further. Hartzell asked for an update on the radar reader board. Reynolds/Catron m/s to direct staff to draft a letter supporting additional crosswalk stings. Voice vote: All AYES. Motion passed. Hartzell asked for a breakdown in the violation reports specifying citations to cyclists. Siskiyou Bike Survey Harris stated that with the weather change, she felt that the window of opportunity had passed. She explained that staff would use the number from the previously conducted survey and then survey again once the improvements were in place. Bike Commuting Instruction It was noted that this item had been included at Marvin’s request. She suggested offering some form of commuter 2002-1121_Bike Min.doc Page 4 of 6 instruction to adults in Ashland, with a monthly ride to demonstrate safe riding in traffic and encourage new commuters. Marvin stated that she would volunteer to lead this ride once monthly. Catron urged her to publicize this in the city source and billing insert. Marvin stated that she would also like to contact the Tidings. Reynolds suggested waiting until better weather to build momentum. Nutter stated that he would help; Chapman and Baxter agreed to volunteer as well. Marvin agreed to draft a press release and bring back to the group. Catron asked about potential liability issues; Harris stated that these were covered as in the school programs. Reynolds suggested offering free lights to encourage participation. Nutter/Reynolds m/s to offer lights as an encouragement to commuter trainees. Voice vote: All AYES. Motion passed. Bike Lane Repair Notification System This item was moved to next month’s agenda for discussion. Signage & Maps Harris noted that she had met with the Street Department, and they now have a list of signs to be put up based on the previously prepared master list. She stated that they have begun to look at the signposts that will be needed, and she pointed out that there will be a mock-up a sign available for commission review at a later date. 2003-2004 Budget Request Harris explained the budget process in brief, noting that the commission would prepare its request and staff would forward this to the department head. The budget request would then be integrated into the budget at the department head’s discretion and then would go into the pipeline of budget review. Hartzell noted that it could take months to get a proposal ready. Nutter stated that the bike education and safe routes programs were really the only items for inclusion. Hartzell added that some additional lights might be needed. It was suggested that this item be placed on agenda for further discussion next month. Baxter suggested that it be the main item next month with a limit on other items. Catron noted that he would like to have Municipal Court Judge Drescher meet with the Commission relative to pedestrian violations on a future agenda. Nutter suggested that January or February would be good times. Reynolds asked for some background on the last few years’ budgets and spending to get a historical perspective prior to the next meeting. Budget Update Harris noted that the budget balance for this year was $3300, less the $1250 dedicated to the BTA program earlier in the evening. New Business Members were reminded that future meetings would be scheduled in the Siskiyou Room of the new CDESB Building at 51 Winburn Way. Agenda Items for Next Meeting Items identified for discussion at the next meeting included the budget, a North Main speed limit update, the BTA response to offer of funds and the TSC match. It was also requested that the police report become a monthly item, and that at least 45 minutes be reserved for the budget discussion. Adjournment There being no further business, the meeting was adjourned at 7:02 P.M. th Next Meeting: 5:00 p.m. on December 19, 2002 2002-1121_Bike Min.doc Page 5 of 6 At the new Community Development & Engineering Services Building, 51 Winburn Way 2002-1121_Bike Min.doc Page 6 of 6