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HomeMy WebLinkAbout2024-12-17 Council Mtg MINASHLAND CITY COUNCIL BUSINESS MEETING MINUTES Tuesday, December 17, 2024 6:00 PM Business Meeting Council Present: Mayor Graham, Councilors Hyatt, Bloom, Dahle, DuQuenne, Kaplan, and Hansen Council Absent: None Staff Present: Sabrina Cotta City Manager Doug McGeary Carmel Zahran Rocky Houston Lea Richards Mariane Berry Miranda Iwamoto Dana Mason Tighe O'Meara Mark Shay Scott Fleury Alissa Kolodzinski I. CALL TO ORDER Acting City Attorney Assistant City Attorney Parks & Recreation Director GIS Specialist Finance Director Accounting Manager Finance Manager Police Chief Fire Marshall Public Works Director City Recorder Mayor Graham called the meeting to order at 6:01 p.m. a. Land Acknowledgement" Councilor Hyatt read the land acknowledgement. 11. PLEDGE OF ALLEGIANCE Councilor Kaplan led the pledge of allegiance. 111. ROLL CALL IV. MAYOR'S CHAIR OF THE COUNCIL ANNOUNCEMENT V. APPROVAL OF MINUTES a. Minutes of the November 18, 2024 -Study Session b. Minutes of November 19, 2024 - Business Meeting c. Minutes of the December 2, 2024 - Study Session d. Minutes of the December 3, 2024 -Business Meeting Councilors requested two corrections: • to the minutes of 12.3.24 meeting to reflect comments made by a citizen at the study session on 12.16.24 • to the minutes of 12.3.24 meeting to add under the WRC Special Sentence to the sentence: '...and Hansen spoke of the potential economic development in tourism and increased economic mountain biking recreation.' Motion made to approve the minutes with corrections. Motion: Hansen Second: Bloom City Council Business Meeting December 17, 2024 Page 1 of 6 Roll Call Vote: Councilor Hyatt, Bloom, DuQuenne, Kaplan, Dahle, and Hansen. YES. Motion passed. VI. CONSENT AGENDA a. OPRD Local Government Grant Program Agreements Discussion: DuQuenne requested the item be removed from the consent agenda for clarity regarding the related expenses stated in the agenda packet. Parks and Recreation Director Rocky Houston clarified that there is about $3.4 Million in the department's Capital Improvement Fund for the expected City expenses of $1.4 Million listed in the Grantee Match for this project. Decision: Motion made to approve OPRD Local Government Grant Program Agreements for the Hunter Park Tennis Courts Rehabilitation Project and the East Main Bicycle Pump Track Park. Motion: Hyatt Second: Hansen Roll Call Vote: Councilor Hyatt, Bloom, DuQuenne, Kaplan, Dahle, and Hansen. YES. Motion passed. VII. SPECIAL PRESENTATIONS a. See Click Fix Demo Lea Richards GIS Specialist provided a demonstration (see attached) • Council suggested sharing the presentation as a how -to -guide on the City's website • Council discussed the differences between the use of this product and other existing reporting platforms such as near -miss and wildlife reports. • Users can see what reports have already been made • The product can be downloaded onto a personal devise or through the City's website • The Emergency Management Coordinator is involved and able to receive notices b. Audit Presentation - Audit Committee Report Finance Director Mariane Berry, Finance Manager Dana Mason, and Accounting Manager Miranda Iwamoto presented highlights of the Annual Comprehensive Financial Report ACFR. (Draft report included in agenda packet.) Amanda McCleary -Moore and Kim Reno from Moss Adams provided a presentation on audit results. (attached). • Long term debt is addressed in the notes in the financial statements. • Estimated revenue for the general fund can be found on page 76 of the ACFR • Council expressed appreciation to the Moss Adams team and to the City staff who worked on the audit Current financial data in Open Gov will be completed as soon as the audit is complete. The 2nd quarter financial results will be presented at Council in February and the financials through November will be posted in about a week in Open Gov. Audit Committee Member Kristen Roy highlighted three key takeaways from her experience on the committee and recognized the hard work done by management to obtain a clean City Council Business Meeting December 17, 2024 Page 2 of 6 audit report: • Accounts receivable balances were due to suspended utility delinquency processing during the pandemic resulting in the adjustment mentioned in the Moss Adams report • Management implemented two significant new standards for leases and subscription -based info -technology agreements • The City created five new System Development Charges (SDC's) Funds for: Streets, Parks, Water, Wastewater, and Storm Drain Vill. PUBLIC FORUM 15 minutes - Public input or comment on City business = included on the agenda Several citizens spoke in support of the Climate and Clean Air Policy package, concern about the possible Madrone Ridge Property acquisition, and concern about the requirement for utilities to be turned on and off online only. IX. PUBLIC HEARING a. First Reading - ORD 3248 An Ordinance Creating Section 2.28.600 of the Ashland Municipal Code Establishing the Parks and Recreation Department Doug McGeary provided an overview for the ordinance designed to be compliant with the City's Charter, align operations, clarify roles, and reduce City liability with a clear structure. Graham summarized the reason, process and joint effort between the City Council and APRC in requesting the City's Legal department to draft this ordinance for review by both bodies. Discussion: • Discussion regarding APRC role in strategic planning and budgeting under 2.28.650 F Long Term Financial Planning. McGeary clarified that this ordinance does not reduce APRC or Council involvement with planning and budgeting. Cotta clarified that the APRC would bring proposals to Council who would move things forward. Public Hearing open Rick Landt - asked that the first reading be postponed until the full APRC can review it. Mike Gardiner - asked the Council to fully consider language options for the ordinance. Public hearing closed • Discussion on changing the word 'shall' to 'may' under 2.28.640 B2 C related to termination process and APRC open vote. Decision: Motion made to approve First Reading of Ordinance #3248, "An Ordinance Creating Section 2.28.600 of the Ashland Municipal Code Establishing the Parks and Recreation Department ", with the following change: 2.28.640 B2 C - change "shall" to "may", and schedule Second Reading for January 21, 2025. Motion: Hansen Second: Hyatt Roll Call Vote on amendment: Councilor Hyatt, Bloom, DuQuenne, Hansen, Dahle, and Kaplan YES. Motion passed. City Council Business Meeting December 17, 2024 Page 3 of 6 b. First Reading - ORD 3252: Amending 14.16.015 to Allow for Conservation Measures Carmel Zahran spoke that this amendment clarifies the Electric Fund may be used for several conservation measures as outlined. Discussion: none Open Public Hearing Paul Mozina - expressed concern for how this may be used and asked for clarity in the ordinance language. Closed Public Hearing Decision: Motion made to approve the First Reading of Ordinance 3252, Amending 14.16.015 to Allow for Conservation Measures. Hansen recused himself from the vote due to conflict of interest. Motion: Kaplan Second: Dahle Roll Call Vote on amendment: Councilor Hyatt, Bloom, DuQuenne, Dahle, and Kaplan YES. Hansen: Abstain. Motion passed. Recess taken from 8:10 to 8:15 X. ORDINANCES, RESOLUTIONS AND CONTRACTS a. Second Reading ORD 3253 Amending AMC 10.120 ELEA to add CAP East Police Chief O'Meara and Zahran discussed the changes between the first and second readings. • 10.120.020 Section A - Clarifies that convictions received by any competent court of jurisdiction (not just Ashland Municipal Court) in ELEA areas East and/or West are applied distinctly and separately when considering expulsion orders for either Area. • 10.120.020 Section B - pursuant to AMC 10.125.010 • 10.120.040 Section B - clarifies when a person subject to an expulsion order may legally enter the area from which they have been expelled. Discussion: Zahran and O'Meara answered Councilor questions and affirmed plans to bring back to Council proposed changes beyond just adding CAP East as directed by Council. Councilors spoke of their reasons for either supporting or not supporting the ordinance. Public Hearing open Werthaiser - expressed concern about the proposed ordinance Neiswander - expressed opposition to the ordinance Navickas - expressed opposition to the ordinance as discriminatory Public Hearing Closed Decision: Motion to approve second reading of Ordinance 3253 amending AMC 10.120 ELEA to add CAP East including the changes as presented with changes as discussed. Motion: Bloom Second: Dahle Roll Call Vote: Councilor Hyatt, Bloom, DuQuenne, Hansen, and Dahle, YES. Kaplan No. Motion passed. Council requested additional data to be part of the discussion at the ELEA study session on Feb 3. City Council Business Meeting December 17, 2024 Page 4 of 6 b. Apparatus Contract Purchase Fire Marshall Mark Shay provided a presentation regarding the proposed purchase of an aerial ladder truck for the Fire Department (see attached). Discussion: • Shay discussed re -appropriating unused but allocated funds reserved another vehicle (the department received a grant for this vehicle) and the sale of the engine to be replaced by this purchase as future budgetary considerations and clarified that the current request is to lock in the purchase price (not for funding at this time). • Cotta clarified that this is unique from other purchases that can be completed in one budget cycle, but represents planning needed five years in advance for a vehicle that will not be received for two budget cycles. • This ladder truck was taken into consideration while state mandated Climate Friendly Areas rolled out that increase allowable building heights. • Being under contract for this truck will contribute to a better ISO rating. Decision Motion made to approve the purchase agreement with Hughes Fire Equipment to purchase a Pierce Enforcer 107 Ascendant Aerial BN1182 apparatus. Motion: Hyatt Second: Bloom Roll Call Vote: Councilor Hyatt, Bloom, DuQuenne, Hansen, Kaplan and Dahle, YES. Motion passed. XI. UNFINISHED BUSINESS a. Community Center Rehabilitation - Next Steps - Management Advisory Committee (MAC) Recommendations Public Works Director Scott Fleury summarized the background of this topic. The MAC members discussed three options for the Community Center. Option 1: continue the current rehabilitation with minor modifications as required. Option 2: continue current rehabilitation with more robust structural improvement to address leveling floors and out -of -plumb walls discovered after the project began. Option 3: demolish the facility and rebuild which would meet current seismic code. The MAC arrived at a recommendation for Option 1. Complete MAC recommendations, current budget, and possible project budget per option are included in the agenda packet. Discussion: • Anticipated completion of Option 1 would be in March or April for opening to the public. Option 2 would take an additional month or two. Option 3 for new building would likely be completed sometime in 2026. • There is still some increased cost expected for Option 1 to meet building codes. • Council asked about structural integrity and Fleury spoke that the project engineers are confident that the building will be meet building code with recommended modifications but it will still not meet the seismic code requirements. City Council Business Meeting December 17, 2024 Page 5 of 6 • Staff recommendation was to build a new building to allow for more usage, meet seismic code requirements, improve ADA accessibility and be more energy efficient. Parking options during construction was discussed. • Council discussed reasonableness of expending these funds on a single building as the City is undergoing a complete facility assessment including significant deferred maintenance. Councilors stated reasons for how they will vote. Decision: Motion made to continue with option one rehabilitation under the original design intent with minor modifications Motion: Dahle Second: Kaplan Roll Call Vote: Councilor Hyatt, Bloom, DuQuenne, Kaplan and Dahle, YES. Hansen, NO Motion passed. b. Council Adoption of 2200 Ashland Street Master Plan Moved to next meeting c. 2200 Ashland Street Facility Plan Ad Hoc Committee Moved to next meeting d. Social Services Coordinator Position Cotta spoke that possible funding for the position requested earlier in the year includes utilization of opioid funds which would inform what the position would do and is outlined in the agenda packet. More analysis is needed to consider if this would be a part- or full-time position and when it would be brought online. XII. NEW BUSINESS XIII. CITY MANAGER REPORT XIV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS a. Recognition of Council Chair Paula Hyatt Motion made for Council to take some time to recognize Colleague and Councilor Paula Hyatt. Motion: Bloom Second: Dahle Discussion: Councilors, Citizens, and City Staff took turns in expressing gratitude, admiration, appreciation and love for all the work and heart Council Hyatt has given to this community. Hyatt expressed gratitude for the work of the Council, Committees, Commissions and Staff. XV. ADJOURNMENT Bloom/Hyatt m/s to adjourn. All in favor. The meeting was adjourned at 9:39 p.m. 'A�kA-Ck 0 A L City Recor er Alissa Kolodzinski A-1— Mayor— 1'-� nya Graham City Council Business Meeting December 17, 2024 Page 6 of 6 ; ✓- .1�fa � r SeeClickFix: Ashland's Citizen Reporter Application City Council Presentation, December 17, 2024 See... a problem Click... the application Fix... problem is fixed* t Rpp Sio�e ,►i.,., *Problems are fixed based on staff assessment of issue, time and budget restrictions. Key Benefits 1. Improved Efficiency: Streamlines the reporting process and integrates with City workflows, reducing response times. 2. Transparency: Provides real-time updates to residents on the status of their reported issues. 3. Community Engagement: Encourages residents to take an active role in maintaining and improving City infrastructure. 4. Data -Driven Decisions: Offers insights into recurring issues and trends, helping prioritize resource allocation. City Teams Engaged Parks & Recreation ➢ Bees, Wasps, Yellow Jackets ➢ Irrigation Issue ➢ Other ➢ Parks Facility Issue ➢ Trail Condition Trouble ➢ Trash in Park ➢ Tree or Vegetation Concern Code Compliance ➢ Blighted Property ➢ Illegal RV Dwelling ➢ Intersection Vision Clearance ➢ Mud/Dirt Track Out ➢ Prohibited Feeding of Wildlife ➢ Sign Issue ➢ Tree Concern Electric Dept ➢ Power Outage Street Light Outage ➢ Traffic Signal Problem J City Manager's Office ➢ Appreciation for Staff ➢ Other ➢ Storm Damage Report Fire & Rescue ➢ Fire Hazard ➢ Weed Abatement Concern Public Works: Operations ➢ Blocked Storm Drain ➢ Deceased Animal ➢ Illicit Discharge ➢ Lithia Fountain Problem ➢ Sidewalk Problem ➢ Street Sign Problem ➢ Street Surface Concern ➢ Trash/Illegal Dumping ➢ Water Leak ➢ Water Pressure Issue ➢ Water Quality Problem ➢ Wastewater Concern Police Dept Abandoned Vehicle Graffiti Parking Violation Recurrent Traffic Concern .R1 27 citizens have signed up for accounts 118 citizen requests since May 2024 as of last week. 40 report categories currently configured 37 staff members participating • Call takers • Field responders • Managers • Administrator role SeeClickFix Have received about 10 requests per week, we expect more with advertising. Some requests are resolved quickly, others take time to research and remedy. - - 2024 SeeClickFix Reports _ Status ® I ♦♦ 1 O Atlmorvkdq[d (5) ♦ i O 1. Nog m (o) • Needs fta (1) • • 1 • ♦ Cbsed (9) 1 •� ♦♦ U I • Arch.W (98) I • 1 `1 L — _ 1 1 \ \ I 1 • • % — 1 • ♦ \ e 1 • I l 1 1 Q seecieldbl: 0 Cancer OUhptSMOCIdd;ix Q 9Ut*tiea Social tl SeeClk;kGix � c1L7t MM Sfbf St. Pete imUtkties oat •.... 2N ■ulditfea I m City of St. Pvlersburg T is 4 0 �� Q Please PrOvid0 your location so vre can search for local Covent new you. Search for vow clr; Use Current Location CP CIVICPLUS Create a New Account taY Nttr Your pamvm(d must be at Last 8 characters in length and Coniaxt characters from both of the folo-ng categories. • English character$ la through Z) • Base 10 digiu 10 ttxuugh 01 h...ora 0 Ca.r�r1....wa Tl.y oao a pattctao a MAPTcrN ario trq 6iwye (hhaptCylOr Q Ashland, OR i KA Welcome to SeeClickFix! This service is not monitored outside of normal business hours. Please contact 911 for urgent issues. O City of Ashland Website © Non -Emergency Dispatch Ashland Utility Department r City of Ashland Mapping Hub r�l O New Request Please add a photo. It helps us to better identify your request, plus we can often pull your location from the photo. Camefa Most Recent Photo Library Q} No Photo Lnl yo- Back Next Location 111�' 'i 4110 N Mountain Avc•, Ashland OR 97520, Un,t O North Mountain Park4l O � tnl ® 0 cl Location Category Q Search Ashland, OR - Water Service Area Ashland, OR - Parks Service Area Bees, Wasps, Yellow Jackets or Hornets Next Category Report Submit I Trail Condition Trouble 610 N Mountain Ave, Ashland OR 9752Q United States Description Injured Wildlife Irrigation/Water System Issue Other Parks Facility Issues Trail Condition Trouble J Trash in Park Tree or Vegetation Concern in Park U- tnl 0 0- How is a request routed? Citizen initiates request I i Request received Staff receives by system, request, automatically acknowledges routed to staff receipt, plans work System Work is automatically done sends message to citizen D ;' .,,, d Publicly Note , , f.,— to report any maintenance needs on Ashland Parks trtils, such as tread Wear, washouts, overgrown veWlatwrt or obstacles like fallen branches or trees blocking the path Please let us know about these or any other sinntar concerns. TO receive updates on this request, please sign up for a SeeClickri. account Requests subrnittod wittqut an account will not receive updates Hd0r1CTA�nT Tn v.n..• rv.r n. rM i? e 0 Ticket is closed I I Staff closes ticket and routes message to citizen *During Standard *If citizen created *If citizen created Work Hours an account on an account on nsystem system Progress The City has successfully integrated SeeClickFix into its operations, and staff are trained to manage incoming requests. Initial resident feedback has been mostly positive, highlighting the platform's ease of use. Challenges Managing expectations Budget/time constraints vs citizen expectations Normal hiccups that come with a change in process Future Plans Continue to refine categories and questions Integrate with Asset Management program <='`CITY Overview ❖ Staff Financial Report ■ Highlights of the Annual Financial Comprehensive Report ❖ Auditors Presentation by Moss Adams - Amanda McCleary Moore ■ Review scope, Audit results, Opinion ❖ Audit Committee Report — Kristin Roy ■ Members: Shane Hunter, Paula Hyatt, Jane Adrianova, Kristin Roy ❖ Questions Ri EAR AS H LA N D ENDED: D: JUNEFISCAL, 2024 ENDED: DUNE 30, 2024 Annual Financial Comprehensive Report (ACFR) ❖ Transmittal Letter cm a ALrtNO. ua[Gol. •:• Management Discussion & Analysis (MD&A) wr. m M �r rr...0 v.rmrr» o Basic Financial Statements A »o[rt p w b, n ,q,J M trr CaN �Ca.rt- .a_ave a r. Wv xC .� t°wv ■ Statement of Net Position�U ■ Balance Sheet ^�a�»•-��b1--� ■ Statement of Revenues, Expenditures ands^"^^»^" �.a» �w pn ...Ml>.vLV •s.4 v. v.n+grtaMrr,ra.�wt, Changes in Fund Balances b Cash Flow Statement •:• Basic Notes to the Financial Statements.".`°.��' •'• Supplemental Reporting Auditor Letters/Opinions 4m y N aar b Vrtl1 M w brN rM>Mrn vJ rrY .°., ir. Mapti'.1 »��. »b . MIbO a•»» p t W1v..-.va'_ea.'W.a uvQ.. rvib.44rMYl.ora. ^..'vrM a .<en.e.rea e.r, a am.a• *..:.arer mwam>uo • n...,.. <r.ry r<.a.re+.�..oa•..w...+.v�..r.r..r.. w<wc.s...b�....wax� MOSS ADAMS - Audit Presentation OMOSS"AMS iMa.. •' City of Ashland, Oregon Audit Results COMMUNICATION WITH CITY COUNCIL December 16. 2024 MOSS ADAMS - Audit Presentation 1. Engagement Team 2. Nature of Services Provided 3. Auditor Opinions / Reports 4. Communications to Those Charged with Governance A ( 5. New Standards MOSS ADAMS - Audit Presentation Engagement Team Amanda McCleary -Moore, CPA, Partner AMANDA MCCLEARY-MOORE,DMOSSADAMS COMA (541) 732-3865 Kim Reno, CPA, CFE, Senior Manager KIt." DAMS.C< Audit the City financial statements in accordance ,-v th Generalty Accepted Auditing Standards (GAAS) and Governmental Standards (GAGAS) Asses� w+dl WYJ K•ct—g review of each Clr re4—b— Arvxwaf Canrxe— Fvlan d Report (ACF R) br co WAlm with C.—Ily Accepted Accot"nW Pn—&A ((;A")as —4 as Governrnr7+1 F Inance off — As --.bon iGFOnI �:enlr<ate of C>tcMen<e ICOINeIT Y�5 f Compliance testing/reporting Single Audit of federal grant under Oregon Minimum Audit programs under Uniform Guidance Standards (OMS) Reporting — Overall audit plan, t audit results, communicating intemal controls findings and noncompliance (: ) Audit Opinion / Reports Financial Oregon Statements Minimum Standards Unmodified findings reportable findings (clean) opinion on financial statement Govemment Auditing Unifomi Standards Guidance Report No reportable City was found findings in compliance 3 MOSS ADAMS - Audit Presentation Critical Audit Areas Internal Controls / IT Environment Cash & Investments Revenues & Receivables I Capital Assets Long Term Debt Accrued Liabilities — PERS. Other Post Employment Benefits (OPEB) Grants Financial Close & Reporting Oregon Minimum Standards MOSS ADAMS - Audit Presentation Communications to Those Charged with Governance Planned scope and timing Significant accounting policies Management judgments & accounting estimates Audit adjustments made and passed Two in current year Management's consultation with other accountants No disagreements with management No difficulties in performing the audit MOSS ADAMS - Audit Presentation New Standards SAS 148 Auditing Accounting Estimates and Related Disclosures SAS 145 Understanding the Entity and Its Environment and Assessing the Risks of Material Misstatement GASB Statement No. ioo, Accounting Changes and Error Corrections - effective June 30, 2024 fiscal year GASB Statement No. ion, Compensated Absences - effective June 30, 2025 fiscal year GASB Statement No.102, Certain Risk Disclosures - effective for June 30, 2025 fiscal year GASB Statement No.103, Financial Reporting Model Improvements - effective for June 30, 2026 fiscal year MOSS ADAMS - Audit Presentation n�A TM A WW aWa-0 n " ple UW h tm NptnaOorUl Wrposes ON, aM W—M -- toMlltldasadncldanytnd nc4OVq r� 1Orn Ratan le¢a' xcaw/rp Or—Sww� inn nexmsDm is rqt nleMea to uNIC .Se7 receyf Ooet nW CorNTAe a k-W1 retaDpni w —W.4 OtA Wt tuned IO an xcotmLviitkN mGoonsM Anwtgn Md Wft U m m V nave r~ p"Xed W ptNetS ah A sodltl not Oe NN7 n a $Ub5W@ Irmo, _ry O_M Ot Jr., pto*$SwW'a, R MQWW. oft Of a low ASW e. W and W-.%$WV Meted Wong" Moss Ada W V. Mots Adams WeYm AdVSoca LLC kmSbTWd Daring LLC YOU Audit Committee Report Changes in FY2024 • Dissolved Parks Fund, Parks Equipment Fund, Health Reserve Fund ■ New SDC funds for Water, Wastewater, Storm Drain, and Parks ■ Implemented new GASB 87 & 96, leases and SBITA's in the financial statements • Delinquency processing restarted - implications and progress RE RESCUE 1887 4ri Ladder Truck Purchase December 17,2024 Background �' _ --� • Limited to 24' ground ' ladders '� • Replacement of current hA apparatus • Securing purchasing price Fiscal Impacts =, - • No addltlonal funds requested • Lock in current price of $115831365 • Budgeted item in 2 budget cycles. NFIRE RESCUE 1887 m nA- Is VIV �-j W�