HomeMy WebLinkAbout2025-03-05 Historic MIN
HPACCommittee Minutes
March 5, 2025
4:00PM – 6:00PM
Community Development/Engineering Services Building – 51 Winburn Way
4:00PM CALL TO ORDER
Scharen called the meeting to order at 3:57
Commissioners Present: Council Liaison:
Whitford Jeff Dahle – Present via Zoom
Scharen Planning Commission Liaison:
Brouillard Lisa Verner -Present via Zoom
Skibby – Present via Zoom Staff Present:
Emery Derek Severson; Planning Manager
Repp Regan Trapp; Admin Support
SERJAC Liaison:
Victoria Sage – Present via Zoom
Committee Members Absent: Bonetti
Shostrom
READING OF LAND ACKNOWLEDGEMENT
Land Acknowledgement was read by Scharen.
(4:05) APPROVAL OF AGENDA (5 min)
Committee suggested amendments to Agenda.
(4:10) APPROVAL OF MINUTES (5 min)
Historic Committee meeting of February 5, 2025.
(4:15) PUBLIC FORUM (15 min)
There was no one in the audience wishing to speak.
HPACCommittee Minutes
(4:30) LIAISON REPORTS (5 min)
Councilor Dahle gave the liaison report.
The council approved the pre-packaged ADU plans, and it has been posted on the
City website.
All City projects on Winburn are on track for opening around Fall 2025.
Brouillard/TAC update – The TSP Update will be starting this spring and is anticipated
to take about two years. An RFP has been issued, and consultant selection is to follow
shortly. Planning will work closely with Public Works on the public engagement
process for this project as part of our grant match, and there will be a focused effort
to engage the Planning Commission and Advisory Committees."
Severson gave the staff report.
Pre-approved ADU plans available
The committee would like to look further into which ADU plans they would
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recommend for placement in the historic districts.
GIS Wayfinding project – What is the Committee’s role in this?
Free training on public meeting law on March 20 - available for all committee
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members. Check your email!
(4:45) DISCUSSION ITEMS (10 min)
A. City Manager Cotta was present to speak on the changes to the ordinance and
state meeting law. (See Attachment A)
What does this committee look like moving forward with all the changes at
the State level?
Repp mentioned that with all the changes, the Committee should look into
having meetings only when there are important action items on the
agenda. Skibby disagreed and went on to say that the Committee should
keep their regular meetings as assigned. The work that is done on the
Committee is important to the history of Ashland.
B. Review Board – April (See attachment B)
C. Historic Preservation Week – Nominations and events
Historic photo contest
Saturday May 17th – Awards and party
Walking tours
The committee (Repp, Scharen, Bonetti) will reach out to Travel Ashland and
the Chamber (playwright walk) to work together on events for Historic
Preservation Week.
HPACCommittee Minutes
Award assignments and photos -Committee members to conduct site
visits/take photos and email to Severson and Trapp.
48 Fifth/599 E Main – Brouillard
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Alice Peil Walkway – Scharen
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153-155 Alida – Whitford
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201 S. Mountain – Repp
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Pioneer Hall – Staff to take photos
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(5:30) PLANNING ACTION REVIEW
PLANNING ACTION: PA-T1-2025-00259 (See attachment C)
SUBJECT PROPERTY: 500 A Street
APPLICANT & OWNER: Terrain Landscape Architecture/Kaplan Trust
DESCRIPTION: A request for Site Design Review approval for Site improvements for the
existing building at 500 A Street. Many of the proposed changes and improvements to
the facade were previously approved under a commercial building which was exempt
from Planning Action. This application completes the remainder of the proposed
improvements to the landscape and architectural improvements to the exterior
including a new exterior stairway, architectural awnings, and a secondary entry arbor.
COMPREHENSIVE PLAN DESIGNATION: Employment; ZONING: E-1; MAP: 39-1E-09-AB; TAX
LOT: 6500
There was no conflict of interest or ex-parte contact indicated by the Committee
Severson gave staff report for PA-T1-2025-00259.
The applicants were not present.
ADJOURNMENT
Next meeting is scheduled for April 2, 2025, at 6:00pm at, 51 Winburn Way
There being no other items to discuss, the meeting adjourned at 5:22pm
Respectfully submitted by Regan Trapp
ATTACHMENT A
Memo
DATE: March 5, 2025
TO: Historic Preservation Advisory Committee
FROM: Derek Severson, Planning Manager
RE: Introduction of the Commission & Committee Handbook
The City Manager’s office (City Manager Sabrina Cotta and Deputy City Manager Jordan Rooklyn) will
be present at the upcoming Historic Preservation Advisory Committee (HPAC) meeting to discuss
recent ordinance changes and introduce the new Commission & Committee Handbook. This resource
has been developed to provide appointed officials with clear guidelines and expectations while
serving the City of Ashland. It outlines responsibilities, parliamentary procedures, and ethical
standards to ensure effective and compliant participation in City affairs. The discussion will highlight
how this handbook serves as a vital tool for navigating your role and collaborating effectively with
fellow commission and committee members.
Additionally, the session will include a brief overview of key workplace policies and the City’s social
media policy. These documents, attached for your reference, are applicable to your role as an
appointed public official and aim to clarify responsibilities while interacting on behalf of the City. The
social media policy emphasizes the importance of separating personal views from official duties and
adhering to established content guidelines to maintain professionalism. These resources will support
your ongoing efforts to represent the City responsibly and transparently.
COMMUNITY DEVELOPMENT DEPARTMENT
51 Winburn Way Tel: 541.488.5305
Ashland, Oregon 97520 Fax: 541.552.2050
ashlandoregon.govTTY: 800.735.2900
ATTACHMENT A
Commission & Committee Handbook
This handbook is subject to change as policies are amended or modified. The City does
not give legal advice. This handbook is not intended to be legal advice.
Version 1
(1/23/2025)
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Welcome
Thank you for volunteering to serve the City of Ashland. Advisory
Commissions and Committees play a critical role in providing
recommendations and advice to City Council and City Management on
various matters of public interest and administrative functions. The City
hopes you find this handbook helpful in understanding your role on the
Commission or Committee as well as the role of the staff liaison. You will
also find information on conflicts of interest, laws that apply to public
bodies and parliamentary procedures. The time you spend on a
commission or committee is appreciated and the expertise you bring to
the Commission or Committee is valued. We are Better Together.
RESPONSIBILITIES AND ROLES
RESPONSIBILITIES OF COMMISSIONS AND COMMITTEES
All Commissions and Committees should regularly solicit public testimony under
guidelines established by the City Council and Ashland Municipal Code. Public
forums should be held for issues with major public impact. Though this
Handbook refers to Commission and Committees, the outlined policies and
procedures apply to:
Commissions and Committees- advisory bodies outlined in ORS and/or
AMC to provide recommendations to Council or APRC.
Ah Hoc Committees- temporary advisory group focused on a specific
topic with the express goal of providing a recommendation for action to
Council and/ or Ashland Parks and Recreation Commission (APRC).
Management Advisory Committees (MAC)- Committees developed by
the City Manager or City Staff on a specific topic to provide subject matter
expertise. MACs may be temporary or on-going.
Subcommittees- temporary group to a specified committee on a
particular area or topic. Limited to three-members, a subcommittee only
has the authority to gather information for the full committee. It may
determine when to meet and what procedures it will use to gather and
report information but may make no decisions. Subcommittees must
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make notes of their meetings available to staff liaisons to include in
agenda packets for the full committee when the full committee is
considering a report or recommendation coming from the subcommittee.
ROLE OF THE CHAIR
The Chair is the main facilitator (i.e. Presiding Officer) who runs the meetings,
maintains order, and keeps the group on topic. Their duties include:
Open the meeting on time and call the meeting to order
Announce in proper sequence the business on the agenda
Recognize members who are entitled to the floor and ensure all voices are
heard
State and put to a vote all legitimate questions that arise during the
meeting. If a motion is out of order, the Chair should rule it out of order
Protect the members from frivolous or delaying motions by refusing to
recognize them
Enforce the rules regarding debate and keep order
Expedite business in a way compatible with the rights of the members
Decide all questions of order
Respond to inquiries of members
Declare the meeting adjourned
ROLE OF THE BOARDS AND COMMISSION MEMBERS
Members of the committee, commission, or board (including the Chair) engage
in discussion, propose motions, and vote on decisions.
Members should make every effort to attend every meeting and be on
time.
Members will notify staff five (5) in advance of a meeting for known
absences.
Members may attend two (2) meetings a year using video conference
technology.
It is recommended that Commission members keep a separate email for
committee work due to public records request and retention purposes.
Effective members understand the rules of procedure as well as
parliamentary procedure and abide by them.
Members should address all remarks through the Chair.
Members should use their parliamentary knowledge in a constructive
manner, rather than hindering or obstructing the business of the meeting
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Members should be knowledgeable and familiar with the issues before
them so they can participate in the meeting by:
1. Introducing motions;
2. Seconding another member’s motion;
3. Debating the issue according to the rules or asking questions of
information regarding issues; and
4. Voting
a. A member may vote but cannot be forced to do so. A member
should not vote on questions of direct personal or pecuniary
interest not common to other members.
b. A member may change a vote before the chair announces the
result of the vote. After the result is announced, a majority of the
Board or Commission must vote to allow the change.
c. A member may request a rising vote by calling “Division” when a
voice vote or show of hands is in doubt.
All Commission and Committee members are responsible for ensuring they
conduct themselves in a manner that leaves no question as to when they are
representing themselves as a City Commission member and when they are
representing themselves as a private citizen. It is the responsibility of the
Commission or Committee member to be familiar with the City’s social media
policy. All Commission and Committee members are responsible for adhering to
the guidelines outlined in this handbook, the City’s Electronic Media and
Technology Usage Policy (if applicable), Workplace Fairness Act Policy,
Workplace Violence Prevention Policy and the City’s Social Media Policy. Any
violation of these guidelines and policies may result in immediate removal from
the Commission or Committee.
COMMITTEE MEMBER VS COMMUNITY MEMBER
When you are serving on an advisory body, it is important to realize that you
have a committee member hat and a community member hat. Both hats are on
when you are actively engaged in committee work. When you are not at a
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committee meeting, however, it is important to delineate which hat you are
wearing.
When you are speaking at a public meeting, make it clear if you are
speaking as a community member or as a representative of your
committee. Being a “representative of your committee” means that the
committee has given you permission to show-up and speak on behalf of
the group as a whole. If you haven’t received permission, speak only as a
community member.
When your committee has made a decision (i.e. voted on a motion), it is
your responsibility to support that decision, even if you disagree with it.
You can speak against it privately as a community member but, when
representing the committee, you need to positively represent the
decisions of the body as a whole.
RECOMMENDATION PROCESS
Defining Annual Focus Areas
The unique mission of advisory committees is typically defined by the group’s
enacting ordinance and/or by the City Council when they form an ad hoc group.
Typically, this mission is a general scope, and the advisory body determines
what specific topics they want to work on within that scope. There are two
pathways that an advisory body defines its focus:
A.Council Request. City Council may make a specific request of an advisory
body to weigh in on a specific topic.
B.Annual Work Plan. Advisory bodies create an annual work plan that is
reviewed and approved by City Council every December. The work plan
outlines the focus areas for the year and may include specific projects
(such as painting utility boxes) and policy areas (such as reducing the
use of natural gas in homes). The process of drafting, reviewing, and
approving an annual work plan ensures that the advisory body is working
on specific topics that City Council would like to see move forward.
C.Bringing Recommendations to Council
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When an advisory body is ready to make a recommendation to City Council, the
group should make a motion to “recommend \[adoption, implementation, etc.\]
to Council.” This signals that you feel the recommendation is ready for Council to
review and take action. Once this motion is made, it is the responsibility of the
Council Liaison to request that it is put on a future City Council agenda. When
they make that request, the City Manager will figure out what type of meeting is
best for the recommendation (study session or general meeting) and will
schedule it. The advisory body will be asked to attend the meeting to present
their recommendation and why they are recommending it.
Actions that Council Can Take
Once City Council receives a recommendation, they can take any of the
following actions:
1.Adopt the policy or action right then-and-there or give staff the direction
to prepare the item appropriately for adoption.
2.Direct staff to take additional actions (like refining it, making changes,
putting it in ordinance form, etc.) and then bring it back for consideration;
3.Send the recommendation back to the advisory body to do further work or
refinement;
4.Decline to move forward.
Once a recommendation goes to City Council and City Council takes an action
on that recommendation – it is no longer in the hands of the advisory body
(unless it has been referred back to you!).
INFORMATION REQUESTS
You’re going to need information to help with your discussions as an advisory
body. Your staff liaison and council liaison will be able to share a significant
amount of institutional knowledge, but questions may come up that they don’t
know the answer to. Below is the best process for making information requests,
when your staff or council liaison do not have the answer:
If you want information as an individual, you can submit a
public records
This helps staff (a) get the request to the right person and
request.
manage staff time, and (b) ensures that your request is fulfilled within a
reasonable time frame, typically two weeks.
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If the advisory body wants information that is beyond the
scope/knowledge of your liaisons, the advisory body can make a formal
request via motion. The staff liaison will then track down the info and
share at the next committee meeting. This helps ensure that we are using
staff time to gather information that is pertinent to the advisory body as a
whole.
COMMUNICATION
COMMUNICATIONS TO COUNCIL
The Council relies on various Commissions and Committees to increase the
variety of viewpoints and talents brought to bear on City problems. By
concentrating on specific areas, Commission and Committee members can
expand their level of expertise and can conduct detailed analyses that Council
itself may not have the time to pursue.
It is expected that Commission and Committees will adopt positions of
advocacy within their specific spheres of interest. However, the Council’s role is
to take into consideration the many varied, and sometimes conflicting public
needs, and render its judgment of what will best serve the public good. The
Council must weigh the effect of any given recommendation alongside other
City goals, programs, and competing interests.
GENERAL COMMUNICATION GUIDELINES
No serial meetings. Serial meetings are defined as a majority of members
of a public body having a series of smaller gatherings or communications
that result in a majority of the body collectively taking action even if a
majority is never part of any one communication. (email guidelines
provided by staff liaison)
All emails to Commission and Committee members from the staff
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liaison will be by blind copy to ensure no reply all (equals serial
meeting).
It is encouraged that all Commission and committee members
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retain a separate email for Commission and Committee work as
that work is subject to public records requests.
Treat everyone with respect.
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Agree to Disagree.
Resolve issues and move on, don’t re-live the same issues.
Share information freely.
Keep a balance of “air time” in meetings to avoid domination of ideas.
Deal directly and respectively if a conflict occurs.
Share responsibility for information or decisions that come from a
meeting.
Openly support decision, once it has been made.
Encourage and support team members at all levels.
Query participants frequently: ask for input and feedback on issues.
Be flexible and open for change.
Be aware of others discomfort/anxiety.
Take responsibility for your feelings, biases and attitudes and know how
they can impact your ability to treat others with respect or make the right
decision.
Have a sense of humor; be able to laugh at the funny moments.
STAFF LIAISONS
STAFF LIAISONS TO COMMISSION AND COMMITTEES
Each Commission and Committee has at least one staff person assigned to the
group as a Staff liaison. Staff liaisons assure their Commission or Committee is
aware of laws and administrative processes affecting proposed policy and
operational recommendations. The Staff Liaison is responsible for ensuring the
Commission or Committee is not doing anything to create liability issues for the
City. If the Staff Liaison feels that there may be an issue, they shall report it to the
City Manager.
The staff liaison’s main responsibility is assisting their Commission or Committee
in its roles and responsibilities as outlined by ordinance and completion of the
Council approved annual workplan.
Other responsibilities include the following:
Assist with professional and technical questions.
Properly notice meetings.
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ATTACHMENT A
Prepare and distribute Board and Commission letters, reports, agendas
and/or minutes.
Maintain public records created by the Board or Commission, including
minutes or action summaries, reports, recommendations and letters, as
required by State law.
Notify Board or Commission members of upcoming meetings.
Maintain current contact information for the Board or Commission
members.
Provide the communication framework that fosters collaboration while still
acting within the confines of public meeting law.
RELATIONSHIP BETWEEN STAFF AND COMMISSION OR COMMITTEE
If a Commission or Committee desires information or a report that will require
more than two hours of staff liaison time, the chairperson will make a request of
the City Manager or Department Director approval prior to pursuing the project.
The chairperson should inform the staff person with regard to the urgency of the
referral. Following this procedure will prevent staff from being diverted from
priority projects.
STAFF LIAISON TIME COMMITMENT
The assigned staff liaison is the sole point of contact for the assigned
Commission or Committee. Commission or Committee members may not reach
out to other staff members. The staff liaison on average will dedicate no more
than four hours a week to work on regular Commission or Committee directed
needs. Commission and Committees may not initiate grants or dictate City
funds be expended. A Commission or Committee may bring forth a
recommendation for grant pursual or fund expenditure through the staff liaison
to the City Manager for consideration.
The meeting of the Commission or Committee is at the discretion of staff and
can be moved as operationally necessary. Staff liaisons will make it a priority to
schedule Commission or Committee meetings at regular intervals at the same
time and location.
ETHICS AND CONFLICTS OF INTEREST
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ATTACHMENT A
GOVERNMENT ETHICS
By being a member of a commission or committee, you are a public official per
Oregon Law. Public office is a public trust. This concept is enforced through state
law in provisions that prohibit public officials from using their positions to enrich
themselves, their families or businesses with which they or their close relatives
are associated. An overview of the provision of the government ethics laws will
be covered in this section.
For more information, please refer to the Government Standards & Practices
Manual or contact the Oregon Government Ethics Commission
(www.oregon.gov/ogec).
ACTUAL AND POTENTIAL CONFLICTS OF INTEREST
Public officials may face situations in which their actions may, or will, result in
pecuniary benefit for themselves, their relatives, or businesses with which they or
their relatives are associated. In such cases, the state ethics law describes the
proper response. The response depends upon whether the conflict is an actual
conflict or a potential conflict. Keep in mind, however, that under no
circumstances may an official use their office for the purpose of benefiting the
official, a relative or an associated business.
ACTUAL CONFLICT OF INTEREST
An actual conflict of interest exists when a public official is faced with acting,
deciding or recommending an action, and the effect of that action certainly
would be to the private pecuniary benefit or detriment of the official, the official’s
relative, or any business with which the person or a relative of the person is
associated.
Example: A Councilmember owns one of two well-digging companies in the City.
The Council is voting upon whether to adopt a proposed ordinance that would
impose licensing fees on well-digging companies. His vote will certainly have the
effect of a financial detriment or benefit upon his company.
Example: A systems operation official approves an employment agreement with
a technical support company that employs her son. The approval would be to
the pecuniary benefit of a business with which her relative is associated.
ORS 244.040(6) also states “No person shall attempt to represent or represent a
client for a fee before the governing body of a public body of which the person is
a member”.
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Example: The member of the Planning Commission is prohibited from appearing
before that same Planning Commission to represent a client for a fee, but a
business partner of the Planning Commission member could represent the
same client for a fee.
POTENTIAL CONFLICT OF INTEREST
A potential conflict of interest exists when a public official is faced with acting,
deciding or recommending an action, and the effect of that action could be to
the private pecuniary benefit or detriment of the official, the official’s relative, or
any business with which the person or a relative of the person is associated.
Example: If the public official as an independent contractor performs services for
a business that comes before the public body upon which the official sits, a
potential conflict exists. The decisions of the public body could result in private
pecuniary benefit to the official.
CONFLICT OF INTEREST EXCEPTIONS
Actions affecting an entire class do not create a conflict of interest. In other
words, no conflict exists if the public official’s action would affect other members
of a large class of people in the same way it would affect the public official.
For example, if the City Council was voting to adopt a City-wide tax cut for retail
businesses, Councilmembers who owned retail businesses would not have a
conflict because of the exception.
However, if the Council was voting to adopt a tax cut for software companies,
and a Councilmember owned one of only three software companies in the City,
the Councilmember would have an actual conflict of interest for which the
“class” exemption would not apply. In this case, three software companies would
not be considered a large enough class to gain the exemption.
Other exceptions include the following:
1.Membership in a particular class required by law as a prerequisite to
holding office does not give rise to a conflict of interest. For example, a
commission which recommends fees for the use of certain chemicals
requires that one of its positions be filled by a representative of a
company which uses such substances. That person is not faced with
conflict when deliberating upon the amount of a fee.
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2.No conflict exists when the pecuniary benefit or detriment arises out of
unpaid membership in or membership on the board of directors of a
nonprofit corporation which is tax-exempt under section 501(c) of the
Internal Revenue Code.
METHODS OF HANDLING ACTUAL OR POTENTIAL CONFLICTS OF INTEREST
In every case in which a public official is met with an actual or potential conflict
of interest, the official must disclose the conflict. Elected or appointed officials
serving on a board or commission must publicly announce the nature of the
conflict. The conflict must be recorded in the official minutes of the public body.
A public official need only announce a conflict of interest once during the course
of the particular meeting, even though discussion or action may be interrupted.
When faced with an actual conflict of interest, a public official must, after
disclosing the conflict, refrain from participating as a public official in any
discussion or debate on the issue out of which the actual conflict arises or from
voting on the issue.
The public official should make certain that the minutes reflect that the public
official did not participate in the discussion or vote.
Rule of Necessity: If the official’s vote is necessary to meet a requirement of
minimum number of votes to take official action, then the official is eligible to
vote, but not to participate as a public official in any discussion or debate on the
issue out of which the actual conflict arises.
CAVEAT: If voting under the “rule of necessity” would violate the code of ethics
(for example, where a vote would constitute “using” the office to obtain financial
gain or avoid financial detriment), then the public official may not vote.
When faced with a potential conflict of interest, a public official must announce
publicly the nature of the potential conflict prior to taking any action thereon in
the capacity of a public official. Following the declaration of the conflict, the
official may discuss and vote on the matter.
CAVEAT: A public official may not take official action after declaring a potential
conflict of interest if such action would violate any provision of the code of ethics.
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ATTACHMENT A
MEETING AND RECORDS LAW
OREGON PUBLIC MEETINGS LAW
The Public Meetings Law, ORS 192.610-192.690, was enacted by the Oregon
Legislature in 1973 and establishes state policy the public is entitled to know how
public organizations operate. Almost all deliberations and decisions of public
bodies are open to attendance by interested persons.
The Public Meetings Law apply not only to the state, but also the cities and
counties despite any conflicts with their charters, ordinances or other rules. The
Public Meetings Law applies to meetings of the “governing body of a public
body.” A “public body” is the state or local government council, board,
commission, bureau, committee, subcommittee or advisory group.
PUBLIC MEETING
Public Meetings Law defines a meeting as the convening of any governing body
“for which a quorum is required in order to make a decision or to deliberate
toward a decision on any matter”.
QUORUM REQUIREMENTS
A quorum is reached by the presence of 51% of the number of members of the
governing body. A gathering of less than a quorum is not a meeting under the
meetings law. The law applies to committees, subcommittees and other
advisory groups that are charged by the Council with making
recommendations. The recommendations must be the result of formal votes
taken at meetings at which a quorum was present.
Before calling the meeting to order, it is the duty of the Chair to know whether a
quorum is present. If there is not a quorum, the meeting is called to order, the
absence of a quorum is announced, and the meeting either may be adjourned,
or may continue only for the purpose of discussing study session items.
Members who are present may use the time for discussion, but no action may
be taken. In the absence of a quorum, adjourning and rescheduling the meeting
is generally best practice, but there may be situations where proceeding forward
just on the study session items may be appropriate. Please confer with the staff
liaison for guidance before moving forward without a quorum.
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A VOTE FOR A DECISION MAY NOT BE TAKEN IN THE ABSENCE OF A QUORUM.
A recess may be called to provide time to call absent members in hope of
obtaining a quorum for an important meeting. A motion may be made to fix the
time to which to adjourn, which provides for a continuation of business
scheduled for the meeting. The requirement of a quorum serves to protect
against an unrepresented action taken by a small number of individuals on
behalf of the entire meeting body. Any actions taken without a quorum can be
declared null and void at the next meeting.
NOTICE OF MEETINGS
All Commission and Committee meetings will be noticed 72 hours in advance.
Staff liaisons are responsible for the noticing of meetings.
MEETING MINUTES
Minutes must be kept of all standing and ad-hoc commission and committees.
The staff liaison will either assign responsibility to a commission member or
committee member to take minutes or be responsible for the taking of the
minutes. Minutes shall include members present; motions, proposals, resolutions,
orders, ordinances and measures proposed and their disposition, results of all
votes and the vote of each member by name, the substance of any discussion
on any matter, and a reference to any document discussed at the meeting. The
City Recorder shall dictate the style of minutes the City produces.
OREGON PUBLIC RECORDS LAW
Oregon Public Records Law represents the public’s right to information. Under
these laws, the written record of public business is available to any person,
regardless of the person’s identity, motive, or need, with some important
exceptions. Thus, the basic assumption of Public Records Law is that every
document is subject to a public record request and will be disclosed. Only
records that fall under limited categories will be withheld from public disclosure.
The burden to prove the exception applies falls on the public body or public
official, not on the person asking for the record. Exceptions to Public Records Law
are known as “exemptions.” Despite the lengthy catalogue of exemptions
contained in Public Records Law, it must always be viewed in favor of disclosure,
unless the law expressly prohibits disclosure.
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Public Records Law (ORS 192.311 to 192.478) applies to all “public bodies,”
including governing bodies, officers, departments, commissions, etc. Based on
the above definition, all City Councils are subject to the Public Records Law and
the Law will by extension apply to all departments, committees and agencies of
the City.
RECORDS COVERED BY PUBLIC RECORDS LAW
Public Records Law applies to “...every state officer, agency, department, division,
bureau, board and commission; every county and City governing body, school
district, special district, municipal corporation, and any board, department,
commission, Council or agency thereof, and any other public agency of this
state.” A “public record” is “any writing that contains information relating to the
conduct of the public’s business...prepared, owned, used or retained by a
public body regardless of physical form or characteristics.” In ORS 192.311(5)(a),
“writing” is broadly defined to incorporate all formats, from handwriting to
electronic. Handwritten notes taken during Council meetings and all forms of
electronic communications including e-mails, so long as the record contains
information relating to the conduct of public business are considered public
records.
RECORDS RETENTION REQUIREMENTS
Oregon Public Records Law requires that public records must be retained as set
forth in the Secretary of State’s Record Retention Manual. This manual sets the
retention periods based on the information contained within the public record,
NOT based on the medium of the record. Nearly every record has a retention
period, ranging from one year to permanent. The City Recorder is the City’s
resource person for questions regarding retention of public records.
DISCLOSURE OBLIGATIONS AND PROCEDURES
Public Records Law requires a designated records officer and a public records
disclosure policy. The City Recorder is the City’s public records officer and has an
established policy for records requests. The records request form is available
online on the City’s website at https://ashlandoregon.gov/.
PUBLIC RECORDS EXEMPTIONS
ORS 192.345 and 192.355 outline the exemptions to Public Records Law. Section
192.501 outlines “conditional exemptions”, noting records may be withheld from
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disclosure “unless the public interest requires disclosure.” The City’s decision to
apply a conditional exemption must indicate that the need for confidentiality
outweighs the public interest in disclosure. Conditional exemptions include, but
are not limited to, records pertaining to litigation, trade secrets, criminal
investigations, personnel examinations, private business operations, real estate
appraisals (prior to acquisition or sale), employee relations or personnel
discipline actions.
ORS 192.355 lists additional conditional exemptions for records such as internal
advisory communications, information of a personal nature and confidential
submissions.
The exemptions are stated in absolute terms and do not require a balancing of
interest because the state legislature has already determined that the
confidentiality interests outweigh public disclosure interests as a matter of law.
PARLIAMENTARY PROCEDURE
Parliamentary Procedure is the basic method of conducting business. Business is
brought before an assembly by means of a motion. The Committee shall
replicate the motion format outlined in AMC Chapter 2.04.040(c), and the
general governance structure outlined by Roberts Rules of Order, Newly Revised.
BASIC PRINCIPLES
1. All members must receive a notice of the meeting no less than 72 hours prior to
the meeting through the City’s adopted noticing process
2. There must be quorum present at the meeting
If you can not attend a meeting the Commission or Committee member
will notify the staff liaison five days in advance of the meeting
Staff Liaisons will perform a quorum check three days prior to the meeting
If there is no quorum the Chair, with the assistance of the Staff
o
Liaison will determine if the meeting will be cancelled or held for
discussion purposes (no decision shall be made without a quorum)
3. There can be only one main motion or resolution before the assembly at a
time
4. Motions have a definite and logical order of precedence
5. Every member has the right to express his/her opinion fully and freely without
interruption, and must be given the opportunity to do so
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6. A question must be decided by taking a vote, decided by the majority, and
that vote becomes the decision of the assembly; a subject, once decided, may
not be presented again in the same form
7. Action cannot be taken outside the scope of the organization's object or
purpose
QUORUM
Before calling the meeting to order, it is the duty of the Chair to know whether a
quorum is present. See the Oregon Public Meetings Law Section of this handbook
for additional information regarding quorum.
MOTIONS
A motion is the means by which business is brought before an assembly. A
motion is sometimes referred to as "the question". The following steps are
essential in handling a motion.
TO OBTAIN THE FLOOR
1. Address the Chair by proper title
2. Receive recognition from the Chair
3. State the motion by saying "I move that…”
4. Another member seconds the motion
5. Chair repeats the motion and then says
"It has been moved and seconded that (motion)…Is there any discussion?"
6. Members discuss the motion
7. When discussion ceases, Chair requests the roll call
8. Chair announces the result of the vote
A motion is a formal proposal and once made and seconded, the Chair places
the question before the meeting body by restating the motion. Exact wording is
of the utmost importance in recording motions and amendments. Motions
require a second before being opened for discussion or being put to a vote. If
there was no second to the motion, the motion dies.
TYPES OF MOTIONS
Main Motion: A main motion is a motion brought before the body for its
consideration on a particular subject. Only one main motion can be considered
at a time.
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Amendment: There are three basic processes of an amendment:
(1) Insert a word or add words
(2) Strike out words or a paragraph
(3) Combine both of these.
An amendment needs a second and is debatable. It needs a majority vote to
pass. To amend a pending motion is the most widely used form of a subsidiary
motion. An amendment must be germane or closely related to the subject of the
main motion.
Second Amendment: A secondary amendment must relate to the primary
amendment and cannot introduce a totally different subject. The second
amendment must be made by motion and seconded. After discussion, Chair
takes the vote on the second amendment first; announces the vote; and
proceeds to take the vote on the primary amendment; and then takes the vote
on the main motion as amended if the amendments pass.
Previous Question: Previous question is the motion used to bring the body to an
immediate vote on one or more pending questions. It closes debate and stops
further amendment. It is out of order when another has the floor. It must be
seconded and is not debatable and non-amendable. Previous question requires
a two-thirds vote (super majority). If a motion for the previous question fails to
gain the two-thirds vote, debate continues as if the motion had not been made.
Division of the Assembly: When a member doubts the correctness of a vote
taken by voice, he or she may call for division of the assembly by calling out
“Division”. No second is needed, and the Chair must immediately take the vote
again and ask the member to either raise their hands or to rise.
Reconsider: A motion to reconsider is in order during the meeting after a motion
has been acted upon, either at the same meeting or the next meeting. It must be
made by a member who voted on the prevailing side, i.e. if a motion fails to pass,
reconsideration must be moved by one who voted against the motion. It is
debatable and requires a majority vote.
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Point of Order: When a member believes the parliamentary rules are being
violated, he or she can make a “point of order” by calling upon the Chair to
request the parliamentarian for the rule which the Chair should enforce.
Division of the Question: If a question contains more than one part, each of
which could stand as a separate question, a motion may be made to divide the
question and vote on each part separately. The motion to divide requires a
second and may be amended but is not debatable.
Lay on the Table: The motion to “lay on the table” enables the Board or
Commission to lay the pending question aside temporarily in such a way that (1)
there is no set time for taking the matter up again; and (2) its consideration can
be resumed at the will of the majority. By adopting the motion to “lay on the
table”, a majority has the power to halt consideration of the question
immediately without debate.
This motion takes precedence over all subsidiary motions. It is out of order when
another has the floor. It must be seconded and is non-debatable and non-
amendable, but it is appropriate for the maker of the motion to explain the
reasons for the motion. It requires a majority vote.
Take from the Table: When a matter is taken from the table, everything is in the
same condition as it was when laid on the table. A motion that has been taken
from the table can be laid on the table again when an unforeseen matter
requires immediate attention. If a matter is laid on the table, it remains there
until taken from the table or until the close of the next regular meeting. If not
taken up by that time, the motion dies.
To consider another motion on the same subject, it is necessary first to take the
question from the table and then move the new proposal as a substitute or to
make whatever other motion is appropriate to the cases.
Adjourn: This means to close the meeting immediately. It requires a second and
it is non-debatable and non-amendable. It requires a majority vote. Members
should not leave their seats until this motion is made. If an hour has been set by
adoption of the Board or Commission, no motion to adjourn is necessary when
the hour arrives. The Chair declares the meeting adjourned. When it appears
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there is no further business, the Chair can ask if there is any further business to
be considered, instead of waiting for a motion. If there is no response, the Chair
can say, “Since there is no further business, the meeting is adjourned.”
Fix the Time to Which to Adjourn: The object of this motion is to set the time and
place for another meeting to continue business of the session with no effect on
when the present meeting will adjourn. It is appropriate to use this motion when
there are no existing provisions for another meeting. It must be seconded and is
debatable. It can be amended and a vote on it can be reconsidered.
AMENDING A MOTION
Changing the wording of a motion is amending it. Sometimes, starting over can
eliminate the need to amend a motion. However, if the matter becomes more
complex or significant time has been spent considering alternatives, following
the rules for amending a motion ensure a fair and orderly process for making
and deciding on a comprehensive motion. The main motion and some
secondary motions can be amended. Here are some rules to remember:
The motion to amend requires recognition and a second and must be
stated by the Chair. It is debatable and may be amended. The
amendment must be voted on; then another amendment is in order, each
acted on in order. The fact that the amendment has been acted on does
not mean that the main motion is also acted on. After all amendments
are acted on, the final vote is on the main motion as amended.
If the amendment has failed to carry, it cannot be made again.
An amendment improves the main motion. The purpose is to express
more clearly and definitely the intent of the motion; therefore an
amendment cannot change one form into another.
An amendment is debatable in all cases except where the motion to be
amended is un-debatable.
An amendment is out of order if it nullifies the proposition or if it makes it
dilatory.
An amendment is out of order if it strikes out words NOT consecutive or if it
strikes out and inserts in separate places.
No amendment is in order that increases the modification of the rule to be
amended.
The word "Substitute" is used correctly when referring to a paragraph not
to a word. A completely reworded motion is a substitute.
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ATTACHMENT A
WAYS TO AMEND A MOTION
By adding words at the end
By inserting a word or consecutive words
By striking out a word or consecutive words
By striking out a word or consecutive words and inserting a word or
consecutive words
By substitution (replacing the motion with a similar motion)
Correct way to state amendment:
"I move to amend the motion by (one of the ways listed above)..."
MOTIONS NOT SPECIFICALLY CLASSIFIED
There are some motions that are not specifically classified. The ones most
commonly used are:
To make a nomination: This is a motion not formally moved, but an
assumed motion "That...be elected." A member rises and, without
recognition, says, “I nominate..." No second is required but as an assumed
motion, it is debatable.
To fill a blank: This is closely related to the motion to amend. While there
can be only one primary and one secondary amendment pending at the
same time, there are times when a number of choices would have more
advantages, such as, selecting a date, time, place, amount, number of
persons, or names, or places.
A member may move that a blank be spent for books: or a blank may be
created by a motion to strike out a date, time, place, amount, number,
names, etc. and insert a blank. If the motion to strike out and insert a blank
has carried, then any number of members may suggest, without a
second, a different date, time, amount, etc. Each suggestion can be
debated if necessary. When all suggestions have been made, a vote is
taken on the suggestions until one suggestion receives a majority vote,
then that suggestion is placed in the blank and the remaining
suggestions are not voted upon. The motion with the blank filled is then
considered.
3. Call up the motion to reconsider: If the Chair neglects to announce the
reconsideration of a motion, any member may 'call up' the consideration
by rising and obtaining the floor and saying, "I call up the motion to
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reconsider the vote taken on the motion (state the motion)..." No second is
necessary. The Chair then proceeds to state the motion by saying, "The
motion to reconsider the vote on (state the motion)...is called up. Those in
favor of reconsidering the vote on the motion will please say Aye." pause
"Those opposed will please say no." If the Ayes have it, the motion is open
to debate (if it is a debatable motion). After debate, a vote is taken on the
motion that was reconsidered.
Commission or Committee Guiding Documents
City Council Charter, Ashland Municipal Code,
Comprehensive Plan, Land Use Code
Ashland Parks & Recreation Charter, Ashland Municipal Code,
Commission Comprehensive Plan, Land Use Code
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ATTACHMENT A
Ashland Senior Advisory Committee Charter, Ashland Municipal Code,
(ASAC) Comprehensive Plan, Land Use Code
Recreation Division Advisory Charter, Ashland Municipal Code,
Committee (RDAC) Comprehensive Plan, Land Use Code
Trails Advisory Committee (TAC) Charter, Ashland Municipal Code,
Comprehensive Plan, Land Use Code
Planning Commission Ashland Municipal Code,
Comprehensive Plan, Land Use Code
Climate & Environment Policy Advisory Ashland Municipal Code, Climate &
Committee (CEPAC) Energy Action Plan (CEAP)
Historic Preservation Advisory Ashland Municipal Code,
Committee (HPAC)
Housing & Human Services Advisory Ashland Municipal Code
Committee (HHSAC)
Public Arts Advisory Committee Ashland Municipal Code
(PACC)
Social Equity and Racial Justic Ashland Municipal Code
Advisory Committee (SERJAC)
Transportation Advisory Committee Ashland Municipal Code,
(TAC) Transportation Plan
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ATTACHMENT A
ADMINISTRATION
City of Ashland Social Media Policy
Purpose:
The City of Ashland (the “City”) recognizes that social media is a valuable
communication tool. The City’s purpose in maintaining social media is to
provide an informal voice of the City - to provide news alerts and
information, and to listen to residents and visitors about issues affecting
the City.
Definitions:
1.“Social Media”: refers to interactive platforms that combine
technology and social interaction for content sharing, often in
collaboratively; any form of online publication or presence that
allows interactive communication, including, but not limited to,
social networks, blogs, Internet websites, Internet forums, and wikis.
Examples of social media include, but are not limited to, Facebook,
Twitter, YouTube, Google+, and Flickr.
2.“Authorized User”: means any employee who has received
authorization from the City Manager or the City Manager’s designee
to post city business matters on a social media platform. To ensure
a clear delineation between policy goals and information pertaining
to City operations, no Board Members are permitted to be
authorized users.
3.“Board Member”: means an elected official, including council
members, commission members, member of a board, commission,
or committee established in the City of Ashland per either code or
resolution.
4.“Personal social media account”: means a social media account
that is used by an employee, elected official or appointed
commission or committee, or Board Member exclusively for
personal purposes and is unrelated to any business purpose of the
city and is not provided for or paid for by the city.
ADMINISTRATION
20 East Main Street Tel: 541.488.6002
Ashland, Oregon 97520 Fax: 541.488.5311
ashland.or.us
ATTACHMENT A
ADMINISTRATION
5.“Confidential Information”: includes, but is not limited to, anything
that is exempted from public disclosure under any applicable state
or federal law, and specifically those exempted public records
outlined in ORS Chapter 192 (Records; Public Reports and Meetings),
which includes information pertaining to litigation or matters where
litigation is reasonably likely to occur.
Content Guidelines, What Not to do:
Only Authorized Users may create and manage official social media
accounts. Authorized Users are managed by the city manager’s office,
which includes day-to-day oversight, managing content development
and scheduling, and social media campaigns and other duties. New
social media sites or engagements created on behalf of the City must be
approved by the office of City Management and are subject to periodic
monitoring to ensure compliance and professionalism. Employees
authorized to post content on Ashland’s social media channels should
read and apply this social media policy in conjunction with any social
media guidebooks, legal updates, and/or trainings.
The City reserves the right to monitor all posts made on City controlled
social media sites and to restrict or remove content that is in violation of
this social media policy or any applicable law.
1.Record retention: Authorized Users may not post original content to
social media unless that content is preserved and retained
according to Oregon Public Records Law (see ORS Chapter 192).
2.City Prohibited Content: The following content is not permitted on
City social media.
a.Confidential information
b.Copyrighted or intellectual property that the City does not
have permission to use.
c.Offensive language, including the use of profanity, obscenities
or vulgarities.
ADMINISTRATION
20 East Main Street Tel: 541.488.6002
Ashland, Oregon 97520 Fax: 541.488.5311
ashland.or.us
ATTACHMENT A
ADMINISTRATION
d.Sexual content or links to sexual content
e.Content that is offensive and that promotes, fosters, or
perpetuates discrimination toward race, gender, ethnicity,
nationality, religion, sexual orientation, disability, or other
protected characteristic.
f.Illegal conduct or the encouragement of illegal activity
g.Information that may tend to compromise the safety or
security of the public or public services,
h.Statements promoting or opposing election petitions,
candidates, political committees or ballot measures in
violation of restrictions on political campaigning by public
employees, which includes any links advocating an election
issue. Dissemination of neutral information is encouraged.
i.Any form of harassment, bullying, or intimidation, or threats of
violence.
j.Misinformation or misleading information
k.Posting irrelevant or repetitive messages or advertisements.
l.Personnel matters regarding the Authorized Useror others.
3.Moderation Policy:The City acknowledges and respects the right to
free speech. At the same time, if the City chooses to allow for a
comment section, there are limited situations where the City has a
legitimate interest in maintaining a reasonable level of decorum on
socialmedia channels. Whereas section 2 above outlines the
guidelines for what an Authorized User can post, this section is more
restricted as it limits what citizens can comment on. If a comment
violates this policy, the comment is subject to disablement and the
commentator might be subject to a temporary block if the behavior
repeats itself.
ADMINISTRATION
20 East Main Street Tel: 541.488.6002
Ashland, Oregon 97520 Fax: 541.488.5311
ashland.or.us
ATTACHMENT A
ADMINISTRATION
The Authorized User must consult with the City’s legal department in
the moderation of comments. The following comments are
prohibited:
a.Threats of imminent violence or call to act illegally
b.Defamation. A statement of opinion is not defamation.
Defamation is generally defined as a false assertion of fact
that damages a person’s reputation.
c.Content that is profane, obscene, or pornographic
d.Personal identifiable information not meant to be public, such
as someone’s home address, phone number, or social
security number.
e.Copyright violations. Content that infringes on copyright,
trademarks or the intellectual property of others (not
including links to).
f.Malware.
g.Solicitation content.
h.Disruptive, repetitive, or off-topic comments
i.Content that perpetuates discrimination on the basis of race,
religion, ethnicity, age, or gender.
Additionally, the City does not intend to create a public forum on
social media and reserves the right to disable comments for certain
posts where it is not seeking engagement or where the nature of
the posts might jeopardize public meeting laws.
Before deleting any comment, the City, through the Authorized User,
will take the following actions: (1) determine whether or not the
comment is protected speech, with consultation of the City
Attorneys office; (2) save a copy of the comment; (3) notify the
poster that their comment violates City policy; (4) provide the
poster with a copy of the City’s policy, a copy of their comment and
a brief explanation for why their comment was deleted.
ADMINISTRATION
20 East Main Street Tel: 541.488.6002
Ashland, Oregon 97520 Fax: 541.488.5311
ashland.or.us
ATTACHMENT A
ADMINISTRATION
The Authorized User should use the following disclaimer for social
media platforms where the comments are enabled: Comments
posted to this page will be monitored. The City reserves the right to
remove inappropriate comments, as defined in the City of Ashland
social media policy. Comments posted to this site by a user other
than the City represent the views of that user only and do not
reflect the policies of the City. The City takes no responsibility and
assumes no liability for comments made by third parties on the
City’s social media sites. The City does not support or endorse
comments made by users other than the City.
Content Guidelines – What to do!
1.Ashland Branding: In order to properly identify the City to its citizenry
for the long-term goal of building community trust and spirit, all
accounts must use official City branding, font requirements, and
(when possible) include relevant City contact information.
2.Accuracy, Transparency, and Professionalism: Ensure all information
shared is accurate, timely, and relevant to the community. Strive to
ensure that content is void for any spelling, grammar, or citation
errors. If an error is mistakenly posted, the Authorized User should
quickly make any correction or clarification as needed.
Personal use of social media:
Only Authorized Users are allowed to use social media on behalf of
the City in management-approved sites. Board Members (as defined),
employees, elected officials and commission and committee members
should not use their personal social media accounts to speak on the
City’s behalf.
For those Board Members who want to comment on City business,
the best approach is to keep two accounts entirely separate – one private
and one public. For the public account, the Board Member should know
ADMINISTRATION
20 East Main Street Tel: 541.488.6002
Ashland, Oregon 97520 Fax: 541.488.5311
ashland.or.us
ATTACHMENT A
ADMINISTRATION
that the public account is subject to the First Amendment and should
either disable comments altogether or be extremely cautious in
moderating content (i.e. restricting comments/blocking people). If a
Board Members has a public page, posters are granted some degree of
First Amendment protections and moderating content on a public page
may open the Board Member to a First Amendment claim.
If an employee, Board Member, elected official, commission or
committee member mentions City goings-on on their personal social
media, that person should be clear their opinions are their own and that
they do not represent the City or City business. See Lindke v. Freed, 601 US
187 (2024).
Here are some ways to keep clear that a private account of a Board
Member does not represent the City:
Include a disclaimer that comments are personal only and do not
reflect the City.
Do not include official City contact information on a personal page
Do not make any City business announcements on a personal page
that would normally be presented in a public meeting.
If comments it is difficult to keep comments at a minimum on a
personal page, consider a public page.
Public Meetings:
Board Members are encouraged to not communicate with another Board
Member on social media regarding substantive board matters within the
jurisdiction of the board. Simultaneous postings, comments, or tweets by
a quorum of Board Members on the same subject within a certain time
frame may constitute a serial communication and violate Oregon’s public
meeting law.
ADMINISTRATION
20 East Main Street Tel: 541.488.6002
Ashland, Oregon 97520 Fax: 541.488.5311
ashland.or.us
ATTACHMENT A
ADMINISTRATIVE POLICY
LAST MODIFICATION: May 14,2012
Policy No.
2006.10.19
ORIGINATING DEPARTMENT:
Administration
SUBJECT:
Electronic Media & Technology Usage Policy
PURPOSE:
The purpose of this policy is to establish policy
electronic processing and communication systems; to establish an understanding of acceptable uses;
to protect information generated by or stored on any computer or communication system; and to protect
STATEMENT OF POLICY:
Technology is a business tool to be used in accordance with generally
accepted business practices, current laws, and consistent with other applicable City Policies. All
technology systems (computers and communication systems) furnished by the City are owned by the
City of Ashland.
Any user who is unclear about what is or is not permissible may contact the Information Technology
Director for clarification. If unsatisfied with an interpretation, the user may seek an opinion from the City
Attorney, City Administrator or Human Resource Director.
As technology advances, the City will increasingly rely upon electronic resources in conducting its
business. Employees have access to multiple forms of electronic media and technology systems
(computers, e-mail, telephones, radios, voice mail, fax machines, on-line services and the internet) to
assist in the performance of their official duties.
The City encourages the responsible use of electronic media because information technology makes
communication more efficient and effective. Information technology also serves as a source of valuable
information about government, vendors, customers, new products or services. With the rapidly
changing nature of electronic media, this policy cannot establish rules to cover every possible situation.
electronic media and services.
SCOPE:
This policy applies to all users of Electronic media and/or communication systems including
but not limited to employees, elected officials, appointed officials, contractors, consultants, and other
non-employees that use this equipment. The City Electronic media system includes all city owned or
city purchased computer terminals (whether network or individual), software and hardware (CPU's,
memory devices and storage devices), copiers, printers, fax machines, hand-held data or computing
devices, cellular phones and devices, office telephones, etc. For purposes of this policy an electronic
record or communication includes any data or information in any form processed or stored within the
City Electronic Information Processing System whether generated directly or indirectly.
ATTACHMENT A
ADMINSTRATIVE POLICY 2
Electronic Media & Technology Usage Policy
Further simplified, this policy applies to all electronic media and services which are:
Accessed on or from City premises
Accessed using City electronic media equipment, or via City-paid access methods and/or
Used in a manner which identifies the individual with the City.
This policy DOES NOT apply to data transmissions made by customers of the Ashland Fiber Network
who are acting in their private capacity and who, other than the use of City equipment installed solely
because they are a customer of Ashland Fiber Network, are not otherwise using City owned or City
purchased equipment.
GUIDELINES:
1.
Limited personal use is
City services and shall be professional and business-like in nature.
allowed provided that it meets the guidelines set forth herein
. Employees must
demonstrate personal responsibility to ensure that limited personal use does not impact their job
performance or the efficiency of City services. Abuse of this privilege will result in appropriate
disciplinary action. Computer and communication systems may not be used for any purpose or
reason that may violate City policy, local, state, or federal laws, public policy, or other
inappropriate purposes, including but not limited to:
a. -Harassment and Discrimination policies, including
but not limited to transmitting, retrieving, viewing or storing communications or images
that are discriminatory or harassing in nature, or which are derogatory to any individual
or group, or which are obscene or pornographic in nature, or which are defamatory or
which use coercion to obtain a response.
b. Conducting non-City related business which results in personal financial gain or
advantage.
c. Unauthorized soliciting or proselytizing others for commercial ventures, religious or
political causes or other non-City business related matters.
d. Disrupting or threatening to disrupt the efficient operation of City network and/or
connected systems (for example, sabotage or introducing a computer virus);
e. Overloading the efficient operation of City network and/or connected systems (for
example, instant messenger, Internet radio, etc.);
f.
files or activities for the purpose of idle curiosity or obtaining data or information that has
no business-related purpose; and
g. Forging of any City computer or communication systems file, log, messages, or
recording.
ADMINISTRATION/PERSONNEL Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 3
Electronic Media & Technology Usage Policy
h. The email system shall not be used to plan for or coordinate work slowdowns or strikes,
or to incite employees or otherwise disrupt the work environment.
i. The email system shall not be used for campaigning for union issues or running for
office.
j.
2. Unauthorized installation, removal, or altering of any software/hardware may be a violation of
copyright law, City policy or procedure and as such is prohibited. Such actions could result in
criminal prosecution and/or disciplinary action in accordance with City rules and regulations.
3. No City-owned or authorized hardware or software may be borrowed, copied, or transferred
without prior approval from the IT Director.
4. No privately owned devices may be connected to the City's system without the authorization of
the person's department head or the City Administrator.
GENERAL USE OF E-MAIL SYSTEM:
1. Whenever a City Official or Employee possesses "confidential" information, the Official or
Employee has an obligation to take all reasonable and necessary steps to protect the
confidentiality of the information, and minimize the likelihood of inadvertent transmission of the
confidential information to unintended recipients. If an Official or Employee has any question
regarding the implementation of this section, contact the City Attorney's office. Once it has
been determined that the transmission is confidential under Oregon public records law, the
subject line should contain the word
The body of the email should read:
The content of this email transmission (and attachments if appropriate) is confidential
under the provisions of Oregon Public Records law (list the specific ORS citation that
addresses confidentiality whenever possible). It is intended to help the recipient(s) in
their work on behalf of the City of Ashland. Recipients should not disclose or forward
this email unless authorized by the sender. If you have questions about the
confidentiality of this message, please contact me at (541) XXX-XXXX. Thank you."
The message will include the appropriate City or Departmental phone number.
2. No employee shall attempt to disguise the origin of any E-Mail, unless authorized by the Chief of
Police for a criminal investigation.
3. -Mail unless authorized
by
City Administrator.
4. State and federal law prohibit the electronic transmission of social security numbers over the
internet unless the connection is secure or the Social Security number is encrypted except
under certain limited exemptions. Social Security numbers should not be transmitted unless the
ADMINISTRATION/PERSONNEL Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 4
Electronic Media & Technology Usage Policy
5. Any Employee who discovers potential criminal activity involving the use of any E-Mail shall
immediately report the activity to the Employee's supervisor. The supervisor shall immediately
report the activity to their department head, who shall report the activity to the Human
Resources Department or City Attorney.
6. E--mail system are a representation of both the City and
the composer. As such, they will be composed in a professional manner and will not include
personalization such as non-app-art, etc.
All e-mails will include the following message at the end of the e-mail:
"This email transmission is official business of the City of Ashland, and it is subject to Oregon
Public Records law for disclosure and retention. If you have received this message in error,
please contact me at (541) XXX-XXXX. Thank you." The message will include the appropriate
City or Departmental phone number.
PERSONAL, PRIVILEGED AND CONFIDENTIAL INFORMATION:
All employees at one time or another may receive, or have reason to access personal, privileged and/or
confidential information. That information may concern other employees, City of Ashland operations,
other organizations and or patrons with whom we do business. This information may include
information such as employee phone number, social security number, salary, benefits, address, etc.
Everyone covered by this policy carries the obligation of ensuring that this information remains
confidential and is not disclosed, even to other City of Ashland employees. This is true regardless of
whether you are actively employed, on leave or employment with the City of Ashland terminates for any
reason. Employees who disclose such sensitive information will be disciplined accordingly.
If your employment with the City of Ashland terminates, for any reason, you must promptly return to the
City of Ashland all confidential documents and other materials in your possession. You are not
permitted to retain copies of any such documents or materials.
All work performed or created within the scope of your employment with the City of Ashland is the
intellectual property of the City. Any information obtained through the course of employment (business
information, trade secrets, etc.) may not be shared even upon termination of employment. Employees
who disclose such sensitive information will be disciplined in accordance with City Rules and
Regulations and/or criminal prosecution.
RESPONSIBILITIES:
The IT Department
1. (with input from the City Attorney), shall:
a. Interpret licensing and copyright requirements for hardware and software used by the City of
Ashland;
b. Purchase, install, and uninstall all software and hardware;
c. Store all original software media.
ADMINISTRATION/PERSONNEL Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 5
Electronic Media & Technology Usage Policy
The IT Director
2. in collaboration with user departments shall:
a. Establish and maintain policies and procedures for computer and communication system
security, privacy and use;
b. Develop and maintain, in collaboration with departments, an information technology
strategic plan that will guide future investments in technology.
c. Approve all hardware and software for use on City-owned technology systems;
d. Ensure compliance of copyright and licensing requirements;
e. Make information available to users regarding computer and communication system
security, privacy, and use; and
f. Ensure that scheduled backups and purges of all essential data files are completed in
accordance with the City of Ashland
Department Heads
3. shall:
a. Ensure that all employees under their direct supervision comply with all policies and
procedures regarding technology and communication system use;
b. When timing is appropriate, initiate account deletion after an employee leaves:
c. Immediately notify IT when an employee changes job responsibilities so that their
computer software load can be reevaluated and changed if needed.
All City Employees or users
4. of City electronic media and/or communication systems shall
comply with the provisions of this policy, and shall take all reasonable precautions to protect
from illegal copying, downloading, theft, or other abuses of City-owned hardware and software.
New employees shall be made aware of this policy as a part of their orientation and will be
asked to sign an acknowledgement form indicating they have read and understand the
information.
SECURITY:
1.
communication system shall be assigned a user name and password for security purposes.
While this cannot guarantee privacy, confidentiality or data security, it is an important
component of the City's overall system protection. Technology users are responsible for all
computer use under their user name and shall maintain the confidentiality of their password.
Passwords must not be shared. Passwords control access to files, register a permanent record
of the entries made, and are the means by which users are held accountable for their system
entries. If a user suspects his/her password has been compromised, they should call the IT Help
Desk for assistance
ADMINISTRATION/PERSONNEL Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 6
Electronic Media & Technology Usage Policy
2. Information Technology staff may require a user to temporarily change their password for
installation, diagnostic, repair, replacement, upgrade, or maintenance purposes. Once
completed, the user is to immediately change it back to a unique and secure password.
3. Computers will be locked via the operating system, either manually, each time users leave their
desks for any period of time, or automatically, using a password protected screen saver.
Computers should be shut down at the end of each workday. This helps to protect the security
of the system from unauthorized use.
4. Users will ensure that all computer assets (computers, monitors, laptop computers, printers, etc)
that are assigned to or regularly used by them are maintained and used in a manner consistent
with their function and such that the possibility of damage and/or loss is minimized.
5. Computer equipment will not be removed from City premises without the prior authorization of
the IT Director or Department Head except for portable equipments such as laptops or PDAs
assigned to the individual employee.
6. Whenever possible all portable computing equipment (laptop computers other handheld
computers etc.) will be maintained under the direct supervision of the user that they are issued
to. The equipment must never be left unattended in locations such as airports and hotel lobbies.
When equipment must be left unsupervised, it must be made as inconspicuous as possible (i.e.
do not leave the computer sitting on the seat of an unattended vehicle). Wherever practical, the
computer shall be secured with the supplied security device(s).
PRIVACY:
No employee has a personal right toprivacy to any information stored or created on the
1.
,butnot limited to email.
2. The City reserves the right, with Department Head approval, to enter, search, monitor, copy, or
retrieve any information, including but not limited to, stored or deleted files, records, voice and
text messages, faxes, internet logs, and audio from any computer or communication system
without notice. Should such action be warranted, Human Resources shall be notified
immediately by the Department Head.
3. Information received or transmitted by any computer or communication system, whether deleted
or not, may be logged, recorded, or otherwise monitored and is subject to disclosure based on
the provisions of Oregon Public Records Law and/or approval of the City Administrator or City
Attorney.
RECORDS MANAGEMENT:
1. Routine e-mail messages are not intended to be retained as public records in the ordinary
course of City business. Preliminary drafts, notes, or interagency or intra-agency memoranda
that are not retained by the City in the ordinary course of business are exempt from disclosure
as public records, provided that the public interest in withholding those records outweighs the
public interest in disclosure.
ADMINISTRATION/PERSONNEL Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 7
Electronic Media & Technology Usage Policy
2. -mail messages that are more than
60 days old will be electronically purged by IT from the e-mail server on a weekly basis, whether
deleted by the user or not. E-mail messages that are required to or intended to be retained for
long-term storage will either be e-le:
doej@laserfiche.ashland.or.us) or placed in the appropriate subject file in hard copy. Such e-mail
records unless exempt from disclosure under other applicable provisions of the Public Records
Act (e.g., personnel files, attorney-client communications, deliberative process etc.). Some
examples of documents that would constitute public records and be required to be retained
include, but are not limited to:
a. Complaints received from the public and responses thereto.
b. Any email which is evidence of any official action taken as part of assigned job duties
i.e. granting an extension of time to perform some required task, notifying someone of
deficiencies in an application or other filing, approving a change order or extra work;
giving notice of a meeting or event;
c. Comments received from a citizen regarding a matter that is scheduled before the
council for a public hearing where the person is unable to attend and has requested
those comments be retained as part of the record, or where council, or other board or
commission member, is required to disclose such ex-parte communication.
Any questions as to whether a document is required to be retained under Oregon Public Records
Law should be directed to the City Recorder or the City Attorney.
By default, sent e-mail messages are electronically purged weekly from the e-mail server on the
60th day after they are sent.
By default, deleted e-mail messages are electronically purged weekly from the email server on the
th
7day after they are deleted. Employees may elect to set their computers to electronically delete
deleted emails when they log out of the system each day.
Voicemail messages are electronically deleted on the 30th day after receipt.
SUPPORT:
Information Technology and Computer Services support is available by calling (541) 552-2400.
VIOLATIONS:
1. Violation of any provision in this policy will be reviewed on a case-by-case basis and may result in
revocation of privileges, discipline in accordance with City Policies.
2. Failure on the part of any elected official, contractor, consultant, or non-employee to comply with
the provisions of this policy will constitute grounds for revocation of privileges, termination of their
contract.
ADMINISTRATION/PERSONNEL Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 8
Electronic Media & Technology Usage Policy
ADMINISTRATION/PERSONNEL Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ATTACHMENT A
ATTACHMENT A
ATTACHMENT A
ATTACHMENT A
ATTACHMENT A
ATTACHMENT A
ATTACHMENT A
ADMINISTRATIVE POLICY
LAST MODIFICATION: May 14,2012
PolicyNo.
2007.10.09
ORIGINATING DEPARTMENT:
Administration
SUBJECT:
Workplace Violence Prevention Policy
PURPOSE:
olicy as it relates to hazards of workplace violence or
aggression, prevention and related retaliation in the workplace.
STATEMENT OF POLICY:
Each individual who works for the City of Ashland has the right to work in a professional atmosphere
that promotes equal opportunities within a safe environment and prohibits workplace violence or
aggression. At the City of Ashland violence or aggression in the workplace is unacceptable and will not
be tolerated.
Most important is the safety and security of our employees. Threats, threatening behavior, or acts of
violence against employees, visitors, guests, or other individuals by anyone on City of Ashland property
will not be tolerated. Violations of this policy will lead to disciplinary action which may include dismissal.
Definitionof Workplace Violence
To ensure a safe workplace and to reduce the risk of violence, all employees of the City of Ashland
should review and understand all provisions of this workplace violence policy. For purposes of this
policy, workplace violence is defined as violent acts that result in substantial physical or emotional
harm:
(1) Any physical assault, threatening behavior or verbal abuse occurring in the workplace by
employees.
(2) Threats and threatening behavior are physical, verbal, or written acts that express or are
perceived as expressing, intent to cause physical or psychological harm, or both, against an
individual or individuals, or cause damage to property.
(3) Violence or violent behavior is the actual carrying out of threatening behavior.
Please note that even unwelcome conduct of such a nature that occurs off-duty can violate our policy, if
that conduct has the purpose or effect of creating a hostile or offensive work environment or
e. Also, unwelcome conduct by
employees, etc., violates our policy against harassment, if that conduct creates an offensive work
environment for you or unreasonably interferes with your work. Consequently, even this type of conduct
should be reported as described below.
ATTACHMENT A
ADMINSTRATIVE POLICY 2
Workplace Violence Prevention Policy
Examples of workplace violencemay include, but are not limited to:
Injuring another person physically
Engaging in behavior that creates a reasonable fear of injury to another person
Engaging in behavior that subjects another individual to extreme emotional distress
while on city premises or engaged in city business
Intentionally damaging property
Psychological trauma such as threats, threatening to injure an individual or to damage property
Committing injurious acts motivated by, or related to, domestic violence or sexual harassment,
obscene phone calls
Retaliating against any employee who, in good faith, reports a violation of this policy
Definition of other types of inappropriate behaviors in the workplace
Other types of inappropriate workplace violence that are prohibited by this policy are defined to include
indicators that increase risk of violent behavior.
(1) Unwelcome name-calling, obscene language, and other abusive behavior;
(2) Physically touching another employee in an intimidating or threatening manner.
Examples of potentially violentbehavior include, but are not limited to:
Direct or veiled threats of harm;
Intimidating, belligerent, harassing, bullying, or other inappropriate and aggressive behavior;
Numerous conflicts with supervisors and other employees;
Bringing a weapon to the workplace, brandishing a weapon in the workplace, making
inappropriate references to guns, or fascination with weapons;
Statements showing fascination with incidents of workplace violence, statements indicating
approval of the use of violence to resolve a problem, or statements indicating identification with
perpetrators of workplace homicides;
Statements indicating desperation (over family, financial, and other personal problems) to the
point of contemplating suicide;
Drug/alcohol abuse; and
Extreme changes in behavior
ADMINISTRATION /HUMAN RESOURCES Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 3
Workplace Violence Prevention Policy
Determining Risk Factors for Workplace Violence
Type ICriminal Act:
This type of violence involves verbal threats, threatening behavior or
physical assaults by an assailant who has no legitimate relationship to the workplace.
Type IIRecipient of Service
: The person causing the violence is either a recipient or object of
a service provided by via the workplace. He/she is a current or former client or
customer.
TypeIIIEmployment Relationship
: The person has an employment-related involvement with
the workplace. This can either be someone who has a direct relationship, a current or
former employee, or someone who has a relationship to a current or former employee.
Dissemination of Policy
This policy will be disseminated to all employees, supervisors, and elected officials, and its existence
will be displayed prominently at the place of employment. All employees are responsible for knowing of
its existence and substance, and of their responsibility for compliance. Additionally, all supervisors and
managers are responsible not only for knowing of its existence and substance, but for compliance and
enforcement of the policy. The Human Resource Department will be available to answer all questions
about the policy, or its implementation.
Individuals Covered Under the Policy
The prohibitions outlined in this policy cover all individuals in the workplace (all employees, supervisors,
elected officials and contractors working on-site and/or interacting with employees). City of Ashland will
not tolerate, condone or allow harassment or discrimination, whether engaged in by fellow employees,
supervisors, customers, or other non-employees who conduct business with the City. The City
encourages reporting of all incidents of harassment which create an offensive work environment or
.
ADMINISTRATION /HUMAN RESOURCES Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 4
Workplace Violence Prevention Policy
Employee Responsibilities
Each employee is responsible for assisting in the prevention of workplace aggression and/or violence
through the following acts by refraining from participating in, or encouraging the following actions.
Employees will report acts of workplace violence to their supervisor or Human Resources:
Unwelcome name-calling, obscene language, and other abusive behavior.
Intimidation through direct or veiled verbal threats.
Throwing objects in the workplace regardless of the size or type of object being thrown or
whether a person is the target of the thrown object.
Physically touching another employee in an intimidating, malicious, or sexually harassing
manner which includes such acts as hitting, slapping, poking, kicking, pinching, grabbing,
pushing, etc.
and fist-shaking.
Manager andSupervisor Responsibilities
Each manager and supervisor will be responsible for preventing acts of prohibited workplace violence
and aggression, these responsibilities includes:
(1) Monitoring the work environment on a daily basis for signs that workplace violence or
aggression may be occurring;
(2) Counseling all employees on the types of prohibited behavior, and the procedures for reporting
and resolving complaints of workplace violence or aggression;
(3) Stopping any observed acts that may be considered violence or aggression and taking
appropriate steps to intervene, whether or not the involved employees are within the line of
supervision;
(4) Taking immediate action to limit the work contact between the employees where there has been
a complaint of workplace violence or aggression pending investigation;
(5) Enforcing non-retaliation prohibitions, including conducting follow-up contacts with employees
who report workplace violence or aggression to ensure that no retaliation has occurred and
transmitting documentation of such contacts to the Human Resources Manager;
(6) Promptly reporting any incidents of potential workplace violence or aggression to Human
Resources and complying with any directives or guidance issued by the Human Resources
Director, Department Head or the City Administrator with regard to investigatory roles and other
enforcement responsibilities; and
(7) Cooperating with workplace violence or aggression and retaliation investigations
.
Each manager or supervisor shall assist any employee who comes to him or her with a complaint of
workplace violence or aggression by documenting and promptly filing a complaint with the Human
Resources Department.
ADMINISTRATION /HUMAN RESOURCES Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 5
Workplace Violence Prevention Policy
Reporting a Complaint
Employees who feel they have been subject to workplace violence or aggression are encouraged to
politely but firmly confront the offending employee and ask the person to stop the behavior. If the
violence or aggression continues, or if the employee believes some employment consequence may
result from the confrontation, or if the employee is not comfortable confronting the offender, the
employee should go to his or her supervisor, Department Head, Human Resources Department, or the
City Administrator. However, employees may file a complaint with staff as stated below. The employee
may also have a representative present. The following steps have been established for filing and
handling complaints of any employee based on alleged acts of workplace violence or aggression:
(1) Any employee may file a complaint by communicating directly with his/her supervisor,
Department Head, Human Resource Director, or the City Administrator. Multiple options for
presenting a complaint are made available with the intent of giving the employee the
opportunity to select a person with whom he or she feels comfortable.
An employee may file a complaint orally by meeting in person with the City Administrator, or by
acknowledged in writing within 15 days of receipt of the complaint.
(2) will proceed with an investigation. Investigations
may be conducted by the City Administrator, the Human Resources Manager or another
person, as designated by the City Administrator. Confidentiality will be maintained as far as the
City determines it is practicable.
If the employee who has been accused of violating the workplace violence policy wishes to
have a representative present at any discussion between the employee and the City
Administrator or person designated by the City Administrator to conduct the investigation, the
(3) On the basis of the facts developed, the City Administrator or person designated by the City
Administrator to conduct the investigation will render a decision in writing as soon as possible
after completion of the investigation. The decision shall state whether or not there is a finding of
either discrimination, harassment or retaliation, as appropriate based on the nature of the
complaint. The results of the investigation will be shared with the person complaining and the
person(s) accused, as determined appropriate by the City Administrator.
Investigating the Complaint
Confidentiality
Any allegations of workplace violence or aggression brought to the attention of the City will be promptly
investigated. Confidentiality will be maintained throughout the investigatory process to the extent
practical and appropriate under the circumstances.
ADMINISTRATION /HUMAN RESOURCES Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ADMINSTRATIVE POLICY 6
Workplace Violence Prevention Policy
Investigation Process
In pursuing the investigation, the investigator will try to take the wishes of the complainant under
consideration, but will thoroughly investigate the matter, keeping the complainant informed as to the
general progress of the investigation.
All employees can be assured that such complaints will be taken seriously and will be investigated and
dealt with as discreetly as possible. All employees are required to fully cooperate with workplace
violence or aggression investigations. All employees are further required to provide truthful information
Failure to do so will subject an employee to disciplinary action, up to and including termination.
If the investigation determines that any employee was involved in workplace violence or aggressive
behavior toward another individual in the workplace, (including employees, elected officials, contractors
and managers) they will be subject to disciplinary action up to and including termination.
No retaliation
Retaliation is against the law and will not be permitted at the City of Ashland. This includes retaliation
against employees who file a workplace violence or aggression complaint, or assist in investigating
workplace violence or aggression charges, or who report violent behavior directed at persons other
than the employee. This policy also prohibits retaliation against employees who complain that they are
victims of employment related violence. Any employee found to have engaged in retaliatory action or
behavior will be subject to disciplinary action, up to and including termination.
ADMINISTRATION /HUMAN RESOURCES Tel: 541-552-2110
20 East Main Street Fax: 541-488-5311
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
ATTACHMENT A
ATTACHMENT A
ATTACHMENT B
April 2025
HPAC Review Board
Meet at 3:00pm - Lithia Room
Every other week
**Staff to email if there is anything to review on the off weeks**
DATE COMMITTEE MEMBERS ATTENDING
April 3rd Repp Brouillard Emery
April 17th Whitford Scharen
ATTACHMENT C
Commercial Renovation and Site improvement
500 A Street
Ashland,OR97520
Feb 6, 2025
Planning Application Submittal Findings of Fact Site Design Review approval for tenant
improvement and site improvement
ADDRESS: 500 A St, Assessors Map 39 1E 09 AB Tax Lot 5500
Zoning: E-1 Employment District
Owner Architect
Jory Kaplan Carlos Delgado
452 Strawberry Lane Carlos Delgado Architect LLC
Ashland, OR 97520 200 Clear Creek Drive, Ste C
530.510.0383 Ashland, Oregon 97520
541 552 9502
Landscape Architect and Planning
Piper von Chamier
Terrain Landscape Architecture
310 Oak Street
Ashland, OR 97520
541.500.4776
ATTACHMENTS
Project Narrative & Findings(8.5 x 11)
Appendix 1_Photos and images proposed façade w/material and color submittal (8.5x11)
A0.1_Architectural Site Plan with Planning Summary and Building Code data (11x17)
A2.1_Exterior Elevations (11x17)
A2.2_Exterior Elevations (11x17)
A3.1_Exterior Elevation facade sections (11x17)
L0.1_Tree Removal and Protection Plan
L1.0_Landscape Plan
L1.1_Roof Top Plan
L3.0_Grading and Drainage Plan
L4.0_Planting Plan
L6.0_Precedents and Concept Renderings
Ashland / Port Orford Oregon | 541.552.9502
ATTACHMENT C
Commercial Renovation and Site improvement
500 A Street
Ashland,OR97520
Project Description
The proposal seeks to allow for the improvement of a 1989 2 story non-historic/non-
contributing masonry and wood-framed building of 6,204 SF.
The proposal to use the property as a business use. For efficiency of construction the majority
of the proposed changes and improvements to the façade were submitted previously to this
application and approved by the planning department. This application completes the
remainder of the proposed improvements to the landscape and architectural improvements to
the exterior including a new exterior stairway, architectural awnings, and a secondary entry
arbor. There will be no substantial alterations to the exterior of the structure or the functions of
the property that would be impacted by the proposed use.
A tree removal permit will be necessary to remove one Cedar tree directly adjacent
to the existing parking lot. This is a volunteer Cedar tree and it lies within the footprint of the
new grading and walls. Several new site trees are proposed and graphically represented per
the landscape plans included in this submittal. One Cedar will be retained and protected on
the south side of the existing building. Three existing Liquidambar trees will be retained and
protected along the sidewalk of 4th and A Streets. New street trees will be planted along 4th
Street where the existing curb cut will be removed and replaced with curb, sidewalk, and park
row.
The existing asphalt parking lot, which is currently sloping to the building, will be removed and
regraded to direct the water flow away from the buildings. The parking area will be replaced
with an outdoor paved and decomposed granite courtyard, including new concrete seat walls,
corten steel retaining walls, new plantings, trees, and paved spaces for gathering. A perimeter
fence will be included in the design to secure the courtyard during closed hours and to provide
a sense of privacy from the surrounding streetscape.
Ashland / Port Orford Oregon | 541.552.9502
ATTACHMENT C
Commercial Renovation and Site improvement
500 A Street
Ashland,OR97520
EXISTING Property Description
The subject property is property is a 7,032 square foot lot that was platted as part of the
Railroad Addition Subdivision. The lot has and existing 2 story structure: 75-feet of frontage on
A Street, 13 feet of frontage on the corner intersection of A and Fourth Street, and 21 feet of
frontage on Fourth Street. There is a single story structure of 60 feet frontage setback 48 feet
proposed to the massing on the building.
Required Findings addressing the following Ashland Land Use Ordinance Sections
18.4.2.020 Site Design Review
B. Overlay Zones Historic District Overlay
18.4.2.040 C. Detailed Site Review Zone
18.4.2.050 Historic District Development
B. Historic District Design Standards.
18.4.4 Landscape, Lighting, and Screening
18.4.5 Tree Preservation andProtection
18.4.6 D. City Facilities
18.4.8 Solar Access
18.5.7 Tree Removal Permits
Ashland / Port Orford Oregon | 541.552.9502
ATTACHMENT C
Commercial Renovation and Site improvement
500 A Street
Ashland,OR97520
18.4.2.020 Site Design Review
B. Overlay Zones Historic District Overlay
Height:
No changes to the existing building height are proposed
Scale:
No changes to the existing building scale are proposed
Materials:
The design with the cement stucco finish is intended to have a sense of solidity and
complement the existing concrete building but not mimick the pattern of block but rather
complement the block by proposing a cementitious surface of stucco for the improvement of
the entry and elements to break up the linearity of the facade. The window openings will
express depth of the new façade as well as complement the masonry openings in the existing
building.
Mass:
The mass has no changes proposed
Roof:
No changes to the existing roof are proposed.
Base or Platform:
No changes to the existing base are proposed
Form:
No changes to the existing form are proposed
Additions:
No additions are proposed except for articulating arbors and entry accentuation
National Listing:
N/A the building is not included in the National Listing.
Ashland / Port Orford Oregon | 541.552.9502
ATTACHMENT C
Commercial Renovation and Site improvement
500 A Street
Ashland,OR97520
18.4.2.050 C. Detailed Site Review Standards.
1.Orientation and Scale:
a.Developments shall have a minimum FAR of 0.50.
The proposed FAR will be the same as existing FAR of 0.88 (6,204 SF / 7,032 SF)
b. Building frontages greater than 100 feet in length shall have offsets, jogs, or have
other distinctive changes in the building façade.
The longest frontage on the building is 63 feet along the northern frontage on A
Street with a 14 foot diagonal frontage on the corner connecting to Fourth Street.
Currently there is an offset entry on the far east end of the A street frontage on the
first floor that will be replaced with a window and wall but expressed with a
material change. Compensating for this will be an improvement for a clearly
delineated entry on the corner with a 2 ft min offset and accentuated material
change.
c. Any wall that is within 30 feet of the street, plaza, or other public or common open
space shall contain at least 20 percent of the wall area facing the street in display areas,
windows, or doorways. Windows must allow view into working areas, lobbies, pedestrian
entrances, or display areas. Blank walls within 30 feet of the street are prohibited. Up to
40 percent of the length of the building perimeter can be exempted for this standard if
oriented toward loading or service areas..
The existing street frontage along A Street and 4 th Street contains 42% windows
and doors on the wall area. The proposed renovation is an improvement of
enlarging the upper story windows resulting in a 47% area of windows on the
frontage.
d. Buildings shall incorporate lighting and changes in mass, surface or finish to give
emphasis to entrances.
The existing corner entry at the intersection of A Street and 4 th street is proposed
to be improved by accentuating the corner entry with a change in material,
massing, and lighting. this has been previously approved by Historic Preservation
Advisory Committee under separate permit.
e. Infill or buildings, adjacent to public sidewalks, in existing parking lots is encouraged
and desirable.
The existing parking lot will be infilled with a landscaped courtyard, including new
planting areas, trees, circulation nodes, and exterior gathering areas.
f. Buildings shall incorporate arcades, roofs, alcoves, porticoes, and awnings that protect
pedestrians from the rain and sun.
There is a proposed new awning over the entrance door at 4th street, in addition
to a trellis system along the frontage of the building parallel to 4th street.
Ashland / Port Orford Oregon | 541.552.9502
ATTACHMENT C
Commercial Renovation and Site improvement
500 A Street
Ashland,OR97520
2. Streetscape.
a. Hardscape (paving material) shall be utilized to designate areas. Sample
materials could be unit masonry, scored and colored concrete, grasscrete, or
combinations of the above.
Portions of the concrete sidewalk adjacent to the existing mature street trees ( one
tree on 4th Street and two trees along A Street) will be removed and replaced with
decomposed granite, similar to the surrounding streetscapes, to allow for more
permeable paving at the trees roots. Along 4 th Street, the existing wide curb
cut will be removed and replaced with a smaller standard wide curb cut. A new
curb, street trees, and tree wells are proposed along 4th Street where the existing
curb cut will be removed, See landscape plans for the extent of concrete removal,
curb cut replacement, and proposed to new street trees and paving.
b. A building shall be set back not more than five feet from a public sidewalk unless the
area is used for pedestrian activities such as plazas or outside eating areas, or for a
required public utility easement. This standard shall apply to both street frontages on
corner lots. If more than one structure is proposed for a site, at least 65 percent of the
aggregate building frontage shall be within five feet of the sidewalk.
N/A no changes in the setback are proposed. The existing building abuts to the
existing sidewalk
3. Buffering and Screening.
a. Landscape buffers and screening shall be located between incompatible uses on an
adjacent lot. Those buffers can consist of either plant material or building materials and
must be compatible with proposed buildings.
There are no incompatible uses with the adjacent lots.
b. Parking lots shall be buffered from the main street, cross streets, and screened from
residentially zoned land.
The existing parking lot is proposed for removal and replaced with a landscape
courtyard, thus parking lot buffers are not required.
4. Building Materials.
a. Buildings shall include changes in relief such as cornices, bases, fenestration, and
fluted masonry, for at least 15 percent of the exterior wall area.
The proposed changes to the building include change of materials, added architectural
elements of metal awnings, posted arbors, and elements of massing to improve the
linearity of the first floor base encompass more than 69% of the exterior wall area
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Commercial Renovation and Site improvement
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Ashland,OR97520
b. 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.
No bright or neon paint colors or glass as a majority of the façade are proposed
18.4.2.050 Historic District Development
C. Rehabilitation Standards for Existing Buildings and Additions.
a. Historic architectural styles and associated features shall not be replicated in new additions
or associated buildings.
N/A Alterations to the façade have been approved by Historic Preservation Advisory
Committee under separate permit
b. Original architectural features shall be restored as much as possible, when those features can
be documented.
N/A Alterations to the façade have been approved by Historic Preservation Advisory
Committee under separate permit
c. Replacement finishes on exterior walls of historic buildings shall match the original finish.
Exterior finishes on new additions to historic buildings shall be compatible with, but not
replicate, the finish of the historic building.
N/A Alterations to the façade have been approved by Historic Preservation Advisory
Committee under separate permit
d. Diagonal and vertical siding shall be avoided on new additions or on historic buildings except
in those instances where it was used as the original siding.
N/A Alterations to the façade have been approved by Historic Preservation Advisory
Committee under separate permit
e. Exterior wall colors on new additions shall match those of the historic building.
N/A Alterations to the façade have been approved by Historic Preservation Advisory
Committee under separate permit
f. Imitative materials including but not limited to asphalt siding, wood textured aluminum
siding, and artificial stone shall be avoided.
N/A Alterations to the façade have been approved by Historic Preservation Advisory
Committee under separate permit
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Commercial Renovation and Site improvement
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Ashland,OR97520
g. Replacement windows in historic buildings shall match the original windows. Windows in
new additions shall be compatible in proportion, shape and size, but not replicate original
windows in the historic building.
N/A Alterations to the façade have been approved by Historic Preservation Advisory
Committee under separate permit
h. Reconstructed roofs on historic buildings shall match the pitch and form of the original roof.
Roofs on new additions shall match the pitch and form of the historic building, and shall be
attached at a different height so the addition can be clearly differentiated from the historic
building. Shed roofs are acceptable for one-story rear additions.
N/A No alterations to the roof are proposed in this application.
i. Asphalt or composition shingle roofs are preferred. Asphalt shingles which match the original
roof material in color and texture are acceptable. Wood shake, woodshingle, tile, and metal
roofs shall be avoided.
N/A No alterations to the roof are proposed in this application.
j. New porches or entries shall be compatible with, but not replicate, the historic character of
the building.
N/A - No new porches or entries are proposed in this application. A covering is proposed at
the 4th street entrance, which tie into the existing design of the building.
k. New detached buildings shall be compatible with the associated historic building and shall
conform to the above standards.
N/A No new detached buildings are proposed in this application.
l. The latest version of the Secretary of the Standards for Rehabilitation and
Guidelines for Rehabilitating Historic Buildings shall be used in clarifying and determining
whether the above standards are met.
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Commercial Renovation and Site improvement
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Ashland,OR97520
18.4.4.030 Landscape and Screening
A. General Landscape Standard. All portions of a lot not otherwise developed with buildings,
accessory structures, vehicle maneuvering areas, parking, or other approved hardscapes
shall be landscaped pursuant to this chapter.
All design standards have been met.
B. Minimum Landscape Area and Coverage. All lots shall conform to the minimum landscape
area standards of the applicable zoning district (see Tables 18.2.5.030.A through C for
residential zones and Table 18.2.6.030 for non-residential zones). Except as otherwise
provided by this chapter, areas proposed to be covered with plant materials shall have plant
coverage of not less than 50 percent coverage within one year and 90 percent coverage
within five years of planting.
All design standards have been met.
C. Landscape Design and Plant Selection
All design standards have been met.
D. Tree Preservation, Protection, and Removal. See chapter 18.4.5 for tree protection
and preservation and chapter 18.5.7 for tree removal permit requirements.
E. Street Trees. The purpose of street trees is to form a deciduous canopy over the
street. The same effect is also desired in parking lots and internal circulation streets; rows
of street trees should be included in these areas where feasible.
All design standards have been met.
F. Parking Lot Landscaping and Screening. Parking lot landscaping, including areas of
vehicle maneuvering, parking, and loading, shall meet the following requirements.
The existing parking lot is being removed and replaced with a landscaped courtyard,
thus parking lot standards are not applicable.
G. Other Screening Requirements. Screening is required for refuse and recycle
containers, outdoor storage areas, loading and service corridors, mechanical equipment,
and the City may require screening in other situations, pursuant with the requirements of
this ordinance.
Garbage and recycling collection is located on the south side of the building and will be
screened with a solid metal fence. There are two existing mechanical units on the roof
and they will be screened with materials that match the exterior of the building.
H. Irrigation. Irrigation systems shall be installed to ensure landscape success. If a
landscape area is proposed without irrigation, a landscape professional shall certify the
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area can be maintained and survive without artificial irrigation. Irrigation plans are
reviewed through a ministerial process at the time of building permit submittals.
An irrigation system will be installed and an irrigation plan will be included with the
building permit set.
I. Water Conserving Landscaping.
1.Landscape Design Standards
All design standards have been met and a water conserving landscape is being
proposed. All plants are water wise, will be meet coverage standards, no
natural turf is being proposed, soils will be amended, and mulch will be installed
(but not within 5 of the building)
2.Irrigation System Design Standards
An irrigation system will be installed and an irrigation plan will be included
with the building permit set. Irrigation system will meet design standards
J. Mainenance. All landscaping shall be maintained in good condition, or otherwise
replaced by the property owner; dead plants must be replaced within 180 days of
discovery. Replacement planting consistent with an approved plan does not require
separate City approval.
Maintenance standards will be met.
18.4.4.030 Recycling and Refuse Disposal Areas
A. Recycling. All newly constructed residential 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.
This is a commercial property and thus a site of equal or greater size adjacent to or with
access comparable to the refuse receptacle to accommodate materials collected by the
local sanitary service franchisee under its on-route collection program for purposes of
recycling. Garbage and recycling will be located on the south side of the building and
behind a solid screen.
B. Service Area. Recycling and refuse disposal areas shall be located to provide truck
access and shall not be placed within any required front yard or required landscape area.
Garbage and Recycling containers will be brought to the curb for truck access and pick
up.
C. Screening. Recycle and refuse disposal area screening shall be provided pursuant to
section 18.4.4.030.G.1.
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Commercial Renovation and Site improvement
500 A Street
Ashland,OR97520
A solid metal screen will surround the garbage and recycling area at the south side of
the existing building.
18.4.4.050 Outdoor Lighting
C. Standards. As a guideline, lighting levels shall be no greater than necessary to provide
for pedestrian safety, property/business identification, and crime prevention. All outdoor
lighting, except streetlights, shall comply with the following standards.
All design standards have been met. Most of the proposed lighting is low level
landscape lighting for safety and illumating walkways. Any exterior building fixtures
will be directed downward and have full shielding. No fixtures will obstruct public ways,
driveways, or walkways.
18.4.4.060 Fences and Walls
B. Design Standards. Fences, walls, hedges, and screen planting shall meet the following
standards, where height is measured pursuant to subsection 18.4.4.060.B.2.
All design standards have been met. The fence along 4 th street will have a maximum
height of 4 tall. The fence abutting the adjacent property to the south will have a
maximum height of 6 tall. All new fencing is proposed to be metal. Landscape walls
within the property will have a maximum height of 24.
18.4.5.030 Tree Protection
A. Tree Protection Plan. A tree protection plan shall be approved by the Staff Advisor
concurrent with applications for Type I, Type II, and Type III planning actions. If tree removal is
proposed, a Tree Removal Permit pursuant to chapter 18.5.7 may be required.
A tree protection Plan is included with this application.
B. Tree Protection Plan Submission Requirements. In order to obtain approval of a tree
protection plan, an applicant shall submit a plan to the City, which clearly depicts all trees to be
preserved and/or removed on the site. The plan must be drawn to scale and include the
following:
These measures will be specified and will be provided with a graphic response in the
Landscape design plans Sheets L0.1
C. Tree Protection Measures Required.
These measures will be specified and will be provided with a graphic response in the
Landscape design plans Sheet L0.1
D. Inspection. A tree protection and removal plan shall be requested prior to commencing
with any work other than the installation of the erosion control measure.
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ATTACHMENT C
Commercial Renovation and Site improvement
500 A Street
Ashland,OR97520
Chapter 18.4.6 City Facilities
The facilities that serve the project are sufficient for the proposed development (refer to Sheet
AS1.0 the tie -ins will all be in 4 th Street: 6 in sanitary, water, and storm service exist.
Chapter 18.4.8 SOLAR ACCESS
N/A - No increase in building height is proposed in this application.
Chapter 18.5.7 TREE REMOVAL PERMITS
A. General Submission Requirements.
There is a total of 1 tree proposed for removal on this property., which requires a Type I
review. The tree proposed for removal lies within the excavation and development of the
proposed new courtyard. There are 4 trees proposed as mitigation, and 4 existing trees will
be preserved and protected. Please see graphic response Sheets L0.1 Tree Protection and
Removal Plan which identifies trees to be removed and preserved.
18.5.7.040 Approval Criteria
B. Tree Removal Permit.
Removal of the proposed tree will not greatly effect the urban tree canopy. Preservation of
existing trees and planting new trees on the property will provide shade, greenery, expand
species diversity, and also provide absorption of stormwater.
18.5.7.050 Mitigation Required
A. Replanting On Site.
A landscape plan mitigates tree removal to the extent possible, see Landscape design plan
Sheet L1.0 and Sheet L4.0.
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ATTACHMENT C
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APPENDIX 1IMAGES of PROPOSED EXTERIOR RENOVATION
IMAGE 1 - CORNER of FOURTH and A STREET ELEVATION existing
IMAGE 2 - PROPOSED CORNER ELEVATION
Ashland / Port Orford Oregon |541.552.9502
ATTACHMENT C
Commercial Renovation
500 A Street
Ashland,OR97520
IMAGE 3 - A STREET ELEVATION existing structure
IMAGE 4 - PROPOSED A STREET ELEVATION
Ashland / Port Orford Oregon |541.552.9502
ATTACHMENT C
Commercial Renovation
500 A Street
Ashland,OR97520
IMAGE 5 - EXISTING 4th STREET ELEVATION
IMAGE 6 - PROPOSED 4th STREET ELEVATION
Ashland / Port Orford Oregon |541.552.9502
ATTACHMENT C
Commercial Renovation
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Ashland ,OR 97520
APPENDIX 2 – MATERIAL and COLOR SUBMITTAL
EXTERIOR FINISHES
(N) SIDING STUCCO
NEW
Manufacturer: TBD
Series/Model #: Heavy Dash Texture
Option #1
Finish/Color: Sherman Williams
Classic French Gray – SW0077
Option #2
Finish/Color: Sherman Williams
Silver Gray – SW0049
NOTES: General stucco overlay
G.C. to provide 2’x2’ sample of
each texture for approval by
architect
(N) SIDING STUCCO
NEW
Manufacturer: TBD
Series/Model #: Medium Texture
Finish/Color: Sherman Williams
Classic Light Buff – SW0050
NOTES: Overlay at corner entry
G.C. to provide 2’x2’ sample of
each texture for approval by
architect
(E) SIDING Existing Masonry
(to be painted)
Manufacturer: Sherman Williams
Series/Model #:
Finish/Color: Classic Light Buff – SW0050
NOTES: G.C. to provide sample
for approval by architect
Ashland / Port Orford Oregon | 541.552.9502
ATTACHMENT C
Commercial Renovation
500 A Street
Ashland ,OR 97520
EXTERIOR FINISHES
(N) SIDING HORIZONTAL WOOD
NEW
Manufacturer: Nakamoto Forestry
Series/Model #: Pika-Pika
Finish/Color: Alkyd Oil White
Select Grade
NOTES: G.C. to provide 2’x2’ sample
for approval by architect
EXTERIOR DOOR & WINDOW FINISH
NEW
Manufacturer: Milgard
Series/Model #: Vinyl
Finish/Color: Black
NOTES: G.C. to provide sample
for approval by architect
Ashland / Port Orford Oregon | 541.552.9502