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Home My WebLink About2025-04-14 Study SessionMCouncil Study Session Meeting Agenda ASHLAND CITY COUNCIL STUDY SESSION AGENDA Mondlay, April 14, 2025 Council Chambers, 1175 E Main Street Live stream via rvtv.,sou.,edu select RVTV Prime. HELD HIYBRID (In -Person or Zoom (Meeting Access) To attend) via Zoom, you must register by contacting the City Recorder no later than 10 a.m. the day of the meeting. Public testimony will be accepted for both general public forum items and agenda items. If you would like to submit written testimony or if you wish to speak electronically during the meeting, please complete the online Public Testimony Form no later than 10 a.m. the day of the meetingi. 5:30 p.m. Study Session PUBLIC FORUM 15 minutes — Public input or comment on City business not included on the agenda Il. Budget Background a. Frequently Asked Budget Questions Ill. Assistance Program Update a. Assistance Program Update IV., ADJOURNMENT if you need special assistance to participate in this meeting, please contact Alissa Kolodzinski at recordernashiandoregon. go or541.488.5307 (TTYphone number 1.800.735.2900). Notification atleast three business days before the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting in compliance with the Americans with Disabilities Act. """""Agendas and minutes for City of Ashland Council, Commission and Committee meetings may be found at the City website, p§h1andoregon._qov, Page 1 of I Page 1 of 3 C of, ui ii C11 S t P",I), d Y, S C S S1 f!") 11 April 14, 2'025 Aqe,,„da Frequently Asked Budget Questions Rroorfr� Mariane Berry, Finance Director, Bryn Morrison, Deputy Finance Director mariane.berry@ashland.or.us, bryn.mornson@ashland.or.us SUMMARY This session will focus on frequently asked budget questions and topics that generally need more detail in the lead -up and preparation for the budget committee meetings. POLICIES, PLANS & GOALS SUPPORTED Administrative/Governance Goal: "To ensure ongoing fiscal ability to provide desired and required services at an acceptable level." BACKGROUND AND ADDITIONAL INFORMATION In the last study session, an overview of the City's Fuindl Structure was provided). We dliscussed the various types of funds, some of our key fiscal policies relating to the City's budget, and unique attributes of Ashland's budget and overall operations. In this study session, we will drill down into the General Fund and explore its various revenue streams. We will answer some questions across all funds that have been compiled over time, as well as those that have been received recently. Topics will include: • Revenues such as Electric User Tax, Franchise Fees, Transient Lodging Tax and Food & Beverage Tax • Internal Services Allocation • Hlow Does the Equipment Replacement Fund Work? • Understanding Miscellaneous Fees • Contingencies & Reserve Fund - What is the Right Balance? • Others that may arise The objective is to continue to inform and educate the community and the Citizens' Budget Committee about the City"s budgetary needs, the framework upon which it is built, and prepare the Committee for its important work of reviewing the Proposed Budget. FISCAL IMPACTS N/A SUGGESTED ACTIONS. MOTIONS, AND/OR OPTIONS N/A REFERENCES & ATTACHMENTS None Page 1 of I Page 2 of 3 C of, ui ii C11 S t P",I), d Y, S C S S1 f!") 11 April 14, 2'025 Aqe,,;,da Assistance Program Update Mariane Berry, Finance Director, Bryn Morrison, Depuity Finance Director mariane.berry@asMand.or.us, bryn.morrison@ashiand.or.us SUMMARY Staff shall provide addibonal information that will assist in updating and restructuring the Utility Assistance Program. POLICIES, PLANTS & GOALS SUPPORTED Vision Statements for Success Organization: Sustainabflity through creativity, affordability and rightsized service delivery Administrative/Governance Goal: "To ensure ongoing fiscal ability to provide desired and required services at an acceptable level." BACKGROUND AND ADDITIONAL INFORMATION Per Council request, Staff returns to provide additional information on OHP and SNAP attributes. At the time of this writing, information has been requested from the agencies and we have not yet heard back, but will continue to foHow-up. It was also requested that we detail eligibility scenarios and how that may equate to the proposed budget for the program. From the last Study Session, it was determined that the discount would be: e Year-round • Only apply to electric, water and sewer, not other fees • Integrate a conservation efficiency assessment into the program • Simplify program administration by only appiying an income eligibility requirement. • Discount would be capped • Meet the proposed budgetary requiirement, which increased the biennial budget from $382'K to $573K Staff will outline eligibility scenarios and offer recommendations that will assist in staying within the proposed budget and address council priorities. We will do our best to provide the slide deck in advance of the session for review. FISCAL IMPACTS N/A SUGGESTED ACTIONS, MOTIONS, AND/OR OPT'IONNS Couincil shall provide guidance or confirm the direction for the updated program. REFERENCES & ATTACHMENTS None Page 1 of I Page 3 of 3 SPEAKER REQUEST FORM VL Submit this form to the meeting Secretary prior to the discussion item. 1)You will be called forward when it is your turn to speak 2) State your name and speak clearly into the microphone 3) Limit your comments to the time allotted 4) Provide any written materials to the meeting Secretary 5) Speakers are solely responsible for the content of their statement Date: C 0 N e: lease Print) 0 L 2- Ashland Resident: DES NO City: Agend opic/Item Number: Public Forum Topic (Non -agenda Item): 4/r-7a J" P\ Please respect the order of p ceedings and strictly follow the directions of the presiding officer. Behavior or actions which are loud or disruptive are disrespectful and offenders will be requested to leave. Disclaimer: By submitting this request to address the Public Body, I agree that I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow procedure my speaking time may be terminated, and I may be requested to sit down or leave the building. From: Paul Mozina Subject: EMS Single Role Program Cost Recovery Date: April 13, 2025 at 7:59 PM To: madane.berry(Pashland.or.us, Sabrina Cotta sabrina.cotta@ash land.or.us, Tonya Graham tonya(Pcouncil.ashland.or.us, Dylan Bloom dylan.bloom(Pcouncil.ashland.or.us, doug.knauer@ashland.or.us, Eric Hansen eric@council.ashland.or.us, Gina DuQuenne gina.duquenneQcouncil.ashland.or.us, Jeff Dahle jeff.dahle(Pcouncil.ashland.or.us, Bob Kaplan bob@council.ashland.or.us Hello all, So far in 2024 (accrual accounting rules), the EMS Single Role program shows an increase in Net Position of $1.6M. At the March 3rd Study Session, Finance Director Berry presented estimates of the final 2024 Net Revenue in the range of $2.8M t6 $3.3M. Assuming no increases in 2024 expenditures, this would result in an estimated final 2024 Net Position ranging from $1,855,368 to $2,355,368. At the March 31 Study Session, City Administrator Cotta presented a slide showing: While Ambulance revenue covers Single Role EMS and addresses dropped calls, program is an increase of 8 FTE or $1.5M per year. Less revenue is covering fire personnel. She went on to explain: "That means there is less revenue from ambulance coming in to cover fire, which has always been the business case that has been made for EMS — is that they cover part of the Fire Department. But now we're at, with 8 FTE, we're seeing less cost recovery because we've hit a threshold in terms of answering calls." I may be missing something, but the estimated final 2024 Net Position for the AF&R Ambulance Revenue ranges from $1,855,368 to $2,355,368 and already accounts for $549,341 in Personnel costs. This should be more than enough to cover the $1M remaining Personnel costs with plenty left over to help cover Fire. Am I wrong? What is the evidence that "...we're seeing less cost recovery because we've hit a threshold in terms of answering calls"? WhO is the "threshold" referred to? The 2024 personnel cost of $549,341 shown below in the March 3rd Study Session slide is significantly lower than the $1.5M presented at the March 31 Study Session. Why is that? Thank you for your service to Ashland and your kind attention to my questions Paul Mozina Study Session EMS Roles Ashland Fire a Rescue Ambubnee Retranoue 1110"ll tle FM- FY24 Fr23— Transports $ 1,8w,000 $ 2,851,059 $ 2.250,345 Transfers EMSsingleroles Membersh,ps 52,0D0 91.502 106,540 Bad Debt (12,789) 1352.925) (220,506) contribute to Not Raven, 2,839,211 2,599,636 2,136,878 improving dropped calls Rai" Pe—nel (917,521) (549,341) n a and assists in Mi5 6+�erdRtees r82,142) (982, 14z1 (944,632) (9a4,s3z) ^gyp fundingAFR No P05116 n $ 1,957.069 $ i.6a5.00a Note '-25aremd-yeirestfmates in Fy23. Emergency Med� l Se —es were performed by dual role - fire fighters. Therefore. FY23 net p—bon 6 not a true corn ar- P&Otfv� 0:2 - / , Ashland Fire and Rescue Scheduled Non -Emergency Ambulance Transports 2012-2024 600 550 500 450 400 t 0 0. c 350 m a V C 300 a E a 250 150 100 50 0 2011 2012 613 186 2013 2014 2015 2016 2017 20'8 2019 2020 2021 2022 2023 2024 202S Call Year