HomeMy WebLinkAbout2025-06-02 Study SessionnCouncil Study Session Meeting Agendl
ASHLAND CITY COUNCIL
STUDY SESSION AGENDA
Monday, June 2, 2025
Council Chambers, 1175 E Main Street
Live stream via RVTV Prime at irvtv.sou.edu or broadcast on Spectrum 180 & 181.,
Public testimony will be accepted for agenda items only.
If you would like to submit written testimony or speak electron iicallly during the meeting, please complete
the online Public Testimony Form, by 10 a.m. the day of the
meetingi.
5:30 p.m. Study Session
CALL TO ORDER
Il. Strategic Communications
a. Strategic Communications
Ill. AFN Pilot Program Update and Next Steps
a. AFN Pilot Program Update
IV., Council Appointment Voting Method
a. Council Vacancy Appointment Options
V. ADJOURNMENT
if you need special assistance to participate in this meeting, please contact Alissa Kolodzinski at
recorder(cDashlandoregon. 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, ash la ndoregoin.-gov,
Page 1 of I
Page 1 of 26
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TIME, ESTIMATE,
15 minutes
CATEGORY
Informational ' this ietoinform the body onaparticular topic. Nomotion ordirection needed.
SUMMARY
Informational Presentation on City of Ashland communication strategy and approach: Where We've Been, Where
We Are, and What's Next.
POLICIES, PLAN�S & GOALS SUPPORTED
Communications support the CUy'ecore priorities.
BACKGROUND AND ADDITIONAL INFORMATION
For nearly five years, the City operated without a dedicated Communications professional. During that time,
engagement with media was minimal, website uipdates were inconsistent and social media use was sporad�ic at
best. The City newsletter stopped entirely for more than two years. Meanwhile, our website became outdated,
difficult to navigate and functionally limited.
With the hiring ofa Communications Officer, the City has revamped its communication approach. This agenda
topic is to present slides on what improvements the City has made and what changes are ahead.
FISCAL IMPACTS
SUGGESTED ACTIONS, MOTIONS, AND/OR OPTION�S
REFERENCES & ATTACHMENTS
1. Strateg�cCommmunioat�o .2.25
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TIME, ESTIMATE,
20 minutes
CATEGORY
Staff Direction - provide direction to staff on the body's desired next steps.
SUMMARY
TheAsh1land Fiber Network (AFN)will provide anupdate to the FONPilot Project, which was approved bythe
City Council inthe Spring cf2023. VVewill also present options for continued growth and expansion, with the
goalls of extending gigabit service to more than 60% of Ashland and acquiring more than 5,000 customers.
POLICIES, PLAN�S & GOALS SUPPORTED
AFN^smission aligns closely with many ofthe CouncU'aQoalle The 10Q96fiber network weare deploying ie
estimated to reduce power costs by 60% to 80% annuallly compared to the traditional DOCSIS 3.0 HFC network
currently in uise. Approximatelly 4% of our customers qualify for our Internet Assistance Program, which we offer
atarate mf$25per month. Our focus mndelivering high-speed services aUeobenefits local
businesses. Throughout the downtown corridor (and beyond), many businesses have access to 500 Mbps
service for just $,5Dper month. AdditionaIlly, we have deployed wireless access points in the downtown corridor
and atthe Uthia Park Bandsha|Utoprovide free inbernedservice.
Vision Statements for Success
Ashland is a resilient, sustainable commuinity that maintains the distinctive quiality of place for which it is
known
Community
Community affordability
Organization
Exue|enoeingovernance and city services
Quallity infrastruicture and facilities throuigh timely maintenance and commuinity investment
BACKGROUND AND ADDITIONAL INFORMATION
Council approved the PON°Pilot Project inthe spring of2023with the goal ofpassing 500homes per year with
fiber. Funding of$1 million was approved and cd|ocmted from AFN'a ending fund balance. Although the project
officially began on Jully 1, 2023, it experienced significant dellays due to timing of contract approval and
finding/retaining fiber contractors. The work only began in the Fall 2024.
In our presentation, we will provide an update on project construction, costs incurred against budget, and
customer reach. Wewill also review the financial outlook with the increase in market share and Staff -
recommended next steps to continue providing stable, cost -competitive high-speed internet to the City of Ashland
residents. Part of the presentation will allso look at local competition and review what other municipal fiber
networks are doing.
AeofApril 30,2D25,AFN\ammrmantEnding Fund Balance ie$2,g35.4Q2with acash balance of $2,7O4.5Q5.Ithad
retired its debt last August 2024, relieving itself of annual debt service of approximately $1,245,000.
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^ Passive Optical Network
FISCAL IMPACTS
Shaff'spresentation includes the recommendation ofcontinuing fiber expansion toincrease access t000st-
oompetitive, high-speed inbernet access across the City. It will include using PDN Pilot Project corry-over, funds
freed from debt service, and the use of ending fund balance, which is intended to grow as market share
increases.
SUGGESTED ACTIONS, MOTIONS, AND/OR OPTION�S
Staff recommends Council continue to support AFN in its mission to mod�mize the network infrastructuire and
approve the use of AFN's ending fund balance.
REFERENCES & ATTACHMENTS
1. Council Communication -AFN04.03.2O23
Page 2cf2
Council Business Meefing
Date April 3, 2023
Agenda Item and Fiber Network (AFN1) - Business and Technology Planning
Presentation
��m�- ��m�-
Wegner 6�i,�;,-c-t-o-r--o-f--i-n--n-o--v-a-t-i-o--n--a-n--d-� -T--e-c--hn--o-1-o-gy ----------
.............. .. f.,AFN 0 erations Ma a er
Cfa ig§2n,,�!],tE@,±ishlancl.or.Ls,, cHid ,.soblotka(d)asHillaind.ldam -.11Lus,,,
SUMMARV
The Ashland Fiber Network (AFN) provides tremendous value to the City of Ashland. Taxpayers, local businesses,
and inunicipalities throughout the Rogue Valley benefit from our presence. We are a viable alternative to Spectrum
and CenturyLink, excel at customer service, and provide significant cost savings to the taxpayers, the City of
Ashland, and local businesses.
AFN is a hybrid fiber -coax (HFQ network. Fiber is comiected to each of our 38 cable modem nodes. At the node,
the fiber is converted to coax which is run to every customer. We currently have 65 miles of fiber and over 125
miles of coax.
I h i- e o p -t li o in s if o it -t Ian e if u t r e o -f A F IN
1. Self -funded full deployment (current model)
2. Non-traditional Public -Private Partnership (network still owned and maintained by the City)
3. Traditional Public -Private Partnership (network owned and maintained by our private partner)
Optior) I.: Obtain fur)cflr)g to ciepIloy fiber" City wide
This option presents the mast risk to the City and also the most reward. For a timely deployment, we
will need to hire a third -party company to build the network. We believe it will take 3 to 4 years to
connect every building in Ashland to the new all -fiber network at a cost of $8 to $ 10 million.
To help mitigate the risk, we recommend a pilot project first. We will need to bring on temporary staff
provided by the union hall to assist with construction. We will connect a maximum of 1024 homes and
businesses through four remote OLTs. We anticipate this project will cost between $,885,000 and $1
million and will take 2 years to complete. The four remote OLTs will be deployed in a wide variety of
neighborhoods. This pilot project will allow us to better estimate take rates and build public support for
a widespread deployment.
Vendor
Veindor 2
OLT/ONT
$2 a9,o4
$188,698
Residential Router
$2S9,040
$188,698
Fiber
$208,000
$208,000
Labor
11:�i� i��
$300,000
Total
$1,026,080
$885,396
This table shows pricing from two vendors for the active electronics. The four OLTs will be deployed in the field and the ONTs will be
installed at each custorner location.
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CITY OF
-AS H LANI)1 4 of 26
0 Ip t li ran In 2: IN o rn.... t ra c li tIr4I I' u bI li c... Private Partnership
A typical Public -Private Partnership (P3) involves the private company financing, building, and
operating a fiber network. Since the City has the stab and experience operating a broadband network,
we will likely partner with a private company to assist with financing and building the fiber network. In
this approach, the private company will be responsible for designing the fiber layout, purchasing all
outside plant materials (fiber, splice cases, optical splitters, etc.), and providing the labor. The City will
be responsible for purchasing the active electronics (OLT/ONT). We will continue to operate and
maintain the network once it is built. In this option, the city will continue to own the customer revenue
base.
It will be difficult to fund a private partner who is willing to enter this type of business relationship.
Most fiber construction companies are busy building out their own networks, especially with the federal.
government grants for mural broadband.
In the following table we have provided two examples of how the financial arrangement might be
structured. In both scenarios, the City will pay a yearly fee and a per customer fee for 10 years to the
private partner.
This table shows the coast estimate for a non-traditional P3. The tap section in green shows the cast to the city. The bottom section in
orange shows the potential cost to our private partner.
The following two tables provide cost estimates and payout schedules.
Annual Payment
Customer Count
Payment per Customer
Yearly Payment Total
Year 1
$2 O,000
2000
$5
$120,000
Year 2
Year 3
$25ti,000
$2 O,000
2000
2000
$5
$5
$2 0,000
$360,000
Year 4
$2 O,000
600
$5
$396,000
Year
Year 6
$2 O,000
$2 O,000
400
200
$5
$5
$420,000
$432,000
Year 7
$2 O,000
200
$5
$44,000
Year S
$2 O,000
200
$5
$46,000
Year 9
Year 10
$2 O,000
$25Q,000
200
200
$5
$5
$468,000
$�480,000
Totals
$2,500,000
80,00
$3,816,000
Page 2 of
Grand Totail $6,316,000
4T F
l5 of 26
Year 1
Annual Payment
$25O,000
Customer Count
2000
Payment per Customer
$10
Yearly Payment Tota!
$240,000
Year 2
Year 3
$2SO,000
$2S4i,000
2000
2000
$10
$10
$480,000
$720,000
Year 4
$2S4i,000
600
$10
$792,000
Year 5
$2S4i,000
400
$10
$840,000
Year 6
Year 7
$2S4i,000
$2S4i,000
200
200
$S
$S_
$744,000
$648,000
Year 8
$2S4i,000
200
$S
$5S2,000
Year 9
Year 10
$2S4i,000
$2S4i,000
200
200
$S
$s
$540,000
$540,000
Totalls $2,500,000 80,00 $6,096,000
Grand Totail $8,596,000
These tables show two, potential profit-sharing models
0 1p t li o In 3: 11 raffltiar4l I. ublic Privat(.,IartIre ership
This option presents the least risk to our private partner and the most risk to the city. This option
represents a typical Public -Private Partnership (P3). Cities who enter a P3 typically receive money
through franchise agreements. Most franchise agreements are for 7% of gross revenue minus the cost of
,any services provided to the inunicipality. Conservatively, the net value AFN provides the city is
$767,770 (refer to the table on page 6 for details). Assuming the private partner has a typical franchise
agreement, they will need to gross nearly $,11 million dollars (7% of $11 million is $770,000). A private
partner may also value fiber services at a higher rate (which is standard in the Rogue Valley). AFN
currently grosses $2.7 million.
This is the text from Central Point's franchise agreement with Hunter. AFN has a similar arrangement
with the City of Medford.
Grat'itee shall inake its telecommunications services available to the CitT at its illost./alvorable
rate offeredat the time of the request charqed to a sinfilar user within. Oregotifor a sinfilar
volume qf service, subject to an ' v of Grantee's tariffs or price lists r oil file with the Or Public
Utilities Connnissioti. Grantee mqy deduct the applicable charges fromfranchise fee
pikynients. Other ter nis and conditions Of such services maY be specified in a separate
agreenient betiveen. the 00, atid Grantee.
Page 3 of 9
CITY OF
-AS H LANI)16 of 26
POLICIES, PLANS & GOALS SUPPORTED
AFN is unique because it is one of the few municipally owned and operated service providers in the nation. It is
extremely rare to find an internet service provider that has a fiduciary responsibility to their customers. We also
have an incredible team that provides superior technical support.
Digital equity and inclusion are a top priority. During the pandemic, we offered free internet service for students
and teachers until classes returned to in -person learning. We believe that all citizens are entitled to high quality
internet service. This summer we started a pilot program using technology to provide fiber services to apartment
complexes. We connected Snowberry Phases I and II (Jackson County Housing Authority) to this service. We offer
reduced internet service to those in need ($25/nionth). That price will not increase when we deploy fiber. We also
offer free wireless internet connections throughout the downtown corridor.
PREVIOUS COUNCIL ACTION
From its inception, the Ashland Fiber Network was a bold idea, developed by a community of visionary
leaders. Ashland became one of Oregon's pioneers in municipal broadband, developed partnerships with
local businesses for construction, and spawned several local internet service providers to assist with sales and
customer support. Indirectly, AFN was an economic driver for the community that brought many businesses
into the area. Symbolically, AFN served as a beacon to for -ward thinking people who were attracted to
Ashland as a location to create clean businesses and perforrii digital jlobs; residents saw a city with vision,
committed to its people, and willing to invest in their future.
Today, AFN continues to receive awards and recognition from state and regional organizations for leadership
in delivering broadband internet to their local community. AFN was recognized by other state telecom
members with an Excellence in Telecommunications Award for 2021. Despite the introduction of legislation
in many states to prevent competition by municipally owned networks, at least 177 other cities either own, or
are in the process of constructing their own fiber networks. Over its history, Ashland has been hailed as a
pioneer on the path to the smart city of the future.
In 2020, the onset of the pandemic highlighted how even residential access to the internet had become critical
for both schools and businesses. Because AFN's mission is based on putting community first, they offered
an unprecedented, free cable -modem installation and service plan — for over a year — so that no local students
or faculty were excluded from at-home learning, during the 2020 peak of the pandemic. When the Almeda
Fire temporarily left AFN as the only operational broadband provider in Ashland for a week, AFN
demonstrated the value of having a local team dedicated to their coininunity who — even in the event of a
statewide or national emergency — has no higher priority than Ashland families, businesses, and government.
This highlights an aspect of AFN that is seldom recognized: From the beginning, the sole objective of
municipal broadband has been to serve the coininunity. All of AFN's operational decisions are made in
Ashland, for the benefit of the Ashland community. No competitor can make that claim.
This serve -the -community focus is reflected in every operational decision of AFN. While some providers
look for opportunities to monetize customer information or online behaviors, AFN strives to provide
customers with the fastest, most consistent, and most economical access to the Internet possible, while
covering operational costs and paying down infrastructure build -out debt. These are core values the Ashland
community should keep in mind, while investigating new to carry AFN into the future.
Page 4 of 9
CITY OF
-AS H LANI)17 of 26
BACKGROUND AND ADDITIONAL INFORMATION
I e rm i rm I ogy
• Dark fiber: Dark fiber is when a service provider leases a dedicated strand or strands of fiber to
a customer for their sole use. Dark fiber means the service provider will not "light" the fiber
with their equipment. Dark fiber typically costs more than lit service because the service
provider must dedicate a single strand to a single customer.
• Lit service: Lit service means the service provider supplies the equipment to connect the fiber
to the customer, usually through a network switch. Lit service has two options: internet service
(also called DIA) and point-to-point (connecting two locations with no internet access). Lit
service is often connected to a fiber ring where a single strand serves multiple customers.
• GPON: Gigabit Passive Optical Network. Internet technology that uses prisms (Passive) to
split the laser light (Optical) to deliver Gigabit internet service to niultiple customers. Since the
cost is shared aniong up to 64 customers, profit margins are greater than lit service.
• XGS-PON: The latest GPON standard. XGS-PON delivers up to 10 gigabit symmetrical
service.
• ONT: Optical Network Terminal. Sometimes referred to as an ONU (Optical Network Unit).
This is the GPON equivalent of a cable modem. It is installed at the customer premises and
converts fiber into Ethernet. The customer plugs their wireless router into the ONT.
• OLT: Optical Line Terminal. Up to 64 customers comiect to a single OLT port. There are
multiple OLT ports on a network device. Also referred to as a PON port.
• Remote OLT: This device contains anywhere from 4 to 8 OLT ports in a hardened (weather
sealed) enclosure. The remote OLT can be pole or strand mounted and is powered by our
existing cable node power supplies. Anywhere from 256 to 512 customers will connect to each
remote OLT.
MuinidpaII Servic(,-s I' Irovid(.,.,d
AFN provides 47 strands of fiber to the city:
Fiber for City Services
Fiber for City Buildings 27
Fiber for SCADA 17
Fiber for RVTV 2
FIMIMMMAM-03RIMMA
I Total number of strands 47 1
AFN also provides the City with redundant internet connections and as many public IP addresses as they
need. AFN does not charge an installation fee for City fiber projects. We bill the department for raw
materials (fiber, splice cases, etc.) but do not mark-up our costs.
Page 5 of 9
CITY OF
-AS H LA Nj)18of26
This map, of Ashland shows every fiber connection provided to the city. White markers are City buildings. Aqua markers are SCADA. Dot*
blue are current fiber projects. Green markers are for RVTV
FISCAL IMPACTS
Vah.,�(-,-�- of Municipal Service
To calculate the value of services AFN provides the City, we have researched previous fiber contracts
between the City and other service providers, current contracts with other municipalities, franchise
agreements, and fiber pricing within Oregon and across the country. Using this information, each strand
of dark fiber that AFN provides the City is valued between $,400 to $,900 per month. The value of the
multiple redundant I gigabit internet connections (DIA) is valued between $1,500 to $2,000 per month.
In addition to fiber services, AFT also contributes $584,170 to the city each year in the form of central
services fees, facility fees, and maintenance fees. Please refer to the following table for the breakdown
of services and fees.
Page 6 of 9
CITY OF
-AS H LA NJ)19of 26
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
!Custoimer/Provider
Service
Monthly Cost
Ashland Police Department
Point-to-point lit fiber (100 megabit)
648
Ashland Police Department
Clark fiber
$864
City of Medford
Point-to-point lit fiber (100 megabit)
$ SS
City of Medford
City of Medford
Point-to-point lit fiber (100 megabit)'
1 Dark fiber & 1 point-to-point lilt fiber (1 gigabit)
$408
$1,286
City of Medford
BGP internet service (100 megabit)
$1,,800
Medford Water Commission
Medford Water Commission
DIA (1 gigabit)
...........................................................................................................................................................................................................................................................................................................................................................................
DIA (1 gigabit)
$1,,699
$1,,789
Medford Water Commission
DIA (1 gigabit)
$91S
Medford Water Commission
DIA (100 megabit)
Medford Water Commission
Private school
CIA (1 gigabit)
DIA (1 gigabit)
r$49S
0
00
City of Tualatiin
Point-to-point lit fiber
0
Clackamas (Broadband eXchange (CB)
Eugene Water and Electric (Board (E WEB)
Dark fiber
...............................................................................................................................................................................................................................................
Dark fiber
$25S
$31.70 per mile
Tennessee Valley Public (Jollity
Dark fiber
$1,000 - $2,000 per mile
Palo Alto Utilities
Dark fiber
$21 - $425 per mile
This table shows the pricing for fiber services in select markets. The top section in orange shows pricing for fiber customers in the Rogue
Valley. The bottom section in green shows service provider prices from around Oregon and other locations. CBX and BWBB are bath
public utilities that were formed to, provide the lowest cost services to public entities. CBX estimates that it saves taxpayers over $2 million
each year.
Gross and Net Value of Services and Dees
Number of strands used
47
Monthly value of each strand
$400 - $90
Total monthly value of all strands
$18,800 - $42,300
Monthly value of DIA circuit
$1,SOO - $2,000
Total monthly value of all services
$20,300 - $44,300
Yearly value of all services
$243,600 - $531,600
Yearly central services fee
$467,068
Yearly facility use fee
$83,S19
Yearly fleet maintenance fee
$33,S82
Total of all fees
$584,170
Gross value of all services & fees
$827,770 - $1,11S,770
Yearly fee paid by the City to AFN
$6[i,C&fl
Net vallue of AFN services &, fees
$ 767,770 - $71,055,770
This table shows the breakdown of all services and fees provided by AFN. This does not include the .$518,816 that AFN contributes to, the
debt.
Page 7 of 9
CITY F
2'0 of 26
As� II and Shoc)II District
AFN provides multiple services to the Ashland School. District:
• 2.x 1 O C1bps internet connection
• Network rack: in our bead -end
• 17 strands of fiber
The value of these services is listed in the table bellow:
School District 'Services
Number of strands used 17
Monthly value of each strand $450- $990
Total monthly value of all strands $7,650 - $15,300
Monthly value of CDIA circuits $2,500 - $3,SOO
Monthly value of rack $1090
Total monthly value of all services
Yearly gross value of all services
fee raid by ASCD
Net value of AFN services
11,150 - $19,800
$133,800 - $237,600
Local businesses also benefit from AFN's presence in town. Spectru. m's least expensive business plan
costs $65 per month for the first year. The full retail price for their business internet is $ 0 (non -
bundled).
Value Provided to Local Businesses
Estimated number of AFN cable modem customers 418
Average monthly cost savings for cable modem customers $15 - $25
Total yearly savings for Ilausiness customers $75,904 - $127,009
This table shows the estimated savings provided by AFN to local businesses.
I t a II V a II i..,l ( o -f A [::: N
Conservatively, AFN naves the local taxpayers and businesses allnnost $1.2 million each year.
Total Yearly Value of AFN
Net value of municipal services and fees $767,770 - $1,055,770
Net value of services for ASb $119,400
Yearly savings for businesses $255,600
Total value of AFN $1,161,257
Page g of
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21 of 26
Rk(.,.�.vervue Forecasts
For the fiscal year of 2021, AFN's revenue from cable modem service was $2,371,495. The monthly
average nuuuiber of cable modem customers was 4,098. The Average Revenue Per User (ARPU) for
2021 was $48 per month. AFN has captured about 35% of the market share in Ashland.
We anticipate a slightly higher ARPU for GPON. The ARPU increases as customers upgrade to higher
tier service plans.
Year 2021
2022
2023
2024
2025
2026
2027
Customer Count 4098
4142
4183
4246
4289
4417
4550
Cable Modem Ct 4098
GPON Ct 0
4142
0
4142
42
4034
212
3860
429
37SS
663
3185
1365
Cable Modem ARPU $48
$51
$51
$51
$52
$52
$52
GPON AIRPU $O.00&
......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Market Share 34.1S%
0.00
34, 52
$50
34.86%
$50
35.38%
$51
35.74%
$51
36.81%
$52
37.92%
Yearly Reveirrue $2,371,495
$2,514,755
$2,559,751
$2,596,109
$2,670,961
$2,748,439
$2,839,082
Year 2028
......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Customer Count 4823
Cable Modem Ct 2411
2029
5112
1534
2030
5163
774
2031
5215
0
2032
5267
0
2033
5320
0
2034
5373
0
GPON Ct 2411
3579
4389
5215
5267
5320
5373
Cable Modem ARPU $52
GPON ARPU $52
$52
$52
$52
$52
$0
$52
$0
$52
$0
$52
$0
$52
Market Share 40.19%
42.60%
43.03%
43.46%
43.89%
44.33%
44.77%
Yearly Reveirrue $3,009,427
$3,189,992
$3,221,892
$3,254,111
$3,286,652
$3,319,519
$3,352,714
STAFF RECOMMENDATION
To remain competitive, we recommend upgrading AFN frown hybrid fiber -coax network to one that is 100% fiber
(GPON). This is what is known as "fiber to the home." Fiber is a future proof medium. The same strand of fiber that
delivered 1 gigabit service yesterday delivers 10 gigabit service today, 25 gigabit service in five years, and 100
gigabit service in ten years. To achieve this, staff recommends pursuing option 1, deploying fiber through a pilot
project, which is the lowest cost and presents the least amount of risk. We anticipate this project will cost between
$885,000 and $1 million and will take l to ? years to complete. Funding sources will need to be identified before
proceeding.
REFERENCES & ATTACHMENTS
ETA
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TIME, ESTIMATE,
20 minutes
CATEGORY
Staff Diirection - provide direction to staff on the body's desired next steps.
SUMMARY
City Council shall appoint an Mclividual to fill the Council vacancy duieto the resiignafion of former CouncHor Doug
Knauer. CNy CouncH must do this within 60 days (June 14th, 2025) per the City Charter. The appointed individual
wiIII service until the next biennial elIection. CouncH has supported two opfions for votiing to fiIII the Counciii
vacancy: 1) Exhausfive Ballot Method, 2) Small Group Ranked Ch6ce Voting. Staff need direction onvwhiich
method Council vvN|use atthe June 3rd'2Q2�5 Business Meeting.
POLICIES, PLANS & GOALS SUPPORTED
wFaimess to all applicants
w Transparency, with process condaictedenUrelIyinopen session
w Simplicity tocarry ouit and foU|mwas an observer
* Clarity inovercom�ngdeadlIookm
BACKGROUND AND ADDITIONAL INFORMATION
The Cdyhas 8applicants tofill the current Council vacancy.
Relevant Charter:
City Charter ArficlIe III — Elective Officers, Section 4 — Vacanciies specifies the Ciity CouncH has sixty (60) days
from an effective resiignation date to fill a vacated Elected Officer posiition:
Section 4. Vacancies. An office shall be deemed vacant upon the incumbent's death; adjudioabed�noompetence;
conviction of a felony; other offense pertaining to hiis/her office, or unlawful destruction of public records;
resignation; recall from office or ceasing to possess the quialifications for the offioe;or, Mthe case mfthe Mayor or
Cmunoi|Member'uponhim/herabeencefrommtheCityforthiii-ty(3O)dayevvithouttheconeentoftheCmuinui|mr
upmnhiie/her abeencefnommeefingeoftheCounciUforaixty(6Q)doyevvithoutWeooneent,andaubeequent
decUanetionofthe vacancy byahwo-hiirdeaffirmcbvevote ofthe Council.
Avacant elective office in the Ciity shall be filled wiithin sixty (60) days by the Council electing some qualified
person to fill such vacancy. The appointee's term of office shall begin immediately upon appointment and shall
continuie until a successor, elected at the next biennial election, takes office for the unexpired term. The Counciii
shalIl have the power, by a two-thiirds affirmative vote, to expel any member of the Council for disordedy conduict
in Council or �nattention to dubes. No Council member shall be expelled wiithout notice and a hearing by the
Option 1: Exhaustive Ballot Method
Round 1: |niitialVote
* Each Councilor votes for one appliicant.
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• Votes are tallied aloud) by the City Recorder.
• If any applicant receives 3 or more votes, they are immediately appointed.
• If no one receives 3 votes, proceed to candidate elimination.
Tie -Breaking Scenarios
Scenario A- 1-1-1-1-1 Split
(Each Councilor votes for a diifferent applicant.)
Step Al — Revote
* Council votes again using the same pool of candidates.
Step A2 — If Tie Persists
• Each Councilor submits a second-choiice ranking.
• First- and second -choice votes are combined
(e.g., if Applicant X is ranked 1 st once and 2nd twice, they receive 3 points).
• The applicant with the lowest combined support is eliminated.
• Voting resumes with the remaining applicants.
Scenario B: 2'-1 -1 -1 Split.
(One applicant receives 2 votes; three others receive 1 vote each.)
Step 131 — Advance the 2-Vote Candidate
* The 2-vote applicant automatically advances to the next round.
Step B2 — Runoff Among 1 -Vote Candidates
• A runoff vote is held between the three 1 -vote candidates.
• Each Councilor votes for one of the three.
• The applicant who receives the most votes advances to the final round.
Step B3 — Tie in Runoff (e.g., 2�-2-1)
• If two applicants receive 2 votes each in the runoff:
• Both 2-vote candidates advance.
• The 1 -vote candidate is eliminated).
Final Round
The final round consists of either:
* 2 candidates (original 2-vote applicant + runoff winner), or
* 3 candidates (original 2-vote applicant + two tied runoff candidates from Scenario B)
Step Final-1 —Vote
* Councilors vote for one of the remaining candidates.
Step Final-2 — No Majority?
• If no one receives 3 votes:
• The lowest vote -getter is eliminated.
• A new vote is held between the final two candidates.
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Step Final-3 —Appointment
w The first candidate toreceive 3votes inany round ieappointed.
Option 2: Small Group RmnhedCh«i�ce Voting
Round 1: |nftialVote
w Each Councilor ranks all eight can6dates on a paper ballot in order of preference, one through eight.
w Votes are coillected and read alloud by the City Manager whHe the City Recorder puts them on a
spreadsheet projected onto ashared screen and viaibUetoall
w If any applicant receives 3 or more first choice votes, they are immediately appointed.
w If no one receives 3 first ch6ce votes, proceed to elimMate candidates receiving the fewest first choice
votes and reallocating their votes tothe next ranking uon6dote still in the running.
w If no candidate receives three or more first ch6ce votes, then all candidates who did not receive any first
ch6ce votes are eHmMated, and the City Recorder strikes through their names on the pubHcIly visible
spreadsheet.
w The Cfty Recorder then calls out the name of the candidate with the fewest first ch6ce votes and strikes
through their name onthe spreadsheet.
wThe CftyRecorder nea|Uooateathe vote from the councillor who voted for the candidate with the fewest
first choice votes and a|Uooateethot councNor^efirst choice vote totheir next ranking candidate still in the
runnMg.
w Ufthat results in acon6dotemeaoMngthree votes, then that candidate iedeclared winner.
Round 3: If no can6date is declared winner in Round �, then Round 3 is conducted by repeating steps, 4, 5, and
8.
Round 4: If no can6date is declared winner in Round 3, then Round 4 is conducted by repeating steps, 4, 5, and
6.
Methodology for breaking fiee
w If there iaa fie among candidates wfth just one first choice vote, then the candidate with the highest
average score (Le. the lowest average ranking) is eliminated and vote reallocated to the councilor's next
ranked choice efi||inthe running.
• With eight ranked candidates, it's un1likely that candidates receiving one first choice vote would have the
same average score, but if that happens, then one of the candidates is eHmMated by a coin toss.
FISCAL IMPACTS
NA
SUGGESTED ACTIONS, MOTIONS, AND/OR OPT'ION�S
Staff needs 6rection on which voting method CouncH wfll go with at the June 3rd Business Meebng.
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