HomeMy WebLinkAbout2024.05.16RDACMinutes
Parks & Recreation Commission Meeting
Agenda
ASHLAND PARKS & RECREATION COMMISSION
RECREATION DIVISION ADVISORY COMMITTEE MEETING AGENDA
Thursday, September 19, 2024
I. OPENING
1. Land Acknowledgment
1. Land Acknowledgment
II. APPROVAL OF MINUTES
1. Minutes from July 18, 2024
III. ADDITIONS OR DELETIONS TO AGENDA
IV. PUBLIC INPUT
(5 mins)-See page 2 for instructions
V. STANDING REPORTS
1. Recreation Manager Report
2. Deputy Director Report
VI. OLD BUSINESS
1. Update on ordinances on uniform policies and operating procedures for Advisory Committees
3244 – An Ordinance Amending AMC 2.10 to Establish Uniform Policies and Operating Procedures
for City Council & Management Advisory Committees
3245 – An Ordinance Terminating Specified Commission and Re-Establishing AMC Chapter 2.11 to
Create Advisory Committees
VII. NEW BUSINESS
1. APRC Levels of Service (Director Houston, 20 mins)
2. Davids Chair Program in Lithia Park
VIII. NEXT MEETING
1. November 21, 2024, 4-5:30 pm at 340 S. Pioneer St.
IX. ADJOURNMENT
1. Adjourn 5:30 pm
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator’s office at (541) 488-6002 (TTY phone number (800) 735-2900).
Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure
accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I). Parks Commission meetings are broadcast live
on Channel 9, or on CHARTER CABLE CHANNEL 180. Visit the City of Ashland’s website at
www.ashlandoregon.gov.
Page 1 of 1
IMPORTANT: Any citizen may orally address the Parks Commission on non-agenda items during the Public Forum. Any citizen may submit written comments to the Commission on any item on the
Agenda, unless it is the subject
of a public hearing and the recordis closed. Time permitting, the Presiding Officer may allow oral testimony. If you wish to speak, please out the Speaker Request Form located near the
entrance to the Council Chambers. The
chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to some extent on the nature of the item under discussion,
the number of peoplewho wish to speak, and
the length of the agenda.
MINUTES-DRAFT
ASHLAND PARKS & RECREATION COMMISSION
Recreation Division Advisory Committee (R-DAC)
July 18, 2024; 4-5:30pm
In-personMeeting at 340 S. Pioneer St. Ashland, OR 97520
Present: Committee Members: Buck, Grimm, Dotson, Lewis, Bachman, Blanton
Absent: Committee Members: NONE
4:00p.m.
CALL TO ORDER
Meeting called to order by Chair Grimm at 4:02pm.
APPROVAL OF MINUTES
nd
Minutes from March21, 2024,Meeting. Buck moved to approve. Blanton 2. All yes. Bachman, Dotson
and Lewis abstain.
nd
Minutes from May 16, 2024, Meeting. Grimm moved to approve. Buck 2. All yes. Blanton, Bachman and
Lewis abstain.
ADDITIONS OR DELETIONS TO THE AGENDA
Buck asked for an agenda item called Input for operations of programsfor the end of the meeting. Buck
nd
made a motion to approve the addition of the agenda item. Blanton 2. All yes.
PUBLIC PARTICIPATION
Open Forum
o Cori Frank spoke about a recycling program that the Ashland Pickleball Club(APC)is undertaking.
She spoke about Court #5 in Lithia being repaired by APR staff andAPC perceived need for more
pickleball courts.
STANDING REPORTS
Recreation Manager
o Manager Flora gave information on status of pool programs and registrations for swim lessons
which were full.
o Information was provided on status of Fall 2024 recreation season programming and development
of PlayGuide.
o
Lithia Park.
Deputy Director
o Dials gave an update on staffing including the recent hire of the Admin Assistant position, Golf
Course Manager position and temporary hire at the Nature Center.
o Information provided regarding the Ashland Folk Collective Concert Series.
o Information provided regarding the continued update of the City of Ashland Website.
Page 1of 2
NEW BUSINESS
Bylaw Compliance
o Staff discussed with the committee the need to update the bylaws based on the direction from the
City related to elected officials voting on committees. The City is working in partnership with the
legal department and staff liaisons to put together a procedural guidebook that will help direct
committee policies and procedures. More information will be coming soon, and staff will bring back
draft RDAC bylaws and some potential for training at a later date.
o Feedback from the RDAC committee included:
Keep the committee at 7 people but no less than 4.
Input for operations of programs. Agenda item added by Buck.
o Buck explained the added agenda item. Wants to support parks mission and serve the community
and feels there should be a mechanism to define an issue, discuss the issue and come up with
solutions for the issue. Some type of system or tool where issues can be brought to the committee.
She spoke about the recent concerns at Riverwalk park with signage and her frustration that no
current solutions exist. Staff will bring back some ideas at a future meeting.
o Request by Buck
duration of swim season and preferred programs
Next Meeting September 19, 2024
Meeting adjourned at 5:32pm
Page 2 of 2
ORDINANCE NO. 3244
AN ORDINANCE AMENDING AMC 2.10 TO ESTABLISH UNIFORM POLICIES AND
OPERATING PROCEDURES FOR CITY COUNCIL AND MANAGEMENT
ADVISORY COMMITTEES
Annotated to show deletions and additions to the Ashland Municipal Code sections being
modified. Deletions are bold lined through, and additions are bold underlined.
WHEREAS Article 2. Section 1 of the Ashland City Charter provides:
Powers of the City. The City shall have all powers which the constitutions, statutes, and
common law of the United States and of this State expressly or impliedly grant or allow
municipalities, as fully as though this Charter specifically enumerated each of those
powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto,
shall possess all powers hereinafter specifically granted. All the authority thereof shall
have perpetual succession.
WHEREAS the City of Ashland seeks to enhance the productivity and fairness of its advisory
bodies through clear and consistent rules, policies, and operating procedures; and
WHEREAS the current Ashland Municipal Code (AMC) Chapter 2.10 provides uniform
policies and operating procedures for advisory commissions and boards, but does not fully
address the needs and functions of advisory committees established by the City Council and City
Management; and
WHEREAS advisory committees serve solely as advisory bodies and play a critical role in
providing recommendations and advice to the City Council and City Management on various
matters of public interest and administrative functions; and
WHEREAS the City recognizes the need to update and integrate policies and procedures to
reflect the specific roles and responsibilities of advisory committees, while maintaining the
distinct statutory rules for the Planning Commission, the Budget Committee, and the City
Charter in the case of the Parks and Recreation Commission; and
WHEREAS the updated ordinance will provide clarity on the establishment, appointment,
meeting procedures, and ethical standards for advisory committees, thereby promoting
transparency, accountability, and inclusivity; and
WHEREAS the new provisions ensure that advisory committees operate without executive,
administrative, or enforcement authority, thereby maintaining their advisory nature and
preventing conflicts with City departments and other government agencies; and
WHEREAS the ordinance includes provisions for annual orientation and training for committee
members, enhancing their effectiveness and understanding of their roles and responsibilities; and
ORDINANCE NO. 3244 Page 1 of 6
WHEREAS the ordinance emphasizes diversity, equity, and inclusion, ensuring that advisory
committees reflect the diverse populations within the City and that information about vacancies
and the application process is readily accessible; and
WHEREAS the updated ordinance allows advisory committees to consult with other city
advisory committees on matters of mutual interest, fostering collaboration and coordinated
efforts across different advisory bodies; and
WHEREAS the ordinance includes clear guidelines on the voluntary nature of testimony
requested by advisory committees, safeguarding the rights of individuals and organizations; and
WHEREAS the City Council finds that the updated and integrated policies and procedures will
better serve the needs of the City and its residents by ensuring the efficient and effective
operation of advisory committees;
NOW, THEREFORE, THE CITY OF ASHLAND ORDAINS AS FOLLOWS:
SECTION 1. Ashland Municipal Code Chapter 210 UNIFORM POLICIES AND OPERATING
PROCEDURES FOR ADVISORY COMMISSIONS AND BOARDS will be amended by
replacing the existing language with the following:
A. Chapter 210 UNIFORM POLICIES AND OPERATING PROCEDURES FOR
CITY COUNCIL AND MANAGEMENT ADVISORY COMMITTEES AND
COMMISSIONS
2.10.005 PURPOSE Advisory committees require uniform rules, policies, and operating
procedures to ensure maximum productivity and fairness for members and the public.
These policies and procedures govern all City Council and Management Advisory
Committees, except the elected Parks and Recreation Commission, which is exempt from
these rules. However, any ad hoc or sub-committee created by the Parks and Recreation
Commission must follow these rules. The Planning Commission and the Budget
Committee, being statutory in nature, must follow the specific rules detailed in this
ordinance.
2.10.010 ESTABLISHMENT Advisory committees are established to serve solely as
advisory bodies whose actions or recommendations shall not be considered as City policy
or as final decisions of the City. They have no executive, administrative, civil rights
investigatory, or enforcement authority. Advisory committees are divided into:
Standing Advisory Committees: Ongoing committees with long-term
responsibilities.
Management Advisory Committees: Committees formed to provide advice to City
Management on specific administrative functions.
2.10.015 Appointment and Terms
ORDINANCE NO. 3244 Page 2 of 6
A. Appointment of Members:
1. Members of advisory committees will be appointed by the Mayor with the
consent of the City Council.
a. Notwithstanding the above, members to advisory committees to Ashland
Parks and Recreation Commissioners (AP&RC)will be appointed by the Chairperson of
AP&RC with the consent of its members.
2. Voting and alternate standing advisory committee members will be comprised of
individuals who reside within the City except one (1) member from each advisory
committee may be an at-large member living within the City's urban growth boundary.
a.. Unless otherwise provided, all nonvoting ex-officio members are not
required to be residents within the City or the urban growth boundary.
3. No individual may serve as a voting member on more than one advisory
committee simultaneously.
4. Members serve as individuals exercising their own best judgment, not as
delegates for their respective organizations.
B. Term Limits:
1. The term limit for the Chair of any advisory committee shall be one (1) year. A
Chair may serve multiple terms, but no more than one consecutive term as Chair.
2. Committee members may serve no longer than eight (8) years in total on any
single committee. After serving the maximum term, a member must step down and may
not be reappointed to the same committee for at least two (2) years.
C. Age Requirement: All voting members of advisory committees must be at least eighteen
(18) years of age or older at the time of their appointment.
D. Non-Voting Members: Council liaisons and Ashland Parks and Recreation
Commissioners appointed as liaisons to advisory committees shall serve as non-voting ex-
officio members of the committees.
E. Staggered Terms: The appointing authority may stagger terms in the original
appointment order as necessary.
2.10.020 MEETINGS AND ATTENDANCE A. Advisory committees will follow meeting
and attendance rules consistent with AMC 2.10, including attendance requirements of at
least 75% of meetings. Members should provide at least 48-hour notice for planned
absences.
ORDINANCE NO. 3244 Page 3 of 6
B. A quorum consists of more than half of the total number of current Council-confirmed
voting members but no fewer than three members. Members may attend meetings
telephonically or via the internet, provided public meeting law requirements are met.
C. The Planning Commission and Budget Committee shall set their own meeting
attendance requirements.
2.10.025 REMOVAL AND VACANCIES Members may be removed and vacancies filled as
provided in AMC 2.04.090.C and AMC 2.04.090.F.
2.10.030 PUBLIC MEETING LAW All meetings are subject to the public meeting laws of
the State of Oregon. Notice must be provided at least 36 hours in advance, except in
emergencies.
2.10.035 ROLE OF STAFF The City Manager will assign City staff support for the work of
the advisory committees and provide at least an annual orientation or training session.
Staff liaisons provide professional guidance, continuity, and insight into City policy and
attend all regular and special meetings and workshops.
2.10.040 COUNCIL LIAISON Council liaisons will be appointed to each advisory
committee as non-voting ex-officio members.
2.10.045 AGENDAS AND MINUTES The chair or staff liaison is responsible for preparing
and posting agendas and minutes on the City's website.
2.10.050 GOALS AND REPORTS Advisory committees are encouraged to establish annual
goals and action items. They must submit annual reports on their activities and
accomplishments to the City Council.
2.10.055 QUORUM AND VOTING A quorum is necessary for adopting any motion. Some
motions may require the affirmative vote of at least two-thirds of the members present.
2.10.060 CODE OF ETHICS Advisory committee members must adhere to the highest
ethical standards, serving the community as a whole and operating in the public interest.
2.10.065 DIVERSITY, EQUITY, AND INCLUSION Efforts will be made to ensure diverse
representation within advisory committees. Information on vacancies and the application
process will be readily available to all residents.
2.10.070 Rules and Regulations Advisory committees may adopt additional rules and
regulations consistent with City policies as necessary to fulfill their purpose and
responsibilities. Any such rules and regulations must be approved by the City Council or
City Manager to ensure alignment with the standardized procedures established in this
chapter.
ORDINANCE NO. 3244 Page 4 of 6
1. Failure to strictly comply with the rules on meeting procedure shall not be a
cause to void or otherwise disturb a decision or action. The body will strive to be clear in its
proceedings.
2.10.075 CONSULTATION AND COORDINATION Advisory committees may consult
with other city advisory committees on matters of mutual interest. Chairpersons are
responsible for coordinating activities between committees.
2.10.080 LOBBYING AND REPRESENTING THE CITY Members are prohibited from
engaging in political activity in accordance with ORS 260.432. They must secure
permission from their committee before speaking publicly on behalf of the committee.
2.10.085 TESTIMONY Standing advisory committees may request voluntary testimony but
may not compel an individual or organization to appear before it or respond to questions.
2.10.090 MEMBER RESPONSIBILITIES Advisory committee members shall serve as
individuals exercising their own best judgment and not as delegates for their respective
organizations or groups. Committees and their members are not official representatives of
the City and may not present their committees' recommendations or their personal
opinions or points of view as representative of the City's policy or operational perspectives.
Prior to speaking publicly on behalf of their respective advisory committee, members must
secure the permission of their committee to represent the activities or recommendations of
their committee.
SECTION 2. ADOPTION OF AMENDMENTS The City Attorney is directed to update the
Ashland Municipal Code to reflect the establishment of these advisory committees and their
procedures.
SECTION 3. Codification. Provisions of this Ordinance shall be incorporated in the City Code,
and the word “ordinance” may be changed to “code”, “article”, “section”, or another word, and
the sections of this Ordinance may be renumbered or re-lettered, provided however, that any
Whereas clauses and boilerplate provisions (i.e., Sections \[No(s.)\] need not be codified, and the
City Recorder is authorized to correct any cross-references and any typographical errors.
The foregoing ordinance was first ready by title only in accordance with Article X,
Section 2(C) of the City Charter on the _____ day of _________, 2024, and duly PASSED and
ADOPTED this ______ day of ___________, 2024.
ORDINANCE NO. 3244 Page 5 of 6
SIGNED and APPROVED this ________ day of __________________________, 2024.
__________________________________
Tonya Graham, Mayor
ATTEST:
__________________________________
Alissa Kolodzinski, City Recorder
Reviewed as to form:
______________________________
Douglas M. McGeary
Acting City Attorney
ORDINANCE NO. 3244 Page 6 of 6
ORDINANCE NO. 3245
AN ORDINANCE TERMINATING SPECIFIED COMMISSIONS AND RE-
ESTABLISHING AMC CHAPTER 2.11 TO CREATE ADVISORY COMMITTEES
Annotated to show deletions and additions to the Ashland Municipal Code sections being
modified. Deletions are bold lined through, and additions are bold underlined.
WHEREAS Article 2. Section 1 of the Ashland City Charter provides:
Powers of the City. The City shall have all powers which the constitutions, statutes, and
common law of the United States and of this State expressly or impliedly grant or allow
municipalities, as fully as though this Charter specifically enumerated each of those
powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto,
shall possess all powers hereinafter specifically granted. All the authority thereof shall
have perpetual succession.
WHEREAS the City of Ashland has a strong tradition of citizen involvement through advisory
bodies, which play a crucial role in providing valuable recommendations and advice to the City
Council and City Management; and
WHEREAS the City Council of the City of Ashland has observed the success of the committee
structure implemented under Resolution 2023-06, which updated and consolidated Resolutions
2022-24 and 2022-32, enhancing community participation and effective advisory input over the
past year; and
WHEREAS the City Council recognizes the need to formalize and codify these successful
committee structures into the Ashland Municipal Code to ensure consistency, transparency, and
accountability in the operations of advisory bodies; and
WHEREAS the termination of specified commissions, which have been replaced by more
efficient and relevant advisory committees, is necessary to streamline the advisory processes and
eliminate redundancy; and
WHEREAS the establishment of new advisory committees will provide clear roles and
responsibilities, promote inclusivity, and ensure that advisory bodies reflect the diverse
populations within the City of Ashland; and
WHEREAS the new ordinance will support the City's goals of transparency, accountability, and
effective governance by providing structured guidance for the formation, operation, and
responsibilities of advisory committees; and
ORDINANCE NO. 3245 Page 1 of 10
WHEREAS the advisory committees established under this ordinance will assist the City in
achieving its strategic goals by providing informed recommendations on various matters of
public interest and administrative functions; and
WHEREAS the City Council is committed to maintaining high ethical standards, promoting
diversity, equity, and inclusion, and ensuring that advisory committees operate in a manner that
aligns with the City’s priorities and legal framework;
NOW, THEREFORE, THE CITY OF ASHLAND ORDAINS AS FOLLOWS:
AN ORDINANCE TERMINATING SPECIFIED COMMISSIONS AND RE-ESTABLISHING
AMC CHAPTER 2.11 TO CREATE ADVISORY COMMITTEES
SECTION 1. TERMINATION OF SPECIFIED COMMISSIONS
This ordinance terminates each of the listed ordinances as follows:
Chapter 2.11 MUNICIPAL AUDIT COMMISSION
Chapter 2.13 TRANSPORTATION COMMISSION
Chapter 2.15 FOREST LANDS COMMISSION
Chapter 2.17 PUBLIC ARTS COMMISSION
Chapter 2.18 CONSERVATION COMMISSION
Chapter 2.19 HOUSING AND HUMAN SERVICES COMMISSION
Chapter 2.20 SOCIAL EQUITY AND RACIAL JUSTICE COMMISSION
Chapter 2.23 ASHLAND AIRPORT COMMISSION
Chapter 2.24 HISTORIC COMMISSION
Chapter 2.25 TREE COMMISSION
Chapter 2.26 ASHLAND WILDFIRE SAFETY COMMISSION
Chapter 2.27 CLIMATE POLICY COMMISSION
Chapter 2.56 CITY BAND
SECTION 2. RE-ESTABLISHMENT OF AMC CHAPTER 2.11
AMC Chapter 2.11 previously terminated is re-established by the following title and language as
follows:
CHAPTER 2.11 CITY COUNCIL AND MANAGEMENT ADVISORY COMMITTEES
2.11.005 Purpose
Advisory committees require uniform rules, policies, and operating procedures to ensure
maximum productivity and fairness for members and the public. These policies and
procedures govern all City Council and Management Advisory Committees.
2.11.010 Establishment of Specific Advisory Committees
ORDINANCE NO. 3245 Page 2 of 10
A. Climate and Environment Policy Advisory Committee (CEPAC)
A Climate and Environment Advisory Committee (CEPAC) is established by the
City Council. The CEPAC should reflect and represent a wide range of community
interests and perspectives. Such interests should include, but not be limited to,
climate change and environment, public health, energy efficiency and renewable
energy, low and moderate-income households needs, economic development, social
equity, and sustainable economic development. The CEPAC will consist of up to
twelve (12) voting members. The CEPAC will strive to include at least two (2) voting
members who are 35 years old or younger at the time of appointment. Three of the
voting member positions are reserved for one (1) representative of the solid waste
franchisee for the City; and one (1) representative from Southern Oregon
University (SOU) administration/faculty; one (1) representative from the Ashland
School District administration/faculty. The City Manager will appoint one (1)
nonvoting ex-officio member to provide support to the committee. The CEPAC shall
be responsible for assisting the City in the following:
1. Making recommendations on strategies, actions and programs related to the
implementation and updating of the Climate and Energy Action Plan in
furtherance of its climate mitigation and adaptation goals and strategies per
AMC 9.40, recognizing that the Council may also request advice on other
environmental matters from time to time. The issues the Climate and
Environment Policy Advisory Committee shall advise Council on include,
but are not limited to:
Recommendations for the City of Ashland's Climate and Energy
Action Plan (CEAP) and any updates to the CEAP.
Modifications to benchmarks, targets, or actions contained in the
climate plan as needed to incorporate the best available science and
practices to achieve the City of Ashland's climate-related goals and
targets.
The process for considering amendments and updates to the CEAP.
Monitoring CEAP implementation progress for the community and
for the City operations.
Ensuring that the CEAP incorporates long-term social, economic, and
environmental goals.
Climate education.
2. Recommending CEAP implementation steps or improvements on behalf of
the community and for City operations.
3. Providing information to staff and the City Council to ensure that
benchmarks, targets, or actions develop for, or by the City of Ashland
incorporate the best available science and practices to achieve the intended
climate or environmental related goals and targets.
4. Providing recommendations to ensure the City of Ashland's climate and
environmental planning incorporates long-term social, economic, and
environmental goals, including social equity for low-income households,
persons of color, the young and elderly, and those with disabilities.
ORDINANCE NO. 3245 Page 3 of 10
5. Educating and advocating for Ashland's environmental goals, including its
Community Climate Recovery Goals.
B. Forest Lands Advisory Committee (FLAC)
The Forest Lands Advisory Committee (FLAC) is established and shall consist of up
to nine (9) voting members, including a member of the Ashland Parks Commission,
and up to eight (8) nonvoting ex-officio members who will participate as needed.
The ex-officio, non-voting member positions are reserved for representatives from
the USDA Forest Service Ashland Ranger District, the Oregon Department of
Forestry, the City's Director of Public Works, Director of Community Development,
Fire Chief, Police Chief, and Director of Parks and Recreation Department or their
designees. The City Manager will also appoint one (1) nonvoting ex-officio member
to provide support to the committee. The FLAC shall be responsible for assisting the
City in the following:
1. Supporting the implementation of the Ashland Forest Plan, originally
developed and adopted by the City of Ashland in June, 1992, including City
adopted updates or revisions.
2. Recommending integrated, interdisciplinary approaches and programs for
the development of forest ecosystem management plans and related activities
in the Ashland watershed.
3. Developing a strong community volunteer program to assist in the
implementation of the Ashland Forest Plan.
4. Recommending forest management practices to the City Council and City
staff.
5. Helping to ensure that plans integrate forest management needs and
concerns of the City and of private land owners in the wildland urban
interface.
6. Promoting public knowledge and acceptance of the Ashland Forest Plan's
programs.
C. Historic Preservation Advisory Committee (HPAC)
An Historic Preservation Advisory Committee (HPAC) is established by the City
Council. The HPAC will consist of up to nine (9) voting members, and two
nonvoting ex-officio members including the Chairperson of the Planning
Commission, and one (1) representative appointed by the City Manager to provide
support to the committee from the City's Community Development Department. To
qualify the HPAC's as the City of Ashland's Certified Local Government (CLG)
Commission, the majority of appointments for voting members of the HPAC, to the
extent volunteer members are available in the City, will have direct historic
preservation experience or meet the professional qualifications (including
archaeology, architectural history, conservation, cultural anthropology, curation,
engineering, folklore, historic architecture, historic landscape architecture, historic
preservation planning and history) under Oregon State Historic Preservation Office
requirements. The HPAC shall be responsible for assisting the City in the following:
ORDINANCE NO. 3245 Page 4 of 10
1. Recommending to the Planning Commission and the City Council, areas or
properties of significant historical value and interest for consideration to be
designated historical properties.
2. Recommending ordinances and other measures designed to protect and
foster interest in the improvement of designated historical properties.
3. Reviewing literature and sources of funding concerning the protection and
improvement of designated historic properties.
4.Advising City staff and the Planning Commission concerning the
improvement of designated historic properties in connection with Type II
and Type III Planning Action involving new construction or alterations to
existing historic resources.
5.Advising applicants and staff upon request on sign permits, building permits
and other projects involving new construction or alterations within
Ashland's designated Historic Districts.
6. Advising the Planning Commission, the Ashland Park Commission, other
city advisory commissions, boards and committees, and city departments
regarding historic components of government projects under consideration
within Ashland's designated Historic Districts.
7. Advising City staff and the Planning Commission on project applications for
funding.
8. Assisting in promoting public support for the preservation and recognition of
Ashland's historic past.
9. Advising City staff and the Planning Commission on aesthetic standards for
historic areas.
D. Housing and Human Services Advisory Committee (HHSAC)
A Housing and Human Services Advisory Committee (HHSAC) is established by the
City Council. The mission of the HHSAC is to assess and make recommendations to
the City for addressing the continuum of housing and human services needs for the
purpose of enhancing community health and well-being. Members will be from a
broad spectrum of citizens including individuals with a background in social
services, unhoused and marginal income population services, economic and housing
development, universal housing design, and elderly and disabled persons needs. The
HHSAC will consist of nine (9) voting members, one (1) nonvoting ex-officio liaison
from Southern Oregon University (SOU), and one (1) nonvoting ex-officio member
appointed by the City Manager to provide housing program support. The HHSAC
shall be responsible for assisting the City in the following:
1. Assessing and making recommendations on the continuum of housing and
human services needs of the community and funding strategies relating to
housing and human services.
2. Advising the City Council on programs that assist in addressing the unmet
utility, medical, transportation, and food needs of seniors, children and
families in Ashland, and other related human services programs.
ORDINANCE NO. 3245 Page 5 of 10
3. Making recommendations to the City Council on Community Development
Block Grant (CDBG), City of Ashland Social Service Grants, and Housing
Trust Fund and related allocations.
4. Assisting in identifying federal, state, county, and private funding for
implementation of housing and human services programs.
5. Fostering public knowledge of and support for official city housing and
human services programs.
6.Enhancing cooperation between the public and private sectors by promoting
integrated approaches that provide suitable housing, a healthy living
environment, and expanded economic opportunities for low and moderate-
income persons.
7.Evaluating, reviewing, and recommending to the Planning Commission and
City Council innovative land use strategies targeted to promote a broad
variety of needed housing types.
8. Monitoring housing discrimination complaints and corrective actions within
the City, and advising the City Council on potential measures to be taken to
further equal opportunity to all persons to live in suitable housing facilities
regardless of race, color, religion, sexual orientation, gender identity,
national origin, source of income, or familial status.
E. Public Arts Advisory Committee (PAAC)
A Public Arts Advisory Committee (PAAC) is established by the City Council. The
mission of the PAAC is to enhance the cultural and aesthetic quality of life in
Ashland by actively supporting the placement of public art in public spaces and
serving to preserve and develop public access to the arts. The continued vitality of
the arts in the City of Ashland is a vital part of the future of the City as well as of its
citizens. The arts are an important part of the cultural and economic life of the
entire community of Ashland and enrich the participants in the arts as well as those
who observe them. The PAAC will consist of nine (9) voting members of which six
(6) voting members will be from a broad spectrum of citizens including artists and
those with a background in the arts, arts organizations, education, structural and
landscape architecture. Up to three (3) of these six (6) voting members of the PAAC
may reside outside the City limits. The three (3) remaining voting members of the
PAAC will be citizens at-large and residents of the City. The City Manager may also
appoint two (2) non-voting ex-officio members to the PAAC, one (1) of which will be
from the City's Public Works Department, to provide support to the committee. The
PAAC shall adhere to and fill the role of the Public Art Commission as it may be
designated in AMC 2.29 Public Art. The PAAC shall also be responsible for
assisting the City in the following:
1. Providing advice to ensure the arts continue to be of value as an integral part
of Ashland.
2. Assisting in promoting the arts in Ashland to enrich the lives of its citizens
through education and demonstration.
3. Advising the City Council and City management on standards and guidelines
for selecting, commissioning, placing, maintaining, and removing public art.
ORDINANCE NO. 3245 Page 6 of 10
4. Advising the City of Ashland on how best to assist local organizations that
provide local leadership on arts related matters to make the arts a more
important part of community life.
5. Assisting the City Council, the Ashland Parks Commission, Historic
Preservation Advisory Committee, and the Planning Commission in using
public art to enhance existing development in public parks and other public
lands and in public structures.
6.Advising the Planning Commission, the Ashland Parks Commission, other
city advisory commissions and committees, and city departments regarding
artistic components of all municipal government projects under
consideration by the City. The PAAC may also serve as a resource for
assessing the artistic components of land use developments.
7. Advising the City Council on policies and programs to enhance and
encourage the planning, placement, and maintenance of public displays of
art in locations open to the public within the community.
8. Encouraging connections with other local, regional, and national
organizations working for the benefit of art and preservation of artistic
values.
9. Recognizing and encouraging groups and organizations that enrich Ashland
life by bringing cultural and artistic values and artifacts to the City.
10. Assisting in the pursuit of gifts and grants for support of arts programs and
activities and the procurement of public art.
F. Transportation Advisory Committee (TAC)
A Transportation Advisory Committee (TAC) is established by the City Council.
The TAC shall provide advice and guidance to the City Council, other Standing
Advisory Committees, and City departments on transportation matters. The TAC
will consist of up to nine (9) voting members and ten (10) ex-officio members who
will participate as needed. Voting members will all be members of the community at
large and will represent a balance of interest in all modes of transportation. The ex-
officio, non-voting member positions are reserved for four (4) representatives from
the City's Community Development, Police, Fire and Rescue Departments, and
Parks and Recreation Departments; one (1) representative from Southern Oregon
University (SOU) administration/faculty; one (1) representative from the Ashland
School District administration/faculty; one (1) representative from the Oregon
Transportation Department; one (1) representative from the Rogue Valley
Transportation District; one (1) representative from the Jackson County Roads
Department; and, the City's Director of Public Works (1), or their designee, to
provide support to the committee. The TAC shall assist the City in reviewing and
advising on issues or topics as they relate to all modes of transportation, including
the following:
1. Transportation safety policies and programs.
2. Long range transportation plans and ancillary transportation plans
(sidewalk and safe routes to school, transit, traffic, parking, etc.).
3. Type III Planning Actions during the pre-application process.
ORDINANCE NO. 3245 Page 7 of 10
4. The transportation section of the City's Capital Improvements Program
(CIP).
5. Multi-modal transportation issues.
6. Traffic implementation designs.
The Committee may also advocate to promote all modes of transportation to ensure
that modal equity is a reality in Ashland. The TAC may assign subcommittees to
focus on specific transportation topics of concern and report their information to
the full TAC for final review and recommendations. Subcommittees will be
established for a specified purpose and duration and will consist of at least three
voting members appointed by the TAC. The TAC Chair and Director of Public
Works shall determine what matters warrant subcommittee involvement, and
meetings shall be convened on an as-needed basis.
G. Social Equity and Racial Justice Advisory Committee (SERJAC)
A Social Equity and Racial Justice Advisory Committee (SERJAC) is established by
the City Council. The SERJAC will consist of nine (9) voting members and one (1)
nonvoting ex-officio member designated by the City Manager to provide support to
the committee. Voting members will include members from a broad spectrum of
community interests and perspectives, specifically including individuals with
backgrounds in race and social equity work and a representative cross section of
historically marginalized or underrepresented groups, such as Black, Aboriginal
peoples, people of color, LGBTQ+, the elderly and disabled persons. The SERJAC
shall be responsible for assisting the City in the following:
1. Encouraging understanding and celebration of the diversity of the City's
population and visitors and promote amicable intergroup relations within
the City.
2. Recommending policies, measures, and practices to bring about social and
racial equity and greater inclusion for all who live, work, or visit in the City,
including counter measures to systematic racism, homophobia, sexism,
classism, and other racial and social inequities impacting Black, Indigenous,
people of color, LGBTQ+, and disabled persons, as well as other
marginalized persons in the Ashland community.
3. Recommending efforts to increase economic opportunities for Black,
Indigenous, people of color, LGBTQ+, and disabled persons, as well as other
marginalized persons in the Ashland community.
4. Advising on diversity, equity, and inclusion (DEI) and human rights training
for the City of Ashland's staff, commissions/boards, other advisory
committees, and the City Council.
5. To seek, at least every two (2) years, a broad spectrum of input from
community members on emerging issues and needs of the Ashland
community as they relate to diversity, equity, inclusion, human rights, and
intergroup relations.
2.11.015 Establishment of Management Advisory Committees (MACs)
ORDINANCE NO. 3245 Page 8 of 10
A. Purpose: To serve at the request of the City Manager or Department Heads to provide
technical advice, and community support and input that can assist in preparing
recommendations to enhance City operations or program implementation or for City
Council consideration.
B. Operation: MACs are generally intended to be project or program specific but can
meet as often and as long as necessary to meet their requested role or functions. Some MA
Cs may meet only occasionally when requested, while others may meet regularly or semi-
regularly over extended periods of time per the role assignment or needed term for their
assistance. Membership on MACs will be established based on the type of advice sought
and availability of potential qualified participants, urgency of issue or program being
addressed, timeframe for the committee's role/participation, availability of City staff
support resources, and/or other circumstances or considerations affecting the ability for
effective MAC role participation. The rules of procedure, if necessary, for each MAC will
also be established by the City Manager or appointing Department Director at the time of
the corresponding MA C's establishment. The City Council may refer issues or tasks to
consideration by a MAC by vote of the City Council request to the City Manager. MACs
may include project or program topics related, but not limited to the following:
Airport Operations
City Band
System Development Charges
Transportation
Trees and Urban Forest
Wildfire Safety
SECTION 3. CODIFICATION. Provisions of this Ordinance shall be incorporated in the City
Code, and the word “ordinance” may be changed to “code”, “article”, “section”, or another word,
and the sections of this Ordinance may be renumbered or re-lettered, provided however, that any
Whereas clauses and boilerplate provisions (i.e., Sections \[No(s.)\] need not be codified, and the
City Recorder is authorized to correct any cross-references and any typographical errors.
SECTION 4. EFFECTIVE DATE
This ordinance is effective upon adoption.
The foregoing ordinance was first ready by title only in accordance with Article X, Section 2(C)
of the City Charter on the _____ day of _________, 2024, and duly PASSED and ADOPTED
this ______ day of ___________, 2024.
SIGNED and APPROVED this ________ day of __________________________, 2024.
ORDINANCE NO. 3245 Page 9 of 10
__________________________________
Tonya Graham, Mayor
ATTEST:
__________________________________
Alissa Kolodzinski, City Recorder
Reviewed as to form:
______________________
Douglas M. McGeary
Acting City Attorney
ORDINANCE NO. 3245 Page 10 of 10