HomeMy WebLinkAbout1995-0705 REG MINMINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
July 5, 1995
CALLED TO ORDER
Mayor Golden called the meeting to order at 7:00 p.m., Civic Center Council
Chambers. Councilors Laws, Reid, Itauck, Hagen, Winthrop and Thompson were
present.
APPROVAL OF MINUTES
The minutes of the Regular meeting of June 20/21, 1995 were accepted with the
following amendments; page 7 item #2 last sentence should read "The cost of razing the
building and construction of a new facility was not estimated, but an approximate cost
could be possibly $1.25 million.; page 4 Unfinished Business, item #1 paragraph 4;
correction of spelling on accessory; page 5 paragraph first sentence; take out "for
location housing"; fourth sentence should read "He feels there may be a gap between
smaller rentals and larger homes"; paragraph 2 last word should be "subsidy".
SPECIAL PRESENTATIONS & AWARDS
1. Introduction of official visitors from our Sister City, Guanajuato, Mexico:
---Otilia the First, Queen of Guanajuato
---Otilia Saenz, mother of Otilia the First
---Beatrice Alvafez, Guanajuato City Official
Mayor Golden introduced visitors from Guanajuato, Mexico and gifts were exchanged.
Presentation of award for "Excellence in Financial Report" for 1994 from
Government Finance Officer's Association.
Louise Bogard, Finance Director Jackson County Fire District #3, O.M.F.O.A. Board
Member presented Certificate of Achievement for Excellence in Financial Reporting.
The Certificate of Achievement is the highest form of recognition in governmental accounting
and financial reporting, and its attainment represents a significant accomplishment by a
government and its management.
An Award of Financial Reporting Achievement was also presented to Finance Director, Jill
Turner.
CONSENT AGENDA
1. Minutes of Boards, Commissions and Committees.
2. Departmental Reports for June, 1995.
3. City Administrator's Monthly Report for June, 1995.
4. Second reading by title only of "An Ordinance adopting a new bikeway master
plan map of the Ashland Comprehensive Plan."
5. Confh'mation of Mayor's appointment of Peter Lovrovich as Electric Utility
Director.
The following corrections were made for the Council Study Session June 21, 1995; 1) page 2
paragraph 8; it should indicate that Council would like the Historical Society to have a
presence in Ashland. City Administrator Brian Almquist was directed to write a letter to the
Historical Association indicating the cities desire for the Historical Association to have a
larger presence in Ashland; 2) page 1 paragraph 2 first sentence should read; "Councilor
Reid was in favor of having more meetings during the day,"
Councilors Winthrop/Hagen m/s to approve Consent agenda. Roll Call vote: Laws,
Reid, Hauck, Hagen, Winthrop, Thompson YES. Motion passed.
PUBLIC HEARINGS
1. Proposed ordinance adding Section 15.04.105 to the Ashland Municipal Code
relating to barrier removal plans for buildings and establishing liens for such
plans.
a. First reading by title only of "An Ordinance adding Section 15.04.105 to
the Ashland Municipal Code relating to Barrier Removal Plans for
Buildings and establishing liens for such plans."
Councilor Thompson presented his view on the proposed ordinance relating to barrier
removal plans for buildings and establishing liens for such plans. He is against the adoption
of the proposed ordinance to enforce compliance with the American Disabilities Act. He
disagrees with the presentation that it is beneficial to property owners.
Planning Director, John McLaughlin stated that the ordinance is not meant to change the
American Disabilities Act, but only to make the process more flexible and enable the City to
recover costs.
Building Official Mike Broomfield, reported that in other cities, bonds are issued and they
use a Temporary Certificate of Occupancy. He felt this was not an appropriate way to deal
with this, because a temporary certificate of occupancy would extend over a five to seven
year period of time. This could be an additional problem for builders who want to sell the
building.
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City Attorney, Paul Nolte stated that the use of bonds cost money, and most developers do
not like to get a bond. Developers have to pay a premium for bonds and have to be fully
collatorized. Bonds are much more expensive than the process proposed by Planning
Department.
PUBLIC HEARING OPEN: 7:50 p.m.
Lloyd Haynes/1267 Siskiyou Blvd/Feels that what the Planning Department is trying to do
is a positive step, but that the lien process would be an impediment in implementing process
and may make it difficult for financing. Suggested that an option be provided that either a
lien, bond or other comparable security be provided to implement the program. He feels
plan is a good one, but would like to see it broadened.
Russ Dale/585 Allyison/Would like to see more mobility in plan. Questioned the flexibility
of time.
PUBLIC HEARING CLOSED: 7:55 p.m.
Mr. Broomfield stated that the question of length of time with the plan is better addressed by
the Oregon Disabilities Commission, most of the plans on more complex buildings have been
five to seven years. There is no defined limit and he is not aware of any defined time limit
on barrier removal plans, other than the Oregon Disabilities Commission approval of plans.
He reported that the bond issue had never seemed to be advantageous. He has concern that
Temporary Certificates of Occupancy tie the bond to the permit and in this application the
bond would be attached to the property.
Planning Director, John McLaughlin suggested that the bond process be added to the plan as
an option.
Councilors Winthrop/Reid m/s to approve first reading and move to second reading
with the additional wording to include option of securing this by lien, bond or
comparable security be included in the second reading of the proposed ordinance. RoB
Call vote: Reid, Hauek, Hagen, Winthrop YES; Laws, Thompson NO.
Motion passed 4-2.
DISCUSSION:
Councilor Laws stated his preference that the ordinance be amended as suggested but be
subject to first and second reading with the new amendments.
Councilor Thompson motion to amend Councilors Winthrop/Reid motion to include
directing staff to go over A.D.A. and f'md where it would conflict with our downtown
plan and Comprehensive Plan and make recommendations to the appropriate bodies
regarding those conflicts. No second. Motion denied.
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PUBLIC FORUM
Henry Webb/5050 Whitmore, Talent/Voiced concern regarding crime in Ashland and
questioned whether the new Camping Ordinance would be enforced.
Joe Eckhardt/108 Bush Street/Commented on how wonderful the City of Ashland is and the
success of the 4th of July parade. Would like to see more of looking to the future and would
like to meet with Mayor Golden on Council Goal #5 which deals with developing and
implementing a citizen/government communication program which includes citizen input.
Commended Council and Administration on the good work they have been doing.
UNFINISHED BUSINESS
1. Reading by title only of "A Resolution re-establishing the Municipal Audit
Committee, redefining its objective and responsibilities and repealing Resolution No.
91-16."
PUBLIC HEARING OPEN: 8:10 p.m.
John Nicholson/1575 Greenmeadows/Presented following comments on proposed resolution
re-establishing the audit committee, which he feels should not be adopted. The objectives of
the City audit committee should be: a. To enhance the independence of the outside auditor;
b. to monitor the work of that auditor; c. To oversee all aspects of the audit procurement
process; d. To review management's financial actions and controls; e. To communicate with
the Council and public; if the packet proposal is adopted, the audit committee would be
enfeebled and would be hampered in fulfilling its objectives.
He understood that the packet proposal was drafted by the City Administrator and felt that
would create a conflict of interest. It was clarified for Mr. Nicholson that the City
Administrator was not involved in the drafting of the resolution. The committee formed to
redraft the resolution included the City Attorney Paul Nolte, Councilor Laws, Marty Levine
C.P.A., Mayor Golden and Finance Director Jill Turner attended the initial meeting.
He stated that the resolution regarding the audit committee that accompanied the petition
submitted on March 7th provided for a stronger committee than the packet proposal and that
submitting the packet proposal without consultation was a slap in the faces of all 191
petitioners. The voting on the audit committee resolution after a "reading by title only"
debases the committee, which should be a key factor in the City's financial controls and a
lactic that alienates citizens. Felt that this undermines rather than supports the Council goal
of improving communications with citizens.
He urged the Council to adopt the audit committee resolution that was submitted by the
petitioners in March or form a sub-committee to discuss the re-establishment of the audit
committee with citizen groups. The Council, not the staff members being audited, should set
the rules for the audit committee.
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He suggested to Council that the audit should include opinions on all Enterprise Funds,
address the subject of economy and efficiency, program performance on a selected basis and
to strengthen the independence and objectivity of the audit process. He would like to have
City audit reports published and mailed out to the public within 90 days after the end of the
fiscal year.
Louise Bogard, Board Member O.M.F.O.A. clarified for Council that the Certificate of
Achievement presented by the Government Finance Officer' s Association can only be based
on the contents of the financial report that was provided for review. It cannot comment on
the performance of the City.
Marty Levine, C.P.A./He understands that the purpose of the committee is to assist the
Council in completing its responsibilities with regard to the annual audit. By establishing
this committee and including members that have accounting or auditing background, the
committee can evaluate potential auditors and make recommendation to the Council. The
committee can review financial statements and reports submitted by the auditor and offer
evaluations and recommendations to the Council. If management letter is submitted by
auditor, the committee would review letter and add clarification and evaluation and make
corporate recommendations to the Council. The committee is to only make recommendations
to the Council, the ultimate responsibility is the Councils.
Mr. Levine felt that the resolution suggested by Mr. Nicholson would take away the control
of the Council. Mr. Nicholson clarified for Mr. Levine that this was not the intention. The
intention of his resolution would be to take control away from those that are being audited.
Councilor Winthrop stated that he believed there is room to improve the way in which they
discuss the scope of the budget and where monies are put as a community. He would like to
look further into possibly changing the way the Budget committee works as an improvement.
Mr. Nicholson stated that the Budget Committee and the Audit Committee functions are
entirely different. The Budget Committees function is a political one whereas the Audit
Committee is there to make sure the management of the City is not lying to the public in the
financial statements.
Mr. Levine stated that he does not believe that it is the responsibility of the Audit Committee
to take these kinds of responsibilities, but is clearly the Councils responsibility. The Council
is responsible to review and question the financial statements.
Councilor Laws reported that the committee did consider proposals made by Mr. Nicholson
when resolution was drafted.
It was discussed that there be some change in the wording on Section 4. Responsibilities.
sub-section A. Recommend to the council an independent firm of certified public accountants
to perform the annual audit of the City. It was determined that by making any changes
would subject the Council to criticism in that they are trying to control the outcome. Mayor
Golden believes that the group that forms the audit committee should determine the process
of selecting the auditor.
Mr. Nicholson questioned the Council as to why none of the petitioners from the previously
drafted resolution were not contacted for their views and invited to participate in the
discussion.
PUBLIC HEARING CLOSED: 9:00 p.m.
Councilors Laws/Winthrop m/s to approve Resolution #95-24 re-establishing the
Municipal Audit Committee. Roll Call vote: Laws, Reid, Hauck, Hagen, Winthrop,
Thompson YES. Motion passed.
Mayor Golden stated that she has never in her term been swayed by the City Administrator
and feels that the Council is and should be separate from the administration.
Reading by title only of "A Resolution establishing fees for communications
services."
Councilors Hauck/Hagen m/s to approve Resolution # 95-23 setting fees for dispatching
services provided by the Ashland Communications Center. Roll Call vote: Laws, Reid,
Hauck, Hagen, Winthrop and Thompson YES. Motion passed.
NEW AND MISCELLANEOUS BUSINESS
1. Approval of Sidewalk LID policy.
Public Works Director Steve Hall presented recommendation in adoption of "City Council
Policy-Sidewalk Local Improvement District". The process of advertisement will begin with
Council approval.
Councilors Hauck/Reid m/s to approve Sidewalk LID policy. Voice vote; all AYES.
Motion passed.
DISCUSSION:
Councilor Laws voiced his congratulations to the Mayor and staff for the idea and
development of the proposal in a way that will help to push the sidewalk process
successfully.
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Recommendation from Parks and Recreation Commission for acquisition of
property on Strawberry Lane.
City Administrator Brian Almquist read memo from Ashland Parks and Recreation
Commission. Parcels are adjacent to the recent acquisition of Dr. Hald's property on
Strawberry land. The parcels are owned by three different individuals: the Hudson's,
Ratcliffes, and Snydals. The total acreage of all three parcels is 6.35 acres.
All three properties are included in the Open Space Land Acquisition Plan. The purchase of
the parcels will increase the size of the open space area already purchased on Strawberry
Lane and will be preserved as a passive, natural area.
Councilors Reid/Hauck m/s to approve recommendation for acquisition of property on
Strawberry Lane. Roll Call vote: Laws, Reid, Hauck, Hagen, Winthrop and Thompson
YES. Motion passed.
Request by Museum of Natural History to attach banners to street lights/utility
poles.
Ronald Lamb, Executive Director of the Pacific NW Museum of Natural History, spoke
on the request to the City of attaching banners to street lights and utility poles. The banners
would help identify and recognize the location of the Pacific Northwest Museum of Natural
History. The museum requests that the banners be allowed year round. Mr. Lamb reported
that O.D.O.T. has not approved banners for Hwy 66 to this date.
Councilor Laws would like Council to retain control of what the banners would look like.
Councilors Laws/Winthrop m/s to approve attaching banners contingent upon Councils
approval of banner design. Voice vote: aH AYES. Motion passed.
Memorandum from CRy Administrator regarding results of executive pay plan
survey and recommendation for COLA for management positions.
City Administrator Brian Almquist presented results of the three surveys on salaries of
administrative and department head positions in similar sized cities on the West Coast. He
noted that according to the data it indicated that their salaries are competitive regionally and
on the high side in Oregon. Policy has been to maintain pay ranges at this level to attract
and retain the most qualified personnel our city can afford and believes that the quality and
efficiency of city services is directly linked to the quality of managers employed.
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His recommendation to the Council is to grant a 3 % cost of living adjustment to the
remaining 9 positions.
Assistant City Administrator Peggy Christianson presented to the Council additional dam on
survey number 2 based on 10,000-25,000 population.
Ms. Christianson clarified for Council that the ICMA survey provides salary data and does
not provide a full spectrum of compensation which includes benefits, ie. retirement, leave,
etc. Total compensation is a bigger and more accurate picture.
Councilor Laws feels there should be consistency in methodology used, or look further at
adapting the positions in other cities to our own and choose those that are truly comparable.
Mayor Golden clarified for the Council the procedures and policies followed in the hiring
process, stating her experience and participation in the hiring of 6 Department Heads. The
Department Heads hired were carefully reviewed and were based upon their qualifications.
General discussion by Council regarding Councilor Thompsons' commentary in Ashland
Daily Tidings on the salary increase.
Councilor Laws stated that he felt the Council was correct in separating mid-management and
top-management in the handling of the decision on salary increases. He would like to
recommend to Council that collecting of data be continued on a comparable position basis
and have a data base that could be used to make honest comparisons in the future.
Councilor Hauck commented that the Cost of Living Adjustment is based on the inflation rate
and that the purchasing power stays the same. COLA is not an increase but is in keeping
with the purchasing power and is fair to the employee.
Councilor Winthrop determined that it is difficult to find comparable data in matching
Ashland conditions. Point of data is more of a reality check for long term planning of our
compensation policies and is a reassurance to themselves and citizens they are being prudent
stewards.
Written memo by Councilor Winthrop was submitted to the Council. Memo states his
appreciation of assistant city administrator in the progress made compiling comparable data
that will better reflect the range of services provided by Ashland city government, which he
found educational. He stated that his intention in requesting better data was not to challenge
the pay scales of current managers. But, to develop a better rationale for determining
appropriate compensation for the long term, both to guide recruiting and to reassure citizens
they are being prudent managers. He also would like to take a broader look at the cities
approach to wage/salary schedules.
His recommendation to Council is that the COLA be approved for management but with the
following considerations: 1) Direct the city administrator/assistant administrator over the next
six months to refine the compensation survey presented this evening; 2) With the assistance
of staff, develop a clearer policy to guide our executive compensation. This might include
redefining the geographic range and/or jurisdictional size with which we intend to recruit
competitively, or adopting a set of comparable communities as our benchmark; and 3)
Request from staff a strategy for assessing, and if necessary correcting, inequities throughout
our compensation system, addressing such questions as gender equity and principle of equal
pay for equal work.
PUBLIC HEARING OPEN: 9:28 p.m.
Judy Kaplan/212 W Nevada/Stated her familiarity with employment opportunities in this
area. She does not agree with the argument of paying more would bring the most qualified
people, and feels this area is overflowing with "over qualified" job seekers. Questions how
close salary schedules are scrutinized at all levels. Does not agree with comparing Ashland
with California pay scales. Does support higher wages in the Rogue Valley, but
recommends to Council that the City take a more moderate approach.
Jack Blackburn/805 Oak St/Commented on Councilor Thompson's letter as an effort to
stimulate public discussion about the issue of salary, wages, personnel, etc. and feels it is
important. In favor of paying good salaries but not convinced that the city has to pay as
much as they pay. He proposed that the city appoint a wage and salary committee made up
of a cross section of people who are qualified both from the public and private sector. He
reported that according to the census tapes, there is 30% of this community whose household
incomes are way down. This 30% are making less than what the city is asking them to come
up with. From a community stand point, he does not believe it is fair and people react
negatively to this. When income is geared to percentages, a bigger spread is created between
low paying and high paying people, to deal with this is to give percentage increase with a
specific dollar amount so the spread is not made wider. Believes there should be a lot of
study done on this question. Would like Council to have more people not associated with the
city, to help in the wage and salary affair.
John Nicholson/1575 Greenmeadows/Believes that the city should borrow from the private
sector which sets up Compensation Committees, which review the whole salary structure.
Recommends that Council form a Compensation Committee with citizen participation and not
made up of just staff from the City. This committee would make the recommendation to the
Council as to what the compensation structure within the city of Ashland is.
PUBLIC HEARING CLOSED: 9.45 p.m.
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Assistant City Administrator Christianson provided council with information on benefits that
are included in management salaries. Comparison was based on four basic benefits,
vacation, sick leave, insurance coverage and retirement.
Councilor Thompson commented that his position regarding city salaries does not reflect the
respect he has for the Department Heads.
Councilors Winthrop/Hauck m/s to approve 3% COLA of management positions. Roll
Call vote: Laws, Reid, Hauck and Winthrop; YES. Hagen and Thompson; NO. Motion
passed 4-2.
Councilors Hauck/Thompson m/s to move forward on recommendations presented by
Councilor Winthrop in his memo to the Council. Voice vote: aH AYES. Motion passed.
Councilor Reid requested that the Finance Directors salary be reviewed.
Memorandum from Director of Public Works regarding loan offer from State for
wastewater treatment plant.
Director of Public Works Steve Hall presented staff recommendation authorizing the signing
of "Intention to Complete Final Load Application". This is an authorization to continue our
interest in the DEQ loan program. The "Revised Loan Request" of $21,468,000 is based on
a project cost of $27,000,000 for the highest cost alternative now under consideration, less
the portion covered by the 4 % meal tax. The actual loan agreement would not come before
the Council for consideration until late 1996.
Councilors Hauck/Laws m/s to approve signing of "Intention to Complete Final Load
Application. Voice vote: all AYES. Motion passed.
ORDINANCES, RESOLUTIONS & CONTRACTS
1. First reading by title only of "An Ordinance amending Ashland Municipal Code
Section 9.08.120 to increase ground clearance of trees and bushes over roadways
from ten feet to twelve feet."
Councilors Hauck/Reid m/s to approve first reading and move to second reading of
amendment to AMC increasing ground clearance of trees and bushes over roadway. Roll
Call vote: Laws, Reid, Hauck, Hagen, Winthrop and Thompson YES. Motion passed.
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OTHER BUSINESS FROM COUNCIL MEMBERS
Councilor Hauck reported that O.D.O.T. had changed regulations on population signs for
cities. Cities will be responsible as O.D.O.T. will no longer automatically change them.
Councilor Thompson reported on additional conversation with O.D.O.T. regarding that they
will not provide landscaping in the medium for the widening of East Main.
ADJOURNMENT
Meeti~ as adjourned at 9:55 p.m.
Barbara Christensen, Recorder
Catherine M. Golden, Mayor
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