HomeMy WebLinkAbout1999-1019.REG.MINMINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
October 19, 1999
Civic Center Council Chambers, 1175 E. Main Street
PLEDGE OF ALLEGIANCE
Mayor Shaw called the meeting to order at 7:00 p.m., in the Civic Center Council Chambers.
ROLL CALL
Councilors Laws, Reid, Hauck, Hanson, Wheeldon and Fine were present.
APPROVAL OF MINUTES
The minutes of the Regular meeting of October 5, 1999 were approved with amendment to page 4, paragraph 3, 2"a
sentence should read: "Feels that anything that weakens the state of marriage is a bad idea and people of the same sex
do not have this opportunity, but people of the opposite sex do have this opportunity." Executive Session Minutes of
September 22, 1999 were approved as presented.
SPECIAL PRESENTATIONS & AWARDS
1. Mayor's Presentation of a plaque for 30 years of service to Wes Eaton of Ashland Fire & Rescue.
Mayor presented plaque and shared personal stories related to the career of Wes Eaton.
2. Presentation and update by the Traffic Safety Commission.
Members were introduced as John Morrison, William Lambe, Jr., George Fardelmann, Michael Savko, William Snell,
and Thomas Heumann. Goals and objectives of the commission were explained and identified as dealing with traffic
safety problems, and the development and implementation of safety programs. Noted 1999 accomplishments,
explaining that 11 public meetings were held, and the commission also hosted a regional workshop on neighborhood
traffic. Pointed out that informational items were placed in the utility billing insert, and the commission sponsored 7
~'Safety Chicken" appearances, approved 19 traffic regulations, artended 6 workshops and seminars, prepared 6 traffic
studies and 48 reports in response to citizens requests.
Discussed some ongoing projects, including: crosswalk signage for school zones, the redesign of Siskiyou Blvd., Lithia
Way, E. Main & Gresham Intersection, Oak Street Traffic calming, utility billing inserts, traffic studies on A Street &
Iowa Street and bikepath extension through the Railroad Park on A Street. Goals for the commission were listed as:
Traffic Safety for Ashland, promoting educational opportunities, promoting community awareness and implementing
safety features.
3. Mayor's Proclamation of Breast Cancer Awareness Month.
Mayor read proclamation. Pointed out that Ashland Community Hospital and Community Health Center is holding
special programs for breast cancer awareness month, including reduced cost mammography.
4. Mayor's Proclamation of Red Ribbon Week.
Mayor read proclamation.
CONSENT AGENDA
1. Minutes of Boards, Commissions and Committees.
2. Financial Report for year ended June 30, 1999.
3. Second reading by title only of "An Ordinance adding section 11.48.040 to the Ashland Municipal Code
authorizing certain employees of Southern Oregon University to issue Citations for Minor in Possession
of Alcohol and for Unlawful Possession of Less than an Ounce of Marijuana."
4. Adoption of Findings of Planning Action 97-054, Strawberry Lane Subdivision.
Councilors Hauck/Wheeldon M/S to approve Ordinance #2849 and additional items of consent agenda. Roll Call
Vote: Laws, Reid, Hauck, Hanson, Wheeldon and Fine, YES. Motion passed.
PUBLIC HEARINGS
(None)
City Council Meeting 10/19/1999 Page 1 of 7
PUBLIC FORUM
(None)
UNFINISHED BUSINESS
1. Consideration of Design Alternatives for Hillah Temple.
Assistant City Administrator Greg Scoles presented council with recommendations that the City Council: 1) select a
preferred alternative (ConceptB, Site Scheme 2, Elevation Scheme I or III) and then based on this, direct staff to prepare
a proposed financing program for consideration at future City Council Meeting; 2) initiate the process for the re-zone
of the property to C I-D (Commercial Downtown); and 3) direct staff to coordinate with the Parks and Recreation
Department to develop the restroom facility and recycle center in advance of the remodel of the Hillah (budgeted as part
of the Calle Project). Explained that the last thing to happen will be a financing package for the project, and noted that
this delay is due to the Finance Director's illness.
Scoles explained that if the entryway into the building is at the corner, it focuses and narrows the entryway. Explained
that this may not be as convenient for 'tone stop shopping", but architecturally it looks better. Stated that staff has
voiced concern with having the entryway in the same area as the waste/recycling receptacles.
Erik Navickas/711 Faith Av/Voiced his support with keeping city offices downtown in the Hillah Temple site.
Concerned with design of proposed building and cited other areas that he has visited and the value of "adaptive reuse"
buildings in various cities. Stated that the present architectural design's fagade is "plastic" and has not "grown" with
the current building. Stated that buildings need "inner purity."
Mayor Shaw noted that Navickas made some very good points. Stated that the current Hillah Temple lacked foresight
when it was originally designed and built.
Councilors Reid/Laws m/s to approve staff recommendation of Concept B, Site Scheme 2, Elevation Scheme I or
llI. Voice Vote: All AYES. Motion passed.
Councilors Wheeldon/Hauck m/s to approve staff recommendation to initiate process to re-zone property to CI-
D. Voice Vote: All AYES. Motion passed.
Councilor Reid shared story regarding public restrooms and placement of these restrooms. Suggested that council
consider locating public restrooms in a more central location. Need to step back and look at downtown area to
determine the best placement for these restrooms, and what size they would need to be. Stated that if restrooms were
smaller, the cost would be less, and more restrooms could be made available.
Councilor Fine suggested that if Library Bond is approved, then restrooms might be available in that building. It was
pointed out that the library hours are limited.
Council discussion on exploring the options and asking the Parks Department what expenses they incurred in their
restroom projects. Scoles explained that a program would need to be given to architects to determine what could be
done. Scoles emphasized that there is a need to work with Parks & Recreation Department to reach a solution that
would best suit the community.
Councilor Wheeldon would like some research done to help in planning for restroom facilities. Wheeldon stated that
she was in favor of the city taking on financial responsibility for restroom facilities. Scoles explainedthat the restrooms
have always been planned, and the question has been in what project they could be included, either the Calle Guanajuato
remodel or the Hillah Temple. Either way, it would need to be budgeted correctly. Scoles clarified that staff will bring
back a program that outlines possible approaches for restroom facilities.
Councilors Reid/Hauck m/s to direct staff to explore alternatives for restroom/recyclingfacilities and bring back
information to council. DISCUSSION: Wheeldon concerned with financing as part of the Ca!le project. Hanson
stated that the restrooms are not included in the budget for the Calle project, or the Hillah Temple. Reid and
Laws suggested that staff include funding options in the information brought back to council. Scoles explained
that the Calle and the Hillah projects are linked, and suggested that the restroom financing could be addressed
as the designs are further developed. Laws suggested sending an early warning to downtown business owners,
to make them aware that that there may be some trade-offs involved with the restroom/recycling project in
regards to parking. Suggested that the downtown parking committee might want to provide some feedback. Reid
suggested that the parking lot redesign on Hargadine Street may be another option for restrooms that can be
explored. Voice Vote: All AYES. Motion passed.
City Council Meeting 10/19/1999 Page 2 of 7
,
First reading of "An Ordinance Adding Section 2.04.095 to the Ashland Municipal Code to Establish
Fiscal Priorities for New Programs."
Councilor Fine explained that the purpose of the ordinance is to keep the trust of the community, and that the ordinance
arose out of recommendations of the Citizens' Budget Committee. Stated that the ordinance requires that the council
identify a funding mechanism upon adopting a new project, initiative or policy. Emphasized that under the proposed
ordinance, it will be stated to the fullest extent possible how a new project will be funded, including trade-offs that might
be necessary. Noted that his explanatory memo relating to this ordinance provides further explanation, and addresses
the mayor' s concern that the ordinance would give staff to much power. Fine suggested that rather than giving power
to staff, it would require the council to enter into dialog with the staff.
Mayor Shaw voiced her reservations and gave background information on past projects that have happened without any
funding being initially identified. Explained that in her experience, an idea developed and with the help of the
community, through dialog and public hearings, funding followed. Shaw emphasized that there were numerous
examples of this occurring, including: water conservation, air quality, recycling, the recycling depot, the open space
program, Oak Street traffic calming, the forest management plan, and various items within the community. Shaw stated
that there was only one instance that she could remember where funding was identified prior to discussion of an idea.
Stated that by having staff identify funding sources it gives them too much power over projects, and moves around an
important process of dialog with the community.
Reid suggested that this ordinance only forrealizes what the council already does, and stated that it may not inhibit ideas
being brought forth. Stated that this may be helpful, especially if used as guidance for budget committee members.
Laws stated that in Shaw's examples, he believes there were discussions of funding options when the policies were
made. Suggested that this ordinance merely requires identification of funding sources when a policy is adopted, and
does not give staff the power suggested.
Hauck agreed with Reid that the proposed ordinance only forrealizes the process already in place. Noted that the only
item he could think of where this process was not followed was the LID process.
Wheeldon does not think that this ordinance is asking anything that the council is not already doing. Noted that she is
concerned with the use of the word "priority" as it sets up council to undo something where the council has already
made a commitment. Feels that a lot of collaborative work goes into projects, and she has respect for the amount of time
spent on developing projects, and she does not like the idea of sabotaging work from one year to the next.
Council discussion of removing the words "and priorities" from the proposed ordinance.
Councilors Fine/Wheeldon m/s to approve first reading of an ordinance and place on agenda for second reading
of ordinance with an amendment deleting the words "and priorities" from the ordinance. Roll call vote:
Wheeldon, Reid, Hanson, Laws, Fine and Hauck, YES. Motion passed.
Reading by title only of "A Resolution Consenting to the Transfer of Control of Falcon Cable Systems
Company II, L.P., to Charter Communications Holding Company, LLC, with Conditions."
Councilors Reid/Wheeldon m/s to approve Resolution #99-60. Roll call vote: Hanson, Fine, Wheeldon, Hauck,
and Reid, YES; Laws was absent from the room. Motion passed.
4. Request from Rara Avis Media Group regarding $5,000 start up funds for film festival.
Representative Steven Wood, co-founder of the Southern Oregon Film Society, presented request to council. Introduced
Neal Koontz, Interim Dean of Arts and Letters at Southern Oregon University. Noted narrow window of opportunity
in setting up this film festival for the fall of 2000, and explained the work that has been done with Coming Attractions,
as well as the City Administrator, Director of Community Development, and Chamber of Commerce, to turn the
Ashland Independent Film Festival into a reality.
Koontz read a letter from Southern Oregon University President Stephen Reno requesting approval of the grant request.
Koontz noted his whole-hearted support for the request as well.
Reid questioned if the grant being requested is a match of funds being provided by the University and Chamber of
Commerce. Wood explained that the Chamber is underwriting trip expenses for the film festival group from Taos, New
Mexico to come to Ashland and provide detailed information on their experience in starting a successful film festival.
Wood stated that this trip would cost roughly $3500. Wood also stated that no funding has been requested from the
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University. Reid explained that there is a matrix in place for requesting funding through the budget process. Wood
explained that he is aware of the process, but stated that the timeline would not allow them to meet the target date to
create a film festival for the year 2000. Stated that they have not filled out the forms for that reason.
Wood explained for Shaw that SOU may be used for funding, but stated that they felt that the city may allow for funding
sooner. Shaw recognized that finding broad-based funding is difficult for a start-up endeavor, but explained that it is
helpful for council to know that others are sharing the load.
Laws stated that the impact of the proposed festival may be very significant and suggested that public input should be
allowed before the request can be approved. Feels that a more extensive public review should take place first, even if
it necessitates postponing the festival until 2001.
Wheeldon commented on the continued activity in the community during the month of October, and questioned possible
conflicts with the Elizabethan season for the Oregon Shakespeare Festival. Wheeldon questioned whether November
wouldn't be a better time, given the level of crowding and traffic in early October. Wood noted that the October
timeframe was important to prevent conflict with other film festivals, to allow for the possibility for major films to
premier in Ashland.
Reid voiced support for the Film Festival, but agreed with council concerns and the necessity of public process.
Wheeldon requested staff to find out what amount budgeted for Cultural Development has not been expended and
suggested that the request be submitted with the proper forms for submission to council to consider the allocation of
available Cultural Development dollars. Hauck concurred, and noted that the council might choose to find additional
funding beyond that still available as Cultural Development.
Cate Hartzell/Budget Committee chairperson/Stated the frustrations and difficulty that the budget committee faces
when determining funding allocations for Cultural Development. Explained that the Film and Video Association was
allocated a small amount of funding and was encouraged to follow the process in the future. Asked that this pot of
money not be reopened without making it available to the Film and Video Association as well. Reminded council of
the large amount of money that the Chamber has available to promote Ashland, granted by the city each year. Urged
the council to remember the other organizations who came before the budget committee and spent a lot of time in the
process.
Reid requested that staff find out what amount of money was directed to the Chamber and Oregon Shakespeare for
promotion of the city. Laws explained that an annual report is submitted to the city by the Chamber on how these
monies are used.
Fine expressed his support for Hartzell's position that it would be unfair to other groups if this one group were allowed
to circumvent the integrity of the process so the festival could begin one year earlier.
Shaw noted this proposal is significantly different from that of the Film and Video Association mentioned by Hartzell,
and suggested that the grant award may have been different for this proposal. Ask that dialog be kept open.
Councilors Fine/Laws m/s to refer the matter to the Budget Committee for the next budget cycle. Roll call vote:
Laws, Reid, Hanson, Fine, YES; Hauck and Wheeldon, NO. Motion passed 4-2.
NEW AND MISCELLANEOUS BUSINESS
1. Council Meeting Look Ahead.
Scoles noted that there would study session at noon on October 20.
Reid questioned what would bc covcrcd in the study session looking at the Orcgon Shakespeare Festival's (OSF) new
theater plan. Scoles stated that he was not certain what OSF would be presenting as he had not yet received materials
on this matter.
Fine noted that he had been in discussion with City Attorney Paul Nolte about possible amendments to Resolution #93-
35 concerning public bidding requirements, and specifically about precluding the advertising exemption from applying
to items other than purchasing advertising. Requested that Scoles place this item on a future agenda for council
discussion and action. Nolte confirmed that technical language could be ready by the next meeting.
City Council Meeting 10/19/1999 Page 4 of 7
Wheeldon requested that there be background material and discussion before a draft ordinance is prepared. Scoles noted
that there would be no problem placing this on the agenda, and staff would need to prepare a report for council along
with draft wording.
Council discussion about parliamentary procedure for placing items on the agenda.
2. Motion to approve the Ca!le Guanajuato Master Plan.
Councilors Reid/Wheeldon m/s to approve the master plan.
DISCUSSION: Hanson stated he felt the plan was not yet ready for approval. Fine pointed out that the Parks
& Recreation Commission vote referring this to Council for approval was 3-2 and asked Laws (as liaison) for
some background.
Laws noted that Commissioner Eggers was opposed to the process, and that Commissioner Landt was opposed
as there were infringements into the existing streambed. Laws stated that Landt also took issue with the
consultants intensifying development on the west side of the creek when they had been asked to minimize uses
here.
Parks & Recreation Commission Chairperson JoAnne Eggers clarified that the vote at the study session was 4-1
to send this item to council. Explained that the issue at last night's meeting was whether the Parks Director
should be directed to contract for Phase II, which was referred to council by a 3-2 vote. Eggers emphasized that
if council accepts the master plan, the Parks Director can go ahead and contract with the consultants for Phase
!I.
Shaw emphasized that the majority of the Parks Commissioners wanted to continue with CMG as consultants.
Fine questioned where the $600,000 in addition to the $1 million budget will be found. Shaw stated that her
understanding was that the project could be done incrementally, as funds are available. Fine expressed concern
that the plaza business owners are the most directly benefitted. Fine suggested that at least a portion of the
$600,000 be somehow sought from the business owners on the plaza who would benefit.
Reid stated that this was outside the scope of the motion and discussion here, and called for a vote on the motion.
Hanson stated that this would be a nice, new park, but emphasized that it is not a restoration but rather a major
remodel. Hanson stated that this plan is 50-90% over the available budget and stated that he shares Fines
concerns about where funding will be found.
Laws stated that the money issue needs to be discussed here. Noted that the $175,000 in Phase II planning to be
contracted is aimed at a design for this $1.56 million restoration, and if there is a possibility of scaling back the
design it should be decided here before Phase II planning begins. Emphasized that adoption of the master plan
is a commitment to the whole project, and there needs to be some idea about where funding can be found. Stated
that this is not up to the Parks Commission, it is part of the city budget process.
Shaw concurred with Hanson that this is more than a restoration, it is a remodel, but suggested that it would
hopefully prevent damage from future floods.
Hanson stated that council had asked that the design be such that it would accommodate a one hundred year
flood event, and questioned why the design here would have difficulty with even a twenty five-year flood. Shaw
stated that active measures would be necessary.
Discussion of procedure, and whether a vote was necessary here before further discussion.
Fine noted that part of the plan includes annual emergency rehearsal for active flood measures for this one alley,
which is more than is done now for the entire city.
Hauck stated that the design meets a twenty-five year flood without active measures, and that council was aware
that design problems with the North Main bridge would need to be addressed for a one hundred year flood.
Emphasized that almost all of the first phase was for flood management, and the aesthetic elements would come
later.
Roll call vote: Reid, Laws, Wheeldon, and Hauck, YES. Fine and Hanson, NO. Motion passed 4-2.
city Council Meeting 10/19/1999 Page 5 of 7
3. Designation of Voting Delegate at League of Oregon Cities Annual Business Meeting.
Councilors Reid/VCheeidon m/s to appoint Councilor Hauck as delegate. Voice Vote: All AYES. Motion passed.
Councilors Hauck/Fine m/s to appoint Councilor Reid as alternate. Voice Vote: All AYES. Motion passed.
4. Update on the Implementation of Council's 1999 - 2000 Goals.
Sco les noted that this item was presented for information only. Laws stated that prose descriptions of where items
stand are much more helpful than timelines.
5. Capital Improvement Plan update.
Public Works Director Paula Brown summarizedthe construction and major project activity currently in process. Noted
that Oak Street is underway, and should be complete in roughly three weeks. Explained that work is underway by city
crews on Union Street to address ground water problems. Pointed out that the Ashland Creek Pump Station project is
going well, and the bike path will reopen by November 9. Stated that the only project not included in this summary is
the new Airport Sanitary Sewer project and informed council that all is going well.
Reid suggested using other entities information about traffic calming measures, citing traffic calming humps that are
now in use in the City of Portland.
Wheeldon commented on the issue of the bike path at 8th and A Streets. Brown stated that this will be brought back
in a study session in two to three weeks.
6. Council workshop discussion.
Scoles requested that the council teambuilding workshop be rescheduled from November 5m to November 6m due to the
difficulty in finding a facilitator. Laws questioned if another facilitator couldn't be found. Council discussed alternative
dates.
7. Council initiation of a planning action for an amendment to the Ashland Land Use Ordinance to Prohibit
the establishment of minimum house sizes by private development companies.
Director of Community Development John McLaughlin explained that the purpose of this for developers is to provide
assurance to buyers that future construction on nearby vacant lots will be of similar stature, size and value. Stated that
there is some concern that this approach runs counter to the City's Housing Goal. McLaughlin recommended that a
planning action be proposed to prohibit the establishment of minimum house sizes by private agreements.
Shaw noted an example of a couple that was required to build a larger and more costly house than they wanted because
of CCRs in a development. Noted that the difficulty that these requirements create.
Reid noted the importance of the comment included in the memo from staff, "it is more in keeping with our Housing
Goal and with state requirements ensuring the opportunities for wide varieties of housing in all locations."
Hauck noted that some members of the public expressed concern over the "sameness" of houses in some developments.
Suggested that an amendment to the Land Use Ordinance of this type would help to diversify development in the city.
Fine thanked Shaw for taking the lead in bringing this before the council. Questioned McLaughlin whether there could
be an exemption for people splitting their lots aside from subdivisions. Asked that McLaughlin bring back wording to
this effect. McLaughlin clarified that this action will go first to the Planning Commission for public hearings, and then
be brought back to the council for public hearings, and stated that an option like that could be included. Shaw suggested
that the public process be allowed to determine what is needed.
Councilors Hauck/Reid m/s to initiate a planning action for an amendment to the Ashland Land Use Ordinance
to Prohibit the establishment of minimum house sizes by private development companies. Roll call vote: Fine,
Wheeldon, Hanson, Hauck, Reid and Laws, YES. Motion passed.
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Second reading of "An Ordinance Amending the TelecommunicationsTitle 16 of the Ashland Municipal
Code to Add Provisions Regulating Cable Service and to Clarify Requirements for Grantees."
Scoles noted that it was necessary that the amendments that have occurred since the first reading be read. City Attorney
Nolte read these changes.
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Councilors Hauck/Hanson m/s to adopt Ordinance #2850, with the amendments recommended by staff in the
council communication. Roll call vote: Wheeldon, Laws, Hauck, Fine, Hanson and Reid, YES. Motion passed.
Reading by title only of "A Resolution Setting a Public Hearing for the Formation of a Local
Improvement District to Provide for Improvements consisting of Paving, Curbs, Gutters, Storm Drains,
Sidewalk and Associated Improvements, for the extension of Central Avenue from its existing Terminus
East of Helman Street, approximately 320 feet Easterly to a new connection with Water Street."
Councilors Fine/Wheeldon m/s to approve Resolution #99-61.
DISCUSSION: Wheeldon noted that this was a neighborhood which came forward as a result of the LID policy.
Councilors Wheeldon/Fine m/s to extend the meeting to 10:30. Voice vote: All AYES. Motion passed.
Reid noted that the information included in the packets is different than that initially read. Brown clarified that
the LID proposed is in fact for Penny and Palmer, not Central, and stated that the appropriate motion would be
to adopt the attached resolution setting a public hearing on December 7th for the formation of Penny Drive and
Palmer Road LID. Brown read the correct resolution title.
Councilors Reid/Hauck m/s to adopt Resolution #99-61. Shaw clarified that there was already a motion on the
floor.
Councilors Fine/Wheeidon withdrew their original motion.
Brown re-read the correct resolution title for the sake of clarity.
Roll call vote: Reid, Hauck, Hanson, Wheeldon, Laws, and Fine, YES. Motion passed.
OTHER BUSINESS FROM COUNCIL MEMBERS
ADJOURNMENT
The meeting was adjourned at 10:05 p.m.
Barbara Christensen, City Recorder Catherine M. Shaw, Mayor
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