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HomeMy WebLinkAbout1983-0201 REG MINMINUTES OF THE REGULAR MEETING ASHLAND CITY COUNCIL February 1, 1983 ROLL CALL & PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES NBU POSTAL UNITS FOR DOWNTO~ DEI, IVERY Having led the Pledge of Allegiance, Council Chairman Laws called the meeting to order at 7:30 P.M., on the above date. Howard, Acklin and Reid were present. Dale arrived at 7:40. Mayor Medaris and Councilwoman Smith were absent. Recently elected County Com- missioner Barnes was introduced to Council and audience. Minutes of the regular meeting of January 18, 1983 were unanimously approved as submitted. Supt. of Postal Operations Dsn Stearns reviewed the concept of the Neighborbood Box Unit project and gave a chronological account of the project and described the NBU as being self-contained units holding 8, 12 or 16 locked compartments for mail delivery at a central point in lieu of door delivery. Stearns said he had been approached by business people who requested earlier delivery of the mail. Stearns noted that in order to make total delivery it has been necessary to wait until mid-morning for delivery to be sure thaL all businesses are open at that point. Stearns said the decor was chosen with the aesthetics of the downtown area in mind and that ~!nits have been received as blending into the theme of the area. Stearns said that he would have total responsibility for the NBU's and that damage to same would be taken care of on immediate basis. Stearns called attention to the survey taken with the results being 78% in favor and noted letters of approval from the Chief of Police and the Chamber of Commerce. Stearns said the NBU's would eliminate the present inconsistency of mail delivery because boxes are outside! inside, in stairways, hallways and malls. Stearns noted there wou!a be no cost to the City for maintenance of the NBU's and all repairs would be done locally by the Postal Service. Stearns showed pictur~ of installations etc. and asked support of Council on the project. Jimmy Young, Postmaster of Reedsport was introduced. On Howard's question as to bow many people are delivered mail down- town Stearns said 180. Stearns added that 3 to 1 are in favor of the service. Stearns said all new deliveries will be through NBU's and noted there will be a parcel locker placed next to the unit. Councilwoman Reid asked what happens if someone gets hurt etc.and Stearns noted that any damage claim would be handled under Postal Service Tort Claims and added the project is national as far as support is concerned. Stearns said the service will be unique and that no one else will get their mail that early and they won't need postal boxes no have to go to the postoffice to pick up mail. Terry Adams, Reinholdt & O'Harra Insurance, said the postal service just has to improve and added that in his business the mail servic? is it's life blood and that Stearns should be commended for the work he has done to improve that service. Reid asked about traffic patterns and Stearns said that Director of Public Works Alsing wenE with him to check the NBU's and that any problems noted were handl~lj and that Alsing approved the installation for Public Works'purpcses~ 2/1/83 P. 1 __l~,~tllar Meeting Ashland (:lty EOUnCll _//l/oj ~'. _~ POSTAL SERVICE DOWNTOWN Emile Cloutier expressed support for the project and said he would want assurance that a yellow zone would not be requested for the boxes which would eliminate a parking space downtown. City Administrator Almquist related he had received a petition against the installation of the NBU's and read a letter from "Home at Last" opposing the project signed by David Skolnik. Dean Phelps asked if the boxes are approved for downtown would they also be used out in the neigbborhoods automatically. Phelps was told the balance of the meeting would reveal decision. Paul Giancarlo said that the price of efficiency is not necessarily worth the loss of aesthetics downtown and suggested a more broad survey and public forumbe held to get total input of tILe community. Jim Maynard asked if the NBU's and collection boxes could be com- bined. Stearns said the collection boxes hold a large amount of mail. Stearns added that the boxes are for service to people dozen- town who want their mail earlier and after a week people wouldn't even notice the NBU's being there. On Willstatter's question as to whether this service is to be a time- saver for the post office, Stearns said it wouldn't necessarily save time but would offer an earlier delivery. Stearns reviewed the process of sorting and packaging the mail for routes and postal boxes and said it would save certain steps in the process. Susan Reid said the Historic Commission should be offered input. Deb Barker said the matter hasn't been discussed by the H.C. yet but felt they would appreciate the opportunity to have a say in the matter. Dale outlined reasons for his opposition naming the money spent on the downtown area to make it attractive and the NBU's would clutter up the landscape etc; mailboxes are poorly constructed; loss of personal service of people and communication in community now avail- able with the age-old system of mail delivery. Howard agreed that the project should meet the approval of the Plan- ning Commission as well as Historic Commission. Acklin agreed and said all the contact with the citizens she has had has been negative and she doesn't feel any additioDal forum is needed because the matter has been adequately publicized in the local newspaper and the calls she received essentially make up the same input which could be expected from a public forum. Dale agreed saying that Council serves as a survey due to petition, phone calls and comments from local people. Acklin moved to d~sapprove request; Dale seconded the motion. Paul Meyer said in all fairness to the Postal Service that a down- town survey should be taken. Dale reiterated that Council serves as a survey. .... .continued 2/1/83 P. 2 R~egul~tr~Meeting Ashland City Council 2/1/83 P. 3 POSTAL SERVICE DOWNTOk~ "Will Dodge Way" (Alley) Jessell Cottages Metering Senior Program Funding Goals Report from Laws Laws noted that Carol Anderson said he didn't think the NBU's were too bad. Laws added that he feels the downtown area is one of the most important assets to the City and that the environment must be protected vigorously and said the College and Shakespeare are also part of our resources and that he would lean over backwards to not do anything to destroy our resources. Laws went on to say that the downtown beautification stimulated business in the plaza area and that the long term effect shonld be considered. People who want their mail early should be encouraged to pick it up at the Post Office. On Acklin's motion to disapprove Dale, Howard, Reid and Laws voted in favor of disapproval. A letter from Judith Patterson requesting that alley between Pioneer and 1st Street, North of East Main Street be named "Will Dodge Way" was read. Howard said that he has learned of the Dodge family's contribution to business in Ashland and felt that naming the alley for the Dodge family would be a nice gesture and so moved. Acklin seconded the motion which passed unanimously on voice vote. The City Administrator said he would bring back an appropriate resolution. A letter from Rhoda Allen, Owner/operator of Jessell Cottages was read requested permission to have metering set up on panels for the purpose of monitoring useage/waste of electricity by tenants. Allen was in the audience and explained that although the electricity is included in the rents of her tenants, she would like to monitor the use of the utility in order to warn tenants of waste and to better control it's use in this way. It was noted by City Administrator Almquist that the need for metering would be only for two or so year since Allen indicated that within three years she plans to remove the units from the property and at that time would no longer need the panels being requested at this time. After some discussion Dale moved to approve request subject to resolution of the problem within three years and requested that the City Administrator write up an agreement to that effect; Howard seconded the motion ~ich passed unanimously on roll call vote. A letter from Senior Program Director Stein requesting authority to apply for outside funding from Area Agency on Aging, Jackson County and United Way was read and Acklin moved for approval; Howard sec- onded the motion which passed unanimously on voice vote. Councilman Laws reported on Goals Committee and reviewed schedule for year to cover all ten goals with guidelines to be drawn up and made available to members. Laws said in February the first of five phases of streamlining City government; in March the budget will be considered and a report will be available on Recreation programs/ facilities; in April the second streamlining phase will be considere in May a study session will be held concerning areas outside the City; in June the third streamlining goal will be considered; in July the Street Plan will be available from the Planning Commission ........ continued 2/1/83 P. 3 Regular M_eQ_ting Ashland City Council Coals Time Schedule cont. Liquor License Request Creek View Care City Administrator Eval. Recreation Fac. & Programs Subcommittee Appointments and considered at that time;in August the fourth step in the stream- lining plan will be reported; in September a study session on transi- tion plans for finances affected by Electric fund; in October the Capital Improvement Plan will be considered and in November the fifth and last City government streamlining step will be consid- ered, thereby completing all ten of the goals designated by the committee. A draft of the report for the January 6, 1983 Goals Setting meeting was submitted and Howard moved to accept; Reid ~econded the motion which passed unanimously on voice vote. An application for a Restaurant license for Creek View Cafe, 85 Win- burn Way was considered and Reid spoke in opposition to the request saying that the children's ptayya~d is directly across the street from the restaurant and that children often go across the street unaccompanied and she felt the traffic danger of people backing out of parking spaces etc. would jeopardize children left to play in the park. Reid pointed out that there are other busioesses where alco- hol is available in the immediate area and recommended that it not be served in the restaurant in the park. Someone pointed out that no beverage could be taken off the premises and Reid countered that consumption in or out of the restaurant would be the same in fact and would result in danger of driving a vehicle. Howard and Dale both felt it would be no problem and Acklin moved to approve the request; Howard seconded the motion which passed with Howard, Dale and Acklin voting YES. Reid and Laws opposed the motion which carried. A memo was read from the City Administrator relative to the recent goal adopted by Council for evaluation of the City Administrator and City Attorney. The format for evaluation which was presented was considered and Dale noted that semi-annually would be too often for evaluation purposes saying he felt it would lose its effect/ efficiency. Dale suggested evaluation be done annually. Laws felt it should be done annually just before contract date of September. After discussing the procedure Laws suggested that only those items designated by Roman numerals be considered and asked that Almquist streamline the format. Laws said he would have an inclination to make a composite of the CA's strengths & weaknesses public. Aim- quest noted that as the Mayor is Chief Executive that the Mayor would decide on confidentia!ity. Discussion ensued as to whether discussion would take place in the presence of the City Administrator and it was noted that on previous occasions in Executive Session the CA was asked to leave the room ie when wages were discussed. Acklin said the public should be encouraged to have input into the evaluation process by calling Members or writing letters. A memo from the Mayor was read appointing the following and seeking confirmation of a subcommittee to consider recreation facilities/ .... ..... continued 2/1/83 P. 4 Regular Meeting Ashland City Council 2/1/83 Recreation Subcommittee cent. Special Election Scheduling Commissioner Barnes comment PUBLIC FORUM Industrial Park Annex. Customer Accounting pol. "National Patriotism Week" OTHER BUSINESS FROM THE COUNCIL Youth Task Force ADJOURNb~NT TO; Study Session/Adj. Meeting Nan E. Franklin City Recorder programs etc. Howard, Reid, Gary Nelson, Sears, Mickelson and Almquist were named to the committee by the Mayor. Reid moved to approve; Acklin seconded and the motion passed unanimously on voice vote. Howard said the meetings would be open and invited anyone interested to attend. petitions Jim Maynard asked about the possibility of having/laws proposed to amend/repeal City codes be.held on the next General Election rather than to spend money for a Special Election. The matter was discusse ~nd noted that City Council could stall in naming the date for the election etc. Council agreed that Salter should research and the item be placed on the next agenda. Commissioner Barnes said the Conmissioners of Jackson County would like a cooperative relationship ongoing with Council and that he is impressed with a Council which encourages citizen input etc. Hc said that the JC officials plan to hold joint meetings with local officials of the cities. The Commissioners will be sending a letter with detailed plans, Barnes said. A gentleman in the audience asked for procedure to gee a flashing light at the intersection of East Main Street & Highway 66 and wss told to write to the Traffic Safety Conmission and attend meeting which he would be notified of. Second reading by title only was given an ordinance setting a public hearing on the Industrial Park Annexation and Reid moved for adoptlo Acklin seconded the motion which passed unanimously on roll call vet First reading by title only was given an Ordinance concerning customer accounting policies for payment of untility bills and Acklin moved to second reading with changes read by the City Admin- istrator; Howard seconded the motion which passed unanimously on roll call vote. Mayor's proclamation of "National Patriotism Week" for February 21- 27 was read and approved. Councilwoman Reid reported that the Youth Task Force had met and was well attended and asked that a progress report be an item for the next agenda. The meeting was adjourned to an adjourned meeting and study session to be held on February 8, 1983 at 7:30 P.M. to consider bids on service center at 9:55 P.M. L. Gordon Medaris Mayor 2/1/83 P. 5