HomeMy WebLinkAbout1973-0821 REG MINROLL CALL:
MAYOR'S
APPOINTMENTS:
APPROVAL OF
MINUTES:
DEPARTMENTAL
REPORTS:
PLANNING COM.
MINUTES:
PARtCS& REC.
MINUTES:
Pd~IERICAN
LEGION LEASE:
CAB FRANCHISE:
R. W. Voris
P.U.C. on
RAILROAD
CROSSING:
MINUTES FOR THF REGULAR MEETING
ASIILAND CITY COUNCIL
August 21, 1973
The regular meeting was called to order by Mayor Fries at 7:30 ~.m.
on the above date in the Council Chambers. Conklin, McCannon,
Soderberg, Roble and Allen were present. Prickett was absent.
Mayor Fries appointed the following to .serve on the Executive
Committee of the Senior Citizens Forum: M.W. Kline, Chairman,
Dr. Elma Willjams, I'ice-cbairman, Councilmen McCannon and Roble
and Mrs. John Oshfield. HcCannon moved to approve appointments.
Passed unanimously on voice vote.
Roble moved to approve the minutes of the regular council meeting
of August 7, 1973. On voice vote, passed unanimously.
Conklin moved that departmental reports of July, 1973 be accepted
and placed on file. On voice vote, all yes.
McCannon moved that Planning Commission minutes of August 13, 1973
be accepted and placed on file. Passed unanimously on voice vote.
Roble moved that the Parks & Recreation Commission minutes of the
special meeting of August 1, 1973 be accepted and placed on file.
On voice vote, passed unanimously.
City Administrator Almquist presented a letter from M. W. Kline of
the American Legion requesting that the lease on their clubUouse on
Winburn Way be for a term of ten years from January 1, 1973, in
accordance with an option offered in Ordinance #1163 of April, 1953.
City Attorney Salter felt that because the Legion had expressed a
desire to renew their lease prior to its expiration date of
December 31, 1972, they had complied with the option clause of the
lease. He further stated, in answer to a question by Conklin, that
only one ten-year option was made available by Ordinance #1163.
Conklin moved that the Mayor and Recorder be authorized to execute
a ten-year lease with the American Legion. Approved unanimously
on roll call vote.
Almquist read a letter from R. W. Voris requesting renewal of the
franchise for Ashland Lithia Cab Company on an indefinite basis
and with the right to sell contingent on Council approval. Allen
said he could understand that a franchise for a business which
required a considerable capital expenditure should be for a longer
term than one year, and suggested a minimum term of five years.
Conklin agreed, but with a desire to provide for consideration of
rate changes more often. Soderberg moved that a committee be
appointed to study the issue. Mayor Fries appointed Councilmen
Conklin and Roble to meet with Administrator Almquist and City
Attorney Salter. Soderberg moved* to accept the appointments.
On voice vote, approved unanimously.
Administrator Almquist presented a letter from the P.U.C. which
eXDlalned that House Bill 2339 would become effective October S,
1973.establishing a State Grade Crossing Frotection Fund,
and that in future signalization of grade crossings, said Fund will
bear 30% of the cost, the railroad will bear at least 50%, and the
public authority involved will bear up to 20% of the installation
cost, and that the railroad will bear the maintenance costs on
existing and future signals. Almquist said the Walker crossing
will be eligible for participation funding after October 5th.
Soderberg moved that we make application for participation in funding
of Walker crossing signals after October 5, 1973. On roll call
vote, passed unanimously.
BARTELT
PRESENTATION
TO R. ISAACS:
F.A.S. ROADS:
CITY COUNCIL MEETING.!...~..2 August 21~ 1973
DEQ MEETING: Mayor Fries called the Council's attentioa to a letter from the
Department of Environmental Quality in which they announced they
had evaluated the Ashland Creek drainage basin relative to Ashland's
water supply and will meet with City officials at 4:00 on
August 28th in Council Chambers.
Mayor Fries read a letter from Mrs. Gladys Bartelt in which she
expressed gratitude for flowers the city sent to "Bart's" funeral.
Mayor Fries asked Richard Isaacs to come forward and accept a
resolution passed by the Council on August 7, 1973, which commended
Mr. Isaacs for his service to the city while manager of First
National Bank in Ashland. Mr. Fries said their fathers ]lad artended
high ~hool together in the 1890's in Medford. In accepting the
resolution, Mr. Isaacs expressed pleasure at having had the oppor-
tunity to serve the community and willingness to continue serving.
Mayor Fries introduced H. S. Cox from Department of Transportation,
william Cranford, State lli~hway Division engineer, and Bob
Carstensen, Jackson County Public Works Director who came to
brief the Council on proposed interchange at Eagle Mill Road.
Cranford discussed the BCATS plan which began in 1965 with planning
to 198S, and stressed that such a plan should be updated periodic-
ally. Roble asked if there is any cost to the city in updating
BCATS, to which Cranford replied in the negative. On question from
McCannon, Cranford said updating takes about eight months to a
year, but requires input from the city. Mayor Fries commented
that the input will be that information gathered from the updating
of our compresensive plan.
Mr. Cox explained the State system of primary a~d secondary roads
and said the FAS (Federal Aid, Secondary) roads are under the
jurisdiction of the county who makes application to the Federal
government for aid. He explained that not all applications are
approved, but that the county is under a system of credits and
already has so many commitments that the credits are all used at
the present. He said there is little chance of funding for a new
interchange now, but he felt that if we can arrange the financing,
a permit for a new freeway interchange could be obtained. Mayor
Fries and Councilman Conklin stressed that we cannot spend city
or participating funds on roads outside of the city limits. On
question from Conklin, Cox said we are not bound to the BCATS plan,
that the plan can be changed. On questions from Soderberg and
Almquist, Cox said on a survey for FAS roads the State will pay
80% and the City 20%, but if not FAS, the City will bear the full
cost. Cox admitted that there are cases in which FAS specifica-
tions require such expensive construction that the local government
may gain economically by building its own road. Soderberg asked
that the proposed survey include two routes and related greenways.
Carstensen said the county has found instances Where they Tound it
feasible to do their own road construction instead of working with
FAS, and said they now have a deficit in credits and still have
two more applications pending which were received prior to Ashland's
request. Conklin said we could put the county in an impossible
position, and moved to withdraw our request to Jackson County to
designate two feeder routes to the interchange. On roll call vote,
McCannon, Conklln and Roble voted yes, Allen and Soderberg voted
no, and the motion was carried.
S. O. CABLE:
"911" SYSTEM:
A report from th~ Southern Oregon Cable TV was presented by
Almquist which stated they had completed construction on Granite
Street, had extended lines on numerous other streets and had
connected 181 new customers since January 1, 1973. Almquist stated
that no further action was necessary.
Police Chief Flays submitted a written report on the progress of the
"911" Emergency Reporting Telephone Systems. Ne reported that the
District 8 Law Enforcement Council felt it would not be feasible
to implement the "911" System at.this time, but felt there was a
need for a "two county radio net" for all police and sheriff's
CITY COUNCIL HEETING ....... 3 August 21, 1973
departments, and that such a system can be implemented within a
year at much less cost than that required by "911." Hays and
Mayor Fries both stressed that larKe cities using the "911" System
have found that only 40% of the calls received are actually
emergencies, and that Ashland is too far from the center of the
area to benefit by "911.'~ Hays explained that he and Fire Chief
Bill Reed had signed endorsements to a "Central Dispatch" for an
"Emergency Hedical Radio Frequency" to be used by ambulance and
fire rescue units, but subsequent to that endorsement someone from
the Comprehensive Health Planning Committee (a membe~ of COG)
stated that said endorsements were in support of "911," which
incorporated ti~c "Emergency Hedical Radio Frequency." This incor-
poration constitutes a new concept, and therefore the District 8
Law Enforcement Council withdrew its support pendins further study.
Soderberg asked to hear from Larry Chapman in the audience, but
Mayor Fries said it was not a public hearing, and asked if the
majority of the Council wanted to open it to public discussion.
There being no affirmative answer, P4ayor Fries continued by calling
for a report from Fire Chief Reed.
Chief Reed also reported that because of the distance from the
central dispatch area and for lack of budgeted funds, he felt the
"911" System is not feasible now. On question from Soderberg, he
said we are now bein~ contacted by other areas through a central
telephone dispatch system. Soderberg requested that department
heads keep the Council informed of t~appenings, especially those
that are inter~overnmental. Hays said he is aware of how "911"
relates to police work, but suggested that Cor~prehensive Health
Plan brief Council on its progress.
COMPREHENSIVE
PLAN REPORT:
DOWNTOWN
BEAUTIFICATION
Councilman Allen submitted a report and recommendation from the
committee studying means to update the Ashland Comprehenseive Plan
(see Exhibit "A"). On question from Conklin as to how long the new
planner would be needed, Allen replied it may take a year to a year
and a h~f, but the budget proposed by their committee was only for
~he remainder of 1973-74 fiscal year. Almquist said our present
plannin~ technician salary is from P.E.P., but that the program
will be phased out next year and that he hoped to add Mawson to the
city payroll at that time. Conklin expressed concern over ~iring
another high-priced man that would probably remain in a permanent
position, and expressed preference for a consultant who would be
released on completion of the work. Allen said if we must update
our plan every five years at a cost of $40,000 or more~ we would be
ahead to keep an extra planner on the staff, insuring Comprehensive
Plan continuity, and let that planner also function in regular
planning and capital improvement programs. McCannon stated that he
felt the committee's proposal was feasible and this plan was a good
compromise. Conklin asked if the committee arrived at a means of
funding in future years. Allen replied they had not, but his per-
sonal feeling was that the funding could be obtained, possibly
through Revenue Sharing. Allen moved to adopt the recommendations
of the committee. On roll call vote, Allen, Sodergerg, Roble, and
McCannon voted yes, Conklin voted no, and motion passed.
Administrator Almquist reported that since Council had authorized
the city to be their own contractor, he hired a superintendent,
R. L. Facet, ~nd advertised for bids on various phases of the
downtown beautification project, but no bids were received. He said
the street and water departments are committed to ott~er Drojects
and are unable to do this project in its entirety, but that HUD will
permit the city to proceed on contracts for time and material.
Almquist stressed that if we proceed on time and materials contracts
we are taking the risk that total costs may exceed the estimated
CITY COUNCIL MEETING ....... 4
August 21, 1975
$90,000. tie said the city had guaranteed the property owners that
their share of the cost would not exceed $4S,000 so any increase
over estimated costs would be born by the city. Roble said it was
a very worthwhile project and he was in favor of Almquist's pro-
posal. Allen asked if it might also be considered that time and
material contracts might actually save money, to which Almquist
replied that it was possible but was not making any such prediction.
Conklin was opposed to the concept of the city or the property
owners taking a risk. Soderberg said the HUD grant is now available
and is an advantage to the downtown property owners that will not
be available at a later time, and moved that the Administrator
proceed witb the project on time and material contracts, and keep
the Council advised of the progress made. On roll call vote,
motion passed with Allen, Soderberg~ Roble and McCannon voting yes
and Conklin dissenting.
TOPICS:
Almquist reported that the TOPICS bids will be opened on September
27, 1973, and that the city should be prepared to advance S84,000
on that date. The State Ilighway Department has raised their esti-
mated cost of the project, and therefore the city's share has been
increased by $1S,800 from $68,200 to $84,000. tie suggested that
the $1S,800 be borrowed from the General Fund and repaid within two
years. The city will spend about $10,0OO in moving utilities and
will be reimbursed, which can be used to partially repay the loan.
Roble moved to accept the report and commit funds for the project.
On roll call, Soderberg, Roble, McCannon and Conklin voted yes,
Allen abstained, and motion passed.
PLANNING COM.
JOINT MEETING:
LIQUOR
LICENSES:
Mayor Fries presented a memo from the Planning Commission requesting
a joint study session to discuss proposed ordinances on Planned Unit
Development and Site Design Review. Vince Oredson, speaking from
the audience, said he has an application before the Commission now
for a PUP and asked the Council to set a date. for the public hearing
for the proposed ordinance. Mayor Fries set the date for the joint
study session on September llth at 7:30 p.m. in the Council Chambers
and the public hearing was tentatively put on the agenda for the
Council meeting of September 18th.
Mayor Fries reported that the Elks Club, Angeles Pizza, McDuff's,
the Cheshire Cat Cheese Shop and Oak Tree Restaurant asked for
Council recommendation for annual renewal of their liquor licenses.
Conklin moved for approval of recommendation. Passed unanimously
on roll call vote.
CODIFICATION:
City Attorney Salter reported that Book Publishing Co. has suggested
some changes in our ordinances before they complete the codification,
and have asked that the changes be s~bmitted by September 30, 1973.
The ordinances which should have changes relate to general provi-
sions and definitions, the right of inspection by city officials,
penalty clauses, description of duties of finance department, city
cemeteries, parking restrictions, repeal of an ordinance concerning
excavating in the streets, and the adoption of future State laws.
Mayor Fries postponed action on these items, and asked that noticc
be published of these ordinances being considered at the next meet-
ing of September 4th in order to conserve time.
1973 ALL-AMER.
CITY AWARD:
Mayor Fries presented a letter from the Chamber of Commerce request-
ing city assistance in ma~ng application for the 1973 All-American
City Award which is awarded by the American City magazine.
McCannon's motion to approve the request was passed unanimously on
roll call vote.
TAYLOR STREET
IMPROVEMENT:
Almquist gave the second reading by title only of an ordinance '
authorizing and ordering the improvement of Taylor Street between
Holly and Ashland Streets. Conklin moved to adopt the ordinance.
On roll call vote, passed unanimously.
CITY COUNCIL MEETING ....... S
August 21, 1973
BICYCLE
ORDINANCE:
Almquist and Salter presented an ordinance amending the bicycle
ordinance to provide for licensing of bicycles. Council members
asked for a new section providing that current 1973 bicycle
licenses would remain in effect until December 31, 1973, and the
proposed ordinance was read with the inclusion of that section.
Conklin moved to pass the ordinance to second reading. On roll
call vote, passed unanimously.
ANNEXATION
FEES:
City Attorney Salter explained that our present ordinance No. 1778
calls for annexation fees to be collected on all areas to be
annexed, but recommended an amendment to that ordinance to delete
the collection of annexation fees for public streets, highways and
railroad rights-of-way. Administrator Almquist read the proposed
ordinance, and McCannon moved to pass ordinance to second reading.
Passed unanimously on roll call vote.
TRAFFIC SIGNAL
AGREEMENT:
Almquist explained that the traffic signals at Pioneer and E. Main
and Second Street and E. Main are obsolete and should be replaced
in conjunction with the downtown beautification project. He said
the total estimated cost of new signals in $29,000 and the State
will pay half the cost, and that our $14,500 will consist of labor
and equipment use. Conklin asked if the $14,S00 was included in
the beautification project estimate of $90,000 and Almquist replied,
"No." On question from Soderberg, Almquist said it will be our
responsibility to maintain the signals, which we are doing on the
present signals. Almquist then read the ordinance authorizing the
Mayor and Recorder to enter into agreement with the State Highway
Division. Allen moved to pass the ordinance to second reading.
Motion passed with Allen, Soderberg, Roble and McCannon voting yes,
and Conklin no.
ASHLAND SENIOR
FORU~I:
Almquist read a resolution providing for the establishment of the
"Ashland Senior Forum" and a city-funded Ashland Senior Center on
Winburn Way and transferring $3,000 from General Fund operating
contingency to Parks and Recreation to provide operating funds for
the Forum. Motion by McCannon to adopt the resolution was passed
unanimously.
Mayor Fries then asked that the appointments he had made at the
beginnihg of the meeting be reaffirmed along with the list of the
other agency representatives to serve on the Forum (see Exhibit "B").
Conklin moved to affirm appointments, Passed unanimously on roll
call vote.
INTERFUND LOAN
TOPICS:
ANNOUNCEMENT:
ADJOURNblENT:
Almquist read a resolution authorizing an interfund loan from the
General Fund to the Capital Improvement Fund, not to exceed $48,050
at five percent interest, and to be repaid no later than June 30,
1975, and that $15,800 be transferred from the Waste Water Treatment
Plant to the TOPICS Project section of ~he Capital Improvement Fund.
Conklin moved to adopt the resolution. On roll call, passed with
Soderberg, Roble, McCannon and Conklin voting yes, and Allen
abstaining.
Almquist reported that he hoped to have a street excavation ordinance
ready for consideration at the meeting of September 4th.
On unanimous voice vote on motion by Conklin to adjourn, meeting
adjourned at 10:35 p.m.
Archie C. Fires, Mayor
August 21, 1973
Honorable Mayor and City Council
Comprehensive Plan Committee
Recommendation on Updating of
1966 Comprehensive Plan
On July 31, 1973 a joint meeting was held between the City Council and
Planning Commission to discuss proposed methods of securing assistance
to revise and update the 1966 Comprehensive Plan for the City of Ashland.
As a result of that meeting, a committee was appointed by Mayor Archie C.
Fries, with a specific charge to meet with Staff to investigate means of
accomplishing this end.
On August 2, 1973 the committee, composed of Councilmen Allen, Prickett,
Roble and McCannon, and Commissioners Meyer, McDowell and Rountree, met
to discuss alternative courses of action. After considerable discussion,
it was the concensus of the committee, that it would not be desirable to
expend the entire $24,000 appropriation on outside consultants, but to
rely primarily on a combination of existing and/or added staff supple-
mented by citizen committees with only very limited consulting assistance.
It was also determined that another meeting be held with City Administrator
Almquist to seek his recommendation prior to submitting a final recommenda-
tion to the City Council.
The committee met again on August 16, 1973 with City Administrator Almquist
present. The advantages and disadvantages of using a consultant versus
staff assistance were again explored. The primary advantage of staff help
was seen as continuity in plan preparation and implementation, and the
advantage of consulting assistance in the availability of expertise in
specific problem areas.
It was then moved, seconded and carried by the committee that the services
of a full-time staff planner be secured at the earliest possible date, with
qualifications to be determined by the City Administrator. This individual
could hopefully be found in the local area, if available, but if not,
recruitment would be geared to secure the most qualified individual possible.
This planner would be divorced from the everyday planning administrative
duties, devoting his full time and talents to the updating of the Compre-
hensive Plan. Tke motion included that the City Administrator be per-
mitted to secure the services of a consultant on an "as-needed" basis,
within certain budgetary constraints.
The recommended revised budget for the Planning Commission would be as
follows:
Honorable Mayor and City Council ...... 2
August 21, 1973
PLANNING DEPARTMENT
Personal Services
111 Planning Technician - 15
City Planner - 23 (9 months)
Secretary (1/4)
Seasonal & Overtime
112
Total
Materials & Services
301
309
401
402
403
423
43?
439
501
456
Employee Benefits
Personal Services
Office Supplies
Technical Supplies
Travel & Subsistence
Dues & Subscriptions
Telephone
Postage
Publication of Notices
Consulting Services
Rentals
Contract Services (Chamber)
Total bIaterials & Services
Capital Outlay
604 Equipment
Total Capital Outlay
Present
$ 9,132
1,434
250
10,816
2,000
$12,816
$ 950
500
50
200
100
500
24,000
2,250
Proposed
$ 9,132
9,792
1,434
250
20,608
3~908
$24,516
$ 1,000
120
600
100
260
120
500
10,700
700
2,250
$28,550 $16,350
$ ...... $ 500
$ ...... $ 500
$41,366 $41,366
SS
TOTAL PLANNING
Respectful ly submitted,
Gerald Allen
Chairman
ORGANIZATION
RVCA
b~ALS ON WHEELS
SENIOR CITIZENS
AAIB;T
W0~'S CLUB
~1 VETERANS
~R~i AUXILIARY
A~RICAN LEGION
FISH
RTA
LOAVES ~ FISHES
AMER. LEGION AUX.
PARKS ~- REC.
PARKS ~ REC.
CITY COUNCIL
CITY COUNCIL
CITY COUNCIL
Chairman
Vice Chairman
PROPOSED ASHLAND SENIOR FORUM
NAME
~Mrs. Alma Williams
Mrs. Ralph Crumme
~'Mrs. John ~shfield .~..,~ ".
Mrs. Don Laws
~Mrs. William Mazurek "':"""-
Mr. Roy M~%thews
Mrs. William Bickford
Mr. M. W. Kline '
Mrs. Ira Edwards
Mrs. Ida Burns
Mr. William Feele~
Mr. Kenneth Reid
Mrs. Lela Garre~
Mr. Donald Dedrick
Mr. George Findlay
Mrs. Audrey Soderberg
~Mr. William Roble
~Mr. Roland McC~nnon
EECUTIVE COXE.~TTE
M~. M.W. E!ine
Dr. Alma VTiiliams
Roland L~cCannOn
Mrs. John Oshfield
Mr. William Roble
PHONE NO.
482-5846
482-911B
482-8666
482-1845
482-1087
482-50S7
482-5395
482-9140
482-5961
482-1754
482-8145
482~9404
482~4474
482-4718
482~3598
482-2119
482-2581
4~2-825D
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