HomeMy WebLinkAbout2001-0515_MINMINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
May 15, 2001 - 7:00 p.m.
Civic Center Council Chambers, 1175 E. Main Street
PLEDGE OF ALLEGIANCE
Mayor DeBoer called the meeting to order at 7:05 p.m. in the Civic Center Council Chambers.
ROLL CALL
Councilors Laws, Reid, Hanson, and Morrison were present. Councilors Hartzell and Fine were absent.
APPROVAL OF MINUTES
The minutes of the May 1, 2001 Regular Council Meeting and May 2, 2001 Continued Meeting were approved as presented.
SPECIAL PRESENTATIONS & AWARDS
1. Retirement plaques were presented to Kip Thomas for his twenty-seven years of service with the Ashland Police
2. Department, and to Karen Huckins for her twenty-three years of service with the City of Ashland's Finance Department.
3. The following Proclamations were read: National Emergency Medical Services Week and Public Works Week.
CONSENT AGENDA
1. Minutes of Boards, Commissions, and Committees.
2. Confirmation of Mayor’s appointment of Robert Saladoff to the Historic Commission for a term to expire 4/30/2004.
3. Quarterly Financial Report.
Councilors Hanson/Laws m/s to approve the Consent Agenda. Voice Vote: all AYES.
City Administrator Greg Scoles clarified that the Quarterly Financial Report reported the status of all expenditures and revenues, including the Ashland Fiber Network (AFN).
PUBLIC HEARINGS
1. Public Hearing regarding the Supplemental Budget FY 2000-2001.
OPEN: 7:17 p.m.
CLOSED: 7:17 p.m.
PUBLIC FORUM
Eric Navickas/711 Faith/Spoke about the library and the disrespectful manner in which he felt trees would be removed. Navickas offered a plaque to the City as a political statement regarding
the destruction of the Ethel Reed Park and the construction of the expanded library.
DeBoer announced that the library bids would be opened publicly on May 17, 2001. He urged the public to become involved in future building applications.
Ryan Munn, Brian Penland, Lindsey Penland/604 S. Second Street, Central Point/Representatives of Southern Oregon Drug Awareness (SODA)/ Munn announced that a public forum would be held
on May 21, at the Ashland Methodist Church on North Main Street. He noted the need for community involvement and encouraged the council to attend. Lindsey Penland, a sophomore at North
Medford High School, gave her reasons for becoming involved with SODA. Brian Penland shared his choice for remaining drug free, including his commitment to helping other youth.
William Anderson/370 Patterson/Voiced his concern regarding mixed messages he felt the City was sending about energy conservation and the reduction of electricity consumption. He thought
it was ironic as the Parks Commission has voted to approve the installation of lights at North Mountain Park. Anderson felt that games at the park should be held during the day to
help with conservation.
UNFINISHED BUSINESS (None)
NEW AND MISCELLANEOUS BUSINESS
1. Ashland Historic Cemeteries Preservation Plan and Preservation Guidelines.
Public Works Director Paula Brown gave a brief synopsis of the City’s three Historic Cemeteries. Brown presented a review developed by local historian, Kay Atwood, who produced a series
of recommendations and guidelines for the preservation of the unique characteristics of the cemeteries.
Council consented to sending the plan to the Historic Commission for review and comments, which would then be returned to council for approval.
2. Authorization for acceptance of Special Public Works Fund grant application for the Hargadine Parking Facility.
Scoles gave a brief synopsis of the grant application process. Three alternatives were brought forward for council consideration: 1) sharing the grant based on the pro-rata investment
in the project (34.4% of the grant to the city); 2) splitting the grant 50/50, based on the mutual benefit provided by the project; and 3) sharing the grant based on the percentage
of “new” parking spaces being provided (approximately 3/4 of the grant to the City). Scoles explained that acceptance of the grant/loan requires council approval. Any potential split
of the benefit requires approval of a cooperative agreement between OSF and the City. Staff recommended alternative two, including authorizing the city administrator to sign a cooperative
agreement with OSF, providing the final terms of the agreement remains substantially unchanged. Scoles explained that an additional portion of the architectural fees and expenses associated
with parking meters would be added, which could be adjusted in the disbursement of the grant/loan.
Paul Mensch/451 N. Main/Spoke in favor of accepting the OSF proposal, as there is no question that additional parking is needed.
Duane Smith/2165 W. Jackson/Spoke in favor of supporting OSF. Smith noted the positive impact OSF has had on the City of Ashland.
Colin Swales/461 Allison/Reminded the council of OSF's financial struggles during the 1960s. Several years ago, federal monies allowed them to purchase the Hargadine parking lot and
build half of the Beaumont Theater. The City retained ownership of the parking lot and a 75-year lease was established with the Festival. OSF has raised an excess of $10 million for
this project, which has been put into their endowment fund. Last year, OSF purchased additional properties on Hargadine, which shows where their money is being spent. Swales urged the
council to decide whether the grant/loan funds belong to OSF or to the taxpayers.
Harry Skerry/270 Ridge/Noted that he is the last living president and one of five people who started the Festival after WWII. He shared the Festival's past financial history, noting
that the City of Ashland has given very little money to OSF. Much of the money collected has come from other sources. The partnership is a necessity in order to accept Federal monies
offered only to municipal entities. Skerry encouraged the taxpayers to support OSF.
Dan Thorndike/369 Granite/Oregon Shakespeare Festival President/Presented a proposal to the council regarding sharing the OECDD loan and grant package. The proposal was the following:
1) City’s share of the parking facility would be $845,000 out of a total construction cost of $2,380,667; 2) OSF would reduce the City's share to $726,000 by absorbing a larger portion
of the concrete cost and most of the structure-strengthening requirement, reducing the City’s share to 30.5% of the overall cost; 3) OSF agrees to use $200,000 of the grant portion
to reduce the City's obligation to $526,000; 4) OSF would pay for ongoing landscaping maintenance expenses; 5) OSF would coordinate the purchase of the pay-and-display meters, as specified
by the city administrator, with the understanding that the purchase would be funded through the OECDD loan; 6) OSF would incur all bonding and loan origination fees; 7) The interest
rate of the loan would be 5.26% instead of the 7% specified in the lease between the City and OSF.
Paul Nicholson/Oregon Shakespeare Festival/Clarified that the City would be responsible for the cost of the parking meters. The City would own the air rights. Nicholson anticipated
that the City would accept the loan obligation and OSF would pay the City.
Laws clarified that taxpayers contribute annually to OSF through the Economic Development Program. He shared his knowledge of the financial difficulties OSF has experienced. Laws felt
that OSF has been successful due to the positive partnership with the City. It should be recognized that the parking lot is owned by the city. The council agreed to pay for one-third
of the project before the possibility of a grant or loan was known. He felt the City should be allowed the same percentage of the grant/loan, as this was the original agreement.
Council engaged in a discussion on how to determine a fair disbursement of the $600,000 grant. OSF is willing to allow the City to have as large a portion of the $900,000 loan as needed
to cover its portion, and will assume the remaining amount.
Morrison stated that the City and OSF have a partnership, which prompted his belief that there should be a 50/50 split. He agreed with Laws' statement. Thorndyke's proposal is a 33/66
split, but it still substantially reduces the City's obligation.
Hanson reiterated that the grant was $600,000 and the loan was $900,000. He agreed with Laws regarding the one-third/two-thirds split.
DeBoer clarified that the project was on a "cost not to exceed" basis, which means that if it comes in under budget the cost to the City would be reduced.
Nicholson clarified that the parking structure would be open for occupancy the first week of July.
Reid questioned the council's feelings about increasing the amount of the grant to $250,000, which would be a compromise between staff's recommendation of $300,000 and OSF's proposal
of $200,000.
Councilors Reid/Morrison m/s to accept the proposal from Dan Thorndyke (OSF), with the exception of increasing the grant for the City's portion from $200,000 to $250,000. Roll Call
Vote: Laws, Reid, Morrison - Yes; Hanson - No. Motion passed 3-1.
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Second Reading by title only of “An Ordinance Amending Sections 14.06.010, 14.06.020, 14.06.060, 14.06.080 and the Water Allocation Table of the Ashland Municipal Code to Clarify
Water Curtailment Procedures and to Eliminate some Exemptions, Eliminate the Surcharge for Medical Exemption, and Reducing Some Water Allocations During a Water Shortage."
Councilors Laws/Reid m/s to approve Ordinance #2869. Roll Call Vote: Laws, Reid, Hanson, and Morrison - YES. Motion passed.
2. Reading by title only of "A Resolution adopting a supplemental budget for FY 2000-2001."
Councilors Reid/Hanson m/s to approve Resolution #2001-13. DISCUSSION: Finance Director Lee Tuneburg clarified that the resolution has two major elements, one of which is an appropriation
for an inter-fund loan between the wastewater and telecommunication funds, a cash transfer of $1.6 million. Roll Call Vote: Morrison, Hanson, Reid, and Laws - Yes. Motion passed.
3. Reading by title only of "A Resolution transferring appropriations within the 2000-2001 Budget."
Councilors Hanson/Reid m/s to approve Resolution #2001-12. Roll Call Vote: Reid, Morrison, Laws, and Hanson - Yes. Motion passed.
4. Reading by title only of "A Resolution authorizing the State of Oregon Special Public Works Fund Financial Assistance Award Contract ("Contract") and Loan Agreement between the State
of Oregon, acting by and through its Economic and Community Development Department and the City of Ashland."
Colin Swales/461 Allison/Stated that a corner section of the parking facility, which is owned by the City, houses the HVAC system for the theater, which is owned by OSF. This creates
a confusing situation. Swales encouraged the council to further evaluate this issue, as well as investigating a pending lawsuit, before entering into an agreement.
Nolte clarified that petition for a writ of review is pending in the Jackson County Circuit Court. The petitioners have failed to have the writ issued. The obligation under the loan
agreement requires notification to the State in writing if there is pending litigation, which has been done. The State has full knowledge and does not seem concerned. Until the writ
is issued, nothing more can be done. Further, the City owns the entire parking structure, including the HVAC system. Under the agreement, OSF would be responsible for maintaining
the system.
Councilors Morrison/Hanson m/s to approve Resolution #2001-11. Roll Call Vote: Reid, Laws, Hanson, and Morrison - Yes. Motion passed.
5. Reading by title only of "A Resolution establishing a renewable Resource Purchase Policy by the City of Ashland for Solar, Wind, Fuel Cell and Hydroelectric Power generated by customers
of the Ashland Electric Utility; and Repealing Resolution 96-42."
Councilors Reid/Hanson m/s to approve Resolution #2001-10. Roll Call Vote: Laws, Reid, Hanson, and Morrison - Yes. Motion passed.
OTHER BUSINESS FROM COUNCIL MEMBERS
DeBoer noted the request by residents on Romeo Drive to vacate a potential street and allow the cul de sac to remain. Council noted that a thorough discussion occurred at a Study Session
and there was no need to bring it forward again.
DeBoer noted that the Traffic Commission would be increasing by a few members, which will be approved at an upcoming Council Meeting.
ADJOURNMENT
Meeting was adjourned at 9:00 p.m.
_______________________________________ _____________________________________
Barbara Christensen, City Recorder/Treasurer Alan DeBoer, Mayor
City Council Meeting 5/15/2001 Page 1 of 4