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HomeMy WebLinkAbout1998-0520.SS.MINMINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL May 20, 1998 CALL TO ORDER The meeting was called to order at 1:05 p.m., Civic Center Council Chambers IN ATTENDANCE: Councilors Laws, Reid, Hauck, Hagen, Wheeldon and DeBoer were present. Staff present included: City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, Conservation Manager/Regional Affairs Director Dick Wanderscheid, and Director of Community Development John McLaughlin. ASHLAND CREEK STATUS UPDATE Public Works Director Paula Brown gave an update on current conditions in Ashland Creek in light of the recent heavy rains and the potential for snow melt and spring run-off. Explained that if the weather continues as forecast, there will be higher than average flows in the creek, but there is no real flooding potential at this time. OFFICE SPACE ISSUES Assistant City Administrator Greg Scoles presented a memo on the status of the proposed Civic Center Building. Staff has recommended that the Planning Commission postpone final approval of the findings on this project based on reasons outlined in the memo. Explained that the City's needs have changed since the basic designs were developed. Proposed a three-phased process in the memo. Phase one will involve retaining the services of a qualified architect to prepare alternatives for the proposed project, and developing a public involvement process for the review of the possible alternatives. Phase two involves the development of a plan to maximize the existing space in the current City Hall building. Phase three will entail obtaining council approval of the first two phases prior to modifying the application before the Planning Commission. Councilor DeBoer discussed the possibility of purchasing the Mark Antony building for city office space. Discussed the time line for the three phases, emphasizing the need to start immediately and get bids for each phase. Noted the possibility of a six month time frame for the entire process. Discussed the use of any new facility as a place for public meetings. Councilor Hagen suggested that street and public transportation issues should be addressed relative to the new building. Ron Roth/6950 Old Highway 99 South/Questions the assumption that a building is needed on East Main Street. Feels that the downtown area has not been thoroughly explored. Suggested several ideas, and stated that he is uncomfortable with the concept. Asked council to withdraw the application. Council expressed the general consensus that they would not like to move backwards by withdrawing the application. Rick Vezie/446 Walker Ave./Questioned how design of building is to be developed. Emphasized that it needs to be a public process. Appreciates the three-phase proposal. Commented on the need for good technical devices. Feels that existing City Hall needs expressed some stewardship. Councilor Hagen questioned whether the facade of the building will be changed. Raised the issue of whether the facade needs to be saved, and whether saving it would be possible. Ashland City Council Study Session Minutes 05-20-98 Councilor Laws noted that the council is committed to making City Hall earthquake-safe, and that as present functions in City Hall expand they will look at expanding the space accordingly. Discussion of the need to look at long-term future needs. Suggested that this should be considered as the fourth phase in the plan. Vezie recommended conducting an inventory of the current City Hall and prioritizing space needs. COST-OF-SERVICE FOLLOW-UP Director of Finance Jill Turner presented a memo on wrapping up the Cost-of-Service Study, and stated that she would like to see a resolution with redesigned rates on the Council agenda in June. Explained that the staff recommends the overall reduction in rates by 7.4 %, along with the elimination of the in- lieu tax adjustment for institutional/governmental customers. Noted that in the past, rates were set higher than the cost of service for these customers because they did not pay the users tax. Emphasized that adoption of the rates recommended by staff would not adversely affect the stability of the Electric or General Funds. Discussed residential rates. Discussed that Bed and Breakfasts were the only class of customers not to experience a rate reduction. Explained that in the past, they had not been charged their share of the actual costs of service, but that the new rates would correct this. Emphasized that the philosophy behind the proposed adjustments was to minimize any changes to smaller customers and continue to encourage conservation. Councilor DeBoer stated that he would prefer straight discounts across the board. Turner explained in detail the options for adjusting rates. City Administrator Mike Freeman explained the history of the in-lieu tax adjustment, and noted the staff recommendation was to eliminate this tax and go to a cost-of-service rate schedule. Discussion on how to set rates based on future deregulation. Noted that the recommendation would provide an overall savings of $700,000 in the budget for the community. Discussed maintaining the current level of service and being able to decrease rates. Explained that the staff recommendation was a step toward the eventual goal of reducing the City's dependence on revenue from the Electric Utility. Discussion of Institutional Rate Schedules receiving large decreases in comparison to the general customer base. Emphasized that reductions were based on moving toward the actual costs of service for each customer class. Councilor DeBoer requested a list of customers who fall under this rate schedule. ASItLAND FIBER NETWORK UPDATE Director of Electrical Utilities Pete Lovrovich presented a memo on the digital television channel line-up proposed for the Ashland Fiber Network, with a comparison of comparable offerings from TCI/Falcon. Noted that under current legislation, council must appoint a programming committee. City Administrator Mike Freeman presented a memo with updated information on revised financial pro-formas, an independent analysis of the Fiber Optic Plan, public information/education issues, an Ashland Chamber Forum to be held June 8~h dealing with the Ashland Fiber Network, and a list of potential members for the Strategic Steering Committee and Technical Committee. Ashland City Council Study Session Minutes 05-20-98 Explained the scenarios that R.W. Beck has been retained to look into. Also noted that the Ashland Chamber will host a "Chamber Forum" on June 8th to provide the public with a more comprehensive understanding of the Ashland Fiber Network project. As noted in the memo, both City officials and representatives of the cable TV industry are expected to be on the panel for this forum. Councilor Hauck noted that he was willing to serve as Council liaison to the Strategic Steering Committee, and that appointment of a liaison should be on the next Council agenda. Staff is in the process of preparing charter information on the committee direction and expectations. ADJOURNED The meeting was adjourned at 2:45 p.m. .~ubmitted by Barbara Christensen, City Recorder/Treasurer Ashland City Council Study Session Minutes 05-20-98