HomeMy WebLinkAbout1998-0617.SS.MINMINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
June 17, 1998
CALL TO ORDER
Mayor Shaw called the meeting to order at 1:00 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, City Attorney Paul Nolte, Director of
Electrical Utilities Pete Lovrovich, Director of Finance Jill Turner, Public Works Director Paula Brown, Chief of
Police Scott Fleuter, and Fire Chief Keith Woodley.
THE ASHLAND WASTEWATER TREATMENT PLANT
Public Works Director Paula Brown gave a brief update on the Wastewater Treatment Plant project, explaining
both on-site and off-site portions of the project.
Looking at the on-site portion of the project, Brown explained that the deadline for construction bids had been
extended from July 2nd to July 15th, as noted in her recent "Update on Recent Wastewater Treatment Plan
Upgrade Issues" memo to Council.
Noted that the Environmental Quality Commission (EQC) had approved the City's request for a waiver of the
dilution rule for winter time discharges. Discussed concerns of the Ashland Wetlands Coalition as addressed in an
issue paper provided to Council. Emphasized that the expressed goal of the Council is to put as much water back
into the creek as possible. Discussed replacement water issue. Councilor Laws noted the need to keep track of
replacement water.
With regard to the Wetlands Demonstration project, Brown explained that construction was completed last July.
As such, no growth data is available. Discussed phosphorous levels, with Brown explaining that until there is data
from a spring and summer season the results are inconclusive. Brown indicated that at the present, the only data
available is for last winter. Brown stated that she would keep Council posted as further results become available.
Carl Oates, of the Ashland Wetlands Coalition, stated that it is a mistake for the City to get involved in
replacement water. Explained that this is not the City's responsibility, and emphasized that it is irrigation water.
Concluded that the City should demand that the state and federal government conduct negotiations to address the
issue of spray irrigation. Noted that these concerns are addressed in a letter he has presented to Council.
General discussion of water rights and replacement water. Mayor Shaw explained what happens when the City
does not have access to water held in the dam. City Attorney Paul Nolte explained that from a legal standpoint, if
and when water is used, the water right should be spelled out so that the City knows what its responsibilities are.
Councilor Laws emphasized that the City has a moral obligation to replace water in the creek in regard to the fish.
Mayor Shaw asked that the project not be done is such a way that the State make spray irrigation a legal
responsibility for the City. Brown explained that the DEQ permit recognized that the City is doing a Wetlands
Demonstration project, and the permit does not specify how water is to be replaced.
Brown discussed the off-site portions of the project. Provided a brief update on the status of controversial pieces
of property. Noted that original proposal had been sent to property owners, and that there have been some
changes since the original proposal. There are now two stages of bio-processing which had initially been a cause
of some concern.
Ashland CiD' Council Study Session Minutes 06-17-98
onfirmed that the City is meeting with all interested parties and looking at the best re-use methods, and that they
do not have all of the answers at this time. Brown emphasized that many county residents don't understand the
water quality issues involved and question why this is being done. Explained that the City has various consultants
looking at the issues, and design work should be complete in February of 1999, which is within the original time
line.
Councilor Reid questioned the tertiary costs of making water drinkable. Brown stated that a study has been
conducted, and this option has been shown to be very expensive. Councilor Hagen emphasized the need to let
both the Department of Environmental Quality and the neighbors know that the wastewater issue is part of the
City's Master Water Plan, and stressed the need to understand that effluent is a resource.
THE 1998/1999 TRANSPORTATION PROJECT
Public Works Director Paula Brown made note of the memo she had provided Councilors, and gave a synopsis of
the information presented. It was noted that Strawberry Lane and Alnutt Street should be added to the list of
streets needing improvement.
Brown explained that there are no set criteria for putting streets on this list, and that she had looked at unpaved
streets, and was seeking direction from the Council as to what streets should be selected for improvement.
Councilor Reid stated that she would like to look at the Strawberry Lane neighborhood.
Councilor Hagen stated that it was his impression that the Council was not looking for a list of streets, but was
looking for a dollar amount to go with the Council Goals that were set regarding alternative transportation issues.
Brown pointed out the memo she had sent regarding the LID Committee, and asked Council for clearer criteria
from which she could work to bring information back to the Council.
Councilor Laws emphasized the need to be careful not to give away money in a manner that other will come to
expect. Stated that the Transportation Plan needs to be completed before Council can make decisions. Suggested
that this may necessitate waiting until the next fiscal year. Stated that he is willing to wait until the LID
Committee has submitted its recommendation.
Councilor Reid commented on recycled blacktop and how it seems to be effective. Questioned the costs and
whether it could be used on an interim basis.
City Administrator Mike Freeman suggested that Council put this issue on hold until the LID Committee's report
is complete, and look at shorter term projects in the meantime.
Councilor Reid suggested incorporating information on the use of recycled blacktop into continued proposals and
alternatives for funding regarding transportation. Councilor Laws stressed the need to look at long term cost
effectiveness when considering options.
Mayor Shaw stated that the use of recycled blacktop may create problems with LIDs. Noted that proposals should
include Council Goals. Noted that she does not see paving as a separate issue from alternative transportation.
Also emphasized that paving would take care of potential dust problems, which relates to current air quality
control efforts.
Ashland City Council Study Session Minutes 06-17-98
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THE MARK ANTONY HOTEL
City Administrator Mike Freeman noted the seven main issues outlined in his recem memo to the Council.
Recommended that the Councilors tour the Mark Antony, and suggested that he could schedule a time for such a
tour in the next week. City Attorney Paul Nolte stated that he would make sure a tour by council was acceptable
to the current owners.
Stated that Councilors could contact Freeman for a tour time. Discussed the possibility of a "video visit", and the
City's responsibility with regard to safety issues. Emphasized that the Uniform Fire Protection Code needs to be
enforced.
THE ISSUE OF BANNERS IN THE CITY
City Attorney Paul Nolte noted the types of banners that have been hung in the City, and stated that Council had
been provided with copies of the "East Main Street Banner Instruction & Requirements" which are currently in
use.
Explained that the current issue involves a religious banner that individuals believed was City-sponsored. The
issue involves whether the City has created a "limited public forum" which is "content neutral". Stated that the
policy may not be "content neutral" if it prohibits advertising.
Discussion of the possibility of crafting a policy that would meet constitutional requirements. Suggested tailoring
a policy that limits banners to City-sponsored events, or possibly just events. Council discussion of what
constitutes an "event".
Nolte suggested that currein policy continue until a new policy can be crafted and adopted.
REVISIONS TO CITY CONTRACTS
City Attorney Paul Nolte explained that the proposed Resolution to revise City contracts arose out of frustration
over the City's having no control over the actions of its affiliates. Asked for direction from the Council on how
they would like to proceed and how far they would like it to go.
Explained that Resolution proposed would incorporate adherence to the Valdez Principles as a requirement to
contracts entered into with the City. Noted that Section 2 is incomplete at present, as potential wording is still
being looked imo.
Councilor Laws stated his feeling that this is a non-issue. Suggested that Council wait until the issue comes up
before taking action. Stated that a Resolution of this nature opens up "a can of worms" because it is too broad
and general, and could develop standards that could be challenged. Councilors concurred with Councilor Laws'
comments.
Staff was directed to discontinue further action on this item.
A DISCUSSION REGARDING THE FIRE STATION
City Administrator Mike Freeman and Assistant City Administrator Greg Scoles noted the recent memo on Fire
Station Planning which included a planned schedule for the construction of Fire Station #1.
Ashland City Council Study Session Minutes 06-17-98
Freeman explained that item # 1, a meeting with property owners in the immediate vicinity, had been completed.
Also noted that Council may be unaware that item #4, the update of space requirements analysis, has been
completed.
Noted that Scoles had been asked to coordinate space needs issues. Scoles explained the process involved in going
out for an RFP. Noted that this process hinges upon how much property and space is going to be needed.
Noted the constriction of space in both fire stations, and explained the areas where they are located. Noted the
difficulties surrounding this issue. Councilor Hauck suggested looking at the possibility of reversing which Fire
Station is considered the main station, so that Fire Station #1 would be switched to the present location of Fire
Station #2.
Scoles explained that the memo given to Councilors was for informational purposes only, to explain the processes
underway. Emphasized that Council will be kept up to date and provided with additional information as it
becomes available.
Councilor Laws stated that he was in favor of condemnation if necessary, and noted that the present site has been
shown to be an ideal location.
Councilor DeBoer suggested that conceptual drawings be provided first, and then proceeding with further design
and construction details. Stated that this is the more cost effective approach.
Council discussion regarding the possibility of a shared parking lot on lower Mountain Avenue with the Parks
Department. Emphasized that this was just an idea to be explored. Councilor Reid stated that she likes leaving
the issue open for ideas and concepts.
Scoles noted that he would be visiting the new Fire Station just constructed in Corvallis and would bring back
photos and blue prints for Council to review.
TRAFHC SAFETY ISSUE
Councilor Hagen noted that development on lower Tolman Creek Road has created a hazardous traffic problem,
and presented a video.
Suggested that staff bring back recommendations. Noted that this is a county owned road, and asked that the
electric box be moved and landscaped. An area property owner stated that even if the box and landscaping are
removed from their present location the problem will not be resolved, and there is a safety issue involved.
Discussion of whether a left turn lane is necessary. Councilor Hagen noted that if a five foot bicycle lane were
installed, it might help with some of the safety concerns.
ADJOURNED
The meeting was adjourned at 2:35 p.m.
iubmitted by Barbara Christensen, City Recorder/Treasurer
Ashland City Council Study Session Minutes 06-17-98