HomeMy WebLinkAbout2004-0302 Council Mtg PacketCouncil Meeting Pkt.
BARBARA CHRISTENSEN
CITY RECORDER
CITY OF
-ASHLAND
AGENDA FOR THE REGULAR MEETING
ASHLAND CiTY COUNCIL
March 2, 2004 - 7:00 p.m.
Civic Center Council Chambers, 1175 E. Main Street
II.
III.
IV.
VI.
VII.
VIII.
IX.
Xw
PLEDGE OF ALLEGIANCE:
ROLL CALL:
APPROVAL OF MINUTES: Regular Council Meeting Minutes of February 17, 2004.
SPECIAL PRESENTATIONS & AWARDS:
(None)
CONSENT AGENDA:
1. Minutes of Boards, Commissions and Committees.
2. Liquor License Application from Lisa Brown dba Pasta Piatti located at 358 E. Main
Street.
3. Termination of a Public Utility Easement at 755 Oak Street.
PUBLIC HEARINGS: (Testimony limited to 5 minutes per speaker, unless it is the
subject of a Land Use Appeal. All headngs must conclude by 9:30 p.m. or be continued
to a subsequent meeting.)
(None)
PUBLIC FORUM: Business from the audience not included on the agenda. (Total time
allowed for Public Forum is 15 minutes. Speakers are limited to 5 minutes or less,
depending on the number of individuals wishing to speak.)
UNFINISHED BUSINESS:
1. Adoption of the 2004-2005 Council Goals.
NEW AND MISCELLANEOUS BUSINESS:
(None)
ORDINANCES~ RESOLUTIONS AND CONTRACTS:
(None)
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
XI. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL
XII.
LIAISONS:
ADJOURNMENT:
II
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).
COUNCII. MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
V1S1T THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHI~AND.OR.US
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
February 17, 2004 - 7:00 p.m.
Civic Center Council Chambers, 1175 E. Main Street
CALL TO ORDER
Mayor DeBoer called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers.
ROLL CALL
Councilor Amarotico, Hartzell, Jackson, Morrison and Heam were present; Councilor Laws was absent.
APPROVAL OF MINUTES-
The minutes of the Regular Council Meeting of February 3, 2004 were amended to include the following
corrections: After the motion for the Mid-Year update on the Ashland Fiber Network (Page 6), insert "Council
discussed and clarified that there was consensus that Staff can be doing all that they can to market AFN and
high-speed data outside the City." Councilor Amarotico corrected his statement on Page 1, to read "Amarotico
declared a direct conflict due to his company being the sole supplier of beer to this establishment."
SPECIAL PRESENTATIONS & AWARDS
Travis Cooley presented flag to City Council and flag etiquette was presented by Girl Scout Troop 2750.
Proclamations of March 1 through March 7, 2004 as Peace Corps Week in Ashland and Proclamation of
February 27, 2004 in honor of Lenn and Dixie Hannon were read aloud.
CONSENT AGENDA
1. Minutes of Boards, Commissions and Committees.
2. Confh'mation of Mayor's appointment of Linda Butler to the Hospital Board for a term to expire
June 30, 2007.
3. Adoption of Findings for Planning Action 2003-112 Approving a Request for Annexation of an
Approximately 1.32 Acre Parcel located at the end of Clover Lane.
Mayor DeBoer explained the appointment for the Hospital Board is done differently than the City advertised
Commissions and that this appointment is due to a resignation that occurred.
Councilor HartzelFJackson m/s to approve Consent Agenda. Voice Vote: All AYES. Motion Passed.
PUBLIC HEARINGS
1. Public Hearing and Resolution Adopting a Supplemental Budget for FY 2003-2004.
Finance Director Lee Tuneberg explained that there are three ways to amend a budget after it has been adopted.
Tuneberg noted that in the advertisement and the resolution, Staffhad identified the following amendments
to the budget:
General Fund - Total amount is $91,400, $11,400 of which is for a continuation of the CERT Grant. Tuneberg
noted a correction to be made on the Police Department Budget. He explained that Staffhad anticipated that
the 911 revenues would go directly to Medford, but due to changes they have opted to have them come to
Ashland instead. Since this is occurring, the net amount budgeted is not appropriate for the contract. The
contract for 911 Services totals $337,000 and the City had budgeted $257,000.
Airport Fund - Staff is recognizing the upcoming construction of 14 T-Hangars in the amount of $375,000.
Capital Improvement Fund - Staff is recognizing the sale of two parcels that were dedicated to Open Space
and are appropriating for any other Open Space Land that might be purchased this year.
Water Fund - Staff is recognizing an amount for ForestLand Management (wildfire fuel reduction), and the
Debt Service for the Water Revenue Bonds.
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FEBRUARY 17, 2004
PAGE I OF 10
Corrections were noted to the Airport Fund amount to reflect correct amount of $375,000 and the correct
amount of $78,800 under ForestLands Management.
Public Hearing Open: 7:30 p.m.
Public Hearing Closed: 7:30 p.m.
Councilor Hartzell/Amarotico m/s to approve Resolution #2003-06 with the noted corrections. Roll Call
Vote: Amarotico, Hartzell, Jackson, Morrison and Hearn; YES. Motion Passed.
PUBLIC FORUM (None)
UNFINISHED BUSINESS (None)
NEW AND MISCELLANEOUS BUSINESS
1. Discussion of Sidewalk Improvement Standards - Letters from Philip C. Lang.
Community Development Director John McLaughlin and Public Works Director Paula Brown explained they
that had reviewed Philip Lang's letter and presented responses to the four main areas that Lang had listed as
examples.
Brown explained that bricks are not suppose to be used on a walking surface because they can become uneven
over time, and that exposed aggregate can be slippery depending on the type of rock that is used. Mainly fi.om
a maintenance standpoint, exposed aggregate is not something that the Public Works Department advocates.
She explained that it is more expensive to be put in, and Staff requests a broom finish on sidewalks. Brown
explained that the APWA standard states broomed concrete, however there are different grades of broomed
finish. She also stated that they will always mn into public versus private right of way issues, and that they
handle these on a case by case basis. The standard is the starting point, not the law, and they have always
allowed some deviation.
City Attorney Paul Nolte explained that the City could not be held liable for any injuries that might occur at
OSF. The City owns the land, but it is under lease to the Shakespeare Festival and they have the exclusive
right to possession. He added that in the 12 years he has worked for the City, there has never been a claim on
any brick sidewalk; however, they have had claims on brushed concrete sidewalks.
Brown further explained the maintenance issues for exposed aggregate, stating it is more difficult to repair a
crack or replace a section of the exposed aggregate as opposed to plain concrete. She added that any pattern
you put into concrete, other than score lines, is more difficult to maintain and eventually you are left with a
patchwork of concrete. To maintain the standard makes it much easier to maintain and repair the sidewalks.
Councilor Heam stated perhaps it is time to take a look at the code language.
Councilor Morrison explained the recommendation states "when it is appropriate", but questioned if the
vagueness of this policy is what's causing the confusion. Morrison suggested that the Council set some criteria
under which these exceptions could be made.
Mayor DeBoer noted that the property owner is responsible for the sidewalk in front of their building or
residence, and also liability. Paula Brown agreed, but noted the downtown is an exception.
Nolte explained that although there is a portion of OSF that is brick and clearly a sidewalk, he has never
interpreted this to mean that the entire Shakespeare Plaza is a sidewalk. The bricks that are part of the
sidewalk have been there almost 35 years. He noted that in Section 13.040.030, the last section reads "unless
otherwise approved by the City Council". He again stated that to his knowledge, the bricks have not caused
any claims to be filed.
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Nolte clarified for the Council that the bricks comply with ADA standards, they just don't comply with the
current interpretation of the ordinance. ADA simply requires a surface over which wheelchairs can travel. The
bricks are not an ADA problem and were not identified by the Department of Justice when they did an
inventory.
Mayor DeBoer stated he had pulled the 2003 medical responses to Shakespeare, and there were 17 medical
responses last year, four of which were reported as fall victims; two tripped on the Theatre stairs and two
tripped on the sidewalk curbing.
Philip Lang/758 B Street/Verified he had also found there were four fall-related responses last year. He
stated broomed concrete is the standard, not aggregate, and doesn't understand how Staff can advocate this
when they are talking about people at risk. Lang added that there have been accidents, even if there are no
claims filed. He stated he would like to know how many accidents have occurred in previous years, and would
like Council's assistance in getting this information. Lang explained he is a health care person and has worked
with people who have fallen on the bricks (gave an example of a woman who fell on the OSF bricks and broke
her leg). He stated that the standards and rules are getting broken for different people, and urged the Council
to take action.
Mayor DeBoer stated he has no issues with the safety of the sidewalks and noted regular sidewalk is just as
slippery as the other types.
Councilor Jackson noted Section 13.04.030 and stated she feels no need to change the standard. In terms of
OSF, she views the sidewalk as their responsibility. Jackson stated she does not want the City to force OSF
to take action and is uncomfortable making any more specification than what they currently have.
Paul Nolte clarified that he does not believe the liability of the City has been increased because of what has
been discussed. He added in his view, this is a design issue and Council is not liable for design.
Council asked what was Staffs rational in deciding to include bricks in the new development at OSF.
Paula Brown explained there were two things that occurred: 1) Staff allowed the aggregate finish on the
sidewalk at the New Theatre, and 2) On the other side where there were existing bricks, Staff required OSF
to put in bump-outs and a crosswalk. Brown clarified that at the bump out is where there are some bricks,
which were allowed in order to maintain continuity; however the walking surface that goes across the street
is concrete.
Brown added that she feels it is a stretch to say that Staff allowed bricks as a walking surface, and clarified that
Staff did not make any changes to the brick surface that was already existing. She also clarified that Staff is
not worried about maintenance because they have reached an agreement with OSF, which states that they are
responsible for maintaining the bricks.
Council questioned the basis of Staff's decision for the sidewalk in front of the DeBoer house.
Paula Brown explained this was pure oversight since the DeBoer's did not contact the City for a permit before
installing the exposed aggregate sidewalk. Brown explained that right of ways and sidewalks get installed all
the time without permits; sometimes Staff is able to catch it before the concrete is poured, and other times they
are not.
Brown concurred that it would be much easier if the City had just one standard to enforce, but that this would
not always be the right thing to do. She added there are some things that they could re-write, and possibly with
the help of the City Attorney, craft language that would set the criteria for what cases they would allow
ASHLAND CITY CO[WCIL MEEThYG
FEBRUARY 1.7, 2004
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changes.
Councilor Heam stated Section 13.04.030 appears to be fairly ambiguous.
Councilor Morrison supports the rewriting of Section 13.04.030, and noted in subsection B, nowhere does it
say '"safe" sidewalks. He added the Council needs to be conscious of their role to provide for safety of the
residents and visitors, and would like to set criteria so when they make exceptions they are defensible.
Morrison suggests making OSF aware of the Council's interest in safety, going through with the work
scheduled for the Public Works Building, and taking a closer look at the DeBoer property to see if there is a
safety issue.
Mayor DeBoer declared a conflict of interest, stating the property being discussed belongs to his brother.
Councilor Hartzell suggests either writing a letter to OSF asking to have an engaging conversation or ask the
City Administrator to go and speak with them.
Councilor Heam stated that if they are going to single out property owners it should be done universally, and
asked if they would be sending out letters to owners in the Railroad District whose sidewalks are pushed up
due to tree roots. Heam added the sidewalks are the property owners responsibility and feels they should be
notified of dangerous conditions.
Councilor Hartzell/Morrison m/s for Staff to return with language related to exceptions and safety.
DISCUSSION: Mayor DeBoer reminded the Council that Staffhas a lot of work on their plate, and does not
feel the sidewalks as a pressing issue. Councilor Hartzell stated it is the Council's responsibility to follow up
on issues that are brought to their attention. Councilor Jackson stated that Staff is aware of the importance of
this issue and supports following the current policy without making any modifications. Councilor Morrison
reminded the Council that Staff has already recommended modifying Section 13.040.030, and he supports
getting rid of the ambiguity. Councilor Heam stated he will be voting against the motion because under
subsection B Staff is already allowed to establish supplemental standards and specifications and does not feel
this needs to be addressed by the Council again. Councilor Hartzell stated that if Council can reach an
agreement with Staff for them to follow through with these actions, she will withdraw her motion.
Councilor Hartzeli/Morrison m/s to withdraw motion.
Councilor Hartzell/Morrison m/s for Staff to operate under subsection B of Section 13.04 to establish
criteria for exceptions to this standard. Voice Vote: Hearn, Morrison and Hartzell, YES. Amarotico and
Jackson, NO. Motion Passed 3-2.
2. City Attorney Recruitment Process.
Human Resource Manager Tina Gray presented the process for recruiting a City Attomey. Gray explained that
she believes the City can do a good job of recruiting in-house, which would save the City money typically
spent for a recruiting firm. Gray explained the target market is exclusively Oregon Bar admitted attorneys
with municipal experience in Oregon, and submitted a draft job announcement for the Council to review.
Gray clarified that Staffhad performed a non-represented salary survey, which led them to propose the salary
change. When looking at the current market, Staff found that Ashland is quite a bit above average, and noted
that with the proposed reduction Ashland would still be above average.
City Attorney Paul Nolte stated that he doesn't agree, explaining the salary range is being based on the salaries
of the Grants Pass and Klamath Falls city attorneys. The proposed rate would be just barely over the rate in
these two cities, but Ashland would be under market in terms of the other markets in Oregon.
City Administrator Gino Grimaldi explained Staff has been defining the market based on population, including
ASHLAND CITY COUNCIl. MEEITNG PAGE 4 OF I0
FEBRUARY l 7, 2004
20% above Ashland's population and 20% below.
Councilor Heam clarified the applicant has to be a member of the Oregon Bar, which means that they only
need to advertise within the state. Heam noted the exception of the Oregon Bar bulletin, which goes to every
licensed Oregon Bar attorney no matter where they live.
Nolte agreed with Hearn and stated the brochure was designed to produce a smooth transition and alleviate
a gap in services. Nolte explained that if the Council wished, they could add that the applicant must be a
member of the oregon Bar by July 1st.
Councilor Hartzell explained she is hesitant to extend the requirement to July 1 st, and would prefer to attract
applicants who have already been practicing law within the State and are familiar with the Oregon Land Use
Laws.
Councilor Momson stated he was in favor of the proposed recruitment process, which would save the City
approximately $20,000. Morrison however cautioned the Council stating one mishandled lawsuit could cost
the City more than the amount saved. He stated he has faith in the Staff, but explained that recruitment
agencies can offer objectivity to the screening process and some of the tests that they offer can screen beyond
the law abilities of the individual to ensure the right fit. Morfison also recommended adding a picture of
someone at a desk doing work to the brochure.
Councilor Hartzell questioned changing the municipal govemment experience from highly desirable to
required. Mayor DeBoer stated he approved of the brochure as it is, and does not want to exclude any
applicant.
Nolte explained that there are clearly differences between public and private law practice. There are attomey's
in the private sector that have experience with land use, but in his view, the more experienced an individual
has with municipal law, the better their ability to hit the ground ming. In his view they should be looking
for someone with extensive municipal experience.
Councilor Hartzell stated she would like to make municipal experience a requisite and add this to the brochure.
Councilor Jackson stated she prefers the language as it is.
Mayor DeBoer reminded the Council that they would be a part of the panel interview process.
Upon Council's suggestion, Gino Grimaldi supports requesting a writing sample from the semi-finalists.
Councilor Jackson questioned reducing the salary range, and noted that Ashland has a lot of enterprise
functions.
Nolte stated that he believes the City would limit their market by reducing the salary. He explained that it can
be reduced somewhat, but by reducing it to this level would limit the number of applicants from other
jurisdictions who have more experience with the broader types of functions that Ashland deals with. Nolte
stated that Ashland has never used the comparators for Union salaries as a way to set Department Head salaries
and feels it is a mistake to do so now.
Cmmldi agreed with Nolte, and stated if they keep the salary set at the existing level, they have a much higher
chance of receiving an individual who can step in fill the shoes of the current City Attorney. If they go with
a lower salary level, they will probably have an individual who will take 4-5 years to come up to the level of
the present attorney.
ASHLA ND CITY COUNCIL MEETING
FEBRUARY 1.7, 2004
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Mayor DeBoer noted that the only opportunity they have to adjust a salary is when someone retires. He
supports looking into this opportunity to bring the City Attorney salary in line with the Department Heads.
Councilor Morrison/Hartzell m/s to approve the job announcement, salary adjustment, and internal
recruitment process. DISCUSSION: Morrison stated he would be open to adding specific wording if the
Council desired to do so. Voice Vote: All AYES. Motion Passed. Councilor Amarotico was out of the room.
3. Review of Draft 2004-2005 Council Goals.
City Administrator Gino Grimaldi presented the results of the Council Goal Setting which was held January
9 and 10. Staff requested Council's input in order to make appropriate changes for final presentation to the
Council on March 16, 2004. Once the final goals are determined, Staffwill take those goals and schedule the
various activities that address the issues, and bring that back to the Council in mid April. Grimaldi noted that
the goals will also be taken into consideration when preparing next year's budget, and if they cannot fit a goal
within the budget constraints, Staff will bring that to the Council's attention during the budget process.
Councilor Hartzell suggested the following changes:
· Goal #6 & #7: Removing the bullet points from #6 and add them to #7.
· Goal #8: The last bullet should read "Provide in-kind support to ACLT to further affordable
housing for Ashland."
· Goal #14 & #15: Combining the two goals to read:
"Enhance water supply and conservation by:
· Developing a citywide focus 'the right water for the right use'
· Explore and potentially develop a three-year plan to improve and extend out current
TID system
· Negotiate for other water supply options
· Support effluent reuse for the WWTP effluent
· Complete pre-design plan for future extension of TAP water line, including priority for
conservation."
· Goal #16: Stated the second sentence "Invest in and utilize the most appropriate software to
maintain, improve, and enhance internal work performance thereby providing the best
possible service to Ashland citizens." seems more like a strategy and does not appear to
be specific for the coming year.
City Administrator Gino Grimaldi explained the first sentence deals with internal uses,
and the second sentence deals with making GIS available to the public.
· Goal #18: Removing the statement in parenthesis at the end of the goal "(with Council approved
guidelines)" explaining this already comes to the Council.
Grimaldi explained that the emphasis was to ensure that the Council reviewed the charge
of the Committee.
· Goal #23: Questioned if they had agreed to expand the free bus program.
Grimaldi explained that there had been discussion regarding expanding the service, and
used the hospital as an example.
· Goal #32 & #33:
Move Goal #23 to a bullet point for Goal #24 to read: "Explore expansion of the RVTD
bus program". Councilor Morrison suggested "Explore new service options" rather than
the word expansion.
Combining the two goals and make Goal #33 a bullet under Goal #32.
Council consensus to direct staff to make the proposed changes and then to bring it back to the Council for
review.
4. Purchase of Ashland Creek Open Space Property (Zaller and Geddes, 755 Oak Street).
Parks Director Don Robertson explained that this is a request for the purchase ora property at 755 Oak Street.
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FEBRUARY 1.7, 2004
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In July, 2002 Council approved the Open Space Master Plan, which identified a number of properties as
potential purchases for Open Space Preservation. 755 Oak was one of those properties identified, and on
December 15, 2003 the Parks and Recreation Commission unanimously approved the purchase of this
property. The property will include 200 feet of Creek frontage, and an additional 100-foot pedeslxian access
easement along the Creek. One stipulation is that the easement will not be active until 2014. The price of the
land and survey costs is $63,400. The recommendation is to approve the purchase of the property and
authorize the mayor and staff to execute all documents necessary.
Robertson clarified the stipulation was a condition requested by the property owners. Originally it was for a
25-year activation period, but during negotiations it was reduced to a 10-year activation period. Staffs feeling
is that prior to taking advantage of the easement, they will want to complete the additional connections along
the way. Staff feels that there is adequate lead-time to complete those tasks. In the event that the work is
completed sooner than anticipated, Staff will be able to revisit this issue with the property owner at that time.
Councilor Jackson/Hartzell m/s to approve the purchase of the Ashland Creek Open Space Property
at 755 Oak Street. DISCUSSION: Robertson clarified for Council that there is funding budgeted and
available through the Capital Improvements Fund.
Voice Vote: All AYES. Motion Passed.
5. Charter Review and Update.
Management Analyst Ann Seltzer explained that one of the 2003-2004 Council Goals was to consider a
Charter Review. Seltzer explained that for a variety'of reasons, cities and counties update their Charter.
Because the needs of communities change, and State and Federal laws change, it is important that a Charter
be updated periodically and reflect the current times. A City Charter is viewed as a city constitution, and for
this reason, city powers are generally stated in broad, general comprehensive terms. The Charter should deal
only with the basic, broad fundamentals of city government. It should be as concise as possible and adaptable
to changing conditions. The goal states "Consider a Charter Review", and Staff is suggesting that the Council
schedule a Study Session to discuss and determine where they would like to go from here.
Councilor Heam stated he has been periodically informed of the Charter's inefficiencies, and feels a Study
Session would be appropriate. Councilor Morrison agreed that a Study Session is a good idea, and
recommended inviting a representative from the League of Oregon Cities to attend. Sandra Arp was
mentioned as a possibility to provide input.
Councilor Hartzell is supportive of the idea and would to like to have the problems and options clearly defined.
She suggested that the Council plan for public involvement, discuss the selection of a consultant, and discuss
the use of the existing Charter. Hartzell questioned the political sensitivity, explaining the 6-9 month time
frame coincides with the mm over of the council.
Nolte explained that the 6-9 month timeframe was suggested as an appropriate time for a review, but the
Council can dictate the length.
Mayor DeBoer stated that one of his goals as Mayor was to look at the Charter Review during his 4th year in
office and would like to see any changes proposed at the November election.
Council stated they would like to be provided a timeline so they can see what needs to be done to hit the
November election.
Seltzer explained that each community handles it differently when determining who will make up the Review
Commission, and stated it can be shaped in whatever way the Council determines best.
Councilor Heam recognizes the need to insulate the process from those who would try to use it for short-term
ASHLAND CITY COUNCI£ MEE77NG
FEBRUARY IL 2004
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political gain, and stated the goal is to have a far-reaching document for generations to come.
Seltzer stated the most important thing is that the community is able to view this Review Committee as
impartial and non-bias. The perception of the community toward the commission is critical and the level of
trust must be there.
Council consensus that a Study Session will be held to further discuss this issue.
6. Revision of Public Pedestrian Easement and Trail Improvements in the Lithia Estates Subdivision
on Ashland Creek Drive and Release of Funds for Trail Improvements.
Community Development Director John McLaughlin reminded the Council that 3 years ago they approved the
relocation of an easement from one part of a subdivision to another. The two property owners affected by the
trail have now agreed to slightly modify its location. Staff's recommendation is to approve the relocation of
the trail as proposed. McLaughlin explained that the initial request by the owners was to release the funds set
aside so they could construct the trail along with the landscaping. Should this occur, Staff is recommending
that the plans for the work be submitted to the Planning Department for review and a building permit issued
if necessary. After the agreed upon improvements are completed, Staff will then release the funds. Staff's
recommendation is that the Council agrees to the relocation of thc trail, obtain an easement for the new location
if necessary, and that the funds be released upon completion of the improvements.
Mayor DeBoer expressed his concern that the trail goes nowhere, and is hesitant to construct the stairs and trail
until they lead to somewhere. Mayor DeBoer does not have a problem moving the easement and agreement
but would not recommend releasing the funds until the trail leads to somewhere.
McLaughlin explained the initial request was for the stair improvements to be done in conjunction with the
landscape improvements. So even though the stairs did not go anywhere, it would part of the owners long term
lawn and landscape improvements and seemed appropriate to do this all at the same time instead of building
a retaining wall without the stair system. McLaughlin added that there has been discussion amongst the
neighborhood as to when the stairs should be built, and explained that he does not believe that needs to be
determined at this time, but rather leave that up to the property owners.
Council'or Heam stated there are two arguments: 1) they do not want to lead people to trespass, and 2)if the
trail is not physically present on the ground, people who buy into the neighborhood can be surprised or feel
ambushed when it is put in years later.
Councilor Jackson stated she supports letting the property owners decide when they would like to install the
stairs, and added if the owners want to have vegetative screening, it should be established and let to mature
for a number of years before the trail opens.
McLaughlin clarified that the initial plan was to have the stairs constructed of wood, however if the owners
wish to construct something with a softer appearance they should be allowed to do so as long as it meets access
standards. McLaughlin also explained the liability issue, stating that all improvements are done to the best
standards possible for the site, and noted that people assume a certain level of responsibility when hiking on
the trails.
Councilor Hartzell explained that having this matter come to the Council helps with the exchange of views in
the neighborhood, and stated she is concerned that if this is left up to the property owner it may create a
conflict. McLaughlin stated that Staffs position was to pull the Council out of that role and simply ensure that
the property owners have the stairs in place, as soon the rest of the trail is available.
Council discussed how to diminish the tendency of the public to use the stairs until the trail is complete, and
decided that signage should be added to mark the trail.
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Councilor Hearn/Hartzell m/s to approve staff recommendation with the following amendments: 1) if
the connection is established through the Kennedy parcel than at that point it would trigger the
requirement to build the stairs if they had not already been built, 2) provide signage which would say
"Not a Through Trail". Voice Vote: Amarotico, Hartzell, Jackson and Hearn, YES; Morrison, NO.
Motion passed 4-1.
Councilor Mordson explained that he voted against this motion because he would have liked the Council to
have determined the timing of the release of the funds and when the stairs could be built.
ORDINANCES~ RESOLUTIONS AND CONTRACTS -
1. First reading by title only of "An Ordinance creating new Sections 15.28.150 and 15.28.160 of the
Ashland Municipal Code to Provide Fees for Uniform Fire Code Plan Review and Inspections Be
Set by Resolution."
Item was pulled for future agenda.
OTHER BUSINESS FROM COUNCIL MEMBERS
Mayor DeBoer stated he could not attend an upcoming MPO meeting on Feb. 24, and wanted to know if any
of the Councilors would like to attend in his place.
Councilor Amarotico/Hearn m/s to appoint Cate Hartzell to attend the MPO meeting. Voice Vote: All
AYES. Motion Passed.
Mayor DeBoer also noted the RVCOG meeting Feb. 25th, and offered his seat to a council member in his
absence.
Councilor Hartzell mentioned that people in the community have been asking about the role the Council could
play regarding the DeBoer expansion. Hartzell explained that the findings are set to go to the Planning
Commission for approval at their first meeting on March 9th, and in order to fit within the set timelines,
Council would have to hear it at the second meeting on March 23rd.
Nolte clarified the Council meeting would be on March 16th.
Councilor Hartzell stating she is trying to come up to speed as to what the timelines are for this process. Nolte
clarified that a person would have 21 days to appeal from the date the findings are adopted. Council would
then have 10 or 15 days to call it up.
Councilor Heam questioned why the Council would want to deviate from the standard process of a citizen
appeal. Stated he understands that this project is a concern for a number of people, but does not feel the
Council should jump out of the established protocol.
Councilor Hartzell clarified that this is not what she is suggesting, and explained that this was an option
brought up by Staff and she was simply asking for clarification on that option. Hartzell requested that a
timeline and explanation be provided from the City Attomey.
Nolte stated he would supply this information to the Council, but noted that the Council needs to be aware that
since they have the authority to call it up, they would be subject to exparte contacts. Council would be
required to disclose those exparte contacts at the time of the hearing.
Councilor Morrison stated he would like clarification on whether an appellant would have to go directly to
LUBA, whether they could come to the Council, or whether the Council would have to initiate the appeal.
,4SHL.4ND CITY C()UNCIL MEEITNG
FEBRU~R Y 1.7, 2004
t¥~ GE 9 OF I 0
Nolte stated it is the type of application that triggers the appeal process. He added that what they have said
in the code is that this is a Staff permit, and those are final decisions of the City, and final decisions are
appealed to LUBA. This is one that is not appealable to Council, however there is a provision in the code that
allows Council to call it up.
Councilor Heam stated that he feels that LUBA is the best place to handle this should it be appealed.
Councilor Hartzell requested that the City Attorney submit a memo to the Council explaining what materials
they could look at without getting into exparte issues and which they need to stay away from.
ADJOURNMENT
Meeting was adjourned at 10 p.m.
Barbara Christensen, City Recorder
Alan DeBoer, Mayor
ASHLAND CITY COUNCIL MEE'ITNG
FEBRUAR ?' 17, 2004
PAGE 10 OF 10
CiTY OF
kSHLAND
ASHLAND HOUSING COMMISSION
JANUARY 28, 2004
MINUTES
CALL TO ORDER - Vice Chair Kim Blackwolf called the meeting to order at 4:10 p.m
Members present:
New Members:
Absent Members:
Council Liaison:
High School Liaison:
SOU Liaison:
Staffpresent:
Kim Blackwolf, Vice Chair
Jon Uto
Kim Miller
Joan Legg
Matt Small
Faye Weisler
Wendy Ostlund-Rutkai
Liz Peck
None
Kate Jackson (present)
None
None
Bill Molnar, Senior Planner
Brandon Goldman, Housing Specialist
Sue Yates, Executive Secretary
APPROVAL OF MINUTES/AGENDA CHANGES -The meeting notes were approved.
PUBLIC FORUM
Aaron Benjamin said there was some concern with the Bemis project (land behind the Lithia Springs Hotel) that there were no
affordable housing units. Benjamin thought that if a unit had been included, there would have been more citizen sympathy for
the project. Molnar said the applicants were only required to have one affordable unit. He is not certain what we'd find at the
state level if we try to change that requirement.
Rich Rohde, Oregon Action, reported the Jackson County Housing Coalition had a training, "Building Coalitions and Building
the Base for Affordable Housing". It was well attended and well received. It is one in a series of workshops to be held. The
next in the series is "Housing Resources". That meeting will be held on February 12th at 3:00 p.m. in Ashland (51 Winburn
Way).
Rohde is also working with a group on how we flame issues of affordable housing and the best way to approach and build
public support for affordable housing. Statewide, all groups are struggling for resources. The work Ashland does is not in
isolation and will hopefully pay off with additional resources.
Ron Demele, Rogue Valley Community Development Corporation, asked that there bca place on the agenda each month for non-
profits to report on their activities. Hc just received offers for each of thc three affordable houses on Hcrscy Street.
INTRODUCTION OF NEW MEMBERS & HOUSING PROGRAM SPECIALIST
The new Housing Commission members, Faye Weisler, Wendy Ostlund-Rutkai, and Liz Peck introduced themselves. Kate
Jackson said she is the new Housing Commission Liaison.
Molnar introduced Brandon Goldman, new Housing Program Specialist. The other members and staff introduced themselves.
Legg suggested an orientation for the new commissioners and asked all old members to assist. Andy Dungan and Cate Hartzell
said they would be willing to sit down with the new members. Molnar also encouraged the new members to meet with Staff.
Demele asked who would be handling the Community Development Block Grant program, as Goldman had been doing that
job. Molnar said there would be a transition for Goldman into his new position and it was undecided who would be handling
CDBG. Goldman's main duty will be to get the Action Plan going.
ASHLAND HOUSING COMMISSION
MINUTES
JANUARY 20, 2004
ELECTION OF COMMISSION CHAIR, CO-CHAIR & TIMEKEEPER
Blackwolfsaid she does not want to be the Chair permanently. She suggested electing a co-chair and secretary (timekeeper).
Dungan interjected that he would encourage members to fred a way to deal with getting through each month's agenda.
Small volunteered to take the timekeeper's position and Uto volunteered as co-chair.
Dungan iterated that the new members need to be willing to spend time on this commission. The chair needs to coordinate and
lead. There is an incredible learning curve.
Jackson thought it would be helpful to talk about the role of the Housing Commissioner. It is an advisory body that works with
Staff. We have dedicated a fulltime staff person to help implement the Action Plan. -
Blackwolfsaid she felt it was realistic to expect a commissioner to work about two hours a week on commission related tasks.
The co-chair would fill in for the chair. She would hope that time outside the meetings would be devoted to subcommittee
work.
Legg moved to elect Blackwolf as Chair and Uto as Co-Chair. Jackson seconded the motion and the motion unanimously
carried. It was agreed Small would be the timekeeper.
STATUS OF THE ACTION PLAN - Molnar said there are six strategies related to the Action Plan. The plan states that we will
look at City owned property for a source of funding (also a City Council goal). Molnar said the City owns two acres on
Strawberry Lane. The Commission proposed that the Council partition the lots into four and sell with the major share of the
proceeds going towards affordable housing. The Council agreed. The lots will be divided into half-acre parcels that should
sell anywhere from $250,000 to $400,000 each. Jackson said the money is intended to be used for affordable housing,
however, $214,000 will be used to buy out the CDBG portion of The Grove:
Cate Hartzell noted that only two parcels will be sold this year. The money will come in stages.
Blackwolf asked when the public hearing would occur for the disposition of the property. Molnar thought in about three
months.
Jackson noted the Action Plan was not included in the new Housing Commissioner's binders.
Miller said affordable housing needs the will of the people and we don't have that in Ashland. The Education subcommittee
started a brochure. They were going to begin work on a video in an attempt to educate the citizenry. Miller's priority would be
for education.
Legg has the rough draft. The subcommittee wanted to add stories of real people who need affordable housing to live in
Ashland. Blackwolf wondered, if between this meeting and the next, that the Education subcommittee could be reconstituted.
Dungan said Chris Oswald could still help.
Allan Sandier said the citizenry wants affordable housing. It's the Staff, Commission and Council that need to be educated.
There is a real lack of knowledge in city government about affordable housing. Jackson would agree. It is as though the
Housing Commission has been sitting on the sidelines. They have not been directed to planning actions. We want to get more
tools in our plan.
The Commissioners were interested in returning to the Action Plan next month.
Rohde inserted a procedural item. He would like to see the time inserted on the agenda for each item. The meeting begins at
4:00 p.m. If the first item is five minutes, insert 4:05 p.m.
Legg said she is the only one on the Education subcommittee. We have to work out a way to expand the committee to outside
people.
Blackwolfreminded the Commission that the subcommittees included: Education, Funding, and Land Use.
Miller said he would like Goldman and Staff to bring things to the Commission, instead of the reverse.
ASHLAND HOUSING COMMISSION
MINUTES
JANUARY 28, 2004
POLICY CHANGE PROPOSALS - Discussion regarding maior issues evaluation process
Blackwolf feels that if any major issue is brought before the Commission, that the first meeting would just involve discussion
and that it be made clear that n_Qo decision would be made at that first meeting. An item would have to be brought before the
Commission a second time before a decision would be made. That means that major issues would have to come before them
far enough in advance to allow time for a second meeting. Small hoped that Goldman would be the one to help the
Commission stay on top of this.
Miller suggested an agenda item be added that would be a reporting of all other commissions, if applicable.
Weisler said she would be in favor of a standard policy to have two meetings for items of major discussion unless it required
some flexibility. -
Jackson talked about "official[zing" the work of the commissions. How formal do we want to be?
Molnar said some commissions by code require a formal recommendation.
Goldman wondered if the Commission should define "major issue".
Blackwolf said they would leave this as an "understanding" and see how it works.
USE OF PUBLIC PROPERTY (SUCH AS PARKING LOTS) FOR AFFORDABLE HOUSING
Blackwolf wondered about public property that could be better utilized. Small said it is a great idea to use public property for
affordable housing, but feels it should be dealt with individually for each piece of property that would come up.
Demele said as a non-profit developer, one of his big issues is land cost. It would help if there were a clear policy for use of
public property. If they knew every piece of public property was available, that would open up possibilities. They wouldn't
have to sell property, they could lease it.
Small believes if there is an opportunity, for affordable housing, as a Commission, we would support it. Then it's up to Staffor
the Council to decide if it is legal. It is the Housing Commission's job to look at projects and see if they are appropriate.
Hartzell said she likes to think of us as stewards of the public trust. What do we think is the highest and best use of the
property?
Weisler said she thinks we need to identify the potential lands. What are the competing interests? Who are the partners? What
are the funding sources? We have to promote affordable housing.
Demele wants the Commission to set clear parameters. He wants to know where he needs to spend his time.
Goldman has a buildable lands inventory map he can provide. It will identify parking lots. No one has looked at airspace.
Jackson asked Staffto come back with the issues that have been identified.
RFPIRFQ STATUS
Molnar said Goldman has prepared the RFP/R.FQ. Goldman said he provided a discussion draft. He reviewed the various
sections. The legal requirements have not been reviewed by the City Attorney. He asked if the Commission would like him to
bring back a more formal draft.
Hartzell asked if Goldman could make a list: one specific to parking lots and one specific to parking garages.
Sandler believes the RFP needs to be more general.
Blackwolf disagreed. It is a good framework. She wonders where people will park downtown. The more specifics we can talk
about, the better.
Demele said they would probably not apply for this because they would have from $10,000 to $30,000 into it just for the
proposal. He suggested a "set-aside".
ASHLAND HOUSING COMMISSION
MINUTES
JANUARY 28, 2004
Demele said the cover letter was not very strong. The target income needs to be stated. The parking lot is a City asset and he
would rather see it leased. With regard to the Evaluation Criteria, he believes there should be a project description with the
number of units, targeting low income, affordability. He would suggest 70 percent of the points based on these items.
Hartzell wants to insure there is an equal playing field.
NEXT MONTH' AGENDA - February 25, 2004
Ostlund believes there is ambiguity in the RFP. Non-profits could submit their requests in writing for changing the wording.
She would like this on the agenda.
The items will need to be prioritized.
ADJOORNMENT - The meeting was adjourned at 6:05 p.m.
ASHLAND HOUSING COMMISSION
MINUTES
JANUARY 28, 20O4
Roll Call
Members present:
Members absent:
Council Liaison:
Staff:
RVTD liaison:
High school liaison:
Bicycle and Pedestrian Commission
January 15% 2004
Regular Meeting Minutes
John Baxter, Chaff
David Chapman
Jack Catron, Vice Chaff
John Morrison (absent)
Maria Harris, Associate Planner
Dan Masi (present)
Vacant
Jack Christman
Richard Beaudoin
Brad Knickerbocker
Derek Severson, Account Clerk
SOU liaison: None
Guy Nutter
Lexi Delgado (late)
Tom Cook, APD Officer
Call to Order
Baxter called the meeting to order at 5:20 p.m.
Approval of Minutes
Chapman/Christman m/s to approve the minutes of December 18th, 2003 as presented. Voice vote: All AYES. Motion passed.
Public Forum
None.
Review of Nevada Street Traffic Calming & Pedestrian Improvement LID Project
Harris provided brief background, and explained that the project rose out of residents getting together to address traffic and speed
concerns related to the upcoming Billings Ranch development. She added that neighbors had reviewed a draft proposal and some
controversy had resulted.
Harris explained that city standards call for two 9-10 foot travel lanes, a 7-8 foot parking strip on both sides, a parkrow, and sidewalks
and bike lanes on arterials and collectors. She stated that by state standards, where speeds are 25 mph or less and there are less than
3000 vehicle trips per day no bike lanes are required.
Harris pointed out that the design proposed includes bump-outs for traffic calming, and she explained that presently 23% of vehicle
trips are at over 30 mph. She emphasized that national studies show that traffic calming can reduce speeds by 20% or more. Harris
presented the proposed plans, and noted that proposal address Nevada from Helman to the end of Nevada. She added that the current
street is 36 feet wide with parking on both sides and no sidewalks, and explained that the proposal had sidewalks on the south side and
a series of bump-outs, with parking to continue on both sides of the street except at the bump-outs.
Harris discussed that the bump-outs are 11-11% foot travel lanes, and that the parking rows are a standard of 7-8 feet. She emphasized
that the bump-outs do not lessen the lane but change driver perceptions causing them to slow. She noted that the curbs would not be
changing except where they were to be bumped-out. She pointed out that there are currently 1450 vehicle trips per day at Helman and
only 427 at Cambridge, and noted that an additional 730 trips would be added by the new Billings Subdivision.
Harris discussed the need to ensure emergency access by providing an adequate travel lane, and she noted for Nutter that the bump-
outs leave just as much space as a 36' paved street with parking on both sides.
Baxter noted the limits of the commission's role relative to this project.
Nora Knox/276 W Nevada St stated that the Billings project initiated these changes due to its raising safety concerns over the
increase in traffic. She explained that a core group of residents brought forth ideas to reduce traffic, ensure pedestrian safety, and
calm traffic and met with the city and the developer. She added that they are still meeting in subcommittee and looking at draft plans.
She noted that a crosswalk at Helman Street to the bikepath made sense to her, and she stated that the neighborhood group had '
discussed many options.
Julie Young/240 W Nevada St stated that sidestreet neighbors have expressed concern that speed tables/humps would tend to divert
traffic to their streets. She emphasized that the hope was not to divert traffic, just to slow it down.
2004-0115 Bike & Ped Min.doc Page lof 4
Tony Kerwird350 W Nevada St thanked Harris for her presentation and emphasized that bump-outs have been shown to work. He
added that he would welcome any input from commissioners, and he agreed that a crosswalk at Helman was a good idea.
Nutter questioned whether neighbors oppose tables and raised crosswalks. Kerwin explained that the noise is greater with tables and
as such they find them to be inappropriate. Kerwin stated for Christman that he was willing to accept the draft proposal.
Nutter asked if neighbors had considered planting to screen the street. Kerwin noted that planting would necessitate maintenance, and
he added that neighbors would like to preserve the existing mature trees. Knox added that she hoped the center divider would have
plantings. Both Knox and Kerwin stated that they would be willing to maintain such plantings. Knox added that because the
sidestreets are narrow it makes Nevada Street seem like a freeway, and she stated that she would like some kind of buffer. Knox noted
for Nutter that construction vehicles have been speeding and that neighbors have called the contractor to remind them to slow down.
Harris stated for Beaudoin that the golf course to the west of the proposed subdivision is within county jurisdiction and will have
vehicular access off of Jackson Road.
Rewcastle summarized that the neighbors seemed to want more bump-outs for the existing trees, more plantings, and a crosswalk at
Helman. Those neighbors present concurred.
Baxter asked Cook about enforcement of speed limits for construction vehicles. Cook noted that the department had lost 50 hours of
enforcement time due to the traffic officer being assigned to handle abandoned vehicles as well. Baxter noted that the commission is
not often involved in LID design, but he echoed Rewcastle's support for the Helman crossing. He recognized that there was some
difficulty due to the placement of the driveway to the dog park. Knox pointed out that the crossing could be closer to Oak due to there
being a grate on the other side of the intersection. She stated that students can already cross from the school to Randy Street, but she
noted that they may not have a sidewalk all the way.
Chapman suggested that the neighbors reconsider a parkrow as it would get kids further from the road and slow traffic. He also noted
that in the present design the travel lanes are wider than on Siskiyou Boulevard. It was noted that putting the sidewalks further into
the street would be difficult with the drainage system, and that some neighbors oppose parkrows. Harris explained that some elements
could be peeled off for city standards and that others were neighborhood specific compromises. She added that while new streets
require parkrows, retrofits like this are not always held to that standard.
Harris clarified that the commission's recommendation should be directed to council and staff and copied to the Traffic Safety
Commission (TSC). She further explained that neighbors on LID's have to cover the cost of street trees and irrigation when there is
no homeowners association.
Christman clarified that ifa landscaped parkrow were recommended, neighbors would be responsible for maintenance.
Knox stated that neighbors have discussed the issues, worked hard on getting improvements, and now sidestreet neighbors are coming
forth in opposition. Christman pointed out that no one in opposition was present tonight. Kerwin suggested that the opposition was
calming down.
Nutter suggested that people oppose bump-outs. Knox concurred and stated that this was due to their being obstacles, their cost, and
the possibility of their diverting traffic. Kerwin added that he did not think that the bump-outs would divert traffic.
Harris demonstrated for the audience why the street width would not accommodate bike lanes. She emphasized that there was a trade
offbetween slowing speeds and accommodating bikes. She added that if the speeds were slowed, it would be easier for bikes to
navigate the road. She pointed out that the lanes can make the road seem wider and thus can increase speeds. She concluded that it
was a livability issue for the neighborhood, and that the trips per day numbers tip the balance toward slowing speeds.
Knox noted that she would not feel safe with her children riding bikes on a bike lane in the street. Beaudoin suggested bulb-outs near
Helman for the full length of the school property.
Harris stated for Masi that the minimum width for a travel lane was 9-10 feet. She added that there is roughly an extra 4 feet here and
10-12 feet would be needed for bikelanes.
2004-0115 Bike &Ped Min.doc Page 2of4
Harris clarified that the commission was charged here with making a formal motion to council, staff and the TSC.
Rewcastle/Beaudoin m/s to recommend looking at a crosswalk at the intersection of Nevada and Helman. Discussion: Nutter
stated that he was in favor of bump-outs for their calming effect. He added that he would like to encourage more tree planting
where homeowners were agreeable, and stated that he would prefer that these plantings be at city expense. Chapman asked
for parkrows where appropriate. Rewcastle asked that the existing trees be preserved. Motion withdrawn.
Nutter/Rewcastle m/s to recommend a crosswalk at Helman and Nevada to connect to the Greenway, to express support for
bump-outs for traffic calming, to suggest plantings and looking at parkrows where appropriate, and to protect the existing
mature trees with the use of sidewalks and bumpouts. Voice vote: All AYES. Motion passed. .
Harris stated that she would draft a memo to the council, staff, TSC and the Tree Commission.
Discussion of Positive Reinforcement Program
Harris explained that this item was a reward program to encourage children to cycle, and she added that materials were included in the
packets. Baxter pointed out that there might be a possibility of a fund match from the TSC.
Masi stated that RVTD has a bike program for kids as well, and he added that they have talked of partnering with Keith Massie on this
program. He noted that RVTD has ice cream coupons and similar incentives, and that he would refer this to his Marketing Director as
he feels the two programs may partially duplicate efforts.
Baxter noted that the commission could offer lights as an incentive. Hartzell questioned whether the effectiveness of such a reward
system was supported in any literature. Rewcastle stated that she was not comfortable with this means of motivation, and she added
that it amounted to bribery rather than trying to create good habits. She suggested that at the very least, a more random reward system
was needed. Masi suggested that a more event-oriented program would give children a taste of good behaviors. Baxter stated that he
would prefer a longer timeframe with a larger prize at the end. Baxter added that he was reluctant to commit funding support until he
knew what RVTD could do; he added that he would like to have Massie present to take questions. Christman suggested that Massie
deal with RVTD and then resubmit his request to the commission. Rewcastle questioned whether the schools have already given their
"buy-in."
A Nevada Street neighbor in the audience suggested that parents keep their children from cycling due to safety concerns. Chapman
discussed the commission's Safe Routes program as a response to these concerns. Rewcastle stated that she would contact Massie
and report back at the next meeting. She added that she would invite Massie to attend as well.
Crosswalk Enforcement/Periodic Focused Enforcement
Cook explained that there was no new information on any grants becoming available. He stated that he has asked for a $5000 budget
request in the next budget cycle, and he noted that there may be seatbelt and DUII enforcement funds available as well. He clarified
that funds are typically earmarked for a specific area of enforcement, and additional funds or budget requests would address other
areas. Baxter questioned how to best advocate for the budget request. Hartzell suggested letters to Administration, the Planning
Director and Police Chief.
Nutter moved to recommend a letter to Chief Bianca to request focused enforcement fund in the coming fiscal year's budget
request. Discussion: Chapman asked how to get a third traffic officer. Cook stated that it would need to be requested of the
chief. Motion withdrawn.
Nutter/Christman m/s to draft a letter to Chief Bianca to request focused enforcement (pedestrian and speed) funding in the
upcoming budget request. Discussion: Rewcastle noted the need to deal with the issue of trucks speeding down Nevada Street.
Baxter suggested that calling the Police Department would bring the immediacy of the issue to their attention. Rewcastle
stated that she would like to ensure that there was adequate staffing for needed enforcement. Chapman indicated that
requesting "focused enforcement" was sufficient. Nutter stated that pedestrian and speed enforcement were the areas that
need to be focused upon; he added that he would like three traffic officers. Voice vote: All AYES. Motion passed.
Subcommittee Report: Bike Swap
Baxter noted that this subcommittee had not met yet, but he stated that he had discussed using North Mountain Park and park staff
were interested if a different date would work. He explained that the date currently planned would conflict with a softball tournament
at the park. Baxter stated that he would like to continue planning for use of the Grove site, but he recognized that other dates could be
2004-0115 Bike & Ped Min.doc Page 3of4
considered as well.
Subcommittee Report: Education - Outreach Training/Safe Routes
No subcommittee members were present; Hams noted that she had emailed a draft brochure.
Subcommittee Report: Bicycle Friendly Communities Application
Chapman noted that he and Brad, the citizen who suggested that thc commission look at this application, were through Part I of the
application. He clarified that Hams would review what they had prepared so far and then the application could be submitted on-line.
He stated that the deadline to complete Part 2 was March 19th. He clarified that Part 1 amounted to providing cursory information
about contacts, climate, population and density as a screening for Part 2, which will include specific, information on engineering,
education and enforcement.
Subcommittee Report: Neighborhood Safety/Safe Routes
Chapman stated that there was no report at this time.
2004-2005 Budget
Harris noted that she had handed out a memo on this item. She noted for Baxter that the signage item had been completed without
cost to the commission. She stated that preparing a budget request tonight would be preferred, but she stated that it would work to
have the request come out of next month's meeting. She added that the commission has not spent any funds so far this fiscal year.
Baxter stated that brochure money could be needed this year, and he added that the commission may want additional funds for the
Bike Swap or other education and outreach efforts. Hams noted that the commission also has $1700 committed to Safe Routes with
the BTA.
Members agreed to bring ideas next month. Hartzell asked if neighborhood safety could be considered in the budget request. She
cited the Nevada Street situation as an example, and stated that the neighbors are straggling with the process and could benefit from
the expertise of the commission. She suggested setting aside funds to print a tool kit for people in similar situations. She added that
the website could be used for information distribution.
New Business
Harris noted that new signals and bump-outs in the downtown would be installed beginning next month by ODOT.
Adjournment
There being no further business, the meeting was adjourned at 7:08 P.M.
Next Meeting
February 19th, 2004 at 5:15 p.m.
2004-011.5 Bike & Ped Min.doc Page 4of4
CITY OF
SHLAND
Draft ASHLAND HISTORIC COMMISSION
Minutes
February 4, 2004
CALL TO ORDER
At 7:07 p.m., Chairperson Dale Shostrom called the meeting to order in the Siskiyou Room, located in the
Community Development/Engineering Services Building at 51 Winbum Way. In addition to Shostrom, members
present were Alex Krach, Joanne Kdppaehne, Robert Saladoff, Terry Skibby, Tom Giordano and Keith Swink.
Also present were Associate Planner Mark Knox, City Council Liaison John Morrison (who left shortly after the
meeting started) and Secretary Sonja ^kerman. Members Jay Leighton and Sam Whitford were unable to attend
the meeting. There are no youth liaisons assigned to the Historic Commission.
APPROVAL OF MINUTES
Krach moved to approve the January 7, 2003 minutes as submitted. With a second by Swink, the motion was
approved with all voting aye except Giordano, who abstained because he was absent at the January meeting.
Kdppaehne noted she had not received her packet for the meeting.
PUBLIC HEARING
Planning Action 2004-017
Site Review
364 Hargadine Street
Ken Kolar
Site visits were made by Krach, Skibby, Shostrom and Giordano.
Knox explained the applicant is proposing to demolish an existing, shed and in its place construct a second
dwelling unit (357 square feet) over a new single car garage. The project complies with the maximum house size
ordinance. In addition, the applicants intend to eventually restore the existing house and replace its metal roof
in order to upgrade the entire site.
Shostrom asked if the square footage would be counted on the detached building for the maximum house size
and Knox said it would, however, only the habitable space would count, not the garage.
Skibby stated that designer Mark Reitinger had come to the Review Board and mentioned work that was planned
on the existing house. He requested clarification on the scope of this application. Knox responded this only
entails the new structure; however, the applicant's findings indicate the metal roof will be replaced with
composition roofing material. In addition, Knox stated any building permits taken out for the existing home will
go before the Review Board.
Discussion ensued regarding maximum square footage. Knox clarified this is an R-2 zone and the habitable
square footage of the second unit counts in overall square footage.
Thero was no one present who wished to speak either for against this application so Shostrom closed the public
headng.
Skibby noted that the existing shed is not special and the new structure will look nice. Giordano agreed and said
he likes small separate spaces such as this and it will be appropriate for the neighborhood.
Ashland Historic Commission Minutes
February 4, 2004
CITY OF
SHLAND
While Shostrom felt the size of the proposed building is good, he was bothered by the fact that there is no sense
of entry on the south elevation. Giordano agreed and also noted the door with sidelights seemed large and out
of proportion. Shostrom suggested removing the sidelights adjacent to the glazed door and adding windows on
either side of the door.
Skibby moved and Giordano seconded to recommend approval of this application with the conditions that a
covered entry be added to the south elevation in order to create a sense of entry, and the door area be reduced
by at least one sidelight (option would be a single door with side windows). Aisc requested is that the applicant
and/or designer come to the Review Board to discuss the size of the door, the windows and the covered entry.
Kdppaehne asked about the history of why the Commission recommends against using metal roofs. Skibby
stated it is generally a roofing matedal that was rare in Ashland on residential structures. It was more prevalent
on industrial buildings. Shostrom added that standing seam metal roofs seem dramatically contemporary for him.
Corrugated metal roofs were more typical, as Skibby noted, on industrial or commercial buildings. Giordano
noted that corrugated roofs work in certain cases, for example on the Ashland Food Co-op. The motion passed
with a unanimous voice vote.
Planning Action 2003-126
Outline Plan and Site Review
954 "B" Street
Archerd/Dresner, LLC
Giordano cited a conflict of interest because he has been involved with the adjacent property and neighborhood
meetings that include this project. At this time, he left forthe evening. All remaining Commissioners reported site
visits except Krippaehne.
Knox explained this project is a 13-unit Planned Unit Development, which involves the construction of three two-
story buildings, each housing four units. Each building will comprise a one-bedroom and a two-bedroom unit in
each story and each building will be on a separate lot. The one-half acre lot has an existing home that will also
be on a separate tax lot. The house is in the process of being restored. Because this is an odd shaped parcel,
it has been a difficult site to plan. By working with Staff and neighbors, however, the developers have come up
with a good plan. Parking will be off the ddveway that will connect "B" Street with Eureka Street and also be used
by the adjacent property when it is developed. The new buildings will all have the same designed but will have
different orientations. Knox stated since this application is for Outline Plan Approval, more detail on roof pitch,
materials, etc. will be forthcoming dudng the Final Plan Approval stage.
Saladoff asked if there will be COmmon space for the buildings even though there will be four different
ownerships. Knox replied there will technically be five lots - the existing house, the three new buildings and the
open space. Each building will be built to the lot line, thus the term "zero lot line". He also noted three out of the
four units in each building will be rentals.
Skibby asked how the buildings would be odented on the property. Swink stated that even though the rooflines
of the buildings are the same, they will appear to be different because each will have a different orientation.
Evan Archerd/120 North Second Street stated this is a good example of a collaborative effort involving the
developers, Planning Department and neighbors. One of their main objectives was to create rental housing. The
existing house is in the process of being restored. All non-appropriate additions were removed and a master
bedroom and bathroom have been added to the rear of the home. The small four-plexes will look like houses.
Window tdm, roof details and siding will all mimic the existing house. He noted the existing house will have a
little more yard, but the rest of the units will all have common yards that will be managed by a homeowner's.
association. Amherd maintained they have ended up with a better project because of the efforts of all involved.
Shostrom asked about the computerized drawing elevations and was told by Archerd they did not depict what
would be built. The hand drawn rendering, however, is very close to how the buildings will look. Archerd also
Ashland Historic Commission Minutes
February 4, 2004
2
CITY OF
SHLAND
stated that although he doesn't know what the exact product will be yet, they will be using lap siding. In addition,
his intention is to match all the tdm detail, which will be crown molding with a tail protruding under the sill.
Shostrom then asked if the pitch of the roofline could be steeper but Archerd cited there might be solar
problems. He would, nonetheless, like to make the pitch as steep as possible. He will use 40-year architectural
roof shingles and either single or double hung windows. Shostrom commended Archerd for the work he is doing
on the existing house.
Krippaehne said she agrees with Shostrom's comment about the roof pitch. She asked Knox if a Solar Waiver
would be possible and he replied it could be possible, perhaps with more separation between the buildings.
Archerd responded there would be difficulties with separating the buildings even more: As it is, this project has
been a balancing act. Given the ordinances that apply today, solar issues apply differently to PUDs. Knox added
that in some cases, people are encouraged to ask for waivers in order to make a more compatible design work.
If the applicant chooses to request a waiver, it can be processed during the Final Plan Approval.
Shostrom related that while the building elevations look good, there is not much natural light in three out of the
four units in the living/dining areas. He suggested changing the floor plans and moving the stairwell to the middle
of the buildings in order to give more light to the units. This would not only hide the stairwells, but also give a
more histodc look to the buildings. Archerd agreed the units should have more natural light and said this will be
worked out as the actual floor plans develop.
Shostrom opened the public hearing.
Amy Korth stated she is the daughter of Sally Crumme, who owns the adjacent property and has been working
with Giordano on plans for developing her site. Korth said she looks forward to the changes on both properties.
As there was no one else to speak about this planning action, Shostrom closed the public hearing.
Skibby noted this design is better than what was originally presented to the Review Board. It is a good-sized lot
and the buildings will be spread out. Since more details will be presented during the next phase, he feels
comfortable with the project thus far.
Kdppaehne conveyed she also likes the site plan. The developers are putting a lot on the.site but it doesn't feel
crowded. In addition, there will be plenty of parking on the east side of the property, leaving more area for the
amenity of open space.
Swink agreed with Shostrom about bdnging the stairs more to the center, which will also further break up the
design and roofline of the buildings. He conveyed he was impressed with the homes on Ninth Street Alley and
appreciated the various rooflines and individuality of the homes, allowing them to fit in more with the
neighborhood. This concept will be achieved on the proposed buildings by breaking them up and orienting them
differently. He also stated the value of rental units.
Saladoff agreed with Shostrom that the living room spaces need more light. Moving the stairwell to the center
is a great way to open up additional facades for more windows. It would also interrupt the horizontal band to
break up the surface rather than have all four sides the same. Shostrom added that paint colors can also be
used effectively in breaking up the surfaces.
Shostrom moved to recommend approval of this application to the Planning Commission with the following
conditions: 1) the materials match the existing house, 2) increase the roof pitches if solar can be worked out,.
and 3) explore the possibility of moving the stairwells to the interior to create more light wells. Krach seconded
the motion and it passed with all voting aye.
Ashland Historic Commission Minutes
February 4, 2004
3
ITEMS NOT ON AGENDA
CITY OF
SHLAND
Chanqes to 180 Lithia Way- Architect Jerome White handed out elevations that highlighted changes being
proposed for the new building under construction. The first change would be to use a stone veneer rather than
a pre-cast base for the building. The second change would be to use picture windows with sliders above instead
of double hung windows side by side. The reason the window change is being requested is to differentiate
between the commercial and residential stodes of the building. White presented a sample of the stone veneer
and three bdcks ranging in color from light to a darker color of mauve. The proposal is to use a random mix of
the three bdck colors on the building. The same hues that are in the bdcks are in the stone veneer. The rest of
the building will be stucco as originally proposed. The horizontal bands of bricks will be one color.
Shostrom expressed his hesitancy in using the random mix and suggested putting up a 6' x 6' area to see what
it would look like before committing to the mix.
Krippaehne asked how the stone veneer would be treated at the corners. White said they would probably be
mitered in order to give the appearance of real stone. Archerd added the mortar joints would probably be one-
half inch. Shostrom stated he was nervous that the veneer would not give the feel of a strong enough base.
Archerd said he would have the stone cut as large as possible so the base would be architecturally heavy
enough. A clear consensus was not reached on the bricks and the base. Archerd will put up the bricks in a test
area that will be at least six feet by six feet.
When asked what type of windows would be used, White stated the front and side ones would be wood clad.
The windows in the back will be vinyl, matching the colors as closely as possible.
Archerd and White then presented elevations of the proposed building for Phase 2. It will be built to the west
of the building currently being constructed and will be set back 12 feet. The 12-foot setback will provide a plaza
area in front of the building that will have a small amount of landscaping. White said this is in the pre-application
stage so they just wanted feedback on the direction the design should go. They would like to tie in some
elements of the main building but not make it identical. Archerd explained the windows are different because
the uses are different. The top two floors on the Phase 2 building will be residential. Shostrom first suggested
making the smaller building look similar enough that it resembles a wing of the main building. However, after
discussing this, he suggested and others agreed the building would look better if the design was totally different,
including the base. White confirmed the building currently under construction is 68 feet and the new one will be
44 feet.
Change to 142 East Main Street - Because of a building code issue, Knox stated the architect is recommending
to change the windows from two double hung side-by-side windows to four fixed windows on the proposed
building to the rear of Earthly Goods. This is fine with the Commission.
OLD BUSINESS
Review Board - Following is the February schedule for the Review Board, which meets every Thursday from
3:00 to at least 3:30 p.m. in the Planning Department:
February 5th
February 12th
February 19th
February 26th
Skibby and Krippaehne
Skibby, Saladoff and Swink
Skibby, Swink and Shostrom
Skibby, Leighton and Giordano
Project Assignments for Planninq Actions
PA #2000-120 485 "A" Street (Steve Hoxmeier)
PA #2002-100 142 East Main Street (Earthly Goods)
Shostrom
Leighton
Ashland Historic Commission Minutes
February 4, 2004
4
CITY OF
-ASHLAND
PA #2002-125 44 North Second Street (Trinity Episcopal Church) Skibby
PA #2003-005 35 S. Second Street (Winchester Inn) Krippaehne
PA #2003-035 665 East Main Street (Kirk McAIlister) Shostrom
PA #2003-045/110/122 230/232 VanNess Avenue (Serin Eggling/Sherri Morgan) Leighton
PA #2003-090 125 North Main Street (Lynn Thompson) Krach
PA #2003-094 45 Wimer Street (Paul Crafft) Whitford
PA #2003-108 115 Church Street (Nancy Seward and Tim Bond) Saladoff
PA #2003-092 124 Alida Street (Kirt Meyer and Vadim Agakhanov) Krippaehne
PA #2003-152 44 North Second Street (Trinity Episcopal Church) Swink
PA #2004-017 364 Hargadine Street (Ken Kolar) Krach
Carneqie Library Restoration - There was nothing new to report.
National Historic Preservation Week ~ May 3 - 9, 2004 ~ New Frontiers in Preservation - The Commission
decided to meet prior to the regularly scheduled monthly meeting in March in order to go through the
nominations and vote on which ones should receive awards. For this purpose, the members will meet from 5:00
to 7:00 on March 3. They will also talk about the theme (New Frontiers in Preservation) and decide where the
award ceremony should be held.
Krippaehne stated this will be an opportunity to float new ideas to get out on peoples' radar screens. She
mentioned more attention is now being paid to historic landscapes (Lithia Springs property, for example), and
disaster planning and management (which could be tied into historic renovations and seismic upgrades).
Possible National Register Nomination for Lithia Springs Property - Jim Lewis, Ashland Parks Commission,
reported the Ashland Gun Club has requested an extension be granted on its lease until 2029. Lewis invited the
members to offer input at the February 23, 2004 meeting. Several members voiced concern and stated they
would attend the meeting. Staff will make sure the necessary information regarding the property is included in
the Parks Commission packets.
At 10:00, Skibby moved to extend the meeting until 10:30. With a second by Krippaehne, the motion was
unanimously passed.
ANOTHER ITEM NOT ON AGENDA
Knox passed around a letter from Management Analyst Ann Seltzer apologizing for not getting input from the
Commission pdor to ordedng new awnings for the City Hall. He also showed them a sample of the color that she
had chosen.
ANNOUNCEMENTS
Knox announced the Oregon Hedtage Commission will be holding its conference May 6th through 8th in Ashland
this year. Many of the events can be tied into National Histodc Preservation Week. He urged all to attend some
of the sessions.
ADJOURNMENT
It was the unanimous decision of the Commission to adjourn the meeting at 10:20 p.m.
Ashland Historic Commission Minutes
Februaiy 4, 2004
CITY OF
4kSHLAND
Council Communication
Title:
Dept:
Date:
Submitted By:
Approved By:
Synopsis: , · ,
Application process of Oregon Liquor License as provided by OLCC. · .
Liquor License Application from Lisa Brown dba Pasta Piatti located at 358 E
Main Street.
City Recorder/Treasurer
GMarch 2, 2004 ~
arbara Christen~
ino Grimaldi Ill l/ ',
Recommendation:
Endorse the application with the following:
The city has determined that the location of this buSiness complies with the city's land use
requirements and that the applicant has a business license and has registered as a restaurant, if
applicable. The city council recommends that the OLCC proceed with processing of this application.
Background Information:
Application for liquor license is for a change in ownership and new license.
The City has determined that the license application review by the city is set forth in AMC Chpt. 6.32
which requires that a determination be made to determine if the applicant complies with the city's land
use, business license and restaurant registration requirements (AMC Chpt. 6.32).
In May 1999, the council decided it would make the above recommendation on all liquor license
applications.
Council Communication
CITY OF
SHLAND
Title:
Dept:
Date:
Submitted By:
Reviewed By:
Approved By:
Synopsis:
Termination of a Public Utility Easement at 755 Oak Street
Public Works Department -
March 2, 2004
Paula Brown'~
Paul Nolte
Gino Grimaldi '
Approval of the attached quitclaim deed would terminate the City's interest in a public utility easement
located at 755 Oak Street (391E4CA Tax lot 2709).
Fiscal Impact:
None.
Recommendation:
It is recommended'that the Council approve a motion to approve the Mayor's signature of the attached
quitclaim deed terminating the City's interest in the public utility easement crossing tax lot 391E4CA
2709.
Background:
The lot at 755 Oak Street was created in 1984 through a land partition which also established a 15 foot
flag drive which was designated as a public utility easement. The property included three lots, one of
which was entirely in the flood plain and was not a buildable lot.
The property has recently been acquired by John Zaller and Barbara Geddes who have received approval
for a boundary line adjustment process to reconfigure the lots (Planning Action No. 04-022). The
boundaries will be changed to create one buildable lot with the large lot within the flood plain being
offered to the City as open space. This offer was considered and approved by the City Council at its
February 17, 2004 meeting. The easement in its present location is no longer necessary and would
negatively impact the realignment of the lots as planned.
All affected utilities have been contacted and have indicated no objection to the termination of this
easement.
Attachments:
Quitclaim Deed
Vicinity Map
Detail Map
Letter
O:kpub-wrks~dmin~PB Council\Street Easement Terminations\CC 755 Oak St PUE Termination 2 04.doc
PI{OPOSED EASEMENT TERMiNATiON
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p
Erik Sivesind
Construction
2988 Diane Street, Ashland, Oregon, 97520
Ph: (541) 821-8807 Fax (541) 488-0855
e-mail: esivesind~jeffnet.org
License: CCB# 157778
January 27, 2004
Jim H. Olson, PLS
City Surveyor
Engineering Division
51 Winburn Way
Ashland, OR 97520
Re: 755 Oak Street;
Dear Jim,
Vacating Public Access EaSement
If you need anything else from me, please let me know as soon as possible,
Thank you.
Sincerely,
Erik J Sivesind
For John Zaller and Barbara Geddes
I have enclosed the Quit Claim Deed that we have discussed for the City to use in vacating its Public
Utility Easement currently running along the north boundary of Lot 2709, Township 39, Range 1 e,
Section 04CA; also know as Parcel 3 of Major Land Partition, filed for record, 5 July, 1984 in Vol 2, page
62 of Major Land Partitions in Jackson County.
q~ AME
First American Title Insurance Company of Oregon
CRA TER TITLE DM$ION
Main O~ce QUITCLAIM DEED
1225 Crater Lake Ave, Suite 101
Medford, Oregon 97504
(540 779-7250 · FAX (540 779-4013
KNOW ALL MEN BY THESE PRESENTS, That The City of Ashland, an Oregon Municipal
Corporation, Grantor(s), do hereby grant, bargain, sell and convey unto John R. Zaller and Barbara
J. Geddes, Grantee(s), their heirs and assigns all the following real property, with the tenements,'
hereditaments and appurtenances, situated in the County of Jackson, and State of Oregon, bounded
and described as follows, to-wit: -
SEE EXHIBIT "A" ATTACHED HERETO AND MADE A PART HEREOF
"THIS DEED IS GIVEN TO RELINQUISH AND TERMINATE IN IT'S ENTIRITY THE PUBLIC UTILITY
EASEMENT DEDICATED TO THE CITY OF ASHLAND ON MAJOR LAND PARTITION PLAT FILED
JULY 5, 1984 AND RECORDED IN VOLUME 2, PAGE 62 OF "MAJOR LAND PARTITIONS" IN
JACKSON COUNTY OREGON."
THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN THIS
INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGULATIONS. BEFORE
SIGNING OR ACCEPTING THIS INSTRUMENT, THE PERSON ACQUIRING FEE TITLE TO THE
PROPERTY SHOULD CHECK WITH THE APPROPRIATE CITY OR COUNTY PLANNING
DEPARTMENT TO VERIFY APPROVED USES AND TO DETERMINE ANY LIMITS ON LAWSUITS
AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN .ORS 30.930.
To Have and to Hold, the above described and granted premises unto the said Grantee(s), their heirs
and assigns forever.
Witness our hand(s)and seal(s) this day of , __
ElY: BY:
BY: BY:
STATE OF OREGON
SS.
County of Jackson
This instrument was acknowledged before me the __
by
(seal)
day of ,
Nota~ Public for Oregon
My commission expires:
Until a change is requested,
send all tax statements to:
Return document to:
300 W. Main Street
Medford, OR 97501
Vision Form STDOSOR Rev. 05/15/97
EXHIBIT "A"
PARCEL 1:
Commenting at a found 2 inch galvanized iron pipe with 3 inch diameter bronze cap at the
Northeast corner of Donation Land Claim No. 40 In Township 39 South, Range 1 East of the
Willamette Heridlan In Jackson County, Oregon; thence along the East line of Donation Land
Claim, South O0° 05' 55" East 1258.66 feet (Record South 19.1 chains) to a 5/8 inch iron pin
at the Northwest corner of that tract described in instrument recorded in Volume~ 45, Page
140, 3ackson County, Oregon, Deed Records; thence North 89° 33' 43" East 376.41 feet
(Record East 6.21 chains), along the North line of said tract, to a 5/8 inch iron pin on the
Westerly line of Oak Street and the true point of beginning; thence North 14° 52' 23" East
(Record North 15° East) along said Westerly liner 46.66 feet to a lead plug and brass tag
with nail marked LS759; thence South 89° 33' 43" West, 140.00 feet to a 5/8 Inch Iron pin;
thence South 00o 26' 17" East, 45.00 feet to a 5/8 inch iron pin set on the North line on the
tract described in Volume 45, Page 140, said Deed Records; thence North 89= 33' 43" East,
along said North line 127.68 feet to the true point of beginning.
PARCEL 2:
Commencing at a found 2 inch galvanized Iron pipe with 3 inch diameter bronze cap at the
Northeast corner of Donation Land Claim No. 40 in Township 39 South, Range t East of the
Willamette I~lerldian In 3ackson County, Oregon; thence along the East line of Donation Land
Claim, South 00° 05' 55" East ~L258.66 feet (Record South 19.~ chains} to a 5/8 Inch iron pin
at the Northwest corner of that tract described In instrument recorded in Volume 45, Page
140t 2ackson County~ Oregon, Deed Records; thence North 89° 33' 43" East~ along the North
line of said tract, 23.73 feet to a 5/8 inch iron pin and the true point of beginning; thence
continue North 89° 33' 43' East along said North line, ~50.0 feet to a 5/8 inch iron pin;
thence North 00° 26' 17' West 45.00 feet to a 5/8 inch iron pin; thence South 89° 33' 43"
West, ~S0.00 feet to a 5/8 inch Iron pin; thence South 00° 26' 17' East, 45.00 feet to the
true point of beginning.
PARCEL 3:
Commencing at a found 2 inch galvanized Iron pipe with 3 inch diameter bronze cap at the
Northeast corner of Donation Land Claim No. 40 in Township 39 Southf Range ~ East of the
Willamette Meridian in 3ackson County, Oregon; thence along the East line of said Donation
Land Claim, South 00° 05' 55' East 12~8.66 feet (Record South 19.1 chains} to a 5/8 inch
iron pin at the Northwest comer of that tract described in instrument recorded in Volume 45,
Page 140, ~ackson County~ Oregon, Deed Records~ for the true point of beginning; thence
North 89° 33' 43" East, along the North line of said t~ct~ 23.73 feet to a 5/8 inch Iron pin;
thence North 00° 26' 17' West~ 45.00 feet to a 5/8 inch iron pin; thence North 89° 33' 43"
' East, ~50.00 feet to a 5/8 inch iron pin; thence South 00° 26' ~7' East, 45.00 feet to a 5/8
inch iron pin set on the North line of the aforementioned t~act; thence North 89° 33' 43"
East, along said North Ilne~ 75.00 feet to a 5/8 inch iron pin; thence North 00o 26' 17' West,
45.00 feet to a 5/8 inch Iron pin; thence North 89o 33' 43' East, ~40.00 feet to a lead plug ·
and brass tag with nail marked LS759 set on the Westerly line of Oak Street; thence North
14° 52' 23" East (Record North 15° East), along said Westerly liner ~5.55 feet to a 5/8 Inch
iron pin; thence South 89° 33' 43" West 445.00 feet to a 5/8 inch iron pin; thence South 06°
55' 01" West 5.48 feet to a 5/8 inch iron pin; thence South 43° 13' 37' West 38.48 feet to a
5/8 inch iron pin; thence South 79° 26' 29" West 13.17 feet to a 5/8 inch iron pin witness
corner; thence continue South 79= 26' 29' West 10.00 feet to intersect the average
centerline of Ashland Creek; thence South ~2o 4~t' ~L2" East, along said average centeriine,
79.84 feet to a 5/8 Inch iron pin; thence South 13= 54' 53" West~ along said average
centerllne~ 45.8! feet to a 5/8 inch iron pin; thence South 74° 09' 43" East 20.79 feet to a
5/8 inch iron pin; thence South ~5o 50' 17" West 56.00 feet to a 5/8 Inch iron pin; thence
South 07° 12' 30" East 75.14 feet to a 5/8 inch Iron pin; thence South 02° 49' 44" West
59.75 feet to a 5/8 inch iron pin on the South line of tract described in instrument recorded
in Volume 63, Page 271, said Deed Records; thence South 89° 55' 08' East (Record East)f
along said South line and its Easterly extension, 85.21 feet to the East line of Donation Land
Claim No. 40; thence ~orth 00; 05~ 55" West (Record North) along said East line~ 294.37 feet
to the t~ue point of beginning.
CITY OF
- SHLAND
Council Communication
Title:
Dept:
Date:
Submitted By:
Approved By:
Synopsis:
Adoption of the 2004-2005 Council Goals.
Administration
March 2, 2004
Gino Grimaldi
Gino Grimaldi
This is a revised draft of the 2004-2005 priorities for Council Goals.
Recommendation:
Staff recommends the Council approve the attached 2004-2005 Council Goals, as amended.
Fiscal Impact:
The budget committee and council will consider the fiscal impacts of the various priorities during the
budget process.
Background:
On January 9 and 10, 2004, the mayor, council and staffmet in sessions to develop council goals for thc
next fiscal year (2004-2005). At the conclusion of thc sessions thc staff was directed to prepare a draft
of thc priorities for consideration by thc council. Thc draft was considered by the council at thc
February 17 council meeting.
The attached Draft dated March 2 incorporates the modifications suggested by the council. Once these
are approved, a Summary of Council Goals listing the department responsible for the goal, a schedule
for accomplishing the goal, and an update, will be provided by mid-April. These priorities, as
appropriate, have been included in the planning for next fiscal year's budget.
Attachments:
· 2004-2005 Goals of the City of Ashland - Draft 3/2/04.
Goals
2004-2005
of the City of Ashland
DRAFT- 3/2/04
COMMUNITY VALUES STATEMENT
The citizens of Ashland value a City govemmem that helps create an
environment within which they are able to live happy and productive lives. This
includes a healthy and sustainable environment; an oppommity to acquire the basic
necessities of life; a sound infrastructure that meets our common needs for
transportation, energy, information and communications, health care, water and waste
managemem; and a variety of social, recreational, business and cultural opportunities.
The citizens want their government to respect our diverse people, natural
environment, and rich heritage and culture; and to promote citizen involvement,
initiative, innovation and a strong sense of community.
ELEMENTS
II.
III.
VI.
Citizen participation and involvement - The City recognizes the value of citizen
involvement and the wealth of information and resources that the citizens of Ashland possess.
The City is committed to a high level of communication with the public.
Environmental Resources - Ashland seeks to retain its natural beauty as it continues to grow
and further develop. The City seeks to strike a balance between urbanization and the natural
environmem by providing protection for soils, small creeks & wetlands, urban forest, clean air
and peace & quiet.
Housing - The Cityhas a respomibilityto ensure that proper amounts of land are set aside to
accommodate the various housing needs in the City, and that its land developmem ordinances
are broad enough to allow for variation in housing type, cost and demity.
Economic Strategy- The City encourages a variety of economic activities in the City, while
continuing to reaffirm the economic goals of Ashland citizens and existing businesses.
Economic developmem in Ashland should serve the purpose of maintaining and improving
the local quality of life.
Public Services- The Oty will provide a full range of public services that meet the needs of
existing and future citizem. The City Council values and supports city staff and the work
they do on behalf of the community. The City strives to create a productive work
environmem for city employees.
Transportation and Transit - To retain Ashland's small-town character while k grows, the
City must proactively plan for a transportation system that is integrated into the community
and enhances the livability, character and natural environmem.
Energy, Air and Water Resources - Ashland seeks to be a regional leader in the areas of
energy, air and water comervation. The City seeks to continue this leadership role in further
developmem of goals, policies and programs that encourage citizens to conserve mtural
VIII.
IX.
XIo
resources. The City also desires to cominue to provide electrical service to consumers at as
low a cost as possible.
Parks, Open Space and Aesthetics- Ashland's character is intimately linked to its aesthetic
resources, including ks vistas, trees, parks, open space lands, and public art. The City seeks to
develop programs that preserve important open space and parkland, while accommodating
continuing urbanization.
Urbanization - The City seeks to ensure an orderly transition of land from rural to urban
llse$.
Historical Sites and Structures - Ashland seeks to preserve its rich history through the
preservation of its historical buildings and places.
Regional Strategies - Ashland seeks to develop unique partnerships with governments, non-
profits and the private sector to ensure that regional issues of importance to the City and the
region are addressed in a collaborative and effective way.
Financial Managemem - The City will be an accountable and effective steward of the public
trust and public resources. The Citywill provide equitable and efficient services to the public
through the efficiem use of assets and resources.
Social and Human Services - To ensure that all people in Ashland live in a safe, strong, and
caring community, the City seeks to enhance the quality of life and promote self-reliance,
growth and developmem of people. To these ends, the City will strive to provide resources
and services to meet basic human needs.
2004- 2005 GOALS
°
3.
4.
5.
Continue to help commissions and committees become more effective through resources and
training opportunities; develop training program for commission volunteers in meeting
managemem, goal setting, group dynamics, and ethics.
Adopt a process to meet LCDC Goal 1 Participation goal requiremem.
Complete Charter review and update process.
Develop Riparian Ordinance.
Pursue water quality and temperature improvements through an active storm water managemem
program including bioswales, storm-ceptors, maintenance programs, tree planting, link to the
riparian zones, erosion control programs and "creek clean-ups."
Develop Urban Forestry Plan.
Establish a stronger, formalized role for the City in the stewardship of entire Ashland Watershed.
· Pursue ways to speed up forest fuels reduction work in the watershed (municipal and federal).
· Improve the overall management of the Ashland Watershed by working with the Forest
Service and continue efforts to reduce the wildfire threat in the watershed.
2
Implemem the Ashland Forest Lands restoration plan for watershed improvemem by a)
completing Phase II; and, b) developing Phase III work plan for restoration work on Winbum
Parcel.
Derive a specific list of '04 action items from the Homing Action Plan and Needs Analysis with
reasonable, measurable marks of progress.
Consider the land use changes listed in the Housing Action Plan (council to approve action
steps)
· Amend ordinance to stop allowing single-family residential development in mixed-family
residential zoning districts.
· Provide in-kind support to ACLT.
9. Design Lmplementation of local Economic Development program, based on currem
Comprehensive Plan, Policy 3.
10. Continue master phnning of large undeveloped properties.
11. Develop planning framework for future development of North Normal area.
12. Evaluate and create plan for remodel of Council Chamber (meet various concerns: seating, sound,
design, web access).
13. Enhance revenue and services from AFN to strengthen its viability.
14. Enhance water supply and conservation by: · Developing a citywide focus "the right water for the right use."
· Exploring and potentially developing a three-year plan to improve and extend our current
TID system.
Developing a TAP timeline and design.
· Negotiating for other water supply options.
· Supporting an effluent reuse option for the WWI'P effluent.
· Completing pre-design plan for future extension of TAP water line, including a priority for
conservation.
15.
Develop a five-year plan to identify, fund and fully integrate all infonmtion technology functions
within the organi?ation, including upgrades to LaserFiche, GIS, utility billing software, web
interface modules and more. (Invest in and utilize the most appropriate software to maintain,
improve, and enhance internal work performance thereby providing the best possible service to
Ashland citizens)
16.
Complete a communications coverage study for fire departmem radio communications.
· Conduct a radio wave strength and coverage study.
· Determine need for additional radio repeater/receiver skes.
· Iden~y and purchase necessary radio communications equipment.
17. Establish a Public SafetyAdvisory Committee to provide public input on police and fire issues.
18.
Develop strategy to educate residents about Qty's emergency procedures in the event of wildfire
(Fire, Police and Public Works Departments: evacuate, relocate, sheker, communications with the
public).
19. Improve safetyof existing at grade RR crossings and develop a plan to improve the Hersey St./N.
Laurel St. crossing.
20. Improve pedestrian and traffic safety based on the 3-Es - Education, Enforcement and
Engineering at Wtmer Street and North Main.
21. Measurably improve traffic safety in neighborhoods (Pedestrians, auto, bicycle, sidewalks, school
zones, speed limits, crosswalk safety).
22. Evaluate TITC Plan and develop action plan for items adopted.
· Explore RVTD service options.
23. Identify and acquire land for transit station.
24. Map water capacity and its sources in the watershed and enhance protection of it. In partnership,
implement an enhanced monitoring program (begin monitoring).
25. Improve public trail system by developing a comprehensive trails master plan, which addresses
minimizing public/private conflicts. Plan should include the Bear C_reek Greenway (Dog Park to
Mountain Ave. Park). (Plan should discuss range of tools to obtain access and ways to estimate
construction costs and costs to obtain easements.)
26. Adopt Dark Sky Ordinance that reduces light pollution throughout the Gty on public and private
property.
27. Continue to provide information to the community and foster discussion on growth and planning
issues, with an emphasis on historic preservation, annexation requirements, State land use hw,
infill policy and impacts rehted to density, rate of growth, development standards, and processes.
28. Develop performance measures program for all city departments.
29. Review and adjust target fund balances to respond to current operations.
30. Review and consider strategies in the health and human services plan.
· Identify and implement no-cost and low-cost strategies within the Health and Human Services
Plan in parmership with service providers that aid in the delivery of services to people most in
need.
Section 3. County Road Tax. The territory within the limits of the City of
Ashland as now existihg and as may be hereafter extended is hereby excepted
out of the jurisdiction of the County Court of Jackson County for licensing
purposes and road purposes, and the City Council shall have full and exclusive
jurisdiction over the same. The inhabitants of the City shall be exempt from the
payment of road taxes and assessments of the property within the City for road
work, except such taxes as may be levied and assessed by the City Council, and
all such taxes shall be placed in a separate fund and used for str_eet purposes
within the limits of the City and not otherwise.
ARTICLE Xlll -Appointive Officers
Section 1. Appointive Officers. The Mayor, with the'confirmation by the
· Council, shall appoint a City Administrator, City Attorney and such other officers
as the Council deems necessary. The Council may combine any two or more
appointive offices. (Charter amendment 5-23-78)
Section lA. Separate Police and Fire Departments. The City of Ashland
shall maintain a fire department which is separate and distinct from the City
police department. The employees of one department shall not be assigned to
do the job functions of employees in the other department. (Charter amendment
1-4-86)
Section 2. Qualifications, Duties and Salaries. The Council shall, by
ordinances, prescribe the duties of appointive officers, and determine their
compensation and qualifications, excep~ t..h.e. Municipal Judge shall be a member
of the O~ ~he council may designate ~ny aPpoi~tive 0ffi'cer t-~
/'supervise any other appointive officer, except the Municipal Judge in the.../
exercise of his/her judicial duties ~
~.xercise of his_________...._ . ~
Section 3. Removal. The Mayor, with the consent of the Council, may
suspend and remove any appointive officer at any time.
Section 4. Interest in City Contracts. Except as provided otherwise by
law, no officer, agent or employee shall have any interest in any City contract
made by him/her in his/her official capacity or by any public committee, board,
commission or department of which he/she is a member, agent or employee,
except that the employment of the officer, agent or employee shall not be
considered a contract for the purposes of this section.
ARTICLE XlV - Chief of Police: Powers and Duties
C-13