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Home My WebLink AboutPA 2004-002: Lloyd Haines CRAIG" A. STONE & ASSOCIATES, I~TD. (~onsultants in Urban Planning and Developnlent 708 Cardley Avenue. Medford, Oregon 97504-6124 Telephone: (541) 779-0569 . Fax: (541) 779-0114 . E-mail: cstone@cstoneassociates.com June 4, 2004 MR. JOHN McLA.UGHLIN c/o Ashland Planning Department 51 Winburn Way Ashland, OR 975:20 RE: Planning Ac:tion 2004-002; Lloyd Haines: Applicant Dear Mr. McLaughlin: Pursuant to my Power of Attorney in the above captioned matter and in follo\v-up to oral representations made by applicant Lloyd M. Haines during the continued public hearing of June 1, 2004, applicant herewith agrees to extend the statutory decision-making dleadlines set forth in ORS 227.178. The said time extension is to run up to and through July 22,2004. Very truly yours, CRAIG A. STONE & ASSOCIATES, LTD. CAS/m C:\DOCUMENlrS AND SETTINGS\CRAIG STONE.CRAIG\MY DOCUMENTS\WS\HAINES\3\CONTINUANCE LET 2.DOC cc. Lloyd M. Haines Alan Harper John Hassen File : 1 l: CRAlIG A. STONE & ASSOCIATE~~, LTD. Consultants in Urban Planning and Development 708 Cardley Avenue. Medford, Oregon 97504-6124 Telephone: (541) 779-0569 . Fax: (541) 779-0114 . E-mail: cstone@cstone~lssociates.com June 8, 2004 MA YOR A1~D CITY COUNCIL c/o Ashland Planning Department 51 Winburn Way Ashland, OR 97520 RE: Planning Action 2004-002; Lloyd Haines: Applicant Dear Mayor and Council: As promised during the continued public hearing of June 1, 2004, the following constitutes replies to: 1. Questions, observations and potential approval conditions tendered in writing by Councilor Jackson during the June 1 st public hearing. 2. Objections and questions raised by appellant Hopkins in his Supplemental Brief of May 25,2004 Councilor ..Jackson's Queries Jackson In(luiry: Should public space be required and if so, whether off-site is acceptable, per the proposals that Mr. Haines has included in his application. Nonnally I would not consider the new deck public unless it is open to the public, not just restaurant customers. Reply: The standard referred to states: "Developments (1) involving a gross floor area in excess of 10,000 square feet or a building frontage in excess of 100 feet in length, (2) located within the Detail Site Review Zone shall, in addition to complying to the standards for Basic and Detalll Site review, shall conform to the following standards:" While some opponents have asserted that this standard applies to the subject application, Applicant contends that it does not apply. This project comprises less than 10,000 square feet and building frontage less than 100 feet. (Record p. A-2S) While the existing building on this tax lot (over 1010 years old) could be combined to produce more than 10,000 square feet, the "development" in this instance involves only the building now proposed. *********************** Jackson Inq[uiry: Where I have concerns are how the flood plain, riparian protection and tree protection proposals come together at the rear of the building. At present, ~we have versions of drawings from November 2004 with revisions in December, February, March and May. We have findings approved by the Planning Commission on April 13, 2004 and newer drawings with additional revisions. rwu~, . I@rrn\\Df?~ J 'I -, ~nl JUN - 8 2004 , i! ~ i ~ 1 ~.~_~_~___~Q~__~~~=~~~O~'~ '. Craig A. Stone & Associates, Ltd. Mayor and City Council June 8, 2004 Without a clear set of drawings that show all the necessary setbacks and clearly overlay together into a single whole, it is challenging for anyone to know that the approval design meets all three stlmdards noted above. Reply: While applicant is not entitled to submit new drawings, the below table sets forth the drawings that are most current, which will allow the Council to distinguish betwe~en the most current plans and earlier versions. --- ----~~------~---~----- ------ --- --~------ ---- -- ---------- ---------~ -Reco~nl Drawing Most Current Sheet Title Sheet Revision Date Page NUIll ber Number Site Plan (HerEMith Submitted) A-101-R 6-8-2004 New Site Plan City of Ashland Flood Data A-102 2-02-2004 112 FEMA Flood nata A-103 2-02-2004 113 FEMA 500 Yealr Flood Plain A-104 2-02-2004 114 Site Plan City of Ashland Flood Overall Location A-105 2-02-2004 115 Surveyor's Existing Topography Map Existing Site Plan A -106 5-18-2004 A-26 Floor Plan (Hell'ewith Submitted) A-107-R 6-8-2004 New Exterior Elevatiions A-201 5-18-2004 A-28 Building Sections A-301 5-18-2004 A-29 Tree Preservation L 1.1 5-12-2004 A-30 Planting Plan L1.2 5-12-4004 A-31 As to the question of how the plans show the building coming together at its interface with Ashland Creek with respect to flood plain, riparian protection and tree protection: . The building is outside the Ashland Flood Plain Corridor as shown on the adopted Official Physical and Environmental Constraints Map pursuant to ALVO 18.62.060. The building, with its fIrst fmished floor at an elevation of 1,877 is well above the FEMA BFE of 1,872. . As explained more fully below, there is no "riparian setback" per se, although applicant has proposed riparian planting in the area now covered by the existing deck (proposed to be removed). . As to tree protection, the only affected tree at the creek interface is the triple-trunk maple. Applicant has taken steps to preserve this tree. However, its preservation requires the removal of one of the threle trunks and pruning of the other two. During the Council public hearing on May 18, 2004, applicant's landscape architect testified that less than 50 percent of the tret:~ canopy will ~ rr (fU rr n II n rr Irll . iJ'"-'-"'-'-"---'\..;'""'~--'"-~"'-~""" " 1 ; Ii ,. ,I - 8 2004 H ! ! p t) Page 2 of 12 11 II Craig A Stone & As!lociates, Ltd, Mayor and City Council June 8, 2004 be removed and therefore the pruning does not constitute "removal" under the ordinance. Applicant's arborist testified in writing that the tree will survive this pruning. (Record p. 262) One opponent testified that it might as well be removed as it would be unattractive following pruning. Applicant disagrees and believes the tree will recover from the pruning (as trees normally do) and will exist in the future as an important site feature. *********************** Jackson In~luiry: Has the 20 foot riparian setback been met? Reply: There is no riparian setback requirement. The only provision in the Flood Plain Corridor or Riparian Preservation ordinances is the reference in ALUO 18.62.050(A)( 4) which indicates only that areas within 20 feet of any creek designated for Riparian Preservation covered by the Flood Plain Corridor Ordinance (which pemrlits structures of certain types within the Flood Plain Corridor). However, Applicant has proposed to landscape thle riparian area now covered by the existing deck. (Record p. A-31) *********************** Jackson In4)uiry: What is the Base Flood Elevation that best protects tbJs section of the Ashland Creek Corridor? Reply: The City's Legal and Planning Departments have advised Applicant that the FEMA elevation of 1,872 is the elevation to be used in determining compliance with Ashland's Flood Plain Corridor Ordinance. Independent studies undertaken by applicant's expert engineers have verified that the FEMA elevation is accurate. Record p. 201. *********************** Jackson In~luiry: How does one resolve the conflict between the Landscape Plan that notes no grading allowed in the dripline of protected trees and the architectural drawings that propose excavation of that same area for backwater storage? Reply: The only area in which there was a conflict involved a small portion of the triple-trunk maple tree's root zone. Applicant will agree to stipulate that no grading/scouring will occur within any portion of the rootzone as shown on Record p. A-30 (other than excavation for the purpose of 1he installing pillars for the deck and building) and the same: can be made a condition of approval. *********************** Jackson Inqruiry: Potential conditions of approval: Reply: Applicant's reply to the conditions proposed below. Where Applicant has offered no reply, this should be interpreted to mean that Applicant has no objection to mlaking the same a condition of approval. Jackson Condition 1. Start with Planning Commissi Page 3 of12 0>>_ -cA' ."1 ~... l>~'. "''\\ 1'!~.' ~,,,-. Craig A. Stone & Associates, Ltd. Mayor and City Council June 8, 2004 Jackson Condition 2. Seek staff input on Condition # 1: this condition should not include conclusions cited by the applicant throughout the application as implying Council's agreement. Reply: The purpose of Condition #1 is to incorporate the plans and stipulations of applicant, not to adopt findings of fact or conclusions of law. Jackson Condition 3. Seek additional input on Condition #3: is armoring desirable, why is it proposed? Reply: Condition #3 was proposed by the Planning Department. The proposed armoring is to help mitigate bank erosion during flood events. Jackson Condition 4. Submit complete new set of drawings, with engineer's stamp on architect's drawing (or equivalent) to demonstrate that the flood storage calculations fit the design shown, and acknowledge the tree protection requirements. Accurate flood plain and riparian setbacks must be shown. Accurate figures for calculation of storage volume must tie to actual areas, number of piers, etc. Reply: Applicant will agree to stipulate to furnishing a complete new set of drawings as a condition of approval which incorporates any conditions imposed by the City Council and will do so at the time building permits are sought. Applicant also agrees to stipulate to submit future construction plans that will include the architect's stamp and the same is required by Oregon law. As to calculations of flood storage, as mentioned, this is not a requirement of Ashland's ordinances but nonetheless was submitted during the continued publie hearing of June 1, 2004. Jackson Condition 5. An engineer is required to stamp the design and flood compliance of any creek crossing. Jackson Condition 6. Restore the FEMA elevation certificate requirement at the higher elevation (#14 from pg 104). Reply: As above mentioned, the City's Legal Department has advised Applicant that this project must procleed under the FEMA flood plain elevation. Jackson Condition 7. Correct #13: FEMA flood elevation plus one foot is 1873 not 1773 feet. Jackson Condition 8. Plans and documents shall be reviewed and agreed to by Public Works for compliance with City's strictest flood damage protection rules. Jackson Condition 9. Utility and storm water plans shall reflect tree protection measures to the greatest extent possible. p[[[mur?!nj [ ,I !'j' ~ ' , ,'. I i :',: i r~, - ~) )!jH.~! t !,' ~'If 0 ....l.i,,;, 'i t ! U Page 4 of 12 -- _0;.:;.", Q> ~a;s _ L"': iL.,.Iio:,I;,]Q;;::'~ ~~... ~..;;.o(jU::"" _ mq~ 11 II Craig A. Stone & ASllOCiates, Ltd. Mayor and City Council June 8, 2004 Jackson Co:odition 10. Applicant to pursue Art Park concept with aDOT and the City of Ashland (parks, Public Art Commission, Planning, etc.). If not possible in preferred location, mitigate tree loss elsewhere on public land. Jatkson Condition 11. Tree Commission to be consulted prior to issuance of building permit for revised comments and mitigation plans under Conditions # 16 and # 17. Jackson COlDdition 12. Stipulation #9, page 173, of applicants' submittal b(;~ brought forward and extended beyond toxic materials to any materials that would reduce the flood storage volume bene:ath the building. *********************** Jackson In~luiry: The creation and donation of the resulting sculptures to thc~ City of Ashland . should be a (;ondition of approval. Reply: Applicant herewith agrees to stipulate. *********************** Jackson In~luiry: I cannot get a complete picture of the concerns at the rear of the building because the drawings have changed so recently. The landscape drawing describes treatment of soil in tht:~ vicinity of the trees to remain (Figure L 1.1, page A-30 appeal file). The notes say no grading can occur with the dripline of protected trees. Reply: Other responses herein cover these issues/concerns. *********************** Jackson In~luiry: I cannot tell what version of A-30! (page A-29, dated 5/18/04 and page 213 dated 12/8/03) the engineer's calculation of backwater storage relies upon in his revised letter dated 2/11/04. Can excavation take place more than 17 feet from the root protection zone or not at all in the dripline. Note there is a large dripline from Tree No., 27 that overlaps the maple and covers the entire riparian area along the creek at the building site. You cannot simultaneously excavate for storage volume and preserve soil rooted to the spot by tree growth. Reply: As explained above, applicant will agree (and the Council can impose as a condition) that no excavation or scouring will occur within the protected area of the triplle-trunk maple or any other tre:e slated for preservation, including Tree No. 27, other than excavation for the purpose of the installing pillars for the deck and building. Excavation for flood storage (although not a requirement) will occur beneath the building in areas that we not covered by either of these two trees. *********************** ~rrnn.[[,[n\' I . .' JUN - 8 2004 1 j ~ l:i. Page 5 of 12 Craig A. Stone & Associates, Ltd. Mayor and City Council June 8, 2004 Jackson Inquiry: Do the engineer's calculations include the area of the more recent 890 square feet of melchanical room? The letter does state, on page 219, the assumption that the "Lower Floor, will all be entirely above both the FEMA BFE and the City of AsWand BFE." Reply: As to engineer calculations of flood storage, a letter from OT AK is herewith submitted which confmns that all modifications to the building to date, including the addition of the mechanical room basement, has not altered their opinion that, ''the proposed building and site improvements willI improve the hydraulic performance and habitat function of Ashland Creek adjacent to the project and that Shasta Building is designed in such a way as to minimize impacts to AsWand Creek during flood conditions." The mechanical room is underground and outside the flood plain area. (Record p. A-27) While the below-ground floor of the mechanical room basement is below the FEMA BFE of 1,872, the mechanical room will not displace floodwaters and there is no need for off-setting flood storage. The first fmished floor (not the basement mechan~cal room) at an elevation of 1,877 is above both the FEMA BFE (1,872) and Ashland Flood Plain Corridor elevation of 1,875.5. While Applicant proposes no fill in the Ashland Flood Plain Corridor, if despite the evidence, the City Council has concerns regarding the arnount of flood storage to offset pillars within the Ashland Flood Plain Corridor (even though pillars are not fill), Applicant will agree to stipulate (and the same can be made a condition of approval): flood storage will be provided in an amount equal or greater than the volume of the pillars within the Ashland Flood Plain Corridor and that such flood storage will not encroach into the protected area of any tree that is slated for preservation nor within the riparian protection zone (measured 20 feet from the Ashland Creek). ** * * * * * * * * * * * * * * * * * * * * * Jackson Inquiry: On pages 74 to 78, one finds the Planning Commission's conditions of approval, dated 4/13/04. The findings of fact, on page 76, refer only to the FEMA Base Flood Elevation of 1872 feet, no mention is made of the Ashland Flood Corridor elevation of 1875.5 feet. Yet the applicants drawings and OT AK engineer's letters show and address concerns about this higher base flood elevation. On page 104, the staff report proposed condition # 14 that the "lowest habitable floor level shall be ... two feet above the FEMA BFE or above the City of Ashland Flood Plan Corridor, whichever is greater". (underline added). This condition is removed in the approved findings. Not only does this appear to be backtracking on the elevation r1equirements, but it implies that an Elevation Certificate is not required prior to occupancy. Unless the FEMA rules have changed, a Certificate is a requirelment of the FEMA program. Reply: The City':s Legal and Planning Departments have advised Applicant that the operative elevation is the FEMA BFE of 1,872. FEMA rules require an Elevation Certifieate and the same will be provided at the time of building permits. * * *** ***** *** * * ******* * Jackson Inquiry: The architectural drawings show the lowest finished floor (~levation as 1877: is this an intentional design to address the higher flood risk established by the City's own experience of flood damage? By this logic, it seems to me the bottom of the lowest floor should be at 1875.5 feet (it looks very close) and flood-proofed. The purpose would be to not ~nnpGl I nl JUN -- 8b~~;~~ ~~ 60fl2 tJ[J[5\:7'C5Tj~" 11 II Craig A. Stone & Associates, Ltd. Mayor and City Council June 8, 2004 intrude into the potential high water level of a serious flood. The need for excavation to provide stor-age volume would decrease or perhaps disappear by keeping the building floor out of the ,;vater storage area The question of interfering with the riparian habitat and established rooting patterns under the building becomes moot. Reply: Pursuant to the opinion of the City Legal and Planning Departme:nts, the building must be at or above the FEMA BFE of 1,872 and it is. The building will havle its fust fmished floor at an devation of 1,877; lower portions of the fust floor are not subject to flooding because these too are well above the FEMA BFE. ** *** ***** * ** * * ***** * * * Jackson Inquiry: Finally, I disagree that the project meets flood plain development standards, as written on page 75-76 of the record. The City code (18.62.050) requires a 20- foot setback for riparian preservation. Examining the latest drawings for setbacks for riparian protection raises more questions than answers. For example, Drawing A-I07, page A-27 of the record, Basement Floor Plan/Site Plan: the FEMA 100-year flood is sho"fll at 1870, where it is stated elsewhere as 1872, the creek edge is not shown, setback of foundation elements of 20 feet from creek edge cannot be deduced. Reply: Applicant has the following replies: 1. As discussed above, ALUO 18.62.050 does not establish a "riparian setback" per se, it merely indicates only that areas within 20 feet of any creek designated for Riparian Prese:rvation are covered by the Flood Plain Corridor Ordinance (which permits struc1tures of certain types within the Flood Plain Corridor). Applicant has proposed to landscape the riparian area now covered by the existing deck. (Record p. A-31) 2. The I~EMA Base Flood Elevation (BFE) is at an elevation of 1,872. 3. SinCt;: the June I, 2004 continued public hearing, applicant was advised by city staff that the published version of ALUO 18.62.070(G) is the operative standard. As such, the building (not including decks) must be at or above the FEW~ BFE of 1,872. Thus:, Applicant has been required to change certain plans and the same are herewith submitted as Revised Drawings A-IOI and A-I07. The changes to these design plans show that portions of the building which were within the 1,872 topographic contour, have been converted to deck, and the same is permitted ALUO 18.62.070(L). 4. The (;reek edge is shown on Applicant's plans (Record p. A-2S) as the shaded area within Ashland Creek. The edges of the shaded area depict the incised channel (top of bank) of th(~ creek which is also the floodway. However, the issue of creek edge raised by Councilor Jackson goes to measuring a "riparian setback" which, as discussed above, is not a requirement under the ordinance. *********************** Jackson Inq[uiry: The text of the staff report, on page 96, reduces the 20-foot setback to 10 feet. (I want to acknowledge the fact that staff are protecting the maple and a riparian area byirequesting r(~moval of cantilevered 2nd and 3rd floors, which has been done). Is this an In)It@I[O\\n17G1 ~1 JUN - ~-;~~~ . i Page 7 ofl2 Uh2J .~_"b___.,__~~~~~~~~=~~__~n~ Craig A. Stone & Associates, Ltd. Mayor and City Council June 8, 2004 acceptable decision with or without a variance? The applicants' findings on page 146 address the standards but do not refer to the 20 feet: trees must remain, minimal grading, "retain general topography". Do both the flood plain and the riparian standards allow intrusion into the 20 feet if the building is elevated on piers? The old deck may be at the creek land the new deck is better at 1 10 feet, but does not the riparian preservation area extend 20 feet? Reply: As above discussed, there is no "riparian setback" in the ALUO. Therefore, variance relief is not required. Decks may permissibly extend into the flood plain corridor pursuant to ALUO 18.62.070(L) provided they are flood-proofed. *********************** Appellant Hopk;ns Supplemental Brief of May 25, 2004 Hopkins Objection: The application should be denied on the basis of a failure to properly sign and certify the application either by the filing date (December 12, 2003) or as of the deemed complete date (February 18, 2004). Such a construction of Section 18.108.017 and the application tlorm is consistent with the express language of the rules and is clearly consistent with thle purpose and underlying policy of proper planning. Reply: The lack of signature on the application form was a simple oversight and was not intended by Applicant to allow the submission of inaccurate information. The application has since been signed and the matter is moot. Moreover, the lack of signature on the: application form is a procedural rather than jurisdictional matter and does not constitute grounds for denying the application. *** *** * * * * ** * * ** * ** * * ** Hopkins Objection: Portions of the planning process have been denied to opponents, being swept along by the force of the 120 day rule. Reply: This appHcation was filed on December 12, 2003. To date this application has been under consideration by the city for approximately 180 days and Applicant has agreed to extend the deadline to July 22, 2004, an additional 40 days. This opponent and others have had ample opportunities to review and comment on matters in connection with the application. For opponents whose objective is to see nothing built on the property, there will never be sufficient time for review and comment. *********************** Hopkins Objection: Without a certification of truth and the incentive for compliance that the application form provides, how can the City safely and reasonably determine compliance with any applicable approval standards? Reply: The appli(;ation has been signed. The municipal staff has the responsibility to ascertain the correctness of information supplied with this or any application and they have done so. * ** **** * * * * * * ** * ** * * * ** ~rrn\\nf?GI ..~.. ----"., . , : ( . JUN - 8 200~ Page 8 of 12 " ~~..,; 11 II Craig A. Stone & Asllociates, Ltd. Mayor and City Council June 8, 2004 Hopkins Objection: To date neither the applicant nor staff has provided a map showing the accurate Ashland Flood Plain Corridor (a limit based on actual events, rather than an hydraulic study), as required as part of the original application. Reply: The official map which adopted the Flood Plain Corridor shows the~ subject property as a small area approximately ~ square inch in size. The corridor boundary was translated from this map to Ashland's GIS mapping database. This is all that exists and there is no map of greater accuracy. Applicant used the city's GIS translation from the original adopted map. *********************** Hopkins Objection: Drawing A-29 showed that not only was the amount of excavation around the tree not being reduced, it was being increased. Reply: This is simply wrong. This opponent did not accurately locate the maple tree when he attempted to translate its location from plan view to elevation view. * * ** *** * * *** * ** ** ** * ** * Hopkins Objection: Opponents presentation time has now expired. This restricts Opponent's ability to respond to any late appearing material. Opponent therefore objects to further evidence as denying the ability to respond. For similar reasons, Opponent objects to any further Staff Report not filed at least 7 days before the heaing on June 1 and invokes his right under Urquhart v. Lane Council of Governments, 14 Or LUBA 335, 339 (1986), rev'd on other ground.s 80 Or App 176 (1986) Reply: Pursuant to ORS 197.763, Opponents had the right to ask for additional time to review new evidence. Opponents made no such request. Moreover, in his email of May 29, 2004, Opponent Hopkins withdrew any objection related his need for additional time in favor of having the Council reach a decision on June 1. In any event, the City Council has provided opponents se:ven days (from the date of this letter) to respond in writing to any issues that may be raised. *********************** Appellant I-Iopkins Email of May 29, 2004 Hopkins Objection: Applicant drawings have repeatedly used the coarse data .... to create the appearance for anyone that looked that these lines, .... are the actual flood plain limits of 1872' and 1875.5'. Reply: Applicant is required to use the Ashland Flood Plain Corridor as adopted. Applicant is not entitled to redraw adopted lines on maps. This is the line on the adopted map that has been translated into Ashland's GIS mapping database. However, for purposes of flood safety, applicant has used the Ashland and FEMA flood plain elevations and has elevated the building above these elevations. This is the difference between lines on a map and topographic elevations and while this may be confusing, applicant is required to apply the adopted maps and other standards and has done so. *********************** ~r?n"nr?Gl' .", I, ",,~,' JUN ~~-2~r4 : i"" , ~ ; ,~- J :; Page 9 ofl2 Craig A. Stone & Associates, Ltd, Mayor and City Council June 8, 2004 Hopkins Objection: No portion of the building is to be constructed in either the Ashland Flood Corridor or the FEMA Flood Way. Reply: No portion of the building is constructed within either the Ashland Flood Plain Corridor nor the FEMA flood way. Opponent wants to persuade you that the Ashland Flood Plain Corridor line on the adopted map is without meaning and should be interpreted to the 1,875.5 elevation. In fact, the Ashland Flood Plain Corridor line is the "build-to" boundary for the building and the elevation is just that - the elevation at or above which the first finished floor must be built. The proposed building has its first fmished floor at 1,877, which is 1.5 feet above the Ashland Flood Plain Corridor elevation of 1,875.5. *********************** Hopkins Objection: There will be walls for a large mechanical room extending down to 1,868 feet within this floodplain. Reply: The mechanical room is outside the flood plain and Ashland Flood Plain Corridor and is proposed as a basement. Thus, the floor elevation of the basement is irrelevant and merits no further considt~ration. *********************** Hopkins Objection: Do the concrete support piers and the flood proof ,valls of the mechanical room create the potential for flood barriers? Can these impedimt~nts capture debris washed do'Wll by the force of a flood, creating a damming effect which causes a further back water impact? Can these impediments divert the floodwater more forcefully or in greater volumes into unexpected areas? Reply: Again the walls of the mechanical room are below ground and will not affect flooding positively or negatively. As to the support piers for the building and deck, these are permissible building elements under the Ashland Flood Plain Ordinance pursuant to ALVO 18.62.070(0) and (L). Moreover, the lower elevation of the opposite creek bank causes water that pools up at the culvert to discharge over the opposite bank. Also refer to the OT AK letter herewith submitt~~d which states that, "the proposed building and site improv1ements will improve the hydraulic performance and habitat function of Ashland Creek adjacent to the project and that Shasta Building is designed in such a way as to minimize impacts to Ashland Creek during flood conditions." *********************** Hopkins Objection: Exhibit A-301 shows that what is at 1877' is the carpet level of the first floor ... the building will rest on an approximately 2' slab which extends into 1he Ashland floodplain zone. And will also rest on the multiple pillars and mechanical room 'walls which squarely extend into both the floodplains. Reply: The building must be built so its first fmished floor is at or above the FEMA elevation of 1,872 which has been verified by qualified experts as the flood elevation. The first finished floor is to be at an elevation of 1,877, five feet above the verified flood elevation. 9 rp (fLl r~j p r\ , r1 r~\ fn ! ~rwr!",.LdJjLUL L ' , I N - 8 2004 ! !,' Page 10 ofl2 , .,' --~~-~-~~~~~~~~--~-,!~~~~:,~~ II II Craig A. Stone & Associates, Ltd. Mayor and City Council June 8, 2004 * ** ** * ** ** *** ****** * * * * Hopkins Objection: OTAK's studies relied upon the original excavation plan. The amount of excavation now planned is quite minimal, and is probably more than offse:t by the existence of the mechanical room located at 1868 feet. The mechanical room never factored into anything OTAK did. Reply: The mechanical room is outside of the flood plain corridor and is not affected by flooding be(~ause it is below ground. Therefore, the amounts of cut and fill within the Flood Plain Corridor will be unaffected by the basement mechanical room. Moreover, the proposition of offsetting fills by excavating new flood storage areas is not a requirement of Ashland's ordinances, it is merely good practice that Applicant has elected to observe. The amounts of c;ut and fill calculated by Applicant's architect and placed into evidence during the June 1, 2004 public hearing are accurate and show that there will be substantially greater amounts of flood storage provided to offset the fills (pillars). The aT A:K letter herewith submitted relies upon the most current plans for this project. * ** *** * * ****** * * * * * * * * * Hopkins Objection: What if the north side of the creek is dammed up by fast flowing debris? And if not nright the Shasta Building itself, or the debris that it catches, caUSle water to flow in larger quantilties or in greater and more dangerous velocities toward the north? Reply: It's difficult to imagine the adjacent parking lot on the north side of ,Ashland Creek to become dannned. However, the ordinance does not require the Council to consider any scenario an opponent chooses to paint, only to ascertain whether the planned building is consistent \\rith the regulations, which it is. Moreover, this project includt:~s removal of the existing deck and existing bridge, both of which lie within the flood plain and conflict with current flood plain ordinances. The proposed new deck will produce less encroachment into the Flood Pllain Corridor and be flood-proofed in accordance with the ordinance. The new bridge will be built at or above the FEMA BFE of 1,872. To the extent that the Council is required to c:onsider floating debris, the proposed building, deck and bridge will produce less risk than the existing deck and bridge. Also see aT AK. letter herewith submi.tted. ** * * ** ** ** ** ***** ** * ** * Hopkins Objection: Slight of hand arguments like "fInished floor levels" have the effect of obscuring th,ese questions. Reply: The term "fInished floor levels" is neither slight of hand nor Applic~mt's invention, it is taken from ALUO 18.62.070(G) which states in pertinent part: "The finished floor elevation may not be more than two feet below the flood corridor elevations." (emphasisladded) I~ ~j') r~:J (f;~) r~:",} f" r n r~-; I) , hJ.I-*.<"=>"J,,"=i:.";~_:.,. ' ; :' JUj\l 2UOii t ; I t' Page 11 of12 , " Craig A. Stone & Associates, Ltd. Mayor and City Council June 8, 2004 Very truly yours, CRAIG A. STONE & ASSOCIATES, LTD. CAS/m C:\DOCUMENTS AND SETTINGS\CRAIG STONE.CRAIG\MY DOCUMENTS\WS\HAINES\3\LET 4,DOC Enclosures: 1. Lloyd M. 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'Sz .... 0 ID J. .41 ~ !~ , J . If< ___L- _c-~ '"""c--.) ~~ - -0- --)~ 1:) -r~' =-~.~ f I ~ I i ~~C") s ~~ llil ~S 8~ ~6 ~I~ ill: III III a::::I ~~ j: z= :lID c U) U) ... Z w :E == C ~ . z :5 a. g: o o ... 11.. !y C")~ ~ / u .... z :5 a. w .. fi z j a. g: o o ... II. .. Z w ::IE W U)!? C; m~ co .... ... MEMORANDUM TO: FROM: DATE: RE: Ashland City Council John R. Hassen June 8, 2004 Planning Action 2004-002; Lloyd Haines: Applicant *********** This memorandum is being submitted in support of the application of Lloyd Haines referenced above. At the hearing before the Council, the principal opponent, Randall Hopkins, raised a number of issues relating to the legality of the application and the procedure before the Council. This memorandum will address three of those. 1. The Signing of the Application. The opponent has argued that the Council should not consider the application because it was not signed by the applicant or the applicant's agent at the time it was filed. This is not the law. BCT Partnership vs. Citv of Portland (1994 WL 1726856 (Or LUBA)) states that, if a local regulation does not explicitly state that the signing requirement is jurisdictional, the local government may consider it procedural and process the application. Further support for this is found in the State statute which requires a local government to determine whether an application is complete within 30-days after it is filed. If the local government does not notify the applicant that the application is not complete for specified reasons, the application is deemed complete. In addition, the applicant has since signed the application and this meets the requirements of the City code. 2. Procedures for De Novo Hearing. The City of Ashland determined some years ago that appeals of planning actions to the City Council would ge heard de novo rather than on the record. Opponent does not seem to understand this process. The opponent has argued that the new evidence presented to the Council should not be allowed because of his concern that the application has changed or that the Planning Commission and Tree Commission did not get to consider certain evidence. As the Council knows, a de novo hearing means that the matter is heard as though it is being heard for the first time. The applicant has the burden of proof and must submit sufficient evidence to the Council to support the application. In a de novo hearing, both the applicant and the opponents can present any new testimony and evidence considered necessary to support their positions. In fact, under certain circumstances, new evidence and testimony can be presented until the record is closed after the public hearing is closed. Only if the hearings below are reviewed by the Council on the record are the parties limited to arguing the record of those proceedings without being able to put in new testimony or evidence. This is not the procedure adopted by the City of Ashland. ~'"r;10,.,'~",",r~JP'.";\,,, \ "'1111 fU~ I I:'; B j,..."L_L.l--.. ' i\f . 'irH1i ,:1 JUN ~ U LUU"f i t1i. II II Memorandum ~ City of Ashland Page 2 3. The Weight of Expert Testimony. The applicant has used a number of experts to assist in preparing and presenting his application. Those experts include a consulting planner, landscape architect, architect and engineer. The principal opponent has stated several times that he is not an expert, but he has raised questions concerning matters submitted to the City by applicant's experts in connection with this application. Although the decision making body in a land use proceeding is not required to follow an expert's uncontradicted opinion, that opinion is entitled to great weight if not challenged by the opinion of another expert. The rule in Oregon is that a governing body may not without explanation disregard expert testimony unless it demonstrates that the record contains other evidence a reasonable decision maker would have relied upon to reach a contrary conclusion. Utah International Inc. v. Wallowa County, 7 Or LUBA 77 (1982); Sims v. Tillamook County, 2 Or LUBA 83 (1980). For the reasons stated herein by the applicant and by applicant's other consultants, the Council should deny Mr. Hopkins' appeal. ~y~~ (1hn-R. Ha~sen JRH:lvw H: \USER\FILES\25605\Mem.JRH. 06, 07 ,04, wpd ~r::J~r:J 11, n", /7,' ~~. !"":\ ! I' ILl r 1:,,),', i: ~ n,J..... .1::_.J.J. .J,j-,,,,~: , , , i IiI 1\ - 8 2004 :II 17355 sw boones ferry road . lake oswego, oregon 97035-5217 (503) 635-3618 . fax (503) 635-5395 www.otak.com ~r~ ~t~~N,- 8 2004_j June 7, 2004 .,... -,,~ .... ,. .", Mr. Lloyd Haines 51 Water Street, Suite 222 Ashland, OR 97520 Re: Review of Updated Site Plan for Shasta Building ~03 Otak Project No. 11826 Dear Mr. Haines: This letter is in response to questions raised during the public hearing process regarding the validity of our previous analysis and conclusions given that the proposed site plan has been changed since the date of our last letter. Otak has reviewed the lahlst revisions to the site plans provided by Architectural Design Works, Inc. and can ascertain that our previous conclusions have not changed. A copy of the current site plans we reviewed are provided in the attachments. It remains our conclusion that the proposed building and site improvements will improve the hydraulic performance and habitat function of Ashland Creek adjacent to the project and that the Shasta Building is designed in such a way as to minimize impacts to Ashland Creek during flood conditions. Affirmation of Conclusions In a letter dated February 9, 2004, Otak concluded that the 100-year water surface elevation reported as 1,872 in the Federal Emergency Management Agency (FEMA) Flood Insurance Study (FIS) is more realistic than the City's floodplain corridor elevation of 1,875.5. This analysis was primarily supported by survey spot elevations provided to Otak by Hoffbuhr and Associates, Inc. for the area located across the creek from the proposed Shasta Building. None of our assumptions have changed. Therefore, our conclusions remain the same. In a letter dated February 10, 2004, Otak concluded that the floodway boundary shown on the project site plans match the legal boundary published by FEMA. Otak also completed a hydraulic analysis demonstrating that development of the Shasta Building's property is not expected to result in an increase in the 100-year water surface of Ashland Creek. The analysis was completed using the HEC-RAS computer model and was based on spot elevations provided by Hoffbuhr and Associates, Inc. While we understand there has been some confusion regarding the elevation of contours shown on the plans, the accuracy of the spot elevations has remained consistent. Additionally, the proposed condition simulated in ARCHITECTURE. ENGINEERING . LANDSCAPE ARCHITECTURE. PLANNING. SURVEYING & MAPPING. URBAN DESIGN L: \Project \ 11800\ 11826\Admin \CORRESP\Haines060704LO 1, wpd II II Mr. Lloyd Haines Review of Updated Site Plan for Shasta Building (03 Page 2 June 7, 2004 the computer model conservatively assumed that the Shasta Building completely filled the site to the limits of the proposed building foundation. In actuality, the building foundation will be open to the flow of water around and between the support pillars. None of our assumptions have changed. Therefore, our conclusions remain the same. In a letter dated November 12, 2003 and revised February 11, 2004, Otak concluded that this project allows for increased channel conveyance if other restrictions to flow in the vicinity of this project site are removed. This conclusion was based on assumptions that have not changed. Therefore, our conclusion remains the same. While not required by ordinance, Otak pointed out in the same letter that the project will add flood storage to Ashland Creek through the excavation of soil material beneath the proposed building and allow the automatic entry and exit of flood waters between Ashland Creek and the building crawl space. While the existing contours were previously mislabeled, and the existing trees are to be protected, the project is still expected to add beneficial flood storage to Ashland Creek. Proposed Bridge As previously discussed on the phone, Otak has not evaluated the potential for impacts resulting from the proposed bridge. However, we understand that the bridge design is not final and anticipate that the design can be modified to avoid impacts to flood flows. If there are additional questions or concerns regarding the site design relative to the flood functions of Ashland Creek, please call Kevin Timmins at (503) 699-4577. Sincerely, Otak,Incorpo~~ /~,$ R. Gregg Weston, PE Principal KT:RGW:bld ~:~~~~J ~msD[jU .:.. -------------~---=~. c: Craig Stone, Bobbi Becker - Craig Stone Associates via fax (541) 779.0114 and Federal Express David Richardson - ADW, Inc. via Federal Express Enclosures L: \Project\ 11800\ 11826\Admin \CORRESP\Haines060704LO 1. wpd MEMBER OF THE OREGON AND CALIFORNIA BAR LLOYD MATTHEW HAINES ATTOR N EY AT LAW SUITE 222 TELEPHONE: (541) 462-9300 FAX: (541) 462-933'" 51 WATER STREET ASHLAND, OREGON 97520 Honorable Mayor and City Council City of Ashland June 7, 2004 Re: Appeal of Shasta Building Approval Ladies and Gentlemen: This letter is rebuttal to some of the recent testimony presented by the appellant at the June 1,2004 council meeting. The appellant is on a mission. His openly stated goal is to do whatever hc~ can to insure NOTHING is ever built on the site. It needs to be clearly stated that Mr. Hopkins, a lawyer, is doing what all good defense lawyers do when the facts and law are against them. They make a good deal of noise, attempt to confuse and instill fear. From inundating the town with fliers threatening a curse if the project is approved, to slandering me and the other professionals with conspiring to defraud the City, to alleging that ALL the trees on or around the site will be killed, to claiming the building is dangerous and WILL kill people; ALL these allegations are UNSUPPORTED by ANY EVIDENCE. As can be easily seen, Mr. Hopkins is jumping from issue to issue, looking for any argument to stop the project. Mr. Hopkins has consistently stated "he is no expert" yet muses about all the trees dying and the building causing flooding problems and being dangerous to the public. He is just throwing mud against the wall hoping some will stick and trying to frighten the council with mere conjecture. In fact, you have OVERWHELMING EVIDENCE from COMPETENT PROFESSIONALS that the trees are not in danger (Tom Myers"Certified Arborist) and the building is safe (planning, Engineering and OTAK-The engineers who did all the flood restoration work for the city after the 1997 flood). II II The other big fallacy that Mr. Hopkins asserts is the project is allover the map, has changed constantly, morphs every minute and doesn't look anything like it looked in the beginning or what was approved by the Planning Commission. THIS ALLEGATION IS FALSE. Other than the tree preservation plan that showed computer models of critical root mass and canopies instead of actual drip lines and canopies (a problem that occurred due to John Galbraith's unfamiliarity with the tree ordinance), this project has not changed substantially. The changes that did occur resulted from Staff's attempt to reconcile the five separate chapters of your ordinance, many sections of which are in conflict with each other. The changes also reflect staff's request to make the project better and to save the maple tree. Lastly, changes occurred due to the natural design process wherein we were working to finalize building plans after approval of the project by the planning Commission (adding a mechanical room). However, the net effect of these changes is not substantial and has not changed the complexion of the project. We still have a multi-story building, in the same place, with the same design, and yet pulled back from the creek to save the maple. The changes that have been made to this project are not any greater than in any other complex planning action. There has NEVER been a complex planning action where some changes are not required. Another prominent and absurd misrepresentation by the appellant is we "once again changed the plans in violation of the ordinance by proposing a fence in the flood plain". The fence in question is temporary fencing to protect trees during construction-done to address appellant's original complaint. Staff and engineering kept our feet to the fue and requested new studies and additional data whenever they had any questions about the safety of the project or it's compliance with the ordinance. The system has worked well and you have a safe and high quality project in front of you. Councilors, you have a basic choice regarding this application. You can decide this project is unsafe, will kill the trees on and around the project, and is of little or no benefit to the community. You can incorporate within the decision making process your concerns with staff and the conflicts in your ordinance. You can decide to make a statement about the planning process with the denial of this application. Or, you can view this project as I do; a project that will enhance the beauty and aesthetic quality of the downtown. One that comes from a true desire to improve the livability and enliven this part of town. And one that makes the area safer, by removing old, wood decking and a bridge, all of which constrict the flow of the creek and WILL BE A HAZARD during a flood. This is an excellent project. It is In Fill, mixed use, suitable scale, will clean up an eyesore, is a classic design like the IOOF Building, will remove cons~, . '~~~s.t"re';l r~~ f;;\, n d \ l i\ ,/ ~ 1, '\" ~ tl1..l_\,.'_C~t~L~J,.::,.~.<...<,._L.,:"'~' ~;! t ; JUN - 8 2004 the creek, open the creek for public use and will donate public art to the city which honors our Native American Ancestors. As you know, given the conflicting sections of the ordinance that regulat1es this are~ you certainly can find a reason to deny this application. On the other hand, if you feel this project benefits the town, you have more than adequate legal authority to reject the appeal. I leave it to you to determine what really is of value here. I simply request you make your decision based upon the over all benefit of the project for AsWand (or lac:k thereof) and not on the rhetoric which has permeated the process. Thank you for your consideration and wisdom. Respectfully submitted, ~ w(r@n~l[HrD11, ! d~ . i ", JUN - 8 2004 U;; '[ ,~,"," "Tlij i ::J w~:;J ." _.j'>, _~,"~ '*".k-__.___oi:Mo~'- _-......----o/N!'~~ II II Save the Alder ...... Stop the 'Curse'! Did you know that the large, healthy 'Gateway Alder' tree on North Main St., welcoming us to Ashland's Plaza, is slated for destruction? It will be cut down to make way for a new multi-story building next to the Creekside Grill. Plus, a grove of 20 more adjacent trees face a slow death after major branches are removed to make room for the building. City planners approved the project hoping it will "clean up" the site and the area around it. But this area could easily be improved and beautified by the Applicant, with public access to the creek as is proposed, without taking out the treesl Since those in charge haven't listened to reason or public outcry, perhaps they will listen to Celtic folklore, which says: liThe Alder tree is a symbol of strength and passionate protection; so much so that he who cuts down an Alder shall bring a curse to his village." The first curse will be a huge downtown traffic tie~up lasting many months-all the heavy construCtion equipment is going to be set up right in the street, blocking the bottleneck of North Main. Help save the Alder. Come to the City Council meeting this Tuesday, 5/18, 7:00 pm at 1175 E. Main St. and speak up. Otherwise, this stately tree will be turned into a totem pole! i5~~~~~t~~~>~j:/i~~;:~~;::;)~-':';._).:';~ r .~ Th~ Gateway AI er: Going, going, gone? JUN - 8 2004 . III n m ... ... 30' " """"""" ''-, ..'.............. " ...'............. \ "", ) """",\ ! 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'" I~ ~ ~ I '-0 .~Weo)> _ >> 5 ~ ~~2~~~ os ~... 98 (1) .., ~ M zo UU~I~' ~ 1"'~?ii>l!:lOIllGl!:l Ii a 2 ~ 0 III ~ ~ 0 ~ I I I I Iii i i i ~ i.. :!i ~ ~ ~ ~ ~I~ ~ I: Q ~.. ., M en ! ~ i ~ ~ l I ~. ~ ~ = ~!;!",~ ~S 1ft :!l ~ ~ ~ ill ~ ~i ;n ~ II n II c: h ~ 0 ~ -4 ~ ~ In ~ ~ ~ i~m m i= ~> ~ ~~ (; !!! b ~~ Gl ::< ~ ~ i ~ ~ Q a z Z Gl i !A en ~ ~ ~ ~ ~ r- Q "'~ ffi ~Hl 5' (') 'II = "-- 1 = - - s B ~ -- ~-- i~ ~!J!! ",: :.~ ~~ ". -I. ~ 12'-" 3'..,' -= ,....- i ~ ; u IAr 11 ~: AIJ i · i >< l ~ 1 i i i I J ~ ! Gl S Page 1 of2 John McLaughlin - Fw: Haines Shasta Building - One building or Two? From: To: Date: Subject: "Colin Swales" <colin@mind.net> "Fran berteau" <Fran@ashland.or.us>, "Barbara christensen" <barbarac@ashland.or.us> 6/8/04 9:35 AM Fw: Haines Shasta Building - One building or Two? Mayor and Council, Ever since the Planning Commission Hearing I have been trying to fmd out how the Haines Development will be treated for Building Code Compliance Issues and whether it will be considered one building (combined with the existing building) or two separate buildings. It would seem that the Building Department are steadfastly avoiding having to give a preliminary opinion on the matter.(see below) Discussion at the Planning Commission hearing seemed to indicate that it was being considered one aggre:gate building for Fire Code issues but this has not been confirmed. The applicants initially offered to partition the lot to avoid this problem, but this offer now seems to have been taken off the table? .Please could you forward this e-mail to Council and enter this correspondence into the Planning Record for P A 2004-002. thanks Colin Swales ----- Original Message ----- From: "Mike broomfield" <broom@ashland.or.us> To: <~illin~.min.d.!Jle1> Sent: Tuesday, June 08, 20047:45 AM Subject: Re: Haines Shasta Building - One building or Two? we do not review the submitted plans until they receive land use approval. I have seen the plans but am not sure they are the latest revisions. >>> "Colin Swales" <.QQlin@miRd..ue..t> 06/07/20045:11:31 PM >>> Mike Broomfield, Building Inspector. Mike, I had an email from Mike Franell a few weeks ago (see below). I am assuming by now you have had a chance to at least have look at the latest (hopefully) fmal plans. Does the building's fenestration and other openings etc in the side walls indicate that it will be considered one building for code compliance issues together with the neighboring building that shares the same tax lot, or will it be considered two separate buildings. thanks for your help. Colin Swales Subject: Re: Haines development proposal. From: "Mike Franell" <fran.e.llm@.a.shland..Ol:...u.s> Date: Tue, 18 May 2004 17:24:13 -0700 To: <G.Qlin@minil,net> Colin: I spoke with Mike concerning this matter. He indicated that his determination will be subject to a number of discretionary items of review as he goes through the fmal plans. At this point, he has not gone through th(~ final plans and file://C:\WINDOWS\TEMP\GW}OOOOl.HTM 6/8/04 II II Page 2 of2 therefore does not have a position as to whether this will be a separate building or part of the existing buildings for.building code purposes. Michael FranellAssistant City Attorney file://C:\WINDOWS\TEMP\GW}OOOOl.HTM 6/8/04 Page 1 of 1 John McLaughlin - FW:. From: To: Date: Subject: CC: "Cate Hartzell" <cate@mind.net> <Counci1@ashland.or.us> 5/31/04 11 :27 AM FW: "Mac McLaughlin" <mac@ashland.or.us> It's unclear to me whether all of you received this. Sorry if you did. Cate -----Original Message----- From: Jack and Betty Jo Reynolds [mailto:jrandbjo@mind.net] Sent: Saturday, May 29, 2004 11:13 AM To: cate@mind.net Subject: Just in case you are "keeping count", I wish to say that I am not in favor of the Haines development on N.Main near Water street & the Bluebird park. I do not think we need yet more "tourist shops" and the city certainly has ordinances against the removal of old trees! Betty jo Reynolds file://C:\ WINDOWS\ TEMP\OW} 00003 .HTM 6/9/04 II ~ m n ..a. 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