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HomeMy WebLinkAbout1998-0916.SS.MINMINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL September 16, 1998 CALL TO ORDER Mayor Shaw called the meeting to order at 12:30 p.m., in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws, Reid, Hauck, Hagen, Wheeldon and DeBoer were present. Staff present included City Administrator Mike Freeman, City Attorney Paul Nolte, Assistant City Administrator Greg Scoles, Administrative Services Director Dick Wanderscheid, Director of Electrical Utilities Pete Lovrovich, Public Works Director Paula Brown, Director of Finance Jill Turner, and Director of Community Development John McLaughlin. REVIEW OF QUESTIONS FOR CITIZEN SURVEY Administrative Services Director Dick Wanderscheid explained that the City has not conducted a survey since 1996, and that staff would like to begin discussion of conducting another survey at this time. Suggested that this could either be done now, or a Council subcommittee could be created to determine the questions to be asked. Stated that the 1996 survey was lengthy, and that it was oriented more towards service and operations than citizen attitudes. Suggested that some of the questions from 1996 may no longer be applicable. Noted that the handout provided to Councilors includes some suggested questions from other surveys, and asked for a recommendation on how to proceed. Councilor Reid suggested that all Councilors send suggestions to Wanderscheid. Wanderscheid noted that the deadline for proposals is Friday, September 25, and that the city will accept a bid the following week. Surveys are scheduled to be completed in November. Mayor Shaw discussed the 1996 survey, and emphasized the need to have comparable questions to those used in the past in order to gauge the City's progress. Wanderscheid explained that it was not staff's intention to throw out the previous survey, but rather to eliminate some of the previous questions and keep those of value to allow for continuity. Suggested that Councilors indicate which questions they would like to see removed, kept or added. Discussed the design and intention of the previous survey, noting the format and some of the questions used in the past. Councilor Laws noted that public attitudes as expressed in surveys are not always coherent, but that the data collected is still valuable if that fact is kept in mind. Councilor Hauck noted that in some cases, responses are as much to the way questions are worded and defined as to the questions themselves. Wanderscheid explained that surveys were done originally in 1995, as the Council wanted a baseline community attitude survey. The questions were based on suggestions from a number of sources. The surveys were somewhat refined in 1996, and the questions were largely service oriented because various departments wanted information on the level of citizen satisfaction with the services being provided. Wanderscheid suggested that the coming survey needs to look more at citizen attitudes. City Administrator Mike Freeman noted that his previous employer, the City of Thornton, Colorado, had been using surveys for the past fifteen years. Emphasized that a survey should gauge community attitudes, values, interests, and satisfaction with services, as well as ways to improve, suggestions, likes and dislikes, and citizen opinions on special issues such as "Green Power". Ashland City Council Study Session Minutes 09-16-98 Mayor Shaw noted that she first suggested a survey back in 1995 after a presentation by the City of West Linn at a League of Oregon Cities conference. A West Linn City Councilor had indicated that they conducted phone surveys quarterly using volunteers, and they felt that the information provided was remarkable. Councilor DeBoer questioned the number of people used as a sample in the 1996 survey. Wanderscheid noted that 1536 calls had been made to get 400 responses, and explained that this involved a combination of factors including the need to meet specific demographics, the fact that 135 of those called refused to respond, and the fact that many calls reached answering machines. Emphasized that there is a need to inform the community in advance of a survey to increase citizens' willingness to participate. Noted that the previous survey calls had taken 10-11 minutes each, and the entire process cost about $8,000. Councilor DeBoer suggested that such a lengthy phone survey should not be used again. Discussion of using SOU's survey class or business center for conducting a survey. Wanderscheid noted the time constraints involved in this survey, and stated that it would be difficult for students to complete a survey within that timeframe. City Administrator Mike Freeman emphasized that the timeframe is of particular importance in reviewing Council goals for the year. Discussed the possibility of using the monthly utility billing insert for surveys. It was suggested that a scantron card could be included as an insert to conduct surveys monthly. Wanderscheid explained that there are qualitative issues that make using the utility billing insert questionable. Discussed whether similar issues apply to telephone surveys, given the prevalence of call-screening with answering machines and caller i.d. Wanderscheid explained that the utility billing insert would not provide a truly random, representative sample and responses would thus not be statistically valid. Councilor Laws noted that typically, contacts with citizens are with those who have strong feelings at one extreme or the other, and are not representative of the City as a whole. Further discussion of whether a random sample can be achieved anymore. Concluded that what is needed is the most representative sample possible, and a phone survey is considered the best means to achieve that objective. Wanderscheid suggested that Councilors indicate the questions they would like to add or delete on the handouts, and return them to him. Explained that staff would compile Council suggestions and return information to Council. Requested that Councilors get their responses to him as soon as possible, and suggested that once staff has compiled information based on Council suggestions, it may be appropriate to form a subcommittee. Wanderscheid suggested that the final survey would include no more than 50 questions. Discussed whether response formats needed to remain consistent throughout the survey. Wanderscheid indicated that responses should be returned to him no later than Wednesday, September 23~d. Councilor Wheeldon asked how many questions would need to address "Green Power". Freeman indicated that this would not require more than a couple of questions. Councilor Wheeldon suggested that a utility billing insert also be prepared to explain "Green Power" to the public. Councilor Wheeldon suggested more questions related to parks, as the Ashland Parks & Recreation Commission does not do their own survey. Mayor Shaw Parks suggested that Parks has the ability to perform their own survey, and while a City survey may include generic, park-related questions, the Parks Commission may need to conduct their own survey to identify specific issues. RVTD SERVICE IMPROVEMENT Councilor Hagen indicated that it was time for this issue to be revisited by the Council, and explained that in the past, Councilor Laws had suggested the possibility of increasing the Transportation Utility Fee by $1.50-$2.00, and providing an equivalent value in bus vouchers to each citizen. This would spread the cost of improving bus service between all citizens, and would further encourage bus use in Ashland. Ashland CiD' Council Study Session Minutes 09-16-98 Mayor Shaw questioned whether this would be part of, or in addition to, the City's present $100,000 subsidy of the Rogue Valley Transportation District (RVTD). Councilor Hagen suggested that this could be decided at the time of the fee increase, and would depend on whether service was expanded to later hours and/or weekends. Also stated that it could provide a means to enhance bus shelters, increase the number of shelters, or provide van service and/or satellite routes. Emphasized that there were a variety of options available for improving transit service. Councilor Wheeldon questioned whether an increase in the amount paid to RVTD would bring with it an expectation of increasing services. Councilor Hagen indicated that he had met with Sherrin Coleman and other representatives of RVTD and they were favorable to the idea presented. Councilor Reid suggested a survey of parents who drive their children to school, as she feels that this is a major contributing factor in the City's increased traffic. Feels that it is necessary to identify the source of this recent increase and figure out the traffic problem before trying to solve it. Emphasized that she is hesitant to increase citizen fees further without first addressing the underlying causes of increased traffic, and stated that she is hesitant to pay further monies to RVTD until issues are addressed. Emphasized her disappointment in the breakdown in negotiations between RVTD and the Associated Students of Southern Oregon University. Councilor Wheeldon stated that while the City needs to continue to work on bus service improvements, the Transportation Utility Fee is for transportation needs. She would like to continue discussion within the greater scope of transportation issues. Feels that there is a need to identify enhancements for bus service as well as other transport needs, and comprehensively increase the Transportation Utility Fee to address the bigger picture. Stated that while bus service is a worthy cause, there is a need to look at the bus question in relation to other transportation goals. Councilor DeBoer stated that a survey of parents is a good idea, and could be accomplished by a senior volunteer at the school. Stated that it is time to commit to helping bus service, with better shelters and a way to track the use of passes issued. Emphasized that people will not use the bus unless it is cheap, easy, convenient, and comfortable. Councilor Laws suggested dealing with the ideas being presented separately. Noted that if bus ticket vouchers were sent with the utility bills, it would cost more because of the cost of the tickets in addition to the present subsidy. This was not done when he originally suggested it, and the Transportation Utility Fee has since been increased several times. Feels that vouchers should be offered when mass transit service is increased. At the present, without an increase in the fee or in bus service, he suggested a pilot project of sending tickets to all citizens to see how they will be used. The concept of vouchers with a fee increase was to make people feel that they were getting services equivalent to the amount of the increase and reducing traffic in the process. The cost would need to be paid in addition to the subsidy, but even a 50% ticket voucher utilization would greatly reduce traffic. Councilor Wheeldon suggested that if vouchers are to be sent, that this information be marketed in advance to make the public aware of the vouchers so the usage results would be valid. Also pointed out that the situation of parents driving children to schools does not relate to RVTD service, because school buses are available. Councilor Reid responded that she wants to see comprehensive transportation information before further spending occurs. City Administrator Freeman noted that work has been underway for some time to refine the City's Transportation Plan. Emphasized that financing this plan will be complicated, and that the Council will need to consider proposals within the bigger picture. Suggested looking at the whole transportation issue before committing to a Transportation Utility Fee increase, as the revised Transportation Plan will be coming before Council in a few months. Emphasized that Council will be receiving copies of the plan soon, and that there will be a public hearing. Financing could be difficult, and the possibility of a Transportation Utility Fee increase to encourage bus usage could be considered at that time. Ashland City Council Study Session Minutes 09-16-98 Mayor Shaw stated that she likes the idea of a survey on bus use in Ashland. Expressed her concern that there is a perceived need for vouchers, when the current fare is now only a quarter. Stated that there should be a survey to look at multimodal transportation issues, trail usage, and etc. along with buses. Said that a pilot project would be a good idea, and stated that she had concerns over any increase in the Transportation Utility Fee. Noted that she is unsure what is being received from RVTD in exchange for the current subsidy, and suggested that the City has lost track of what is being sought. Noted that the original subsidy was intended to provide quarter fares and additional service. Emphasized that there is a need to communicate more clearly that this subsidy is not guaranteed each year, as it is part of a renewable agreement. Any subsidy money provided needs to yield the desired effects. Councilor Laws stated that the issue is being made too complicated. Suggested figuring out the cost to each citizen of the current $100,000 subsidy, and giving each citizen ticket vouchers for an equivalent amount. Vouchers would then be reimbursed to RVTD. The availability of free vouchers would increase ridership to some degree. Should not start with an increase in the Transportation Utility Fee. Councilor Hauck stated that the Council must consider the whole transportation system in Ashland, and determine how an increase in night or weekend service would relate to the whole. Councilor DeBoer requested that staff provide a report on the Transportation Utility Fee. Also stated that he would like a report from RVTD on what service is received for the subsidy. Emphasized that the increase in the RVTD subsidy was doubled to $100,000 temporarily, and that temporary increase has come to be perceived as permanent. Councilor Hagen stated that parents drive their children to school because of safety issues related both to traffic volumes and the generally perceived danger to children in our society. Also suggested that this relates to the role of the automobile as a status symbol in the world today. Councilor DeBoer noted that bus ridership within the school district has not decreased, and it would be simple enough to obtain a report from the school district on this information. Councilor Hagen stated that there is a need to get those who are addicted to the automobile to finance alternative transportation, and stated that the idea of a pilot project, providing vouchers without a fee increase, is a good idea. Mayor Shaw suggested that ridership levels on RVTD may well relate to people's concerns with getting from their homes or destinations to the bus stops, and that this may be due to traffic, or the condition of sidewalks. Feels that there are important determinations to be made here. Council discussion of RVTD, sidewalks, and the use of any additional Transportation Utility Fee funds. City Administrator Mike Freeman summarized that Councilor DeBoer had requested a report on the Transportation Utility Fee from staff, and that the Council desired a separate, simple survey on transportation. Councilors Laws and Hagen indicated their willingness to work on such a survey. Freeman also noted that he would look into creating a pilot program without a Transportation Utility Fee increase and would bring further information back to Council. PRESENTATION FROM FALCON CABLE Ron Hren, Falcon Cable's new Divisional Vice President for Southern Oregon and Northern California introduced himself and briefly explained that they are close to completing their transaction and acquiring TCI's system. Stated that Falcon will be opening a division office for the region in Medford. Explained that he would be presenting highlights of Falcon's history and system, and presenting Council with a proposed win-win solution to improve Falcon's data system while making the City's plan for high speed data transfer and internet service better as well. Emphasized that Falcon's proposal is a direct result of meetings and communications with the City over the past six months. Noted that while it was Falcon's wish to have made this presentation sooner, they have been involved in dealing with the ownership change in their system. Ashland City Council Study Session Minutes 09-16-98 4 Discussed the transition taking place within the cable industry, as a result of the varied services available and increasing competition. Suggested that the future lies with internet service. Cable providers are uniquely positioned to provide internet service due to their available bandwidth, and Ashland is unique in that it has double the usual amount of bandwidth available because of the presence of the two networks. Combining both systems to make double the bandwidth available to the consumer would be a win-win proposal. Emphasized Falcon's strong points as being partnered with TCI, the largest cable provider in the world, while remaining very small. The TCI partnership means that the advantages of both TC1 and AT&T are available, in combination with Falcon's experience in small, rural communities. Cited Falcon's history of leadership in city-wide networks and rural fiber optic use. Stated that the HFC and high speed data service to be provided in Ashland will be the best in the world, with the latest technology. Emphasized that this will be better than the largest county system in Florida which is a combination of efforts between GTE and Time Warner, and suggested that with the joining of the AFN and Falcon's HFC network there would be a system that would be ahead of everyone. Proposed working together in a partnership. Emphasized that the City AFN would not be excluded from their network, while citing the difficulty the phone companies have had in interconnecting different systems. Suggested partnering for a seamless connection, noting that one entity could control a system better. Also cited the fact that Falcon is already operating the Asante network, with fiber to the 12 hospitals in the Asante system in Jackson and Josephine Counties. This system is already active, connecting hospitals from Grants Pass to Ashland. Emphasized that it would be impossible to get the level of service that would be available through a combined system because of financial limitations. Stated that Falcon would like to propose a joining of the two systems, to share in growth and revenues, with an open system. Emphasized that Falcon recognizes the need to be open, making partnerships available to internet service providers (ISPs). Stated that this would be a pragmatic partnership, as both sides have significant investments that will only improve if combined, and the City's. In summary, Hren suggested combining the two systems and sharing revenue equitably. Stated that a 50-50 partnership would be a good place to begin, and emphasized that control was not a concern for Falcon. Noted that the area's economic development would be helped by such a partnership, with benefits to Ashland and the Rogue Valley. Hren confirmed for Councilor Reid that a combined system could connect both within Ashland, and to areas outside of Ashland. Suggested that the AFN could be used for commercial connections, while Falcon's HFC could be used lbr residential connections, for a seamless connection to the whole valley. Hren confirmed for Councilor Laws that without a partnership, the AFN would not be too much different, except that if the two systems were combined there would be more bandwidth. Emphasized that Ashland could operate its system by itself, but this would mean limited bandwidth and a duplication of services. Stated that two duplicate systems competing for customers would not be as efficient as one larger, seamless system. Mayor Shaw confirmed that the City is very interested in partnerships and minimizing costs~ and suggested that Hren meet with the City Administrator and Director of Electric Utilities to determine if a partnership is financially feasible. ADJOURNED The meeting was adjourned at 2:15 p.m. Submitted by Derek Severson, Assistant to the City Recorder Ashland City Council Study Session Minutes 09-16-98