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HomeMy WebLinkAbout1998-0915.REG MINMINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL September 15, 1998 CALL TO ORDER Mayor Shaw called the meeting to order at 7:15 p.m., in the Civic Center Council Chambers. ROLL CALL Councilors Laws, Reid, Hauck, Hagen, Wheeldon, and DeBoer were present. APPROVAL OF MINUTES The minutes of the regular meeting of September 1, 1998 were approved as presented. The study session minutes approved at the previous meeting were discussed, noting that it was Council's understanding that the weight limits on Oak Street were to be revisited after the traffic calming measures are in place. SPECIAL PRESENTATIONS & AWARDS 1. Presentation of Certificate of Achievement in Financial Reporting to Director of Finance Jill Turner. Director of Finance Jill Turner was presented with the tenth consecutive Government Finance Officers Association (GFOA) award. Emphasized that this is the highest award available from GFOA, and it serves to recognize the high standard the City of Ashland holds itself to. Noted that the City's annual audit document has been reviewed by a GFOA panel, and explained that an audit document reflects the financial condition of the City, and provides a narrative of long-range planning, handling of overages and deficits, and points out liabilities. Pointed out that Ashland is among the less than 15 % of Oregon cities to receive this award (there are only 35 Oregon recipients). Emphasized that this certification will be important in bonding and financing, is a positive statement about the City as an organization, and is an indication that the City is financially credible to its constituency. Also noted that Turner has received statewide recognition and has been elected to the board of the Oregon Finance Officers Association. 2. Presentation regarding "SmartWood" Certified Sustainable Forest Programs. Cate Hartzell/881 East Main Street/Briefly introduced forester Steve Gretzinger, and explained that the City's support of this program would set an example and stimulate markets. Wanted to gauge the Council's interest in the program. Steve Gretzinger, a forester with the Rogue Institute of Ecology and Economy (RIEE), provided some background information on the SmartWood Program. Emphasized the need to convince those in the industry that they can protect environmental values while offering revenues. Stated that the program is a way to reward good forest managers, an educational tool for urban dwellers, a tool to reach consensus on forest management, and a means to bring environmental and wood products industry groups together. Explained that this is a third party, independent forestry certification program, that is market driven and allows consumers to demonstrate support for good forest management practices. Noted that cities such as Berkeley, Austin, and San Antonio have adopted ordinances to use certified wood products for public works projects, thereby building public awareness of the program. Stated that this evening's presentation is intended to introduce the program, and that he would be willing to assist the City in preparing an ordinance at a later date. City Council Meeting 09-15-98 1 Council discussion of preparing an ordinance, with the suggestion that the ordinance be referred to the Conservation Commission and the possibility of certifying the City's forest management practices be referred to the Forest Lands Commission. Noted the need for a public meeting to bring together timber industry and environmental groups to make them aware of the program. Discussion of how an ordinance of this nature would be applied to the bidding process. It was clarified that up to 10% more could be paid to get certified wood, and contractors would have the option of preparing a bid that did not include certified wood products. Councilor Reid noted the need for legal research on competitive bidding requirements. Councilor Hagen pointed out that the City's buys a lot of wood for maintenance, and could purchase certified wood. Gretzinger stated that for bids, the ordinance should be a voluntary price preference, rather than a requirement that certified woods be used exclusively. Mayor Shaw stated that this issue should be forwarded to both the Forest and Conservation Commissions for a presentation, with the directive that they seek certification of city forests and draft an ordinance as discussed. CONSENT AGENDA 1. Minutes of Boards, Commissions and Committees. 2. Financial Report for quarter ending June 30, 1998. 3. Approval of the Jackson-Josephine Region, Rural Investment Fund Program Grant Award Contract for the Ashland Municipal Airport Sanitary Sewer Construction. Councilors Hauck/Hagen m/s to accept the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS None. PUBLIC FORUM Bob Taber/97 Scenic Drive/Unable to attend tomorrow's study session regarding Rogue Valley Transportation District (RVTD) service levels. Noted previous discussion of a transportation hub on Eighth Street, and urged Council to consider investigating the possibility of such a hub again. Also stated that Councilor Laws' proposal of an increased Transportation Utility Fee to support alternative transportation is good idea. Urged Council to adopt the proposal, or move the issue to a public hearing. David Fine/735 Frances Lane/Noted the existence of an on-going problem affecting public safety in Ashland. Explained that he has prepared a report after meeting with Chief of Police Scott Fleuter and City Attorney Paul Nolte. Provided background that recently, a high speed police chase came through Ashland from Medford. The senior Ashland Police Department (APD) officer on duty became aware of the chase as it was approaching Ashland. The senior officer made a judgement, and APD officers were directed not to join the pursuit. However, the senior officer could give no such direction to the Medford police officers involved, and the pursuit continued into Ashland and ended in property damage. Explained that recent court decisions give police statewide authority to continue pursuit. Stated that the Ashland Municipal Code has not been updated with regard to the powers of the APD supervisor. Recommended that the APD supervisor be given authority in the Municipal Code over all police officers in Ashland, and that Ashland seek an Intergovernmental Agreement with surrounding municipalities, as provided for in the Oregon Revised Statutes, to negotiate this matter. Stated that this would be akin to the Intergovernmental Agreements for fire protection with the surrounding communities. Noted that the current agreements are now being renegotiated, and this issue should be addressed now. Also suggested the use of a common radio channel by area police. Councilor Laws noted that both Mr. Fine and Mr. Taber are candidates for Council Position//6. Stated that the issues raised by Mr. Taber are being actively pursued, and that he would like input from the Chief of Police with regard to Mr. Fine's recommendations. City Council Meeting 09-15-98 2 Councilor Wheeldon questioned whether Mr. Fine's proposal runs counter to state mandates. Chief of Police Scott Fleuter suggested that in some respects it would be counter to the state mandates, but that the issues are timely given the negotiations. Emphasized that a regional agreement could not supersede state law, but an Intergovernmental Agreement would lead to cooperation that would address this issue. At Councilor Wheeldon's request, Chief Fleuter discussed the time available for judgement or discussion during a pursuit, and the protocols involved. Explained that the dispatcher is usually notified prior to a pursuit entering the City, and discussion does occur. Fleuter noted that facts were incomplete in the recent pursuit incident. Discussion of the danger to the community posed by the recent pursuit through the plaza. Mayor Shaw expressed concerns and urged that any pursuit through Ashland be reconsidered, and that the City's policy be conununicated to surrounding police agencies. Fleuter discussed Mr. Fine's suggestion of a standardized radio frequency at Councilor Hauck's request. He also recommended working toward standardized training and equipment fdr police agencies in the region. Concluded that a reserve officer with one of the agencies in the region has made a helicopter available which might eliminate the need for high-speed car pursuits in the future. John Huskey/173 Alder Lane/Director of Communications for the Associated Students of Southern Oregon University (ASSOU)/Introduced his colleagues ASSOU Admin. & Finance Director Chris Heinze and ASSOU President Sophia MacDonald. Chris Heinze/2020 Highway 99 North #33/ASSOU Admin. & Finance Director/Noted the previous letter from RVTD to Council about the breakdown in negotiations. Emphasized that ASSOU has been meeting with the bus service since May, and seven times the meetings seemed to end positively. After meeting with Sherrin Coleman four times, the ASSOU went before RVTD's board to settle on a program. The RVTD board did not seem interested in negotiating, and the student fare programs have ended. Noted that the students are concerned about this situation. Explained that in the past, they have paid $8,800 a year for the program, but they are now asked to pay $45,000. They were willing to pay up to $15,000, but this was turned down unless the students were willing to accept significant increases in future years. Stated that they have come to the Council for any support or intervention that might be available. Confirmed that RVTD wants to have this program paid, and $45,000 would represent be $3.00 per student per term in addition to other student fees. Councilor Hagen suggested that this cost seems reasonable. Councilor Hauck stated that he would prefer to have both sides available before entering a discussion on this issue. Sophia MacDonald/1250 Siskiyou Boulevard/ASSOU President/Noted that it has been suggested that a mediator be brought in to assist the two sides in reaching an agreement. Explained that in addition to the amount paid to RVTD, the University also pays transit tax of approximately $139,000 per year. While not all of this money goes to RVTD, RVTD does receive a portion of these funds. Councilor Hauck explained the history of this "in-lieu" payment for institutions that do not pay property taxes. MacDonald noted that Russ Chapman of Ashland Sanitary has donated $500 to help subsidize student ridership programs. Stated that the ASSOU is looking at parking alternatives, and considering having the matter of a the increase for the student fare program go to a vote of the students. Huskey stated that they have instituted a pilot program for car pooling using the Natural History Museum lot. Mayor Shaw noted that Ashland's reduced and student tare programs resulted from Transportation Plan Advisory Commission (TPAC) recommendations, where subsidies were begun to encourage citizen bus use. The amount of the subsidy was to have been based on student ridership, and was to have paid for all student riders. Stated that monies from the City and SOU were never intended to subsidize the entire RVTD system, but rather as compensation for those utilizing the fare programs in Ashland. While $3.00 per student per term may seem to be a reasonable amount, it shifts the focus of these programs away from their original intent. ci_ty Council Meeting 09-15-98 3 Discussion of the "fare-box" dilemma faced by RVTD, and their need to track ridership. Noted the problem created in their having to track the different fares between Medford and Ashland. Mayor Shaw suggested that the ASSOU consider a strategy shift, and offer passes to those students who use the bus, and cutting off negotiations. Councilor Hauck confirmed that Bear Creek Corporation offers employer-paid passes in a program like this. Councilor Laws expressed concerns with this idea, and noted that passes do not encourage non-riders to use the bus. Suggested that this idea raises questions about the City's continuing subsidy, as passes only to those students who use the bus could add traffic congestion and undermine the original intent of the City's subsidy. Emphasized the need to work together to reach a satisfactory agreement, and stated that RVTD representatives need to be at the table tbr this discussion. Heinze stated that the ASSOU would like Council's assistance in facilitating further discussion with the RVTD board. Councilor Laws noted that he had spoken with Dean Bolstadt of SOU on this matter, and suggested having City Administrator Mike Freeman look into the issue and bring his suggestions back to the Council. Councilor Reid suggested that there might be a possibility of Rogue Community College seeking a similar student fare arrangement with RVTD. Councilor Hagen invited ASSOU representatives to attend the upcoming study session on RVTD service levels. UNFINISHED BUSINESS None. NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead City Administrator Mike Freeman noted that this item was presented to Council for informational purposes. Noted that item number fitleen was a follow-up discussion on the Local Improvement District issue. Discussion of scheduling this item at 2:00 p.m., with Council requesting that it be rescheduled for 1:30 p.m. on the same date. 2. Discussion and adoption of 1998-99 Communication Plan. Councilor Wheeldon questioning what further inl~)rmation needed to be distributed to justify making the City newsletter a monthly publication. Freeman explained that he would like to see a more detailed monthly calendar, and would also like to draw attention to individual projects to encourage citizen participation, and emphasize policy information for upcoming Council meetings that could be better presented in a monthly forum. Councilor Reid questioned if the newsletter to be produced would continue to be recyclable. Freeman confirmed that it would be recyclable, but would not be in a form that is picked up at the curb. Discussed recycling and printing COSTS. Councilor Wheeldon discussed the role of marketing in City operations, and emphasized that promotion could help community events. Freeman cited the recent "911-Day" as an opportunity to educate citizens about the services provided, and stated that it could have been better promoted. Councilor Wheeldon noted that the major goal of "examining and designing public participation process" needs special attention, and suggested that Councilors have the opportunity to participate in media training. Councilor Laws noted that a full-time coordinator will need considerable procedural and sales skills, which may pose a challenge. Also noted concerns that the City should not combine the functions of marketing and distributing information. Administrative Services Director Dick Wanderscheid stated that the purpose of this plan is to provide staff with guidance. Freeman emphasized that Council would be actively involved in evaluating staff perlbrmance in executing the plan. Councilor Wheeldon/Reid m/s adopt the 1998-99 Communication Plan draft. Voice vote: All AYES. Motion passed. City Council Meeting 09-15-98 4 ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Reading by title only of "A Resolution Adopting Franchise and License Fees for Telecommunications Services and Facilities." Councilors Hagen/Reid m/s to adopt Resolution g98-24. Roll call vote: Laws, Reid, Hauck, Hagen, Wheeldon, and DeBoer, YES. Motion passed. 2. Reading by title only of "A Resolution Setting a Public Hearing to Hear a Petition For, and any Objections to, the Vacation of Clover Lane on Property Owned by Vernon Ludwig near Interstate 5 and Highway 66." Councilors Hagen/Reid m/s to adopt Resolution g98-25. Roll call vote: Reid, Hauck, Hagen, Wheeldon, DeBoer, and Laws, YES. Motion passed. 3. Reading by title only of "A Resolution of the City of Ashland, Oregon authorizing the reimbursement of expenditures with reimbursement bond proceeds." Councilors Hauck/Wheeldon m/s to adopt Resolution g98-26. Roll call vote: Hauck, Hagen, Wheeldon, DeBoer, Laws, and Reid, YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS Councilor Hauck noted that he had attended a meeting on the Boise Cascade situation. Suggested that the City support any Boise Cascade employees who may be utility customers. Freeman noted that 400 full-time and 800- 1000 temporary employees are out of work because of the fire, and without the mill, there is a 40% reduction in the loads being carried by S&P Railroad. Stated that it will require at least 18-24 months to rebuild. Councilor Reid noted that she would be attending the legislative meeting of the League of Oregon Cities on Friday. Public Works Director Paula Brown noted that construction will be beginning on-site at the Wastewater Treatment Plant (WWTP), with groundbreaking to occur at 11:00 a.m. on September 30th. Also stated that she would be presenting the Council with an update on the Wetlands Project on November 3r~. Councilors and viewers were reminded of the City Council study session scheduled for Wednesday, September 16~ at 12:30 p.m. to discuss questions tbr the Citizen Survey, RVTD service improvements, and a presentation from Falcon Cable. ADJOURNMENT The meeting was adjourned to executive session at 8:55 p.m., pursuant to ORS 192.660(e). The regular meeting resumed at 9:13 p.m. Councilors Hagen/Hauck m/s to place the item under discussion at the executive session on tonight's agenda. Voice vote: All AYES. Motion passed. Councilors Hauck/Wheeldon m/s to authorize the City Administrator to purchase the property discussed in the executive session at the cost that was discussed in the executive session. Roll call vote: Laws, Hauck, Reid, Hagen, Wheeldon, and DeBoer, YES. Motion passed. The meeting was adjourned at 9:15 p.m. Barbara Christensen, City' Recorder Carole Wh~airperson City Council Meeting 09-15-98