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HomeMy WebLinkAbout1998-1120.SS.MINMINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL November 20, 1998 CALL TO ORDER Mayor Shaw called the meeting to order at 12:39 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws, Hauck, Hanson, Wheeldon, and DeBoer were present. Staff present included City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, Administrative Services Director Dick Wanderscheid, Director of Community Development John McLaughlin, Public Works Director Paula Brown, Director of Electrical Utilities Pete Lovrovich, Director of Finance Jill Turner, Fire Chief Keith Woodley, and Telecommunications & Marketing Manager Ann Seltzer. ASHLAND CREEK RESTORATION PROJECT & DOWNSTREAM IMPROVEMENTS DISCUSSION Public Works Director Paula Brown gave an update on the City's progress in addressing the recommendations from the OTAK report. Noted that she would discuss the split flow issue and actions to be taken in the immediate future. Brown explained that the Winburn Bridge and flood wall are in place and capable of conveying the 3100 cubic feet per second (cfs) flows predicted for a 100-year flood event. The next steps will involve work on Calle Guanajuato, the Main Street bridge, and further downstream. Confirmed that the bridge and flood wall are the only items that are 100% complete at this time, and that staff are still looking at issues around the Calle. Stated that no Calle items have been finalized, and that there will be a public meeting prior to beginning the improvement process after January lst. With regard to the split flow issue, Brown explained that water will spread out in and around the channel and will want to be kept there to manage flood waters. Further decisions and input from the Council will bring more clarity to how these situations are to be handled. Mayor Shaw questioned if split flows were anticipated, could there be contingency plans put in place to protect the Plaza store fronts? Brown noted that necessary measures would be beyond sandbagging, and staff has ideas in mind for barriers. However, while they have ideas, no physical measures are in place. Suggested possible measures could include special curbing and temporary flood walls. Councilor Laws noted that more improvements would be necessary to keep water in the channel, such as improvements to the Calle and Lithia Way and Water Street bridges. Questioned whether a split flow, with contained flows down Water Street, might be cheaper than completing-all of these improvements. Brown stated that staff has been directed otherwise in the past, but suggested that if flows could be artificially re-directed it might help. However, improvements would be necessary downstream in any case, as the Water Street bridge will only convey flows of 700 cfs. Discussed a Ca!le flood wall which would need to deal with water without being an eyesore. Noted that in any case, shop basements may flood as they are in the flood way. Councilor Laws questioned whether splitting flows could be used to address debris obstructions in the channel, and inquired about the costs involved. Brown stated that all of the water may not be kept in the channel, and staff will need to be able to plan for conditions as they occur. Noted the difficulty in saying that flows will be split at a specific level. Councilor Laws stated that with costs as great as they are, there is a need to look at all options. Ashland City Council Study Session Minutes I 1-20-98 1 Councilor Laws stated that the Winbum Bridge improvements have made conveying more water downstream a possibility, and suggested that there might be a legal liability unless further action is taken. Mayor Shaw stated that she doubted more damaged would occur than did in 1997, as water was out of the channel at that time. Suggested that placing anchors for concrete supports along the creek might be a possibility to help divert flows. Emphasized the need to plan for when water leaves the channel. Councilor Laws suggested that splitting flows near the flood wall and conveying water across Winbum Way could be allowed. Brown stated that these issues will be looked at in the Calle discussions. Explained that models can't account for uncertainties. Re-iterated that physical preparations are not in place at the present. The City will need to deal with conditions as they occur. Park Commissioner-elect Rick Landt spoke briefly. Thanked Brown for her openness in discussion things with him. Expressed concerns for the downstream areas. Also concerned that problems might occur this season, before further improvements are in place. Need to plan for diverting flows to protect Plaza buildings. Emphasized that water will exit the channel above Winburn, and options should be kept open. Stated that flexibility is needed to be able to make decisions in a flood. Water should be allowed into the Plaza only if we are prepared, and proactive measures should be taken. Councilor Wheeldon questioned diversion points upstream that might dilute the powers of flood flows. Discussed the 1997 flood. Emphasized that the channel was blocked in that flood and that this changed the equation. Councilor DeBoer suggested buying and storing concrete barriers to protect the plaza. Recognized that water cannot be contained, but stated that efforts should be made to protect and divert. Also emphasized the need to have a track-hoe available to clear the channel early on in any flood event. Brown confirmed for Councilor Hanson that the City does not presently have the necessary heavy equipment available to move debris or concrete barriers, but that it could be called in if needed. Also emphasized that temporary flood walls could be put in place and anchored to divert flows. Discussion of the stream setback ordinance recommended by OTAK, and its limitation on reconstruction of flood- damaged buildings. Director of Community Development John McLaughlin clarified that this is a requirement of the National Flood Insurance program, and this limitation must be included because of the flood risk in these areas. Reiterated that this is a federal requirement in order to be eligible for FEMA monies. Discussion of this requirement and the value of having FEMA money available. Discussion of other OTAK recommendations, including the need for removable furniture in the park, the need to have mechanisms in place to contact property owners in the event of flood danger, and the possibility of designing removable pedestrian bridges in the park. Discussed the Water Street bridge and the possibility of allowing split flows over the road near the Waterside Inn, with barriers to protect the building, to address the limited capacity of this bridge. UPDATE ON WETLANDS DEMONSTRATION PROJECT Brown explained that the Wetlands Demonstration Site has been up and running for over a year, despite pump problems, difficulties with construction and Bear Creek Greenway improvements. Emphasized that it is running well, but not meeting phosphorous limitations at this time. Suggested that it will be pushed to failure to see what can be done. Noted the contribution of the Parks Department in site maintenance, and that the Greenway is now in use nearby. Stated that there is a long way to go, and that some uncertainty remains. Ashland City Council Study Session Minutes 11-20-98 2 Councilor Wheeldon questioned whether the wetlands has been in place long enough for accurate measurements to be possible. Brown explained that accurate measurements are possible, although they will be more accurate in a year. Emphasized that there is hope for continued improvements. Discussion of whether the City could change course on the spray irrigation alternative. It was noted that the City is moving ahead with the spray irrigation plan, and that spray irrigation measures will be in place, but that the City could change course later if the Wetlands project is successful. City Administrator Mike Freeman noted that off- site improvements will be in place by September of 1999, and Brown stated that lagoons will be in use by May of 2000. Noted that neighbors of the spray irrigation site are negotiating with TID to have effluent released into TID water. Brown explained that in any case, the 0.08 phosphorous standard will need to be met because TID uses the Creek. While TID is not required to meet the phosphorous standards, the City still would be held to this standards because it is considered a "point source". Carl Oates/776 Glendale Avenue/Stated that dealing with the phosphorous issue is nothing new, as it has been done elsewhere. Noted that then-City Engineer Steve Hall was aware of other cities meeting or approaching this standard in 1994. Emphasized that this is not a new, unique standard and that the City should take note of other cities' efforts in meeting the standard. Councilor Laws noted that both climate and soil are determining factors in whether these standards can be met with the Wetlands project. ASHLAND FIBER NETWORK UPDATE Director of Electrical Utilities Pete Lovrovich gave a brief presentation to update the Council on what has occurred with the Ashland Fiber Network (AFN) since the last discussion in September. Noted that he had a draft implementation schedule, which Councilors could view, and stated that copies would be provided as soon as dates were firmed up. Noted that staff has been working with Project A to update the AFN materials on the web-site and to prepare some promotional materials. Explained that he would be providing information about whether the project is on schedule, on budget, and up to date technologically. Also wanted to address whether the project could be moving faster, and provide information on the upcoming demonstration of services to be available under the AFN. Stated that the project is continuing on schedule, with 85% of the fiber installation complete in residential areas around the City. High Speed Date equipment has been ordered, and the CATV Request for Proposals (RFP) has been prepared. Staff has met with the Public Utilities Commission (PUC), and a permit is expected to be issued in late December or early January. Noted that the project is on budget, and stated that the project will provide cutting edge technology without being "bleeding edge". With regard to the issue of whether things could be moving faster, explained that an implementation committee has been formed. However, technological decisions about specific services to be provided are necessary before rates can be brought to Council for feedback and approval. Lovrovich noted that there will be an eight day demonstration of the services to be offered through the AFN. This will be conducted at the Hillah Temple, and will highlight applications for hospitals, businesses, the City, other public utilities, and educational institutions. Stated that this will be an opportunity to educate those who will be players in the AFN, and attendance will be by invitation only. Pointed out that the Governor is among those invited, and that the event will take place from December 2nd through December 11th. Ashland City Council Study Session Minutes 11-20-98 3 Discussed construction of a mezzanine at the warehouse site to provide an additional 3800 square feet to accommodate head-end equipment. Noted that a project time line will be provided to Council as soon as dates are finalized. Explained efforts at marketing, noting that the implementation group has met with some firms and is now evaluating proposals. A decision is expected within a couple of weeks. Also explained that the City's experience with the AFN will serve as a testing ground for dealing with deregulation of the electric industry, and in that sense will be beneficial in preparing the utility for competition. Noted that financing has been held up because the PUC permitting process was more involved than originally believed. This was what necessitated the recent interfund loan. Initial public input to the PUC from US West has been addressed. After any additional comments are reviewed by the PUC, it will go before the full commission for approval and permit issuance. Lovrovich noted that the High Speed Date (HSD) network is expected to be operational toward the end of January, pending rate approval. Full service connections will be available by late March, and information will be added to the City's web-page as soon as further details are available. Turner noted that a fee resolution will be brought before the Council soon, and that it will likely separate out the fees for High Speed Data services. Council discussion of letter received from Falcon Cable, and whether it was too late to late for them to enter the project. Freeman explained that he has met repeatedly with Falcon representatives, and has told them a firm proposal was needed months ago. These deadlines have passed, and he has serious questions about revenue streams and financing issues in their most recent proposal. Emphasized that fundamental questions would need to be addressed before this proposal could be evaluated. Suggested that with the AFN continuing to move ahead, it may be too late for Falcon to be involved, but that he is continuing to look at the possibility. Lovrovich noted similar concerns with financing issues, services that Falcon could provide, and who would control the distribution system in a partnership. Councilor Wheeldon questioned whether the hybrid system Falcon discusses in their letter currently exists. Lovrovich noted that they have fibers in town, and are continuing to work. However, their existing system would not handle AFN services and would likely be operated as a separate system. Also suggested that because Falcon has not obtained a telecommunications franchise permit they may be in violation of the City's ordinance. YMCA REQUEST FOR WAIVER OF BUILDING PERMIT FEES City Administrator Mike Freeman noted that Lisa Molnar of the Ashland YMCA had requested that the Council authorize a waiver of building permit fees. Freeman indicated that he would place this item on the agenda for the next regular meeting, and would bring further information for the Council, including the amounts involved. ADJOURNED The meeting was adjourned at 2:07 p.m. ll~ubmitted by Derek Severson, Assistant to the City Recorder Ashland City Council Study Session Minutes 11-20-98 4