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HomeMy WebLinkAbout1998-1117.REG.MINMINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL November 17, 1998 PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:04 p.m., in the Civic Center Council Chambers. ROLL CALL: Councilors Laws, Hauck, Wheeldon, and DeBoer were present. Councilor Reid was absent. APPROVAL OF MINUTES The minutes of the regular meeting of November 3, 1998 were approved as presented. Councilors Laws/Hauck m/s to move the appointment of a City Councilor to Council Position #4 from "New and Miscellaneous Business" and make the appointment at this time. Voice vote: All AYES. Motion passed. Councilors DeBoer/Laws m/s to appoint Cameron Hanson to Council Position #4. Voice vote: All AYES. Motion passed. Ashland Municipal Court Judge Allen Drescher administered the oath of office. SPECIAL PRESENTATIONS & AWARDS 1. Presentation by Ashland Friends of the Library. Barbara Ryberg, President of Friends of the Ashland Public Library, introduced the Library Board and gave a brief history of Ashland Public Library. Explained that the improvements being considered would bring the library up to American Library Association (ALA) standards based on the population. Noted that several sites had been looked at around the City, and the architect felt that improvements on the current site were the best option. Stated that surveys have been done, and the business adjacent to the library site is currently available, meaning that expansion could take place. Emphasized that the County is aware of this situation, but that the Library Board has had some frustration in dealing with the County and is seeking the City's help. Appealed to the Council to place the issue of expanding the library before Ashland voters on March 9~, 1999 and to allow the Board to hire an assessor and an architect and bring financial information back to the Council in December. Council discussion noted that there is some uncertainty as to whether the County would be moving ahead with improvements to the Ashland Public Library. Noted that depending on the timing of the placement of this issue on the ballot, a double majority would be required for passage. Ryberg noted the County's poor track record with recent ballot measures, and questioned whether the County would give priority to the central library over the various branches. Councilor Laws expressed concerns that the County was responsible for operations and maintenance costs, and the proposed improvements would increase these costs. Questioned whether this would be legal. Ryberg indicated that costs would increase with any improvements, and stated that the Board's concerns were with the facility and not with operations. Mayor Shaw stated that she has spoken with the County on this issue, and that the Ashland branch is not included in their current Request for Proposals (RFP) and increased operations and maintenance cost~ot considered. Suggested that this concerns her. Emphasized that with the development of the Ashland Fiber Network (AFN) the library will once again be an information hub within the community, and it is incumbent that any bond measure include the cost of furnishings and computers to provide AFN access. "~/b Oafdt'~, City Council Meeting 11-17-98 1 Councilor Laws suggested that the County's plan for a larger library would have more operations and maintenance costs, but stated that he was still concerned with the possibility of County opposition to this project. Mayor Shaw questioned the County's architect having proposed increasing the square footage of the library to 31,000 square feet when only 21,000 were called for in ALA standards. Stated that this was not due to need, but merely to maximize the use of the site. Councilor Hauck stated that libraries are a key element in any community, and suggested referring this issue to the voters. Discussion that an architect could not likely prepare materials to meet the January deadline for placing this issue on the March ballot. Noted that more time, and more information, are needed to make a decision within a framework that works for the architect and the neighboring property owners. Discussed having the appraiser now being hired by the City on another project also appraise the neighboring property and approaching the neighbor to determine what price is being sought. Noted that the property owner has been approached and is aware of interest in the site. Discussion of where funds could be located in the budget. Noted that an architect would cost between $10-25,000. Discussion of whether an RFP would be necessary, with City Attorney Nolte explaining that if the City were involved, an RFP would be necessary unless the Council exempted the project from this requirement. Councilor Hauck noted that requiring an RFP should not create any problem. Suggested that City staff should prepare the RFP in consultation with the Friends of the Ashland Public Library. Councilors Wheeldon/Hauck m/s to support the actions of the Friends of the Ashland Public Library, and direct staff to prepare an RFP for architectural services and seek an appraisal of the adjacent property. DISCUSSION: Councilor DeBoer indicated that he would like to see a report on financing this project. Councilor Laws indicated that it would be appropriate to word the RFP in such a manner as to consider an architect's past experience with the Ashland Public Library site. Roll call vote: Laws, Hauck, Hanson, Wheeldon, and DeBoer, YES. Motion passed. CONSENT AGENDA 1. Minutes of Boards, Commissions and Committees. 2. Approval of Liquor License Application from David Lewis d.b.a. Players. Councilors Hauck/Wheeldon m/s to accept the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS None. PUBLIC FORUM None. 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. Also indicated that he had met with newly appointed Councilor Hanson, and had familiarized him with the format of the Look Ahead. City Council Meeting 11-17-98 2 Councilor Wheeldon noted that item #I 3 (Consideration of Changes to LID Process) was scheduled to be discussed at the December 15 and January 5 meetings, and suggested that the current LIDs be brought forth and dealt with so that bills could be sent out. Emphasized that she would like to have these taken care of before dealing with the financing issue. Councilor Laws questioned the City providing funds to the existing LIDs if it may be unable to do so in the future. Councilor Wheeldon stated that these LIDs should be given the benefit of the new process. Council discussion of whether acceptance of the LID Report was conditional to future actions. Noted that costs increase as billing is delayed because interest accrues to the City on the interim financing, and is passed along until it reaches 110% of the estimated project cost. Staff indicated that it would not be possible to deal with this issue prior to the December 15th meeting. Councilor DeBoer suggested that the current LIDs be billed now, and credited later if the Council chooses to do so. Emphasized that bills for the full amount should be sent now. Director of Finance Jill Turner confirmed that this would be possible, and noted that public hearings would be necessary at the time of final assessment. Stated that this required ten days' notice. Council consensus that billing now with the possibility of reimbursing later, dependent on a final Cotmcil decision on LID financing, was acceptable. 2. Appointment of City Councilor to Council Position No. 4. Dealt with above (seepage 1). 3. A Motion to Vacate a Public Utility Easement on a Portion of Lot 39 1E 5BD 1902 Off Thornton Way. Public Works Director Paula Brown provided background information for the Council, noting that the right of way was vacated in 1978 but a public utility easement had been retained. Residents have requested that it be vacated. Councilors Laws fWheeldon m/s to vacate the public utility easement under discussion and authorize the Mayor and City Recorder to sign the quitclaim deed. Voice vote: All AYES. Motion passed. 4. National League of Cities (NLC) Membership. Discussion noted that the price for membership has been temporarily reduced, and that membership would allow for lower costs to attend NLC conventions. Councilor Hauck noted the value of information that the NLC makes available only to members through its database. Councilors Hauck/Wheeldon m/s to authorize that the City become a member of the National League of Cities. Voice vote: All AYES. Motion passed. 5. Memo from City Administrator regarding participation in Guanajuato 30th anniversary celebrations. City Administrator Freeman provided background and noted that he needed to begin preparing an estimate of who will be traveling to Guanajuato next fall. Noted that this would be paid out of pocket, but that the Minister of Tourism for Guanajuato has arranged special airfares, with a round trip from San Francisco to cost roughly $450, and transport to the Bay Area by rental bus from Ashland running approximately $50. Emphasized that he needed to get an idea of who would be attending soon. 6. Letter from ODEQ regarding air quality. Councilor Wheeldon asked for confumation that the same wood burning advisory now applied valley wide. It was confirmed that this was the case with the recent passage of the model wood heating ordinance. 7. Acceptance of 1997-1998 Audit Report. Councilors Laws/Hauck m/s to accept the 1997-1998 Audit Report. Voice vote: All AYES. Motion passed. City Council Meeting 11-17-98 3 ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second reading by title only of"An Ordinance Amending the Liquor License Review Chapter (Chapter 6.32) of the Ashland Municipal Code to Update Provisions Relating to Evaluation of Applications." Councilors Hauck/Wheeldon m/s to adopt Ordinance #2833. Roll call vote: Hauck, Hanson, Wheeldon, DeBoer, and Laws, YES. Motion passed. Second reading by title only of"An Ordinance Amending the Physical and Environmental Constraints Chapter (Chapter 18.62) of the Ashland Municipal Code to Make Certain Sections Clear and Objective." Councilors Hauck/Wheeldon m/s to adopt Ordinance #2834. Roll call vote: Hanson, Wheeldon, DeBoer, Laws, and Hauck, YES. Motion passed. 3. First reading of"An Ordinance Adopting the Transportation System Plan (excluding Chapter 10, 11 and 12) as Part of the Transportation Element of the Ashland Comprehensive Plan, and Repealing Resolution 91-39 Regarding Street Capacity." Mayor Shaw briefly explained for the audience that the narrative paragraph concerning a North Mountain freeway interchange was not in the transportation system plan, and emphasized that this was merely a stipulation that because an interchange may eventually happen, planning should accommodate that future possibility. Stated that there was no hope of an interchange being built anytime in the next twenty years. Councilor Laws noted that the item under consideration is the Transportation System Plan, which details implementation of the Transportation Element of the Comprehensive Plan. Pointed out that the Transportation Element was adopted months ago, and includes reference to a freeway interchange which concludes that while it is not likely, it is not precluded in the future. Stated that the narrative paragraph referring to a possible future interchange needs to be looked at in that context. Mayor Shaw noted that the Oregon Department of Transportation (ODOT) had called to confirm that this had not been added to the City's plans. Councilor Hauck questioned the elimination of the street capacity language. Director of Community Development John McLaughlin noted that this is covered by the new street standards. Mayor Shaw questioned why the narrative reference to a freeway intersection does not address intersections which might potentially be affected; McLaughlin responded that this was because it was to be only a narrative reference and was not intended to deal with design issues. Opened to public comment at 8:10 p.m. Kenneth Darling/846 Stony Point/Suggested that three questions need to be addressed before this issue is considered: l)How will this affect the high school? 2)What will be the educational costs? 3)How will the high school and the kids cope with the traffic this would create? William Craven/151 Ashland Acres Road/Stated that he was confused when he heard about this issue. Explained that he owns about 50 acres offof Eagle Mill Road, and is opposed to an interchange. Feels that problems created will not be addressed, and the City should exclude the possibility from its planning. Mayor Shaw explained that this is already part of the Comprehensive Plan, and that this reference merely asks that the future possibility be kept in mind when streets are laid out. Joan Hertzberg/681 Nepenthe Road/Questioned whether the future possibility of an interchange had been kept in mind when the City put in North Mountain Park. Expressed concerns over traffic so near a busy park and the high school. City Council Meeting 11-17-98 4 Harry Cook/710 River Rock Road/Stated that the mention made in the Comprehensive Plan lists reasons why such an interchange would not be feasible, and with these reasons in mind, the City should not make preparations for a future interchange. Suggests that a formal public hearing is needed before Council adopts this narrative reference. Larry Bradford/720 Meadowlark Way/Opposed to Ashland citizens having to take on the financial burden of a freeway interchange's construction, and opposed to the idea of an interchange. Charlotte Rising/621 Nepenthe Road/Concerned that an interchange here would be bad for students. Lue Anne Cook/710 River Rock Road/Concerned with the adverse effects of an interchange on North Mountain Park's student environmental programs. Explained that so far this fall, 400 students have visited the park. Also concerned that traffic would have a negative impact on wildlife. Suggests that such traffic would be more suited to Oak Street. Cate Hartzell/881 East Main Street/Suggested that this is a "sleeper" issue, with a lot of embedded conflict. Stated that "not precluding" begins the process of planning for an interchange. Concerned that other goals should be addressed as well. Madeline Hill/no information given/Surprised when this issue came up, given that both of the committees that looked at the issue were opposed to it and the Council did not bring it up at the last meeting until after the public hearing had been closed. Feels that an interchange would be in conflict with the North Mountain Neighborhood plan. Linda Chesney/215 Scenic Drive/Has reservations about the reference in the Comprehensive Plan, and more with its inclusion here. Suggests that the issue needs to be reexamined to preclude the future possibility of an interchange here. Closed to public comment at 8:35 p.m. Mayor Shaw clarified that this issue had come before the Planning Commission twice before and they chose not to include it in the plan. It then came before Council. Suggested that it might be better to remove the reference. Councilor Hauck concurred, emphasizing that there is no likelihood of an interchange being built in the immediate future, and the inclusion of a reference merely muddies the waters. Councilor DeBoer emphasized that the reference is not about building an interchange, it is merely a planning document. Feels that the possibility needs to be kept open for the Oregon Department of Transportation (ODOT). Reiterated that this item is not even on the twenty year planning horizon, and citizens would not be asked to pay. Stated that it is a mistake not to consider the possibility that this will be necessary in thirty years. Councilor Laws explained that he has not advocated an interchange since 1988. While he is able to accept this reference as a placeholder in the plan, he feels it might be better to remove it given citizen concerns. Councilor Hanson asked that he be allowed to abstain from the vote as he was not sufficiently familiar with the history of this item to make an informed decision. Confirmed that he could only be allowed to abstain by a motion of the Council. Councilors Laws/Hauck m/s to allow Councilor Hanson to abstain. Voice vote: All AYES. Motion passed. Councilors Hauck/Laws m/s to move the ordinance to a second reading with items 1-7 included in the attached exhibit A. (The ordinance was readin its entirety.) Roll call vote: Laws, Hauck, and Wheeldon, YES. DeBoer, NO. Hanson, ABSTAIN. Motion passed 3-1. City Council Meeting 11-17-98 5 First reading by title only of "A Resolution Authorizing an Interfund Loan to the Community Development Block Grant Fund and Electric Fund." Councilors Hauck/Wheeldon m/s to adopt Reso. #98-27. Roll call vote: Laws, Hauck, Hanson, Wheeldon, and DeBoer, YES. Motion passed. Authorization for Mayor to sign Amended Joint Agency Agreement for a Computerized Regional Public Safety Service System. Councilors Hauck/Laws m/s to authorize the Mayor to sign the Amended Joint Agency Agreement for a Computerized Regional Public Safety Service System. Roll call vote: Hauck, Hanson, Wheeldon, DeBoer, and Laws, YES. Motion passed. It was noted that Chief of Police Scott Fleuter was available to answer any question the Council might have. Fleuter and Police Department Administrative Service Manager Linda Hoggatt explained that the existing system was not Y2K compliant and had to be replaced, and by working with other agencies within the County they were able to save money and provide inter-agency access to all agencies in the County. Emphasized that this would tie into the new GPS and GIS systems, and would be invaluable in a major emergency. OTHER BUSINESS FROM COUNCIL MEMBERS Councilor DeBoer raised the issue of citizen concern over lack of public notice of the recent addition of a driving range at the golf course. Councilor Wheeldon noted that she had attended the Ashland Parks & Recreation Commission meeting on Monday and that this issue was discussed. Explained that notices were hand-delivered to properties adjacent to the course. Stated that the driving range has been planned for years. Explained that the neighborhood homeowners' association has many members who are not immediately adjacent to the course who were not noticed, and who felt notice should have been mailed. Emphasized that the Parks Commission is taking this issue very seriously. Pointed out that this addition went through all required process, but that it did not require a permit because of its location. ADJOURNMENT The meeting was adjourned at 8:52 p.m. Derek D. Severson, Assistant to the City Recorder L~2atherine M. Shaw, Mayor City Council Meeting 11-17-98 6