HomeMy WebLinkAbout1998-1201.REG.MIN MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
December 1, 1998
Civic Center Council Chambers, 1175 E. Main Street
PLEDGE OF ALLEGIANCE
Mayor Shaw called the meeting to order at 7:00 p.m., in the Civic Center Council Chambers.
ROLL CALL
Councilors Laws, Reid, Hauck, Hanson, and DeBoer were present. Councilor Wheeldon was absent.
APPROVAL OF MINUTES
Minutes of the Regular meeting minutes of November 17, 1998 were approved with amendment to page 1, last
paragraph, second sentence: "costs were not includecF. Executive meeting minutes of November 17, 1998 were
approved as presented.
SPECIAL PRESENTATIONS & AWARDS
1. Acceptance of League of Oregon Cities 1998 Cities Award for Excellence for participation with
Oregon Municipal Energy and Conservation Agency (OMECA).
Mayor Shaw read out loud award of excellence.
CONSENT AGENDA
1. Minutes of Boards, Commissions and Committees.
2 Quarterly Financial Report for three months ended September 30, 1998.
3 Confirmation of Mayor's Appointment of Howard Braham to Conservation Commission for term to
expire April 30, 1999.
Mayor Shaw requested that item #2 be pulled and placed under New Business.
Councilors Reid/Hauck m/s to approve Consent Agenda items #1 and #3. All AYES. Motion passed.
PUBLIC HEARINGS
1. Consideration of a Resolution Amending appropriations within the 1998-99 Budget.
Director of Finance Jill Turner explained for council that the items in section three of proposed resolution requires
that a public hearing be held for input by public.
()PEN.' 7:20 p.m.
CLOSED: 7:20 p.m.
PUBLIC FORUM
(None)
UNFINISHED BUSINESS
(None)
NEW AND MISCELLANEOUS BUSINESS
1. Council Meeting Look Ahead.
Self explanatory, no comments made.
:2. 1998/99 Construction and Major Project Activity Summary #2.
Public Works Director Paula Brown submitted timeline synopsis and overview of the construction and major
projects activity underway by the Public Works Department. Explained that the timeline shows all of the
engineering projects and wastewater treatment project.
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Commented that there are big projects ongoing, one of which is the Comprehensive Water Supply Needs
Assessment Plan. Stated that the next study session with council is next Monday night, with the decision
scheduled for December 15~h. Stated they are getting very close to flnalizing the plan and are gathering all the
final numbers.
Explained that another large master plan under~vay is the Storm Drain Master Plan, which has had to take a back
seat due to time constraints. Informed council that they had received the aerial photos which had just been
received today. Continned for council that during the storm drains have passed their testing during the recent rain
storms and that no problems have been reported, other than problems associated with leafback-up.
Reported on the Central Ashland Bike Path, which is being administered by ODOT and construqtion is being
completed by Ledford Construction. Stated that weather has beaten them again and they are all but complete. The
only stretch that is not complete, is behind the area of the B Street yard.
Sewer Treatment Plant Upgrade is doing very well despite a considerable amount of rock that has been found.
This has put the project a little behind. They have also found that one of the main connection lines is not where
they thought it was, and a change order has been submitted.
Fuel tanks improvements at the Airport are in the process. Tanks have been ordered and expect to meet the
December 22nd deadline, primarily because we will not take fuel deliveries after that point. Stated that they will
make sure there is an alternative way for making fuel available for pilots and the city yard.
Reported that on the traffic calming of Oak Street. Also~ the same firm that did the assessment on Oak Street
completed a report on B Street, which came back with a good prognosis. The firm stated that what the city is
doing doesn't appear to have any red flags.
Commented on other miscellaneous projects that were submitted in memo to council on construction and project
activities. Reported that the interviews are being conducted for GIS and going smoothly. Stated on the Crowson
Reservoir Loop and a test run will be done sometime in December. This is out for bid and construction will begin
in January and completion in May 1999.
City Administrator explained to council that he met with RVTD staff regarding bus routes, and was informed that
RVTD will let all jurisdictions know in January what the changes will be. Freeman was told that RVTD expects to
lose 1/3 of operating revenue, and that there isn't anything known at this time regarding changes.
Brown explained that there may be some disruptions due to construction on the Ashland Street water line for a
short time span. Referred to summary memo handed out to council and explained how timeline reads on how
things are planned or completed. Stated that there is no new infornmtion on negotiations for Talent Irrigation
water supply.
Confirmed that new update on projects will be submitted to council in three months.
3. Consideration of a Request by the YMCA to waive the building permit fees for the new aquatic
center.
Councilor DeBoer declared that he is on the Building Committee for the YMCA, and also serves as a trustee for
the foundation. Stated that he is not declaring a conflict.
Ken Ogden, Lisa Molnar and Dick Bernard/540 YMCA/Presented themselves to council for questions.
City Administrator, Mike Freeman, explained that the waiver, not including System Development Charges, would
be $5,000. The costs involving System Development Charges had not been calculated and was not available.
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Explained that the $5,000 would include fees for plan check, fire permit, permitting, mechanical inspection,
electrical, and state sur-charge.
Mayor Shaw noted that she was in favor or waiving these fees. Stated that she felt there has been a precedence set
in the past for this and the costs being requested to waive, are costs incurred to the city. Felt that the System
Development Charges is money that is set aside so future generations are not faced with problems associated with
this particular generation.
Councilor Laws noted that he voted to do this in 1988, and was not sure if the waiver was for the full program or
I~)r just the first phase.
Councilor Hanson/Hauck m/s to approve request by YMCA to waive fees for staff time and which are not
out of pocket expenses for the new aquatic center. Voice vote: all AYES. Motion passed.
4. Quarterly Financial Report for three months ended September 30, 1998.
Mayor Shaw concerned that the quarterly financial report showed that the departments were closing in on the 25%
alarm bell for this time of the year. Questioned the statement in memo from Finance regarding Fire Department at
26.09%, which will probably require a transfer of appropriations before year end. Questioned why the statement
later in the memo, noted that Ambulance is bringing in more money than expected. Director of Finance, Jill
Turner explained that there has been an increase in usage along with an increase in overtime.
Turner explained that if you look at the city as a whole, there is always more overtime during the summer months
for departments with minimum staffing requirements, so there is more than 25% during this time period of the
departments total for the year. Explained that additionally, there was an unexpected expense for health insurance
costs.
Turner clarified for council that the Ambulance Fund is separated from the Fire Department, and that the
allocation will only be as good as what comes through on the time sheet. Continued to clarify other expenses,
including charges for services, involving other departments.
Turner explained that the reason Conservation expenses are up in Personnel and Materials again involves the same
issues. Noted that there will probably be another transfer of appropriations toward the end of the year and making
some final adjustments.
City Administrator noted that this discussion usually takes place at more than half-way through the year, and that
summer programs spike significantly during the summer months and slow down during the winter months. Turner
noted that department heads are aware that they working under tight situations and are making appropriate
changes. Explained that Central Services expenses are also typical mainly because of the amount of annual dues
that are spent at this time of the year.
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Second reading by title only of"An Ordinance Adopting the Transportation System Plan (excluding
Chapter I 0, 11 and 12) as Part of the Transportation Element of the Ashland Comprehensive Plan,
and Repealing Resolution 91-39 Regarding Street Capacity."
Councilors Hauck/Reid m/s to approve Ordinance #2835.
DISCUSSION: Councilor Reid commented that she was not clear on the changes and the deletion that was
made to ordinance at the last council meeting. Councilor Laws clarified that there were individuals that
spoke against the interchange, and that it was obvious to council that there are people who see this as a
negative. Felt that it wasn't worth getting people excited about this one way or the other. Hauck pointed out
that this plan would include things that we have some chance of accomplishing during the twenty year period
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and that by including the interchange only covered over all the other good things that were trying to be
accomplished. Reid commented that she felt it was important to not give individuals a false sense of security
that the city is in charge of this, when the State of Oregon has control of property that can facilitate this
interchange. This, together with the state college leaves the city in a less than favorable position. Reid
concerned with misleading the community on something that may not happen. Mayor Shaw commented
that there may also be a false sense of anxiety. Councilor DeBoer commented that the interchange should be
included in the plan, just because it is a possibility and is in our City Master Transportation Plan.
Council discussion regarding Robert's Rule of Order in regards to voting procedure by council members.
Roll Call vote: Laws, Reid and Hauck, YES; Hanson and DeBoer, NO. Motion passed 3-2.
2. Reading by title only of"A Resolution Declaring the Canvass of the Vote of the Election Held in and
for the City of Ashland, Oregon, on November 3, 1998, and Mayoral Proclamation."
Councilors m/s to approve Resolution # 98-28. Roll Call vote: DeBoer, Hanson, Hauck, Reid and Laws;
YES. Motion passed.
3. Reading by title only of"A Resolution Amending Appropriations Within the '98-'99 Budget."
Councilors m/s to approve Resolution #98-29. Roll Call vote: Hanson, Reid, DeBoer, Laws and Hauck; YES.
Motion passed.
OTHER BUSINESS FROM COUNCIL MEMBERS
Councilor DeBoer pointed out that the Rogue Valley Area Commission on Transportation will be having a meeting
right after the next council meeting in January. Noted that he will not be an official liaison at that time and
reminded Mayor that an appointment may need to be done.
City Attorney Paul Nolte, clarified for council that in the city ordinance it states that when a question or motion is
put to a vote by the chair, each member present shall vote for or against the same unless, the council excuses that
member from so doing.
ADJOURNMENT
Meeting was adjourned at 8:03 p.m.
arbara Christensen City Recorder
Catherine M. Shaw, Mayor
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