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HomeMy WebLinkAbout2005-0201 Council Mtg Packet Council Meeting Pkt. BARBARA CHRISTENSEN CITY RECORDER CITY OF ASHJLAND AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL February 1, 2005 - 7:00 p.m. Civic Center Council Chambers, 1175 E. Main Street I. PLEDGE OF ALLEGIANCE: II. ROLL CALL: III. APPROVAL OF MINUTES: Regular Council Meeting Minutes of January 1 H, 2005 and Executive Meeting Minutes of January 18, 2005. IV. SPECIAL PRESENTATIONS & AWARDS: (None) V. CONSENT AGENDA: 1. Minutes of Boards, Commissions and Committees. 2. Letter of support for the Fern Valley Road Interchange Project in Phoenix and the Federal Transportation Authorization Bill. VI. PUBLIC HEARINGS: (Testimony limited to 5 minutes per speaker, unless it ;s the , subject of a Land Use Appeal. All hearings must conclude by 9:30 p.m. or bf~ continued to a subsequent meeting.) 1. Public Hearing on Appeal of Planning Action 2004-105 - A Request for Preliminary Plat Approval of a Seven-Lot Subdivision, an Exception to the Street Standards, a Tree Removal Permit, a Conditional Use Permit for an Accessory Residential Unit and a Variance to Off-Street Parking Requirements for the Properties located at 759 and 769 South Mountain Avenue. VII. PUBLIC FORUM: Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. Speakers are limited to 5 minutes or less, depending on the number of individuals wishing to speak.) VIII. UNFINISHED BUSINESS: 1. Election of Citizens' Budget Committee Members (4). IX. NEW AND MISCELLANEOUS BUSINESS: 1. Quarterly Financial Report: October - December, 2004. COUNCfLMEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT \VW\V.ASHLAND.OR.US ~A' X. . ORDINANCES. RESOLUTIONS AND CONTRACTS: 1. Reading by title only of "A Resolution authorizing Sole Source in entering a Personal Services Contract for the Temporary Performance of the Public Works Director. Duties," and Personal Services Contract with Public Works Management, Inc. as the Ci~y's Public Works Director. XI. OTHEIR BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS: XII. ADJOURNMENT: REMINDER A study session will be held at noon on Wednesday, February 2 in Council Chambers. Topics of discussion will include: 1) Talent Ashland Phoenix (TAP) Intertie Pipeline Update on Preliminary Engineering and Future Water Line Construction from Talent to Ashland. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (ITY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35. 104 ADA Title I). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WW\V.ASHLAND.OR.US rA' ASHLAND CITY COUN(] L MEETING JANUARY 18. 2005 PAGE 1 of7 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL January 18, 2005 Civic Center Council Chambers, 1175 E. Main Street CALL TO ORDER Mayor Morrison called the meeting to order at 7 :02 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Hardesty, Amarotico, Hartzell, Jackson, Silbiger and Heam were present. APPROVAL OF MINUTES Councilor JacksonlAmarotico mls to approve the minutes as presented. DISCUSSION: Councilor Hartzell requested that the minutes be amended to include Art Bullock's verbiage, which was emailed to the Council. Councilor HartzelVSilbiger mls to amend the motion to include the language that was provided by an email from Mr. Bullock and to substitute it in the minutes. Councilor Jackson agreed to amend the motion. Voice Vote to amend motion: Councilor Hardesty, Amarotico, Hartzell, SilbigE~r and Hearn, YES. Councilor Jackson, NO. Motion passed 5-1. Voice Vote to approve the minutes as amended: All AYES. Motion passed. Request was made for future meeting minutes to include additional detail of the public input. Comment was made that if a citizen would like their language to be verbatim, they should submit it to the Council in writing. Council stated that in general, they were not in favor of including verbatim language in the nrinutes, but in this case it was the most efficient way to handle the situation. SPECIAL PRESENTATIONS & AWARDS Mayor and Council recognized the contributions of Joanie McGowan who recently past away. Ron Roth/6950 Old 99 SouthlMentioned that Joanie McGowan was named after Joan of Arcand suggested that a statue be placed in Lithia Park, which would point to the spot where a temporary floodwall would be placed. Presentation was made on the Selection of Public Art Design for Calle Guanajuato. Management Analyst Ann Seltzer noted that the project area did not encroach into the publi(; sidewalk and therefore was not subject to the required building materials as defined in the Ashland Municipal Code. Public Arts Commissioner Bruce Bayard stated that he and the artist had met with Staff and clarified that the concrete surrounding the artwork would meet the public sidewalk requirements. Mr. Bayard explained that the selection panel had received five entries and that Susan Springer's design was selected as the winning entry. He also noted that the artist would install the artwork. CONSENT AGENDA 1. Minutes of Boards, Commissions and Committees. 2. Liquor License Application from Laura and Bill Thompson dba Rock N Rollz's CafE~ at 545 Clover Lane. 3. Adoption of Findings for Planning Action 2004-110 - Saladoff. ASHLAND CIT'{ COUNCI LMEEI'ING JANlJARY IS. 2005 PAGE 2 of7 Councilor Silbiger requested that item #2 be pulled from the Consent Agenda. Councilor Amarotico/Jackson mls to approve Consent Agenda items #1 & #3. Voice Vote: all AYES. Motion passed. Councilor Silbiger stated that Rock N Rollz Cafe was not in compliance with the City's Sign Ordinance. Community Development Director John McLaughlin stated that the OLCC application requires that the business is located in a zone that permits the sale of liquor. City Attorney Mike Franell added that noncompliance with the Sign Ordinance was a local issue and should not be enforced through the Liquor License process. Mr. McLaughlin stated that the Council's concerns regarding noncompliance with the Sign Ordinance had been duly noted and that Staff would follow up on this issue. Councilor Hartzell/Jackson mls to approve the Liquor License Applicatio~ with the understanding that Staff will. look into the Sign Ordinance violation. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS (None) PUBLIC FORUM Andrew Ainsworth/928 Beswick Way/Invited the Council to a Tsunami Relief Benefit that will be held Friday, January 21 5t at 6:00 p.m. in the Historic Ashland Armory. Philip Lang/758 B Street/Submitted a letter to the Council requesting that they adopt a Code of Ethics for Ashland's elected and appointed officials. The letter also claimed that the Charter Review Committee was neglecting this issue. [COPY OFMR. LANG'S LETTER IS A lTACHED TO THE ORIGINAL MINUTES] Colin Swales/1282 Old Willow LaneIThanked Councilor Silbiger for bringing the issue of noncompliance with the Sign Ordinance forward. Mr. Swales spoke regarding the Oregon land use law that regulates who is permitted to appear before the Council. Mr. Swales requested that the Council make a formal request to have the City Attornl~y follow up with the Government Standards and Practices Commission in order to obtain clarification on who was allowed under the State Ethics Rules to appear before Council. Trisha MullinllixJ1169 Dover Avenue/Stated that she has been a teacher in Ashland for over 20 years and spoke regarding the closing of Lincoln Elementary, which will happen in June. Ms. Mullinnix stated that she would like the City to provide an opportunity that would allow Lincoln Elementary to operate in a different venue. Mitzi Rabin/783 Jacquelyn StreetJInternational Director for the Earth Kids Foundation/Ms. Rabin stated that she would like to organize a public event at Lincoln Elementary that would be held on April lOth, 2005. The event would include an interfaith religious service, a pancake breakfast and a community baseball game. She requested that the Council participate as players in the baseball game and stated that this event could be held annually to raise funds for the transformation of the Lincoln School into a sustainable resource for the community. UNFINISHED BUSINESS (None) ASHLAND CITY COUNCIL MEETING JANUAR)' 18. 2005 PAGE 30f7 NEW AND MISCELLANEOUS BUSINESS 1. Potential Changes to Public Hearing Format for Planning Actions - Order of Testhnony. Community Development Director John McLaughlin explained that the Council had previously suggested that the Public Hearing Format for Planning Actions be altered to allow a more balanced presentation of the issues. The proposed modification to the hearing format would allow the applicant and opponent to each give their 15 minute presentation; the following public testimony would then be limited to five minutes per speaker, and the speakers would alternate between those in favor and those opposed. Mayor Morrison noted that the Mayor's Script #7 should be corrected to read: "I will now call forward those who have filed testimony request forms. We will begin with a person expressing support then go to a person speaking in ,opposition. We will then alternate pro and con until all persons wishing to speak have done so. Each speaker will have five minutes. Please come to the podium, state your name, address and make any comments you may have for the council regarding the application." It was noted that two of Ms. Jarvis' suggestions from the Study Session held on August 5, 2004 were not included in the proposed format presented by Staff: 1) criteria for approval shou~d be posted on the wall for everyone to see, and 2}prepare a pamphlet for the developers and the general public notifying them as to what the councilors can and cannot discuss regarding land use matters. Mr. McLaughlin stated that Staffhad limited their response to Council's request, which was "to look into the possibility of adjusting the public hearing format and bring a proposal forward at a future council meeting". He stated that Staffhas posted criteria at Planning Commission Hearings, but because the City's criteria is so extensive, the print was quite small and this procedure tended to be ineffective. He also stated that Staffhad not prepared a pamphlet regarding ex parte contact, but if the Council wishes, they could direct Staff to do so. Council questioned if the proposed modification would have an impact on Council's current policy of only allowing persons to speak who had attend the first hearing and had submitted a testimony request form. Mr. McLaughlin stated that this modification would not affect that policy. A vram Novickl532 Scenic Drive/Stated that the current structure seemed to be weighted iln favor of the opposition and expressed support for the modified format presented by Staff. Comment was made noting that after Staff presents their report, Council usually has the opportunity to ask questions of Staff and questioned if this needed to be included in the modified format. Comment was.also made regarding the wording on the Mayor's Script, which stated, "I will now call forward those who have filed testimony request forms", and it was noted that in the past, the Council had allowed people speak who had not completed a request form. Councilor Hartzell proposed that #2 of the Public Hearing Format be amended to read "At the beginning of the public hearing, the Planning Department Staffwill present its report on the action, and statt~ the applicable standards. At this time councilors will have the opportunity to ask Staff questions, especially those that clarify or relate to key points of the application or appeal." Councilor Hartzell! Amarotico mls to approve the.change in public hearing format regaJrding order of testimony as amended. Voice Vote: All AYES. Motion passed. 2. Discussion of Solar Access Ordinance - Standards for C-l and E-l Zones when adjacent to Residential Zones. Community Development Director John McLaughlin explained that the residents of the Williamson Way neighborhood have raised concerns regarding the City's Solar Access Ordinance and the standard for commercially zoned lands that abut residentially zoned lands. He noted that the Council Me:mo provided a ASHLAND CITY COUNCIL MEETING JANUARY 18.2005 PAGE 4 of7 background of the City's Solar Access Ordinance and explains how Standard A and Standard B apply to different properties. Mr. McLaughlin clarified that at this point no applications had been filed for the commercial property that abuts Williamson Way, but it has been approved for a subdivision and the building envelopes hav~: been created. Mr. McLaughlin noted that the City's Site Design Standards require that parking for any future commercial development would need to be located in the rear, therefore any buildings would be located on the street and would provide a setback from the single family homes. He also noted that any futurestruc:tures would likely be 2 stories high, however the ordinance does allow for buildings up to 40 feet in height. Comment was made that this item should be broken into two separate issues: 1) the specific concerns regarding the commercial development adjacent to the Williamson Way neighborhood, and 2) the overall adequateness of the Solar Access Ordinance. Mr. McLaughlin stated that if the Council adopted the greater height restriction (Standard A) for all commercially zoned property that abuts residential districts, it would likely result in some consequences with developing that commercial property. S.A. Batten/317 Starflower LanelLetter requesting that the Solar Access Ordinance be amended to protect the Williamson Way neighborhood was read into the record. [COPY OF i\1R. BATTEN'S LETTER IS ATTACHED TO THE ORIGINAL MINUTES] Bud & Sharon Marler/364 Starflower Lane/Letter requesting that the Solar Access Ordinance be amended to protect the Vvilliamson Way neighborhood was read into the record. [COpy OF MR. AND MRS. MARLER'S LETTER IS ATrACHED TO THE ORIGINAL MINUTES] Arlen Gregorio/474 Williamson Way/Stated that he was surprised to find out that Standard B would apply to the commercial property located next to Williamson Way and stated that everyone, including the developer, had thought thalt Standard A would apply. Mr. Gregorio stated that Standard B would allow a 16' shadow to be cast upon the residential district. He also stated that the Solar Access Ordinance was difficult to comprehend and felt that this was a fundamental failure in the planning process. Edward Hunl~erford/456 Williamson Way/Stated he was aware that his home was adjacent to a commercially zoned property, but was unclear about what this meant. Mr. Hungerford stated the Ordinance was difficult to read, hard to understand, and could have been intentionally ambiguous. He stated that Standard A should apply and noted that most of the homes were located below a bank and below the level of the street just :above it. Mr. Hungerford stated that a shadow cast down onto the homes would have a significant effelct. Nola Katopothis/473 Williamson Way/Showed various exhibits displaying the location of the homes in relation to the t:;ommercially zoned property and displayed how a 40' building would negatively affect the homes. Chris Katopothis/473 Williamson Way/Stated that he had three main concerns about a 40' building being built in this location: 1) It would devalue their property, 2) It would affect their quality of life, and 3) Itwould affect the marketability of the neighborhood. Mr. Katopothis asked the Council to limit the height to two stories in this particular subdivision. Allyn Stone/474 Williamson Way/Stated that the 10 foot increase in the shadow height would have a huge impact and would completely black out the first story of many of the.homes in the area. Stone stated that the Draft Master Plan for the Railroad District should be completed before this project is allowed to proceed and presented pictures showing how the homes would be impacted. ASHLAND CITY COUNCIL MEETING JANUARY 18,2005 PAGE 5 of7 Gwen McMahon/421 No. Mountain A ve./President of the Home Owners AssociationJExpressed support for an amendment to the Solar Ordinance. Ms. McMahon stated that she was not against commercial development, but felt that the current residents needed to be protected. She requested that that the Council vote for an amendment before any of the commercial lots are sold. Mera Gagnon/466 Williamson Way/Noted where the windows in her home were located and stated that if the commercial lots were allowed to be developed to the allowable standards there would be no sunlight in her home. Ms. Gagnon stated that this would affect her quality of life in addition to her propeIty values. She mentioned a meeting with Developer Russ Dale, who had told the Williamson Way residents that Standard A would apply and not to worry. She stated that the neighborhood was shocked to find that it was actually Standard B that applied. Ms. Gagnon requested that the Council amend the Solar Access Ordinance in order to protect the single-family homes. Surya Boloml470 Williamson Way/Stated that it wasn't right for the City to not be thoughtful of everyone involved. She noted that the ground level of the building was already higher than the homes on the next street down and that a building would have an even greater impact due to the slope ofJhe neighborhood. Dana Greaves/472 Williamson Way/Stated that the issue of solar panel and solar roof acc<::ss was not the only concern for the residents of this neighborhood, but that it was also an issue of quality of life, living in darkness and higher energy bills. Mr. Greaves stated that an amendment to the ordinance would take some time and expressed concern about a sale on one or more of the properties before an amendment could be made. Nanci & Doug Kent/460 Williamson Way/Stated that their backyard would be completely engulfed in a shadow if a 40' building was constructed. Mr. Kent noted the location of the commercial building lot to his home and said that people would be able to look directly into his bedroom. Russ Dale/585 Allison Street! Apologized for a failure to communicate with the Williamson Way residents and stated that he understood their concerns and was aware of the extreme elevation change. lv1r. Dale stated that the buildings on the commercial lot would be designed in a stair step fashion so that they would be lowest in the back of the lot (closest to the residential homes) and higher in the front (closer to the street). Mr. Dale explained why a three story building would not be feasible in this location and stated that he would be willing to conform to Standard A to address the neighborhoods concerns. He stated that they could place a deed restriction on the property and urged the Council not to apply a Citywide change to the Solar Ordinance. Mr. Dale clarified for Council that he intended to develop all of the lots himself. He also restated that he was willing to commit to a reasonable compromise, even if that meant placing a deed restriction or adding Conditions for Approval. Mr. McLaughlin clarified that a Deed Restriction was the fastest way to implement Standard A and would address all of the neighbors concerns. City Attqrney Mike Franell agreed with Mr. McLaughlin and noted that the City would need to amend the Code before it would have the authority to make it a Condition of Approval. Suggestion was made that the City should take advantage of Mr. Dale's offer to place a Deed Restriction on the property. Comment was made that the immediacy regarding this issue had been resolved and that the City could revisit this issue as it applied Citywide in due course. Councilor Jackson/Silbiger mls accept the developers offer to establish Deed Restrictions on the commercial properties to be subject to standard A of the Solar Ordinance. Voice Vote: All AYES. Motion passed. ASHLAND CIT'{ COUNCIL r"1EE-rING JAN1)/\RY 18. 2005 PAGE 6 01'7 3. Request to Jackson County to Enter into An Agreement to Allow the City of Ashland to Manage Measure 37 Claims within the Ashland Urban Growth Boundary. Community Dc::velopment Director John McLaughlin explained that the Urban Growth Boundary (UGB) contained properties that could eventually be used to accommodate Ashland's future growth. He explained that Staff was recommending that the City enter into an agreement with Jackson County in order to have a stronger hand in managing these properties so that the City would not lose future opportunities for urbanization, affordable housing, and protection of environmental resources. Mayor Morrison stated that he had met with County Commissioners and they indicated that they were open to discussing this issue. Mr. McLaughlin noted that some of the County residents had shown resistance to the idea of the City managing gro~1h within the UGB. Suggestion was made that the City should also have a hand in the management of properties within the Area of Influence and request was made that Jackson County notify the City on any Measure. 37 claims in these two areas. Councilor Ha.rtzelIl Amarotico mls to initiate discussions with the Jackson County Board of Commissioners to enter into an agreement allowing the City of Ashland to manage Measure 37 claims within Ashland's Urban Growth Boundary. Voice Vote: All AYES. Motion passed. ORDINANCES~ RESOLUTIONS AND CONTRACTS 1. Reading by title only of "A Resolution Requiring Waiver of2004 Statewide Measure 37 Claims for Property Owners desiring to Annex their Properties to the City of Ashland." City Attorney ]\1ike Franell explained that when property is annexed into the City, the County zoning is changed to City zoning. In most instances, the City zones allow more intense development than the County zones, so Measure 37 claims would not be an issue. However, if there were a long-term owner of property within the Urban Growth Boundary, and that property was then annexed, the City zoning could restrict the previous uses and spawn Measure 37 claims. In exchange for a allowing properties to be annexed to the City, the City would require a waiver of any Measure 37 claims that could have accrued prior to the time of annexation. M:r. Franell noted that the owner would still have the opportunity to file a claim if the City changed the restrictions at any point after the property was annexed. He also noted that there was no requirement that the City must allow properties to be annexed and clarified that this decision was upto the Council. Staff is recommending that the Council adopt the proposed Resolution. Letter submitted by Don Greene opposing the proposed Resolution was read into the record. [COPY OF MR. GREENE'S LETTER IS ATTACHED TO THE ORIGINAL MINUTES] In response to 1v1r. Greene's statement, Mr. Franell clarified that this issue does not require a public hearing. He also clarified that the waiver would be legally binding and was the best method for protecting the City. Council expressed their support for the proposed resolution. Councilor Hal'tzell/Hardesty mls to approve Resolution #2005-05. Roll Call Vote: Councilor Hartzell, Jackson, SilbiJ~er, Hardesty, Amarotico and Hearn, YES. Motion Passed. 2. Second R~~ading by title only of "An Ordinance withdrawing an Annexed Area from Jackson County FiJre District No.5 (Ely Schiess and Krista Johnson Annexation, 3151 East Main Street)." ASHLAND CITY COUNCIL MEETING JANUARY 18.2005 PAGE 70f7 Councilor JacksonlHearn mls to approve Ordinance #2916. Roll Call Vote: Councilor Hearn, Hardesty, Silbiger, Hartzell, Amarotico and Jackson, YES. Motion passed. 3. Reading by title only of" A Resolution of the City Council of the City of Ashland, Oregon, adopting an Equal Employment Opportunity Policy and Affirmative Action Program for the City of Ashland and Repealing Resolution No. 1993-17." Human Resource Director Tina Gray explained that Staff has proposed a revision to the Equal Opportunity and Affirmative Action Plan. Ms. Gray explained that the City already has protections built into its policy, but this resolution would go further and give Staff the ability to strategize and recruit for positions that may be under utilized in the organization. Councilor JacksonlHartzell mls to approve Resolution #2005-06. Roll Call Vote: CouncU()r Amarotico, Jackson, Hartzell, Silbiger, Hearn and Hardesty, YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS Council discussed Philip Lang's letter regarding the absence of a Code of Ethics in the City Charter revision process. Mr. Franell encouraged Mr. Lang to participate in the upcoming Charter Review FOTIlm and present his suggestions there. Mr. Franell stated that the Council could provide a recommendation regarding this issue to the Charter Review Committee, but the Council had previously agreed that they did not want to influence the Committee. If the Charter Review Committee did not end up including this provision in their proposed Charter, the Council could then take action and insert it before it was sent out to ballot. Suggestions was made that the Council could address the Code of Ethics by making an amendment to the Ashland Municipal Code. City Administrator Gino Grimaldi agreed that it might be more appropriate to add it to the Code than to include it in the City Charter. It was clarified that adding a Code of Ethics to the Municipal Code would involve passing an ordinance. Council discussed Colin Swales' request to obtain clarification from the Government Standards and Practices Board regarding project representatives and how they are representing those project to the Council and the Planning Commission. Mr. Franell stated that he could request that the GSPB provide clarification in this area, however it would be 4-8 weeks before the City would receive a response from the Board. Councilor Hartzell/Jackson mls that Staff move forward on drafting an ordinance on the Code of Ethics. DISCUSSION: It was clarified that this motion did not include a time line for completion. Comment was made that the City should wait until they receive a response from the Government Standards and Practices Board before drafting such an ordinance. Suggestion was made that the Council should also work on ensuring that everyone was aware of the policy. Voice Vote: Councilor Hardesty, Hartzell, SilbigE~r and Hearn, YES. Councilor Amarotico and Jackson, NO. Motion passed 4-2. Councilor Hartzell/Amarotico mls to extend meeting to 10:30 p.m. Voice Vote: All AYES. Motion passed. Request was made that Staff add the Solar Ordinance to their list of issues that need to be addressed. Additional request was made for the Adoption of Findings to not be placed under the Consent Agenda. ADJOURNMENT Meeting was adjourned at 10:04 p.m. April Lucas, Assistant to City Recorder John W. Morrison, Mayor Members Absent: Staff Present: Non-Voting Members Present: Frank Betlejewski, Jo Anne Eggers, Stephen Jensen (Chair), Diane White Richard Brock, Anthony Kerwin, Bill Robertson (Vice Chair) Chris Chambers, Nancy Slocum, Pieter Smeenk Chris Hearn, Marty Main MEMBERS PRESENT: I. CALL TO ORDER: Chair Jensen called the meeting to order at 4:32 PM in the Siskiyou Room. II. APPROVAL OF MINUTES: White/Betlejewski m/s the minutes of October 13,2004 as submitted. Motion passed unanimously. Eggers/White m/s the minutes of October 27, 2004 Special Meeting as amended. Motion passed unanimously. Betlejewski/White m/s the minutes ofNovemb~r 3,2004 Special Minutes as submitted. Motion passed unanimously. III. PUBLIC FORUM Heiner commented on a listserv email from Dennis Odio1]. and Eric Navickas declining the invitation to participate as an AFRCA Team member. He was disappointed at their unwillingness to participate in the community process. He said Odion' s email was full of misinformation and reque:sted someone from the commission speak to him. IV. STAFF. REPORTS A. Budget Update - As Woodley was attending a conference there was no report. B. Interface Work - Chambers announced that the county had extending burning until November 15th. Chambers had been contacting landowners and following up on grant recipients. He attended a conference the previous week on a variety of related topics. Jensen asked if there were any new ideas to motivate landowners. The City is currently developing an ordinance with landscaping regulations and incentives. Chambers suggested the commission form a subcommittee in the near future to discuss urban interface issues. The interface could be a topic at the next public forum. Chambers explained that budget restrictions allow for only "complaint driven" action versus "regular inspection" driven action. Chambers said Senate Bill 360 would provide education to homeowners and would be implemented within the next two years. Large scale fir~~s make residents vulnerable no matter how close the fire is. Last year Cave Junction was nearly forced to evacuation 17,000 people in one hour. Chambers felt a sense of responsibility to prepare residents, but thought it must be balanced so not to create a culture of fear: V. OLD BUSINESS A. Update of AFRCA/AFLC Protocol and Meeting with City Recorder - Jensen revi~~wed his memo outlining his meeting with the Barbara Christensen, City Recorder, Mayor Alan DeBoer and Gino Grimaldi, City Administrator. Grimaldi would like to have the City, by means of the commission, develop a semi-permanent structure outlining the City's relationship with the Forest Service within the next six months. Main asked, since he and Darren Borgias were the commission's AFRCA Repres(mtatives, if all responses had to be approved by the commission before submission to the Forest Service. Jensen read from his memo "decision-making re: interpretation of AFRCA continues to n~side solely C:\DOCUME-l \berteaut\LOCALS-l \Temp\NOV lO.doc ASHLAND FOREST LANDS COMMISSION MEETING OCTOBER 13,2004 - Page 1 of2 with the AFLC in conjunction with city staff and, ultimately the City Council if needed." Jensen said l~ain was considered "city staff." He regretted that stakeholders might feel as if the rug were pulled out from under them. Eggers, who is also on Headwaters Board of Directors, had heard from some stakeholders who found it difficult to stay in the process when decisions could be overridden. Borgias noted that the AFRCA Team process allowed for both a majority and minority response. Heiner noted that the City did not have ownership regarding the Ashland Fire Resiliency plan as the Forest Service makes the ultimate decision regarding the watershed. Betlejewski asked if Grimaldi and the Mayor supported the commission in this work. Jensen answered yes. Grimaldi supported an inclusive public process. B. AFRCA Team: Review of MinuteslUpdate - Main announced that he might have a future conflict of interest as he may bid on future work in the watershed during the implementation phase. The comn1ission discussed the possible ramifications and decided there would be none. Main and Borgias are sharing all leadership and decision-making responsibilities. They met with the Forest Service all day Monday and Tuesday, November 8 and 9, and handed out a report on their discussions. Questions they kept in mind are: What is the long-term strategy to get what we want as a community. Do we have the community capacity to make a difference? COIrunission asked Slocum to notice the next AFRCA Team meeting for Friday, November 12th at 4:30 JPM. VI. ITEMS FOR DISCUSSION A. Field Trip Enhancements to Improve Public Participation - tabled. VIII. COMMISSIONER COMMENTS - None. IX. REVIE'V AND SET COMMISSION CALENDAR / NEXT MEETING A lower watershed tour is scheduled for Saturday, November 13 at 9:00 AM. The next regularly scheduled commission meeting is Wednesday, December 8, 2004. X. ADJOUHN 6:00 PM Stephen Jensen, Chair Respectfully Subrt1itted, Nancy Slocum, Clerk C:\DOCUME-l \berteau1'\LOCALS-l \Temp\NOV IO.doc ASHLAND FOREST LANDS COMMISSION MEETING OCTOBER 13, 2004 - Page 2 of 2 CITY OF ASHLAND ASHLAND HOUSING COMMISSION MINUTES DECEMBER 15, 2004 1. CALL TO ORDER Chair Matt Small called the meeting to order at 4:05 p.m. at the Community Development and Engineering Services building in the Siskiyou Room located at 51 Winburn Way, Ashland, OR 97520. Commissioners Present: Matt Small, Chair Carol Voisin Alice Hardesty Faye Weis1er Amy Korth Liz Peck Don Mackin Kim Miller Kate Jackson, present Ryan Heihn, absent Brandon Goldman, Housing Specialist Sue Yates, Executive Secretary Absent Members: Council Liaison: SOU Liaison: Staff Present: 2. APPROVAL OF MINUTES - The minutes of the November 17, 2004 meeting were approved. 3. PUBLIC FORUM Mike Morris, 720 S. Mountain A venue, stated he is a member of the Ashland Planning Commission but not representing the Planning Commission today. Morris and the Commissioners discussed the Fordyce Cohousing project that was heard at the Planning Commission meeting on Tuesday, December 14,2004. Morris didn't really feel the project itself was denied but the request for the re-zone of the property from R-1-5 (Single Family Residential) to R-2 (Low Density Multi-Family Residential). He was one of two that voted not to deny it. The Housing Commission had previously heard a presentation from the Fordyce Cohousing group but would not have been able to make a motion to recommend the project because they don't make recommendations on planning a<:tions. Some of the members had questions then about the affordability of the units and sustained affordability. Morris wondered about long-tenn affordable housing and use of accessory residential units for affordable housing. Jackson and Goldman explained that accessory residential units are one component of affordable housing. The Action Plan looks to shift accessory residential units to outright permitted uses in single family zones and not require a Conditional Use Permit. Morris brought to the attention of the Commission that designing for curbs, gutters, sidewalks and other design elements in a project add to the cost of the project. He wondered if the Commission had given any thought to waiving the fees for these types of design requirements. It was noted that the Tree and Historic Commissions review projects looking at specific criteria. The Housing Commission does not yet have specific criteria to use in reviewing projects. The Commissioners suggested looking at this issue at a meeting. 4. PROJECT UPDATES A. Minimum Density Ordinance (Second Reading completed by Council) Goldman reported the minimum density ordinance was approved by the Council and has become effective. B. RVCDC Project RVCDC received a Youth Built Award through the Job Council. This will allow students to get job skills training on the Park and Siskiyou projects creating free labor on those units. RVCDC has had difficulty getting applicants to qualify for the Self-Help program. 5. OTHER BUSINESS FROM HOUSING COMMISSION MEMBERS - New and Miscellaneous Commissioner Discussion Items Not on the Agenda. Jackson said though the Minimum Density ordinance has gone through the process, it did not apply to the Historic District because of the Maximum House Size ordinance. The Council is concerned about the process for the Maximum House size. TheJ;e have been a tOUllI of 90 permits requested, only five of which were requests for maximum square footage. The Council is asking to have those statistics tracked for a period of time. They want to see how much housing stock is being taken out of circulation. 6. SUBCOMMITTEE REPORTS - No subcommittees met. 7. NEW BUSINESS Real Estate Transfer Tax Goldman ref{:rred to the memo and supporting information in the packet regarding the Real Estate Transfer Fee (RETF). Does the Housing Commission wish to forward a recommendation to the City Council stating that Ashland would like to participate in the pilot project establishing a Real Estate Transfer Fee in the amount of 0.5 percent? Small so moved. The motion was seconded and approved. Rich Rohde, 124 Ohio, Oregon Action, further discussed the RETF and Housing Trust Fund. He said the first $150,000 of the sales price of a home is exempted, but assuming the fee is 0.5 percent to one percent, approximately $412,000 could be raised for affordable housing in ten months in Ashland. It is such a rational way to raise money for affotdable housing. This could be a possible project for the Education Committee to do some additional research. Hartzell interjected sh~ would like to see the Housing Commission make a recommendation to the Council to pursue this. Weisler/Hardesty m/s to strongly support and urge the Council to strongly support the Real Estate Transfer Fee (RETF) and investigate looking into engaging in a lobbying effort to support the lifting of the pre-emption specifically for the purpose of affordable housing. Voice Vote: Unanimous. Goldman will write up the recommendation to the Council and also write a letter to the Blue Ribbon Committee on housing giving them a status n::port. 8. UNFINISHED IBUSINESS A. Ashland Homeless Alliance (AHA) - Presentation delayed until January 26, 2005 B. How;ing Priorities for Council Goal Setting The Council :is asking for two things: 1. What are the Housing Commission's highest priority goals they would like the Council to include in their goals for 2005-2006? 2. A more comprehensive prioritization of the Affordable Housing Action Plan. The Commission discussed: 1) removing CDBG responsibilities from Goldman, 2) land acquisition, 3) the housing trust fund, and 4) housing program review update. The goal of creating a living map was discussed at length and though it would be a very useful tool for determining inventories, it was decided at this point enough studies had been done and it is time to go ahead with the information at hand. With regard to the land acquisition goal, the Commission discussed the merits of including "permanent affordability" and working with the private sector as well as the non-profits. W eisler moved to adopt the wording "Land acquisition intended to support permanent affordable housing through non-profit and private housing providers." The motion died for lack of a second. Most concluded it would be more appropriate to pass along a broader goal to the Council so they don't become lim~ted in their search for affordable housing. Korth moved to adopt the language, "Land acquisition intended to support afIordable housing in collaboration with non-profit and for-profit housing providers." The motion was seconded and carried 1manimously. 1. Establish a housing trust fund platform. 2. Remove CDBG responsibilities from Goldman. 3. Housing program review and updates. 4. Identify land for re-zoning to create additional affordable housing. These goals match the goals of the Action Plan. ASHLAND HOUSING COMMISSION DECEMBER 15, 2004 MINUTES Page 2 of 3 9. COMMISSION COORDINATION A. CDBG 2005 RFP to be issued December 20, 2004 Goldman said the proposals sent out for 2005 will be due back on February 9th, 2005 The RFP for the Lithia Way property will be mailed out on December 23,2004. B. Subcommittee meetings Land Use - 1st Thursday of the month (January 6) at noon in the Siskiyou Room Finance - 2nd Monday of the month (January 10) at 7:30 p.m. in the Siskiyou Room Education- 3rd Wednesday of the month (January 18) at 5:30 p.m. in the Siskiyou Room 10. JANUARY 26, 2006 MEETING AGENDA ITEMS How will Housing Commission weigh in on Planning Actions? Federal appropriations - Hartzell and/or Jackson 11. ADJOURNMENT - The meeting was adjourned at 6:20 p.m. ASHLAND HOUSING COMMISSION DECEMBER 15, 2004 MINUTES Page 3 of 3 Bicycle & Pedestrian Commission December 16th, 2004 Regular Minutes Roll Call Members present: Council Liaison: Staff: RVTD liaison: High school liaison: Chair Lexi Delgado Vice Chair Brad Knickerbocker David Chapman John Morrison Derek Severson, Assistant Planner Paige West, R VTD/TDM Planner Cory Lescher (absent) Julia Sommer Dylan Robbins Tracy Bungay Tom Marvin John Hinke Tom Cook, APD Officer SOU liaison: Phil Clarke (absent) Call to Order Delgado called the meeting to order at 5: 15 p.m. ADDroval of Minutes November 18th. 2004 Robbins/Bungay mls to approve the minutes of November 18th as presented. Voice vote: All AYES. Motion passed. Public Forum Delgado introduced Rachel Teige, Recreation Superintendent from the Ashland Parks & Recreation Department. Teige noted that she had been living in Ashland for three months now, and discussed the Department's work in conducting fall bicycle programs. She noted that the program had included bike repair and trail rides, and a maintenance class was planned for the spring. She noted that they were looking at bike and skateboard safety classes, and that they had publicized programs in their program guide but were looking for suggestions on how to reach a wider audience. Teige noted that the Parks Department would be conducting this year's Bike Swap, and added that they hoped there would be a lot of volunteers from the commission. She emphasized that the Parks Department would be handling logistics and promotions and welcomed any feedback. Members discussed setting a date for the Bike Swap, and suggested that Teige consider May 7th, 2005. Teige noted that a bike rodeo was being considered as a summer or fall event. West noted that sht: had discussed skateboard safety classes with Joy Bannon in Parks, and she added that such classes might be added into future bike safety efforts. . Teige emphasized that she welcomed program ideas, and added that the Department was trying to broaden the scope of its recreational program offerings. She pointed out that efforts were being made to partner with both the University and the YMCA to avoid duplication while increasing offerings. Delgado suggested more family programs. Robbins suggested a recurring bike maintenance program. Teige also noted that the new dirt jump park was a Parks Department program. Senior Proiect Discussion Delgado noted that Paul Clay, a senior at Ashland High School, was present and looking for senior project ideas. Clay explained that his aim was to find an idea that tied in with encouraging a car free lifestyle. He noted that he would like to work to make Fridays an official Bike & Walk Day. Delgado suggested two ideas for consideration: 1) an elementary school presentation/show for an assembly; 2) a "Who Rides/Who Strides" related project involving the production of a book previously di~:cussed by the commission or preparing a "Who Rides" program focusing on the High School. Bungay referred Clay to the Massachusetts-based Liberty Cabbage Revival performance group, their non-motorized circus and their "Oiligarchy" theatrical production. (on the web see: http://www.indybay.org/news/2003/06/1621663.php?thelne=2 ) 2004-1216_Bike Min Page 1 of3 Bungay added that Safe Routes mapping might be something to consider as well. Robbins noted that color coding street maps by traffic volume, slope, presence of bike lanes, etc. to help cyclists plan their routes would be a worthwhile project. Chapman suggested focusing on interviewing parents to identify reasons that they prefer not to ride or let their children ride. Robbins added that a sociology-type project could be identifying community attitudes and looking at ways to positiveLy change habits. Hinke suggested that an interesting project would be a day in life of bicycling Ashland, in the form of a series of photos taken at a busy trail intersection over the course of one day. Council Goals Members discussed their goal suggestions and arrived at the following list of recommendations: 1) Car Free Day Downtown Street Closure - International Car Free Day has become an official program of the European Union and the United Nations, and is celebrated by over 100 million people in over 1,500 cities around the world. Car Free Day will be observed on September 22nd, 2005. The Ashland Bicycle & Pedestrian Commission would like to make Car Free Day a large- scale event in Ashland on par with the Fourth of July and Halloween. Planning is already underway in cooperation with RVTD, and the Commission's hope is to close a portion of the downtown to motor vehicle traffic and stage an all day event with parades, exhibits, live music, RVTD shuttle service, and sidewalk sales to demonstrate that there is a viable alternative to the car culture and that the downtown could be greatly enlivened by getting people out of their cars. The Commission requests the Council's endorsement of and support for this event, and that successfully carrying out this event be made a Council goal for the coming year. 2) Improved Transit Service - The Commission would like to see further improvements to Ashland's transit service as a Council goal, with R VTD service increased to every IS-minutes for all Ashland routes, expanded weekend and evening service, and a study to look into how to successfully provide mass transit for a low density area. The Commission feels that the Rogue Valley Council of Governments (RVCOG) would be an excellent resource to explore how to successfully operate a low-density mass transit system, with Ashland to serve as a model. 3) Downtown Plan Update - The Commission requests that the Council commit to the development and adoption of a new Downtown Plan this year, to include bicycle lanes, increased bicycle parking, and improved pedestrian amenities. Other goals discussed included a no-spitting ordinance, development of a bike routes map, atlding sidewalks on Hersey Street, working to phase-in more environmentally friendly hybrid or bio-diesel vehicles into the city fleet, easement acquisition for bicycle and pedestrian through-ways/trails, and taking a harder line on speed control within the city by hiring another traffic officer and strictly enforcing speed limits. Car Free Dav Plannina Severson noted tllat permitting for the closure was all handled through the state. He pointed out that city regulations limit any closures to no more than six hours, and added that the state may have more stringent limitations. He stated that he had called and requested they fax or email forms and closure details. He added that there would need to be details of times, dates, alternate routes to be used, and etc. He recommend getting the business community to buy- in, and seeking support from the City Council and Ashland Police Department before proceeding with an application. Members discussed their hopes of staging an event to get citizens more used to street life. There was discussion of a postering campaign, and getting the Chamber of Commerce and the Parks Department involved. The event date was discussed, and members questioned whether another day might work better for the merchants. The visibility of the event on a workday was noted as a positive element, and it was noted that even drivers witnessing people changing their routines might be positively affected. There was discussion of staging a subcritical mass ride or a "courteous mass" ride. 2004-1216_Bike Min Page 2 of3 ODOT Poster Giveawav West noted that she would order posters. Creatina a Calendar Members discussed the need to include Car Free Day, the Bike Swap, the Spring Thaw, and any Parks-related cycling events. It was noted that members would like this linked to the city calendar on the city's website. Severson stated that if members would email dates to him, he would compile an initial draft of the calendar for member reVIew. Who Rides? Delgado stated that she would be interviewing Dale Rooklyn, and added that she had a list of other potential interviewees. Robbins noted that he would interview Craig Anderson. It was noted that BTA's Brad Jones might be a good candidate to feature in an article as he collects bikes and donated parts and ships them to Cuba. West asked if all of those interviewed could be considered for the R VTD Transportation Hero award. After discussion, it was agreed that all future interviewees would be asked if they were willing to be considered for this honor. Subcommittee Reports Robbins and Delgado noted that they were working on the SprocKids program in subcommittee and would report back with details. Delgado added that she mentioned the program to Teige and she was interested. It was noted that the Car Free subcommittee would be meeting on the third Thursday of every month at 4:00 p.m. before the regular meeting, and on the first Thursday of every month at 3:30 p.m. at the Library. Severson noted that the meeting room was already reserved for another meeting prior to the January 20th meeting and would be unavailable. New Business Chapman noted that the Traffic Safety Commission was again looking at the intersection of Oak and B Street based on this commission's recommendation last month. Members discussed the placement of bus shelters at Ashland High School, and West suggested that .the planner at RVTD could look at the possibility. West discussed her research into skateboard safety programs. She noted that there are as many as 50,000 skateboard injuries each year in the U.S., and added that one third of these are new riders. She emphasized thl~ importance of enforcing helmet requirements. She also noted that a number of communities on the East Coast offer safety courses through their Parks & Recreation departments. She explained that they use either certified instructors or interns, and that they usually offer these courses in a series. She noted that she had prepared a letter to the Ashland Parks & Recreation Department requesting similar classes in Ashland. DelgadolRobbins m/s to endorse West's letter to the Parks & Recreation Department. Voice vote: All AYES. Motion passed. Aaenda Items for Next Month Car Free Day 2005 Adiournment There being no further business, the meeting was adjourned at 6:55 p.m. Next Meeting: Thursday, January 20th, 2004 2004-1216_Bike Min Page 3 of 3 CITY OF ASHLAND Minutes Conservation Commission 12/01/04 These Minutes arE~ preliminary pending appro va/ by Conservation Commission at the January 26, 2004 Conservation Commission Meeting. December 01, 2004- 7:00 p.m. Community Development Building 51 Winburn Way Ashland CALL TO ORDER Chairperson, Alex Amarotico, called the meeting to order at 7:05 p.m. in the Community Development Building. ROLL CALL Attendees: Charles Bennett" Carol Carlson, Russ Chapman, Jim Hartman, Joanne Krippaehne, Bruce Moats, and Paige Prewett. Ross Finney was absent. City Council Liaison: Alex Amarotico Staff Liaison: Dick Wanderscheid, Larry Giardina Student Liaison: none present APPROVAL OF MINUTES Chairperson, Alex Amarotico asked for an approval of the October 27,2004 minutes. Commissioner Chapman clarified under Ashland Sanitary & Recycling Update Mr. Hubbard reportE~d 1 ~ tons of recycling collected, not trash collected, and also Ashland recycles approx. 300 tons not 250. Also noted was that SP retains 68% to sustain their suppliers, not the mill. Commissioner Krippaehne moved to approve the minutes as amended and Commissioner Chapman seconded the motion. Voice vote: all Ayes. The motion passed with a unanimous vote. The minutes of the Conservation Commission Meeting of October 27,2004 were approved. PUBLIC FORUM Mr. Eric Dittmer from Southern Oregon University, introduced the 3 Cap Stone students from SOU along with the current representative from the Ashland Congregational United Church of Christ to the Commission. Olivia Dollete/Stacy SchmidtlRachael McAlvage/SOU Campus presented to the Commission a verbal report on the Cities for Climate Protection Cap Stone Project findings. This team represented the second team in this project and felt they have brought the project halfway through the 5 Milestones listed below: 1) Conduct a local emissions inventory and forecast of greenhouse gas emissions 2) Adopt an emissions reduction target 3) Draft an action plan to achieve the target 4) Implement the action plan 5) Evaluate the report on progress The students explained green house gas emissions and suggested areas in the City that were contributors, although they felt the area of transportation was skewed and will need a better system of data collection. Industrial 9.8% Commercial 36.1% Residential 42.6% Transportation 11.5% CC Minutes 12 01 04 Page 1 of 2 There presentation inGluded projections and recommendations for existing programs, energy efficiency and expansion of energy programs. Attached is a written summary that was presented to the Commission with a written report to follow at the end of the winter school term. Mr. Wanderscheid congratulated the team on a great job and thanked the group for their work accelerating the accomplishments of this project. Mr. Dittmer introducecl the next liaison student in this continuing project, Sonya Brester, who will look at the Rogue Valley Transportation study. He introduced Tristan Ragsdate, Tristan.ragsdate@gwaiLcom, who explained about an electric energy fair, and scheduled for January 8th at SOU. Hoping to inform people about home heating savings and energy conservation, the fair is scheduled from 9-4:40. ASHLAND SANITARY & RECYCLING UPDATE: Commissioner Chapman reported about the success of the annual leaf recycling held in November, and the public support of this program. OLD BUSINESS Conservation Goals and Council Goals The Commission discussed different goals to present to the City Council and decided upon the following three: · Continue the City's current commitment of purchasing green power from Bonneville Power Administration and also explore expanding the size of this purchase in the future. · Increase the overall energy efficiency in the City's vehicle fleet, and also explore the expanded use of alternative! fuels in the fleet. · In order to ensure the utmost resource efficiency in new City facilities, require all new facilities be constructed to comply with LEED or Earth Advantage equivalent standards. The Commission decided to further their discussion of Commission goals at the next meeting and continue with any other reports they were unable to discuss due to time constraints. NEW BUSINESS None presented. SUBCOMMITTEE REPORTS 1. Historic Conservation None presented 2. Education/Events None presented 3. Green Business None presented COMMISSION ITEMS NOT ON THE AGENDA None presented. ADJOURNMENT Meeting adjourned at !~: 15 pm. Respectfully submitted, Mary McClary, Assistant to Electric Department CC Minutes 1201 04 Page 2 of 2 CITY OF ASHLAJ\TD Council Communication Letter of Support for the Fern Valley Road Interchange Project in Phoenix and the Federal Transportation Authorization Bill Meeting Date: Department: Approval: February I, 200~ Public Works Gino Grimaldi Primary Staff Contact: Paula Brown, :552-2411~ brownp@ashland.or.us / Statement: The Federal Transportation Authorization Bill includes a increase in the amount for Oregon and a specific "federal (~armark" for the Fern Valley Road Intersection Improvement Project in the City of Phoenix. This item requests Council's approval on a letter of support for the transportation legislation and specifically identifies support for the Fern Valley Road Interchange. Background: The Rogue Valley ,Area Commission on Transportation (RV ACT) and the Rogue Valley Metropolitan Planning Organization (MPO), of which Ashland is a member of both, have been diligently preparing for transportation priorities. Transportation priorities are based on regional needs and deficien(;ies and are fully processed through the STIP (State Transportation Improvement Program). The 2006-2009 STIP is in the final stages of approval and includes the 1-5 Fern Valley Road Interchange project to widen the structure overpass and realign the road. This is one of the highest priorities for the Rogue Valley and will go a long way tovvard improving the transportation network in the south valley region. This project has a federal earmark for funding a significant portion of the $28.7M project, which is slated for 2007 funding year and depends upon the full authorization of the next transportation bill (or a further extension of the existing legislation). The many issues involved in renewing the massive funding bill for highways, bridges, transit, safety and other transportation investments, known currently as "TEA-21 ", will be revisited in the 1 o 9th Congress. Committee leaders want to move TEA-21 legislation to the full House and Senate in March to allow for conference negotiations in April. Once conferees reach an agreement, the House and Senate must approve the legislation again before it goes ltO the President for his signature or veto. This schedule is driven by the May 31, 2005 deadline set forth in the last extension law. Related City Policies: Budget CIP G:\pub-wrks\admin\PB Council\Street_ODOT misc\CC Support Fern Valley Rd Phoenix IFebOS.doc Council Options: 1. Approve the attached letter of support for the Fern Valley Road Interch,mge project and authorize the Council President's signature. 2. Have staff revise the letter of support for the Fern Valley Road Interchange project and authorize the Council President's signature. 3. Reject the recommendation for approval and rescind the attached letter of support for the Fern Valley Road Interchange project. Staff Reconlmendation: Staff recommends approval of the attached letter of support. Potential M:otions: Council moves approval of the attached letter of support for the Fern Valley Road Interchange proj ect and authorizes the Council President's signature. Attachmen1ts: Proposed Letter of Support CC Support Fern VaHey Rd Phoenix IFeb05 rA' Page 2 of2 C.'rYOF ASH[LAND February 1, 2005 The Honorable Greg \Nalden United States Congress 1404 Longworth House Office Building Washington DC Dear Congressman V\'alden, The City of Ashland supports the need for an enhanced Transportation funding authorization bill. In the Rogue Valley, we work very diligently to support the regional needs of all of our cities in the JGickson- Josephine County area through our Rogue Valley Area Commission on Transportation. One of our regional priorities is the Fern Valley Road Interchange project. This $28.7 Million project will significantly benefit the transportation network within the south valley area. This project is of regional significance with construction scheduled to begin in 2007, but depends upon the full authorization of the next transportation bill (or a further extension of the existing TEA-21 legislation). Our two-county region works closely together to identify and prioritize projects that provide the most benefit as our community continues to grow. We identify projects that meet the needs of the area, am ready for implementation, and meet the goals of the Oregon Transportation Plan. The Fern Valley Interchange project is on our 1-5 Interstate. The Fern Valley Interchange is located to meet the needs of an increasingly used destination area for our community, and is a major truck stop for interstate traffic. This project includes necessary widening and interchange improvements to meet the needs on into the future. We sincerely appreciate your efforts toward increased transportation funding for the State of Oregon. As you know, these funds are the primary source of funding for the Statewide Transportation Improvement Program (STIP) and Ulltimately determine the amounts of federal and state funds that become available for state and local transportation projects. Your approval of the transportation legislation and this special federal earmark for thle Fern Valley Road project will help to further our transportation network and continue the local funding of very needed transportation projects. Thank you for considering our important request. Very Respectfully, Chris Hearn Council President C:\DOCUME-1\berteauf\LOCALS-1ITempILTR Support Fern Valley Rd Phoenix 1Feb05.doc PUBLIC WORKS DEPARTMENT Tel: 541-488-5587 20 E. Main Street Fax: 541-488-6006 Ashland,OregQ/197520 TTY: 800-735-2900 WWN.ashland.or.us rA' CITY Ol~ ASH LAr" D Council Communication Meeting Date: Department: . Approval: Appeal of Planning Action 2004-105 - A Request for Preliminary Plat Approval of a Seven-Lot Subdivision, an Exception to the Street Standards, a Tree Removal Permit, a Conditional Use Permit for an Accessory Residential Unit and a Variance to Off-Street Parking Requirements for the Properties Located at 759 and 769 South Mountain Avenue Primary Staff Contact: Maria Harris, 552-2045 \!\. W. harrism@ashland.or.us ~ Secondary Staff Contact: John McLaughlin, 552-2044, mac@ashland.or.us F,ebruary 1, 2005 Planning (tJ.. Gino Grimaldi .~ Statement: The appellant submitted a brief providing further infonnation on the grounds for appeal and related approval criteria. Staff has reviewed the material, and addressed the items in the body of this report. The record was distributed to Council on January 21 to provide additional time for review, and the timdine of the application was included in a Council Communication as the cover for the record. The appellant's brief was received on January 24, and is being distributed with this communication. Background: The Staff report included in the record provides a detailed description of the proposal, and the issues raised. See pages 36-48 of the record for this report, and pages 15-26 for the :findings. A timely appeal was filed by Randall Hopkins on December 30, Q004 including thirteen issues as the grounds for the appeal. On January 24,2005, the appellant submitted a brief providing additional infonnation addressing the issues raised on appeal. The brief contains eight objections on pages 4 through 20, and Staffhas provided infonnation pertaining to the objections by the order used in the appepant' s brief. Obiections 1 and 2 Regarding Obiections 1 and 2, the Prospect Street improvement approved by the Planning Commission meets the street standards for driving surface width and we believe that the applicant has provided the necessary infonnation and evidence necessary for an Exception to the Street Standards to install a curbside sidewalk. In addition, the Planning Commission felt the Prospect Street improvement is proportionate to the additional ten trips per day, visitor parking use and additional pedestrian trips that would he generated by the proposed subdivision. 1 IW.lI Ir"~ The Planning Commission found Prospect Street improvements to meet the criteria for an Exception to the Street Standards to provide a five-foot wide sidewalk on the south side of Prospect Street. The standard for a Neighborhood Street requires a seven-foot wide parkrow between the curb and the sidewalk with a five-foot wide side,,'alk. The approved curb-to-curb width, or driving surface, meets the required widths for a Neighborhood Street. With the approval of the Exception to the Street Standards to install a curbside sidewalk, the Planning Commission found that the right-of-way width to be adequate. As a result, the Planning Commission found that a strelet dedication was not required. Four parcels currently have access from Prospect Street including three: developed lots and one vacant lot. As approved by the Planning Commission, Prospe(;t Street would provide pedestrian access to seven parcels and automobile access to five parcels. The Planning Commission found that the approved curbside sidewalk improvement was adequate to serve relatively low pedestrian volumes generated by seven homes. Additionally, given the relatively low number of vehicular trips generated by five homes, the Planning Commission felt the buffer to pedestrians provided by a parkrow was not critical as compared to higher volume street such as South Mountain A venue. Finally, the discussion of the Planning Commission recognized the nexus between the additional use of Prospect Street by the proposed development and the level of required improvement. The proposed subdivision would use Prospect Street for vehicular access for one lot, visitor parking for up to three lots, and pedestrian access for three lots. As a result, the proposed development would add an average of ten trips per day to Prospect Street and potentially some pedestrian traffic. The applicant would be improving an unpaved street without pedestrian facilities to the widths required for a Neighborhood Street:, and provide a sidewalk on the south side of the street. Additionally, the applicant propo:;ed a vehicle turnaround to address concerns regarding the current use of the CarpOlt on the north side of Prospect for maneuvering vehicles. The discussion of the Planning Commission recognized that concerns raised by neighbors regarding Prospect Street are existing, and that the additional ten vehicle trips per day, on-street parking use and additional pedestrian trips would not significantly exacerbate the current situation. Subdivisions completed under Chapter 18.80 are subject to the street standards in Chapter 18.88, Perfonnance Standards Options (18.80.030.A.l). The street standards in Chapter 18.88 provide an exception process (18.88.050.F). The Exception to the Street Standards is a process that allows the applicant to propose an alternative street design to the components required in the Street Design Standards for new and reconstructed streets. The Exception process was designed to allow flexibility to adjust to natural conditions such as preservation of mature trees, slopes, wetlands, drainages and creeks, and rock outcroppings, and to address areas where adjacent development has oCGurred prior the street improvement. The exception process was included in the Street Standards to provide a mechanism to respond to topographic constraints in Ashland" to provide a balance with the emphasis of City goals, policies and regulations on pn~servation of natural features and in recognition that development could occur in areas with an existing street network. 2 The appellant has raised the issue of street dedications required under Chapte;:r 18.82, Street and Greenway Dedications. The purpose of the chapter is in Section 18.82.010 stated as follows. To provide timely and orderly improvement and enlargement of the City street and greenway system through the dedication of land by property owners upon development of their land. The intent of the chapter is to address future street dedications in undeveloped areas rather than improving undeveloped existing public streets. Objections 3 and 4 Regarding Obiections 3 and 4, we believe that the proposed sidewalk and parkrow improvements to South Mountain Avenue and the sidewalk improvement to Prospect Street can be accommodated through a public pedestrian easement. An ease1nent retains the property in the ownership of the respective lots, is not a right-of-way dedication, and therefore does not reduce the lot size. . Subdivisions perfonned under the Perfonnance Standards Options in Chapter 18.88 are not required to deduct land dedicated to the public including street improvetnents from the density of the project. Additionally, the Planning Commission can waive;: the minimum lot size requirement for dedications of property for public use as street right-of- way (18.76.190) for Land Partitions perfonned under Chapter 18.76. Installation of improvements such as sidewalks on existing dedicated streets has been considered a benefit for the neighborhood as well as the development. As a result, any right-of-way dedications are not deducted from minimum lot size to provide an incentive 1to install sidewalks w'ith development proposals. · Objection ~~ Regarding Obiection 5, we believe that the applicant has provided the necess:ary infonnation and evidence to address the appellant's concerns regarding lot size. The issue of lot size for Lots 4, 5, and 6 was not raised during the previous hearings in front of the Planning Commission. The appellant has referenced a staff response dated 02.25.03. However, the Icurrent application 'was not filed until 07.15.04, therefore, staffs comments were made regarding a previous plan that is not part of this record. Review of the submitted plan shows that while the applicant has shown the lot areas for lots 4, 5, and 6 including the flag drive areas (11,950, 12,099, and 12,895 sq" ft. respectively), when the flag portions are deducted from the lot area, all lots are a minimum of 10,000 sq. ft. The appellant has indicated that if you include the paved drive as well as the flag pole portion of the lot, then the lot sizes drop below the required minimum. However, the ordinance states that the flag drive shall not be included in the lot area ca1c:ulation, but does not include other paved access areas. 3 The City.has historically only excluded the flagpole portion of a flag lot from the calculation of lot area. Standard lots contain vehicle access and driveways which are not excludled from lot area calculations. The purpose of the flag pole exclusion is to ensure that the someone could not propose a long flag drive (for example, 300' in length by 15' in width) encompassing 4500 sq. ft., then only a very small building lot at the end. Staff believes that the lot configurations comply with the City's ordinances. Obiection 6 Regarding Obiection 6, the Planning Commission found that the provision of on-street parking and an above-grade sidewalk were necessary to improve the existing parking situation and provide safe pedestrian access on the section of Prospect 'Nest of the proposed turnaround. It is Staffs understanding that the owners of the two parcels at the dead end (west end) of Prosp(~ct , 1036 Prospect and 1043 Prospect, have had a disagreement related to on-street parking adjacent to their properties. Currently, the west end ofProspec:t is signed no parking. The applicant presented an option for on-street parking at the west end of the street .with an "at grade" sidewalk. Comments were received by the Planning Comnlission regarding the necessity for parking west of the turnaround, the concern that emergency vehicles will be able to negotiate the turn to access the property at the west end of the street if on-street parking is pennitted, the preservation of the trees on either side of the street, and the need for a separated above grade standard sidewalk. The owners of 1036 Prospect Street and of 1043 Prospect Street have submitted letters for the appeaJl proceedings. Staff recommended the following condition of approval which was deh~ted in the Planning Commission decision. The condition was tailored to allow the provision of on- street parking if it could be demonstrated that adequate area for vehicle: maneuvering and emergency vehicle access is provided. Since the issues are existing and are beyond the impact area of the proposed development, the Council may want to consider attaching the previously suggested condition. If Council chooses this direction, Staff recommends the follo"ring revision to the condition for clarification. 14) That the proposed Prospect street improvement west of the turnaround shall be improved as proposed with 22 f-eet of v;idth and-on-street parking on one side if the following conditions are satisfied: 1. a vehicle turnaround easement is obtained from the property owners of 1036 Prospect for use of their driveway for a turnaround area, or ~ it is demonstrated that it is possible for a vehicle parked on the north side of Prospect on the west end to turnaround in the driyc9,..ilY and exit out of Prospect Street in a forward manner, and;; 2. th(~ Fire Department detennines that a emergency vehicle can negotiate the turn into 1036 Prospect with automobiles parked on the north side of Prospect on the west end. If the before mentioned conditions are not satisfied, the Prospect Street improvement shall be reduced in 9.yidth constructed as proposed with 22 feet of width, but ftfld-on-street p:lrking shall not be pennitted west of the turnaround. The engineered drawings shall be revised accordingly. 4 In addition, the installation of the above grade sidewalk as required by the Planning Commission does extend the area of construction impact at least five feet closer to the cluster of tr~ees in the northwest comer of the parcel to be preserved. The Council may want to consider retaining an at grade sidewalk as proposed by the applicant to lessen the impact to the trees. If Council chooses this direction, Staff recommends the following revision to condition 8 of the Planning Commission Findings dated November 9,2004. 8) That the sidewalk on the south side of Prospect Street shall be a minimum of five feet in width in accordance with the Ashland Street Standards as required in 18.80.030.A.1. In addition, west of the turnaround, the sidewalk shall be ft standard curbside rather then at the same level as the driving surface and incorporated into the total curb to curb width of 22 feet as shown in the application. The sidewalk shall be connected through the turnaround area by providing wheelchair ramps and insblllation of the at grade sidewalk in the turnaround. Engineered construction drawings for the street improvement shall include the increased sidewalk width, standard curbside sid(~walk west of the turnaround, ..and crossing area, and shall be submitted for review and approval of the Ashland Engineering and Planning Divisions. Obiection j~ Regarding Objection 7, Staff reviewed the tree protection bond provision in Section 18.61.250. Section 18.61.250 states: The City may require the pennittee to post with the City a bond, or other suitable collateral as detennined by the city administrator, ensuring the: satisfactory completion and maintenance of the tree protection plan. Suitable collateral may be in the fonn of letters of credit, certificates of deposit, cash bond, or bonds issued by an insurance company legally doing business in the State of Oregon." The issue of posting a security bond for the tree protection plan was raised and discussed at the Nove1mber 4, 2004 Tree Commission meeting. Specifically, the appHcant's history on other projects was raised in a letter from the appellant to the Tree Commlission. After the letter was read by a neighbor, a Tree Commissioner questioned the applicant on his history of tree protection on projects outside of the application.' Staff cautioned the Tree Commission from considering evidence other than merits of the applica1tion that was presented. Despite Staff's recommendation, the applicant chose to respond to the line of inquiry. In the final recommendations of the Tree Commission, a requilrement for a security bond was not included. Obiection ~~ Prior to the opening of the public hearing at the November 9,2004 Planning Commission meeting, the appellant raised the issue of ex parte contacts by Planning COlnmissioner Dave Dotterer. Two Commissioners (Dotterer and John Fields) declared ex parte contacts that occurred directly after the October 12, 2004 meeting. The Conlmission reviewed the declarations. The Commission felt the Commissioners were not biased and could participate in the proceedings. Staff is not aware of, and has not received evidence of any other ex parte contacts by Commissioners, other than the comments in the 5 ~ ~. 04 appellant's brief which do not specifically state the name of the commissioner, the nature of the eonversation, nor the content of the ex parte contact. Staff presented a report on the materials submitted to address the issues raised at the Octob(~r 12, 2004 Planning Commission meeting. The Chair of the Conllmission also allowed the applicant to speak at the beginning of the continued public hearing to address the ne,v issues. Council Options: The Council n1ay approve, approve with modifications and conditions, or deny the application. Staff Reconrlmendation: The decision of the Planning Commission had two components. First, the COInmission found the Preliminary P1lat for the Subdivision, the Exception to the Street Standards for Prospect Street and the Tree Removal Pennit complied with the applicable ordinance requirements. Second, the Commission found the Conditional Use Pennit for an Accessory Residential Unit, Variance to Off-Street Parking Requirements fot the Accessory Residential Unit and the Exception to the Street Standards for South Mountain Avenue did not meet applicable ordinanc(~ requirements. The Planning Commission approved the Preliminary Plat for the Subdivision, Exception to the Street Standards for Prospect and Tree Removal Pennit by a 7-1 vote, and unanimously denied the Conditional Use Pennit for an Accessory Residential Unit and Variance to iQff-Street Parking Requirements for the Accessory Residential Unit. Condition 27 of the Planning Commission findings dated November 9, 2004 on pages 15-16 of the record required the installation of a parlcrow on the South Mountain Avenue sidewalk improvement. After review of the new infonnation and the concerns raised by the appellant, Staff supports the decision of the Planning Commission and recommends the Council approve the request (with the denial of the CUP and Parking Standards Variance) with the attached conditions as stated in the findings on pages 15-26 of the record. The Council may wish to attach other conditions that they deem relevant to the criteria for approval. Potentiall\t1[otions: Move to approve the application for the Preliminary Plat for a Seven-Lot Subdivision, Exception to the Street Standards for Prospect Street and a Tree Removal Pennit included in P A 2004-105 with 28 attached conditions as approved by the Planning Commission on November 9,2004; and move to deny the application for a Conditional Use Pennit for an Accessory R(~sidential Unit, a Variance to Off-Street Parking Requirements for the Accessory Residential Unit, and an Exception to the Street Standards for Mountain Avenue included in PA 2004-105. Move to approve the application as submitted. Move to deny the application as submitted. Attachments: Appellant's Brief in Opposition to Planning Action 2004-105 (Mountain Pines Project) Letter from M:ilan P. (Kip) Sigetich and Rebecca L. Reid dated January 23,2005 Letter and Petition from Andrew and Jeanne Stallman dated January 25,2005 Letter from Julie Stuelpnagel received via email dated January 25,2005 6 c>A. i+A'iD,J' deHm1i1R! SCHNEIDER MUSEUM OF ART SCHNEIDER MUSEUM OF ART Southern Oregon University 1250 Siskiyou Boulevard Ashland Oregon 97520 NPROFIT STAGE AID SOUTHERN ORE UNIVERSI How Public Art Benefits a Community Free public lecture: Richard Andrews, Director, Henry Art Gallery February 17, 7:00 p.m. Stevenson Union, Rogue River Room Southern Oregon University Richard Andrews coordinated the Art in Public Places Program for the Seattle Arts Commission from 1978-1984. He served as Director of the Visual Arts Program at the National Endowment for the Arts in Washing- ton, D.C. from 1984-1987 and is the current director of the Henry Art Gallery at the University of Washington. Making Public Art Work A Public Art Forum Friday, February 18, 8:30 a.m.-1:00 p.m. $25/ person This half-day forum will include a range of presentations on various public art issues of interest to city officials and staff, public art commissioners, public art advocates and aspiring public artists. Presenters: Richard Andrews, Paul Sutinen, Public Artist, Marylhurst University, and representatives from the Oregon Arts Commission. Reservations required: call 541-552-8248. front: Paul Sutinen, IN THE SHADOW OF THE ELM 1984, granite inlay, 45' x 40' Addtional sponsors include Jackson County Cultural Coalition of the Oregon Cultural Trust www.jacksoncountyculturalcoalition.org ROGUE 'y e~1kHRY OF SOUTl1ERN OREGON 1=ENTER MEDFORD ARTS II COMMISSION Rogue Community College ~~, CITY OF AS H LAN D w.... TH.R....R..... Ru., Making Public Art Work: A Regional Forum Friday, February 18th, 8:30 a.m.-1 :00 p.m. Southern Oregon University, Lenn and Dixie Hannon Library $25 fee per participant What is it? This forum offers a concentrated and informative dialogue with experts in the field of Public Art. It has been designed for all of the key players in the planning, funding and implementation of public art programs in Southern Oregon including: City officials, Economic Development officers, Arts Commissioners, Parks & Recreation Department sta-Ff and Commissioners, Public Library staff and Arts Committee members, Artists, Architects, Builders, Landscape Architects, Private Developers, businesses that support the arts, funding agencies and all other advocates for Public Art. The forum will provide you with resources, connections and a plan of action for making public art work in your community. Forum Schedule 8:30 a.m. - 9:00 a.m. 9:00 a.m. - 12:00 p.m. 12:45 p.m. - 1 :00 p.m. Registration/Continental Breakfast Panel Presentations Creating a Context for Public Art: Richard Andrews Funding Public Art: Megan Atiyeh Planning for Public Art: Paul Sutinen Implementing Public Art Projects Management and Maintenance of Public Artworks Box Lunch Slide presentation: Lilli Ann & Marvin Rosenberg Roundtable discussions with panelists Next Steps to Making Public Art Work in our Region 12:00 p.m. - 12:45 p.m. Panelists RICHARD ANDREWS served as director of Visual Arts for the National Endowment for the Arts, initiated the internationally acclaimed Art in Public Places Program in Seattle and is Director of the Henry Gallery, a public art museum at the University of Washington. - PAUL SUTINEN is a public artist, public art consultant for City of Corvallis, Evergreen, Oregon and professor of art at Marylhurst University in Portland. Bill FLOOD, Community Development Coordinator, Oregon Arts Commission MEAGAN ATIYEH, Visual Arts Coordinator, Oregon Arts Commission, manages Oregon's statewide Percent for Art Program. How can I register? Registration forms are available on-line at: www.sou.edu/sma For more information or to receive a registration form by mail, Call Lisa Sherrill at 541/552-8248 or e-mail: sherrill@sou.edu. Last day to register is February 14. A Regional Collaboration The Making Public Art Work forum has been created through a regional collaboration to raise public awareness of the benefits of public art and to support and educate citizen advocates and city officials in moving forward the process of developing public art programs in the Southern Oregon region. Sponsors and partners involved in presenting the forum include: Arts Council of Southern Oregon City of Ashland, Ashland Public Arts Commission City of Grants Pass Jackson County Cultural Coalition Medford Arts Commission Oregon Arts Commission Rogue Gallery & Art Center Rogue Community College Schneider Museum of Art, Southern Oregon University (see page 2 for registration form) Making Public Art Work Forum Registration Form To register by mail, please send this form along with credit card information or a check made out to the SCHNEIDER MUSEUM OF ART to: Forum Registration, Schneider Museum of Art 1250 Siskiyou Blvd. Ashland, OR 97520 Participant(s) Name(s) Title(s): Participant(s) Name(s) Title(s): Participant(s) Name(s) Title(s): Street City State zip E-mail address Phone D Yes, I will be joining the box lunch discussions. D I will supply my own lunch. D Please order a box lunch: ($6.95 per lunch) Chicken Breast Sandwich Deli Sandwich (Beef, ham or turkey) _ Veggie Pita Registration fees: Number Cost Total Participants x $25 x $6.95 Box Lunch = Total payment Payment method: D Check made out to the Schneider Museum of Art, Forum Registration DVISA DMC Cardholder's Name Card Number Expiration Date: To register by phone, please call Lisa Sherrill at 541-552-8248 Date: 2/1/2005 To: The Ashland City Council From: Ashland Resident Wes Brain .,- I, I~~bt. ~~g 0~_ ^- ' '" \~ n,:, I On or about 1/18/05 AFN changed four of the PEG channel locations This seems to have been done without prior notice to the City. When AFN came before the City Council on 12/21/04 a submitted channel chart did not show the access channel changes. http://www.ashland.or.us/Files/ AFN _Attachments. pdf It appears AFN has violated its franchise agreement with the City of Ashland. http://www.ashland.or.us/Files/ AFN _Franchise _Agrmt. pdf 8.4 Relocation of Access Channels. Grantee shall provide City with a minimum of 60 days notice, and use its best efforts to provide 120 days notice, prior to the time PEG Access Channel designations are changed. Grantee shall consult with the City prior to making a final determination regarding any changes in PEG access Channel designations/assignments. I presume that the City will follow section 13 of the franchise agreemE!nt in regards to franchise violations. In addition, I believe AFN has violated FCC rules requiring 30 day notice to its subscribers. According to the AFN web site, customer notices were only sent out 8 days prior to the change. http://www.fcc.gov/mb/facts/svcstdcs.html Billing Practices Thirty days advance notice (in writing and through announcements on the cable system) must be given to subscribers of any changes in rates, programming services or channel positions, if the change is within the control of the cable operator. If Tue, Feb '1, 2005 5: 1 2 PM From: steve ryan <resolutionvideo@yahoo.com> To: <brain@mind.net> Date: Tuesday, February 1, 2005 5:01 PM Subject: meeting Wes, I'll be in Senate 'til 8pm, then will take 15 mins or so to walk to Chambers; here are my remarks in case I don't make it on time for comments. See ya there. Ashland City Council Feb. 1, 2005 r.e. Changes to RVTV channels Steve D. Ryan Ashland, SOU Respected Councilors, I am unable to thank you today for all your fine work bringing AFN to our city because I am being sworn in as a senator to the student government at SOU. I would, however, like to enter this testimony as a resident of Ashland and as a frequent producer of local programming for RVTV. Moving the remaining nominally public channel from 31 to 97 has distorted the quality of the image and the likelihood that channel will be viewed by accident. The RVTV production facility is an increasingly important piece of plant for a growing department at our school. Not only has moving the channel reduced the access to what was intended by the FCC as a place of free speech for our community, it has impacted students, quality of education and the marketability of an expanding program at our school. Please move the public channel back to 31 . Channel 9 is selected by RVTV staff. Moving Free Speech TV to a higher-cost service level looks like a bald political move to violate the contract and have FSTV cancel delivery. This violation of the public trust and interest mocks the work of all those who campaigned for so long to bring the channel to AFN and is a further restriction of access to ideas and discussion that should be available to your constituency. The restriction of speech by a priveliged few insults, the principles of the founders of this country and everyone since who has fought for "liberty, %0 "America, %0 and "freedom. %0 Please restore FSTV to AFN at the originally negotiated rate. S. D. Ryan 72'-( Slsk\~~ '6\vcR .A-~~\~ ---- Page 1 of 2 Tue. Feb 1, 2005 5:15 PM From: regina < reginariley@jeffnet.org> To: <brain@mind.net> Date: Tuesday, February 1, 2005 10:35 AM Subject: Fw: AFN and Democracy Now ("__,_________~_______.~__._______.________________w_"______'_--~,---- v______~_~_.__..__~____,_____..~.___. ----- Original Message ----- From: regina <mailto:reginariley@jeffnet.org> To: council@ashland.or.us ; berteauf@ashland.or.us Cc: regina <mailto:reginariley@jeffnet.org> Sent: Tuesday, February 01, 2005 9:33 AM Subject: AFN and Democracy Now Mayor Morrison and City Council Members I have been watching Democracy Now on our own AFN since June of 2004 on Channel 81. It has recently come to my attention that due to recent changes in the tiering of levels of programming at AFN, Democracy Now will no longer be available on Tier 1 and will be moving to Tier 3 which means fewer people~ will have access to it. It is also my understanding that these recent programming changes were initiated loy the City staff. It is important that a wide spectrum of news programs are seen and/or heard by as many people as possible. The American people, including our local Ashland citizens, can make more informed decisions when they receive input from diverse points of view; conservative, moderate and progressive. I would hope that our local cable company, AFN, would support programming that encourages as many people as possible to hear multiple perspectives on today's important issues. I have two questions: Why was this decision made and why is the City staff in a position to change AFN programming. It would seem to me that these decisions would be better left the AFN Citizen Programming Committee. Thank you for your consideration of this matter. Regina Ayars 199 Hillcrest Page 1 of 1 OFFICE OF THE MAYOR JOHN W. MORRISON CITY HALL - 20 EAST MAIN STREET- ASHLAND · Of=;~EGON 97520 TEL [541] 488-6002 - FAX [541] 488-531 1 - TIY 800 735-2900 MORRISOJ@ASHLAND.OR.US - WWW.ASHLAND.OR.US MEMORANDUM DATE: City Council Members John W. Morrison, Mayor ~~ January 26, 2005 TO: FROM: RE: CITIZENS' BUDGET COMMITTEE February 1, 2005 Council Meeting As a recap, there are four positions on the Citizens' Budget Committee that expire December 31 ,2004. They are: . Marty Levine (1st appointed 1/95) Requests reappointment to December 3"1. 2007. . Regina Stepahin has requested to not be reappointed to a further term to Deeember 31, 2007. . Replacement for Jacquie Christensen who recently resigned from the commi1ttee for a term to expire December 31 , 2007. . Replacement for Russ Silbiger who is now a City Councilor and automatically becomes a member of the Citizens' Budget Committee. Term expires December 31,2006) Replies were received as follows in response to the advertisement in the Ashland Daily Tidings, the city's Web site and the notice board in City Hall. The deadline was extended to allow an opportunity to submit applications until January 18. 2005. . Don Laws, 968 Hillview (482-1845) . Guy B. Nutter, 1037 Pinecrest Terrace (488-6900) (Current Citizen-at-LarQe member of Audit Committee, term expires 4/30/07) . Jay Lininger, 1253 Tolman Creek Road (488-2863h, 973-8216c) . Patti Morey, 435~ Scenic Drive (488-3750) . Allen Douma, 83 Granite Street (488-8877) (Current Planning Commissioner, term expires 4/30/08). . James R. Swarts, 1010 Clay Street (482-1902) . Kathleen M. Makris, 549 Allison Street (488-6425) . Lynn K. Thompson, 125 N. Main Street (552-0889) . James G. Bond, 117 Church Street (482-3907) CITY OF ASHLAND INCORPORATED 1874 Council members were previously provided copies of the responses to be given the opportunity to meet or talk with interested applicants if they chose to do so. Copies are also provided with . this correspondence for your convenience. Please make your selection at the February 1. 2005 council meeting as follows: Council members and Mayor to elect or re-elect three members for terms to expire December 31,2007; and elect one member for a term to expire December 31,2006. Following is provided for your convenience for use at the council meeting. 1. (term to expire December 31. 20(7) 2. (term to expire December 31. 2007) 4. (term to expire December 31. 2007) (term to expire December 31. 2006) 3. ORS 294.336 Budaet Committee: (1) Except as provided in ORS 294.341, the governing body of each municipal corporation shall establish a budget committee in accordance with the provisions of this section. (2) The budget committee shall consist of the members of the governing body and a number, equal to the number of members of the governing body, of electors of the municipal corporation appointed by the governing body; if there are electors fewer than the number required, the governing body and the electors who are willing to serve shall be the budget commiittee; and if there are no electors willing to serve, the governing body shall be the budget commlittee . . . . (Per Section 2.04. 140, for the purpose of local budget law, the Mayor is a member of the governing body of the City of Ashland) -~ Please publish: Tidings - Monday, November 22, Wednesday, November 24; Saturday, November 27. Refer to P.O. 65245 Questions? Please call Fran at 488-6002 The City of Ashland has three vacancies on the CITIZENS' BUDGET COMMITTEE for terms to expire December 31, 2007. If you are interested in being considered for a volunteer position on the Citizens' Budget Committee, please submit your request in writing, with a copy of your resume (if available) to the City Recorder's office. Additional information regarding this position can be obtained from the office of the City Recorder and the City's Web site at www.ashland.or.us. APPLY TO: The City Recorder, City Hall, 20 East Main St., Ashland. APPLY BY: Wednesday, December 8, 2004. ~~, CITY OF ASHLAND Please publish: Tidings - Friday, January 7 and Monday, January 10 Refer to P.O. 67116 Questions? Please call Fran at 488-6002 The City of Ashland has vacancies on the CITIZENS' BUDGET COMMITTEE. Three vacancies for terms to expire December 31, 2007 and one vacancy for a term to expire December 31,2006. If you are interested in being considered for a volunteer position on the Citizens' Budget Committee, please submit your request in writing, with a copy of your resume (if available) to the City Recorder's office. Additional information regarding this position can be obtained from the office of the City Recorder and the City's Web site at www.ashland.or.us. APPLY TO: The City Recorder, City Hall, 20 East Main St., Ashland. APPLY BY: Tuesday, January 18, 2005 ~A' CITY OF ASHLAND CIty CounCH: ragt;; 1 U1 1 Fran berteau - Budget Committee Application From: To: Date: Subject: CC: "Don Laws" <donlaws@mind.net> <berteauf@ashland.or.us> 12/8/20043:49 PM Budget Committee Application <donlaws@mind.net> _:_.__.___~..__,__."__,_~___~'M_'A_' ----..--"---...,.---.---- City Council: Please accept this as my application for one of the citizen positions on the Budget Committee. I am a firm believer in the need for new members with new ideas, but I think I can add background for parts of the budget that perhaps no one else can. Innovative thinking works best when balanced with experience. Despite my long tenure, I think I am still open to new ideas, too. I won't bore you with a long resume, but it may be relevant that, in addition to participatinlg in the City budget process, I have read a great deal about budgeting elsewhere in preparing for teaching courses or portions of courses about public budgeting at S.O.U. I want to make it clear that this is not an attempt to position myself to run for elective office again. I have absolutely no intention of doing so. I do think that I may have some unique abilities to continue serving the city in this new role. Thanks for your consideration. Don Laws 482-1845 ~tQnJQw~@mJnQ,n~t file://C:\Documents%20and%20Settings\berteauf\Local%20Settings\ Temp\GW} 0000 1.H... 12/8/2004 City Recorder's Office Attention: Fran Berteau 20 East Main Street Ashland, OR 97520 roJ~@~OITl~m UlJ NOV 2 9 2004 ~j By Guy Nutter 1 037 Pinecrest Terrace Ashland, OR 97520 541-488-6900 Re: Volunteer Position - Citizens' Budget Committee November 28, 2004 Dear Fran, This letter is to let you know that I'm interested in being appointed to the volunteer position on the Citizens' Budget Committee. I am currently serving in a volunteer position on the City of Ashland's Audit Committee and believe that appointment to the Citizens' Budget Committee would dovetail nicely with that position. I believe that my 30 years as an attorney working with businesses resolving their financial problems, together with my work experience at the Internal Revenue Service and the Federal Communications Commission, will make me a useful and insightful appointment to the Budget Committee. The majority of my legal career involved corporate reorganizations. That entailed working with businesses facing financial problems and constraints and as a result I have had a considerable amount of hands-on experience working with organizations in budgeting and planning their financial affairs. I have also been trained and worked as a mediator, and a small claims court judge. In April of this year I finished serving a three-year term on the Bicycle & Pedestrian Commission. I believe I would be a good addition to the Budget Committee. Should you need any additional information, please do not hesitate to contact me. Sincerely, Guy B. Nutter ~ran berte~u -Budget Committee ':'age_l.Ji From: To: Date: Subject: Jay Lininger <jay_lininger@yahoo.com> <christeb@ashland.or.us> 11/29/2004 12:57:49 PM Budget Committee Barbara, I wish to apply for one of the vacant seats on the Citizens' Budget Committee with a term to expire in 2007. My curriculum vitae is attached as a Word document. Thank you, Jay Lininger 488-2863 (h) 973-8216 (c) Do you Yahoo!? Meet the all-new My Yahoo! - Try it today! http://my. yahoo. com Curriculum Vitae Jay Lininger 1253 Tolman Creek Road, Ashland, OR 97520 Cell: (541) 973-8216 Home: (541) 488-2863 E-mail: jay_lininger@yahoo.com I EDUCATION Master of Sci'ence, Environmental -Studies, University of Montana, Missoul~, MT (exp. 2005) ~ Thesis: Fire Environment of a Late-Successional Forest Reserve, Siskiyou Mountains ~ Doris A. Duke Conservation Fellowship Bachelor of A.rts, Political Science, University of Oregon, Eugene, OR, 1998 I PROFESSIONAL EXPERIENCE Forestry technician Lomakatsi Restoration Project, Ashland, OR September 2004 - present ~ Design, implement and monitor fuel reduction and ecosystem restoration projects. ~ Gather descriptive ecological data using scientific protocols. ~ Use and maintain hand tools including drip torches and chainsaws. Adjunct Instructor University of l\1ontana, Communication Studies Department, Missoula, MT August 2002 - May 2004 ~ Taught undergraduate courses in Argumentation and Forensics. ~ Coordinated travel and logistics for the UM debate team. ~ Assisted the Department Chair with management of a $30,000 activity budget. Conservation Director Klamath-Siskiyou Wildlands Center, Ashland, OR January 1999.- June 2002 ~ Managed a small office and coordinated the work of three employees. ~ Researehed and composed public documents under rigid deadlines. Curriculum Vitae Page 1 ~ Represented the organization in legal proceedings. ~ Participated in public forums and news media. ~ Conducted wildland surveys and gathered descriptive data using scientific protocols. I REFEREED PUBLICATIONS Forest Ecology ~ Lininger, J.: "Use of plant community data in hazardous fuel management," Environmental Management. In prep. Environmental Policy ~ Lininger, J.: "From analysis paralysis to community collaboration: the Ashland Watershed Protection Project," Journal of Environmental Assessment Policy. In press. ~ Lininger, J.: "Fire management considerations in new Wilderness Area designations," Journal of Environmental Law and Litigation. In prep. Environmental History ~ Lininger, J.: "Ponderosa poster child: environmental crisis perception and wildland engineering," Environmental History Review. In prep. INVITED CONFERENCE PRESENTATIONS ~ Fuel Management Needs in Mixed Douglas-Fir Forests of the Klamath-Siskiyou Region, 2nd International Wildland Fire Ecology and Management Congress, Orlando, FL, Nov. 19, 2003. ~ Federal Replacement Volume Timber Sales in Southwest Oregon, 2.dh Annual Public Interest Environmental Law Conference, Eugene, OR, March 4, 2002. ~ Workshop: How the National Environmental Policy Act Process Works, 9th Annual Forest Activists' Conference, Ashland, OR, February 18, 2002. ~ Forest Biodiversity of the Klamath-Siskiyou Region, 1 cjh Annual Public Interest Environmental Law Conference, Eugene, OR, March 7, 2001. ~ Workshop: Surveying Federal Timber Sales, lB'h Annual Public Interest Environmental Law Conference, Eugene, OR, March 5, 2000. Curriculum Vitae Page 2 RESEARC:H INTERESTS >- Wildland fire ecology >- Ecological restoration theory and practice >- Forest biodiversity >- Ecosystem assessment and management I SERVICE Ecosystem Management >- Technical Working Group, Forest Lands Commission, City of Ashlan'd, OR May 2004 - present >- Ad Hoc Watershed Protection Committee, City of Ashland, OR November 1999-May 2001 Advocacy >- Ashland Watershed Stewardship Alliance September 1999 - present >- Executive Committee, Oregon Chapter Sierra Club Januar:y 2001 - May 2002 >- Conservation Chair, Rogue Group Sierra Club January 2000 - May 2002 >- Organizing Committee, Rogue Chapter Labor Party February 1999 - March 2000 I REFERENCES Available upon request Curriculum Vitae Page 3 ~'a;.m (f)o\e v~ /1" 0 (j 0 (D IJt:C i 0) Z 00 L/ ~35YL , unfc \c (\vt A s\) \Cll!"" J 9 7 5 LD RECEIVE:D ~ ~ ~ .- 315 G OFC 05 10th f 0 fM CJ}3 of As~ \<1(\ J ~ H1/ [Id \ rJ<2 fa 5erv€ 0 V) t k C t +-~ IS B J c\ ~ t CD vY) /11 \ t+tx) r 0 r CL rt{)c ~Q (t~\ f) ~~\'J w OOV;fn1 hCt eLf! ~ Ita rn \Ai h \ I~ ~ e \p \ V\d \Yl eLf') 1 \Ala ~ I C(l~: L h 0 pt ~u wffl (O()S\~( (y\Q I S~(\LQJ€ \~) OJ ?&tD /11 0 (e~1 PI) j Co J ~d ~lJ F /fllSe n o-hf&f~ nlk: b d YI'\<CL \ ) 1, r h{t V1 k 00 v 0 . . Education: Languages:: Spanish Skills: Experience: Patti Morey 435 1/2 Scenic Drive Ashland, OR 97520 488-3750 (msg) Southern Oregon University Master of Arts, Writing & Communications Ashland, OR 1999 University of California Bachelor of Arts, Humanities Berkeley, CA 1984 fair fluency; read, speak, write · Public Relations · Events, Donations, Advertisement, Sales · Public Service · Tutoring, Communications · Coordinating Activities, Scheduling, Organizing, Implementing · Composition, Correspondence · Word Processing, Data Entry, Filing, Phones Self-Employed; Diamond Rose Gift Shop Owner, Proprietress Public Relations, Sales, Display, Inventory Ashland, RO 2001 to Present Southern Oregon University Volunteer Tutored foreign students in English Composition Ashland, OR 1997 to 1999 Southern Oregon University Ashland, OR Student Volunteer 1998 to 1999 . Created, organized & implemented raffle for SOU's WestWind Review literary magazine; solicited prizes for raffle from local businesses, designed and posted flyers, set up display booth in Student Union to promote the WestWind Review, sold raffle tickets and magazine copies while also promoting upcoming campus literary events. Waldorf School of the Rogue Valley Parent Teacher Council Representative, Public Relations Committee, Assistant Helped plan, organize & implement fundraisers & school events, organized parent teams to assist, solicited donations & advertisements from local businesses for school functions and Waldorf Journal, assisted teachers, students & administration. Ashland, OR 1991 to 1999 Patti Morey Page 2 Church of Jesus Christ of Latter Day Saints Ashland, OR Single Adults Representative 1 ~190 to 1991 Served as Single Adults Representative for .both ward & stalke; contacted & interviewed over 100 single adults from northern California to Southern Oregon to establish interests; planned, coordinated, organized & implemented activities, created a monthly newsletter and promoted LDS single adult activities. Dark Regions Magazine Walnut Creek, CA Assistant 1 !~86 to 1989 While caring for baby son & homemaking assisted then husband, Joe Morey with editing & production of small press magazine. University of California Berkeley, CA Student Volunteer 1982 to 1984 Tutored foreign students in English Composition, ESL. Designed, created & posted flyers to promote U.C. Berkeley's annual "Student Art Show." Diablo Valley College Pleasant Hill, CA Veterans' Representative 1980 to 1982 . Served as Veterans' Representative & Employment Assistant. Promoted the Cooperative Education Program; designed, Greated & posted flyers, organized & set up display booth in campus quad area, performed one on one discussion with students, recruited students into the Cooperative Education Program. Assisted job-seEtkers with forms & employment referrals, answered phones, contactEtd employers, maintained Job Board & employment files. United States Army Ft. Hood, Texas Sergeant 1976 to 1979 Served three year enlistment, maintenance MOS, 51A20. Taught Decontamination Cour.ses. Squad Leader. References: Available upon request Patti Mon:~y References Lawson lnada Southern Oregon University English D1epartment, SOU 1250 Siskiyou Blvd. Ashland, OR 97520 552-6639 Kathy Shadix Waldorf School of the Rogue Valley 1424 Clay Street Ashland, OR 97520 488-6414 Lesley Clason Church of Jesus Christ ofLDS 220 Dead Indian Memorial Road Ashland, OR 97520 488-1242 Jackie Sinls Public Guardians of Jackson County 400 Old G.reensprings Hwy Ashland, OR 97520 488-4457 .L u'6'" J. VJ. ~ Fran berteau - Budget Committee From: To: Date: Subject: CC: <AIDouma@aol.com> <berteauf@ashland.or.us> 12/8/2004 2: 13 PM Budget Committee <AIDouma@aol.com> .__._..____..,_...~_.m_.........,.,..,..__.__.........~..__.__.._______._,._..".......~.~..._.-<._-~..~...~...-....~. ...~.."..~_...v~..__..__....A...._~_m,_.~..~_<.~_-.---.-..----"-.----.--,....~---.....,,..---..--~.- Fran, Please pass along to Alan my interest in being appointed to the Budget Committee. I think that my background provides added diversity and reason to one of our most serious City functions. Below is a short bio. ALLEN DOUMA ~ Professional Positions Syndicated Health Columnist, Tribune Media Services, 1997 to present. Health Communications and Business Development Consultant, 1999 to present. CEO, Medical Director and Co-founder, Health ResponseAbility Systems Inc., 1993-99, an onlinle health communications company. Medical Director, Health Benefits Division, The Hartford Insurance Company, 1992-93. Medical Director, Disability Services, The Travelers Insurance Company, 1991-92. Medical Director and Informed Care Product Manager, The Center for Corporate Health, a subsidiary of The Travelers Insurance Company, 1989-91. Corporate Medical Director, Gannett/USA Today, 1987-1989 Associate Professor of Continuing Medical Education, The George Washington University Medic:;al Center, 1983- 86. Medical Editor and New Product Development Manager, The Medical Tribune and Hospital Tribune (medical professional newspapers), 1982-83. Associate Director of Health Education, American Medical Association, 1979-1982. Emergency Room Physician, Luray, Virginia, 1977-79. Legislative Aide, Virginia General Assembly, Richmond, Virginia, 1977. General Practitioner (locum tenens), Ashley North Dakota, 1976. Present Volunteer Activities Member: Oregon Health Policy Commission Workgroup on Cost Member: Southern Oregon University Advisory Board file:/ /C: \Documents%20and%20Settings\berteauf\Local%20Settings\ T emp\GW} 0000 I.H... 12/8/2004 ~ a5~ ~ U.1 ~ Member: Staffing Study for Oregon DHS Member: Economic Development Committee, Ashland Chamber of Commerce Member: Ashland City Planning Commission Member: Ashland Fiber Network Advisory Committee Volunteer: Oregon AARP Volunteer: Oregon Shakespeare Festival Academic Positions Robert Wood Johnson Clinical Scholar (fellowship in economics and health communications) at the George Washington University Medical Center, Washington, DC, 1977-79. Internship, Providence Medical Center, Portland, Oregon, 1975-76. Medical Degree, Medical College of Virginia, Richmond, Virginia, 1971-75. Part time graduate student in Psychology and Physiology, the George Washington Univ~rsity, Washington, DC and the Massachusetts Institute of Technology, Cambridge, Massachusetts 1969-71. National Science Foundation Fellowship, Graduate Studies in Oceanography, University of Miami, Miami, Florida, 1967-69. Bachelor of Engineering Science (cum laude), The Johns Hopkins University, Baltimore, Maryland, 1962-66. Allen Douma, MD aldouma@aol.com file://C:\Documents%20and%20Settings\berteauf\Local%20Settings\ Temp\GW} 0000 I.H... 12/8/2004 n~\J~1 v L.&.I DEC 20 _ CITY 4:JF ASHL}~ND APPLICA TION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE . Please type or print answers to the following questions and submit to the City Rc~rder at · · "tity lIaIf, 10 E ~ Street, or email christ~sulhland.or us. If YQu have any ques1jons, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name ;/A/'1Fs- K. ..S-t.JA R 7".r Requesting to serve on: 13u ..t>6'e=:.-r (Commission/Committee) Address /0/0 e~/9 V ~/R~~r Occupation 7;J~ r/R~(). Phone: Home ~82-/,~"2 Work - Email -- Fax - 1. Education Back2round What schools have you attended? What degrees do you hold? .S"~ J)/~6(J $ rA /c I"O~.~~-tJ~ 1$, S.. //1/ 131A'~//YC5"S A~/7: W-/T/~ A H/NOh //1/ ~/1/t5/A/~I?//J/~ What additional training or education have you had that would apply to this position? 2. Related Exuerience What prior work experience have you had that would help you if you were appointed to this position? ?RO{)t/~7//JN /9A/f.) /AI~/l/yzJ)2'1 ~OA/771AL .#AlAJ9r'~. . , r f)t!::.-'~rl?";f/#L..L':- ~ /jP/ZOX/~~Y J'ZL/t;J(2,) N/tL/~N L>()I-~AA.~ O~ //1///t'~7-(J4. ~. Do you feel it would be advantageous for you to have further training in this fic~ld, such / as attending conferences or seminars? Why? rt!Z~.. 4#Y ~~"';AL. ~Nl. tJJqb4lJJ ~/YutJtJ7/()d 7lJ 6"XP6'/Yb kI1lIlIAJ~D6>~ /'hvp tI/V/Jer~sm#L>I/lJO! d~ bu~~ ~/dd. ~&'i' ~T\I mdt.. J>/Z () i)tUtSJ b~~.-c/C'/#L ;z.~..r(';"t:;T"~ 1 PC}/t.. ~f 19t-~ ': 3. Intere!!! Why are you applying for this position? P&:-~..$ M~ P~77l!/P~IJAJ /JI/ ~ ~/~rvAII/)~ t:!I'JAjlnuAlJ}"f;' 4J/l{ A/-I /JIAJ ~r:- T7:J ~~ MY I / RAJ'J' (-l!"JfJ~ ()P h~~,oD/II~llJlI::.' )D/AJ~~/!J../ ,t)/(rlZ../~~/7'~.;t/ ~ () q J'l. 7-;l;) )t ~ t!:=/t! . 4. Avail8lbilitv Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? y e.$ ~ Gl/&-n/ /' ~ ('a. _ J3~ r t::~&rl tt ~ ,;C'L..G:'L.. / R l.€. 5. Additional Information How long have you lived in this community? ~I'/t/~&- /9~t? Please use the space below to summarize any additional qualifications you have for this ~smon ' ~ ~ .:z ~~ ~ A B~/ht/~ 2M/o~ M/.~H ~.Pd.;"V'5/A~ &/20W)~ ~?~O/Q77~/1I~ ~/L I!)vdJ'L P("~( ~6) y~C . ~ ff4rlJ~J ~ (1/Fy ~p 4-CAl~ dPB1-~ ~j'/~ .J7~ $AmJ; ~~PI7AJf/D/~ "I AM/}(J~"P-,7?7TUt:J~ .7)Y.~( lLJll-< ,~~HO~ ~ 't'$'e:LF' ~ ~- ~/T1Y O~ H("Ij~'?V?'J t:1"'PO/J-7UNI.f7:r 7?) l)/~"'1~ ~ ~Jj ~?//9/P~ &t/,T//~~ RUdo~~ all:;8 aAj~~7~//1Itr, ~;k i>~ /- 'A' I Fran berteau - RE: Budget Committee Letter ot Intent t"'CiY~ I d From: To: Date: Subject: Kathleen M Mackris <kmackris@juno.com> <berteauf@ashland.or.us> 1/17/2005 3:43:07 PM RE: Budget Committee Letter of Intent KATHLEEN MACKRIS 549 ALLISON STREET ASHLAND, OR 97520 (541 )488-6425 January 17, 2005 Ms. Fran Berteau Executive Secretary The City of Ashland Dear Ms. Berteau, It has come to my attention that there are vacancies on the Budget Committee. I am submitting my letter of intent for your consideration. My family and I moved to Ashland in 1991 as most do, to improve our quality of life and to be able to become active members of a smaller community. My initial involvement began as a classroom volunteer during my children's elementary and middle school years. The many fund raisers and community events during these years allowed me the opportunity to connect not only with other families, but also with the many businesses and organizations in our community which continually support the youth of Ashland. During this time I also became active with a number of business organizations as my real estate appraisal business began to grow. I became a member of the Ashland Chamber of Commerce, Women Entrepreneurs of Oregon, and I served on the board of directors of Southern Oregon Women's Access to Credit (SOW AC) from 1995 until 1999. I joined the Rotary Club of Ashland in 2001 and am currently serving on their board. Although I do not have a financial background, I have always been interested in the functions of the City and would welcome the opportunity to become more involved and more knowledgeable regarding the allocation of taxpayer's dollars. Thank you for your consideration. Sincerely, Kathleen Mackris LYNN K. THOMPSON 125 N. Main Street Ashland, Oregon 97520 552-0889 lkthompson@brvancave.com RE()E'VED J'~" 18 2005 January 18,2005 The City Recorder's Office City Hall 20 East Main Street Ashland, Oregon 97520 Attn: Ms. Fran Berteau Re: Citizens' Budget Committee Dear Ms. Berteau: The purpose of this letter is to submit my application to serve on the Citizens' Budget Committee. I have lived in Ashland since August 2000, when I moved here from Southern California with my two children, Kelly and Kyle Lachmund. Kelly graduated from AsWand High School last year, and Kyle is a sophomore. Since moving to Ashland, I have looked for opportunities to become involved in the community. Since early 2001 I have been an active member of the Ashland Rotary Club. For the last three years I have served as the Chairperson of the Grizzly Sports Programs Committee which raises over $16,000 each year for AHS athletics and Rotary scholarships. This year I have volunteered to serve as a mentor in ASPIRE, which assists high school students with college applications and scholarships. I also served on the steering committee for the Y AL campaign in 2003. I have been a member of the California Bar and a practicing attorney for over 25 years, specializing in labor and employment law. I received my law degree from University of California, Hastings College of Law in 1977, and my undergraduate degree from Stanford University in 1974. Since moving to Ashland I have worked patt-time as Of Counsel to Bryan Cave LLP, a large business law firm with over 900 attorneys and 16 offices around the world. (I previously was a partner in Bryan Cave LLP.) I am not licensed to practice law in Oregon and have no clients here. I am able to practice law for my clients throughout the United States via cable modem, fax, and telephone. I travel occasionally in the course of my work, usually only two or three times per year. My work as a lawyer has required me to work with financial statements and budgets from time to time although I have no specific training as an accountant or financial professional. For three years, from 1992-95, I was one of five members of my 1he City Recorder's Office January 28, 2005 Page Two law firm's Management Committee. In that capacity, among other things I w~s involved in the preparation and review of the annual budget of a law firm with annual revenues in excess of $400 million. I am qualified to understand the City's budget and will contribute constructively to the implementation of the Mayor's and City Council's policy objectives. I would welcome the opportunity to serve on the Citizens' Budget Committel~. Please let me know if you would like me to provide any additional information. Thank you for considering me. .L a5~ .L V.L .L Fran berteau - Budget Commitee From: To: Date: Subject: "James G. Bond" <jgbond@jeffnet.org> <fran@ashland.or.us> 1/19/2005 8:28 AM Budget Commitee ..._.-........-_._~._._.._._-._......._...._......__._-.._._........._.._.._--._.._--._.._.,,-_..._..__..--_._~..-"...--.."-..,,...-....... '"-_..--~......_-~....._.._,..,....._....-....".--.~.----~_..-_.,-_.~.----_.__......_..._._._.--- __.__~_.___.__.._.__..____...___..__.__.._._._.,_.~__........._,..___._.._~___,. _.......,. ....n The purpose of this memorandum is to express my interest in serving on the Budget Commitee for the Ci~y of Ashland. I have mant years of experience at the city, state and federal levels in budget development. My most recent experience was as Mayor of Manzanita, Oregon. I am a retired University President with a PhD in psychology and have worked as a management consultant. I believe that I have much to offer the City of Ashland. I have lived in Ashland for five years and am a registered voter. James G. Bond 117 Church Street Ashland, OR 482-3907 file://C :\Documents%20and%20Settings\berteauf\Local%20Settings\ Temp\GW} 0000 1 ,H... 1/19/2005 CITY OF ASI-lLAND COUNCILOR HARTZELL BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority ( 4 votes). Vote for your four top choices. Marty Levine (requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/(6) L Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts L :L -L Kathleen Makris Lynn Thompson J ames Bond. CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~. ...~ CI1ry OF ASHLAND COUNCILOR AMAROTICO BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority (4 votes). Vote for your four top choices. ~I Marty Levine ( requests reappointment) v Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/06) Jay Lininger Patti Morey ~ Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts v Kathleen Makris Lynn Thompson J ames Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~. ...~ c."ry OF ASH[LAND COUNCILOR HARDESTY BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority (4 votes). Vote for your four top choices. Marty Levine ( requests reappointment) Don Laws 7 Guy Nutter (current member of Audit Committee, term to expire 12/31/06) Jay Lininger Patti Morey ~ Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts Kathleen Makris 7 / Lynn Thompson J ames Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~. ...~ CITY OF ASrlLAND COUNCILOR HEARN BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority (4 votes). Vote for your four top choices. x X Marty Levine (requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/(6) X Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts Kathleen Makris x Lynn Thompson James Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~11 ...~ CI1ry OF ASHLAND COUNCILOR JACKSON BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority ( 4 votes). Vote for your four top choices. Marty Levine (requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/06) ~ Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts ~ ~ ~ Kathleen Makris Lynn Thompson J ames Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland. Oregon 97520 www.ashland.or.us Tel: 541488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~. ...~ CI1ry OF ASH:LAND COUNCILOR SILBIGER BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority (4 votes). Vote for your four top choices. // Marty Levine (requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/(6) ~ Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts ~-' Kathleen Makris v Lynn Thompson J ames Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~11 ...~ o c."ry OF ASH[LAND MAYOR MORRISON BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 20105. No candidate will be elected without a majority (4 votes). Vote for your four top choices. Marty Levine (requests reappointment) Don Laws -f- + Guy Nutter (current member of Audit Committee, term to expire 12/31/06) Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts Kathleen Makris -$- ~ Lynn Thompson J ames Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~. ...~ ---------- CITY OF ASl-1 LAN D C~UNCILOR JACKSON ) ~OR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority (4 votes). V ote for your four top choices. Marty Levine (requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/06) Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts ~ Kathleen Makris Lynn Thompson ~ James Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~11 ...11 CITY OF AS 1-1[ LAN D COUNCILOR HARDESTY BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority (4 votes). Vote for your four top choices. Marty Levine (requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/(6) Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts * Kathleen Makris Lynn Thompson J ames Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~11 ...~ CITY OF AS~ILAND COUNCILOR AMAROTICO BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority (4 votes). Vote for your four to)) choices. Marty Levine (requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/06) Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts ~ " Kathleen Makris Lynn Thompson t James Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~111 .~.~ ~- CI1'Y Of ASHLAND MAYOR MORRISO~ BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be electe:d without a majority (4 votes). Vote for your four tOT) choices. Marty Levine (requests reappointment) Don La1Ns Guy Nutter (current member of Audit Committee, term to expire 12/31/06) Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts -+ Kathlet:~n Makris 0 (0 Lynn Thompson James Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~,. .~.~ CITY OF ASH[LAND COUNCILOR HEARN BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority (4 votes). V ote for your four top choices. Marty Levine ( requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/06) Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts 0(0 Kathleen Makris Lynn Thompson James Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~. ...~ C,'ry OF ASH[LAND COUNCILOR HARTZELL BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority (4 votes). Vote for your four top choices. Marty Levine (requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/06) Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts Kathleen Makris Lynn Thompson ~ J ames Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~. ...11 C.'TY OF ASH[LAND COUNCILOR SILBIGER BALLOT FOR CITIZEN'S BUDGET COMMITTEE There are four positions on Budget Committee that need appointed. The top four vote getters will be awarded the seats, with the lowest vote getter being appointed to the position ending 2005. No candidate will be elected without a majority ( 4 votes). Vote for your four too choices. Marty Levine (requests reappointment) Don Laws Guy Nutter (current member of Audit Committee, term to expire 12/31/06) Jay Lininger Patti Morey Allen Douma (current Planning Commissioner, term to expire 4/08/08) James Swarts Kathleen Makris Lynn Thompson ~ J ames Bond CITY RECORDER'S OFFICE 20 E Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541-488-5307 Fax: 541-552-3059 TTY: 800-735-2900 ~~ CITY OF ASH LAI'I D Council Communication Quarterly Financial Report: October - December, 2004 Meeting Date: February 1, 2005 Department: Finance ~ Contributing Depts: N/A Approval: Gino Grimaldi, Administrator Primary Staff Contact: Lee Tuneberg, .~a... Finance Director, 552-2003 tuneberl@ashland.or.us Secondary Staff Contact: N/ A Statement: This is the quarterly financial report for the City (including Parks & Recreation) providing preliminary (unaudited and unadjusted) information on the financial position of the City relating to cash & investments and budgetary revenues and expenditures. Council acceptance of this report is requested. Background: The Finance Departrnent submits reports to Council on a quarterly basis to provide assurance of budget compliance and for informational and comparative purposes throughout the year. Information can be provided in differing formats and timetables at Council's request. Unaudited, detailed balance sheets, revenues and expenditure reports are available for your review in the Financ:e Department office should you require any additional information. The reports are intended to present information in formats consistent with the departtnent, fund and business activity presentations included in the adopted FY 2004-05 budget docmnent and the manner in which it will be shown in the end of year report. Financial numbers for the second are more telling than those of the first quarter and are the basis for preliminary estimates of the current budget year and for the creation of the proposed budget for the following year. At this time departments are reviewing operations and capital projects to remain within budget, preparing for the construction season and projecting how changes will impact the following budget. Cash remains higher than the prior year balance from refinancing Ashland Fiber Optic Network's internal debt. Operating revenues are at 55.6% of budget. Personal Services and Materials & service:s are below the 500/0 budget mark, city-wide, by 1.3 to 2.97% with debt service at 92.30/0 due to most principal and interest payments and refinancing done in the first half of the year. Capital Outlay is 28.2% of the annual budget representing projects waiting to be started or better weather. Total Ending Fund Balance is $10.7 million above budget but will drop as projects progress. 1 IIIP. . IIJ_~ CITY OF ASHLAND Related City Policies City of Ashland Financial Management Policies, Budget Document Appendix Council Options: Council may aecept this report as presented, recommend modifications as discussed or defer acceptance (takes no action) awaiting further information or clarification. Staff Recom.mendation: Staff recommends acceptance of this report as presented. Potential Motions: Council moves to accept the quarterly report as presented. Council moves to accept the report as modified by discussion. Council takes no action pending further information or clarification. Attachment:s: . Attached is the City of Ashland financial report for the fiscal year ended December 31, 2004. This report includes: 1. Financiall\farrative (pages i-iii) 2. Summary of Cash and Investments as of September 30 for the last two years (page 1) 3. Combined Statement of Financial Position (page 2) 4. Schedule of Revenues by Fund (page 3) 5. Schedule of Budgetary Compliance per Resolution #2004-18 (pages 4-7) The numbers presented are unaudited and unadjusted. 2 ~A' CITY OIF ASHLA.ND Financial Narrative Summary of Cash and Investments provides an understanding of changes in the city's cash position across funds and investment types. Please note that the city-wide cash balance has increased $7.7 million dollars between years. The balance increased $5.3 million due to the receipt of property taxes in November. The Combined Statement of Financial Position is similar to presentations provided in the annual financial report. It is intended to provide the reader an overall sense of the City's financial position at the present time. The Ending Fund Balance is $28.9 million, $10.7 million more than budgeted and $8.0 million more than existed last year at this time, .primarily due to refinancing. Revenues and Budgetary Resources at December 31, 2004 total $53,710,815 as compared to total year-to-date requirements of$41,496,734 which results in a $12.2 million increase to Unappropriated Ending Fund Balance. This is $8.2 million better than the City's budgeted $4.0 million excess resources over requirements for the year. Additionally, the City carried over $2.5 million more in working capital than was anticipated. On a city-wide basis, only Assessment Payments, Miscellaneous Revenue and Operating Transfers in are below the 50% mark. The categories of revenue do not follow an even pattern of receipting and are expected to improve toward the end of the year. Interest on investments is over 800/0 of budget due to better rates and large cash balances than proj ected. Total Reauirement~ are above budget showing a 55% level. At the first quarter this category was 120/0 ahead while second quarter posts only 50/0 ahead of budget. Staff expects to finish the year with total requirements under budget. Personal Services is 49% indicating nearly full employment per the b~dget but actually representing slightly higher over time and temporary help offsetting monies being saved due to a few vacant positions. Materials & Services is just under the Y2 mark and is consistent with prior years. Capital Outlay is at only 28% for the reasons mentioned above. Budgetary Requirements - Operating Transfers is 290/0 and does not adhere to a 1/12fth distribution but is operationally based. Total Contingency of$1,703,018 remains unused. The Schedule of Revenues by Fund provides an overview of all resources year-to..date. In most cases, collections exceeded budget however, variations due to property tax distribution, 1 ~j.' CITY OF ASHLAND construction and related financing and transfers can affect these percentages and consistency between years. Funds relying on tax revenues or reimbursements from state or federal programs show revenue percentages that vary greatly from the 50% mark based upon the timing of the activity - reimbursements are usually received late in the year but the majority of property tax revenues are received in November. The Schedule of Budgetary Compliance is intended to present expenditures on a budget basis by fund consistent with the resolution adopting appropriation levels in the budget compliance section of the document. As of December 31, no budget adjustments were presented to Council so no changes are reflected in this report for the Supplemental Budget approved in January. With each report, Staff attempts to-include all material transactions possible that have occurred through the cut off date to provide accurate information. Throughout the year, Staff reviews accounts and 1transactions on varying schedules to ensure proper coding and ac1tivity as it compares to v/hat is budgeted. This can cause adjustments to the listed accounts before the year's end and what is included in the comprehensive annual report. General Fund - Total expenditures are 25% with no Contingency used. Grants are above 50% based upon the needs of the recipients. CDBG Fund -- Expenditures are 59% of budget with Personal Services slightly below at 46%. Recent chang~~s approved by Council may require a budget change to appropriations before year end. Street Fund - All expenditures categories are at or below budget with a total expended of 29%. Airport Fund - Capital Outlay expenditures are at 108% which includes hangar construction and require a budget adjustment since the project carried over into FY 05. Debt Service is at 50% in keeping with loan requirements. Capital Improvements Fund - Expenditures are at 30% with Transfers over 40(~ due to timing of transfers for debt service requirements but within reason. A review is needed before adjusting for an $8,708 expenditure in Materials & Services instead of the budgeted Capital Outlay. Debt Service Fund - Expenditures are consistent with timing of payments and budgeted activity at 53%. A review is needed before adjusting for a $300 expenditure in Materials & Services instead of the budgeted Debt Service. Water Fund - Total fund expenditures are 36%. Most divisions are below the half-year mark of 50% but Debt Serve is 70% in keeping with payments and timing required by bond covenants. Wastewater Fund - Similar to the Water Fund, the Wastewater Fund overall percentage expended is low at 42% yet operational costs by division are 43 - 47% of budget with 53% of debt service yet to be paid. 11 ~A' CITY ~OF ASHL}\ND Electric Fund - Total expenditures are approximately 52% with Supply and Transmission costs exceeding 55%. Further review is necessary to plan for the end of year total. Telecommunications Fund - Expenditures are at 94% due to Debt Service for the year being completed and reflecting 101 %. The Supplemental Budget in January adjusted for these items. Central Services Fund - Expenditures for most divisions are below the 50% mark with City Recorder and Public; Works departments at 53%. Staff will research these items for future budget adjustments. Insurance Services Fund - Material & Services are 57% of budget, consistent with activity given the annual premiums paid in the first quarter. Equipment Fund - Personal Services and Material & Services are below the 50% mark and Capital Outlay is 60% due to budgeted purchases being accomplished early in the year. Cemetery Trust Fund - Transfers are consistent with activity but above budget. An adjustment may be necessary by end of year. Parks and Recreation Fund - Expenditures are consistent with activity at 45% and no Contingency used. Ashland Youth Activities Levy Fund - Expenditures are slightly above budget and requires further research regarding the amount carried over from the prior year, possibly necessitating a budget adjustment. Parks Capital Improvements Fund - Recorded Capital Outlay is well under budget but consistent with activity. Unaudited, detailed balance sheets, revenues and expenditure reports and fund staten1ents are available for your review in the Finance Department office should you require any additional information. 111 ~~, City of Ashland Summary of Cash and Investments December 31, 2004 Increase(Decrease) Balance Balance Difference Held Bv: Current Quarter December 31, 2004 December 31, 2003 (~~004 - 2003) General Fund $ 1,582,942 $ 2,647,198 $ 2,404,468 $ 242,730 Community Block Grant Fund (11,031) 15,195 (21,415) 36,610 Street Fund 624,228 1,187,928 2,339,321 (1,151,393) Airport Fund 33,849 37,589 (34,655) 72,244 Capital Improvements Fund 182,467 537,336 145,679 391,657 Debt Service Fund (69,073) 535,009 532,586 2,423 Water Fund 119,975 7,384,171 4,774,058 2,610,113 Wastewater Fund (312,726) 5,519,037 1,338.895 4,180,142 Electric Fund (164,514) 1,211,740 149,178 1,062,562 Telecommunications Fund (42.099) 551.743 232,139 319.604 Central Services Fund (203.009) 684.897 . 1,221.612 (536.715) Insurance Services Fund 49,613 1,417,751 1,162,796 254,955 Equipment Fund 55,265 1,282,203 1.229,141 53,062 Cemetery Trust Fund 1,795 689.055 683,014 6,041 1,847,682 23,700.852 16.156,817 7,544,035 Ski Ashland Agency Fund 1 ,746 266.086 344,864 (78.778) Parks & Recreation Agency Fund 3,442,009 4,872,944 4,647,839 225,105 3,443,755 5,139,030 4,992,703 146,327 Total Cash Distribution $ 5,291,437 $ 28,839,882 $ 21.149,520 $ 7,690,362 Manner of Investment Petty Cash $ 50 $ 3.010 $ 1,710 $ 1,300 General Banking Accounts (150.972) 350,765 5,611.711 (5,260,946) Local Government Inv. Pool 4,442,359 20,422,130 11,588,876 8,833.254 City Investments 1,000,000 8,063,977 3,947,223 4,116,754 Total Cash and Investments $ 5,291,437 $ 28,839,882 $ 21.149,520 $ 7.690.362 Distribution of Dollars Ski Ashland. Parks and Recreation Funds 18% All Other (General Government) 20% Central Services. Insurance and Equipment Funds 12% ........I>.4(.-...a.r SllllrnlnlllF"NnCiIII2005\C:'h 1'aIiIonoa.F"..... RIpOIt ~ d FY 2005 VltI2OO5 0 1:37 NI. City of Ashland Combined Statement of Financial Position City Wide For the six months ended December 31,2004 Fiscal Year 2005 Percent Fiscal Year 2004 Year- To-Date Fiscal Year 2005 Collected \ Year- To-Date RESOURCE SUMMARY Actuals Adopted Expended Balance Actuals Revenues: Taxes $ 10,989,485 $ 15,829,081 69.43% (4,839,596) $ 10,440,114 Licenses and Permits 743,947 1,418,120 52.46% (674,173) 602,855 Intergovernmental Revenues 1,859,409 3,548,763 52.40% (1,689,354) 1,755,680 Charges for Services 16,0811548 31,924,768 50.37% (15,843,220) 15,503,522 System Development Charges 790,257 1,507,943 52.41 % 1717,686) 754,689 Fines and Forfeitures 61,726 118,110 52.26% (56,384) 59,316 Assessment Payments 51,292 235,634 21. 77% (184,342) 111,637 Interest on Investments 236,891 292,672 80.94% (55,781) 125,859 Miscellaneous Revenues 321,940 975,977 32.99% (654,037) 906,012 Total Revenues 31,136,495 55,851,068 55.75% (24,714,573) 30,259,684 Budgetary Resources: Other Financing Sources 22,425,000 22,950,000 97.71% (525,000) 12,700,000 Operating Transfers In 149,320 507,423 29.43% (358,103) 447,855 Total Budgetary Resources 22,574,320 23,457,423 96.24% (883,103) 13,147,855 Total Resources 53,710,815 79,308,491 67.72% (25,597,676) 43,407,539 REQUIREMENTS BY CLASSIF'ICA TION Personal Services 9,587,556 19,687,937 48.70% 10,100,381 9,357,651 Materials and Services 12,912,841 27,457,154 47.03% 14,544,313 12,079,483 Debt Service 16,612,032 18,001,195 92.28% 1,389,163 8,746,801 Total Operating Expenditures 39,112,429 65,146,286 60.04% 26,033,857 30,183,935 Capital Construction Capital Outlay 2,234,985 7,936,111 28.16% 5,701,126 3,320,084 Interfund Loans 0.00% 6,800,000 Operating Transfers 149,320 507,423 29.43% 358,103 447,855 Contingencies 1,703,018 0.00% 1,703,018 Total Budgetary Requirements 149,320 2,210,441 6.76% 2,061,121 7,247,855 Total Requirements 41,496,734 75,292,838 55.11% 33,796,104 40,751,874 Excess (Deficiency) of Resources over Requirements 12,214,081 4,015,653 304.16% 8,198,428 2,655,665 Working Capital Carryover 16,692,342 14,150,299 117.96% 2,542,043 18,199,957 Unappropriated Ending Fund Balance $ 28,906,423 $ 18,165,952 159.12% $ 10,740,471 $ 20,855,622 \\IinInc>>1IccIg\F1IIaIICiaI StaIIImenIIlRnlllCials 2OO2\StaIImInt of OperallonsolO6.FInanc:IaI Report December of FY 2005 1/1W2005 @ 8:37 NJ, 2 City of Ashland Schedule of Revenues By Fund For the six months ended December 31, 2004 Fiscal Year Fiscal Year 2005 Year-To- Fiscal Year 2004 Year-To- REVENUES BY FUND Date Actuals 2005 Adopted % Balance Date Actuals City General Fund $ 6,870,341 $ 12,214,329 56.25% $ (5,343,988) $ 6,384,176 Community Block Grant Fund 75,605 521,978 14.48% (446,37:3) 32,690 Street Fund 2,041,913 4,041,530 50.52% (1,999,61n 2,456,782 Airport Fund 690,918 900,650 76.71% (209..732) 49,594 Capital Improvements Fund 357,015 539,296 66.20% (182,281) 651,264 Debt Service Fund 656,783 1,554,326 42.26% (897,54~3) 846,803 Water Fund 4,808,737 6,955,975 69.13% (2,147,238) 4,621,188 Wastewater Fund 6,526,971 8,518,030 76.63% (1,991,059) 6,057,513 Electric Fund 6,431,579 12,754,900 50.42% (6,323,3211 ) 5,678,416 Telecommunications Fund 16,792,199 17,894,752 93.84% (1,102,55~i) 7,977,111 Central Services Fund 2,347,694 4,912,720 47.79% (2,565,02€>) 2,452,175 Insurance Services Fund 460,755 609,577 75.59% (148,82~~) 773,197 Equipment Fund 748,000 1 ,477,190 50.64% (729,190) 754,402 Cemetery Trust Fund 13,094 13,197 99.22% (10:1) 6,713 Total City Components 48,821,604 72,908,450 66.96% (24,086,846) 38,742,024 Parks and Recreation Component Parks and Recreation Fund 3,050,756 4,177,041 73.04% (1, 126,28~i) 2,990,487 Ashland Youth Activities Levy Fund 1,788,789 2,077,000 86.12% (288,211 ) 1,673,758 Parks Capital Imp Fund 49,666 146,000 34.02% (96,334) 1,270 Total Parks Comp~Jnents 4,889,211 6,400,041 76.39% (1 ,510,830) 4,665,515 Total City $ 53,710,815 $ 79,308,491 67.72% $ {25,597,676} $ 43,407,539 \\Iinanc:e\acctg'F1IIanCiaI StaIemenIs'F1I1aI1CiaIs 2OO2IFund Revenues0406.F"1IIanCiaI Report December of FY 2005 1/1912OO5@ 9:37 NA 3 City of Ashland Schedule of Budgetary Compliance Per Resolution #2004-18 For the six months ended December 31 , 2004 Fiscal Year 2005 Year-To- Fiscal Year Percent Date Actuals 2005 Adopted Used Balance GENERAL FUND Administration $ 24,250 $ 109,600 22.13% $ 85,350 Administration - Senior Program 54,653 115,545 47.30% 60,892 Finance - Municipal Court 149,847 297,426 50.38% 147,579 Finance - Social Services Grants 107,577 110,000 97.80% 2,423 Finance - Economic & Cultural Grants 264,459 445,600 p9.35% 181,141 Finance - Miscellaneous 2,569 25,000 10.28% 22,431 Finance - Band 25,007 57,490 43.50% 32,483 Police Department 2,174,160 4,375,830 49.69% 2,201,670 Fire and Rescue Department 2,054,901 4,788,107 42.92% 2,733,206 Public Works - Cemetery Division 134,649 298,260 45.14% 163,611 Community Development - Planning Division 415,371 1,027,055 40.44% 611,684 Community Development - Building Division 303,434 699,808 43.36% 396,374 Transfers 500 43,833 1.14% 43,333 Contingency 339,636 0.00% 339,636 TOTAL GENERAL FUND 5,711,377 12,733,190 44.85% 7,021,813 COMMUNITY DEVELOPMENT BLOCK GRANT Personal Services 14,157 31,000 45.67% 16,843 Materials and Services 295,702 490,978 60.23% 195,276 TOTAL COMMUNITY DEVELOPMENT BLOCK GRANT FUND 309,859 521,978 59.36% 212,119 STREET FUND Public Works -Street Operations 772,043 2,351,755 32.83% 1,579,712 Public Works - Storm Water Operations 323,607 702,380 46.07% 378,773 Public Works - Transportation SDC's 27,781 348,050 7.98% 320,269 Public Works - Storm Water SDC's 23,722 258,050 9.19% 234,328 Public Works - Local Improvement Districts 2,958 220,355 1.34% 217,397 Contingency 142,000 0.00% 142,000 TOTAL STREET FUND 1,150,111 4,022,590 28.59% 2,872,479 AIRPORT FUND Materials and Services 43,569 95,000 45.86% 51,431 Capital Outlay 837,512 778,650 107.56% (58,862) Debt Service 17,536 35,072 50.00% Contingency 5,000 0.00% 5,000 TOTAL AIRPORT FUND 898,617 913,722 98.35% (2,431) - \\finance\acdg\f"tnaneiaI StaIemenIsIFII1aIICiaIs 2OO2\Budgetary Con1IianceolO6.F"tnaneiaI Report Decembef of FY 2005 1/1912005 ft 9:37 1<M 4 Schedule of Budgetary Compliance Per Resolution #2004-18 For the six months ended December 31,2004 Fiscal Year 2005 Year- T 0- Fiscal Year Percent Date Actuals 2005 Adopted Used Balance -- CAPITAL IMPROVEMENTS FUND Materials and Services 8,708 NA (8,708) Capital Outlay 358 157,210 0.23% 156,852 Transfers 141,500 351,230 40.29% 209,730 TOTAL CAPITAL IMPROVEMENTS FUND 150,566 508,440 2R61 % 357,874 DEBT SERVICE FUND Materials and Services 300 NA (300) Debt Service 555,401 1,046,802 5~1.06% 491,401 TOTAL DEBT SERVICE FUND 555,701 1,046,802 53.09% 491,101 WATER FUND Electric - Conservation Division 76,360 154,430 491.45% 78,070 Public Works -Forest Lands Management Division 87,021 396,500 21.95% 309,479 Public Works -Supply Division 172,492 442,530 38.98% 270,038 Public Works -Treatment Division 353,044 839,951 42:.03% 486,907 Public Works -Distribution Division 909,122 2,324,465 39.11 % 1,415,343 Public Works - Supply SDC's 46,214 762,500 6.06% 716,286 Public Works -Distribution SDC's 39,387 420,250 9.37% 380,863 Debt Service 473,037 677,651 69.81% 204,614 Contingency 180,000 0.00% 180,000 TOTAL WATER FUND .2,227,782 6,198,277 35.94% 3,970,495 WASTEWATER FUND Public Works - Collection Division 612,942 1,438,460 42.61 % 825,518 Public Works - Treatment Division 630,069 1,337,450 47.11% 707,381 Public Works -Collection SDC's 5,652 308,500 1.83% 302,848 Debt Service 846,020 1,802,670 46.93% 956,650 Contingency 154,000 0.00% 154,000 TOTAL WASTEWATER FUND 2,094,683 5,041,080 41.55% 2,946,397 ELECTRIC FUND Electric - Conservation Division 187,689 411,410 45..62% 223,721 Electric - Supply Division 3,436,022 6,160,715 55..77% 2,724,693 Electric - Distribution Division 2,225,312 4,470,973 49..77% 2,245,661 Electric - Transmission Division 517,100 935,443 55..28% 418,343 Contingency 350,000 0.00% 350,000 TOTAL ELECTRIC FUND 6,366,123 12,328,541 51.64% 5,962,418 \\finance1acctg\F1IIaIICiaI StalementslF"wtaneias 2OO2\8udgetary Comp/ianceoI06.FmanciaI Report December of FY 2005 1/1912005 0 9:37 N.4 5 Schedule of Budgetary Compliance Per Resolution #2004-18 For the six months ended December 31, 2004 Fiscal Year 2005 Year-To- Fiscal Year Percent Date Actuals 2005 Adopted Used Balance TELECOMMUNICATIONS FUND Electric - Customer Relations\Promotions 42,527 222,032 19.15% 179,505 Electric - Operations 1,504,514 2,415,165 62.29% 910,651 Debt Services 14,610,720 14,402,000 101.45% (208,720) Contingency 75,000 0.00% 75,000 TOTAL TELECOMMUNICATIONS FUND 16,157,761 17,114,197 94.41 % 956,436 CENTRAL SERVICES FUND Administration Department 515,754 1,149,855 .44.85% 634,101 Finance Department 706,694 1,626,724 43.44% 920,030 City Recorder 91,702 172,375 53.20% 80,673 Public Works - Administration and Engineering 607,111 1,274,200 47.65% 667,089 Public Works - Facilities and Safety 260,078 491,780 52.89% 231,702 Electric - Computer Services 379,074 772,620 49.06% 393,546 Contingency 147,382 0.00% 147,382 TOTAL CENTRAL SERVICES FUND 2,560,413 5,634,936 45.44% 3,074,523 INSURANCE SERVICES FUND Materials and Services 366,640 646,530 56.71% 279,890 Contingency 100,000 0.00% 100,000 TOTAL INSURANCE SERVICES FUND 366,640 746,530 49.11 % 379,890 EQUIPMENT FUND Personal Services 119,533 242,900 49.21 % 123,367 Materials and Services 218,259 451 ,435 . 48.35% 233,176 Capital Outlay 415,653 688,085 60.41% 272,432 Contingency 175,000 0.00% 175,000 TOTAL EQUIPMENT FUND 753,445 1,557,420 48.38% 803,975 \\financelacctg'FlNIIICiaI Statements'FlnaOCiaIs 2OO2\Budgetary ~.FNnCial Report December of FY 2005 1/1912005 @ 9:37 N.4 6 SchHdule of Budgetary Compliance Per Resolution #20104-18 For the six months ended December 31,2004 Fiscal Year 2005 Year-To- Fiscal Year PercEmt Date Actuals 2005 Adopted Used Balance CEMETERY TRUST FUND Transfers 7,320 12,360 59.22% 5,040 TOTAL CEMETERY TRUST FUND 7,320 12,360 59.22% 5,040 PARKS AND RECREATION FUND Parks Division 1,687,662 3,673,075 45.95% 1,985,413 Recreation Division 190,695 363,700 ~2.43% 173,005 Golf Division 169,033 373,000 45.32% 203,967 Debt Service 2,662 30,000 8.87% 27,338 Transfers 100,000 0.00% 100,000 Contingency 35,000 0.00% 35,000 TOTAL PARKS AND RECREATION FUND 2,050,052 4,574,775 44.81% 2,524,723 ASHLAND YOUTH ACTIVITIES LEVY FUND Personal Services 48,549 89,000 54.55% 40,451 Materials and Services 19,807 2,006,000 0.99% 1,986,193 TOTAL ASHlAND YOUTH ACTIVITIES LEVY FUND 68,356 2,095,000 3.26% 2,026,644 PARKS. CAPITAL IMPHOVEMENTS FUND Capital Outlay 67,928 243,000 27.95% 175,072 TOTAL APPHOPRIA TIONS $ 41,496,734 $ 75,292,838 55.11 % $ 33,796,104 \\financelacctglfinancial Stalements\FlI1ancia1s 2OO2\Budgetary CompIianceoI06.Financial Report December of FY 2005 111912005 @ 9:37 N.1 7 CITY OF ASH LAJ\I D Council Communication Approval of Resolution and Personal Services Contract with Public Works Management Inc. as the City's Public Works Director Meeting Date: February 1,2005 Department: Public Works t Contributing Departments: Legal Approval: Gino Grimaldi Primary Staff Contact: Paula Brown, 552-2411 ~ brownp@ashland.or.us 1 ~ Secondary Staff Contact: Mike Frane:ll, 552-2090 franellm@ashlan~.or.us Statement: Paula Brown, PubHc Works Director/City Engineer has been recalled to active duty military status. This item n~quests Council's approval on a resolution to enter into a personal services contract with Public Works Management, Inc. to fulfill a significant portion of the Public Works Director responsibilities. Background: Paula Brown has been recalled to active duty military status effective February 7, 2005. Although the actual period of Paula's absence is unknown, it is anticipated that she will return in April 2006. After discussing options for staffing the Public Works Director/City Engineer responsibilities, fining the oversight and Director responsibilities for this temporary period with a contract employee was deemed the best solution. It is intended that Joe Strahl, PE, President of Public Works Management, Inc. will provide the leadership and dire:ction for the Public Works Department during Paula's military "sabbatical". Public Works Management Inc will also provide the expertise of Ed Olson, PE, to assist with the water and wastewater program management and assist with the capital projects that are underway in the water division. Existing city staff will have more responsibilities during this period as well; Pieter Smeenk, PE, will provide the City Engineer responsibilities during Paula's absence; Jim Olson will take a larger role in project management; 'Mike Morrison vrill have full operational responsibility and a larger role in the Budget and Dawn Lamb will continue to provide the glue that holds the department and the consultant staff services together. It is expected that Public Works Management, Inc. will enter into a Personal Services Contract for Joe Strahl and Ed Olson combined to perform an average of20 hours per week for the 14- month duration. A.s such, it is anticipated that this contract will exceed the $75,000 Personal Services Contract limit. Pursuant to Ashland Resolution No. 2000-15, Section 12.1.2, the Council may exemlpt a contract for personal services over $75,000 by Resolution. G:\pub-wrks\admin\PB Council\CC PWD Contract IFebOS.doc Related City Policies: Ashland Municipal Code Ashland Resolution No. 2000-15, Section 12.1.2 Council Olptions: 1. The desired option is for Council to accept the staff s recommendation to approve the contract with Public Works Management, Inc. to utilize the services of Joe Strahl as Ashland's Public Works Director with project management assistance from Ed Olson. 2. If the contract is not approved, the City would likely advertise for a te:mporary part time employee to fill the Public Works Director responsibilities. 3. The final option is to have existing staff (Mike Morrison, PW Superintendent or Jim Olson, City Surveyor/Project Manager) fulfill the Director's responsibility and either hire temporary additional staff to fill the gaps, or remove work load from the department. Staff Recommendation: Staff recormnends approval of the resolution to enter into a personal services contract with Public Works Management, Inc. to utilize the services of Joe Strahl as Public Works Director with project management assistance from Ed Olson for the period in which Paula Brown is recalled to a'ctive duty. Potential J\fotions: Council moves approval of the attached Resolution Authorizing Sole Source in entering into a Personal Services Contract for the Temporary Performance of the Public Works Director Duties and authorized the City Administrator to execute the contract with Public Works Management, Inc. Attachments: Joe Strahl and Ed Olson Resumes Resolution Personal Services Contract CC PWD Contract 1 Feb05 ~A' Page 2 of7 PXX Public Works Management, Inc. President: Joe Strahl, Oregon Registered Professional Engineer and (~ertified Water Right Examiner Experience ./ Over 30 years of experience in management and development of public works proje:cts. ./ 1 7 y(~ars as Jackson County Director for Department of Roads, Parks and Planning. ./ Public Works Director and Assistant City Manager for the City of Alamosa, Colorado ./ Assistant Public Works Director for the City of Salisbury, Maryland ./ Supe:rintendent and Construction Engineer for George and Lynch Construction of New Castle, Delaware . ./ Civil engineer for the Washington, D.C. Department of Environmental Services ./ 20 Y1ears as a correspondence school teacher in the fields of hydrology and storm wate:r management for the USDA Graduate School in Washington, D.C. ./ Past President and CEO for Keypoint Services International, Inc., a tde- communications services company with headquarters in Medford, Oregon Industry Re1cognition ./ Oregon Registered Professional Engineer (Cert. No. 12907PE) and Certified Watler Right Examiner (Cert. No. 222WRE) ./ Forrner Western Regional Vice President of the National Association of County Engineers (NACE) ./ 1997 NACE Urban Engineer of the Year ./ Thn~e years on the national Highway Innovative Technology Evaluation Center (HITEC) Executive Committee ./ Past President of the Oregon Association of County Engineers and Surveyors (OA,CES) ./ Recipient of two awards as the OACES Engineer of the Year ./ Numerous awards for innovation and service to OACES CC PWD Contract 1 Feb05 . ~A' Page 3 of7 JOSEPH L. STRAHL Education: B.S. - Civil Engineering 1971 University of Maryland College Park, MD Graduate Studies - Engineering 1972 George Washington University Washington, D.C. Graduate Studies - Business 1983 Adams State College Alamosa, CO Rocky Mountain Prograrn for Senior Executives in State and Local Government - 1984 Professional Licenses: Registered Professional Engineer - Oregon # 12,907 Certified Water Right Examiner Oregon #222 Certified Mediator 2003 Experience: Currently President of Public Works Management, Inc. PWM provides engineering and management consulting services to city, county and state agencies in Southern Oregon. January 2002 to December 2002 President and CEO for Keypoint Services International, Inc. Keypoint provides satellite communication installation and maintenance services throughout North America. October 1984 to January 2002 Director of Roads, Parks and Planning Department for Jackson County Oregon. The department employed 160 people and was responsible for a $20 million budget, managen1ent of 930 miles of county roads, twenty large parks, and planning and development services for unincorporated areas of the County. December 1981 to October 1984 Director of Public Works and Assistant City Manager for the City of Alamosa Colorado. Managed all aspects of public works (buildings, water, sewer, solid waste, parks, cemetery, vehicles, stn~ets, storm drains, etc.) for city of 8000 people. The department's budget was $2.5 million and employed 30 people. October 1978 to December 1981 Deputy Direetor of Public Works for the City of Salisbury Maryland. Managed design and construction of public works projects for a city of 20,000 people. September 1976 to October 1978 Regional Manager and Superintendent for George and Lynch Construction, Inc. Opened and managed a ~1aryland office for this New Castle, Delaware based heavy construction company. October 1973 to September 1976 Engineer for the City of Salisbury Maryland. Provided design and contract nlanagement on water, sewer, street, dam, water treatment plant, and other public works projects. CC PWD Contract IFebOS rA' Page 4 of7 February 1971 to October 1973 Entry level engineer for the Department of Environmental Services for the City of Vvashington, D.C. 1979 to 1999 Correspondence school instructor for the USDA Graduate School. Developed and taught correspondence courses in hydrology and storm water management for 20 years. Recognition: 1996 National Association of County Engineers (NACE) Urban Engineer of the Year 2001 NACE Western Region Vice President 1998 - 2001 NACE Representative to HITEC-EXCOM in Washington, D.C. 1989 and 1996 Oregon County Engineer of the Year 1991 President of Oregon Association of County Engineers and Surveyors (OACES) 1993 Special Award for Innovation in Engineering from OACES References: Sue Kupillas, County Commissioner Jackson County, Oregon (541) 774-6119 John Watt, former Oregon Legislator Lobbyist (877) 391-5326 Burke Raymond, retired Jackson County Administrator (541) 601-8194 Bill Thorndike, President Medford Fabrication (541) 779-1970 CC PWD Contract 1 Feb05 ~A' Page 5 of7 PXX Public Works Management, Inc. Edward N. Olson, P.E. EMPLOYMENT HISTORY 2004 to Present ~ Public Works Management Currently works as a Senior Engineer for firm. Works on wide variety of engineering and management related projects. 1988 to 2004 - Medford Water Commission Held the position of Manager. Oversees and directs the total operation of the water system and the work assignnlents of all of the Commission's employees, as well as serving as tiinancial and budget officer for the Commission. Commission supplies domestic water to 26,000 customers in and around the City ofM:edford, five water districts and wholesales water to four other cities. Water system consists of a 26.4 MGD springs source, a 30 MGD water treatment plant on the Rogue River and related distribution system. Answers directly to the Commission's five member independent board. 1983 to 1988 - Medford Water Commission Accepted a position with the Medford Water Commission as principal engineer. Oversaw operations of total engineering department, including capital budget and acted as assistant ITlanager of organization. 1977-1983 - City of Roseburg Became the Utility Engineer for the City of Roseburg. Responsible for operation, construction, engineering and maintenance of the city's water and sewer system. Water system consisted of 9,000+ customers, 10.0 MGD and .35 MGD water treatment plants and distributiion system. Sewer system consisted of 5,000+ customers, 3.6 MGD secondary treatment plant and (~ollection system. Also responsible for supervision of twenty-six full-time employees plus compliInentary engineering personnel. Responsibilities included working with seven member Utility Commission and City Council in setting system policy, operations and capital budgets. 1973 to 1977 - General Waterworks Promoted to District Engineer for General Waterworks Corporation and transferred to Roseburg, Oregon. Responsible for total engineering of five water properties located in Oregon and northern California. ~,fajor properties included Klamath Falls and Roseburg, Oregon. Systems served over 20,000 custoll1ers and consisted of two water treatment plants, wells, and springs: with a capacity of over 30 MGD. Responsible for direct engineering of all construction programs to operational studies. Worked extensively with local managers to solve operating and construction problems. 1971 to 1973, - General Waterworks Started professional career as staff engineer in Boise, Idaho with General Waterworks Corporation, a privately owned water utility. Responsible for engineering in nine water properties in Idaho and Oregon. Properties served over 70,000 customers and consisted of water treatmtmt plants, wells, and springs with a capacity of over 90 MGD. Worked on a wide range of engineering projects, long and short term capital plans and rate and operating studies. CC PWD Contract 1 FebOS ~A' Page 6 of7 FORMAL EDUCATION Sandpoint Senior High School, Graduated 1966 University of Idaho, Graduated with a Bachelor of Science Degree in Civil Engineering, 1971 PROFESSIONAL ORGANIZATIONS American Water Works Association National Committees Strategic Alliance Committee - Public Affairs Council- QualServe Peer - Finance Con1mittee Water Utility Council - 2000 to Present Association Director 2001-2004 Pacific Northwest Section (past and present) Chair - 1995 Oregon Water Utility Council - Past Chair Association Director 2001-2004 Trustee - 1993-1995 Numerous Other Committees Chair - 1979 Awards PNWS- A VlWA's Powell-Lindsay -1996 A WW A's George Warren Fuller Award - 2002 SIGNIFIANT ENGINEERING PROJECTS Winchester Water Treatment Plant Expansion, General Waterworks, Roseburg Oregon - 1975 Project Manger, Managed upgrading and expansion of the Roseburg Water Treatment Plant. Raised effective capacity of plant from 7.5 MGD to 10.0 MGD Roseburg Transmission Main Pumping Station, General Waterworks, Roseburg, Oregon - 1976 Project Engineer and Manager, designed and managed the installation of a new 10.0 MGD transmission pumping station. 24" Roseburg Transmission Main, City of Rose burg - 1979 Project Engineer and Manager, designed and managed the installation of 20,000 feet of 24" Transmission Main from the Winchester Plant to the City of Roseburg. Duff Water Treatmlent Plant Expansion, Medford Water Commission - 1983 Project Manager, ~,1anaged the upgrade and expansion of the Duff Water Treatment Plant. Raised the effective capacity from 15 MGD to 30 MGD. Project also included renovation of the instrumentation and control system. Southeast Reservior, Medford Water Commission - 1983 Project Manager, fvlanaged the construction of a 2.0 mg pre-stressed concrete reservoir and installation of 4000 feet of 16" water supply line to the reservoir. Westside Transmission Main, Medford Water Commission - 1986 Project Engineer and Manager, Designed and managed the installation of 30,000 feet 36" ductile iron transmission main. As engineer and nlanager for two large utilities, have competed numerous facility plans, operational studies & water rates studies. Have extensive experience in pump station and controls system upgrades. CC PWD Contfiiict 1 FebOS ~A' Page 70f7 RESOLUTION NO. 2005- A RESOLUTION AUTHORIZING SOLE SOURCE IN ENTERING A PERSONAL SERVICE:S CONTRACT FOR THE TEMPORARY PERFORMANCE OF THE PUBLIC WORKS DIRECTOR DUTIES Recitals: A. Ashland Public Works Director has been activated to Military Duty and will be absent for a period of approximately fourteen months, beginning February 3, 2005. B. Ashland has benefited from her services as Public Works Director and wishes to rE~tain her position of employment pending her return from Military Services. C. Ashland needs someone with the experience and expertise to be able to provide advice and oversight to the Public Works Department. D. Appropriate experience and expertise from a person or firm in the local area are very important in filling the temporary need for the City of Ashland and can most appropriately be provided by contracting directly with a person or firm known to have the requisite experience and knowledge. E. The City of Ashland has determined that Joseph L Strahl, PE, and Edward Olson, PE, of Public Works Management, Inc. have the requisite experience and knowledge. THE CITY ()F ASHLAND RESOLVES AS FOLLOWS: SECTION 1.. Pursuant to Section 12.1.2 of Ashland Resolution No. 2000-15, the City of Ashland finds it in the public interest and welfare to exempt the contraGt for Personal Services for the provision of the duties of Public Works Director from the bidding and solicitation requirements and authorize sole source execution of a personal services contract for such services with Joseph Strahl, PE, and Edward Olson, PE, of Public Works Management, Inc. SECTION 2~. This resolution takes effect upon signing by the mayor. 111111111111111 11111111111111 1- 2005 Resolution authorizing sole source personal services contract G:\legal\Mike\Resolutions\Sole Source PW Director Contract.doc This resolution was read by title only in accordance with Ashland Municipal Code ~2.04.090 duly PASSED and ADOPTED this day of , 2005. Barbara Christensen, City Recorder SIGNED and APPROVED this _ day of ,2005. John L. Morrison, Mayor 2- 2005 Resolution authorizing sole source personal services contract G:\legal\Mike\Resolutions\Sole Source PW Director Contract.doc CITY OF ASHLAND CONSULTANT SERVICES CONTRACT Consultant services contract made on the date specified below in Recital A between the City and Consultant as follows: Recitals: A. The following information applies to this contract: CITY: CITY OF ASHLAND Consultant: PUBLIC WORKS MANAGEMENT, INC. City Hall JOSEPH L. STRAHL, PE 20 E. Main St. EDWARD OLSON, PE Ashland, Oregon 97520 Address: 3572 FOOTHILL ROAD (541) 488-6002 MEDFORD OR 97504 FAX: (541) 488-5311 . Telephone: 541 n76-7855 FAX: 541n76-7855 Date of this agreement: 2/1/05 , B: RFP date: SOLE SOURCE PROCUREMENT Proposal date: '2.2. Contracting officer: GINO GRIMALDI, CITY ADMINISTRATOR '2.4. Project: INTERIM PUBLIC WORKS DIRECTOR AND PUBLIC WORKS ADMINISTRATIVE SUPPORT '6. Consultant's representative: JOE STRAHL, PE, PRESIDENT '8.3. Maximum contract amount: NOT TO EXCEED $115,000.00 OVER 14 MONTH PERIOD B. On the date noted above, City issued a request for proposals (RFP) for consulting services needed by City for the project described above, Consultant subJ11itted a proposal in response to the RFP on the date noted above. C. After reviewin!~ Consultant's proposal and proposals submitted by other offerors, City selected Consultant to provide the services covered by the attached response to RFP: PW Managemelnt, Joe Strahl, PE, and Ed Olson, PE, will perform the following services: 1. Overall I program management as Public Works Director 2. Direct management of Mike Morrison, Public Works Superintendent, Jim Olson, Project Manager/City Surveyor, Piete:r Smeenk, Assodate Engineer/Interim City Engineer, and Dawn Lamb, Public: Works Administrative Assistant. 3. . Oversight on the Public Works operations to assist the needs of the PW Superintendent (who retains control of all Ol)erations personnel and management), Associate Engineer/Interim City Engineer and Project Manager/City Surveyor (who will have management control of the PW Administration and Engineering program). 4. Signature authority on all PW Contracts and change orders (not necessarily standard purchase orders which remains with the PW SUperintendent and Project Manager/City Surveyor. 5. Oversight on CP contract management and consultant management for PW projects. City and Consultant agree as follows: 1. Relationshio between City and Consultant: Consultant accepts the relationship of trust and confidence established between Consultant and City by this contract. Consultant covenants with the City to perform services and duties in conformance to and consistent with the standards generally recognized as being employed by professionals of consultant's caliber in the locality of the project. Comiultant further covenants to cooperate with City, City's representatives, contractors, and other interested parties in furthering the interests of City with respect to the project. In order to promote successful completion of the project in an expeditious and leconomical manner, Consultant shall provide professional consulting services for City in all phases of the project to which this contract applies, serve as City's professional consulting representative for the project, and give professional consultation and advice during the term of this contract. Consultant acknowledges that City is relying on consultant to provide professional con:sulting services in a manner that is consistent with the interests of City. 2. Definitions: Generally words, terms and phrases used in this contract shall have the meaning ascribed to them in the construction industry, unless the context clearly indicates otherwise. As used in this contract: 2.1. "City" means the City of Ashland, Oregon. 2.2. "Contractin!~ officer" means the person specified in Recital A above or that person's designee. 2.3. "Projecr means the project described in Recital A. 2.4. "Work" or .Services. shall mean all labor, materials, plans, specifications, opinions, reports, and other consulting services and products whiich Consultant is required to provide under this contract. 3. Term: The term of this ~:xmtract shall commence on the date specified in Recital A above and end on completion of all services required by this contract unless sooner terminated as provided in this contract. 4. Authoritv of Contractincl Officer: The contracting officer shall have the authority to act on behalf of City in the administration and interpretation of this c:ontract. The contracting officer shall have complete authority to authorize services, transmit instructions, receive information, interpret and define City's policies and make other decisions with respect to Consultant's services. 5. Consultina Services: Consultant shall provide services to City that are described in the RFP. 5.1. In connection with the services described in the RFP, Consultant shall: 5.1.1. Consult appropriate'. representatives of City to clarify and define City's requirements mlative to the services. 5.1.2. Review available data relative to the services. 5.1.3. Ideotify data which is not available and is needed to fulfill the services, and act as City's representative in obtaining such data. 5.1.4. Prepare monthly progress reports to the contracting Officer on the status of services. 5.1.5. Cooperate with other consultants retained by City in the exchange of information needed for completion of the services and the project. 5.2. Consultant shall commence performance of services within five days after receiving written authorization from the contracting officer for work described in the RFP. Consultant shall perform the services as expeditiously as is consistent with professional skill and cam and the orderly progress of the project. Upon request of City, Consultant shall submit for City's approval, a schedule for the performance of work elements described in the RFP. Each schedule shall include allowance for periods of time required for City's review and approval of Consultant's services. Each schedule, approved by City, shall become a part of this contract. 5.3. Consultant shall perform the services as an independent contractor in accordance with generally accepted standards in Consultant's profession. Consultant shall be responsible for the professional quality, technical accuracy and the coordination of all services performed by Consultant. Consultant shall, without additional compensation, correct or revise any error or deficiencies in the services that are caused by Consultant's negligence. City's review, approval, acceptance of, or payment for, any of the services shall not be construed to waive any of City's rights under this contract or of any cause of action arising out of Consultant's services. In the event of any breach of this contract by Consultant or negligent perfolmance of any of the services, City's cause of action against Consultant shall not be deemedto accrue until City discovers such !breach or negligence, or should have, with reasonable diligence, discovered such breach or negligence. The preceding s,entence shall not be construed, however, to allow City to prosecute an action against Consultant beyond the maximum time limitation provided by Oregon law. 6. Assianment of Consultant's Personnel: 6.1. The serviC4~s covered by this contract shall be rendered by, or under the supervision of the person specified in Recital A abovE~, who shall act as Consultant's representative in all communications and transactions with City. 6.2. Consultant will endeavor to honor reasonable specific requests of City with regard to assignment of Consultant's employees to perform services if the requests are consistent with sound business and professional practices. 7. Responsibilities of Citv:: 7.1. City will cooperate fully with Consultant to achieve the objectives of this contract. 7.2. City will provide information, documents, materials and services that are within the possession or control of City and are required by Consultant for performance of the services. 7.3. City will an'ange for access to, and make all provisions for Consultant to enter upon, public and private property as required for Consultant to perform the services. 7.4. City will provide all permits necessary for completion of the project. 7.5. The contracting officer will act as liaison between City, Consultant, public agencies, and others involved in the project. 8. Pavment: 8.1. City shall pay Consultant for services and reimburse Consultant for expenses incurred by Consultant in performance of services in accordance with a payment schedule to be submitted by Consultant and ac<;epted by City. No reimbursement will be made for expenses that are not specifically itemized in this payment schedule without prior approval by the contracting officer. 8.2. Consultant shall submit monthly invoices to City for Consultant's services within ten days after the end of the month covered by the invoice. 8.3. Total payments under this contract or any amendments shall not exceed the sum specified in Recital A above. .9. Compliance with Law: 9.1. This contract will be governed by and construed in accordance with laws of the State of Oregon. Consultant shall promptly observe and comply with all present and future laws, orders, regulations, rules and ordinances of federal, state, City and city governments with respect to the services including, but not limited to, provisions of ORS 279.312,279.314,279.316 and 279.320. 9.2. Pursuant to ORS 279.316(2) any person employed by Consultant who performs work under this contract shall be paid at least time and a half pay for all overtime in excess of 40 hours in anyone week, except for persons who are excluded or exempt from overtime pay under ORS 653.010 to 653.261 or under 29 U.S.C. Sections 201 to 209. . 9.3. Consultant is a .subject employer' as defined in ORS 656.005 and shall comply with ORS 656.017. Prior to commencing any work, Consultant shall certify to City that Consultant has workers' compensation coverage required by ORS Chapter 656. If Consultant is a carrier insured employer, Consultant shall provide City with a certificate of insurance. If Consultant is a self-insured employer, Consultant shall provide City with a certification from the Oregon Department of Insurance and Finance as evidence of Consultant's status. 9.4. If the amount of this contract is $15,964 or more, Consultant is required to comply with Ghapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performinlg work under this contract and to any subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the attached notice predominantly in areas where it will be seen by all employees. 10. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. To the extent permitted by law, City shall, within the limits of the Oregon Tort Claims Act, defend, indemnify and hold harmless Consultant, its consultants, agents and employees against all damages, claims, expenses and losses arising out of any reuse of plans, specifications and other documents prepared by Consultant without prior wl'itten authorization of Consultant. 11. Re,:ords: 11.1. Consultant shall develop and maintain complete books of account and other records on the services, which are adequate for eV811uating Consultanfs performance. Consultant shall maintain records in such a manner as to provide a clear distinction between the expenditures and revenues related to the project and the expenditures and revenues related to Consultant's othm business. 11.2. Consultant's books and records shall be made available for inspection by City at reasonable times, to verify Consultanfs compliance with this contract. City shall have the right to request an audit of Consultant's books and records by a certified public accountant retained by City. 12. Indemnification: Consultant shall defend, indemnify and save City, its officers, agents, and employees harmless from any and all claims, actions, costs, judgments, damages or other expenses resultin~J from injury to any person (including injury resulting in death,) or damage to property (including loss or destruction), of whatsoever nature arising out of or incident to the negligent performance of this contract by Consultant (inclluding but not limited to, the negligent acts or omissions of Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any claims, aGtions, costs, judgments, damages or other expenses, directly and proximately caused by the negligence of City. 13. Insurance: 13.1. Consultant shall, at its own expense, at all times during the term of this contract, maintain in force: 13.1.1. A comprehensive general liability policy including coverage for contractual liability for obligations assumed under this contract, blanket contractual liability, products and completed operations and owner's and contractor's protective insurance; 13.1.~~. A professional errors and omissions liability policy; and 13.1.1 A comprehensive automobile liability policy including owned and non-owned automobiles. 13.2. The coverage under each liability insurance policy shall be equal to or greater than the limits for claims made under the Oregon Tort Claims Act with minimum coverage of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. 13.3. Liability coverage shall be provided on an "occurrence" basis. "Claims made" coverage will not be acceptable, except for the coverage required by subsection 13.1.2. 13.4. Certificates of insurance acceptable to the City shall be filed with City prior to the commencement of any work by Consultant. Each certificate shall state that coverage afforded under the policy cannot be cancelled or reduced in coverage cannot be made until at le!ast 30 days prior written notice has been given to City. A certificate which states merely that the issuing company "will endeavor to mail" written notice is unacceptable. 14. Default: 14.1. There shalll be a default under this contract if either party fails to perform any act or obligation re!quired by this contract within ten days after the other party gives written notice specifying the nature of the breach with reasonable particularity. If the breach specified in the notice is of such a nature that it cannot be completely cured within the ten day period, no default shall occur if the party receiving the notice begins performance of the act or obligation within the ten day period and thereafter proceeds with reasonable! diligence and in good faith to effect the remedy as soon as practicable. 14.2. Notwithstanding subsection 14.1, either party may declare a default by written notice to the other party, without allowing an opportunity to cure, if the other party repeatedly breaches the terms of this contract. 14.3. If a default occurs, the party injured by the default may elect to terminate this contract and pursue any equitable or legal rights and remedies available under Oregon law. All remedies shall be cumulative. 14.4. Any litigation arising out of this contract shall be conducted in Circuit Court of the State of Oregon for Jackson County . 15. Termination without Cause: 15.1. In addition to the right to terminate this contract under subsection 14.3, City may terminate by giving Consultant written notice sixty days prior to the termination date. 15.2. In addition to the right to terminate this contract under subsection 14.3, Consultant may complelle such analyses and records as may be necessary to place its files in order and, where considered necessary to protect its professional reputation, to complete a report on the services performed to date of termination. 15.3. If City terminates the contract under subsection 15.2, Consultant shan be paid for all fees earned and costs incurred prior to the termination date. Consultant shall not be entitled to compensation for lost profits. 16. Notices: Any notice required to be given under this contract or any notice required to be given by law shall be in writing and may be given by personal delivery or by registered or certified mail, or by any other manner prescribed by law. 16.1. Notices to City shall be addressed to the contracting officer at the address provided for the City in Recital A above. 16.2. Notices to Consultant shall be addressed to the Consultant's representative at the address provided for the Consultant in Recital A above. 17. Assianment: City and Consultant and the respective successors, administrators, assigns and legal representatives of each are bound by this contract to the other party and to the partners, successors, administrators, assigns and legal representatives of the other party. Consultant shall not assign or subcontract Consultant's rights or obligations under this contract without prior written consent of City. Except as stated in this section, nothing in this contract shall be construed to give any rights or benefits to anyone other than City and Consultant. 18. Modification: No modification of this contract shall be valid unless in writing and signed by the parties. CONTRACTOR CITY OF ASHLAND By: By: Gino Grimaldi City Administrator Its: I ~ ~ REVIEWED AS TO CONTENT: Date: /-;-7-7 -Of FederallD # Or By: Department Head Coding: Date: Social Security # (For City use only) CITY OF ASHLAND, OREGON ALL employers described below must comply with City of Ashland laws regulating payment of a living wage. City of Ashland LIVING WAGE II!Dper hour effective J.une 30, 20.04 ~~, (Increases.ann.uaUyeveryJune30bythe Consul11erPricelndex) ~ For all hours worked under a service contract between their employer and the City of Ashland if the contract exceeds $15,964 or more. ~ For all hours worked in a month if the employee spends 50% or more of the employee's timE! in that month working on a project or portion of business of their employer, if the employer has ten or mom employees, and has received financial assistance for the project or business from the City of Ashland in excess of $15,964. ~ If their employer is the City of Ashland including the Parks and Recreation Department. In calculating the livin!~ wage, employers may add the value of health care, retirement, 401 Kand IRS eligible cafeteria plans (including childcare) benefits to the amount of wages received by the employee. For additional information: Call the Ashland Ci~y Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it will be seen by all employees. 4:ITY OF AS~HLAND PXX Public Works Management, Inc. 3572 N. Foothill Road Medford, OR 97504 City of Ashland 20 East IVlain Street Ashland, OR 97520 January 12, 2005 Attn: Nlr. Gino Grimaldi, City Administrator Nls. Paula Brown, Public Works Director Dear Gino and Paula: Public '-"Iorks Management, Inc. (PWM) is pleased to provide this proposal for filling in for Palula while she is on active duty with the Naval Reserve for the next fourteen months. Based on conversations with Paula, it is anticipated that an average of 20 hours per week will be required to provide direction and leadership to the Public Works DepartrTlent and communication with the Administrator and elected officials. It is fortunatE~ that the department is staffed with a cadre' of long-term, professional and competent people. The dedication of this staff and the support of the City Administrator make this assignment one we are looking forward to. PWM currently provides engineering and management services to four entities on a routine basis. At the same time we were able to provide special project services to an additional ten clients last year. In order to meet Ashland's objectives for the next fourteen months, it is PWM's plan to decline contracts with anyone other than our four major clients and Ashland until Paula's return home. Although we are open to other suggestions, it seems that Ashland's needs woulg best be met if Joe Strahl accepted responsibility for overall management of the departrnent and Ed Olson accepted the primary responsibility for the 1water treatment and distribution functions of the department. Joe has over thirty years experience in engineering and operations associated with a wide variety of local government public works functions throughout the United States. Ed's thirty-year career has been primari~, associated with water treatment and distribution in the Northwest. Both have been highly regarded leaders in their professions. You are sOlllewhat familiar with the!ir careers and accomplishments. Further information asso<;iated with their curriculum vitae is available upon request. Ed and Joe have a. close working relationship. This will facilitate communication and cooperation between the divisions of the d43partment. . Page 2 While it is eXPE~cted that everyone will miss Paula during her absence from the City, we believe that we can effectively fill the leadership gap with a minimum in loss of productivity and collaboration. It seems a good idea for PWM to fill this intlerim gap because PWM is the only company in the area that currently offers pro'fessional management services in the public works arena. By hiring PWM, the City assures that Paula has the opportunity to return to her old job when she comes horne. The City avoids the discomfort associated with making a temporary hire that automatically results in a job loss after a relatively short time. Further, the City avoids the usual challenges and many of the costs of hiring a full-time person to replace Paul,a. PWM will provide the required service at the rate of $95 per hour for either Ed or Joe. This rate includes all overhead costs and commuting costs. PWM will expect that the City will provide office space and support staff at no cost. However, the City is not expected to provide any employment benefits, automobile, vacation time, insurance or other costly perquisites associated with employment. Travel miles on City business, othe~r than from home to office communing travel, will be charged at the rate of $0.40 per mile. A review of ~he City's standard consulting contract has been performed. This contract seems to meet PWM's needs without modification beyond that needed to make it applicable to this assignment. We are anxious to begin the transition and to working with the City of Ashland for the next fourteen Imonths. Once again, we appreciate your consideration of PWM and the confidenCE~ you have in our ability to help fill the gap that Paula will be leaving. Sincerely yours, ~~1J J~ph L. Strahl, P.E. President, Public Works Management,lnc. 541.301.2946 joe@pwmanagers.com