HomeMy WebLinkAbout2006-0628 Special Meeting Packet
Important
: Any citizen attending council meetings may speak on any item on the agenda, unless it is the subject of a public
Public ForumIf you
hearing, which has been closed. The is the time to speak on any subject not on the printed agenda.
wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The
chair will recognize you and inform you as to the amount of time allotted to you.
The time granted will be dependent to
some extent on the nature of the item under discussion, the number of people who wish to be heard, and the length of the
agenda.
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
June 28, 2006
Civic Center Council Chambers
1175 E. Main Street
5:15 p.m. Regular Meeting
I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. CONSENT AGENDA [5 minutes]
1. Contract Amendment for the FERC Part 12 inspection Engineering Services for Hosler
Dam
V. UNFINISHED BUSINESS
1. RVTD Discussion
2. Reading by title only of, “A Resolution amending the pay schedule for management and
cofidential employees for fiscal year 2006-2007”
3. Reading by title only of, “A Resolution of the City of Ashland clarifying certain conditions
of employment for management and confidential employees and making such conditions
consistent with the Federal Fair Labor Standards Act by repealing Resolution No. 97-18”
VI. ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Reading by title only of, “A Resolution Adopting a Supplemental Budget Establishing
Appropriations Within the 2005-2006 Budget”
2. Reading by title only of, “A Resolution Transferring Appropriations withing the 2005-2006
Budget”
VII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
VIII. ADJOURNMENT
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 (TTY 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 WWW.ASHLAND.OR.US
CITY OF
ASHLAND
Council Communication
CONTRACT AMENDMENT FOR THE FERC PART 12 INSPECTION
ENGINEERING SERVICES FOR HOSLER DAM
Meeting Date: June 28, 2006
Department: Public Works
Contributing Departments: Fin~A
Approval: Martha Ben"'rr;;
Primary Staff Contact: Paula Brown, Public Works
Director / City Engineer, 552-2411
E-mail: Paula@ashland.or.us/~..
Secondary Staff Contact: PietefSmeenk, Associate
Engineer, 552-2413; E-mail: Pieter@ashland.or.us
Estimated Time: Consent Agenda
Statement:
Approval of a contract amendment for Acres International to complete additional structural analysis, field
investigations and security requirements implemented by the Federal Energy Regulatory Commission (FERC)
Part 12 Safety Inspection Guidelines.
Background:
On January 27,2003, Acres International responded to the City's proposal and was awarded a contract to
complete the Hosler Dam FERC Part 12 Safety Inspection and Associated Security and Seismic Analyses. All
services were scheduled to be completed and submitted to FERC by May 2003. The scope of work included
three primary tasks:
1) Evaluate and report upon the safety condition of Hosler Dam in Accordance with FERC Part 12
Safety Inspection Guidelines
2) Analyze the Dynamic Base Shear at the arch dam, foundation interface for Hosler Dam in accordance
with FERC Engineering Guidelines, Chapter XI - Arch Dams
3) Evaluate and recommend appropriate changes to security procedures for Hosler Dam as provide in
FERC Security Program for Hydropower Projects, June 2002
FERC's review of the initial Safety Inspection and Dynamic Base Shear Analysis submitted by Acres International,
indicated a need for the City to complete a more in-depth structural analyses of Hosler Dam to meet FERC's
revised structural guidelines. These new requirements, while within the scope of work, increased the work
necessary of Acres International and extended the completion time of the work. Two prior contract amendments
were given to Acres International for the following items:
· Contract Amendment NO.1 (August 2003) increased the contract by $13,560.00 to conduct a Failure
Modes Analysis which analyzed the unique ways remotely possible for the dam to fail and also
provided training to staff on the analysis process. This was a new FERC requirement.
· Contract Amendment NO.2 (June 2004) increased the contract by an additional $10,000.00 to
accommodate the structural engineer's time to complete a more in-depth mathematical"Lombardi
Analysis" requirement by FERC to show a different failure mode for base shear.
When the Lombardi Analysis was submitted to FERC, they required additional field investigations to ensure
stability at the face and base of the dam, hence the need for Contract Amendment NO.3. Staff negotiated with
G:lpub-wrksladminIPB Councillwater issueslCC Acres Contract Amend No 3 22Jun06.doc
r.,
~ ~".m_.___-------r----._-
Acres International and agreed upon an amount of $15,000 to complete this field work when weather permitted
and then re-run the base shear model as required by FERC.
Revised City policy requires any contract amendment totaling 25% or more of the original contract amount to be
approved by City Council acting as the Local Contract Review Board (LCRB). The contract amount with the two
prior amendments was $79,560 (prior to the revised City policy) and with the third amendment, the contract
amount increased to $94,560.
This third contract amendment was accepted by the Public Works Department in July 2005, but the Department
acted in error by not following through to gain LCRB authority to increase the total contracted amount. In addition,
the work has been completed by the consultant, but as there is no authority for the contract amendment, there is
no ability to properly pay the consultant. The requested Council action formalizes the third contract amendment
and allows the consultant to be properly paid.
Related City Policies:
Ordinance 2917, adopted by City Council on March 1,2005, Section 2.52.050, states that if a contract
amendment totals 25% or more of the original contract amount then the contract amendment must be approved
by the Local Contract Review Board.
Council Options:
In this case, there is only one option as staff is regrettably bringing this to Council after the fact. Council must
approve this third contract amendment for Acres International. Council could also formally remind staff to comply
with Ordinance 2917 and bring these items to Council in a timely manner.
Staff Recommendation:
Staff recommends Council approve this third contract amendment for Acres International to complete the contract
for additional structural analysis, field investigations and security requirements implemented by the Federal
Energy Regulatory Commission (FERC) Part 12 Safety Inspection Guidelines.
Potential Motions:
It is motioned that the City Council, acting as the Local Contract Review Board, approve Contract Amendment No.
3 for Acres International to complete the contract for additional structural analysis, field investigations and security
requirements implemented by the Federal Energy Regulatory Commission (FERC) Part 12 Safety Inspection
Guidelines.
Attachments:
1) Contract between the City of Ashland and Acres International for the Hosler Dam FERC Part 12 Safety Inspection
2) Contract Amendment #1
3) Contract Amendment #2
4) Contract Amendment #3 (Proposed)
G:\pub-wrksladminIPB Councmwater issues\CC Acres Contract Amend No 3 22Jun06.doc
~~,
ENGINEERING SERVICES CONTRACT
Engineering services contract made on the date specified below in Recital A between
the City and Engineer as follows:
Recitals:
A The following information applies to this contract:
CITY: CITY OF ASHLAND ENGINEER: ACRES INTERNATIONAL
City Hall AR. Griffith, P.E.
20 E. Main St. Address: 150 Nickerson St. Ste 310
Ashland, Oregon 97520 Seattle WA 98020
(541) 488-5347 FAX: (541) 488-6006 Tele: 206/352-5730 Fax: 206/352-5734
Date of this agreement: 1/2103 B: RFP Date: 12/20/02
Proposal Date: 12/19/02
112.3 City Contracting Officer: Director of Public Works, Paula C. Brown, P.E.
112.4. Project: Hosler Dam FERC pt 12 Inspection & Associated Security & Seismic
Analysis
116.1. Engineer's Representative: A R. Griffith P. E.
118.3. Maximum Contract Amount: NTE $56,000.00
B. On the date noted above, City issued a request for proposals (RFP) for engineering
services needed by City for the project described above. Engineer submitted a
proposal in response to the RFP on the date noted above.
C. After reviewing Engineer's proposal and proposals submitted by other offerors, City
selected Engineer to provide the services covered by the RFP. Acceptance of Contract
contingent on the FERC Division of Dam Safety Inspection approval of AR. Griffith,
P. E. as a licensed IC for the project, see attached letter dated January 15, 2003.
City and Engineer agree as follows:
1. Relationship between City and Engineer: Engineer accepts the relationship of trust
and confidence established between Engineer and City by this contract. Engineer
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
engineer caliber in the locality of the project. Engineer 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 economical manner, Engineer shall
provide professional engineering services for City in all phases of the project to which
this contract applies, serve as City's professional engineering representative for the
project, and give professional engineering consultation and advice during the term of
this contract. Engineer acknowledges that City is relying on Engineer to provide
-1-
\\COMP AQl IDA T A IGOVlpub-wrks\engldept-adminIENGINEERIPROJECT\2002\02_28 Acres Contract.doc
-- --- nnn -- -------- ------r--
-.----..---.-
professional engineering 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. "Contract documents" shall mean this contract, written authorizations under
subsection 5.4, written assignments under subsection 5.2, written amendments to this
contract, schedules established under subsection 5.4 and exhibits incorporated in other
contract documents.
2.2. "City" means the City of Ashland, Oregon.
2.3. "Contracting officer" means the person specified in Recital A above or that
person's designee.
2.4. "Project" means the project described in Recital A.
2.5. 'Work" or "Services" shall mean all labor, materials, plans, specifications,
construction contract documents, opinions, reports, and other engineering services and
products which Engineer is required to provide under this contract.
3. Term: The term of this contract 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. Authority of contracting Officer: The contracting officer shall have the authority to act
on behalf of City in the administration and interpretation of this contract. Subject to the
limitations on authorization of assignments under subsection 5.2, the contracting officer
shall have complete authority to authorize services, 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 Engineer's
services.
5. Engineering Services:
5.1. Engineer shall provide services to City that are described in Exhibit 1 which
is attached to and incorporated in this contract.
5.2. In addition to the services described in Exhibit 1, the parties may agree to
have Engineer provide other discrete services that are necessary for completion of the
project. Such services will be initiated by written assignments as follows:
5.2.1. Assignments under this subsection should be used only for
services that are beyond the scope of the services described in Exhibit 1.
-2-
\\COMP AQ I IDA T A \GOV\pub-wrb\ens\dept-adminIENGINEERIPROJECT\2002\02-2S Acres Contract.doc
-- --" ..---..-.----------r-----.
No assignment is necessary to authorize services that are customarily
provided in conjunction with, or are ancillary to, the services described in
Exhibit 1.
5.2.2. Assignments which cover services that will cost less than
$15,000 may be initiated by the contracting officer. Assignments that
cover services which will cost more than $15,000 must be approved by the
City Administrator.
5.2.3. Each assignment shall specify the duties of Engineer, the
objective of the assignment, the scope of the assignment and the
estimated cost of the services.
5.2.4. Each assignment shall be signed by both parties.
5.2.5. Each assignment shall incorporate and be subject to the
provisions of the contract documents unless the assignment specifically
provides otherwise.
5.3. In connection with the services described in Exhibit 1 and services
authorized by assignments under subsection 5.2, Engineer shall:
5.3.1. Consult appropriate representatives of City to clarify and
define City's requirements relative to the services.
5.3.2. Review available data relative to the services.
5.3.3. Identify data which is not available and is needed to fulfill the
services, and act as City's representative in obtaining such data.
5.3.4. Prepare monthly progress reports to the contracting Officer
on the status of services.
5.3.5. Cooperate with other consultants retained by City in the
exchange of information needed for completion of the services and the
project.
5.4. The services described in Exhibit 1 are divided into discrete work elements.
Engineer shall commence performance of services within five days after receiving
written authorization from the contracting officer for work elements described in Exhibit
1 or assignments made under subsection 5.2. Engineer shall perform the services as
expeditiously as is consistent with professional skill and care and the orderly progress of
the project. Upon request of City, Engineer shall submit for City's approval, a schedule
for the performance of work elements described in Exhibit 1 and assignments made
und~r subsection 5.2. Each schedule shall include allowance for periods of time
- 3-
\\COMP AQ I\DA T A \GOVlpub-wrks\eng\dept-adminIENGINEERIPROJEC1\2002\02-28 Acres Contract.doc
~ ---,--
required for City's review and approval of Engineer's services. Each schedule,
approved by City, shall become a part of this contract.
5.5. Engineer shall perform the services as an independent contractor in
accordance with generally accepted standards in Engineer's profession. Engineer shall
be responsible for the professional quality, technical accuracy and the coordination of all
services performed by Engineer. Engineer shall, without additional compensation,
correct or revise any error or deficiencies in the services that are caused by Engineer'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 Engineer's services. In the event of any breach of this contract by
Engineer or negligent performance of any of the services, City's cause of action against
Engineer shall not be deemed to accrue until City discovers such breach or negligence,
or should have, with reasonable diligence, discovered such breach or negligence. The
preceding sentence shall not be construed, however, to allow City to prosecute an
action against Engineer beyond the maximum time limitation provided by Oregon law.
6. Assignment of Engineer's Personnel:'
6.1. The services covered by this contract shall be rendered by, or under the
supervision of the person specified in Recital A above, who shall act as Engineer's
representative in all communications and transactions with City.
6.2. Engineer will endeavor to honor reasonable specific requests of City with
regard to assignment of Engineer's employees to perform services if the requests are
consistent with sound business and professional practices.
7. Responsibilities of City:
7.1. City will cooperate fully with Engineer 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 Engineer for performance of
the services.
7.3. City will arrange for access to, and make all provisions for Engineer to enter
upon, public and private property as required for Engineer 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, Engineer, public
agencies, and others involved in the project.
7.6. City shall perform such other functions as are required by written
assignments under subsection 5.2.
-4-
I\COMP AQI IDA T AlGOVlpub-wtb\engldept-adminIENGINEERIPROJECT\2002\02-28 Acres Con'ract.doc
8. Payment:
8.1. City shall pay Engineer for services and reimburse Engineer for expenses
incurred by Engineer in performance of services in accordance with a payment
schedule to be submitted by Engineer and accepted 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. Engineer shall submit monthly invoices to City for Engineer'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. Engineer 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 Engineer 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. Engineer is a "subject employer" as defined in ORS 656.005 and shall
comply with ORS 656.017. Prior to commencing any work, Engineer shall certify to City
that Engineer has workers' compensation coverage required by ORS Chapter 656. If
Engineer is a carrier insured employer, Engineer shall provide City with a certificate of
insurance. If Engineer is a self-insured employer, Engineer shall provide City with a
certification from the Oregon Department of Insurance and Finance as evidence of
Engineer's status.
9.4. If the amount of this contract is $15,000 or more, Engineer is required to
comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as
defined in this chapter, to all employees performing work under this contract and to any
subcontractor who performs 50% of 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.
-s-
\\COMP AQ I\DA T A\GQVlpub-wrlcs\engldept-admiD\ENGINEER\PROJECI\2002\02-28 Acres Contract.doc
. ~ ,....---------
10. Ownership of Documents: All documents prepared by Engineer 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 Engineer,
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 Engineer without prior written authorization of Engineer.
11. Records:
11.1. Engineer shall develop and maintain complete books of account and other
records on the services which are adequate for evaluating Engineer's performance. .
Engineer 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 Engineer's other business.
11.2. Engineer's books and records shall be made available for inspection by
City at reasonable times, to verify Engineer's compliance with this contract. City shall
have the right to request an audit of Engineer's books and records by a certified public
accountant retained by City. .
12. Indemnification: Engineer shall defend, indemnify and save City, its officers,
agents, and employees harmless from any and all claims, actions, costs, judgments,
damages or other expenses resulting 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
Engineer (including but not limited to, the negligent acts or omissions of Engineer's
employees, agents, and others designated by Engineer to perform work or services
attendant to this contract). Engineer shall not be held responsible for any claims,
actions, costs, judgments, damages or other expenses, directly and proximately
caused by the negligence of City.
13. Insurance:
13.1. Engineer 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,
products and completed operations and owner's and contractor's
protective insurance;
13.1.2. A professional errors and omissions liability policy; and
13.1.3. A comprehensive automobile liability policy including
owned and non-owned automobiles.
-6-
\\COMP AQ I\DA T A \GOV\pub-wrks\eng\dept-.dmin\ENGINEER\PROJECT\2002\02-28 Acres Contr.ctdoc
.. __n ._-,-_._ .__
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 Engineer. Each certificate shall state that
coverage afforded under the policy cannot be cancelled until at least 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 shall be a default under this contract if either party fails to perform
any act or obligation required 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
or District 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 Engineer written notice sixty days prior to the termination
date.
15.2. In addition to the right to terminate this contract under subsection 15.1,
Engineer may complete such analyses and records as may be necessary to place its
-7-
\\COMPAQ I IDA T A \GOV\pub-wrkslengldept-acImin\ENGINEER\PROJECN002\02_28 Acres Cannet.doc
.~~-
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 15.1, Engineer shall be
paid for all fees earned and costs incurred prior to the termination date. Engineer shall
not be entitled to compensated 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 Engineer shall be addressed to the engineer's representative at
the address provided for the Engineer in Recital A above.
17. Assignment: City and Engineer 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. Engineer shall not assign or subcontract Engineers 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 Engineer.
18. Modification: No modification of this contract shall be valid unless in writing and
signed by the parties.
BY
f2. . CHlr1!.l"vJpcrD ~
Fed.ID#/" - 0'1tP~~61
y,~ f~rxtJT
k.u \~LI~
CITY
BY
REVIEWED AS TO CONTENT
BY~~
I City Department Head
Date: 2~RnJD~
Coding
(for City use only)
A .f<. ~RJffll ,
AtIt~tU !f14.. ~y~ 1.1.-
f Q;VVJUd ( /1tAu, viA'
-8-
\\COMP AQ IIDA T A IGOVlpub-wrlcsleng\depl-adminIENGINEERIPROJEC1UOO2\02-28 Acres Contrac:l.doc
CITY OF ASHLAND, OREGON
"~e~rllo~r~.~i;~l~!J:iiJlI~e' ~Q, 2002
,. ",.- -,. -<.; -,' . ~ > '^',', '( ,
~~~~IIII~~i~f~~'~~:"."~~.'bytlte
'i.'. .~. . ";, ,..;, :
n. . <, ." '" ,'n _.. . ~i,., ',;'. .
r.,
Employees must be paid a living
wage:
~ For all hours worked under a
service contract between
their employer and the City of
Ashland if the contract
exceeds $15,000 or more.
employee's time in that
month working on a project
or portion of business of
their employer, if the
employer has ten or more
employees, and has received
financial assistance for the
project or business from the
City of Ashland in excess of
$15,000.
~ For all hours worked in a
month if the employee
spends 50% or more of the
~ If their employer is the City of
Ashland including the Parks
and Recreation Department.
In calculating the living wage,
employers may add the value of
health care, retirement, 401K and
IRS eligible cafeteria plans
(including childcare) benefits to
the amount of wages received by
the employee.
For additional information:
Call the Ashland City 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.
-9-
I\COMP AQ IIDA T A lGOVlpub-wTkslengldepl-adminIENGlNEERIPROJEClUOO2102-28 Acres Contract.doc
...... -------~----,----
CITY OF
ASHLAND
-2-
the Outline that address the PFMA are to be included in the report but with a brief
statement that the PFMA has not yet been conducted for the project. If you have any
questions concerning the requirements of the Outline, please address your questions to
Mr. James Evans at telephone number (202) 502-8716. Your consultant should be
prepared to submit, if requested, diskettes containing programs with documentation and
input files for any of the computer analyses used to reach the conclusions in his report.
Please inform the independent consultant that the inspection and project features
analyses are to include a detailed evaluation. of all dam safety aspects of the project in
accordance with the Commission's Part 12 Dam Safety Regulations consistent with the
requirements covered in the Commission's Engineering Guidelines. This includes
providing adequate discussion and evaluation of procedures planned to react to
emergency conditions, review and analyses of the operability of project features under all
loading conditions, assessment of hazard potential, and assessment of instrwnentation
adequacy and analyses.
You are reminded that not later than 60 days after the report of the independent
. consultant is filed with the Regional Engineer, you must submit to the Regional Engineer
three copies of a plan and schedule for designing and canying out any proposed
corrective measures.
Sincerely,
~ I/.&~
f ]am~; H. Evans, P .E.
Senior Civil Engineer
Division of Dam Safety and Inspections
Enclosure
cc: Public Files
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
CONTRACT CHANGE ORDER NO.
.1 (revised)
PROJECT: HOSLER DAM FERC PART 12 INSPECTION
lOCATION: HOSLER DAM
CONTRACTOR: ACRES INTERNATIONAL
You are requested to perform the folloWing described work upon receipt of an approved copy of this document
or as described by the Engineer:
DATE: AUGUST 21,2003
PROJECT NO.: 02-28
.
kern No. Description Quantity Unit Price Amount
CO 1 PFMA lump sum $13,560.00 $13,560.00
Original Contract Amount
Total this Change Order
Previous Change Order
Revised Contract T atal
$56,000.00
$13,560.00
$69,560.00
T~e time provided for completion ofthis contract is increased by no calendar days. This document
shall become an amendment to the contract and all provisions of the contract will apply.
Recommended By:
Approved By:
Date
~o/
Date
Accepted By:
Cont etor:
Acres International
150 Nickerson Street, Ste 310
Seattle W A 98109
Date
ENGIfEERlNG
20 E. MaIn Street
Ashland. ~ 97520
www.ashland.or.us
G~.admin\ENGlNEER\PROJEC:n2002'il2.28 Ch Od 1.doc
OR 1"6 lNAL
Tel: 541-488-5347
FIx; 541-48a-6006
TTY: 800-735-2900
r.,
....,-
.
Internatlona'
Acres International Corporation
150 Nickerson Street, Suite 310
Seattle, WA 98109 USA
T e1: ~2-5730. Fax: ~2-5734
www.acres.com
August 14, 2003
File No.P14774.01
MS.Paula Brown, PE
City of Ashland
20 East Main Street
Ashland, OR 97250
WG:~;8 ;\]
--'- -', J
CITY OF AS;~I _,'_i'fD
" . , i-.f \ ~ ,} l
-~-----
Dear Ms Brown:
Subject: Hosler Dam FERC Part 12 Safety Inspection - Change Order
We received a Change Order form for signature dated June 5, 2003 to cover the additional
work involved in carrying out an FMA as part of the Inspection. This showed an additional
extra Lump Sum of $2,000 to cover this and indicated that the Revised Contract Total was to
be $16,527.06.
This appears to be in error unless I have misunderstood the document. I believe that the
original contract was for a total of $56,000 (rounded from my "Budget" spreadsheet total of
$55,820, copy attached as Item A).
The additional work as presented in my email dated 3/18/2003 and in my attached
spreadsheet "Budget rev 1" (Item B) was estimated and accepted by you to cost an extra
$13,560 with a total of$69,380.
I think there may have been some confusion with the zero rate version of the budget which I
sent to FERC with a cc to you (copy attached as Item C, which shows a fictitious
contingency amount and total) which was attached to the change order.
Could you please look into this? I am returning the Change Orders unsigned.
Thanks
Initials
Encll Attach
Robin G Charlwood
Vice PresidentIProject Manager
--- ----------,---
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
CONTRACT CHANGE ORDER NO. 2
PROJECT: HOSLER DAM FERC PART 12 INSPECTION
LOCATION: HOSLER DAM
CONTRACTOR: ACRES INTERNATIONAL
You are requested to perform the following described work upon receipt of an approved copy of this
document or as described by the Engineer:
DATE: JUNE 10, 2004
PROJECT NO.: 02-28.
Item No. Description Quantitv Unit Price Amount
CO2 Lombardi Number Analysis Follow-up Lump sum $10,000'.00 $10,000.00
Original Contract Amount
Total this Change Order
Previous Change Order
Revised Contract Total
$56,000.00
$10,000.00
$13,560.00
$79,560.00
The time provided for completion of this contract is increased by no calendar days. This
document shall become an amendment to the contract and all provisions of the contract will
apply.
...r
0/18/ Of
Date J I
~ f' J tuJ 17 t..f
Date
Date G /lfW
Recommended By:
Approved By:
Accepted By:
Con ctor: R,....rs..~~
Acres International
150 Nickerson Street, Ste 310
Seattle WA 98109
ENGINEERING
20 E. Main Street
Ashland, ~ 97520
www.ashland.or.us
G:Ipub-wrks\eng\dept-admin\ENGINEERIPROJECT\2002\02_28 Ch Cd 2.doc
Tel: 541-488-5347
Fax: 541-4~
TTY: 800-735-2900
~~,
CITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
CONTRACT CHANGE ORDER NO. 3
PROJECT: HOSLER DAM FERC PART 12 INSPECTION
LOCATION: HOSLER DAM
CONTRACTOR: ACRES INTERNATIONAL
You are requested to perform the following described work upon receipt of an approved copy of this
document or as described by the Engineer:
DATE: JULY 14, 2005
PROJECT NO.: 02-28
Item No. Description Quantitv Unit Price Amount
C03 Additional Field Investigations Ph I Lump sum $15,000.00 $15,000.00
Original Contract Amount
Total this Change Order
Previous Change Order
Revised Contract Total
$56,000.00
$15,000.00
$23,560.00
$94,560.00
The time provided for completion of this contract is increased by 120 calendar days. This
document shall become an amendment to the contract and all provisions of the contract will
apply.
Accepted By:
cj~~f
Engineer 7 /
V H-W. at: f7t~~l-
M A-lV ~ CJ F or ts-(Z. ,.
~//%~
~I
e)'0{65
Date
09/l/5/0S-
Date
Recommended By:
Approved By:
ontractor:
Acres International
6 Nickerson Street, Ste 101
Seattle WA 98109
ENGINEERING
20 E. Main Street
Ashland. Ol!l!lon 97520
www.ashland.or.us
G:lpub-wrkslengldept-adminIENGINEERIPROJECT\2002102-28 Ch Od 3.doc
Tel: 541-488-5347
Fax: 541-488-6006
TTY: 800-735-2900
FA'
Acres International Corporation
6 Nickerson Stree~ Ann Building, Suite 101
SealUe, WA 98109 USA
Tel: 206-352-5730' Fax: 206-352-5734
www.acres.com
June 14, 2,005
14774.01
Ms. Paula C. Brown, PE
City of Ashland
20 East Main Street
Ashland, OR 97520
Subject:
Hosler Dam FERC Part 12 Safety Inspection
Additional Field Investigations - Phase I
Dear Ms. Brown;
At our recent meeting in Portland, the FERC staff summarized their comments on our Finite
Element Analysis & Shear Stability Update Report dated January 13, 2005. Based on the
analyses presented therein, their observation as stated to us is that the shear resistant
parameters required to satisfy FERC stability criteria for the Hosler Dam are at the upper
bound of values commonly used in engineering practice. Accordingly, it was their
recommendation that field investigations be performed to confirm the applicability ofthese
values.
We propose to accomplish the required investigations in two phases. The first phase would
cover our costs for the attendance at the FERC meeting and would include a field
reconnaissance to perform geologic mapping and to define the scope of a drilling program to
be performed in the subsequent phase. The field reconnaissance would be accomplished by
myself and Rick Donnelly, an Engineering Geologist from our office in Niagara Falls
Ontario. It is our further thinking that the Phase II drilling program itself can be supervised
by Golder Associates, whom we understand is involved with the pending work on the water
supply pipeline / penstock.
Specifically, Phase I would include the following activities:
. Project Management
. FERC Meeting
· Field Reconnaissance
· Investigation Planning
. Drilling Program Specifications
· Drilling Contractor Selection
Our estimate for the completion ofthe above activities is $15,000 and we would initiate these
activities as soon as possible such that the drilling program can be accomplished in
conjunction with our work that is scheduled at the site this coming summer. As always, we
appreciate the opportunity to work you on this assignment. If you have any questions
regarding this proposal, be sure to give us a call.
Sincerely,
A. Richard Griffith, P .E.
A member of the Hatch Group
... _H.__.n_. ._....,-___
CITY OF
ASHLAND
Council Cemmunication
Resolution amending the pay schedule and Clarifying Conditions of Employment for
Management and Confidential Employees for Fiscal Year 2006-2007
Meeting Date:
Department:
Contributing Depts.:
Approval:
June 20, 2006
Administration
Finance Department
Martha Bennett
Primary Staff Contact: Tina Gray, 552-2101
gravt@ashland.or.us
Secondary Staff Contact: Lee Tuneberg, 552-2003
tuneberl@ashland.or.us
Statement:
The City has negotiated collective bargaining agreements with five bargaining groups. Management
and Confidential employees of the City are not an organized group for the purpose of negotiating
terms and conditions of their employment. Each year, City Administration makes a recommendation
to the City Council for a Cost of Living Adjustment (COLA) for all non-represented employees.
Adjustments for the Elected City Recorder and Municipal Judge are set forth in the City Charter.
The Management Resolution clarifying conditions of employment for Management and Confidential
employees has been out of alignment with other employee groups within the City. Revisions have
been made to the Resolution to maintain consistency with internal bargaining units and to remain
competitive with external comparators.
Staff Recommendation:
Staff is recommending that the City Council adopt a Resolution amending the pay schedule for
Management and Confidential Employees for Fiscal Year 2006-2007. Staff is recommending an
increase of 4% to maintain salary differentials and to help avoid compression between represented
employees and Supervisory/Management staff and to ensure the City remains competitive in their
salary offerings for recruitment and retention. Based upon requirements of the City Charter, staff is
recommending an increase of 4.88% for the elected Municipal Judge and City Recorder.
To address housekeeping issues and bring Management and Confidential employees into alignment
with other bargaining groups of the City, staff is recommending modifications to the Management
Resolution. A summary of those modifications follow:
. General housekeeping - Changes have been made to reflect current job classifications and
clarify current practices of the City.
· Vacation - The vacation cash-out provision has been capped at 40 hours. The payout was
moved up from June to April to prevent unexpected expenditures at the end of the Fiscal
Year. (It is a savings to the City to allow employees to cash vacation out at a static value
rather than carry it forward when salary increases may be applied).
· Sick Leave - The sick leave accrual cap was increased to 960 hours which is consistent with
other City bargaining units.
r.,
· Utilization of Sick Leave - Changes were made to allow employees flexibility to care for ill
or injured family members consistent with Oregon and Federal Family Leave laws and other
City bargaining units, and to reinforce the City's commitment to recognize diverse
definitions of "Family."
· Sick Leave Cash out - This provision was increased by 8 hours to function as an incentive
for employees to not use sick leave, and to provide employees more flexibility with their time
management as many of our external comparators move to "Paid Time Off' systems.
· Funeral Leave - Grandparent and grandparent-in-Iaw were added to the list of paid funeral
leave to acknowledge the impact that a death of these special people have on employee work
performance, and to maintain constancy with other internal bargaining units.
· Compensation-Pay Schedule - Clarification of the City Administrator's authority to reward
top performers without impacting the overall pay structure of the City.
Background:
The City is currently in negotiations with our Police and Fire bargaining units, and we anticipate
some catch-up to bring them up to the average of their statutory based comparators. The annual
COLA for two ofthe S labor unions, (Laborers and Clerical/Technical employees) has been
established at 4% by contract based upon the Consumer Price Index (CPI). The Electric Union is
in the first year of a new contract and their wages will have increased by 7% from July OS-July
06. The CPI has been trending upward, and the most recent figure for May is 4.3%
The City automatically budgets a 3% increase for all employee groups unless more specific
information is available for budget projections. The additional 1 % for Management and
Confidential employees equates to $41,744 which would be absorbed across departments.
Salary increases for the non-represented employees have not kept pace with the increases
afforded the collective bargaining groups at the City, and we are experiencing salary
compression and turnover in key staff positions. Additionally, due to the local housing market
and cost of living, the City has had several difficult recruitments for managerial staff positions.
Competitive salary and benefit offerings are critical for employee recruitment and retention.
Related City Policies
None.
Council Options:
Option #1 - The City Council could direct staff to adjust wages for all non-represented Management
and Confidential employees by 4%, adjust the wages for the Municipal Judge and City Recorder by
4.88%, and approve changes made to the Management Resolution regarding employment conditions
for Management and Confidential employees.
Option #2 - The City Council could direct staffto implement an alternative Cost of Living
Adjustment for non-represented employees and the elected Municipal Judge and City Recorder and
make alternate recommendations for revision of the Management Resolution regarding employment
conditions for Management and Confidential employees.
Potential Motion:
Move to adopt Option #1 authorizing staff to adjust wages for all non-represented Management
and Confidential employees by 4% effective July 1, 2006.
2
-,
Attachments:
· Resolution amending the pay schedule for Management and Confidential Employees for
Fiscal Year 2006-2007.
· Revised Resolution clarifying certain conditions of employment for Management and
Confidential employees.
· Salary Schedule including proposed adjustments.
3
T- ----.-.--.- ----~------..--- --
RESOLUTION NO. 2006-
A RESOLUTION AMENDING THE PAY SCHEDULE FOR
MANAGEMENT AND CONFIDENTIAL EMPLOYEES FOR
FISCAL YEAR 2006-2007.
RECITALS:
1. The wage adjustment for two City Labor unions has been set at 4% based upon the
Consumer Price Index. One union received 3% July 2005, 2.5% January 2006, and is
scheduled to receive 1.5% July 2006. The two Public Safety bargaining groups are in
negotiations with the City.
2. The City has an interest in maintaining salary differentials to avoid compression between
represented employees and the supervisory/manageme,nt staff.
3. It is the desire of the City to maintain its management and confidential pay plan at a level
commensurate with other jurisdictions to enhance recruitment and retention in these key
positions.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The overall pay schedule is hereby increased by 4% for Management, Mid-
Management/Supervisory and Confidential employees effective July 1, 2006.
SECTION 2. The salary of the Municipal Judge and the City Recorder shall be increased by
5.10%, which is the weighted average of the adjustments made for Department Heads and
Supervisors as set forth in the City Charter.
SECTION 3. This resolution takes effect upon signing by the Mayor or City Council Chair.
This resolution was read by title only in accordance with Ashland Municipal Code 92.04.090
duly PASSED and ADOPTED this _ day of , 2006.
Barbara Christensen, City Recorder
SIGNED and APPROVED this_day of
,2006.
Alex Amarotico, Council Chair
Reviewed as to form:
Mike W. Franell, City Attorney
RESOLUTION NO. .0.6
A RESOLUTION OF THE CITY OF ASHLAND CLARIFYING CERTAIN CONDITIONS
OF EMPLOYMENT FOR MANAGEMENT AND CONFIDENTIAL EMPLOYEES BY
REPEALING RESOLUTION NO. 2004-23, WHICH REPEALED RESOLUTION 2002-
23.
IL.
Recitals:
A. The City of Ashland has negotiated collective bargaining agreements with all
employees who are members of labor unions;
B. The management and confidential employees of the city are not an organized group
for the purpose of collectively negotiating the terms and conditions of their
employment; and
C. It is in the best interest of the city and efficient and effective government to clearly
set forth the city's expectations for the performance of its management and
confidential employees;
The mayor and council resolve as follows:
1.
SeoDe of Resolution. Resolution No. 2004-23 is repealed. This 200.6 resolutionshallu
apply to all management and confidential employees of the City of Ashland as set forth
in Appendix "A", dated June 200.6..Wheretheterm "employee" is used,itshaUmean
regular full-time employees and probationary employees as defined in section 2.7 """This
resolution does not apply to any employee who is a member of any collective
bargaining unit.
2. Definitions.
2.1. Confidential employee. As defined in ORS 243.650(6), a confidential employee
is one who assists and acts in a confidential capacity to a person who
formulates, determines, and effectuates management policies in the area of
collective bargaining. Confidential employees are paid hourly for work performed
and they are subject to payment for overtime according to the Fair Labor
Standards Act. Confidential employee includes those classifications in Appendix
"A" under "Confidential."
2.2. Department head. A person directly responsible to the city administrator, mayor
or city council for the administration of a department. Department heads are
_exempt from overtime payment. Department heads include those Management
classifications in Appendix "A" under "Department heads."
2.3 Division Supervisor. A person directly responsible to a department head or the
I PAGE 1-RESOLUTION.
r
.-------------- -- ._~
~eleted: 06
Formatted: Font: Bold
Formatted: Font: Bold, Font color:
" Auto
Formatted: Font: Bold
Formatted: Font: Bold, Font color:
Auto
~-'-,.-
deletions and additions from the
2004-2311
Resolution. Deletions are Hned
through and additions are in bold.lI
. Gormatted: Font color: Auto
Formatted: Font color: Auto
.. [Formatted: Font: Not Bold
(Eeleted:. and Appendix A.
~Deleted: 11
.' G:\City Policies\Union
, Contracts\Management and
Management_Confidential\06
Management Resolution
Updated 7.06.doc
City Administrator for the operational functions of a city department or division.
Division supervisors are exempt from overtime payment. Division supervisors
include those Management classifications in Appendix "A" under "division
supervisors. "
2.4 Mid-Level Supervisor. A person reporting to a division supervisor or department
head who may receive overtime payment for work outside their normal scope
and duties. Mid-level supervisory positions require autonomy, independent
decision making, planning, and may provide supervision to other personnel.
2.5 Employee. A person in any of the classifications listed in Appendix "A" who has
completed the probationary period.
2.6 Manaqement or Manaqer. Those classifications included in Appendix "A" under
the title "Management" including Department Heads, Division Managers and Mid-
Level Managers.
2.7 Probationarv Employee. A person appointed to a regular position but who has
not completed a probationary period during which the employee is required to
demonstrate fitness for the position by actual performance of the duties of the
position.
2.8 Supervisor. Any person responsible to a higher divisional or departmental level
authority who directs the work of others and who is not in a collective bargaining
unit.
3. Purpose. The purpose of this resolution is set forth generally in the preamble. More
specifically, the resolution has three fundamental purposes:
3.1. To clearly establish which classifications in the city service are management or
confidential.
3.2. To clearly set forth the functions of management and to establish criteria for the
evaluation of managerial performance.
3.3. To establish the personnel policies governing the conditions of employment of
management and confidential employees.
4. Manaaerial Performance.
4.1. Goal Settinq. Basic goals for the City of Ashland are set by the mayor and city
council. Resources for achieving those goals are provided via the annual budget.
Operational goals and short- range objectives are set by the city administrator
working with department heads. The single most important factor in achieving
the goals of the City of Ashland is the performance of the city's managers.
4.2. Manaqerial Responsibilities. Each of the city's managers at a minimum have the
following responsibilities:
PAGE 2-RESOLUTION .
'rDe'eted: 11
: G:\City Policies\Union
,: Contracts\Management and
Management Confidential\06
Management-Resolution
Updated 7.06.doc
4.2.1. Getting the job done properly and on time,
4.2.2. Keeping the workplace safe and healthy,
4.2.3. Encouraging team work and cooperation among employees and
departments,
4.2.4. Developing employee skills,
4.2.5. Keeping records and making reports, and
4.2.6. Actively promoting affirmative action at all levels.
4.3. General Expectations Reaardina Manaaement Emplovees. In addition to the
specific performance standards mentioned above, there are also general city
expectations of its managers.
4.3.1. Job Commitment. All management employees are expected to have a
high degree of commitment to the City of Ashland and to their jobs. When
a new manager is hired, the city expects a commitment of continued
service of at least three years unless unforeseen circumstances warrant
earlier resignation or termination.
Management employees are expected to devote whatever hours are
necessary for the accomplishment of their duties as part of their normal
work week. Overtime will only be paid as set forth in section.14.3.
Management employees may take compensatory time off at their
discretion as long as they exercise judgement so that their absence does
not unreasonably interfere with the city's operations.
In the event of voluntary termination, management employees are
expected to give a minimum of 30 calendar days notice in order to give
the city adequate time to recruit a qualified replacement.
4.3.2. Professionalism. Management employees are expected to maintain the
standards of their individual profession. This includes remaining current
with new developments, maintaining memberships in professional
societies, and attending meetings with professionals in their field. Where
professionals have codes of ethics or standards of performance, these
should also be followed in the manager's work for the City of Ashland.
4.3.3. Termination. If at any time a manager's performance is deemed
unacceptable, the city administrator or appropriate department head may
ask for the employee's resignation. In most cases, reasonable time will be
given to the employee to find other suitable employment. The city may
_provide severance pay in the event of resignation or involuntary
termination.
.4.3.4. Residency. Residency within the Urban Growth Boundary shall be a job
requirement of the city administrator and strongly encouraged for
department heads.
PAGE 3-RESOLUTION .
Deleted: 0
. . Gormatted: Font: Not Bold
. :.~~:::::;
G:\City Policies\Union
.. Contracts\Management and
Management Confidential\06
Management-Resolution
Updated 7.06. doc
The following job classific:~tions .,shallest~blish their residenc~ to enable
them to report for emergency duty within 30 minutes of notification
including "get ready" and travel time:
Public Works Superintendent
Street Supervisor
yJastewater&. ~eu~eSupervisor .
Water Quality Supervisor (Distribution)
Water Plant Supervisor
Electric Operations Superintendent
fire Division Chief
..D~putyP()liceChief
Police Sergeant
)"elecommunications Engineer
Network Administrator
Database Administrator
User Support Administrator
Maintenance Safety Supervisor
Telecommunications/Computer Technician
Residence shall be established by new employees in these classifications
within these boundaries or limitations within a period of twelve months of
hire or promotion. ..DepClrtlllentH~adsmay identify otherpositionsvvhicl1
require emergency response within 30 minutes to meet operational
requirements.
.
4.4. Essential Manaaement Functions. The following are the essential functions of all
city management positions and the expected standards for their performance:
4.4.1. Plannina. Anticipates future needs and makes plans for meeting them;
recognizes potential problems and develops strategies for averting them;
makes long and short range plans to accomplish city and/or departmental
goals.
4.4.2. OrQanizinQ. Efficiently and economically organizes and carries out
assigned operations; carries out responsibilities in a sound and logical
manner; operates the unit smoothly and in a well organized manner;
effectively delegates authority and establishes appropriate work rules.
.4.4.3. Coordinatina. Coordinates all activities related to work objectives;
maintains coordination and cooperation with other departments and
divisions; maintains good communication with employees. and allows
employees to make significant contributions to the accomplishment of
objectives.
4.4.4. Leadership Motivation. Creates a climate providing challenge and
motivation to employees.
PAGE 4-RESOLUTION .
[Deleted: empIeyees
Formatted: Font color: Auto
. {Formatted: Font color: Auto
(Deleted: "ValeI' Quality Supel'viser
U.celleCtieA)
Deleted: eMSI
. . Gormatted: Font color: Auto
. Le'eted:~: :raiR~
. Pelioo Li911IBAaRl'fl
. ~:~~~Q~t Fire ~ie~
. Gormatted: Font color: Auto
. . l!>>eleted: ~
~-"
,[Deleted: ~
.' G:\City Policies\Union
:' Contracts\Management and
Management Confidential\06
Management-Resolution
Updated 7.06.doc
4.4.5. Decision Makina/Problem Solvina. Analyzes situations and problems,
weighs the pros and cons of alternative solutions, exercises logical
thinking and good judgment, is creative, and is able to make decisions.
4.4.6. Emplovee Relations. Equitably adjusts grievances among subordinate
employees, properly administers union agreements, and administers
discipline in a fair and progressive manner; trains and develops
subordinate employees.
4.4.7. Public Relations. Maintains a high level of contact with the public,
maintains a sensitivity to the public's needs, and meets the needs of the
public within available resources.
4.4.8. Budaetina. Prepares operational and capital budgets to meet the public's
needs, and expends funds within adopted budgeted limits.
4.4.9. Safety. Maintains a safe, clean, pleasant work environment, and supports
the city's overall safety program.
4.4.10. Self Development. Stays current with new ideas and procedures in
the manager's field of responsibility.
4.4.11. Affirmative Action. Actively supports and implements Affirmative Action
within the manager's area of responsibility, including the hiring and
promotion of women, minorities, and the disabled. Is sensitive to sexual
harassment in the workplace .ancj. ~nforces the City's Harassl1'l~l1tand..
Non-discrimination policy in their area of responsibility.
p.
.
Holidavs. Recognized holidays are set forth in AMC 93.08.080. For convenience they
are listed here:
New Years Day (January 1)
Martin Luther King Day (3rd Monday in January)
Washington's Birthday (3rd Monday in February)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (1st Monday in September)
Veteran's Day (November 11)
Thanksgiving Day (4th Thursday in November)
Day after Thanksgiving (in lieu of Lincoln's birthday)
Christmas Day (December 25)
5.1. Police Sergeants shall receive paid compensation in addition to regular salary for
each of the holidays listed above, in lieu of time off.consistentwithwl1atisu
afforded other law enforcement officers of the City of Ashland. This shall be paid
on the first payday in December of each year. Newly-hired Police Sergeants
shall receive this paid compensation pro-rated from the date of hire. 111 the event
I PAGE 5-RESOLUTION .
. Gormatted: Font color: Auto
. [Deleted: 'II
Deleted: 'II
'II
'II
'II
'II
'II
'II
'II
'II
'II'
Formatted: Font oolor: Auto
,
Formatted: Font color: Auto
Deleted: 'II
G:\City POlicies\Union
Contracts\Management and
Management_Confidential\06
Management Resolution
Updated 7.06.doc
that a Sergeant terminates employment for any reason, they will receive pay only
for the holidays which have elapsed that calendar year. If more holidays have
been taken as time off than have actually occurred at the time of termination,
those hours overpaid will be deducted from the employee's final paycheck unless
other arrangements are made to repay the City.
5.2. If an employee is on authorized vacation, or other leave with pay when a holiday
occurs, such holiday shall not be charged against such leave.
.5.3 u u E:lllployees workil19 _anualt~rnatev.rork schedul~ -.viii recEliv.e compen~c:ltion in the
amount that constitutes their normal work day. (Le. employees working four 10-
hour days will receive (10) hours compensation for any holiday that falls in their
regular work day. Employees may be permitted to flex their schedule during a
week which contains a holiday to ensure they receive full pay. In no event shall
an exempt employee receive pay for more than 40 hours/week due to a holiday
or alternate work schedule arrangement.
6. Vacations for Manaaement and Confidential Emplovees.
6.1. Eliaibilitv. Management employees shall be eligible for vacation with pay in
accordance with the following sections:
6.1.1. Employees with less than four full years of continuous service shall accrue
8.67 hours of vacation for each calendar month of service worked.
6.1.2. Employees with more than four but less than nine full years of continuous
service shall accrue 10.67 hours of vacation credit for each calendar
month of service.
6.1.3. Employees with more than nine but less than 14 full years of continuous
service shall accrue 12.67 hours of vacation credit for each calendar
month of service.
6.1.4. Employees with more than 14 but less than 19 full years of continuous
service shall accrue 14 hours of vacation credit for each calendar month
of service.
6.1.5. Employees with more than 19 but less than 24 full years of continuous
service shall accrue 15.34 hours of vacation credit for each calendar
month of service
6.1.6. Employees with more than 24 full years of continuous service shall accrue
17.34 hours of vacation credit for each calendar month of service
(NOTE: The above schedule includes one day of leave which was previously designated as
"birthday holiday".)
I PAGE 6-RESOLUTION .
1"""
- {!ormatted: Font color: Auto
'~Deleted: 'II
" G:\City Policies\Union
:' C:ontracts\Management and
Management_Confidential\06
Management Resolution
Updated 7.06.doc
6.2.
Utilization. Vacation leave,. shall not be .t<:lI<Emin. E!)(cess of that Cictu<:llly accru~c!..
J-lowever,. mE!_~ity aclmJI1!~~rator has the.c:li~creti()11 to auth()riz.e <:I1I.management
employees to take vacation in advance of accrual when warranted by special
circumstances.
6.3. Continuous Service. Continuous service, for the purpose of accumulating
vacation leave credit, shall be based on the regular paid hours worked by the
employee. Time spent by the employee on city-authorized, city-paid absences
shall be included as continuous service. Time spent on unpaid absences shall
not be counted as service, provided that employees returning from such
absences shall be entitled to credit for service prior to the leave.
(Deleted: lakeR
Deleted: .
Formatted: Font color: Auto
Formatted: Font color: Auto
Deleted: althe time it is takeA.
Formatted: Font color: Auto
","--
..
6.4. Accrual Limitation. Management and Confidential employees are required to take
at least 75% of their annual vacation accrual as time off each year. All
Management and Confidential employees may elect to receive up to .4Q hours as........ {Formatted: Font color: Auto
cash on the first paycheck in April each year. ,The balance Dot elected for cash
payment will be added to their cumulative vacation accrual. In no event shall the
employee's total vacation accrual exceed twice the amount of the employee's
annual accrual without .writtenapproval.tr()I'TlJh~ir D~~r!.I'D.~.I'lJ_ HeE_c1._._
6.5. SchedulinQ. Vacation times shall be scheduled based on the city administrator's
or department head's judgement .as to the needs of efficient operations.
6.6. Pavment on Termination. An employee terminated after six-months employment
shall be entitled to prorated payment for accrued vacation leave at the rate as of
the date of termination. In the event of death, earned but unused vacation leave
shall be paid in the same manner as salary due the deceased employee is paid.
Deleted: ~"eAty live per...eAt af their
unusad aAnual "aGaliaA aGGFUal as
Gash aA lhe lirsl pay GheGk iA JUAa
eaeA-year.
Deleted: at lhe ~"anty Ii"a perseAt
Formatted: Font color: Auto
Formatted: Font color: Auto
6.7. Administrative Leave. Exempt management employees may be granted UP to
one week of Administrative Leave each July at the discretion of their department
head. JhElPurpose of AdministrativeLeaveistorec()gnize the extra hoursu . (!ormatted: Font color: Auto
required of exempt managers for which no overtime compensation is afforded.
No cash payment will be made for Administrative Leave, and it can only be taken
as time off durin~ the year in which it is granted. Administrative Leave must be
used by June 30 each year or it will be deemed forfeited. In the event of
termination or retirement, no cash payment will be made for Administrative
Leave.
7.
,
Hours of Work for Confidential EmDlovees.
7.1. Workweek. The workweek, to the extent consistent with operating requirements,
shall normally consist of five consecutive days as scheduled by the department
heads or other responsible authority.
7.2. Hours. The regular hours of an employee shall be 81/2 consecutive hours,
including 1/2 hour for a meal period, which shall not be paid.
I PAGE 7-RESOLUTION,
._---~-
(Eeleted: ~
.~eleted: ~
.' G, \City POlicies\Union
:' Contracts\Management and
Management_Confidential\06
Management Resolution
Updated 7.06.doc
7.3. Work Schedules. All employees, to the extent consistent with operating
requirements, shall be scheduled to work on a regular work shift, and each shift
shall have regular starting and quitting times. It shall be the responsibility of the
department head to notify employees of their scheduled shifts, workdays, and
hours.
7.4. Rest Periods. A rest period of 15 minutes shall be permitted for all employees
during each half shift, which shall be scheduled by the city in accordance with its
determination as to the operating requirements and each employee's duties.
7.5. Meal Periods. To the extent consistent with operating requirements of the
respective department, meal periods shall be scheduled in the middle of the
work shift.
8. Sick Leave.
8.1. Purpose. Sick leave is provided for the sole purpose of providing financial
security to employees and their families. Under no circumstances shall the city
grant an employee sick leave with pay for time off from city employment caused
by sickness or injury resulting from employment other than with the City of
Ashland.
8.2. Accumulation. Sick leave shall be earned for the purpose stated by each
employee at the rate of eight hours for each full calendar month of service. Sick
leave must be taken for the purposes specified in section 8.3 as condition
precedent to any sick leave payment. The maximum accrual cannot exceed.960.. . .... Formatted: Font color: Auto
,hours. Sick leave shall continue to accrue only during leaves of absence with . ~eleted: +2ll
pay.
8.3.
Utilization. Employees may utilize their allowance for sick leave when unable to
perform their work duties by reason of illness or injury. In such event, the
employee shall notify the department head or city administrator of absence due
to illness or injury, the nature and expected length of the absence, as soon as
possible prior to the beginning of the next scheduled regular work shift, unless
unable to do so because of the serious nature of injury or illness. For absences
longer than 24 hours, employees shall notify their department head on a daily
basis. At the option of the department head or city administrator, a doctor's
certificate of illness may be required as a pre-requisite for the payment of sick
leave.
.Ne>n-exelllpt emple>yeesmay be granted sick leave for doctor or dental
appointments at the discretion of the department head. Such time off shall be
charged against sick leave time on an hourly basis. f.1I employees cover~~tb'y nn' .'
this resolution may be granted the use of sick leave for Jhe illness or injury of a
family member in accordance with Oregon Family & Medical Leave Act
(OFMLA), and/or the Federal Family & Medical Leave Act (FMLA), and/or
anyone residing at their place of residence. Use of sick leave to care for ill and
injured family members is subject to department head review anclapplicable City
PAGE 8-RESOLUTION .
Deleted: CGAIiEleRtial emplayee6
aREI MiElle"elll~pep 'i6e,.
.' , Formatted: Font color: Auto
" , fDeleted: ~::;r:,,~~~. O:IGyee6
: ~REI '1IEI l......1 Eupe,,'o6o'6
.... :l!ormatted: Font color: Auto
.f Deleted: iIIAG66 iR the immediate
L~
: Formatted: Font color: Auto
Formatted: Font: BoIcI
:, Formatted: Font color: Auto
r-"
: G, \City Policies\Union
, Contracts\Management and
Management_Confidential\06
Management Resolution
Updated 7.06.doc
policy. The City may request medical documentation before granting paid sick
leave for this purpose. '"
8.4. Intearation with Worker's compensation. When injury occurs in the course of
employment, the city's obligation to pay is limited to the difference between any
payment received under workers' compensation laws and the employee's regular
pay. In such instances, prorata charges will be made against accrued sick leave
until sick leave is exhausted. Thereafter, the only compensation will be workers'
compensation benefits, if any.
8.5. Sick Leave - Without Pay. Sick leave is provided by the city in the nature of
insurance against loss of income due to the illness or injury. No compensation
for accrued sick leave shall be provided for any employee upon death or
termination of employment, except that upon retirement accumulated sick leave
.will be applied as provided in ORS 238.350. Sick leave shall not accrue during
any leave of absence without pay.
8.6. Pay for Unused Sick Leave. All Management and Confidential employees may
elect to receive J/3pf their lJl1lJsed annual sick leav~ accru(1l. (maximum of .32
J'lours) as cash on their first paycheck in December. If cash payment is not
elected, the unused portion of sick leave will be added to cumulative sick leave
balance pr converted to accl1.J~dHvacatiol1 at the option of the employee.L._________,
9.
Funeral Leave. An employee may be granted five calendar days funeral leave with
regular pay in the event of death in the immediate family of the employee. An
employee's immediate family shall include spouse, parent, children, brother, sister,
mother-in-law, father-in-law, .9ral1dparent,9ral1dpar~nt-in-law or other relatives living in .
the same household. Leave with pay, for up to four hours may be granted when an
employee serves as a pallbearer.
10. Other Leaves of Absence
10.1. Criteria and Procedure. Leaves of absence without pay not to exceed 90 calendar
days may be granted upon establishment of reasonable justification thorefore in
instances where the work of the department will not be seriously handicapped by
temporary absence of the employee. Requests for such leaves must be in
writing. Normally, such leave will not be approved for an employee for the
purpose of accepting employment outside the service of the city.
10.2. JUry Dutv. _Employees shall be granted leave with pay for iury duty~ .Employe.E:!.s
may keep any payment for mileage, but all other stipends for service must be
paid to the City. .uP(>I1~~ing.~?<c.used from jury service f()r.al1y.d(1yanuell1pl()y~~..
shall immediately contact the supervisor for assignment for the remainder of their
regular workday.
I PAGE 9-RESOLUTION .
- - {!ormatted: Font: Bold
[Deleted: will be any leave
Formatted: Font color: Auto
Deleted: ~~eRly jj"e parseRt
Formatted: Font color: Auto
Deleted: 24
Formatted: Font color: Auto
t.!ormatted: Font: Bold
. Gormatted: Font color: Auto
-(Deleted: service upon a jury
Deleted: : provided. however. that
the regular pay of such an em ployee
for the period of absence shall be
reduced by the amount of money
received for such jury service.
Formatted: Font color: Auto
Deleted: aM
Formatted: Font color: Auto
r~"
" G:\City POlicies\Union
, Contracts\Managernent and
Management_Confidential\06
Management Resolution
Updated 7 _ 06 _ doc
10.3. Appearances. Leave with pay shall be granted for an appearance before a court,
legislative committee, judicial or quasi-judicial body as a witness in response to a
subpoena or other direction by proper authority; provided, however, that the
regular pay of such employee shall be reduced by an amount equal to any
compensation received as witness fees.
10.4. Required Court Appearances. Leaves of absence with pay shall be granted for
attendance in court in connection with an employee's officially assigned duties,
including the time required for travel to the court and return to the employee's
headquarters.
10.5. Familv Medical Leave. Leave in accordance with the Federal Family and Medical
Leave Act and the Oregon Family Medical Leave Act shall be granted to
employees eligible under those acts and for the purposes described in those
acts. Leave may be unpaid or paid as provided in these acts.
10.6. Military Leave. Military leave shall be granted in accordance with ORS 408.290.
10.7. Failure to Return from Leave. Any employee who is granted a leave of absence
and who, for any reason, fails to return to work at the expiration of said leave of
absence, shall be considered as having resigned their position with the city, and
the position shall be declared vacated; except and unless the employee, prior to
the expiration of the leave of absence, has furnished evidence of not being able
to work by reason of sickness, physical disability or other legitimate reason
beyond the employee's control.
11. Discipline and Discharae. The following section applies only to those employees
subject to this resolution who do not have a written individual employment agreement
with the city.
11.1. Discipline. The city shall abide by the legal requirements of due process prior to
taking disciplinary action. Disciplinary action may include the following:
(a) Oral reprimand
(b) Written reprimand
(c) Demotion
(d) Suspension
(e) Discharge
.
_Disciplinary action may be imposed upon any employee for failing to fulfill
responsibilities as an employee. Conduct reflecting discredit upon the city or
department, or which is a direct hindrance to the effective performance of city
functions, shall be considered good cause for disciplinary action. Such cause
may also include misconduct, inefficiency, incompetence, insubordination,
misfeasance, the willful giving of false or confidential information, the withholding
of information with intent to deceive when making application for employment,
PAGE 10-RESOLUTION.
r
re1eted: 11
,[Deleted: 11
" G:\City POlicies\Union
.' Contracts\Management and
Management_Confidential\06
Management Resolution
Updated 7.06.doc
willful violation of departmental rules or this management resolution, commission
of any matter listed in AMC ~3.08.030.B or for political activities forbidden by
state law.
11.2. Discharae. An employee having less than twelve months of continuous service
shall serve at the pleasure of the city. An employee having continuous service in
excess of twelve months shall be discharged only for cause.
11.3. Due Process. Due process procedures shall be followed before a suspension
without pay, demotion or discharge is imposed upon an employee.
Employees, other than those appointed by mayor and city council, may appeal a
suspension without pay, demotion or discharge to the city administrator. The city
administrator's decision shall be final.
12. Probationary Period.
12.1. New Emplovee Probationarv Period. The probationary period is an integral part
of the employee selection process and provides the city with the opportunity to
upgrade and improve the departments by observing a new employee's work,
training, aiding new employees in adjustment to their positions, and by providing
an opportunity to reject any employee whose work performance fails to meet
required work standards. Every new employee shall serve a minimum
probationary period of 12 months after which, upon recommendation of the
department head, the employee shall be considered a regular employee. The
probationary period may be extended upon request of the department head if an
adequate determination cannot be made at the end of the probationary period.
12.2. Promotional Probationary Period. An employee promoted into a management or
confidential position will be required to serve a six-month promotional
probationary period. The city may at any time demote an employee on
promotional probationary status to their previous position with or without cause.
13. General Provisions.
13.1. Non Discrimination. The provisions of this resolution shall be applied equally to
all employees without discrimination as to race, color, religion, marital status,
age, national origin, sex, sexual orientation or disability.
13.2. Other/Outside Emplovment. Outside employment shall be permitted only with
the express prior written approval of the department head or City Administrator.
.SlIch \'Vritten approval shall. be dOc;lIrn.ented in the employee's Personnel File. .
The general principles to be followed by the City in permitting or restricting such
outside employment shall be:
1.
The need for mentally and physically alert City employees;
2.
Insulating employees from potential conflict of interest situations;
PAGE 11-RESOLUTION .
. {!ormatted: Font color: Auto
,[Deleted: ~
: G:\City Policies\Union
.' Contracts\Management and
Management_Confidential\06
Management Resolution
Updated 7.06.doc
;3.
Maintaining efficiency unimpaired by other employment, particularly for
those city positions requiring employees to be available for duty 24 hours
a day. In the event that the above principles are violated, the department
head or City Administrator may revoke previously granted permission to
hold outside employment.
13.3. Worker's compensation. All employees will be insured under the provisions of
the Oregon State Workers' Compensation Act for injuries received while at work
for the city. Compensation paid by the city for a period of sick leave also covered
by workers' compensation shall be equal to the difference between the Workers'
compensation pay for lost time and the employee's regular pay rate.
13.4. Liability Insurance. The city shall purchase liability insurance in the maximum
amounts set forth in ORS 30.270 for the protection of employees against claims
against them incurred in or arising out of the performance of their official duties.
14. Compensation
14.1. Pav Periods. Employees shall be paid on a bi-weekly basis, on every other
Friday. In the event a regularly scheduled pay date falls on a holiday, the
preceding workday shall be the pay date.
14.2. Compensation - Pay Schedule. Employees shall be compensated in accordance
with the pay schedule adopted by resolution of the City Council. When any
position not listed on the pay schedule is established, the City Administrator shall
designate a job classification and pay rate for the position. Jhe City
Administrator shall have the authority to amend the salary schedule as
necessary within budgetary constraints to meet the recruitment and operational
goals of the City. Such changes will be included in the official salary schedule
which is published and maintained by the Human Resource Department.
Additional pay that is specific to individual performance such as longevity,
Acting-in-capacity, certification, or meritorious service pay is not included in the
base salary and will not be reflected in the published salary schedule.
14.3. Overtime. Exempt management employees are expected to devote whatever
time is necessary to accomplish their job. For all non-exempt employees, the city
has the right to assign overtime work as required in a manner most
advantageous to the city and consistent with the requirements of municipal
service and the public interest.
14.4. Form of Compensation. The City Administrator, City Attorney, department heads
and division supervisors are not eligible for paid overtime but are allowed
compensatory time off at their own discretion depending on the operating
requirements of the city. Mid-Level supervisors and confidential personnel shall
be compensated in the form of pay at the rate of time and one-half the regular
rate for overtime work or given equivalent time off at the option of the city. No
employee shall have more than 40 hours of compensatory time on the records at
any time.
PAGE 12-RESOLUTION.
~eleted: 11
- - {!:ormatted: Font color: Auto
~eleted: 11
, G, \Ci ty Policies\Union
, Contracts\Management and
Management_Confidential\06
Management Resolution
updated 7,06 _ doc
14.5. Administration of Pav Plan. Employees shall be entitled to pay in accordance
with the current salary resolution. In the event of a vacancy, the City
_Administrator may appoint a new employee at any appropriate step within the
pay range.
15. Health. Welfare and Retirement.
The city agrees to provide health, welfare and retirement benefits in accordance
with Appendix "B" for employees subject to this resolution.
16. ComDliance with FLSA.
This resolution shall be interpreted in a manner to preserve the exempt status of
the city's bona fide administrative, executive, and professional employees, as
those terms are used in the Federal Fair Labor Standards Act (FLSA). Such
exempt employees shall not have their pay docked or reduced in any manner
that would be inconsistent with the salary test set forth in the FLSA and they are
not subject to disciplinary suspensions of less than a week except for major
safety violations.
17. Effective Date. This resolution shall become effective as of July 01, 200.6'n
This resolution was read by title only in accordance with Ashland Municipal Code 92.04.090
duly PASSED and ADOPTED this
day of J~200.6.
Barbara Christensen, City Recorder
SIGNED and APPROVED this
day of Jl.IJl!2, 200p.
Alex Amarotico, Council Chair..
Reviewed as to form:
I Michael W.. Franell, City Attorney
I PAGE 13-RESOLUTION.
- - (!ormatted: Font color: Auto
. ~eleted: I
. - - ~eleted: y,
.... {!ormatted: Font color: Auto
~eleted: Iy
. . (!ormatted: Font color: Auto
~eleted: John Morrison
Deleted: ,Mayor
C!>>eleted: ke
Deleted: 'll
G:\City Policies\Union
Contracts\Management and
Management_Confidential\06
Management Resolution
Updated 7.06.doc
Classifications in the Management and Confidential Employee Groups
City Administrator
Exempt
City Attorney
Police Chief
Exempt
Exempt
Electric ..Utility_J?l~ector
ExelTlRL_________ _ _
Exempt
Mrninistr(ltiv!l ~ervices/Finance Director
Fire Chief
Exempt
Public Works Director/City Engineer
Exempt
.Information Technology Director
Exempt
Community Development Director
Exempt
Electric Operations Superintendent
Exempt
Deputy Police Chief
Exempt
fire Division Chief
Exempt
.tluman Resource Director
uuuuExempL
Public Works Superintendent
Telecommunications Engineer
Exempt
Exempt
planning Manaijer _
Exempt
Engineering Services Manager
Exempt
Water Plant Supervisor
Exempt
f.FN Operations,Manager
Exempt
Network Administrator
Exempt
Database Administrator
Exempt
Management Analyst
Exempt
Senior Planner
Exempt
Building Official
Exempt
Finance Division Manager
Exempt
I PAGE 14-RESOLUTION .
Deleted: 8. TelesemmwAisaliclRB
Formatted: Font color: Auto
Formatted: Font color: Auto
- {!ormatted: Font color: Auto
- {Eeleted: €MSI
{!ormatted: Font color: Auto
{!ormatted: Font color: Auto
Formatted: Font color: Auto
Deleted: GaIlle-lV
[Deleted: 'II
: G:\City POlicies\Union
" Contracts\Management and
Management_Confidential\06
Management Resolution
Updated 7_06_doc
User Support Administrator
Assistant City Attomey
Exempt
Exempt
ProlectlCourts Manager
u ExemPt
Fire Insjlector
Exempt.
Police Sergeant
Non-Exempt
,IIIIater Plant Supervisor
J'lon-Exempt
Water Quality Supervisor (Distribution)
}'Vastewater & Water Reuse Supervisor .(c;oUectionPlant)
Non-Exempt
..... ............ .......... Non-Exempt
Non-Exempt
Non-Exempt
Non-Exempt
Associate Engineer
GIS Analyst
Forest Resource Specialist
Maintenance Safety Supervisor
Non-Exempt
Street Supervisor
Non-Exempt
Police Administrative Services Manager
Non-Exempt
Police Accreditation & Training Manager
Non-Exempt
T elecommunications/Computer Technician
Non-Exempt
Legal Assistant/Claims Manage~
Non-Exempt
CONFIDENTIAL
Executive Secretary
,[luman Resource Assistant
Non-Exempt
. Non-Exempt
Non-Exempt
Legal Secretary
,
Administrative Assistant/Secretary
Non-Exempt
Administrative Secretary
Non-Exempt
Secretary
Non-Exempt
I .
I PAGE 15-RESOLUTION.
{!ormatted: Font color: Auto
Formatted: Font color: Auto
Deleted: Senier Plllgram Dir~[i 1
. r ~: Fire IRspealer Pr.e'JeRIiGA
'l!!eleted: ~leR Exemp~
. {Eeleted: Water Qyalily SypeF\liser
Formatted: Font color: Aula
. {Eeleted: ment
t!ormatted: Fonl color: Auto
'~Deleted: 'II
'II
'II
'II
'II
'~Deleted: 'II
" G: \Ci ty Policies\Union
.. Contracts\Management and
Management Confidential\06
Management-Resolution
Updated 7.06.doc
APPENDIX "B"
Health. Welfare. and Retirement Benefits
The city agrees to provide health, welfare and retirement benefits in accordance with this
appendix for employees subject to this resolution.
1. Health Insurance.
A. Blue Cross/Blue Shield medical Plan V-A, UCR Vision and dental plan III for
employees and their eligible dependents. New employees will begin coverage
on the first day of the month after they are hired.
As of January 1, 2003, the City will pay 95% of the total monthly health premium,
with the employee paying the remaining 5% on a pre-tax basis.
B. Reimbursement for preventative/wellness medical costs as provided in the city's
Wellness Program.
2. Life Insurance. Premiums for the League of Or~gon Cities life insurance policy for each
employee at one times annual salary.
3.
Dependent's Life Insurance. Premiums for the League of Oregon Cities $1,000 life
insurance policy for each qualified dependent of an employee.
I .
4.
Salary Continuation Plan. Premiums for the League of Oregon Cities Long Term
Disability Insurance.
5.
Retirement. As required by law, the city will contribute to the Oregon State Public
Employees Retirement System for each employee. Enrollment will commence six
months from the date of employment for new employees, unless that person was in
PERS immediately before coming to work for the city. Upon retirement, one-half of
unused sick leave earned will be applied to retirement as provided in statute. The city
will also assume or pay the employees' contributions required by ORS .238.200 for
employees at a uniform rate of six percent.
I PAGE 16-RESOLUTION.
Geleted: ~
Geleted: 237.071
~
,[Deleted: ~
, G:\City Policies\Union
, Contracts\Management and
Management Confidential\06
Management-Resolution
Updated 7.06.doc
APPENDIX "B"
Health. Welfare & Retirement Benefits
Paae: Two
6. Social Security. Contributions to Social Security as required by law.
7. Medical Insurance for Retirees. All employees retiring from city employment and their
eligible dependents will have the option of continued participation in the city's medical
insurance program at the same monthly group premium as active employees. The
retiree must be actively covered under the city's group plan at the time of retirement to
be eligible for continued retiree covera~e. Retirees must make their health insurance
payment to the city on or before the 15 of the month prior to the covered month to
continue health coverage. The right to participate and medical coverage ceases when
the retiree or their eligible dependent(s) become Medicare-eligible at age 65.
Any employee retiring in a position covered by this resolution who has 15 or more years
of service and who is Medicare-eligible at the time of retirement, shall be provided with
Blue Cross Preferred Choice 65/ Plan C, or equivalent plan selected by the city. The
city will pay the premium for the retiree. The retiree must have been participating in the
. city's group plan at the time of retirement to be eligible for this benefit.
Early retirees who retire in a position covered by this resolution, and have 15 or more
years of service, and are at least age 60 at retirement shall receive a monthly check
equal to the amount paid for Blue Cross Preferred Choice 65/Plan C, or equivalent plan
selected by the city, until they become eligible for Medicare at age 65. The retiree must
elected continued retiree coverage under the city's group plan to be eligible for this
benefit. Once the retiree turns 65 and establishes Medicare eligibility, the city will pay
the premium directly to Blue Cross Preferred Choice 65/Plan C or the equivalent plan
selected by the city, on the retiree's behalf.
8. Deferred Compensation. Deferred compensation in the amount of $30.00 per month in
matching funds per employee enrolled in a city deferred compensation program. This
program is at the option of the employee and contingent upon a minimum $15.00 per
month contribution paid by the employee.
I PAGE 17-RESOLUTION L
'~Deleted: '11
G:\City POlicies\Union
. Contracts\Management and
Management_Confidential\06
Management Resolution
Updated 7.06. doc
Senior Program Director
Exempt
MANAGEMENT/CONFIDENTIAL
Salary Schedule
EXECUTIVE MANAGEMENT
501
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Next 12 Monts
Step E - Thereafter
502k,
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
504lll.Millil .m'" .'- !~0'
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
505 :"I,:.!n~~ILIT.' I"'~~
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
506 .i\l .~
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
.~z>,.
,_~, :' ,.;:,.;.: .,@ .~~I.:~.l':
507,"]'1' ~~;IIISIII", ,@,"
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
508,4~L "'"*'lj.~
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
~l..~.
50911Ir'''''''~mm ,
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
510 "1~'1>1f1 ~JI.i''':I::,'::II'':::il1tiiwt'f0-
Il'L_~" " . .. ....m. 111:.,,"Vl/ srAt, ~$
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
Last Revised: 6/14/06
3% COLA
FOR 2006-2007
4% COLA
$50.9155
$53.4572
$55.5987
$57.8226
$60.1289
$39.4781
$41.0430
$42.6787
$44.3731
. ,
$39.4781
$41.0430
$42.6787
$44,3731
&~'t~;. w..
$39.4781
$41.0430
$42.6787
$44.3731
$39.4781
$41.0430
$42,6787
$44.3731
$39.4781
$41.0430
$42.6787
$44,3731
,'111
$39,4781
$41,0430
$42.6787
$44.3731
$39.4781
$41,0430
$42,6787
$44.3731
$39.4780
$41.0430
$42.6786
$44,3731
$8,825
$9,266
$9,637
$10,023
$10,422
$6,843
$7,114
$7,398
$7,691
$6,843
$7,114
$7,398
$7,691
$6,843
$7,114
$7,398
$7,691
1m iW.ffiit..
$6,843
$7,114
$7,398
$7,691
*
$6,843
$7,114
$7,398
$7,691
'% ~
$6,843
$7,114
$7,398
$7,691
$6,843
$7,114
$7,398
$7,691
$6,843
$7,114
$7,398
$7,691
Last Increase Aoolied:
4% COLA all classifications
$52.9521 $9,178
$55.5954 $9,637
$57.8227 $10,023
$60.1355 $10,423
$62.5341 $10,839
$41.0572 $7,117 . 7/1104 Range made equal to all
$42.6847 $7,399 department heads when vacated
$44.3858 $7,694
$46.1480 $7,999
$41.0572 $7,117
$42.6847 $7,399
$44.3858 $7,694
$46.1480 $7,999
Title change 5/29/01
$41.0572 $7,117 Title Change 711/05
$42.6847 $7,399
$44.3858 $7,694
$46.1480 $7,999
Title Change 7/1105
$41.0572 $7,117
$42.6847 $7,399
$44.3858 $7,694
$46.1480 $7,999
:w .' &Thf
,
$41.0572 $7,117
$42.6847 $7,399
$44.3858 $7,694
$46.1480 $7,999
$41.0572 $7,117
$42.6847 $7,399
$44.3858 $7,694
$46.1480 $7,999
. New Position - Range Create 3/06
$41.0572 $7,117
$42.6847 $7,399
$44.3858 $7,694
$46.1480 $7,999
$41.0572 $7,117 . 3/1/03 Range increased to
$42.6847 $7,399 match dept. head range
$44.3858 $7,694
$46.1480 $7,999
MANAGEMENT/CONFIDENTIAL
Salary Schedule
3% COLA
MID-MGMT/SUPERVISORY CONT...
511 ~Gii"'ii:lr~"iIiiIllqid~"~. ,"',~~
~-, rTI"Ul " , ,.IID ,dY'Fi'c'~,~,~,
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
$35,0150
$36.4740
$37.9329
$39.4511
516:
526
552 ~(1):..;
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
$29,0396
$30,5724
$32,1764
$33,8756
530 .0IM'i:W_M~ii.ji~~:~~~:'i2f~r~~''':';::::.,::~7
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Next 12 Months
Step E - Thereafter
$28.7188
$29.8594
$31,0357
$32,2715
$33.5624
MONTHLY
$6,069
$6,322
$6,575
$6,838
"1:<'
4#
"
$5,034
$5,299
$5,577
$5,871
$4,978
$5,176
$5,380
$5,594
$5,817
4% COLA
FOR 2006-2007
$36.4156
$37.9329
$39.4502
$41.0291
HOURLY MONTHLY
; . Includes a 3% COLA + additional adj.
$6,312 to offset compression 7/1/04
$6,575
$6,838
$7,112
$30.2012
$31.7953
$33.4635
$35.2306
s
., ' '. . Deputy Pohce Chief New
$6,277 position added 7/1/04.
$6,538 . Includes a 3% COLA + additional adj
$6,800 to offset compression 7/1104
$7,072 Assltant Fire Chief/Fire
Marshal eliminated 7/1/05
"HR Director- New position
$5,869 Added 7/1104
$6,102 . Police Lieutenant ehmlnated and
$6,344 reclaSSified to Deputy Chief 7/1/04
$6,597
. " Salary Ranges for Water Plant Supervisor and
Wastewater & Water Reuse Supervisor
adjusted to match Engineering Services Mgr
range 1/1106
$5,235
$5,511
$5,800
$6,107
,", Added Step E 12101
$5,177 7/1106 Title Changed with
$5,383 elimination of CATV Services
$5,595
$5,817
$6,050
518
519.,,,
520
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
$28.7188
$29.8594
$31.0357
$32.2715
$29.8675
$31.0538
$32.2772
$33.5624
$34.9049
$29.8675
$31.0538
$32.2772
$33.5624
$27.8728 $4,831
$29.0342 $5,033
$30.1955 $5,234
$31.3992 $5,443
, ~,\:,;", , i
$27.2738 $4,727
$28.4102 $4,924
$29.5466 $5,121
$30.7218 $5,325
522;. : ", W:''1rj' 'w~il'rt.~ ' ' ,-, .,'~:' "
525 0fBcIaI (1) . ,'.
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
523 ~.I~.NPl?i;;c~0;>', '~,
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
, "~' '
Last Revised: 6/14106
o
Last Increase Aoohed:
4% COLA all classlficabons
1--- -_.~_.~---- --------
$28.9877
$30.1955
$31.4034
$32.6552
$28.3648
$29.5466
$30.7285
$31.9507
. Administrative Svcs/HR Mgr added 7/22/02,
reclassifed to HR Director 7/1104
$5,177 . Title Change from
$5,383 Communications Mgr.
$5,595 to Mgmt Analyst per 9/03
$5,817 Budget Comm. Mtg.
. 07/01102 Building OffiCial range
$5,025 made equivalent to Senior Planner
$5,234 . Includes a 3% COLA + additional adj.
$5,443 to offset compression 7/1/04
$5,660
$4,917 . Includes a 3% COLA + additional adj
$5,121 to offset compression 7/1/04
$5,326
$5,538
2
MANAGEMENT/CONFIDENTIAL
Salary Schedule
FOR 2006-2007
MID-MGMT.lSUPERVISORY CO NT..
~a1J.;':":'-'~~~\
',. .. ~.i"4"tl!lW$Q~~'f71 """"~
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Next 12 Months
Step E - Thereafter
~);';i:.;(~,' "Title Change effective 7/1/04
$4,538 From Fire Protection/Plans Examiner
$4,764 Based on changes to job duties
$5,003
$5,252
$5,514
$25,1740
$26.4287
$27.7507
$29.1340
$30.5907
$26.1809
$27.4859
$28.8608
$30.2994
$31.8143
$4,363
$4,581
$4,810
$5,050
$5,302
~:;;:::.::o..~~,'>.:~..~"::~~-:;r~~~~~' ,..i~':r;:;&;:<!i;~n,.;:".:,Y.l:e~";
;!:~ <,', ,il<t}~~\AivY<l>~~~'ff($~~~~",,~, '~~~H ,~""~4~,.~', ",$:~ '.
Step A - First 6 Months $26.7999 $4,645
Step B - Next 12 Months $27.9170 $4,839
Step C - Next 12 Months $29.0337 $5,032
Step D - Thereafter $30.1870 $5,232
$4,831 'Includes a 3% COLA + addllional adj.
$5,032 to offset compression issues 7/1/04
$5,234
$5,442
. ..'''o....:......:,.::.~~~' < , 2!i'w'&'"
~_' ie~~~~~1ii~t1\:"''1(( '> "
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
~~ . New position added 4/17/00
$4,494
$4,672
$4,858
$5,051
,_:~RI.._t<e'i' I t:J\'~'"
, ., . II. .!!f! " ""i'l"*!ti'''''~"
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Next 12 Months
Step E - Thereafter
, 'Gis Analyst added 2/04
$3,956 'Forest Resource Specialist
$4,152 added 7/1/06
$4,362
$4,581
$4,808
$21.9459
$23.0315
$24.1988
$25.4128
$26.6736
$22.8237
$23.9528
$25.1668
$26.4293
$27.7405
$3,804
$3,992
$4,194
$4,405
$4,623
"..'~~~~'
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
. "
,~-V '~,.:";0?!,
$4,232
$4,400
$4,577
$4,759
".IiI'''''''''.''''''.'''''''' ,," ,-'...... > .
:;c' j<'~ ,11.'I:llrir~ . '. . ;.,. ..
TWC~X~IU1) ';, '\--:....
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
n',.!",', '
$23.4788
$24,4056
$25.3918
$26.4018
$24.4180
$25.3818
$26.4075
$27.4579
$4,232
$4,400
$4,577
$4,759
$4,070
$4,230
$4,401
$4,576
$iMt~ttJ::' "
'~"'ll1ill.!II,tt)'""
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
, 'Customer Service Supervisor New Position
::." Added 6/01
$4,232 Vacant when incumbant reclassified to
$4,400 Finance DiVISion Mgr. 7/1104
$4,577 711105 Customer Service SUperviSor
$4,759 Title change to ProjectlCourts Mgr.
:....'.......
.~
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step D - Thereafter
f :(1,~~~:ir:;~~.~:~t'
);d\~0's",~7>}... .
'7/1/03 Title Change from Communications
Supervisor to A=editationiTraining Mgr.
$23.4788
$24.4056
$25.3918
$26.4018
$24.4180
$25.3818
$26.4075
$27.4579
$4,232
$4,400 '7/1102 Communications Supervisor
$4,577 salary range made equivalent to
$4,759 Police Admin Services Mgr.
$4,070
$4,230
$4,401
$4,576
Last Revised: 6/14/06
last Increase AooIied:
4% COLA all dasslfica~ons
3
MANAGEMENT/CONFIDENTIAL
Salary Schedule
FOR 2006-2007
MID-MGMT/SUPERVISORY CO NT..
HOURLY
~,~~'*.~,~~.
408;9__9_~,""~~~~~~!'jl~~~~~i~? ~\,l:;: ", -':_':,:;Y ,~~?:l'
Step A - First 6 Months $27.8728
Step B - Next 12 Months $29.0342
Step C - Next 12 Months $30.1955
Step 0 - Thereafter $31.3992
546 ....~..n...'0"~~~~)7'f~~ ^
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step 0 - Next 12 Months
$19.8463
$20.6383
$21 .4635
$22.3220
;"" '~~ . New position added 8/1/03
,
$4,831 $28.9877 $5,025 Salary Range adj. 7/1/05
$5,033 $30.1956 $5,234
$5,234 $31.4033 $5,443
$5,443 $32.6552 $5,660
I
L
$4,321 $25.9255
$4,492 $26.9513
$4,671 $28.0263
$4,856 $29.1385
. Legal AssistanUClalms
$3,440 $20.6401 $3,578 Management Reclassified
$3,577 $21.4638 $3,720 10/112002;
$3,720 $22.3220 $3,869 TItle change to ClaIms Manager 21D6
$3,869 $23.2149 $4,024
542'~~.~1~_~1!'I'q:.;t.;. "':4ir"-.,:n.1'Jiit_
__ ..,,, . .. ...... _ A.l!",J.V~~..
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step 0 - Thereafter
$24.9284
$25.9147
$26.9484
$28.0178
CONFIDENTIAL
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step 0 - Thereafter
536' ..,:
545 .
"'~.':::..
534 .
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step 0 - Next 12 Months
Step E - Thereafter
53B~,' .:-'. ,
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step 0 - Next 12 Months
Step E - Thereafter
. Position Reclassifed;
$14.6004 $2,531 $15.1844 $2,632 range decreased 10/01101
$15.3349 $2,658 $15.9483 $2,764 . Legal Secretary Added
$16.0999 $2,791 $16.7438 $2,902 121512002
$16.8891 $2,927 $17.5646 $3,045
$17.7268 $3,072 $18.4359 $3,196
~,,,...~~ ~< :
....,~ ,
$13.5882 $2,355 $14.1317 $2,449
$14.2609 $2.472 $14.8313 $2,571
$14.9580 $2,593 $15.5563 $2,696
$15.7041 $2,722 $16.3323 $2,831
$16.4868 $2,858 $17.1463 $2,972
$11.7658 $2,039 $12.2365 $2,121
$12.3407 $2,139 $12.8343 $2,225
$12.9644 $2,247 $13.4830 $2,337
$13.6004 $2,357 $14.1444 $2,452
$14.2609 $2,472 $14.8313 $2,571
537M....... ,,'cillliQ '.' .
Step A - First 6 Months
Step B - Next 12 Months
Step C - Next 12 Months
Step 0 - Next 12 Months
Step E - Thereafter
ELECTED OFFICIALS
City Recorder
:: $a1:ge3&
'as.~'~': __~:;i<' ...
Municipal Judge
,;,,::~.7~.:":;'';~ "".'~,__~;::~.::.:$3.8tt'
3.59% COLA calculated per
City Charter
5.10% COLA calculated per
City Charter
PLEASE NOTE: Hourly rates are accurate to 4 decimal places. A monthly wage is provided
as an approximate salary. but actual monthly earnings may differ from those quoted above.
Last Revised: 6/14/06
Last Increase AoPlied:
4% COLA all classifications
4
CITY OF
ASHLAND
Council Communication
A Resolution Adopting a Supplemental Budget Establishing Appropriations Within
the 2005-2006 Budget
Meeting Date: June 28, 2006
Department: Administrative Services
Contributing Departments:
Approval: Martha Benne
#Ih.
Primary Staff Contact: Lee Tuneberg
E-mail: tuneberl@ashland.or.us
Secondary Staff Contact:
E-mail:
Estimated Time: 10 Minutes
Statement:
A supplemental budget to add $16,960 in appropriations is proposed to recognize interest revenue
received (or to be received) in the Cemetery Trust Fund. Interest earned in the Cemetery Trust Fund is
owed to the General Fund and this resolution creates added appropriations to comply with that city
standard.
Background:
There are three ways in which to change appropriations after the Budget is adopted.
1. A transfer of appropriations decreases an appropriation and increases another. This is the
simplest budget change allowed under Oregon Budget law. This does not increase the overall
budget. This is approved by a City Council resolution.
2. A supplemental budget of less than 10 percent of total appropriations within an individual fund
follows a process similar to the transfer of appropriations. This process includes a notice in the
paper prior to Council taking action.
3. A supplemental budget in excess of 10 percent of total appropriations requires a longer process.
This process includes a notice in the paper and a public hearing prior to Council taking action.
A supplemental budget (Item #2 above) is needed to adjust the FY 2005-2006 budget. The City's
Accounting practice is to transfer interest earnings from the Cemetery Trust Fund to the General Fund
to assist in funding the Public Works - Cemetery Division operations. Accruals and adjustments to
interest earnings in late FY 2004-05 and through out FY 2005-06 requires additional transfer authority
for approximately $16,960.
The resolution will recognize a larger carry forward from the prior year and increased interest earnings
in FY 2005-06, creating a transfer out to the General Fund of$16,960.
This is the second supplemental budget request for FY 2005-06.
Attached is a resolution for your approval. The recommended changes in the budget are explained after
each request.
r;.,
Related City Policies:
None
Council Options:
Council may accept this supplemental budget request as presented, recommend modifications as
discussed or defer acceptance (takes no action) awaiting further information or clarification.
Staff Recommendation:
Staff recommends approval of the attached resolution.
Potential Motions:
Council moves to adopt the supplemental budget resolution, amending the FY 2005-06 budget.
Attachments:
Notice of Supplemental Budget
Resolution adopting a supplemental budget establishing appropriations within the 2005-2006 budget
~A'
Notice of Supplemental Budget
A proposed supplemental budget for the City of Ashland, Jackson County, State of Oregon, for the
fiscal year July 1, 2005 to June 30, 2006 will be considered at the Civic Center, 1175 East Main Street,
Ashland, Oregon at a Special Meeting of the Council on June 28,2006, at 5:15 p.m. A copy of the
supplemental budget document may be inspected or obtained on or after June 22, 2006 at the Finance
Department, 20 East Main, Ashland, Oregon 97520 between 8:30 a.m. and 4:30 p.m.
A summary of the supplemental budget is presented below.
CEMETERY FUND
Working Capital Carryover
Interest on Investment
Transfer Out
Resources
$ 8,468
$ 8,492
Requirements
$ 16,960
TOTAL
$
16,960 $
16,960
To recognize higher interest earned in the Cemetery Trust Fund in FY 04-05 and 05-06 than budgeted.
The City of Ashland's accounting practices require interest earned to be transferred to the General
Fund for cemetery operations.
$
16,960 $
16,960
TOTAL ALL FUNDS
RESOLUTION NO. 2006-
A RESOLUTION ADOPTING A SUPPLEMENTAL BUDGET ESTABLISHING
APPROPRIATIONS WITHIN THE 2005-2006 BUDGET
Recitals:
ORS 294.480 permits the governing body of a municipal corporation to make a
supplemental budget for the fiscal year for which the regular budget has been prepared under one
or more of the following reasons:
a. An occurrence or condition which had not been ascertained at the time of the
preparation of a budget for the current year which requires a chang~ in financial
planning.
b. A pressing necessity which was not foreseen at the time of the preparation of the
budget for the current year which requires prompt action.
c. Funds were made available by another unit of federal, state or local government and
the availability of such funds could not have been ascertained at the time of the
preparation of the budget for the current year.
d. Other reasons identified per the statutes.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1.
Because of the circumstances stated below, the Mayor and City Council
of the City of Ashland determine that it is necessary to adopt a
supplemental budget, establishing appropriations as follows:
Cemetery Fund
Appropriation: Transfer Out
Resource: Working Capital Carryover
Interest on Investment
$16,960
$ 8,468
8,492
To recognize higher interest earned in the Cemetery Trust Fund in FY 04-05 and 05-06 than
budgeted, the City of Ashland's accounting practices require interest earned to be transferred to
the General Fund for cemetery operations.
SECTION 2. This resolution takes effect upon signing by the Mayor.
This resolution was read by title only in accordance with Ashland Municipal Code Section
G:\finance\Administration\Council Communication\Budget, transfers, suppleinentals\2005-06\Res - Suppl Bud 2006 - #4.doc
2.04.090 duly PASSED and ADOPTED this
day of June, 2006:
Barbara Christensen, City Recorder
SIGNED and APPROVED this _ day of June, 2006:
John W. Morrison, Mayor
Reviewed as to form:
G:\finance\Administration\Council Communication\Budget, transfers, supplementals\2005-06\Res - Suppl Bud 2006 - #4.doc
CITY OF
ASHLAND
Council Communication
Meeting Date: June 28, 2006
Department: Administrative Services
Contributing Departments:
Approval: Martha Bennett
A Resolution Transferring Appropriations Within the 2005-2006 Budget
Primary Staff Contact: Lee Tuneberg ,6!()-
E-mail: tuneberl@ashland.or.us
Secondary Staff Contact:
E-mail:
Estimated Time: 10 Minutes
Statement:
Appropriation transfers totaling $320,000 are proposed to comply with Oregon Budget Law. Transfers
are needed in the Street and Telecommunications funds to adjust for changes in costs during the year
that occurred after the FY 2005-06 budget was adopted.
Background:
There are three ways in which to change appropriations after the Budget is adopted.
1. A transfer of appropriations decreases an appropriation and increases another. This is the
simplest budget change allowed under Oregon Budget law. This does not increase the overall
budget. This is approved by a City Council resolution.
2. A supplemental budget of less than 10 percent of total appropriations within an individual fund
follows a process similar to the transfer of appropriations. This process includes a notice in the
paper prior to Council taking action.
3. A supplemental budget in excess of 10 percent of total appropriations requires a longer process.
This process includes a notice in the paper and a public hearing prior to the council taking
action.
A transfer of appropriations (Item #1 above) is needed to adjust the FY 2005-2006 budget for the
following reasons:
1. City Council authorized an interfund loan to purchase land on June 21,2005. The FY 2005-06
budget had already been adopted so the payback of the loan was not included for this year.
Council authorized the loan in FY 2004-05 and repayment to occur by June 30, 2006. This
adjustment provides for the last half of that action, authorizing repayment of $270,000 from the
Street Fund to the Wastewater Fund. This adjustment transfers $135,000 from Street
Operations and $135,000 from Contingency.
2. Insufficient amounts were budgeted in the Telecommunications Fund for vehicle maintenance
and fuel costs and franchise payments to the General Fund. A $50,000 transfer from
Contingency to Materials & Services is needed with $30,000 covering franchise fee expense
and $20,000 going toward fuel and maintenance. This adjustment utilizes only part of the
Contingency adopted for this fund.
~&,
This is the second transfer of appropriations request for FY 2005-06.
Attached is a resolution for your approval. The recommended changes in the budget are explained after
each request.
Related City Policies:
None
Council Options:
Council may accept this transfer of appropriations as presented, recommend modifications as discussed
or defer acceptance (takes no action) awaiting further information or clarification.
Staff Recommendation:
Staff recommends approval of the attached resolution.
Potential Motions:
Council moves to adopt the transfer of appropriations resolution, amending the FY 2005-06 budget.
. Attachments:
Resolution transferring appropriations within the 2005-2006 Budget
r.,
RESOLUTION NO. 2006-
A RESOLUTION TRANSFERRING APPROPRIATIONS
WITHIN THE 2005-2006 BUDGET
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1.
Because of the circumstances stated below, the Mayor and City Council
of the City of Ashland determine that it is necessary to transfer
appropriations as follows:
Street Fund
To: Street - Other Financing Uses (Interfund Loan)
From: Street - Operations
Street - Contingency
$270.000
$135,000
$135,000
To Transfer appropriations from Street - Contingency and Operations to Other Financing
Uses (Interfund Loan). To pay back loan from the Wastewater Fund for the purchase of
land made late last year. The land purchase was at North Main and Hersey to be used for
future street alignment and intersection improvements.
Telecommunication Fund
To: CATV - Material and Service
From: Telecommunication - Contingency
$50.000
$50,000
To Transfer appropriations from Telecommunication - Contingency to IT -- Cable
Television - Material and Services. To cover increased franchise expenses at $30,000,
increased vehicle maintenance and fuel costs at $20,000.
SECTION 2. This resolution takes effect upon signing by the Mayor.
This resolution was read by title only in accordance with Ashland Municipal Code Section
2.04.090 duly PASSED and ADOPTED this _ day of June, 2006:
Barbara Christensen, City Recorder
SIGNED and APPROVED this _ day of June, 2006:
John W. Morrison, Mayor
---.-------_.
CITY OF
ASH LAN D
Council Communication
Meeting Date: 6/28/06
Department: Administration
Contributing Departments: Legal 0/11 ~
Approval: Martha Bennett r'vl;
Bear Decision r,f-
Primary Staff Contact: : Mike Franell, 488_535~. .
franelhn@ashlandor.us
Secondary Staff Contact: Ron Goodpaster, 552
2138 goodpasr@ashland.or.us
Statement:
Since May 2006, a number of bear sightings have been reported to the Parks Department or the
Ashland Police Department. The City Council needs to decide what direction to give Staff about
the bear( s) that have been sighted in Lithia Park and residential neighborhoods. The City
Council needs to decide if these sightings meet the criteria to destroy the bear as established by
ORS 498.166, attached.
Background:
Since May 2006, a bear or bears have been sighted in residential neighborhoods ranging from
Strawberry Lane to Holly Street and in the City of Ashland parks. The first reported sighting
was on in early May 2006. The last reported one occurred June 26,2006 at 2 p.m. in a
residential neighborhood. The number of reported bear sightings within this time frame amounts
to about two dozen. The complaints have included, in addition to sightings, damaging gates to
get to garbage and entering an apartment while occupied. The bear has been most frequently
described as a young cinnamon colored black bear. There is a possibility more than one bear is
roaming the parks and neighborhoods.
The City has conferred with the Oregon Department ofFish and Wildlife Safety (ODFW) about
what to do with the bear. In a May 26, 2006 meeting with ODFW, Wildlife Damage Biologist
Rosemary Stussy instructed the City that the City could destroy the bear only when it engaged in
aggressive actions. Until then, it could not lawfully kill the bear. ODFW also indicated that the
young cinnamon colored black bear has become a human habituated nuisance bear. According
to ODFW, such a bear cannot be relocated to wild areas because the bear will either return to the
area of origin or find other areas inhabited by humans
The City has posted signs noticing park users of the presence of the bear and what to do when
confronted by it and has removed all garbage cans from the park. The Parks Department is
continuing to monitor the dumping of garbage in the park and ensuring adequate signage is still
posted. It is also making preparations to have adequate coverage for the Fourth-of-July events in
the park.
1
,.,
The City has also posted information on its web site, issued news releases and included an article
in the upcoming City Source newsletter about bear safety. The police have been keeping a log
of all reported bear sightings. The Chamber of Commerce has distributed similar information to
local businesses and the visitor industry in Ashland. In addition, a flyer will be mailed to the
neighborhoods where the bear has been sighted containing educational information on mitigating
bear attractions.
Related City Policies
Ashland Comprehensive Plan Goal: To Preserve Existing Wildlife Habitats and Natural Areas
Within the City Wherever Possible, IV -41 - IV -44.
AMC 10.68.150
Council Options:
Direct Staff to increase public involvement and, either at this meeting or the next public meeting,
find the bear constitutes a threat to public safety.
Staff Recommendation:
Based on ORS 498.166, Staff recommends the Council find the bear(s) being sighted in the parks
and residential neighborhoods constitutes a threat to human safety. ORS 498.166 provides a
threat to human safety means the exhibition by a bear of one or more of the following behaviors:
(a) aggressive actions directed toward a person including charging, growling, teeth popping
and snarling
(b) breaking into, or attempting to break into, a residence
(c) attacking a pet or domestic animal
(d) loss of wariness of humans, displayed through repeated sightings of the animal during the
day near a permanent structure, corral or mobile dwelling used by humans at an
agricultural, timber management, ranching or construction site.
The reports from City residents of the bear entering an apartment on Iowa Street in Ashland and
returning to the same area as reported by neighbors on Ridge Way provide grounds tor the City
Council to find the bear meets the statutory definition of a threat to human safety.
The Council can then direct Staff to actively seek, within the next ten days, to relocate the bear to
sanctuaries such as Wildlife Images or Wildlife Safari. If that plan fails, or if the bear becomes
more aggressive within these next ten days, authorize Staff to humanely euthanize the bear.
Relocating the bear to wild areas is a practice greatly discouraged for reasons ODFW outlined
above. Continuing to educate the public is important but protecting the safety of the public and
property is more critical due to the bear's behavior.
Potential Motions:
Move to find the bear is a threat to human safety within the meaning ofORS 498.166 and to
authorize Staff to:
2
CITY OF
ASHLAND
1. Increase public involvement
2. Actively seek an appropriate place to relocate and bear
3. Humanely euthanize the bear if an appropriate place cannot be found within the next
ten days or the bear becomes more aggressive within the next ten days.
Attachments:
ORS 498.166
Letter from Mike Jewett
Article from Ashland Daily Tidings
Police map of bear sightings
3
r.l1
':>Ci1l\ill - ~V ~C:lUIL:l - UCi11 :lUUUl ucsuuy aggressIve
page 1 ot 1.
Source: OreQon > Statutes & Regulations> OR - Oregon Revised Statutes, Constitution, Court Rules & ALS, Combined W
TOC: OreQon Revised Statutes. Constitution. Court Rules & ALS. Combined > ~ > HUNTING AND TRAPPING
RESTRICTIONS > 498.166. Bears or cougars posing threat to human safety.
Terms: bear shoot destroy aggressive (Edit Search I SUQaest Terms for Mv Search)
..f:'Select for FOCUS TM or Delivery
D
ORS g 498.166
OREGON REVISED STATUTES
· Practitioner's Toolbox 111 g"
*** THIS DOCUMENT IS CURRENT THROUGH THE 2005 REGULAR ~ History
SESSION OF THE 73RD LEGISLATIVE ASSEMBLY ***
*** ANNOTATIONS CURRENT THROUGH APRIL 5, 2006 ***
TITLE 41. WILDLIFE
CHAPTER 498. HUNTING, ANGLING AND TRAPPING REGULATIONS; MISCELLANEOUS WILDLIFE
PROTECTIVE MEASURES
HUNTING AND TRAPPING RESTRICTIONS
. GO TO OREGON REVISED STATUTES ARCHIVE DIRECTORY
ORS 9 498.166 (2006)
498.166. Bears or cougars posing threat to human safety.
(1) Notwithstanding the licensing and tag requirements of ORS 497.102 and 497.112, a person
may take a cougar or bear that poses a threat to human safety.
(2) Any person who takes a cougar or bear pursuant to subsection (1) of this section shall
immediately report the taking to a person authorized to enforce the wildlife laws and shall dispose of
the animal in such manner as the State Fish and Wildlife Commission directs.
(3) Any regional office of the State Department of Fish and Wildlife ordering the disposal of an
animal under subsection (2) of this section shall file a report with the State Fish and Wildlife Director
within 30 days after the disposal. The report shall include but need not be limited to the disposition
of the animal, the events leading to the taking of the animal and any injury caused by the animal to
humans or domesticated animals. The director shall compile all reports received under this
subsection on a bimonthly basis. The reports compiled by the director shall be available to the public
upon request.
(4) As used in this section:
(a) "Structure" includes a building being used as a residence, a building located on land actively
used for agricultural, timber management, ranching or construction purposes or a building used as
part of a business.
(b) "Threat to human safety" means the exhibition by a cougar or bear of one or more of the
following behaviors:
(A) Aggressive actions directed toward a person or persons, including but not limited to charging,
false charging, growling, teeth popping and snarling.
(B) Breaking into, or attempting to break into, a residence.(C) Attacking a pet or domestic animal as
defined in ORS 167.310.
http://www.1exis.comlresearchlretrieve? _ m=b032a4f9a804eOcf512cab923cc 1 0ff7 &docnum= 1& _f... 6/27/2006
Search - 20 Results - bear shoot destroy aggressive
Page 2 of2
(D) Loss of wariness of humans, displayed through repeated sightings of the animal during the day
near a permanent structure, permanent corral or mobile dwelling used by humans at an agricultural,
timber management, ranching or construction site.
+' History:
2001 c.431 ~ 2
NOTES:
498.166 was added to and made a part of the wildlife laws by legislative action but was not added to
ORSchapter 498 or any smaller series therein. See Preface to Oregon Revised Statutes for further
explanation.
Source: Oreaon > statutes & Reaulations > OR - Oregon Revised Statutes, Constitution, Court Rules & ALS,
Combined CD
TOC: Oregon Revised Statutes. Constitution. Court Rules & ALS. Combined> L...J.. > HUNTING AND TRAPPING
RESTRICTIONS > 498.166. Bears or cougars posing threat to human safety.
Terms: bear shoot destroy aggressive (Edit Search I Suaaest Terms for Mv Search)
View: Full
Datemme: Tuesday, June 27,2006 - 8:10 PM EDT
~ . . About LexisNexis I Terms & Conditions
.. LexIsNexIsi!l Coovriaht @ 2006 LexisNexis, a division of Reed Elsevier Inc. All rights
. reserved. .
http://www.lexis.comlresearch/retrieve? _ m=b032a4f9a804eOcfS12cab923cc 10m &docnum=l& _f... 6/27/2006
MICHAEL ]EWETf
Attorne] at Law
353 Ridge Road
Ashland, OR 97520
541-482-2241
(Fax 541-482-4107)
mikejewett@gmail.com
June 21, 2006
Michael Franell
City Attorney
City of Ashland
20 East Main
Ashland, OR 97520
,i; ;)) r-- ,~::::.:; tS.: U '_____c .
: hI' 1 I::
Hid j JUN 2 2 ID06
I u ~ \1
I k'L
1'; j
H~J~i'
.1'--
Dear Mike:
I am writing about the cinnamon-colored black bear that has been
photographed and publicized in town lately. I thought you should be aware of
certain facts that pertainto the City's potential liability.
Approximately a week ago, the bear tipped over my garbage can at 2 a.moo I
went out, didn't see the bear, made considerable noise cleaning up the garbage and
went back inside. When I looked out my front window within fifteen seconds, he
was back, about ten feet from where I had been.
Yesterday or the day before he again tried to rumrriage in our trash can at
approximately 2 p.m; the precise date and time are on file at APD, as I called to
report it. At that time there were several elderly people walking down Ridge
within yards of where he had been.
Today at around noon, he again came into the driveway, within five feet of
the house, then left through a neighbor's front yard in no particular hurry, though I
was outside and at least one car stopped to watch him. It is my understanding
there have been other similar reports recently from other citizens.
I do not write merely to complain about strewn garbage. My point is this:
Page 2
June 21, 2006
this bear gives all signs of having lost his fear of humans. I do not live in a remote
rural area. Immediately across the road to the west is the upper portion of Lit hi a
Park, interlaced with walking trails, and directly uphill from the tennis courts. In
the other three directions, my yard is surrounded by other residences. Walkers and
joggers and bicyclists go by every few moments on both adjoining streets (Ridge
and Glenview). Traffic is frequent. Nonetheless, this bear is apparently patrolling
this neighborhood routinely during the daylight hours, and through an area with
many people present.
I have read the recent articles, one of which quoted a City employee as
believing that the bear still feared humans and that he might simply go away
without anyone's intervention. Based on what I have seen, both those beliefs are
incorrect. As I'm sure you know, a municipality has wide discretion in choosing
the precise means of dealing with a known hazard, but does not have discretion to
do nothing.
Directly on the route he took today is a swing a neighbor makes available to
passing neighborhood children. There are kids in this neighborhood, and many
elderly retired people, in addition to the frequent passers-by I mentioned above. I
will leave it to you to draw the obvious conclusions about what might happen, and
the liabilities that might ensue.
Thank you for your attention to this matter.
Very truly yours,
Michael Jewett
1\.smana uauy 1l0lngs :: unllne l'leWSpaper bOluon - lOur communIty l'leWS ~ource ~mce l~ 10. rage 1 or q
- Subscribe
DAILY TIDINGS
- Contact Us
- Rate Card
- Place an Ad
Archives Revels Classifieds Real Estate Menu Guide
Wedding Weather Subscribe Contact Us
Ashland Mt. House B&B
Stay at Ashland Oregon's first Inn Elegant!
National Historic Registry
Ads bv GOOooooc;lle
Hotels at Yahoo Travel
Compare Thousands of Hotels Save Up to
70%!
Advertise on this site
,
June 8, 2006
Yalley&State
Bear ransacks garbage, enters home
Neighbors say bruin seemed experienced
By Alan Panebaker
Ashland Daily Tidings
A small bear invaded an apartment on Iowa Street Tuesday
evening, startling three women before heading outside to visit
some garbage cans.
Roanne Lyall said her cousin, Tanya Sangrey was using a
computer in the apartment when she looked up to see a waist-
high brown colored bear.
Lyall said Sangrey came into the living room in a crouched,
defensive position with her "eyes as big as sauc~r~."
"She said, 'There's a bear in the house,'" Lyall said. "I looked at
her and thought, 'Why was she walking like that?"
Lyall's granddaughter, Kelly Mamaradlo was getting ready to
watch a movie when the bear popped in. She called the police,
who responded quickly and shooed the bear toward the wooded
hills nearby. According to Ashland Police, the bear was last seen
http://www.dailytidings.com/2006/0608/060806n4 . php
III
110"
Get 1he
Daily,~
Click
Advertise]
~
6/28/2006
fi~l1H1J.IU .l.nUIY .llUIU~~ .. VlllUlC l'lCWSJ.li1J.1Cl .cUlUUU - I UUI \."UlIlIIlUllllY l'lt:WS ~uurct: ~lnCt: 10/0. ragt: L.. or <t
in a tree at the corner of Idaho and Iowa streets.
"I didn't see the bear until it came waltzing through the
kitchen," Mamaradlo said.
Lyall said the animal came into her house through a door that
she always leaves open for her 17-year-old dog. The canine was
not injured in the incident.
Neighbors Robert and Colleen Ward, who live in another
apartment building next door, thought they saw two bears
Tuesday evening - although they never saw them both at the
same time. Watching from their upstairs apartment window, the
couple saw a bear casually open a trash can lid and scoop out
what it was looking for.
"He looked like he had done it before," Colleen Ward said.
The Wards also saw a bear scamper along the sidewalk next to
Lyall's apartment building before scaling a fence and trotting
inside.
Ashland Police Sgt. Bob Smith said the department has received
more calls about bears than usual this year, although he did not
have an exact number available.
"We've had a number of calls," Smith said. "Most of the
sightings occur around the park."
The most recent bear sighting was near the playground in Lithia
Park. Officers frightened the animal into the woods, Smith said.
Ashland Parks and Recreation Director Don Robertson said a
bear got into some trash that picnickers had left high in the park
earlier this week, despite signs that warn people to pack out all
garbage.
Oregon Department of Fish and Wildlife biologists have been
stressing the importance of keeping smelly garbage inaccessible
http://www.dailytidings.com/2006/0608/060806n4 . php
LJ~
Job Ho
Finder FiB
~LOC
Type of Busir
Business Nar
City
\Me~ford
,.a
...
. : Adverti
ROGUE
,..
,.~
A...;;.otue,
I"lfIIAllJo
-""'f"
Site Seal
Se
RESOUI
- Mail Trit
News
- aDaT R
Cams
6/28/2006
Ashland Daily Tidings :: Online Newspaper Edition - Your Community News Source Since 1876.
in a tree at the corner of Idaho and Iowa streets.
"I didn't see the bear until it came waltzing through the
kitchen," Mamaradlo said.
Lyall said the animal came into her house through a door that
she always leaves open for her 17-year-old dog. The canine was
not injured in the incident.
Neighbors Robert and Colleen Ward, who live in another
apartment building next door, thought they saw two bears
Tuesday evening - although they never saw them both at the
same time. Watching from their upstairs apartment window, the
couple saw a bear casually open a trash can lid and scoop out
what it was looking for.
"He looked like he had done it before," Colleen Ward said.
The Wards also saw a bear scamper along the sidewalk next to
Lyall's apartment building before scaling a fence and trotting
inside.
Ashland Police Sgt. Bob Smith said the department has received
more calls about bears than usual this year, although he did not
have an exact number available.
"We've had a number of calls," Smith said. "Most of the
sightings occur around the park."
The most recent bear sighting was near the playground in Lithia
Park. Officers frightened the animal into the woods, Smith said.
Ashland Parks and Recreation Director Don Robertson said a
bear got into some trash that picnickers had left high in the park
earlier this week, despite signs that warn people to pack out all
garbage.
Oregon Department of Fish and Wildlife biologists have been
stressing the importance of keeping smelly garbage inaccessible
http://www.dailytidings.com/2006/0608/060806n4 . php
Page 2 of 4
LJ~
~m
~LOC
Type of Busir
L____
Business Nal
City
,-----
IMedford
..
. : Adverti
ROCjJ
1M""
'~
~c.I
~...,..
Site Seal
Sa
RESOUI
- Mail Trit
News
- ODOT R
Cams
6/28/2006
ft::l11lWIU UWIY UUlllg::l .. Vllllll~ l''l~W:SV~V~1 .cUmUlI - I uur ~urnrnumlY 1"<lews ~ource ~mce II) 10.
to bears. Locking trash cans if possible and cleaning them out
regularly with ammonia is the recommended method.
Kelly Mamaradlo's personal bear encounter contained a hint of
irony.
"I go out camping in the woods and don't see a thing,"
Mamaradlo said. "Then 1 come home, and there's a bear in my
house. "
Staff writer Alan Panebaker can be reached at 482-3456 x 227 or
apanebaker@dailytidings.com.
(PLEASE NOlE ntAT MAC/INlERNET EXPLORER 5.0 USERS MAY EXPERIENCE DIFFICULTIES VIEWING ntIS FORM.)
Your Name: L~__________ ___~
City, State: L
Email: i
Display Email: 0 Check if you wish to display your email
L____
Characters Left i 500
i
I
---~~
Submit Your Comments>>
Disclaimer: The DailyTidings reserves the right to determine if a comment is to be published on the web or not.
In order for ANY comment to be accepted, all of the above fields MUST be filled in. Incomplete form
submissions will be DISCARDEDI All comments are moderated and no abusive language or toned comments will
be accepted for printing. Email addresses are only displayed if you wish to have it displayed, other than that it
is used solely for the purpose of the Daily Tidings contacting you about your opinions should we have need to
http://www.dailytidings.com/2006/0608/060806n4 .php
rage'" OJ q
Ads by Gooooo
Oregon Bed
Oregon Bed
Savings! Ore
Breakfast St~
Home.Garden.A1
Local Ashlal
Same Day A~
Delivery Gua
Family Owne
90 Years!
www.FlowerShol
Ashland Va(
Rentals
Near Oregon
Shakespeare
Enjoy luxury
massage
delaunayhouse.c
Ashland On:
Lodging
Online Intom
Ashland Ore!
www.Shopica.co
Lithia Sprinc
Luxurious Cc
Lodging & Sf
Natural Mine
www.lithiaspringl
Advertise on thi
6/28/2006
, ""''i-fM1, ~ .' ill ill ~ --=
""" s- , ~ ,f&!'{.. ~ !. n:~-
lC ,~. -rl >- P.t~~1: Z?Y~ i !jr FII .!!';J;;
~~I "'t-rl< '-;O~~~~~ ~'7rri.~~. Frl'~ ~~
'\' p. 1\ ~"" .'. j,'! ~v.lt ~ I ~
-x ',- """=" '",' J
1:'~ -' \J:'i... ~A .< /A i~' ~
~ """..., ""' . ~"'~ ., i~~ .....
:~~ ~ ~ v~. ~ ~ ~~m"':~'" :W!ii~,qt}.j!jl/@J"ii~t~m:~
-" -",'~ .(;'. 'iWJ"\~ 1'!!!iilf1iitJfai~~ ']j/~) . f
P< ~ ~~ FfffiWJ ?if!Jff;f/lJj"
-[. '::: ~ ,,'>' }~.., . wS~lr-~ftit/'-~m-i--------m:I-----iUifj~/IDIfiDE;~~ll1----
U , '" ~,"'_, . , , '"
- !t..r::,.. ~ . ", , , , ,
J'-. , ~. '- ~"':Z . "'I ~'~ _~~~~I ,'_ ::J ~--: ~:!:Jf~,
I..,J. I ~ ~.IT " ill ~ ~.. '1ll'i1i
IT~" r /\~~, :1 l ~i~I~~"'11
-
. i 'E' , 1\\,\, _
* I J' ,,~ I fLlf'ion; 'i /.t ,~_
-::Ii 7 \; IN:.~ Hn....:, ~'" i,
,~~, ~ L>-W. -FII~
~ "- -r __t ,
'~- -ITT .I I
~~ >- '" "I< b 11]~1=r
~~I ----., H 1. I 'I ,I 1- --<1::2
'-= N r ~ -tl
\-r'~~b~'~7~~ t',' >- ~
rLY ~~~~/" ~ t:,1 1t; ~ \-~6'o--J/ >-;;
~ r ~ . ~'~ \ l:~-71 7/ -=~
/ ''i'' ~ \ I .., 'l'
~ , .11 .F ~ ~ ~'"
~- ( I -'~
. V
I
I 1_.
I ij,
~~
r--'-t--i
r=r ~
Yt-
c.r:..~
r=z:rr
CITY OF
ASHLAND
Council Communication
Meeting Date:
Department:
Approval:
June 28, 2006 ~~
AdministratiO~rt ~
Martha Bennt:K f\:
RVTD
Primary Staff Contact: Ann Seltzer I~
ann@ashland.or.us
Secondary Staff Contact:
Estimated Time: 5 minutes
Statement:
At the city council meeting on June 6, the council voted to eliminate Route #5 and devote $290,000 to buying
down the fare on Route # 10.
Background:
Following that decision, RVTD provided city staff with information that in order to stay within the budget of
$290,000 the lowest possible fare for Route #10 was $.75 for fixed riders and $1.50 for Valley Lift. Assuming a
10% drop in ridership, the cost to the City would be $279,720.
At the council meeting on June 20, the council indicated that it wanted to pursue a lower fixed fare on Route #10
and requested that RVTD provide a breakdown of operating costs associated with Route #10.
Councilors Silbiger and Chapman, Mayor Morrison and city staff met with R VTD board president and staff on
Friday, June 23. RVTD presented a chart of estimated costs based on fare structure, ridership levels, Valley Lift
operating costs and operating costs of Route #5 which is entirely funded by the City of Ashland. RVTD
explained that Route #10 is a district route and supported by multiple revenue streams. As such, RVTD
declined to include a breakdown of Route #10 operating costs or to factor those costs into a negotiation with the
City of Ashland for reduced fares.
Based on this decision, it appears that reducing fares to $.50 for fixed route service and to $1.00 for Valley Lift
service is within budget, assuming ridership drops 20% on both services. A lower fare would probably result in
a subsidy greater than $290,000. We do not know if this fare level will result in an equal drop in ridership
between Route# 10 and Valley Lift. If Valley Lift drops by a lower percentage, our costs will be higher.
It is impossible for RVTD to determine the actual costs to the city as those costs are determined by the number
of riders. The City will be billed for actual costs on a quarterly basis.
Related City Policies:
The City of Ashland has supplemented public transportation for a number of years believing that increased use
of public transportation eases the transit demands on the community including parking and congestion.
Council Options:
1. Direct staff to prepare a contract with R VTD for enhanced services to include a fixed fare of $.50 on
Route #10 and $1.00 for Valley Lift with actual costs to be billed quarterly.
1
r.t. ,
r ~
Staff Recommendation:
Buy down the RVTD fixed fare to $.50 on Route #10 and $1.00 on Valley Lift.
NOTE: The city will be billed quarterly for actual charges based on ridership. Staff will closely monitor the
expenditures to ensure that we are within the approved budget of $290,000. Should we determine that the
expenditures are approaching the limits of the budget staff will bring this information to the council with
proposed actions. , ~
, X"'--
Potential Motions: \ '\) ~
Move to direct staff to prepare a Mntract with RVTD for a fixed fare of $.50 and $1.00 for Valley Lift to be
billed quarterly.
Attachments:
1) RVTD Proposed estimates for enhanced services.
2
~A'
T
tn
(I)
(,)
'S;
...
(1)-
tn ~
"Gi
(I),Q
,,~
c,Q
(I).B
-s::
><
(I)
c
....
>
~
=
::;
>-
~
_c
:J>
o
I
"C
Q)
>-
as
~
...Cl
0'0
~ s::
"Q)
C (;
lU-
_aso
"C.c....
tn - Q)
cs:~5
~:JO
Oo~
~E
_as
,- ~
002
O~
- ,Q
tn en
_ s::
tnOIt)
o c. Q)
en _
(,) f :J
" >- 0
(I)==~
tnO
0-
c.
o
...
D..
It)
G) G)
-'ti...
S E g
0.- a:
"''00
w-..
~
G)
-
- IV
S E
0.-
"''0
w
Cl
C
t)~1ij
Z ... 0
8.0
o
1~;;:'0:1,'
Cl
C
.- -
--en
G) IV 0
ZQjo
c..
o
t'J
[e,: '
= ~ ~ 0 = ~ ~ 0 = ~ ~ 0 = ~ ~ 0 ~ = ~ ~ 0
~ ~ It) 0 ~ ~ It) It) ~ ~ It) 0 ~ ~ It) It) ~ ~ ~ It) 0
~ It) ~ 0 ~ ~ ~ ~ ~ 0 ~ It) ~ ~ ~ ~ 0 ~ ~ ~ 0
~Nm~~m~MQ~MQN~~~m~~~~
~ M = ~ ~ ~ M = = ~ ~ ~ M ~ ~ It) ~ = ~ It) m
~ ~ ~ ~ M ~ ~ ~ M M ~ ~ ~ M M ~ It) ~ ~ M ~
~~~~~~~~~~~~~~~~~~~~~
C\I
'0
C\I
Q)
Cl
CO
Cl.
= ~ ~ 0 = ~ ~ 0 = ~ ~ 0 = ~ ~
~ ~ It) 0 ~ ~ It) It) ~ ~ It) 0 ~ ~ It)
~ m It) ~ ~~~cwt~~~ ~ ~ ~ ~ = m
MQaicD~~~~QN~cDaiNcD
~ M m ~ ~ 0 ~ ~ ~ ~ ~ ~ m ~ =
M M ~ ~ ~ ~ M M It) ~ ~ M It) It) ~
~~~~~~~~~~~~~~~
o ~ = ~ ~ 0
It) ~ ~ ~ It) 0
q,q,~It)~O
~MmcD
~ ~ ~ =
~ ~ It) ~
~ ~ ~ ~
~ ~
M ~
~ ~
~ ~
><
_ 0
en.Q
o G)
..J ...
IV
LL
o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
o 0 000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
qC\l.-.:t.~qlO 0 10 0 c:o CD -.:t.q~ C\I C') CD. 0 -.:t.0C!.C\I
c:o 10 C\I m 10 ~ c:o -.:t C\I ~ C') m m ~ m ~ ~ W 0 -.:t m
C\I C\I C\I ~ C') C') C\I C\I -.:t C') C') C\I -.:t -.:t C') C') CD 10 10 -.:t C')
~~~~~~~~~~~~~~~~~~~~~
= C\I CD 0 c:o C\I CD 0
CD~IO~CD~IO~
C\!, 10 "'. C\I 10 I'
IOM~ IOC')~
CD -.:t C\I CD -.:t C\I
~~~ ~~~
-;
-',
" "
:to
:,.',
~ , "
J'/'
~, J
,
"~;.("
at' ,
."
><
_ 0
en.Q
o G)
..J ...
IV
LL
",/"
iv" E"" " I;'" "
o 0 0 0 0 0 0
o 0 0 0 0 10 0
q OC!. ~ -.:t. ll'!. "'. o.
C\I C') 10 I' I' -.:t C\I
= CD -.:t C\I C\I 0 c:o
or- ,.... ,.... __ C\J C\J ,....
~~~~~~~
iff,,' ,a,
c:o C\I CD 0
CD~IO~
C\I 10 "'.
10 C') ~
CD -.:t C\I
~ ~ ~
c:o C\I CD 0 -.:t c:o C\I CD 0
CD ~ 10 ~ C\I CD ~ 10 ~
C\!, 10. "'. 0 C\I 10 I'
10 C') ~ "10 C') ~
CD -.:t C\I c:o CD -.:t C\I
~~~ ~~~~
; ..', ~ ~~I~~,S'~
, :" ' " ,fllOf 'i~
'~ .. ',":, "'-"; '~'
" '.Xf ~ "fl!.
i~ t'"J 'l ~ X'~ ;1:" ;:::,
~11il~, ~ < ,J'/::a :&'l
i ~.; l;<~'''' ~ ~rx &M'
'~ '~"~ ~ "~~ t'II:~I;,; ~~ ;~
R" ~, ,;~ ' ,,' '~,!*: ~
'I ."l'"~i'''I1 ~^.: ' /,',~ ;',' };~\N" ~~f' :<l~,!
::r ',/: ""~: h~ fi~~, ",' 'f(,jf, ~ >' '.' '
00000 0 0 0 0 0'0 0 0 0
10 0 0 0 0 0 10 0 10 0 0 0 0 0
C\!, q I' -.:t ~ 10 ~ c:o m -.:t 0 CD C\!, OC!.
m C') 10 aS~ as CD ~NO~"~-.:t
10 I' -.:t ~ m ~ c:o 10 C\I 0 CD C\I m 10
~~~~~~~~~~~~~~
,il,N; ,;
l"'''''j!:; 'N f'
I fa ~
: ,;;~:~
'~ :-,
~-
:;.~~; .~~<<
'~~f,?~. "';'3:~~
~;R
~~C\I
~ ~ ~
~ ~ ~
000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
o -.:t oc!. C\!, 0 c:o CD -.:t O. C\!, -.:t. CD 0 ~ C\I c:o 0 O. q O. 0
as as c:o m ~ ~ m " 0 10 0 10 W = ~ C') C\I C\I C\I C\I C\I
= m 0 C\I C') -.:t -.:t 10 10 CD CD I' I' m m m m m
~~~ ~~~~~~~~~~~~~~~
,i <,J,.. ..I!,~;-.,~ 'BY'~;~
;~~iI'.;;~l~"". ,~,!i!~'i!
, Ii ~_t;., ", I " CD 0)' \tAi '0)$'<>>.: i 1>>
.';~"~ /'" ~ ,~':~ :~~f,;~ i~l_.~'~ :,~ ._.;..
',:'!i/lJ'" '"' "'" ,," " .' I,;,;:'~ ,):, /:: ''':' 'ft,"IY i, ,.',
':;,:> f;:>', ,-:-;'.< ',' "j,,,;: f-",' r:-Ml:) 'I, 'j- '~,:, t ' 'l/~ "" ;' ,.
.~
.e.
J:a;
l!? > E
~ ~ ~
a: :;
()
~ t2.
o 0
~ C\I
o
o
C\I
~
-..
o
C!
~
~
Q,
o
E 0
~
'#. #
g <3 ~
Q, Q, Q,
e e 0
000
G)
...
G) :J
...-
IV (J
LL 2
c;;
Q, Q,
e e
o 0
Q, Q, Q, Q)
e 0 e .~
000 a: E
~
:J
()
Q, Q, Q,
e e 0
000
cf!. (f2. cf!.
000
~ C\I C')
~
o
o
C\I
o
10
Q, Q, Q,
o 0 e
E 0 0 0 E
~~~ ~oo~~
o ~ 0 ~ 0
g () ~ g () ~
rf. (ft.
o 0
C') ~
~
o
o
C\I
o
o
eft
o
C\I
o
10
o
~
-..
Q)
Q)
It
~
~
~
~
10
t-:
o
~
o
10
o
~
10
C\I
o
~
DOCUMENTS SUBMITTED AT THE
JUNE 28, 2006 SPECIAL MEETING
-\
Last week, I suggested that you stop asking RVTD for answers, and simply obtain the models and make our own trade-off
decisions as a community. RVTD provided me one of the models this afternoon.
At this point, you simply lack the fundamental trade~off information about rates, ridership, and revenue. There's a complex 3-way
relationship here. You might raise rates from 50c to $1, or $1 to $2, thinking you'll increase revenue, only to find that ridership
drops so much, you lose overall revenue by incrementally raising rates.
The model is further complicated by the Bus 5-in or out decision. With some work, you can make these decisions on the
screen, in public with openness and transparency, after public review, with YOUR assumptions rather than RVTD's assumptions
and estimates. At this point, the public isn't informed about this financial situation, because we've lacked the models.
After the public forum last week, RVTD's chair explained that the estimates they gave City of Ashland were tilted toward
protecting RVTD's financial interests. We need unbiased estimates to make the best decision for Ashland.
RVTD has decisions to make, and their board will be held accountable for those decisions. City council has its own decision to
make for $290,000 of Ashland taxpayer money. You're accountable for the Ashland taxpayer money, not RVTD's decisions.
Given the last minute character of this crisis, you need to buy time to make a fair community-based decision. I suggest that you
make the minimum possible changes for 2 months or so, so we can all figure out the numbers and anticipate the future.
A rush decision without basic financial models of the 3-way relationship among ridership-rates-and-revenue runs a big risk of
reversing many years of increasing bus ridership progress. ..
Ashland's bus service is the envy of the valley because council make counter-intuitive decisions. We have 10 years of
increasing bus ridership progress at risk. This rush crisis sets the stage to force inside-the-box budget decisions without looking
at the whole picture.
I ask that you make the minimal possible changes, provide the information to the whole city, and make the decision in a few
weeks.
~