HomeMy WebLinkAbout2006-0905 Council Mtg Packet
CITY OF
ASHLAND
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AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
September 5, 2006
Civic Center Council Chambers
1175 E. Main Street
7:00 p.m. Regular Meeting
I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. MAYOR'S ANNOUNCEMENT OF BOARD AND COMMISSION VACANCIES
V. APPROVAL OF MINUTES [5 minutes]
1. Regular Council meeting minutes of August 15, 2006
2. Regular Council meeting minutes of August 18, 2006 (continuation of August 15 meeting)
VI. SPECIAL PRESENTATIONS & AWARDS
1. Mayor's Proclamation of September 10 -16 as "Eat Local Week" [5 Minutes)
2. Mayor's Proclamation of September 17-20 as the "2006 International Municipal Lawyers
Association (IMLA) Annual Meeting" [5 Minutes)
3. Mayor's Proclamation of September 13 as "President Elisabeth Zinser and Don Mackin
Day" [5 Minutes)
VII. CONSENT AGENDA [5 minutes)
1. Minutes of Boards, Commissions, and Committees
2. Appointment of Steve Hauck to the Housing Commission
3. Approval of a Contract-specific Special Procurement
4. Approval of Sole-source Procurement and Public Contract Greater than $75,000
VIII. PUBLIC HEARINGS (Testimony limited to 5 minutes per speaker, unless it is the subject of a
Land Use Appeal. All hearings must conclude by 9:00 p.m., be continued to a subsequent
meeting, or be extended to 9:30 p.m. by a two-thirds vote of council {AMC S2.04.040})
1. Set Rates for AFN Wireless Internet Service [20 Minutes)
IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time
allowed for Public Forum is 15 minutes. Speakers are limited to 5 minutes or less, depending
on the number of individuals wishing to speak.) [15 minutes maximum)
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X. UNFINISHED BUSINESS
1. Approval of Chamber of Commerce Grant Contract Greater than $75,000
XI. NEW AND MISCELLANEOUS BUSINESS
1. Designation of Voting Delegate at Annual LOC Business Meeting [5 Minutes]
2. Discussion of Public Art Master Plan [30 Minutes]
3. 10th Annual Report on Implementation of the Valdez Principles [10 Minutes]
4. Update on the schedule to revise the Conservation Element of the City's Comprehensive
Plan [15 Minutes]
XII. RDINANCES RESOLUTIONS AND CONTRACTS
1. Second Reading of an ordinance titled, "An Ordinance Annexing Property and
Withdrawing an Annexed Area from Jackson County Fire District NO.5 (593 Crowson
Annexation)"
2. First Reading by title only of an ordinance titled, "An Ordinance Amending the Transient
Occupancy Tax and the Food and Beverage Tax Provisions to Permit Fees to be Added if
Deliquent Payments are Turned Over to a Collection Agency"
3. First Reading by title only of an ordinance titled, "An Ordinance Amending Chapter 2.52 of
the Ashland Municipal Code Relating to Rules of Procedure for Personal Service
Contracts"
4. First Reading by title only of an ordinance titled, "An Ordinance Amending Ashland
Municipal Code Section 3.08.020 to Apply Ethics Provisions to Employees, Appointed
Officials and Elected Officials"
~5. Reading by title only of, "A Resolution Transferring Appropriations Within the 2006-2007
. Budget for Outside Legal Expenses"
6. Reading by title only of, "A Resolution setting a Public Hearing to Consider Settlement of
a Property Ownership Dispute in Timberline Subdivision"
XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
None.
XIV. 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 (ITY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).
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VISIT THE ('ITY OF ASHLAND'S \VEB SITE AT W\VW.ASHLAND.OR.US
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
August 15, 2006
Civic Center Council Chambers
1175 E. Main Street
ASJILAND CITY COUNCIL j'l,JEETING
AUGUST /5,2006
PA GE / 0(7
CALL TO ORDER
Mayor Morrison called the meeting to order at 7:00 p.rn. in the Civic Center Council Chambers.
ROLL CALL
Councilors Hardesty, Amarotico, Hartzell, Jackson, Silbiger and Chapman were present.
MAYOR'S ANNOUNCEMENT OF BOARD AND COMMISSION VACANCIES
Mayor Morrison announced there are volunteer positions available on the Housing, Forest Lands, and Bicycle
& Pedestrian Commissions.
APPROVAL OF MINUTES
Executive Session Minutes of August 1, 2006 and the Regular Council Minutes of August 1, 2006 were
approved as presented.
SPECIAL PRESENTATIONS & AWARDS (None)
CONSENT AGENDA
1. Minutes of Boards, Commissions, and Committees.
2. Liquor License Application - Manna.
3. Liquor License Application - Pancho's Restaurant.
4. Liquor License Application - Vinyl Club.
5. Approval of personal service contract in excess of $25,000 for Bob Murray & Associates to
Conduct an Executive Search for Police Chief.
6. Acceptance of Pedestrian/Bicycle Easement.
Councilor Hartzell/Jackson m/s to approve Consent Agenda. Voice Vote: all AYES. Motion passed.
PUBLIC HEARINGS (None)
PUBLIC
Philip Lang/758 B Street/Commented on the problem of runaway growth and housing costs. He stated that
the growth and lack of affordable housing are the result of public policy made at the City level and stated the
lack of citizen participation could be dealt with by practical, structural actions by the Council. Mr. Lang
requested the Citizens Planning Advisory Committee (CP AC), which is provided for in the Comprehensive
Plan, be reinstituted.
Art Bullock/Requested the Council: 1) Implement the recommendation of the Charter Review Committee to
form a water powers task force, and 2) Hold a public forum so citizens can learn what is at stake.
Wendy Siporen/300 W. Main Street, Talent/Commented on the "Eat Local Challenge" and requested the
City pass a proclamation for Eat Local Week at the next Council meeting.
Ambuja Rosen/Requested the City adopt an ordinance prohibiting prolonged tethering of animals. She stated
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AUGUST /5, 20()(i
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the City Attorney is reviewing her proposal and asked if there was anything else she could do to assist with
moving this item forward.
UNFINISHED BUSINESS (None)
NEW AND MISCELLANEOUS BUSINESS
1. Report on Regional Problem Solving (Kate Jackson).
Councilor Jackson provided an update on the Greater Bear Creek Valley Regional Problem Solving project.
She stated they are seeking public involvement for the second time and invited the public to attend the August
23,2006 meeting at the City of Eagle Point City Hall or the September 7,2006 meeting at the Talent Middle
School Library. Ms. Jackson also noted the online Council packet contains the minutes, goals and policies, and
maps related to this issue.
Councilor Jackson presented a PowerPoint presentation which addressed: background, how the study area
was chosen, organizations involved, alternatives, residential growth by decade, guiding goals and policies,
project structure and primary roles, rural/urban buffering guidelines, final phase technical studies, urban
reserve areas, and opportunities for public discussion.
Colin Swales/461 Allison Street/Commented on the use of smart-growth and infill to make sure the land
within the urban growth boundary is efficiently used and questioned if the City's Planning Commission has
been involved in this process and been informed of what is going on. Ms. Swales asked for assurance that
Ashland's policy stays in place and that is be an example to the rest of the valley.
Councilor Jackson clarified her involvement with this project, stated Ashland still believes in its buildable
lands inventory, and that the City does not need to annex. She also clarified the regional plan provides a
framework that will need to be revisited every five years.
2. Fire Station No.2 Replacement Project & Bond Proposals.
Fire Chief Keith Woodley presented the staff report and noted the work plan for the replacement of Fire
Station No.2 was presented to Council on October 6,2005. Mr. Woodley requested authorization to place
two measures on the November 7, 2006 general election ballot; one for the procurement of an aerial ladder
truck and the second for the replacement of Fire Station No.2. He noted that project architects Hans Ettlin
and Bob Thrapp of Peck Smiley Ettlin Architects were present along with Jim McNamara, who has been
contracted by the City to provide project management and consulting engineering services for the project. Mr.
Woodley stated the following presentation will address: 1) Why the fire station needs to be replaced, 2) What
has determined the proposed size of the new station, and 3) How the project costs and budget were
determined.
Hans Ettlin and Bob Thrapp addressed the Council. They listed several issues with the current station and
stated in their opinion, the station has no potential for remodeling and should be removed. The issues
included: seismically unsound, inadequate housing for the equipment, code deficiencies, inadequate parking,
no support facilities, no private areas for report writing or office support, no training facilities, no EMS
support areas and no storage room. Mr. Thrapp explained the site is difficult to work with due to its
narrowness and provided a description of the site plan and building design.
Mr. Woodley stated Fire Station No.2 would primarily service the east side of the City and explained as call
volumes increase, it will be less possible for the firefighters to congregate at one station and they will need to
stay within their primary response area. He stated the proposed design of the new station meets the character of
the neighborhood and would meet the operational needs of the department. He also noted the proposal
includes narrowing the street in front of the station and installing a fire signal and a pedestrian crossing.
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Comment was made questioning the size and scope of the building. Mr. Woodley noted the increasing call
volume of 7% - 10% each year and explained why it is beneficial to have coinciding rooms in Station No. I
and No.2. He added they could reduce the cost of the project by storing some of the emergency vehicles
outside and shrinking the garage area.
Mr. Woodley clarified for Council that concern had been raised with the diesel exhaust and OSHA was
brought in to perform testing. OSHA found that the level was not hazardous, but the smell of diesel in the
sleeping, eating and living areas was undesirable. Staff installed weather stripping, which was recommended
by OSHA, and attempted to pressurize the living areas, but this was not possible.
Mr. McNamara commented on the budget of the project and noted the increase in construction costs over the
past few years. He stated they have earmarked $250,000 for the fire signal with pedestrian option and have
anticipated the Conservation Commission's recommendation for a sustainable green building.
Comment was made expressing concern that Council was given no indication that construction costs would be
higher than previously budgeted and it was questioned if they could reduce the cost before this is placed on the
ballot. Mr. Woodley explained they worked hard to reduce costs and to ensure there would be no surprises. He
stated this project would not exceed $5.5 million and it should come in under that amount. He also clarified
the estimate anticipates the increased construction costs they have seen over the past year and noted the
project cost could be reduced by parking some of the ambulances outside and removing two of the engine
bays.
Mr. Woodley noted an error on the materials provided to Council and clarified the aerial ladder truck proposal
would not include any land acquisition or construction costs. He also clarified the width of Fire Station No.2
would not permit two emergency vehicles to be parked in each bay and the aerial ladder truck and Fire Station
No.2 would be two separate resolutions and ballot measures.
Suggestions were made to possibly reduce costs by sharing the aerial fire truck with Talent or Fire District No.
5 or constructing an opened apparatus bay so a smaller building could be constructed and added to in the
future. Mayor Morrison stated the design was prudent and stated the increased cost was due to the general
escalation of fuel, steel and other building materials. He questioned what would happen if the resolutions were
not passed tonight. Mr. Woodley stated the F ire Department would have to make due with the existing station.
City Attorney Mike Franell added if this is not placed on the November ballot, the City would face the double
majority requirement under Ballot Measure 4750 until the November 2008 election.
Councilor Silbiger/Amarotico mls to approve the Resolution ofthe City of Ashland, Jackson County,
Oregon, calling a Special Election to submit to the voters a funding initiative for contracting general
obligation bonded indebtedness for replacement of Fire Station No.2 in the amount of $5,500,000.
DISCUSSION: Councilor Jackson voiced support for the motion. She stated they have been anticipating the
construction of this station and if they wait another two years the costs will only increase. Councilor Hardesty
stated that the proposed station is bigger and more expensive than it needs to be and expressed hesitation with
placing this on the ballot since it is $1 million more than they budgeted for. Councilor Hartzell stated she
supports the Fire Department, but thinks they need to live within the budget. Councilor Silbiger agrees there is
some sticker shock and would like work on pairing it down some, but voiced support for placing this measure
of the ballot and noted this structure will serve the community for at least the next 30 years. Mayor Morrison
also voiced his support for placing this measure on the ballot and approving the resolution. Roll Call Vote:
Councilor Amarotico, Silbiger, Chapman and Jackson, YES. Councilor Hartzell and Hardesty, NO.
Motion passed 4-2.
Mr. Woodley commented on the research that was done regarding the purchase of an aerial ladder truck. He
noted that of the eight communities comparable in size to Ashland, Ashland is the only City without this piece
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of equipment. He clarified the City of Medford has an aerial ladder truck, however it would take them
approximately 20 minutes to reach Ashland and the truck would only be available if it was not in use
somewhere else and if there was a back-up crew available. Mr. Woodley recommended Council pass the
resolution and allow the voters to decide whether to purchase this equipment.
Councilor Jackson/Silbiger m/s to approve the Resolution of the City of Ashland, Jackson County,
Oregon, calling a Special Election to submit to the voters a funding initiative for contracting general
obligation bonded indebtedness for procurement of a fire department aerial ladder truck in the amount
of $900,000. Roll Call Vote: Councilor Amarotico, Silbiger, Chapman, Jackson, Hartzell, and
Hardesty, YES. Motion passed.
3. LEED Recommendations for the Proposed Fire Station No.2.
Electric Department Director Dick Wanderscheid stated the Conservation Commission has been studying the
Leadership in Energy and Environmental Design (LEED) program for two years and after substantial
discussion they have unanimously recommended the City design, build and certify the new Fire Station to at
least LEED Silver Standards and that they meet the additional requirements for a State Tax Credit for design
assistance funding as per the sustainable building tax credit. Mr. Wanderscheid noted the options listed in the
packet materials and stated staff's recommendation is Option #3. He clarified the certification fee is $40,000
and there would be energy consumption savings by building the structure to LEED standards.
Comment was made questioning if the certification was necessary or whether staff could get LEED
accredited. Mr. Woodley clarified the only way to get the tax credits is for the US Building Council to
establish the structure as a LEED building. He also explained to "commission a building" means to hire
someone with no vested interest to make sure everything is working correctly. Suggestion was made for the
City to make this building as "green" as possible and for staff to look into solar access.
Councilor Hartzell m/s to build the Fire Station as "green" as possible by relying on the expertise of the
hired design team and existing staff expertise and ask staff to return in a reasonable time with a budget
and a cost benefit analysis. Motion dies due to lack of second.
Councilor Jackson/Amarotico m/s to pursue Option #5 to build the building to LEED standards,
including commissioning and inspection. DISCUSSION: It was clarified this option is listed in the Staff
Memo prepared by Dick Wanderscheid, which is included in the packet materials. Councilor Silbiger
expressed his concern with spending the money to have a third party certify the building and suggested City
staff perform this task. Councilor Amarotico stated it is more appropriate for this to be done by an outside
party. Councilor Hartzell voiced support for spending the money on the ground, rather than on the
certification. Roll Call Vote: Councilor Jackson, Chapman, Amarotico, and Hardesty, YES. Councilor
Silbiger and Hartzell, NO. Motion passed 4-2.
OTHER BUSINESS FROM COUNCIL MEMBERS
Mayor Morrison announced the remaining agenda items would be postponed in order for Council to address
the Mt. Ashland Expansion item. He proposed they take the next hour to discuss this issue and that the
spokespersons for each side be given 20 minutes to give their presentation. Mayor Morrison noted they are
not here to debate the expansion, but whether to approve or reject the proposed resolution and asked the
public to keep their comments relative to the proposed resolution.
Councilor Hartzell/Chapman m/s to extend meeting until 10:30 p.m. Voice Vote: all AYES. Motion
passed.
ASHLAND CITY COUNCIL AfEET/NG
AUGUST /5, 200n
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1. Council consideration of a resolution requesting that Mount Ashland Expansion not proceed until
all Federal Court appeals are completed.
Paul Copeland/Explained the resolution asks the US Forest Service and Mt. Ashland Association (MAA) to
not proceed with construction, logging, or ski run development until the District Court and Appellant Courts
have made final rulings. He stated the resolution does not seek to stop ski area expansion, it is not interfering
with the ski area business, and it does not interfere with the lawsuit. He noted the City of Ashland is the special
use permit holder and leases the ski area to MAA and the City would be liable for restoration in the event the
ski area needs to be taken down. Mr. Copeland stated there is a single appeal and it is not going to go beyond
that. He questioned why MAA is opposed to the resolution if they are not planning on logging before the
appeal is completed.
Leslie Adams/Stated the resolution is not pro or anti expansion; it is about democratic process and simply
requests that MAA not proceed with the project before the courts have determined if the project is legal. She
stated ifMAA proceeds with logging before the case has made its way through the courts, the City might find
itself with a 70-acre clear-cut at the top of the City's municipal water supply. Ms. Adams noted she works for
the Klamath Siskiyou Wildlife Center and gave examples of similar situations where logging occurred before
final ruling. She cited several Oregon cities that have passed resolutions against old growth and roadless area
logging in their municipal watersheds and requested that MAA respect the judicial process.
Angie Thusius/Speaking for "Grandmothers & Friends in Green". Shared her concerns and commented on
the importance for the full court process to happen. Ms. Thusius read the petition statement that had been
circulated and signed by 1,100 citizens. She requested Council pass the resolution requesting MAA respect
community values by allowing the full civic process to reach its conclusion prior to logging 70-acres in the
municipal watershed. She stated the resolution directly reflects the petition statement and requested the
Council adopt the proposed resolution.
Bill Little/Stated there are three issues: 1) What is happening environmentally on the mountain, 2) What is
the true legal status and what are the legal implications, and 3) If MAA moves forward and are given the
right to move forward, what that means and what the impact will be.
Mr. Little stated in 1991, MAA received approval from the US Forest Service to expand and since then they
have spent $2 million on environmental studies, legal expenses and planning for the expansion. He stated the
documentation provides solid information that shows they are good stewards on the mountain and their plan
will be environmentally sensitive. He stated there is a group that will not accept anything they do, and every
year this project it delayed the cost increases by millions of dollars. He stated if this process had not been
delayed, they would have finished the expansion five years ago.
Mr. Little stated this is not a City of Ashland issue, but is an issue between the Forest Service, MAA and the
plaintiffs. He stated technically, the City has no right to intercede in this issue. He stated the resolution would
have legal impacts and it breaches the agreement between the City of Ashland and MAA. Mr. Little stated the
adoption of this resolution would be perceived by the community as a lack of support from the City and would
dramatically affect their ability to perform fundraising. He stated MAA intends on following the full legal
process and the recommendations of their legal counsel and would like to work with the City on this issue. He
concluded by stating adoption of the resolution would damage the relationship between MAA and the City of
Ashland.
Doug McGeary/Stated he is a board member for Mt. Ashland Association. Mr. McGeary pointed out the
lease agreement between the City and MAA lists a number of obligations and stated the proposed resolution
would have an effect on the litigation. He noted a previous resolution adopted by the Council which assured
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AUGUST /5, 201J6
PAGE (j 0(7
MAA the City would not bring forward another resolution without first consulting with them. He stated they
have expended resources and money on the reliance of the lease and this resolution. Mr. McGeary stated if
their arguments prevail in court, which they are confident they will, the opposition has been clear they will
appeal. He stated the resolution would provide ammunition and an influence to any future litigation. He noted
the City's lease agreement with MAA states they have sole and exclusive use of the property and requested
the Council delay adoption of the proposed resolution until after they have had time to meet with MAA. If
the Council is unsatisfied at that time, then the resolution could be brought back forward for approval.
Councilor Hartzell/Hardesty mls to approve the Resolution of the City of Ashland regarding
construction and lodging in the proposed Mt. Ashland Ski Area Expansion Project with the
elimination of Recitals A, Band C. DISCUSSION: Councilor Hartzell explained she removed the first
three recitals because she felt it would be cleaner this way. City Attorney Mike Franell stated he agrees with
the statements listed in Recitals A, B, and C and does not believe removing these phrases is necessary. He
explained ifMAA were to go away, the City would be left responsible for complying with the conditions of the
permit. He stated if the permit is revoked, the lease agreement terminates and expressed concern with the lack
of a survivorship clause for Mt. Ashland Association's responsibilities for compliance with the permit
conditions. In this event, the responsibility for the restoration and rehabilitation lies with the City. He noted the
agreement does include a provision for a minimum liquidation value of assets to be maintained by MAA and
includes an inflationary factor. Councilor Hartzell/Hardesty withdrew motion.
Councilor Hartzell/Hardesty mls to approve the Resolution of the City of Ashland regarding
construction and logging in the proposed Mt. Ashland Ski Area Expansion Project. DISCUSSION:
Councilor Amarotico stated he is not currently in favor of the proposed resolution. He stated passage of the
resolution without first having a discussion with MAA is premature. Councilor Silbiger noted the previous
resolution and suggested they follow up with the actions requested in that document during a study session.
He stated the City should have a discussion with MAA first, rather than this pre-emptive resolution. Councilor
Hardesty stated they should consider the possibility that this could happen very quickly and voiced her
support of the resolution based on the possible consequences both financially and to the health of the
watershed. Councilor Jackson voiced support for moving forward with what they proposed in the previous
resolution and noted there is an upcoming study session to address this matter. She commented on the need to
discuss the restoration costs, the development of the QAlQC Team and discussion of the financial plan.
Councilor Chapman agreed that this needs to be resolved the way it was previously planned and hopes this
meeting will happen soon. He stated if the City cannot work things out with MAA, then they will come back to
the resolution. Councilor Hartzell stated that asking both parties to respect the entire lawful process is not
asking for too much. She stated it is appropriate to ask MAA publicly to not move forward until the courts
have weighed in on the legality. Roll Call Vote: Councilor Hardesty and Hartzell, YES. Councilor
Amarotico, Jackson, Silbiger and Chapman, NO. Motion failed 4-2.
City Recorder Barbara Christensen noted the dates and times available for a continued meeting. Council
agreed to continue the meeting to Friday, August 18,2006 at 12:00 noon.
City Administrator Martha Bennett clarified a Study Session with MAA is currently scheduled for September
14,2006, however they could move it up to September 6, 2006. Council agreed they preferred the earlier date
as long as staff would still be available.
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Second Reading of an ordinance titled, "An Ordinance Amending the Ashland Municipal Code
Relating to Adoption of the 2004 Oregon Fire Code"
Continued to August 18, 2006 meeting.
If I
AS'FfLA;V[) CflT COUNCIL ItfE/:'i'ING
AUGUST /5,20116
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2. First Reading by title only of an ordinance titled, "An Ordinance Amending Ashland Municipal
Code Section 9.08.170C to Exempt Transitory Vehicles From the Nuisance Noise Provisions"
Continued to August 18, 2006 meeting.
3. Reading by title only of, "A Resolution Accepting the Grant Offer of The State of Oregon Through
the Oregon Department of Aviation in the Maximum Amount of $20,000 to be Used Under the
Financial Aid to Municipalities Program in the Maintenance of Ashland Municipal Airport"
Continued to August 18, 2006 meeting.
4. First Reading by title only of an ordinance titled, "An Ordinance Annexing Property and
Withdrawing an Annexed Area from Jackson County Fire District No.5 (593 Crowson
Annexation)"
Continued to August 18, 2006 meeting.
ADJOURNMENT
At 10:30 p.m. the meeting was continued to August 18, 2006 at noon.
Barbara Christensen, City Recorder
John W. Morrison
CONTINUED COlWCIL A4f~ETlNG
AUGUST 18. 200(j
PAGE I 0(4
MINUTES FOR THE CONTINUED MEETING
ASHLAND CITY COUNCIL
August 18, 2006
Civic Center Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Morrison called the Continued Meeting to order at 12:00 p.m. in the Civic Center Council Chambers.
ROLL CALL
Councilors Hardesty, Jackson, Silbiger and Chapman were present. Councilors Hartzell and Amarotico
arrived at 12.05 p.m.
Continued Public Input on Mt. Ashland Expansion Resolution
Mat Marr/955 North Mountain A venue/Encouraged the Council to reflect on what is contained in the lease
agreement between the City and Mt. Ashland Association (MAA). He stated the lease clearly states the
relationship between the two parties should be that oflandlord and tenant. It also states significant alternations
shall not be made to the permit area without the written consent of the !easer. Mr. Marr stated there would be a
significant increase of financial liability to the City should the expansion proceed and stated Council should
concern itselfwith: 1) Maintaining the quality of water in the watershed, and 2) Preventing increased liability
to the City.
Art Bullock/Commented on: 1) The financial liability to the City if the appeals process undoes the decision of
the lower court, 2) Erosion control, and 3) Community relations. He voiced his support for a resolution that
protects these interests without interfering with MAA's running of the business or the court case.
Councilor Hartzell requested City Attorney Mike Franell to share his comments on this issue and asked for
this topic to be discussed at a Study Session. Mr. Franell explained the agreement with Mt. Ashland
Association will cease if there is a termination of the lessor's rights under the permit; he also noted there is no
survivorship clause in the agreement that addresses restoration requirements. Mayor Morrison clarified
discussion of this issue would be held at a Study Session.
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Second Reading of an ordinance titled, "An Ordinance Amending the Ashland Municipal Code
Relating to Adoption of the 2004 Oregon Fire Code."
City Administrator Martha Bennett clarified this would correct an error that was made when the Council
adopted the new Building Code and requested Council adopt the ordinance and restore the Fire Code to
what was adopted in November 2005.
Councilor Jackson/Silbiger m/s to approve Ordinance #2829. Roll Call Vote: Councilor Hardesty,
Amarotico, Hartzell, Jackson, Silbiger and Chapman, YES. Motion passed.
2. First Reading by title only of an ordinance titled, "An Ordinance Amending Ashland Municipal
Code Section 9.08.170C to Exempt Transitory Vehicles From the Nuisance Noise Provisions"
City Engineer Jim Olson presented the staff report. He explained the Public Works Department operates two
vacuum-style street sweepers and one of these vehicles operates from 4 a.m. - 12 p.m. in the downtown
commercial zones and on the main arterials. Mr. Olson stated the sweepers exceed the allowable noise levels
specified in the Ashland Municipal Code and requested transitory vehicles be exempted from the noise
provision requirement.
CONTINUED COUNCIL IHU..TfNG
A ue; UST /8. 201M
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Mr. Olson provided an explanation of the sweepers. He stated both are advanced machines and are very
effective at removing microsized particles. He noted 3,000 cubic yards of debris was picked up last year and
stated the use of mechanical sweepers or hand sweepers would not be effective for pm 1 0 reduction.
Mr. Olson stated this issue came about as a result of a citizen complaint. He explained the sweepers are large
pieces of equipment that travel slowly. He stated operating this equipment in the early morning hours is often
necessary because the sweepers have to travel against the flow of traffic for short distances to sweep around
islands and curbs and it is imperative that this be completed when traffic is lightest. He stated the Streets
Department currently sweeps four days and week and stated staff has done everything possible to make the
vehicles as quiet as possible.
Mr. Olson clarified the noise levels of the equipment has been measured by staff and also clarified the City
does maintain a sound level meter. Councilor Hardesty shared her experience with this matter and offered to
assist staff with this problem. It was questioned if the Ashland Municipal Code addresses conditions in which
exemptions may be made. City Administrator Martha Bennet clarified the noise ordinance has a specific
process for exemptions. She stated when staff previously brought this forward as an exemption for the street
sweeper, Council indicated they were interested in looking more broadly at whether the ordinance should
regulate these types of vehicles.
Councilor Hardesty questioned if staff had attempted to sweep by hand. Mr. Olson stated there is not adequate
staff to do this. He noted that the City does design curb radiuses and bump outs with the street sweepers in
mind and clarified one of the sweepers will be up for replacement shortly. He also clarified the downtown core,
public parking lots, bike path, bike lanes and main arterial streets are all swept once a week.
Tom Marr/955 North Mountain Avenue/Mayor Morrison read Mr. Marr's statement aloud. The statement
requested the Council not change the noise provisions and requested all be held to the same rules.
Lars Svendsgaard/183 Vista Street/Commented on the topography of the City and stated their home is
located one block from the theatre. He explained there is a sudden and dramatic elevation change that has a
great effect on the sound that is carried to their home and stated twice a week they are woken up at 4:30 a.m.
by the street sweeper. He stated this noise can be heard miles away and voiced his concerns with how this
matter has been handled by City staff. Mr. Svendsgaard requested that the City's Public Works Deparment be
held to the law.
Tracy Svendsgaard/183 Vista Street/Stated she does not object to clean streets, however at least 104
mornings a year they are woken early, are unable to go back to sleep, and suffer from the effects of sleep
deprivation. She read aloud a section from the noise ordinance and stated a 4:30 a.m. operation violates the
ordinance and this has had a detrimental affect on her health. Ms. Svendsgaard requested the noise ordinance
remain in place for protection of the citizens.
Dan Gunter/247 Oak Street/Stated he lives on the downtown route and has never been woken up by the
street sweepers. He noted the sweeper used to come by three times a week and now it is down to just once. He
agreed with the topography issue mentioned in the previous testimony, but stated he never hears the sweepers.
Mr. Gunter stated that the sweepers, garbage trucks and delivery trucks are a necessity and this work needs to
be done before traffic picks up.
Mark Antony Salvioli/1015 B Street/Stated he is against changing the noise ordinance for the street sweeper
and stated the ordinance is in place to protect the citizens. He stated the street sweeper starts at 4 a.m. behind
him home and comes back every hour to dump the refuse. He stated it smells, there is dust, and it often puts
out more dirt than it picks up. He shared his concerns that the Street Department intents to switch to a 24 hour
CONT/NeED COUNCIL ItfEl:7/NG
A UC;UST /8, 201J6
PAGE 30(4
program and requested the Council not change the law to make it legal for City services to ruin his
neighborhood.
Mat Marr/955 North Mountain Avenue/Stated the discussion is not about individual citizens or the street
sweeper, but rather about the integrity of the noise ordinance itself. He stated the proposal before Council
would make a significant exemption to a key City ordinance. He questioned the definition of a transitory
vehicle and stated the ordinance would allow all cars to be exempt. Mr. Marr stated this would create a bad
precedent and asked the Council to hold themselves to the same standards they hold everyone else to.
Art Bullock! Asked Council to not move this ordinance to a second reading because: I) The term "transitory
vehicle" is undefined, 2) The ordinance would exempt virtually any truck and the language is far broader
than the problem, and 3) The language "guts" the entire noise ordinance and would allow any amount of noise
from any vehicle that doesn't stay in the same place longer than 10 minutes. Mr. Bullock also suggested that
the word "has" be inserted into Section 2 between "be" and "described", Council strike the phrase "to a
commercial or industrial use" from Section 6, and insert the phrase "not less than 30 days after notification"
after "public hearing" in Section 6(a).
Colin Swales/461 Allison Street/Mayor Morrison read Mr. Swales written statement aloud. The statement
noted Mr. Swales experience with the street sweeper noise, stated the historic residential neighborhoods
above the downtown act like a natural amphitheater, and stated the use of the street sweeper would be best left
until citizens are awake. The statement also requested the noise ordinance include a provision for backpack
blowers.
Tom Giodarno/2635 Takilma Way/Explained the area near his home is becoming a truck stop. He stated
that trucks traveling the 1-5 corridor frequently pull off the interstate and park their vehicles behind his
residential area. He stated the residents have complained and are preparing a petition to submit to the Council.
Mr. Giordano stated the drivers leave their trucks idling all night long and asked the Council to look into this
Issue.
Councilor Hartzell stated she is not willing to support the proposed ordinance and suggested staff return with
a range of options, including information on how often the sweepers operate, the equipment that is used, and
cost effectiveness to provide this service in other ways. She stated the proposed ordinance is unacceptable due
to the reasons brought forward by the public and stated it would create unintended consequences.
Councilor Jackson agrees that they have identified some larger issues and clarified that staff is aware of
the issue raised by Mr. Giordano and are working to resolve this problem. She stated that public vechiles and
delivery trucks need to be able to operate efficiently, but stated the proposed ordinance broadened the
restrictions too much.
Mayor Morrison suggested Council direct this issue back to stafffor a broader look at the options and policies
involved, and a potential rewrite of the noise ordinance.
Councilor Chapman voiced support for looking at a new ordinance and possibly restricting noise in the City
from 7 a.m. to 7 p.m. He suggested the noise ordinance include a ban on two cycle engines and requested they
look at different ways to sweep the streets. He questioned if Council could issue a temporary permit so
the City could continue to sweep the streets without breaking the law until these issues are resolved.
Councilor Silbiger stated he does not support the proposed ordinance and agreed with Councilor Chapman.
He noted he lives at the edge of a commercial zone and experiences truck noise.
Councilor Hardesty noted she is willing to work with staff to review the noise ordinance and explore quieter
CONnNUED COUNCIL AfEET/NG
A UG UST /8, 20IJ6
PA GI:' 40(4
options,
Councilor Hartzell left the meeting at 1:25 p,m,
Staff requested direction from Council on a short term basis,
Lars Svendsgaard/Stated his complaint never took a formal basis, stated they are defending habitability of
their home, and thanked Mr. Peterson in the Streets Department for his efforts,
Public Works Superintendent Mike Morrison suggested the Streets Department not start until 7 a,ill, for one
month on a trail basis and see how it goes, Council voiced their support for this suggestion, City Administrator
Martha Bennett clarified staff would not begin sweeping until 7 a,m. for one month and staff would schedule
this item to come back to Council for additional discussion and direction.
Mayor Morrison suggested the ordinance make a distinction between commercial, industrial and municipal
use. He noted the necessity for municipal activities and stated they need to take a clear look at this in order to
not hinder municipal activities.
3. Reading by title only of, "A Resolution Accepting the Grant Offer of The State of Oregon Through
the Oregon Department of Aviation in the Maximum Amount of $20,000 to be Used Under the
Financial Aid to Municipalities Program in the Maintenance of Ashland Municipal Airport."
Councilor Silbiger/Chapman mls to approve Resolution #2006-23. Roll Call Vote: Councilor Hardesty,
Amarotico, Jackson, Silbiger and Chapman, YES. Motion passed.
4. First Reading by title only of an ordinance titled, "An Ordinance Annexing Property and
Withdrawing an Annexed Area from Jackson County Fire District No. 5 (593 Crowson
Annexation)."
Councilor Jackson/Silbiger m/s to approve first reading and move to second reading. Roll Call Vote:
Councilor Silbiger, Hardesty, Chapman, Jackson and Amarotico, YES. Motion passed.
ADJOURNMENT
Meeting adjourned at 1:45 p.m.
Barbara Christensen, City Recorder
John W. Morrison
CITY COUNCIL STUDY SESSiON
AUGUST !O, 20()6
PAGE ! (~(3
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
August 10, 2006
Civic Center Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Morrison called the Study Session to order at 7:30 p.m. in the Civic Center Council Chambers.
ROLL CALL
Councilors Silbiger, Hartzell, Amarotico, Hardesty, and Chapman were present. Councilor Jackson was
absent.
1. Presentation on Draft Final Report of Study bv the Police Executive Research Forum (PERF)
Craig Fraser, Director of Management Services for Police Executive Research Forum (PERF) presented
the Policing Ashland Final Report. He gave a brief summary of the company's background and their
work history.
Mr. Fraser commented that the issues seem to involve the style or role of the Police Department and the
difference between two different styles of management. He stated that their report reflects comments
made from elected officials, the business community, focus groups, staff and citizens that attended large
public meetings. He felt that they had been able to get a good sense toward the style and direction for the
Police Department. He stated that there were a series of scope items that were integrated into the report
and the report would provide a blueprint for the department to move forward with.
Mr. Fraser presented the following eleven elements from the report:
· The transformation process should begin with the Chief of Police convening a task force to re-
examine the Ashland Police Department's mission, vision and values. The task force should be
composed on a cross-section of the APD and should include community representation.
· Organizational Structure. The department's organizational structure needs to be altered to
promote clear lines of authority, accountability, and responsibility.
. The department should re-organize the patrol group to promote better coverage, enhanced
opportunities for community engagement, time for problem solving and improved officer safety.
. The department needs to reconsider the characteristics of the people it recruits, hires and
promotes.
. The department needs to reconsider how it trains its employees. This review should include
entry-level training, field training, in-service training, and specialized training. Each should be
considered in the context of how it supports community policing and problem solving.
. Once members of the department have been trained in community policing and problem solving,
the Police Department should take the lead in establishing several problem solving task forces.
Based on issues raised during site visits and in subsequent communications with PERF staff,
problems ripe for attack include homelessness and transient populations, perception of disorder
downtown and police/youth relationships.
. The department needs to create a performance appraisal system that not only strives to recognize
and measure traditional police skills but also community policing and problem solving behaviors.
This combination of factors should be integrated with regard to every position in the department.
A useful system will require that supervisors spend a substantial amount of their time in the field
observing how officers operate and provide service, both in a law enforcement and community
engagement context.
CITY COUNCIL STUDY SESSION
A UG UST 10, 2006
PAGE 2 of3
· The department should create a career development system so as employees become skilled and
adept at community policing and problem solving they can advance in pay and status. These
skills should be rewarded as should traditional skills that come with experience and advanced
training.
· The department needs to improve both internal and external communications.
· The Ashland Police Department should reconsider elements of its employee disciplinary process.
· The Ashland Police Department should reconsider elements of its Use of Force and Critical
Incident policies and procedures.
Mr. Fraser stated the key to success is moving forward and a commitment by the department for
community problem solving. He asked that the Council consider the sequence of these recommendations
and noted the need to hire a new Police Chief. He explained that implementation of these
recommendations would be a 6-12 month process and that substantial action should be taken within a
year's time, but he acknowledged that it would be dependent upon hiring a new Police Chief.
He explained that their approach was to create a structure on how a department should work, which
included a strong sense of vision, outreach in the community, and a strong set of values. He felt that this
plan would give the community an opportunity to determine what they want and how to interact with the
department.
Mr. Fraser held discussion with the Council regarding providing officers with less lethal means of force.
He explained different tools that could be used, including pepper spray and tasers and stated there are
alternative methods for the community to consider. He explained it is usually "Structure vs. People" and
that it was important that the right structure be put in place and to look at how people react to the
structure. He stated that it is best developed around solving problems.
Mr. Fraser also stated that it was important to have the community involved in how the department is
doing through interaction with Councilor annual community surveys that have specific questions.
Discussion was had in regards to why some police officers to do not live in the community and several
examples were given, such as officers not wanting to be "24 hour cops" and that they choose not to live in
the community they work in. It was noted that focus groups had indicated their desire for officers to be
part of the community. There was a recommendation that we explore an affordable housing program.
Discussion was had regarding the use of Mobile Data Computers (MDC's) and how effective they are. It
was recommended that monitoring officers use of time would be the role of the sergeant and further
information on statistics for reports from MDC's could be obtained from the Medford Police Department.
It was noted that the School Resource Officer Program (SRO) was found favorable by a number of people
and that it was an opportunity to have a connection between the police department and youth.
Further discussion was had on the importance of training and the level of training that is offered by the
State of Oregon. It was explained that the state's basic training is a ten-week course and that previously it
had been a 2 I-week course when it was the Police Corps. Mr. Fraser encouraged supplemental training
and stated the field training program develops skills in problem solving and community policing. PERF
recommended adoption of the Police Training Officer program developed by the Community Oriented
Policing Services Office of the Department of Justice.
Mr. Fraser suggested using the PERF report when hiring the new Police Chief as it would be a useful way
to ask candidates to give their perspective.
CiTY COUNCiL STUDY SESSION
A UG UST 10, 2006
PAGE 3 of]
John Stromberg/252 Ridge Road/Questioned how the City should go about getting members of the
Police Department who are reluctant to this style of policing to participate in the actions recommended in
the report.
Mr. Fraser stated that he believes there will be a number of officers who want to get involved. He also
recommended the City recruit individuals that have experience with community policing. Interim Police
Chief Ron Goodpaster noted the department has already taken steps to get a person in the organization
that is more prone towards community policing and problem solving and have revamped the hiring
process, changed the psychological review, and reorganized the field training program.
Mr. Stromberg asked how the recommendations of the task force would be formalized. Mr. Fraser
recommended this be approved by the Council and noted the importance of having a level of approval
from the community. Mr. Goodpaster noted the use of a citizens advisory committee to make sure
everything stays on track after the recommendations are adopted.
Mat Marr/955 North Mountain AvenueINoted he is a member of the Ashland School Board and asked
which of the two positions (School Resource Officer or Youth Diversion Position) they should prioritize.
Mr. Fraser recommended the School Resource Officer and suggested the School Board contact other
school districts who have implemented this position to discuss their concerns regarding whether the
officer must carry a firearm. He clarified funding sources for this position varies and commented on the
importance of sustained interaction with the youth.
Councilor Chapman requested staff schedule a time for Council to get a more complete feedback from the
Interim Police Chief and the City Administrator. City Administrator Martha Bennett clarified the Council
will need to have a discussion on which parts of the report they would like to adopt and recommended
additional public input before they take action. She noted that unless directed otherwise, staff will use the
report as part of the recruitment process.
Council questioned the difference between the draft and final report. Mr. Fraser explained there was some
expansion in the final report and they fine tuned some wording, however there were no substantiative
changes. Mayor Morrison noted a typographical error on page 15 and stated the date was incorrect.
Request was made for Council discussion of this issue to be scheduled in way that allows time for
meaningful public input.
ADJOURNMENT
Meeting adjourned at 9:02 p.m.
Respectfully submitted,
Barbara Christensen, City Recorder
Bicycle & Pedestrian Commission
July 20th, 2006
Regular Minutes
Roll Call
Council Liaison:
Staff:
Tracy Harding
David Young
Selene Aitken (absent)
David Chapman
Derek Severson, Associate Planner (absent)
Steve McLennan, Police Officer (absent)
Paige West, RVTD/TDM Planner (absent)
Vacant
Arnold Bleicher (absent)
Chair Dylan Robbins
Paul Rostykus (absent)
RVTD liaison:
High school liaison:
SOU liaison: Nathan Meyerson
Call to Order
Chair Robbins called the meeting to order at 5:20 p.m.
Approval of Minutes - June 15th, 2006
The minutes of June 15th, 2006 were approved as presented. Voice vote: All A YES. Motion passed.
Public Forum
None.
Subcommittee & Liaison Reports
Robbins read memos from Planning Staff Liaison Severson on the status of the current budget and installation of
skateboard racks on the plaza and at the Library. Members discussed placement of the racks at the Library, and
noted that if the racks couldn't be installed adjacent to the bus stop at the sidewalk, they would like to see signage at
the entrance making people aware of the skateboard racks in the rear.
SOU Liaison Meyerson presented an informational quarter sheet on the Ashland Community Bike Program, and
noted that there was a front page article regarding the program. He noted that they are still conducting weekly bike
clinics at the Tuesday Growers' Market at the Armory. He added that there are weekly work parties on Saturdays at
6:00 p.m. at the bike shed on the SOU campus.
Council Liaison Chapman gave a status update on the helmet distribution program that he has been working on with
Traffic Safety Commissioner Keith Massey, and provided sample vouchers that are being distributed for children to
pick up helmets at the Parks Department. Harding noted that ten bikes are being given to the migrant Head Start
program through the Community Bike Program, and that these vouchers will be provided with the bikes.
Discussion of Use of Bike Swap Funds & BT A FundinQ
Harding asked that members begin thinking creatively about ways to use this recurring annual funding source, and
she suggested that one option she felt merited consideration was to provide funding for the BTA Bicycle Safety
Education programs that the Commission has co-sponsored since 1999. Robbins indicated that he thought this was a
great idea, given that it was a program that was in place and staffed and only needed to be expanded. He questioned
whether the program had any room for expansion.
Dubois noted that the primary limitations were staffing and weather, and reported that an experienced BT A
instructor from Corvallis would be moving to Ashland. He explained that the maximum classes one instructor could
teach would be three during one term, but added that with the addition of a new instructor it would open up
additional opportunities for more classes and or programs in additional schools. Dubois added that he would be
approaching the new principal at Bellview. He concluded that if funds were available, as they appear to be with the
addition of the Bike Swap funds into the mix, it would appear to be possible to offer bike safety training in every
school in Ashland. Members discussed the logistics of offering classes in each school without doubling up and the
difficulties for one instructor to teach every student in each school; Chapman suggested a varying curriculum that
would avoid duplication of the classes taught to individual students.
2006-0720 Bike & Ped minutes
Page 1 of4
Members discussed the recent implementation of a skateboard class, and suggested that some rules of th~ road
needed to be included in this training as well.
Dubois noted for Chapman that he had materials in Spanish as well to accommodate Spanish-speaking students, and
that he could provide these materials for anyone who needed them.
Harding noted that the per class cost according to the most recent BT A information was $800. Members discussed
the number of classes to be taught. Young noted that he feels the BT A programs are great, but that the budget
submittal was insufficiently detailed for his taste. Robbins noted that if others felt the same, there could be a request
for additional information. Chapman concurred with Young, and discussed the fact that the program was originally
intended to become se1f~sustaining, or that it would at least decrease in cost as interested parents were trained to
assist and a bicycle library was established.
Dubois explained that the budget was an average cost based on the BTA's programs statewide, and he added that in
particular insurance was very costly. Young stated that he would prefer to see a direct cost breakdown of the
program in Ashland and an honest assessment of additional costs that go directly to the BT A. Dubois noted that in
the past year, for instance, almost half of the bikes in the program had to be replaced. He concurred that it would be
good for Ashland if the program were to become self-sustaining, and he discussed that at present more funds are
available in Ashland than anywhere else in the state. He noted the difficulty in fundraising, and emphasized that this
was an on-going problem even in Portland. He added that the programs in Talent will likely be discontinued unless
a funding source there is found.
Chapman suggested that self-sustaining satellite programs that paid a membership fee to the BT A would benefit
BTA as well as the individual communities, but he indicated that the current percentage going to the BTA was
excessive. Members discussed the historic difficulty in fundraising, noting that in the past more than one third of
instructors' paid time went to fundraising. Dubois added that he is not paid for fundraising or meeting attendance,
he does these things on his own time to support the program. Chapman noted that fundraising is a budgeted item.
Dubois noted that BT A does not have the staffing to do itemized per class cost breakdowns for each city's programs;
he stated that the costs provided are an average for their statewide programs.
Robbins questioned whether it was up to the BT A to make the program self-sustaining, and to explain how they
proposed to do so, or if it was up to the Commission and the community. Dubois explained that there is an
instructor training and certification program in place; members questioned whether bike swap funds could simply be
paid to an instructor who would pay BT A to provide training and administrative support.
Dubois discussed the advantages of centralization, noting in particularly that umbrella insurance coverage statewide
would be less costly that individual insurance for diverse, separate programs. Chapman suggested that BT A could
provide umbrella insurance for individual franchisee communities. Dubois noted that this would require a wholesale
change in the BT A's structure, and he was uncertain if BT A would be willing or able to do this. He suggested that
the more realistic scenario would require individual communities to break with BT A and institute their own
programs, and he reiterated that insurance would be a huge issue. He noted that supporting the BTA brings with it
their political advocacy and the state and national level and their nationally recognized model for bike safety
training; instructor training and pay; bicycles and their maintenance.
Chapman expressed concern that the percentage of funds going to the BT A in Portland was money that could be
used locally for more classes. Dubois noted that BT A receives grants and funding from other sources, and that their
programs in every community are subsidized through other funding sources. Young indicated that he would like to
see the annual budget for BT A, and reemphasized his desire to develop a self-sustaining program. Dubois noted that
there are two people at BT A dealing strictly with advocacy at the legislative level, then one person who deals strictly
with Safe Routes to School, two who deal with bicycle safety education, and a clerical support staff.
Robbins indicated that it appeared additional information was needed. Harding suggested opening discussions with
BT A about whether a reduced cost would be possible with additional classes.
2006-0720 Bike & Ped minutes
Page 2 of4
Chapman noted that if Bike Swap funds were used, it would free up Commission program funds for both the Bicycle
and Pedestrian Commission and the Traffic Safety Commission to do other things. It was emphasized that the Bike
Swap funds were earmarked for bike safety education from the start. Members asked for additional information and
a discussion of becoming self-sustaining, and whether the BT A would support a self-sustaining program. Dubois
reiterated that the cost statewide for BTA's program is $800 per class, but that even if the city doesn't pay for every
class taught the BT A will subsidize the program in Ashland.
Harding stated she would like to give BTA ninety percent of the Bike Swap funds, but she recognized that this
would still not cover the cost of BT A offering classes in every school.
Robbins noted that he would also like to see the funds go to prepare a valley-wide bike route map, with color-coded
traffic volumes.
Young indicated that he would like to see expanded community education programs. Harding noted that the Parks
Department has been offering classes. Robbins suggested a bike commuting training would be valuable. Dubois
noted that he would be presenting a bike workshop for teachers on September 151 to discuss lifestyle issues around
bicycle commuting. Harding noted that she has been working with RVTD to approach employers about presenting
similar programs. Dubois noted that teaching school teachers would hopefully result in their leading by example.
Young suggested that there was a need to shift the focus of these programs from employers to the community.
Dubois noted that hills are one of the biggest issues for commuters in Ashland. Harding noted that Car Free Day
was an excellent venue for presenting commuter training.
Chapman suggested funding an Ashland version of the BikeFirst program that RVTD has been doing in Medford.
Young noted that all of these ideas were tied to promotional costs.
Members suggested that they should develop a list of questions for BT A, and to ask themselves about the direction
this program is going. Dubois agreed to contact Scott Bricker to see if he would be willing to attend the next
meeting. Members stated that they would consider and decide next time how much could be dedicated to fund BT A.
Chapman suggested looking at a sliding scale based on the number of classes, as administrative costs should be
reduced at some point. Young noted that it was important to remember that BT A's cost is $800 per class, whether it
comes from the Commission or other sources; he suggested that the Commission commit as much as it is
comfortable with and if that does not get the number of classes desired looking at something else.
United Bicvcle Institute (UBI) Scholarship
Harding noted that she had thought of this as another idea for use of available funds, which would allow someone
for instance from the Ashland Community Bike Program to gain new knowledge as a resource for the community.
Harding added that Dave Nourie was also hoping to raise funds for a covered indoor space that would serve as a
performance, recreational and educational space.
Chapman noted that the American Wheelmen offer commuter classes, and he indicated that there is a local instructor
(Bill Hyman) who teaches the certification classes for commuter and touring trainers.
Robbins expressed his support for a UBI Scholarship, hopefully at a reduced rate; Young suggested adding a proviso
to require that any recipient would need to sign a contract to reimburse the Commission if they didn't remain in the
community as a resource for an agreed to period of time.
Lea!:lue of American Bicvclist's BFC Feedback Letter
Robbins explained that the redemption of Ashl<md's bronze status through May of2008 included recommendations
to improve that status. He noted that the recommendations included programs and events to encourage additional
bike commuting, expanding the Safe Routes to School program to every school, and increase bike route and trail
network connectivity. Harding noted that BT A is considering a Bike Commuter Challenge in Ashland. Robbins
suggested discussing this next time, and looking at ideas and time lines for implementing these recommendations.
2006-0720 Bike & Ped minutes
Page 3 of 4
Car Free Day (Friday. September 22nd)
Harding noted that there is a lot to do in preparation, and more now with Sommer's resignation. Harding stated that
she would welcome any and all assistance; she noted that a regular meeting time needed to be established and she
stated that this was likely one of Sommer's frustrations. Harding noted that she and West have been working
together at RVTD and can continue. She stated that she would compile and e-mail a progress report. Robbins asked
for a list of specific tasks so that people could take them on in their own time. Harding stated that Sommer had
already completed her tasks, including preparing and distributing the merchant letters and making personal contact
with individual merchants.
Int'l BikelWalk/Scooter to School Day (Week of October 2nd throuQh 6th)
Harding noted that Wednesday would be the big day, with events at Walker and Helman, and stated that for the
Commission the biggest contribution would be through volunteers. Harding noted a parent and a teaching assistant
were championing the program at Helman.
New Business
Young noted that he had made contact with the Grange Co-Op about installing bike parking. He indicated that they
have plans for a bike rack next to the entrance; he indicated that it would take a while unless the city could provide
or purchase a rack. Harding and Meyerson discussed the possibility of using left-over racks from SOU or having
them welded in a shop class. It was noted that inverted U-racks are the standard, and a varying from this standard
would require approval of this commission. It was requested that Severson determine if the City has any racks
available.
AQenda Items for Next Month
BT A Funding Decision; Discussion of other uses for Bike Swap Funds; Timelines for implementing League
Recommendations; Car Free Day
Adiournment
The meeting was adjoumed at 7: 10 p.m.
Upcomina Meetinas:
5:15 P.M. Thursday, August 17th - Regular Meeting in the Siskiyou Room
2006-0720 Bike & Ped minutes
Page 4 of4
CITY OF
ASHLAND
Minutes
Conservation Commission
07/26/06
These Minutes were approved by Conservation Commission at the August 23, 2006
Conservation Commission Meeting.
July 26, 2006- 7:00 pm
Community Development Building
51 Winburn Way
Ashland
CALL TO ORDER
Acting Chairperson Chapman called the meeting to order at 7:05 p.m. in the Community Development
Building.
ROLL CALL
Attendees: Risa Buck, Russ Chapman, Stuart Corns, Ross Finney, Lindsay Gerken, and Melissa
Schwisguth were present. Jim Hartman and Kathryn Houser were absent.
City Council Liaison: Alex Amarotico, not present
Staff Liaison: Dick Wanderscheid
APPROVAL OF MINUTES
Acting Chairperson Chapman asked for an approval of the June 28, 2006 minutes.
Commissioner Chapman noted he was not present at the last meeting. Also noted Acting Chairperson
Finney called the meeting to order, not Chairperson Amarotico and Mr. Wanderscheid read the hazardous
waste report, not Mr. Finney.
Commissioner Finney made a motion to approve the minutes of June 28, 2006 with stated corrections, and
Commissioner Buck seconded the motion.
Voice vote: all Ayes. The motion passed with a unanimous vote.
The minutes of the Conservation Commission Meeting of June 28, 2006 were approved.
PUBLIC FORUM
None present.
ASHLAND SANITARY & RECYCLING UPDATE:
Commissioner Chapman reported that almost $1200.00 of the florescent bulb grants has been used. The
rate of usage is steadily picking up. There was some discussion about an exit strategy from grant money
to other sources of payment for the disposal of the florescent bulbs for example, matching funds,
community project, education, and donations.
OLD BUSINESS
Commission Green Tag Bag Sponsorship
Mr. Wanderscheid read an email from Bonneville Environmental Foundation regarding a give away
of a canvas shopping bag to the first 200 residents that sign up for the renewable pioneers
CC Minutes 07 26 06 doc.doc
Page 1 of 4
program. This bag with have spaces for 12 logos, black and white only, large and small, for
businesses in the program already. The members discussed putting Where the Green becomes
Mainstream on the canvas bag.
Commissioner Finney made a motion to buy the $50.00 logo for the Green Tag Bag, Commissioner
Schweisguth seconded the motion.
Voice vote: all Ayes. The motion passed with a unanimous vote.
LEED Discussion/Recommendation
Mr. Wanderscheid reviewed with the Commission, the memo dated July 26,2006, and the 6
options for the Commission to recommend to the City Council in regards to the construction of a
LEED building. He then read the following options:
Option 1
Option 2
Option 3
Option 4
Option 5
Option 6
Do nothing and build the proposed fire station to existing Oregon Energy Code
Standards. This is a course of least resistance and relies on State Commercial
Energy Code requirement to dictate the energy efficiency measures that are
installed in the building. No other sustainable measure outside energy would be
considered.
Work with the design team to implement energy and water efficiency and
sustainable measures into the building using life cycle cost analyses and
cost/benefit analyses. Depending on the quality and sustainable knowledge of the
design team, this approach could result in a quality building.
Use the same approach as Option 2 but also utilize the services of an additional
design team component that has expertise in Green Building and could work with
the design team to not only incorporate sustainable features, but would also be
retained to help ensure the features get installed correctly and work properly after
completion of the building.
Build the new Fire Station to the LEED Silver standards but don't actually spend
the time, money or effort to get the building certified. This would reduce the costs
of building because the verification and certification costs would not be incurred.
Commissioning the measures could either be included or excluded in the option.
Build the building to the LEED Silver standards, follow through and certify the
building to ensure compliance. This option would include commissioning the
building as that is a LEED certification requirement. The City would then carefully
consider the cost and benefits of the LEED certification process to determine if a
policy should be enacted to require LEED Certification on other future municipal
facilities.
This option includes all of Option 5 but also initiates a policy to begin implementing
LEED Existing Building (EB) certification for existing City facilities. This would
probably mean adding at least 1 FTE of new staffing to operate such a program if
this option is chosen.
He stated that any of the options seemed like a reasonable approach, and that staff recommended
that the commission forward to the City Council the following recommendation:
The Ashland Conservation Commission recommends that the City build and certify the new
Fire Station No 2 building to LEED Silver Standards and that we apply for a State Tax
Credit for design assistance funding as per the sustainable building tax credit. Further we
should evaluate the LEED process and program to see if future City facilities should be
constructed to these same LEED standards.
The members discussed in detail all the options recommended, and the financial, practical, and
CC Minutes 07 26 06 doc. doc
Page 2 of 4
responsible aspects of each one. They discussed prior buildings that were constructed to LEED
standards and also the frustration of extra costs associated with building to LEED standards. They
discussed the different levels of standards for LEED construction and how the standards effect the
building. After a lengthy discussion the members agreed to forward the recommended statement.
Commissioner Finney made a motion to recommend the stated recommendation and Commissioner Corns
seconded the motion.
Voice vote: all Ayes. The motion passed with a unanimous vote.
NEW BUSINESS
Bio Diesel Discussion
Commissioner Buck reported that Portland was proposing to adopt that every fueling station was to
have both ethanol and bio diesel. She was interested in the Ashland Fleet Vehicles moving toward
B20 which are 20% bio diesel and 80% diesel as a way to increase air quality and depends on
petroleum.
Mr. Wanderscheid reported the City Council directed staff to look into Bio-Diesel, but that this was
out of the realm of this Commission, more under Transportation. Public Works researched for the
Council and reported back that manufactures would not warranty vehicles if we ran on bio-diesel.
SUBCOMMITTEE REPORTS
1. Garbage Land Sub-Committee
Will meet next month on August 29th, 6:30 at the Standing Stone Brewing Co.
2. Education/Events
Compost Class-August 5, 2006
3. Green Business
Commissioner Finney reported the subcommittee is developing plans to have an outreach target
for the Hotel/Motel businesses. Next meeting is Tuesday, August 15th at 6pm at the Community
Development building.
COMMISSION ITEMS NOT ON THE AGENDA
Mr. Wanderscheid announced the IRS Federal building was flooded and therefore delayed the bond
applications.
Also, he remarked that some of the City Councilors use to brain storm projects and David Chapman would
like to reinstitute this process. The Commission agreed to include this on the next agenda, ask him to
come and talk about ideas he has and possibly develop another sub-committee to implement.
ANNOUNCEMENTS
Next meeting date, August 23, 2006.
Commissioner Buck will give a PowerPoint presentation tomorrow night, July 2ih on sustainable urban
homestead, beginning at 7:30pm.
ADJOURNMENT
Meeting adjourned at 9:03 pm.
CC Minutes 07 26 06 doc. doc
Page 3 of 4
Respectfully submitted,
Mary McClary, Assistant to
Electric Department
CC Minutes 07 26 06 doc. doc
Page 4 of 4
CITY OF
ASHLAND
ASHLAND HISTORIC COMMISSION
Minutes
August 2, 2006
Community Development/Engineering Services Building - 51 Winburn Way - Siskiyou Room
Historic Commissioners Present: Dale Shostrom, Molly Owens-Stevenson, Terry Skibby, Henry Baker,
Sam Whitford, Rob Salad off,
Absent Commission Members: Jay Leighton, Tom Giordano, Keith Swink
Council Liaison: Vacant
Hiah School Liaison: None Appointed
SOU Liaison: None Appointed
Staff Present: Maria Harris, Senior Planner
Staff Absent: Billie Boswell, Administration
CALL TO ORDER - REGULAR MEETING
At 7:05 pm, Chairman Dale Shostrom called the regular meeting to order.
APPROVAL OF MINUTES
Mr. Whitford made a motion to approve the minutes and it was seconded by Mr. Baker. The motion passed
unanimously by the commissioners present.
PUBLIC FORUM: No speakers
PUBLIC HEARING
Planning Action 2006-00612
160 Helman Street
Site Review
Siskiyou LLC/James Batzer
Chairman Shostrom read the description of the project and verified there were no conflict of interest issues. Ms.
Owens-Stevenson abstained since it was her first meeting and she had not been present at the previous
discussions.
Mark Knox of Urban Development Services and Mark McKechnie, architect for Batzer Construction, described
the changes they made to the plan per previous suggestions from the Historic Commission. They answered
several questions about the color and type of detail materials such as blue metal roofing, cream stucco with
stipple finish, red brick, grey ground block, blue horizontal siding with wood trim, vinyl windows and shiny metal
chimneys.
Chairman Shostrom pointed out several discrepancies between the different plan views and elevations and
commented how confusing they were.
Mr. Knox requested that Condition 21 be amended to add "heavily" to the window tinting sentence so that it
reads". . . the windows shall not be heavily tinted so as to prevent view from outside....)
There being no further questions of the applicant, the meeting was opened to public comment.
Ron Davies, 6795 Rapp Lane, who owns 129 & 159 Helman and a business at 157 Helman, said that the City of
Ashland promised to have transition at Central and Helman in the Haines development. He said the E-1 district
Ashland Historic Commission Minutes
8/31/2006
CITY OF
ASHLAND
on A Street from Eighth Street to Van Ness Avenue would have no three-story buildings. He was in favor of the
building but not three-stories high.
In rebuttal, Mr. Knox pointed out that the zoning allows building heights to 40 feet and other 3-story buildings
have been approved for construction in the area. He said this is the "gateway" into the railroad district. Building
1, on the southern portion of the site, is designed to blend with the residences in that area. Mr. McKechnie
described the third story as more of a clerestory that will contain two bedrooms. Mr. Knox explained that the idea
of the clerestory was taken from a historic photo of a mill that was located on the site.
Since there was no one else in the audience wishing to speak, the public meeting was closed.
Chairman Shostrom was concerned that compared to other buildings in the area, this project seemed larger in
bulk and scale because of the minimal setbacks from Helman Street. Mr. Saladoff and Mr. Whitford felt the way
the Building 1 was broken up minimized the impact and made it more comparable to the new building at the
corner of Helman and Van Ness as well as the existing Pyramid Juice building.
Mr. Saladoff pointed out that the redesign of the corner building was not shown in the plans. He was also
concerned about all the varied materials used on the bump-out elements of the buildings and the lack of a sense
of entry.
Chairman Shostrom and Mr. Saladoff pointed out numerous discrepancies in design details throughout the
different site and elevation plans making it difficult to know what is be proposed. Mr. Skibby commented that he
supports the project and would not want to see it denied. Mr. Saladoff stated that there was enough uncertainty
in the drawings that he would recommend a continuance.
Chairman Shostrom made a motion to recommend a continuance because current inconsistencies and lack of
detail on the plans make it too hard to figure out if the proposal meets applicable criteria. Without accurate
information, the Historic Commission can not make an evaluation of the proposal's mass, bulk and scale as it
relates to the applicable standards. Recommend submitting revised plans to include the following items:
1. Need consistency between plan views and elevations
2. Show change in design of the corner building
3. Show architectural details
4. Enhance sense of entry on Building 1. Also, show ALL entrances on the elevation views.
5. Provide description of hard materials such as stucco finish, brick type, etc.
6. Provide sections of the exterior walls in order to show materials, windows, trim, and overhang.
7. Recommend increasing the size of the yd story step-back on the corner of Building 2. (Currently 2 feet).
A cascade effect would lessen the impact of the yd story on the Helman Street side to provide a better
transition with the residences on the West side of Helman.
8. The yd story needs a top or cornice added for compatibility.
Mr. Saladoff seconded the motion. The vote was unanimous with Ms. Owens-Stevenson abstaining.
DISCUSSION ITEM(S):
Planning Action #2005-01674
11 First Street
Design Modifications
Bill Emerson
Mr. Emerson explained to the Commissioners that the property owner is concerned about the cost of the building
and they are looking at cost cutting changes to the original design. One proposal is to change the brick veneer
exterior to a brick textured plaster or possibly stucco. Another alternative is to reduce the building size to two
stories instead of three.
Ashland Historic Commission Minutes
8/31/2006
2
CITY OF
ASHLAND
Mr. Saladoff and Mr. Whitford felt the exterior architectural design proportions would be off if just reduced to a
two-story. The design elements such as the column widths and cornice height would need to be adjusted to the
new scale of the building.
There was consensus among the Commissioners that they were OK with the plaster or plaster-brick exterior,
however, Chairman Shostrom stated he would have to see the completed design before making comment.
OLD BUSINESS
A. Review Board - Following is the month's schedule for the Review Board, which meets every Thursday from
3:00 to at least 3:30 p.m. in the Planning Department:
Au
Au
Au
Au
B. Proiect Assiqnments for Planninq Actions
P A #2000-120 485 "A" Street ( Steve Hoxmeier) Shostrom
P A #2004-102 832 "A" Street ( Ilene Rubenstein) Saladoff
P A #2004-11 0 150 Church St Robert M. Saladoff) Whitford
P A #2004-138 234 Vista St (Sid & Karen DeBoer) Saladoff
P A #2004-154 180 Lithia Way (Archerd & Dresner) Leiqhton
P A-#2004-160 685 A Street (William Reeves) Swink
PL#2005-01226 820 "c" Street (Randy & Helen Ellison) Shostrom
PL#2005-01674 11 First Street (Ron Yamaoka) Skibby
PL#2005-02105 145 East Main St (Urban Development Services/SERA Arch) Giordano/Baker
PL#2005-01307 125 Sherman Street (Russ Dale) Shostrom
PL#2006-00057 247 Third Street (Marc Valens & Anne Golden) Saladoff
P A#2006-00441 160 Nob Hill (ARU-Dan Heller & Don Sever) Whitford
P A#2006-00453 175 North Main (First Methodist Church Remodel) Swink
P A#2006-00875 .520 Fairview Street (Stewart Ward-Porch) Swink
P A#2006-00877 A Street between 5th & 6th Streets (Tax Lot 6507 - Jerry Kenefick) Leiqhton
P A#2006-00612 160 Helman (Siskiyou LLC & James Batzer) Shostrom
C. Lithia Fountain Repair - No Report
D. Historic Reconnaissance Survey Status - No Report
E. Lithia Sprinqs National Reqister Nomination - No Report
F. Sinqle Familv Residential Desiqn Standards - No Report
G. Co-Sponsorship with Conservation Commission for Fall Workshop - No Report
NEW BUSINESS
Ashland Historic Commission Minutes
8/31/2006
3
CITY OF
ASHLAND
ITEMS NOT ON THE AGENDA
1. Mr. Whitford passed out an invitation from the Southern Oregon Historical Society for tours of their
facilities.
2. Chairman Shostrom asked about the status of the Demolition Ordinance changes. Ms. Harris said the
City Council postponed action until the Legal department and the Historic Commission could review it.
3. Mr. Skibby reported that he had been told by a homeowner that they were unable to get insurance on
their house because it was on the National Historic Register. He said Tom Giordano had checked with
Allstate Insurance and was told they don't insure because of the yearly Open House requirement. Mr.
Whitford stated that his home is on the historic register and he has had no problem insuring it through his
insurance company.
ANNOUNCEMENTS
The next Historic Commission meeting will be on September 6, 2006 at 7:00 pm in the Siskiyou Room.
ADJOURNMENT
With a motion by Mr. Saladoff and a second by Chairman Shostrom, it was the unanimous decision of the
Commission to adjourn the meeting at 10:30 p.m.
Ashland Historic Commission Minutes
8/31/2006
4
CITY OF
ASHLAND
Council Communication
Appointment to Housing Commission
Meeting Date: !Mseptember 5, 2006~
Department: City Recorde~ttJJA A
Approval: Martha Benn7fvI'1
Primary Staff Contact: Barbara Christensen
488-5307 christeb@ashland.or.us
Estimated time: Consent Agenda
Statement:
Confirmation by Council of the Mayor's appointment of Steve Hauck to the Housing
Commission for a term to expire April 30, 2008.
Background:
This is a confirmation by the City Council on the Mayor's appointment for the Housing
Commission on applications received.
This vacancy was created when Alice Hardesty was appointed to the City Council.
Council Options:
Approve or disapprove Mayor's appointment.
Staff Recommendation:
None
Potential Motions:
Motion to approve appointment of Steve Hauck to the Housing Commission for a term to expire
April 30, 2008.
Attachments:
Applications received
r~'
CITY OF
ASHLAND
APPLICATION FOR APPOINTMENT TO
CITY COMMISSION/COMMITTEE
~
Please type or print answers to the following questions and submit to the City Recorder at
City Hall, 20 E Main Street, or email christeb@ashland.or.us. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary .
Name
Jason Richard Houk
Requesting to serve on:
Housing Commission
( Commission/Committee)
Address
330 High Street Apt. 4, Ashland Oregon 97520
Occupation
Advertising / Design
Phone: Home
Work
Email
Fax
541-482-4631
541-776-4392
iason@kskq.org
541-776-4369
1. Education Background
What schools have you attended?
Southern Oregon State College
What degrees do you hold?
I hold no degrees
What additional training or education have you had that would apply to this
position?
I am well-versed in marketing and media communications. I would be an asset to PR and
communications projects. I am an advocate of citizen journalism and open government
and would work towards this.
2. Related Experience
What prior work experience have you had that would help you if you were
appointed to this position?
I am currently a Board member of Save our Schools and Playgrounds and have been
involved in facilitating positive exchanges between concerned citizens and city
government. Currently SOSP is co-sponsoring with on Workforce Housing forum next
month.
Do you feel it would be advantageous for you to have further training in this field,
such as attending conferences or seminars? Why?
I am a strong advocate of including the community in the process and am encouraged by
the recent work housing forums. I would like to be involved in this process
~~,
3. Interests
Why are you applying for this position? I am an advocate of holistic, community-
based solutions to our housing and economic inequalities. I have been following the
"low-income housing" issue over the years and I am encouraged that we're finally giving
the idea more than just lip service. I would be honored to be of service to the community
that offers so much to me and my family.
4. Availability
Are you available to attend special meetings, in addition to the regularly scheduled
meetings? Do you prefer day or evening meetings?
I am available most evenings and can schedule events during the day., with advanced
notice.
5. Additional Information
How long have you lived in this community?
I have lived in Southern Oregon off and on for 10 years.
Attended school and sase, met my wife and made a family here.
I have live in Ashland for the last five and plan to make this my home forever.
Please use the space below to summarize any additional qualifications you have for
this position
I find it strange that there can be so much conflict over short term goals, but everyone
seems to all agree on the long term goals. As a parent I feel it is my responsibility to
ensure the best opportunities for my children. I know that Ashland offers the best in
community, education and opportunities for success. However, there exists a serious
divide between the wealthy and the not so wealthy. As a low income resident I am feel I
can offer a point of view and level of commitment that would be an asset to this
committee..
Date
Signature
~4.'
CITY OF
ASHLAND
APPLICATION FOR APPOINTMENT TO
CITY COMMISSION/COMMITTEE
Please type or print answers to the following questions and submit to the City Recorder at
City Hall, 20 E Main Street, or email christeb@ashJand.or.us. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary .
Name_Stephen J. Hauck
Requesting to serve on: _Housing
(Commission/Committee)
Address_725 Terra Avenue, #28A Ashland, Oregon 97520 Mailing Address_ 2305-C
Ashland Street, # 198
Occupation_Executive Director, NonProfit Agency Phone: Home_ 488-1623
Work 878-2702
Email_stephenhauck@yahoo.com
Fax 878-2702
1. Education Back2round
What schools have you attended? Ashland High School University of Oregon
Southern Oregon University
What degrees do you hold? Bachelor Degree in Political Science, Minor in
Planning, Public Policy and Management
Master Degree in Management
What additional training or education have you had that would apply to this position?
Council Liaison to Housing Commission for 5 years
2. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
Assistant Executive Director for CERVS for 9 years working on Housing issues__
Do you feel it would be advantageous for you to have further training in this field, such
as attending conferences or seminars? Why? _Keeping current on latest information in
the field is always advantageous.
r;.,
3. Interests
Why are you applying for this position? While I was on the Council, Housing issues
were always at the top of my agenda. That interest has not diminished.
4. Availability
Are you available to attend special meetings, in addition to the regularly scheduled
meetings? Do you prefer day or evening meetings? _ Yes, I am available. I would prefer
night meetings, but day meetings are no problem
5. Additional Information
How long have you lived in this community? 39 years
Please use the space below to ~ummarize any additional qualifications you have for this
position
I have served on the Board of Directors for both the Rogue Valley Commun8ity
Development Corporation and ACCESS, Inc. These are both organizations heavily
involved with housing issues in Ashland and the Rogue
Valley
August 17, 2006
Date
_ Stephen J. Hauck
Signature
r;.,
ECEJ\Jt:.U
CITY OF T/lJ0
ASHLAND
APPLICA TION FOR APPOINTMENT TO
CITY COMMISSION/COMMITTEE
Please type or Wint answers to the following questions and submit to the City Recorder at
cCAWli~ll..2Q E,Main Street, or email christeb(W,ashland.OLUS. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary.
Name Ef?./c- NAVIcKAS
tI 0 () 5 /t.J. c;
Requesting to serve on: fLANN/Ny ((2 ~ CH 0 I ceJ_ (CommissiOly'Committee)
Address ~3l.o Y't... IowA. '5T.
Occupation f2.{::slD e:: t-.1 T I A.L- 0 E=.S tq N ~/
/
FA~Hc(C
Phone: Home L./$2- Zqlo'l
Work F;f..,o- 23lD~
Email e......c..(}a..v.I.~hotr\1......;I.co.
Fax
1. Education Background
What schools have you attended?
What degrees do you hold?
VNIVf:~S I TI.( OF Dt<.f.(j 0..1
BAc..HEL-O~ oF- A~t-t Ii E..CTU~E-
What additional training or education have you had that would apply to this position?
(7, ~€c.r c): pellt F-NCE- Ac:. UJHMJ...! ITt( Mt:M BE.J:- HA VIN~ A. n t:t-LDE-P
HUND~O OF
p. Co. M E. E: -rhot G 5 c...o MN E:.Jo-l T ".J G " t-l. VA g., "c.J S'. f' LAtJ #J I ~ ~
Ac::.. TI or-lS .
2. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
\ l--I~VE. ~€ E..N. 1 J.-lVDt..V&O II..!. "A~lOcJ 5 R.J::JI D €. N Tt A..L- DEoS\C',1'-l P~QJF-C.T s
v~h-\~R..J;. I ~~S ~E:Spm.~sle:,LE.. f04Z- Sl.lf>M.lTl r-.t~ PLANNIN<j
APPLICATIONS IN A..SHl-AND) H~C7Fllf.D I dA.C~.<;ON ~ DOUGLAS (oVtJTIE.s.
Do you feel it would be advantageous for you to have further training in this field, such
as attending conferences or seminars? Why? YEs 0 tJ E LA.,J A LW A. '1' s
,
L-E.Aftkj MotU:. A BDo T ArJ l{ SLlf,v t:-cr.
JIIP~.
IF.."
3. Interests
Why are you applying for this position?
U~~A.N PI/AN'" I~~ HAS f3E.E-f'L
A.JJ INTE~E;ST l>p- MIN-E FoP- fJ(AN'1' YEACZJ" AND IA.JAS iHE.
roc.vs Or MY EDvcAnON I~ A~c...H ITE:L.T()~E::..
4. Availability
Are you available to attend special meetings, in addition to the regularly scheduled
meetings? Do you prefer day or evening meetings? t(e-S I , A.M ":>F-vr- E:.Hf'vo'{f:;P
AND M'1' SQ-#f;.PUl..E IS RELE-TI\/ELl(' oPE.,.!.
5. Additional Information
How long have you lived in this community?
IY l(E..A~S
Please use the space below to summarize any additional qualifications you have for this
position
\ e,Er."ev'E. Tr/^T TH~ PLAtJtJlt--!l1 COMr---\\SSION I':> MISS/,..!';
A VOIC-E OF A t.(O<.J,.J~~~ ~~Nf:~ATIOtJ of R.~t-.iTt::~.s rHAT
vloJL-D ~\/...L. I ~epe.E5r=:NT A De.Molf~ArH\c. ~~DIJP fHAT
\CS }a..APIPL'( Bccot..;\lN.lf PR-ICE.,.C ouT OF OU~ COt"'\KVNltV
Tr4^,T t-lE.E.O To BE- rlE"g.O. T'ME ~AR.t. F-: Sl~ of .He...
PlAtJNIr-lG c.o~MIS?lo,j IS DESlqJE.D To A.L-voiN ^ B~^P
ILP\.J.'tt: bf VI ~vUPOIN. TS AIJ P O/V c~SE aPIN..lot--lS To T/?.lll.-'i
R-E.frtES eN T lH6- VA.uJ E:.5 OF THE. c.ot'\ Ml1~ I Tl(, tv E.. Nt-eo
,..... l(D()N.~~ \IDles- bF THE ~e:N.Tr=:.~ c.-f)f'yl~ur-llTt.( oN TH ~
vOMM I S$ \ ~,J..
~K. '(ou FotL rtJtJ~ rVl,..v CON.5'DE~ATlOt-! OF
Nt{ A.f>Pt.-tcAT,at! I
LJI bli/ ()b
Date
~'>1~~~
Signature
~..
r_~
CITY OF
ASHLAND
Council Communication
Approval of a Contract-specific Special Procurement
Meeting Date: September 5, 2006 Primary Staff Contact: Paula Brown v2~
Department: Public Works / WWTP E-mail: brownp@as;/ia~d.or.us
Contributing Departments: Fin~n ~rchaSing Secondary Staff Contact: Terry Ellis
Approval: Martha Benn E-mail: ellist@ashland.or.us
Estimated Time: Consent Agen a
Statement:
This action is to request approval from the City Council, as the Local Contract Review Board, to enter into an
individual public contract deemed to be a "Contract-specific special procurement". The proposed contracting
procedure is "direct award", and based on the written findings, it has been determined that a public contract for
Polymer be directly awarded to Polydyne, Inc.
Background:
The City of Ashland operates the Wastewater Treatment Plant under a permit issued by the Oregon Department
of Environmental Quality., Polymer is required to dewater the solids generated daily at the plant. In the past, 4 or
5 polymer products have been tested. The polymer testing process is complex. Prior to a polymer being
introduced into the system, the system must be flushed clean with specific cleaning products because polymer
can not be mixed with another polymer or with water due to the coagulation properties of the polymer. The specific
areas of the plant that are affected by the use of Polymer are taken off line to test the product, while the remaining
plant operations are required to continue. The Wastewater Division tests and acquires products in a manner that
ensures the system operations will meet and operate in accordance with all permit requirements.
When the Polymers were tested, the polymer provided by Polydyne, Inc. was the most cost efficient product that
worked the best, and it continues to provide the required results.
Sourcing Method:
Under ORS 2798.080, a "Class special procurement" and a "Contract-specific special procurement" means a
contracting procedure that differs from the procedures described in ORS279B.055 (Competitive Sealed Bid -
Invitation to Bid), ORS 279B.060 (Competitive Sealed Proposal- Request for Proposal), ORS 279B.65 (Small
Procurement - Less than $5,000), ORS 279B.070 (Intermediate Procurement - (3) Written Quotes).
A Special Procurement requires a request, which shall include the proposed contracting procedure, the goods or
services or the class of goods and services to be acquired through the special procurement, and the
circumstances that justify the use of a special procurement, be submitted to the Local Contract Review Board for
approval.
r~'
Under ORS 279B.085(4), the Local Contract Review Board may approve a special procurement if the special
procurement described in the request will:
ORS 279B.085(4)(a) Be unlikely to encourage favoritism in the awarding of public contracts or to
substantially diminish competition for public contracts; and
(b)(A) Result in substantial cost savings to the contracting agency or to the public; or
(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized
by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or
under any rules adopted thereunder.
Council Options:
Local Contract Review Board can approve the public contract deemed to be a "Contract-specific special
procurement" or decline to approve the public contract deemed to be a "Contract-specific special procurement".
Staff Recommendation:
Staff recommends that the City enter into a public contract with Polydyne, Inc. to supply Polymer to the WWTP
based on the written findings.
Potential Motions:
Local Contract Review Board moves to approve the public contract deemed to be a "Contract-specific special
procurement".
Attachments:
Copy of Public Notice published on City website August 21, 2006
Written Findings
Contract
rj.'
City of Ashland, Oregon - City News
Page 1 of 1
City of Ashland, Oregon / City News
Public Notice Special Procurement
First date of publication:
August 23, 2006
It has been determined based on written findings that the following goods or services shall be deemed a
"Contract-specific special procurement". The request for approval to directly award a contract to
Polydyne, Inc. for Polymer will be presented to the Local Contract Review Board (City Council) on
September 5,2006.
The City of Ashland operates the Wastewater Treatment Plant under a permit issued by the Oregon
Department of Environmental Quality. Polymer is required to dewater the solids generated daily at the
plant. In the past, 4 or 5 polymer products have been tested. The polymer testing process is complex.
Prior to a polymer being introduced into the system, the system must be flushed clean with specific
cleaning products because polymer can not be mixed with another polymer or with water due to the
coagulation properties of the polymer. The specific areas of the plant that are affected by the use of
Polymer are taken off line to test the product, while the remaining plant operations are required to
continue. The Wastewater Division tests and acquires products in a manner that ensures the system
operations will meet and operate in accordance with all permit requirements.
When the Polymers were tested, the polymer provided by Polydyne, Inc. was the most cost efficient
product that worked the best, and it continues to provide the required results.
The contract terms, conditions and specifications may be reviewed upon request.
An affected person may protest the approval of a Special Procurement in accordance with ORS
279B.400 and OAR 137-047-0700. A written protest must be received in the City of Ashland,
Purchasing Office, 90 N. Mountain, Ashland, OR 97520, within seven (7) days after the first date of
public notice of the approval of a Special Procurement.
This public notice is being published on the City's Internet World Wide Web site at least seven (7) days
prior to requesting the approval of the Local Contract Review Board as required under OAR 137-047-
0285(2) and ORS 279B.055(4).
Kari Ann Olson
Purchasing Representative
Tel: 541-488-5354
Fax: 541-488-5320
TTY: 800-735-2900
http://www.ashland.or.us/N ews. asp?N ewsID= 14 54&Print= True
8/25/2006
CITY OF
ASHLAND
Memo
DATE:
July 11, 2006
TO:
Lee Tuneberg, Finance Director
FROM:
Terry Ellis, Wastewater Systems Supervisor
RE:
Findings for Sole-Source Procurement- Polymer
The City of Ashland operates their wastewater plant under a permit issued by the Department of
Environmental Quality. In past years we have tried numerous polymer products, to assist us in
dewatering our solids generated daily at the plant. We settled on a product offered by Polydyne. It not
only works the best for us, it is also the least expensive.
Thank you,
Terry C Ellis
Wastewater Systems Supervisor
DEPARTMENT HERE
Street Address
Ashland, Oregon 97520
W'NW .ashland.oLus
Tel 541-488-6002
Fax 541-488-5311
TTY 800-735-2900
r.t. ,
Jul 19 06 11 :14a
p.2
POLYDYNE INC.
PO BOX 150
Rieeboro, GA 31323
July 19, 2006
City of Ashland WWTP
ATIN: Mr. Terry Ellis
90 N. Mountain Avenue
Ashland, OR 97420
SUBJECT: POlYDYNE CLARIFlOC C-6286 CONTRACT EXTENSION
Dear Mr. Ellis:
SNF Polydyne would like to thank you for the continuing business. We are excited about the
polymer performance, and are confident that we can continue to provide superior dewatering
cost-performa:'lce.
The current Sole Supply Agreement expires on July 31, 2006. The contract language stipulates
that the pri~ of Clarffioc C..s286 will follow the PPI Index for Plastics Material and Resins
Manufacturing available from WINW.brs.gov. The index was valued at 217.1 in August of 2005, the
beginning of the contract. The most recent data available is June 2006 and the value has
increased to 235.5. This represents an 8.5% increase over the period of the sole supply
agreement. According to the agreement, the price would increase by 8.5% or by $0.08 per
pound. We are offering Ashland a price of SO.96 per pound, which is an increase of $0.06.
I have attached a new Sole Supply Agreement If you agree to the terms please sign and return a
copy to the address on the contract.
The index has been very flat for most of 2006. I do not anticipate further increases in the future
barring unforeseen circumstances.
Thank you very much for considering Polydyne products for your water treatment needs. If you
have any questions, please do not hesitate to call me at (360) 931-5566.
Sincerely.
~
Technical Sales Representative
Jul 1906 11:14a
p.3
SOLE SOURCE SUPPLY AGREEMENT
CONTRACT NO.
SELLER:
SNFlPolydyne Inc.
t Chemical Plant Road
Riceboro, GA 31323
BUYER:
City of Ashland
90 N Mountain Avenue
Ashland, OR 97420
. For value ~eived. Seller agrees to sell to Buyer. and Buyer agrees to buy from Seller, on the
folloWIng terms and conditions;
1. TERM. The term of this contract shall begin on August 1. 2006 andsballendon
July 31. 2007 . Annual extensions of this Agreement are possible by mutual consent subject to
provisions outlined in Section 8.
2. PRODUCT. The product to be purchased and sold hereunder in set forth on Exhibit "A"
(collectively and individually, the "Product''), and such Product shall conform to the specifications
listed on Exhibit "A" (the "Specifications").
3. QUANTITY. Buyer is obligated to buy from Seller, and Seller in obligated to sell to Buyer,
percent ( 100 %) of Buyets total annual volume requirement for the Product as follows:
Product:
Ship to Location
Price:
$0.96
Ouantity est:
34,OOOlbs
Container:
C-6286
Totes
4. PAYMENT. Buyer shall pay for all Product received under this Agreement within thirty
(30) days from the date of Seller's invoice for same. Seller shall not invoice Buyer until Product is
shipped.
5. SHIPPING TERMS. Seller shall ship each shipment of Product FOB Delivered
6. AMOUNT OF SHIPMENT. The quantity ofProduct receiv~ and for which Buyer shall pay
Seller, shall be measured in pounds by Seller's certified scales. Any clears of shortage shall be
deemed waived unless made in writing and received by Seller within fifteen(15) days from buyer's
receipt of the shipment in question. Shortages ofless than 1 % of the net weight of shipments in tank
cars or wagons shall not be contested. Seller shall retain records of the weight of each shipment and
of the certification of all scales used and immediately shall provide such to Buyer upon written
(16)~8).lJ OC2469-0CJQOl
E I
JuI190611:15a
p.4
request. The parties agree to exercise best efforts in good faith to resolve any discrepancies regarding
the weight of any shipment.
8. PRICE ADJUSTMENT.
(a) The price herein specified may be revised Annually by written notice sent
by Seller to Buyer not less than thirty (30) days before the effective date of such revision. Buyer's
failure to serve Seller with written notice of objection to the proposed price revision before the
effective date thereof shall be oonsidered acceptance of such revision. Failure of Buyer and Sellerto
agree on a proposed price revision after such notice by Seller releases Seller without obligation and
permits Buyer to purchase elsewhere the quantities required thereafter
(b) Seller may increase the price of the "Product" annually on the basis of the U.S. Bureau
of Labor Statistics PPI Index, "Plastic Material and Resins Manufacturing" (PMRM)~
PCU325211325211, Exhibit "B" (the "Index"). This index includes: propylene, acrylonitril~
formaldehyde and other key components used in the manufacture of solution polyaaylamide. The
base calendar period for raw material cost comparison to adjust the selling price of the "Product ",
either up or down, shall be August 2006 to July 2007. or the most recent available data.
9. PAYMENT. The prices shall be paid in United States currency. Seller reserve the right,
among other available remedies, either to canoel this contract or suspend:further deliveries under this
contract in the event Buyer fails to pay for anyone shipment when payment becomes due. Should
Buyer's financial condition or responsibility become unsatisfactory to Seller, cash payments or
satisfactory security may be required by Seller as a condition to further shipments under this contract.
10. OTHER PROVISIONS. The OTHER PROVISIONS set forth on the following pages hereof
are incorporated herein as if an original part hereof.
11. ENTIRE AGREEMENT. This contract, along with all exhibits attached hereto which are
incorporated herein by this referen~ sets forth the entire and complete agreement regarding the
subject matter hereof and may be executed in identical counterparts.
SELLER:
SNFIPolvdvne Inc.
BUYER: City of Ashland
By:
Lawrence D. Grizzle, Business Manager
By:
Terry Ellis
Date:
Date:
(133383.1) OC216~-OOOOOl
Jul 1906 11:15a
p.5
OTHER PROVISIONS
A. Purchases bv Affiliates. Buyer's affiliates may purchase Product required to be
purchased by Buyer hereunder. and such purchases shall be credited to Buyer for purposes of
its purchase obligations hereunder. An affiliate is any corporation or entity which (i) owns
more than 80-10 of the beneficial interest in Buyer ("Buyer's Parent"), (ii) more than 800/0 of
the beneficial interest of which is owned by Buyer's Parent. or (iii) more than 80% of the
beneficial interest of which is owned by BU.yer.
B. Conforming Product. Seller warrants that all Product shall comply 'With the
Specifications and makes no other lepresentatiOns or warranties, express. implied, statutory
or otherwise, concerning the Product, the merchantability thereof, or the fitness thereof for
any purpose. Buyer shall be obligated to purchase only that Product which meets the
Specifications. Any claim. that any Product does not meet Specifications shall be deemed
waived Wlless made in writing and received by Seller within fifteen (15) days from Buyer's
receipt of the Product in question.
C. Product Testin~. Sener shall analyze and retain a clearly-marked,
representative sample from each shipment of Product. Seller shall retain each sample and
such sample's test results for the one year and, upon written request, shall provide such to
Buyer. The parties agree to exercise best efforts in good faith to resolve any discrepancies
between their respective test results regarding any sample and/or shipment.
D _ Non-Conformin2 Product Seller shall immediately replace all Product not
meeting Specifications, shall reimburse Buyer for the reasonable shipping coats associated
~ith Buyer's return of non--conforming Product. shall pay for the shipping costs associated
with delivering to Buyer the replacement Product and shall be responsible fortile disposal of
any non-conforming Product and associated containers returned by Buyer. Buyer1s sole
remedy for non-conforming Product sball be for Seller to replace the defective Product as
provided above at Seller's cost, and Seller shall not be liable for special, indirect or
consequential damages of any Kind under this agreement or otheIWise.
E. Compliance with Law. Upon delivery to Buyer, Buyer assumes all
responsibility and liability for compliance with all applicable federal, state and local laws and
regulations relating in any way to the Product, specifically including those laws and
regulations governing unloading, discharge, storage, handling, use and/or possession of
Product suppJied by Seller hereunder.
F. Force MaieurelHardshinfOther Sources. IfBuyets ability to take or Seller's
ability to deliver the Product is impaired due to circumstances beyond reasonable control,
including but not limited to fire, fl~ Government action, accident labor disputes or
shortage, or inability to obtain from normal sources raw material, equipment, or
transportation, the one so affected shall be excused without liability from taking or making
delivery to the extent of such impairment. If Seller's ability to deliver Product is reduced due
,1833S3. i) V02H9-0COOOl
Jul 1906 11:16a
p.6
to any such circumstance, Seller may reduce the contract quantity in any year upon written
notice to Buyer if Seller deems such reduction necessary to effect a fair allocation of the
Product to users/purchasers tb~ in which case Buyers obligation to purchase Product
from Seller hereunder shall be reducedaud;~ accordingly. Notwithstanding~ ifSellets
ability to deliver Product is reduced due to ao.y such circumstance, then Buyer may obtain
Product from another source~ and the quantity of Product obtained from another source will
be credited to any minimum quantity requimnent set forth in this Agreement for the
respective contract year as if such had beea~ from Seller. If Buyer's inability to take
Product is excused under this subp8t~~5ener's obligation to sell Product to Buyer
hereunder shall be reduced and adjustedaccoidingly.
G. Assignment. Neither party shaD assign or delegate its rights or obligations
under this contract without the prior written consent of the other party, which consent shall
not be unreasonably withheld. Notwitbstandiugthe foregoing, should substantially all of the
assets of either party be purchased or otherwise acquired by an unrelated entity or person,
such party may assign and delegate its rights and obligations hereunder to the acquiring
person or entity.
H. Bi.n.din2 Effect This contract shall be binding upon the parties hereto and
their respective assigns, if permitted, and sucoessors. Specifically, any person or company
which purchases or merges with either of the parties to this Agreement shall do so subject to
the terms and conditions specified herein.
L Applicable Law. This Agreement shall be construed and enforced in
accordance with the laws of the State of Georgia without reference to the conflict or choice
of law principles thereof. Buyer hereby consents and waives any objection to the jurisdiction
of and. venue in the federal and state courts located in Chatham County~ Georgia, vvithrespect
to any action arising out of or relating to this contract and agrees to bring auy such action in
said courts.
J. Severability. If any provision or subpart thereof sball be held invalid or
unenforceable by any court, such holding sball not invalidate or render unenforceable the
remainder of such provision or any other provisions hereof.
K. Attorneys' Fees. If any action at law and equity shall be brought to recover for
or on the account of any breach of, or to enforce or interpret any of the covenants, terms or
conditions of this contract, the prevailing party shall be entitled to recover from the other
party reasonable attorney's fees.
L. Notices. All notices concerning the subject matter hereof shall be made in
~TIting and shall be deemed to have been duly given (i) on the date of service if served
personally on the party to whom notice is to be given, (ii) on the date of service if delivery is
made by overnight courier on the party to whom notice is to be given at the address set forth
above, or (iii) five (S)days after1he date of depositing the same in the U.S. mail and mailed
1133383.1 J 00246S-100COl
" : ~. \. .. ': .~., 'if.
-;:\~fI.'l!~'
." """"~' ~
. . < .~~ ;",' I,;' .
Jul 19 06 11 :16a
to the Party to whom notice is to be given, by first class mail, registered or certified, postage
prepaid, and properly addressed as eat forth above.
M. Waivers. No delay or &iluR:~ Seller in the exercise of any right or remedy
shall operate as a waiver thereof; no siDsfeit~tial exercise by Seller of any right or remedy
shall preclude other or further exercise ~f or the exercise of any other right or remedy;
and a vvaiver by Seller of any breach by BB,er_n not be construed as a waiver of any other
breach by Buyer. Time is of the , . . "'~greement.
N. Modification. are limited to and made expressly
conditional on Buyer's acceptance terms and conditions, and SeDer a-p:ressly
objects to and rejects any terms and .~. ,',"'tbat may be proposed by Buyer which are in
addition to or differ from the foregoiDg,~+.and conditions. The terms and conditions of
this agreement may not be modified ex.'" written instrument executed by all parties
hereto and take precedence over any inOOllSistent terms and conditions contained in any
purchase order, confirmatjo~ acknowledgement or other writing, now or hereafter existing,
which may relate to the sale of Product between Buyer and Seller.
, ,?~~f~ii
,!,l.tiJ\)~t; "
f. "._.,' ::
{183J83.1} 002469-000001
p.?
Council Communication
CITY OF
ASHLAND
Approval of Sole-source Procurement and Public Contract Greater than $75,000
Meeting Date: September 5, 2006
Department: Public WOrkS/WW~TP
Contributing Departments: Finan asing
Approval: Martha Bennett
Estimated Time: Consent Agenda
Primary Staff Contact:
E-mail:
Secondary Staff Contact:
E-mail:
Paula Brown~
brownp@ash~nd.or.us
Terry Ellis, WWTP
ellist@ashland.or.us
Statement:
This action is to request approval from the City Council, as the Local Contract Review Board, to enter into a public
contract deemed to be a Sole-source Procurement. It has been determined based on written findings that Dry
Creek Landfill is the closest approved landfill for the disposal of biosolids from the Wastewater Treatment Plant.
Background:
Biosolids from the Wastewater Treatment Plant are required to be disposed of in a manner that meets all federal
and state regulations. The closest local approved disposal site for biosolids in the Rogue Valley is Dry Creek
Landfill. Biosolids are hauled daily to the landfill site for burial. Dry Creek Landfill will accept the material at the
current fee of $35.75 per ton through June 30, 2007. The estimated cost for fiscal year 2007 is $110,000.00. The
Wastewater Division is focused on efficient cost savings and will look to improve the consistency in the biosolids
drying process to ensure a drier product thereby reducing the weight and effectively reducing the overall cost of
disposing of the biosolids.
Annual costs for the previous three (3) years:
2006 $121,459.17
2005 $107,105.49
2004 $119,825.57
Related City Policies:
AMC Chapter 2.50.070 (E) Sole source contracts for goods or services, or classes of goods or services, which are
available from only one source which exceed $75,000, must be approved by the Local Contract Review Board.
The Purchasing Agent shall provide public notice via the City's Internet website of the determination of a sole-
source contract that exceeds $75,000 at least fourteen (14) days prior to the LCRB approval.
AMC Chapter 2.50.060 (2) The Purchasing Agent is authorized to recommend that the Local Contract Review
Board approve or disapprove contract awards in excess of $75,000, or to change orders or amendments to
contracts of more than $75,000.
G:\pub-wrks\adminIPB CounciI\WWTP\CC 06 -07 Sole Source Dry Creek LandfiIl5Sep06.doc
r~'
Council Options:
Local Contract Review Board can approve the Sole-source procurement or decline to approve the Sole-source
procurement.
Staff Recommendation:
Staff recommends that the City enter into a public contract with Dry Creek Landfill based on the written findings.
Potential Motions:
Local Contract Review Board moves to approve the public contract deemed to be a Sole-source Procurement.
Attachments:
Copy of Public Notice published on City website August 21 J 2006
Email from Dry Creek Landfill
Written Findings
G:lpub-wrksladminIPB CouncillWWTPICC 06 -07 Sole Source Dry Creek Landfill5Sep06.doc
r~'
City of Ashland, Oregon - City News
Page 1 of 1
City of Ashland, Oregon / .City News
Public Notice
Sole-source Procurement
First date of publication:
August 21, 2006
It has been determined based on written findings that the following goods or services are available from
one source.
Biosolids from the Wastewater Treatment Plant are required to be disposed of in a manner that meets all
federal and state regulations. The only local approved disposal site for biosolids in the Rogue Valley is
Dry Creek Landfill. Biosolids are hauled daily to the landfill site for burial. The estimated cost for the
current fiscal year is $110,000.00. The Wastewater Division is focused on efficient cost savings and will
look to improve the consistency in the biosolids drying process to ensure a drier product thereby
reducing the weight and effectively reducing the overall cost of disposing of the biosolids.
Annual costs for the previous three (3) years:
2006 $121,459.17
2005 $107,105.49
2004 $119,825.57
The contract terms, conditions and specifications may be reviewed upon request.
An affected person may protest the determination that the goods and services are available from only
one source in accordance with OAR 137-047-0710. A written protest must be received in the City of
Ashland, Purchasing Office, 90 N. Mountain, Ashland, OR 97520, within seven (7) days after the first
date of public notice of the Sole-source procurement.
This public notice is being published on the City's Internet World Wide Web site at least fourteen days
(14) prior to requesting the approval of the Local Contract Review Board as required by Ashland
Municipal Code 2.50.070 (E).
Kari Ann Olson
Purchasing Representati ve
Tel: 541-488-5354
Fax: 541-488-5320
TTY: 800-735-2900
http://www.ashland.or.us/News.asp?N ewsID= 1451 &Print=True
8/22/2006
1- I
CITY OF
ASHLAND
Memo
DATE:
July 11, 2006
TO:
Lee Tuneberg, Finance Director
FROM:
Terry Ellis, Wastewater Systems Supervisor
RE:
Findings for Sole-Source Procurement- Biosolids disposal
The City of Ashland operates its wastewater treatment plant under a permit issued by the Department of
Environmental Quality. We are required to dispose of the biosolids generated at our facility daily.
These solids need to be handled properly and buried in a timely manner. We generate an average of one
12 yard dump truck load daily. Dry Creek Landfill is the closest approved site that we can dispose of
these solids for burial.
Thank you,
Terry C Ellis
Wastewater Systems Supervisor
DEPARTMENT HERE
Street Address
Ashland, Oregon 97520
U4t,.,~~li\~~...G'lr...!.tS
Tel 541-488-6002
Fax 541-488-5311
TTY 800-735-2900
rA'
. Terry Ellis - Disposal Charges
Page 1 I
From:
To:
Date:
Subject:
"Lee Fortier" <Ifortier@roguedisposal.com>
<ellist@ashland.or.us>
7/11/2006 10:53:14 AM
Disposal Charges
Hi Terry,
Dry Creek Landfill will maintain your current biosolids disposal fee of
$35.75/ton through 6/30/07.
Lee Fortier, P.E.
Engineering & Operations Manager
Dry Creek Landfill
Phone # 541-494-5411
FAX # 541-830-8387
Cell # 541-210-6223
cc:
"Cindy Moss" <cmoss@roguedisposal.com>
.. T" I
CITY OF
ASHLAND
Council Communication
Wireless Internet Rates
Meeting Date: September 5,2006
Department: Information Technology
Contributing Departments: N/A _~
Approval: Martha Be~lY'\
Primary Staff Contact: Joseph Franell
E-mail: franellj@ashland.or.us
Secondary Staff Contact: N/A
Estimated Time: 20 Minutes
Statement: The Ashland Fiber Network (AFN) is in the progress of launching a new product line,
wireless internet, requiring us to set appropriate retail rates. This product is branded as afnAnywhere.
Staff Recommendation: Staff recommends the adoption of the rate for the new wireless service as
detailed in the attached resolution.
Background: At the inception of AFN, there was a commitment to make advanced services available to
all Ashland residents. The deployment of wireless internet fulfills that commitment. There are about 1000
addresses in Ashland that were not included in the original build out. The afnAnywhere wireless product
will allow occupants of those buildings to have access to AFN internet services.
Customers do not need to call anyone to get service. People buy the service from the
afnAnywhere website via credit card. This web site or activation portal links to our utility billing system,
processes the credit card payment, and activates the service for the specified period of time. Customers
can purchase service in day, week, and month time-frames. We do not intend on providing customer
technical support or e-mail service for this product.
This product can also be used by the mobile and short~term user. Visitors to Ashland and mobile
professionals can take advantage of our wireless while away from home and the office.
You will see in the proposed rates that we are also proposing to offer afnAnywhere as an add-on
for our current "wired" customers through our ISP's. Purchasing wireless as an add-on will enable our
existing customer base to stay connected via personal data assistants (PDA's), laptops, and smart phones
over our network while traveling around town. The ISP's can also use this as a retention tool to reduce
incidents of customers switching to the competition for internet service (churn).
In its current structure, we need rates approved for the following:
Daily use (retail)
Weekly use (retail)
Monthly use (retail)
Add-on for existing "wired" customers (wholesale)
While there has been an interest expressed by some of our ISP's about them retailin~ the monthly
wireless service, the AFN staff did not structure the billing to allow for them to do so. At this time, neither
the IT department nor the finance department has the resources to wholesale this product to the ISP's.
Since the market for the monthly product is so small, we intend to only revisit this if there seems to be a
large enough demand to warrant the dedication of the necessary resources to support wholesaling it.
rA'
Potential Motions: Council moves to approve Resolution 2006-_.
Council moves to approve Resolution 2006-_, with the following changes.
Attachments:
Resolution
r~'
RESOLUTION NO. 2006-
A RESOLUTION ESTABLISHING WIRELESSS INTERNET RATES FOR THE
ASHLAND FIBER NETWORK,
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The attached rate schedule is adopted as the rates and fees for AFN
Wireless Internet provided by the City of Ashland Information Technology Department,
Ashland Fiber Network Division. These rates are effective immediately.
SECTION 2. Installation charges, equipment rental, bulk rates, and other charges may be
set administratively. To the extent practicable, such fees shall be set to recover, over a
fiscally prudent period, the incremental cost of providing such service by taking into
account all costs actually incurred.
SECTION 3. Nothing in Section 1 or Section 2 shall preclude AFN staff temporarily
reducing or waiving rates or charges in conjunction with promotional campaigns, or 2)
establishing different and nondiscriminatory rates and charges for commercial customers,
as allowed by federal law and regulations.
SECTION 4. 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 , 2006:
Barbara Christensen, City Recorder
day of
,2006:
SIGNED and APPROVED this
John Morrison, Mayor
Reviewed as to form:
Michael Franell, City Attorney
RESOLUTION NO. 2006-
Rate Schedule
(Effective immediately)
---
Not
$3.95 A lie able $3.95
Not
$12.95 A lieable $12.95
Not
$30.00 A lieable $30.00
Not
$6.95 A lieable $6.95
All of these rates are per device (computer, PDA, etc.) or MAC Address, with a maximum of two
devices per account.
CITY OF
ASHLAND
Council Communication
Approval of Chamber of Commerce Grant Contract Greater than $75,000
September 5, 2006
Primary Staff Contact: Lee Tuneberg .tf-tI. ~
E-mail: tunebert@ashland.or.us
Secondary Staff Contact: NA
E-mail:
Estimated Time: 30 minutes
Staff Recommendation:
Staff recommends approval of the Ashland Chamber of Commerce (COC or Chamber)
contract for FY 2006-07 per Resolution 2004-32 as presented or revised by Council. Staff
further requests that the Council provide direction on the issues and topics that need to be
resolved prior to the contract for FY 2007-08.
Statement:
This contract was submitted to Council on the July 18th Consent Agenda and tabled for
additional discussion. In general, Council had questions about compliance with the Living
Wage ordinance and concerns about reporting, specifically the level of reporting required of
"small" grants as compared to the level needed for the larger amounts awarded by this
contract. Some of this information is garnered through the application process for small
grants so a copy of the application is attached. Also attached is a sample of the contract
used for small grants. The minimum amount granted to them is $1,000 and recipients who
receive $2,500 or less do not have to submit a report after monies are used unless they are
applying for another grant in the following year or as requested by the city.
Resolution 2004-32 provides for the Ashland Chamber of Commerce to receive grant funding
from the Transient Occupancy Tax each budget year through the Economic and Cultural
Development grant process. At this time the process includes awarding monies to COC and
OSF per the resolution without their having to apply.
The existing contract with COC has been used in the two prior fiscal years with a report on
the fist year presented to Council February 7,2006, and a second report due by January 31,
2007. A report for the work under the contract before Council is due by January 31,2008.
The timing of the report is specified in Resolution 2004-32. Areas included in the contract
that were addressed in the first report and should be included in following reports are:
~ Retention and Expansion of Existing Business
~ New Business Development
~ Tourism
~ Accountability
r~'
The City Council adopted the 2006-07 budget which includes grant funds for the Ashland
Chamber of Commerce of $247,645 ($82,845 for tourism and $164,800 for economic
development) .
This is the third year using this contract in conjunction with a resolution that had a three year
life. A new resolution will need to be adopted in advance of the FY 2007-08 budget process
and ultimately will result in a new contract with the Chamber. New areas of concern may be
best if deferred to the next grant year.
Background:
Resolution 2004-32 states that beginning in Fiscal Year 2004-05, the City Council will
appropriate thirty three and one third percent of the anticipated Transient Occupancy Tax
monies for Economic and Cultural Development. The amount to be allocated annually to the
Ashland Chamber of Commerce (COC) for promoting tourism per the State definition shall be
$80,432, which is adjusted each year by the amount of inflation or deflation established in the
Budget process. An additional amount of $160,000, also adjusted each year by the amount
of inflation or deflation, will be granted annually to COC for economic development projects in
cooperation with City staff.
The minimum amount for City of Ashland required by the State definition for tourism is
$215,456 in FY 2006-07. This is calculated on the budgeted amount of Transient Occupancy
Tax revenue to be received and also based upon actual money spent in prior years.
The COC tourism amount of $82,845 and the entire $113,300 amount granted to Oregon
Shakespeare Festival (OSF) for tourism leaves $19,311 to be spent on tourism by the other
grantees to meet the minimum amount required by the State. The other grantees' requests
totaled $336,200 with 29% identified for tourism. The amount awarded to them for FY 2006-
07 is $148,705. Using the percentage identified in the applications we estimate the other
grantees will spend approximately $38,804 on tourism - well above the required minimum.
The last COC report on grant funds was submitted to Council on February 7, 2006, for the
grant and fiscal year ended June 30, 2005. That report spoke to each element of the
contract. At that meeting Council members agreed that some refinements of the grant goals
for COC should be considered as part of the economic development discussion planned for
Council. That discussion has not yet occurred and we find ourselves into the grant and
contract year without providing any different direction to the Chamber on how its goals should
better address Council's own economic development goals.
The Chamber has already indicated that they intend to present a second report (similar to last
year's) by January 31, 2007, for the grant and fiscal year just ended. These reports are labor
intensive and, like the city's own annual financial report, take time to assemble and present
after the year is closed and numbers are audited or reviewed. A last report under this
resolution will be due within seven months following the end of fiscal year 2007.
As part of these contract discussions on granting, goals and reporting, Council should keep in
mind the timing problem that is inherent with this grant. For example:
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· Applications are taken for small amount grantees in February & March, in the first
fiscal year; Resolution #98-02 exempted COC (and OSF) from the application process.
· Amounts are awarded per the resolution during the budget process from April to June,
in the first fiscal year
· Use of the grant occurs from July to June, in the second fiscal year;
. Reports on usage can occur as late as July to January, in the third fiscal year.
Below is a table that shows siqnificant chanqes in the process for COC over the years. There
have been some clarifying or correcting resolutions in between those presented but they are
immaterial to this discussion.
Action #93.12 Increase in #98.02 60% to COC #2004.11 Comply #2004.32 Include
Grant Amount & 28% to OSF with ORS Tourism Arts Commission
eoe Award by: Application Per resolution Per resolution Per resolution
Grant Award Per Application $156,000 $240,432 $240,432 (same year)
Basis for Increase General Fund Hotel/Motel Tax Inflation/Deflation Inflation/Deflation
Revenue Growth Revenue Growth
Grant Report Not specified Next FY - Jan. 31 Next FY - Jan. 31 Next FY - Jan. 31
Please note that in every process many grantees and budget subcommittee members have
struggled with the above. Followinq is a list of issues relatinq to most of the applicants:
A. The resolution guidelines are general in nature to allow creativity but that can also lead
to confusion when evaluating and comparing applications, their perceived benefit and
the appropriate amount to grant.
B. The subcommittee may be asked to grant to an applicant for a worthy activity who has
only a preliminary approval letter from the IRS.
C. The application, award and subsequent reporting processes may be discouraging to
grant applicants requesting small amounts. A significant recent change has been
requiring the 501 (c) applicant to provide their most current 990 report to the IRS
regardless of how small the city's grant may be, especially when compared to the
applicant's other revenue streams.
D. The city could very well be spending more money administering and pursuing
information on small amounts granted to a one-time event than the amount awarded to
the applicant.
E. The state requirement for tourism is benchmarked on "spending." Measures on the
effectiveness of spending may be difficult to quantify, especially for smaller activities.
Single event grants are somewhat easier for reporting as long as the event happens early in
the Fiscal Year (FY) such as July - February. For ongoing activities (Chamber, OSF, and
many small amount applicants) and those that happen after the new application process has
started, there are added problems as listed below:
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A. Chamber and OSF were exempted from the annual application process with
Resolution #98-02 which has caused concern with the contract award process
regarding what the community is getting for the amount awarded.
B. A repeat grantee could be applying for a second year grant before completing the prior
year's activities.
C. In many cases, a second year grant will have to be awarded (if approved during the
budget process) before the first year's report can be generated.
D. A grantee's first year activity may not relate to a second year activity, thus success or
failure on a previous awarded activity may not be a good indicator of a subsequent
grant's potential success.
There is considerable interest in dealing with the many points listed above. Changes in the
processes for applying, awarding, utilization or reporting can be significant and may require
an appropriate lead time for compliance. At best it will require input from participants and the
public that may not fit well if held to the budget or contract approval process. A process to
change the resolution will need to begin early enough to be completed in time for revisions to
the grant application, directions and forms are done by the end of February. This would help
to make the FY 2007-08 grant and budget schedule go better.
Since this is the last year of a three year resolution it may be more advantageous for Council
to approve the existing contract and goals for FY 2006-07 and address future changes in the
resolution and contract(s) for FY 2007-08.
Related City Policies:
Resolution 2004-32
Council Options:
Approve Ashland Chamber of Commerce grant contract for signature.
Defer approval awaiting additional information.
Potential Motions:
Council moves to approve Ashland Chamber of Commerce grant contract for signature.
Attachments:
Ashland Chamber of Commerce contract
Financial Assistance Award Contract (Small Grants)
Application for Economic and Cultural Grant
Resolution 2004-32
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CITY OF
ASHLAND
Agreement for Services
Between
City of Ashland
And
Ashland Chamber of Commerce
Agreement between the City of Ashland (City), the Ashland Chamber of Commerce (CoC) and the
Ashland Visitor and Convention bureau (VCB) for fiscal year 2006-07.
Recitals
A. The VCB shall receive $80,432 for promoting tourism in Ashland based upon Ashland City
Council Resolution 2004-32. That amount will be adjusted each year by the amount of inflation
or deflation established in the budget process. The amount awarded for FY 2006-07 is $82,845,
which will be disbursed in monthly amounts of $6,903.75 for the fiscal year. Expenditures of
these funds must meet the requirement of ORS 320.300 through ORS 320.350.
B. The CoC shall receive $160,000 for the purpose of economic development in Ashland based
upon Ashland City Council Resolution 2004-32. That amount will be adjusted each year by the
amount of inflation or deflation established in the budget process. The amount awarded for FY
2006-07 is $164,800, which will be disbursed in monthly amounts of $13,733.33 for the fiscal
year.
C. The City, CoC and VCB now enter into this Agreement to identify their roles and responsibilities.
Purpose
The City relies on the VCB to promote Ashland to visitors traveling from more than 50 miles to Ashland
and/or visitors who stay overnight in Ashland. Promotion includes advertising, publicizing, distribution
of printed materials, marketing special events and festivals, conducting strategic planning, visitor center
management and research necessary to stimulate tourism development.
The City of Ashland has established a system of shared responsibility with the CoC to handle typical
economic development types of needs. Currently the Chamber provides the following kinds of
services: coordinated marketing, rapid response team to inquiries, relocation services, point-of-contact
management and information services, general inquiries, training for local business and coordination
with the Small Business Association.
The City of Ashland's Comprehensive Plan is the guiding document for all development within the
community. The plan incorporates ten specific elements related to development. The economic
development element is identified in Chapter 7.
Finance Department
D.L. Tuneberg, Director
20 East Main Street
Ashland, Oregon 97520
www.ashland.or.us
Tel: 541-488-5300
Fax: 541-488-5311
TTY: 800-735-2900
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The CoC will emphasize, in it's economic development activities, the importance of maintaining
Ashland's small-town feel and portraying Ashland as a family friendly community that supports its
schools and places great value on the quality of education offered.
Overall Objectives
Retention and Expansion of Existina Business
The CoC will develop and implement on-going strategies on retaining and expanding existing
businesses, particularly those businesses that are non-tourism related, in Ashland with an emphasis on
creating additional family wage jobs.
I. Methodology: Adopt an aggressive and focused business retention plan, which is research and
relationship based.
II. Promotion: Offer assistance to all City of Ashland cultural and economic development grant
recipients to make them aware of the wide array of business support resources in Ashland,
southern Oregon and the State of Oregon.
III. Service Delivery: Organize processes by which any existing business interest may acquire
accurate and timely information with regard to making a business expansion decision to stay in
Ashland.
IV. Advocacy: Establish multiple pathways in which a local business may acquire specialized
support in growing their business, to include conduits to other agencies, governments,
applicable organizations or existing community leadership for the purposes of retaining jobs in
Ashland.
New Business Development
The CoC will develop and implement on-going strategies with emphasis on creating new family wage
jobs by attracting new businesses to Ashland. The strategy will focus on non-tourism related
businesses.
I. Methodology: Adopt an aggressive and focused new business recruitment plan, which is
research and relationship based.
II. Promotion: Attract the attention of potential new businesses through networking, making
personal or telephone contact, and organizing special events.
III. Special Delivery: Organize processes by which any outside business interest may acquire
accurate and timely information with regard to making a business location decision in favor of
Ashland.
IV. Advocacy: Establish multiple pathways in which a potential new business may acquire
specialized information on which to base their decision to locate in Ashland, to include conduits
2
Finance Department
D.L. Tuneberg, Director
20 East Main Street
Ashland, Oregon 97520
www.ashland.or.us
Tel: 541-488-5300
Fax: 541-488-5311
TTY: 800-735-2900
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to other agencies, governments, applicable organization or existing community leadership for
the purposes of creating jobs in Ashland.
Tourism
The VCB will develop and implement a year-to-year strategy to maintain current levels of tourism in
Ashland and increase tourism from November through February, known as the shoulder season.
I. Methodology: Adopt an aggressive and focused tourism promotion plan, which is research and
relationship based.
II. Promotion: Focus on promoting visits to Ashland during the shoulder season and make
assistance available to Economic and Cultural Grant recipients.
III. Service Delivery: Organize processes by which visitors may acquire accurate and timely
information with regard to making a trip to Ashland and by which once in town, visitors can
acquire accurate information about the community.
Accountability
Develop mechanisms for tracking progress, measuring success, auditing finances and reporting to the
Ashland City Council on a yearly basis. Present a progress report on current fiscal year activities at
least annually at a Council meeting.
General Expectations
I. Retain or create jobs through business assistance programs measured by job retention or
expansion.
II. Create new business and employment opportunities measured by job creation.
III. Maintain or increase the number of outside dollars spent in Ashland retail, service and lodging
businesses as measured by increased revenues and transient occupancy tax revenue.
IV. Reach out to other City of Ashland cultural and economic development grant recipients to assist
them with their efforts.
Specific Reauirements
The CoC shall provide an annual report to the Ashland City Council no later than January 31 on its
previous year's activities, which shall at a minimum consist of the following:
I. Provide a report of Ashland businesses, which received direct assistance from the CoC for the
purpose of retaining or creating new family wage jobs in Ashland.
II. Provide a report of prospective businesses the CoC made presentations to for the purpose of
attracting new jobs to Ashland.
III. Provide a report of local and regional partnerships developed and maintained for the CoC for
the purpose of business retention and development including but not limited to: SOWAC,
3
Finance Department
D.L. Tuneberg. Director
20 East Main Street
Ashland, Oregon 97520
www.ashland.or.us
Tel: 541-488-5300
Fax: 541-488-5311
TTY: 800-735-2900
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SOREDI, and AGA. Include documentation of supportive efforts including but not limited to
offering educational workshops, cross promotion and web links.
The VCB shall provide an annual report to the Ashland City Council no later than January 31 on its
previous year's activities which, shall at a minimum consist of the following:
I. Provide a report on the variety of specific promotion activities executed for the purpose of
attracting visitors to Ashland. Include samples of advertising, which include family, quality of life
and educational opportunities.
II. Provide a report on the variety of specific promotion activities executed for the purpose of
attracting visitors to Ashland during the shoulder season. Include samples of advertising, which
include family, quality of life and educational opportunities.
General Provisions
1. Amount of Grant. Subject to the terms and conditions of this agreement, the City agrees to
provide funds in the amount specified above.
2. Use of Grant Funds. The use of grant funds is expressly limited to the objectives identified in
this agreement.
3. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for
which the grant is awarded or this agreement is terminated shall be returned to the City within
30 days of completion or termination.
4. Financial Records and Inspection. Grantee includes in the annual report to the City a) copies
of 501@ letter, IRS non-profit status and corporate bylaws; b) list of Board members, their
occupations, and years on the Board; c) financial statements showing previous year expenses
and revenue~;@ current and projected budgets (total orga.. n. iza,tioJn ~nd !ndivi,d.. ual program;~ ~
funded by this grant. (')I: 'ft '.- r 'f A,-A. f;:;()?fr:.cJ7'f{}/'J~..
5. Living Wage Requirements. If the amount of this agreement is $16,379.00 or more, and if the
Grantee has ten or more employees, then Grantee is required to pay a living wage, as defined
in Ashland Municipal Code Chapter 3.12, to all employees and subcontractors who spend 50%
or more of their time within a month performing work under this agreement. Grantees required
to pay a living wage are also required to post the attached notice predominantly in areas where
it will be seen by all employees.
6. Default. If Grantee fails to perform or observe any of the covenants or agreements contained
in this agreement or fails to expend the grant funds or enter into binding legal agreements to
expend the grant funds within twelve months of the date of this agreement, the City, by written
notice of default to the Grantee, may terminate the whole or any part of this agreement and
may pursue any remedies available at law or in equity. Such remedies may include, but are
not limited to, termination of the agreement, stop payment on or return of the grant funds,
payment of interest earned on grant funds or declaration of ineligibility for the receipt of future
grant awards.
4
Finance Department
D.L. Tuneberg, Director
20 East Main Street
Ashland, Oregon 97520
www.ashland.or.us
Tel: 541488-5300
Fax: 541488-5311
TTY: 800-735-2900
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7. Amendments. The terms of this agreement will not be waived, altered, modified,
supplemented, or amended in any manner except by written instrument signed by the parties.
Such written modification will be made a part of this agreement and subject to all other
agreement provisions.
8. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and
agents harmless from any and all losses, claims, actions, costs, expenses, judgments,
subrogation's, or other damages resulting from injury to any person (including injury resulting in
death,) or damage (including loss or destruction) to property, of whatsoever nature arising out
of or incident to the performance of this agreement by Grantee (including but not limited to,
Grantee's employees, agents, and others designated by Grantee to perform work or services
relating to Grantee's obligation under the terms of this agreement). Grantee shall not be held
responsible for damages caused by the negligence of City or anyone acting in behalf of City.
9. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of
this agreement, maintain in force a comprehensive general liability policy. The liability under
such policy shall be a minimum 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. Liability coverage shall be provided on an "occurrence"
not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as
additional insures. Certificates of insurance acceptable to the City shall be filed with the City
Risk Manager or Finance Director prior to the expenditure of any grant funds.
10. Merger. This agreement constitutes the entire agreement between the parties. There are no
understandings, agreements, or representations, oral or written, not specified in this agreement
regarding this agreement. Grantee, by the signature below of its authorized representative,
acknowledges that it has read this agreement, understands it, and agrees to be bound by its
terms and conditions.
11. Notices and Representatives. All notices, certificates, or communications shall be delivered or
mailed postage prepaid to the parties at their respective places of business as set forth below
or at a place designated hereafter in writing by the parties.
5
Finance Department
D.L. Tuneberg, Director
20 East Main Street
Ashland, Oregon 97520
www.ashland.or.us
Tel: 541-488-5300
Fax: 541-488-5311
TTY: 800-735-2900
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CITY of Ashland:
Martha Bennett
City Administrator
20 East Main
Ashland, OR 97520
Ashland Chamber of Commerce:
Sandra Slattery
110 East Main
Ashland, OR 97520
This Agreement constitutes the Entire Agreement between the parties. There are no understandings,
agreements, or representations, oral or written, not specified herein regarding this agreement. No
amendment, consent, or waiver or terms of this agreement shall bind either party unless in writing and
signed by all parties. Any such amendment, consent or waiver shall be effective only in the specific
instance and for the specific purpose given. The parties, by the signature below or their authorized
representatives, acknowledge having read and understood the Agreement and the parties agree to be
bound by its terms and conditions.
Citv of Ashland
By
Title
Date
Ashland Chamber of Commerce and Visitor and Convention Bureau
By
Title
Date
6
Finance Department
D.L. Tuneberg, Director
20 East Main Street
Ashland, Oregon 97520
www.ashland.or.us
Tel: 541-488-5300
Fax: 541-488-5311
TTY: 800-735-2900
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CITY OF ASHLAND
FINANCIAL ASSISTANCE AWARD CONTRACT
CITY: CITY OF ASHLAND GRANTEE: <<Organization>>
20 E Main Street Address: <<Address>>
Ashland OR 97520 <<City>>, <<State>> <<Zip_Code>>
(541) 488-5300 Telephone: <<Phone_Number>>
FAX: (541) 488-5311
Term of this agreement: July 1, 2006 to June 30, 2007
Amount of grant: <<AmounCAdopted>>
Budget subcommittee: Economic and Cultural Development
Contract made the date specified above between the City of Ashland and Grantee named
above.
RECITAL: City has reviewed Grantee's application for a grant and has determined that the
request merits funding and the purpose for which the grant is awarded serves a public
purpose.
City and Grantee agree:
1. Amount of Grant. Subject to the terms and conditions of this contract and in reliance upon
Grantee's approved application, the City agrees to provide funds in the amount specified above.
2. Use of Grant Funds. The use of grant funds are expressly limited to the activities in the grant
application with modifications, if any, made by the budget subcommittee designated above.
Grantee will report in writing on the use and effect of granted monies compared to the original request
(as modified) per the following:
a. Within 90 days of the event completion (Single event applications)
b. As part of a subsequent application for grant funds from the City
c. Within 90 days of the budget fiscal year
Grant applicants awarded less than $2,500 are encouraged to maintain documentation to this effect
but are not required to submit a report unless requested by the City except under 2 b. above.
3. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for which
the grant is awarded or this contract is terminated shall be returned to the City within 30 days of
completion or termination.
4. Financial Records and Inspection. Grantee shall maintain a complete set of books and records
relating to the purpose for which the grant was awarded in accordance with generally accepted
accounting principles. Grantee gives the City and any authorized representative of the City access to
and the right to examine all books, records, papers or documents relating to the use of grant funds.
5. Living Wage Requirements. If the amount of this contract is $16,936 or more, and if the Grantee
has ten or more employees, then Grantee is required to pay a living wage, as defined in Ashland
Municipal Code Chapter 3.12, to all employees and subcontractors who spend 50% or more of their
time within a month performing work under this contract. Grantees required to pay a living wage are
Grant Contract 2006-07
also required to post the attached notice predominantly in areas where it will be seen by all
employees.
6. Default. If Grantee fails to perform or observe any of the covenants or agreements contained in
this contract or fails to expend the grant funds or enter into binding legal agreements to expend the
grant funds within twelve months of the date of this contract, the City, by written notice of default to the
Grantee, may terminate the whole or any part of this contract and may pursue any remedies available
at law or in equity. Such remedies may include, but are not limited to, termination of the contract, stop
payment on or return of the grant funds, payment of interest earned on grant funds or declaration of
ineligibility for the receipt of future grant awards.
7. Amendments. The terms of this contract will not be waived, altered, modified, supplemented, or
amended in any manner except by written instrument signed by the parties. Such written modification
will be made a part of this contract and subject to all other contract provisions.
8. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and agents
harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogation's, or other
damages resulting from injury to any person (including injury resulting in death,) or damage (including
loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of
this agreement by Grantee (including but not limited to, Grantee's employees, agents, and others
designated by Grantee to perform work or services attendant to this agreement). Grantee shall not be
held responsible for damages caused by the negligence of City.
9. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of this
agreement, maintain in force a comprehensive general liability policy including coverage for
contractual liability for obligations assumed under this Contract, blanket contractual liability, products
and completed operations, and owner's and contractor's protective insurance. The liability under each
policy shall be a minimum 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. Liability coverage shall be provided on an "occurrence" not "claims" basis. The
City of Ashland, its officers, employees and agents shall be named as additional insureds.
Certificates of insurance acceptable to the City shall be filed with the City's Risk Manager or Finance
Director prior to the expenditure of any grant funds.
10. Merger. This contract constitutes the entire agreement between the parties. There are no
understandings, agreements or representations, oral or written, not specified in this contract regarding
this contract. Grantee, by the signature below of its authorized representative, acknowledges that it
has read this contract, understands it, and agrees to be bound by its terms and conditions.
GRANTEE
CITY OF ASHLAND
By
By
Finance Director
Title
Date
By
Account Number:
(for City use only)
Grant Contract 2006-07
CITY OF ASHLAND, OREGON
City of Ashland
LIVING
~&..
~-..11
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 $16,936 or more.
~ For all hours worked in a
month if the employee spends
50% or more of the
employee's time in that month
working on a project or portion
er hour.
.June 30, 2006
eases annually every .June 30 by the
mer Price Index)
cafeteria plans (including
childcare) benefits to the
amount of wages received by
the employee.
~ Note: "Employee" does not
include temporary or part-time
employees hired for less than
1040 hours in any twelve-
month period. For more
details on applicability of this
policy, please see Ashland
Municipal Code Section
3.12.020.
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 $16,936.
~ 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,
401 K and IRS eligible
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 can be seen by all
employees.
CITY OF
ASHLAND
CITY OF
ASHLAND
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Application for Economic and Cultural Development Grant
(Revised 1/27/05)
Applicant/Organization
Mailing Address
City/Zip
Contact Person
Phone No.
Email of Contact Person
Alternate Contact Person
Alternate Contact Person Email
Phone No.
Organization Web Page
Federal Tax ID
IRS Class (Exemption)
Grant Amount Requested (minimum $1,000)
PLEASE ANSWER THE FOLLOWING QUESTIONS COMPLETELY. USE ADDITIONAL SHEETS IF NECESSARY.
1. State the purpose of your organization and mission statement (found in your bylaws, articles of incorporation or
subsequent board adopted mission statements).
2. Give the history of your organization.
G:\finance\Administration\Budget\Econ & Cultural Dev Grants\E & C Grant Application Packet 2006-07\Grant Application 2006-07.DOC
Page 1 of 7
3. State the purpose of your grant request and summarize the programs/events for which you seek funding).
Proaram/Event Title
Fundinq Reauest
$
$
$
$
4. How does your proposal benefit Ashland in regards to enrichment and activities of an economic or cultural nature?
5. What percentage (and equivalent dollars) of your request will be used in the following categories per Resolution
2004-32 (attached):
Section 2 of Resolution 2004-32:
Percent
Dollars
a. Tourism Promotion*
b. Economic Development by:
1. Responding to general inquiries about business in the city;
2. Providing assistance to existing small businesses;
3. Providing technical and financial assistance for the expansion
of existing businesses;
4. Providing technical and financial assistance for the development
of new businesses; or
5. Providing such other services and support to business as the city
council may deem beneficial.
c. Cultural Development
TOTAL
* Use the following ORS 305.824 to assist in developing your number
G:\finance\Administration\Budget\Econ & Cultural Dev Grants\E & C Grant Application Packet 2006-07\Grant Application 2006-07.DOC
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ORS.305.824
911 (3) A unit of local government that imposed a local transient lodging tax on July 1, 2003, may not decrease the
percentage of total local transient lodging tax revenues that are actually expended to fund tourism promotion or tourism-
related facilities on or after July 2, 2003.
(5) Subsections (1) and (2) of this section do not apply to a new or increased local transient lodging tax if all of the net
reven!Je from the new or increased tax.... is used consistently with subsection (6) of this section to:
(a) Fund tourism promotion or tourism related facilities;
(b) Fund city or county services; or
(c) Finance or refinance the debt of tourism-related facilities....
(6) At least 70 percent of net revenue from a new or increased local transient lodging tax shall be used for the purposes
described in subsection (5) (a) or (c) of this section. No more than 30 percent of net revenue from a new or increased
local transient lodging tax may be used for the purpose described in subsection (5) (b) of this section.
(7) 'Tourism promotion' means any of the following activities:
(a) Advertising, publicizing or distributing information for the purpose of attracting and welcoming tourists;
(b) Conducting strategic planning and research necessary to stimulate future tourism development;
(c) Operating tourism promotion agencies; and
(d) Marketing special events and festivals designed to attract tourists.
(9) 'Tourism-related facility':
(a) Means a conference center, convention center or visitor information center; and
(b) Means other improved real property that has a useful life of 10 or more years and has a substantial purpose
of supporting tourism or accommodating tourist activities.
Tourism is defined as someone who travels 50 miles or more or who spends the night in Ashland to attend an event.
6. Please provide below or elsewhere a narrative or outline explaining what steps will be taken to accomplish each
category's goals.
7. If you do not receive the full amount of your request, how will you use a smaller amount of funds in each category?
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8. How are you working to develop other sources of revenue?
9. Describe interagency/organization collaboration (briefly describe other organizations that you share or cosponsor
services or programs. May include sharing of staff, facilities, equipment or program materials.)
10. What percentage of your total funding is requested in this grant? Please provide a budget for the other funding sources
you receive compared to the budget for the funds received from the City of Ashland.
11. What percentage of your total expenditures goes toward your Ashland program/event?
12. The City of Ashland requires all grant recipients to provide the City with certification of General liability insurance in the
amount of $500,000 or more, naming the City of Ashland its officers and employees as additional insured.
Will you be able to provide this coverage? _
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13. Please list all Board members, their occupations, and years on the board.
Name
Address
Phone
Occupation Title
Term of Office
14. Please attach the following:
a. 1 copy of your 501 (c)3 letter, proof of your non-profit IRS status.
b. 1 copy of your corporate bylaws.
c. 12 copies of your Financial statement showing previous year expenses and revenues.
d. 12 copies of your most recently filed Form 990 (Internal Revenue Service)
e. 12 copies of a report on use of previous grant for FY 2004-05 if applicable
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City of Ashland
Client Demographic Profile
Thesest~tistics are to reflect clients/patrons for the last 12 months. Please use estimated
percent~ges. The sum totals must equal 100%.
Organization Name:
Program/Event Name:
Staff Contact:
Office Location:
Phone Number:
E-mail Address:
II. Client/Patron Residence*
Ashland
Rogue Valley
Over 50 Miles
Unknown
Total
I.
Client/Patron Age*
Infants 0 to 4 years
Youth 5 to 17 years
Adult 18 to 39 years
Adult 40 to 64 years
Adult 65 and over
Unknown
Total
III. Staff Residence*
Ashland
PhoenixIT alent
Medford
Other
Unknown
Total
IV. Of the Client/Patronage identified above, what percent do you estimate: traveled over
50 miles
Q! stayed over night to attend your event?_
V. How do you track (or estimate) the statistics provided in IV?
VI. Other
G:\finance\Administration\Budget\Econ & Cultural Dev Grants\E & C Grant Application Packet 2006-07\Grant Application 2006-07.DOC
Page 6 of 7
CITY OF ASHLAND
GRANTS PROGRAM BUDGET
APPLICANT/ORGANIZATION:
PROJECT NO.:
PROJECT PERIOD: July 1,
PROGRAM/EVENT TITLE:
to June 3D, _
REVENUE
City of Ashland CDBG Funds $
Citv of Ashland General Funds $
Jackson County Funds /Identify: $
Other State or Federal Funds /Identifv: $
Other Funds /Identifv: $
$
$
$
TOTAL REVENUE $
EXPENDITURES
A. PERSONAL SERVICES lUst Employees bv Position Title)
Total Salaries % of time to project $
1. %
2. %
3. %
4. %
Total Benefits $
1.
2.
3.
4.
TOTAL PERSONAL SERVICES $
B. MATERIALS & SERVICES:
$
$
$
$
$
$
TOTAL MATERIALS & SERVICES $
C. CAPITAL OUTLAY (must constitute part or all of funded public service activity to be eliQible expense)
Eauipment $
Furnishings $
Other capital expenses /Identifv: $
TOTAL CAP IT AL OUTLAY $
TOTAL EXPENDITURES (Sum of A, B & C) $
Attach additional pages if needed.
G:\finance\Administration\Budget\Econ & Cultural Dev Grants\E & C Grant Application Packet 2006-07\Grant Application 2006-07.DOC
Page 7 of 7
RESOLUTION NO. 2004- ?::f2...
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND
REITERATING ITS POLICY OF RELATING THE EXPENDITURE OF
MONIES FOR ECONOMIC AND CULTURAL DEVELOPMENT TO THE
HOTEL/MOTEL (Transient Occupancy) TAX AND REPEALING
RESOLUTION 2004-11
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. That the city council recognizes that the source of monies for the Economic
and Cultural Development Grant program is the Hotel/Motel Tax.
SECTION 2. The following are the goals which the Economic and Cultural Development
Committee is attempting to meet by granting money to applicants:
a) Tourism Promotion.
b) Economic Development by:
1) Responding to general inquiries about business in the city;
2) Providing assistance to existing small businesses;
3) Providing technical and financial assistance for the expansion of existing
businesses;
4) Providing technical and financial assistance for the development of new
businesses; or
5) Providing such other services and support to business as the city council may
deem beneficial.
c) Cultural Development.
SECTION 3. Beginning in Fiscal Year 2004/2005, the city council will appropriat.~ thirty-
three and one-third percent (33.3%) of the anticipated Hotel/Motel tax monies for Economic
and Cultural Development. The City of Ashland has determined that as of July 1,21003,
$186,657 or 14.23% of total HotellMotel tax revenues were expended on tourism promotion,
as defined in Chapter 818 of the 2003 Oregon Laws, and will continue to be spent on tourism
promotion increased or decreased annually consistent with the estimated TOT revenues
budgeted.
The amount to be allocated annually to Ashland Chamber of Commerce (COC) and Oregon
Shakespeare Festival (OSF) for promoting tourism per the state definition shall be $80,432
and $110,000, respectively, adjusted each year by the amount of inflation or deflation
established in the Budget process. An additional amount of$160,000, adjusted each year by
the amount of inflation or deflation established in the Budget process, will be grank~d
annually to COC for economic development projects in cooperation with City staff The
allocations in this paragraph shall sunset after three years.
Any additional amount for tourism required by Chapter 818 shall be allocated to COC, OSF
or other group during the budget process. The remainder of the monies budgeted for these
grants may be allocated to grantees for activities fitting in any of the three categori(~s set forth
in Section 2 ofthis Resolution.
TOT Resolution 9/07/04 page I of 2
By January 31 of each year each recipient of grants under this resolution shall submit a report
to the city council setting forth how the grant funds received were expended in furtherance of
the goals set forth in Section 2.
SECTION 4. The following guidelines and criteria are established for the Economic and
Cultural Development Grants:
a) Grantee shall be a 501(c) non-profit agency.
b) Grantee shall be a non-governmental agency.
c) Grantee shall promote livability for the citizens of Ashland.
d) The minimum grant proposal will be $1,000.
e) The grant will benefit Ashland in regards to enrichment and activities of an
economic nature.
f) Grantee shall serve the population in Ashland but may encompass other venues in
the Rogue Valley.
g) Irrespective of sub-paragraph 'b', the City of Ashland Public Arts Commission may apply
for and receive funds.
SECTION 5. Resolution 2004-11 is repealed upon passage ofthis resolution.
SECTION 6. 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 ~(-!t' ~~
PA~TED this#day of ~t2004
~
,
Barbara Christensen, City Recorder
~,M'1:!I ~
SIGNED and APPROVED thisXday ~ 2004:
;/
~r~~
Alan DeBoer, Mayor
TOT Resolution 9/07/04 page 2 of 2
League of Oregon Cities
8pi ANNUAL CONFERENCE and BUSINESS MEETING
September 28-30, 2006 - Portland Marriott Downtown Waterfront
Designation of Voting Delegate
at Annual Business Meeting
The annual business meeting will be held Saturday, September 30, at 2: 15 p.m. Each city is
entitled to cast one vote at the business meeting; however, all city officials are encouraged to
attend the meeting.
Use this form to indicate those persons who will represent your city as a voting delegate and
alternate delegate. The voting delegate or alternate should pick up a voting card at the
Conference Registration Desk on Saturday afternoon prior to entering the business meeting.
NOTE: Delegates may not vote without a voting card. and voting cards will be issued only to a
person indicated on this form. Voting by proxy will not be permitted.
FORTHE CITY OF
VOTING DELEGATE:
Name
Title
ALTERNATE:
Name
Title
Submitted by
(Signature)
Return bv September 8 to:
League of Oregon Cities
P.O. Box 928
Salem, OR 97308
Fax: (503) 399-4863
Name
Title
Telephone Number
MILOC\LOCCONF\2006\Equip Exchangelequipxch deleg It, fnnwpd
League of Oregon Cities
81st ANNUAL CONFERENCE and BUSINESS MEETING
September 28-30, 2006 - Portland Marriott Downtown Waterfront
Designation of Voting Delegate
at Annual Business Meeting
The annual business meeting will be held Saturday, September 30, at 2:15 p.m. Each city is
entitled to cast one vote at the business meeting; however, all city officials are encouraged to
attend the meeting.
Use this form to indicate those persons who will represent your city as a voting delegate and
alternate delegate. The voting delegate or alternate should pick up a voting card at the
Conference Registration Desk on Saturday afternoon prior to entering the business meeting.
NOTE: Delegates may not vote without a voting card. and voting cards will be issued only to a
person indicated on this form. Voting by proxy will not be permitted.
FOR THE CITY OF
~d
.
VOTING DELEGATE:
Auld tAlifJ'marJ
{j"'t ~idlJr
Name
Title
ALTERNATE:
Title
~SS~~
~ 'dY
Name
Return by September 8 to:
League of Oregon Cities
P.O. Box 928
Salem, OR 97308
Fax: (503) 399-4863
Submitted
Name ~~~
Title Ot71 .I(~
Telephone Number 6tf I ,ff't 6307
M:\LOCILOCCONF\2006\Equip Exchange\equipxch deleg ltr frm.wpd
CITY OF
ASHLAND
Council Communication/Study Session
Discussion of Public Art Master Plan
Meeting Date: September 5, 2006
Department: Administration ~
Contributing Departments: oft tJ\
Approval: Martha BennOl' \
Statement:
During the FY06 budget process, the budget committee approved three new expenditures from the general fund:
community visioning, public art master plan and ad hoc economic development committee. At the June 6
Council meeting, Council requested that information about those projects be discussed by the council before
funds are expended.
Estimated Time: 30 minutes
Primary Staff Contact: Ann Seltzer
ann@ashland.or.us
Secondary Staff Contact:
1)
Background:
Over the past few years the council has indicated to the Public Arts Commission (PAC) that it needs to develop
a Master Plan before the council would consider regular funding for public art. The PAC has developed a draft
budget and proposed process for the purpose of public art master planning in the community to occur over the
next several months. The PAC completed its final draft of Policies and Procedures (attached) which addresses
the mechanics of the acquisition, placement and funding of public art. The commission is now ready to develop
a master plan.
In developing a public art master plan, the commission will seek input from a wide range of the community
using surveys, focus groups and public meetings to solicit community values and concepts of public art in
Ashland. The proposed budget (attached) includes costs associated with public participation including room
rental, printing, copying, postage, advertising, data entry, data analyses, graphic design and more - all necessary
to ensure the community is aware of the process and actively participates in the project.
The commission has been in contact with various departments at SOU and is seeking a student capable of
participating in this project for their senior capstone project. Members of the commission will formally present
this project to the SOU Capstone Board later this fall.
The objective of the Ashland Public Art Master Plan is to develop a community vision for the acquisition,
placement and funding of public art in Ashland. The commission believes that through an extensive public
involvement process a clear vision for public art will emerge resulting in a document that describes in narrative
and with maps an overall development concept for the inclusion of public art in the community.
Council Options:
. Approve the draft budget.
. Approve the draft budget with changes.
. Provide further direction to the commission.
Staff Recommendation:
. Approve the draft budget.
Attachments:
. Draft budget proposal for public art master planning.
. Draft Policies and Procedures
1
Ashland Public Art Commission
Budget for Master Plan
September 5, 2006
Room Rentals $ 300
We anticipate conducting 8 meetings to be held in any of the following locations, (some of the venues
charge a fee and some do not).
. City buildings when available, Ashland Public Library, SOU facilities, Ashland High School
Experienced Facilitators(s) $2,400
An experienced facilitator will: assist in the preparation of the survey, set up parameters of the
meetings, guide the discussion, making sure the group stays on track, help compile the raw
information from the surveys and the discussions and summarize the results. Confer with the Public
Arts Commissioners.
(8 meetings x 3hrs per meeting x $100 per hour).
Lh!:ht Refreshments $ 300
We are asking people to give us their time and input and we would like to provide some refreshments.
Coffee, other soft drinks and cookies.
Advertisin2 $1,000
We will need to place several ads in the Daily Tidings to notify the public about the intended
meetings. We are considering a street banner to hang over Main Street where the date can be changed
to advertise each meeting. To reach specific focus groups such as business owners, artists and gallery
owners we would like to invite them by invitation. Other alternative free advertisements will
hopefully be announced in the city newsletters, through the Chamber of Commerce, on the city
website and in newspaper articles.
Printin2/Copvin2 $1,200
Cost of copies of the surveys, invitations, and the printing costs of the final report with copies to all
concerned parties.
Office Supplies $ 350
Flip charts, pens and markers, computer supplies, paper and stationery
Posta2e $ 600
Cost to mail invitations to focus groups, any thank you notes or letters, any follow-up correspondence,
etc.
Data Entry $ 400
A data entry person to enter input of focus groups and survey results into a computer for analysis. We
estimate 40 hrs x $10 per hour.
Data Analvst $1,600
(16 hrs x $100 per hr)
Takes raw data and assembles it into cohesive and understandable form. Will collaborate with Public
Art Commissioners, who will write the project narrative.
Graphic Desi2n $1,850
Layout, any photography, coordination with intern, who has compiled a map of the existing public art
locations with possible future sites for public art, any scanning and final narrative for final draft of the
Ashland Public Art Master Plan.
TOTAL COST TO COMPLETE PROJECT
$10,000
City of Ashland Public Arts Commission
Policies & Procedures
TABLE OF CONTENTS
August 2006
I. PURPOSE / MISSION STATEMENT
A. Purpose/Mission
B. Intent
II. PROJECT IDENTIFICATION
A. Sculpture Projects
B. Mural Projects
C. 2-D Installation
D. Multi-Media Installation
III. SITE CRITERIA
A. Site Considerations
1. Traffic Considerations:
2. Pedestrian Considerations:
3. Electrical and Mechanical Considerations
IV. ARTIST / ARTWORK CRITERIA
A. Aesthetics
] . Artist Selection Considerations
2. Design Team Projects Considerations
V. SELECTION PROCESS
A. Selection Panel
B. Call for Entries
VI. FUNDING
VII. ARTIST CONTRACTS
VIII. ACCEPTING GIFTS
IX. EDUCATION
X. DEACCESSION
CITY OF
ASHLAND
CITY OF
ASHLAND
City of Ashland Public A~s Commission
Policies & Procedures
This document is meant to serve as a guidelinefor the Public Arts Commission for
the acquisition, installation and maintenance of public art. It is a fluid document
and is suhject to change. It is not legal(1' binding.
I. PURPOSE / MISSION STATEMENT
A. Purpose
Throughout history the arts have been instmmental in creating unique public places that have
yielded physical, social and economic benefits for a community. The purpose of these
policies and procedures is to provide a process for selecting, commissioning, placing,
maintaining and deaccessioning art for the benefit of the City of Ashland and its residents.
This document is subject to on-going review, revision, and clarification.
B. Intent
Public art projects may occur in, at, or near public buildings, parks, streets and open spaces.
These may be sites which are under development or existing sites where construction is
complete. It is the stated intent of the Ashland Public Art Commission (PAC) to encourage
artists capable of creating works of art in public places in order to stimulate the vitality and
economy of the City and enhance Ashland's standing as a regional leader in the arts. Thus, it
is the goal of the PAC to expend the available funds on works of art and art projects of
redeeming quality which advance public understanding of visual art and enhance the
aesthetic quality of public places. This goal shall be realized through:
1. The commission of artists and works of art of the highest quality, which
represent an expression of our time, contribute to a sense of the City's
identity, and entail some measure of public significance;
2. The nurturing of the artistic vitality of the City of Ashland through the
encouragement of local artistic endeavors;
3. The encouragement of public dialogue which increases public understanding
and enjoyment of visual art, through appropriate public education forums and
programs;
4. The encouragement of human interaction with public places, areas which
provide for public O\vnership and accessibility, via the placement of works of
art;
5. The commission of a broad range of works of art, reflective of the overall
diversity of current works in the field of visual art;
6. The commission of works of art varying in style, scale, medium, fonn and
intent representative of the local, regional, national, and intemational arts
communities:
7. The encouragement of artists to reach creative solutions to the aesthetic
2
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
problems they have been employed to solve;
8. The broad distlibution of commissions among artists;
9. The broad geographic distribution of works of mi in the City of Ashland;
10. The encouragement of true collaborative effOlis between artists and architects,
engineers, and landscape architects.
II. PROJECT IDENTIFICATION
Public mi in Ashland can be (but is not limited to) sculptures, murals (may he limited h)' Cit)'
ordinance), 20 art and/or multimedia. The Public Ali Commission uses its Master Plan to identify and
prioritize art projects for the community. The PAC routinely discusses the projects based on availability
of site(s), budget, and community will.
III. SITE CRITERIA
Site Considerations
Upon the identification ofa specific project, criteria for constraints on the placed artwork and the
location of such ali shall be detemlined in order to create the Call for Entries or Request for Proposals as
to general considerations for detennining the acceptability of public art installations in public spaces.
All proposed public art projects must respect the primary function of the street and sidewalk, which is to
enable the safe and orderly movement of pedestrians and vehicles. Streets also function as utility
corridors, and access must be maintained for present and future services above and below ground. The
City of Ashland Public Works Director is responsible for making decisions regarding the placement of
public mi on public streets and rights-of-way. Final site approval is made by the City Councilor Parks
Commission~
These guidelines outline the City of Ashland Engineering Services' general considerations for
determining the acceptability of public art installations on City streets and sidewalks.
1. Traffic Considerations:
Public Art:
a. Should not be unduly distractive to motorists
b. Should not interfere with driver to driver, or driver to pedestrian sightings, and should
therefore generally avoid comer clearance areas
c. Should not unduly ohstruct sight of the curb
d. Should not obstruct sighting of signal/pedestrian heads, or of any traffic control
device
e. Should not interfere with the entrance or egress for transit buses
f. Should not unduly disrupt curb use activities, i.e. loading zones, passenger zones
3
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
g. Should not interfere with the opening of car doors
2. Pedestrian Considerations:
If public art is set in a walking surface:
a. The leading vertical edge should not exceed 1/8" (to avoid trip hazard)
b. Interior vertical edges should not exceed 1/4"
c. Skid resistance properties should be equivalent to concrete sidewalks
d. Depressions in the surface should not catch the spike heels of women's shoes
e. Depression in the surface should not cause water to pool
f. The art must support vehicle weight (check 011 the vehicle 'vveight requirements for
CoA sidewalks)
g. Maintenance of adjacent clements of the streetscape, including the sidewalk itself,
should not be interfered with.
Public Art should:
h. Maintain a minimum sidewalk width on pedestrian volumes
1. Minimize the potential for concealment and anti-social activities
J. Maintain clearance from above, and below ground utilities
Public Art should avoid:
k. Sharp edges, points, projections, or pinch-points which may cut, puncture or cause
injury by impact, catch passing pedestrian clothing or entrap limbs
1. Obstructing the function of benches, bus shelters and crosswalk ramps
m. Utility access points or valves
n. Obstructing pedestrian access to traffic signal push buttons
o. Overhead parts which present a hazard to pedestrian traffic (i.e. as per minimum sign
height)
p. Unsafe climbing opportunities for children/adults
3. Electrical and Mechanical Considerations
a. All electrical, mechanical and engineering components must by approved by Director
of Public Works.
b. All electrical clements and built up electrical devices must be certified by a
professional engineer and upon completion, scaled as-built drawing may be required
from the Director of Public Works
e. Any connections to City street lighting circuit must be approved by the Director of
Public Works
e. No connection will be permitted to City Traffic signal circuits
f. The j unctions of components moving relative to one another must not create such
hazards to people as pinch, crush or shear points.
4
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
IV. ARTIST / ARTWORK CRITERIA
A. CRITERIA FOR SELECTION OF ARTISTS AND/OR ARTWORK
I. Public art projects are open to any professional artist whose residency meets the guidelines
set forth in the RFP/RFQ of which he or she is applying. Members of the project
consultant's firm or anyone employed thereby, members of the selection panel, or
employees of the City of Ashland shall be excluded from consideration.
2. Artists shall be selected on the basis of the appropriateness of their proposal to the
particular project and its probability of successful completion, as indicated by the merit of
their past work. In the case of the design team approach, an artist's \villingness to fully
participate in a collaborative process shall also be considered criteria for selection. All
public art projects are budgeted for a pre-determined amount.
3. In making its selection, the selection panel shall bear in mind the purposes of the Public
Art Commission, always aiming to achieve the highest aesthetic quality.
4. The selection panel shall, in making its selection, give due consideration to the
appropriateness of the proposed design in tenns of its scale, f01111, content and design with
respect to its immediate and general, social and physical environment.
5. The selection panel shall also give due consideration to the proposed design its materials
and construction for questions of durability, maintenance, public access, appropriateness,
safety, and security.
6. The aforementioned criteria are the minimum aesthetic criteria on which the selection
panel shall base its selection. Other criteria may be established by the Public Art
Commission as dictated by a project's particular requirements. Any additional criteria
shall be outlined in the selection panel's written instructions.
A. Selection Considerations
1. Criteria to be used when considering acquisition of artwork by either purchase or
commission shall include, but not be limited to the following:
1. Artistic quality. Due consideration will be given by members of a selection
Panel (see SA) and the PAC to the strength of the artist's concept, vision, and
craftsmanship of the artwork.
2. Context. Consideration should be given to the architectural, historical,
geographical and socio-cultural context of the site.
3. Media. All art f0l111S including disciplines and media that are of speci fie duration
and which survive only through documentation -after the life of the piece has
5
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
ended.
4. Permanence. Due consideration shall be given to the structural and surface
soundness, and to inherent resistance to theft, vandalism, weathering, and excessive
maintenance or repair costs.
5. Public Safety. Each work shall be evaluated to ensure that it does not present a
hazard to public safety.
6. Diversity. The PAC shall actively seek artwork from artists of diverse racial, sexual,
and cultural identities. The program shall also strive for diversity in style, scale,
media and numbers of artists represented. There shall be encouragement of
exploratory types of work as well as established art forms.
7. Feasibility. Proposals shall be evaluated relative to their feasibility and convincing
evidence of the artist's ability to successfully complete the work as proposed. Factors
to be considered include, but are not limited to: project budget, timeline, artist's
experience, soundness of materials, city/county zoning/construction/design
guidelines.
8. Duplication. Artists are required to warrant that artwork is unique and an edition of
one or part of a limited edition.
B. Design Team Projects Considerations
In addition to the above Selection Cliteria, additional criteria to be considered for
selecting artists for design teams shall include but not be limited to the following:
1. Proven ability to work effectively in collaborative situations
2. Expelience in architecture or landscape-based projects
3. Experience working with design professionals and integrating artistic concepts into
construction documents
V. SELECTION PROCESS
Once a decision is made to add artwork to a building or site, consideration of the appropriate
media (sculpture, landscape design, painting, etc.) should be developed along with criteria
(environmental, structural, aesthetic, etc.) for the work. This might be very specific or left open
for the artist to develop ideas. Once this phase is completed, the process for selecting an artist
begins. There are two primary ways to select artists:
Request for Proposal (RFP) - Once a new project has been defined and the criteria set, requests
for proposals are sent to artists regionally, nationally or globally or a combination ofthe three.
These requests specify the information and format the artist must follow to submit his or her
proposal. Generally, background infol1nation (resume, slides of earlier work, newspaper m1icles,
etc.) is requested along with sketches and a wlitten description of the project. Cost Range for
selecting artists: $500 - $50. 000 In addition to artist's fees, material costs, construction and
installation costs, and housing when applicable, there are also expenses related to the selection
6
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
process. Selection committee members are sometimes paid an honorarium for their efforts. If
artists are selected nationally there may be airfare and hotel costs, and finalists (3-5) receive an
honorarium for final proposals.
Invitational- The RFP process (above) is time consuming. In some cases, rather than reviewing
a large number of proposals, a smaller number of artists can be invited to submit proposals.
These artists can be located through a variety of means including review of current public works,
contacting local arts organizations, speaking with local arts professionals and/or contacting
national organizations. Although this is the same basic selection process as the RFP, it reduces
the office work and time needed to interview a large number of artists. Cost Rangefor selecting
artists: $1,000 - $75,000 Invitational projects often include artists with established careers,
which usually mean they come at a higher expense. Cost also reflects miscellaneous expenses
like daily stipends for visiting finalists, hotel costs, airfare, etc.
A. Selection Panel
The selection panel will consist of art professionals and enthusiasts, neighborhood residents of
proposed site, general community members, city administrators (e.g., public works department
members), etc., and the makeup of the panel will be chosen on merit of value provided to the
selection of each specific project.
B. Call for Entries
The commission will issue either an RFP (request for proposal) or an RFQ (request for
qualifications) as the call for entries. The process for public awareness of each public art project
shall be developed and tailored for that project. Methods for communication of the public art
opportunity may be internet, print, public service announccments, and or other appropriate
channels to ensure the right population becomes aware of the opportunity. Enough time must be
planned for public awareness to allow for timely distribution of the call for entry message(s).
VI. FUNDING
Strategies
Success for any public art program is determined, in a large part, to the reliability and depth of funding.
In Ashland, funding for the public art will be a blend of private and public funding systems. The
mechanism to offer that sustained level of monetary resources wi Il be a portfolio of sources which, in
aggregate, will create viable and long-term resources to fund and proliferate public art in the Ashland
community.
Some of the sources of funding for the Ashland Public Arts Commission may include:
A % of the City's budget that is spent on constmction and renovation of public facilities, parks,
and selected capital improvement projects in already "built environment" - streets, bridges,
7
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
sidewalks, etc. It should also be considered in the price of purchased facilities and remodeling
costs.
A line item in the City's budget approved by the City Council each year.
Initiatives to encourage private development projects to dedicate a percentage of overall budgets
to public art.
Other contributions and gifts by corporations, foundations or private individuals.
Fiscal Management
The Ashland Public Arts Commission must have the authority to "pool" public al1s funds to ensure it is
directed toward projects with greatest visibility, or to projects with the greatest need for aesthetic design
treatment. The direction of funds toward specific projects will result in a program that truly addresses
both the public art and the larger goals of the community.
The Public Arts Commission will accept funding from the variety of sources listed above. The fiduciary
responsibility of the fund will be held by the City of Ashland.
VII. ARTIST CONTRACTS
The City of Ashland adheres to the ORS 279ABC which refers to all public contracting, goods and
services, public improvements.
A contract is the f0l111al agreement between the City of Ashland (COA) and the artist that outlines what
is required and expected of each party. Contracts include all the information necessary for a clear
understanding between the artist and the City. The contract will detail the commission amount, the
artist's expected payment date, the party responsible for payment, and the procedure by which the al1ist's
designs and maquette's will be reviewed and approved. Schedules for fabrication, transportation, and
installation of the artwork and the responsibility of the City in maintaining the completed work will also
be detailed. Though there will be a standard contract, ilexibility within its structure \vill address the
particulars of each project.
In cases where m1ists are not familiar with contracts or binding agreements, city administrators will take
time to walk the artist through the process ensuring that the requirements and expectations are clear,
especially with regard to budgets and timetables.
Contract Terms
The following items will be added to the existing COA artist contracts or modified as follows:
Title and Ownership
The artist retains all rights and interest in the artwork except for rights of ownership and possession,
which are passed to the City upon final acceptance. The artist \varrants that the m1work is his/her sole
8
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
and original creation, does not infringe upon any copyright or trademark. Tfthe commissioned artwork
is one of a multiple edition, the warranty will be modified to state this.
Reproduction Rights/Copyright
Artist retains all rights under the Copyright Act of 1976. However, the artist agrees not to make an exact
duplicate or pcmlit others to do so, cxcept by writtcn permission of the City; the artist also grants the
City the irrevocable license to make two-dimensional reproductions for promotional purposes. In turn,
the City agrees to give the artist the appropriate credit on all such promotional pieces. The credit will
include the copyright symbol, name of artist, title of piece, and date of completion.
Warranties/Risk of Loss
Artist warrants that:
I. The artwork is made of quality materials;
2. The artwork is free of defects; and
3. The artwork will remain in good condition for 10 years under normal conditions with routine
maintenance.
Additionally, the artist will remedy at his/her own expense any defect that occurs during the first year
after installation. Finally, the artist warrants that the artwork will not contain any physical
characteristics, which pose a hazard to public safety.
Fabrication and Installation
Because no two public art projects are exactly alike, the fabrication and installation stipulations required
of artists in their contracts will be fairly general in naturc. In tcrms of fabrication, thc contract will
stipulate reasonable durability and protection of materials, such as the use of anti-graffiti coatings on all
works. The COA call for artists (RFP or RFQ) may outline certain material preferences for
maintenance. Artists will supervise fabrication to assure quality control wan'anties of the contract.
Fabrication requirements will include, at minimum, that:
1. Artworks be free from defect,
2. Artworks be made of high quality materials,
3. Craftsmanship be of high quality,
4. The artist, the COA, and the Stakeholders Committee review the fabrication of the work while in
progress.
Installation responsibilities betwecn the artist, the City, and the commissioning city agency will be
detailed in contracts. For installation, the artist's methods will be approved by the commissioning city
agency and, if necessary, a state licensed engineer (particularly when artists are responsible for paying
for the installation, such as with artist-community collaborations). The pennanence of installation will
be the issue of that approval. and specific requirements will be imposed, such as thc usc of safety
hardware for hanging a suspendcd artwork. In addition, the following points will be considered:
9
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
1. Artist will approve site preparation before installation begins;
2. Artwork is to be installed when it is in no danger of being damaged by on-site constmction work;
3. Standards and requirements set forth by the commissioning city agency for installation should be
adhered to; and
4. The artist is responsible for loss or damage to artwork prior to its installation on city property.
Maintenance
The artist will submit maintenance requirements and guidelines for artwork to the City, developed in
conjunction and cooperation with the COA and/or the commissioning city agency. In turn, the City will
maintain the artwork and make decisions regarding repairs and restoration based on the maintenance
guidelines submitted and in consultation with the artist when necessary (as per the Visual Aliists Rights
Act of 1990). The City agrees that it will not intentionally destroy, damage, alter, or modify artwork, and
that the artist will be informed of any alteration to their artwork.
Risk Management
The artist shall provide and maintain policies of comprehensive general liability insurance in speci fied
amounts to be detennined by the City covering the period from which the art is being installed until the
final acceptance by the City. The City and architect will be named as insured on all insurance policies.
Assignment of the insurance responsibility prior to, during, and after installation is clarified in contracts.
The more information the Office of Risk Management receives the more helpful it can be.
The following points should be considered:
1. To reduce the City's liability, fabrication will be done off-site whenever possible;
2. The engineer who signs off on the artist's drawings must verify that the final artwork has been
built to specifications by inspecting the artwork after installation;
3. The artist is responsible for providing general liability insurance when the artwork is in transit,
being delivered, and installed;
4. The artist is responsible for damage to the miwork until installation on city property; and
Documentation
The artist must attach a detailed description of the project with approved designs and drawings to the
COA upon completion of the work. Under the present agreement, the City also stipulates that the artist is
responsible for providing photo documentation. The City may wish to consider assuming the
responsibility of photo documentation for archival and public affairs purposes. (See section 10,
Maintenance of Aliworks, Conservation of Art Collection.)
De-accession
10
1" I
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
De-accessioning may be addressed by refening to the approved deaccessioning policy or by specifically
addressing the issue directly in the contract. De-accessioning public art must consider the federal
regulations set forth in the Visual Artists Rights Act of 1990.
Sign age
The City will prepare and install a plaque at the site that identifies the artist, the title of artwork,
copyright symbol, date of completion, size of the work, and medium.
Contract Enforcement
Perfomlance requirements identify whether or not artists are in compliance with the stipulations of the
contract. There must be set guidelines if an artist is late, over budget, or completes project ahead of
schedule. These requirements may be tied to budget allocations. When the artist is under contract to the
architect, the architect is responsible for the enforcement of that contract.
Termination or Cancellation of Contract
The agreement terminates if the underlying construction project is canceled. The City may also
tenninate the agreement if the artist willfully or negligently fails to fulfill any of the covenants,
agreements, or stipulations of the agreement in a timely manner. Ifthe artist is not able to produce an
acceptable design in a timely manner, the body with which the artist has contracted (the architect or the
COA) has the right to temlinate the contact by giving written notice to the artist of its intent. The artist
shall have thirty (30) days to cure the default by producing an acceptable design. If the artist defaults, all
finished and unfinished drawings, sketches, photographs, models, and Marq uette' s of the work shall
become thc city's property in payment for damages caused to the City by the default on the part of the
artist (project cost, overruns, etc.).
The City must pay the artist for any work completed up to the point oftenllination as stipulated by the
payment schedule. The remaining monies revert back to the COA to finance the completion of the
art\vork when feasible. The City may withhold a reasonable amount of payment to the artist until the
exact amount of any damages is detemlined.
Should an artist's contract be terminated by the City due to negligence or noncompliance on the part of
the artist, the City has the right to consider that artist ineligible for any future art projects funded by the
City.
Project Delays
If the artwork is ready on time, but the construction project is late, the commissioning city agency
should pay all maintenance and storage costs for the artwork until it can be safely installed. When an
artist completes a work before the completion date agreed upon in the contract, the artist will be
responsible for storage charges. Should the construction project be completed on schedule, but, due to
11
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
conditions beyond reasonable controL the artist is late producing the finished artwork, it will not be
considered a breach of contract, and the City will grant a reasonable extension of time to the artist. If the
City incurs costs by such a delay, the contingency fee (see below) will be used to cover these charges.
Contingency Fee
10% of the total art project budget will be set aside as a contingency fee to cover unforeseen and
unavoidable expenses associated with the artist's completion of the project. If the contingency fee is not
adequate to cover such costs, a renegotiation of the budget tenns of the contract and lor an option to
tel1ninate the contract can be considered. If the contingency fee is not used, it can be either added to the
artist's design fee, set aside for emergency conservation of the artwork.
VIII. ACCEPTING GIFTS
Donations of Art
There has been in the past and expectedly in the future generosity within our community in the area of
donations of artwork. It is inherently the jurisdiction and responsibility of the Ashland Public Arts
Commission to accept, care, and manage these important contributions. As the curator of the City's
public mi, the Commission must be responsible for all art donations. All decisions to accept or decline
public art shall rest with the PAC, as the designee of the City Council. The Public Arts Committee will
use the same criteria for accepting and or declining donated art that they use for acquiring new pieces of
art for Ashland. (See IV A. and B. above)
Anyone wishing to donate existing artworks must contact the Public Arts Commission.
The process for donating existing artworks:
The Donor contacts the Commission to discuss the potential gift and provides photographs of the
work, or the work itself.
The Commission then evaluates the potential usability of the artwork according to PAC Master
Plan criteria and the criteria in section IV, or a selection panel may be assembled to detem1ine
the suitability of a donated piece of art.
An up or down vote will then be conducted to decide acceptance and recorded in commission
minutes as per normal procedure.
If PAC accepts the gift, the Donor is acknowledged (if agreeable) in plaques and promotional
materials.
If the artwork is declined, the donor will be notified with a formal "thank you" note with
reasoning of the decision.
Anyone wishing to donate a ne\vly commissioned piece of aliwork will be handled as follows:
The donor contacts PAC and is invited to a meeting to discuss the idea for the commission and
the process of commissioning.
The PAC evaluates the donator's concept and either accepts or rejects the concept for further
process work, or a selcction panel may be asscmbled to dctcnninc thc suitability of a donated
picce of art.
12
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
If accepted, the full spectrum ofP AC criteria would still be followed with consideration of site,
safety, etc.
The donor (or his/her selected artist) \vill then follow the process for implementing a piece of
public art as articulated above.
If the donor is indeed commissioned to proceed with the project, full project fees will be
deposited for the project with the City Fund to be drawn on by the artist to ensure intelTupted
completion of the artwork.
These funds should also include any monies required for plaques and/or other promotional
material needed for commissioning.
Donations of Cash
Donations of cash will be an important resource to the work of creating public art in the Ashland
community. As a policy, all cash donations will be welcomed-with or without stipulations-and
deposited in the Public Art Commission Trust Fund.
All monies donated to the Ashland PAC will be held in the City's general fund without risk of
redirection of funds for other City purpose.
All monies donated will be receipted to the donor for tax purposes and accounted for using
generally accepted accounting procedure.
X. EDUCATION
The Ashland Public Arts Commission may engage in educational activities within the Ashland
community to further the appreciation and understanding of the visual arts. This education may be
conducted through a variety of methods, but all programs provided through the PAC will follow the
following procedure:
I. Topics and events for education will be generated from the community and be discussed and
prioritized by the PAC.
a. The role of the PAC will be to detennine suitability of the education in alignment with
the mission and values of the Public Arts Commission.
2. Once a topic is identified and accepted by the PAC, the PAC will develop a project plan in
concert with the requesting party(s). The project plan will, at a minimum, detel111ine timelines,
resources (people and funding), and key deliverables toward the successful implementation of
the education program.
3. The PAC may outsource the education program through community providers, or it may
pmticipate directly in the execution of the educational program.
4. If funding is required, the PAC will either use general funds, or work with the community to
generate donations or charges at the door to cover the costs of the education program. If the
funding should be from the general funds, the PAC must prioritize the spending for education
versus tor new commissions 0 f public art.
5. After the educational program is conducted, the PAC will ensure there is a proper evaluation
process utilized to ensure the program was successful in relationship to its goals.
13
CITY OF
ASHLAND
City of Ashland Public Arts Commission
Policies & Procedures
XI. DEACCESSION
When Public Art in Ashland is considered to have lived its useful life, has become culturally
unacceptable, damaged, or in any other way inappropriate for exhibition in Ashland it shall become
deaccessed or removed from the community as sanctioned public art.
The Ashland Public Arts Commission is responsible for managing the deaccession process for the City
of Ashland. The process for removing art will be as follows:
When a situation arises where a particular piece of public art is deemed as "ready for removal," the
Public Arts Commission will determine whether a community referendum needs to be generated, or if a
simple decision of the City Council would be appropriate for the removal. Once approval is obtained,
the Public Arts Committee will commence the removal process.
I l' the art is reusable, the PAC may determine that a process of donation may be most appropriate for the
piece. The PAC may contact other communities, post a notice in Ashland to generate interest within the
community, or contact other local agencies, businesses or groups to see if they may be interested in a
donation.
If the art has potential resale value, the PAC may initiate a public auction or sale of the piece. When
there is a sale of public art, the proceeds will go into the general fund of the PAC for future commissions
of art.
If the art is any \vay deemed non-reusable. the PAC will remove the art from the community and dispose
of it in an appropriate fashion.
14
CITY OF
ASHLAND
Council Communication
loth Annual Report on Implementation of the Valdez Principles ~
Meeting Date: September 05,2006 Primary Staff Contact: Dick Wanderscheid, 5 2-
Department: Electric ~ 2061 wandersd(aJ,ashland.or.us
Contributing Depart. Planning Secondary Staff none
Approval: Martha Benne Estimated Time: 10 minutes
Statement:
The 10th Valdez Principle requires an annual report on implementation. This is the 10th annual report
submitted to the Council. It is not time sensitive.
Staff Recommendation:
None, for informational purposes only
Background:
The Ashland City Council adopted the ten Valdez Principles in May, 1990. The 10th principal requires an
annual report on the progress of implementation. This is the 10th report to Council. The report consists of
listing programs, initiatives and City activities that support each of the principles. It is an ongoing,
growing list with new items and descriptions added in Italics. Inactive programs are put in parenthesis to
show their inactive status.
In August, 2005, the 9th annual report was presented to the Council. In reviewing the minutes to that
meeting, there was a request to look at the City's Fleet policies with an emphasis on what the City could
do to "Green Up the City's Vehicle use." As a result of that, the City's Public Works department
developed a detailed memo and it was forwarded to the Council in October 2005. Also during the budget
process, Public Works prepared a memo on vehicle efficiency for the budget committee. Both of these
memos are included with this report as attachments.
The minutes also mentioned posting the Valdez principles on the City's web site which has been done.
The Cities for Climate Protection initiative which the City is implementing in conjuncture with the
Environmental Education Program at SOU is being updated per a request from Councilor Jackson. The
City became a member of the International Council for Local Environmentallnitiatives (ICLEI) in 2004.
ICLEI is an association of cities, towns, counties, metropolitan governments and local government
associations. Its mission is to build and serve a worldwide movement to achieve tangible improvements
in global sustainability with specific focus on environmental green house gas emissions through
cumulative local action.
ICLEI has recently hired a regional program officer for the Pacific Northwest. Her name is Amy
Shatzkin and in addition to phone conversations with Electric Conservation staff, she plans a trip to
Ashland this fall to learn about Ashland's numerous initiatives and also to see ifthere are ways that we
can facilitate providing information on our initiatives for other local governments in this region.
1
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When this program was initially proposed to the Mayor and Council, we envisioned a partnership with the
Environmental Education class at SOU doing much of the research and initial data gathering. In June,
2004, three SOU Students produced a greenhouse gas inventory for the City. The following is an abstract
from that report:
"Local citizens have requested that Ashland participate in the Cities for Climate Protection
Campaign (CCP), a campaign designed to get local governments involved in protecting the environment.
The first step of participation is to complete a greenhouse gas inventory. This inventory includes
gathering data on energy consumption, transportation and solid waste disposal for the city and
community. The preliminary results of this inventory suggest that transportation is the primary source of
greenhouse gas emissions in Ashland. Before Ashland can fully participate in the CCP, the remaining
data must be collected and the data must be analyzed using software purchased from the CCP. "
Subsequently, one additional SOU Environmental Education student also showed interest in this project
and completed a report in 2005. The abstract from that report is as follows:
"Greenhouse gas emissions are a major problem worldwide and need to be addressed rapidly
and with concern. The greenhouse gas emissions are thought to contribute to global warming, a process
by which emissions, such as carbon dioxide, are emitted into the atmosphere and have a warming effect
on the earth's atmosphere and climate. The Ashland for Climate Protecting Project is a process by which
the emissions are determined and evaluated for Ashland, Oregon through data assessment, new-data
input, computer-program valid action, comparisons with similar cities and recommendations.
Ashland emissions were determined by assessing the previous data outputs in the lCLEl computer
program. Raw transportation data was gathered through the City of Ashland and a complete an up-to
date output of the emissions for Ashland was conducted. Once the results were calculated, the lCLEl
computer program was validated to assure its accuracy. The results are compared to those from similar
cities, specifically Arcata, California and Boulder, Colorado. Recommendations were made to reduce the
greenhouse gases. "
Larry Giardina, of the City's Conservation staff, has served as the Liaison to SOU students in this project.
He presents this option each fall to the class of Environmental Education Students to see if any might
want to work on it as a capstone project. In the fall for 2005, the two students looking the initial two
report's conclusions that transportation was the major producer of greenhouse gas, and focused their
energy on a campus transportation project they completed in Spring, 2006.
Their report entitled 'Promotion of Alternative Transportation on SOU Campus' has not been finalized,
but the City has received a Power Point presentation they made to the class as a part of the project. Their
approach was to create a pamphlet identifying alternative transportation resources available to SOU
students, to develop three alternative transportation bulletin boards on campus, and to survey and map
existing bike racks and to construct a new bike rack at the Library. They also, in conjunction with ECOS,
held a bike building bonanza, provided free bike tune-ups every Tuesday and created a bike rental
program on campus. In cooperation with a research methodology class they designed and administered a
Transportation Mode-Split phone survey of faculty, staff and students. When this report is finalized Staff
will make sure a copy is provided to the Council.
Conservation staff will again this fall try and entice a partner of the class to adopt another portion of the
project to work on this academic year.(2006-07)
In our conversation with the new regional program officer for ICLEI, it has become clear that Ashland's
activities surpass virtually all other members. Much of this is because of the fact that we are an Electric
Utility customer of BP A and that both City and BP A activities over the last 25 years have positioned us as
2
CITY OF
ASHLAND
a regional leader in these areas. That said, the major areas that we must focus on with respect to
greenhouse gas emissions are transportation, smart growth and land use planning initiatives.
Related City Policies:
Not applicable
Council Options:
No action required
Potential Motions:
Not applicable
Attachments:
Valdez Principles Document
Vehicle efficiency memo from Mike Morison, Jr. to Lee Tuneberg
Green Fleet Memo from Mike Morison, Jr. to Joe Strahl
3
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1" I
City Activities and Initiatives that Support the Valdez Principles
September, 2006
Items in Italics are new to the list this year
(Items in parenthesis are completed or no longer active)
1. PROTECTION OF THE BIOSPHERE
a) Environmental and Physical Constraints Ordinance
b) Flood Plain Ordinance
c) Herbicide Policy
d) (Ashland Watershed Partnership Participation and Policy)
e) (Roca Creek Project)
f) (Ashland WTP Wetlands Demonstration Project)
g) Hillside Development Ordinance
h) (Ashland Creek Restoration Project)
i) Air Quality Programs
j) Storm Water Master Plan
k) Fire Department Vehicle Washing Policy
I) Riparian Ordinance Revisions
m) (Ashland WWTP Upgrade)
n) Street Standard Revisions
0) Storm Drainage Cleaning and Maintenance
p) Erosion control planning and bank stabilization measures in Public Works projects
q) (Installation of storm ceptor in new Winburn Way Bridge)
r) Construction Training for creek protection by Public Works
s) (Granite Street Quarry Restoration Project)
t) (Pistol range restoration project)
u) Tree Preservation Ordinance
v) (Installation of storm ceptor in Gresham Street as part of the Library Project)
w) (Bioswale on the Elk's parking lot)
Page 1 of8
x) (Oil and grease separator at the new Fire Station)
y) Riparian & Wetland Area Inventory
z) Tree Replacement Rebate Program
aa) (Riverwalk Ponds)
bb) (Siskiyou Blvd Reconstruction)
cc) (Dewatering Centrafuge at WWTP)
dd) (Purchase of New Bio-fuel Tank)
2. SUSTAINABLE USE OF NATURAL RESOURCES
a) Renewable Resource Generation Policy (net metering)
b) City's Solar Water Heating Program
c) Performance Standards Development Ordinance
d) Transportation Plan
e) Bicycle Commission activities
f) City Open Space Acquisition Plan
g) Comprehensive Water Supply Study
h) Ashland Solar Pioneer Program
i) (New bike path along Railroad ROW)
j) (Certified Wood Program)
k) 20% water conservation goal of Comprehensive Study
I) (Chamber of Commerce Wise Resource Usage Booklet provided to every household in Ashland
was distributed in the spring of 2005)
m) (Water efficient landscaping tour)
n) (Green Power purchase by the City)
0) Natural gas vehicle
p) (Transportation, Transit and Parking Initiative)
q) ("B" Street subsurface drip irrigation system and signage)
Page 2 of8
r) Irrigation signage at Copeland lot and Wilderness Charter School
s) Solar Electric Rebate Program
t) (Rate Mitigation Agreement with BPA)
u) (Use of certified wood in Hillah Temple Project)
v) (Solar electric system installation at Ashland Middle School)
w) Affiliated Marketing agreement with the Bonneville Environmental Foundation (BEF) for the sale
of Green Tags
x) (New Solar Electric System at Wilderness Charter School)
y) Efficient Refrigerator Incentive
z) Earth Advantage Program
aa) (Siskiyou Blvd Reconstruction)
bb) Renewed 3-year purchase of Environmentally Preferred Power(EPP)
The City Council renewed our purchase of 1 aMW of EPP for 3 years. The EPP
purchase represents 5% of our total wholesale power supply and made up of 100% NW
Wind resources.
cc) LEED Fire Station Commitment
The Ashland City Council committed to build and certify the new Fire Station No 2 to
LEED Silver Standards if the bond sale is approved by voters in November, 2006.
dd) Bonneville Environmental Foundation (BEF) Direct Mail Campaign
Within the next couple of months, BEF and the City will be conducting a direct mail
campaign to all Ashland addresses to try and increase the number of Green Tag Sales
by Ashland residents.
ee) New Solar Electric System at North Mountain Park
The Parks Department installed a new solar PV system and educational kioski at North
Mountain Park.
ff) Clean Renewable Energy Bond (CREB) Application
The City submitted a Bond application to the IRS for $500,000 to construct a new solar
Electric Generation System on City owned facilities located at 90 N. Mountain Ave.
Upon approval of the application (expected by Nov. 2006), the city will sell bonds to fund
this system and then sell the output to Ashland citizens on a voluntary basis under the
Solar Pioneer /I program.
3. REDUCTION AND DISPOSAL OF WASTE
a) City's recycling programs
b) Styrofoam Ban
Page 3 of8
c) Composting Programs
d) Conservation Commission activities
1) (Tree free paper utility bill insert)
2) (Green Schools Program)
3) (Conservation Commission video productions)
4) (Jefferson Monthly articles)
5) Green Business Program
6) Adopt-A-Street Program
7) (Water efficient landscaping tour)
8) (Water wise newspaper articles)
9) (Energy conservation newspaper article series)
10) (TID education project)
11) (Newspaper article series on recycling)
12) (Earth Day event at North Mountain Park, 2nd annual event held in 2003)
13) (Rain Water Catchment Class)
14) Solar Home Tour
15) (Greening the World Wellness Weekend)
16) Cities for Climate Protection
e) Minimize the use of chemicals in City Public Works operations
f) Asphalt reuse by Public Works
g) (Revision to City's Styrofoam Ordinance)
h) Water based street paint
i) Switch from diesel fuel to propane for fire extinguisher training conducted by Fire Department
j) Ashland Sanitary Yard Debris Pick-Up Program
k) Recycled Paper
I) Increase Recycling Opportunities
m) Temperature study for the WWTP Effulent
Page 4 of8
n) Piping of Filter Backwash Water to the WWT Plant.
4. WISE USE ENERGY
a) Performance Standards Development Ordinance
b) Transportation Plan
c) Conservation Commission activities
d) (Resource Conservation Manager Program (City, SOU, School District and Ashland Chamber of
Commerce))
e) Energy and Water Conservation Programs
f) (Certified Wood Program)
g) City's natural gas vehicle
h) Conservation Augmentation Agreement with BPA
i) (Council allocation of money to provide free bus services in Ashland in FY 2004-05)
j) (New Commercial Resource Conservation Audit cost-share program conducted in conjunction
with Oregon Manufacturing Extension Partnership (OMEP))
k) Ashland/BPA Power Shift Pilot Program
I) Use of Bio Diesel in the City Fleet
m) Use of Soy Oil in Electric Transformers
n) The City's Public Works Department purchased a New Hybrid vehicle for use by the Water
Department.
0) Fluorescent Bulb Recycling Grant by the Conservation Commission
The City of Ashland s Conservation Commission has provided $1,000.00 to cover the
costs of recycling florescent tube and compact fluorescent bulbs. This allows Ashland
Citizen's to recycle these items without charge at the recycling Depot on Water Street.
p) Electric Department Purchase of a Ford Escape Hybrid Vehicle
The City's Electric Department will be replacing an old Jeep Cherokee with a new Ford
Hybrid Escape.
q) Diesel Fleet Retrofit
Public Works and Administration have been working to secure a grant to retrofit the
majority of the City's diesel fleet with aftermarket emission reduction devices. These
devices could reduce the emissions from some diesels by as much as 90%. If awarded,
the grant could fund as many as 19 retrofits of our most frequently used diesel vehicles.
r) Electric's New Line Truck
The City is replacing its 17 year old Line Truck with a new truck. We purposely waited
for the 2007 model to be available because they have higher safety and emission
standards then the 2006 models.
Page 5 of8
s) New Economizer on Fire Station No 1
The City installed a new economizer on the HV AC system at Fire Station NO.1.
t) New Soft Start Equipment at the WWTP
The City is evaluating and hoping to install soft start equipment on the large motors at
the City WWTP plant. This should not only save energy and demand, but also preserve
equipment life.
u) Subsidized Bus Fare
The City Council authorized a $290,000 subsidy to RVTD to provide $.50 fares in
Ashland during FY06-07.
v) Business Energy Tax Credit (BETC)
The City is attempting to get a tax credit for the money provided to RVTD over the last
few years for bus subsidies.
5. RISK REDUCTION
a) Herbicide Policy
b) EMF Policy
c) Revisions to City Emergency Management Plan
d) Ongoing training and simulations of emergency situations
e) Ongoing safety training of City field personnel
f) (Y2K preparedness)
g) Community Emergency Response Team Program
h) (Fire and Police Department videos)
i) (School safety programs)
j) (New fuel tanks at the City yards and airport)
k) (Riparian video)
I) (Riparian workshops)
m) (Wildfire forums)
n) (Siskiyou Blvd Reconstruction)
0) Community Wildfire Plan
p) Water Street Bridge
The City has replaced the Water Street Bridge over Ashland Creek between "B" Street
and Van Ness. This new bridge is designed to improve water passage during high
water events.
Page 6 of8
q) New Pedestrian Bridge Over Ashland Creek
The replacement of the old wooden pedestrian bridge adjacent to the new Shasta
Building is designed to improve water passage during high water events.
6. SAFE PRODUCTS AND SERVICES
a) Herbicide Policy
b) Environmental training for Public Works field personnel
c) (Consultation by Public Works with AWP members or other local experts on appropriate
environmental techniques)
d) Construction notices to affected properties in advance of Public Works projects
e) (Certified Wood Program)
7. DAMAGE COMPENSATION
a) (Ashland Creek Restoration Project)
8. DISCLOSURE
m)
n)
0)
Page 7 of8
a)
Herbicide Policy
b)
EMF Policy
c)
Environmental training for City field personnel
d)
Construction notices for City projects
e)
(1998 Water Quality Report (published July 1999))
f)
g)
h)
(1999 Water Quality Report (published June 2000))
(2000 Water Quality Report)
(2001 Water Quality Report)
(2002 Water Quality Report)
(2003 Water Quality Report)
(2004 Water Quality Report)
i)
j)
k)
I)
2005 Water Quality Report
(City Source Energy Conservation video)
(City Source Water Conservation video)
Wildfire Hot Line
9. ENVIRONMENTAL DIRECTORS AND MANAGERS
Dick Wanderscheid has Environmental Affairs as a designated responsibility.
10. ANNUAL ASSESSMENT
This is the tenth annual report submitted to the City Council as required by the 10th of the Valdez
Principles.
Page 8 of8
CITY OF
ASHLAND
Memo
DATE:
TO:
FROM:
RE:
August 18, 2006
Lee Tuneberg
Mike Morrison Jr.
Vehicle Efficiency
During the May 22, budget committee meeting; the issue of fleet efficiency was raised by
Counselor SiIbiger. He was concerned about our purchasing practices, and raised the
issue of several large pickups and SUV's planned for purchase. From what was said, it
appeared that he thought we were not being as efficient as we could be. Efficiency is one
of our primary goals when the type of vehicle for purchase is chosen. We do however
factor several things into efficiency other than just fuel economy. Many of the vehicles
we purchase are used for very job specific purposes. When we choose to request a large
vehicle for purchase, it's chosen because it is the most efficient vehicle for its intended
use. This year we have requested three I-ton pickups. One of them will be for the
Cemetery Department. That truck will have a small dump bed on it, as they use it to
carry dirt and other heavy materials on a regular basis; they are also required to tow a
trailer with their riding mowers, so a heavy duty truck is required for this. The Fire
Department has also requested a large pickup. They will be using the truck for a brush
truck which means it will carry fire fighting equipment used for fighting brush fires. This
equipment includes a pump, water tank, and hose assembly. This equipment when full of
water weighs close to I-ton, so a large truck is the only type of vehicle that will work in
this application. AFN is also looking to get a I-ton truck this year. The truck they are
replacing is often used to tow trailers, and carries a lot of weight. Even though the I-ton
pickup is larger, it will do the job more efficiently, and safer than a smaller truck. A
larger truck will pull a large load up a hill much easier than a lighter duty truck. In heavy
use applications, a heavy duty truck is actually more efficient than a light duty truck, as
the heavy duty truck does not have to be worked as hard to accomplish the same task.
The heavy duty trucks also last longer with heavy use as compared to the light duty
trucks.
Unfortunately at this time, a more efficient vehicle is not available for the Police
Department. The patrol cars are required to meet certain qualifications to be patrol rated.
At this time only two vehicles are available that meet these requirements. We do not
have a lot of choice when it comes to the patrol vehicles. For the detectives, we have
chosen to go with mid sized cars as they still need room to carry their equipment, but do
not require the patrol rating. The police department has requested to replace an existing
SUV with a new SUV. They have told us that for its intended use, and SUV is what is
required to do the job. They know better that anybody what it takes to do their job so I
don't feel it's my place to question this decision.
Maintenance Department
90 N. Mountain Ave.
Ashland, Oregon 97520
www.morrism.or.us
Tel: 541-552-2355
Fax: 541-552-2304
TTY: 800-735-2900
~.,
Weare looking to replace a small pickup and a small SUV with hybrid SUV's.
Both of the vehicles will be required to carry a small amount of materials and tools, so
something larger than a car is required. Also one of them gets into occasional off road
use, so four wheel drive is sometimes required.
lt was discouraging to hear that our choices were considered inefficient. Job
efficiency is a primary goal in new vehicle purchasing. We take many factors into
consideration when making our decisions. Fuel efficiency is definitely one of these
factors, but with so many variables, fuel efficiency can vary greatly depending on use. A
heavy duty pickup will get better mileage while carrying a heavy load than a light duty
pickup would, carrying the same load. Also if the trucks are to be used in a heavy use
application, which many of our vehicles are, heavy duty larger vehicles hold up much
better, therefore last longer, and don't have to be replaced as frequently. Overall job
efficiency, not just fuel economy is what we take into consideration when we choose
what type of vehicle to purchase. If a larger vehicle can do in one trip, what a smaller
vehicle could do in two trips, but does not require twice the fuel, the larger vehicle is
more efficient in both fuel and time.
I understand and appreciate what Counselor Silbiger had to say, and would like to
let him know that efficiency is very important to us. With only seeing what vehicles we
have requested, but not knowing what those vehicles are to be used for, it must look like
efficiency was never considered. I would like to let him know that this is definitely not
the case. We identified more than twenty city vehicles that we can replace with hybrids;
we are also looking to reduce the size of some of our vehicles as it comes time to replace
them. Unfortunately in many cases, due to the work required, only heavy duty, large
vehicles can do the job we need them to do.
lt is unfortunate that Counselor Silbiger has had to raise this issue six years in a
row with no response. I want to convey to him that everything he said was heard and
understood. I would be more than happy to discuss how present and future purchasing
requests will have his comments and suggestions in mind.
Maintenance Department
90 N. Mountain Ave.
Ashland, Oregon 97520
www.morrism.or.us
Tel: 541-552-2355
Fax: 541-552-2304
TTY: 800-735-2900
r~'
CITY OF
ASHLAND
Memo
DATE:
TO:
FROM:
RE:
August 18, 2006
Joe Strahl, Dick Wandersheid, Mike Morrison Sr. and Gino Grimaldi
Mike Morrison Jr.
Green Fleet Motion
We appreciate the opportunity to provide you with information on how the city fleet maintenance
division currently purchases and maintains our fleet. While the term "Green Fleet" is a new term, these
ideas are not new ideas to the city, and we appreciate the opportunity to share our current and future plan
with you. We have, over the past ten plus years, had efficiency as one of our leading priorities when it
comes to the purchase and maintenance of our city fleet. It has only been in the last couple years that
practical alternatives to conventionally powered vehicles have become viable. This has finally given us
more tools to improve the efficiency of our fleet, while at the same time maintaining the current level of
service that our community expects from us. The make up of our fleet will continue to change as new
and more efficient vehicles become available. City councilor David Chapman recently made a motion
to direct the city staff to design a green fleet program and report back to the city council for approval.
This type of strategy has been in place for some time now, this is however the first opportunity we have
had to put it into writing, and share it with you. We have responded to the example strategies that
Councilor Chapman has purposed and below is a response to each of those examples. Again, thank you
for the opportunity to share this information with you.
1. Collecting data. Catalog city vehicles and their fuel consumption (MPG). What is the total
cost of fuel in both money and environmental impacts.
We have been asked to show the efficiency of our fleet by reporting the miles per gallon, of
individual vehicles in our fleet. This would be a very labor intensive task and we feel this is not
an accurate way to demonstrate our improvements. The job performed by our fleet is different
every day, ifthe vehicle is required to pull a trailer, the miles per gallon will be much lower than
if the same vehicle is driven to Medford and back. Without giving a detailed report of what the
vehicle is being used for, miles per gallon is not an accurate way to report efficiency. Through
the course of a year, the amount of work performed will be similar from year to year. If we are
able to continue to do the same, or even more work, while at the same time reducing the amount
of fuel used, this demonstrates that we are improving the efficiency of our fleet.
The graphs below show the amount of fuel used each of the last five fiscal years, and also
show the number of vehicles, both diesel and unleaded that the city has owned each of the last
five years. While the number of vehicles has gone up 4.5%, the amount of fuel used has gone
down 7.5%. The reason for this is that as vehicles are replaced, we evaluate the use of that
vehicle, and purchase the most efficient vehicle for that job. In several evaluations we have
Maintenance Depl
90 N. Mountain Ave
Ashland, Oregon 97520
morrism@ashland.or.us
Tel: 541-552-2355
Fax: 541-552-2304
TTY: 800-735-2900
r~'
found that a medium duty pick up is not capable of doing the job as efficiently as a heavier duty
pick up. We have replaced several medium duty unleaded pick ups, with heavier duty diesel
pick ups. Many of the jobs require the trucks to carry heavy loads, or pull large trailers. The
larger pick ups are able to do this much easier, therefore more efficiently than the lighter duty
pick ups, also in a safer manner. We have also switched several trucks from medium duty
trucks, to light duty trucks. If the primary use of the truck is to move people, we have switched
to light duty trucks like the Ford Ranger. We have considered cars for some ofthese positions,
but the small pick ups have some advantages that make them more valuable. Weare still able to
carry the tools and equipment necessary to do the job, also we are able to keep things out of the
passenger compartment, like ground marking spray paint, which we would not be able to do with
a car. We will continue to evaluate vehicle use as it comes time for replacement, and we will
continue to keep efficiency as one of our top priorities.
60,000 . 80
70
50,000
60
40,000
50
Number
Gallons 30,000 of 40
Vehicles
30
20,000
2000- 2001- 2002- 2003- 2004-
2000- 2001- 2002- 2003- 2004- 2001 2002 2003 2004 2005
2001 2002 2003 2004 2005
37665 37708 40276 37466 38569 49 48 49 50 51
!I Diesel
56214 49362 48806 43945 48207 72 73 74 76 76
. Unleaded
10,000
II II II II II I
II II II II II I
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Maintenance Depl
90 N. Mountain Ave
Ashland, Oregon 97520
morrism@ashland.or.us
Tel: 541-552-2355
Fax: 541-552-2304
TTY: 800-735-2900
r.l'
l' I
2. Optimizing vehicle travel, operation, and maintenance. This should include eliminating the
need to idle vehicles (including Police vehicles).
Part of the responsibility of the person planning a job is to do it as efficiently as possible. This
means that vehicle travel is kept to a minimum, only necessary equipment is used, the fastest
route to and from the job is used, and when a piece of equipment is not in use, it is turned off.
We have had some special considerations lately with the police department. They added
computer to their cars in the last couple years, and because of this we have had some related
electrical issues with the cars. The computers are used to give the officers up to the minute
information on situations, including pictures of people they are looking for, and vehicle
information. In the event of an emergency, this information is critical, and can not wait for the
computer to boot up. It can take as long as five minutes for the computer to boot up and for the
officer to log in. The computer draws almost as much power as the head lights, if the officer has
to be out of the car, the car has to be left running or the battery will drain. This is why the police
cars have been seen idling. We tried two different remedies to this situation. We installed an
Optima battery into one of the police cars. This is a very heavy duty battery, that can be
discharged longer and still have enough power to start the car. The other option we tried is to
add a second battery, and a battery isolator to the trunk of the police car. This will allow the
computer to run off of one of the batteries when the car is shut off, and the car can be started
using the other battery. Both of the options require time and money to install, and both of them
have their own drawbacks. We gave both options a three month test period. The three months
was up in November. The option that proved most reliable is installing a second battery and
battery isolator in the trunk. We are currently getting all the necessary parts together for the
installation, and coordinating with the police department to begin installation. Each car will be
out of service for three days as the upgrade is installed, we are working with the police
department so we don't interrupt their work schedule. There are times around the holidays when
they need every car available to them. Weare also replacing two cars in the next 4 months. We
are not going to install the upgrade into those cars; instead we will wait and install them into the
new cars when they arrive. We should have the upgrades done to the other five cars by the end
of January.
We will also send a memo to all department heads, from the maintenance staff, asking
them to remind all their people to keep idling to an absolute minimum.
Our maintenance program will continue to be proactive and prevent foreseeable problems
before they occur. We keep all our vehicles running their best, so they run as clean and
efficiently as possible. We also try to keep some continuity in our fleet, this way we can monitor
problems with vehicles, and anticipate similar problems occurring, in similar vehicles.
3. Substituting other travel modes, or reducing the need to traveL
In an effort to do things more efficiently, we have made a couple changes in our fleet. It used to
be common for someone to use a pick up to travel around the service center. The area to cover is
fairly large, and walking is not practical to do things quickly, or to move parts and equipment.
We recently replaced the use ofthat truck, with a much more efficient golf cart. We are doing
this on a trial basis, and if it works, we will continue to use the golf cart, therefore eliminating
the use of that truck. Our cemetery department uses a small, efficient cart to maintain the
grounds at the cemetery, rather than using the larger truck, to do the same job.
Maintenance Depl
90 N. Mountain Ave
Ashland, Oregon 97520
morrism@ashland.or.us
Tel: 541.552.2355
Fax: 541-552-2304
TTY: 800-735-2900
r~'
" I
We currently try to keep our travel to a minimum. We will save up items to make one
trip, rather than several trips to the same place. If two people need to go to the same place, they
will work it out with their schedule to go at the same time and ride together. The need to travel
is a necessary part of our job, we do try to do it as efficiently as we can, and will continue this
practice in the future.
4. Using clean fuels in existing equipment when possible.
We currently use oxygenated fuel in the winter to reduce emissions. We also have one truck that
is powered by natural gas. Unfortunately, do to the local infrastructure, there are only two places
in the valley to fuel this truck, therefore it is not practical for us to expand our natural gas fueled
fleet at this time. We also have a propane powered forklift, and a battery powered forklift.
We have looked into the use ofbio-diesel, but at this time we do not recommend the use
of this fuel. We have checked with every manufacturer of diesel engines that the city currently
owns, and all of them say use it in low concentration, and use it at your own risk. This means
use it at a 5% bio-diesel, 95% conventional diesel mixture, and if there are any problems caused
by the bio-diesel, they will not be covered by the manufacturers' warranty. The problems with
bio-diesel is that it does not store well, due to bacteria growth, it has reduced power, so vehicles
do not run as efficiently, and it has a tendency to get thick or gel, in cold weather, this can
prevent an engine from starting until the fuel warms up. We will not use bio-diesel in our
emergency equipment, like ambulances, fire trucks, and snow plows, and we would prefer to not
use it in the rest of our fleet at this time. We will continue to monitor the progress ofbio-diesel,
and ifthe problems are corrected, hopefully in the future we can begin converting our fleet to
bio-diesel mixture of fuel.
5. "Right-Sizing" vehicle fleets by downsizing and eliminating vehicles.
This year we are going to remove an older water truck from service, it is not used as much as it
used to be, and is not a necessary piece of equipment for our city. We will be selling it in our
next sealed bid auction.
We are currently replacing two outdated fire engines, with one newer, up to date engine.
One of the older trucks has already been sold, and the other one has been removed from service
in preparation for it disposal. We have had some difficulty if finding a suitable used truck, to
replace the two older trucks, but we hope to find something by the end of the fiscal year.
It has been the practice of the maintenance division to add only what is definitely needed
to the fleet. In most cases, if we purchase something new, something old is removed.
Our fleet has grown slightly in recent years, but this reflects the growth of our town. The
fire department added an ambulance to comply with federal regulations; they also added an
"Urban Interface" fire engine that was purchased with a grant. The police department has
increased the number of patrol cars by one. This allows them to have enough patrol cars, when
one car is out of service.
We continually monitor the needs of our city departments, and as vehicles become
outdated or unused, they are replaced or removed from our fleet. We have been doing our best to
purchase the most efficient vehicle for its intended use, sometimes this means a larger vehicle,
often times it means a smaller vehicle. We will continue to purchase the most efficient vehicle
for its intended use, and only keep equipment that is being utilized to its full potential.
Malnlenance Dept.
90 N. Mountain Ave
Ashland, Oregon 97520
morrism@ashland.or.us
Tel: 541-552-2355
Fax: 541-552-2304
TTY: 800-735-2900
r~'
1" I
6. Purchasing the most fuel-efficient lowest emission vehicles and considering alternatively
fueled, hybrid and electric vehicles at replacement time.
In the past ten years, the city has owned an electric powered vehicle, a natural gas vehicle. We
have tested propane powered vehicles, bi-fuel (unleaded/natural gas) vehicles, and a different
brand, all electric vehicle. We had results at the time of testing that discouraged us from
purchasing those vehicles. It has only been in the last couple years that hybrid technology has
reached a point where it is reliable and practical. In November, the city received its first Hybrid
vehicle. So far the vehicle has exceeded our expectations as far as quality and power goes, we
are still waiting to see if the gas mileage is as good as expected. We have identified over 20
units in the city that could possibly be replaced by currently available hybrid vehicles, and if
something like a hybrid pick up becomes available, there are at least 15 other vehicles that can be
replaced by those. We will definitely consider hybrids as replacements. Attached is a
spreadsheet that identifies vehicles that can potentially be replaced by hybrid vehicles, along
with the year they are to be replaced.
The heavy duty trucks do not yet have a practical alternative. Weare limited to what we
can do with the larger trucks, as to what is available. With the heavy duty trucks, the newer we
can keep our fleet, the cleaner it will be. New trucks produce one eighth the emissions of trucks
built fifteen years ago, and emissions regulations are getting more stringent all the time.
Unfortunately, the only options for cleaner trucks are newer trucks. Emissions and efficiency are
closely related, so newer cleaner trucks, equal more efficient trucks. We upgrade our heavy
trucks regularly, but do to their high cost, and long life expectancy, it will be some time until all
our trucks have been updated to meet current emissions standards. We do however maintain our
fleet to run as efficiently as possible, and will continue our maintenance program to keep
emissions as low as possible.
7. Investigating state fleet pricing for green vehicles. See the State of Washington's contract for
the purchase of 500 Toyota Priuses for local governments.
Currently, we are able to purchase Honda Civic hybrids, Toyota Prius hybrids, and Ford Escape
hybrids off of the State of Oregon contract. The Ford Escape that we have purchased was
ordered using the State of Oregon contract. Weare able to get very good pricing on all three of
these vehicles, they are however several thousand dollars more than the non hybrid equivalent.
Some of the cost is made up in fuel savings, and this will playa roll in our future evaluations.
Thank you again, for the opportunity to present you with our current vehicle maintenance and
purchasing strategies, and we welcome any input, or suggestions as to how we could improve upon the
way things are currently done.
Maintenance Dept.
90 N. Mountain Ave
Ashland, Oregon 97520
morrism@ashland.or.us
Tel: 541-552-2355
Fax: 541-552-2304
TTY: 800-735-2900
r~'
CITY OF
ASHLAND
Council Communication
Meeting Date: September 5, 2006
Department: Public Works / En~i ering
Contributing Departmen.~:J\~ I
Approval: Martha Benne~ I ' \
A Resolution Setting a Public Hearing to Consider
Settlement of a Property Ownership Dispute in Timberline Subdivision
Primary Staff Contact: Paula Brown 552-2411 ~
E-mail: brownp@ashland.or.us '/~ .-
Secondary Staff Contact: Jim Olson 552-2412
E-mail: olsonj@ashland.or.us
Estimated Time: 5 Minutes
Statement:
There is a long standing dispute as to the ownership of an irregular parcel of land along the south boundary of the
Timberline Subdivision located in southwest Ashland. We are now in a position where the City and the surviving partners of
the original subdivision developers can amicably decide the ownership of the property without further legal action. It is
proposed that the City hold a public hearing to consider deeding the property, by Bargain and Sale Deed, to Joe and Ruth
Jarvis in exchange for a slope and utility easement, drainage easements and pedestrian path easements.
Background:
In 1964, Karl Windbigler (now deceased) and Joe Jarvis created the Timberline Subdivision and dedicated Hiawatha Place,
Starlite Place, Pinecrest Terrace, Ponderosa Drive and Timberline Terrace. Along the southerly boundary of the subdivision
a 57-foot wide strip of land was shown between the east right of way line of Timberline Terrace and Pinecrest Terrace.
Because of the configuration of the parcel and the lack of detail by the original surveyor, it is difficult to determine whether
this was or was not intended to be street right-of-way. Since this area is not shown as a lot with a corresponding lot number
or as a designated open space, the Jackson County Assessor has listed the area as right-of-way thereby removing it from
the tax rolls. Joe Jarvis, however, contends that the area was never intended to be a street and that the area was simply a
buffer between the subdivision lots and his property to the south. He further contends that the future streets were shown by
the dashed lines placed on the plat by the Surveyor and offers this as further proof that the area in question was not
intended for street right of way.
Physically the area is not suitable for street construction due to its steepness and the existance of a drainage way along
much of the length. The age of the subdivision makes further substantiation difficult as the surveyor and the second
developing partner are deceased and there are no city staff members with first hand knowledge of this plat.
There are a number of anomalies on the plat which invite questions regarding the true purpose of this property:
1. The strip of land is 57 feet wide which is unusual in that most all other rights of way within the subdivision or 47
feet wide;
2. The property is not named nor is it shown as a street on the subdivision plat;
3. With a slope of over 25%, the area is too steep to allow construction of a street;
4. The map shows a solid line separating the street dedication on Timberline Terrace from this parcel;
5. There are several dashed lines on the plat that appear to represent future streets which do not relate to the
presence of another right of way being located only a few feet to the north;
6. A recent lot book report by Land America Lawyers Title (commissioned by Joe Jarvis) shows the 57 foot wide
strip of land to be vested in Joe P. and Ruth Jarvis.
G:\pub-wrks\eng\dept-admin\SUBDIVIS\Timberline CC re 57 foot land 8 06.doc
r~'
The problematic nature of this area does not lend itself to a vacation process. A vacation would not be of benefit to either the
City or Jarvis as the title created would be of questionable value and this action would most likely not be acceptable to
Jarvis.
A possible legal action to resolve this dispute would be a suit to quiet title which could be initiated by Mr. Jarvis. Although the
City could make a claim for the property, it may be difficult to prove as no public use beyond a narrow drainage way has
ever been made of this property. The use of this property by Mr. Jarvis includes a water well. Mr. Jarvis has agreed to the
settlement of this dispute by the attached deed with easement reservations.
Related City Policies:
The City Council has the authority to decide matters regarding disposal of properties through deed or by vacation depending
upon type and use of the property. If the property was deeded to the City as right of way, the City must adhere to the
requirements of a street vacation process as set forth under ORS 271.080. If the property is considered to be owned in fee
simple by the City, not as right of way, ORS Section 227.725 - 726 applies. Both actions require full disclosure by
advertising the pending action in a local newspaper followed by a public hearing. Although this action does not fit neatly into
either category, it is advisable that the City fully disclose the action by following the requirements of ORS Section 221.725
which include:
1. Publishing a notice at least once during the week prior to the public hearing. The notice shall state the time and
place of the public hearing, a description of the property, the proposed use of the property and the reasons why the
City Council considers it convenient to dispose of the property.
2. Not earlier than five days after publication of the notice, the public hearing shall be held at the times and place
stated in the notice. Nothing in this section prevents a City Council from holding the hearing at any regular or
special meeting of the City Council as part of its regular agenda.
3. The nature of the proposed disposal and the general times thereof, including an appraisal or other evidence of the
market value of the property, shall be fully disclosed. Any resident of the City shall be given an opportunity to
present written or oral testimony at the hearing.
Council Options:
The Council may approve the attached resolution setting a time and date for a public hearing proposed for September 19,
2006 to consider approval of a deed to relinquish the City's right, title and interest in the 57-foot wide parcel as described,
with easement reservations, or
The Council may decline to approve the resolution and re-assert its ownership of the property through the pending suit to
quiet title.
Staff Recommendation:
Staff recommends that the attached resolution be approved to set a public hearing a Bargain and Sale deed would be
considered.
Potential Motions:
Council may move to approve the attached resolution setting a public hearing date, or
Council may move to reject the resolution and defend its ownership of the property in any future suit to quiet title.
Attachments:
Resolution setting a public hearing
Deed (proposed)
Copy of subdivision plat
Map of easements to be reserved and/or created
G:\pub-wrks\eng\dept-admin\SUBDIVIS\Timberline CC re 57 foot land 806.doc
r.,
RESOLUTION NO. 06 -
A RESOLUTION SETTING A PUBLIC HEARING TO CONSIDER SETTLEMENT
OF A PROPERTY OWNERSHIP DISPUTE IN TIMBERLINE SUBDIVISION
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1: The ownership of a 57 foot wide parcel of land located along the south boundary of
the Timberline Subdivision has been in questions for several years and has never been legally
resolved.
SECTION 2: The property is described as attached Exhibits A and B.
SECTION 3: The property is not identified by a tax lot number, is not on the county assessor's
assessment roll and has no market value established.
SECTION 4: The attached Bargain and Sale Deed has been proposed to relinquish any of the
City's right title and interest that it may have in the property to Joe and Ruth Jarvis who are the
original grantors of the subdivision.
SECTION 5: In exchange for the deed the City would receive valid easements for pedestrian
access, public utilities, slope and storm drainage purposes as further described in the deed.
SECTION 6: The Council will hold a public hearing in the Council Chambers at 1175 East Main
Street on September 19th, at 7:00 PM at which time and place citizens may appear or submit
comments prior to or at the hearing as to why the Bargain and Sale Deed should not be granted.
SEC.TION 7: .The City.Rec~r~er is directed to serve notice by publishi?g a notice ofthe public __ q/ i I
heanng once m the Dally TIdmgs newspaper not less than five days pnor to the date of the ;J L J .---:;
hearing. ~
SECTION 8: This resolution takes effect upon signing by the Mayor.
This resolution was read by title only in accordance with Ashland Municipal Code ~2.04.090 and
duly PASSED and ADOPTED this day of , 2006.
Barbara Christensen, City Recorder
SIGNED and APPROVED this
day of
, 2006.
John Morrison, Mayor
G:\pub-wrks\eng\dept-admin\SUBDIVIS\Timberline Resolution for Public Hearing re 57 foot land.doc
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Grantor:
Grantee:
Return Document To:
Consideration:
Send Tax Statements To:
City of Ashland, Oregon
Joe P. Jarvis and Ruth Jarvis, husband and wife, Living Trust
Joe and Ruth Jarvis
P.O. Box 788; Phoenix, OR 97535
$
Joe and Ruth Jarvis
P.O. Box 788, Phoenix, OR 97535
BARGAIN AND SALE DEED
The City of Ashland, Oregon, an Oregon municipal corporation, Grantor, conveys to Joe P. Jarvis
and Ruth Jarvis, husband and wife, Living Trust, Grantee, the real property described on the
attached Exhibit A.
BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT, THE PERSON TRANSFERRING
FEE TITLE SHOULD INQUIRE ABOUT THE PERSON'S RIGHTS, IF ANY, UNDER ORS
197.352. THIS INSTRUMENT DOES NOT ALLOW USE OF THE PROPERTY DESCRIBED
IN THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND
REGULATIONS. BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT, THE PERSON
ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPROPRIATE
CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES, TO
DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST PRACTICES
AS DEFINED IN ORS 30.930 AND TO INQUIRE ABOUT THE RIGHTS OF NEIGHBORING
PROPERTY OWNERS, IF ANY, UNDER ORS 197.352.
The true and actual consideration for this conveyance is $1.00 plus other property or value may be
a part of the consideration.
DATED this
day of
,2006.
CITY OF ASHLAND
BY
John W. Morrison, Mayor
BY
Barbara Christensen, City Recorder
State of Oregon
County of Jackson
This instrument was acknowledged before me on ,2006, by John W.
Morrison as Mayor of the City of Ashland, Oregon, and by Barbara Christensen, as City Recorder
of the City of AsWand, Oregon.
Notary Public for Oregon
My Commission expires:
Exhibit A
DESCRIPTION OF AN UNIDENTIFIED AREA LYING EASTERLY FROM
TIMBERLINE TERRACE AND SOUTHERLY FROM BLOCK 3 OF TIMERLINE
SUBDIVISION (Recorded) AND LYING SOUTHERLY FROM DEDICATED
PEACHEY ROAD (now PINECREST TERRACE) IN SAID SUBDIVISION
Commencing at a 11,4" iron pipe found for the most Westerly corner of Lot 1, Block 6 of
TIMBERLINE SUBDIVISION in the City of Ashland, Jackson County, Oregon; thence
along the Southeasterly right-of-way line of Pine crest Terrace (formerly Peachey Road)
South 62028' 09" West, 91.98 feet to the TRUE POINT OF BEGINNING; thence
continue along said Pinecrest Terrace right-of-way line South 620 28' 09" West, 1.19 feet
to a ';2" iron pipe found for the point of curve; thence along the Southerly right of way
line of said Pinecrest Terrace 198.70 feet on the arc of a 400.09 foot radius curve right
(the long chord bears South 760 11' 18" West, 196.67 feet) to the point of compound
curve; thence continuing along the Southwesterly right-of-way line of said Pinecrest
Terrace 125.80 feet along the arc of a 158.62 foot radius curve right (the long cord bears
North 670 12' 18" West, 122.53 feet) to the Southeast corner of Lot 6, Block 3 of said
TIMERLINE SUBDIVISION; thence North 890 59' 38" West, 152.00 feet to a 5/8" rebar
located at the Southwest comer of said Lot 6; thence North 890 58' 03" West, 105.65 feet
to the Southwest comer of Lot 7 in said Block 3; thence South 00 03' 46" East, 57.00 feet
to the South line of TIMBERLINE SUBDIVISION; thence along said subdivision line,
South 890 54' 56" East, 562.63 feet to the Southerly-Southeast comer of said subdivision;
thence along an East line of said subdivision North 00 03' West, 57.78 feet to the TRUE
POINT OF BEGINNING, containing 0.51 acres, more or less.
SUBJECT TO that 10-foot slope easement adjacent to the Southerly line of Pinecrest
Terrace as shown on the plat of TIMBERLINE SUBDIVION.
RESERVING THEREFROM:
A 10 foot wide pedestrian access and public utility easement located along the northerly
boundary of the above described parcel adjacent to Lots 6 and 7 of Block 3 of the
TIMERLINE SUBSIVISION as now recorded said easement to extend from the easterly
right of way line of Timberline Terrace to the westerly right of way line of Pinecrest
Terrace (Peachey Road).
ALSO RESERVING THEREFROM:
A 10 foot wide drainage easement as further described on attached Exhibit B.
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Council Communication
Update on the Schedule to revise the Conservation Element of the City's
Comprehensive Plan
Meeting Date: September 05,2006
Department: Electric & Community
DeVelopmen~
Contributing Depart. N/ A
Approval: Martha Benn
Primary Staff Contact: Dick Wanderschei ,
552-2061 wandersd@ashland.or.us
Secondary Staff Contact: Bill Molnar, 552-
2042, molnarb@ashland.or.us
Estimated Time: 15 minutes
Statement:
At the May 2, 2006 Council meeting, staff was asked to bring back a tentative schedule for
revision of the Conservation Element of the City's Comprehensive Plan. That is the purpose of
this communication.
Staff Recommendation:
Staff s proposed time line of this task would be for the Electric, Conservation and Planning staffs
to prepare a revised draft Conservation Element for review by the Conservation Commission in
May 2008. It is anticipated that it would take an additional 2-3 months for review and revisions
at the Conservation Commission level before it is forwarded to the Planning Commission for
their review and adoption. Based on their current work load, it is anticipated that they could
review, revise, and hold hearings on the draft in Oct. 2008-Feb. 2009. It could then be forwarded
to the Council in March 2009 for their consideration, revision and adoption. This staff proposal
is designed to coincide with BP A's Regional Dialogue decisions which could have significant
impact on the design of our electric conservation offerings.
Background:
The original, Energy Element to the City's Comprehensive Plan was adopted in 1982. It was
revised in 1991 and became the Conservation Element because it also included air quality and
water conservation in addition to the energy efficiency issues of the 1982 document. Although it
has been 15 years, most ofthe element is still viable and provides a strong basis for the City's
conservation activities.
Our relationship with the Bonneville Power Administration and their funding and planning for
efficiency investments is the main driver for our electric conservation activities.. This
relationship has not changed much since 1991 and should remain in its current form until
October 1, 2011.
After 2011, our relationship with BPA on conservation may change radically. BPA has just
released a "Long Term Regional Dialogue Policy Proposal" which envisions a major shift in how
BPA will operate post 2011. They are accepting public comments until September 29,2006 and
1
hope to issue their Record of Decision (ROD) in January, 2007. BP A's initial proposal is that
they will allocate the existing Federal Base Electric Generation output to utility customers as a
Tier 1 resource at a less expensive rate. Utilities will then be able to buy additional Tier 2 power
at a higher rate to augment their Tier 1 purchase or they can acquire their own resources through
the building of generation or the purchase of power from sources other than BP A. While no one
knows or will know until 2009, how much actual Tier 1 power will be available in 2011, it is
estimated to be between 90- 100% of 2011 needs.
While most smaller utilities will probably continue to rely on BP A to purchase Tier 2 power, the
economies of energy efficiency, load management and demand response could be significantly
different than what we encounter currently in our relationships with BP A.
BPA's schedule for the development of these long term contracts is a follows:
Estimated Schedule
Milestone: Date:
Formal BP A Policy Proposal released July 2006
Public comment on Formal Proposal, and
continuing effort to reach consensus on issues. July-September 2006
BP A Review of Public Comments October-November 2006
Administration Review Estimated November 2006-January 2007
Publish BP A Regional Dialogue Policy and
Record of Decision (ROD) on long-term issues January 2007
Negotiate and develop New Contract
Prototypes, Bases on Policy and ROD February-December 2007
Develop Tr.ansparent Net Requirements,
Determination Process, and Propose Revisions February-October 2007
to 5(b )9( c) Policy
Perform staff analysis and public workshops to
develop Long-Term Rate Methodology (Pre- August 2006-January 2007
7(i) phase)
7(i) process to establish Long-Term Rate
Methodology February-October 2007
Window for Limited Bilateral Negotiations January 2008-April 2008
New Long-Term contracts signed by BPA and
customers April 2008
7(i) process to set rates for FY 2010-2011
(subscription contracts) November 2008-August 2009
7(i) process to set rates for FY 2012 rate period
(Regional Dialogue Contracts) November 2010-August 2011
Service and Rates Under New Contracts Begin October, 2011
Service Under Regional Dialogue Contracts
Ends September, 2027
2
Since the relationship with BP A and the new allocation scheme is central to the issue of our
electric conservation activities, it seems prudent to analyze the new BP A long term contracts and
how conservation is treated, credited, and funded before a major revision of the element is
undertaken.
Also, since the City has an extensive array of conservation activities that provide programs for
virtually all electric end uses of citizens and businesses, the City will continue to have City
funded initiatives to help them conserve electric that will remain in place in their current form
until the new contracts are entered into by the City and BP A and the City can revise the element.
In BPA's draft Regional Dialogue paper, they are proposing to credit the City with all City-
funded conservation done between 2006-2011 at 100%, and BPA funded activities at 50% in
determining Utilities Tier One allocations under the new 20 year contracts.
For these above reasons, staff is recommending the following schedule for revision of the City's
Conservation Element to the Comprehensive plan.
Conservation Element Update Schedule
Long Term
April 2008
May-July 2008
July-Sept. 2008
Oct.08-Feb. 2009
March 2009
New BP A Contract Signing
Staff Revision of the Conservation Element
Conservation Commission Review and Revision
Planning Commission Review and Revision
Council Review, Revision and Adoption
This schedule is staff s best estimate at present as a reasonable time line to accomplish this task.
With respect to any staff work associated with this revision it will have to be balanced with other
Community Development goals and tasks and meshed with annual goal setting to assure that the
resources are there to accomplish it as envisioned in this schedule.
Related City Policies:
The adopted Valdez Principals and the existing Conservation Element support resource
efficiency efforts for the City, Citizens and Business Initiatives.
Council Options:
A) Agree to the proposed revision schedule
B) Revise the proposed revision schedule
Potential Motions:
Move to direct staff to revise the City's Conservation Element as per the proposed revision
schedule.
Move to direct staff to revise the City's Conservation Element as per the revised schedule as
determined by the Mayor and City Council
Attachments:
N/A
3
CITY OF
ASHLAND
Council Communication
Second Reading of an ordinance Withdrawing an Annexed Area from Jackson
County Fire District No.5 (Crowson Business Center, LLC ANNEXATION,
593 Crowson Road)
Meeting Date: September 5, 2006
Department: Community Develop~ent
Contributing Departments: Legal .....A'1l ~
Approval: Martha Benn'l(V' I ~\'i
Primary Staff Contact: Bi31' 552.2042,
molnarb@ashland.or.us . ."-.
Secondary Staff Contact: Marla arris, 552-
2045, harrism@ashland.or.us
Estimated Time: 5 minutes
Staff Recommendation:
Staff recommends that the Council approve second reading of the ordinance.
Statement:
At the July 19, 2005 meeting, the Council approved the application for an Annexation of a 1.6
acre parcel located at 593 Crowson Road. The findings supporting that decision were adopted by
the Council at their November 16th, 2005 meeting.
In August 2006, the Council approved first reading of an ordinance withdrawing the area from
Jackson County Fire District No.5.
Background:
This is the final step required to withdraw this area from the special taxing district of Jackson
County Fire District No.5.
Related City Policies
Since the Council has already approved the land use ordinance portion annexing the area, it has
previously found that the applicable goals and policies of the City have been met by this request.
Potential Motions:
Approve second reading of the ordinance.
Attachments:
Ordinance
,.,
City of Ashland, Oregon - Ordinance
Page 2 of2
135.42 feet to the point of beginning.
End of Document - Back to Top
http://www.ashland.or.us/Page.asp ?N av ID=9 5 64&Print=T rue
8/31/2006
CITY OF
ASHLAND
Council Communication
Meeting Date: August 30, 2006
Department: Legal )
Contributing Departments: Fi~~~<i\,!
Approval: Martha Bene; r' \1\
Amendments To Tax Ordinances To Facilitate Submitting Delinquencies
to Collection Agency
Primary Staff Contact: Michael W. Franell 'rY-
E-mail: franellm@ashland.or.usl/
Secondary Staff Contact:
E-mail:
Estimated Time: 10 minutes
Statement:
Oregon amended its statutes in the 2003 legislative session to permit state and local government
entities to add collection agency fees to delinquent bills that are submitted to a collection agency. The
proposed ordinance amends our food and beverage tax and transient occupancy tax ordinances to
permit the addition of collection agency fees to delinquent accounts that are submitted to collections.
Background:
We currently collect a food & beverage sales tax on prepared foods and a transient occupancy tax
from businesses offering overnight accommodations. A few of the businesses that we deal with have
become severely delinquent, owing the City thousands of dollars. The current system of collections
has proved to be not very effective in a few instances and consumes a great deal of city staff time.
The City Council, at its February 21, 2006 meeting, directed staff to make amendments to the Ashland
Municipal Code to allow the addition of collection agency fees to delinquent food and beverage tax
and transient occupancy tax accounts that are submitted to a collection agency for collection. The
proposed ordinance accomplishes that purpose.
Related City Policies:
The provisions for transient occupancy tax and collections are found in AMC Chapter 4.24.
The provisions for the food and beverage tax and collections are found in AMC Chapter 4.34.
Council Options:
The Council can adopt the proposed ordinance as presented.
The Council could instruct staff to make additional amendments to the proposed ordinance.
The Council could reject the proposed ordinance, leaving in place the current enforcement system
which includes the City filing suit against delinquent businesses.
r~'
Staff Recommendation:
Staff recommends the Council adopt An Ordinance Amending The Transient Occupancy Tax And
The Food And Beverage Tax Provisions To Permit Fees To Be Added If Delinquent Payments
Are Turned Over To A Collection Agency on first reading by title only.
Potential Motions:
I move the Council adopt An Ordinance Amending The Transient Occupancy Tax And The Food
And Beverage Tax Provisions To Permit Fees To Be Added If Delinquent Payments Are Turned
Over To A Collection Agency on first reading by title only and move to second reading.
Attachments:
Copy of ORS 697.105
r~'
ORDINANCE NO.
AN ORDINANCE AMENDING THE TRANSIENT
OCCUPANCY TAX AND THE FOOD AND BEVERAGE
TAX PROVISIONS TO PERMIT FEES TO BE ADDED IF
DELINQUENT PAYMENTS ARE TURNED OVER TO A
COLLECTION AGENCY
Annotated to show deletions and additions to the code sections being modified.
Deletions are lined through and additions are underlined.
RECITALS:
1. The City of Ashland assesses and collects a transient occupancy tax and a
tax on prepared food and beverages.
2. A small number of operators subject to either or both of the taxes are
delinquent in their payments on taxes.
3. It takes significant taxpayer resources for the City to pursue collection of the
delinquent taxes.
4. The Oregon legislature amended the state statutes to permit the addition of
collection agency fees to the bill being collected.
5. In most instances, it is going to be financially prudent to refer delinquencies to
collection agencies for collection.
6. The City desires to amend its ordinances to provide for the addition of
collection agency fees to delinquencies referred to a collection agency.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Section 4.24.120 of the Ashland Municipal Code is amended to read:
SECTION 4.24.120 Actions to Collect.
Any tax required to be paid by any transient under the provisions of this chapter shall be
deemed a debt owed by the transient to the city. Any such tax collected by an operator
which has not been paid to the City shall be deemed a debt owed by the operator to the
city. Any person owing money to the City under the provisions of this ordinance shall
be liable to an action brought in the name of the City of Ashland for the recovery of
such amount. In lieu of filing an action for the recovery, the City of Ashland. when
taxes due are more than 30 days delinquent, can submit any outstandinq tax to a
collection aqencv. So lonq as the City of Ashland has complied with the provisions set
forth in ORS 697.105. in the event the City turns over a delinquent tax account to a
collection aqency. it may add to the amount owing an amount equal to the collection
agency fees. not to exceed the greater of fifty dollars or fifty percent of the outstanding
tax, penalties and interest owninq.
ORDINANCE PAGE - 1
o FILENAME \p G:\legal\Mike\Ordinances\F&B collections - rdlnl.docD
SECTION 2. Section 4.34.110 of the Ashland Municipal Code is amended to read:
SECTION 4.34.110 Actions to Collect.
Any tax required to be paid by any operator under the provisions of this chapter shall be
deemed a debt owed by the operator to the city. Any such tax collected by an operator
which has not been paid to the city shall be deemed a debt owed by the operator to the
city. Any person owing money to the city under the provisions of this chapter shall be
liable to an action brought in the name of the City Of Ashland for the recovery of such
amount. In lieu of filinq an action for the recovery, the City of Ashland. when taxes due
are more than 30 days delinquent, can submit any outstanding tax to a collection
aqency. So lonq as the City of Ashland has complied with the provisions set forth in
ORS 697.105, in the event the City turns over a delinquent tax account to a collection
aqency, it may add to the amount owinq an amount equal to the collection aqency fees,
not to exceed the qreater of fifty dollars or fifty percent of the outstanding tax, penalties
and interest owninq.
The foregoing ordinance was first read by title only in accordance with Article X,
Section 2(C) of the City Charter on the
day of
,2006,
and duly PASSED and ADOPTED this
day of
,2006.
Barbara Christensen, City Recorder
SIGNED and APPROVED this
day of
,2006.
John W. Morrison, Mayor
ORDINANCE PAGE - 2
D FILENAME \p G:\legal\Mike\Ordinances\F&B collections - rdlnl.docD
TITLE 52. OCCUPATIONS AND PROFESSIONS
CHAPTER 697. COLLECTION AGENCIES; DEBT CONSOLIDATING AGENCIES
COLLECTION AGENCIES
GO TO OREGON REVISED STATUTES ARCHIVE DIRECTORY
ORS S 697.105 (2006)
697.105. Fee for collection of debt owed public body; notice to debtor; amount.
(1) Except as provided in ORS 1.202 and 293.231, if a public body, as defined in ORS 174.109, uses a
private collection agency to collect a debt owed to the public body, the public body may add a reasonable
fee to the amount of the debt, payable by the debtor, for the collection agency fee incurred or to be
incurred.
(2) A fee may not be added under subsection (1) of this section unless the public body has provided
notice to the debtor:
(a) Of the existence of the debt;
(b) That the debt may be assigned to a private collection agency for collection; and
(c) Ofthe amount of the fee that may be added to the debt under subsection (1) of this section.
(3) Except as provided by federal law, the public body may not add a fee under this section that
exceeds the collection fee of the private collection agency.
HISTORY: 2003 c.66 ~ 1
CITY OF
ASHLAND
Council Communication
AN ORDINANCE AMENDING CHAPTER 2.52 OF THE ASHLAND MUNICIPAL
CODE RELATING TO RULES OF PROCEDURE FOR PERSONAL SERVICE
CONTRACTS /_~
Meeting Date: September 5, 2006 Primary Staff Contact: Mike Franell, 488-5350 vi 0
Department: Legal ~ franellm@ashland.or.us . ! l
Contributing Departments: Finance Secondary Staff Contact: Kari Olson, 552-2290
Approval: Martha Bennett olsonk((V,ashland.or.us
Statement:
This ordinance revises chapter 2.52 of the municipal code to simplify the process for the
selection of personal services contractors and to more closely track the limitations for public
contracting recently included in the revisions to chapter 2.50 that was approved on first reading
on July 18, 2006. The revisions add two exemptions from competitive selection for sole source
contractors and emergency contracts and raise the limit for selections using competitive quotes
from $25,000 to $75,000. The revisions also make the selection of architects, engineers and
surveyors subject to the same rules as other personal services contractors.
Staff Recommendation:
Adopt the amendments
Background:
Prior to the complete overhaul ofthe public contracting laws by the legislature in 2003, the rules
governing the selection of personal services contractors were adopted by council resolution. In
2005, chapter 2.52 ofthe municipal code was completely rewritten to incorporate into ordinance
form those rules as well as to update the rules to comply with the new legislation. Cl1apter 2.52 is
being revised at this time to further update the selection rules and to make them more consistent
with the competitive bidding rules adopted in chapter 2.50. For the Council's information, the
second reading ofthe ordinance amending chapter 2.50 will be scheduled for the same meeting
as the second reading of this ordinance to ensure they go into effect on the same day.
Related City Policies
The city for several decades has utilized a policy of competitive selection for public contracting
and for personal services contracting. As noted above, the existing policies are embodied in
chapters 2.50 and 2.52 of the municipal code. In addition the Department of Finance and
Administrative Services, Purchasing Division, augments the above policies and rules with its
Accounts Payable and Purchasing Procedures.
Potential Motions:
Move to second reading An Ordinance Amending Chapter 2.52 of the Ashland Municipal
Code Relating to Rules of Procedure for Personal Service Contracts
Attachment: An Ordinance Amending Chapter 2.52 ofthe Ashland Municipal Code Relating
to Rules of Procedure for Personal Service Contracts
r~'
ORDINANCE NO.
AN ORDINANCE AMENDING CHAPTER 2.52 OF THE ASHLAND MUNICIPAL CODE
RELATING TO RULES OF PROCEDURE FOR PERSONAL SERVICE CONTRACTS
Annotated to show deletions and additions to the code sections being modified. Deletions
are linod through and additions are underlined.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Chapter 2.52 of the Ashland Municipal Code is amended as follows:
Sections:
2.52.010
2.52.020
2.52.030
2.52.040
2.52.050
2.52.060
2.52.070
2.52.080
2.52.090
Chapter 2.52
PERSONAL SERVICES CONTRACTS
Definitions.
Purpose.
Personal Service Contracts Listed.
Rules and Procedure
Formal Competitive Selection Procedures-Exemptions.
Screening Criteria.
Selection Process.
Repealed by 2917
Repealed by 2917
Section 2.52.010 Definitions. The definitions set forth in Ashland Municipal Code
Section 2.50.010 are incorporated into this chapter as thouqh fully set forth in this
section.
Personal Service Contract: A personal service contract is a contract primarily for the
provision of services that requires specialized. technical. creative. professional or
communicative skills. talents. unique or specialized knowledqe. or the exercise of
discretionary iudqment skills. and for which the Quality of service depends on attributes
that are unique to the service provider. Such services include, but are not limited to.
architectures, enqineers. land surveyors and related services as defined in ORS
279C.120(6). accountants. attorneys, auditors and other licensed professionals, artists,
desiqners, computer programmers, performers. and consultants. The Public
Contractinq Officer, the City Administrator or their designee shall have the discretion to
determine whether a particular type of contract or services falls within the cateQory of
1
G:\Iegal\PAUL\ORD-new\AMC 2.52 amended 8-15-06.doc
personal services.
/\.. "Personal service contracts" include contracts for services that require
specialized technical, artistic, creative, profossional or communication skills or talent,
unique and specialized knowledge, or the exercise of discretionary judgment skills, and
for 'Nhich the service depends on attributes that are unique to the service provider, other
than contracts for an architect, engineer, land surveyor or provider of related services as
defined in ORS 270C.100.
B. "Purchasing ,^-gent" means the Finance Director or his/her designee who has the
authority to enter into personal service contracts.
C. "Formal competitive selection procedures" means procedures for the selection of
personal service contracts, which shall be the same formal procedures as are required
for the selection of goods and services as required by ORS 2708.060 (competitive
sealed proposals) and as clarified in the Model Rules, OAR 137 047 0260.
D. "Formal competitive selection process" meant:; the process of using formal
competitive selection procedures for the selection of personal service contracts.
(Ord 2917, Amended, 03/01/2005)
Section 2.52.020 Purpose.
Personal service contracts will be used to retain the services of independent contractors
(other than contracts for an architect, engineer, land surveyor or provider of related
services as defined in ORS 279C.1 00). Nothing in this section shall apply to the
employment of regular-city employees.
(Ord 2917, Amended, 03/01/2005)
Section 2.52.030 Personal Service Contracts Listed.
Pursuant to ORS subchapter 2701'..055(2), the following contracts or classes of
contracts for personal services shall not be subject to the rules of procedure of Chapter
2.50 or the Model Rules unless provided herein:
A Accountants;
^ .
, .ppralsers;
Computer programmers;
Laun'ers'
....1 ,
Psychologists;
Investment Consultants;
Insurance Consultants;
,^<dvertising Consultants;
Marketing Consultants;
Graphics Consultants;
Training Consultants;
Public Relations Consultants;
Communications Consultants;
Data Processing Consultants;
Management Systems Consultants;
8.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
2
G:\legal\PAUL\ORD-new\AMC 2.52 amended 8-15-06.doc
P. Any other personal service contracts or classes of contracts that the Purchasing
Agent or his/her designee identifies as personal service contracts.
(Ord 2917, Amended, 03/01/2005)
2.52.040
Rules and Procedure.
Personal service contracts are subject to the rules established by this section:
1\. Unless otherwise approved by the Purchasing Agent, all personal service
contracts shall require the contractor to defend, indemnify, and hold harmless the City,
its officers, agents and employees against and from any and all claims or demands for
damages of any kind arising out of or connected in any ':,'ay v.'ith the contractor's
performance thereunder and shall include a 'Naiver of contractor's right to ORS 30.285
and ORS 30.287 indemnification and defense.
B. Unless other\vise approved by the Purchasing Agent, personal service contracts
shall contain a provision requiring the person or entity providing the service to obtain
and maintain liability insurance coverage in at least the amount of the City's tort liability
limits, naming the City af; an additional named insured, during the life of the contract.
C. PJI personal service contracts shall contain all contract provisions mandated by
state law and by the Ashland Municipal Code. These provisions may be incorporated in
the personal service contract by reference unless otherwise provided by la\N.
A. All personal service contracts shall contain the provisions set forth in Exhibit A of
AMC 2.50 as well as any others required by federal or state law or the Ashland
Municipal Code.
B. All personal service contracts shall be siqned by both parties before any work or
service may commence.
D. The formal competitive selection procedures described in this section may be \\'aived
by the Purchasing Agent 'Nhen an emergency exists that could not have been
reasonably foreseen and requires prompt execution of a contract to remedy the
situation that there is not sufficient time to permit utilization of the formal competitive
selection procedures.
eC. Personal service contract proposals may be modified or withdrawn at any time
prior to the conclusion of discussions with an offeror.
F-D. The Purchasing Agent shall establish internal procedures for the review,
processing, and listing of all contracts, whether procured through a formal competitive
selection process, or exempt from the formal competitive selection procedures. Such
review shall include a method for determining compliance with these rules.
G. For personal service contracts that are anticipated to cost $5,000 or less, such
contractf; must be memorialized by a formal purchase order.
.H. For personal service contracts that are anticipated to exceed $5,000, but not
exceed $25,000, at least three competitive written quotes from prospective contractors
who shall appear to ha'/e at least minimum qualifications for the proposed assignment,
shall be solicited. Each solicited contractor shall be notified in reasonable detail of the
proposed assignment. I\ny or all interested prospective contractors may be interviewed
for the assignment by an appropriate City employee or by an intervie'l.' committee.
hE. For personal service contracts that are anticipated to cost in excess of $25,000,
3
G:\legal\PAUL\ORD-new\AMC 2.52 amended 8-15-06.doc
$5.000. the aDepartment-flHead for the department that needs the services shall make
the following determinations:
1. That the services to be acquired are personal services;
2. That a reasonable inquiry has been conducted as to the availability of City
personnel to perform the services, and that the City does not have the personnel nor
resources to perform the services required under the proposed contract; and
3. That the department has developed, and fully plans to implement, a
written plan for utilizing such services which will be included in the contractual statement
of work.
J. 1\11 personal service contracts exceeding $25,000 shall be based upon form31
competitive selection procedures, except as expressly provided in this subsection, or by
subsequent ordinance or resolution. For personal service contracts that 3re 3nticipated
to cost in excess of $25,000, the department head for the department th3t needs the
services shall follow the formal competitive selection procedures for formal competitive
se31ed propos31s as found in the Model Rules, OAR 137 047 0260. Regardless of
whether a person31 service contract is exempt from the formal competitive selection
process or not, no service or work may be performed until a purchase order has been
issued. This requirement m3Y be I.f.laived, however, \Nhen circumstances exist th3t
create 3 substantial risk of lose, damage, interruption of servicee or threat to public
health or s3fety and th3t require prompt action to protect the interests of the City.
(Ord 2917, Amended 03/01/05)
Section 2.52.050 Formal Competitive Selection Procedures-Exemptions.
Contracts for person31 services are exempt from formal competitive selection
procedures if 3ny of the following conditions exist: All personal service contracts shall
underqo a screening and selection process as outlined below except for these types:
A. The contr3ct amount is anticipated to be $25,000 or less. The contract has a total
value of less than $5,000 provided it is memorialized by a formal purchase order. A
personal service contract awarded under this section may be amended to exceed
$5,000 only upon approval of the Public Contractinq Officer, and in no case may exceed
$6.000. A personal service contract may not be artificially divided or fraqmented.
B. Contract amendments, which in the aggregate change the original contract price
or alters the work to be performed, may be made with the contractor if such change or
alteration is less than twenty-five (25%) of the initial contract and are subject to the
following conditions:
1. The original contract imposes binding obligation on the parties covering the
terms and conditions regarding changes in the work; or
2. The amended contract does not substantially alter the scope or nature of the
project;
4
G:\legaI\PAUL\ORD-new\AMC 2.52 amended 8-15-06.doc
If' I
C. The Purchasing Agent finds that there is only one person or entity \uithin a
reasonable area that can provide services of the type and quality required. The
Department Head finds, in writing and at his or her discretion, that there is only one
person or entity within a reasonable area that can provide services of the type and
quality required.
D. The contract for services is subject to selection procedures established by the
State or Federal government.
E. The contract is for non-routine or non-repetitive type legal services outside the Legal
Department.
F. The contract is for an emerqency as defined in AMC 2.50.080 and the procurement
procedure set forth in AMC 2.50.080 is complied with for awardinq an emerqency
contract.
(Ord 2917, Amended, 03/01/05)
Section 2.52.060 Screening Criteria.
The following criteria shall be considered in the evaluation and selection of a personal
service contractor for personal service contracts:
A. Specialized experience in the type of work to be performed.
B. Capacity and capability to perform the work, including any specialized services
within the time limitations for the work.
C. Educational and professional record, including past record of performance on
contracts with governmental agencies and private parties with respect to cost control,
quality of work, ability to meet schedules, and contract administration, where applicable.
D. Availability to perform the assignment and familiarity with the area in which the
specific work is located, including knowledge of designing or techniques peculiar to it,
where applicable.
E. Cost of the services.
F. Any other factors relevant to the particular contract.
(Ord 2917, Amended, 03/01/2005)
Section 2.52.070 Selection Process.
The following rules shall be followed in selecting a contractor for personal services:
A. Personal service contracts less than $5,000, may be awarded in any manner
deemed practical, including by direct selection or a'Nard by the Purchasing I\gent (or
any person with purchasing authority).
Ih For personal service contracts that exceed $5,000, but do not exceed $25,000
$75,000, at least three competitive written proposals from prospective contractors who
shall appear to have at least minimum qualifications for the proposed assiqnment, shall
be solicited. Each solicited contractor shall be notified in reasonable detail of the
5
G:\legal\PAUL\ORD-new\AMC 2.52 amended 8-15-06.doc
proposed assiQnment. Any or all interested prospective contractors may be interviewed
for the assiqnment by an appropriate City employee or by an interview committee. The
Department Head for the department that needs the services shall award the contract to
the prospective consultant whose quote or proposal will best serve the interests of the
City, taking into account all relevant criteria found in Section 2.52.060. The Department
Head shall make written findings justifying the basis for the award and retain such
records as required by AMC 2.50.110.
C. For personal service contracts that will cost $75,000 or more, the Department
Head shall award the contract based on AMC 2.50.090.
D. The City official conducting the selection of a personal service contact shall
negotiate a contract with the best qualified offeror for the required services at a
compensation determined in writing to be fair and reasonable.
(Ord 2917, Amended, 03/01/2005)
Section 2.52.080
Section 2.52.090
Repealed by 2917
Repealed by 2917
The foregoing ordinance was first read by title only in accordance with Article X,
day of
day of
,2006,
,2006.
Section 2(C) of the City Charter on the
and duly PASSED and ADOPTED this
Barbara Christensen, City Recorder
SIGNED and APPROVED this
day of
,2006.
John W. Morrison, Mayor
"r;)
6
G:\legal\PAUL\ORD-new\AMC 2.52 amended 8-15-06.doc
CITY OF
ASHLAND
Council Communication
Revisions to the Ashland Ethics Provisions
Meeting Date: September 5, 2006 Primary Staff Contact: Michael W. Franell/~ If--
Department: Legal ~ E-mail: franellm@ashland.or.us fry
Contributing Departments: Ai Secondary Staff Contact:
Approval: Martha BennerJ' \ E-mail:
Estimated Time: 20 minutes
Statement:
Attached is an ordinance which would amend the ethics provisions in Ashland Municipal Code. The primary change made
to the current ethics code is to also include elected officials and appointed officials in its applicability. A provision restricting
appointed officials from representing clients for hire before any body of the city on a matter that will or has come before the
body to which the official is appointed to serve has been added. Additionally, procedures for addressing the applicability of
the code provisions has been added, with the City Administrator making that determination for applicability to employees
and the City Council making the determination of applicability to appointed and elected officials.
Background:
The Ashland City Council held a study session March 6, 2006, to discuss the possibility of amending the ethics provisions
within the Ashland Municipal Code. After careful consideration the City Council indicated an interest in:
1) Amending the Ethics provisions currently in the Ashland Municipal Code to be applicable to elected and
appointed officials in addition to applicability to city employees;
2) Adding in a procedure for investigating and enforcing the ethics provisions;
3) Adding a provision similar to provisions in the Gresham City Charter which would require Ashland to have
ethics provisions in its municipal code which can be enforced locally.
The proposed ordinance would amend the ethics provisions in the Ashland Municipal Code to apply to elected and
appointed officials in addition to employees. Additionally, the amendments would prevent an appointed official from
representing clients for hire before any board or commission or before the City Council on matters which would come before
the board or commission on which the appointed official sits. The proposed changes also add exceptions for the use of
public property for private benefit for instances which are specifically set forth as a benefit of employment and for the
granting of special treatment or advantage to a citizen when provided for by law. Finally, the proposed ordinance permits
determinations of applicability by the City Administrator for applicability to employees and determinations of applicability by
the City Council for applicability to appointed and/or elected officials. The sanctions paragraph has been amended to
provide violations are considered cause for discipline.
Related City Policies:
None.
Council Options:
r~'
The Council could adopt the proposed ordinance amending the Ashland ethics provisions as stated
above.
The Council could amend the proposed ordinance.
The Council could reject the proposed changes, thereby, leaving the ethics provisions applicable only
to city of Ashland employees.
Staff Recommendation:
Staff recommends the City Council adopt An Ordinance Amending AMC 3.08.020 To Apply Ethics
Provisions To Employees, Appointed Officials And Elected Officials by title only on first reading
and move to second reading.
Potential Motions:
I move the Council adopt An Ordinance Amending AMC 3.08.020 To Apply Ethics Provisions To
Employees, Appointed Officials And Elected Officials by title only on first reading and move to
second reading.
I move the Council adopt An Ordinance Amending AMC 3.08.020 To Apply Ethics Provisions To
Employees, Appointed Officials And Elected Officials by title only on first reading as amended. . .
and move to second reading. (Note: If you make amendments, please be sure to identify the
included amendments when making this motion).
Attachments:
None.
r~'
ORDINANCE NO.
AN ORDINANCE AMENDING AMC 3.08.020 TO APPLY ETHICS
PROVISIONS TO EMPLOYEES, APPOINTED OFFICIALS AND
ELECTED OFFICIALS
Annotated to show deletions and additions to the code sections being modified. Deletions are
lined through and additions are underlined.
RECITALS:
1. The City of Ashland is committed to the highest ethical standards for its public
officials.
2. As a statement in that regard, in addition to any standards set forth by the state,
Ashland has had its own ethics provision applicable to public employees for more
than 25 years.
3. As a sign of continuing commitment to the highest ethical standards Ashland desires
to extend application of its ethics provisions to appointed and elected officials.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOllOWS:
SECTION 1. Section 3.08.020 of the Ashland Municipal Code is amended to read:
SECTION 3.08.020 Code of Ethics.
A. Declaration of Policy. The proper operation of democratic government requires that public officials,
including elected officials, appointed officials and employees be independent, impartial and
responsible to the people; that governmental decisions and policy be made in the proper channels of
the governmental structure; that public office not be used for personal gain; and that the public have
confidence in the integrity of its government. In recognition of these goals, there is hereby
established a Code of Ethics for all employeespublic officials, whether paid or unpaid.
The purpose of this Code is to establish ethical standards of conduct for all employees public officials
by setting forth those acts or actions that are incompatible with the best interests of the City of
AsWand. It is also the purpose of this Code to assist employeespublic officials in determining the
proper course of action when faced with uncertainty regarding the propriety of a contemplated action,
thereby preventing them from unwittingly entangling public and private interests.
Through adoption of this Code the City hereby expresses its intent to maintain high ethical standards
in the City service, and to increase public confidence in the integrity of City employeespublic
officials.
I
IB.
Responsibilities of Public Office. EmployeesPublic officials are agents of public purpose and are
employedengaged for the benefit of the public. They are bound to uphold the Constitution of the
United States and the Constitution of this State and to carry out impartially the laws of the nation,
state and the City, and thus to foster respect for all government. They are bound to observe in their
official acts the highest standards of morality and to discharge faithfully the duties of their office
regardless of personal considerations, recognizing that the public interest must be their primary
concern.
Page 1 of 4
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,^sflensH'lent:;.doc
C. Dedicated Service. All employeespublic officials of the City should be loyal work to support the
political objectives expressed by the electorate and the programs developed to attain those objectives.
Appointive officials and employees should adhere to the rules of work and performance established
as the standard for their positions by the appropriate authority.
Employees Public officials should not exceed their authority or breach the law or ask others to do
so, and they should work in full cooperation with other employeespublic officials unless prohibited
from so doing by law or by officially recognized confidentiality of their work.
D. Fair and Equal Treatment.
1. Interest in Appointments. Canvassing of members of the Councilor Mayor, directly or indirectly,
in order to obtain preferential consideration in connection with any appointment to the City
service shall disqualify the candidate for appointment except with reference to positions filled by
appointment by the Mayor or Council.
2. Use of Public Property. No employee public official shall request or permit the use of city-owned
vehicles, equipment, materials or property for personal convenience or profit, except when such
services are available to the public generally or are provided as municipal policy for the use of
such employee in the conduct of official business or as a specifically defined benefit in
compensation of employment.
3. Obligations to Citizens. No employeepublic official shall grant any special consideration,
treatment or advantage to any citizen beyond that which is available to every other citizen except
as otherwise permitted by law or ordinance.
E. Conflict of Interest. No employeepublic official, whether paid or unpaid, shall engage in any
business or transaction or shall have a financial or other personal interest, direct or indirect, which is
incompatible with the proper discharge of that employee's public official's official duties in the public
interest or would tend to impair independence of judgment or action in the performance of that
employee'spublic official's official duties. Personal, as distinguished from financial, interest includes
an interest arising from blood or marriage relationships or close business or political association.
Specific conflicts of interest are enumerated below for the-guidance of employees.~
1. Incompatible Emplovment. No employee shall engage in or accept private employment or render
services for private interests when such employment or service is incompatible with the proper
discharge of that employee's official duties or would tend to impair independence of judgment or
action in the performance of that employee's official duties.
2. Disclosure of Confidential Information. No 8public official mployee shall, without proper legal
authorization, disclose confidential information concerning the property, government or affairs of
the City. Nor shall any 8ll1ployee public official use such information to advance their financial
or private interest, or the fmancial or private interest of others.
3. Gifts and Favors. No employee public official shall accept any valuable gift, whether in the form
of service, loan, thing or promise, from any person, firm or corporation which to their knowledge
is interested directly or indirectly in any manner whatsoever in business dealings with the City;
nor shall any such employee (1) accept any gift, favor or thing of value that may tend to influence
the employee in the discharge of their duties, or (2) grant, in the discharge of their duties, any
improper favor, service or thing of value.
4. Representing Private Interests Before City Agencies or Courts. No employee whose salary is
paid in whole or in part by the City shall appear in behalf of private interests before any agency of
the City. An employee shall not represent private interests in any action or proceeding against the
interests of the City in any litigation to which the City is a party, unless the employee is
Page 2 of 4
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AmeRdment;.doe
representing himself/herself as a private citizen on purely personal business. No appointed
official shall represent a client for hire before the board or commission to which that official is
appointed or in any action of proceeding before another board, commission or the City Council
on a matter which came or will come before the board or commission to which that official is
appointed.
No employee public official shall accept a retainer or compensation that is contingent upon a
specific action by a-the City agency.
5. Contracts with the City. Any employeepublic official who has a substantial or controlling
financial interest in any business entity, transaction or contract with the City, or in the sale of real
estate, materials, supplies or services to the City, shall make known to the proper authority such
interest in any matter on which that employeepublic official may be called to act in an official
capacity. The 6Inployeepublic official shall refrain from participating in the transaction or the
making of such contract or sale.
AH employeepublic official shall not be deemed interested in any contract or purchase or sale of
land or other thing of value unless such contract or sale is recommended, approved, awarded,
entered into, or authorized by the employeepublic official in an official capacity.
6. Disclosure of Interest in Legislation. Any employee or appointed official who has a financial or
other private interest, and who participates in discussion with or gives an official opinion to the
Council, shall disclose on the records of the Council or other appropriate authority the nature and
extent of such interest.
F. Political Activity. No employee in the administrative service shall use the prestige oftheir position in
behalf of any political party. No employee in the administrative service shall orally, by letter or
otherwise, solicit or be in any manner concerned in soliciting any assessment, subscription or
contribution to any political party; nor shall an employee be a party to such solicitation by others; nor
shall an employee take an active part in political campaigns for candidates while in the performance
of duties in an official capacity.
No employeepublic official -shall promise an appointment to any municipal position as a reward for
any political activity.
I G. Applicability of Code - Employees. When an employee has doubt as to the applicability of a
provision of this code to a particular situation, they should apply to the City Administrator, who is
charged with the implementation of this code for an advisory opinion, and be guided by that opinion
when given. The employee shall have the opportunity to present their interpretation of the facts at
issue and of the applicable provision(s) of the code before such advisory decision is made. All such
requests for advice shall be treated as confidential. This code shall be operative in all instances
covered by its provisions except when superseded by an applicable statute, ordinance or resolution,
and each statute, ordinance or resolution action is mandatory, or when the application of a statute,
ordinance or resolution provision is discretionary but determined to be more appropriate or desirable.
H. Applicability of Code - Appointed and Elected Officials. When an appointed official or an elected
official has doubt as to the applicability of a provision of this code to a particular situation, they
should apply to the City Council for a determination. The official seeking a determination shall have
the opportunity to present any facts they deem relevant to the determination. They shall also have the
opportunity to present any argument they may have as to what they deem an appropriate
Page 3 of 4
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,'\meHement:;.doc
determination. The City Council, the Mayor or the City Administrator may request the City Att0111ey
to provide an advisory opinion based upon the facts presented. The determination of the City Council
as to the applicability of a provision of this code to a particular situation shall be final.
I. Definitions:
1) Employee - for the purposes of this section, the te1111 employee shall mean one who is hired and
paid a wage or salary to work for the City other than elected or appointed ofticials.
2) Appointed Official - for the purposes of this section, the te1111 "appointed official" shall mean a
person who is appointed to serve on one of the City's boards or commissions and shall also mean the
City Administrator and City Attorney.
3) Elected Ofticial - for the purposes of this section, elected official shall mean one who is elected
by the registered voters of the City of Ashland to serve the city and shall include: the Mayor, the city
councilors, the city recorder, the municipal iudge and the parks commissioners.
IH. Sanctions. Violation of any provisions of this codo should raise conscientious questions for the
employee concerned as to '.vhother yoluntMY rosi~'1lation or other action is indicated to promote the
bost interest of the City. Violation of any provision of this section, determined after notice and an
opportunity to be heard, shall constitute cause for disciplinary action.
The foregoing ordinance was first read by title only in accordance with Article X,
Section 2(C) of the City Charter on the
day of
,2006,
and duly PASSED and ADOPTED this
day of
,2006.
Barbara Christensen, City Recorder
SIGNED and APPROVED this
day of
,2006.
John W. Morrison, Mayor
Reviewed as to form:
Michael W. Franell, City Attorney
Page 4 of 4
FILENAME \p G:\legal\Mike\Ordinances\Ethics Amendments Ord - 2.docG:\legal'Mike\Onlinances\Ethic&
AIRenBIflents.doc
CITY OF
ASHLAND
Council Communication
Resolution Transferring Funds for Outside Legal Expenses
Meeting Date: September 5,2006. Primary Staff Contact: Michael W. Franell dt...d--
Department: Legal ~ E-mail: franellm@ashland.or.us '{ t1
Contributing Departments: Finan~l Secondary Staff Contact:
Approval: Martha Bennett ~ E-mail:
Estimated Time: 5 Minutes
Staff Recommendation:
Staff recommends council adoption of the attached resolution transferring funds in the
amount of $14,000 from the central service fund contingency to the legal department
contractual services line item.
Background:
During the budget cycle or the current year the amount we were allocating for outside legal
expenses was substantially cut since it is truly contingent in nature.
. Because of the unexpected departure of the assistant city attorney, we have entered into two
contracts for additional legal assistance. We have hired Paul Nolte on a contract basis to
work a couple days per week to assist in trying to keep up with the legal department
workload, until a new assistant city attorney can be hired. The contract with Paul has set a
maximum expenditure of $17,600. Additionally, we have entered into a contract with Eric
Kaufman to handle municipal prosecution services until a new assistant city attorney can be
hired. This contract has set a maximum expenditure of $3,000.
We can partially cover these expenses with the wages that we are not paying an assistant
city attorney during this time. However, we believe that we will still need an additional
$12,000 to stay within budget.
Additionally, we recently had a lawsuit filed against the City in Federal District Court for
violation of an AFN customer's free speech rights. We have hired outside counsel to handle
that matter and believe that we now have that matter resolved. We are anticipating the legal
expenses incurred in the filing of the answer and in resolving this matter to be under $2,000.
Related City Policies:
None.
rj.'
Council Options:
The Council can adopt the proposed resolution to provide the needed outside legal
assistance.
The Council could amend the resolution to provide for a different amount of transfer. In which
case the legal department will adjust its use of outside legal to conform with any changes in
the proposed transfer.
The Council could reject the resolution transferring funds. In which case the legal department
will discontinue its use of outside legal assistance and do the best it can to meet the workload
demand with existing resources.
Potential Motions:
I move Council approve A Resolution Transferring $14,000 in Funds from General Fund
Contingency to Legal Department Contractual Services to cover outside legal expenses.
Attachments:
Resolution.
,~,
RESOLUTION NO. 2006-
A RESOLUTION TRANSFERRING APPROPRIATIONS
WITHIN THE 2006-2007 BUDGET FOR OUTSIDE LEGAL EXPENSES
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1.
Because of the circumstances stated below, the Mayor and City Council
ofthe City of Ashland determine that it is necessary to transfer
appropriations as follows:
Central Service Fund
To: Administration Department, Legal Division
Contractual Services
From: Contingency
$14.000
$14,000
To Transfer appropriations from the Central Service Fund - Contingency to Contractual
Services. To cover outside legal expenses due to the vacant assistant city attorney
position.
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 September, 2006:
Barbara Christensen, City Recorder
SIGNED and APPROVED this _ day of September, 2006:
John W. Morrison, Mayor
Reviewed as to form:
Michael W. Franell, City Attorney
DOCUMENTS SUBMITTED AT THE
SEPTEMBER 5, 2006
COUNCIL MEETING
ASHLAND CHAMBER OF COMMERCE
Economic Sustainability Committee
May 3, 2006
Community Development Building, Siskiyou Room
3:00 p.m.
PRESENT:
Kate Jackson, Graham Lewis, Kate Jackson, Mark Marchetti,
Jac Nickels, Jim Teece
STAFF:
Kris DeGroodt, Mary Pat Parker, Sandra Slattery, Molly Wheeler
VISITORS:
Dudley Finch and Heidi Haehlen
Review of Airport Meeting:
· The committee met at the City airport on April 19. Lincoln Zeve said he would put together
a list of possible airport tenants. Graham and Sandra talked with Bob Skinner after the
meeting and he gave Sandra and Graham pilots' magazines. The Chamber may contact the
magazines for PRo Jim suggested Tara Labs as a possible tenant at the airport.
Rapid Response Team Meetings:
· Sandra said that another company is seeking help from the team and will meet with them
possibly on the I ih of March.
· Sandra and Jac met with an owner of a business that is interested in the Croman property and
some property on Washington Street. The company has turned in a pre-ap and two potential
schemes - one with and one without workforce housing - to see what response they get.
Their pre-ap meeting is May 10. Jac has requested the results ofthe meeting. .~
· The Rapid Response Team met with a gentleman and his wife who have had a verbal
agreement with one of the :xoperty owners, to set up some olp train
cars that would go from here to Yreka as scenic excursion trips. They need to find out if they
can get a permit. They own the cars and the engines and they would lease track time. The
trains only go 20 miles per hour
Railroad District Cleanup:
· Cleanup is to start in July.
Downtown Planning Meetings:
· Jac and others attended the downtown plan meeting. Jac believes any cost should be paid by
the City. There currently is no Planning Director, no Police Chief, no full Planning staff and
a City Administrator who is not on board yet. Jim noted that the Railroad District should be
part of the plan. Sandra would like the Chamber to have an opinion and/or a response to the
Crandall Arambula plan.
Economic Sustainability Comm Minutes 05032006
III
· Jim thinks the plan is sound but the $500,000 cost is too high. lac noted that there currently
is a downtown plan, but it has no flexibility. Every building needs to look historic, thereby
creating a fake history. The problem is getting a consensus, and that is not going to change.
Nanotechnology Business:
· Jac introduced Dudley Finch and Heidi Haehlen, who have a startup nanotechnology
business. They moved to Ashland in April from Colorado. He was a professor at the
University of Colorado and Heidi is a professional flutist. His background is scientific and
they are working with sound and acoustic technology for the Healing Arts. They are
interested in developing new business paradigms. Some of their product research and
development does involve importing people into the valley. The first product they developed
uses laser processing and must be shipped back and forth across the country. They would like
to assemble the products here and train people locally to assist. They believe they can make a
sustainable business and want to retain an R & D approach but could spin off products and
companies from that. Dudley and Heidi funded their first product by themselves. They would
like to find some local investors in order to expand their business. . The business does not
need much space (i.e., 2000 sq. ft.). Their current products are based on silicon wafer
technology and are used by biologists and scientists in electron microscopes. Future products
include medical devices.
· Dudley and Heidi showed the committee a nano coaxial cable, which can be used to measure
cell membrane potential at the nanoscale. This has implications for Alzheimer's and
Parkinson's disease and would be used to assist medical research.
· The committee asked what avenues they had pursued. They have talked to local people
through Sandra, contacted banks and have an agent in Medford. They would like to work
with more angel-type investors who share similar philosophies. Graham knows someone
who may be interested. Sandra noted that their type of business is the perfect industry for
Ashland and asked what can be done to incubate the process.
· It was asked what level of trained personnel they need. Answer: it could be technically
trained people. Much of the business could be a home-based assembly. No PhDs are
necessary; there is more a need for CAD (computer-aided design) skills.
Comprehensive Plan Review:
· Kate noted that the factual information in the Comprehensive Plan needs to be researched-
such as the number and types of jobs that are in Ashland. Not every city in Oregon has a
downtown plan. The Comprehensive Plan Ashland has is from 1982 and it does not need to
be done over again. Ashland has never amended its original Comprehensive Plan; the
downtown plan was originally used and then adopted.
Marketing Projects:
· City Directory: The Chamber will redesign the City Directory to reflect the website so that
the Directory will be visually more appealing.
· City Map: The Chamber will design a new City map - a small run of about 1,000 - which
will be in addition to the brochures already at the Chamber. It is not intended to be a map for
visitors. It could be useful to someone interested in relocation and realtors might also like it.
It will have available lands, information on where public transportation is, bike trails,
Economic Sustainability Comm Minutes 05032006
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locations where taxis park, and AFN hot zones. Suggestion: have an interactive map on the
website.
· Oregon Business Magazine website: The Oregon Business Magazine has purchased media
access software for its website, oregonbusiness.com, which is very expensive to advertise on.
Sandra asked the committee to look at the site and provide input.
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ASHLAND CHAMBER OF COMMERCE
Economic Sustainability Committee
April 19, 2006
Ashland Municipal Airport
3 :00 p.m.
PRESENT:
Kate Jackson, Graham Lewis, Colleen Padilla, Russ Silbiger, Bob Skinner,
Dennis Slattery, Jim Teece, Lincoln Zeve
STAFF:
Kris DeGroodt, Mary Pat Parker, Sandra Slattery, Molly Wheeler
VISITORS:
Next ESC Meeting: Wednesday, May 3, 3:00 p.m.
Bob Skinner is the fixed base operator and the manager of the airport via the City of Ashland.
The airport wants to be in top-of-mind-awareness and the City would like to see a quicker wayfor
them to become financially stable. They would like businesses like Sky Research. Bob said that
Sky had to face some difficulties in coming to the airport and the airport is lucky to have them.
The airport has to have 100% aviation related businesses for FAA property. Forty percent of the
land is AlP controlled in addition to the runway. Aviation businesses would have the most
interest in having a business here. Currently there is a helicopter operation at the airport which is
interested in remaining there in an out-of-the-way area. Infrastructure will have to go up to the
property, which will be expensive.
Additional hangar construction creates ground leases for the City. Hangars below 40' x 69' revert
to the City but they pay a ground lease. Hangars above 40' x 60' can be owned but they pay a
higher ground lease; the ground lease is 17 cents per foot a year. All utilities are City utilities.
The airport has calls weekly from people wanting hangar space or to move a business there, but
currently there is no place to put in a small hangar. The City put in 14 T hangars which were
immediately filled. Anyone wanting one has to pay $50 to wait on the T hangar list. Currently
there are a little over 85 hangars. Additional T hangars and private hangars will be possible at the
airport soon.
Expansion of the taxiway would allow hangars and business space. If the City wanted to grow
the airport, they could extend the runway and put in an instrument approach. But they are not
interested in doing this because of the neighbors. It is a VFR (visual flight rules) field. At some
point, the traffic will reach a saturation point and create a nuisance because of the noise. There is
some moderate expansion possible at the airport without creating saturation. If the runway were
lengthened, it would get jets which create more noise.
Economic Sustainability Comm Minutes 041906.doc
VLJs (very light jets) would be good traffic coming into Ashland, but it might go to Medford
instead of Ashland because of a lack of instrument approach at Ashland. The advantage of being
at the Ashland airport is that it remains out of the fog, which is not the case at Grants Pass and
Medford. The runway would not have to be expanded for the VLJ traffic. The City Council
desires a quicker move to profitability for the airport. The way to profitability is to have more
businesses and more aircraft.
The airport would like to have businesses like an avionics shop~ the more services the airport can
provide, the more it encourages people to be there. There are four mechanics at the airport
currently. A kit building airplane operation would be a good thing to have. An ultra light
business would be o.k. for the airport. Ground transportation from the airport is a problem.
Taxis can take an hour or more to get there. Bob Skinner will provide a list of desired operations
for the airport to the ESC Committee.
Bob invited the Chamber to be more involved with the airport to help meet its needs. Perhaps the
Chamber website could have a pilot resources plan indicating what is available at the airport.
Colleen asked for specifics on what is available at the airport. Bob will provide it to her. She
thought the airport could also be on the SOREDI site.
It was asked if there were any restrictions on businesses at the airport. The reply was that the
heights of buildings have to fit in the airport overlay. Any restrictions on size would be done by
the City, but they probably would not do it. Bob will provide the Airport Master Plan to the
Chamber once it is completed.
It was suggested that perhaps the City or the Airport Commission could fast track a business that
was interested in locating at the airport. The project would-still have to go through the City
Planning Department. Currently the airport has canned leases for T hangers and buildings and can
move forward at a fast rate. The process could be complete in 6 months.
Sandra suggested that the Chamber work with the airport to encourage private pilot fly-ins. Bob
will work with the Chamber on developing a plan.
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:-- -
ASHLAND CHAMBER OF COMMERCE
Economic Sustainability Committee
March 15,2006
Community Development Building, Siskiyou Room
3:00 p.m.
PRESENT:
Graham Lewis, Jac Nickels, Colleen Padilla, Jim Teece
STAFF:
Kris DeGroodt, Sandra Slattery, Molly Wheeler
VISITORS:
.
Property:
A group met to discuss the froperty. . will submit plans for the pre-ap within
zoning. If they get a positive feel from the Building Department, they will go ahead. If not,
they have a buyer for the property who would be a single user. Sandra will call one of the
businesses that might be interested in the facility to offer them the ability to meet and possibly
write a letter of interest in the plan and offer to show them the property. The ESC could
provide a letter of support for the business that is interested in the property.
Rapid Response:
· In Jac's discussion with a representative ofa food manufacturing company, it was indicated
that the business is thinking of doing another leased building.
· The City is expediting things for them and they are in the process of site review.
New Business Inquiries:
· Sandra and Mary Pat met with a hotel developer from of the Bay area who was scouting
Southern Oregon, and specifically Ashland. He was stunned by the price of the land and may
just want to invest in property for development.
· Two restaurants have been inquiring about property, but the two properties they were
interested in are now gone, having been purchased by competing interests.
· Sandra is setting up meetings for the nanotechnology businessman. He has received family
financing for the startup and has a product that is at market. He has offered to come to a
committee meeting to describe his business. Colleen suggested that businesses needing
financing meet with Bob Buoy and SOREDl Sandra said that he already did that but lacks
the necessary collateral.
Airport:
· Sandra received an email from an Airport Commission member who talked about meeting
with the Economic Sustainability Committee to talk with them. She also received a letter
Economic Sustainability Comm Minutes 031506.doc
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from a business in Eugene asking that the Chamber provide information on who the airport
users are.
· The Economic Sustainability Committee would like to tour the airport. Sandra will call AJan
about having the next meeting at the airport.
Survey:
· Sandra noted that the Chamber regularly has people ask what kinds of businesses are needed.
She suggested that there be a survey, probably a phone survey, on the buying patterns of
residents and businesses in Ashland and asked what kind of information the committee would
like to have. Donna Lane, of the SOU School of Business, has helped the Chamber with
surveys in the past and has the research class for spring. Molly will attend the first class to
describe possible survey projects for the teams.
Close: 5:00 p.m.
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ASHLAND CHAMBER OF COMMERCE
Economic Sustainability Committee
February IS, 2006
Community Development Building, Siskiyou Room
3 :00 p.m.
PRESENT:
Gino Grimaldi, Kate Jackson, Graham Lewis, John Morrison,
Jac Nickels, Colleen Padilla, Jim Teece
STAFF:
Kris DeGroodt, Sandra Slattery, Molly Wheeler
VISITORS:
CHAMBER REPORT:
· City Grant Presentation: Jac noted that the Chamber grant presentation to the City Council
was a monumental task and a great presentation. Graham and Sandra talked to two of the
Council members and, as a result, they now have a better understanding of what the Chamber
does. Sandra thanked John for the time he gave the Chamber and his kind words at the
meeting.
· Website: The graphics of the website are being fine-tuned with the designer. Sandra
displayed some representative pages and asked for any ideas from those present. Each portal
will have a pressroom on it. The Living & Doing Business Guide will be able to be accessed
and downloaded. The graphic work wiU be done by the end of February. Kate asked how the
site would work with dial-up. Jim will check on this
BUSINESS LOOKING FOR A SPACE:
· Sandra, Graham, Jim and CoUeen met with the owner of a software manufacturing busitless
who wants to stay in AsWand and is looking for a space. They may have 75 employees. and
are currently leasing two spaces. The leases for both buildings expire in 2007. The owner
also rents apartments for visitors who come to his business. The company has recreational
equipment for his employees. They need 16,000 to 20,000 sq. ft. and have expressed some
interest in Lincoln School as a facility. The company designs software for heaJthcare
insurance. The owner would like to stay close to the core downtown.
· Sandra, Jac and Graham met witl> brought the most
recent site plan. They are hesitant to put any more money into the site plan until they get
some direction from the City. They want to have an overall plan for the site. John Morrison
and visited the site and discussed what type of development it might be - what
would be the bottom line mix that would provide the most jobs.
· The A Street Marketplace is for sale. It is 16,000 sq. ft. and may be an option. The railroad
district is currently undergoing a contamination cleanup and because the railroad owns the
property, the project is moving very slowly.
Economic Sustainability Conun Minutes 021506.doc
· The company that wants to relocate feels like the Chamber wiIJ find it a place. The employees
own 30% of the company, the company plans to stay in AsWand and it has aU the right values.
The owner is also interested in owning a building on a long-term basis.
· The next step is to get details on sites and present the options. The railroad site is a possibility
and Jac will make the contact. Data will be compiled and then it will be determined how to
make the presentation.
NEW BUSINESS INQUffiY:
· Sandra has a possible relocation of a manufacturing firm. She is also looking for investors for
a nanotechnology business. The owner has a product and has orders for the product but
cannot fiU the orders without an infusion of capital. The owners have no collateral to get a
loan.
· Jim noted that the committee needs to find out how to create an emerging technologies
investment fund with local investors. There needs to be a database of the investor group
which is willing to take the risk. This committee would be the link. Graham suggested
getting a group together to create an emerging business investor group. Jim wiU do this.
· There are a number of companies looking for sites. Jim suggested that there be a meeting to
identifY the players and sites and to create a targeted plan. The Rapid Response Team s.hould
meet with the owners, the businesses, see the properties and talk about the inquiring
businesses.
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ASHLAND CHAMBER OF COMMERCE
Economic Sustainability Committee
December 20,2005
Community Development Building, Siskiyou Room
3 :00 p.m.
PRESENT:
Dave Dotterer, Kate Jackson, Graham Lewis, Mark Marchetti,
Mike Morris, John Morrison, Jac Nickels, Coneen Padilla, Dennis Slattery,
Jim T eece
STAFF:
Kris DeGroodt, Mary Pat Parker, Sandra Slattery
VISITORS:
INTRODUCTIONS:
· Sandra introduced Jac Nickels as the new Chair of the Economic Sustainability Committee.
Gentlemen from ",ere also introduced.
BUSINESS RETENTION & EXPANSION PROJECT UPDATE
· The BR&E Subcommittee and the Content and Design Committee have been meeting to
review the results and will be meeting with Rebecca Reid to plan the final report.
ECONOMIC SUSTAINABILITY COMMITTEE MEETINGS
· Committee meetings win be on the third Wednesday of each month at 4:00 p.m. in the
Siskiyou Room of the Community Development Center. .
· The next meeting will be on January 18, 2006. A BR&E surveyor local businesses has been
compiled and Rebecca Reid will discuss the results at that meeting.
OREGON BUSINESS SUMMIT MEETING:
· There will be an Oregon Business Summit meeting on January 9, 2006, in Portland at the
convention center. If anyone is interested in attending, let Sandra know.
JIM TEECE HONORED
· Graham honored Jim Teece for serving as the first Chair of the Economic Sustainability
Committee and for providing leadership for the past 2 ~ years.
OREGON BUSINESS MAGAZINE
· Sandra said that she and Graham met with the editor and publisher of Oregon Business
Magazine to discuss the Chamber's work in economic development, showcase the Living &
Doing Business Guide, the new "Destination Ashland" brand and the Business Retention &
Economic Sustainability Conun Minutes 122005.doc
Expansion survey through the Economic Sustainability Committee. They were impressed
with the programs and felt that the Chamber was very successful in using the tourism mode
and applying it to economic development. As a result of their interest, an article will appear in
Oregon Magazine in the January 2006 issue.
-PROPERTY
· One of the goals of the ESC committee is to promote existing businesses in the community.
has a parcel of land of a size people are interested in and the company is open
minded regarding a plan for the property. They asked if there would be impediments to
persons or businesses wishing to buy or use the property.
· At a Planning Commission meeting in the past, there was a proposal for a mixed use
development. It might have evolved into part residential with an industrial fringe to it. No
one is inclined toward a heavy industrial user; there should be a mix ofland uses within a
reasonable distance of employment. With a mix of uses, there can be compact urbanization.
Isked if it would be a good investment to provide the infrastructure. The fall-back
position is that the property is M- I. would be wiUing to explore some element of
affordable housing but they requested that input be provided to them.
e Two years ago, the City was unwilling to break up that industrial land. The City is now
willing to explore opportunities to see how something can happen. The Chamber has met two
or three businesses who are considering leaving AsWand but would like to remain here.
has believed aJJ along that the potential users for the property would come from
AsWand.
· Could some pieces in the property be developed prior to a full master plan? Yes, but that
would require a great deal of money to start the process of clean-up. would spend a
million or more cleaning it up.
· There should be a master plan for this property. The Planning Commission would want some
overall direction as to where the property was going before they would approve a zone (E- I)
change
· The question was asked if j had looked into Federal funding for the property clean up.
The answer was no. asked if the City would be willing to apply for funding. Tqe
answer was yes.
· Suggestion: Contact the people with an interest in the property. Clean-up can be done
incrementally. Infrastructure must be done in advance. asked ifit would be of value
to the City to freshen the plan now and then resubmit it. John Morrison said yes, that the City
should take a look at it.
· Are there areas of the property which could be used with no clean up? Yes. also
said that they have no clean-up related to DEQ.
· How does one develop and retain work force housing? There are models available to do this
for the City's purposes.
· Sandra told that she appreciated their willingness to work with the committee. The
committee will take the next step to see if the interested parties could meet with . If
the interested parties have a site plan and a time frame, that would be helpful. would
also like a clear direction on what their transportation element would look like. They thanked
the Chamber for the meeting and look forward to working with the Chamber on the project.
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· John Morrison noted that the City's goal is to help because it is tallcing about jobs
and housing. This meeting allows opportunities to speed the timeline.
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ASHLAND CHAMBER OF COMMERCE
Economic Sustainability Committee
September 28, 2005
Community Development Building, Sislciyou Room
3 :00 p.m.
PRESENT:
Graham Lewis, Mark Marchetti, Jac Nickels, Dennis Slattery,
Jim T eece
STAFF:
Kris DeGroodt, Mary Pat Parker, Sandra Slattery, Molly Wheeler
VISITORS:
Gordon Safley, SOREDI
BR&E PROJECT UPDATE
. Sandra said that Ann Seltzer, on behalf of Gino, asked if the Economic Sustainability
Committee would allow Gino to use the economic sustainability report, with a little twealcing,
for the Economic Element Revisions of the Comprehensive Plan. The committee agreed.
. Graham reported that the teams have been meeting with business owners throughout the city
and businesses will have been interviewed and surveyed when complete. Rebecca Reid will
format the results. The cluster approach has been applied to the survey. A small percentage
of the people did not wish to be interviewed. The committee will take a look at the results
after Rebecca is finished with it.
ENTERPRISE ZONES & ELECTRONIC COMMERCE OVERLAY: Gordon Safley
. Gordon distributed information on Oregon Enterprise Zone and Electronic Commerce
Overlay Requirements and Benefits to the committee. :
. There are two types of enterprise zones: one is an urban enterprise zone, like Medford, and
the other is a rural enterprise zone.
. An enterprise zone is set up to benefit industrial management facilities. There can be up to 49
zones in the state.
. The newest qualifYing activity is electronic commerce overlay and is for those who do 51% or
over oftheir business over the internet. A call center, therefore, would qualifY.
. In approximately 2001,4 electronic commerce overlaps were approved for an existing
enterprise zone. The past legislative session approved an additional 6 overlay enterprise zones
. If a business moved to an enterprise zone from a distance of more than 30 miles away, the
business would not qualifY for an enterprise zone because it displaced some employees. If it
were less than 30 miles away, the existing employees would commute to the new location.
. Ifbusinesses left Ashland and moved to Medford, and if the move was 30 miles or less, the
assumption is that the employees would move with the business. The hiring must be
maintained and new employees must be retained for 3 or 5 years.
Economic Suslainability Comm Minutes 09282005.doc
· To quality for an enterprise zone, the median income of the area needs to be 80% of the state
income. The state's median income is $40,916; Ashland's median income is $32,670, based
on the 2000 census. Based on the census data, Ashland would quality. Unemployment in
Ashland will not qualify; the median income will.
· A 10% increase in employment is a must in an enterprise zone.
· The e-commerce overlay can be used with an enterprise zone. Ashland should apply for both.
It is likely that there will be some opposition to establishing an enterprise zone; the advantages
to the community will have to be demonstrated.
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ASHLAND CHAMBER OF COMMERCE
Economic Sustain ability Committee
May 4, 2005
Community Development Building, Siskiyou Room
3 :00 p.m.
PRESENT:
Alan DeBoer, Gino Grimaldi, Kate Jackson, Graham Lewis,
Jac Nickels, Colleen Padilla, Jim Teece
STAFF:
Kris DeGroodt, Sandra Slattery
VISITORS:
WELCOME:
SUBCOMMITTEE REPORTS
· BR&E Survey Team: The team has the clusters and has identified who the businesses are in
the clusters. They are still working on the contract. Volunteers will be trained mid June,
surveys will be in July & August, data will go to Rebecca by Labor Day and results will be to
the public on October 13.
· Sandra said that some of the surveys should be made more useable and that should be
finalized next week. They looked at the key clusters, identified them and broke them down
into service, manufacturing, and entertainment. Sandra will email it to the committee.
Information should be kept confidential.
· Gino suggested having the Tidings do an article on the Ashland economy and the income
levels here. This committee could share information with them. Sandra noted that the team
has been cautioned to make sure that use of the end data is defined and will not broac!J
confidentiality. It needs to be decided how the information will be used. .
· Business License: The City does not yet have the new software. With the current process,
much of the data is hand entered. If there are changes to the business license, the business
sends them back with the check. If there are no changes, the business just sends the check
back. Jim asked if the form could be changed to allow the business' SIC code on it. He is
currently working with Cindy Hanks on this.
· Rapid Response Teams: The team met with again. He was going to pursue
two sites: one with Alan and one with Medford. On Monday Sandra received a call from a
business who would like to relocate here. A couple in Tennessee is also interested in moving
here. They will come in about a month.
OLD ITEMS
· AFN: Kate said that another meeting has been scheduled for Tuesday, May lOin the Council
Chambers. John and Kate are urging a decision. Kate indicated that the City is getting closer
to having a business manager and a controller in the Finance Dept. Many people like the
Economic Sustainability Comm Minutes 05042005.doc
Charter line-up. On AFN the pay per view is gone and there are no sports channels. AFN
needs City subsidization; one can't expect cable TV to carry AFN.
· SOREDI Opportunities & Challenges:
· Project Rudder - an airplane manufacturer. Ashland is still on the list.
· Project Green - an insurance call information center. They visited Monday with Sandra,
Gino and Mac. The company is in Oregon. They had chosen
5 communities and indicated that they were disappointed that Ashland hadn't presented a
proposal in 1988 when the project was called Project Form. They have visited Prineville,
Redmond, and Grants Pass and are focused on identifYing the community. They looked at
the Cantwell site, but they need up to 20,000 ft. and Cantwells would be cramped. Trinity
Lanes didn't fit either. Colleen talked to Steve Meister about Trinity Lanes and he thought
that there was a demolition ordinance which was a concern.
· The business does like the Northlight property. The company would provide 50 to 100 jobs,
the starting wages are good, and they run 9 companies in the iield. Their hope is that
in the future they might develop a --chooI. Charlie Mitchell of Grants Pass
wants to invite them back and Colleen would like to have them meet some businessmen in
Ashland on their next trip. She will keep them engaged and hope to get them back here in
July and August, aiming toward the end of July and the first of August.
· Project Arbor - They will probably relocate in a temporary facility for now. The business
plans to be here in June. The company has 5 employees and has purchased property on
Clover Lane and leased land on Tolman Creek Rd.
· Project Herb -Will visit again in July.
· Project Biggie: Will locate.
· Project Hinge - The project is going well. It is dependent on what happens with Biggie.
· -- - The company has plans to develop at the airport. They will add about 10
jobs in the Ashland area and would be interested in an additional hangar.
· Project Mate - Passed on to Portland
· Project Cowboy - A Pennsylvania company is interested.
· - This business wants to grow.
· - Has some property near n Mistletoe. The company is also
contemplating custom woodwork and mantels.
- Moving to Indiana.
They are expanding and have purchased property in Medford.
This business wants to grow.
- Will stay in Ashland and they are working with Batzer
Construction. They expect to hire an additional 15 employees.
':olleen will visit with them. They want to expand and they may take
some of their business out of state.
· Nanotechnology Firm - A husband and wife company wants to relocate here and they want
money. They asked about Angel investors and venture capitalists. Bob Swanby is doing
research on how to attract Angel investors.
· Development Enterprise Zones: There are currently 49 enterprise zones in the state.
Sandra spoke with Peter Buckley and Alan Bates who found that a main requirement is that
the city has to be at 80% of the median income for the state of Oregon. Ashland does not
:
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.
.
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Economic Sustainability Comm Minutes 05042005.doc
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have a very high income population so it needs assistance with any kind of program. Sandra
has asked the Employment Department for economic statistics.
· It was suggested that the Croman property or the RailroadDistrict might be a real opportunity
to get involved in an Enterprise Zone. Kate noted that the Croman site is zoned for
manufacturing and that it might help to retain that zoning.
NEW ITEMS:
· Community Forum: Jim Teece. Jim said that there is still a perception that economic
stability is taking ads in retirement magazines. He suggested that there be a public forum on
economic sustainability - perhaps in the Fall after the survey is done.
OTHER:
· It was asked if Mary Pat had come up with a list of people who attended the Ashland
Independent Film Festival. Sandra will find out.
· SOREDI has produced the Southern Oregon Profile which has good information in it.
Colleen will bring some to the next meeting.
'.
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ASHLAND CHAMBER OF COMMERCE
Economic Sustainability Committee
April 6, 2005,
Community Development Building, Siskiyou Room
3 :00 p.m.
PRESENT:
Alan DeBoer, Gino Grimaldi, Kate Jackson, Graham Lewis,
John MacLaughlin, Mark Marchetti, Jac Nickels, Colleen Padilla,
Jim Teece
STAFF:
Kris DeGroodt, Mary Pat Parker, Sandra Slattery
VISITORS:
WELCOME:
. Jim was contacted by a man in Japan by email who later came to visit him. Jim said, "They're
starting to study us over here." Jim is teaching a class on internet marketing at SOU on
Tuesday and Thursday evenings. School Board election will be May 17.
SUBCOMMITfEE REPORTS
. BR&E Survey Team: The team will select businesses to interview on Friday. Dave, Gino,
Jac, Graham, Mary Pat, Jim and Dave agreed to interview businesses.
. Data Collection & Reporting: After the interviews, the team will do a documentation of things
they experienced and there will be a feedback session at the end. The team would like to end
this stage by Labor Day. Interviews will be done in July and August and each team will
interview 4 businesses. Businesses are being picked by cluster; if anyone has a business that
should be included, email anyone on the team.
. Business License: Jim asked the City for a Business License form and nowhere on the form
did it ask for a SIC code. People should be encouraged to fill out the form because it captures
web addresses and emails of key people. Suggestions: What about moving the form fo an on-
line basis? Mac said he thinks the City has just purchased a new system to replace the
business application process. Jim will chat with Adam about this. Suggestions: Put a line in
the form to the effect that businesses are not double counted and identify which businesses are
changing hands (transferred or sold). The form asks for a SSN, date of birth, etc. All the
necessary fields are in the application. The application form goes out in June to have it pai<l
for the year.
. Maps and Aerial Photos: It would be nice to have GIS coordinates for the building the
business is in so that photos of the building can be shown on the website. Perhaps the
coordinates could come from the Business License form.
. Questions that come up about business locations: How do we compile that to have the data
which complies with builder requests? Answer: The MLS has that information already. Jim
will look into MLS.
Economic Sustainability Comm Minutes 04062005.doc
· Brochure: The teams would like to put out a brochure. The brochure should require
information from businesses and there may need to be a pre-filtering process in it before
talking to people.
· Follow-up and Reporting Process:
e Sandra received a letter today from people who have a business involving nanotechnology and
biosensors and want to relocate their business. Jim and Sandra will contact them.
· Project Rudder: Colleen has no new news on this. Alan DeBoer asked if someone from the
airport could contact them. Colleen will let Alan know.
· Request for additional consultation: wants to meet with the team again. The business
operates here with various sites in the community. He wants to know ifit's better to stay in
Ashland with these various sites or to move to Talent or Phoenix. Jac said that the team
should listen to him and give him their opinions. Alan concurred. He noted that many people
want the team to do window shopping and to use them as a business consultant.
OLD ITEMS
· AFN: Jim asked ifSOREDI had anything they can do with low interest loans for AFN.
Colleen indicated that they need a grant, not a loan. The primary concern about AFN is how
it to make it profitable. Suggestion: Could an enterprise zone be tied into AFN? Alan
mentioned that there's a 20 million dollar leftover from the lottery. Would that grant be
available for AFN? Colleen will talk to Gordon and Larry about that. It might also be helpful
to talk to Alan Bates - perhaps there is something in the Governor's budget to help. Kate will
talk to the Governor.
· SOREDI Opportunities & Challenges:
· Project Rudder No news.
· Project Green - an insurance call information center. They were sent 2 sites in AsWand _
Cantwell's Market and the former Trinity Lanes - and 2 in Grants Pass and they will come to
AsWand. They're looking for a long term lease and need 10,000 s.f Prineville and Redmond
are also cities they are interested in. AsWand was the only one who did very fine research and
provided detailed information. Project Green will visit the sites on May 2 at 1 :00 p.m.
· Project Arbor - The business plans to be here in June. The company has 5 employees and has
purchased property on Clover Lane and leased land on Tolman Creek Rd.
· Project Hurt -This business plans to visit in July.
· Project Biggie: This is a local expansion of a local company ad they need to expand
immediately. They are looking in Medford and White City. Mac and Gino have met with
them.
· Project Hinge - A Michigan company wants to move to Ashland.
· - The company has plans to develop at the airport. They will add about 10 jobs
in the Ashland area and would be interested in an additional hangar.
· Proiect Mate - A California Company considering AsWand, Bend and Portland. SOREDI is
giving them metro comps - a comparison of the cities~ Jim requested a copy' of the comps
· Proiect Cowboy - A Pennsylvania company is interested.
· - This business wants to grow.
· ;as been recently purchased and is moving to Indiana. will
remain inTalent and will move in 6 to 12 months to Indiana.
Economic Sustainability Corum Minutes 04062005.doc
2
. Annual Report to City: The Chamber wrote the report and turned it in to the City. Gino
said it was great. Kate needs a copy. Gino will get her one.
. Commuter Train: No new news. Gino said that Eugene is experimenting with a bus rapid
transit which feels like a train to passengers.
NEW ITEMS:
. Home Based Businesses: Jim said that he doesn't have the sense that they are being traced.
The database is missing them.
. Homes for Business: People operate businesses out of homes. In the early mid 80s, this was
encouraged. That started impacting the residential character of the area and now the City is
discouraging it. Jim asked if there is an opportunity to encourage them to move to another
place to be incubated. Suggestion: Write a letter to every household and indicate a
willingness to help them grow their business out of their home.
. The Chamber website will list information on space available but it will not be on the site until
June or July. Jim will talk to Dana about it.
. Ashland Chamber Website Update: Chris Briscoe's still photography will be combined
with Fred Stockwell's aerial photography on the website for a dynamic new look.
. AIFF: The Ashland Independent Film Festival had a successful run. Jim will work with them
so that they can track their reach and find out who is coming to AIFF. The Festival advertises
and transmits all over. The benefit of AlFF is its relationship to the University and a possible
film school. The movies need huge bandwidth which AFN has. Suggestion: connect with
John Schweiger on this. There is a need to have someone who does digital editing to move
their plant here. Mary Pat will contact the director of AlFF to see how ESC can start
contacting and marketing to them.
OTHER:
. Rachel Ray: Rachel Ray's $40 a Day show done in AsWand will be shown nationally on
Friday, April 8 at 9:30 p.m. on the Food channel.
. Business Development Workshop: The Workshop will be held on May 17 at the Windmill
Inn of Ashland, from 8:00 a.m. to Noon. Experts will be Kurt Knudsen, Attorney; Tim
Parelius, Banker; Rick Nagel, CPA; and Emile Amarotico, Businessman. .'
Economic Sustainability Comm Minutes 04062005.doc
3
ASHLAND CHAMBER OF COMMERCE
Economic Sustainability Committee
March 2,2005,
Community Development Building, Siskiyou Room
3:00 p.m.
PRESENT:
Kate Jackson, Graham Lewis, John MacLaughlin, John Morrison,
Jac Nickels
STAFF:
Kris DeGroodt, Mary Pat Parker, Sandra Slattery
VISITORS:
WELCOME:
· Jim noted that recent issues with AFN show that AFN connectivity is counted upon and a
disconnect with AFN does affect business when it does not function.
SUBCOMMITTEE REPORTS
· BR&E (Business Retention & Expansion)Survey: Sandra, Jac, Graham, and Rebecca Reid
met with Charlie Mitchell who gave them a briefing on how Grants Pass has used the process
from the University of Minnesota. The subcommittee's purpose is to find out strengths and
weaknesses in Ashland's businesses and focus on industry intelligence and trends. The
surveyors will meet with the best of the business sector and in doing so will have an
opportunity to pick business owners' brains. The businesses interviewed will also want to see
how they stack up. Forty-five percent of the businesses have refused to be interviewed in
Grants Pass.
· Data collection & reporting: At the last meeting it was asked if changes to the business
application are annual or anniversary. Business license reporting is an annual process "
according to Gino. Jim will confirm that
· Jim has not yet received the GPS coordinates from the City.
· Rapid Response Team:
· Data CollectionlTracking Process: Jim said that the Rapid Response Team wants to create a
tighter bridge between themselves and SOREDI and Colleen and strengthen it for the tracking
process. Jim cited the chocolate company example in which the company had 50% of it
acquired and now their plan is to relocate. The committee needs to do a follow-up on that
Another businessman had heard of the Rapid Response Team and felt he needed to meet with
them and think about consolidating all the businesses he had. The group discussed with him
what his needs would be which he found very valuable. That project is a good example of
incident tracking and follow-up
· Service Brochure: The team has an opportunity to leave behind a Rapid Response Team
brochure. The Chamber and the City could work together to describe the process. This would
allow businesses who don't get interviewed know there's still a way to work with the Rapid
Economic Sustainability Comm Minutes 03022005.doc
Response Team. Perhaps the brochure could be included with the Business License
information or distributed as a separate mailing to the businesses.
OLD ITEMS
· . The developers presented the plan to the Chamber Board.
The Planning & Historic Commissions had to discourage them. There will be a special
presentation next week but no action will be taken. The project will come back for a hearing
at the Planning Commission meeting in April. All are encouraged to attend. The project is
not scheduled to come before Council except on appeal.
· Governor's Visit Feb. 3(Ecollomic Development): The Governor's visit was important in
that the Governor made a specific visit to Ashland to discuss economic development with the
Chamber leadership. The Governor's staffwants to see ongoing communication.
· SOREDI www.sorediDrosDector.com: Colleen forwarded all information to Jim after the
last meeting. He put in 340 A Street and asked for businesses within a 5 mile radius. The
screens provided information on the surrounding businesses and employment wages by job
type with median and annual wages. However, the wages seem to be out of scale for our
area. The data is from a GIS company. Realtors with property for sale can post their
properties on the SOREDI site.
Ij Development Enterprise Zones: Colleen forwarded information about the development
enterprise zones to Jim. Question: Could the whole city of Ashland become an Enterprise
Zone? If Ashland doesn't want Medford to have a competitive advantage, it should at least be
on the same playing field with tax benefits. Kate Jackson asked what Ashland businesses
could qualifY for the enterprise zone. Gino at the last meeting seemed to have concerns about
having Ashland be an enterprise zone. Medford has an e-commerce overlay and an Enterprise
Zone. Sandra suggested that someone at the state level discuss it with the committee _
perhaps Bruce Laird. She will invite him to the next meeting to talk about Enterprise Zones.
Jeff Griffin, in the Governor's office, also knows a lot about Enterprise Zones.
· Jim noted that at a meeting he attended, someone said Ashland doesn't want to have business
which is a perception that exists. However, perception is different than reality. Kate said that
more attention should be paid to the north end of town on Highway 99 _ near the
veterinarian's office and the spa place - which could be considered as able to be redeveloped.
These are in the urban growth boundary which could provide commercial businesses and a
growth area. The area does not have City sewer, water or police and fire protection, but .they
do have Jackson County Police.
NEW ITEMS
· Annual Report to City Council: The Chamber is preparing their annual report to the City
Council.
· Southern Oregon Outreach
· SOREDI is a key player and it would be good to have Colleen notifY Ashland right away
when someone calls her about Ashland. Kate said that Colleen had a Project Green (insurance
claims processing business) she was working with which was looking at several locations and
would move into a 10,000 s.f building. They are interested in being close to a downtown.
Salaries are $13 to $15 per hour.
Economic Sustainability Comm Minutes 03022005.doc
2
e Mr. Opodaka of the SOREDI Board has been working with a trade mission and the Governor
is going to let Southern Oregon lead this trade mission. The group is talking about wine and
tequila importation. Dennis and a person from Guanajuato have talked about international
trade. Rotary also has a connection with Guanajuato. Jim or Kate will find out what the
parameters of the trade mission will be. Mayor John Morrison is scheduled to go to see the
Governor in June and he would like to expand the business opportunities in addition to the
cultural aspects.
· SOTTC (Technology & Economic Development) The group had an economic development
forum in February - a round table discussion to talk about technology in communities and
how it promotes development. University folks, business and tech leaders from Jackson and
Josephine counties attended the meeting. Charlie Mitchell said that Grants Pass is Ashland
10 years ago. Affordable housing is facing them right now. People are moving there and
driving the real estate up. Only a few businesses took advantage of economic overlay in
Grants Pass. The biggest problem is that the city is attracting people with workforce and
there is an infrastructure for size that the next generation won't need.
ADDITIONAL ITEMS
. John Morrison said that he wants to get rid of the attitude in the region that Ashland hates
business. Kate Jackson noted that some businesses are more appropriate in Ashland than in
Medford and some are more appropriate in Medford, but there has to be a regional approach.
Former Alan DeBoer had this approach and has been recognized for it with a regional award.
. John said that the subject of a commuter rail came up again. The MPO thinks it still needs to
be in the transportation mix and it can then become a player. Ashland is positioned to be a
southern terminus for a commuter train.
ADJOURNED: 4:30 p.m.
".
Economic Sustainability Comm Minutes 03022005.doc
3
ASHLAND CHAMBER OF COMMERCE
Economic Sustainability Committee
February 2, 2005,
Community Development Building, Siskiyou Room
3 :00 p.m.
PRESENT:
Alan DeBoer, Dave Dotterer, Gino Grimaldi, Graham Lewis,
John Morrison, Jac Nickels, Colleen Padilla
STAFF:
Kris DeGroodt, Mary Pat Parker, Sandra Slattery
VISITORS:
APPROVAL OF MINUTES:
WELCOME: [hve...
· Committee members introduced themselves. Jim welcomed new members Jim Dotterer and
Mayor John Morrison. The committee meets in a new venue - the Siskiyou Room - and at
the new time of3:30 p.m. on the first Wednesday of every month.
SUBCOMMITTEE REPORTS
· Survey: Jack, Sandra, Dennis and Graham have done fine tooth combing on the Grants Pass
Survey. They expect to recruit people in pairs - those good at listening and taking notes - to
do the survey interviews in the April - May time frame. The goal is to reach 50 businesses
with teams of 2 to look at key clusters in the businesses. Question: Could there be an
opportunity to have a fill-out-the-form survey? Answer: Possibly. The survey is not meant
to be a hand out type
· Data collection & reporting: Jim is still waiting to get data from the City. One map ~hows
the commercial downtown, industrial and E-I areas. The challenge is to publish it on the web
and as a handout in a usable format. Jim is getting GPS coordinates to identifY what .
businesses we have that are in the clusters Jim has. The second map is a straight zoning map.
The third map shows partially vacant, able to be redeveloped areas, and vacant, unable to be
developed areas. The maps will be used as information guideposts. Once the business license
overlay is available, it will be helpful. There was a question regarding the changes to the
business application: Is it annual or anniversary?) Gino will find out.
· GPS: Colleen Padilla said that SOREDI can help with finding where some of the businesses
are since she has GPS programming. She can get demographics from a 5 to 10 mile radius
and clusters. The GPS programming is for developers to use. They can post their property
sites (commercial or industrial properties only) on the SQREDI site for a fee and receive
demographic information on them - such as income, age, and Bachelor's degree based off the
census, and information from the county on wages. The company is GIS Planning out of the
Bay area.
Economic Sustainability Comm Minutes 02022005.doc
· Rapid Response Team: Alan, Jac, Graham and Sandra attended a meeting with a local
nonprofit business and they are working to keep them here and determine how to direct them
with expansion and redevelopment of their site. There has been an increase in requests for the
Rapid Response Team: a person from England wants to buy a business here, a Colorado
business in the construction field is interested in the area, a retail business wants to expand
into larger quarters and a Midwest business is also interested in AsWand. Jim would like to
collect data from those interested in relocating as to the number of employees, when they are
going to decide, and what made them decide what they did.
· Jim said there is a need to decide how to publish information regarding these requests from
businesses and their decisions. Sandra noted that the businesses often request confidentiality
which should be honored.
· Project Douglas is looking for a site but asked for names of commercial realtors to help
because the individual is possibly frustrated because the costs came in higher than was
budgeted. That is where an inventory of space available would be helpful. Question: If
there's a problem with the City, does the committee go to Mac or Gino? John suggested that
problems or suggestions on the process go through Gino. One businessman's architect gave
him estimated costs which were way over budget and he had to go back to a redesign. So the
entire project was shelved.
NEW ITEMS:
· Sandra and Mary Pat saw the business' plans ft"1r
redevelopment because they wanted the Chamber aware of their plans. They may offer tu
build underground parking for the City. The occupants of the building will have an oncology
center specializing in prostate cancer in partnership with the hospital. Gino said that the
parking issue is tough; it is expensive to do underground parking and the City is also starting
the downtown plan. Sandra said that the occupants will go ahead and dig the hole for parking
only if the City commits to fund the parking development. The hospital sees the opportunity
to partner and have more medical exposure in the community. No hospital money is going
into the project
· Governor's Visit (Economic Development): The Governor requested a meeting with~the
Chamber leadership and a number of people will meet with him to listen to his ideas on
economic development.
· Development Enterprise Zones: There are many Enterprise Zones in the state of Oregon. If
a company locates in an Enterprise Zone, it can get 3 years of property tax exemption on
capital improvements. It can get a 5 year tax exemption on capital improvements if the
average wage for new hires is greater than 150% of the average wage level for Jackson
County. The disadvantage is that the city and schools wiJ) lose property tax ifit's abated. Ifa
business in the Medford Urban Enterprise Zone does more than 50% of its business over the
internet, it qualifies for a 25% income tax credit on investments in Electronic Commerce up to
a maximum of $2 million. The Enterprise Zone is a powerful tool in attracting businesses.
Gordon Safley is in charge of interstate commerce zones.
· To qualifY for an Enterprise Zone, the business has to go through the legislature which
determines if Enterprise Zones will be expanded. Businesses such as bars or golf courses
won't qualifY. In Medford, the business can't be retail. It can be an existing business but
Economic Sustainability Comm Minutes 02022005.doc
2
needs to make capital improvements of over $50,000. The Oregon Economic Development
website has information on the Enterprise Zone.
. Gino said that the city needs to have a better idea of how the community would accept an
Enterprise Zone before proceeding toward that as a goal. Questions: Is there a disadvantage
to making an entire city an Enterprise Zone? Are there stats on who takes advantage of an
Enterprise Zone?
ADJOURNED: 4:00 p.m.
,
Economic Sustainability Comm Minutes 02022005.doc
3
ECONOMIC SUST AINABILITY COMMITTEE
MINUTES OF
December sth, 2004
3:00 P.M.
Present:
Gino Grimaldi, Alan DeBoer, Kate Jackson, Graham Lewis, John
Mac Laughlin, Mark Marchetti, Jac Nickels, Colleen Padilla,
Dennis Slattery & Jim Teece
Absent:
Alan DeBoer & David Dotterrer
Staff:
Sandra Slattery, Mary Pat Parker, Pam Skinner & Carole Edrehi
Jim Teece officially welcomed everyone to the meeting, including the new Mayor John
Morrison and new Chamber staff member, Pam Skinner: Graham briefly reviewed what
this committee has done to date for them.
Jim provided copies of an agenda and a list of the top 50 Employers per Ashland
Business Licenses.
Discussion followed as to our committee outgrowing Project A's meeting room facilities.
Carole was asked to make arrangements for the committee to meet at the City Planning
Department conference room facilities for regular meetings once a month. Carole will e-
mail the results.
News from the Rapid Response Team:
· - Jac will follow up but to date he has
not heard any new news since the company decided that the re-design for their
building was too expensive to pursue.
· - At our last meeting, the confidential California organic food
company that met with the Rapid Response Team was' On
12/2/04, an article was printed in the San Francisco Chronicle stated that they will
open a new plant in Medford while keeping their headquarters in Santa Rosa, CA.
It has been a real battle between expanding in Oregon instead of California
because they employ 700 people.
· - A developer from South Africa met with the team regarding a gated
community designed in . motive that included a castle. This is tabled
for now because gated communities are not allowed in Ashland.
· . no update yet until Jac, Alan and Mac meet with the
manager of regarding their design plans for expansion. Jac will
give a follow up report at our next meeting.
· SOREDI - There is a plan for development at the air port called "Project Rudder"
with a 90 day turn about for breaking ground. Alan and Gino are working with
those plans and will give a report as things progress. Colleen is working with a
California scout regarding two businesses, a chemical lab testing company and a
software company.
Ese Minutes of December 8th, 2004
Page 2
· Others -Jac will keep us posted as he works with the owne( of ~
~. They are looking for property that has 4,000 square feet.
They want to relocate their business from California to this area because they just
purchased a house in Ashland.
3rd Annual Oregon Business Plan Leadership Summit
A thousand plus people attended the summit including the governor, senators and
business owners. The summit content was very much like what we are addressing in this
committee, like identifying cluster businesses and how to attract new businesses that
share our same city values. They did not address growth, costs for public services,
education, and where the money will come from with no new taxes to support programs.
Kate gave her viewpoint from her position as a City Councilor who has concerns
regarding growth in Ashland and how to apply different means to share without being
competitive. She suggested that the committee review the Oregon Business Plan. It was a
great opportunity to share information and be able to better define our own definition for
success based on the uniqueness of our city. Some of the Ashland attendee's were Kate
Jackson, Kate Hartzell, Jim Teece, Alan DeBoer, Sid DeBoer, Laurie Gibbs, Dennis &
Sandra Slattery.
The Data Collection and Publishing Process
Jim has spent many dedicated hours reviewing various data bases and maps. Presently
there is not a main source for obtaining all of the information needed. He now has the
reduced the following information onto one convenient page, and he will update the
committee as he makes more progress:
· Ashland's Largest Employers
· Clusters with more than 100 Employees per License
· City of Ashland Business License Recap
· Top 50 Employers per Ashland Business License
The committee reviewed his information, commented, encouraged and thanked Jim for
his hard work developing our data base. Sandra will contact other cities that have surveys
and reports that would be helpful, like Grants Pass and Eugene. After receiving their
information, she will work with other committee members (Jac, Graham and Dennis) to
review the information, extract and recreate one for our committee's purposes. They will
also work on developing a questionnaire that can be handed out when people apply for
permits at the City. Rebecca Reed was suggested as a contact because she has done
survey work for Grants Pass.
Business License Changes
Jim is presently working with both SIC and MCA codes to put together geographical
information for our committee. Kate suggested that he contact someone at the City's in
the utility payment department as another resource.
Ese Minutes of December 8th, 2004
Page 3
Businesses on the Edge
This definition means businesses that are outside of the city limits, therefore no business
licenses are issued with the city, like Alan DeBoer's business. It does not mean
businesses that are having hard times financially. Jim put this topic on the agenda to
have the committee advise him so that he is clear about what to include in the data base.
Discussion followed and A VISTA was suggested for him to use. .
Other Business
The minutes of August 19,2004 were approved by Graham and seconded by Jac.
Jim wi)] do a recap of this meeting and e-mail it. Sandra will be e-mailing the 1/25/05
workshop information.
The next meeting is scheduled for Tuesday, January 19th, 2004 at 3 p.m.
The meeting adjourned at 4:55 p.m.
2/3/05 to SS for review and revision
ECONOMIC SUST AINABILITY COMMIITEE
MINUTES OF
AUGUST 19, 2004
3:30 P.M.
Present:
Gino Grimaldi, Alan DeBoer, Kate Jackson, Graham Lewis, John
Mac Laughlin, Jac Nickels, Dennis Slattery, Jim Teece & Dana Welsh
Staff: .
Sandra Slattery, Mary Pat Parker, Jennifer Stander & Carole Edrehi
Jim Teece officially welcomed everyone to the meeting and provided copies of an
agenda, committee member list, and a recap from all of the minutes. He took time to
recap the first year review incorporating the goals and six major topics identified on the
agenda. All of the committee focus is to encourage community, communications and
collaboration. Comments and discussion was inteIjected by committee members during
the recap. A main concern initiated by Dennis, and agreed by all, is for the committee to
move forward, be active and effective in the process. All agreed that it is important to
move fOlWard, and to continue to achieve our goals. Eventually there will be sub-
committees to meet as needed, and they will serve as a Rapid Response Team designed
specifically.
Sandra Slattery provided the new publication of 2004-2005 Living and Doing Business
Guide to the committee and reviewed its contents. All of the information was gathered,
written, and done by staff and the contents were completely re-done and formatted from
last year. Four local photographer's work is featured, as well as SOU and Ashland
Community Hospital archive pictures. Some of the local businesses were involved and
the publication clearly reflects the variety of valuable resources and make up of our town.
The publication is a result of the on-going work done by the Ashland Chamber of .
Commerce with existing businesses and perspective businesses to assist in their success
which benefits the community as a whole. L&D utilizes the Oregon Business Plan,
business clusters model and other data which this committee has as incorporated as
identified goals to use now and in the future. A special feature on page 35 is OrC2on "Vs.
California information because the majority of people who move to Oregon are from
California, and there are huge tax savings in Oregon at this time. It is an award-winning
publication because of the authenticity and quality. Other Chambers in Oregon, .
Washington and Alaska out source their publications which homogenizes them.
Discussion and comments followed:
. SOREDI uses L&D as a handout for business inquires.
. Sandra met with U. S. Chamber of Commerce Northwest Regional
Representative, Rene Sinclair this week, ahd she complimented the publication.
Rene offered her assistance for future workshops.
. Forbes Magazine recently published an article featuring Ashland as one of the
best "porch swing communities" to live. Mary Pat was interview by KOBI TV
this week as a result.
In
Ese Minutes of August 19,2004
Page 2
Committee Development
. Jim Teece said that presently there is no way of tracking people who want to
relocate their business and families to Ashland and the nearby community, other
that those who go directly to the City for business licenses, and those to go to the
Chamber for consultation. For example, he is contacted by people in his field of
High TeCh. Dennis commented that we must consider how to be identified and
structure ourselves well to get the credit for assisting people with obtaining their
goals and tracking them: Perhaps an evaluation form can be made and used for
this purpose and giving to people going through the City process when they are
issued business licenses, or working with the Planning Department to expand their
business. Since business licenses are public information, it is available for us to
use to gather information for tracking, since there is no sales tax to develop
surveys. The SJ.c. (Standard Industrial Classification) code is an available
recourse which was used for L&D. Also, SOU students are now conducting
surveys that will offer value information to us to use.
. Graham would like our committee to focus on how to market ourselves as we
develop and branch out into sub-committee's, so that we are effective servicing
already established businesses to survive and offer a living wage to their
employees; those who want to expand here in Ashland, as well as new businesses
dealing with the City process.
. Dennis would like the committee to focus on how the committee can assist the
Chamber of Commerce to further continue to use their City Grant monies to meet
the City and City Council budget requirements to better fulfill accomplishments
for community workshops, events, business growth, prosperity and enhancement
of the benefit of the community at large. Kate interjected that ACC does follow
the requirements and that the recent City Council meetings were to better define
the contrast language that does not identify what is spelled out in the grant.
Mary Pat initiated the discussion for the need to offer assistance to local quality
craftsmen, like cabinet makers for example, which for the most part, has a difficult time
surviving with competition from larger companies who can offer same type products at
less cost. Discussion followed by Alan, Gino, John and Jac which included the need to
establish a balance for business growth that is harmonious with the City Plan, especially
environmental concerns, and rid the present "anti-growth" reputation of our City. The
Rapid Response Team can serve as a positive buffer to assist with the City process, as
was the case with the -ho met with the ESC
and are now well on there way with their plans at the City. Recently the
-vantOO their businesses in Ashland to expand but their
representatIves became frustrated and did not want to comply with the City process after
a short while, so they decided not to proceed. Perhaps they may have pursued their plans,
had they met with ESC early on in their process. At the present time, there are few
problems with the process because the City Planning Department staff explains the
values, land use standards and works to have a smooth application process; however,
there are times when the Rapid Response Team could assist them greatly so that they
Ese Minutes of August 19,2004
Page 3
save time and perhaps will not have to go to the City Council for special use as often,
only when they want to change the rules. It will be important for the applicant to know
that this service is available to them in the beginning of their process in order to be
effective, so creating a form to use then is imperative. Alan asked Sandra if the Chamber
could create such a form, and she replied "yes", that she could put it in a letter form
titled, "Do you want to begin a business in Ashland?", and suggested that it be made
available to all pre-op applicants. The City was going to check to see if this was possible.
Jim will do a recap of this meeting and e-mail it. Sandra will be e-mailing workshop
information.
The next meeting is scheduled for Wednesday, November 10th, 2004 at 3 p.rn. in the
Project A conference room.
The meeting adjourned at 4:35 p.m.
."
ECONOMIC SUST AINABILITY COMMITTEE
MINUTES OF
November 10th, 2004
3:00 P.M.
Present:
Gino Grimaldi, Alan DeBoer, Kate Jackson, Graham Lewis, Mark
Marchetti, Jac Nickels & Jim Teece
Staff:
Sandra Slattery, Mary Pat Parker & Carole Edrehi
Jim Teece officially welcomed everyone to the meeting.
Sandra gave a confidential update of the successful California company that is leaving
California because of Worker's Comp issues primarily. The owners met with Sandra and
the Rapid Response Team recently. Their values do meet those of our city and the team
meeting was a positive experience. Also, the Mayor, City Manager and Planning
Director offered to meet with the owners to encourage them to move their company to
Ashland, however they are checking into other nearby cities to relocate. They plan to
make their decision very soon. Sandra will update the committee of any progress.
Rather than an agenda for today's meeting, Jim noted three topics on the board:
1.) Data Base (Business Licenses, Property Data, Land Data).
2.) Rapid Response Team
3.) Cluster Development
Jim handed out samples of the information he has gathered from the City's data base
business licenses source and a graph to assist the committee with identifying clusters.
He has been gathering resources from three different data bases which covers 94 pages.
Kate brought up the fact that there are incompatible data bases with the SIC code and
NAIC (North American Institutional Classification). Jim was already aware of that but
could pull clusters from that source. 13%to 14% are not classified by business licenses.
The report will have holes in it because it will be as good as the resource information
which will be perfected over time. It will be a start for the committee to use and wode
with. SIC is not cluster orientated, but he can compare SIC with NICA. Jim also
reviewed various maps with numbers of employees and other censuses for the data base.
He is working on integrating more information from censuses from the School District,
OSF, ACH, SOU, churches and other resources, including the 1% lodging tax. He will
share his progress with the committee. Living & Doing Business will be updated soon
and is an excellent resource for statistical information. SOREDI uses Living &Doing
Business as a handout for business inquiries and they will gather that information for the
data base.
The committee agreed that a valuable tool for our committee to use and also a means of
updating the data base would be a form to give to new business owners when they come
to apply for their business license at the City. Jim will work on preparing a form and will
present it to the committee soon. The form will include questions discussed at our last
meeting.
Ese Minutes of November 10, 2004
Page 2
Sandra offered to prepare a handout and will work to obtain a letter from the City Planner
which will offer anyone inquiring about doing business in Ashland or expanding an
existing business, the opportunity to meet with the Rapid Response Team to make their
process more successful. This information will also assist people with identifying
Planning Department codes and reinstate the city's values. Sandra will work with Mac
and Jac to develop these handouts. Once they are developed, Jim will make them
available on our website. It will be a way for people to know what they need to know to
make their process simple and positive.
Sandra will gather information for the committee regarding the Oregon Business
Leadership Council which is now refining the direction of where the state wants to go. It
will show where the City of Ashland is in the big picture of the state's direction.
Jac notified the committee that is a good employer but has been having
difficulty with meeting the design standards from the City Planning codes. Perhaps they
can be approached and offered the opportunity to meet with the Rapid Response Team to
help them through their difficulty because it would be a shame to lose them. Jac has
been working with them to design parking arrangements and their desire to have a drive
in and out of their business. Presently the expenses are very high for the company to
abide by the regulations and they are becoming discouraged. Jac will meet with Mac to
update our committee on their progress.
The next meeting is scheduled for Wednesday, December 8th, 2004 at 3 p.m. in the
Project A conference room.
The meeting adjourned at 4:35 p.m.
..
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Dear Councilors and Mayor:
I'm concerned about the animals in Ashland who are tied up at their homes
for excessive periods. They suffer loneliness, frustration and boredom.
They also run the r'isk CJf strangling to death, getting abused by kids or
adults, getting attacked by animals, aT dying of heatstr'oke.
Jackson County allows animals to be tied for their entire lives on short
chains. This is pot a life that anyone in Ashland, including pets, should
have to ehdure. P~lease pass a 1al.>1 to make this kind of animal abuse
~'illegal. Please heavily restr'ict the tether'ing of dogs and other animals
at their homes.
By doing this, you will also help people. Chained dogs are often a barking
nuisance. They're also more likely to bite people than other dogs ar'e.
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Dear Councilors and
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I'm concerned about the animals in Ashland who are tied up at their homes
for excessive periods. They suffer loneliness, frustration and boredom.
They also run the risk of strangling to death, getting abused by kids or
adults, getting attacked by animals, OT dying of heatstroke.
Jackson County allows animals to be tied for their entire lives on short
chains. This is rot a life that anyone in Ashland, including pets, should
h~Ye tb endure. Please pass a law to make this kind of animal abuse
illegal. Please heavily restrict the tethering of dogs and other animals
at their homes.
By doing this, you will also help people. Chained dogs are often a barking
nuisance. They're also more likely to bite people than other dogs are.
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Dear Councilors and
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I'm concerned about the a.nimals in Ashland I..,ho are tied up' at their homes
for excessive periods. They suffer loneliness, frustration and boredom.
They also run the risk of strangling to death, getting abused by kids or
adults, getting attacked by animals, o~ dying of heatstroke.
Jackson County allows animals to be tied for their entire lives on short
chains. This is pot a life that anyone in Ashland, including pets, should
ha....e to endure. Please' pass a 1 a I.., to make this kind of animal abuse
illegal. Please heavily restrict the tethering of dogs and other animals
at their homes.
By doing this, you will also help people. Chained dogs are often a barking
nuisance. They're also more likely to bite people than other dogs are.
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I'm concerned about the animals in Ashland who are tied up at their homes
for excessive periods. They suffer loneliness, frustration and boredom.
!ney also run the risk of strangling to death, getting abused by kids or
adults, getting attacked by animals, or dying of heatstroke.
Jackson County allows animals to be tied for their entire lives on short
chains. This is not a life that anyone in Ashland, including pets, should
have ~o endure. Please pass a law to make this kind of animal abuse
illegal. Please heavily restrict the tethering of dogs and ather animals
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doing this, you will also help people. Chained dogs are often a barking
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Dear Councilors and
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for e:<ce';;;sive per'iclds. They suffer lC"Jneline'::;s. frIJ.str'aticln and bClredoffi.
~ney also run the risk of strangling to death, getting abused by kids or
adults, getting attacked by animals, or dying of heatstroke.
Jackson County allows animals to be tied for' their' entire lives on short
chains. This is not i life that anyone in Ashland, including pets, should
have to endure. Please pass a law to make this kind of animal abuse
illegal. Please heavily restrict the tethering of dogs and other animals
-3_ t the it naines.
MV doing this, you will also help people. Chained
likely to bite people
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Dear Councilors and
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I'm concerned about ~ne animals in Ashland who are tied up at their homes
fo\' '~:<ce'5'::;ive periods. They suffer loneline'::;s. frustration and b':lredom.
Iney also run the risk of strangling to death, getting abused by kids or
adults, getting attacked by animals, aT dying of heatstroke.
Jackson County allows animals to be tied for their entire lives on short
chains. This is not ~ life that anyone in Ashland, including pets, should
have to endure. Please pass a law to make this kind of animal abuse
i 11e9a1. Please ~:\i ~~, re':;~i:~ "the tethe,~~.';~ ~Ifl :~. g':; and other anima.is
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Dear Councilors and
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I'm concerned about ~ne animals in Ashland who are tied up at their homes
for excessive periods. They suffer loneliness, frustration and boredom.
They also run the risk of strangling to death, getting abused by K10S or
adults, getting attacked by animals, or dying of heatstroke.
County allows animals to be tied for their entire lives on short
This is not ~ life that anyone in Ashland, including pets, should
endure. Please pass a law to make this kind of animal abuse
Please heavily restrict the tethering of dogs and other animals
homes.
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chains.
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at their
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Dear
Counc i lors
a no t"ia va r :
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I'm concerned about the animals in Ashland who are tied up at their homes
for excessive periods. They suffer loneliness~ frustration and boredom.
They also run the risk of strangling to death, getting abused by kids or
adults, getting attacked by animals, aT dying of heatstroke.
Jackson County allows animals to be tied for their entire lives on short
chains. This is not ~ life that anyone in Ashland, including pets, should
have ~o endure. Please pass a law to make this kind of animal abuse
illegal. Please heavily restrict the tethering of dogs and other animals
at their homes.
By doing this, you will also help people. Chained dogs are often a barking
nUisance. They're also more likely to bite people than other dogs are.
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Hike into the Proposed
Mt. Ashland Ski Expansion
Saturday, September 16th
Carpools leave at 9:30arrl from Eva's Java Lounge in Ashland
Join KS Wild and community members for a hike into the proposed ]\t][t. Ashland Ski
Expansion. Enjoy beautiful views of the 12,000-acre McDonald Peak Roadless Area,
visit rare Englemann spruce groves and dip your face in the cool, clear water of East
ForkAshland Creek. The expansion area is 270+ acres in our watershed, including
71 acres of old growth c1earcuts to develop new ski runs. Logging could begin this fall.
This is a great opportunity to explore our breath-taking watershed!
For more information, contact KS Wild at lesley@kswild.org or 488.5789
www.kswild.org , er recycled paper
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Talent Harvest Festival
Rising Sun Farms
www.cityoftalent.org
Talent. IOam-4pm . Free
Slab Pie Tasting
Pennington Farms
1115 Williams Hwy.
IOam-4pm . Free
,>'-.,~ ;- ",'
Monday, September II
"Cooking with the Market's Bounty"
Cooking class in the Community Classroom
Register at 482-2237
6:30-9:00pm . $30 general' $25 Co-op members
Includes Grower's Market Tour Tuesday 100m-110m
Local Tast/ngs
Local coffee, baked goods
& more. Gooseberries
lIam-4pm . Free
Sept 11th & 15th
: :'l4mplill UH:oi Ffovors,:',
..);~r#r~~,,;
.TqJfftlf" ' . ,
Slsa'rIleld's GOUrmet foom
UII:rahll\t. ",'. ...
.,~~1!~~f:r:ee" ': "
Friday, September 15
The Real Dirt on Farmer John
Screening sponsored by the Medford Market
www.medfordmarket.org' Medford Public library
7pm . $5 per person
Local Foods Reception: AMBUS Contemporary Art
Gallery. Sculptor Janet E. Higgins presents
"The Adventures of Eve" . www.AmbusArt.com
21 N. Bartlett St., Medford' 4-7pm . 245-3800
Slab Pie Tasting I Local Wine Tasting
Pennington Farms Allyson's of Ashland
IllS Williams Hwy. www.aJlysonsofashland.com
IOam-4pm . Free 6-8pm . $10 per person
From the Orchard, from the Fjeld:
A four-course menu of Rogue Valley inspired dishes
by Helena Darling' Call 488-1124 for reservations
7pm . $45 per person
Food TastIng
Sistemeld's Gourmet
Foods at Tark's Market
Talent. 3-6pm . Free
, call..m:
:?~~. ." -.,";;~~~~~~~:
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Wednesday, September 13
Slab Pie Tasting
Pennington Farms
1115 Williams Hwy.
9am-5pm . Free
Sample Local Flavors
Ashland Food Cooperative
Culinary Kiosk
4-6pm . Free
The Power of Community: How Cuba Survived Peak 011
Film screening sponsored by the
Jackson County Sustainability Network
7pm . Wilderness Charter School . Free
OSU Family Food Education
Volunteers will demo fresh foods and answer
questions about food preservation and safety
at Seven Oaks Farm, 5504 Rogue Valley Hwy.
Central Point. IOam-2pm . Free