The URL can be used to link to this page

Home My WebLink About2007-0925 Special Meeting Packet CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Except for public hearings, there is no absolute right to orally address the Council on an agenda item. Time permitting, the Presiding Officer may allow oral testimony; however, public meetings law guarantees only public attendance, not public participation. If you wish to speak, please fill out the Speaker Request foml located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to be heard, and the length of the agenda. AGENDA FOR THE SPECIAL MEETING ASHLAND CITY COUNCIL September 25, 2007 Siskiyou Room, 51 Winburn Way 6:00 p.m. Regular Meeting I. CALL TO ORDER II. ROLL CALL III. 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.rn. by a two-thirds vote of council {AMC ~2.04.040}) 1. Public Hearing to discuss revising the adopted budget and local option property tax levy to operate the Ashland Library for July 1, 2007 to June 30, 2008. IV. NEW AND MISCELLANEOUS BUSINESS 1. DRAFT Council Rules V. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. First Reading in Full of an Ordinance Titled, "An Ordinance Levying Taxes for the Period of July 1,2007, to and Including June 30, 2008, Such Taxes in the Sum of $10,609,706 Upon All the Real and Personal Property Subject to Assessment and Levy Within the Coporate Limits of the City of Ashland, Jackson County, Oregon, and Repealing Ordinance No. 2940 and Declaring an Emergency." 2. Second Reading by title only of an Ordinance Titled, ""An Ordinance Levying Taxes for the Period of July 1, 2007, to and Including June 30, 2008, Such Taxes in the Sum of $10,609,706 Upon All the Real and Personal Property Subject to Assessment and Levy Within the Coporate Limits of the City of Ashland, Jackson County, Oregon, and Repealing Ordinance No. 2940 and Declaring an Emergency." 3. Reading of a Resolution Titled, "A Resolution Repealing Resolution 2007-25 and Adopting the Annual Budget and Making Appropriations" VI. ADJOURNMENT In compliance with the Americans with Disabiiities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735- 2900). Notification 72 hours prior to the meeting wiN enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35 102-35.104 ADA Title I). CU\ \( ! I \11 L: I:",( ,S\ 1<. i [Wi );\ D( ,\:)1 J IV Uf< ( II.\N'\ U t) VhjJ Iill (!I" {J1 ,\SJlL:\ tr.S \\ fii, "i! I. ,\! WW\V\SJlL,\NIJOF IS CITY OF ASHLi\ND Council Communication Public Hearing to Consider Revising the Adopted Budget and Local Option Levy to Operate the Ashland Library Meeting Date: September 25, 2007 Department: Administrative Services Contributing Departments: NA Approval: Martha Benn Primary Staff Contact: E-mail: Secondary Staff Contact: E-mail: Estimated Time: Lee Tuneberg tuneberl@ashland.or.us NA 15 Minutes Statement: This public hearing is necessary to reduce both the adopted budget for FY 2007-2008 and the amount of property tax to be levied for operations at the Ashland Public library. These revisions are needed to certify to Jackson County the lower tax rate for FY 2007-2008 by October 1,2007. If the establishing ordinance and resolution are not revised the City will have to certify the $0.58 rate adopted in June. A unanimous vote by Council is needed to approve the Ordinance in one meeting under the emergency provisions. Background: The Budget Committee approved and the City Council adopted and referred to the voters a budget for FY 2007-2008 that included resources and appropriations to operate the Ashland Public library if Jackson County did not. The resource was a proposed Local Option Levy of $0.58/$1000 of assessed property value to generate approximately $1,075,000 in taxes resulting in estimated revenue of $1,032,000 after discounts and uncollectible amounts. The final resources were intended to fund $1,005,000 in library operations and an additional $27,000 amount in Contingency for unidentified costs. In August, Jackson County announced its intention to open the Ashland Branch of the County library on a reduced services basis through its own funding mechanism and operations. On September 4, 2007, Council voted to limit the amount of property tax levy that will be certified to $0.20/$1000 in the first year and $0.25/$1000 in FY 2008-2009 if the levy was approved by public vote on September 18. This was done to recognize the reduced tax revenue needed to provide services above those being offered by the County to meet Ashland's minimal service requirements. The City would still have to hold a public hearing to reduce the budget and tax rate for certification if the library levy was rejected by the public. The voters approved the local option levy on September 18, 2007. This process is part of Oregon Budget Law. A local option levy election granting taxing authority for a fiscal year after the year has begun is acceptable but the time allowed is limited. Between the ~~, election and October 1 the taxing district (City of Ashland) must meet and adjust the budget as necessary. Budget law addresses the tax being approved or rejected. Normally, no additional work is needed if approved by the voters in that the ordinance and resolution documents approved in June would be forwarded to the County. If rejected the taxing district would simply remove the resource and appropriations from the budget and certify the revised amounts. In this case, the voters approved the levy but the City identified a lower amount to be levied. This is consistent with the "up to $0.58" wording in the approval received by the Budget Committee and election documentation. Since this process naturally leaves very limited time for adjusting rates and amounts between the election and certification to the County, the ordinance is done with the "emergency" narrative so that it can be read in full and by title only at the September 25th meeting and both the ordinance and resolution are effective immediately upon approval and signing. In order to do this as an emerqency ordinance it requires all Council members attendinq to vote in favor of it. A "no" vote from a Council member on the 25th will require a second meetinq by Friday, September 28, 2007, for another vote and second readinq. Failure to approve the chanqe will require certifyinq a $0.58/$1000 rate to the County on October 1, 2007. Recommendation: Staff recommends approval of the accompanying resolution and the reading in full of the emergency ordinance, and a second reading by title only, to comply with requirements for the emergency. Attachments: Resolution Repealing Resolution 2007-25 and Adopting the Annual Budget and Makin~l Appropriations An Ordinance Levying Taxes for the Period of July 1, 2007, to and including June 30, 2008, Such Taxes in the Sum of $10,609,706 Upon All the Real and Personal Property Subject to Assessment and Levy within the Corporate Limits of the City of Ashland, Jackson County, Oregon, and Repealing Ordinance No. 2940 and Declaring an Emergency Fiscal Year 2007-2008 Summary of Changes Notice of Public Hearing r~' ORDINANCE NO. AN ORDINANCE LEVYING TAXES FOR THE PERIOD OF JULY 1,2007, TO AND INCLUDING JUNE 30, 2008, SUCH TAXES IN THE SUM OF $10,609,706 UPON ALL THE REAL AND PERSONAL PROPERTY SUBJECT TO ASSESSMENT AND LEVY WITHIN THE CORPORATE LIMITS OF THE CITY OF ASHLAND, JACKSON COUNTY, OREGON, AND REPEALING ORDINANCE NO. 2940 AND DECLARING AN EMERGENCY. THE PEOPLE OF THE CITY OF ASHLAND ORDAIN AS FOLLOWS: Section 1. That the City Council of the City of Ashland hereby levies the taxes provided for in the adopted budget in the permanent rate of $3.9447 per thousand an amount estimated to be $7,310,000, voter authorized Local Option in the rate of $1.5800 per thousand an amount estimated to be $2,928,660 as well as $371,046 authorized for the repayment of General Obligation Debt and that these taxes are hereby levied upon the assessed value for the fiscal year starting July 1, 2007, on all taxable property within the City. Section 2. That the City Council hereby declares that the taxes so levied are applicable to the following funds: Subject to General Excluded from General Government Limitation Government Limitation Rate Permanent Rate Local Option Bonded Debt Per $ 1,000 General Fund $ 3,431,000 1.8519 Parks and Recreation Fund 3,879,000 2.0928 Youth Activities Levy $ 2,558,000 1.3800 Ashland Library Levy 370,660 0.2000 1997 Flood Restoration Bond Levy 85,030 2000 Flood and Fire Station Bonds 168,782 2005 Refinancing 117,234 $ 7,310,000 $ 2,928,660 $ 371 ,046 Section 3. Inasmuch as this corrected levy must be immediately filed with the Jackson County Assessor, it is deemed necessary for the public peace, health, and safety of the citizens of the City of Ashland that an emergency be declared to exist, and this ordinance shall be in full force and effect from and after its passage by the Council and approval by the Mayor. The foregoing ordinance was first read in full and then by title only in accordance with Article X, Section 2(8) of the City Charter on this _ day of September, 2007, and duly PASSED and ADOPTED at this single meeting. Barbara Christensen, City Recorder SIGNED and APPROVED this _ day of September, 2007. Reviewed as to form: John W. Morrison, Mayor Richard Appicello, Assistant City Attorney ORDINANCE NO. ~qL\ () AN ORDINANCE LEVYING TAXES FOR THE PERIOD OF JULY 1,2007 TO AND INCLUDING JUNE 30,2008, SUCH TAXES IN THE SUM OF $11,314,046 UPON ALL THE REAL AND PERSONAL PROPERTY SUBJECT TO ASSESSMENT AND LEVY WITHIN THE CORPORATE LIMITS OF THE CITY OF ASHLAND, JACKSON COUNTY, OREGON THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: Section 1. The City Council of the City of Ashland levies the taxes provided for in the adopted budget in the permanent rate of $3.9447 per thousand an amount estimated to be $7.310.000, voter authorized Local Option in the rate of $1.9600 per thousand an amount estimated to be $3,633,000 as well as $371,046 authorized for the repayment of Gent:~ral Obligation Debt and that these taxes are hereby levied upon the assessed value for the fiscal year starting July 1, 2007, on all taxable property within the City. Section 2. The City Council declares that the taxes so levied are applicable to the following funds: General Fund - Operations General Fund - Technology Fee Parks and Recreation Fund Subject to General Excluded from General Government Limitation Government Limitation Rate Permanent Rate Local Option $ 3,107,000 324,000 3,879,000 Bonded Debt Per $ 1,000 1.6769 0.1750 2.0928 Youth Activities Levy Ashland Library Levy 1997 Flood Restoration Bond Levy 2000 Flood and Fire Station Bonds 2005 Refinancing $ 2,558,000 1,075,000 1.3800 0.5800 $ 7,310,000. $ 3,633.000 ...1... 85,030 168,782 117,234 371.046 ance was first READ on the? day of June, 20107 and duly PASSED and day of June, 2Q07. arbara Christensen, City Recorder SIGNED and APPROVED this ~ day of June, 2007. ~ Russ Silbi~Jer, Council Chair RESOLUTION NO. 2007-_ A RESOLUTION REPEALING RESOLUTION 2007-25 AND ADOPTING THE ANNUAL BUDGET AND MAKING APPROPRIA TIONS The City of Ashland resolves that the 2007-2008 Fiscal Year Budget, now on file in the office of the City Recorder is adopted. The amounts for the fiscal year beginning July 1, 2007, and for the purposes shown below are hereby appropriated as follows: SECTION 1. GENERAL FUND Administration Department Administrative Services - Municipal Court Administrative Services - Social Services Grants Administrative Services - Economic & Cultural Grants Administrative Services - Miscellaneous Administrative Services - Band Police Department Fire and Rescue Department Public Works - Cemetery Division Community Development - Planning Division Community Development - Building Division Transfers Contingency TOTAL GENERAL FUND $ 494,686 427,360 121,000 527,519 1,000 60,509 5.458,209 4,997,175 339,165 2.411,548 833,991 500 400,000 16,072,662 COMMUNITY DEVELOPMENT BLOCK GRANT FUND Personal Services Materials and Services Other Financing Uses (Interfund Loans) TOTAL CDBG FUND 23,600 ;~03, 700 <'27,300 STREET FUND Public Works - Street Operations Public Works - Storm Water Operations Public Works - Transportation SDC's Public Works - Storm Water SDC's Public Works - Local Improvement Districts Transfers Debt Service Contingency TOTAL STREET FUND 3,327,919 834,957 188,800 172,500 685,998 200,000 400,000 89,000 5,8!~9,174 AIRPORT FUND Materials and Services Capital Improvement Debt Service Contingency TOTAL AIRPORT FUND 1'11,032 2<~8,605 ~15, 172 5,000 37'9,809 CAPITAL IMPROVEMENTS FUND Personal Services Materials and Services Capital Outlay Transfers Other Financing Uses (Interfund Loans) Contingency TOTAL CAPITAL IMPROVEMENTS 176,216 489,275 300,000 302,573 50,000 1,318,064 DEBT SERVICE FUND Debt Service TOTAL DEBT SERVICE FUND WATER FUND Electric - Conservation Division Public Works - Forest Lands Management Division Public Works - Water Supply Public Works - Water Treatment Public Works - Water Distribution Public Works - Reimbursement SDC's Public Works - Improvement SDC's Public Works - Debt SDC's Debt Services Contingency TOTAL WATER FUND WASTEWATER FUND Public Works - Wastewater Collection Public Works - Wastewater Treatment Public Works - Reimbursement SDC's Public Works - Improvement SDC's Debt Service Contingency TOTAL WASTEWATER FUND ELECTRIC FUND Electric - Conservation Division Electric - Supply Electric - Distribution Electric - Transmission Contingency TOTAL ELECTRIC FUND TELECOMMUNICATIONS FUND IT - Internet IT - High Speed Debt Service Contingency TOTAL TELECOMMUNICATIONS FUND CENTRAL SERVICES FUND Administration Department Administrative Services Department IT - Computer Services Division City Recorder Division Public Works - Administration and Engineering Contingency TOTAL CENTRAL SERVICES FUND INSURANCE SERVICES FUND Personal Services Materials and Services Contingency TOTAL INSURANCE SERV,ICES FUND EQUIPMENT FUND Personal Services Materials and Services Capital Outlay Contingency TOTAL EQUIPMENT FUND 2,016,821 2',016,821 177,300 385,670 448,819 1,137,338 3.802,816 605,250 124,850 785,704 144,000 7,611,747 2,479,706 1,i:l26,453 239,403 '121,423 1 ,i'88, 160 1140,000 6,Ei95,145 9042,887 6,102,504 5,711,671 903,600 375,000 14,035,662 1,2:28,233 4138,607 356,000 100,000 2,1 !i2,840 1,502,580 1,57'5,530 1,1 Ei5,588 2908,569 1,387,186 150,000 6,079,453 85,000 700,000 100,000 885,000 26B,701 50:l,222 1,43B,000 4:1,000 2,25<~,923 CEMETERY TRUST FUND Transfers TOTAL CEMETERY TRUST FUND PARKS AND RECREATION FUND Parks Division Recreation Division Golf Division Transfers Debt Service Contingency TOTAL PARKS AND RECREATION FUND YOUTH ACTIVITIES LEVY FUND Personal Services Materials and Services TOTAL YOUTH ACTIVITIES LEVY FUND PARKS CAPITAL IMPROVEMENTS FUND Capital Outlay TOTAL PARKS CAPITAL IMP. FUND TOTAL APPROPRIATIONS SECTION 2. This Resolution takes effect upon signing by the Mayor 25,000 25,000 3,948,075 1,051,727 419,019 110,000 10,500 35,000 5,574,321 196,000 2,381,000 2,577,000 331,000 331,000 $ 74,'133,921 This resolution was read by title only in accordance with Ashland Municipal Code S 2.04090 and duly PASSED and JI.DOPTED this _ day of , 2007. Barbara Christensen, City Recorder Signed and Approved on this _ day of September, 2007. Approved as to form: Richard Appicello, Assistant City Attorney John W. Morrison, Mayor RESOllJTlON NO. 2007- ';}"s A RESOLUTION REPEALING RESOLUTION 2007-18 AND ADOPTING THE ANNUAL BUDGET AND MAKING APPROPRIA TIONS The City of Ashland resolves as follows: The 2007-2008 Fiscal Year Budget, now on file in the office of the City Recorder is adopted. The amounts for the fiscal year beginning July 1, 2007, and for the purposes shown below are hereby appropriated as follows: SECTION 1. GENERAL FUND Administration Department Administrative Services - Municipal COlJrt Administrative Services - Social Services Grants Administrative Services - Economic & Cultural Grants Administrative Services. Miscellaneous Administrative Services - Band Police Department Fire and Rescue Department PUblic Works - Cemetery Division Community Development - Planning Division Community Development - Building Division Transfers Contingency TOTAL GENERAL FUND $ 1,143,850 427,360 121,000 527,519 1,000 60,509 5,4511,209 4,99i',175 33B,165 2,411,548 833,991 500 427,000 16,748:826 COMMUNITY DEVELOPMENT BLOCK GRANT FUND Personal Services Materials and Services TOTAL CDBG FUND 23,,600 203,700 227,300 STREET FUND Public Works - Street Operations Public Works - Storm Waler Operations Public Works - Transportation SDC's Public Works - Storm Water SDC's Public Works - local Improvement Districts Transfers Debt Service Contingency TOTAL STREET FUND 3,327,919 834,957 188,aOO 172,~500 685,!}98 200,000 400,000 89,000 5,899,174 AIRPORT FUND Materials and Services Capital Improvement Debt Service Contingency TOTAL AIRPORT FUND 111,032 228,605 35,172 5,000 379,809 CAPITAL IMPROVEMENTS FUND Personal Services Materials and Services Capital Outlay Transfers Contingency TOTAL CAPITAL IMPROVEMENTS 176,2'16 489,2:15 300,000 302,5i'3 50,000 1,318,O€i4 DEBT SERVICE FUND Debt Service TOTAL DEBT SERVICE FUND 2,016,821 2,016,821 WATER FUND Electric - Conservation Division Public Works - Forest Lands Management Division Public Works - Water Supply Public Works - Water Treatment Public Works - Water Distribution Public Works - Improvement SDC's Public Works - Debt SDC's Debt Services Contingency TOTAL WATER FUND WASTEWATER FUND Public Works - Wastewater Collection Public Works - Wastewater Treatment Public Works - Reimbursement SDC's Public Works - Improvement SDC's Debt Service Contingency TOTAL WASTEWATER FlIND ELECTRIC FUND Electric - Conservation Division Electric - SuPply Electric - Distribution Electric - Transmission Contingency TOTAL ELECTRIC FUND TELECOMMUNICATIONS FUND IT - Internet IT - High Speed Debt Service Contingency TOTAL TELECOMMUNICATIONS FUND CENTRAL SERVICES FUND Administration Department Administrative Services Department IT - Computer Services Division City Recorder Division Public Works - Administration and Engineering Contingency TOTAL CENTRAL SERVICES FUND 177,300 385,670 448,819 1,'137,338 3,1102,816 fi05,250 124,650 7'85,704 144,000 7,611,747 2,4'79,706 1,9;~6,453 2:19,403 1;~1,423 l,7M,160 14.0,000 6,69~ 942,887 6,10,2,504 5.711,671 90:3,600 37S,000 14,03!;:662 1,228,233 468,607 356,000 100,000 2,152,840 1,502,580 1,575,530 1,165,588 298,569 1,387,186 150,000 6,079,453 INSURANCE SERVICES FUND Personal Services Materials and Services Contingency TOTAL INSURANCE SERVICES FUND 8S,000 700,000 100,000 8S:s:ooD EQUIPMENT FUND Personal Services Materials and Services Capital Outlay Contingency TOTAL EQUIPMENT FUND 268,701 503,222 1,438,000 43,000 2,25:2;923 CEMETERY TRUST FUND Transfers TOTAL CEMETERY TRUST FUND 2:5,000 215,000 PARKS AND RECREATION FUND Par1<s Division Recreation Division Golf Division Transfers Debt Service Contingency TOTAL PARKS AND RECREATION FUND 3,948,075 1,OS1',727 4HI,019 110,000 10,500 35,000 5,S74~ YOUTH ACTIVITIES LEVY FUND Personal Services Materials and Services TOTAL YOUTH ACTIVITIES LEVY FUND 196,000 2,381,000 2,577,000 PARKS CAPITAL IMPROVEMENTS FUND Capital Outlay TOTAL PARKS CAPITAL IMP. FUND 331,000 331,000 TOTAL APPROPRIATIONS $ 74,810,085 SECTION 2. This Resolution takes effect upon signing by the Mayor. This resol ion was read by title only in accordance ~ Ashlan~~al Code 92.04. and duly PASSED and ADOPTED this ~ day of , 2007. Barbara Christensen, City Recorder ._~ Signed and Approved on thi~ day of June, 2007. City of Ashland Fiscal Year 2007-2008 Summary of Changes 2008 2008 2008 Recommended 2008 Council 2008 Proposed Revisions Approved Revisions Adopted Revisions Revised GENERAL FUND Administration Department 121,051 121,051 121,051 121,051 Administration Department - Library 1 022,800 1,022,800 1,022,800 (649,165) 373,635 Administrative Services - Municipal Court 427,360 427,360 427,360 427,360 Administrative Services - Social Services Grants 121,000 121,000 121,000 121,000 Administrative SelVlces - Economic & Cultural Grants 527,519 527,519 527,519 527,519 Administrative Services - Miscellaneous 1,000 1,000 1,000 1,000 Administrative Services - Band 60,509 60,509 60,509 60,509 Police Department 5,458,209 5,458,209 5,458,209 5,458,209 Fire and Rescue Department 5,106,175 (109,000) 4,997,175 4,997,175 4,997,175 Public Works - Cemetery Division 339,165 339,165 339,165 339,165 Community Development- Planning Division 2,331,548 80,000 2,411,548 2,411,548 2,411,548 Community Development - Building Division 811,211 22,780 833,991 833,991 833,991 Transfers 500 500 500 500 Contingency 400,000 400,000 27,000 427,000 (27,000) 400,000 Ending Fund Balance 1,219,929 (97,409) 1,122,520 5,000 1,127,520 1,127,520 TOTAL GENERAL FUND 16,925,176 9'19,171 17,844347 32,000 17,876,347 (676,165) 17,200,182 COMMUNITY DEVELOPMENT BLOCK GRANT FUND Personal Services 23,600 23,600 23,600 23,600 Materials and Services 203,700 203,700 203,700 203,700 Otl1er Financing Uses (Inteffund Loans) TOTAL CDBG FUND 227,300 227,300 227,300 227,300 STREET FUND Public Works - Street Operations 3,327,919 3,327,919 3,327,919 3,327,919 Public Works. Stonm Water Operations 834,957 834,957 834,957 834,957 Public Works - Transportation SDC's 188,800 188,800 188,800 188,800 Public Works - Stonm Water SDC's 172,500 172,500 172,500 172,500 Public Works - Local Improvement DistIicts 685,998 685,998 685,998 685,998 New Debt 400,000 400,000 400,000 400,000 Transfers 200,000 200,000 200,000 200,000 Contingency 89,000 89,000 89,000 89,000 Ending Fund Balance 1,223,240 1,223,240 1,223,240 1,223,240 TOTAL STREET FUND 7,122,414 7,122,414 7,122,414 7,122,414 AIRPORT FUND Materials and Services 111,032 111,032 111,032 111,032 Capital Outlay 228,605 228,605 228,605 228,605 Debt Service 35,172 35,172 35,172 35,172 Otl1er Financing Uses (Inteffund loans) Contingency 5,000 5,000 5,000 5,000 Ending Fund Balance 2,942 2,942 2,942 2,942 TOTAL AIRPORT FUND 382,751 382,751 382,751 382,751 CAPIT AlIMPROVEMENTS FUND Personal Services 176,216 176,216 176,216 176,216 Materials and Services 489,275 489,275 489,275 489,275 Capital Outlay 300,000 300,000 300,000 300,000 Transfers 302,573 302,573 302,573 302,573 Otl1er Financing Uses (Inteffund Loans) Contingency 50,000 50,000 50,000 50,000 Ending Fund Balance 807,222 807,222 807,222 807,222 TOTAL CAPITAL IMPROVEMENTS 2,125,286 2,125,286 2,125,286 2,125,286 DEBT SERVICE FUND Debt Service 2,016,821 2,016,821 2,016,821 2,016,821 Ending Fund Balance 601,085 601,085 601,085 601,085 TOTAL DEBT SERVICE FUND 2,617,906 2,617,906 2,617,906 2,617,906 WATER FUND Water+ Conservation Division 177,300 177,300 177,300 177,300 Public Works - Forest Lands Management DiviSion 385,670 385,670 385,670 385,670 Public Works Water Supply 448,819 448,819 448,819 448,819 Public Works - Water T realment 1,137,338 1,137,338 1,137,338 1,137,338 Public Works - Water Distribution 3,802,816 3,802,816 3,802,816 3,802,816 Public Works - Reimbursement SDC's Public Works - Improvement SOC's 605,250 605,250 605,250 605,250 Public Works - Debt SDC's 124,850 124,850 124,850 124,850 Debt Services 785,704 785,704 785,704 785,704 Other Financing Uses (Interfund Loans) Contingency 144,000 144,000 144,000 144,000 Ending Fund Balance 2,804,328 2,804,328 2,804,328 2,804,328 TOTAL WATER FUND 10,416,075 10,416,075 10,416,075 10,416,075 WASTEWATER FUND Public Works - Wastewater Collection 2,479,706 2,479,706 2,479,706 2.479,706 Public Works - Wastewater Treatment 1,926,453 1,926.453 1,926,453 1,926.453 Public Works - Reimbursement SDC's 239.403 239,403 239,403 239,403 Public Works - Improvement SDC's 121,423 121,423 121,423 121,423 Debt Services 1.788,160 1,788,160 1,788,160 1,788,160 Contingency 140,000 140,000 140,000 140,000 Ending Fund Balance 5,539,312 5,539,312 5,539,312 5,539,312 TOTAL WASTEWATER FUND 12,234,457 12,234.457 12.234.457 12,234,457 ELECTRIC FUND Electric - Conservation Division 942,887 942,887 942,887 942,887 Electric - Supply 5,757,504 5,757,504 345,000 6,102,504 6,102,504 Electric - Distribution 5,459,671 5.459,671 5.459,671 5,459,671 Electric - Transmission 903,600 903,600 903,600 903,600 Technology Debt 252,000 252,000 252,000 252,000 T ransters Contingency 375,000 375,000 375,000 375,000 Ending Fund Balance 1,722,245 1,722,245 ( 45,000) 1,677.245 1,677,245 TOTAL ELECTRIC FUND 15,412,907 15,412,907 300,000 15,712,907 15,712,907 TELECOMMUNICATIONS FUND IT - Intemet 1,228,233 1,228,233 1,228,233 1,228.233 IT - High Speed 468,607 468,607 468,607 468,607 Debt Services 356,000 356,000 356,000 356,000 Contingency 100,000 100,000 100,000 100,000 Ending Fund Balance 362,716 362,716 362,716 362,716 TOTAL TELECOMMUNICATIONS FUND 2,515,556 2,515,556 2,515,556 2,515,556 CENTRAl SERVICES FUND Administration Department 1,502,580 1,502,580 1,502,580 1,502,580 Administrative Services Department 1,575,530 1,575,530 1,575,530 1,575,530 IT - Computer Services Division 1,165,588 1,165,588 1,165,588 1,165,588 City Recorder Division 298,569 298,569 298,569 298,569 Public Works - Administration and Engineenng 1,387,186 1,387,186 1,387,186 1,387,186 Contingency 150,000 150,000 150,000 150,000 Ending Fund Balance 82,987 82,987 82,987 82,987 TOTAL CENTRAL SERVICES FUND 6,162.440 6,162,440 6,162,440 6,162,440 INSURANCE SERVICES FUND Personal Services 85,000 85,000 85,000 85,000 Matenals and Services 700,000 700,000 700,000 700,000 Contingency 100,000 100,000 100,000 100,000 Ending Fund Balance 908,275 908.275 908,275 908,275 TOTAL INSURANCE SERVICES FUND 1,793,275 1793,275 1,793,275 1,793,275 EQUIPMENT FUND Personal Services 268,701 268,701 268,701 268,701 Materials and Services 503,222 503,222 503,222 503,222 Capital Outlay 1.438,000 1,438,000 1,438,000 1,438,000 Contingency 43,000 43,000 43,000 43,000 E ndin9 Fund Balance 508,357 508,357 508,357 508,357 TOTAL EQUIPMENT FUND 2,761,280 2.761,280 2.761,280 2.761,280 CEMETERY TRUST FUND Transfers 25,000 25,000 25,000 25,000 Endin9 Fund Balance 774,453 774,453 774,453 774,453 TOTAL CEMETERY TRUST FUND 799,453 799,453 799,453 799,453 PARKS AND RECREATION FUND Par1<s DiviSion 4,048,076 (93,000) 3,955,076 3,955,076 3,955,076 Recreation Division 1,051,727 1,051,727 1,051,727 1,051,727 Golf Division 419,018 419,018 419,018 419,018 Debt SefVJce 3,500 3,500 3,500 3,500 Transfers 110,000 110,000 110,000 110,000 Contingency 35,000 35,000 35,000 35,000 E ndin9 Fund Balance 784,245 93,000 877,245 877,245 877,245 TOTAL PARKS AND RECREATION FUND 6.451,566 6,451,566 6,451,566 6,451,566 YOUTH ACTMTlES LEVY FUND Personal Services 196,000 196,000 196,000 196,000 Materials and Services 2,381,000 2,381,000 2,381,000 2,381,000 Endin9 Fund Balance 216,893 216,893 216,893 216,893 TOTAL YOUTH ACTIVITIES LEVY FUND 2,793,893 2,793,893 2,793,893 2.793,893 PARKS CAPITAL IMPROVEMENTS FUND Capital Outlay 331,000 331,000 331,000 331,000 Ending Fund Balance 26,926 26,926 26,926 26,926 TOTAL PARKS CAPtTALIMP. FUND 357,926 357,926 357,926 357,926 TOTAL BUDGET 91,099,661 919,171 92,018,832 332,000 92,350,832 (676,165) 91,674,667 Less Ending Fund Balance 17,585,156 (4,409) 17,580,746 (40,000) 17,540,746 17,540,746 T olal Appropriations 73,514,505 92:3,580 74,438,086 372,000 74,810,086 (676,165) 74,133,921 . $1,005,000 of the $1,022,800 is tentative upon approval by the electorate on September 18, 2007 NOTICE OF PUBLIC HEARING A Public Hearing will be held at a Special Meeting of the City of Ashland City Council to discuss revising the adopted budget and local option property tax levy to operate the Ashlland Library for July 1, 2007, to June 30, 2008, in the Siskiyou Room of the Community Development/Engineering Services Building at 51 Winburn Way. This meeting will take place on September 25, 2007 at 6:00 p.m. Changes to the FY 2007-2008 budget will require repealing and replacing both Ordinance 2940 and Resolution 2007-25 to reflect reduced appropriations and corresponding tc~x levy for proposed additional services at the library beyond those offered by Jackson County. This is a public meeting where deliberation and action of the City Council will take place. Any person may appear at the meeting and discuss the proposed changes to the budge!t for FY 2007-2008. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I). CITY OF ~~SHLAND Council Communication DRAFT Council Rules Meeting Date: September 25, 2007 Primary Staff Contact: Department: Admf' istration E-Mail: Secondary DCPl/111 t Secondary Conlact: Approval: l EstImated TIme: - " Statement: The City Council has been working on updating AMC 2.04 Rules (?fthe City Council. If the Council agrees that the draft document is complete, the next step is to direct staff to prepare the draft document as an ordinance to amend AMC 2.04 Rules of the City Council and replace it with the updated council rules. Ann SeltzerW ann@ashland.or.us 30 minutes Staff Recommendation: N/A Background: In September of2006 the City Council formed a council committee to review AMC 2.04 Rules of the City Council and identify sections that were in need of updates. They focused on a number of topics (see the attached minutes from September 14,2006), reviewed council rules from other Oregon cities and identified sections and language they wished to incorporate into the Ashland document. The committee group met nine times over the past year; most council members were in attendance at each meeting and participated in the discussion. Each meeting resulted in changes, additions and an updated draft. The current draft document reflects the input from all nine meetings, the most recent being May 29,2007. Related City Policies: · AMC 2.04. Rules of the City Council · Article VIII, City Charter Council Options: · Direct staff to prepare an ordinance to amend AMC 2.04 and replace it with the new council rules. · Identify changes to the DRAFT for further review. Potential Motions: I move adoption of the draft Council Rules and direct staff to prepare an ordinance to amend AMC 2.04 and replace with it with the new council rules. Attachments: · Notes from Rules meeting, May 29,2007 · Draft Council Rules · Minutes for the Study Session September 14,2006. · AMC 2.04. Rules afthe City Council · Article VIII, City Charter Page 1 of I 925 07 council communication Rules.doc ..... ...11 CITY OF ASHLAND Minutes Council Committee on Rules May 29,2007 Attendance Council: Silbiger, Chapman, Hardesty, Hartzell, Jackson Staff: Seltzer, Bennett Absent Navickas, Morrison Others in Attendance Huelz Meeting began at 5: 15. MIS Approval of minutes from February and April, Silbiger/Chapman. Minutes approved. Discussion began with Section 3 and how councilors can get an item on the council agenda. Bennett gave an example of language from West Linn and Hartzell cited language from Gresham. Hardesty liked West Linn except that it comes under "other business" which the council rarely gets to during a meeting. The suggestion was to drop Section 3.2 and rewrite 'B' and 'C' from West Linn and add language about timeliness of the item and consideration for other items on the agenda that are time sensitive. Bennett to rewrite. Section 3.2 delete "or" from 2nd paragraph line 5 add.. .the majority of the council votes in favor of the postponement... 3.3 Packets Change second line to .. .no later than 12 noon... 3.4 Study Session Agendas Add #4 Commissions, Committees, Boards 5.6 Order of Business Public Forum Add language from speaker request fom1 re: no testimony will be accepted on public hearings that have been closed... 9.2 Order of Business Resolutions Change "shall" to "may" and add.. . "do not require a roll call vote" 8. Conduct with City Employees Much discussion about Section 8. Hardesty is concerned with the proposed language, Hartzell likes West Linn. Silbiger feels this section is meant to be a caution to the council not to get involved in personnel issues. Hardesty asks "what do we want to accomplish with Section 8". Bennett commented that it is not just about personnel but also about the council. Hardesty identified two issues: council direction to staff and personnel issues. Bennett directed to rewrite this section and keep both issues in Rules. Hardesty stressed the importance of adding the word "respect" in regards to council/staffrelationships. Group began discussion on Chapman draft of section 9, 10, 11 re: Committees, commissions and boards. 9.3 Committees Commissions and Boards Needs to reference resolution re: annual appointments. Group asked if the Charter gives the council authority to appoint ad hoc committee. Other discussion: Silbiger noted that paragraph 2 on page three "notice of executive sessions..." the last sentence needs to be rewritten. Next meeting date: TBD Meeting adjourned at 7:35. Respectfully submitted, Ann Seltzer 2 CITY OF ASHLAND DRAFT September 25,2007 This draft includes existing AMC council rules and new copy and modifications to the existing rules identified at meetings on 10/04, 10/24, 11/17, 11/28, 12/11, 1/8/07,2/1/07, 4/9/07/ and 5/29/07 Ashland City Council Operating Policies and Procedure$ Table of Contents Title Authority Meetings Agendas Conduct of Meetings Order of Business Identification of Fiscal Impact of Pd1iq}fiDeC1s~ons Rights of Citizens Conduct with City Ernplpyees Committees, Commissionsaud Boar;~s Operating Policies and ProcedureS Commissions, Committees and Boards Council Liaisons Part 11 Councilor Expenses Part 12 Amendments and Additions to Council Operating Part 13 Policies and Procedures Part Page Part ] 2 Part 2 2 Part 3 5 Part 4 6 Part 5 7 Part 6 9 Part 7 9 Part 8 9 Part 9 10 Part 1 0 11 14 15 15 Council Guidelines Gentle persons Agreement 16 -.11 ...., Introduction The Municipal Charter of the City, Article VIII Section 3, and the Ashland Municipal Code as well as the Oregon Revised Statues governs many meeting requirements and actions of the Council. 1. AUTHORITY These operating policies and procedures are established and adopted under the authority granted in the City of Ashland Charter, Article VIII, Section 3. 2. MEETINGS 2.1 Regular Meetings The regular sessions of the council are on the first and thirq, Juesday of each month unless otherwise arranged, beginning at 7:00 p.m. Meet~rigsare required to end no later than 10:30 p.m. 2.2 Adjourned Meetings ., At any regular or adjourned meeting the meet:iAg may be adjourh~q,to a later date by a majority vote of the council. In the event allY reguJar p1eeting is adjourned, the mayor may resume the adjourned meeting and liotify each councilor at least 36 hours in advance of the time and place of sllch adjournedi~yeting. Any city business may be acted upon at an adjourned meeting!. 2.3 Special Meeting A special meeting maY,~~ica11~~ either byithe mayor or two members of the council. Notice of the time andi~tft~e o~~uch specia\,meeting and the subjects to be acted upon shall be delivered to all mWQer~iqfimyGouncil at least 36 hours in advance of the time of the mee..t.ing.~iYX.....c...epn~i.Ih..........e cas~rbfan emergency, and the council may .......... . .."II!:...... ............. consider and, act only nmm suchm,qtters as contained in the notice. 2.4 Study Sessions The mayor or two members of the council may call a study session at any time with 36 hour notice for the purpose of informing members of the council as to city affairs. Study sessions are held so that council can confer with staff and other experts on items under consideration that may eventually require official actions. Council may not deliberate towards a decision but can give staff direction to prepare materials for a regular council meeting. 2.5 Executive Sessions All meetings of the city council shall be held in open sessions, except meetings that may be closed for those purposes specified in the Oregon Public Meetings Law (ORS 192.610 to 192.690). These purposes include, but are not limited to, the employment and dismissal of public employees, the performance evaluation of the city administrator and city attorney, labor negotiations, real property transaction negotiations, and consulting with legal counsel on pending or threatened litigation. If 2 -.11 w..'1 a councilor does not feel that an item should be in executive session they should state so in the executive session. Notice of executive sessions shall be given as required by state law and such notice must state the specific provision of law authorizing the session. Unless authorized by the full council, the mayor and city counci lors must maintain the confidentiality of the information discussed in executive sessions. Media representatives are allowed to attend Council executive sessions subject to the understanding that information from such meetings, which is the proper subject of an executive session, will not be reported. Councilors and staff should not discuss executive session matters with the press following adjournment of the executive session because to do so may permit the press to report on the matter. At the commencement of each executive session, the presiding officer must state on the record that executive session infornlation is confidential and may not be reported. If it does not so specify, the proceedings may be reported. 2.6 Notice of meetings Advance notice of at least 36 hours shall be provided for all meetings. Notice shall be sent to a newspaper with general local circulation and posted on the city's website. In the case of an emergency or when a state of emergency has been declared, public notice appropriate to the circumstances shall be provided and reasons justifying the lack of 36-hour notice shall be included in the minutes of such meeting. 2.7 Quorum As provided in Article VII~,! ;~~cti(mi~! pf,the city charter, the mayor and not less than three councilors?, p~fpw counHi1ors, constitute a quorum and a simple majority of the quorum present deten11i$y~ the~ti,on on any motion, question, ordinance, or resolution, OnquestionsGYFluiririg a two-thirds vote of the council, as provided in the city charter, there ,shall ber~quired an affirmative vote of at least four councilors to exercise any suchis~ycial powers. If the roll call shows no quorum present, as defined by Section4lpfA'rticle Vlll of the city charter, the councilors in attendance may direct the ChiefdfPolice to notify the absent members, except those known to be unavoidably detained, that their presence is required to enable the council to proceed with business. Should any then fail to soon appear the members present shall adjourn to a date fixed by them. 2.8 Emergency Meeting Procedures and Quorum The city administrator is responsible for implementation of the Emergency Management Plan. When the city administrator determines that a state of emergency exists, the administrator will make a declaration to that effect and request the mayor to call a special meeting of the council in order to ratify the declaration of emergency. The special meeting of the council will occur as soon as possible after the declaration of emergency. A quorum of the council may not be possible due to emergency circumstances and is not required for the special meeting. Notice of the special 3 -.. w.., meeting can be made in the most expedient manner determined by the Mayor and need not be 36 hours in advance. 2.9 Robert's Rules of Order Roberts Rules of Order shall be authority for the government of the council during its sessions, when not in conflict with the city charter and these code rules. Failure to strictly follow Roberts Rules of Order shall not be cause to void or otherwise disturb a decision or action of the council. The council will strive to be clear in its proceedings. 2.10 Voting When a question or motion is put to a vote by the chair, each member present shall vote for or against the motion unless the council excuses thfH member from so doing. If thereafter the mayor or any member calls for a roll caWvote, then each member must vote. The mayor can only vote in the case of a\ie!iffild then is required to vote. 'i 2.11 Reconsidering a Vote A motion to reconsider a vote can be made only once and at the ise~sion at which the motion or matter was adopted, or at the nexftegular in~eting of the Council, provided that no vote to reconsider shall be made after thelprdinance, resolution, or act has been officially recorded, filed or tran~imitted or othenvise gone out of the possession of the council. 2.12. Council Deliberation It is the duty of the Mayo{orpresiding officer to ensure that each council member has the opportunity to spyal4i i Coull;yilors should ask the Mayor to be recognized. No member shall speak morel1hflnbnp(;{i4mi~ every member choosing to speak shall have spoken or waivesUhm~ l~gnnP! po so. No member shall speak twice on a motion on the floor without leave' olfithe Maypr or presiding officer. Council memH~fflspeak only for themselves and shall be open, direct and candid. They work to keepl<iiscussion moving, and call for a "process check" if the discussion becomes bogged d6~~ Time limits may be set on topics by the Mayor, presiding officer, or consensus, of the Council. 2.13 City Attorney as Parliamentarian The city attorney is designated as parliamentarian for the council. Questions of parliamentary rules may be referred to the city attorney through the presiding officer for interpretation. The final ruling rests with the presiding officer. 3 AGENDAS 3.1 The city administrator is responsible for the preparation of the council agenda A. Topics will be added to a council agenda based on timeliness of the topic and with consideration of the number of items already scheduled for the council. Matters to be 4 -... Ir_~ considered by the council shall be placed on an agenda to be prepared by the city administrator from the following: 1. All items considered by the council during study sessions, which require official action of the council. 2. All items which are required by law or policy to be presented to the council. 3. All other items that the City Administrator, City Attorney or Mayor present to the council for action. 4. Items placed on the agenda in accordance with paragraphs Band C of this section. 5. Requests of City Boards, Commissions, and Committees. B. A Councilor may request that an item that does not involve staff time, policy research, or drafting of an ordinance be placed on the Council's agenda. The Councilor shall notify the City Administrator no later than noon of the Wednesday prior to the Council meeting. The City Administrator shall determine the order of business of the item. The City Administrator may request that the matter be deferred until a later meeting if the agenda of a particular meeting is already lengthy. Council members will endeavor to have subjects and any materials they wish considered submitted prior to finalization of the Council packet. C. A Councilor who desires major policy research and discussion or drafting of an ordinance should first raise the issue at a meeting under Other Business from Council Members prior to any staff time being spent on the issue. The Councilor may also request that the discussion of this item be formally placed on the agenda in accordance with paragraph B of this section. The Council should consider items in light of City priorities, including adopted City Council Goals, and workload. The Council must agree to proceed with an issue or ordinance before staff time is spent preparing the matter for Council action. The Council may present information or a position paper of ask for a department report or committee recommendation. Councilors who agree that staff time can be spent on a particular item are not bound to support the issue when it comes before the Council for a vote. D. Any topic may be added to an agenda during the meeting by direction of the Mayor or presiding officer or by majority vote of the Councilors present. 3.2 Postponing Agenda Items If a councilor will be absent from an upcoming regular meeting, the councilor may request during a regular meeting that consideration of an agenda item be postponed to a future regular meeting. The request w:ill be honored if the majority of the council votes in favor of postponement and the matter is not time sensitive. If the request to postpone is made outside a regular council meeting, the counci lor requesting the postponement shall submit a request to the Mayor or City Administrator in writing or by email as early as possible. The request to postpone will be honored unless the majority of the council votes not to postpone the item or if 5 -.. ....'1 the matter must be acted upon at that meeting due to deadlines or other matter of timing. 3.3 Council Packets Written materials, from councilors, staff and citizens, related to agenda items to be included in the council packet must be submitted to the city administrator's office no later than 12:00 noon six days in advance of the council meeting for which it is intended. Materials submitted must include author's name and address. 3.4 Study Session Agenda Preparation The City Administrator prepares the agenda for the study sessions from: 1. Items requested by the Mayor and members of the council to be listed on the agenda. 2. Items deemed appropriate by the City Administrator. 3. Business from the council pertaining to committee reports and other business. 4. Items requested by city Commissions, Committees or Boards. Items appearing on the council study session agenda shall be assigned a time limit and the mayor shall hold discussion to within the time, unless the consensus of the council is to extend the time limit until an issue or item is discussed and resolved. 4 CONDUCT OF MEETINGS ... : II 4.1. Presiding Officer. The Mayor, or in the maY9J;'s. absence, the chair of the council, shall preside at the meetingl~i ~.~ the city c?uncil. In: the absence of these officers at any meeting the councilors presentl~hall appoint a chair pro tem and proceed with the meeting. The chair, eX~ff~t the ~ayor, mar vote on all motions other than appeals from decisions made whilq!fls~ingl fl~presiding officer. The presiding officer shall be responsible for ensuring order and decorum is maintained. Attendees and speakers are required to strictly abide the directions of the presiding officer. Behavior or actions that are unreasonably loud or disruptive shall be cause for removal from council meetings. Failure to abide constitutes "disruption of a lawful assembly" as provided in ORS 166.025(1)( c). Disruptive behavior includes engaging in violent or distracting action, making loud or disruptive noise or using loud or disruptive language, and refusing to obey an order of the presiding officer. Signs are not permitted and will be considered disruptive. The presiding officer may set time limits on agenda items. 5. ORDER OF BUSINESS At the first meeting in January, after the roll call, the presentation of the Mayor's address shall be first in order. The Mayor or presiding officer may change the order of business on the agenda. The required order of business has been established by ordinance is as follows: 6 -.. IF_' 1. Roll Call 2. Approval of minutes of the previous meeting. If there are no corrections or objections to the minutes, they shall be considered approved; otherwise, to be approved by vote. The minutes as approved shall be signed by the mayor and city recorder. 3. Special presentations, proclamations and awards. This item on the agenda is used to acknowledge special recognition and awards given to the city or for the Mayor to announce proclamations, which serve to encourage and educate the community. Proclamations shall be made and placed on the agenda at the discretion of the Mayor. Requests for recognition under this agenda item should be submitted in writing to the Mayor. 4. Consent agenda. Routine business items may be li~td:lip)" the City Administrator under this item, which shall be acted upon in its entirety, e)qqypt that the Mayor or any member of the council may request that any item be moved Withe regular agenda under the appropriate section of business. . .... 5. Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the council, unless the council by a two-thirds vote of those present, extends the hearing(s) for one-half hour until 9:30 p.m. at which time the council shall set a date for continuance and shall proceed with the balance of the agenda. Not more than two land use appeal hearings shall be scheduled for any regular meeting of the council. The City Administrator may, in the administrator's discretion, schedule additional legislative hearings depending on the anticipated length of the council meeting. Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the hearing and deliver the form to the city recorder. The Mayor or presiding officer is to inform the audience of this requirement to submit the form prior to the commencement of the hearing. No testimony will be accepted on public hearings that have been closed. 6. Public forum. Public forum is an opportunity for the public to comment on items not included on the agenda. The agenda for public forum is 15 minutes, unless a majority of the council votes to extend the time. Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the forum and deliver the form to the City Recorder. The Mayor or presiding officer is to inform the audience on requirements for submission of the form. Members of the public may speak about any topic during the public forum, except: if the topic is on the agenda for the same meeting. If a member of the public wishes to speak on an agenda item or public hearing item they may do so at the time set aside for those topics. 7 -.11 IF.. ., Public forum is not to be used to provide or gather additional testimony or information on a quasi-judicial matter. Public testimony will not be accepted on a public hearing that has been closed. The Mayor will set time limits for people who ask to speak during public forum. In general the time limits should be set to enable all people who wish to speak to complete their testimony. Time limits shall not be so short as to not allow speakers to address their topic. When possible and feasible, preference will be given to individuals who reside within the city limits. Persons who do not reside in the city may be placed at the end of the list of those wishing to speak at public forum. 7. Unfinished business 8. New business 9. Ordinances, resolutions and contracts.i. i. il 9.1. Every ordinance is to be enacted inac~prda~ce!Vith ArtiCle X of the city charter. Copies of the ordinance shall be e-~~~red to council members and the mayor at least fourteen days prior to the meetir(gi Il~ouncil members may review the ordinance and forward sugges~jot1~ifpr changestd the city attorney for consideration. Minor changes maybeiHpQrtwf<ited, substantive changes will be considered at the time of first readiHg, Any s~ljstantive changes to the ordinance must be verbally notfdlatlr~~t reading. Council members must submit comments to the city attorney1tipllaterthan 12 noon on the Wednesday prior to council meeting .11 I li 1111'; !i Titles o~lengthy or~~fncesl ~~\l be published in the local paper at least seven days inadN'ance ofth~[ypuncilmeeting thus allowing the ordinance to be read by title only atl councihneeting. li 9.2. Resolutiom;i~<lybe placed on the consent agenda and voted upon. Resolutions do not require a roll call vote. 9.3. The voting on all ordinances may be by roll call vote and recorded in the minutes showing those numbers voting for and those voting against. 10. Other business from Council members 6 IDENTIFICATION OF FISCAL IMPACT OF POLICY DECISIONS 6.1 At such a time as the council adopts a new program or policy with significant revenue implications, it shall offer clear direction to city staff and to the budget committee as to how the new program or policy is to be funded, 8 -.11 IF..., 6.2 When the city council adopts such a program or policy, it shall indicate how it expects that program or policy will be funded; e.g. which existing taxes or fees the council expects to increase and by how much, or which current city programs or department expenditures the council expects to reduce to fund the new program or policy. However, if the council cannot reasonably identify a potential funding source, it shall so indicate. 6.3 As used in this section the term "program or policy with significant revenue implications" includes an ordinance or a resolution in which implementation may entail expenditures in any budget year in excess of one and one-half percent (] .5%) of the city's annual General Fund budget, and which may require increasing existing taxes or fees or imposition of new taxes or fees. 6.4 The provisions of this section shall not apply to extraordinary expenditures in situations of, or necessitated by, public emergencies. . 7. RIGHTS OF CITIZENS Any citizen has the right to present an item to,the City Council. On behalf of the City, any councilor may request the item be phl(:;ed on;tpe agenda. Citizens may speak on any item not on the agenda during publi~' forum. 8. CONDUCT WITH CITY EMPLOYEES The City Council will attempt towork with City staff1in a spirit of team and mutual cooperation. A. Councilors may makelftm~int!SiQrSi~4fto increase their understanding of an issue or action. Counci 10. 1;.S., spo. ..' u., ..1.. ..d. liddt. ..f.equesis tor information from staff to questions that ............ ...........1.... ...,'.... may be answered with mini~411 rese~sh. Requests that require significant staff time or resources (twoh04TS or more~l~hould;be directed to the City Administrator and must be approved by the M~y?r, City Administrator, or by a majority vote of the City Council. B. All written infort\iat~on given by the Mayor, Councilors, City Administrator, City Attorney, or City Staff, inCluding materials requested by individual Councilors and the Mayor, will be distributed to all Councilors with a notation indicating who has requested that the information be provided. C. Councilors should respect the separation between policy-making and administration by limiting individual contacts with City employees so as not to influence staff decisions or recommendations, to interfere with work performance, to undermine the authority of supervisors, or to prevent the full Council from having access to relevant information. Notwithstanding this paragraph, nothing shall hamper the Council's ability to evaluate the performance of the City Administrator or City Attorney. D. Councilors should strive not to criticize any person in a public meeting or in public electronic mail messages. The same expectation applies to City staff. 9 ~6.W w_~ E. Councilors with a concern about the performance of a particular staff person should express that concern to the Mayor, City Administrator, City Attorney, or to that employee's department head. Submitted by David Chapman May 2007 9. COMMISSIONS, COMMITTEES and BOARDS The City has established several commissions, committees and boards as a means of providing detailed study, action and recommendations. Citizens who serve with these organizations become more involved in local government, more informed and serve as advisors to the City. They are a valuable resource to Ashland's leadership and should be treated with appreciation and respect. 9.1 Establishing commissions, committees or boards Commissions, committees and boards originate from;diffe,1;ent sources. Some are established by State statute, Charter provision, or otdinand!J;Others are established by 'I" direction of the Mayor or the Council. It is Coun(mdiscretioh[~~.to whether or not any advisory body should be set forth in theyode byordinance::I~C ??? contains code common to all commissions. A Commis~,qn Template will be used to generate an ordinance with information specific to the nd~,~ommission to be adopted. 9.2 Council Ad-hoc Committees The Mayor shall have the authority to fom1 ad...hm;~qmmittees to deal with specific tasks within specific time fr~wes and m~e recoriimendations to the Council. The Mayor or City Administpltorlmfty refer matters to the appropriate committee. The Mayor with the const;l1t1qfthe (fpuncil shall establish the tasks and the membership criteria for the committe~shJb~IHep()rtsofthe ad-hoc committee shall only have the authority of recqmmffnr~tic\rt~:~~ the Cduncil. The Council has the authority to follow the recommepdations; 'QlI;wge the: recommendations, refer the matter back to the committee or take any actfqp it ~ees fit. 9.3 Membership Almointments All committees nothpq~iTed by State law to be appointed by the Council shall be appointed by the Mayor with the consent of the Council, except for the Audit Committee (Resolution 2003-07). The Mayor may request assistance or recommendations from Councilors in making appointments. In the Mayor's absence, any necessary appointment may be made by the presiding officer with the consent of the Council. Broad citizen participation will be encouraged by limiting the number of terms that a member may serve. A citizen may not serve on more than two commissions simultaneously and may not be Chair of both. The terms of all members shall be three years and end on April 30. 9.4 Membership on Ashland Budget Committee For the purpose oflocal budget law, the Mayor is a member of the governing body of the City of Ashland. (AMC 2.04.140) and is a voting member of the budget committee. 10 -.,. .,..., 9.5 Student Membership on Commission and Committees The Mayor with the consent of the Council may add to the membership of any city commission, up to two positions for student liaisons, whether such commission or committee was established by ordinance or resolution. The student liaisons shall be non-voting ex officio members of their respective commissions or committees. Once the liaison positions have been added, the liaison from the high school shall be a high school student chosen by the Ashland High School Leadership class and the liaison from the university shall be a university student chosen by the Associated Students of Southern Oregon University Student Senate. The requirement of sections 2.04.080 and 2.04.081 shall not apply to the students chosen under this section. 9.6 Membership Removal Process . Upon consensus of the Council, a citizen may be remov(idlprror to the expiration of the term of the appointment. Notice of removal to thea.f{~yted member shall be handled with respect and courtesy. If a member r~signs orl~ll1~moved, the Mayor shall appoint a replacement for the remaInder o~tHeterm asd~f(fibed in 9.3 9.7 Changing or Dissolving a Commission, C~:mmit~eepr Board After the commission, committee or board has bee,tl formally announced they cannot be changed except at a regular meetin.gof the Coun<Wl and by a majority vote of the members present. (AMC 2.04.080, 2.Q4'(~81) 1 0 OPERATING POLICIES and PROCEDURES COMMISSIONS, COMMITTEES and BOARDS As commissions, committees and boards have been formed and reformed throughout the years, adoption of uniform rules of procedure has become necessary to assure maximum productivity. The following policies govern the City's. commissions, committees and boards. Some of these advisory groups may have more specific guidelines set forth by ordinance, resolution, by-laws or at times state law. 10.1 Public Meeting Law All meetings of commissions, committees and boards are subject to public meeting laws of the State of Oregon. 10.2 Robert's Rules of Order Roberts Rules of Order shall be authority for the government of the commissions committees and boards during its sessions, when not in conflict with the city charter and these code rules. Failure to strictly follow Roberts Rules of Order shall not be cause to void or otherwise disturb a decision or action. The body will strive to be clear in its proceedings. 10.3 Deliberation It is the duty of the chair or presiding officer to ensure that each member has the opportunity to speak. Members speak only for themselves and shall be open, direct and candid. They work to keep discussion moving, and call upon the chair to keep 11 .. w~., the discussion moving if the discussion becomes bogged down. No member shall speak more than once until every member choosing to speak shall have spoken or waived their right to do so. No member shall speak more than twice on the same motion without leave of the presiding officer. 10.4 Agendas and Minutes The chair or staff liaison will be responsible for the agenda of all meetings of commissions, committees and boards. A member or staff liaison will be responsible for taking minutes. Agendas and minutes will be posted on the city's web site. Members are encouraged to access those documents from the web site. Unless requested by members, staff will not mail the documents. 10.5 Absences If a member will be absent from a meeting the member will notify the chair or the staff liaison at least two hours prior to the meeting. Each ordinance and resolution specific to the commission details the number ofpermitted absences before removal is considered. If there is a scheduling problem, a member should request to be replaced out ofrespect for the other members. With the exception of the Audit Committee, appointees can be removed by the Mayor, with consent of the council for any reason. Planning commissioners may be removed for cause after hearing by city council for misconduct or non-performance of duty. (ORS227.030 and AMC 2.12.035) 10.6 Quorum A quorum for conducting business is a majority of the total membership. A majority of the quorum is necessary to adopt any motion. Membership need not be physically present at a meeting if another meeting format including conference calls, virtual meetings via the Internet etc. has been previously agreed to by the group. 10.7 Code of Ethics The City of Ashland is committed to the highest ethical standards for its public officials. To ensure public confidence, all members of commissions, committees and boards must be independent, impartial, and responsible and not use their position for personal gain. Members of should be aware the codes of ethical conduct set forth by the state and the city in ORS244.040 and in AMC 3.08.020. 10.8 Lobbying Unless specifically directed by the city council to state the city's official position on federal, state or county legislative matters, no lobbying before other elected bodies or committees will be undertaken by members of boards commissions or committees. An individual is free to voice a position on an issue as long as it is made clear that the speaker is not speaking as a representati ve of the city or as a member of a board, commission or committee. 10.9 Goals 12 -.11 1F_'1 Commissions, committees and boards are encouraged to establish annual goals and action items that reflect the group's charge as stated in the specific commission ordinance or resolution. They are expected to suggest, support and advance Council goals and are encouraged to look for ways within their own unique responsibilities to do so. 10.10 Role of Staff At least one staff person is assigned to work with each Commission, Committee or Board. The staff liaison provides professional guidance, continuity, and insight into City policy and attends all commission meetings. The staff liaison supports the group as a whole and cannot do work at the request of individual members. Each staff liaison has a limited amount of time to devote to the group. If additional staff time is needed the request should be made to the City Administrator or appropriate Department Head. 10.11 Final Decision Making With the exception of the quasi-judicial body commissions, committees and boards are advisory to the council. The city council is the final decision-maker on all city policies and the use of city resources. 10.12 Number of Meetings Unless otherwise provided by law, the number of meetings related to business needs of the commission, committee or boards may be set by the individual body. 10.13 Notice Advance notice of at least 36 hours shall be provided for all meetings. Notice shall be sent to a newspaper with general local circulation and posted on the city's website. In the case of emergency or when a state of emergency has been declared, notice appropriate to the circumstances shall be provided and reasons justifying the lack of 36-hour notice shall be included in the minutes of such meeting. 10.14 Representing the Commission, Committee or Board Members should only represent the opinion or position of the group if authorized by the full membership. 10.15 Budget Money is set aside in department budgets for commission expenses. Should a commission require additional funds, requests should be submitted to the department head through the staff liaison. 10.16 Expenses Members must receive permission and instructions from the staff liaison in order to be reimbursed for training or conferences and associated travel expenses related to committee business. 10.17 Committees 13 .... IF..., Committees may be formed for the purpOSC of gathering information and forming a recommendation and brought forward to the full committee. However, only the full membership can vote on and accept the recommendation. Committees must meet the requirements of the Oregon Public Meetings law. 11 COUNCIL LIAISONS Councilors serve as liaisons to commissions, committees, boards, community organizations and other agencies and are expected to represent the full Council in providing guidance to the group. In all other instances council members may attend meetings as individuals and will identify their comments as personal views or opinions not a representation of city council policy. 11.1 Role and Responsibilities of Council Liaisons The primary role of a Council committee liaison is to facilitate communication between the relevant organization and the Council. 11.2 Attendance Liaisons shall attend meetings of the committees for which they have assigned. If this becomes a problem, they should find an alternate or ask the Mayor to be reassigned. 11.3 Deliberations Complete debate is essential to comrriitt~ effectivene~S!) Thus, Council liaisons may wish to limit his or her participation inl a C()m~~W1Y~S deliberations and debate. Under no circumstances is a liaison to attempttodirecfd.. ebate, lobby, or otherwise influence . ". , the direction or decision~ dNHiM;committyc to which he or she has been assigned. Any attempt to do so ,rria~ ;resuWin remova~ from the liaison position. Note that the prohibition on lobbying art9;p~Jjt1q~~ngiPybate may not apply when the liaison is representing the ;s~tYIPr. a n~glpl1al cOrhmittee that includes elected officials from other jurisdic~i()ns. Ii . 11.4 Respect Be respectful ofdiM~rse opinion. A primary role of committees is to represent many points of view in the'~orn1nunity and to provide the Council with advice based on a full spectrum of concetns and perspectives. Be respectful of the Chair and the agenda. Councilors attending meetings as liaisons or individuals should accord the same respect toward the Chair and other members as they do towards the Mayor, presiding officer or each other. 11.5 Council Information Liaisons will inform the committees to which they have been appointed liaison of all meeting agenda items and of Council decisions that may be of interest to the committee. Liaisons shall also encourage committee members to attend Council meetings to keep abreast of Council action, policy matters and the activities of the city organization. 14 -.11 ...., 11.6 Vacancies The Council liaison for each commission, together with the commission chair and assigned staff liaison will interview citizens to fill vacancies on their committees and will make recommendations to the Mayor for appointment. 11.7 Reporting to the Council Council liaisons shall periodically report to the entire Council on significant and important activities of each committee to which they have been assigned. In addition, each commission should be scheduled to give a short annual presentation to the Council. Liaisons may seek assistance from the relevant staff liaison to accomplish this reporting responsibility. 11.8 Liaison Appointment Process . The Mayor will appoint a Councilor to act as a Council; I'iaison to all commissions, committees, boards, community organizations and otherl~gencies for which participation of an elected official from the City of AshlaiiqlfA ;determined to be necessary or beneficial to the City. Councilors interested in amH1:icular subject area should inform the Mayor of their interest and, tne Mq.yor should' ~e the expression of interest and/or a Councilor's preference Into aCCount,when making appointment decisions. Liaison appointments are generally m#i:~on an annual basis in January and the Mayor shall make every effort to J;otate liaison ;a$~ignments. 11.9 Removal from a Liaison Assignm1nt . . .; " , . The Mayor or a Councilor may be remdvHd for ariY'~eason from a specific liaison iil'il position or assignment upoWcqnsensus of the entire Council. 12. COUNCILOR EXPENSES The city will reimburse a councilor or the mayor for expenses that are directly related to city business in accordance with the city's reimbursement policy. Councilors are required to submit an annual Statement of Economic Interest to the Government Standards and Practices Board as required by ORS 244.050 et seq. (end) 13.AMEDMENTS and ADDITIONS to OPERATING PROCEDURES and POLICIES 13.1 Suspension of Operating Procedures Unless otherwise superseded by law, any part of these operating procedures and policies may be temporarily suspended by a majority vote of those members of the council present and voting. Adopted by the Council on 2007 Mayor 15 -all Ir.." DRAFT Council Guidelines Gentlepersons Agreement Reflects copy submitted by Alice Hardesty and revised copy per group direction. These items were deleted from Rules. I). Draft ordinances: Councilors should try to accomplish any editing of draft ordinances before the meeting by consulting with staff. If Council gets bogged down, consider giving staff clear instructions that they should follow in crafting exact wording. (See section 5.9.1 in current draft rules.) 2) Land Use Public Hearing: Be conscious that extensive q~estioning of applicants in land use public hearing can delay public input and lead t9; cO~f;inuation of hearing to a later date, with the result that public input can be forgotten antllmecious time expensed. Try to keep questions as succinct as possible. 4) Courtesy: All councilors, Commissioners, sbWfandrriembers of the public should be courteous with each other, even when they disagree. ~veryone should be reminded that it is counterproductive to attack others in p~blic. 5) Public Positions: When dealing with the. publidlor[QtJ;ler public agencies, councilors should be clear about when th~x; ~re speaking for themselves as opposed to representing a position taken by the entireypuncil~ .;; ~ i 6) Councilors attending otherl~I~~t~)n;g~rfft~er as liaisons or individuals should accord the same respect toward,sl1Wt~ ;ybair aq~ ;othermembers as they do towards one another and the Mayor or presi;ding offiq~f; at co~nsi 1 meetings. 16 -.11 IF..., City of Ashland, Oregon - Agendas And Minutes Page 1 of 4 City of Ashland, Oregon / City Council City Council - Minutes Thursday, September 14, 2006 These Minutes are preliminary pending approval by Council at the October 3, 2006 City Council Meeting. MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL September 14, 2006 Civic Center Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Morrison called the Study Session to order at 5: 15 p.m. in the Civic Center Council Chambers. ROLL CALL Councilors Silbiger, Amarotico, Hardesty, Jackson and Chapman were present. Councilor Hartzell arrived at 5:22 p.m. 1. Discussio~Q1J\llainte!1al1c::~_oLS_chool iirounds. City Administrator Martha Bennett explained the issue regarding the Ashland schools ground maintenance. She stated a subcommittee of the Parks & Recreation Commission, Ashland School District and the City Council have met and resolved the short term issue regarding the maintenance of Briscoe and Lincoln Elementary. She requested Council discuss whether they would be willing to participate financially in the long term maintenance of these two school grounds, as well as the long term maintenance of all of the school grounds. Ms. Bennett noted the City has participated with the maintenance of school property in the past, and noted the financial history information included in the packet materials. Ms. Bennett requested Council discuss this issue and provide staff with direction. Juli DiChiro with the Ashland School District addressed the Council. She clarified their legal department has advised levy funds would not be an appropriate use for any of the landscaped areas and that these funds could only be used for the fields that are being used for recreation. Parks & Recreation Director Don Robertson provided an estimate of $150,000 per year for the City's Parks & Recreation Department to maintain all of the schools grounds. He clarified this includes the maintenance of Lincoln and Briscoe Elementary, which are no longer occupied by the School District. Ms. DiChiro clarified the Willow Winds school grounds are open to the public; the playground is used by the community and the grounds are used for camps and hiking purposes. Mr. Robertson commented on the Parks & Recreation budget and stated they do not have individual budgets for each of the City parks. He explained the Parks & Recreation Commission view their tax responsibilities to be limited to what those City taxes are specifically collected for. He stated the school properties owned by the school are viewed by the Commission as being outside the scope of their financial responsibility. Ms. Bennett clarified the Council made a commitment at the end of May to discuss whether the City wanted to be involved financially and the discussion came under the context of the Lincoln and Briscoe issue. She stated it was not clear at that time whether the Council's commitment was just: to these two schools or all of the school properties. She stated if Lincoln and Briscoe are providing a neighborhood park function, it would logically follow that the other schools are doing the same even though they are occupied by the School District. http://www.ashland.or.us/Agendas.asp?Display=M inutes&AMID=2761 &Print=True 9/20/2007 City of Ashland, Oregon - Agendas And Minutes Page 2 of 4 Ms. DiChiro clarified all of the school parks are utilized by the general public and that each has their own draw. Council discussed whether the City should financially contribute to the school grounds maintenance and where the additional funds would come from. Comment was made that if the grounds at Lincoln and Briscoe Elementary are being used primarily as neighborhood parks the City should be paying for the upkeep. Comment was made that $150,000 taken from the City's general fund is too much and suggestion was made that this should be balanced within the Parks Department budget. Statement was made suggesting a smaller portion of the $150,000 figure be appropriated for Lincoln, Briscoe, Hellman and Bellview and for the City to focus on these as strategic neighborhood parks rather than spend $150,000 to maintain all of the school grounds. Suggestion was made for the Parks & Recreation Department and Ashland School Board to share the costs of the maintenance 50/50. Support was voiced for the Parks & Recreation Commission and Ashland School Board to review their budgets and see how this can be funded. Ms. DiChiro explained the subcommittee has met several times and the Parks & Recreation Commission has already completed an evaluation of their budget. The Parks & Recreation Commission have determined they do not have the additional money in their budget to support the maintenance costs. Ms. DiChiro explained the Ashland School District currently pays $90,000 for the maintenance of all of the school grounds with the exception of Briscoe and Lincoln and they are willing to put forward this same amount to addresses this issue. Comment was made that the City accrues value from the schools and they should find a way to assist in some way from the City's budget. Ms. DiChiro clarified the subcommittee did discuss the possibility of the Parks Department purchasing the playground properties outright; however they could not come to an agreement on the value of the property and there was reluctance by some of the School Board members to let go of this property. Ms. Bennett commented on the issues with Ballot Measure 50 and stated because the Parks & Recreation Department receives 100% of their income from property taxes, they will be limited by assessed value growth and will have financial difficulty in the future. Ms. Bennett questioned whether the Council would be open to the possibility of allocating funds to the Parks Department for the maintenance of some or all of these grounds. Heidi Parker/344 Bridge Street/Ashland School Board Member/Stated this discussion has been going on for over a year and noted the joint Resolution that was adopted last November. The Resolution proclaimed "the School Board, Parks Commission and City Council shall preserve the playgrounds and playing fields at all the current Ashland School District facilities, including Briscoe and Lincoln as open spaces..." and".. .all three elected boards will work together to coordinate funding". Ms. Parker stated these areas are City parks and the grounds are used extensively. She stated any kind of assistance the City could offer would be a tremendous help. Ms. Bennett clarified staff would ask the Parks & Recreation Department as part of the budget process to cost this out with a concept in mind that the School District will be able to contribute approximately $90,000. She stated they would treat this as a budget package that can be submitted to Council and will ask that the trade-offs be identified as part of this request. She added staff would bring forward as part of that proposal any appropriate suggestions. 2. Propo_s4:!gu~c:u.LnciLQperating Procedure_~. City Administrator Martha Bennett submitted to the Council "Possible Topics for inclusion in Council Rules" and Ashland Municipal Code 2.04, Rules of the City Council. She recommended the Council implement a similar process used for the Council discussion of City Boards, Commissions and Committees for this issue and suggested they form a subcommittee to handle the in-depth discussion. Ms. Bennett reviewed the topics listed on the "Possible Topics for inclusion in Council Rules". She stated these are the Council's rules and what goes into the rules needs to come from Council. Even thought staff has provided a draft and given them ideas, she stated the Council needs to be comfortable with the rules. http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=2761 &Print=True 9/20/2007 City of Ashland, Oregon - Agendas And Minutes Page 3 of 4 Ms. Bennett suggested the Council Rules elaborate on the following subjects and requested direction as to how staff shou Id proceed. · Setting the Agenda · Executive Sessions · Council Packets · Clear and Simple Proceedings · City Attorney as Parliamentarian · Explain Rational for Each Vote · Order & Decorum · Keep Discussion Moving · Explain Public Forum · Recesses & Adjournments · Council Expenses · Rules for Quasi Judicial Land Use Public Hearings · Study Sessions · Requests of Staff · Conduct with Staff · Representing City Positions/Personal Positions · State & Federal Lobbying · Committees, Commissions & Boards (CCBs) · Conduct with CCBs · Operating Policies for CCBs · No Extensive Editing of Ordinances During the Meeting Council commented on the items suggested for inclusion in the Council Rules. Comment was made that what has been prepared by staff was a good starting point for discussion and support was voiced for forming a subcommittee. Councilor Hardesty voiced her concerns and stated many of the sug~lestions are subjective. She questioned the two-hour rule for staff time, the necessity of the order and decorum item, and the keep discussion moving item. In regards to the two-hour rule, Ms. Bennett clarified there needs to be a level of agreement amongst the councilors as to how they will work with each other and with staff. She stated she has received a number of concerns and complaints about how requests from council members are handled and stated it is important they establish some guidelines. Councilor Hartzell voiced her concerns with the way this issue was approached and expressed interest in participating in the subcommittee. Support was voiced by several councilors for moving forward with the subcommittee. Councilor Silbiger suggested since half the councilors are currently involved with the CCB subcommittee, the remaining three (Councilors Hardesty, Amarotico and Silbiger) could participate on the Council Rules subcommittee. Councilor Hartzell stated she would prefer to work on the Council Rules subcommittee instead. Mayor Morrison voiced his support for the subcommittee. He stated the councilors who are not on that committee could still share their concerns and ideas with that group and monitor the progress. He commented on having trust in their colleagues and noted the Council Rules would come back to the entire Council. Councilor Chapman left the meeting at 6:46 p.m. Council consensus was to form a subcommittee with Councilors Hardesty, Amarotico and Silbi'ger. Councilor Hartzell voiced her opposition to this arrangement. ADJOURNMENT Meeting adjourned at 6:50 p.m. Respectfu Ily su bm itted, Barbara Christensen, City Recorder John W. Morrison, Mayor End of Document -E3(j(:K tQIOQ http://www .ashland.oLus/ Agendas.asp?Display=M inutcs&AM 10=2 761 &Print=Truc 9/20/2007 City of Ashland, Oregon - Agendas And Minutes http://www.ashland.or.us/Agendas.asp?Display=M lnutes&AMID=2 761 &Print=True Page 4 of 4 9/20/2007 2.04 Rules of City Council 2.04.010 Presiding Officer [This excerpt comes from the Ashland Municipal Code, Title 2-Administration, Chapter 4-Rules of City Council] The Mayor, or in the Mayor's absence, the Chair of the Council, shall preside at the meetings of the City Council. In the absence of these officers at any session the Councilors present shall appoint a Chair pro tern and proceed with the meeting. The Chair, except the Mayor, may vote on all motions other than appeals from decisions made while acting as presiding officers. (Ord. 1544 SS 1, 1967) 2.04.020 Quorum As provided in Article VIII, Section 4, of the City Charter, the Mayor and not less than three (3) Councilors, or four (4) Councilors, constitute a quorum and a simple majority of the Councilors present determines the action on any motion, question, ordinance, or resolution except, however, that on questions requiring a two-thirds (2/3) vote of the Council, as provided in the City Charter, there shall be required a vote of four (4) Councilors to exercise any such special powers. If the roll call shows no quorum present, as defined by Section 4 of Article VIII of the City Charter, the Councilors in attendance may direct the Chief of Police to notify the absent members, except those known to be unavoidably detained, that their presence is required to enable the Council to proceed with business. Should any then fail to soon appear the members present shall adjourn to a date fixed by them. (Ord. 1810 (part), 1974; Ord. 1544 SS2, 1967) 2.04.030 Minutes of Proceedings After the reading of the minutes of the preceding meeting by the City Recorder, ifthere are no corrections or objections thereto, they shall be considered approved; otherwise, to be approved by vote. The minutes as approved shall be signed by the Mayor and City Recorder. (Ord. 1544 SS3, 1967) 2.04.040 Order of Business A. Except as provided in subsection B hereof, the order of business of the Council shall be: 1. Roll call; 2. Approval of minutes of the previous meeting; 3. Special presentations, proclamations and awards; 4. Consent agenda, subject to the limitations of subsection C; 5. Public hearings, subject to the limitations of subsection 0 and first readings of ordinances that pertain to the public hearing. 6. Public forum for business from the audience not included on the agenda (limited to a total of 15 minutes); 7. Unfinished business; 8. New and miscellaneous business; 9. Ordinances, resolutions and contracts; 10. Other business from Council members. B. At the first meeting in January, after the roll call, the presentation of the Mayor's address shall be first in order. c. Routine business items may be listed by the City Administrator under a "Consent Agenda", which shall be acted upon in its entirety, except that the Mayor or any member of the Council may request that any item be moved to the regular agenda under the appropriate section of business. D. Public hearings shall conclude at 9:00 P.M. and be continued to a future date to be set by the Council, unless the Council by a two-thirds vote of those present, extends the hearing(s) for one-half hour until 9:30 P.M. at which time the Council shall set a date for continuance and shall proceed with the balance of the agenda. Not more than two (2) land use appeal hearings shall be scheduled for any regular meeting of the Council. The City Administrator may, in the Administrator's discretion, schedule additiona11egis1ative hearings depending on the anticipated length of the Council meeting. (Ord. 2611 SI- 1991; 2729-1994) E. At any meeting of the Council, the order of business can be changed or any part thereof moved to a future agenda by a majority vote of the Council. F. The City Administrator is responsible for the preparation of the agenda for each City Council meeting and, with the consent of the Council, shall determine the deadline by which any matter must be presented in writing by any citizen in order to be included on the agenda. (Ord. 1544 S4, 1967; Ord. 2523(A) SI, 1989). 2.04.050 Voting When a question or motion is put to a vote by the Chair, each member present shall vote for or against the same unless the Council excuses that member from so doing. If thereafter the Mayor or any member calls for a roll call vote, then each member must likewise vote. The Mayor can only vote in the case of a tie, and then is required to vote. (Ord. 1544 SS5, 1967). 2.04.060 Privileges of Members No member shall speak more than twice on the same question without leave of the presiding officer, except in informal and interlocutory debate, nor more than once until every member choosing to speak shall have spoken or waived their right to do so. (Ord. 1544, SS6, 1967). 2 2.04.070 Roll Call Vote The voting on all ordinances or resolutions shall be by roll call vote and recorded in the minutes showing those numbers voting for and those voting against. (Ord. 1544 SS7, 1967). 2.04.080 Appointing Committees All committees not required by State law to be appointed by the Council shall be appointed by the Mayor with the consent of the Council, or in the Mayor's absence, any appointment necessary may be made by the presiding officer, with the consent of the Council. After the standing committees have been formally announced they cannot be changed except at a regular meeting of the Council and by a majority vote of the members present. All terms of boards, commissions and committees shall be extended to April 30 of each year, beginning with the terms expiring on December 31, 1989. (Ord. 1875, 1976; Ord. 2523(A) S2, 1989). 2.04.081 Notice of Appointments No person shall be appointed or elected to any committees or commissions established by ordinance until after the City Recorder has caused to be published once, at least ten (10) days prior to the date on which the appointment or election is to be made, in a newspaper of general circulation in the City of Ashland, a notice entitled "NOTICE OF APPOINTMENT", containing the following information: 1. The position to be filled by appointment or election; 2. That applications will be accepted by the City Recorder; 3. The date the appointment is expected to be made; and, 4. That additional information regarding the position can be obtained from the office of the City Recorder. No appointment or election shall be made to any of the aforementioned committees or commissions, unless notice of such appointment or election appears on the agenda for the meeting at which the appointment or election is to be made. Additional procedures regarding application deadlines and notification to the City Council of proposed appointments by the Mayor shall be set forth by Resolution of the Council. (Ord. 1903, 1976; Ord. 2523(A) S3, 1989). 2.04.082 Student Memberships on Commissions and Committees. Section 2.04.082 Student Memberships on Commissions and Committees. The Mayor with consent of the Council may add to the membership of any city commission, two positions for student liaisons, whether such commission or committee was established by ordinance or resolution. The student liaisons shall be non-voting ex 3 officio members of their respective commissIOns or committees. Once the liaison positions have been added, the liaison from the high school shall be a high school student chosen by the Ashland High School Leadership Class and the liaison from the university shall be a university student chosen by the Associated Students of Southern Oregon University Student Senate. The requirements of sections 2.05.080 and 2.04.081 shall not apply to the students chosen under this section. I) 2.04.090 Ordinances and Resolutions Every ordinance shall be enacted in accord with Article X of the Ashland City Charter. Every resolution shall receive one reading previous to the vote on its passage, provided however, that it may be read by title only ifno Council member present at the meeting requests to have it read in full. (Ord. 1544 S9, 1967; Ord. 1950 S 1, 1978; Ord. 2365, 1985; Ord. 2691,1992). 2.04.095 Identification of Fiscal Impact of Policy Decisions A. At such time as the council adopts a new program or policy with significant revenue implications, it shall offer clear direction to city staff and to the budget committee as to how the new program or policy is to be funded. B. When the city council adopts such a program or policy, it shall indicate how it expects that program or policy will be funded; e.g., which existing taxes or fees the council expects to increase and by how much, or which current city programs or department expenditures the council expects to reduce to fund the new program or policy. However, if the council cannot reasonably identify a potential funding source, it shall so indicate. C. As used in this section 2.04.095, the term "program or policy with significant revenue implications" includes an ordinance or a resolution in which implementation may entail expenditures in any budget year in excess of one and one-half percent (1.5%) of the city's annual General Fund budget, and which may require increasing existing taxes or fees or imposition of new taxes or fees. D. The provisions of this section shall not apply to extraordinary expenditures in situations of, or necessitated by, public emergencies. (Ord 2851, added, 11/02/1999) 2.04.100 Rights of Citizens All matters of business, propositions, requests, petitions, remonstrances, or any question whatsoever which a citizens, or any society or organization of citizens, severally or by committee, may desire to present for consideration of the Council shall be reduced to writing and filed with the City Administrator for presentation to the Council. The Council 4 shall accord a hearing to any person in explanation of the matter or business so filed and presented. Provided, however, when the floor is accorded any citizen for such purpose, the Chair may then or later notify the speaker of the amount of time which the citizen will be allowed. (Ord. 1544, S 1 0, 1967) 2.04.110 Council Meetings A. Regular Meetings The regular sessions of the Council shall be on the first and third Tuesdays of each and every month, unless otherwise arranged, and shall be held on the days appointed at 7 p.m. Meetings shall end no later than 10:00 p.m. unless the Council by a two-thirds vote of those present extends the meeting for one half hour. (Ord. 2729-1994) B. Adjourned Meetings At any regular or adjourned meeting the meeting may be adjourned to a later date by a majority vote of the Council. In the event any regular meeting is adjourned to call of the Mayor, the Mayor may call an adjourned meeting at such time as the Mayor may designate upon having each Councilor notified personally, or in writing, at least thirty-six (36) hours in advance of the time and place of such adjourned meeting. Any City business may be acted upon at an adjourned meeting. C. Special Meetings A special meeting may be called either by the Mayor or two (2) members of the Council. Written notice of the time and place of such special meeting and the subjects to be acted upon shall be delivered in writing to all members of the Council at least thirty-six (36) hours in advance of the time of said meeting, and the Council may consider and act only upon such matters as contained in the written notice. D. Study Sessions The Mayor or two (2) members of the Council may call a study session at any time for the purpose of infornling members of the Council as to City affairs. At such study sessions no decisions may be made or action taken either formally or informally by the Council. (Ord. 1544, S 11, 1967) 2.04.120 Reconsidering a Vote A motion to reconsider a vote can be made only once and at the session at which the motion or matter was adopted, or at the next meeting of the Council, provided that no vote to reconsider shall be made after the ordinance, resolution, or act shall have gone out of the possession of the Council. (Ord. 1544, S 12, 1967) 2.04.130 Conducting a Meeting Robert's Rules of Order shall be authority for the government of the Council during its 5 sessions, when not in conflict with the City Charter and these code rules. (Ord. 1544 S 13, 1967). 2.04.140 Membership on Ashland Budget Committee For the purpose oflocal budget law, the Mayor is a member of the governing body of the City of Ashland. (Ord. 2501,1989). 6 ARTICLE VIII - Council Section 1. Where Powers Vested. Except as this Charter provides otherwise, all powers of the City shall be vested in the Council and the Mayor. Section 2. Composition. The Council shall be composed of six (6) Council members elected in the City at large and by position number. Each position shall bear a number running from one (No.1) through six (No.6), and any candidate for Council shall, starting with his/her nominating petition, designate the number of the Council seat to which he/she seeks election; further, one candidate may only run for one position at an election. The Council members whose terms of office expire with the end of 1972 shall be assigned seat numbers 1, 3 and 5; 1974 shall be assigned seat numbers 2, 4 and 6. Within the scope of the preceding provision, the Council shall forthwith determine by lot the numbers to be assigned to the incumbent Council members. Section 3. Council Meetings and Rules. The Council shall hold a regular meeting in the City at least once each month at a time and place which it designates. Other meetings may be called as the Council deems necessary, with notice given the Mayor and Council members and the public as provided by ordinance. Minutes of any such special meeting shall be presented at the next regular Council meeting. The Council shall adopt rules for its proceedings. Section 4. Quorum. The Mayor and not less than three (3) of the Council members, or four (4) of the Council members, shall constitute a quorum for conducting Council business. Section 5. Journal. The Council shall cause a record of its proceedings to be kept. Upon request of the Mayor or any of the Council members, the ayes and nays upon any question before it shall be taken and entered in the record. Section 6. Proceedings to be Public. No action by the Council shall have legal effect unless the motion for the action and the vote thereon take place at proceedings open to the public. Section 7. Mayor's Function at Council Meetings. The Mayor shall preside over the deliberations of the Council. He/she shall have authority to preserve order, enforce the rules of the Council, and determine the order of business under the rules of the Council. Section 8. Chair of the Council. At the first regular meeting of the Council in January of each year, the Council shall by ballot elect a Chair ofthe Council from its membership to serve for one (1) year. He/she shall, during all times when the Mayor is absent or unable to attend to his/her duties or act in any matter, have and exercise the powers and perfoml1 the duties of the Mayor, except that he/she shall retain his/her Council member's right to vote. If, at any meeting of the Council, both Mayor and Chair are absent, the Council members present shall elect one of their number as Chair Pro Tem, who shall preside at that meeting. Section 9. Vote Required. Except as this Charter otherwise provides, the concurrence of a majority of the members of the Council present at a Council meeting shall be necessary to decide any question before the Council.