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Home My WebLink About2008-0318 Council Mtg PACKET CITY OF ASHLAND Imoortant: 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 ofa 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 form located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount oftime 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 REGULAR MEETING ASHLAND CITY COUNCIL March 18, 2008 Council Chambers 1175 E. Main Street 6:00 p.m. Executive Session - to consult with legal council regarding pending litigation pursuant to ORS 192.660(2)(h) 7:00 p.m. Regular Meeting I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENT OF BOARD AND COMMISSION VACANCIES V. SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS? [5 minutes] 1. Study Session of March 3, 2008 2. Executive Session of March 4, 2008 3. Regular Council of March 4, 2008 4. Executive Session of March 10, 2008 VI. SPECIAL PRESENTATIONS & AWARDS 1. Mayor's Proclamation of Autism Month VII. CONSENT AGENDA [5 minutes] 1. Does the Council accept the Minutes of Boards, Commissions, and Committees? 2. Will the Council, acting as the Local Contract Review Board, consent to extend an existing Intergovernmental Agreement #2005-2006-09 between Jackson County, Community Justice, and the City of Ashland until 6/30/201 O? 3. Does the Council wish to accept the recommendation of the Public Art Commission to accept the Lloyd Haines paintings as a gift of public art? 4. Will the Council authorize a contract with Carollo Engineers P,C. in the amount of $83,195 to complete the Wastewater Treatment Plant (WWTP) Permit Renewal with Temperature Solution and Update to the Facilities Plan? L ARF ASf IJVF~ ON CflANNEL \) VISIT THI eny OF ASHLAND'S \VII:) SliT: AT \VWW.:\SH US VIII. PUBLIC HEARINGS {Testimony limited to 5 minutes per speaker, unless it is the subject of a Land Use Appeal. All hearings must conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to 9:30 p.m. by a two-thirds vote of council {AMC 92.04.040}) 1. Will Council adopt a resolution authorizing and ordering the improvement of the alley between Harrison and Morton Streets by formation of a Local Improvement District? Will Council adopt the findings and orders pertaining to the formation of the Harrison to Morton Alley Local Improvement District? 2. Does the Council want to approve a resolution removing the BPA Surcharge (current average impact is 10.8% per account) and raising electric rates for usage by 8.7% for accounts subject to the electric user's tax and 10.8% for accounts not subject to the tax? IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. Speakers are limited to 5 minutes or less, depending on the number of individuals wishing to speak.) [15 minutes maximum] X. UNFINISHED BUSINESS None. XI. NEW AND MISCELLANEOUS BUSINESS 1. Which of the public art funding options does the Council wish to explore through the public hearing process? 2. Will Council review the Traffic Safety Commission's recommendations to improve pedestrian safety on Siskiyou Boulevard and provide input for additional measures? 3. Does the Council want to authorize the City Administrator to sign the Standstill & Interim Relief Payment Agreement with the Bonneville Power Administration? How much of the moneys distributed with this agreement should be distributed to the General Fund? How much should be distributed to the Electric Fund? XII. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Does the Council wish to approve second reading of a proposed Ordinance titled, "An Ordinance amending the Ashland Municipal Code, Chapter 2.12, City Planning Commission"? XIII. OTHER BUSINESS FROM COUNCIL MEMBERSIREPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (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). CC)UNCIL MEETINGS ARE AST LIVE ()N ('IIANNEL 9 VISIT TIn, CflY OF ,\SIIL\ND'S \VEB SlIL. Xl WWW.ASH CITY COUNCiL STUDY SESSION MA ReI I 3, ]008 PAGE /0(4 MINUTES FOR THE CITY COUNCIL STUDY SESSION Monday, March 3, 2008 at 6:00 p.m. Council Chambers, 1175 East Main Street CALL TO ORDER Mayor Morrison called the meeting to order at 6:00 p.m. in the Council Chambers, 1175 East Main Street. ATTENDANCE Councilors Hardesty, Silbiger, Chapman, Navickas, and Hartzell were present. Councilor Jackson was absent. 1. Look Ahead Review. City Administrator Martha Bennett reviewed the items on the Council Look Ahead. 2. Review of Regular Meeting Agenda for March 4, 2008. FY09 Capital Improvement Plan (CIP) Councilor Hardesty requested staff provide information on the relationship of FY09 CIP projects to rate increases. She clarified she would like to know which projects would require the biggest rate increases and suggested they might use this information to prioritize the projects. City Administrator Martha Bennett clarified there are other factors besides the CIP projects that will affect rates and expressed concern with Council making decisions about rates when they have not looked at the bigger picture. City Engineer Paula Brown indicated that not a lot has changed since the CIP was presented last year and clarified that these are not discretionary projects. Administrative Services Director Lee Tuneberg agreed and stated these are things that need to be done and the City must find a way to finance these projects. Ms. Bennett warned the Council that they could only set policies and would not be permitted to bind future Councils in regards to appropriations. Councilor Hartzell voiced support for Councilor Hardesty's request and stated it was valid to look at how CIP projects affect rate increases. Staff indicated they work on gathering this information for Council. Enclose Existing Covered Storage Building Councilor Hardesty noted the significant cost difference between the two bids staff received and questioned if it would be beneficial to solicit more bids. Electric Director Dick Wanderscheid indicated he does not feel if they went back out for bids it would result in a significant savings. He added there is sufficient funding in the budget to cover the costs. Ordinance Governing the Planning Commission Councilor Navickas noted he had submitted an email outlining a proposal for limited de novo hearings and questioned if this was a possibility. Council and staff briefly discussed whether this question could be addressed during this Study Session. City Attorney Richard Appicello clarified this is a land use proceeding and recommended this not be discussed tonight. Ms. Bennett added that staff has reviewed the process suggested by Councilor Navickas and would be prepared to discuss this matter at tomorrow nights meeting. Comment was made questioning if a Special Meeting would be needed to deal with this item. Ms. Bennett indicated she does not feel a Special Meeting is necessary and clarified if needed Council could continue this issue to their next Study Session and Regular Meeting. CITY COU/VClL STUDY SESSION MARCH 3, :l008 PAGE:; 0(4 Other Business from Council Members/Reports from Council Liaisons Councilor Chapman indicated he would like to provide an update on the Bear Creek Greenway Committee if time permits. 3. Does the City Council wish to schedule a formal public hearing to consider an increase in the Transient Occupancy Tax Rate? What additional amount does the Council wish to consider? How would the City use the revenue generated by the proposed increase? Administrative Services Director Lee Tuneberg presented the staff report and background information. He noted two public forums were held to obtain feedback from the stakeholders and their responses are included in the packet materials. Mr. Tuneberg stated at this point staff needs direction on whether Council wishes to schedule a public hearing to consider a rate increase, what amount they would like to increase the Transient Occupancy Tax rate to, and how the City would use the additional revenue. Management Analyst Ann Seltzer explained staff knew that they would need to start with the stakeholders, and now that this is complete, Council needs to provide direction to help staff frame the issue for the general public. She stated staff could hold additional public forums for the community, but Council needs to make some decisions before they do this. City Administrator Martha Bennett noted that there was some skepticism expressed at the stakeholder forums, but no one was vehemently opposed. Councilor Hardesty noted she had submitted a memo outlining her questions about the TOT. Staff provided the following responses to Councilor Hardesty's questions: · Need for research data on whether or not visitors decide to go to a destination based on local taxes. Ms. Seltzer indicated she had submitted an email to the League of Oregon Cities and would also check with the Oregon Tourism Commission. · The table on Estimated Revenue Generated from a TOT increase states that the balance is likely to be used for Economic Development. I didn't think that had been decided yet. Mr. Tuneberg agreed and stated this has not yet been decided. · Is there any way to estimate how much tourists cost the City each year? Mr. Tuneberg stated they might be able to come up with some direct costs for special events (such as the 4th of July), but it would be difficult to allocate these costs and the numbers they could provide would not be compre~A' · CDllu(;jl there be a less costly way to create a convention center or space for less than $4 millio,ffMs. Bennett stated this could probably not be done for less than $4 million and clarified a feasibility study would need to be completed before they undertake a project like this. · Option of pur chasing landfor additional parking. Shouldn't this wait for the downtown plan? Ms. Bennett stated purchasing land for additional parking was just an idea for Council to discuss. Council shared their opinions on whether to move forward with scheduling a public hearing and whether they are interested in raising the TOT. Councilor Silbiger voiced opposition to holding a public hearing at this time and suggested they begin by identifying the needs and what they would like to achieve. Councilor Navickas expressed interest in creating an outdoor public space and voiced his opposition to a convention center. Councilor Chapman stated he is also not in support of a public hearing and stated the Council needs to determine what they would do with the money. He added that deciding on how much money they would need and what to raise the TOT should come later. Councilor Hartzell stated she is CITY COUNCiL STUDY SESSfON AtA Ref-! 3, 2IJ08 PAGE 30(4 also not ready to hold a public hearing and expressed interest m usmg the money for economic development. Mayor Morrison acknowledged that the Council is not interested in holding a public hearing at this time, and suggested Council begin by identifying what rate increase they would be interested in. Council briefly discussed and agreed that they are not supportive of a 3% increase, Council consensus was to consider a 1 % - 2% increase in the TOT. Suggestion was made that it might be helpful for Council to submit their ideas on how the money could be used and for staff to compile a worksheet. Additional suggestion was made for the Chamber of Commerce to prioritize their "wish list". Mayor Morrison indicated that Council needs to identify the needs first, and then determine if this money is something that would help address those needs. Councilor Hartzell suggested the Economic Development Plan be completed first and stated this plan would identify how the money could be used. Councilor Hardesty voiced support for the money being used to boost shoulder season activities. Councilor Navickas restated his interest in a new public space downtown that could be used for street performers or an outdoor market. Ms. Bennett summarized Council's discussion and stated staff would bring back a scenario of what a 2% increase would look like. She noted most of the conversation tonight regarding the 70% relates to promotions, events or festivals. She indicated staff would assume that most of this revenue would go to the Chamber of Commerce and staff would work with them and have the Chamber submit a plan. She added that staff would also consider additional granting. Regarding the 30%, staff would assume that this would be put towards economic development for the first 1 Yz years and after that it would be used for promotion of that strategy. Ms. Bennett stated staff would focus primarily on the 2% rate increase, but would also provide a sense of what could happen with a 1 % increase. She indicated staff would return with this information and obtain Council's feedback. Council could then determine if they are ready to move to a public hearing. 4. Does the proposed plan from staff incorporate the steps and timing Council feels appropriate for the Fiscal Stability council goal? Administrative Services Director Lee Tuneberg presented the staff report. He explained Council adopted Fiscal Stability as a priority goal and proposed the following steps and timeline to accomplish this: 1) January - February 2008: Identify the internal resources (appropriations and staff) available to support the goal. It was noted this would impact proposed changes in the budget. 2) March - June 2008: Develop a solicitation process to perform this goal and provide additional support not available within the City. 3) July - August 2008: Create a timeline for gathering input from stakeholders and identifying deliverables. 4) September - November 2008: Perform the work including evaluation of existing and the development of new measures, benchmarks, and systems for monitoring. 5) December 2008: Report on work to date to Council and subsequent revisions to the project. 6) January - March 2008: Implementation, staff training and incorporation into City budget, operational and reporting process. 7) April- June 2009: Complete integration into the FY 2009-2010 budget process. Mr. Tuneberg explained that staff is recommending using an outside consultant to help guide the City through this process, which could cost approximately $100,000. He stated this project would also need a tremendous amount of staff time and it may be necessary to add staff to his department. ASHLAND CITY COUNCIL MEETING 1\4ARCH 4, :;008 PAGE I of6 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL March 4, 2008 Council Chambers, 1175 E. Main Street CALL TO ORDER Mayor Morrison called the meeting to order at 7:00 p,m. in the Civic Center Council Chambers. ROLL CALL Councilors Hardesty, Navickas, Hartzell, Silbiger and Chapman were present. Councilor Jackson was absent. MAYOR'S ANNOUNCEMENT OF BOARD AND COMMISSION VACANCIES Mayor Morrison announced that this is the annual appointment period and instructed interested citizens to contact the City Recorder's Office or visit the City website for additional information, SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS? The Executive Session Minutes of February 12, 2008, Executive Session Minutes of February 19, 2008, and Regular Council Meeting Minutes of February 19,2008 were approved as presented. SPECIAL PRESENT A TIONS & AWARDS 1. League of Oregon Cities Award. Mayor Morrison explained the City of Ashland has received an award from the League of Oregon Cities for 50 years of membership to the CCIS Employee Benefits Services Trust. 2. Mayor's Proclamation of International Women's Day. Proclamation was read aloud by Councilor Hartzell. 3. RVCOG Annual Presentation. Michael Cavallaro with the Rogue Valley Council ofGovemments (RVCOG) gave the annual presentation to the Council. He submitted a written report and provided a financial overview. Mr. Cavallaro noted the active programs and projects listed in the report and commented on the services RVCOG provides. Mr. Cavallaro also provided an update on Regional Problem Solving. He commented on the value of having a regional plan and clarified they are trying to plan ahead for a doubling in the regions population. He stated the draft plan is complete and they will be taking the plan and the participant agreements before the Oregon Land Conservation and Development Commission in June 2008. Mr. Cavallaro indicated he would make the most recent version of the plan available electronically within the next two weeks, CONSENT AGENDA 1. Does the Council accept the Minutes of Boards, Commissions, and Committees? 2. Should Council reset the date of the continued SDC appeal hearing from March 4, 2008 to March 18, 2008 and notify the appellant of the revised date? 3. Should the Council approve the revised First Amendment to the Development and Security Agreement between City of Ashland, Craig Bramscher and Brammo Motorsports, LLC? 4. Will the Council approve Amendment 1, Addition of Phase II Transit Review and Update in the amount of $41,260 to the HDR Contract for the Transportation System Plan (TSP) Update? 5. Will the Council, acting as the Local Contract Review Board, consent to enter into a public contract with Health Future for Third Party Administrative Services for Worker's Compensation? 6. Will the Council approve the first amendment of the contract with Harrang Long, et aI., for legal ASHLAND CITY COUNCIL ll,1EETlNG MARC1l4,2008 PAGE:: of6 representation through the July 2008 trial for the City in the MAA v. City of Ashland case, in the amount of $160,000? 7. Does the Council wish to approve a Liquor License Application from Helena Darling dba Helena Darling Catering LLC at 1000 Benson Way #103? Councilor Hardesty requested item #4 be pulled for discussion. Councilor Hardesty/Chapman mls to approve Consent Agenda items #1, #2, #3, #5, #6, and #7. Voice Vote: all AYES. Motion passed 6-0. City Engineer Paula Brown provided a brief overview of the HDR Contract for the Transportation System Plan update. She clarified HDR has had two public events, and noted there would a separate public meeting for the transit piece. Council expressed interest in ensuring this transit meeting is well attended. It was also requested that more than 10 interviews be conducted. Councilor Chapman/Hardesty m/s to approve Consent Agenda item #4. Voice Vote: all A YES. Motion passed 6-0. PUBLIC HEARINGS 1. Will Council approve the FY09 Capital Improvement Program (CIP) project list, the FY09 equipment purchases including replacements with hybrid vehicles and conceptually approve the overall FY09-14 CIP program? Public Hearin2 Open: 7:44 p.m. City Engineer Paula Brown presented the staff report and stated the goal of the Capital Improvement Plan is to ensure that the City's infrastructure is kept to the standard the Council has set. Ms. Brown provided a presentation on the FY09 Proposal and FY09-14 planned Capital Improvement Program. The presentation addressed CIP Planning, Historic Execution Rates, FY08 Current Year Highlights, the Proposed FY09 Program by Division and Proposed Project Lists, the FY09 Capital Equipment Purchase Plan, and highlights of the FY09-14 CIP Plan. Regarding the Transportation Project List, Ms. Brown clarified how the City's receives SDCs. She also clarified the $30,000 allocated for the Park & Ride is the local match; however, Jackson County would be contributing to this requirement and the City might not have to spend this money. Regarding LIDs and Storm Drain projects, Ms. Brown clarified the City would know whether they were awarded a grant for the Laurel Street project by May 2008. Request was made for staff to provide the LID prioritization list when the alley paving project (between Harrison and Morton) comes before Council. Regarding the Water and Wastewater projects, Ms. Brown clarified the first steps ofthe Right Water for the Right Use program. She also elaborated on the Reeder Reservoir improvements and silt removal projects. Ms. Brown clarified the City would be fined if it does not complete the wastewater thermal improvements and noted it is not likely DEQ would assist with these costs. Regarding the proposed facilities, Ms. Brown clarified her recommendation is include these projects for budgeting purposes, but to have them come before Council for approval. City Administrator Martha Bennett noted these projects are listed in the CIP because they are needed, however the funding discussion would need to take place in advance of these projects. ASHLAND CiTY COUNCIL /\;lEETfNG MARCil 4,2008 PAGE 3 0(6 Councilor Chapman/Hartzell m/s to extend public hearing to 9:30 p.m. V oice Vote: all AYES. Motion passed 6-0. Ms. Brown continued her presentation and noted that staff would need clarification on whether Council wishes to proceed with the purchase of hybrid vehicles. Councilor Chapman questioned if there is an alternative to purchasing Crown Victoria patrol cars for the Police Department and noted their low miles per gallon. Ms. Brown indicated staff would work with the Police Chief to see if there is a suitable alternative. She also clarified she would return with further information regarding the hybrid SUV s. Lynn Thompson/Budget Committee Chair/Shared concerns about to what extent the CIP is affected by budgetary constraints. She stated she is not questioning the importance of the projects, but stated this plan assumes that the City has the resources to complete them. Ms. Thompson questioned which projects are truly essential, which ones could be deferred, and where the flex points are so that if necessary trade offs could be made. Ms. Bennett commented on the budget assumptions and stated if approved, staff would use the CIP figures in building the budget. She clarified these projects would still need to make it through the budget process. Public Hearin2 Closed: 9:11 p.m. Ms. Brown clarified the Facilities Master Plan should be completed by June 2008. Ms. Bennett questioned if there are particular projects the Council is concerned about and suggested Council separate these instead of holding up the entire CIP. Administrative Services Director Lee Tuneberg provided an update on potential rate and fee increases and indicated a 1.25%-1.5% impact on rates each year. Councilor Chapman/Silbiger mls to accept the staff report, and 1) approve the Proposed FY09 CIP Projects for budget purposes and the overall FY09-14 CIP for planning purposes; and 2) delay the approval of the FY09 Capital Equipment Plan until more information is presented on hybrid vehicles and police vehicles. Councilor Hardesty/Hartzell mls to amend motion to defer decisions on the Police Department improvements and Fire Station #2 until the results of the Facilities Master Plan are available. DISCUSSION: Ms. Brown clarified if the motion is approved, staff would remove these items from the CIP and return to Council with a supplemental budget once the Facilities Master Plan is complete. Roll Call Vote: Councilors Navickas, Hartzell, Hardesty and Silbiger, YES. Councilor Chapman, NO. Motion passed 4-1. DISCUSSION on motion as amended: Mayor Morrison requested the information regarding the hybrid and police vehicles be brought forward as soon as it is available, preferably prior to the budget process. Councilor Hardesty expressed discomfort in adopting the CIP through 2014. Councilor Hartzell commented on the benefits oflong range planning and noted the Council would given the opportunity to decide whether a project actually moves forward. Roll Call Vote: Councilor Silbiger, Hardesty, Chapman, Hartzell, and Navickas, YES. Motion passed 5-0. ASHLAND CITY COUNCIL IHEETlNG MARCH 4,2008 PAGE 4 of6 PUBLIC FORUM Rosanne Theiseson/Shared her experiences with the containment of animals and voiced support for an anti- tethering ordinance. NEW AND MISCELLANEOUS BUSINESS 1. Does the Council want to authorize a contract with Batzer Construction for $298,344.00 to enclose the existing covered storage electric building located at the 90 N. Mountain Ave. complex? Electric Director Dick Wanderscheid presented the staff report and requested Council authorize the contract with Batzer Construction to enclose the existing covered storage building located at 90 N. Mountain Ave. He presented pictures ofthe structure and noted this is a problem staff has been dealing with for several years. Mr. Wanderscheid explained that two bids were received for this project; the low bid came from Batzer and staff has verified that it complies with the City requirements. Mr. Wanderscheid briefly reviewed the email he submitted to the Council which responded to the questions raised by Councilor Hartzell. Councilor Chapman/N avickas mls to direct staff to enter into a contract with Batzer Construction for $298,344 to enclose the existing partially enclosed covered storage building. DISUCSSION: Comment was made that the pictures illustrate that this is a significant problem that needs to be addressed. Ms. Bennett clarified the long term viability of the entire property would be reviewed as part of the Facilities Master Plan. Roll Call Vote: Councilors Hartzell, Chapman, Silbiger, Navickas and Hardesty, YES. Motion passed 5- o. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Does the Council wish to approve first reading of a proposed ordinance to revise AMC Chapter 2.12, which governs the Planning Commission? Councilor Hardesty/Chapman mls to approve first reading and move to second reading. DISCUSSION: City Attorney Richard Appicello read the title of the ordinance aloud. Councilor Hartzell questioned the rational of allowing non-Ashland residents to serve on the Planning Commission. She also requested clarification on the process for selecting the officers of the Commission. Councilor Hartzell/Silbiger mls to modify the ordinance to say that not more than two members may reside outside the City limits, but within the Urban Growth Boundary. DISCUSSION: Council briefly discussed the span of the Urban Growth Boundary and whether this amendment was appropriate. Roll Call Vote: Councilors Navickas, Hartzell, and Silbiger, YES. Councilors Hardesty and Chapman, NO. Motion passed 3-2. DISCUSSION on motion as amended: Councilor Navickas suggested adding the following language from the previous draft of the ordinance: "Study needs of existing local industries with a view to strengthen ing and developing local industries and stabilizing employment conditions." Ms. Bennett noted these powers and duties were taken directly from state law and are referenced in Section 4( c) of the proposed ordinance. Councilor Navickas expressed interest in making sure this particular power is articulated in the ordinance. Councilor Navickas motioned to amend ordinance to add a sixth item to Section 4(b) which states "Study needs of existing local industries with a view to strengthening and developing local industries and stabilizing employment conditions." Motion died due to lack of second. Roll Call Vote on motion as amended: Councilors Chapman, Hardesty, Navickas, Hartzell and Silbiger, YES. Motion passed 5-0. ASHLAND CITY COUNCIL IHEET/NG MA RClI 4, 2008 PAGE 50(6 NEW AND MISCELLANEOUS BUSINESS (Continued) 2. Does Council have feedback and direction about the current use of the Rogue Valley Transportation District (RVTD fixed route bus system and the Valley Lift program within Ashland and staff's budget recommendations for transit funding for FY 2008-09? City Engineer Paula Brown presented the staff report. She explained at this time, the future ofR VTD services and the definitive transit needs for Ashland are unclear, but for budgeting purposes, staff is recommending they continue on the same course as the past two years until new information is available. She clarified staff is recommending Council allocate $290,000 to the bus and transit system and increase RVTD's contract by 3.5%. She also recommended staff negotiate the contract with RVTD and bring it back to Council for approval. Ms. Brown noted a letter staff received from an Ashland High School student thanking the City for the student bus passes. Mary Wooding/727 Park Street/Noted she previously served as a RVTD board member and urged the City to continue to give funding to the transportation district. Pam Marsh/696 Siskiyou Avenue/Noted she rides the bus several times a week from Ashland to Medford and commented on how important the bus is to a significant portion of the community. Ms. Marsh indicated 70% of the riders have no drivers license and have no other means of transportation. She noted Ashland is the only community that offers significant support to RVTD and urged the Council to continue this subsidy. Staff clarified the Senior Center has given away all oftheir senior passes, however the school has enough to get them through the remainder of the year. Councilor Chapman/Hartzell mls to accept staff's budget recommendations for transportation and RVTD Services for FY08-09, and add an additional $1,000 in FY07-08 to the Senior Program for fare passes. Roll Call Vote: Councilors Silbiger, Hardesty, Hartzell, Chapman and Navickas, YES. Motion passed 5-0. ORDINANCES. RESOLUTIONS AND CONTRACTS (Continued) 3. Should the Council conduct first reading of an Ordinance titled, "An Ordinance Amending Chapter 18 of the Ashland Municipal Code, providing for revisions to definitions and zoning district classifications, providing for revisions to conditional use standards and general regulations for the following zoning districts: woodland residential, rural residential, single family residential, suburban residential, low density multi-family residential, high density . multi family residential, North Mountain neighborhood, retail commercial, employment, industrial, health care services and Southern Oregon University; providing for revisions to chapters for tree preservation and protection, physical and environmental contraints, general regulations, site design review, partitions, performance standards option, parking, sign age, procedures and enforcement, providing also for corrections to and adoption of official maps, including zoning and overlay maps in digital format"? Item postponed to the March 17, 2008 Special Meeting. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Does the Council wish to invite Mount Ashland Association and the Oregon Department of Environmental Quality to make a presentation about the performance and regulations related to the wastewater treatment plant at the Mount Ashland Ski Area? Councilor Navickas indicated he does not feel there is adequate time to address this issue and noted the packet PROCLAMATION "AUTISM AWARENESS MONTH" Autism is a complex neurobiological condition that appears at birth or typically before age three and occurs in one out of every 150 births each year in the United States. Autism affects the areas in the brain that regulate pragmatics of speech and perceptions of others, affecting how people with autism assimilate and express verbal and non-verbal communication, and sensory processing. Oregon has one of the highest rates of autism in the United States, with the Oregon Department of Education reporting I in 98 students on the autism spectrum, and in Ashlan 1.1 percent of students have been diagnosed whish is the highest rate in Jackson County. While there is no precisely identified cause and cure for autism, Autism Centers of Excellence and institutions for education such as Oregon Health & Science University, and the Southern Oregon University Masters in Special Education program offer hope for recovery, and treatments to lead a rich and fulfilling life. Early Intervention services such as those provided by Asante Early Childhood Developmen can alter the course for children living with autism and their families in their ability to interact and communicate not only wants and needs, but dreams and aspirations. Adults living with Autism and Asperger's Syndrome can find a warm and welcoming home and community in Ashland. NOW THEREFORE, the City Council and Mayor, on behalf of the citizens of Ashland, hereby proclaim the month of April 2008 as: "AUTISM AWARENESS MONTH" and call upon the citizens of the City of Ashland to observe the month by learning about people with autism, their strengths, abilities, and the programs which serve their needs. Dated this 4th day of March, 2008. John W. Morrison, Mayor ASHLAND AIRPORT COMMISSION February 5, 2008 MINUTES MEMBERS PRESENT: RICHARD HENDRICKSON, RUSS SILBIGER, LINCOLN ZEVE, DAVID WOLSKE, ALAN DEBOER, TOM BRADLEY, STAFF: DAWN LAMB MEMBERS ABSENT: BILL SKILLMAN, GOA LOBAUGH, BOB SKINNER, BRITTANY WISE Visitors: 1. CALL TO ORDER: 2. APPROVAL OF MINUTES: 3. Public Forum: 9:30 AM December 8,2007, minutes approved as written. 4. OLD BUSINESS: A. Mead & Hunt Economic Impact Study - Lamb spoke with the consultant on the commercial flights recorded for the airport. The commercial designation was used for passenger operations which the Ashland Airport does not cater too at this time. The business flights that fly in and out of the airport are not considered commercial by this definition. B. Noise Sensitive Area Map & SuperA WOS Advertisement Draft for Review More details were worked out on the map. Areas were identified showing the noise sensitive areas. The commission asked for the railroad tracks to be a more visible delineation on the map as this is a visual clue to the pilots to orientate themselves on where the sensitive locations exist. Lamb will make the editing changes and work with the GIS department on the map. C. Ben Lindner Development - Subcommittee meetings will be set up in the next month to start reviewing the lease options with the Legal department. Lamb will be in contact. D. Burl Brim Development - Subcommittee meetings will be set up in the next month to start reviewing the lease options with the Legal department. Lamb will be in contact. E. Strategic Plan Assignments 1. Zoning ordinance - no update. 4. NEW BUSINESS: A. Solar Power Can there be consideration of adding solar power panels on the hangars be discussed. The reality and feasibility may not be worth the effort. Larry Giardina with the Conservation Department may be the best to discuss the matter with. DeBoer had looked into putting some panels on the Valley Investment hangars, but the situation did not seem to be that economically beneficial. B. Tom Bradley Resignation Bradley has decided to not apply for reappointment to the commission. This will leave an empty space on the Commission in May. If anyone knows of interested parties, they should contact the Mayor's office. C. Treg Scott - Hangar Construction Proposal Treg Scott is interested in building a single private hangar at the airport. The areas available are larger than he is considering and the area adjacent to the new T-hangars may be a bit too much engineering to make work with the back wall. Lamb will send a packet on hangar construction to Scott and look at the size ofthe remaining space at the end of the second row. C:\DOCUME-1\shipletd\LOCALS-1\Temp\February 5 08 AC.doc 1 D. A WOS Issues Recently the FAA has been examining the SuperAWOS systems and there is now internal dispute with the FAA about whether the systems should have been approved. Skinner and Lamb have been in contract with FAA spokespersons negotiating with Potomac Aviation on the matter. The Potomac Aviation company has a lot to lose if the FAA succeeds in overturning the original acceptance. Skinner and Lamb will keep the commission apprised of the situation. The FAA feel that the system should require more in- depth calibrations and annual FAA inspections. Potomac has built the equipment to not require this much hands on calibration. The system is nearly fully sustainable by satellite link. The compromise thus far has been to not accept the altimeter settings until the FAA has inspected the equipment. The cost of FAA inspections is quite high and would be a burden to the small airports that have benefited since the installation on their fields. Lamb felt that the installation and purchase of the system was through an FAA grant, than the FAA should realize they are the responsible parties. Potomac sold the equipment with the guarantee that the system was FAA acceptable and the burden on their reputation is keeping them motivated to settling this situation. Action: Zeve motioned to have a letter drafted to the FAA and ODA supporting the safety benefit of the SuperA WOS for Ashland. The letter will be kept in draft format until Skinner returns and can add input into the language. Seconded by Hendrickson, motion passed unanimously. 5. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION: A. Status of Airport, Financial Report, Review of Safety Reports Skinner was absent for the meeting. Need to consider the rental rates for the upcoming year. Place budget on the next agenda. The Skinner lease is being reviewed by the legal department along with the other leases. B. Maintenance Updates - Peters is working on the hangar numbers. 6. OTHER: The meeting of the JC airport commission is the third Monday of the month at 12:00 PM. 7. NEXT MEETING DATE: March 4, 2008, 9:30 AM ADJOURN: Meeting adjourned at 10:30 AM C:\DOCUME-1\shipletd\LOCALS-1\Temp\February 5 08 AC.doc 2 ASHLAND CONSERVATION COMMISSION MINUTES 7 p.m. - January 23, 2007 Community Development Building 51 Winburn Way CALL TO ORDER The meeting was called to order by Russ Chapman, standing in for Chairperson Chapman. Attendees: Risa Buck, Russ Chapman, Stuart Corns, Ross Finney, Jim Hartman, Jim McGinnis, Tracy Harding, And Kerry KenCairn. City Council member and Chair: Dave Chapman, not present Staff representative: Dick Wanderscheid Chairperson Chapman welcomed new member: Kerry KenCairn and members took turns with introductions. APPROVAL OF MINUTES Acting Chairperson Chapman called for the approval of the minutes for November 28,2007. Commissioner Corns made a motion to approve the minutes and Commissioner Hartman seconded the motion. Voice Vote: All Ayes. The motion passed with a unanimous vote. PUBLIC FORUM No one present to speak. ASHLAND SANITARY & RECYCLING UPDATE Commissioner Buck reported on the following items for Ashland Sanitary: Recycling in 2007 Compact fluorescent light/tubes-3,200 pounds or 1.6 tons. Cost was $2,984.25 Nursery Plastics-4,280 pounds Leaf Diversion-60k in 2006, 99k in 2007. Bio diesel usage by Ashland Sanitary Trucks Master Recycle Program Oregon Green Schools Twine Collection program Multi-Family Recycling Tour of Landfill/transfer station, Biomass, Dry Creek Post Office/recycling bag in lobby SOU capstone presentation to Sustainability Council Demolition Rules Plastic Bag recycling program Commissioner Buck requested to put on the March Agenda Demolition Waste discussion. OLD BUSINESS July 4th Recycling Discussion The Ashland Chamber of Commerce plans to meet in early February. Both Commissioners McGinnis and Chapman plan to propose ideas for conservation/recycling at the 4th of July event. They asked to put this item on the February Agenda to update the Commission. Memo, Bottled Water Dick Wanderscheid asked for direction with this memo regarding banning purchasing practices of bottled water for the City of Ashland. The Commissioners requested Dick revise the memo's gray areas, and would like to make a recommendation to the City Council to enact policy, after further review. This item is to be placed on the next agenda. Sponsorship for Solar Video-update Dick Wanderscheid clarified that along with the Conservation Commission's contribution of $500.00 toward the production costs for this video, the Conservation Department also contributed $500.00. The Commissioners requested a link on the City's web site to access this video. Sub-Committee Reports Education There was a brief report regarding the annual Earth Day Event by Commissioners Chapman and Buck. Green Business Dick Wanderscheid reported for Robbin Pearce that the Green Business now has 15 businesses with 10 applications in the process. The Commissioners would like to see the City of Ashland become a Green Business and there were a lot of discussions about how that could be implemented. Car sticker/Carbon offset Update-Jim Hartman Commissioner Hartman passed out a flyer design that could be placed in the window of a vehicle instead of an actual bumper sticker. The group discussed different ways to promote and restructure parts of the flyer. The costs associated are smaller, and there were also suggestions of putting the design on the City Web site where citizens could print them directly. He will bring back a final copy at the next meeting. NEW BUSINESS 2030 Challenge Targets adopted by California Energy Commission Commissioner McGinnis discussed the possibility of the City adopting a similar approach as the targets adopted by the California Energy Commission for potential energy efficient future buildings. Goal Setting The members went over potential goals and revisited last year's goals. The Commission asked Mr. Wanderscheid to organize their discussion in a memo that could help finalize the 2008 goals. Budget Items COMMISSION ITEMS NOT ON AGENDA Dick Wanderscheid asked for direction regarding the annual "thank-you ad" the Conservation Commission and the Conservation Department place to recognize Adopt a Street, Green Business and Renewable Pioneer participants. The Commissioners discussed placing the ad in different outlets. Mr. Wanderscheid also reported to the Commission about the successful bid process regarding the Solar Pioneer II Project. He would report back to the Commission the results of the City Sub-Committee meeting scheduled for January 29th. ANNOUNCEMENTS Next Meeting is scheduled for February 27,2008. ADJOURNMENT - The meeting was adjourned at 9:10 p.m. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Community Development office at 541-488-5305 (HY phone number is 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 Title1). CITY OF ASHLAND ,., Ashland Traffic Safety Commission Minutes December 6, 2007 Members Present: Alan Bender, Matt Warshawsky, Greg Lemhouse, Doris Mannion, Terry Doyle, Colin Swales, Eric Heesacker, Kate Jackson Patti Busse Karl Johnson, Jim Olson, Nancy Slocum, Officer Steve MacClennan Members Absent: Staff Present: 1. CALL TO ORDER-7:00 PM APPROV AL OF MINUTES: October 25,2007 minutes were approved as submitted. II. ITEMS FOR DISCUSSION: A. PUBLIC FORUM Art Bullock, 791 Glendower, spoke on the potential closure of the at-grade railroad crossing at Glenn Street. He summarized the recent Council meeting discussing this issue by saying that a lot of people, including himself, spoke against the closure. The Council voted four to two to study the issue more. He showed the commission the maps showing the alternate routes various neighborhoods would have to take if the crossing was closed. The routes would add an additional 14 or 22 blocks per trip. He noted that two additional subdivisions were recently approved and called the potential closure a serious traffic safety problem. He asked the commission to study the issue and make a recommendation to the City Council. The consensus of the Commission was that their involvement was not necessary. B. REVIEW OF TRAFFIC REQUESTS/PROJECTS PENDING/ACTION REQUIRED 1. Request for Parking Limits on Frances Lane Staff Liaison, Jim Olson, gave the staff report. Larry Kellogg, Vice President of the OLLI Council (Osher Lifelong Learning Institute), requested changes to the on-street parking configuration on Frances Lane between Siskiyou Boulevard and Oregon Street to allow additional parking options. His SOU affiliated extended learning program provides classes for primarily seniors with approximately 725 students registered for the fall term. The requested changes include: 1) Designate the section of Frances Lane from Oregon Street to the southerly end of the'S' curve as four hour parking; 2) Mark parking spaces on the pavement; 3) Install sidewalks along Frances Lane and Oregon Street; and 4) Designate two or more handicap spaces on Frances Lane in front of the Campbell Center, 655 Frances Lane. Frances Lane is 34' wide with uncontrolled parking on both sides of the street. On- street parking is heavily utilized during the day by students parking without paid parking permits. During site visits few, if any, free parking spaces were noted between Oregon Street and Siskiyou Boulevard. SOU has two permitted parking lots and OLLI leases 28 spaces from the Grace Lutheran Church. Olson does not object to any of the requested changes, however, marking designated on-street parking spaces and a portion of the sidewalks would have to be paid and maintained by SOu. In C:\DOCUME-1\shipletd\LOCALS-1\Temp\December 6 07 TSC.doc Page 1 of 5 addition, four hour parking restriction would most likely be enforced by complaint only as the city's contract parking enforcers work the downtown area only. Lastly, because on-street handicapped spaces are generally not supported, he would be agreeable to only one on-street handicapped space with others provided by SOU in adjacent parking lots. Discussion: Mr. Kellogg, 415 Merrill Circle, explained the growing need for additional parking between the hours of 9:00 AM and 3 :00 PM Monday through Friday. His program is part of the SOU Extended Campus Program. He expects 760 students for the winter term. Currently some students, most of whom are elderly, have to walk from Walker Avenue. Doyle asked staff how to get sidewalks on Frances. Olson noted that sidewalks are scheduled for construction next summer on Oregon Street, between Frances and Walker Avenue and on Walker Avenue between Oregon and Siskiyou Boulevard. Additional walks may be considered on Frances Lane if SOU is willing to contribute to their construction (approximately $15-$20/foot plus additional retaining walls were needed). Jackson asked ifthere were available spaced at the Campbell building. Kellogg said they had five available spaces. She wondered about the parking lot on the north side of the dorms. Kellogg said those spaces were permitted at a cost of $79 per year which was prohibitive for most of his students. Swales wondered if marking spaces would actually lessen the number of spaces. Olson believed the benefit would be a toss up. Kellogg commended the city on its recent "City Source" article on pedestrian safety and for the upcoming sidewalk project. Decision: Warshawsky moved to adopt staff's recommendation erecting four hour parking limit signs on both sides on Frances Lane from Oregon Street to the beginning of the'S' curve; to allow SOU to mark and maintain on-street spaces (to City standards); and to install a single on-street handicapped parking space. The motion included directing staff to begin negotiations with SOU to construct a sidewalk on Frances Avenue. Lemhouse seconded the motion. Motion passed unanimously. 2. Future Street Improvement Proiects Olson reviewed the street improvement projects that have been approved or are being considered for a Local Improvement District (LID). They included: Plaza Avenue (CMAQ project), Liberty Street (considered for LID), the alley - Harrison to Morton (considered for LID), and Beach Street (possible future LID). These streets or alleys are existing right of ways that have been in use as gravel surfaced streets. The planned improvements included grading, paving and installation of storm drains, curbs, sidewalk and other related improvements. (There would be no curbs or sidewalks placed on the alley.) C:\DOCUME-1\shipletd\LOCALS-1\Temp\December 6 07 TSC.doc Page 2 of 5 Olson noted that February 5, 2008 was set for the public hearing on Liberty Street and the alley. The alley currently had traffic counters. Some opponents of the alley LID said that paving would increase both traffic amounts and traffic speeds. Olson noted that typically once traffic patterns are set, they do not usually change. Jackson noted that she had been exchanging emails with Diarmuid McGuire, 696 Siskiyou, regarding the alley. Swale noted that paving the alley behind his house (the one in back of the library) did increase the amount of traffic. Warshawsky said he had negative comments from those using the alley behind his home as he blocks the alley while unloading items to his backyard. He thought to historical intended use of an alley was being lost. Olson asked the commission if they thought any other traffic studies were needed. No one suggested any. Olson noted that the Plaza Avenue improvements would be funded by CMAQ money originally intended for Beach Street. Jackson reported that the Glenn Street railroad crossing had been on both the November 20th and December 4th Council meeting agenda. Approximately 30 people were at the council meeting. ODOT Rail wanted to close railroad crossings throughout the state. Council had already asked ODOT Rail not to close the Glenn Street crossing and asked them to approve improvements to the Laurel Street / Hersey Street crossing. The Council requested a thorough study, including turning movements, up to North Main. Olson added that ODOT Rail may ultimately move the issue to binding arbitration. He reminded the commission that the closure of the Glenn Street crossing would affect cars only; bicyclists and pedestrians would still be able to use the crossing. Olson said the transportation priorities for staff were installing sidewalks on Laurel Street, the Hersey/Laurel Street crossing and the North Main / Wimer Street intersection. Doyle wondered if ODOT Rail had set a maximum number of rail crossings in the state. Olson said their goal was to reduce statewide at-grade crossings by 20% which resulted in the goal of closing one grade crossing in Ashland. Swales said closing the Glen Street crossing may encourage more bicycles and pedestrians. In addition a northerly street access to Jackson Street was worth reviewing. With the cost of improving all the railroad crossings at approximately 3 million dollars, he wondered if it would be cost effective considering only two trains a day used the tracks. He also noted the Bike and Pedestrian Commission was in favor of reducing the four lane North Main to three to make room for a bike lane. A jurisdictional exchange would also be involved in this idea. Olson said that Jackson Street had been recently vacated. It has been a long and frustrating process to improve Laurel/Hersey Street at-grade rail crossing. The delay is losing the City opportunities for grant monies. Lemhouse asked what the Traffic Safety Commission should do. Jackson said nothing as staff had been asked to design the traffic study. C:\DOCUME-1\shipletd\LOCALS-1\Temp\December 6 07 TSC.doc Page 3 of 5 3. Update on Faith Avenue Traffic Issues Olson reported that a petition signed by 37 residents was received since the last commission meeting. The issues were: 1) excess speed and 2) the dangerous intersection at Faith / Clay / Ashland. In addition, another traffic study was done on Faith Avenue between Mae and Wine. The average speed was recorded at 25.0 mph, 85th percentile was 30.1 mph with 662 ADT. Olson said the traffic volume did not seem excessive and in order to install speed bumps he would need 100% agreement from property owners. Clay Street will be improved and perhaps ease some of the traffic on Faith. Karl Johnson reported that an engineering consultant (HDR) counted traffic at the Faith / Ashland intersection, but did not include Clay Street. Commission asked Staff to update petitioners and property owners ofthis information. 4. TSC Sponsored Traffic Safety Workshop Olson reported that Dr. Mojie Takellou, renowned expert on traffic safety and an associate professor of civil engineering at the University of Portland, had offered to present a free one-day workshop on "Highway, Local Road and Street Safety for Non-Engineers" in Ashland in January of2008. His workshop was specifically designed for non-engineers and especially for City Councilors, Traffic Safety Commissioners, public agency personnel and interested citizens. The workshop will deal with causes and costs of traffic accidents and the importance of Engineering, Enforcement and Education. The workshop will also review the proper use of traffic calming and best safety practices for our area. Dr. Takellou has developed an impressive array of photos taken over the past three years from some 26 local agencies showing great examples of how a particular safety problem was handled correctly and how not to address a problem. Olson would like the Commission to sponsor the event. The commission agreed. The commission discussed the details including potential dates and venues. January 23rd was chosen as the best date in case Dr. Takellou could offer advice at the next evening's Commission meeting. The Commission preferred the Community Center for the venue. The class generally runs from 9:00 am to 3:30 or 4:00 pm. The Commission decided not to serve lunch as the Community Center is so close to the downtown core. Refreshments, however, would be provided by the Commission. 5. Report from Bike/Pedestrian Safety Subcommittee Heesacker, Warshawsky and Lemhouse met on November 15t to discuss potential options in improve bike and pedestrian safety particularly along Siskiyou Boulevard in the vicinity of the high school and SOu. The subcommittee agreed with Olson noting that physical improvements made over the years had not produced any significant results in terms of decreasing the numbers of people/ cars colliding on Siskiyou. The subcommittee recommended increasing education and gave numerous examples of how that could be accomplished. Mannion noted that college students might be the most difficult to educate as they seem to cross anywhere. She suggested flashing lights in the crosswalks. She also noted that the articles in the City Source could be more specific in mentioning C:\DOCUME-1\shipletd\LOCALS-1\Temp\December 6 07 TSC.doc Page 4 of 5 specific problem areas. Articles could be published in the Rogue News (high school paper) and SOU's newspaper. Lemhouse liked the idea of student crossing guards. Olson noted that a pedestrian safety project could be the project used to apply to this year's Transportation Enhancement (TE) grant. Heesacker/Warshawsky mls to test the flashing crosswalk lighting at the Bridge Street I Siskiyou and to pursue the TE grant. Motion passed unanimously. 6. Request from Bike & Pedestrian Commission for Bike Education Support in the Amount of$I,500 The Bike and Pedestrian Commission is raising money to implement a bicycle safety education program in Ashland schools in partnership with the Bicycle Transportation Alliance. The Commission has donated $1,500 in the past. Olson recommended a similar amount this year. Warshawsky motioned to allocate up to $1,500 for the Bike and Pedestrian Commission to implement a bicycle safety education program in Ashland. Swales seconded the motion and it passed unanimously. 7. Transportation System Plan Update Olson and Johnson explained that the City's current Transportation System Plan (TSP) was developed in 1998 and was in need of updating. The City has contracted with HDR Engineering of Portland for the update. As the work progresses, HDR will submit draft chapters to the City for review and comments. There will be a couple of sections of particular interest to the Commission and those sections will be forwarded when received. In addition there will be one public open house. 8. Bike and Pedestrian Issues Olson mentioned the Bike and Pedestrian Commission's idea to paint a fog line along North Main. ODOT normally requires 12' lanes; however, Olson got approval for 11' lanes. C. OTHER Jackson informed the Commission that she had a map of the proposed Verde Village, a 68 lot subdivision on Nevada. She said the subdivision would include a new street and a multiuse path. NEXT MEETING DATE: January 24, 2008 III. Adjourned 9:08 PM C:\DOCUME-1\shipletd\LOCALS-1\Temp\December 6 07 TSC.doc Page 5 of 5 CITY OF ASHLAND Council Communication Intergovernmental Agreement between Jackson County, Community Justice and the City of Ashland Meeting Date: March 18, 2008 Primary Staff Contact: Jim Olson Department: Public Works E-Mail: olsoni@ashland.or.us Secondary Dept.: Secondary Contact: Mike Morrison Jr. Approval: Martha Bennett ~ Estimated Time: Consent Agenda Question: Will the City Council, acting as the Local Contract Review Board, consent to extend an existing Intergovernmental Agreement #2005-2006-09 between Jackson County, Community Justice and the City of Ashland until 06/30/2010? Staff Recommendation: Staff recommends that the intergovernmental agreement be extended until 6/3012010. Background: The City and the County desire to cooperate in a program of improving resources in the City of Ashland and to do such work with Community Justice Work Crews. Under this agreement, Jackson County, Community Justice, will provide supervised work crews that will accomplish work projects as needed and/or requested by the City. Work projects may consist of maintaining the grounds of city buildings, cemeteries and parks, trail maintenance, litter pick-up, cleaning ditches, fuel reduction, chipping, breaking and emptying bags of leaves and similar manual work. City shall be billed by the County, per eight hour day, the following rates: Work Crew - Minimum 6 - $400.00 Brushing - Minimum 6 - $450.00 Chipper Rental- $127.50 Chipping Crew - Min 2 - $450.00 These services are currently being utilized on an as needed basis by several departments within the City: wildfire fuels reduction as requested by the Fire Department; clearing and piling brushlblackberries as requested by the Parks Department; clearing brush from Till ditch, clearing brush along bicycle path and clearing brush on City owned property as requested by Public Works. Related City Policies: ORS 190.010. Authority of local governments to make intergovernmental agreement. A unit of local government may enter into a written agreement with any other unit or units of local government for the performance of any or all functions and activities that a party to the agreement, its officers or agencies, have authority to perform. The agreement may provide for the performance of a function or activity: (1) By a consolidated department; (2) By jointly providing for administrative officers; Page 1 of2 r~' CITY OF ASHLAND (3) By means of facilities or equipment jointly constructed, owned, leased or operated; (4) By one of the parties for any other party; (5) By an intergovernmental entity created by the agreement and governed by a board or commission appointed by, responsible to and acting on behalf of the units of local government that are parties to the agreement; or (6) By a combination of the methods described in this section. ORS 190.020. Contents of agreement. (1) An agreement under ORS 190.010 shall specify the functions or activities to be performed and by what means they shall be performed. Where applicable, the agreement shall provide for: (a) The apportionment among the parties to the agreement of the responsibility for providing funds to pay for expenses incurred in the performance of the functions or activities. (b) The apportionment of fees or other revenue derived from the functions or activities and the manner in which such revenue shall be accounted for. (c) The transfer of personnel and the preservation of their employment benefits. (d) The transfer of possession of or title to real or personal property. (e) The term or duration of the agreement, which may be perpetual. (f) The rights of the parties to terminate the agreement. (2) When the parties to an agreement are unable, upon termination of the agreement, to agree on the transfer of personnel or the division of assets and liabilities between the parties, the circuit court has jurisdiction to determine that transfer or division. Council Options: The Council, acting as the Local Contract Review Board, can approve the amendment to extend the intergovernmental agreement until 06/3012010 or decline to approve the amendment to extend the intergovernmental agreement. Potential Motions: The Council, acting as the Local Contract Review Board, moves to approve the amendment to extend the intergovernmental agreement until 06/30/2010. Attachments: Amendment No.1, Extending agreement until 06/30/2010 Master Participating Agreement 2005-2006-09 Page 20f2 rj.' JACKSON COUNTY Community Justice February 28, 2007 City of Ashland Attention: Karl Olsen 90 N Mountain Ave Ashland OR 97520 ATf: Karl Olsen RE: Master Participating Agreement Dear Karl: Enclosed is your fully executed Master Participating Agreement. We look forward to doing business with you. ~~~ Office Assistant Transitional Center Kaycc: Brown Office Aififutant 5605 SouIh Pacific: Hwy PhoenIx . OR 97535 Phone: 541-77~7 Fax: 541-774-6629 ~.org www.jackaoncounty.org 'J' r MASTER PARTICIPATING AGREEMENT 2005-2006-09 Between JACKSON COUNTY COMMUNITY JUSTICE And CITY OF ASHLAND I. ORS 190 AGREEMENT WITH THE CITY OF ASHLAND This Participation Agreement is hereby entered into by and between the Jackson County Community Justice, hereinafter known as the County, and City of Ashland, hereinafter known as the City. A unit of local government may enter into a written agreement with any other unit or units of local government for the performance of any or all functions and activities that party to the agreement, its officers or agencies have authority to perform. (ORS 190) II. RECITALS A. Jackson County is responsible for supervision and treatment of offenders. It desires to place selected minimum-security offenders in appropriate work situations to perform work for public benefit while providing opportunities for participation offenders to learn work skills and develop appropriate work habits. These training activities will aid the clients in successfully re-entering society with practical skills and a viable work ethic. B. The City is responsible maintaining the land and serving the people within City of Ashland. The parties have a mutual interest in maintenance of the aforementioned maintaining the land and serving the people. The City and the County desire to cooperate in a program of improving resources in the City and to do such work with Community Justice Work Crews. Work will consist of maintaining the grounds of city buildings, cemeteries and parks, trail maintenance, litter pick-up, cleaning ditches, fuel reduction, chipping, breaking and emptying bags of leaves and similar manual work. C. City can facilitate and accomplish work projects for the City by hosting the Jackson County Community Justice Work Crews, which provide work and training opportunities for the crews. III. AGREEMENT A. RESPONSIBILITIES In consideration of the above premises, the parties agree as follows: (1) Mutual- County and City shall mutually agree upon a schedule for I the performance of the County's services, allowing time for the City Project Manager to review the work. (2) City of Ashland -City (a) City will supply a Work Order, in the general form provided as Exhibit A, for each job with Project Work Specifications. Each job will be unique. (b) City will supply a person to inspect the work of the County. City will not be on site supervising the County work crew. (3) COUNTY-County agrees to: (a) Perform directly the work under this Agreement as described in work order referred to in subparagraph III (2)(a). (b) County agrees to provide all equipment, tools, labor and materials required to carry out the specifications of the projects. The work shall be performed using the County's own equipment. The County shall furnish all supplies and parts. (c) County agrees to perform the work expeditiously in conformance to specified Work Orders and in accordance with relevant industry standards. (d) County agrees to provide a Work Crew Supervisor on site to directly supervise and lead clients on the crew. B. CHANGES IN WORK The County will perform no work beyond that described in the Work Order except pursuant to written change orders submitted to the County by the City. IV. TERM The term of this agreement shall begin on the date all parties have signed the agreement and terminate on June 30, 2008. 2 V. CONSIDERATION A. City shall be billed by the County, per eight hour day, the following rates: Job Type Minimum # of Clients Price per crew or rental Work Crew 6 400.00 Brushing 6 450.00 Chipper Rental 127.50 Chipping Crew 2 450.00 B. Reimbursement for work performed shall not exceed a maximum as may be specified in the Work Order without written consent of both County and City. C. Consideration shall be paid only after completed work has been inspected and approved by City Project Manager, upon submission of invoice. Invoices for all work performed under this agreement shall be sent to City of Ashland, Attention: Michael Morrison JR., 90 N Mountain Avenue, Ashland OR 97520. City agrees to pay invoice within (30) days of receipt providing County has met all conditions and requirements of the agreement. VI. TERMINATION A. This agreement may be terminated immediately at any time by mutual consent of both parties, or by either party upon (10) days written notice, in writing, delivered by certified mail. Either party may terminate this agreement effective immediately upon delivery of written notice to the other under any of the following conditions: (1) If funding from federal state or other sources is not obtained and continued at levels sufficient to allow for purchase of the indicated quantity of services, the agreement may be modified to accommodate reduction in funds. (2) If federal or state laws, rules, regulations, or guidelines are modified, changed or interpreted in such a way that services are no longer allowable or appropriate for purchase under this agreement or are no longer eligible for the funding proposed for payment authorized by this agreement. (3) If any license or certifications required by law or regulation to be held by County to provide the services required by the agreement is for any reason denied, revoked or not renewed. B. Any termination of this agreement under paragraph A. of this section shall be without prejudice to any obligations or liabilities of either party already accrued prior to termination. 3 VII. DEFAULT A. City by written notice to County of default, including breach of agreement, may terminate the whole or any part of this agreement: (1) If County fails to provide services called for by this agreement, or any extension thereof; or, (2) If County fails to perform any of the other provisions of this agreement, or so fails to pursue the work as to endanger the performance of this agreement in accordance with its terms, and the receipt of written notice from City fails to correct such failures within three days or such longer period as City may authorize. B. The rights and remedies of City provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law or under this agreement. VIII. GENERAL CONDITIONS A. RECORD MAINTENANCE County shall keep and maintain complete and accurate records concerning all aspects of the work. County shall allow City representative to examine and copy records which are pertinent to the agreement while the work is in progress and within six years after the completion of the work or termination of the agreement. This includes a daily log of who worked at each site on each day. B. ASSIGNMENT County shall not assign or transfer interest in this agreement without the express written consent of the City. C. AMENDMENTS Terms of this agreement shall not be waived, modified, supplemented or amended, in any manner whatsoever except by written instrument and as signed by both parties. D. FORCE MAJEURE County shall not be responsible for delay or default by fire, riot, acts of God and war, which is beyond the County's reasonable control. E. WAIVER 4 The failure of City to enforce any provision of this agreement shall not constitute a waiver by City of that or any other provision. F. INDEMNITY To extent permitted by the Oregon Tort Claims Act, County will indemnify and defend City from any claim or liability resulting from error, omission, or act of negligence on the part of the County, its officers, employees, or agents in the performance (or nonperformance) of work done pursuant to a Work Order provided by City. Provided, however, that neither party shall be required to indemnify the others for any claim, loss or liability arising solely out of the wrongful act of the others officers, employees or agents. G. INSURANCE The County is self-insured and maintains adequate and appropriate types of insurance coverage in amounts no less than state law requires for workers compensation, comprehensive general liability covering both bodily injury and property damage, and automobile liability covering both bodily injury and property damage. Should other parties require that additional insurance coverage beyond State of Oregon levels be maintained throughout the term of this agreement, such parties agree to reimburse County for the additional cost as determined by the County Risk Management Office. H. COMPLIANCE WITH APPLICABLE LAW County agrees to comply with all federal, state, county and local laws, ordinances and regulations applicable to the agreement. I. MERGER This agreement constitutes the entire agreement between the parties. No waiver, consent, modification or change of terms of this agreement shall bind either party unless in writing and signed by both parties. Such waiver, consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose given. There are no understandings, agreements, or representations, oral or written not specified in this agreement regarding this agreement. County, by the signature of its authorized representative, hereby acknowledges that it has read this agreement, understands it and agrees to be bound by its terms and conditions. 5 IN WITNESS WHEREOF, COUNTY and CITY OF ASlll..,AND have executed this agreement as the date signature below. COUNTY .i)ANNY JORDAN ~~ty Administrator (printed Name) CITY OF ASHLAND (Title) ~~~ ~~e) e.1>J""" 2-/~7 (Date) --- Ue /UtV~ (printed Name) t:fN~5v~s/hN' !ku~ ( itle) ~~..~ (Signature) ~~~? (Date) APPROVED AS TO FORM: G )t e4'1~ Douglas M McGeary Assistant County Counsel 6 Project Work Order Form Jackson County Community Justice Scheduling - Frank Drake: 774-6638 Questions - Kayce Brown: 774-6637 Fax: 774-6629 Requesting Agency: Contact Person: Phone Number: Cell Number: Fax Number: Coordinating Project Manager in the field who will explain the project and specifications, what equipment needed, plan work schedules: Project Manager and Phone Number: Description of project, equipment or tools requested, special consideration or restrictions: Requested Date: Ongoing: Agency Representative: Date: CITC Representative: Date: Please fax request to 774-6629 7 JACKSON COUNTY Community Justice February 28,2008 City of Ashland Attention: Karl Olsen 90 N Mountain Ave Ashland OR 97520 Dear Ms. Olsen, Community Justice Kay" Brown Office Assistant 5505 Sooth Pacific Hwy Phoenix, Oregon 97535 Phone: 541-n4-6637 Fax: 541-n4-6628 ~.0C'll _.jacksoncounty.org Enclosed are three copies of Amendment 01 Master Participation Agreement 2005-2006-09. If you agree to the amendment, please sign all three copies and send back to me. I will then obtain the signature on my end, and return to you a fully executed copy. If you have any questions, please call me at 541-774-6637. Thank you, . . (l c:Kct~iCL' I?'j flJ,'y~ Kayce ~rown AMENDMENT NO 1 TO Master Participating Agreement 2005-2006-09 BY AND BETWEEN Jackson County Community Justice hereinafter referred to as County AND City of Ashland hereinafter referred to as City NOW THEREFORE, the Agreement is hereby amended as follows: IV. Term As of July 1, 2008, term of agreement will be extended for 2 years, expiring 6/30/10. EFFECTIVE DATE. This amendment shall become effective upon signatures by both parties. Except as expressly amended above, all other terms and conditions of original agreement are still in full force and effect: AGREED: County Name Title Date City of Ashland Name Title Date CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: 4f,J.. March 18, 2008 Administration Gift of Public Art Primary Staff Contact: E- Mail: Secondary Contact: Estimated Time: Ann Seltzer ann@ashland.or.us Adam Hanks Consent Question: Does the Council wish to accept the recommendation of the Public Art Commission (PAC) to accept the Lloyd Haines paintings as a gift of public art? Staff Recommendation: Accept the recommendation of the Public Art Commission and direct the Commission to send a letter to Mr. Haines notifying him of the acceptance of the gift and the conditions of acceptance. Background: At the regular council meeting on October 2, 2007, Lloyd Haines offered the City of Ashland eight painted panels as a gift of public art to be affixed to the underside of the Lithia Way overpass. The panels and electrical lighting were installed by Mr. Haines without ODOT permits. Mr. Haines was instructed by ODOT to remove the non-permitted items. ODOT indicated they would be receptive to the items being reinstalled pending the acquisition of appropriate permits from the City of Ashland on behalf of Mr. Haines. The council did not accept the gift at that time but referred the matter to the Public Art Commission for review and requested the PAC bring a recommendation to the city council at a future meeting. At the Public Art Commission meeting on November 16,2007, Mr. Haines addressed the commission and expressed that the gift of the eight panels was conditional on the panels being installed on the underside of the overpass. The PAC requested Permit Manager Adam Hanks to provide details on how the permit process between the City and ODOT would occur and how the process might impact the workload of city staff. At the January 18, 2008 the PAC asked staff to draft possible criteria for the PAC to consider in making their decision and to prepare conditions of acceptance. At the regular meeting in February, the PAC agreed to recommend to the City Council to accept the Haines gift. Those wishing additional information can refer to the October 2, 2007 council packet online or requires copies from the City. Related City Policies: AMC 18.96 Required permits: . ODOT right of use Page 1 0[2 031808 Haines PAC gift.CC.doc rA1 CITY OF ASHLAND . City of Ashland Type 1 Conditional Use Permit (Fee is $882) . City of Ashland Electrical permit Council Options: . Accept the recommendation of the Public Art Commission . Decline the gift of public art. Potential Motions: . Move to approve the recommendation of the Public Art Commission to accept the gift of public art. . Move to decline the recommendation of the Public Art Commission. Attachments: . Public Art Commission recommendation to the City Council. Page 2 of2 03] 808 Haines PAC gift.CC.doc r., March 18, 2008 Recommendation to the City Council from the Public Art Commission Donation of Public Art The Public Art Commission recommends the City Council accept the gift of eight panels of public art offered by local resident Lloyd Haines based on the following criteria and conditions of acceptance. Since the PAC was not involved in developing the overall artistic concept or in the artist selection, the commission is unable to use established criteria to evaluate the art itself and therefore is unable to comment on the strength of the design concept, artistic excellence and innovation, artist experience in exterior works of art, appropriateness of the art, ease of maintenance etc. The commission evaluated the art based on the following limited criteria. 1) Aesthetics: The art enhances the aesthetics of the area under the overpass and complements improvements previously completed in that area. Installation of the art provides decoration and lighting. 2) Taste: The PAC does not find the work offensive. 3) Feasibility: The installation is technically feasible based on input from ODOT and City of Ashland building division. 4) Costs: The permit process, installation, electrical and maintenance are of no cost to the City of Ashland. Conditions for acceptance 1) Full installation costs for the art, the lighting and necessary permits are borne by the donor. 2) The donor will supply all required information necessary to complete the permit applications. 3) Annual maintenance and insurance is borne by the donor. The donor will provide City with copies of insurance and annual maintenance schedule. 4) No signs explaining the art or artists are permitted other than a simple plaque identifying the name of the art, the artist and the donor as has been done with other public art installations. Permit Manager, Adam Hanks prepared the following information which details the installation requirements. In the opinion of Mr. Hanks, the staff time associated for processing the required permits falls within the normal staff duties associated with Type 1 planning actions for conditional use permits. A Type 1 planning fee is $882. A City electric meter currently exists near the site and supplies power for irrigation and ground lighting for the area under the overpass. Staff recommends the electrical lighting for the art be connected to that meter. 1 Process for Lloyd Haines art installation: 1) City applies for a permit from ODOT allowing the art and electrical lighting to be attached to the underside of the bridge. This will require stafftime to prepare necessary permit documents. (approximate stafftime of 8 hours) . Mr. Haines provides the City with detailed engineering plans for the installation of both the art panels, the lighting and traffic control plan, which will be subject to ODOT approval. The electrical plans must indicate city power source. . ODOT will require completed bonding and insurance forms provided by the City as well as an agreement between the City and ODOT for maintenance and protection of the facility. . Approximate time line: 2 months 2) Once the permits have been secured, the City must submit a request for a conditional use permit (CUP) to the City of Ashland. (Governmental agencies may apply for a CUP to place a sign that does not conform to the sign code AMC18.96 when the sign furthers the agency's public purpose.). The process involves review ofthe request by Planning Staff, with Planning Commission review and potentially a public hearing in front of the Planning Commission if requested by anyone in the community within the "call up" timeframe. . This will require staff time to coordinate information with the Public Arts Commission and prepare the necessary documents for the CUP and background material for the Planning Commission. (approximate staff time 6 - 8 hours) . Approximate timeline: 2 to 3 months 3) Once the CUP is secured, the electrical contractor for Mr. Haines needs to secure an electrical permit from the City. 4) At that point the art and electrical can be installed and must be inspected by a City Building Inspector before the site may be illuminated. 5) Mr. Haines will provide a contract detailing the transfer of ownership, liability insurance and maintenance schedule. 2 CITY OF ASHLAND Council Communication Approval of a Contract with Carollo Engineers for WWTP Permit Renewal with Temperature Solution and Update to the Facilities Plan Meeting Date: Department: Secondary Dept.: Approval: March 18, 2008 PW / Wastewater Legal/Finance Martha Bennett Primary Staff Contact: E-Mail: ~ Secondary Contact: ~ Estimated Time: J ames Olson olsonj@ashland.or.us Paula Brown / Terry Ellis Consent Question: Will the Council authorize a contract with Carollo Engineers P.c. in the amount of $83, 195 to complete the Wastewater Treatment Plant (WWTP) Permit Renewal with Temperature Solution and Update to the Facilities Plan? Staff Recommendation: Staff recommends approval and execution of the contract with Carollo Engineers for $83,195 to complete the WWTP Permit Renewal with Temperature Solution and Update to the WWTP Facilities Plan. Background: The City's wastewater permit (Department of Environmental Quality National Pollution Discharge Elimination System - DEQ NPDES #101609, May 2004) to receive, treat and discharge highly treated effluent expires in December 2008. The City of Ashland advertized a Request for Proposals (RFP) and received proposals on February 7,2008, with the intent to hire a competent professional team to provide analysis and basis for the City's WWTP DEQ NPDES permit changes, attend negotiations with staff and DEQ, and insure complete NPDES permit renewal not later than December 1, 2008. With DEQ's recent issuance of the final Bear Creek Watershed Total Maximum Daily Loads (TMDL) and Water Quality Management Plan (WQMP), the City anticipates the need to fully meet the TMDL based Waste Load Allocation (WLA) limitations, specifically temperature, with this permit renewal. The RFP requested that the consultant team identify not only a reliable short term solution to reduce the thermal load from the WWTP, but also continue discussions to find a series of reliable long term coordinated options to change or modify existing treatment plant thermal loads to meet the TMDL based WLA including thermal load/water quality trading alternatives with the Talent Irrigation District (TID) or others, and the potential for recycled water use within the City. This project will also include a public education component about recycled water use and specifically the water quality of Ashland's highly treated effluent. As this plan will need to insure long term viability, the professional team will also update, as necessary, the City of Ashland's Wastewater Treatment Facilities Plan (1995; Brown and Caldwell, with updates) to accommodate growth and changes to the year 2028. Two proposals were received; one from Carollo Engineers, and a second from Water Works Engineers LLC. A staff team reviewed each proposal and recommends selection of Carollo Engineers as the most competent consultant team and the lower cost of the two proposals received. Page I of2 031808 Contract with CarolJo.CC.doc r~' "J' I CITY OF ASHLAND Related City Policies: Fiscal Year 2007-08 Budget Documents, including the Capital Improvements Program Valdez Principals (Carollo's proposal included several areas to reduce reliance on chemical usage and increase efficiencies - as well as providing a solution to the temperature regulations for discharge to Ashland / Bear Creek) Council Options: Council has two basic options 1. Approve and authorize a contract with Carollo Engineers P.C. in the amount of$83,195 to complete the Wastewater Treatment Plant (WWTP) Permit Renewal with Temperature Solution and Update to the WWTP Facilities Plan 2. Take no action on this contract and either direct staff to re-advertise or direct staff not to proceed with permit renewal. Potential Motions: Council moves to approve and authorize a contract with Carollo Engineers P.C. in the amount of $83,195 to complete the Wastewater Treatment Plant Permit Renewal with Temperature Solution and Update to the Facilities Plan Attachments: RFP Carollo's Proposal Proposed Contract between the City and Carollo Engineers Page 2 of2 031808 Contract with Carollo.CC.doc rA' .. - - ., CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS REQUEST FOR PROPOSALS WWTP NPDES PERMIT RENEWAL WITH TEMPERATURE SOLUTION AND UPDATE TO WWTP FACiliTIES PLAN PROJECT NO.: 2008-01 TYPE OF PROPOSAL: PROFESSIONAL SERVICES PROPOSAL DUE DATE: 1:30 PM; February 7, 2008 I TO RECEIVE A PROPOSAL CONTACT: Dawn Lamb, Management Assistant 20 EAST MAIN STREET ASHLAND OR 97520 541/488-5587 r.t. , L - ..I TABLE OF CONTENTS PAGE Advertisement ................................................................................................................................. 3 Concept 4 Background 4 Work Description .................................................................................................................. 5 Scope of Work........................ ......... ................. .............................................. ..... ..... 5 Description of Consultant's Duties ............................................................................ 6 Additional Consultant Responsibilities...................................................................... 6 City Responsibilities................................................................................................. 6 Proposal Contents................................................................................................................. 7 Proposal Criteria ....................................... .................................................................... ..... ... 7 Proposal Evaluation and Selection ........................................................................................ 8 Contract and Terms ........................................... ............ ............. ........................................... 9 Contract ......... ......... ......................... ..................................................... .......... .......... 9 Contract Term........................................................................................................... 9 Appendix 10 Sample Contract.......................................................................................... 11 City of Ashland Living Wage Requirement .................................................. 17 G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2008\08-01 WWTP Permit Temp FacPlan Update RFP DecOl.doc Page 2 of 20 CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS WWTP NPDES PERMIT RENEWAL WITH TEMPERATURE SOLUTION AND UPDATE TO WWTP FACILITIES PLAN The City of Ashland requests proposals for professional services required for the renewal of the City's Wastewater Treatment Plant (WWTP) Oregon Department of Environmental Quality (DEQ) Non-point Pollution Discharge Elimination System (NPDES) Operating Permit. The permit updates include meeting temperature compliance requirements of the recent Bear Creek Total Maximum Daily Loads (TMDL) and Waste Load Allocations. The scope also includes an update to the WWTP Facilities Plan. The project elements include but are not limited to: · Review the existing WWTP NPDES Permit and provide the basis for permit changes, attend negotiations with City staff and DEQ, and insure complete NPDES permit not later than December 1, 2008. Anticipate the need to fully meet NPDES and TMDL WLA limitations. · Provide reliable long term options to change or modify existing treatment plant thermal loads to meet the new TMDL based WLA including combined thermalload/water quality trading alternatives with the Talent Irrigation District (TID) or others, and the potential for recycled water use. Include a public education component about recycled water use, specifically addressing the quality of Ashland's highly treated effluent. · Update, as necessary, the City of Ashland's Wastewater Treatment Facilities Plan (1995; Brown and Caldwell, with updates by Carollo Engineers) to accommodate growth and changes to the year 2028. This is not intended to be a completely new Facilities Plan and will only update necessary sections to provide for treatment capacity and conceptual plant layout requirements for future facility needs. · Provide reliable cost estimates and funding mechanisms for all options and infrastructure improvements required to meet permit requirements; including but not limited to temperature compliance needs. · Meet and discuss options with staff and DEQ - anticipate monthly staff meetings and a minimum of three meetings with DEQ. Provide a final report and presentation to staff. · Provide a final report and presentation to City Council in a study session 1 workshop format. Proposals must be received by 1 :30 PM, February 7, 2008, in the City of Ashland Engineering Office located at 51 Winburn Way, Ashland OR 97520; mailing address: 20 E. Main Street Ashland OR 97520. Facsimile or other electronic proposals are not acceptable. To receive a proposal, contact Dawn Lamb, Management Assistant at 541/488-5587. For further information regarding the project expectations, contact Paula Brown, Project Manager 1 City Engineer at 541/488-5587. Proposal documents are available at the above address and all proposals must address the RFP format. Proposals are limited to 8 pages (excluding resumes). Consultant selection will be based upon weighted criteria as cited in the Request for Qualifications document. A standard selection criterion includes, but is not limited to experience, availability, schedule, response time and cost. The City of Ashland reserves the right to reject any and all proposals, to waive formalities or to accept any proposal, which appears to serve the best interest of the City of Ashland. James H. Olson, PLS Interim Public Works Director G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2008\08-01 WWTP Permit Temp FacPlan Update RFP DecOl.doc Page 3 of 20 CITY OF ASHLAND DEPARTMENT OF PUBLIC WORKS WWTP NPDES PERMIT RENEWAL WITH TEMPERATURE SOLUTION AND UPDATE TO WWTP FACILITIES PLAN CONCEPT The City's wastewater permit (Department of Environmental Quality National Pollution Discharge Elimination System - DEQ NPDES #101609, May 2004) to receive, treat and discharge highly treated effluent expires in December 2008. The City of Ashland intends to hire a competent professional team to provide analysis and basis for the City's WWTP DEQ NPDES permit changes, attend negotiations with staff and DEQ, and insure complete NPDES permit renewal not later than December 1, 2008. With DEQ's recent issuance of the final Bear Creek Watershed Total Maximum Daily Loads (TMDL) and Water Quality Management Plan (WQMP), the City anticipates the need to fully meet the TMDL based Waste Load Allocation (WLA) limitations, specifically temperature, with this permit renewal. The City of Ashland must find a reliable short term solution to reduce the thermal load from the WWTP, but wishes to also continue discussions to find a series of reliable long term coordinated options to change or modify existing treatment plant thermal loads to meet the TMDL based WLA including thermalload/water quality trading alternatives with the Talent Irrigation District (TID) or others, and the potential for recycled water use within the City. This project will also include a public education component about recycled water use and specifically the water quality of Ashland's highly treated effluent. As this plan will need to insure long term viability, the professional team will also update, as necessary, the City of Ashland's Wastewater Treatment Facilities Plan (1995; Brown and Caldwell, with updates) to accommodate growth and changes to the year 2028. The update to the WWTP Facilities Plan is not a completely new Facilities Plan and is only an update of necessary and relevant sections to provide for treatment capacity and conceptual plant layout requirements for future facility needs. Once the requirements are known and decisions made for infrastructure improvements, the consultant team will provide reliable cost estimates and funding mechanisms for all options. BACKGROUND The City of Ashland owns and operates a wastewater treatment facility within the City limits and discharges highly treated effluent to Ashland Creek, just upstream from the confluence with Bear Creek. The WWTP is an oxidation ditch plant with a design average of 2.35 mgd, and is operating at an average of 2.2 mgd. The DEQ NPDES permit is divided into two permitting seasons, wet and dry, with different waste discharge requirements in each season. In the dry season, alum dosages followed by membrane filtration of the secondary effluent is implemented to lower total phosphorus concentrations meet TMDL requirements on Bear Creek. The treatment plant is operated to nitrify year round. This plant and all of the process modifications were completed in May 2002. Only minor facilities and operational adjustments have been made over the past 6 years. The treatment plant is in full compliance with current DEQ requirements, and intends to remain in compliance with the newly required thermal load limits based on the outcome of this analysis and permit renewal. During 2005 and 2006, the City evaluated various options for thermal reductions and met the requirements to provide thermal reduction measures that were previously provided in the Wastewater Treatment Plant Temperature Management Plan (April 2002). This information will be available to the selected professional team. G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2008\08-01 WWTP Permit Temp FacPlan Update RFP DecOl.doc Page 4 of 20 WORK DESCRIPTION I. Scope of Work: It is recommended that proposers elaborate or add to the scope of work to specifically address permit renewal and future facilities plan requirements. The selected consultant will provide professional services that include, but are not limited to: A. Review the existing wastewater treatment NPDES permit (May 27,2004) and the final Bear Creek Watershed Total Maximum Daily Loads (TMDL) and Water Quality Management Plan (WQMP) issued in July 2007. Specifically, review and help identify options to: 1) The phosphorous limitations extend to November 30,2008. Is there a way to allow flow based phosphorous limits for the month of November based on the flow in Ashland Creek? 2) The City is currently not using reclaimed water or Outfall 002. Insure the new or revised permit allows for recycled water use at multiple locations and a correction to the outfall location. 3) Review the most recent Oregon recycled water regulations or proposed regulations to insure Ashland's permit has the flexibility to meet all requirements or reasonably anticipated requirements. B. Provide basis for permit changes and attend negotiations with staff and DEQ to insure complete NPDES permit renewal not later than December 1, 2008. The new or renewed permit must fully meet both NPDES and TMDL based WLA limitations, including temperature. C. Provide reliable long term options to change or modify existing treatment plant thermal loads including combined thermal load/water quality trading alternatives with TID or others, and the potential for recycled water use, including a public education component about recycled water use and specifically the quality of Ashland's effluent. D. Update, as necessary, the City of Ashland's Wastewater Treatment Facilities Plan (1995; Brown and Caldwell, with updates) to accommodate growth and changes to the year 2028. 1) Review plant capacity 2) Recommend any conceptual site layout changes, including land acquisition needs, to provide adequate space for new or modified facilities. E. Provide reliable cost estimates and funding mechanisms for all permit recommendations and options. F. Meet and discuss options with staff and DEQ - anticipate monthly staff meetings and a minimum of three meetings with DEQ, G. Provide a final report and presentation to staff H. Provide a final report and presentation to City Council in a study session / workshop format. I. Responsible for all presentation materials during working meetings and committee / council meetings. J. Provide 15 copies of all reports, technical memoranda and presentation materials. K. Provide a copy of all technical memoranda and reports/recommendations in MicroSoft Word, Excel, or Power Point format. G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2008\08-01 WWTP Permit Temp FacPlan Update RFP DecOl.doc Page 5 of 20 II. Description Of Consultant Duties: A. Provide a basic understanding to follow the scope of work, and detailed cost estimates for the services to be performed, time frame and an acceptable list of project personnel. B. Research and prepare adequate materials for the project elements as described in the scope of work. C. Prepare presentation materials for various public and informational meetings. III. Additional Consultant's Responsibilities: A. Professional Engineer: Consultant shall be a registered Professional Engineer in Oregon. B. Personnel, Materials & Equipment: The consultant shall provide qualified and competent personnel and shall furnish all supplies, equipment, tools and incidentals required to accomplish the work. All materials and supplies shall be of good quality and suitable for the assigned work. C. Business License Required: The selected consultant must have a current City of Ashland business license prior to conducting any work for the City. D. Professional Responsibilities: The consultant shall perform the work using the standards of care, skill and diligence normally provided by a professional in the performance of such services in respect to similar work and shall comply with all applicable codes and standards. IV. City Responsibilities: In the development and implementation of this project the City of Ashland will assume the following responsibilities: A. Provide a project manager and liaison. B. Staff will provide available background information on the wastewater treatment plant, permit requirements, flows, temperature analysis, Facilities Plan, and all existing data. C. Provide timely reviews of consultant's technical reports or other submittals. G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2008\08-01 WWTP Permit Temp FacPlan Update RFP Dec07.doc Page 6 of 20 PROPOSAL CONTENTS The consultant shall submit three copies of their proposal for consideration by the City. A committee will rate submitted proposals according to the criteria to determine which submittal best fits the needs of the City. The proposal shall address each of the following listed items and shall be organized in accordance with this section of the proposal. Proposal shall include the following information: Title of Project: WWTP NPDES PERMIT RENEWAL WITH TEMPERATURE SOLUTION AND UPDATE TO WWTP FACILITIES PLAN Proposer's Contact Information: Name: Title: Address: Phone & Fax Number: Date of Opening: 1 :30 PM February 7, 2008 PROPOSAL CRITERIA Each proposal is limited to no more than 8 pages. Resumes do not count in the proposal page limit and may be attached as an appendix. The proposal shall contain the following information: A. Transmittal Sheet I Cover Letter B. Project description including firm's scope of services C. Firm's capabilities and resources D. Proposed staff and proposed time commitments for primary staff members and references (maximum of five recent references on similar projects). Include prior experience with DEQ and negotiations for permit renewal. E. Project Calendar with specific completion dates and milestone dates for each section of work F. Cost of Services (fee structure, number of hours for each task and the total fee including all reimbursable items) G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2008\08-01 WWTP Permit Temp FacPlan Update RFP Dec07.doc Page 7 of 20 PROPOSAL EVALUATION AND SELECTION I. REVI EW Proposals will be reviewed and evaluated by personnel from the City of Ashland Department of Public Works. Each proposal will be evaluated on content quality and completeness as described in the preceding section. Interviews may be conducted with the top ranking firms if the City deems it necessary. II. EVALUATION CRITERIA Each proposal will be judged as a demonstration of the consultant's capabilities and understanding of the services requested. Selection of a consultant shall be made in accordance with ORS 279CAOO-410 for public improvements. Evaluation will be as follows: Project Description and Understanding Firms Capabilities, Resources and References Primary Staff and Proposed Time Commitments Project Calendar 20 40 10 15 III. CITY RESERVATION The City of Ashland reserves the right to waive irregularities or discrepancies in a proposal if the City determines that the waiver is in the best interest of the City. IV. ADDENDA TO THE RFP The provisions of this RFP cannot be modified by oral interpretations or statements. If inquiries or comments by offerors raise issues that require clarification by the City, or the City decides to revise any part of this RFP, addenda will be provided to all persons known to the contact person who have received or will subsequently receive the RFP. Receipt of addenda must be acknowledged by signing and returning it with the proposal. V. PROTEST Any prospective consultant who contends that the provisions of the RFP or any aspect of the procurement process will encourage favoritism in the award of the contract, or substantially diminish competition, must file a written protest to the RFP at least ten days prior to the date set for the opening of proposals. Failure to file a protest will be deemed a waiver of any claim by an offeror that the procurement process violates any provision of ORS subchapter 279A or subchapter 279C, Ashland Municipal Code Chapter 2.50, "Public Contracts," or Chapter 2.52, "Personal Service Contracts." G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2008\08-01 WWTP Permit Temp FacPlan Update RFP DecOl.doc Page 8 of 20 CONTRACT AND TERMS I. CONTRACT The consultant selected by the City will be expected to enter into a written contract in the form attached to this RFP in the Appendix. The proposal should indicate acceptance of the City's contract provisions or suggest reasonable alternatives that do not substantially impair the City's rights under the contract. If inclusion of any of the City's contract provisions will result in higher costs for the services, such costs must be specifically identified in the proposal. Unconditional refusal to accept the contract provisions proposed by the City without offering acceptable alternatives may result in disqualification of the offeror or a less favorable evaluation of its proposal. Proof of required insurance is made part of this contract. Acceptance is not complete unless and until proof of required insurance is submitted to the City. II. CONTRACT TERM It is anticipated that this work can be completed within 9 months and that the consultant will define the time necessary to complete the contract, but in no case shall the analysis and permit renewal extend beyond December 1, 2008. G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2008\08-01 WWTP Permit Temp FacPlan Update RFP Dec07.doc Page 9 of 20 .. . ~ " -. . .. .. ~ ~ .:t :t , , , , , "' , "' "' ~ 'l 'l --l ~ ~ , , , ~ ,~ ,"\ " " " \, i' () () l) l) l) I t) C c;:ar"..',. Engineers... Working Wonders With Water™ February 6, 2008 City of Ashland Engineering Office 51 Winbum Way Ashland, OR 97520 Attention: Mr. James H. Olson, PLS - Interim Public Works Director Subject: WWTP NPDES Permit Renewal with Temperature Solution and Update to WWTP Facilities Plan Dear Jim: Carollo Engineers is excited by the opportunity to continue our successful relationship with the City of Ashland. We believe we are the most qualified firm to complete this project for the following reasons: · We know your treatment plant. We are proposing team members who had key roles in the original design and who were involved in the more recent capacity evaluation. No other firm can match our understanding of your treatment plant. · Water recycling expertise. Carollo has worked with communities across the country to develop water recycling programs. Here is the Northwest, Carollo has worked with Cottage Grove, Bend, Medford, Clean Water Services, King County, and Lakehaven Utility District to develop their reclaimed water programs. · We know the regulatory and permitting history related to improving water quality in Bear Creek. Carollo has proven success working with the City of Ashland and DEQ to develop permit limits that were both attainable and protective of water quality. · We understand the Bear Creek Temperature TMDL and its ramifications for Ashland. The Carollo team developed a Heat Source model of Ashland Creek that was coupled to DEQ's model of Bear Creek. Our modeling identified the potentially effective options available to the City. · Ashland's tlVst in Carollo helped us build a strong reputation throughout Oregon. We value the City of Ashland as a client and are committed to providing you with high quality service. Please let us know if you have any questions or need any additional information. I am the contact person for Carollo Engineers, P .C. Very truly yours, RBE:tb 4380 S. W. Macadam. Suite3S9...~l;) P..50SiZ!'7;(.... .. ~ . .. " " .. .. ~ , ., ., , - .- -. -. - -. . -. -. , , ., , -- "' , .l ,"' "' .\ ., " " ., .'} ., t} t) t' t' r) PROJECT UNDERSTANDING Background The City of Ashland completed their new wastewater treatment plant (WWTP) in 2002. The WWTP was designed to accommodate growth through the year 2015 based upon a projected 2015 maximum month flow of 3.3 mgd. Current maximum month flows are 2.8 mgd and are projected to exceed the original design flow of 3.3 mgd in approximately 2018. Our capacity evaluation of the WWTP, completed in 2006, determined that the WWTP has reliable capacity for maximum month flows up to 3.5 mgd. Maximum month capacity of 3.5 mgd should be adequate to meet Ashland's needs until the year 2025. Facility Plan Update There are several areas that should be reviewed in more detail in the facility plan update. These are: .. Recently the WWTP has experienced unusually high wet weather flows. The update will evaluate the impact that these higher flows have on the WWTP and identify the WWTP's maximum hydraulic capacity. This hydraulic evaluation was not completed as part of the capacity evaluation. .. The oxidation ditch will be the first treatment process to reach capacity and this will occur around 2025. Since the membrane facility consumed the site space reserved for future oxidation ditches, the update will evaluate how to increase the capacity of the oxidation ditch within its current footprint and compare that with other alternatives available to provide the same capacity. .. The City relies heavily on chemical precipitation followed by membrane filtration to consistently meet phosphorus limits. The update will identify and evaluate options available to reduce dependency on chemical usage and to increase biological phosphorus removal. .. The membranes were sized for 2 times the average dry weather flow. The membranes must operate through November when flows may approach or exceed their capacity. The update will consider what are the most economical options for increasing the reliable capacity of the membrane system to accommodate anticipated future flows. .. More stringent thermal load limits are anticipated based upon the outcome of the Bear Creek Temperature TMDL and may be included in the next permit (see discussion below). The facility plan update will evaluate temperature management options available to the City and recommend a course of action to comply with anticipated regulatory requirements. NPDES Permitting Assistance The Carollo team, led by Bob Eimstad, will work with the City and DEQ to identify potential future permit limits; confirm that any proposed permit limits are necessary for protecting water quality and are consistent with DEQ policies and regulations; identify the cost and compliance risk associated with each proposed permit change; and negotiate permit limits that are attainable and that are protective of water quality. Key issues are anticipated to be temperature, stream flow dependent permit limits, and mass load limits. "Right Water for the Right Use" The HeatSource modeling of Ashland Creek and Bear Creek completed by the Carollo team indicated that the best options for managing or offsetting the temperature impacts of the Ashland WWTP are to 1) lower the temperature of the effluent prior to discharge, or 2) use the high quality effluent to offset other water withdrawals and restore stream flows. Preliminary indications are that an evaporative cooling facility might be effective in consistently meeting anticipated thermal load limits. Carollo has designed several similar facilities that have been effective in meeting permit limits at reasonable cost. More detailed analysis of this option is included as part of this scope of services. Given the limited capacity of Reeder Reservoir to meet the long term supply needs of the community and the energy costs of producing potable water - which has higher water quality than what is needed for irrigation - there may be affordable, and more sustainable benefits in creating a reclaimed water program that will maintain stream flows and reduce the temperature impacts of the WWTP's discharge. V,lClient891Ashland\PropINPDES\lndd.\Proposa1208.indd 1 SCOPE OF SERVICES Task 1 . NPDES Permming Assistance 1.1 Meet with City staff to review operating data, NPDES permit compliance history, and operational constraints that could potential impact future permit compliance. 1.2 Meet with DEQ staff to discuss time frame for issuance of new permit, permitting process for Ashland, city concerns, and potential new permit requirements. 1.3 Develop draft and final permitting technical memorandum that evaluates potential NPDES permit issues, their impact on the City and on water quality, and makes recommendations regarding permit negotiations strategy. 1.4 Two additional meetings with DEQ and two additional permitting related meetings with City staff are included. Task 2. Temperature Management and Water Recycling 2.1 Identify options available to the City to comply with anticipated thermal load limits. At a minimum these will include evaporative cooling and recycling the water to reduce thermal load and to restore stream flows. 2.2 Review current and proposed regulations related to water recycling and develop brief technical memorandum discussing their implications related to Ashland. 2.3 Develop alternatives and identify capital improvements and operating costs associated with each alternative. Compare alternatives on the basis of present worth cost, sustainability, and other criteria consistent with .community goals and concerns. 2.4 Develop public and stakeholder involvement strategy to build understanding of the issues and community acceptance/support of the recommended alternative. 2.5 Assist Cio/ with implementation of recommended temperature management approach. 2.6 Meetings and Presentations. Four meetings with stakeholder group, four staff meetings, and one presentation to City Council regarding benefits and costs of water recycling. Task 3 . Facility Plan Update 3.1 Update Flow and Load Projections. The following flows will be calculated from existing data: Average and Maximum Month Dry Weather Flow, Average and Maximum Month Wet Weather Flow, Peak Wet Weather Flow, and Peak Instantaneous Flow. Average and maximum monthly influent concentrations and loadings will also be defined for major wastewater characteristics, including BOD, TSS, phosphorus, and ammonia. Flows will be calculated according to DEQ approved methodology. WWTP flows and loads will be projected in five-year increments through a 20-year planning period. The projected flows and loads will be used to determine when the various unit processes are at, or exceed, their rated capacity within the 20-year planning period. 3.2 Identify Treatment Objectives. Based upon the results of Task 1 and 2, we will develop discharge criteria for the future WWTP. Because of future regulatory uncertainty, develop potential regulatory scenarios and identify potential permit limits consistent with each regulatory scenario. 3.3 Update Capacity Analysis. Review the WWTP's capacity based upon the results of subtasks 3.1 and 3.2. The capacity analysis will compare the loading of each major unit process in the WWTP to design standards, steady state models, or engineering criteria, and determine an equivalent maximum month flow capacity for- each major unit process. Hydraulic capacity of the WWTP will be determined. The capacity analysis will be performed with Bio Tran and/or BioWin computer simulation modeling. As part of the capacity analysis task, we will work with City staff to assess condition of equipment and identify any operational changes that may be implemented to increase the capacity and/or reliability of the existing treatment system. 3.4 Alternative Development and Evaluation. Develop alternatives to address any capacity or operational issues identified in previous tasks. Evaluate alternatives on the basis of present worth cost which will consider both capital cost and operating cost. 3.5 Develop Facility Plan Update. Develop recommended capital improvement program for the WWTP. Recommend any site layout changes and land acquisition needs. Prepare draft and final Facility Plan Update that summarizes the evaluations and presents the recommendations to upgrade and/or expand the WWTP to meet community and water quality objectives. All final technical memoranda prepared in other tasks will be included as an Appendix. 3.6 Presentations and Meetings. Two WWTP site visits, monthly meetings with staff, one presentation of draft 2 V,\Qient89\Ashland\PropINPDES\lndd IJ'roposa1208.indd . . . . . . . . . . . . . . . . . . . . . . . " . . . . . . . . . . . . " , " " (I - ~ , . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . plan update to staff, one presentation of plan update to City Council. 3.6 Deliverables. Provide 15 copies of final Facility Plan Update and one copy in electronic format. FIRM CAPABILITIES, RESOURCES, AND REFERENCES WATER AND WASTEWATER EXPERTS Carollo Engineers (Carollo) is an engineering consulting firm specializing in the planning, design, and construction of wastewater facilities. Carollo's reputation is based upon client service and a continual commitment to quality. We currently maintain 25 offices in 11 states with a staff of nearly 800 employees, including more than 350 registered engineers. Unlike our competitors, Carollo only provides water and wastewater related engineering services. We recruit nationwide and hire those who have extensive background and training specific to this field. For that reason, the quality and professional standing of our wastewater engineers equals or exceeds that of even the largest engineering firms in the United States. The result of our focused commitment is that Engineering News Record (ENR) ranks Carollo among the nation's top five firms for municipal treatment plant design. LOCAL PRESENCE AND LOCAL EXPERIENCE Our Portland office is comprised of22 people, of which 13 are registered engineers. We have a long history of providing responsive engineering services to municipalities in Oregon. Our Oregon clients over the past five years include the cities of Ashland, Portland, Salem, Eugene/Springfield, Corvallis, Albany, Gresham, Medford, Bend, Cottage Grove, Forest Grove, Lake Oswego, Tigard, Tualatin Valley Water District, Medford Water Commission, and Clean Water Services District in Washington County. One of Carollo's most important projects over the past ten years was the design of the new Ashland Wastewater Treatment Plant. Carollo is very proud of its role in helping deliver this project that resulted in one the most advanced and beautiful wastewater treatment plants in the United States. The new treatment plant fully demonstrates the City of Ashland's commitment to the environment, its liveability, and the protection of water quality in Ashland Creek. Because of the success of the design and construction of the Ashland Wastewater Treatment Plant, Carollo has continued to provide engineering services to the City. These services have included development of the Collection System Master Plan, NPDES permit negotiations assistance, the TAP Preliminary Design, water distribution system modeling assistance, Ashland Creek temperature modeling, Bear Creek Thermal Load TMDL negotiations assistance, and an performance audit of the wastewater treatment plant. Our firm takes pride in our relationship with Ashland and that we have maintained an excellent working relationship for over 10 years. We believe that this is a clear indication of the quality of our work, our control of costs, and our ability to deliver responsive servivce. PROJECT EXPERIENCE AND REFERENCES Our relevant experience and qualifications include our understanding of your facilities, your community, and the local water quality and regulatory issues. Carollo has; ~ A detailed understanding of the history and regulatory framework related to water quality in Bear Creek and Ashland Creek. Carollo assisted the City of Ashland with negotiating NPDES permit limits that are affordably attainable, but still protective of water quality. ~ State-of-the-art national and local expertise in phosphorus and nutrient removal. The Ashland WWTP consistently meets some of the lowest total phosphorus limits in the country. Carollo designed the Cottage Grove WWTP to meet a lIb/day total phosphorus limit and recently designed a new aeration basin for Clean Water Services to provide improved biological phosphorus removal at their Rock Creek Advanced Wastewater Treatment Plant. In addition to this Oregon experience, Carollo has worked with some of the largest wastewater utilities in the country to improve their nutrient removal capability. ~ An unmatched knowledge of your treatment plant. We designed the treatment plant and recently performed a capacity and operations audit. ~ An excellent working relationship with treatment plant staff. ~ Nationally recognized expertise in water recycling. Carollo has helped a wide range of clients throughout the arid southwest develop reclaimed water programs. Here is the Northwest, Carollo has worked with Lakehaven Utility District (WA), Bend, Cottage Grove, Winston-Green, Clean Water Services, King Y,IQientS9lAshland\PropINPOESllndd.\ProposaI108.indd 3 County rw A), to evaluate and develop opportunities for recyling wastewater treatment plant effluent and putting it to better use. .. Strong expertise in understanding Oregon's temperature regulations and helping communities find creative ways to improve the temperature of their receiving water and achieve affordable regulatory compliance. .. Knowledge of the options for offsetting the temperature impacts of the WWTP discharge. Carollo developed a HeatSource model for Ashland Creek that looked at temperature management options including riparian shading, changing discharge locations, increasing stream flows and recycling effluent. The Ashland Creek HeatSource model was linked to DEQ's Bear Creek HeatSource model to assess temperature impact mitigation measures. The most viable options are a) to use recycled water to offset water withdrawals and to restore stream flows with natural flow and b) effluent evaporative cooling. We have included project descriptions to serve as examples of recent projects with other clients that are similar to that described in your request for proposals. Each project description identifies the key project team members that are proposed for your project, which further demonstrates the depth of their experience and proven ability to work as a cohesive team. City of Winston - Green Sanitary Distrid, Oregon- Wastewater Facility Master Plan, Pre-Design, Final Design, and Engineering Services During Construction Reference: Mr. Dave Hull, Plant Superintendent . 541-679-5152 Team Member Involvement: Bob Eimstad, Rick Shanley Carollo provided planning, predesign, final design and engineering services during construction for the most recent major expansion of the Winston-Green Regional Wastewater Treatment Facility to increase plant capacity from 1.5 to 3.5 mgd. We have been recently selected to update the facilities plan and to assist with compliance with more stringent phosphorus and temperature limitations resulting from TMDL development. The original design was based upon meeting a 0.5 mg/L total phosphorus limit, but the new TMDL will require meeting a limit under 0.2 mg/L. However, based upon our preliminary analysis it appears very likely that the current design will meet the lower limits with minimal capital improvements. Carollo also provided permit negotiations assistance during the plant's most recent NPDES permit renewal. Working closely with plant staff, we were able to make several revisions to the draft permit. These changes provide much more compliance flexibility and are less restrictive with several key parameters, while still ensuring that water quality is protected. . 4 4 . 4 4 C << ~ l Clean Water Services, Oregon - Rock Creek Advanced Wastewater Treatment Facility: Facilities Planning and Treatment Plant Improvements Design Reference: Mr. Nate Cullen, RE., District Engineering Manager 503-624-4694 Team Member Involvement: Bob Eimstad, Rick Shanley, Anne Conklin Carollo is providing ongoing services for several projects for Clean Water Services (District), which oversees conveyance and treatment for all of Washington County in the western Portland metropolitan area. Because of water quality issues on the slow-moving Tualatin River, the District operates treatment facilities that must meet very stringent limits for phosphorus, ammonia, BOD and TSS. These projects are described in more detail below: Rock Creek A WTF Facilities Planning. Carollo Engineers is finalizing the 20-year Facilities Plan for the Rock Creek A WTF. The facilities planning effort includes evaluating and recommending improvements to all processes, including the influent pump station, headworks, secondary treatment system, solids handling electrical, and I&C systems. Carollo also led an evaluation of biological phosphorus removal (BPR) through testing at both the Durham AWTF and the Rock Creek ATWF, identifying several key aeration basin features for optimizing BPR. These recommended aeration basin features are being incorporated in the East Aeration Basin Improvements Design (described below). East Aeration Basin Improvements Design. Carollo is completing the design of the East Aeration Basin Improvements Project that will increase the secondary capacity and provide optimized BPR. The design is based upon process work performed as part of the facility plan, and has set standards zone sizing, dissolved oxygen~ control, baffle wall material, diffuser types, and mixed liquor recycle pump types and locations. Reclaimed Water Master Plan. Carollo is leading development of a Reclaimed Water Master Plan for Clean Water Services (District) in Hillsboro, Oregon. The 4 V,lQient89'Ashl.ndlPropINPDES\Indd. l,Propoo.1208.indd . . . . . . . . . . . .. . '. . . . . . . . . . . . . '. . . " . . . . . . .. -, . .. " . . .. planning effort included an evaluation and prioritization of the potential market for reclaimed water in the Tualatin Basin and an assessment of the benefits to water quality and the District, City o' Bend, Oregon. Water Reclamation Facilities Planning, Design, and Construction Services Reference: Mr. Jim Wodrich, Project Manager 541-317-3000 Team Member Involvement: Bob Eimstad Water Reclamation Facility Plan. Carollo designed the original Bend Water Reclamation Facility in 1978. In 2008, thirty years later, Carollo continues to provide engineering services to the City of Bend. The City contracted with Carollo Engineers to develop a Water Reclamation Facility Plan that identifies the best options for accommodating the City's rapid population growth and for the continued protection of groundwater throughout the planning period. The Water Reclamation Facility Plan is nearing completion. One of the facilities planning tasks was to evaluate the cost-effectiveness of a satellite treatment plant. The satellite treatment plant would be a membrane bioreactor (MBR) with the capability of producing high quality reclaimed water suitable for a wide range of uses. In a separate project, Carollo designed a new 30-mgd headworks for the City of Bend. The new headworks is currently under construction. Clark County, Nevada. Biological Phosphorus Removal Retrofit Reference: Mr. Punda Pai, P.E., Principal Civil Engineer 702-434-6600 x6229 In 1996, Carollo began work for the Clark County Water Reclamation District (CCWRD) in Las Vegas, Nevada, to optimize and convert their existing 88- mgd nitrifying activated sludge facility from chemical phosphorus removal to biological phosphorus removal (BPR). CCWRD provides wastewater treatment and disposal for the unincorporated areas of Clark County, Nevada, adjacent to and around the City of Las Vegas and serves an estimated 500,000 local residents as well as hotel and casino visitors. Wastewater is treated to meet low seasonal ammonia and phosphorus standards for discharge to Lake Mead Based on mathematical modeling, Carollo developed a custom BPR treatment configuration, which could be implemented within the existing activated sludge tankage with minimal modifications. This subtle change in plant configuration and operating strategy resulted in $2 million per year in operations savings and led to Carollo's design of new secondary treatment facilities. This plant is currently the largest BPR plant in the country and is producing a fully-nitrified secondary effluent with a total phosphorus concentration less than 0.1 mg/L without chemical addition. PRIMARY STAFF AND PROPOSED TIME COMMITMENTS We understand your needs for this project and have assembled a project team capable of meeting those specific needs. Carollo is committed to the successful delivery of this project. Brief summaries of our team member's experience are shown on the following pages along with their anticipated time commitment to this project. Resumes for each are contained in the Appendix. Bob Eimstad, RE. - Partner-in-Charge and Proiect Manager TIme Commitment to Ashland: 15% Bob has led all of the engineering services that Carollo has provided the City of Ashland since 1995. During those projects he has made numerous presentations to City Council and has worked with citizen advisoiy groups. He has assisted the City with NPDES permitting since 1995 and his efforts included new water quality modeling on Bear Creek that resulted in more attainable effluent limits for the WWTp, and negotiation of NPDES effluent limitations that the City could realistically meet. Bob is widely recognized as one of the Northwest's leading experts on water quality regulations and NPDES permitting and has assisted a number of municipalities with negotiating NPDES permits and/or with resolving complex TMDL issues. These municipalities include the Oregon cities of Ashland, Albany, Salem, Cottage Grove, Winston, Birch Bay, WA, Bellingham, WA, Caldwell, ID, and Coeur d'Alene, ID. He successfully renegotiated a phosphorus TMDL on the Coast Fork of the Willamette River. that reduced the stringent total phosphorus limits on the City of Cottage Grove WWTP, significantly reducing the cost of compliance for the City as well as creating reclamation opportunities. He has led a number of reclamation planning efforts here in Oregon including the development of a Reclaimed Water Master Plan for Clean Water Services in Hillsharo, OR. Bob also served as a member of the Wastewater V,laient89\A.hlandIPropINPDES\Indd lPropooa1208.indd 5 Reuse Urban Task Force that made recommendations to the Oregon Legislature on opportunities and issues associated with wastewater reuse. He also served as the only consultant on DEQ's 2003 Technical Advisory Committee for the Triennial Standards Review of Oregon's Temperature Water Quality Standard. Tracy Clinton, RE. - Water Reuse/ Public Education Lead Time Commitment to Ashland: 25% Tracy specializes in the area of water recycling planning and public involvement! decision analysis. She has developed or managed more than 30 water reuse plans for agencies in Oregon, California, Washington, Florida, and Nevada ranging in size and complexity from 1 to 85 mgd. Tracy brings a vast knowledge of issues that a city can encounter when implementing a reuse project. Here in the Northwest, Tracy served as project manager for both the Reclaimed Water Master Plan for Clean Water Services in Hillsboro, OR and the reuse market assessment and public involvement tasks for the King County, W A, Sammamish Valley Regional Reclaimed Water Conveyance Facility Project. Public involvement for the Sammamish project included developing informational mailers and presenting water reuse information at open houses. Tracy also brings considerable experience in more extensive public outreach/education, including the development of project websites, stakeholder meetings, and facilitating public workshops. Rick Shanley, RE.- Facilities Plan Update Lead Time Commitment to Ashland: 20% Rick, a partner with Carollo, has over 16 years of experience in process analysis, design, and construction of WWTP improvements, and currently manages Carollo's Wastewater Process Technologies Group. Rick has served as project manager or engineer on wastewater facility plans for several northwest clients, including Clean Water Services, Cottage Grove, Shady Cove, and the Winston-Green Sanitary District WWTF. In addition, Rick is very familiar with Ashland's wastewater treatment facilities and the permitting challenges facing the City. He served as project manager for the City's WWTP Capacity Evaluation Study, managed the City of Ashland Centrifuge Dewatering and Solids Improvements project, and served as a design engineer for the Ashland WWTP Upgrade project. Anne Conklin- Staff Engineer Time Commitment to Ashland: 30% Dr. Conklin is an expert in process modeling, data analysis, and process optimization. She works with Rick Shanley in Carollo's Wastewater Process Technologies Group. She has worked assisted Bob Eimstad with treatment plant evaluations and NPDES permitting assistance for Cottage Grove, Albany, Salem, Bellingham, W A, and Birch Bay, W A. Anne also assisted Bob and Rick as process engineer for the Rock Creek Advanced Wastewater Treatment Plant Facility Plan for Clean Water Services in Hillsboro, OR and is currently working with Bob as process engineer for the City of Bellingham Comprehensive Sewer Plan. 6 V,lOient89\Ashland\Prop\NPDES\Indd.lProposal208.indd " , , , , , , , , , , , , , , , , , , , , . , , . " , , , , , t t t , .. " " t . . f, .' . . . . . . . . . . . . . . . . . . . . . . . . . . '. . . . . . '. . :. . . . . . . . . . PROJECT CALENDAR Notice to Proceed March 1,2008 March 10. 2008 April 4. 2008 April 18, 2008 April 18, 2008 May 16, 2008 May 16, 2008 May. September 30, 2008 October 9,2008 October 17, 2008 November 6. 2008 November 13, 2008 November 27, 2008 December 2, 2008 December 16. 2008 January 9,2009 Kick Off Meeting DEQ Permitting Meeting #1 Permitting Issues TM Draft Submittal Update Flow and Load Projections TM Draft Submittal Capacity TM Draft Submittal Temperature Management Options TM Draft Submittal Assistance with Stakeholder and Public Involvement DEQ Permitting Meeting #2 Finalize Temperature Management Recommendation DEQ Permitting Meeting #3 Permitting Issues TM Final Submittal Facility Plan Update Draft Submittal Review Meeting with Staff Presentation to City Council Facility Plan Update Final Submittal COST OF SERVICES NPDES Permitting 26 0 16 12 4 Assistance Temperature Management & 20 54 12 28 52 4 1 171 $25,531 Water Recycling 3.0 Facility Plan 15 8 58 88 144 4 8 325 $42,444 Update TOTAL HOURS 61 62 86 156 208 12 13 598 $83,195 Hourly Rate $200.00 $180.00 $162.00 $138.00 $108.00 $78.00 $75.00 TOTAL COST $12,200 $11,160 $13,932 $21,528 $22,464 $936 $975 $83,195 $83,195 Y,IOient89\Ashland\PropINPDESllndd.lI'ropo.a1208.indd 7 ENGINEERING SERVICES CONTRACT Consultant services contract made on the date specified below in Recital A between the City and Consultant as follows: Recitals: A. The following information applies to this contract: CITY: CITY OF ASHLAND Consultant: Carollo Engineers City Hall Address: Attn: Robert B. Eimstad, Partner 20 E. Main Street 4380 SW Macadam, Suite 350 Ashland, Oregon 97520 Portland, OR 97239 (541) 488-6002 Telephone: (503) 227-1885 FAX: (541) 488-5311 FAX: (503) 227-1747 Date of this agreement: ~ B: RFP date: January 4, 2008 March 18,2008 Proposal date: February 7,2008 ~2.2. Contracting officer: James H. Olson, PLS ~2.4. Project: WWTP NPDES Permit Renewal with Temperature Solution & Update to WWTP Facilities Plan ~6. Consultant's representative: Robert B. Eimstad, Partner ~8.3. Maximum contract amount: $83,195 B. On the date noted above, City issued a request for proposals (RFP) for consulting services needed by City for the project described above. Consultant submitted a proposal in response to the RFP on the date noted above. C. After reviewing Consultant's proposal and proposals submitted by other offerors, City selected Consultant to provide the services covered by the RFP. City and Consultant agree as follows: 1. Relationship between City and Consultant: Consultant accepts the relationship of trust and confidence established between Consultant and City by this contract. Consultant covenants with the City to perform services and duties in conformance to and consistent with the standards generally recognized as being employed by professionals of consultant's caliber in the locality of the project. Consultant further covenants to cooperate with City, City's representatives, contractors, and other interested parties in furthering the interests of City with respect to the project. In order to promote successful completion of the project in an expeditious and economical manner, Consultant shall provide professional consulting services for City in all phases of the project to which this contract applies, serve as City's professional consulting representative for the project, and give professional consultation and advice during the term of this contract. Consultant acknowledges that City is relying on consultant to provide professional consulting services in a manner that is consistent with the interests of City. 2. Definitions: Generally words, terms and phrases used in this contract shall have the meaning ascribed to them in the construction industry, unless the context clearly indicates otherwise. As used in this contract: 2.1. "City" means the City of Ashland, Oregon. 2.2. "Contracting officer" means the person specified in Recital A above or that person's designee. 2.3. "Project" means the project described in Recital A. G :\pub-wrks\eng\dept-admin\ENG I N EER\PROJECT\2008\08-0 1 Ca rollo Contract.doc Page 1 of 12 2.4. "Work" or "Services" shall mean all labor, materials, plans, specifications, opinions, reports, and other consulting services and products which Consultant is required to provide under this contract. 3. Term: The term of this contract shall commence on the date specified in Recital A above and end on completion of all services required by this contract unless sooner terminated as provided in this contract. 4. Authority of Contractina Officer: The contracting officer shall have the authority to act on behalf of City in the administration and interpretation of this contract. The contracting officer shall have complete authority to authorize services, transmit instructions, receive information, interpret and define City's policies and make other decisions with respect to Consultant's services. 5. Consultina Services: Consultant shall provide services to City that are described in the RFP. 5.1. In connection with the services described in the RFP, Consultant shall: 5.1.1. Consult appropriate representatives of City to clarify and define City's requirements relative to the services. 5.1.2. Review available data relative to the services. 5.1.3. Identify data which is not available and is needed to fulfill the services, and act as City's representative in obtaining such data. 5.1.4. Prepare monthly progress reports to the contracting Officer on the status of services. 5.1.5. Cooperate with other consultants retained by City in the exchange of information needed for completion of the services and the project. 5.2. Consultant shall commence performance of services within five days after receiving written authorization from the contracting officer for work described in the RFP. Consultant shall perform the services as expeditiously as is consistent with professional skill and care and the orderly progress of the project. Upon request of City, Consultant shall submit for City's approval, a schedule for the performance of work elements described in the RFP. Each schedule shall include allowance for periods of time required for City's review and approval of Consultant's services. Each schedule, approved by City, shall become a part of this contract. 5.3. Consultant shall perform the services as an independent contractor in accordance with generally accepted standards in Consultant's profession. Consultant shall be responsible for the professional quality, technical accuracy and the coordination of all services performed by Consultant. Consultant shall, without additional compensation, correct or revise any error or deficiencies in the services that are caused by Consultant's negligence. City's review, approval, acceptance of, or payment for, any of the services shall not be construed to waive any of City's rights under this contract or of any cause of action arising out of Consultant's services. In the event of any breach of this contract by Consultant or negligent performance of any of the services, City's cause of action against Consultant shall not be deemed to accrue until City discovers such breach or negligence, or should have, with reasonable diligence, discovered such breach or negligence. The preceding sentence shall not be construed, however, to allow City to prosecute an action against Consultant beyond the maximum time limitation provided by Oregon law. 6. Assianment of Consultant's Personnel: 6.1. The services covered by this contract shall be rendered by, or under the supervision of the person specified in Recital A above, who shall act as Consultant's representative in all communications and transactions with City. 6.2. Consultant will endeavor to honor reasonable specific requests of City with regard to assignment of Consultant's employees to perform services if the requests are consistent with sound business and professional practices. 7. Responsibilities of City: 7.1. City will cooperate fully with Consultant to achieve the objectives of this contract. 7.2. City will provide information, documents, materials and services that are within the possession or control of City and are required by Consultant for performance of the services. 7.3. City will arrange for access to, and make all provisions for Consultant to enter upon, public and private property as required for Consultant to perform the services. 7.4. City will provide all permits necessary for completion of the project. G :\pub-wrks\eng\dept-admin\ENGIN EER\PROJECT\2008\08-0 1 Ca rollo Contract.doc Page 2 of 12 .,- r 7.5. The contracting officer will act as liaison between City, Consultant, public agencies, and others involved in the project. 8. Payment: 8.1. City shall pay Consultant for services and reimburse Consultant for expenses incurred by Consultant in performance of services in accordance with a payment schedule to be submitted by Consultant and accepted by City. No reimbursement will be made for expenses that are not specifically itemized in this payment schedule without prior approval by the contracting officer. 8.2. Consultant shall submit monthly invoices to City for Consultant's services within ten days after the end of the month covered by the invoice. 8.3. Total payments under this contract or any amendments shall not exceed the sum specified in Recital A above. 9. Compliance with Law: 9.1. This contract will be governed by and construed in accordance with laws of the State of Oregon. Consultant shall promptly observe and comply with all present and future laws, orders, regulations, rules and ordinances of federal, state, City and city governments with respect to the services including, but not limited to, provisions of ORS 279C.505, 279C.515, 279C.520 and 279C.530. 9.2. Pursuant to ORS 279C.520(2) any person employed by Consultant who performs work under this contract shall be paid at least time and a half pay for all overtime in excess of 40 hours in anyone week, except for persons who are excluded or exempt from overtime pay under ORS 653.010 to 653.261 or under 29 U.S.C. Sections 201 to 209. 9.3. Consultant is a "subject employer" as defined in ORS 656.005 and shall comply with ORS 656.017. Prior to commencing any work, Consultant shall certify to City that Consultant has workers' compensation coverage required by ORS Chapter 656. If Consultant is a carrier insured employer, Consultant shall provide City with a certificate of insurance. If Consultant is a self-insured employer, Consultant shall provide City with a certification from the Oregon Department of Insurance and Finance as evidence of Consultant's status. 9.4. If the amount of this contract is $15,964.00 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the attached notice predominantly in areas where it will be seen by all employees. 10. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. To the extent permitted by law, City shall, within the limits of the Oregon Tort Claims Act, defend, indemnify and hold harmless Consultant, its consultants, agents and employees against all damages, claims, expenses and losses arising out of any reuse of plans, specifications and other documents prepared by Consultant without prior written authorization of Consultant. 11. Records: 11.1. Consultant shall develop and maintain complete books of account and other records on the services which are adequate for evaluating Consultant's performance. Consultant shall maintain records in such a manner as to provide a clear distinction between the expenditures and revenues related to the project and the expenditures and revenues related to Consultant's other business. 11.2. Consultant's books and records shall be made available for inspection by City at reasonable times, to verify Consultant's compliance with this contract. City shall have the right to request an audit of Consultant's books and records by a certified public accountant retained by City. 12. Indemnification: Consultant shall defend, indemnify and save City, its officers, agents, and employees harmless from any and all claims, actions, costs, judgments, damages or other expenses resulting from injury to any person (including injury resulting in death), or damage to property (including loss or destruction), of whatsoever nature arising out of or incident to the negligent performance of this contract by Consultant (including but not limited to, the negligent acts or omissions of Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any claims, actions, costs, judgments, damages or other expenses, directly and proximately caused by the negligence of City. G :\pub-wrks\eng\dept-admin\ENGI N EER\PROJECT\2008\08-0 1 Carollo Contract.doc Page 3 of 12 13. Insurance: 13.1. Consultant shall, at its own expense, at all times during the term of this contract, maintain in force: 13.1.1. A comprehensive general liability policy including coverage for contractual liability for obligations assumed under this contract, blanket contractual liability, products and completed operations and owner's and contractor's protective insurance; 13.1.2. A professional errors and omissions liability policy; and 13.1.3. A comprehensive automobile liability policy including owned and non-owned automobiles. 13.2. The coverage under each liability insurance policy shall be equal to or greater than the limits for claims made under the Oregon Tort Claims Act with minimum coverage of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. 13.3. Liability coverage shall be provided on an "occurrence" basis. "Claims made" coverage will not be acceptable, except for the coverage required by subsection 13.1.2. 13.4. Contractor shall submit certificates of insurance acceptable to the City with the signed contract prior to the commencement of any work under this agreement. Each certificate shall state that coverage afforded under the policy cannot be cancelled or reduced in coverage cannot be made until at least 30 days prior written notice has been given to City. A certificate which states merely that the issuing company "will endeavor to mail" written notice is unacceptable. 14. Default: 14.1. There shall be a default under this contract if either party fails to perform any act or obligation required by this contract within ten days after the other party gives written notice specifying the nature of the breach with reasonable particularity. If the breach specified in the notice is of such a nature that it cannot be completely cured within the ten day period, no default shall occur if the party receiving the notice begins performance of the act or obligation within the ten day period and thereafter proceeds with reasonable diligence and in good faith to effect the remedy as soon as practicable. 14.2. Notwithstanding subsection 14.1, either party may declare a default by written notice to the other party, without allowing an opportunity to cure, if the other party repeatedly breaches the terms of this contract. 14.3. If a default occurs, the party injured by the default may elect to terminate this contract and pursue any equitable or legal rights and remedies available under Oregon law. All remedies shall be cumulative. 14.4. Any litigation arising out of this contract shall be conducted in Circuit Court of the State of Oregon for Jackson County. 15. Termination: 15.1 Mutual consent. This contract may be terminated at any time by mutual consent of both parties. 15.2 City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. 15.3 For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Contractor, or at such later date as may be established by City under any of the following conditions: a. If City funding from federal, state, county, or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; b. If federal or state regulations or guidelines are modified, changed or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or c. If any license or certificate required by law or regulation to be held by Contractor to provide the services required by this contract for any reason denied, revoked, suspended, or not renewed. 15.4 For Default or Breach. a. Either City or Contractor may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. G :\pub-wrks\eng\dept-admin\ENG I NEER\PROJECT\2008\08-0 1 Ca rollo Contract.doc Page 4 of 12 b. Time is of the essence for Contractor's performance of each and every obligation and duty under this contract. City by written notice to Contractor of default or breach, may at any time terminate the whole or any part of this contract if Contractor fails to provide services called for by this contract within the time specified herein or in any extension thereof. c. The rights and remedies of City provided in this subsection (15.4) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. 15.5 Obliaation/Liabilitv of Parties: Termination or modification of this contract pursuant to subsections 15.1, 15.2, 15.3 and 15.4 above shall be without prejudice to any obligations or liabilities or either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections 15.1, 15.2, 15.3 and 15.4 of this section, Contractor shall immediately ceased all activities under this contract, unless expressly directed otherwise by City in notice of termination. Further, upon termination, Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract. 16. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultants, with no further liability to Consultants. 17. Notices: Any notice required to be given under this contract or any notice required to be given by law shall be in writing and may be given by personal delivery or by registered or certified mail, or by any other manner prescribed by law. 17.1. Notices to City shall be addressed to the contracting officer at the address provided for the City in Recital A above. 17.2. Notices to Consultant shall be addressed to the Consultant's representative at the address provided for the Consultant in Recital A above. 18. Assiqnment City and Consultant and the respective successors, administrators, assigns and legal representatives of each are bound by this contract to the other party and to the partners, successors, administrators, assigns and legal representatives of the other party. Consultant shall not assign or subcontract Consultant's rights or obligations under this contract without prior written consent of City. Except as stated in this section, nothing in this contract shall be construed to give any rights or benefits to anyone other than City and Consultant. 19. Goveminq Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. G :\pu b-wrks\eng\dept-admin\ENGIN EER\PROJECT\2008\08-0 1 Carollo Contract.doc Page 5 of 12 20. MERGER CLAUSE: THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 21. Modification: No modification of this contract shall be valid unless in writing and signed by the parties. CONSULTANT By: CITY OF ASHLAND By: Signature Lee Tuneberg Finance Director Printed Name Its: Fed 10# REVIEWED AS TO FORM: By: Legal Department REVIEWED AS TO CONTENT: By: Department Head Coding: Date: Date: (For City use only) G :\pub-wrks\engldept-admin\ENGINEER\PROJECT\2008\08-0 1 Carollo Contract.doc Page 6 of 12 CITY OF ASHLAND Council Communication Public Hearing: Adoption of a Resolution Authorizing and Ordering the Harrison to Morton Alley Local Improvement District and Adoption of Findings Meeting Date: March 18,2008 Primary Staff Contact: James Olson, 552-2412 Department: Public Works / Engineering E-Mail: olsoni@ashland.oLus Secondary Dept.: Legal/City Recorder ,ld'L Secondary Contact: Barbara Christensen 552-2084 Approval: Martha Bennett ~ Estimated Time: 45 minutes Question: 1. Will Council adopt the attached resolution authorizing and ordering the improvement of the alley between Harrison and Morton Streets by formation of a Local Improvement District? 2. Will Council adopt the attached findings and orders pertaining to the formation of the Harrison to Morton Alley Local Improvement District? Staff Recommendation: Originally, the public hearing to consider the formation of the Harrison to Morton Alley LID was set for Feb. 5, 2008 and was to be included with the Liberty Street LID hearing. The property owners, by unanimous vote, requested that the public hearing be delayed while the Traffic Safety commission considered their request to designate this section of the Alley, as one-way from west to east. On Feb. 28, 2008 the Traffic Safety commission heard testimony from the neighborhood regarding the Alley and its role as part of the City's transportation system. The commission ruled that the designation of a one-way traffic direction, as requested, was appropriate only if the Alley were paved. The paved surface would allow the construction of two modified speed humps to help reduce vehicle speeding and would also support pavement markings (arrows) designating the one-way traffic direction. Staff recommends approval of the resolution authorizing and ordering the formation of the Harrison to Morton Alley Local Improvement District. Staff further recommends approval and adoption of the findings which document the actions leading up to, and including, the adoption of the resolution. Background: Neighborhood Meetings In response to majority petitions received from the property owners on Liberty Street and on the alley south of Siskiyou Boulevard and located between Harrison and Morton Streets, the Council on December 4,2007 set a public hearing date of February 5, 2008 to consider the formation of a Local Improvement District to improve both Liberty Street and the alley. Engineering staff was able to meet with the affected neighborhoods on January 16th and 1 ih to answer questions and disseminate information regarding LID's and improvement options. The alley neighborhood met on January 1 ih at the Ashland Public Library with 13 people in attendance. With the exception of one owner, the entire proposed assessment district was represented. The neighborhood was in unanimous agreement that traffic on the alley had increased drastically following the 2004 completion of the Siskiyou Boulevard renovation. It was contended that the median Page I of9 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.C.' !'A~ CITY OF ASHLAND closures at Union Street, Harrison Street and Liberty Street have caused traffic to be redirected onto adjacent streets including the alley. It was estimated that traffic volumes have more than doubled since 2004. The residents asked that the public hearing for the alley improvement be delayed to allow consideration by the Traffic Safety Commission of a one-way traffic designation for the alley. Since one-way traffic often relates to faster traffic in alleys, the residents also petitioned the Traffic Safety Commission to authorize the installation of two speed humps to help control traffic speeds. Traffic Safety Commission Actions On Feb. 28, 2008 the Ashland Traffic Safety Commission heard a request from the Harrison - Morton Alley neighborhood to restrict the flow of traffic on this section of the Alley to one-way from west to east. The neighbors contended that since the 2004 reconstruction of Siskiyou Blvd. with the resultant closures of the Union, Harrison and Liberty Street center median accesses, traffic on the Alley has doubled. To offset an anticipated increase in traffic speed that would likely occur when a one-way designation is set in place, they also requested that modified speed humps be constructed with the Alley paving project. Following a staff presentation and testimony by several of the property owners along the Alley, the commission moved to approve the request for a one-way designation on the section of the Alley between Harrison and Morton Streets. The one-way designation was conditioned upon the paving of the Alley which would allow construction of two modified speed humps and would provide a permanent surface for the required pavement markings ( arrows). The commission's recommendation was based upon the following facts, statements and conditions: 1. Alleys are intended to provide access to residences, and commercial developments and are not intended to serve as a traffic bypass for arterial or collector streets. 2. Alley's function most safely when traffic volumes and speeds can be kept as low as possible. The 85th percentile speed should be considerably less than the maximum allowable speed of 15 mph. 3. There is little comparison between streets and alleys. Each has a separate and distinct function, with the alley functioning more as a true multi-use area. 4. That since this alley is the last section of the alley that runs from Gresham Street to Morton Street the one-way designation would not adversely impact the alley function. Alley Improvements This proposed improvement consists of grading and paving the existing alley surface between Harrison and Morton Street (south of Siskiyou Boulevard). The pavement would be eleven feet wide and would be constructed with an inverted crown to control drainage. No curbs or sidewalks would be constructed on the alley since the right of way is only 16 feet wide. The east side of Harrison Street at the alley intersection will require extensive reconstruction (see photos). Although the Harrison Street repairs would be included in the construction contract, they would not be funded through the LID. Since Harrison Street is already fully improved, the repair work would be financed from street maintenance momes. Page 2 of9 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.cr' !'A~ CITY OF ASHLAND Proposed Allev LID Boundary The alley is located along the rear lot lines of five lots that front on the south side of Siskiyou Boulevard, between Harrison and Morton Streets. Each of these has vehicular access onto the alley rather than onto Siskiyou. Most of the lots have rear yard garages. Four additional lots front on the south side of the alley with the center two lots taking sole access from the alley. The nine lots that would make up the alley assessment district would receive a direct and definable benefit from the improvement of the alley. It is proposed that the boundary of the assessment district be configured to surround these nine lots as shown on the attached map. Petition A petition calling for the improvement of the alley was received in early October bearing nine names and representing five of the nine lots, or 55.6% of the total assessment units. The represented lots include 658 and 670 Siskiyou Boulevard and 162, 164 and 176 Harrison Streets. Funding The estimated improvement costs for the alley, including repair and maintenance work on Harrison Street are as follows: Total Construction Cost $ Engineering & Administration Costs $ Total Estimated Project Cost I $ Less Harrison St Repair (total borne by City) $ Less Engineering Cost For Harrison St Repair $ Total LID Project Cost I $ 48,580.00 12,000.00 60,580.00 20,530.00 6,000.00 34,050.00 Less City Participation per Resolution 99-09 75% of storm drain cost 0.75 X 20% of street surface cost 0.2 X 50% of engineering cost 0.5 X 60% of sidewalk cost 0.6 X $ 4,700.00 $23,050.00 $ 6,000.00 $ 300.00 Sub Total $ 3,525.00 $ 4,610.00 $ 3,000.00 $ 180.00 $ 11 ,315.00 Number of Lots in proposed assessment district Estimated per lot for alley improvement Assessable Cost $ 22,735.00 9 $ 2,526.11 TOTAL PROJECT COST TOTAL ASSESMENT COST Cost to be born by City including Harrison Cost to be born by Property Owners $60,580.00 $34,050.00 $37,845.00 (60%) $22,735.00 (40%) Page 3 of9 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.cr' !'A1I CITY OF ASHLAND Findings The attached findings document the Council's considerations and decisions relating to the formation of the Harrison - Morton Alley local improvement district. Following the public hearing the findings can be adopted if the improvement resolution is adopted. Purpose of Alleys An alley is a semi-public neighborhood space that provides access to the rear of properties and in some instances, such as the Harrison - Morton Alley, it provides sole property access. An alley can eliminate the need for front yard driveways and provides an opportunity for a more positive front yard street scape. Alleys provide ideal access for parking areas, garage access, garbage pick up and utility service requirements. Alley right of way widths are narrow with normal widths ranging from 16 to 20 feet, with some as narrow as 10 feet. An alley is a true multi-use space with equal opportunities afforded to pedestrians, bicyclists, and commercial and private vehicles. Because of the mixed use and narrow confines the maximum legal speed limit on alleys is 15 mph yet we strive to obtain average speeds closer to 10 mph. Alley Maintenance The narrow and close confines that help to make alleys attractive as a multi-use way also create maintenance nightmares for city crews. It is extremely difficult to control surface water runoffs on an unpaved alley. As with most streets in Ashland there is considerable cross slope on most alleys with water flowing from the high to low side. With an alley there is usually not enough width to construct a drainage ditch along one side and when coupled with numerous driveway access this becomes even more difficult. With a paved alley, water flow can be directed and controlled along the center of the alley by use of a reverse crown design concept. This is not possible on an unpaved alley and it is a continuing effort to try to help water from flowing into private property adjacent to the low side of the alley. The narrow alleys are also difficult to grade with the full sized earth moving equipment that the city owns and operates. Importance of Paved Streets and Alleys Ashland has a firm understanding of the importance of its public street system. As stated in the Ashland Street Standards Handbook adopted by Council in March of 1999, Ashland's streets are some of the most important public spaces in the community and can shape and define a neighborhood. Ashland's streets are intended to enhance, accommodate and promote all modes of travel including bicycle, pedestrian, vehicle and transit use. Although many profess to enjoy the rural feel provided by a gravel or dirt surface street, it is impossible to provide enhanced and safe accommodations for all modes of travel under unimproved street conditions. The Ashland Comprehensive Plan and the Ashland Land Use Ordinance both address the importance of well designed, well constructed streets and alleys. These documents, along with the Ashland Transportation System Plan and the Transportation Element of the Comprehensive Plan, all deal with the need to improve streets and alleys and provide a uniform set of development standards. Page 4 of9 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.Cr', !'A~ CITY OF ASHLAND From a Public Works viewpoint there are a number of equally compelling reasons to improve gravel streets and alleys by paving including: 1. Reduced Maintenance Cost - Each year the Public Works Department spends thousands of dollars to maintain gravel surfaces and drainage ditches. Once the street is paved, maintenance costs are reduced to near zero for the first 10 to 15 years. 2. Drainage Control- The use of an inverted crown with catch basins and storm drain piping prevents the uncontrolled surface flow of water along an unimproved street eliminating the need for unsafe and unsightly drainage ditches and eliminates erosion within the ditches. 3. Safety Improvement - On an alley safety is gained by providing a smooth uniform surface devoid of potholes and trip hazards. This is even more important than on a street since the amount of pedestrian, bicycle and vehicle traffic is nearly on many alleys. The surface can periodically be swept with standard street sweeping equipment. Speed humps, when applied, are used to slow traffic providing additional pedestrian and bicycle safety. The humps consist of two raised asphalt surfaces, approximately 4.0 feet square placed side by side with a 2.0 foot clear space between the humps. The clear space is centered on the alley and provides an unobstructed drainage flow along the inverted crown of the alley. The open space also provides a clear path for bicyclists to avoid the speed humps. The humps are also painted in a hatch pattern to make them more noticeable to all who travel the alley. The words "BUMP" are also marked on the pavement as an advance warning to drivers. 4. Environmental Improvements - The paving of dirt or gravel surfaced streets is a proven remedy to reduce dust and particulate levels in the air and water born silt from the storm system. 5. Historically many streets in Ashland were platted and created prior to a time when the automobile was the prime mode of transportation. These early streets, many developed before 1910, including such streets as Helman Street, Main Street, Siskiyou Boulevard, East Main Street, Oak Street, Granite Street, Strawberry Lane, Grandview Drive, all streets in the Railroad District and many others were created as natural granite soil streets. As vehicle travel on the streets increased it became apparent that a more improved street surface would be needed to provide a better support for wheels, to control water flow, to control dust and to provide a better standard of living to those residing along the street. Even these early streets were improved with financial support in the form of an assessment against adjacent property owners. The Bancroft Bonding Act has further refined the requirements and methods by which property owners may contribute to the expense of paving their street. The city of Ashland has been using the Local Improvement method of funding street improvements for over 50 years. The funding methods has changed over the years but the need to improve these original unpaved streets has remained constant. Additional environmental concerns have been added in the past 10 years that makes street improvement even more critically needed than ever before. The need to improve streets applies to alleys as well, as they present all of the concerns and conditions experienced by streets. The City still has a large number of unimproved streets and alleys and has been steadily reducing these through the LID procedure. Page 5 of9 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.Cr' !'A1I CITY OF ASHLAND 6. The City's most recent report indicates that there are 10.42 miles of unpaved streets within the City limits. In 1960 there were 17.70 miles of unpaved streets which represented 30 percent of our total street mileage. Through the LID program the City has made great strides in reducing the number of unpaved streets which now represent only 10% of the total 101 miles of the City's street network Following is a list of streets which lack full City street improvements including curbs, paving sidewalks and storm drains and which ultimately will be improved: UNPAVED STREET ~'I LENGTH SURFACE TYPE Alleys (various locations) 12,260 ft. Decomposed Granite Alaska St. 160 ft. Decomposed Granite Almond St. 1560 ft. Decomposed Granite Alta Ave. 600 ft. Decomposed Granite Ashland Loop Rd. 1200 ft. Decomposed Granite Beach St. (future LID) 550 ft. Decomposed Granite Black Oak Way 900 ft. Decomposed Granite 'c' Street (current CMAQ) 350 ft. Decomposed Granite Clay St. (middle section) 3500 ft. Oil Mat Elkader St. 300 ft. Decomposed Granite Eureka St. 420 ft. Decomposed Granite Fielder St. 320 ft. Decomposed Granite Fork St. 1750 ft. Decomposed Granite Fox St. 550 ft. Decomposed Granite Glenview Dr. 6400 ft. Decomposed Granite Grandview Dr. 2150 ft. Oil Mat Granite St. 1500 ft. Decomposed Granite Grover St. 200 ft. Decomposed Granite Jaquelyn St. 1350 ft. Decomposed Granite Larkin Ln. 160 ft. Oil Mat Liberty St. (authorized LID) 420 ft. Decomposed Granite Mae St. 290 ft. Decomposed Granite Mary Jane Ave. 140 ft. Decomposed Granite Meade St. 470 ft. Decomposed Granite Mohawk St. 265 ft. Decomposed Granite Monte Vista St. 640 ft. Decomposed Granite Nevada St. 600 ft. Decomposed Granite Ohio St. 310ft. Decomposed Granite Paradise Ln. 580 ft. Decomposed Granite Peachey Rd. 1150 ft. Decomposed Granite Pine St. 200 ft. Decomposed Granite Pinecrest Terrace 1300 ft. Decomposed Granite Pioneer St. (S) 2330 ft. Decomposed Granite Plaza Ave. (pending CMAQ) 700 ft. Decomposed Granite Page 6 of9 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.Cr' !'A~ CITY OF ASHLAND Prim St. 200 ft. Unopened Ridge Rd. 520 ft. Decomposed Granite Schofield St.(authorized LID) 760 ft. Decomposed Granite Summit St. 160 ft. Decomposed Granite Sunrise St. 470 ft. Decomposed Granite Tamarack PI. 460 ft. Decomposed Granite Terrace St. 760 ft. Decomposed Granite Tolman Creek Rd. (S) 2900 ft. Oil Mat Tucker St. 170 ft. Decomposed Granite Walnut St. 1020 ft. Decomposed Granite Waterline Rd. (authorized LID) 830 ft. Decomposed Granite West St. 400 ft. Decomposed Granite Wildwood Way 325 ft. Decomposed Granite Total Feet 54,550 ft Total Miles 10.33 miles Some of these streets with decomposed granite surfaces, higher traffic volumes, steeper grades and/or close proximity to creeks represent significant environmental concerns. The streets within this category include: Ashland Loop Road Beach St. Fork St. Glenview Dr. Granite St. Liberty St. Pine crest Terrace Plaza Ave. Ridge Rd. Waterline Rd. Schofield St./Monte Vista St Terrace St. Walnut St. Because of these environmental concerns, these streets require more maintenance than usual. Other streets such as Clay St. and Tolman Creek Rd. are collector streets and carry substantial amounts of traffic which also require additional attention. Although most of the unimproved streets are scheduled for improvement only when there is a significant citizen interest to do so, most of the streets within the above priority list are included on the current and extended capital improvement project list. Those streets currently listed on the current CIP plan include Beach St., Liberty St., Walnut St., Schofield/Monte Vista Sts., Plaza Ave., and Waterline Rd. Those streets not on the current LID plan are placed on an extended plan and receive additional attention and effort to move them into the current list. Should Alleys be Improved? In 1992 an adhoc committee was formed through the Historic Commission to review a standard condition often attached by planning condition approvals to improve an alley if an increase in traffic volume was anticipated due to the proposed development. The study lasted several months and resulted in the following requested actions: Page 7 of9 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.Cr' !'A~ CITY OF ASHLAND 1. Categorize alleys separately from streets in Ashland's Ordinances and Comprehensive plan. We seek here recognition of the inherent special qualities of alleys which makes them a resource in their own right, and makes them more than simply mini-streets whose sole purpose . . IS servIce access. 2. Explicitly remove from expressed of defacto planning guidelines and City expectations the view that Ashland's unpaved alleys ought to be paved, and will be paved in due course. We seek here a change from the automatic view that paving alleys is a desirable goal. 3. Ensure full public notice whenever an alley or portion of it is proposed for paving or for vacation. 4. Initiate appropriate minor changes in language in Ashland's ordinances and Comprehensive Plan whenever appropriate, to reflect the various values [detailed in I above] inherent in alleys. 5. Where the paving on an alley or portion of an alley is judged unavoidable, consider or request that the Streets Division consider, options short of full paving with blacktop. Such options include %" minus gravel, brick pavers, and similar alternative durable surfaces. These may mitigate the effect of "paving" if well done, hence maintaining the aesthetic and pedestrian- friendly qualities of the alley in question. The recommendations were not officially adopted by the planning commission however certain elements of the recommendation were and are still taken into consideration when requiring alley improvements as a condition of development approval. The commission now looks at alleys on an individual basis and sets conditions based on need. The Harrison - Morton Alley improvement is supported by planning as attested to by the fact that at least one planning action approval required the owners to support a future LID in the form of a non- remonstrance agreement. Non-remonstrance agreements, however, are no longer included in the "in favor" support for an LID and the owner is free to remonstrate against the formation of an LID as provided in Resolution 99-09. LID Support A notice of public hearing was sent to all property owners within the proposed Harrison - Morton Alley assessment district advising them of the date of the hearing. Owners were advised that they could appear at the hearing or submit written comments as to why the improvements should not be installed or why properties should not be assessed in the manner proposed. In response to the notice, no comments, either written or otherwise have been received in opposition to this proposed improvement. The neighborhood as a whole has previously expressed concern regarding several conditions or perceived conditions including: 1. Additional traffic has been directed onto the alley resulting from the Siskiyou Blvd. median closures at Union Street, Harrison Street and Liberty Street. Page 8 of9 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.cr' !'A~ CITY OF ASHLAND 2. Although we have not found this to true, many feel that paving of an existing street or alley increases traffic and vehicle speed. 3. Some feel that alleys should be left totally unimproved and allowed to be used as an open space and playground for children. This condition is contrary to the City's transportation plan which requires that alleys perform an important role in providing access to lots, in serving as emergency service and utility service corridors, and providing access for both private and commercial vehicles as well as for bicycles and pedestrians. 4. Dust from unimproved alley is a major concern to many residents. 5. Control of storm water runoff is also a concern to those who live on the low side of the alley. The improvement plan as set forth by staff addresses all of the above concerns and owners have indicated that they either whole-heartedly support the proposed improvements or will not oppose the improvements as a measure of goodwill toward their neighbors. Related City Policies: AMC Chapter 13.20 sets forth the requirements and regulations for the improvement of public facilities under a Local Improvement District. Council Options: 1. Council may approve or reject the attached resolution authorizing and ordering the formation of an LID to improve the alley south of Siskiyou Blvd. between Harrison Street and Morton Street: or 2. Council may elect to delay approval of the improvement resolution pending additional information from staff. Potential Motions: Harrison - Morton Alley LID 1. Council may move to approve the attached resolution authorizing and ordering the formation of a Local Improvement District to improve the alley south of Siskiyou Blvd. between Harrison Street and Morton Street: or 2. Council may move to reject or take no action on the attached resolution and may direct staff to provide further information. 3. If the resolution is approved Council may also move to approve the findings. Attachments: Resolution, with exhibits, authorizing the improvement of the Harrison - Morton Alley. Petitions Vicinity maps Photographs Findings and Orders Page 9 of9 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.C. ' !'A~ RESOLUTION NO. 2008- A RESOLUTION AUTHORIZING AND ORDERING THE LOCAL IMPROVEMENTS FOR THE CONSTRUCTION OF IMPROVEMENTS TO THE ALLEY SOUTH OF SISKIYOU BLVD BETWEEN HARRISON AND MORTON STREETS CONSISTING OF GRADING, PAVING AND STORM DRAINS AND RELATED APPURTENANCES AND AUTHORIZING THE CITY TO BORROW MONEY AND ISSUE AND SELL NOTES FOR THE PURPOSE OF PROVIDING INTERIM FINANCING FOR THE ACTUAL COST OF THE LOCAL IMPROVEMENT RECITALS: A. The Council has declared by resolution its intention to develop the improvements described in the above title and in the improvement resolution previously adopted and to assess upon each lot or part of lot benefited by the improvement its proportional share of the cost of the improvement; and B. Notice of such intention was duly given, a public hearing was held and it appears to the Council that such improvements are of benefit to the city and all property to be assessed will be benefited to the extent of the probable amount of the respective assessments to be levied for the costs. THE CITY COUNCIL OF THE CITY OF ASHLAND RESOLVES: SECTION 1. A local improvement district is created and shall consist of all the tax lots described in the attached Exhibit A. The district shall be called the Harrison to Morton Local Improvement District, No. 89. SECTION 2. The council intends to make local improvements to provide the improvements described in the above title. Such improvements will be in accordance with costs estimated to be $34,050.00 of which $22,735 will be paid by special assessments on benefited properties. Costs will be allocated based on $2,526.11 per equivalent dwelling unit or potential equivalent dwelling unit within the assessment area. Lots will be assessed as specified on the attached Exhibit A. SECTION 3. The City of Ashland is authorized to borrow money and issue and sell notes for the purpose of providing interim financing for the actual cost of the local improvement. The notes may be payable from the proceeds of any bonds, issuance of additional notes or from any other sources from which the bonds are payable. This borrowing shall be issued according to the terms of ORS 223.235(7). SECTION 4. The City of Ashland expects to make expenditures from its available funds to pay for the costs of the improvement project. The City reasonably expects to issue bonds or other obligations (the "Reimbursement Bonds") and to use the proceeds of the PAGE 1-FORMATION RESOLUTION H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.attch1.doc Reimbursement Bonds to reimburse the City for the expenditures it makes from its available funds for the improvement project. To permit interest on the Reimbursement Bonds to be excludable from gross income, the Internal Revenue Code of the United States requires that the City declare its intent to reimburse itself from Reimbursement Bond proceeds within 60 days after the expenditures are made. The City expects that the principal amount of the Reimbursement Bonds will not exceed $117,200.00. SECTION 5. The assessment imposed upon benefitted properties is characterized as an assessment for local improvement pursuant to ORS 305.583(4). SECTION 6. The city recorder is directed to prepare the estimated assessment of the respective lots within the local improvement district and file it in the lien records of the city. SECTION 7. This resolution takes effect upon signing by the Mayor. This resolution was read by title only in accordance with Ashland Municipal Code 12.04.090 and duly PASSED and ADOPTED this day of ,2008. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ,2008. John Morrison, Mayor Reviewed as to form: Richard Appicello, City Attorney PAGE 2-FORMATION RESOLUTION H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.aUch1.doc < I- ai :c x UJ ~ t-- u..:l u..:l ~ t-- ifI Z o ifI ~5 o~ E-<- ZO Or--< E-<Z ~~ o:;E :;E~ -~ >-Oifl u..:l~ ....:l....... .....:l ~ o u..:l ifI o ~ o ~ ~ E-o ZE-o ~~ :E.... 000 ~~ 00 < ~E-o ~Z E-o~~ <:EE-o ;$~< E-o~~ 0000 ~~ rlJE-oOO OOZE-o ~~.... ~:E~ < ~bO E-o....z ~ ~ ~ o z o .... 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If title to any parcel of property is in the name of two or more persons, all must sign. Petitioners should sign using their names as they appear on the records of ownership. DATE: lO/e>z..!/:r? TO THE HONORABLE MAYOR AND COMMON COUNCIL OF THE CITY OF ASHLAND: We, the undersigned owners of record of real property in the City of Ashland, Jackson County, Oregon, hereby petition that: in accordance with plans and specifications therefor as shall be adopted by the City of Ashland and the cost of such paving and improvements be assessed upon the real property benefitted thereby and that we are the owners of the real property fronting (or benefitting) on said street. Name (Please Print) Address 161...1...J;fLl-l>P~ S"I Tax Lot /10 I t'P-l K. W A L-L~ p ~k.. ~VV~ -GtA..", D j L€.o "- ~Ji{eD l$r;~'^ P.il~ 1(~ l-t~ \J ( c.. ~() r"l Q... \.rll ~ ~\~t\'~ _~~ Go~ \~~--- ~ 7~ ~Q ~ L AtJD ~oN /61.. /.J()...rr i~o~ 7t-. lid) Ib4- \.\~rri"lI~ s{- \ ijO Z I h l4- J.{.A(""( IS". """ st. /loz. tjoo " HA~~~otJ <"\ OtfJ 2.'2.00 <S" i ~{c~ 4v blvcL. 2 L6 0 'l.{oo G:Dawn\Street\Pelition for Street Improvement Form.wpd r -j ~ ~.l'c / 0 /r ~o \ 'L~~ ~~ ~\..d r"-' ; -LY,rI,r::;: '-"'Y '. ~~ '" r 2 '. ~ 1L7 J ;I \'""'- _ --::I l / · /;---'Y ~ _ Ii' 77" (l; U !! ...--~ L '. ' ~ ': ''':\ I ~ IT 'L 'T I .~ , I /,-11 ;:./:', i1. ~. /il '~Lf:: '-~b~~~:.~~~iJ'( u l T '~I-l p- -c::n P .L... L -L I ~L_ ~ _, ' .......1':: / · ".~ I~ . i _ -. '/,"L ,.::j ~a ,- ~ - / I I 1'..( ......-;.. ~ c:> \l ( . ~ 1 I - ,Jll]': IN- f% ~ .' .) 1-w - - ..:t-,J.~ t-l3~ I; , IPI I ~, . I- ,L.J ~ ".11 -::::...rl-"M. ...;LI'!d.:..---.- )l~~ L~-~ ~ ~I"~ 1 . ~ ~ .~~ =.' ~t",~ ~.. ~,,- ~' ..I. . . - I." 'l- ,.....,..', I'T t7 J "--~ ., - ' 'l'i I (f.oJ 1.. ':< ......... ~ / '" T '- ~ .... .. . ' II ~~-'l' I1r ~;:.z J ~ ~~ . --: n, .,...J'I'f. ....a ~( (,....'. - l.J" I ,'1', c~ 'j -~q~ ' ~~~ ~~ v-- _ '- .,.': y, '" l' -::.> A ,- [;, Ii I I ,"\('=V 5Rl- 'l' , · ' '" 'J' ~ I _ ~d. li:i::11 L T,?: ? 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J!! 0 L 8 LO N II '" .c 0 I ~! l'~ . a c: ?::~..~ .~ 0 ~ \2oJi!:'" ci o ~ a; S t [JI I --' 1101 ---l~ I NEEDED REPAIRS ON HARRISON STREET NEEDED REPAIRS ON HARRISON STREET H:\ShipletD\Council\Council Communicationl2008\March 17 and 18\031808 LID Harrison and Morton.attch3.doc ALLEY LOOKING EAST (NOTE GARAGE & VEHICLE ACCESS) ALLEY AT MORTON STREET H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.attch3.doc ALLEY LOOKING WEST FROM MORTON STREET H:IShipletD\CounciIICouncil Communication\2008lMarch 17 and 18\031808 LID Harrison and Morton.attch3.doc BEFORE THE ASHLAND CITY COUNCIL JACKSON COUNTY, OREGON March 18, 2008 IN THE MATTER OF RESOLUTION AUTHORIZING AND ) ORDERING THE LOCAL IMPROVEMENTS FOR THE ) CONSTRUCTION OF IMPROVEMENTS TO THE ALLEY ) SOUTH OF SISKIYOU BLVD. BOUNDED BY HARRISON ) AND MORTON STREETS CONSISTING OF GRADING, ) PAVING, STORM DRAINS AND RELATED ) APPURTENANCES AND AUTHORIZING THE CITY TO ) BORROW MONEY AND ISSUE AND SELL NOTES FOR ) THE PURPOSE OF PROVIDING INTERIM FINANCING FOR ) THE ACTUAL COST OF THE LOCAL IMPROVEMENT ) ) APPLICANT: City of Ashland ) ) FINDINGS CONCLUSIONS AND ORDERS RECIT ALS: 1) On Feb. 5,2008, Council approved Resolution No. 2008-03 setting a public hearing with intent to form a local improvement district (LID) for the construction of improvements to the alley south of Siskiyou Boulevard bounded by Harrison and Morton Streets consisting of grading, paving, drainage and associated improvements. 2) The Council has declared by Resolution No. 2008-03 to assess upon each lot or part oflot benefited by the improvement its proportional share of the cost of the improvement; and it appears to the Council that such improvements are of benefit to the City. All property to be assessed will be benefited to the extent of the probable amount of the respective assessments to be levied for the costs. 3) The Council, following proper public notice, held a public hearing on March 18, 2008, at which time a staff presentation was made, citizen testimony received and exhibits presented. Council approved Resolution No. 2008-_ authorizing and ordering the local improvements for the construction of improvements to the alley consisting of grading, paving, storm drains and related appurtenances. 4) On March 18,2008, Council approved Resolution No. 2008-_ authorizing the City to borrow money and issue and sell notes for the purpose of providing interim financing for the actual cost of the local improvement. 5) The Harrison to Morton Alley LID No. 89 boundary was approved by Council as being all those lots with frontage on the alley south of Siskiyou Boulevard bounded by Harrison and Morton Streets. H:\ShipletD\CounciJ\CounciJ Communication\2008\March 17 and J 8\03 J 808 LID Harrison and Morton.attch4.doc Page J of 4 Now, therefore, the City Council of the City of Ashland finds, concludes and recommends as follows: SECTION 1. EXHIBITS For the purposes of reference to these Findings, the following exhibits will be used: Exhibit 1 - Council Communication dated February 5, 2008 Exhibit 2 - Minutes of the February 5,2008 Council meeting Exhibit 3 - Resolution No. 2008-03 setting a public hearing Exhibit 4 - Council Communication dated March 18, 2008 Exhibit 5 - Minutes of the March 18,2008 Council meeting Exhibit 6 - Resolution No. 2008-_ authorizing and ordering the improvement of the alley under the Harrison to Morton Alley LID No. 89 SECTION 2: CONCLUSORY FINDINGS REGARDING NATURE OF IMPROVEMENTS 2. 1 The City Council intends to improve the Harrison to Morton Alley from Harrison Street to Morton Street. The improvements are to consist of grading and paving, storm drains and related appurtenances. 2.2 The proposed LID is in the best interest of the City. Evidence presented indicated that the City will have an improved alley for all modes of transportation with reduced maintenance costs; enhanced environmental effects due to improved air quality and better storm water controls; and a demonstrated improved safety with construction of an asphalt road surface. SECTION 3. CONCLUSORY FINDINGS REGARDING BOUNDARY DETERMINATION 3.1 The City Council finds that it has received all information necessary to make a decision based on the Council Communication dated February 5, 2008 and March 18, 2008, public hearing testimony and the exhibits received. 3.2 The City has received a petition signed by five of the nine owners oflots abutting the Harrison and Morton Alley representing 56 percent of the proposed assessment district. The owners have expressed a desire to pave the alley to eliminate dust, to provide a smoother surface and to control stormwater runoff. The expressed desires of the property owners is also in keeping with the goals of the City of Ashland as set forth in the Transportation Element of the Comprehensive Plan and in the Transportation System Plan. The City further recognizes that the narrow confines of an alley present difficult challenges for effective maintenance of unpaved surfaces and that a paved alley will require very little maintenance for ten or fifteen years. H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 LID Harrison and Morton.attch4.doc Page 2 of 4 The paving of the alley also meets elements of the City's Stormwater Management Plan and its National Pollution Discharge Elimination System, Phase II permit as approved by the state Department of Environmental Quality in April, 2007. The City Council finds that the paving of the Harrison andMorton Alley to be in the best interest of the City. 3.3 The proposed LID boundary includes all lots fronting on the alley as depicted the map attached to Resolution No. 2008-03. This boundary was selected as these nine properties would directly benefit from the improvements to the alley. The benefit to these lots is readily definable and is much more direct than those who might simply use the alley as a throughway to access other streets or facilities. Alleys differ from public streets in that they carry much less traffic and the majority of that traffic is generated by those who reside on the alley. The alley provides sole access to two of the lots and provides access to garages and parking areas for the remaining lots. There are five lots on the northerly side of the alley which receive varying amounts of stormwater runoff as the natural slope of the land is to the north. The alley paving will allow the cross section of the alley to be reshaped creating a stormwater flowline along the center of the alley which will eliminate all stormwater runoff onto those lots providing a direct benefit. Paving of the alley will also eliminate air borne particulates (CM-10) resulting from vehicle travel, another direct benefit to all property owners abutting the alley. 3.4 The proposed Harrison to Morton Alley Local Improvement District is consistent with the 2007-2012 Capital Improvement Plan and is identified in the 2007-2008 budget adopted by Council in June, 2007. 3.5 The City Council did not receive a remonstrance sufficient to postpone authorizing and ordering the construction of the local improvement district. SECTION 4. NOTIFICATION OF PUBLIC HEARING 4.1 A notice of public hearing was sent to all listed property owners (determined from Jackson County Tax Assessment rolls) within the proposed assessment district. The public hearing notice was also published in the Ashland Daily Tidings. SECTION 5. ALLOCATION OF ASSESSMENT UNITS 5.1 Each of the nine lots within the proposed assessment district has been allocated one assessment unit. The number of assessment units is equal to the number of current and future potential residential lots as defined in Resolution No. 99-09 and as shown on the attachments to Resolution No. 2008-03. SECTION 6. COST 6.1 The maximum assessable rate per unit is established by Resolution No. 99-09. The maximum rate established in 1999 was $4,000 per unit. This rate is adjusted each H:IShipletD\CounciJICouncil Communication\2008\March 17 and 181031808 LID Harrison and Morton.attch4.doc Page 3 of 4 April in accordance with the Construction Cost Index established by the Engineering News Record Index (ENR record) for Seattle, Washington. The current rate to be charged for the Harrison to Morton Alley LID No. 89 is $2,526.11 which is less than the maximum rate as established by Resolution No 99-09. The City will pay an amount equal to the "credits" as established under Resolution 99-09. SECTION 7. DECISION 7.1 Based on evidence contained within the whole record on this matter, the City Council concludes that the establishment of the LID boundary is in the City's best interest, is justified as presented by staff and is supported by evidence contained within the record. 7.2 Council finds that the public hearing was properly noticed. 7.3 Council further concludes that the allocation of assessment lots and associated cost complies with Resolution No. 99-09 and represents the benefit received by each affected property. 7.4 Therefore, based on our overall conclusions, the City Council authorizes and orders the construction of improvements for the Harrison to Morton Alley Local Improvement District No. 89. John Morrison, Mayor Date H:\ShipletDlCouncil\CounciJ Communication\2008\March 17 and 18\031808 LID Harrison and Morton.attch4.doc Page 4 of 4 Jim Olson - Fwd: Alley LID, Harrison to Morton St. ___. ..__u____________ ___.._~___________. From: To: Date: Subject: "Erik Wallbank" <erik.wallbank@gmail.com> <olsonj@ashland.or.us> 3/14/200812:02:19 PM Fwd: Alley LID, Harrison to Morton St. ---------- Forwarded message ---------- From: Erik Wallbank <erik.wallbank@gmail.com> Date: Fri, Mar 14, 2008 at 11 :55 AM Subject: Alley LID, Harrison to Morton St. To: olsonj@ashland.or.us Cc: Toni Dileo <tonidileo@gmail.com>, DAIRMUID@mind.net Dear Jim Olson, When eight of the nine property owners involved in the Harrison/Morton alley LID met with you at the Ashland library some weeks ago, we were all surprised that everyone in the room was able to come to a compromise concerning the paving of the alley. Although a one-way alley would limit my driving choice, I went along with that option because I want the alley paved. I had wanted to keep the February 5th date with the City Council and let this LID be decided in an open hearing according to the rules. Ken Baker, one of the three property owners originally opposed to paving, asked me to forego the February council date, so that our our agreement to make the alley one-way and paved, could go to Traffic Safety for a ruling, and then to the City Council where we would be proposing a consensus agreement for the LID. To that I agreed. Thursday March 13th, the City received a letter from Diarmuid McGuire, one of the property owners, who originally objected to the paving, and signed by Ken Baker and the Ghavams, Hamid and Julie, representing the other two properties who originally objected to the paving, but had agreed to the one-way paving option. As far as I know, Diarmuid McGuire did not send copies of his letter to any of the property owners who had originally favored the LID, including myself. In his letter, Mr. McGuire begins by stating: "As you know, four of the nine property owners included in the Morton/Harrison Alley LID object to paving the alley." It was my understanding that we all agreed to the one-way option and paving. Also, I am not aware that four of the nine properties object to the paving. When I asked the son of Roy Jorgensen, Steve, who is the tenant of his father's house on the alley, Tax lot 1100 he told me he thought his father was in favor of paving. Roy Jorgensen and I have not discussed it, but I have no evidence that he is in opposition. On Page 2, Mr. McGuire says, "In essence, you are asking nine neighbors to pave a driveway for two neighbors who must use the alley to reach their homes". This is not quite fair. The owners of tax lot 1900 do have on-street parking on Harrison but want the alley paved because of the dust and because they access their carport off the alley. The owners of tax lot 2200 have their garage and an additonal parking space, both of which can only be accessed from the alley, and they have no on-street parking. They are also advocates of paving because of the dust. The owner of tax lot 2200 has one parking space off Siskiyou but has his garage and parking area off the alley. He also wants to pave because of the dust. The owner of tax lot 1100 has his house rented to SOU students, who usually have between 5 and 8 cars and large trucks, parked mainly on the alley. This property accounts Page 1 CITY OF ASHLAND March 14, 2008 Diarmuid McGuire and Pam Marsh 696 Siskiyou Blvd. #1 Ashland, OR 97520 RE: PROPOSED IMPROVEMENT OF THE HARRISON-MORTON ALLEY. Dear Diarmuid and Pam, Hamid and Julie and Ken and Carol, A you are aware, the traffic Safety Commission approved your request for creation of a one-way traffic pattern on your alley. The one-way system to become effective upon the improvement of the alley. I was therefore, very surprised to receive your letter of March 12, 2008 in which you listed several points in opposition to the proposed improvement project. It was my understanding, from our January 1 ih meeting, that if the alley were to be designated as one-way, thereby reducing the number of vehicles using it, that you would not oppose the improvement. If I recall correctly, that was a compromise that was reached to promote neighborhood unity and goodwill. Following is a response to each of your concerns expressed in your March 12, 2008 letter. The responses are in the same order as your letter and are referenced by the same numbering system. RESPONSE TO STATED FACTS 1. The planning action that permitted the creation of the two lots with sole access from the alley did in fact require the developer to support a future LID to improve the alley. 2. The fact that traffic on the alley has increased due to traffic delays on Morton Street was acknowledged at the Traffic Safety Commission meeting. It was primarily for this reason that the commission supported the approval of a one- way designation for the alley. The one-way system will prevent queing traffic on Morton Street to detour down the alley to Sherman Street. Even though the traffic on Morton Street has increased significantly since 2004, the intersection of Morton Street and Siskiyou Blvd. does not meet warrants for a signal. The signal at Sherman Street was added to help add traffic gaps to aid in entering the traffic stream at Morton Street. Engineering 20 E. Main Street Ashland. Oregon 97520 www.ashland.or.us Tel: 541/488-5347 Fax: 541-/488-6006 TTY: 800/735-2900 r~' G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2007\07-25 McGuire Marsh Itr 314 08.doc CITY OF ASHLAND 4. The most effective method by which runoff can be controlled on an alley is by paving the alley with an inverted crown section. This means that the center of the alley is lower than either outside edge and the storm flow is channeled along the center of the alley. This type of section cannot be maintained on an un-surfaced alley where water is free to run across the alley onto private property rather than along the alley. Much of the flow from the alley will be directed into the Morton Street storm drain which has just been upsized and reconstructed to handle increased future flows. RESPONSE REGARDING OTHER ISSUES 1. In an effort to try to find a more durable solution to the dust and potholes common on the alley the city has provided a surface of crushed asphalt. While this is somewhat effective for a short time it is only temporary and presents additional maintenance problems. The material lacks the needed binders found in new asphalt and breaks down quickly resulting in potholes. It is difficult to re- grade the crushed asphalt once it is in place and requires that additional material be brought in from time to time. If material is placed on top of the surface already in place it raises the alley surface making even more damage problems for the south side residents. While silt transference is reduced, the amount of hydrocarbons transmitted into the storm drain system is greatly increased with the use of crushed asphalt. 2. The assumption that an asphalt surface is more costly to maintain is an unsubstantiated generalization. All pavements are designed with a minimum life expectancy of 20-25 years and most, when truck traffic is, low will last for 50years or more before major repairs are needed. It is estimated that maintenance cost for the first 10 to 15 years following paving will be zero. This can be contrasted to the time and effort already expended on the alley in, grading, placing and compacting a crushed asphalt surface. That surface is already badly deteriorated and is in need of additional maintenance. The cost of placing the original crushed asphalt was approximately $3,200 and the anticipated repair would likely cost $2,500. Engineering 20 E. Main Street Ashland, Oregon 97520 www.ashland.or.us Tel: 541/488-5347 Fax: 541-/488-6006 TTY: 800/735-2900 ~., G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2007\07-25 McGuire Marsh Itr 3 14 08.doc DIARMUID McGUIRE 696 SISKIYOU BOULEVARD # 1 · ASHLAND. OR . 97520 TEUFAX (541) 482-4742 · CELL (541) 890-6435 EMAIL DIARMUID@MIND.NET Wednesday, March 12, 2008 James H. Olson Gty Surveyor / Project Manager Gty of Ashland Engineering 20 E. Main Street Ashland, OR 97520 RE: Improvement of the alley between Harrison and Morton Streets Dear Mr. Olson.. As you know, four of the nine property owners included in the Morton/Harrison Alley LID object to paving the alley. I am writing to explain our objections in more detail. First, please understand that we do not oppose the concept of a Local Improvement District We believe in sharing the cost of facilities and improvements that benefit us equally as a community. We feel, however, that paving the Morton/Harrison alley involves unique circumstances and issues that must be considered carefully by staff and our elected leaders. Secondly, we agree that making the alley one-way in a west-to-east direction will mitigate some but not all of our concerns. H the Gty decides to go ahead with paving, we feel that a one-way designation is of utmost importance to address both safety and quality of life issues. As you consider the matter of paving the alley, we urge you to put your decision in an historical context. Specifically, keep in mind two facts: 1. Some years ago, the Gty permitted construction of two residences that are accessible only via the alley. At the time that permits were issued for these residences, the Gty required neither the developers nor the future owners to mitigate the additional traffic that these residences would create on this alley. 2. When the Gty redesigned Siskiyou Boulevard and reduced access from certain residential streets to the thoroughfare, one of the results was a significant increase of traffic on Morton Street. The new design provided for no traffic light or other control mechanism at the Morton/Siskiyou intersection. One of the no doubt unintended consequences of the new design is a pattern of frequent backups on Morton as impatient drivers attempt to cross the Boulevard and continue on Morton or make a left hand turn toward downtown. City of Ashland Re: Project No. 2007-25 Proposed improvement of the Morton/ Harrison alley Wednesday, March 12, 2008 Pa~e 3 Regarding other issues raised in your letter of November 20, please consider the following: 1. The Morton/Harrison alley does not contribute granite silt to the stonn water system. Our alley is topped primarily with crushed, recycled material from other street improvements. It is relatively level. There is virtually no granite silt in the paved streets at either end. 2. Pavin& the Morton/Harrison alley will place an increased maintenance obli&ation on the City. Currently, the City provides minimal maintenance services to this alley. Asphalt surfaces deteriorate over time and are costly to repair. It is difficult to imagine that maintaining a paved alley will cost less than maintaining the existing alley, which costs almost nothing. 3. Pavin& the alley would create a si~cant risk of increased traffic. Your letter of November 20,2008, states that based on your experience, "there is no correlation between the amount of traffic and the surface type." But you have failed to address the specific circumstances of the Morton/Harrison alley. Our neighborhood has already experienced serious negative impacts resulting from the Siskiyou Boulevard redesign. We are reluctant to rely on unsubstantiated generalizations in this case. The remaining issue is air quality. At least one of our neighbors objects to dust raised by traffic on a portion of the alley in dry weather. If the City takes responsibility for this problem, we urge you to seek a mitigation strategy other than paving to address this concern. Thank you for considering our viewpoint. j)::;' ~':b- Diarmuid McGuire & Pam Marsh 696 Sis Boulevard #1, Ashland Ho : 482-4742, cell: 890-6435 ~ '.1/ c/-. tJ ~eGhavam 195 Morton Street Ashland Home phone: 482-8558 CITY OF ASHLAND Council Communication Public Hearing: A Resolution removing the BP A surcharge and increasing electric rates for usage by 8.70/0 for accounts subject to the Electric user's tax and 10.8 0/0 for accounts not subject to the tax. Meeting Date Department: Secondary Dept.: Approval: March 18, 2008 Electric Finance Martha Bennett Primary Staff Contact: E-Mail: Secondary Contact: Estimated Time: Dick Wanderscheid wandersd@ashland.or.us Lee Tuneberg 20 minutes ~rf.J Question: Does the Council want to approve a resolution removing the BP A Surcharge (current average impact is 10.8% per account) and raise electric rates for usage by 8.7% for accounts subject to the electric user's tax and 10.8 % for accounts not subject to the tax? Staff Recommendation: Staff recommends that the Council adopt the attached Rate Resolution that eliminates the BP A surcharge and increases Electric Rates for usage by 8.7% for accounts subject to the electric user's tax and 10.8% for accounts not subject to the tax. Background: Repealing the surcharge and making the proposed adjustments are intended to offset each other having little or no impact on the customer. Base rates remain unchanged. In 2001, Bonneville Power Administration implemented Cost Recovery Adjustment Clauses (CRAC's) in their Power Sales Agreements with Public Utilities because a combination of an extreme drought and high market prices for replacement power. The initial CRAC was set at 46% and reached a high of 49.5% in April, 2003. As the crises eased, the CRAC's declined and ultimately were eliminated as new wholesale rates were put into place in October 2006. In response to these unexpected costs, the City implemented the BP A surcharge, which was a charge placed on top of Ashland's electric rates that was not subject to the 25% electric users tax or franchise fees. This surcharge has also been decreased as the BPA CRAC declined and currently averages 10.8% of electric charges. All electric accounts are subject to the BP A surcharge. The FY06-07 budget we proposed, eliminating the BP A surcharge and raising electric rates by 10% resulting in a net 2% electric rate increase to customers. In March 2007, this issue was discussed with the Mayor and Council at a study session. At that time, Council agreed with staff s recommendation to leave electric rates and the surcharge intact. While the FY07-08 Budget projected that the balance would decline to $1,677,245. Staff is now projecting that the Electric Fund will end FY 2009 with an ending fund balance of about $2,285,000. Page 1 of2 031808 Electric Rate Public Hearing.CC.doc ~., CITY OF ASHLAND This projection includes transferring $300,000 of the Interim Rate Relief Agreement payment to the electric fund. Staff feels that because of the health of the Electric Funds, now is an opportune time to eliminate the BP A surcharge and increase electric base rates by 8.7% for accounts subject to the electric user's tax and 10.8% for accounts not subject to the tax. These changes are designed to have a neutral effect on the customer's bills. Revenue to the Electric Fund will decline by 1.3%, and revenue from the Electric Users Tax and Electric Franchise fees to the General Fund would increase by 12%, or approximately $400,000 per year depending on power use. Related City Policies: N/A Council Options: 1) Leave electric rates and BP A surcharge intact at current levels. 2) Adopt the attached resolution which eliminates the BP A surcharge and raises electric rates for usage by 8.7% for accounts subject to the electric user's tax and 10.8% for accounts not subject to the tax. This changes results in no net increase in electric bills for Ashland citizens, governmental accounts and businesses. Potential Motions: Move to adopt the attached rate resolution which eliminates the BP A surcharge and raises electric rates for usage by 8.7% for accounts subject to the electric user's tax and 10.8% for accounts not subject to the tax. Attachments: Rate Resolution Rate Tables Resolutions 2004-14 and 2005-39 Page 2 of 2 031808 Electric Rate Public Hearing.CC.doc r., RESOLUTION NO. A RESOLUTION REVISING RATES FOR ELECTRIC SERVICE PURSUANT TO ASHLAND MUNICIPAL CODE SECTION 14.16.030 AND REPEALING RESOLUTION 2004-14 and RESOLUTION 2005-39. THE CITY OF ASHLAND RESOLVES AS FOllOWS: SECTION 1. The electric rate schedules are increased 8.7% for usage rates in all rate classes except the governmental class and 10.8% for usage rates in the governmental class for electric service provided by the City of Ashland effective with usage beginning May 1, 2008, as per the attached rate tables. Monthly base charges remain unchanged. Miscellaneous Charges and Connection Fees established by the previous rate resolution remain in effect as per the attached until revised by separate Council Action. SECTION 2. The City of Ashland's surcharge on billings for electric usage to help pay for wholesale rate increases on power supplied to the City of Ashland by the Bonneville Power Administration is eliminated effective and in conjunction with the rate increase implemented by this resolution. SECTION 3. Copies of this resolution shall be maintained in the Office of the City Recorder. SECTION 4. Classification of the fee. The fees specified in Section 1 of this resolution are classified as not subject to the limits of Section 11 b of Article XI of the Oregon Constitution (Ballot Measure 5). SECTION 5. Resolutions 2004-14 and 2005-39 are repealed. SECTION 6. This resolution takes effect upon signing by the Mayor. This resolution was read by title only in accordance with Ashland Municipal Code 92.04.090 duly PASSED and ADOPTED this 18th day of March, 2008. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ,2008. John Morrison, Mayor Reviewed as to form: Richard Appicello, City Attorney City of Ashland, Oregon OUTDOOR AREA LIGHTING SERVICE Monthly Billing: The rate schedule for outdoor area lighting service furnished from dusk to dawn by City-owned high pressure sodium luminaries which may be served by secondary voltage circuits from City's existing overhead distribution system, and mounted on City-owned wood poles and served in accordance with City's specifications as to equipment and facilities, shall be as follows: (1) Net Monthly Rate: Inc Percent Type of Nominal Rate Per Luminaire Lumen Luminaire Rating High- 5,800 13.39 Pressure Sodium High 22,000 19.31 Pressure Sodium High 50,000 30.88 Pressure Sodium (2) Pole Charge: A monthly charge of ($1.48) per pole shall be made for each additional pole required in excess of the luminaries installed. Elec-Sch 15 Lite Guard 3-18-08.xls SCHEDULE 15 Maintenance: Maintenance will be performed during regular working hours as soon as practicable after customer has notified City of service failure. The City reserves the right to contract for the installation andlor maintenance of lighting service provided hereunder. Suspension of Service: The customer may request temporary suspension of power for lighting by written notice. During such periods the monthly rate will be reduced by the City's estimated average monthly re-Iamping and energy costs for the luminaire. Contract: Due to the investment involved and cost of initial installation, the term of the contract shall be by written agreement with the Electric Department, the form of which shall have prior approval by the City Council, and the term of which shall be for not less than three (3) years. 3/13/2008 City of Ashland, Oregon SEASONAL RESIDENTIAL SERVICE SCHEDULE 4 Applicable: This rate is applicable to seasonal residential uses such as owner occupied single-family residential customers providing travelers accommodations, and when all service is supplied at one point of delivery. Monthly Billing: The Monthly Billing shall be the sum of the Basic and Energy Charges. Basic Charge: 7.44 per month Energy Charge: 5.619c per kWh for the first 600 kWh 6.211c for all additional kWh c = cents Minimum Charge: The monthly minimum charge shall be the Basic Charge. A higher minimum may be required under contract to cover special conditions. Special Conditions: No motor load shall exceed a total of 7 1/2 horsepower connected at one time. Three-Phase Service (R 03) For residential customers requiring three-phase service, whose single-phase requirements are, or will be supplied under any residential schedule, three- phase service will be supplied only when service is available from the City's presently existing facilities, or where such facilities can be reasonably installed, and in any event, only when deliveries can be made by using one service for customer's single phase and three-phase requirements. The demand charge applicable only to customer's three-phase demand shall be $3.04 for each kilowatt of demand, but not less than $7.44 minimum Basic charge. The energy charge shall be in accordance with the schedule set forth herein. Continuing Service This schedule is based on continuing service at each service location. Disconnect and reconnect trans- actions shall not operate to relieve a customer from monthly minimum charges. City of Ashland, Oregon RENEWABLE RESOURCE GENERATION SCHEDULE 5 Applicable: This schedule is applicable to qualifying facilities with a generating design of 100 kilowatts or less. Monthly billing: The monthly billing for takings from the City shall be in accordance with the applicable schedule or schedules for the type of service received. Generation credit: City shall pay 7.764 cents per kWh for the first 1000 kWH's separately metered and generated from a qualifying facility. (Per Contract) Parallel Operation: Interconnection of a qualifying facility with City's system will be permitted only under the terms of a contract between the qualifying facility and the City. The contract must meet requirements of the Department of Electric Utilities. The form of such contract shall include but not be limited to the following: (1) The qualifying facility shall indemnify and hold harmless the City of Ashland from any and all liability arising from the operation and interconnection of qualifying facility. (2) The qualifying facility shall provide a lockable disconnect switch to isolate qualifying facility's generation from City's system. Such switch shall be accessible to City and City shall have the right to lock such disconnect switch open whenever necessary to maintain safe electrical operating conditions or whenever the qualifying facility adversely affects City's system. (3) Qualifying facility shall provide an additional meter base adjacent to the delivery meter to measure the qualifying facility's total generation independently from the qualifying facility's load. For three-phase generation the qualifying facility will also provide a meter base for a Kvar meter. (4) Except for the metering, qualifying facility shall own and maintain all facilities on the qualifying facility's side of a single point of delivery as specified by the City. Qualifying facility's system, including inter- connected equipment, shall meet the requirements of and be inspected and approved by state electrical inspector and any other public authority having jurisdiction before any connection is made to City. Unmetered Generation: If the qualifying facility does not desire to make sales to City, the requirements for separate metering of the generation shall be waived. Such generation may reduce the net delivery and billing to the qualifying facility by City. The delivery meter will be of a type that will not be compensated for unmetered incidental flows to City. City of Ashland, Oregon Commercial Service Applicable: This schedule is applicable to non-residential and multiple-family residential customers whose entire requirements are supplied hereunder, and whose loads have never registered 1,000 kilowatts or more, more than once in any consecutive 18-month period. Deliveries at more than one point, or more than one voltage and phase classification, will be separately metered and billed. Service for intermittent, partial requirements or highly fluctuating loads, or where service is seasonally disconnected during anyone year period will be provided only by special contract for such service. Monthly billing: The monthly billing shall be the sum of the Basic, Demand, Energy, and Reactive Power Charges, plus applicable Metering and Delivery adjustments. Basic Charge: Basic Single Three Charge Phase Phase C 01 C03 30 kW 13.28 26.57 or less Over 49.83 86.36 30 kW * Note: Kilowatt load size, for determination of Basic Charge, shall be the average of the two greatest non-zero monthly demands established during the 12 month period which includes and ends with the current billing month. SCHEDULE C01 &C03 Basic etc. Demand Charge: No charge for the first 15 kW of demand. Price per kW for all kW in excess of 15 kW 3.18 E Ch nergy arge: Energy Charge Single Phase Three Phase C 01 C 03 Per KWh for the 6.013 5.505 first 3,000 KWh Per KWh for the 6.032 5.543 next 17,000 KWh Per KWh for all 6.061 5.557 additional KWh . Note: Rates are shown as cents per kWh Effective on usage as of May 1, 2008 Page 1 City of Ashland, Oregon Commercial Service SCHEDULE C01 &C03 Basic etc. Page 2 Seasonal Definition: Seasonal rates no longer in affect as of July 2004. Previously, summer months were defined as the six regular billing periods May through October. Minimum Charge. The monthly charge shall be the basic charge. A higher minimum may be required under contract to cover special conditions. Reactive Power Charges. The maximum 30-minute reactive demand for the month in kilovolt-amperes in excess of 40% of the measured kilowatt demand the same month will be billed, in addition to the above charges, at 60cents per kvar of such excess reactive demand. Demand: Demand shall be the kilowatts shown by, or computed from the readings of the City's demand meter for the 30-minute period of customers greatest use during the month, determined to the nearest kilowatt. Metering & Delivery Voltage Adjustments: The above monthly charges are applicable without adjustment for voltage with delivery and metering are at the City's standard secondary voltage. Metering: For as long as metering voltage is at the City's available primary distribution voltage of 11 kV or greater, the above charges shall be reduced by one and one-half percent (1 1/2 %) to compensate for losses. Delivery: For as long as delivery voltage is at City's available primary distribution voltage of 11 kV or greater, the total of the above charges will be reduced by 15 Cents per kilowatt of load size used for the determination of the Basic Charge billed in the month. A High Voltage Charge of $35 per month will be added where such deliveries are metered at the delivery voltage. When a new delivery, or an increase in capacity for an existing delivery is, at the request of the customer, made by means of City-owned transformers at a voltage other than a locally standard distribution voltage, the above charges for any month will be increased by 15 Cents per kilowatt of load size used for the determination of the Basic Charge billed in the month. The City retains the right to change its line voltage or classification thereof at any time, and after reasonable advance notice to any customer affected by such change, such customer then has the option to take service at the new line voltage or to accept service through transformers to be supplied by City subject to the voltage adjustments above. Contract: The City may require the customer to sign a written contract which shall have a term of not less than one (1) year. Installation and Maintenance: The City may contract for the installation and maintenance of electric facilities on the customer's premises. The terms of such service shall be set forth in a contract, the form and terms of which shall be approved by the City Council. Monthly charges made by the City as reimbursement for ownership, operation and maintenance costs applicable to facilities installed to furnish service under Page 2 City of Ashland, Oregon Commercial Service SCHEDULE C01 &C03 Basic etc. Page 3 rules of this schedule shall be determined in accordance with the following: (1) Operating Charge -- shall be equal to 2/3 of 1 % per month of the installed cost of facilities paid for by the customer. (2) Facilities Charge -- shall be equal to 1 1/2 % per month of the installed cost of facilities paid for by the customer. (3) Transformer Capacity Charge -- shall be equal to 15 Cents per nameplate kva. Special Conditions: Customers shall not resell electric service received from the City under provisions of this schedule to any person, except by written permission of the City, and where customer meters and bills any of his/her tenants at City's regular rates for the type of service which such tenant may actually receive. Continuing Service: This schedule is based on continuing service at each service location. Disconnect and reconnect transactions shall not operate to relieve a customer from monthly minimum charge. Page 3 City of Ashland, Oregon GOVERNMENTAL SERVICE Applicable: This schedule is applicable to governmental customers whose entire requirements are supplied hereunder, and whose loads have never registered 1,000 kilowatts or more, more than once in any consecutive 18-month period. Deliveries at more than one point, or more than one voltage and phase classification, will be separately metered and billed. Monthly billing: The monthly billing shall be the sum of the Basic, Demand, Energy, and Reactive Power Charges, plus applicable Metering and Delivery adjustments. Basic Charge: Basic Single Three Charge Phase Phase G01 G03 30 kW 13.28 26.57 or less Over 49.82 86.36 30kW * Note: Kilowatt load size, for determination of Basic Charge, shall be the average of the two greatest non-zero monthly demands established during the 12 month period which includes and ends with the current billing month. Schedule G01 & G03 Page 1 Demand Charge: No charge for the first 15 kW of demand. Price per kW for all kW in excess of 15 kW $3.25 Ch Energv arae: Energy Charge Single Phase Three Phase G 01 G03 Per kWh 7.272 7.767 for the first 3,000 kWh Per kWh 5.453 5.890 for the next 17,000 kWh Per kWh 5.111 5.522 for all additional kWh * Note: Rates are shown as cents per kWh Seasonal Definition: Seasonal rates no longer in affect as of July 2004 Cycle Seven. Previously, summer months were defined as the six regular billing periods, May through October. City of Ashland, Oregon GOVERNMENTAL SERVICE Minimum Charge: The monthly minimum charge shall be the basic charge. A higher minimum may be required under contract to cover special conditions. Reactive Power Charges: The maximum 30-minute reactive demand for the month in kilovolt-amperes in excess of 40% of the measured kilowatt demand the same month will be billed, in addition to the above charges, at 60 (cents) per kvar of such excess reactive demand. Demand: Demands shall be the kilowatts shown by, or computed from the readings of the City's demand meter for the 30-minute period of customer's greatest us during the month, determined to the nearest kilowatt. Metering & Delivery Voltage Adjustments: The above monthly charges are applicable without adjustment for voltage when delivery and metering are at the City's standard secondary voltage. Metering: For as long as metering voltage is at the City's available primary distribution voltage of 11 kV or greater, the above charges shall be reduced by (1-1/2%) to compensate for losses. Delivery: For as long as delivery voltage is at City's available primary distribution voltage of 11 kV or greater, the total of the above charges will be reduced by 15 (cents) per kilowatt of load size used for the determination of the Basic Charge billed in the month. A High Voltage charge of $35.00 per month will be added where such deliveries are metered at the delivery voltage. When a new delivery, or an increase in capacity for an existing delivery is at the request of the Schedule G01 & G03 Page 2 Delivery: Con't. customer, made by means of City owned trans- formers at a voltage other than a locally standard distribution voltage, the above charges for any month will be increased by 15 (cents) per kilowatt of load size used for the determination of the Basic Charge billed in the month. The City retains the right to change its line voltage or classifications thereof at any time, and after reasonable advance notice to customer affected by such change. Such customer then has the option to take service at the new line voltage or to accept service through transformers to be supplied by City, subject to the voltage adjustments above. Contract: The City may require the customer to sign a written contract which shall have a term of not less than one (1) year. Installation and Maintenance: The City may contract for the installation and Maintenance of the E24electric facilities on the customer's premises. The terms of such service shall be set forth in a contract, the form and terms of which shall be ap- proved by the City Council. Monthly charges made by the City as reimbursement for ownership, operation and maintenance costs applicable to facilities installed to furnish service under rules of this schedule shall be determined in accordance with the following: (1) Operating Charge -- shall be equal to 2/3 of 1 % per month of the installed cost of facilities paid for by the customer. (2) Facilities Charge -- shall be equal to 1 1/2% per month of the installed cost of the facilities as determined by the City for facilities installed at City's expense. (3) Transformer Capacity Charge -- shall be equal to 15 (cents) per nameplate kva. City of Ashland, Oregon GOVERNMENTAL SERVICE Schedule G01 & G03 Page 3 Special Conditions: Customers shall not resell electric service received from the City under provisions of the schedule to any person, except by written permission of the City, and where customer meters and bills any of his/her tenants at City's regular rates for the type of service which such tenant may actually receive. Continuing Service: This schedule is based on continuing service at each service location. Disconnect and reconnect transactions shall not operate to relieve a customer from monthly minimum charges. City of Ashland, Oregon LARGE GENERAL SERVICE - METERED TIME OF USE OVER 2,000 KILOWATTS SCHEDULE 48 Applicable: This schedule is applicable to electric service loads which have registered over 2,000 kilowatts more than once in any consecutive 18-month period. Deliveries at more than one point, or more than one voltage and phase classification, will be separately metered and billed. Service for intermittent, partial requirements, or highly fluctuating loads, or where service is seasonally disconnected during anyone-year period will be provided only by special contract for such service. Monthly billing: The City will negotiate with a customer a rate structure and rate levels based upon the specific circumstances of the customer. At a minimum, the rates developed for this schedule will be set at a sufficient level to recover all of the costs incurred by the City to serve the customer, including a minimum contribution to fixed assets. Metering & Delivery Voltage Adjustments: The City retains the right to change its line voltage or classifications thereof at any time, and after reasonable advance notice to any customer affected by such change, such customer then has the option to take service through transformers to be supplied by City subject to the voltage adjustments above. Contract: The City may require the customer to sign a written contract which shall have a term of not less than one (1) year. Installation and Maintenance: The City may contract for the installation and maintenance of electric facilities on the customer's premises. The terms of such service shall be set forth in a contract, the form and terms of which shall be approved by the City Council. Monthly charges made by the City shall be approved by the City Council. Monthly charges made by the City as reimbursement for ownership, operation and maintenance costs applicable to facilities installed to furnish service under rules of the Schedule shall be determined in accordance with the following: (1) Operating Charge -- shall be equal to 2/3 of 1 % per month of the installed cost of facilities paid for by the customer. (2) Facilities Charge -- shall be equal to 1 1/2% per month of the installed cost of the facilities as determined by the City for facilities installed at City's expense. (3) Transformer Capacity Charge -- shall be equal to 15 (cents) per nameplate kva. Special Conditions: Customers shall not resell electric service received from the City under provisions of this schedule to any person, except by written permission of the City, and where customer meters and bills any of his/her tenants at City's regular rates for the type of service which such tenant may actually receive. Effective on Usage as of May 1, 2008 City of Ashland, Oregon GENERAL SERVICE - GOVERNMENTAL LARGE SERVICE SCHEDULE 50 Page 1 Applicable: This schedule is applicable to electric service loads which have registered from 1,000 to 3,000 kilowatts more than once in any consecutive 18-month period. Deliveries at more than one point, or more than one voltage and phase classification, will be separately metered and billed. Service for intermittent, partial requirements, or highly fluctuating loads, or where service is seasonally disconnected during anyone-year period will be provided only by special contract for such service. Monthly billing: The Monthly Billing shall be the sum of the Basic, Demand, Energy, and Reactive Power Charges, plus appropriate Metering and Delivery adjustments. Basic Charge: 2,032.85 Per month Demand Charge: For each kilowatt of Billing Demand. 3.7876 Energy Charge: per kWh 4.444 rates (for usage) shown as cents Minimum Charge: The monthly minimum charge shall be the basic charge. A higher minimum charge may be required by contract. . On-Peak Period Billing Demand: The on peak period kilowatts shown by or computed from the readings of City's demand meter for the 30-minute period of customer's greatest use during the month, determined to the nearest kilowatt. Reactive Power Charge: The maximum 30-minute reactive demand for the month in kilovolt-amperes in excess of 40% of the measured kilowatt demand for the same month will be billed, in addition to the above charges, at rate shown below, per kvar of such excess reactive demand. 0.8838 Metering: For as long as metering voltage is at the City's available primary distribution voltage of 11 kV or greater, the above charges shall be reduced by (1-1/2%) to compensate for losses. Delivery: For as long as delivery voltage is at City's current locally available primary or transmission voltage the total of the above charges will be reduced by the following amount per kilowatt of load size used for the determination of the Basic Charge billed in the month; and where such deliveries are metered at the delivery voltage, the following high voltage charges shall be added. Standard Service Reduction Hiqh Voltaqe Voltaqe Charqe Primary voltage of 15 cents $35.00 11 kV or greater per kW per month Transmission 27 cents $340.00 voltage of 60 kV per kW per month or greater When a new delivery, or an increase in capacity for an existing delivery is, at the request of the customer, made by means of City-owned transformers at a voltage other than a locally standard distribution voltage, the above charges for any month will be increased by 15 cents per kilowatt of load size used for the determination of the Basic Charge billed in the month. The City retains the right to change its line voltage or classifications thereof at any time and after reasonable advance notice to any customer affected by such change, such customer then has the option to take service at the new line voltage or to accept service through transformers to be supplied by City subject to the voltage adjustments above. CITY OF ASHLAND, OREGON GENERAL SERVICE - GOVERNMENTAL LARGE SERVICE 1,000 TO 3,000 KILOWATTS SCHEDULE 50 Page 2 CONTRACT: The City may require the customer to sign a written contract which shall have a term of not less than one (1) year. Installation and Maintenance: The City may contract for the installation and maintenance of electric facilities on the customer's premises. The terms of such service shall be set forth in a contract, the form and terms of which shall be approved by the City Council. Monthly charges made by the City shall be approved by the City Council. Monthly charges made by the City as reimbursement for ownership, operation and maintenance costs applicable to facilities installed to furnish service under rules of the Schedule shall be determined in accordance with the following: (1) Operating Charge -- shall be equal to 2/3 of 1 % per month of the installed cost of facilities paid for by the customer. (2) Facilities Charge -- shall be equal to 1 1/2% per month of the installed cost of the facilities as determined by the City for facilities installed at City's expense. (3) Transformer Capacity Charge -- shall be equal to 15 (cents) per nameplate kva. Special Conditions: Customers shall not resell electric service received from the City under provisions of this schedule to any person, except by written permission of the City, and where customer meters and bills any of his/her tenants at City's regular rates for the type of service which such tenant may actually receive. City of Ashland, Oregon OUTDOOR AREA LIGHTING SERVICE Monthly Billing: The rate schedule for outdoor area lighting service furnished from dusk to dawn by City-owned high pressure sodium luminaries which may be served by secondary voltage circuits from City's existing overhead distribution system, and mounted on City-owned wood poles and served in accordance with City's specifications as to equipment and facilities, shall be as follows: (1) Net Monthly Rate: Inc Percent Type of Nominal Rate Per Luminaire Lumen Luminaire Rating High- 5,800 13.39 Pressure Sodium High 22,000 19.31 Pressure Sodium High 50,000 30.88 Pressure Sodium (2) Pole Charge: A monthly charge of ($1.48) per pole shall be made for each additional pole required in excess of the luminaries installed. Elec-Sch 15 Lite Guard 3-18-08.xls SCHEDULE 15 Maintenance: Maintenance will be performed during regular working hours as soon as practicable after customer has notified City of service failure. The City reserves the right to contract for the installation and/or maintenance of lighting service provided hereunder. Suspension of Service: The customer may request temporary suspension of power for lighting by written notice. During such periods the monthly rate will be reduced by the City's estimated average monthly re-Iamping and energy costs for the lumina ire. Contract: Due to the investment involved and cost of initial installation, the term of the contract shall be by written agreement with the Electric Department, the form of which shall have prior approval by the City Council, and the term of which shall be for not less than three (3) years. 3/13/2008 City of Ashland Electric Connection Fee Effective Date, August 1, 2007 May 2007 ENR @ 7942.00 Service Effective 7/1/2006 Effective 8/1/2007 A. Temporary Service Drop: Single Phase Three phase B. Meter Charges: Meter Test for accuracy Once in twelve months Second or more times in twelve months Meter repairs/replacement (Damaged by Customer) C. Returned Check Charge D. Reconnection Charge: Normal working hours Other hours or on Holidays E. Service Calls (second or more times in 12 months) Normal working hours Other hours or on Holidays F. Service Connection for applicant: Normal working hours Other hours or on Holidays G. Unauthorized Connection H. Line Extension Charges: 1. Single-family Residential Service: a. Overhead service in existing developed areas from distribution line to and including meter b. Overhead service extension or increased service for 300 amps or less c. Partial Underground service installation, extension, increased service for 300 amps or less, or replacement of service from overhead to underground. Customer provides all trenching, back filling and compaction as directed by the City $ 122.00 $ $ 252.00 $ 125.00 259.00 No charge No charge $ 63.00 $ 64.00 Actual Costs Actual Costs $ 24.00 $ 24.00 $ 18.00 $ 18.00 $ 69.00 $ 71.00 $ 18.00 $ 18.00 $ 69.00 $ 71.00 $ 10.00 $ 10.00 $ 69.00 $ 71.00 $ 194.00 $ 200.00 $ 389.00 $ 401.00 $ 259.00 $ 267.00 $ 455.00 $ 469.00 Electric Connection Fee Effective Date, August 1, 2007 May 2007 ENR @ 7942.00 Effective Effective Service 7/1/2006 8/1/2007 d. Underground service of 300 amps or less that have not $ 389.00 $ 401.00 been previously paid under subsection 1. Customer provides all trenching, back filling and compaction as directed by the City. e. After hours service crew $ 259.00 $ 267.00 2. Any service over 300 amps Actual Costs Actual Costs 3. Commercial, Institutional and Industrial. Actual Costs Actual Costs I. Underground Distribution Installation Charges: Per Lot $ 847.00 $ 873.00 J. Subdivisions of 0 to 20 engineering fee per lot $ 124.00 $ 127.00 Note: If a three - Phase meter is used for less than 21 lot subdivision $ 187.00 $ 192.00 Subdivisions of 21 + engineering fee per lot $ 187.00 $ 192.00 The above numbers are rounded down to the previous whole dollar. Methodology: Current ENR Rate - Old ENR Rate / Old ENR Rate = % x Old Rate = New Rate 7942-7690.72/7942= 3.16% Factor: 103.16% 103.16% Source: Engineering News Record Construction cost Index (ENR) RESOLUTION NO. 2004- \ L\ A RESOLUTION REVISING RATES FOR ELECTRIC SERVICE PURSUANT TO ASHLAND MUNICIPAL CODE SECTION 14.16.030 AND REPEALING RESOLUTION 2003-12. THE CITY OF ASHLAND RESOLVES AS FOllOWS: SECTION 1. The electric rate schedules are increased 6.0% for rates for electric service provided by the City Ashland effective with Cycle Seven billings prepared on or after July 1, 2004 as per the attached rate tables. Additionally, Commercial and Governmental rates are changed from seasonal rates to flat rates. Miscellaneous Charges and Connection Fees established by the previous resolution remain in effect as per the attached until revised by separate Council Action. SECTION 2. The City of Ashland's 20.8% surcharge on billings for electric usage in addition to charges specified in Section 1 to help pay for wholesale rate increases on power supplied to the City of Ashland by the Bonneville Power Administration remains in effect. The surcharge rate is $0.00801/kwh. SECTION 3. The surcharge revenue is not subject to the Electric Utility Tax or included in the franchise fee calculation for General Fund Revenues. SECTION 4. Copies of this resolution shall be maintained in the Office of the City Recorder. SECTION 5. Classification of the fee. The fees specified in Section 1 and Section 2 of this resolution is classified as not subject to the limits of Section 11 b of Article XI of the Oregon Constitution (Ballot Measure 5). SECTION 6. Resolution 2003-12 is repealed. SECTION 7. This resolution takes effect upon signing by the Mayor. 1- Resolution form - Electric rates 2004G:\Iegal\PAUL\FORMS\resolution form.wpd This resolution was read by title only in accordance with Ashland Municipal Code 92.04.090 duly PASSED and ADOPTED this 18th day of May, 2004. ~~ Barbara Christensen, City Recorder SIGNED and APPROVED this 18th day of May, 2004. ..----;::?' d:u/c~ Rev~ Paul Nolte, Ity Attorney Alan W. DeBoer, Mayor 2- Resolution form - Electric rates 2004G:llegal\PAUL\FORMS\resolution form.wpd RESOLUTION NO. 2005-?,Q A RESOLUTION REVISING RATES FOR ELECTRIC SERVICE PURSUANT TO ASHLAND MUNICIPAL CODE SECTION 14.16.030 AND REPEALING RESOLUTION 2004-40. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The City of Ashland reduces the BPA surcharge from 18.45% to 16.6% on billings for electric usage to help pay for wholesale power increases on power supplied to the City of Ashland by the Bonneville Power Administration. The surcharge rate is $.0064. SECTION 2. The surcharge revenue is not subject to the Electric Utility Tax or included in Franchise Fee calculation for General Fund Revenues. SECTION 3. Copies of this resolution shall be maintained in the Office of the City Recorder. SECTION 4. Classification of the fee. The fee specified in Section 1 of this resolution is classified as not subject to the limits of section 11 b of Article XI of the Oregon constitution (Ballet Measure 5). SECTION 5. Resolution 2004-40 is repealed. SECTION 6. This resolution takes effect upon signing by the Mayor. This resolution was read in accordance with Ashland Municipal code 2.04.090 and duly PASSED and ~ilih~ Barbara Christensen, City Recorder SIGNED AND APPROVED TillS 20th DAY OF SEPTEMBER 2005 }L'W '-L..-\.......- Reviewed as to form: kA/llJl,', f~~ Mike Reeder, Assistant City Attorney CITY OF ASHLAND Council Communication Authorization to Execute the Standstill & Interim Relief Payment Agreement with BPA & Determining the Allocation of the Refunded Money. Meeting Date Department: Secondary Dept.: Approval: March 18,2008 Electric Finance Martha Bennett Primary Staff Contact: E-Mail: Secondary Contact: Estimated Time: Dick Wanderscheid wandersd@ashland.or.us Lee Tuneberg 25 minutes ~f(}. Question: Does the City Council want to authorize the City Administrator to sign the Standstill & Interim Relief Payment Agreement with the Bonneville Power Administration? How much of the moneys distributed with this agreement should be distributed to the General Fund? How much should be distributed to the Electric Fund? Staff Recommendation: Staff recommends that the City execute the Standstill & Interim Relief Payment Agreement with BPA resulting in a payment of $636,275 to the City of Ashland. Staff also recommends that $336,275 be dedicated to the General Fund, and $300,000 returned to the Electric Fund to fund Solar Pioneer II. Background: Standstill and Interim Relief Payment When the Northwest Power Act was passed in 1981, it contained a provision that provided for BP A to provide the benefits of the Federal Hydro Electric System to the residential and small farm customers of the Investor Owned Utilities, (IOU's). Since then, BPA has determined the Average System Costs for the IOU's and paid the difference between the Federal System's costs and the IOU's costs for the loads of residential and small farm customers. In 2000, BPA set up a payment system to the IOU's instead, which appeared to result in an unfair allocation of significant amounts. Public Power Utilities and utility organizations sued BP A concerning these settlements. In May, 2007 the Ninth Circuit Court of Appeals held that BP A had exceeded its settlement authority in executing the Residential Exchange Program Settlement Agreements. As a result ofthe uncertainty created by the Court ruling, BPA suspended the $28 million a month payments to the IOU's at that time. BP A has begun to address this court ruling, but the formal process will not be concluded until early Fall 2008. Because BPA's formal processes will not allow determination of the Final Exchange Benefits or other adjustments in rates until October 1, 2008, BP A has offered interim payments agreements to both Public Power and the IOU's. Executing the Standstill Agreement would provide Ashland with $636,275 in April or May, 2008. BP A is revising their rates in response to the court ruling, and when the rates are established, BP A will then "True Up" the amount of the April 2008 payment. BP A has purposely been conservative in Page 1 of 3 031808 Standstill Interim Relief BP A.CC.doc r~' CITY OF ASHLAND determining the dollar amounts for the April interim payments and therefore City staff expects there will be a small additional payment in the fall, although staff estimates that the True Up payment to the City will probably be significantly less than the interim payment. BP A is also estimating that wholesale rates to Public Utilities will decline by about 4% on October 1, 2008, as a result of the Residential Exchange rate case. The final results of the rate case should be available in August and will take effect in October and remain in place until September 30,2009. BPA will be conducting an additional rate case next year for the final two years of our existing contract October 1, 2009 - September 30,2011. New 20-year contracts with tiered rates would commence on October 1, 2011. Proposed Distribution ofInterim Payment The City imposed the "BP A surcharge" to cover the unexpected increased whole power costs in October 2001. This surcharge provided revenue to the Electric Fund that isn't subject to Franchise Fees or the Electric User's Tax. BP A passed these higher wholesale power costs to utilities using a Cost Recovery Adjustment Clause (CRAC) added to the City's bill. These CRAC'S have varied from 34% to 49.5% from 2001 through September 2006. On October 1,2006, the CRAC's were eliminated and replaced with updated higher wholesale power rates. The City has also decreased the surcharge over time and currently equals an average of 10.8% of monthly charges. The City's Budget for FY 2008-2009 was adopted on the premise that the City would eliminate the surcharge and increase electric rates by an off-setting amount during this fiscal year (This is covered in the Council Communication related to Electric Rates). Because the City surcharge isn't subject to Franchise Fees or the Electric User's Tax, revenue to the general fund has been reduced. Had the City eliminated this surcharge and collected the revenue as base rates in October 2006 when BP A eliminated the CRAC, the General Funds would have collected about an additional $533,000 in Revenue. Had it been eliminated in July 2007, about $345,000 in additional general fund revenue would have been collected this fiscal year. Staff recommends that a portion of the interim rate relief payment be directed to the General Fund. Our recommendation would be to direct $336,275 of the payment to the General Fund, which is equivalent to what the General Fund would have received if the surcharge had been eliminated at the beginning of the current fiscal year. Staff recommends the remainder be directed to the Electric fund. Further, we recommend that this money be used to fund the Solar Pioneer II Generation Project in lieu of selling CRE Bonds. This would eliminate the 16 years of debt service payments and the accompanying interest costs for this type of financing. Also this money would be directed to building a generation resource that will serve the City by generating electricity for the next 25-35 years. Staff would still propose to try and sell the panels to citizens, and Council could direct that the proceeds from the sales either be directed to the electric fund (which would help keep rates lower over time) or be reserved for financing a future alternative energy generation project. Related City Policies: N/A Page 2 of 3 031808 Standstill Interim Relief BP A.CC.doc r~' CITY OF ASHLAND Council Options: 1) Decline to direct staff to execute the Interim Agreement and wait until October 2008 to receive payment after the Rate Case is determined. 2) Direct staff to execute the Standstill & Interim Relief Agreement with BPA and allocate $336,275 to the General Fund, with $300,000 allocated to the Electric Fund for Solar Pioneer II Costs. 3) Direct staff to execute the Standstill and Interim relief agreement with BPA and allocate the money in a different manner. Potential Motions: Move to authorize the City Administrator to sign the Standstill & Interim Relief Payment Agreement with the Bonneville Power Administration and allocate $336,275 to the general fund and $300,000 to the electric fund to finance the Solar Pioneer II Solar System. Move to authorize the City Administrator to sign the Standstill & Interim Relief Payment agreement with the Bonneville Power administration and allocate amounts to the identified funds for the purposes specified through Council discussion Attachments: None Page 3 of 3 031808 Standstill Interim Relief BP A.CCdoc r~' CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Review of Proposed Pedestrian Safety Measures for Siskiyou Boulevard as Recommended by the Traffic Safety Commission March 18,2008 Primary Staff Contact: James Olson, 552-2412 Public Works E-Mail: Olsonj@ashland.or.us Community Development Secondary Contact: Dick Wandershied, 552-2061 Martha Bennett ~td- Estimated Time: 30 Minutes Question: Will Council review the Traffic Safety Commission's recommendations to improve pedestrian safety on Siskiyou Boulevard and provide input for additional measures? Staff Recommendation: Staff is seeking additional guidance and direction regarding the implementation of pedestrian safety improvements on Siskiyou Boulevard adjacent to the Southern Oregon University campus. Background: The Ashland Traffic Safety Commission addressed the issue of pedestrian safety on Siskiyou Boulevard at its regular meeting on February 28,2008. This meeting, which followed the unfortunate and tragic death of Gladys Jimenez differed from previous meetings in its sense of urgency to do something positive before yet another student was injured. The February 28th meeting had the added benefit of advance publicity and a large and vocal audience. A total of seventeen people shared their concerns and observations with the Traffic Safety Commission and many offered possible solutions for improved pedestrian safety. A copy of the October 25,2007 and February 28,2008 commission communications and resulting minutes are enclosed as they are the December 6, 2007 recommendations from the Siskiyou Safety Sub-committee. The Commission did an admirable job of listening to the many citizen comments and suggestions and in considering these along with staff s recommendations. Ultimately the commission recommended that the following recommendations be considered: 1. Petition the state traffic engineer to lower the speed limit on Siskiyou Boulevard from East Main Street to Walker Avenue to 25 MPH. 2. Install thermoplastic rumble strips with thermo plastic pavement markings depicting the symbol for a pedestrian and the word "CROSSINGS". The rumble strips to be placed in both lanes in each direction before the Bridge Street crosswalk and before the University Way crosswalk. The rumble strips would be placed both before and after the pavement markings. 3. Pedestrian activated amber flashing beacons to be installed at the Bridge and Garfield crosswalks. 4. The existing 70 watt lamps in the "cobra head" luminaries to be replaced with 150 watt lamps. This treatment to extend from the Morse/Beach Street intersection to Frances Lane. Page I of 5 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.CC.doc r~' CITY OF ASHLAND 5. The Garfield crosswalk shall remain open and that pedestrian activated amber flashing beacons be installed that are compatible with and would support the possible future installation of in- pavement flashing LEDs. The Garfield/Siskiyou intersection to be studied in further detail at the March Traffic Safety Commission meeting where long range and a more extensive reconfiguration of the intersection would be studied. All of the recommendations set forth by the commission were aimed at meeting a goal to provide improvements that could be put in place rapidly and with a relatively low cost. The Commission understood that long term and whole scale renovations to the Boulevard would require that the project be incorporated into the Capital Improvement Plan and with viable funding sources identified. The commission did not include large budget fixes such as completely revamping the street lighting system, constructing pedestrian overpasses, installing additional traffic signals and reconstructing the center medians. Although many of the more long term and expensive fixes were discussed at the meeting, the commission felt it best to leave those matters to the Council to consider further. Following the February 28th Traffic Safety Commission meeting a number of emails were received questioning a few of the commission's recommendations and requesting that a more in depth review of these elements be provided. Several members of the council and the TSC have questioned the appropriateness of increasing the wattage ofthe "cobra head" luminaries within the Siskiyou Boulevard medians. Commissioner Swales and Counselors Chapman and Jackson have stated that the luminaries are not placed in the most effective locations to illuminate the crosswalks and may in fact backlight or top light the pedestrian. It was further expressed that the increased wattage might create a glare in the driver's eye making the pedestrian even more difficult to see. Light color and direction of focus are also areas where additional study may be needed. A second area of concern is with the configuration of the Garfield! Siskiyou intersection. The appropriateness of one or both of the left turn lanes was questioned as these add extra turn movements within the intersections and eliminate any possible opportunity to create a mid-crosswalk pedestrian refuge. It was suggested that professional assistance be sought to review this intersection if not the entire Siskiyou corridor. Following is additional data regarding both of these areas of concern: Roadway/Crosswalk Lighting The lighting of highways and streets is an accepted and well documented method to improve safety. Statistics indicate that nighttime crash rates are higher than daytime crash rates, although, this may not be the case on Siskiyou Boulevard, where the daytime vehicle and pedestrian traffic is much greater than at night. The most common method of roadway lighting in the United States is the use of high mast lighting or lights that are mounted on 30 to 50 foot tall poles. The tall poles minimize the effect of glare and tend Page 2 of5 H:\ShipletD\Council\Council Communication\2008\March ] 7 and] 8\03] 808 Siskiyou Boulevard.CC.doc ~~, CITY OF ASHLAND to provide a more uniform lighting pattern of illumination. Luminaries on 100 foot poles are often used to light very large areas such as freeway interchanges and rest areas, however the height of the light sources scatter more light into the surrounding community, a situation considered unacceptable in Ashland, and many other communities. The luminaire supports on Siskiyou Boulevard are 30 feet high and were originally installed over 50 years ago. The 2004 Siskiyou Boulevard reconstruction eliminated a few of the median placed lights and reduced the lamp wattage to 70 watts. Prior to that time the lamps were 150 watts. Following are a few suggested courses of action to be considered in determining the best solution for the lighting on Siskiyou Boulevard: Options for Improved Lighting: 1. Rather than make a large scale increase in lamp wattage it may be more prudent to change just a few of the lamps on a trial basis to judge the impact of the increased wattage. 2. The science of designing efficient roadway lighting is difficult at best and requires a high degree of understanding of the elements of reflectance, refraction, transmittance, absorption, diffusion and even how the human eye processes color, and brightness. The complexity of this subject is clearly obvious in attached Appendix A, which is an excerpt from the 2005 AASHTO Publication on Roadway Lighting. City staff does not possess the intricate knowledge or experience to make informed recommendations regarding the more intricate issues of roadway lighting. Council may wish to contract with a professional consultant to analyze the existing lighting and make recommendations for improvements. Options for the Improvement of the Garfield/Siskiyou Intersection: The current geometric configuration of Siskiyou Boulevard is the result of six months of intensive effort by the City, SOU, ODOT and Engineering consultants and Planners, Siskiyou residents and businesses and the ad hoc Siskiyou Boulevard Design Committee. A common goal of the process was to control access to provide additional safety for all road users. This was also the most hotly contested issue of the process as traffic engineers and other professionals were aligned against businesses with a need to close some of the left turn options through out the length of the Boulevard. As an indicator of the complexity of the design considerations resulting from the Siskiyou Study, the following communications are included as Appendix Band C. Appendix B - Council Communication from February 6,2001 Appendix C - Memo to Paula Brown from Russ Gomke and Hicam Chatila dated December 4, 2001. Options to Consider Regarding the Garfield/Siskiyou Intersection: 1. Enter into a discussion with SOU regarding the necessity of maintaining the left turn lane into the SOU parking lot opposite Garfield Street. 2. Request proposals from professional traffic engineering consultants to analyze the intersection and make recommendations for changes. Page 3 of5 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.CC.doc r~' CITY OF ASHLAND 3. Contract with a consultant who can analyze the intersection from a less traditional viewpoint. It was suggested that Michael Ronkin, former ODOT employee and head of the Bicycle and Pedestrian Section, who now offers limited consultation services might be a good choice for this option. 4. Negotiate with HDR Engineering, who is currently developing the City's Transportation System Plan to increase the Scope of their work to include a study of the section of Siskiyou Boulevard from Mountain Avenue to Wightman Street. We have also recently received four proposals from qualified traffic engineering consultants to perform the council mandated traffic impact analysis regarding the Glenn Street and Laurel Street rail crossings. This contract could also be expanded to include the Siskiyou Boulevard study. Related City Policies: In 2002 the City completed a jurisdictional transfer with ODOT where the City assumed all maintenance and improvement responsibilities for Siskiyou Boulevard from East Main Street to Walker Avenue. Any proposed changes must necessarily be funded by the City. Council Options: 1. Council may approve for implementation certain remedies as recommended by the Traffic Safety Commission. 2. Council may direct staff to provide further research and information relating to the Boulevard lighting. 3. Council may direct staff to request proposals from a qualified lighting engineering consultant to study and bring back recommendations for improved Boulevard lighting. 4. Council may direct staff to request proposals for a combined study, by professional consultants, to review both the Boulevard lighting and the geometries and safety of the Boulevard. 5. Council may direct staff to negotiate with currently contracted traffic engineering consultants to increase their existing scope of services to include a study of Siskiyou Boulevard. 6. Council may wish to seek a non-engineering, non-traditional study of the Boulevard to help identify other potential safety improvements. 7. Council may consider any combination of the above options or may specify other options as appropriate. 8. Council may delay actions on this item pending completion of the Traffic Safety Commission's review of the Garfield/Siskiyou intersection which is scheduled for March 27, 2008. 9. Council may refer additional concerns to the Traffic Safety Commission for further review. Page 4 of 5 H:\ShipletD\Couneil\Couneil Communieation\2008\Mareh 17 and 18\031808 Siskiyou Boulevard.CC.doe r~' CITY OF ASHLAND Potential Motions: Council may move to approve any of the listed options or any option that best fits the desires of the council. Attachments: Copy of memo of October 11, 2007 to Traffic Safety Commission Copy of memo of November 21,2007 to Traffic Safety Commission Copy of memo of February 21,2008 to Traffic Safety Commission Minutes of February 28,2008 Traffic Safety Commission Meeting Exhibit A - Excerpts from AASHTO Publication Exhibit B - Council Communication of February 6,2001 Exhibit C - Memo of December 4,2001 Page 5 of5 H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.CC.doc r~' Memo CITY OF ASHLAND Date: From: To: Re: October 11 , 2007 James H. Olson Traffic Safety Commission PEDESTRIAN SAFETY ON SISKIYOU BOULEVARD On October 2,2007 a pedestrian was struck on Siskiyou Boulevard by a young driver under the influence of intoxicants. This was the second pedestrian related crash within a week. The previous incident, on September 26th involved a pedestrian in a crosswalk. Apparently a vehicle in the outside lane had stopped for the pedestrian in the crosswalk. The vehicle in the inside lane failed to notice the stopped vehicle in the other lane and the pedestrian in the crosswalk. The driver was clearly at fault in this instance, but that is not always the case. Regardless of who is at fault or who has the right of way, the pedestrian or bicyclist is always the one who suffers the most. Recent pedestrian injuries prompted a more in-depth look at pedestrian safety on Siskiyou Boulevard. It was surprising to learn that since 1998, the following pedestrian or bicycle related crashed have been reported: 1. Pedestrian Related Crashes 64 a. Injuries 51 b. Fatalities 3 2. Bicycle Related Crashes 111 a. Injuries 80 b. Fatalities 0 3. Skateboard Related Crashes 4 a. Injuries 2 b. Fatalities 1 This is a surprising set of statistics and it poses some obvious questions: . What is wrong with this situation? . Is there something that can be done to improve this area? . Are there defects in the crosswalk system? Siskiyou Boulevard has had a long history of pedestrian / automobile conflicts due mostly to the presence of Southern Oregon University. The SOU campus is split by the main highway. For that reason, special attention was paid to pedestrian safety features on Siskiyou Boulevard. When the boulevard was rebuilt three years ago, the following amenities were included at unsignalized intersections: ENGINEERING DIVISION 20 E. Main Street Ashland OR 97520 www.ashland.or.us Tel: 541/488-5347 Fax: 541/488-6006 TTY: 800/735-2900 r~' H:\ShipletDlCouncil\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch1.doc 1. Continental-style crosswalk marking were used to provide more visibility and more reflectivity. 2. Advance stop clearance lines were installed to require that vehicles stop further from the crosswalk providing better visibility around stopped vehicles. 3. Advance warning signs and "Stop Here for Pedestrians" signs were installed. 4. Pedestrian refuges were provided in the medians to allow pedestrians to cross north and south bound lanes separately. 5. Handicap access ramps were provided at all crosswalk locations. WHAT MORE CAN BE DONE TO IMPROVE THE SAFETY OF SISKIYOU BOULEVARD It appears that we have expended a great deal of time and money in engineering solutions to this problem so perhaps we should concentrate more heavily on education and enforcement. Following is a list of items that we might consider: · Recommend to Council and the APD that additional pedestrian "stings" be funded and implemented as soon as possible. · Use of utility billing inserts to encourage drivers and pedestrians alike to use caution and watch out for each other. (See enclosed suggestion.) · Increased enforcement of crosswalk violations. · Use of the media to extend a message of increased safety on Siskiyou Boulevard. . Other options? This commission may wish to designate some time to brainstorming this issue to help identify some area of needed improvement in pedestrian safety. ENGINEERING DIVISION 20 E. Main Street Ashland OR 97520 www.ashland.or.us Tel: 541/488-5347 Fax: 541/488-6006 TTY: 800/735-2900 ~.1I ...'1 H:IShipletDlCouncillCouncil Communication\20081March 17 and 181031808 Siskiyou Boulevard.attch1.doc TO: TRAFFIC/SAFETY COMMISSION WedJll/2112007 FROM: WARSHAWSKY, LEMHOUSE, HEESACKER RE: ASHLAND PEDIBIKE SAFETY At our last meeting (ThursllO/25/2007) the three of us volunteered to meet a week later (ThurslI1l1/2007) to discuss potential options aimed to cut down on what appears to be a problem in Ashland: PEDlBike safety, particularly along Siskiyou Blvd., in the vicinity of the high school and SOU. With a little over two weeks before our Thursl12l6/2007 meeting to contemplate the results of our session regarding this issue, we respectfully submit the following: Our intent was not to ordinate these suggestions, but merely introduce them as points of possible discussion regarding the problem(s) mentioned above. Based on our discussion, it appears that the most beneficial fix to this perceived problem can be summed up in one word: EDUCATION. As Mr. Olson pointed out in our last meeting, the physical improvements made over the years regarding this problem have not produced any significant results in terms of decreasing the numbers ofpeoplelcars colliding on the Blvd. It therefore seems reasonable to conclude that more physical improvements may not solve anything either. However, in light of our goal to establish as many solutions as possible, further physical improvements should not be discarded, and possibilities to that end are detailed later in this text. In terms of education, all parties involved need to somehow be reached in this endeavor. Drivers need to be educated to watch out for those utilizing the roadways in unconventional manners: i.e. on foot, on bikes, on skateboards, and other methods of conveyance. Concurrently, those people using the roads without automobiles need to be educated to watch out for careening machinery that outweighs them by a ton or three. We therefore agreed that we favor the "share the road" concept mentioned by Commissioners Swales at the 10/25/2007 meeting. As suggested, typing "share the road" in Wikipedia's search bar brings up any number of articles/entries on this subject and the concept is fascinating. However, the concept being currently somewhat limited to the knowledge base of overseas countries, it could be quite an effort to introduce/establish a similar concept here in our town. This educational opportunity should not be overlooked and a method of program implementation/distribution might be something to pursue. Other educational opportunities exist in many forms and the methods below might be great ways to educate our residents and visitors that our local roadways are not restricted to automobiles: · Flyers could be passed out at all school orientations. Flyers to the younger grades could include more pictures/cartoons and could focus on the need (and law) that helmets are mandatory. An orienting slideshow along the theme of "This is your Brain vs. This is your Brain on a Bumper" could come in handy (a scare tactic for the "invincible"). . Flyers could be printed up for distribution at Mountain Meadows, with utility bills, in "newcomer packages" similar to the Welcome Wagon concept. · Similar flyers could be posted at the Chamber of Commerce, conspicuous places on every campus in town, grocery stores, City Library (school libraries), other campuses throughout the valley, participating business doors/windows, the hospital, medical and dental offices, and the Shakespeare facilities. . Local businesses could volunteer to paste posters advising of "Crossing Carefully at Crosswalks", These could be placed at various other locations in town (see above). . Driver education programs should include a few "share the road" lessons. Bikers AND PEDS - always use hand signals. · Other items to include on flyers: "Wear White When Crossing"; "Look and Listen Both Ways"; "Greet Each Driver with a Wave"; "Wait for traffic to clear - THEN CROSS"; "Don't Fight with Cars"; and/or other similar wordings. The bottom line in terms of education would be to get the word out, any which way possible, to avoid more collisions. EDUCATION. Other possible solutions: . More enforcement; maybe incorporate college police to cite students who cross against signals. Citations can be accompanied by a diversion program where students forego a monetary settlement by teaching/attending a "share the road" program sponsored by the school. . Advertise for parents to do a better job modeling proper head gear, regardless of type of conveyance. . Volunteer college students pulling crosswalk duty (diversion for offenders?), similar to grade school crossing guards. Discussion w/Frank Diantrimont for best approaches to this concept. . Team up with BikelPed Commission to sponsor some sort of SAFETY WEEK surrounding this issue. Talk about the accident issue/educate concerned parents. Research we might want to conduct: . What do other pedestrian-friendly cities do in this regard? · Look at other small towns with college campuses: how do they handle this issue? · Statistically speaking, maybe there's just too darn many crosswalks making too much opportunity for collision? More crossings = more collisions. Decrease? · See if we can get numbers regarding time-of-day that most accidents happen. Maybe there's a pattern here with solutions tailored to time-of-day? (i.e.: wear lots of white at night; wear a light/reflector). Possible physical improvements that have yet to be implemented: · As stated above, decrease the number of crossings to decrease the number of collisions. · Have a set of lights on a pole that would perfonn a "countdown" (like drag racing start lights) signaling to PEDS/motorists alike that a crossing will soon occur and therefore traffic should stop. · Placement of flashing signals and/or reflectors at, and along entire length of, crosswalks. · Signs on each end of the crosswalk warning of accidents, or warnings to "Look Before Leaping" or "Always Acquire Eye Contact" or some such similar message. Due to costs inherent with this, maybe paint similar warning at PEDS' feet at each end of the crosswalk, to be lit up at night? We do not think that all possible solutions suggested herein need to be/should be implemented, especially due to associated costs. Not all of us agreed with each solution. However, it might be important to detail in this memo all our brain-stonned solutions just to get a ball rolling on this critical issue facing our town. Since our Thurslllll meeting, there has been at least one other incident on Siskiyou involving a woman and a car (TIDINGS suggested the biking woman make a bad choice - EDUCATION). There was also an opinion letter submitted suggesting more painted warnings at PEDS' feet at either end of crosswalks to "STOP, LOOK, WAVE" or some such similar wording. The fact is that there remains a problem with collisions between people and cars in our town and the above wide-range of possible solutions is designed to create discussion and maybe force a few suggestions to the top for implementation. Memo CITY OF ASHLAND Date: From: To: Re: February 21,2008 James Olson Traffic Safety Commission PEDESTRIAN SAFETY OF SISKIYOU BOULEVARD STATEMENT As you are aware, another tragic pedestrian death has occurred within the Siskiyou Boulevard SOU campus area. This is the third incident of a SOU student injured on Siskiyou this current school year. The previous two Commission meetings have included a study of the type, location and number of pedestrian related crashes on Siskiyou Boulevard and other main streets. At our December meeting we reviewed a report by the pedestrian safety sub-committee listing a number of excellent opportunities for improvement, especially in the field of driver and pedestrian education. The latest crash has tended to move us into a crisis mode with the need for immediate improvements. There are a number of improvement options available including education, enforcement and engineering efforts which should be weighed, considered, adopted and put into action as quickly as possible. The goal of this meeting should be to develop a recommended list of efforts to put into motion. BACKGROUND The attached November 21, 2007 memo from the pedestrian safety sub-committee lists several education and enforcement options to consider. Those found to be most acceptable will be placed on a recommendation list. In summary the sub-committee's suggestions include: 1. Informational brochures could be developed or existing brochures ordered from ODOT (see catalogue and order form) for dissemination through local elementary schools. 2. Brochures could also be distributed with utility bills. 3. Develop pedestrian safety and crosswalk safety posters for display in stores, businesses, on the SOU campus, at the library and other public locations. 4. Develop slogans for public saturation such as "Look Before Crossing," "Look and Listen Both Ways," "Wear White When Crossing," etc. Another suggested aid involving education and enforcement is the standard pedestrian "sting" conducted by the Ashland Police Department. In a recent meeting with City Administrator Martha Bennett overtime hours were authorized for this action. Chief Holderness offered to organize a series of stings in the near future. ENGINEERING DIVISION 20 E. Main Street Ashland OR 97520 www.ashland.or.us Tel: 541/488-5347 Fax: 541/488-6006 TTY: 8001735-2900 ~~, H:IShipletDlCouncillCouncil Communication\20081March 17 and 181031808 Siskiyou Boulevard.attch3,doc It is also apparent that additional engineering remedies are needed to help focus drivers' and pedestrians' attention on the crosswalk. Following is a list of options to be considered and discussed further: 1. Close the crosswalk at Garfield Street. This crosswalk is an angle crosswalk that actually crosses five lanes of traffic (including a turn lane) and does not intersect the raised median. It is the longest and least safe of the Siskiyou Boulevard crosswalks. There are four crosswalks between the signalized intersections at Wightman Street and Mountain Avenue. The intersecting streets all enter from the north and include Palm Avenue (and University Way which is not a public street), Garfield Street, Avery Street and Bridge Street. The Bridge Street crosswalk is the busiest of the four crosswalks. Each of the walks are from 300 to 500 feet apart. 2. Petition the state traffic engineer to reduce the speed limit to 25 mph from Gresham Street to W alker Avenue. 3. Increase the wattage of the existing street lights nearest the crosswalks from 70 watts to 150 watts. Ashland is part ofthe "Dark Sky Organization" and existing bulbs are certified "night sky compatible." This is a voluntary organization and the Electric Department has no concerns about increasing the wattage to improve pedestrian safety. 4. Install flashing amber beacons at the sides and center of one or two of the crosswalks. It may be best to treat the two outside walks at Palm Avenue and at Bridge Street in this manner. There are a number of types of flashing beacons available, from a standard 12 inch diameter LED beacon to signs with imbedded LEDs in the sign face or on the parameter. It would be more effective if the flashing beacons were not on all the time, but were pedestrian activated, so that they would flash only when a pedestrian were present. There are a number of styles and types to consider, a few of which are shown on the enclosed sheets. Costs vary from $1,500 to $3,500 per beacon. 5. Install thermo-plastic rumble strips before each crosswalk or just before the first of the series of crosswalks. These are 4 inch wide by ~ inch high rubber-based self-adhesive strips that glue down directly onto the asphalt. When placed at 18 or 24 inch intervals they create a distinct rumble which can be felt and heard by a driver. They come in orange, black, white or yellow colors and cost $335 per 50 foot roll. Approximately 60 feet would be necessary for each lane. (These strips may not service a snow plow.) 6. The rumble strips would be most effective ifused with pavement markings, either painted or thermoplastic, such as "x- WALK" or "X-WALK AHEAD" or "CROSSING" or similar messages that are approved by the MUTCD. These suggestions and others which can be brought forth by the TSC should be discussed and considered in the formation of a recommended pedestrian safety improvement action plan. The goal would be to agree upon a treatment including elements from the three E's and develop a budget and implementation plan. ENGINEERING DIVISION 20 E. Main Street Ashland OR 97520 www.ashland.or.us Tel: 541/488-5347 Fax: 541/488-6006 TTY: 800/735-2900 r~' H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch3.doc Ashland Traffic Safety Commission Minutes February 28, 2008 Members Present: Alan Bender, Patti Busse, Matt Warshawsky (Chair), Greg Lemhouse, Doris Mannion, Colin Swales, Eric Heesacker, Kate Jackson Terry Doyle Karl Johnson, Jim Olson, Nancy Slocum, Officer St MacClennan Members Absent: Staff Present: Warshawsky rder at 7:02 PM in ened with a moment imenez and all those 1. CALL TO ORDER - Chair Matt Warshawsky called t the Council Chambers, 1175 East Main Street. T of silence for Southern Oregon University OU) affected by her tragic death. APPROV AL OF MINUTES: roved as submitted. II. ITEMS FOR DIS A. PUBLIC Theodore Ho concerned ab requested 20 esident of Alida Street he was h gh school, especially Morse Street. He treets surrounding the high school. placed on the agenda for the March meeting. B. REVIEW RAFFIC REQUESTSIPROJECTS PENDING/ACTION REQUIRED 1. Request for Special Vehicle Permit Staff Liaison and Interim Public Works Director James Olson noted that the Commission had reviewed several pedicab permits in the past. There was an existing ordinance and Special Vehicle Permit form. A representative of the applicant, Marco Alvarez, was at the meeting to answer questions. He stated that the "ecocab" would serve two to three passengers. Busse was concerned about passenger loading and unloading adjacent to parked cars. The representative said there would be dedicated bike stations around town. He would also have warning signs in front of and behind the cab during loading and unloading. Warshawsky said that drivers of the pedicap serve as an example to others and should be required to wear a helmet. There should also be three helmets available for passengers that request them. In addition, the law requires children under the age of 16 must wear helmets. Lemhouse moved to issue the special vehicle permit with the condition that the driver wear a bicycle helmet at all times and that three helmets be available for passengers. Swales seconded the motion and it passed 7 to 0 with one abstention. H:\ShipletD\CounciI\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch4.doc Page 1 of9 2. Siskiyou Boulevard Pedestrian Safety Jim Olson, Interim Public Works Director and staff liaison to the Commission, provided the staff report. The recent pedestrian death on Siskiyou Boulevard at the Garfield Street crosswalk has mobilized the community as witnessed by the number of people in the audience. The previous two Commission meetings have included a study of the type, location and number of pedestrian related crashes on Siskiyou Boulevard and other main streets. At the December meeting the Commission reviewed a report by the pedestrian safety sub-committee listing a number of opportunities for improvement, especially in the field of driver and pedestrian education. lmproveme 1. Educatio "Watch 2. Enforce stings. T 3. Enginee g: a. Petition ODOT engineer to lower speed limit from 30 to 25 mph. Even a 5 mph difference would make a marked reduction in the number and severity of accidents. b. Increase luminaries from 70 to 150 watts. Begin with 30' mast light (cobra heads) then, if needed, change out the pedestrian scale lights between North Mountain and Wightman. (Estimated cost $5,000) c. Install rumble strips in north bound lanes between Wightman and Bridge Streets and in southbound lanes between Mountain A venue and University Way. (Estimated cost $1340) d. Install pavement markings following the rumble strips. (Estimated cost $1,200) the Siskiyou o reduce the rease the attention of a number of eering efforts which goal of this meeting s quickly as There current crosswalks in front of SOU are well done a Boulevard redesign, but the improvements did not number of pedestrian related crashes. Olson not both drivers and pedestrians to the cros s. improvement options including educat. should be weighed, consid pt was to develop a recom 0 possible. g term improvements. Short term land produced a video in 2002 entitled er t was available for borrowing. Ice iefTerry Holderness committed to conducting a set of ce Department will issue citations to both drivers and pedestrians. Longer term improvements are recommended to the four crosswalks adjacent to SOu. The Bridge Street crosswalk was the busiest, but Garfield Street was the most problematic as it was an 80' angled crosswalk that crossed five lanes of traffic (including a turn lane) and did not intersect the raised median. Stafflisted several options for this intersection including closing it to limit its use. Although it would still be used, pedestrians would tend to be more cautious. If it was to remain open, then staff recommended installing a pedestrian activated flashing amber beacon on both sides. Staff also recommended installing a pedestrian activated flashing amber beacons at Bridge Street including a midblock beacon. In-pavements lights could be effective, but they were relatively expensive. Staff would negotiate with Southern H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch4.doc Page 2 of 9 Oregon University to assist the City with the $10,000 to $15,000 cost. Other options included European "Zebra" markings as brought forward by Commissioner Swale and special lighting as done in Germany. Questions for Staff: Warshawsky asked if Oregon Department of Transportation (ODOT) needed to approve pavement markings. Olson said no. Warshawsky referred to the December 6, 2007 minutes and the decision to put pedestrian activated beacons on Bridge Street. Busse was in favor of increasing the wattage of the cobra heads, but suggested expanding the zone to include Frances Lane. She wondered how quickly the change could take place. Olson noted that it could be done immediately ing upon the stock at hand. Bender asked Garfield Street a resource for street parking closing the int signaled light warrants. At a work as well. ended a "special limits throughout special e area with their Swales asked staff to expand on the jurisdictional i transportation area" similar to lacksonvill n the state are controlled by ODOT. He w transportation area which wo headlights on. ns and asked about closing at ODOT would be available as He noted that Garfield was used for on- son believed that citizens would oppose I an turns. Bender asked about the potential for a Q S reet. Olson said that it would not meet state required $300,000, he thought other engineering improvements would Lemhouse asked if staff had spoken to SOU regarding a pedestrian bridge. Olson had looked at that option, but bridges must be ADA accessible meaning that a large area would be needed for ramps. With students typically taking the shortest route, he doubted the bridge would be used much. Mannion asked about the increased cost of changing beacons from pedestrian- activated to sensor-activated. Olson said that studies show that only 75% of pedestrians would push a button, but sensor-activated beacons have double the hardware meaning increased maintenance and cost. Mannion said the lack of street/pedestrian lighting on the university side of Siskiyou should also be addressed. Heesacker asked if the Garfield crosswalk could be relocated. Olson said that the sidewalk was positioned to anticipate the greatest usage. Heesacker wondered if hanging lights were less expensive. Olson said yes, but that embedded lights were shown to be more effective. Public Comment: Michael Dawkins, 646 East Main Street, said he was annoyed with the Ashland Daily Tidings coverage of the accident. He said that this section of Siskiyou needed better H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch4.doc Page 3 of 9 enforcement to have it become known as a speed trap. He suggested the use of a reader board and cameras to record violators. Eric Rodriquez, Co-director of SOU Public Safety, agreed with most of staffs recommendations, however, he did not agree with closing the Garfield Street crosswalk. He suggested adopting the increased lighting proposal up to and including Frances Lane. He said ideally all crosswalks in town would have better lighting. Rodriquez said that SOU was anxious to partner with the City especially in education and as grant partners. He said enforcement was critical and asked the Police Department for a larger presence on Siskiyou. He said grant money should be available for police overtime. Bender asked Rodriquez if SOU had an opinion on a traffic signal at Garfield. Rodriquez said he did not object to . al. Lemhouse asked if SOU was willing to assist the City financially. noted that only Vice President Greg Morse could commit funds, commended beginning discussions immediately. Ronald C Mayor M that there through t and that t Warshaw Departme edestrian accident and it to 20 mph. He Preston Moser, 1501 Siskiyou Boul asked the Commission to n 0 agreed that flashing b ul resident. He previously asked mg wattage on Siskiyou. He noted ndi a Street and that students regularly walk . He said six or seven street lights were burnt out nt should check lights more than once per month. a both citizens and police officers to call the Electric ort burnt out street lights. William Heimann, 647 Siskiyou Boulevard, wanted to emphasize education to improve pedestrian safety. He favored classroom education for incoming students and crosswalk violators. He also suggested marking the poles that hold the orange flags with an orange strip. He thought it would help bring attention to the crosswalks. Dr. Deltra Ferguson, 345 Maple Street, worked at SOU's Woman's Resource Center located underground in Stevenson Union. She had experience both as a driver and as a pedestrian as she crosses at the Garfield Street crosswalk twice daily. She calls the crosswalk the "Garfield Gauntlet" and supported Rodriquez's idea of improving all crosswalks in Ashland. She was in favor of the rumble strips especially to warn drivers at sunrise. She also favored embedded lights and keeping the Garfield crosswalk open. She asked to be kept informed of the Commission's/City's progress on improving pedestrian safety. Marshall Umpleby, 1012 Hillview Drive, complimented staff on their significant progress thus far. He favored increasing the street light wattage, decreasing speed limits, use of rumble bumps, continued use of flags (he saw usage increasing), installing motion-activated flashing beacons and continuing education that included bicyclists. He was pleased that SOU representatives were present. He suggested crossing guards, making cell phones illegal for drivers, then pedestrians. He thought the most expensive improvement would be embedded crosswalk lights. H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch4.doc Page 4 of 9 Egon DuBois, 381 W Nevada Street, was a bicycle educator for 12 years and thought education was not the best option. He thought Ashland had a unique problem with a busy collector street dividing a college campus. He favored making crosswalks controlled using a signal. He noted that the median had heavy vegetation that blocked the view of drivers. He said the lack of money was not acceptable and that grant money was available. Tom Reid, 918 Walker Avenue, owned the building at the comer of Siskiyou and Garfield. He saw the aftermath ofthe accident. He favored a traffic signal at Garfield and LED lights for most crosswalks in town. Pam Marsh Commissio lived at the dangerous intersection pedestrians traffic light President. She lieved that closing that flashing ity. Teal offered her he audience that Monique Teal, 40 Wightman Street #1, was the SOU thought that pedestrian safety was a community the Garfield Street crosswalk would be d ero beacons be installed at all four crossw help as well as other student r's there was an opening 0 member of the Planning ce for future collaboration. She noted that this area was also ehicles sped at 50 to 60 mph and the op e urged making the full span of Siskiyou safer for d speed limits, flashing beacons at all crosswalks and a eld Street. Cate Hartzell, 881 E Main Street, was a City Councilor and thanked the Commission and staff. She cautioned against a "stop gap" solution. She supported bringing in more expertise to study the problem. She believed the City should not rely on education and enforcement to reach everyone. Increased lighting wattage may not be the solution. She favored investing money for a study to get the best solution(s). Art Bullock, 791 Glendower, also thanked the Commission. He said that pedestrians had the right of way at intersections whether or not there is a marked crosswalk. He urged enforcement of the right of way laws, not just a sting. North Mountain, Oak Street, North Main were also dangerous for pedestrians. Bullock recommended adopting a legal hand signal for pedestrians to use when crossing the street. Tracy Harding, 334 Bridge Street, favored education and asked people not to overuse cars and to slow down. She noted that next year the high school would be using Lincoln School so the focus of improvements should be extended. Olson noted that high schools were not subject to the 20 mph school zone laws. Heidi Parker, 344 Bridge Street, was a member of the school board. She reported that Bellview School would be closed next year for remodeling causing an increase in children using lower Iowa. She noted there were no crosswalks and that the sidewalk ended at Bridge Street. She favored student education and noted that crossing guards H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch4.doc Page 5 of 9 would be utilized. She thought increased street lighting should be extended to Morse Street. She offered her assistance to improved pedestrian safety. Eve Woods, 1103 Withington Street, Medford, was a student at SOU and a volunteer at the Woman's Resource Center. Her mother attended SOU and said that pedestrian safety was a problem 25 years ago. Woods called for immediate action to his city, state and national problem. Woods personally spoke to approximately 300 students. A majority of students did not want Garfield crosswalk closed and were willing to push a button to activate flashing beacons. She thought the police were understaffed. She offered her assistance to help education students. The Commission thanked Woods for her time to talk to students and report to the Commission. Heesacker snow plows asphalt; the levels for a strips and t . He noted the ored education and activated beacons ovide the solution. the daytime. He also Larry Blake, 411 Briscoe Place, was the Facilities Di unique situation of Siskiyou dividing the camp noted that the high school had similar iss . H would be a waste of money. He thou nol He said that embedded LED ing ot thought that technology stri Is Discussion: Ie streets would be affected by the plastic and would be raised 'h inch above the i ensively replaced. Warshawsky asked about noise id . Olson noted that Pine Street in Central Point had rumble ot overly loud. They were designed to he heard by drivers. Bender asked if funds were available to install a signal at Garfield. He thought it would increase safety and wondered if the change in traffic flow would be the only disadvantage. Olson said that installing traffic signals was often seen as a "cure all." He explained that ODOT had eight warrants and one of them must be met to get a traffic signal approved. He said the Garfield Street intersection would not meet any of the warrants. He noted that the installation of a signal affects a large number of variables. Swales noted studies that stated that marked crosswalks actually increased pedestrian/vehicle crashes and gave pedestrians a false sense of security. He suggested reducing Siskiyou from four lanes to two lanes. He favored increased street lighting. Lemhouse, a Medford Police Officer, noted that there would still be accidents even with all the improvements. He favored increased lighting and rumble strips. His initial reaction was to close the Garfield crosswalk. His main concern was vehicles turning right from Garfield Street onto Siskiyou thus crossing through the crosswalk. Swales asked staff if they could contact SOU about closing the northbound left hand turn into the SOU parking lot near Garfield Street. Removing this turn would allow the Garfield crosswalk to be relocated and a median refuge installed. Olson said the left hand turn pocket was installed in approximately 1985 due to pressure from SOu. H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch4.doc Page 6 of 9 Studies of the boulevard by Kettleson recommended the current location of the medians and turn lanes. Officer MacClennan reported that the first police "sting" would be March 12,2008. He reminded participants that both the pedestrian and the drive must legally exercise "due care." Decision: Busse moved to recommend that the City of Ashland increase the w existing cobra head lights to 150 watts from Morse Street to F seconded the motion and it passed unanimously. Bender move met at Garfie not meet state Transportatio years) and th therefore the / Lemhouse tage in the ane. Jackson Lemhouse made a motion to recommend i pavement markings with the words "Cr crosswalk at University Way the Bridge Street. Busse seco rumble strips and lanes ahead of the f the crosswalk at ly. etermine if signal warrants are . Olson said the signal would 'fic signals must be identified in the City's transportation projects for the next 20 e roject (budget). A signal at Garfield is not listed to absorb the entire $300,000 cost of the signal. Bender their motion. Warshawsky moved to direct staff to request ODOT lower the speed limit from Gresham Street to Walker Avenue from 30 mph to 25 mph. Busse seconded the motion and it passed unanimously. Busse made a motion to recommend that the Garfield crosswalk temporarily remain open, but that all engineering improvements are studied for effectiveness. Lemhouse seconded the motion and it passed unanimously. Lemhouse asked that the issue of long term improvements to the Siskiyou / Garfield intersection be placed on the March agenda. Lemhouse / Bender moved / seconded to recommend installing flashing amber beacons at the crosswalks at Garfield Street and Bridge Street as quickly as possible. The beacons are to be compatible with imbedded LEDs to keep future options open. Swales said there was no statistical data that flashing beacons improve safety and that they may provide pedestrians with a false sense of security. Motion passed 7 to 1. 3. Request for One-Way Designation on the Alley Between Morton and Harrison A majority of adjacent property owners petitioned the City to pave the last section of this four block alley. The City is generally in favor of paving alleys due to the difficulty in managing storm water drainage and dust. A neighborhood meeting was held on January 17, 2008 to discuss any concerns and requests for the proposed improvement. All opposition to the paving was based upon the belief that the paving would increase alley traffic and vehicle speeds. Neighbors contended that, following the reconfiguration of the median islands on Siskiyou Boulevard and closure of H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch4.doc Page 7 of 9 several intersections, traffic had greatly increased on the alley. A one-way designation was unanimously recommended to reduce the "cut through" traffic. The engineering department does not keep continuous traffic counts on alleys, but thought that traffic has increased since the Siskiyou improvements. Staff recommended that the alley be designated as a one-way alley. To help mitigate the anticipated higher speeds the following conditions were also recommended: 1. That at least two five foot modified speed humps be constructed on the alley. 2. That the alley be paved to allow the construction of the asphalt speed humps and to provide a surface for pavement arrows and other one-way traffic indicators. Swales lives on another s wondered why the improvemen t a stated h there w cy vehicles. He also lson said alleys are ement plans would e Issue. Heesacker asked about the effect of the speed humps to noted that the road grade was elevated due to yea not access routes for emergency vehicles an include removing six to eight inches t elp and Sherman. He at 60% of the would b re by the taxpayers. He t vote on the issue. Jackson asked if , including Will Dodge Way. Public Diarmu. S ou, testified that the increased traffic began with the redesi 0 ulevard which channeled traffic to the alley. He explained that traf d up on Morton because it is not a controlled intersection. There are nine fa adjacent to the alley and five want it paved. McGuire was opposed to paving because it would divert more traffic to the alley causing a safety concern. During the neighborhood meeting it was unanimously decided that if the alley were paved, it should be made one way. Abdol Hamid, 195 Morton, lived at this address 33 years. He agreed that the improvement of Siskiyou increased traffic on the alley. He was in favor of the proposed one-way designation. Discussion: Warshawsky wondered about the effect of the designation on bicyclists as they were required to follow the same laws as motorists. Swales thought that staff was using the request to please local residents and such a request violates the Comprehensive Plan. Decision: Lemhouse / Bender m/s to follow staff's recommendation designating the alley between Harrison and Morton as a one-way alley with the direction of travel being in the southeasterly direction (toward Morton Street), that at least two five foot modified speed humps be constructed on the alley and that the alley be paved to allow the construction of the asphalt speed humps and to provide a surface for pavement arrows and other one-way traffic indicators. The motion would be contingent upon the alley being paved. The motion passed 5 to 1 with two abstentions. Warshawsky asked that H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch4.doc Page 8 of 9 the Commission emails regarding this issue be attached to the minutes as part of the record. 4. Bike Safety on Oak Street Tabled until the next meeting. 5. ACTS Oregon Grant Allocation Tabled until the next meeting. 6. Bicycle & Pedestrian Issues None. C. OTHER - None. 7. Agenda Items for Next Month NEXT MEETING DATE: III. H:\ShipletD\Council\Council Communication\2008\March 17 and 18\031808 Siskiyou Boulevard.attch4.doc Page 9 of 9 American Association of State Highway and Transportation Officials 444 North Capitol Street. NW, Suite 249 Washington. DC 20001 P: 202-624-5ROO. F: 202-624-5R06 fax www.transportation.org (Q 2005 by the American Association of State Highway and Transportation Officials. All rights reserved. Duplication is a violation of applicable law. 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"0 ., 0; ] o u >. ~ :.0 ~ '" .. u ~ ~ ~:a u21-ou " = ., g:> ;je~~ j~<a~ ~ ~ s ~8S,g E "0 "0 2 u !ij <Ju~ -6;0 g l'l B <.> t:: " ~..g <J --'- ~ 8.3 c bO~g ~.5 = 8 'C ~.g ;j ~ 0 ~.~ ~~~~ .- 4J .... 0 ~.~ ~:i ~2~8 <~8~ ... ~ ol .€ ~",' 5 ~ €m ~_8;:;", ~ ..Cl I'!!'c~"'" '" 's t: "lti.-.., . 2 ;"'f! ~o~9 1J ~~~~.sf;;~ 11 :; B r/1 '<s> ci.! =>_-_0..- ~~~.ME~~ J Q.~::s '" :2 ~15<::;~~o... ~ - ~ 02005 by the American Association of State Highway and Transportation OtTIclals All rights reserved Duplication IS a violation ofapplrcable law Appendix A ... >-.~r.S '" .- "'0 Q) S .<;:: !3 ~;;:1l8..a = ri ~.9 .9- ",...c:: U')"'= ..... .~~ ., a N:auCJO a~~~'~ -Se.A~i !i :: ~ 151:J '" u c:l'-::S . e ~ <<I'a '" ~ 1>llt:-5Ollgtl gg~gS8 <<I. -....., ~:[8~~.~ ~~~~g~ ;;: ~ ~ .9 8 ~ .:a i3 S u", ~ .~ ~ ~ "'C C} ~ t;j QD :3 .. s ~ ~ .. ., 8..c:l . 8"6= = ~ 0 ~ '::~cl:l..... -0 '" e ..9 c:l OD .~ t;j" 0 .,;j ~ 8.9 "'a ..c:.- lii e ~ ~t;i ~~o. >.]g:a~<> ~800~]i ~8.il"O _. o g..c:lc:lti-a"'" .... bO<<I",S" .... bO:'::: C ~ "'.s ::.il l;l:-3"'O '" E ~~]:9a'08 1; :.:: :.a'~ <J c:l ~ ~ ~ ~ u ~ .B ~ .:: ~ l'l'E .:: 13 i!! 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'" - ,f) 2005 by the Amellcan ASSocIatIon of State HIghway and Transportation Olllclals All lights reserved Duplication IS a ViolatIon of applicable law B ~ ~ ~ ~ ~ ~ ~ a,) ~ '" 00 2 _::s "''''?s -E,1l g ~'S ~ ~ ~ 00 ~ oO.S 0 -5 ~ ~ .5 ~ '0 ~ ...e-ggOll-Szi ~ .~ ~ <) 'E ~ 13 '" S..=.~ 0 '" .- 4.)""0 ~ - 0....... 1;,) OJ Cl'- '" '" ~ ;;::: ... ~ ~ .~ .... - ~ ~e...u~~8 2 () '" = .- 8 >< ~ ~ ... !:l 8 .5 ~ 9 6 -a ;] >. 0 rn s:: S r;') C .", t; .;.!!Jl 8 '8 .- a "'.!:l ~ Cl.l ... 8 r.IlS",,,,!X;.c-= '" S oS.[3 ~ .~ g s ~~E]~ Ov.l~~Q) '':: e..o !:l-5 Srneu"O '" .- c.. 8 ... ~~1;!S~ a~~~:a Z5..8]13 <l", ~ 'j ~ 8 '" 8 g uS 0 ~ ~ ~ .~ I i.~ -S8g~ U}....~bO ..8.s e .s li~cs~ ~,g"':l ",06= ... ~ U \U g,,g 10 8 l1u ~~ '" 8.-::: ~ is i.~ ~ ll.m .5 .5 .. ... ! ~ ~ ~ ~;41~ g .. .;: ~::t: i:ll Q.=... 0 .. t.9 Z '"0 oSCBczi~~ ~=j =~,g ~;~!~8o 'TJClCOII '-"l "gB~-;~o-, _:.f.ioc>o .::: .. <) -; '" '03 '0 <Gll.o~U:;:';:lU r-- - I Ci = .~ .2 =-3 a .- ::I a '" .- .';!-l ~~ ,I/ipendix A a c:> 'OJ :I <:l = c:> U = '" ~ ~ "'0 t.Ii L. ~ ~ ': t ~ ~ ~ ~ 5 o::s ~ 0 00 ~.~ ~.s-g~ ~ z= ~~ ~.~ 8:2 ~sj~so. j~ ~~ .._I'~o- ~: o.~",. ~ ~~ s~ <.> ~= 8 - .- '" Q II -,:l... . -,:l .s 0; '" 0. .c '-6 ~ 2: .~ f--i ii ~ 8.. 0 c.... t;j u ~ 3,;;; 6 '" is..: E'~ 1l.E . '" '::l OIl ~.s ~ ~ ~ ~ ::l e e::; tl '" ~ .~ .~ ~ g .~ c-<~~:8 8~ -,:l~0Il",~ 0", ~~~ ~ ~~ u~N6e~~.~~~ ~~Z-,:l-E> ~~ E "''''~-Q''' ~~.~ ~~~'" ."'~~"'E~r"'R "'~~Qao.~_-,:lis<.>u~~"'._al 6 ~ C; II) ." ~ -,:l ~ ~ ., s '" "" t:: ~ .~ ~ 8 ~ '" ~ ~ ~ '" a ~ 2 ::l 0 8 0 8. 0. 0'- ... i~]oi'~~j~~~~~E~~~18 ';.)u- _.^'-"~::l...c....cOI1).....C'I:I ~ 6~ '" R i;l1l ~ a~ E "'Qj'" o.l::.<::t::'f' ~ ~ ~ .~ a a _:= JJ "0 ~ tn ~ -0 0 3 "-' ~~ au,.c::-:: <Ii]ll-< o.~::>..Vl <~U;:;__ E-bOu~8car-. .. .. .. .. .: .. .c ~ - OIl J -d ~.s ~ ~ .- I.., ~ Cd e ~ ~ ..8'~ B -5.S -,:l '" .;0 0" ao .53 ~ o "", ~.S ..9 ~:~ .S ~ ~2o~~~ o 0. -0 - " '3 ~ a 8 ~ .5 ~c=oo~~1i ~ 0 .2 ~ _ co .s~ i.s~] .~ 2 c.- !1) Q ~.so.~~~ 8. 0",0.,. <Ii 'Q .g '€ ~ 13 o.~"8.-i3u .~ -e ,.2 0 ("f") c... ~ ~ ] a~ 8 .. .. = t .::l .. a: 1.....- C:>""l a: 00 E'~ = {j ;>, .~ ~ a ~ ~ ~ =: 'r3 ::=e~ .<i't!~ .~ ::I 0'> -lVl:::' o z 00 - ><B ~-8~ .;: .8 ~ ~o;: Q,)._ iU ~~::- ~.~ ~ "'O>~ <1.> -,:l " 0. '" U ~ '3 ~ > '" R ~ e t:: 00<2 ~ 5 ~ "'. '" :t] ~ ~ ~ ~ o-~ .~ ~ .;3 '" 0'- IJJ <.> ~ -0 8.g w ~ a 50.5 <..,. ~ ~ ,~ .. 0 c.S .~ "0 ol'!~~)( . .S! 3 8. o..s! '" E...8 .. ;; !:oQ a 8 )( 0 .- 3 Cll '" ~ 0'<:: ~e~~~] -< -< 8.-=..<2 8 :::g~ .~ t: .. ._ OIl Q ~ '::> ~ ~ w.8 .~ ~ "" ., '" .5 a 0 M ~ g.= ~ ._ 8. B Q.. u-,~tt:....tix~~ :JS "" '" '" - 'C "':a cd.:;"~ ~..d"'O 0.8 E-<;" WsE-< OIU,,_..:: '" ~ . 0. 60.::::'" ~ "" r/} 'r;; -5 Cl' . -g :a l:l t:l 'x iii 0 -,:l ~:;:: Q. -5 "'~'Et:!-f~ ,..6 1.1 <> '" ::l -< <1.> o '" ~ ~ .. ~ ~.5 0 l5.~~5~8""-,:l'E ~., <1.> > ~ <) :::: ~ '" ,..ceV)!J g,s ~ 8 ~ 0. '" 0 .9 "" <> .- e 0'<:: '" d Q 8 01 ij .g 0 ~ .~'s 8'Cl ~ .~ .;;; ~ :: 8.'w e 13 .:: 5 la E: )( .~ d) ~ -<-<.>.c~",>~-o --..z g] ~ .. 1 .~ :-: .e=~4.J ..= u..... .~ ~ ~ '& ~,! "] ~~~.. ... e ;:s 'E-l'f:~ ~~~tt: = ~ .. 0 ~-=~ao rI.J .. 'C ...... 0'> <~~rJi~ ~ ,~, 200S by the American ASsoClatlun of State Highway and Transportation Officials All rights reserved DuplocJl",n IS a violatIon ofapplocable law -,:l g B ~ ,9 . .. o .- ~~ ~ .5 t,S'V"":" -,:l s:: B 8.'E ij ..9 ~.~ ~ 8.:::' ~ ~ ~ U I..!.= ~ ~- '" a Ef ,g 8 ~ ~ 'il .s $~-s B~.-:. 1: ~o"3 J.l.'" ~ S ; ] "t ~"''''Cll':=: 01 ]oiU8~d-SCl) 8 ~ .8 3 ..: ~ .~ ~ d,,)O- iU-iU""- ':"'::ai.t:~~~ ~ ~.;: c.. ~ ~ 0. ~ o t:: ~ 0 == '1: 6 $l <8~"gc3~8..a .~ j~ :6 a .Ef S;:: o.-d" f8. '3 ~ .9 0 ~-o <2 ~ "'..0 8-0 .;;; ~ ~.2 Q.<> ~~ tt:. ~~ u ct5 ~ '" '- =;;~ 8.~ ,... '" <.> -, ::=~~ cu'& .... C"I_ :s = ~ 'OJ ~ ~ ;is.s; = .... ;\-23 Roadway righting Desigl/ Guide A.5 BIBLIOGRAPHY This bibliography is arranged chronologically. I. Wilken. D.. Burkett, K. et al. (September 200 l). Europeun Row! Lighting Technologies. U.S. Department of Transportation. Federal Highway Administration, International Technology Exchange Program. FHWA-PL-OI-034. ') Green, Bobby, Otkan Culvaci. Sanjaya Senadheera, Karl Burkett, and Gransberg Douglas (October 2002). Eva/uation oj Roadwav Lighting S.vstems Designed hy Small Target I'isihilit)' (STV) Mdhodv. Final Report No. 0-1704-8, Department of Civil Engineering Texas Tech University Lubbock, Texas 79409. 3. Illuminating Engineering Society of North America. (2000), American National Standard Practice for Roadway Lighting. ANSIIIES RP-8-2000. Illuminating Engineers Society of North America, New York, New York. 4. Ministry of Transport, Public Works and Water Management. Directorate-General of Public Works and Water Management. Dynamic PuNic Lighting. (March J 999). Transport Research Centre (AVV), P.O. Box 1031,3000 BA Rotterdam, The Netherlands. 5. Adrian, W. K. et al. (1997) "Amendments in Calculating STV: Influence of Light Reflected from the Road Surface on the Target Luminance." Unpublished Data. 6. Adrian, W. K. (1997). "A Method to Predict Visual Functions and Visual Performance in Mesopic Lighting Levels, " Report prepared for the EPRl Lighting Research Office. 7. Adrian, W. K., (1997). "A Method to Predict Visual Performance in Mesoptic Lighting." Report for EPRI Lighting Research Office, Electric Power Research Institute, Palo Alto, California. 8. Adrian, W. K.. and Gibbons, Ronald B. (1996). "Influence of Observation Angle on Road SurLlce Reflection Characteristics." Proceedings Paper #70. 1996 Annual Conference Illuminating Engineers Society of N011h America, New York, New York. 9. Ellis, R. D.. and Herbsman. Z. (1996). "Illumination Guidelines for Nighttime Highway Work." NCHRP Research Results Digest. No. 216, Transportation Research Board, Washington, D.C. 10. Lewin, I. (1996). "Advances in Measurement Technology tor Vehicle Lighting Systems:' Society of Au/omotive Engineering, Inc.. pp. 107-114. II. Lewin, I., Lin, F., and Sisson. C. (1996). "Accuracy Analysis of Video-Based Photometry," .','ociety o/Alltomotive Engineering. Inc., Society of Automotive Engineering, pp. 1-10. 12. Van Dommelen, C. (\996). "Choosing the Right Lighting for Inspection." Test and Measuremellf ~~()rld, p. 53. 13. Swan len, H., and Schnell, T. (1995). "Loss of Visibility Distance Caused by Automobile Windshields at Night." Transportation Research Record 1495, Transportation Research Board, Washington, D.C., p. 128. 14. Texas Department of Transportation, (1995). Highway Illumination. Trajjic Operations Manlla/. Texas Department of Transportation. Austin, Texas. 15. KahL K. B., and D. B. Fambro, (1994). "Investigation of Object-Related Accidents Affecting Stopping Sight Distances," Transportatiun Research Record 1500, Transportation Research Board. Washington, D.C., pp. 25-30. 16. Kasturi, R. (1994). "A Model-Based Approach for Detection of Runways and Other Objects in Image Sequences Acquired Using an On-board Camera," NASA Langley Research Center Report, National Aeronautics and Space Administration, Langley, Virginia. 17. P.:r:;aud, B. N. and Mucsi, K. ( 1994). "Microscopic Accident Potential Models for Two-Lane Rural Roads." Trampor/ation Research Record 1485. Transportation Research Board, Washington, D.C., pp. 134-139. 18. Zwahlen, H. T.. and Schnell, T. ( 19(4). "Loss of Visibility Distance Caused by Automobile Windshields at Night." Transportation Research Record /495. Transportation Research Board, Washington. D.C., pp. 128--139. '\-24 'j,', 2005 by the American A'soclatlon of State Highway and Transportation Otliclals All rights reserved. Duplication IS a Violation of apphcable law .Ippendix A 19. Campbel L K. ( Il}93). "Recent Research in Developing Accident Typologies." Proceedings of Human Factors Research in Highway Safety, 20. Freedman. M. (1993). "Effects of Reduced Transmittance Film on Automobile Rear Window Visibility." Human Factors, 35(3), pp. 535-550. 21. Janoff. M. S., (1993). "Toward Development of a Visibility Model for Roadway Lighting Design." Journal (ij'the J1/uminating Engineering Society. Illuminating Engineers Society of North America, New York. New York, pp. 122..130. 22. Janoff: M. S., (1993). "Visibility vs. Response Distance." Journal of the lIIuminatinf!, Engineerinf!, Society: :22( I). Illuminating Engineers Society of North America, New York, New York. 23. Janoff, M. S. (1993). "Measured versus Computer-Predicted Luminance in Roadway Lighting Applications." ,Ioumalofthe Illuminating Enginl!ering Society, Illuminating Engineers Society of North America, New York, New York, pp. 75-82. 24. Keck. M. E.. (1993). "Optimization of Lighting Parameters for Maximum Object Visibility and Its Economic Implications." Proceedings, 2nd International Symposium on Visibility and Luminance in Roadway Lighting. Lighting Research Institute, New York, New York. 25. Zwahlen, H. T. (1993). "Effects of Automobile Windshields or Other Optical Filters on the Visibility and Legibility of Targets Within the Driving Context." Transportation Research Record 9../. Transportation Research Board, Washington, D.C. 26. Elvik, R. (1992). "Meta-Analysis of Evaluations of Public Lighting as Accident Countermeasure." Transpurtation Research Record 1../85. Transportation Research Board, Washington. D.C., pp. 112- 123. 27. Campbell, K. (1991). "Accident Typologies for Collision Reduction." VTI Report 37].4. Part I. Linkoping. 28. Hostetter, R. S. et al. (1991). "Trade-Off Between Delineation and Lighting on Freeway Interchanges: Investigation on Transient Visual Adaptation." Repo/'t No. FHW"-RD-91-0../1. U.S. Department of Transportation, Federal Highway Administration, Washington, D.C. 29. Janoff. M. S. (1991). "The Effect of Headlights on Small Target Visibility," Journal of the Illuminating Engineering Society, 21(2), Illuminating Engineers Society of North America, New York, New York, pp. 46-53. 30. Adrian. W. K. and R.V, Topalova (1990). "Visibility Under Transient Adaptation." Trall.\portatiol/ Research Recurd 1317. Transportation Research Board, Washington. D.C., pp. 47-48. 31. American Association of State Transp0l1ation and Highway Officials, (1990). A Policy on Geometric Design ofHig/m'ays and Streets. AASHTO, Washington, D.C. 32. Janoft: M. S.. (19l}O). "A Standard Practice for Roadway Lighting Based on Driver Performance." Journal (if the Illuminating Engineering Society, 19( I), Illuminating Engineers Society of North America, New York. New York. 33. Janoff, M. S., (1990). "The Effect of Visibility on Driver Performance: A Dynamic Experiment." Journal of the Illuminating Engineering Society, Vol. 9, Illuminating Engineers Society of North America, New York, New York, pp. 57---()3. 34. Hair, E. A. and B. L. Green, (1990). "Component Efficiencies from the Operation of the Crosby ton Solar Bowl." Proceedings, 25th Intersociety Energy Conversion Engineering Conference. Dallas, Texas. 35. Zwahlen. H. T.. and J. Yu (1990). "Color and Shape Recognition of Reflectorized Targets Under Automobile Low-Beam Illumination at Night." Transportation Research Record 1327, Transporta- tion Research Board, Washington. D.C.. pp. 1-7. 36. Adrian, W. (1989). "Visibility of Targets: Model for Calculation." Lighting Research and Technology. Vol. 22 (N04), Great Britain. 37. Bodmann. H. w., and H. J. Schmidt (1989). "Road Surface Reflection and Road Lighting: Field Investigations," Lightini!, Research and Tf.'dll1u/ogy. 20(4), pp. 159-170. 38. Box, P. C. ( 1989). "Major Route Accident Reduction by Improvements:' ITE 1989 Compo/(jiulI/ of Technical Papers. pp. 307-310. ,<:, 21.105 by the Amencan ASSOCiatIOn of State HIghway and Transponation Omeials All nghts resef'ed. Duplication IS a ViolatIon of applicable law '\-25 ROlld.l'iIV Lighting Design Guide 39. Janoft~ M. S. (1989). "Subjective Ratings of Visibility and Alternative Measures of Roadway Lighting." Journal of the //II/minating Engineering Sodety; Vol IS, Illuminating Engineers Society of North America, New York, New York, pp. 16-28. 40. Keck, M. E.. (]989). "Effect of Luminaire Arrangement on Object Visibility," Transportation Research Board 1247. Transportation Research Board, Washington, D.C., pp. 17-22. 41. Strickland, S. G, and V. J. Nowakowski (1989). "The Older Driver: A Growing Concern in Roadway Design and Operations." ITE 1989 Compendium (j{Technical Papers. pp. 302-306. 42. Alferdinck, 1. W. and P. Padomos ( 1988). "Car Headlamps: Influence of Dirt, Age, and Poor Aim on Glare and Illumination Intensities." Lighting Research and Technology. 20(4), pp. 195-198. 43. Basset, M. G. et al. (1988). "Measurement of Reflection Properties of Wet Pavement Samples." Journal of the !/Iuminating Engineering Society. Ilium inating Engineers Society of North America. New York. New York, pp. 99-104. 44. Hostetter, R. S. et a!. (1988). "Trade-Off Between Delineation and Lighting on Freeway Interchanges: Investigation on Transient Visual Adaptation, Report No. FHW4-RD-88-223. U S. Department of Transportation. Federal Highway Administration, Washington, D.C. 45. Green, B. L., 0' Hair. E.A., Simpson, T., Krile, T., Jones, W. B.. and W. P. Vann, (1987). "Solar Bowl Subsystems Tests and Analyses," DOE Technical Report, U.S. Department of Energy Contract DE-AC04-83AL2] 557. 46. Jung, F. w.. and A. Titishov (1987). "Standard Target Contrast: A Visibility Parameter Beyond Luminance to Evaluate the Quality of Roadway Lighting," Transportation Research Record 1111. Transportation Research Board, Washington. D.C.. pp. 62-71. 47. Freedman. 1'.1., Decina, L. E., Nick, 1. B., and E. F. Farber (1986). "Rellectivt:: Characteristics of Roadway Pavements During Wet Weather," Final Report, Report /Vo. FHA/RD-8f!/104. Federal Highway Administration, Washington, D.C. 48. Griffin, R. and D. B. Woodham (1986). "Reduced Freeway Lighting. "Repurt CDOH-DTP-R-86- 19, Colorado Department of Highways, Boulder. Colorado. 49. Janoff, M. S., Staplin, L. K., and J. B. Arens (1986). ''The Potential for Reduced Lighting on Roadways." Puhlic Road. 50(2), pp. 33-42. 50. Stein, B., Reynolds. J. S., and W. J. McGuiness (1986). ,^.fechanical and Electrical Equipmenljhr Buildings, 7th Edition, John Wiley and Son, New York, New York, pp. 857-1114. 51. Basset. M. G. and F. W. Jung (1985). "Pavement Retleetion Studies." Transpurtatiun Research Circular N297. Transportation Research Board, Washington, D.C., pp. 12-13. 52. Clear, Robert, and Sam Berman (1985). "Visibility, and Roadway Perfomlance. 1985." Journal of the the Illuminating Engineering Society. 5(2), Illuminating Engineers Society of North America. New York, New York, pp. ]67-180. 53. De Clercq, G, (1985). "Fifteen Years of Road Lighting in Belgium." International Lighting Review 36(/), pp. 2-7. 54. Freedman, M., Decina, L. E., and K. Y. Knoebel (1985). "TratTic Signal Brightness: An Examination of Nighttime Dimming." Report No. FHWA/RD-85/005. Federal Highway Administration. Washington, D.C. 55. Ketron. J. B., (1985). "Reflective Characteristics of Roadway Pavements During Wet Weather." TransportatiulI Research Circular N297IDec 1985), Transportation Research Board, Washington, D.C., pp. 11-12. 56. Lamm, R., J. H. Kloeckner, and E. M. Choueiri (1985). "Freeway Lighting and Traffic Safety~ A Long-Term Investigation." Transportation Research Record 1027. Transportation Research Board, Washington, D.C., pp. 57--63. 57. Loch, H. C. (1985). "Roadway Lighting Calculations in Perspective." Journal ufthe Illuminating Engimering Society, ~()1. 12, Illuminating Engineers Society of North America, New York. New York. pp. 663-669. 58. Sanderson. J. T. (1985). "An Analysis of Accidents on Freeways With and Without Lighting." Report No. NTS85/2. Royal Automobile Club of Victoria. Australia. 0\-20 (C' 2005 by the Amencan ASSOCiatIOn of State Highway and Transportallon OffiCials All nghts resef'ed Duplication IS a ""Iallon of applicable law Appendix A 59. Shelby, B. Land B. G. Howell (1985). "Comparative Analysis of Roadway Lighting Using Both CIE 19/2 and Adrian's Delta L" Juurnal ufthe Iffuminating Engineering Societ): Illuminating Engineers Society of North America, New York, New York. pp. 181-211. 60. Anderson. Kyle A., W. J. Hoppe. P. T McCoy, and R. E. Price (1984). "Cost- Effectiveness Evaluation of Rural Intersection Levels of Illumination." Transportation Research Record N995. Transportation Research Board. Washington, D.C., pp. 47-48. 61. Jung, w., Kazakov, A., and A. L. Titshov (1984). "Road Surface Reflectance Measurements in Ontario." Transportation Research Record 996, Transportation Research Board, Washington, D.C., pp.24-37. 62. Basset. M. G., et al. (1983). "Automated Facility for Measurement of Pavement Sample Reflectance Characteristics," Transportation Research Record 90-1, Transportation Research Board, Washington. D.c.. pp. 87-91. 63. Frantzeskakis, J. M. (1983). "Accident Analysis on Two Non-Controlled Access National Highways in Greece." Institllle u/Traffic Engineers Journal, 53(2). pp. 2632. 64. Helms, R. N. (1983). "Methodology for Determining Pavement Reflectivity for Roadway Luminance Calculation." Transportatiun Research Record N904, Transportation Research Board. Washington, D.C., pp. 80-86. 65. Illuminating Engineering Society of North America, (1983). "Proposed American National Standard Practice for Roadway Lighting." Juurnal uf the Illuminating Engineering Sodety, 12(2), Illuminating Engineers Society of North America, New York, New York. pp. 146--196. 66. Janoff, M. S., Freedman, M., and L E. Decina (\983). "Partial Lighting of Interchanges," NCHRP Report :756, National Cooperative Highway Research Program, National Research Council, Washington, D.C. 67. National Cooperative Highway Research Program (1983). "Practical Guide for Minimizing Tort Liability'" NCHRP Synthesis 106, Highway Research Board National Research Council, Washington, D.C. 68. Olson. P. L., and M. Sivak (1983). "Improved Low-Beam Photometrics." National Highway Traffic Safety Administration, Report No. DOT HS-9-02304, U.S. Department of Transportation. National Highway Traffic Safety Administration, Washington. D.C. 69. Olson, P. L.. and M. Sivak (1983). "Improved Low-Beam Photometries." 1983. Report No. DOT HS-806-..J87, Department of Transportation. National Highway Traffic Safety Administration, Washington, D.C. 70. Finch. D. M. (1982). "Roadway Visibility Using Minimum Energy." Transportation Research Record855, Transportation Research Board, Washington, D.C., pp. 7-12. 71. Freedman M., and P. S. Davit (\982). "Improved Conspicuity to the Sides and Rear of Motorcycles and Mopeds." Final Report, Report No. DOT HS-806-377, Department of Transportation, National Highway Trame Safety Administration, Washington, D.C. 72. CIE (1981). "An Analytic Model for Describing the Influence of Lighting Parameters Upon Visual Performance." CIE Report No. 19/2. International Commission on Illumination. 73. Richards, S. H. (\981). "Effects of Turning Off Selected Roadway Lighting as an Energy Conservation Measure." Transportation Research Board Record N811, Transportation Research Board, Washington, D.C.. pp. 23-25. 74. Freedman, M. (1980). "National Accident Sampling System: Establishment and Operation of the Primary Sampling Unit in Delaware County, PA, \977-80." Report No. DOT-HS-805 ]75, Department of Transportation, National Highway Tramc Safety Administration. Washington, D.C. 75. Los Angeles Bureau of Street Lighting: (1980). "Intersection Traffic Accident Reduction Through Improved Street Lighting." OTS Project 127803 Repurt. Department of Public Works, City of Los Angeles. California. 76. Scott, P. P. (1980). "The Relationship Between Road Lighting Quality and Accident Frequency." TRRL Lahoratory Report 929. Department of Transportation. National Highway Tramc Safety Administration, Washington, D.C. 'c) 2005 by tbe Amencan Association of State Highway and Transportation Otlicials All rigbt> reserved Duplication IS a Violation of applicable law' A-27 Roadway Ugh/in? Design Guide 77. U.S. Environmental Protection Agency, (1980). Interim Guidance for Visibility Monitoring, Environmental Monitoring System Laboratory, U.S. Environmental Protection Agency, Washington, D.C. 78. Merritt, J. 0., Newton, R. E., Sanderson, G. A., and M. L. Seltzer (1979). "Driver Visibility Quality: An Electro-Optical for [n-Vehicle Measurement of Module Transfer (MTF)." U.S. Department of Transportation, National Highway Traftic Safety Administration. Washington, D.C. 79. Nielsen. B. et al. (1979). "Effects of Wear and Composition on Road Surface Reflection Properties," CIE Proceedings (19th session). International Commission on Illumination. pp. 425--432. 80. Scott. P. P., Cobb, J., Hargroved, R. A., and A. M. Marsden (1979). "Road Lighting and Accidents," CIE Proceedings, International Commission on Illumination, Kyoto, Japan. 81. Hall, R. R., and A. J. Fisher (1978). "Measures of Visibility and Visual Performance in Road Lighting." ARRB Research Report No. 74, Australian Road Research Board, Victoria. Australia. 82. Hilton, M. H. (1978). "Continuous Freeway Illumination and Accidents on a Section of Route [-95." Report J'HTRC 79-R.J, Virginia Highway & Transportation Research Council, Richmond, Virginia 83. Koth, B. et al. (1978). "Vehicle Fog Lighting: An Analytical Evaluation." Report No. D07~HS-803 4-17, Department of Transportation, National Highway Traffic Safety Administration, Washington, D.C. 84. National Cooperative Highway Research Program (1978). "Cost and Safety EtTectiveness of Highway Design Elements." NCHRP Report No. 197. Highway Research Board National Research Council, Washington, D.C. 85. Van Bommel. Wout J.M., (1978). "Design Consideration for Roadway Lighting." Journal of the J/luminating Engineering Society, Illuminating Engineers Society of North America. New York, New York, pp. 4{).....46. 86. Blackwell, O. M., and H. R. Blackwell (1977). "A Proposed Procedure for Predicting Performance Aspects of Roadway Lighting in Terms of Visibility." Journal (Il the J1/lIIninating Engineering Socief); Illuminating Engineers Society of North America. New York, New York. pp. /48-166. 87. Fisher, A. J. (1977). "Road Lighting as an Accident Counter-Measure." Australian Road Research, 7( 4), Austral ian Road Research Board. Victoria, Australia, pp. 2-16. 88. Gordon. P. (1977). "Appraisal ofYisibility on Lighted Dry and Wet Roads." Lighting Research and Technology 9(4), pp. 177-188. 89. Janoft~ M. S., Koth, B., McCunney, Freedman, M., Duerk. and M. Berkovitz (1977). "Effectiveness of Highway Arterial Lighting." 1977, FHWA-RD-77-37, Federal Highway Administration, Washington, D.C. 90. Ketvirtis, A. and P. J. Cooper (1977). "Detection of Critical Size Object as a Criterion for Determining Drivers Visual Needs." Proceedings. 76th Annual Meeting of the Transportation Research Board, Washington, D.C. 91. Moerman. J.J. B. (1977). ., Accuracy of Photometry of Retroreflectors and Retroreflective Materials." Journal of the Illuminating Engineering Society, 9(2), Illuminating Engineers Society of North America, New York, New York, pp. 85-91. 92. C[E (1976). "Calculation and Measurement of Luminance and \1Iuminance in Road Lighting." ClE Publication 30, International Commission on Illumination. 93. Gallagher, Vincent P. (I (76). "A Visibility Metric for Safe Lighting of City Streets." Juurnal oj'the Illuminating Engineering Sudety, 5(2). Illuminating Engineers Society of North America, New York, New York, pp. 85-9 I. 94. Ellis, K. L. (1976). "Measurement of Directional Reflectance of Pavement Surfaces and Development of Computer Techniques for Calculating Luminance." Journal of the II/uminatil/g Engineering Society, 5(2), Illuminating Engineers Society of North America. New York, New York, pp.118-126. 95. Frederiksen, E. and K. Sorensen (1976). "Reflection Classification of Dry and Wet Road Surfaces." Lighting Research and Technology, Ii(./). pp. /75-186. ,.1,,-18 \02005 by the American A'soclatlOn of State Highway and TransportatIOn Oftlcials All rights reserved Duplication IS a VIolation of applicable law Appelldix A 96. Holmes, J. G. (1976). 'The Road Surface Is Part of the Road Lighting." Light, Lighting and Environmental Design. London, England, p. 204. 97. Lewis, Alan L. (1976). "The effects of Illumination and Contracts on Visual Processes Affecting Comfort and Performance." Lighting Design and Applications. 0(1), Illuminating Engineers Society of North America, New York, New York, p. J 6. 98. Marsden, A. M. (1976). "Road Lighting--Visibility and Accident Reduction." Puhlic Lighting, 4/ (/75), Association of Public Lighting Engineers, pp. 106-111. 99. Waldram, J. M. (J976). "Safety on the Road at Night." Light and Lighting and Em'ironmental Design. London, England, pp. 184-187. 100. Wright, W. D., ( J 976). "Seeing to Drive at Night," Light and Lighting and Environmental Design. London. England pp. 188-189. 101. Gallagher. v.. Koth B., and M. Freedman (J (75). "The Specification of Street Lighting Needs." Report No. FHWA-RD-76-J7. Federal Highway Administration, Washington, D.C. 102. RackotT, N. 1. and T. H. Rackwell ( 1(75). "Driver Search and Scan Pattern in Night Driving." Ohio Department (If Transportation and The Federal Highway Administration. Special Rep0l1 156. Columbus. Ohio. 103. Walton. N. E. (1975). "Fixed Illumination as a Function of Driver Needs." Ohio Department of Transportation and The Federal Highway Administration, Special Report 156. Columbus, Ohio. 104. Rinalducci, E. J. et a!. (1974). "Losses in Nighttime Visibility Caused by Transient Adaptation." Journal of the Illuminating Engineering Society. Illuminating Engineers Society of North America, New York, New York, pp. 336-345. 105. Helmers, G. and K. Rumar (1973). "Obstacle Visibility in Rural Night Driving as Related to Road Surface Retlective Qualities." Transportation Research Record N502, Transportation Research Board, Washington, D.C., pp. 58--69. 106. Box, P. C. (1972). "Comparison of Accidents and Ilium ination." Highway Research Recurd 4/ O. Transportation Research Board, Washington, D.C., pp. 1--9. 107. King. E. L. (1972). "Luminance Versus Luminance." Highway Research Board Special Report 134. Transportation Research Board, Washington, D.C., pp. J 0-18. 108. Meese. G. E. (J972). "Vehicular Lighting Systems for Two-Lane Rural Highways." Highway Research Board Special Report /3-1, Transportation Research Board, Washington, D.C., pp. 41--65. 109. Box. P. C. (1971). "Relationship Between Illumination and Freeway Accidents." Journal of the Illuminating Engineering Society 66(5). pp. 365-393. 1 J O. Hochreither, F. c., (1969). "Analysis of Visibility Observation Methods." System Development OtJice Test and Evaluation Laboratory Report. U.S. Weather Bureau. Sterling, Virginia. III. King, L. E. and D. M. Finch (1968). "A Laboratory Method for Obtaining Pavement Retlectance Data." Highway Research Record No. 2/6, Transportation Research Board. Washington, D.C.. pp.23-33. 112. Strickland, 1., Ward, B., and M. J. Allen (1968). "The Effect of Low- vs. High-Beam Headlights and Ametropia on Highway Visilbility at Night." American Journal oj' Optometry and Archives of American Academy o(Optomelly, 45(2). 113. Finch, D. M., King, L.. and K. L. Ellis (1967). "A Simplitied Method for Obtaining Pavement Retlectance Data." Highway Reseurch Record 179. Transportation Research Board, Washington. D.C, pp. 53--60. 114. National Cooperative Highway Research Program (1967). "Effects of Illumination on Operating Characteristics of Freeways." NCHRP Report No. 60. Highway Research Board, National Research Council, Washington. D.C. 115. Richards, O. W. (1967). "Visual Needs and Possibilities for Night Driving: Part 2." The Optician. /54(3999). p. 523. 116. Richards, O. H. (1966). "Vision at Levels of Night Road Illumination." Transportatiun Reseurdl Rel'Ord /79, Transportation Research Board. Washington. D.C., pp. 61-66. 1(12005 by the Amencan ASSOCiatIOn of State Highway and Transportation Omcials All nghts reserved DuplICation IS a Violation of appl1cable law ,,\-29 Roudway Ligllling Design Guide 117. Waldram, J. M. (1966). "The Design of the Visual Field in Street: The Visual Engineer's Contribution." Transw;tions, 31(1), Illuminating Engineers Society of North America, London, England, Fitzpatrick. J. T. (1960). "Unified Reflective Sign, Pavement. and Delineation Treatments for Night Traffic Guidance." Highway Research Board Bulletin No. 255. Transportation Research Board, Washington. D.c.. pp. 138-145. Haber, H. (1955). Safety Hazard of Tinted Automobile Windshields at Night." Optical Society o{ America, 12(6), pp. 1-15. CI.istie, A. W. (1954). "Reflection Characteristics of Pavement Surfaces." H/f;hway Researl'h B(h,rd Bulletin No. R9, Transportation Research Board, Washington. D.C., pp. 21-37. Heath, W. and D, M. Finch (1953). "The Effect of Tinted Windshields and Vehicle Head Lighting on Night Visibility," Bulletin 68, Highway Research Board, National Research Council, Washington, D.C. Roper. V. J. (1953). Bulletin 68. Highway Research Board, National Research Council, Washington. D.C. Finch. D, M. and A. E. Simmons (1950), "UnifOlmity of Illumination in Highway Lighting." l/Iuminafing Engineering "5, p. 56l. Blackwell. H. R. (1946). ''Contrast Thresholds of the Human Eye:' .Jllurnal of the Optical Society o./America, 36(11). Waldram, J. M. (1938). "The Revealing Power of Street Lighting Installation:' Transactions. Illuminating Engineers Society of North America, London, England. 118. 119. 120. 121. 122. 123. 124. 125. A-30 ~l 2005 bv the American ASSOCiation "fState Highway and Transportation Ofticlals All rights reserved. Duplicat,nn IS a V10latllln of applicable law Appendix 8 Lighting Basics Purpose of Roadway Lighting The general purpose of roadway lighting is to provide improved safety, security, and aesthetics for the various users of the roadways and associated facilities. User. The term users may include vehicle operators (autos. trucks. buses. motorcycles. bicycles), pedestrians, and other citizens of the community. R()atlwa}~ Roadways are defined as freeways, highways, and city streets of various types. A.~s()cialetl Facilities. Associated facilities include appurtenances of a traffic and non-traffic nature. Traffic appurtenances include physical teatures along the roadway such as traffic barriers, bridge piers. roadside ditches, curbs, channelization, etc. Identifying roadways that need lighting and designing lighting systems to improve driver visibility requires an understanding of what drivers need to see. Driving safely and etliciently requires a constant flow of information relative to the roadway. traffic, and environmental conditions. Physical Characteristics of Light and Vision Ligltt as Radialll Energy Light may be defined as that portion of the electro-magnetic spectrum detectable by human vision- between 380 nanometers (nm) and 780 nm. The detection of radiant energy within those limits depends on many factors. including the relative sensitivity of the eye to the incident flux. While the unit of radiant power is the watt, the unit used to describe the effective power of light is known as the lumen (1m). The lumen is a measure of the time rate of flow of radiant energy into the eye. multiplied by the sensitivity of the eye. for each wavelength of the incoming radiant energy. Knowledge of the luminous nux (total lumen output) of a source does not provide intormation on the distribution and eventual usefulness of the emitted light, nor is it instructive regarding our perception of the light source. The luminous intensity of a light source is a measurement of the luminous flux of the source in a given direction. per unit solid angle (steradian), in units of candela (cd). The illuminance is a measurement of the total luminous flux striking or passing through a given area. Illuminance is measured in lumens per area-either lux (Im/m2) or footcandles (lm/ft1), abbreviated (fc). Thus. the amount of light striking a road surface from a system of fixed roadway lighting luminaires is the illuminance provided by the luminaires. When light is emitted from an extended area, such as from a fluorescent lamp fixture or light reflected off a wall or road surface. the eye cannot sum all of the observed flux into a single value of luminous intensity. Instead. the eye reacts to the luminous intensity emitted in the direction of the observer over some discrete observation area. For measurement purposes, we speak of the luminance of a source. which is the luminous intensity per unit area orthe source, in units of cdim2 or cdift2. Luminance is often described as the "brightness" of an object; however. the two are very different. Luminance is a ,(; 2005 by the Amencan AssoclatiDn Df State Highway and Transponatlon OffICIals All nghts reserved DuplicatIon IS a Violation of applicable law B-1 RoodlV"y Li}.!h/;n,f!, Desigl/ Guide physical phenomenon. and is independent of the observer or surrounding conditions. Brightness is a physiological phenomenon used to describe the sensation of what is perceived. It depends on the adapta- tion of the eye and the relative luminance of the object and its surroundings. For example. the moon looks bright against the dark night sky and dim when seen against the daytime sky but its measureu luminance is a constant value. When assessing colors, the saturation of the color-that is, how nearly monochro- matic the stimulus is-also intluences the sensation of brightness. Note that luminous intensity is a measurement of the light emitted from a source in a given direction, per steradian. and does not change with the distance from the source. The illuminance provided by a light source is, however, dependent on the area illuminated. As the source is moved towards or away from a given surface the illuminated area changes and the illuminance. likewise changes. The luminance of a source is the luminous intensity emitted by a unit area of the source in a givetl directio/l. LInd does nor change with distance. Transmittance The luminous transmittance of a substance is a measure of its capability to transmit light through the material. The nomenclatures for luminance transmittance are: . transmittance . transmission factor . coefficient of transmission . transmission coefficient. These terms are useu interchangeably. The transmittance is the ralio oflhe total transmitted light to the total incident light. Transmittance must be used cautiously because materials may be wavelength selec- tive in transmitting light: so a spectral analysis of incident and transmitted light is sometimes called for if a material is selective in a wavelength of interest. For this study. the wavelengths of interest are restricted to visible light, so we will easily recognize a wavelength selective filter. In general the transmission coef- Iicient should refer to materials displaying non-selective absorption characteristics. Reflectance The ratio of retlecteu I ight to incident I ight is refelTed to by any of the follow ing: . retlectance . reflectance factor . reflectance coefticient. Retlectance is a measure of the light that bounces off a surface and is not transmitted. (fhalf of the inci- dent light is bounced off the surface, the surface retlectance coefficient is 0.5 or 50 percent. If a beam of light retlects from a smooth surface. the retlection is known as specular and retlects away /Tom the sur- face as a single beam of light. If the surface is very rough. the reflections for a beam of light are sCJttered by the multifaceted surface. The light retlects in all directions away /Tom the surface, and the reiiection is called diftuse. Refraction The speed of light in a material, Vm. and the speed of light in free space. CO' are related to the index ul refraction. 11, by the following: c n =---'"-- vm (B-1 ) 11-2 02005 by the Amencan AssociatIOn of State Highway and Transportation Ofticlals All nghts reserved DuphcatlOn IS a Violation of applicable law AfJpendix B The index of refraction, 11, is always greater than I: therefore. Vm is always less than, c,}" 9i =9rfl rellecte~ .~ incident'. 9i 9rit .' 'lransmited . ' ,). refracted nl : 9r1a- . , reflected n2 Snell'LaW refracted .. n1 sin 91 = n2 sin 92 for the angles of refraction n1 .at transm itted " Figure B-1. Specular ray tracing model. . Incidence radiation, 10' @ Incidence angle, 6,. . Reflected radiation. IrjI' @ Reflected angle. 6rj1. . Transmitted radiation, I" @ Refracted angle, 6ifQ' . The angle of incidence is equal to the angle of retlection, V, = 6rj1. Refraction takes place at a boundary where indices of refraction change. The incident angle and the refracted angle are related by Snell's Law, and reflect differences in speeds of light in the respective mediums. Snell's Law: 11( sin 61 = 112 sin 62, Transmission angle, 6" Absorption Each time refraction takes place at a boundary, a portion of the incident light passes from medium, 111, to medium, 112, and the portion is transmitted. If the material is glossy some of the energy is converted from visible radiation to infrared radiation (heat) and lost (from the visible spectrum). The losses are absorption losses. Absorption losses are exponential with distance sllch that I(x) = fo<!2kx ( B-2) where: 10 is the incident radiation entering the material x is the distance traveled through the material k is the loss coefficient for the material e is 2.718281... Absorption losses are losses due to energy transformation from higher energy. visible light to lower energy. infrared non-visible light. Changing the radiation from the visible spectrum to the non-visible spectrum is thought of as a loss to the visible spectrum and a loss to an observer. Diffusion Diffuse retlections are due to first sllrface roughness and retlections at the boundary surface. f' 2005 hy Ihe Ameflcan ASSOCiation of Stale H Ighv.ay and Transportation Ollic/als. All flghlS reserved Duplication is a Violation of applicable law 13-3 ROl/chHty Ugh/ing Design Guide ~,~, ~J~",. ~ ,"4 4 , ,. ~ -, diffuse reflection Figure B-2. First surface diffuse reflections. Diffuse transmissions are due to second surface roughness and refraction at the second surtace boundary. 1:/" _"'..Jt ",~" ~ diffuse refraction Figure B-3. Second surface diffuse refraction and transmissions. diffl.se reflection or refractiro / \-nax . diffLSe reflection or refractiro \-nax . ~'e -""~ r.:. II , 1(6) ',1(9) a) lambertian distribution 1(9) = \-nax cos( 9) b) lambertian distribution 1(9) = ,,"ax cos( a) Figure B-4. Lambertian reflection or refraction/transmission distribution. Lambertian distribution, I(e) = Imax cos(e), is a diffuse retlection distribution or refraction distribution due to the surface characteristics of a material. The roughness of the surface determines the reflection and refraction directions. Surfaces are not flat so the reflections, refractions, and transmissions have a partial specular charac- teristic and a partial diffuse characteristic as shown in Figure B-5. flj : ~_rfl::..-../-:refiected incident" . n1 ~:< llrta-- . -. refracted ~.. .'~' .at - '- - - ""- ~ '. transm itted "~ n2 n1 Figure B-5. Reflection and transmission distributions. B-<t -02005 by the American ASSOCiation of State Highway and Transportation OffiCials. All rights reserved Duplication IS a Vlolal1on of appllcahle law -'/)pendix B Most surfaces are somewhat smooth and somewhat rough, so we get both a diffuse retlection and a specular n:tlection. The retlectance is a measure of the total light reflected from the surface of any mate- rial. The retlectance does not depend on whether the surface is diffuse or specular: all the reflected light is measured. The ratio of incident light lost in a material is called the absorption coefficient. The absorbed light is not lost, it is simply changed from visible wavelengths to lower energy, non-visible wavelengths usually in the infrared. The sum of the transmitted, reflected, and absorbed light is equal to the incident light. The transmitted light may also be ditfused after it passes through some material. but the total amount of light passing through the material is used in the transmission measurement to determine the transmission coefficient. Just as the total retlected light is used in the retlectance measurement to obtain the retlection coetlicient. Vision and Visibility Humans rely primarily on visual information to interact with their environment. Anatomy of the Eye The process of vision begins with the eye. the sensory organ responsible for detection of light. The photoreceptors within the eye are located in the relil1u, a thin covering on the back, inner surface of the eye. There an: two types of photo receptors, rods and cones, which form the basis oftwo-receptor systems. While the processes that link detection of a visual signal within the eye to comprehension of that sig- nal by the brain are not well understood. there are models that provide good correlation between stimuli and reported observations. One precept lor these models is the duplicity theory of vision, which postu- lates that the receptor systems of the rods and cones are independent. with their own particular properties. Note that detection of a visual stimulus is evaluated over the entire receptor system, including the recep- tors and the neural network that processes, encodes, and transmits signals to the brain. CORNEA ~~ C:L[ARY MUSCLE Figure 8-6. A horizontal cross-section of the human eye. . Approximate length from cornea to fovea of retina is 24 mm. . Thickness of choroid is about 0.05 mm, and the sclera 1.0 mm. () 2005 by the Amencan AssoClat.on of State H.ghway and Transportation Otlk,als All nghts reserved Ouplicatlon.s a Vlolat.on of applicable law B-5 Roadwuv Lighting f)esign GI/ide There are approximately 120 million rod receptor cells and 6.5 million cone receptor cells in the human eye. The rod receptor system is more sensitive at very low light levels. but generally provides poor visual acuity and no color discrimination. The peak sensitivity of the rod system is at a wavelength of 507 nm. The cone system is comprised of three different cone receptor cells (commonly called blue, green, and red cones), with different sensitivity functions, and is responsible for color vision. The overall sensitivity curve of the system is at about 555 nm. The cone system also provides relatively high visual acuity, but requires significantly higher light levels to function. Visual Functions of Rods and Cones The three visual functions provided by the two receptor systems (rods and cones) are scotopic, pho- topic, and mesopic vision. Descriptions of each follow. Scotopic Vision. At luminance levels below about 0.05 cd/m2, there is insufficient light to activate the cone receptor system, and vision is provided solely by the rod system. Scotopic vision is commonly called "night vision." There is no sensation of color in scotopic vision. Photopic Vision. At luminance levels above 3 cd/m2, the rod system is effectively shut down through interaction with the cone system, and cones are the principal active elements. Central (foveal) vision is good, and normal color vision is possible. Mesopic Vision. At luminance levels betw'een those suited for scotopic and photopic vision, both recep- tor systems provide visual infomlation. Which system provides specific visual cues depends on the actual luminance level and the relative spectral sensitivities of the two systems. Typically, at the lowest mesopic levels. the cone receptor system only functions at longer wavelengths. As the luminance level increases, the cone system essentially turns the "gain" down on the rod system, preventing glare and allowing the cone system to predominate over increasingly shorter wavelengths. Thus, at very low mesopic levels. red will be the first color a person can detect, with blue the last color detectable as the luminance level increases. Color Vision A model of human color-vision is based on the opponents theOl:v. This theory postulates that signals from blue cones are compared against the summed signals of green and red cones to provide a value along a blue-yellow axis. Signals from the green cones are compared against that of the red cones to provide a value along a green-red axis. Finally. the summation of the green and red cone signals provides a lumi- nance value. These three values allow the brain to identify the color in a color space. Note that although there are three types of color receptors, there are only two chromatic channels and one luminance chan- nel for our color vision system. Distribution of Visual Sensitivity Within the Eye Cone density is greatest in the fovea. a small area at the visual axis of the eye, and drops off rapidly to a minimum at about 10 degrees of eccentricity. Cone density remains fairly uniform from 10 degrees eccentricity to the limit of the retina. Rods are absent in the fovea, and then increase rapidly in number to a maximum density at about 18 degrees of eccentricity. Beyond 18 degrees the rod density falls gradually. but remains signiticantly higher than cone density. Clusters of rod and cone receptor cells are linked to individual ganglion cells. which provide the actual signals to the brain. Thus, each "pixel" of the retina, which creates an image of what we are observing. will have more than one receptor cell contributing to B-6 \)2005 by the Amencan ASSOCiation ofStnte Highway and Transponation OtTiclals All rights reserved DuplIcatIOn IS a violation of applicable law lppmJIX 13 the production of a neural signal. This clustering of receptor cells increases the sensitivity of the visual system, but puts a limit on visual acuity. In the fovea, where there is a very high density of cone receptor cells and no rods. the area occupied by a cluster of receptor cells is extremely small. resulting in the small- est pixels within the retina. The fovea provides the highest resolution capability of the eye. and is the sec- tion of the eye where we will instinctively try to focus a task-image. With no rods. and the smallest number of receptor cells per ganglion cell. the fovea is also the least sensitive area of the retina, requiring the highest level of luminance for vision and a complete insensitivity under scotopic conditions. Towards the periphery of the retina, the clustered receptor cells occupy larger areas, resulting in lower image res- olution. Night Driving Conditions Most night-driving situations occur under conditions of mesopic vision. although a well-designed roadway lighting system can approach the photopic vision range in luminance. Visibility Visibility is the quality or state of being perceptible to the eye. In many applications, visibility is defined in terms of the distance at wh ich an object can be just perceived by the eye. In other situations. visibility is defined in terms of the contrast or size of a standard test object, observed under standardized viewing conditions. having the same threshold as the given object. Factors that directly influence visibil- ity for drivers include: . the lum inance of objects on or near the roadway . the luminance of the roadway and other backgrounds against which objects are viewed . the size of an object and the identifying details of the object . the contrast between an object, or the roadway. and is surroundings . the time available for detection and recognition of objects . the presence of glare from on- and off-roadway light sources (including other vehicular lighting) . the driver's physical and mental condition (including visual ability) . the condition and cleanliness of a vehicle's windshield. TABLE B-1. Variables Associated with the Components of Visual Acuity Component Primary Variables Secondary Variables Task . size . type of object . luminance . degree of accuracy required . contrast . moving or stationary target . exposure time . peripheral patterns Lighting Conditions . illumination level . luminance ratios . disability glare . brightness patterns . discomfort glare . chromaticity Observer . illumination level . subjective impressions . disabil ity glare . psychological reactions . discomfort glare 'C 2005 by tbe American ASSOCIatIon of State Highway and TransportatIon OffiCials All rights reserved DupltcatlOn" a VIolation of appltcable law f\-7 Roadway Ligh/ing Design Guide Visual Acuity There are three components to visual acuity in any seeing task: the task, the lighting conditions. and the observer. Each of these acuity components has primal)' and secondal)' variables associated with it (Stein et aI., 1986). as shown in the following table. Visual Size The visual size of any detail that needs to be seen is a function of its physical size and its distance from the point of observation. By combining these two dimensions. one can express the size as a visual angle, which usually is measured in minutes of arc. Thus. the farther a given object is from the eyes. the smaller its visual size becomes. Various types of test objects. three of which are shown in Figure B-7, have been used for evaluating the size discrimination ability of the eye. In each case, the critical detail that must be discriminated is indicated by the dimension d. So for a constant viewing distance. the visual angle sub- tended at the eye by d is the same for the three objects. even though the maximum dimensions are different. Another often-used way of expressing the size threshold of the eye is in terms of visual acuity. Quantitatively, this is the reciprocal of the visual angle. It often is defined as the ability of the eyes to resolve small detail. In driving, two types of visual acuity are of concern: static and dynamic visual acuity (explanations follow). L, I I I '---1 . I L..J ,,-j //~--~, ,/ /---\ '\\, I (I ~~ , " II ---r \." // I \', .~____~ /1 ~// , _ r----~ r':1 i D[ JdL Figure B-7. Commonly used test objects for determining size discretion and visual acuity. Static Vi.mal Acuity. Static visual acuity occurs when both the driver and the object being viewed are station3l)'. Static visual acuity is a function of background brightness, contrast, and time. With increasing illumination, visual acuity increases up to a background luminance of about 32 cd/m2, and then remains constant despite further increases in illumination. Static visual acuity also increases with increasing con- trast of the object. Optimal exposure time for a static visual acuity task is 0.5 to 1.0 second when other visual factors are held constant at some acceptable level. Dynamic Hmal Acuity. When there is relative motion between the observer and an object. such as occurs in driving. the resolving ability of the eye is ternled dynamic visual acuity. Dynamic visual acuity is more ditlicult than static visual acuity because eye movements are not generally capable of holding a steady image of the target on the retina. The image is blurred, and therefore, its contrast decreases. The conditions favorable for dynamic vi~ual acuity are slow movement. long tracking time, and good illumi- nation. These are rarely found in the nighttime driving environment, but are very important for sign read- ing, distance judgment. object discrimination, and other dynamic visual acuity tasks. B-8 (\ 2005 hy the American ASSOCiation of State Highway and Transportation Ofticlals. All rights reserved DuplicatIOn IS a VIolation of applicahle law AI-'pcnd;x B Contrast and Visibility Level The contrast between an object and its surroundings is one of the key detemlinates of visual acuity. The contrast (C) of an object to its background is defined as L - L C=" h L" (B-3) where Lv and Lh are the luminances of the object and the background. respectively. Recognition of an object is most often based on a discrimination of the luminance ditTerences. For nighttime conditions, an obstacle may appear as a dark area against a bright background (negative contrast), or it may appear as a bright area against a dark background (positive contrast). Contrast lhreshold, cle. is the level of contrast required for an object to be discemable, usually with a probability of detection of 50 percent, for a spec- ified condition. The ratio of the actual contrast to the contrast threshold is designated the visibi/ily level (VL): C VL=- C (B-4 ) A Vi of less than one indicates that there is a low probability that an object will be detected. As VL increases above a value of one, the probability of detection also increases. Note that even with a high value of VL, there is no certainty of detection, rather only an increasing probability. Detection relies on several factors other than contrast. including the amount of time available to make an observation, the physical and mental state of the observer. and the presence of glare. Illuminance and Luminance Evaluations The calculation of the illuminance at a point, whether on a horizontal, vertical, or inclined plane. con- sists of two parts: the direct component and the retlected component. The total of these two components is the illuminance at the point in question. Of the methods for determining the direct component of the illuminance, two methods-inverse square and illumination charts and tables-can be used for evaluat- ing the effect of inclination. Inveru-Square Method/or Calc:ulating Illuminance. Variations in the formula for the inverse-square law are used to determine the illuminance at definite points. where the distance from the source is at least five times the maximum dimension of the source. In such situations. the illuminance is proportional to the square of the distance from the source. The illuminance on a horizontal plane (Eh). as measured at a point defined by a set of angles from a given light source (<<I>,Y). illustrated in Figure A-4, is expressed as: E = /(~,'Y)cos'Y h D1 (B-5) ,~, 2005 hy the American Assocla110n of Slale Highway and Transporla110n Olflctals All rights reserved Duphcatlon IS a Violation of applicahle law B-<J Roadwuy Lighling Design Guide where: 1($,1) = luminous intensity of the source in the direction of the point in question; D = actual distance from the light source to the point in question; H = vertical mounting height of the light source above the horizontal plane; cp = the angle from the light source reference axis to the point in question; and 1 = the angle from the nadir of the light source to the point in question. For a horizontal plane, cos 1 = H/D. Therefore: E = l(cp.y)cos'y "I, HZ lB-6) Pavement Surface Luminance The luminance ofa surface (L) is detined as the luminous flux per steradians emitted (reflected) by a unit area of surface in the direction of the observer. When the unit oftlux per steradians is candela and the area is measured in square meters. the unit ofluminance is candela per square meter (cd/m2). The surface luminance at a point can be calculated if the retlectance coefficient at the point. based on the incidence angles, q(I3,Y). and the illuminance value are known: I L = - Ehq(P, y) 11" (B-7) where: Eh = illuminance at the point in question. as defined in Equation (B-6); and q(l3.y) = the directional reflectance coefficient for angles of incidence \3 and y. By combining Equations (B-6) and (B-7). the luminance of the pavement surface can be calculated as: L = q(p, y)l(cp, ..,)cos' y 1I"H' (B-8) A Ithough a simple concept of the quantity of light reflected by a surface is assessed from the retlectance coefficient, q(\3,y), the distribution pattern depends on the surface characteristics and the angular relationship between the light source, the point in question, and the observer position. In princi- ple, two types of reflectance are identified: diffuse and specular (mirror). New fallen, dry snow is an example of a diffuse surface. whereas a smooth. wet road is a good example of a specular surface. Most road surfaces provide a mixture of diffuse and specular reflectance. In practice. q(\3,y)cos3 1 is expressed as a reduced coefjicient afreflectance. R, and is given in a table for each road surface classification (see IESNA RP-8-00, Tables A I-A4). Additional discussion of the Coetlicient of Pavement Reflectance. and the reduced coefficient of reflection, is found later in this Appendix. Accuracy of calculations of pavement luminance depends on the following factors: . whether the photometric data used to detennine the candlepower intensity at a particular angle correctly represent the output of the lamp and luminaire . whether the directional reflectance table accurately represents the reflectance of the actual surface . atmospheric attenuation factors. sllch as mist or fog. B-l0 {, 2005 by the American AssocJatlOn of State Highway and Transportation Olficlals All rights reserved. Duplication IS a violatIon ofapplrcablc law Appendix R Field Evaluation of Installed Systems The difference between predicted and calculated point luminance values can be substantial. One study (Janoft~ 1993) found "almost no consistent relationship between measured and predicted point- wise luminances at 84 m (275 ft) distances." And, "for luminances the differences between measured and predicted can be attributed to a number of well known. but not easily quantifiable conditions. For background luminances the differences result from the nonuniformity of the road surface-caused by wear. dirt. and other surface contaminants; seasonal variations in moisture content: aggregate polish- ing, etc..-and difference between the actual road surface and the C I E ideal road surface defined by an R-table." Methods of Evaluation The evaluation of pavement luminance and veiling luminance (explained later) of an installed system can be done in three ways: . direct measurement with luminance instruments . measurement of incident light . calculation from photometered luminaires. Discussions of each of these methods follow. Direct 11,leasurement wit" Luminance 11IStruments. Luminance of the pavement can be measured with a special telephotometer. The instrument should be set up at the observer's position and a measurement made at the desired point. I fthe moving observer method (I ES) method of calculation has been used to pre- dict the luminance at the same point, then a different instrument location is required for each point mea- sured. In addition, it is very difficult to determine ifthe difference between calculated and measured values is due to the lighting system or the pavement. While it is necessary to use this method in research investi- gations it is not recommended as a method to determine if an installation is performing as specified. Measurement of Incident Lig"t. Measurement of incident light can be used as a method of detemlin- ing if an installation is perfomling as specified. In this method a computer printout of the predictedinitial incident light level (footcandles or lux) is made at the same time as the printout of the luminance. After the installation is completed and operating, the incident light level can be measured at each grid point in the customary manner. This method eliminates the pavement as a variable and will reveal incorrect instal- lation procedures sllch as leveling. tilt, or rotation. These are difficult to separate from the effects of other variables such as dirt, light source output, luminaire and ballast variability, and voltage variations. Calculatio" from PllOtometered Luminaires. Calculation from photometered samples is an excellent way to evaluate the performance of an installation. Several random samples of luminaires (with ballast) and lamps are selected and sent to a competent laboratory to be photometered. The resultant photometric data can be averaged (or analyzed independently) and the luminance calculated by a computer run. If desired, the light sources (lamps) can be photomctered separately. dirt can be removed from the submit- ted luminaires, or they can be photometered twice. once dirty and once clean, to detemline its effects. This technique has many variations and is the preferred way to write specifications to permit field evalu- ation of the performance of an installed system. Random sampling at the rate of one per hundred lumi- naires installed with a minimum of three per installation is a good practice. Glare Glare is an especially disturbing intluence when viewing a difficult task under low brightness condi- {\ 2005 by the Amencan ASSOCiation of State Hlghwav and Transportation Otltclals All nghts reserved DuplicatIOn IS a vlolJtlon llf applicable law B-Il Roudwu," Lighting Oesigl/ GlI/./e tions (such as night). Two types of glare have a critical influence on driver visual performance: . disability glare (physiological glare), caused by stray light that reduces contrast sensitivity. and thus produces a loss of visual efficiency . discomfort glare (psychological glare), ocular discomfort from a bright light source. Discussions of th..:se two types of glare follow. Disability Glare. The effect of disability glare is well understood, and relatively easy to quantii)'. The scattering of light within the eye produces a luminance that is superimposed on the retinal image. reducing the contrast level of the image and resulting in a loss of visual efficiency. The summation of the superimposed luminances due to all of the sources in the visual field is known as the veiling luminance. Note that the scattering of light within the eye occurs even at relatively low illuminance levels that do not cause discomfort glare. However, the effect on visual efficiency of a glare source is directly proportional to the luminous intensity of the source, or luminance of an area, and is inversely proportional to the angle between the source and the viewing direction. Discomfort Glare. Discomfort glare is a measure of the level of sensation experienced when a light source is within the field of view. It Cat'110t be directly measured, and is detined in qualitative rather than quantitative terms. It is generally accepted that discomfort glare does not have a direct effect on visual efficiency. However, the long-term effect of discomfort glare is believed to result in fatigue, leading to potential driver error. Glare is an especially disturbing influence when viewing a difficult task under conditions of low lumi- nance, as is typically experienced during nighttime driving. Quality of Lighting "Quality of lighting" refers to the relative ability of the available light to provide contrast in the visual scene in such a manner that people may recognize the cues required for the viewing task. Quality of light- ing is intimately related to the task. That is, a system that provides high-quality lighting for driving may be clearly inadequate to meet the needs of an oftice worker or a tennis player. The factors involved in producing a high-quality lighting system are interrelated. Care must be taken in balancing the various parameters ofthe lighting system to obtain maximum quality. In general, a reduc- tion in disability glare will improve visibility, and reductions in discomfort glare should impr ve driver perfomlance. Glare caused by reflections off the roadway may conceal contrast differences ,md should likewise be reduced. However. a change in pavement reflectance, which may reduce reflected glare, will also change the pavement luminance and may have an adverse effect on the contrast between the road- way and objects on the road. Each adjustment of a parameter of the lighting system must be evaluated to obtain the proper compromise. Light Loss Factor In most cases, measured values are less than the calculated values of the new, clean lamp and lumi- naire. Any lighting parameter. including luminance and veiling luminance, can be calculated in temlS of either an initial or maintained value. It is generally assumed (but not alv.ays true) that the highest light level in the life of the installation will be found when the system is first energized and that all etfects of system aging will cause the light level to decrease. For this reason any compensation for system aging {formerly the "maintenance factor" or MF) is part of the "light loss factor" (LLF). Light loss factor is the overall factor used to link calculated to measured levels. The lighting design must incorporate an LLF in all calculations. Light loss factors that change with time after installation may B-12 <C; 2005 by the American ASSOCiation of State HIghway and Tmnsporlatlon OtTiclals All fights reserved DuplicatIon IS a ViolatIOn of applicable law ,IPP<'l1dh B be combined into a single multiplying factor for inclusion in calculations. Notc that an LLF is composed of still separate factors, each of which is controlled and evaluated separately. Many of these are controlled by the selection of equipment (equipment factor) and many others are controlled by planned maintenance operations (maintenance factor). LLFis usually considered to be made up of the following: . reduced output from the light source due to aging---lamp lumen depreciation (LLD). . reduced output from the luminaire (2-7 percent per year) due to: - dirt accumulation on lamp - dirt accumulation on luminaire reflector, refractor, or lens, resulting in reduced transmissivity - changes in relative light intensity due to dirt accumulation altering the characteristics of lamp. retlector, and enclosure surfaces . changes in relative light intensity due to changes in reflector and enclosure characteristics with time . changes in ballast characteristics (percent regulation) with lamp bum or line voltage time (this fac- tor is improved with electronic or other more expensive ballast types) . changes in lamp characteristics with bum time or installation position. With regard to pavement luminance, the effects of wear, patching, moisture, and repaving must be added to the above list. Many of the above factors are complex in nature and are interrelated. Additional information can be found in other chapters of this guide and in publications of the IESNA. CIE, and others. A few important points are discussed. Effect of Lllmp VO/luge Clttlnges. The high-pressure sodium lamp is the most common light source used in new roadway lighting installations in the United States, and the relationship between the lamp and ballast is very complex. It is not usually recognized that these lamps, when used on the most common types of ballast, produce less light when first installed than after several thousand hours of operation. This is not the fault of the ballast or lamp but is due to the fact that the lamp voltage rises during life of the lamp and typical low-cost ballasts do not compensate for this voltage change. This means that for lumi- naires operating in clean conditions, the light level is likely to increase for some time after initial instal- lation. DeterioTtllion of Surface Reflectunce. The surface finish of metal reflectors. plastic reflectors. and plastic enclosures can be scratched and dulled by some maintenance techniques. Sandstorms and expo- sure to ultraviolet light can also atTect the transmission of some plastics. This damage is permanent and not reversible. Maintaining Light Levels In general two approaches can be taken to the question of how to maintain light levels. One is to antic- ipate the nomlal maintenance practices and schedules and select an U.F based on estimates of the effects of those schedules and practices. The other is to select an LLF and then monitor the light level and tailor the maintenance schedule and practices to what is occurring at the installation. Typical LLF values for high intensity discharge lighting on highways is 0.6 to 0.65 for high-pressure sodium lamps and 0.45 to n.5 for metal halide lamps. Designing branch circuits with low voltage drop. the use of electronic ballasts, and improvements in lamp manufacturing can mitigate LLF. Coefficient of Pavement Reflectance In understanding the calculation and use of pavement luminance. it is useful to understand the signif- icance of the coefficient of reflectance (R) as used in the R-tables. The following explanation is as simple ,(, 2n05 hy the American ASSOCiation "f State Highway and rransportatlon 01llc.,ls All Tights reserved Ouplicatlon IS a V1olal1on of applicahle law H.\3 !<uui/wuv Ughtill!; DC'sigl/ GII/de and non-technical as possible. This is not a derivation of R. As a single ray of light striking a surface does so. a portion of the energy is absorbed by the surface. and the remainder is reflected at a variety of angles. We are interested only in one rcflected ray: that which will reach the eye of the observer. A coefficient of reflectance (R) can be the multiplying factor to be used in calculating the intensity ofthe retlected ray as compared to the incident ray. If this concept had been used in the r-tables, then the numbers would have been very small and would have varied greatly as the angle of incident light (y) and as the angle to the line of sight (~) change. Such a rclationship can be represented as Luminance = Light Intensity (I)' Reflectance Coefficient (R). (0-5) The concept used in the "reduced coetTicient'. R first calculates the incident ray of light as a horizon- tal illuminance value (Eh): L = q({3.-y)/(cP,;)cos'-y 7rH" (B-9) and then relates the valuc of the horizontal ilium illation at a point on the pavement to the intensity of the reflected ray directed toward the observer's eye. By mathematically placing the "cosine cubed gamma" into the r value (r" cos3 y" R). it is possible to greatly reduce the spread of the size of the numbers in the R-table. The numbers are still very small. so they are multiplied by 10,000 before the table is complied. "Remember from page C-13 that the "reduced coefficient of reflection" R is equal to the directional reflectance coetTicient times cos3y. Thus the calculation of the pavement IUlllinance, L, Illay be written as: L = l(ljJ,-y X r) (' dJ I) , 'I\lcm W X 10,000 It is a very useful concept to present the coetTicient of reflectance in this manner. The correct tenni- nology is "reduced coefficient of reflectance." Since the r value is sometimes loosely defined as converting horizontal incident light into luminance, the erroneous conclusion may be reached that the r value can be used to convert the sum of all horizontal incident light from several luminaires into luminance at a point defined by the angles of the table. This is TABLE B-2. Types of Incandescent Lamps Lamp Type Description Usage Common Consists of a tungsten filament enclosed in a glass Low initial cost. but low Incandescent envelope (the bulb) attached to a metal base. The bulb etlicacy (less than 22 is evacuated and an inert gas (argon or nitrogen) is lumens per watt) and short introduced into the bulb for longer life and better lamp life. Typically used efficiency. For wattages less than 40, the filament in traffic signals. usually operates in a vacuum. without the inert gas. A voltage applied to the tilament through the base causes a current to now through the tilament which causes it to incandesce. Tungsten Halogen Has a halogen, such as iodine, introduced into Tungsten halogen lamps I quartz iodide) the lamp envelope. This lengthens lamp life and are not normally used in improves efficiency. highway lighting. Low efficency (:10 1m/watt) R-14 (l 2005 by the Amencan ASSOCiation of State Highway and Transportation (ltf,clals All nghts reserved Duplication IS a Violation of applicable law ApfJt!ndix B not the case. The conversion is limited to the horizontal incident light coming from a single direction defined by the angles in the table. The position of the point on the pavement is ddined and specified by the observer's location and angular direction of sight. Light Sources The light source (the lamp) is the device that actually converts electrical energy to visible light. Light sources of interest in highway illumination design fall into two groups-incandescent lamps and electric discharge lamps. This section covers the various types of incandescent and electric dis- charge lamps. Incandescent Lamps TABLE B-3. Types of Electric Discharge Lamps Lamp Type Description Usage Notes Fluorescent Tubular bulb containing mercury. The mercury arc Medium initial cost. long lite. high operating at a low vapor pressure produces ultraviolet enicacy (30-70 Im/w). but light light. The inside "fthe nulb is coated with a phosphor. varies with ambient temperature. and the ultraviolet light striking the phosphor causes Linear light source more diflicultto visible light to he emitted. control. Induction Same as fluorcscent, cxccpt not tubular. High ctTicicncy (75 Im/w). Fluorescent Extremely long 100.000 hour lite. Mercury Vapor Mercury arc in quartz arc runc. Operates at higher Phosphor-coated lamp used for sign (MY) pressure rmd iempt:f'.lture than tluorescent. Arc lighting. High inirial cost. long lite. produces visible ligbt and some ultraviolet light. high efficacy (30--65 Im/w). Smaller Far-ultraviolet tilrered out by glass envelope. I ight source than tl uoreseent. Clear lamps and phosphor-coated lamps available. High Pressure Arc in ceramic rube containing sodium and other High initial cost. long life. high Sodium tHPS) elcments. Provides light primarily in yellow et1icacy (45-150 Im/w), small light spe~lrum but other elements provide light in blue. source. green. orange and red to improve color rendition. Requires a slarling aid to provide pulse to start arc stream. Low rressure Arc in long tuhular glass envelope containing High initial cost. modemtely long Sodium (LPS) sodium only. Light is mono-chromati~ yellow with lite. high eflicacy (145-185 1m/wI. poor color rendering. Light source hard to cuntrol photometrically. Metall-lalide Similar to mercury lamp hut contains various metal High initial cost. moderately long (MIl) halid.:s in addition to mercury. Excellent color life. high etlieaey (75-125 Im/w). rendering. Nore The theoretical maximum efticacy IS 683 Im/w (lm!w; lumens per "art ) (12005 by the Ameflcan Assocl3tion of State Highwav and Transportation OtlicJals All fights reserved. Duphcarlon IS a violallon of applicable law B-15 EXHI BIT B CITY OF ASHLAND Council Communication Synopsis: The Siskiyou Boulevard redesign efforts began again in earnest this past summer when council appointed a citizen design committee to assist in developing conceptual design. The precepts that were followed by the design committee (as shown on the attached initial correspondence) was to hold the project to a $2.1 million budget, and ensure safe transportation for all modes of transportation; vehicles, buses and especially bicycles and pedestrians. The committee's charge was to develop a conceptual design and ensure that the design enveloped the long-term look and feel of Siskiyou Boulevard that was desired by the community. Staff was successful in obtaining a Transportation and Growth Management Grant to use a Quick Response Design Team (Otak Engineers) to assist in concept development and in holding a community workshop / design charrette. Public Hearing and Approval of the Siskiyou Boulevard Concept Design Public Works Department February 6, 2001 Paula Brow~~t;: Greg scole~ Title: Dept: Date: Submitted By: Approved By: After six months of long, hard, rewarding work, the committee is pleased to recommend their conceptual design of Siskiyou Boulevard to the Council for approval. The Committee held a community meeting to preview the final design on January 30,2001. Attached is the newsletter that accompanied that meeting and highlights the design elements of the committee's recommendations that will be presented at this council meeting. A larger packet of materials was provided to Council members this past week, which encapsulates the work that the committee has accomplished. Council's approval is only the first step in a detail design phase. During final design, all of the remaining particulars will be worked out; including but not limited to: y Define the exact width of the medians at different locations y Define left turn lanes y Determine the type of landscaping y Maintaining specific features for historic continuity and character y Identify changes to the street and intersection geometry to allow U-turns y Detail the signal needs and necessary signal timing y Details of the intersection of Siskiyou, Gresham, Lithia Way and East Main y Provide options to assist with the median extension at University Way );- Detail improvement to the south gateway y And provide for all of the "little" details for curbs, sidewalks, driveway accesses, etc. > ~f...r."r(... PE:<";.Ic",... Cl>./..,\ PlGF'N~ 2>uDb61 VU"AtJ.. @ -001" ~\~vE. > (..OOt-t:OjZ.. 0Tl4~ KJIJ.V\I\l"'SOl,)lC:~; CibCl:'..J 000'1, Dt~I(,JJ, ?ro~I-1W~lZ.. ... ~~, Recommendation: Staff recommends Council hold a public hearing for additional comments on the recommended plan as presented. Pending significant changes to the conceptual design from the community or from Council, staffrecommends approval of the concept design and further recommends Council direct staff to implement the process to select an engineering design team for final engineering design. Fiscal Impact: The City was successful in gaining approval of a modernization project for Siskiyou Boulevard (Highway 99) between 4th Street and Walker Avenue. This project is funded in the State Transportation Improvement Plan (STIP) for the 2002 construction year. In the process of gaining ODOT's approval of this project, ODOT required the City to accept transfer of jurisdiction. Council approved the jurisdictional exchange with ODOT during its December 19, 2000 meeting. The ODOT will pay to the City the following amounts: $1,500,000 100,000 78,223 520,000 $2,198,223 STIP Modernization Funds (reimbursable) State Funds November 30, 2000 State Funds July 31,2001 State Funds October 1, 2003 The following summarizes the City's anticipated capital construction costs: Construction Design, Engineering, Inspection TOTAL Construction Total $2,146,000 311.000 $2,457,000 ODOT Const Funds $1,500,000 285,000 $1,785,000 City Funds $646,000 26,000 $672,000 It is anticipated that the City portion would be funded as follows: SDCs (Transportation and Storm Drain) $615,000 Borrow ahead on ODOT's maintenance funds 57,000 $672,000 Background: Siskiyou Boulevard, also known as Oregon Highway 99, runs through the heart of Ashland. Siskiyou Boulevard functions as the City's main street rather than a state highway through route. The City has received approval and fundin~ for a state improvement project for a 1.2 mile section of Siskiyou Boulevard located between 4t Street and Walker Avenue. The project is budgeted for $2.IM, and has a construction start date of2002. As part of the improvement project, the City will assume ownership of the improved portion of Siskiyou Boulevard from the state (ODOT). Why do anything? Siskiyou has long been a maintenance difficulty and liability to the state. Decreasing emphasis on the Boulevard's maintenance has left the street in poor condition. Asphalt overlays have raised the street surface so that the curbs are not functional. The medians do not drain properly due to the fact that they were built over the asphalt. Storm drainage and run-off is not adequately channeled. Bicycles are not encouraged to ride on Siskiyou as there is no protected passage. Without designated bicycle lanes, bicyclists often ride on the sidewalks, which frustrates pedestrians. The Siskiyou project will not only enhance transportation opportunities, but will help build a maintainable street section and correct those deficiencies as well. ", The Siskiyou Boulevard improvement project includes provision for safe bicycle travel, improved pedestrian access and improved transit stops and ADA access. The City will also include community desires in the design of the improvement project: );- maintaining the historic feel created by the center medians );- improving the performance of the roadway potentially by limiting some cross boulevard access );- maintaining healthy trees and tree canopy );- improving landscaping and median drainage );- a desire to reduce primary reliance on the automobile for local trips );- ensuring pedestrian facilities are safe, convenient and upgraded to ADA standards );- providing safe and convenient bicycle facilities, and );- providing better access to public transit though improved transit stops The primary modifications to Siskiyou include: );- Adding bike lanes to both sides of the road );- Narrowing the width of the medians by 6-10 feet );- Narrowing the vehicle travel lanes form 12 to 11 feet (City standard) );- Extending medians at Union, Harrison, Liberty, University and at the edge ofthe SOU parking lot (between Avery and Bridge Streets) );- Adding enhanced and highly visible crosswalks );- Adding 2 traffic signals and timing the signal progressions );- Changing the signal operation at Hwy 66 to allow all directional movements (left onto Siskiyou from 66) );- Narrowing the street section from 5 to 3 travel lanes from 66 to Walker );- Enhancing the "green" and rebuilding the medians throughout the Boulevard section. Acknowledgements: The Boulevard Citizen Design Committee, BCDC, appointed by the mayor and council has served the community well. They have spent a considerable amount of time developing and shaping their recommendations. As individuals they have struggled to overcome initial misgivings about the process or initial partiality toward specific elements of the plan. Yet as a group, they have listened to each other, they have listened to the community, and are able to present a unified voice and unanimous support for the recommended design concept for Council's consideration. In addition to the BCDC, all of the community members that have come to the meetings or have called or written to present their concerns are to be commended. The community members' candid thoughts and specific recommendations have helped shape this concept. r&, .... ................ '. ~~.... .... . .' ... \ . f , . ,', -. " .",'", ~ '. ....~. -.' '. " ',' .;....~. '.--or -.--or-.-" or "...".... 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"._"I!."I!.-' BCDC Consensus Items - Jan 11,2001 "" Enhanced Gateway at the NorthWest End (Fire Station) "" Safer, smoother traffic flow with extended medians and two new signals in the historic district "" Recommend closing Iowa to through traffic at Beach and allow no access from Siskiyou onto Iowa (end of Triangle Park) - for safety and smoother traffic operations on Siskiyou "" Synchronize traffic signals and allow for override with pedestrian actuation "" Provide bus stops on the street (in general), not pull outs - but provide for allowances for pull outs with compelling reasons (reason - safety - cars can stay behind busses and are not swerving to allow busses back into the travel lane) (4th Street to Hwy. 66 ) r--Cvr.UMk: ~ M'="-&1 f'C::n--- ~ ---~- -, n.o",h""~,,1 _:_='~~~~'., -~~---_._-J~~~~~~-::-:~ J a:::) ,~ , _ ____ lQ). "J. T-'" P,:"~.,"'cm"i'" I ";'. .',' Seko:IN"1~.hbtJrikw;.J--..---- nV - ~ <;'l"el:llflle.-:\a:tJ.'jm ij<<~ U.A H.1....t-In.Riiht.(l\;t ~ Typical extended median treatments for crosswalks Evolving Siskiyou Community Priorities ., Safety Budget ($2.1 M project) Maintain Project Momentum ., Improve Traffic Flow Bus Shelters Improve Siskiyou for All Users (bikes, pedestrians, cars, transit) Reality is, Siskiyou needs restoration Concept level planning Maintain Siskiyou's Character Involve Community Environmental Focus (trees, stormwater, maintenance) _:~.. - --d@ ,@t:. . 'iW~ . ~ d~ .~~~~-~,~. /'/-~ / <:N r~~/ '~.-.J~"'~~~~ _A~"~~ ;; '1~ -~~.... -~"",~U!:;h~ ~~ ~~=__a..~~---=-/" 1.,--.-. \/'.!~,..6,..-:,,:-w....-.( .' .~~""~;-f1"'_ f':'-:..:c..e..-:- ~'t:,t""7-:;::;] "West Gateway" Concept "" All crosswalks should be enhanced and clearly defined - either texturing, colored asphalt, concrete (type to be determined) "" Provide adequate signage for crosswalks (type to be determined) "" Provide median treatment at the high school so that mid-block jay-walking is discouraged (raised planters, hedges, etc - type to be determined) "" Continue parkrow sidewalk treatment through the high school to Mountain Street before starting the wider urban sidewalk treatment for "University District" - Continued on back page II H.~. . ~ o ~ . j !: I., t '-1 II h I !I ,J I. Il Ii ~I.~ ~ fit.. i 1..1 ClI II . I' 'if1 ;;g j'a, j~E t U ll,,,, '5.3 O"lij ].:: > 0 -3.e ciju 5 '"' ~ v; .--- ~..<!' OJ c -g -gg tn EE ~ :J3 (IJ ~~ ~~~~ ~ ~ ::g g. E .; ~ c '0. 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III ~~:E.siiio::~w5",O~~.s i: >. a.J Q) ; -E >- -5:>- ~ 1~~~~roE~i U) -g-E.2~~~l3 ~~ ii Cl.~-g():i:5tl V'I~ :: ~~tUC~'~~ -g.e ....... > c c g;.-o .3 -. 12 ~ . .z:. e.~.Q t ID tf) ~ t Q) :0 ti ~ Ee2Ex.~o~~E"~ o _UtJlWLUu..ZWL Cll Z - Continued from front page -/ Write design standards so that healthy significant trees along the boulevard are preserved -/ Recommend the alternative 3 lane option for Siskiyou south of Hwy 66; provide a crosswalk at Francis; extend the tear-drop median past the driveway at Omars (south end) so that people cannot access there by turning left (not safe); recommend the "green" sides, and options for pull outs or parking bays .. ................-...-_ __- 'l"..' "~-"---_.:,. ~.. ... -. w ~ t Ii _1~~.;-$JS1~- ~~ ,S.t'L~~_;- _.______--'o.~_ _ __..:-'"T---------- 3 Lane Cross Section " ' 'II ~~~ -. il ii Alternative 3 Lane Section ~-,_._.._--, " ~~..j'? .---.:.----....;..-- * * * * * * * * * . * * * * * * * * * * * * * * * 3 Lane Perspective (with Hwy 66) Options to Further Discuss ::7 Trees in the medians? There might be options that would support this (primarily in the historic district or at the High School ::7 Provide options for University Way (BCDC recommended keeping the median through that intersection, but wanted to look at alternatives for SOU Next Steps - SCHEDULE TUE Jan 30 Final Design Preview & Open House 7 pm Rogue River Room, Stevenson Union, SOU TUE Feb 6 7pm Council Meeting Presentation, Public Hearing and Council Decision Final Engineering Design (details) Construction (16-18+ months) Construction Completion May- Apr 2001 July 2002 Dec 2003 Things to Resolve or Further Evaluate , Traffic circulation and better access for the Astro Station, Library and Fire Station intersection of Siskiyou, Main and Uthia Way - This analysis needs to be done sooner rather than later so that it is integrated. , Documentation of existing issues on Iowa (speed, etc - and reasons to dose the street at Siskiyou). , Review need/desire for bus "pull out" at SOU or other high use areas - is there a safety need for pull outs? , Types of crosswalk treatment and signage are details for final design and budget constraints. , Investigate permeable sidewalk materials (understanding maintenance and overall cost benefits ) , Document out of direction travel as a result of extending medians and adding signals. Questions or Comments? Paula Brown, Public Works Department 552-2411 Brownp@ashland.or.us Maria Harris, Planning Department 552-2045 Harrism@ashland.or.us EXHIBIT C Introduction The purpose of this memorandum is ro summarize the results of the traffic operations review of future projeers on Siskiyou Boulevard in the City of Ashland Oregon. The srudv area is chided into three sections: 1) Gresh:1m Srreet/J'd Street/ Litlua Way/East J\Iain Intersection, 2) Siskiyou Boulevard from 4th Street to Ashland Street (Highway 66), and 3) Siskiyou Boulevard from Wightman/Indiana Street to Walker Street. This memorandum will document the expected traffic operations resulting from changes on the street system in each of the three srudy sections for the present year as well as the forecast year of 2020. Background Siskiyou Boulevard (also known as Oregon Highway 99) is a five-lane roadway with a center turn lane and/or landscaped median, and with sidewalks along the entire project length. The projeer limits, between 4th (Gresham) Street and Walker Avenue, is 1.2 miles in length. There are five signalized intersections within the project limits. All other intersections are unsignalized. Siskiyou Boulevard is a major pedestrian thoroughfare that conneers Southern Oregon University (SOU), Ashland High School, and Lincoln School to the Downtown area. Limited parallel parking is available on Siskiyou Boulevard, primarily on the south side in the general area of the northwestern project terminus. The City of Ashland has received funding from the Oregon Department of Transportation (ODOT) for a modernization projeer for the l.2-miIe section of Siskiyou Boulevard. The projeer has a tentative construction start dare of June 2002. As part of the improvement project, the City is assuming ownership of the project section from ODOT. The City appointed the Siskiyou Boulevard Citizen Design Committee (BCDC) to serve as the community liaison group for public involvement and was charged with facilitating public discussion and reaching consensus on project design elements. Through a community-based visioning process sponsored by BCDC and a series of focused community workshops, an Opportunities and Constraints Analysis identified significant design considerations to guide the development and evaluation . of alternative concepts. A series of design conceprs were prepared and evaluated and a design section for the 4th to Walker portion of Siskiyou Boulevard was recommended to City Council. The preferred design section is documented in the The Transpo Group page I Siskiyou Boulevard Design Concepts report prepared bv OT.\K and dared February 2001. The preferred desit,'Tl concept provides recommendations for landscape and streetscape treatments in both districts including pedestrian-scale lighting for intersection crosswalks, crosswalk trearmems, special street sil:,'Tls and streetscapes compatible \vith the uruque character of the historic and "storefront" :mTlosphcre of the uisrricrs. It also Identifies se\'eral items In need of further analYSIS including: 1. Evaluate the operations and recommend traffic tlow changes to the Gresham Street, Siskiyou, Lithia Way and Main Street intersectlon at the 6re station and library 7 EdlU:1l'~ limiting Lnin;rslt:. \\'ay to a nght-out only br extending the median along Siskiyou Boulevard 3. Evaluate reducing the number of Janes from 5 to 3 on the section of Siskivou from Ashland Street to Walker Avenue 4. E\'aluate implementing a wide promenade concept in the University District through a joint effort between the City and SOU since the existing right-of- way 'Will nor accommodate the proposed width of the walkway. This document v,rill examine expected traffic operations of the above design concepts 1-3. Traffic Operations Evaluation Aporoach The data will primarily be quantified with the use of two transportation ev:lIuation tools; Synchro and Vissim. Synchro is an operations model that evaluates and calculates the level of service for coordinated systems of traffic signals. Synchro is based on methodologies consistent with the H~ghJVqy Capacity Manua/, 2000 Edition. Synchro will be used to estimate intersection levels of service. Vissim is a microscopic, traffic simulation model used to model urban traffic and public transit operations. Vissim has the capability to analyze traffic, transit and light rail operations under many different geometric and operational constraints, such as differem lane configurations, traffic compositions, traffic signals, transit routes and stops. Vissim will provide a complete arumated representation of existing and future operations of the transportation system, based on technical data. Vissim ""ill also provide technical output for comparative analysis, The Transpo Croup page 2 Gresham Street/Siskiyou/Lithia Way/East Main Intersection This intersection was analyzed under mree scenarios during the PM peak hour. The three scenarios included: I) roundabout 'W;m existing traffic volumes, 2) roundabout with future 2020 traffic volumes, and 3) signalized with future 2020 traffic volumes. The roundabout option was evaluated using Vissim and the signalized analysis was done using Synchro. This section documents tbe data coded into the models as well as the results. C,(:s.::ng Traffic \/oILirne:; Typically for traffic operations analysis me peak hour traffic volume is used to provide a conservative estimate of me traffic operations during the heaviest use of a facility. The peak hour is a single hour during a typical day in which the maximum traffic volume occurs on a given facility. The peak period varies from facility to facility but is common during a PM hour that captures commuter traffic. p~r peak hour traffic volumes were used for this project to estimate the craffic operations of a roundabout and signal at this intersection. PM peak hour traffic volumes were derived from Average Daily Traffic (ADT) data provided by the City of Ashland staff. It was assumed that the PM peak hour traffic volumes represented 10 percent of the ADT. Future 2020 Traffic Volumes The Intersection was also evaluated under forecast 2020 traffic volume conditions. City staff provided existing craffic volumes and forecast 2019 traffic volumes at several locations along Siskiyou Boulevard. This dara was used to develop an annual average growth rare, which was applied to existing traffic volumes. Based 00 the data provided an average anoual growth rate was estimated at approximately 1 percent. To provide a conservative traffic operation analysis a 1.5 percent annual gro\Vth rate was used. The 2020 estimated volumes are also shown in Fif,rure 1. ~ S t.; ~ :: J C -:) L~ t .:. ,~ j f ',~ .; i s Vissim was used [0 estimate me craffic operations at this intersection with a roundabout used for traffic cancro\. The analysis was performed with both existing and 2020 traffic volumes. It was assumed that aU turning movemems that curreody use the intersection would continue to use the intersection, and that pedesrnans would continue to cross the screet system at similar locations and frequency as me}' do today. Furthermore, it was assumed tbat vehicles approaching the roundabout would vield to \'ehicles in the roundabout. The results of the analysis are shown in Table 1. The Transpo Group page 3 c~_ / ) f6'J) ~ sa {J ) . \ LJ30 (45) ~ -< lr "'-."--- 0\\)~'" ~ \ ~o>.s"s ~~ ~ a.q. Figure 1 2020 PM Peak Hour Traffic Volumes khlalfd, OR M:\Cl011431graphicslGmphic01 <A> rollertm 12118/01 10:41 @ Table 1 Roundabout Operations - Existing Volumes verses 2020 Volumes Existing Volumes 2020 Volumes Queue (feet) Queue (feet) Aooroact1 Delay (see) xx Ave - (xx) Max DelaY (see) xx Ave - (xx) Max East Main (one-way) 13 10 - (400) 23 35 - (795) Siskiyou Blvd NB 48 175 - (730) 261 1945 - (2295) East Main (two-way) 12 25 - (265) 17 40 - (345) As Table 1 shows, the Siskiyou Boulevard northbound approach is impacted the most by the expected operations of a roundabout at this location. Using existing traffic mlumes, the Siskiyou Boulevard is expected to have 48 seconds of delay with a gueue that will vary between 175 and 730 feet depending on demand. This means that it takes a vehicle approximately 48 seconds to get from the end of the queue to entering the roundabout. The delav on Siskiyou is expected to increase to 261 seconds (4 minutes 21 seconds). This length of delay will be unacceptable with 2020 conditions. One option was reviewed that might help the roundabout work better. Much of the delay on Siskiyou Boulevard is due to the high volume of conHicting movements coming from East Main Street (one-way) going to Lithia Way and eastbound on East Main Street (two-way). The Siskiyou Boulevard vehicles must yield to the East Main movements that are going to Lithia Way and eastbound on East Main Street. The idea is to divert the conflicting traffic volume that is going to Lithia Way, which are approximately 220 vehicles during 2020 conditions. These vehicles would be diverted to Lithia Way via 3rd Street. 3rd Street would need to be changed to two-way operation. The vehicle diversions are shown in Figure 2. The reswts of the traffic volume shift are shown in Table 2. Table 2 Roundabout Operations - 2020 Volumes verses Lithia Way Diversions 2020 Volumes 2020 Volume (Lithia Way diversions) Queue (feet) Queue (feet) Aooroach Delay (see) xx Ave - (xx) Max Delav (see) xx Ave - (xx) Max East Main (one-way) 23 35 - (795) 19 15 - (550) Siskiyou Blvd NB 261 1945 - (2295) 158 1585 - (2290) East Main (two-way) 17 40 - (345) 40 140 - (495) DIverting the traffic \'olume between East Main and Lithia \'X' ay to 3rd Street improves the delay on Siskiyou Boulevard from 261 seconds (4 minutes 21 seconds) to 158 seconds (2 minutes 38 seconds). Although Siski\"ou Boulenrd's The Transpo Group page 4 '<, ~ / , / (6'-t' J; ~~J "f /6's~ \ \ \ \ \ !J L330 (45) ;1 If .. Figure 2 2020 PM Peak Hour Traffic Volumes With Left Turn Diversion Ashland, OR M:\01'.01143~taphics\GtaphocOl <8> rollertm 12/18/01 10:41 @ / delay impron:d with the vehicle diversion, Easr i\lain Street (t"'..V().w~y) de!;\\' increased from 17 seconds to 40 seconds. This IS due to the greater volumes of traffic entering the roundabout northbound from Siskivou providing fewer gaps for the East Main (t\vo-way) vehicles. With the traffic diversion to yd Street there were less conflicts in the roundabout and the northbound Siskiyou vehicles were more able to enter the roundabout, thus reducing the number of useable f,raps for vehlcles entering from East Main (two-way) approach. Based on the roundabout operations analysis, a roundabout does not functjon well at rms intersection. This is primarily due ro the high north-south traffic follows, high frequency of vehicle rurning movement conflicts wirmn the roundabout, and high pedestrian activity. 5ig nalizedil. naiys is Synchro was used to analyze the intersection under signaljzed operation. The intersection was analyzed with furure 2020 traffic volumes only. All existing rurrung movements were accommodated by the intersection. The rurning movements and phasing are shown in Figure 3. Similar to the roundabout, a second alternative was analyzed where the volume from East Main to Lithia \~ray was diverted to Lirma Way via 3'd Street. Trus diversion allowed a signal phase to be dropped from the sibrnal-timing plan, thus providing more green time for the heaovy traffic volumes on the major streets. The signalized traffic operations are based on level of service analvsis. Signalized inters.ection level of serv;ce is based on the average total verucle delay of all movements through an intersection. Vehide delay is a method of quantifying several intangible factors, including driver discomfort, frustration, and lost rravel time. Specifically, level of service criteria is stated in terms of average delay per vehicle during a specified time period (for example, the PM peak hour). Verucle delay is a complex measure based on many variables, including signal phasing (i.e., progression of movements through the intersection), signal cycle length, and traffic volumes with respect to intersection capacity. The detailed level of service criteria is described in tbe Higbwtry Capacity Manual (Transportation Research Board, Special Report 209, 2000). The results of the analysis are shown in Table 3. The Transpo Group page 5 \ \\ \\ \ j /\ \ 0'1 ~ L08 / I lOr ~ ~'" I ", I "" I ~ 06 " ~ I \. l If "~,J 0 ) (~ ~ ~~ \ \ L0'8 , :? ,~ ~ \ "~~ -l f ~ i 91qJ Figure 3 Signalized Geometry and Phasing ,ish/and, OR M\Ol\01143'QraphicslGraphic01 <C-> mbertm 12/18101 10:41 @I _ '.1;;.', . Table 3 East Main/Siskiyoujtithia Way Signalized Analysis 2020 \jQttHTH:!'S .tahid "VdY t)1\itl(',I{'H1S} Wi?I'~day I'M reak Hour Signalized Intersection .k~l...:::l?:ll:ll.~.,~ F >80.0 .1..1 >1.20 "L -1!I".A c 24.S , 0.97 I level of 5ervl/:e ;: Delay {seeN!'h) 3 Volume !o.Cap,lC1ty As Table 3 shows, the intersection is expected to operate at LOS F during 2020 conditions v,..;thout the traffic diversions. The intersection is expected to operate at LOS C during 2020 conditions with the East Main to Lithia Way traffic volumes diverted to 3<<1 Street. Summary It is recommended that a roundabout not be used as a traffic control tool at the intersection of East Main/Siskiyou Boulevard/Lithia Way. It is also recommended that the southbound to northbound U-Turn movement from East Main to Lithia be accommodated by converting 3<<1 into a two-way street. This will ensure that the future traffic signal will operate at an acceptable level of service and more importantly will simplify the intersection configuration at the couplet. A case can be made to construct the traffic signal at this time for three reasons: 1. Safety and sight distance limitations 2. Desire to reduce traffic speeds as traffic enters downtown core 3. The redevelopment of the Fire Station and the need to coordinate their emergency access signals with this intersection. The Transpo Croup page 6 Siskiyou Median Extensions and Traffic Diversions Traffic circulation along Siskiyou Boulevard was evaluated ",,;th the access limir.ations (projected median through the intersections at Union, Harrison, Liberty and Pa.lm/l;niversiry \X'ay) with twO new sif:,rnals at Sherman and Morton, Also, the conversion of Liniversiry Way to a right in only and the redirection of traffic as a result of this access limitation was evaluated. This section of the memotandum reviews three scenarios: 1) Left-turns being diverted due to median extensions, 2) Cniversity Way traffic How reviSIon, and 3) Iowa Street closure. The analysis was performed using the Synchro Traffic operations analysIs software. The baseline analysis year for this project is 2003. Existing PM peak hour traffic volumes were based on the existing (year 2000) traffic volumes presented in the "Siskiyou Boulevard Design Concepts" report prepared by Otak, February 2001. The volumes were forecast to year 2003 by assuming an annual growth rate of 1.5 percent for 3 years in this section of Siskiyou. The traffic volumes used to establish baseline are presented in Figure 4. Signz:1 Timing Existing signal timings were provided by the Oregon Department of Transportation (OOOT) for the signalized intersections along Siskiyou Boulevard. All signal timing is based on the timing plans sent by OOOT. Future 2020 Traffic Volumes Future 2020 traffic volumes were developed ro ensure the traffic system would continue to operate well under future conditions. City staff provided existing traffic volumes and forecast 2019 traffic volumes at several locations along Siskiyou Boulevard. This dara was used to develop an annual average growth rate, which was applied to existing traffic volumes. Based on the data provided an average annual growth rate was estimated at approximately 1 percent. To provide a conservative traffic operation analysis a 1.5 percent annual growth rate was used to develop future traffic volumes. L 2 f ~ ~ ~ Ll .~ r~ ~ i '/ Q ~ 5 i Q r: ~ The left-turn diversion analysis assumes that the Siskiyou Boulevard median will be extended through the intersections of Union, Harrison, Liberty and University. The traffic will be diverted to the signalized intersections of Sherman, Morton, Beach, and Mountain. The volume diversions can be seen graphically in hgure 5, The Transpo Group pag e 7 $ j~~ 4" ,/ .:^/// p ~ i ci-~ ~~ I ~~ )) ~ L~~i 5~ /:. >- W 1.1) t/') i ~~ ~.~1 (N i e N~ I '- ~~g I ~~ tjTC-L~~ g~ ~ ~ ~~ ~~.1 t ((= e 000 <.0 <.0 0> ..... '" .......... 0 <D III o ""0') l.,NII") i~ ~) + ~ '!::u / ,,/0 ~.:J "'0'1 t (~\\- VHD N ^'6~ e 00 ON .. ~cD N '- o > .... CD.... </) => 0>- >-.... -CO< "'..... </) CO Vi:J '" <.00 ,,><'" e It 0 t~L"" t((~ "'0 r-'" a:l o ........... 0"""0 o _0_'" ~:n ))tL-v..on 5Z 0 -..,/ ~g ~ /~ ~~ "'~.1 t (( e '- o >.... ail</) 25a >-!!! -ao: :':ao: i$1~ "'00 -a:lN a:l o "'0 0._ t~ '" ~- ,~ tr- 00 ....'" a:l l!l E ;::, g u IE ro .= OJ .S 0 .....~ :>: ~- ~a:l -::0 lo- O\~. ~ 6'.0~ ] ~ ~;f) ~ % '"' ~ ~ Cl ~ ~ ~ :! 9 5' ::;; Ie '" or-o "''''''' '- C> ::;.... )11 '" cc</) ~ t ~L-"" =>~ 0 ~/ g~ / /e ~~ "'~.1 t (( e '- C> I> ...J cc """'0 r-_N co '" -0 0."" il. '" l~", ~t .... =><n o >-z ;2Q "'z Vi=> ,~ tr e on'" a:l- <0 '"' .... ~ ~ 1~l4'" I . ~ ;- ;/1 - .' ' I I' /l~ ) r r" ...;.:..:' :: '.>. ;/}f8 1....'<-.. \ i, ,';:" ~- ' ~ : ~ J...~.~ .~ ~ l/il ~ ~ . - - .~ I :c.0~'\ -;: ,~.~ :2 c; "" 0,,", NO> --....~ 0< ~ ~ )) ~ L ~ 0 a~ -/ >-w 0 '0 ~ ~ ~.1 t ( e 00 ... 0> 00 '-.. ~~~ I ~~ II 0 ai: )) . L..-L~ ~ ~~ ~/)( ~ >< 5 ",,//") t ((~ i!:i ~ .. ~ '1 e 000 ..... CD;: 0\ "" ........... 01.0 II') o ~O\ ~N ~>- t)+;-:''''' ~~ ~ )( (<0 -0 /: \(0 !Z\ ~ ..., 0'1 t (--... - VJ co N A '0:2 e 00 ON .. "'leD N .... --.... o > -' 00>- Vl :::> 0>- ,....... -lX ""W Vla:> Vi::a "" ... 00 1L.L ~ t((" e ",,0 ........ "" 00 " e~~ ~ )--1 <::1;; . tL..-L""1Il g~ ~)(;-; ~~ ""~.1 t (( e ",,00 ~ -::SN o --.... o ~~ 625 >-!!! -ex ""ex ~~ -.0 tL "" "-- ,0 tr- 00 ..,N "" e "" --.... o III 0 Q Nc7t,...... ~I;; ~) +L.L~"" :::>~ 0 'a{-/ g~ /: ~ /~ ~~ ""~j'()1 t (( e --.... o > -' CD """"0 ....-N 00 "" ""' 0.0 >- :::>Vl o >-:z: ;;;:2 U'l:z: Vi:::> tL v> "-.... ,0 tr e """" <0- <0 -' <( :z: <" Vi Vl c: o 'e:! <1l :> i:5 c: ::; I- ~ ~ -C: "'" s: ~ E ~ (5 >- u IE '" ~ <1l .s 0 ~ ~ l#')", '>:: N ~<O ~ _ 10.. 0> ",,' ~ ~~ ~ ~ ,....._ -c:: '- e...rJ -;: ~ V M t!i ! Ig 9 9 ::. M -.r ~ 3: ... z )( The left-rurning traffic at Union is expected to move to Sherman. The nct traffic volume at Sherman is expected to increase by 20 vph. The northbound left-tum increases by 20 vph and 20 vehicles that used to go through Sherman to access Union will now rum left at Sherman. It was assumed that the left-turns from Harrison and Lberrv would divert to Morton. Morton would experience approximately 95 new trips per hour. The north-to-west left-turn on Morton would increase from 15 vph to 50 vph and the west-to-south left-turns would increase from 30 '-'ph to 120 '-'ph. The westbound through trips would decrease by 30 vph. No new trips were assigned to Beach!~Iorse. The left rurn trips from University Way were assigned to Mountain. At Mountain, the north-tO-west left-turn is expected to increase from 140 to 165 vph, and the northbound through trips are expected to increase from 40 to 45 vph. The south- to-eastbound trips are expected to increase from 85 to 90 vph. The east-to-north left-turns are expected to increase from 60 to 80 vph and the eastbound through trips are expected to decrease by 20 trips. The westbound through trips are expected to decrease by 25 "ph. This is a net increase of 10 vph to the intersection. Most vehicles that once traveled through the intersection are now turning at rhe intersection of Mountain. Left-turn Diversions Operation Analysis The left-turn diversion impacts to the signalized intersections were analyzed using the Synchro software. The impacts to the four signalized intersections with increased traffic volumes are shown in Table 4, as well as the expected condition in the year 2020. The Transpo Group page 8 Table 4 '" 1. -< ,'" < . ,"" "" " , ,left-tunt Oiversion. Opel'Cltic:ms : . j <t- Wel'kcay PM Peak Hour cOcr1 &Isel'ne ino dlverslonSl 2\kH ""tl1 DIverSIOns Mountain .~,it. ..~ T!l1m I')> ~~. ~'II A 8.6 0,52 A 9.2 a,s 1 A 7.9 0.51 A 8.6 0,54 B 12.5 0.53 B 12.5 0.53 B 14.8 0.52 B 16.5 0.58 5i5k\VnU Blvd at Sherman Morton Morse/Beach S.Slwrou Blvd at 2003 w:tn ON!HSIOnS 2020 WI(t! OWefSlOnS Sherman A 9.2 8.6 12.5 16.5 0.51 0.54 0.53 0.58 B 10.1 0.63 0.58 0.68 0.79 Morton A A Morse/Beach B B 9.9 16.6 23.3 Mountain B c ~Q ~_'." - +"7"'M1Q:~o,::;: ^.. " ""..... ", .: ",,>>-"" '" "':.-4 ":-"":; 2'~(Sec/'Viln)" - - ~ . . . -: . . -~ 3 Volume to-CapaClf\l . As Table 4 shows, me shifts in traffic volume due to me median extensions is not expected to degrade me level of service at me signalized intersections. The results of this analysis are reasonable since the vehicle volumes being shifted are relatively small. The analysis also indicates mat me signalized intersections are expected to operate well under 2020 conditions. University Way Right In Only Under this scenario it was assumed that the traffic flow on University would be tevetsed from one-way outbound flow to one-way inbound flow onto Siskiyou Boulevard. The outbound traffic on University was shifted to i\Iountain, and half of me existing soumbound right-rums at Mountain were shifted to University. This scenario also assumes me median extension at University exist such mat mose lefrs are diverted to Mountain, as was me case in me previous scenario. As shown in Figure 5, me outbound traffic volumes were already shifted to Mountain due ro me median extensions. Thus, the only outbound volume shifted to reverse flow on University Way was me 60 right out vehicles. University Way Right In Only Operations Analysis Shifting the flow of traffic on Cniversiry will primarily impact Mountain Avenue because most of the traffic ",-ill divert to Mountain. University \x/ay is e:-..-pected to {)perate well because \J;-tth the median extension traffic How will be right 10 only at Uni\'ctsiry. The expected impacts of shifting more traffic from University to The Transpo Group page 9 .\lountain were evaluated with S\'nchro. The results of the analysis are shown in Table 5. Table 5 ,~.~__A"''''_h4A__~::i~'1oM ._~,~." . Wee~(jaY PM Peak HoUl 2003 wan D,ve'~1<H15 Wllh Nfl Traffic from Un,.ers,ly Mountain ,t!l_~ 8 16.5 il .... 0.58 g _lij~. ..- ZI 16.6 0.58 $lS",yOU Blvd at WepkCLlY pM Peak 'lcur \V:th N~ 1 r dtfr<'" f rtH!1 UnhersHy 2020 ""lh N9 T f \the From UrT,~ef,,'lv Mountain B 16.6 0.58 c 23.4 0.79 I level of 5ervKe . . . . Vtl!ume to.Capacltyr . As Table 5 shows, shifting the additional traffic to Mountain from University to accommodate the change in traffic flow is not expected to dei:,rrade the level of service at Mountain. Based on the 2020 analysis, :.,[ountain is expected to continue to operate at an acceptable level of service. Iowa Closed This scenario assumes that Iowa Street is closed at the location where it intersects Siskiyou Boulevard and Beach/Morse Street. The traffic approaching Siskiyou/Beach/Morse was rerouted to Morron Street. Thus, at Morron Streer the northbound left-turn was increased by 20 vph; the through trips were increased by 20 vph; and the right-turns were increased by 70 vph. The analysis also assumes the same traffic diversions that were used for the median extension, assuming Iowa would be closed as well as the median extension project. Iowa Closed Operations Analysis Closing Iowa Street will impact Siskiyou Boulevard at the intersections of ~Iorron and Beach/Morse. The expected impacts of shifting more traffic from Iowa to Morton and closing Iowa at Beach/Morse were evaluated with Synchro. The results of the analysis are shown in Table 6. Table 6 '" ,,> ",. ~ %;' -::' : ^' 4 1 r Iowa Oosec:! W""kd;.1' PM f'e,lk 'leur V/lth [OWd Clos,>c $,sk 'YOd llhd at I.a .i~.~ .. A 7.9 0.51 A 9.9 0.61 8 12.5 0.53 A 5.3 0.41 Morton Morse/Beach The Transpo Group page 10 W,e~y., PM, i?eak. Ho/.lk ' _, Wdh Iowa. QCISa!l 2QlQ Wlth.kvN&.Cl~ __ Morton A 9.9 5.3 0.61 0.41 B 13.3 6.4 0.68 0.53 Morse/Beach A A I Level of ~t:"\It(e ~~ . . :~ 3 \lohlfne-to.Qpaclty As Table 6 sho\Y" both intersections will continue to operate well if Iowa Street is closed. Morton is expected to continue to operate at LOS A. And Morse/Beach is expected to increase from LOS B ro LOS A. Morse/Beach improves because one less signal phase is tequired at this intersection when Iowa is closed. Thus, more i:,>Teen time is available to process vehicles at the remaining approaches. As Table 6 shows, both of these intersections are expectcd to operate well with forecast 2020 traffic volumes Summary As the traffic operations analysis in this secrion shows, extending medians, dosing streets, and reversing traffic flow on Cniversiry is nor expectcd ro degrade the level of service at the signalized intersections on Siskiyou Boulevard between Union and University. This is primarily due to the low traffic volumes on tbe side streets that are impacted by the infrastructure adjustments. Shifting these low volumes to the signalized intersections is not expected to significantly increase delays or queues at the signalized intersections analyzed. Furthermore, with the proposed changes, the intersections ar~ expected to continue to operate well in the forecast year of 2020. Based on the review of the previous traffic study that was done by DKS, they had determined that the traffic signals are not warranted at Sherman and Marron by year 200S. But they recommended that Morton and Sherman to be signalized ro accommodate left turn diversions due the median closures discussed above. The DKS report did not cvaluate signal warrants for year 2020. It is our estimation that both the Morton signal and Sherman signals will be warranted in 2020 even though no signal warrnnts was conducted for this year by either DKS or Transpo. This assumption is based on the projected traffic volumes along Siskiyou Boulevard and our experience on similar projects. It is our recommendation that the City construct a traffic signal at Sherman as parr of the Siskiyou Boulevard project. The Ciry should also construct the under ground crossings for a future signal at Marron and perform a signal warrants analysis in 2006. The Transpo Group page 11 Siskiyou Boulevard - Hwy 66 to Walker (5 vs. 3-lanes) This section of the memorandum documents the analysis of Siskiyou Boulevard from [nwana/Wighrman to Walker Avenue. The traffic operations analysis consisted of evaluating existing and furure (2020) traffic volumes and circulation of (:\1m street system alternatives. The alternatives analyzed include the existing system with 5-Lanes (Existing 5-Lane) and an alternative concept \\rith 3-Lanes (Furure 3- Lane Option) between Highway 66 and Walker :henue. The tnftic analysIs was performed using micro-simulation (Vissim). As discussed earlier, Vissim is capable of accounting for the interaction of every vehicle within a network. Thus, Vissim will provIde detailed information of vehicle impacts to up / downstream intersections and driveways. B <1:'; e ~ : n ~ i,2 00 3 '_; -:- ( -:~ ;' -: ~ c ~,o i ~ ;11 e T e s ~ This section of the report documents the results of the 5-Lane and the 3-Lane option traffic operations using baseline (2003) volumes. The same rnffic volumes were used for each option. However, the signal riming data was adjusted for the 3- Lane option to account for the geometric reductions in capacity as well as for some turning movement adjustments ar Siskiyou Boulevard/Highway 66. In addition the 5-Lane option included a single south to east left tufn lane as exisrs tOday, while the 3-Lane option was evaluated with two south to east left lanes. The two left rum hu1es were added to accommodate the heavy vehicular demand for this movement and to improve the overall operation of the intersection. Traffic Volumes Existing traffic volumes were based on the turning movement counts provided in the "Siskiyou Boulevard Design Concepts" report prepared by Otak, February 2001. The volumes were forecast to year 2003 by assuming an annual growth nte of 1.5 percent for 3 years. The PM peak volumes are shown in Figure 6. Signal Timing Existing signal timing information was provide by the Oregon Deparunent of Transportation (ODOT) for the Siskiyou Boulevard. All existing signal timing, for the 5-Lane, is based on the timing plans sent by OOOT Sif,rnal timing was appropriarely adjusted for the modifications made to the 3-Lane Option. For the 3-Lane option the signal-timing plan at Siskiyou Boulevard/Highway 66 and Siskiyou Boulevard/Walker Avenue had to be adjusted to account for the reduction in roadway capacity (t.e., the reduction in travel lanes). Also, at Siskiyou Boulevard/Highway 66 a left-rum from Highway 66 to southbound Siskivou was included to provide maximum traffic circulation capability and to avoid cut through traffic through priyate properties. Signal timing is provided in the appendix. The Transpo Group page 1 2 SISKIYOU BLVD / WIGHTMAN/INDIANA 10 15 I 75 ~t~ 30 ~ L 50 805 - - 800 40 , , 30 )tr 25 I 30 15 SISKIYOU BLVD/ GREEN SPRING HWY 525 ~ 510 ~ 545- Ls -430 @I SISKIYOU BLVD/ WALKER AVE 45 I 15 ~ 20 ~ ~ 35 ~ L 40 430- -355 45, ,25 )\r 40 20 30 I ... Figure 6 , PM Peak Hour Traffic Volumes AJhland, OR \4:\Ol\01143\graphi:sIGfdllnic01 <0> robertm 12/18/01 1041 Simulation Results The existing traffic volumes, signal timing, and appropriate intersection geometry were coded into Vissim. Data was collected for both the 5-Lane option and rhe 3- Lane option. Queue dara was collected at all approaches at Siskiyou Boulevard/Highwav 66 and travel times were collected on a segment of Siskiyou BouLevard and Highway 66. The three travel times collected are: 1) Siskiyou southbound, beginning north of Wightman St./lndiana St. and ending south of W alker Ave. 2) Siskiyou northbound, beginning south of Walker Ave and ending north of Wightman St./lndiana St. 3) Highway 66 westbound, beginning east of Siskiyou Boulevard and ending north of Wighanan St./lndiam Sf. The purpose of the data collection is to measure the degree of change ben,veen rhe different lane configuration options and voLumes. Table 7 provides the results of the queuing data collected at Siskiyou Boulevard/Highway 66. Southbound queue measurement includes vehicles traveling through the intersection on Siskiyou and turning Left on to Highway 66. Northbound travel rimes include vehicles traveling north through the Siskiyou/Highway 66 intersection; and westbound includes vehicles traveling from Highway 66 turning onto Siskiyou. Table 7 Siskiyou/Highway 66 Queue. Comparisons (ZOOl) Southbound 190 725 85 490 Northbound 15 145 55 335 Westhbound 40 205 35 200 As Table 7 shows, the southbound queues are reduced due to the added Left-turn capacity provided by the dual-left from Siskiyou to Highway 66. The northbound Left is expected to increase due to the reduction in lane capacity, and the westbound approach is expected to operate similar under both the 5-lane and 3-lane opoon. The northbound queues could be mitigated by adding a second though Lane in the northbound direction. Table 8 provides the results of the travel time analysis. The Transpo Group page 1 3 Table 8 ~., '" ;~. y,SblUJQl.t T~ Time Ccmparisal'f (ZOOl~ :~ ""0 ' ,-" > ft." Tf311'el T lf1le (see) RO'~;e 3.t2ne Southbound on Siskiyou Northbound on Siskiyou WB.to-NB Highway 66 75 75 50 85 85 45 As Table 8 shows, the time to travel on Siskiyou between Wightman/Indiana and ,vr,~l'._._:,... ".~.......,..~....,.",_~ f-..-, : r"'>.-_......,...,', 1-...,.. ,........,,-........:____,,~....l.. -1(\" ,__-"..-...J~:.... _.,~,~t... ..3:...,,___ _.., .-1.'....., '" .~..~- <- ~...t'-...........~ .~._. _.~-.~ ......- -t-! - .........-.; . - . -- _.~~ .<. -'--" ~......_---.-.-. increase of 10 seconds 'Will probably not be discemable by most drivers due to the ract chat ic is spreaJ uur over mn:e intersections. T cave! ame from Hignway 6o-w- Siskiyou should remain relatively consistent. Based on 2003 traffic volumes the S- Lane and 3-Lane concepts are expected co operace similar. The 3-Lane option improves rhe south-to-east left rum at Siskiyou/Highway 66, and slightly degrades the westbound operations. This is mainly due ro converring one of rhe southbound through lanes in the 5-Lane option ro a left turn lane in the 3-Lane option. Future 2020 Traffic Volume Test This section ofrhe report documentS rhe resultS of traffic impacts to the street system when traffic volumes increase over rhe next 17-years, from 2003 to 2020. Traffic volumes were increased ac an annual growth rate of 1.5 percent for 17 years and the signal timing was recoded for both the 5-Lane and 3-Lane options to account for rhe increase in traffic demand. Future 2020 simulation results The following twO tables document the expected impactS to the 5-Lane and 3-Lane options due to increased traffic volumes over a 17 -year period. Table 9 shows the impacts to traffic queues ac Siskiyou/Highway 66 for 2020 compared to the 2003 conditions. The Transpo Group page 14 Siskiyou/Hwy 66 Existing \is. 2020 Expected Queues Table 9 Approacn Southbound 190 725 85 490 110 625 200 890 Northbound 15 145 55 335 35 250 70 440 Westbound 40 205 35 200 35 235 50 280 A "m~I_...FiI. - ~~.~~ , .,._.'1,", "T ,=c';,o; ,,~ ~::::l';:7........& The approximate distance between the Highway 66 intersection and Wightman/Indiana is 220 feet. As Table 9 shows, the average queue should be less than 220 feet under all scenarios for the southbound direction. The maximum queue is expected to extend through the Wightman/lncfuma intersection a few rimes every PM peak period. The average eastbound queues are not: significant considering the average is 200 feet, which is approximately equivalent to 10 vehicles (assuming average of 20 feet per vehicle). However, due to the close proximity of Wightman/Indiana the queue becomes more significant due to it impacts of pedestrian and-vehicle traffic at Wightman/Indiana. The northbound and westbound queues are both expected to increase slightly in 2020. The impacts of increased traffic volume on travel time are shown in Table 10. Siskiyou Travel Time Comparison Table 10 J~ l.:-.- ,~ D__ J j~~~ SBen Siskiyou 75 85 70 80 NB on Siskiyou 75 85 75 85 WB-krNB Highway 66 50 45 50 50 The Transpo Group page 1 5 As Table 10 shows, future 2020 traffic volumes are not expected to significanrlv impact travel times through the sIDdy area. This is primarily due to the adjusffiJems made to the signal riming and the added south to east second left turn. Safety CJils:derations The Siskiyou roadway section between Highway 66 and Walker is not ideal for pedestrian and bicycle traffic because of the higher speed limirs, and WJde roadway with no pedestrian refuge islands. In addition the design and location of several driveways along this section does not provide for safe egress and ingress. The driveways are the SOC access at the Highway 66 intersection and the Omar's driveway adjacent to it. It is our recommendation to either close these driveways completely or restrict them to right-in/ right-out if closure is nor feasible due w effects it could have on the businesses. In order to provide for a safer pedestrian crossings along this section it is recommended that a pedestrian refuge island and curb bulb-outs be considered at Highway 66 and Siskiyou and Francis Lane and Siskiyou respectively. Summ.:lry The conversion of Siskiyou Boulevard from a 5-Lane to 3-Lane section bet\Veen Highway 66 and Walker does not negatively impact traffic operations along this roadway segment. The analysis showed that the traffic congestion occurs on Siskiyou Boulevard bet\Veen Indiana and High~-ay 66. The 3-Lane option provides enough capacity-between Highway 66 and Walker. It is important to note that the current S-Lane secoon between Highway 66 and Walker does not accommodate business deliveries in a safe and efficient manner since delivery trUcks park in the two-way-left-turn-laoe and cross two lanes of traffic. The 3-Lane option provides an opporrunity w add outSide parking lane and bicycle lanes on both sides of the street. Adding a west to south left turn lane does nor degrade the intersection operation. But we are recommending not including this movement at this time since a recommendation was made to include a median island at the south crossing of the Highway 66/Siskiyou intersection. The other reason for this recommendation is the location of the SOU and Omar's driveways and potential safety issues. The rollov:ing recommendations are proposed: 1. Convert the existing S-Lane section into a 3.Lane section between Highway G6 and \X:alker. The 3-Lane section should be configured with parking and bicycle lanes on both sides of the Siskiyou and a potential second northbound pocket at Highway 66. The Transpo Group page 1 6 2. At the intersection of Highway 66 and Siskiyou Boulevard, add a second south to east left turn pocket by converting one of the existing southbound through lanes. 3. Modify the traffic sis'1lal at Highway 66 and Siskiyou to accommodate the above recommendations. 4. Optimize the traffic signal timing plans at Highway 66 and Indiana . . Intersectlons The Transpo Group page 1 7 CITY OF ASHLAND Council Communication Meeting Date: Department: Secondary Dept.: Approval: Funding for Public Art March 18, 2008 Primary Staff Contact: Administration E-Mail: Secondary Contact: Martha Bennett ~ Estimated Time: Ann Seltzer ann@ashland.or.us None 15 minutes Question: Which of the public art funding options does the Council wish explore through the public hearing process? Staff Recommendation: Staff recommends Council schedule a public hearing to consider Option #1; 1/10 (one tenth) of 1 % Public Art Commercial Development Fee, and 1/2 (one halt) of one percent of Capital Improvement Projects over $25,000, and 5% of tourism dollars generated from a potential increase to the TOT. Background: One of the goals identified in the Public Art Master Plan is to "seek diverse, reliable and stable funding for public art through the City of Ashland" and to prepare a menu of funding options for City Council review and consideration. Attached are the two funding options developed for council review. Option #1 includes: a 1/10 (one tenth) of 1 % Public Art Commercial Development Fee, a 1/2 (one halt) of one percent of Capital Improvement Projects over $25,000 and 5% of tourism dollars generated from a potential increase to the TOT. Option #2 includes: a 1/2 (one halt) of one percent of Capital Improvement Projects over $25,000 and a 1/2 cent increase in property tax. The PAC is very aware of the budget challenges of the city. The three sources identified were selected to have the least impact on the general fund. The commission supports all three funding sources listed under Option #1. In their analysis, these three sources combined provide funds for public art but do not compete for existing city resources. These sources draw from the commercial development community, general public dollars and tourism generated funds. If Council concurs this option is worth further consideration, a public hearing should be scheduled. The PAC recognizes that the allocation of tourism related TOT funds is part of a larger discussion. Staff is looking for feedback from the council on whether or not to include public art in the range of options being prepared for council discussion in April concerning an increase to the TOT. In addition to the proposed funding options the PAC will continue to seek funds from foundations and from private donors. Previous public art contributions include $5,000 from local foundations, $42,000 from private donors and $5,900 from the City of Ashland. These funds paid for current public art including: Rio Amistad (top of Calle staircase) Oyster and Kelp (Calle Staircase) and Nourishing Our Community (Lithia Way and Pioneer). Page 1 of2 031808 PAC funding.CC.doc rA' CITY OF ASHLAND During council deliberation on adopting the Master Plan councilors expressed a desire for a list of specific projects and estimated costs for each project. The PAC has included a list public art projects as part of their analysis but are not funded. This list is attached. Related City Policies: The commercial development fee would be collected by the building department at the time of permitting. Staff from the Community Development, Finance and Legal departments has reviewed this proposal. Council Options: · Direct staff to schedule a public hearing for public art funding for Option #1 or Option #2 and direct staff to include funding for public art in the TOT scenario for council discussion in April. · Determine that funding public art is not possible at this time and provide direction to the PAC Potential Motions: . Move adoption of Option# _ for funding public art. . Move to deny funding for public art. Attachments: · Public Art Commission funding options and Public Art project description and associated costs. Page 2 of2 031808 PAC funding.CC.doc rA' Public Art Commission Recommendation to the Council, March 18 2008 Proposed Funding Options for Public Art in Ashland Option #1 la) Public Art Commercial Development Fee (CDF) of 1/10 (one tenth) of 1 % The PAC proposes collecting a fee of one tenth of one percent of the total value of commercial construction based on construction permits for new commercial construction and additions to existing commercial properties. Developers would have the option to 1) invest one tenth of one percent of the total value of their construction permit to provide public art on the property working with the Public Art Commission and the public art process or 2) choose to pay a fee of one tenth of one percent ofthe total value of the construction permit to a public art fund. These funds would be set aside and allowed to accumulate in order to finance larger public art projects. In 2007, 16 permits were issued for commercial development. The value of that construction based on construction permit information was $6,647,802. One tenth of one percent ofthat amount would have generated $6,648. In 2006, 31 building permits were issued for commercial development. The value of that construction based on construction permits was determined to be $9,351,909. One tenth of one percent ofthat amount would have generated $9,351. The greatest number of commercial permits issued during the past five years was 154 permits in 2003 for a commercial valuation of $35,817,729. One tenth of one percent would have generated $35,818 for public art. Ib) Capital Improvement Projects of 1/2 (one halt) of one percent The PAC proposes allocating one half of one percent from capital improvement projects over $25,000 dollars for the maintenance and purchase of public art. CIP projects subject to the percent for art include the purchase, construction, rehabilitation or remodel of any public building or decorative or commemorative public structure within the city limits. The funds would not be required to be used for public art for the CIP project and would be set aside and allowed to accumulate in order to finance larger public art projects. CIP projects not subject to the percent for art include street or sidewalk improvements, public utility work, or emergency services work. Projects currently listed in the CIP that would be subject to the percent for art include: City Facility Upgrades, Fire Station #2, Police Parking Lot Expansion, Police Department Building Improvements, all are non-utility projects and are listed under Administration - City Facilities. Ie) Five percent of tourism dollars generated from a potential increase to the TOT. The Public Art Commission is aware the City Council is considering a possible increase to the transient occupancy tax. No doubt, there are numerous tourism related entities vying for those funds. The PAC asks council to consider allocating five percent of the tourism dollars generated from a potential increase for the acquisition of public art. 1 A one percent increase to the TOT would generate approximately $225,000 of which $158,000 must be spent on tourism. Five percent of$158,000 would generate $7,900 for public art. ORS320.300 provides that 70% of the total revenue generated from a TOT increase be spent on tourism. The language defines tourism and includes: "improved real property that has a useful life of 10 or more years and has a substantial purpose of supporting tourism or accommodating tourist activities". The PAC believes that public art could qualify as real property and "tourism related" when included in marketing efforts to promote Ashland as a visitor destination for cultural amenities which include public art. Currently the City of Bend uses a portion of the TOT for the acquisition and maintenance of public art and has taken the position that public art affixed to real property, with the intent that it remains affixed to real property, is "real property". Public art enhances the character of a community and highlights a community's commitment to art and culture. Studies show that public art serves as a powerful economic force, attracting businesses and visitors. It seems appropriate that funds collected from visitors to Ashland be spent on real property that enhances the community they have chosen to visit. If council does not agree public art is tourism-related, the PAC requests 3% of the non-tourism related use of a TOT increase be allocated for public art. The PAC is aware the City is interested in using those funds for specific purposes for the immediate future and therefore defers the request of an allocation of 3 % of the non-tourism designated funds until 2011. The Public Art Commission believes Option #1 is the most diverse source of funding for public art. It draws funds from the commercial development community, public dollars and tourism generated funds. Option #2 2a) 11/2 percent (one and a half percent) of Capital Improvement Projects Most communities in Oregon allocate a percent for art from capital projects, ranging from 1/2 to 2 1/2 percent, dedicated to public art acquisition and maintenance. Typical capital improvement projects subject to the percent for art include the purchase, construction, rehabilitation or remodel of any public building or decorative or commemorative public structure within the city limits. Projects not subject to the percent for art include street or sidewalk improvements, public utility work, emergency services work. 2b) Property Tax increase A 1/2 cent increase to current property taxes could generate approximately $8,500 annually for public art. A property assessed at $300,000 currently pays $1,718.00 in property taxes. A 1/2 cent increase would generate an additional $3.00, bringing the total property tax on a $300,000 assessed property to $1,721. 2 Public Art Commission Recommendation to the Council, March 4 200S Upcoming Public Art Projects In 2003, the City Council designated four placeholders for future public art: the gateway island between the library and fire station, the retaining wall in front of the library adjacent to the sidewalk, the park row at the comer of East Main and Gresham Street and the sign on the half wall of the service station across from the gateway island that currently reads "welcome Ashland" . Goal 9 of the PAC Master Plan states: "identify the gateway art projects for the existing locations approved by the City Council in 2003 as well as additional gateway locations". GoalS of the PAC Master Plan states: "develop community based public art projects which could incorporate neighborhoods and local schools". The following is a list of upcoming public art projects and anticipated costs for each project. Once funds are available, the PAC will engage the public to help define the artistic concept and scope of each project. Gateway Island The largest and most expensive project will be the gateway island. The island is of a substantial size and the final public art piece must be in scale with the location. Based on research of other cities with locations of similar size and scope with public art the anticipated cost for a project of this size is $100,000. The gateway welcome sign, currently posted on the half wall of the service station across from the gateway island is prominent and very visible to pedestrians and motorists. Preliminary conversations with the service station property owner indicate a willingness to allow the PAC to make improvements to the sign on the half wall. The anticipated cost is $10,000. Library Retaining Wall Likely the most appropriate medium for this space is a mosaic on the face of the retaining wall facing the sidewalk. Given the size ofthe wall the anticipated cost for this project is $30,000. The mosaic at the top of the Calle Guanajuato staircase, a smaller space than the library retaining wall, was $20,000. Parkrow at the corner of Gresham Street and East Main Street This space would be appropriate for a smaller piece, such as a kinetic, functional or sculptural piece. The location is of a similar size to the location of public art at the comer of Lithia Way and Pioneer and could accommodate a piece of art similar in size to the public art piece at that location. The anticipated cost for this project is $20,000. 3 Newly identified public art projects: North Ashland Entrance Sign The north Ashland entrance sign is located on Highway 99 at the base of the train trestle. It is prominent and in a highly visible location for motorists entering Ashland from the north. The original sign was sponsored by Ashland Rotary who recently spoke to the PAC expressing interest in partnering with the PAC and other service clubs to replace the current sign. The anticipated cost of this project is $5,000 plus additional support from local service clubs. South Ashland Entrance The PAC has not yet identified an appropriate location for a public art feature at the south entrance to Ashland, but believes it is important and appropriate to place one. This is in keeping with Goal 9 of the Master Plan and public art in gateway locations. The anticipated cost is $10,000. Neighborhood Project Bellview School One of the goals identified in the Master Plan is to "develop community-based public art projects which could incorporate neighborhoods and local schools". The PAC was contacted and asked to assist in creating a mosaic at Bellview School honoring the history of the Bellview community and the school. The proposed project will be coordinated with the Bellview art teacher, Bellview students and the Bellview PTO. The PAC believes this would be an appropriate project for an Economic and Cultural Development grant. The project is also a likely candidate for the involvement of SOU capstone student. The anticipated cost ofthis project is $5,000 plus the support of the Bellview community. 4 CITY OF ASHLAND Council Communication Revised Planning Commission Powers and Duties Ordinance Meeting Date: March 18,2008 Primary Staff Contact: Martha J. Bennett Department: Administration E-Mail: bennettm@ashland.or.us Secondary Dept.: Community Development Secondary Contact: Bill Molnar Approval: Martha J. Bennett ~ Estimated Time: 10 minutes Question: Does the Council wish to approve second reading of a proposed ordinance to revise AMC Chapter 2.12, which governs the Planning Commission? Staff Recommendation: Staff recommends adoption of the attached ordinance, which has been revised following your February 4, 2008 study session to incorporate suggestions of the Planning Commission. Background: The Planning Commission originally presented a proposed ordinance to the Council on August 7, 2008. Council had extensive feedback on the draft, which staff used to revise the ordinance. Those revisions were included with the Council's study session with the Planning Commission on February 4,2008. At Council's request, the Planning Commission looked at the revised ordinance at their February 12,2008 meeting. The Commission recommended six changes, and staff concurs with those recommendations. Four of the recommendations are minor wording changes to Sections 2.12.060.A, 2.12.060.B.1, 2.12.060.B.3 and 2.12.060.B.4. The fifth recommendation involves deleting section 2. 12.060.B.5 concerning studying environmental quality, sustainability, multi-modal transportation and creation and retention of family wage jobs. This language was originally suggested by the Planning Commission. However, the Commission agreed listing specific issues or values is out of place in the list of the work outlined in the powers and duties section. The final recommendation is to require members living outside of the city limits to live within six miles of the city limits rather than the language requiring residency in the UGB. Related City Policies: Council should review other boards and commission powers and duties, found in Chapter 2 of the AMC. Staff believes that the revisions made since August 2007 make the proposed ordinance more consistent with other delegations. Council Options: Council can · Approve first reading of the attached ordinance as drafted. · Revise the ordinance and then approve first reading or direct staff to make additional revisions and return at a later date · Table the ordinance Page 1 of2 031808 PC Powers and Duties Ordinance.CC.doc r~' CITY OF ASHLAND Potential Motions: I move to: · Approve first reading of an ordinance amending the Ashland Municipal Code, Chapter 2.12., City Planning Commission. · Approve first reading of an ordinance amending the Ashland Municipal Code, Chapter 2.12., City Planning Commission, with the following revisions to the proposed ordinance. · Direct staff to make the following revisions and return the ordinance to Council for reading at a later date. · Table the proposed ordinance Attachments: Ordinance ready for adoption 031808 PC Powers and Duties Ordinance.CC.doc Page 2 of2 ~A' ORDINANCE NO. AN ORDINANCE AMENDING THE ASHLAND MUNICIPAL CODE, CHAPTER 2.12, CITY PLANNING COMMISSION Annotated to show deletions and additions to the code sections being modified. Deletions are . in bold and additions are in bold underline. WHEREAS, Article 2. Section 1 of the Ashland City Charter provides: Powers of the City The City shall have all powers which the constitutions, statutes, and common law of the United States and of this State expressly or impliedly grant or allow municipalities, as fully as though this Charter specifically enumerated each of those powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto, shall possess all powers hereinafter specifically granted. All the authority thereof shall have perpetual succession. WHEREAS, the above referenced grant of power has been interpreted as affording all legislative powers home rule constitutional provisions reserved to Oregon Cities. City of Beaverton v. International Ass'n of Firefiqhters. Local 1660, Beaverton Shop, 20 Or. App. 293, 531 P 2d 730, 734 (1975} and WHEREAS, ORS 227.090 sets forth the powers and duties of Planning Commissions and Chapter 2.12 of the City of Ashland Municipal Code further enumerates such powers for the City of Ashland Planning Commission; and WHEREAS, the City of Ashland Planning Commission has requested staff to update Chapter 2.12 as set forth below. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOllOWS: SECTION 1: Section 2.12.010, City Planning Commission - Created, is hereby amended to read as follows: Section 2.12.010 CITY PLANNING COMMISSION - Created. There is created a City Planning Commission of nine (9) members, to be appointed by the Mayor and confirmed by the City Council, to serve without compensation, not more than two (2) of whom may be nonresidents of the City reside outside the City limits, within the Urban Growth Boundary (UGB). The Mayor City Attorney and City Engineer shall be an ex officio, non-voting members of the City Planning Commission. SECTION 2: Section 2.12.040, City Planning Commission- Elections of Officers- Annual Report, is hereby amended to read as follows: Second Reading 3-18-08 Chapter 2.12-City Planning Commission 1. Section 2.12.040 CITY PLANNING COMMISSION - Elections of officers-- Annual report. The Commission, at its first meeting, or as set forth in the Plannina Commission bylaws, shall elect a Chair and a Vice-Chair, and shall appoint a Secretary who need not be a member of the Commission, all of whom shall hold office at the pleasure of the Commission. The Secretary shall keep an accurate record of all proceedings, and the City Planning Commission shall, on the first day of October of each year, make and file a report of all its transactions with the City Council. SECTION 3: Section 2.12.050, City Planning Commission - Quorum-Rules and regulations, is hereby amended to read as follows: Section 2.12.050 CITY PLANNING COMMISSION - Quorum--Rules and regulations. Five (5) members of the City Planning Commission constitute a quorum. The Commission may make and alter rules and regulations for its government and procedure, consistent with the laws of the state and shall meet at least once every thirty (30) days. The recommendation to the City Council of any amendment to the Land Use Ordinance or Comprehensive Plan shall be by the affirmative vote of not less than a maiority of the total members of the commission. SECTION 4: Section 2.12.060, City Planning Commission -Powers and Duties, is hereby amended to read as follows: Section 2.12.060 CITY PLANNING COMMISSION - Powers and duties-- Generally. A. The Plannina Commission is the appointed citizen body with the primary responsibility of providina recommendations to the Mayor and City Council reaardina the overall direction of land use plannina. The Commission reviews and makes recommendations reaardina comprehensive land use plannina and fosters mutual communication on land use issues. The Commission is responsible to the City Council for makina recommendations on land use plans and policies that are coordinated with other City plans. policies. and functions. 1\. The po'.\'ers and duties of the City Planning Commission may be, but shall not be limited to, those set f-orth in O.R.S. 227.090, et. seq., as follows: 1. Recommend and make suggestions to the City Council and to all other public authorities concerning laying out, widening, extending, and locating streets, sidewalks and boulevards; parking; relief of traffic congestions, betterment of housing and sanitation conditions; and establishment of zones or districts limiting the use, height, area and bulk of buildings and structures; Second Reading 3-18-08 Chapter 2.12-City Planning Commission 2. 2. Recommend to the City Council and all other public authorities, plans for regulation of the future growth, development and beautification of the municipality in respect to its public and private buildings and works, streets, parks, grounds and vacant lots; plans consistent .....ith future growth and deyelopment of the City in order to secura to the City and its inhabitants sanitation, proper service to all public utilities; and transportation facilities; 3. Recommend to the City Council and all other public authorities, plans for promotion, development and regulation of industrial and economic needs of the community in raspect to private and public enterprises engaged in industrial pursuits; 4. Advertise the industrial advantages and opportunities of the municipality and availability of real estate .....ithin the municipality f-or industrial settlement; 5. Encourage industrial settlement within the municipality; 6. Make an economic survey of present and potential possibilities of the municipality with a view to ascertaining its industrial needs; 7. Study needs of existing local industries '.vith a vie..... to strengthening and developing local industries and stabilizing employment conditions; 8. Do and perf-orm all other acts and things necessary or proper to carry out the provisions of O.R.S. 227.010 to 227.150; 9. Study and propose, in general, such measures as may be advisable f-or promotion of the public interest, health, morals, safety, comfort, con.....enience, and .....elfare of the City and of the area six (6) miles adjacent thereto. B. In addition, The Plannina Commission it shall have the powers and duties to: 1. Periodically review the Comprehensive Plan and make recommendations to the City Council on public processes, studies, and potential revisions to the Plan. Work in coniunction with other City citizen advisory commissions, boards, and committees to ensure coordination of various elements of the Comprehensive Plan. 2. Render Quasi-iudicial decisions on land use applications and appeals of administrative land use decisions as prescribed by the Ashland Code and Oreaon state law. 3. Conduct public hearinas and make recommendations to the City Council on plannina issues and leaislative chanaes to land use reaulations and ordinances. 4. When needed to implement City aoals and policies, meet with other plannina bodies in the reaion on issues that affect City land use planninQ. Make recommendations to the City Council on reaionalland use issues in aeneral. Second Reading 3-18-08 Chapter 2.12-City Planning Commission 3. 5. Foster public awareness and involvement in all aspects of land use planninQ in the community. 1. (Ropealod by Ord. 1833, 1974) 2. Revio'// all proposod ordinancos rogulating or limiting tho uso, hoight, aroa, bulk and construction of buildings and appurtenant facilities, hold the nocossary public hoarings thoreon, and mako its recommondations thoreon in writing to the City Council; 3. Act as the urban renowal agency in Iiou of the f-ormer Ashland Dovolopmont Commission, to which reforenco is made in Resolution No. 68 2, adopted by tho City Council on January 9, 1968. (Ord.1720, 57, 1972) C. Except as otherwise set forth by the City Council, the PlanninQ Commission may exercise any or all of the powers and duties enumerated in ORS 227.090 et. seQ., as well as such additional powers and duties as are set forth herein. SECTION 5: Severability. If any section, provision, clause, sentence, or paragraph of this Ordinance or the application thereof to any person or circumstances shall be held invalid, such invalidity shall not affect the other sections, provisions, clauses, or paragraphs of this Ordinance which can be given effect without the invalid provision or application, and to this end the provisions of this Ordinance are declared to be severable. SECTION 6: Savings Clause. Notwithstanding this amendment/repeal, the City ordinances in existence at the time any criminal or civil enforcement or other actions were commenced, shall remain valid and in full force and effect for purposes of all cases filed or actions commenced during the times said ordinance(s) or portions thereof were operative. SECTION 7: Codification. Provisions of this Ordinance shall be incorporated in the City Code and the word "ordinance" may be changed to "code", "article", "section", or another word, and the sections of this Ordinance may be renumbered, or re-Iettered, provided however that any Whereas clauses and boilerplate provisions (Le. Sections 5-7 ) need not be codified. I I l l l l I The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2008, Second Reading 3-18-08 Chapter 2.l2-City Planning Commission 4. and duly PASSED and ADOPTED this Barbara M. Christensen, City Recorder SIGNED and APPROVED this _ day of Reviewed as to form: Richard Appicello, City Attorney Second Reading 3-18-08 day of ,2008. John W. Morrison, Mayor Chapter 2.12-City Planning Commission ,2008. 5.