HomeMy WebLinkAbout2008-1118 Council Mtg PACKET
CITY OF
ASHLAND
ImDortant: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written comments
to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Except for public hearings, there is no
absolute right to orally address the Council on an agenda item. Time permitting, the Presiding Officer may allow oral testimony; however, public
meetings law guarantees only public attendance, not public participation. If you wish to speak, please fill out the Speaker Request form located near
the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, ifany. 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
November 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. Executive Session of October 30, 2008
2. Joint Parks and Council Meeting of October 30, 2008
3. Study Session of November 3, 2008
4. Regular Council of November 4, 2008
VI. SPECIAL PRESENTATIONS & AWARDS
None.
VII. CONSENT AGENDA [5 minutes]
1. Does the Council accept the Minutes of Boards, Commissions, and Committees?
2. Should the Council make a final decision denying the Measure 49 claim for
approximately 27.25 acres of W-R zoned land located at the end of Hitt Road and
notify DLCD and the claimants of the final decision?
VIII. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form"
prior to the commencement of the public hearing. 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 92.04.050})
1. Shall Council suspend the public hearing to consider the formation of a local
improvement district (LID) to improve Beach Street based upon a remonstrance
petition representing 76.9 percent of the proposed assessment? [10 Minutes]
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
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2. Should the Council award up to $345,000 in CDBG funds to one or more of the
respondents to the Request for Proposal in compliance with eligibility criteria of the
Department of Housing and Urban Development? [30 Minutes]
IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time
allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all
people wishing to speak to complete theirtestimony.) [15 minutes maximum]
X. UNFINISHED BUSINESS
1. Will Council approve a resolution authorizing the issuance of Full Faith and Credit
Bonds up to $2,500,000 to fund wastewater system improvements? [10 Minutes]
XI. NEW AND MISCELLANEOUS BUSINESS
1. Should the Council accept the Comprehensive Annual Financial Report as
recommended by the Ashland Audit Committee? [30 Minutes]
2. Does Council wish to change the resolution, amount granted, or the granting process
for Social Services? [30 Minutes]
3. Does the City Council have questions about the progress and next steps for the
Community Strategic Planning and Economic Development Strategy City Council
Goals? [30 Minutes]
XII. ORDINANCES. RESOLUTIONS AND CONTRACTS
1. Should the City Council conduct and approve the Second Reading of an ordinance
titled "An Ordinance Amending Chapter 2, Administration, Adding Section 2.13
Transportation Commission; Repealing Section 2.22 Bic}Cle and Pedestrian
Commission and Repealing Section 2.26 Traffic Safety Commission"? [5 Minutes]
XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL
LIAISONS
None
XIV. ADJOURNMENT
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting,
please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification
72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the
meeting (28 CFR 35.102-35.104 ADA Title I).
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
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ASHLAND CiTY CUUNCiL M1:;n'JJN0
October 30,2008
PAGE 1 of4
MINUTES FOR THE JOINT MEETING
ASHLAND CITY COUNCIL AND
ASHLAND PARKS AND RECREATION COMMISSION
October 30, 2008
Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Morrison and Parks Commission Chair, Mike Gardner, called the meeting to order at 7:00 p.m. in the
Civic Center Council Chambers.
ROLL CALL
Councilor Chapman, Hardesty, Hartzell, Jackson, Navickas, and Silbiger were present.
Commissioners Eggers, Lewis, Noraas, and Rosenthal were present.
BACKGROUND PRESENTATION
Mayor Morrison gave overview of the agenda and the reasons for calling this meeting.
City Administrator, Martha Bennett, Finance Director, Lee Tuneberg, and Parks Director, Don Robertson,
gave a Power Point presentation (attached) regarding the steps that lead to this meeting and the issues to be
discussed.
Ms. Bennett gave overview of discussions held during the previous budget process. Mr. Tuneberg
presented a chart of the projected fund balances for the next 6 years. Many funds look poor, some look
very bad, and only a few look ok. Ms. Bennett stated that they will spend most of tonight's meeting
focused on the General Fund and the Pars and Recreation fund because these are the funds that are
primarily tax supported and the other funds are more easily in the City's control. Starting in 2007 the City
began spending more in the general fund than was collected in revenue. The City expects to do this again
in 2009 and projects this will happen, depending upon the economy, for the next several years.
Mr. Tuneberg gave overview of the sources of revenue for the General Fund. Most revenues come from
property taxes. The City of Ashland has a particularly wide array of taxes, which has given us a more
stable base of revenue than many cities in Oregon. Mr. Tuneberg gave an overview of the general fund
revenue trends for the past four years. He also gave an overview of the types of services provided in the
General Fund including; Police, Fire and Rescue, Administrative Services (finance), Community
Development, some Administration and some Public Works activities.
Ms. Bennett told the group about the short-term general fund issues including:
· A slow down in construction which can cause loss of funds in both permits and additional monies
from newly assessed property taxes
· Transient occupancy taxes are flat
· Borrowing is becoming challenging
· Interest earnings will be lower than budgeted
· Lower rate of property tax collection
· Some expenses are growing faster than revenues.
The longer-term general fund issues the group needs to deal with include:
· Permanent tax rate cap due to measure 50 limits
· Vulnerability to changes in telecommunications franchise fee collections
· Inflationary pressures (costs rising faster than revenue)
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ASHLAND CiTY COUNCiL ,HEETlNG
October 30, 2008
PAGE 2014
. Declining rate of reimbursement for ambulance services
. Cost recovery policies
Mr. Robertson gave overview of the Parks budget over time including sources of revenue and the types of
services provided by the parks department. One of the biggest budget changes recently was when Parks
took over the Senior Center, which increased expenditures faster than revenues. Another significant
change reflected in the charts was Parks beginning to handle the School grounds maintenance entirely.
Parks Commission has done a couple of things to improve the Parks Fund budget outlook including; tying
their budget process to their goal setting process, updating the facilities fees for the first time in 10 years,
and establishing policies and targets for cost recovery.
The short term Parks fund challenges:
· Need to maintain an adequate ending fund balance to ensure funds available until property taxes
are received (especially important due to high activity levels in summer)
. Interest earnings lower than budgeted
· Rate of property tax collection (Ashland is impacted by all Jackson County tax collections)
. Inflation-driven expenses are growing faster than revenue.
Mr. Robertson gave overview of the long-term fund challenges including:
. Youth Activities Levy expiring
. Food And Beverage Tax expiring
. Most Parks revenues are from property taxes
. Long-term agreements about city/parks split of tax rate
Ms. Bennett informed the group that the discussions and decisions from this group before the beginning of
the next budget process include: overall priorities for reductions and additions, priorities specific to shifts
in the economy, and overall approach to revenues. Additional longer-term discussions will need to be had
regarding the desired overall service levels, prioritization of services, and the overall tax burden for
residents. From those discussions we will probably touch on other topics like; renewing the Food and
Beverage tax, local option levies for parks services, general obligation bonds, and capital projects versus
service levels.
Ms. Bennett proposed that we use a series of Council study session and meet with Council, Parks
Commission, and the Budget Committee to talk about four main topics; public safety, parks and recreation
services, development related services, and revenue issues and options. She gave details on the proposed
meeting dates.
Committee asked why the Food and Beverage tax (F&B) was not included in the Parks fund slides. Mr.
Robertson informed the group that currently F&B goes towards Capital Projects in Parks and not in their
general parks fund. It will need to be discussed to determine if Parks could use those funds not only for
capital but for new construction or for general operating expenses.
Committee wanted clarification as to why the Parks Administration costs were so much greater than the
City Administration costs. This is due to City Administration costs mostly being in the Central Services
fund and not the General fund and Parks Administration costs mostly involving recreations management
costs.
PUBLIC INPUT
Jean Crawford encouraged the group to continue to make funding for Parks a priority. She reminded the
group of the long history of public involvement with the parks including donation of land, working to
ASHLAND CiTY COUNCiL ;tlEETlNG
October 30,2008
PAGE 3 of4
improve parks through volunteering. She knows the Parks Commission as worked hard to maintain good
budgeting and to use volunteer help where needed. She believes we need a long-term plan for acquiring
new park land.
Darren Borgias thanked both groups for all their hard work. He is representing the Friends of Westwood
Park. The Friends of Westwood Park strongly support protecting existing parks. They also support finding
long-term support for the continued improvement of parks and the continued acquisition of new park
property. Would like to encourage the group to support re-instating the F&B tax and would like a portion
of it to go to support parks.
Lynn Thompson thinks that the proposal for having a series of discussions is positive. She reminded the
group that the budget committee has been asking for this for as long as she has been a member. She thinks
it is a positive thing to include the Parks Commission in the broader discussion. She hopes that if the
group can spend time before the budget process to deal with some of the specific issues in the General
fund then maybe the budget process can be more focused.
Paul Hwoschinsky stated that parks are a core value of Ashland and we need to take a longer-term view.
Was frustrated that, when a recent housing development was created, 7 people were able to stop the
creation of the park connected to the project. Suspects we will be having budget challenges at least until
2012 and we need to take a long-range view of budgeting.
DISCUSSION OF NEXT STEPSIPROPOSED PROCESS
Committee discussed the proposal for using study session and whether the priorities suggested by staff are
their priorities and if the meeting schedule is acceptable.
Councilor member Hardesty questioned what sorts of things staff envisions talking about in the revenue
discussion. Ms. Bennett stated there are shorter-term revenue issues like fee policies and longer-term
revenue issues like the tax rate and levies which need to be discussed. Ms. Bennett stated she would like
to focus on priorities in these discussions rather than the specific number. The numbers will be discussed
during the budget process. Councilor Hardesty voiced her support for the process.
Commissioner Eggers supported the process but feels short-term and long-term issues are more closely tied
than the proposal might suggest. She hopes that the short-term discussion will bring up long-term issues
and that the groups can focus on both.
Councilor Navickas stated he did not support the additional meeting because these topics are already
covered in the budget process. He does appreciate including the Parks Commission but worries that it is
just to help them feel better about the City taking away their funding. He stated that even though crime is
going down we continue to add more police officers and we instead need to look at whether that is
necessary. Ms. Bennett stated that taking away Parks funding is certainly not the intent of the meetings but
both groups need to understand that they both face the same property tax revenue limits and need to work
together.
Councilor Hartzell stated she supports the process. She wants to insure that there is community
involvement and would like to know if the meetings will be televised. Ms. Bennett stated that it might be a
challenge to fit 19 people in the council chambers for televising but reminded the group that they will
always be open to the public. Councilor Hartzell wanted to make sure that part of the discussion involves
talking about what services have already been reduced and how that has affected the service levels.
Commissioner Noraas has mixed feeling about the topics of the four meetings because she wonders if all
the topics directly relate to the Parks Commission. Mr. Robertson stated that due to Measure 50 issues the
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ASHLAND CITY COUNCIL MEETING
October 30,2008
PAGE 4 of4
budgets of the City and the Parks Department are more closely tied than previously. As the Parks
commission doesn't regularly get to participate in the budget committee meetings this is their only
opportunity to set their goals in relation to the city's goals. It will help all three groups to understand the
highest priorities. Commissioner Noraas agreed that the City as a whole is changing demographics and we
do need to focus on how to provide the correct services.
Councilor Jackson is excited to have these additional meeting. She stated that we need to have the
discussions regarding what are our priorities prior to the budget committee meeting.
Commissioner Gardner isn't happy about the extra meetings but feels it is important to gain an
understanding of both groups and their priorities. He hopes this will help to set up fairer guidelines for the
budget process.
Mayor Morrison supportive of this discussion and appreciates the opportunity to set priorities so that the
priorities lead the discussion rather than dollars dictating policy.
Commissioner Rosenthal is in favor of getting the opportunity to get the Parks message out to the Budget
committee. Thanked Mayor Morrison and Councilor Hardesty for their service to the community. He
considers the challenges of the loss of food and beverage tax and the development of parks property,
maintenance in quality of service, and maintaining the ending fund balance to be the most important parts
of these upcoming discussions for him. Also, the group needs to figure out how to maintain an adequate
fund balance.
Councilor Silbiger thinks this is a good start to a lengthy set of meetings and prioritizations. He believes
we are looking at a severe economic downturn and this is a good start to working out these issues.
Commissioner Lewis would be glad to attend the meetings as long as at least part of these discussions
involves the balance of Parks/City funding. He would also like to include discussion on F&B tax.
Councilor Chapman thinks this is a positive process and the right mix of people. His only concerned about
how we can structure a meeting with 19 people so that anything gets done. He hopes staff will develop a
good plan.
Councilor Hartzell wanted further details about what staff sees as the outcome of these meetings. Ms.
Bennett thinks each department need to come talk about what services they currently provide, how they
can provide those services better, and what they are hoping to achieve in the future. The group then needs
to have discussions about the relative importance of each service provided so that if reductions become
necessary during the budget process staff will know where cuts may be more acceptable. Mr. Robertson
stated that including the Parks in the discussion is important because they have relationships with all the
departments. Councilor Hartzell would also like information about what other communities are doing
regarding their provided service levels.
ADJOURNMENT
Meeting was adjourned at 8:43 p.m.
Diane Ship let, Executive Secretary
John W. Morrison, Mayor
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CITY COUNCIL STUDY SESSION
November 3,2008
Page 1 of2
MINUTES FOR CITY COUNCIL STUDY SESSION
Monday, November 3,2008
Council Chambers, 1175 East Main Street
Council Chair David Chapman called the meeting to order at 6:05 p.m. in the absence of Mayor John
Morrison. Councilors Hardesty, Navickas, Hartzell, Jackson and Silbiger were present.
1. Does the Council have questions for the City Recorder about the City's Investment Policy or about
the status of the City's current investments?
City Recorder Barbara Christensen explained the City had a strong, conservative investment policy. The City
currently had 820/0 invested in the Local Government Pool, 15% in Government Agency Securities and 30/0
invested in Certificates of Deposits.
The Local Government Investment Pool (LGIP) maintains 900+ members, consisting of County, City and
Local Government Entities and money from these entities are pooled and managed by the Oregon State
Treasury (OST). The Oregon State Treasury has an advisory board who advise in the management and
investments of the pooled money. This Board consists of the State Treasurer, three non-public members and
three members who are Treasurers, Finance Officers or Business Managers in local government that manage
the investment portfolio.
The approved LGIP Investment Policy dictates that securities mature at less than 3 years. Investments are
staggered so they mature at different times and diversification is important. Ms. Christensen reported that a
Senior Investment Officer from OST had clarified that when Asset Backed Securities started to fail, the State
Pool made appropriate changes to the portfolio and confirmed that the final security matured in October 2008.
When this final security matured, there were no more investments in Asset Backed Securities. Ms. Christensen
explained that there are several factors used when purchasing securities for investment and examples were
provided. She stated that LGIP's current focus is on liquidity as they respond to the current market.
Ms. Christensen recommended having the Oregon Short Term Board review the City's current investment
policy, make recommendations and present to Council for approval. When questioned on LGIP's relationship
with State Street, she explained th~t the Senior Investment Officer from OST had stated that State Street is not
allowed any additional investing than the Oregon Short Term Board allows them to do.
2. Review of regular meeting agenda for November 4, 2008
City Administrator Martha Bennett reviewed the agenda with council with the following comments:
. Should the Council conduct and approve First Reading of an ordinance titled, "An Ordinance
Amending Chapter 2, Administration, Adding Section 2.13, Transportation Commission;
Repealing Section 2.22 Bicycle and Pedestrian Commission and Repealing Section 2.26 Traffic
Safety Commission" and move the ordinance on to Second Reading?
Boards and Commissions can appoint Ad Hoc and Sub-Committees at any time. If they are Sub-
Committees that deliberate on an item that eventually goes to Council, they need to follow Oregon
Public Record Law. Official Sub-Committee rules would apply if someone not on the board were
appointed.
Council asked staff to revise the new bulleted paragraph under Powers and Duties III the
Transportation Commission Ordinance on page two.
. Should the Council approve an AFN wholesale and retain rate increase to offset an increase in
operating expenses?
CITY COUNCIL STUDY SESSION
November 3, 2008
Page 2 of2
Interim Information Technology Director Michael Ainsworth explained there were no entities with a
contract or long-term agreement with Ashland Fiber Network (AFN). The majority of customers
were garnered through retailers.
AFN had projected a 5% growth in subscriber accounts and experienced 2.3% customer growth.
. Does the Council wish to enter into a purchase agreement to acquire 10 acres on Clay Street to
be used for a public park and an affordable housing project in partnership with the Housing
Authority of Jackson County?
Senior Planner Brandon Goldman explained that Resolution 2006-13 identified the income levels for
households that would qualify for affordable housing. The Housing Authority would provide some
units at 500/0 and some at 60% but were looking at a 30%-60% Area Median Income (AMI) range so
that all participants have income to contribute to rent.
Mr. Goldman was asked to provide information from the Jackson County Assessment Office on the
original purchase price for the Clay Street property for the regular meeting session 11/4/08.
3. What are the Council priorities for city facilities and properties based on the information provided
in the Facilities Master Plan Report? Does the Council wish to place a bond measure on the 2010
ballot for public safety improvements?
Council determined that Fire Station # 2 was the top priority for the Facilities Master Plan. It will require voter
support and November 2010 as an election time frame was discussed. Ogden Roemer Wilkerson Architecture
was able to bring the price down since the building did not require a downtown look and will research more
ways to economize. Concern was expressed that the Food and Beverage Tax needs to come first.
The second priority for the Plan was the Police Department building. It would require voter approval as well
and there was a discussion on bringing it to the public in 2012. The Police Department might be able to offset
10%-300/0 of the cost with Forfeiture Funds. Using trailers or pre-fabricated buildings for evidence storage
would not meet the City's needs long-term but might be sufficient for office space in the interim.
Logistic and cost concerns were raised during a discussion on the benefits and negatives of moving Finance to
the Grove and adding to the Community Development building. The desired intention was to have City Hall
remain downtown. It was decided to resolve the issues with the Grove prior to redoing City Hall and have staff
develop 2-3 scenarios for the Grove after planning the Fire and Police department interim strategies. Council
suggested consulting with other agencies on consolidating space and asked staff to research various surplus
properties for office space potential.
4. Look Ahead Review
The Council Look Ahead was not reviewed.
Meeting was adjourned at 8:28 p.m.
Respectfully submitted,
Dana Smith
Assistant to the City Recorder
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ASHLAND CITY COUNCIL klEETlNG
November 4. 2008
PAGE I of9
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
November 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
Councilor Hardesty, Navickas, Hartzell, Jackson, Silbiger and Chapman were present.
MAYOR'S ANNOUNCEMENT OF BOARD AND COMMISSION VACANCIES
Mayor Morrison noted vacancies on the Public Arts Commission, Citizen Budget Committee (deadline for
applications is November 7, 2008) and the three vacancies on the Tree Commission.
SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS?
The minutes of the Study Session of October 20, 2008 and Regular Council meeting of October 21, 2008
were approved as presented.
SPECIAL PRESENTATIONS & AWARDS
The Mayor's Proclamation of November as American Indian Heritage Month and Proclamation of
November as National Family Caregiver Month and National Alzheimer's Awareness Month were read
aloud.
CONSENT AGENDA
1. Does the Council accept the Minutes of Boards, Commissions, and Committees?
2. Does the Council wish to ratify the new Labor Agreement between the City of Ashland and the
Laborers Local No. 121?
3. Should Council accept the quarterly financial report as presented?
4. Should the Council approve the attached Findings of Fact, Conclusions of Law and Order for
Planning Action 2008-00182 (500 Strawberry Lane) and transmit the Revised Findings to
LUBA?
5. Should the Council approve a resolution titled, "A Resolution to Recognize the Conveyance of
Property and Amending Resolution 85-47"?
6. Should the Council authorize an Agreement with the Waters-Oldani Consulting Group, Inc. for
professional recruitment services at a bid price of $25,000?
Councilor Jackson/Silbiger mls to approve Consent Agenda items. Voice Vote: all AYES. Motion
passed.
PUBLIC HEARINGS
1. Does the Council wish to enter into a purchase agreement to acquire 10 acres on Clay Street to
be used for a public park and an affordable housing project in partnership with the Housing
Authority of Jackson County?
Conflict of Interest: Councilor Hartzell stated that she was recently appointed to the Board of the Housing
Authority of Jackson County (HAJC) by the County Commissioners Office and confirmed there is no conflict
of interest. Councilor Hardesty explained that she had spoken to representatives of the Housing Authority of
Jackson County (HAJC) and visited one of their housing sites but did not believe it was a conflict of interest.
Mayor Morrison clarified that the Westwood property was not part of the transaction being discussed and not
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ASHLAND CITY COUNCIL A1EETING
November 4.2008
PAGE 2 019
part of the decision Council would be making this evening.
Senior Planner Brandon Goldman explained that the Clay Street purchase entailed trading the 7,000 square
foot parking lot on Lithia Way, three half-acre lots at the top of Strawberry and Westwood and in addition
$620,000 towards the acquisition. Council would determine if the value of the property being traded equaled
or exceeded the value of the property received through the transaction. The appraisals showed a $165,000
amount in favor of the City. In addition, HAJC would contribute $1,280,000 towards the purchase and an
additional $80,000 towards the restoration and mitigation of wetlands on the property. The City would acquire
an asset of6 acres with a value of $2,160,000.
Mr. Goldman explained that despite the economic down turn, rent and the demand for rentals in Ashland had
continued to increase. Ashland's Housing Needs Analysis showed that 56% (60/0 college students) of the
residents renting in Ashland were paying more than 30% of their income for rent. Salaries in the area had not
increased in the past three years but rent had showing the need for affordable housing.
Various subsidies for affordable housing came to just over $11,000 per unit where subsidy ranges for RVCDC
projects using Community Development Block Grants (CDBG) were between $49,000-$54,000.
The Housing Authority's proposal would inject over 10 million dollars in new construction costs into the local
economy. They would receive these funds from Low Income Tax Credits and State Grants. The Oregon
Housing and Community Services conducted a study of three recent affordable housing projects and realized
there was a $1.96 increase in economic activity for every dollar spent on affordable housing construction. This
multiplier could infuse 20 million dollars into the local economy. In addition, the Housing Authority recently
applied for CDBG funding to offset the costs of full street improvements on Clay Street and the development
of internal streets.
Mr. Goldman explained that of the 6 acres, the Parks Commission was interested in buying four at $1,440,000.
If the Parks Department decided to contribute to half the cost of the wetlands, it would bring the total up to
$1,620,000. The amount was sufficient to pay back the Lithia lot's $500,000 value and the inter-fund loan
with a remaining $500,000 that could possibly go to the Housing Trust Fund. The property was zoned R2
Multi Family and had development potential on its own. If the Parks Department did not purchase the
property, the City could extend the inter-fund loan two years then sell the property to a private developer to
recapture funds. The City Parks Commission would use the property to expand the City YMCA Park to create
active ball fields.
The Housing Authority identified they had the capacity to build the units but collaborated with the City in
terms of buying the four acres of property. This addressed the original concern on how the City would get the
housing built if they purchased the full ten acres. The proposal from HAJC indicated how that would be
achieved.
City Administrator Martha Bennett explained that if the property did not sell, Council could lower the price or
refund the inter-fund loan. The property would be an attractive purchase because the infrastructure was
already established along with the development approval. With the one million dollar buffer, Council could
sell a portion of the land to pay back the loan as well.
City Attorney Richard Appicello explained that Council was not constrained when purchasing property as long
as it was a valid public purchase and there were available funds. The Public Hearing was for the disposition of
the property, because of the land exchange. Council needed to make a Finding that they were furthering public
interest in the disposing of the lots and that the land value associated with the disposition was equal. The
Findings provided in the packet showed the proposed plan favored the City.
The Housing Authority's proposal to develop the four acres in their plan would be what was built if approved.
ASHLAND CITY COUNCiL AfEETING
November 4, 2008
PAGE 3 of9
The City would own the remaining 6 acres and decide whether it became parkland or additional housing. Ms.
Bennett added that accepting the proposed plan would require an Intergovernmental Agreement (IGA) with
Jackson County Housing Authority and Council approval.
The City obtained two appraisals by licensed professional appraisers that used different assumptions with one
appraisal at $3,940,000 and the other at $3,200,000. The $3,940,000 appraisal assumed the affordable housing
component could be sold to the Housing Authority for $300,000. When the City commissioned their appraisal,
staff decided it was not reasonable to assign a $300,000 value on the affordable housing component when it
had a market value with one entity to purchase it. The Appraiser discounted the $300,000 and reduced the
value of the property from 117 to 107 units. At $30,000 per unit, it was further devalued another $300,000
and that accounted for the difference between the two appraisals. If the Housing Authority built 60 units on
the five acres remaining there would be a 13.5 - 15 unit per acre potential which would exceed 107 units total.
Ms. Bennett clarified that the City was only required to charge interest on the inter-fund loan but could charge
the Parks Department the interest on the opportunity costs of the City holding the land.
Public Hearing open: 7:57 p.m.
Mayor Morrison shared portions of comments submitted by local citizens. John Gaffey wrote opposing the
land swap. Heidi Parker and Ruth Alexander supported the property acquistion, both noting the need to
provide housing for younger families. Steve Ennis was in support of the proposal. Aaron Benjamin supported
the project and stated it would represent a unique opportunity for the City to make a step toward achieving
affordable workforce housing.
Egon Dubois/381 W Nevada Street/Spoke in opposition of the proposal. The estimates and the presentation
were misleading. The properties up for trade did not take into account sell ability. The current proposal was
vague and a gamble. The Council was being asked to vote on something without knowing all the facts. He did
not believe Council should be rushed to make a decision without a clear proposal.
Jason Elzy/Housing Authority of Jackson CountyNoiced his support and provided handouts to Council.
The 60 units of housing the Housing Authority proposed to build would target working families. The two and
three bedroom units would house 86-106 children at any given time. Currently the Housing Authority offered
only six units in its inventory of nearly 1,000 managed throughout the region. The Census Status showed how
Ashland exceeded the State's average of rent burdened households by 21 % and was the 15th most rent
burdened community out of 134 Oregon cities and counties. In 2000, Census data revealed that 72% or 922
low-income renters were rent burdened in Ashland, in the last 7 years it increased more than 100/0. Oregon
Housing and Community Services considered Ashland to be one of the highest priority communities in the
state of Oregon.
William Smith/1131 Barrington Circle/Chair of the Housing Commission he explained the Housing
Commission unanimously granted Jackson County CDBG funds based on the merit of their proposal. The
Housing Commission visited Maple Terrace, found it family friendly, and well maintained with good quality
construction. He supported the proposal.
Karen Clearwater/2510 Oakmont, Eugene/Represented the Oregon Housing and Community Services as
the Regional Advisor for Southwest Oregon. She reiterated that Ashland was rent burdened and by being a
priority one for the State the application to the State of Oregon would be enhanced. She encouraged Council to
choose the Jackson County Housing Authority plan.
Eric Dukes/2325 Ashland StreetJExplained he was not there to speak out against affordable housing but as
the voice of fiscal responsibility. The economy was the worst since the great depression. According to Forbes
magazine this was also the worst housing in 20 years and was not expected to get better any time soon. The
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ASHLAND CITY COUNCIL IvIEETlNG
November 4,2008
PAGE 40/9
proposal from a financial standpoint was based on speculation and a risky deal. He noted that there were
currently 14 lots for sale in the Strawberry Lane area, all for less than what the City would sell their properties.
The purchase did involve the Parks Department and could result in selling existing parkland. He strongly
encouraged the Council to look at the project from a tight fiscal responsibility standpoint.
Ron Roth/6950 Old 99S/Noted how long he had lived in Ashland and where his employees resided. The
proposal was potentially one of the greatest things that could be done for the community. He voiced his trust
of staff and the other groups who had worked on the project and encouraged CouRcil to approve the proposal.
Albert Pepe/321 Clay Street #21/Explained that he lived across the street from the proposed property. He
agreed with affordable housing but adding 60 units to the area would create crowding. There were already
issues with traffic. He recently received a notice about another new development near Clay Street that would
block the left hand turn lane onto Ashland Street from Clay Street adding more traffic problems. He
commented that a community garden or open space might be a better way to create community instead of ball
fields. He advised Council to look at the whole picture and not just parts.
Beverly DeLeonardis/737 Gibbon Rd, Central Point/Represented Oregon Action and explained they were a
grassroots social justice community organization that had long supported and worked for quality affordable
housing in southern Oregon. She noted the how many families had moved out of town and two elementary
schools were closed emphasizing the serious demographic imbalance in the community. The project location,
size and scale met the best practice goals for developing a strong community. The economics for this project
would provide a huge multiplier that would positively affect local economy.
Rich Rohde/124 Ohio/Explained he had been involved with Oregon Action and affordable housing in
Ashland since the Housing Commission was formed in the 1990' s. He thought the project was a good place to
take affordable housing to the next step in Ashland and urged Council to support it.
Evan Archerd/550 E Main StreetlReiterated previous comments that the land was ideal because it was flat,
easy to develop, close to bus stops and within walking distance to shopping. The project made financial sense
because HAJC was willing to put up $1.8 million dollars to fund the project and the seller was willing to take a
large percentage of the project in trade. By working with the Housing Authority, there was access to State and
possible Federal funds to build the project. He urged Council to support the project.
Mark Knox/485 W Nevada Street/Spoke as a citizen and noted everyone's efforts who worked on the
proposal. The size of the property would achieve the numbers that made the project feasible. He pointed out
that the 107 units the Appraiser addressed was the minimum and the numbers could be 135-169 units for the
10 acres. He hoped that if there were room for more affordable housing that HAJC and the City would
increase the number of units.
Nick Frost/963 Tolman Creek Rd/Explained he was there to talk about West Wood. He supported
affordable housing for Clay Street but the process had created a false division in the community. One side
viewed it as trading the parkland of rich people for homes for 60 families and the other side saw the trade of
open parkland as more city-managed-pesticide-sprayed ball fields. Both sides were well intentioned. The
project was a complex deal that's lack of public input had divided well-meaning citizens. Most of the
advocates on West Wood were not opposed to affordable housing only to the trade of public open space for
ball fields. He asked that future processes for projects like Clay Street be more public and urged Council to
approve the proposal.
City Attorney Richard Appicello clarified that the seller had reviewed the purchase and sale agreement and had
requested some changes. If Council made a motion, they should authorize the City Administrator to negotiate
minor modifications to the agreement.
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ASHLAND CITY COUNCIL /l.1EETlNG
November 4.2008
PAGE 5 019
Public Hearing closed: 8:39 p.m.
2. Should the Council approve an AFN wholesale and retain rate increase to offset an increase in
operating expense?
Interim Information Technology Director Michael Ainsworth provided the staff report. The rate increase
would cover inflation driven expenses that were growing faster than revenue that was currently on target but
would result in a $70,000 overage in expenses by the end of the fiscal year. The increase in expenses came
from materials.
The proposed rate increase would affect the wholesale resident internet services and not agreements with SOU,
the hospital or the school district. The minimum rate increase would cover the projected overage and expenses
for the fiscal year and would be the first increase for 900/0 of AFN customers since 2005. Pending FCC
approval, the industry was moving towards a consumptive base rate that would eliminate the need to come
back to Council for future rate increases.
Public Hearing open: 8:56 p.m.
Public Hearing closed: 8:56 p.m.
Councilor Jackson/Silbiger mls to approve Resolution #2008-38. Roll Call Vote: Councilor Silbiger,
Jackson, Hartzell, Chapman, Navickas and Hardesty YES. Motion passed.
CONTINUED DISCUSSION on item #1 Public Hearin2
Councilor Navickas/Hartzell mlS to approve of the land exchange of City Property including the
disposition of three undeveloped residential lots on Strawberry Lane and Westwood Street and the
Lithia Parking lot as expressed in the attached Findings of Fact, and enter into a purchase agreement
for acquisition of the 10-acre Clay Street property in partnership with the Housing Authority of
Jackson County and allowing minor amendments by City Administrator.
DISCUSSION: Councilor Navickas explained by providing affordable housing, the community was focusing
on economic development for businesses to invest in the community and the diversity of people and age groups
the community was rapidly losing. He encouraged Council to move forward with the project.
Councilor Hartzell wanted to ensure that some of the reimbursement money associated with Lithia Way Lot
was dedicated for parking related problems.
Councilor Hartzell/Jackson mls to amend the motion on the table to ask staff to propose an easement
for a street connection to Tolman when they return with the partitioning proposal. DISCUSSION:
Councilor Jackson noted that aD aT might constrain the use and circulation on Ashland Street and establishing
a public easement for future use that could be abandoned if the project failed was a relevant part of the land
deal. Councilor Chapman commented the project should include higher density, conservation, zero net energy
building as well as a long-range transportation plan for the area, with bicycle and pedestrian connections.
Roll Call Vote: Councilor Hardesty, Hartzell, Silbiger, Navickas, Jackson YES; Councilor Chapman,
NO. Motion passed 5-1.
Councilor Hartzell/Silbiger mls to amend motion to indicate that it is Council's interest in dedicating
any recapture of funds related to the Lithia Lot from the future sale of a portion of this property be put
back into addressing parking problems downtown. DISCUSSION: Council discussed the amount that
would go to addressing parking issues. Councilor Silbiger commented the exchange would be a double
negative for downtown parking by losing 13 spaces. The amendment was a fair way of recapturing that value
and was a reasonable trade off. Councilor Hardesty asked to rephrase the motion so that no more than
$500,000 would go towards parking related issues, including public transportation. Councilor Jackson
supported returning the $500,000 into the downtown area. Councilor Navickas could support using the money
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AS'HLAND CITY COUNCIL /l/fEET/NG
November 4, 2008
PAGE 60f9
in the downtown area for a plan or investment in pedestrian amenities but stressed it was important to look at
the other priorities like housing and commercial space that would revitalize the downtown area.
Councilor Hartzell withdrew the motion.
Councilor Hardesty/Hartzell mls to amend original motion that Council would direct staff to use the
money recaptured from Lithia lot towards transportation and parking related issues in the downtown
area. DISCUSSION: Ms. Bennett clarified that the inter-fund loan would be paid first.
Roll Call Vote: Councilor Hardesty, Hartzell, Silbiger, Navickas, Jackson YES: Councilor Chapman,
NO. Motion passed 5-1.
Continued Discussion on original amended motion: Councilor Hardesty supported the project; it was not
perfect but close. Councilor Jackson commented on fiscal responsibility noting the majority of the purchase
was land trade. Councilor Chapman wanted a cost benefit analysis of the City prior to supporting the project
stating it was too nebulous for a decision and would not support it as it was.
Councilor Silbiger supported the project. The City was looking at real economic problems in the future but in
an economic crisis with a housing downturn, Public Works was one of the things that brought the country out
of the great depression and this project would put people to work.
Mayor Morrison strongly approved the project explaining there had been a need for affordable housing in
Ashland for the past ten years. It would bring 1.3 million dollars into Ashland from the outside of the
community. There were details and land variables that would require attention but the timing was right for the
proj ect.
Roll Call Vote on original amended motion: Councilor Hardesty, Hartzell, Silbiger, Navickas, Jackson
YES; Councilor Chapman NO. Motion passed 5-1.
PUBLIC FORUM None
UNFINISHED BUSINESS
1. Will Council approve the attached resolution authorizing water revenue bonds up to $5,975,000 and
giving sixty days notice of the potential sale?
Administrative Services Director Lee Tuneberg presented the staff report and explained a recent correction to
the resolution reflecting an amount change up to $5,975,000. The change in the amount provided a cash
reserve for these bonds and the 2003 bonds. The 60-day public notice informed the public that the City would
incur debt.
Councilor Hartzell/Jackson mls to approve Resolution #2008-37. Roll Call Vote: Councilor Hartzell,
Jackson, Hardesty, Chapman, Navickas and Silbiger, YES. Motion passed.
NEW AND MISCELLANEOUS BUSINESS
1. Should the Council authorize the City Administrator to execute a 20-year Load Following Power
Contract with the Bonneville Power Administration?
Director of Electric Utilities Dick Wanderscheid and Bonneville Power Administration Account
Representative for the City of Ashland Tina Ko presented staff the report.
Mr. Wanderscheid explained that staff was exploring alternative energy options to bring to Council November
2009. In the event that residents decreased energy use or large uses like the University closing, the Tier 1
power would be so valuable Bonneville Power Administration would remarket it and credit it back to the City.
The City currently used block rates, if a user consumes more power it is reflected on their bill. For the new
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A,)'HLAND CITY COUNCIL klEETlNG
November 4.2008
PAGE 70f9
rates, it could be set as a standard at the Tier 2 rates so they would pay the marginal cost.
The State of Oregon' s renewable requirement is 5% of the City's load should be renewable energy by 2025.
The City currently met that requirement by purchasing 5% of Environmentally Preferred Power from
Bonneville Power Administration. The requirement for renewable energy cannot cut into Tier 1 power.
The contract with Bonneville Power Administration would guarantee a supply of the Federal Hydro system for
17 years with rate reviews every two-three years.
Councilor Chapman/Hartzell mls to authorize the City Administrator to execute a new 20 year Load
Following contract with Bonneville Power Administration. Roll Call Vote: Councilor Hardesty,
Silbiger, Jackson, Chapman, Hartzell and Navickas, YES. Motion passed.
ORDINANCES~ RESOLUTIONS AND CONTRACTS
1. Should the Council conduct and approve Second Reading of an ordinance titled, "An Ordinance
Amending Chapter 10.46, Prohibiting Camping, Revising Penalties, Clarifying and Amending
Timeframes and Procedures, and Other Requirements"?
City Attorney Richard Appicello read the ordinance title in full with additional language in Section 3
paragraph 10.46.050 Penalties, Sub-paragraph B: "...consistent with ORS 137.128, up to 48 hours of
community service may be ordered by the court and such service may include clean-up of illegal
campsites.. .."
Councilor Hartzell/Chapman mls to approve Ordinance #2972 with noted amendments. Roll Call Vote:
Councilor Jackson, Navickas, Silbiger, Hartzell, Chapman and Hardesty, YES. Motion passed.
2a. Should the Council conduct and approve the Second Reading of an ordinance titled, "An Ordinance
Amending the Ashland Land Use Ordinance Annexation Chapter (AMC 18.106.030) Concerning
Affordable Housing Standards for Annexation"?
City Attorney Richard Appicello read the ordinance title in full.
Senior Planner Brandon Goldman explained the equivalency values as structured provided an incentive to do
rental-housing units because the City could provide fewer by the equivalency value of 1.5 times the regular
unit. It was a density disincentive to move up the economic income range because more housing units would
have to be provided at the ownership housing level.
Councilor Jackson supported the mixed income levels but voiced strong concern that Council was adding
vague standards like comparable materials. Ashland had a complex approval process and it could easily make
projects more costly.
Councilor Hardesty/Hartzell mls to approve Ordinance #2973. DISCUSSION: Councilor Hartzell
clarified that the Planning Commission discussed comparable materials and the group arrived at a level of
comfort with the requirements. Councilor Chapman commented that Council needed a metric tool to analyze
whether annexation was beneficial to the City.
Roll Call Vote: Councilor Silbiger, Hartzell, Navickas, Hardesty and Jackson, YES; Councilor
Chapman, NO. Motion passed 5-1.
2b. Should the Council conduct and approve the Second Reading of an ordinance titled, "An Ordinance
Amending the Ashland Land Use Ordinance Type III Procedures Chapter (AMC 18.108.060)
Concerning General Standards for Affordable Housing in Zone Changes"?
City Attorney Richard Appicello read the ordinance title in full with additional language to Page 2 18.108.060
B Sub-section 1, "...one or more of the following...;" various changes to A-E and a typographical error on
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ASHLAND CITY COUNCIL A1EEI1NG
November 4. 2008
PAGE 8 0/9
page 3 at the end of D where an "or" should not have been stricken.
Councilor Jackson/Hartzell mls to approve Ordinance #2974 with noted amendments.
Roll Call Vote: Councilor Navickas, Hardesty, Jackson, Silbiger and Hartzell, YEs: Councilor
Chapman, NO. Motion passed 5-1.
.
3. Should the Council conduct and approve First Reading of an ordinance titled, "An Ordinance
Amending Chapter 2, Administration, Adding Section 2.13, Transportation Commission; Repealing
Section 2.22 Bicycle and Pedestrian Commission and Repealing Section 2.26 Traffic Safety
Commission" and move the ordinance on to Second Reading?
City Attorney Richard Appicello read the ordinance title in full along with the following changes to the
language on page 2 of 5 section C. Powers and Duties, first bullet after #2 ending the following sentence after
process: "The meetings of the Transportation Commission are not to be considered a part of any Land
Use Hearings process." and strike the following".. .and the records of the proceeding shall not be part of
the record Land Use case however the Transportation Commission may review and submit
recommendations to the Public Works Department regarding planning applications that may impact
arterial or collector streets as they relate to the Transportation System Plan. This review will only take
place in the pre-application phase."
Under #4 Advocacy, the third bulleted item, changed "multi-model" to "multi-modal".
In 2.13.050 Traffic Sub-Committee under paragraph B. Membership, following language was added to the
last sentence following "The Public Works Director..." add, "...shall determine what matters warrant
Sub-Committee involvement and meetings shall be convened on an as needed basis."
Councilor Jackson/Silbiger mls to approve first reading with noted amendments and place on agenda
for second reading of Ordinance. DISCUSSION: Mr. Appicello clarified that the language concerning Sub-
Committee involvement covered the frequency of meetings.
Councilor Navickas suggested giving the Transportation Commission quasi-judicial responsibility for Type ill
action. City Administrator Martha Bennett clarified that allowing quasi-judicial responsibilities entailed
amending Chapter 18, which was why Council had previously decided against it.
Councilor Hartzell/N avickas mls to amend original motion to change language in Page 2 of 5, Section C.
Powers and Duties, Generally, #2. Planning: "Will make recommendations to the City's Transportation
Plans; Add the following second bullet:
. Will review and serve as the primary body to develop recommendations to the City's long-range
transportation plans.
Add the following to the first bullet prior to the language regarding meetings:
. Will review and make recommendations to Type III Planning Actions during the pre-
application process.
Roll Call Vote: Councilor Silbiger, Jackson, Hartzell, Navickas and Hardesty, YES; Councilor
Chapman, NO. Motion passed 5-1.
Councilor Jackson/Silbiger mls to approve first reading with noted amendments and place on agenda
for second reading of Ordinance. Roll Call Vote on first reading with the City Attorney's amendments:
Councilor Silbiger, Jackson, Hartzell, Navickas and Hardesty, YES; Councilor Chapman, NO. Motion
passed 5-1.
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ASHLAND CITY COUNCIL A1EETlNG
November 4.2008
PAGE.9 of9
OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
ADJOURNMENT
Meeting was adjourned at 10:29
Barbara Christensen, City Recorder
John W. Morrison, Mayor
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ASHLAND AIRPORT COMMISSION
October 7, 2008
MINUTES
MEMBERS PRESENT: LINCOLN ZEVE, DAVID WOLSKE, ALAN DEBOER, BOB SKINNER, GOA
LOBAUGH
STAFF: SCOTT FLEURY
MEMBERS ABSENT: TREGG SCOTT, RICHARD HENDRICKSON, RUSS SILBIGER AND BRITTANY
WISE
Visitors: Alan Bender, Scott Rolston
1. CALL TO ORDER: 9:30 AM
2. APPROV AL OF MINUTES: August 5, 2008, Motion by Lobaugh for approval, second by
DeBoer, unanimous vote, minutes approved as written.
A. Additional Items: SuperAwos Discussion
3. Public Forum: No public comments.
4. OLD BUSINESS:
A. Hangar Door Installation: Skinner has no new update regarding installation. He is
going to work on obtaining a new quote for engineering and installation of the
doors. Once a reasonable bid is in place the Commission can work towards a
payback schedule for Skinner.
B. Lindner letter and lease package: Lindner has received copies of lease's and letter
regarding construction and lease requirements. Fleury received signed copy of
letter acknowledging receipt by Lindner. Lease to go before the City Council for
approval. City of Ashland has not received deposit for hangar space reservation.
C. DC-3 hangar construction: Fleury received 2000.00 deposit from John Phelps for
space reservation in order to construct a 24,000 sq-ft hangar to house the DC-3
aircraft. Fleury sent letter to Robert Davis acknowledging receipt of deposit check.
5. NEW BUSINESS:
A. QT-Technologies Fueling Terminal Service Agreement: Skinner states in the past they
have had the Platinum Level service agreement due to issues with the circuit boards
and display panel. Problems with system have improved with new installations but
Commission is still wary of having a system breakdown thdt is not covered with the
service agreement. Wolske motions to keep Platinum Level Service Agreement, 2nd
by Skillman and approved by unanimous vote. Fleury to call QT and have invoice
sent to City for Platinum level service.
B. Potomac SuperAwos: Skinner informs the Commission that the SuperAwos needs to
be inspected on an annual basis by a trained technician. Training is available online
and is about 15 minutes in length. The training covers various issues regarding the
SuperAwos including altimeter and visibility sensor adjustments. Skinner recommends
that someone within the City take the training and Potomac to assist in getting the
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certification paperwork through the FAA.
C. Crowman Mill Site: Fleury discusses building heights with the Commission for the
Crowman Mill Site and how to calculate max elevation based on the Airport
Encroachment Zone Maps (FAR 77). It is the Commissions opinion that it is up to the
consultants to verify building height restrictions.
D. Rental Rate Approval: The rentals rates were supposed to go to City Council for
approval, but the issue was postponed due to re-writing of the resolution. Once new
resolution is written rates will go before Council for approval.
E. A vigation Easement: The Commission looked over the A vigation Easement written
by City Planning and has no issues with it. Commission talked over ideas about how
to tie the easement into tax-lots that are in the overlay zone and do not have the
hold harmless agreement in place. It appears the only way to tie the easement into
tax-lots that do not have it in place is through a planning action when the Property
Owners improve their dwellings.
6. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION:
A. Status of Airport Financial Report Review of Safety Reports: Skinner states they
are working through some payment issues with aircraft owners over tie downs.
B. Maintenance Updates - Fleury to setup a hangar inspection with City of Ashland
Fire and also Dale Peters of Facility Maintenance. Fleury to also setup an
electrical audit to determine which hangars have PP &L and which have City of
Ashland Power.
7. OTHER:
The meeting of the JC airport commission is the third Monday of the month at 12:00 PM.
8. NEXT MEETING DATE: November 4,2008,9:30 AM
ADJOURN: Meeting adjourned at 10:49 AM
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CITY OF
ASHLAND
Council Communication
Measure 49 Claim: 27.25 acres off Hitt Road
November 18, 2008 Primary Staff Contact: Martha Bennett
City Administrator E-Mail: bennettm@ashland.or.us
Administration Secondary Contact: Richard Appicello
Martha Benn Estimated Time: Consent
Meeting Date:
Department:
Secondary Dept.:
Approval:
Question:
Should the City Council make a final decision denYing the Measure 49 claim for approximately 27.25
acres ofW-R zoned land located at the end ofHitt Road (Tax Map/Lot T39SRIE, Section 8DB, Lot
200) and notify DLCD and the claimants of the final decision?
Staff Recommendation:
Staff recommends Council deny the Measure 49 claim.
Background:
A claim under Section 9 and 10 of Measure 49 was filed with the City on February 20,2008. This
claim is based on a previously filed Measure 37 claim dating back to November 2006. Measure 49
requires the City to make a tentative decision within 120 days of submission of the claim as to whether
the claim meets the standards of Section 9 for relief (up to ten single family residential units). The
City made the tentative decision denYing the claim on September 2, 2008. DLCD and the claimants
were notified of the tentative decision and given 15 days to submit argument or evidence in response.
No evidence or argument was submitted. As such the City has no additional argument or evidence to
take into account in reaching the final decision. The City's final decision must be made on or before
November 20, 2008.
A final decision on a Measure 49 claim is reviewable by Writ of Review, ORS 34.010 to 34.100.
Section 16 (3) of the Act limits judicial review of a final M49 determination to the evidence in the
record at the time of the final determination. In addition, review is available only for issues that are
raised before the public entity with sufficient specificity to afford the public entity an opportunity to
respond.
Proposed findings for the Final decision are attached for review by the Council. The complete record
of this proceeding is available for review in the City Administrator's office. In short, as with the
tentative decision, the final decision finds the claim is disqualified from relief under Section 9,
Measure 49 because the claimants did not submit a qualifYing appraisal under the Act within the time
provided. On the merits, the failure to submit the required appraisal also makes it impossible to
determine if the claimants are eligible for relief under the Act.
Related City Policies:
Measure 49, W-R Zoning District, Physical/Environmental Constraints Overlay for Hillside Lands
Council Options:
11-18-08 M 49 Claim Page 1
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CITY OF
ASH LAN D
(1) Approve the attache Findings of Fact, Conclusion of Law and Order denying the claim and notify
claimants and DLCD.
Potential Motions:
Motion to approve the attached Findings of Fact, Conclusions of Law and Order denying the Measure
49 claim and notify claimants and DLCD of the decision.
Attachments:
Findings of Fact, Conclusions of Law and Order w/ Exhibits
11-18-08 M 49 Claim Page 2
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BEFORE THE CITY COUNCIL
CITY OF ASHLAND, JACKSON COUNTY, OREGON
November 18,2008
In the Matter of Final Decision on a Ballot Measure 49 Claim, ),
pursuant to Section 9 of the Act, requesting the right to permit, )
without limitation, the creation, division, development, and/or ) FINDINGS OF FACT
subsequent sale of 10 (two acre) legallots with a single family ) CONCLUSIONS OF LAW
dwelling on each lot, located on real property within the city limits) AND ORDER
of the City of Ashland, Jackson County, Oregon more particularly )
described as Tax Map/Lot T39SRIE, Section 8DB, Lot 200, )
a/k/a 766 Strawberry Lane, consisting of approximately 27.25 )
acres of land. )
)
)
)
Applicant: George Harshman, Virginia Wilt, Wilt Family
and Tri-W Group L.P.
I. NATURE OF PROCEEDINGS
This matter comes before the City Council for the City of Ashland for a final decision on a Ballot
Measure 49 claim, filed under Section 9 and 10 of the Act. This November 18,2008 final
decision follows a September 2, 2008 tentative decision denying the claim. The claimants did
not submit evidence or argument in response to the tentative decision. The claimants and DLCD
will be advised of the final decision.
On November 29,2006 a Measure 37 claim was submitted by Attorney William Cox on behalf
of "George and Patsy Harshman". On February 16, 2007 City Administrator Martha Bennett
mailed a letter to Attorney Cox indicating the application was incomplete, including failure to
include all owners, (noting the omission of an application from "Tri- W Group" listed as owner of
500/0 undivided interest of the parcel). Mr. Cox responded on February 29,2006 by submitting
evidence that the City Planning Department signed for receipt of the Tri-W Group application on
November 29,2006. The City received another copy of the Tri-W claim on March 12,2007 as
well as materials to address the completeness of the Harshman claim. On July 5, 2007 City
Administrator Martha Bennett sent a letter to Attorney Cox notifying him of the extension of
time granted by the Oregon Legislature for consideration of Measure 37 claims; the letter also
notified Attorney Cox that the application for Tri- W Group was also incomplete. Oregon Voters
enacted Ballot Measure 49 in November 2007, effective December 2007. The Act essentially
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -1-
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abolished Measure 37; however, it provided a process for applicants with pending Measure 37
claims to determine if they had rights under Measure 49.
Section 10(2) of the Act provides that if a City has not made a decision on a Measure 37 claim
before December 2007, the City must notify the applicant within 90 days after the effective date
of Measure 49 that the applicant is entitled to seek relief under Section 9. On February 27,2008,
the City Administrator notified Attorney Cox of the right to apply for relief under Measure 49
within 120 days; the notice complied with the statutory notice requirements and included a claim
form developed expressly for the purpose of directing the claimant to submit necessary
information for the Section 9 claim. The notice also reserved the right to question the eligibility
of the claimants (due to incomplete M37 applications). Attorney Cox filed a claim for "George
Harshman, Virginia Wilt, Wilt Family and Tri- W Group" on May 20, 2008. The City claim form
developed for this single City M49 claim was completed only by stating "see attached" in
numerous places referencing the M37 claim materials attached. No qualifying appraisal
complYing with Section 9, subsection 6 of the Act was submitted with the claim. The
Attorney's cover letter indicates "claimants have been unable to retain a certified appraiser..."
As discussed more fully below, failure to follow the guidance of the claim form to submit the
required information has resulted in fatal errors in the application. Specifically, Section 10 (3) of
the Act provides that failure to file the notice and required information with the public entity
within 120 days after the date the public entity mails the notice, essentially disqualifies the claim
and the claimant is not entitled to relief under Section 9 of Measure 49.
Pursuant to Section 10(4) of the Act the City had until September 20,2008 to make a tentative
decision. Council approved a tentative decision on September 2,2008. Claimants and DLCD
were provided notice of the tentative decision denYing the claim and failed to respond to the
tentative decision within 15 calendar days. As of the date of this decision, no additional written
evidence or arguments have been submitted in response to the tentative decision. The City must
make a final determination on or before November 20, 2008. The matter is scheduled for
November 18,2008. A final decision on a Measure 49 claim is reviewable by Writ of Review,
ORS 34.010 to 34.100. Section 16 (3) of the Act limitsjudicial review ofa final M49
determination to the evidence in the record at the time of the final determination. In addition,
review is available only for issues that are raised before the public entity with sufficient
specificity to afford the public entity an opportunity to respond.
Based upon the evidence in the Record, said Record being specifically incorporated herein by
this reference, the Council makes the following findings of fact and conclusions of law:
II. FINDINGS OF FACT
1) The Nature of Proceedings findings set forth above are true and correct and are
incorporated herein by this reference.
2) The applicant [claimant] is listed on the application as George Harshman, Virginia Wilt,
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER Page -2-
IIT--
Wilt Family, and Tri-W Group LP. Claimants are represented by Attorney William C. Cox 0244
S.W. California Street, Portland, Oregon 97219 [phone (503) 246-5499].
3) The subject of this Measure 49 claim is real property located within the City of Ashland
("City"), and described in Jackson County Tax Assessor's maps as Tax Map/Lot T39SRIE,
Section 8DB, Lot 200, consisting of approximately 27.25 acres of land. (hereinafter "Property").
4) The same claimants apparently own or owned adjacent property Tax Map/Lot T39SRIE,
Section 8DB, Lot 600, outside the City of Ashland. This adjacent parcel was the subject of a
May 3, 2007 Jackson County Order # 280-07, regarding a Measure 37 claim.
· 5) The property is vacant and is accessed off the end of Hitt Road, which at this point is an
undeveloped right-of-way.
6) The property is entirely located within the City limits of the City of Ashland and is
within the City of Ashland Urban Growth Boundary.
7) The property has an Ashland Comprehensive Plan Map designation of Woodland
Residential. The property is also zoned WR - Woodland Residential.
8) Woodland Residential Zoning (W-R), adopted in 1982, provides for the following:
18.14 W -R Woodland Residential District
18.14.010 Purpose
The purpose of the W-R district is to stabilize and protect the steep and forested areas within the City. Application of
the zone will ensure that the forest, environmental erosion control and scenic values ofthese areas are protected from
incompatible development which could result in a degradation of their values.
18.14.020 Permitted uses
The following uses and their accessory uses are permitted outright:
A. Single family dwellings.
B. Agriculture and farm uses, except animal sales yards and feed yards, hog farms and any animal fed garbage.
C. Parks and recreation facilities.
D. Home occupations.
18.14.030 Conditional Uses
The following uses and their accessory uses are permitted when authorized in accordance with Chapter 18.104,
Conditional Use Permits:
A. Churches and similar religious institutions.
B. Public and public utility buildings, structures and uses, but not including corporation, storage or repair yards,
warehouses and similar uses.
C. Private recreational uses and facilities, provided that the forested character of the area is not disturbed.
D. Public and quasi-public halls, lodges and clubs.
E. Schools, both public and private.
F. Daycare centers.
G. Homes for the elderly and nursing homes.
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
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H. Disc antenna for commercial use.
I. Nonconforming use or structure changes required by Section 18.68.090.
1. Temporary uses.
K. Wireless Communication Facilities when attached to existing structures and authorized pursuant to Section
18.72.180.
18.14.040 General Regulations
A. Minimum lot area. The minimum lot area in the W-R zone is determined by the chart below:
Slope
Less than 40%
40 to 50%
50 to 60%
Over 60%
Outside UGB
Min. Lot Size
2.0
2.5
5.0
10.0
20.0
DU/Acre
.5
.4
.2
.1
.05
B. Maximum lot coverage. The maximum lot coverage shall be seven (7%) percent.
C. Minimum lot width. All lots shall be at least one hundred (100) feet in width.
D. Minimum lot depth. All lots shall be at least one hundred-fifty (150) feet in depth.
E. Standard yard requirements.
1. Minimum front yard - There shall be a front yard of at least twenty (20) feet.
2. Minimum side yard - There shall be a minimum side yard of six (6) feet, except ten (10) feet along a
side yard facing the street on a comer lot.
3. Minimum rear yard - There shall be a minimum rear yard of ten (10) feet plus ten (10) feet for each
story in excess of one (1) story.
4. In addition, the setbacks must comply with Section 18.70 of this Title which provides for solar access.
F. Maximum building height. No structure shall be over thirty-five (35) feet or two and one-half (2 1/2) stories
in height, whichever is less.
G. Aggregate removal prohibited. There shall be no mining of granite for aggregate, quarry rock or other open
pit mining in this zone.
H. Limits on density transfer. All developments, with the exception of partitioning, must be developed under
the Performance Standards, Chapter 18.88. No more than twenty-five (25%) percent of the density allowed
in a Woodland Residential zone may be transferred to a higher density zone in a Performance Standard
development.
9) The vast majority of the property contains slopes over 35%, these areas are denominated
as "severe constraints" on the maps in the Record (see Attachments B & C). Only a small
portion of the total site contains 0%-150/0 slopes and 160/0 -250/0 slopes.
10) The Physical and Environmental Constraints Chapter, AMC 18.62 (adopted May 19,
1987, and replaced with Ordinance 2528 on July 7, 1989) established regulations by land
classification. Hillside Lands, identified on the Physical Constraints Overlay map are those
areas which have a slope of 25 percent or greater, are subject to additional public safety
regulations. Such lands are identified as subject to damage from erosion and slope failure.
The AMC 18.62.080 Hillside regulations are attached hereto and incorporated herein as
Attachment A.
III. FINDINGS APPLYING APPLICABLE CRITERIA
11) The Council finds and determines that the relevant approval criteria are found in or
referenced in Section 9 and 10 of Measure 49. Also implicated in this decision are ALUO
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
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criteria for W - R Zoning and Physical and Environmental Constraints Permit Requirements,
specifically Hillside Lands.
12) The Council finds that it has received all information necessary to make a final decision.
13) The Council finds and determines that this proposal to develop 10 unit single-family
residential subdivision pursuant to Section 9 and 10 of Measure 49, does not meet all applicable
criteria for approval of a Measure 49 claim. This finding is supported by the detailed findings set
forth herein as well as by competent substantial evidence in the whole Record.
14) Criterion: [Section 9(1)]
(1) A claimant thatfiled a claim under ORS 197.352 on or before the date of
adjournment sine die of the 2007 regular session of the Seventy-Fourth Legislative
Assembly for property located, in whole or in part, within an urban growth
boundary may establish one to 10 single-family dwellings on the portion of the
property located within the urban growth boundary.
Adjournment sine die of the 2007 Oregon legislature occurred on June 28, 2007. A Measure 37
claim was filed with the Community Development Department on November 29,2008 for
George and Patsy Harshman. (The claim should have been directed to the City Administrator
per City Ordinance). The application was deemed incomplete on February 16, 2007 when City
Administrator Martha Bennett mailed a letter to Attorney Cox, notifying him, among other
things, of a failure to include all owners, (noting the omission of an application from Tri- W
Group owner of 50% of the parcel). Mr. Cox responded by submitting evidence that the City
Planning Department signed for receipt of the Tri-W Group application on November 29,2006.
The City received a copy of the Tri-W claim on March 12,2007 with additional information on
the Harshman claim. This claim application was also deemed incomplete by the City
Administrator on July 5,2007.
The City of Ashland Measure 37 claims procedure ordinance, then in effect, provided as follows:
B. Demands for just compensation shall be submitted to the City Administrator. No demand for
just compensation shall be deemed submitted until all materials required by this section have been
provided to the City Administrator by the current owner. A notice of submission shall be sent to
the current owner at the time the City Administrator determines the current owner's demand for
just compensation has been deemed submitted.
c. Notwithstanding a claimant's failure to provide all of the information and/or the application
processing fee required by subsection (A) of this section, the city may review and act on a claim.
The claimant wrote N/ A next to "deemed complete" on the M49 application. The code language
above indicates that a claim is not deemed submitted until all materials are provided. The City
Administrator requested in her February 16, 2007 letter to Attorney Cox if the applicant intended
to supplement the submittal or whether the applicant intended to have the submittal deemed
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
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complete (i.e. no intention to supplement). In the subsequent March submittal by Attorney Cox,
the Attorney submitted missing material (including the Tri-W materials) and it is apparent that
the Attorney contemplated the claim would be processed, as is, unless the City would notify the
attorney if additional materials were required. The Administrator did not make a determination
on the resubmission until after the adjournment of the legislative session. Council finds and
determines that a claim by both Harshman and Tri-W was filed with the City prior to 2007
adjournment, despite the fact that the applications were not deemed submitted under the City
ordinance because they were found to be incomplete. Under Measure 37, the applicant arguably
had the right to proceed with the claim in Court despite the local determination of whether the
materials submitted were sufficient to process the claim.
The actual timing of the second application (Tri-W Group) is also important. Section 10(5) of
the Act states that if a Measure 37 claim is submitted after December 4, 2006, it must include a
denial of a final land use decision or it is ineligible for relief under Section 9 of the Act. The
Council finds and determines that the proof of mailing and receipt by the Planning Department
on November 29,2006 is enough to satisfy the requirement to submit the claim prior to
December 4,2006. The City has no evidence to refute the Attorney's claim and postal receipt
that the materials were signed for at the Planning Department and later misplaced. Accordingly,
this first threshold requirement (eligibility to file) is met. Note: The omission of Mrs.
Harshman on the paperwork for the M49 claim is not seen as significant.
15) Criterion: [Section 9(2)]
(2) The number of single-family dwellings that may be established on the portion of
the property located within the urban growth boundary under this section may not
exceed the lesser of:
(a) The number ... described in the claim tiled with ... a city...;
The original claim was for $3,750,000 to $8,902,000 based on development of:
"as many lots as could be serviced by on site sewer. with community water each lot
could have been 20,000 square feet."
The property is 27.25 acres. Accordingly, the number of single family residential lots in
the claim far exceeds 10.
(b) 10, .... ; or
As noted below, the claim is amended to claim ten (10) single family lots and units.
(c) The number of single family dwelling that total value of which represents just
compensation for the reduction in fair market value caused by the enactment
of one or more land use regulations that were the basis for the claim, set forth in
subsection (6) of this section.
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER Page -6-
II~T
NOTE: Section 9, Subsection 6 of the Act provides:
6. The reduction in the fair market value of the property caused by the enactment
of one or more land use regulations that were the basis of the claim is equal to the
decrease, if any, in the fair market value of the property from the date that is one
year before the enactment of the la,nd use regulation to the date that is one year
after the enactment, plus interest. If the claim is based on the enactment of more
than one land use regulation enacted on different dates, the reduction in the fair
market value of the property caused by each regulation shall be determined
separately and the values added together to calculate the total reduction in fair
market value. The reduction in fair market value shall be adjusted by any ad
valorem property taxes not paid as a result of any special assessment of the
property under ORS 308A.050 to 308.A.128, 321.257 to 321.390, 321. 700 to
321.754 or 321.805 to 321.855, plus interest, offset by any severance taxes paid by
the claimant and by any recapture of potential additional tax liability that the
claimant has paid or will pay for the property if the property is disqualified from
special assessment under ORS 308A. 703. Interest shall be computed under this
subsection using the average interest rate for a one-year United States
Government Treasury Bill on December 31 of each year of the period between the
date the land use regulation was enacted and the date the claim was filed,
compounded annually on January 1 of each year of the period.
The City's M49 application form clearly states:
"Applicant must complete the following and submit supporting documentation concerning
(a) (b) and (c) below and note the lesser of (a) (b) and (c) here: "
The claimant only wrote "See attached - 10 now requested"
No analysis on the form and no supporting documentation or information concerning the
required analysis under subsection (c) "reduction of fair market value" meeting the standards
established in Section 9, subsection (6) was provided with the application. The Applicant
appears to assume ten (10) single family dwelling lots and units can be applied for under Section
9; however, it is clear that the applicant must demonstrate eligibility of the lesser of: (a) the
claim (b) 10 or (c) the number of units equal to the value of the reduction in fair market value as
calculated by Section 9, Subsection (6) of the Act. Accordingly, as a consequence of the failure
to submit an appraisal under Subsection (6), the Council further finds and determines that
application is fatally flawed and disqualified from relief under Section 9 of Measure 49. As
noted above, Section 10 (3) of the Act provides that failure to file the notice and required
information with the public entity within 120 days after the date the public entity mails the
notice, precludes relief under Section 9 of Measure 49. As a practical matter, in addition to the
disqualification, this failure makes it impossible for the claimant to demonstrate that ten (10)
lots/units is the appropriate number of lots/units (i.e. the lesser of) to be awarded under section 9
as the reduction in value calculation has not been and cannot be performed.
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
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As discussed more fully below, if the reduction in value calculation had actually been
performed, it is not inconceivable that the reduction in value calculation would result in a
value equal to less than ten units. This is because the majority of the land development
regulations the claimant identifies (e.g. W -R Zoning) are likely "exempt" land
development regulations as they are essentially "restricting or prohibiting activities for the
protection of public health and safety" including specifically "landslides" "pollution
control regulations" as well as nuisance regulation - e.g. erosion control). For purposes of
this decision, the Council finds that the majority of regulations referenced are in fact
exempt regulations.
(3) if the number of single-family dwellings described in ... a claim filed with... a city
... is more than 10, the claimant may amend the claim to reduce the number to no
more than 10 by filing a notice of the amendment with the information required by
Section 10 of this Act.
The May 20, 2008 filing indicates:
"Claimants elect to amend their Measure 37 claims. Claimants seek relief pursuant to Measure
49, Section 9 and 10. Claimants seek the right to permit, without limitation, the creation,
division, development, and/or subsequent sale of 10 (two acre) legal lots with a single family
dwelling on each lot."
(4) If multiple claims were filed for the same property, the number of single family
dwellings that may be established for purposes of subsection (2)(a) of this section is
The number in the most recent claim filed with... a city... but not more than
lOin any case.
The multiple claims (by different ownership interests) have now been consolidated into
one joint application requesting ten (10) residential lots and units.
16) Criterion: [Section 9(5)]
(5) To qualify for relief provided by this section, the claimant must have filed a
claim for the property with the city or county in which the property is located. In
addition, regardless of whether a waiver was issued by Metro, a city or a county
before the effective date of this 2007 Act, to qualify for relief under this section, the
claimant must establish that:
(a) The claimant is an owner of the property;
Claimants George Harshman and Tri-W Group L.P are the legal owners of the
property as tenants in common.
(b) All owners of the property have consented in writing to the claim;
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -8-
Ir~-- ~-
The Record reflects Attorney William Cox is authorized to file the application on
behalf of all owners.
(c) The property is located, in whole or in part, within aD urban growth
boundary;
The property is located entirely within the City of Ashland Urban Growth Boundary.
(d) On claimant's acquisition date, the claimant lawfully was permitted to
establish at least the number of dwellings on the property that are authorized
under this section;
The current owners have different acquisition dates, although as members of
different legal entities their involvement in the property can be traced to 1965.
George Harshman formally acquired a 50% undivided interest in the property by
deed in 1979. Tri-W Group L.P. formally acquired an undivided interest in the
property in 1998. While the claimant George Harshman argues for a 1965
acquisition date based on "confirmation" of an undivided 50% interest in the
property in 1970 from then owner Continental Construction Company Inc., this is
not supported by deed records. Similarly, although Virginia Wilt may have been
involved in a corporation acquiring ownership in 1965, the property was owned by a
corporate entity, and was subsequently conveyed, several times. For purposes of
this joint M 49 application the earliest formal date of acquisition by a current owner,
(May 3, 1979 acquisition date of George Harshman) is used. The City Council
expressly rejects the implication by the claimants that it must find a 1965 acquisition
date because Jackson County, in an M 37 Order now voided by Measure 49,
concerning an adjacent parcel owned by the same claimants was found by the
County to have a 1965 acquisition date.
(e) The property is zoned for residential use;
The property is zoned W - R, a residential zone. Single family residential use is a
permitted use in the zone, subject to lot size requirements.
(1) One or more land use regulations prohibit establishing the single-family
dwellings;
Under this criterion, the application only notes, "see M37 claim file."
The City's M49 claim form notes the revised definition of land development regulations, as
follows:
(14) "Land use regulation" means: (a) A statute that establishes a minimum lot or
parcel size; (b) A provision in ORS 227.030 to 227.300,227.350,227.400,
227.450 or 227.500 or in ORS chapter 215 that restricts the residential use of
private real property; (c) A provision of a city comprehensive plan, zoning
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
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ordinance or land division ordinance that restricts the residential use of private
real property zoned for residential use; (d) A provision of a county comprehensive
plan, zoning ordinance or land division ordinance that restricts the residential use
of private real property; (e) A provision of the Oregon Forest Practices Act or an
administrative rule of the State Board of Forestry that regulates a forest practice
and that implements the Oregon Forest Practices Act; (f) ORS 561.191, a
provision ofORS 568.900 to 568.933 or an administrative rule of the State
Department of Agriculture that implements ORS 561.191 or 568.900 to 568.933;
(g) An administrative rule or goal of the Land Conservation and Development
Commission; or (h) A provision of a Metro functional plan that restricts the
residential use of private real property.
(22) "Zoned for residential use" means zoning that has as its primary purpose
single-family residential use
The text of Section 9, Measure 49, calls for identification of "land use regulations" which
"prohibit" establishment of residential dwellings; this prohibition (if pursuant to a non-
exempt regulation) and the associated reduction in value per Section (9)(2)(c) and
subsection( 6) is "compensated" with an award of single family residential lots and units in
an amount which is the lesser of ( a) the number set forth in the M37 claim (b) 10 or (c) the
number of units represented by the reduction in value due to non-exempt regulations
prohibiting the residential use. By contrast, the text of Measure 37 more generally
concerned land use regulations that restrict uses permitted on the real property; and the
restriction imposed by the land use regulation has the effect of causing a reduction in the
fair market value of the real property. The standard is different and thus claimant's
reference to "see M37 claim file" is inadequate.
The November 2006 M37 claim itself was extremely generic in regard to identification of
regulations. While the "Woodland Residential District" was specifically mentioned,
otherwise the claim simply referenced the Ashland Community Development Code as well
as "each and every" land development regulation which restricts the use of the claimants
property. The W-R Zoning District does not prohibit residential uses; the District only
restricts residential uses based on an increasing minimum parcel size that corresponds with
increases in property slope. For example, the W-R Zone's general regulations provide:
A. Minimum lot area. The minimum lot area in the W-R zone is determined by the chart below:
Slope
Less than 40%
40 to 50%
50 to 60%
Over 60%
Outside UGH
Min. Lot Size
2.0
2.5
5.0
10.0
20.0
DU/Acre
.5
.4
.2
.1
.05
The subject property would have a minimum lot size of2.0 t010.0 acres depending upon
the exact determination of slope on the subject 27.25 acres. While the applicant has not
prepared an application, the City staff estimates up to eight (8) units might be permitted
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -10-
----rr-T~-
based on zoning alone.
Unlike the W-R District, the Physical and Environmental Constraints Chapter,
specifically the overlay for Hillside Lands, land classification does prohibit residential
uses on severe slopes, with an exemption allowing one residential unit on a lot of record.
This overlay is however, clearly within the exempt regulation definition of 197.352(3)
(now renumbered).
(g) The establishment of the single -family dwellings is not permitted by a land
use regulation described in ORS 197.352(3) [i.e. an exempt regulation];
Under this criterion, the application also notes, "see M37 claim file." The
application makes no attempt to address the clarified definition of exempt
regulations under Measure 49, as opposed to Measure 37. The City's M49 claim
form notes the clarification of exempt regulations:
(3) Subsection (1) of this section shall not apply to land use regulations that were
ena~ed prior to the claimant's acquisition date or to land use regulations:
(a) Restricting or prohibiting activities commonly and historically recognized as
public nuisances under common law;
(b) Restricting or prohibiting activities for the protection of public health and
safety; [( 18) "Protection of public health and safety" means a law, rule, ordinance,
order, policy, permit or other governmental authorization that restricts a use of
property in order to reduce the risk or consequence of fire, earthquake, landslide,
flood, storm, pollution, disease, crime or other natural or human disaster or threat
to persons or property including, but not limited to, building and fire codes, health
and sanitation regulations, solid or hazardous waste regulations and pollution
control regulations.]
(c) To the extent the land use regulation is required to comply with federal law; or
[ (6) "Federal law" means: (a) A statute, regulation, order, decree or policy
enacted by a federal entity or by a state entity acting under authority delegated by
the federal government; (b) A requirement contained in a plan or rule enacted by a
compact entity; or (c) A requirement contained in a permit issued by a federal or
state agency pursuant to a federal statute or regulation.]
(d) Restricting or prohibiting the use of a property for the purpose of selling
pornography or performing nude dancing.
The regulations identified above are clearly exempt land development regulations.
The W -R Zone is established as a public safety regulation, specifically the district
recognizes landslides and erosion control are primary purposes of the regulation (to a
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page-ll-
II--Y --
lesser degree aesthetics is also implicated). The W-R Zone's purposes statement
states:
The purpose of the W-R district is to stabilize and protect the steep and forested
areas within the City. Application of the zone will ensure that the forest,
environmental erosion control and scenic values of these areas are protected from
incompatible development which could result in a degradation of their values.
Similarly, the regulations contained in the Physical and Environmental Constraints
Chapter Overlay, specifically regulations for Hillside Lands (set forth in Attachment
A) are clearly exempt regulations. Damage to adjacent properties by uncontrolled
runoff and erosion concerns a commonly and historically recognized public
nuisance. Similarly, the overlay's regulations to control erosion of property and to
minimize risks or minimize consequences of landslides and wildfires are clearly
contemplated within Measure 49' s definition of exempt regulations. Accordingly,
reduction in value calculations - had they been performed, cannot include reduction
based on these exempt regulations.
(h) The land use regulation described in paragraph (f) of this subsection was
enacted after the date the property, or any portion of the property, was
brought into the urban growth boundary;
The property has been part of the City and the urban growth boundary since the
UGB was established. Accordingly, the regulations were enacted after inclusion in
the UGB.
(i) [applicable only to Metro]
(j) If the property is within a City, the land use regulation that is the basis for
the claim was enacted after the date the property was annexed to the city; and
The property has been part of the City limits for several decades. Accordingly, the
regulations were enacted after inclusion in the City limits.
(k) The enactment of one or more land use regulations, other than land use
re!!ulations described in ORS 197.352(3), that are the basis for the claim caused
a reduction in the fair market value of the property, as determined under
subsection (6) of this section, that is equal to or greater than the fair market
value of the single family dwellings that may be established on the property
under subsection (2) of this section. (emphasis added)
See findings located elsewhere in this document concerning claimant's failure to
submit a qualifying appraisal, and the exempt status of the identified regulations,
said findings being incorporated herein by this reference.
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -12-
-,,--,-- --
(6) The reduction in the fair market value of the property caused by the enactment
of one or more land use regulations that were the basis of the claim is equal to the
decrease, if any, in the fair market value of the property from the date that is one
year before the enactment of the land use regulation to the date that is one year after
the enactment, plus interest. If the claim is based on the enactment of more than one
land use regulation enacted on different dates, the reduction in the fair market value
of the property caused by each regulation shall be determined separately and the
values added together to calculate the total reduction in fair market value. The
reduction in fair market value shall be adjusted by any ad valorem property taxes
not paid as a result of any special assessment of the property under ORS 308A.050 to
308.A.128, 321.257 to 321.390, 321.700 to 321.754 or 321.805 to 321.855, plus interest,
offsetby any severance taxes paid by the claimant and by any recapture of potential
additional tax liability that the claimant has paid or will pay for the property if the
property is disqualified from special assessment under ORS 308A.703. Interest shall
be computed under this subsection using the average interest rate for a one-year
United States Government Treasury Bill on December 31 of each year of the period
between the date th.e land use regulation was enacted and the date the claim was filed,
compounded annually on January 1 of each year of the period.
(7) For purposes of subsection (6) of this section, a claimant must provide an
appraisal showing the fair market value of the property one year before the
enactment of the land use regulation that was the basis for the claim and the fair
market value of the property one year after the enactment. The appraisal also must
show the fair market value of each single-family dwelling to which the claimant is
entitled under subsection (2) of this section, along with evidence of any ad valorem
property taxes not paid, any severance taxes paid and any recapture of additional tax
liability that the owner has paid or will pay for the property if the property is
disqualified from special assessment under ORS 308A.703. The actual and
reasonable cost of preparing the claim, including the cost of the appraisal, not to
exceed $5000, may be added to the calculation of the reduction in fair market valuwe
under Section 7 (6) of this 2007 Act. The appraisal must:
(a) Be prepared by a person certified under ORS chapter 674 or a person registered
under ORS chapter 308;
(b) Comply with the Uniform Standards of Professional Appraisal Practice, as
authorized by the Financial Institutions Reform, Recovery and Enforcement Act of
1989; and
(c) Expressly determine the highest and best use of the property at the time the land
use regulation was enacted.
(8) Relief may not be granted under this section if the highest and best use of the
property was not residential use at the time the land use regulation was enacted.
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -13-
1"1-'
(9) When Metro, a city or county has issued a final decision authorizing one or more
single family dwellings under this section on the portion of the property located
within the urban growth boundary, the claimant may seek other governmental
authorizations required by law for that use, and the land use regulation enacted by a
public entity that has the effect of prohibiting the use does not apply to the review of
the authorizations, except as provided in section 11 of this 2007 Act. If Metro is
reviewing ... [N/A]
(10) The only types of land use that are authorized by this section are the
subdivisions or partition of land for one or more single-family dwellings, or the
establishment of one or more single-family dwellings on land on which the dwellings
would not otherwise be allowed.
As noted above, no qualifying appraisal complying with Section 9, subsection 6 - 8 of the Act
was submitted with the claim. The attorney's cover letter indicates "claimants have been unable
to retain a certified appraiser..." Failure to follow the guidance of the City M 49 claim form to
submit the required information within the time provided by the Act has resulted in
disqualification of the claim. Specifically, Section 10 (3) of the Act provides that if the claimant
fails to file the notice and required information with the public entity within 120 days after the
date the public entity mails the notice, the claimant is not entitled to relief under Section 9 of
Measure 49. In addition, the failure to file the required information (appraisal) makes
demonstration of compliance with the standards for relief, impossible. Similarly, the City
determination of compliance is impossible, accordingly the standards are not met. Finally, the
primary regulations controlling development of this property are exempt regulations under
Measure 49. Accordingly, the claimant is not entitled to relief under Measure 49.
IV. ORDER
Accordingly, based on the above Findings of Fact and Conclusions of Law, and based upon the
evidence in the whole Record, the City Council hereby DENIES the claim by George Harshman
and Tri-W Group, et. aI., under Section 9 and 10 of Measure 49 requesting "ten (10) (two acre)
legal lots with a single family dwelling on each lot" and concerning 27.25 acres of land located
at Tax Map/Lot T39SRIE, Section 8DB, Lot 200. The claim is denied for the reasons set forth
above, included but not limited to the fact that the claim is disqualified for failure to submit
required information (specifically a qualifying appraisal) within 120 days of the City's notice
and for failure to demonstrate compliance with the requirements of Section 9 of the Act,
specifically failure to demonstrate a reduction in value caused by non-exempt regulations
prohibiting residential use.
Nothing in this order precludes the claimants pursuit of development options on the subject
property [no application has ever been submitted to the City.]. Finally, the City, in recognition
of physical constraints to the development of certain sensitive lands is exploring transferable
development credits to provide more options for property owners.
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -14-
----rr-.----
Ashland City Council
Mayor John W. Morrison
Signature authorized and approved by the full Council this ISth day of November, 200S
Approved as to form:
Date:
Ashland City Attorney
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
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Attachment A.
18.62.080 Development Standards for Hillside Lands
It is the purpose of the Development Standards for Hillside Lands to provide supplementary development regulations to
underlying zones to ensure that development occurs in such a manner as to protect the natural and topographic character
and identity of these areas, environmental resources, the aesthetic qualities and restorative value of lands, and the public
health, safety, and general welfare by insuring that development does not create soil erosion, sedimentation of lower slopes,
slide damage, flooding problems, and severe cutting or scarring. It is the intent of these development standards to
encourage a sensitive form of development and to allow for a reasonable use that complements the natural and visual
character of the city.
A. General Requirements. The following general requirements shall apply in Hillside Lands:
1. All development shall occur on lands defined as having buildable area. Slopes greater than 35%
shall be considered unbuildable except as allowed below. Variances may be granted to this requirement only
as provided in section 18.62.080.H.
a. Existing parcels without adequate buildable area less than or equal to 35% shall be considered
buildable for one unit.
b. Existing parcels without adequate buildable area less than or equal to 35% cannot be subdivided
or partitioned.
2. All newly created lots either by subdivision or partition shall contain a building envelope with a slope of 35%
or less.
3. New streets, flag drives, and driveways shall be constructed on lands of less than or equal to 35% slope with
the following exceptions:
a. The street is indicated on the City's Transportation Plan Map - Street Dedications.
b. The portion of the street, flag drive, or driveway on land greater than 35% slope does not exceed a
length of 1 00 feet.
4. Geotechnical Studies. For all applications on Hillside Lands involving subdivisions or partitions, the
following additional information is required:
A geotechnical study prepared by a geotechnical expert indicating that the site is stable for the proposed use
and development. The study shall include the following information:
a. Index map.
b. Project description to include location, topography, drainage, vegetation, discussion of previous
work and discussion of field exploration methods.
c. Site geology, based on a surficial survey, to include site geologic maps, description of bedrock and
surficial materials, including artificial fill, locations of any faults, folds, etc..., and structural data
including bedding, jointing and shear zones, soil depth and soil structure.
d. Discussion of any off-site geologic conditions that may pose a potential hazard to the site, or that
may be affected by on-site development.
e. Suitability of site for proposed development from a geologic standpoint.
f Specific recommendations for cut and fill slope stability, seepage and drainage control or other
design criteria to mitigate geologic hazards.
g. If deemed necessary by the engineer or geologist to establish whether an area to be affected by the
proposed development is stable, additional studies and supportive data shall include cross-sections
showing subsurface structure, graphic logs with subsurface exploration, results of laboratory test
and references.
h. Signature and registration number of the engineer and/or geologist.
i. Additional information or analyses as necessary to evaluate the site.
j. Inspection schedule for the project as required in 18.62.080.B.9.
k. Location of all irrigation canals and major irrigation pipelines.
B. Hillside Grading and Erosion Control. All development on lands classified as hillside shall provide plans
conforming with the following items:
1. All grading, retaining wall design, drainage, and erosion control plans for development on Hillside Lands
shall be designed by a geotechnical expert. All cuts, grading or fills shall conform to the International
Building Code_and be consistent with the provisions of this Title. Erosion control measures on the
development site shall be required to minimize the solids in runoff from disturbed areas.
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER Page -16-
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2. For development other than single family homes on individual lots, all grading, drainage improvements, or
other land disturbances shall only occur from May 1 to October 31. Excavation shall not occur during the
remaining wet months of the year. Erosion control measures shall be installed and functional by October 31.
Up to 30 day modifications to the October 31 date, and 45 day modification to the May 1 date may be made
by the Planning Director, based upon weather conditions and in consultation with the project geotechnical
expert. The modification of dates shall be the minimum necessary, based upon evidence provided by the
applicant, to accomplish the necessary project goals.
3. Retention in natural state. On all projects on Hillside Lands involving partitions and subdivisions, and
existing lots with an area greater than one-half acre, an area equal to 25% of the total project area, plus the
percentage figure of the average slope of the total project area, shall be retained in a natural state. Lands to
be retained in a natural state shall be protected from damage through the use of temporary construction
fencing or the functional equivalent.
For example, on a 25,000 sq. ft. lot with an average slope of29%, 25%+29%=54% of the total lot area shall
be retained in a natural state.
The retention in a natural state of areas greater than the minimum percentage required here is encouraged.
4. Grading - cuts. On all cut slopes on areas classified as Hillside lands, the following standards shall apply:
a. Cut slope angles shall be determined in relationship to the type of materials of which they are
composed. Where the soil permits, limit the total area exposed to precipitation and erosion. Steep cut
slopes shall be retained with stacked rock, retaining walls, or functional equivalent to control erosion
and provide slope stability when necessary. Where cut slopes are required to be laid back (J: 1 or less
steep), the slope shall be protected with erosion control getting or structural equivalent installed per
manufacturers specifications, and revegetated.
b. Exposed cut slopes, such as those for streets, driveway accesses, or yard areas, greater than seven
feet in height shall be terraced. Cut faces on a terraced section shall not exceed a maximum height of
five feet. Terrace widths shall be a minimum of three feet to allow for the introduction of vegetation for
erosion control. Total cut slopes shall not exceed a maximum vertical height of 1 5 feet. (See Graphic)
Cut 5 10 pea n d
Fill 5 lope
R e q u ir em en t 5
3' Mlnl.....um
T.rroc_
Width
Not t 0 Sea Ie
For Illustration Only
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
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Reduce Effective Visua
Bulk by Utilizing
Stepped Foundations
The top of cut slopes not utilizing structural retaining walls shall be located a minimum setback of one-
half the height of the cut slope from the nearest property line.
Cut slopes for structure foundations encouraging the reduction of effective visual bulk, such as split pad
or stepped footings shall be exempted from the height limitations of this section. (See Graphic)
c. Revegetation of cut slope terraces shall include the provision of a planting plan, introduction of top
soil where necessary, and the use of irrigation if necessary. The vegetation used for these areas shall be
native or species similar in resource value which will survive, help reduce the visual impact of the cut
slope, and assist in providing long term slope stabilization. Trees, bush-type plantings and cascading
vine-type plantings may be appropriate.
5. Grading - fills. On all fill slopes on lands classified as Hillside Lands, the following standards shall apply:
a. Fill slopes shall not exceed a total vertical height of 20 feet. The toe of the fill slope area not
utilizing structural retaining shall be a minimum of six feet from the nearest property line. (Ord 2834 S6,
1998)
b. Fill slopes shall be protected with an erosion control netting, blanket or functional equivalent.
Netting or blankets shall only be used in conjunction with an organic mulch such as straw or wood
fiber. The blanket must be applied so that it is in complete contact with the soil so that erosion does not
occur beneath it. Erosion netting or blankets shall be securely anchored to the slope in accordance with
manufacturer's recommendations.
c. Utilities. Whenever possible, utilities shall not be located or installed on or in fill slopes. When
determined that it necessary to install utilities on fill slopes, all plans shall be designed by a
geotechnical expert.
d. Revegetation of fill slopes shall utilize native vegetation or vegetation similar in resource value and
which will survive and stabilize the surface. Irrigation may be provided to ensure growth if necessary.
Evidence shall be required indicating long-term viability of the proposed vegetation for the purposes of
erosion control on disturbed areas.
6. Revegetation requirements. Where required by this chapter, all required revegetation of cut and fill slopes
shall be installed prior to the issuance of a certificate of occupancy, signature of a required survey plat, or
other time as determined by the hearing authority. Vegetation shall be installed in such a manner as to be
substantially established within one year of installation.
7. Maintenance, Security, and Penalties for Erosion Control Measures.
a. Maintenance. All measures installed for the purposes of long-term erosion control, including but
not limited to vegetative cover, rock walls, and landscaping, shall be maintained in perpetuity on all
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
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areas which have been disturbed, including public rights-ofway. The applicant shall provide evidence
indicating the mechanisms in place to ensure maintenance of measures.
b. Security. Except for individual lots existing prior to January 1, 1998, after an Erosion Control
Plan is approved by the hearing authority and prior to construction, the applicant shall provide a
performance bond or other financial guarantees in the amount of 120% of the value of the erosion
control measures necessary to stabilize the site. Any financial guarantee instrument proposed other
than a performance bond shall be approved by the City Attorney. The financial guarantee instrument
shall be in effect for a period of at least one year, and shall be released when the Planning Director and
Public Works Director determine, jointly, that the site has been stabilized. All or a portion of the
security retained by the City may be withheld for a period up to five years beyond the one year
maintenance period if it has been determined by the City that the site has not been sufficiently stabilized
against erosion.
8. Site Grading. The grading of a site on Hillside Lands shall be reviewed considering the following factors:
a. No terracing shall be allowed except for the purposes of developing a level building pad and for
providing vehicular access to the pad.
b. Avoid hazardous or unstable portions of the site. (Ord 2834,S2 1998)
c. Avoid hazardous or unstable portions of the site.
d. Building pads should be of minimum size to accommodate the structure and a reasonable amount
of yard space. Pads for tennis courts, swimming pools and large lawns are discouraged. As much of
the remaining lot area as possible should be kept in the natural state of the original slope.
9. Inspections and Final Report. Prior to the acceptance of a subdivision by the City, signature of the final
survey plat on partitions, or issuance of a certificate of occupancy for individual structures, the project
geotechnical expert shall provide a final report indicating that the approved grading, drainage, and erosion
control measures were installed as per the approved plans, and that all scheduled inspections, as per
1 8. 62.080.A.4j were conducted by the project geotechnical expert periodically throughout the project.
C. Surface and Groundwater Drainage. All development on Hillside Lands shall conform to the following
standards:
1. All facilities for the collection of stormwater runoff shall be required to be constructed on the site and
according to the following requirements:
a. Stormwater facilities shall include storm drain systems associated with street construction,
facilities for accommodating drainage from driveways, parking areas and other impervious surfaces,
and roof drainage systems.
b. Stormwater facilities, when part of the overall site improvements, shall be, to the greatest extent
feasible, the first improvements constructed on the development site.
c. Stormwater facilities shall be designed to divert surface water away from cut faces or sloping
surfaces of a fill.
d. Existing natural drainage systems shall be utilized, as much as possible, in their natural state,
recognizing the erosion potential from increased storm drainage..
e. Flow-retarding devices, such as detention ponds and recharge berms, shall be used where
practical to minimize increases in runoff volume and peak flow rate due to development. Each facility
shall consider the needs for an emergency overflow system to safely carry any overflow water to an
acceptable disposal point.
f Stormwater facilities shall be designed, constructed and maintained in a manner that will avoid
erosion on-site and to adjacent and downstream properties.
g. Alternate stormwater systems, such as dry well systems, detention ponds, and leach fields, shall be
designed by a registered engineer or geotechnical expert and approved by the City's Public Works
Department or City Building Official.
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
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D. Tree Conservation, Protection and Removal. All development on Hillside Lands shall conform to the
following requirements: ·
1. Inventory of Existing Trees. A tree survey at the same scale as the project site plan shall be prepared, which
locates all trees greater than six inches d.b.h., identified by d.b.h., species, approximate extent of tree canopy.
In addition, for areas proposed to be disturbed, existing tree base elevations shall be provided. Dead or
diseased trees shall be identified. Groups of trees in close proximity (i. e. those within five feet of each other)
may be designated as a clump of trees, with the predominant species, estimated number and average
diameter indicated. All tree surveys shall have an accuracy of plus or minus two feet. The name, signature,
and address of the site surveyor responsible for the accuracy of the survey shall be provided on the tree
survey.
Portions of the lot or project area not proposed to be disturbed by development need not be included in the
inventory.
2. Evaluation of Suitability for Conservation. All trees indicated on the inventory of existing trees shall also be
identified as to their suitability for conservation. When required by the hearing authority, the evaluation
shall be conducted by a landscape professional. Factors included in this determination shall include:
a. Tree health. Healthy trees can better withstand the rigors of development than non-vigorous trees.
b. Tree Structure. Trees with severe decay or substantial defects are more likely to result in damage
to people and property.
c. Species. Species vary in their ability to tolerate impacts and damage to their environment.
d. Potential longevity.
e. Variety. A variety of native tree species and ages.
f Size. Large trees provide a greater protection for erosion and shade than smaller trees.
3. Tree Conservation in Project Design. Significant trees (2' d.b.h. or greater conifers and 1'd.b.h. or greater
broadleaf) shall be protected and incorporated into the project design whenever possible.
a. Streets, driveways, buildings, utilities, parking areas, and other site disturbances shall be located
such that the maximum number of existing trees on the site are preserved, while recognizing and
following the standards for fuel reduction if the development is located in Wildfire Lands.
Sit e Planning
.'-'::-::~"':~" -. Responsive. t 0
j:'" ,_.",-'.'. Tree Locat Ions
. ~, . Existing Sit e
\ '\F';' . wit h s ignifica nt
: :. . trees
):.':. .' ..: '. - - \
L_Llo.:.:.~
S ens it ive develoment
opt ion for propert y .
b. Building envelopes shall be located and sized to preserve the maximum number of trees on site
while recognizing and following the standards for fuel reduction if the development is located in
Wildfire Lands.
c. Layout of the project site utility and grading plan shall avoid disturbance of tree protection areas.
4. Tree Protection. On all properties where trees are required to be preserved during the course of
development, the developer shall follow the following tree protection standards:
a. All trees designated for conservation shall be clearly marked on the project site. Prior to the start
of any clearing, stripping, stockpiling, trenching, grading, compaction, paving or change in ground
elevation, the applicant shall install fencing at the drip line of all trees to be preserved adjacent to or in
the area to be altered. Temporary fencing shall be established at the perimeter of the drip lin e. Prior to
grading or issuance of any permits, the fences may be inspected and their location approved by the Staff
Advisor. (see 18.61.200)
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -20-
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b. Construction site activities, including but not limited to parking, material storage, soil compaction
and concrete washout, shall be arranged so as to prevent disturbances within tree protection areas.
c. No grading, stripping, compaction, or significant change in ground elevation shall be permitted
within the drip line of trees designated for conservation unless indicated on the grading plans, as
approved by the City, and landscape professional. If grading or construction is approved within the
dripline, a landscape professional may be required to be present during grading operations, and shall
have authority to require protective measures to protect the roots.
d. Changes in soil hydrology and site drainage within tree protection areas shall be minimized.
Excessive site run-off shall be directed to appropriate storm drain facilities and away from trees
designated for conservation.
e. Should encroachment into a tree protection area occur which causes irreparable damage, as
determined by a landscape professional, to trees, the project plan shall be revised to compensate for the
loss. Under no circumstances shall the developer be relieved of responsibility for compliance with the
provisions of this chapter.
5. Tree Removal. Development shall be designed to preserve the maximum number of trees on a site. The
development shall follow the standards for fuel reduction if the development is located in Wildfire Lands.
When justified by findings of fact, the hearing authority may approve the removal of trees for one or more of
the following conditions: (Ord 2834 S3, 1998)
a. The tree is located within the building envelope.
b. The tree is located within a proposed street, driveway, or parking area.
c. The tree is located within a water, sewer, or other public utility easement.
d. The tree is determined by a landscape professional to be dead or diseased, or it constitutes an
unacceptable hazard to life or property when evaluated by the standards in 18.62.080.D.2.
e. The tree is located within or adjacent to areas of cuts or fills that are deemed threatening to the life
of the tree, as determined by a landscape professional.
6. Tree Replacement. Trees approved for removal, with the exception of trees removed because they were
determined to be diseased, dead, or a hazard, shall be replaced in compliance with the following standards:
a. Replacement trees shall be indicated on a tree replanting plan. The replanting plan shall include
all locations for replacement trees, and shall also indicate tree planting details. (Ord 2834 S4, 1998)
b. Replacement trees shall be planted such that the trees will in time result in canopy equal to or
greater than the tree canopy present prior to development of the property. The canopy shall be designed
to mitigate of the impact of paved and developed areas, reduce surface erosion and increase slope
stability.. Replacement tree locations shall consider impact on the wildfire prevention and control plan.
The hearing authority shall have the discretion to adjust the proposed replacement tree canopy based
upon site-specific evidence and testimony.
Tree Plant ing
Guideline
3 ~ muk:h kept
6 W from t tunk
St.k. only if t t.. is unable
tostandonits own.
and .t eke .s low .s possible
wit h . non-m.t .Iie 5t aka.
Cultivated p.ntingar.. should be 3-5
t im.. t he size of t h. root beH, and only
native lOti should ba used for ftl
Mound sliihtly to conhin water
s. top of root b1111 at ground level
Fr.. burlap from trunk, and
keep below gr ad.
Set I r. on sound ground
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -21-
liT -- -
c. Maintenance of replacement trees shall be the responsibility of the property owner. Required
replacement trees shall be continuously maintained in a healthy manner. Trees that die within the first
five years after initial planting must be replaced in kind, after which a new five year replacement period
shall begin. Replanting must occur within 30 days of notification unless otherwise noted. (Ord 2834 S5,
1998)
7. Enforcement.
a. All tree removal shall be done in accord with the approved tree removal and replacement plan. No
trees designated for conservation shall be removed without prior approval of the City of Ashland.
b. Should the developer or developer's agent remove or destroy any tree that has been designated for
conservation, the developer may be fined up to three times the current appraised value of the
replacement trees and cost of replacement or up to three times the current market value, as established
by a professional arborist, whichever is greater.
c. Should the developer or developer's agent damage any tree that has been designated for protection
and conservation, the developer shall be penalized $50.00 per scar. If necessary, a professional
arborist's report, prepared at the developer's expense, may be required to determine the extent of the
damage. Should the damage result in loss of appraised value greater than determined above, the higher
of the two values shall be used.
E. Building Location and Design Standards. All buildings and buildable areas proposed for Hillside Lands
shall be designed and constructed in compliance with the following standards:
1" Building Envelopes. All newly created lots, either by subdivision or partition, shall contain building
envelopes conforming to the following standards:
a. The building envelope shall contain a buildable area with a slope of 35% or less.
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b. Building envelopes and lot design shall address the retention of a percentage of the lot in a natural
state as required in 18. 62. 080.B.3.
c. Building envelopes shall be designed and located to maximize tree conservation as required in
18. 62.080.D.3. while recognizing and following the standards for fuel reduction if the development is
located in Wildfire Lands
d. It is recommended that building envelope locations should be located to avoid ridgeline exposures,
and designed such that the roofline of a building within the envelope does not project above the
ridgeline.
R:t at im d tillside
ducd 8" ad net Lra
s1q:e~ a\ddrg
rictJjire
locat ia1s
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -22-
IIT- - -
2. Building Design. To reduce hillside disturbance through the use of slope responsive design techniques,
buildings on Hillside Lands, excepting those lands within the designated Historic District, shall incorporate
the following into the building design and indicate features on required building permits:
a. Hillside Building Height. The height of all structures shall be measured vertically from the natural
grade to the uppermost point of the roof edge or peak, wall, parapet, mansard, or other feature
perpendicular to that grade. Maximum Hillside Building Height shall be 35 feet. (graphics available
on original ordinance)
b. Cut buildings into hillsides to reduce effective visual bulk.
(1). Split pad or stepped footings shall be incorporated into building design to allow the structure to
more closely follow the slope.
(2). Reduce building mass by utilizing below grade rooms cut into the natural slope.
c. A building stepback shall be required on all downhill building walls greater than 20 feet in height,
as measured above natural grade. Stepbacks shall be a minimum of six feet. No vertical walls on the
downhill elevations of new buildings shall exceed a maximum height of 20 feet above natural grade. (see
graphic)
d. Continuous horizontal building planes shall not exceed a maximum length of 36 feet. Planes
longer than 36feet shall include a minimum offset of six feet. (graphic available on original ordinance)
e. It is recommended that roof forms and roof lines for new structures be broken into a series of
smaller building components to reflect the irregular forms of the surrounding hillside. Long, linear
unbroken roof lines are discouraged. Large gable ends on downhill elevations should be avoided,
however smaller gables may be permitted. (graphic available on original ordinance)
f It is recommended that roofs of lower floor levels be used to provide deck or outdoor space for
upper floor levels. The use of overhanging decks with vertical supports in excess of 12 feet on downhill
elevations should be avoided.
g. It is recommended that color selection for new structures be coordinated with the predominant
colors of the surrounding landscape to minimize contrast between the structure and the natural
environment
F. All structures on Hillside Lands shall have foundations which have been designed by an engineer or architect
with demonstrable geotechnical design experience. A designer, as defined, shall not complete working drawings
without havingfoundations designed by an engineer.
G. All newly created lots or lots modified by a lot line adjustment must include a building envelope on all lots
that contains a buildable area less than 35% slope of sufficient size to accommodate the uses permitted in the
underlying zone, unless the division or lot line adjustment is for open space or conservation purposes.
H. Administrative Variance From Development Standards for Hillside Lands - 18.62.080. A variance under this
section is not subject to the variance requirements of section 18.100 and may be granted with respect to the
development standards for Hillside Lands if all of the following circumstances are found to exist:
1. There is demonstrable difficulty in meeting the specific requirements of this chapter due to a unique
or unusual aspect of the site or proposed use of the site;
2. The variance will result in equal or greater protection of the resources protected under this
chapter;
3. The variance is the minimum necessary to alleviate the difficulty; and
4. The variance is consistent with the stated Purpose and Intent of the Physical and Environmental
Constraints Chapter and section 18.62.080.
Appeals of decisions involving administrative variances shall be processed as outlined in 18.108.070.
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -23-
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Attachment B. (Slope Map)
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -24-
II I -
Attachment C. (Topographic map)
FINAL M49 DECISION: FINDINGS OF FACT, CONCLUSIONS OF LAW AND ORDER
Page -25-
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CITY OF
ASHLAND
Council Communication
Meeting Date:
Department:
Second~ Dept.:
Approval:
Public Hearing to Consider the Formation of a
Local Improvement District to Improve Beach Street
November 18,2008 Primary Staff Contact: James Olson, 552-2412
Public Works/Engineering E-Mail: olsoni@>ashland.or.us
Comm Dev/Cit ecorder Secondary Contact: Michael R. Faught
Martha Benn Estimated Time: 10 Minutes
Question:
Shall Council suspend the public hearing to consider the formation of a local improvement district
(LID) to improve Beach Street based upon a remonstrance petition representing 76.9 percent of the
proposed assessment district?
Staff Recommendation:
Staff recommends Council suspend the public hearing and recognize the remonstrance petition as a
valid indicator of the intent of over two-thirds of the property owners within the proposed assessment
district. Staff further recommends that action on the proposed LID be suspended for six (6) months
pursuant to the requirements of the Ashland Municipal Code.
Background:
Previous Council Actions
September 16,2008
Council received a staff report regarding the formation of Local Improvement District No. 89 to
improve upper Beach Street. Resolution No. 2008-30 was approved setting a date of November 18,
2008 for a public hearing to consider the formation of this LID.
General
Between the months of November 2007 and July 2008 a number of petitions were received calling for
the improvement of Beach Street under the LID program. The petitions contained a total of 15
signatures representing 14 of the 26 total proposed assessment units or 53.8 percent.
Under authority of AMC Section 13.20.020(B) Council adopted Resolution 2008-30 which set a date
for a public hearing to further consider the formation of this LID. Notices of the Public hearing were
duly sent to all property owners within the proposed assessment district.
On October 29,2008 staff received a remonstrance petition bearing 12 signatures and representing 20
of 26 proposed assessment units or 76.9 percent of the total. This petition included signatures of
several owners who had previously signed petitions in support of the LID thus indicating a complete
reversal of their desire and intention.
AMC Section 13.20.959(C) states that if the owners of two-thirds of the property to be specially
assessed for the improvement, or the owners of property which will be assessed for two-thirds or more
Page 1 of2
H:\ShipletD\Council\Council Communication\2008\November 17 and 18\111808 Beach St LID.CC.doc
r~'
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CITY OF
ASHLAND
of the proposed assessment, deliver to the Council a remonstrance to the improvement, then action on
the improvement shall be suspended for a period of six months. This petition meets the above stated
requirement and Council is required to suspend any action on this proposed LID for a six (6) month
period. However, unless conditions change and additional owners reverse their desire to remonstrate
against the formation of an LID, this issue is essentially considered to be indefinitely suspended.
Council has no option but to suspend further action on this LID and a public hearing would not be
required to support this decision. Council may wish to open the public hearing to satisfy legal
requirements, but may restrict the amount of testimony offered.
All property owners have received a written notice of the City's receipt of the remonstrance petition
and the required pending suspension of the LID.
Related City Policies:
AMC Chapter 13.20 Local Improvements and Special Assessments.
Council Options:
1. Council may open the public hearing and receive testimony regarding the formation of the LID,
but must move to suspend further action on the LID for a period of six (6) months.
2. Council may suspend the public hearing and declare that further action on the LID is suspended
for six (6) months.
Potential Motions:
1. Move to suspend further action on the proposed Beach Street LID for a period of six (6)
months.
Attachments:
Vicinity and LID Boundary Maps
Remonstrance Petition of October 29, 2008
Proposed Beach Street LID Assessment Summary
Page 2 of2
H:\ShipletD\Council\Council Communication\2008\November 17 and 18\111808 Beach St LID.CC.doc
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CITY OF
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1 _ _ _I Boundary Proposed Beach Street Improvement
Represented LID Boundary
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THE RESIDENTS OF UNPAVED BEACH STREET
Ashland. OR 97520 RECE~\/ED
Jim Olson
Engineering Servkes Manager
51 Winbum Way
Ashland, Oregon 97520
488-5347
861-6412
OCT :' ,- ~ 2008
eilV Of AcStltand
October 25, 2008
Dear Jim,
We the undersigned owners of property in the proposed Local Improvement District on the
unpaved area of Beacb Street in AshlaDd Oregon hereby give Dotice that we are against the
formation of this district for the purpose of paving upper Beach Street.
NAME
PRINTED NAME
ADDRESS
PHONE#
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CITY OF
ASHLAND
Council Communication
Meeting Date:
Department:
Secondary Dept.:
Approval:
Public Hearing and award decision for $345,000 in Community Development
Block Grant (CDBG) funds.
November 18,2008 Primary Staff Contact:
Planning E-Mail:
None Secondary Contact:
Martha Bennet Estimated Time:
Linda Reid
reidl@ashland.or.us
Bill Molnar
30 Minutes
Question:
Should the City Council award up to $345,000 in CDBG funds to one or more of the respondents to the
Request for Proposals in compliance with eligibility criteria of the Department of Housing and Urban
Development?
Staff Recommendation:
The City of Ashland currently has a CDBG fund balance of$345.000. This amount represents a
combination of funds which include the 2008 CDBG award, a carryover of unexpended 2007 grant
funds, and reprogrammed funds from previous years projects that were not completed. The City
received 3 applications requesting a combined total of approximately $736.000 in funds.
Due to a limited amount ofCDBG funds staff recommends that The Housing Authority of Jackson
County's (HAJC) proposal be funded in full. This recommendation is based on the applicant's priority
need ranking as determined by the 2005-2009 Consolidated Plan, the level of matching funds provided
by the applicant, and the amount of subsidy the CDBG funds provide to the overall project. Staff
found that the HAJC proposal meets the highest priority need ranking provides a match of$33 for
every dollar of CDBG funds requested, and similarly will require the least amount of subsidy to the
overall project. Due to the uncertainty of certain aspects of the HAJC proposal at the time of the
Housing Commissions public hearing, namely the City Council acceptance of Clay Street land swap,
staff also proposed a backup recommendation to fund Ashland Supportive Housing's proposal to the
least extent allowable (due to a higher than usual amount of CDBG subsidy) while still remaining
feasible in an effort to make the most of the cities limited resources. This contingency award selection
is still recommended by Staff to allow the City to expend the CDBG funds in a timely manner in the
unlikely event the HAJC proposal does not go forward.
The City of Ashland Housing Commission reviewed the grant requests at a public hearing held on
October 23rd, 2008. The Housing Commission made a motion to forward a recommendation to award
$345,000 in CDBG funds to the Housing Authority of Jackson County for public facilities
improvements, public right of way improvements on Clay street and the project's interior streets.
Public facilities improvements including; curb, gutter, sidewalk, storm drainage, sewer line, street
lighting, fire hydrants and other eligible improvements. The Housing Commission also made a backup
recommendation to fund Ashland Supportive Housing's proposal.
Page 1 of7
111808 CDBG Award.CC.doc
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CITY OF
ASHLAND
Background:
The City of Ashland provides Community Development Block Grants (CDBG) to eligible affordable
housing providers and non-profit organizations for capital improvement and public service projects
within the City of Ashland. The City Council is to evaluate three proposals received for use of
$345,000 in CDBG funds available. Upon review of the proposals, and after taking anypublic
testimony at a public hearing, the Council shall make an award to the selected applicant(s).
The City of Ashland has received three applications for the balance of the 2008 Community
Development Block Grant funds that are competitively available. These funds comprise a carryover of
$152,801 in prior year CDBG funds that were unexpended, in addition to the competitive 2008 CDBG
allocation of$204.818 (less 20% or $42,547 for administration of the CDBG program and a $10,000
grant awarded to the Fair Housing Council of Oregon which was made during the regular CDBG
funding cycle), and reprogrammed funds totaling $39,857. Of the available 2008 funds a set aside of
15% has been allocated for Public Service projects. As noted previously one Public Service Project
was awarded in the regular 2008 funding cycle leaving a Public Service project amount of
approximately $20,000 in funds available for public service activities.
Assessment Criteria
CDBG funds are available to eligible recipients for projects which meet CDBG national objectives,
comply with federal CDBG regulations, and are consistent with the City of Ashland 2005-2009
Consolidated Plan.
In order to be eligible to receive Community Development Block Grant funding applicants must
address one of three National Objective criteria.
· Provide benefit to low- to moderate (LMI) persons.
· Aid in the prevention or eliminations of slums or blight; and
· Meet a need having a particular urgency (referred to as urgent need).
Priorities within the City of Ashland's 2005-2009 Consolidated Plan are given a priority ranking by
letter. The rankings of A, Band C are intended to assist in directing CDBG funds to the greatest
needs. In cases where there are competing projects for limited funds, the projects(s) that are ranked the
highest will be funded. *
A- The City of Ashland plans to use the CDBG funds for projects that meet these needs.
B- The City of Ashland may use CDBG for projects that meet these needs.
C- The City of Ashland does not plan to use CDBG funds for projects meeting these needs but will
consider certifications of consistency for other entities which are applying for federal assistance to
meet these needs. Additionally such needs may also be addressed by the City through the allocation of
Economic Development and or Social Service Grants from the City General Fund.
Proposal Evaluations
Page 2 of7
111808 CDBG Award.CC.doc
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CITY OF
ASHLAND
Ashland Supportive Housing (ASH)
The ASH requested $345,000 in CDBG funding to acquire a single family home to be used as a group
home for persons with physical disabilities needing supportive services.
Staffhas reviewed the Ashland Supportive Housing proposal to determine whether it meets the Federal
CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 2005-2009
Consolidated plan for use ofCDBG funds.
· This project proposal qualifies under the Low-Moderate Income (LMI) benefit national
objective.
· Acquisition and Rehabilitation (or removal of architectural barriers) of a Single Family Unit is
an eligible use ofCDBG funds
· Staff finds that the Ashland Supportive Housing proposal is consistent with goal number 6.1 of
the City of Ashland's 2005-2009 Consolidated Plan.
Goal 6: To support housing and supportive services for people with special needs.
People with special needs include the elderly, the frail elderly, persons with
developmental disabilities, persons with physical disabilities, persons with severe
mental illness, persons with alcohol or other drug dependencies and persons with
HIV / AIDS or related illnesses. 6.1: Encourage development of transitional and
supportive housing for extremely low- and low-income special needs populations
(B)
In evaluating the proposal it is evident that the classification of "B" as a priority indicates that though
this is not the highest priority use for the CDBG funds it is an activity which could be funded provided
that there are not other projects which meet a higher priority need competing for the funds available.
B-The City of Ashland may use CDBG for projects that meet these needs.
Staff sees that Ashland Supportive Housing's proposal is an eligible use of the CDBG funds and is
consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan for use of
CDBG funds. This activity, though not explicitly creating affordable housing for the general populace,
does in fact provide much needed housing and services for special populations.
Housing Authority of Jackson County (HAJC)
The HAJC requested $345,000 in CDBG funding to assist with the development of roads and planning
activities in support of the acquisition and development of affordable housing for low income
households earning between 30% and 60% of Area Median Income.
Staff has reviewed the Housing Authority of Jackson County's proposal to determine whether it meets
the Federal CDBG regulations, and if the proposal addresses the priorities within the City of Ashland
2005-2009 Consolidated plan for use of CDBG funds.
· This project proposal qualifies under the Low-Moderate Income (LMI) benefit national
objective.
· Public Facilities Improvement and Infrastructure are an eligible use of CDBG funds.
· Support activities for specific projects that include predevelopment costs related to acquisition
are eligible uses of CDBG funds
Page 3 of7
111808 CDBG Award.CC.doc
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CITY OF
ASHLAND
· Staff finds that the Housing Authority of Jackson County's proposal is consistent with goal
number 1.2 of the City of Ashland's 2005-2009 Consolidated Plan.
Goal 1 : To increase the supply of affordable rental housing for extremely low-, low
and moderate income families. Where possible, give funding priority to those
projects that will provide benefits to residents with the lowest incomes. 1.2 to
support the acquisition and construction of affordable rental housing units
through a sustainable program, which retains the units as affordable in perpetuity,
such as a land trust (A).
In evaluating the proposal it is evident that the classification of "A" as a priority indicates that this is
the highest priority use for the CDBG funds.
A- The City of Ashland plans to use CDBG funds for projects that meet these needs.
Staff sees that the Housing Authority of Jackson County's proposal is an eligible use of the CDBG
funds and is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan
for use of CDBG funds. Staff did question the term of affordability indicated in the HAJC proposal in
terms of whether it complies with the intent of the goal to provide housing in a program that secures it
as affordable in perpetuity. Given the annexation requirement to remain affordable for 60 years, and
the HAJC charge to develop and maintain affordable housing as a mission based objective, Staff
believes this objective is addressed by the applicant.
The development of roads, or public facilities, is considered an eligible use of funds by HUD, and in
Ashland the 5 year Consolidated Plan further limited the use of CDBG funds to develop public
infrastructure only in cases where it was done in direct support of affordable housing. The HAJC
proposal.meets this local objective.
This project leverages a substantial amount of federal, state and Housing Authority funds to develop a
11,314,000 project. Relating this to the $345,000 CDBG request ($11,314,000/$345,000 which is a 33
to 1 match) this project considerably exceeds the 10% match requirement. This project also allows the
City of Ashland to meet Policy 6.1.1.4(b) of the City of Ashland Comprehensive Plan for use of
CDBG funds, to Cooperate with the Housing Authority of Jackson County to provide affordable
housing within the City. Lastly, this project assists the City in meeting a critical and recognized long
term need for the creation of affordable and workforce housing.
Pathway Enterprise, Inc. (PEl)
Pathway Enterprise Inc., requested $45,618 in CDBG funding to hire staff to provide supportive living
skills and promote the self-sufficiency of special populations. PEl has experience with the Ashland
CDBG program in that re-roofing one of their group homes at 655 Normal Ave. was funded with
$7,605 in Community Development Block Grant (CDBG) from the City in 2002.
Although only $20,000 is currently available to assist public services requested, the applicant has
requested $45,000. In discussions with PEl they have indicated they could accept the lesser amount
and hire less Staff to correspond with the award
Staff has reviewed Pathway Enterprise, Inc' s proposal to determine whether it meets the Federal
CDBG regulations, and if the proposal addresses the priorities within the City of Ashland 2005-2009
Consolidated plan.
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CITY OF
ASHLAND
· This project proposal qualifies under the Low-Moderate Income (LMI) benefit national
objective.
· Public Service positions that provide direct services to special populations to promote self-
sufficiency are eligible use of CDBG funds.
· Staff finds that Pathway Enterprise, Inc' s proposal is consistent with goal number 6.2 of the
City of Ashland's 2005-2009 Consolidated Plan.
Goal 6: To support housing and supportive services for people with special needs.
People with special needs include the elderly, the frail elderly, persons with
developmental disabilities, persons with physical disabilities, persons with severe
mental illness, persons with alcohol or other drug dependencies and persons with
HIV / AIDS or related illnesses. 6.2 Provide assistance to non-profit organizations
that provide support services for extremely low and low income special needs
populations (B).
In evaluating the proposal it is evident that the classification of "B" as a priority indicates that though
this is not the highest priority use for the CDBG funds it is an activity which is could be funded
provided that there are not other projects which meet a higher priority need competing for the funds
available.
B- The City of Ashland may use CDBG for projects that meet these needs.
Staff believes that the Pathway Enterprise, Inc's proposal is be an eligible use of the CDBG funds and
is consistent with the City of Ashland Strategies as outlined in the 5 year Consolidated Plan. However
a staff s determination of eligibility for funding requires further clarification on certain aspects of the
CDBG application.
· Does the position to be funded provide a direct benefit or is the funding directed toward the
recruitment, hiring and initial training of employees? These recruitment and training activities
are not eligible under the CDBG program, only direct benefit activities are eligible uses of
CDBG funds.
· Does the proposed position meets the City of Ashland's living wage? This can not be
determined from the application.
· Marketing and Outreach for the recruitment of Employees is only an eligible expense for
planning and administrative funds which are not being offered competitively.
· City of Ashland CDBG funds can only be used to serve people in the City of Medford if those
Medford residents are a minority of the total served. 51 % of those served must reside in the
City of Ashland. The application does not demonstrate how this could be ensured.
· It is unclear whether Pathways intends to apply in 2009 for ongoing support of existing
employees (which is not an eligible expense) or whether Pathways intends to expand their
servIces.
Most importantly the City issued the RFP in an effort to expend a portion of CDBG funds in order for
the City of Ashland to meet its timeliness test as per HUD regulations, this activity would not serve to
assist the City in meeting HUD's deadline due to the CDBG rule that funds can only be requested for
completed activities, therefore they could not be expended prior to Ashland's next timeliness test.
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CITY OF
ASHLAND
Related City Policies:
Community Development Block Grants are federal funds awarded through the City of Ashland to
eligible projects that benefit low-moderate income households. Ashland's 2005-2009 Consolidated
Plan for use of CDBG Funds establishes which of the nationally recognized eligible uses are
prioritized locally. Staff evaluations are based on meeting the national objectives for the CDBG
program, the basic federal requirements for eligibility, and include evaluation criteria that was noted in
the Request for Proposals to provide applicants with the selection criteria used in assessing the
proposals strengths and weaknesses.
Timely expenditure of the CDBG fund is of specific importance to the City of Ashland. Should the
City fail to expend the funds in a timely manner, the Department of Housing and Urban Development
can impose sanctions thereby reducing future CDBG allocations. Currently the City is carrying more
than 1.5 times it's annual allocation of funds and therefore is in danger of being found untimely. The
City of Ashland has chosen to reissue the RFP for CDBG funds and has prioritized projects which are
ready to proceed in order to expend at least $95,000 of the City's current CDBG balance in order to
meet HUD' s next timeliness test in May of 2009.
Upon completion of award selections by the City Council, an amendment to the Annual CDBG Action
Plan will be drafted to outline the proposed uses(s) of the 2008 CDBG funds as well as for the 2007
carryover funds.
A public hearing for review and approval of the Amendment to the Annual CDBG Action Plan will be
held before the Housing Commission to insure consistency with the awards designated by the City
Council. The US department of Housing and Urban Development (HUD) must review the annual
Action Plan submitted by the City to ensure the activities funded are consistent with federal
requirements, and with the local Consolidated Plan.
These funds will be available upon approval of the amendment to the 2008 Action Plan, and upon the
completion of any regulatory requirements including but not limited to environmental review
clearance.
Council Options:
Upon review of the proposals received, and after hearing and public comments, the Council shall
determine whether the projects effectively address the goals outlined in the Consolidated Plan and
which of the projects is the most appropriate use ofCDBG funds.
The Council can select to award funds as requested or modify the award amounts. However, the
application of CDBG funds to Public Service projects applications is strictly limited to no more than
$20,000 (150/0 of the City's 2008 annual allocation less $10,000).
The Council can award funds as requested, or deny the request, and direct Staff to develop an Annual
CDBG Action Plan amendment according to that selection.
Page 6 of7
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CITY OF
ASHLAND
Potential Motions:
I move to:
a) Award the Housing Authority of Jackson County $345,000 in CDBG funds for public facilities'
improvements, public right of way improvements on Clay streets and interior streets. Public
facilities improvements including; curb, gutter, sidewalk, storm drainage, sewer line, street
lighting, fire hydrants and other eligible improvements.
OR
b) Award Ashland Supportive Housing $345,000 in CDBG funds to purchase and rehabilitate a
Single Family Residence to provide supportive housing to four low-income people with special
needs. Rehabilitation work to include, architectural barrier removal, ADA accessibility and
ramping, and other eligible alterations and improvements necessary to serve special needs
populations.
Attachments:
Draft Housing Commission Meeting Minutes from October 23rd 2008.
Housing Authority of Jackson County CDBG Application
Ashland Supportive Housing CDBG Application
Pathway Enterprises CDBG Application
Page 70f7
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CITY OF
ASHLAND
ASHLAND HOUSING COMMISSION
MINUTES
October 23, 2008
CALL TO ORDER
Chair Bill Smith called the meeting to order at 4:34 p.m. at the Community Development and Engineering Services
Building, 51 Winburn Way, Ashland, OR 97520.
Commissioners Present: SOU Liaison: Alexandra Amarotico,
Carol Voisin absent
Nick Frost
Graham Lewis, absent Council Liaison: Alice Hardesty,
absent
Steve Hauck
Bill Smith Staff Present::
Aaron Beniamin Linda Reid, Housing Specialist
Regina Ayars Carolyn Schwendener, Account Clerk
Richard Billin
APPROVAL OF MINUTES
Voisin/Hauck m/s to approve the minutes of the September 25, 2008 Housing meeting. Voice Vote: Approved
PUBLIC FORUM
No one present
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM RE-ISSUED RFP
Reid gave an overview of the Community Development Block Grant 2008 RFP. She explained that the City has a
total of $345,000 that is available to distribute to eligible recipients for projects meeting the CDBG National
objectives and that are consistent with the City of Ashland 2005-2009 Consolidated Plan. The City received three
applications for these funds.
· Ashland Supportive Housing
· Housing Authority of Jackson County
. Pathway Enterprises
Two of the applicants were present to discuss and answer questions, Sue Crater with Ashland Supportive Housing
and Betty McRoberts from the Housing Authority of Jackson County.
Sue Crater, Executive Director of Ashland Supportive Housing and Community Outreach - This organization
was formerly known as Advocates for Severely Handicapped. They have been providing homes and services for
adults with developmental disabilities in Ashland since 1982. Currently they have three homes in Ashland that
each house five developmentally disabled adults. They have a need to develop a fourth home that is geared toward
taking care of people who have more medically intense needs. Their proposal is to purchase a home that would
house four developmentally disabled adults who are considered to be medically fragile. At this time Ms. Crater said
they have a home chosen and have entered into an agreement with the land owner, though it is not legally binding
and no money has exchanged hands. The home is located at 850 Cambridge Street, the same neighborhood as
their other three homes. Ms. Crater said they would like to use the bulk of the CDBG funds, $300,000 for the
purchase of the home and use the remainder $45,000 to do the interior remodel. Another $40,000 is needed which
would be supplied with a combination of State DO 57 Start up Funds, On the Move in Oregon and the Oregon
Comp 300 program. ASHC is prepared to fill in the funding gaps that are left.
Questions from Commissioners
Are your three existing homes in Quiet Village disbursed throughout the neighborhood?
· The homes are located on different streets, Almeda, Michelle Ave. and Nevada Street. They have been in
that neighborhood for three years. At one time they had a large ten bed group home located on Walker
Street across from the Presbyterian Church as well as a large two story Victorian home on B Street. ASHe
ASHLAND HOUSING COMMISSION
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October 235, 2008
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determined that the ten bed home was just too many people in one home. The long term goal of the
organization was to split that home into two five bedroom homes. They achieved that about three years ago
by moving into the two homes in the Quiet Village neighborhood. The Home on B Street had folks that were
aging and it was no longer appropriate to have those folks in a two story home and with the help of the
community and the sell of the property they made a transition to a single level home in Quiet Village.
How many adults will ultimately reside in the house?
· Four. After the remodel the house will be approximately 1800 square feet with four bedrooms. One
bedroom for each person. The lot is .24 of an acre.
Have you ever applied for CDBG funds before and if you were not to receive the CDBG funds do you have other
options available?
. No.
How is your staffing going to be accomplished?
· The people that they hope to serve in this home are cared for by the State of Oregon. The State of Oregon
pays AHSC for the care of the people within the home. They expect that amount to be about $10,000 per
month per person. They do not expect on going operation costs to be an issue. They are looking at
providing twelve living wage jobs.
Given the current concerns in the financial markets is there any concern about the long term investments?
· It is a concern but would not prevent the project from happening. Their investments are their safety nets
that they draw income off of. They have decreased but with serving this population and what they hope to
take in from the state of Oregon it will actually put more operating monies into their budget.
What happens if your organization decides to sell the property in five year?
· The State would take over the operations. Goldman explained that if the funds were granted through the
CDBG program its Federal funds and the City would obligate that they be used through the sub recipient
agreement or an intended use for a set period of time, a minimum period of seven years. The ICCA
Building located at 144 North Second was sold at the end of the seven years and they retained all of the
funds themselves. The City could impose a longer period of use if they chose to do so.
Betty McRoberts, Project Developer for the Housing Authority of Jackson County - This development is
located at 380 Clay Street and has been named Snowberry Brook which refers to a wetland plan. The Housing
Authority of Jackson County has been in existence since .1969 and as of yet has never been able to develop a
project in Ashland. The HAJC is proposing a sixty unit affordable housing project on 3.75 acres of the initial 10 acre
site. They are requesting the entire $345,000. $285,700 is for infrastructure improvements to Clay Street and the
two new public streets that will be created inside of the ten acre parcel. $59,300 will be used for Planning and
Zoning expenses to get though the site review and partition.
The first portion of the project is the infrastructure improvements of Clay Street. This cost is estimated at $124,915
and will be completed in June of 2009. This timeframe is necessary because the City has a portion of the CDBG
funds that need to be spent quickly. The second portion is for the two new public streets. That cost is $160,785
which is scheduled to be done the same time as when the main construction is being done. An additional amount of
$59,300 will be used for fees including architectural, engineering and wetland consultants.
Ms. McRoberts said that because the total cost for this project is eleven million dollars the CDBG funds are
absolutely necessary. The Housing Authority does have a commitment from an equity investor, Key Bank. The
property will only carry a permanent loan of 2.7 million dollars. The Housing Authority will be putting in equity of
their own because they have been given permission to sell four public housings units in the City of Ashland.
The HAJC's target population is serving Workforce Housing, families at thirty to sixty percent of Area Median
Income (AMI). This is a target population for the State of Oregon right now making the City of Ashland a number
one priority. The term of affordability is sixty years though the Housing Authorities mission is to have their housing
affordable forever. Ms. McRoberts reminded the Commissioners there are many employers in Ashland who have
employees that cannot afford to live here. She is working on getting the data put together to be able to identify how
many employees actually live outside the City. These rents are very affordable and Ms. McRoberts is quite
confident there are many employees and citizens who would qualify to live in them.
ASHLAND HOUSING COMMISSION 2
MINUTES
October 235, 2008
lIT
Questions from Commissioners
Do you have staff to manage these units?
. Yes, the Housing Authority has over fifty employees. They manage all of their own units.
Why just 60 years and not 100?
· Not totally sure but it might have to do with financing. At the end of twenty years they are required to
refinance. The affordability issue hasn't been a problem at that time, units still look nice and well kept. At
sixty years the project is going to need some major work. A bank might look at it and say if this project has
a restriction of affordability we're going to have a problem giving you a loan. Your loan would be restricted
by your rents. The HAJC has no intention of taking it out of the affordability.
After dedicating these streets to the City will the construction then begin?
· That's important because in order to use CDBG funds on a street it needs to be a public street otherwise it
will taint the entire housing project for Davis Bacon. They can't afford to use Davis Bacon on the Housing
project. Because these are public streets they will be maintained by the City.
The traffic on Clay is destined to be a problem. Do you anticipate any traffic problems?
· No. The traffic study that was done for Willowbrook was done for 107 Units. They will probably be required
to do a new traffic study.
What is going on with the water?
. It might be necessary to loop the waterline. It can be very expensive. At this time they do not know what
the City will require. That money is not included in the cost since they don't know what it will be yet. There
will be enough in contingency in the budget to cover it.
Are you serious about utilizing solar?
. If they can afford it they will since it benefits their tenants.
Pathway Enterprises presented an application to provide for staffing in order to provide skill services training to
clients of theirs who will be moving out of dependant housing and moving into self sufficiency. Goldman
acknowledged that this application is requesting $45,000 of which the social service grant award available is only
$20,000. The staff noted a number of concerns.
. Staff questioned whether a portion of the funds they are looking for are even eligible for CDBG. Specifically
the application states that the county funds they are seeking for part of the funding is not available for
planning and recruitment as identified in this project. Planning and recruitment are not available
competitively through the CDGB program in Ashland. The City uses all of the planning and administrative
CDBG allocations for City Planning and Administrative functions. The application would need to be limited
to only for those periods where they are providing direct client services, not for training of the staff or
recruitment or marketing.
. It was noted in their application the amount of wages to be paid to three staff was $51,000 which does not
meet Ashland's Living Wage Ordinance of $12.96 per hour, a requirement if anyone receives a grant
through the City.
. Indicated they would be serving five clients but as they move them out into permanent housing a number of
those may be moving out of Ashland into Medford. Fifty-one percent of those served must reside in the City
of Ashland.
. There was a concern whether Pathways intend to apply in 2009 for ongoing support of existing employees,
which is not an eligible expense, or whether Pathways intends to expand their services.
Questions from Commissioners
Might this be a conflict of interest since they do custodial work for the City of Ashland?
. Pathways did disclose this and it should not be a problem. This application was for supportive living for
people living in their own housing and not for the working side.
ASHLAND HOUSING COMMISSION
MINUTES
October 235, 2008
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Staff Recommendations- Reid explained that she evaluated the projects on whether they met the National
Objective for the CDBG program, whether the project uses were eligible uses and that the project met all Federal
requirements. Reid also confirmed that the projects met the objective as outlined in the City's 2005-2009
Consolidated Plan. The staff recommendation is as follows:
Due to a limited amount of CDBG funds staff recommends that The Housing Authority of Jackson
County's proposal be funded in full Continent upon Council approval of the Clay Street purchase.
The Housing Authority's application is contingent upon the acceptance of the Clay Street purchase
which will not be known until November 4, 2008. At that time staff's recommendation would be to
fund the HAJC proposal since it meets the highest priority need ranking. If the Clay Street Proposal
does not gain approval staff would like to make a backup recommendation to fund Ashland
Supportive Housings proposal to the least extent allowable while still remaining feasible in an effort
to make the most of the cities limited resources.
Goldman acknowledged that in his ten years with the City he has gone through countless CDBG applications and
wanted to recognize that the application from Ashland Supportive Housing is one of the better ones he has seen.
Chair Bill Smith opened up the Public Hearing - No one came forth to speak. The Public Hearing was closed.
Hauck/Ayars m/s to approve the staff recommendation and forward our recommendation as a Housing
Commission to the City Council that we grant the $345,00 of CDBG funding to the Housing Authority with
the contingency that if the Clay Street project is not approved by the City Council that we recommend
Ashland Supportive Housing would be awarded the funds.
Hauck made an amendment to his motion to include public facilities improvements, public right of way
improvements on Clay street and interior streets. Public facilities to include, curb, gutter, sidewalk, storm
drainage, sewer line, street lighting, fire hydrants, and other eligible improvements. Ayars seconded it.
Roll Call Vote: Commissioners Billin, Benjamin, Voisin, Ayars, Smith, Hauck and Frost, Yes. Motion
Passed.
Reid congratulated the two applicants on what a great job they did with their applications and presentations.
SUBCOMMITTEE REPORTS
Sub-committee Reports
Finance - No report
Education - No report
Land Use - Ayars distributed minutes from their October 8, 2008 meeting. Their m.eeting focused primarily
on the Hargadine Parking Lot as the best possibility for an affordable housing project. The Commission will
be having an on site visit Wednesday October 15th from 3:00 to 4:00 p.m. Goldman stated there was a
possibility that an agreement with Shakespeare was made giving them first right of refusal for development
of Housing should they need it for their employees. Reid will investigate this agreement information. It was
also suggested to get the specific address of homes that would have their view obstructed by the
construction.
Liaison Reports
Council - Goldman said the Council met and approved the Annexation Ordinance without much
discussion. It will go before them again for the second reading on Nov 4th with no public input.
Parks Commission -The Parks Commission will be having a joint study session with the City Council on
October 30th to discuss budget issues. They may also at that meeting discuss the Clay Street property.
School Board - Frost was not able to attend. Frost noted he discovered that the School Board is not
linked online. It was difficult to watch on line which was frustrating.
Planning Commission - Benjamin congratulated Brandon on his preparation of his Regulatory Barriers
Meeting, a joint meeting with the Planning Commission, City Council and the Housing Commission.
ASHLAND HOUSING COMMISSION
MINUTES
October 235, 2008
4
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Benjamin wanted to find out more information regarding the Coming attraction proposal on Ashland Street.
Would it be possible to build residential units above the top floor? Benjamin wondered if perhaps the
Housing Commission could recommend some consideration be given to that notion. Goldman reminded the
Commissioners that the Housing Commission had previously requested that the City Council expand their
powers and duties including making recommendations on current planning actions, and was denied
Similarly, because this application did not include affordable housing or any housing, it wouldn't have come
before them as part of the pre app process.
QUORUM DISCUSSION-REVIEW ORDINANCE
The Commissioners discussed the Resolution 95-25 (Resolution creating the Ashland Housing Commission and
establishing its objectives and responsibilities) Section 3 - Quorum -
The Commissioners decided to review all, of the Resolution to see if they would like to make any other changes
before sending this forward to the City Council for amendments. They decided to bring back a proposal ordinance
that incorporates the changes they discussed at the next Housing meeting. This will be a discussion item on the
November agenda.
Frost recommended that the Housing Commission appoint a liaison with the Homeless Community. This will be on
next months Agenda.
NOVEMBER AND DECEMBER MEETING DATES DISCUSSION
November meeting date - Tuesday, November 25, 2008 - 4:30-6:30 pm, Community Development Building
December meeting date - Tuesday, December 16, 2008 - 4:30-6:30 pm, Community Development Building
UPCOMING EVENTS AND MEETINGS
City Council Regular meeting - Amendment to Annexation Ordinance/Clay Street November 4, 2008, Council
Chambers 7:00-9:00 p.m.
NOVEMBER AGENDA ITEMS
Discussion of liaison with Homeless Community
Resolution 95-25 suggestions for alterations or additions
Goldman gave an update regarding the financing side of the Clay Street project. The site layout is the same.
Concerns were raised by Council members about the nebulousness of the Lithia Lot portion of the proposal. With
regard to the contingency that the purchaser would accept the value of the Lithia Lot at $500,000 if the purchaser
received planning approval for the proposed project, if he did not then the City would have the option to buy back
the Lithia Lot for the same price, or refund the difference between the appraised value ($350,000) and the accepted
value, (which is a $150,000 difference). In speaking with the City Attorney he was concerned that there was a
potential bias that could be argued in the future if it came back to Council upon appeal of a Planning Action.
Project that was approved or denied and was appealed to council someone could make strong argument that they
had a $150,000 interest in the outcome. The seller, Doug Irvine, is now amenable and is accepting its value at
$500,000 with no contingency.
Goldman said he will be forwarding to the City Council the previous motion made by the Housing Commission
unless otherwise directed. The motion was:
The Housing Commission made a motion (Hauck/Ayars m/s) to recommend to the City Council that they
proceed with swapping the land on Strawberry the three lots for property on Clay Street. Voice vote: all
ayes.
Hauck/Billin m/s that they recommend to City Council that they proceed with swapping the land on Strawberry, the
tree lots, plus the parking Lot on Lithia Way for property in the Clay Street Project. Voice Vote: Motion Passed.
Smith will try and attend the City Council meeting on November 4, 2008.
ADJOURNMENT - The meeting was adjourned at 6:26 p.m.
Respectfully submitted by, Carolyn Schwendener
ASHLAND HOUSING COMMISSION
MINUTES
October 235, 2008
5
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CITY OF ASHLAND
2008 Program Year Community Development Block Grant (CDBG) Application
These completed Sheets shall be included as the first pages on all submittals.
I. APPLICANT INFORMATION
Applicant Organization Name: HousinaAuthoritv of Jackson County
Executive Director's Name(s): Scott Foster
Board Member Names (attach separate sheet)
Applicant Mailing Address:
2251 Table Rock Road
Medford, OR 97501
Applicant Street Address:
2251 Table Rock Road
Medford, OR 97501
IRS Classification: Municipal eorooration
Federal Tax 10#: 93-0578087
Mission Statement:
TO PROVIDE, DEVELOP AND PRESERVE DECENT, SAFE AND
AFFORDABLE HOUSING TO FAMILIES AND INDIVIDUALS
WHILE COORDINATING EFFORTS TOWARD SELF-
SUFFICIENCY
II. CONTACT PERSON (designate a contact person who is familiar with the project)
Name: Bettv McRoberts
Title: Proiect Developer
Phone Number: 541-779-5785 Ext. 1023
Fax Number: 541-857-1118
E-mail Address:betty@hajc.net
111-
III. PROJECT INFORMATION SUMMARY
The Housing Authority of Jackson County is planning the construction of 60 units of
Affordable Housing located at 380 Clay Street. This will be a joint effort with the City of
Ashland and the Affordable Housing providers in the region to bring much needed
affordable rental and homeowner housing to the populations with housing burdens.
Phase I will be 60 units of affordable workforce rental housing developed by the
Housing Authority. This housing will serve the workforce community earning incomes in
the range of 300/0 to 600/0 of area median income. This component of the housing will
be placed on approximately 3.75 - 4 acres of the initial 10 acre site. Phase II of the
housing component will be developed in the future as the City is able to bring in other
providers. This future housing component of the site is approximately 1.25 acres. The
remaining land on the site will be used for possible park expansion or additional
affordable housing and wetland protection.
The Housing Authority is requesting funding from the City of Ashland Community
Development Block Grant allocation in order to complete infrastructure improvements
and for predevelapment costs to move the land through the planning and partition
process. The City will require Clay Street to be improved along the frontage of the 10
acre site. Two new streets will be constructed on the interior of the 10 acres to serve
the affordable housing. These new streets will be dedicated to the City and improved
with CDBG funds. The 10 acres previously was approved for a market rate
development of 107 units of housing. A partition will be necessary to divide the land
between the various parties and will require a new site plan. This application for CDBG
funding will also include the expenses necessary to satisfy those planning and zoning
requirements.
The Housing Authority is asking for the available $345,000 in CDBG funding at this
time. The Authority has committed at least $1,200,000 to the project to help purchase
the land. The Authority will be applying to the State of Oregon for funding a housing
project on the 3.75 acres. The total cost of the housing project will exceed $11,000,000.
TheCDBG funding is crucial to the development of the affordable housing for the target
population. For the purposes of this application the project is the public infrastructure
for the benefit of the affordable housing and certain eligible predevelopment costs.
Project Name or Title:
Clav Street Sixty Unit Affordable Housina
Expected Completion Date: Fall of 2010
Requested CDBG Funds: $ 345,000
Funds from Other Sources:
.$ 173.870
$ 518.870
Total Project Cost:
2
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Application Contents
Provide the information listed below numbered and in the order listed
so that we can find the required information easily and award full
credit for your responses.
1) Complete Application Form (see page 16).
2) A project summary including a brief description, project background and a
list of project objectives
The Housing Authority of Jackson County has a mission to provide affordable
housing to low income populations of the County. Ashland has been a
particularly difficult area for the Authority to develop or acquire housing due to the
high cost of land. The Housing Authority has 8 units of Public Housing in
Ashland, four of them single family homes. The Department of Housing and
Urban Development has given the Authority permission to sell these four homes
and invest the proceeds in more cost efficient housing. It is the intent of the
Housing Authority to develop this project with the City of Ashland in order to
provide 60 units of affordable housing. The proceeds from the sale of the single
family public housing units will be used to make up the difference in the high land
costs attributable to Ashland. The extensive infrastructure required to develop
this site on Clay Street will also be more costly than normal. The Authority will be
putting approximately $900,000 of equity into this project. These funds from the
sale of the four public housing units will leverage 60 units of new affordable
workforce housing. The Authority needs the CDBG funding to complete the
funding of the development because there are no other funds to make up this
gap.
We are not the only ones aware of the problems involved with housing Ashland's
population of lower income persons; whether they are renters or homeowners.
The City has documented this need in the 2005-2009 Consolidated Plan. There
are many examples in the document to illustrate cost burden for both renters and
homeowners alike. The statistics used for the Consolidated Plan were primarily
taken from the 2000 Census Data. By examining the problems that have
unfolded since those statistics were gathered, it is easy to imagine the plight of
low income persons in their quest for decent housing has become more difficult.
Actual incomes have stayed flat or gone down, rents have continued to increase
and the cost of homeownership has skyrocketed. The median sales price of a
home in Ashland in the year 2000 was $188,400 according to the Consolidated
Plan. Many low income persons actually tried to become homeowners in this
'"'
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period of time and now find themselves back in the rental market in a more
precarious financial situation than where they started.
The State of Oregon has identified Ashland as one of the communities in the
State where renters have high rent burden; paying more than 300/0 of their
income for rent and utilities. The information was recently published by Oregon
Housing and Community Services Department as part of the Consolidated
Funding Cycle process. Seventy three percent of the renter households this
housing will serve in the City of Ashland are rent burdened, according to the
State. The State's definition of workforce housing for the CFC is 300/0 to 600!c> of
median income, published by HUD. By using the American Family Survey for
Jackson County and projecting the growth of households since the 2000 census
was gathered; it is estimated there are 1330 renter households in Ashland
earning between 300/0 and 600/0 of median income. Considering 730/0 of those
are rent burdened, there are over a thousand households that could benefit from
more affordable housing units.
The Housing Authority will develop approximately 3.75 acres of the 10 acre site
for the 60 units of rental housing. The Authority will be the lead on the project,
developing Phase I. This will require a joint purchase with the City of Ashland, a
new site review to effect a partition of the land, an application to the State of
Oregon for funding the housing development and the development and oversight
of the two separate projects; the housing project and the off-site infrastructure
improvements. The off-site infrastructure will not only consist of the
improvements to Clay Street but also the creation of two new City streets that
enter the 10 acre site to serve the housing.
These two new streets are a total of 788 feet in length. Cost estimates for the
improvements include all City required improvements except utilities such as
water because these have not been specified at this time.
If the housing component is funded in the Spring 2009 CFC, construction will
begin as early as winter of 2009. Construction of 60 units will take one year or
less, based on past experience.
The Authority is requesting CDBG funding in the amount of $345,000 in this
application for costs related to zoning and partition and for the infrastructure
improvements to City streets abutting the Affordable Housing. The Authority
intends to request additional funding in the approximate amount of $130,000
from the City's CDBG allocation for 2009. At this time there is no way to know for
sure what the City will require for off-site improvements, although some
assumptions can be made from looking at the former owner's approved site plan
application. The former owner was required to provide pedestrian connectivity to
the next subdivision; this will probably also be a requirement of this development.
There will be extensive storm drainage requirements to the wetlands on the
property to the North. Those types of improvements offsite would not be eligible
4
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for CDBG funding because they are not directly adjacent to the affordable
housing, although they are required as part of the site review. The point to stress
here is the extraordinary burden of offsite expense on this project. The two new
public streets that enter into the 10 acres for the benefit of the affordable housing
will eventually be used for the benefit of the other uses surrounding the project;
but for now, the affordable housing must bear that expense because we are the
first to build a project in the 10 acre parcel.
At this time the conservative cost estimate for the CDBG project is $518,870.
This estimate is not all inclusive due to unknowns that will arise during the
planning process. The first portion of the improvements, the improvement to
Clay Street frontage in the amount of $124,915 will commence in May, 2009.
This amount of funding, along with the planning costs incurred to get through site
review and partition will amount to $184,215. It will be necessary to expend
these funds prior to the construction of the other two public streets due to the
time constraints on expenditure of a portion of the CDBG funding. The remaining
CDBG funding is not sufficient to complete the two streets. These will wait for
additional funding; either additional CDBG funding or funding from the housing
development project.
Objectives of the Affordable Housing Project:
· Provide 60 units of housing affordable to families earning 300/0 -
600/0 of area median income.
· Put restrictions on the timeframe to make this housing stay
affordable for it's economic life.
· Disperse the affordable housing throughout Jackson County to
areas where it is needed the most.
· Decrease the gasoline consumption as persons working in Ashland
can afford to live where they work.
· Help the communities diversify by bringing young families and
children back to the area.
· Be good stewards of the land; help to create the wetland and
maintain the natural state.
· Build the most energy efficient housing possible within the budget
allowable.
· Continue to maintain the internal controls and systems within the
Housing Authority that will make this housing good for residents
and for the community.
· Deliver the appropriate services to the residents of the housing to
make their lives less stressful.and to give them opportunities to
reach their goals.
The CDSG funding for the infrastructure improvements to the public streets and
the planning costs is the "Projecr for this application. To be eligible it must
directly serve the affordable housing. One hundred percent of the units will be
rented to residents earning less than 600/0 of AMI. This is the upper limit for Low
5
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Income Housing Tax Credits, one of the funding sources requested in the CFC.
The other funding sources for the housing will be HUO HOME funds which will be
granted to the project, Oregon Lender Tax Credits to lower the interest rate, and
the permanent loan. The ownership will be a Limited Liability Corporation with
the Housing Authority as the Managing Member. At the end of the 15 years the
Limited Partner will step out of the project and the Housing Authority will continue
on as sole owner. This will be the Authority's sixth project in this model. The
rents will be affordable primarily to a person at 500/0 of AMI. The bedroom mix
will be 1, 2 and 3 bedroom units containing both flats and town homes. The
project will have an onsite community room for the residents, including a
computer lab. A playground for the children will be provided. COSG funding
cannot be used for the construction of the units.
3) Property and Project Information relating to acquisition,
rehabilitation, site clearance, and development (section not
applicable for social service applications involving direct services to
qualified low- or extremely low- income persons)
Details regarding any property proposed for acquisition indicating
the following:
The COSG funding will not be used for acquisition of the land. However,
because the improvements are only eligible because of the housing it is
necessary to answer the questions.
a) Property location relative to jobs, schools, transportation, shopping and
services
There is an area map attached to the application as Attachment A. This is a
good location for residents to walk 0' bike to work, shopping and services. The
public transportation is available on a major arterial less than a half mile from the
site. Schools are nearby.
b ) Total floor area of buildings, and size of land site
The approximate square footage of the buildings will be 56,500 sf. The land area
is 163,350 sf.
c) Types of residential units, number of each type unit, and total number of
bedrooms
At this time the project will consist of a mix of 12 - one bedroom flats, 6 - two
bedroom flats, 32 - two bedroom townhomes and 10 - three bedroom flats.
d) Number of extremely-low, fow-, and moderate-income units proposed
The project will be available to families earning less than 6001<> of AM I.
e) Number of units accessible to the disabled
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The Housing Authority always make 50/0 of the units fully accessible to
wheelchair residents. An additional 20/0 are accessible to the hearing impaired.
The standard used is Section 504. In addition, all ground floor units meet Fair
Housing. The project will also meet the State of Oregon's Visitability
requirement.
f) Square footage of units and description of amenities such as private
balconies or storage areas
The project square footages are based on the last project, Scenic Heights, which
is under construction.
One bedroom units: 665 sf
Two bedroom flats: 888 sf
Two bedroom townhomes: 948 sf
Three bedroom flats: 1170 sf
The State of Oregon has minimum requirements for indoor and outdoor storage
in its projects. The Authority installs covered balconies and patios for the
enjoyment of the residents.
g) Square footage of common areas such as community or laundry rooms
The community room will be approximately 1100 sf. The units come equipped
with an Energy Star washer and dryer, negating the reason for having a common
laundry room.
h) Square footage of commercial space, if any NA
i) Year property was built. NA
j) Describe condition of any existing housing proposed for
acquisition and any alterations planned. Briefly discuss the total cost of the
proposal relative to new construction. NA
k) If the project involves rehabilitation attach a description of the work
to be completed. NA
I) Describe the target population. Include the suitability of the property
for the target population, the tenant selection process, brief description of any
residential services and the resources identified to fund the services.
The target population is the workforce population earning 30% to 600/0 of AMI.
For a family of three this currently cannot exceed $28,560 at the time of
occupancy. These incomes are adjusted by family size for the area and
published each year by HUD. This situation might apply to a single parent with
two children. There are approximately 1300 renter households in Ashland
earning between 300/0 and 600/0 of AMI.
7
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The project is suitable because of the location to services, transportation, schools
and because of the park and YMCA next door. There are also service jobs within
walking distance.
The residents place their name on a waiting list for this housing. The Authority
checks for criminal background and former landlord references. The Authority
does participate in the Second Chance Program. The Authority provides
services to the residents, both onsite and off. There is a full time staff at the
Authority whose job it is to identify the needs of a particular population and then
deliver those services to the residents. Examples include computer classes,
budgeting classes, second language classes and a complete long list of other
options. For instance, many of the housing communities are now interested in
starting a community garden. The resident services are paid with the operating
budget of the project just like the maintenance and occupancy staff. This has
been required by the State of Oregon for many years and the Authority is in total
agreement with the policy.
m) Indicate how many years the property will remain affordable and
the mechanism that will be used to ensure the affordability period.
The Housing Authority develops this project in conjunction with a Limited Partner
in order to get the equity from the sale of the Low Income Housing Tax Credits.
The LIHTC has an affordability restriction of 30 years by federal statute. In
addition, the State of Oregon awards extra points if the project will stay affordable
for longer periods. Typically the affordability period is 50 or 60 years. The
Housing Authority will be the sole owner at the end of 15 years. The refinancing
of the loan is necessary at 20 years due to the term of the Oregon Low Income
Housing Tax Credits. Projections for the housing budgets are planned for 30
years to ensure the property will stay affordable through these changes. The
bottom line in the case of the Housing Authority is the mission; to provide
affordable housing and never turn this housing to market in the future.
4) Briefly describe the services to be provided, if any, and describe the
eligible
target population receiving direct benefit from these services (low-income,
homeless, special needs).
The CDBG funding from the City will not be used to pay for resident services.
The services mentioned in 3 (I) above are provided as part of the ongoing
operations of the housing development.
5) A work program and time line including a complete list of tasks with
estimated start and completion of each task (please complete attached
Form A - Project Schedule).
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The CDBG funding will be used to pay for two different items in the furtherance of
an affordable housing project on Clay Street; costs to partition the property and
the actual improvements to the public infrastructure required by the City to serve
the housing development. Please see Form A for the Schedule.
6) Financial Information
A budget describing total cost, cost per task, existing (secured) project
funds and unfunded costs. Identify any and all source(s) of funding. This
would include other Federal and State grants and loans, monetary
donations, in-kind contributions, volunteer labor, donation of materials and
supplies, etc. In addition to addressing the questions below please
complete attached Form B - Uses of Funding & Form C - Sources of
Funding.
Provide a detailed financial description of the proposed project, including
Rent Schedule, Sources/Uses of Funding and Operating Budget
Income/Expense, and utility allowances
a) Describe the financial assumptions used to develop the operating
budget. Include projected rent increases, other sources of income
for operation and maintenance expenses, and inflationary factors.
For social service award requests please include financial
assumptions relating to increases in wages, materials and overhead,
or other costs associated with the proposed activity.
The Authority starts building a project proforma with the knowledge of what it
takes to operate the project on a day to day basis. This information is taken from
the Housing Authority's database of 900+ units of different types and ages of its
housing. The other assumptions are the rents; rents the Authority wishes to
charge for the population or rents the funding sources require to be charged.
This results in a Net Operating Income for the project. This is the amount left to
pay for debt service and required cash flow. Items to be paid from cash flow
could be deferred developer fee or other required fees to Lenders. The NOt will
dictate at this point how much loan can be carried by the project.
The gap between what it takes to build a project and what the loan will cover is
where the grant and tax credit equity is needed to make projects happen. In the
prelill}inary proformas of this project the Authority is estimating the project can
carry a loan of $2,700,000 with an additional deferred developer fee loan of
$350,000. The project costs are in excess of $11 ,000,000. This gap must be
filled with tax credit equity and grant funding or the project cannot happen. The
Housing Authority usually takes the developer fee from one project to the next.
In this case we are taking a small developer fee and deferring the majority into
the project. Th'e approximately $900,000 in cash from the Authority will come
from the sale of the four Public Housing single family units in Ashland. Normally
the Authority would not have access to this cash. This approximately $900,000
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will be left in the project as a deferred loan to the Partnership and be forgiven at
the end of the 15 year period. This is the only way to finance a project with such
expensive land and off-site costs.
Certain assumptions used in building proformas; 20/0 yearly increase in rents, 30/0
yearly increase in operating expenses, $350 per unit per year Replacement
Reserve contribution, utility allowances follow the Housing Authority' utility
allowance charts and are updated annually. The targeted rents for this project
are $453 for a one bedroom, $543 for a two bedroom and $620 for a three
bedroom.
The Authority went to the Engineer, Construction Engineering Consultants, who
had completed the original work on the site for the cost estimates used to
compute the CDBG Project. They were able to put an estimate together for the
Clay Street Improvement. For the estimated 788 feet of new City streets that will
serve the project they used a per linear foot price of $424.69 for a total of
$334,655.72. They gave an estimate for completing their design work in the
amount of $14,300. There is an estimate from the Architect, Dan Horton, in the
amount of $35,000 for this portion of the work. Agate Engineering has submitted
a bid to create a new mitigation plan in the amount of $10,000. The Authority is
seeking a bid from the organization that completed the original mitigation plan for
the wetlands.
The estimate from CEC includes all known factors at this time including half
street improvement on Clay Street, curb and gutter, sidewalk, storm drainage,
sewer line, street lighting and fire hydrants. The estimates are attached; Clay
Street is a full price estimate for the frontage and the two new interior streets are
a per lineal foot estimate. This estimate is just an estimate at this time until after
site review when the City will dictate the requirements.
b) Attach letters of funding commitment from other sources, if
available.
Attached is a letter of interest from US Bank.
c) Will a property tax exemption be requested for the project? If so,
what is the estimated dollar value of the tax exemption over the
twenty-year period?
The Housing Authority's properties are statutorily exempt from
paying property taxes. This includes any properties the Authority is
involved with such as a LIHTC project or a project where the Authority is acting
General Manager. The authorizing statute is ORS 307.092
(7) Eligibility for Federal Funding
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Will any of the following activities be part of the proposed project?
· Property Acqu isition
· New Construction (non-residential)
· Removal of Architectural Barriers
· Rehabilitation Costs
· Development Costs
· Client Services
· Specification Preparation (Construction/Rehab)
· Relocation Benefits (if required)
· Appraisal (for acquisitions)
Federal funding has certain regulatory requirements. The
following information is required to determine eligibility for
federal funding.
No, the COBG costs will be used for the benefit of the affordable housing project
at 380 Clay Street and not for the new construction of the project. The City of
Ashland has an approved site plan for the 10 acre site. The 10 acres was
approved to be annexed into the City under the presumption it would be
developed as a 107 unit market rate project. In order for the Housing Authority to
move forward with the project there must be a new site plan presented to the City
for a partition of the property. The Housing Authority will prepare the materials
for the partition and is asking for CDBG funding to help cover costs. This
partition will involve a new survey, a new wetland plan, engineering plan for
streets, sewer, water and storm water and a new site plan for the housing.
The remainder of the requested $345,000 in CDBG funding will be used to
actually build the public infrastructure improvements on Clay Street and the two
new City Streets created on the interior of the 10 acre parcel. These will be in
the public right of way and will benefit the affordable housing. This is also an
allowable CDBG expense. The infrastructure costs on Clay Street can be
anticipated due to the previous application to the City. The Authority is using the
same Engineer as the current owner to estimate costs and bring the application
through partition; this will hold down costs by not duplicating already existing
work.
General Information
a) Is the proposed project within the Ashland City limits? If not, explain.
The property at 380 Clay Street was annexed into the City of Ashland in
March of 2006.
b) Specify the proposed tenant or client income level; state in terms of
percentage below area median for the Medford-Ashland standard
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metropolitan statistical area (MSA). The current income guidelines are
included on page 10 above.
The residents of the affordable housing must be 600/0 of AMI or below to live
in a L1HTC project at initial eligibility. They do not need to move as their
income goes up but the next available tenant must meet the income
guidelines. This project proforma has not been refined to the point where the
Authority can say exactly how many residents will be at 500/00/0 of median and
below but the use of Oregon Lender Tax Credits in a project demands the
reduction of rents to lower levels. Using the OAHTC results in a range of
income levels below 600/0 of AMI in a project and this is dependent on
several factors. When the Housing Authority applies for funding and
requests Oregon Lender Tax Credits it is always unknown how many will be
awarded and whether there will be a bank capable of making the permanent
loan to the project that also has the ability to use the credits.
c) Describe any financial or legal commitments made to the project.
The Housing Authority has met with the City numerous times, presented the
proposal to the City Council and is prepared to enter into a Purchase
Agreement with the owner of the property in conjunction with the City.
Housing Development, Land Acquisition, or Rehabilitation Specific
Information
d) Will permanent housing units be converted or demolished? If so, how many?
NO
e) Is the proposed housing site located in a 100-year flood plain? NO
f) Has a level 1 environmental assessment been done for the site? If yes,
attach the report.
The Housing Authority will be completing a Phase I Review as a requirement
for any funding source involved in the housing development. The Authority
has not completed one at this time.
g) Is the proposed housing site located adjacent to a major arterial road or near
a railroad? NO
h) Is the proposed site located adjacent to an aboveground flammable storage
tank? NO
i) Will the proposed project impact historic features? If yes, explain.
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NO, there is an old house on the 10 acres but it is not on the Authority's 3.75
acres. The old house is not salvageable. This was determined in earlier
discussions with the former owner and the City.
8) Briefly describe the agency's mission and service history. The City may
request copies of the agency's financial audit or review for the last two
years prior to contract signing in order to determine agency's capability to
successfully complete the project.
The Housing Authority was formed by the Jackson County Commissioners in
1969 to assist low income persons in obtaining affordable housing. At this time
the Authority assists 1705 families in Jackson County with Housing Choice
Vouchers in the private landlord community. Approximately 99 of these vouchers
are being used in the Ashland area. In addition the Housing Authority owns and
operates 906 units of housing rented at below market rates to the low income
renter population.
The Authority has experienced and fang term staff. Scott Foster, Executive
Director, has been the Director since 1986. Prior to coming to Jackson County
he was the Director of the Josephine County Housing Authority. He has forty
years of experience in construction, development and management of housing.
In addition, he is an expert in the myriad of regulations accompanying HUD and
other Federal, State and local programs.
The Authority has experienced staff to develop affordable projects. The five staff
persons in the Development Department acquire land or projects and take them
through the funding and land use processes, hiring consultants as needed. Betty
McRoberts, Director of Development, has been with the Authority for 20 years.
The Department is experienced carrying out Davis Bacon and BOLl regulations
in spending Federal and State funding on construction projects.
The Department has one project under construction at this time; Scenic Heights,
a 48 unit new construction project in the City of Central Point. Certificate of
Completion should be achieved in August 2009. Adroit Construction is the
contractor. The Authority is finishing a $1.25 mill rehab to the acquisition project
on Poplar Drive in Medford and should be finished by November 1, 2008.
The Authority manages all of its owned properties and also one tax credit
property for ACCESS, Inc. Tenant selection and maintenance are done from a
centralized computerized system. This system affords standardization of policies
and regulations and affords the Authority a method for tracking success or
failure.
9) Will the project promote self-sufficiency for extremely low-, low-
moderate-income families, or individuals with special needs?
13
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The Agency is required to provide a resident services program at each
site. This is discussed in 3 (i).
10) Please identify how your project benefits extremely low-, low- and
moderate-income individuals or individuals with special
needs.
a) For proposed projects serving a low-income area (ie public facility
improvements, community center or other neighborhood serving facility),
provide the following data, including documentation of the sources of
information for the following statistics: NA
· Number of extremely low-, low- and moderate-income individuals served
in the project area on an annual basis.
· Total number of individuals served in project area on an annual basis.
b) For proposed projects serving a target population (Le. homeless families,
battered women, people with AIDS, special needs populations, etc.)
provide the following data, including document sources of information for
statistics.
Specify the target population to be served.
Number of low and moderate-income individuals in target population to be
served on an annual basis. (This count cannot include repeated visits or
use by the same individuals.)
Total number of individuals in target population to be served on an annual
basis.
Percent low and moderate income.
The target population is low income renters earning 60% of median area income
and below.
11) Briefly describe how your proposal will ensure that moderate-income
individuals do not benefit to the exclusion of extremely-low or low-income
individuals.
The housing is limited to the income level 600/0 of AMI and below at initial lease-up.
12) Indicate if you expect the project to cause low and moderate-income
housing to be demolished or converted to another use (see attachment
"Relocation Strategy Guidance"). If so, explain.' NO
13)Project Feasibility
Please describe your readiness to proceed concerning whether land use
issues have been resolved and whether your organization has the
administrative capacity to complete the project proposed.
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Describe the feasibility of the project:
a) Does the applicant have the experience and capacity to
complete and or manage the project proposed? Briefly describe applicants
capacity and experience in providing, maintaining and managing housing,
particularly low-income housing similar to the proposed project. .
The Housing Authority has completed 6 tax credit projects in past years. There
is a learning curve involved in this financing. The Housing Authority receives
excellent reviews managing the properties for compliance with tax credit
requirements and State regulations. The current staff has developed 26
properties; 16 new construction and 10 acquisitions and rehab. Most of these
developments required multiple funding sources resulting in overlapping
compliance issues in future years.
The Authority has a wealth of knowledgeable staff to complete the project for
which the CDSG funding will be used; planning activities and the completion of
infrastructure. If the staff does not have the expertise, they hire it.
b) Does the applicant have a purchase option on the property,
letter of support from the property owner(s), or some other assurance that
the property is available for acquisition?
The City of Ashland has been having discussions with the owner of the 10 acres.
He has indicated he will not wait for a partition to sell the property; hence the
reason for the joint purchase of the property with the City of Ashland. The City
Council is holding a public hearing on November 4th to decide to go forth with the
purchase. The Authority has the $1,200,000 in cash available to purchase the
3.75 acres. The Authority used unrestricted property to obtain a loan in the
amount of $1 ,200,000 to purchase the Ashland property. When the housing
project is funded the loan will be paid back at closing. Until that time, the
Authority is able to carry the interest payments.
c) Does the project require temporary or permanent relocation
and if so have comparable units been identified and costs of relocation
been accurately determined? Provide a tenant relocation strategy, cost
estimate and existing tenant survey to. address federal Uniform Relocation
Act requirements which may impact your project. NO
d) Describe relocation strategy for the project if applicable.
e) Does the project require land use approvals such as Site
Review, Annexation, Zone Change, Minor Land Partition, Demolition, or
Conditional Use permits?
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The property does require a land partition to separate the Authoritis portion from
the City's portion before the housing development can proceed with the
construction. It does not require a partition in order to apply for the housing
funding in February of 2009. The project is properly zoned and will not require
any conditional use permits. The two new City streets will be dedicated at the
time of the partition.
f) . Has a pre-application been completed with the Ashland
Planning Department?
The pre-application to the City is being prepared at this time. The boundaries
keep moving slightly depending on the City's wishes. As soon as these issues
are resolved, the pre-app will be submitted; anticipated date is the week of
October 20th.
g) What is the condition of any improvements on the property
and what is the expected life of the property?
There are some old buildings on the property, none of which are usable
according to several assessments obtained by the former owner. There will be
some expense in the future to dispose of them. These buildings are located on
the future City portion of the 10 acres.
h) Describe commitment of project funding from other
sources
US Bank has expressed interest in providing both the
construction financing and the permanent financing using
OAHTC. US Bank was the lender on the Housing Authority's
recent tax credit/bond financed acquisition of 94 units of
Section 8 elderly housing 9n Poplar Street in Medford.
KeyBank Community Development Corporation has also
expressed an interest in buying the Federal Low Income
Housing Tax credits if awarded. KeyBank uses the credits in
a private placement. Key was the investor on the Authority's
last two tax credit projects. Firm letters of commitment will
follow after funding award from the State of Oregon.
14) Indicate whether the project will have any negative impacts on
historic or architecturally significant properties or on the environment. All
projects will be subjected to an Environmental Review Report and certain
projects depending on scale, i.e. new construction, must undergo an
Environmental Assessment.
There is a significant wetland on the project. It is less than an acre in size. The
current owner submitted an approved wetland proposal that fit his needs involving
16
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moving of the wetlands to different areas of the site. The site plan now being
considered has less impact on the wetland but will require a new mitigation plan.
The mitigation plan will be completed by a consultant certified by the Department
of State Lands. This will be an eligible expense for CDBG funding. This is
necessary for site plan review.
The Authority is experienced in completing Environmental Assessments for
Housing Rehab and Housing Development Projects. If the project requires a
consultant the Authority uses Agate Engineering or another approved firm.
Please attach any other statistical data, letters of support, applicable
experience of the sponsor, and evidence of financial support from other
funding sources, or other material you believe will assist the City in its
review of your proposal.
Attached are drawings of the 10 acre site with the proposed land partition between
the City and the Authority. The City uses for the land are affordable housing
and/or parks.
Other attachments include estimates for costs of the work involved, a list of the
Board of Commissioners of the Authority, sample proformas for the housing project
benefiting from the CDBG improvements and a letter of interest from US Bank.
Although we were not able to get in touch with a member of the Land Trust to
obtain a letter of support for this application it should be said that the Land Trust
has worked diligently to bring an affordable housing project to this 10 acre site.
They provided the Authority with all of the necessary history to move quickly on the
application. They should be commended for their efforts.
CDBG Application Checklist (see pages 23-24). Attach Forms A, B,
17
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CITY OF ASHLAND
2005 Proaram Year
CDSG APPLICATION CHECKLIST
In order to determine compliance with all applicable HUD regulations and to help to
ensure that projects will be eligible for COSG funding, the City of Ashland will need to
address all HUD requirements. The purpose of this checklist is to point out areas where
potential problems could arise. Obviously, this is a comprehensive list, which must
evaluate a wide array of different kinds of proposals. Therefore, not every item will be
applicable to every project. Please fill it out entirely indicating all items which are
not applicable and include it as part of your proposal application.
A. Applicant's Background ..' .... .': Yes' .No NIA
1. Is the applicant a legal non-profit organization or unit
of government? X
2. Do the proposed clients or users of the project meet
HUO Income Guidelines (see page 10 for guidelines)? X
3. Does applicant have the capability to maintain written
income documentation? X
4. Has the applicant made a legal or financial X
commitment to a proposed project?
5. Is the applicant primarily a religious organization?
X
6. Has the applicant administered a COBG project
previou sly? X
7. Is your agency willing and able to provide all required
reports and accountability to the City as required by
HUD? X
B. Project Location and Land Use Issues Yes . No NIA
1. Has a location for the project been selected?
X
2. Is the proposed project within the Ashland City
limits? X
3. Does the proposed project meet local zoning and
land use laws? X
4. Are any land use permits such as a Site Review,
partition, annexation or Conditional Use Permit
required? X
5. Have these approvals been obtained?
X
6. Does the project comply with current building code X
requirements?
7. Does the project meet handicapped accessibility X
requirements?
18
----rr-T---
c. Environmental Issues Yes No N/A
1. Is the project located in the 1 aD-year floodplain? X
2. Is a wetland located on the project site? X
3. Has any environmental contamination been identified X
on the project site?
4. Has asbestos been identified on the project site? X
5. If project involves an exiting structure, was it built X
1978 or earlier? If vear built is known, please specify.
6. Is the proposed project located on a major arterial or X
near the railroad?
7. Is the proposed project located adjacent to an above X
Qround flammable storage tank?
8. Does the proposed project involve a structure that is X
50 vears or older?
9. Will the applicant complete a Phase I environmental X
review upon receiving a CDBG award?
D. LaborRequirehients . Yes NO..' N/A
1. Does the project involve construction over $2,000 in X
cost?
2. Will the project trigger Davis-Bacon wage X
requirements?
3. Will the project trigger BOLl wage requirements? X
4. Does the project involve over $15,000 in City X
awarded grants or contracts?
E. Displacement and Relocation Yes No .... N/A
1. Will tenants be displaced by the project? X
2. Will a business be displaced by the project? X
3. Will housing units be demolished or converted? X
F. Property Data Yes No N/A
1. Does the applicant own the property by fee simple X
title?
2. Are taxes on the property current? X
3. Is insurance current? X
4. What is the current debt against the property? ?
1----
5. What is the current use of the property? Farm
6. Has an appraisal on the property been conducted? yes
If yes, what is the assessed value of the property?
19
---------rr, -
Form A.1
To be completed for Development or Rehabilitation Proposals
Pro osals - The Entire Housin Pro.ect
..... ....Ac.t.btir. .........<:'$l~...~iI*~.....
/i~~~~a~~~'~>~2;
Option
Site Acquisition
Plan Development
Pre-ap Iication
Land Use A roval
Construction Plans
Final Bids
Contractor Selection
Buildin Permits
~t~nt~.:'."'.'JJ~~ti91j~......"""
local
state
federal
Non- overnment
other
l..9iiijA.pl ic~.ipn$:: . ..
Construction loan
Permanent
P()r)str~ c:ti6niPtiase .........
Construction 11-1-2009 10-31-2010
Certificate of Occupanc 10-31-2010
Please provide your best (realistic) date estimates regarding the project schedule
11-04-2008
10-1-2008
10-24-2008
11-5-2008
6-1-2009
9-1-2009
6-1-2009
8-1-2009
12-01-2008
2..25-2009
10-24..2008
2-25-2009
8-1-2009
10-1-2009
8..1..2009
11-1-2009
10-17 -2008
2-25-2009
20
--~-rIT--
Form A-1
To be completed for Development or Rehabilitation Proposals
COBG GRANT PROJECT ONLY
.' ". .............iSlaI1Date '<Com<lE}tiohDate
. . Activit
Sitf:} .....f>>,..~~t1.~.i,~.~........'~.i
O~V~IQ ..tn~t1t: .
o tion
Site Acquisition
Plan Develo ment
Pre-ap Iication
Land Use A roval
Construction Plans - Clay
Street Improvements
Final Bids - Clay Street
Improvements
Contractor Selection - Clay
Street Improvements
Buifding Permits - Clay Street
Improvements
Construction Plans - 2 Interior
Streets
Final Bids - 2 I nterior Streets
Contractor Selection - 2
I nterior Streets
Building Permits - 2 Interior
Streets
c;rantit ....Ji~ati6hs
Local - Ashland COSG -
$345tOOO
Local - Ashland CDSG -
$130,000
state
federal
Non- overnment
other
LeanA' lications
Construction loan
Permanent
Construction Phase
Construction - Clay Street
Construction - 2 Interior
Streets
Certificate of Occupanc
11-04-2008 12-01-2008
10-1-2008 2-25-2009
10-24-2008 10-24-2008
11-5-2008 2-25-2009
3-1-2009 3-10-2009
3-10-2009 4-10-2009
4-10-2009 4-30-2009
3-10-2009 5-1-2009
6-1-2009 8-1-2009
9-1-2009 10-1-2009
6-1-2009 8-1-2009
8-1-2009 11-1-2009
10-17 -2008
11-18-2008
2-1-2009
4-1-2009
2-25-2009
4-25-2009
1-15-2009
1-15-2009
10-25-2009
10-25-2009
5-1 ~2009
11-1-2009
6-1-2009
10-31-2010
10-31-2010
Please provide your best (realistic) date estimates regarding the project schedule
21
~r,
Form B-1
To be completed for Development or Rehabilitation Proposals
Uses of Funding
Attached to this application are several estimated proformas for the housing
project. The forms are the Proformas used for the application to the State of
Oregon for funding:
Sources
Income with OAHTC
This application for CDBG funding is exclusively for predevelopment costs and
for infrastructure but it is difficult to look at just those items without looking at
the overall budget of the housing project. At the hearing the Authority will be
eager to share other aspects of the proforma, although the numbers are
preliminary at this point.
, 22
--"-ro"
Housing Proposals Total Cost COBG Request Other Source(s)
Acquisition Costs . .' . .... '.' :.:.....
. . . .'
Land
Improvements
Liens and other Taxes
Closing costs
Off-Site costs
Other
SUBTOTAL
Pev~lo,pment Costs '.' .., .' .. i/ .....:......:......... .... .......... :::
.' .. :...... .:.'. ....... '.:.': ...... .. .... '. ". .' ....:
Land Use Approvals
Building Permits/fees
(Include Engineering and
Community Development Fees)
System Development Charges
(SDCs)
Relocation Costs
Environmental Report / Lead
Based Paint Clearance
Soils Report
Survey
Marketing
Insurance
Site elearance and Grading
Pre-Development eonceptual
Planning
Other
~l.IblicFacilities . .' ....: .... . .., ....:.
. .... ......:........... ................ ..... .... . . ......":"........ ...:. .' . .... '. ..... .....:.
Improvements to Clay Street $124,915 $124,915
Two new Public Streets $334,655 $160,785 $173,870
(Roads. sidewalks & utilities)
F~~s .': ":.'
.'. ....: ." ..: :.' .:.. '.: . .' . _:"- .' .
Architectural $35,000 $35,000
Engineering $14,300 $14,300
Wetland eonsultant $10,000 $10,000
Lender fees
Construction Loan
Permanent Loan
Tax Credit Fees
Developer Fee
Consultant Fee
...-.- - -
Other
TOTAL $518,870 $345,000 $173,870
23
---rr-T --
Form C
SOURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET
Completeness of this worksheet establishes the capacity of the organization to sustain
the operations of the program( s).
;SoUrces
.....
c'..:: .c
Federal Grants
State G ra nts
Local Grants
Non Governmental
Grants
Donations/Gifts
Applicant
Contribution
Program Income
Loans
Rental Income
Other (specify)
; TOJ:Al..
Secured ...... ......../~~~~1~~?~I...icTeritative. ..... .comDa~~ent
. . . 'condlti6ris):>< . . ..c..... ...... ....
$361,551
4-25-2009
..;.........:..;...::........
......:...: '" ...;....... ." . '.
..',' ..... ....-....... ...... " .
. . .'.... ',' ."'. . . . .
.' ,,' ::......:.:.:.:...:....
Please provide a description the timeline of loan and grant application dates as related
to the proposed project. Specifically, for any tentative funding sources please provide
application dates, award dates and funding availability dates.
Ashland COBG Grant Funds for Offsites and Predevelopment; 10-17-2008 $345,000
Ashland COBG Grant Funds for Offsites 2-2009 $130,000
State of Oregon - CFC End of February. 2009: Low Income Housing Tax Credits allocation $750,000,
Oregon Lender Tax Credits for the full amount of the Loan (approximately $2,700,000), HOME Funds in
the amount of $600,000, Housing Trust Funds in the amount of $100.000, Low Income Weatherization
$100,000
Business Energy Tax Credits; Summer of 2010, $30,000
Housing Authority has obtained a loan in the amount of $1.200,000 for the joint purchase of the land up
front. The Authority used unrestricted property to obtain this short term loan.
Housing Authority is planning to leave approximately $900,000 in equity investment in the project upon
the funding of the Housing Project.
24
[I
The bank Joan for the project is usually made by a Community Lending arm of a major banking
establishment or NOAH; the Network for Affordable Housing, a consortium of banks. The Oregon Lender
Tax Credits are vital to the project because they reduce the interest rate by 4%. The loan commitment
will not be made until the project is awarded by the State of Oregon. The banks are expressing interest in
the project as evidenced by the letter from US Bank.
KeyBank has been our partner on the last two projects and has expressed great interest in investing in
the tax credits for the Ashland Project. The pricing is down right now from what we have been
accustomed to in recent years but we can only hope it will get better before pricing. Again. the firm
commitment will not be sought until after the State of Oregon awards the project credits.
25
---~----~~-II .-.
DISCLOSURE OF INTERESTS
To assist the City of Ashland in determining whether there may be a potential conflict of
interest related to the expenditure of Community Development Block Grant funds we
request the following information be provided by applicants:
Form D
ORGANIZATION NAME: _Housing Authority of Jackson County
Organization is: 1. Corporation ( )
2. Non-Profit [SO 1 C3 ( )
3. Partnership ( )
4. Sole Ovvner ( )
5. Association ( )
6. Other ( X) _Housing Authority under ORS 456
DISCLOSURE QUESTIONS
If additional space is necessary, please attach a separate sheet.
1. State the names of each "employee" of the City of Ashland having a financial or personal interest in the
above mentioned "organization" or project proposed.
Name, Job Title and City Department
2. State the name(s) of any current or prior elected or appointed "officiall" of the City of Ashland having a
potential "financial interest" in the organization or project.
NamefTitle
3. Provide the names of each IIboard member" of the Organization seeking CDBG funding
Name Board, Commission, or Committee (may be attached as a separate Sheet)
See Attached
1
2
3
4
5
6
7
8
9
10
11
12
additional
If the applicant has provided names in question 1 or 2, please provide details regarding
any known potential conflicts of interest in an attached narrative.
26
ATTACHMENT A
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- --rr---r
ESTIMATES FOR INFRASTRUCTURE
IMPROVEMENTS TO
CLAY STREET AND TWO NEW PUBLIC STREETS
II 1-----
P.O. BOX 1724- MEDFORDt OR 97501. PH (541) 779-5268 . FAX (541) 779-3139
Clay Street Adjacent
Public Improvement Cost Estimate
October 10, 2008
Item Description Quantity Unit Unit Price Total Price
1 Mobilization 1 LS $3,000.00 $3,000.00
2 Excavation and Haul-Off 202 CY $15.00 $3,030.00
,3 Geotextile Fabric 606 Sy $2.00 $1,212.00
4 Crushed Rock Base 150 CY $30.00 $4,500.00
5 Curb and Gutter 682 LF $11 .00 $7,502.00
6 2" Asphalt Pavement-Slot Paving 88 TN $120.00 $10,560.00
7 2" Asphalt Pavement-Overlay 220 TN $100.00 $22,000.00
8 Sawcut Asphalt 682 LF $3.00 $2,046.00
9 6' Concrete Sidewalk 4092 SF $5.00 $20.460.00
10 Residential Street Lights 3 EA $3,500.00 $10,500.00
11 Curb Inlets 3 EA $1,000.00 $3,000.00
12 12" HDPE Storm Drain 575 LF $35.00 $20,125.00
13 Fire Hydrant 2 EA $3,200.00 $6,400.00
14 Sanitary Sewer Manhole (48") 1 EA $3,000.00 $3,000.00
15 Sanitary Sewer Main (a") 86 LF $30.00 $2,580.00
16 Striping and Signing 1 LS $5,000.00 $5.000.00
T ota' $124,915.00
This preliminary cost estimate is based on concepts and not engineered plans. This estimate is intended to give
a general range of the costs associated with the type and scope of work involved.
10/13/2008
1 of 1
Cost Estimate
III
P.O. BOX 1724- MEDFORD, OR 97$01- PH (541) 779-5268 . FAX (54)) 779-3139
Unit Price for On-Site Streets
Cost Estimate
October 10, 2008
Item Description Quantity Unit Unit Price Total Price
1 Excavation and Haul-Off 1.590 CY/FT $15.00 $23.85
2 Geotextile Fabric 4.780 SY/FT $2.00 $9.56
3 Crushed Rock Base 0.870 CY 1FT $30.00 $26.10
6 Curb and Gutter 2.000 LF/FT $11.00 $22.00
7 4" Asphalt Pavement 0.900 TN/FT $100.00 $90.00
8 8" Sewer Main 1.000 LF/FT $30.00 $30.00
9 48" Sewer Manhole 0.003 EAlFT $3,000.00 $9.00
10 8" Water Main 1.000 L F/FT $35.00 $35.00
6 Fire Hydrant 0.003 ENFT $3,000.00 $9.00
7 4' Utility Trench 1.250 LF/FT $30.00 $37.50
8 Street Lights 0.005 EAlFT $3.500.00 $17.50
9 15" Storm Drain 1.000 LF/FT $40.00 $40.00
10 Curb Inlets 0.010 EAlFT $1,000.00 $10.00
11 12'. HDPE Storm Drain Crossing 0.005 LF/FT $35.00 $0.18
12 Sidewalk 10.000 SF/FT $6.50 $65.00
Total $424.69
This preliminary cost estimate is based on concepts and not engineered plans. This estimate is intended to give
a generaJ range of the costs associated with the type and scope of work involved.
10/15/2008
1 of 1
Cost Estimate
~.T--
ESTIMATES FOR PLANNING AND ZONING
CONSULTANTS
DAN HORTON, ARCHITECT
CONSTRUCTION ENGINEERING CONSULTANTS, INC.
AGATE ENGINEERING
---- -- T1'
DANIEL R. I-IORTON . ARCHITECT
ltb~ W. MAIN, P.o. BOX ~82
EAGLE POINT, OR S1~24
FI-fONEIFAX &41-8.30-1014
October 16,2008
Jason Elzy
Housing Authority of Jackson County
2251 Table Rock Road
Medford, Or. 97501
RE: Sixty unit apartment project in Ashland, Or.
Dear Jason,
This letter is to propose Architectural and Engineering fees for the above mentioned
project.
I am proposing a fee structure similar to that of Scenic Heights in Central Point which
would include Design, Civil Engineering, Structural Engineering, Construction Drawings,
Bidding/Negotiation, and services during Construction.
The proposed fee is $187,500.
I estimate the fees for Architectural and Engineering Work to achieve local site plan
review, zoning and minor land partition to be S35,000 of the total proposed fee above.
Thank you for the opportunity to work on this project and provide this proposal.
Sincerely,
Oaf( 1Io/<-tol(
Dan Horton
--~-_..-._- 'Tr T
P.O. BOX 1724 · MEDFORD) OR 97501 . PH (541) 779-5268. FAX (541) 779.3139
Professional ServicEs Agreement
To: Jason Elzy, Development Specialist
Housing Authority of Jackson County
Project: Willowbrook Affordable Housing - Ashland, OR
Scope and Fee:
Preliminary Cost Estimate: $1,650.00
· Estimate frontage cost for Clay Street
· Determine cost per foot for public interior streets
Public Street Engineering Design: $14,300.00
· Street and utility design for 788 feet of interior public streets - $9.500.00
o Excludes erosion control. detention, wetland coordination, and any other
similar issue that is interior sitework dependent
· Master planning of interior site as it affects roadway design and conceptual drawings
for planning submittals - $4,000.00
· Minor drafting as needed to incorporate the Clay Street design into the new
documents for planning submittals, zoning. and minor land partition - $800.00
Submitted By:
--::?:~~ ~~
Michael J. Zar Slnskl. P.E.
Date: J*S od 08
Accepted By:
Date:
-'----'---rr-o
.: ~ ":".: :.',.: >', :':: ::.::', : ',:.)".: ':.;".:' :.......;"...: ,: .: "':::.:.: .: ",:" :", ":: : '< .:: <~" :"::':::'~:: '~::~;~:~~:;Lti~~"i:(jif:F$~{f~.r:;~~~<~~~~!i..t~::~~S~;~::.~:~~.::;'.>
.... :~~:
1175 EAST MAIN sf SUI!E 1A -A..",-~~7G,.::T,~~~:-::~A/ '~" :]~~tF~rfFi
MEDFORD, OR 97504 ",.,', ',:" II I 'lk:
PHONE; (541) 282-7930 , ' " ~
FAX:(541) 282-7923 _.~-_.~_...._;-----
E-mail: agate@engineer.com J5J!..fl,~,!~~~~1]~_ I '?_~.
October 16, 2008
Mrs. Betty McRoberts
Housing Authority of Jackson CO'unty
2251 Table Rock Road .
Medford, Oregon 97501
RE: Proposal for Environmental Services for 60-Unit Affordable Housing Project at
380 Clay Street, Ashland, Oregon.
Dear Betty:
We greatly appreciate the opportunity to provide you with a proposal for this project. Our proposal is
for providing assistance to the Housing Authority of Jackson County during the planning. permitting,'
and approval process for the modification and regulatory application and approval process involving
the modification of the wetland preservation, enhancement, and compensatory mitigation plan
required for the development of the subject affordable housing project. Based on our discussions, and
, the scope of work involved, we would propose to work on a time and materials basis with a limit to not
exceed amount of $10,000 to facilitate applying for and receiving an approved plan modification for the
wetland preservation, enhancement) and compensatory mitigation work that will be required for the
Project Site.
If YOll should have any questions, or would like to modify the scope of this proposal in any way, please
call us at our office at 282-7930. We look forward to hearing from you and commencing work on this
project.
Respectfully submitted.
AGATE Engineering, Inc.
~ A"'&:--
~N:' Brennan, P.E.
Principal Engineer
.
II .----
MISCELLANEOUS ATTACHMENTS
LIST OF BOARD OF COMMISSONERS OF THE
HOUSING AUTHORITY
SAMPLE PROFORMAS:
SOURCES OF FUNDING
INCOME
LETTER OF INTEREST FROM US BANK
--------n--r---
HOUSING AUTHORITY OF JACKSON COUNTY
2251 TABLE ROCK ROAD MEDFORD OR 97501
PHfTDD (541) 779-5785 FAX (541) 857-1118/ FAX 779-4656
Name and Contact Info Title and Business Info Date Expiration
Appointed
Buntin, Terry President, Buntin Construction 07 -29-99 2009
572 Parsons Dr., Ste. 100 HAJC Commissioner
Medford, OR 97504
Office: 776-0032
terry@buntinconstruction.com
Jarvis, Darrel R. Attorney at Law 02-23-00 2010
823 Alder Creek Drive
Medford, OR 97504 HAJC Commissioner
Bus: 541 772 1977
diarvis@medfordlaw.net
Agreste, Norice Resident Board Member
2249 Table Rock Road #16 HAJC Commissioner 05-23-07 2013
Medford, OR 97501
Middendorff, Joan
1252 Valley View Rd 2012
Medford, OR 97504 Retired from Real Estate 07 -03-02
Home: 779-5699 HAJC Commissioner
Cell: 890-7734 (use home number)
icdorff@mindsprinq.com
Statler, John
1120 Niantic Street Medford City Council Member
Medford, OR 97501
Home: 541 770 5524 HAJC Chairman 05-11-05 2010
John@SvstemSolver.com
Williams, Ken
Downtown Medford Branch
Premier West Bank VP, Sr. Commercial Loan
300 E. Main Street Officer 06-18-03 2013
Medford. OR 97501 HAJC Vice-Chairman
Bus: 541 282 5266
ke_n: williams@premi~rwestbank_. cPr:!}
C:\Documents and Setlings\belly\Local Settings\Temporary Internet Files\OLK5\BOARD CONTACT INFO-OCT2008 1.doc -CLH
11I-
P',~~l~~LN'~'~'~:l Ashland
SOURCES OF FUNDING
Date:
10/17/08
RESIDENTIAL
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AFi"p[fc"ANT ....C.ONTRIBUTIONS
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[!E3~!!~~,
Commercial Real Estate
Community Lending
111 SW Fifth Avenuel Suite 700
Portland, OR 97204
October 16t 2008
Betty McRoberts
Director of Development
HOUSING AUTHORITY OF JACKSON COUNTY
2251 Table Rock Road
Medford, OR 97501
Re: Proposed Ashland Site
GO-Unit Multi-family Housing Project
Ashland, Oregon
Dear Ms. McRoberts:
Thank you for considering US Bank as your lender for your proposed 60-unit multi-
family affordable housing project in Ashland, Oregon. We are definitely interested in
pursuing this new opportunity with the Housing Authority of Jackson County.
We very much enjoyed working with you and your team on our last project, Rogue
River Estates, and look forward to continuing to serve your affordable project
financing needs.
Si ncerely,
~v1~
David A. Castricano
Senior Vice President and Oregon Market Manager
DAC/daf
--,rT .--
. '''''''D
D,. ",.....J"'.\':~'c;,rl:.". .
l.f:;':\~-:l;"<4't.. '**
~v-
'~~~.
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()
OCT 11 2008
CX'iI~;;;'~;<~~:'
,y
City of Ashland
2008 CDBG
RFP
Submitted By:
Pathway Enterprises, Inc.
TrT-
.,..,
CITY OF ASHLAND
2008 Program Year Community Development Block Grant (CDBG)
Application
These completed Sheets shall be Included as the first pages on all submittals.
I. APPLICANT INFORMATION
Applicant OrganizatIon Name:
Pathway Enterprises, Inc.
Exe~utlve Director'. Name(s): Rebecca Si.mpson, CEO
Board Member Names (attach separate sheet) See attached'
Applic.ant Mailing Address:
655 W~shington Street
Ashland, OR 97520
Applicant Street Address:
655 Washington Street
Ashland, OR 97520
IRS Classification: 50 1 '- c) (3 )
Federal Tax 10#: 93-0 8 914 3 3
Mission Statement: (may be attached)
Serving people with disabilities;
Sharing a vision of justice, respect .and community;
Providing support and services that enhance the quality of life;
Empowering people to experience dignity, purpose, and meaning, and
Committing to professional standards of excellence.
II ,.--
II. CONTACT PERSON (designate a contact person who is familiar with the project)
Name: Rebecca Simpson
Title: CEO
Phone Number:
Fax Number:
E~mail Address:
541-488-1536
541-488-5948
bsimps_on@pathway-i-nc.org
III. PROJECT INFORMATION SUMMARY
Project Name or Title:
Special Populations-Goal 6
Expected Completion Date: Apr il 30, 2009
Requested COSG Funds:
$
$
$
45,618
None
Funds from Other Sources:
Total Project Cost:
51,353
Ir,
2) A project summary including a brief description, project background and a
list of project objectives.
Brief Description
Pathway Enterprises, Inc. proposes to use this grant to encourage transitional and
supportive housing services to adults with developmental disabilities (special needs
population) who have extremely low - and low-income.
Project Background
Pathway Enterprises, Inc. has a proud history of delivering support services to the
citizens of Ashland since 1986. Primarily, PEl provides services to adults with
developmental disabilities by offering supported housing, community recreation, social!
cultural inclusion and employment opportunities that promote living, working and
recreating as independently as possible.
Many of the individuals who receive support services through PEl have expressed the
desire to live more independently than their current group home living. Because our
mission and values reflect our purpose to continually enhance, support and honor people
with disabilities, we intend to design housing appropriate to their skills, abilities, and
support needs by transitioning five (5) individuals into a supported living model of
service delivery.
Project Objectives
1) PEl will recruit, hire and train three (3) Community Living Specialists by
January 31,2009
2) PEl staff, in conjunction with the individuals served, will identify, plan and
transition five (5) supported individuals from their current group home to a
supported living model of service delivery (apartment or other identified
housing arrangement) by April 30, 2009.
-------.r --. ---
3) Property and Project Information
Not Applicable to this request
-------IT-T- -----
4) Briefly describe the services to be provided, if any, and describe the eligible
target population receiving direct benefit from these services (low-income,
homeless, special needs).
Services To Be Provided
Five (5) individuals receiving services will, in conjunction with their service planning
team, identify their wants, needs and abilities for purposes of a thoughtful and planfull
transition from their group home living to a supported apartment (or other identified
housing) that will enhance their independence and self worth.
Staff will assist the individuals served by this project through systems that ensure PEl is
meeting their support needs as well as enhancing their independence and self worth.
These systems include, but are not limited to the following services:
· Functional Assessment (daily living skills)
o Housekeeping
o Laundry
o Menu planning, shopping and meal preparation
. Risk and Safety Assessment
. Benefits Review
. Environmental Analysis
. Budget / Money Skills Assessment and Review
· Transportation Assessment
. Medication Management
· Medical Providers (appointments, follow up, etc)
. Recreational and Cultural Desires
PEl's individualized service delivery system ensures specific skills are identified
(through the assessment process noted above), taught, tracked, quantified, reported and
celebrated.
Eligible Target Population Receiving Direct Benefit From These Services
All individuals served by this project are identified as low-income/ special needs.
--~TOI
5) A work program and time line including a complete list of tasks with
estimated start and completion of task (please complete attached Form A -
Project Schedule).
Work Program and Time Line (See Attachment A)
1) Upon grant notification, PEl's Human Resource Director will begin recruitment
for three (3) Community Living Specialists.
Time Line: Begin recruitment and hiring process on or before December 31,
2008.
2) New staff will receive PEl core competency and regulatory training in
conjunction with the OAR's (Oregon Administrative Rules).
Time Line: Upon hire and no later than March 31, 2009.
3) Staffwill complete assessments and individualized planning will identify specific
housing options.
Time Line: After training is complete and no later than April 1, 2009.
4) Housing options are presented to the individual and their team and a decision is
made. Time lines for moving are identified by the individual and their team.
Time Line: No later than April 30, 2009.
-----11,-
6) Financial Information
Detailed Financial Description of the Proposed Project (See Attachments, Form B
and C)
Wages for three (3) full time staff will provide the services described in the project. Staff
will receive benefits as described in the Employee Handbook. Wages and benefits will
be administered by the Finance and Human Resource Staff.
Materials and Supplies
Supplied by PEl.
Marketing! Outreach
Recruitment ads for staff: Approximately $100.00 per day for 15 days = $1500.00
(
Program Administration Costs (See Attachments B and C)
Total Project Cost (See Attachments B and C)
Other Sources of Income
PEl will receive DD54 County Funds to pay for direct client services neede<fbeyond the
scope of this project.
Clarification: The county foods do not provide funding to ensure staff training and
planning or recruitment as identified in this project. They provide minimal monies to PEl
for direct services.
a)
Finaneial Assumptions
The wages for support staff may increase due to Oregon's Minimum Wage
Increase in January 2009.
b)
PEl will not receive funding from other sources for this proj ect (other than
County).
c)
Property tax exemption will NOT be requested for this project.
d)
PEl may apply for 2009 CnBO monies, requesting additional support for
supported employment efforts.
~T--
7) Eligibility for Federal Funding
Will any of the following activities be part of the proposed project?
Property Acquisition No
New Construction No
Removal of Architectural Barriers No
Rehabilitation Costs No
Development Costs No
Client Services Yes
Specification Preparation No
Relocation Benefits No
Appraisal No
General Information
a) Is the proposed project within the Ashland City limits? If not, explain.
Yes, the project is administered and executed within Ashland City limits. There
are, however, individuals served by PEl who reside in Medford and may benefit
from this project.
b) Specify the proposed tenant of client income level.
All individuals who will benefit from this project are well below the Extremely
Low Income Level as noted on page 10 of this proposaL
c) Describe any financial or legal commitments made to the project.
PEl will match 15% of the total project funds.
d) Housing Development, Land Acquisition, or Rehabilitaion Specific
Information.
Will permanent housing units be converted or demolished?
No.
e) Is the proposed housing site located in a 100 year flood plain?
No
f) Has a levell environmental assessment been done for the site?
N/A
g) Is the proposed housing site located by a major arterial road or railroad?
N/A
h) Is the site located by and aboveground flammable tank?
N/A
i) Will the project impact historic features?
No
--------rr--,--- . -
8) Briefly describe the agency's mission and service history. The City may
request copies of the agency's financial audit or review for the last two years
prior to contract signing in order to determine agency's capability to
successfully complete the project.
Agency's Mission
In summary, Pathway's mission is to embrace the individuality of those served, enhance
theil opportunities for independence and create a richer community in the process (see
attached formal Mission Statement).
In addition to Pathway's mission statement, support services are based on a solid
foundation of Core Values. Pathway's staff and board of director's created and adopted
these Core Values to ensure employees are providing support services designed
specifically to the needs, abilities and desires of the individuals served. In addition, all
employees, individuals served and community partners are treated with dignity and
respect. Pathway values effective communication, teamwork and a positive attitude in all
venues of service delivery.
Service History
Pathway Enterprises, Inc. was founded in 1985 in order to provide homes and
employment opportunities for residents of Fairview Training Center, Oregon State's
Institution for individuals who are developmentally disabled. Pathway opened five
residential (group) homes by 1989, providing services to twenty-five (25) individuals.
Each home provides support services to five (5) individuals who require varying degrees
of support. Many of these individuals are medically fragile, have augmented disabilities
due to aging, and other disabilities including mental illness and/or a physical disability.
In addition to providing residential and community integration services, Pathway is
committed to ensuring supported employment opportunities for the individuals served,
including partner agency's supported employees. Pathway currently provides support
services to eight (8) individuals who are employed in local businesses as well as seven
(7) individuals in contracted services (SOU dish room and custodial).
Pathway staff are committed to excellence and are excited about the future for those we
serve.
II I
.
9)
Will the project promote self-sufficiency for extremely low, low-moderate
income families, or individuals with special needs?
All individuals targeted in this proposal meet the federal guideline for extremely low
income and are also developmentally disabled.
The project will promote self-sufficiency by ensuring trained staff follow the individual
plan for support and create an environment of learning and developing relationships
outside of paid staff.
10) Please identify how your project benefits extremely low-income individuals I
individuals with special needs.
Benefits of the Program
All the individuals identified by this project are extremely low income and are diagnosed
with a developmental disability. These individuals currently reside in congregate living
(residentiaI/ group home housing) with four (4) other individuals. This project will
ensure the individuals who desire supported living services (apartment / other housing)
receive the support and guidance to reach their goals.
The identified individuals will be able to reap the benefits that a typical renter has,
including, but certainly not limited to; keeping and decorating their home the way they
would like, inviting friends and family for visits, having an animal to care for, developing
neighborly relationships, watching t.v. shows they like and listening to music they love.
They can dance around their living room and make spaghetti for dinner.
In addition to the above benefits, individuals who move from congregate living to a more
independent arrangement are more apt to feel better about themselves; taking pride in
their homes, appearance, attitude, etc. Historically, people who have more power and
control in their lives are happier and more productive individuals.
a) N/ A
b) For proposed projects serving a target population, provide the following
data, including document sources of information for statistics.
Target Population
People who are extremely low income and diagnosed with a developmental disability.
Number of low-income individuals in target population to be served on an annual
basis.
Five
Total number of individuals in target population to be served on an annual basis.
Five
Percent low I moderate income.
100% extremely low, low- income.
-------,.,--,--
11) Briefly describe how your proposal will ensure that moderate-income
individuals do not benefit to the exclusion of extremely low-income
individuals.
The individuals served are extremely low income.
12) Indicate if you expect the project to cause low and mod-income housing to be
demolished or converted to another use.
N/A
13) Project Feasibility
Please describe your readiness to proceed concerning whether land use issues
have been resolved and whether your organization has the administrative
capacity to complete the proposed project.
N/ A regarding procurement of property.
PEl has the capacity to proceed with the project as written. PEl's administrative
infrastructure, including Finance, Human Resource and Administrative staffhave
the capacity to complete the requirements set forth in this proposal as evidenced
by historical information including:
1. Adherence to federal, state and county regulations and
practices (AbilityOne, Licensing, Contractual, etc.)
2. Successful annual (Isler) fmancial audits.
3. Documented 12 hours of Professional Training for staff
14) Indicate whether the project will have any negative impacts on historic /
significant properties I environment.
N/A
15) Letters of Support Are Attached.
16) CnBG Application Checklist (pages 23,24). See Attached Forms A, B, & C.
II I
Attachments
-..----~--Tr T
Form A-1
To be completed for Development or Rehabilitation Proposals
N A
N/A
local
state
federal
Non- overnment
other
Construction
Certificate of Occu anc
Please provide yourbest (realistic) date estimates regali ing the project
schedule
-----~-~---Ir r
I
-- ---'-'" -----......-.- .....- -.--..---- ----____.__.1-___.____
.~ocial Services Proposals I Form A..2
-- ~---_.- - _.__._~-----------+----"-----
I
- ----.---.-.-.. Completion Date i-....--.-
Activity Start Date
-- 1--------.... -- - ------.-.--.- .-.... ..-.....---.____...._-1-...--__...__
H ire Person nef 12/1/2008 1/31/2009L_.____ .
'-- 1---.. __0_...
Train Personnel 12/15/2008 3/31/20091
~'In~i~tion of Svsl Assessme!liS-:--- ...--....---...- 2/1/2009 1--' ----....... --4/1/2009-......_.._--
.- .---..-....
Housing Optionos Identified 2/15/2009 4/1/2009 ----..--
--rs"lndividuafs Transitioned to SL -------- 2/15/2009 '-'4/30/2009
------------------------ If-T
Form B-1
To be completed for Development or Rehabilitation Proposals
Housing Proposals
Uses of Funding
N/A
"Tr-l'
w;~~::';':'g:1~IJ.l~u;f,~Q~t$I~~,~;,i::\(ri:&~~k1~~\!ti:
Land
Improvements
Liens and other Taxes
Closing costs
Off-Site costs
Other
SUBTOTAL
~Jig~II.I~f~~1,jf.lt. .,'
Land Use Approvals
Building Permits/fees
(Include Engineering and
Community Development Fees)
System Development Charges
SDCs
Relocation Costs
Environmental Report I Lead
Based Paint Clearance
Soils Report
Survey
Marketing
Insurance
Site Clearance and Grading
Pre-Development Conceptual
Plannin
Other
N/A
N A
N/A
N A
N/A
N/A
N A
--~- -Tr T
Form B~2
To be completed for Social Service Proposals
Wages (of personal $44,118 100% N/A
providing direct client
services)
Materials/Supplies None None
Marketing/Outreach $ 1,500 100%
Program Administration COBG Funds
Includes overhead and general are not
staffing necessary to administer the $ 5,735 available for
program (accounting, management,
grant administration) but that does program
not provide direct benefits to the
client. administration
Total Project Cost $51,353 $45,618
III
Form C
SOURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET
Completeness of this worksheet establishes the capacity of the organization to
sustain the operations of the program(s).
Federal Grants None
State Grants None
Local Grants None
Non Governmental None
Grants
Donations/Gifts None
Applicant None
Contribution
Program Income $138,510
Loans None
Other (specify) None
Other (specify) None
Please provide a description the timeline of loan and grant application dates as
related to the proposed project. Specifically t for any tentative funding sources
please provide application dates, award dates and funding availability dates.
--~-~II-T
Form 0
DISCLOSURE OF INTERESTS
To assist the City of Ashland in determining whether there may be a potential
conflict of interest related to the expenditure of Community Development Block
Grant funds we request the following information be provided by applicants:
ORGANIZATION NAME:
Pathway Enterprises, Inc.
Organization is: 1. Corporation ( )
2. Non~Profit 501 C3 ~)
3. Partnership ( )
4. Sole Owner ( )
5. Association ( )
6. Other ( )
DISCLOSURE QUESTIONS
If additional space is necessary, please attach a separate sheet.
1. State the names of each "employee" of the City of Ashland having a financial or personal
interest in the above mentioned "organization" or project proposed.
Name, Job Title and City Department
None
2. State the name(s) of any current or prior elected or appointed "official", of the City of Ashland
having a potential "financial interest" in the organization or project.
Namemtle
None
3. Provide the names of each "board member" of the Organization seeking COBG funding
Name Board, Commission, or Committee {may be attached as a separate Sheet}
1
2
3
4
5
6
7
8
9
10
11
12
additional
See attach.ed
If the applicant has provided names in question 1 or 2, please provide details
regarding any known potential conflicts of interest in an attached narrative.
--------11,----
Pathway Enterprises, Inc.
Board of Directors 2008
Mr. Jon Iverson
Mr. Michael Hancock
Ms. Krista Bolf
Mr. Brad Webster
Ms. Sandra Crews
----------------rr-T
Disclosure of a Possible Conflict of Interest
Pathway Enterprises, Inc., provides contracted custodial services to the City of Ashland
in the following buildings:
Police Department
Municipal Court
City Hall
Street Shop Svs Center
The Grove
Community Development
October 17 I 2008
City of Ashland
Community Development Block Grant
Letter of Support
To Whom It May Concern:
Pathway Enterprises has the capacity to administer and complete the
grant as written; providing three additional staff to ensure the individuals
served have the opportunities to move from residential (supported
housing) to supported apartments (or other housing options). This
transition will create the opportunity for the individuals involved to exercise
more choice and control over their lives and experience the freedom of
living where and with whom they choose-something that most of us take
for granted.
Pathway's services are an integral part of Ashland's diverse community,
assisting people with disabilities to engage in the same housing,
employment and activity options that enrich all of our lives.
Thank you for considering this application. Please call me directly if you
have additional questions.
Sincerely,
Roger Hassenpflug
President and CEO
--------,.,-T
In order to determine compliance with all applicable HUD regulations and to help
to ensure that projects will be eligible for CDSG funding, the City of Ashland will
need to address all HUD requirements. The purpose of this checklist is to point
out areas where potential problems could arise. Obviously, this is a
comprehensive list, which must evaluate a wide array of different kinds of
proposals. Therefore, not every item will be applicable to every project. Please
fill it out entirely indicating all items which are not applicable and include it
as part of your proposal application.
x
x
x
x
x
1. Has a location for the project been selected?
2. Is the proposed project within the Ashland City
limits?
3. Does the proposed project meet local zoning and
land use laws?
4. Are any land use permits such as a Site Review,
partition, annexation or Conditional Use Permit
ra uired?
5. Have these approvals been obtained?
6. Does the project comply with current building code
re uirements?
7. Does the project meet handicapped accessibility
requirements?
x
x
x
x
x
x
x
IIT--
:~~~:81iIrlil~
Is the project located in the 1 OO-year floodplain?
Is a wetland located on the project site?
3. Has any environmental contamination been identified
on the ro.ect site?
4. Has asbestos been identified on the project site?
5. If project involves an exiting structure, was it built
1978 or earlier? If ear built is known, lease s ecif .
6. Is the proposed project located on a major arterial or
near the railroad?
7. Is the proposed project located adjacent to an above
round flammable stora e tank?
8. Does the proposed project involve a structure that is
50 ears or older?
9. Will the applicant complete a Phase I environmental
review u on receivin a CDSG award?
x
x
x
x
x
x
x
x
x
1. Does the project involve construction over $2,000 in
cost?
2. Will the project trigger Davis-Bacon wage
re uirements?
3. Will the project trigger BOll wage requirements?
4. Does the project involve over $15,000 in City
awarded rants or contracts?
x
x
x
1. Will tenants be displaced by the project?
2. Will a business be displaced by the project?
3. Will housing units be demolished or converted?
x
x
x
1. Does the applicant own the property by fee simple
title?
2. Are taxes on the property current?
3. Is insurance current?
4. What is the current debt against the property?
5. What is the current use of the property?
6. Has an appraisal on the property been conducted?
If eSt what is the assessed value of the ra ert ?
x
x
x
x
~-
t:l jeF" .T It::O
i~.:.>:....<-\;, ~ ,~.....:..~ '" ~~",,:.~::: :-.'.-
OCT 1 7 2008
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a:~n:;h_J~i;':~:\. -t)qi:~-j'::~,"I~l
i ! .5't
S\\P~ttNe Housing
and Coronlunity Outreach
Community Development.Block Grant
Application
October, 2008
-----,,-T-~
CITY OF ASHLAND
2008 Program Year Community Development Block Grant (CDBG) Application
These completed Sheets shall be included as the first pages on all submittals.
I. APPLICANT INFORMATION
Applicant Organization Name:
Ashland Supportive Housing and Community Outreach
Executive Director's Name(s): L. Sue Crader
Board Member Names (attach separate sheet)
Applicant Mailing Address:
P.o. Box 3536
Ashland, Oregon 97520
Applicant Street Address:
693B, Washington Street
Ashland, Oregon 97520
IRS Classification: 501 (c) (3) Private Non-Profit charitable organization
Federal Tax 10#: 93-0805586
Mission Statement: (may be attached)
The ASH Board and Staff support persons with disabilities to live a rich,
fulfilling and productive life with dignity and respect.
II. CONTACT PERSON (designate a contact person who is familiar with the project)
Name: Sue Crader
Title: Executive Director
Phone Number: (541) 488-2870
Fax Number: (541) 488-2682
E-mail Address: ashinc<<uashlandoreaon.ora
-rIT.
III. PROJECT INFORMATION SUMMARY
Project Name or Title:
~ambridge Street Home for Medically Fragile Individuals
Expected Completion Date: May 2009
Requested COSG Funds:
Funds from Other Sources:
$ 345,000
$ 40,000
$ 385,000
Total Project Cost:
II I ----
Application Contents
Provide the information listed below numbered and in the order listed
so that we can find the required information easily and award full
credit for your responses.
1) Complete Application Form (see page 16).
2) A project summary including a brief description, project background and a list
of project objectives
Ashland Supportive Housing and Community Outreach (ASH) has provided housing
and support services for 15 individuals with developmental and other disabilities since
1982. Most of our residents were accepted into the program at its inception from
Fairview Training Center. We provide 24 hour comprehensive services, including
assistance with activities of daily living, personal care needs, community inclusion,
medication dispensing and monitoring, and behavior support. All of our residents are
now aging and beginning to experience increasing medical conditions, mobility issues,
and a need for enhanced care.
ASH has responded to these increasing needs by developing two single-level, five
bedroom homes from one ten bed home and replacing a five bedroom two story home
with a single-level, five bedroom home. We remodeled all three homes to provide
ramping, accessible bathrooms and showers, sheltered outdoor living space, and
secure grounds. ASH undertook these projects using savings, community donations,
and the sale of property that had gained in value over the years.
In addition to our residential services, ASH has provided support services to individuals
with developmental disabilities and significant medical needs who in live local nursing
homes until this service was discontinued by the State of Oregon in December, 2007.
ASH Board and staff have the goal of providing life long services for people with
disabilities that allow them to remain in their community and with their social support
systems. We feel that our natural progression of services calls for a home for medically
. fragile individuals which would provide services for two of our former nursing home
clients, and also for our current residents as they age and need enhanced care. As our
current residents age out of the placement they have now, this would free up space for
younger community members.
In response to the RFP issued by the City of Ashland for Community Development
Block Grant funds, ASH is prepared to move forward with this application. We have a
site selected, construction bids in development, and the experience and expertise to
develop quality programming. The Director of Jackson County Health and Human
Services, Mark Orndoff, and the Program Manager for Developmental Disability
Services, Tony Mendenhall, have both formally given us their support.
3
--------~Ir~T
In conjunction with this application for COSG funds, ASH is also applying for
supplemental funding from the "On the Move" (OTM) program through the Seniors and
People with Disabilities Division of the Department of Human Services. This program
was created to help develop community placements for people with disabilities currently
residing in nursing homes. Two of our former clients are eligible for this program. Our
specific funding request from aTM is to create two accessible bedrooms and one
accessible "wet" room shower from the existing garage. We also will be applying for
state 0057 startup funds that will assist with furniture and fixtures, the initial phase of
hiring and training new staff, and purchase of food and household goods. Two other
state funded programs to facilitate new housing for this population are in their
preliminary stages of implementation: the Comp 300 program through the Department
of Human Services, and, the Growing Resources in Oregon through the Oregon
Technical Assistance Corporation (GROIOTAC).
Project objectives include:
1. Provide quality housing and support services tailored to the individual needs
and preferences of four developmentally disabled adults with significant
medical needs, at least two of whom currently reside in a local nursing home.
2. Purchase an existing single level residential home in Ashland.
3. Remodel the home to create four bedrooms accessible by wheelchair and
able to accommodate hospital beds, lifts, and other medical equipment.
4. Remove architectural barriers to provide a large living space that can
accommodate wheelchairs and larger pieces of medical equipment.
5. Provide concrete decks and ramps both front and back for accessibility and to
provide sheltered outdoor living space while maintaining less than 45%
impervious surface for the lot.
6. Create one accessible "wet" type shower room and one accessible bathroom
with a walk-in bathtub and ceiling lift.
7. Replace current furnace, hot water heater, and windows with energy efficient
models through recommendations from the Earth Advantage program for the
City of Ashland.
3) Property and Project Information
This project answers a need for services by an extremely low..income group of disabled
adults. These individuals have severe mobility issues, need round..the..clock care, and
have medical issues that require monitoring by a registered nurse. We hope to provide
quality dignified care for four individuals in a group home setting. This home is a single
unit with four bedrooms, two bathrooms, asingle kitchen, and laundry area. Staff will
rotate in such a way as to provide two caregivers at any given time. We have a home
chosen and have negotiated a purchase price pending the award of funding and
environmental review, with no legal obligation to purchase. The home is in the Quiet
Village Development which is the same area as our other three group homes. We have
completed a survey of the neighborhood and have received no objections to our
locating there.
4
a) Properly location relative to jobs, schools, transportation, shopping and services:
The home at 850 Cambridge Street is not within walking distance to services.
We do not anticipate a problem with this as our residents will require
transportation to reach services. A.S.H. owns handicap accessible vehicles for
such needs.
b) Total floor area of buildings, and size of land site: Current home is 1182 sq. ft.
After remodel of the garage area into living space, the home will be 1700 sq. ft.
The lot is 10,454 sq. ft. or 0.24 acres and is of a rectangular shape.
c) Types of residential units, number of each type unit, and total number of
bedrooms: Single family dwelling with four bedrooms plus manager office.
Bedrooms exceed the sizes required by Oregon State Developmentally Disabled
licensing.
d) Number of extremely -low income units, low-, and moderate-income units
proposed: One home is being developed. The total number of extremely-low
income individuals s~rved is four.
e) Number of units accessible to the disabled: The home will be totally handicap
accessible, except for the House Manager's office which will not contain client
personal items of any kind.
1) Square footage of units and description of amenities such as private balconies or
storage areas: Each bedroom will contain a private closet for resident's personal
items. Residents may keep personal entertainment items and equipment in their
rooms. Bedrooms average 120 sq. ft. with none smaller than 100 sq. ft.
g) Square footage of common areas: The Great Room common area is 520 sq. ft.
h) Square footage of commercial space: None
i) Year property was built 1972
j) Describe condition of any existing housing proposed for acquisition and any
alterations planned. Briefly discuss the total cost of the proposal relative to new
construction: The house we plan to buy and remodel is in good condition. The lot
is mostly level and contains mature landscaping with a few ornamental trees. The
major portion of requested funds would be to purchase the home at $300,000.
The second portion of requested funds, a total of $45,000 would cover making
the home ADA compliant. We plan to create a large bathroom with a roll-in
shower. We will widen all doorways and lower window sills for emergency
egress. We will also install a fire suppression system, which requires the
installation of a 1" water line to connect to city lines. Concrete decking and
walkways front, back and side will provide accessibility. Total funds needed for
the rehabilitation of the property comes to approximately $85,183; the amount
not covered by COSG funds will be covered by OTM, 0057 state startup funds,
Comp 300, GRO/OT AC funds, and community donations. ASH is prepared to fill
in any funding gaps.
5
--~-III-
The cost of new construction has been estimated at $200 per square foot. This
project will result in a home of 1700 sq. ft. New construction would cost
$340,000 for the basic structure plus the cost of land and other special amenities.
k) If the project involves rehabilitation, attach a description of the work to be
completed:
Requested through this grant:
· Create handicapped accessible bathroom with walk-in tub and ceiling lift
· Widen bedroom doors
· Demolish one small bathroom and remove shower to remove barrier
· Install hard-wired smoke alarms
· Add Fire Suppression system
· Increase water service to 1" pipe to accommodate fire suppression system
· Replace windows to lower sill height for fire egress and install energy
efficient windows per recommendation by the Earth Advantage program
· Concrete decking, ramps and walkways w/railings
front, side and back: includes back patio area
· Relocate hot water heater and gas furnace to outside of house and
replace with energy efficient heat pump and hot water heater, models per
recommendation by the Earth Advantage program
· Replace flooring with commercial grade vinyl
Covered by other sources:
· Garage conversion to include 2 additional bedrooms, bathroom with roll-in
shower, laundry area.
I) Describe the target population. Include the suitability of the property for the
target population, the tenant selection process, brief description of any residential
services and the resources identified to fund the services: Target population is
Developmentally Disabled adults who are open for services with Jackson County
Developmental Disability Services or Senior and Disabled Services. By definition,
they are extremely-low income. This home will be designed specifically for
medically fragile individuals. We have two individuals identified who currently live
in nursing homes. We will provide comprehensive care including consultation
from nursing staff. We need the funds to prepare the home to be suitable for
these residents (as described in j. and k. above). Residents will be selected
through Jackson County Developmental Disability Services and the On the Move
program who will also supervise these client cases. They select all referrals for
vacancies in group homes for developmentally disabled adults in Jackson
County. ASH screens each referral for suitability of match to existing clientele
and ability to provide appropriate care. Our operating budget will come from the
Oregon Department of Human Services, which provides funding for our existing
6
II I
programs and under whom we are currently licensed as a provider of 24 hour
comprehensive services.
m) Indicate how many years the property will remain affordable and the mechanism
that will be used to ensure the affordability period: This is a sustainable program.
Our current program has been in existence since 1982. Our residents are
completely unable to care for themselves and are considered the most
vulnerable of Oregon's citizens. Funding for their care is not considered an
optional part of the state budget. We have a great deal of experience in
weathering the kinds of funding restrictions that come in a business which is
government funded. We are still open today, and eager to expand so that we
can supply services for this population as they age. The need for this program
will not end, neither will the funding. Thus we believe that this program will most
likely outlive this building.
4) Briefly describe the services to be provided, and describe the eligible target
population receiving direct benefit from these services.
Ashland Supportive Housing and Community Outreach supplies residential services to
developmentally disabled adults. This has been the core of our programming since we
opened our first group home in Ashland in 1982. This new home would supply intensive
personal care 24 hours a day, 7 days a week to medically fragile clients with
developmental disabilities. Medically fragile individuals have mobility issues and other
medical conditions which make it difficult or impossible to take care of basic daily
activities like bathing, dressing, eating, moving about their homes, self medicating, or
exiting in case of an emergency. All are extremely-low income. None are able to work.
This home will be specially designed to serve this population.
5) A work program and time line including a complete list of tasks with estimated
start and completion of each task.
11/18/2008... Grant awarded
11/19/2008... Begin applications for supplementary funds from identified sources
01/02/2009... Receive funding
01/03/2009 - Close on house
01/06/2009... House inspections / repairs
01/09/2009 through 03/31/3009 - Remodel
01/31/2009 through 03/31/2009 - Resident referrals and selection
03/31/2009... Hire house manager
03/15/2009 - Begin Hiring and Training direct care staff
04/15/2009 - Secure occupancy permit
04/22/2009 - Complete licensing inspections
05/01/2009... Open for service
6) Financial Information
A budget describing total cost, cost per task, existing (secured) project funds and
unfunded costs. Identify any and all source(s) of funding. This would include other
Federal and State grants and loans, monetary donations, in-kind contributions,
7
II I -
volunteer labor, donation of materials and supplies, etc. In addition to addressing the
questions below please complete attached Form B - Uses of Funding & Form C -
Sources of Funding.
Provide a detailed financial description of the proposed project, including Rent
Schedule, Sources/Uses of Funding and Operating Budget Income/Expense, and utility
allowances
a) Describe the financial assumptions used to develop the operating budget.
Include projected rent increases, other sources of income for operation and
maintenance expenses, and inflationary factors. For social service award
requests please include financial assumptions relating to increases in wages,
materials and overhead, or other costs associated with the proposed activity.
ASH is requesting a total of $345,000 in CDBG funds for this project. Of this,
$300,000 will be used for property acquisition and $45,000 for renovation for
ADA accessibility. Please see attached estimate provided. Of the renovation
costs, $22,235 will provide concrete decks and ramps with handrails front and
back; $22,765 will provide for a fire suppression system, including installation of
a 1 "water line to connect to city services; enlargement of a bathroom to meet
ADA requirements and installation of a walk-in bathtub; removal of a small
bathroom in the middle of the house to provide for hall and bedroom accessibility;
lowering window sills for fire egress and installation of energy efficient windows;
replacement of carpet with vinyl flooring for ease of wheelchair use; and,
relocation of heat source to provide room for equipment and wheelchairs to
maneuver and replacement of existing gas furnace with electric heat pump.
COBG funds will cover all but $3,575 of remodeling costs within the existing
square footage. The remaining costs and $36,608 for the garage conversion will
be covered by a combination of funds from the OTM program, Oregon Comp 300
housing development program, and the Growing Resources in Oregon program
through the Oregon Technical Assistance Corporation. None of the
aforementioned programs will provide funding commitment without a majority of
the project funds already being secured; most are also tied to specific client
needs. ASH is prepared to fill in any funding gaps. Once the residence is
secured, remodeled, and ready for the hiring of staff, state 0057 startup funds
may be accessed to provide initial hiring costs, training, furniture, and other
household goods. After residents move in, the state provides ongoing monthly
payments for services provided. The monthly amount varies according to client
need, but will be sufficient to maintain staffing and operations. In addition,
residents pay room and board at a rate set by the State of Oregon. Currently,
this is $494.70/month.
b) Attach letters of funding commitment from other sources, if available.
Other funding commitment cannot be made until the property is secured. Some
sources tie their funding to specific client needs. Please see the attached letter
of support provided by Tony Mendenhall, DO program Manager for Jackson
County. ASH is prepared to fill in any funding gaps.
8
II .-----
c) Will a property tax exemption be requested for the project? If so, what is the
estimated dollar value of the tax exemption over the twenty-year period?
ASH will request a property tax exemption. The estimated dollar value of this
exemption over a twenty year period, based on current assessment is $39,840.
7. Eligibility for Federal Funding
Will any of the following activities be part of the proposed project?
· Property Acquisition yes
· New Construction (non..residentiaf) no
· Removal of Architectural Barriers yes
· Rehabilitation Costs yes
· Development Costs no
· CfientServices no
· Specification Preparation (Construction/Rehab) no
· Relocation Benefits (if required) no
· Appraisals (for acquisitions) no
The proposed project will involve use of federal funds. Attached are excerpts from the
Department of Human Services Oregon Administrative Rules (OAR), Division for
Seniors and People with Disabilities. These excerpts cover the condition of the physical
plant. The rules require that we satisfy local building codes. Additionally, they
designate sizes of bedrooms, and size and placement of window openings for
emergency egress. We will satisfy these requirements as part of our remodel project.
The state will physically inspect the property for adherence to the pertinent OAR's prior
to issuing a license, releasing funds, or allowing clients to move in. This project will
involve property acquisition; rehabilitation costs; and removal of architectural barriers as
referenced above. We are making arrangements for all of these processes.
Federal funding has certain regulatory requirements. The following information
is required to determine eligibility for federal funding.
General Information
a) Is the proposed project within Ashland City limits? Yes.
b) Specify the proposed client income level: Clients at this level of disability
personally receive $7200 to $10,000 per year. This is no more than 28% of area
median income for the Medford-Ashland standard metropolitan statistical area.
c) Describe any financial or legal commitments made to the project: None.
Housing Development, Land Acquisition, or Rehabilitation Information
d) Will permanent housing units be converted or demolished? No.
e) Is ,the proposed housing site located in a tOO-year flood plain? No.
t) Has a Levett environmental assessment been done for this site? No.
9
~~-----------rr T-
g) Is the proposed housing site located adjacent to a major arterial road or near a
railroad? 500 yards from SO Pacific Railroad; 1 mile from Interstate 5.
h) Is the proposed site located adjacent to an aboveground flammable storage
tank? No.
i) Wi/( the proposed project impact historic features? No.
8) Agency Mission Statement and Service History
Ashland Supportive Housing and Community Outreach (formerly Advocates for the
Severely Handicapped), has been providing services to developmentally disabled adults
in Ashland since 1982. Many of our residents came to us from Fairview Training Center
in Salem and have been supported by us since 1982. Our mission statement reads:
The A.S.H. Board of Directors and staff support persons with disabilities to live a
rich, fulfilling and productive life with dignity and respect.
We promote individualization of services; choice and independence for our clients; and
inclusion in the community. We provide residential services, and we work with Living
Opportunities who provide vocational activities for our clients. Our funding comes from
Oregon Department of Human Services through Jackson County Developmental
Disability Services.
Since 2005, we have purchased and rehabilitated three homes in the Quiet Village
subdivision as care facilities for developmentally disabled adults. Each house is a
residence for 5 adults, several of whom are becoming elderly and more medically
fragile.
9) Will the project promote self-sufficiency for extremely low income families, or
individuals with special needs?
The special needs people who will be served in this group are by nature not self-
sufficient. However, they do have needs which are unique to each individual. One of
the founding guidelines of Ashland Supportive Housing is the support of individualized
services for our residents. In the past, we have made facility adaptations to meet an
individual's needs. We expect to do this again for this project. Some or all of our
residents will be coming from nursing homes or similar residences where their own
unique needs are not being met. It is a high priority of ours to answer those special
needs.
10) Identify how the project benefits extremely low income individuals or
individuals with special needs.
The group home which we plan to rehabilitate from an existing home will serve four
developmentally disabled adults, 1000/0 of whom will have extremely low incomes. We
expect each resident to be with us permanently. The target population is
developmentally disabled adults who are, or who have become medically fragile.
10
-~-..--.-----
Possible residents will be referred to us in consultation with Jackson County
Developmental Disability Services. OTM, a new program of the Department of Human
Services, will also be referring clients to us. This program is designed specifically to
help move developmentally disabled adults from nursing homes into the community.
We will provide a community destination for these clients.
11) Briefly describe. how your proposal will ensure that moderate-income
individuals do not benefit to the exclusion of extremely-low income individuals.
Jackson County Developmental Disability Services screens all applicants according to
income level. All applicants are recipients of either Social Security, Supplemental
Security Income, or both.
12) Indicate if you expect to project to cause low and moderate-income housing
to be demolished or converted to another use.
At a purchase price of $300,000, this home would not house a low-income family. We
propose to change this house from a residence for a moderate-income family to a
residence for four extremely low income individuals.
13) Project Feasibility
Describe your readiness to proceed concerning whether land use issues have been
resolved and whether your organization has the administrative capacity to complete the
project proposed.
a) Does the applicant have the experience and capacity to complete and/or
manage the project proposed? Ashland Supportive Housing has been
administering group homes for 26 years. This additional home will require
enough staff to cover the home: House Manager, Lead Staff, and 8-10 direct
caregivers. All will receive a Living Wage as defined by the City of Ashland. We
have current applicants with the capabilities to fill these positions. Additionally,
we will need another administrator and a Certified Nurse. We feel qualified to
complete the remodel of the home in consultation with our licensing team. We
have remodeled three homes for a similar group of clients over the past three
years.
b) Does the applicant have a purchase option on the property, letter of support
from the property owner, or some other assurance that the property is available
for acquisition? The building was listed with the Multiple Listing Service until
September 29, 2008. An offer to purchase contingent on the award of CDBG
funds and the environmental review has been made and accepted, with a
promissory note in lieu of earnest money. No legal obligation to purchase has
been made. The property is not currently listed for sale.
c) Does the project require temporary or permanent relocation? The house is
vacant. No one will be displaced. We will be remodeling within the current
house footprint.
d) Describe relocation strategy for the project. Not applicable.
11
II
e) Does the project require land use approvals such as Site Review, Annexation,
Zone Change, Minor Land Partition, Demolition, or Conditional Use Permit? No.
t) Has a pre-application been completed with the Ashland Planning Department?
No.
g) What is the condition of any improvements on the property, and what is the
expected life of the property? The house was built in 1972, and has been well
maintained. We expect the house to last at least 40 more years, and up to 100
years.
h) Describe commitment of project funding from other sources. Project funds
for supplemental costs are available once the residence has been purchased.
Operating expenses at roughly $40,000 per month will come from Medicare
through Jackson County Developmental Disability Services.
14) Indicate whether the project will have any negative impacts on historic or
architecturally significant properties or on the environment.
This property does not have historic significance. The entire subdivision was built 40
years ago from farmland. Our rehabilitation will be restricted to the existing house
footprint. Environmental impacts of the remodel will be restricted to disposal of
demolition debris at Valley View Transfer Station and clean-up of paint products on site.
15) Please attach any other statistical data, letters of support, applicable
experience of the sponsor, and evidence of financial support from other funding
sources, or other material you believe will assist the City in its review of your
proposal.
Please see list of attachments following application
16) COBG Application Checklist (see pages 23-24). Attach Forms A, B, C, & D.
12
II
ATTACHMENTS
1) CDBG Application Checklist - 2 pp.
2) Form A-1: Housing Proposals - 1 p.
3) Form B-1: Uses of Funding - 1 p.
4) Form C: Sources of Funding - 1 p.
5) Form 0: Disclosure of Interests
6) . Board of Directors of Ashland Supportive Housing - 1 p.
7) Annual Financial Review - 14pp.
8) Year-End Financial Statement - 1 p.
9) Oregon Administrative Rules - 4pp. (excerpts)
10)Multiple Listing Service Report-1 p.
11)Title Report-12 pp.
12)3-Up Comparison Report - 4 pp.
'13)Seller's Property Disclosure - 5 pp.
14}Arm's Length Purchase Agreement - 1 p.
15)Work Estimate - 1 p.
16)Remodel Sketch - 2 pp.
17)Letter of Support - Rep. Peter Buckley
18) Letter of Support
- Tony Mendenhall, JC Developmental Disabilities Program Manager
"
19)Letter of Support - Rosemary Dunn Dalton, LCSW
---rr-T---
In order to determine compliance with all applicable HUD regulations and to help
to ensure that projects will be eligible for COBG funding, the City of Ashland will
need to address all HUD requirements. The purpose of this checklist is to point
out areas where potential problems could arise. Obviously, this is a
comprehensive list, which must evaluate a wide array of different kinds of
proposals. Therefore, not every item will be applicable to every project. Please
fill it out entirely indicating all items which are not applicable and include it
as part of your proposal application.
x
x
x
x
x
X
x
'~JaB1f: '.,r.. " " ,'.', ~
1. Has a location for the project been selected?
2. Is the proposed project within the Ashland City
limits?
3. Does the proposed project meet local zoning and
land use laws?
4. Are any land use permits such as a Site Review,
partition, annexation or Conditional Use Permit
re uired?
5. Have these approvals been obtained?
6. Does the project comply with current building code
ra uirements?
7. Does the project meet handicapped accessibility
requirements? Upon project completion
x
X
X
x
x
x
x
--,,-r ---
i{~tr.~lify.Jtq"~mll_il'C~!. ,.'
1. Is the project located in the 1 DO-year floodplain?
2. Is a wetland located on the project site?
3. Has any environmental contamination been identified
on the fo'ect site?
4. Has asbestos been identified on the project site?
5. If project involves an exiting structure, was it built
1-978 or earlier? If ear built is known, lease s eci .
6. Is the proposed project located on a major arterial or
near the railroad?
7. Is the proposed project located adjacent to an above
round flammable stora e tank?
8. Does the proposed project involve a structure that is
50 ears or older?
9, Will the applicant complete a Phase I environmental
review u on receivin a COBG award?
....:......::...
1. Does the project involve construction over $2,000 in
cost?
2. Will the project trigger Davis-Bacon wage
re uirements?
3. Will the project trigger BOLl wage requirements?
4. Does the project involve over $15,000 in City
awarded rants or contracts?
'. ,.. }.~~~:ll.Di.jjtf:" ':""?"~.'ltc~'::~j
1. Will tenants be displaced by the project?
2. Will a business be displaced by the project?
3. Will housing units be demolished or converted?
J] ~~@~ti\;~fJ j:t.f:"W;~ ';~~~ ;~lf.l.r~;{{!.[~?[;~t'i
X
X
X
x
X
1972
X
x
X
X
X
X
x
X
X
1. Does the applicant own the property by fee simple
title?
2. Are taxes on the property current?
3. Is insurance current?
X
X
X
4. What is the current debt against the property?
5. What is the current use of the property? SR1.75
6. Has an appraisal on the property been conducted?
If yes, what is the assessed value of the property?
*Market Anal sis attached
X
~_~--"nr-~-
Form A-1
To be completed for Development or Rehabilitation Proposals
o tion 10/9/2009 10/14/2008
Site A uisition 12/21/2008 01/10/2009
Plan Development 10102/2008 01/10/2009
Pre-a Iication N/A
land Use Ap roval N/A
Construction Plans 1 0/02/2008 01/31/2009
Final Bids 1 0/0212008 01/31/2009
Contractor Selection 1 0/02/2008 01/31/2009
Buildin Permits 11/19/2008 01/31/2009
Local: CDSG 10/02/2008 10/17/2008
State: "On the Move" program 12/01/2008 01/31/2009
for housing rehabilitation;
Com 300; DD57 funds
federal N/A
Non- overnment N/A
Other: GRO/OTAC 12/01/2008 01/31/2009
Construction Upon release of funds, 03/31/2009
01/31/2009
Certificate of Occu ancy 03/31/2009 05/01/2009
Please provide your best (realistic) date estimates regarding the project
schedule
--rr--r -
. Form B-1
To be completed for Development or Rehabilitation Proposals
Uses of Funding
Housing Proposals
Land $300,000 $300,000
Improvements $ 85 135 $ 45,000 $ 40,135
Liens and other Taxes $ 1,991 $ 1,991
Closing costs $ 1,647 $ 1,647
Off-Site costs N/A
Other
SUBTOTAL $388,773 . $345,000 $ 43,773
Land Use Approvals N/A
Building Permits/fees $ 1,300 $ 1,300
(Include Engineering and
Community Development Fees)
System Development Charges To be
(SOCs) determined
Relocation Costs N/A
Environmental Report I Lead $300 $300
Based Paint Clearance
Soils Report N/A
Survey N/A
Marketing N/A
Insurance N/A
Site Clearance and Grading N/A
Pre-Development Conceptual N/A
Plannin
Other N/A
r7'~~~'(~n')'X~~T.;'""s:;:,,~~(~~~,,~:q'?:'TI~~';'10~-~1'Z:~Z',"i~n;::?'"~~;~~R$'~~fr;'?~'\'~~:;::~~~~;d~~0~m1~~~
l~:~F~ y.te > J;~iE(;;t-(, . ;?.&;;:.~",i,f:.i;:.;Z&:,~~~,,;~;?(~D~ ;~~>)~~'-';'[,;~~~;; i.:~~~{;it,-'1~t-; ~~, ~;:;,f1:1f~g~~2&-:d:;$r2.~ ~~~tt~~;.,k'ffi~~j"'""
Roads N/A
Sidewalks N/A I
Utilities N/A
~!-~ft~I~~--]~~~~;:f1!:~:~~,jy~~~~~~~~:~~~~~~~~~~~
Architectural/Engineering
Legall Accounting
Appraisals
Lender fees
Construction Loan
Permanent Loan
.Tax Credit Fees
Developer Fee
Consultant Fee
Other
N/A
N/A
$ 450
N/A
N/A
N/A
N/A
N/A
N/A
N/A
$ 450
II 1----
Form C
SQURCE(S) OF FUNDS FOR OPERATING EXPENSES WORKSHEET
Completeness of this worksheet establishes the capacity of the organization to
sustain the operations of the program(s).
Federal Grants
COBG
State Grants
OTM, Comp300,
GROIOTAC
$345,000
$ 40,135
"must be
accessed
after CDBG
award
Local Grants
Non Governmental
Grants
Donations/G ifts
Applicant
Contribution
Program Income
ASH to fill
funding gaps
as needed
To be determined
per Individual client
needs; app, $10,000
er client
05/31/2009
Loans
Other (specify)
Other (specify)
Please provide a description the timeline of loan and grant application dates as
related to the proposed project. Specifically, for any tentative funding sources
please provide application dates, award dates and funding availability dates.
Upon award of COSG funds, ASH will begin to apply for DO 57 startup funds and
for GROIOr AC funds, This process should take approximately 2 months. We will
begin to accept client referrals at this time as well. We have two people identified
for services through the OTM project; funding will follow immediately upon client
acceptance. We will also accepting referrals from the Comp 300program, funds
from this program also follows client acceptance into the program"
II
Form 0
DISCLOSURE OF INTERESTS
To assist the City of Ashland in determining whether there may be a potential
conflict of interest related to the expenditure of Community Development Block
Grant funds we request the following information be provided by applicants:
ORGANIZATION NAME:
Ashland Supportive Housing and Community Outreach
Organization is: 1. Corporation ( )
2. Non-Profit 501 C3 ( x)
3, Partnership ( )
4. Sole Owner ( )
5. Association ( )
6. Other ( )
DISCLOSURE QUESTIONS
If additional space is necessary, please attach a separate sheet.
1, State the names of each "employee" of the City of Ashland having a financial or personal
interest In the above mentioned "organization" or project proposed.
Name, Job Title and City Department
_N/A
2. State the name(s) of any current or prior elected or appointed "official", of the City of Ashland
having a potential "financial interest" in the organization or project.
Namerritle
_N/A
3. Provide the names of each "board member" of the Organization seeking COSG funding
Name Board, Commission, or Committee (may be attached as a separate Sheet)
1_see attached sheet
2
3
4
5
6
7
8
9
10
11
12
additional
If the applicant has provided names in question 1 or 2, please provide details
regarding any known potential conflicts of interest in an attached narrative,
II
BOARD OF DIRECTORS - ASHLAND SUPPORTIVE HOUSING
Midge Binnewies .. President
4884 Highway 66
Ashland, OR 97520
Retired Special Education Teacher
Amy Crumme Korth - Vice President
1566 E. Nevada 5t
Ashland, OR 97520
Cafeteria Manager, Helman School
Mildred Buck.. Treasurer
1001 Oneida Circle
Ashland, OR 97520
Agency founder; Parent of resident
Mia Driscoll.. Secretary
365 Kent Street
Ashland, OR 97520
Teacher, Helman School
Tom Dalton
2589 Rosewood Street
Medford, OR 97504
Agency founder
Sales Representative: PayMaster Postal Equipment
Janel Salazar
225 Gangnes Drive
Talent, OR 97540
DHS Communications Office
Autism Policy Advisor: Rep. Peter Buckley
Donna Converse
790 Glendale Ave,
Ashland, Oregon 97520
Retired School Teacher
Chris Hince
832 Michelle St.
Ashland, OR 97520
Staff Representative:
Stephanie Kwiatkowski
Lead Staff, Pinel House Group Home
7/2008
(541) 552-1621
midaebinn@msn,com
(541)482-1843,778..2402
kezI3@aol.com
(~1) 482..3290
mmbuck1 001@aol.com
(541) 482..4857
(541) 779..2642
(541) 324.6660
ianel@miahtv.net
(541) 482..5628
con verse (Q>.so u .edu
(541) 488..2322
hincechris@vahoo.com
(541) 301..1629
II I --- -----
ASIaAND SUPPORTIVE HOUSING AND COMMUNITY OUTREACH, INC.
FINANCIAL STATEMENTS
YEARS ENDED JUNE 30, 2008 and 2007
~T---
JEFF REHBEIN CPA
690 FRONT STREET
CENTRAL POINT, OR 97502
(541) 664-2429 Jeff@RehbeinCPA.com
October 15,2008
To the Board of Directors
Ashland Supportive Housing and Community Outreach, Inc.
Ashland, Oregon
Dear Directors:
I have reviewed the accompanying statement of financial position of Ashland Supportive
Housing and Community Outreach, Inc. (a non-profit corporation) for the year ended
Jooe 30, 2008 and the related statements of activities, functional expenses, and cash flows
for the year then ended in accordance with Statements. on Standards for Accounting and
Review Services issued by the American Institute of Certified Public Accountants. All
information included in these financial statements is the representation of the managers of
Ashland Supportive Housing and Community Outreach, Inc.
A review consists principally of inquiries of the organization personnel and analytical
procedures applied to fmancial data. It is substantially less in scope than an audit in
accordance with generally accepted auditing standards, the objective of which is the
expression of an opinion regarding the fmancial statements taken as a whole.
Accordingly, I do not express such an opinion.
Based on my review I am not aware of any material modifications that should be made to
the accompanying finan~ial statements in order for them to be in conformity with
generally accepted accounting principles.
The 2007 financial statements of Ashland Supportive Housing and Community Outreach,
Inc. were reviewed by other accountants, whose report dated February 14, 2007, stated
that they were not aware of any material modifications that should be made to those
statements.
Sincerely,
?~
Jeff Rehbein CPA
-----rr-T--
See Accompanying Notes and Accountanfs Report.
IIT-~- ~~-
ASHLAND SUPPORTIVE HOUSING AND COMMUNITY OUTREACH, INC.
STATEMENT OF ACTIVITIES
Year Ended June 30, 2008 and 2007
2008 2007
Public Support:
Jackson County Mental Health Division $ 815,559 $ 763,648
United Way 2,768 2,823
Total public support 818,327 766,471
Revenue:
Client room and board 88,056 94,732
Contributions 4,840 127,926
Grants 8,233
Rent income 7,500
Investment income 18,215 17,056
Gain on sale of assets 80,640
Realized loss on investments (5,055)
Net unrealized gain (loss) on investments (26,893) 18,621
Total Revenue 91,718 342,153
Total public support total revenue 910,045 1,108,624
Expenses
Pinel Home 285,875 257,497
Miller Home 227,125 214,119
Undley Home 237,070 220,145
Nursing Home 1,038 8,005
Brokerage/Community Outreach 5,298 14,160
Administration and fundraising 153,038 139,313
Total Expenses 909,444 853,239
Increase in net assets 601 255,385
Net assets.. beginning of year 1,198,613 943,228
Net assets .. end of year $ 1,199,214 $ 1,198,613
See Accompanying Notes and Accountant's Report,
II
ASHLAND SUPPORTIVE HOUSING AND COMMUNITY OUTREACH, INC.
STATEMENT OF FUNCTIONAL EXPENSES
Year Ended June 30,2008
Pinel Miller Lindley Nursing Brokeragel Administration
Home Home Home Home Outreach and fundraising Total
Salaries $ 186,584 $ 147,194 $ 155,202 $ 711 $ 1,176 $ 72,249 $ 563,116
Payroll tax expense 16,865 14,830 14,880 300 102 9,225 56,202
Total personnel costs 203,449 162,024 170,082 1,011 1,278 81,474 619,318
Advertising . 486 168 168 168 990
Client activities 1,143 1,362 705 3,210
Client medical supplies 313 389 336 50 1,088
Depreciation 9,089 3,673 8,143 1,759 8,293 30,957
Dues and subscriptions 276 269 178 680 1,403
Employee benefits 36,644 23,760 28,167 8,594 97,165
Food 13,391 12,650 12,761 268 39,070
Fundraising 392 392
Household supplies 1,644 1,619 2,276 49 5,588
Insurance 2,715 2,715 2,715 2,327 10,472
Interest 13,916 13,916
Meals and entertainment 231 232 231 585 1,279
Occupationalheaffih 383 427 269 9 58 1,146
Office supplies 580 662 593 1,978 3,813
Professional development 810 1,550 250 490 3,100
Professional fees 2,569 2,088 869 7,745 13,271
Rent 9,358 9,358
Repairs & maintenance 2,494 2,374 1,655 1,107 7,630
Special events 280 (710) (1,150) 2,241 39 700
Tax and licenses 73 3,360 43 7,145 10,621
Telephone 895 688 984 11 2,526 5,104
Travel 3,097 2,399 2,315 27 2,108 9,946
Utilities 5,313 5,426 5,480 3,688 19,907
$ 285,875 $ 227,125 $ 237,070 $ 1,038 $ 5,298 $ 153,038 $ 909,444
See Accompanying Notes and Accountant's Report,
II
ASHLAND SUPPORTIVE HOUSING AND COMMUNITY OUTREACH, INC.
STATEMENT OF FUNCTIONAL EXPENSES
Year Ended June 30, 2007
Pinel Miller Lindley Nursing Brokeragel Administration
Home Home Home Home Outreach and fund raising Total
Salaries $ 165,338 $ 138,238 $ 140,647 $ 6,849 $ 7,360 $ 63,345 $ 521,m
Payroll tax expense 17,533 14,949 15,396 848 1,090 5,472 55,288
Total personnel costs 182,871 153,187 156,043 7,697 8,450 68,817 577,065
Advertising 1,908 683 683 21 3,295
Client activities 588 1,056 312 2,191 4,147
Client medical supplies 499 155 237 28 100 1,019
Depreciation 8,661 3,500 7,760 1,676 7,903 29,500
Dues and subscriptions 221 581 102 1,112 2,016
Employee benefits 29,966 22,512 23,538 8,625 84,641
Food 11,876 12,575 10,680 161 35,292
Fundraising 774 774
Household supplies 1,359 1,354 1,858 4,571
Insurance 3,075 3,075 3,075 1,933 11,158
Interest 21,915 21,915
Meals and entertainment 123 98 98 729 1,048
Occupational health 713 363 519 25 55 1,675
Office supplies 328 2n 373 2,690 3,668
Professional development 1,230 245 1,475
Professional fees 375 375 375 8,975 10,100
Rent 3,300 9,356 12,656
Repairs & maintenance 2,531 3,454 6,655 626 13,266
Telephone 1,564 569 794 28 2,036 4,991
Travel 1,618 2,229 2,221 308 1,762 1,969 10,107
Utilities 7,991 4,776 4,822 1,271 18,860
$ 257,497 $ 214,119 $ 220,145 $ 8,005 $ 14,160 $ 139,313 $ 853,239
See Accompanying Notes and Accountanfs Report
ASHLAND SUPPORTIVE HOUSING AND COMMUNITY OUTREACH, INC.
STATEMENT OF CASH FLOWS
Year Ended Jun~ 30, 2008 and 2007
2008 2007
Cash flows from operating activities:
Increase in net assets $ 601 $ 255,385
Adjustments to reconcile increase in net assets
to net cash provided by operating activnies:
Depreciation 30,957 29,500
Gain on Disposal of assets (80,640)
Realized loss on sale of investments 5,055
Net unrealized loss (gain) on investments 26,893 (18,621)
(Increase) decrease in:
Accounts receivable 1,522 (11,530)
Prepaid expenses (1,299) (1,984)
Employee advances 3,942 (1,834)
Increase (decrease) in:
Accounts payable 3,343 ( 1,307)
Deposits and fees payable (582) 582
Accrued payroll 1 ,123 3,262
Accrued vacation 5,267 6,784
Net cash provided by operating activities 71,767 184,652
Cash flows from investing activities:
Purchase of fixed assets (22,639) (62,398)
Purchase of investments & reinvested earnings (23,241) (101,073)
Proceeds from sale of fixed assets 80,640
Proceeds from sale of investments 90,000 30,403
Net cash provided (used) by investing activities 44,120 (52,428)
Cash flows from financing activities:
Payments on city of Ashland Note (3,O10)
Payments on Premier West Note (92,391 ) (125,000)
Net cash used by financing activities (92,391 ) (128,010)
Net increase in cash 23,496 4,214
Cash, beginning of year 71,899 67,685
Cash, end of year $ 95,395 $ 71,899
Supplemental Schedule of Financing Transactions:
Cash paid during the year for interest $ 13,916 $ 21,915
See Accompanying Notes and Accountant's Report.
TrT
ASHLAND SUPPORTIVE HOUSING AND COMMUNITY OUTREACH, INC.
Notes to Financial statements
June 30, 2008
Not~ 1 ~ Si2~ificant Accountintz Policies
Organization and nature of activities
Ashland Supportive Housing and Community Outreach, Inc., located in Ashland, Oregon,
is a not-for-profit corporation organized under the internal Revenue Code Section
502( c )(3) in April 1982 under the laws of the State of Oregon, The mission of the
organization is to assist mentally handicapped adults to achieve the potential to live as
independently as they are able by providing life enrichment program for community access
to respond to the residents' needs and interests to function and interact with the
community
Funding sources are Jackson County Community Htunan Services Department and private
donations.
Basis of presentation
The fmancial statements of Ashland Supportive Housing and Community Outreach, Inc.,
have been prepared on the accrual basis of accounting. The significant accounting policies
followed are described below to enhance the usefulness of the financial statements to the
reader.
The Organization follows the provisions of the Financial Accounting Standards Board in
its Statement of Financial Accounting Standards (SFAS) No. 117, Financial Statements of
Not-for-Profit Organizations. SF AS No. 117 establishes standards for external financial
statements of not-for-profit organizations and requires a statement of financial position, a
statement of activities, and a statement of cash flows.
Cash and cash eauivalents
For purposes of the statement of cash flows, the Organization considers all cash and other
highly liquid debt instrwnents with an original matwity of three months or less to be cash
equivalents.
Contributions
The Organization follows the provisions of SF AS No. 116, Accounting for Contributions
Received and Contributions Made. In accordance with SF AS No. 116, contributions
received are recorded as unrestricted, temporarily restricted, or permanently restricted
support depending on the existence and/or nature of any donor restrictions. It also requires
recognition of contributions, including contributed services meeting certain criteria, at fair
values.
See Accompanying Accountant's Report
- ..T
ASHLAND SUPPORTIVE HOUSING AND COMMUNITY OUTREACH, INC.
Notes to Financial Statements
June 30, 2008
Note 1.. Sie:oificant Accountin2 Policies (continued)
Contributions
The Organization follows the provisions of SF AS No, 116, Accounting for Contributions
Received and Contributions Made~ In accordance with SFAS No. 116, contributions
received are recorded as llllfestricted, temporarily restricted, or permanently restricted
support depending on the existence and/or nature of any donor restrictions. It also
requires recognition of contributions, including contributed services meeting certain
criteria, at fair values. '
Accounts Receivable
ACCOWlts receivable are monies due from Jackson COWlty Community Human Services
Department, residents and brokerage activities. At June 30, 2008, all receivables are
considered collectible by the Organization.
Donated material and services
Donated materials and equipment are reflected as contributions in the accompanying
statements at their estimated values at the date of receipt. No amonnts have been
recognized in the statement of activities for donated services because the criteria for
recognition under SF AS No. 116 have not been satisfied.
Fnnctional allocation of expenses
The Organization allocates its expenses on. a functional basis among its programs and
support services. Expenses that can be identified with a specific program and support
service are allocated directly according to their natural expenditure classification. Other
expenses that are common to several functions are allocated by various statistical bases.
Use of estimates
Management uses estimates and assumptions in preparing its financial statements. Those
estimates and assumptions affect the reported amounts of assets and liabilities, and the
reported revenue and expenses. Actual results could vary from the estimates that were
used.
Support
All contributions received are considered to be available for unrestricted use unless
specifically restricted by the donor
See Accompanying Account's Report
--------" I
ASHLAND SUP~ORTIVE HOUSING AND COMMUNITY OUTREACH~ INC.
Notes to Financial Statements
June 30, 2008
Note 1 - Sif!llificant Accountin2 Policies (continued)
Income tax status
Ashland Supportive Housing and Community Outreach~ Inc. has qualified under an
advanced ruling as a tax-exempt organization under section 501 (a) of the Internal
Revenue Code as an organization described in section 501(c)(3). Therefore, no provision
for federal income taxes has been included in these financial statements,
Furniture. equipment. and improvements
Furniture, equipment, and jrnprovements are stated at cost or, if donated, at the fair
market value at the date of the donation. For financial reporting purposes the costs of
furniture, equipment, and improvements are depreciated over the estimated useful lives of
the assets using the straight-line method, with a half of a year's depreciation recognized in
the years of acquisition and disposal. The costs of additions and improvements which
substantially extend the useful life of assets are capitalized. Repair and maintenance costs
'are charged to expense. Prior to July 1, 1989, the entity did not record its capital assets or
the related depreciation. Certain assets are recorded at estimated cost. It is not felt that
the use of these estimates has a substantial impact on the financial statements as the assets
involved were substantially fully depreciated at July 1, 1989. Assets acquired subsequent
to June 30, 1989 are recorded at cost if purchased or at fair market value if donated.
Depreciation is recognized using the straight-line method.
Investments
Investments are stated at the readily determinable fair market value in accordance with
Statement of Financial Accounting Standard No. 124 Accounting for Certain Investments
Held by Not-for-Profit Organizations. Unrealized gains and losses are included in the
change in net assets in the accompanying statement of activities,
Advertising
Advertising costs are changed to expense as incurred, The Organization's advertising
costs for the year ended June 30, 2008 was $990.
Note 2 - Accrued vacation
Accrued vacation represents the entity's liability for the cost of unused employee vacation
payable in the event of employee termination.
See Accompanying Account's Report
----IT T
ASHLAND SUPPORTIVE HOUSING AND COMMUNITY OUTREACH, INC.
Notes to Financial Statements
June 30, 2008
Note 3 -Short- T enn Investments
The short-term investments consist of the following:
Money Markets funds
$31,170
Note 4 -LOD2- Term Investments
The long-term investments consist of the following:
Calamos Growth & Income
Calvert Income Fund
Franklin income Fund
Oppenheimer International
INO Group
Thornberg Investment
The Bank of New York
Federal Home Loan Mortgage
Lafayette annuity
P Plus for GE
Wachovia PFD FWlding HLDG
$29,099
14,219
9,951
9,001
28,054
24,085
23,527
9,512
25,626
27,168
22.980
$223.222
Note 5 - Inventorv
Inventory consists of food which is valued at the first-in first-out method and represents
approximately % weeks worth of foo~ and kitchen utensils at a level amount unless there
are significant changes in its components. Replacements for broken items are expensed
as incurred.
See Accompanying Account's Report
III
ASHLAND SUPPORTIVE HOUSING AND COMMUNITY OUTREACH, INC.
Notes to Financial Statements
June 30, 2008
Note 6 - Land.. Buildin2S and EQuipment
A summary of property, furniture and equipment at June 30, 2008 is as follows:
Accumulated depreciation
.
$ 357,746
825,695
62~ 720
1,246,161
(212,587)
$1.033.574
Land
Buildings and improvements
Furniture and equipment
Depreciation expense for the years ended Jooe 30, 2008ad 2007 were $30,957 and
$29,500 respectively.
Note 7 - LODi!: Term Debt
Notes payable consists of the following:
Note payable with Premier West Bank,
Payable in monthly installments
of $1,113 including interest at the rate
of 7.75% Secured by real property.
$132.609
Note 8 - Fundraisine: expenses
The Organization's fundraising expenses consist of an annual mailing. The expenses
associated with the mailing are immaterial to the organization's overall expenses. The
expenses are presented as a lint item within the Administrative costs on the Statement of
Functional Expenses.
Note 9 - Leases
The organization leases office space on a month -to month basis.
See Accompanying Account's Report
------.r-T
ASHLAND SUPPORTIVE HOVSlNG AND COMMUNITY OUTREACH, INC.
Notes to Financial Statements
June 30, 2008
Note 10 - Concentration of Credit Risk
The organization maintains cash balance at financial institutions located in Southern
Oregon, The Federal Deposit Insurance Corporation up to $100,000 insures accounts at
the institutions. At June 30, 2008 the Organization had no uninsured balances.
Investments are held at Raymond James and Lafayette Insurance. The investment is
protected by Security Investors Protection Corporation (SPIC), which protects such
assets up to a maximwn of $500,000, of which $100,000 may be cash. Although there
exist the possibility of loss, the Trustees believe the protection provided is reasonable.
. See Accompanying Account's Report
--rrr
Ashlnc Year End Financial Statement 2007-2008
2007 -2008 2007 -2008 2007 -2008
Revised Revised Difference Year to Date Difference Year to
Budget Budget Actual June 08 One Month Actual Date
Income One year One Month
Mental Health 857,580.00 71,465.00 74,207.33 (2,742.33) 815,559.06 42,020.94
R&B 87,970.00 7,330.83 7,420.50 (89.67) 88,056.00 (86.00)
Brokerage (335.43) 335.43
Grants
Food Stamps 3.300.00 275.00 224.00 51,00 3,482.21 (182.21)
Contributions 2,520.00 210.00 400.00 (190.00) 4.595.00 (2.075,00)
Community Access 2,520.00 210.00 218.87 (8.87) 2,767.58 (247.58)
Rent Income 2,500,00 5,000.00 (5,000.00)
Total Income 953,890.00 79,490.83 84,970.70 (5,479.87) 919,124.42 34,765.58
Expenses
Advertising 4,000.00 333.33 333.33 991.54 3,008.46
Special Events 1,500.00 125.00 125.00 752.77 747.23
Client Activities 3,000.00 250.00 523.83 (273,83) 3,156.22 (156.22)
Client Medical 2,700.00 225.00 246.20 (21.20) 1,088.52 1,611.48
Dues & Subscriptions 2,700.00 225.00 89.97 135,03 1,313.80 1,386,20
Food 43,200.00 3,600.00 4,059.97 (459.97) 42,552.24 647.76
Insurance 11,000.00 916.67 916.67 10,469.97 530.03
Interest 21,000.00 1,750.00 1,025.95 724.05 13,916.40 7,083.60
Employee Benefits 106,800.00 8,900.00 8.541.98 358.02 97,165.01 9.634.99
Household Supplies 5.500.00 458.33 429.44 28.89 5,587.29 (87.29)
Office Supplies 3,800.00 316.67 471.65 (154.98) 3,812.21 (12.21)
Occupational Health 2,000.00 166.67 135.17 31.50 1 ,146.17 853.83
Payroll 572,600.00 47,716.67 47,875.69 (159.02) 557,848.35 14,751.65
Payroll Taxes 74,450.00 6,204.17 4,714.36 1,489.81 53,067.49 21,382.51
Professional Development 2,500.00 208.33 80.00 128.33 3,100,00 (600.00)
Professional Fees 9,520.00 793.33 650.00 143.33 12,935.00 (3,415.00)
Rent 9,360,00 780.00 833.00 (53.00) 9,358.00 2.00
Taxes & Licenses 3,000,00 250.00 157.02 92.98 9,487.99 (6,487.99)
Repairs & Maintenance 7,000.00 583.33 691.72 (108.39) 7,719.91 (719.91)
Telephone 5,000.00 416.67 435.19 (18.52) 5,275.53 (275.53)
Mileage Travel 6,000.00 500.00 439.48 60.52 4,645.28 1,354.72
Company Vehicles 9,200.00 766.67 440.45 326.22 5,301,29 3,898.71
Meals & Entertainment 1.200.00 100.00 1 00.00 1,279.40 (79.40)
Utilities 24,000.00 2.000.00 1,340.11 659.89 19,906.67 4,093.33
Fundraising 1.000.00 83.33 83.33 392.15 607.85
Total Expense 932,030.00 77,669.17 73,181.18 4,487.99 872,269.20 59,760.80
Difference 21,860.00 1,821.67 11,789.52 (9,967.85) 46,855.22 (24,995.22)
Capitol expense
Sprinkler System Miller 4,120.00 Total Capital Expenses: 34,639.97
New Roof Lindley 5,685.00 Total Operating Expenses: 872,269.20
Appliances 2,775.91 Total Expenses: $906,909.17
Screens & Decking Lindley 985.09
Copier Office 149.98 Revenue Total: $919,124.42
New Garage Door Miller 750.00 Expense Total: $906,909.17
Rewireing & New Windows Old Pinel 7.065.00 *Difference: $12,215.25
Sofa Miller 179.99 *to emergency repair/
Client furniture & Flooring 929.00 replacement fund
Vacancy Reserv~ 12,000.00
Total Capital Expenses: 34,639.97
---........
OREGON ADMINISTRATIVE RULES GOVERNING LICENSING OF HOMES FOR
DEVELOPMENTALLY DISABLED ADULTS
Stat. Auth. 9RS 410.070, 409.050
Stats. Implemented: ORS 443.400 _ 443.455
411-325-0140 Health: PhYsical Environment
(Adopted 1/1/2004)
(1) Clean and in good repair. All floors, walls, ceilings, windows, furniture
and fixtures must be kept in good repair, clean and free from odors. Waifs,
ceilings, and floors mUst be of such character to permit frequent washing,
cleaning, or painting.
(2) Water and sewage. The water SUPply and sewage disposal must meet
the requirements of the current rules of the Department of Human Services
goveming domestic water SUPply.
(3) Public Water SUPPly. A public water SUPply must be utilized if available.
If a non-municipal water source is used, a sample mUst be COllected yearly
by the provider, sanitarian, or a technician from a certified water-testing
laboratory. The water sample must be tested for coliform bacteria and
action taken to ensure potability. Test records must be retained for three
years.
4) Septic tanks or other non-municipal sewage disposal systems. Septic
~nks or other non-municipal sewage disposal systems must be in good
'orklng order. Incontinence gannents must be disposed of In closed
ontainers.
t Room temperature. The temperature within the residence must be
riota/ned within a nOrmal comfort range. During times of extreme summer
ht, the provider must make reasonable effort to keep individuals
C1forlab/e Using ventilation, fans, or air conditioning.
(6eat source Screens. SCreening for workable fireplaces and open-faced
hE3rs'must be provided.
(71ating and COoling devices. AIf heating and COoling devices mUst be
imed in accordance with current BUi/ding Codes and maintained in gOOd
wcg order.
(8)drails. Handrails must be Provided on all stairways.
Page 30 of 81
------111
f\1LS Agent Detail Report(293)
Page 2 of2 .
Client Detail Report
Area Ashland Street Address cambridge Status Off Market (411612008 or after)
m
Usting # 280660a
Coun . Jackson
Prop Type
Area
850 Cambridge Ashland. OR !1520
Residential
Ashland
3
2 (2 0)
1972
10051894
83'154
Beds
Baths{FH)
Year Built
Tax Act to
DOMlCDOM
TRS 39 1 E 5
See Additional Pictures
Usting Price: $315,000
PlOP Subtype(s)
Residential
Approx Square Feet 1182 Assessor
Pric:eISq Ft $266.50
lot Sq Ft (approx) 10454 ((Assessor))
Lot Acres (approx) 0,240
. . '. ,
Marketing Remar1c This tidy and tum--key 3 bedroom, 2 bath Quiet Village home is one of six that overlook the BilUngs Ranch, so the views
from the beautifully landscaped backyard are awesome! It sparkles inside with new paint and carpet. and in spring and summer the gardens
are full of lively coror. The newer fla gas furnace and Ale are desIgned for an acfdltlonal400 sq. I" and there's plenty of room on the .24 acre
lot to add on. The saltillo tile entry and fireplace hearth add some 'Charm, and skylights add even more Ught to an already bright home. This
comfortable home is move.ln ready'
Tax Years
Agency Yes
Represent
Taxes 2053.00
Tax Lot # 8100
Generallnfonnation
Pre. 1978 Yes
Zoning R-1-.5
Subdivislon/Dev. Quiet Village
Terrain level
Government No
Sides
Middle School JA Ashland
Fann & Ranch Features (Optiona
Style Single Story
Exterior Wood
Substructure Crawfspace
Heat Source Natural Gas
Air Conditioning Central
Water Public (City)
Improvments Shed
Subsection
CC&R
Under
Construction
Flood
Sign
Secluded
Elementary
School
High School
Construction
Foundation
Par1cing
Heat Type
Sewer
Roof
Landscaping
Interior
Exterior
Features
Appliances
Street
Possession
Deck, patio, Cable lV Available, Paved
Driveway
Dishwasher, Range/Oven
Public, Paved
Close of Esorow
Floor
Power Source
V"IeW
Presented By:
Joelle Harrell
Primary:
Secondary:
Other:
2007.2008
AA
No
No
N/A
Yes
No
JA Helman
JA Ashland
Frame
Continuous Concrete
TWo Car, Garage, Attaohed
Forced Air
Public (City)
Composition
Fence - Partial, Garden, Lawn - Partial, Sprinkler
-An
Alann - Smoke, All Window Treatment, Attic Fan,
Rreplace, Mstr Bed 1st Floor
Carpet, Tile - Ceramic, Vinyl, laminate
Public Utility
Territorial, Mountains
Cottage Industries
323 Mae Street
Medford. OR 97504
541-292-0584
Fax': 541-24S.1989
E-maIl: joelleharreU@yahoo,oom
Web Pa e:
Featured properties may not be listed by the office/agent presenting this brochure.
AlllnformaUon herein has not been verified and is not guaranteed.
Copyright @2008 Rapattoni Corporation. All rights reserved.
October 2008
. . ...t. , -
~'_ '~:fii.i~;
..;" ~.....'t
...
-
~
1" 11., 1'l(\()O
~~-~----rr,
502 West Main Street, Suite 103
Medford, Oregon 97501
Phone: (541 )773-1711
, Fax: ( 541) 773-7364
Consumer Information Report
Oct 16,2008
Prepared for:
Attn:
E-Mail:
Cottage Industries
Joelle Harrell
JoelleHarrell(Ci)yahoo.com
Property
Address:
850 cambridge Street
Ashland, Oregon 97520
Owner:
Crowley, Nancy
Prepared By:
SAMANTHA RITCHIE
Thank you for the amtidence you have placed in us. We appreciate the opportunity to serve you. Please call us
with any questions,
This title information has been furnished, without charge, in oonformance with guidelines approved by the
State of Oregon Insurance Commissioner. The Insurance Division cautions that Indlsaiminate use only
benefiting intermediaries will not be permitted. No liability is assumed for any errors in this record.
Ticor Title
- Proudly Serving Oregon Since 1908-
The following information contains restricted. confidential, and/or personal private information intended only for the designated
recipient. "you are not the designated recipient please ensure direct delivery. "you have received this communication In error,
please notify us immediately at the number listed above.
PDF created with pdfFactory trial version www.odffactory.com
--liT
Details for account number 1-005189-4
Page 1 of2
Navigation
MaD TL Seauence
Assessment Info for Account 1';005189-4 Map 391 E05AA Taxlot 8100
Report For Assessment Purposes Only Created October 16, 2008
I Account Info I Tax Year 2008 Info I I Land Info I
IAccount 111.005189-4 IT ax Report II .. ITax Co~e II~ I
IMap 11391E05AA 8100 IAcreage 110.24 I
I
Taxlot Tax Code 5-01 I l.9.WD9
IOwner IICROWLEY NANCY ITax Type IIDue Date IIAmount
I &M
ISltus Address IAdvalorem 1111/15108 11$2.101.31 I Land Class
1850 CAMBRIDGE ST ASHLAND R ITax Rate II 15.347 I UNK 0.24Ac
CROWLEY NANCY IDistrict Rates II ~ I~~..l 11101
Mailing Address 902 PATTON LN IDistrlct Amounts II ~ IStat Class 11131
ASHLAND OR, 91520 IUnit ID 11196009.1
IAppraiser 1174 I ITax Rate Sheet II - IMalntenance Area 112
INeighborhood 11000
IStudy Area 1103
IAccount Status IIACTIVE
ITax Status IIAssessable
ISub Type IINORMAl
I Sales Data (AS 400)
I Last Sale II Sale Date " Instrument Number II Sales History
I $107,000,00 II 7/1511992 II 1R92-20831 ~ II ..!iIH1~ I
lBValue Summary Detail ( For Assessment Year 2008 ) I
! 13 Market Value Summary (For Assessment Year 2008) I
I Code Area II Type II Acreage II RMV II M5 II MAV \I AV I
I 5-01 II LAND II 0.24 II $ 228,990 II $ 228,990 II $ 68,250 II $ 68,250 I
I 5-01 II IMPR II 0,00 II $106,160 II $106,160 II $ 68,670 II $ 68,670 I
Ivalue History --.JI TO~I:II $ 335,150 II $335,150 II $ 136,920 II $136,920 I
I Improvements
BI ., I~I Year II EffYear I~I . II Type 181 % Complete II
Site BUddmg # Area Built Built Class Description
DDLJrm ILJLJIOne ~o~ IIResldence ILJI 100% Ir-
~
I ~ Improvement Comments
I Appraisal Maintenance
III 2007 . INVENTORY REVIEW
I ElAccount Comments
2006-04-25 UPDATED IMPROVEMENT ADJUSTMENT EN MASSE>>> 2006-05.05 CONVERSION TO 2005 FACTOR BOOK. POTENTIAL
RMV CHANGE ONLY-NO EXCEPTION GENERA TED DUE TO THE CONVERSION. BEGINNING YEAR VALUE ADJUSTED TO REFLECT
2005 FACTOR BOOK>>> 11127/06 UPDATED LANDSCAPING #74>>> 5115/07: RECALCULATE EXCEPTION FOR 2007#135>>>
I 8 Exemptions I Special Assessments I Notations I Potential Liability I
INotations I
I Description II Tax Amount I Year Added I Value Amount I I
I II I I I I
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eel p cory la verSl n www.paCory.com
10/16/2008
---"'--T -
Details for account number 1-005189-4
Page 2 of2
jlRECALCULA TION
ICONVERSION TO 2005 FACTOR BOOK
I
II
II
BLocation Map
2008
2006
: I
I
I
;~:-:
,': . .".,
10/16/2008
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JACKSON COUNTY TAX COLLECTOR
JACKSON COUNTY COURTHOUSE
MEDFORD, OR 97501
(541) 774-6541
Pay online now with credit card or check
10/16/2008 4:00:40 PM
CROWLEY NANCY
902 PATTON LN
ASHLAND, OR 97520
Tax Account # 100.51894
Account Status Active
Roll Type Real Property
Situs Address 850 CAMBRIDGE ST. ASHLAND. OR
Lender Homecoming Financial
Loan # 137786817441436060
Property 10 0501 391 E05.AA.{)8100
Interest To Oct 16. 2008
Tax Summary
Tax Tax Total Current Interest Discount Original Due
Year Type Due Due Due Available Due Date
2008 ADVALOREM 2,038,27 2.101.31 0.00 63.04 2,101.31 Nov 15, 2008
2007 ADVALOREM 0.00 0.00 0.00 0,00 2,052.96 Nov 15, 2007
2006 ADVALOREM 0,00 0.00 0.00 0,00 1,892.84 Nov 15, 2006
2005 ADVALOREM 0.00 0.00 0.00 0,00 1,790.49 Nov 15, 2005
2004 ADVALOREM 0.00 0.00 0.00 0,00 1,765,02 Nov 15, 2004
2003 ADVALOREM 0.00 0.00 0.00 0,00 1,733.33 Nov 15, 2003
2002 AOVALOREM 0.00 0.00 0.00 0,00 1,678.68 Nov 15, 2002
2001 ADVALOREM 0.00 0.00 0.00 0,00 1.664.40 Nov 15, 2001
2000 ADVALOREM 0.00 0.00 0.00 0.00 1.635.04 Nov 15, 2000
1999 ADVALOREM 0,00 0.00 0.00 0.00 1,496.82 Nov 15,1999
1998 ADVALOREM 0,00 0.00 0.00 0.00 1,456.32 Nov 15, 1998
1997 ADVALOREM 0.00 0.00 0.00 0.00 1,442.97 Dee 15, 1997
1996 ADVALOREM 0.00 0.00 0.00 0.00 1,510.31 Nov 15, 1996
Total 2,038.27 2.101.31 0.00 63.04
Page 1 of 1
PDF created with pdfFactory trial version www.odffactorv.com
-~-~~--.-- . '--rr-,
Improvement Detail for 1-005189-4 Improvement ID 6768
Page 1 of 1
I
81 Building #
C]I 1\ 5..01 1[ili"[]1
Ilmprovement Comment:
11/27/06 UPDATED INVENTORY #74>>>
Description
II Type
IIResidence
II SqFt II % Complete
111,182 II 100 %
Description
IFIRST FLOOR 80.3 FB-2 FP-1
IGARAGE T-Attached F-Unfinlshed UFln - 528
I
I
I Description
ICONCRETE
IpORCH-WOOO-HVY COMP COVER
100CK-RWITREX-NO COVER
I
1 Code
10111
10121
10124
10125
10130
10131
10133
10134
10206
10216
10216
Floors
II Class II SqFt II Length x Width II Type of Heat
IQJI 1,182 II II FA/CENTRAL AIR
ICDI 528 II II
Improvement Accessories
II
II
II
II
Eff Year
Built
1972
1972
1972
IBI
I[}!UI
ID!]
I~
Quantity
Improvement Inventory
II Description II Size II Quantity
II SINGLE FP ICDI 1
II RANGE, DROP IN ICDI 1
" HOOD/FAN ICDI 1
II DISPOSAL ICDI 1
II lAVATORY ICDI 2
II TOILET ICDI 2
II SHOWER ICDI 1
II TUe/SHOWER ICDI 1
II FA/CENTRAL AIR I []ill]
1\ HEAVY COMP I []ill]
II HEAVY COMP I [ill]
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Sales History
Page 1 of 1
ORCATS Sales Data for Account 1..005189-4
o Records Found
! JV File I
Journal II Journal ~I Instrument II Instrument I~I 18
Voucher No. Voucher Date Date Number Fee Owner
Type Tax lot
I 1992-08761 II 08/0411992 I 7/15/1992 I 1992-20831 II WIL I 39~~~~AA I CROWLEY NANCY I S107,ooO.00'
I 1990-10250 II 10/10/1990 II 9/2611990 1990-24565 II WIl. , 39~~~~AA I CARPENT:R SUSAN IIS880000.00 I
I 1984-03137 II 03f08/1984 111/27/1984 1984-01351 1\ WQ. II 0 II THOMAS ANNE 11$58,500,00 I
I II I 1112ll/1980 I D BEDDARD DENNIS
1981-02401 12/0211980 1980.24377 o UROCHELLE L S58.500.00
THOMAS ANNE AGT
! JV History File
Journal Voucher No. I' Journal Voucher Date II Instrument Number Instrument Type JV Type II Vol Page
1992.08761 08/04/1992 II 1992-20831 WD 1 II .
1990-10250 10f10/1990 " 1990-24565 WD 1 II -
1984-03137 " 1984-01351 WD 1 " .
1981.02401 " 1980-24377 C 1 II -
1979.00843 II 1978-22438 tI 1 II -
PO
10/16/2008
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JACKSON COUNTY
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Map Maker
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10/7/2008
---rr- T -
MLS 3-Up Comparison (225)
Page I of 4
3-Up Comparison Report
Listings as of 10/17/08 at 10:13am Page 1
Property Type Residential Area Ashland Status Sold (4/19/2008 or after) Bedrooms 3.00 to 3,00 Total Bathrooms 2,00 to 2.00
Year Built 1960 year(s} to 1985 year(s)
Listing #
Property Type
Property SubType
Status
Street Address
City & ZIP
Area
Sq Ft (approx)
Lot Sq Ft (approx)
Lot Acres (approx)
T/RlS
Year Built
Beds I Baths (FH)
Original Price
Orlg PRlSF
Listing Date
Listing Price
List PRlSF
Sold Date
Selling Price
Sell PRlSF
Financing
DOM/CDOM
Bedroom 2
Bedroom 3
Bedroom 4
Bath 2
Bath 3
Exterior Features
Interior
Elementary School
Middle School
High School
Appliances
Foundation
Heat Source
Heat Type
Kitchen
Lot Dimensions
Laundry/Utility
Master Bedroom
Master Bath
Parking
Style
Air Conditioning
Exterior
Floor
Waterfront
Water
2802876
Residential
Residential
Sold
176 Jessica Ln
Ashland 97520
Ashland
1000
O,120approx acres{Assessor)
0.120
39 1E 4
1982
3 12(11)
259,900
259,90
03/28/08
259.900
259.90
05/16/08
250,500
250.50
CONV
17/17
Patio
Alarm ~ Smoke
JA Ashland
JA Ashland
Dryer, Refrigerator, Washer
Electric
Baseboard
One Car, Garage, Attached, Off
Single Story
Carpet, Vinyl
Public (City)
2723115
Residential
Residential
Sold
535 Rock St
Ashland 97520
Ashland
1238
O,160approx acres(Assessor)
0.160
39 1 E 5
1965
3 I 2 (2 0)
325,000
262.52
12/14/07
295,000
238.29
07/03/08
275,000
222.13
CONV
167/167
Sauna, Patio. Cable TV Availab
Alarm - Smoke, All Window Trea
JA Ashland
JA Ashland
Dryer, Range/Oven, Refrigerato
Slab, Continuous Concrete
Electric
Heat Pump
Two Car, Garage. Attached
Single Story
Heat Pump
Wood
Carpet, Hardwood, Vinyl
Public (City)
2802612
Residential
Residential
Sold
300 Sheridan St
Ashland 97520
Ashland
2214
0.100approx acres(Assessor)
0.100
39 1e 5
1979
3 I 2 (2 0)
339,900
153,52
03/19/08
328,900
148,55
07/22/08
310.000
140,02
CON V
72/72
Deck
Alarm. Smoke, Ceiling Fan, Db
Garbage Disposal, Range/Oven
Concrete Block, Slab
Natural Gas
Forced Air
Two Car, Garage, Attached
Two Story, Contemporary
Central, Window
Wood
Hardwood. Tile - Ceramic. Viny
Public (City)
Presented By.' Joelle Harrell / Cottage Industries
Featured properties may not be listed by the office/agent presenting this brochure.
All information herein has not been verified and is not guaranteed.
Copyright @2008 Rapattoni Corporation. All rights reserved.
htto://somls.raomls.comlscriots/mgraisDi.dl1? APPNAME=Sooregon&PRGNAME=MLS... 10/17/2008
----------- ----- ---rr-r -----
MLS 3-Up Comparison (225)
Page 2 of 4
3-Up Comparison Report
Listings as of 10/17/08 at 10:13am Page 2
Property Type Residential Area Ashland Status Sold (4/19/2008 or after) Bedrooms 3.00 to 3.00 Total Bathrooms 2.00 to 2.00
Year Built 1960 year(s) to 1985 ear(s)
Listing #
Property Type
Property SubType
Status
Street Address
City & ZIP
Area
Sq Ft (approx)
Lot Sq Ft (approx)
Lot Acres (approx)
T/R/S
Year Built
Beds I Baths (FH)
Original Price
Orlg PRfSF
Listing Date
Listing Price
List PR/SF
Sold Date
Selling Price
Sell PRlSF
Financing
DOM/CDOM
Bedroom 2
Bedroom 3
Bedroom 4
Bath 2
Bath 3
Exterior Features
Interior
Elementary School
Middle School
High School
Appliances
Foundation
Heat Source
Heat Type
Kitchen
Lot Dimensions
LaundrylUtillty
Master Bedroom
Master Bath
Parking
Style
Air Conditioning
Exterior
Floor
Waterfront
Water
2804505
Residential
Residential
Sold
1213 N Main St
Ashland 97520
Ashland
2084
O,210approx acres(Assessor)
0.210
39 1E 5
1961
3 12(20)
345,000
165,55
05/13/08
345.000
165,55
08/01/08
315,000
151.15
CONV
49/49
OxO Level: Main
OxO Level: Lower
OxO Level: Lower
Deck
Alarm - Smoke, ObI. Paned Wind
Dishwasher, Oven. Wall
Natural Gas
Forced Air
OxO Level: Main
OxO Level: Lower
OxO Level: Main
OxO Level: Main
Two Car, Garage, Attached
Two Story
None
Wood
Carpet. Hardwood, Vinyl
Public (City)
.... ... t"-
o .'~ '~~"-Ji"'~
~ ~ef~~~ ,"
~ p' ::"-t..~)
2603936
Residential
Residential
Sold
444 Courtney St
Ashland 97520
Ashland
1368
O,180approx acres(Assessor)
0,180
39 1 E 9
1968
3 I 2 (2 0)
355,000
259.50
05/01/08
336.000
245.61
08/05/08
318,000
232.46
EXCH
62/62
Deck
Alarm - Smoke, All Window Trea
Dishwasher, Dryer, Range/Oven,
Continuous Concrete
Natural Gas
Forced Air
Two Car, Attached
Two Story
Central
Wood
Carpet, Vinyl
Public (City)
<Y;' ?"1::r/ ~~ . ~ ....
'l}~~".. .
~..;"',.l.;~.... .t-
~~~\\.;~ ~
i_I~, ':
2801633
Residential
Residential
Sold
699 Glendale Ave
Ashland 97520
Ashland
1672
0.200approx acres(Assessor)
0,200
39 1E 14
1980
3 I 2 (2 0)
350,000
209,33
02122/08
335,000
200.36
06/12/08
326,000
194.98
CONV
82/82
Deck, Patio, Cable TV Availabl
Alarm - Smoke, All Window Trea
JA Ashland
JA Ashland
Garbage Disposal, Range/Oven,
Continuous Concrete
Electric
Heat Pump
Two Car. Garage. Attached
Single Story
Heat Pump
Other
Carpet, Wood, Tile - Ceramic
Public (City)
Presented By: Joelle Harrell / Cottage Industries
Featured properties may not be listed by the office/agent presenting this brochure,
All information herein has not been verified and is not guaranteed.
copyright@2008 Rapattoni Corporation. All rights reserved,
htto:/ /somls.rapmls.com/scripts/mgrQispi.dll? APPNAME=Sooregon&PRGNAME=MLS...
10/17/2008
-rr-T---
MLS 3-Up Comparison (225)
Page 3 of 4
3-Up Comparison Report
Listings as of 10117/08 at 10:13am Page 3
Property Type Residential Area Ashland Status Sold (4/19/2008 or after) Bedrooms 3.00 to 3.00 Total Bathrooms 2,00 to 2.00
Year Built 1960 year(s) to 1985 ea s
Listing #
Property Type
Property SubType
Status
Street Address
City & ZIP
Area
Sq Ft (approx)
Lot Sq Ft (approx)
Lot Acres (approx)
T/RlS
Year Built
Beds I Baths (FH)
Original Price
Orlg PRlSF
Listing Date
Listing Price
List PRlSF
Sold Date
Selling Price
Sell PRlSF
Financing
OOM/CDOM
Bedroom 2
Bedroom 3
Bedroom 4
Bath 2
Bath 3
Exterior Features
Interior
Elementary School
Middle School
High School
Appliances
Foundation
Heat Source
Heat Type
Kitchen
Lot Dimensions
Laundry/Utility
Master Bedroom
Master Bath
Parking
Style
Air Conditioning
Exterior
Floor
Waterfront
Water
2806631
Residential
Residential
Sold
358 Cherry Lane
Ashland 97520
Ashland
1064
O,170approx acres(Assessor)
0.170
39 1 E 5
1965
3 12(20)
337,000
316.73
07/14/08
337,000
316.73
08/15/08
337,000
316.73
CONV
6/8
OxO Level: Main
OxO Level: Main
OxO Level: Main
Patio, Handicap Friendly, Cabl
Alarm - Smoke, All Window Trea
JA Helman
JA Ashland
JA Ashland
Dishwasher, Dryer, Garbage Dis
Concrete Block
Natural Gas
Forced Air
OxO Level: Main
OxO Level: Main
OxO Level: Main
OxO Level: Main
Two Car, Garage, Attached. Off
Single Story, Ranch
None
Wood
Hardwood, Vinyl
Public (City)
2804219
Residential
Residential
Sold
897 Clay St
Ashland 97520
Ashland
1604
O,210approx acres(Assessor)
0,210
39 1E 14
1968
3 I 2 (2 0)
365.000
227,56
05/02/08
365,000
227.56
06/09/08
343,100
213.90
CONV
9/9
Two Car. Car Port, Attached. 0
Single Story, Ranch
Central
Public (City)
. ~. .. .' ~r~"
_,'I;:... r.~~
)-' - ,~. ~
...,c ~}n~:':'~~, -=. ,
;~" ,~ .;r,,' h~
2803312
Residential
Residential
Sold
2015 Mae
Ashland 97520
Ashland
1471
O,250approx acres(Assessor)
0,250
39 1E 14
1980
3 I 2 (2 0)
369.000
250.85
04/11/08
359,000
244,05
07/29/08
348.850
237.15
CONV
77/77
Patio, Paved Driveway
All Window Treatment. Ceiling
JA Ashland
JA Ashland
Dishwasher, Garbage Disposal,
Concrete Block. Continuous Con
Electric
Forced Air
Two Car. Garage, Attached
Single Story
Heat Pump
Other
Carpet. Hardwood. Vinyl
Public (City)
Presented By: Joelle Harrell I Cottage Industries
Featured properties may not be listed by the office/agent presenting this brochure.
All information herein has not been verified and is not guaranteed.
Copyright @2008 Rapattoni Corporation. All rights reserved,
http://somls.rapmls.comlscripts/mgrqispLdll? APPNAME=Sooregon&PRGNAME=MLS...
10/17/2008
- ---- . --TlT--
MLS 3 -Up Comparison (225)
Page 4 of 4
3-Up Comparison Report
listings as of 10/17/08 at 10:13am Page 4
Property Type Residential Area Ashland Status Sold (4/19/2008 or after) Bedrooms 3,00 to 3,00 Total Bathrooms 2.00 to 2,00
Year Built 1960 year(s) to 1985 ear s
Listing #
Property Type
Property Sub Type
Status
Street Address
City & ZIP
Area
Sq Ft (approx)
Lot Sq Ft (approx)
Lot Acres (approx)
T/RlS
Year Built
Beds I Baths (FH)
Original Price
Orlg PRlSF
listing Date
Listing Price
List PRlSF
Sold Date
Selling Price
Sell PRlSF
Financing
OOM/CDOM
Bedroom 2
Bedroom 3
Bedroom 4
Bath 2
Bath 3
Exterior Features
Interior
Elementary School
Middle School
High School
Appliances
Foundation
Heat Source
Heat Type
Kitchen
Lot Dimensions
Laundry/Utillty
Master Bedroom
Master Bath
Parking
Style
Air Conditioning
Exterior
Floor
Waterfront
Water
2805919
Residential
Residential
Sold
660 Park St
Ashland 97520
Ashland
1666
O,370approx acres{Assessor)
0.370
391E 15
1960
3 12(20)
375.000
225.09
06/24/08
375.000
225,09
08/15/08
362,500
217.59
CONY
17/17
Patio
Alarm - Smoke, Drapes - Partia
JA Ashland
JA Ashland
Dishwasher, Garbage Disposal,
Continuous Concrete
Natural Gas
Forced PJr
Two Car, Garage, Detached. RV
Single Story
Central
Wood
Carpet, Hardwood. Vinyl. See R
Public (City)
Presented By: Joelle Harrell / Cottage Industries
Featured properties may not be listed by the office/agent presenting this brochure.
A1llnformatlon herein has not been verified and is not guaranteed.
Copyright @2008 Rapattoni Corporation. All rights reserved.
http://somls.rapmls.com/scripts/mgI:qispi.dll? APPNAME=Sooregon&PRGNAME=MLS... 10/17/2008
~-~~"------.r" T"-
10/16/20es 11:37
t.:.I
;=lll~.t;\
5412451989
COTTAGE INDUSTRIES.
PAGE 05/07
r,r- 0'{" 0 ~
Property Address
8. GENERAL
A. Are 1hefe.~efOS with dif19. soft, s1.and1ng wa~er or drainage on
B. =~::~~~~~,~:.~::~:::~:::::::::::::::::::::::::::::::::::::::::::::::::::::::~::::::::::::::::::::::::::::::::::':::::B ~:
C. Is there any matEtrial daOlElge to ttle property or any ofthe structUre{S)
from fire, windj Roods, beach movements., earthquake. expensive SOils or land~$? ......,......,......-.....0 Yes
0, Is the.property.ln.1l .~$i.QMted 1Ioodp!ain? ...'.'.......,.....................,.."...............,..... ,......' '.........."... ..,..........0 Yes.
E, Is the property in $ design9ted slideorother9~~ ha~ ZOM? ,.."................."'...........,....................0 Yes
.oF, Has any portion of the property been tested Of treated for asbestos, formaldehyde. radon, gas.
lead-bsMd paint. mofd, W or ~ice! storage tanks 01' COntaminated 6()j1 Or \Wte(? ........::. ,_" ,.........0 Yes
G. he therEt any~nks or underground.storag& tanks (e.g" septic, chemioal, ruel~ eta.) on the property? .0 Ye$
H, H&$.lhe. ~ ever ~ used as an .Jegal Otug ~{)f <lsttibution sits? ,..,....................,.......D Y&s
"If yea, was a Certif1eate of Fitness ~? ........................ ...... ...,...........................,........"........".....,.,..........0 Yes
Has the prOperly been cfasslfied as ~n infelfaoa?........................,...............,.,....,,,................,[J Yes
'T
~No o Unknown 1
1
t:r.No- D. U~known 1-
i~ 1
o Unknown 1
o Unknown 1
[If.No O. Unknown 1
o Unknown 1
~ 1
f.d'No o Unk.nOlNft 1
~~ O' Unkno'M'l 1
Cl UnkOOWll ~A- 1
I3"Ro. DUnk.nown 1
1
1
1
1
The foregoing fJ.f'S.IIetS and almched eXPlanatfon& (f artI) are romplete and oorrect1o tt)e be$td my/w lmowIedge and I,We have feoaived e ~ of llis di:sclosure
statement WJ8 authorize my/ot.ragerl.s todefrvera copy of this dscIosure~to 8!f prospecliVe buyersof1he P~orflar ~"1Is.
~_._~~-~._~~~~~.~~~~te _~
A. As buyer(s). l/we acknowledg& the duty to pay dJigent attention to any material defects that are known to melus or oan be known by rmWs by utJUz:ing
diligent attentfon and obserY8tion,
e. Each buyer eckn&MadgQ& aoo Ul'lderstand9 that the ditaClosur9G aal forth if) this statement end in 8ny 8I"l'lel1dmelm to this statement are made only by.
the SEdler and are not the reptesentafions of any financial Institution that may have mad,e or may make a loan pertaining it) the P~I Or that may
hay&. or lake. 8. sec.utity tl1terest In the p.roperty. or. of any r:eal estale t10ensee engaged by the setter or buyer, A fill8nda1 in$tItution or real estate
Jioensee i$ not bound by Bnd has no liability Wilh respect to any representation, misrepresentation, omlssiotl, erroror inaccuracy contained ill another
panys disclosure 5l6tement fequifsd bY"\ni5 6ection or any amendment to the disclosure statement
0, Buyet' (which tEtnn includes all persons signing thQ ~Y6r'S Acknowledgment" portion of this <lisdosura s~t~~nt below} he."ab}< acknm\1edgos receipt
of a copy of this d.isdQsure statement (including attachments. If any) bearing seRer's signalUre(s).
OISCLQSURES, IF ~Y. CQNTAINED IN THI$ FORM ARE. PROVIDED. BY THE SELLER ON THE SASIS Or Seu.E~$ ACTUAl KNOWLEDGE OF
THe PROPERTY AT TH~ TlME OF OISCLOSURg. IF THE SELLER HAS FIL.L.ED OUT SECTION 2 OF THIS FORM. YOU. THE BUYER. HAvt rIVE
BUSINESS DAYS FROM THE SELLER'S DEUVeRY OF TH~S D~SCLOSURE:, STATEMENT TO REVOKE YOUR OffER BY DEllVERING YOUR
SEPARATE SIGNED WRiTTEN STATEMENT OF REVOCATION TO THE SElJ.ER DISAPPROVING nt!: SELLER'S DISCLOSURE UNLESS YOU
WAIVE'THIS' RIGHT AT OR PRIOR TO f,;NTERtNG INTO A SALt: AG~eMeNT;
. 8UYeR HEREBY ACKNOWLEDGES RECeJPT'OF A COPY OJ; tHIS SEll.ER'S PROPERTY mSClOSuRe.sTAT~MENT.
Date ~ BUyer t _ OatQ-........_ ~
. buyefs behalf'h) and da~
Real ~e Licensee Date 1SCeiv9d by agent:
Reat Estate Finn
lb{ ,~ I~
@ Oregon Re5~ Estate Forms. LLC Rev 01108 ~ portion fl'I.ay be r~fYroduc9d wlthout exp."S$$ P9lTJiission rl Oregon Real E~te Forms, LtC
J IOREF ll204
LINES WITH THIS SYMBOL for REQUIRE A SIGNA1lJR.6 AND DATE . Buyer InitialS -1_ 0213_
~ "7/"/F~
----------rr-T--- ---
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10/16/2008 11:37
\It
5412451989
COTTAGE INDUSTRIES
PAGE 84/07
.~~t:
Property Address
5. DWELUNGSTR~TURE
· A, ~~~~{ =~:;j;i:?' ::::~::::::::::::::::::::::::::::::::::::::::::: :::::::::::::: :::::: :::::~::::::::.:~.:.:.::.:::.:::::.:::.::::::::::.::~~::~,:: ::8 ~:
8. he there any additt0ns, conversions orretnOdeling'? ...,."...,........................,................"........'.hh..........,.0 Yes
If ye!S. was a building pel'l'nit requifOO? .... .........,.....................,... '..'.m..'.......... .....,u,..,.. '.... ................ .....,... Dyes
If yeG, was a bUllding peJTTlk obtained?............... ................,..,.. ..,..,.....'..............,...... ....,.........,."................ 0 Yes
C. ~::~':~~::=:~r==?::::::::::::::::::::::::::~::::::::'.::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::~
o. ls there a woodstove included in the Sole? Make ....0 Yes
~E, ~~s~nst~~~J =:J;;;'.\~'hOUSe~'~'~'dOOe'~~u;'ia~1t;ee'yea;s?::::~.....:::::~:
"F. A~ them Q."'ymQi.w~~, ~.Eiofwat~r penetration. mif~ odors.
or ~r mol$tJJre conditions (especially in the basement)? ..,.....,.............,........,.......................................0 Yes f9'No, 0 Unkoovt'n
"'\1 yes, explain on attached sheet ft1e frequency and extent of problem and any insumnce claims. repairs or ren1Gdtatlon dolle.
G. ' Is thet'E~ a sump JJUlTlP on1he praperty?,......................~......,....,...,..,.,.........................,......,........................mas 0 No 0 Unkt'lown
H, Are there any matertal~ used In the construction of the Structure that are or
h8V&..~.n lhe.s~ofa ~n. dtmaotion suit. i*.11tlemeJ1t~fiti9atio07,...............n..'....'m.....'..........D Yes ~ 0 IJnknown
If yes, what are the materta)s? ....... ...... ..._.... ..._.
(1) Are 1here problerTlQ with the materials? ......,...................'n...................................."......................,..,.0 Yes t:J No P. UnkrJown
(2) Ale the materials oovered by a warre.nty? ........ .......... ,...., ..,........ ..... ...... ......... ...... ,.,. ..,.............. ....., ,.0' Yas 0 No Cl Unki10Wfl
(3) HavQ,thl#rnateflals.been inspected? ...,.......,.,.,......"",,..............,.......................~.......,........,..,...........0 Yes 0 No D UrIknown
(4) Have 1he.~ ever been daimsfded fortnese materials by you or by previous owners? ...,.....".......D 'YQS 0 No 0 Uflkno'nn
Iryes, When? _. " . . .' . .,..~
(5) Was monGY re08iv8d? ...,.........,............,....................................,......,........-........,.,..............................0 Yes 0 No D Unknown
(6) We~ any of the materials ~irector replaood?.......,.......................................,.....,.........................O Y8S 0 No D Unknown
Q.. QWE.J,~kJN.G. $YS1EMS AND FIXTURES
If the following ~emsor fixtlJ~.9.re. included. In lhe.purehaseplice, are they Innood .woridng order- on the. date 1hls form is. Signed? .
A Electrical~) includlngwirlng, switchee, outlelo and service..........n'..m.'.........,................................r:!'yes 0 No D Unknown
B. Plumbing system,lnduding pipes, faucets, fixtures and toiiets ....,......"....................................................ErV9$ 0 No B Unknown
~, ==:=:::::::::::::'::::':::::::'::::::::::::::::::::,:::::::::::::::=::::::::::::=::::::::::::::;:;;::;:::;;::::;;:;:~: B: 0 =
F. Built...jn dlshwash9r ........".."...,.......,,, ...'............... ,................, .n.....'........"......................,......, .........,......,..' ..,....gvea. bJ No 8 un\q1l;)\Y1'l.
G. Sump pUfTIp .......,......,.. ..........,......,....................... ............. ,.....,.,......................,........................"..................L:'J. Yes C:J No P
Unk.f\C!Vr'I':l
H, Heating and cooling systems ....",..............~h........,.................,..........................,............................",..........~yoo C] N? t:IUnknCNJfl
/, S$(;ulilYsyst&m 0 Owlled 0 Leased.....,...............................".................,............,.........,.....................tJry-es 0 No D Unknown
J, Are there an)' matertals 01' products usedJn the.~. and fixtures
that are or have been the subject 0',8 recaD, cJ8$S action settlement orolher litigations? ....,.....,...0 Yes. [!:No [J ()nknovm
If yes, what product?
(1) AJe. there problems with me product'L...............,..............................,.....,...........................'"............0 Yes 0 No CJ UnknOW'n
(2) ls the pTOdu<;!.(;(;)V$reci by a warranty? .......................,.... ,.....,.....,.................................................. .....0 'yes 0 No 0 UnkrlOVJl1
(3.) Has.1ha.product been inspected? ..........,........,............,...................................................,.......,..........0 Yes 0 No 0 UnkllO'NO
(4) Have daims been filed for this product by you or by pl'$vious owners? .,.......,.........,....,.................0 Ye$ 0 No 0 Unknown
tfyes, VIlhan?
(5) Wa~ moooy r8CeiVed? ,...................................,....,...................,....,..........."..........,......,.....,..,.,............0 y~ D No 0 Unknoon
(6) Were. any of the material5 or products repairBdOf replaced?.... ,.........,...........................,.................0 Yes 0 No 0 Unkf1O\~..T1
~o
[lNo
[i'No
DNo
ONa
DNo
~.
DNo
[jNo
o Unknown
~.l,l~r)Oy~
1...1. l.!l:lI5nowo
o UnknoWo
o Unknown
o Unknown
QUnkncn.m
D. U~nown
OUoknown
CJ Ur'Iknown
1. COMMON INTEREST
A. Is th9f9 a. Home Owners' ~n or01hergol/eming entity'?,.......... ''''',,,,',,,,,,,",,,,,,,,........................ 0 Yes ErNo 0 Unknown
N~mB of Association or Other Governing EntitY.
Contact Person
B. ~==peiiodicassessments;$. per ClMt)'.,....OVeat'...,. 'OOifler __Phone.Number
~, Are -there any pending. or propo...qed $J)eOiaI ~ts?.....,.......,............,'-........,............h..................O Yes erNo 0 U~vn
D. Are 1hareshSrea "common srea.s" Gr JOInt matntenance agreement for facDitJes. like walla, fences.
pools, tennis courts. w.a'~,OI' Olhe.r~~$~oo:(\W~.in undivided.interQlSt wIth~r$1,.....m.........,O Yes Ef.~ 0 Unkoown
E, Is the' Home Owners' Association or other governing entity 8: party to
pending litigatloo Qr ~bj8d ban UI'lM1IMied ~menr? :,.......................,...............,.............,.........,.........tl Yes 0 No 0 Unknown
F. Is the property in viol.(dion of recorded covenants, conditions and
restrictions Of in. violatiOn of otl:1erbylaws or goveming rules, whathar recorded. or not?..;..,.......,..... ..".0 Yes 0 No 0 Unknown
1{
Ia""NA 1{
1C
ta'NA 1(
1(
bd'"NA 1(
IirNA 1{
1C
1C
"'" 11
11
11
11
11
'11
11
11
~ 11
11
11
~ 12
12
~~ 1~
n
1~
12
1.2
1-2
12
13
0 NA is
0 NA 13
0 NA 13
B NA 13
NA 13
..vA 13
13
13
13
.N"A 14
j 14
14
14
14
14
14
14
14
14
15
16
15
15
15
15
15
~ 15
L.f'"NA 15
15
$ELLER ::'~. oalll7-cr-oQ-.. SELlER .Dal& E-
O Oregon Rtijlr,Jl Esis . OnTl$, lLC Rev 01106 No portion may be reptoduQed wilhcut expI"Cas paiiilisskm of Oregon R~ Estate Forms, LLC
1 ' . ORt:F 020.;J
Bt.lyer Initials -----1_Date___
LINES WITH THIS SYMBOL + REQUIRE A SIGNATURE AND DATE
A 7/'/P~
~-------rr---T -
10i16i2008 11:37
~
.r;#,~
COTTAGE INDUSTRIES
PAGE 63/07
5412451989
, :tFo?e5~
The folJolMog am f~~ ~ by hl saIl$r Mdete oOllhe ~ of any financial ~n tn&t may have I'nfl<k! Of may make a k.Ien
pertaining to Ih:e pr~, or ~ ~ have Of ~Q.sacurit). in~Hn the propMy, 0\ any ~~ ~ bnsetl.(mgaQQ(1 by1he6eUer or the buyer,
,t you mark yes on itemS witn It., auach.8 copy or~ on an atiached shoot.
~,TJTlE Do vov haVe- JegaI auttlOt'ty to sell tho propMy? ...............M........ .-...,.......... ......... ................, ........... ...., ..~rl Y.es 0 No 0 Unknown
*e. lj~r:;l~=~~~cr.~~~;g~t'O.oo;;~.EiL~~.........tJ y~ lB'N9 0 UnkJxMln
*C. Js Q1e prop9lty bejng~ns1efred an uNawfuny 9Stabr~ unit r:J land? D YG:t ~o 0 Unknown
~. he 1hereany~. bounda4y agreements, boundary dlspu~ or
~! ~.fi).~1.-::..; ....;:""1:,,..::.'>1,...,-......,.....,.......'..,............... .., ...,......."" ...,......... ............... ..........n.... 0 Yes ~o 0 UnknorNn
*e. Are. there any rights of way, ~, JIoenses.. aooe5S.lInitationa or:
daims lhat may affect yourintetBst in the property? ...................-.............................."...............'.......,.....8 Yes ~o 0 UnknOWJl
~. Ate ttIere any &g1'9QmeOW for jokrt ~.al,1ieMrlO& of an easement or rfght of way? ...............,...... ............ Yes ~o 0 Unknown
~. Am them any gQwmmentat studies, d8signation$. ~tog ovena~'S, ~
.or ootkr.e:; ~ )tIO.UJd .affect Dle-J)r'OJ)If1y? .,~'n~'''''''''.~l1n.n;..!~I#.~''..';:O'1''''~',.UI.U~NI>.I} ..#.. ~..... u u ...... n # ,.. "..... .....u,,. UI '" '" ,0- Yes ~
Am theteany p.enQ.i~ QJ: 1P.Ci~"-9 ~romental~ents~ ~.prorxmtl .............................0 y~~ ~
Are (t'l9f9 any Zoning violations or nonconforming uses? .......n..."'...........................................................~ Yes ~No. .
~'=~~~=t=X;s.;;r~*i.~~~tt;'~.::::::::::Jj~: ~
)$100 ~~1bJGc;t t(}any~~ ~ntf)t~x~tment~ may
resultln.teyy d add"bnat taxe.Ei ifh prope.rty tss.okf? ........................... ........-.-........................................0 Ye$ B'No
2. WftTER
A. Household w~ter _/
(1) The source ofthewatef is (dled< AlUhat apply): C:fPublic 0 Community 0 Private 0 0Iher
t2} We. $C,)JJICQ infom18tion:
'a} Does U'le water. source require a waterpennlt? -..-..-..-.........................,..............,.................0 Yes Gf'No 0 Un1<.r\OVd1
If yes.. dO.you.haVe a.pennIt'? ....~"'..,.............,......~.......,.......... .._u.... .-.................... ........,........,0 y~ ONo-
.b) is 1he ~ source lcx:ated on the pfOperty? ".............................. '... ........................................8 Yes 0 No 0 Ur'lknown
"1f not, are there any wr1tie., agreements for a shared water source? ................. ....., ............. Yes 0 No
fie} ,~~ an ~ (NJOOl'dQd Olun~)foryour access-to or
lMlntenanca of 619 watef SOU/P9?' ..............,..,...................... ...... ....,...,....,.......,..,.....................0 '''as D'No 0 U'nf<noY.ln
d) tf'the ~roeofwater l8.froma .weR.oc spO"9! have. you had. any. of
thefollOlNing in the past 12 rnonths1.....,.,................-...."................,....,.._......................,........Cl Ye$. 0 No. 0 Unknown
o Flow 1est 0 Bade.ia te:;t 0 Chemleel oontants test
"e) Ne there any water SOlEce plUmbing problems or ~ W.,ali'S? .... ...................... ,.,......-.Cl Ye~ ~. flip 0 Unknown
(3) ~ =:'bwu=tment ~for the pl'Otlerty? .-......,.-......r"..........................................0 Yet:1 ~ 0 Uhitr'lOYffi
frrig;ition
(1)' Are 1here any 0 wa\$r right$ Of' 0 othEit tlgh1s for t."1e ~i'y7 ..........,.......,................... .....,....,..0 Yes ~o l"knoNn
· (2) lr sny exist, hBthe Irrigatlon water been used during the tastWe-vnr pgriod? ............................0 Yes 0 No r'lknown
"'-(3) 'S there a Walerrtgh\S ~teOf oth8rWJjtteo~avat!abl.e? .......,.....................................0 Yes CI No . nknown
~~:r =:= sprinkler sysIBm forihe property? ........................"........................m...........,.....tiiYes 0 NC) 0 Unknown
(2) tia6 8 ~ tIOYv' y~ been ~ ................ .................. ........ .................... ......n.......... ................ td)"~ 0 No (Y{.Jna<nown
(3) ~ ttl& outdOor ~ s~ openlbIe? .................-............,.........................................................ISrYe$ 0 No 0 Unkr~n
3. Sf!WAGE SYSteM
A, It; th9 propeily COf'lnQCt9d to a public or-oommunity sewagQ~? ........,......................._....................Gt~ a No
a, m-~Wl}'-lJfilWpublicoroommunlty.~Systemspropose(Ubr1hepr9~1..~"..~'.....!mmmmO Yes B1J.!".
c, Is tha property conneaed to an on-site septic &)(&tern? ......................... .............. ..... ..... n. ,.... ..' '...... ','.. 1:1 Yes [i('Nv
~: ~= ~~or9it;;(i?:~:~:~:::..,~~~:::::~:.......~:::::::~:::::.:~::::::::::...:::::::...~'.....:~:::~::..:...~'.~::::~::.......'.~B~: 8 ~
... the condition dine $ys.tem been-~and af9POlt ~'L..... ............,................... ..........0 Yes 0 NQ
Mae If ,ver been pumpec;l? "..,,,.,..........,:....,................,.........,....._...,,,.............H.................,........................0 Yes D No
~D. ~~= Sewage syst8m prol:;1ems of needed ~.L..,~~,.:...................................................uu...O Yes ~ 0 Untcmwn
e, Does your 89W9g9 system require on-* pumping to Mother level?.....................,.............,.............. 0 Y$$ ~ 0 UnIG".awn
4, DWEWNG INSUlATION
^ e~~~::::::::::=:::::::::::::~:::=::::::::::::::~::::~:::::::::::::::=::=~::~=:::~~~::::::=:::::~: ~ 8 [5
B, Ale them any defecti\"e Insulated door$ orWlndow$? ....,_............................,...,..............,........................cJ Yes m1Jo 0 UnJ<noWtl
SB.lER '-1.( 11M. M DaIs 7- 'f-'011' .. SEL.LER. _ DaIs .-
@ Oreg~>n Rear EstafArnB. LlC Rpv 01/08 No pofb may be 1Efp~ wlthollt express permission of Oregon Rool Estate FOm19, U.C
r ' OReF 020-2
LINES WITH THiS SYMBOL- -E-- REQUlRE A S!GNA1URE AND DATE L 8uyer Initials- ----1_ Date~
~ 7/'YP-
*H.
!.
.J.
~.
lit..
o Unknown
Cl UOMOlfJO
o Unknown.
o unknoWn
o Unknown
o UnknP'lln
8,
c.
o Unknown
o Unknown
o Ull~
o Unknown
o UnknoWn
D Unkrown
E1 Unknown
~
~A
~
[JNA
DNA
B"NA
e(NA
-----rIT
3
4
4
4
4
4
4
4
4
4
,4
5
5
5
(;
{5
5
5
5
6
5
6
G
6.
6
6
6
6
6
6
5
7
7
1
7
7
7
7
1
?
7
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e
a
8
a
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8
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a
9
9
8
S
9
9
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~
9
10
10/16/2008 11:37
t..:." I
~~
541:2451989
CCITTAGE INDLSTRIES
PAGE 02ie7
, 3F~15~
P~ajle ~~ ~ f9l)Qyt1ro 100n, l;)p rot leave any SfJa",.e5 biank.. Please n!~r to tte una nuMber-(S) ef the questbn(s) wf}er. you provide your
~.xpIanation(s}. If you are not .c~iming an ~n or ~ng to provide .u~ ferr.ft UAder OR$ 100.4'75 (4), YOu ShOOd date and sQn each page of'thiS
dlsc~e statement and ~('Jl attac-.nment
Each ooll9r of residential. property df!$Clibed in 008.1 05.4S5, must ddM:ir ~h~ f9m1 t9!-~~ buyer who mi'ke5 a wrltt$n otfl#.r to plJrOtia...~. lJn(ter ORS 105.4"5
(4)i r~fv~ WProvidQ.this form glves tOO bW~ ~ ~ t9 r~~ 1heiroffar at any time prior to ~ ttle transactIOn, L1se er# the s~on(s) tithe iorm ~
apply to th~ 1mnsaG1ion fQf whi~J). ~ fi>ml is. used-. Jf ~ ere daiming ~n $xdus.'an undsr OR$ 105,410, flU out OAly Seclion1.
An exdusion may be claimed only if "9 seller q~a1iftes for the exclu$ion under the law. If nQt excluded.1heseflQr must ~ff~- 1M wooition $)f the- p/'q)erty or
the. buYer may revoKe their offer to purchase anytime nr\oI:ta c{o$io~ tt,e.1ransacOOn. Questions regarr;tlng ~~~!M oonsequenoes of the fde($ ct-1Oice sheufd
be.directed 10 a que.lffied. attorney.
DO-NOT fIll OUT TH5SECTfON'UNL~ YOU ARE CLAtMfNG AN EXCLUS!ON UNbeR ORS tOO .~ 1f
Section 1. EXCLUSION FROM ORS 105.465 iO 105,490' 'i'
You may claim en exckr.1ll;)n vnoer ORS, 105.470 omy If you qUalify under the ~l~~t~; Ir ~ ;y~ not daimintl an e 1 ~
f9rrr' Q9rnp~ly. 1;
J . alon!' l'
1!
1t
1~
11
1l
2t
Seller' Date
Sigflsturt(S) of Buyer($) .Ael(no~lng Sellefs Claim
~Seuer
Oate
*"
2'
~;
Buyer
Date
.. Buyer
D&te
,..oIfo
2~
. - . ., ..... .....
IF YOU DID NOT CLAIM AN QClUSION IN sECnON 1, YOU MUST F.lu... OUT THIS SECTION. ~
Section 2. Seu..ER'S PROPERlY DISCL.OSURESTATEMENT 2~
{NOT A WARfWffY} {ORS 105.465} 2e
N9TJcg TO, THf; SVYE.R; TH.~ FOl,.ltrO 27
PROPERTYLOCATE-D-AT 2f
DlSClOSURES CONTAINED IN rHlS FORM ARE PROVIDED BY THE SELLER ON. TH~. BASJS OF SELLEn'S ACTV.~ KNQW1..EOGe.. OF THE 2f
PRQPERlY A.T THE:. TlMf:l ~ DI$CLOSVRe.. e.UYE.R HAs. F.LV~ e.uSINESS DAYS FROM Tt:iE, ~~~t;.~.S DEUYERY OF THIS SELLER'S 3t;
OJSClOSU~ STATEMENT TO REVOKE BUYER'S OFF.f.:R BY DEUVERJN9- f.!VYiR'~ SEPARATE StGNEr) \o\1fmTEN STAT!MiNT OF- 31
R~Qt"J\TJ9N. TQTHf SeLU;R PJ$APPR9VJNl) THe ~el.l&R'~ O~SClOsuRE'ST.~TEMENT. UNLESS aUYER WANES THIS RIGHT AT OR PRIOR a~
TO ENTERING JNTO.ASAlE AGREEMENT, . 3~
FOR A MORE COMPREHENSIVE EXAMlNATfON OF THE SPECIFIC CONDITION. OF THIS PRQPEil<1Y. BUYER lS.AO~l) TO OSTAlN AND. PAY 3!f
FQR,1HE.. &~~'l.lCE~ QF.A. QVAL.IFIE;Q SPECIAWST TO INSP~C,T THE PROPERlY ON BUYER'S, StHAL.f INCLUDING. FOR: EXAMPLE, ONE OR 3t
MORE OF THE J;'OlLOWING: ARCHiTECTS, ENGINEERS! PLUMBERSl E~9T~JC~. ROOF6R&. ENVIRONMENTAl INSPECTORS. SUllOtNQ 3E
IN~P.riQTORS, CiRTW!.L;P HOME lN$J;lECTORS, o~ PJ;$T AND PRY .ROT JNSPECTORB. ~7
Seller 0 Is ~ not occupylng the property. ~{l
llEl.I.ER ~ D;lje7-7"'O~ ~ SB.l.Efi._ DaI1>-E-
e {)fQgOfi RcmI E$tat~ . . LLC" e.v 01100 No pomon may 00 ref)'Oduced without elCpre$S permission of Oregon Real e~ Fo.rms.. U.c
LINES WITH THIS SYMBOL'" REQUIRE A SIGNATURE AND DATE i' BLtyer ~nitieJ$ ----!~.~~ OREF 02fM
/~ 0/ 9'pr
111--
10/16/2008 1i:3f
CDTTAGE IN[~ISrRrES
PAGE 31/67
--H {/l'
5412451989
rS:r
~~ LEAD..BASED PAINTdDlSC(LOSURE AODENDUlVt
This AddenGuM must be part o1.very Real Estate SsI~ AgrNw..m far tlvi tale of B horn. ~nt prior to 1978. A phctocopy of the..
complet$d Ad&JtIdum tMY ba treated as an original.
isADWARNING STATEM~
Every purchaur ()f sny infereif 11) I'H1deJJuaJ reslpropsny On whlo,~ B ms/dentlaf dwelling was buIlt plfor to 1971 /$ no.tifltl.d Ihllt. Such.
properly may prnent exposure It> Iud from 1ead-ba~ paint that msy ~ young chi,." .t rl9k of developing fetJd pOj~"ms. L.fN1d
polscming In ,.-oung chi!df'M msy ptodUCfi p4if'msnent neurotog;CIl1 flam.gtJ, Including I".rnlng dJSQbilltiu, feduo" '''te.l/~enc..
qCJDtlen~ behavio;a1 problems fH'td Impaired mfmory. Lead poi50ning a/$C1 pOm . ptfrtlcu18r risk to ",..gntnt W1.'tmm... ~ .rer 0'
any Intetesf in resldentlll real property Is required tQ provide the buyer with any lnf0rm8ffon on Iesd-"'flfd paint h!lZSfds. fTDm risk
a~nts or InspecliDna in the seIIe1's possesskH) and nofIfy the buyer Of 'ny mown IeMJ..bHed psll)t~, A.dsk.BSlHBment 01
in.pecfl(m fOf ptJ891bie ~ P8int hu;trd$ " ~omi'nelKlfJd prior to purchase.
pROPERTYADDRESS $'"S'O ~ ~*--r'~ O~. ?7!22..0
ADDENDUMTO REAL ESTATE SALE AGREEMENT N . ,
SELLER'S DISCLOSURE
1, Presence of lead-based paint and/of lead-based paint hazards (chet;k either {a} or (b). below):
(a) 0 Seller 11M knowledg~ of lead.based paint and/or lead'based paint hazards in the housing (explain).
~'." '.".~ .,.... ... ...~...-
(b). []I"' . Selt~;r~knowledge of leacJ.based paint an;OJ IEtad-~d. paint hazards in ~t.J$ing..
2.. RE;lCOrds and r~port$ available to the SeUer (Qt\eck sittler (.) or {b) belQw):,
(8,) O. ~IEt( has provi<tfl.d.the.. B.uyer. with. all ayai.Ii;lQIe. ~f}.and mportsJJertaln\ng. to lead-based paint aAd/or lead-based
paint ~rds. in the, hQu~iog (Ii~t ckm~ment. beJQw):.
...
(b) [9" Seller ~ records or reports pertalnln9 to lead'!'basedpalnt and/Qr 1$,ar;;H.>ased paint. hazards. tn the housing.
aUYER~S-ACKNOWLEDGMe.Nt (10mal below)
1. ....--BUyQf has received copies. of alf information.ll~t~ at 2(a) .above.
2, _elJY~r ha$. r(lceived the pamphlet PR;JteCf YO<<,- Faml1y fromLesd In ~ur Home,
a, Buyer has (oo$~k $Ith~ (_) or. (b) btJcw)
(a) 0 Pumuant to tile. prQ~ons contained. in the.1-sad Based Pa!nt Inspection" ~Qtk>rt.of- ttle R~l Estata Sate Agreement.
rooeived.a 1 O.~ QPPQn1Jtl~' (Qr mytYmJy. @gre~ 'J.JfJQn period) t~ t::onduot a risk assessrn8f1t or'inspection for the pr~CQ Of
.Iee:d-basad palm and/or lsad~asf)d paint hazaroo: or
{b.) 0 WalvmJ.lha wpm1unDy to POOdoot a. rlak. asses$l'nent or inspection for the presence of ~ad..based paint an11l61l fM~
based'paint haZerda,
AGENT'S ACKNOWLEOOMEN-T {Initial beHJw}
~ SeUef's Agent-has- informed the- selJerof' tile- seller's obligations under 42 use. 4852d and is awar~ ol t'l~lhef responsibility to
- ensurs romplianee.
CERTiACATtON OF- ACCURA-CY
. The 101lOWlng p~ss h<<w reviewed tri$ inftlrmtdtO.rt abOV$ arn.t tEirtify. to tt1e bOOt of tI'1etr f<f10Wleage, tM:t tha information they have
pl'tNl<f<Kt IS ttUti and aOOlJt'S.w.
evy~r
t3Uyef
Setling licensee
SetUng Him
Date ~".,.... ....
+-
...
Om~
_____ Qa.te.
UNES WITH THIS SYMaoL..... ReQUIRe: A SIGNATURE
@ (Jf'(locm Paal' Es!ate Forms, u.c' 07102..
OREP'021
NQ portion.may. be I"l'WfQ~. MI~,texpre88~rm~~.o{ 01~goo. A~.e~J.~ ~J'l'n::l. LlC
irT
1
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~
27
28
29
30
91
32
33
S4
35
36
37
38
39
40
41
-42
43
from:Penny Colvin
541 482 0046
10;16/2008 22:46 #058 P.001/00l
frufi<FeliffY Cohiln
l,nSl2aeff 12:34 541Ut51ge~
J.UI LoJl "'VU? -."c;. """ ""-~"'_4."''''..
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541 482 0046
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Action Building
416 Ardmore Ave
Medford, OR 97504
840-3574
CCB# 130942
Estimate
Date
Estimate #
Ion /2008
2070
Name I Address
I
850 Cambridge
Ashland. OR 97520
Ashland Supportive Housing
Description Qty Rate Total
Concrete ramps and Patio demo and reinstall new 22,235.00 22,235.00
Remodel hall bath, windows, fire sprinklers. water meter, handicap 26.340.00 26,340.00
shower, ADA upgrades, new floor coverings for entire 1120 sq ft.
Garage conversion; 2 bedroorm, 1 special tub in new wet room, 1 36,608.00 36,608.00
laundry area, includes floor drain in bathroom, move furnace and
water heater to new location.
.
Estimate is good for 30 days fran date on proposal. I Total
$85,183.00
Signature
Phone #
E.mail
840.3574
actionbuilding@charter,net
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~----'-IIT
PETER BUCKLEY
State Representative
Majority Whip
D istr;ct 5
Committees:
Chair:
Education Committee
Vice-Chair;
Elections. Ethics and
Rules
HOUSE OF REPRESENTATIVES
900 COURT ST NE ROOM
SALEM, OR 97301
Member:
Transportation
October 14,2008
Dear City of Ashland:
I am writing to offer my strong support for the application put forth by Ashland
Supportive Housing for the City's grants for Affordable Housing projects. ASH is a vital
partner in long-term housing and care for Oregonians with developmental disabilities,
and is an organization our city and our state can be proud of.
There is a huge unmet need for quality affordable housing for this population. Two of
my sisters-in-law have developmental disabilities, and I have been actively involved in
this area for several years prior to my work in the legislature. But it wasn't until I began
working as a state representative that I began to see how pressing the need for quality
housing of this kind in the Rogue Valley and all across our state has become.
I have toured facilities throughout Oregon, and I can say without hesitation that ASH
ranks at the top of the list for housing and services. Assistance from the City of Ashland
that would allow ASH to expand its services would be a tremendous benefit to
individuals and falnilies in our region. The challenge to find long-term housing and care
for this population is a hard burden on aging parents, and the quality of what ASH offers
is a godsend to these families.
In addition, the expansion of ASH's capacity would result in the creation of 12 new
living wage jobs in OUf city that would not be dependent on the vagaries of the economy
and would serve a clear and greatly needed social purpose.
I see this as an excellent investment across the board, and I hope you will give full
consideration and support to this proposal.
Sincerely,
Rep. Peter Buckley
Office:. 900 CourtSt NE, Salem, OR 97$01 . Phone: .503.9Se, 1405 ~Jep,peterbuckley8'stat9.or.us. Fax: 503.986.1294
Di$~rict:'710eVle}r St., Ashland, OR 97520 ~Phone:' 041.4$,9180' info@petemuckley.org .
IIT~---
Department of Health
and Human Services
Developmental Disabilities
Tony Mendenhall, B.S.
Program Manager
300 West Main
Medford, Oregon
Phone: 541 774-8205
Fax: 541 774-7978
mendentl@jaeksoncoullty.org
To whom it may concern:
It is my pleasure to write this letter in support of Ashland Supportive ~ousing (ASH) on behalf of Jackson County Health
and Human Services, Developmental Disabilities Program, As you may know, ASH has been a long-time provider of
residential services for people with developmental disabilities in the Ashland conununity. They are a community
organization in every sense of the word in that they are managed locally with a Board of Directors further consisting of
local, longtime residents of Ashland.
Currently, ASH is supporting 15 significantly impaired individuals within three five-bed group homes in Ashland. Many
of those persons they serve had previously resided within the Fairview training center. In the process of closing Fairview
in the 1990s, this organization answered the call and accepted the responsibility to return people to live in their own
communities.
Today, however, as we all do, the people they support are aging and experiencing increased medical needs. The houses
that were once meeting the needs of these folks in their youth no longer suffice. They are consistently requiring more
medical care and housing adaptations to accommodate things such as medical beds, wheel-chairs, adapted bathroom
facilities etc. Sadly, due to the increased support needs it has become nearly impossible to maintain these people in
Ashland let alone within Jackson County as the current homes exist. In conversations with ASH, it is the goal of this
organization, as well as Jackson County Developmental Disabilities to keep people living in their own community. ASH
is seeking much needed funding to expand their services to include a fourth home which will allow them to support
individuals in Jackson County with significant medical needs.
In preparing this letter of support for ASH, I have done some research. The records that we maintain on those individuals
served by our department indicate that we have only 66 individuals currently residing within Ashland. Of the 66 people
we serve in Ashland, 57 are adults while only 9 are children under 18. Of the 57 adults who currently live in Ashland,
over 80% of these folks are also employed in the Ashland community, 28 live in residential group homes and 3 live in
foster care. Just for information, we are currently supporting 800 people in Jackson County as a whole and expect this
number to increase by nearly 10% over the next biennium.
Another note of interestt Jackson County currently licenses 30 adult foster homes and soon to be 20 children's foster
homes within Jackson County. Of those 30 homes there is only one adult home and one children's home currently
licensed in Ashland, meaning that if residents who wish to make their home in Ashland, but require a foster home level of
support, they are out of luck.
This office has long been concerned about the amount of services available in Ashland for people with Developmental
Disabilities and I would surmise that the cost of housing would be prohibitive to families living there as well as those that
might wish to provide foster care. I was amazed when looking at this datat given the history and values of diversity within
the community of Ashland.
I respectfully request that you closely review and consider this request for funding for ASH and help us strengthen the
support system for people that want to live in their own community.
Sincerely,
Tony Mendenhall
rruT
October 13, 2008
Rosemary Dunn Dalton, LCSW
Psychotherapist
Consultation & Supervision
(541) 488-2637
208 Sleepy Hollow Drive
Ashland, Oregon 97520
To Whom It May Conceln:
Re: ASH Community Development Grant
Application .
It is a pleasure to write this letter on behalf of Ashland Supportive
Housing and Community Outreach, Inc. (ASH) which has been serving
developmentally disabled adults since 1982. The ASH program has
sustained many stages during its years of impo11ant services to the most
needy of our citizens. The program has provided housing, advocacy and
outreach services which initially began with one house, then two, now three.
This program has a vital and stable history which qualifies it for competition
for this community grant.
This request is for funds to provide services for a medically fi-agiIe
clientele - individuals who need residency and medical monitoring. ASH is
again willing to work with people who are often overlooked and who meet
high needs tests.
It is my hope that this letter has been helpful in your deliberations. \
Sincerely,
~UilJ
----------" T--
CITY OF
ASHLAND
Council Communication
Resolution Authorizing the Issuance of $2,500,000 in Wastewater Bonds
Meeting Date: November 18, 2008 Primary Staff Contact: Lee Tuneberg
Department: Administrative Services E-Mail: Tuneberl@ashland.or.us
Secondary Dept.: None Secondary Contact: None
Approval: Martha Bennet Estimated Time: 10 minutes
Question:
Will Council approve a resolution authorizing the issuance of Full Faith & Credit bonds up to
$2,500,000 to fund wastewater system improvements?
Staff Recommendation:
Staff recommends approval of this resolution and publication of the notice.
Background:
Attached is a resolution authorizing staff to take the necessary steps to issue Full Faith and Credit
(FF&C) Wastewater Bonds for capital projects approved during the Capital Improvements Plan (CIP)
reviews and budget processes over the last two years. Market conditions, constraints within the
Wastewater Fund and the existing DEQ loan make it advantageous for the City to use its Full Faith and
Credit ability to minimize the total cost of this financing. A FF &C issue is a General Obligation of the
City payable from any legally available sources of revenue.
The amount identified on October 20 for Wastewater projects, including reimbursement for work
already done, was approximately $2,125,000. Since that time staffhas discussed the sale and
challenges in today's municipal bond market with the City's Bond Counsel and Financial Advisor and
current industry conditions could cause the total amount for revenue bonds to increase to $2.7 million
or more. This approximates the amount originally budgeted for FY 2008-2009 but the difference in
annual debt service could be in the $50,000 range. FF&C bonds will be less costly than revenue bonds
and will be better received in the market.
In the past, the City has purchased insurance to provide surety coverage but companies providing this
coverage have been downgraded in the markets and this option is no longer available. Instead the City
will need to have cash deposits equaling one year's debt service in reserve. This issue would require a
cash reserve of about $250,000 for these bonds alone. In comparison, the cash reserves maintained
currently on the DEQ loan is $1.7 million resulting in a total of nearly $2 million for debt service in
this fund.
The maximum amount approved for Water bonds at the November 4th meeting was $5.975 million
including nearly $900,000 for required cash reserves. Thus, changes in the insurance market that now
require cash reserves and required debt coverage have increased our total maximum amount from $7.1
million to almost $9 million. These new amounts will affect the rates charged to our customers and
potential future increases. This is a maximum and a FF &C issue will lower this total.
Page 1 of3
~~,
~~_M-~,r T
CITY OF
ASHLAND
Regardless of the type of bond, the city will first look to the Wastewater Fund revenue to pay the debt.
The actual amount for the bond issue will be less than the authorized amount but the actual total will
not be known until the day of the sale. There is no guarantee on the issuance of bonds but a FF&C
issue has a high potential to do materially better than revenue bonds when we get to the market in
February or March 2009. Other considerations for a successful bond sale will be who we are
competing with in the market on the day of sale, what buyers will be there looking for municipal
bonds, current interest rates and the level of confidence in the economy at that time.
The Wastewater Fund does not have enough cash to set aside another $250,000 to meet bond
covenants. It is not unusual for agencies to borrow the reserve, especially when they do not have
sufficient cash balances to meet the obligation. The cash reserve becomes part of the bond issue, and
when proceeds are received, the cash is restricted in the fund until the final payment on the bonds it
guarantees. The alternative to borrowing the cash reserve is to save up or divert the amount needed
which will either affect other operations or take time.
More important is that revenue bonds would require an immediate rate increase in the 10% to 15%
range to meet coverage requirements, even with such large cash reserves. Subsequent increases
probably would not be that high but coverage and ending fund balance would be critical targets that
will drive rate increases into the future.
In addition, to sell revenue bonds cost effectively, the City would likely need to get DEQ to agree to
subordinate its loan to the revenue bonds.
These rate increases are so high because of the following reasons:
1. Revenue bonds require coverage (ratio of net revenues to annual debt service) of 125%.
2. The DEQ loan requires only 105% coverage but debt service coverage on the new bonds would
be at 125% coverage.
3. Food & Beverage (F&B) Tax proceeds to the Wastewater Fund do not pay all of the DEQ loan
annual debt service which means the difference comes from rates.
4. The F&B tax will sunset in December 2010 so bond issues today cannot rely on that as a
continuing revenue source. Absent this revenue stream, rates would need to increase
approximately 60%.
5. A revenue bond sale is more costly than a FF&C issue thus raising the total amount financed
and, in turn, the annual debt service.
The drawback to Full Faith & Credit bonds is the potential pledge of other revenue streams (including
taxes) to repay the loan. This requirement could impact future FF &C borrowing by reducing the total
amount available by this $2.5 million. This is a general pledge that would become an issue if the
wastewater rates could not pay the debt service.
The attached resolution includes a 60 day notice similar to what is required for revenue bonds. This
notice is not required for FF &C borrowing but helps to ensure openness of this financing. In the
meantime, staff continues to actively seek other State or Federal monies to fund our wastewater system
Page 2 of3
r.l'
~-~--_...~--_.._---_._-~--------------------_._"-Ir. ,.
CITY OF
ASHLAND
improvements. If a good alternative is found we would be back in front of Council proposing another
solution before issuing these bonds.
In summary, staff prefers to finance enterprise improvements via revenue bonds but issuing Full Faith
& Credit bonds is the least cost approach to funding needed capital improvements for the Wastewater
Fund. They are less costly to issue than revenue bonds, their interest rates are lower, borrowing a cash
reserve will not be required, they will not require a high or higher coverage ratio than the current DEQ
loan does and these points translate into lower annual payments.
Related City Policies:
City of Ashland Financial Management policies
Council Options:
Council may proceed with issuing bonds to fund the capital improvements in the Wastewater Fund or
defer action for more information.
If the decision is to not issue bonds then other means to fund existing and past project costs must be
determined before any more project expenditures are made, bid awards are let or capital projects that
are not 100% SDC funded are begun.
Potential Motions:
Potential motions include:
A. Council moves to approve the resolution to issue bonds and give sixty day public notice.
B. Council moves to approve the resolution as modified by discussion.
C. Council takes no action pending further information or clarification.
Attachments:
Draft Resolution
October 20 Council Communication
Preliminary CIP
Page 3 of3
r~'
r,T
RESOLUTION NO.
A RESOLUTION OF CITY OF ASHLAND, JACKSON COUNTY,
OREGON, AUTHORIZING THE ISSUANCE OF BONDS TO FINANCE
WASTEWATER SYSTEM IMPROVEMENTS IN A PRINCIPAL
AMOUNT OF NOT TO EXCEED $2,500,000, AND PROVIDING FOR
PUBLICATION OF NOTICE
BE IT RESOLVED by the City Council (the "Council") of the City of Ashland (the "City") that:
Section 1. Findings
The Council finds as follows:
1.1 It is financially feasible and in the best interests of the City to authorize the issuance of
bonds under ORS 287 A.I50 to finance wastewater plant improvements, pump stations and
wastewater line improvements and realignments in cooperation with other projects (the
"Projects") and to pay related costs.
1.2 The City is authorized to issue bonds for any public purpose under ORS 287 A.I50. ORS
287 A.I50 requires the City to publish a notice describing the bonds and the revenues that will
secure the bonds.
1.3. ORS 287 A.I50 allows the City to secure bonds issued under the act with any revenues of
the City (as defined in ORS 287A.00I(16)) that are described in the notice that the City
publishes pursuant to ORS 287A.150. ORS 287A.00l(16) defines "revenues" as "all or any
portion of the fees, tolls, excise taxes, assessments, property taxes and other taxes, rates, charges,
rentals and other income or receipts derived by the City or to which the City is entitled.
1.3 It is desirable to obtain $2,500,000 of bonding authority to finance the Projects pursuant
to ORS 287 A.I50, and to allow the City to secure those bonds with all or any portion of the
City's revenues, as defined in ORS 287A.00l(16).
Section 2. Bonds Authorized
The City hereby authorizes the issuance of not more than Two Million Five Hundred Thousand
Dollars ($2,500,000) in aggregate principal amount of bonds pursuant to ORS 287 A.I50 to
finance the Projects and pay related costs. The bonds authorized by this resolution (the "Bonds")
shall be issued and sold in accordance with the Act, and shall be payable from the revenues of
the City which the City pledges to pay the Bonds. The City may provide that the Bonds will be
secured by all legally available revenues of the City. The City may pledge its full faith and
credit to pay the Bonds, and may pledge its taxing power within the limitations of Article XI,
Sections 11 and 11 b of the Oregon Constitution.
Section 3. Notice; Procedure
3.1 No Bonds may be sold, and no purchase agreement for the Bonds may be executed, until
-----------------------.-------------II-T
at least sixty (60) days after publication of the Notice of Bond Authorization which is attached to
this resolution as Exhibit "A" (the "Notice"). The Notice shall specify the last date on which
petitions may be submitted, and shall be published in at least one newspaper of general
circulation in the City in the same manner as are other public notices of the City.
3.2 Ifpetitions for an election, containing valid signatures of not less than five percent (5%)
of the City's electors, are submitted to the City by the date indicated in the Notice: the question
of issuing the Bonds shall be placed on the ballot at the next legally available election date; and,
no Bonds may be sold until the question of issuing those Bonds is approved by a majority of the
electors of the City who vote on that question. If sufficient petitions to refer the question of
issuing the Bonds to the electors are not submitted to the City within 60 days after the notice is
published the City may sell the Bonds pursuant to Section 5 of this resolution.
This resolution was duly PASSED and ADOPTED this
2008, and takes effect upon signing by the Mayor.
day of
Barbara Christensen, City Recorder
SIGNED and APPROVED this
day of
, 2008.
. John W. Morrison, Mayor
Reviewed as to form:
Richard Appicello, City Attorney
----------------11 T
Exhibit A
Notice of Bond Authorization
NOTICE IS HEREBY GIVEN that the City Council of the City of Ashland,
Oregon (the "City"), adopted Resolution No. on November 18, 2008, authorizing the
issuance of bonds to finance wastewater plant improvements, pump stations and wastewater line
improvements and realignments in cooperation of other proj ects and to pay related costs.
The bonds described in this notice will not be issued in an aggregate principal
amount of more than Two Million Five Hundred Thousand Dollars ($2,500,000). The City may
provide that the bonds will be secured by all or any portion of the City's legally available tax and
other revenues, and the City may pledge its full faith and credit and its taxing power within the
limitations of Article XI, Sections 11 and lIb of the Oregon Constitution to pay the bonds.
However, the bonds will not be general obligations of the City and the City will not be entitled to
levy taxes outside the limitations of Article XI, Sections 11 and 11 b of the Oregon Constitution
to pay the Bonds.
If written petitions requesting an election on the issuance of the bonds, signed by
not less than five percent (50/0) of the City's electors, are filed at the Office of the City Recorder
on or before ,2009 (the 61st day after the date of publication of the notice), the
question of issuing the bonds shall be placed on the ballot at the next legally available election
date.
The Office of the City Recorder is located at 20 East Main, Ashland, Oregon
97520.
The resolution authorizing the bonds is available for inspection at the Office of
the City Recorder.
The bonds will be issued and sold and this Notice is published pursuant to ORS
287A.150.
By order of
THE CITY COUNCIL OF CITY OF ASHLAND,
Jackson County, Oregon
-liT
CITY OF
ASHLAND
Council Communication
Meeting Date:
Department:
Secondary Dept.:
Approval:
Study Session on Capital Improvement Financing for the
Water and Wastewater Funds
October 20, 2008 Primary Staff Contact:
Administrative Services E-Mail:
Public Works Secondary Contact:
Martha Bennett Estimated Time:
Lee Tuneberg
tuneberl@ashland.or.us
Mike Faught
45 minutes
Question:
Does Council have questions regarding pending financing of capital proj ects?
Staff Recommendation:
Staff recommends Council discuss and ask questions about issuing bonded debt to pay for current
capital projects and those scheduled for the near future. Staff recommends an item to authorize staff to
sell bonds be considered at your November 4th meeting.
Background:
The FY 2008-2009 budget included over $9 million in external financing that related to capital
improvements approved within the Capital Improvement Program (CIP). That amount was intended to
do three things:
. Reimburse the city for money "up fronted" for projects under way
. Finance projects starting in 2008-2009, extending into 2009-2010
. Pay for capital improvements over their useful life with annual debt service
This amount was predicated upon approximately $3.8 million in financing being done in FY 2007-
2008. The end result in financing during last year was issuing only $304,000 in Clean Renewable
. Energy Bonds (CREBS) rather than the $800,000 that was originally projected. The other $3 million
was intended for the Water Fund but could not be done before the end of the fiscal year.
A review of capital financing done by the city in the prior five years to the CREBS issue is as follows:
2003 Water Revenue Bonds at $5.625 million for capital projects & refunding bonds.
2004 AFN refinancing at $15.5 million and Airport Hangar financing at $375,000
2005 General Obligation Bond refunding the 1997 and the 2000 bonded debt at $2.56 million
to reduce payments and save interest costs.
2006 No activity
2007 No activity
In most years the anticipated borrowing is less than what was budgeted due to timing and completion
of projects. The amount needed to pay for capital projects is first reduced by restricted monies held for
applicable projects such as systems development charges, grants, local improvement funds or other
miscellaneous proceeds. Only the net amount is borrowed for the projects scheduled for completion.
Page 1 of3
r~.,
-Tf-T
CITY OF
ASHLAND
The attachment lists projects by fund, their approximate timing, total cost and amount that would be
funded by rates & fees, directly or through debt service. Many smaller projects in the CIP are omitted
in that they do not readily qualify for financing but they will still need to be funded annually through
rates and fees.
Below is a summary of the projects for two years and those that the city still needs reimbursement for
to restore operational fund balances.
FY 2008-2009 Prolects
Water Supply projects
Water Plant proj ects
Water Distribution projects
Wastewater Treatment Plant proj ects
Wastewater Collection projects
FY 2009-2010 Prolects beginning this year or in process
Water Supply projects
Water Plant proj ects
Water Distribution projects
Wastewater Treatment Plant projects
Wastewater Collection projects
TOTAL TO BE FINANCED
$335,000
$62,500
$1,406,250
$300,000
$283,000
$538,000
$21,250
$1,887,250
$365,000
$610.250
$5,808,500
FY 2007-2008 Prolect (Completion & Reimbursement in 2008-2009)
Water Treatment Plant Process Improvement
North main Pump, Neil Creek Flood, & others
TOT AL TO BE REIMBURSED
$548,000
$566.000
$1.J 14,,000
ANTICIPATED REVENUE BONDS
$6.922.500
The above projects represent a total CIP value of$10 million. The remainder of the project costs are
paid primarily by systems development charges. The reimbursement portion is approximately $1.1,
which will replace operational cash used for the project(s) while financing was put together.
The debt service on the $6.9 million represents approximately $555,000 in annual debt service
(principal and interest) between the two funds until 2029.
As discussed in previous study sessions the total CIP represents rate increases of 1 % to 20/0 each year
of the total utility bill until older debt is retired. In these two funds this additional debt service would
represent approximately 5% of annual operational cost. It also represents about 7.5% of annual
charges for services during the first year and reduces to about 4% in the final year of the bonds.
Existing revenue bond annual debt service is approximately $540,000 in 2009 and reduces $170,000 in
2012, another $220,000 in 2015 with the final amount paid in 2022.
Page 2 of3
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CITY OF
ASHLAND
Issuing revenue bonds for these capital improvements is the normal approach to paying for
infrastructure, especially since the debt service is paid over the life of the bonds by those who are
getting the benefit of the asset. If financing is not approved the city would need to stop capital
improvements in these two funds until other viable CIP funding solutions were identified.
Related City Policies:
City of Ashland Financial Management Policies, Budget Document Appendix
Council Options:
Council can provide guidance to staff on what additional information is needed for approval to proceed
with a bond issue.
Potential Motions:
This is a study session so no action can be taken.
Attachments:
Preliminary CIP listing (for financing) 10/10108
Page 3 of3
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11/13/200811:17 AM
Capital Improvements Plan (PRELIMINARY 10/10/08)
FY 09 (JUL 2008 to JUN 2009) Construction
__-1LQ&9~Q
_~~2-QQO
$420,000
uu$?~~~99.9. :
Water Plant
Plant Process 1m rov (chern feed, soda ash, instrumentation, flocculator)
Water Treatment Plant - Construct New Filters 7 & 8
$0
~~,~~._----.,~-,~,~,
$21,250
.......$~.~.~~~9.:
$0
._._.~w~_~"_
$0
.....~.1.,.??2,292
___~?J~?~_O
$0
$0
. uuuuu..$.X?.Q?..QQ.Q.
~_____ $3 !2,QQQ
$91,000
$1,887,2501
WASTEWATER
Wastewater Treatment Plant
Wastewater Treatment Plant Membrane Sections Re lacement Plannin
Wastewater Treatment Plant Process 1m rovements
.....$.~.QQ,Q.QQ.
$65,000
$~~?,Q9.9. :
Wastewater Collection S stem
Wastewater Line Re lacement; Oak Street - Lithia Wa to B Street
Wastewater Line Re lacement; Ashland Creek Main Line
Wastewater Line Re lacement; Miscellaneous In-House
Grandview Pum Station Re lacement
Wastewater Line Reali ment; N, Mountain Ave - Herse
.~,.
. ......uJ~4,Q.QQ
...$!?Q.'Q.QQ
.__.2LQ~2~.?g
~170,OQQ
$100,000
$610,250:
TOTAL WATER & W ASTEW A TER
$3,010,000
$2,386,750
$4,460,000
$3,421,750
H:\ShipletD\Council\Council Communication\2008\November 17 and 18\111808 Wastewater Bonds.atch3.xls
11.-
CITY OF
ASHLAND
Council Communication
Meeting Date:
Department:
Secondary Dept.:
Approval:
FY 2007-2008 Comprehensive Annual Financial Report
November 18, 2008 Primary Staff Contact: Lee Tuneberg
Admin. Services E-Mail: tuneber1@ashland.or.us
None Secondary Contact: None
Martha Benn Estimated Time: 30 minutes
Question:
Should the City Council accept the Comprehensive Annual Financial Report as recommended by the
Ashland Audit Committee?
Staff Recommendation:
The Audit Committee recommends acceptance of the Comprehensive Annual Financial Report for FY
2007-2008 and staff concurs.
Background:
The Audit Committee has met with staff and Pauly, Rogers and Company, P .C. to review and accept
the annual audit for the fiscal year ended June 30, 2008. The committee's report can be found in the
annual financial report on page xv and the auditor opinion on page 3.
The Comprehensive Annual Financial Report (CAFR) is prepared annually as part of the state-required
audit by an independent, certified and municipally licensed auditor. In Ashland, the auditor reports to
the Audit Committee established by the Council. The committee receives the auditor opinion,
management letter and annual financial reports (including the Parks Commission Component Unit
Financial Report) prepared by staff. When satisfied with the reports and related information, the
committee forwards the report to Council with a recommendation to accept.
The auditor gave an unqualified opinion again this year and found two reportable conditions to include
in a management letter for fiscal year 2007-2008. The two conditions that the auditors noted are
included in the attachment titled "Management Report."
The Administrative Services Department's responses to the Management Report comments are
attached as well. The issues raised are being acted upon at this time and our goal is to clear the
comments in this fiscal year.
The City, Parks, and the auditor faced new requirements for reporting last year and we are still
working through some of them that have evolved from changes in the private sector precipitated by
ENRON scandals and subsequent legislation like Sarbanes Oxley. These new standards for auditing
and reporting are still being implemented through out the municipal sector as they are a challenge for
all government agencies. The Management Report prepared by the auditor provides a review of the
prior year comments and staff s report speaks to progress made on those completed and those still in
process.
Page 1 of3
111808 CAFR.CC.doc
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U-i1T
CITY OF
ASHLAND
The City dealt with the Audit Committee issues last year. Staff is working on more enhancements to
internal controls and expects to submit to Council important policy changes and procedural
documentation in late February or March. These changes will take a concerted effort by the Council,
Administration, City Recorder and Administrative Services departments and will probably impact all
departments and divisions.
Financial Overview
The City is responsible for completeness and accuracy of the annual report. The auditor reports are
included in the document and presented on their letterhead. These reports attest to the City's
compliance with Oregon Budget Law and federal reporting requirements.
The annual report includes a section on pages 5 through 16 called Management's Discussion and
Analysis (MD&A) that is intended to provide the reader with a basic understanding of the financial
condition and change over the year audited. Please read the MD&A and Notes section to get a general
understanding of the financial information provided. Unless otherwise indicated, financial references
relate to the City and do not incorporate Parks & Recreation information.
From an overview perspective, the City's financial condition is down but still strong with total net
assets decreasing $4 million to $101,364,054. The primary issue lies in reduced cash balances due to
capital expenditures while financing has been delayed. The City has considerable cash balances but
their accumulations are spread over the many funds and much of it is restricted to guarantee future debt
payments and capital construction. Rebuilding operating cash balances while paying for needed
capital improvements and repairs will be difficult.
Total City assets are down $5.9 million which includes:
1. $4.48 million less in cash & investments (a minus)
2. $700,000 more in restricted cash (a plus)
3. $100,000 more in inventories (a plus)
4. $125,000 less in deferred revenue (a minus)
5. $4.33 million more in fixed assets (a plus)
6. $6.38 million more in accumulated depreciation (a minus).
City-wide current payables (liabilities) are flat at only $7,000 more than the prior year. Accrued
interest payable is up $43,000 and non-current liabilities (claims payable and debt) are down $1.9
million.
The net result of changes in Assets and Liabilities city-wide is the approximate $4 million decrease in
Total Net Assets for the City. In general, the City used cash to pay for projects (that added to net fixed
assets) and debt service (to reduce liabilities). Please note thataging of city infrastructures
(depreciation) was calculated to be $6.38 million and represents a significant element of the decrease.
The Parks and Recreation Commission net assets increased approximately $864,000 primarily due to
more cash on hand at the end of the year and a significant contribution (in the form of a new HV AC
system to one of the theaters) from Oregon Shakespeare Festival.
Page 2 of3
111808 CAFR.CC.doc
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CITY OF
ASHLAND
The financial report indicates the City is still strong but weakening as current assets (cash) are traded
for long-term infrastructure or to reduce long-term debt.
Many of the City's funds are doing well when considering fund balances. As discussed throughout the
recent budget process, balancing revenue streams with the cost of services is, and will remain, difficult
in funds reliant upon taxes (General, Street and Parks funds) and funds that include capital
improvements funded through rates, fees, taxes and borrowing (Street and all enterprise funds).
However, some funds have ending fund balances beyond targets and those "surplus" amounts will be
needed to help the others in the short-term as capital financing is completed or revenue streams are
adjusted.
Changes in Ending Fund Balances (Adopted and Actual) for all funds can be viewed on pages 106-
107. Other key places to look within the document are:
Pages
1 - VB
xv
3- 4
5 - 16
19 - 29
33 - 60
65 - 139
141 - 149
Information
Transmittal letter from staff
Report of Audit Committee accepting the audit
Auditor's unqualified opinion
Management's Discussion & Analysis
Basic Financial Statements
Notes to General Purpose Financial Statements
Supplementary reports, schedules and statistical tables
Other required auditor comments and disclosures
Related City Policies:
City of Ashland Financial Management Policies, Budget Document Appendix
Council Options:
Council may accept the Committee's report and the annual report as presented, recommend
modifications as discussed or defer acceptance (takes no action) awaiting further information or
clarification.
Potential Motions:
A. Council moves to accept the Audit Committee Report and the Comprehensive Annual Financial
Report for the fiscal year ended June 30, 2008 as presented.
B. Council moves to accept the Audit Committee Report and the Comprehensive Annual Financial
Report for the fiscal year ended June 30, 2008 as modified by discussion.
C. Council takes no action pending further information or clarification.
Attachments:
FY 2007-2008 Comprehensive Annual Financial Report
City of Ashland 2007-2008 Management Report
Staff letter to Audit Committee dated 10/29/2008 Responding to the Management Report
Audit Committee meeting draft minutes 10/29/2008
Page 3 of3
111808 CAFR.CC.doc
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CITY OF ASHLAND
ASHLAND, OREGON
2007-2008
MANAGEMENT REPORT
-~---
rfiF]@
PAUL~ ROGERS AND CO., RC.
CERTIFIED PUBLIC ACCOUNTANTS
· 12700 SW 72ND AVENUE · TIGARD, OREGON 97223
· (503) 620-2632 · FAX (503) 684-7523
October 24, 2008
City of Ashland
City Council and Audit Committee
In planning and performing our audit of the financial statements of City of Ashland as of and for the year ended
June 30, 2008, in accordance with auditing standards generally accepted in the United States of America, we
considered City of Ashland's internal control over financial reporting (internal controls) as a basis for designing
our auditing procedures for the purpose of expressing our opinions on the financial statements, but not for the
purpose of expressing an opinion on the effectiveness of the City's internal controls. Accordingly, we do not
express an opinion on the effectiveness of the City's internal controls.
Our consideration of internal controls was for the limited purpose described in the preceding paragraph and would
not necessarily identify all deficiencies in internal controls that might be significant deficiencies or material
weaknesses. In addition, because of inherent limitations in internal controls, including the possibility of
management override of controls, misstatements due to error or fraud may occur and not be detected by such
controls. However, as discussed below, we identified certain deficiencies in internal controls that we consider to
be significant deficiencies.
A control deficiency exists when the design or operation of a control does not allow management or employees, in
the normal course of performing their assigned functions, to prevent or detect misstatements on a timely basis. A
significant deficiency is a control deficiency, or a combination of control deficiencies, that adversely affects the
entity's ability to initiate, authorize, record, process, or report financial data reliably in accordance with generally
accepted accounting principles such that there is more than a remote likelihood that a misstatement of the entity's
financial statements that is more than inconsequential will not be prevented or detected by the entity's internal
controls.
The Auditing Standards Board issued SAS No. 112, Communicating Internal Control Related Matters Identified
in an Audit, effective for audits of financial statements for periods ending on or after December 15, 2006. This
statement requires auditors to evaluate identified control deficiencies and determine whether those deficiencies,
individually or in combination, are significant deficiencies or material weaknesses, and if so communicate them in
writing to those charged with governance.
SAS No. 112 specifically identifies a few common control deficiencies which must be addressed in each audit to
determine if a significant deficiency exists, and based on our evaluation we have identified significant deficiencies
in the design or implementation of internal controls, which are noted below.
We consider the following deficiencies to be significant deficiencies in internal control:
1) We noted that the Information Technology (IT) department does not have a cohesive written internal
control document that details their internal controls over their internally developed utility billing
system. We also noted that there was no cohesive written internal control document that details the
general controls over all computers and systems City-wide. We recommend that the City develop
written internal control procedures for these areas. We also recommend that that IT department have
an external review of the processes and controls from an outside entity.
2) We noted that the Community Development accounts receivable detail contained many items which
were either extremely old or items that have already been paid. We recommend that the Community
~ I I -
Development Department reconcile and review their listing of accounts receivable and either write
the receivable off because the item has been paid or follow up with the customer to obtain payment.
The following are our recommendations for the previous year. The comments are repeated from our report to
management for the year ended June 30, 2007, for perspective.
We noted that the City does not have a written internal control policies and procedures document. In
applying SAS 112 we believe that the City should adopt formal policies/procedures for all accounting
areas, especially as it pertains to internal controls and the identification of key controls. Our audit did
not uncover significant deficiencies pertaining to these areas other than the items noted below, however
the policies/procedures in place are not in writing. We recommend at a minimum that the following
areas be addressed (this constitutes a partial list, other areas of internal control should be addressed):
o Controls over expenditures to ensure that there are no fraudulent checks or checks written in error -
Who tracks the check sequence, who reviews the canceled checks back from the bank, who has
custody of checks, and who is authorized to approve disbursements?
o Detailed explanation of the controls over cash accounts, including how many people it takes to
open/close an account, controls over wire transfers, and review of bank reconciliations.
o Controls over cash receipting - How do you ensure that receipts are always given, and that all
receipts are recorded in the general ledger. How often are deposits taken to the bank.
o What internal controls and monitoring is used for reviewing and ensuring that the financial
statements are accurate and are in conformance with GAAP (the control procedure here would be
sending staff to training on new pronouncements, etc.)
o Any internal audit functions, antifraud programs, etc.
o Monitoring of internal controls by management and the governing body to ensure that controls are
functioning properly and are evaluated when systems, the environment, and employees change.
o Other areas that could be discussed - capital asset accounting, employee dishonesty insurance,
physical security of documents, payroll processing/time sheets, and any other applicable financial
areas.
o Because of a limited number of available personnel, it is not always possible to adequately
segregate certain incompatible duties so that no one employee has access to both physical assets
and the related accounting records or to all phases of a transaction. Consequently, the possibility
exists that unintentional or intentional errors or irregularities could exist and not be promptly
detected. We recommend that the City address their segregation of duties issue in their internal
control policies and procedures.
During Fiscal Year 2007-2008 city staffworked on this comment by:
1. Met on numerous occasions to identify steps for improvement including consulting available
documentation from professional organizations and associations.
2. Surveying representative systems for existing controls, related procedures and documentation.
3. Training on controls, development and use.
4. Updating controls where needed and documenting their improvement and use.
5. Makes changes in staff responsibilities and cross training to facilitate the improved c;ontrols.
Upon completion of the audit City staff will return to this project with the goal of satisfying the
comment for the FY 2008-2009 audit.
A material weakness is a significant deficiency, or a combination of significant deficiencies, that results in more
than a remote likelihood that a material misstatement of the financial statements will not be prevented or detected
by the entity's internal control. We did not identify any significant deficiencies that are considered to be material
weaknesses:
This communication is intended solely for the information and use of management, the Council, and others within
the organization, and is not intended to be and should not be used by anyone other than these specified parties.
PAULY, ROGERS AND CO., P.C.
II I ~~
CITY OF
ASHLAND
October 29,2008
Audit Committee
City of Ashland
20 East Main Street
Ashland, OR 97520
Re: FY 2007-2008 City of Ashland Audit Management Letter
The Accounting Division of the Administrative Services Department made tremendous strides
this year in accounting for activities and preparing for the annual audit. I am sure that, if they
could in the Management Letter, the auditors would speak to functional improvements and the
greater preparedness that were experienced this year. However, Management Letters are geared
toward deficiencies and not what is done right. Thus, the resolution of prior year comments and a
reduced number of new comments must suffice as the indicators of improvement between years.
As always, the Finance staff takes the management letter comments to heart and endeavors to
address them in an expeditious manner. Even with that perspective, it sometimes takes multiple
years to clear an issue and I want to assure the Committee that available resources are allocated to
clear current and recurring auditor comments and observations, large and small.
There are two comments For FY 2007-2008. The two comments are:
1. We (the auditors) noted that the Information Technology (IT) department does not
have a cohesive written internal control document that details out their internal
controls over their internally developed utility billing system. We also noted that
there was no cohesive written internal control document that details the general
controls over all computers and systems City-wide. We recommend that the City
develop written internal control procedures for these areas. We also recommend
that that IT department have an external review of the processes and controls from
an outside entity.
Response: Staff agrees with the Auditor's assessment. Prior Technology Plans and
software documentation require updating and revision and the Technology Department is
working on them. Some improvements in documentation were achieved in FY 2007-2008
but other process improvements should be complete in FY 2008-2009 including online
payments. The points identified in this comment will be addressed as part of the new
processes and documentation. An external review by an outside entity is appropriate and
such a review will be included in the budget for FY 2009-2010.
2. We (the auditors) noted that the Community Development accounts receivable
detail contained many items which were either extremely old or items that have
already been paid. We recommend that the Community Development Department
reconcile and review their listing of accounts receivable and either write the
-Tr-T
receivable off because the item has been paid or follow up with the customer to
obtain payment.
Response: Staff agrees with the Auditor's assessment. The City has systematically
reviewed various sub-ledgers and dealt with similar issues or disconnects such as fixed
assets, assessments, Municipal Court processes, utility receivables and miscellaneous
payables. Such a task primarily rests with the department or division responsible for the
sub-ledger activity but the Administrative Services will work with Community Development
to accomplish this task in FY 2008-2009.
The following are our (the auditor's) recommendations for the previous year. The
comments are repeated from our (their) report to management for the year ended June 30,
2007, for perspective.
We noted that the City does not have a written internal control policies and procedures
document. In applying SAS 112 we believe that the City should adopt formal
policies/procedures for all accounting areas, especially as it pertains to internal controls
and the identification of key controls. Our audit did not uncover significant
deficiencies pertaining to these areas other than the items noted below, however the
policies/procedures in place are not in writing. We recommend at a minimum that the
following areas be addressed (this constitutes a partial list, other areas of internal
control should be addressed):
. Controls over expenditures to ensure that there are no fraudulent checks or checks
written in error - Who tracks the check sequence, who reviews the canceled checks
back from the bank, who has custody of checks, and who is authorized to approve
disbursements?
. Detailed explanation of the controls over cash accounts, including how many people
it takes to open/close an account, controls over wire transfers, and review of bank
reconciliations.
. Controls over cash receipting - How do you ensure that receipts are always given,
and that all receipts are recorded in the general ledger. How often are deposits
taken to the bank.
. What internal controls and monitoring is used for reviewing and ensuring that the
financial statements are accurate and are in conformance with GAAP (the control
procedure here would be sending staff to training on new pronouncements, etc.)
. Any internal audit functions, antifraud programs, etc.
. Monitoring of internal controls by management and the governing body to ensure
that controls are functioning properly and are evaluated when systems, the
environment, and employees change.
. Other areas that could be discussed - capital asset accounting, employee dishonesty
insurance, physical security of documents, payroll processing/timesheets, and any
other applicable financial areas.
. Because of a limited number of available personnel, it is not always possible to
adequately segregate certain incompatible duties so that no one employee has
access to both physical assets and the related accounting records or to all phases of
a transaction. Consequently, the possibility exists that unintentional or intentional
errors or irregularities could exist and not be promptly detected. We recommend
that the City address their segregation of duties issue in their internal control
policies and procedures.
ii
i1T-
Status: Staff has worked on this but it was not done at June 30, 2008. Staff reminds
the reader to note that there are things being done within many of the "bulleted" areas
but they are insufficient in practice or documentation to clear this comment. There is
no single document that addresses all of the issues to the detail level identified within
SAS No.1 12. During FY 2007-2008 various departments and divisions in City Hall
began the review and accomplished some improvements but limited staff availability
precluded expanding out to other areas. The City did establish better guidelines and
controls for the audit committee and reporting responsibilities of staff and Parks as
formalized by Resolution 2008-24. Recently, the City complied with customer
information security as required by state and federal laws and those changes will be
incorporated within the work done in FY 2008-2009 to comply with this audit
comment.
In summary, I hope these responses are helpful in understanding the work being done by the
Administrative Services Department to meet or exceed City expectations and legal requirements.
It should be understood that increased requirements such as those presented and discussed above
will have a financial impact (staffing, workload and training) to ensure compliance.
Sincerely,
Lee Tuneberg
City of Ashland
Administrative Services and Finance Director
iii
--TIT
CITY OF
ASHLAND
Audit Committee
Draft Minutes
October 29, 2008 2:00pm
Council Chambers
1175 East Main Street
Call to Order
Lee Tuneberg, Administrative Services and Finance Director called the the Audit
Committee meeting to order at 2:25 p.m. on October 29,2008 in Council Chambers,
1175 East Main Street Ashland, Oregon.
Everson/Navickas ms for Nutter to be chair. All Ayes
Roll Call
Committee members Christensen, Emerson, Nutter, Navickas were present. Member
Lemhouse was absent.
Staff Present:
Martha Bennett, City Administrator
Lee Tuneberg, Administrative Services and Finance Director
Cindy Hanks, Finance Division Manager
Bryn Morrison, Account Representative
Melissa Huhtala, Administrative Secretary
Also Present was Kenny Allen, Partner, Pauly, Rogers, and Co. P.C.
Approval of Minutes
Audit Committee Minutes of October 29, 2007
Nutter requested that the committee members be given a copy of any reports and/or
letters on significant deficiencies issued by the accountants, together with the staff's
responses to those significant deficiencies, in advance of the audit committee meeting.
Nutter indicated that he could do a better job if he was given the accountant's report and
the staff's response in advance of the committee meeting.
Navickas/Everson ms to approve the minutes as amended. All Ayes.
----rr ,-
AUDIT COMMITTEE MEETING
OCTOBER 29,2008 - PAGE 2 OF 8
Presentation bv the Auditors
A. Audit
1. Component Unit Financial Report (CUFR)
2. Parks Management Letter
3. Comprehensive Annual Financial Report (CAFR)
4. City Management Letter
B. Report from Staff
Presentation Bv the Auditors:
Kenny Allen presented to the Committee the purpose of the audit. He spoke to a new
presentation required for audits and the responsibility under generally accepted
accounting standards is to express an opinion on how the financial statements are
prepared.
He explained the results of the audits had a non qualified opinion. He added that as
shown on page 70 in the Parks CUFR, there was one transaction found that did not
comply with the regulations to obtain a bid.He explained how there were significant
deficiencies noted in the Parks Management letter. These were due in part to new
standards required in the letter and there will be more to come in the future. He stated
that in accordance with the terms of the engagement letter, they will advise
management about the appropriateness of accounting policies and their application.
For both reports, the policies can be scene in Notes to the Financial Statements.
The Committee discussed Investments made by the City and that they are an integral
part of the financial statements prepared by management and are based on
management's knowledge and experience about past and current events. There were
not any risky investments found and if there were, they would have to be disclosed.
Mr. Allen spoke to the new requirements of SAS 114, see attached.
Parks manaaement letter:
Mr. Allen presented the management letter. The first comment was the City and the
Parks need to formalize their Intergovernmental Agreement for accounting services.
There is no formal agreement between the two organizations, and this could lead to a
miscommunication between the parties for who is responsible for specific financial
tasks. That was the only significant deficiency in the 2007-2008 audits.
Mr. Allen spoke to the deficiencies noted in the prior year audit. The first item was that
the Commission does not have a written internal control policies and procedures
document. In applying SAS 112 it is believed that the Commission should adopt formal
policies/procedures for all accounting areas, especially as it pertains to internal controls
II .-
AUDIT COMMITTEE MEETING
OCTOBER 29, 2008 - PAGE 3 OF 8
and the identification of key controls. The audit did not uncover significant deficiencies
pertaining to these areas other than the items noted.
Second the Commission's Recware software is not integrated into the general ledger.
Segregation of duties requires the Commission to post all of their activity into the GL
themselves, and then have the City's finance department reconcile the accounts. The
Auditors recommended that the Recware system be integrated into the Eden GL
system. Also noted was that manual adjustments to the Recware system were not
reviewed on a periodic basis. Segregation of duties requires that at least two employees
review these manual changes. The auditors recommend that periodically the manual
journal log be printed out and signed off and reviewed by two Parks employees.
Third, the Parks shredded their golf receipts for the year. The Parks only kept three
months of golf receipts at a time. The auditors recommend that the Parks keep receipts
for at least five years or more depending on the records retention policy of the City and
Parks and Oregon Law.
Forth, the Golf Course has two cash registers, one for tracking the Golf Pro's revenues
and the other for the Commission's revenues. The auditors recommend that there only
be one cash register so that money is not moving between registers. Also
recommended is to purchase computerized software that acts as a cash register as well
as tracking golfer information.
Last, the auditors found that the golf deposits did not have Park's Management initials
showing that they reviewed the deposit. The auditors recommend that all deposits have
someone in Parks initials on it to show that the deposit has been looked over. Also if
there are questions on a deposit, any resolution of the question should be fully
documented somewhere on the deposit.
Mr. Tuneberg spoke to the staff responses to the auditor's letter. In the opening of the
letter it stated that accounting functions were outsourced to the City based upon a
suggestion from the Budget Committee in 2002. Parks and City staff has worked on an
agreement of services exchanged for many years. In 2008-2009 the two will work to
clarify roles. The 2006-2007 audit first noted the SAS 112 requirement on internal
controls. Staff did work on it primarily in City Hall where the cash handling takes place.
Procedures were written and training was given on cash handling.
Mr. Tuneberg spoke to item number two, that the Recware software needs to be
integrated with Eden. This also will be looked into the in next fiscal year as staff is
available. Item three was addressed immediately and the golf receipts have not been
shredded since. Item four has been addressed, however the two cash registers have
not been replaced. Handling of cash has been changed and control of what is going into
which register. Management and Parks are looking at the operation currently.
III
AUDIT COMMITTEE MEETING
OCTOBER 29,2008 - PAGE 4 OF 8
Committee Discussion
The Committee questioned the allegations made about cash handling and money at the
Golf Course published in the Daily Tidings. Don Robertson, Parks Director responded
to this question and commented that they did receive allegations and did investigate.
They also involved the Finance Department and Auditors. They have not identified that
there was anything inappropriate. Changes in procedures have been made in response
to the allegations and they will continue to look at how they manage it.
The Committee questioned what the allegations were. Mr. Robertson responded that
there was an instance that golf was exchanged for pizza, and also an overage in a
register that was not handled appropriately. They looked at all the cash handling with
city recorders office and finance to see how they are doing business. The Committee
questioned if there is a way to monitor cash receipts. Mr. Robertson responded that
they balance them daily and if a discrepancy is found, an explanation in writing is
expected. Barbara Christensen, City Recorder commented that the City is tightening up
on this topic and the receipts are crossed checked by three different departments now
and are pleased with the process now.
The Committee asked Mr. Allen to comment on the situation. He said they looked at the
procedures and most of the instances were money moving between the registers where
the problem stemmed from. The Committee questioned if this is something th.at the
auditors will catch in the future if it occurs again. Mr. Allen responded yes if it was big
dollar amount however, something like exchange for a pizza isn't as significant. The
Committee questioned the substantial increase on the program revenues, in operating
grants and contributions on page 5. Mr. Tuneberg responded that was revenue to the
Parks itself such as payments from sc.hools, and services that were provided outside
the Youth Activity Levy. The school district went away from using City services in 2006
then came back to result in a significant portion of fees showing the increase.
City Manaaement report:
Mr. Allen discusses the City Management report. The first comment for FY 2007-2008
the auditors noted is that the Information Technology (IT) department does not have a
cohesive written internal control document that details out their internal controls over
their internally developed utility billing system. They also noted that there was no
cohesive written internal control document that details the general controls over all
computers and systems City-wide. They recommended the City develop written internal
control procedures for these areas. They also recommended that IT department have
an external review of the processes and controls from an outside entity.
Second they noted that the Community Development accounts receivable detail
contained many items which were either extremely old or items that have already been
paid. They recommended that the Community Development Department reconcile and
review their listing of accounts receivable and either write the receivable off because the
item had been paid or follow up with the customer to obtain payment.
II
AUDIT COMMITTEE MEETING
OCTOBER 29, 2008 - PAGE 5 OF 8
Response to the Manaaement letter:
Mr. Tuneberg responded to the auditor's comments. He first pointed out that
management letters are geared toward deficiencies and not what is done right. It is
shown that the City has done a lot better this year. This year the City only has two
comments instead of multiple comments. Although they did not clear all the comments
from the prior year, they have improved the operations and staff is doing the best work
in accounting in years. The first comment goes back to 2003 and the City has had this
issue with documentation and controls in IT and they need to get a formalized IT plan.
This is high on the City's priority list. IT did provide some documentation to the auditors
but not enough. They Finance Department needed the documentation before the
review. They will continue to work with the IT department.
Item number two speaks to the interface of the sub ledger from the Community
Development Department. Mr. Tuneberg commented that the City has many sub
ledgers that either integrate or manually integrate into the general ledger. They will
work on clearing this comment this year.
The Committee asked for further clarification on the first comment. Mr. Tuneberg
responded that the City's biggest receivable is the utility software that was built by city
staff and is operated by city staff. It has been viewed by the auditors that the City needs
good documentation on the software and compliance and the auditors cannot rely only
on what the City says happens and needs it in writing. He explained that the City needs
the documentation and will have an outside party go over it. The Committee asked for
clarification on if the people who write the documentation and write the software are in
control themselves of the whole revenue system. Martha Bennett, City Administrator
responded that because it's not documented and because the sign off policy isn't in
place, the IT staff could make changes. The Committee commented on how the
individual staff members are also completely unprotected as individuals and urged this
issue to be addressed as soon as possible.
The Committee commented that they feel that the finance department is grossly
understaffed. Mr. Tuneberg responded that the City has has people that wrote the code
and could make errors that could lose the City money is what the concern is but there is
not much they can do about it. Mrs. Bennett also responded that it is not just finance
that is understaffed; the City has reduced the funding of its internal employees. If the
City wants to get pass these exceptions, money needs to be put into overhead.
The Committee questioned Mr. Allen on if this comment was taken care of, how the
auditors would check the restrictions. Mr. Allen responded that the City should have a
manual log that shows all changes made in the source code and also make sure that it
is reviewed by the appropriate management. The Committee questioned the comment
regarding Community Development and if there are other departments that are in
charge of billing. Mr. Tuneberg responded they have their own system, it's recorded
and goes into that system and integrates into the GL, and the ones that need to be
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AUDIT COMMITTEE MEETING
OCTOBER 29, 2008 - PAGE 6 OF 8
cleaned up are out of that system. He added that staff is half way there as of this
meeting. The Committee asked if there were any receivables so stale that were beyond
the statue. Mr. Tuneberg responded that they are not sure at that time and the issues
are input errors not collection errors.
The Committee asked if the City has the ability to lien a property on these issues if
someone had not paid. Staff responded that it would depend on how much money it
would be. The goal is to be done cleaning this up by December and they should see a
better report next year.The Committee asked Mr. Allen how long they let aging items go.
Mr. Allen responded that they look at things like this and the reason they made a
comment this year is because it hadn't been cleaned up from previous year. It is not a
significant dollar amount, but when things haven't been cleared in the next year after the
original finding, they have to make a comment.
The Committee asked Mr. Allen what his concerns were for the City. He responded
developing documentation in IT, documenting internal control, and design processes to
segregate duties as much as possible. Mr. Tuneberg questioned Mr. Allen on the
newer SAS coming out on the risks and how it played a role in the audit. Mr. Allen
informed the Committee on the new auditing standard that was implemented in the year
called the risk assessment. The role it played in this years audit was auditors make
sure to apply risk procedures for the City of Ashland and test those risks. This new risk
assessment requires more documentation and conclusions. There will not be an
increase in the cost for this implementation.
Committee Reflection Questions:
Guy Nutter, Committee member read in the Ashland Daily tidings that, Bonneville paid
the City $652,870, $600,000, and $150,000 and was wondering if that money is
reflected in the financial statement. Mr. Tuneberg responded that part of it is, and would
like to clarify that they $636,000 the City received last spring, by Council's direction was
put it in the debt service fund to offset future debt service primarily related to the AFN
debt. This year the City budgeted to receive $160,000 and there is not an amount of
$652,870. The City however will be receiving additional credits from BPA of about
$54,000 a month and this will happen in October 2008 through September 2009.
The Committee questioned how the one percent is shown. Mr. Tuneberg responded
that they City will see this credit in the financial reports for June 30 2009, and they might
see a smaller cost in wholesale power and it will show in the electric fund. The
Committee questioned the decrease of net assets on page 9 as compared to the
increase in active residential meters, but reduced utility sales. Mrs. Bennett responded
that was due to the weather and when the City experiences mild weather, not as much
water or electricity is used.
The Committee questioned the decrease in total grants and contributions by 630/0. Mr.
Tuneberg responded by explaining that Grants come and go and sometimes the City
receives them, but they fluctuate dramatically, and the City received less this year. The
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AUDIT COMMITTEE MEETING
OCTOBER 29,2008 - PAGE 7 OF 8
Committee asked for clarification on page 11 and the statement under governmental
activities for those who directly benefitted from the offered programs. Mr. Tuneberg
responded that those amounts represent services paid directly for programs that are
shown on page 20.
The Committee asked Mr. Allen why the low staffing level is not shown as an audit
comment. Mr. Allen explained that part of the audit is not telling the City how to spend
its money. If there was a large segregation of duties issue, it would be noted in the
audit.
The Committee asked what the large increase was due to in the Highways and Streets
on page 10 and if it will continue. Mr. Tuneberg responded that fluctuations will continue
and explained how the City shows expenditures on capital intensive activities. The City
had less to capitalize in FY "2008r than in FY b2007 because there was less work that
we done in the street fund and have been held up on projects. The Committee
questioned the bond ratings on page 15. Mr. Tuneberg responded that the City uses
the 2003 ratings for the revenue bonds because that was the last time the City went out
and sold bonds competitively.
The Committee asked Mr. Allen to explain the Deposits and Investments on page 43,
section III A. and the deposits not recovered as required by law at the end of the year.
Mr. Allen responded that there is a difference between Oregon law and GAAP
(Generally Accepted Accounting Principles). GAAP is what was reported. The banks
require that they only have to insure 250/0 of a certain amount and GAAP covers 750/0.
The City will always have a comment showing that they are under-collateralized for
GAAP purposes, but for Oregon law, they are fine.
The Committee questioned the increase in unpaid claims from FY 2007 on page 56. Mr.
Tuneberg explained that the City looks at the claims each year as to what is outstanding
and what can be reported as actual claims and what is incurred but not accrued. The
Committee questioned the post employment benefits on page 58 and the rate of return
used of 60/0 and what it will look like next year. Mr. Tuneberg explained that by next year
the City hopes that it will be lower. The amount the City pays on liabilities will fluctuate.
The Committee questioned potential liabilities and possible land contamination. Mr.
Allen responded that the auditors do not know if there is a liability of clean up until the
study is done. If the regulators tell the City they have to clean up then that is when the
auditors would look into the liability.
The Committee commented that there was a decrease in the police department with
physical arrests and traffic violations and yet we had an increase of 140/0 in the budget
for the public safety. Mr. Tuneberg responded that increase costs for operating the
emergency services and municipal court may not be directly related to how many tickets
the City writes on the street. In the prior year, the police department was not fully staffed
so that makes that percentage of personnel cost swing dramatically and the ability to "
write as many tickets.
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AUDIT COMMITTEE MEETING
OCTOBER 29,2008 - PAGE 8 OF 8
The Committee questioned uncollected taxes on page 36 of the Parks report and the
possibility of placing a lien on a property. Mr. Tuneberg explained that these liens are
run through the county.
Christensen/Nutter ms to accept the audit as presented. All Ayes.
Public Input
There was no public input.
Committee Discussion
Mr. Tuneberg suggested that the letter that goes into the City's financial report be
signed by the chair instead of all members.
Christensen/Navickas ms for the letter to be signed by the chair. All Ayes.
Review of Audit Contract
Fiscal Year 2008-09 is the third year of a three year contract. Next year the City will
have to decide whether to extend for another year or whether they go out to bid. Next
spring the Audit Committee will get together and talk about what they would like to see
happen in the upcoming audit.
Before closing Mr. Tuneberg thanked everyone that gave their support and time.
Adiournment
The meeting was adjourned at 4:40 p.m.
Respectfully Submitted,
Melissa Huhtala,
Administrative Secretary
Administrative Services Department
I! I T--~--
CITY OF
ASHLAND
r.,
COMPREHENSIVE ANNUAL FINANCIAL REPORT
For year ended June 30, 2008
Prepared by the Administrative Services Department
Lee Tuneberg, Administrative Services and Finance Director
table of contents
INTRODUCTORY SECTION
Page
Letter of Transmittal ............................................................................................................................ i-viii
Certificate of Achievement for Excellence in Financial Reporting ............................................................... ix
Elected City Officials .............................................................................................................................. x
Appointed City Officials........ ............... . ........ . ....... ....... ......... . ...... ........ . ........ ...... .. ....................... ........ ... xi
Map of City of Ashland. ........ ......... ...... ......... ......... ....... ......... ...... ........ ......... ........ ......... ....... ........ ......... xii
Organ.ization Chart................................................................................................................................ xiii
Report of Audit Committee... ........ ........ ....... ......... ........ ....... ......... ........ ....... ......... ........ ........ ........ ......... xv
FINANCIAL SECTION
Independent Auditor 's Report.............................................................................................................. 3-4
Management's Discussion and
Analysis............................................................................................................................. ......... .5-16
Ba'iic Financial Statements:
Government - Wide Financial Statements:
Statement of Net Assets .................................................................................................................. 19
Statement of Activities ................................................................................................................ 20-21
Fund Financial Statements:
Balance Sheet - Governmental Funds........................................................................................ 22
Reconciliation of Balance Sheet of Governmental Funds
to Statement of Net Assets .... ................. ................................................................ ........ .... 23
Statement of Revenues, Expenditures and Changes in Fund
Balances - Govenlmental Funds........................................................................................ 24
Reconciliation of Statement of Revenues, Expenditures and Changes in Fund Balances of
Governmental Funds to Statement of Activities ................................................................... 25
Statement ofN et Assets - Proprietary Funds............................................................................ 26
Statelnent of Revenues, Expenses and Changes in Net Assets - Proprietary Funds .................... 27
Statement of Cash Flows - Proprietary Funds .......................................................................... 28
Notes to Basic Financial S tatelnents ................................................................................................. 33-61
Required Supplementary Information:
General Fund: Schedule of Revenues, Expenditures and Changes in Fund
Balance - Budget and Actual.................................................................................................. 67
Street Fund: Schedule of Revenues, Expenditures and Changes in Fund
Balance - Budget and Actual.................................................................................................. 68
Supplementary Information:
Combining Balance Sheet - All Non-Major Funds ......................................................................... 71
Combining Statement of Revenues, Expenditures and Changes in Fund
Balances - All Non-Major Funds.......................................................................................... 72
comprehensive annual financial report
table of contents
Page
Schedule of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual:
CDBG Fund............................................................................................................................ 73
Airport FUl1d ............................................................................................................................ 74
Debt Service Fund................................................................................................................... 75
Capital Improvenlents Fund.. ....... . ....... ................ . ............... ......... ....... ................. ....... ............. 76
Cemetery Trust Fund................................................................................................................ 77
Schedule of Revenues, Expenditures, and Changes in Net Assets - Budget and Actual:
Water Fund.............................................................................................................................. 78
Wastewater Fund..................................................................................................................... 79
Electric Fund............................................................................................................................ 80
Telecommunications Fund......................................................................................................... 81
Consolidating Balance Sheet - Internal Service Funds........................................................................... 82
Consolidating Statement of Revenues, Expenses, and Changes in Net
Asset - Internal Service Fund.................................................................................................... 83
Combining Internal Service Fund Statement of Cash Flows.................................................................... 84
Schedule of Revenues, Expenditures and Changes in Net Assets - Budget and Actual:
C.entral Services Fund .............................................................................................................. 85
Insurance Services Fund........................................................................................................... 86
Equipment Fund ....................................................................................................................... 87
Capital Assets Used in the Operation of Governmental Funds - By Source ............................................ 88
Schedule of Assets Used in the Operation of
Governmental Funds - By Function and Activity .................................. ..................................... 89
Schedule of Bond Principal and Interest Transactions........................................................................ 90-91
Schedule of Property Tax Transactions Collected and Uncollected......................................................... 92
Schedule of Property Tax Transactions and Balances of Taxes Uncollected ............................................ 93
STATISTICAL SECTION (UNAUDITED) - TOTAL REPORTING ENTITY
Financial Trends
Statement of Net Assets, Governmental Activities, as of June 30, ................................................98-99
Statement of Net Assets, Business-type Activities, as of June 30, ............................................100-101
Changes in Net Assets, Governmental Activities, as of June 30, .............................................. 102-103
Changes in Net Assets, Business-type Activities, as of June 30, ...............................................104-105
Fund Balances, Governmental Funds, Last Ten Years .............................................................106-107
Changes in Fund Balances, Governmental Funds, Last Ten years............................................ 108-109
Fund Balance Comparison, Last Ten years............................................................................. 110-111
Revenue Capacity
Assessed and Estimated Actual Value of Taxable Property, for the last ten fiscal years .................... 112
Property Tax Rates- Direct and Overlapping Govennnents, for the last ten fiscal years ................... 113
Property Value and New Construction History, for the last ten fiscal years...................................... 114
Food and Beverage Tax Revenues by Fund, for the last ten fiscal years.......................................... 115
Principal Property Taxpayers, Current Year and Ten Years Ago ............................................... 116-117
General Governmental Tax Revenues by Source,for the last ten fiscal years .................................... 118
Property Tax Levies and Collections, for the last ten fiscal years ..................................................... 119
Electric Utility Usage, for the lastten fiscal years..................................................................... 120-121
city of ash/and
table of contents
Debt Capacity Page
Ratio of Net General Obligation Bonded Debt to Assessed Value
and Net General Obligation Bonded Debt Per Capita, for the last ten fiscal years ..................... 122
Ratio of Annual Debt Service Expenditures for General Bonded Debt
to Total General Expenditures, for the last ten fiscal years ......................................................... 123
Pledged Revenue Coverage, Water Fund, for the last ten fiscal years ............................................. 124
Ratios of Outstanding Debt By Type, Last Six years...................................................................... 125
Legal Debt Margin, Last Ten Years ........................................................................................ 126-127
COlnputation of Legal Debt Margin, June 30, 2008 ....................................................................... 128
COlnputation of Direct and Overlapping Bonded Debt,
General Obligation Bonds, June 30, 2008 ............................................................................... 129
Economic & Demographic Information
Principal Employers, Current Year and Ten Years Ago ................................................................... 130
Demographic Statistics, for the last ten fiscal years ......................................................................... 131
Operating Information
Schedule of Major Insurance in Force........................................................................................... 132
City Employee By Function/Progrmn, for the Fiscal Year ended June 30, ....................................... 133
Operating Indicators By Function/Program, Last Ten years..................................................... 134-135
Capital Assets and Infrastructure Statistics By Function/Program, Last Ten Years .................... 136-139
AUDIT COMMENTS AND DISCLOSURES REQUIRED BY STATE REGULATIONS
Minimum Standards for Audits of Oregon Municipal Corporations ................................................. 143
Report of Independent Auditors ............................................................................................ .144-146
GOVERNMENT AUDITING STANDARDS COMPLIANCE REPORTS
Schedule of Federal Financial Assistance....................................................................................... 149
comprehensive annual financial report
INTRODUCTORY SECTION
comprehensive annual financial report
II I
CITY OF
ASHLAND
November 18, 2008
Re: City of Ashland Comprehensive Annual Financial Report
To the Citizens of the City of Ashland:
The Comprehensive Annual Financial Report of the City of Ashland, for the fiscal year ended
June 30, 2008, is hereby submitted as mandated by state statutes. These statutes require that
the City of Ashland issue an annual report on its financial position and activity and that this
report be audited by an independent firm of certified public accountants licensed by the State
of Oregon to conduct municipal audits. This report must be published within six months of the
close of each fiscal year and responsibility for the accuracy of the data and the completeness
and fairness of the presentation, including all disclosures, rests with management. To the best
of our knowledge and belief, the enclosed data is accurate in all material aspects and is
reported in a manner designed to fairly present the financial position and the results of
operations of the various funds, account groups and component unit of the City of Ashland. All
disclosures necessary to enable the reader to gain an understanding of the City of Ashland's
activities have been included.
The City is required to undergo an audit in conformity with the provisions of the Single Audit
Act Amendments of 1996 and the U.S. Office of Management and Budget's Circular A-133.
Information related to this audit, including a schedule of expenditures of federal awards, the
independent auditor's reports on internal controls and compliance with applicable laws and
regulation, and a schedule of findings and questioned costs, are included in section five of this
report titled "Government Auditing Standards Compliance Reports."
The independent auditor concluded, based upon their audit, that there was a reasonable basis
for rendering an unqualified opinion and that the City's financial statements for the year ended
June 30, 2008 are presented in conformity with Generally Accepted Accounting Principals
(GAAP). The independent auditor's report is presented as the first component of the financial
section of this report.
The financial reporting entity includes all the funds of the City of Ashland, as well as all of its
component units. Component units are legally separate entities for which the primary
government is financially accountable. The City provides a full range of services which include
police protection, fire protection, building inspection, planning services, economic development,
comprehensive annual financial report page i
II I
social services, senior program, ambulance, electric, cable television and internet access,
water, streets, storm drain, wastewater, airport, cemetery, band, parks and recreation
activities.
The Parks and Recreation Commission activities are reported as a discretely presented
component unit. The discretely presented component unit is reported in a separate column in
the government-wide financial statements. This emphasizes that it is operated autonomously
and accounted for separately from the primary government. It also differentiates its financial
position, results of operations and cash flows from those of the primary government.
GOVERNMENTAL STRUCTURE, ECONOMIC CONDITIONS AND OUTLOOK
The City, incorporated in 1874, is located in the southwest part of the state. The City currently
has a land area of 6.52 square miles and a population of 21 ,800. The government has all
powers necessary or convenient for the conduct of its municipal affairs, including the power to
levy a property tax on both real and personal property located within its boundaries. The City
also has the power by state statute to extend its rorporate limits by annexation, which is done
periodically when deemed appropriate by the governing council.
The City operates under the council-administrator form of government. Policymaking and
legislative authority are vested in the City Council. The governing rouncil is responsible for,
among other things, passing ordinances, adopting the budget, appointing committees and
hiring the City Administrator and the City Attorney. The City Council consists of a mayor and
six-member council. The Mayor, who presides at the council meetings, is elected at-large for a
four-year term. Six council members are elected at-large for four-year staggered terms with
three council members elected every two years. Other elected officials are the City
Recorderrrreasurer, Municipal Judge, and the five-member Parks and Recreation
Commission.
The City Administrator has responsibility for all functions with the exception of the Parks
Commission. The City Administrator recommends the appointment or dismissal of department
heads (Fire Chief, Police Chief, Public Works Director, Community Development Director,
Administrative Services/Finance Director, Electric Director and Information Technology
Director). The Mayor, with confirmation of the City Counal, appoints the City Administrator, the
City Attorney, the departments heads, and the Band Board. The City Administrator is
responsible for carrying out the policies and ordinances of the City Council, and overseeing the
day-to-day operations of the City.
In addition to the help they receive from their appointed staff and employees, 21 standing
advisory boards and commissions, and additional ad hoc committees assist the City Council.
Over 135 Ashland citizens serve on these boards and commissions and make a valuable
contribution to the City of Ashland.
page ii city of ash/and
The City of Ashland's economic base depends primarily on higher education and tourism. In
addition, the U.S. Fish and Wildlife National Forensics Laboratory is located in Ashland. It is
the only crime lab in the world dedicated entirely to wildlife and serves both the national and
international communities. Ashland's downtown business district has a high occupancy rate
with a variety of shops, restaurants, commercial businesses, and financial institutions. The
state has a major eoonomic presence in the area in Southern Oregon University (SOU), which
is located on a 175 acre campus within the city limits approximately one mile from the city
center.
According to the State of Oregon Employment Department, Ashland has an employed work
force of approximately 9,000. When governments and non-profits beyond the scope of
licensing are included, the total work force is an estimated 10,329. Recent changes in the
economy are beginning to appear in the City in flattened or reduction in revenue. Examples
are the Transient Occupancy Tax and Food and Beverage Tax revenue (for all business
activities as presented in tables in the Statistical section) reflect decreases of 1.50/0 and 3.30/0
respectively over the previous year.
In 2007-2008 the City issued $24 million dollars in building permits, which is a decrease of
both commercial and residential permits issued. Active residential electric meters rose from
9,914 in June 2007 to 10,889 in June 2008. This single-year increase of 9.80/0 is higher than
Ashland's growth in population of 1.70/0. Non-residential meters grew at 6.3 0/0.
The estimated consumer economy is $228 million according to the 1997 US Economic
Census, an increase of 130/0 over the $202 million estimated in 1992. Using city tax collection
information, visitor accommodations (over $16 million) and food service (over $15 million)
accounted for 230/0 of the economy. The success of these aspects can be greatly attributed to
tourism generated by cultural attractions, the largest of which is the Oregon Shakespeare
Festival Association (OSFA), a nationally renowned theater company presenting eleven plays
over a season from February through October to an estimated attendance over 350,000.
OSFA employs 50/0 of the total work force in the City limits, and has an estimated impact on the
local economy of over $100 million based on the 2.9 multiplier provided by the 1997 economic
census.
IN IliA liVES
The City Council has adopted a Community Values Statement and identified several major
goals in July 2007 to meet the needs of citizens and community. The goals reflect the City's
commitment of ensuring that its citizens are able to live and work in an enviable environment.
The Community Values Statement is:
comprehensive annual financial report page Hi
II I
"The citizens of Ashland value a city government that helps create an environment within which
they are able to live happy and productive lives. This includes a healthy and sustainable
environment: and opportunity to acquire the basic necessities of life: a sound infrastructure that
meets our common needs for transportation, energy, information and communications, health
care, water and waste management: and a variety of social, recreational, business and cultural
opportunities.
The citizens want their government to respect our diverse people, natural environment, and rich
heritage and culture: and to promote citizen involvement, initiative, innovation, and a strong
sense of community. "
The adopted goals include:
· Develop a City-led Comprehensive Economic Development Strategy with an Emphasis
on Local Economy, Diverse Population, Risks of Over-Reliance on Single-Industry, and
Living Wage
· Develop City-Employee Continuity Strategy
· Develop a City-Wide Transportation Strategy
· Complete a City-Wide Visioning Plan
· Develop plan to establish fiscal stability, manage costs, prioritize services, and insure
key revenue streams
· Generate Net Increase in AffordablelWorkforce Housing by a Minimum of 200 units by
2010
· Increase Effectiveness in ConServation programs and identify Specific targets in Energy
and Resource Consumption
· Implement Program to Provide Workforce Housing for City Employees
· Develop a Long-Term Plan for all City Facilities and Properties
· Develop a Strategy for the Railroad Property
· Complete Downtown Planning Process
FINANCIAL INFORMATION
Management is responsible for establishing and maintaining an internal control structure
designed to ensure that assets of the City are protected from loss or theft and to ensure that
adequate accounting data is oompiled to allow for the preparation of financial statements in
conformity with generally accepted accounting principles. The internal control structure is
designed to provide reasonable assurances that: (1) the cost of a control should not exceed
the benefits likely to be derived: and (2) the valuation of costs and benefits requires estimates
and judgements by management.
The City's system of internal accounting controls is designed to provide reasonable, but not
absolute, assurance regarding the safeguarding of assets against loss from unauthorized use
or disposition.
page iv city of ash/and
As a recipient of federal, state and local financial assistance, the City must also have an
adequate internal control structure in place to ensure and document compliance with
applicable laws and regulations related to these programs. This internal control structure is
subject to periodic evaluation by management and staff.
As part of the City's single audit, described earlier, tests were made of the government's
internal control structure and of its compliance with applicable laws and regulations, including
those related to federal financial assistance programs. Although this testing was not sufficient
to support an opinion on the City's internal control system or its compliance with laws and
regulation related to non-major federal financial assistance programs, the audit for the year
ended June 30, 2008, disclosed no material internal control weaknesses or material violations
of laws and regulations.
In addition, the City maintains budgetary controls. The objective of these budgetary controls is
to ensure compliance with legal provisions embodied in the annual appropriations budget
resolution approved by the City Council. All funds are included in the annual appropriated
budget. The annual 2007-2008 budget was prepared on a fund basis with department,
program and line item detail.
Cash Management. Cash temporarily left idle during the year was invested in demand
deposits, certificates of deposit, treasury notes, treasury bills, and the State of Oregon Local
Government Investment Pool. The City's investment policy objectives are to preserve capital,
maintain liquidity and diversification, and to attain a market rate of return throughout budgetary
and economic cycles. This program is managed by the City Recorder! Treasurer. All bank
balances were collateralized by federal depository insurance or certificates of participation in
the collateral pool issued by the Treasurer of the State of Oregon as the collateral pool
manager.
Risk Management. The City has an ongoing risk management program. As part of this
comprehensive program, which was started in 1980, resources are accumulated in the
Insurance Services Fund to meet potential losses. Various risk control techniques, including
employee accident prevention training and employee wellness programs, have been
implemented to minimize workers compensation and health insurance claims. The City
provides life and health coverage to its employees and their dependants. The City pays 950/0
for employees with management and all five bargaining units paying 50/0 of their premium.
Other optional supplemental insurances are available to employees and are paid entirely by
the individuals electing to carry them. General liability claims up to $50,000 and workers
compensation daims are being self-insured.
Accounting principles generally accepted in the United States of America require that
management provide a discussion and analysis to accompany the financial statements. This
letter of transmittal compliments management's discussion and analysis, and should be read in
conjunction with it. The City's management's discussion and analysis can be found
immediately following the report of the independent auditors.
comprehensive annual financial report page v
II I
OTHER INFORMATION
Tax Limitation. Article IX of the Oregon Constitution contains various limitations of property
taxes levied by local jurisdictions. The Constitution calls for taxes imposed upon property to be
segregated into two categories: one to fund the public school system and community college
and the other for local governments. The citizens of the State of Oregon approved a property
tax limitation in November 1991 referred to as Measure 5. This constitutional amendment
divides property taxes into an education category and an all other local government category.
The education category property taxes were limited to $15.00 per thousand of real market
value (RMV) initially, and have been lowered to $5.00 per thousand. The local government
category is limited to $10.00 per thousand. The 2007-2008 local government tax rate in the
City of Ashland was $5.73, well within the limitation. Voter approved general obligation debt is
not subject to the $10.00 limitation.
In November 1996 the citizens of the State of Oregon approved a property tax limitation
referred to as Measure 47. Prior to enactment, this measure was repealed and replaced at a
special election May 20, 1997, by Measure 50. Measure 50, after the 1996-1997 fiscal year,
changed the property tax limitation on levies, rates assessment and equalization. Measure 50
includes a reduction of property tax to previous levels and a limit on the growth in assessed
valuation, which will result in a limit on a tax increase in subsequent years. Specifically,
Measure 50 rolled back the assessed value of each unit of property for the tax year 1997-98 to
its 1995-96 "real market value" less ten percent. The Measure limited increases in assessed
value in future years to 3% per year. The Measure also establishes a new permanent tax rate
for each taxing district. Ashland's permanent rate for the operating levies is set at $4.2865,
although the City chose to levy only $3.9447 of this amount in 2007-2008. The Measure also
provides for voter approved Local Options for levies outside the limits. In May 1997, Ashland
voters approved the three-year Ashland Youth Activities Levy as a Local Option Levy at a rate
of $0.97. The levy was renewed in May 2000 and again in May 2003 at a maximum rate of
$1.38. The 2003 renewal ended in this fiscal year.
Recent Court Cases. Two recent court cases have brought into focus the potential impact
legislative or judicial changes may have on the City. An Oregon Court of Appeals decision in
the case of Clarke v. Oregon Health Sciences University has raised questions about the tort
cap limits that are part of the Oregon Tort Claims Act and liability coverage in Oregon. This
case may change the protection that Oregon public entities have relied on in ORS 30.270 and
may allow public entity staff members to be sued individually. Also, an Oregon Supreme Court
opinion in the Urhausen v. City of Eugene regarding the constitutionality of special tax levies
allowed under ORS 310.155(3) may have an impact on the similar Youth Activity Levy
approved by Ashland citizens in 2003. As a result the School District moved to a separate
local option levy and the Youth Activity Levy sunset on June 30,2008, without renewal.
page vi city of ash/and
Independent Audit. State statutes require an annual audit by independent certified public
accountants. The accounting firm of Pauly, Rogers and Co., P .C. was selected by the City's
Audit Committee. In addition to meeting the requirements set forth in the state statues, the
audit was also designed to meet requirements of the federal Single Audit Amendments of 1996
and the related OMB Circular A-133. Generally accepted auditing standards and the standards
set forth in the General Accounting Office's Government Auditing Standards were used by the
auditors in conduction the engagement. The independent auditor's report on the basic financial
statements and combining and individual fund statements and schedules are included in the
financial section of its report. The auditor's reports related specifically to the Single Audit Act
are included in the grant compliance section.
Awards. The Government Finance Officers Association (GFOA) of the United States and
Canada awarded a Certificate of Achievement for Excellence in Financial Reporting to the City
for its Comprehensive Annual Financial Report for fiscal year ended June 30, 2007. This was
the sixteenth year the City had submitted its report for review. In order to be awarded a
Certificate of Achievement, a government must publish an easily readable and efficiently
organized comprehensive annual financial report. This report satisfied both generally accepted
accounting principles and applicable legal requirements. This award is valid for a period of one
year only. We believe that our current Comprehensive Annual Financial Report continues to
meet the Certificate of Achievement Program's requirements and we intend to submit it to the
GFOA to determine its eligibility for another certificate.
In addition, the City of Ashland received the GFOA's Award for Distinguished Budget
Presentation for its annual 2007-2008 budget. In order to qualify for the Distinguished Budget
Presentation Award, the City's budget document was judged to be proficient in several
categories including policy documentation, as an operational guide, as a financial plan and as
a communication device.
Acknowledgments. The timely preparation of the Comprehensive Annual Financial Report
was made possible by the dedicated service of the entire staff of the City of Ashland
Administrative Services/Finance Department, all other departments and the Ashland Parks and
Recreation Commission staff. Each member has our sincere appreciation for the contribution
made with special thanks to the Accounting Division and Finance Administration staff for their
dedicated efforts in maintaining the accounting systems, audit preparation and report writing.
Sincerely,
~/~
4J<~
Martha Bennett
City Administrator
Lee Tuneberg
Administrative Services and Finance Director
comprehensive annual financial report page vii
II I
Certificate of
Achievement
for Excellence
in Financial
Reporting
Presented to
City of Ashland
Oregon
For its Comprehensive Annual
Financial Report
for the Fiscal Year Ended
June 30,2007
A Certificate of Achievement for Excellence in Financial
Reporting is presented by the Government Finance Officers
. Association of the United States and Canada to
government units and public employee retirement
systems whose comprehensive annual financial
reports (CAFRs) achieve the highest
standards in government accounting
and financial reporting.
~ ~. Gx
President
~/~
Executive Director
comprehensive annual financial report page ix
II I
CITY OF ASHLAND
ELECTED CITY OFFICIALS
June 30, 2008
Name
John Morrison
249 Wimer Street #40
Ashland, OR 97520
David Chapman
390 Orchard Street
Ashland, OR 97520
Alice Hardesty
575 Dogwood Way
Ashland, OR 97520
Cate Hartzell
881 East Main Street
Ashland, OR 97520
Kate Jackson
359 Kearney Street
Ashland, OR 97520
Eric Navickas
363 Iowa
Ashland, OR 97520
Russ Silbiger
562 Ray Lane
Ashland, OR 97520
Barbara Christensen
759 Willow Street
Ashland, OR 97520
Pam B. Turner
P.O. Box 1299
Ashland, OR 97520
page x city of ash/and
Position
Mayor
Council Member
Council Member
Council Member
Council Member
Council Member
Council Member
Recorder/Treasurer
Municipal Judge
CITY OF ASHLAND
APPOINTED CITY OFFICIALS
June 30, 2008
Name
Position
Martha Bennett
223 Eastbrook Way
Ashland, OR 97520
City Administrator
Richard Appicello
P.O. Box 1333
Ashland, OR 97520
City Attorney
Mike Faught
4015 Payne Rd.
Medford, OR 97504
Public Works Director
Joseph Franell
P.O. Box 2853
White City, OR 97503
Information Technology Director
Terry Holderness
50 Pine Street
Ashland, OR 97520
Police Chief
William Molnar
155 Hillcrest Street
Ashland, OR 97520
Community Development Director
Darlow "'Lee" Tuneberg
327 Starflower Lane
Ashland, OR 97520
Administrative Services/
Finance Director /
Budget Officer
Richard Wanderscheid
1280 Kirk Lane
Ashland, OR 97520
Electric Director
Keith Woodley
571 Oak Knoll Drive
Ashland, OR 97520
Fire Chief
comprehensive annual financial report page xi
II I
CITY OF
ASHLAND
rA'
Vicinity Map 2008
page xii city of ash/and
City of Ashland
268.76 FTE
Adopted
( Citizens of Ashland
Population. 21,800
"" ""
City Recorder Municipal Judge
Elected. 4 Year Term -< Elected. 4 Year Term
(2.0 FTE) (Included in Finance)
\0.. ~ ~
I I
r "" r "
Parks Commission Mayor (1)
Elected Board Members (5) City Council (6)
Elected. 4 Year Terms
\... ~ ~ ~
I r I
r Parks Department " ( Boards & Commissions '" r City Administrator '" r City Attorney '"
Appointed Director Standing Commissions (17) Appointed Appointed
(50.55 FTE) Ad Hoc (4) (Included in Administration) (Included in Administration)
\.. & Citizen Committees ~ ~ \...
\... ~ \... ~
, "" r "
Administration Information Technology
(9.56 FTE) I- Appointed Director
\... ~ \... (15.15 FTE) ~
r "" "
Administrative Services Police
Appointed Director >-< Appointed Director
(19.9 FTE) (39.3 FTE)
'110.. ~ ~
"" r '"
Fire & Rescue Public Works
Appointed Director 1--1 Appointed Director
\... (35.0 FTE) (59.8 FTE)
~ \.. ~
, '" '"
Community Development Electric
Appointed Director --l Appointed Director
\. (16.4 FTE) ~ (21.1 FTE)
~
comprehensive annual financial report page xiii
II I
October 29,2008
CITY OF
ASHLAND
The City Council
City of Ashland, Oregon
The Audit Committee advises the City Council on matters concerning the City's
financial reporting process. In fulfilling its responsibilities, the Committee
recommends the independent certified public accountants to be engaged by the
City Council as the City's auditors. The Committee discusses with the selected
independent certified public accountants the overall scope and specific plans for
the audit.
The Committee also discusses with the City1s auditors the City's financial
accounting and reporting processes, including the preparation of the financial
statements. In addition, the Committee discusses including the safeguarding of
the City's assets and other resources against unauthorized acquisition, use or
disposition.
At the conclusion of the annual audit, the Committee meets with the City's
auditors to discuss the results of their audit and their evaluation of the City's
financial reporting.
Based on the Committee's discussions with the City's auditors, we accept the
City's 2007-2008 Comprehensive Annual Financial Report (CAFR) and the
related audit reports of the independent certified public accountants. Based on
our acceptance, we recommend the CAFR and auditor's reports be accepted by
the City Council.
Respectfully submitted,
The Chair of the Audit Committee
~)~
20 East Main Street
Ashland, Oregon 97520
www.ashland.or.us
Tet 541-486-5300
Fax: 541-488-5311
TTY: 8()()"735.2900
r.l'
!! I
FINANCIAL SECTION
comprehensive annual financial report page 1
,I I
file
PAULY, ROGERS AND CO., P.C.
CERTIFIED PUBLIC ACCOUNTANTS
. 12700 S.W. 72nd Avenue · Tigard, Oregon 97223
. PHONE (503) 620-2632 · FAX (503) 684-7523
October 21, 2008
To the Honorable Mayor and
Members of the City Council
City of Ashland, Oregon
INDEPENDENT AUDITORS' REPORT
We have audited the financial statements of the governmental activities, the business-type activities, the
discretely presented component unit, each major fund and the aggregate remaining fund information of the City of
Ashland, Jackson County, Oregon, as of and for the year ended June 30, 2008, which collectively comprise the
City's basic financial statements as listed in the table of contents. These financial statements are the responsibility
of the City's management. Our responsibility is to express an opinion on these financial statements based on our
audit.
We conducted our audit in accordance with auditing standards generally accepted in the United States of
America. Those standards require that we plan and perform the audit to obtain reasonable assurance about
whether the basic financial statements are free of material misstatement. An audit includes examining, on a test
basis, evidence supporting the amounts and disclosures in the basic financial statements. An audit also includes
assessing the accounting principles used and significant estimates made by management, as well as evaluating
the overall financial statement presentation. We believe that our audit provides a reasonable basis for our
opinion.
In our opinion, the financial statements referred to above present fairly, in all material respects, the respective
financial position of the governmental activities, the business-type activities, the discretely presented component
unit, each major fund and the aggregate remaining fund information of the City of Ashland, Jackson County,
Oregon, at June 30, 2008 and the respective changes in financial position and cash flows, where applicable,
thereof for the year then ended, in conformity with accounting principles generally accepted in the United States
of America.
The Management Discussion and Analysis and the required supplementary information, as listed on the table of
contents, are not a required part of the basic financial statements but are supplementary information required by
the Governmental Accounting Standards Board. We have applied certain limited procedures, which consisted
principally of inquiries of management regarding the methods of measurement and presentation of the required
supplementary information. However, we did not audit the information and express no opinion on it.
comprehensive annual financial report page 3
I I
Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise
the City of Ashland's basic financial statements. The introductory section, supplementary information and
statistical tables are presented for purposes of additional analysis and are not a required part of the basic financial
statements. The supplementary information, as listed in the table of contents, has been subjected to the auditing
procedures applied in the audit of the basic financial statements and, in our opinion, are fairly stated in all material
respects in relation to the basic financial statements taken as a whole. The introductory section and statistical
tables have not been subjected to the auditing procedures applied in the audit of the basic financial statements
and, accordingly, we express no opinion on them.
yq r?~ 4.r/~/ Rc
PAULY, ROGERS AND CO., P.C.
page 4 city of ash/and
MANAGEMENT'S DISCUSSION AND ANALYSIS
City of Ashland management offers readers of the financial statements this narrative
overview and analysis of the financial activities of the City for the fiscal year ended June
30, 2008. Certain information has been provided for the Ashland Parks & Recreation
Commission which qualifies as a component unit of the City. Please read
Management's Discussion and Analysis (MD&A) in conjunction with the transmittal letter
included in the introductory section of this report and the City's Financial Statements,
which follow.
Financial Highlights
. The total net assets of the City of Ashland (total assets less total liabilities) at the
fiscal year end of June 30,2008 is $101,364,054.
. The City's total net assets decreased this year by $4,008,671 or 3.80/0.
. The City's governmental funds reported combined ending fund balances totaling
$7,541 ,105, an increase of $628,303 or 90/0 for the year. Proprietary funds
combined ending fund balances decreased by $3,214,413 or 40/0 to $63,501,275.
Internal service funds reported a combined $728,698 decrease in ending fund
balance.
. The unreserved fund balance for the General Fund was $2,060,152 or 14 percent of
total General Fund expenditures.
Figure 1 City of Ashland
Sources of Revenue for Fiscal Year 2008
Figure 2 City of Ashland
Program Expenses for Fiscal Year 2008
Other
3% -
Grants &
Contributions
1%
Highways & streets
8%
Wastewater
11%
Property Taxes
9%
Telecom.
6%
Charges for
Sel"llices
68%
Public safety
24%
comprehensive annual financial report page 5
---.-.-------- --"--.-..--.------..-- ...-"--..-,-.,,.. ..-.-
Overview of the Financial Statements
This annual report consists of three parts-management's discussion and analysis (this
section), the basic financial statements, and required supplementary information.
· The remaining statements are fund financial
statements that focus on individual parts of the
government, reporting the City's operations in
more detail than the government-wide
statements.
· The governmental funds statements tell how
general government services were financed in the short term as well as what
remains for future spending.
Figure 3 shows how the required parts of this
annual report are arranged and related to one
another. The basic financial statements include
two kinds of statements that present different views
of the City:
· The first two statements are government-wide
financial statements that provide both long-term
and short-term information about the City's
overall financial status.
Figure 3, Required Components of the
City of Ashland's Annual Financial Report
:-------------------~
I~~K..I FI=~=.'
~ Statements
Af~
Required
Supplementary
Information
Government-Wide
Financial
Statements
L------------------:
Fund ~"'ee4
Financial eo de
........n.. . ~.::...--;'...
Summary <::
:>
Detail
· Proprietary fund statements offer short- and long-term financial information about
the activities the government operates like businesses.
· Fiduciary fund statements provide information about the financial relationships in
which the City acts solely as a trustee or agent for the benefit of others, to whom
the resources in question belong.
The financial statements also include notes that explain some of the information in the
financial statements and provide more detailed data. The statements are followed by a
section of required supplementary information that further explains and supports the
information in the financial statements.
Figure 4 summarizes the major features of the City's financial statements, including the
portion of the City government they cover and the types of information they contain.
The remainder of this overview section of management's discussion and analysis
explains the structure and contents of each of the statements.
page 6 city of ash/and
Figure 4 Major Features of the City of Ashland's Government-wide and Fund Financial Statements
Fund Statements
Type of Statements Government-wide Governmental Funds Proprietary Funds Fiduciary Funds
Scope
Entire City's
government (except
fiduciary funds) and
the City's com ponent
units
-Statement of net
assets
Required financial
statements
-Statement of
activities
Accounting basis
and measurement
focus
Accrual accounting
and econom ic
resources focus
Type of asset/liability
inform ation
All assets and
liabilities, both
financial and capital,
short-term and long-
term
Type of
inflow/outflow
inform ation
All revenue and
expenses during year,
regardless of when
cash is received or
paid
Government-wide Statements
The activities of the City that are not
proprietary or fiduciary
-Balance sheet
-Statement of revenues,
expenditures & changes in fund
balances
Modified accrual accounting and
current financial resources focus
Only assets expected to be used up
and liabilities that come due during
the year or soon thereafter, no
capital assets included
Revenues for which cash is received
during or soon after the end of the
year: expenditures for goods or
services that have been received
and payment is due during the year
or soon thereafter.
Activities the City
operates sim ilar to
private business: self
insurance
-Statement of net
assets
-Statement of
revenues, expenses
and changes in fund
net assets
-Statement of cash
flows
Accrual accounting
and economic
resources focus
All assets and
liabilities, both
financial and capital,
and short-term and
long-term
All revenues and
expenses during
year, regardless of
when cash is
received or paid
Instances in which the
City is the trustee or
agent for someone else's
resources
-Statement of fiduciary
net assets
-Statement of changes in
fiduciary net assets
Accrual accounting and
economic resources
focus
All assets and liabilities,
both short-term and long-
term: the Agency's funds
do not currently contain
capital assets, although
they can
All revenues and
expenses during year,
regardless of when cash
is received or paid
The government-wide statements report information about the City as a whole using
accounting methods similar to those used by private-sector companies. The statement
of net assets includes all of the government's assets and liabilities. All of the current
year's revenues and expenses are accounted for in the statement of activities
regardless of when cash is received or paid.
The two government-wide statements report the City's net assets and how they have
changed. Net assets-the difference between the City's assets and liabilities-is one
way to measure the City's financial health or position.
. Over time, increases or decreases in the City's net assets are an indicator of
whether its financial health is improving or deteriorating, respectively.
. To assess the overall health of the City, one needs to consider additional
nonfinancial factors such as changes in the City's tax base.
The government-wide financial statements of the City include the Governmental
activities. Most of the City's basic services are included here, such as general
government, public safety, highways and streets, and interest on long-term debt.
Property taxes, grants and some fees finance most of these activities.
comprehensive annual financial report page 7
Fund Financial Statements
The fund financial statements provide more detailed information about the City's most
significant funds-not the City as a whole. Funds are accounting devices that the City
uses to keep track of specific sources of funding and spending for particular purposes.
· Some funds are required by State law and by bond covenants.
· The City Council establishes other funds to control and manage money for
particular purposes or to show that it is properly using certain taxes and grants.
The City has the following kinds of funds:
· Governmental funds-Most of the City's basic services are included in
governmental funds, which focus on (1) how cash and other financial assets can
readily be converted to cash flow in and out and (2) the balances left at year-end
that are available for spending. Consequently, the governmental fund statements
provide a detailed short-term view that helps you determine whether there are
more or fewer financial resources that can be spent in the near future to finance
the City's programs. Because this information does not encompass the additional
long-term focus of the government-wide statements, we provide additional
information at the bottom of the governmental funds statement, or on the
subsequent page, that explains the relationship (or differences) between them.
· Proprietary funds-Services for which the City charges customers a fee are
generally reported in proprietary funds. Proprietary funds, like the government-
wide statements, provide both long-term and short-term financial information.
· We use internal service funds to report activities that provide supplies and services
for the City's other programs and activities.
FINANCIAL ANALYSIS OF THE CITY AS A WHOLE
Net assets. The City's combined net assets were $101,364,054 at June 30,2008. (See
Table A below and the Statement of Net Assets on page 19).
page 8 city of ash/and
Current Assets:
Cash and cash equivalents
Receivables, net
Inventories - supplies
and materials
Deferred charges
Internal balances
Restricted assets:
Cash and cash equivalents
Total current assets:
Noncurrent assets:
Capital assets
Less accumulated
depreciation
Total noncurrent assets
Total Assets
Current liabilities:
Accounts payable and
accrued liabilities
Deferred revenue
Total current liabilities
Long-term liabilities:
Claims payable
Total Liabilities
Net Assets:
Invested in capital assets
Restricted
Unrestricted
Total Net Assets
Table A
City of Ashland's Net Assets
(In thousands dollars)
Governmental
Activities
2008 2007
$
9,845
2,444
$ 10,923
2,531
60
(1,587)
542
12,445
84,841
(35,789)
49,052
61,497
3,080
3,080
21,268
24,348
27,969
3,849
5,332
$ 37,150
Business-type
Activities
2008 2007
$ 6,438
2,190
36
881
1,216
1,305
$ 9,837
2,105
806
1,340
1,587
15,675
110,634
(31,502)
79,132
94,807
1,708
1,708
24,877
26,585
54,265
4,315
9,643
$ 68,223
Total
2008 2007
$ 16,283
4,634
941
1,216
1,241
24,315
199,800
(73,672)
126,128
150,443
4,837
4,837
44,242
49,079
81,990
9,992
9,382
$ 101,364
$ 20,760
4,636
842
1,340
542
28,120
195,475
(67,291 )
128,184
156,304
4,788
4,788
46,145
50,933
82,234
8,164
14,975
$ 105,373
Total
Percentage
Change
2008-2007
-21.6%
0.0%
11.8%
-9.3%
n/a
129.0%
-13.5%
2.2%
9.5%
-1.6%
-3.7%
1.0%
n/a
1.0%
-4.1%
-3.6%
-0.3%
22.4%
-37.3%
-3.8%
At June 30, 2008, approximately 600/0 ($6.0 million) of the City's restricted net assets
represent proceeds from systems development charges as compared to $6.2 million or
800/0 the prior year. These proceeds, when spent, are restricted for capital assets or
related debt. The $9.4 million of unrestricted net asset at June 30, 2008, is 370/0 smaller
than the prior year and represents resources available to fund the programs of the City
next year.
(1,305)
1,241
12,285
86,696
(38,631 )
48,065
60,350
3,121
3,121
20,591
23,712
27,578
4,402
4,658
$ 36,638
12,030
113,104
(35,041 )
78,063
90,093
1,716
1,716
23,651
25,367
54,412
5,590
4,724
$ 64,726
Changes in net assets. The City's total revenues were flat between years at $44.455
million reflecting tax and charges for service increases being offset by reduced utility
sales and housing industry charges and tourism related tax revenue. Notable changes
in revenue were:
. An increase in Charges for service of $471,000 (1.60/0) primarily due to rate
increases covering less water and electric sales.
. Decreases in total grants & contributions of $687,000 (630/0) as compared to the
prior year due to less qualifying capital expenditures included in the budget.
. An increase in property taxes of $613,000 to General Fund services and for other
programs such as temporary local library support.
. $254,000 more in other taxes represents better collections of delinquent
franchise taxes.
comprehensive annual financial report page 9
,--
Of the total $44.4 million, 670;0 or $30.2 million is from Charges for services and $2.47
million or 5% is from grants, interest earnings and other non-tax sources. Only 260/0 or
$11.8 million comes from the various sources of taxes. (See Table B below and the
Statement of Activities on pages 20 and 21.) Tax revenues represented 240/0 of total
revenues in the prior year.
Table B
Changes in City of Ashland's Net Assets
(In thousands dollars)
Total
Governmental Business-type Percentage
Activities Activities Total Change
2008 2007 2008 2007 2008 2007 2008-2007
Program revenues:
Charges for services $ 9,334 $ 8,657 $ 20,825 $ 21,031 $ 30,159 $ 29.688 1.6%
Operating grants & contributions 100 217 116 168 216 385 -43.9%
Capital grants & contributions 178 696 178 696 -74.4%
General revenues:
Property taxes 4,170 3,557 4,170 3.557 17.2%
Other taxes 6,092 5,786 1.568 1,620 7,660 7,406 3.4%
Interest 445 407 459 1,195 904 1.602 -43.6%
Other 779 1,085 389 1.168 1,085 7.6%
Total revenues 21.098 20,405 23,357 24.014 44,455 44,419 0.1%
Program expenses:
General government 4,876 4.287 4,876 4,287 13.7%
Public safety 11,556 10,083 11,556 10,083 14.6%
Highways and streets 4,000 2,584 4.000 2,584 54.8%
Interest on long-term debt 1,178 1,139 1,178 1,139 3.4%
Water 4,959 4,956 4,959 4,956 0.1%
Wastewater 5,262 4,895 5,262 4,895 7,5%
Electric 13,876 12,904 13,876 12,904 7.5%
Telecom munications 2,757 2,683 2,757 2,683 2.8%
Total expenses 21.610 18,093 26,854 25,438 48,464 43,531 11.3%
Increase (Decrease) in net assets
before transfers and disposals (512) 2,312 (3,497) (1,424 ) (4,009) 888 -551.5%
Interfund transfer (15,896) 15,896
Increase (Decrease) in net assets (512) (13,584) (3,497) 14,472 (4,009) 888 -551.5%
Net Assets - 6/30/2007 37,150 50,734 68,223 53,7 51 105,373 104,485 0.8%
Recognition of prior infrastructure $ 64.726 $101,364
Net Assets - 6/30/2008 $ 36,638 $ 37,1 50 $ 68,223 $ 105,373 -3.8%
The total cost of all programs and services was $48.5 million which is 11 % more than
2007's $43.5 million. Govemmental Activities increased $3.5 million (as compared to
2007's $4.3 million increase) and Business-type Activities increased $1.4 million
whereas the prior two years had reductions. The current year included significant
increases in operational (fuel, staffing, debt service) and project costs as compared to
the prior years. This, combined with the revenue levels mentioned above, resulted in a
$4 million decrease in net assets for the current year as opposed to a $888,000
increase in the prior year.
As mentioned above, the overall change in Net Assets during the year is a decrease of
$4 million or 3%. In the prior year (2007) the City experienced a $888,000 increase in
net assets and a $2.3 million increase in 2006. The three years combined indicate
stability in the City's financial position.
page 10 city of ash/and
The decrease for 2007-2008 represents a consistent tightening of revenues as
compared to expenses in most areas with the city attempting to balance total revenues
with total program and project expenditures. The city received more in Taxes and
miscellaneous revenues than the prior year while operating and capital requirements in
all operations negatively impacted cash reserves and ending balances. Rate and fee
increases were implemented but their impact was diminished by reduced activities in
the corresponding programs.
Governmental Activities
. The cost of all governmental activities in FY 2007-2008 was $21.6 million or 190/0
($3.5 million) more than the prior year. FY 2007-2008 included $1.5 million more
in Public Safety, $1.4 million more in Highway and street maintenance and repair
and $600,000 more in general government services than in FY 2006-2007.
. The amount that citizens paid for these activities through property taxes was
$4,170,062 or approximately $613,000 more than the prior year representing a
170/0 increase, in part due to additional services approved during the budget
process.
. Those who directly benefited from the offered programs paid $677,000 (70/0) more
than the prior year's $8.7 million which equates to 450/0 of the cost (excluding
interest on long term debt) for FY 2007-2008 as compared to 51 % in the prior
year.
. Grants and contributions revenues decreased from $913,000 to $278,000 between
the two years in keeping with fewer qualifying programs for grant funding in FY
2007 -2008. The availability of grant and contributions (and related costs) can
change significantly each year.
The Property Tax revenue increase was due to allowable increases for assessed value
on property, new construction and improvements, normally referred to as growth, plus
the debt service amounts levied and approved levies for added services. Other tax
revenues increased $306,000 including increased franchise revenues from utilities,
state subventions (such as 911 excise tax) and other user taxes such as food and
beverage tax proceeds.
Net Assets for Governmental Activities as identified in Table B decreased $512,000 or
1.50/0 to $36.6 million due to increased operational costs as compared to revenue.
Reducing reserves had been a goal of the City and prior budgets reflected such activity.
This naturally occurred during FY 2007-2008 in an effort to contain the impact on the
average customer but this will not be possible in the coming years. Management's
focus for FY 2007-2008 and beyond was and is to balance annual and short-term
revenues and expenses, maintaining approved reserve levels to assure long-term
financial stability. Recent changes in the local economy elevates the importance of this
goal.
comprehensive annual financial report page 11
---,- ----
Table C presents the cost of each of the City's largest Governmental Activities as well
as each function's net cost (total cost less fees generated by the activities and
intergovernmental aid). The table shows that, again this year, only General
Government (primarily Internal Service funds, Street Fund and Capital Improvement
Fund activities) had charges for services, grants and contributions sufficient to cover
expenses as reflected by the negative net costs in the table of $1,139,000 as compared
to $890,000 more in revenues than expenses in the prior year. Public Safety (Police
and Fire services in the General Fund) and Highways and Streets had "positive" net
costs that required funding through General Revenues like taxes and fund balance in
FY 2007-2008 as in the prior year. Changes between years are common and most
often are due to timing of capital projects and receipt of related financing proceeds,
grants or other intergovernmental monies.
Table C
Net Cost of Selected City of Ashland Governmental Functions
(In thousands of dollars)
General Government
Public Safety
Highways and Streets
Total Cost of Net Cost of
Services % Change Services
2008 2007 2008 2007
$ 4,876 $ 4,287 13.7% $ (1,139) $ (890)
11,556 10,083 14.6% 9,933 7,988
4,000 2,584 54.8% 2,025 285
% Change
-28.0 %
24.3%
610.5 %
Busi ness-type Activities
Program revenues of the City's Business-type Activities totaled $20,941,000 or 770/0 of
related expenses for FY 2007-2008 as compared to $21,199,000 or 83.0% of the prior
year. Revenues were fairly consistent between years with decreased activity in
Telecommunications due to out-sourcing cable television operations and milder weather
holding power and water sales flat. The more significant impact was increased
operational costs for all enterprises during the year greater than additional revenue
afforded by rate increases. The City also received 32% less in operating grant
revenues for business-type projects than the prior year.
All four utilities presented in Table D recorded program revenues less than expenses
resulting in net costs in FY 2007-2008. The most significant change was in the Electric
fund where sales were flat due to milder weather and a revenue rate adjustment that
was designed to be a neutral impact on the customer but did cause a shift in revenue to
the General Fund. This resulted in a 1 % to 1.5% reduction in sales to the Electric Fund.
The mild weather had a similar impact directly on Water Fund sales and indirectly on
Wastewater revenues that are based upon water consumption during winter months.
The Telecommunications Fund finished outsourcing cable television services during FY
2007-2008 and contributed $356,000 toward related debt service which accounts for the
increase in Net Cost of Services for that fund.
page 12 city of ash/and
Table D
Net Cost of Selected City of Ashland Business-type Functions
(In thousands of dollars)
Water
Wastewater
Electric
Telecommunications
Total Cost of Net Cost of
Services % Change Services % Change
2008 2007 2008 2007
$ 4,959 $ 4,956 0.1% $ 790 $ 623 26.8%
5,262 4,896 7.5% 2,527 2,254 12.1%
13,876 12,905 7.5% 1,549 709 118.5%
2,756 2,683 2.7% 1,047 654 60.1%
FINANCIAL ANALYSIS OF THE CITY OF ASHLAND'S FUNDS
Total ending fund balance for city funds decreased 120/0 or $3.1 million to $21,585,741
during FY 2007-2008. With the Parks and Recreation Commission (component unit of
the city) fund balances, the total is $23,211,118 at June 30,2008, and represents 410/0
more than budgeted. Actual exceeded budget by 21 % at the end of FY 2006-2007.
Actual ending fund balance exceeding the budgeted amount is desirable but may
represent a too conservative approach in budgeting and projects not being done or
services not being provided. The reduction in the actual amount of ending fund balance
above budget is caused by many things including inflationary costs exceeding growth in
demands for and payment for services. Other considerations are:
. Utility rates were raised but sales lagged and operational costs for staff, fuel,
materials and purchased services increased.
. Some departmental and divisional budgets were under spent (programs or
projects undone) due to key positions being vacant during the year.
. Capital projects that were com pleted were paid for with reserves rather than
financed as anticipated in the budget.
. Most of the Contingency budgeted in a fund going unused.
Revenues from governmental fund types totaled $20.9 million, which is $921,000 more
than the preceding year while expenditures were $1.4 million more for the same
activities. General Fund's ending balance is $$2.3 million, about the same as the prior
year with a prior period adjustment between funds absorbing most of the $286,048
disconnect between revenues and expenditures. FY 2007-2008 was another year with
some revenue flat or reduced and departments offsetting that impact with reduced
spending and 700/0 of Contingency going unused.
Other significant changes in governmental fund types, were increases in Property Taxes
to fund desired services like the local library, additional franchise taxes from prior years
were received in FY 2007-2008 less in Miscellaneous revenue from property sales
despite a refund on the wholesale power purchases of $636,000 that was set aside in
the Debt Service fund to meet future obligations.
comprehensive annual financial report page 13
Capital intensive funds (all enterprise funds) recorded reduced ending fund balances for
operations and capital improvements paid from reserves. Those funds anticipating
bonds or loans for capital improvements moved ahead slowly anticipating borrowing late
in FY 2007-2008 or early in the following year. The Water and Wastewater funds are
good examples of using reserves to pay for approved capital improvements instead of
issuing bonds to finance the projects. In the Electric Fund reduced wholesale power
costs offset other increases contributing to a better-than-budgeted ending fund balance.
The Telecommunications Fund balance decreased from $963,896 to $869,719 in part
due to a larger contribution toward debt service and the Central service program.
The Cemetery Trust fund balance remained consistent and above targets reflecting
balanced revenues and expenditures. The Internal Service funds (Central Service,
Insurance Services and Equipment funds) fund balances decreased but maintained
sufficient balances for the short term.
General Fund Budgetary Highlights
During the year the City revised its budget by transfer of appropriation, reducing
Contingency by $120,000 and increased the total appropriation through supplemental
budget to recognize and use forfeited assets. Actual expenditures were 140/0 or $2,3
million below final budget amounts, consistent with the prior year. As in the prior year,
the most significant variation was the City not being able to use proceeds from the sale
of property to expend the budgeted $1,000,000 for affordable housing.
The Police Department spent 940/0 of its final budget leaving $337,776 for carry forward
primarily due to less staff and related impact on programs. Fire and Rescue under spent
its final budget by $259,430 (a savings of 50/0) and Community Development could not
purchase the anticipated property for affordable housing leaving the $1,000,000 unused
which was offset by no revenue from related property sales.
Except the previously mentioned land sale, other revenue varied from budget but
remained consistent with activities. Excluding the $1,000,000 from sale of land,
revenue for the General Fund was about 98% of budget. The largest reduction was in
total taxes of $407,564 or 30/0 of budget.
The net effect of the above changes was expenses exceeding revenues by $318,728
when a shortfall of $1.1 million was budgeted for a positive variance of $823,368.
With transfers between funds the fund balance decreased $286,048 or 120/0 before the
prior period adjustment. The adjustment correctly recognizes the $215,000 loan and
liability repayment between the General Fund and the Community Development Block
Grant Fund to buy The Grove community center in the prior year.
page 14 city of ash/and
CAPITAL ASSETS AND DEBT ADMINISTRATION
Capital Assets
At the end of 2008, the City recorded an net investment of $126 million ($81,989,730
net of related debt) in a broad range of capital assets, including land, equipment,
buildings, and vehicles. (See Table E). This is a decrease of $2 million in Net Capital
Assets after an increase in depreciation of $6.3 million as shown in the Notes on page
46 and 47.
Table E
City of Ashland's Capital Assets
(In thousands dollars)
Total
Governmental Business-type Percentage
Activities Activities Total Change
2008 2007 2008 2007 2008 2007 2008-2007
Land $ 9,829 $ 9,829 $ 1,881 $ 1,881 $ 11,710 $ 11,710 0.0%
Buildings and improvements 19,563 19,563 21,782 21,782 41,345 41,345 0.0%
Equipment 14,380 13,184 824 674 15,204 13,858 9.7%
Infrastructure 42,250 42,122 84,636 81,141 126,886 123,263 2.9%
Construction in progress 674 143 3,982 5,156 4,656 5,299
Totals at historical cost 86,696 84,841 113,105 110,634 199,801 195,475 2.2%
Total accumulated depreciation 38,631 35,789 35,041 31,502 73,672 67,291 9.5%
Net capital assets $ 48,065 $ 49,052 $ 78,064 $ 79,132 $ 126,129 $ 128,184 -1.6%
The City's fiscal year 2009 capital budget estimates spending $10.3 million on capital
projects including construction of water lines and line replacement, wastewater and
street improvements. Bond proceeds, some cash reserves and systems development
charge balances will be used to fund these capital projects. Reserves in the Equipment
Fund will be used to purchase several vehicles, various pieces of utility equipment and
software. More detailed information about the City's capital assets is presented in the
notes to the financial statements beginning on page 46.
Long Term Debt
Bond Ratings
The City issued $304,000 of Clean Renewable Energy Bonds as
authorized by the U.S. Treasury during FY 2007-2008 to build a
photovoltaic system for the Electric system. This small financing
may not be indicative of how the City would due in today's bond
market.
The City has not issued major revenue bonds since it issued
$2,560,000 in General Obligation bonds refunding a portion of the
City's General Obligation Bonds, Series1997 and Series 2000 bonds on December 1,
2005, with an interest rate ranging from 3.50/0 to 5.00/0 over the fifteen year life. The
refunding resulted in a $121,962 (4.410/0) net present value savings. Moody's assigned
an "Aaa" rating to the bonds due to the fact that the bonds are insured by Financial
Security Assurance, Inc. The underlying rating to these bonds was "A2."
The City's bonds presently
carry Moody's "Aaa"
ratings with insurance and
under lying ratings as
follows: General Obligation
Bonds at "A2" and Water
Revenue Bonds at "A3".
comprehensive annual financial report page 15
At year-end the City had $39.9 million in bonds and notes outstanding as shown in
Table F. This is $1.9 million or 4.60/0 less than the prior year. More detailed information
about the City's debt is presented in the Notes to the financial statements beginning on
page 50.
Table F
City of Ashland's General Obligation Long Term Debt
(In thousands dollars)
Total bonds & notes
Total
Govemmental Business-type Perce ntage
Activtties Activities Total Change
2008 2007 2008 2007 2008 2007 2008-2007
$ 18,160 $ 18,575 $ 680 $ 850 $ 18,840 $ 19,425 -3.0%
2,327 2,639 18,687 19,712 21,014 22,351 -6.0%
$ 20,487 $ 21,214 $ 19,367 $ 20,562 $ 39,854 $ 41,776 -4.6%
Bonds payable
Notes payable
ECONOMIC FACTORS AND NEXT YEAR'S BUDGET AND RATES
· Growth in assessed value used for the 2009 budget preparation was projected at
30/0 per the Measure 50 limitation and 20/0 for new construction.
· Projections for new construction for 2009 is up $35 million or 20/0.
· General Fund budgeted spending for 2009 increases over 2008's budget of $16.3
million by $100,000 to $16.4 million. This is a 10/0 increase.
These indicators were taken into account when adopting the General Fund budget for
2009. The amounts available for appropriation in the General Fund budget was
estimated to be $15.8 million in resources and a working capital carry over of $1.7
million. The actual carry forward for the General Fund budget is $2.3 million.
General Fund Tax revenues are projected to increase $1.2 million (11 % over actual for
2008) to $11.2 million yet property taxes are a small part of the total thus most of the
increase is budgeted in the Electric User, Transient Occupancy and Franchise taxes.
The City will use these increases to finance programs currently offered.
The largest inaements in budgeted expenditures for 2008 are increased benefit and
retirement costs for staffing, internal charges and fuel-related and operating costs. The
citizens approved adding interim financing for library operations via a local option levy
for 2008 and 2009. The estimated tax revenue and cost is approximately $300,000 per
year. No other new major programs were added to the 2009 budget but increased
emphasis on strategic planning and fiscal stability were added.
CONTACTING THE CITY'S FINANCIAL MANAGEMENT
This financial report is designed to provide our citizens, taxpayers, customers, and
investors and creditors with a general overview of the City's finances and to
demonstrate the City's accountability for the money it receives. If you have questions
about this report or need additional financial information, contact the City's
Administrative Services Department at 20 East Main, Ashland, Oregon, 97520, (541)
488-5300.
page 16 city of ash/and
BASIC FINANCIAL STATEMENTS
comprehensive annual financial report page 17
1--
CITY OF ASHLAND, OREGON
STATEMENT OF NET ASSETS
June 30, 2008
Primary Government Component Unit
Parks
Governmental Business-type and
Activities Activities Total Recreation
ASSETS
Assets:
Cash and cash equivalents $ 9,845,351 $ 6,437,889 $ 16,283,240 $ 1,796,482
Receivables (net of allowance for uncollectibles) 2,444,054 2,190,239 4,634,293 469,735
Inventories 59,984 881,530 941,514
Deferred charges 1,215,668 1,215,668
Internal Balances (1,304,641) 1,304,641
Restricted assets:
Cash and cash equivalents 1,240,543 1,240,543
Capital Assets:
Land 9,829,360 1,880,638 11,709,998
Buildings 19,563,238 21,782,187 41,345,425 12,939,833
Machinery and equipment 14,380,378 823,581 15,203,959 1,965,596
Infrastructure 42,249,665 84,636,278 126,885,943 536,322
Construction in progress 673,643 3,981,724 4,655,367
Accumulated Depreciation (38,631,224) (35,041,272) (73,672,496) (5,532,617)
Total assets $ 60,350,351 $ 90,093,103 $ 150,443,454 $ 12,175,351
Liabilities:
Accounts payable and other current liabilities $ 2,672,369 $ 1,571,810 $ 4,244,179 $ 292,931
Accrued interest payable 449,038 144,127 593,165
Noncurrent liabilities:
Due within one year 1,327,360 1,595,081 2,922,441 23,410
Due in more than one year 19,263,447 22,056,168 41,319,615 70,229
Total liabilities 23,712,214 25,367,186 49,079,400 386,570
Net Assets
Invested in capital assets, net of related debt 27,474,253 54,411,887 81,886,140 9,909,134
Restricted for:
System development 2,146,609 3,838,867 5,985,476
Debt service 1,246,509 1,751,369 2,997,878
Asset Forfeiture 236,514 236,514
Perpetual care: Nonexpendable 771,948 771,948
Unrestricted 4,762,304 4,723,794 9,486,098 1,879,647
Total net assets $ 36,638,137 $ 64,725,917 $ 101,364,054 $ 11,788,781
The accompanying notes are an integral part of the basic financial statements.
comprehensive annual financial report page 1 9
I --
CITY OF ASHLAND, OREGON
STATEMENT OF ACTIVITIES
For the year ended June 30, 2008
Functions\Proarams
Primary Government:
Governmental Activities:
General Government
Public Safety
Highways and Streets
I nterest on long-term debt
Total governmental activities
Expenses
Charges for
Services
Program Revenues
Operating
Grants and
Contributions
Capital
Grants and
Contributions
$ 4,876,071 $ 5,834,339 $
11,555,693 1,524,229
4,000,048 1,975,425
1,178,388
21,610,200 9,333,993
2,122 $
98,302
178,186
100,424
178,186
Business-type Activities:
Water
Wastewater
Electric
Telecommunications
Total business-type activities
Total primary government
4,959,525 4,121,028 48,096
5,261,713 2,734,499
13,876,456 12,260,230 67,620
2,756,528 1,709,705
26,854,222 20,825,462 115,716
$ 48,464,422 $ 30,159,455 $ 216,140 $ 178,186
Component Unit:
Ashland Parks and Recreation
$ 7,474,607 $
890,905 $
733,847
$
General Revenues:
Property taxes
Utility users tax
Users Taxes
State subventions - unrestricted
Unrestricted interest earnings
Miscellaneous
Total general revenues and transfers
Change in net assets
Net assets - beginning
Net assets - ending
The accompanying notes are an integral part of the basic financial statements.
page 20 city of ash/and
Net (Expense) Revenue and
Changes in Net Assets
Primary Government
Governmental Business-type
Activities Activities Total
Component Unit
Ashland Parks
and Recreation
$ 1,138,576 $ 1,138,576 $
(9,933,162) (9,933,162)
(2,024,623) (2,024,623)
(1,178,388) (1,178,388)
(11 ,997,597) (11,997,597)
(790,401) (790,401 )
(2,527,214) (2,527,214)
(1,548,606) (1,548,606)
(1,046,823) (1,046,823)
(5,913,044) (5,913,044 )
(11,997,597) (5,913,044) (17,910,641)
(5,849,855)
4,170,062 4,170,062 6,434,459
3,945,382 3,945,382
1,899,320 1,568,385 3,467,705
247,357 247,357
444,557 459,073 903,630 104,150
779,133 388,701 1,167,834 137,340
11,485,811 2,416,159 13,901,970 6,675,949
(511,786) (3,496,885) (4,008,671 ) 826,094
37,149,923 68,222,802 105,372,725 10,962,687
$ 36,638,137 $ 64,725,917 $ 101,364,054 $ 11,788,781
comprehensive annual financial report page 21
CITY OF ASHLAND, OREGON
BALANCE SHEET
GOVERNMENTAL FUNDS
June 30, 2008
Other Total
Governmental Governmental
General Street Funds Funds
ASSETS
Assets:
Cash and cash equivalents $ 2,315,107 $ 2,284,895 $ 1,842,838 $ 6,442,840
Receivables (net of allowance for uncollectibles) 1,268,816 276,436 867,483 2,412,735
Cash - restricted 1,240,543 1,240,543
Total assets $ 3,583,923 $ 2,561,331 $ 3,950,864 $ 10,096,118
LIABILITIES, AND EQUITY
Liabilities:
Accounts payable $ 583,495 $ 264,103 $ 79,233 $ 926,831
Deferred revenue 417,395 126,758 717,662 1,261,815
Due to other agencies
Due to other funds 80,000 80,000
Liabilities payable from restricted assets 286,367 286,367
Total liabilities 1,287,257 390,861 876,895 2,555,013
Fund Balances:
Reserved for:
Reserved for system development charges 2,049,977 96,632 2,146,609
Reserved for debt service 1,246,509 1,246,509
Reserved for asset forfeiture 236,514 236,514
Reserved for perpetual care 771,948 771,948
Unreserved, reported in:
General Fund 2,060,152 2,060,152
Special revenue funds 120,493 6,891 127,384
Capital projects funds 951,989 951,989
Total fund balances 2,296,666 2,170,470 3,073,969 7,541,105
Total liabilities and fund balances $ 3,583,923 $ 2,561,331 $ 3,950,864 $ 10,096,118
The accompanying notes are an integral part of the basic financial statements.
page 22 city of ash/and
CITY OF ASHLAND, OREGON
RECONCiliATION OF BALANCE SHEET OF GOVERNMENTAL FUNDS
TO STATEMENT OF NET ASSETS
June 30,2008
Explanation of certain differences between the governmental fund balance sheet and the
government-wide statement of net assets.
Fund Balances
$
7,541,105
The cost of capital assets (land, buildings, improvements, machinery
and equipment, infrastructure, and construction in progress) is
reported as an expenditure in governmental funds. The statement of
net assets includes those capital assets among the assets of the
City as a whole.
Net Capital Assets
44,535,847
Long-term liabilities applicable to the City's governmental activities
are not due and payable in the current period and accordingly are
not reported as fund liabilities. All liabilities, both current and
long-term, are reported in the statement of net assets.
Long-term Uabil ities
Accrued Interest on Liabilities
(20,487,217)
(449,038)
Accrued compensated absences are not due and payable in the current
period and therefore are not reported in the funds.
Accrued Vacation and Sick Leave
(534,516)
Other long-term assets are not available to pay for current-period
expenditures and therefore are deferred in the funds.
Deferred Revenue
1,261,814
Internal service funds are used by the City to account for the fleet
operations, support services, administrative service and insurance
services that are provided to the other departments and
agencies on a cost reimbursement basis. The assets and liabilities
of the internal service funds are included in governmental activities
in the Statement of Net Assets.
Internal Service Fund Net Assets
4,770,142
Total Net Assets
$
36,638,137
The accompanying notes are an integral part of the basic financial statements.
comprehensive annual financial report page 23
CITY OF ASHLAND, OREGON
STATEMENT OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCE
GOVERNMENTAL FUNDS
For the year ended June 30, 2008
Other
General Street Governmental Total Primary
Fund Fund Funds Government
Revenues:
Taxes $ 10,243,372 $ 188,030 $ 773,4 74 $ 11,204,876
Fees, Licenses and Permits 886,644 886,644
I ntergovern mental 662,102 942,746 244,066 1,848,914
Charges for Services 1 ,441,157 1,692,436 2,244,720 5,378,313
System Development Charges 167,486 48,307 215,793
Assessments 67,195 67,195
Fines and Forfeitures 150,346 150,346
Interest on Investments 113,937 110,992 105,484 330,413
Miscellaneous 91,203 400 695,556 787,159
Total Revenues 13,588,761 3,169,285 4,111,607 20,869,653
Expenditures:
General Government 3,328,964 1,105,777 4,434,741
Public Saftey 10,578,525 10,578,525
Highways and Streets 3,376,035 3,376,035
Debt Service 1,852,049 1,852,049
Total Expenditures 13,907,489 3,376,035 2,957,826 20,241,350
Excess(Deficiency) of Revenues over
Expenditures (318,728) (206,750) 1,153,781 628,303
Transfer in 33,180 303,073 336,253
Transfers out (500) (335,753) (336,253)
Total other financing sources (uses) 32,680 (32,680)
Net Change in Fund Balance (286,048) (206,750) 1,121,101 628,303
Fund Balance, July 1, 2007 2,582,714 2,377,220 1,952,868 6,912,802
Fund Balance, June 30, 2008 $ 2,296,666 $ 2,170,470 $ 3,073,969 $ 7,541,105
page 24 city of ash/and
CITY OF ASHLAND, OREGON
RECONCiliATION OF STATEMENT OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCES OF GOVERNMENTAL FUNDS
TO STATEMENT OF ACTIVITIES
For the year ended June 30,2008
Explanation of certain differences between the governmental fund statement of revenues,
expenditures, and changes in fund balance and the government-wide statement of activities.
Excess of Revenues over Expenditures
$
628,303
Governmental funds report capital outlays as expenditures. However, in
the statement of activities the cost of those assets is allocated over their
estimated useful lives and reported as depreciation expense. This is the amount
by which capital outlays exceeded depreciation in the current period.
Capital Outlay Expenditures Capitalized
Depreciation Expense
728,959
(1,896,796)
Under the modified accrual basis of accounting used in the governmental funds.
expenditures are not recognized for transactions that are not normally paid with
expendable available financial resources. In the statement of activities, however,
which is presented on the accrual basis of accounting, expenses and liabilities
are reported regardless of when financial resources are available. This
adjustment combines the net changes in liability balances.
Compensated Absences
Accrued Interest
General Obligation Bonds & Notes Payable
(153,804)
(52,828)
726,491
Revenues in the statement of activities that do not provide current financial
resources are not reported as revenues in the governmental funds.
Property Taxes
Special Assessments
Other
24,009
(5,592)
(64,300)
Internal service funds are used by the City to account for the fleet
operations, support services, administrative service and insurance
services that are provided to the other departments and
agencies on a cost reimbursement basis. The revenues and expenses
of the internal service funds are included in governmental activities
in the statement of activities.
Internal Service Fund Change in Net Assets
(446,228)
Change in Net Assets
$
(511,786)
The accompanying notes are an integral part of the basic financial statements.
comprehensive annual financial report page 25
---------,---. ---
CITY OF ASHLAND, OREGON
STATEMENT OF NET ASSETS
PROPRIETARY FUNDS
June 30,2008
Governmental
T elecom- Activities
Water Wastewater Electric munications Internal Service
Fund Fund Fund Fund Total Funds
ASSETS
Current assets:
Cash and investments $ 1,690,020 $ 3,299,078 $ 776,046 $ 672,745 $ 6,437,889 $ 3,402,511
Interest and accounts receivable, net 336,590 549,799 839,957 253,311 1,979,657 3,232
Notes and contracts receivable 210,582 210,582 28,087
Interfund receivable 80,000 80,000
Inventories 204,681 11,881 664,968 881,530 59,984
Deferred charges 157,213 157,213
Total current assets 2,468,504 3,860,758 2,491,553 926,056 9,746,871 3,493,814
Capital assets 34,537,989 49,588,553 19,764,506 9,213,359 113,104,407 11,699,346
Accumulated depreciation (12,376,671) (9,448,504) (9,915,957) (3,300,140) (35,041,272) (8,170,132)
Capital assets, net 22,161,318 40,140,049 9,848,549 5,913,219 78,063,135 3,529,214
Other assets
Deferred costs (net of amortization) 1,058,455 1,058,455
Noncurrent assets 22,161,318 40,140,049 9,848,549 6,971,674 79,121,590 3,529,214
Total assets $ 24,629,822 $ 44,000,807 $ 12,340,102 $ 7,897,730 $ 88,868,461 $ 7,023,028
LIABILITIES AND NET ASSETS
Current liabilities:
$ 257,776 $ 63,839 $ 560,607 $ 30,119 $ 912,341 $ 140,118
Accrued salaries, vacation and payroll taxes 141,046 64,274 181,133 54,281 440,734 343,055
Accrued interest payable 38,762 105,365 144,127
Other liabilities 50,647 168,088 218,735 545,072
Notes/bonds payable, current portion 510,000 1,060,081 25,000 1,595,081
Total current liabilities 998,231 1,293,559 934,828 84,400 3,311,018 1,028,245
Long-term liabilities:
Notes payable
Revenue bonds payable, net 3,645,000 17,627,168 279,000 21,551,168
General obligation bonds payable, net 505,000 505,000
Total long-term liabilities 4,150,000 17,627,168 279,000 22,056,168
Total liabilities 5,148,231 18,920,727 1,213,828 84,400 25,367,186 1,028,245
Net Assets:
Net assets (deficit):
Invested in capital assets, net of related debt 17,501,318 21,452,800 9,544,549 5,913,219 54,411,886 3,529,214
Restricted for system development 1,978,487 1,860,380 3,838,867
Restricted for debt service 1,751,369 1,751,369
Unrestricted 1 ,786 15,531 1,581,725 1,900,111 3,499,153 2,465,569
Total net assets 19,481,591 25,080,080 11,126,274 7,813,330 63,501,275 5,994,783
Total liabilities and net assets $ 24,629,822 $ 44,000,807 $ 12,340,102 $ 7,897,730 $ 88,868,461 $ 7,023,028
Total net assets $ 63,501,275
Adjustment to reflect the consolidation of internal service fund activities related to enterprise funds 1,224,642
Net assets of business-type activities $ 64,725,917
page 26 city of ash/and The accompanying notes are an integral part of the basic financial statements.
CITY OF ASHLAND, OREGON
STATEMENT OF REVENUES, EXPENSES AND
CHANGES IN NET ASSETS
PROPRIETARY FUNDS
For the year ended June 30,2008
Governmental
Telecom- Activiti es
Water Wastewater Electric munications Internal Service
Fund Fund Fund Fund Total Funds
Operating revenues:
Charges for services $ 4,121,028 $ 2,734,499 $ 12,260,230 $ 1,709,705 $ 20,825,462 $ 6,923,563
Miscellaneous 27,663 3,167 186,488 69,788 287,106 262,095
Total operating revenues 4,148,691 2,737,666 12,446,718 1,779,493 21,112,568 7,185,658
Operating expenses:
Cost of sa les and services 3,477 ,3OT 3,066,515 11,946,515 1 ,781 ,834 20,272,221 7,155,560
Depreciation and amortization 1,014,115 1,113,642 598,561 937,276 3,663,594 945,196
Total operating expenses 4,491,472 4,180,157 12,545,076 2,719,110 23,935,815 8,100,756
Operating income (loss) (342,781 ) (1,442,491 ) (98,358) (939,617) (2,823,247) (915,097)
Nonoperating income (expenses):
Taxes 1,267 1 ,566,868 250 1,568,385 12,366
Intergovernmental 48,096 67,620 115,716
Interest income 123,528 178,212 55,827 29,251 386,818 174,033
Tax equivalents (275,364) (195,225) (1,168,473) (1,639,062)
Gain (loss) on disposal of assets
Interfund Transfers
Interest expense (65,375) (757,648) (823,023)
Total nonoperating income (expenses) (167,848) 792,207 (1,045,026) 29,501 (391 ,166) 186,399
(510,629) (650,284) (1,143,384) (910,116) (3,214,413) (728,698)
Total net assets - beginning 19,992,220 25,730,364 12,269,658 8,723,446 66,715,688 6,723,481
Total net assets - ending $ 19,481,591 $ 25,080,080 $ 11 ,126,274 $ 7,813,330 $ 63,501,275 $ 5,994,783
Change in net assets $ (3,214,413)
Adjustment to reflect the consolidation of internal service fund activities related to enterprise funds (282,472)
Change in net assets of business-type activities - Statement of Activities $ (3,496,885)
The accompanying notes are an integral part of the basic financial statements.
comprehensive annual financial report page 27
I-~--
CITY OF ASHLAND, OREGON
STATEMENT OF CASH FLOWS
PROPRIETARY FUNDS
For the year ended June 30, 2008
Business-type Activities - Enterprise Funds Governmental
T elecom- Activities
Water Wastewater Electric munications Internal Service
Fund Fund Fund Fund Total Funds
Cash flows from operating activities:
Receipts from customers and users $ 4,232,824 $ 2,729,179 $ 12,350,756 $ 2,652,248 $ 21,965,007 $ 7,210,455
Payments to suppliers (2,017,382) (2,320,863) (9,892,506) (1,987,117) (16,217,868) (3,221,556)
Payments to employees (1,469,921) (775,407) (2,073,017) (625,796) (4,944,141 ) (4,070,617)
Net cash from operating activities 745,521 (367,091) 385,233 39,335 802,998 (81,718)
Cash flows from noncapital financing activities:
Proceeds from (payment of) interfund and other loans
Transfers
Taxes collected 1,267 1,566,868 250 1,568,385
Net cash from noncapital financing activities 1,267 1,566,868 250 1,568,385
Cash flows from capital and related financing activities:
Acquisition and construction of capital assets (1,399,029) (519,817) (441,143) (235,053) (2,595,042) (1,126,340)
Proceeds from issuance of debt 304,000 304,000
Proceeds from intergovernmental income
Principal paid on bonds, contracts and notes (495,000) (1,024,634) (1,519,634)
Interest paid on debt (65,375) (757,648) (823,023)
Tax Equivalents (275,364) (195,225) (1,168,473) (1,639,062)
Net cash from capital and related financing activitie (2,234,768) (2,497,324) (1,305,616) (235,053) (6,272,761) (1,126,340)
Interest from investments and Other income 171,624 178,212 123,447 29,251 502,534 186,399
Net increase (decrease) in cash and investments (1,316,356) (1,119,335) (796,936) (166,217) (3,398,844) (1,021,659)
Cash and investments, beginning of year 3,006,376 4,418,413 1,572,982 838,962 9,836,733 4,424,170
Cash and investments, end of year $ 1,690,020 $ 3,299,078 $ 776,046 $ 672,745 $ 6,437,889 $ 3,402,511
Reconciliation of operating income to
net cash provided by operating activities:
Operating income (loss) $ (342,781) $ (1,442,491 ) $ (98,358) $ (939,617) $ (2,823,247) $ (915,097)
Depreciation and amortization 1,014,115 1,113,642 598,561 937,276 3,663,594 945,196
Change in assets and liabilities:
(Increase) decrease in:
Receivables 84,133 (8,487) (95,962) (64,521 ) (84,837) 24,796
Inventories 41,796 870 (118,148) (75,482) (23,811)
Deferred charges 14,752 109,969 124,721
Increase (decrease) in:
Accounts payable and accrued liabilities (39,725) (14,289) 113,011 (5,712) 53,285 (166,807)
Other liabilities (26,769) (16,336) (13,871) 1,940 (55,036) 54,005
Net cash from operating activities $ 745,521 $ (367,091) $ 385,233 $ 39,335 $ 802,998 $ (81,718)
The accompanying notes are an integral part of the basic financial statements.
page 28 city of ash/and
NOTES TO BASIC
FINANCIAL STATEMENTS
comprehensive annual financial report page 31
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
A. Reporting Entity
The City of Ashland, Oregon (the City) is a municipal corporation,
governed by an elected mayor and a six-member council. The
accompanying financial statements present the City and its component
unit, an entity for which the City is considered to be financially
accountable. Blended component units, although legally separate entities,
are, in substance, part of the City's operations. Discretely presented
component units are reported in a separate column in the government-
wide financial statements. There are no blended component units.
Discretely Presented Component Unit. The Parks and Recreation
Commission (the Commission) was created by vote of qualified electors of
the City of Ashland at a special election on December 15, 1908. By City
Charter, the Commission has control over all park designated lands within
the City. By City Charter, the Commission may not own any park lands
within the City, but has responsibility for maintenance of parks and certain
other facilities. The members of the Commission's governing Board are
elected by the voters. However, the Commission is fiscally dependent
upon the City because by state law and City Charter, the Commission
budget and tax levy must be included as part of the City's. The City must
also approve any debt issuance. Additionally, the City has ultimate
financial responsibility for the Commission. The Commission is presented
as a governmental fund type. Complete financial statements of the
component unit may be obtained at the entity's administrative office.
B. Government-Wide and Fund Financial Statements
Governmental Accounting Standards Boards Statement 34 (GASBS 34).
The new presentation of financial information required by GASBS 34 for
Basic Financial Statements and Supplementary Information are described
below and in the Management's Discussion and Analysis located earlier in
this document.
comprehensive annual financial report page 33
'-----r-
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
B. Government-Wide and Fund Financial Statements (continued)
The government-wide financial statements (Le. the statement of net
assets and the statement of changes in net assets) report information on
the nonfiduciary activities of the primary government and its component
unit. For the most part, the effect of interfund activity has been removed
from these statements. Governmental activities, which are normally
supported by taxes and intergovernmental revenues, are reported
separately from business-type activities, which rely to a significant extent
on fees and charges for support. Likewise, the primary government is
reported separately from certain legally separate component units for
which the primary government is financially accountable.
The statement of activities demonstrates the degree to which the direct
expenses of a given function or segment are offset by program revenues.
Direct expenses are those that are clearly identifiable with a specific
function or segment. Program revenues include 1) charges to customers
or applicants who purchase, use, or directly benefit from goods, services,
or privileges by a given function or segment and 2) grants and
contributions that are restricted to meeting the operational or capital
requirements of a particular function or segment. Taxes and other items
not properly included among program revenues are reported as general
revenues.
Separate financial statements are provided for governmental funds,
proprietary funds and fiduciary funds, even though the latter are excluded
from the government-wide financial statements. Major individual
governmental funds and major individual enterprise funds are reported as
separate columns in the fund financial statements.
C. Measurement Focus, Basis of Accounting, and Basis of Presentation
The government-wide financial statements are reported using the economic
resources measurement focus and the accrual basis of accounting, as are the
proprietary funds financial statements. Revenues are recorded when earned
and expenses are reported when a liability is incurred, regardless of the timing
of related cash flows. Property taxes are recognized as revenue in the year for
which they are levied. Grants and similar items are recognized as revenue as
soon as all eligibility requirements imposed by the provider have been met.
page 34 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
C. Measurement Focus, Basis of Accounting, and Basis of Presentation
(continued)
Governmental fund financial statements are reported using the current
financial resources measurement focus and the modified accrual basis of
accounting. The budgetary basis of accounting is the same as Generally
Accepted Accounting Prindples. Revenues are recognized as soon as
they are both measurable and available. Revenues are considered to be
available when they are collected within the period or soon enough
thereafter to pay liabilities of the current period. For this purpose, the City
considers revenues to be available if they are collected within 60 days of
the end of the current fiscal period. Expenditures generally are recorded
when a liability is incurred, as under accrual accounting. However, debt
service expenditures, as well as expenditures related to compensated
absences and claims and judgements, are recorded only when the
payment is due.
Property taxes, franchise taxes, licenses, and interest associated with the
current fiscal period are accruable and so have been recognized as
revenues of the current period. All other revenue items are considered to
be measurable and available only when cash is received by the City.
The City reports the following major governmental funds:
The General Fund is the City's primary operating fund. It accounts for all
financial resources of the general government, except those required to be
accounted for in another fund.
The Street Fund accounts for the resources and operating expenditures
related to the maintenance, operation and construction of the City's streets
and storm water collection infrastructure. While a substantial portion of
revenues come from user fees, the primary source is state shared
highway funds.
The City reports the following major proprietary funds:
The Water Fund accounts for the resources and expenses related to
supply, treatment and distribution of water throughout the City. The
primary source of revenue is user fees.
comprehensive annual financial report page 35
-r-.--~ ...,
___ ~____--L-.--ll
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30,2008
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
C. Measurement Focus, Basis of Accounting, and Basis of Presentation
( conti nued)
The Wastewater Fund accounts for the resources and expenses related to
collection and treatment of wastewater throughout the City. The primary
source of revenue is user fees.
The Electric Fund accounts for the resources and expenses related to
distribution of electricity throughout the City. The primary source of
revenue is user fees.
The Telecommunications Fund accounts for the resources and expenses
related to broadband and high-speed data transmission services
throughout the City. The primary source of revenue is user fees.
Additionally, the City reports the following fund types:
Internal Service Funds account for general and public works
administration, finance, information services, and fleet management
services primarily provided to other departments or agencies of the City,
or to other governments, on a cost reimbursement basis.
Private-sector standards of accounting and financial reporting issued prior
to December 1, 1989, generally are followed in both the government-wide
and proprietary fund financial statements to the extent that those
standards do not conflict with or contradict guidance of the Government
Accounting Standards Board. Governments also have the option of
following subsequent private-sector guidance for their business-type
activities and enterprise funds, subject to this same limitation. The City
has elected not to follow subsequent private-sector guidance.
As a general rule the effect of interfund activity has been eliminated from
the government-wide financial statements. Exceptions to this rule are
payment-in-lieu of taxes and other charges between the City's various
utility funds and the other functions of the City. Elimination of these
charges would distort the direct costs and program revenues reported for
the various functions concerned.
page 36 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
C. Measurement Focus, Basis of Accounting, and Basis of Presentation
( continued)
Amounts reported as program revenues include 1) charges to customers
or applicants for goods, services, or privileges provided, 2) operating
grants and contributions, and 3) capital grants and contributions, including
special assessments. Internally dedicated resources are reported as
general revenues rather than as program revenues. Likewise, general
revenues include all taxes. Proprietary funds distinguish operating
revenues and expenses from nonoperating items. Operating revenues
and expenses result from providing and producing and delivering goods in
connection with a proprietary fund's principal ongoing operations. The
enterprise and internal service funds are charges to customers for sales
and services. Where applicable, enterprises also recognize as operating
revenue the portion of System Development Charges intended to recover
the cost of connecting new customers to the system. Operating expenses
for enterprise and internal service funds include the cost of sales and
services, administrative expenses, and depreciation on capital assets. All
revenues and expenses not meeting this definition are reported as
nonoperating revenues and expenses.
When both restricted and unrestricted resources are available for use, it is
the City's policy to use restricted resources to the limits of the policies and
statutes governing them first, then unrestricted resources as they are
needed.
D. Assets, Liabilities and Net Assets or Equity
1. Cash and Investments
The City's cash and cash equivalents are considered to be cash on
hand, demand deposits, and short-term investments with original
maturities of three months or less from the date of acquisition.
State statutes authorize the City to invest in obligations of the U.S.
Treasury, commercial paper, corporate bonds and the State
Treasurer's Investment Pool.
comprehensive annual financial report page 37
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
D. Assets, Liabilities and Net Assets or Equity (continued)
1. Cash and Investments (continued)
Investments for the City, as well as for its component unit, are reported
at fair value. The State Treasurer's Investment Pool operates in
accordance with appropriate state laws and regulations. The reported
value of the pool is the same as the fair value of pool shares.
2. Receivables and Payables
Activity between funds that are representative of lending and borrowing
arrangements outstanding at the end of the fiscal year are referred to
as "due to \ from other funds". Any residual balances outstanding
between the governmental and business-type activities are reported in
the government-wide financial statements as "internal balances".
Advances between funds, as reported in the fund financial statements,
are offset by a fund balance reserve account in applicable
governmental funds to indicate that they are not expendable available
financial resources.
All trade and property taxes receivable are shown at net of an
allowance for uncollectibles. Trade aocounts receivable in excess of
120 days comprise the trade accounts receivable allowance for
uncollectibles.
Property taxes are levied as of July 1 on property assessed as of the
same date. The tax levy is due November 15, with an optional
payment method of 1/3 due November 15,1/3 due January 15, and 1/3
due March 15. Taxes paid in full November 15 are provided a 3
percent discount. The billings are considered delinquent after the
appropriate due date, at which time the applicable property is subject
to lien, and penalties and interest are assessed.
Notes and contracts receivable are recorded at par. Interest assessed
is recorded as revenue when the payment beoomes due.
page 38 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
D. Assets, Liabilities and Net Assets or Equity (continued)
3. Inventories and Prepaid Items
All inventories are stated at moving average cost. Inventories are
recorded as expenditures when consumed rather than when
pu rchased.
Certain payments to vendors reflect costs applicable to future
accounting periods and are recorded as prepaid items in both the
government-wide and fund financial statements.
4. Restricted Assets
Certain proceeds of the Water enterprise fund revenue bonds, as well
as certain resources set aside for their repayment, are classified as
restricted assets on the statement of net assets because they are
maintained in separate bank accounts not in the City's control and their
use is limited by applicable bond covenants. The "Cash in transit" and
"Cash with escrow agent" are used to segregate resources for
provision of current and noncurrent debt service obligations.
5. Capital Assets
Capital assets, which include property, plant, equipment, and
infrastructure (e.g. streets, roads, bridges, sidewalks and similar public
domain items) are reported in the applicable governmental or
business-type activities columns in the government-wide financial
statements. Capital assets are defined in the City's capitalization
policy (dated 1989) as having a historic cost or market value in excess
of $5,000. Such assets are recorded at historical cost or estimated
historical cost if purchased or constructed. Donated assets are valued
at their estimated fair market value at the date of the donation.
The costs of normal maintenance and repairs that do not add to the
value of the asset or materially extend asset lives are not capitalized.
Major outlays for capital assets and improvements are capitalized as
projects are constructed. Interest incurred during the construction
phase of capital assets of business-type activities is induded as a part
of the capitalized value of the asset constructed. No interest was
capitalized in the current accounting period.
comprehensive annual financial report page 39
II
II
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
D. Assets, Liabilities and Net Assets or Equity (continued)
5. Capital Assets (continued)
Property, plant and equipment of the primary government, as well as
the component unit, is depreciated using the straight-line method over
the following estimated useful lives of the related assets:
Buildings and improvements
Electric power generation and distribution system
Water, wa stewater and storm water system s
Public domain infrastructure
Equipment
33 to 50 years
40 to 70 years
15 to 50 years
15 to 25 years
2 to 20 years
6. Compensated Absences
It is the City's policy to permit employees to accumulate earned but
unused vacation and sick pay benefits. There is no liability for unpaid
accumulated sick leave since the City does not have a policy to pay
any amounts when employees separate from service with the City. All
vacation pay is accrued when incurred in the government-wide and
proprietary fund financial statements. A liability for these amounts is
reported in the governmental funds only if they have matured, or are
taken and paid from current resources.
7. Long-Term Obligations
I n the government-wide financial statements, and proprietary fund
types in the fund financial statements, long-term debt and other long-
term obligations are reported as liabilities in the applicable
governmental activities, business-type activities, or proprietary fund
type statement of net assets.
Bond premiums and discounts, as well as issuance costs, are deferred
and amortized over the life of the bond using the effective interest
method. Bonds payable are reported net of the applicable bonding
premium or discount. Bond issuance oosts are reported as deferred
charges and amortized over the term of the related debt.
page 40 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30,2008
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
D. Assets, Liabilities and Net Assets or Equity (continued)
7. Long Term Obligations (continued)
I n the fund financial statements, governmental fund types recognize
bond premiums and discounts, as well as bond issuance costs, during
the current period. The face amount of debt issued is reported as
other financing sources. Premiums received on debt issuance are
reported as other financing uses. Issuance costs, whether or not
withheld from the actual debt proceeds received, are reported as debt
service expenditures.
8. Reservations of Fund Equity
I n the fund financial statements, governmental funds report
reservations of fund balance for amounts that are not available for
appropriation or are legally restricted by outside parties for use for a
specific purpose. Designations of fund balance represent tentative
management plans that are subject to change.
II. STEWARDSHIP, COMPLIANCE AND ACCOUNTABILITY
A. Budgetary Information
The annual budgets are adopted for all funds on a basis consistent with
generally accepted accounting principles for governmental funds, except
the Mt. Ashland Ski Area Agency Fund. The City Council resolution
adopting the budget and authorizing appropriations for each fund sets the
level by which expenditures cannot legally exceed appropriations.
Appropriations are at the department (organizational unit) level for funds
with more than one department and by total personal services, materials
and services, capital outlay, debt service, transfers, and contingency for
those funds with only one department or function. The detail budget
document, however, is required to contain more specific, detailed
information for the above-mentioned expenditure categories. The City
budgets debt service princi pal and interest on a cash basis and does not
budget depreciation expense or amortizations done on the balance sheet.
Unexpected additional resources may be added to the budget through the
use of a supplemental budget. The supplemental budget process requires
hearings before the public, publications in newspapers, and approval by
the City Council. Original and supplemental budgets may be modified only
comprehensive annual financial report page 41
II
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
II. STEWARDSHIP, COMPLIANCE AND ACCOUNTABILITY (CONTINUED)
A. Budgetary Information (continued)
by the City Council by the use of appropriation transfers between the
levels of control. In addition, Oregon Local Budget Law provides certain
specific exceptions to the supplemental budget process to increase
appropriations. Such transfers and increases require approval by the City
Council by adoption of a resolution. Budget appropriation amounts shown
in the financial statements include the original and revised budget
appropriations as approved by the City Council. Appropriations are limited
to a single fiscal year; therefore, all spending authority of the City lapse at
year end. During 2007-2008, the City made two appropriation transfers,
as well as three supplemental budget adjustments, adopted by
resolutions.
B. Excess of Expenditures Over Appropriations
Expenditures of the various funds were within authorized appropriations
for the year ended June 30, 2008.
III. DETAILED NOTES ON ALL FUNDS
Petty Cash
Deposits with financial institutions
I nvestm ents
Total Primary
Govern ment
$ 2,810
1,058,704
16,462,269
Com pon ent
Unit
Parks and
Recreation
$ 750
A. Deposits and Investments
1,795,732
Total
$ 3,560
1,058,704
18,258,001
$ 17,523,783 $ 1,796,482 $ 19,320,265
Governrnental - unrestricted
Governmental - restricted:
Debt Service
Fidu cia ry
$ 16,283,240
1 ,240,543
$ 17,523,783
DEPOSITS
State statutes require that the City obtain from its depositories a certificate of participation for
the full amount of the City's deposits that exceed FDIC coverage. The depositories are
required to pledge, with an independent collateral pool manager, as agent for the City,
page 42 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
A. Deposits and Investments (continued)
securities in the City's name at least equal to twenty-five percent of the face
value of the certificate of participation issued to the City. Not all of the City's
deposits at year-end were covered, as required by law, by federal depository
insurance or by certifications of participation backed by securities held by
financial institutions acting as agents for the City in the City's name.
Deposits consist of bank demand deposits. The carrying amount of deposits is
$1,058,704. The total bank balance perthe bank statements is $1,217,790. Of
these deposits, $102,000 is covered by federal depository insurance and the
remaining is uninsured and uncollateralized. At June 30, 2008, the collateral was
sufficient to meet the requirements of Oregon Law.
INVESTMENTS
Policies officially adopted by the City's Board allows the entity to invest in: U.S.
Treasury Obligations (Bills, notes and bonds), U.S. GovernmentAgency
Securities and Instrumentalities of Government Sponsored Corporations,
Bankers' Acceptances (BA's), Certificates of Deposit (Commercial Banks which
have a branch in Oregon &Savings & Loan Associations which have a branch in
Oregon), State & Local Government Securities, Commercial Paper (A 1, AA,P1),
State of Oregon Investment Pool, and Repurchase Transactions.
The State Treasurer's investment policies are governed by Oregon Revised
Statutes and the Oregon Short-Term Fund Board (OSTFB). There were no
known violations of legal or contractual provisions for deposits.
As of June 30,2008, the City had the following investments and maturities:
Investment Tvoe Fair Value
Certificates of Deposit $ 500,000
US Govemment Securities
State Treasurer's investment pool 17,758,001
Investment Maturities (in months)
Less than 3 3-17 18-59
$ 500,000 $ $
17,758,001
$18,258,001 $18,258,001
$
$
Total
comprehensive annual financial report page 43
II
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
A. Deposits and Investments (continued)
Investments are valued at fair value as required by GASB 31. There is no
material difference between fair value of the City's position in the State
Treasurer's Local Governmental Investment Pool and the value of the pool
shares at June 30, 2008.
Interest Rate Risk
As a means of limiting its exposure to fair value losses resulting from
rising interest rates, City's investment policy allows only the purchase of
investments that can be held to maturity. Investments cannot be made
predicated upon selling the security prior to maturity.
Oregon Revised Statutes require investments to not exceed a maturity of
18 months, except when the local government has adopted a written
investment policy that was submitted to and reviewed by the OSTFB.
The City limits investment maturities as follows:
1. Under 30 days 100/0 minimum
2. Under 90 days 250/0 minimum
3. Under 270 days 500/0 minimum
4. Under 1 year 750/0 minimum
5. Under 18 months 800/0 minimum
6. Under 3 years 1000/0 minimum
Credit Risk
Neither the Oregon Revised Statutes nor the City's investment policy limits
investments as to credit rating for securities purchased from U.S.
Government Agencies. The City's investments in U.S. Government
Agencies were rated MA by Standard & Poor's and Aaa by Moody's
Investor Service. The State Pool is unrated.
Oregon Revised Statutes require bankers' acceptances to be guaranteed
by and carried on the books of, a qualified financial institution, eligible for
discount by Federal Reserve System, and issued by a qualified financial
institution whose short-term letter of credit rating is rated in the highest
category by one or more nationally recognized statistical rating
organizations.
page 44 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
A. Deposits and Investments (continued)
Concentration of Credit Risk
To avoid incurring unreasonable risks inherent to over-investing in specific
instruments or in individual financial institutions, the City's investment
policy sets maximum limits on the percentage of the portfolio that can be
invested in anyone type of security. At June 30,2008 the City was in
compliance with all percentage restrictions.
Oregon Revised Statutes require no more than 25 percent of the moneys
of local government to be invested in bankers' acceptances of any
qualified financial institution. Amounts in the State Treasurer's Local
Government Investment Pool are not required by law to be collateralized.
No more than the stated percentage of the overall portfolio will be invested
in each of the following categories of securities:
U.S. Treasury Obligations
U.S. Government Agency Securities and
Instrumentalities of Government Sponsored Corp.
Bankers' Acceptances (BA's)
Certificates of Deposit (CD)
State & Local Government Securities
Repurchase Transactions
Commercial Paper (AA,A 1 ,P1 )
State of Oregon I nvestment Pool Securities
1000/0
1 000/0
500/0
350/0
350/0
250/0
100/0
1 000/0
B. Receivables
Receivables, as of year end for the government's individual major funds
and nonmajor, internal service in aggregate, including the applicable
allowances for uncollectable accounts, are as follows:
Governmental funds report deferred revenue in connection with
receivables for revenues that are not considered to be available to
liquidate liabilities of the current period. Governmental funds also defer
revenue recognition in connection with resources that have been received,
but not yet earned. At the end of the current fiscal year, the various
components of deferred revenue and unearned revenue reported in
governmental funds were as follows:
comprehensive annual financial report page 45
II
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
B. Receivables (continued)
Delinquent Property Taxes Receivable:
Ge neral Fund
Debt Service Fund
Installment notes receivable
Rehabilitation Loans
Deferred SDC Loans
Ambulance billing
Business Licenses
Special Assessments not yet due:
Unbonded-Street Fund
C. Capital Assets
Unavailable
206,719
19,521
410,999
105,936
181,205
113,838
96,839
126,758
$ 1,261,81 5
Capital asset activity for the year ended June 30, 2008 was as follows:
Balance Add ttion s Retirements Bala nce
June 30, 2007 & Reclasses & Reclasses June 30, 2008
Govemmental activities:
Capital assets, not being depreciated
Land $ 9,829,360 $ 9,829,360
Construction in progress 143,017 658,691 128,065 673,643
Total capttal assets, not being depreciated 9,972,377 658,691 128,065 10,503,003
Buildings 19,563,238 19,563,238
Improvements other than buildings 42,121 ,600 128,065 42,249,665
Machinery and equipment 13,183,769 1,210,639 14,030 14,380,378
Total capttal assets, being depreciated 74,868,607 1,338,704 14,030 76,193,281
Less accumulated depreciation for:
Buildings (4,180,831 ) (440,269) (4,621,100)
Improvements other than buildings (22,059,234) (1,303,931 ) (23,363,165)
Machinery and equipment (9,549,166) (1,097,793) (10,646,959)
Total accumulated depreciation (35,789,232) (2,841,993) (38,631,224)
Total capttal assets being depreciated, net 39,079,374 (1,503,289) 37,562,057
Govemmental activities capital assets, net $ 49,051,751 $ (844,598) $ 128,065 $ 48,065,060
page 46 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30,2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
C.Capital Assets (continued)
Sa lance Additions Retirem ents Ba lance
June 30, 2007 & Reclasses & Reclasses June 30, 2008
Business-type activities:
Capital assets, not being depreciated
Land $ 1,880,638 $ $ $ 1,880,638
Construction in progress 5,156,412 2,100,343 3,275,031 3,981,724
Total capital assets, not being depreciated 7,037,050 2,100,343 3,275,031 5,862,362
Buildings 21,782,187 21 ,782,1 87
Machinery and equipment 673,607 149,974 823,581
Improvements other than buildings 81,141,248 3,495,030 84,636,278
Total capital assets, being depreciated 103,597,042 3,645,004 107,242,046
Less accumulated depreciation:
Buildings (2,478,412) (480,670) 7 (2,959,075)
Machinery and equipment (559,916) (61,059) (620,975)
Improvements other than buildings (28,464,074) (2,997,148) (31,461,222)
Total accumulated depreciation (31,502,402) (3,538,877) 7 (35,041,272)
Total capital assets being depreciated, net 72,094,640 106,127 (7) 72,200,774
Business-type activities capital assets, net $ 79,131,690 $ 2,206,470 $ 3,275,024 $ 78,063,136
Depreciation expense was charged to functions/programs of the primary
government as follows:
Governmental activities:
General government
Public Safety
Highways and Streets
$ 561 ,4 76
1,790,749
489,768
$ 2,841,993
comprehensive annual financial report page 47
II
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
C. Capital Assets (continued)
Construction Commitments
The government has active construction projects as of June 30, 2008.
The projects include construction of various infrastructure improvements
and additions to the transportation, storm water, water, wastewater and
telecommunications systems. The City has remaining commitments under
construction contracts of approximately $1,254,199 at June 30,2008.
D. Interfund Receivable, Payable and Transfers
The composition of interfund balances as of June 30, 2008, is as follows:
Transfers Transfers
Fund In Out
General Fund $ 33,180 $ 500
Nonmajor Governmental 303,073 335,753
Total $ 336,253 $ 336,253
Receivable Fund Payable Fund
Water Nonmajor Governmental
Amount
$ 80,000
$ 80,000
The internal transfers are budgeted and recorded to show legal and operational
commitments between funds such as cost sharing or debt service. Interfund
loans are used to assure adequate fund balances in funds where operations do
not currently (on a short term basis) generate enough support through revenues.
page 48 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
E. Long-Term Debt
1. Unbonded Long-Term Debt (Notes and Contracts)
The government entered into promissory note agreements for
financing the acquisition of several land parcels, oonstruction of a three
level parking strudure, federally mandated oonstruction of wastewater
treatment facilities, and startup oonstruction and operation of the fiber
optic network. The original amount of all promissory notes issued in
prior years was $38,720,613.
The promissory notes are funded by various sources: open space land
acquisition by prepared food and beverage tax, the parking structure
by revenue generated from parking fees, the wastewater treatment
facility by both prepared food and beverage tax, System Development
Charges and user rates.
Promissory Notes outstanding at year end are as follows:
Purpose Interest Rates Amount
Government activities 5.5-8.5% $ 372,076
Government activities 8.00% 173,454
Government activities 4.40% 807,226
Government activities 5.00% 779,912
Government activities 4.68% 194,549
Business-type activities 4.20% 18,687,249
$ 21,014,466
comprehensive annual financial report page 49
II
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
E. Long-Term Debt (continued)
1. Un bonded Long-Term Debt (Notes and Contracts)
Promissory note debt service requirement to maturity is as follows:
Year ending Governmental Adivnies Business-type Adivnies Total
June 30, Principal Interest Principal Interest Pri nci pal Interest
2009 $ 580,434 $ 112,816 $ 1,060,081 $ 722,768 $ 1,640,515 $ 835,584
2010 295,859 85,884 1,096,753 680,704 1,392,612 766,588
2011 297,284 71,797 1,134,694 637,185 1,431,978 708,982
2012 236,894 58,990 1,173,947 592,162 1,410,841 651,152
2013 230,605 48,838 1,214,560 545,578 1,445,165 594,416
2014-2018 217,690 163,693 6,732,883 1,970,768 6,950,573 2,134,461
2019-2023 231 ,872 106,224 6,274,331 558,035 6,506,203 664,259
2024-2028 236,579 33,898 236,579 33,898
2029-2030
$ 2,327,217 $ 682,140 $ 18,687,249 $ 5,707,200 $ 21,014,466 $ 6,389,340
2. General Obligation Bonds
The City issues general obligation bonds to provide funds for the
acquisition and construction of major capital facilities. General obligation
bonds have been issued for both governmental and business-type
activities. The original amount of general obligation bonds issued in prior
years was $24,201,000.
General obligation bonds are direct obligations and pledge the full faith
and credit of the government. These bonds oonsist of a 3D-year serial
bond with equal amount of principal maturing each year, and four issues
with varying principal payments due over 12 to 20 years. General
obligation bonds currently outstanding are as follows:
Purpose
Government activities
Government activities
Government activities
Business-type activities
Business-type activities-refunding
Interest Rates
3.7-6.02% $
5.0-5.875%
3.5-5.0%
5.0-7.0%
3.75-4.65%
Amount
15,305,000
295,000
2,560,000
25,000
655,000
$ 18,840,000
page 50 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
E. Long-Term Debt (continued)
2. General Obligation Bonds (continued)
The above table includes $15.5 million in General Obligation bonds issued to
refinance the outstanding loans entered into to build and operate the Ashland
Fiber Network (AFN). This bond is a full faith and credit obligation of the City
and is payable from any and all taxes and other legally available funds of the
City. To the extent available, the City expects to use revenues of the AFN system
to pay the Series 2004 Bonds, but they are not secured by a pledge of, or lien
on, such revenues. In FY 2005-2006 the City Council approved the transfer from
the Telecommunications Fund and Business type activities presentation to the
Debt Service Fund and Governmental Activities presentations in recognition of
the decision to use any available revenues streams to meet the annual debt
service obligation.
Future maturities of bond principal and interest at June 30, 2008, are as follows:
1997 Flood
Year Ending 1977 Water GO Bonds and Refunding GO Bonds 2004 Full Faith and Credit
June 30, Pri ncipal Interest Pri nci pal Interest Principal Interest
2009 $ 25,000 $ 5,000 $ 150,000 $ 26,458 $ 450,000 $ 848,303
2010 160.000 19,558 605.000 826,378
2011 170,000 12,048 630,000 798.744
2012 175,000 4,069 660,000 767,666
2013 695,000 733,631
2014-2018 4,100,000 3,045,320
2019-2023 5,475.000 1.669,276
2024-2028 2,690,000 164,401
2029-2030
$ 25,000 $ 5,000 $ 655.000 $ 62,131 $ 15,305.000 $ 8,853,719
Year Ending 2000 GO Bonds 2005 GO Bonds Total
June 30, Pri ncipal Interest Pri nci pal Interest Principal Interest
2009 $ 145,000 $ 15,710 $ 100,000 $ 112,725 $ 870,000 $ 1,008,195
2010 150,000 8,025 110.000 109,225 1,025,000 963.186
2011 275,000 1 05,375 1,075,000 916,167
2012 290,000 95,750 1.125,000 867,485
2013 190,000 84,875 885,000 818,506
2014-2018 1,085,000 293,250 5,185,000 3,338.570
2019-2023 510,000 38,500 5.985,000 1,707,776
2024-2028 2,690,000 164,401
2029-2030
$ 295,000 $ 23.735 $ 2,560,000 $ 839,700 $ 18,840,000 $ 9,784,285
comprehensive annual financial report page 51
rl
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
E. Long-Term Debt (continued)
3. Revenue Bonds
The government also issues bonds where the government pledges
income derived from the acquired or constructed assets to pay debt
service. The original issue in 1994 was for construction of a 3.5 million
gallon reservoir and upgrade of existing and addition of distribution
infrastructure. In 2003 the remaining $2.75 million of these bonds were
defeased with the issuance of $5.625 million for infrastructure
construction and refunding of the original issue. On June 20, 2008, the
government issued $304,000 in tax exempt, low-interest (1.250/0) Clean
Renewable Energy Bonds authorized by U.S. Treasury to construct a
renewable resource photovoltaic system to generate "green power" for
the city's electrical system. Electric rate revenue is pledged to pay the
related debt service.
Interest Rates Amount
2.04.0% $ 3,980,000
1.25% 304,000
$ 4,284,000
Revenue bond debt service requirements to maturity are as follows:
Purpose
Water
Electric
Year Ending
June 30, Principal Interest
2009 $ 356,714 $ 123,899
2010 366,714 115,599
2011 381,714 106,065
2012 391,714 95,294
2013 396,714 83,847
2014-2018 1,373,571 265,960
2019-2023 1,016,857 94,245
2024-2028
2029-2030
$ 4,284,000 $ 884,909
4. Advance and Current Refundings
The government issued $2,040,000 in 1992 and $1,720,010 in 1997 of
general obligation refunding bonds to provide resources to purchase U.S.
Government State and Local Government Series securities that were placed
in an irrevocable trust for the purpose of generating resources for all future
debt service payments of $1,870,000 and $1,625,000 of general obligation
bonds.
page 52 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
E. Long-Term Debt (continued)
4. Advance and Current Refundings (continued)
As a result, the refunded bonds are considered to be defeased and the
liability has been removed from the business-type activities column of
the statement of net assets. The reacquisition price exceeded the net
carrying amount of the old debt by $265,010. This amount was netted
against the new debt and amortized over the life of the refunded debt,
which was shorter than the life of the new debt issued. These advance
refundings were undertaken to reduce total debt service payments by
$363,644 and $266,087 respectively over the term of the bonds and
resulted in an economic gain of $364,741.
The government issued $2,952,833 in June, 2003, of revenue bonds to
provide resources to purchase US Government, State and Local
securities that were placed in trust for the purpose of generating
resources for all future debt service payments of $2,750,000 in
revenue bonds issued in 1984. As a result, the refunded bonds are
considered to be defeased and the liability has been removed from the
business-type activities column of the statement of net assets. The
reacquisition price exceeded the net carrying amount of the old debt by
$202,833. This amount was netted against the new debt and amortized
over the life of the refunded debt, which was shorter than the life of the
new debt issued. This advance refunding was undertaken to reduce
total debt service payments by $386,048 over the term of the bonds
and resulted in an economic gain of $738,505.
On August 11,2004, the government issued $15,500,000 in taxable
general obligation revenue bonds backed by the full faith and credit of
the City. The proceeds were used to payoff existing bank loans of
$4,286,000 and $2,532,000 borrowed to construct the Ashland Fiber
Network (AFN). The loans' interest rates were 5.140/0 and 7.010/0
respectively. Taxable bonds with a longer life than the loans were
issued to consolidate the bank loans. The average interest rate of the
bonds allocable to the loan refunding was 5.380/0. The refunding of the
loans resulted in an economic loss of $1 ,631. In addition to refunding
the bank loans, the bonds also provided $8.44 million in internal
borrowing related to AFN.
comprehensive annual financial report page 53
II
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
E. Long-Term Debt (continued)
4. Advance and Current Refundings (continued)
The City issued $2,560,000 in General Obligation bonds refunding a
portion of the City's General Obligation Bonds, Series1997 and Series
2000 bonds on December 1, 2005, with an interest rate ranging fro
3.50/0 to 5.00,10 over the fifteen year life. The refunding resulted in a
$121,962 (4.41%) net present value savings. The City's GO Bond,
Series 2000 was insured by the FGIC originally and on February 14,
2008, Moody's downgraded FGIC's rating to A3 and as a
consequence, the City's GO Bonds, Series 2000 have been
downgraded to A2 (which is equal to the City's underlying rating of A2-
higher than FGIC's A3 rating.)
5. Changes in Long-Term Liabilities
Long-term liability activity for the year ended June 30, 2008, was as
follows:
Beginning Additions and Ending Due Within
Balance Adjustments Reductions Balance One Year
Governmental Activities:
Bonds Payable:
General obligation $ 18,575,000 $ - $ 415,000 $ 18,160,000 $ 695,000
Total bonds payable 18,575,000 415,000 18,160,000 695,000
Notes and Contracts 2,638,708 311,491 2,327,217 582,360
Claims and judgements 53,360 227,310 177,080 103,590 50,000
Government activities
Long-term liabilities $ 21,267,068 $ 227,310 $ 903,571 $ 20,590,807 $ 1,327,360
Business-type Activities:
Bonds Payable:
General obligation $ 850,000 $ 170,000 $ 680,000 $ 175,000
Revenue 4,315,000 304,000 335,000 4,284,000 356,714
Total bonds payable 5,165,000 304,000 505,000 4,964,000 531,714
Notes and Contracts 19,711,883 1,024,634 18,687,249 1,060,081
Business-type Activities
Long-term liabilities $ 24,876,883 $ 304,000 $ 1,529,634 $ 23,651,249 $ 1,591,795
Internal service funds predominantly serve governmental funds.
Accordingly, long-term liabilities for them are included as part of the above
totals for governmental activities. At year end $165,229 of internal service
fund compensated absences, and $205,660 of internal service fund claims
and judgements are included in the above amounts.
page 54 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30,2008
III. DETAILED NOTES ON ALL FUNDS (CONTINUED)
F. Restricted Assets
The balances of the restricted asset accounts in the governmental and
business-type are as follows:
General Business-type
Government Activities
Unused System Development Charges:
Street Fund $ 2,049,977 $
Capital Improvements Fund 96,632
Water Fund 1,978,487
Wastewater Fund 1,860,380
$ 2,146,609 $ 3,838,867
G Compensated Absences
The General fund typically is used to liquidate the compensated absences for
governmental funds. The balances of the compensated absences accounts in the
governmental and business-type are as follows:
Beginning Ending Due Within a
Balance Additions Red uctio ns Ba Ia nce Year
Governmental Activities: $ 498,761 $ 534,516 $ 498,761 $ 534,516 $ 133,629
Business-Type Activities: 389,803 407,816 389,803 407,816 101,954
Total Compensated
Absences Payable $ 888,564 $ 942,332 $ 888,564 $ 942,332 $ 235,583
IV. OTHER INFORMATION
A. Risk Management
The government is exposed to various risks of loss related to torts; theft of,
damage to, and destruction of assets; errors and omissions: natural disasters;
workers' compensation; and post retirement benefits for which the government is
self-insured to defined levels. The government has established limited risk
management programs for liability and workers compensation.
comprehensive annual financial report page 55
II
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
IV. OTHER INFORMATION (CONTINUED)
A. Risk Management (continued)
The government purchases re-insurance above defined loss levels in each
program. Premiums are paid into the Insurance Services internal service
fund by all other funds, component units, and potential component units,
and are available to pay claims, claim reserves, and administrative costs
of the programs. These interfund and agency premiums are used to offset
the amount of claims expenditures reported. As of June 30, 2008, such
premiums did not exceed paid claims and reserves.
Effective April 1 , 2004, the potential component unit, Ashland Community
Health Care (ACH), established a separate workers' compensation self
insurance fund and their potential liability has been removed.
Liabilities of the fund are reported when it is probable that a loss has
occurred and the amount of the loss can be reasonably estimated.
Liabilities include an amount for claims that have been incurred but not
reported (IBNRs). The result of the process to estimate the claims liability
is not an exact amount as it depends on many complex factors, such as
inflation, change in legal doctrines, and damage awards.
Accordingly, claims are reevaluated periodically to consider the effects of
inflation, recent claim settlement trends (including frequency and amount
of pay-outs), and other economic and social factors. Liability claims have
a seven year statute of limitations and open claims, not in litigation, are
frozen. An excess insurance policy covers claims after an aggregate
annual settlement of $50,000. Settlements have exceeded coverages in
each of the last three fiscal years. Workers' compensation claims are
carried and reviewed from the date of self-insurance, July 1, 1989. An
excess insurance policy covers individual claims in excess of $300,000.
No settlements have exceeded coverages. Changes in the balances of
claims liability during the past two years are as follows:
Unpaid claims, beginning of fiscal year
Incurred claims (including IBNRs)
Claim Payments
Year ended
June 30, 2008
$ 53,360
227,310
(177,080)
Year ended
June 30, 2007
$ 124,360
8,212
(79,212)
Unpaid claims, end of fiscal year
$ 103,590 $
53,360
page 56 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
IV. OTHER INFORMATION (CONTINUED)
B. Contingent Liabilities
Amounts received or receivable from grant agencies are subject to audit and
adjustment by grantor agencies, principally the federal government. Any
disallowed claims, including amounts already collected, may constitute a liability
of the applicable funds. The amount, if any, of expenditures that may be
disallowed by the grantor cannot be determined at this time, although the
government expects such amounts to be immaterial.
The government is a defendant in various lawsuits. Although the outcome of
these lawsuits is not presently determinable, in the opinion of the government's
counsel the resolution of these matters will not have a material adverse effect of
the financial condition of the government.
The City leases, under agreement with the Forest Service, land that is a
designated ski area to the Mt. Ashland Association (Ski Ashland), a non-profit
organization, to conduct skiing activities. The permit with the Forest Service and
the lease agreement recognize the need for reclamation of the area should
skiing operations cease and the City, as the permit holder, is the responsible
party. The lease agreement between the City of Ashland and Mt. Ashland
Association estimates the cost of reclamation to be $305,680 at June 30,2008,
and as requires Ski Ashland to maintain sufficient liquid assets to cover that
cost. This amount is adjusted each January by the CPI U per the agreement.
The City leases property to Ashland Community Hospital per a July 1, 1996,
agreement when the hospital operation transitioned from a department to a non-
profit service provider. As part of the lease agreement, the City maintained
ownership of land, buildings and certain equipment and those assets are
included within the City's governmental net fixed asset amounts. On January 13,
2004, the City agreed to subordinate rights to leased property in order for the
hospital to borrow $10,000,000 for expansion.
comprehensive annual financial report page 57
II I
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
IV. OTHER INFORMATION (CONTINUED)
C. Other Postemployment Benefits
In addition to providing pension benefits, the City provides certain benefits
for 16 retired City employees who completed a minimum of 15 years
employment with the City. The City pays a monthly stipend from the
retiree's fifty-eighth birthday or date of retirement, whichever is later, until
the retiree's death. These benefit obligations are required by labor
bargaining agreements and the exempt employee ordinance. The cost of
retiree benefits is recognized as an expense in the Insurance Services
Fund (an Internal Service Fund) when eligible employees retire. The
amount advance funded at retirement is based solely on the City's
estimate.
For fiscal year 2008, costs advanced funded total $339,412, and are
recorded in the Insurance Services Fund. The City has funded the
estimated amount of benefits that will be payable in the future to eligible
retirees. At present, the entire estimated liability is fully funded, and the
City expects to fully fund future increases in this liability.
Num ber of
Fiscal Retirees Be nefits
Year Covered Paid
2007 -08 15 $ 28,1 38
2006-07 15 28,525
2005-06 17 24,095
2004-05 16 23,903
2003-04 16 24,014
2002 -03 15 21,251
2001-02 15 20,4 00
2000-01 14 16,928
1999-00 13 11,212
1 998-99 14 13,146
1 997 -98 19 18,744
1 996 -97 15 12,338
1995-96 13 10,222
Significant assumptions used in the estimate include (a) a rate of return on
the investment of present and future assets of 6.0%, and (b) annual rate
increases of 4.0%.
page 58 city of ash/and
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
IV. OTHER INFORMATION (CONTINUED)
D. Employee Retirement System and Pension Plan
The City contributes to the Oregon Public Employees Retirement Fund
(OPERF), a cost-sharing multiple-employer defined benefit pension plan
administered by the Oregon Public Employees Retirement System (PERS).
PERS provides retirement and disability benefits, post employment health care
benefits, annual cost-of-living adjustments, and death benefits to plan members
and beneficiaries. PERS is administered under Oregon Revised Statute (ORS)
Chapter 238. ORS 238.620 establishes the Public Employees Retirement
Board as the governing body of PERS. PERS issues a publicly available
financial report that includes financial statements and required supplementary
information. That report can be obtained by writing to PERS, P.O. Box 23700,
Tigard, OR 97281-3700 or by calling 1-503-598-7377.
Funding policy. Plan members are required to contribute 60/0 of their annual
covered salary. The City is required by ORS 238.225 to contribute at an
actuarially determined rate(s). In 2003 the Oregon Legislature revised OPERF
operations and how benefits for existing and new
employees is calculated and funded. Accordingly, employers may now have two
rates to use in calculating the amount owed to fund the liabilities of employees
benefits in OPERF and the new plan established in 2003
called Oregon Public Service Retirement Plan (OPSRP) and the current
rates are 13.990/0 and 13.490/0 respectively of annual covered payroll. The City
has "picked up" employee contributions at a rate of 60/0, as allowed under
Oregon law. The contribution requirement of plan members and their employers
are established under ORS Chapter 238, and may be amended by an act of the
Oregon legislature. The City elected to join the Local Government Rate Pool in
2000 and the State & Local Rate Pool in 2002 to minimize annual variances in
employer rates.
For 2007 -2008, the City's annual pension cost of $2,456,749 was equal to the
City's required and actual contributions. This consisted of $740,634 picked up
and paid by the City on behalf of employees, and $1,716,115 paid by the City.
The required contribution was determined as part of the December 31,2005,
actuarial valuation, using the entry are actuarial cost method. The Unfunded
Actuarial Liability, if any, is amortized as a level percentage of covered payroll
over a twenty year period on an open basis. The actuarial assumptions include
(a) 80/0 investment rate of return (net of administrative expenses), (b) projected
salary increases of 4.250/0 per year attributable to general wage adjustments,
with additional increases for promotion and longevity that vary by age and
services, and (c) 20/0 per year cost-of-living adjustments. The underlying rate of
inflation is 3.50/0 per year.
comprehensive annual financial report page 59
II
CITY OF ASHLAND
NOTES TO FINANCIAL STATEMENTS
June 30, 2008
IV. OTHER INFORMATION (CONTINUED)
D. Employee Retirement System and Pension Plan (continued)
Three-Year Trend Information for PERS:
Fiscal
Year
EndinQ
06/30/2008
06/30/2007
06/30/2006
GASB Statement No. 27 Required Disclosures
Three Year Tend Information
An nua I Perce ntage Net
Pension of C of A Pension
Cost (C of A) Contributed ObliQation
2,456,749 100%
2,524,947 100%
1,958,234 100%
E. Deferred Charges
Deferred Charges resulted from the start up cost associated with the
Ashland Fiber Network (AFN) under FAS 51, the development stage
revenues and expenses have been deferred and will be amortized over
the estimated life of the system infrastructure.
The balance is as follows at June 30,2008:
Startup Costs $ 1,861,076
Less accumulated amortization 802,621
$ 1,058,455
F. Prior Period Adjustment
The prior period adjustment is to recognize a budget to GAAP difference
that was not accounted for in the previous years. It relates to a
transfer of $215,000 between the Community Development Block Grant Fund
and the General Fund for cash and receivable outstanding as of June 30, 2007
relating to the City paying off obligations to the Grove Community Center.
page 60 city of ash/and
REQUIRED SUPPLEMENTARY INFORMATION
comprehensive annual financial report page 63
I I -,
NOTES TO REQUIRED SUPPLEMENTARY INFORMATION
· The budgetary basis differs from GAAP when the City has interfund loan transactions. For the
budgetary basis it is considered an other financing source, for GAAP it is purely a balance sheet
transaction.
comprehensive annual financial report page 65
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCE
BUDGET AND ACTUAL
GENERAL FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Budget Amounts Positive
Actual Original Final (Negative)
Revenues:
Taxes $ 10,243,372 $ 10,650,936 10,650,936 $ (407,564 )
Fees, licenses and permits 886,644 900,000 900,000 (13,356)
Intergovernmental 662,102 558,000 558,000 104,102
Charges for Services 1 ,441 ,157 1,466,130 1,466,130 (24,973)
Fines and Forfeitures 150,346 180,000 180,000 (29,654)
Interest on Investments 113,937 75,000 75,000 38,937
Miscellaneous 91,203 1,100,000 1,290,000 (1,198,797)
Total Revenues 13,588,761 14,930,066 15,120,066 (1,531,305)
Expenditures:
General Government:
Administration 370,552 494,686 494,686 124,134
Administrative Services:
Band 52,924 60,509 60,509 7,585
Social Services 105,534 121,000 121,000 15 ,466
Economic Development 527,519 527,519 527,519
Public Works:
Cemetery 283,106 339,165 339,165 56,059
Community Development:
Planning 1,200,310 2,411,548 2,411,548 1,211,238
Building 780,678 833,991 833,991 53,313
Miscellaneous 8,341 1,000 11,000 2,659
Total general government 3,328,964 4,789,418 4,799,418 1 ,470 ,454
Public Safety:
Police 5,310,433 5,458,209 5,648,209 337,776
Municipal Court 430,347 427,360 437,360 7,013
Fire and Rescue 4,837,745 4,997,175 5,097,175 259,430
Total public safety 10,578,525 10,882,744 11,182,744 604,219
Contingency 400,000 280,000 280,000
Total Expenditures 1 3,907,489 16,072,162 16,262,162 2,354,673
Excess(Deficiency) of Revenues over (318,728) (1,142,096) (1,142,096) 823,368
Other financing sources (uses):
Transfer In (Cemetery Fund) 33,180 25,000 25,000 8,180
Transfers out (500) (500) (500)
Total other financing sources (uses) 32,680 24,500 24,500 8,180
Net Change in Fund Balance (286,048) (1,117,596) (1,117,596) 831 ,548
Fund Balance, July 1, 2007 2,367,714 2,245,116 2,245,116 122 ,598
Prior period adju stment 215,000 215,000
Fund Balance, June 30, 2008 $ 2,296,666 $ 1,127,520 $ 1,127,520 $ 1 ,169,146
comprehensive annual financial report page 67
......,-,--- -
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCE
BUDGET AND ACTUAL
STREET FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Budget Amounts Postive
Actual Original Final (Negative)
Revenues:
Taxes $ 188,030 $ 225,000 225,000 $ (36,970)
Intergovernmental 942,746 2,000,000 2,000,000 (1,057,254)
Charges for Services 1,692,436 1,810,000 1,810,000 (117,564)
System Development Charges 167,486 200,000 200,000 (32,514)
Assessments 67,195 100,000 100,000 (32,805)
Interest on Investments 110,992 50,000 50,000 60,992
Miscellaneous 400 25,000 25,000 (24,600)
Total Revenues 3,169,285 4,410,000 4,410,000 (1,240,715)
Expenditures:
Highways and streets:
Operations and Maintenance 2,316,348 3,327,919 3,327,919 1,011,571
Storm Water 678,798 834,957 834,957 156,159
Transportation SDC's 202,916 188,800 238,000 35,084
Storm Water SDC's 152,980 172,500 211,500 58,520
Local Improvement Districts 24,993 685,998 685,998 661,005
New Debt 400,000 400,000 400,000
Total highways and streets 3,376,035 5,610,174 5,698,374 2,322,339
Contingency 89,000
3,376,035 5,699,174 5,698,374 2,322,339
Excess{Deficiency) of Revenues over (206,750) (1,289,174) (1,288,374) 1,081,624
Other fi nancing sources (uses):
Bond Procee ds
Transfer Out (200,000) (200,000) 200,000
Total other financing sources (uses) (200,000) (200,000) 200,000
Net Change in Fund Balance (206,750) (1,489,174) (1,488,374) 1,282,424
Fund Balance, July 1, 2007 2,377,220 2,712,415 2,712,415 (335,195)
Fund Balance, June 30, 2008 $ 2,170,470 $ 1,223,241 $ 1,224,041 $ 947,229
page 68 city of ash/and
SUPPLEMENTARY INFORMATION
(Combining and Individual Fund
Statements and Other Financial Schedules)
comprehensive annual financial report page 69
CITY OF ASHLAND, OREGON
COMBINING BALANCE SHEET
ALL NON-MAJOR FUNDS
Ju ne 30, 2008
Permanent
Governmental Fund Types Fund Type Total Other
Capital Debt Cemetery Governmental
CDSG Airport Improvements Service Trust (Compi lation
Fund Fund Fund Fund Fund Only)
ASSETS
Cash and cash equivalents $ 45,315 $ 73,975 $ 951,600 $ 771,948 $ 1 ,842,838
Receivables (net of allowance for uncollectibles) 13,324 490,173 363,986 867,483
Cash - restricted 1,240,543 1,240,543
Total assets $ 45,315 $ 87,299 $ 1,441,773 $ 1,604,529 $ 771,948 $ 3,950,864
LIABILITIES AND FUND BALANCES
Accounts payable $ 610 $ 408 $ 78,215 $ 79,233
Deferred revenue 359,642 358,020 717,662
Due to other Funds
Liabilities payable from restricted assets
Total liabilities 610 408 437,857 358,020 796,895
Fund Balances:
Reserved for:
Reserved for systems development charges 96,632 96,632
Reserved for debt service 1,246,509 1,246,509
Reserved for perpetual care 771,948 771,948
Unreserved:
Specia I revenue funds 86,891 86,891
Capital projects funds 44,705 907,284 951,989
Total equity and other credits 44,705 86,891 1 ,003,916 1,246,509 771,948 3,153,969
Total liabilities and fund balances $ 45,315 $ 87,299 $ 1,441,773 $ 1,604,529 $ 771,948 $ 3,950,864
comprehensive annual financial report page 71
CITY OF ASHLAND, OREGON
COMBINING STATEMENT OF REVENUES, EXPENDITURES AND
CHANGES IN FUND BALANCES
ALL NON-MAJOR FUNDS
For the year ended June 30, 2008
Permanent
Governmental Fund Types Fund Type Total Othe r
Ca pital Debt Cemetery Governmental
CDBG Ai rport Improvements Service Nonexpendable (Compilation
Fund Fund Fund Fund Trust Fund Only)
Revenues:
Taxes $ 391,717 $ 381,757 $ 773,474
Intergovernmental 65,880 178,186 244,066
Charges for Services 108,513 984,166 1,130,511 21,530 2,244,720
System Development Charges 48,307 48,307
Interest on Investments 4,984 2,361 41,154 23,805 33,180 105,484
Miscellaneous 29,979 665,577 695,556
Total Revenues 70,864 289,060 1 ,495,323 2,201,650 54,710 4,111,607
Expenditures:
General Government 38,192 222,436 845,149 1,105,777
Debt Service 35,072 1,816,977 1,852,049
Total Expenditures 38,192 257,508 845,149 1,816,977 2,957,826
Excess (Deficiency) of Revenues over
Expenditures 32,672 31,552 650,174 384,673 54,710 1,153,781
Other fi nancing sources (uses):
Interfund Loan
Transfer in 302,573 500 303,073
Transfers out (302,573) (33,180) (335,753)
(302,573) 302,573 (32,680) (32,680)
Net Change in Fund Balance 32,672 31,552 347,601 687,246 22,030 1,121,101
Fund Balance, July 1, 2007 12,033 55,339 656,315 559,263 749,918 2,032,868
Fund Balance, June 30, 2008 $ 44,705 $ 86,891 $ 1,003,916 $ 1,246,509 $ 771,948 $ 3,153,969
Reconciliation to Net Assets
Interfund Loans $ (80,000)
$ 3,073,969
page 72 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCE
BUDGET AND ACTUAL
COMMUNITY DEVELOPMENT BLOCK GRANT FUND
For the year ended June 30, 2008
Actual
Budget Amounts
Original Final
Revenues:
Intergovernmental
Interest on Investments
Miscellaneous
Total Revenues
$
$
65,880
4,984
$
213,500
213,500
70,864
213,500
213,500
Expenditures:
General government:
Personal Services
Material and Services
Total general government
Contingency
Total Expenditures
Excess (Deficiency) of Revenues over
Other financing sources (uses):
Interfund Loans
Total other financing sources (uses)
Net Change in Fund Balance
Fund Balance, July 1, 2007
14,201
23,991
38,192
23,600
203,700
227,300
23,600
203,700
227,300
38,192
32,672
227,300
(13,800)
227,300
( 13,800)
32,672
12,033
44,705
( 13,800)
13,800
( 13,800)
13,800
Fund Balance, June 30, 2008
$
$
$
Variance with
Final Budget -
Positive
(Negative)
$
(147,620)
4,984
(142,636)
9,399
179,709
189,108
189,108
46,472
$
46,472
(1 ,767)
44,705
comprehensive annual financial report page 73
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCE
BUDGET AND ACTUAL
AIRPORT FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Bu dget Amounts Pos tive
Actual Original Final (Negative)
Revenues:
Intergovernmental $ 178,186 $ 240,000 $ 240,000 $ (61,814)
Charges for services 108,513 105,000 105,000 3,513
Interest on investments 2,361 1,500 1,500 861
Miscellaneous 2,000 2,000 (2,000)
Total Reven ues 289,060 348,500 348,500 (59,440)
Expenditures:
General government:
Materials and services 222,436 339,637 339,637 117,201
Total general government 222,436 339,637 339,637 117,201
Debt Service 35,072 35,172 35,172 100
Contingency 5,000 5,000 5,000
Total Expenditu res 257,508 379,809 379,809 122,301
Excess(Deficiency) of Revenues over
Expe nditures 31,552 (31,309) (31,309) 62,861
Net Change in Fund Balance 31,552 (31,309) (31,309) 62,861
Fund Balance, July 1, 2007 55,339 34,251 34,251 21,088
Fund Balance, June 30,2008 $ 86,891 $ 2,942 $ 2,942 $ 83,949
page 74 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCE
BUDGET AND ACTUAL
DEBT SERVICE FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Budget Amou nts Postive
Actual Original Final (Negative)
Revenues:
Taxes $ 381,757 $ 357,475 $ 357,475 $ 24,282
Charges for services 1,130,511 1 ,181 ,000 1,181,000 (50,489)
Special assessments 2,427 2,427 (2,427)
Interest on investments 23,805 10,000 10,000 13,805
Miscellaneous 665,577 29,300 29,300 636,277
Total Revenues 2,201,650 1,580,202 1,580,202 621,448
Expenditures:
Debt Service:
Bancroft 200,000 200,000 200,000
Gerneral Obligation 1 ,413,159 1,413,325 1,413,325 166
Notes and Contracts 403,818 403,496 403,496 (322)
Total Expenditures 1,816,977 2,016,821 2,016,821 199,844
Excess(Deficiency) of Revenues over Expenditures 384,673 (436,619) (436,619) 821,292
Other fi nancing sources (uses):
Transfers in 302,573 502,573 502,573 200,000
Total other financing sources (uses) 302,573 502,573 502,573 200,000
Net Change in Fund Balance 687,246 65,954 65,954 621,292
Fund Balance, July 1, 2007 559,263 535,131 535,131 24,132
Fund Balance, June 30, 2008 $ 1,246,509 $ 601,085 $ 601,085 $ 645,424
comprehensive annual financial report page 75
-,- ~~
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCE
BUDGET AND ACTUAL
CAPITAL IMPROVEMENTS FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Budget Amounts Postive
Actual Original Final (Negative)
Revenues:
Taxes $ 391,717 $ 406,400 $ 406 ,400 $ (14,683)
Charges for services 984,166 1,130,561 1,130,561 (146,395)
System Devleopment 48,307 65,000 65,000 (16,693)
Interest on investments 41,154 20,000 20,000 21,154
Miscellaneous 29,979 10,000 1 0 ,000 19,979
Total Reven ues 1,4 95,323 1,631,961 1,631,961 (136,638)
Expenditures:
General government:
Personal Services 172,426 176,216 176,216 3,790
Material and Services 456,015 489,275 489,275 33,260
Capital Outlay 216,708 300,000 300,000 83,292
Total cost of Service 845,149 965,491 965,491 120,342
Contingency 50,000 50,000
Total Expenditures 845,149 1,015,491 1,015,491 120,342
Excess(Deficiency) of Revenues 650,174 616,470 616,470 (16,296)
Other fi nancing sources (uses):
Transfers out (302,573) (302,573) (302,573)
Loan Proceeds
(uses) (302,573) (302,573) (302,573)
Net Change in Fund Balance 347,601 313,897 313,897 33,704
Fund Balance, July 1, 2007 656,315 493,325 493,325 162,990
Fund Balance, June 30, 2008 $ 1,003,916 $ 807,222 $ 807,222 $ 196,694
page 76 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCE
BUDGET AND ACTUAL
CEMETERY TRUST FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Bu dget Amounts Positive
Actual Original Final (Negative)
Revenues:
Charges for services $ 21,530 $ 20,000 $ 20,000 $ 1,530
Interest on investments 33,180 25,000 40,000 (6,820)
Miscellaneous
Total Reven ues 54,710 45,000 60,000 (5,290)
Other fi nancing sources (uses):
Transfers in 500 500 500
Transfers out (33,180) (25,000) (40,000) 6,820
Total other financing sources (uses) (32,680) (24,500) (39,500) 6,820
Net Change in Fund Balance 22,030 20,500 20,500 1,530
Fund Balance, July 1, 2007 749,918 753,953 753,953 (4,035)
Fund Balance, June 30, 2008 $ 771,948 $ 774,453 $ 774,453 $ (2,505)
comprehensive annual financial report page 77
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN NET ASSETS - BUDGET AND ACTUAL
WATER FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Budget Amounts Postive
Actual Original Final (Negative)
Revenues:
Taxes $ 1,267 $ $ $ 1,267
Intergovernmental 48,096 295,000 295,000 (246,904)
Charges for Services 3,780,193 4,300,000 4,300,000 (519,807)
System Developments Charges 340,835 450,000 450,000 (109,165)
Interest on Investments 123,528 190,000 190,000 (66,472)
Miscellaneous 27,663 10,000 10,000 17,663
Total Revenues 4,321,582 5,245,000 5,245,000 (923,418)
Expenditures:
Cost of Services:
Forest Land Management 179,418 385,670 385,670 206,252
Public Works Water Supply 481,038 448,819 523,819 42,781
Public Works Water Treatment 1,480,146 1,137,338 2,106,338 626,192
Public Works Water Distribution 2,149,178 3,802,816 2,833,816 684,638
Public Works Reimbursement SDC's 58,761 100,000 41,239
Public Works Improvements SDC's 497,934 605,250 505,250 7,316
Public Works Debt SDC's 124,710 124,850 124,850 140
Ele ctric:
Water Conservation 162,461 177,300 177,300 14,839
5,133,645 6,682,043 6,757,043 1,623,398
Debt Service 564,109 785,704 785,704 221,595
Contingency 144,000 69,000 69,000
Total Expenditures 5,697,754 7,611,747 7,611,747 1,913,993
Excess(Deficiency} of Revenues over (1,376,172) (2,366,747) (2,366,747) 990,575
Other financing sources (uses):
Transfer In
Loan Proceeds
Total other financing sources (uses)
Net Change in Fund Balance (1,376,172) (2,366,747) (2,366,747) 990,575
Fund Balance, July 1, 2007 3,241,590 5,171,075 5,171,075 (1,929,485)
Fund Balance, June 30, 2008 $ 1,865,418 $ 2,804,328 $ 2,804,328 $ (938,910)
Reconciliation to Net Assets:
Capital Assets, Net $ 22,161,318
Accrued Interest (38,762)
Compensated Absences (83,596)
Deferred Charges 157,213
Interfund loan 80,000
GO Bonds Payable (680,000)
Revenue Bonds Payable (3,980,000)
$ 19,481,591
page 78 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN NET ASSETS - BUDGET AND ACTUAL
WASTEWATER FUND
For the year ended June 30, 2008
Variance with
Final Budget-
Budget Amounts Postive
Actual Original Final (Negative)
Revenues:
Taxes $ 1 ,566,868 $ 1,625,600 $ 1,600,000 $ (33,132)
Charges for Services 2,607,275 2,912,000 2,912,000 (304,725)
System Developments Charges 127,224 215,000 215,000 (87,776)
Interest on Investments 178,212 150,000 150,000 28,212
Miscellaneous 3,167 3,000 3,000 167
Total Reven ues 4,482,746 4,905,600 4,880,000 (397,254)
Expenditures:
Cost of Services:
Public Works Wastewater Collection 2,066,762 2,479,706 2,479,706 412,944
Public Works Wastewater Treatment 1,462,078 1,926,453 1 ,926,453 464,375
Public Works Reimbursement SDC's 129,125 239,403 164,403 35,278
Public Works Improvements SDC's 133,750 121 ,423 196,423 62,673
Total cost of service 3,791,715 4,766,985 4,766,985 975,270
Debt Service 1,788,060 1,788,160 1,788,160 100
Contingency 140,000 140,000 140,000
Total Expenditures 5,579,775 6,695,145 6,695,145 1,115,370
Excess(Deficiency) of Revenues over (1,097,029) (1,789,545) (1,815,145) 718,116
Other Ii nancing sources (uses):
Loan Proceeds 3,000,000 3,000,000 3,000,000
Total other financing sources (uses) 3,000,000 3,000,000
Net Change in Fund Balance (1,097,029) 1,210,455 1,184,855 (2,307,484)
Fund Balance, July 1, 2007 4,862,001 4,328,857 4,328,857 533,144
Fund Balance, June 30, 2008 $ 3,764,972 $ 5,539,312 $ 5,513,712 $ (1,774,340)
Reconciliation to Net Assets:
Capital Assets, Net $ 40,140,048
Rounding 1
Accru ed Interest (105,365)
Compensated Absences (32,327)
Notes Payable (18,687,249)
$ 25,080,080
comprehensive annual financial report page 79
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN NET ASSETS - BUDGET AND ACTUAL
ELECTRIC FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Budget Amounts Positive
Actual Original Final (Negative)
Revenues:
Intergovernmental $ 67,620 $ 50,000 $ 50,000 $ 17,620
Charges for Services 12,260,230 12,691,800 12,691,800 (431,570)
Interest on Investments 55,827 75,000 75,000 (19,173)
Miscellaneous 155,330 61,000 61,000 94,330
Total Revenues 12,539,007 12,877,800 12,877,800 (338,793)
Expenditures:
Cost of Services:
Electric supply 6,009,164 6,102,504 6,102,504 93,340
Electric distribution 5,577,990 5,711,671 5,711,671 133,681
Electric transmission 886,638 903,600 903,600 16,962
Conservation 1,078,466 942,887 1,167,887 89,421
Total cost of service 13,552,258 13,660,662 13,885,662 333,404
Contingency 375,000 150,000 150,000
Total Expenditures 13,552,258 14,035,662 14,035,662 483,404
Excess Deficiency) of Revenues over
Expenditures (1,013,251) (1,157,862) (1,157,862) 144,611
Other fi nancing sources (uses):
Other financing sources 304,000 800,000 800,000 ( 496,000)
Total other financing sources (uses) 304,000 800,000 800,000 (496,000)
(709,251 ) (357,862) (357,862)
Fund Balance, July 1, 2007 2,178,995 2,035,107 2,035,107 143,888
Fund Balance, June 30, 2008 $ 1,469,744 $ 1,677,245 $ 1,677,245 $ 143,888
Reconciliation to Net Assets:
Capital Assets, Net $ 9,848,549
Compensated Absences (98,601 )
Deferred Reven ue 210,582
Revenue Bo nds Payable (304,000)
$ 11,126,274
page 80 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN NET ASSETS - BUDGET AND ACTUAL
TELECOMMUNICATIONS FUND
For the year ended June 30, 2008
Variance with
Final Budget-
Budget Amounts Pos tive
Actual Original Final (Negative)
Revenues:
Taxes $ 250 $ 30,000 $ 30,000 $ (29,750)
Charges for Services 1,709,705 1,680,874 1,680,874 28,831
Interest on Investments 29,251 15,450 15,450 13,801
Miscellaneous 69,788 16,000 16,000 53,788
Total Revenues 1,808,994 1,742,324 1,742,324 66,670
Expenditures:
Cost of Services:
IT - Inte met 1,157,175 1,228,233 1,228,233 71,058
IT - High Speed Data 389,996 468,607 468,607 78,611
IT - Other 356,000 356,000 356,000
Total cost of service 1,903,171 2,052,840 2,052,840 149,669
Contingency 100,000 100,000 100,000
Total Expenditures 1,903,171 2,152,840 2,152,840 249,669
Excess(Deficiency) of Revenues over
Expe nditures (94,177) (410,516) (410,516) 316,339
Net Change in Fund Balance (94,177) (410,516) (410,516) 316,339
Fund Balance, July 1, 2007 963,896 773,232 773,232 190,664
Fund Balance, June 30, 2008 $ 869,719 $ 362,716 $ 362,716 $ 507,003
Capital Assets, Net
Compensated Absences
Rounding
$
6,971,674
(28,062)
(1 )
$ 7,813,330
comprehensive annual financial report page 81
,---
-----------...--..---..-.--..........-..-.-.---.-...---....-..--
CITY OF ASHLAND, OREGON
CONSOLIDATING BALANCE SHEET
INTERNAL SERVICE FUNDS
June 30, 2008
Central Insurance
Services Services Equipment
Fund Fund Fund Totals
ASSETS
Current assets:
Cash and investments $ 629,599 $ 1,463,692 $ 1,309,220 $ 3,402,511
Interest and accounts receivable, net 107 2,837 288 3,232
Notes receivable 28,087 28,087
Inventories 1,716 58,268 59,984
Total current assets 631,422 1,494,616 1 ,367,776 3,493,814
Capital assets 294,620 11,404,726 11,699,346
Accumulated depreciation (243,389) (7,926,743) (8,170,132)
Capital assets, net 51,231 3,477,983 3,529,214
Total assets $ 682,653 $ 1,494,616 $ 4,845,759 $ 7,023,028
LIABILITIES AND FUND EQUITY
Current liabilities:
Accounts payable $ 99,659 $ 13,401 $ 27,058 $ 140,118
Accrued salaries, vacation
and payroll taxes 318,578 3,104 21,373 343,055
Other liabilities
Accrued claims and adjustments 545,072 545,072
Total current liabilities 418,237 561,577 48,431 1,028,245
Net assets:
Invested in capital assets, net of related debt 51,231 3,477,983 3,529,214
Unreserved 213,185 933,039 1,319,345 2,465,569
Total fund equity: 264,416 933,039 4,797,328 5,994,783
Total liabilities and net assets $ 682,653 $ 1,494,616 $ 4,845,759 $ 7,023,028
page 82 city of ash/and
CITY OF ASHLAND, OREGON
CONSOLIDATING STATEMENT OF REVENUES, EXPENSES AND
CHANGES IN NET ASSETS
INTERNAL SERVICE FUNDS
For the year ended June 30, 2008
Central Insurance
Se rvice Services Equipment
Fund Fund Fund Totals
Operating revenues:
Service Charges and fees $ 5,021,189 $ 648,360 $ 1,254,014 $ 6,923,563
Miscellaneous 103,116 9,682 149,297 262,095
Total Reven ues 5,124,305 658,042 1,403,311 7,185,658
Operating expenses:
Cost of Service 5,629,127 756,606 769,827 7,155,560
Depreciation 14,627 930,569 945,196
Total operating expenses 5,643,754 756,606 1 ,700,396 8,100,756
Operating income (loss) (519,449) (98,563) (297,085) (915,097)
Nonoperating income (expense):
Taxes 12,366 12,366
Interest income 44,756 57,152 72,125 174,033
Gai n (loss) on disposal of assets
Total nonoperating income (expense) 57,122 57,152 72,125 186,399
Change in Net Assets ( 462,327) (41,411) (224,960) (728,698)
Net Assets, July 1, 2007 726,743 974,450 5,022,288 6,723,481
Net Assets, July 1, 2008 $ 264,416 $ 933,039 $ 4,797,328 $ 5,994,783
comprehensive annual financial report page 83
1'-
CITY OF ASHLAND, OREGON
COMBINING INTERNAL SERVICE FUND STATEMENT OF CASH FLOWS
For the year ended June 30,2008
Central Insurance Equipment Fund
Services Services Fund Total
Cash flows from operating activities:
Receipts from customers and users $ 5,124,587 $ 682,584 $ 1,403,284 $ 7,210,455
Payments to suppliers (1,851,493) (745,507) (624,556) (3,221,556)
Payments to employees (3,797,587) (273,030) (4,070,617)
Net cash from operating activities (524,493) (62,923) 505,698 (81,718)
Cash flows from capital and related financing activities:
Acquisition and construction of capital assets (1,126,340) (1,126,340)
Net cash from capital and related financing activitie (1,126,340) (1,126,340)
Cash flows from investing activities:
Interest from investments and Other income 57,122 57,152 72,125 186,399
Net increase (decrease) in cash and investments (467,371) (5,771) (548,517) (1,021,659)
Cash and investments, beginning of year 1,096,970 1,469,463 1,857,737 4,424,170
Cash and investments, end of year $ 629,599 $ 1,463,692 $ 1,309,220 $ 3,402,511
Reconciliation of operating income to
net cash provided by operating activities:
Operating income (loss) $ (519,449) $ (98,563) $ (297,085) $ (915,097)
Depreciation and amortization 14,627 930,569 945,196
Change in assets and liabilities:
(Increase) decrease in:
Receivables 282 24,541 (27) 24,796
Inventories 598 (24,409) (23,811)
Increase (decrease) in:
Accounts payable and accrued liabilities (20,551 ) (42,235) (104,021) (166,807)
Other liabilities 53,334 671 54,005
Net cash from operating activities $ (524,493) $ (62,923) $ 505,698 $ (81,718)
page 84 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN NET ASSETS - BUDGET AND ACTUAL
CENTRAL SERVICES FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Budget Amounts Postive
Actual Original Final (Negative)
Revenues:
Taxes $ 12,366 $ 17,000 $ 17,000 $ (4,634)
Intergovernmental Revenues 2,835 2,835
Charges for Services 5,021,189 5,461,708 5,461,708 (440,519)
Interest on Investments 44,756 20,000 20,000 24,756
Miscellaneous 100,281 85,000 85,000 15,281
Total Revenues 5,181,427 5,583,708 5,586,543 (405,116)
Expenditures:
Cost of Services:
Administration Department 1,302,421 1 ,502,580 1,614,615 312,194
Administrative Services Department 1,509,145 1,575,530 1,575,530 66,385
IT - Computer Services Division 1,153,554 1, 165,588 1,206,388 52,834
CITY Recorder Division 281,257 298,569 298,569 17,312
Public Works - Administration and Engineering 1,355,070 1,387,186 1,387,186 32,116
Contingency 150,000
Total Expenditures 5,601,447 6,079,453 6,082,288 480,841
Net Change in Fund Balance (420,020) (495,745) (495,745) (885,957)
Fund Balance, July 1, 2007 788,106 578,732 578,732 209,374
Fund Balance, June 30, 2008 $ 368,086 $ 82,987 $ 82,987 $ (676,583)
Reconciliation to Net Assets
Accrued Compensated Absences (154,901)
Capital Assets, Net 51,231
$ 264,416
comprehensive annual financial report page 85
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN NET ASSETS - BUDGET AND ACTUAL
INSURANCE SERVICES FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Budget Amounts Postive
Actual Original Final (Negative)
Revenues:
Charges for Services $ 648,360 $ 617,485 $ 617,485 $ 30,875
Interest on Investments 57,152 50,000 50,000 7,152
Miscellaneous 9,682 9,682
Total Revenues 715,194 667,485 667,485 47,709
Expenditures:
Cost of Services:
Personal Services 81,133 85,000 85,000 3,867
Materials and Services 620,793 700,000 700,000 79,207
Total cost of Services 701,926 785,000 785,000 83,074
Contingency 100,000 100,000 100,000
Total Expenditures 701,926 885,000 885,000 183,074
Other financing sources (uses):
Interfund Loan
Total other financing sources (uses)
Net Change in Fund Balance 13,269 (217,515) (217,515) (135,365)
Fund Balance, July 1, 2007 1,125,430 1,120,790 1,120,790 4,640
Fund Balance, June 30,2008 $ 1,138,699 $ 903,275 $ 903,275 $ (130,725)
Reconciliation to Net Assets
Accrued claims and judgments (205,660)
$ 933,039
page 86 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES
IN NET ASSETS - BUDGET AND ACTUAL
EQUIPMENT FUND
For the year ended June 30, 2008
Variance with
Final Budget -
Budget Amounts Postive
Actual Original Final (Negative )
Revenues:
Charges for Services $ 1,254,014 $ 1,323,000 $ 1 ,323,000 $ (68,986)
Interest on Investments 72,125 44,000 44,000 28,125
Miscellaneous 149,297 50,000 50,000 99,297
Total Revenues 1,475,436 1,417,000 1,417,000 58,436
Expenditures:
Cost of Services:
Personal Services 266,336 268,701 273,701 7,365
Materials and Services 487,001 503,222 503,222 16,221
Total cost of service 753,337 771,923 776,923 23,586
Capital Gutla y 1,143,279 1,438,000 1 ,438,000 294,721
Contingency 43,000 38,000 38,000
Total Expenditures 1,896,616 2,252,923 2,252,923 356,307
Net Change in Fund Balance (421,180) (835,923) (835,923) (297,871)
Fund Balance, July 1, 2007 1,750,852 1,344,280 1 ,344,280 406,572
Fund Balance, June 30,2008 $ 1,329,672 $ 508,357 $ 508,357 $ 108,701
Reconciliation to Net Assets
Accrued Compensated Absences (10,328)
Capital Assets, Net 3,477,984
$ 4,797,328
comprehensive annual financial report page 87
CITY OF ASHLAND, OREGON
CAPITAL ASSETS USED IN THE OPERATION OF GOVERNMENTAL FUNDS
BY SOURCE
June 30, 2008
Governmental funds capital assets:
Land
Buildings and improvements
Improvements other than buildings
Machinery and equipment
Construction in progress
$
9,730,550
19,244,728
41,805,261
2,310,355
650,362
Total capital assets
$
73,741,256
Investments in governmental funds capital assets by source:
General and Capital Projects Funds
Special Revenue Funds
Component Unit
Leased to Other Agencies
$ 16,005,054
36,969,374
7,152,481
13,614,347
$ 73,741,256
Total investments in governmental funds capital assets
This schedule represents only the capital asset balances related to governmental funds before
accumulated depreciation. Accordingly, the capital assets reported in internal service funds are
excluded from the above amounts. Generally, the capital assets of internal service funds are
included as the appropriate business activity or governmental activity in the statement of net
assets.
page 88 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF ASSETS USED IN THE OPERATION OF GOVERNMENTAL FUNDS
BY FUNCTION AND ACTIVITY
June 30,2008
Improve ments Machinery
Other Than and Constructio n
Function and Activity Land Build ings Buildings Equipment in Progress Total
General Government:
Comm unity Development $ 985,235 $ 1,120,947 $ 378,138 $ 2,484,320
Public Buildings 460,200 1,021 ,882 49,429 124,461 1,655,972
Leased to Ot her Agenci es 253,000 8,744,018 3,957,949 659,380 13,614,347
Other - Unclassified 181 ,505 2,035,844 790,298 183,248 3,100,895
Total General government 1,879,940 12,922,691 4,797,676 1,345,227 20,945,534
Public Safety:
Police 80,000 614,700 472,497 1,167,197
Fire 998,400 3,268,416 300,000 5,797 4,572,613
Total Public Safety 1,078,400 3,883,116 300,000 478,294 5,739,810
Highway and Streets:
Public Thoroughfares 452,235 630,075 34,979,874 256,828 650,362 36,969,374
Total Highways and Streets 452,235 630,075 34,979,874 256,828 650,362 36,969,374
Airports 176,566 1,029,780 1,727,711 2,934,057
Culture and Recreation 6,143,409 779,066 230,006 7,152,481
Total Governmental Funds
Capital Assets $ 9,730,550 $ 19,244,728 $ 41,805,261 $ 2,310,355 $ 650,362 $ 73,741,256
This schedule represents only the capital asset balances related to governmental funds. Accordingly, the capital
assets reported in internal service funds are excluded from the above amounts. Generally, the capital assets of
internal service funds are included as the appropriate business activity or governmental activity in the statement of net
assets.
comprehensive annual financial report page 89
CITY OF ASHLAND, OREGON
SCHEDULE OF BOND PRINCIPAL AND BOND INTEREST TRANSACTIONS
For the year ended June 30, 2008
Bond Principal Transactions
Original Outstanding
Issue June 30, 2007 Issued
General Obliaation Bonds
Water Bonds, issued December 1, 1977, $ 560,000 $ 50,000 $
interest at 5.00% to 7.00%
Flood and Refunding Bonds, issued December 1, 2,800,000 880,000
1997, interest at 3.65% to 6.00%
Flood and Fire Station Bonds, issued June 1,2000 3,310,000 435,000
interest variable
Ashland Fiber Network Bonds, issued August 11, 15,500,000 15,500,000
2004, interest at 3.70% to 6.02%
Refunding Bonds, issued December 1, 2005 2,560,000 2,560,000
interest variable
Revenue Bonds
Water, Series 2003, issued June 1,2003, 5,625,000 4,315,000
interest at 2.00% to 4.00%
Electric, Series 2008, issued June 20,2008, 304,000 304,000
interest at 2.00% to 4.00%
$30,659,000 $ 23,740,000 $ 304,000
page 90 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF BOND PRINCIPAL AND BOND INTEREST TRANSACTIONS
For the year ended June 30,2008 (continued)
Bond Principal Transactions
Outstanding
Matured Paid June 30, 2008
Interest Transactions
Outstanding
June 30, 2007
Matured Paid
Outstanding
June 30, 2008
$ 25,000 $ 25,000 $
25,000 $
4,263 $
$ 4,263 $
225,000
225,000
655,000
34,708
34,708
140,000
140,000
295,000
22,990
22,990
195,000
195,000
15,305,000
860,849
860,849
2,560,000
112,725
112,725
335,000
335,000
3,980,000
127,406
127,406
304,000
$ 920,000 $ 920,000 $ 23,124,000 $
4,263 $1,158,678 $1,162,941 $
comprehensive annual financial report page 91
r--
CITY OF ASHLAND, OREGON
SCHEDULE OF PROPERTY TAX TRANSACTIONS COLLECTED AND UNCOLLECTED
FOR THE CITY AND COMPONENT UNIT
For the year ended June 30,2008
Add (Deduct)
Discounts Ded uct
Taxes Add Levy Interest Interest and Taxes
Uncollected Extend ed by Cancellations Tax Uncollected
July 1,2007 Assessor Adjustments Collections June 30, 2008
2007-08 $ $ 10,852,570 $ 162,977 $ 10,273,879 $ 415,714
2006-07 428,935 86,971 217,000 124,964
2005-06 96,628 89 42,195 54,344
2004 -0 5 43,652 2,267 25,829 15,556
2003-04 19,217 1,412 10,677 7,128
Prior years 20,876 (1,004) 3,074 18,806
$ 609,308 $ 10,852,570 $ 252,712 $ 10,572,653 $ 636,512
Taxes
Collections to U ncollecte d
Ju ne 30, 2008 June 30,2008
Taxes receivable and tax collections classified by fund:
Primary government:
General Fund $ 3,764,295 $ 228,062
Debt Service Fund 381,757 22,295
Enterprise Fund: Water Fund
Component unit: 1,267
Parks and Recreation:
Parks and Recreation Fund 3,872,201 232,701
Ashland Youth Activities Serial Levy Fund 2,553,133 153,454
$ 10,572,653 $ 636,512
page 92 city of ash/and
CITY OF ASHLAND, OREGON
SCHEDULE OF PROPERTY TAX TRANSACTIONS AND BALANCES OF TAXES UNCOLLECTED
FOR THE CITY AND COMPONENT UNIT
For the year ended June 30, 2008
Reconciliation of tax collections by fund to tax revenues on the generally accepted accounting
T ax Revenues
Collections Other Taxes GAAP Basis
Primary government:
General Fund $ 3,764,295 $ 6,479,077 $ 10,243,372
Special Revenue Funds:
Street Fund 188,030 188,030
Debt Service Funds:
Debt Service Fund 381,757 381,757
Capital Projects Fu nd:
Capital Improvement Fund 391,717 391,717
Enterprise Funds:
Water Fund 1,267 1,267
Wastewater Fund 1,566,868 1,566,868
Component unit:
Parks and Recreation:
Parks and Recreation Fund 3,872,201 3,872,201
Special Revenue Fund:
Ashland Youth Activities Serial
Levy Fund 2,553,133 2,553,133
$ 10,572,653 $ 8,625,692 $ 19,198,345
comprehensive annual financial report page 93
1-.--'--
STATISTICAL SECTION
Total Reporting Entity
(Unaudited)
comprehensive annual financial report page 95
CITY OF ASHLAND, OREGON
STATISTICAL SECTION
(U nau dited)
This part of the City of Ashland's comprehensive annual financial report presents detailed information as a
context for understanding this year's financial statements, notes, and supplementary information. This
information has not been audited by the independent auditors.
Financial Trends
Page
These tables contain trend information that may assist the reader in assessing
the City's current financial performance by placing it in historical perspective.
98-111
Revenue Capacity
These tables contain information that may assist the reader is assessing the
viability of the City's revenue sources.
112-121
Debt Capacity
These tables present information that may assist the reader in analyzing the
affordabilityof the City's current levels of outstanding debt and the City's ability
to issue additional debt in the future.
122-129
Economic & Demographic Information
These tables offer economic and demographic indicators that are commonly
used for financial analysis and that can help the reader understand the City's
present and ongoing financial status.
130-131
Operating Information
These tables contain service and infrastructure indicators that can help the
reader understand how the information in the City's financial statements relates
to the services the City provides and the activities it performs.
132 -13 9
Source:
Unless otherwise noted, the information in these tables is derived from the annual financial
reports for the City of Ashland. The city implemented GASB Statement No. 34 in fiscal
year 2003 therefore some of the tables presenting government-wide information include
on Iy six years.
comprehensive annual financial report page 97
I I~----
CITY OF ASHLAND, OREGON
STATEMENT OF NET ASSETS
Governmental Activities
For the Fiscal Year Ended June 30,
page 98 city of ash/and
CITY OF ASHLAND, OREGON
STATEMENT OF NET ASSETS
Governmental Activities
For the Fiscal Year Ended June 30, (continued)
2004 2003
$ 6,312,364 $ 8,961,587
2,430,662 2,669,101
16,602 1,728
1,222,273
413,078 260,813
8,261,273 8,343,858
29,933,056 7,420,827
9,345,294 3,610,916
15,720,372 9,951,054
9,789,517 12,327,224
(28,220,545)
$ 55,223,946 $ 53,547,108
$ 2,734,135 $ 2,798,840
94,404 335,303
783,485 750,750
6,357,569 6,530,911
9,969,593 10,415,804
37,948,847 34,601,570
1,197,249 1,594,538
433,278 (47,412)
684,476 679,646
4,990,503 6,302,962
$ 45,254,353 $ 43,131,304
comprehensive annual financial report page 99
----,--,-----
CITY OF ASHLAND, OREGON
STATEMENT OF NET ASSETS
Business - type Activities
For the Fiscal Year Ended June 30,
2008 2007 2006 2005
ASSETS
Assets:
Cash and cash equivalents $ 6,437,889 $ 9,836,733 $ 12,951,933 $ 15,066,503
Receivables (net of allowance for uncollectibles) 2,190,239 2,105,403 2,203,826 2,057,466
Inventories 881,530 806,047 799,588 851,200
Deferred cha rges 1,215,668 1,340,389 1,721,312 1,819,860
I nternal Sa lances 1,304,641 1,587,111 1,319,579 1,378,719
Restricted assets:
Capital Assets:
Land 1,880,638 1,880,638 1,945,107 1,945,107
Buildings and Improvements 21,782,187 21,782,187 21,782,188 23,113,448
Machinery and equipment 823,581 673,607 636,103 675,297
Infrastructure 84,636,278 81,141,248 80,305,280 79,057,892
Construction in progress 3,981,724 5,156,412 2,998,341 4,4 72,229
Accumulated Depreciation (35,041,272) (31,502,402) (28,803,335) (26,616,727)
Total assets $ 90,093,103 $ 94,807,373 $ 97,859,922 $ 103,820,994
Liabi lities:
Accounts payable and other current liabilities $ 1,571,810 $ 1,554,049 $ 1,678,775 $ 2,343,307
Accrued interest payable 144,127 153,639 587,720 819,171
Uneamed revenue
Noncurrent Iiab~ities:
Due within one year 1,595,081 1,379,209 1,475,373 1 ,437,257
Due in more than one year 22,056,168 23,497,674 40,366,883 42,177,256
Total liabilities 25,367,186 26,584,571 44,108,751 46,776,991
Net Assets
Invested in capital assets, net of related debt 54,411,887 54,264,807 42,661,428 39,032,733
Restricted for:
System development 3,838,867 4,315,088 4,251,713 4,636,560
Debt service 1,751,369 1,913,648 1,913,648
Unrestricted 4,723,794 9,642,907 4,924,382 11,461 ,062
Total net assets $ 64,725,917 $ 68,222,802 $ 53,751,171 $ 57,044,003
page 100 city of ashland
CITY OF ASHLAND, OREGON
STATEMENT OF NET ASSETS
Business - type Activities
For the Fiscal Year Ended June 30, (continued)
2004
2003
$ 9,286,593 $ 7,961,325
1,883,966 1,893,686
821,407 828,978
1,921 ,81 0 2,082,204
(1,222,273)
1 ,971,745 1,945,107
23,157,904 22,595,341
2,833,165 722,977
79,121,637 60,513,768
4,563,158 3,428,686
(25,236,582)
$ 99,102,530 $ 101,972,072
$ 1,960,591 $ 1,486,328
307,538 307,634
4,000 323,308
2,388,750 2,300,805
34,841,659 36,927,296
39,502,538 41,345,371
44,754,393 49,967,778
4,020,207 3,441,297
1,281,341 1,913,648
9,544,051 5,303,978
$ 59,599,992 $ 60,626,701
comprehensive annual financial report page 101
-----r-r---
CITY OF ASHLAND, OREGON
CHANGES IN NET ASSETS
Governmental Activities
For the Fiscal Year Ended June 30,
2008 2007 2006 2005
Program Revenues:
General Government
Charges for Services $ 5,786,031 $ 5,058,193 $ 4,110,436 $ 4,453,046
Operating Grants and Contributions 2,122 35,144 141,500 358,309
Capital Grants and Contributions 178,186 17,377 299,171 948,845
Capital System Development Charges 48,308 67,014 105,193 154,200
Public Safety
Charges for Services 1,524,229 1 ,600,538 1,556,909 1,769,625
Operating Grants and Contributions 98,302 182,281 71,245
Capital Grants and Contributions 312,000 53,443
Highways and Streets
Charges for Services 1,807,939 1,662,360 1 ,659,421 1,593,663
Operating Grants and Contributions 1,243
Capital Grants and Contributions 366,549 202,982 463,695
Capital System Development Charges 167,486 269,338 388,654 509,175
9,612,603 9,570,794 8,464,266 10,376,489
Program Expenses:
General Government 4,876,071 4,287,280 2,818,129 5,202,781
Public Safety 11,555,693 10,082,938 7,903,054 9,235,540
Highways and Streets 4,000,048 2,583,641 2,419,380 4,221,022
Interest on long-term debt 1,178,388 1,139,346 637,146 311,527
21 ,610,200 18,093,205 13,777,709 18,970,870
Net (Expense) Revenue:
General Government 1,138,576 890,448 1,838,171 557,419
Public Safety (9,933,162) (7,988,119) (6,346,145) (7,341,227)
Highways and Streets (2,024,623) (285,394) (168,323) (2,162,421 )
Interest on long-term debt (1 ,178,388) (1,139,346) (637,146) (311,527)
(11,997,597) (8,522,411) (5,313,443) (9,257,756)
General Revenues:
Property Taxes 4,170,062 3,557,262 2,970,566 2,658,995
Utility Users Tax 3,945,382 2,345,323 2,323,390 2,277,178
Users Taxes 1,899,320 1,952,810 1,784,302 1,753,477
State Subventions - unrestricted 247,357 1,486,776 1,817,175 1,360,724
Unrestricted Interest Earnings 444,557 406,964 256,648 146,041
Capital Assets Transfers (15,896,208) 1,425,346
Miscellaneous 779,133 1 ,085,266 617,542 288,060
Gain (loss) on Disposal of Assets
Transfers:
Total General Revenues and Transfers 11,485,811 (5,061,807) 11,194,969 8,484,475
Change in Net Assets (511,786) (13,584,218) 5,881,526 (773,281 )
Net Assets - Beginning 37,149,923 50,734,018 45,144,447 45,254,353
Recognition of Prior Infrastructure
Net Assets - Ending $ 36,638,137 $ 37,149,800 $ 51 ,025,973 $ 44,481 ,072
page 102 city of ashland
2004 2003
$ 4,269,353 $ 4,667,720
811,075 132,171
3,859 156,141
107,687 130,486
1,693,838 1,599,037
101,877 34,536
79,460
1,491,256 1,146,124
1,075,598 2,849,793
376,951 430,806
10,010,954 11,146,814
2,982,532 6,543,127
8,454,075 7,914,876
4,637,272 3,985,835
370,491 339,082
16,444,370 18,782,920
2,101,755 (1,456,609)
(6,578,900) (6,281,303 )
(1,693,467) 440,888
(370,491) (339,082)
(6,541,103) (7,636,106)
2,626,369 2,206,505
2,102,550 1,929,092
1,808,047 1,567,079
1,277,933 1,128,521
62,543 115,947
590,682 280,289
(868,437)
(200,000)
7,599,687 7,027,433
1,058,584 (608,673 )
43,131,304 43,739,977
956,778
$ 45,146,666 $ 43,131,304
comprehensive annual financial report page 103
CITY OF ASHLAND, OREGON
CHANGES IN NET ASSETS
Governmental Activities
For the Fiscal Year Ended June 30, (continued)
I I
CITY OF ASHLAND, OREGON
CHANGES IN NET ASSETS
Business - type Activities
For the Fiscal Year Ended June 30,
CITY OF ASHLAND, OREGON
CHANGES IN NET ASSETS
Business - type Activities
For the Fiscal Year Ended June 30, (continued)
2004 2003
$ 3,678,974 $ 3,075,622
129,721 110,147
574,540 528,553
2,368,237 2,218,249
432,273 408,843
11,962,925 10,220,661
7,165 137,483
2,403,436 1,969,079
21,557,271 18,668,637
4,177,640 5,331,263
4,615,409 5,665,728
11,638,094 11,395,422
3,706,854 3,662,002
24,137,997 26,054,415
205,595 (1,616,941 )
(1,814,899) (3,038,636)
331,996 (1,037,278)
(1,303,418) (1,692,923)
(2,580,726) (7,385,778)
179,302 176,523
1,346,863 1,280,190
166,529 300,418
84 7,330 499,947
(986,004)
200,000
1,554,020 2,457,078
(1,026,706) (4,928,700)
60,626,698 65,555,401
$ 59,599,992 $ 60,626,701
comprehensive annual financial report page 105
I I
CITY OF ASHLAND, OREGON
FUND BALANCES, GOVERNMENTAL FUNDS
Last Ten Years
For the Fiscal Year Ended June 30,
2008 2007 2006 2005 2004
General Fund
Unreserved, reported in:
General Fund $ 2,296,666 $ 2,367,714 $ 2,326,936 $ 2,308,388 $ 1,755,143
Total General Fund 2,296,666 2,367,714 2,326,936 2,308,388 1,755,143
Street Fund
Reserved for:
Reserved for system development charges 2,049,977 1,761,561 1,597,642 1,472,090 1,197,249
Unreserved, reported in:
Special revenue Funds 120,493 615,659 (133,598) (556,062) (881,403 )
Total Street Fund 2,170,470 2,377,220 1,464,044 916,028 315,846
All Other Governmental Funds
Reserved for:
Reserved for system development charges 96,632 168,896 65,675 65,675 1 ,197,249
Reserved for debt service 1,246,509 559,263 459,095 423,842 433,278
Reserved for perpetual care 771 ,948 749,918 719,429 702,629 684,476
Unreserved, reported in:
General Fund 1,755,143
Special revenue Funds 6,891 (24,661) 130,126 2,942 (663,026)
Capital projects funds 951,989 714,329 586,843 635,387 429,873
Total All Other Governmental Funds 3,073,969 2,167,745 1,961,168 1,830,475 3,836,993
Total Governmental Funds $ 7,541,105 $ 6,912,679 $ 5,752,148 $ 5,054,891 $ 5,907,982
Fund Balance Comparison
Governmental Funds
Last Ten Years
$16,000,000
$14,000,000
$12,000,000
$10,000,000
$8,000,000
$6,000,000
$4,000,000
$2,000,000
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page 106 city of ashland
CITY OF ASHLAND, OREGON
FUND BALANCES, GOVERNMENTAL FUNDS
Last Ten Years (continued)
For the Fiscal Year Ended June 30,
2003 2002 2001 2000 1999
$ 1,715,220 $ 1,865,212 $ 1,962,295 $ 1,888,103 $ 1,480,891
1,715,220 1,865,212 1,962,295 1,888,103 1,480,891
1,594,538 1,348,177 1,079,784 654,291 300,324
934,212 1,436,880 1,080,273 521,787 (81,660)
2,528,750 2,785,057 2,160,057 1 ,176,078 218,664
1,348,177 1,182,176 1,037,219 454,534
282,293 136,978 103,883 225,841 374,915
679,646
(298) 1,423,536 954,654 547,823 (48,887)
67,583 2,833,606 8,599,456 3,217,748 384,796
1,029,224 5,742,297 10,840,169 5,028,631 1,165,358
$ 5,273,194 $ 10,392,566 $ 14,962,521 $ 8,092,812 $ 2,864,913
comprehensive annual financial report page 107
CITY OF ASHLAND, OREGON
CHANGES IN FUND BALANCES, GOVERNMENTAL FUNDS
Last Ten Years
For the Fiscal Year Ended June 30,
2008 2007 2006 2005 2004
Revenues:
Taxes $ 11,204,876 $ 10,620,715 $ 9,454,799 $ 9,057,868 $ 8,714,013
Fees, licenses and permits 886,644 847,665 1,106,317 1,489,379 1,156,285
Intergovernmental 1,848,914 2,606,832 2,168,873 3,252,504 3,349,802
Special assessments 67,195 108,864 360,860 222,408 170,860
Charges for services 5,594,106 4,564,898 3,817,938 4,165,663 3,717,342
Fines and forfeitures 150,346 169,558 137,460 133,170 120,749
Interest on investments 330,413 310,478 197,960 112,531 51,967
Miscellaneous 787,159 719,478 554,076 62,546 563,988
Total revenues 20,869,653 19,948,488 17,798,283 18,496,069 17,845,006
Expenditures:
General government 4,114,305 3,423,269 3,081,984 3,317,996 3,610,326
Public safety 10,578,525 10,227,177 9,152,421 8,630,755 8,468,294
Highways and streets 2,341,178 2,245,609 2,191,178 2,079,150 1,923,050
Capital Outlay 1,355,293 1,359,308 1,889,998 2,403,697 4,736,857
Debt service 1,852,049 1,622,412 820,218 846,573 917,680
Principal 725,753 533,630 523,769 497,493 537,325
Interest 1,126,296 1,088,782 296,449 349,079 380,354
Ratio of Debt service to noncapital expenditures 10.87% 10.21% 5.69% 6.03% 6.55%
Total expenditures 20,241,350 18,877,775 17,135,799 17,278,171 19,656,207
Excess (deficiency) of revenues
over expenditures 628,303 1,070,713 662,484 1,217,898 (1,811,201 )
Other financing sources (uses):
Proceeds from debt issuance 2,761,180
Interfund Loans 89,818 375,000
Transfers in 336,253 936,934 347,780 154,360 318,393
Transfers out (336,253) (936,934 ) (347,780) (154,360) (318,393)
Total other financing sources (uses) 89,818 2,761,180 375,000
Net Change in Fund Balance $ 628,303 $ 1,160,531 $ 3,423,664 $ 1,217,898 $ (1,436,201 )
page 108 city of ashland
CITY OF ASHLAND, OREGON
CHANGES IN FUND BALANCES, GOVERNMENTAL FUNDS
Last Ten Years (continued)
For the Fiscal Year Ended June 30,
2003 2002 2001 2000 1999
$ 7,906,257 $ 7,558,510 $ 6,934,972 $ 6,262,184 $ 6,212,932
1,472,877 1,256,617 865,019 780,708 599,202
4,190,546 2,183,896 6,704,367 1,658,050 2,142,086
214,606 193,999 164,263 259,002 327,011
3,665,166 3,613,534 3,336,396 3,095,292 1,597,564
107,607 188,006 121,919 163,949 163,872
115,947 310,385 808,711 175,560 331,626
191,096 439,863 155,895 106,732 116,240
17,864,102 15,744,810 19,091,542 12,501,477 11,490,533
2,769,315 2,620,298 2,462,368 2,214,215 2,497,598
7,914,876 7,513,892 6,823,528 6,374,244 5,622,387
2,036,222 2,852,552 1,924,020 1,413,591 1,654,203
8,793,175 7,896,316 1,261,320 1,110,158 2,324,391
779,527 716,069 802,089 611,393 650,449
440,445 442,513 485,064 419,282 403,278
339,083 273,557 317,025 192,111 247,171
6.13% 5.51% 7.16% 6.11% 6.65%
22,293,115 21,599,127 13,273,325 11,723,601 12,749,028
(4,429,013) (5,854,317) 5,818,217 777,876 (1,258,495)
1,621,875 900,000 25,012 3,140,000
600,000
361,108 725,771 341 ,480 392,929 1,442,666
(561,108) (966,408) (298,980) (367,500) (719,166)
2,021,875 659,363 67,512 3,165,429 723,500
$ (2,407,138) $ (5,194,954 ) $ 5,885,729 $ 3,943,305 $ (534,995)
comprehensive annual financial report page 109
I I
CITY OF ASHLAND, OREGON
FUND BALANCE COMPARISON
Last Ten Years
2008 2007 2006 2005 2004
Fund Balances Adopted Adopted Adopted Adopted Adopted
City Component
General Fund $ 1,127,520 $ 1,047,023 $ 1 ,051,983 $ 936,568 $ 1,315,669
Community Development
Block Grant Fund
Street Fund 1,223,241 6,308,766 733,073 1,976,046 1,065,590
Airport Fund 2,942 12,382 37,660 42,315 4,000
Capital Improvements Fund 807,222 1 ,680,528 3,609,193 389,839 429,000
Debt Service Fund 601,085 148,902 569,205 695,484 264,900
Water Fund 2,804,328 5,401,307 2,158,888 3,524,870 2,784,125
Wastewater Fund 5,539,312 3,035,439 3,899,968 4,463,795 1,726,251
Electric Fund 1 ,677,245 1,185,892 1 ,405,027 1,812,094 763,763
Telecommunications Fund 362,716 217,611 70,187 954,723 269,910
Central Services Fund 82,987 92,793 10,000 113,758 145,824
Insurance Services Fu nd 908,275 492,028 417,936 471,538 156,500
Equipment Fund 508,357 618,799 856,499 965,561 908,740
Cemetery Trust Fund 774,453 735,212 699,876 681 ,408 684,500
Total City Component 16,419,683 20,976,682 15,519,495 17,027,999 10,518,772
Parks Component
Parks and Recreation Fund 877,245 667,250 993,667 965,822 815,000
Youth Activities Levy Fund 216,893 125,306 2,166 2,000
Parks Capital Improvements Fund 26,926 44,866 112,569 169,965 234,000
Total Parks Component 1,121,064 712,116 1,231,542 1,137,953 1,051,000
Total Budget $ 17,540,747 $ 21 ,688,798 $ 16,751,037 $ 18,165,952 $ 11,569,772
For the Fiscal Year Ended June 30, 2008 2007 2006 2005 2004
Fund Balances Actual Actual Actual Actual Actual
City Component
General Fund $ 2,296,666 $ 2,367,714 $ 2,326,936 $ 2,093,388 $ 1,755,145
Commun ity Development
Block Grant Fund 44,705 12,033 4,599 (8,492) 33,018
Street Fund 2,170,470 2,377,220 1 ,464,044 1,186,028 315,846
Airport Fund 86,891 55,339 54,874 122,942 218,377
Capital Improvements Fund 1,003,916 656,315 803,171 924,554 396,855
Debt Service Fund 1,246,509 559,263 459,095 423,842 433,278
Water Fund 1,865,418 3,241,590 6,179,246 6,458,230 5,002,748
Wastewater Fund 3,764,972 4,862,001 5,301,598 5,664,182 1 ,541 ,125
Electric Fund 1,469,744 2,178,995 2,116,269 2,527,430 1,539,766
Telecommunications Fund 869,719 963,896 518,687 898,750 62,635
Central Services Fund 368,086 726,743 439,010 185,137 569,013
Insurance Services Fu nd 1,138,699 974,450 1 ,060,790 1,036,331 934,499
Equipment Fund 1,329,672 5,022,288 1,510,170 1,489,055 1,224,311
Cemetery Trust Fund 771 ,948 749,918 719,429 702,629 684,476
Total City Component 18,427,415 24,747,765 22,957,918 23,704,006 14,711,092
Parks Component
Parks and Recreation Fund 1,201,443 1,180,912 1 ,507,367 1,621,679 1,558,332
Youth Activities Levy Fund 160,591 72,671 35,374 103,733 122,588
Parks Capital Improvements Fund 263,343 195,390 165,326 207,375 300,331
Total Parks Component 1,625,377 1 ,448,973 1,708,067 1,932,787 1,981,251
Total Budget $ 20,052,792 $ 26,196,738 $ 24,665,985 $ 25,636,793 $ 16,692,343
page 110 city of ashland
CITY OF ASHLAND, OREGON
FUND BALANCE COMPARISON
Last Ten Years (continued)
2003 2002 2001 2000 1999
Adopted Adopted Adopted Adopted Adopted
$ 1,238,814 $ 1,079,348 $ 1,152,000 $ 679,000 $ 549,000
1,764,790 1,377,392 804,322 378,000 100,000
6,140 8,000 23,000 22,000 15,000
1,150,300 1,782,000 3,611,000 2,588,000 2,255,000
540,000 238,000 293,000 427,000 399,000
4,478,680 1,448,010 3,032,000 1,804,000 1,619,000
754,800 2,004,896 3,036,000 2,380,000 7,110,000
443,533 989,946 108,000 1,580,000 1,340,000
97,036 38,130
142,675 119,283
91,500 110,500 230,000 242,000 725,000
452,640 121,778 72,000 786,000 814,000
653,000 89,000 685,000 680,000 664,000
11,813,908 9,406,283 13,046,322 11,566,000 15,590,000
782,294 805,300 735,715 577,000 180,000
9,000 9,000 34,000
185,000 148,000 195,000 564,000
976,294 962,300 735,71 5 772,000 778,000
$ 12,790,202 $ 10,368,583 $ 13,782,037 $ 12,338,000 $ 16,368,000
2003 2002 2001 2000 1999
Actual Actual Actual Actual Actual
$ 1,715,220 $ 1,865,212 $ 1,962,295 $ 1,888,103 $ 1,480,895
(32,433) (35,904) (142,463) 3,744 3
2,528,750 2,785,057 2,160,057 1,176,078 218,663
32,135 22,560 16,844 22,292 32,771
67,583 2,833,606 8,701,848 3,600,676 539,004
282,293 136,978 103,883 225,841 625,738
4,662,028 1 ,985,298 3,905,152 4,708,031 3,243,350
2,356,054 9,190,945 9,198,221 10,454,701 8,358,755
1,497,827 1,069,861 1,249,04 7 1,560,301 1,500,976
388,018 1,982,175 119,745 1,902,118
947,953 823,405 436,624 96,609 68, 154
145,978 204 ,263 299,415 502,000 630,294
1,121,598 783,340 526,894 253,019 370,944
679,646 72 ,823 669,517 663.140 660,698
16,392,650 23,719,619 29,207,079 27,056,653 17,730,245
1,403,171 1,168,934 1,023,774 1,196,511 1,966,643
36,403 36,341 125,706 125,191 133,769
367,733 280,337 151,955 295,000 536,494
1,807,307 1,485,612 1,301,435 1,616,702 2,636,906
$ 18,199,957 $ 25,205,231 $ 30,508,514 $ 28,673,355 $ 20,367,151
comprehensive annual financial report page 111
I I
CITY OF ASHLAND, OREGON
ASSESSED AND ESTIMATED ACTUAL VALUE OF TAXABLE PROPERTY
for the last ten fiscal years - Unaudited
Taxable ratio
Fiscal Year (True Cash
Ended Property Value to
Ju ne 30, Real Property Mobile Home Personal 1 Util ities Total Tax Rate Assessed)
2008 $ 1,802,639,910 $ 5,762,080 $ 44,536,050 $ 22,372,000 $ 1,875,310,040 $ 5.73 46.9%
2007 1,700,020,579 5,498,040 40,468,280 20,509,400 1,766,496,299 5.56 46.6%
2006 1,610,148,502 5,301,570 38,820,610 20,344,260 1,674,614,942 5.25 51.3%
2005 1,524,210,039 5,108,410 38,419,400 27,532,841 1,595,270,690 5.26 56.4 %
2004 1,446,150,336 5,400,552 37,453,000 22,831,681 1,511,835,569 5.34 61.7%
2003 1,360,297,002 5,147,040 34,209,260 24,241,450 1,423,894,752 5.36 61.1%
2002 1,272,205,820 4,983,960 32,044,090 23,806,860 1,333,040,730 5.38 68.6%
2001 1,183,527,490 4,760,560 30,004,310 21,823,850 1,240,116,210 5.46 83.0%
2000 1,106,322,240 4,241,270 26,183,680 20,989,320 1,157,736,510 4.81 94.0%
1999 1,039,559,010 4,439,960 25,093,370 19,043,890 1,088,136,230 4.92 87.0%
All property is evaluated once every six years as required by State Statute
1 Includes Non-Profit Housing
Source: County Assessor tax roll property values
Real Property Value and Taxable Ratio
Last Ten Years
$2,000,000,000
$1,800,000,000
$1,600,000,000
$1,400,000,000
$1,200,000,000
$1,000,000,000
$800,000,000
$600,000,000
$400,000,000
$200,000,000
100.0%
90.0%
80.0%
70.0%
60.0%
50.0%
40.0%
30.0%
20.0%
10.0%
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page 112 city of ashland
CITY OF ASHLAND, OREGON
PROPERTY TAX RATES- DIRECT AND OVERLAPPING GOVERNMENTS
(Per $1,000 of Assessed Valuation)
for the last ten fiscal years - Unaudited
Net Jackson Net
Rscal Jackson Rogue Genera I County School
Year Cou nty Valley Government Education School Support
Ended City of Vector Jackson Transit Tax Service Dist rict RCC Tax
June 30, Ashland Control County 1 District Rate District 5 Rate Total
2008 $5.73 $ 0.04 $ 2.18 $ 0.17 $ 8.12 $ 0.34 $ 5.94 $0.62 $ 6.90 $15.02
2007 5.56 0.04 2.52 0.17 8.30 0.34 5.41 0.62 6.37 14.67
2006 5.25 0.04 2.55 0.17 8.01 0.34 5.31 0.62 6.28 14.28
2005 5.26 0.04 2.75 0.17 8.22 0.34 5.44 0.50 6.28 14.50
2004 5.34 0.04 2.79 0.17 8.34 0.34 5.49 0.50 6.33 14.67
2003 5.36 0.04 2.70 0.17 8.27 0.34 5.53 0.50 6.37 14.64
2002 5.38 0.04 2.66 0.18 8.26 0.86 5.83 6.69 14.95
2001 5.46 0.04 2.56 0.18 8.24 1.84 5.03 6.87 15.11
2000 4.81 0.04 2.25 0.18 7.28 1.95 5.03 6.98 14.26
1999 4.92 0.04 2.01 0.18 7.15 0.35 6.08 6.43 13.58
1 Oregon Measure 47 combined with Jackson County tax rate since 1997-98
2 Rogue Community College
Source: Jackson County Assessor and Tax Collector
City of Ashland Property Tax Rate Compared to Total Rate
per Thousand
16.00
2.00
14.00
12.00
10.00
8.00
6.00
4.00
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comprehensive annual financial report page 113
I I
Fiscal Year
Ended
June 30,
2008
2007
2006
2005
2004
2003
2002
2001
2000
1999
CITY OF ASHLAND, OREGON
PROPERTY VALUE AND NEW CONSTRUCTION HISTORY
for the last ten fiscal years - Unaudited
Property
Value 1
Commercial Construction
Number
of
Units Value
Resi dential Constructio n
Number
of
Units Value
$ 1,875,310,040
1,766,496,299
1,674,614,942
1,595,270,690
1,511,835,569
1 ,423,894,752
1,333,040,730
1,240,116,210
1,157,736,510
1,088,136,230
23 $ 16,269,379
26 8,086,124
19 20,988,810
42 18,426,846
30 10,137,442
17 9,077,761
17 13,702,661
9 12,715,512
15 7,081,675
17 22,097,963
82 $ 8,258,031
98 15,270,781
160 24,336,944
188 35,576,749
154 35,764,484
152 25,170,310
106 11,464,493
150 19,907,603
233 31,940,531
169 30,183,930
1 Property value is assessed valuation
Source: City of Ashland, Comm unity Development Department
Jackson County Assessor
page 114 city of ashland
$10,000,000
$40,000,000
$30,000,000
$20,000,000
Commercial and Residential Construction
Last Ten Years
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CITY OF ASHLAND, OREGON
FOOD AND BEVERAGE TAX REVENUES BY FUND
(Amounts Expressed in Thousands)
for the last ten fiscal years- Unaudited
Fiscal Year
Ended Capital
June 30, Improvement 3 Wastewater 2 T otal1 Cumulative
2008 $ 392 $ 1,567 1,959 22,554
2007 395 1,594 1,989 20,595
2006 370 1 ,481 1,851 18,606
2005 364 1 ,454 1,818 16,755
2004 337 1,347 1,684 14,937
2003 320 1,280 1,600 13,253
2002 317 1,268 1,585 11 ,653
2001 307 1,219 1,526 10,068
2000 284 1,151 1 ,435 8,542
1999 262 1,047 1,309 7,107
1 Tax enacted July 1, 1993
2 Derived from wastewater enterprise operations
3 Dedicated to acquisition of Open Space Parkland
Food and Beverage Tax Revenues by Fund
Last Ten Years
$1,800
$1,600
$1,400
II) $1,200
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comprehensive annual financial report page 115
CITY OF ASHLAND, OREGON
PRINCIPAL PROPERTY TAXPAYERS
Current Year and Ten Years Ago
Percentage
2008 of Total
Assessed Assessed
Taxpayers Type of Business Valuation Valuation
Qwest Corporation Utility $ 10,510,100 0.56%
Windmill Inns of America, Inc. Motels 10,375,160 0.55%
Ronald L. Deluca Housing 8,983,710 0.48%
Avista Corp. Utility 7,342,900 0.39%
North Mountain Land Company Housing 6,302,400 0.34%
Pacific Financial, Inc. Financial 5,694,300 0.39%
Michael D. & Beverly Rydbom Retail 4,728,500 0.30%
Skylark Assisted Living Assisted Care 4,647,770 0.25%
Bard's Inn Limited Motels 4,449,330 0.25%
Summit Investment Retail 4,407,650 0.24%
Plaza Hospitality Motels 3,896,970 0.25%
All other $ 1,803,971,250 96.20%
Total $ 1,875,310,040 100.00%
Percentage
1999 of Total
Assessed Assessed
Taxpayers Type of Business Valuation Valuation
US West Communications Inc. Utility $ 10,027,300 0.97%
AHllnc. Motels 9,011,480 0.87%
Washington Water Power Co. Utility 5,770,230 0.56%
Michael D. & Beverly Rydbom Retail 4,451,060 0.43%
Lloyd Haines Construction 4,407,450 0.43%
Pacific Financial, Inc. Financial 4,324,860 0.42%
Skylark Assisted Living Assisted Care 3,573,850 0.35%
Brodeur/Brodeur Inc. Motels 3,450,260 0.33%
Warren Family Partnership Construction 3,410,240 0.33%
Summit Investment Retail 3,223,030 0.31%
All other $ 984,033,890 95.01%
Total $ 1,035,683,650 100.00%
Source: Jackson County Assessor
page 116 city of ashland
2008 Principal Property Tax Payers
Retail
13%
Financial
8%
Assisted Care
7%
Housing
21%
Utility
25%
Motels
26%
1999 Principal Property Tax Payers
Construction
15%
Financial
8%
Retail
15%
comprehensive annual financial report page 117
CITY OF ASHLAND, OREGON
GENERAL GOVERNMENTAL TAX REVENUES BY SOURCE
(Amounts Expressed in Thousands)
for the last ten fiscal years - Unaudited
Other
Franchise
Fiscal Year Combined Electric Utility and Transient Food and Business
Ended Property Utility Users Privilege Occupancy Beverage License
June 30, Taxes Franchise 1 Tax 1 Taxes Tax Tax 2 Tax Total
2008 $ 10,573 $ 1,170 $ 2,375 $ 1,362 $ 1,508 $ 392 $ 201 $ 17,581
2007 9,378 1,119 2,345 1,544 1,559 395 129 16,469
2006 8,801 1,111 2,323 1,399 1,414 370 205 15,623
2005 8,061 1,106 2,277 1,101 1,390 364 155 14,454
2004 7,970 842 2,103 1,178 1,309 337 155 13,894
2003 7,426 914 1,929 997 1,255 320 153 12,994
2002 7,010 870 1,770 1,060 1,168 317 157 12,352
2001 6,414 833 1,648 887 1,039 307 141 11 ,269
2000 5,182 781 1,594 783 930 292 148 9,710
1999 5,130 769 1,651 881 840 262 140 9,673
1 Derived from city-owned electric utility operations
2 Tax enacted July 1, 1993
General Governmental Tax Revenues by Source
$4,500
$4,000
$3,500
$3,000
en
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.E
$1,500
$1,000
$500
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Users Tax
----.- City Property Tax
- Youth Activity Le"Y
~ Transient Occupancy and
Food and Be~rage Tax
~ ~ ~ ~ ~ ~ ~ ~ ~ ~
~ ~ ~ ~ ~ ~ ~ ~ ~ ~
- - -.- - - Other Taxes
page 118 city of ashland
CITY OF ASHLAND, OREGON
PROPERTY TAX LEVIES AND COLLECTIONS
for the last ten fiscal years - Unaudited
Percent of Percent of
Fiscal Year Current Percent Delinquent Total Tax Outstanding Delinquent
Ended Total Tax Tax of Levy Tax Total Tax Collections Delinquent Taxes to
June 30, Levy 1 Collections 3 Collected Collections 2.3 Collections to Tax Levy Taxes T ax Levy
2008 $ 10,609,706 $ 10,273,879 96.8% $ 298,774 $ 10,572,653 99.7% $ 636,512 6.0%
2007 9,797,262 9,142,734 93.3% 235,560 9,378,294 95.7% 609,308 6.2%
2006 8,803,680 8,428,550 95.7% 372,526 8,801,076 100.0% 642,298 7.3%
2005 8,399,000 7,753,164 92.3% 307,911 8,061,075 96.0% 535,484 6.4%
2004 8,103,092 7,618,841 94.0% 351,635 7,970,476 98.4% 661,833 8.2%
2003 7,643,588 7,100,832 92.9% 325,084 7,425,916 97.2% 717,103 9.4%
2002 7,078,000 6,611,284 93.4% 398,332 7,009,616 99.0% 690,652 9.8%
2001 6,735,000 6,304,073 93.6% 264,836 6,568,909 97.5% 613,710 9.1%
2000 5,576,000 5,109,088 91.6% 367,430 5,476,518 98.2% 542,712 9.7%
1999 5,359,000 4,701,836 87.7% 535,791 5,237,627 97.7% 487,762 9.1%
1 Includes levy within the tax base, levy for bonded indebtedness, miscellaneous assessment payments
in lieu of tax and tax levy shared offsets
2 Delinquent taxes collected represent accumulative amounts for the specific fiscal year
3 Includes adjustments, rounding and discounts
Propery T ax Levies and Collections
$2,000,000
$12,000,000
$10,000,000
$8,000,000
$6,000,000
$4,000,000
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comprehensive annual financial report page 119
1-
CITY OF ASHLAND, OREGON
ELECTRIC UTILITY USAGE
IN KILOWATT HOURS (kwh)
for the last ten fiscal years - Unaudited
2008
2007
2006
Electric:
Commercial 59,730,031 59,796,009 58,939,938 58,199,994 57,257,258
Governmental 18,328,996 16,771,812 17,684,660 17,522,640 16,826,746
Municipal 6,231,719 5,911,482 5,798,328 6,015,412 6,181,644
Residential 95,853,685 91,324,747 90,977,982 89,045,820 86,225,218
Electric Usage Total 180,144,431 173,804,050 173,400,908 170,783,866 166,490,866
Total Electric Revenue $ 11,638,234 $ 10,118,284 $ 9,978,512 $ 9,779,099 $ 9,022,608
Average Consumption Rate per kwh $ 0.065 $ 0.058 $ 0.058 $ 0.057 $ 0.054
SPA Surcharge Revenue $ 1,016,152 $ 1,123,490 $ 1,133,645 $ 1,266,655 $ 1,329,577
Average Surcharge per Consumed kwh $ 0.006 $ 0.006 $ 0.007 $ 0.007 $ 0.008
2005
2004
Electric Utility
Average Rate History
per kwh
$0.07
$0.06
$0.05
$0.04
$0.03
$0.02
$0.01
$-
1999 2000 2001
2002 2003 2004 2005 2006 2007 2008
[----- -- - -----.--------------.---- _._--------_._--~--
..___AlA9rage Consumption Rate per kwh -.-,AlA9rage Surcharge per Consumed kwh.
----.----..------.-_._____n..____....________...___ _____ ___'_ _,._~_.__
1 Council implemented the surcharge due to increasing costs and changes in the wholesale power industry in FY 2002
2008 2007 2006 2005 2004
Demand:
Commercial 159,430 164,228 160,133 156,388 156,476
Gove rnm ental/Municipal 65,931 69,856 68,828 67,529 65,457
Demand Usage Total 225,361 234,084 228,961 223,917 221,933
Total Demand Revenue $ 429,220 $ 490,039 $ 463,244 $ 453,221 $ 422,209
Average Demand Rate per kwh $ 1.905 $ 2.093 $ 2.023 $ 2.024 $ 1.902
The cost of supplying electric service depends not only upon the amount of energy (kwh) provided, but also upon the rate (kwh demand) at
which it is consumed, since this factor is ultimately reflected in the amount of distributing capactty which must be kept available.
Note: The revenue shown above is only for the categories listed. These categories represent approximately 90% of the total charges for
services which ca n be seen on page 104.
page 120 city of ashland
CITY OF ASHLAND, OREGON
ELECTRIC UTILITY USAGE
IN KILOWATT HOURS (kwh)
for the last ten fiscal years - Unaudited (continued)
2003
2002
2001
2000
1999
56,017,453 53,220,997 52,714,544 51,407,937 51,867,428
16,009,661 16,620,796 20,273,391 17,388,770 15,637,206
5,785,074 4,957,496 2,807,439 3,957,069 3,794,375
85,158,420 82,490,010 86,856,040 83,216,352 88,819,268
162,970,608 157,289,299 162,651,414 155,970,128 160,118,277
$ 8,236,862 $ 7,570,069 $ 7,074,783 $ 6,794,532 $ 6,953,048
$ 0.051 $ 0.048 $ 0.043 $ 0.044 $ 0.043
$ 994,166 $ 610,887 NA NA NA
$ 0.006 $ 0.004 NA NA NA
Average Demand Rate per kwh
$2.500
$0.500
$2.000
$1.500
$1.000
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2003 2002 2001 2000 1999
155,538 146,098 148,608 147,439 149,218
62,436 61,760 63,126 58,607 53,353
217,974 207,858 211,734 206,046 202,571
$ 384,340 $ 349,766 $ 325,045 $ 314,276 $ 310,204
$ 1.763 $ 1.683 $ 1.535 $ 1.525 $ 1.531
comprehensive annual financial report page 121
.--
-------------..... -------"._..,.._.~..-
CITY OF ASHLAND, OREGON
RATIO OF NET GENERAL OBLIGATION BONDED DEBT TO ASSESSED VALUE AND
NET GENERAL OBLIGATION BONDED DEBT PER CAPITA
for the last ten fiscal years - Unaudited
Ratio of
Debt Net Net
Fiscal Servi ce Enterprise Debt General Bonded Net
Year Gross Fund Fund Payable from Obligation Debt to Bonded
Ended Percenta ge Assessed Bonded Monies Monies Enterprise Bonded Assessed Debt per
June 30, Population 1 Change Va lue 2 Debt 3 Available Ava i1able Revenues 4 Debt Value Capita
2008 21,800 1.73% $1,875,310,040 $44,138,466 $1 ,246,509 $1,751,369 $38,652,249 $18,840,000 1.00% 864.22
2007 21,430 2.63% 1 ,766,496,299 46,090,591 479,262 40,456,883 19,425,000 1.10% 906.44
2006 20,880 1.41% 1,674,614,942 49,105,540 459,095 1,913,648 41,842,256 19,770,000 1.18% 946.84
2005 20,590 0.78% 1,595,270,690 48,595,783 423,842 1,913,648 43,614,513 20,045,000 1.26% 973.05
2004 20,430 1.49% 1,511,835,569 43,746,882 433,278 1,281,341 36,866,762 4,875,000 0.32% 239.11
2003 20,130 1.82% 1,423,894,752 42,804,005 282,293 1,913,648 38,884,073 5,280,000 0.37% 262.30
2002 19,770 0.82% 1,333,040,730 41,503,298 136,978 2,830,609 32,700,711 5,835,000 0.44% 295.14
2001 19,610 0.62% 1,240,116,210 34,976,385 132,019 694,697 27,799,669 6,350,000 0.51% 323.81
2000 19,490 1.40% 1,157,736,510 31,454,293 225,841 584,621 23,553,831 7,090,000 0.61% 363.78
1999 19,220 3.56% 1,088,136,230 14,715,508 522,083 333,888 12,484,537 1,375,000 0.13% 71.54
Source:
1 Center for Population Research and Census, Portland State University
2 County Assessor Tax Roll Property Value Records
3 City Financial Records - includes all long-term general obligation debt, including general obligation special assessments,
general obligation bonds and general obligation warrants from City of Ashland financial records
4 Includes general obligation debt paid from Hospital Enterprise Fund operations, Utility Services Revenue Fund
operations and special assessment payments from benefited property owners
Net Bonded Debt Per Capita
Last Ten Years
1,000.00
900.00
800.00
700.00
600.00
500.00
400.00
300.00
200.00
100.00
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page 122 city of ashland
CITY OF ASHLAND, OREGON
RATIO OF ANNUAL DEBT SERVICE EXPENDITURES FOR
GENERAL BONDED DEBT TO TOTAL GENERAL EXPENDITURES
for the last ten fiscal years - Unaudited
Ratio of
Total Debt Service
Fiscal Year Total General to Ge neral
Ended Debt Governmental Governmental
June 30, Principal Interest Service 1 Expend itures Expenditures
2008 $ 220,000 $ 24,750 $ 244,750 $ 20,241 ,350 1.2%
2007 205,000 34,836 239,836 18,877,775 1.3%
2006 195,000 62,360 257,360 17,302,206 1.5%
2005 185,000 187,607 372,607 17,278,171 2.2%
2004 185,000 196,353 381,353 19,656,207 1.9%
2003 170,000 199,068 369,068 22,293,115 1.7%
2002 280,000 188,809 468,809 13,724,000 3.4%
2001 210,000 232,044 442,044 12,021,000 3.7%
2000 215,000 96,081 311,081 10,626,000 2.9%
1999 145,000 144,515 289,515 10,427,000 2.8%
1 Includes General, Special Revenue Funds, and Debt Service Funds
Ratio of Debt Service to General Governmental Expenditures
Last Ten Years
4.0%
3.5%
3.0%
2.5%
2.0%
1.5%
1.0%
0.5%
0.0%
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comprehensive annual financial report page 123
T--
----_._--~-----..__..._._._._-_."._.,--,--_..__..._-,.-
CITY OF ASHLAND, OREGON
PLEDGED REVENUE COVERAGE
WATER FUND
for the last ten fiscal years - Unaudited
Fiscal Year F utu re Rate Net Revenues Debt Service Requirements 4
Ended Gross Operating Stabilization Available for
June 30, Revenues Expenses Offset 3 Debt Service Principal Interest Total Coverage
2008 $4,181,852 $ 3, 166, 159 1,015,693 $335,000 $127,406 $ 462 ,406 2.20
2007 4,429,216 3,348,682 1,080,534 325,000 134,006 459,006 2.35
2006 4,299,753 2,878,596 1 ,421,157 320,000 140,456 460,456 3.09
2005 4,182,066 1 1,718,464 2 2,463,602 320,000 146,856 466,856 5.58
2004 3,960,509 1 2,765,557 2 1,194,952 345,000 127,347 472,347 2.53
2003 3,605,602 2,529,243 100,000 976,359 365,487 391,227 756,714 1.42
2002 3,634,789 2,020,392 600,000 1,014,397 150,000 179,888 329,888 3.07
2001 3,464,218 2,252,410 600,000 611,808 140,000 187,502 327,502 1.87
2000 3,241,760 2,358,054 883,706 135,000 194,518 329,518 2.68
1999 2,794,002 1,868,660 925,342 125,000 200,955 325,955 2.84
1998 2,477,079 1,621,087 855,992 120,000 206,837 326,837 2.62
1 Total Operating Revenues including System Development Charges
2 Total operating expenses not including Interfund Loan, Capital Outlay, Existing Debt, and Franchise Taxes paid
3 Gross revenues in excess of those necessary to meet current debt service obligations by covenant available
to assure coverage in future fiscal periods
4 Includes Revenue Bond principal and interest amounts transferred to registered paying agent irrespective of actual bond maturities
page 124 city of ashland
CITY OF ASHLAND, OREGON
RATIOS OF OUTSTANDING DEBT BY TYPE
Last Five Years
Notes and Contracts
Governmental Activities
Fiscal Year General Percent of
Ended Obligation Assessed Promissory OECDD Per
June 30, Bonds Value Notes Loans Capita 1
2008 $ 18,160,000 0.97% $ 740,079 $ 1,587,138 939.78
2007 18,575,000 1.05% 888,158 1,754,932 990.11
2006 1,155,000 0.07% 1,064,610 1,920,692 198.29
2005 1,795,000 0.11% 1,233,611 2,079,804 248.10
2004 2,885,000 0.19% 8,709,957 2,232,048 676.80
2003 3,420,000 0.24% 9,263,423 2,249,447 741.82
Business - type Activities
Fiscal Year General Percent of
Ended Obligation Assessed Revenue Bonds DEQ Per
June 30, Bonds Value and Notes Loan Capita
2008 $ 680,000 0.04% $ 4,284,000 $18,687,249 1,084.92
2007 850,000 0.05% 4,315,000 19,711,883 1,160.84
2006 18,625,000 1.11% 4,640,000 20,702,256 2,105.71
2005 18,265,000 1.14% 4,960,000 21,659,513 2,179.92
2004 2,050,817 0.14% 5,280,000 22,584,762 1,464.30
2003 1,860,000 0.13% 5,625,000 23,4 79,073 1,538.21
Per Capita is calculated using the total debt for the category divided by population shown on Ratio of Net General Obligation Bonded
Debt to Assessed Value Schedule
OECDD - Oregon Economic and Community Development Department
DEQ - Oregon Department of Environmental Quality
comprehensive annual financial report page 125
---------.- -- "--'-_._-_._.__._._...._....._,-.-....._~....".
CITY OF ASHLAND, OREGON
LEGAL DEBT MARGIN
Last Ten Years
For the Fiscal Year Ended June 30,
2008 2007 2006 2005 2004
True Cash Val ue $4,000,418,984 $3,788,568,503 $3,266,109,773 $2,827,489,200 $2,450,551,643
Legal Debt Margin
Debt Limit (3% of true cash value) $ 120,012,570 $ 113,657,055 $ 97,983,293 $ 84,824,676 $ 73,516,549
Net Bonded Debt:
Gross bonded debt 18,840,000 19,425,000 19,780,000 20,045,000 4,875,000
Less amounts exempted:
Water (25,000) (50,000) (60,000) (85,000) (100,000)
Special assessment
Refunding
Water Refunding (655,000 ) (800,000) (940,000) (1,075,000) (1,205,000)
Total debt applicable to margin 18,160,000 18,575,000 18,780,000 18,885,000 3,570,000
LEGAl DEBT MARGIN $ 101 ,852,570 $ 95,082,055 $ 79,203,293 $ 65,939,676 $ 69,946,549
Legal Debt Margin
Compared to Debt Limit
Last Ten Years
$140,000,000
$120,000,000
$80,000,000
I:J Debt Limit (3%
of true cash
val ue)
$100,000,000
$60,000,000
$40,000,000 .
. Legal Debt
Margin
$20,000,000
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page 126 city of ashland
CITY OF ASHLAND, OREGON
LEGAL DEBT MARGIN
Last Ten Years (continued)
For the Fiscal Year Ended June 30,
2003 2002 2001 2000 1999
$2,327,582,133 $1,943,471,450 $1,240,116,210 $1,157,736,510 $1,089,529,060
$ 69,827,464 $ 58,304,144 $ 37,203,486 $ 34,732,095 $ 32,685,872
5,280,000 6,135,000 6,530,000 7,090,000 4,255,000
(125,000) (145,000) (165,000) (185,000) (205,000)
(55,000) (180,000) (255,000 ) (335,000)
(75,000) (325,000) (550,000) (765,000) (980,000)
(1,325,000) (1,440,000) (1,555,000) (1 ,670,000) (1,695,000)
3,755,000 4,170,000 4,080,000 4,215,000 1,040,000
$ 66,072,464 $ 54,134,144 $ 33,123,486 $ 30,517,095 $ 31,645,872
comprehensive annual financial report page 127
------~"---_.-._,_._----,--,....-._--_..,--,.__._.-
CITY OF ASHLAND, OREGON
COMPUTATION OF LEGAL DEBT MARGIN
June 30, 2008 - Unaudited
True cash value $ 4,000,418,984
3% of the true cash value 0.03
$ 120,012,570
NET BONDED DEBT:
Gross bonded debt 18,840,000
Less amounts exempted:
Water (25,000)
Water Refunding (655,000)
Total debt applicable to margin 18,160,000
LEGAL DEBT MARGIN $ 101,852,570
ORS 287.004 provides a debt limit of 3% of the true cash value
of all taxable property within the Municipality's boundaries.
According to ORS 287.004, the 30/0 limitation does not apply to
bonds issued for water, sanitary or storm sewers, sewage disposal
plants, hospitals, power or lighting purposes, nor to bonds issued
pursuant to applications to pay assessments for improvements or
installments for benefited property owners.
Source: Jackson County Assessor's Office
Audited Financial Statements
Oregon Revised Statutes (ORS) 287.004
page 128 city of ash/and
CITY OF ASHLAND, OREGON
COMPUTATION OF DIRECT AND OVERLAPPING BONDED DEBT
GENERAL OBLIGATION BONDS
June 30, 2008 - Unaudited
Net General
Obligation Percentage Amount
Bonded Debt Applicable Applicable
Jurisdiction Outstanding to City to City
Direct:
City of Ashland $ 18,840,000 100.000/0 $ 18,840,000
Overlapp ing
Jackson County 38,561,021 13.540/0 5,221,162
School District #5 44,775,000 80.410/0 36,003,578
Rogue Community College 43,615,000 9.940/0 4,335,331
$ 126,951 ,021 $ 45,560,071
$ 145,791 ,021 $ 64,400,071
Source: State of Oregon, Office of Treasurer
City of Ashland
Bonded Debt Compared to Overall Debt Applicable to the City
City of Ashland
comprehensive annual financial report page 129
I .
-------------
CITY OF ASHLAND, OREGON
PRINCIPAL EMPLOYERS
Current Year and Ten Years Ago
2008
Employer
Perce ntage of
Total City
Employees Employment
Southern Oregon University
Ashland Community Hospital
Oregon Shakespeare Festival
Ashland Public Schools
City of Ashland*
Butler Ford
Pathway Enterprises
Ashland Food Cooperative
Professional Tool Mfg. LLC
Prestige Care (Linda Vista)
850 9.44%
410 4.56%
398 4.42%
350 3.89%
229 2.54%
160 1.78%
140 1.56%
1 30 1.44 %
1 00 1. 11 %
75 0.83%
Total
2,842 31.58%
Estimated Total City Employment
9,000
1999
Employer
Percentage of
Total City
Employees Employment
Southern Oregon State College
Public Schools
Oregon Shakespeare Festival
Ashland Community Hospital
Southern OR Training & Habilitation
City of Ash land*
Darex Corporation
Butler Ford
Linda Vista Care
Parson's Pine Products
740 12.33%
382 6.37%
430 7.17%
264 4.40%
246 4.10%
197 3.28%
135 2.25%
100 1.67%
85 1.42%
71 1.18%
Total
2,650 44.17%
Estimated Total City Employment
6,000
Source: Ashland Chamber of Commerce
Oregon Employment Department
* Excludes Ashland Parks Commission
page 130 city of ash/and
CITY OF ASHLAND, OREGON
DEMOGRAPHIC STATISTICS
for the last ten fiscal years - Unaudited
Fiscal Year Per Total Unemployment
Ended Percentage Capita Personal School Rate
June 30, Population 1 ChanQe Income 2 Income 4 Enrollment 3 Jackson Co. 2
2008 21 ,800 1.73% N/A N/A 3,000 6.7%
2007 21 ,430 2.63% N/A N/A 3,000 5.6%
2006 20,880 1.41% 31,785 6,255,659 2,777 5.7%
2005 20,590 0.78% 30,239 5,860,640 2,920 6.2%
2004 20,430 1.49% 28,531 5,502,474 3,138 7.3%
2003 20,130 1.82% 26,477 5,214,284 3,321 6.8%
2002 19,770 0.82% 25,772 4,939,787 3,393 6.6%
2001 19,610 0.62% 24,917 4,780,747 3,411 5.9%
2000 19,490 1.40% 23,914 4,530,926 3,258 5.7%
1999 19,220 3.56% 22,649 4,286,867 3,309 6.4%
1 Center for Population and Research and Census,
and Portland State University
2 Bureau of Econom ic Analysis
3 Ashland School District
4 Bureau of Economic Analysis, in thousands of dollars
Population Growth
Last Ten Years
22,000
18,000
21,000
20,000
19,000
17,000
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-------.---_.. -
CITY OF ASHLAND, OREGON
SCHEDULE OF MAJOR INSURANCE IN FORCE
June 30, 2008
Company Coverage Policy Period General Aggregate/Each Premium
Occurrence
City County Insurance Services General Liability 07/01/2007-07/01/2008 $ 15,000,000/ $ 5,000,000 $ 157,583
Commercial General Liability 07/01/2007-07/01/2008 $ 15,000,000/ $ 5,000,000
Public Officials Liability 07/01/2007-07/01/2008 $ 15,000,000/ $ 5,000,000
Employment Practices 07/01/2007-07/01/2008 $ 15,000,000/ $ 5,000,000
Occurrence 07/01/2007-07/01/2008 $ 15,000,000/ $ 5,000,000
Automobile Liability 29,750
Scheduled Autos 07/01/2007-07/01/2008 None / $ 5,000,000
Hired Autos 07/01/2007-07/01/2008 None / $ 5,000,000
Non-Owned Autos 07/01/2007-07/01/2008 None / $ 5,000,000
Auto Physical Damage 6,719
Scheduled Autos 07/01/2007-07/01/2008 Per Filed Value
H ired Autos 07/01/2007-07/01/2008 Per Filed Value
Non-Owned Autos 07/01/2007-07/01/2008 Per Filed Value
Property 77,183
Buildings 07/01/2007-07/01/2008 Per Filed Value
Mobile Equipment 07/01/2007-07/01/2008 Per Filed Value
Replacement Cost of
Boiler and Machinery 07/01/2007-07/01/2008 Machinery & Equipment not 5,865
covered elsewhere
Excess Crime 07/01/2007-07/01/2008 Per Loss! $250,000 445
Northwest Insurance Group, Inc. Airport Liability 07/01/2007-07/01/2008 $4,000,0001$4,000,000 5,189
The Hartford Flood 10/23/2007-10/23/2008 $ 54,200 766
Safety National Casualty Corp. Workers' Compensation 07/01/2007-07/01/2008 6,000
Self-Insured Bond
Excess Workers' 07/01/2007-07/01/2008 $ 1,000,000/ $ 1,000,000
Compensation 25,479
page 132 city of ash/and
CITY OF ASHLAND, OREGON
CITY EMPLOYEE BY FUNCTION/PROGRAM
For the Fiscal Year Ended June 30,
Function/Program 2008 2007 2006 2005 2004
Administration 3.06 3.00 3.00 3.00 3.00
Human Resources 3.00 3.00 2.00 2.00 2.00
Legal 3.50 3.50 3.50 3.50 3.50
Information Technology 7.60 7.60 7.60 6.45 4.95
Finance 15.75 15.50 17.50 16.50 15.80
Municipal Court 4.15 4.15 4.15 3.75 3.00
City Recorder/Treasurer 2.00 2.00 2.00 2.00 2.00
Police 39.30 40.30 39.80 39.80 37.30
Fire 35.40 35.40 35.00 34.00 32.00
Streets 10.20 10.20 10.20 9.70 9.45
Water 16.30 16.30 14.80 14.80 13.70
Wastewater 11.80 11.80 11.80 11.80 12.55
Public Works Administration 8.00 8.00 8.00 8.00 6.75
Engineering 6.00 6.00 6.00 6.00 5.75
Facilities Maintenance/Cemetery 4.00 4.00 4.00 4.00 4.00
Fleet Maintenance 3.50 3.50 3.50 3.50 3.60
Planning 11.00 11.50 10.50 8.65 8.45
Building 5.40 6.50 6.50 6.55 6.55
Electric 18.10 18.10 18.10 17.15 14.40
Telecommunication 7.55 7.55 8.05 9.65 8.65
Conservation 3.00 3.00 3.00 2.80 3.00
Senior Program * * * 1.75 1.75
Subtotal 218.61 220.90 219.00 215.35 202.15
Parks 50.55 48.45 48.45 45.90 37.40
Total 269.16 269.35 267.45 261.25 239.55
* Senior Program included in Parks in 2006
2004 figures do not include temporary employees
The city implemented GASB Statement No. 34 in fiscal year 2003 therefore some of the tables
presenting government-wide information include only six years.
comprehensive annual financial report page 133
CITY OF ASHLAND, OREGON
OPERATING INDICATORS BY FUNCTION/PROGRAM
Last Ten Years
Fun ction/Program 2008 2007 2006 2005 2004
Police
Physical Arrests, Juvenile and Adult 2,4 89 2,748 2,607 2,004 2,293
Traffic Violations 2,600 3,036 3,773 4,608 4,405
Fire
Fire Alarm Responses 500 457 425 415 388
Emergency Medical Responses 3,022 2,955 2,716 2,952 2,428
Non-emergency Public Service Responses 76 87 109 100 90
Code Enforcement Plans Review 440 495 535 644 721
Total Calls for Service 3,590 3,534 4,000 3,285 3,186
Total Ambulance Patient Transports 1,700 1,616 1,511 1,243 1,274
Water
Service Connections 8,291 8,281 7,870 7,764 7,609
Daily Average Consumption in Millions of Gallons 3.4 4 4 3 4
Maximum Daily Capacity of Plant in Million Gallons 8 8 8 8 8
Sewer
Service Connections 8,153 8,129 7,722 7,583 7,455
Daily Average Treatment in Million Gallons 2.2 2 2 2 2
Maximum Daily Capacity in Million Gallons 4 4 4 4 4
Electric
Service Connections 12,479 11,780 11,277 11,062 10,561
Telecommunication s
Cable TV - 3 3,095 3,170 3,100
Cable Modem 4,153 3,988 3,823 3,686 3,4 35
Potential Station Capacity 424 424 140 161 161
1 Identifies correction to capacity
2 Identifies the implementation of new software that correctly accounts for crimes
3 Cable TV outsourced
page 134 city of ash/and
CITY OF ASHLAND, OREGON
OPERATING INDICATORS BY FUNCTION/PROGRAM
Last Ten Years (continued)
2003 2002 2001 2000 1999
2,412 2 300 287 287 363
5,858 4,358 3,283 3,283 4,150
319 272 313 313 225
2,294 2,404 1,964 1,964 1,600
127 78 78 78 84
643 475 NA NA NA
2,922 2,740 2,630 NA NA
989 863 793 NA NA
7,419 7,214 7,200 6,662 6,662
3 3 4 3 3
8 10 10 10 10
7,290 7,091 7,046 6,546 6,546
2 2 2 2 2
4 6 10 6 6
10,374 10,4 90 10,441 10,105 9,884
2,961 2,4 99 NA NA NA
3,040 2,323 NA NA NA
161 161 161 161 161
comprehensive annual financial report page 135
CITY OF ASHLAND, OREGON
CAPITAL ASSETS AND INFRASTRUCTURE
STATISTICS BY FUNCTION/PROGRAM
Last Ten Years
Function/Program 2008 2007 2006 2005 2004
Police
Stations 1 1 1 1 1
Contact Station 1 NA NA NA NA
Patrol Units (vehicles) 8 8 8 8 8
Sworn Officers 27 27 27 27 30
Fire
Stations 2 2 2 2 2
Fire Fighters 31 31 31 31 31
Streets
Miles of Paved Streets 100 100 100 100 97
Miles of Gravel Streets 11 10 14 14 17
Miles of Storm Sewers 89 85 85 84 76
Water
Miles of Water Mains 124 124 124 124 121
Hydrants 1,154 1,115 1,142 1,131 1,069
Sewer
Miles of Sanitary Sewers 110 110 110 108 106
Treatment Plant 1 1 1 1 1
1 Identifies implementation of GIS system
page 136 city of ash/and
CITY OF ASHLAND, OREGON
CAPITAL ASSETS AND INFRASTRUCTURE
STATISTICS BY FUNCTION/PROGRAM
Last Ten Years (continued)
2003 2002 2001 2000 1999
1
NA NA NA NA NA
6 6 6 6 6
29 29 26 26 26
2 2 2 2 2
27 28 24 24 24
97 78 81 78 78
19 20 7 1 5 5
55 60 55 1 14 14
115 94 90 1 55 55
1,000 987 972 875 875
106 86 88 86 86
1 1 1 1 1
comprehensive annual financial report page 137
---~
CITY OF ASHLAND, OREGON
CAPITAL ASSETS AND INFRASTRUCTURE
STATISTICS BY FUNCTION/PROGRAM
Last Ten Years (continued)
Function/Program 2008 2007 2006 2005 2004
Electric
Street Lights 1,802 1,802 1,771 1,707 1,338
Electrical Transformers 1,982 1,982 1,973 1,943 1,851
Poles 3,4 53 2,551 2,559 3,501 2,511
Substations 3 3 3 3 3
Telecommunications
Miles of Fiber 25 25 29 25 25
Miles of Coax 117 117 110 117 117
Parks and Recreation
Community Centers 3 3 3 3 3
Parks 19 19 19 19 19
Park Acreage 640 640 640 637 637
Golf Courses 1 1 1 1 1
Swimm ing Pools 1 1 1 1 1
Ice Skating Rinks 1 1 1 1 1
Skateboard Parks 1 1 1 1 1
Tennis Courts 12 12 12 12 12
Trails (miles) 29 29 29 29 29
Health Care
Hospital 1 1 1 1 1
Hospital Beds 49 60 49 49 49
Education
Elementary Schools 3 3 3 3 4
Elementary School Instructors 59 59 59 61 58
Secon dary Schools 2 2 2 2 2
Secondary School Instructors 106 106 106 106 90
State Universities 1 1 1 1 1
page 138 city of ash/and
CITY OF ASHLAND, OREGON
CAPITAL ASSETS AND INFRASTRUCTURE
STATISTICS BY FUNCTION/PROGRAM
Last Ten Years (continued)
2003 2002 2001 2000 1999
1,283 1,276 1,895 1,895 1,872
1,815 2,030 1,864 1,864 1,824
2,501 2,501 2,742 2,742 2,734
3 3 3 3 3
35 30 10 10 10
117 120 120 120 90
3 3 3 3 3
19 19 19 17 17
637 637 637 535 535
1 1 1 1 1
1 1 1 1 1
1 1 1 1 1
1 1 1 NA NA
12 12 12 12 12
NA NA NA NA NA
1 1 1 1 1
49 49 49 49 49
5 5 5 5 5
69 93 93 93 93
2 2 2 2 2
102 116 116 116 116
1 1 1 1 1
comprehensive annual financial report page 139
----. ---
AUDIT COMMENTS
AND
DISCLOSURES REQUIRED BY STATE REGULATIONS
comprehensive annual financial report page 141
I --
Oregon Administrative Rules 162-10-050 through 162-10-320, the Minimum
Standards for Audits of Oregon Municipal Corporations, prescribed by the
Secretary of State in cooperation with the Oregon State Board of
Accountancy, enumerate the financial statements, schedules, comments
and disclosures required in audit reports. The required financial
statements and schedules are set forth in preceding sections of this report.
Required comments and disclosures related to the audit of such
statements and schedules are set forth following.
comprehensive annual financial report page 143
or.
PAULY, ROGERS AND CO., P.C.
CERTIFIED PUBLIC ACCOUNTANTS
e
· 12700 S.W. 72nd Avenue · Tigard, Oregon 97223
· PHONE (503) 620-2632 · FAX (503) 684-7523
October 21, 2008
2007-2008 AUDITORS' COMMENTS AND DISCLOSURES
Oregon Administrative Rules 162-10-000 through 162-16-000 the Minimum Standards for Audits of Oregon
Municipal Corporations enumerate the financial statements, schedules, comments and disclosures required in
audit reports. The required statements and schedules are set forth in preceding pages of this report. Required
comments and disclosures related to our audit of such statements and schedules are set forth as follows:
REPORT ON INTERNAL ACCOUNTING CONTROL
We have audited the basic financial statements of the City of Ashland, Jackson County, Oregon, for the year
ended June 30, 2008 and have issued our report thereon dated October 21,2008.
We conducted our audit in accordance with auditing standards generally accepted in the United States of
America. Those standards require that we plan and perform the audit to obtain reasonable assurance about
whether the basic financial statements are free of material misstatement.
The management of the City of Ashland, Jackson County, Oregon, is responsible for establishing and maintaining
a system of internal accounting control. In fulfilling this responsibility, estimates and judgments by management
are required to assess the expected benefits and related costs of control procedures. The objectives of an
internal control structure are to provide management with reasonable, but not absolute, assurance that assets are
safeguarded against loss from unauthorized use or disposition and that transactions are executed in accordance
with management's authorization and recorded properly to permit preparation of financial statements in
accordance with generally accepted accounting principles. Because of inherent limitations in any system of
internal accounting control, errors or irregularities may nevertheless occur and not be detected. Also, projection
of any evaluation of the system to future periods is subject to the risk that procedures may become inadequate
because of changes in conditions or that the degree of compliance with the procedures may deteriorate.
In planning and performing our audit of the basic financial statements of the City of Ashland, Jackson County,
Oregon, for the year ended June 30, 2008, we obtained an understanding of the internal control structure. With
respect to the internal control structure, we obtained an understanding of the design of relevant policies and
procedures and whether they have been placed in operation, and we assessed control risk in order to determine
our auditing procedures for the purpose of expressing our opinion on the basic financial statements and not to
provide an opinion on the internal control structure. Accordingly, we do not express such an opinion.
A material weakness is a significant deficiency in which the design or operation of one or more of the specific
internal control structure elements does not reduce to a relatively low level the risk that errors and irregularities in
amounts that would be material in relation to the basic financial statements being audited may occur and not be
detected within a timely period by employees in the normal course of performing their assigned functions. We
noted no matters involving the internal control structure and its operations that we consider to be material
weaknesses as defined above.
page 144 city of ash/and
2007-2008 AUDITORS' COMMENTS AND DISCLOSURES
REPORT ON INTERNAL ACCOUNTING CONTROL (CONTINUED)
Our consideration of the internal control structure would not necessarily disclose all matters in the internal control
structure that might be significant deficiencies and, accordingly, would not necessarily disclose all significant
deficiencies that are also considered to be material weaknesses as defined above. We have issued a report on
significant deficiencies dated October 21,2008.
These factors were considered in determining the nature, timing and extent of the audit tests to be applied in 01
audit of the 2008 basic financial statements, and this report does not affect our report on the basic finand
statements dated October 21, 2008.
This report is intended solely for the information and use of the council, audit committee, management, federal
awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other
than these specified parties.
ACCOUNTING RECORDS
The City's accounting records were adequate for audit.
BUDGET TRANSACTIONS
Expenditures of the various funds appeared to be within authorized appropriations.
2007-2008 and 2008-2009 BUDGETS
The budgets adopted by the City for the current and ensuing fiscal year were examined during the audit. Based
on our testing, it was determined that budget preparation and adoption procedures followed by the City were in
compliance with the Oregon Local Budget Law.
STATE HIGHWAY FUNDS
The City's compliance with requirements of Article IX, Section 3a of the Oregon Constitution and ORS 294 and
373 was reviewed, and based upon our testing, were found to comply with the restrictions on the use of revenue
from taxes on motor vehicle use and fuel.
COLLATERAL SECURING BANK DEPOSITS
We are not aware of any failure to comply with legal requirements related to the amount and adequacy of
collateral pledged by depositories to secure funds of the City.
comprehensive annual financial report page 145
2007-2008 AUDITORS' COMMENTS AND DISCLOSURES
INVESTMENTS
The City's investments for the year ending June 30,2008, were reviewed and, based upon our testing, appeared
to comply with the legal requirements pertaining to the investment of public funds contained in ORS 294.035.
PUBLIC CONTRACTS AND PURCHASING
The City's procedures for awarding public contracts were reviewed, and based upon our testing, we found no
instances of non-compliance with ORS Chapter 279 during 2007-2008.
INSURANCE AND FIDELITY BONDS
We are not aware of any failure to comply with legal requirements relating to insurance and fidelity bonds,
however, we are not competent by training and experience to comment on the adequacy of insurance coverage.
We recommend the City consult appropriate advisers related to these issues.
STATUTORY BONDED DEBT LIMITATION
The City's bonded debt outstanding appeared to be within the limitation established by Oregon Law.
PROGRAMS FUNDED FROM OUTSIDE SOURCES
We reviewed and tested, to the extent we considered necessary in the circumstances, transactions and reports
relative to federal and state grant programs. Our reports concerning grant compliance and a schedule of
expenditures of federal awards are contained in this report in the grant compliance review section.
~ r ~r:s 4./~/ /?C
PAULY, ROGERS AND CO., P.C.
page 146 city of ash/and
GOVERNMENT AUDITING STANDARDS
COMPLIANCE REPORTS
comprehensive annual financial report page 147
I ---
CITY OF ASHLAND
SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
Forthe year ended June 30, 2008
Federal Pass through Progra m or Cumulative
CFDA Grantor's Award Disbursements /
Federal Grantor/Pass-Through Grantor Program Title Number Num ber Amount Expend itures
Oregon Military Department
Office of Emergency Management
State Homeland Security Program 11/01/2007-05/31/2010 97.073 07-201 $ 34,437.00 $ 12,578.00
Oregon Military Department
Office of Emergency Management
Citizen Corps Program 11/01/2007-05/31/2010 97.053 07-101 $ 10,000.00 $ 4,965.00
Oregon Office of Homeland Security
Criminal Justice Services Division
Citizen Corps Program 09/01/2006-06/30/2008 97.053 06-101 $ 35,542.00 $ 13,515.00
United States Department of Agriculture
Federal Financial Assistance Award
Ashland Wildfire Mitigation Project 2004-DG-
06/22/2004-12/31/2007 10.672 11062764-003 $ 250,000.00 $ 154,996.00
Federal Aviation Administration
Nonprimary Allocation 20.106 3-41-0002-07 $ 227,900.00 $ 129,645.00
United States Department of Housing and Urban Development
Community Development Block Grant Program
07/01/2007-06/30/2008-Grant Award 14.218 B07MC410008 $ 212,738.00 $ 42,457.00
07/01/2006-06/30/2007 -Unallocated Carryover 14.218 B06MC410008 32,000.00 23,333.00
07/01/2005-06/3012006-Unallocated Carryover 14.218 B05MC410008 7.00
07/01/2003-06/30/2004-Reprogrammed into FY08 14.218 B03MC410008 13,800.00
TOTAL CDBG $ 258,545.00 $ 65,790.00
TOTAL FEDERAL ASSISTANCE $ 816,424.00 $ 381,489.00
comprehensive annual financial report page 149
CITY OF
ASHLAND
Council Communication
Meeting Date:
Department:
Secondary Dept.:
Approval:
Formation of a New Transportation Commission
November 18,2008 Primary Staff Contact: Mike Faught 552-2411
Public Works Engineering E-Mail: faughtm@ashland.or.us
Com Dev / Leg Secondary Contact: Jim Olson 552-2412
Martha Benne Estimated Time: 5 Minutes
Question:
Should the City Council conduct and approve the Second Reading of an ordinance titled "An
Ordinance Amending Chapter 2, Administration, Adding Section 2.13 Transportation Commission;
Repealing Section 2.22 Bicycle and Pedestrian Commission and Repealing Section 2.26 Traffic Safety
Commission"?
Staff Recommendation:
Staff recommends Council approval of the Second Reading of an ordinance titled "An Ordinance
Amending Chapter 2, Administration, Adding Section 2.13 Transportation Commission; Repealing
Section 2.22 Bicycle and Pedestrian Commission and Repealing Section 2.26 Traffic Safety
Commission" by title only.
Background:
Previous Council Actions
October 1. 2007 Council Study Session: The Council heard a staff report regarding
recommendations from the Transportation Financing Task Force. One of the many
recommendations included one to evaluate combining the current Bicycle and Pedestrian
Commission and the Traffic Safety Commission into one Transportation Commission.
June 3. 2008: The Council heard a staff report recommending the formation of the proposed
new Transportation Commission combined with testimony from Matt Warshawsky,
Transportation Safety Commission Member, and Colin Swales, Transportation Safety
Commission Chair, supporting the formation of the new Transportation Commission. In
addition, Art Bullock provided testimony that the proposed Transportation Commission could
be successful with some focus on completing the TSP update, concern about "car focus" and
advocacy. Following the presentation and subsequent testimony the Council expressed concern
about the proposed sub-committee within the ordinance and requested the issue be discussed at
a future study session.
October 20. 2008 Council Study Session: The Council heard a staff presentation outlining the
specific powers and duties of the proposed new Transportation Commission. The Council then
provided staff recommended edits to the proposed ordinance.
October 23.2008 Traffic Safety Commission: Staff presented the Council's proposed edits to
the draft Transportation Commission Ordinance and the Traffic Safety Commission added an
edit to Section 2.13.010 (C).
Page 1 of2
rA'
~~ r
November 4. 2008
Draft ordinance was presented to council at first reading. Two additional elements to Section
2.13.101 (C) Powers and Duties were added by the City Council. Those edits were
incorporated into final ordinance as follows.
C. Powers and Duties.. Generallv. The Transportation Commission will review and make
recommendations on the following topics as it relates to all modes of Transportation:
1. Safety: will develop, coordinate and promote transportation safety programs;
2. Planning:
· Will review and serve as the primary body to develop recommendations to
the City's lone ranee transportation plans.
· Will review and make recommendations in Type III Planning Actions only
during the pre-application process. The meetings of the Transportation Commission are
not to be considered a part of any land use hearings process.
2.13.050 Traffic Sub-Committee.
B. Membership. The Traffic Sub-Committee consists of three regular members of the
Transportation Commission who shall sit concurrently on the full Commission. Sub-
committee members shall be appointed by the Transportation Commission Chair on a
rotating basis until all members have served. Terms are for six month intervals and
members may only sit for two consecutive terms at anyone time. The Public Works
Director shall determine what matters warrant Sub-Committee involvement and
meetines shall be convened on an as needed basis. Th~ Public Works Director or
designee will serve as staff liaison and recorder for these meetings.
Now that all of the edits to the Ordinance as recommended by the City Council and the Traffic Safety
Commission have been incorporated, the final step is to approve the Second Reading.
Related City Policies:
City Charter Article 10, Ordinance adoption provisions.
Council Options:
(1) Move to approve Second Reading of the ordinance Amending Chapter 2 of the AMC
adding Section 2.13 Transportation Commission and repealing Section 2.22 and Section 2.26.
Potential Motions:
Move to approve Second Reading of the ordinance Amending Chapter 2 of the AMC
adding Section 2.13 Transportation Commission and repealing Section 2.22 and Section 2.26.
Attachments:
· Revised Ordinance
Page 2 of2
--._~_.~.._--
ORDINANCE NO.
AN ORDINANCE AMENDING CHAPTER 2, ADMINISTRATION,
ADDING SECTION 2.13 TRANSPORTATION COMMISSION;
REPEALING SECTION 2.22 BICYCLE AND PEDESTRIAN COMMISSION AND
REPEALING SECTION 2.26 TRAFFIC SAFETY COMMISSION
WHEREAS, the City of Ashland wishes to modify its Code with regard to Administration
by adding a Transportation Commission ordinance to more closely coordinate
transportation related issues specifically as they relate to safety, planning, funding and
advocacy for all modes of transportation; and
WHEREAS, the City of Ashland wishes to reduce duplication by repealing in total
Section 2.22 Bicycle and Pedestrian Commission and Section 2.26 Traffic Safety
Commission;
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Repeal. Ashland Municipal Code 2.22 [Bicycle and Pedestrian
Commission] is hereby repealed in its entirety.
SECTION 2. Repeal. Ashland Municipal Code 2.26 [Traffic Safety Commission] is
hereby repealed in its entirety.
SECTION 3. New Section. Section 2.13 [Transportation Commission] is hereby added
to the Ashland Municipal Code to read as follows:
2.13 Transportation Commission
2.13.010 Established - Generallv.
A. Role. The Transportation Commission advises the City Council on transportation
related issues specifically as they relate to safety, planning, funding and advocacy
for bicycles, transit, parking, pedestrian and all other modes of transportation.
Members are responsible for reviews, studies, analysis and reports as required for
the City's transportation network, or as requested by the City Council.
B. Mission. The need for a Transportation Commission is emphasized in the
Transportation Element:
"Ashland has a vision - to retain our small-town character even while we grow.
To achieve this vision, we must proactively plan for a transportation system that
is integrated into the community and enhances Ashland's livability, character and
natural environment. '" The focus must be on people being able to move easily
through the city in all modes of travel. Modal equity then is more than just a
phase. It is a planning concept that does not necessarily imply equal financial
commitment or equal percentage use of each mode, but rather ensures that we
will have the opportunity to conveniently and safely use the transportation mode
of our choice, and allow us to move toward a less auto-dependent community."
Page 1 of 5
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c. Powers and Duties. Generallv. The Transportation Commission will review and
make recommendations on the following topics as it relates to all modes of
Transportation:
1. Safety: will develop, coordinate and promote transportation safety programs;
2. Planning:
· Will review and serve as the primary body to develop
recommendations to the City's long range transportation plans.
· Will review and make recommendations in Type III Planning Actions
only during the pre-application process. The meetings of the
Transportation Commission are not to be considered a part of any
land use hearings process.
3. Funding: will make recommendations to the City's transportation section of
the Capital Improvements Program;
4. Advocacy: will advocate and promote all modes of transportation to make
modal equity a reality.
· Facilitate coordination of transportation issues with other governmental
entities.
· Select one or more member liaisons to attend and participate in
meetings with other transportation related committees in the Rogue
Valley.
. Examine multi-modal transportation issues.
D. Powers and Duties. Specificallv. The Transportation Commission will review
and forward all traffic implementation regulations to the Public Works Director for
final approval and implementation of official traffic safety and functional activities.
2.13.020 Established - Membership.
A. Voting Members. The Transportation Commission shall consist of nine (9)
voting members as designated by the Mayor and confirmed by the council. Voting
members will all be members of the community at large and will represent a balance
of interest in all modes of transportation. The Chair will be elected among its
members annually. A vice chair will also be elected among its members to serve in
the chair's absence and who will succeed to the chair on April 30 following the
chair's term expiration.
Page 2 of 5
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B. Non-voting Ex Officio Membership. The Director of Public Works or designee
shall serve as the primary staff liaison and as Secretary of the Commission.
Including the staff liaison, there will be eleven (11) total non-voting ex officio
members who will participate as needed and will include one member of the Council
as appointed by the Mayor, Community Development & Planning, Police, Fire,
Southern Oregon University, Ashland Schools, Oregon Department of
Transportation, Rogue Valley Transportation District, Ashland Parks and Recreation,
Jackson County Roads. In addition to the eleven non-voting ex officio members, a
student member may be appointed and would serve as an additional non-voting ex
officio member.
2.13.030 Term and Vacancies.
A. Term. The term for each voting member shall be three years, expiring on April
30th.
B Initial Term Transition. Three of the nine members shall be appointed to initial
terms expiring April 30, 2010; three of the nine shall be appointed to initial terms
expiring April 30, 2011; and three shall be appointed to initial terms expiring April 30,
2012. Following these initial terms, all members shall serve for 3 year terms
expiring April 30.
C. Vacancy. Any vacancy shall be filled by appointment of the Mayor and
confirmed by the City Council, for the unexpired portion of the term. Any
commissioner who is absent without prior notification from four or more meetings in
a 12 month period shall be considered no longer active and the position will be
deemed vacant.
2.13.040 Quorum, Rules and Reaulations.
One more than half of the sitting voting members of the Commission shall constitute
a quorum. The Commission shall meet monthly and at least ten times per calendar
year. The Commission may recommend or make rules and regulations for its
government and procedure, consistent with the laws of the State and the City
Charter and ordinances.
2.13.050 Traffic Sub-Committee.
A. Purpose. The purpose of the Traffic Sub-Committee is to enable the
Transportation Commission to focus on broad transportation concerns by reducing
the number of routine and general non-routine traffic items that come before the full
Commission and to insure the Transportation Commission will have sufficient time to
devote their full attention to the overall transportation matters at issue.
B. Membership. The Traffic Sub-Committee consists of three regular members of
the Transportation Commission who shall sit concurrently on the full Commission.
Page 3 of 5
II .-
Sub-committee members shall be appointed by the Transportation Commission
Chair on a rotating basis until all members have served. Terms are for six month
intervals and members may only sit for two consecutive terms at anyone time. The
Public Works Director shall determine what matters warrant Sub-Committee
involvement and meetings shall be convened on an as needed basis. The Public
Works Director or designee will serve as staff liaison and recorder for these
meetings.
C. Duties. The Traffic Sub-Committee shall consider the following matters:
1. Forward recommendations to the Transportation Commission and Public
Works Director on routine and general non-routine traffic concerns including
but not limited to traffic impacts, speed designations, parking, markings, and
signage.
2. Recommend to the Transportation Commission specific comments, concerns
or suggestions for the improvements to the City of Ashland's Transportation
System Plan or similar Transportation programs, with the emphasis on long
range transportation planning and regional transportation plans.
3. Such other general or minor transportation matters as the Transportation
Commission deems appropriate for the Traffic Sub-Committee format.
4. The Traffic Sub-Committee or staff liaison may refer any matter before the
Traffic Sub-Committee to the Transportation Commission when it becomes
apparent the matter involves major policy concerns or potential serious
transportation impacts on surrounding areas.
E. Minutes. All Traffic Sub-Committee action minutes will be forwarded to the
following Transportation Commission meeting.
2.13.060 Reports.
The commission shall submit copies of its minutes to the City Council and shall
prepare and submit such reports as from time to time may be requested of them by
the City Council, Public Works Director or Community Development Director.
2.13.070 Compensation.
Voting members of the commission shall receive no compensation for service while
on the Transportation Commission or Traffic Sub-Committee.
SECTION 4. Severability. The sections, subsections, paragraphs and clauses of this
ordinance are severable. The invalidity of one section, subsection, paragraph, or clause
shall not affect the validity of the remaining sections, subsections, paragraphs and
clauses.
SECTION 5. Codification. Provisions of this Ordinance shall be incorporated in the
City Code and the word "ordinance" may be changed to "code", "article", "section",
Page 4 of 5
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"chapter" 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 4-5) need not be codified and the City Recorder is authorized to correct any
cross-references and any typographical errors.
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,
and duly PASSED and ADOPTED this day of , 2008.
Barbara M. Christensen, City Recorder
SIGNED and APPROVED this _ day of
,2008
John W. Morrison, Mayor
Reviewed as to form:
Richard Appicello, City Attorney
Page 5 of 5
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CITY OF
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Council Communication
Community Strategic Planning and Economic Development Strategy Goals
Meeting Date: November 18, 2008 Primary Staff Contact: Martha Bennett
Department: Administration E-Mail: bennettm@ashland.or.us
Secondary Dept.: None Secondary Contact: Ann Seltzer
Approval: Martha Benn Estimated Time: 30 minutes
Question:
Does the City Council have questions about the progress and next steps for the Community Strategic
Planning and Economic Development Strategy City Council Goals?
Staff Recommendation:
Staff recommends Council schedule a work session in February or March 2009 to discuss the steering
committee, community survey, and desired consultant services.
Background:
In March and April 2008, Council held two study sessions on a potential process to complete two of
the City Council goals adopted in July 2007 (Community Visioning and Economic Development
Strategy. At that time, staff recommended that we begin a Community-Based Strategic Plan to
accomplish both goals, and that the initial phases of the Economic Development Strategy (particularly
data collection and citizen outreach) be combined with this Strategic Plan.
Based on those study sessions, the Budget Committee approved an "Add Package" for staffing and
funding for this project, contingent 'On a future Council decision to increase the Transient Occupancy
. Tax (TOT). The FY 2008-2009 budget adopted by the City Council $170,000 for the projects.
In June 2008, Council increased the TOT from 7% to 9%, and subsequently allocated $170,000 for FY
2009 to this project. Council also decided not to implement the increased TOT until October 1, 2008,
meaning that the City would not collect revenue from this increase until the end of January 2009.
Revenue collected by lodging operators is due one month after the close of the quarter. So, TOT
collected in July, August, and September is paid to the City at the end of October. Funds collected in
October, November, and December are paid to the City at the end of January.
Since your June decision, City staff surveyed other jurisdictions with both strategic planning and
economic development positions, and crafted a project manager position, which we believe is
comparable to other jurisdictions. This position has been advertised this fall, and the application
deadline is November 17,2008. We hope to complete interviews and selection before December 15,
2008, with the new person expected to start work after the New Year.
Staff believes the next steps for the project include:
o Identifying Members of the Steering Committee. In April 2008, staff recommended that the
project be led by a steering committee made up of at least 25 to 30 people who would represent
diverse community interests. We recommend that Council not view this as representation from
Page 1 of2
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traditional community institutions, as formal institutional involvement will come as we move
from strategic goals into action plans. Staff recommends this take place in Spring 2009.
o Launching a community values survey. Staff recommends that the City conduct a values
survey, as outlined in the proposed process, as soon as we can. Staff further recommends that
the City consider using a survey instrument that can be benchmarked against other community
surveys, such as the National Citizens Survey that is offered by the ICMA Center for
Performance Management.
o Beginning Data Collection. As outlined in the process discussed in April, one of the very first
steps is identifying trends affecting the community. This requires analysis and summary of
existing data. As soon as the project staff person is on board, staff will begin pulling together
existing data that will outline key issues affecting the community.
o Selection of project consultants. Also as soon as the Project Manager begins work, the City
Council, with recommendations from staff, will need to decide which services -such as overall
project facilitation or community outreach - should be provided by a project consultant. The
City will develop an RFP that will identify the particular expertise needed from outside help.
Related City Policies:
City Council Goal: Economic Development Strategy
City Council Goal: Community Visioning Project
Council Options:
Council can:
o Schedule a session to begin identifying community interests and potential people to serve on
the steering committee.
o Schedule a session to discuss the survey instrument and our goals for the community survey.
o Provide other direction to staff.
Potential Motions:
None
Attachments:
· April 14, 2008 Council Communication.
Page 2 of2
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ASHLAND
Council Communication
Study Session on the Community Based Strategic Plan/ Council Goal for Visioning
Meeting Date: April 14, 2008 Primary Staff Contact: Ann Seltzer
Department: Administration E-Mail: ann@ashland.or.us
Secondary Dept.: Secondary Contact: Martha Bennett
Approval: Martha Bennett Estimated Time: 45 minutes
Question:
Does Council conceptually agree with recommended process and proposed governance structure
capture Council's expectations about how the Community Visioning/Community Based Strategic Plan
process could work? Would the proposed process achieve the objectives of Council's "Community
Visioning" goal? Would the proposed process also help achieve the Council's economic Development
Goal?
Staff Recommendation:
Staff recommends that:
· Council relabel the effort as a "Community Based Strategic Plan," recognizing that defining a
vision for the effort will be a key in developing specific action items.
· Council combine at least the initial efforts (at least through the "Strategic Goals" step) of this
effort with its Economic Development Strategy goal.
· Council discuss whether the proposed process and timeline generally meets their expectations.
· Council discuss the proposed formation of a broad-based "Steering Committee" to guide this
effort and as part of an effort to ensure that the project reaches into the community.
Background:
At the March 31, study session the council discussed the possibility of combining the process for the
"Visioning Goal" and a possible staffing and consulting plan for implementing these goals. Council
gave staff preliminary direction about the staffing/consulting plan, but asked for time at this study
session to discuss the desired outcome of the Visioning Effort and how the process would ensure
widespread community participation. Council also had a discussion about whether the term
"visioning" fully captures Council expectations about the effort that the City and community effort
would undertake. Rather than focus on the more administrative aspects of this project (such as
whether we hire staff or consultants), staff proposes that this study session will focus on the Council's
desired outcomes, staff s proposal for a process, and the structure of the oversight and governance for
this project.
"Visioning" versus Strategic Planning
After your discussion on March 31, staff believes that the term "Visioning" may not capture Council's
desired outcomes for this project. In looking at other models across the county, staff feels that a more
appropriate term may be "Community-Based Strategic Planning." This term seems to fit best for a
number of reasons. First, staff strongly recommends that this effort include a "visioning" component.
Articulating the community's hopes and expectations for its future is absolutely essential to defining
what needs to change in our community to build the future we desire. Second, staff recommends that
there be a specific, defined action plan - making this more like "strategic planning" than mere
Page ] of 4
4 ]4082008 CC- Visioning-Economic Development.doc
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,.,-..,. ~.
CITY OF
ASHLAND
visioning - that is produced to ensure the project produces results. Third, staff believes that this
strategic plan will include many p~rtners, and that the City is sponsoring the process (and probably will
implement many actions) to engage the community.
Economic Development Strategy
As we discussed at your last meeting, many of the steps that will be needed for the Community Based
Strategic Plan and for the Economic Development Strategy are the same. Staff recommends that the
projects be combined through the step that we've labeled "Strategic Goals." If at that point, economic
development is defined as one of the key strategic goals, then the strategy will develop from the action
plans. If it is not defined, then the City can use the data from the first few steps as the basis for the
economic development plan.
Staff is aware that Council is concerned that there may be some actions that will be needed for specific
projects prior to this action planning. In particular, there may be implementation steps for the Croman
Project and the Railroad Master Plan that relate to economic development. Staff agrees that this may
be a need, but we believe that many of these actions will be needed prior to adoption of a revised
economic development strategy even if the Strategic Plan and Economic Development Plan projects
began immediately.
Proposed Process
After listening to your last discussion, staff discussed how we think the project process could be
designed to achieve both a "vision" statement in a relatively short period of time and also produce
specific action plans that would chart a course to achieve that vision. Staff also assumes that there will
be significant public involvement throughout the process, although there are a couple of places in the
process (defined below) where even more extensive outreach is proposed to improve the project. We
believe that at best, the total project could be achieved in 16 months, althoug~ we recommend that the
project be planned for approximately 20 months from start to finish.
The process we propose has the following major steps
Data Gathering Phase. Staff recommends that the process gather two types of data:
· Trend Data. Staff recommends that the project include a compilation of the major indicators
that help us predict the future. In particular, we recommend that the project include analysis of
demographic and economic data. We will also want to draw together data on other major
subjects including the environment, education, transportation, arts and culture, housing, etc.
(This list is by no means exhaustive). This "hard" data will be key to identifying the "probable
future" for Ashland. That is, the data will tell us where we are headed as a community if we
continue business-as- usual.
· Values Data. Staff recommends that the project include a scientific survey of resident values.
We recommend that we contract for an accurate picture of what people in Ashland truly care
about. We further recommend that this step include extensive public outreach to gather diverse
option about what people in Ashland value and what they'd like to see the community become.
This values work will help us define the Ashland that people want - or the "preferred future."
Page 2 of 4
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CITY OF
ASHLAND
Identification of Strategic Goals. Staff believes that once we've defined where the community is likely
to head and where Ashland wants to go, the project will need to define the big changes we would have
to make as a community to achieve the preferred future. Based on the experience of other
communities, we would expect that there may be as many as 30 different goals identified. To make the
plan "strategic" that list would be narrowed to a more manageable list of goals that would include
specific action plans. This would be another point in the process where significant outreach is needed
to get feedback on what the priorities should be for action plans. The steering committee would then -
after that outreach - decide on the key strategic goals, likely four to six, that would move into the
action planning phase.
Action Plans. Staff recommends that there be a specific, detailed action plan developed by key
stakeholders for each of the adopted strategic goals. These plans would be developed by committees
of experts, interested people, and institutions that would need to be involved to actually implement the
plan.
Adoption. Staff recommends that there be a phase where the City and other key community groups
with responsibility for implementing the action plans formally adopt the plan. This step would also
require community outreach.
Proi ect Governance
Staff recommends that the Council appoint a broad-based Steering Committee to shepherd this project.
This will likely be a committee between twenty five and thirty people. Their charge will be to oversee
the process, to review key documents, to actively participate in public involvement and outreach, to
ensure broad based community participation, and to make key decisions, such as recommending
strategic goals
Council would need to agree on the interests in the community which must be represented as one of the
first steps in this effort. Staff believes that at a minimum, the steering committee should include the
mayor and council, representatives from all sectors of the community, advocates of community related
issues and community partners. The membership should include interests such as the non-profit sector,
youth, environmentalists, arts and culture, seniors, faith, fiscal management, transportation, business,
other governments, parks and recreation advocates, and representatives of some community
institutions (which could include SOU, ACH, OSF, ASD, RCC, YMCA, SOREDI, the Chamber of
Commerce, etc.). Staff believes broad community participation will critical to development and
implementation of action plans and to the "staying power" of the vision. In other words, it needs to be
broadly held and supported, not seen as a "City" project.
Staff also believes that the Steering Committee will need to appoint advisory groups to develop action
plans for each of the identified strategic goals. These advisory groups will allow us to extend
involvement even deeper into the community. Membership on these groups need to be people and
institutions will expertise and commitment to whatever substantive strategic goals are adopted.
Other Issues
Staff has prepared a proposed "Add Package" for the budget process in response to direction from
Council on March 31, which will rely on a combination of staffing and consulting services to perform
the project. Also, we have assumed that funding for this project is tied to a potential increase in
Page 3 of 4
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CITY OF
ASHLAND
Transient Occupancy Taxes. If your discussion on April 14 modifies either of those assumptions, we
will return to you at a later date to discuss those items.
Related City Policies:
Council Goal: Conduct Community Visioning
Council Goal: Develop an Economic Development Strategy
Council Options:
. Council can discuss and modify the four major topic areas outlined in this memo.
. Council can provide different direction if the proposed process and governance
recommendations do not meet your expectations for the Council goal.
Potential Motions:
. None. This item is for study session discussion.
Attachments:
. Draft Community Based Strategic Plan
. Draft Flow Chart
Page 4 of 4
4 14082008 CC- Visioning-Economic Development.doc
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DRAFT Community Based Strategic Plan
April 14, 2008
City Council Study Session
There are three components to the Plan that will occur first and simultaneously:
1) Form a steering committee
2) Data gathering
3) Conduct a community values survey
Steering Committee
Appointed by the Ashland City Council the Community Strategic Plan Steering
Committee will shepherd this project. Their charge will be to foster and oversee the
process to ensure its integrity, to review key documents, to be the "field marshals" and
the community "faces" of the project and actively participate in public involvement and
outreach and to ensure broad based community participation.
The make up of the steering committee will include the mayor and council,
representatives from all sectors of the community, advocates of community related issues
and community partners. The membership should extend beyond city commissions and
include representatives from:
Non-profits, environmentalists, arts and culture, seniors, faith, fiscal management,
transportation, county, parks and recreation, YMCA, housing, SOU, ACH, OSF, ASD,
City, Chamber of Commerce, small business, large business, youth, SOREDI, Ashland
Appreciative Inquiry, RCC, other.
This will likely be a committee between twenty five and thirty people.
Informational Tools
Data Gathering
We need to understand where we are in order to identify a "probable future". Much of
the needed data exists in current city documents and likely exists in some form in other
community agencies. However, we will need to get professional assistance to provide
and evaluate current and future trends related to economics, demographics, technology,
climate etc.
Community Values Survey
The results of a community values survey will provide insight into the community's
preferred future and be used in the design of the public involvement process. Likely this
will be a telephone survey to a statistically valid random sample of Ashland residents
with an error margin of :t.5%.
I ~
The results of data gathering and the community values survey will be reviewed and
evaluated by the steering committee to provide local insight and guidance to the
consultant design of the public involvement process.
Public Involvement
The public involvement process is the most critical step, the most time consuming and
labor intensive. The successful design and implementation of this step will directly
influence the identification of the strategic goals which will drive the creation of the
strategic plan and appropriate action steps.
The public involvement process includes numerous public forums, questionnaires, small
group dynamics (e.g. world cafe format), and ultimately group actions to identify the
strategic goals. A significant element of the process is that it builds in educational
opportunities for the participants about their community; issues, challenges, economic
components etc.
Four or six strategic goals will emerge early during the public process. Subsequent
public forums will address these specific goals and identify actions to achieve the goals.
Members of the Steering Committee will serve as liaisons at the forums.
Results from this process will be used to draft the Strategic Plan and Action Steps.
Strategic Plan and Action Steps
The Steering Committee will have discussed a framework for implementing the Strategic
Plan and the need for oversight to ensure follow through. An Implementation Committee
or Task Force may be formed and would include the community partners who will
implement specific tasks. In addition to the City the list might include: ACH, County,
Faith, Arts, Environment, ODOT, ASD, Chamber, SOREDI, Parks etc.
How will it be funded?
Previously, staff had suggested three possible funding solutions for developing an
Economic Development Strategy: an increase in property tax, an increase in TOT, cuts to
other general fund programs and/or identify new charges and fees.
At this time, staff views a TOT increase as the only viable funding source for this project.
The goal will be funded using the transient occupancy tax increase (TOT) that is non-
tourism designated if an increase is approved by the Council. The council will consider
the increase at the regular meeting on April 15.
Preliminary analysis of potential funds generated from a 20/0 TOT increase indicates
approximately $135,000 per year would be available for non-tourism use based on
current revenue stream of$1.575 million with the current TOT rate of 70/0. However, that
amount could vary 5% in either direction. We don't yet know the impact, if any, of the
loss of rooms at the Windmill Inn might have on the revenue and we don't know the
impact the current economy might have on room occupancy rates.
,I
Staff proposes using two years of non-tourism related funds generated from an increase
to the TOT; $135,000 per year plus previously designated funds for economic
development of $80,000 per year for a total of $430,000 over a two year period.
RARE student $23,000 Year 1
Consultant $11 0,000 Year 1
(includes community values survey, data collection, public involvement design
and implementation)
Consultant $50,000 Year 2
(includes public involvement implementation, draft strategic goals and action
steps)
MarketinglPublic Involvement $40,000 Years 1 and 2
(includes space rental, advertising, graphic design, public
outreach/communications, printing)
Permanent Staff Position
TOTAL:
$45,000 (salary and benefits) half ofY ear 1
$90,000 (salary and benefits) Year 2
$358,000
[Balance for other city use:
$ 72,000)]
$36,000 per year for two years (total
The consultant and marketing/public involvement expenses be applied to the Council
budget in Materials and Services 710.01.01.606 in FY09 ($100,000) and FY10
($100,000).
. The staff positions would be applied to the Administration budget in Personal Services
710.01.02.00.510 ($52,000 salary and benefits (RARE student and half year FTE) for
Year 1 and $70,000 for Year 2. The permanent staff position will be paid from TOT
funds in subsequent years and would be responsible for monitoring, tracking and
implementing the strategic plan.
Implementation Timeline
Engage Project Consultant
Recruit/Appoint Steering Committee/Task Force
Data collection
Community Values Survey
Implement Public Involvement
Draft Strategic Plan and Action Steps
Implement
Fall 2008
Fall 2008
Fall 2008
Fall 2008
Winter 2008 - Fall 2009
Spring 2010
Ongoing
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-----rr--.---
CITY OF
ASHLAND
Council Communication
Meeting Date:
Department:
Secondary Dept.:
Approval:
Discussion of Social Service Graqts, Budget and Process
November 18, 2008 Primary Staff Contact: Lee Tuneberg
Administration E-Mail: tuneber1@ashland.or.us
None Secondary Contact: None
Martha Benne Estimated Time: 30 minutes
Question:
Does Council wish to change the resolution, amount granted or the granting process for Social
Services?
Staff Recommendation:
Staff recommends that Council review the provided information, raise any questions they may have
and direct staff on steps to take in preparation for the FY 2009-2010 budget season.
Background:
Social Service grants are reviewed and awarded every other year with most of the evaluation of grants
being done by a subset of the Budget Committee. Unless the applicant does not request two years of
funding the amount awarded in the first year is increased by the growth in the budget the second year.
Most often the increase is calculated using the inflationary factor assumed and approved as part of the
budget process.
Any unused funds could be reallocated by the Councilor could be added to the amount calculated in
the next budget process. With ICCA/CERVS ending its operations in FY 2007-2008, $13,600 that
year and $14,008 in FY 2008-2009 was not or will not be expended on this program.
Unlike the annual Economic & Cultural grants, there has been no dedicated revenue stream to fund the
Social Services grants since Federal Revenue Sharing monies ceased in the 1980's. The $46,644 in
grants in 1986 has grown to a budget of$124,570 in FY 2008-09. That amount includes $2,000 set
aside for Travelers' Aid that is intended to represent donations from the public. Of the $122,570
remaining, grant awar4s totaled $108,562 and $14,008 remained in the General Fund for FY 2008-
2009. Variances from the budgeted amount can happen if the subcommittee chooses to not allocate all
funds or when recipients return the money when they cannot fulfill the obligations of the grant.
The application process for Social Grants is done in cooperation with Medford's and that of the United
Way. Because of this, there can be confusion for the applicant and for those reviewing the applications.
Council discussing their goals including priority services, levels of service and venue for service
provision would be beneficial to staff and those involved in the granting process.
Points to ponder for Council:
1. How well does the 1986 resolution fit with today's service needs?
2. Does the two year budget process, current annual budget, and inflationary increase in the
second year meet Ashland's needs?
3. What improvements are desired in the application, review process, contract and reporting from
the grant recipients?
Page 1 of2
~.t. 1
----rr-.---
CITY OF
ASHLAND
Several documents and reports are attached to provide Council with historical documents on this
program. Additionally, several of you have been around long enough to provide valuable insight to
program changes and goals over the years.
Related City Policies:
Resolution 86-35
Council Options:
Council can direct Staff to bring back desired changes for action prior to the start of the budget
process.
Council could take no action, leaving the resolution and process unchanged.
Potential Motions:
Council moves to direct staff to bring a revised resolution and/or process as discussed and agreed upon
back to Council on
Attachments:
Staff Memo dated August 5, 2008
Resolution 86-35 (1986-35)
Social Service Grant History 1999-2000 through 2008-2009
Human Services Grants History
Community Health Care and Future Social Needs Committee Report - June 1986
Preliminary Human Services Priorities - November 7, 1985
Social Service Grant Application
Social Service Grant Contract
Social Services Grant minutes - March 5 & 7, 2007
November 12,2008 Proposal for Implementation of Resolution 86-35 - Councilor Hartzell
May 7, 2002 Report on Ashland Strategic Plan - Social & Health Services Element - Councilor
Hartzell
1999 Ashland Strategic Plan - Social and Human Services Element
Page 2 of2
~.t. 1
--rr--.- ----
CITY OF
ASHLAND
Memo
DATE:
August 5, 2008
TO:
Lee Tuneberg, Administrative Services/Finance Director
FROM:
Bryn Morrison, Account Representative
DEPT:
Ad ministrative Services
RE:
Social Service Grants
On August 5,2008, I attended a meeting at the United Way to discuss Social Service agency
funding. Those in attendance were Dee Anne Everson, Executive Director United Way, Angie
Curtis, Director for Commission on Children and Families, Jackson County, and Louise Dix,
Neighborhood Resource Coordinator, City of Medford.
We discussed the upcoming Social Service funding cycle, which will happen in the spring of
2009, for funds to be disbursed in FY 2010 and FY 2011. The grants currently are disbursed
in accordance with Resolution 86-35 which was adopted in September 1986 from guidance of
a committee that was formed on Community Health Care and Future Social Service Needs
identifying safety net services of the community.
The City will have an estimated $125,000 to allocate in FY 2010 and I feel it would be
worthwhile for Council to give staff guidance on how they would approve the future
disbursement and use of these funds. It would be beneficial for issues such as priorities for
the funds, performance measures for the funded organizations as well as accomplishment
reporting, and contracts revisions to be addressed before the budget process begins in the
spring. The applications for the next cycle will be available January 2, 2009 and prior
notification of any changes to the current process would be helpful for the applicants.
ADMINISTRATIVE SERVICES DEPARTMENT
D. L. Tuneberg, Director Tel: 541488-5300
20 East Main Street Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
www.ashland.or.us
r... ,
II
RESOLUTION NO. 86- 3's-
A RESOLUTION ADOPTING AS CITY POLICY THE FUNDING
OF HEALTH AND SOCIAL SERVICES
WHEREAS, the City Council has in past years funded a number of
health and social services through the City Budget with
funds from Federal Revenue Sharing monies: and
WHEREAS, it appears that Federal Revenue Sharing monies will not
be available in the future; and
WHEREAS, the Mayor has appointed a committee on Community Health
Care and Future Social Needs which has concluded that
the City should continue to fund certain Health and
Social programs; and
WHEREAS, the Council, adopts the recommendations of the Mayor's
Committee insofar as it recommends said funding; and
WHEREAS, the Council finds that the funding of health care and
social service needs is an important City function
which contributes to the health and well being of the
citizens of Ashland.
NOW THEREFORE, BE IT RESOLVED AS FOLLOWS:
It is hereby declared to be the policy of the City of
Ashland to fund in future years from the General Fund, health and
social services needs of the type currently being funded in
fiscal year 1986-87 by the City of Ashland in an amount at least
equal to $46,644., expressed in 1986 dollars, adjusted for
inflation.
The foregoing Resolution was READ and DULY ADOPTED at a
regular meeting of the City Council of the City of Ashland on the
d'1t.<-C day of ~jC.'Lic. J <t lL.e~_, 1986.
I ,.
(':::~d-<c/ ~, 'Zf24LA-~~~
Nan E. Franklin
City Recorder
SIGNED and APPROVED this ~ t{t. day of ~/1it:-->>du J, 1986.
I
~~7It-dv~
L. Gordon Medaris
Mayor
I:]
HUMAN SERVICES GRANTS HISTORY
Prior to 1986 the City of Ashland used Federal Revenue Sharing
monies to fund human services grants. When these funds were no
longer available. the city council set policy enabling funding
for human services grants from the general fund, adjusted each
funding cycle for 'inflation.
In 1985, a council/lay committee studied human service needs in
Ashland. The committee identified the following categories of
needs:
~oildren 0-18 years
. treatment and prevention of physical and sexual abUSE
. e treatment and prevention of mental and emotional
disorders
survival needs
o food
. fuel
6l shelter
. medical
II transportation
e legal aid
. crisis services
8 information and
referral
,has 1 th
. urgent care for ;ndigents s
. in-home care - nursing, homemaking
. prevention - primary care
1) well-baby, well-child clinics
2) prenatal
3) family planning
4) immunization
. dental health for adults
. semi-elective surgical procedures for adults
substanc~ abuse
At the March 28, 1989 human services subcommittee meeting, the
human services subcommittee agreed that:
. grant funding would be on.8 two-year cycle and
. proportional allocation adjustments would
be made in the second year of funding, depending on
+h-""'lo _"1~__1 1 _............ ..._~ .t:.....'1 _& ......_ ______, z.._......
II 1---
fiighlights Irem
COHMU~HTY HEALTH CARE AND FUTURE ~0CIAL NEEDS CGI1M!TrrE F.EPDRT
At the r~que~t of the Bud~~t Committee f~r the City of AJhJand, a citizen's committee was
app~intej to addr~s5 ths need {Dr new 50urces of re'enu~ to cover the eit'y's ongoing
:ommitment to health and socitl ser~ic~ programs for the needy. One subc~m~ittee focussed ~n
th, nee1: the other focus5e~ on alternative 50urc~s of funding.
To quaJify for Medicaid in Oregon. income must be below 15% ,C poverty level"
planners US! 133% to 150% of poverty level as the inde~ of um~dicaIly needy."
!xtrapclated ir~m the 1980 census (with income groups assigned uni{crm growth
~tat~-wide un~~plovment per~enta~~s) indicate that there are ,,041 persons in
meiicalJy n~edv. Other statistics su;~e5t that the number is hi~her.
State health
Estimates
rates and
Ashland w-hc are
A fc.rmula suggested bv the Oregon D~partment of Health Planning for estimating primary nfalth
care n~ed5 5hc~5 that the population of uninsured/indigent persons need up to S,OOJ
Qutpali!nt visits per year that ar~ not currently provided. Ashland does n:t have a shortage
of physicians but for many underemployed and uninsured resio~nls medical care is
unaff~rdatl~.
A;encie; giv~n grants by th, City and the estimated number of Ashland~rs sefved in 1985 ar!:
Children's Dent~l Clinic- 45; Community Health Center- 1200; CERV5- 304 v~uchers {' persons
MAl. 132 in the ql!aning project; Teen Center- 275; Crisis Intervention Services 5;320 calls.
Calls fr:m Ashland to CIS average/month: emerg~ncv food, shelter, clothing. medicine/heslth,
~ tr~n!portation- 45; suicide- 6;"sexual assault -lZ; youth issues -19; elderly (?) -19;
Jmestic vicl!n~~ -27; parenting -15; and physical ~hild abuse -11. CIS also referred Z400
calls te other Aehland agencies. They note emergency mental health housing for th~ hcmele:s
and c~unsel~rs for children as unmet needs. There are no .dental ~er?ices f:r neejy adults.
fcrty-fiv, of th~ 86 delinquent accounts in Sept. '85 - Jan. '86 fOf Em!rgency Room tr!5tm~nt
at Ashiand C~~~unity H~spital wer! for medical nee~5 rather than a:ci1ents. Of those ~5
CaS!3, 24 were complaints of pain O~ colds. A review of nurses' notes indicated that on11 5
Jf the 24 might heve waited for a r~gular visit to a doctor
Ihe 5ub~cmmitt!! concluded that an information and ref~rral resource was n~~~ssGry. Thev
felt that the City might r~cvnsijer the multi-service cent~r concept, Listei as pri~rities
\J! r e :
=HORT TERM (EXISTING) NEEDS
1. Health Care
_. In{ermati~n and referr!l crisis services
with empha~is on co~r1inati~n ~n~
ccmInunication
3. n~me5tic 1icl~nce, m!ntal health
LONG TERM (PLANNING) NEEDS
1. Information and referral ~ith eEPhasis
on on-going ass,ssment ci cvor1ination.
ConsidEr :omp~teri!ed resour:e 9uid=
Z. Enhancing the U5~ of trtined vclunt~~r~
to improte cost ef!~cti~en~ss oC servicf
The financial rescure!s subcommittee found that all alternative sources of {und~ to replace
iejeral reVenu!-sharinq monies ccmbine~ w~uld not provide the current level of ~upport for
h~alth car, and 5vcial neetl~. It is !stimeted that 50% of the workfcrc~ is employej in
tJurist-rtlated lJb,3. Since p~y and benefits are traditi~n!lly low in tourism. the
:ut::mmitt!~ re:cmmen1ed that th! tr!nsi~nt occupancy tax t~ increcsed from 5% to 7~. The
-~5ult!nt r~v~nues would be assignei to the agencies meetin2 h~alth an~ sec!al needs,
C~ESittte: Chair- Car~Jine JCbDfCl, Den L!~s. [. EI~rath. Sue Reid. Lin1~R (rGueb, Emil C!~uti!r. Phi) Arnold. Eartlra
Dunl!p. ~tS M;li~. Crai2 Hat~er. SybiJ Ml:r. Hsn:f ~es; Ex Dffi:iv- Bri!1 Almquist. B:b NeJ!~a.
II I
""7, --",,",
/. ...e "" t.... i., l't.
REPORT OF THE
COMMUNITY HEALTH. CARE AND FUTURE SOCIAL NEEDS COMMITTEE
Committee:
Carolyn Johnson-
Don Laws
Ev Elerath
Sue Reid
Linden Crouch
JUNE 1986
Chairperson
Emil Cloutier
Phil Arnold
,Barbara Dunlap
Wes Hoxie
Craig }1ather
Sybil Macy
Nancy Ames
Brian Almquist- Exoffic
~ -'- ...,-, ---
1::'...._ i: J:.: .....l ...
II I
In these times of every increasing federal governmental concerns
about budget deficits and the rising costs of tax-supported programs,
local governments are being forced to provide more and more services
to those who cannot provide for their'own needs. These federal funding
cuts in health care and other social service programs initiated in
1981 while intended to protect the truly needy have actually impacted
those on the margin of poverty. This segment of the population has
been identified as "falling through the cracks".
In January, Mayor L. Gordon Medaris, at the request of the Budget
Committee, ~ppointed a citizen's committee to address the need for new
sources of revenue to cover the City's ongoing commitment to health
and social service programs for the needy in Ashland. At its first
meeting the committee divided into two subcommittees -'one to focus
on estimating Hthe need", and the other to focus on identifying
alternative sources of funding. -
The subcommittee on Human Service Needs Assessment spearheaded by
Nancy Ames, Director of the Community Health Center. addressed the
following questions:
1. How many Ashland residents have human service needs and what
kinds of needs do they have?
2. Are the existing human service agencies addressing these needs?
If so, do they have enough resources to address them adequately?
If not, what is the magnitude and kind of needs that must still
be addressed?
3. Can we identify Hthe needylt and whether or not their needs would
be met if they could afford available services?
Recognizing the limits the committee would face in terms of inadequate
time, money, staff, data management resources and the sophisticated
methodology needed for a thorough study, we set a goal of determining in
general what social service needs exist in our community a~d to what
extent these needs appear to be met by existing services.
Information gathering was confined to brief statistical overviews and
subjective testimony from persons either working in human services or
working in the community on behalf of people with human service needs.
The following sources of information were chosen to prepare this report:
1. An outline of human services needs prepared by the Jackson County
Human Services Commission in the course of its ongoing needs
assessment process for the county as a whole. Appendix A.
2. Testimony from human service providers regarding the needs they
perceive in this community regardless of whether or not those
needs are a concern of their own agency. Verbal reports were heard
from Crisis Intervention Services (CIS), CERVS, Children's Dental
Clinic, Ashland Teen Center, the Community Health Center, and
Steve Bohlert a representative of the Ministerial Association.
1'1 I
3. Datu submitted by these agencies to the Budget Committee
identifying the numbers of persons served.
4. Data collected at Ashland Community Hospital related to use of
the Emergency Room as an inappropriate source of health care
and the amount of uncollected charges. Appendix B
Using data from the 1977 National Medical Care Expenditure Survey
adjusted to 1984, 24% - 37% of the U.S. population under 65 years of age
lacks adequate health care coverage. State Health Planners use 133% to 150%
of poverty as a.n index of ttmedically needy". Although currently one must
be below 75% of poverty to.qualify for Medicaid in Oregon. That translates
to an extimated 2641 persons between 75% and 150% of poverty in Ashland.
THE POPULATION
POVERTY LEVELS IN ASHLAND, OREGON
LEVEL OF POVERTY
Incomes as a per cent
of Federal Poverty Level
1979 - Number of
Persons 1
1986 - Estimated Nume
of Persons 2
o - 75%
1481
1555
~~-~~~--~-~~~--~-~~~~~~~-~~~~~~-~~~~-~-~-~-~-~-~~~~---~~---~~-~--~~~-~~~--~---
o - 100% 2420 2541
76 - 100% 939 986
-..............--....-.... -...............- -...- -....... -.'.-............... -.- ............. --..... .........__,_ --'~'___'''' .... .....aIII/I_._ _ ....__........ ...........
........ _ ~,....,.,~.......... ..._....._ __- _ _...._ -. ..... ........ __.-...- _ .... _
7S - 124% *
126 - 149% *
150 - 199%
200% and above
1722
794
1384
8440
1808
833
1453
8862
*State H~alth Planners use 133% to 150% of poverty as an index of ftmedically
needy" although currently one must usually be below 75% of poverty to
qualify for. Medicaid in Oregon.
1 From 1980 Census, based on 1979 levels of reported income.
2 Using 5% increase in population, based on total figures 1980 and 1986,
and estimating each group increase at same rate. NOTE: This is probably
conservative, s..ince the December 1984 State of Oregon Labor Market Analvsis
for District 8 (Jackson and Josephine Counties) reports that the % of
population under 100% of poverty in 1979 was 11.7% nationally and by 1983
was 15.2% of the population. Jackson County has stayed generally in a
position of higher unemployment and lower median income than either State
or National averages during that time.
A study published in the Journal of the American Medical Association
(JAMA) in February. '1986 indicated that the segment of'the population lacking
adequate health insuranc~ protection includes the short-term unemployed
and their dependents, persons uninsurable for medical reasons, the working
poor and self-employed individuals who do not have access to group coverage
and who cannot afford the premiums for adequate individual coveraRe.
II ,----
The testimony from the human service providers, particularly Crisis
Intervention Services and CERVS gave the subcommittee insight into what
might"be called the "demographics of need" in Ashland.
C.I.S. keeps data collected for one month of every six. on the kinds
of calls for help that are generated in Ashland.
5,320 calls of 28.000 total calls are from Ashland. The following
is a breakdown of Ashland requests:
CALLS PER MONTH
45
AREA OF CONCERN
Emergency Needs - food, shelter. clothing,
medicine/health or transportation
6
Suicide Calls
12
Sexual Assault
19
Youth Issues - all kinds (from If I don't get enough
allowance" to "I have just run awayn or serious
family disputes
19
Elderly
27
Domestic Violence
15
Parenting
11
Physical Child Abuse
In addition, 2400 referrals were made to agencies in Ashland and 36
Ashland residents were sheltered in Dunn House, 13 families per week were
receiving support from Parents Anonymous groups and 20 per week from domestic
violence support groups. C.I.S. identified that unmet needs included
emergency mental health housing for the homeless (including transients) and
counselors for children.
CERVS pointed out that there is no current economic index which measures
the problem of underemployment. That is, statistics on employment take into
account both part-time and seasonal/temporary work and full-time, long-term
employment. As a result, it is difficult to measure the numbers of people
whose incomes do not provide enough for adequate health care, transportation,
medicines, utilities etc. CERVS testimony reiterated the need for adult
mental health services and concerns about domestic ciolence. In addition to
those who received vouchers for emergency needs, 132 people in Ashland
participated in the gleaning project.
Children's Dental Clinic (CDC) reported that there had been a slight
decline in requests for children's" dental treatments. However, there are no
~p.rvirp~ nT"nvitipn fnr J:ln"lt- tipn"~' ~.::a,.~ fn,- t-h~ intiiO'pnt"_
1:1 I
The Teen Center noted that although they provided services to a
cross-section of young teens in Ashland, there appears to be growing numbers
of separations and divorces with resulting single-parent households which
add to the problems of adolescence. The Teen Center suggested that more
recreational opportunities and more school counseling and other counselin~
might help offset these emotional stresses.
Community Health Center (eRe) agreed tpat domestic violence/sexual
abuse appeared to be increasing. It was stressed that the problem with the
medical se~ice delivery system in Ashland is not a shortage of physicians,
but rather that medical care is unaffordable for a large number of
underemployed and uninsured. Nancy Ames of eRe illustrated a formula that
had been suggested by the State Department of Health Planning to obtain some
idea of primary health care needs. The population of uninsured/indigent
within the City of Ashland would require up to 5000 outpatient visits per
year that are not currently provided. The State of Oregon's Health Planners
are preparing a formal study to be completed by the end of this year.
A review of 207 "no-pay" emergency room accounts for visits made in
September, October, November 1985 and January 1986 concluded that 62% had
no insurance and 64% had no physician. The 50% who were listed as unemployed
included retired seniors over age 65, sasc students and minors bringing the
actual unemployed to 23%.
THE SERVICES _PROVIDED BY AGENCIES SUPPORTED BY CITY OF ASHLAND GRANTS IN ASHLAND
AGENCY
EST. NUMBER OF INDIVIDUAL CAS:
NUMBER OF ASH~~ SERVICES
.
Ashland Teen Center
Childrens' Dental Clinic
Community Health Center
CERVS
Crisis Intervention
Services - separate calls,
referrals, residents, group
counseling sessions
Est. People Served
275
45-
Visits 4500
Est. + 45 based on
Ashland population
as a percentage of
Jackson County's
2400
304
9472
1200
NA
NA
TOTALS
Estimated Only
16,676 or 321/week
over 150c
II I
Conclusions:
On the basis of information gathered from these sources, the subcomrnit
established priority needs for both the short and long term. An attempt
was made to limit the list to the number and type of needs the City of
Ashland might reasonably expect to address.
Short Term (Existing) Needs
1. Health Care
2. Information and Referral"
Crisis Services with emphasis
on coordination and
communication
3. Domestic Violence and mental
heal th '
Long Term (Planning) Needs
1. Information and R~ferral with
emphasis on on-going assessmen
of coordination. Consider impl
mentation of computerized resc
guide
2. Enhancing the use of trained
volunteers to improve cost
effectiveness of service deliv
Taken together, the information provided both from testimony and
statistics very clearly supported the value of keeping some sort of informs
and referral resource active to avoid unnecessary inefficiences such as
inappropriate emergency room use, and people not taking advantage of availa
services when needed. C.I.S. stated that if their funding was cut they
would decrease their emphasis on I & R. The subcommittee felt that the
City of Ashland might need to reconsider the multi-service center concept
and set its own Information and Referral system.
The Financial Resources Subcommittee studied several alternative
sources of fundings to rep1ace the loss of federal revenue sharing funds
that have supported human resources in the past. Several small sources of
funding were identified bu~ added together they would not provide the
current level of support t~ these agencies on an ongoing basis.
Ashland has a unique economy which results in there being substanti~l
numbers of working poor in this community. The tourist industry traditiona
has 'low salaries and minimum health care benefits. The latest figures
used by the Ashland Chamber of Commerce are "approximately 50% of Ashland's
work force is involved in tourist-related jobs," many of which typically
pay base rate between $3.50 and $5.00 per 'hour. After average withholdings
the weekly take home pay is below the poverty line.
Therefore, Ashland has a need for low-cost primary health care and
logically the funding for these programs could be tied to the tourist
industry. Through the use ot the hotel/motel tax, the citizens could main-
tain a program meeting human services needs without direct cost to
themselves. The tourists. the visitors that we serve would pay.
The committee therefore recommends an increase in the transient
occupancy tax from 6% to 7% with the increase to be used to fund those
agencies identified by the Budget Committee and the City Counci~ as
meeting the objectives discussed herein.
II I
PRELIMINARY HUMAN SERVICES PRIORITIES
PREPARED FOR DISCUSSION PURPOSES FOR THE PUBLIC HEARING
NOVEMBER 7, 1985
CHILDREN
Two age categories identified: 0-12 years and 13-18 years
a) Treatment and prevention of physical and sexual abuse
b) Treatment and prevention of mental and emotional disorders
SURVIVAL NEEDS
a) Food
b) Fuel
c) Shelter
d) Medicine
-
e) Transportation
f) Legal Aid
g) Crisis Services
h) Information and Refer
HEALTH
a. Urgent care for indigents
b. In-home care -- nursing, homemaking
c. Prevention - Primary Care
1. Well-Baby, Well-Child Clinics
2. Prenatal
3. Family Planning
4. Immunization
d. Dental Health for adults
e. Semi-elective surgical procedures for adults
SUBSTANCE ABUSE
Aooendix A
1,1 I
t
THE SUHV;~Y BELO\; ~';AS TJiK;'~IJ FROh ASHLA,NJ COHf.!UUITY HOSl'ITi\L PhTI~IIT COLI.:~CTICNS (nO-?A'Y
A CCOUNTS FOR TH'~ };OJJ'l'H~. OF m~ PT~~HBEn, OCTOBi.1l, NOV1:J.I!BR, 1985, and J AUU iuiY, 1986.
PUR?O:'"'E: TO IfLLP DZV::WP l~ mOFID OF TEOSB IN THE COJ.\},~UHITY HAVli.iG FlHANCIAL
DIF'Fl CULTI3S.
iIDNBBR OF ACCOUIITS m.JR V..::r~D : 207
95 (46~~)
fi~\ (5l~~)
78 (Jo~) ..
129 (627~)
77 (37%)
130 (63;-;)
103 (50%)
104 (r.~nus the neA~ 3 categories:ninors, elderly,
sase students Hould bring this to 47(237;)
sase StudentD: (13) l~nors: (35)
Humber livin:z in Ashland:
Out-of -t-01:111 (Or eROJll :
Ou:t. -of -S ta.te :
NQmbe~ with insur~nce:
with no in~urance:
Those married:
sinl!le:
.
Those 8rrfoloyed:
unernnloved:
Over '65 yrs.old: (9)
.. .. -. . . .. . '. . . . . . . . . . . . . .
TO PIHP01~!T W}G~ OR HOT ALL Elm\C2NCY ReOli PA'rll~NTS \:BRE CONIlJG I;:~ FOR IEGITI!ii\~
REASONS, THE f,URV1';Y t.:AS EXTENDED, AND OUT OF THE J..BOVlf., 2C:? ACCOUNTS, S6 (W) \~{E
SEZN AS ER PATIENTS, AND !o'OLlD\'VING IS A BREAKDOl.,tl OF COHPlJ\INTS AND STATISTICS:
tccidents: U (50%)
Kedical: 45 (50~~approx)
a. PAIU (in various parts of body (12)
b. Colds, fevers (12)
c. J..tigrai.~es (7)
d. Food Poisoning1Vomiting,1!ausea (6)
e. l:i.sce11a.neous:bleeding, internally;
rape; overdose
lJo Fcrn:ily Doctor: (55) (64%)
a. Out of the 55:
1. 24 '-lere from Ashland
2. 16 were out-of-state
3. 15 "rere out-of-to'\':n
Seen on the 'Week end: 36 (~%) (Saturday and SW1dey)
(Af~er studying nurses's notes on t
pain, and colds I I could co~ up
~dth only 5 admits I felt were
probably questicnable) (coulu have
,.;aited for Dr., if they had one)
asthma, sinus; seizure; rashes;
Friday lias next ".1. th: 13
CONCLUSION:
The average person \.a th financial problems could be from in or out of town; would be a
single person; (the ccncensus is that the person would be predominately male,
age group 20-45); have no insurance j nnd could dei'ini tely be unemployed. If
said person ,.,ere an emereency r001:l patient, he or she ,'x;>uld most often be in
on a Saturday or Sunday because of an (1) accident, priIr..arily, or (2) a pain,
or (3) a cold, unci 1-lOuld have no family doctor.
S)~
II
MEMO
TO:
SUBJECT:
DA TE:
AGENCIES SEEKING FUNDING FROM: CITY OF ASHLAND, CITY OF MEDFORD,
UNITED WAY
2007-2008 FUNDING APPLICATION
DECEMBER 1,2006
The above funders have agreed on forms and procedures for the upcoming funding cycle. Now not only do these
funders have common applications but this is patterned closely after several local foundations. We are hopeful it makes
this process more efficient for applicants. Enclosed are application materials and information regarding requirements.
The application is available via email by calling United Way at 773-5339. The applications must be completed in the
space provided.
Funder
Contact
Copies
Due Date
Enclosures: application, logic model.
I I
CITY OF
ASHLAND
Social Service Grant Application Requirements Check List
Date and Time Submitted:
Organization Name:
Contact Person and phone number:
Submit twelve (12) copies of the entire application packet assembled in the order listed below,
unbound. Please do not staple, a binder clip is acceptable.
Application
Annual budget for each year of funding cycle for agency on provided form (2 pages total)
ProjecUProgram annual budget on provided form (2 pages total)
Logic Model on provided form
Agency Board Profile on provided form
Client Demographic Profile on provided form
List of officers and board members with their affiliations and phone numbers
Form 990 from the Internal Revenue Service
Report on how the funds were spent from the 2005-2007 Funding cycle from the City of Ashland, if
funded*
Audit, financial review conducted by an independent Certified Public Accountant plus management
letter
Descriptive brochure if available
1 Copy of 501 (C) and tax exemption letter from the Internal Revenue Service
*There is not a specific form to use for this report. Please provide the amount the organization was
granted from the City of Ashland in the previous cycle, and how those funds were used.
2
---rr-r -
Agency Application Forms
(revised 10/06)
For applications to City of Medford, City of Ashland, Jackson County
and United Way_
This application to:
City of Medford. _ City of Ashland _ United Way
Applications must be postmarked by the deadline to receive consideration by the funders. All funders have the
same due date: February 16,2007. Contact information for each funder is detailed in the cover memo. Late
and incomplete applications will be rejected_
Please use only the space provided. Do not extend response onto separate sheet. If you use a computerized
version of this application it must match this application form as presented. An application form submitted
with answers expanded beyond the space indicated will not be considered.
DATE:
ORGANIZATION NAME:
FOUNDING DATE:
ADDRESS:
Street City State Zip
CONTACT
PERSON:
Name Title Work Phone/FAX E-mail
Signature of Board President
Signature of Executive Director/CEO
Type Name
Type Name
3
.,-,- .-----
PROPOSAL INFORMATION
1. Description of organization and its purpose.
2. Number of paid employees: Number of volunteers:
3. Description of project/program for which funds are requested:
4. Specifically, how will the grant funds be used? If any of these funds will be used for capital outlay, please
d~scribe.
5. How was the need for the project determined and how will the project/program respond to this need?
4
------rr--r--
6. What are your organization's special qualifications to address these objectives?
7. How does this project/program fit into the long-range plans ~f the organization?
8. List other groups addressing similar objectives and the extent of your coordination with each.
9.
Project period:
Beginning:
10. Geographic area to be served:
11. Client group and numbers to be served:
12. Current annual organizational budget:
Amount budgeted for administration:
13. Total financial support received last fiscal year: $
Sources of this support:
Memberships and individual contributions $
Fundraising activities $
5
II .----
Government programs
Foundations
$
$
$
$
United Way
Other (identify)
14. Provide or estimate fundraising costs (salaries, brochures, mailings, professional services, grant writing).
If you have an audit, this figure is to be taken directly from your audited fmancial statements.
$
15. Total organization budget: $
Amount requested from funder: $
Total program budget: $
16. List other sources of support being applied for (sources and amount):
17. If project/program is successful, how will it be funded in the future?
18. Please describe what you are doing to promote community wellness with your program?
6
1.1 I
Agency Board Profile
Agency Name:
Date:
1.
2.
Number of board members required in bylaws?
Number of board members?
Minimum
Maximum
Voting _
Vacancies
3. List various board, advisory and ad hoc committees and the number of people on each.
Committee
Number of Members
4. Characteristics of Board of Directors at time of application:
Ethnicity Male Female
African American
Asian
Caucasian
Hispanic
Native American
Other
Total
Residence Male Female
Ashland
Central Point
EAGLE POINT
GOLD HILL/ROGUE RIVER
Jacksonville, Ruch, Applegate
Medford
PHOENIX/TALENT
Shady Cove, Butte Falls, Trail, Prospect,
Other Upper Rogue
7
II I
White City
Other
Total
8
" I
Client Demographic Profile
Agency Name:
Staff Contact:
Fax#:
Gender
Female
Male
II. AGE*
Infants 0 to 4 years
Youth 5 to 17 years
Adult 18 to 39 years
ADULT 40 TO 64 YEARS
Adult 65 and over
Unknown
Total
III. Race/Ethnicity
Caucasian
African American
Asian/Pacific Islander
Native American/Aleutian
Hispanic
Other
Unknown
Total
*at point of entry for service
Program Name:
Phone #:
E-Mail Address:
IV. Residence*
Ashland
Central Point
Eagle Point
GOLD IDLLAND
ROGUE RIVER
Jacksonville,ltuch,
Applegate
Medford
PHOENIX/TALENT
Shady Cove, Butte
F aIls, Trail, Prospect,
Other Upper ltogue
White City
Other
Unknown
Total
9
.
ORGANIZATION BUDGET 2007
RECIPIENT AGENCY:
PltOJECT NO.: PltOJECT TITLE:
PltOJECT PEltIOD: July 1,2007 to June 30, 2008
* lease * secured commitments
TOTAL REVENUE $
A. PEltSONAL SEltVICES
Total Salaries $
Total Benefits $
TOTAL PERSONAL SERVICES $
B. MATEltIALS & SEltVICES: lease detail other ma.or bud et cate ories)
$
$
$
$
$
$
TOTAL MATERIALS & SERVICES $
C. CAPITAL OUTLAY (must constitute part or all of funded public service activity to be eligible
/Identi :
TOTAL CAPITAL OUTLAY
$
$
$
$
$
TOTAL EXPENDITURES (Sum of A, B & C)
10
'I I
ORGANIZATION BUDGET 2008
ltECIPIENT AGENCY:
PltOJECT NO.: PltOJECT TITLE:
PltOJECT PEltIOD: July 1, 2008 to June 30,2009
$
$
$
$
$
$
$
* lease * secured commitments $
TOTAL REVENUE $
A. PEltSONAL SEltVICES
Total Salaries $
Total Benefits $
TOTAL PERSONAL SERVICES $
B. MATEltIALS & SEltVICES: lease detail other ma'or bud et cate ories)
$
$
$
$
$
$
TOTAL MATERIALS & SERVICES $
C. CAPITAL OUTLAY (must constitute part or all of funded public service activity to be eligible
ex ense
E ui ment $
Furnishin s $
Other ca ital ex enses /Identi : $
TOTAL CAPITAL OUTLAY $
TOTAL EXPENDITURES (Sum of A, B & C)
$
11
II I
PROJECT BUDGET 2007
RECIPIENT AGENCY:
PROJECT NO.: PROJECT TITLE:
PltOJECT PEltIOD: July 1, 2007 to June 30, 2008
$
$
$
$
$
$
$
* lease * secured commitments $
TOTAL REVENUE $
A. PEltSONAL SEltVICES
Total Salaries $
Total Benefits $
TOTAL PERSONAL SERVICES $
B. MATEltIALS & SEltVICES: lease detail other ma'or bud et cate ories)
$
$
$
$
$
$
TOTAL MATERIALS & SERVICES $
C. CAPITAL OUTLAY (must constitute part or all of funded public service activity to be eligible
/Identi :
TOTAL CAPITAL OUTLAY
$
$
$
$
$
TOTAL EXPENDITURES (Sum of A, B & C)
12
--,,-,------ --
PROJECT BUDGET 2008
RECIPIENT AGENCY:
PltOJECT NO.: PltOJECT TITLE:
PltOJECT PEltIOD: July 1, 2008 to June 30, 2009
* lease * secured commitments
$
$
$
$
$
$
$
$
$
TOTAL REVENUE
A. PEltSONAL SEltVICES
Total Salaries
Total Benefits
B.
$
$
$
$
$
$
$
$
$
TOTAL MATERIALS & SERVICES $
C. CAPITAL OUTLAY (must constitute part or all of funded public service activity to be eligible
ex ense
E ui ment $
Furnishin s $
Other ca ital ex enses /Identi : $
TOTAL CAPITAL OUTLAY $
TOTAL EXPENDITURES (Sum of A, B & C) $
13
I I
SAMPLE
Agency Name:
Program Name: School and Community Violence Prevention Project
RESOURCES ACTIVITIES OUTPUTS OUTCOMES GOALS
*Staff *Delivery of violence *4-6 hours of violence *Improvement in healthy *Violence prevention
prevention curriculum in the prevention education for peer social communication
*Violence prevention schools (pre-K-4th grade) 1890 students (pre-K- as measured by...
curriculum 4th grade)
*Intensive violence prevention *Reduction of violent
* Case management services groups to high risk *480 students to receive behaviors in school
youth intensive prevention climate
*Partnerships: training in 10-week groups as measured by...
University, counseling *Intensive outreach services of 6-10 students each
centers, sheriffs to families with high-risk *Increase in healthy
department, school youth *185 at risk families receive behavioral patterns in
district intensive outreach services handling stress
*DARE (Drug Abuse as measured by...
*Participants Resistance Education) *60 at risk families receive
family empowerment *Consumer satisfaction
*F amily empowerment project project services as measured by...
services to families
Resources are the Activites are what you Outputs are how many Outcomes are what you Goal is the overriding
ingredients of your program. do. you do. cause to change. purpose of your program.
14
"I I
Agency Name:
Program Name:
RESOURCES
ACTIVITIES
OUTPUTS
15
OUTCOMES
GOALS
I I~.---
CITY OF ASHLAND
FINANCIAL ASSISTANCE AWARD CONTRACT
CITY: CITY OF ASHLAND GRANTEE: <<Organization>>
20 E Main Street Address: <<Address>>
Ashland OR 97520 <<City>>, <<State>> <<Zip_Code>>
(541 ) 488-5300 Telephone: <<Phone_Number>>
FAX: (541) 552-2059
Term of this agreement: July 1, 2007 to June 30, 2009
Amount of grant: <<Amount_Adopted>> which will be disbursed twice:
Once at July 1, 2007 and once at July 1, 2008 adjusted for inflation.
Budget subcommittee: Social Service Grant
Contract made the date specified above between the City of Ashland and Grantee named above.
RECITALS: City has reviewed Grantee's application for a grant and has determined that the request
merits funding and the purpose for which the grant is awarded serves a public purpose. This Grant
agreement (ORS 279A.010 (i) (A) (ii)) is not a public contract for purposes of ORS 279 A-C. ORS
279A.010 (x).
City and Grantee agree:
1. Amount of Grant. Subject to the terms and conditions of this contract and in reliance upon
Grantee's approved application, the City agrees to provide funds in the amount specified above. Grant
funds shall be utilized or contractually committed in the fiscal year for what they are awarded.
2. Qualified Work. Grantee has represented, and by entering into this contract now represents, that
any personnel assigned to the work required under this contract are fully qualified to perform the work
to which they will be assigned in a skilled and worker-like manner and, if required to be registered,
licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Grantee must
also maintain a current City business license.
3. Use of Grant Funds. The use of grant funds are expressly limited to the activities in the grant
application with modifications, if any, made by the budget subcommittee designated above.
Grantee will report in writing on the use and effect of granted monies compared to the original request
(as modified) per the following:
a. Within 90 days of the event completion (Single event applications)
b. As part of a subsequent application for grant funds from the City
c. Within 90 days of the end of the current budget fiscal year, whichever is earlier
Grant applicants awarded less than $2,500 are encouraged to maintain documentation to this effect
but are not required to submit a report unless requested by the City except under 2 b. above.
4. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for which
the grant is awarded or this contract is terminated shall be returned to the City within 30 days of
completion or termination.
5. Financial Records and Inspection. Grantee shall maintain a complete set of books and records
relating to the purpose for which the grant was awarded in accordance with generally accepted
accounting principles. Grantee gives the City and any authorized representative of the City access to
and the right to examine all books, records, papers or documents relating to the use of grant funds.
I I
6. Living Wage Requirements. If the amount of this contract is $17,342 or more, and if the Grantee
has ten or more employees, then Grantee is required to pay a living wage, as defined in Ashland
Municipal Code Chapter 3.12, to all employees and subcontractors who spend 50% or more of their
time within a month performing work under this contract. Grantees required to pay a living wage are
also required to post the attached notice predominantly in areas where it will be seen by all
employees.
7. Termination.
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both
parties.
b. 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.
c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon
delivery of written notice to Grantee, or at such later date as may be established by City
under any of the following conditions:
i. If City funding from federal, state, county or other sources is not obtained and
continued at levels sufficient to allow for the grant;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted
in such a way that the grant purposes are no longer allowable or appropriate for
award under this contract or are no longer eligible for the funding proposed for
payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Grantee to
provide the services required by this contract is for any reason denied, revoked,
suspended, or not renewed.
8. Default. If Grantee fails to perform or observe any of the covenants or agreements contained in
this contract or fails to expend the grant funds or enter into binding legal agreements to expend the
grant funds within twelve months of the date of this contract, the City, by written notice of default to the
Grantee, may terminate the whole or any part of this contract and may pursue any remedies available
at law or in equity. Such remedies may include, but are not limited to, termination of the contract, stop
payment on or return of the grant funds, payment of interest earned on grant funds or declaration of
ineligibility for the receipt of future grant awards.
In the event of termination, City may stop payment or withhold any Grant funds in City's possession
from Grantee and Grantee shall immediately return all unexpended and unencumbered grant funds.
In addition, City shall be entitled to recover any administrative costs, including attorney fees or
collection costs if encumbered as a result of Grantee's failure to return Grant funds. In the event of
termination, if Grant funds are not returned or it is found that Grant funds were misappropriated,
Grantee shall be ineligible and disbarred from receipt of future grant funds until such matters are
finally adjudicated and settled. The rights and remedies of this section are not exclusive and are in
addition to any other rights and remedies available to the City under the law.
9. Amendments. The terms of this contract will not be waived, altered, modified, supplemented, or
amended in any manner except by written instrument signed by the parties. Such written modification
will be made a part of this contract and subject to all other contract provisions.
10. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and agents
harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogation's, or other
damages resulting from injury to any person (including injury resulting in death,) or damage (including
loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of
this agreement by Grantee (including but not limited to, Grantee's employees, agents, and others
designated by Grantee to perform work or services attendant to this agreement). Grantee shall not be
held responsible for damages caused by the negligence of City.
11. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of
this agreement, maintain in force a comprehensive general liability policy including coverage for
contractual liability for obligations assumed under this Contract, blanket contractual liability,
-----n-r----
products and completed operations, and owner's and contractor's protective insurance. The
liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit
for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and
$100,000 per occurrence for property damage. Liability coverage shall be provided on an
"occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be
named as additional insureds. Certificates of insurance acceptable to the City shall be filed with
the City's Risk Manager or Finance Director prior to the expenditure of any grant funds. Grantee
shall at its own expense provide the following insurance: Worker's Compensation insurance in
compliance with ORS 656.017, which requires subject employers to provide Oregon workers'
compensation coverage for all their subject workers.
12. Assignment and Subcontracts. Grantee shall not assign this contract or subcontract any
portion of the work without the written consent of City. Any attempted assignment or subcontract
without written consent of City shall be void. Grantee shall be fully responsible for the acts or
omissions of any assigns or subcontractors and of all persons employed by them, and the
approval by City of any assignment or subcontract shall not create any contractual relation
between the assignee or subcontractor and City.
13. Merger. This contract constitutes the entire agreement between the parties. There are no
understandings, agreements or representations, oral or written, not specified in this contract regarding
this contract. Grantee, by the signature below of its authorized representative, acknowledges that it
has read this contract, understands it, and agrees to be bound by its terms and conditions.
14. Governing 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 Grantee 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.
15. Nonappropriations Clause. 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. Grantee 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 Grantee, with no
further liability to Grantee.
16. Non-Discrimination. Grantee shall comply with all appli'cable federal, state and local laws, rules,
and regulations on nondiscrimination because of race, color, ancestry, national origin, religion, sex,
marital status, sexual orientation, age, medical condition, or disability.
GRANTEE
CITY OF ASHLAND
By
By
Finance Director
Title
Date
Date
; I I
SOCIAL SERVICE GRANT PRESENA TIONS
MARCH 5 AND 7, 2007- PAGE 1 OF 7
CITY OF
ASHLAND
Social Services Grant Presentations
Minutes
March 5 and 7, 2007 7pm
Civic Center, Council Chambers, 1175 East Main Street
CALL TO ORDER
The Citizen's Budget Committee meeting was called to order at 7: 1 0 pm on March 5, 2007 in
Council Chambers, 1175 East Main St., Ashland Oregon.
ROLL CALL
Committee members Everson, Hardesty, Hartzell, and Heimann were present on March 5.
Everson, Hardesty, Hartzell, Heimann and Morrison were present on March 7.
STAFF PRESENT: LEE TUNEBERG, ADMINISTRATIVE SERVICES/ FINANCE DIRECTOR
BRYN MORRISON, ACCOUNT REPRESENTATIVE
ELECTION OF A CHAIR
Everson/Hardesty ms Heimann as chair. All ayes.
PUBLIC INPUT
None
STAFF REPORT AND PRESENTATIONS:
Lee Tuneberg, Administrative Services/Finance Director spoke to the history of the grant and
process. It is a two year cycle; the second year the amount that is granted is based upon the
inflationary rate, the CPI-U. This year $119,000 is available with requests at almost $200,000.
The Committee determined to allow each program 3 minutes to present and would limit their
own questions afterward to 5 minutes. The Committee thanked the organizations that applied
and assured them that all of the applications would be reviewed.
Community Health Center- Peg Crawley. This is the 35th year of the operation and they are
asking for funding for primary and preventive health service for low income citizens of Ashland.
They have been able to provide medication assistance in the past and are in partnership with
the county health department to increase immunization rates in Ashland. Ms. Everson asked
what their growth had been over the last year. Ms. Crawley responded that staff had not grown.
The uninsured has increased 200/0 and they are seeing increasing numbers of small businesses
not able to provide insurance.
SODA- Shawn Martinez. She spoke to their mission of prevention, treatment and maintenance
for a healthy environment and the underage use and adult use of drugs. She spoke to
connecting to community members and that 990/0 of youth that attended training felt more
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SOCIAL SERVICE GRANT PRESENATIONS
MARCH 5 AND 7, 2007- PAGE 2 OF 7
empowered to make good decisions than before. Ms. Everson asked what the impact was for
Ashland. Ms. Martinez responded 20 youth at the middle school, 75 community members that
attended forums and trainings, and one business with a large number of employees. Ms.
Hartzell asked if the trainings and forums were in Ashland. Ms. Martinez responded that they
were at the Windmill Inn. Ms. Hardesty asked if they target methamphetamine users or is it part
of all. Ms. Martinez responded that is part of it, they target underage drinking, marijuana,
tobacco as well based on what the schools say they need help with. Mr. Heimann asked if they
are at the high school. Ms. Martinez responded not now. Their program is for January.
Children's Dental Clinic- Deb Silva. They meet the unmet dental needs of school age children
living in poverty. Their goal is to see children receive essential dental services. 570/0 of children
seen had visible decay. 400/0 did not have dental insurance. Each child received $932 average
in dental care. They currently have 30 dentists and 8 hygienists. Each child receives home care
kit. Ms. Everson pointed out that their budget did not reflect in kind care that they provide. Ms.
Hartzell asked if they were granted more funds, if they would be able to help more than the 15
currently in Ashland. Ms. Silva responded that the treat every child and may not see an increase
in Ashland since the poverty level is not as profound. Mr. Heimann asked how the program was
publicized. Ms. Silva responded through ESO, through schools, television, radio, but mostly
referral.
Planned Parenthood- Maggie Sullivan. Ms. Sullivan provided a OVO presentation on their
program. Ms. Hartzell asked how they are measuring effectiveness. Ms. Sullivan responded that
they ask adults on the attitudinal change, they conduct surveys. Ms. Everson asked if the
program's priorities are fitting in Ashland. Ms. Sullivan responded that Ashland has taken the
lead in the county as a progressive voice and they may be able to do more in Ashland schools
than other. They try out things in Ashland before other schools. The Committee discussed their
program and if it was a safety net service. They offer health education, prevention, family
planning, provide youth development opportunities.
Ontrack- Pam Marsh. They are a non profit founded in 1969 and feature comprehensive drug
and alcohol services. Family is at the core of all services offer, they treat the whole family. They
are devoted to treating indigent people, no one is turned away. They are able to use the funding
from the City to maintain a counselor at the high school for one day a week. They can offer
services on site, access to treatment. They are asking for more to expand to two days per week.
Ms. Everson asked if they are seeing a growth over last year in Ashland. Ms. Marsh responded
they are seeing an increase in families contacting them for help. Minor in possession (MIP) has
increased. Juvenile offenses show a 400/0 increases in Ashland in MIP over prior year. Ms.
Everson asked if it could be an enforcement issue. Ms. Marsh responded it could be a
combination of factors. The cost of having one person at the high school one day per week is
$6,000 per year.
Community Works-Dunn House- Arnie Green, Anna Demato. This is the 30th year in the
community and the only shelter for battered women and children. They serve 350 per year and
the maximum stay is 30 days. They provide crisis counseling, advocating, food, transportation,
children's programs, safety planning. Ms. Hardesty asked if they provide a safety net for after
the 30 days. They work with them to provide rental assistance for 2 months and are working on
longer term housing. They work with other shelters as well. Ms. Hartzell asked what the demand
was in Ashland. 80/0 of the clients are from Ashland and it is lower than in previous years. They
turned away 200 women and children last year and rate the need on the level of danger the
women and children are. If they have to turn them away, they work with other shelters and local
hotels to help.
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SOCIAL SERVICE GRANT PRESENA TIONS
MARCH 5 AND 7, 2007- PAGE 3 OF 7
Sexual Assault Victims Services- This is the 35th year of the program. They are with the victim
at the exam after assault. They provide clothes to leave hospital, take calls from victims that
have been assaulted in the past. They follow up with victims by accompanying them to court or
appointments, and work with family and friends. The funding request is for volunteer
coordination. There are15-20 volunteers. The Committee discussed how they work with the
Jackson county sexual assault team to respond to all hospital calls. There is a difference
between programs. SA VS are the advocates.
Parent Education- They provide classes to parents throughout valley and provide weekly
classes at the Dunn House. There is no transportation to the classes in Medford and the cost of
the program is $30,000.
Youth and Family Counseling- This program is for young people who are not eligible for
insurance. It helps to fund a part time case manager at the high school and a part time
counselor 2 days per week. They provide basic mental health services. People are referred by
teachers and counselors. They provide mental health work. The drop out rates in Ashland are
very low and there are more alternative programs than the rest of valley. It was funded last year
by billing the families if they were able to pay and by Ashland High School.
Helpline- This is the 30-35th year of the program. Totally run by 40-50 volunteers. They receive
14,000-17,000 calls per year. United Way proposed a phone number in congress as 211 and it
passed after Katrina due to 911 being flooded with calls. 211 would be alternative as an
information referral line. It has not been implemented yet. Funding would help create 211 as a
non crisis line. The volume from Ashland is not able to be determined and they increase their
request each year based on the cost of living.
Street Outreach- It is a $180-200,000 program now. They are trying to determine what do with
the transients and are trying to remove the kids from the adults. The funding would buy .25 time
outreach person to walk the streets, provide counseling and to buy subsidized housing for kids.
There is not any funding source secured for Ashland and the funds requested would only be for
Ashland. The Committee suggested partnering with the Chamber of Commerce. The transitional
housing could be anywhere that they could find housing. The program pays 800/0 upfront for the
housing for the individual and eventually goes down to 500/0, and the individual can be in the
program 18 months.
Help Now- Larry Kahn. They provide non legal advocacy to clients. Help to find doctors,
surgeons, other agencies if they are not equipped to. They are asking for help to measure and
deliver growth program to raise awareness in the community. They work with Legal Services
using cross referrals and have not had to turn anyone away. They have a list of partners that
they work with. The are working on establishing a database of providers.
Winterspring- Christine Hunter, They provide grief services for adults, teens and children and
a children's program for grief facilitation. They provide teen services at Ashland middle school
and high school. They are asked to go into schools to provide grief support by nurses and
counselors. They are trying to put a grief support program in at the high school. Current
programs reached 134 children, and they are aiming to reach the same number. They were
funded by the City of Medford, United Way, and community donations previously. They are now
targeting more in Ashland. Mr. Heimann asked if they had any plans for large scale grief in
schools. Ms. Hunter responded that they currently work with teachers and counselors on crisis
situations and would work with staff to provide materials and resources.
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SOCIAL SERVICE GRANT PRESENATIONS
MARCH 5 AND 7, 2007- PAGE 4 OF 7
SMART - Julie Brimble. This program is part of a statewide organization. It is in Helman and
Walker in Ashland. Volunteers read to children for one hour to two children per week. There are
over 70 children served in Ashland. It is one of the top five literacy programs in the country.
There are 61 volunteers in Ashland and children are referred by the teachers. They are not
funded through the state, mostly by large organizations like US Bank. They are asking for
funding to pay the coordinators at the schools for 30 hours per week.
Break until 8:45.
SOCSTC- Leslie Curren. They have been a program for 35 years. The main facility is in
Ashland. They offer day treatment and an outpatient program for children and families that do
not have insurance for mental health service. They have served 21 Ashland clients to date.
They are referred through schools and Jackson county health and human services. They hope
to get funding through the state. Ms. Hartzell asked if there was overlap between other
programs. The day treatment is for kids with Oregon Health Plan only and there is an age limit
up to 18. Age 2 to 18 have to come to the agency or they can do home visits. They mostly come
to the office. There are 3 high school age and most are elementary and middle school.
Habitat for Humanity- Denise James. They build houses for low income people and will build
two houses in Ashland on Garfield Street that can house up to 11 people. The land on Garfield
will remain with the land trust and the houses must remain affordable houses. The families will
pay a small lease payment for the land and the houses will be sold for cost of construction to the
family. They have a staff of three people, 200 volunteers. The new home owners commit 500
hours of work toward the house. They built one house in Ashland in 1997. Mr. Tuneberg pointed
out they are only asked'for $11,000 for one year. Ms. Hartzell asked if it would work to give half
for first and half for next. Ms. James responded that they have no plans for the next year and
would only need the funds for the first year.
Center for Non Profit Legal Services- Paul Pavich. The program has been in existence for 35
years and is the only licensed legal representation to indigent clients. The do not provide
criminal defense and have had a 20 year partnership with Ashland. They have more cases than
they can handle. They have identified five or six practice areas that are the most important for
the community. Domestic relations, divorce law, housing, land tenant law, public benefits, health
care benefits, immigration law, and consumer representation. They have a relationship with non
legal organizations through their Attorneys recognizing agencies that may help each client. They
have 15-20 volunteers.
Children's Advocacy Center- Marlena Mich. Last year 790 children and families were seen
through the center and received assistance. They represent children through forensic
interviewing, grand jury, medical assessments, therapy, and follow up with support groups. All of
the services are at no cost. There were 27 Ashland families served last year. Mr. Heimann
asked if they had seen a rise in Ashland with the methamphetamine problem. Ms. Mich
responded they have seen the increase everywhere. They receive a lot of funding from the
community which allows them to not ask for more from Ashland.
RV Manor- Foster Grand Parent -Becky Snyder. They have been in the Rogue Valley 32
years. Their program offers age 60 and above people to work with lower income seniors. A
single family could earn $1,064 per month. Currently there are 7 foster grandparents in Ashland.
She explained that they must receive a 100/0 local match to qualify for federal grants. These
funds will provide 6 months for one foster grandparent.
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SOCIAL SERVICE GRANT PRESENA TIONS
MARCH 5 AND 7, 2007- PAGE 5 OF 7
RSVP- Has been in the valley 31 years. This program is for age 55 and above. There is no
stipend given only mileage reimbursement. There are 73 now in Ashland at 9 sites. 6,954 hours
of service. The funds would provide mileage reimbursement to raise mileage to 20 cents per
mile. 300/0 federal match required. Most valuable benefit is that the participants feel a
contribution to community. Their mission is to match volunteers to meet community need. They
have a waiting list now for medical transportation. Dialysis patients are not put on the waiting
list, they are helped first. They have volunteer insurance through SEMA that covers volunteers.
Mediation Works- Mary Miller. This is a nationally recognized victim offender program.
Judges and probation officers refer youth to the program. There is four classes, each class 1.5
hours long over two weeks. They focus on what was their thinking when they committed crime.
What they would do differently when they are faced with situation. 100/0 of people are from
Ashland. Since Jan Jansen left, left need for Ashland.
Access- Phillip Yates. They offer five programs. Four of them feed people, one teaches. They
are the food share for emergency food distribution. They are the only food bank that works
together to work with people all over state. In Ashland, there are 110 families, 2,500 individuals.
They use surplus commodities, partner with local farmers, and pick up daily from 10-12 stores.
One food box would feed a family of three for five to seven days. They can provide 6 pounds of
food per dollar, if allocated more they would be able to route more toward Ashland.
Jackson County Sexual Assault Respond Team- Judith Rosen, Susan Molar. They
explained the silent violent epidemic in the country. All responding agencies work together as a
team. Survivors receive care for free at local hospitals and unlimited follow up care. 84 served in
2006, in Ashland 15. Ashland residents increased seven times in a year. They are asking for
funds to maintain services to reach out to survivors who do not seek help. This includes training
police officers, responding with nurses, case coordination with agencies, training interagency,
and doing outreach. There is no emergency room bill at now. They pay the nurses.
Bear Hugs- Kay Vander. This organization gives the gift of kindness and compassion. They
give bears to each patient to comfort and nurture. They honor the sacredness of all life. This is a
newly formed organization and the goal is to go to Ashland Community Hospital in emergency
rooms and expand to RVMC. They promote the loved unconditionally message. The funds
would be used for more bears to give. They worked with the Children's Advocacy Center but
have not partnered with the sheriffs department yet.
ICCA- Sharon Shreiber. This is the 28th year in Ashland. They help 60-80 people per day. 800/0
have an address in Ashland or say they are Ashland residents. Others are off 1-5. They provide
showers, bathrooms, laundry facilities, provide food pack, gasoline vouchers, and advocacy.
They have 20 volunteers and are open 9-3 Monday through Friday. There is 2.5 staff and the
donations they receive are only 500/0 of their budget. They missed one audit and are doing it
now due to contracting with the VA and a hold up through that.
CASA, no one to present.
Trinity Respite- Elizabeth Hallett. She spoke to cutbacks in funding. They provide caregiver
services, respite care. Sometimes elder abuse or senior suicide occurs. Can provide
professional support for care needed for loved ones. The advisory board makes the policy
decisions. There is no facilities for emergency relief, it is only a day program, but if there is an
emergency, they will network and provide connections. Ms. Hartzell asked what the cost was of
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SOCIAL SERVICE GRANT PRESENATIONS
MARCH 5 AND 7, 2007- PAGE 6 OF 7
the respite letter. Ms. Hallett responded $600 to put out and mail. Ashland residents makeup 20
out of 25.
SOASTC- Bob Lieberman. This organization was established in 1977. They offer two units,
community services, foster care, school based mental health project, family respite and support
project, and crisis support. They treat families raising children with mental illness. Respite
program allows family to choose who will provide care. The family support is based on
individualized plan. Their management letter shows no internal control questions. 1000/0
improvement for FY 2006 from the auditor. The reach usually 4-5 families from Ashland.
The Committee discussed if CASA should be allowed to present if they were to ask. It was
determined that only if there was an emergency that night that did not allow them to present,
then they would be allowed to.
This meeting will be continued on March 7, 2007.
ALLOCATIONS
Mr. Tuneberg explained the process of the work session. The Committee would come to a
consensus of allocation and move forward their proposal to the full budget committee for
approval in the budget.
Ms. Hartzell emphasized that she places a high priority on urgent care, safety net services. The
Committee discussed their proposed allocations and came to a consensus. See attached. The
Committee discussed in greater depth some of the organization proposals as listed below.
Bear Hugs- The Committee though they were not well enough established and not a safety net
service.
Access-The Committee discussed that food is a high priority on safety net service. Mayor
Morrison stated he likes to grant more toward smaller organizations and children organizations.
RV Manor- The Committee discussed that this benefits lower income retired people and the
people that are volunteering, it is a double benefit, and it helps volunteering seniors live longer.
Mayor Morrison does not see as strong of a safety net service.
Center for Non Profit Legal Services- The Committee discussed it as an essential service.
Habitat for Humanity- The Committee discussed that this program did not fit into the priorities of
the grant. It was thought that the program would fit better in the Economic and Cultural
Development process. Staff will send them an application and encourage them to talk to
Brandon Goldman, the City's Housing Program Specialist.
Community Works- Ms. Everson offered a suggestion to allocate the same amount as in the last
cycle to all of the programs, except not allocate to the Youth and Family Counseling but instead
to the Street Outreach Program. The Committee felt it was more critical to have the Street
Outreach Program. The Committee discussed all of the programs and came to a consensus on
the funding. Ms. Everson encouraged the Chamber of Commerce to work with the Street
Outreach Program.
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SOCIAL SERVICE GRANT PRESENA TIONS
MARCH 5 AND 7, 2007- PAGE 7 OF 7
SODA- Ms. Hartzell did not feel it was a direct service and her interest is in treatment. Ms.
Everson added they are only prevention, and they struggle with resources.
Dental Clinic-The Committee discussed that it is critical what they do.
Planned Parenthood- Ms. Hardesty though it was a marvelous program.
Ontrack- The Committee discussed the treatment they provide is critical.
Winterspring- Ms. Everson spoke that establishing long scale grief counseling is important.
SMART - Ms. Everson thought it was a very important program but does not see it as safety net
service. Ms. Hartzell agreed. Mayor Morrison spoke that teaching kids to reads changes lives.
Trinity Respite Care- Mr. Heimann thought it provided a good service. Ms. Hardesty agreed.
Everson/Morrison ms to approve the proposed allocations as presented. All ayes.
Ms. Hartzell amended the motion to move money from SMART to Non Profit Legal Services.
Ms. Hardesty suggested moving to the Street Outreach Program. Ms. Everson suggested
moving it to ICCA. Ms. Hartzell accepted. Morrison opposed. All else yes. $1,000 moved to
ICCA.
All ayes to amended allocation.
Staff will provide E & C application to SMART and Habitat for Humanity.
ADJOURNMENT
The meeting was adjourned at 8:48 pm.
Respectfully Submitted,
Bryn Morrison
Account Representative
-T T
Proposal for Implementation of Resolution 86-35
Submitted by Cate Hartzell
November 12, 2008
I've participated on Budget subcommittees to allocate City funds for social safety net services since
1995 and participated on the 1999-2000 Social & Human Services Ad Hoc Committee to define the
City's role and philosophy in providing social services. I think staff s initiative to clarify the process is
a great opportunity to accomplish the following objectives:
· Clarify the desired outcomes and priorities of safety net services;
. Ensure the reliability of the core safety net services by providing stable funding to prioritized
servIces;
· Reduce the amount of time that City staff spends on this process;
. Increase the effectiveness of citizen participation in the allocation of funds.
Over the years, there have been various attempts to improve the process. By using a self-selected
tubcommittee of the Budget Committee to review proposals, we're asking people, some with no
familiarity with the profession, to make decisions that in many venues are basic and straightforward.
The subcommittee members change each of the two years it meets. Our current process doesn't take
advantage of the local expertise of people who are familiar with the world of safety net and social
services. This proposal seeks to make the investment of the City and the organizations more effective.
The work of the Ad Hoc Committee, while not implemented was the result of a collective effort of
service providers and citizens. I talked recently with Dee Anne Everson of United Way and to Peg
Crawley of the Community Health Center to get their sense of how to increase the effectiveness of
Ashland's investment. The details of this proposal grew from my discussion with Ms. Crawley and her
years of experience providing essential services.
The proposal is that the City Council develops a better, long-term process over the next year and that it
conducts a simple interim process this year only.
Interim Process
1. Review the 2008-2009 grantees to assess whether they are meeting goals and whether they are
going to exist next year. Invite grantees to meet as one group to discuss how the City of Ashland
grants can be used effectively to address the need.
2. Consider whether the funds from ICCA can be utilized to provide basic services (mail, phone for
service referral) for homeless.
3. Determine that the current recipients,that are meeting goals receive the amount they were allocated
in 2007 with any adjustment to inflation and funds left unspent. Recommend these allocation levels
to the City Councilor Budget Committee for the 2009-2010 budget cycle.
4. Notify grantees that the City would like to receive a copy of their business and strategic plan within
the next six months for review.
Long term process
1. Establish a Public Health and Safety Commission comprised of people who are familiar with safety
net service needs and the organizations designed to address those needs. The Commission meets
once or twice annually with a charge to:
a. Itemize the services needed to address the specific needs in Ashland;
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b. Establish priorities for those services;
c. Designate funding amounts to address each of those priorities;
d. Identify criteria to be used in the selection of organizations to address the priorities;
e. Serve as the body that makes recommendations to the City Councilor Budget Committee
for the allocation of the funds on intervals determined by City Council; (see 2. below)
f. Convene annually to meet with the funded organizations to talk about the needs, metrics,
outcomes, lessons learned, review organizations' business and strategic plans;
g. Participate, as appropriate in existing county groups focused on safety net service funding;
h. Explore the potential for generating additional funds for use under Resolution 86-35,
including establishing an endowment fund to generate additional resources to support the
safety net services.
2. Establish an RFQ process under which organizations present their qualifications for addressing the
established priorities under a 4- or 5-year arrangement. If there are multiple proposals for a service,
utilize an RFP process. (See "e" above.)
Benefits of this proposal:
. It reduces the frequency of organizations' investment of resources to write and present applications
from every two to every 4 or 5 years;
. It reduces the staff time needed to process applications and administer these funds;
. It increases the funding stability for organizations that have a history of providing these services at
the local and county level, while providing a way for periodic review; and change if needed;
. It addresses the need for clarity over the intent of the funds by establishing priorities;
. It establishes a City entity with expertise and continuity to review the use of these funds;
.. It creates the potential to supplement the City's funds for this purpose;
. It allows us to put this in place without interrupting or spending considerable time determining next
year's allocation.
:1
Council Communication
Title: Report on Health and Human Services Plan
Dept: Finance Department
Date: May 7, 2002
Submitted By: Lee Tuneberg, Finance Director
Reviewed By: Greg Scoles, City Administrator
Synopsis: Attached is a report on the current city activities relating to the Health (Social) and Human Services
Plan adopted by Council and included within the Strategic Plan Goals.
Recommendation:
Staff recommends. acceptance of this report and consideration of additional steps via a future study
session including affected departments and interested parties.
Fiscal Impact:
No immediate impact on the budget.
Background:
The Social & Human Services ad hoc committee was established in October 1999 to define the
city's role and philosophy in providing social services to the community and to develop a funding
plan. The committee met through November 2000 and the resultant plan is attached with a report of
current activities that relate to elements of the plan and funding.
MEMO
TO: Greg Scoles, City Administrator
FROM: Lee Tuneberg, Finance Director
DATE: May 7,2002
RE: Report on Ashland Strategic Plan - Social and Human Services Element
The current Strategic Plan includes the following goal:
Implement and fund the Health and Human Services Plan
The Health and Human Services Plan Mission Statement:
To ensure that all people in Ashland live in a safe, strong, and caring community, the City of Ashland
seeks to enhance the quality of life and promote the selfreliance, growth, and development of people.
To these ends, the City of Ashland will strive to provide resources and services to meet basic human
needs.
This report is intended to provide an overview of city activities that reasonably could be construed as
elements of this plan, its endeavor to provide resources and services to meet basic human needs, and
communicate them to Council for further consideration and direction.
The plan identifies a safe and healthy community as Gentral to the mission. The city is charged with
promoting the general welfare via an established safety net that addresses chemical dependency, a safe
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environment, available and affordable health services, effective and responsible emergency assistance,
family development, and equal access to justice.
The city's role is:
. facilitating a safe and healthy community by providing leadership,
. enacting responsible public policy,
. encouraging effective, collaborative efforts and
. establishing and funding clear priorities.
The plan includes three goals:
1. Provide a comprehensive and coordinated system of services to address people in need.
2. Ensure that the allocation of program funding is fair, objective and consistent.
3. Ensure that funded programs directly address changing priorities and are administered in an
effective and cost-efficient manner.
Current city efforts are significant yet only touch upon the above goals and their respective elements.
Relevant city activities thought to fall under this program's umbrella and related policy numbers are:
A. Maintaining this plan and significant elements as continued elements of the city's strategic plan and
inclusion within the annual budget process. (most all elements)
B. Allocate CDBG funds toward priority projects including affordable housing. (1-4, 2-2)
C. Social service grants funding 20+ agencies for total of$100,000 each year.(1-1, 2-1, 2-3)
D. Assistance programs helping seniors, low income and or disadvantaged customers pay utility bills.
(2-3)
E. Senior program supporting needs of the growing population. (1-3)
F. Living wage initiative affecting contracted work in Ashland. (2-1)
G. AFN discounted services for community cable services. (1-3, 1-4)
As can be seen, these activities and their potential areas of inclusion are not comprehensive when
considering the breadth of the elements of the plan. Elements not addressed to date are high-lighted
below. It should be noted that element 2-2, allocating 15% ofCDBG funds, has been deferred in light
of the priority goal of developing affordable housing through a limited number of programs with that
money instead. The current CDBG process calls for 750/0 to go to one or two projects, 5% to municipal
building accessibility and 200/0 to administration.
PROVIDE A COMPREHENSIVE AND COORDINATED SYSTEM OF SERVICES TO
ADDRESS PEOPLE IN NEED
POLICIES:
I-T
(1-1) Identify opportunities to achieve a broad spectrum of integrated community services that
provides for all residents by helping eliminate identified barriers associated with collaboration such as
liability insurance, ways to mitigate obstacles to information exchange among agencies, ways to
overcome "turfdom" and fears of budget invasion and the creation of a streamlined, performance based
contracting system that rapidly identifies changes in the community and responds with innovative
proj ects.
(1-2) Create a consistent database of information on local service needs, successful program solutions
to human and social service problems, and sources of funding for human and social service programs.
(1-3) Assist older Ashlanders, through the Senior Program, in achieving an opportunity for
employment free from discriminatory practices because of age; suitable housing; an appropriate level
of physical and mental health services; ready access to effective social services; appropriate
institutional care when required; information about available supportive services; and supportive
services which enable elderly persons to remain in their homes.
(1-4) Ensure that the needs of low income individuals are considered in the planning for public
housing, community services, and fees for development.
(1-5) Identify opportunities to develop creative partnerships with service organizations that could
include technical assistance, staff development, co-sponsorship of programs and development of new
revenue sources.
(1-6) Playa leadership role in the creation of a "City of Ashland Operating Foundation for a Safe and
Healthy Community."
ENSURE THAT THE ALLOCATION OF PROGRAM FUNDING IS FAIR" OBJECTIVE AND
CONSISTENT.
POLICIES:
(2-1) Allocate public resources, from within the City's general fund, in an amount set by resolution, for
the direct support of essential safety net services.
In recognition of the reality that the costs associated with the provision of essential safety net services
increase on an annual basis, give due consideration in the City's budget process to matters pertaining to
inflation indexes, environmental factors which may contribute to increased demand for services, and
compensation rates (livable wages) paid to social service employees.
(2-2) Allocate, as permissible by the CDBG Block Grant process, on an annual basis, fifteen percent
(150/0) of categorical CDBG resources for the direct support of qualifying safety net services.
(2-3) Expend through the City's budget process, resources allocated from the City's General Fund and
the proportional share of CDBG funds, in the charitable, private not-for-profit sector for the provision
of safety net services such as:
a) Temporary, emergency food and shelter;
b) Substance abuse education, prevention and treatment;
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c) The preservation of dignity and equal access to justice;
d) Primary and preventive health care services;
e) Critical supportive services for families, seniors and victims.
ENSURE THAT FUNDED PROGRAMS DIRECTLY ADDRESS CHANGING PRIORITIES
AND ARE ADMINISTERED IN AN EFFECTIVE AND COST-EFFICIENT MANNER
POLICIES:
(3-1) Ensure that the City consults with local agency officials in the design, delivery and evaluation of
services, by establishing an Ad Hoc Human Services Task Force with its primary focus on working on
the implementation of Policies 1-2, 3-2 and 3-3 and related human services planning and management
Issues.
(3-2) Develop and adopt techniques for analyzing and measuring the equity of outcomes and benefits
of services delivery which can be integrated into planning, evaluation and budgeting components.
Programs should be evaluated on the basis of well defined performance standards that relate to
program administration and participant development, in addition to the basis of numbers served or
placed.
(3-3) Develop a format for presentations to the Budget Committee, to be made every 3-4 years, which
utilize the results of the monitoring framework outlined in Policy 3-2.
Many of the tasks are currently dealt with by various committees, council liaisons and staff. Foremost
is the work by the Housing Commission, Senior Board, Budget Committee and Council itself. The ad
hoc committee last met in November 2000 and suggested alternative ways to fund this program
(minutes attached). Several of the ideas generated relate to current operational and budgetary activities
by the groups listed above.
The high-lighted items speak to a different level of activity than employed today. Item 1-2 calls for a
database and its management, 1-5 looks for partnerships between the city and service organizations, 1-
6 suggests creating a foundation and 3-1, 2, 3 identify and detail a management, tracking and reporting
system.
All of these elements are labor intensive and would have a direct impact on the city budget, and
possibly on the availability of funds needed for said services. Considering the existing efforts and
funding mechanisms by Council and sub-groups, the allocation or reallocation of resources to bolster
current efforts or to address less active elements of the plan requires further direction from Council.
Staff suggests Council accept this report and determine what steps to take next.
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ASHLAND STRATEGIC PLAN
SOCIAL AND HUMAN SERVICES ELEMENT
Mission Statement
To ensure that all people in Ashland live in a safe, strong, and caring community, the City of Ashland
seeks to enhance the quality of life and promote the self-reliance, growth, and development of people.
To these ends, the City of Ashland will strive to provide resources and services to meet basic human
needs.
Overview and Philosophy
Central to the attainment of this mission are a series of commitments and strategies to ensure that the
City of Ashland will be characterized as a safe and healthy community. We value a community in
which citizens are free to grow, to be safe within their person and family, and to join forces in the
collaborative caring for one another.
The City of Ashland, as a government institution, is charged with promoting the general welfare. The
status of the general welfare is severely diminished when there are those in the community who are ill
with treatable conditions, but for the price of treatment, remain untreated; those who lack food and
shelter, but for the price such necessities, who remain homeless and hungry. Every such circumstance
diminishes the strength and functionality of the community, and erodes the ability of children to learn,
of adults to work, parents to parent and seniors to remain independent.
Critical first steps toward the attainment of a safe and healthy community reside in the creation and
support of a collaborative community wide safety net. When one thinks of providing a safety net one
thinks first of any critical, life-or-death needs which might be provided to a person to protect against
undue suffering or an inhumane response from neighbors. Specifically, a safe and healthy community:
. Offers its residents drug-free schools, workplaces, and community centers, while creating
capacities for the prevention and treatment of chemical dependency;
. Is characterized by citizens who are not afraid to venture from their homes at night, and parents
who are assured that their children are safe from negative influences that promote crime,
substance abuse, or violence;
. Is characterized by the affordable and accessible presence of primary and preventative health
care services which in turn support a healthy workforce and reduce adolescent pregnancies,
infant mortality, disability, and the spread of communicable diseases;
. Is one that provides an essential safety net of effective and responsible emergency assistance to
those who are unable to feed or shelter their families and who are confronted with situations
they cannot alleviate by themselves;
. Supports the development of families through such programs as parenting education, affordable
housing, quality childcare, crisis intervention, victims' assistance, and senior services;
. Is one that affords justice, and equal access to justice, to each of its members in a continuous
effort to break the cycle of poverty, stabilize and strengthen the ability of parents to care for
their children, obtain safe and affordable housing, facilitate safe working conditions, defend
against consumer fraud, and protect the frail and vulnerable from abuse.
As the City of Ashland moves along a continuum which focuses on self-sufficiency, the tools for self-
sufficiency must be included within the context of the community's safety net. There is no person who
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will achieve true self-sufficiency if denied timely, continuous, and affordable access to needed
treatments, interventions, advocacy, and skill-building. For these reasons, beneficiaries of the
community's safety net hold ethical obligations for personal advancement along a progressive
continuum toward self-sufficiency (unless otherwise constrained by disability or vulnerability).
The Role of the City of Ashland
The City of Ashland plays a strategic and pro-active role in facilitating a safe and healthy community
by:
Providing leadership in community forums in which safety, health, livability, and quality of life are
discussed or debated.
. Enacting a responsible public policy that:
1. Safeguards strategic partnerships with charitable providers of safety net services;
2. Remains mindful of potential negative or unintended outcomes;
3. Invites the counsel of community professionals who are actively involved in the
delivery of safety net services when contemplating relevant public policy.
. Encouraging true collaboration, rewarding a dedication to and focus on mission, and
discouraging unnecessary duplication of service or effort;
. Establishing clear definitions and priorities for safety net services and allocating public
resources in accordance with those priorities;
GOAL # 1:
PROVIDE A COMPREHENSIVE AND COORDINATED SYSTEM OF SERVICES TO
ADDRESS PEOPLE IN NEED
POLICIES:
(1-1) Identify opportunities to achieve a broad spectrum of integrated community services that
provides for all residents by helping eliminate identified barriers associated with collaboration such as
liability insurance, ways to mitigate obstacles to information exchange among agencies, ways to
overcome "turfdom" and fears of budget invasion and the creation of a streamlined, performance based
contracting system that rapidly identifies changes in the community and responds with innovative
proj ects.
(1-2) Create a consistent database of information on local service needs, successful program solutions
to human and social service problems, and sources of funding for human and social service programs.
(1-3) Assist older Ashlanders, through the Senior Program, in achieving an opportunity for
employment free from discriminatory practices because of age; suitable housing; an appropriate level
of physical and mental health services; ready access to effective social services; appropriate
institutional care when required; information about available supportive services; and supportive
services which enable elderly persons to remain in their homes.
(1-4) Ensure that the needs of low income individuals are considered in the planning for public
housing, community services, and fees for development.
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(1-5) Identify opportunities to develop creative partnerships with service organizations that could
include technical assistance, staff development, co-sponsorship of programs and development of new
revenue sources.
(1-6) Playa leadership role in the creation ofa "City of Ashland Operating Foundation for a Safe and
Healthy Community."
GOAL # 2:
ENSURE THAT THE ALLOCATION OF PROGRAM FUNDING IS FAIR.. OBJECTIVE AND
CONSISTENT.
POLICIES:
(2-1) Allocate public resources, from within the City's general fund, in an amount set by resolution, for
the direct support of essential safety net services.
In recognition of the reality that the costs associated with the provision of essential safety net services
increase on an annual basis, give due consideration in the City's budget process to matters pertaining to
inflation indexes, environmental factors which may contribute to increased demand for services, and
compensation rates (livable wages) paid to social service employees.
(2-2) Allocate, as permissible by the CDBG Block Grant process, on an annual basis, fifteen percent
(15%) of categorical CDBG resources for the direct support of qualifying safety net services.
(2-3) Expend through the City's budget process, resources allocated from the City's General Fund and
the proportional share of CDBG funds, in the charitable, private not-for-profit sector for the provision
of safety net services such as:
(A) Temporary, emergency food and shelter;
(B) Substance abuse education, prevention and treatment;
(C) The preservation of dignity and equal access to justice;
(D) Primary and preventive health care services;
(E) Critical supportive services for families, seniors and victims.
GOAL #3:
ENSURE THAT FUNDED PROGRAMS DIRECTLY ADDRESS CHANGING PRIORITIES
AND ARE ADMINISTERED IN AN EFFECTIVE AND COST-EFFICIENT MANNER.
POLICIES:
(3-1) Ensure that the City consults with local agency officials in the design, delivery and evaluation of
services, by establishing an Ad Hoc Human Services Task Force with its primary focus on working on
the implementation of Policies 1-2, 3-2 and 3-3 and related human services planning and management
Issues.
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(3-2) Develop and adopt techniques for analyzing and measuring the equity of outcomes and benefits
of services delivery which can be integrated into planning, evaluation and budgeting components.
Programs should be evaluated on the basis of well defined performance standards that relate to
program administration and participant development, in addition to the basis of numbers served or
placed.
(3-3) Develop a format for presentations to the Budget Committee, to be made every 3-4 years, which
utilize the results of the monitoring framework outlined in Policy 3-2.
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