HomeMy WebLinkAbout1987-1215 Regular Meeting
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Any ci;ti.ze.n CLttendi~1g Cowlul mee:ting.6 may .6peak on a.ny dem on the agenda, w'lte;),6
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REVISED
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AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
DECEMBER 15, 1987
I. ExicUTIVE SESSION:
7:00PoMo, Civic Center Conference Room Re: PP&L vSo Ashland
II. PL~DGE O~ .ALLEGIANCE: 7:30 PoM. Council Chambers
III. ROLL CALL
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IV. E.Y.!..o.YAL, OF MINtJTES: Regular meeting of December 1, 1987
v. p.dB"iTc: .H..E_~I.N G:S::
1. Request from the Ashland Y.M.C.A. for Community Development Block G~ant funds.
___..............~~ 4 . A ........ .4.............~. L_..A 4. .1 . .J .Il. .
VI . i?~~IOliS_~.l'~T}l!.~l'iS.__L~MONSTRANCETS :
10 Appeal from a decision of the Planning Commission concerning a site review
for a proposed multi-family development on Grant Street (set date for public
hearing on January 5, 1988).
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Liquor license request from Little Caesar's Restaurant, 1253 Siskiyou Blvd~
VI I. llifW-&,}fis'c'EiLANEOUSBUSINESS:
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1.
Memo from City Attorney regarding cou. rt of Appeals, ~~cision on PP&L vs. pshland. /...
Memo from Airport Commission recommending amendment' to lease with FEO rel~.it:i.ve
to City-owned tiedown or hangar space~
Memo from City Administrator regardlng electric utility budget forecast for !
Fiscal Year 1988-89.
2.
3.
4.
Memo from Finance Director requesting that supplemental budget h€aring date
be set for January 21, 1988 at 7:30 P.M.
VIII. E)~JrI< F()]R~: Business from the audience not included on the agenda.
IX.
OP:nIN'Ai~CESr, RESOLlIT"r'ONS "& CONTRACTS:
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1. First reading by title only of an ordinance amending
Chapter of the Land-use Title of the Municipal Code.
furnished in accord with the Charter)
2. First reading of an ordinance amending the Bicycle Ordinanceo
the Sign Ordinance
(Copies previously
3~ First reading of an ordinance relative to water and sewer connection fees.
4. Second reading by title only of an ordinance setting a public hearing on a
proposed\annexation (Albertson Annexation).
5. Resolution transferring appropriations with funds.
.
X. OTHER BUSINESS FROM COUNCI~MEMBERS
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XI. ADJ OURNMENT
Attachments:
I'" Minutes of Boards, Commissions & Committees
2. Monthly Departmental Reports" Nov~~.ber 1987
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ROLL CALL
SPECIAL PRESENTATIONS:
Drunk & Drugged
Driving Awareness
Week
Ashland High
School Grizzlies
Football Team
APPROVAL OF MINUTES
UNFINISHED BUSINESS:
Community Center
'Board
MINUTES OF THE REGULAR MEETING
ASHLAND CITY COUNCIL
December 1, 1987
Mayor L. Gordon Medaris led the Pledge of Allegiance
and called the meeting to order at 7:30 P.M. on the
above date in the Council Chambers. Elerath, Reid,
Williams, Acklin, Laws and Arnold were present.
Mayor Medaris read a proclamation designating the week
of December 13 - 19, 1987 as "NATIONAL DRUNK AND
DRUGGED DRIVING AWARENESS WEEK".
The Mayor also read a letter from the Mayor and
Council to the 1987 Ashland High School Grizzlies
Football Team congratulating them on their Southern
Oregon Conference Championship win, and winning the
games which take them closer to the State champion-
ship.
Councilor Elerath asked that the word "he" on page 4,
first sentence of the last paragraph be changed to
"we". Acklin moved to approve the minutes of the
regular meeting of November 17, 1987 as corrected;
, Reid seconded the motion which passed unanimously on
voice vote.
Councilor Reid said she had met with the Ashland
Folkdance group and discussed the need for an
inventory of available space for community use. She
feels a full-time board may not be necessary at this
time. Reid would also like to look at the ordinance
which gives the Parks Department authority to rent
available spaces. Williams agreed that the ordinance
should be reviewed. John Fregonese and Reid would
like public input on the issue. Laws suggested
appointing an informal committee including Reid,
Fregonese and a Parks Commissioner, along with a
subcommittee of citizens who use the buildings, to
inventory available spaces, review the aforementioned
ordinance and review rental policies. This will then
be brought back to Council for input. Acklin so
moved, Reid seconded the motion which passed unani-
mously on voice vote.
NEW & MISCELLANEOUS BUSINESS:
Computerized Planning Director John Fregonese reported on the
Accident Reporting City's computerized accident reporting system which
System was purchased with a grant the City received in 1986.
He showed slides of information which is obtained from
the State, entered into the computer and analyzed to
12/01/87 P. 1
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Regular Meeting
Ashland City Council
12/01/87 P. 2
NEW & MISCELLANEOUS BUSINESS: (Continued)
Accident Reporting give data for such things as locations of accidents,
System driver errors, times of accidents, etc. It's a very
valuable system and will enable the City to take
measures necessary to reduce accidents. This computer
system also does graphics for other departments in
City government.
Financial
Commentary
Bicycle Ordinance
Liquor License -
,Northlight Restr.
Liquor License
Thai Pepper Restr.
Bridge Constr.
over Neil Creek
Acklin moved to accept and place on file the monthly
financial commentary for the period ending October 31,
1987, Laws seconded the motion which passed
unanimously on voice vote.
A memo was read from Dir. of Public Works Al Alsing
requesting modifications to the Bicycle Ordinance to
bring it into conformance with the Oregon State
Vehicle Code. Elerath feels the audible warning
device should be standard for all bikes. Councilor
Williams explained that the Bike Committee discussed
this but felt it would create more controversy to
require standardized warning bells. Laws felt it
would cause enforcement problems. Acklin made a
motion to ask Staff to revise the ordinance as
suggested and bring it back to the next meeting; Reid
seconded the motion which passed unanimously on voice
vote.
Police Chief Vic Lively's memo recommending approval
of a liquor license application for the Northlight
Restaurant at 36 S. Second St. was read. Arnold moved
to approve the recommendation, Reid seconded the
motion which passed unanimously on voice vote.
Reid moved to place a liquor license application on
the agenda for the Thai Pepper Restaurant, 84 N. Main
Street, Acklin seconded the motion which passed unani-
mously on voice vote. A memo from Police Chief Lively
was read recommending approval, Laws moved to approve
the application and Reid seconded the motion. It
passed unanimously on voice vote.
A memo was read from Public Works Director Alsing
concerning a proposal to relocate a bridge from the
Lithia Springs property to cross Neil Creek near the
airport. Alsing explained that the County is
proceeding with design of a bikepath on East Main and
the bridge would be a major link between the airport
and Ashland Hills Inn. He said the bridge is of
historical significance and, if moved, this could be
designated on the bridge. On a question from Mayor
Medaris, Alsing said the funds of approximately $5200,
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12/01/87 P. 3
NEW & MISCELLANEOUS BUSINESS: (Continued)
Bridge Constr. which include $3,000 for abutments, would have to come
out of the Airport Fund, but would not be done this
year. On a question from Elerath, Alsing said the
path would be three-foot wide pavement. Arnold asked
when the County would know if their grant was approved
and Alsing said in February. Arnold said it might be
better to wait until the grant was approved, and
Acklin said it could be included in the budget
preparations for next year if the concept is approved
now, and deleted later if bikepath was not built.
Elerath moved to approve the concept and authorize
staff to proceed with preliminary design and funding;
Acklin seconded the motion which passed unanimously on
voice vote.
Clay St. Annex.
(Albertson)
Human Resources
Subcomm. Meeting
PUBLI C FORUM
First reading of an ordinance setting a public hearing
for January 5, 1988 concerning annexation of land on
Clay Street between Highway 66 and East Main Street.
Acklin moved to second reading; Laws seconded the
motion which passed on roll call vote as follows:
Elerath, NO; Reid, Williams, Acklin, Laws and Arnold,
YES.
A letter was read from Budget Committee member Sabra
Hoffman, 345 Scenic Dr., requesting a meeting of the
Human Resources Subcommittee to discuss the process
for reviewing requests for funding from Human Resource
agencies. After a brief discussion, Arnold moved to
call a special meeting of the Subcommittee for
Tuesday, February 16, 1988 at 4:00 P.M. Acklin
seconded the motion which passed unanimously on voice
vote.
The Mayor opened the public forum and again welcomed
Jim Watson, new Administrator/C.E.O. of Ashland
Community Hospital. There being no comment from the
audience the public forum was closed.
ORDINANCES, RESOLUTIONS & CONTRACTS:
Clay St. Annex. First reading of an ordinance on the Clay Street
annexation was held earlier in the meeting.
Reeder Annexation
(1660 Peachey Rd.)
Second reading by title only of an ordinance annexing
a contiguous area (Reeder Annexation). Reid moved to
adopt the ordinance; Laws seconded the motion which
passed unanimously on roll call vote. (Ref. Ord.
#2433)
12/01/87 P. 3
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Regular Meeting
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Ashland City Council
12/01/87 P. 4
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ORDINANCES, RESOLUTIONS & CONTRACTS: (Continued)
Reeder Annexation Second reading by title only of an ordinance
(1660 Peachey Rd.) withdrawing recently annexed land from Jackson County
Fire District No.5 (Reeder Annexation). Laws moved
to adopt the ordinance; Acklin seconded the motion
which passed unanimously on roll call vote. (Ref.
Ord. #2434)
Reeder Annexation
(1660 Peachey Rd.)
Second reading by title only of an ordinance rezoning
certain recently annexed land (Reeder Annexation).
Laws moved to adopt the ordinance; Arnold seconded the
motion which passed unanimously on roll call vote.
(Ref. Ord. #2435)
Street Plugs
Second reading by title only of an ordinance
concerning street plugs and reserve strips. Laws
moved to adopt the ordinance; Arnold seconded the
motion which passed unanimously on roll call vote.
(Ref. Ord. #2436)
Bank Signature
Cards
A memo was read from Director of Finance Nelson
concerning an attached resolution designating banking
depository and City officers authorized to withdraw
money from same. It was noted that Karen Huckins,
Supervising Accountant, had been left off the original
resolution and a revised copy was presented at the
meeting. Acklin moved to approve the Resolution;
Williams seconded the motion which passed unanimously
on roll call vote. (Ref. Reso. #87-49)
OTHER BUSINESS FROM COUNCIL MEMBERS:
Letters to Mayor Medaris told Council of thank you letters sent
Christmas Decora- to those involved in the acquisition of the new
tions Providers Christmas Decorations, including Emile Cloutier, Mac
McCarley, Western Oil & Burner, Handyman Plumbing &
Electric Supply, and Harrison Parts Co.
ADJOURNMENT
The meeting adjourned at 8:50 P.M.
L. Gordon'Medaris
Mayor
Nan E. Franklin
City Recorder
12/01/87 P. 4
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Main Street Development Co.
Memo to : Brian Almquist
City of Ashland
Re: Planning Commission Action 87-144
Site Review
From: Allan Sandler & Harvey Davis
owners of 255 Grant Street
Date: 12/10/87
I request a hearing before the City Council on their January 5,
1988 meeting regarding the Planning Commissions tie vote on
approving our Site Review which without action indicates a turn
down and they gave us no recommendations.
As a matter of fact we have met or will meet all requirements of
the Building & Planning Dept. as was stated by the Planning Dept.
in their Criteria for Site Review:
A) All applicable city ordinances have been met and will be
met by proposed development.
S) All requirements of the Site Review have been met.
C) The Site design complies with the guidelines adopted by the
City Council for implimentation of this chapter.
During the meeting we felt that certain members of the Commission
were out of their sphere of authority in what sounded like they
were trying to change the rules as have previously been abided by.
One point of contention: Our architect and the City Planning Dept
stated that we met the requirements for public and private open
space and certain members of the Commission stated that they should
no longer consider private open space such as patios and balconies
calculating open space and they said we did not meet the require-
ment when in fact we did.
Another point of contention: They did not want us to remove the
house on the property when in fact we have every right to remove
the house. The house is not on the Historic List, we are not in
the Historic Distric4 the house is not up to code based upon
your building inspectors. The house is one third remodeled and the
cost of fixIng it up Is $42,711.18. While at $40.00 per foot of
the 850 sq. ft. of the old portion of the house, it would cost
$34,000.00 to rebuild from scratch.
762 A. Street ..~shland, ()R 97520 (503) 488-2025 TELE:X: SANDLR - TWX 5106001711
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Memo to: Brian Almquest
City of Ashland
Date: 12/10/87
Page -2-
The Historic Commission did not put special historic significance
on the house.
The third point of contention: The Planning Commission said our
buildings were to high, when in fact they are no higher than nor-
mal two story homes and are within height guidelines. However
when they brought up this point and a few neighbors were concerned
about the height we offered to reduce the height by five feet in
order to please the neighborhood. Again they arbitrarily said no
with no consideration for our rights under the code. We therefore
request that you approve our request and over turn their tie vote
and give us some recommendations.
Thank you,
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~emorandum
September 10, 1987
<(Uo;
Jtf rom:
Mayor and Council
Vie Lively, Pol.ice Chief ~
~ubjett;
Liquor Licf~nse
An application for Change of Ownership has been received from
William Charles Reichard dba Little Caesar's, 1253 Siskiyou Blvd.
A background check has been completed on the applicant and
approval of this license is recommended.
VL~mm
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RONALD L. SALTER
ATTORNEY AT LAW
94 THIRD STREET
ASHLAND. OREGON 97520
(503) 482-4215
December 7, 1987
Mr. Brian Almquist
City Administrator
C.ity Hall
Ashland, Oregon 97520
Re: P.P.& L. vs. Ashland
Dear Brian:
Enclosed is my memo to the Mayor and Members of the
Council, which I suggest be given to the Council for its next
meeting, and also that we call an executive session.
Very truly yours,
/.'...}
/ i' ~,/' oor-~
\t L~0 <:_)
RONALD L. SALTER
City Attorney
RLS/pc
Enclosure
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,t1t.
MEMORANDUM
TO: Mayor and Members of
the Common Counil
DATE: December 7, 1987
FROM: Ronald L. Salter
City Attorney
SUBJECT: P.P. & L. vs. Ashland
Ladies and Gentlemen:
The recent Court of Appeals decision in the above
matter dealt with two questions. One was whether the City has
the right to condemn P.P.& L. 's facilities in areas annexed,
and then continue to serve the customers with electricity. The
Court held that we do have such a right. This is a very impor-
tant holding to the City, and was by a two to one decision in
the Court of Appeals.
The other question was whether the City was legally
and properly serving customers in areas annexed to it since
1965, where those areas had been allocated previously by the
PUC to P.P.& L. In our opinion, the Court's holding is that
we do have such a right, provided we exercise our statutory
right to "exclude or eject" P.P.& L. As those areas were
vacant and not being served by anyone with electricity, it is
our position that the act of serving was the act of exclusion,
and thus we have properly served such customers. The Court of
Appeals held that this question of fact "exclusion or ejection"
had not been decided, and thus it remanded the case to the
trial court for determination.
Mr. Almquist and I, along with our attorney in Portland,
Don Stark, met with ranking representatives of Pacific Power &
Light in Portland on December 2, 1987, and at their request. This
was for the purpose of working towards settlement of the matter.
We look forward to discussing this with you in an executive
session at the meeting of December 15, 1987.
Respectfully submitted,
RLS/pc
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Ro~ALD L. SALTER
City Attorney
RONALD L. SALTER
ATTORNEY AT LAW
94 THIRD STREET
ASHLAND, OREGON 97520
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~emorandum
December 7, 1987
<(If 0:
Brian L. Almquist
'>
Jff rom: jy Allen A. Alsing
~ubjett;
Recommendation fro:m Airport Conunission
The purchase of the airport hangars was recently
completed. Since the City did not own the hangars at the
time that the lease with Ashland Air, Inc. was executed, no
mention of the hangars was included. In order for Ashland
Air to become the City's agent for collection of the hangar
rental fees, it will be necessary to modify the lease
agreement.
Attached is a copy of the portion of the lease that
deals with fees and fee collection.
The Airport Commission has recommended that lO.e be
modified to"read as follows:
A monthly facilities charge administered by the Lessee
of 80% of the gross income from any City-owned tiedown or
hangar space administered by the Lessee, excluding those
spaces designated for use by the Lessee for aircraft owned or
leased to the Lessee; and
I presume that this will need Council action. Would
you please place this on the next Council agenda?
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9. Lessee further agrees to k ep the leased area and premises
I~, a neat and orderly manner, free of offensive or dangerous materials
or conditions.
10. Lessee agrees to pay to the/City on or before the tenth
d4; of each calendar month during the te~ of this Lease, the following
;fA ,^?S and amounts:
)
a.
The rental of $
$750.00
per month during
th~ term of this Lease; and
b. A flowage free of $0.05 ( 5 (:) per gallon on all
r~~l products (aviation fuel and Mogas) delivered to the Lessee at the
A$11and Airport. Said fee is payable on fuel used by the Lessee or sold
't
~o~the publici and
c. A monthly freight handlers fee administered by the
--e...~see of '80 % of the gross collecj:edi
d. A monthly Mogas license fee administered by the Lessee
~f 80 % of the gross collected.
e. A monthly facilities charge administered by the Lessee
o~ 80 % of the gross income from any City-owned tiedown space adminis-
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te~ed by the Lessee, excluding those spaces designated for use by the
Le~see for aircraft owned 6r leased to the Lessee; and
f. If revenue from shop activities, including general
a\~craft maintenance, engine overhaul, aircraft painting, radio and air-
Crfft parts sales, exceed a gross of TWO HUNDRED FIFTY THOUSAND DO~LARS
(~;50,000.00) in anyone calendar year, beginning in 1988, Lessee shall
JAY to the City, on January 21st of the following year, a sum equal to
O~~ percent (1%) of the gross in excess of $250,000.00.
The monthly rental rate in "a" above shall be adjusted yearly
(-:f.~ follows:
The monthly rental shall increase, but not decrease, in accord
w,!h the increase in the Consumer Price Index. The year 1967 shall
e9lAlal 100 and the index used shall be Consumer Price Index for all urban
~~msumer. for the Portland, Oregon area. The base period shall be for
~e period ending July 1987, and if information for that month, is not
~v 'ail.able, it shall then be the next preceding month for which, informa-
. '.,~. .
lIon is available. Th~ increase in the rent shall be determined and
~A~e effective on an annual basis, with the first period being one (1)
!ear from the date this Lease commences, and on a yearly.basis there-
a~ter. Further, in no event is the rent to decrease'even if the Consumer
f~ice Index decreases.
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~emorandum
December 10, 1987
mo:
Honorable Mayor & City Council
Jf rom:
~ubjett:
Brian L. Almquist, City Administrator
/1
1988 Electric Rate Forecast
State law in O.R.S. 222.230 requires the administrator of each
municipal utility to annually: (1) make an estimate of
operating expenses for the corning fiscal year; (2) project
rates sufficient to meet those expenses; and (3) maintain a
reserve fund to meet future system requirements. This analyses
and report are to be submitted to the City Council by December
31 of each year, but need not be acted upon until the budget is
presented later in the year. Therefore, in accord with State
law, the Staff has prepared the attached estimate of Electric
Fund revenues and expenditures for 1988-89.
Preliminary indication from B.P.A. is that there will be no
increase be-fore January 1, 1989. My belief, based on
discussions with knowledgeable people in the Northwest, is that
there will not be an increase during the 1988-89 fiscal year.
The 1988-89 budget which will be presented in the Spring will
therefore propose to maintain electric rates at their current
levels.
Attachment/
November 30, 1987
!fO:
FROM:
SUBJECT:
Brian L. #Almquist, City Administrator
Robert D. Ne'lson, Dir~ctor of Finance
PRELIMINARY ELECTRIC UTILITY FORECAST - 1988-89
Pursuant to ORS 225.230, the annual preliminary estimates for the electric
utility have been prepared.
Bonneville has indicated that no wholesale power rate changes will occur
prior to January 1, 1989. At that time, rates might be adjusted in either
direction. There are many variables, such as precipitation, temperatures,
aluminum industry economics, crude oil prices and the like, so neither
Bonneville nor I predict any change. Therefore, assuming no rate increases,
the summary below gives rise to the hope that no retail rate increases will
be needed for 1988-89.
Respectfully submitted,
#
Robert D. Nelson
Director of Finance
RDN:paw
Electric Utility Fund
1988-89
Preliminary Forecast
(In Thousands of Dollars)
Resources
87/88
Budget
$1,047
300
5,750
147
$7.244
88/89
Estimates
$1,020
250
5,750
180
$7,200
1. Beginning Fund Balance
2. Grants
3. Sales
4. Miscellaneous Revenues
5. Total Resources
Requirements
6. Personnel Services $ 745 $ 750
7. Purchased Power 3,500 3,500
8. Materials & Services 892 900
9. Capital Outlay 328 288
10. Franchise Tax 590 593
11. Conservation Expense 300 249
12. Debt Service (Incl. Fiscal Agent) 77 93
13. Operating Contingency 172 187
14. Unappropriated Ending Balance 640 640
15. Total Requirements $7,244 $7,200
J
~emorandum
December 8, 1987
ijI 0:
Brian Almquist, City Administrator
Jff rom:
Robert Nelson, Director of Finance
~uhjett:
NEED FOR SUPPLEMENTAL BUDGET
Permission is requested to call a meeting of the Budget Committee
at 7:30 p.m. on Thursday, January 21, 1988, in the Civic Center,
for the purpose of electing officers, considering a supplemental
budget, and discussing other matters of concern to the Budget
Committee.
The proposed supplemental budget document will be made available
in the near futur~.
Respectfully submitted,
~~.)1d
Robert Nelson
Director of Finance
kah
cc: Honorable Mayor and City Council
Nan Franklin, City Recorder
Jill Turner, Assistant Director of Finance
*
*
*
*
*
*
*
*
*
P. s. - Attached is a copy of the proposed supplemental budget.
The Fire Department budget needs to be increased because of
forest firefighting, and the Airport Fund should be amended
- because of the arrangements with the new fjxed base operator.
l.b ./1.
SUPPLEMENTAL BUDGET
1987-88
GENERAL FUND
Resources
Fire Department Service
$10,200
$10,200
Total resources
Requirements - Fire Department
Personnel Services - salaries (o.t.) 6,700
Personnel services - employee benefits 2,200
Materials and services - maint. of equip. 1,300
Total requirements $10,200
.... * -1: -;': .'. -;': * .t.- .'. ..... .t.-
#~ #, ^ #~ ^ #~
AiRPORT FUND
Resources
Airport lease revenues $ 6,900
Requirements
Materials and services - utilities 4,100
Materials and services - maintenance $ 2,800
Total requirements $ ~,900
-;" -I: -;': -;': ...... -;': -;': * * -1: ..'.
" ^
ORDINANCE NO.
AN ORDINANCE AMENDING TITLE 14 OF THE ASHLAND MUNICIPAL
CODE RELATIVE TO WATER AND SEWER CONNECTION FEES.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Section 14.04.040 E. of the Ashland Municipal Code
shall be amended by amending the third and fourth lines of the
seconq paragraph to read as follows:
"addition to the fees set forth herein, pay a fee of
$10.00 per lineal foot of frontage to reimburse said
developer for said main, which ..."
SECTION 2. Section 14.08.020 D. of the Ashland Municipal Code
shall be amended by amending the third and fourth lines of the
second paragraph to read as follows:
"addition to the fees set forth herein, pay a fee of $6.40
per foot of frontage to reimburse said developer for said
main, which ..."
The foregoing Ordinance was first read on the 15th day of December,
1987 and duly PASSED and ADOPTED this 5th day of January, 1988.
Nan E. Franklin
City Recorder
SIGNED and APPROVED this
day of January, 1988.
L. Gordon Medaris
Mayor
~emnrandum
November 25, 1987
Wo:
Brian L. Almquist, City Administrator
JIf rom:
~ubjttt:
Robert D. Nelson, Director of Finance
REQUEST FOR TRANSFE1{S". OF APPROPRIATIONS
Several transfers of appropriations within funds are needed:
1. The Seniors bus required some large, unanticipated
repairs to its transmission.
2. S.O.S.C. will reimburse the City for its share of
the cost of the access television feasibility study,
but an appropriation is needed.
3. Unanticipated elections cost approximately $6,200.
4. The down payment and closing costs of the "B" Street
property {see October 6 Minutes) will total about
$4,500.
5. Parks & Recreation 1987-88 wage, salary and benefit
adjustments need to be appropriated, as requested by
A.P. & R.C.
Attachedlis ~ proposed Resolution for Council consideration.
.I
Respectfully submitted,
~
RDN/td
cc: Hon. Mayor & City Council
Barbara Dunlap
Nan Franklin
John Fregonese
Ken Mickelsen
Robert D. Nelson
Director of Finance
...
RESOLUTION NO. 87-
A RESOLUTION TRANSFERRING APPROPRIATIONS WITHIN FUNDS
WHEREAS, due to circums tances record,ed in the Direc tor of
Finance's memorandum dated November 25, 1~87, the Mayor and City
Council of the City of Ashland hereby determine that it is necessary
to transfer appropriations as follows:
1. From General Fund Operating Contingency to Senior Program
Katerials & Service (Bus Expense) - $1,200.
2. From Gener~l Fund, . Operating Contingency to Communi ty
Development Materials & Service (Consulting Services) - $400.
3. From Central Services Operating Contingency to Materials &
Services (Elections) - $6,200.
4. From Street Fund Materials & Services (Street Maintenance)
to Capital Outlay (Improvements Other than Buildings) - $4,500.
5. From Parks Division Operating Contingency - $18,050, and from
Capital Outlay (Other Projects) - $13,199; to Personnel
Services - $31,249 (Salaries - $23,183, and Employee Benefits
- $8,066)
From Recreation Division Operating Contingency - $1,500, and
Materials & Services (Program Expense) - $2,466; to Personnel
Services - $3,966 (Salaries - $2,585, and Employee Benefits -
$1,381).
NOW, THEREFORE, BE IT RESOLVED, that appropriations are hereby
transferred as indicated above.
The foregoing Resolution was READ and DULY ADOPTED at a regular
meeting of the C~ty Council of the City of Ashland on the day
of , 1987.
Nan E. Franklin
City Recorder
day of
,1987
SIGNED and APPROVED this
L. Gordon Medaris
Mayor
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ASHLAND COMMUNITY HOSPITAL
MINUTES OF TIIE
BOARD OF DIRECTORS' MEETING
October 23, 1987
The Board of Directors of Ashland Community Hospital met at 12:45 p.m. on Friday,
October 23, 1987t in the Conference Room of the Hospital. During lunch, Mack
Banner, Chuck Baker, and Ed Weidman of RCA Management Company presented the
findings of an operational survey their company had performed. (A written report
is on file in Administration.)
PRESENT:
Those present were: B. Doyle Greene, presiding; Linda Jackson, Michael Jewett,
Frank Billovits, Jerry Cooper, Jean Keevil, M.D., Stephen Lunt, and Frances
Wiley, Board members; Allen Johnson, M.D., Medical Staff representative; Pat
Acklin, City Council liaison; Michael McGraw, CFO; and Carolyn Johnson, pro tern
executive secretary.
GUESTS:
Robert Strawbridge, interim administrator; and James Watson, appointed
administrator.
ABSENT:
Those absent were: Walt Roffbuhr, president; Beth Barnet, Foundation president;
and Jennie Dunbar, Auxiliary president.
\,
CALL TO ORDER:
The meeting was called to order at 1:50 p.m. by B. Doyle Greene.
APPROVAL OF
BOARD MINUTES:
It was moved by Linda Jackson and seconded by Mike Jewett that the minutes of the
September 25, 1987, "meeting be approved as received. Motion carried.
It was then moved by Linda Jackson and seconded by Frances Wiley that the minutes
of the Board's Executive Sessions on Tuesday, September 22, 1987, and Wednesday,
September 30, 1987, be approved as distributed. Motion carried.
FOLLOW-UP
DISCUSSION:
Several questions regarding follow-up to issues addressed in the minutes were
raised:
Mr. Strowbridge reported that he had discussed the perceptions of the
ambulance company employees toward our Emergency Room with the owner Gordon
Brown who identified that there are some personal feelings between himself
and one of the physicians but that these feelings do not influence his
decision regarding destination of transport. He specified that these
"personal feelings" were not a question of quality of care. Ashland Life
Support brings to our Emergency Room all patients who request ACH and all
patients except those who have injuries that the hospital has predetermined
are not appropriate such as patients with head injuries.
Stephen Lunt requested a copy of the report that Mike McGraw had used in his
report on the status of our inventory control program. McGraw responded that
these were a series of memos not a formal report and that he will get copies
to Mr. Lunt. In answer to questions regarding the status of the Pharmacy
BOARD OF DIRECTORS MEETING - October 23, 1987
Page 2
inventory, McGraw responded that Joe Sayre, chief pharmacist, was at a meeting in
Bend today to negotiate contract prices. However, the real problem is that each
physician, especially in anesthesiology, wants a special selection of medications
which are currently not in the hospital's Formulary. Dr. Keevil informed the
Board that the problem had been discussed at the General Medical Staff meeting
this month and physicians had been asked to follow the formal process of
requesting the addition of their special drug orders through the Pharmacy and
Therapeutics Committee. It is hoped that the physicians will voluntarily comply
and limit their special requests.
Stephen Lunt also wished to know if the Auxiliary had been reimbursed by the
vending company. McGraw reported that the vending company is current with
its reimbursement to the Auxiliary.
COMMITTEE REPORTS
AND MINUTES:
Strategic Planning Committee Report
B. Doyle Greene reported that the Strategic Planning Committee had spent its
meeting time listening to two proposed affiliations between ACH and the Ashland
View Manor. The first was, a proposal for a lease or sublease of the facility to
continue its purpose as a retirement home but perhaps to assure better
utilization of our dietary, housekeeping, and pharmacy services as well as
gaining some office space for programs that could be run from outside the
hospital. The second was a proposal by John Gilmore from Jackson County Mental
Health that the hospital lease Ashland View Manor and administer a 24-bed
inpatient, short-stay, psychiatric facility by contracting for psychiatric
counselo~s and technicians with the county. This proposal is contingent upon a
state funding grant of $750,000. It was moved by Jean Keevil, M.D., and seconded
by Mike Jewett that the minutes be approved as received. Motion carried.
MarketinR and Finance Committee Report
'Jerry Cooper reported that the Marketing and Finance Committee had decided to
move its meetings to the second Thursday of each month to accommodate the
chairman's faculty responsibilities. Discussion at the meeting included the
development of a marketing plan for the Emergency Room which will be done by an
sose student, the decision to discontinue the KOBI-TV program when the current
contract expires, and the discussion of criteria for selection of an advertising
agency. Carolyn Johnson reported that she had shown the Committee a series of
professionally produced conunercials called "Technically Speaking" which are
available if this is a direction the Committee wishes to pursue after the
completion of the strategic plan. It was moved by Frank Billovits and seconded
by Mike Jewett that the minutes be approved as received. Motion carried.
FINANCIAL REPORT:
Mike McGraw reviewed the financial report for the month of September, pointing
out that. the figures reflect a low census. Net operating revenues for the month
were $447,472, while total operating expenses were $535,512, leaving a net loss
after interest of $75,741. Year-to-date loss is $146,395.
Frank Billovits asked if we were purposely "stretching out" the payables. Mike
McGraw responded that each bill is paid in the month it is received. However,
. . ,
..;
BOARD OF DIRECTORS MEETING - October 23, 1987
Page 3
the amount in receivables is increasing because of a slow-down in Medicare
reimbursement. He explained that by law Blue Cross of Oregon, our intermediary
for Medicare, is required to pay in 28 days. However, Blue Cross had adopted a
policy of sending all records to OMPRO for review and then after review they
start counting the 28 days. Potentially, this could hold up payment for 60-90
days. The Board was dismayed by this practice.
Mr. Watson was asked if he felt that our financial situation can be turned
around. He responded that this hospital traditionally has low census in the fall
and that losses will probably be offset by profits in the winter months.
However, he feels that overall the Board has three alternatives in addressing the
future of Ashland Community Hospital: (1) the Board can choose to do nothing, in
which case he would predict closure in three years; (2) the Board could take a
conservative approach, eliminating services and pulling back, in which case he
would predict closure six months sooner; or (3) the Board can elect to take some
risks and attempt to increase our utilization, which should guarantee financial
success. The Board appreciated his advice.
MEDICAL STAFF REPORT:
'Dr. Allen Johnson reported the Medical Staff was s~eking approval of credentials
for Thomas R. Holbert, M.D., for Courtesy Staff privileges ih gynecology. It
was moved by Mike Jewett and seconded by Frances Wiley that these credentials be
approved. Motion carried.
In response to the Board's request for input from the physicians on a "Smoke-Free
Fac'ility" policy for Ashland Community Hospital, Dr. Johnson reported that based
on the experiences of Providence Hospital and Rogue Valley Medical Center, the
Medical Staff recommends that patients ,be allowed to smoke in their rooms with a
doctor's ..prder.
APPROVAL OF
EXPENDITURES:
Frances Wiley moved and Linda Jackson seconded a motion to approve the October
expenditures. Motion carried.
CEO'S REPORT:
Bob Strowbridge reported that he continues to find good morale and effective day-
-to-day management of the hospital on his visits to Ashland Community Hospital.
Since this will probably be his last Board meeting, he thanked the Board for the
opportunity to serve them and the community, stating that it had been a pleasure.
The Board expressed their appreciation to Mr. Strowbridge for stepping in to
provide stability during a difficult time.
OTHER BUSINESS:
Formal Acceptance of New Administrator/CEO:
B. Doyle Greene read a letter of acceptance from James Watson and requested a
motion for the Board's acceptance of Mr. Watson as Administrator/CEO of Ashland
Community Hospital with his assuming full responsibilities on November 16, 1987.
Mr. Strowbridge will continue in the role of consultant for as long as deemed
necessary by this Board. The motion was made by Stephen Lunt and seconded by
Frances Wiley. Motion carried.
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BOARD OF DIRECTORS MEETING - October 23, 1987
Page 4
Formal Request of Appointment:
B. Doyle Greene requested a motion that a letter be sent to Mayor Medaris and the
Ci~y Council requesting formal approval of the appointment of James Watson as
Administrator/CEO of Ashland Community Hospital. The motion was made by Linda
Jackson and seconded by Michael Jewett. Motion carried.
Consultation PrivileRes:
B. Doyle Greene reported that the Board had received a letter requesting that Mr.
Watson be granted telephone consultation privileges to Pacific Communities
Hospital until January 10, 1988. A motion to grant this privilege at the
discretion of the Board was made by Frank Billovits and seconded by Mike Jewett.
Motion carried.
Check SiRninR Resolution:
B. Doyle Greene requested a motion to change the names of those authorized to
sign checks from Thomas M. Mack, Michael S. McGraw, or Sharlene Stephens to James
Watson, Michael S. McGraw, or Peggy Cockrell. It was moved by Frances Wiley and
seconded by Linda Jackson that the resolution be adopted. Michael Jewett
abstained from voting. Motion carried.
Employee Gift Certificate:
B. Doyle Greene informed the Board that it was time to discuss the annual holiday
gift certificate. He explained that the hospital used to give each employee a
turkey in December but had changed that custom several years ago and in the
recent past has given a $10 gift certificate to a local market. A motion to
carry on~the tradition of the $10 gift certificate was made by Linda Jackson and
seconded by Frances Wiley. Motion carried.
Change of Date of Board Meeting:
The November Board meeting is scheduled on the day after Thanksgiving. A motion
was made by Mike Jewett and seconded by Frank Billovits to move the Board meeting
to Monday, November 30, 1987, at 12:30 p.m.
Smoke-Free Facility Policy:
Carolyn Johnson reported that a memo had been sent out to all employees
requesting their input into a suitable designated smoking area outside the
hospital and away from main entrances. The only responses was from the
Coordinator of Obstetrics who requested that OB patients and visitors be allowed
to smoke outside the back door to that unit as they are currently doing and from
the Health Appraisal Coordinator, Roberta Kaiser, who proposed that site plus one
outside the Dining Room and one outside Sports Medicine. Johnson felt that since
Pacific Communities Hospital had already adopted a policy, Mr. Watson should have
input into our policy. Discussion was tabled. Mr. Watson will bring a policy
statement. to the December Board meeting.
BOARD OF DIRECTORS MEETING - October 23, 1987
Page 5
Recognition of Executive Secretary:
Linda Jackson informed the Board that Executive Secretary Sharlene Stephens is
not planning to return to work from her maternity leave. Jackson recommended
that the Board give her special recognition at the Employee Recognition Dinner on
November 19, 1987. The Board agreed and appointed Linda Jackson to select an
appropriate gift. Pat Acklin volunteered to consult.
ADJOURNMENT:
There being no further business, the meeting was adjourned at 2 p.m.
Respectfully submitted,
~dtJ 9a~
Linda ackson
Board Secretary
Approved:
Walt Hoffbuhr
Board President
<1(, -./'
",.
ASHLAND PLANNING COMMISSION
HEARINGS BOARD
MINUTES
November 12, 1987
CALL TO ORDER
The meeting was called to order by Chairman Pro Tern Brent
Thompson at 2:00 p.m. Commissioners present were Bernard, and
Bingham. Staff members present were Fregonese, McLaughlin,
Molnar, and Honts.
TYPE II PUBLIC HEARINGS
PLANNING ACTION 87-140
REQUEST FOR CONDITIONAL USE PERMIT FOR TEMPORARY USE FOR CHRISTMAS
TREE SALES LOT
PIONEER AND "C" STREETS
APPLICANT: BARBARA MUMBLO
STAFF REPORT
Staff reported that a similar application had been processed for
the past several years. The Christmas tree lot has been operating
on this site for .the past nine years. There was no written
objections for this type of use. The sales will be conducted only
in the month of December. McLaughlin read the criteria for
approval of a conditional use permit. Staff recommended approval
of this application.
PUBLIC HEARING
BARBARA MUMBLO, 4900 Yale Creek Road, Jacksonville, OR, felt she
would be doing a service to the community with the Christmas tree
lot.
COMMISSIONERS DISCUSSION AND MOTION
All commissioners made a site visit. Bernard moved to approve and
Bingham seconded the motion. The motion was carried unanimously.
PLANNING ACTION 87-147
REQUEST FOR CONDITIONAL USE PERMI'r FOR TEMPORARY USE FOR CHRIS'l'MAS
TREE SALES LOT
CORNER OF NORTH MAIN AND CHURCH STREETS
llllilf~~!;~. IJORR.J~~_Ll\MBER!
STAFF REPORT
McLaughlin stated that this application was very similar to the
Mumblo application (PA87-140). The applicant operated a Christmas
tree lot last year on "e" street. Staff recommended approval.
. . r
PUBLIC HEARING
There was no public testimony.
COMMISSIONERS DISCUSSION AND MOTION
All commissioners made a site visit. Bingham moved to approve the
planning application and Bernard seconded it. The motion was
carried unanimously.
PLANNING ACTION 87-142
REQUEST FOR SITE REVIEW FOR EIGHT UNIT APARTMENT COMPLEX
655 PARK STREET
APPLICANT: GEORGE COTA
STAFF REPORT
Staff reported that in 1980, the Planning Commission approved a
conditional use, site review and minor land partition for an 18
unit, 2-story condominium complex on this site. The applicant was
granted an extension that lapsed and nothing was built. The
applicant recently gained approval for a similar complex on
adjoining property accessing off Normal Avenue. The applicant is
proposing to put eight single story units on the site with access
off Park Street and joining the existing development. Landscaping
just meets the requirement~ In order to provide extra buffering
along the accessway, Staff has suggested that five feet be taken
out of pavement and landscaped. Staff recommended approval of
this application. McLaughlin read the criteria. Fregonese added
that with regard to the rear yard landscaping, that the ordinance
requires that 25 percent of the floor space be in recreational
landscaping, therefore, Staff recommended that the applicant
consider the use of decking, concrete, or some patio type
development rather than simply decorative landscaping. McLaughlin
showed slides.
PUBLIC HEARING
GEORGE eOTA, 1030 Ivy Lane, assured the Commission that the rear
yard landscaping would consist of shrubs, trees, barkdust and
8'x 10' patio. He also indicated he would be flexible as far as
the rear yard landscaping. Commissioner Thompson suggested the
use of grass in the rear yards, but McLaughlin indicated that it
was difficult to bring a lawnmower through the unit to mow the
back yard. Cota could not see a problem with the landscape
buffer.
MRS. BLANKENSTEIN, 635 Park Street, a neighboring property owner,
requested that proper drainage be put in her yard as well as a
retaining wall. She stated that every year her garage is under
water. She also asked for a fence to buffer the noise from the
project. MCLaughlin, said a six foot wood fence has been proposed
along the property llne. She also wanted Cota to clean up debris
from construction along her property line.
Cota answered Blankenstein's requests by stating that plans have
been made for a storm sewer and sewer system which runs from his
proposed project all the way down Park. He did not feel the
retaining wall was his responsibility.
BILL SPRINGS, 654 Park Street, said that traffic was his main
concern. He did not want extra congestion on Park Street and
Normal Streets.
GARY ELLIS, 717 Park Street, said that his backyard faced the west
side of the proposed development. He requested a fence on the
property line. At this time, he has access to Talent Irrigation
District water from Normal to the south edge of his pasture to his
property. He said Cota had indicated he would put a PVC pipe in
so Ellis could receive his water.
BILL SPRINGS added testimony that he wanted to know where the
mailboxes would be placed. The Commissioners felt this should be
left up to staff to work out.
COMMISSIONERS DISCUSSION AND MOTION
Bernard and Bingham made site visits. Bingham wondered what
debris was in Blankenstein's yard and Cota said an old fence was
down and he would remove it. Thompson thought the drainage was
addressed in Condition 6. Fregonese said that 65 percent of the
rain water will be taken care of with the roofs and gutters and
directed to the storm drain in the street and will no longer be
soaking into the lot. Fregonese went on to say that this area has
been found to have a very high water table and that when the first
three clusters of units were built by eota, the water table was at
about 2 1/2 feet below the surface in August. Special
considerations were made in the foundations to accommodate a high
water table and to adequately drain the buildings. Fregonese
speculated the water was probably a natural spring that runs off
the Siskiyou mountains. Thompson questioned Cota regarding the
TID ditch and Cota said he would lay PVC pipe for Ellis and bear
the expense of such work. Thompson thought a condition should be
added, stating in the rental agreements that the parking spaces
should be used for parking and that this intent should be carried
through. Bingham was uncertain whether the drive should be
continuous between Normal and Park Streets. Thompson said he did
not think there should be any barriers as it would be nice to have
the option of going either way. Cota commented that LeRoy King,
Fire Chief, wanted the area kept open between streets and said a
speed bump would not be a problem to install.
Bernard moved to approve Planning Action 87-142 with the attached
oonditions and with the addition of a pipe being installed by the
developer for the neighbor so TID use will not be cut off, a speed
bump to be installed on the property line, and adding to the
rental agreement that the garage will only be used for parking.
Bingham seconded the motion and it was carried unanimously.
PLANNING ACTION 87-143
REQUEST FOR MINOR LAND PARTITION TO DIVIDE LOT INTO TWO PARCELS
2225 SISKIYOU BOULEVARD
A~PLICA~T: ART & HARRIET WASSERMAN
STAFF REPORT
McLaughlin reported that earlier this year the Planning Commission
approved a site review for a 53 unit apartment complex. It
appeared that the proposal is no longer going forward and the
applicant is now proposing a minor land partition. The partition
involves splitting off of a parcel approximately .6 acre from the
parent parcel of 3.6 acres. The house located on the parcel is
not presently on the city sewer system. Since the drain field for
the .house will be on the new parcel, the sewer system is required
to be connected to the city sewer system which would require an
easement. Zoning is R-2. McLaughlin read the criteria for
approval. Staff recommended approval.
PUBLIC HEARING
ROGER KAUBLE, 173 E. Hersey, said his client was aware of the
requirement to connect to the city sewer system. He stated that
the purpose of this request is to separate the house from the
large parcel so the larger parcel could be developed. Kauble
thought the easement would be directed via Clay street.
ELVA KNIGHTEN, 2804 Lisonbee Lane, pointed out that the
applicant's irrigation water drains onto her property and
interferes with her septic tank. She stated that the sewer is on
the opposite side of Clay Street.
COMMISSIONERS DISCUSSION AND MOTION
Bernard and Bingham made a site visit. Thompson suggested that
Knighten discuss her irrigation problem with her nei~hbor or TID.
Bingham moved to approve with the attached conditions. Bernard
seconded it and it was carried unanimously.
PLANNING ACTION 87-144
~EQUEST FOR SITE REVIEW FOR 2l-UNIT APARTMENT COMPLEX LOCATED
BETWEEN GRANT AND SHERIDAN STREET
255 GRANT STREET
APPLICANT: MAIN STREET DEVELOPMENT
STAFF REPORT
The applicant has requested a site review for 21 apartment units
looated on three tax lots being combined for this project. The
maximum density allowed under the R-2 zoning calculations for this
lot would be 21 units. The property is between Grant and Sheridan
Streets which have been previously paved and are under a no-cut
moratorium (Sheridan - 10/22/91, Grant - 12/15/88). The lot
slopes with the north slope at approximately 13 percent. The
proposed end units, with dormers, are rather tall and could be too
high to comply with the solar criteria. Staff recommended that
the dormers face the south side to decrease the height. The
surrounding uses are generally single family, however, an old
motel on Grant Street has been converted to apartments. Parking
meets the requirements. Several curb cuts are proposed to meet
the parking requirement. There is an, existing craftsman style
house on the lot that is proposed to be removed with parking in
that location. Staff had a concern over open space. The
applicant has shown that the open space will be met with private
patios, balconies, and single level decks and a common area
throughout the units. Staff believes this proposal meets the site
design criteria. McLaughlin read the criteria for approval.
There was no energy information provided and no color samples for
the structures, but staff feels these can be met. McLaughlin
showed slides. The public works department is not certain whether
there is adequate sewer and water to meet what is required.
Fregonese said he did not believe it would be practical to move
the house now existing on the site.
PUBIJIC HEARING
JIM LEWIS, 51 Gresham, represented the Historic Commission. The
Historic Commission subcommittee looked at the house on the site
and concluded that the house was a well-maintained, 1920's
bunglalow era house in good condition. The subcommittee felt that
if this house were removed, it would destroy the feel of the area,
t11erefore, the sq.bcommi t tee recommended a lower densi ty and to
split the house off~ Lewis pointed out that Don Greene saved a
Victorian style house on Wimer and incorporated the design of the
house into the units he built.
DAVE RICHARDSON, 699 Anderson Creek Road, architect for the
project, did not feel the historic house would fit into the whole
development and thought it best to demolish the structure.
Richardson indicated he had not spoken to any of the neighbors
while conceptualizing the site, when questioned by Thompson.
HARVEY DAVIS, 4311 Coleman Creek Road, Medford, OR, one of the
owners of the project, did not believe the house was movable and
that the quality of the work was not conducive to moving. Douglas
McKee was the contractor who looked at the house. Bingham asked
Davis to comment on the compatibility of the project with the rest
of the neighborhood. Davis reasoned that the plan being proposed
was a unique type of architecture and added that he and his
partner are very environmental conscious. The units will be 1200
square feet and rent to upper income ($575 to $6DO/mo.).
BARBARA HILDEBRANDT, 289 Grant Street, did not feel the proposed
buildings would not fit into the area and they would have a
tremendous visual impact. She was concerned if the project was
built, that it would affect the water pressure in the area. She
was also concerned with the traffic problems that would be created
on North Main and Gr,ant Streets with 21 added units.
WALT HARVEY, 276 Grant Street, was concerned with the height of
the proposed structures. Several neighbors have done extensive
work in the past few years to upgrade their existing homes and he
maintains that these proposed units will not be compatible.
Harvey does not mind sharing his view, but he does not want to
lose it. His view, at this time, would be important to the resale
value of his house. He would like to see an extensive traffic
study done as Wimer and Grant Streets are main arterials and even
without this d.evelopment traffic has increased.
LOURAINE BOLLONG, 267 Sheridan Street, lives on the northwest
corner of the proposed development. Her main concern was the
traffic impact of the project and on-street parking for guests.
She was also concerned about the water supply.
LEWIS LANER, 282 Sheridan, an abutting property owner thought that
the proposed development would tower over his house. He will be
surrounded on three sides with buildings that are higher than his
house. He also had traffic concerns and did not want to see this
developed to its maximum density.
GREG NICHOLS, 289 Sheridan, was troubled by the increased traffic,
the size of the buildings, and the dangerous intersection at North
Main and Sheridan.
COMMISSIONERS DISCUSSION AND MOTION
All commissioners made a site visit. Bingham had an exparte
contact with Mrs~ Hildebrandt and another neighbor at 289 Grant.
Thompson stated that according to the camp plan, the applicant had
been consistent in his proposed development being compatible in
character and appearance with the neighborhood, however, he did
not like seeing an older building being torn down, but rather,
incorporated into the project. Bingham also did not want to lose
the house. He thought the proposed apartments seemed fairly
attractive, but did not think they were at all compatible and were
too high. He thought the views would be destroyed for the
neighbors up the hill. Bernard favored the plan because property
owners have the right to develop property. He felt the design was
attractive and even though they are at the maximum density, that
density is in force for a reason, therefore, the applicant is
within his rights. It was determined that there were no set rules
for requiring the applicant to design the proposed structures to
be compatible with the existing historic house already on the
site. Fregonese suggested that better findings needed to be
submitted regarding what is historically significant about the
structure. Thompson had a concern about parking, on Sheridan
Street and suggested some type of parking bay. Fregonese thought
that a sidewalk was planned for Sheridan street.
At this point, it was discussed that this application should be
heard at the December 9, 1987 Planning Commission meeting and that
~he ap~licant might find a way to incorporate the existing house
Into hIS plan and to allow the Historic Commission time to develop
more information with regard to the historic home on the site.
Bingham moved to continue the hearing before the full Planning
\ .~
Commission on December 9, 1987. Thompson seconded the motion and
it was carried with Bernard casting a dissenting vote.
PLANNING ACTION 87-146
REQUEST FOR CONDITIONAL USE PERMIT TO OPERATE TRAVELER'S
ACCOMMODATION
261 W. HERSEY
APPLICANT: ARTHUR & AUDREY SOCHOR
STAFF REPORT
The applicant is proposing a four-unit traveler's accommodation
on an unpaved portion of W. Hersey. The proposal involves four
rooms that will be designed for handicapped access. The lot
could support a total of 14 units. Guest parking will have
handicapped spaces provided. McLaughlin read the criteria for
approval. Staff recommended approval of this application with the
conditions included in the staff report. McLaughlin noted that
under Condition 2 it should be added that the work be done under
permit of the Public Works Department. The Historic Commission
has given the applicant input on restoration.
PUBLIC HEARING
ARTHUR SOCHER, 261 W. Hersey, felt they would be offering
something worthwhile in Ashland and that the house is being
restored.
COMMISSIONERS DISCUSSION AND MOTION
Site visits were made by all commissioners and Bingham spoke with
the applicant. The commissioners concurred that this would be a
very good use for the house and appreciated accommodations for the
handicapped.
Bernard moved to approve the application with the conditions
attached to the staff report with the added portion of Condition
2. Bingham seconded the motion and it was carried unanimously.
ADJOURNMENT
The meeting was adjourned at 4:15 p.m.
....,....
t4"t1'
ASHLAND PLANNING COMMISSION
MINUTES
November 12, 1987
CALL TO ORDER
The meeting was called to order at 7:30 p.m. by Chairman Carlyle
Stout. Other members present were Bernard, Bingham, Thompson,
Bridges, Lavagnino, and Winthrop. (Bridges had to leave the
meeting following Planning Action 87-135.) Staff members present
were Fregonese, McLaughlin, and Honts.
APPROVAL OF MINUTES AND FINDINGS
The minutes were approved as corrected (page 3 - Carol Oates
testimony, the word invading should read invaded).
TYPE II PUBLIC HEARINGS
PLANNING ACTION 87-135
REQUEST FOR OUTLINE PLAN APPROVAL OF A 14 UNIT PLANNED UNIT
DEVELOPMENT
VARIANCE TO CHANGE FRONT YARD SETBACK REQUIREMENTS FROM 20 FEET TO
10 FEET ALONG GUTHERIE STREET
NEAR THE CORNER OF GUTHERIE AND HOLLY STREETS
Commissioner Winthrop stepped down because of a conflict of
interest.
SFJ:'l-\FF REPORT
Fregonese read the criteria for approval. All commissioners made
site visits. Staff reported that this action was postponed last
month because there was a discrepancy in the acreage. The county
estirrated the acreage at 3.01 acres. The applicant will be
receiving a 20 percent density bonus. This is the only vacant
parcel in the area and it is consistent with the density in that
neighborhood. Traffic flows will increase approximately 100 cars
per day. Staff recommended approval with the original conditions
plus added attached conditions with the exception of the original
condition 1 that should be deleted. Staff is questioning the need
for the variance as stated in condition 2 due to the fact that
other developments in this area have had the same kind of slope
problems and have had to deal with the same requirements.
McLaughlin showed slides.
PUBLIC HEARING
RUTH S. PICKETT, 402 Holly Street, opposed the variance and
density. She felt it should be the duty of the Planning
Commission to protect neighborhoods from being ruined by
development. She pointed out that the setbacks on other homes in
the area range from 32 feet to 54 feet. She believes it will be
-- r
4..
dangerous having garages so close to the street. pickett also
commented that if the area were adequately drained, the willow
tree would die. Her sketch of the development surrounded by the
existing homes was entered into the record.
DAVE ALEXANDER, 1780 Crestview, is most concerned with the
totality of Ashland. He did not want to see further growth until
what is already being built can be managed.
CLARA FADER, 338 Holly Street, thought this project was too dense.
The street is steep and there have been accidents on the jog from
Gutherie and Holly Streets because cars travel at high rates of
speed down Gutherie, therefore, the increased traffic will
increase the risk of accidents. She hoped there would be plans
for'a stop sign o.n ,Guther ie. She did no.t believe there was a
valid reason for requesting a variance.
DOROTHY BERNHARDT, 414 Holly Street, addressed the variance
request. She presented photographs of other homes that depict the
proposed area to be developed and concluded that there were no
unique or unusual circumstances according to the criteria that
warrant tile var iance. Bernhardt ma inta ined that it would destroy
and create a negative impact on the area. She felt that criteria
(18.88.030) paragraph b-f were being violated. She said that
the proposal did not meet neighborhood compatibility with the
overall plan because it is going to be built where the neighbor's
view used to be. On Holly Street, she would be looking at
backyards and garages. She would much rather see one-half acre
parcels. Bernhardt is also interested in saving her solar access.
ROBERT WINTHROP, 347 Gutherie Street, said there was much
neighborhood concern as had been shown by 11 letters of
opposition. The neighbors have not been opposed to the PUD but
felt there were serious flaws in the layout, partially because of
topography drainage. Winthrop contended that the variance request
failed on two points. There is nothing unique and unusual in the
topography the applicant has encountered. Winthrop submitted
photos showing a number of houses that successfully dealt with
exactly the same type of topography as the applicant, while
conforming to the setback requirements. Winthrop also felt the
applicant failed to meet the burden of proof. He was concerned
that the closer the houses are to the curb, the more the view of
the mountains would be impaired for the houses across the street.
A major part of the value of the house lies in the view and this
would be directly affected. ,Winthrop had a concern over saving
the willow tree as it is a v~ry prominent feature of the
landscape. He pointed out that according to the Performance
Standards Guidelines that the homes in the proposed area should
eonform to the 22 foot maximum height limitation. He requested
that when a proposal was approved for this area that it would be
appropriate for the street trees to be of a type that would not
grow to excessive height. Winthrop was also disturbed about the
absence of open space, even though it is not required, however, he
brought to the commission's attention, Comp Plan Policy 8-8 which
addressed the need for common open space in residential
developments lito offset the demand for additional public parks."
BILL JONES, 414 Holly Street, reiterated Winthrop's comments
regarding open space. He would like to build quality homes that
look good. There is no other open space in that area. He
believes the underground springs are keeping the willow alive.
DAN THOMAS, 18227 Highway 66, stated that he understood the
concerns of neighbors. He said the variance was suggested by the
Planning DepartmentG He thought it would look better than bridges
and would he is interested in developing this project with the
fewest complications. He thought the variance would be easier and
more feasible. Thomas contended that the closer the houses are
to the curb, the more underneath they will feel to those neighbors
across the street. He was not planning to build two-story homes.
He felt the requirement to plant trees every 30 feet would impair
the views more than anything else. Thomas has planned to control
excess drainage and allow the willow tree to remain, thus the name
"willow Heights". He did not believe open spa.ce was a necessity.
MORRIES GARBARINI, 416 Gutherie Street, questioned what a "quality
horne" was in the developer's mind. He thought lots 3, 4, and 7
were not usable. He explained that the problem that the applicant
has in this area without the variance is very similar to Weller
Lane and it worked for them.
DON LEWIS, 442 Gutherie Street, was opposed to the variance. He
felt it would degrade the neighborhood and would not enhance the
neighboring properties.
MARILYN HORTON, 399 Gutherie Street, and ANNA WINTHROP, 347
Gutherie explained that the willow tree and the lot across the
street is used as it is the only open space in the neighborhood.
Anna testified that many children play in the open space. Thomas
interjected at this time, that any open space in his development
would be for the homes in the development.
LARRY VANDEMl\N, 228 West Street, has been building a house on
Courtney. He has be~n required to meet all the guid~lines and
believed the PUD should meet the guidelines also. He was
concerned about the additional traffic and no sidewalks.
MARY GARBARINI, 416 Gutherie Street, testified that her main
concern was the variance. With increased traffic activity and
cars traveling at high rates of speed, the possibility of
accidents will greatly increase -- a 10 foot. var.iance would be
unsafe, a 20 foot variance would be more apt.
COMMiSSIONERS DISCUSSION AND MOTION
Bridges was in favor of denying the variance and approve the 14
units. Bernard felt the houses being built with steeper driveways
was more of an advantage and that the density was calculated
appropriately and should be allowed. Lavagnino agreed with
denying the variance and thought that the developer might only
have three lots that would need to be filled. Bingham wanted to
see the willow included in an open space. He thought 14 units
seemed crowded. Thompson was concerned about drainage and thought
the maximum 14 units would be acceptable provided all other
conditions were perfect. Fregonese said the willow tree should be
put outside the building envelope. Stout questioned whether the
development was compatible with the neighborhood. After
discussion, it was decided that lot 1 could be accessed off
Merrill Lane. Thompson moved to approve Planning Action 87-135
with the original conditions 3, 4, 5, 6, and 7, to deny the
variance, and add a condition that lot 1 be accessed off Merrill
Lane, that the willow tree on lot 11 be outside the building
envelope, and add to condition 3 of the addendum that street trees
be installed every 30 feet and selected from the list of small
stature trees in the Site Design and Use Guidelines. The motion
was seconded and carried unanimously with Winthrop abstaining.
PLANNING ACTION 87-145
REQUEST FOR SITE REVIEW AND A CONDITIONAL USE PERMIT TO CONSTRUCT
A 23 UNIT MOTEL
2255 ASHLAND STREET
APPLICANT: SAM PATEL
STAFF REPORT
Two prior applications have been processed at this location but
plans did not proceed. The motel proposed is two-story in design.
The applicant has met the parking requirement and exceeded the
amount of required landscaping. The exterior of the structure is
proposed to be a log design. Staff recommended approval of the
conditional use portion of the request, however, found some
problems with the design. The concrete block that will be used
will be seen by traffic coming in from the freeway. Staff also
objected to the metal mansard roof. In considering the
surrounding uses, staff felt it should be perhaps a shake roof or
something with more texture. Staff did not recommend approval of
the site review since over half the building did not comply with
the guidelines and, therefore, recommended that site review be
delayed and handled as a Type I before the Hearings Board.
However, staff thought the applicant had prepared new elevations
for tonight's meeting. McLaughlin read the criteria for approval.
McLaughlin showed slides. All commissioners made site visits.
(Bridges left the meeting at 9:30 p.m.).
PtlBLIC HEARING
JAY ROBINSON, 2180 Griffin Creek Road, Medford, Oregon,
represented the applicant. After doing research, he felt the
cedar shake roof would be most appropriate. The applicant also
changed the east elevation and the north elevation to log siding
or ~ole logs so the building will be the same all the way around.
Roblnson also concurred that the street trees should be increased
in ~ize from five gallon to 8-10 feet in height and a minimum
calIper of 1 1/2". At this point, Robinson said he would like to
use the junipers on the eastern property line as he was concerned
about tree roots interfering with TID pipe and also blocking Ray's
Garden Center greenhouses from the sun. He said he would like to
work with staff on this problem in order to break up the long view
of the building. Robinson explained they wanted a motel that was
totally unique and something that people will be able to stay in
with a rustic atmosphere with at least one wall in each room with
log siding. Winthrop objected to the log design and felt it would
be more appropriate in a rural setting. Robinson answered by
saying that by using the post and beam type of construction, it
does not create the same visual effect as if it were the cross-
corner Lincoln logs. He felt the log design created a warm
feeling.
ROBERT KAUFMANN, 3100 Bellinger Lane, Med.ford, OR, described the
finish ma'ter ial to be used on the logs. The exter ior product is
from Holland and has been tested and certified in this country.
He also pointed out that logs are energy efficient.
RON KELSO, 220 Patrick Lane, heard the logs would be filled with
polyurethane and wondered if it was similar to the formaldehyde
foam. Kaufman answered that the polyurethane foam does not have
formaldehyde in it. Kelso also questioned the R value of the
logs. Kaufman answered that pine log has R-20.21.
ROGER KAUBLE, Hersey Street, the engineer for the project answered
Bingham's question regarding wood preservative by stating that
there are approximately 100 preservatives that would be
acceptable for the exterior and that the logs should have an
approved sealer on the inside. Pentachlorophenal is poisonous and
is not an acceptable sealer.
COMMISSIONERS DISCUSSION AND MOTION
Chairman Stout liked the appearance of logs as did Bernard.
Thompson moved to approve the planning action with the attached
staff report conditions. Bernard seconded the motion. Winthrop
felt that by approving the proposed structure, it would be
creating something very instrusive and it should, in fact, be
something very harmonious with the surroundings. Winthrop read
from the Site Design and Use Guidelines, "designs used to attract
attention create an undesirable effect upon the streetscape."
Under Specific Policy Items, Building Materials, "Building
materials and paint colors should be compatible with the
surrounding areas." Thompson said he cannot fault all wood
structures and felt this would be a welcome addition.
The motion was carried with Winthrop casting the only dissenting
vote.
PRESENTATION OF THE DOWNTOWN PLAN
Fregonese presented the rough draft of the downtown plan. During
the discussion of the plan, Thompson moved to direct Staff to
include a paragraph in the plan regarding the retention of City
Hall downtown in its present location or another location to be
worked out later. The motion was carried unanimously.
ADJOURNMENT
The meeting was adjourned at 11:30 p.m.
;;.-!
BUILDING ACTIVITY REPORT
f' .,,.." 1"
~
DATE November 1987
PROJECT 11 OF - VALUATION
PERMITS
Residential
A. SFR 11 S843 740
B. Mechanical (Woodstoves = 11) 22 24,393
c. Foundation 2 4-000
D. Garage 1 14,000
R CAroort to Garaae 1 10 000
F. Retaining Wall 1 2,500
G. Rp _.:Jp} 2 4 000
H. studio 1 12,000
I . Caroort 1 2_000
J. Addition 3 2,9 , 2 0 0
K. Drv Rot Reoair 1 400
L. Satelite Dish 1 500
M.. Shed 1 800
Commercial
A. Remodel and Addition 1 45,000
B. Pave a oarkinq lot 1 45,000
C. Shop \ 1 17,000
~
D. Reroof 1 3,600
E. Mechanical 3 850
"- I 375
F. Plumbina
TOTAL THIS MONTH 61 1,049,620
rrOTAL THIS MON1'H LAST YEAR 28 233,280
~OTAL THIS YEAR 19 87- 19 88 310 6,125,050
rrOTAL LAST YEAR 19 86- 19 87 261 5,699,529
TOTAL FEES THIS MONTH
THIS 110NTH 12~859.79 THIS YEAR 68,237.30 LAST YEAR 3,389.06
TOTAL INSPECTIONS 'rH I S MONTH
THIS }'lOi~Tf 347 THIS YEAR 1,503 LAST YEAR 178
NOTE: "This year" refers to the total so far for the current fiscal year.
, J'
NOVEMBER 1987
NEW CONSTRUCTION
RESIDENTIAL
Single Family Residence
Contractor
Valuation
112 N. Wightman
585 Nyla Ln.
565 Weller Ln.
2948 Grizzly Dr.
1070 Beswick Wy
1042 Bellview
1091 Beswick Wy
973 Morton
381 Beach
2975 Grizzly
1139 Dover
Medinger Canst.
Steve Snura
McCoy Canst.
Buck Munson
Jerry Toney
Rick Brink
Adroit Canst.
Park Estates
Buck Munson
Darken Canst
Larry Jones
$ 70,000
130,000
90,316
48,343
76,000
70,000
80,500
111,803
38,174
50,000
78,631
COMMERCIAL
725 Terra
S & B Jalnes
17,000
./
~/
(Uo:
~~mornndum
December 2, 1987
Gordon Medaris, Mayor
~ ront: L.F'.. ring, Fire Chief c:::/.i?L.
~uhject: ~ 987 DEPAF'.Tt-1I:NTAL F'.I:POF'.T
A3h~and Fire Department weathered the worst year
in the history of the Rogue Valley in terms of
\"\}ildlarld fires wi thout any rnaj or fires within the
City or watershed. However, for 7 straight days
and nights our firefighters manned 2 pumpers in
12 hour shifts helping protect structures endangerec
as fires raged out of control to the North of us.
Nearly $19,000 in overtime and equipment costs was
recently reimbursed to the City from the State of
Oregon for our part in the firefighting efforts.
Aga~n this year, with cooperation of the U.S. Forest
Service and Oregon State Department of Forestry,
a closure of Ashland Watershed was accomplished
which helps reduce the danger from fire to our most
precious water gathering area.
Fire Prevention Week, October 4-10 found Ashland
Fire DepartDent personnel on the plaza, handing out
:lre p~evention lite~ature and answering querles
about fire safety, smoke detectors, exit drills in
home and other fire related auestions.
The Department was finally brought to full manning ~n
l~ovembel'"\ when vacancies were filled of emplo~lees wl10
had recently retired.
A new Fire Safety Program for all school children
kindergarten through 12th grade was implemented. This
program adopted by the Oregon State Superintendent of
Schools was prepared by the Oregon State Fire Marshals
Office and is taught by the students regular teacher
with help from the local Fire Department.
A serious fire at Croman Corporation was averted by
the quick action of the fire department and mill
employees when several stacks of finished lumber was
ignited by sparks from a cutting t0rch. The fire was
confined to the stacKS immediately adjacent to the boiler
house, but without the quick action, could have involved
'several thousand dollars worth of lumber and logs.
LITIGATION REPORT - December 9, 1987
Ashland vs. Cooper:
This is the case involving collection from Mr. Cooper
of some $9,000 for money owed by him for work done by the City
some years ago. Mr. Cooper has attempted to remove the case to
the Federal District Court, with the trial court denying that
motion, and it is presently on appeal to the United States Court
of Appeals for the Ninth Circuit in San Francisco. The City has
filed its brief, and we anticipate a decision by the Federal Court
in the next few months.
Pacificorp vs. Ashland:
We reported to you by memo of December 7, 1987, indica-
ting that basically we had prevailed in the trial court.
Ashland vs. Lithia Homes of Ashland, Inc.:
This case is one filed in 1984 to require the Defendant
to maintain the erosion prevention work on the property. We have
requested the Defendant to do current maintenance, and it is pre-
sently scheduled for a show cause hearing on December 21, 1987,
in the Circuit Court if that work is not done.
Ashland vs. Lithia Homes, Mark Cooper & G. Jefferson Campbell:
This case concerns the foreclosure of delinquent assess-
ments. As the lots have been sold, the Defendants have been
paying the City for the assessments on the particular lots. It
is presently set for our motion for summary judgment on December
14, 1987.
Respectfully submitted,
...... S2 M'.' .
12-
~NALD L. SA .r
City Attorney
RLS/pc
RONALD L. SALTER
ATTORNEY AT LAW
94 THIRD STREET
ASHLAND. OREGON 97520
ASHLAND POLICE DEPARTMENT
ACTIVITIES FOR NOVEMBER, 1987
PATROL
Officers investigated 2 major burglaries, there were 17 drunk
driving arrests, a missing person, a drug overdose and a SID's
death.
Officers assisted with the Special Olympics during the week end
they were in town. Officers also assisted with the bringing in of
the Christmas tree for the Plaza and assisted Santa in making a
safe appearance and getting the tree lighted.
Officer Bianca spoke to the Ashland Business and Professional
Women's Club on the subject of "Latch Key Children". There were
several groups taken on tours of the Police Department and one
group of Cub Scouts were all fingerprinted as part of their merit
badge program. Two Youth and the Law classes were conducted at
the Middle School.
Sgt. Van Blarcom spent a week at the Police Academy assisting with
the firearms training for new officers. He also conducted a
firearms shoot for the Ashland officers this month.
INVESTIGATIONS
The investigators are continuing to concentrate on drug
enforcement and made several arrests this month for possession of
cocaine; possession, delivery and conspiracy to deliver cocaine
and arrested three out of state men for selling marijuana to a
police officer.
Officer Janet Chilcote, who has worked as an undercover officer
since her hire in July, is now undergoing orientation and will be
assigned to work child abuse and sexual abuse cases. Lt. Clements
and Officer Chilcote attended a school in Bend on child abuse and
exploitation investigation techniques which was sponsored by the
National Center of State and Local Law Enforcement Training.
EXPLORERS
Our Explorer group participated in the Scout-o-rama at the Jackson
County Expo and received the President's Award for their
presentation. They have contributed 85.5 volunteer hours this
month.
COMMUNITY SERVICE VOLUNTEERS
Forty-two volunteers reported 880 volunteer hours in November.
/
ASHLAND POLICE DEPARTMENT
ACTIVITIES FOR OCTOBER, 1987
PATROL
Officers assisted at both the Ashland High School and SOSC
homecoming games during October. The High School also had a
Homecoming Parade.
There was a fatal motor vehicle accident this month, involving an
elderly Couple. Officer Thomas conducted several Bike Rodeo's at
the elementry schools and officers participated in a number of
personal appearances at the schools to discuss drugs, safety, etc.
Extensive preparations were made for the Halloween night
activities, all personnel were on duty that night and there was
relatively little trouble.
INVESTIGATIONS
Officers investigated a reported rape of a young woman jogging
early in the morning. The man responsible was apprehended within
a few hours of the report and it turned out he was a fugitive out
of California where he was being sought on a murder and escape
charge.
MUNICIPAL COURT
There were a total of 1,582 cases filed with the Court, which
includes 332 traffic violations, 34 formal complaints and 1,216
perking citations. There were 1,541 cases closed, which includes
140 traffic violations, 16 formal complaints, 84 fines suspended,
25 dismissed, 2 found not guilty, 1 work detail for a total of 6
days and 7 jail sentences totaling 38 days. There were 994
parking citations paid and 272 dismissed.
There were 184 appearances before the Violations Bureau and 80
appearances before the Court. There were 11 trials held, 1 person
was placed on probation and 33 persons placed on diversion.
COMMUNITY SERVICE VOLUNTEERS
During October 41 volunteers reported a total of 1,046 volunteer
hours. Watershed Patrol totaled 136 hours and volunteers assisted
with patrol on Halloween night for a total of 14 hours.