HomeMy WebLinkAbout2009-1102 Study Session PACKET
CITY OF
ASHLAND
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CITY COUNCIL STUDY SESSION
AGENDA
Monday. October 19, 2009 at 5:30 p.m.
Siskiyou Room, 51 Winburn Way
5:30 p.m. Study Session
1. Look Ahead Review
2. Discussion regarding does the Council have directions for staff about the draft
Street Pennant Program? [30 Minutes]
3. Discussion regarding what direction the Council has for further development and
eventual adoption of an intergovernmental relations plan and policy? [45 minutes]
In compliance with the Americans with Disabilities Act, il 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 10 Ihe meeting (28 CFR 35. 102-35.104 ADA Tille I).
COUNCIL IvJEE'rJNGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.oR.l1S
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CITY OF
ASHLAND
Council Communication
Meeting Date:
Department:
Secondary Dept.:
Approval:
Updated Street Pennant Program - Policy & Guidelines
November 2, 2009 Primary Staff Contact: Adam Hanks
Adminstration E-Mail: adam{@.ashland.or.us
N/A Secondary Contact: Ann Seltzer
Martha Bennet Estimated Time: 30 Minutes
Question:
Does the Council have direction for Staff about the draft Street Pennant Program?
Staff Recommendation:
Staff recommends that Council review the attached draft Street Pennant Program document and
provide feedback prior to the Council final review and adoption.
Background:
Pennant Historv
Since the mid-fifties and early sixties, pennants have been hung each year coinciding with the opening
and closing of the Oregon Shakespeare Festival (OSF) theater season. As the season for OSF has
expanded, the "up-time" of the pennants in the downtown area has expanded as well. Currently, the 43
pennants are installed in February and are removed in November of each year.
It is unclear how the initial approval for their installation and use occurred, however the long-standing
arrangement has been successful due to the diligence ofOSF and their willing coordination with City
Staff as any minor issues arose.
Other pennants currently installed include SOU along Siskiyou Bv ne!lr Churchill Hall and the Lithia
Artisans Guild and the Ice Rink sharing seasonal installations along Winburn Way.
Pennant Policy Update
The update and expansion of the Pennant Policy arose from a request by OSF to change out the
pennants to a different style and material from the long standing existing pennants displaying the
stylized lion and script "Shakespeare" content on green, red and yellow canvas. Changes to the
pennants are being made in anticipation of the upcoming 75th anniversary ofOSF in Ashland.
This event has provided both OSF and the City with an opportunity to review the use, intent and value
of the existing pennants and their relationship to the overall aesthetic and economic benefit to the
community.
Additionally, the Ashland Independent Film Festival display pennants and other groups have inquired
about the potential for pennant installations in the downtown and other commercial areas, some of
which already have OSF pennants and some that have not been equipped for pennant installation
(bracket/mounting hardware)
Page 1 of3
~j.'
CITY OF
ASHLAND
The combination of these requests and discussions between City Staff, OSF, the Chamber, ODOT and
others has resulted in the attached Street Pennant Policy & Guidelines document.
Rei!lllatorv Alllhoritv
Both the Oregon Department of Transportation (ODOT) and the City of Ashland have regulatory
controls over the placement of the pennants within the public right-of-way in the downtown area as
East Main St and Lithia Wy are both part ofHwy 99S. ODOT pennant requirements and
specifications have been integrated into the draft updated Pennant Policy, along with additional
administrative requirements of the City.
Local code authority for administrative approval for use of the public right-of-way within the City of
Ashland is stated in Ashland Municipal Code (AMC) 13.02.
Sii!nificanl Pennant Policv Elements
The draft policy addresses a myriad of missing policy components and standards, but a few primary
elements stand out and include:
. Program intent and purpose statement
. Definition of eligible entities
. Methodology for approval of both short and long tenn pennant installation (non-exclusive)
· Establishment of specific locations or zones where pennants are pennitted
. Clarity of content and graphic elements
. Establishment of application process and fee
Unresolved Issues
There are three issues that Staff is still working on related to this policy. Staff will include proposals
on these topics in the final draft.
· Phase-In Plan - Staff recommends that this policy be phased in over the next five years to
allow organizations that currently have pennants installed to schedule replacements that meet
the policy, as the pennants represent a significant financial investment
. Design Review - The draft Pennant Policy provides for administrative approval based on
pennant content criteria. However, since the pennants enhance the overall economic and
aesthetic interest of the City and also provide promotional opportunities, it may be valuable to
create a review/comment/selection process to weigh in on the pennant design prior to approval.
The challenge is identifying a process that does discourage the organizations from investing in
pennants, while still allowing for aesthetic compatibility in the community.
· Zone Designations - The current Downtown Zone includes Winburn Way. It may be
beneficial to designate Winburn Way as a separate zone.
Discussion Points
. Does Council agree that the Pennant Program enhances the economic vitality and overall
aesthetic of the community?
Page 20f3
r.l'
CITY OF
ASHLAND
. Is Council comfortable with the overall program scope and eligibility criteria, i.e., what
groups/events can utilize the pennant program?
. Is Council comfortable with the potential opportunity for pennant installation outside of the
downtown area (see zone maps)?
. Does the Council agree that the plan should be phased in over time? Is five years too long?
. Does Council have suggestions about the design review/comment/selection process
component?
Related City Policies:
N/A
Attachments:
City of Ashland Draft Street Pennant Policy & Guidelines
AMC 13.02 - Public Rights of Way
Page 3 of3
~.l'
CilV 01 Ashland
,
Street Pennant Policy & Guidelines
Draft
November 1 , 2009
CITY O.
ASHLAND
OVERVIEW STATEMENT
The intent of the City of Ashland Street Pennant Program is to add color and excitement
to the city's streetseape, promote community and special events, cultural and seasonal
activities, define specific Ashland commercial, educational or cultural districts as well as
promote the city's overall image and general economic interests.
PROGRAM SCOPE & ELIGIBILITY CRITERIA
Eligible pennants are those that match the above stated overall philosophy of the
Program. Pennants may not advertise or promote commercial products or services, or
religious, political or social viewpoints. Pennants may not promote or advertise gambling.
(per Oregon Dept of Transportation Sign Policy 5-5c)
Only community-wide cvents (open to the gcneral public) that are endorsed or produced
by local nonprofit organizations, govcrnmental agencies, including the Ashland School
District and Southern Orcgon University or thc City of Ashland, including its designee's,
such as the Ashland Chamber of Commerce, will be accepted.
Organization type, compliance to content criteria and overall permit approval shall be
approved by the City Administrator a minimum of 60 days in advance of hanging thc
pennants. Exceptions may be made to the policy concerning the approvaltimelinc by the
City Administrator at hislher discrction. Permit approvals are subject to the right of way
regulations of the Oregon Department of Transportation.
PcnnantS may be hung for a minimum of one month to promote a special event within
that time frame or may be hung for an extended period of time (up to one year) to define
a district such as the university or a multi month event such as OSF.
I
Installation of pennants is limited to the zones displayed on the attached map. The zoncs
are associatcd with arterial (major) streets and proximity to major commercial,
educational and cultural districts. The pennant activity/event shall be located in the zone '
where the activity is occurring. A request to place pennants outside of the zone where the
activity is occurring is not permitted unless the applicant can demonstrate an association
between thc activity/event and the requested zone.
-2-
CITY o.
ASHLAND
Note: A new permit application and associated fee is required 60 days prior to the
expiration date approved for applicants desiring their pennants remain in place beyond
the one year maximum.
PENNANT CONTENT CRITERIA
Pennants must contain some graphic clement (photo, illustration, etc).
Text-only pennants are not permilled. Pennants may contain the name and/or logo of the
event, date and time and general location of the activity/event, but may not include the
following:
. Phone numbers
. Directives (Turn left here, ete)
. Web addresses
. Sponsor/Funder namesllogo's (event logo OK)
Exception: Event sponsor/funder information (name, logo, ete of sponsor/funder) or
event endorsing organiza1ion information may be displayed on the pennant and is limited
to a total of 10% of the pennan\.
The pennant material and graphic content color palelle does not include neon or other
overly bright colors. Refer to the Street Pennant Guidelines for suggestions and
recommendations for maximizing the aesthetic and communication impact of the
proposed pennant(s).
PENNANT INSTALLATION
Street Pole Options
There are two types of poles where pennants may be installed; the large overhead street
lights (Cobras) and the shorter pedestrian scale light poles (Sternbergs). Many of the
larger streetlights arc fitled with double horizontal brackets for pennant installation.
Others do not have the neeessary brackets for hanging pennants.
Approved permit requests for pennant installation on poles without existing brackets may
include a one time bracket purchase and installation fee and will require 4 to 6 weeks
prior to installation for ordering and installing the new brackcts. Cost estimates will be
provided upon application and will vary based on supplier availability and number of
brackets ordered and installed.
-3-
CITY OF
ASHLAND
Pennant Duration Types
Pennant applications will be categorized as either short term (less than two months) or
long term (greater than two months) installations. Short term installations are targeted for
specific events typically occurring over a weekend or a week long time period. Long term
installations are for seasonal or non-event/activity types of pennants, such as "Welcome
to Ashland" or Southern Oregon University etc.
Long term pennant installations may be conditionally approved to allow the City to
provide the opportunity for a short term pennant installation.
For example: Ail approved long term pennant installation may be subject to the removal
ofa few pennants for a short period of time (no longer than two months) to allow a short
term pennant (e.g. weekend or weeklong event) to be placed on poles in the event
location.
The short term pennant applicant is responsible for the removal and reinstallation of the
long term pennant and any coordination required to accomplish the task. The City will
provide contact information so the applicants can communicate with one another.
Pennant Placement Zones
Each Pennant Placement Zone contains a minimum pennant installation number to
address visual compatibility and targeted geographical event/activity reference. One
consistent pennant design is permiued for each pennant application.
Zone Name
Downtown Zone
Pennant Tvne
Large Pennant
Large Pennant
Large Pennant
Large Pennant
Small Pennant
Small Pennant
North Ashland Entrance Zone
South Ashland Entrance Zone
Siskiyou CommerciaVEducation Zone
A St/4th St Commercial Zone
Hargadine Commercial Zone
-4-
Minimum
Pennant Installation
3
6
6
4
3
3
CITY o.
ASHLAND
The City of Ashland reserves the right to exclude specific pole locations for certain
periods of time for other non-pennant City/Community Uses, such as holiday
decorations.
Installation and removal of the individual pennants are the responsibility of the permit
holder. Any contmctor hired to instalVremove pennants must meet the pre-qualification
requirements of the City of Ashland Public Works Dept and may be required to obtain
Oregon Department of Tmnsportation (ODOT) lane closure permits depending on the
location and method of installation/removal. A list of pre-qualified installers will be
made available by the City of Ashland Public Works Department and will be part of the
application packet.
PENNANT CONSTRUCTION SPECIFICATIONS
There are two approved pennant sizes: a larger size for the overhead street lights and a
smaller size for the pedestrian scale lights. Pennant installation must be consistent with
the street light type, i.e. a small pennant will not be approved to be installed on the large
overhead street light.
Large Pennant Size - 136" in height, 48" in width, 4" pockets for connection with
bracket *
SmaU Pennant Size - 36" in height, 18" in width, 3" pockets for connection with
bracket *
.See Street Pennant Guidelines for iUustration details
All approved pennants shall be manufactured/constructed using large format ink jet
printing on two sides of heavy duty mesh vinyl material approved and listed for
indoor/outdoor use. The city will compile a list of pennant manufacturers used by
previous pennant applicants for reference purposes for future applicants.
MAINTENANCE STANDARDS
Pennants must at all times be maintained in a visually appealing manner, which is the
sole responsibility of the permit holder. Pennants in disrepair must be maintained,
replaced, or repaired. An individual pennant is dermed as in disrepair when it is loose,
frayed, tom, fallen, discolored or faded.
-5-
CITY OF
ASHLAND
The City, at its discretion, may contact pennit holders requesting they repair or remove
pennants that are not adequately maintained. Additionally, the City has the authority to
remove any pennants that it detennincs pose a safety risk to the public, with our without
prior notice, with costs of such actions being billed to the applicant.
APPLICATION INFORMATION
The applicant must provide proof of legal non-profit status of the endorsing organization
and documentation describing the authority of the individual to sign on behalf of the
organization.
The Applicant must have Commercial General Liability (CGL) Insurance with minimum
limits of $500,000 per occurrence, $1,000,000 aggregate. By endorsement, the CGL
policy shall name the City of Ashland, its agents, direc10rs, officers, employees and
volunteers as additional insureds. The additional insured endorsement must provide
primary and non-<:ontributory coverage. A certificate of insurance with the additional
insured endorsement must be provided and approved by the City of Ashland prior to
pennant installation.
A fee of$125 is due at the time of penn it application submittal and will be completely
refunded if the pennit is not approved for any reason. Any bracket purchase (if in new
location) will be collected prior to issuance of the pennit and is not required at the time of
submittal.
APPLICATION SUBMITTAL REQUIREMENTS
'" Complete Street Pole Pennant application (attached)
'" Certificate ofliability insurance
'" Proof of non-profit status
'" Color copy/rendering of the proposed pennant graphics
'" Application Fee
'" A letter of support from the endorsing organization.
Mail the completed packet or deliver to: City of Ashland - Administration
20 East Main St
Ashland. OR 97520
Applications can also be submitted by e-mail to shivletd(alashland.or.us
-6-
CITY OF
ASHLAND
Allow for 90 day maximum review period. Upon approval, the applicant will be notified
by phone or e-mail to complete final paperwork.
PENNANT DESIGN GUIDELINES
Effective Pennant Design
Simple designs have the greatest graphic impact. Details arc lost and hard to see from a
distance. Bold and contrasting colors work well. Light type on a dark background
enhances readability and has good graphic strength. White backgrounds are less effective.
Light pastel colors wash out in the sunlight.
NOTE: Neon or overly bright colors are not permitted.
Content
Text heavy pennants arc less appealing and difficult to read. Keeping the message simple
will allow your audience to interpret;t quickly. If the pennants will be reused annually,
keep in mind that you may want to refrain from including specific dates, In addition to
the graphic element (photo, illustration, etc.), pennants may include sponsor name or
logo, date and time and general location of event. II is important to establish a hierarchy
for the visual clements so they complement each other and don't compete. These
elements should generally rank in the following order of importance:
I) Graphic visual
2) Name of event
3) Time period and/or supporting text
4) Sponsor/Funder!!!: endorsing organization name/logo (limited to 10% of pennant)
NOTE: Pennants may not include phone numbers, web addresses, directives (turn left
here, etc.), or business namesllogo's,
Sponsor NameILogo
Either the sponsor/funder !!!: endorsing organization name/logo is limited to 10% of the
pennant and may not be utilized on the remainder of the pennant graphic. Refer to page
-1-
CITY OF
-ASHLAND
nine of this document for sponsor/funder/endorsing organi7.ation size and location
examples.
Printing and Construction
Large format ink jet printing on two sides of heavy duty mesh vinyl material for
indoor/outdoor use.
NOTE: Material will be folded baek at the top and botlom and sewn to opposi1e side to
create pole pockets. Please take this into aceount when designing banner and preparing
for production.
-8-
CITY o.
ASHLAND
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Printing and Construction
Large fonnat ink jet printing on two sides of heavy duty mesh vinyl material for
indoor/outdoor use.
NOTE: Material will be folded back at the top and bottom and sewn to opposite side to
create pole pockets. Please take this into account when designing banner and preparing
for production.
-10 -
CITY 0'
ASHLAND
Design Examples
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CHAPTER 13.02
PUBLIC RIGHTS OF WAY
SECTIONs:
13.02.01 0
13.02.020
13.02.030
13.02.040
13.02.050
Definitions
Jurisdiction
Scope of Regulalory Coulro!.
Permission Required.
Obligations of City.
SECTION 13.02.010 Definitions
For the purpose of this chapter, the following mean:
A. Person: lndividual, corporation, association, firm, partnership, joint stock company, and similar
entities.
B, Public rights-of-way: Include, but are not limited to, streets, roads, highways, bridges, alleys,
sidewalks, trails, paths, public easements, and all other public ways or areas, including subsurface
and air space over these areas.
C. Within the city: Territory- over which the city now has or acquires jurisdiction for the exercise of
its powers.
SECTION 13.02.020 Jurisdiclion
The city has jurisdiction and exercises regulatory control over all public rights-of-way withiri the city
under the authority of the city charter and state law.
SECTION 13.02.030 Scope of Regnlatory Conlro!.
The city has jurisdiction and exercises regulatory control over each public right-of-way whether the city
has a fee, easement, or other legal interest in the right-of-way, The city has jurisdiction and regulatory
control over each right-of-way whether the legal interest in the right-of-way was obtained by grant,
dedication, prescription, reservation, condemnation, annexation, foreclosure, or other means.
SECTION 13.02.040 Permission Required.
No person may occupy or encroach on a public right-of-way without the permission of the city. The city
grants permission to use rights-of-way by franchises, licenses, and permits,
SECTION 13.02.050 Obligations of City.
The exercise of jurisdiction and regulatory control over a public right-of-way by the city is not official
acceptance of the right-of-way for public access and does not obligate the city to open or improve any
part of the right-of-way. Upon improvement of any public right-of-way to city street standards, the city
shall accept the improvement and maintain and repair such improvement to the standard to which it has
been improved. For purposes of weed abatement and similar ordinances imposing obligations upon
property owners, the city shall be responsible for compliance with such ordinances in public rights-of-
way.
CITY OF
ASHLAND
CITY OF
ASHLAND
Council Communication
Study Session Discussion of Draft Intergovernmental Policy
Meeting Date: November 2, 2009 Primary Staff Contact: Martha Bennett
Department: Administration E-Mail: bennettm@ashland.or.us
Secondary Dept.: None Secondary Contact: None
Approval: Martha Benne Estimated Time: 45 minutes
Question:
What direction does the City Council have for further development and eventual adoption of an
intergovernmental relations plan and policy?
Staff Recommendation:
Council's first discussion of this topic was at your October 19, 2009 Study Session. Staff made no
revisions to the draft. Staff recommends we cover two major topics on November 2, 2009:
. Does the Council generally agree with the responsibilities of people who are formally appointed to
regional groups to both seek direction from and report progress to the City Council?
. How does the City Council wish to proceed with developing the substantive agenda for Federal,
State, and Regional intergovernmental work?
Background:
Staff and Council have been discussing the need to formally adopt an intergovernmental plan for
several years. All City officials need to know what they are trying to achieve in their work with other
governments. Additionally, Councilors have asked for clarity about how they should work with other
governments and report back to the Council as a whole. Finally, the City can be more effective in
achieving desired results with other governments ifthere is a coordinated agenda that is moved ahead
at different points.
After this study session, staff will make changes desired by Council and bring it back to Council for
further action in January 2010. This document should be updated annually.
Attachments:
Draft Intergovernmental Plan
Pa~e 1 of I
~~,
City of Ashland
Intergovernmental Plan and Policy
DRAFT
October 7, 2009
Introduction
The City of Ashland interacts with numerous governmental organizations, and actions ofregional,
state and federal governments can have a direct impact on the City and the community. Ashland
requires a policy about intergovernmental relations to:
I. Ensure effective working relationships with ihe Federal, State, and County elected officials
who also represent Ashland.
2. Ensure open, clear communication with regulatory agencies that govern City operations.
3. Ensure that Ashland uses all possible avenues to achieve community goals.
4. Achieve City Council goals
5. Protect the home rule authority of the City of Ashland to make decisions that are best for the
community.
6. Ensure that key City revenue streams are protected.
7. Secure federal and state funds for projects that benefit the City of Ashland and other
community institutions.
Guiding Principles
The City of Ashland will take positions on federal, state, county, or regional issues if that issue affects
Ashland and:
I. Maintains, reduces or increases revenue that funds services in the community; or
2. Protects, threatens, or increases local control; or
3. Supports, threatens, increases or decreases funding or otherwise benefit specific programs or
services used by citizens or institutions in Ashland; or
4. Imposes a new unfunded mandate; or
5. Supports or threatens implementation of an adopted City Council Goal; or
6. Supports or contradicts City policy.
All City Officials, elected and appointed, will represent the official position of the City of Ashland in
their work with other government groups. In no case may a City Official represent their own personal
views if they are performing intergovernmental work as part of their official duties. If a City Official
does not know whether the City has an official position, he/she should first check with the City
Administrator or City Recorder. If this does not reveal the City's official position, the City Official
should request that the item be placed on the agenda for City Council discussion.
Draft Intergovernmental Plan and Policy
October 7, 2009
Page 2
Federal Government
The City of Ashland works with Congress and Federal Administrative Agencies on a wide variety of
issues. Some of the City's Federal goals affect the community generally, affect specific institutions, or
affect City Operations. In general, the City deals with the Federal Government in four ways:
a As a partner agency with mutual or overlapping responsibilities.
a As a land owner with land surrounded by Federal Forest land.
a As a grant and funding recipient
a As a local government regulated by Federal laws and rules
Federal Legislative Issues
The Mayor, City Councilors, or City of Ashland staff may directly correspond with a U.S. Senator or
U.S. Representative on a legislative matter if:
a The legislation relates directly to one of the six guiding principals identified above and the
position taken by the Mayor or staff supports the City's interests; or
a The City Council has already taken an official position on the issue and the correspondence
supports the position; or
a The City is asked to contact Congress by the National League of Cities or the League of
Oregon Cities and the City of Ashland does not have a position contrary to the one advocated
by NLC or LOC.
Ifthe Mayor, Councilor, or City staff person wishes to correspond with a member of Congress on an
issue that does not meet one of these three criteria, then the item should be placed on the next regularly
scheduled City Council agenda (in accordance with AMC 2.04.030).
All correspondence between the City and a member of Congress shall be shared with every member of
the City Council, with the City Recorder, and with the City Administrator.
Specific Requests for Federal Funds through Congress
The City of Ashland mav elect to request that members of Congress seek earmarks or direct allocations
of Federal Funds either for its own projects or for the projects of key community institutions, such as
Southern Oregon University, Ashland Community Hospital, the Ashland School District, Rogue
Valley Transportation District, etc. The City may seek these through the annual appropriation process
or through the reauthorization of major legislation (such as the Transportation authorizations). For its
own projects, the City of Ashland will seek earmarks or direct allocations only for projects that can be
completed within five years of receiving the earmarked funds to build trust with the Congressional
delegation.
The City of Ashland will also support funding measures that affect key federal agencies that benefit
Ashland. For example, the City will support ongoing funding for the U.S. Department of Fish and
Wildlife's National Forensic Laboratory. The City will also support continued operation of at
U.S.D.A. Forest Service Ranger Station within Ashland. Likewise, the City may support, on a case-
by-case basis, specific federal capital projects that meet community objectives.
2009-20IO Federal Legislative and Funding Issues
- THESE NEED TO BE DEVELOPED BY COUNCIL
In the coming year, the City of Ashland will actively participate in the following federal issues:
2
Draft Intergovernmental Plan and Policy
October 7, 2009
Page 3
. Watershed protection, forest health, and fire prevention. The City of Ashland will continue to
work with Congress and the USDA Forest Service to implement Ashland Forest Resiliancy for
the purpose of protecting municipal drinking water, preserving Forest Health, and reducing fire
danger. The City will actively pursue an aggressive monitoring program to meet community
goals.
. Telecommunications. The City will continue to advocate for legislation that protect's the
City's right to manage its rights-of-way. Additionally, the City will support legislation that
allows franchise fees or equivalent taxes on all telecommunications providers including cellular
and satellite providers.
. Ambulance Services/Medicare Reimbursements. The implementation and reduction of
payments from Medicare to local ambulance providers has a harmful impact on the City's
budget. Additionally, the number of calls for ambulance service has increased dramatically at
the same time as the Medicare payment per call has dropped. This has shifted the burden of
paying for the ambulance to Ashland taxpayers. The City will support efforts to increase the
payment for ambulance transport and to recognize the importance of adequate payments in
smaller communities with large rural service areas.
· Transportation. The City will advocate for reauthorization of the TEA legislation that s'upports
modal equity and supports its economic development objectives.
. xx
. xx
. xx
. xx
Contact with Federal Agencies
Generally, the City Staff in charge of a particular program should be the primary people responsible
for working with Federal Agency staff. For example, the City's Community Development Department
Staff work directly with Federal Housing and Urban Development staff to administer the City's
Community Development Block Grant Program. ln another example, Fire Department staff work on
the FEMA grants for the City's CERT program. In one last example, Police Department staff work
with the Federal Drug Enforcement Agency on the asset forfeiture program.
Other City officials, staff or elected should not generally directly contact Federal Agency staff to
request or direct specific actions unless requested by the Council, by the staff administering a given
program, or on the request of the Federal Agency itself.
3
Draft Intergovernmental Plan and Policy
October 7, 2009
Page 4
\
State Government
The City relies on the State of Oregon in a wide variety of ways, and the City's relationship with State
Government is closer than our relationship with any other level of government. In general, the City
deals with the State Government in five ways:
o As a local government whose functions and responsibilities are defined by the Orgeon
Constitution and Oregon laws.
o As a local agency that provides services that are regulated by State laws and rules
o As a partner agency with mutual or overlapping responsibilities.
o As a grant and funding recipient
o As a recipient of technical assistance
State Legislative Issues
The Oregon Legislature considers many issues that could have significant impact on local government
and the City of Ashland. During sessions of the Oregon Legislature, staff in the City Administration
Department will monitor legislative issues.
Because of short deadlines, particularly during the end of the Legislative Session, the City is often
asked by the League of Oregon Cities to contact Ashland's legislative delegation with little notice.
Usually, the turnaround time does not permit a review of the issue by the full council at a regular
meeting
The Mayor or City of Ashland staff may directly correspond with member of the Oregon Legislature or
with the Governor's Office without prior direction of the Council if: '
o The legislation relates directly to one of the six guiding principals identified above and the
position taken by the Mayor or staff supports the City's interests; or
o The City Council has already taken an official position on the issue and the correspondence
supports the position; or
o The City is asked to contact a legislator by the League of Oregon Cities and the City of
Ashland does not have a position contrary.
If the Mayor, Councilor, or City staff person wishes to correspond with the Legislature on an issue that
does not meet one of these three criteria, then the item should be placed on the next regularly
scheduled City Council agenda (in accordance with AMC 2.04.030).
All correspondence between the City and a State Legislator or the Governor's Office shall be shared
with every member of the City Council, with the City Recorder, and with the City Administrator.
2010-2011 State Lel!isIative Obiectives-
THESE NEED TO BE DEVELOPED BY COUNCIL'
. Support for Transit Funding
. State and Local Finance Reform
o Ballot measure 5/50
o Transient occupancy tax restrictions
o Real estate transfer tax
4
Draft Intergovernmental Plan and Policy
October 7, 2009
Page 5
. Seek changes in state law related to telecommunications to respond to shi ft from wired technology
to wireless technology
. Increase State grant and loan funds for infrastructure projects.
. Support for Southern Oregon University
. Prevention of new local mandates or pre-emptions
o Avoid preemptions related to telecommunications and franchises
o Ensure changes to collective bargaining laws protect public interest.
.
. XXX
. XXX
. XXX
Contact with State of Oregon Agencies
Generally, the City Staff in charge of a particular program should be the primary people responsible
for working with State Agency staff. For example, the City's Public Works Department staff should
work directly with the Oregon Department of Environmental Quality on implementation of regulations
for the Clean Water Act. Similarly, Community Development Department will work with Department
of Land Conservation and Development Staff on issues related to the City's implementation of Oregon
Land Use laws and regulations.
Other City officials, staff or elected, should not generally directly contact Staff Agency staff to request
or direct specific actions unless requested by the Council, by the staff administering a given program,
or on the request of the State Agency itself. If the relationship between the City and the Agency is
unclear, the Mayor, City Council, City Administrator, and affected department director will work
together to resolve how the City should work with that agency.
5
Draft Intergovernmental Plan and Policy
October 7, 2009
Page 6
'-
Re!!ional Participation
The City of Ashland recognizes that few of the issues that the community faces stop at the City limits.
Whether the topic is transportation, public safety, recreation, growth management, air quality or
economic development, the City depends on the other local governments in Jackson County and the
Bear Creek Valley for its economic, social, cultural, and environmental health.
The City of Ashland has Council and staffrepresentation on numerous regional committees. It is
imperative that both council liaisons and staffliaisons are in sync with one another and are consistent
in conveying the City's position and message.
Objectives
. Build strong and effective working relationships with other regional agencies
. Build coalitions with other governments in the region on issues of mutual concern
. Coordinate participation in regional groups by all elected and appointed officials to ensure that
Ashland is conveying a clear, consistent message on critical policy matters
. Support regional issues that specifically achieve City and community goals, including adopted
City Council goals.
2009-2010 Regional Policy and Program Obiectives-
THESE NEED TO BE DEVELOPED BY COUNCIL
. Transit. The City of Ashland has longstanding policies that support transit and alternatives to
the single-occupancy automobile as viable transportation choices. Therefore, in its work in the
Rogue Valley Region, the City of Ashland will advocate for:
. The long-term viability ofa single regional transit provider. None of the communities in the
Rogue Valley can "go it alone" in supporting residents, businesses, and visitors to the region.
With few exceptions, Ashland residents need to tr
. Air Quality
. Economic Development
. Growth Management and Land Use
. Quality of Life
. XXXX
. xxxx
. xxxx
. XXXX
Regional Representation
The City of Ashland has opportunities to interact with other governments on a wide variety of issues.
In some cases, those interactions take place on an issue-by-issue basis. For example, the City Council
may communicate occasionally with the Jackson County Board of Commissioners on a specific issue
being cOt;lsidered by either the County or the City. The same could be true in work between the City of
Ashland and another municipal government or with another entity such as the Rogue Valley
Transportation District.
In addition to working with other governments as issues arise, the City has official representation on
several groups that deal with regional issues. Some of those groups are required by State or Federal
6
Draft Intergovernmental Plan and Policy
October 7, 2009
Page 7
Law and others are groups that have formed to work on a specific issue that affects multiple agencies
in the Rogue Valley. In some cases, the City of Ashland appoints an official delegate to serve on those
groups. In other cases, a City Official serves by virtue of their office. Lastly, a regional group may
also request that a particular official representing City of Ashland serve.
Elected Official Appointments
. RV ACT (Rogue Valley Area Commission on Transportation) - The RV ACT advises the
Oregon Transportation Commission on the State Transportation Improvement Program for the
Rogue Valley. RV ACT selects projects that achieve state and regional transportation goals.
The City of Ashland addresses many regional and local issues through its participation on
R V ACT and provides feedback to ODOT abut projects that meet critical regional needs.
. RVMPO (Rogue Valley Metropolitan Planning Organization) Policy Committee - The MPO
allocates Federal Transportation dollars
. RVCOG (Rogue Valley Council of Governments) Board of Directors
. RPS (Regional Problem Solving) Policy Committee
City Staff Appointments
. RVMPO Technical Advisory Committee
. RPS Technical Advisory Committee
. Regional Managers Group
. ARE THERE OTHERS?
Other Potential Groups
. Public Safety Coordinating Council
. Jackson County Committtee on 10 year plan to end homelessness
. ARE THERE OTHERS?
7