HomeMy WebLinkAbout2010-0208 Council Parks Joint Mtg
~~,
~IC,[JV
,/ ,;l J ,"
CITY OF
ASHLAND
'ASHLAND'
:PARKS
AGENDA FOR JOINT SPECIAL MEETING
ASHLAND CITY COUNCIL
ASHLAND PARKS & RECREATION COMMISSION
February 8, 2010
Siskiyou Room
51 Winburn Way
6:00 p.m. Joint Meeting
I. CALL TO ORDER
II. PUBLIC INPUT
III. AGREEMENT ON SERVICES & COSTS SHARED BETWEEN CITY AND PARKS
& RECREATION
IV. AGREE FOR PROPERTY TAX SPLIT FOR FY 2011 BUDGET PREP
a. Revenue & Expense Projections for FY2010
b. Revenue & Expenses Projections for FY 2011
c, Recommendation
V. DISCUSSION OF NEXT STEPS
VI. ADJOURNMENT
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35, 102-35, 104 ADA Title I).
SERVICE
Draft "MOU" in FY 2009-2010
DEPT/ORG ~r~i!l!itl!cQ,~;~!!~~"il
ACTIVITIESITASKS PROVIDER WHO PAYS '''\'~",AMOUNT",;;1;
Method of
Calculation
Internal Services - General
All Administrative
functions including but not
limited to Human
Resources. legal,
Recording, Treasury,
Purchasing, Technology,
Risk Management,
Facilities. etc.
City of Ashland -
Applicable
Departments in
Internal Service
Divisions
Internal Services - Finance
& Accountin
Accounting functions
including but not limited to
financial reporting, GL,
PR, AR, AP
City of Ashland
Admin
Services/Finance
De artment
Central Area Patrol
Maintains Downtown Area
Securi
Police
Park Patrol
Maintains Park Securi
Police
Facilities Maintenance
Building maintenance
functions agreed upon
annually
City of Ashland
Admin
Services/Finance
Department
Liability, Auto and Property
Insurance-Parks
Workers Compensation
Insurance
Ci of Ashland
Parks
et
Parks
Parks
Parks
Parks
~;~
~r~1,1 Prorated share
1"~~ established in budget
~;/,.".,
:.t~h~ Prorated share
J\:Jl~::~ established in budget,
il~:'i..'<::'~; premiums & claims
cost.
Parks
City of
Ashland
Band Sheller Maintenance Parks Maintenance Set amount
Public Works-,
Airport Mowing Maintenance Parks Airport Set amount
Substation Mowin Maintenance Parks Electric
Substation, Fire
landscape and airport
mowing
Fleet Maintenance
Maintains Park Fleet &
Related Equipment
City of Ashland
Parks
2:'
,,0
>'" "
o.s ..2
a. lj .~ Cii
a.....Ul'C
ro Q) ro Q)
>-.a..c E
..ce~:::::J
cna.Q)o
m Q).S.g
~.s c: Q)
a.g 0 co
~ Q) ~.~
~ ~ ~ e
_m....a.
1ii~8.g.
-5 Q) co Q)
III ~ 0.:5
ro .... .5 .s::.
'O"'Eu
~-g:::::J~
>U>-<l:
ai
E
'"
~""r:::
-5-80
""'0
0",,,
E> co ~
:;;~.! Q)
0"'" cu'S:
"5,i E :i ~
neB....
....-ro..E
0.1/).,$ c:.1IJ
~~ ~.Qm
8~t:Eo
.5 ~8 ai~
Q)~.~E:!
II) ro"" ::l c:
ij E ij g'm
~-g ~~ E
Q)a1miU-g
Q) ..... a. c: ('ll
=me"Ciit
.!!5-~:So
.n~.n~~
.~ui
~ ,~
.~ 0
~ >
..E .5
~
'0
"
..
o
i!'
5
u
,'"
,!!J
:a
"
o
~ui.9a
ffi~~~
> c g
~ c: Q) ,..
Q) > Q;
10 t:: ~ a.
.s:::::J ro
Q) 0 Q) 0-
m!!:5 .5
:gm~c:
ro EO::;
> U>-
2:'
o
'"
'"
10 '
o .~
~ '"
'" ..
0..0
e~
a.'"
'" E
=~
'"
'in
..
.0
~ :=
-g ~ .~
.~ (U ....
o.c ..E
t)o-gll)C:
~ ~ > :::::J.Q
8 '0> '8 ~ 10
~ C
0>.5 '5 Q)
:5Q)'~cE
.5 -5 c: Q) i3
Q)"5 Q) E 0
:::::JoEt::"'O
c: >-roQ>
~"(ij [~=
eEQ)"O=
Q) "'0 :5 CD m
=~Q):5.S
........:;~g
.!!.! cn'- c
cc:c:o~
wwwz..:::
z.
u
CD ~
:E ~~
m'- -
>~"'C
om'~ ~
~'o
~.E-
0: ~ ~
lll1je
"0'"
c ~ 1j
~ 0.._
8~g
u 1-.5
<('
'"
"
~
o '"
u "
~ 'in
.~ :::::J
,5
m .~
>-
% 8
E .~
'" Ci
~ ~
",'" u
c 5.i c:
~ (1)'-
0.9 "0 e
o IJJ ~ co
o{1"Q) ~m
wl III Q)
~ m .~ ~
.rJ) E -;; 0.. .
Q);; E ~
~m>-g~~
.Q€;~!!~'..-
0. .... 0 Q) .....
ERe Q) ~ iQ
Q)roo~mU)
Q) "U 0 Q) 'U .-
.ccCDEcm
-roE:o:;(U-5
Q) ~:o:; c: 3:
(0 Q).:'- Q) Q)
:g'>Q)E'>~
~~=~~~
'"
~
"
u
u ;<
.. '"
-g 'S:
"'0 ro e
.g Q) (;
Q).5 tIl_
0.- Q) c:
....... c: x 0
00 ~~
~"'O .! 'E
Ou ~ t'lI Q)
'" - E
.5.~ en J
~ * ~ ~
8~ ~Q)
= o.'rJ 0):5
oQ)N"O"(U
~-fi ~ (f c:
Co e 1::; t::' 'iQ
~~8.8.:S
.n.n~~~
'"
"
'3
'"
,'"
,E>-
..
'" 0.
'" '"
=l"H.
o 0..2
..",a.
cu.=~
0.'
~
E
:m
2
,!!!
0.",
o "
~ 0
8:~
...!!!
~~
" '"
o ~
cn-ga
c cv ,_
'~ U)19
.c~c:
u 2 '"
:; 0) E
Coca
Q) 'in 0
a; co "0
~-fig
- ~ ..
Q) J 'C
>-0.0.
.2 Q) 0
0.:5 c..
E '" 0.
'" " ..
e '~ ,=
~gE
" 0 "
wu.>-
'"
'"
'"
..
-"
" ~
,Q 5.
10
"E.E
'" '"
E '"
~ao
- 0 "
'E "0 l?"
o 0.""
",,, '"
U)~"O
~ 0:.0
0~-6
~ ,5'~
..-
Q) c,~
~ 'a; :z
"'::1<l:
I~
"in
..
.c
"
..
::>
0.
!!l
0.
il
i!'
-"
'" '"
'Vj co
.. U
.0 '"
,~~ -6
.."-,,
'0 m u
cva')1O
" <r E
OoS
E ;"jj)
'* .5 8.
~~~
-0.>-
,!:2 c:1a
gw"O
..-" '"
,5 ~ =
LLc:C;
02
"E.!1=
.- U) w
,- g C;
0>032
cW(Q
wen>
!!l
"
"
o
u
u
..
'"
"
..
.0
'"
,5
.9
'"
u
"
..
"
en
M
"0;
U
CI>
n::
.c
en
..
(J
c
~
i!'
0.
'0
"
..
>-
~
..
'"
Q.
'"
'"
'"
g> a; ~
:.;::; U) U)
.!1 Q) U)
..J '" ..
-'" "
0.. m
>-'0 x
;::w J.;::
Q))(S Q)
t:'1;:Q).c:
co_U)-
5-~ ~ '0
15;'O31
c J U) 0
,2' ~ ~ U)
enw is
'"
'"
'13
"
..
0.
i!'
u
'"
'i5
]!
C
..
"'
.0
"
'"
'0
e
o
'"
'1:
'"
0.
"
'"
,f;-
15
z
E
2
~
>-
en
"
'13
"
..
"
u:
,E
~
;;
'"
~
..
'0
"
~
o
0.
'"
U
'0
"
.. '"
"'0
'S 8
,5 Q)
.. ~
::1'iij
':0.
.!!! '"
" '"
w><
III
..
CI>
en
III
<(
"0
CI>
><
u::
ai
"
o
u
'0
m
'0
'"
'"
"
~
..
o
'"
'e-
o.
.9
~
'"
~
" "
ug 8. en
,~~ Jj ~
L-Q)'OU)
a. E c:_
L.. J cv 0
.E 0 co,~
L- 0 U) 2
~~~~
~a.co
ce~lt:
_ a. Q) 19
~ .5 0::: en
J_w.i:'
g5"8~
O:::t-()Z
:u
~
t:
o '"
'" 0.-
.0 Q) "
E ~ '"
:Jro.5
" " '"
- g.2-
u .. '0
h~
a:.E~
Q),= '0'
e -8 c..
IV .- Q)
">,,,
Q) e tu
Clo..::1
c
+:
c
::>
o
"
"
<(
..
"
CI>
o
..
0.
~
o
a.
~
""
:~
13
'" 0
ID ~;~
~ E.g~
~Xl~Q)g
0"'_ S!. '"
m~(ij(ij~
EM~~-g
g :s's; g ro
.t:Iol!!Q)$
nl >->.11 co
2.9:Sro:s
X~-lDO
cam'O..o~
~~~-g.~
Cl)U)UCU:!::'
OOC-J......
;;l9:C)m
-_UJCI)-5
.a.cQ;~Q)
rom"C......
CD Q) c: E ~
.c.c::Joc:
~~~'::'Cl)
~
'u;
'"
.0
C
!!l
~
'u;
C
8
'"
C
o
~
"
'5
~
.9 ~
".0
:;;E
~~
'ffi CD
iO:5
~~
&..9
!j,l
~1il
'" "
:1:'"
.
"
C :;;
'" C ,..
o c.!!!
U E e Q)
e "'C ~
VI (5 ~;'E
-g j :E.~ 5ai
~ lI.I .S en U 6)
~ Q.i CIJ -8 'E Q) ~
i.i)0>:J '-EOIo
-6~~ ~ e8 ~~
.5- ~:Y oc...
"C"ai-g...... ....~ 0
ffiEU) ; gffi~ 1ii~
c:g&>,fO :su-g .g'm
.~.gct~~ ~~:E ~~"
ei;'m:S:S ....Ull) (0-0
oroc~8......EIJ)<t: CD
'i: :t: ~ ro ro ~ ~ 'cO- E ~ co
'-~-Eee....'c.-~ t-g
~:gro:J::Jt.i~iUQ) COm
oCfir~:g:S'CEfj 5t-g
J2-goQ)Q).gffi.E'c Ora
Q) ",'O.s.s<( :c.!: ::l.?:-CUl
:g~......?:-..?:-.,..,.Q)..?:-EO Q) lii
> 'C ::J 'C 'C ~"> 'C E II) "C
elV5!-lllQ)<.)lllO>O.sl!:!c
0..>->> a::>u Q.=:l
c
"
~
'"
Q.
"
o
,..
.0
al "
"0 ! (;
m Q)'U
c: c.~
:ii :0
i ,2 :; ! g
-groa.mm
III E.5:5 iI:
"'oc=
m:S-8.;~
>-OlWO'tJ
~ C "
J?:;a-g::
Ul S c U).~
50.2 &.6;
:Ocoe.::
.~:8.s a. ~
e 'Uj en c: "C
0. 0 .5 CU :J
5a.:5~.c
._ Q) ._ 'C
3:m~j,!~
U;Ciit)'Q.o
.~ :ii'~ ~ e
<<"<<UQ.
I
c
"
~ E
C "
,2 g :R
'0'0=
'~.E "E
a.~g
'Q):o:1{,)
cn~-
" ~ "
"", e>
.oC"
E g'~
0)':8.1:
t-ro:!::'
e>E~
g J? ~
...J:5.Q
~.~ 5
Q; iii E
ai 'ii ~
"<iU
ui
C
,Q
1ii
.~
o
Q.
Q.
<i
" 1l
~ C
'" '"
:;: C
"C :c
ffi 0
w i
~.g c
"'" e>
'C III 'w
~ ..... ~-E
ro 0. x ,-
E 0 I'll ~
t:~I-~
,Q.9 ~ 5
m t: (I) 0
E ,Q...J U
~:2;B
~ 0 0 (I)
Q.(I)t:u
.s~~(O
.- ,-...,
:!:~-e(l)
~ ~O~
(1)(1)"00
-ta:ia:
"
"
C
"
>
~
x
'"
l-
i:
"
Q.
e
Q.
..
~
"
o
~
'0
g
"
:;;
'"
"
.0
"
C
'"
"
C
'"
U;
:;;
"
C
OJ
~
"
x
'"
l-
e>
C
'~
"
-'
~
'"
~
1?
o
o
"
0:
'iij
'0
C
'"
C
u:
~
"
~
C
"
g
.. C
~ .Q
:~ m
~ ~E
:s ~~
o (1).-
.Q >. E-ro
...... 0 (I) CD.~
I'll ~ 1ii ~:~
E m = 'E S
~ ~,~EU)
U .s~8E
~ "Ot:~~
Olllf!?~-g~
o~~l!:?<{U;
'E:]~~-g,~
.oljCDl!:?~~
~rocca.<(<(
~
"
C
.2
'0
e>
C
'0
C
'"
'iij
.0
"
"
~
..
'"
"
C
'"
~
~
"
e>
'"
"
C
"
ij
!'I.
.!!!
'0.
E
o
U
ro "E ~
~ l'~
'5 .... a.
o c"O
~ CD i
:] ~. (I)
e > $
-5 Ill:]
-0 ~ 19
i <( U)
J!J '0 B
:0 III [J)
:::3 III m l!:?
(0 IllO Ot:
Jg ~lO: -00
'(ii E t c>>
t: E~ ~o~
00'"
~ ~~ w'O
'C: :0 IJ... ~ III
:::3 :::3 C) ~ m
" <i_
~ -E'E 1llU)
o -.0 g.s
;t:: c::: ~:::3 ,~c
"OLLQ)(I) _
:::3::J--c Q..Q
<iu"'o- E-
"'C02
-EQ)'2ro~oc:
.~ e E:::3 l!:? I'll Q) Q)
ro 0 .... E
~~Eo.=:::3:::3
gQ)o2?~~g
>C)ua.<(<(-c
jl
DRAFT MEMORANDUM OF UNDERSTANDING
CITY OF ASHLAND AND ASHLAND PARK AND RECREATION COMMISSION
Agreement made this _ day of , 2009, between the City of Ashland ("City") and,
the Ashland Park and Recreation Commission ("Parks") are effective for the next adopted budget.
RECITALS
A. Local government may enter into agreements for the 'performance of any and all functions
and activities that any party to the agreement, its assigned personnel or agents have authority to
perform.
B. City and Parks have successfully shared the cost of operations and staff at various levels
including the use, operation and maintenance of facilities, landscaping, accounting and repair work for
many years and desire to share resources and work collaboratively to jointly maintain and manage
facilities, grounds and cooperatively provide services,
C, City and Parks desire to formalize their commitment by entering into this agreement in the
spirit of cooperation and with the understanding that the facilities and grounds shared and maintained
and service provided will be done to provide cost savings and economies of scale to both parties.
D. Attached as Exhibit A is a summary list of services provided between agencies for
FY 2009-2010.
E. City and Parks may agree to provide other services to one another, or to cost share other
services, as part of this agreement without prior revision. Changes in identified services, service
levels, payment for services and additional services will be agreed upon administratively and in_writing
in advance of providing the service. The specifics of such changes will be addressed in the next
revision of this agreement if warranted.
F. City and Parks will agree upon the allocation of the operating tax levy prior to submitting the
proposed budget, developed on that agreement, to the Budget Committee for approval. The agreed
upon tax rate for Parks is $2.09 for this year., '
The City and Parks agree:
1. Internal Services. The City provides Parks with administrative services via the Central Service,
Insurance Service, Equipment funds and Facilities Division, These services include Administration
and oversight, Legal, Human Resources, Risk Management, Budgeting, Purchasing, Accounting &
Financial Reporting, Computer and Telephone Technology, Facilities Maintenance and other services
as needed. The listed services are annually calculated and allocated based upon estimated benefit
received to all departments of the City and Parks is charged their prorated share.
2. Other Services and Staff. Services are routinely provided between the City and Parks to meet
various needs on an ongoing and sometimes on an ad hoc basis. Unless otherwise indicated, these
services are treated as revenue and expenses in the budget in the General Fund and Parks and
Recreation Fund on a monthly basis. The following list identifies the agreed upon services for FY
2009-2010:
1-
.
2.1. Central Area Patrol - The City Police Department provides security patrols to Lithia Park,
Plaza area and the City is reimbursed by Parks for 50% actual wages to a cap of $$'~;iP'QQ.
2.2, Park Patrol - The City Police Department provides security patrols to Lithia and the outlying
parks during April - October and is reimbursed by Parks at 50% to a limit of $:2.QfQ~:Ql The
Police Department provides the equipment. '
3. Facilities and Structures. Services are routinely provided between the City and Parks to meet
various needs on an ongoing and sometimes on an ad hoc basis. The following list identifies the
agreed upon services for FY 2009-2010: '
3,1, Community Center & Pioneer Hall - The City reimburses Parks on maintenance and
repair costs for agreed upon work. Parks provides all custodial labor and supplies for the
Community Center and Pioneer Hall; handles small repairs such as fixing faucets, drapery
hanging, and landscaping such as planting flowers, weed control, and shrub pruning, Parks
also handles all scheduling and coordination for the buildings. In return, Parks receives and
keeps all rental revenues from the facilities. All capital improvements such as roof repair,
painting, and floor refinishing and replacement are the responsibility of the City,
~.;a~,,~,,~.~1~S.,.~~J,I~i.~-9L~:~l8r.-S~a!~[~;;JE5~T~~RI~~~1~~;;fii'~i:l[~e,;9f,\!h~';f,~cii!!y~!1$.~gp!y~I!
Ra.rE~ij.Qes,i1J9J'J;lfH!f9~.:...t~eLG!!y<<f.QW'!~mgi.m~j~p-g~ei Parks covers all custodial labor and
supplies, and makes all repairs and capital improvements for the Hunter Park facility,
3.3. Band Shelter - The City Rays the Parks for maintaining and repairing the shelter as
needed within the budgeted ~iH1:l:QQr@iWrg~RTR~l.rgq~]~~)! Maintenance involved at the band
shell including cleaning and setting of park benches; cleaning the stage and storage areas,
Parks is responsible for all landscaping in the band shell area, All capital repairs including .
painting, electrical, doors, and structural work are responsibility of the City,
3.4; The Grove - Parks coordinates access to the building and schedules, The City provides
maintenance and repair work, Revenues for events accrue to Parks but some costs may be
shared between agencies to minimize the impact.
4. Landscaping and Grounds Maintenance. Services are routinely provided to the City by Parks to
meet various needs on an ongoing and sometimes on an ad hoc basis. These services are treated as
revenue and expense between funds with a ~]lw!.ltl5:e1! annual limit. The following list identifies the
agreed upon services for FY 2009-2010:
4.1. The Plaza & Downtown Entry Areas - The City pays Parks to maintain lawns and plants
in the Plaza and entry areas to downtown. Parks provides all landscaping and irrigation
maintenance at The Plaza, north entry, downtown, This includes all plant pruning, weeding,
flower replacement and minimal tree pruning for visibility and safety, turf mowing and care,
irrigation scheduling and testing repair as necessary. Any capital repairs such as planter
replacement, complete removal, and large structural pruning of downtown trees is the
responsibility of the City.
4.2. Siskiyou Boulevard & Ashland Street - The City pays Parks to maintain the plants and
2-
. .
mow grass on these streets. Parks is responsible for all mowing, edging, fertilizing of turf, weed
control in beds, pruning and replacement of occasional shrubs, litter pickup on a routine basis,
and flowers replanted according to season, as well as irrigation scheduling and repairs as
needed. Any major rework or complete change will be the responsibility of the City, (See map)
4.3. Airport - The City pays Parks to mow the grass at the airport. Parks is responsible for
mowing areas around runway, taxi-way and hangar facility, as well as landscaping around FBO
building, including lawn area, shrubs, pruning, flower replacement, and irrigation scheduling
and repairs as needed, (See map)
4.4. Substations - The City pays Parks to mow grass at substations. At the substation on North
Mountain Avenue the City pays Parks to maintain shrubs, control weeds, and irrigation
scheduling and repairs as needed.
5. Fleet Maintenance. The City will provide fleet maintenance and repair for Parks and charge for
services in a manner consistent with City Departments. Fleet operations overhead will be allocated to
Parks in a prorated share based upon number and type of vehicles/equipment to be maintained and
shared benefit of the Division. City will accept Parks employees dedicated to their shop program.
City will maintain transferred positions for at least one year and employ transferred employees for as
long as it is feasible based upon operations, budget and performance.
6. Other Services. The City and Parks will, on occasion, need to trade services or share costs and
any sharing of expenses or potential payment of fees for those services will be negotiated at that time.
7. Length of. AgreementTJ:1_~j~~!!!.2Ubi~~g,re.~!:!!~Dt~~,<:IJLS?J:11!:!!~~<2,~_~n)~.!Y,J,19.Q,~,,"alL!,9.H_<?,I)J!n, ue
for a eriod of one . ear. It\WilU'aUtomaiicalr'-ienew'ron~an;'afjnuant5asis81'jnless1termiif8'teaUrieitt1etr.
.."",.,.p .""""'""."",."'...,Y."........ C.. d..., .... .., ._. y. ......,.""..~..,.. .......,'''".._,~, ...-...... ".....~~_......- .~".,.......,_..._....y,..........~1
RlIi!Yli~Ji\ttil.~.~gtiarn! The City and Parks shall periodically review this Agreement and modify it as
they mutually agree t6 be appropriate during the year. Changes in services and/or respon!\ibility for
costs or revenues will be agreed upon annually as part of the budget process prior to a proposed
budget is submitted to the Budget Committee. Changes to the proposed services may be done during
the budget process with mutual agreement.
8. Termination. Neither party may terminate this Agreement for a breach by the other party without
first providing the other party written notice of the specific nature of the alleged breach and a
reasonable opportunity to Gure the breach. A reasonable opportunity to cure the breach shall be 30
days or such other lesse~or. gT~a_ter ti':'2e._a~.l~, ap.pr~p.ri.al!Lgiye.:n_!he.!l.atlJre pf t'l~_~.r:~<:Icb~,nd th~..!ime
necessa to cure it. j\nnuaifr'ei'1'ewaff0fittlTgfareementJWiII~6c'u~;ufM"ss'rerttlelf:'affi',f"roviae'slwritten
'" ".=.c.-f-'~ ~-"!Y.~"'=~~':<I2=""""'''''Ii:~''''''''e;''.L,,>.,/J.'.'H .,o"",...1~">I"':>"'.'~"~-'3,'~",~ "":;"~~'::.l,,,g;l('u;~:"';~'!""-~';;~_{('i,Y:-r.jn"~I"_ ~~"'i'.:?(ll'-,.,...,>.,:~."~..".&
".?~ -;~'" ;j'~I" p.;....,:;J,ll. ,;:..P;;'i~~.'i''''-'-''''''~~''~- -,~...
notiee~\:!irin;'~\tt;i'e'~bua"etTi'ocess~l5(jt(n6tlaterlinam6O.~dlrsW' ~rior!ito~itt;i'e1istar;fiof!a;fiscalt'ea~.
_ .,.."c........""...g"",u....,...._.9.....IL..._..." .,"_".."..,......."_..~...."..."._..__,_,,,... Y...,'R.._..",..."".....,...._....._~...",.,'"...,,__.. .."y....."."
CITY OF ASHLAND
ASHLAND PARKS AND RECREATION COMMISSION
By:
Title:
Date:
By:
Title:
Date:
3-