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HomeMy WebLinkAbout2010-0614 Study Session PACKET CITY OF ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday; June 14,2010 at 5:30 p.m. Siskiyou Room, 51 Winburn Way 5:30 p.m. Study Session 1. Look Ahead Review 2. Does the Council have any questions about the draft of the City Council Values and Vision Statement that will be proposed for adoption on June 29, 2010 [10 Minutes] 3. Does the Council have questions about the Water Conservation and Reuse Study and Comprehensive Water Master Plan presentation aimed at providing a project update, program overview and next steps? [60 Minutes] 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). 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I I I I I I I i I -cW I ...e> CIlZ .<:<( <(J: I "'0 go ..II- I ell- " l:O 15 ;::;W I " CIl.., ~ CIlm ", :E::l .. "- =1Il I go ::lZ 0<( 01- -cU- ~~ '<:0 ~<( "'1Il 0- ~!!2 or J'J CITY OF ASHLAND Council Communication Preparation for Adoption of City Council Values and Vision Meeting Date: June 14,2010 Primary Staff Contact: Martha Bennett Department: Administration E-Mail: bennettm@ashland.or.us Secondary Dept.: None Secondary Contact: None Approval: ' Martha Be Estimated Time: 10 minutes Question: Does the City Council have any questions about the draft of the City Council Values and Vision Statement that will be proposed for adoption on June 29, 2010? Staff Recommendation: Staffrecommends Council review the Values and Vision statements in preparation for adoption at your June 29 meeting, The documents have been revised after extensive public comment in summer 2009 and after a Council Committee discussed the key issues in the public comment during the winter. Background: On April 11,2009, the City Council held a goal setting retreat. On May 18,2009, the City Council reviewed a draft of the products of the retreat which included a draft Values statement, a draft Vision statement and a draft of the City Council goals, The documents submitted for the May 18, 2009 Study Session can be found at on-line packet at htto://www.ashland.or.us/Page.asp?NavID=11884. The documents were then sent out for public comment. Mayor Stromberg and several councilors requested feedback from City boards and commissions and gave presentations to community groups, The City hosted an on-line questionnaire, The City received about 100 responses to the questionnaire (both in paper and on line), and dozens of other people returned comments, The public feedback documents were discussed at your October 5, 2009 Study Session, and the materials are at the on-line packet at http://www.ashland.or.us/Agendas.asp? AMID=390 I &Displav=Agenda, On October 5, 2009, Councilor Lemhouse and Councilor Voisin agreed to serve on a Council subcommittee to consider the public feedback and revise the values and vision statements based on relevant comments and concerns, They met several times, and requested in March that staff take their work to date and complete the reworking of the vision and values, Because the budget process was underway, it has taken some time to complete the attached drafts, but they are now ready for Council consideration and review, These documents are important: . The values are a key element in outcome-based budgeting, . The values will be reflected in staff evaluations of alternatives in critical Council decisions, . The values will be implemented by staff in a variety of internal projects and decisions, For example, they will become part of the performance evaluation system for department directors, . The vision will be the starting point for specific projects, As Councilor Chapman pointed out at your last Council meeting, projects like the economic development strategy should key off the City Council vision, Page 1 of2 r~' CITY OF ASHLAND Staff also believes that broad consensus on the City Council for the concepts embodied in these documents is more important than precision, We certainly want to make sure the words capture the right ideas, and we want to make sure the documents are well written, However, the most important element is whether there is general agreement among the governing body on the content. Values The values document received a great deal of direct feedback from the community, In most cases, the responses to the questionnaire overwhelmingly supported the proposed value, even ifthere were comments or proposed edits, The attached adoption draft outlines the notes from the Council flipchart transcript used to develop the values statements, the original statement that went out to the public, a summary of some of the written comments made by the public, and a proposed redrafting, Two of the statements were challenging, The first difficult value was the "Personal Well Being. Value," Much of the public feedback was that personal well being is not really the business of government. While staff certainly understands the basis ofthese comments, this value is the basis for much of what City government does - public safety, water, and sewer in particular. I hope the redraft better highlights these themes, The other difficult one was the "Independence" value, The transcription of the Council's flip chart pointed in one direction, but the public comments suggested another. I have tried to capture both ideas in the value, Vision The public comment was a little trickier to handle with the vision, Much of the public comment noted that "things aren't really like this" in Ashland today, In other words, it was more difficult for many people to think about how they wanted things to be in the future rather than how things actually are today, There were a few very helpful drafting suggestions, but there was less substantive input. Councilors Voison and Lemhouse, however, had some specific ideas, Most of these ideas are incorporated, although I generally redrafted them as a positive rather than a negative (utopia instead of dystopia), In other words, the vision describes the desired end result not the one we will confront if we don't tackle the challenges ahead, Lastly, I used two of the sentences for the Economic Development Strategy in this vision to build consistency, Attachments: Adoption Draft Values Adoption Draft Vision Document Page2of2 ~~, - C <II e <II - ell - rFJ ~o =0 ";iN > ~ 'O~ C I ell c :c 0 CI} .;: <g- ...'" Q<: ~.... ;::t2 U] 4:: ~ ell 0. '"' e ~o.. o1i c " "B .J: " - '" .... ,,<2 0'" blJo .::: 0 " blJ -5 .~ " - ",J:! 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I-. ,,-....- ~ ~ 2:'" (,j..,E~c: ~-ol-................... o "',~_ I-. >-...c d 0 0.0 I-. C ~ I-. _ ~..D " ~ .E .- 0 t13 Vl~U>C:(,j.., I-.~~..c: 52,,0.0~~oc~ uU V'l .......:: ~ 0 V'l ~ ~ ~ ..2 ~ ~ ~ e-.p 0 ~ ~ .:: E ~ .:: 2-~~-gE~~~aa ~] .~ ~ ~ ~ ~!~ ~~ Draft City of Ashland Values Statement Copy without history Proposed for Adoption - June 20 I 0 Introduction In April 2009, the Ashland City Council began work on goals to guide the City's work for the next 18 to 24 months, To guide their goal setting, the City Council first defined their values, They described, in positive terms, the things they use to make decisions about what is good for the community and good for the City of Ashland as an organization, As members of the Ashland City Council, we value: Participatory government. We value government that is open, accessible, honest and democratic, We value responsive and visionary leadership by elected officials, We have professional, high quality staff, We seek to be efficient and effective with public funds, Our citizens are engaged with their local government as volunteers and in critical community decisions, Natural Environment. Our town is part of nature's community, We seek to enhance the quality of water, land, air, and wildlife, We actively support energy conservation and alternative energy generation, Our parks and open spaces provide habitat for plants and animals and access to nature for our residents, Responsible Land Use, We value sustainable use ofland, water, energy, and public services; our architectural heritage; and buildings with quality design and construction, We value a vibrant downtown and central park and strong neighborhoods, We support transit, bicycling, and walking throughout our land use plans, Free Expression, We invite the exchange of diverse ideas, We value the social, economic, and creative contributions of the arts, cultural activities, and community events, Diversity, We are a welcoming community that invites and respects the individuality and contributions of all people, Economy, We value an economy that creates wealth for all. We strive to nurture homegrown business and to connect local consumers to local products, Our economy supports arts and culture, connects to Southern Oregon University, and supports high quality public services, We value a business community in tune with the environment and that provides good wages and economic choices for individuals and families, Distinctiveness, Ashland is a unique part of the Rogue Valley, We depend on partnerships in our community and region to meet many of the needs of our residents, At the same time, we value our ability to develop innovative approaches and to chart our own course, Education, We value lifelong education, We value the social, economic, cultural, and civic contributions of strong, integrated educational institutions, Basic Needs, We believe each person needs public safety, water, sanitation, adequate food, clothing, housing, transportation, and health care, Community, We believe Ashland is a unique and special place, Residents participate in community life and feel a sense of belonging, Community gardens, neighborhoods, schools, volunteer ism, and events bring our residents together. Residents look out for each other and support those in need, 2009 - RELEASED DRAFT Vision Statement Ashland is a strikingly beautiful town, nestled on the edge of the Siskiyou Mountains, Ashland is a small, safe, and welcoming place, Residents enjoy the urban amenities of a university town and a center for world-class outdoor recreation and performing and visual arts, Ashland has vibrant neighborhoods, Young singles, families, children, and seniors live in diverse housing types throughout the town, People know their neighbors, and they work together to care for each other. Children walk and bicycle to their neighborhood schools, and Ashland's school system is one of the best in the nation, Every resident can find shopping, recreation, and open space within an easy walk from their homes, Ashland's residents treasure the natural environment. Salmon spawn in Ashland's creeks, Solar panels gather energy on rooftops, community gardens dot the parks, drought tolerant plants grace yards, parks and open spaces, The community cleans and re-uses its storm water and effluent so no drop is wasted, It is as easy to walk and bike in Ashland as it is to drive, Ashland is connected to the Rogue Valley and the entire West coast through strong transit and rail systems, Population growth is managed, making efficient use ofland and ensuring the community is vibrant. Residents and visitors share Ashland's lively downtown, Ashland is eclectic and funky, and peoples' differences are treasured, not just tolerated, Visitors return to Ashland year after year to refresh themselves, to hike, bike, and ski, to learn, and to experience the performing and visual arts, Community events and festivals allow locals, regional residents, and visitors to share music, food, and ideas, Ashland supports businesses that are committed to family-wage jobs and Ashland's environmental ethic, The business community has a strong working relationship with Southern Oregon University, and university graduates find ample, rewarding employment in Ashland and the region,- Small businesses thrive, and entrepreneurs choose to start and grow their businesses here, A wilderness is a short hike away from the downtown plaza, Ashland's forests are healthy and managed to support the unique habitat of the Siskiyou Mountains, support recreation, provide clean drinking water, and ensure Ashland is safe from forest fire, The City of Ashland is respected in Oregon and the region as an innovative, effective, efficient, and well run municipal government. The City is well connected to its citizens, and is responsive to citizen and business needs, The City is an employer of choice to high quality professionals who -have chosen public service as a career ' 2010 DRAFT PROPOSED FOR ADOPTION Vision Statement June 2010 , Introduction III preparatiollfor goal settillg ill 2009. the Ash/alld City Coullcil developed a picture of what Ashlalld would look like ill 20 years - the year 2030 - if the commullity makes decisiolls cOllsistellt with its values, This picture is positive alld ambitious, It requires the City Coullcil to tackle a variety of problems - from ecollomic challge to lIew ellergy markets to political polarizatioll - ill all optimistic alld COllstructive way. While mallY of the statemellts ill the visioll are ambitious. the Coullcil believes it call be reached if the commullity shares hope for the future alld a willillglless to work to ellsure the commullity stays vibrallt alld ullique, Vision for 2030 In 2030, Ashland is a beautiful town on the edge of the Siskiyou Mountains, Ashland is a safe and welcoming place, Residents and visitors enjoy high quality outdoor recreation, and performing and visual arts, Ashland avoided sprawl, preserved historic buildings, and provided a variety of transportation and housing choices as it has developed, Ashland has vibrant neighborhoods with singles, families, children, and seniors living together. People know their neighbors, and they work together to care for each other. Residents can find jobs, shopping, recreation, and open space within an easy walk from their homes, As a community, Ashland is a leader in sustainable environmental practices, Ashland's creeks support fish, birds, and wildlife, The community meets its energy needs through conservation and alternative energy generation, Many parks include community gardens, and Ashland supports farming in the Rogue Valley through advocacy and economic development. Residents manage their water use through conservation, drought tolerant landscaping, and reuse of storm water and effluent. Ashland is connected to the Rogue Valley and ~st Coast through excellent telecommunications infrastructure and strong transit and rail systems, 0-- Residents and visitors share Ashland's downtown, Ashland is eclectic, and differences are treasured, not just tolerated, Visitors return to Ashland year after year. Community events and festivals allow locals, regional residents, and visitors to share music, food, and ideas, Ashland's economy is adaptive, resilient, and flexible, built on an entrepreneurial private sector, creative arts, and Southern Oregon University, The economic health of the community relies on homegrown businesses, community reinvestment, education, quality public services and sustainable business practices, Ashland's K-12 school system is one of the best in the nation, Southern Oregon University graduates students who succeed in life and their careers because they are well prepared for life and work in the 21 Sl century , Ashland's forests are healthy and managed to support the unique habitat of the Siskiyou Mountains, support recreation, provide clean drinking water, and ensure Ashland is safe from forest fire, The City of Ashland is respected in Oregon and the region as an innovative, effective, and efficient municipal government. The City is responsive to citizen and business needs, The City is an employer of choice to high quality professionals who have chosen public service as a career. Council Communication CITY OF ASHLAND Study Session: Water Conservation and Reuse Study and Comprehensive Water Master Plan Implementation June 14,2010 Primary Staff Contact: Pieter Smeenk Public Works/Engineering E-Mail: Pieter{alashland,oLus Finance Secondary Contact: Michael R. Faught Martha Benne Estimated Time: 60 Minutes Meeting Date: Department: Secondary Dept.: Approval: Question: Does the Council have questions about the Water Conservation and Reuse Study and Comprehensive Water Master Plan presentation aimed at providing a project update, program overview and next steps? Staff Recommendation: Staff recommends that Council provide staff feedback on the Water Conservation and Reuse Study and Comprehensive Water Master Plan update, program overview and next steps, Background: The goal of this study session is to provide the council with an update on the project, an overview of the program objectives ofthe study and the next steps early on in the process to ensure widespread community input on the master planning process, On June 16,2009, the City Council adopted the following goal: Adopt an integrated Water Master Plan that addresses long-term water supply including climate change issues, security and redundancy, watershed health, conservation and reuse, and stream health, On January 20,2010 the City Council awarded the Conservation and Reuse Study and Comprehensive Water Master Plan study to Carollo Engineering, Following the award of bid, . Ashland citizens and local experts with knowledge or interest in water supply issues were called together to form the Ashland Water Advisory Committee (A W AC) and the Technical Review Committee (TRC), A WAC Members TRC Members: Donna Mickley, Forest Service Alex Amarotico, Chamber of Commerce John Williams, Forest Lands Commission Amy Patton Leslie Adams, KS Wild Pat Acklin, SOU Darrell Boldt, DA Boldt Construction Vanya Sloan Kate Jackson, City Council Member Carol Voisin, City Council Member Donna Rhee Pieter Smeenk, Associate Engineer . Greg Hunter, Water Treatment Plant Supervisor Cindy Hanks, Finance Division Manager Terry Oldfield, Water Supervisor Jim Pendleton, Till . Mike Pina, Assistant Planner Robbin Pearce, Water Conservation Gary Sisk Jacob Kann Brenda Barker, Water Administrative Assistant Daryl McVey, Water Plant Operator Page 1 of2 ,,~, CITY OF ASHLAND On April IS, the TRC and the A W AC committees met for the first time, and then A WAC held a public open house presentation and listening session on May 5 at Ashland High SchooL Two subsequent TRC and A W AC meetings followed on June 2nd and lOth The A W AC is providing one link with the community by reviewing and discussing the proposed Level .of Service (LOS) goals in an open forum, This is needed to provide critical review and input to guide the study in a direction that the majority of the community can support when the study is complete, The committee also needs the Council's input. The Council study session presentation or project overview will address the Ashland water supply system, raw water sources, water supply challenges, water supply vulnerabilities, water supply reliability, impacts of climate change, future demand, aging infrastructure, more stringent environmental standards, A WAC's role, level of service goals, and upcoming work tasks, Next Steps Ultimately, these studies in their final form must be accepted by the Council and community before they can be put into action, Prior to that, the A W AC plans to hear from as many citizens as possible, Numerous opportunities to review progress and provide input are planned, including: " A public meeting on Monday, July 19, 2010 to review supply alternatives and master planning " A public meeting on Wednesday, September 8,2010 to chose preliminary alternatives analysis, " A public access television program in October, 20 I 0 to publicize progress, " An open house on Tuesday, October 19, 2010 to present program update, level of service goals, and also serve as an opportunity for public input. " A public meeting in November, 2010 to select an alternative supply strategy, " A council meeting in November, 2010 to report the selected supply alternative to the City CounciL " A public meeting in January 2011 to review the master plan and SDC/rate study, " A council meeting in April 2011 to present the final report to the City CounciL Related Policies: 2009 City Council Goals Council Options: The Councils comments and direction regarding the next steps to be taken are encouraged and appreciated, Potential Motions: N/A Attachments: June 14, 2010 PowerPoint presentation for this Study Session Page 2 of2 ~~, .. ,~".. -.,. '. ~r.l"'t>"'.' . , ~...,~ ,,', '''l."~I\",,,1 <j, R I. i I. l::>. ' . " . .'''':.... . . , ' , ~ ," ;:;,.,. ~ ." , />,9(.. ~ ......... -a.. (/)2 5$ $8 - >,C "t)ctl :Jo... ..... (/)~ Q) Q)..... II> II> :J ctl Q)2 a: ~ ~2 ctl 5$ .....Q) ~ .> Q) II> en C C Q) o.c o~ ~a. 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