HomeMy WebLinkAbout2010-0615 Council Mtg MIN
ASHLAND CITY COUNCIL MEETING
June 15,2010
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MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
June 15,2010
Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers,
ROLL CALL
Councilor Voisin, Navickas, Lemhouse, Jackson, Silbiger and Chapman were present.
MAYOR'S ANNOUNCEMENTS
Councilor Voisin announced the passing of Housing Commissioner Aaron Benjamin. l\1ayor Stromberg held a
moment of silence in his honor,
Mayor Stromberg noted vacancies on the Historic, Planning and Tree Commissions.
City Administrator Martha Bennett added an item to the Consent Agenda from the Fire Department regarding
the Title III Jackson County Funding Program for the Ashland Fire and Rescue as item #9,
SHOULD THE COUNCIL APPROVE THE MINUTES OF THESE MEETINGS?
The minutes of the Special Meeting of May 26, 20 I 0, Executive Session of June 1,20 I 0 and Regular Meeting
of June I, 20 I 0 were approved as presented,
CONSENT AGENDA
1. Will Council approve the min'utes of Boards, Commissions, and Committees?
2. Does the Council wish to enter into an Intergovernmental Agreement with the City of Medford to
provide police records assistance?
3. Should the Council adopt a resolution to provide a recommendation to Oregon Housing and
Community Services (OHCS) to allocate more than 50% of Oregon Homeownership Stabilization
Program funding to the hardest hit counties in the State of Oregon in accordance with the U.S.
Treasury Hardest Hit Housing Market?
4. Will the Council, acting as the Local Contract Review Board, approve the award of a public
contract to Answer Page for a term of one year, with the option of two one-year extensions, for a
total of up to three years?
5. Does the City Council wish to confirm the Mayor's re-appointment of Nick Frost to the Housing
Commission with a term to expire April 30, 2011?
6. Does Council wish to confirm the Mayor's appointment of Melody Noraas as the Parks Commission
Liaison to the Forest Lands Commission with a term to expire April 30, 2011?
7. Will Council, acting as the Local Contract Review Board, approve a Special Procurement for the
direct award of Aluminum Sulfate 48.5% from Rhodia for a term of five years?
8. Should Council approve the reappointment of Steve Minor, Anne Golden and Carol Christlieb as
recommended by the Board of Directors for the Ashland Community Hospital?
9. Does the Council wish to approve a funding agreement between the City of Ashland and Jackson
County for the Ashland Firewise Communities Recognition Program (Title llI)?
Councilor VoisinlSilbiger mls to approve Consent Agenda items. Voice Vote: all AYES. Motion
approved.
ASHLAND CITY COUNCIL MEETING
June 15, 2010
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PUBLIC HEARINGS
1. Will Council adopt the Fiscal Year 2010-2011 Annnal Bndget as presented or with modifications?
Administrative Services Director Lee Tuneberg explained this was the third phase of the budget process where
the Council would adopt the budget approved by the Budget Committee or make modifications, The process
included appropriations through resolution, qualitying for state subventions, a new resolution to clarifY sources
and uses to the Reserve Fund established last year and an ordinance setting the property tax rates as approved
by the Budget Committee,
He stated the extra I ,6cents was part of setting aside turn out equipment and hoses and included in the City's
rate as an operating tax levy of the pennanent rate, The Fire Department General Fund pays $30,000 into the
Equipment Fund's sinking fund, Expenditures are incorporated in the total tax for the General Fund,
He went on to explain the Community Development building is paid for by balances that have accumulated
over time in the Capital Improvements Fund. Money is set aside to replace capital facilities every year and an
actual balance grew because the City deferred a project. Appropriations transferred from the CIP into the Debt
Service Fund are paid from that fund, The loan will be paid 2.5 years early and will reflect a reduction in
internal payments by Public Works in 2012,
Public Hearing Open: 7:22 p.m.
Mina Turner/199 Almeda Drive/Amigo ClublIntroduced herself as the President of Ashland's Amigo Club
that has provided citizen support to the Sister City of Guanajuato for 40 years, The current budget was
inadequate and weakened the program, She requested the Council reconsider the Budget Committee's
recommendation not to fund basic Sister City obligations,
City Administrator Martha Bennett stated the current budget was $2,500 and explained how it was allocated,
She acknowledged the remarkable relationship the City has with its Sister City but this was not the budget to
recommend an increase due to the financial climate,
Ms, Turner clarified the amount requested for the 20 II budget was $4,390 and described the activities the
funds would support,
Public Hearing Closed: 7:29 p.m.
Conncilor SilbigerNoisin mls to approve Resolution #2010-16 adopting annual budget and making
appropriations. Voice Vote: Councilor Navickas, Silbiger, Lemhouse, Voisin and Jackson, YES;
Conncilor Chapman NO. Motion passed 5-1.
Conncilor Silbiger/Jackson to approve Resolution #2010-17 Certifying State Subventions.
Voice Vote: Councilor Voisin, Silbiger, Navickas, Jackson and Lemhouse, YES; Councilor Chapman,
NO. Motion passed 5-1.
Councilor SilbigerNoisin mls to approve Resolution #2010-15 Declaring State Revennes.
Voice Vote: Councilor Silbiger, Jackson, Voisin, Lemhouse, and Navickas, YES; Councilor Chapman,
NO. Motion passed 5-1.
Councilor SilbigerlLemhouse mls to approve Resolution #2010-18 Identifying Sonrces and Uses of a
Reserve Fund. DISCUSSION: Councilor Navickas was disappointed the Budget Committee did not approve
an increase to the Reserve Fund and wanted 1 cent of the tax rate dedicated to the fund, Councilor Jackson
noted the extensive discussions between staff and the Budget Committee regarding this issue and how the
Budget Committee did not support using additional property tax money to offset the costs for next year,
Refusing to establish reserves threatened the stabilityofthe City's fiscal situation during economic downturns,
ASHLAND CITY COUNCIL MEETING
June IS, 2010
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Councilor Lemhouse supported the Reserve Fund but thought raising property taxes was not the only way to
establish and maintain the Reserve Fund, Roll Call Vote: Councilor Silbiger, Lemhouse, Navickas and
Jackson, YES; Councilor Voisin and Chapman, NO. Motion passed 4-2.
City Attorney Richard Appicello read the ordinance title aloud,
Councilor Jackson/Silbiger mls to approve first reading of an Ordinance levying taxes for FY 2010-2011
and move to second reading. DISCUSSION: CounciloT Chapman stated this budget season was the least
hurtful he had experienced but objected to the I ,6cent increase to property taxes stating funds could come from
other areas instead, Roll Call Vote: Councilor Navickas, Voisin, Jackson, Lemhouse and Silbiger, YES;
Councilor Chapman, NO. Motion passed 5-1.
UNFINISHED BUSINESS
1. Will the Council approve First Reading of an ordinance titled, "An Ordinance Establishing and
Implementing a Program to Charge User Fees for the Deployment of Public Safety Services
Rendered by the City of Ashland, Ashland Fire and Rescue?
City Administrator Martha Bennett explained the scrivener's error on the ordinance discussed at the June I,
20 I 0 meeting was corrected, The ordinance would authorize the fees and a Public Hearing at a subsequent
meeting would determine the amounts Council will adopt through resolution,
City Attorney Richard Appicello read the ordinance title aloud,
Councilor Voisin/Jackson mls to approve first reading of the ordinance and move to second reading.
Roll Call Vote: Councilor Voisin, Navickas, Lemhouse, Jackson, Silbiger and Chapman, YES. Motion
passed.
2. Should Council approve Second Reading of an ordinance titled, "An Ordinance Extending the City
of Ashland Detail Site Review Zone for Consistency with the 2010 SOU Campus Master Plan"?
City Attorney Richard Appicello read the ordinance title aloud.
Abstentions. Connicts. Exparte Contact
Councilor Voisin declared a conflict of interest and requested Council to recuse her from the discussion, The
remaining Council and Mayor had no conflicts of interest or Exparte contacts to declare.
Councilor ChapmanlLemhouse mls to excuse Councilor Voisin due to a connict of interest. Voice Vote:
all AYES.
Councilor Voisin left the room at 7:43 p.m.
Councilor LemhouselChapman nils to approve Ordinance #3019.
DISCUSSION: Councilor Jackson and Mr. Appicello discussed separating the last sentence in Section 2:
"Notwithstanding their inclusion in the Detailed Site Review Zone, developments in these designated
areas shall be exempt from the maximum floor area requirement in Section 11-C a (1) of the Site Design
and Use Standards," and creating a new paragraph or Section,
Councilor Jackson/Chapman mls to amend the motion and make the last sentence in Section 2 of the
ordinance a separate paragraph. Roll Call Vote: Councilor Lemhouse, Jackson, Chapman, Silbiger and
Navickas, YES. Motion passed.
Roll Call Vote on main motion: Lemhouse, Jackson, Chapman, Silbiger and Navickas, YES. Motion
passed.
ASHLAND CITY COUNCIL MEETING
June 15, 2010
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Councilor Voisin returned to the meeting at 7:50 p.m.
NEW AND MISCELLANEOUS BUSINESS
1. Will the Council, acting as the Local Contract Review Board, approve awarding a contract for a
period ofthree years beginning June 30, 2010 and allowing for two one-year extensions to Bank of
America for City of Ashland Banking and Merchant Services?
City Recorder Barbara Christensen presented the staff report that recommended approving a contract with
Bank of America, She described the Request for Proposal (RFP) process, clarified the contract applied to
banking transactions only and was not intended for investment purposes, She listed the potential proposers and
noted Bank of America ranked the highest with a $1 ,025 a monthly flat fee for banking services and a discount
on fees associated with merchant services. Some proposals were vague regarding costs and did not follow the
RFP close enough for the group to determine the cost to the City. Ms. Christensen confirmed part of the
selection criteria required the bank to have a local branch,
Councilor V oisinlSilbiger mls that the Council, acting as a Local Contract Review Board approve the
contract recommendation. Roll Call Vote: Councilor Voisin, Navickas, Lemhouse, Jackson, Silbiger
and Chapman, YES. Motion passed.
Ms, Christensen noted local banks that submitted proposals ranked well in the process except for the cost.
2. Will the Council approve a proposal to adjust the angle of parking in the Plaza to increase traffic
safety and available parking as recommended by the Transportation Commission?
Associate Engineer Pieter Smeenk presented the staff report that would change the angle of parking in the
plaza from 60 to 75 degrees, The change improved geometric efficiency and allowed eight additional parking
spots, The Transportation Commission approved the plan with one revision to parking spot # lOin front of
City Hall they thought was a hazard to pedestrians. Traffic Engineers reviewed the angle and agreed the
change improved safety but did not agree on removing space # 1 O. They suggested a curb bump instead with
motorcycle parking against the curb line. Funding for the curb pop-outs would cost an additional $3,000-
$4,000,
Staff explained how a parked truck that was unloading would reduce the Level of Service (LOS) from A to B
because it diminished the amount of back up space, Public Works Director Mike Faught explained there was
$180,000 allocated for miscellaneous projects, if Council approved this project, staff would do the striping and
concrete projects at the same time,
Councilor Jackson/Chapman m/s to accept staff's variously revised proposal for the new angle on the
parking spaces. DISCUSSION: Councilor Jackson liked the idea of adding the bump out by City Hall and
creating more safety by Mix, Councilor Navickas thought it emphasized the need for a comprehensive long-
term plan for the plaza and encouraged more bicycle parking, Councilor Chapman eXplained the Traffic
Commission planned to walk through the downtown area to identify additional parking spaces for bikes,
Councilor Voisin supported more space for bikes and commented on the need to lessen the use of motorized
vehicles, Roll Call Vote: Councilor Lemhouse, Chapman, Voisin, Silbiger,Jackson and Navickas, YES.
Motion passed. .
3. Does the City Council wish to adopt a resolution making a recommendation to Jackson County on
issues to be addressed prior to the adoption of the Greater Bear Creek Valley Regional Problem
Solving (RPS) Plan?
Community Development Director Bill Molnar and Associate Planner Derek Severson provided a presentation
on the Regional Plan that included:
Problems that the Regional Plan is meant to address through the identification of Urban Reserve Areas
(URA's):
. Lack of a Mechanism for Coordinated Regional Growth Planning
ASHLAND CITY COUNCIL MEETING
June 15, 2010
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. Loss of Valuable Farm and Forest Land Caused by Urban Expansion
. Loss of Community Identity
. Draft Regional Plan: http://www.ashland.or.uslrps
. RPS Urban Reserves Map
. Urban Reserve Area Candidates Maps
Background City Decision on URA's - Ashland made a decision in 2003 not to propose any Urban
Reserve Areas
. In November 2003, Planning Commission recommended not to add URA's
. In December 2003, Council passed a resolution not to add Urban Reserve Areas (2003-37)
. Reason: Focus on more efficient land use on existing lands within the UGB
Issues Raised in 2007 Letter
. Efficient Land Use
. Transportation Planning & Implementation
. Loss of High Value Agricultural Lands,
. Regional Approach to Housing & Economic Development
. Coordinated Population Allocations
Regional Problem Solving Participants Agreement
. The six cities agree to abide by the RPS Plan, adopted by Jackson County and the cities (into
respective Compo Plans)
. May be necessary to make adjustments to the Plan, as a result of the Plan amendment, adoption
process
. Jacksonville self-selected not to be a participant by not signing the Participants Agreement (see OLCO
letter)
Adoption Process
. Cities provide fonnal comment on the Oraft Plan to County Planning Commission by Resolution.
. County Planning Commission conducts hearings on Cities' URA's & makes recommendations to
County Board of Commissioners (Ashland 8/12/1 0)
. Board of Commissioners conducts hearing and makes a decision on plan adoption, (TBA)
. Cities incorporate County-adopted plan into their Comprehensive Plans, Maps and Ordinances, (TBA)
. OLCO Acknowledgement (and any appeal)
Monitoring the Adopted Plan
. Every 5-years, parties submit a self-monitoring report (beginning in 2015)
. Urban Reserves are first-priority lands used for future UGB expansions
. Conceptual plans for urban reserves shall have sufficient detail to detennine size & location of
regional trans. Facilities
. County population element shall be updated consistent with gradual implementation of Plan
Requested Tonight
. Council is asked to adopt a resolution providing a recommendation on the RPS Plan to infonn the
County's decision
. Staff has provided a draft resolution with the following recommendations for modifications to the
current draft plan
Population Allocation
. Mayor's Letter raised the issue, ,.
. Plan's Response" ,amendment could occur as early as 2009 as part ofRPS plan adoption
. Current Plan Treatment of Ashland Population:
o 2,176 (0,28% AAGR) by 2040 (reduction 00001 over our previous 2026 estimates)
o 4,038 (0.32% AAGR) by 2060 (reduction of 8,222 over our previous 2056 estimates)
. That the population allocation be reviewed and adjusted prior to adoption
. Specifically, amend RPS Plan to reflect a 2040 Ashland population projection consistent with an
approximate 1,06 average annual growth rate (AAGR), and a 2060 population projection consistent
ASHLAND CITY COUNCIL MEETING
June 15,2010
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with an approximate 0,91 average annual growth rate
Mr, Molnar explained the population allocation figures in the plan were significantly less than what staff would
have estimated. The Coordinated Population Forecast was important because it was based on maintaining a
20-year supply ofinventory for residential and employment growth, Staffwent on to explain under the Oregon
Land Use planning system Counties allocate population to their jurisdictions and this is done independent of
RPS. For unknown reasons in 2006, the City of Ashland went from a reasonable population allocation to one
that was not. Jackson County updates the Coordinated Population Estimates in 5-year intervals, The next
review period will occur 2012,
Efficient Land Useffransportation
. Incorporate a commitment to:
...j Transit Oriented Development and/or
...j Higher density planning scenario of at least 7.26 dwelling units per acre (as suggested by
DLCD) - conducive to a successful regional transit system
. Veri/)' compliance of any proposed urban growth boundary expansion by preparation of a conceptual
development plan, specifYing target residential and/or employment densities
Urban Fringe
. Provide formal assurance that the 10-acre minimum lot size currently in place under Oregon
Administrative Rules will remain in place within our urban fringe (i,e, within one mile of the UGB)
until Ashland identifies urban reserves
Jurisdictional Transfers
. Jurisdictional transfer of County roads within existing city limits, suggested in June 4, 20 I 0 letter from
Jackson County should not be tired to the adoption and acknowledgement process for the RPS Plan
. Issue was only recently raised and may have budgetary implications, which need to be further
considered by the Cities and the County
Mary-Kay Michelsenl2810 Diane StreetJUrged Councilto support the proposed Resolution because it spoke
to the RPS Goal of each jurisdiction maximizing the potential infill and redevelopment within its current
boundaries before designating farmland for future development, She objected to the use of "or" in item 2, line
three under Section 2 of the proposed resolution and thought it gave jurisdictions a choice between a
commitment to transit oriented development or higher density. It was an invitation to low density and the
continuation of sprawl. j\1aximizing infill preserved at risk farmland,
Pepper Trail/20ll Crestview DrivelExplained he was a member of the Rogue Advocates and listed several
groups he supported concerned with preserving open space and wildlife habitat. He urged Council not adopt a
policy that drastically increases population growth, Some population growth is inevitable and the RPS process
offers the community an opportunity to prepare, Adopting a higher density standard through RPS will promote
infill development, preserve agricultural land, and limit sprawl. He noted the RPS process fails to
acknowledge climate change, Ashland should endorse the final RPS agreement only ifit supports the over all
goal of sustainability,
Daniel Gregg/195 Mobile Drive/Shared how long he has lived in the area and his experience with farming,
He urged Council to pass the resolution to protect the familand and encourage other jurisdictions to do the
same, He supported education on sharing, using fewer resources and provided examples,
Sarah Vaile/140 Lincoln StreetlIntroduced herself as the Project Coordinator for Rogue Advocates that
supported sustainable communities in the Rogue Valley, Rogue Advocates urged Council to support the
proposed Resolution if several issues in the RPS Draft Plan were resolved prior to adoption, Rogue Advocates
took issue with item 2 on the resolution The Efficient Land Use and Transportation and Planning
Implementation, Many of the groups' concerns would be mitigated if the plan committed to the transit
ASHLAND CITY COUNCIL MEETING
June /5, 20/0
Page 70f8
oriented developments and higher density scenario described on pages 2-10 and 2-11 of the Draft Plan,
Committing to the high-density scenario only 400 ofthe 1200 acres allocated for Urban Reserve Land would
be needed for urbanization, She urged Council to include reconfiguring the amount of land needed to
accommodate growth under the higher density scenario that would spare RRLC land from the urban reserves.
Currently the plan is out of compliance with State law and Land Use Goals and appealable because it
designates RRLC lands as urban reserves without taking an exception as required by the RPS statute.
Greg Holmesl432 NW 6lh Street, Grants PasslIntroduced himself as the Southern Oregon Planning Advocate
for 1000 Friends of Oregon and supported the proposed resolution with minor modifications,
He requested that the word "or" be removed from the language in Section 2, item 2, Affordable Housing was
not addressed in the plan and he suggested Council add a new Section 5 requiring the RPS to address
Affordable Housing,
Cate HartzelV892 Ganlen WayIMayor Stromberg summarized a letter submitted into the record from Ms,
Hartzell against the RPS Plan but supporting a strong resolution.
Council discussed Section 1 - RPS Plan 1. Population and expressed concerns regarding the population
allocation and its affect on the amount of land included in the urban reserves, Staff suggested changing the
language of the first sentence to read: "That the population allocation be reviewed and adjusted
.accordingly prior to adoption by Jackson County Commissioners," and revise the last sentence to read:
"Population estimates must be corrected for all jurisdictions in RPS to reflect these projected growth
rateS, or alternate growth rate based upon an accepted, empirically based population project
methodology." Council consensus agreed to the language changes and adding an additional Section 5 to
address land in the urban reserves,
Council went on to discuss Section 1 - RPS Plan 2. Efficient Land Use and Transportation
Planningllmplementation. Staff explained the primary concern for removing the word "or" was target
densities were focused for urban reserve areas, and density in the wrong location could have unintended
consequences, Council directed staff to revise the language and bring back suggestions for consideration.
Council consensus agreed with the suggested language for Section 1.- RPS Plan 3. Urban Fringe.
Staff explained Section 1 - RPS Plan 4. Jurisdictional Transfer was an issue for the County Roads
Department and added at the County Road Director's request. Council agreed with the suggested language,
Staff discussed with Council adding a new Section 1 - RPS Plan S. High Value Farmland that would
request Jackson County reduce the total amount of critical commercial agricultural lands included in Urban
Reserves areas, Proposed language would read: "The City of Ashland believes the adoption ofthe higher
density planning scenario and a more accurate population allocation per jurisdiction will reduce the
total amount of land needed for future urban growth. Therefore the County can reduce the high value
farmland included in the proposed urban reserve areas."
Council and staff discussed adding a new Section 1 - RPS Plan 6, Regional Approach to Housing and
Economic Development with the possible language: "Jackson County identifies a specific timeline during
adoption ofRPS for creation of a regional strategy for diverse housing types. Diverse and affordable
housing choices close to work, shopping and school are an essential element to managing growth and
economic development public services and environmental social impacts..."
Councilor JacksonIV oisin mis to direct staff to revise the Resolution as discussed. Roll Call Vote:
Councilor Silbiger, Chapman, Voisin, Navickas, Lemhouse and Jackson, YES. Motion passed.
ASHLAND CITY COUNCIL MEETING
June 15, 2010
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4. Will Council approve an engineering services contract with Keller Associates in an amount not to
exceed $303,400 to provide a Comprehensive Wastewater Master Plan?
Public Works Director Mike Faught introduced Engineering Technician II Scott Fleury who provided the
background on the selection process where Keller Associates ranked the highest. The Wastewater Master Plan
will include all regulatory requirements, analyze the Capital Improvement Plan (CIP) for the collection system,
and review staffing needs for service levels and look at pre-treatment needs for the City, It will also cover a
hydraulic model that will analyze the flow of the sanitary sewer system, Another component of the Master
Plan is analysis on the Wastewater Treatment Plant's current capacity, membranes, inlinetreatment of the plant
and bie-solid management with recommendations for improving the carbon footprint of the pant. Mr, Faught
further explained the plan would provide an overall comprehensive view of the system, help determine rates
and projects for the CIP, The study contract duration is 20-months but has a schedule end date of September
2011.
Council discussed concerns regarding the cost of the study and benefits the Master Plan would provide,
Councilor Lemhouse/Jackson mls to approve contract with Keller Associates in an amonnt not to
exceed $303,400. DISCUSSION: Councilor Voisin requested detailed quarterly reports on the progress of
the study, Councilor Chapman thought there must be a more cost effective way to get the information and
would not support the Master Plan. Roll Call Vote: Councilor Navickas, Silbiger, Jackson, Lemhonse and
Voisin, YES; Councilor Chapman, NO. Motion passed 5-1.
ORDINANCES. RESOLUTIONS AND CONTRACTS
1. Does the Council approve the first reading of ordinances adopting Chapter 18.53 Croman Mill and
related ordinance, Ashland Comprehensive Plan, and Comprehensive Plan and Zoning Map
amendments?
Councilor JacksonlLemhouse mfs to continue item until June 29, 2010 meeting. Voice Vote: all
AYES. Motion approved.
ADJOURNMENT
Meeting w adjourned at 10:21 p,m,
Barbara Christensen, City Recorder