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2010-118 IGA - ECSO - Police
041410 oo ~ cso* EMERGENCY COMMUNICATIONS OF SOUTHERN OREGON EMERGENCY COMMUNICATIONS OF SOUTHERN OREGON RESTATED INTERGOVERNMENTAL AGREEMENT 1 RESTATED INTERGOVERNMENTAL AGREEMENT OF EMERGENCY COMMUNICATIONS OF SOUTHERN OREGON RECITALS WHEREAS, the participating jurisdictions of an emergency communications agency, formerly known as Southern Oregon Regional Communications and now. known as Emergency Communications of Southern Oregon ("Agency"), have previously enteral into an intergovernmental Agreement ("IGA") creating the Agency for purposes of establishing and operating a public safety emergency communications system inclusive of a 9-1-I jurisdiction as contemplated by ORS 401.710 to401.790 that provides a cooperative and coordinated 9-1-1 primary public safety answering point for police, fire and emergency medical services for the benefit of all participating jurisdictions; and WHEREAS, it is the function of the Agency to provide coordinated alarm, telephone and public safety communications services for participating parties for the benefitof the citizens with the undersigned jurisdictions, ` FFEZREA-6--frurmtime-te time, byzasmeralmeiwe"e3t sfcwnt~-thc-IGr1=nn b modified to provide, among other things, expanded membership in the Agency; and WHEREAS, the signatories hereto desire to substantially modify the IGA and have determined the most practical method for doing so is by adoption of a fully Restated [GA. NOW THEREFORE, it is hereby mutually agreed by, between and among the undersigned to adopt a fully Restated IGA, to be formally known hereafter as the Restated Intergovernmental Agreement of Emergency Communications of Southern Oregon ("Restated IGA"), as follows: TERMS AND CONDITIONS 1. EXPANDED AGENCY NRISDICTION The participating jurisdictions, asset forth on. Exhibit A, attached hereto and incorporated herein by this reference, hereby enter- into the Restated IGA pursuant to ORS Chapter 190 to redefine the scope of the Agency's 9-1-1 jurisdiction, responsible for the provision of 9-1-1 service and public safety communications, to include all of Jackson County and agree that the Agency will be an 2 intergovernmental public entity formed by intergovernmental agreement under the auspices of ORS Chapter 190, specifically ORS 190.010 and that the Agency will continue to be known as Emergency Communications of Southern Oregon. 2. POWERS AND Au'CFIORITY The Agency is vested with all powers, rights and duties necessary for performing the function of a 9-1-1 public safety answering point and initiating appropriate response pursuant to ORS 401.710 to 401.790, or as such are subsequently amended. or replaced by successor statutes, including, but not limited to, contracting for such services. The agency shall be governed by the,goveming bodies set forth in Exhibit "B" attached hereto and incorporated herein by reference. 3. GOVERNING BODY R. 'llhe Agency, shall be governed by a Chief Executive Officers Board ("CEO Board"), whose membership shall consist of seven (7) participating jurisdiction representatives from the members as set forth on Exhibit "A" as srrt the amende-Ic = - - - - - pernitment members of the CEO Board shall be a representative of the Jackson County Sheriff's Office, as chosen by Jackson County; a representative each of [lie City of Medford Police Department and the City of i•fedford Fire Department, as chosen by the City of Medford. Ttvo (2) of the remaining four (4) seats shall be filled by [lie next largest police agency and fire agency, (as determined by the participating jurisdiction's user fee contribution). The remaining two (2) seats shall be filled by one (1) at large police agency one (1) at large fire agency from the remaining participating jurisdictions as elected by the Intergovernmental Council for one (1) year terms, July 1 through June 30, at its last meeting of each fiscal year. Each participating jurisdiction with a seat on the CIA Board shall appoint, at its pleasure, one (1) primary representative and one (1) alternative representative, who may attend and participate, as provided herein, in all CEO Board meetings in the absence of the participating jurisdiction's primary representative Representatives and alternates shall be an elected official or employee of their respective participating jurisdictions. A majority of the CEO Board members in attendance at a duly noticed meeting shall constitute a quorum for purposes of deliberation and decision. Each CEO Board Member shall have one (1) vote. 3 b. The CEO Board shall be responsible for: • Approval and adoption of the Agency Strategic Plan • Approval and adoption of the Agency annual objectives and work plan • Adoption of general policy guidelines and performance standards for Agency service levels • Adoption of the Agency's annual budget • Approval of all contracts over $50,000.00. • Serving as the body to tear the final step of grievance procedure for unclassified employees • . Approval of contract employment terms and conditions for the Agency Director C. All meetings of the CEO Board and of its subordinates, the Intergovernmental Council and User Agency Advisory Group, shall be held in accordance with Oregon Public Meeting Laws, ORS 192.610 to 192.710, or as such are subsequently amended or replaced by successor statutes. A majority of the members of the CEO Board shall constitute a quorum for purposes of deliberation and decision. All decisions of the CEO Board, § ej, R DV procTde-Fr tmrcirrsErrtl~EfffiireWrleas(f rem crs voting in favor or against any motion for the decision to be official. d. The CEO Board, at its first organizational meeting, or as soon thereafter as reasonable, shall adopt rules governing its procedures, and including at a minimum: l) time and place of regular meetings; 2) method and manner of calling special meetings; 3) method, term and manner of election of CEO Board officers; 4) procedures for executing documents on behalf of the Agency; and 5) intergovernmental Council and User Agency Advisory Group rules of procedure. e. the CEO Board, at its first organizational meeting, shall elect a Chair and Vice Chair to serve through June 30, 2012.'Che term of the Chair and Vice Chair thereafter shall be two (2) years, running from July I through June 30 each year, with elections held at the Board's first meeting in even numbered years %vhether. July or thereafter. The Chair, and in the Chair's absence the Vice Chair, shall preside over all CEO Board mectings.'Ile Agency Director, or designee, shall act as Clerk of the Board and be responsible for providing notices of meetings and keeping of minutes, as required by Oregon Public Meetings Laws. The CEO Board may establish other officer positions, in addition to a Chair and a Vice-Chair, as it may deem necessary a from. time to time for itself and/or for the Council and/or User Agency Advisory Group. 4. INTERGOVERNMENTAL COUNCIL, a. There is hereby established an Intergovernmental Council ("Council°) consisting of the participating jurisdictions as set forth on Exhibit "A" and as such may be amended from time to time. b. The Council shall, among other things: • Nominate candidates and recommend contract employment terms and conditions for the Agency Director subject to CEO Board ratification; • Based upon the direction of the CEO Board, provide oversight and direction to the Agency Director regarding all Agency operations; • Review and Recommend implementing policies and strategies for Agency service levels; • Review and Recommend all other agency operating policies including t-patiTi . , - - • Review and Recommend salary levels for all Agency employees subject to CEO Board ratification; • Recommend [lie Agency's annual budget to the CEO Board; • Provide for an annual audit of the Agency's finances; • Review and Approve all contracts in amounts up to $50,000.00 or as otherwise authorized by CEO Board administrative directive; • Review all contracts over $50,000.00 and make recommendations to the CEO Board • Provide direction and advice to the Agency Director regarding personnel matter and labor negotiations and make recommendations as to such to the CEO Board. • Perform other duties and responsibilities that may be assigned by the CEO Board. c. The Council, at its first organizational meeling, shah elect a Chair and Vice-Chair to serve through June 30; 2011. The terms of the Chair and Vice- Chair thereafter shalt be for one (1) year, Judy 1 through June 30 and elections for the upcoming term shall be held at the first meeting of the year, whether July or thereafter. The Council shall meet at least quarterly, and at a time and place designated by its members. Special meetings of the Council may be called by the Chair or any two (2) members upon at least seven (7) days prior written notice to all Council members. d. Seven (7) representatives of the Council attending a duly noticed meeting shall constitute a quorum for the purposes of deliberation and decision. Each Council member shall have one (t) vote. Approval of a majority of a quorum attending a duly noticed meeting is required for any action. 5. USER AGENCY ADVISORY GROUP a. 't'here is hereby established a User Agency Advisory Group ("User Group"), consisting of one (1) representative appointed from each of the agencies as set forth on Exhibit "A" and as such may be amended from time to time. User Group representatives shall be employees of their respective agency. b. The User Group shall: 1) provide advice and counsel to the CEO Board, Intergovernmental Council and Agency Director in matters of Agency operational priorities, policies and procedures; 2) review and recommend Standard Operating Procedures "SOPs" to the Agency Director for adoption by tile gent }-jiFiS~ideT.filPlee I=ff t t irecturin the development of the Agency's annual operating budget. C. A majority of the User Group members in attendance at a duly noticed meeting shall constitute aquorum for the purposes of deliberation and decision. Each agency representative on the.User Group shall have one (1) vote of those representatives in attendance. Approval of a majority of a quorum attending a duly held meeting is required for any action. 6. AGENCY DIRECTOR a. The.CEO Board shall select and appoint an Agency Director based upon qualifications and competence as deemed appropriate by the CEO Board. b. The Agency Director shall be the chief administrative officer of the Agency and be responsible for: l) Agency administration, personnel, purchasing and budget functions, in conformance with the policies and rules adopted by the CEO Board; 2) dispatching, phone answering, recordkeeping, security and other Agency functions in conformance with the policies adopted by the CEO Board; 3) hiring, training, discipline and/or discharge of all subordinate Agency personnel, subject to applicable Agency.rules and policies;,4) s attending and providing executive staffing of the CEO Board, Intergovernmental Council and User Group meetings; and d) preparing and presenting to the Agency Budget Committee, not later than the first Monday in February, a proposed budget for the next budget year. i. FUNDING The services of the Agency shall be funded from contributions from participating jurisdictions, including the assignment of each participating jurisdiction's 9-1-1 excise taxes, and User fees based on a User formula as determined by the CEO Board. User Formula contributions shall be paid in four (4) equal installments and due no later than Judy 10, October 10, January 10, and April 10 of each year. Yearly User Contracts, in a form approved by the CEO Board, shall be signed by each User Agent), no later than June 301h for cacti upcoming fiscal year. 8. EOUIPMENf a. The CEO Board shall,consider and adopt policies relating to ownership and maintenance responsibilities for equipment necessary for the operation of the FJpon,daptinn-oF-s~rctrpolreres-bc-the-C©=Board-f}ie-rage - - Director shall cause them to be mailed to cacti participating jurisdiction's city manager or chief administrative officer, for purposes of review and/or comment and objection. If no participating jurisdiction provides the Agency Director with written objections to the policies, within thirty (30) days of their mailing, the policies shall be conclusively deemed as acceptable to the participating jurisdictions and the policies shall be effective as of that dale. b. In the event of Agency dissolution, equipment and furnishings not identified for return to a participating jurisdiction shall be sold, in accordance with applicable law, and the funds from such sale distributed to the participating jurisdictions in proportion to their funding contribution to the Agency for the preceding three (3) year period. 9. 1NCREASiNG MEMBERSHIP 'fie CEO Board shall develop a method for allowing Agency membership for other units of local government as such are defined in OILS 190.003. New participating jurisdictions shall be accepted as members of the Agency only upon approval of three-fourths (314) of all Intergovernmental Council members and 7 upon their becoming a signatory to the Restated [GA. All participating jurisdictions shall be responsible for directly or indirectly providing an emergency service to the public. Emergency services are police, fire, or emergency medical services. 10. DURATION WITHDRAWAL ANI) TERMINATION This Agreement is perpetual and the Agency shall continue from year-to-year provided, however, I) any participating jurisdiction may withdraw from the Agency upon providing written notice to the CEO [Board Chair not later than June 30 of any year for withdrawal effective July I of the following calendar year; and 2) the Agency may be dissolved upon mutual agreement of all participating jurisdictions. A participating jurisdiction may withdraw from the Agency without written notice required herein, only if agreed to by all remaining participating jurisdictions. Upon withdrawal of a participating jurisdiction, as to any of the withdrawing agency's equipment that was obtained by a grant, ECSO shall become fully responsible for adhering to all grant requirements, thus relieving the withdrawing agency of all such liability. The governance and f un~iny,=struetur~~f=t~his~ugreeinen t=m~y~be=subject~t~=r~yiocwbwfhe~f:9=Boar~l at any time after completion of four (4) years from the effective date of the Restated.iGA if a review is requested in writing by at least one participating jurisdiction, or by request of a majority of the CEO [Board It. REMEDIES U a participating jurisdiction withdraws from this Agency, but fails to provide necessary notice or to obtain mutual consent of all participating jurisdictions, tile parties agree that the liquidated damages for such action shall be not less than the withdrawing partys share of the Agency's annual operation costs for the next fiscal year, as determined by the Agency's User Formula. In the event any party files litigation to enforce this Agreement, or any portion thereof, the prevailing party shall be entitled to reasonable attorney fees and costs, including any fees and costs incurred in an appeal, and as determined by the appropriate Court. 12. AMENDMENTS This Agreement may only be changed, modified, or amended upon three-fourths (3/4) vote of all participating jurisdictions. 8 13. EFFECTIVE DATE This Agreement shall become effective when it has been authorized by resolution of a majority of the governing bodies of the participating jurisdictions identified herein. Notwithstanding Paragraph 9., Increasing Membership, those participating jurisdictions named herein that do not enter into this Agreement prior to its effective date, may become members of the Agency upon authorization by resolution of their governing bodies, provided such authorization is enacted prior to December 31, 2010. Any jurisdiction desiring to join the Agency after December 31, 2010 may do so subject to Paragraph 9., Increasing klembership. 14. PRIOR AGREEMENTS This Agreement, upon its effective date, supersedes the previous Intergovernmental Agreement, however, any and all prior agreements of Emergency Communications of Southern Oregon and/or between the participating jurisdictions regarding cooperative and coordinated efforts to -~xm*2t~.r9=l~f-prim;,tr'Ist~£stir=~fettrmsn'enng'PainY~r-~p~v ; ' emergency medical services shall remain in full force and effect until modified, terminated and/or replaced by the participating jurisdictions. la SEVERA13ILITY The terms of this Agreement are severable and a determination by an appropriate body having jurisdiction over the subject matter of this Agreement resulting in the invalidity of any part, shall not affect the remainder of the Agreement. 16. INTERPRETATION The terms and conditions of this Agreement shall be liberally construed in accordance with the general purposes of this Agreement. 17. This Agreement shall be governed in all respects by Oregon law. 9 SUBSCRIBED TO AND ENTERED INTO by the appropriate officer (s) who are duly authorized by resolution to execute this Agreement on behalf of the governing body of the below-named unit of local government. Dated: Jackson County Dated: City of Medford Dated: City of Central Point Dated: City of Eagle Point Dated: City of Pogue River Dated: City of Jacksonville Dated: City of Butte Falls Dated: City of Talent Dated: City of Phoenix .a Dated: City of Ashland Dated: Rogue River Rural Fire Protection District U Dated: Jackson County Fire District r3 Dated: Jackson County Fire District ~'4 Dated: Jackson County Fire District >5 Dated: Jackson County Fire District a6 Dated: Jackson County Fire District " '9 Dated: Prospect Rural Fire Protection District Dated: Lake Creek Rural Fire Protection District is Dated: Greensprings Rural Fire protection District Dated: Oregon Department of Forestry Dated: Crater Lake National Park Dated: Southern Oregon University r 12 Exhibit "A" The Emergency Communications of Southern Oregon Restated Intergovernmental Agreement ("Intergovernmental Agreement") is initially made and entered into, pursuant to ORS 190.010 and by and among the herein participating jurisdictions: Jackson County- Jackson - County Sherrff s O ice Jackson County Roads and Parks Jackson Counly Services Jackson County Airport Aallmrity The City of Medford: Xledford Police Department Medford Fire Department Vfi~tlfarrl=Rrtrwt=Fir~Rrnteeffo~rBizPwc - ~ The City of Central Point: Central Point Police Department The.Cty of Eagle Point: City of Eagle Point Police Department The City of Ashland: City of Asldand Police Department City of Ashland Fire and Rescue The City of Talent: City of'Falent Police Department The City of Phoenix: City of Plmrenix Police Department The City of Jacksonville: City of Jacksonville Police Departme>tt City of Jncksonville Fire Department The City of Rogue River. City of Rogue River Police Department The City of Butte Falls: City of Butte Palls Police Department. City of Butte Falls Fire Department Rogue River Rural Fire Protection District k1 13 Jackson County Fire District #3 Jackson County Fire District #4 Jackson County Fire District #5 Jackson County Fire District 46 Jackson County Fire District 49 Prospect Rural Fire Protection District Lake Creek Rural Fire Protection District Oregon Department of Forestry Southern Oregon University Crater Lake National Park Greensprings Fire Protection District iJI Exhibit IIBII Chief Executive Officers Board ("CEO Board") Agency Director Intergovernmental Council ("Council') _ User ~?1~ency Acl~isory 1--uSer-Agenqv-A(hjsoMGroujR2 - - Grou ff irc) (Law) I is CITY OF ASHLAND Council Communication Intergovernmental Agreement to Participate with Emergency Communications of Southern Oregon to Provide Emergency Dispatch Services in Southern Oregon Meeting Date: 5/04/2010 Primary Staff Contact: Terry Holderness Department: Police Department E-Mail: holdemet@ashland.or.us Secondary Dept.: Fire Department Secondary Contact: John Karns Approval: Martha Bennett Estimated Time: Consent Question: Does the Council wish to enter into an Intergovernmental Agreement with Emergency Communications of Southern Oregon to Provide Emergency Dispatch Services in Southern Oregon? Staff Recommendation: Staff recommends that the Council authorize entering into an Intergovernmental Agreement with Emergency Communications of Southern Oregon to Provide Emergency Dispatch Services for the City of Ashland. Background: The Police and Fire Departments presently contract with the City of Medford for emergency dispatch semces -A1L-JacksoiLCounty=emergencyy-sen7icesincluding_those previomLy_providedlz - he-c i -of-- Medford will be consolidated into the new Emergency Communications of Southern Oregon (ECSO). This consolidation should take place on or shortly after July 1, 2010. After that time there is no viable option other then ECSO available to the City of Ashland for providing emergency dispatch services. At this time staff estimates that becoming part of ECSO will reduce the cost of emergency dispatch services for City of Ashland by over $100,000 a year. ECSO will be formed as an intergovernmental public entity formed by intergovernmental agreement under section ORS 109.010. The IGA being presented covers the governance of ECSO and the City of Ashland agreeing to be part of ECSO. As long as Ashland Police Department remains the second largest Police Department in Jackson County the Department will be guaranteed a permanent position on the ECSO seven member executive board. Prior to July of 2010 the Council will be asked to approve another IGA containing the actual contract including cost to the City of Ashland for ECSO providing emergency dispatch services. Related City Policies: None. Council Options: Approve of the City of Ashland entering into an IGA with Emergency Communications of Southern Oregon to Provide Emergency Dispatch Services in Southern Oregon. Direct staff to provide the council with additional information about options for supplying emergency dispatch services for the City of Ashland. Page 1 of 2 ~r, CITY OF ASHLAND Potential Motions: Move approval of the IGA with Emergency Communications of Southern Oregon to Provide Emergency Dispatch Services in Southern Oregon. Attachments: Copy of the Emergency Communications of Southern Oregon Restated Intergovernmental Agreement Copy of the Emergency Communications of Southern Oregon Restated Bylaws Page 2 of 2 City of Ashland, Oregon - Agendas And Minutes Page 1 of 6 • search site GO a site map I advanced sea an Back • by Em receive email updates for CIN of Ashland. O=nn / city Council City Council - Minutes Tuesday, May 18, 2010 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL May 18, 2010 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg ca0ed the meeting to order at 7:00 p.m. in the Civic Council Chambers. ROLL CALL Councilor Voisin, Navickas, Jackson and Chapman were present. Councilor Lemhouse and Silbiger were absent I MAYOR'S ANNOUNCEMENTS Mayor Stromberg noted vacancies on the Historic, Planning, Housing and Tor Commissions. SHOULD THE COUNCIL APPROVE THE MI TFR OF THESE MEETINGS? The Regular Meeting minutes ofMay 4, 2010 were approved as presented. The Mayor and Council discussed delaying two items on the agenda pertaining to the adoption of the , Southern Oregon University (SOU) Campus Master Plan and the recommendation for the Compensation Class Study. The decision retained the SOU Campus Master Plan and delayed the Compensation Class Study. SPECIAL PRESENTATIONS & AWARDS 1. Mayor Stromberg's Proclamation of Craft Beer Brewers week was read stood. 2. Does Council accept the final report and recommendation of the Public Safety Bond Committee. Management Analyst Ann Seltzer presented the staff report and introduced Chair Don Mackin and members of the committee. Mr. Mackin noted how well the group worked together and thoroughly evaluated each proposed pmj=L He stated the Committee found there was a valid need to replace Fire Station #2 and that it had reached a critical level. They unanimously agreed on the expansion and improvement efforts for the Police Station and that it should be a top priority. The committee noted a more cost effective option was relocating the Police Department to The Grove. The committee recommended the following: • Move forward with a General Obligation Bond election in May 2011 for Fire Station #2 in an amount not m exceed 13million • Move forward with a Bond in a future election forthe Police Station • Considerusing The Grove for the Police Station • Seek otherresources for a ladder track and training tower for Fire Department Ms. Seltzer stated the architect had evaluated parking needs if the police station should move to The Grove. Comment was made that the Finance Department was designated for The Grove in the Facility Master Plan. Staff explained for the long-term Finance would remain at City Hall. If the Police Station moved to The Grove, the Information Technology Department would use the space vacated by the Police Department. Additionally, concern was raised regarding the lack of funding for a Fire Inspector. Mr. Mackin explained that the architect provided potential costs and options for savings to the Committee. The proposal for Fire Station 42 was for a steel building rather than a wood building. Ms. Seltzer further explained the architect scaled back the project ruing the existing footprint in order to apply for Stimulus Money the City did not receive. City Administrator Martha Bennett clarified that the original project was significantly scaled back and designed for the long-term and would require less maintenance cost. She also noted there has never been "sluicing funds"for the ladder truck. httn //wunv acliland nriiR/Aaends.c a.cn9nienlav=M1n11tegkAMTll=4151 7/14/2010 City of Ashland, Oregon - Agendas And Minutes Page 2 of 6 Councilor Jackson/Navickas m/s to accept the report and recommendations of the Pubic Safety Bond Committee and direct staff to prepare an implementation plan for Council review at a future meeting, targeting May 2011 for a ballot measure for Fire Station No. 2 as recommended. DISCUSSION: Council thanked the Committee for their effort and work. BOB Call Vote: Councilor Jackson, Voisin, Chapman and Navickas, YES. Motion passed. Mr. Mackin stated that the Committee has offered to help in preparing the implementation of the General Obligation Bond for Fire Station N2. CONSENT AGENDA 1. Will Council approve the minutes of Boards, Commissions, and Committees? 2. Should Council approve continuance of First Reading of an ordinance creating a new Chapter 1330, relating to the Advanced Financing of Public Improvements from May 18, 2010 to August 3, 2010? 3. Does Council wish to confirm the Mayor's appointment of Jody Waters to the Housing Commission with a term to expire April 30, 2011? 4. Will Council, acting as the Local Contract Review Board, consent to enter into a contract with Footprint Recycling for collecting and recycling used cooking oil for a term to begin May 19, 2010 and expire June 30, 2012, with the option to renew the contract for an additional 12 months? 5. Should Council approve continuance of First Reading of ordinances adopting Chapter I&53 Croman MID and related ordinances from May 18, 2010 to May 26, 2010? Councilor Vofsim/Jackson nits to approve Consent Agenda items Voice Vote: all AYES. Motion passed • PUBLIC HEARINGS (None) PUBLIC FORUM Gary Miller/Access-3630 Aviation Way, MedfordlIntroduced himself as the Executive Director for Access and provided an update on the services Ashland residents received in 2009. Family and Senior Services provide eviction prevention, housing the homeless, rental and energy assistance and had assisted 15 households in Ashland The Access Housing programs ranging from housing coureeling to weatherization helped 29 families in Ashland during 2009. Through Access Food Share, 236 household received food assistance. Access also provides free use of medical equipmcnl, crutches, wheel chairs, etc, to individuals. Another program is Access Junior Achievement on financial literacy for children Kindergartin-12a' grade that 55 students from Ashland participated in 2009. Access receives 70% of their funding through Federal Funds and the remaining mmes,from pmpeny.fees and.fimd.misine.~~ - UNFINISHED BUSINESS 1. Will Council authorize staff to implement the recommendations for the non-represented employees found to be more than 5% below market in a recent study? 120 Minutes] Item delayed due to the absence of Councilor Lemhouse and Silbiger. 2. Will Council, acting as the Contract Review Board, approve a contract with Visar Construction Co. Inc., in the amount of $142,798.75 to construct the Liberty Street Local Improvement District (LID)? Public Works Director Mike Faught presented background information regarding the bid process for the LID. He stated the lower bid was a $37,121.25 reduction from the previous estimate. Staff was confident the low bid would not generate future change orders. Councilor Chapman/Jackson m/s to approve, with cause, a contract with Visar Construction Co. Inc. in the amount of $142,798.75 for the improvement of Liberty Street under Assessment District No. 81 DISCUSSION: Councilor Chapman noted that staff had reduced the amount over the cap the City was responsible for from $30,000 to $7,500. Councilor Jackson commented on the pmcros and stairs involvement with the property owners. Roil Call Vote: Councilor Chapman, Navickas, Voisin and Jackson, YES. Motion passel. 3. Does Council wish to adopt the SOU Campus Master Plan update and approve First Reading of the three implementing ordinances? Abstentions, Conflicts. Exparte Contact Councilor Voisin declared a conflict of interest and requested Council m recuse her from the discussion. Councilor Jackson/Chapman m/s to recuse Councilor Voisin on this item. Voice Vote: all AYES. Motion passed Councilor Voisin left the meeting at 8:01 p.m. Community Development Director Bill Molnar presented the staff report and explained the three ordinances for the Southern Oregon University (SOU) Master Plan. One incorporated the SOU Mater Plan into the Comprehensive Plan. The second ordinance would update the Land Use Section Chapter 18.64 SOU Zoning District referencing the new SOU Master Plan as the guiding document for the next 10 years. The third ordinance modified the actual zoning district boundary to ensue only properties under the ownership of SOU or controlled by SOU were within the boundary of the zoning district. This ordinance removed seven properties privately owned from the SOU boundary and returned them to adjacent residential zoning. Staff requested an additional motion for an ordinance that would apply the detailed site review zone overlay to the htM•//www a.chland ornc/Aaenriaa aan?T)icnlnv=Minlite.gkr.AMTD=4151 7/140010 City of Ashland, Oregon - Agendas And Minutes Page 3 of 6 area between WancerAvenue and Wightman Streets for the proposed multi-story mixed-use project. Mr. Molnar clarified the normal process for a housing project included a site review approval that applied the City's design standards for multi-family housing. SOU is bond by the same process. Because the .projects are within 50 feet of privately owned property, it also triggers a Condition Use Permit (CUP) requiring additionalreview. SOU proposed eleven additional standards for the housing projects m well. City Attorney Richard Appicello road the ordinance title amending the Comprehensive Plan to adopt and incorporate the SOU Mmter,Plan aloud. Councilor Jackson/Navickas mils to approve first reading and move to second reading the Ordinance amending Ashland Comprehensive Plan to adopt and incorporate the updated SOU Master Plan. DISCUSSION: Ron Call Vote: Councilor Jackson, Navickas and Chapman, YES. Motion passed. Mr. Appicello read the ordinance title amending Charter 18.64 m reference the SOU Master Plan aloud. Councilor Chapman/Jackson m/s to approve first reading the Ordinance amending 18.64 to reference current SOU Campus Master Plan and move to second reading. Ron Call Vote: Councilor Jackson, Navickas and Chapman, YES. Motion passed Mr. Appicello read the ordinance title amending the Ashland Zoning Map aloud. . Mr. Molnar was not sure how the City Zoning Map included private properties in the SOU zoning area. The maps were created in the early 1980's and updated by hand. The properties could have been mistakenly included in the boundary. The GIs technology the City uses today reduces the margin for error substantially. Councilor Navickas/Jackson nits to approve first reading of Ordinance amending Ashland Zoning Map to be consistent with the City of Ashland comprehensive plan designation for SOU properties in accordance with the 2010 kmpus master plan and move to second reading. Ron Can Vote: Councilor Jackson, Navidkas and Chapman, YES. Motion passed Councilor Voisin returned to the meeting at 8:21 p.m Mr. Appicello stated the fourth ordinance for SOU regarding the detailed site review zone would be available at the June 1, 2010 mating. MW AND MISCELLANEOUS BUSINESS_ 'oune accept the report of the Police Chief on crime in Ashland and the use of force by. the Ashland Police Deparhnent? Police Chief Terry Holdemess presented the staff report that showed an overall decrease in crime during 2009. In 2009, there were 31 incidents of Use of Force, all considered low forms of physical force where Tasers and pepper spray were not used. Part One Crimes, tracked by the Federal Bureau of Investigation (FBI) include Homicide, Rape, Robbery, Aggravated Assault, Auto Theft, Larceny and Arson. There was a 20.3% reduction in 2009. The Ashland Police Department (APD) experienced a 37% clearance rate and the national average is 230/,24%. Chief Holderness explained Incidents Related to Disorder address how safe people feel in thew neighborhood and that data is collected by tracking the number of calls the APD receives regarding fighting and dmg activities. Last year call volume decreased 24%. Domestic violence was not included in this category because it is generally not a reportable crime. Statistics for All Crime include crimes the APD would not have been aware had they not taken proactive action, like drunk driving, showed an overall 27% decrease. - During 2009, there were seven reported rapes, down from I I in 2008. The legal definition of rape is sexual penetration, anything less is sexual assault The APD worked 22 cases involving sexual assault in 2009. US Department of Justice statistics show that only 1 out of every 7-10 rapes are reported and for a college town the size of Ashland there is more likely 50 unreported rapes a year. The Police Department currently provides annual programs to seventh graders at the Middle School on binge drinking and sexual assault. A future goal when resources permit is an internet victim program for High School students. Philip Lang/758 B Street(Submitted and read a statement on an alleged incident of excessive use of force he encountered with one Medford and two Ashland Police officers after his partner's death that resulted from medical care she had received from Rogue Valley Medical Center. Charges brought against him due to the incident were dropped prior to going to trial. He noted there were many incidents where APD Officers were abusive and violent and was concerned that officers were not required to fill out incident reports for all their involvements with citizens. He encouraged the Mayor and Council to request a detailed report regarding police activities that included how the civil rights of citizens were respected and protected. Chief Holdemess clarified the total for use of force encounters applied to any incident and officers are required to fill out a report anytime they use physical force. However, reports are not required httn'//uvunv aahland nr r13/AoPnda.c acn9T)ign1.m.-- in11tP.RRrAMIT)=41 S1 7/1 d17M tl City of Ashland, Oregon - Agendas And Minutes Page 4 of 6 every time they contact someone. He went on to describe the harassment training all officers receive during basic training at the academy. In 2009, AID went through crisis intervention training. Ongoing training includes monthly tests on appropriate use of force with hands on training occurring twice a year. Chief Holdemess was aware of the claim Mr. Lang filed with the City bin had not met with Mr. Lang directly. When a formal complaint occurs, the Police Department assigns a Lieutenant or Deputy Chief to investigate the claim and interview all involved parties. The Lieutenant or Deputy Chief presents the investigation to Chief Holdemess who detemdnes if a policy violation occurred. If there was a violation of Oregon State Law, the Oregon State Police Department investigates the criminal aspect followed by an internal investigation by the APD. In Mr. Lang's case, the officer in question left the department shortly after the alleged incident City Attorney Richard Appicello further explained Certified City County Insurance Services (CCIS) investigated the case, denied Mr. Lang's claim and closed the file. Councilor Navickas stressed the need for strong training for officers not to respond to the person they are arresting and remain professional. Chief Holdemess responded that in his history as an officer the APD has shown mom; restraint than other agencies regarding arrest tactics. Councilor Voisin/Chapman m/s to accept the report as presented. Roll Call Vote: Councilor Voisin, Jackson, Chapman and Navickas; YES. Motion passed. 2. Does Council have questions regarding staffs proposal to administratively approve a twelve month extension to the RVTD/City of Ashland Reduced Fare Program Agreement? Public Works Director Mike Fought provided the history on the fare reduction and bringing Route 5 back. The anticipation was an increase in ridership when actually a 13.82% decrease in ridership F. occurred. There was not sufficient data to determine the reason for low ridership. Speculation attributed the decline to the decrease in fuel costs. Feedback from riders indicated a dislike in the direction Route 5 travelled. Originally, Route 5 traveled in the opposite direction of Route 15. Since its reinstatement, it travels in the same direction as Route 15. Citizens have suggested reversing Route 5 and staff agreed. Cmmcil.expressed.concem.on.continuing.the.contract.due•to.the.high.cost-to-the,Ci andd;_cn, d- -removing the fare reduction or the extra route and using those funds to subsidize the fare further. Councilor Jackson/Navickas m/s to direct staff to extend the RVTD/City of Ashland Reduced Fare Program Agreement as proposed by staff and reverse Route 5 direction. DISCUSSION: Councilor Jackson was frustrated with the transit service, recognized that riders need access to the rest of the valley and that the City cannot afford to subsidize it. She would support it this year but the system needed to improve and be consistent Councilor Chapman was also frustrated and noted that two years ago the City spent $100,000 for a professional opinion on how to improve transit. Last year RVTD guaranteed increased frequency would result in an increase in ridership but this report countered that information. He would reluctantly support the motion and stressed the need for a solution by next year. RVTD cannot provide the service the City requires. Councilor Navickas supported the motion because of the consistency and thought there would be an eventual increase in ridership. Councilor Voisin explained ridership would change when the Transportation Plan was complete and did not support the motion. She suggested removing the loop service and using the $149,000 to support current riders. Roll Call Vote: Councilor Chapman, Jackson and Navickas, YES; Councilor Voisin, NO. Motion passed 3-1. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Should Council approve Second Reading of an ordinance titled, "An Ordinance Relating to Public Contracting and Personal Service Contracts and Repealing Chapters 2.50 and 2.52"? City Attorney Richard Appicello read the ordinance title aloud and noted a typographical error. He also read the following suggested language to Section 1. 2.50.020 Purpose: "The City shall endeavor to utilize local suppliers of materials and services whenever practical and feasible while seeking to obtain the lowest and best responsible bid, quotation or proposal." Matt Small(385 Cherry LaneJReferred to a letter he submitted to the record supporting hiring local businesses. The ordinance would give the City an opportunity to ensure City contracts go to local businesses. He encouraged Council to support it and thought the additional language utilizing local business was reasonable. Staff clarified for purchasing "stuff' and capital construction projects the City was required under y State law to take the lowest responsible bid. This ordinance applied to Personal Services Contracts only and would increase flexibility for those contracts. The primary purpose for public contracting laws is to pmmote open and impartial competition. hftn•//wwwaehlandnrna/Aaandaaa.cnMienlav=Min11tP..S ..AMTT)=4151 7/1d171110 City of AsNand, Oregon - Agendas And Minutes Page 5 of 6 Staff explained the pre-qualified pool consisted of advertising annually for a Request for Proposal (RFP) for the pre-qualified pool. It would limit the RFP process and provide the City with several qualified vendors to initiate the biding process when needed. It costs the City approximately $7,000 for each RFP in staff time and advertising. The process can take anywhere from two to five months. It was noted that currently half of the 14 contracts established with the City were local businesses. Council and staff discussed the viability of having periodic reports on the number of Personal Service Contracts with the total dollar amounts and how many were within the Rogue Valley. A suggestion was made to reduce the limitation amounts from $75,000 to $50,000 to increase transparency. Council directed staff to delete 250.120 Personal Services Contracts (1) Class Exemptions. Mr. Appicello read changes to ordinance that would remove 250.120 Personal Services Contracts (1) Class Exemptions. Councilor Chapman/Jackwn m/s to approve Ordinance #3013 as amended. Councilor Navickas/Voisin ants to amend the motion to reduce the limitation on Personal Services Contracts from $75,000 to $50,000 through out the ordinance. DISCUSSION: Councilor Navickas explained the amendment would address issues with transparency and allow Council to track more contracts. Councilor Chapman supported retaining the amounts of $35,000 to $75,000 and thought transparency could be achieved through reports. Councilor Jackson would not support the amendment because of the compression. Roll Call Vote: Councilor Navickas and Voisin, YES; Councilor Chapman and Jackson, NO. Mayor Stromberg broke the tie with a NO vote. Motion denied 2-3. - Roil Call on original motion: Councilor Navickas, Voisin, Chapman and Jackson, YES. Motion passed. 2. Should Council approve the First Reading of an ordinance titled, "An Ordinance Relating to Green Burials at City Cemeteries and Amending AMC 2.64.160"? GitY--Attorncy-&qtaatdeAppice,llo_zead=ths_ordinanse titIc-alsud-taiate9 cea-Safety=Strt>amsor - Mike Morrison explained in the past vaults were required in an effort to eliminate potential issues of soil sinking and settling. Soil settling now was a manageable concern that staff could handle without using vaults. Councilor Jackson/Navickas m/s to approve first reading and place on agenda for second reading of Ordinance. Roil Call Vote: Councilor Jackson, Navickas, Voisin and Chapman, YES. Motion passed. 3. Should Council approve First Reading of an ordinance titled, "An Ordinance Ratifying the Emergency Communications of Southern Oregon Intergovernmental Agreement and Declaring an Emergency"? City Attorney Richard Appicello read the full ordinance and the title for second reading' aloud. Clarification was made that the emergency clause was necessary in order to continue 911 services. The new agreement would go into effect before the City could have two full readings and the 30- day wait for the ordinance to go into effect Councilor Chapman/Jackson ants to declare an emergency to enact the ordinance. Roll Call Vote: Councilor Voisin, Navielms, Jackson and Chapman, YES. Motion passed. Councilor Chapman/Navickas rots to approve fast and second reading of Ordinance #3012. Roll Call Vote: Councilor Voisin, Navickas, Chapman and Jackson, YES. Motion passed. 4. Should Council approve First Reading of an ordinance titled, "An Ordinance Relating to the Disposal of Surplus Property"? City Attorney Richard Appicello read the ordinance title aloud and explained it was a companion to the Public Contracting ordinance. Councilor Chapman/Voisin nuts to approve first reading and place on agenda for second reading. -Roil Call Vote: Councilor Chapman, Voisin, Navickas and Jackson, YES. Motion passed. ADJOURNMENT Meeting was adjourned at 10:15 p.m. Barbara Christensen, City Recorder httn•//www nchlrind nr ns/A oPnrla.c asn9Dicnlav=Min1tP.gk AMM=4151 7/14/?O1 fl City of Ashland, Oregon - Agendas And Minutes Page 6 of 6 John Stromberg, Mayor Printer friendly version If you have Questions regarding the site, please contact the vvabonaster. Te` ns of Use I Built using Project A's Site+n-a-Box 02010 Verson 5.12. httn•//www s.-h1snd nr ns/Acrendaa aan'?T)isnlgv-Min11te.gk..AMIT)=4151 7/14/2010 Page 1 1 1 r, I T Y OF CITY RECORD ASH LAND DATE " PO09684 RS" i* 20 E MAIN ST. 7/22/2010 09684 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 015371 r SHIP TO: City of Ashland - Police Dept. EMERGENCY COMMUNICATIONS, OF SOUTHERI 1155 E MAIN STREET 400 PECH ROAD ASHLAND, OR 97520 CENTRAL POINT, OR 97502 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: contact: Gail Rosenberg Special Inst: Confirming? NO v .uvL Wd i ` • rr x4,. Y, vs S..rew,..+nw+.stm~v n o x ..,.:.+,t:'surc .a .n-n r '~4~aa+ -w" 0., 5 Quaut~ . , ,lJnit a"`""'t""'"l:'";'`"i' ~?i". • " ''"Descri lion _.,Umt P,nce, Ext. P.rlce~,." 911 Dispatch Services - POLICE - FY 329,780.96 2011 Intergovernmental Agreement City Council Meeting May 18, 2010 Agreement is perpetual/Will be billed quarterly SUBTOTAL 329 780.9 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 329,780.96 ASHLAND, OR 97520 :-AccountlNumber P,~ojectlNumber , Amount `_iAccountlN"umber Project{Number: ~ . Amount E 110.06.09.00.60416 329 780.96 t o /o vEr Do t coPv Au rized Signature r CITY OF A request for a Purchase Order ASH LAN D REQUISITION FORM Date of Request: 07/21/10 THIS REQUEST IS A: ❑ Change Order(existing PO # ) Required Date of Delivery/Service: Vendor Name Emo[gonry rnmm n'r tinnc of Sn thpm Omgnn (Er-SQ) Address 400 Pech Rd City, State, Zip Central Point, OR 97502 Telephone Number 541.776.7210 Fax Number Contact Name Margie Puckett SOLICITATION PROCESS Small Procurement ® Sole Source ❑ Invitation to Bid ❑ Less than $5,000 ❑ Written findings attached (Copies on file) ❑ Quotes (Optional) ❑ Quote or Proposal attached Cooperative Procurement ❑ Reauest for Proposal ❑ State of ORIWA contract (Copies on file) Intermediate Procurement ❑ Other government agency contract ❑ Special I Exempt ❑ (3) Written Quotes ❑ Written findings attached (Copies attached) ® Copy of contract attached ❑ Quote or Proposal attached Ememencv Contract # ❑ ❑ ❑ Written findings attached ❑ Quote or Proposal attached Description of SERVICES Total Cost x ` '3 ,r t ter,. @ Y d~pf,329,78U 96 .r r +rpr n; ❑ Per attached PROPOSAL Annual 9-1-1 Dispatch Services Contract Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ❑ Per attached QUOTE Project Number-------- $ Account Number 110.06.09.00.604160 `Items and services must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. By signing this requisition fo , the information provided above meets the City of Ashland public contracting requirements, and the documentation n b rovi ed up req Est. Employee Signatu Supervisor/Dept. Head Signature: G: FinancelProcedurelAel ormsl8_Requ¢ition form revised.doc Updated on: 71210010